AGENDA
CITY COMMISSION MEETING
COMMISSION CHAMBERS, CITY HALL
MONDAY, JUNE 22, 2009 5:30 PM
1. CALL TO ORDER
INVOCATION
PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA
2. PROCLAMATIONS: None
3. PRESENTATIONS: None
4. CONSENT AGENDA:
Routine items are placed on the Consent Agenda to expedite the meeting. If the Commission/Staff wish to discuss any item, the procedure is as follows: (1) pull the item(s) from the Consent Agenda; (2) vote on remaining items with one roll call vote, (3) discuss each pulled item and vote by roll call
A. CITY COMMISSION MEETING MINUTES:
1. Regular meeting held June 8, 2009
B. PURCHASING ITEMS:
1. Purchase requisition number 41041 to CDW Government for the purchase of a Mobile Computer Equipment.
2. Purchase requisition number 41135 to Global Rental Co. for the purchase of a used bucket truck.
C. RESOLUTIONS:
1. A resolution of the City Commission of the City of Leesburg, Florida authorizing the Mayor and City Clerk to execute Work Order No. 16 with Hanson Professional Services, Inc. for construction phase services including design modification related to the ARRA funded portion of the Runway 31 and Taxiway A Extension Project at Leesburg International Airport; and providing an effective date.
2. A resolution of the City Commission of the City of Leesburg, Florida, authorizing the Mayor and City Clerk to execute Change Order No. 1 to Task Order No. 27 with AECOM USA Inc., Successor in Interest to Boyle Engineering Corporation for construction management services, operation and maintenance manual update and ground water monitoring plan for the Turnpike Water Reclamation Facility; and providing an effective date.
3. A resolution of the City Commission of the City of Leesburg, Florida, authorizing an Interlocal Agreement between Lake County Government and City of Leesburg, to provide for Neighborhood Stabilization Program (NSP) activities for low-income, middle-income and moderate income (LMMI) families both within the City Limits and the Unincorporated County utilizing NSP appropriations under The Housing and Economic Recovery Act of 2008; and providing an effective date.
4. A resolution of the City Commission of the City of Leesburg, Florida, authorizing the Mayor and City Clerk to execute an Easement from the City of Leesburg, Florida to The Plantation Residents Golf Club, Inc. for property located in Section 23, Township 20 South, Range 24 East, Lake County, Florida; and providing an effective date.
5. A resolution of the City of Leesburg Florida authorizing the Leesburg Police Department to apply for the Edward Byrne grant for $27,191.00 to aid in the purchase of a motorized rollup door for the evidence vault and to supplement overtime cost to combat increasing crime problems, accept the grant; and providing an effective date.
6. A resolution of the City Commission of the City of Leesburg, Florida authorizing the Mayor and City Clerk to accept a Grant Agreement from the Federal Aviation Administration to fund the extension of Runway 31 and partial parallel Taxiway "A" at Leesburg International Airport and to purchase mitigation credits from the Hammock Lake Mitigation Bank for this project; and providing an effective date.
D. OTHER ITEMS:
5. PUBLIC HEARINGS AND NON-ROUTINE ITEMS:
A. Resolution authorizing an agreement with Pospiech Construction, Inc. for construction services to extend the runway at the Leesburg International Airport
B. First Reading of an Ordinance accepting a Utility Easement from Strong Brothers Partnership located in Section 23, Township 19 South, Range 24 East, Lake County, Florida.
C. First reading of an ordinance rezoning approximately one acre generally located on the northeast corner of N. Canal Street and Hall Circle in Section 26-19-24, from City C-2 (Community Commercial) to City SPUD (Small Planned Unit Development) for David Allen/Economy Auto Sales.
D. First reading of an ordinance rezoning approximately 20 acres generally located south of Park Holland Road and east of Picciola Road in Section 14-19-24, from City PUD (Planned Unit Development) to City PUD (Planned Unit Development) for Sally G. Musso, Trustee and Sam M. Musso, Trustee/Musso-Spence Property.
6. INFORMATIONAL REPORTS:
The following reports are provided to the Commission in accordance with the Charter/Ordinances. No action required.
A. Monthly Financial Report for May 2009 and Residential Electric Bill Comparison for April, 2009 compiled by FMEA
7. CITY ATTORNEY ITEMS:
8. CITY MANAGER ITEMS:
9. ROLL CALL:
10. ADJOURN:
PERSONS WITH DISABILITIES NEEDING ASSISTANCE TO PARTICIPATE IN ANY OF THESE PROCEEDINGS SHOULD CONTACT THE HUMAN RESOURCES DEPARTMENT, ADA COORDINATOR, AT 728-9740, 48 HOURS IN ADVANCE OF THE MEETING.
