12-11-23 Draft AgendaCity of Atlantic Beach
Draft Agenda
Regular City Commission Meeting
Monday, December 11, 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
1.A. Approve minutes of the Regular Commission Meeting held on October 9, 2023. 3 - 16
10-9-23 Regular City Commission Draft Minutes
2. COURTESY OF FLOOR TO VISITORS
2.A. 2024 Donna Run Marathon (Amanda Napolitano, Executive Director of The
DONNA Foundation)
PUBLIC COMMENT
3. CITY MANAGER REPORTS
3.A. Accept the 90 -Day Calendar (Dec. 2023 - Jan. 2024) 17 - 20
90 -Day Calendar (Dec. 2023 - Jan. 2024)
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. 23-54
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AUTHORIZING THE
CITY TO CONTRACT WITH ACON CONSTRUCTION TO PERFORM DONNER PARK
PICKLEBALL COURT UPGRADES; AUTHORIZING THE CITY MANAGER TO EXECUTE
THE CONTRACTS AND PURCHASE ORDERS IN ACCORDANCE WITH AND AS
NECESSARY TO EFFECTUATE THE PROVISIONS OF THIS RESOLUTION; AND
PROVIDING AN EFFECTIVE DATE
Resolution No. 23-54
21-29
Page 1 of 29
Regular City Commission - 11 Dec 2023
9. ACTION ON ORDINANCES
10. MISCELLANEOUS BUSINESS
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.
Page 2 of 29
Agenda Item #1.A.
11 Dec 2023
MINUTES
Regular City Commission Meeting
Monday, October 9, 2023 - 6:30 PM
Commission Chamber
City Hall, 800 Seminole Road
Atlantic Beach, FL 32233
INVOCATION AND PLEDGE OF ALLEGIANCE
CALL TO ORDER:
Following the Pledge of Allegiance, Mayor Ford called the meeting to order at 6:36 PM. CC Bartle
called the roll.
ATTENDANCE:
Present: Curtis Ford, Mayor - Seat 1
Bruce Bole, Commissioner - Seat 2 (District 1308)
Michael Waters, Commissioner - Seat 3 (District 1307)
Candace Kelly, Commissioner - Seat 4 (District 1306)
Jessica Ring, Commissioner - Seat 5 (District 1312)
Also Present:
Donna Bartle, City Clerk (CC)
Kevin Hogencamp, Deputy City Manager (DCM)
Ladayija Nichols, Deputy City Clerk (DCC)
Latrenia Thomas, Recreation and Cultural Arts Director (RCAD)
Steve Swann, City Engineer (CE)
William B. Killingsworth, City Manager (CM)
Jason Gabriel, City Attorney (CA)
1 APPROVAL OF MINUTES
1A. Approve minutes of the Budget Workshop held on August 7, 2023.
Mayor Ford asked if there were any corrections or changes needed. There were no
corrections to the minutes. Mayor Ford stated the minutes stand as submitted.
1B. Approve minutes of the Regular Commission Meeting held on August 14, 2023.
Mayor Ford asked if there were any corrections or changes needed. There were no
corrections to the minutes. Mayor Ford stated the minutes stand as submitted.
2. COURTESY OF FLOOR TO VISITORS
Mayor Ford explained the process for public comments and opened the Courtesy of the Floor to
Visitors.
PUBLIC COMMENT
Regular City Commissio t
vctooer y, hvLa
Page 3'e24) of 14
Agenda Item #1.A.
11 Dec 2023
CC Bartle called each speaker to the podium.
Jane Stevens invited everyone to the Green Apple Day of Service that will be held at
Mayport Coastal Sciences Middle School from 8 a.m to noon on October 14, 2023.
Mark Gabrynowicz spoke about a few historical disasters and encouraged the
Commission to keep sustainability and resiliency in mind when making decisions.
Gregory Powell spoke about agenda item 3B.
Susanne Barker spoke in agreement with the City Engineer's recommendations
regarding Dora Drive.
Nancy Staats expressed concerns regarding Dora Drive.
Lisa Herrold spoke about Dora Drive.
Jackie Beckenbach spoke about agenda item 3B.
Peter Staats spoke in opposition regarding Dora Drive.
