August 6 2012 Complete Agenda

7/31/2019 August 6 2012 Complete Agenda

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AGENDA

MAYOR AND CITY COUNCIL REGULAR SESSION

MONDAY, AUGUST 6, 2012 6:00 P.M.

1. CALL TO ORDER

2. PRAYER AND PLEDGE

3. REPORT FROM CITY MANAGER ON UPCOMING WORK SESSION

4. APPROVAL OF MINUTES

A. Regular Session #13 dated July 2, 2012B. Work Session dated July 10, 2012

5. ITEMS PRESENTED BY THE MAYOR AND CITY COUNCIL

6. PRIVATE EVENT PERMIT REQUESTS

1st Annual Walk for Recovery Saturday, September 8, 2012

Presented by: Lisa Mitchell, Private Events Coordinator and Mary Myers, The Atlantic Club

7. PUBLIC HEARINGS

8. UNFINISHED BUSINESS

9. NEW BUSINESS

A. Request Permission for 7th

Annual Bay Shore Bash Block Party Saturday,September 1, 2012

Presented by: Linda Zwirlein and Jackie Kephart

B. Request Approval of Street Closing for Caine Keys II Annual Picnic on Saturday,August 11, 2012

Presented by: Council Member Doug Cymek

C. Request for Placement of Balloon at Seacrets During Realtors Convention

Presented by: Carl Ortman, RE/MAX Premier Properties

10. REPORTS AND RECOMMENDATIONS FROM THE DEPARTMENT OF PLANNING

AND COMMUNITY DEVELOPMENT

11. APPOINTMENTS TO BOARDS, COMMISSIONS AND OTHER CITY ORGANIZATIONS


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12. ITEMS REFERRED TO AND PRESENTATIONS FROM THE CITY SOLICITOR

A. Ordinance to Amend Chapter 22, Entitled Elections (pertains to no-excuse absentee

ballots, allowing the acceptance of absentee ballots until 5:00 p.m. on the Monday prior toElection Day and the acceptance of emergency absentee ballots on Election Day)

B. Ordinance to Amend Terms for the Airport Improvement Bond of 2005 (to reduce the

interest rate from 5.43% to 3.20%)

13. ITEMS REFERRED TO AND PRESENTATIONS FROM THE CITY MANAGER

A. Upcoming Bid Requests: Replacement of the Inlet Lot Parking Control System;Police/EMS/Fire Department Uniforms; Chemicals for Water and Wastewater Department;

Medical Supplies; and a Northside Park Outdoor Exercise Area

B. Request to Sole Source Purchase Sludge Grit Pumps

C. Bid Award Recommendations: Solid Waste Trucks; Annual Concrete Sidewalk Repair and

Replacement Contract; Annual Street Paving Contract; Annual Standby GeneratorPreventative Maintenance Contract; City-Wide Water Valve Exercising Project; and 14 th

Street Water Treatment Plant Replacement Valves

14. COMMENTS FROM CITIZENS 5 MINUTE TIME LIMIT

15. COMMENTS FROM THE MAYOR AND CITY COUNCIL


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REGULAR SESSION -MAYOR AND CITY COUNCIL

MONDAY, AUGUST 6, 2012

3 REPORT FROM CITY MANAGER ON UPCOMING

WORK SESSION


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4 APPROVAL OF MINUTES

A. Regular Session #13 dated July 2, 2012

B. Work Session dated July 10, 2012


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6 PRIVATE EVENT PERMIT REQUESTS

1st

Annual Walk for Recovery Saturday,

September 8, 2012

Presented by: Lisa Mitchell, Private Events Coordinatorand Mary Myers, The Atlantic Club


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Sun Mon Tue Wed Thu Fri

September

2

Summer of Thanks

Beach Lights

3

Summer of Thanks

Beach Fireworks

4 5 6 7

9

OC Cruzers

ESA Surf Event

10 11

PE 911 Parade of

Brothers

12 13

PE - Bikefest14

PE -

16

PE Bikefest

ESA Surf Event Rain

Date

17 18 19 20

SUNFEST

PE Sunfest Kite

Festival

21

SUN

PE

Festi

23

SUNFEST

PE Sunfest Kite

Festival

OC Cruzers

24 25 26 27 28

PE - W

30


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The W h i t e Mar l i n Cap i t a l o f t he Wor ld

Agenda Item # 6

Council Meeting August 6, 2012

TO: The Honorable Mayor, Council President and Members of Council

THRU: David L. Recor, ICMA-CM, City ManagerFROM: Lisa Mitchell, Private Events Coordinator

1st Annual Walk for RecoveryRE:DATE: July 30, 2012

I SSUE( S) : Requesting approval for the 1st Annual Walk for Recovery event

SUMMARY: The event consists of a 5-mile walk on the Boardwalk beginning

and ending at the Inlet. The events goal is to raise awareness

about the Atlantic Club where the Worcester Addictions Center islocated. The facility serves as a recovery and treatment center

for the community and their families.

The coordinator is requesting 200 free Inlet Lot parking passes

for participants and 20 free Inlet Lot parking passes for

volunteers.

FI SCAL I MPACT: Non specified

RECOMMENDATI ON: To approve the event with the following caveat:

Provide parking passes for the volunteers only a total of 20passes in the Inlet Lot from 6 am until 4 pm

ALTERNATI VES: 1) Approve event as the application requests2) Approve event with no parking passes

3) Do not approve event

RESPONSI BLE STAFF: Lisa Mitchell, Private Event Coordinator

COORDI NATED W I TH: Appropriate staff, specifically OCPD and Public Works

ATTACHMENT(S) : 1) September 2012 Calendar

2) Cover Sheet

3) Application

4) Site Layout5) Potential Sponsor List6) Addendum to the Application Parking Request


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Ocean City Private Events

Name of Event: 1st Annual Walk for Recovery New Event: YES

Date of Event: Saturday, September 8, 2012

Date Application Received: July 16, 2012 Application Fee Paid: Yes

Date Routed: July 16, 0212

Date Returned from All Departments: July 30, 2012 Total Cost to Town: No foreseeable costs

Things to Note:

This event would consist of a 5-mile walk on the Boardwalk beginning and ending at the Inlet.

The events goal is to raise awareness about the Atlantic Club where the Worcester Addiction Center is located. There

they service the recovery/treatment community and their families.

The event coordinator requests 200 parking passes for the Inlet Lot to expire on Saturday, September 8th at 2 pm for

event participants to use.

The event coordinator requests 20 separate parking passes for the Inlet Lot to expire no later than 4 pm for the event

volunteers to use.

Event would set-up on Saturday, September 8 from 6 am until 7:45 am. On the south end of the Boardwalk at the LifeSaving Museum and Harrisons Harbor Watch they would set-up six to seven 8-foot long tables, multiple chairs, a

podium and a PA System. On the Boardwalk at 27th Street they would set-up one 8-foot long table and a few chairs.

