4-21-2026 Regular CC Final Agenda Packet

City Council Regular Meeting · 2026-04-21 · agenda_packet

The Port Orange City Council will consider approving Task Authorization No. 8 with Hall and Ogle Architects, Inc. for design services for renovations to the REC Center. The project aims to mitigate noise issues in the main lobby/atrium space and improve the reception area's separation between staff and the public. Minor renovations to the second-floor play area are also included. The estimated cost for these design services is not to exceed $30,000. This design work was approved in the FY26 CIP budget. [1000 City Center Circle, Port Orange, Florida 32129 (City); 208 Magnolia Avenue, Daytona Beach, Florida 32114 (Hall & Ogle Architects, Inc.); case RFSQ 22-03] Master Contract for Architectural Services awarded to Hall & Ogle Architects, Inc. for various renovation, restoration, construction, and general consulting projects within the City of Port Orange. The contract establishes terms for future Task Authorizations, which will detail specific project scopes, timelines, and payments. Hall & Ogle Architects, Inc. will provide services including preconstruction meetings, shop drawing review, record drawing review, cost estimating, and construction administration. The contract also outlines insurance requirements, payment terms, and dispute resolution processes. The City of Port Orange reserves the right to approve sub-consultants. [1395 Dunlawton Avenue, Port Orange, FL 32120 (REC Center); case Task Authorization Proposal (related to RFSQ 22-03)] Proposal for architectural services for the Port Orange REC Center Renovations, specifically for a Schematic Design Package to address acoustic mitigation in the main lobby/atrium and modifications to the front reception area. The scope also includes minor renovations to the second-floor play area. The proposal includes floor plans, building sections/elevations, 3D renderings, and an Opinion of Probable Construction Cost. Hall & Ogle Architects, Inc. is proposing to provide full Architectural and Engineering services through design documentation, bidding, and construction. [1000 City Center Circle, Port Orange, FL 32129 (Venue); case not stated (City Council Agenda Item B6b)] Approval of a Standard Contract with Open Sky Productions, LLC for an America 250 Drone Show at the 4th of July Celebration. The show will feature 200 drones for a 15-20 minute duration with customizable designs and sponsor logo creation. Funding will come from the Parks and Recreation Department's existing budget, sponsorships, and the veterans banner program. Open Sky was selected after Great Lakes Drone Company (lowest bidder at $43,000) and the City could not agree on contract terms. Open Sky's contract is for $66,000. [4655 City Center Circle, Port Orange, Florida] This document contains information related to two distinct projects: 1) A donation/exchange agreement for artificial turf installation at the REC facility, and 2) A task authorization for site work for a new bathroom at the City Center Sports Complex. The turf project involves Cunningham's Lawn and Landscaping, LLC and AAA Fence providing materials and labor valued at $18,060.00 in exchange for sponsorship recognition. The bathroom project involves Paul Culver Construction, Inc. performing site work, including concrete pad, fencing, landscaping, and plumbing, for an amount not to exceed $160,500.00. [4655 City Center Dr., Port Orange, FL, 32129; case RFP #24-01] Paul Culver Construction, Inc. submitted a proposal for the Port Orange Sport Complex Restroom Addition project. The project scope includes general conditions, sitework, fencing, landscaping, plumbing, and electrical work. The total bid amount is $160,500.00. This document outlines administrative and procedural requirements for contractors and trades related to payment applications, project management, coordination, and submittals for the CITY PARK RESTROOM ADDITION project. It details the format and content of the Schedule of Values, Application for Payment forms, progress documentation, and submittal procedures, including the use of electronic systems like Procore. Key processes covered include preconstruction conferences, progress meetings, submittal timelines (21 days for review), RFI procedures (7 days for response), and BIM 3D coordination. It emphasizes the importance of detailed documentation, timely submittals, and coordination among all parties to ensure efficient project execution and payment processing. This document outlines submittal procedures, quality requirements, references, temporary facilities, product requirements, and execution requirements for the CITY PARK RESTROOM ADDITION project. It details the processes for submitting design data, manufacturer's instructions, field reports, insurance certificates, and bonds. It specifies quality assurance and control measures, including testing, inspections, mockups, and qualifications for various personnel and agencies. The document also covers requirements for temporary utilities, site offices, equipment, traffic controls, waste disposal, security, and protection facilities. Product selection, delivery, storage, handling, and warranty procedures are outlined, along with the process for requesting product substitutions. Finally, it addresses examination of existing conditions, preparation for work, construction layout, field engineering, progress cleaning, starting and adjusting systems, protection of installed work, and correction of deficiencies. Project: City Park Restroom Addition. This document details execution requirements, construction waste management, closeout procedures, operation and maintenance data, project record documents, demonstration and training, demolition, clearing and grubbing, and site excavation for the City Park Restroom Addition project. It outlines procedures for site preparation, waste disposal, record keeping, and training for the owner's personnel. Specific requirements include waste management goals of 50 percent salvage/recycling by weight, proper disposal of hazardous materials, maintaining record drawings of all changes, and providing comprehensive operation and