RCAD Thomas, on behalf of the Youth Council, Introduced Advisors Tracy Synan and
Kelly Burnett. RCAD Thomas announced that on November 7, 2023, the Youth Council
will be present to tour City Hall and the Police Department. Ms. Synan and Ms. Burnett
invited the Commission to the Youth Council meetings. They encouraged students, ages
of 14 and up, to attend meetings on the first Thursday of the month at the Adele Grage
Cultural Center.
Brinkley Harrell welcomed the new CM and expressed opinions on Dora Drive.
3. CITY MANAGER REPORTS
3.A. Accept the 90 -Day Calendar (Oct. - Dec. 2023)
CM Killingsworth reported that the October 16, 2023 workshop has been canceled and
will be rescheduled in the future.
There was a CONSENSUS to accept the 90 -Day Calendar.
3.B. Dora Drive
CE Swann presented a slide show (which is attached hereto and made a part of this
Official Record as Attachment A) and answered questions from the Commission. CA
Gabriel explained that the request is for a 45 -day extension and that he would send an
amendment to the agreement once it is approved for him to ask for the extension.
Regular City Commissio t
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Page 4314e29 29 of 14
Agenda Item #1.A.
11 Dec 2023
There was a CONSENSUS to direct CA Gabriel to proceed with a 45 day extension
request for Phase II completion or to terminate the agreement if the extension request is
rejected.
10-9-23 Attachment A
3.C. 2023 Florida City Government Week Proclamation
Mayor Ford read the proclamation.
4. REPORTS AND/OR REQUESTS FROM CITY COMMISSIONERS
Commissioner Waters
• Asked where the City stood with the Almost Home property. Mayor Ford explained that
he did not move forward on gathering the Commissioners to go and look at the property
due to people still living there; however, they will still have a chance to go and look at
the discretion of the seller. Property Broker, Pete Sherrill answered questions from the
Commission. There was a CONSENSUS to direct the CM to work with the listing agent
to come up with a potential contract.
Commissioner Bole
• Commended CE Swann for a great presentation on resiliency on Thursday October 5,
2023.
• Expressed that he received positive feedback on the paving and striping.
• Informed everyone that today is known as National Indigenous Peoples Day.
• Announced that he is attending the Beaches Town Center meeting on October 10, 2023.
Commissioner Kelly
• Encouraged everyone to attend the ESC Salon Series.
• Spoke about the Parks Master Plan and encouraged the public to provide input on
changes they would like to see.
5. UNFINISHED BUSINESS FROM PREVIOUS MEETINGS
None.
6. CONSENT AGENDA
6.A. Approve the revised Interlocal Agreement among City of Jacksonville, City of
Atlantic Beach, City of Jacksonville Beach, City of Neptune Beach and the
Commander, U.S. Naval Station Mayport and U.S. Navy for Conduct of the Sea
and Sky Air Show and authorize the City Manager to sign the agreement.
MOTION: Approve (agenda item 6A as written) the interlocal on the sea and sky.
Motion: Candace Kelly
Second: Michael Waters
Curtis Ford For
Bruce Bole For
Michael Waters (Seconded By) For
Candace Kelly (Moved By) For
Regular City Commissio t
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Page .%je29 of 14
Agenda Item #1.A.
11 Dec 2023
Motion passed 5 to 0.
7. COMMITTEE REPORTS
None.
8. ACTION ON RESOLUTIONS
8.A. RESOLUTION NO. 23-38
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF ATLANTIC
BEACH, FLORIDA, REPEALING AND REPLACING RESOLUTION NO. 23-20
ESTABLISHING THE SAFETY, TRAFFIC AND PARKING COMMITTEE;
ADOPTING THE COMMITTEE PURPOSE; ADOPTING CERTAIN
PROVISIONS GOVERNING THE COMMITTEE; ESTABLISHING CITY
STAFF ADMINISTRATIVE SUPPORT; AND PROVIDING FOR AN
EFFECTIVE DATE.
Mayor Ford read the title and explained the resolution.
MOTION: Approve Resolution No. 23-38 with an amendment to replace "Charter Review
Committee" with "Safety, Traffic and Parking Committee" in Section 7.
Motion: Bruce Bole
Second: Jessica Ring
Curtis Ford For
Bruce Bole (Moved By) For
Michael Waters For
Candace Kelly For
Jessica Ring (Seconded By) For
Motion passed 5 to 0.
