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TOWN OF MELBOURNE BEACH
SPECIAL TOWN COMMISSIONMeeting
February 4, 2016
AGENDA PACKET
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TOWN COMMISSION SPECIAL MEETINGTHURSDAY, FEBRUARY 4, 2016
6:00 p.m.COMMUNITY CENTER – 509 OCEAN AVENUE
AGENDA
Mayor Jim Simmons Town Manager Timothy DayVice Mayor Margot Dorfman Town Clerk Tracey StevensCommissioner Tom Davis Town Attorney Clifford Repperger, Jr.Commissioner Gail GowdyCommissioner Steve Walters
PUBLIC NOTICEThe Town Commission will conduct a Special Town Commission Meeting
on Thursday, February 4, 2016 at 6:00 p.m. at Community Center located at 507Ocean Avenue to address the items below.
Notice: Commission discussion and possible action may occur during any Commissioner Meeting. The following sections of theAgenda are always subject to such discussion and possible action without further motion by the Commission: Changes to theAgenda, 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 anydecision made at this meeting, you will need a verbatim transcript of the proceedings. It will be your responsibility to ensuresuch 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 specialaccommodations for this meeting shall, at least 5 days prior to the meeting, contact the Office of the Town Clerk at (321) 724-5860 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 statetheir name and address for the record. The Commission encourages citizensto prepare their comments in advance. Each individual will have three (3)minutes to address the Commission on any topic(s) related to Town businessnot on the Agenda. Please remember to sign the sign-in sheet provided if youwill be speaking at the meeting.
V. Old BusinessA. Consider proposals for reconstruction of the Ryckman House porchB. Amend motion for IT services from January 20, 2016 Town Commission
meeting
VI. Adjournment
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Attachments: Proposals received by the Town forreconstruction of the Ryckman House exteriorporch flooring.
Date Prepared: January 26, 2016Requested By: Daniel H. Rocque, Director of Public WorksMeeting Date: February 4, 2016
Agenda Category: (check all that apply)Proclamations & Awards Public HearingsPresentations X Old BusinessBoards & Committees X New BusinessConsent Other:
Subject: Reconstruction of the Ryckman House exteriorporch flooring.
Recommended Action: Accept the proposal received from RiversideConstruction in the amount of $7,000.
Background: The initial proposal and scope of services wastransmitted to local service providers on10/28/2015. Four competitive proposals werereceived by the Town, however all proposalsgreatly exceeded the budgeted/anticipatedamount of $7,000. Staff reissued and extendedthe request for proposals on 11/30/2015 inhopes of securing one which would be more inline with the budgeted amount. No newproposals were received as a result of thetransmittal.
Staff then put together a plan by which the Townwould be responsible for removing the existingporch flooring, purchase the necessary buildingmaterials, have the wood painted by acontractor and then the Town would attempt tosecure carpentry labor to complete the process.The estimated cost to complete the project inthis manner is $7,190 assuming carpentry laborcould be secured within the estimated amount.
On January 26, 2016 staff received a proposalfrom Riverside Construction. The proposal,
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which was received after the announceddeadline of December 11, 2015, is in the amountof $7,000. The proposal includes all facets of theissued scope of work, however it will benecessary for public work staff to assist with thedemolition process in order to preserve theprice mark of $7,000.
Per Town Code of Ordinances; § 15-27.FORMAL COMPETITIVE BIDDINGPROCEDURES:The Town Commission shall have the authorityto waive the formal bidding proceduresdescribed in § 15-27 when due to a need forsupplies or services there is insufficient time toutilize the bidding, in the event of emergencycircumstances, or when the Town Manager, orthe Town Commission, as the case may bedetermined that it is in the best interest of theTown.
Suggested Action: Motion to authorize the Town Manager to signthe contract agreement with RiversideConstruction for the purpose of replacing thedeck boards on the porch, steps and ramp of theRyckman House including skirt boards on theexisting support/floor joists on the exteriorporch, for the sum total of $7,000 and this actionis deemed to be in the best interest of the Town.
