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TOWN OF MELBOURNE BEACH SPECIAL TOWN COMMISSION Meeting February 4, 2016 AGENDA PACKET
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TOWN COMMISSION SPECIAL MEETING THURSDAY, FEBRUARY 4, 2016 6:00 p.m.
COMMUNITY CENTER – 509 OCEAN AVENUE
AGENDA Mayor Jim Simmons Vice Mayor Margot Dorfman Commissioner Tom Davis Commissioner Gail Gowdy Commissioner Steve Walters
Town Manager Timothy Day Town Clerk Tracey Stevens Town Attorney Clifford Repperger, Jr.
PUBLIC NOTICE The Town Commission will conduct a Special Town Commission Meeting on Thursday, February 4, 2016 at 6:00 p.m. at Community Center located at 507 Ocean Avenue to address the items below.
Notice: Commission discussion and possible action may occur during any Commissioner Meeting. The following sections of the Agenda are always subject to such discussion and possible action without further motion by the Commission: Changes to the Agenda, Public Hearings, Old Business, and New Business. The public is advised that members if the Town Commission may be in attendance and participate in proceedings of the board. Attorney General Opinions (AGO) AGO 91-95, AGO 98-14, AGO 2000-68. PURSUANT TO SECTION 286.0105, FLORIDA STATUTES, THE TOWN HEREBY ADVISES THE PUBLIC THAT: In order to appeal any decision made at this meeting, you will need a verbatim transcript of the proceedings. It will be your responsibility to ensure such a record is made. Such person must provide a method for recording the proceedings verbatim as the Town does not do so. In accordance with the Americans with Disability Act and Section 286.26, Florida Statutes, persons needing special accommodations for this meeting shall, at least 5 days prior to the meeting, contact the Office of the Town Clerk at (321) 7245860 or Florida Relay System at 711.
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I.
Call to Order – Led by Mayor Simmons
II.
Roll Call
III.
Pledge of Allegiance and Moment of Silence
IV.
Public Comment After being acknowledged by the Mayor, members of the public should state their name and address for the record. The Commission encourages citizens to prepare their comments in advance. Each individual will have three (3) minutes to address the Commission on any topic(s) related to Town business not on the Agenda. Please remember to sign the sign-in sheet provided if you will be speaking at the meeting.
V.
Old Business A. Consider proposals for reconstruction of the Ryckman House porch B. Amend motion for IT services from January 20, 2016 Town Commission meeting
VI.
Adjournment
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Attachments:
Proposals received by the Town for reconstruction of the Ryckman House exterior porch flooring.
Date Prepared:
January 26, 2016
Requested By:
Daniel H. Rocque, Director of Public Works
Meeting Date:
February 4, 2016
Agenda Category: (check all that apply) Proclamations & Awards
Public Hearings
Presentations
X
Old Business
Boards & Committees
X
New Business
Consent
Other:
Subject:
Reconstruction of the Ryckman House exterior porch flooring.
Recommended Action:
Accept the proposal received from Riverside Construction in the amount of $7,000.
Background:
The initial proposal and scope of services was transmitted to local service providers on 10/28/2015. Four competitive proposals were received by the Town, however all proposals greatly exceeded the budgeted/anticipated amount of $7,000. Staff reissued and extended the request for proposals on 11/30/2015 in hopes of securing one which would be more in line with the budgeted amount. No new proposals were received as a result of the transmittal. Staff then put together a plan by which the Town would be responsible for removing the existing porch flooring, purchase the necessary building materials, have the wood painted by a contractor and then the Town would attempt to secure carpentry labor to complete the process. The estimated cost to complete the project in this manner is $7,190 assuming carpentry labor could be secured within the estimated amount. On January 26, 2016 staff received a proposal from Riverside Construction. The proposal,
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which was received after the announced deadline of December 11, 2015, is in the amount of $7,000. The proposal includes all facets of the issued scope of work, however it will be necessary for public work staff to assist with the demolition process in order to preserve the price mark of $7,000. Per Town Code of Ordinances; § 15-27. FORMAL COMPETITIVE BIDDING PROCEDURES: The Town Commission shall have the authority to waive the formal bidding procedures described in § 15-27 when due to a need for supplies or services there is insufficient time to utilize the bidding, in the event of emergency circumstances, or when the Town Manager, or the Town Commission, as the case may be determined that it is in the best interest of the Town.
