City Council Business Meeting

City of Palm Coast City Hall 160 Lake Avenue Agenda Palm Coast, FL 32164 www.palmcoastgov.com City Council Business Meeting Mayor Michael Norris Vice Mayor Theresa Pontieri Council Member Charles Gambaro Council Member Ty Miller Council Member Ray Stevens Tuesday, January 21, 2025 9:00 AM City Hall - Community Wing City Staff Lauren Johnston, Acting City Manager Marcus Duffy, City Attorney Kaley Cook, City Clerk • Public Participation shall be in accordance with Section 286.0114 Florida Statutes. • Other matters of concern may be discussed as determined by City Council. • If you wish to obtain more information regarding the City Council’s agenda, please contact the City Clerk's Office at 386-986- 3713. • In accordance with the Americans with Disabilities Act and Section 286.26, Florida Statutes, persons needing a reasonable accommodation to participate in any of these proceedings or meeting should contact the City Clerk at 386-986-3713, at least 48 hours prior to the meeting. • City Council Meetings are streamed live on YouTube at https://www.youtube.com/@PalmCoastFL. • It is proper meeting etiquette to silence all electronic devices, including cell phones while Council is in session. • Any person who decides to appeal any decision of the City Council with respect to any matter considered at this meeting will need a record of the proceedings, and for such purpose, may need to hire a court reporter to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. A. CALL TO ORDER B. PLEDGE OF ALLEGIANCE TO THE FLAG AND A MOMENT OF SILENCE C. ROLL CALL D. PUBLIC PARTICIPATION Public Participation shall be held in accordance with Section 286.0114 Florida Statutes. And pursuant to the City Council’s Meeting Policies and Procedures: (1) Each speaker shall at the podium, provide their name and may speak for up to 3 minutes. City of Palm Coast Created on 1  (2) The Public may provide comments to the City Council relative to matters not on the agenda at the times indicated in this Agenda. Following any comments from the public, there may be discussion by the City Council. (3) Public speakers may address their comments to the Council as a whole, the Mayor, or to an individual Council Member (4) When addressing the City Council on specific, enumerated Agenda items, speakers shall: (a) make their comments concise and to the point; (b) not speak more than once on the same subject; (c) not, by speech or otherwise, delay or interrupt the proceedings or the peace of the City Council; (d) obey the orders of the Mayor or the City Council; and (e) not make any irrelevant, impertinent or slanderous comments while addressing the City Council; which pursuant to Council rules, shall be considered disorderly. (5) Any person who becomes disorderly or who fails to confine his or her comments to the identified subject or business, shall be cautioned by the Mayor and thereafter must conclude his or her remarks on the subject within the remaining designated time limit. Any speaker failing to comply, as cautioned, shall be barred from making any additional comments during the meeting and may be removed, as necessary, for the remainder of the meeting. Members of the public may make comments during the public comment portion of the meeting. Please be advised that public comment will only be permitted during the public comment portions of the agenda at the times indicated by the Chair during the meeting. E. MINUTES 1. MINUTES OF THE CITY COUNCIL: JANUARY 7, 2025, BUSINESS MEETING JANUARY 14, 2025, WORKSHOP MEETING F. ORDINANCES SECOND READ 2. ORDINANCE 2025-XX AMENDING CHAPTER 2, ADMINISTRATION, ARTICLE VI, RETIREMENT, DIVISION 2, VOLUNTEER FIREFIGHTER RETIREMENT SYSTEM AND TRUST FUND G. ORDINANCES FIRST READ 3. ORDINANCE 2025-XX AMEND AND RESTATE FAIR HOUSING ORDINANCE H. RESOLUTIONS 4. RESOLUTION 2025-XX APPROVING THE AFFORDABLE HOUSING INCENTIVES REPORT 2024 FOR THE STATE HOUSING INITIATIVES PARTNERSHIP (SHIP) PROGRAM City of Palm Coast Created on 2  5. RESOLUTION 2025-XX APPROVING A PURCHASE AND SALE LAND AGREEMENT (DONATION) AND AN EASEMENT RELATING TO 135 PALMWOOD DRIVE, PALM COAST, FLORIDA 6. RESOLUTION 2025-XX APPROVING THE ENCLAVE AT SEMINOLE PALMS FINAL PLAT - APPLICATION 5926 7. RESOLUTION 2025-XX APPROVING UNDER CURRENT PIGGYBACK CONTRACT WITH HERNANDO COUNTY, FLORIDA, AND ASPHALT PAVING SYSTEMS, INC., EXPENSES RELATED TO GLOBAL TREATMENT SERVICES I. CONSENT 8. RESOLUTION 2025-XX APPROVING AN AMENDMENT