Cleanup would take place directly after the events completion, from 1:30 pm until 4 pm.

Registration for the event would begin at 8 am.

The opening ceremony would begin at 9 am and the walk would immediately follow.

Prize drawings would be held at the conclusion of the walk, at approximately 12-12:30 pm.

Water stations would be located at the registration booth on the south end of the Boardwalk and on the Boardwalk at

27th Street.

There would be a DJ on the south end of the Boardwalk.

Expected number of participants is 500-1,000.

Comments from Department Representatives:

FIRE MARSHAL A tent permit must be obtained from the Office of the Fire Marshal.

PUBLIC WORKS On the requested event date 75% of the Inlet Lot will be taken up by the set-up of OC Bikefest

and not available for any other use. This leaves only about 250 total available spots for the general public to use.

Also, the Inlet Lot is still open for paid operations at that time and quite busy on Saturdays in September. It is our

recommendation to only give the volunteers free parking passes and request all others to park at other locations

wherever possible, such as the Worcester Lot and street meters, and pay as usual.

OCPD Will notify shift.

REC & PARKS, RISK MANAGEMENT, OCBP, EMERGENCY SERVICES, TOURISM, TRANSPORTATION,

and OCCC No comments, concerns or costs.

Date on Council Agenda: August 6, 2012 Date Applicant Notified of Meeting:

Event Approved of Denied:

Date Fees Received: Amount:

Date Insurance Certificate Received: Beach Franchise Notified:

Date Permit Issued:

Other:


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PRIVATE EVENT APPLICATIONTown of Ocean City, Maryland

NON-REFUNDABLE APPLICATION FEE:$100.00 For Profit Applicants, $25.00 Non-Profit Applicants

RETURN APPLICATION TO: Private Events CoordinatorTown of Ocean CityRecreation and Parks200 125th StreetOcean City, MD [email protected]

This is an application for use and is not a permit of use. No guarantee of availability oruse is made or implied by the acceptance of the application and fee.

This application is to be completed and forwarded to the Ocean City Special Events

Department at least 90 days prior to the requested event. If an application is submittedless than 90-days prior to the proposed start date, a late submission fee of $100.00 will beassessed for both Non-Profit organizations and For-Profit promoters. A new applicationmust be submitted annually for recurring events.

Any misrepresentation in this application or deviation from the final agreed upon routeand/or method of operation described herein may result in the immediate revocation ofthe permit. Applicants attention is directed to the accompanying information packet,entitled Private Event Application Guidelines.

All questions on the application must be fully answered. Same as last year or similar

comments are not acceptable responses. If a question does not apply, please write N/Ain that space. The application will be returned if the information is incomplete. Pleasetype or print the information clearly. You may attach additional sheets as necessary.

A non-refundable application fee must accompany this document.$100.00 For-Profit Promoters and $25 Non-Profit Organizations

The minimum fee for City property usage is $150 per day for For-Profit promoters and$25.00 per day for Non-Profit organizations. For beach use this fee is applied per oceanblock, per day. Races/runs/walks on the beach do not require a per block charge. Set-upand breakdown days are also subject to this fee assessment.

1. TITLE OF EVENT: ____________________________________________________1st Annual Walk for Recover

2. IS THIS A NEW EVENT? ______________________________________________es

3. DATE(S) OF EVENT _______Saturday, September 8, 2012________________

4. STARTING & ENDING TIMES OF EVENT: _______________________________6 am-4 m

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5. PROJECTED SET-UP DATE (S) & TIMES: ________________________________

_____________________________________________________________________9/8 6 am-7:40 am

6. PROJECTED CLEAN-UP DATE (S) & TIMES: ____________________________________________________________________________________________________9/8 1:30 m-4 m

7. LOCATION (Describe area in which event shall be contained; be specific as to howmuch area will be used, etc.): ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ __________________________________________________________________________________________________________________________________________

Inlet area of the Boardwalk approx. Harbor Watch tolife saving museum 6 or 7 8-foottables set up along sides in front of benches8-foot table set-up at 27th St.Podium set-up in front of life saving museum with PA System

_____________________________________________________________________

_____________________________________________________________________

8. APPLICANTS NAME: ________________________________________________Mar M ers

9. ORGANIZATION REPRESENTING: _____________________________________

__________________________________________________________________________________________________________________________________________

The Atlantic Club

10. MAILING ADDRESS: ______________________________________________________________________________________________________________________PO Box 563 11827 Ocean Gatewa Ocean Cit MD 21843

11. WORK PHONE #_____________________HOME PHONE #__________________410-251-1512

FAX:____________________________EMAIL: [email protected]______

12. IF ORGANIZATION IS NONPROFIT, YOU MUST SUBMIT A LETTER OFPROOF OF NON-PROFIT STATUS: __________________________________________________________________________________________________________

attached

_____________________________________________________________________

13. ON-SITE EVENT COORDINATOR: ______________________________________

14. OCEAN CITY/LOCAL ADDRESS OF COORDINATOR: ______________________________________________________________________________________________________________________________________________________________Mar M ers PO Box 1458 Berlin MD 21811

15. COORDINATORS CONTACT NUMBERS:HOME: ___________________________WORK: ________________________FAX:_____________________________CELL: __________________________E-MAIL ADDRESS: ________________________________________________OTHER: __________________________________________________________See above for cell and email

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16. FULLY DESCRIBE THE EVENT AND ALL PROPOSED ACTIVITIES: ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

5 Mile Walk on Boardwalk beginning at the Inlet and ending at the inlet.R

egistration will begin at 8 am tshirts given out to a certain amount of participantsTBD)(

Kick-off with opening speakers at 9 am

Prize drawings held at conclusion of walk approx. 12-12:30 pmWater stations located at 27th St and Registration boothD isc Jockey

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________*if more space is needed, please attach additional pages to the back of this application

17. WHERE WILL EVENT HEADQUARTERS BE LOCATED? _________________________________________________________________________________________________________________________________________________________Day of Boardwalk at InletBefore day of Atlantic Club, West OD, MD

18. VEHICULAR ACCESS TO THE BEACH IS CONTROLLED. DO YOUREQUIRE SUCH ACCESS? ______IF SO, WHERE? ____________________________________________________________________________________________N/A

________________________________________________________________________________________________________________________________________

19. FULLY DESCRIBE THE UNLOADING AND LOADING OF SUPPLIES,EQUIPMENT, ETC. IN SUPPORT OF YOUR EVENT. (Include location, process,etc.): _______________________________________________________________________________________________________________________________________________________________________________________________________

Boardwalk at Inlet and 27th St. tables, chairs, signs and equipment

____________________________________________________________________

20. WILL YOU SET UP A JUDGING AREA, P.A. SYSTEM, TENTS,SCAFFOLDING, ETC.? IF SO, PLEASE ILLUSTRATE ON REQUIREDDIAGRAM AND DESCRIBE HERE: _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

PA systemRE

egistration table, donation tableducation awareness table, water table

21. DESCRIBE THE CROWD CONTROL PROCEDURES YOU INTEND TOEMPLOY: _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Event staff in place along the walk expecting a peaceful crowd participants alsoattending sessions by the sea.