F.S.S. 286.0105 "If a person decides to appeal any decision made by the Commission with respect to any matter considered at this meeting, they will need a record of the proceedings, and that for such purpose they may need 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." The City of Leesburg does not provide this verbatim record.
4.B.1.
AGENDA MEMORANDUM
Meeting Date: June 22, 2009
From: Mike Thornton, Purchasing Manager
Subject: Purchase requisition 41041 to CDW Government, Inc. for the purchase of mobile computer equipment
Staff Recommendation:
Staff recommends approval of Requisition 40041 to CDW Government, Inc. for $50,411.76 for the purchase of mobile computer equipment for equipping fire department vehicles.
Analysis:
This project is for the purchase of mobile computer equipment under a Florida Department of Health grant previously accepted by the City Commission. This purchase is funded by a 75/25 grant from the Florida Department of Health previously approved by the Commission to install mobile data terminals in fire apparatus. This equipment will allow for the downloading of data and maps related to emergency calls.
The equipment being purchased is generally 7 Panasonic Tough Book Laptops and associated hardware for installation in the apparatus and provides communication with dispatch. Purchase of software to communicate and present information on the mobile terminals has already been ordered from another vendor previously approved by Commission.
On May 20, 2009, the Purchasing Division issued Invitation to Bid (ITB) number 90311 inviting sealed bids from interested suppliers in accordance with the equipment specifications contained in the ITB.
On June 2, 2009, the City received sealed bids from 2 prospective contractors.
Summary of Bids Received
Mobile Computer Equipment / CDW GovernmentVernon Hills, IL / INSIGHT
Lake Wales, FL
Items 1 – 4 / $39,561.32 / NO BID
Items 5 - 17 / $10,850.44 / $39,695.00
Totals / $50,411.76 / $39,695.00 (All items not bid)
Options:
1. Approve the purchase from CDW Government, Inc.; or
2. Such alternative action as the Commission may deem appropriate.
Fiscal Impact:
The total amount of the grant is $81,000.00. The City has received grant funding of $60,750.00 from The Florida Department of Health; the City is responsible for the remaining $20,250. Funding for this purchase is budgeted and available in the account listed below.
Submission Date and Time: 6/17/2009 2:50 PM____
Department: Fire - Rescue______Prepared by: Terry Pollard______
Attachments: Yes __X__ No ______
Advertised ___ __ Not Required _ X___
Dates: ______
Attorney Review : Yes___ No __X__
______
Revised 6/10/04 / Reviewed by: Dept. Head ___JB___
Finance Dept. ______JB______
Deputy C.M. ______
Submitted by:
City Manager ______
/ Account No. 001-1633-513.64-11___Project No. EMS002______
WF No. __________
Budget ____$51,200.00 ______
Available ___$51,200.00 ______
06/22/09
4.B.2.
AGENDA MEMORANDUM
Meeting Date: June 22, 2009
From: Mike Thornton, Purchasing Manager
Subject: Purchase requisition 41135 to Global Rental Co. (Altec Industries) for the purchase of a used bucket truck
Staff Recommendation:
Staff recommends award of bid 90331 and approval of purchase requisition 41135 to Global Rental Co., a subsidiary of Altec Industries, for the purchase of a used Ford F-550 truck with body and aerial bucket platform for a total amount of $55,000.00.
Analysis:
The purpose of this purchase is to acquire a used bucket truck for the Fleet Services Division. This truck will be assigned to the Communications Division of IT. Communications currently uses a bucket tuck that was reassigned from the Electric Department. The existing truck is too large for the needs of Communications. The Communications Division will be turning in two vehicles.
The current equipment (471 & 491) used by Communications was a temporary solution 3 years ago. At the time Communications needed a truck to tow the fiber trailer and also needed a bucket truck to service overhead installations. This equipment was being replaced in the Electric Department and was reassigned to Communications for their use. At that time Communications did not have the funds to purchase new or new/used equipment for their operations.
The current bucket truck is too large for many of the areas Communications crews work. The truck was designed for use by electric crews which work at greater heights and typically have more room. This new smaller truck will provide access to smaller spaces and lower heights without fear of coming in contact with energized power lines, transformers, or poles. The new truck also has 4-wheel drive and outriggers, crews can safely deploy the aerial device in rural areas in soft dirt.
The existing equipment has served the Communications Division well. However, the increase in customers has increased the amount of maintenance. The shortcomings of unit 491 are more apparent and are a growing safety concern. The purchase of the new truck will eliminate the safety concerns caused by unit 491 and will allow crews to work more efficiently and safely.