Suggested Action:
Motion to authorize the Town Manager to sign the contract agreement with Riverside Construction for the purpose of replacing the deck boards on the porch, steps and ramp of the Ryckman House including skirt boards on the existing support/floor joists on the exterior porch, for the sum total of $7,000 and this action is deemed to be in the best interest of the Town.
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Riverside Construction Services, Inc.
CGC-059947
1243 North Harbor City Blvd * Melbourne, Florida 32903 * Voice and Fax (321)622-4571
[email protected] PROPOSAL Job Name Attention
Ryckman House Dan Rocque, Ryckman House Proposal #10-2015
Bid Date Proposal #
Job Address
Town of Melbourne Beach 507 Ocean Ave Melbourne Beach FL 32951 same 321-984-8994 Attn: as noted
[email protected] Project Location
Billing Address Phone / Fax # Email
Proposal
RYCKMAN HOUSE
Submitted By
1/26/2016 (Mel Beach) #10-2015 RCSI Forms BC2002 Ryckman Park- 517 Ocean Ave Jimmy Miendl
Per Blue Print Number N/A Blue Print Date N/A
Scope of Work 1. Replace deck boards on the porch, steps and ramp of the Ryckman House, including skirt boards. Approoximately 500 sq.ft.
Cost
Details listed below Details listed below. -Install Yellawood KDAT Select, Grade #1, size of 5/4 X 6" -Attach decking bark side up to prevent cupping -Place boards with growth ring “frowning” -Only carbide tipped saw blade will be used to cut preserved wood -Fasteners shall be type 316 stainless steel screws as recommended by Yellawood -Fasteners shall be installed through the top of the decking into the support joists. There shall be two fasteners per board into each joist. Screws must be imbedded 1 ¼ to 1 ½ inches into the joist member. -Pilot holes shall be drilled for all screw attachments. -The contractor shall conform to the spacing requirements/recommendations of the manufacturer and for the wood type used in order to ensure proper gap even after installation. -An endcoat preservative shall be used on all saw cuts and into all pilot holes. Total includes scope of work plus labor and material. Job Subtotal
Payment Terms:
50% upon signing contract and 50% upon completion
See Below
Overhead (10%) Profit (10%)
$7,000.00 ---
Total
$7,000.00
Page 20 All work to be completed in a workmanlike manner according to standard practices and manufacturer’s instructions. Any alteration or deviation from above specifications involving extra costs will be executed only upon written approval and will require extra charges and time to complete above and beyond this estimate. Owner/Customer agrees to pay all attorney’s fees, costs and other expenses incurred by Riverside Construction Services, Inc to enforce this agreement. Contractor shall not be held liable for delays beyond our control. Owner/Customer is to carry fire and any other necessary insurance. Contractor shall carry General Liability Insurance and Workers Compensation Insurance for all workers.
Owner/Customer Authorized Signature: ____________________________________________________ Contractor Authorized Signature: _________________________________________________________ Note: We may withdraw this proposal if not accepted within 30 days.
ACCEPTANCE OF PROPOSAL: The above price, specifications, and conditions are satisfactory and are hereby accepted. Contractor is authorized to do the work as specified. Payment shall be made as described above.