8.B. RESOLUTION NO. 23-45
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA,
AUTHORIZING THE CITY MANAGER TO PROVIDE FISCAL YEAR 2023-24
FUNDING TO DESIGNATED ORGANIZATIONS AND SCHOOLS FOR
ARTISTIC, RECREATIONAL AND CULTURAL PROGRAMS, EVENTS OR
PROJECTS UTILIZING FUNDS BUDGETED IN ACCOUNT NO. 001-6010-572-
82-00; AUTHORIZING THE CITY MANAGER TO EXECUTE ANY
CONTRACTS AND PURCHASE ORDER(S) IN ACCORDANCE WITH AND AS
NECESSARY TO EFFECTUATE THE PROVISIONS OF THIS RESOLUTION;
AND PROVIDING AN EFFECTIVE DATE.
Mayor Ford read the title of the resolution.
Regular City Commissio t
vctooer y, hvLa
Page (Prge29 of 14
Agenda Item #1.A.
11 Dec 2023
T1wrrM explained the resolution. Lisa Goodrich, Arts Recreation, and Culture
Committee Member explained the process of distributing grants and answered questions
from the commission.
Commissioner Ring requested a PowerPoint presentation about the grants program.
MOTION: Accept (Approve) Resolution No. 23-45.
Motion: Bruce Bole
Second: Candace Kelly
Commissioner Kelly spoke about equitable expenditure funds. Ms. Goodrich and DCAR
Thomas answered questions from the Commission.
Curtis Ford
Bruce Bole (Moved By)
Michael Waters
Candace Kelly (Seconded By)
Jessica Ring
Motion passed 5 to 0.
9. ACTION ON ORDINANCES
None.
10. MISCELLANEOUS BUSINESS
None.
For
For
For
For
For
11. CITY ATTORNEY/CITY CLERK REPORTS AND/OR REQUESTS
None.
12. CLOSING COMMENTS BY CITY COMMISSIONERS AND CITY MANAGER
Commissioner Bole
• Recommended codifying the way committees run.
Commissioner Waters
• Welcomed City Manager Killingsworth.
• Thanked Lisa Goodrich for her work.
• Expressed that he is looking forward to the Air Show.
CM Killingsworth
• Announced that staff are encouraged to wear pink on October 10, 2023 and gather at
8:15 a.m for a group photo.
Mayor Ford
• Addressed meeting decorum.
13. ADJOURNMENT
Regular City Commissio 1
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Page Prg229 of 14
The meeting adjouriw.l it 3:18 pm,
Attest:
Donna L. Bartle, City Clerk Curtis Ford, Mayor
Date Approved:
Agenda Item #1.A.
11 Dec 2023
Regular City Commissio t
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Page
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10-9-23 Minutes
Dora Drive Parcels
Due Diligence
Engineering Department
October 9, 2023
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Dora Dr Parcels
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Property Appraisal
• Moody Williams $2,400,000
• Colliers International $2,200,000
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Tree Analysis
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Phase 1 ESA
• Site has no identified history of any uses that
would be concerning
• Several soil mounds noted that may contain
trash or debris
• Stitches & Screens has several 20' storage
containers that encroach on to the site that
are used for printing, etc.
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Attachment A to
10-9-23 Minutes
Path Forward
• Request a 45 day extension of the due
diligence period
• Conduct Phase 11 Environmental Assessment
to verify no contamination
• Excavate soil mounds
• Analyze ground water and soil in the vicinity of the
storage containers
Agenda Item #3.A.
11 Dec 2023
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: 90 -Day Calendar for the Mayor and Commission
SUBMITTED BY: Yvonne Calverley, Executive Assistant to the City Manager C...-
TODAY'S
iTODAY'S DATE: November 28, 2023
MEETING DATE: December 11, 2023
BACKGROUND: The 90 -day calendar is included on the agenda for the purpose of
setting meeting dates and determining the location, time and whether to videotape special
meetings and workshops. The rolling 90 -day calendar will be revised after receiving input from
City staff and the Commission, and will be included in each agenda for consideration.
NOTES:
1) Arbor Day Flag Raising Ceremony will be held on Friday, Jan. 19 at 9 a.m. in front of the
Police Department.
2) A Town Hall meeting is scheduled for 10 a.m. on Saturday, Jan. 20 in the Chamber.
3) A commission workshop is scheduled for Monday, Jan. 22 at 5:30 p.m. Subj: Chapter
24 and Comp Plan updates.
4) A Priority -Setting meeting is scheduled for Monday, Jan. 29 at 5:30 p.m. in the Chamber.
