9-25-23 Draft Agenda
City of Atlantic Beach
Draft Agenda
Regular City Commission Meeting
Monday, September 25, 2023 - 6:30 p.m.
Commission Chamber
City Hall, 800 Seminole Road
Atlantic Beach, FL 32233
INVOCATION AND PLEDGE TO THE FLAG
CALL TO ORDER
Page(s)
1. APPROVAL OF MINUTES
2. COURTESY OF FLOOR TO VISITORS
PUBLIC COMMENT
3. CITY MANAGER REPORTS
3.A.
Accept the 90-Day Calendar (Oct. - Dec. 2023)
90-Day Calendar (Oct. - Dec. 2023)
5 - 8
4. REPORTS AND/OR REQUESTS FROM CITY COMMISSIONERS
5. UNFINISHED BUSINESS FROM PREVIOUS MEETINGS
6. CONSENT AGENDA
7. COMMITTEE REPORTS
8. ACTION ON RESOLUTIONS
8.A.
RESOLUTION NO. 23-40
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF ATLANTIC BEACH,
FLORIDA, AUTHORIZING THE PURCHASE OF 150 USER LICENSES OF MICROSOFT
OFFICE 365 GCC (GOVERNMENT COMMUNITY CLOUD) FROM SHI
INTERNATIONAL CORP. AT A PRICE OF $38,982 WITH FUNDS ALLOCATED IN THE
FISCAL YEAR 2022-23 BUDGET (ACCOUNT NO. 001 1011 516 65 02);
AUTHORIZING THE CITY MANAGER TO EXECUTE CONTRACTS AND PURCHASE
ORDERS IN ACCORDANCE WITH AND AS NECESSARY TO EFFECTUATE THE
PROVISIONS OF THIS RESOLUTION; AND PROVIDING AN EFFECTIVE DATE.
Resolution No. 23-40
9 - 11
8.B.
RESOLUTION NO. 23-43
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, APPROVING
RENEWAL OF ALL LIABILITY INSURANCES AND WORKERS’ COMPENSATION
13 - 14
Page 1 of 35
Regular City Commission - 25 Sep 2023
INSURANCE WITH PREFERRED GOVERNMENTAL INSURANCE TRUST FOR FISCAL
YEAR 2023-24; AUTHORIZING THE CITY MANAGER TO EXECUTE CONTRACTS AND
PURCHASE ORDERS IN ACCORDANCE WITH AND AS NECESSARY TO EFFECTUATE
THE PROVISIONS OF THIS RESOLUTION; AND PROVIDING AN EFFECTIVE DATE.
Resolution No. 23-43
8.C.
RESOLUTION NO. 23-44
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, ADOPTING THE 2024-
2033 10-YEAR CAPITAL IMPROVEMENT PLANS (EXHIBIT A) FOR THE PUBLIC
WORKS DEPARTMENT AND THE PUBLIC UTILITIES DEPARTMENT; AND
PROVIDING AN EFFECTIVE DATE.
Link to Exhibit A
Resolution No. 23-44
15 - 22
8.D.
RESOLUTION NO. 23-41, Public Hearing on Adoption of Resolution No. 23-41 for
the Millage Rate
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA LEVYING THE AD
VALOREM PROPERTY TAX MILLAGE RATE FOR MUNICIPAL PURPOSES ON ALL
TAXABLE PROPERTY WITHIN THE CITY FOR THE FISCAL YEAR BEGINNING
OCTOBER 1, 2023 AND ENDING SEPTEMBER 30, 2024; STATING THE PERCENTAGE
BY WHICH THE MILLAGE TO BE LEVIED EXCEEDS THE ROLLED-BACK RATE; AND
PROVIDING AN EFFECTIVE DATE.
Resolution No. 23-41
23 - 26
9. ACTION ON ORDINANCES
9.A.
ORDINANCE NO. 20-23-168, Public Hearing and Final Reading on adoption of
Ordinance No. 20-23-168, establishing the Operating Budget for Fiscal Year
2023/2024
AN ORDINANCE ADOPTING THE FINAL BUDGET FOR THE CITY OF ATLANTIC
BEACH, FLORIDA FOR FISCAL YEAR BEGINNING OCTOBER 1, 2023 AND ENDING
SEPTEMBER 30, 2024.
Link to FY 2023-24 Proposed Budget
Ordinance No. 20-23-168
27 - 30
9.B.