maintenance manuals. Demolition involves removal and disposal of designated pavements, concrete, curbs, culverts, and utilities. Clearing and grubbing includes removal of vegetation, rocks, roots, and debris, as well as stripping topsoil. Site excavation covers roadways, parking areas, building pads, embankment areas, and waterways, with specific testing and quality assurance protocols. This document details the site excavation, backfilling, and concrete work for the City Park Restroom Addition. It specifies requirements for grading, erosion control, dewatering, soil compaction, utility trenching, and the placement of various concrete elements like sidewalks, curbs, gutters, dumpster pads, and equipment pads. The project involves extensive site preparation and construction of foundational and surface elements. [Spruce Creek Road (from South of Selin Circle to Herbert St); case FDOT #439865; City of Port Orange #CD221; FPN 439865-3-34-01] This document details a change order for post-design services for the St. John's River to Sea (SJR2C) Loop Shared-Use Nonmotorized (SUN) Trail Project. The original contract with Stanley Consultants, Inc. (Engineer of Record) was for post-design services during construction. Unexpected field conditions, including conflicts with underground utilities, ADA accessibility improvements, revisions to stormwater system pathways, and replacement of a deteriorated segment of the trail on Spruce Creek Road, have exhausted the original service hours. A change order is requested for an additional $20,400.50, extending the post-design services through August 31, 2026, bringing the revised total to $49,425.60. The project completion date has also been extended from April 30, 2026, to July 2026 due to delays in receiving FDOT concurrence. Funding is available within the project's remaining balance, and discussions are underway with FDOT for potential reimbursement. [SJR2C Loop Trail (Spruce Creek Rd) from South of Selin Circle to Herbert St; case Task Authorization No.: 04, SCI PROJECT No.:31733 / 31733.04] Stanley Consultants, Inc. (SCI) is providing post-design services for the SJR2C Loop Trail project, located along Spruce Creek Road from South of Selin Circle to Herbert Street. This project involves structural support for pedestrian facilities over culverts and lighting systems. A change order increased the contract amount and extended the completion date. Florida Bridge and Transportation, Inc. (FBT) is a sub-consultant for structural services. [3459 S. Ridgewood Ave, Port Orange, FL (adjacent to Riverwalk Park); case Resolution No. 26-17, BOT File No. 644003702, ERP No. 78624-12] The City of Port Orange is entering into a Sovereignty Submerged Land Lease Agreement (BOT File No. 644003702) with the Board of Trustees of the Internal Improvement Trust Fund of the State of Florida for a 10-slip docking facility and boardwalk adjacent to Riverwalk Park. The lease is for a 5-year term, commencing retroactively on September 19, 2025, and requires construction within this term. The project includes dredging for navigational access and channel markers. [1000 City Center Circle, Port Orange, Florida 32129 (Lessee's address); case Sovereignty Submerged Lands Lease No. 644003702] Sovereignty Submerged Lands Lease No. 644003702 for submerged lands adjacent to riparian upland property. The lease is between the Board of Trustees of the Internal Improvement Trust Fund of the State of Florida (Lessor) and the City of Port Orange, Florida (Lessee). The lease terms include record keeping, property rights, assignment restrictions, liability, notices, taxes, nuisances, maintenance, non-discrimination, enforcement, renewal, removal of structures, liens, riparian rights, amendments, advertisement restrictions, USACE authorization, compliance with Florida laws, liveaboard limitations, prohibition of gambling vessels, and special conditions regarding mooring. The lease was executed by Brad Richardson for the Lessor and Scott Stiltner for the Lessee. The lease term is not explicitly stated but has a renewal provision. The lease agreement was sent to the City of Port Orange on 03/31/2026. [842 and 846 Bears Trail Properties; case Resolution No. 26-20] City Council agenda item (B8) regarding Resolution No. 26-20 for Second Quarter Budget Amendments for Fiscal Year 2025-2026. Notable items include funds for the purchase of 842 and 846 Bears Trail Properties for the Nixon Stormwater Pump Station & Force Main project, adjustments for a Fire Truck purchase, YMCA Improvements Locker Room Renovation, and additional budget for Parks Bond Projects including Willow Run Park Expansion and City Center Sports Complex Expansion. The total amended budget is $336,192,322.00. [1737 Fern Park Drive; case CUSE-26-0001] City Council agenda item (H15) for a Special Exception Request for a Retail Nursery and Garden Supplies Facility at 1737 Fern Park Drive. The ±9.37-acre property was rezoned to Agricultural (A) zoning in December 2025. The applicants, Daniel D. and Sandra L. Bordis, plan to demolish the existing home and construct a new residence on the east side, and operate a retail and wholesale nursery on the west half. The proposed facility will include a fenced outdoor storage area, plant sales areas, and a 400-square-foot office building. Access will be via a shared drive connecting to Taylor Road. The Planning Commission recommended approval (6-0) on March 26, 2026. The City Council meeting is scheduled for April 21, 2026. [Not stated (property located near well-fields); case ITB #25-23] City Council agenda item (I16) regarding the intent to reject all bids for ITB #25-23 City of Port Orange Hunting Lease. The City issued an Invitation to Bid for a hunting lease of approximately 11,839 acres of City and County-owned property near well-fields. Ten bids were received, and after an intent to award to the incumbent tenant, three bid protests were filed. Concerns raised included the current tenant's management, the solicitation format, and bid ranking. City Staff recommends rejecting all bids to review the scope, address procedural issues, and consult with County partners before issuing a revised solicitation.