TO THE INTERLOCAL SUBAWARD AGREEMENT WITH FLAGLER COUNTY FOR UTILITY INFRASTRUCTURE IMPROVEMENTS UNDER THE AMERICAN RESCUE PLAN ACT 9. RESOLUTION 2025-XX APPROVING AN EASEMENT AGREEMENT WITH TECO PARTNERS, INC., FOR FIRE STATION #22 AND FIRE STATION #26 10. RESOLUTION 2025-XX APPROVING ADDITIONAL PROJECT EXPENSES FOR THE BLARE AND COLBERT CONVEYANCE PROJECT 11. RESOLUTION 2025-XX APPROVING PIGGYBACKING THE BROWARD COLLEGE CONTRACT WITH SHENANDOAH CONSTRUCTION, LLC FOR STORM DRAIN CLEANING, REPAIRS, AND MAINTENANCE SERVICES ON AN AS-NEEDED BASIS 12. RESOLUTION 2025-XX APPROVING MASTER SERVICES AGREEMENTS WITH MULTIPLE FIRMS FOR STORMWATER PIPE INSPECTION SERVICES 13. RESOLUTION 2025-XX APPROVING A MASTER SERVICES AGREEMENT WITH RCM UTILITIES, LLC FOR THE UPGRADES OF TWO AGING PUMP STATIONS 14. RESOLUTION 2025-XX APPROVING PIGGYBACKING THE FLORIDA DMS CONTRACT WITH KONICA MINOLTA FOR THE PURCHASE OF PRINTING SERVICES AND EQUIPMENT J. PUBLIC PARTICIPATION Remainder of Public Comments is limited to three (3) minutes each. K. DISCUSSION BY CITY COUNCIL OF MATTERS NOT ON THE AGENDA L. DISCUSSION BY CITY ATTORNEY OF MATTERS NOT ON THE AGENDA M. DISCUSSION BY CITY MANAGER OF MATTERS NOT ON THE AGENDA City of Palm Coast Created on 3  15. REPORTING OF EMERGENCY AND SOLE SOURCE PURCHASES FOR DECEMBER 2024 N. ADJOURNMENT 16. AGENDA WORKSHEET AND CALENDAR City of Palm Coast Created on 4  City of Palm Coast, Florida Agenda Item Agenda Date: January 21, 2025 Department CITY ADMINISTRATION Amount Division Account # Subject: MINUTES OF THE CITY COUNCIL: JANUARY 7, 2025, BUSINESS MEETING JANUARY 14, 2025, WORKSHOP MEETING Presenter: Kaley Cook, City Clerk Attachments: 1. Minutes (2) Background: Recommended Action: APPROVE MINUTES OF THE CITY COUNCIL: JANUARY 7, 2025, BUSINESS MEETING JANUARY 14, 2025, WORKSHOP MEETING 5  City of Palm Coast, Florida Agenda Item Agenda Date: January 21, 2025 Department PUBLIC SAFETY Amount Division FIRE Account # Subject: ORDINANCE 2025-XX AMENDING CHAPTER 2, ADMINISTRATION, ARTICLE VI, RETIREMENT, DIVISION 2, VOLUNTEER FIREFIGHTER RETIREMENT SYSTEM AND TRUST FUND Presenter: Kyle Berryhill, Fire Chief Attachments: 1. Ordinance 2. Actuarial Statement Background: Council Priority: B. Safe and Reliable Services UPDATED BACKGROUND FROM THE JANUARY 7, 2025, BUSINESS MEETING: The City Council heard the first reading of the item on January 7, 2025. No changes have been made to the item. UPDATED BACKGROUND FROM THE NOVEMBER 12, 2024, BUSINESS MEETING: On November 12, 2024, City Council approved the second read of the updated pension ordinance, including career firefighters in addition to the existing plan for volunteers. City Administration and the Palm Coast Professional Firefighters Local 4807 are asking council to approve two amendments to that ordinance related to administrative setup process specifically related to the one-time option to enter the plan. UPDATED BACKGROUND FROM THE OCTOBER 15, 2024, BUSINESS MEETING: City Council heard the first reading of the item at the October 15, 2024, Business Meeting. No changes have been made to the item. ORIGINAL BACKGROUND FROM THE OCTOBER 15, 2024, BUSINESS MEETING: The City of Palm Coast Volunteer Firefighters are presently provided a pension and certain other benefits under Ordinances of the City of Palm Coast. The proposed Ordinance amends Chapter 2, Administration, Article VI, Retirement Division 2, Volunteer Firefighter Retirement System and Trust Fund to include a Firefighters' Retirement System for the City of Palm Coast Firefighters’ and Volunteer Firefighters. The Palm Coast Professional Firefighters Local 4807 have considered and approved the proposed amendments to the plan and has recommended these amendments to the City Council for adoption. 45 Recommended Action: ADOPT ORDINANCE 2025-XX AMENDING CHAPTER 2, ADMINISTRATION, ARTICLE VI, RETIREMENT, DIVISION 2, VOLUNTEER FIREFIGHTER RETIREMENT SYSTEM AND TRUST FUND 46  City of Palm Coast, Florida Agenda Item Agenda Date: January 21, 2025 Department COMMUNITY DEVELOPMENT Amount Division PLANNING Account # Subject: ORDINANCE 2025-XX AMEND AND RESTATE FAIR HOUSING ORDINANCE Presenter: Jacqueline Gonzalez, Site Development Coordinator I Attachments: 1. Ordinance 2. Business Impact Estimate Background: This is a legislative item. UPDATED BACKGROUND FROM THE JANUARY 14, 2025, WORKSHOP MEETING: City Council received a presentation on the item at their January 14, 2025, Workshop Meeting. No