5-5-2026 Regular CC Final Agenda Packet

City Council Regular Meeting · 2026-05-05 · agenda_packet

[520 Monroe Street and 410 Monroe Place; case CA8957] The City Council approved an addendum to rental quotes with Ring Power Corporation for temporary back-up generators. These generators will be located at 520 Monroe Street and 410 Monroe Place. The rental term is from June 1, 2026, to December 1, 2026, with a total cost not to exceed $59,656.88. This is a temporary measure until permanent generators are installed for the Stormwater Pump Stations. [case RFSQ #25-24] Two contracts were awarded for Citywide Right-of-Way Consulting Services under RFSQ #25-24 to Barfield Group and Bowman Consulting Group. These services are needed for the Dunlawton Avenue Turn Lanes bundle project (FDOT #449770; City Project #CD215) and the Clyde Morris Turn Lanes bundle project (FDOT#447833; City Project #CD205). The consultants will contact property owners, negotiate sales or easement agreements, and complete acquisitions. The Dunlawton Avenue project requires a 50-square-foot triangular area at the northeast corner of Dunlawton Avenue and Nova Road, and a 1,836-square-foot strip along Clyde Morris Boulevard. The City Council approved awarding these contracts on May 5, 2026. [410 Monroe Place, Port Orange, FL 32127; case Q12146] Rental of a 300 KW Generator for the Pump Station at 410 Monroe Place, Port Orange, FL 32127. Rental includes delivery and return fees. The quote is from Ring Power Corporation, quote number Q12146, dated April 1, 2026, with an estimated return date of April 28, 2026. The customer is the City of Port Orange. [520 Monroe Street, Port Orange, FL 32127; case Q12146] Rental of a 300 KW Generator for the Pump Station at 520 Monroe Street, Port Orange, FL 32127. Rental includes delivery and return fees. The quote is from Ring Power Corporation, quote number Q12146, dated April 1, 2026, with an estimated return date of April 28, 2026. The customer is the City of Port Orange. [1000 City Center Circle, Port Orange, Florida 32129 (City's address); 3165 McCrory Place, Suite 172, Orlando, Florida 32803 (Contractor's address); case RFSQ 25-24 [CA 8961]] The City of Port Orange has awarded a contract for Citywide Right-of-Way Consulting Services to Edwin R. Barfield, LLC. This contract, identified as RFSQ 25-24 with CA 8961, establishes a master agreement for various right-of-way support services for projects throughout the city, often in conjunction with FDOT LAP projects. The contract has an initial term of three years with options for two one-year extensions. Specific projects include improvements at the intersection of Dunlawton Avenue and Nova Road, extension of a left turn lane on Dunlawton Avenue at Clyde Morris Boulevard, and construction of right turn lanes on Clyde Morris Boulevard at Reed Canal Road and Madeline Avenue, and at Willow Run Boulevard. These projects involve land acquisition, easements, drainage improvements, traffic signal adjustments, and utility relocation. Edwin R. Barfield, LLC will provide services such as acquisition, appraisal, cost estimating, relocation, records management, project scheduling, architectural services, environmental assessment, land planning, traffic engineering, and business damage report preparation. The contract also outlines specific tasks for negotiations, business damage reports, mediation, settlements, closing, suit preparation, legal support, file transfer, appraisal review, cost estimating, property management, general contractor services, land planning, architectural services, environmental assessment, and traffic engineering. The contract requires the use of E-Verify for employment eligibility and prohibits discrimination. [1000 City Center Circle, Port Orange, Florida 32129; case RFSQ 25-24 CITYWIDE RIGHT-OF-WAY CONSULTING SERVICES [CA 8962]] This document is a Standard Contract for Services between the City of Port Orange and Bowman Consulting Group, Ltd., Inc. for RFSQ 25-24 Citywide Right-of-Way Consulting Services. The contract establishes a master agreement for right-of-way support services for various projects, primarily in conjunction with FDOT Local Agency Program (LAP) projects. The initial term is three years with two one-year renewal options. The contract outlines specific projects including: A) Dunlawton Avenue Westbound Right Turn Lane at Nova Road (FDOT FPN #449770), involving a 390-foot turn lane, drainage improvements, sidewalk, and acquisition of approximately 50 SF from Bank of America. B) Dunlawton Avenue Existing Left Turn Lane Extension at Clyde Morris Boulevard (FDOT FPN #447833), involving a 250-foot extension, sidewalk extension, and a Pedestrian Easement Agreement for approximately 1854 SF from Walgreens. C) Clyde Morris Northbound Right Turn