ORDINANCE NO. 20-23-169, Public Hearing and Final Reading
AN ORDINANCE AMENDING THE OPERATING BUDGET FOR THE CITY OF ATLANTIC
BEACH, FLORIDA FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2022, AND
ENDING SEPTEMBER 30, 2023, FOR APPROPRIATING FUNDS ASSOCIATED WITH
THE JUSTICE ASSISTANCE GRANT COUNTYWIDE (JAGC) FOR A CITY OF ATLANTIC
BEACH COMMUNITY SECURITY PROJECT; AND PROVIDING FOR AN EFFECTIVE
DATE.
Ordinance No. 20-23-169
31 - 35
10. MISCELLANEOUS BUSINESS
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Regular City Commission - 25 Sep 2023
11. CITY ATTORNEY/CITY CLERK REPORTS AND/OR REQUESTS
12. CLOSING COMMENTS BY CITY COMMISSIONERS AND CITY MANAGER
13. ADJOURNMENT
This meeting will be live-streamed and videotaped. The video recording will be posted within
four business days on the City's website. To access live or recorded videos, click on the
Meeting Videos tab on the city's home page at www.coab.us.
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 Chamber.
Every effort is made to indicate what action the City Commission is expected to take on each
agenda item. However, the City Commission may act upon any agenda subject, regardless of
how the matter is stated on the agenda.
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’s Office at (904) 247-5821 or at City Hall, 800 Seminole Road, Atlantic
Beach, FL 32233, no later than 5:00 PM on the Thursday prior to the meeting.
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CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM:Resolution No.23-40 authorizing the City to purchase 150 licenses of Microsoft
Of?ce GCC from SHI International Corp.at a price of $38,982 with funds
allocated in the Fiscal Year 2022-23 budget.
SUBMITTED BY:Ronald Bautista,Director of Information Technology
TODAY’S DATE:September 14,2023
MEETING DATE:September 25,2023
BACKGROUND:The City’s licenses for Microsoft Office Suite 2013 expire this year.The
City has some —while far from enough —licenses for the 2016 version.Meanwhile,the City has the
option to purchase 150 licenses for Office 2021 at a total cost of $65,998,or $439.99 per license.
However,these licenses will expire in three years and will not receive any customer support,thereafter.
Meanwhile:
0 Microsoft has announced that it will not release another standalone version of Of?ce after the
2021 edition.
0 Microsoft Of?ce 365 GCC (Government Communications Cloud)provides an encrypted email
cloud server,the latest Of?ce software,and security updates.
0 Transitioning to Microsoft Of?ce 365 GCC ensures that the Police Department complies with the
Florida Department of Law Enforcement (FDLE)requirements.
0 Utilizing SHI International Corp’s.Sourcewell technical catalog solution cooperative purchasing
contract,Microsoft Of?ce 365 GCC would cost $38,982.Cooperative purchasing is conducted
on behalf of multiple pubic procurement units.
Transitioning to Microsoft Of?ce 365 GCC saves money,enhances productivity and collaboration,and
increases security.Funding for email technology infrastructure and software is budgeted annually,and
this project is adequately funded in the Fiscal Year 2022-23 budget.
BUDGET:$38,982 from Account No.001 1011 516 65 02.
RECOMMENDATION:Commission approve Resolution No.23-40 authorizing the City to
purchase 150 licenses of Microsoft Office GCC from SHI International Corp.at a price of $38,982 with
funds allocated in the Fiscal Year 2022-23 budget.
ATTACHMENT(S):SHI International Corp.quote
DF)
REVIEWED BY CITY MANAGER:
Agenda Item #8.A.25 Sep 2023
Page 9 of 35
Donna L.Bartle,City Clerk
Approved as to form and correctness:
Curtis Ford,Mayor
RESOLUTION NO.23-40
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF ATLANTIC
BEACH,FLORIDA,AUTHORIZING THE PURCHASE OF 150 USER LICENSES
OF MICROSOFT OFFICE 365 GCC (GOVERNMENT COMMUNITY CLOUD)
FROM SHI INTERNATIONAL CORP.AT A PRICE OF $38,982 WITH FUNDS
ALLOCATED IN THE FISCAL YEAR 2022-23 BUDGET (ACCOUNT NO.001
1011 516 65 02);AUTHORIZING THE CITY MANAGER TO EXECUTE
CONTRACTS AND PURCHASE ORDERS IN ACCORDANCE WITH AND AS
NECESSARY TO EFFECTUATE THE PROVISIONS OF THIS RESOLUTION;
AND PROVIDING AN EFFECTIVE DATE.
WHEREAS,the City desires to upgrade its email server and software solution by utilizing
Microsoft Of?ce 365 GCC (Government Community Cloud);and
WHEREAS,Microsoft Of?ce 365 GCC provides an encrypted email cloud server,the latest
Of?ce software,and security updates;and
WHEREAS,transitioning to Microsoft Of?ce 365 GCC ensures that the Police Department
complies with the Florida Department of Law Enforcement (FDLE)requirements;and
WHEREAS,utilizing SHI International Corp’s.Sourcewelltechnical catalog solution cooperative
purchasing contract,the purchase of 150 licenses of Microsoft Of?ce 365 GCC from SHI International
Corp.would cost $38,982.