changes have been made to the item. ORIGINAL BACKGROUND FROM THE JANUARY 14, 2025, WORKSHOP MEETING: The Community Development Block Grant (CDBG) Program started in 1974 in order to provide funding for housing and community development. Activities or Programs funded by CDBG funds must meet one of the following the National Objectives of the Program: 1) Benefit low- and moderate-income persons (LMI) 2) Prevent or eliminate slum or blight 3) Address urgent community development needs (Emergency) As an entitlement community, the City of Palm Coast will be eligible to receive an annual allocation from the Department of Housing and Urban Development (HUD). Historically, CDBG funds have been used for various community development activities such as: • Housing Programs, • Public Services (Limited to 15% of Grant), • Public Infrastructure/Facilities (In Qualified Areas based on Census or benefits area 51% or greater LMI Area), • Economic Development, and • Planning/Administration/Monitoring of the Program (limited to 20% of allocation). In the City of Palm Coast, CDBG funds have been used to fund the following activities: • Housing rehabilitation of owner-occupied units • Public Services, • Public Infrastructure (trails), and • Planning/Administration/Monitoring of the 69 It was recommended by our CDBG Program Consultant Guardian CRM that the City review and update the required HUD Policy regulations considering recent compliance changes made to some of HUD policies. To receive CDBG Funds, an entitlement community is required to adopt and maintain these HUD policies. The amendment and restatement of Fair Housing Ordinance was one of those policies. The following updates were made to Fair Housing ordinance:  Section headers titles changes and renumbered.  Addition of 9 new definitions.  New section added Unlawful Housing Practices which incorporate discrimination sales or rental advertising, discrimination in financing, and discrimination in brokage services.  Expanded on accordance with federal law Exemptions and Exceptions section.  New section added Complaint and Processing Complaints defining claims, the policy, and process on handling them in accordance with HUD.  New sections added Additional Remedies regarding the procedures prescribed by this ordinance they effect other state and federal constitutions or laws.  New section Report to Florida Real Estate Commission regarding the city’s responsibility report realtor’s violations to the commission.  New section Education and Public information enabling the city to promote the policies in this ordinance.  New section Untruthful Complaints or Testimony explaining this is a unlawful.  New sections Penalty which describes fine which can be inquired for violations of this policy. Fine is 5% of the federal penalties to be issued. Recommended Action: CITIZEN ADVISORY TASK FORCE (CATF) RECOMMEND BY 6-0 VOTE THAT CITY COUNCIL APPROVE ORDINANCE 2025-XX TO AMEND AND RESTATE FAIR HOUSING CODE 70  City of Palm Coast, Florida Agenda Item Agenda Date: January 21, 2025 Department COMMUNITY DEVELOPMENT Amount Division PLANNING Account # Subject: RESOLUTION 2025-XX APPROVING THE AFFORDABLE HOUSING INCENTIVES REPORT 2024 FOR THE STATE HOUSING INITIATIVES PARTNERSHIP (SHIP) PROGRAM Presenter: Jose Papa, AICP, Senior Planner Attachments: 1. Resolution 2. 2024 AHAC Report Incentives Background: UPDATED BACKGROUND FROM THE JANUARY 14, 2025, WORKSHOP MEETING: City Council received a presentation on the item at their January 14, 2025, Workshop Meeting. No changes have been made to the item. ORIGINAL BACKGROUND FROM THE JANUARY 14, 2025, WORKSHOP MEETING: In April 2009, the City Council approved an Interlocal Agreement (ILA) with Flagler County to implement a Joint Housing Assistance Program. One of the programs administered by Flagler County is the State Housing Initiatives Partnership (SHIP) program. The SHIP program is funded by a portion of the documentary stamps collected on the recordation of deeds. As required by State Statutes, the Affordable Housing Advisory Committee (AHAC), who serves as the advisory board for the SHIP program, shall annually review and recommend incentive strategies to promote affordable housing as required by Florida Statutes Chapter 420.9076. After the preparation of a report on the local housing incentives, the local government shall incorporate the local housing incentive strategies to address current and future affordable housing needs through