10-13-98 vI
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CITY OF ATLANTIC BEACH
COMMISSION MEET4N0'- October 13, 1998
AGENDA
Call to order
Invocation and pledge to the flag
1.Approval of the minutes of the Regular Commission Meeting of September 28, 1998
2.Recognition of Visitors:
A. Demonstration of Web Page (City Manager)
B. Winston Strickland
3.Unfinished Business:
A. Review and approval of Requests for Proposals for Professional Engineering Services
for design modification of the Core City Stormwater Collection Improvements, and
design of Tidal and Flood-Control structures for Tailwater Control (City
Commission)
4. Consent Agenda:
ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE
ROUTINE BY THE CITY COMMISSION AND WILL BE ENACTED BY ONE MOTION IN
4110 THE FORM LISTED BELOW. THERE WILL BE NO SEPARATE DISCUSSION OF THESE
ITEMS. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE
CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. SUPPORTING
DOCUMENTATION AND STAFF RECOMMENDATIONS HAVE BEEN PREVIOUSLY
SUBMITTED TO THE CITY COMMISSION ON THESE ITEMS
A. Acknowledge receipt of report of new occupational licenses for September, and
monthly reports from Building, Code Enforcement,Fire, and Recreation Departments
City Manager)
5.Committee Reports:
6.Action on Resolutions:
A. Resolution No. 98-36
A RESOLUTION OF ESTEEM - ROBERT D. SHIMP (City Manager)
B. Resolution No. 98-37
A RESOLUTION OF THE CITY OF ATLANTIC BEACH RECOGNIZING CITY
GOVERNMENT WEEK, OCTOBER 18-24, 1998, AND ENCOURAGING ALL
CITIZENS TO SUPPORT THE CELEBRATION AND CORRESPONDING
ACTIVITIES (City Manager)
C. Resolution No. 98-38
A RESOLUTION OF THE CITY OF ATLANTIC BEACH SUPPORTING
REVISION #10 TO THE FLORIDA CONSTITUTION, AND ENCOURAGING
OUR CITIZENRY TO VOTE YES TO THIS REVISION
Agenda was amended to add Item 6C
Page Two AGENDA October 13, 1998
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7.Action on Ordinances:
A. Ordinance No. 90-98-167: Introduction and First Reading
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA,
AMENDING CHAPTER 24, ZONING AND SUBDIVISION REGULATIONS,
SECTION 24-17, DEFINITIONS, AND SECTIONS 24-104, 105, 106 AND 107,
RESIDENTIAL DISTRICTS, TO LIMIT LOT COVERAGE IN RESIDENTIAL
DISTRICTS TO FIFTY PERCENT (50%), AND PROVIDING AN EFFECTIVE
DATE (Commissioner Mitchelson)
8.New Business:
A. Authorize the addition of Public Entity Environmental Insurance at an annual cost of
8,500 to the city's insurance; authorize the City Manager to sign the necessary
documents to add Public Entity Environmental Insurance, and for continuation of the
City's insurance policies (City Manager)
B. Authorize the City Manager to sign the Florida Inland Navigation District Waterways
Assistance Program Project Agreement (for design and construction documents for
Dutton Island Conservation Park) (City Manager)
illi9. City Manager Reports and/or Correspondence:
10. Reports and/or requests from City Commissioners, City Attorney and City Clerk
Adjournment
If any person decides to appeal any decision made by the City Commission with respect to any matter considered at any
meeting,such person may need a record of the proceedings,and,for such purpose,may need to ensure that a verbatim record
of the proceedings is made,which record shall include the testimony and evidence upon which the appeal is to be based.
Any person wishing to speak to the City Commission on any matter at this meeting should submit a request to the City Clerk
prior to the meeting. For your convenience, forms for this purpose are available at the entrance to the Commission
Chambers.
In accordance with the Americans with Disabilities Act and Section 286.26,Florida Statutes,persons with disabilities
needing special accommodation to participate in this meeting should contact the City Clerk by 5:00 PM,Friday,October
9, 1998.
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MINUTES OF THE REGULAR MEETING OF THE ATLANTIC T T
BEACH CITY COMMISSION HELD IN CITY HALL, 800 E E
SEMINOLE ROAD, AT 7:15 PM ON TUESDAY, OCTOBER 13,
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1998
PRESENT: Suzanne Shaughnessy, Mayor
Richard Beaver
Mike Borno
John Meserve
Theo Mitchelson, Commissioners
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AND: James Jarboe, City Manager
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Maureen King, City Clerk I 0 Y
Alan C. Jensen, City Attorney ONE N
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The meeting was called to order by Mayor Shaughnessy at 7:15 p.m. The
Invocation was offered by Retired Navy Chaplain Ed Emerson, followed
by the Pledge of Allegiance to the Flag.
1. Approval of the minutes of the Regular Meeting held
September 28, 1998.
BEAVER X
Motion: Approve minutes of the Regular Meeting held BORNO X X
September 28, 1998 as presented.
MITCHEE X
MITCHELSON X X
SHAUGHNESSY X
The Mayor asked for corrections or amendments to the minutes. There
being none, the minutes were unanimously approved as presented.
Item 6A was taken out of sequence and acted upon at this time.
6A. Resolution No. 98-36
A RESOLUTION OF ESTEEM - ROBERT D. SHIMP
City Manager) BEAVER X
BORNO X X
Motion: Adopt Resolution No. 98-36. ME SERVE X X
MITCHELSON X
SHAUGHNESSY X
The Resolution recognizing Councilor Bob Shimp of the City of
Neptune Beach for his selfless act of heroism in protecting an
innocent victim of an attack on the beach. The Resolution was read
in its entirety by Mayor Shaughnessy.
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Mayor Shaughnessy presented the Resolution to Councilor Slump and
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asked for his comments. Councilor Shimp recounted the events of
the morning and stated he felt it was "no big deal" to be involved and
to offer his assistance.
There was no discussion and the motion carried unanimously.
2.Recognition of Visitors:
A. Demonstration of Web Page (City Manager)
Web Master Phillip Robeson was introduced by Community Development
Director George Worley, who worked closely with Mr. Robeson in the
development of the web page.
Since the web site is still in the developmental stage, Mr. Worley indicated
they were flexible concerning the page's content and format. While
previewing the web page, questions were answered concerning its content
and Commission input encouraged.
Commissioner Beaver inquired if he could access the site at home in order
to review the progress. Mr. Robeson stated it could not be accessed
because the city was not yet linked to the Internet. Mr. Robeson indicated
he would train someone within the city to make required changes to the
sections of the web page that change frequently, such as the agenda and
minute sections, but until that time he would make any changes.
B. Winston Strickland
Mr. Strickland was not present. City Manager Jarboe indicated that Mr.
Strickland wanted to elicit Commission assistance in obtaining relief for
the citizens of the Dominican Republic, following the devastation of
hurricane Georges.
C. Steven Rosenbloom of 1417 Beach Avenue
Former Commissioner Steven Rosenbloom distributed information
concerning his request for a proposed outdoor art/architectural project to be
located in the median of Plaza Street at the five way stop. The information
is attached and made part of this official record as Attachment A.
Mr. Rosenbloom stated the city needed a"focal point" and he envisioned the
median to become that focal point with an art park/sculpture garden. He
felt the park could be constructed in conjunction with the stormwater
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project, to add to or enhance some of what may be lost during construction,
and requested Commission consideration to fund the project. He stated
that he had spoken to Peter Coalson, Chairman of the Parks and Recreation
Board, concerning the proposal.
After hearing the request, Mayor Shaughnessy referred Mr. Rosenbloom's
proposal to the Parks and Recreation Board and also asked Mr. Rosenbloom
to work with the City Manager regarding this project.