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Riverside Construction Services, Inc. CGC-0599471243 North Harbor City Blvd * Melbourne, Florida 32903 * Voice and Fax (321)622-4571
PROPOSALJob Name Ryckman House Bid Date 1/26/2016Attention Dan Rocque, Ryckman House Proposal #10-2015 Proposal # (Mel Beach) #10-2015
RCSI Forms BC2002Job Address Town of Melbourne Beach
507 Ocean Ave Melbourne Beach FL 32951Project Location Ryckman Park- 517 Ocean
Ave Billing Address same Submitted By Jimmy MiendlPhone / Fax # 321-984-8994 Attn: as notedEmail [email protected]
Per Blue Print Number N/AProposal RYCKMAN
HOUSE Blue Print Date N/A
Scope of Work Cost 1. Replace deck boards on the porch, steps and ramp of the Ryckman House,
including skirt boards.Approoximately 500 sq.ft.
Details listed below
Details listed below. See 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.
Job Subtotal $7,000.00Overhead (10%) --
Profit (10%) --
Total includes scope of work plus labor and material.
Total $7,000.00Payment Terms: 50% upon signing contract and 50% upon completion
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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 bidsDate Prepared: January 28, 2016Requested By: Town ManagerMeeting Date: February 4, 2016
Agenda Category: (check all that apply)Proclamations & Awards Public HearingsPresentations X Old BusinessBoards & Committees New BusinessConsent Other: Workshop
Subject: Purchase of a new server, replace 14 workstations and a 2 yearmaintenance and support agreement for the Town administrationoffices and the Police Department.
Recommended Action: Modify motion of previously approved expenditure of appropriatedfunds from the 333 Capital Fund to upgrade the IT structure toinclude an in house server for Town Hall administration.
Background: Information technology for the Town administrative offices iscurrently in a Cloud accessed server. Because of less than stableinternet connections, staff experiences loss of use (productivity)for an average of 6 hours a week. The existing workstations andsoftware are more than 4 years old and should be replaced.
Staff has received proposals from several vendors andrecommends using Computer Experts to provide new hardwareand software. We have a positive history with Computer Experts.They are the most experienced servicing and maintenanceproviders with FDLE certifications in the area.
There is a $5500.00 installation and migration fee which will bewaived with a 2 year maintenance agreement. The maintenanceagreement monthly fee is less than we pay the current provider.
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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 theyhave to offer. She added that cloud computing is causing most of our problems, especiallyin 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 topurchase a new server and replace all the workstations in the Administrative Department.
Vice Mayor Dorfman moved to approve the expenditure of previouslyappropriated funds from the 333 capital fund to upgrade the IT structure toinclude an in house server for Town Hall administration, replacement of theworkstations, upgraded software for all users and a 2-year maintenanceagreement. Commissioner Davis seconded.
Commissioner Walters said this is a $32,000 expenditure that hasn’t gone out to bid and hethinks 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 comparingthem and added that we went to cloud computing years ago because of a less expensiveupfront cost. She explained that processing is taking place in the cloud so when theinternet goes down, we no longer have processing capability. This down time is costing alot in lost productivity.
Vice Mayor Dorfman said to Commissioner Walters that this proposal is supposed tocorrect 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 therewas enough information provided to approve anything at that nights meeting. She wantsto 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 newserver would solve the problem and he’s ready to move forward.
Vice Mayor Dorfman asked a question regarding backups. Interim Town Manager Evanssaid backups will take place every night. One copy will go into the fire safe and another intothe cloud, providing redundancy.
Commissioner Walters said he agrees that we need to do something but what he doesn’tagree with is paying $32,000 without going out to bid. He thinks the 14 computers andserver should be priced. Also, it wasn’t budgeted. We don’t have a maintenance planeither.
Interim Town Manager Evans said we need an expert maintenance plan since we don’t haveanybody on staff who is an IT pro. The top tier plan should cover the Town for what weneed.
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Commissioner Gowdy said she knows things need to change but she’s not confident thatthis 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 requiredto go out to bid.
Public Comment (02:43:05)
Jean Marshall410 6th Avenue
Ms. Marshall asked how anybody can vote on something without a contract. She knows weneed our computers revamped because this problem has been going on for years.
Mayor Simmons said we are authorizing Interim Town Manager Evans to spend $32,000on 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 upgradeunder long term projects.
Terry Williams423 6th Avenue
Ms. Williams urged the Commission to approve the IT upgrade request. She feels this hasbeen competitively bid and Interim Town Manager Evans is very technologically savvy. Sherecommends purchasing all the workstations; we will ultimately save money.
Motion carried 3-2 with Commissioner Gowdy and Walters casting thedissenting votes.
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