specific principles, guidelines, standards, and strategies. The committee’s objective is to advance the Housing Element of City/County’s Comprehensive Plan, which is mandated by Florida Statute 163.3177(5)(d)(3)(f)(1). Since SHIP is part of a Joint Housing Program between Flagler County and the City of Palm Coast, both the Board of County Commissioners (BOCC) and City Council review and approve the proposed incentives. This item was presented to the Board of County Commissioners on December 16, 2024. Recommended Action: ADOPT RESOLUTION 2025-XX APPROVING THE AFFORDABLE HOUSING INCENTIVES REPORT 2024 FOR THE STATE HOUSING INITIATIVES PARTNERSHIP (SHIP) PROGRAM 87  City of Palm Coast, Florida Agenda Item Agenda Date: January 21, 2025 Department COMMUNITY DEVELOPMENT Amount Division PLANNING Account # Subject: RESOLUTION 2025-XX APPROVING A PURCHASE AND SALE LAND AGREEMENT (DONATION) AND AN EASEMENT RELATING TO 135 PALMWOOD DRIVE, PALM COAST, FLORIDA Presenter: Virginia Smith, Land Management Administrator Attachments: 1. Presentation 2. Resolution 3. Draft Contract 4. Draft Easement 5. Location Map Background: The owner of 135 Palmwood Drive requested the City acquire a larger easement and donate 10 feet of property at the rear of his parcel as compensation and to maintain minimum lot size for zoning. This property was initially designated as a reserved parcel but has since had multiple owners over time. The existing easement was originally created by ITT during the development of the area in the early 1970’s. These easements were established using standard templates that do not accurately reflect the current needs of the City’s infrastructure or the as-built location of stormwater facilities on the site. Proposal: Staff visited the property and determined that the stormwater ditch located on the east side of 135 Palmwood Drive extends further west than the current easement boundary. To address this discrepancy, staff proposes the following actions: 1. The City will transfer 10 feet of City-owned property at the rear of the lot to the property owner. 2. The property owner will grant the City a revised easement accurately covering the area required for the stormwater ditch. Analysis: The proposed adjustments will ensure the easement accurately reflects the area necessary for the City’s stormwater infrastructure while making the lot boundaries consistent with current standards. This action rectifies inaccuracies stemming from the original easement design and benefits both the property owner and the City. Staff conducted due diligence regarding the property transfer and easement modification. The property owner has agreed to cover all closing costs associated with the transactions. No financial expenditure by the City is required. 106 Staff Recommendation: Staff recommends approval of the proposed property transfer and easement revision to align the easement with current stormwater requirements and to address the property owner's request for a conforming lot. Recommended Action: ADOPT RESOLUTION 2025-XX APPROVING A PURCHASE AND SALE LAND AGREEMENT (DONATION) AND AN EASEMENT RELATING TO 135 PALMWOOD DRIVE, PALM COAST, FLORIDA 107  City of Palm Coast, Florida Agenda Item Agenda Date: January 21, 2025 Department COMMUNITY DEVELOPMENT Amount Division PLANNING Account # Subject: RESOLUTION 2025-XX APPROVING THE ENCLAVE AT SEMINOLE PALMS FINAL PLAT - APPLICATION 5926 Presenter: Estelle Lens, A.I.C.P., Planner and Dennis R. Leap, P.E., Site Development Manager Attachments: 1. Presentation 2. Resolution 3. Final Plat Background: The application, submitted by CRE-KL Seminole Woods Owner, LLC proposes to plat and subdivide approximately 70.18 acres of land into 182 single family residential lots. The project is located on the north side of the Citation Boulevard extension, approximately one mile east of Belle Terre Boulevard and one mile west of Seminole Woods Boulevard. The Future Land Use Map designation is Residential. The Official Zoning map designation is Single Family Residential (SFR-1). The purpose of platting land is to create lots of record by designing and preparing a detailed map that outlines property boundaries, easements, roads, stormwater facilities and other features. This allows the legal sale and development of individual lots while ensuring compliance with local zoning regulations and facilitating orderly community growth. The Final Plat is the last step in the subdivision platting process. The City