Loading...
11-01-2010Voting Order Councilwoman Bennington Councilwoman Rhodes Councilman Cooper Mayor Thomas Councilwoman Rogers AGENDA CITY COUNCIL OF EDGEWATER REGULAR MEETING November 1, 2010 6:00 P.M. COUNCIL CHAMBERS We respectfully request that all electronic devices are set for no audible notification. CALL TO ORDER, ROLL CALL, PLEDGE OF ALLEGIANCE, INVOCATION 2. APPROVAL OF MINUTES — None at this time 3. PRESENTATIONS / PROCLAMATIONS /PLAQUES /CERTIFICATES/DONATIONS 4. CITIZEN COMMENTS This is the time for the public to come forward with any comments they may have. Citizen comments relating to any agenda matter may be made at the time the matter is before Council. Please state your name and address, and please limit your comments to three (3) minutes or less. 5. APPROVAL OR CHANGES /MODIFICATIONS TO THE AGENDA 6. CITY COUNCIL REPORTS 7. CONSENT AGENDA - All matters listed under the consent agenda are considered to be routine by the City Council and will be acted upon by one motion. There will be no separate discussion of these items unless discussion is desired by a member of the Council, in which case the Mayor will remove that item from the consent agenda and such item will be considered separately. a. Request for approval to dispose of fixed assets. b. Approval of addendum number 1 with D &A Building Services for Janitorial Services, expiring on December 9, 2011 and authorization for the City Manager to execute the Agreement. 8. PUBLIC HEARING, ORDINANCES AND RESOLUTIONS — None at this time 9. BOARD APPOINTMENTS a. Firefighters Pension Fund Board — Council's ratification of Gary Butt's reappointment. b. Library Board - Councilwoman Rhodes' appointment due to the expired term of Laverna McGinnis, who seeks reappointment. c. Library Board — Councilman Cooper's appointment due to the expired term of Jean Haughwout, who does not seek reappointment. d. Library Board — Mayor Thomas' appointment due to the expired term of Mary Person, who seeks reappointment. City Council Agenda November 1, 2010 Page -2- 10. OTHER BUSINESS a. Authorization for the Mayor to execute the contract with Pat Cook Construction for the replacement of Fire Station 55 in the amount not to exceed $2,066,900 and approve the necessary budget amendment. b. Authorization for staff to prepare the debt resolutions and closing documents for Guaranteed Entitlement Revenue Note, Series 2010 to finance the replacement Fire Station 55 in the amount not to exceed $750,000. 11. OFFICER REPORTS a. City Clerk b. City Attorney c. City Manager 12. CITIZEN COMMENTS 13. ADJOURN The next regularly scheduled City Council meeting will be held on November 15, 2010 at 6:00 p.m. Pursuant to Chapter 186, F.S., if an individual decides to appeal any decision made with respect to any matter considered at a meeting or hearing, that individual will need a record of the proceedings and will need to ensure that a verbatim record of the proceedings is made. The City does not prepare or provide such record. In accordance with the Americans with Disabilities Act, persons needing assistance to participate in any of these proceedings should contact City Clerk Bonnie Wenzel, 104 N. Riverside Drive, Edgewater, Florida, telephone number 386 - 424 -2400 x 1101, 5 days prior to the meeting date. If you are hearing or voice impaired, contact the relay operator at 1- 800 -955 -8771. AGENDA REQUEST C.A. #2010- Asset Transfer /Disposal Date: October 12, 2010 PUBLIC HEARING RESOLUTION ORDINANCE BOARD OTHER APPOINTMENT CONSENT November 1, 2010 BUSINESS ITEM DESCRIPTION Request to approve Disposal of Fixed Assets. BACKGROUND The City has fixed assets that will be auctioned or otherwise disposed of and need to be removed from the property records in the Finance Department. STAFF RECOMMENDATION Approve the removal of the fixed assets that will be disposed. ACTION REQUESTED Motion to approve the removal of the fixed assets from the property records in the Finance Department. FINANCIAL IMPACT There is no financial impact. (Finance Director) (SPECIFY IF BUDGET AMENDMENT IS REQUIRED) PREVIOUS AGENDA ITEM: If so, DATE: Resp ctfully bmitted, � Jo athan C. McKinney Finance Director YES NO YES NO AGENDA ITEM # Concurrence: Robin L. Matusick Paralegal Tracey 7. Barlow City 114anager lb AGENDA REQUEST C.A. #2010- Janitorial Services Contract renewal Date: October 12, 2010 PUBLIC HEARING RESOLUTION ORDINANCE BOARD OTHER APPOINTMENT CONSENT November 1, 2010 BUSINESS ITEM DESCRIPTION Janitorial Services Contract —Addendum Number 1 BACKGROUND The contract for Janitorial Services with D & A Building Services expires on December 7, 2010. The original contract provides for the option to renew the contract for four (4) additional terms of one (1) year each. STAFF RECOMMENDATION Authorize the City Manager to sign addendum number 1 with D & A Building Services for one (1) year — December 8, 2010 through December 9, 2011. ACTION REQUESTED Motion to authorize City Manager to renew the contract with D & A Building Services for Janitorial Services. FINANCIAL IMPACT These janitorial costs are currently budgeted in our FY 2011 budget. (Finance Director) (SPECIFY IF BUDGET AMENDMENT IS REQUIRED) PREVIOUS AGENDA ITEM: If so, DATE: Respectfu submitted, J athan C. McKinney Finance Director YES NO YES NO AGENDA ITEM # Concurrence: Robin L. Matusick Paralegal 'f r5ceBarlow City M ager 7. NON - EXCLUSIVE CONTRACT The City reserves the right at its sole discretion to enter into the contracts with other Contractors to provide similar services as those identified herein. 8. TERM OF THE AGREEMENT The term of this Agreement shall be from December 7, 2009 through December 7, 2010, unless terminated earlier as provided herein. The City, with the mutual agreement of the Contractor may elect to renew the contract for four (4) additional terms of one (1) year each. 9. TERMINATION A. The City may, by written notice to the Contractor, terminate this Agreement in whole or in part, at any time, either for the city's convenience or because of the failure of the Contractor to fulfill its Agreement obligations. Upon receipt of such notice, the Contractor shall: 1. Immediately discontinue all services affected (unless the notice directs otherwise); and B. If the termination is for the convenience of the City, the Contractor shall be paid full compensation for services performed to the date of termination. C. If the termination is due to the failure of the Contractor to fulfill the obligations herein, the City may take over the work and prosecute the same to completion by Agreement or otherwise. In such case, the Contractor shall be liable to the City for reasonable additional costs occasioned to the City thereby including, but not limited to, all damages arising from Contractor's breach and all attorney's fees and expenses incurred as a result of any action or proceeding, litigation or arbitration, if applicable, arising therefrom. D. If, after notice of termination for failure to fulfill Agreement obligations, it is determined that the Contractor had not so failed, the termination shall be deemed to have been effected for the convenience of the City. In such event, adjustment in the Agreement price shall be made as provided in Paragraph B of this Section and such adjustment in Agreement price shall be deemed to be the sole remedy of the Contractor. E. The City reserves the right to cancel and terminate this Agreement, without penalty, in the event that the Contractor or any employee, servant, or agent of the Contractor is indicted or has any direct information issued against him for any crime arising out of or in conjunction with any work being performed by the Contractor for or on behalf of the City. It is understood and agreed that in the event of such termination, the Contractor shall be compensated for services SERVICES AGREEMENT PAGE 3 OF 13 ADDENDUM NUMBER 1 TO THE JANITORIAL SERVICES AGREEMENT By Agreement made and entered into this day of , 2010, by and between the CITY OF EDGEWATER, FLORIDA (hereinafter referred to as"CITY ") and D & A BUILDING SERVICES, INC., (hereinafter referred to as "Contractor "). WITNESSETH The CITY and Contractor mutually agree to amend that certain Agreement between the CITY and Contractor made and entered into on December 2, 2009 as follows: 1) Both parties wish to utilize the option contained in paragraph 8. TERM OF THE AGREEMENT by electing to renew the contract for an additional term of one (1) year. Thereby extending the current contract from December 8, 2010 through and until December 7, 2011. 