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22. DESCRIBE ANY SPECIAL PARKING/TRAFFIC NEEDS ORCONSIDERATIONS (Be aware that additional charges may be assessed.):____________________________________________________________________________________________________________________________________________________________________________________________________________Allow those participating in the walk to be given a special ticket created by event

____________________________________________________________________coordinator to exit the inlet parking lot at conclusion of the event approximately 4 pm,____________________________________________________________________but no later than 4 pm

23. HAVE ARRANGEMENTS BEEN MADE FOR MEDICAL ASSISTANCE? _____IF SO, WHAT TYPE? ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

We will have a nurse on site

24. WHAT IS YOUR RAIN POLICY? ___________________________________________________________________________________________________________

____________________________________________________________________N/A

____________________________________________________________________

25. WHAT PROVISIONS WILL BE MADE FOR COLLECTION AND DISPOSINGOF SOLID WASTES, INCLUDING TRASH, GARBAGE AND RECYCLABLES?______________________________________________________________________We will supply 4 garbage cans and bags 3 at registration table and 1 at 27th St.20 volunteers to set-up and clean-up ___________________________________________________________________________________________

26. WHAT PROVISIONS WILL BE MADE FOR PARTICIPANT COMFORT(TOILETS, HAND WASHING, ETC.)? _______________________________________________________________________________________________________

___N/A_________________________________________________________________________________________________________________________________________________________________________________________________________

27. DESCRIBE CONCESSIONS/SALE ITEMS REQUESTED: ___________________________________________________________________________________________________________________________________________________________Non-alcoholic coca cola brand bevera es

________________________________________________________________________________________________________________________________________

28. DESCRIBE ALL PRODUCT SAMPLING REQUESTED (SPECIFIC SIZES &QUANTITIES): __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

N/A

____________________________________________________________________

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29. WILL REVENUE BE GENERATED FROM PARTICIPANT FEES,CONCESSIONS, SPONSORSHIPS OR ANY OTHER SOURCE? ___yes________IF SO, WHO WILL THE PROCEEDS BENEFIT? ___________________________raising awareness in the local community and Atlantic club events serving therecovery/treatment community and their families

______________________________________________________________

30. DESCRIBE EVENT PRIZES/AWARDS: __________________________________________________________________________________________________________________________________________________________________________Participation prizes, prize drawings and t shirts

________________________________________________________________________________________________________________________________________

31. WILL YOU BE OFFERING A RAFFLE AT YOUR EVENT? _________________Please forward a copy of the approved One Day Raffle Permit, to the Private Events

no

Coordinator.

32. WILL YOU BE ERECTING A TENT AT YOUR EVENT? _________________esPlease forward a copy of the approved Tent Permit, from the Office of the Fire Marshal tothe Private Events Coordinator.

33. WILL YOU BE HAVING AIR-INFLATED STRUCTURES AT YOUREVENT? _______no_________Please forward a copy of the approved Air Support/Air-Inflated Structures Permit, to thePrivate Events Coordinator.

34. WILL YOU BE HAVING A BONFIRE AT YOUR EVENT? _________________Please forward a copy of the approved Bonfire Permit, to the Private Events Coordinator.

no

35. WILL YOU BE HAVING FIREWORKS AT YOUR EVENT? _________________Please forward a copy of the approved State of Maryland Fire Marshal Fireworks Permit, to

no

the Private Events Coordinator.

36. DO YOU EXPECT TO SERVE/SELL/DISTRIBUTE ALCOHOLIC BEVERAGESAT YOUR EVENT? ________ IF SO, PLEASE DESCRIBE INTENT (includebeverage type, quantities, drink sizes, location, etc.):__________________________________________________________________________________________________________________________________________________________________N/A

________________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________________Please forward a copy of the approved One Day Alcohol Permit, if required, to the PrivateEvents Coordinator.

37. EXPECTED NUMBER OF PARTICIPANTS: ______________________________500-1000

38. EXPECTED NUMBER OF SPECTATORS: ________________________________500-1000

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39. IF YOUR EVENT TAKES PLACE ON THE BEACH, YOU MUST NOTIFY THEAPPROPRIATE BEACH FRANCHISE OWNER OF THE INTENDED EVENT.HAVE YOU DONE SO? __N/A________WHO DID YOU CONTACT? _________

____________________________________________________________________

40. WHAT ASSISTANCE AND SUPPLIES WILL YOU BE REQUESTING FROMTHE TOWN OF OCEAN CITY (A refundable damage/repair bond of $100.00 isrequired for each major end-item borrowed from the Town of Ocean City):____________________________________________________________________________________________________________________________________________________________________________________________________________N/A

____________________________________________________________________________________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

41. A STATE HIGHWAY PERMIT MUST BE OBTAINED FOR USE OF ANYSTATE PROPERTY (ROADS, HIGHWAYS, ETC.) HAVE YOU ALREADYOBTAINED THIS PERMIT? ___________IF SO, PLEASE ATTACHED A COPYTO THE BACK OF THIS APPLICATION.Please forward a copy of the approved MDOT Highway Permit to the Private EventsCoordinator once you receive it.

42. For parade organizers only: EXPECTED NUMBER OF OVERSIZED VEHICLES(LARGER THAN 12 FT TALL, 8 FT WIDE AND/OR 20 FT. LONG)TRAVELING THE PARADE ROUTE: _______________DESCRIBE: ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

N/A

43. LIST LOCATIONS AND DATES FOR PRIOR EVENTS HELD THE PAST FIVE(5) YEARS: __________________________________________________________

________________________________________________________________________________________________________________________________________N/A

________________________________________________________________________________________________________________________________________

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44. LIST ALL SPONSORS ASSOCIATED WITH YOUR EVENT (Please read andcomply with the Town of Ocean Citys sponsorship policy. The application willnot be approved without sponsors. If no sponsors, please state No Sponsors in areaprovided below.): _________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________________Co of list of businesses in the rocess of be in contacted. Donations to be determined

45. LIST ADDITIONAL COMMENTS AND/OR REQUESTS NO COVERED IN

THIS APPLICATION: _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________N/A

________________________________________________________________________________________________________________________________________.