of Palm Coast has a three-step process to subdivide land. 1. Subdivision Master Plan (Requires Planning and Land Development Board (PLDRB) approval for projects creating 100 or more lots.) - Ensures the proposed project will meet the City Land Development Code (LDC) requirements and any applicable development agreement(s). - PLDRB approved the Subdivision Master Plan March 15, 2023 2. Preliminary Plat (Requires administrative approval) - Submitted with Construction Plans - This approval allows the developer to obtain a site development permit and commence construction of the infrastructure, including roadways, stormwater systems/drainage retention ponds, installation of water and sewer lines, lift station construction, etc. - The Preliminary Plat was approved March 28, 2024 - Site Development Permit was issued May 9, 2024 132  3. Final Plat (Requires City Council approval) - Reviewed by staff, the City Attorney and 2nd Party Surveyor to ensure the Final Plat meets LDC regulations and State Statute requirements for recording. - Current/Final stage for Council consideration Subject Property/Development: • Property is zoned Single Family Residential (SFR-1). • This entitles the owner to develop 7 units per acre. • The property is being developed at a density of 3.23 units per acre. • Project preserves 13.75 acres of wetlands. • Infrastructure:  Infrastructure improvements including roadways, stormwater management systems, wastewater and potable water lines, lift station(s), etc. are to be constructed and installed at the sole cost of the developer.  Approximately 80 percent of the infrastructure for this project has been completed.  The applicant has provided an estimate to complete the remaining construction which has been found acceptable.  Prior to plat execution the applicant will provide a bond in the amount of $2,324,851.43 which is 120% of the cost to construct the remaining infrastructure.  The roadways and stormwater management facilities are to remain privately owned and maintained by the Community Development District (CDD). The project meets the technical requirements of the City Code and Florida Statutes, Chapter 177 FS. Recommended Action: ADOPT RESOLUTION 2025-XX APPROVING THE FINAL PLAT AND AUTHORIZING THE MAYOR TO EXECUTE THE PLAT FOR APPLICATION 5926 133  City of Palm Coast, Florida Agenda Item Agenda Date: January 21, 2025 Department CONSTRUCTION Amount $999,590.00 MANAGEMENT & ENGINEERING Division ENGINEERING Account # 21055011-034000- 54104 Subject: RESOLUTION 2025-XX APPROVING UNDER CURRENT PIGGYBACK CONTRACT WITH HERNANDO COUNTY, FLORIDA, AND ASPHALT PAVING SYSTEMS, INC., EXPENSES RELATED TO GLOBAL TREATMENT SERVICES Presenter: Carl Cote, Director of Stormwater & Engineering Attachments: 1. Resolution 2. Proposal Background: Council Priority: D. Sustainable Environment and Infrastructure City staff and Transmap have put together a 5-Year Pavement Management Plan based on direction from City Council to only utilize current funding sources; no new funding source was approved to provide the necessary funding shortfall in the pavement management program. Staff will incorporate the use of global treatments to reduce the current $10 million- dollar annual funding shortfall. With these factors, the recommendation for Arterial and collector roadways is to utilize milling and resurfacing only with full-depth repair where needed with a budget to maintain a 73 PCI over the upcoming 5-year outlook. For Local Residential Roadways, the plan would introduce global treatments with any surplus funds from maintaining the arterial network utilizing global treatments where possible. On February 13, 2024, Council approved piggybacking the Hernando County, Florida contract (#23-T00029/AP) with Asphalt Paving Systems, Inc. through May 9, 2026, for global treatment services along approval of fiscal year 2024 expenses in the amount of $955,210.00. This item is to approve fiscal year 2025 expenses in the amount of $999,590.00 under the approved piggyback contract with Hernando County, Florida, and Asphalt Paving Systems, Inc. Funds for this project are budgeted for out of the Street Improvement fund. 156  Source of Funds Worksheet FY 2025 Street Improv-R&R 21055011-034000-54104 $6,293,958.00 Total Expended/Encumbered to Date $2,510,967.73 Pending Work Orders/Contracts $0.00 Current (WO/Contract) $999,590.00 Balance $2,783,400.27 Recommended Action: ADOPT RESOLUTION 2025-XX APPROVING UNDER CURRENT PIGGYBACK