2) The parties acknowledge that all other terms, provisions and conditions of the original Agreement are republished, ratified and reaffirmed by the parties hereto. IN WITNESS HEREOF the parties have made and executed this Addendum the day and year written above. WITNESSES: WITNESSES: CITY OF EDGEWATER, FLORIDA By: Tracey T. Barlow City Manager Dated: D & A BUILDING SERVICES, INC. Albert Sarbasa President Dated: (Agreement \Janitor - Addendum# 1 -20 10) JANITORIAL SERVICES AGREEMENT This Agreement is made and entered into this day of ~& �)0,A---- , 2009, by and between the CITY OF EDGEWATER, FLORIDA, a municipal corporation (hereinafter referred to as "City "), 104 North Riverside Drive, Post Office Box 100, Edgewater, Florida 32132 -0100 and D & A BUILDING SERVICES, INC. 321 Georgia Avenue, Longwood, FL 32750, (hereinafter referred to as "Contractor"). PREMISES WHEREAS, the City wishes to employ a contractor to provide the City with Janitorial services for four (4) City buildings; WHEREAS, in October 2009, the City advertised for "Requests for Proposals" from qualified individuals and/or firms; WHEREAS, the City desires to employ the Contractor under the terms and conditions set forth herein, and the Contractor is desirous of obtaining such employment and has represented that it is qualified and competent to perform such services; and NOW, THEREFORE, in consideration of the premises and mutual covenants hereinafter set forth, City and Contractor agree as follows: 1. SCOPE OF PROFESSIONAL SERVICES The Contractor will comply with all requirements relating to janitorial services pursuant to the services described in Exhibit "A" (attached hereto and incorporated herein). Contractor will provide the City with copies of all insurance and licenses required per Exhibit "B" (attached hereto and incorporated herein). The Contractor agrees to perform its obligations under this Agreement in a competent and professional manner. The Contractor shall not sublet, assign, or transfer any work under this Agreement without the written consent of the City. 2. COMPENSATION AND METHOD OF PAYMENT A. Contractor shall be paid $1,498.61 per month for all janitorial services performed and billed under the terms of this Agreement. C. At the end of each month the Contractor may submit an invoice for services rendered during that month. 3. SUBCONTRACTORS /SEPARATE CONTRACTORS The Contractor shall not sublet, assign, or transfer any work under this Agreement without the written consent of the City. SERVICES AGREEMENT PAGE 1 OF 13 4. RESPONSIBILITY OF THE CITY A. The City shall furnish the Contractor with all chemicals and supplies required to perform the Janitorial Services under the terms of this contract. B. The City shall work with the Contractor to develop a schedule and ensure access to all locations to be serviced. 5. RESPONSIBILITY OF THE CONTRACTOR A. The Contractor shall have a FDLE background check conducted on all contractors employees prior to working In City Facilities. The cost of this background check shall be the responsibility of the contractor. A copy of the background check shall be sent to the Finance Department at, P.O. Box 100, Edgewater, FL 32132. B. The Contractor will comply with all requirements relating to janitorial services pursuant to the services described in Exhibit "A" between the hours of 4:30 pm and 7 am Sunday - Thursday. 6. REPRESENTATIVE OF CITY AND CONTRACTOR A. It is recognized that questions in the day -to -day conduct of performance pursuant to this Agreement will arise. The City hereby designates the representative identified under "NOTICES" as the employee to whom all communications pertaining to the day -to -day performance of the Agreement shall be addressed. The designated representative shall have the authority, as the City's coordinator for this Agreement, to transmit instructions, receive information, and interpret and define the City's policy and decisions pertinent to the work covered by this Agreement. B. Contractor shall, at all times during the normal work week, designate or appoint one or more representatives who are authorized to act in behalf of the Contractor regarding all matters involving the conduct of the performance pursuant to this Agreement and shall keep the City continually advised of such designation in writing. C. For purposed of this Agreement only, designated Contractor representative is: Gisele L. Withrow (name of representative) D& A Building of company) 321 Georgia Ave., Longwood, FL 32750 (address of company) (407) 831 -5388 (telephone number) (407) 831 -1377 (facsimile number) SERVICES AGREEMENT PAGE 2 OF 13 7. NON- EXCLUSIVE CONTRACT The City reserves the right at its sole discretion to enter into the contracts with other Contractors to provide similar services as those identified herein. 8. TERM OF THE AGREEMENT The term of this Agreement shall be from December 7, 2009 through December 7, 2010, unless terminated earlier as provided herein. The City, with the mutual agreement of the Contractor may elect to renew the contract for four (4) additional terms of one (1) year each. 9. TERMINATION A. The City may, by written notice to the Contractor, terminate this Agreement in whole or in part, at any time, either for the city's convenience or because of the failure of the Contractor to fulfill its Agreement obligations. Upon receipt of such notice, the Contractor shall: 1. Immediately discontinue all services affected (unless the notice directs otherwise); and B. If the termination is for the convenience of the City, the Contractor shall be paid full compensation for services performed to the date of termination. C. If the termination is due to the failure of the Contractor to fulfill the obligations herein, the City may take over the work and prosecute the same to completion by Agreement or otherwise. In such case, the Contractor shall be liable to the City for reasonable additional costs occasioned to the City thereby including, but not limited to, all damages arising from Contractor's breach and all attorney's fees and expenses incurred as a result of any action or proceeding, litigation or arbitration, if applicable, arising therefrom. D. If, after notice of termination for failure to fulfill Agreement obligations, it is determined that the Contractor had not so failed, the termination shall be deemed to have been effected for the convenience of the City. In such event, adjustment in the Agreement price shall be made as provided in Paragraph B of this Section and such adjustment in Agreement price shall be deemed to be the sole remedy of the Contractor. E. The City reserves the right to cancel and terminate this Agreement, without penalty, in the event that the Contractor or any employee, servant, or agent of the Contractor is indicted or has any direct information issued against him for any crime arising out of or in conjunction with any work being performed by the Contractor for or on behalf of the City. It is understood and agreed that in the event of such termination, the Contractor shall be compensated for services SERVICES AGREEMENT PAGE 3 OF 13 rendered under this Agreement up to the time of termination in accordance with this Paragraph. The City also reserves the right to terminate and cancel this contract in the event that the Contractor shall be placed in either voluntary or involuntary bankruptcy or an assignment be made for the benefit of Contractor's creditors. F. The rights and remedies of the City provided in this clause are in addition to any other rights and remedies provided by law or under this Agreement. G. The Contractor shall have the right to terminate for failure of the city to fulfill its Agreement obligations and all other rights and remedies otherwise available to Contractor under law. 10. INDEMNIFICATION OF CITY A. To the fullest extent permitted by law, the Contractor shall indemnify and hold harmless the City and its employees, from and against, damages, losses, and expenses, including but not limited to reasonable attorney's fees and other reasonable legal costs such as those for paralegal, investigative, and legal support services, and the actual costs incurred for each witness testimony, arising out of or resulting from the performance of services required under this Agreement, provided that same is caused by the error, omission, negligent act, or misconduct of the Contractor, its agents, servants, employees, or Subcontractors. In accordance with Florida Statutes, Chapter 725, adequate consideration has been provided to the Contractor for this obligation, the receipt and sufficiency of which is hereby specifically acknowledged. Nothing herein shall be deemed to affect the rights, privileges, and immunities of the City as set forth in Section 768.28, Florida Statutes. In claims against any person or entity indemnified under this section by an employee of the Contractor or Subcontractors, anyone directly or indirectly employed by them or anyone for whose acts they may be legally liable, the indemnification obligation under this section shall not be limited by a limitation on amount or type of damages, compensation or benefits payable by or for the Contractor or its agents or Subcontractors, under Workers' Compensation acts, disability benefit acts, or other employee benefit acts. B. The execution of this Agreement by the Contractor shall obligate the Contractor to comply with the foregoing indemnification provision; however, the collateral obligation of insuring this indemnity must be complied with as set forth below. 