3. Unfinished Business:
A. Review and Approval of Requests for Proposals for
Professional Engineering Services for Design Modification of
the Core City Stormwater Collection Improvements, and
Design of Tidal and Flood-Control Structures for Tailwater
Control ( City Commission)
Motion: Approve the final Stormwater RFP's as submitted MITCHELSON X
by the Stormwater Review Committee. SHAUGHNESSY X
Chairman Lyman Fletcher recognized the Stormwater Review Committee
SRC) members and asked them to introduce themselves. The following
members of the SRC were present: Steven Kuti, Don Phillips, William
McGee, Sylvia Simmons, Hope Van Nortwick, and J.P. Marchioli.
Chairman Fletcher stated that the final RFP's (Attachment B)were being
recommended to the Commission and he hoped the Commission would
approve them as one document and obtain one engineer to complete the
project. Chairman Fletcher indicated that the SRC believed that flood
control, if it could be resolved, would have a positive impact on the needs
and requirements in the core city.
Chairman Fletcher stated that the SRC was still working on upstream
management but they believed there would be no engineering needed for
that phase of the work and that some of the upstream work could be
accomplished in-house. He indicated that Mr. Phillips was contacting state
agencies to obtain information which has already been thought through on
upstream management and the SRC will come back at the next Commission
Meeting to present that information.
Commissioner Mitchelson
Commissioner Mitchelson stated that he was very pleased with the changes
to the RFP's subsequent to the September 22, 1998 Workshop Meeting. He
believed that in Item 2,Page 2 of the Tailwater RFP additional wording was
needed to clarify that although the pump station may be the best solution,
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the engineer should make the recommendation. After a brief discussion, it
was suggested that "or any other solutions" be inserted after "stations" in
Line 2 of said item.
BEAVER X
Motion: Amend Item 2, Page 2 of the Tailwater RFP by BORNO X X
inserting the words "or any other solutions" after "stations" MESERVE X
in Line 2 of said Item. MITCHELSON X
SHAUGHNESSY X X
The motion carried unanimously.
After some further discussion of Item 2, it was determined that a similar
change was needed to clarify Line 3 of Item 2 and it was suggested that the
same words be inserted after "pumping station".
BEAVER X
Motion: Amend Item 3, Page 2 of the Tailwater RFP by BORNO X
inserting the words "or any other solutions" after "pumping
MESERVE X
station" in Line 3 of Item 2.
MITCHELSON X X
SHAUGHNESSY X X
The motion carried unanimously.
Commissioner Meserve
Commissioner Meserve felt they were good RFPs and stated that the
initial tasking of the SRC was to take the original ETM design and put out
an RFP that would redesign that section of the plan which took the water
through the two parks (Howell and Johansen Parks) and use those parks as
settling areas, and redesign the system to be able to exclude the parks to
save trees. He expressed concern that on Page 2, the language of the RFP
asked someone to recreate the entire design, and cited the following
language in Item III, B on Page 2 of the Core City Improvements ...
Included in this task is the re-engineering and redesign of the conveyance
structures..." to corroborate his concern, as well as footnote 2 on the same
page,which he felt related to curb and gutter. He then inquired if it was the
intention of the RFP to task an engineering firm to totally redesign the plan
of ETM or to look at every alternative to that design.
Chairman Fletcher stated that it was not the intent of the SRC to redesign
the entire project (system), but they looked it as an entire system to see
how the city would be drained all the way to the end point. He pointed out
that during the many meetings of the SRC, they used the raw data that was
there, which was good data, while keeping in mind cost effectiveness, to
come up with an RFP that would give the new engineer notice of the
community's concerns. He further stated the SRC did not want to limit the
creativity of the new engineer to find solutions to the drainage problem.
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Commissioner Meserve referenced Page 3 Items Cl and C4 of the same
RFP and reiterated his concern that these items were the core of the ETM
design and if the new engineering firm was asked to re-calculate drainage
pipe size and re-evaluate curb and gutter, that opposed the Commission's
previous decision concerning the same.
Chairman Fletcher pointed out that the scope of the project had been
expanded with the addition of the tailwater and headwater controls, and he
reiterated the committee's position that the entire system had to be
considered by the new engineer. The SRC also believed all of the
information contained in the RFP's was necessary in order for the city to
make an informed decision on an engineer who would provide a plan with
the best information and economic impact to the city.
Commissioner Beaver
Commissioner Beaver inquired regarding Item 4 on Page 2 of the Tailwater
RFP and asked if the city needed to be more specific regarding a time frame
to calculate data concerning 5, 10, 25 and 100 year storms.
Mayor Fletcher felt there were computer programs available which would
provide answers based on existing data. Public Works Director Kosoy
concurred and felt it would not cause any major redesign of the project.
Commissioner Beaver felt the requirements listed in the footnote found on
Page 6 of the Core City RFP might delay the project.
Chairman Fletcher stated the SRC's concept was to be involved and work
together as the project proceeds, and he could see no problem in calling
a Special Called Meeting with twenty-four hours advanced notice.
Commissioner Borno
Commissioner Borno referenced Page 2, Item 2 of the Tailwater RFP and
stated he would like "Mean Sea Level" inserted in parenthesis after the initial
mention of MSL.
BEAVER X
Motion: Insert Mean Sea Level after the initial usage on BORNO X X
Page 2 of the Tailwater RFP and thereafter it will appear as
ME SERVE X
MSL in the RFP.
MITCHEL SON X X
SHAUGHNESSY X
The motion carried unanimously.
Commissioner Borno suggested that the words "as a result of modeling"
be inserted in Item A 4 on Page 2 of the Tailwater RFP.
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Motion: Insert as a result of modeling after the word cost BEAVER X
in Item A 4 on Page 2 of the Tailwater RFP.BORNO X X
MESERVE X
Mayor Shaughnessy suggested that the city use the data which was compiled
MITCHELSON x
SHAUGHNESSY X X
for the City of Jacksonville by Camp,Dresser and McKee and offered to the
city by Mike Schmidt, an engineer with the company.
City Manager Jarboe expressed concern with use of the data and stated the
data was five years old and a great deal of new development had occurred
during that time, which greatly impacted the drainage.
The motion carried unanimously.
Mayor Shaughnessy called a recess at 8:40 p.m. and the meeting reconvened
at 8:50 p.m.
Commissioner Borno referenced Item C 3 on Page 3 of the Core City RFP
and questioned the need for "re-calculate the drainage pipe size" and
inquired if this needed to be done because he felt it would re-design the
project and generate additional cost.
Chairman Fletcher believed it would be necessary because of the influence
of the tailwaters on the core city area.
After further discussion, it was determined that the word "re-calculate"
should be replaced by the word "evaluate."
BEAVER X X
Motion: Strike the word "re-calculate" from Item C3 on
BORNO X
Page 3 of the Core City RFP and replace it with "evaluate."
MESERVE X
MITCHELSON X
SHAUGHNESSY X X
The motion carried unanimously.
Commissioner Mitchelson recommended that a reference to the information
provided by Mike Schmidt be included under Item 4E on Page 5 of the
Core City RFP.
Mayor Fletcher indicated that Attachment A under Item 4D would be a list
of information and data available and attached to the RFP.
There being no further discussion, the motion to approve the RFP's ( as
amended) carried unanimously.
Mayor Shaughnessy then inquired if the Commissioners were of the same
understanding that both RFP's would go out together. Commissioner
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Meserve stated he would like to bid them out as components of one project,
so if the city could not afford to do the entire project, it would be able to
choose what it could afford. He felt that this could be worked during
contract negotiations.
Mayor Shaughnessy then asked Commissioner Meserve if he would like the
project bid as Bid Alternates, and Conunissioner Meserve agreed. It was
understood that the project would be put out for bid as bid alternates.
City Manager Jarboe stated that bidding would not take place until after a
contract was negotiated with the engineering firm selected under the
Consultants Competitive Negotiations Act.
Chairman Fletcher requested clarification on the number of RFP's approved
by the Commission. Hope Van Nortwick , a member of the Headwaters
Subcommittee of the SRC, stated that the subcommittee had discussed
several possibilities and felt that the upstream part of the plan could be done
by a land planning firm because so much of the upstream management dealt
with land planning rather than engineering. Ms. Van Nortwick reported
that the subcommittee had finished their document and would be taking it
before the entire SRC for their review next week.