____________________________________________________________________

____________________________________________________________________________________________________________________________________________________________________________________________________________

46. PLEASE ATTACH A DETAILED DIAGRAM OF EVENT LAYOUT. MAKESURE YOU INCLUDE LOCATION OF HEADQUARTERS, PA SYSTEM,STAGE, CONCESSIONS, COURTS, BANDS, ETC.IS DIAGRAM INCLUDED WITH APPLICATION? YES________NO_______XX

An event diagram MUST be included for an event to be considered.

INSURANCE REQUIREMENT:For the protection of the public and the Mayor and City Council, the applicant mustobtain, at the applicants own expense, general liability insurance coverage, which shallinclude coverage for personal injury in the amount of one million dollars ($1,000,000)single limit. Said insurance coverage shall name the Mayor and City Council asadditional insureds, with the address on the certificate listed as 301 Baltimore Avenue,Ocean City, Maryland 21842. A copy of the Insurance Policy Addendum, showing theaddition of the Mayor and City Council as additional insured, is also to be provided. Thecertificate of insurance and the addendum shall be furnished to the Private EventsCoordinator, no later than 30-days before the private event.

INSURANCE CERTIFICATE AND ADDENDUM:

____________INCLUDED WITH APPLICATION

___XX_______TO BE OBTAINED AND FORWARDED NO LATER THAN THIRTY(30) DAYS PRIOR TO THE EVENT

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COCA-COLA EXCLUSIVE PRODUCT AGREEMENT DISCLOSURE:The applicant must comply with all provisions of the Towns agreement with Coca-ColaRefreshments as it pertains to the distribution or sales of beverages by the applicant onTown property. The applicant agrees to sell, dispense or serve only Coca-Cola beverageson Town premises for the duration of the permitted use.

The applicant is expressly prohibited from using the beverages of other suppliers, saidbeverages to include soft drinks, juices, sport drinks, specified energy drinks and bottledwaters. The permitted beverages include Coca-Cola, Diet Coca-Cola, Sprite, Pibb Xtra,Mello Yello, Nestea, Arizona Tea, Barqs Root Beer, Fanta, Minute Maid, PowerAde,Fuze Juice, Monster, Tum E Yummies, Dasani and other products that Coca-Cola mayprovide in accordance with its agreement with the Town of Ocean City.

I have read this disclosure and agree that I will comply with its provisions.

APPLICANTS SIGNATURE____________________________DATE______________Si nature on File 7-13-12

LOCAL ORDINANCE DISCLOSURE AND COMPLIANCEThe applicant agrees to comply with the provisions ofallapplicable ordinances of theTown of Ocean City. Specifically all permitted uses on or within 75 feet of theBoardwalk are required to comply with the provisions of chapter 62 of the Code whichexpressly prohibits the public sale, rental or exchange for a donation of any goods, wares,merchandise, foodstuffs, refreshments or other commodities or services.

I have read this disclosure and will comply with allprovisions of the local ordinancesincluding Chapter 62 of the Town Code.

APPLICANTS SIGNATURE___________________________DATE_______________Si nature on File 7-13-12

HOLD HARMLESS CLAUSE:Permitted (organization/applicant) shall assume all risks incident to or in connection withthe permitted activity and shall be solely responsible for damage or injury, of whateverkind or nature, to person or property, directly or indirectly arising out of or in connectionwith the permitted activity or the conduct of Permitteds operation. Permitted herebyexpressly agrees to defend and save the Town of Ocean City, its officers, agents,employees and representatives harmless from any penalties for violation of any law,ordinance, or regulation affecting its activity and from any and all claims, suits, losses,damages, or injuries directly or indirectly arising out of or in connection with thepermitted activity or conduct of its operation or resulting from the negligence orintentional acts or omissions of Permitted or its officers, agent and employees.


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MANDATED CHANGES/CANCELLATIONApplicant understands that any event or event date can be changed or canceled at thedirection of the Mayor and City Council if the approved event interferes with Public

Works project(s) or any other necessary governmental function. Such action may bedirected at any time.


PRIVATE EVENT APPLICATION COMPLIANCE REQUIREMENTThe applicant for the private event described in this application agrees to followguidelines provided and submit a complete application including all required submissionof materials.

The applicant agrees to take full responsibility for all city-owned property, whetherborrowed, leased or rented, and understands that necessary replacement and/or repair feesmay be assessed should such property be in an unacceptable condition.

The applicant agrees to abide by all provisions of the private event permit granted by theTown and agrees to pay all fees and costs assigned to the permit. The applicant furtheragrees to comply with all conditions of the use permit, which may be required by theMayor and City Council of the Town.

I have read and will copy with all special event application requirements.


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le:///N|/2012/08-06-12%20Regular%20Session/Walk%20for%20Recovery/RE%20Walk%20for%20Recovery.htm

From: m ary m yers [m arymd73@h otm ail .com]Sent: M on day, July 16, 2012 5:59 PMTo : Lisa M itchel lSubject: RE: W alk for Recover y

Lisa!

spoke with Margie who is contacting the Accountant in regards to an updated copy of the Non-Profittter. As for the Parking Pass, we would like to request 200 parking passes to expire on Sat. Sept. 8,12 at 2:00pm. We would like 20 separate Parking Passes to expire no later than 4:00pm to give thelunteers an opportunity to close everything down and clean up. Please let me know if this is aasonable request.

hank you,

ary Myers

om: [email protected]: [email protected]: Mon, 16 Jul 2012 16:13:43 -0400bject: Walk for Recovery

ary-eft you a message about the times of your event. Please call at your convenience to discuss further

so, in reviewing the IRS letter, it states your period of being a publicly supported organization ended/31/05? Please call so we may straighten this out.hanks,sa

Lisa A. Mit chell, Pr ivat e Event s Coor dinat or

200 125t h St r eet

Ocean Cit y, MD 21842410- 250- 0125 (wor k)443- 235- 7329 (cell)410- 250- 5409 (f ax)

le:///N|/2012/08-06-12%20Regular%20Session/Walk%20for%20Recovery/RE%20Walk%20for%20Recovery.htm8/1/2012 10:36:06 AM


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9 NEW BUSINESS

A. Request Permission for 7th

Annual Bay Shore Bash

Block Party Saturday, September 1, 2012

Presented by: Linda Zwirlein and Jackie Kephart


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Agenda Item # 9A



THRU: David L. Recor, ICMA-CM, City ManagerRE: Bay Shore Bash Block Party

DATE: August 6, 2012

I SSUE( S) : Request by Bayshore Court residents to allow temporary closureof the cul-de-sac at the end of Bayshore Drive for annual block

party.

SUMMARY: The Bay Shore Bash is an annual event that is scheduled for

Saturday, September 1, 2012. Event coordinators are requestingthat the cul-de-sac at the end of Bayshore Drive be closed, the

ability to serve alcohol and to have a Disc Jockey forentertainment.