11. INSURANCE A. Contractor shall provide, pay for, and maintain in force at all times during the services to be performed, policies of insurance as set forth in Exhibit "B" attached. SERVICES AGREEMENT PAGE 4 OF 13 Such policy or policies shall be issued by companies authorized to do business in the State of Florida, and having agents upon whom service of process may be made in Florida. Contractor shall specifically protect the City by naming the City as an additional insured under the Comprehensive General Liability Insurance policy hereinafter described. B. Contractor shall provide to City a Certificate of Insurance required by this Section showing that the City has been named as an additional insured under such policies, or, in the alternative, a certificate evidencing that the required additional endorsement has been obtained under such policies. Such policies shall be provided by an insurer acceptable to the City and the deductible amounts of such policies shall also be subject to acceptance by the city. C. Each insurance policy shall include the following conditions by endorsement to the policy: (1) Each policy shall require that at least thirty (30) days prior to expiration, cancellation, non- renewal or any material change in coverage or limits, a notice thereof shall be given to the City by U. S. Mail to: Legal Department, P. O. Box 100, Edgewater, Florida 32132 -0100. Contractor shall also notify City, in a like manner, within twenty -four (24) hours after receipt of any notice of expiration, cancellation, non- renewal or material change in coverage received by said Contractor from its insurer; and nothing contained herein shall absolve Contractor or this requirement to provide notice. (2) The City of Edgewater shall be endorsed to the required Comprehensive General Liability policy or policies as an additional named insured. (3) The insurance requirements shall remain in effect throughout the term of this Agreement. D. Said insurance shall be evidenced by delivery to the City of a certificate of insurance executed by the insurers listing coverage and limits, expiration dates and terms of policies and all endorsements whether or not required by the City, and listing all carriers issuing said policies. 12. NOTICES All notices or other communications required or permitted hereunder shall be in writing and shall be deemed duly given if delivered in person or sent by certified mail return receipt requested and addressed as follows: SERVICES AGREEMENT PAGE 5 OF 13 If to City: If to Contractor: Legal Department DA Building City of Edgewater 321 Georgia Ave P. O. Box 100 Longwood, FL 32750 104 N. Riverside Drive (407) 831 -5388 Edgewater, FL 32132 -0100 (386)424 -2403 ext #1203 13. EQUAL OPPORTUNITY EMPLOYMENT Contractor agrees that it will not discriminate against any employee or applicant for employment for Work under this Agreement because of race, color, religion, sex, age or national origin and will take affirmative steps to insure that applicants are employed and employees are treated during employment without regard to race, color, religion, sex, age or national origin. This provision shall include, but not be limited to the following: employment, upgrading, demotion or transfer; recruitment, advertising; layoff or termination; rates of pay or their forms of compensation; and selection for training, including apprenticeship. 14. NO CONTINGENT FEES Contractor warrants that it has not employed or retained any company or persons, other than a bona fide employee working solely for the Contractor to solicit or secure this Agreement and that it has not paid or agreed to pay any person, company, corporation, individual or firm, other than a bona fide employee working solely for Contractor, any fee, commission, percentage, gift, or other consideration contingent upon or resulting from the award or making of this Agreement. For the breach or violation of this provision, the City shall have the right to terminate the Agreement without liability, and, at its discretion, to deduct from the contract price, or otherwise recover, the full amount for such fee, commission, percentage, gift or consideration. 15. COMPLIANCE WITH §287.133, FLORIDA STATUTES Contractor shall, simultaneous with the execution of this Agreement, if not previously done, execute a public entity crime statement required by §287.133, Florida Statutes. 16. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS Contractor shall comply with all Federal, State and Local laws and ordinances applicable to the work or payment for work thereof, and shall not discriminate on the grounds of race, color, religion, sex or national origin in the performance of work under this Agreement. 17. CONFLICT OF INTEREST Contractor agrees that it will not contract for or accept employment for the performance of any work or services with any individual, business, corporation or government unit that would create a conflict of interest in the performance of its obligations pursuant to this Agreement with SERVICES AGREEMENT PAGE 6 OF 13 the City. Contractor shall not perform any professional services for the City at any time if the performance of work on behalf of the City would reasonably be considered a conflict of interest. In the event Contractor is performing services when it determines a conflict of interest arises, it shall immediately notify the City and work to immediately resolve the conflict of interest." 18. ASSIGNMENT This Agreement, or any interest herein, shall not be assigned, transferred, or otherwise encumbered, under any circumstances, by the parties hereto without prior written consent of the opposite party and only by a document of equal dignity herewith. However, this Agreement shall run to the Edgewater City Government and its successors. 19. ALL PRIOR AGREEMENTS SUPERSEDED a. This Agreement incorporates and includes all prior negotiations, correspondence, conversation, agreements, or understandings applicable to the matters contained herein and the parties agree that there are no commitments, agreements, or understandings concerning the subject matter of this Agreement that are not contained in this document. Accordingly, it is agreed that no deviation from the tenors hereof shall be predicated upon any prior representations or agreements whether oral or written. b. It is further agreed that no modifications, amendment or alteration in the terms or conditions contained herein shall be effective unless contained in a written document executed with the same formality and of equal dignity herewith. 20. INDULGENCE NOT WAIVER The indulgence of either party with regard to any breach or failure to perform any provision of this Agreement shall not be deemed to constitute a waiver of the provision or any provision of this Agreement either at the time the breach or failure occurs or at any time throughout the term of this Agreement. 21. INDEPENDENT CONTRACTOR It is hereby mutually agreed that the Contractor is and shall remain an independent contractor and not an employee of the City. 22. NO THIRD -PARTY BENEFICIARIES The Agreements contained herein are for the sole benefit of the parties hereto and their successors and permitted assigns and no other party shall have the right to enforce any provision of this Agreement or to rely upon the provisions of this Agreement. SERVICES AGREEMENT PAGE 7 OF 13 23. INTERPRETATION; VENUE In the event it is necessary for either party to initiate legal action regarding this Agreement, venue shall be in the Seventh Judicial Circuit for Volusia County, Florida, for claims under state law and the United States District Court, Middle District of Florida, for any claims which are justifiable in federal court. 