Chairman Fletcher suggested that the Commission not delay the RFP
process for the Headwater RFP because he believed the upstream work
would not require an engineer.
Commissioner Beaver then offered the following motion.
Motion: Authorize the City Manager to negotiate the existing BEAVER X
contract with ETM for the RFP just discussed relative to the BORNO X
tailwater control and core city improvements.
The Mayor questioned the propriety of voting on something which was not
advertised. It was the consensus of the Commission to discuss the motion,
but no action would be taken.
Commissioner Beaver stated that it was his understanding that the contract
with ETM had not been closed and the potential existed to work with them
on this project. He believed ETM was a competent firm and had not been
given a direct charge which was approved tonight. He also believed that
a liability issue might arise if a new firm made modifications to the ETM
plan, and requested a legal opinion on whether or not the ETM contract
iio was completed.
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City Attorney Jensen advised that Public Works Director Kosoy was still
closing out the contract and obtaining the final contract documents. He
further stated that he believed all the services to be rendered by England,
Thims and Miller were completed.
The Mayor then inquired if ETM was entitled to respond to the RFP and
Commissioner Beaver inquired if the city could still negotiate with them to
add on to the existing contract.
City Attorney Jensen advised that the city could not negotiate with anyone
until the Commission selects the top firms to negotiate with under the
Consultants Competitive Negotiations Act. He further stated that the
current contract could not be amended to include the RFP's presented
tonight.
Commissioner Beaver reiterated his concern for the liability involved if the
city hired another firm and for some reason the completed project was
challenged.
Mayor Shaughnessy then inquired if something could be included in the
RFP's stating the engineer will review all of ETM's work and agree to seal
it as their own.
City Attorney Jensen advised that no firm would do that. However, he
suggested that when a contract is negotiated with the selected firm, it should
include language concerning responsibility and liability to protect the city.
Following this discussion Commissioner Beaver withdrew his motion and
Commissioner Borno withdraw his second.
Alan Potter, 374 Second Street, noted that ETM had conducted survey
work of the entire core city and would be certified by them. Mr. Potter
offered his opinion that they did a creditable job with that work, and no
engineer should have trouble utilizing the data. He further commented that
if the engineering firm that is selected is going to evaluate pipe size shown
in the ETM plans, then they would have to perform their own calculations
and come up with a plan based on their own work. Mayor Shaughnessy
pointed out that the RFP required evaluation of pipe size only after addition
of the tailwater system.
A brief discussion followed concerning advertising the RFP's and it was the
consensus of the Commission to advertise in the Dodge Report and in
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4. Consent Agenda:
A. Acknowledge Receipt of Report of New Occupational
Licenses for September, and Monthly Reports from Building,
Code Enforcement, Fire and Recreation Departments
Mayor Shaughnessy received and acknowledged the monthly reports for
New Occupational Licenses and those of the Building, Code Enforcement,
Fire and Recreation Departments and requested that they be filed.
5. Committee Reports:
There were no committee reports.
6. Action on Resolutions:
A. Resolution No. 98-36
A RESOLUTION OF ESTEEM - ROBERT D. SHIMP
City Manager)
Item 6A was taken out of sequence and acted on under Item 2,
Recognition of Visitors.
B. Resolution No. 98-37
A RESOLUTION OF THE CITY OF ATLANTIC
BEACH, FLORIDA, RECOGNIZING CITY
GOVERNMENT WEEK, OCTOBER 18-24, 1998, AND
ENCOURAGING ALL CITIZENS TO SUPPORT THE
CELEBRATION AND CORRESPONDING ACTIVITIES
City Manager) BEAVER X
BORNO X X
Motion: Adopt Resolution No. 98-37. MESERVE X
MITCHELSON X
SHAUGHNESSY X X
There was no discussion and the motion carried unanimously.
C. Resolution No. 98-38
A RESOLUTION OF THE CITY OF ATLANTIC
BEACH, FLORIDA, SUPPORTING REVISION #10 TO
THE FLORIDA CONSTITUTION, AND
ENCOURAGING OUR CITIZENRY TO VOTE YES
IIITO THIS REVISION
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Motion: Adopt Resolution No. 98-38. BEAVER X
BORNO X X
MESERVE X
The Mayor requested that the supporting documents be made MITCHELSON X
available at City Hall for the residents. SHAUGHNESSY X X
There was no discussion and the motion carried unanimously.
7. Action on Ordinances:
A. Ordinance No. 90-98-167 Introduction and First Reading
AN ORDINANCE OF THE CITY OF ATLANTIC
BEACH AMENDING CHAPTER 24, ZONING AND
SUBDIVISION REGULATIONS, SECTION 24-
17DEFINITIONS, AND SECTIONS 24-104, 105, 106,
AND 107,RESIDENTIAL DISTRICTS, TO LIMIT LOT
COVERAGE IN RESIDENTIAL DISTRICTS TO FIFTY
PERCENT (50%) AND PROVIDING AN EFFECTIVE
DATE (Commissioner Meserve)
BEAVER X
BORNO X
Motion: Pass Ordinance No. 90-98-167 on first reading.MESERVE X
MITCHELSON X X
Mayor Shaughnessy read the ordinance by title only and announced
SHAUGHNESSY X X
the final reading and public hearing for the ordinance would be held
during the October 26, 1998 Commission Meeting.
Commissioner Mitchelson, sponsor of the ordinance, explained the
intent of the ordinance was to amend the zoning regulations of the city
to provide a maximum impervious area requirement of 50% for all
residential zoning districts, and Section 2 of the ordinance would
allow a homeowner to rebuild a home destroyed by a catastrophe on
the footprint which existed at the time of such a catastrophe.
The ordinance was referred to the Community Development Board for
review and their recommendations will be brought to the Commission
on October 26, 1998.
There being no further comments or discussion, the motion carried
unanimously.
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8. New Business:
A. Authorize the addition of Public Entity Environmental
Insurance at an annual cost of $8,500.00 to the City's
insurance and authorize the City Manager to sign the
necessary documents to add Public Entity Environmental
Insurance and for continuation of the City's Insurance
policies (City Manager)
Motion: Authorize the addition of Public Entity BEAVER x
Environmental Insurance at an annual cost of$8,500.00 BORNo x x
ME SERVE X
to the City's Insurance and authorize the City Manager MITCHELSON X X
to sign the necessary documents to add Public Entity SHAUGHNESSY X
Environmental Insurance and for continuation of the
City's Insurance Policies.
There was no discussion and the motion carried unanimously.
0 B. Authorize the City Manager to Sign the Florida Inland
Navigation District Waterways Assistance Program
Project Agreement (for Design and Construction
Documents for Dutton Island Conservation Park) (City
Manager)
Motion: Authorize the City Manager to sign the Florida BEAVER x
Inland Navigation District Waterways Assistance BORNO X X
ME SERVE X
Pro ram Project Agreement (for Design and MITCHELSON X X
Construction Documents for Dutton Island Conservation SHAUGHNESSY X
Park).
There was no discussion and the motion carried unanimously.
9. City Manager Reports and/or Correspondence:
City Manager Jarboe
Referenced a recent letter concerning a donation to the USO
and the Mayor requested that this item be placed on the next
111 Commission agenda for further discussion.
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Referenced his memorandum to the Commission dated
October 13, 1998, concerning Community Development Block
Grant Funds and stated he would keep them updated on the
issue. The memorandum is attached and made part of this
official record as Attachment C.
Reported on discussions with the City of Jacksonville
regarding the Fire Service and said he hoped to have
something concrete to report within the next month.
10. Reports and/or Requests from City Commissioners, City
Attorney and City Clerk
There were no reports.