C-1102 of the Town Charter provides that the Town shall have

control of all public ways. Authorization to temporarily close a

street requires permission from the Mayor and Council.

FI SCAL I MPACT: N/A

RECOMMENDATI ON: Approval

ALTERNATI VES: Do not approve.

RESPONSI BLE STAFF: David L. Recor, ICMA-CM, City Manager

COORDI NATED W I TH: Department of Public Works

ATTACHMENT(S) : 1) Email from Randy Kephart, Resident, Bayshore Court


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1

Diana Chavis

From: Randy Kephart [[email protected]]Sent: Tuesday, July 10, 2012 9:29 PMTo: Diana ChavisSubject: Bayshoreblock party

Diana,

We are planning to have our annual Bay Shore Bash block party on Labor Dayweekend, Saturday 09/01/12.

We are requesting permission from the Town of Ocean City to close the Cul-de-sac attheend of Bayshore Court. As in previous years we are also requesting permission foralcohol anda Disc Jockey.

We are requesting to be added to the council meeting agenda on August 6th.We will be represented by Linda Zwirlein, and Monica Freese.

Can you please respond if we will be placed on this docket at this meeting?

Thank you.

RandyKephart608

Bayshore

Court

Unit

[email protected]

Office:3017979146

Cell:3015736951


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9 NEW BUSINESS

B. Request Approval of Street Closing for Caine Keys II

Annual Picnic on Saturday, August 11, 2012

Presented by: Council Member Doug Cymek


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Agenda Item # 9B



THRU: David L. Recor, ICMA-CM, City ManagerRE: Annual Caine Keys II Neighborhood Picnic


I SSUE( S) : The Caine Keys II Civic Association is requesting to close thewest end of Winter Harbor Drive for its annual neighborhood

picnic.

SUMMARY: The Caine Keys II annual picnic is scheduled for Saturday,

August 11, 2012 from 5 p.m. until dark at the west end of WinterHarbor Drive. The Association is requesting to:

a) partially close Winter Harbor Drive;

b) serve beer, wine and food in the street;c) allow a DJ to play amplified music;

d) place sanitary facilities at the street end; and

e) erect an inflatable bounce house

C-1102 of the Town Charter provides that the Town shall havecontrol of all public ways. Authorization to temporarily close a

street requires permission from the Mayor and Council.


RECOMMENDATI ON: Approval


RESPONSI BLE STAFF: David L. Recor, ICMA-CM, City Manager

COORDI NATED W I TH: Department of Public Works

ATTACHMENT(S) : 1) Letter from Caine Keys II Civic Association President and VP


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9 NEW BUSINESS

C. Request for Placement of Balloon at Seacrets During

Realtors Convention

Presented by: Carl Ortman, RE/MAX PremierProperties


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Agenda Item # 9C



THRU: David L. Recor, ICMA-CM, City ManagerRE: RE/MAX Inflatable Balloon Request


I SSUE( S) : Request for the Mayor and Council to consider allowing aninflatable balloon on the Seacrets parking lot during three days

of the Maryland Association of Realtors Conference, September10 12, 2012

SUMMARY: 66-6 of the City Code generally prohibits inflatable commercialsigns; however, it does allow the Mayor and City Council to issue

a permit for an inflatable sign, provided the sign is used inconjunction with a convention, parade or other special event of a

short term duration not to last more than one week, and furtherprovided that such inflatable sign meets all other municipal code

requirements and does not constitute an obstruction or traffic

hazard.

The balloon will be in the parking lot just South of the souvenirshop on Coastal Highway. This is a fan based, cold-air balloon

that runs on electricity. It is 21 tall by 20 in diameter. A hot airballoon specialist, Kevin Poeppelman, will be staying on Seacrets

property to monitor the balloon.

This request was first approved in 2006 and requires a

temporary sign permit.


RECOMMENDATI ON: Approve


RESPONSI BLE STAFF: Kevin Brown, Chief Building Official

COORDI NATED W I TH: Rico Rossi, General Manager, Seacrets

ATTACHMENT(S) : 1) Email from Dr. Carl Ortman, President/Broker of RE/MAX


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1

Diana Chavis

From: Dr. Carl E. Ortman [[email protected]]Sent: Friday, July 27, 2012 4:04 PMTo: Diana ChavisSubject: On the Agenda for the next Council Meeting

Good Afternoon!

I would like to be placed on the agenda for an upcoming Council Meeting to ask our yearly permission to erect

our RE/MAX Balloon on the parking lot of Seacrets during the three days of the MAR Conference, September10,11, 12.

Thank you,Carl

Carl E. Ortman, Ph.D.

President/Maryland Broker/Delaware Broker

RE/MAX Premier Propertiesand RE/MAX International

Ocean Pines Office

11049 Racetrack Rd.

Ocean Pines, MD 21811(office) 410-641-5222

(cell) 443-614-7756

[email protected]


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12 ITEMS REFERRED TO AND PRESENTATIONS FROM

THE CITY SOLICITOR

A. Ordinance to Amend Chapter 22, Entitled Elections (to

implement the no-excuse absentee ballot policy; toaccept absentee ballots until 5:00 p.m. on the Monday

prior to Election Day; and to accept emergency

absentee ballots on Election Day)


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THRU: David L. Recor, ICMA-CM, City ManagerFROM: Kelly L. Allmond, City Clerk

RE: Ordinance amending Chapter 22 Elections Absentee Ballot ProcessDATE: 08-01-2012

I SSUE( S) : First Reading of Ordinance amending the Absentee Ballot processas discussed in the July 31st Work Session.

SUMMARY: In the July 31, 2012 Work Session, the Mayor and Council voted

6-1 (Council Member Ashley opposed) to proceed with the draftordinance amending Chapter 22-32 as amended to establish the

submission deadline for Absentee Ballot Applications as 5:00PMon the Monday before Election Day.

Emergency Absentee Ballot Applications will be accepted by the

City Clerks Office on Election Day

FI SCAL I MPACT: None

RECOMMENDATI ON: Approve Ordinance as presented

ALTERNATI VES: None specified

RESPONSI BLE STAFF: City Solicitor Guy Ayres

COORDI NATED W I TH: City Clerk Kelly AllmondLocal Board of Election Supervisors

Worcester County Board of Elections

ATTACHMENT(S) : Proposed Ordinance amending Chapter 22

Agenda Item # 12A

Council Meeting 08/06/2012


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12 ITEMS REFERRED TO AND PRESENTATIONS

FROM THE CITY SOLICITOR

B. Ordinance to Amend Terms for the Airport

Improvement Bond of 2005 (to reduce the interestrate from 5.43% to 3.20%)


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The W h i t e M ar l i n Cap i t a l o f t he W or l d

Agenda Item# 12B


TO : The Honorable Mayor, Council President and Members of Council

THRU: David L. Recor, ICMA-CM, City Manager

FROM: Martha J. Bennett, Finance Administrator

RE: Ordinance for Airport Improvement Bond


I SSUE( S) : To pass ordinance which changes the terms of the Airport

Improvement Bond of 2005 with the Bank of America to lower theinterest rate.