BUDGET: None
RECOMMENDATION: Approve the 90 -Day Calendar for December 2023 — February 2024
ATTACHMENT: 1) Mayor and Commission 90 -Day Calendar (December 2023 — February
2024)
REVIEWED BY CITY MANAGER:
Page 17 of 29
CD
00
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MAYOR AND COMMISSION
ecember 2023
SUND.AY MONDAY TUESDAY WEDNESDAY THURSDAY
3
Farmers Market
10 am -2 pm
10
Farmers Market
10 am - 2 pm
17 Farmers Market
10 am — 2 pm
Songwriters
Concert 6 — 8 pm
4
Board Member
Review Committee
5:30 pm
5
11 12
Commission
Meeting 6:30 pm
(Invoc-Ring)
18
Charter Review
Committee
6 pm
25
City Offices
Closed
ARCC Meeting
6 pm
19
26
City Offices
Closed
6
13 Tree
Subcommittee Mtg
5:15 pm
Environmental
Committee 6 pm
20
Environmental
Outreach Mtg
4:45 pm
27
7 Environmental
Speaker Series
6 pm
(Chamber)
14
STOP Committee
6 pm
21
Sustainability
and Resiliency
Subcommittee 9am
28
1
8
15
22
29
FRIDAY
SATURDAY
2 Holiday
Celebration & Tref
Lighting
4 to 8 pm
(Town Center)
23
Toy Drive
10 am
(Baker Center)
30
N
1VIA Y VK AINLJ l V1V11V11JJ1V1N
16�nuary 2024
SUNDAY
MONDAY
TUESDAY
WEDNESDAY
THURSDAY
FRIDAY
SATURDAY
7
Farmers Market
10 am-2pm
(Russell Park)
14
Fanners Market
10 am-2pm 1
(Russell Park)
21
Farmers Market
10 am — 2 pm
(Russell Park)
28
Farmers Market
10 am-2pm
(Russell Park)
1
City Offices
Closed
2
8 9
Commission Mtg
6:30 pm
(Invoc-Ford)
15
City Offices
Closed
ARCC Meeting
6 pm
16
Community
Development
Board Mtg
6 pm
22 Workshop 23
(Chap 24/Comp Plan
Updates - 5:30 pm
Commission Mtg
6:30 pm
(Invoc-Bole)
29 30
Priority Setting
Meeting 5:30 pm ARCC Workshop
(Chamber) 1-4 pm
3
10
ESC Tree
Subcommittee
5:15 pm
ESC Meeting 6pm
17
ESC Outreach
Subcommittee
Meeting 4:45 pm
24
Charter Review
Committee
6 pin
31
4
11
18
STOP Committee
Meeting
6 pm
25
Sustainability &
Resiliency
Subcommittee
Meeting 9 am
5
12
19
Arbor Day Flag
Raising Ceremony
9 am
(PD Bldg)
26
5
13
20
Town Hall
Meeting 10 am
(Chamber)
27
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MAYOR AND COMMISSION
February 2024
SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURID_AY
5
12
Commission Mtg
6:30 pm
(Tnvoc-eaters)
19
President's Day
City Offices
Closed
26
Commission Mtg
6:30 pm
(Invoc-Bole)
6
13
ARCC Meeting
6 pm
20
Community
Development
Board Mtg
6 pm
27
7
14 ESC Tree
Subcommittee
5:15 pm
ESC Meeting
6 pm
21
ESC Outreach
S ubcommittee
4:45 pm
28
Charter Review
Committee
6 pm
1
8
15
STOP Committee
Meeting
6 pin
22
Sustainability
and Resiliency
Subcommittee
9 am
29
2
9
16
23
10
17
Agenda Item #8.A.
11 Dec 2023
CITY I
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Resolution No. 23-54 authorizing the City to contract with ACON
Construction to provide construction services for the upgrades to the
Pickleball Court at Donner Park
SUBMITTED BY: Scott Williams, Public Works Director 1/
TODAY'S DATE: November 29, 2023
MEETING DATE: December 11, 2023
BACKGROUND: The City has identified the upgrades to the Pickleball Court at Donner Park
as a priority project. ACON Construction has a current contract with the City of Jacksonville,
Contract #71629-22, that the City of Atlantic Beach can piggyback on to complete this project.