There being no further comments or business to come before the
Commission, the meeting adjourned at 9:50 p.m.
f
Suzanne Shau:; f' sy
Mayor/Presiding •fficer
ATTEST:
Maureen King 4
Certified Municipal Cler
i
ATTACHMENT A
OCTOBER 13, 1998 COMMISSION MEETING
Plaza Street Median
Outdoor Art/Architectural Proiect
Overview
Over years of casually viewing art, architecture, parks, cities, etc., I have
observed that many places and/or spaces are defined by either their unique
outdoor visual presence or by a readily identifiable physical structure (or
structures) that somehow either define or provide a mental image associated
with the area. Examples of this can range from a single statute or turn-of-the-
century courthouse located in or on the town square of a rural Georgia town to
the sweeping arch in St. Louis or the space needle which remains from the
Seattle World's Fair. On a broader scale cities like Washington DC with the
memorials, New York City with its numerous outdoor landmarks like the Statute
of Liberty and Central Park and Paris with the Eiffel Tower and the Arc de
Triomphe on the Avenue de Champs Elysees also provide vivid, memorable
examples of how outdoor architecture can be an integral part of ones visual
perception of a city.
In some regard a small, residential community - like Atlantic Beach - having no
singularly defined town center, but instead several random municipal/commercial
areas (i.e. city hall, Adele Grage Community Center and Towne Center),
predominately surrounded by a large residential area, could initially be viewed
as an unlikely candidate for implementation of such a concept. However, from
living in Atlantic Beach and having a fairly clear understanding as to the parks
projects that are developing in our city, my recommendation is for the
Commission to endorse and identify funding for an outdoor art/architectural park
for our city. It is also my view that the ideal location for such an undertaking
would be the median strip on Plaza Street.
Why an outdoor art/architectural project?
There are several reasons why this project would benefit Atlantic Beach. Our
core city is made up of an eclectic blend of 1920's to 1940's southern coastal
architecture. Over the last twenty years, a variety of different architecture has
been added making the overall architectural theme even more varied.
In my view a project, such as this, irregardless of which vernacular (traditional or
modern) it gravitated toward, would greatly enhance the ambiance of our
community and provide another passive recreational space for citizens to enjoy.
In addition, the Plaza Street median strip is a valuable green space in the
community that is currently not been well maintained and is very underutilized by
the public.
Why Plaza?
The five-way stop is a focal point in our community. The Plaza Street median
offers a vista from the five-way stop, for a relatively long, symmetrical city block.
It also contains a large number of mature palm trees which could be
incorporated as part of the design. While the on-street parking, in my view,
visually detracts from the beauty of the space, I believe with an innovative
architectural design, this distraction can be minimized. It is also my contention
that the current five-way stop is somewhat of a "visual wasteland" and, for
passersby, this project would be a heralded improvement.
Problems?
If you want to make enemies, try to change something. Woodrow Wilson
1856-1924), Twenty-eighth president of the United States
The two primary problems I envision are funding and resident opposition.
The cost of this project will be directly proportional to its level of development. In
my view the optimum design would be an outdoor sculptor garden, anchored by
a low lighted fountain in the center with numerous benches and ample green
space on either side (east and west). At the minimum, a tastefully landscaped
makeover, again with benches, would be a marked improvement but would likely
lack the strong visual impact of a sculptor garden.
In addition to the initial construction costs, there will be on-going maintenance
issues for the city to consider. Based on the design, and through adherence to a
low maintenance project, these costs could also be minimized.
The Commission should be aware that, in my opinion, the residents, particularly
initially, will very likely oppose this concept for several reasons. If history is
correct, many residents will arbitrarily want no changes to the median. Typically
the perception is that the improvements would likely bring more people to the
street and the added people will translate into more noise, litter, crime and
whatever other problems are sometimes associated with unwanted visitors. In
addition, there will likely be residents who, for various reasons, will publicly
frame this project as a complete and utter waste of taxpayer money.
However, it is my strong contention that, over time, this project would enhance
property values and instill a greater sense of pride into this neighborhood. It is
currently a mix of older core city homes, new and renovated homes and rentals.
The on-street parking will remain a problem but, at present, I know of no way
around this issue.
110
Summary
In closing, I would ask each member to objectively and constructively think about
where our city is going from a parks development perspective and the role the
Commission could play in our cities future by endorsing and helping bring to
fruition a unique project like this. If done properly, it could be a wonderful visual
amenity the city would enjoy for generations to come. In addition - similar to the
current momentum of landscaping beach accesses - a project like this could
bring added attention to and consideration for improving other public
greenspaces in much the same way.
It could be the most economical timeline for this, if supported, might be to do this
project in conjunction with the upcoming storm water drainage project. One or
both sides of Plaza Street will be completely dug up for installation of both
drainage and water lines and it is also conceivable that many of these costs
could be minimized or even incorporated with the storm water construction
contract which, for this area, will likely not begin for another 12 to 18 months.
I would like to thank all of the Commission members for the opportunity to
present this concept and I very much appreciate your time and interest in this
matter. I would be glad to answer any questions.
Very sincerely,
Steven M. Rosenbloom
Home: 246-1901 Office: 350-1024
4110
Mk
ATTACHMENT B
OCTOBER 13, 1998 COMMISSION MEETING
M
tii,;: CITY OF
I i ,- Odea is feae4 - 9Qevtida
800 SEMINOLE ROAD
ATLANTIC BEACH, FLORIDA 32233-5445
TELEPHONE(904)247-5800
N,,• FAX (904) 247-5805
oft SUNCOM 852-5800
October 8, 1998
To:The Honorable Mayor and City Commissioners
014
From: Lyman T. Fletcher, Chairman
Stormwater Review Committee
Subject: Submittal of final Stormwater RFP's
The Stormwater Review Committee is pleased to submit for your review and approval, the final
Requests for Proposals for the Core City Stormwater Improvements and Tidal and Flood Control
Structures for Tailwater Control.
111
Revised: 10/8/98
REQUEST FOR PROPOSALS (RFP)
PROFESSIONAL ENGINEERING SERVICES
DESIGN OF TIDAL AND FLOOD-CONTROL STRUCTURES
FOR
TAILWATER CONTROL
FOR THE CITY OF ATLANTIC BEACH
I. PURPOSE: The City of Atlantic Beach, henceforth known as the City,
is soliciting for proposals from professional engineering firms to design a
Tailwater Control System for the City and to assist the City during the bidding
phase with selecting a firm to construct the Tailwater Control System.
II. BACKGROUND: The City is in the process of developing a comprehensive
stormwater management plan. This plan involves three phases of design:
Upstream Management, Core City Utility Improvements, and Tailwater Control.
These programs are integral to each other and should be reviewed as a
comprehensive system for stormwater control for the entire City. Information
concerning the Upstream Stormwater Management and Core City Utility
Improvements RFPs may be obtained from Mr. Robert S. Kosoy at
904) 247-5843.
III. SERVICES REQUESTED. In providing the following services the selected firm
must place special emphasis on cost effectiveness and ensure the protection of
property from flooding, both upstream and downstream of any proposed control
structure. The Tailwater Control System should be based on the premise that the
provision of an effective level of control of the impact of extreme tides and
unusual high water levels on the City's stormwater drainage system will greatly
enhance the performance of the entire drainage system and offer benefits in both
cost and performance.
A. Evaluate all existing information concerning the flood and tide levels at the
Selva Marina Lagoon, Puckett Creek, Sherman Creek, the Intracoastal
Waterway, St. Johns River and other water bodies or drainage systems that
affect or restrict the drainage of the northern and core city portions of Atlantic
Beach into the Selva Marina Lagoon and develop a Preliminary Design Report
41111 that clearly describes design details to include:
1. Control the tidal flow and restrictions in the Selva Marina Lagoon
drainage system, beginning from Plaza Street (near City Hall), north to
the Puckett Creek culvert on State Road AlA (near the Village of
Mayport). The reason for selecting the location(s) for the control
structure(s) will be detailed in the Report. The preliminary report must
include a plan to illustrate the intermittent stormwater release between
the high and low tides during a major storm.
2. Identify and evaluate the site(s) and/or necessary parameters for the
design of a stormwater pumping station or stations at various locations.