SUMMARY: The Airport Improvement Bond of 2005 sold to Bank of America has afixed rate of 5.43% for a 10-year term, with a 20-year amortization ofpayments. On July 31, 2012, the Council accepted the offer from Bankof America to lower the rate to 3.2% for 12 years, the remainingterm of the original loan.

FI SCAL I MPACT: Over $18,000 savings in interest expense per year.

RECOMMENDATI ON: To pass the ordinance, with loan documents prepared by City

Solicitor.

ALTERNATI VES Do not refund bond by passing the new ordinance.

RESPONSI BLE STAFF: Guy Ayres, City Solicitor

COORDI NATED WI TH: Martha J. Bennett, CPA, Finance Administrator

ATTACHMENT(S): Ordinance


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13. ITEMS REFERRED TO AND PRESENTATIONS

FROM THE CITY MANAGER

A. Upcoming Bid Requests:

Replacement of the Inlet Lot Parking ControlSystem; Police/EMS/Fire Department Uniforms;

Chemicals for Water and Wastewater Department;

Medical Supplies; and a Northside Park Outdoor

Exercise Area


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TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Terence J. McGean, PERE: Inlet Parking LotDATE: July 17, 2012

I SSUE( S) : Request to receive design proposals for inlet parking lotequipment replacement.

SUMMARY: The Council approved funding for the replacement of the InletLot Parking Control System to occur in the coming off season. Iwould like to receive proposals from design professionals toassist in selecting and specifying the new system at the August14, 2012 work session.

FI SCAL I MPACT: $400,000 (full project)

RECOMMENDATI ON: Receive proposals

ALTERNATI VES: In-house design

RESPONSI BLE STAFF: Terence McGean, City Engineer

COORDI NATED W I TH: Public Works

ATTACHMENT(S) : None

Agenda Item # 13A



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Agenda Item # 13A

Council Meeting 8-6-2012


THRU: David L. Recor, ICMA-CM, City ManagerFROM: Joe Sobczak, Purchasing Director

RE: Upcoming Bid SolicitationsDATE: July 24, 2012

I SSUE( S) : Annual Bid Solicitations

SUMMARY: Solicitation of sealed bids for Police/Fire/EMS Uniforms;

Chemicals for Water and Wastewater Departments; and Medical

Supplies

FI SCAL I MPACT: Bid responses for FY13 expenditures as allowed by budgetedamounts

RECOMMENDATI ON: To proceed with sealed bid process

ALTERNATI VES: Buy without soliciting sealed bids

RESPONSI BLE STAFF: Joe Sobczak, General Services Manager

COORDI NATED W I TH: Chris Shaffer, Fire/EMS Assistant Chief

Howard Iman, Water SuperintendentCharles Felin, Wastewater Superintendent

Butch Arbin, Beach Patrol Captain

ATTACHMENT(S) : None


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Agenda Item # 13A


TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Thomas J. Shuster, Recreation and Parks DirectorRE: Authorization to Accept ProposalDATE: August 2, 2012

I SSUE( S) : To obtain permission to receive proposals for the Northside Parkoutdoor exercise area

SUMMARY: The Town received a grant for $119,000 from the MarylandCommunity Parks and Playgrounds Program for the constructionof a Northside Park outdoor exercise area. Requesting permissionform the council to receive proposals for the construction of theoutdoor exercise area.

FI SCAL I MPACT: The grant of $119,000 will cover 100% of the construction costs.

RECOMMENDATI ON: Staff recommends that the Council authorize receiving proposalsfor construction of this project.

ALTERNATI VES: None

RESPONSI BLE STAFF: Thomas Shuster, Recreation and Parks DirectorCalvin Ginnavan, Parks SuperintendentCOORDI NATED W I TH: Wayne Pryor, Grants Coordinator/Special Projects Manager

ATTACHMENT(S): None


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13. ITEMS REFERRED TO AND PRESENTATIONS

FROM THE CITY MANAGER

B. Request to Sole Source Purchase Sludge Grit Pumps


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The W h i t e Mar l i n Cap i t a l o f t he Wo r ld

TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Dean Dashiell Senior Project ManagerRE: Sole Source Purchase of Sludge Grit PumpsDATE: July 29, 2012

I SSUE(S) : Sole Source Purchase of Sludge Grit Pumps

SUMMARY: Permission to appear before the Mayor & City Council, during the

August 6

th

, 2012 Regular Session, to request approval topurchase six (6) new Sludge Grit Pumps from FL Smidth ofBethlehem, Pennsylvania.FL Smidth is the local distributor of the Dorr-Oliver Sludge Pumpthat Wastewater has had in service since 1969 in the NorthSludge Pump facility, since 1973 in the South Sludge PumpFacility, and 1988 in the East Sludge Pump Facility.Due to the reliability and proven service that the Dorr-OliverPumps have exhibited over past 40 years, we feel that no otherpump in this category would match the durability, plus providelimited renovations to accept the new units.These pumps are part of the Clarigester Project slated to beginconstruction this fall. Due to the complexity of these units, they

require a minimum of fourteen (14) weeks manufacturing thatcould delay the overall project start. By purchasing now, we canproceed on schedule with the project.

FI SCAL I MPACT: The six pumps will cost $ 200,326.00. These Pumps are part ofthe Clarigester Project funded by the recent Bond Issuance. TheProject Budget is $ 1,350,000.00.

RECOMMENDATI ON: Proceed with Sole Source Material Supplier Request.

ALTERNATI VES: Since the FL Smidth Company is the local distributor, no one elseexcept a firm located outside of United States could solicit a bid,

plus delay the order placement at the factory.