NOW THEREFORE,be it resolved by the City Commission of the City of Atlantic Beach as
follows:
SECTION 1.The City Commission hereby authorizes the City to purchase 150 licenses of
Microsoft Of?ce GCC from SHI International Corp.at a price of $38,982,utilizing funds allocated in the
Fiscal Year 2022-23 budget (Account No.001 1011 516 65 02).
SECTION 2.The City Commission hereby authorizes the City Manager to execute contracts and
purchase orders in accordance with and as necessary to effectuate the provisions of this resolution.
SECTION 3.This Resolution shall take effect immediately upon its passage and adoption.
PASSED AND ADOPTED by the City Commission of the City of Atlantic Beach,this 25”‘day
of September,2023.
Jason Gabriel,City Attorney
Attest:
Agenda Item #8.A.25 Sep 2023
Page 10 of 35
FL-City of Atlantic Beach
Ron Bautista
800SEMINOLERD.
ATFN:ACCOUNTS PAYABLE
ATLANTICBEACH,FL32233
United States
Phone:(904)247-5856
Fax:
Email:rbautista@coab.us
AllPrices are in US Dollar(USD)
Product
1 Of?ce 365 E3GCC User 150 $259.88 $38,982.00
Microsoft -Part#:AAA-11650
Contract Name:Sourcewell-Technology Catalog Solutions
Contract #:081419-SHl
Pricing Proposal
Quotation #:23128760
Created On:2/22/2023
Valid Until:9/30/2023
Inside Account
Execu?ve
Ken Stelmack
290 Davidson Ave
Somerset,NJ 08873
Phone:732-507-1542
Fax:732-564-8224
Email:Ken_Stelmack@SHl.com
Qty Your Price Total
Please note,ifEmergency Connectivity Funds (ECF)willbe used to pay for allor part of this quote,please let us know as we will
need to ensure compliance with the funding program.
Hardware items on this quote may be updated to re?ect changes due to industry wide constraints and ?uctuations.
Thank you for choosing SHI InternationalCorp!The pricing offered on this quote proposal is validthrough the expiration date set
above.To ensure the best level of service,please provide End User Name,Phone Number,EmailAddress and applicable Contract
Number when submitting a Purchase Order.
SHI InternationalCorp.is 100%MinorityOwned,Woman Owned Business.
TAX ID#22-3009648;DUNS#61-1429481;CCR#61-243957G;CAGE 1HTFO
The products offered under thisproposal are resold in accordance with the terms and conditions of the Contract referenced under
that applicable line item.
Shipping $0.00
Total $38,982.00
Additional Comments
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AGENDA ITEM:
SUBMITTED BY:
TODAYS DATE:
MEETING DATE:
BACKGROUND 2
BUDGET:
RECOMMENDATION:
ATTACHMENTS:
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
Public Hearing and Final Reading of Ordinance No.20-23-169
amending the operating budget for the City of Atlantic Beach,
Florida,for the ?scal year beginning October 1,2022,and ending
September 30,2023,to appropriate $53,008 in Justice Assistance
Grant Countywide funding for a COAB community security
project;and providing an effective date.
Brittany Percell,Director of Finance
September 14,2023
September 25,2023
The Atlantic Beach Police Department recently was awarded
$53,008 through the Justice Assistance Grant Countywide (Federal
FY 2021)program managed by the Florida Department of Law
Enforcement.Acceptance of this grant was authorized by the
Atlantic Beach City Commission on July 24,2023 (Resolution No.
23-25).The funding provided through this grant will be used to
enhance community security through the use of License Plate
Reader (LPR)systems monitoring high-volume city roads.
Adopting Ordinance No.20-23-169 creates the budget necessary to
expend the funds for the grant.There are no matching funds
required by the grant.
Adopt OrdinanceNo.20-23-169
1.Ordinance No.20-23-169
2.Resolution No.23-25
0|/1’WREVIEWEDBCIMANAGER:‘/V‘
/
Agenda Item #9.B.25 Sep 2023
Page 31 of 35
Expenses:
Operating Supplies Equipment 53008
53008
Revenues:
JusticeAssistance Grant Countywide (IAGC
ORDINANCE NO.20-23-169
AN ORDINANCEAMENDING THE OPERATING BUDGET FOR THE CITY
OF ATLANTIC BEACH,FLORIDA FOR THE FISCAL YEAR BEGINNING
OCTOBER 1,2022,AND ENDING SEPTEMBER 30,2023,FOR
APPROPRIATING FUNDSASSOCIATEDWITH THE JUSTICEASSISTANCE
GRANT COUNTYWIDE (IAGC)FOR A CITY OF ATLANTIC BEACH
COMMUNITYSECURITY PROIECT;AND PROVIDINGFOR AN EFFECTIVE
DATE.