Lane at Reed Canal Road (FDOT FPN #447833), involving a right turn lane, drainage improvements, and a Pedestrian Easement Agreement for an 8-foot strip from 7-Eleven et al. D) Clyde Morris Southbound Right Turn Lane at Madeline Avenue (FDOT FPN #447833), involving a right turn lane, drainage improvements, and a Pedestrian Easement Agreement for an 8-foot strip from The Groves Apartments. E) Clyde Morris Southbound Right Turn Lane at Willow Run Boulevard (FDOT FPN #447833), involving a right turn lane, drainage improvements, and a Pedestrian Easement Agreement for an 8-foot strip from Presbyterian Church. The contract details the scope of services, including acquisition, appraisal, cost estimating, relocation, and business damage report preparation. It also specifies insurance requirements, termination clauses, and public records compliance. The City intends to select a minimum of one and up to two firms. [1000 City Center Circle, Port Orange, Florida 32129; case RFSQ #25-24] The City of Port Orange issued a Request for Statements of Qualifications (RFSQ) #25-24 for Citywide Right-of-Way Consulting Services. Following an evaluation meeting on February 24, 2026, the committee recommended two firms for award: Barfield Group and Bowman Consulting Group Ltd. The notice of intent to award was issued on April 9, 2026. Bowman Consulting Group, Ltd. is a Delaware corporation with its principal address at 12355 Sunrise Valley Drive, Suite 520, Reston, Virginia 20191. The City of Port Orange's address is 1000 City Center Circle, Port Orange, Florida 32129. Addendum #1, dated January 16, 2026, clarified insurance requirements, specifically accepting Workers' Compensation Exemptions if a Certificate of Election is obtained, and requiring Professional Liability / Errors and Omissions Insurance with a minimum coverage of $1,000,000. The RFSQ process involved multiple firms, with IAA Independence Acquisition & Appraisal LLC and HDR Engineering INC also submitting qualifications. The protest period for the award recommendation ended on April 15, 2026. [case RFSQ #25-24] This document is a Request for Qualifications (RFQ) for Citywide Right-of-Way Consulting Services for Bowman. It details Bowman's company profile, team qualifications, and extensive experience in right-of-way acquisition, relocation assistance, project management, and technical/planning support for various infrastructure projects. The document highlights specific past projects including the I-66 Express Lanes Project in Virginia, City of Falls Church Multimodal Improvements, Florida Public Utilities Commission (FPUC) distribution power line conversions, Florida Power & Light (FPL) Storm Secure Undergrounding Program (SSUP) statewide, Tampa Electric Company (TECO) Storm Protection Plan (SPP) statewide, and the Barwick Road Design Services LAP Project in Delray Beach, FL. It also lists numerous other right-of-way projects in Virginia and Texas. The document emphasizes Bowman's integrated team structure, compliance with federal and state regulations (Uniform Relocation Assistance and Real Property Acquisition Policies Act, FDOT LAP), and ability to scale resources. Key personnel and their roles are detailed, including Katie Hudson (Principal-in-Charge), Demonta Brown (Project Manager), and Gino Y. Charles, PE (Senior Engineer). [case RFSQ #25-24; FPN: 449770-1-48-01; Federal No (FAIN): D524 083 B] This document contains information related to the RFSQ #25-24 Citywide Right-of-Way Consulting Services for Bowman Consulting Group Ltd. It includes details on personnel qualifications, professional licenses, certifications, financial stability, and litigation history. Additionally, it outlines a Local Agency Program Agreement between the State of Florida Department of Transportation and the City of Port Orange for the Dunlawton Avenue Turn Lanes (Various Locations) project. The agreement specifies project costs, payment terms, and general requirements for the project, which has an estimated completion date of May 31, 2026. [Dunlawton Avenue at Nova Road and Clyde Morris Boulevard, City of Port Orange; case 449770-1-48-01] This document outlines the terms and conditions of a Local Agency Program Agreement between the State of Florida Department of Transportation and the City of Port Orange. It details requirements for right-of-way acquisition, construction, and project management, including Disadvantaged Business Enterprise (DBE) policies, compliance with laws, performance evaluations, and restrictions on contractors. Specifically, it details the acquisition of right-of-way for a Dunlawton Avenue westbound right-turn lane at Nova Road and associated intersection improvements, including a 390-foot lane, sidewalks, a pedestrian refuge island, and drainage work. It also includes