RESPONSI BLE STAFF: Dean Dashiell Senior Project Manager

COORDI NATED W I TH: Hal Adkins Director of Public WorksJim Parson Chief Deputy DirectorCharles Felin Superintendent of Wastewater

ATTACHMENT(S) :

Agenda Item # 13B


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13 ITEMS REFERRED TO AND PRESENTATIONS FROM

THE CITY MANAGER

C. Bid Award Recommendations:Solid Waste Trucks; Annual Concrete Sidewalk Repair

and Replacement Contract; Annual Street Paving

Contract; Annual Standby Generator Preventative

Maintenance Contract; City-Wide Water Valve

Exercising Project; and 14th

Street Water Treatment

Plant Replacement Valves


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The Whi te Mar l in Cap i ta l o f th e

TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Joe Sobczak, General Services DirectorRE: Sealed Bid AwardsDATE: July 24, 2012

I SSUE( S) : Award sealed bids for Solid Waste trucks

SUMMARY: Requesting approval to award sealed bids for Solid Waste Trucks

FI SCAL I MPACT: Budget allocation $896,000; bids totaling $802,165; budgetsavings of $93,835

RECOMMENDATI ON: To award bids as noted in memorandum of recommendation

ALTERNATI VES: Do not award bids

RESPONSI BLE STAFF: Joe Sobczak, General Services Director

COORDI NATED W I TH: Steve Brown, Superintendent of Solid Waste

ATTACHMENT(S): 1) 1 memo from Joe Sobczak, General Services Director

2) 3 memos from Steve Brown, Superintendent of Solid Waste

Agenda Item # 13C



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MEMORANDUM

DATE: July 18, 2012

TO: David Recor, City Manager

FROM: Joe Sobczak, General Services Director

SUBJECT: Award of Solid Waste Trucks

Steve Brown and I have reviewed the bids for these trucks.

FRONT LOADING REFUSE COLLECTION TRUCK:We are requesting to award this to the following low bidders.Collection Body: Maryland Industrial Truck @ $72,258.00Cab/Chassis: Elliott Wilson Trucks @ $138,783.00The total expenditure is $211,041 vs. the budget allocation of $220,000 which

represents a savings of $8,959.

AUTOMATED SIDE LOADING REFUSE TRUCK:We are requesting to award this to the following low bidders.Collection Body: Waste Equipment $85,932.00Cab/Chassis: Tidewater Mack, Inc. $125,000.00The total expenditure is $210,932 each for a total of $421,864 vs. the budgetallocation of $480,000 for a savings of $58,136.

ROLL OFF HOIST COLLECTION VEHICLEWe are requesting to award the hoist body to the low bidder and to award the

cab/chassis to the second lowest bidder. The low bidder on the cab/chassis did notquote, nor can they provide the specified unit.Hoist Body: Waste Equipment $30,775.00Cab/Chassis: Elliott/Wilson Trucks $138,485.00The total expenditure is $169,260 vs. the budget allocation of $196,000 for a savingsof $26,740.

Thank you for your consideration of our requests.


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INTERDEPARTMENTAL MEMO

TO: Joe Sobczak, General Services Director

FROM: Steven Brown, Manager of Solid Waste

DATE: July 16th, 2012

SUBJECT: Bid Award Front Loading Refuse Collection Cab /Chassis and Body

I have reviewed the bids for the front-loading refuse collection truck cab/chassis and body thatwere opened at the July, 10th work session. The bids are as follows:

Front Loading Refuse Collection Body

Maryland Industrial Trucks $72,258.00Toms Truck Sales LLC $84,835.00GranTurk Equipment Co., Inc $86,740.00Waste Equipment $86,840.00

Front Loading Refuse Collection Cab/Chassis

Elliott Wilson Trucks $138,783.00Tidewater Mack, Inc $140,000.00Cambria Truck Center $144,800.00Barr International No Bid

Front Loading Refuse Collection Truck Combined Unit Cab/Chassis and Body

GranTurk Equipment Co., Inc $224,154.00Toms Truck Sales LLC $229,768.12

Maryland Industrial Truck at $72,258.00 was the low bid on the body and Elliott Wilson Truckswas the low bid on the cab chassis at $138,783.00. These two bids were found to meet the bidspecifications and represent a total expenditure of $211,041.00. The front-loading refuse

collection truck was budgeted at $220,000.00; this purchase will represent a savings of$8,959.00


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INTERDEPARTMENTAL MEMO


FROM: Steve Brown, Manager of Solid Waste

DATE: July 16th, 2012

SUBJECT: Bid Award (2) Automated Side Load Refuse Truck Cab/ Chassis and Body

I have reviewed the bids for the automated side load refuses truck Cab/ Chassis and body thatwere opened and read at the July 10th Council Work Session. The bids are as follows:

Automated Side Loading Refuse Collection Body

Waste Equipment $ 85,932.00 eaMaryland Industrial Trucks $ 86,572.00 eaGranTurk Equipment $101,182.00 ea

Ingolds Inc No bid

Automated Side Loading Refuse Collection Cab/Chassis

Tidewater Mack, Inc $125,000.00 eaElliott Wilson $125,376.00 eaCambria Truck Center $139,325.00 eaBarr International, Inc No BidToms Truck Sales LLC No Bid

Automated Side Loading Refuse Truck Combined Unit Cab/Chassis and Body

GranTurk Equipment $228,503.00 ea

Waste Equipment at $85,932.00 ea was the low bid on the body and Tidewater Mack was thelow bid on the cab chassis at $125,000.00 ea. These two bids were found to meet the bidspecifications and represent a total expenditure of $ 421,864.00. The two (2) Automated SideLoad Refuse Trucks were budgeted at $480,000.00; this purchase will represent a savings of$58,136.00


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Interdepartmental Memo


FROM: Steven Brown, Manager of Solid Waste

DATE: July 16, 2012

SUBJECT: Bid Award Roll Off Hoist Collection Vehicle

I have reviewed the bids for the roll off hoist collection cab/Chassis and body that were openedat the July 10th work session. The bids are as follows:

Roll-Off Hoist Body

Waste Equipment $30,775.00Mid-Atlantic Waste Systems $35,800.00GranTurk Equipment $46,639.00

Roll-Off Hoist Cab/Chassis

Western Star Trucks of Delmarva $108,345.00 Does Not Meet SpecElliott/Wilson Trucks $138,485.00Tidewater Mack, Inc. $140,000.00

Cambria Truck Center $143,345.00Toms Truck Sales No BidBarr International Inc No Bid

Roll-Off Hoist Combined Unit Cab/Chassis and Body

GranTurk Equipment Co $183,940.00

Waste Equipment Sales & Service LLC at $30,775.00 was the low bid on the body. Western StarTrucks of Delmarva was the low bid on the Cab/Chassis. But do not meet spec.

Elliott/Wilson Trucks was the next low bid on the cab/chassis at $138,485.00. These two bidswere found to meet the bid specifications and represent a total expenditure of $169,260.00. Theroll-off hoist collection vehicle was budgeted at $196,000.00; this purchase will represent asavings of$26,740.


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TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Dean Dashiell Senior Project ManagerRE: Bid Award Authorization for Annual Concrete Sidewalk- Repair & Replacement

ContractDATE: July 29, 2012

I SSUE(S) : Bid Award Authorization for Annual Concrete Sidewalk- Repair &Replacement Contract

SUMMARY: Request permission from the Mayor & City Council to award theAnnual Concrete Sidewalk- Repair & Replacement Contract toGoody Hill Groundwork, Inc. based on the bid results received atthe July 31st, 2012 Work Session.I have performed a review of the low bid received from GoodyHill Groundwork, Inc. and have found the document to beconsistent in accordance with the contract documents.