WHEREAS,the City Charter of the City of Atlantic Beach requires that the City
Commission approve all budgetary increases and transfers at the fund level;and
WHEREAS,the nature of the budgetary systems and those day-to-day decisions
affecting such budgetary systems require adjustments from time-to-time;and
WHEREAS,the City is amending the operating budget to add net revenue totaling
$53,008 and net expenses totaling $53008 for the lustice Assistance Grant Countywide
(IAGC).
NOW,THEREFORE,BE IT ENACTED BY THE CITY COMMISSION ON BEHALF OF THE
PEOPLE OF THE CITY OF ATLANTIC BEACH,FLORIDA:
SECTION 1.The Fiscal Year 2022-23 Budget is amended as follows:
Balance:<0>
SECTION 2.Effective Date.This ordinance shall take effect immediately upon its
final passage and adoption.
PASSED by the City Commission on first reading this 11th day of September,2023.
PASSED by the City Commission on second and ?nal reading this 25”‘day of
September,2023.
CITYOF ATLANTICBEAC
009 13792-1
Total Revenues:
Total Expenses Fund:
$53,008
$53,008
Agenda Item #9.B.25 Sep 2023
Page 32 of 35
Attest:
Donna L.Bartle,City Clerk
Approved as to form and correctness:
Curtis Ford,Mayor
Ordinance No.20-23-169 Page 2 of2
JasonR.Gabriel,City Attorney
Agenda Item #9.B.25 Sep 2023
Page 33 of 35
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RESOLUTIONNO.23-25
A RESOLUTION OF THE CITY OF ATLANTIC BEACH,FLORIDA,
AUTHORIZING THE CITY TO PURCHASE SEVEN (7)LICENSE
PLATE READER (LPR)CAMERASTHROUGH VETTED SECURITY
SYSTEMS(VSS)BY THE EXCEPTIONSGRANTED IN CITY
ORDINANCE 2-336
WHEREAS,the Justice Assistance Grant Countywide (JAGC)has been established by
the Federal Government and is administered by the State of Florida,The Florida Department of
Law Enforcement (FDLE),Office of Criminal Justice Grants to act as a pass through entity for
federal funding;and
WHEREAS,in August of 2022 the City Commission approved the Police Department to
apply for the 2021 JAGC grant under Resolution 22-51;and
WHEREAS,$53,007 was awarded to the Atlantic Beach Police Department in the 2021
JAGC grant application;and
WHEREAS,the Atlantic Beach Police Department is requesting approval to purchase
equipment and services from an existing vendor Vetted Security Systems (VSS)outside of city
purchasing guidelines with said grant funds;and
WHEREAS,under Municipal Ordinance 2-336 the City Commission must approve by a
majority vote purchases of $25,000 or greater that are made outside of city purchasing guidelines;
and
WHEREAS,the City Commission has executed the required vote and a majority of the
Commissioners present have voted to approve the purchasing exception requested by the Police
Department;
NOW THEREFORE,be it resolved by the City Commission of the City of AtlanticBeach
as follows:
SECTION 1.The City Commission hereby authorizes the use of current vendor,Vetted Security
Solutions LLC,to purchase the equipment and services the Police Department is requesting under
the 2021 JAGC Grant program;outside of city purchasing guidelines under the exceptions
provided in City Ordinance 2-336;The formal bid procedure as defined in this division is not
required in the following cases:
(1)When the city commission,by a vote of the majority of those members present,
waives the formal bid procedure.
(5)Contracts for the maintenance or servicing of equipment which are made with the
manufacturer or authorized service agent of the equipment when the maintenance or
servicing can best be performed by the manufacture or authorized service agent where
such a contract would otherwise be advantageous to the city.
(7)Purchase and contracts for the use or purchase of data processing equipment or data
processing systems software and reproduction equipment.
Agenda Item #9.B.25 Sep 2023
Page 34 of 35
Donna L.Bartle,City Clerk
Approved as to fonn and correctness:
SECTION 4.This Resolution shall take effect immediately upon its passage and adoption.
PASSED AND ADOPTED by the City of Atlantic Beach,this 24"’day of July,2023.
Jaso G b City Attorney
Page 2 of 2ResolutionNo.23-25
Curtis Ford,Mayor
Agenda Item #9.B.25 Sep 2023
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