The pumping station, in conjunction with the control structure, must be
able to hold the elevation of tidal water at the Selva Marina Lagoon to a
maximum of 3.5' MSL and a minimum of 2.5' MSL.
3. Identify property areas (upstream and downstream) which may be
adversely affected by the Tidewater Control Facility and develop a plan
to resolve any negative impacts. Develop a plan to alleviate possible
concerns of residents along the drainage system identifying the benefits
of the control facility and assist the City in the coordination of the plan.
4. Develop preliminary details and estimated cost for each component of
the design, including pumps, motors, generators, inlet and discharge pipe
sizes and other features to handle drainage from 5, 10, 25 and 100 year
storms. The design will include a telemetry observation system.
5. Look for opportunities for improving stormwater discharge first in
existing creeks and/or channels within City limits and develop possible
recommendations for the City to take to DOT, JTA and the City of
Jacksonville for outfall improvements which would improve tidal and
discharge flow from Atlantic Beach.
B. Develop a "Stormwater Release Plan" with automated features, if possible, to
operate the Tide Control System and maximize the release of stormwater
drainage and minimize the impact of the system on both downstream and
upstream areas.
C. Prepare a complete set of plans, bill of materials, specifications, cost estimate,
schedule, and any other items which will be used to bid and construct the
Tailwater Control Facility.
D. Support the City during the bidding phase of the Tailwater Control Facility.
Tasks include:
2
1. Prepare plans, bill of materials, specifications, etc. for the bidding phase
to be sold to the bidders through the City Purchasing Department.
2. Assist City during pre-bid meeting for construction to include providing
technical explanations and answering questions.
3. Prepare bid addenda as appropriate.
4. Evaluate all bids, prepare bid tabulation, and submit comments
as appropriate.
5. As directed by the City, attend additional meetings with appropriate
staff. Payment will be made only for meetings attended.
IV. COORDINATING INSTRUCTIONS/INFORMATION:
A. The City's single point of contact for all dialogue and/or questions with regard
to the RFP is Mr. Robert S. Kosoy, P.E., Director of Public Works, (904)
247-5834, or any other representative(s) that the City Manager designates.
B. Questions arising during the RFP process requiring significant changes in the
RFP shall be answered by written addendum. Changes to the design contract
shall be amended by change order.
1111 C. One of the functions of the Stormwater Review Committee (SRC) is to ensure
effective public input into the decisions and planning of the City's Stormwater
Management Project. It is important that the SRC be permitted to review and
make comment on items to be submitted to the Commission for decision.
At a minimum, the 30%, 60%, and 90% designs will be specifically reviewed
by the SRC. Other key milestones should be offered to the SRC for
coordination, review and comment. The SRC and City staff will formulate
recommendations for the Commission at each decision point.
D. The ETM design with all supporting documentation is available through the
Director of Public Works. (See Attachment A).
E. Limited field information needed for the design is available. The City
Director of Public Works is the repository for maps, surveys, and supporting
information. No additional information collected will duplicate that which
already exists.
F. Under a separate initiative, the City is pursuing separate projects to develop an
Upstream Management System" and modify the England Thims and Miller
3
ETM) "Core City Utility Improvements and Stormwater Collection" design.
The firm chosen to design the "Tailwater Control System" must ensure that
interfaces with these other two efforts are adequately considered.
G. The Engineer will be responsible for obtaining a permit for the Tailwater
Control System from the St. Johns River Water Management District
SJRWMD), the Corps of Engineers (COE), the Florida Department of
Transportation (FDOT), and any other agency which must approve the work.
It is important that all appropriate agencies be included right from the start of
this design effort to ensure effective coordination.
H. For consistency and continuity, the selected firm must establish a dedicated
design team and members of this team must represent the firm at all briefings
and meetings. This team is referred to as "appropriate staff' during the
conduct of the requested work.
I. Public input is essential for the success of this project. The City may request
comments, written and/or oral, from the public at any time it deems
appropriate.
J. Per item IV.F., above, separate RFPs will be issued to address Upstream
Management and the Core City Utility Improvements and Stormwater
Collection system. Any actual/possible conflicts identified by the selected
firm must be resolved or brought to the City for appropriate action.
K. The standard for all design drawings will be Auto CAD R14.
L. Milestones/Deliverables - from the day (N Day) the notice to proceed (NTP) is
issued, the following tasks will be completed within the days specified:
1. N+30 days: Present concept(s), to include sketches and computer aided
design drawings utilizing Auto CAD R14 and estimated construction
costs, to accomplish the services requested in paragraph III. above to the
City for approval. Clearly layout the benefits and construction costs and
other appropriate information of each to facilitate decision-making.
2. N+40 days: Meet with US Army Corps of Engineers (COE) and
the St Johns River Water Management District (SJRWMD) to
begin permitting process. City representatives shall participate.
4
3. N+60 days: Present five (5) sets of preliminary plans, to include
calculations, bill of materials, specifications, cost estimate, and
construction schedule to the City Commission for approval
30% design review).
4. N+75 days: Present five (5) sets of preliminary plans, to include
calculations, bill of materials, specifications, cost estimate, and
construction schedule to the City Commission for approval
60% design review).
5. N+90 days: Present five (5) sets of plans, to include calculations, bill of
materials, specifications, cost estimate, and construction schedule to the
City Commission for approval (90% design review).
6. N+100 days: Submit permit applications to COE and SJRWMD.
Prepare and submit the Florida Department of Transportation and State
roadway utility and access permit applications, if required.
7. N+160 days: COE, SJRWMD, and all other necessary permits received.
8. N+180 days: Submit ten (10) sets of final plans and specifications
100% design).
9. N+190 days: Have plans and specifications ready for and begin assisting
City in the bidding phase.
10. N+240 days: Best prequalified low bidder selected.
V. SELECTION PROCESS:
A. Each firm must submit three (3) copies of their proposal to Mr. Robert S.
Kosoy, P.E., Director of Public Works, 1200 Sandpiper Lane, Atlantic Beach,
FL 32233, not later than 4:30 pm, (INSERT DATE HERE), 1998. Firms
responding to this RFP should include detailed information in support
of the following selection criteria:
1. Staff Competence (rating weight 20%)-- include detailed resumes.
2. Similar Project Experience (30%) - emphasis on creativity in finding
solutions to difficult tidewater control challenges. Documented
experience in designing tide control systems for older communities to
provide the desired level of service and meet current regulatory standards
will be given the greatest credit.
3. References (10%) - include telephone numbers.
4. Project Approach (30%) - include outline for accomplishing specific
tasks along with any recommended improvements and/or deviations in
the time frame outlined in IV.L. above, "Milestones/ Deliverables".
5
5. Current Workload (5%) - include firm and individual workloads.
6. Financial Information (5%) - include last two years certified financial
statements, audit summary and current certificate of insurance.
B. The City staff and SRC will review all RFP's and furnish the Commission
with their evaluation of the firms. The City Commission will select the firms
to be invited to make formal presentations to the Commission.
C. City Commission will select the firm to perform the work.
D. Negotiation of fees will commence once the Commission has made its
selection and be accomplished by the City Staff.
E. Once the City Commission approves the fees and the contract instrument and
the contract instrument is executed, the Notice to Proceed will be issued and
all work specified will commence.
S
6
Revised 10/8/98
REQUEST FOR PROPOSALS (RFP)
PROFESSIONAL ENGINEERING SERVICES
DESIGN MODIFICATION
CORE CITY UTILITY IMPROVEMENTS
STORMWATER COLLECTION
R Day), 1998
PURPOSE: The City of Atlantic Beach, henceforth known as the City, is
soliciting for proposals from professional engineering firms to modify its current
design for a new stormwater collection system in the Core City, provide value
engineering on selected components of the design as specified, and assist the City
during the bidding phase for selecting a firm to construct the system.