24. ATTORNEY'S FEES If the City is required to institute or defend any legal proceedings in connection with this Agreement, Contractor agrees to pay the costs thereof, together with reasonable attorney's fees for the City's attorney in the event the City is the prevailing party in such legal proceedings. 25. ATTORNEY'S FEES If the City is required to institute or defend any legal proceedings in connection with this Agreement, Contractor agrees to pay the costs thereof, together with reasonable attorney's fees for the City's attorney in the event the City is the prevailing party in such legal proceedings IN WITNESS WHEREOF, the parties have hereto caused the execution of these documents, on this a day of U��� Y,,� e� , 2009. WITNESSES: CITY OF EDGEWATER By: TratefT. Barlow, City Manager 6" Robin L. M atusiek, Paralegal Dated: I c9 lc ©C) i D & A Build' es, Inc By: --_ Al arb , President Dated: O SERVICES AGREEMENT PAGE 9 OF 13 WITNESSES: Attachment A Scope of Services It is the intention of the City of Edgewater to enter into contract, as defined under Florida law, for janitorial services. The locations of the work to be performed under the Contract include, but are not limited to: Building Location Square Footage City Hall 104 N Riverside Dr 5226 Community Development, Council Chamber, (2) Bathrooms 104 N Riverside Dr 7040 Police Administration 135 E Park Ave 3220 Police CID & Evidence 135 E Park Ave 3680 The general scope of work to be performed under the Contract includes, but is not limited to janitorial services relating to: DAILY CLEANING REQUIREMENTS Office Areas: • Empty, clean, and disinfect all trash receptacles and replace with new liner, if necessary • Empty, clean, and disinfect all recycling receptacles • Neatly arrange all chairs and tables • Spot clean and polish all doors, glass, door handles, frames and thresholds inside and out Restrooms: • Damp clean walls and tile, with disinfectant cleaner to remove all soils, grease and film • Remove existing mats, vacuum or sweep /clean mats as well as sweep, disinfect and mop all floors, replace mats • Clean and polish all chrome or brass pipe fittings, light switches and all other metal and plastic finished fittings • Clean and disinfect partition walls and doors + Clean, disinfect and polish entire toilet/urinal fixtures, apply odor control capsules to all toilet/urinal fixtures as needed • Clean and polish all mirrors, countertops and enameled surfaces (i.e. sinks) • Empty, clean and disinfect all waste receptacles, including sanitary receptacles (insert new liner, if necessary) • Re- supply toilet paper, soap and hand towels SERVICES AGREEMENT PAGE 9 OF 13 Breakrooms: • Clean and polish all chrome or brass pipe fittings, lights switches and all other metal and plastic finished fittings (including sinks) • Clean and disinfect all exposed countertops and tables • Re- supply soap and hand towels • Clean coffee pots and interior of microwaves • Neatly arrange all chairs and tables * Empty, clean and disinfect all waste receptacles, including recycling receptacles (insert new liner, if necessary) • Wash, clean and disinfect all water fountains with approved cleaning compounds, which are in no way considered toxic Conference Rooms: • Neatly arrange all chairs and tables • Dust, clean and polish conference tables, podiums and Council Dais • Empty, clean and disinfect all trash receptacles and replace with new liner, if necessary • Spot clean all doors, door handles, frames and thresholds inside and out, Remove all dust, smudges and fingerprints within a height of 8' • Dust and spot clean surfaces (i.e. hard chair surfaces, bookcases and other furniture items) WEEKLY CLEANING REQUIREMENTS Office Areas: • Vacuum all carpet and spot clean as needed • Remove existing mats, vacuum or sweep /clean mats. Sweep all vinyl /tile, clean with damp mop and replace mats • Remove all scuff marks from floors, baseboards and doors • Dust and spot damp clean all accessible surfaces (i.e. desks, file cabinets, countertops, partitions, etc.), remove all dust, smudges and fingerprints within a height of 8' • Spot clean walls Breakrooms: • Remove existing mats, vacuum or sweep /clean mats, sweep all vinyl /tile, clean w/ damp mop and replace mats • Spot clean walls • Vacuum all carpet and spot clean as needed • Wipe down exterior surface of refrigerators and microwaves • Remove all scuff marks from floors, baseboards and doors • Dust and spot clean window sills and baseboards SERVICES AGREEMENT PAGE 10 OF 13 Hallways/Foyers: • Clean and polish all glass doors, door handles, frames and thresholds inside and out, clean and polish all interior /exterior windows, remove all dust, smudges and fingerprints within a height of 8', remove all scuff marks from doors, floors and baseboards • Vacuum all carpet and spot clean as needed • Remove existing mats, vacuum or sweep /clean mats, sweep all vinyl /tile, clean w/ damp mop and replace mats • Dust and damp clean all accessible surfaces • Empty all trash receptacles and replace with new liner, if necessary Stair — Exterior: • Remove existing mats, vacuum or sweep /clean mats, vacuum all cement, spot clean and replace mats • Empty and damp clean all smoking receptacles, polish all metal, ashtrays shall be free of dirt, dust, streaks and spots • Dust, clean, and disinfect hand railings Conference Rooms: • Vacuum all carpet and spot clean as needed • Remove existing mats, vacuum or sweep /clean mats, sweep all vinyl /tile, clean w/ damp mop and replace mats Entrances — Exterior: • Clean and polish all glass doors, door handles, frames and thresholds inside and out, clean and polish all exterior windows, remove all dust smudges and fingerprints within a height of 8' • Empty and damp clean all smoking receptacles, polish all metal, ashtrays shall be free of dirt, dust, streaks and spots • Clean all bugs, spider webs, debris from around entrance /exit lights MONTHLY CLEANING REQUIREMENTS Office Areas: • Dust and spot clean electric switch plates, window sills and baseboards • Vacuum Upholstered furniture • Vacuum corners and behind doors • Clean total surface in accessible areas: fixtures, chairs, file cabinets, storage cabinets, tables lamps, counters, window sills /ledges and shelves all height ranges • Remove all cobwebs from walls, ceilings, corners, windows, etc. • Vacuum and clean AC vents and returns • Dust and clean wood paneling • Dust all Venetian blinds SERVICES AGREEMENT PAGE 11 OF 13 Restrooms: • Remove all scuff marks from floors, baseboards and doors • Remove all cobwebs from walls, ceilings, corners, windows, etc. • Vacuum and clean vents, AC vents and returns Breakrooms: • Remove all cobwebs from walls, ceilings, corners, windows, etc. • Vacuum corners and behind doors • Clean exterior of receptacles • Vacuum and clean vents, AC vents and returns • Dust all Venetian blinds • All high dusting over 8' Hallways /Foyers: • Dust and spot clean electric switch plates, window sills and baseboards • Spot clean walls • Clean display cases, trophy cases, picture frames, fire extinguishers • Vacuum corners and behind doors • Remove all cobwebs from walls, ceilings, corners, windows, etc. • Vacuum and clean vents, AC vents and returns • Dust all Venetian blinds • Add Bleach to all A/C unit drains Conference Rooms: • Spot clean walls • Remove scuff marks from floors, baseboard and doors • Dust and spot clean electric switch plates, window sills and baseboards • Vacuum corners and behind doors • Remove all cobwebs from walls, ceilings, corners, windows, etc. • Vacuum and clean vents, AC vents and returns • Dust all Venetian blinds QUARTERLY CLEANING REQUIREMENTS Office Areas, Restrooms, Breakrooms, Hallways /Foyers, Conference Rooms: • All high dusting over 8' • Vinyl & the floors clean, buff by machine and polish SERVICES AGREEMENT PAGE 12 OF 13 In addition to the general cleaning requirements, these tasks shall be performed as stated for the specific buildings: Criminal Investigation Division LID Building - The offices will be closed and locked. Only the common areas will be cleaned. The common areas include the hallway, entry area, bathrooms (3), front office/kitchen area - The three (3) bathrooms will be cleaned daily - The floors will be mopped weekly - The "high areas" will be dusted monthly - The two (2) windows in the lobby area will be cleaned weekly Police Department Building - The shower in the Women's bathroom will be cleaned quarterly - Lobby area glass, countertops, floor, and rugs will be cleaned daily - The two main bathrooms will be cleaned daily - The bathroom in the Police Chief s office will be cleaned weekly City Hall Building - Wood floor will be dusted daily and marks cleaned off as needed - Cubicle walls will be cleaned annually - The City Hall entrance windows will be