CONTRACT WITH HERNANDO COUNTY, FLORIDA, AND ASPHALT PAVING SYSTEMS, INC., EXPENSES RELATED TO GLOBAL TREATMENT SERVICES 157  City of Palm Coast, Florida Agenda Item Agenda Date: January 21, 2025 Department CITY ADMINISTRATION Amount Division Account # Subject: RESOLUTION 2025-XX APPROVING AN AMENDMENT TO THE INTERLOCAL SUBAWARD AGREEMENT WITH FLAGLER COUNTY FOR UTILITY INFRASTRUCTURE IMPROVEMENTS UNDER THE AMERICAN RESCUE PLAN ACT Presenter: Peter Roussell, Deputy Director of Utility Attachments: 1. Resolution 2. Agreement Background: In February 2022, the City Council approved an Interlocal Agreement with the Flagler County Board of County Commissioners for the purpose of funding the extension of City owned water and wastewater utility lines within the unincorporated County (the "Septic to Sewer Project") utilizing American Rescue Plan Act (ARPA) funding of the County. In February 2023, the County entered into a grant agreement with the Florida Department of Environmental Protection (DEP) to supplement the Flagler County Septic to Sewer Project, providing up to $8 million for the extension of the City's wastewater utility line northward along State Road A1A from MalaCompra Road to the Town of Marineland ("Phase II of the Septic to Sewer Project"). The cost of Phase I of the sewer line extension exceeds original estimates, and Flagler County and City staff wish to utilize a portion of the proceeds from the DEP Grant to cover the funding gap for Phase I in addition to funding Phase II of the Septic to Sewer Project. The County agrees to utilize the DEP Grant revenue to ensure sufficient funding is available for the City to complete Phase I of the Septic to Sewer Project. Any remaining funds of the DEP Grant shall be utilized to complete Phase II of the Septic to Sewer Project as originally anticipated. The County will also contract and pay for the CEI services necessary to complete the project utilizing other revenue sources of the County. Recommended Action: ADOPT RESOLUTION 2025-XX APPROVING AN AMENDMENT TO THE INTERLOCAL SUBAWARD AGREEMENT WITH FLAGLER COUNTY FOR UTILITY INFRASTRUCTURE IMPROVEMENTS UNDER THE AMERICAN RESCUE PLAN ACT 162  City of Palm Coast, Florida Agenda Item Agenda Date: January 21, 2025 Department CONSTRUCTION MANAGEMENT Amount & ENGINEERING Division ENGINEERING Account # Subject: RESOLUTION 2025-XX APPROVING EASEMENT AGREEMENTS WITH TECO PARTNERS, INC., FOR FIRE STATION #22 AND FIRE STATION #26 Presenter: Eric Gebo, Architect III Attachments: 1. Resolution 2. Easement Sketches Background: Council Priority: B. Safe and Reliable Services On October 1, 2025, Council approved a guaranteed maximum price agreement with Wharton Smith for the replacement of an existing Fire Station # 22 and the construction of a new Fire Station #26. These projects will require two 5ft easement(s) to install a natural gas line to Fire Station #22 and Fire Station #26. City Staff recommends the approval of two easement(s) with Teco Partners, Inc., to provide gas services to the proposed facilities. • Fire Station 22 - 350 Palm Coast Parkway NE, 32137 • Fire Station 26 – 72 Airport Commerce Center Way, 32164 Recommended Action: ADOPT RESOLUTION 2025-XX APPROVING EASEMENT AGREEMENTS WITH TECO PARTNERS, INC., FOR FIRE STATION #22 AND FIRE STATION #26 170  City of Palm Coast, Florida Agenda Item Agenda Date: January 21, 2025 Department CONSTRUCTION MANAGEMENT Amount $130,000.00 & ENGINEERING Division ENGINEERING Account # 54205509-063000- 99025 Subject: RESOLUTION 2025-XX APPROVING ADDITIONAL PROJECT EXPENSES FOR THE BLARE AND COLBERT CONVEYANCE PROJECT Presenter: Carmelo Morales, Stormwater Engineer III Attachments: 1. Resolution 2. Proposal Background: Council Priority: D. Sustainable Environment and Infrastructure As part of the Stormwater Master Plan completed in 2019, Conveyance improvements have been recommended to improve surface water conveyance across Blare Drive and Colbert Land at three Crossings. Street and yard flooding are documented in the Woodlands and Wild Oaks neighborhoods, and a large number of homes are at-risk of flooding from storm events of 10-year or greater based on modeling. The two Colbert Lane crossings consist of four 72-inch culverts (western crossing at Ditch 10) and three 72-inch culverts (eastern crossing at Mosquito Ditch) situated at ditches cut through two forested flow ways traversing northward from Graham Swamp to the Intracoastal Waterway. Additionally, the Blare Drive