The project scope of work is to complete the upgrades to the Pickleball Court as listed in the
attached proposal. All work shall be performed in accordance with the Contract Documents. The
project is located at Donner Park, 2072 George Street, in the City of Atlantic Beach. The
Contractor will be given 180 calendar days to complete the project after receipt of written Notice
to Proceed.
BUDGET: The price for the project, $83,375.60, will be fully funded from the $90,000.00
currently budgeted in the Parks and Recreation General Fund Account 001-6020-572-6300.
RECOMMENDATION: Authorize the City to contract with ACON Construction to complete
the Pickleball Court Upgrades at Donner Park in the amount of $83,375.60, and authorize the City
Manager to execute the contract.
ATTACHMENTS: Resolution 23-54
ACON Construction Proposal dated Nove ber 29, 2023
r. I\
REVIEWED BY CITY MANAGER:1 l(:)",)
V
Page 21 of 29
Agenda Item #8.A.
11 Dec 2023
RESOLUTION NO. 23-54
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA,
AUTHORIZING THE CITY TO CONTRACT WITH ACON
CONSTRUCTION TO PERFORM DONNER PARK PICKLEBALL
COURT UPGRADES; AUTHORIZING THE CITY MANAGER TO
EXECUTE THE 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 of Atlantic Beach has identified the upgrades to the Pickleball Court
at Donner Park as a priority; and
WHEREAS, ACON Construction has a current contract with the City of Jacksonville,
Contract #71629-22; and
WHEREAS, the City of Atlantic Beach can piggyback on this contract to complete the
Donner Park Pickleball Court Upgrades project; and
WHEREAS, ACON Construction submitted a proposal in the amount of $83,375.60; and
WHEREAS, the project consists of furnishing all labor, equipment, and supplies for the
Pickleball Court Upgrades, including converting one tennis court to four pickleball courts,
replacing the concrete sidewalk, adding asphalt to the existing courts, and tying into the existing
fence; and
WHEREAS, the Contractor will be given 180 calendar days to complete the project after
receipt of written Notice to Proceed; and
WHEREAS, the price for the project will be fully funded from the $90,000.00 currently
budgeted in the Parks and Recreation General Fund Account 001-6020-572-6300.
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 of Atlantic Beach to
contract with ACON Construction in the amount of $83,375.60 to perform the work for said
contract in accordance with the contract specifications.
SECTION 2. The City Commission hereby authorizes the City Manager to execute the
Contract with ACON Construction and approve a Purchase Order to said vendor in the amount of
$83,375.60.
SECTION 3. This Resolution shall take effect immediately upon its passage and adoption.
Resolution 23-54 for Donner Park Pickleball Court Unwrades Page 1 of 2
Page 22 of 29
Agenda Item #8.A.
11 Dec 2023
PASSED AND ADOPTED by the City of Atlantic Beach, this 11th day of December,
2023.
Curtis Ford, Mayor
Attest:
Donna L. Bartle, City Clerk
Approved as to form and correctness:
Jason Gabriel, City Attorney
Resolution 23-54 for Donner Park Pickleball Court Upgrades Page 2 of 2
Page 23 of 29
ACON Construction Co., Inc.
3653 Regent Boulevard, Suite 401 •Jacksonville, Florida 32224 •Telephone (904) 565-9060 Fax (904) 565-9080
November 29, 2023
City of Atlantic Beach {COAB)
800 Seminole Road
Atlantic Beach, FL 32233
Attention:
Reference:
Mr. Swann,
Mr. Steve Swann, P.E.
City Engineer
Donner Park Pickleball Court Upgrades
COJ DB Contract #71629-22 "Piggyback"
Agenda Item #8.A.
11 Dec 2023
We are pleased to provide this proposal for the work on the subject project under the guidelines
of the referenced contract.
The scope of this project is to complete the upgrades to the pickleball courts as listed in
attached proposal from Court Surfaces per markups. A limited design is included to ensure
the court subgrade at extension is detailed. The contingency provided will be used by
ACON per the base contract to avoid added costs and eliminate change orders where
possible.
Our Guaranteed Maximum Price (GMP) for the project scope as stated is $83,375.60.
The Guaranteed Completion Date {GCD) will be 180 days from notice to proceed.
Breakdowns follow this letter. Please contact me if you have any questions or need further
information.
Sincerely,
Frank Anderson
Construction Manager
Page 24 of 29
Agenda Item #8.A.