cleaned inside and out daily - The cashier area will be locked no cleaning inside this area - The outside of the cashier area window will be cleaned daily - Ceramic Tile floors will be mopped daily - Ceramic Tile floors will be top scrubbed quarterly - Cashier counter (lobby portion) will be cleaned daily - Bathroom tile walls will be scrubbed monthly - Break room microwaves, refrigerator surfaces will be cleaned daily - Ramp and porch area (outside front of City Hall) will be cleaned daily ALL BUILDINGS - Vinyl and non ceramic the floors will be mopped nightly - Vinyl and non ceramic tile floors will be scrubbed, waxed and buffed quarterly - Vinyl and non ceramic the floors will be stripped, machine scrubbed, re -apply floor finish and buffed annually - Carpeted floors will be vacuumed as needed (at least once a week) - All work surfaces will be dusted monthly - Common area recycle bins will be emptied into the outside bins nightly - Outside of doorways will be cleaned of insects, cobwebs, and spider webs - All conference tables will be cleaned and buffed daily - All Exterior windows will be cleaned quarterly (EXCEPT City Hall Lobby) - All carpet surfaces will be steam cleaned annually - Rugs will be removed and cleaned daily SERVICES AGREEMENT PAGE 13 OF 13 AGENDA REQUEST Date: October 26, 2010 PUBLIC HEARING RESOLUTION ORDINANCE BOARD OTHER APPOINTMENT CONSENT 11 -01 -2010 BUSINESS ITEM DESCRIPTION: Purchase of an all- terrain walking excavator in the amount of $231,467.00 BACKGROUND: The Stormwater Department has budgeted $250,000 for the replacement of a 1997 Menzi walking excavator which is used to mow and clean the canals throughout the City. The Florida Sheriffs Association has awarded a bid to Menzi USA and the City has the ability to piggyback the contract. Menzi USA will honor the 2010 bid award and has a unit in stock at this time which can be fitted with the appropriate accessories that the City needs. STAFF RECOMMENDATION: Authorize the purchase of a new all- terrain walking excavator from Menzi USA in the amount of $231,467.00 piggybacking the Florida Sheriff's 2010 bid. ACTION REQUESTED: A motion to authorize the purchase of a new all- terrain walking excavator from Menzi USA in the amount of $231,467.00 piggybacking the Florida Sheriff's 2010 bid. FINANCIAL IMPACT: (Finance Director) $231,467.00 Line Item 448 - 5555 - 580.64 -10 (SPECIFY IF : UDGET AMENDMENT IS REQUIRED) YES NO X "it_di. Jo f McKinney, Finance Director PREVIOUS AGENDA ITEM: YES NO X If so, DATE: AGENDA ITEM # Respectfully submitted, Concurrence: xxY,,e(cc'/) Brenda L. Dewees Robin L. Matusick Director of Environmental Services Paralegal racey ' Barlow City anager Menzi USA Sales, Inc. QUOTATION 1850 Fairbanks Street Lakeland, FL 33805 Quote Number. 101410 USA Quote Date: Oct 14, 2010 Page: 1 Voice: 863 -603 -7979 Fax: 863 -603 -7987 Quoted To: Ship To: CITY OF EDGEWATER 409 MANGO TREE DRIVE ATTN: FINANCE DEPT. ATTN: BOB P.O. BOX 100 EDGEWATER, FL 32132 EDGEWATER, FL 32132 Customer ID Good Thru Payment Terms Sales Rep COE 11/5/10 Net 30 Days PM Quantity Item Description Unit Price Amount A61 MENZI MUCK IN STOCK. MENZI WILL HONOR CURRENT FLORIDA SHERIFF'S CONTRACT PRICE (CONTRACT NO. 09- 17- 0908THROUGH NOVEMBER 5, 2010. 1.00 A61 MENZI MUCK 2 X 4 , INCLUDES 4' 204,387.00 204,387.00 GRADING BUCKETAND NC. PANOLIN 1,800.00 POWERTILT 7,000.00 PRO MAC ROTARY MOWER 16,500.00 TINTED WINDOWS 500.00 LEAKLINE 1,280.00 Subtotal 231,467.00 Sales Tax TOTAL 231,467.00 Florida Sheriffs Association - Vehicle and Tire Bid Awards Page 2 of 5 Search Search Honorary Membership Program: We need your help! 1,:001 a aoata Please join us; together we can make a difference. Sponsors of the Florida Sheriffs Youth Ranches: Florida's charity for Florida's children Vehicle and Tire Bid Awards Updates All documents on this page are in PDF format and require you to have Adobe Acrobat Reader installed on your computer to view them. Vehicle Bids PLEASE NOTE: All files are purged from our website once a new bid is effective. If your agency will need any of the contract documents listed below for year end reporting, please download and store them now for future reference. Pursuit, Administrative, Non - Pursuit, Utility Vehicles, Trucks and Vans and Other Fleet Equipment Notice of Intended Bid Award Posting: The posting of the "Notice of Intended Bid Award" for Bid 10 -18 -0907 is delayed until further notice. Please continue to check the VEBA site for the posting at a later date or for further information regarding the anticipated posting date. The Florida Sheriffs Association is requesting that no phone calls or emails be sent requesting the status of the bid award. Extension of Bid Award Announcement for Bid 09 -17 -0908 To all purchasing agencies, as you know the present contract expired as of September 30, 2010. However, we are extending the pricing for the 09 -17 -0908 Bid Award Announcement until the new contract (Bid 10 -18 -0907) is awarded in the near future. Please talk to the dealer before placing any orders. The extension is at the discretion of the awarded dealers. We certainly appreciate the participation of everyone that has made this contract what it is today. Thanks! i,++.,•ii,,,.,,.,, ; , - ' -,i 1 ni'wiinn n • ® FAC (t, FLORIDA o 2 ►y� CO t All About Florida FLORIDA SHERIFFS ASSOCIATION, FLORIDA ASSOCIATION OF COUNTIES & FLORIDA FIRE CHIEFS' ASSOCIATION ALL TERRAIN WALKING EXCAVATOR SPECIFICATION #68 2010 Menzi Muck A61 The Menzi Muck A61 purchased through this contract comes with all the standard equipment as specified by the manufacturer for this model and FSA's base vehicle specification(s) requirements which are included and made a part of this contract's vehicle base price as awarded by specification by zone. ZONE: * Western *Northern * Central * Southern BASE PRICE: $204,387.00 $204,387.00 $204,387.00 $204,387.00 While the Florida Sheriffs Association, Florida Association of Counties and Florida Fire Chiefs' Association have attempted to identify and include those equipment items most often requested by participating agencies for full size vehicles, we realize equipment needs and preferences are going to vary from agency to agency. In an effort to incorporate flexibility into our program, we have created specific add /delete options which allow the purchaser to tailor the vehicle to their particular wants or needs. The following equipment delete and add options and their related cost are provided here to assist you in approximating the total cost of the type vehicle(s) you wish to order through this program. Simply deduct the cost of any of the following equipment items you wish deleted from the base unit cost and /or add the cost of any equipment items you wish added to the base unit cost to determine the approximate cost of the type vehicle(s) you wish to order. NOTE: An official listing of all add/delete options and their prices should be obtained from the appropriate dealer in your zone when preparing your order. Additional add/delete options other than those listed here may be available through the dealers, however, those listed here must be honored by the dealers in your zone at the stated prices. J 'Y1 `2 * Bid Award Announcement (09 -17 -0908) 1643 VEHICLE: Muck A61 Muck A61 Muck A61 Muck A61 DEALER: Menzi USA Sales, Inc. Menzi USA Sales, Inc. Menzi USA Sales, Inc. Menzi USA Sales, Inc. ZONE: * Western * Northern * Central * Southern BASE PRICE: $204,387.00 $204,387.00 $204,387.00 $204,387.00 Order Code Delete Options All Zones MMA2OM Downgrade model - specify $119,387.00 Men_i Muck A20 2X4 21.5 hp with 3'3" tillable grading bucker open cab AC not available 1 Downgrade model - specify NA MM24AC 1 Delete air conditioning $2,800.00 Order Code Add Options All Zones MMA9IEM Upgrade model to 140 hp 2x4 $25,662.00 Model A91 E, 216051bs, 19'6" digging depth, John Deere Turbo Diesel, 24 volt, 2 small tires & 2 large tires 1 MMA9I EP 1 Upgrade model to 140 hp 4x4 $56,705.00 Model A91 E, 4X4 plus, 231491bs, 18'8" digging depth, John Deere Turbo Diesel, 24 volt, 4 large tires 1 MMA61 BP 4x4 on 97 hp model $16,029.00 A6I B, 4X4 plus,171961bs, 16'4" digging depth, Kubota Turbo Diesel, 24 volt, 4 large tires 1 MMKAWAL 1 Tinted windows $500.00 Solar Guard Dark Charcoal 16 on cab windows. Charcoal 32 on operator's windscreen. 