Summary of Involved Equipment
Existing Vehicle Information
0471 / 1991 Pick-up, Ford F-250 / 133,903 / ($2,544) / ($1,320) / ($3,864)
0491 / 1999 GMC Bucket Truck / 24,570 / ($1,543) / ($5,760) / ($7,303)
New Vehicle Information
New / 2006 Ford F550 Bucket / 51,607 / $6,750 / $5,760 / $12,510
Net Change in Costs / $2,663 / ($1,320) / $ 1,343
Units 471 and 491 were scheduled for disposal at auction at the time they were reassigned to Communications. Fleet services will send these units to auction for disposal.
To acquire a used piece of equipment, the Purchasing Division issued Invitation to Bid 90331 on May 27, 2009. Two bid responses were received and are detailed here. Fleet Services have evaluated the bids and determined the bid from Global Rental Company to be the best value and meet the needs of the City.
Summary of Bids Received
Bid Feature / Global Rental Co.(Altec Industries)
Lakeland, FL / Nesco Sales, LLC
Buffington, IN
Truck - Year/Make/Model / 2006/Ford/F-550 / 2005/Ford/F-550
Boom – Year/Make/Model / 2005/Altec/AT37G / 2004/Altec/AT37G
Meets all minimum specifications / YES / YES
Additional Features / 4x4 – All Wheel Drive
Mid Chassis Outriggers / None
Mileage / 51,607 / 37,036
Equipment Location / West Palm Beach, FL / Raymond, NH
Price Quoted Truck & Aerial / $55,000.00 / $52,600.00
Options:
1. Approve the purchase of a used truck with aerial device from Global Rental Co.; or
2. Such alternative action as the Commission may deem appropriate
Fiscal Impact:
The funds for this purchase will be transferred from the Communications Division to the Fleet Services new equipment purchase account listed here. A budget adjustment is necessary to purchase this piece of equipment as this was not included in the current budget. Communications will see an annual net change (increase) of $1,343 for annual Fleet Services expenses. Communications will budget accordingly in the 2010 budget year to cover this increased cost.
Submission Date and Time: 6/17/2009 2:50 PM____
Department: _ Fleet Services______Prepared by: _Mike Thornton______
Attachments: Yes____ No __X___
Advertised: _X__Not Required ______
Dates: _May 27, 2009______
Attorney Review : Yes___ No ____
______
Revised 6/10/04 / Reviewed by: Dept. Head _______
Finance Dept. ______JB______
Deputy C.M. ______
Submitted by:
City Manager ______
/ Account No. _001-5110-519.64-12__Project No. __FLEET______
WF No. _____WF562592/31_____
Budget _____$69,663.00______
Available ____$ 0.00______
4.C.1.
AGENDA MEMORANDUM
Meeting Date: June 22, 2009
From: Charlie Weller, Airport Manager
Subject: Resolution authorizing the Mayor and City Clerk to execute Work Order No. 16 with Hanson Professional Services, Inc. for work related to the Runway 31 and Taxiway A extension project at Leesburg International Airport
Staff Recommendation:
Staff recommends approval of Work Order No. 16 with Hanson Professional Services, Inc.
Analysis:
Hanson Professional Services, Inc. Work Order No.16 represents the engineering consultant’s fee for Phases II & III of the Runway 13/31 Extension project. These phases include the following:
1. Construct 1,000 feet of runway pavement on the east end of R-13/31
2. Construct 1,000 feet of taxiway pavement that parallels the new section of runway
3. Provide for a large run-up area for departing aircraft
4. Install lighted Runway Distance Markers
5. Relocate existing Runway End Identifier Lights (REIL)
6. Install new Runway Lights on the new sections of Runway and Taxiway
Hanson Professional Services will perform the following services under this agreement:
1. Modify up to 43 drawing sheets to develop a project scope that can likely be accomplished with the expected ARRA grant amount of $3,835,397. Modify the permits being done under separate projects to match the revised project scope.
2. Provide general contract administration and coordination to include periodic status reporting and administration.
3. Review contractor submittals for general conformance to Engineer’s Design.
4. Coordinate Q/A Testing Program and RPR activity. Review construction tests and /or inspections reports for conformance with contract requirements.
5. Prepare mandated monthly summaries of project progress to the Federal Aviation Administration.
6. Prepare Disadvantaged Business Enterprise reports.
7. Provide “As- built” upon project completion.
8. Work with Airport Manager to close-out project.
Options:
1. Approve Work Order No. 16 with Hanson Professional Services, Inc.; or
2. Such alternative action as the Commission may deem appropriate
Fiscal Impact:
The charge for services provided under Work Order No. 16 is $419,383.00. Staff has been notified that the Airport will receive $3,835,397 in grant funding through the American Recovery & Reinvestment Act of 2009 (ARRA). That grant does not require matching funds from the City and will pay the full cost of Work Order 16.