11 Dec 2023
Donner Park Pickieball Court
Upgrades
DATE:
DE$CRipT roN
J4V
TOTAL:COS (
Project Management
Supervision
Administration
Court Modification by Court Surfaces
Limited Design
ACON Limited Contingency
Subtotal
DB Fee
Hrs 10 $110.00 $1,100.00
Hrs 20 $75.00 $1,500.00
Hrs 10 $75.00 $750.00
LS 1 $67.446.00 $67.446.00
LS 1 $2,000.00 $2,000.00
LS 1 $3,000.00 $3,000.00
$75,796.00
LS 1 $7,579.60 $7,S79.60
1 1 1
TOTAL 1 $83,375.60
Page 25 of 29
Attn: Frank Anderson
City of Atlantic Beach Donner Park
2072 George St.
Atlantic Beach, FL. 32233
Agenda Item #8.A.
11 Dec 2023
November 27, 2023
Please call 800-331-1723 or send email to it -- courtsurfacesfla.com should you
have any questions.
Following are the specifications: Expand 11' to the West, convert one tennis to four
(4) pickleball courts with demo and replacement of concrete sidewalk.
Scope of Work
#1. Expand West side 11' for additional pickleball courts
Asphalt (120'x 119 1,320 sq ft total
1. Mobilization to site
2. Light poles, water and /or connections will be relocated by the City.
3. Remove 120' of existing fence and re -install 120' x 11'
extension after new asphalt. 11' new fence on each end extension
total 22' of 10' high green CLF.
4. Sidewalk - Demo 120' of concrete sidewalk. Install new 5' x
120' concrete sidewalk.
5. Addition - 11' x 120' asphalt addition to existing asphalt courts
including Crush Crete or limerock base material on availability.
6. Pressure wash if needed.
7. Prep - Scrape the court's surface of all dirt, debris and loose material.
8. Dig and set four (4) sets of pickleball net post sleeves. Tennis net
sleeves installed for divider net. Install 4' h divider net. (Divider nets
will be adjusted to pickleball layout). Existing sleeves cannot
be re -used due to being set in concrete.
9. Sanding - Machine sand the surface of court as necessary to
smooth and repair any uneven areas.
10. Bird Baths — Apply outdoor court grade patching materials to all
cracks. (approx. 40') are minor, patch area to bring each area flush
with surrounding asphalt.
11. Patching — Using outdoor court grade patch compounds:
a) One application will be made to each "birdbath". This will reduce
water depth for faster drying times but may not eliminate all water
ponding.
b) Cover and fill any rough areas of asphalt.
c) The edges of all patches will be scraped or ground smooth so that
patches are not visible through the finished surface.
d) Light sanding on edges to smooth down.
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12. Leveling Course - Apply one coat of sand - acrylic resurfacer mix over
the entire surface of the courts with a broad squeegee according to
manufacturer's recommended coverage rates.
13. Texture and Finish Courses - Apply two successive coats of outdoor
court grade filler coat (sand -filled acrylic color coating) to the entire
area of the courts with a broad squeegee according to manufacturer's
recommended coverage rates. (Outside of fence asphalt will be
painted).
14.Lines -Paint eight (8) sets of regulation two -inch -wide white playing
lines for pickleball courts. Provide and install four sets of pickleball net
posts and nets.
15.Finished color - Will be owner's choice of any two manufacturer's
standard colors. Existing court colors are light green border and
medium blue centers. Confirm colors to match existing pickleball
battery.
16. Equipment - Provide and install four (4) pickleball nets, four (4) sets of
pickleball net posts in sleeves according to specs. re -install existing four
sets pickleball nets and posts with installing two 4' divider nets with three
new sleeves in concrete for net post.
17.Clean-up - Remove all excess materials and debris from the job after
completion of the work.
Agenda Item #8.A.
11 Dec 2023
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Agenda Item #8.A.
11 Dec 2023
Terms and Conditions
Scope of Work. The work covered by this proposal will be only that specifically outlined herein,
and to provide a price for the work in accordance with plans, specifications and or verbally agreed
description that were furnished and provided to, Court Surfaces. Any change or variance between,
owner, contractors, management, plans, specifications, proposal, or work not covered will be
considered as an extra and may be subject to further negotiations, agreement and pricing between
both parties prior to work being done. The attached scope of work is an integral part of this
proposal/contract and must be completed, signed and returned with all legal owners, property
management and job information (Notice of Commencement), before final acceptance can be
considered or said work can be scheduled.