1 M644032 1 5' wide grading bucket $4,216.00 A91 type M385252 1 2' wide digging bucket with teeth $2,465.00 A61 M285252 1 2'8" wide digging bucket with teeth $2,732.00 A61 1 M185252 1 3'3" wide digging bucket with teeth $3,010.00 A61 MCMP91T 1 36" rotary brush cutter with hydraulic thumb $28,500.00 Mulching disc 1 MMCMP91 36" rotary brush cutter $27,000.00 Mulching disc 1 MM2CL61 1 36" rotary mowing head $16,500.00 2 blade 1 MM5ORMH 1 50" rotary mowing head $17,000.00 3 blade 1 MM6ORMH 1 60" rotary mowing head $17,000.00 A91 type 1 MM18090 1 Powertilt actuator C;7,000.00 Swivels left and right includes pins, fittings & hydraulic hoses 1 MMPG730 1 Powergrip bucket $8,350.00 Includes pins, fittings & hydraulic hoses 1 MMHLP46 1 Biodegradable hydraulic oil $1,800.00 Synthetic 1 Bid Award Announcement (09 -17 -0908) 1644 VEHICLE: Muck A61 Muck A61 Muck A61 Muck A61 DEALER: Menzi USA Sales, Inc. Menzi USA Sales, Inc. Menzi USA Sales, Inc. Menzi USA Sales, Inc. ZONE: * Western * Northern * Central * Southern BASE PRICE: $204,387.00 $204,387.00 $204,387.00 $204,387.00 M8UG360 ' Hydraulic grapple 360 degree rotation $15,000.00 A61 Rotates continuous left & right, includes hydraulic hoses I MMRHB309 ' Hydraulic hammer $22,000.00 Includes pins & hydraulic hoses 1 MMA91E4 ' Optional equipment- specify $51,133.00' Upgrade to 140 hp Model A91 4x4 Mobile, 22,046 lbs, 19'6" digging depth, John Deere Turbo Diesel, 24 volt, 2 small tires & 2 large tires I M1--ID1000 Optional equipment - specify $17,500.00' Heavy -Duty flail mower brush cutter PL45GAL Optional equipment - specify $10,000.00 Powerline independent additional pump prioritised supply for hydraulic attachments. Constant output up to 45 gal (A91) 1 MMLLCDM ' Optional equipment - specify $1,280.00 Leakage line for mower attachment I MMHMSCP' Optional equipment - specify $8,000.00 Hydraulic mountain steel claws (for 4x4 plus with 4 big tires) I MMCGSWM 1 Optional equipment- specify $13,500.00 Central greasing system for machine I MMAGSMA Optional equipment - specify $2,800.00' Auto grease system for mower attachment 1 M935007 1 Optional equipment - specify $5,900.00 Hydraulic quick coupling 1 M353152 ' Optional equipment - specify Incl. 4' Grading bucket 1 MMSSFWS Optional equipment - specify $19,000.00 Four (4) wheel steer I Temporary tag NA Transfer existing registration (must provide tag number) NA New state tag (specify state, county, city, sheriff, etc.) NA MM � Warranty - specify Std One(I) year parts & labor I Warranty - specify NA 12% Discount percentage off manufacturer's current published retail prices for non - specified options $12.00 Discount 1 and any optional models bid. (The discount is applied to the manufacturer's current published retail prices.) Prices effective October 1, 2009 1 Bid Award Announcement (09 -17 -0908) 1645 q AGENDA REQUEST Date: October 14, 2010 PUBLIC HEARING RESOLUTIONS BOARD APPOINTMENT I i CONSENT ITEM DESCRIPTION: ORDINANCE OTHER BUSINESS The Firefighters' Pension Fund Board is requesting appointment to fill an expiring term. BACKGROUND: Gary Butt currently holds a positions appointed by the Board. Mr. Butt term has expired and is seeking reappointment. Membership of the Firefighters' Pension Board consists of five (5) members; two voted by the membership two appointed by Council, and one appointed by the other four (4) Board members. STAFF RECOMMENDATION: The Firefighters' Pension Fund Board would like to recommend Mr. Butt be reappointed for an additional two -year term on the Board. ACTION REQUESTED: Motion to reappoint Gary Butt for two year terms on the Firefighters' Pension Fund Board. FINANCIAL IMPACT: (FINANCE DIRECTOR (SPECIFY IF BUDGET AMENDMENT IS REQUIRED) PREVIOUS AGENDA ITEM: DATE: N/A Respectfully subm tted, r Shontella Jackson, Board Coordinator Firemen's Pension Board Agenda.request.form.rev.2/ 16/2000 YES AGENDA ITEM NO.: NO X Robin Matusick Paralegal acey low City anager LfNNOX October 11, 2010 Edgewater City Council P.O. Box 100 Edgewater, FL 32132 ERVAIR Heating & Air Conditioning 427 -1 53 l N uTone Heating and Coding Products Please take this letter as my official request to be reappointed to the Edgewater Fire Pension Board. I feel I would be an asset to the Board, having served on it for several terms. I continue to be an active member in the community through my business and through various organizations that serve our Community. I would like to take this opportunity to thank you for allowing me to serve on the Edgewater Fire Pension Board. It has been a pleasure to work with the Firefighters and other Board Members through the years and I look forward to continuing to serve. Sincerely, 1/1 �� Gary Bu Servair Heating & A/C (386) 427 -1531 qb AGENDA REQUEST Date: October 22. 2010 PUBLIC HEARING BOARD APPOINTMENT 11/01/10 ITEM DESCRIPTION RESOLUTONS CONSENT ORDINANCE OTHER BUSINESS Request for re- appointment to the Edgewater Library Board due to the term of Laverna McGinnis expiring on April 9, 2010. BACKGROUND Laverna McGinnis was appointed to the Library Board on January 26, 2004 to fill the remaining term of Linda Ladd. She was reappointed on April 9, 2007. Her current term expired on April 9, 2010 and she is requesting reappointment. STAFF RECOMMENDATION At the October 5, 2010 meeting of the Library Board, they unanimously voted to recommend the City Council reappoint Laverna McGinnis for another three -year term. ACTION REQUESTED Motion to reappoint Laverna McGinnis for another three -year term to the Edgewater Library Board. FINANCIAL IMPACT: (FINANCE DIRECTOR) (SPECIFY IF BUDGET AMENDMENT IS REQUIRED) PREVIOUS AGENDA ITEM: YES DATE: AGENDA ITEM NO. Respectfully submitted, Lisa'Bloomer Library Board Board Coordinator 2 (•D_1 NO X Attachment 02) /11 17 I LA-) �Ihe 9c AGENDA REQUEST Date: October 22, 2010 PUBLIC HEARING BOARD APPOINTMENT 11/01/10 ITEM DESCRIPTION RESOLUTONS CONSENT ORDINANCE OTHER BUSINESS Request for appointment to the Edgewater Library Board due to resignation of Jean Haughwout. BACKGROUND: Jean Haughwout was appointed to the Library Board on October 8, 1979 by Resolution 79 -R -90. Her current term expires December 6, 2010. STAFF RECOMMENDATION At the October 5, 2010 meeting of the Library Board, they unanimously voted to recommend the City Council appoint Larry Middleton for a three -year term. ACTION REQUESTED Motion to appoint Larry Middleton to the Edgewater Library Board. FINANCIAL IMPACT: (FINANCE DIRECTOR) N/A (SPECIFY IF BUDGET AMENDMENT IS REQUIRED) PREVIOUS AGENDA ITEM: YES NO X DATE: AGENDA ITEM NO. Respectfully submitted, Lisa Bloomer Library Board Board Coordinator Il. Attachment September 8, 2010 The City of Edgewater P.O. Box 100 Edgewater, FL. 32132 Dear Mayor Thomas and Council Members, It has been my pleasure to serve on the Edgewater Library Board since 1979 as a member and as chairman since the early 1980's. On December 6, 2010, my term expires and I have chosen to resign. I shall miss the dedicated members of the board, the library staff and volunteers but feel it is time for new leadership and new ideas. Sincerely, r Jean Haughwout 200 N. Riverside Dr. Edgewater, FL 32132 i APPLICATION FOR APPOINTMENT TO CITY BOARDS AND COMMITTEES Name: Larry W. Middleton Address: 3433 Woodland Drive, Edgewater, FL 32141 Home Phone: 386 - 409 -3793 Business Phone: None Occupation: Retired Are you a registered voter? Yes Voting District: 904 Are you a resident of Edgewater? Yes How long? 11 years Is your principal place of employment in Edgewater? Not applicable 0//), P1 c � F9 N- Briefly state your interest in serving on a City board or committee: For eleven years I have been a regular patron of the Volusia County libraries, especially Edgewater and New Smyrna Beach, and I am intensely interested in the present and future of the library. State your experience /qualifications: (1) During my lifetime of military service, academics, and private employement I have been a user of about 35 libraries serving disparate groups including universities, public schools, and military posts. (2) I have a B.A. in Legal Studies and Masters in Nonprofit Management from the University of Central Florida. (3) I am actively involved with the Brannon Center in New Smyrna Beach, the AARP /IRS tax preparation program, and The Happy Wanderers Walking Club. (4) 1 am alert, intelligent, well educated, and intensely interested in the future of the Edgewater library. Are you employed by the City? No Do you hold public office? No At the present time, do you serve on any other Boards or committees? No Have you ever served on any boards or committees? No If so, list each: lid (BOARD AND COMMITTEE MEMBERS MAY BE REQUIRED TO FILE WITH THE STATE, FINANCIAL DISCLOSURE FORMS EACH YEAR) PLEASE INDICATE THE BOARDS OR COMMITTEES YOU WOULD LIKE TO SERVE ON AND RANK THEM ACCORDING TO CHOICE BY NUMBER ANIMAL CONTROL BOARD GENERAL EMPLOYEES PENSION BOARD CITIZEN CODE ENFORCEMENT BOARD LIBRARY BOARD _CONSTRUCTION REGULATION BOARD RECREATION & CULTURAL SERVICES _ECONOMIC DEVELOPMENT BOARD PLANNING & ZONING BOARD _FIREFIGHTERS PENSION BOARD POLICE PENSION BOARD VETERANS PARK ADV. COMMITTEE (REVISED (2- 10 -04) APPLICATION FOR APPOINTMENT TO CITY BOARDS AND COMMITTEES Name U00 e Haaress :z c 7 - gk tIvc. , c - Home Phone q a2 -- G usiness Phone Cell �L3; 3 - q 3,3 Occupation R,_A it gtc.