crossing consists of three 36- inch culverts that provide for flood-stage flows through another forested slough traversing northward from the Graham Swamp into the St. Joe Canal. On August 18, 2020, under existing contract (RFQ-SW-18-10), council approved a work order with DRMP, Inc, for design services related to this project. Additional design services are requested for the revision and submittal of a mandatory environmental permit. It is a permit requirement to mitigate for our wetland impacts and as a result we will need to purchase .77 Freshwater Forested Credits from a mitigation bank within Basin 9 to cover both State and Federal permit requirements. Current market value is approximately $145K per credit. The total for .77 Freshwater Forested Credits at the current market value will be $111.650. Staff is requesting approval of additional project expenses in the amount of $130,00 to cover additional permitting services as a result of the most recent 404 ruling, and purchase of mitigation credits to satisfy a permit requirement. Funds for this project are budgeted out of the Stormwater Engineering fund for FY 25. 175  Source of Funds Worksheet FY 2025 SW Engineering - 54205509-063000-99025 $5,000,000.00 Total Expended/Encumbered to Date $5,090.60 Pending Work Orders/Contracts $0.00 Current (WO/Contract) $130,000.00 Balance $4,864,909.40 Recommended Action: ADOPT RESOLUTION 2025-XX APPROVING PROJECT EXPENSES FOR THE BLARE AND COLBERT CONVEYANCE PROJECT 176  City of Palm Coast, Florida Agenda Item Agenda Date: January 21, 2025 Department CONSTRUCTION MANAGEMENT Amount AS NEEDED PER & ENGINEERING APPROVED BUDGET Division ENGINEERING Account # MULTIPLE USE CITYWIDE Subject: RESOLUTION 2025-XX APPROVING PIGGYBACKING THE BROWARD COLLEGE CONTRACT WITH SHENANDOAH CONSTRUCTION, LLC FOR STORM DRAIN CLEANING, REPAIRS, AND MAINTENANCE SERVICES ON AN AS-NEEDED BASIS Presenter: Carmelo Morales, Stormwater Engineer III Attachments: 1. Resolution 2. Draft Contract Background: Council Priority: D. Sustainable Environment and Infrastructure City staff is recommending piggybacking the Broward College Contract (RFP-2024-082-OA) with Shenandoah General Construction, LLC for storm drain cleaning, repairs and maintenance services. Piggybacking existing competitively bid contracts is advantageous since the pricing is generally better than what the City could obtain on its own, and the City does not incur the expense and delay of soliciting a bid. Since the underlying contract is an agreement on a per unit price basis, City staff will make purchases on an as-needed basis using budgeted funds appropriated by City Council. Recommended Action: ADOPT RESOLUTION 2025-XX APPROVING PIGGYBACKING THE BROWARD COLLEGE CONTRACT WITH SHENANDOAH CONSTRUCTION, LLC FOR STORM DRAIN CLEANING, REPAIRS, AND MAINTENANCE SERVICES ON AN AS-NEEDED BASIS 182  City of Palm Coast, Florida Agenda Item Agenda Date: January 21, 2025 Department CONSTRUCTION MANAGEMENT Amount AS NEEDED PER & ENGINEERING APPROVED BUDGET Division ENGINEERING Account # MULITPLE FUNDS CITYWIDE Subject: RESOLUTION 2025-XX APPROVING MASTER SERVICES AGREEMENTS WITH MULTIPLE FIRMS FOR STORMWATER PIPE INSPECTION SERVICES Presenter: Carmelo Morales, Stormwater Engineer III Attachments: 1. Resolution 2. Draft Contracts 3. Notice of Intent to Award 4. Project Overview Background: Council Priority: D. Sustainable Environment and Infrastructure The Stormwater Engineering Division is responsible for maintaining our stormwater infrastructure. City staff have requested qualifications for professional storm pipe inspection services to be used as needed. In accordance with the City’s Purchasing Policy and Florida Statutes, specifically the Consultants’ Competitive Negotiation Act, City staff advertised a Request for Qualifications RFSQ-SWE-25-10 for storm pipe inspection services. Staff received qualification packages from 3 firms, all of which were determined to be responsive and responsible. The qualifications were reviewed, and proposals were evaluated based on their project understanding, experience, project innovation, project team, and location of the firm. After reviewing the qualifications, staff ranked and are recommending contract award to following firms as follows: Firm Name • In Depth, Inc. • Gulf Coast Underground, LLC • EnviroWaste Services Group, Inc. City staff will review and negotiate proposals as services are needed and in accordance with the City’s Purchasing Policy. 