II. BACKGROUND: In 1991, the Environmental Protection Agency (EPA)
mandated that the City develop a plan for stormwater management. In response
to this mandate, along with a growing outcry by citizens regarding an increased
frequency and magnitude of flooding, the City commissioned CH2M Hill to
develop a Stormwater Master Plan. Once the Stormwater Master Plan was
completed in 1995, the city contracted with England, Thims, & Miller, Inc. (ETM)
to, among other tasks, design a stormwater collection system for the Core City.
This work was completed in January of 1998. Subsequent to this, it became clear
that there was a strong interest among the citizens that more be done to uphold the
character of the Core City with emphasis on minimizing the impact of the project
on the environment and aesthetics of the community. In addition, many citizens
wanted more scrutiny on cost effectiveness. After a thorough review, on May 12,
1998 the City decided to modify the design to minimize the impact of construction
and operation on both Howell and Preben Johansen Parks and attempt to reduce
the cost of construction by performing value engineering on specific components
of the project. It is also important to note that the City decided to include
Upstream Management and Tailwater Control as two additional components of
an effective Stormwater Management Plan via additional, separate RFP's.'
The City agreed than an effective Stormwater Management Plan includes three components-
Upstream Management and Tailwater Control in addition to Stormwater Collection. The Commission
directed Staff to prepare RFP(s) to ensure that the Upstream Management and Tailwater Control were
adequately addressed and each component will have a separate RFP. The firm chosen to modify the
stormwater collection system must ensure coordination with these other two components.
III. SERVICES REQUESTED: In providing the following services, the selected firm
must place special emphasis on upholding the character of the Core City, with
emphasis on the environment and aesthetics, and ensuring cost effectiveness.
This character is defined as a pedestrian-friendly, environmentally "green" central
village in which the streets, parks, beachfront, and Town Center area form the
social hub of the community. Specific elements of the Core City to be preserved
are: (1) Existing narrow village streets and lanes which reflect the traditional
coastal-community town ambiance of Atlantic Beach', (2) Pedestrian friendly
sidewalks, paths, and streets of a recreational nature, which are currently heavily
used by residents of the City to walk or bicycle to their destinations, (3) Existing
tree canopy and native vegetation that currently provides both aesthetic and
environmental benefits to the City, (4) Existing parks and recreational areas, and
5) Areas of historical significance.
A. Assist the City in creating understanding and building consensus among its
citizens by working hand-in-hand with the City's Stormwater Review
Committee (SRC).3 The selected firm must, as a minimum, conduct public
30%, 60%, and 90% design reviews.
B. In order to avoid or, at least, minimize the impact to existing natural areas:
Si. Provide plans, bill of materials (BOM), specifications, cost estimate, and
construction schedule for the replacement of the Howell Park stormwater
treatment component of the ETM design with upstream baffle boxes, sand
traps, swirl concentrators, holding basins, dry detention, or other concepts
that adequately accommodate design flows and meet the requirements of
stormwater treatment as necessary.' Included in this task is the re-
engineering and redesign of the conveyance structures and entry points
into Selva Lagoon and/or Howell Park.
Specifically, it has been concluded that the majority of the residents want to avoid altering the
existing Core City to that of the vehicular-friendly, artificially-landscaped,highly manicured, and other
typical characteristics of planned unit developments designed in the 1980's and 1990's.
3The Stormwater Review Committee (SRC)brings together the different interests and expertise
of the community to assist the City in planning for effective and efficient stormwater management.
4If, in the early stages of concept development,the St. Johns River Water Management District
agrees that improved upstream management of stormwater such as grassy swales, expanded
maintenance, appropriate ordinances,etc. can preclude or reduce the downstream treatment
requirements,this approach must be brought to the attention of and should be seriously considered by the
City.
2
2. Provide plans, bill of materials, specifications, cost estimate and
schedule for the replacement of the Preben Johansen Park stormwater
treatment component of the ETM design with upstream baffle boxes, sand
traps, swirl concentrators, holding basins, dry retention or other concept that
adequately accommodate design flows and meet the requirements of
stormwater treatment as necessary.
3. Evaluate the existing treatment benefits of open, undeveloped and/or
preserved areas of park lands and other public lands, including but not
limited to Howell and Preben Johansen Park. Prepare a decision briefing
for City on the feasibility of leaving these areas undisturbed to provide
natural stormwater treatment and retain the present character of these areas.
C. Perform selective value engineering' with the goal of assuring the City realizes
a cost effective stormwater treatment collection system while not sacrificing
the permitability of any component. The firm is free to bring any ideas to the
City that it believes can result in significant savings while maintaining the
system effectiveness. Although not limiting, the firm will specifically address
the following-
1. Evaluate curb and gutter in the current ETM design including a cost and
benefit analysis, taking into account traffic considerations and other
roadway design alternatives.
2. Reducing the number of conflict manholes.
3. Preserving to the greatest extent practicable recently installed water mains
on
Pt, 3rd, 8th, 9th and 11th streets as well as other water mains that are
serviceable and meet the requirements of the Depai tment of Health.
4. Re-calculate drainage pipe size requirements in the Core City to reflect any
benefits of tailwater and tide control design.
5. Increasing the capacity of the east-west streets to transport surface flows in
a way that increases the design flow for which the system provides
protection.
D. With regard to trees, recommend design alternatives that maximize the
preservation of the existing natural vegetation and tree canopy of the Core City.
Specifically:
In an effort to save money and time in the redesign process, selective value engineering implies
looking only at the project components specified. If there are clearly other modifications that will save
significant resources,they should be brought to the City for its consideration and approval before making
any changes.
3
1. Evaluate the impact of the project on trees in and outside of the project
right-of-way, to include the effects of lowering the water table, root
removal, and other construction impacts.
2. Recommend ways to decrease the number of trees requiring removal.
3. Once evaluation is complete, recommend ways to reduce the impact of the
project on trees outside of the project right-of-way and provide a mitigation
plan for any permanent and long-term damage (up to five years after project
completion) resulting from construction. If advisable, mitigation plan
should include vegetation replacement for those plants that will
experience long-term, irreparable harm.
4. Recommend controls on and techniques of construction that will serve to
protect all vegetation from the effects of the work.
E. Assess the feasibility and advisability of providing for underground utilities in
conjunction with this construction project, to include electrical, natural gas,
TV, and/or telephone lines/cables. If selected for inclusion by the City,
incorporate the component(s) into the design.
F. Collect field data (surveys, soil samples, etc.) to the extent necessary to
complete the tasks in paragraphs III. A., B., C., D., and E.
iG. Prepare a complete set of plans, BOM, specifications, cost estimate, schedule,
and any other items which will be used to bid and construct the project by
incorporating the modifications requested above into the ETM plans and
supporting work products.
H. Support the City during the bidding phase of the Core City stormwater
collection project. Tasks include:
1. Prepare plans, bill of materials, specifications, etc. for the bidding phase to
be sold to the bidders through the City Purchasing Department.
2. Assist City during pre-bid meeting to include providing technical
explanations and answering questions.
3. Prepare bid addenda as appropriate.
4. Evaluate all bids, prepare bid tabulation, and submit comments, as
appropriate.
5. As directed by the City, attend up to twenty (20) additional meetings with
appropriate staff.' Payment will be made only for meetings attended.
Regarding"appropriate staff", see item IV.H below.
4
IV. COORDINATING INSTRUCTIONS/INFORMATION:
A. The City's single point of contact for all dialogue and/or questions with
regard to this RFP is Robert S. Kosoy, P.E., Director of Public Works,
904-247-5834, or any other representative(s) that the City Manager
designates.
B. Questions arising during the RFP process requiring significant changes in the
RFP shall be answered by written addendum. Changes to the design contract
shall be amended by change order.
C. One of the functions of the Stormwater Review Committee (SRC) is to ensure
effective public input into the decisions and planning of the City's Stormwater
Management Project. It is important that the SRC be permitted to review and
make comment on items to be submitted to the Commission for decision.
At a minimum, the 30%, 60% and 90% designs will be specifically reviewed
by the SRC. Other key milestones should be offered to the SRC for
coordination, review and comment. The SRC and City staff will formulate
recommendations for the Commission at each decision point.