� Are you a registered voter? " Voting District 1 203 Are you a resident of Edgewater? YC 5 How long? y & f_�x Is your principle place of employment in Edgewater? N tA If yes, how long Briefly state your interest in serving on a City board or committee: lAaye_ -riw. - t'c Scv v e- State your experience /qualifications EA\j o'c .30 6MA L if CS CS X S�_­A S Wnc w Vn c\:.: i wa v`A CA __ `cam +0 C"Ak w\nc 1 iv e c v'� V a Are you employed by the City? __ No o Do you hold public c oiu ffice At the present time, do you serve on any other Boards or committees? hi a If so, list each: Have you served on any boards or committees? No If so, list each: BOARD AND COMMITTEE MEMBERS MAY BE REQUIRED TO FILE WITH THE STATE, FINANCIAL DISCLOSURE FORMS EACH YEAR PLEASE INDICATE THE BOARDS OR COMMITTEES YOU WOULD LIKE TO SERVE ON AND RANK THEM ACCORDING TO CHOICE BY NUMBER 3 ANIMAL CONTROL BOARD i CITIZEN CODE ENFORCEMENT BOARD CONSTRUCTION REGULATION BOARD ECONOMIC DEVELOPMENT BOARD FIREFIGHTERS PENSION BOARD GENERAL EMPLOYEES PENSION BOARD LIBRARY BOARD RECREATION & CULTURAL SERVICES PLANNING & ZONING BOARD POLICE PENSION BOARD VETERANS PARK AVD. COMMITTEE Signature Date 7 d OFFICE USE ONLY Board Date of appointment CITY OF EDGEWAT RECEIVED JUL Q 17.009 On' CLERK CITY OF EDGEWATER RECEIVED �o��wAT�� OCT 0 2010 ADVISORY BOARD — VOLUNTEER APPLICATION CITY CLERK Thank you for your interest in serving the City of Edgewater. Your completion of this application is necessary so that the members of the City Council can thoroughly review each application as part of their consideration for the appointment. Please choose the Board(s) for which you wish to apply. If applying for more than one Board, you must number in order of your preference. ANIMAL CONTROL CITIZEN CODE ENFORCEMENT* LIBRARY POLICE PENSION* CONSTRUCTION REGULATION* RECREATION & CULTURAL SERVICES ECONOMIC DEVELOPMENT PLANNING & ZONING* FIREFIGHTERS PENSION* VETERANS PARK AVD. COMMITTEE Members of the Boards with an asterisk ( *) are required to file a Financial Disclosure form within 30 days of appointment. PERSONAL INFORMATION Name A m �/ L f Address 3303 ICC? 1./at �(t lIn Wa EL 3 2 �- Home Phone �� SSG ' �' 0� — 0 Business /Cell Phon Occupation �YQ� Are you a resident of Edgewater L how long ' a ,r- Is your principal place of employment in Edgewater 7 4 At the present time, do you serve on any other City Boards or Commissions N • if yes, please list each eve{ sere d on any Boards, a encies or committees leS if yes, please list each &I I C �` ,ram ," i i ✓ , REFERENCES — Please list three business and /or personal 8;1C 7home<nn . 33 o�t &w a' FL 3214`/ (rP- 1: 423 Name ad res and phone G3 ( 0 3 9601 Name, ad re s and phone 1�r�rc� F fan 1,1X — <CD °6 &/�LT, e� , iz3Zl3Z �T�C: l�Z� 96 *) Na'rie, address and phone EDUCATION High School_ College Degree( INTEREST /ACTIVITIES L(t{,CZ��? , IjGYC(��i17�rin , u) ,+6e COMMUNITY INVOLVEMENT A resume or separate application. I understand the responsibilities associated with being a board member, and I have adequate time to serve if appointed. z�&, 0 42v to Applicant SignatdO Date Please return this application to Bonnie Wenzel, City Clerk, City of Edgewater, P.O. Box 100, Edgewater FL 32132 or drop off in the City Clerk's Office, 104 N. Riverside Drive, Edgewater FL 32132. If you have any questions please call 386 - 424 -2400. OFFICE USE ONLY Date Application Received Date Appointed to Board Board Appointed to Date Resigned from Board 21 Pta ge, WORK EXPERIENCE Z5-'P!'. a _ 'vry H - I- _ — J, H a /-, x) —L WHY DO YOU DESIRE TO SERVE ON THIS/THESE BOARD(S)? 9d AGENDA REQUEST Date: October 22, 2010 PUBLIC HEARING BOARD APPOINTMENT 11/01/1 ITEM DESCRIPTION CONSENT ORDINANCE OTHER BUSINESS Request for re- appointment to the Edgewater Library Board due to the term of Mary Person expiring on December 6, 2010. BACKGROUND Mary Person was appointed to the Library Board on January 26, 2009 to fill the remaining term of Delores Shaw. Her current term expires December 6, 2010 and she is requesting reappointment. STAFF RECOMMENDATION At the October 5, 2010 meeting of the Library Board, they unanimously voted to recommend the City Council reappoint Mary Person for another three -year term. ACTION REQUESTED Motion to reappoint Mary Person for another three -year term to the Edgewater Library Board. FINANCIAL IMPACT: (FINANCE DIRECTOR) (SPECIFY IF BUDGET AMENDMENT IS REQUIRED) PREVIOUS AGENDA ITEM: YES DATE: AGENDA ITEM NO. Respectfully submitted, Lisa bloomer Library Board Board Coordinator N RESOLUTONS N/A Attachment 301 Schooner Avenue Edgewater, Florida 32141 September 14, 2010 Office of City Clerk City of Edgewater To Whom It May Concern: I would like to submit my name for a second term on the Edgewater Library board of directors. I believe that I have completed my duties responsibly and enthusiastically, and I would like the chance to continue this challenge. Thank you for the chance to contribute to the city's stewardship. Sincerely, )A 7 g �2 � Mary E. Person AGENDA REQUEST Station 55 Date: October 26, 2010 PUBLIC HEARING RESOLUTION ORDINANCE BOARD OTHER APPOINTMENT CONSENT BUSINESS November 1, 2010 ITEM DESCRIPTION Approval of Contractor for the construction of the replacement Fire Station on the existing Fire Station 55 site. BACKGROUND The City of Edgewater, Fire Rescue Department, had been awarded a grant for $1.14 million dollars from FEMA to replace Fire Station 55. Construction of the fire station will meet the current and more stringent wind load and electrical requirements. By meeting these new requirements, firefighters will have the ability to remain at this station during most severe weather situations. The station will be equipped to meet new safety standards that were simply not available during the original construction such as venting of exhaust fumes from apparatus and drive through apparatus bays. In addition the new station will meet the future demands of the community. Lowest Responsive Bidders Base Contract Potential Total Change Orders 1. Pat Cook Construction $1,879,000 $187,900 $2,066,900 2. Billco Construction $1,969,000 $196,900 $2,165,900 3. APM Construction $1,985,300 $198,530 $2,183,830 STAFF RECOMMENDATION Staff recommends approval of award to Pat Cook Construction for the construction of the replacement Fire Station 55. ACTION REQUESTED A motion to approve the Mayor to execute the contract with Pat Cook Construction for the construction of the replacement Fire Station 55 in the amount not to exceed $2,066,900, contingent on the closing of the Revenue Note, Series 2010. A motion to approve the necessary budget amendment. FINANCIAL IMPACT Funding Grant Award $1,141,000 Fire Impact Fees 8,000 Fire Impact Fees* 187,900 *To Fund any Potential Change Orders 2011 Note Payable 730,000 Total Funding $2,066,900 � ! (Finance Director) Budget Amendment Required PREVIOUS AGE DA ITEM: YES O If so, DATE: Respectfu submitted, /n � J nathan C. McKinney Finance Director Concurrence: Robin L. Matusick Paralegal racey . Barlow City nager YES _x_ NO AGENDA ITEM # m Q (ll 7 a a r-7 � n 0 � n •� o � o o � O � O 0. o m 0 n Y a. 0 n 0 -� a. 0 w 0 W 4 O 3 Cl) C 0 0 C.� O 0 O O 3 .Z O O cn 3 3 3 (D 0- (D C C2 3 6 (D c (D (D m O (D D ° ° 7::� C) p.wN�m w N = _0 ° m rn O o D — . .. O� O ( O C-) ° O U) 0 3 --�- ar 0 ° °_ O (D vrT(n r-n (n O C° (D D D v n CD 3 ° = Iv O ;' 0 ;: CD 3 CD ,v v v ° a cn v o0 r: n 0 , CL ( : E (D 07 r: 0U�0 (s a 0 0 (D <. 5 N Q r ;� 0 C (D _0 ~, O CD 0 C) SD C O O °=CL 0) L (o O Cj a v ( n ��' CL Q v 00 o OM. = v yc O to sZ 0 O = (n m y O N D cQ M. 06) n n u) -1 = 0 n = 0 r y 06 y D : n �-, —D o m CD�:E0 CDa z r *0 O n r 0 f9 O n a n 0 f9 � m m CD m m 0 0 0 0 p c r r r r r c Cn (nU) U) Ct)� Z U) C/) C/) U) Cl) � C _ C zi og (,q 0 Z D 09 C9 CO 0 N O O O O 0 0 oorna 00 0 O 0 0 0 0 (n O 0 0 0 0 - 1 69 Efl Efl 0 v> ifl ts� t� D N E» 00 469 c� 0 og D O N O Efl Efl Cb N F- 00 O 0 0 0 0 0 0 00 C:) 00 000000 0 0 M O (n O O O O O O O (n O O O O O O O c _ c _ (fl {fl b) N z_ 1� 1A ffl �I N -� c oo( 0 0000 O 0000 - i O O O O O - i 0 60 69 (A 0 cs► N E» co v► N e» 4r,, -� D O P O V) U) O) N r A. O 00 Cn N OD N 0 Cn O A O O CO (n O O CD O O O O O O O O O O O CD (n O O 0 0 0 0 0 C ffl C9 C � Z A 01 O r1i O � O 0 N OO Cn(nn 0 �I — 0 O O O O O 0 O O O O O (n O O O O O fA kn 469 0 V) Efl EA 69 0 N N N ffl Efl �I D A W N Efl Efl CD 0) r 4 w O O O O (n O N O W Cn (D (n 0 O P 0 0 0 0 0 0 O O 0 0 0 0 0 (n O O O O O O O W 4 O 3 Cl) C 0 0 C.