FI SCAL I MPACT: Annual Unit Pricing displayed on the submitted bid form, will beused by the individual departments that have sidewalk repair orreplacement budgeted for FY2013. All pricing included on the bidform stay in effect until July 31, 2013.

RECOMMENDATI ON: Proceed with the approval of the Unit Prices provided in the Bid(in the case of our Bid Form we provided estimate Unitquantities that equaled $ 59,500.00.) The actual annualexpenditure will be subject to the actual work requested.

ALTERNATI VES: None.


COORDI NATED W I TH: Hal Adkins Director of Public Works

ATTACHMENT(S) : 1) Completed Bid Tabulation Sheet.

Agenda Item # 13C




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TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Dean Dashiell Senior Project ManagerRE: Bid Award Authorization for Annual Street Paving ContractDATE: July 29, 2012

I SSUE(S) : Bid Award Authorization for Annual Street Paving Contract

SUMMARY: Request permission from the Mayor & City Council to award the

Annual Street Paving Contract to George & Lynch, Inc. based onthe bid results received at the July 31st, 2012 Work Session.I have performed a review of the low bid received from George &Lynch, Inc. and have found the document to be consistent inaccordance with the contract documents.

FI SCAL I MPACT: Annual Unit Pricing displayed on the submitted bid form will beused in conjunction with both funded street paving programs aswell as department specific tasks until July 31, 2013.

RECOMMENDATI ON: Proceed with the approval of the Unit Prices provided in the Bid(in the case of our Bid Form we provided estimated Unit

quantities that equaled $ 216,890.00.) The actual annualexpenditure will be subject to the actual work requested.





Agenda Item # 13C



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Annua l Street Paving Bid

CO N TRACTO RS Base Bid

Am er ican Pavin g No Bid

Ch esap eake Pavin g $219,750.00

Geo rge & Lyn ch $216,890.00

Uni t Pr ic ing f ro m George & Lynch

Total = $ 216,890.00

Note: Due t o t he fac t that there are o n ly tw o loca l asphal t pr oducers in

th is area and are l isted above, we m ay only receive tw o bid s.

A-1 HM A-2"-Surf ace Paving @ $ 91 .25 per Ton X 2000 Tons= $ 182,500.00

A-2 HM A M i l l ing @ $ 2.92 per Squar e Yard/ Inch X 7,000 SY/ IN = $ 20,440.00

A-3 HM A Crack Sealing @ $ 1.55 p er Lineal Foo t X 9,000 LF= $ 13,950 .00



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TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Dean Dashiell Senior Project ManagerRE: Bid Award Authorization for Annual Standby Generator Preventive Maintenance

ContractDATE: July 29, 2012

I SSUE(S) : Bid Award Authorization for Annual Standby GeneratorPreventive Maintenance Contract.

SUMMARY: Request permission from the Mayor & City Council to award theAnnual Standby Generator Preventive Maintenance Contract toFidelity Power Systems based on the bid results received at theJuly 31st, 2012 Work Session.I have performed a review of the low bid received from FidelityPower Systems and have found the document to be consistent inaccordance with the contract documents.

FI SCAL I MPACT: Annual Unit Pricing displayed on the submitted bid form, will beused by the individual departments that have standby generationcapability and budgeted for FY2013.Also included in the bid submission, are rental generator systems

at specific sizes to match the Towns needs in the event of anemergency. All pricing included on the bid form stay in effectuntil July 31, 2013.

RECOMMENDATI ON: Proceed with the approval of Fidelity Power Systems in theamount of $ 28,270.00 for the FY 2013 Annual StandbyGenerator Preventive Maintenance Contract.





Agenda Item # 13C




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Annual Standby Generator Prevent ive M aintenance Bid


Alban Po w er Generat io n $49,335.00

Cum m in 's Po w er No Bid

Kelley Generat o r & Engine $28,555.00

Fidel it y Po w er Syst em s $28,270.00



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TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Dean Dashiell Senior Project ManagerRE: Bid Award Authorization for the City Wide Valve Exercising ProjectDATE: July 29, 2012

I SSUE(S) : Bid Award Authorization for City Wide Valve Exercising Project

SUMMARY: Request permission from the Mayor & City Council to award the

City Wide Valve Exercising Project to Utility Service based on thebid results received at the July 31st, 2012 Work Session.I have performed a review of the low bid received from UtilityService and have found the document to be consistent inaccordance with the contract documents.

FI SCAL I MPACT: Funding for this project was included in the FY 2013 WaterDepartment Budget in the amount of $ 85,000.00

RECOMMENDATI ON: Proceed with the approval of Utility Service in the amount of$ 67,875.00 for the City Wide Valve Exercising Project



COORDI NATED W I TH: Hal Adkins Director of Public WorksJim Parsons Deputy Director of Public WorksHoward Iman Superintendent of Water Department


Agenda Item # 13C




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City W ide V alve Exercising Project Bid


Flu id Pinpo in t ing No Bid

Hydro m ax, USA No Bid

M ueller Service Co m pany $78,000.00

Precision Pipe So lu t ions No Bid

Uti l i ty Service Company $67,875.00

W achs Ut i l i ty Service $78,000.00



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TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Dean Dashiell Senior Project ManagerRE: Bid Award Authorization for the 14th Street Water Treatment Plant Replacement

ValvesDATE: July 29, 2012

I SSUE(S) : Bid Award Authorization for the 14th Street Water TreatmentPlant Replacement Valves

SUMMARY: Request permission from the Mayor & City Council to award the14th Street Water Treatment Plant Replacement Valves toJohnston Construction Company based on the bid resultsreceived at the July 31st, 2012 Work Session.I have performed a review of the low bid received from JohnstonConstruction Company and have found the document to beconsistent in accordance with the contract documents.

FI SCAL I MPACT: Funding for this project was included in the FY 2013 WaterDepartment Budget in the amount of $ 150,000.00.

RECOMMENDATI ON: Proceed with the approval of Johnston Construction Company in

the amount of $ 99,729.00 for the 14th Street Water TreatmentPlant Replacement Valves



COORDI NATED W I TH: Hal Adkins Director of Public WorksJim Parsons Deputy Director of Public WorksHoward Iman Superintendent of Water Department


Agenda Item # 13C




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14th St reet W ater Treatm ent Plant Replacement V alves Bid


Ber in g Co n st ru ct ion $153,000.00

George & Lynch $155,728.00

Jo h n st on Con st ru ct io n Co m pan y $99,729.00



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LIMIT


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15 COMMENTS FROM THE MAYOR AND CITY

COUNCIL

Documents

August 6 2012 Complete Agenda