Damages/Delays. Court Surfaces agrees to perform, conduct, handle and maintain a professional
manner, service, and workmanship. Court Surfaces will not be held responsible for the following
(a) damage or replacement to undisclosed underground utilities, cables, lines pipes, irrigation and
or landscaping. These areas should be properly surveyed and marked prior to our arrival (b)
Damage to property of others, nor any and all of our work caused by other parties. (c) Delays in
completion caused by strikes, acts of God, labor disputes, accidents, delays of other contractors,
owners, management of property, or any other parties involved, inclement weather conditions, or
other contingencies beyond our control. (d) Any unsuitable subsoil condition, or the removal of any
unsuitable subsoil condition such as muck, marl, clay, water, etc. or the replacements of clean fill
unless specifically stated.
Permitting. Permitting, Testing, Surveys, Engineer's Drawings are not included in this proposal. If
permitting is required and Owner/Authorized Agent/Management directs contractor to perform work
without permitting; any fines or fees as a result of unpermitted work will be documented in writing
and will be the financial responsibility of said Owner/Authorized Agent/Manager.
Warranty. All work is guaranteed against defects in materials and workmanship for one year from
date of completion, subject to proper maintenance by owner.
Exception to warranty. Any of the cracks in existing court's surface and 1 or any new
cracks/blisters may reflect through the finished surface at any time. This does not constitute a
defect in materials or workmanship. Court Surfaces is responsible for "top-down" workmanship
only. We are not responsible for "bottom-up" issues due to existing base material including
moisture, cracking, blisters, peeling, etc.
Payment. Payments are due upon receipt unless otherwise stated in writing. Payments over 30
days past due are subject to late fees outlined below:
30 days after Completion date OF 2.5% applied to bill balance
60 days after Completion date OF 5% applied to bill balance
90 Days after Completion date OF 7% applied to bill balance
120 days after Completion date OF 10% applied to bill balance
At 90 days liens will be placed on said property and WILL NOT BE RELEASED UNTILL
COMPLETE FiNAL PAYMENT 1S MADE AND SAID PAYMENT FUNDS HAVE CLEARED.
Failure to pay on time will result in the forfeiture of Warranty.
Springs
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Agenda Item #8.A.
11 Dec 2023
Work Site. Work site must be closed for the duration of the job. We recommend signage if possible.
Damage done to the jobsite while work is in progress is not the responsibility of Court Surfaces and
will result in an additional charge if further repairs are necessary as a result. This includes damage
from outside factors including but not limited to people, pets, wildlife, vandalism etc.
Irrigation. Direct irrigation will cause damage to surfacing. It is required that any irrigation that
directly contacts the court(s) be disabled for the duration of the job.
Weather. Our work schedule is weather dependent, and we will likely not be on the jobsite from
9:00 to 5:00. While we will make every effort to finish your job in a reasonable amount of time,
there may be days we are not able to work due to the weather or other scheduling conflicts. Please
set these expectations with all stakeholders in advance.
Landscaping. All landscaping work is the responsibility of the customer. While we will do our best
to minimize our impact on the surrounding area, landscaping, grass, plants, hedges, etc. may be
damaged during the job. Court surfaces is not responsible for damage done to existing landscaping
or adding landscaping around new construction.
Cancellation. Should customer/contractor cancel or reschedule this project after contract signature
and return, before work has started, or within 24 hours of projected start date, a $3, 500.00/new
construction or $1, 000.00/surfacing charge will be paid to Court Surfaces as liquidated damages
(not as penalty) representing reasonable administrative expenses and interruption to Court
Surfaces work schedule.
Entrance/Exit. Please note that we will take caution to try to protect concrete, asphalt or material
that is used for entrance or exit points however with weight of construction equipment it is not a
guarantee that damage will not occur. Court Surfaces will not be responsible for these damages.
Broken areas will be a separate charge to repair or replace at a minimum per square ft. We are not
responsible to damage to construction entrance or exits.
Change Orders. All Change Orders will be discussed by all parties and signed upon before
changes can be made.
Digging and Setting Sleeves. Quote assumes digging and setting of sleeves will be in normal
tennis spec asphalt / limerock. There will be an additional charge if we have to dig through multiple
layers of asphalt or rebar or any other material that requires more time.
Remobilization. Our remobilization fee is $1,500.00.
S does • iIs W y Gr er
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