11111 D. The ETM design with all supporting documentation is available through the
Director of Public Works. (See Attachment A).
E. Field information needed for the redesign is available. The City Director of
Public Works is the repository for maps, surveys, and supporting information.
No additional information collected will duplicate that which already exists.
F. Under a separate, but related RFP, the City is attempting to control the
elevation of tidal water during major events to a maximum elevation of 3.5 feet
msl). It is expected that by controlling the downstream elevation to this level,
the current ETM design will handle a storm much greater than the original
design of a two (2) year storm. This should be accounted for in the design of
any alternative concepts or components. To provide the City with a better
evaluation of the improvement in storm design, the selected firm should
furnish the City with a computer analysis of the design using a 5-year,
10-year, 25-year, and 100-year storm as recommended by FEMA.
G. The redesign must be permittable by the St. Johns Water Management District
SJRWMD), the Corps of Engineers (COE), and any other agency which must
S5
approve the work. All appropriate agencies must be included right from the
110
start of this effort in concept development to ensure effective coordination.
The selected firm shall be responsible for obtaining the Environmental
Resource Permit (ERP) if required.
H. For consistency and continuity, the selected firm must establish a dedicated
design team and members of this team must represent the firm at all briefings
and meetings. This team is referred to as "appropriate staff' during the conduct
of the requested work.
I. Public input is essential for the success of this project. The City may request
comments, written and/or oral, from the public at any time it deems
appropriate.
J. Per footnote 1, separate RFPs will be issued to address Upstream Management
and Tailwater Control. Any actual/possible conflicts identified by the selected
firm must be resolved or brought to the City for appropriate action.
K. The standard for all designs drawings will be AutoCAD R14.
L. Milestones/Deliverables7 - from the day (N Day) the notice to proceed (NTP)
is issued, the following tasks will be completed within the days specified:
1. N+30 days: Present concept(s), to include sketches and computer aided
design drawings using AutoCAD R14 and estimated construction costs, to
accomplish the services requested in paragraph III. above to the City for
approval. Clearly layout the benefits and construction costs and other
appropriate information of each to facilitate decision-making.
2. N+40 days: Meet with US Army Corps of Engineers (COE) and the St.
Johns River Water Management District (SJRWMD) to begin permitting
process. City representatives shall participate.
3. N+60 days: Present five (5) sets of preliminary plans, to include
calculations, bill of materials, cost estimate, and construction schedule to
the City Commission for approval (30% design review).
4. N+75 days: Present five (5) sets of plans, to include calculations, bill of
materials, specifications, cost estimate, and construction schedule to the
City Commission for approval (60% design review).
7Each milestone/deliverable requires written acceptance of work by the City Commission before
proceeding to the next phase.
6
5. N+90 days: Present five (5) sets of plans, to include calculations, bill of '
materials, specifications; cost estimate, and construction schedule to the
City Commission for approval (90% design review).
6. N+100 days: Submit Permit applications to COE and SJRWMD. Notify
the Duval County Public Health Department and City of Jacksonville
Regulatory and Environmental Service Division to discuss any
modifications to the plans that would necessitate a re-submittal of the
potable water and sanitary sewer permit applications. Prepare and submit
the Florida Department of Transportation and State roadway utility and
access permit applications.
7. N+160 days: COE, SJRWMD, and all other necessary permits received.'
8. N+180 days: Submit ten (10) sets of final plans and specifications
100% design).
9. N+190 days: Have plans and specifications ready for and begin
assisting City in the bidding phase.
10. N+240 days: Best prequalified low bidder selected.
V. SELECTION_PROCESS:
A. Each firm must submit three (3) copies of their proposal to Robert S. Kosoy,
111
P.E., Director of Public Works, 1200 Sandpiper Lane, Atlantic Beach, FL
32233, not later than 4:30 pm, (INSERT DATE HERE), 1998. Firms
responding to this RFP should include detailed information in support of the
following selection criteria -
1. Staff Competence (rating weight - 20%) -- include detailed resumes.
2. Similar Project Experience (30 %) -- emphasis on creativity in finding
solutions to difficult stormwater management challenges to include
familiarity with such techniques as baffle boxes, sand traps, and swirl
concentrators. Documented experience in retrofitting older communities to
provide the desired level of service and meet current regulatory standards
while maintaining their character will be given the greatest credit.
3. References (10%) -- include telephone numbers.
4. Project Approach (30%) -- include outline for accomplishing specific tasks
along with any recommended improvements and/or deviations in the time
frame outlined in IV. L. above, "Milestones/Deliverables"'.
8Regulatory agencies are not required to permit projects in accordance with the schedule of the
City. Every effort must be made to include the permitting agencies in the process in a meaningful way as
early as possible to increase the probability that the permits will be issued in a timely manner. If permits
are not received as scheduled, adjustments in the firm's schedule will be necessary.
7
41) 5. Current Workload (5%) -- include firm and individual workloads.
6. Financial Information (5%) -- include last two years certified financial
statements, audit summary and current certificate of insurance.
B. The City Staff and SRC will review all RFP's and furnish the City Commission
with their evaluations. The City Commission will select the firms to be invited
to make formal presentations to the City Commission.
C. The City Commission will select the firm to perform the work.
D. Negotiation of fees will commence once the Commission has made its
selection and be accomplished by the City Staff.
E. Once the City Commission approves the fees and the contract instrument and
the contract instrument is executed, the Notice to Proceed will be issued and all
work specified will commence.
8
am om
ATTACHMENT C
OCTOBER 13, 1998 COMMISSION MEETING
j1
14 CITY OF
r,,. •.4.,.. c('ea - 96Vrida
800 SEMINOLE ROAD
4 ATLANTIC BEACH, FLORIDA 32233-5445
TELEPHONE(904)247-5800
FAX (904)247-5805
SUNCOM 852-5800
October 13, 1998
Memorandum to:
The Honorable Mayor
and Members of the City Commission
City of Atlantic Beach
Subject: CDBG Funds
City Commission Members:
I am writing to you concerning an update on the CDBG controversy as it relates to the
Beaches Cities and Baldwin. The Census Bureau basically gave an opinion that the
Beaches and Baldwin are not part of the consolidated portions of Jacksonville.
As soon as I received the attached information I followed up with a call to Brad Thornton
from the City of Jacksonville Mayor's Office. He indicated that Jacksonville is trying to
arrange a joint conference call for all the parties to discuss with HUD what their positions
will be. This is tentatively set for November 3, 1998.
After examining the Interlocal Agreement with Jacksonville it is my opinion that
whatever the situation will be, Jacksonville will still owe us revenue based on our
population. I do not think it matters whether it is from CDBG funds or the General Fund
of Jacksonville.
By copy of this letter I am asking Alan Jensen to review the Interlocal Agreement to see if
he agrees with my analysis.
0
Page 2
CDBG Funds
October 13, 1998
I am attaching some papers I just received that might be of interest to you concerning this
issue. If you have any questions please let me know. In the meantime, I will try to keep
up-to-date on the issues and pass information on to you.
Respectfully submitted,
Jo If R. Jarboe
City Manager
JRJ:tl
Copy to:Alan Jensen, City Attorney
Maureen King, City Clerk
FROM : The Leader PHONE NO. : OCT. 13 1999 11:58At1 PS
9/20/19.Q8 15: 44 859-414-2619 FiCE UL 'H` IJV kN Plal!t eJs
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UN lTED STATES DEPARTMENT OFCOMWIE 3c£
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Mr.Robert Bradley old.,,atm
Director. Office of Planning and Budgeting tie c,'"
Executive Office of the Governor
State Capitol Fsivs
Tallahassee, FL 32399-0001
Dear Mr.Bradley:
Tlds letter confirms our understanding that.,according to Florida law,the city ofJacksonvilleexcludestheseparatelyincorporatedmtmeipalitiesofBaldwintown,Atlantic
Beach city.Jacksonville Beach city;and Neptune Beach city. Kathy Reeves provided this
information in a conference telephone call on September 21, 1995 attended by TheHonorableMarvinGodbold,Mayor of Baldwin town;Betty Jordan of Baldwin town;
Robert Duncan,Deirdre Maguire-Zinni,and Ken William g.of the Devamnent of HousingandUrbanDevelopment; and Joe MaiinnCci of the Census Etrreau,Department ofCommerce.