� O 0 O O 3 .Z O O cn 3 3 „ p oo 3 (D 0- (D C C2 3 6 (D c (D (D m O (D D ° ° 7::� C) o - o c0 w N = _0 ° m rn O o D — . .. O� O ( O C-) ° O U) 0 3 --�- ar 0 ° °_ O (D -o r-n (n O C° (D D D v n CD 3 ° = Iv O ;' 0 ;: CD 3 a ,v v v ° a cn v o0 r: n 0 n v) cn °'► O (D 07 o En (s a 0 C1 (D (D <. 0� N Q O- 0 (D _0 3 0 . N � C) SD 0 aco O O °=CL 7 L (o O Cj v ( n C Q v O_ o OM. = m C/) yc O to D - 06) 0 M y O .. cQ n u) -1 = 0 rN D : 06 y z m CD�:E0 r O n n n 0 f9 O m m 0 0 p c r r r r r Z Cn (nU) U) Ct)� � C _ Z_ zi og (,q 0 D O O O� N 0 0 0 oorna O O O — 4�- -i 69 Efl Efl O D 00 E» 00 469 c� 0 r N O O CTI O -4 00 cri O N) O _ C� N 0 A O A 0 0 M O (n L" O (A O O .A �, c _ z_ { (fl {fl b) N - I p oo�( 0 0000cn O 0000 - i 0 60 69 (A -L - — 4r,, tD EH w Efl kn O) N r O CY) O Cn N -.I N C7 O (fl CD O O A Cri 0 O O O O O O O O O O O O O O O O O O O O O ffl C C9 Z A 01 O r1i O � O 0 O 0 0 �I — 0 O O O N -I (n O O O (fl QO fA kn 469 0 .. D (0 Ef3 tD ffl Efl �I r A W V CP N A 0) W A V O O - O 0 W O CD O O -4 0 O O O O O N (n 00 O 00 O O (.D CO � C � Z Efl ffl {fl 07 N � � O O Cn O 0 0 0oi,.>00 0 oC).00(n 0 0 0 0 0 , 7 A tO a) to N � D D a to w 00 ffl (n <A N C) Cn r DO J Cn O O Cn O C7 W O W O O W O 0 O O O O O O O O O O O O O O 4n C og Z 0 000<n0 0 0000(n 0 0 0 0 0 to s N - to E,9 0 --{ w 4 .9 O EA 69 �I — 0 0 � _I Ul N O O D 0CD is+000CTI r 0 0 O o 0 0 0 O O 0 0 0 0 0 „ p oo w - M (D 0- (D C C2 3 6 (D c (D (D (D r W O (D <° _ v ° ° 7::� C) o - o c0 m 0 < = _0 ° m < < O o D — . .. O� O ( O C-) ° O U) 0 3 --�- ar u) ° °_ O (D ° (n O C° (D D D v n Cn �c 3 ° (u O (D CD 3 ,v v v ° (D v v o0 n 0 3 g v m (z (D 07 En (s a 0 C1 (D (D <. N Q O- 0 (D _0 3 0 . N � C) SD Z O 0 O O Cn (o O Cj v ( n C Q 6 (D V d 0 O O X 0 O 7 CA C n O 3 co O 0 O to c n O 3 D C � G 2. O 0 O 7 CA D 0 O N n >v (0 >v 0 O fn n m TI 00 -n � O z m O —. im vo >o y = n0m co T z :* C o :tt D r o (n -i D m i X 0 z I0b AGENDA REQUEST Station 55 Date: October 26, 2010 PUBLIC HEARING RESOLUTION ORDINANCE BOARD OTHER APPOINTMENT CONSENT BUSINESS November 1, 2010 ITEM DESCRIPTION Approval of financing for the construction of the replacement Fire Station on the existing Fire Station 55 site. BACKGROUND The City of Edgewater, Fire Rescue Department had been awarded a grant for $1.14 million dollars from FEMA to rebuild Fire Station 55. Construction of the new fire station will meet the new, more stringent wind load and electrical requirements. By meeting these new requirements, firefighters will have the ability to remain at this station during most severe weather situations. The station will be equipped to meet new safety standards that were simply not available during the original construction such as venting of exhaust fumes from apparatus and drive through apparatus bays. In addition the new station will can meet the future demands of the community. Lowest Responsive Bidders Years 1. BB &T 20 2. Wells Fargo 20 3. TD Bank 20 STAFF RECOMMENDATION Interest Rate Prepayment Rate Reset Penalty 2.77% 10 years 1 % 3.61% n/a Yes 3.19% 5 years 1 % Staff recommends approval of the financing for the construction of a replacement Fire Station 55. ACTION REQUESTED A motion to authorize staff to prepare all the debt resolutions and closing documents for the Guaranteed Entitlement Revenue Note, Series 2010 to finance the replacement Fire Station 55 in the amount not to exceed $750,000. FINANCIAL IMPACT All closing cost are par of the uarantee Entitlement Revenue Note, Series 2010. M C � (Finance Director) M Budget Amendment Required YES NO _x PREVIOUS AGEN15A ITEM: YES Na If so, DATE: AGENDA ITEM # Respectfully ubmitted, J athan C. McKinney Finance Director Concurrence: �aM � �' a Robin L. Matusick Paralegal �� r(acey YBarlow City nager BB&T BB &T Governmental Finance 200 West Forsyth Street Jacksonville, FL 32202 (904) 361 -5253 Fax (904) 361 -5276 October 19, 2010 Mr. John McKinney Finance Director City of Edgewater 104 N. Riverside Drive Edgewater, FL 32132 Dear Mr. McKinney, Branch Banking and Trust Company (`BB &T ") is pleased to offer this proposal for the financing requested by the City of Edgewater ( "City"): (1) Project: Guaranteed Entitlement Revenue Note, Series 2010 (2) Amount To Be Financed: $750,000 (3) Interest Rates, Financing Terms and Corresponding Payments: Term BO Rate Option A: 20 year amortization with a rate reset at year 10 2.77% Option B: 20 year amortization with a rate reset at year 15 3.35% Option C: 20 year fixed rate 3.99% If the City selects Options A or B, BB &T will have the ability to reset the City's interest rate based on present market conditions at either October 1, 2020 or October 1, 2025, depending on which option is selected. If BB &T chooses to reset the rate, the new rate will be in effect over the remaining term of the Note. Interest payments shall be due semiannually on April 1 and October 1 of each year commencing April 1, 2011. Principal payments shall be due annually on October 1 of each year commencing October 1, 2012. Interest on the principal balance will accrue based on a 30/360 day count basis. Preliminary amortization schedules for each option are included with this proposal. Upon being awarded this transaction, a final amortization schedule will be mutually agreed upon between the Authority and BB &T. The financing proceeds shall be deposited on behalf of the City into a project fund account with BB &T. Earnings on the project fund shall accrue to the benefit of the City for use on project costs or interest payments. The interest rate stated above is valid for a closing date not later then 45 days after today. Closing of the financing is contingent upon completing documentation acceptable to BB &T and its counsel. BB &T's underwriting fee and legal review expenses shall be $2,500. All applicable costs of counsel for the City and any other costs shall be the City's responsibility and separately payable by the City. The financing documents shall allow for the prepayment of the principal balance in whole on a scheduled payment date with a 1% prepayment penalty. If the City chooses Option A or B, the City may pay the outstanding principal without penalty at the time of reset. The financing documents shall include provisions that will outline appropriate changes to be implemented in the event that this transaction is determined to be taxable in accordance with Florida State Statutes or the Internal Revenue Service code. The stated interest rate assumes that the City expects to borrow less than $30,000,000 in the calendar year 2010 and that the financing shall comply with the IRS Code Sections 141, 148, 149(e) and 265(b)(3). BB &T reserves the right to terminate its interest in this bid or to negotiate a mutually acceptable rate if the financing is not a qualified tax- exempt financing. (4) Financing Documents: It shall be the responsibility of the City to retain and compensate counsel to appropriately structure the financing documents according to Florida State statutes. BB &T shall also require the City to provide an unqualified bond counsel opinion. BB &T and its counsel reserve the right to review and approve all documentation before closing. (5) Security: This Note shall be secured by a pledge of the City's Guaranteed Entitlement Revenues received from the State pursuant to Chapter 218, Part II, Florida Statutes (the Revenue Sharing Act). BB &T appreciates the opportunity to make this financing proposal and requests to be notified within ten days of this proposal should BB &T be the successful proposer. BB &T shall have the right to cancel this offer by notifying the City of its election to do so (whether or not this offer has previously been accepted by the City) if at any time prior to the closing there is a material adverse change in the City's financial condition, if we discover adverse circumstances of which we are currently unaware, if we are unable to agree on acceptable documentation with the City or if there is a change in law (or proposed change in law) that changes the economic effect of this financing to BB &T. We reserve the right to negotiate and/or terminate our interest in this transaction should we be the successful proposer. Please call me at (803) 251 -1328 with your questions and comments or contact David Pierce in our Jacksonville, FL office at: 200 W. Forsyth Street Suite 200 Jacksonville, FL 32202 Phone: 904.361.5253 Fax: 904.361.5276 Email: david.piercenbbandt.com We look forward to hearing from you. Sincerely, BRANCH BANKING AND TRUST COMPANY 4 j"", b - -�� Andrew G. Smith