380 Recommended Action: ADOPT RESOLUTION 2025-XX APPROVING MASTER SERVICES AGREEMENTS WITH MULTIPLE FIRMS FOR STORMWATER PIPE INSPECTION SERVICES 381  City of Palm Coast, Florida Agenda Item Agenda Date: January 21, 2025 Department WATER AND WASTEWATER Amount $284,850.00 UTILITY Division Account # 54029082 063000 85003 Subject: RESOLUTION 2025-XX APPROVING A MASTER SERVICES AGREEMENT WITH RCM UTILITIES, LLC FOR THE UPGRADES OF TWO AGING PUMP STATIONS Presenter: James Melley, Utility Systems Manager Attachments: 1. Resolution 2. Draft Master Services Agreement 3. Notice of Intent to Award 4. Project Overview Background: Council Priority: D. Sustainable Environment and Infrastructure As part of City Council’s goals to ensure that all infrastructure maintenance and performance is a priority, City staff is recommending approving a Master Services Agreement with RCM Utilities, LLC for upgrades to Pump Stations 13-4 and 23-1. The pump stations were recently inspected and evaluated by staff and were determined to require upgrades to their internal and external structural integrity. The modifications will include replacement of base elbows, internal wet well piping, above ground discharge piping with check and plug valves, replacement of wet well hatches, and lining of internal concrete. It is estimated that the work under this contract will add twenty years to the life expectancy of the stations. In accordance with the City’s purchasing policy, City staff advertised and solicited bids for construction services to rehab two (2) aging pump stations. The staff recommends approving a Master Services Agreement with RCM Utilities, LLC. This contract (ITB-UT-25-20) will be a one-time services agreement to provide construction services. The Project Overview and Notice of Intent to Award are attached. The contract amount for these services is $284,850.00. SOURCE OF FUNDS WORKSHEET FY 2025 IMPR-LIFT STATION REPLACEMENT 54029082 063000 85003 $1,765,000.00 Total Expended/Encumbered to Date $308,666.58 Pending Word Orders/Contracts $0.00 Current (WO/Contracts) $284,850.00 Balance $1,171,483.42 458 Recommended Action: ADOPT RESOLUTION 2025-XX APPROVING A MASTER SERVICES AGREEMENT WITH RCM UTILITIES, LLC FOR THE UPGRADES OF TWO AGING PUMP STATIONS 459  City of Palm Coast, Florida Agenda Item Agenda Date: January 21, 2025 Department INFORMATION TECHNOLOGY Amount AS NEEDED PER APPROVED BUDGET Division Account # 65052525-046000 65052525-051020 65052525-052040 65052525-054000 Subject: RESOLUTION 2025-XX APPROVING PIGGYBACKING THE FLORIDA DMS CONTRACT WITH KONICA MINOLTA FOR THE PURCHASE OF PRINTING SERVICES AND EQUIPMENT Presenter: Doug Akins, Director of Information Technology Attachments: 1. Resolution 2. Contract Background: Council Priority: B. Safe and Reliable Services The City of Palm Coast has used Konica Minolta for printing services since 2012. They provide us with the equipment, managed print services, maintenance, and support on the City’s main printing equipment, including plotters and multi-function printers. City staff is recommending piggybacking the State of Florida Department of Management Services Contract (44100000-24-NASPO-ACS) with Konica Minolta for the purchase of copiers, repair services, managed printing services and related equipment. Piggybacking existing competitively bid contracts is advantageous since the pricing is generally better than what the City could obtain on its own, and the City does not incur the expense and delay of soliciting a bid. City staff will purchase items on an as-needed basis using budgeted funds appropriated by City Council. Total spend under the previous contract (2021-2024) was $139,831.41. Recommended Action: ADOPT RESOLUTION 2025-XX APPROVING PIGGYBACKING THE FLORIDA DMS CONTRACT WITH KONICA MINOLTA FOR THE PURCHASE OF PRINTING SERVICES AND EQUIPMENT 490  City of Palm Coast, Florida Agenda Item Agenda Date: January 21, 2025 Department FINANCIAL SERVICES Amount Division Account # Subject: REPORTING OF EMERGENCY AND SOLE SOURCE PURCHASES FOR DECEMBER 2024 Presenter: Lauren Johnston, Acting City Manager Attachments: 1. Emergency and Sole Source Purchase Report Background: Attached is a list of all emergency and sole source purchases for the month of December 2024, in accordance with Sec. 2.25 of Chapter 2, Article 1 Division 3 of the Code of Ordinances of the City of Palm Coast (Procurement Policy). Recommended Action: FOR REPORTING ONLY - VIA CITY MANAGER COMMENTS 595