The Census Bureau is changing its records to show that the arca of Jacksonville citycontainsalltheareaofDuvalCountyexceptthefourmunicipalitieslistedabove.Jacksonvilleville city no longer is considered a`consolidated city,"that is.Jacksonville city nolongercontainsalltheareaofDuvalCountyincludingthefouradditionalmunicipalities.The central city of the Jacicsonvillc,Florida Metropolitan Statistical Area also will reflect the
new area representation of Ja"ksonville city_ This docs not change the status of the
government of Jarksonviile city being consolidated with Duval County to perform thefunctionsofbothacountyandacity.
For Census Bureau data tabulations and stmisticsl programs,qac'' vine city will havedataonlyfortheartaofthecountyoutsideofanyotherseparatelyincorporatedplace;nolongerwillJacksonvillecityincludethedataforAtlanticBean-la,Baldwin,JacksonvilleBeach, and Neptune Beach.
If you find any of this information to be inaccurate,please let us know. We consider
this change effective today, September 21. 1998. Picas?contact Mr.Marinucci;his
telephone number is (301)457-1099 (or e-mail at jmarinucciQgeo.census,gov)if you haveanyquestions. We thank you for your continued support of our geographic programs.
S".ce.rely,
k(47,
Robert W. Marx
Chief. Geography Division
2ee'ves Ofltce of Planning and Budgetir,z,Tallahs_ssec,FLMGociboldBaldwin, FL
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FROM : The Leader PHONE NO.OCT. 13 1998 11:58AM P4
OFFICE OF FLS:• GPCiNT aSSIS. 9O _32 17.60 4S r2CS
AUC 17-ne 1s : 12 FROM,CENSUS GEOGRAPMY DIV
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301467410
pACE 3/
The Honorable Marvin Godbold
Mr. Robert Bradley
Director, Office of Planning and Budgeting
Executive Office of the Governor
State Capitol
Tallahassee, FL 32399.0001
Telephone:.(850) 488-5396
1c se direr questions about qualifcatioPs for Community DevelopmentGrantstotheDepartmentofHousingandt/rbar Development.
We hope that this information has been useful- Please contact Joe
Nlaxinucci of my staff if you have any further questions about the
cla53i5cation of Baldwin town and Jack -m-0,in* city, his telephone number
is(301)457-1099_
Sincerely,
J
r
OELL. MORBISO
SCief,
Geography Division
cc. Kenneth C. Williams
Dierdre Maguire-Zinn'
U.S. Dept. of Housing
and Urban Development
FROM : The Leader PHONE NO. : OCT. 13 1998 11:56AM P1
4011:41.4,1,:, •Ift
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WCIW`eyOFFICEOFTHEMAYO •
116 FIRST STREET, NEPTUNE BEACH, FLORIDA
MEMORANDUM
DATE: October 9, 1998
TO: Richard A_ Linn, City Manager
FROM: George F. Vaughn, Jr., Mayor
SUBJECT: Classification of City with respect to CDBG Funds
Brad Thobum, Director of Federal Affairs, from Mayor Delaney's office, has advised me
that the Bureau of the Census has ruled that the City of Neptune Beach is being
excluded from the area of the City of Jacksonville.
Mr. Thoburn advised that he as well as Mayor Delaney were working to resolve this
issue as it relates to the qualifications for Community Development Block Grants
CDBG) through the City of Jacksonville.
It is unknown at this time the spectrum of ramifications this may have as it relates to
access to future state revenue funds.
am forwarding correspondence received by Mr. Thoburn from the Bureau of Census
that provides additional detail. Please contact the City of Jacksonville, the Bureau of
Census, and the Office of Planning and Budget in Tallahassee and provide a full report
to the Council on this matter at the October 19th regular Council workshop.
cc: Neptune Beach City Council
Becky E. Hanks, City Clerk
Christopher A. White, P.A., City Attorney
Brad Thoburn, Director of Federal Affairs, Mayor's Office, City of Jacksonville
Confirming conversation of October 8, 1998. Thanks for the heads-up.
FROM : The Leader
L4: Mv.
PHONE NO. : OCT. 13 1998 11:57AM P2
111/1
FAX TRANSIVIISSION AECEIVED
Mayor's Office t 0 2 ISS
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l.c%sol vlUE. FL 32202 City of Neptune Beach
F.= (904)630-2391
To; /14 a.v o v VD,ted Date:
ic) '9
Fax#: 2. 2-Y 3 3 Pages: S , including this cover sheet.
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FROM : The Leader PHONE NO. OCT. 13 1998 11:57AM P3
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AUG 1 2 1SS9
The Honorable Marvin God.,old
Payor, Town of Baldwin
10 U.S. Highway 90
Bxsldwin, FL 32234
Dear Mayor Godbold:
Thank you for your letter regarding the classifications of the town.Floridafas
Baldwin. The Census Bureau classifies the town of Baldwin,
g part of the central city of the Jacksonville, Florida Metropolitan
Statistical Area(MSA). The Office of Management and Budget (OMB)
designated the city ofJacksonville as the centrz.1 city of the Jacksonville,,
Florida MSA. According to the information providedto
ge
Censsally o
us Burepeau,
Jacksonville city and Alrral County cvrtsolidatedTheCensusBureauconsidersJacksonvillecity to cover the entire area of
Ih al Cot:nLy. The
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State y o cit the
cation 3g al status
Robert B "++i gI
verified Census
city.
The Cetus Bureau classifies JacI sonviile city as a "consolidated city'; that
is, a city that includes additional incorporated.mt+.nicipali6es- Bald
town. as well as the cities of Atlantic Beach, Jacksonville Beach, and
Neptune Beach, exist within the city of Jacksonville. But Baldwin town and
the three cities also are classified as incorporated municipalities under
Florida State law. The Census Bureau's v-eography and C-overnmens
Divisions maintainthese areas in their inventory of municipalgovernmentsandtheCensusBureaucollectsandtabulatesdata for
Jacksonville city, as well as for Baldwin town, Atlantic Beach, Jacksonville
Bead:, and Neptune Beach cities. The Census Bureau provides the same
opportunities for Baldwin town to participate in its programs as it does to
Jacksonville city, and yet also recognizes the jurisdiction of Jacksonville
city as including Baldwin town-
We are not experts on the requirements for Community Development BlockGrantsfromtheDepartmentofHousingandUrbanDevelopment, nor do
we know how their rules take into account the unique nature of
consolidated cities when municipalities exist within municipalities.Because the State of Florida has certied that Jacksonville city covers Duval
County and the OM$ has designated the city as the central city of the MSA,
Baldwin town legally is included as part of the central city. If this is not
your understanding, we suggest you contact the 'Florida State certlf,Yg
official; his address and telephone nu:nbet• art listed below.
FROM : The Leader PHONE NO. : OCT. 13 1998 11:59011 P6
09/28/1998 15:44 850-414-2515 GPTILL ut t u wvw+
STATE OF FLORIDA
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oovgreNost August 19, 1998
Honorable Marvin E.Godbold,Ir_
Mayor of Baldwin
10 U.S.90 West
Baldwin,Florida 32234
Dear Mayor Godbold;
The Executive Office of the Governor recognizes the Town of Baldwin as eligible to receive
stare revenue sharing. Baldwin,Florida meets all the standards for incorporation outlined-in
Chapter 165.061 of the Florida Statutes- Baldwin incorporated in 1876 and the 1997 OffiriA1
Florida Estimate of population is 1,565.
If I can be of further assistance,please call me at(850)922-5146.
Sincerely,
Q/
r4/dAVly
Kathy Reeves
Executive Office of the Governor
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