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Attachments:
Minutes re: IT Upgrade from 1/20/16 mtg; IT bids
Date Prepared:
January 28, 2016
Requested By:
Town Manager
Meeting Date:
February 4, 2016
Agenda Category: (check all that apply) Proclamations & Awards Presentations
Public Hearings X
Old Business
Boards & Committees
New Business
Consent
Other: Workshop
Subject:
Recommended Action:
Background:
Purchase of a new server, replace 14 workstations and a 2 year maintenance and support agreement for the Town administration offices and the Police Department. Modify motion of previously approved expenditure of appropriated funds from the 333 Capital Fund to upgrade the IT structure to include an in house server for Town Hall administration. Information technology for the Town administrative offices is currently in a Cloud accessed server. Because of less than stable internet connections, staff experiences loss of use (productivity) for an average of 6 hours a week. The existing workstations and software are more than 4 years old and should be replaced. Staff has received proposals from several vendors and recommends using Computer Experts to provide new hardware and software. We have a positive history with Computer Experts. They are the most experienced servicing and maintenance providers with FDLE certifications in the area. There is a $5500.00 installation and migration fee which will be waived with a 2 year maintenance agreement. The maintenance agreement monthly fee is less than we pay the current provider. There was a motion to approve this purchase at the January 20, 2016 meeting.
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MINUTES FROM JANUARY 20, 2016 MEETING REGARDING IT SERVICES A. Consider upgrades to IT services (00:02:17) Interim Town Manager Evans reported that Brighthouse said we are getting the best they have to offer. She added that cloud computing is causing most of our problems, especially in the finance department, and that we average downtime between 5-7 hours per week. Ms. Evans presented estimates for bringing everything back in-house. The request is to purchase a new server and replace all the workstations in the Administrative Department. Vice Mayor Dorfman moved to approve the expenditure of previously appropriated funds from the 333 capital fund to upgrade the IT structure to include an in house server for Town Hall administration, replacement of the workstations, upgraded software for all users and a 2-year maintenance agreement. Commissioner Davis seconded. Commissioner Walters said this is a $32,000 expenditure that hasn’t gone out to bid and he thinks we can do better. Also, the cost of a maintenance plan wasn’t included in the pricing. Interim Town Manager Evans said we received multiple bids but it was hard comparing them and added that we went to cloud computing years ago because of a less expensive upfront cost. She explained that processing is taking place in the cloud so when the internet goes down, we no longer have processing capability. This down time is costing a lot in lost productivity. Vice Mayor Dorfman said to Commissioner Walters that this proposal is supposed to correct our issues; we have old equipment and it’s time to upgrade. Commissioner Gowdy said she knows we need to fix our IT problems but didn’t think there was enough information provided to approve anything at that nights meeting. She wants to see more options and is interested in holding a workshop with experts in attendance. Mayor Simmons said computer software needs to be replaced about every 3 years. A new server would solve the problem and he’s ready to move forward. Vice Mayor Dorfman asked a question regarding backups. Interim Town Manager Evans said backups will take place every night. One copy will go into the fire safe and another into the cloud, providing redundancy. Commissioner Walters said he agrees that we need to do something but what he doesn’t agree with is paying $32,000 without going out to bid. He thinks the 14 computers and server should be priced. Also, it wasn’t budgeted. We don’t have a maintenance plan either. Interim Town Manager Evans said we need an expert maintenance plan since we don’t have anybody on staff who is an IT pro. The top tier plan should cover the Town for what we need.
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Commissioner Gowdy said she knows things need to change but she’s not confident that this proposal is the way to go. She said there is no proposal for her to look at. Mayor Simmons said we all need to do our homework so we come to a meeting prepared. Commissioner Walter said there is no proposal in the package and he feels we are required to go out to bid. Public Comment (02:43:05) Jean Marshall 410 6th Avenue Ms. Marshall asked how anybody can vote on something without a contract. She knows we need our computers revamped because this problem has been going on for years. Mayor Simmons said we are authorizing Interim Town Manager Evans to spend $32,000 on an IT upgrade so there is no detailed contract at this point. Vice Mayor Dorfman said she remembered that we set aside money for an IT upgrade under long term projects. Terry Williams 423 6th Avenue Ms. Williams urged the Commission to approve the IT upgrade request. She feels this has been competitively bid and Interim Town Manager Evans is very technologically savvy. She recommends purchasing all the workstations; we will ultimately save money. Motion carried 3-2 with Commissioner Gowdy and Walters casting the dissenting votes.
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