the acquisition of right-of-way for a 500-foot eastbound right-turn lane on Dunlawton Avenue at Clyde Morris Boulevard, with associated drainage, sidewalk, and mast arm modifications. The document specifies parcel acquisition details, including a corner clip of 50 square feet at the northeast corner of Dunlawton Avenue and Nova Road (Parcel ID: 630900060012), and a perpetual easement of 1.854 square feet on the west side of Clyde Morris Boulevard (Parcel ID # 63171900003A). Key dates for right-of-way acquisition include a start date of June 18, 2025, and certification by January 28, 2026. The agreement also incorporates numerous exhibits detailing specific procedures for acquisition, appraisal, relocation, property management, and other project-related tasks. This document consists of various forms and notices from the Florida Department of Transportation (FDOT) related to the acquisition of right-of-way for transportation projects. It details procedures for property owners and business owners, including notices of acquisition, offers of compensation, public disclosure requirements for beneficial interests in property, and information on relocation assistance and business damage claims. Specific project details such as addresses, parcel numbers, and case numbers are not provided in these general forms, but the process for obtaining them is outlined. [Causeway Park; case Task Authorization No. 10] City of Port Orange is seeking bids for the replacement of three 12' x 12' steel pavilions at Causeway Park. The existing pavilions have significant structural deterioration due to weather and salt water exposure. The project is under a small construction projects contract. The estimated cost is not to exceed $120,400.00 and is included in the Parks & Recreation FY26 Capital Outlay budget. Paul Culver Construction, Inc. is the contractor recommended for Task Authorization No. 10. [Causeway off Dunlawton Bridge; case CA8361] Paul Culver Construction, Inc. was awarded Task Authorization No. 10 for the Causeway Park Pavilions project. The project involves the replacement of three existing 12' x 12' steel roof shelters and slabs with new steel two-post shelters and concrete pads. The total contract price is $120,400.00. The work includes demolition of existing structures, installation of new concrete footers and slabs, and erection of new steel canopy structures with aluminum roofing. The contract is for general contracting services for small projects under RFP 24-01, with a term of two years. [535 Locust Street] The City of Port Orange is purchasing property at 535 Locust Street for $715,000 plus $5,000 in closing costs to expand its Wastewater Treatment Plant (WWTP). This acquisition is necessary for upgrades to meet Advanced Wastewater Treatment (AWT) standards and to avoid over $4 million in costs associated with temporary treatment facilities. The purchase price is approximately 8% above the appraised value but is justified by cost avoidance and operational efficiencies. The new land will also accommodate new administration, maintenance, and laboratory buildings. The City Council meeting date was May 5, 2026. The contract was approved by Wayne Clark on April 27, 2026. [Generally located east of Spruce Creek Road, south of Dunlawton Ave. and west of Locust Street] The City of Port Orange is purchasing multiple properties identified by Parcel Numbers 630407001400, 630407001061, 630407000990, and 630407001060, generally located east of Spruce Creek Road, south of Dunlawton Ave., and west of Locust Street, for $2,200,000 plus $5,000 in closing costs. This acquisition is part of critical upgrades to the Wastewater Treatment Plant (WWTP) to meet Advanced Wastewater Treatment (AWT) standards and to avoid over $4 million in costs for temporary facilities. The purchase price is approximately 48% above the appraised value but is justified by cost avoidance and operational efficiencies. The expanded site will also allow for new administration, maintenance, and laboratory buildings. The City Council meeting date was May 5, 2026. The contract was approved by Wayne Clark on April 28, 2026. [Halifax River; case Agreement No. LPA0673] The City of Port Orange is approving Amendment No. 1 to Grant Agreement No. LPA0673 with the Florida Department of Environmental Protection (FDEP) for the Sewer Force Main Halifax River Crossing Project. This amendment extends the project completion deadline from October 31, 2026, to October 31, 2028. The project involves installing approximately 4,000 feet of 24-inch high-density polyethylene (HDPE) force main by directional drill across the Halifax River, along with associated open-cut installations. The original grant funding was $2,500,000. The delay is attributed to the Construction Manager at Risk (CMAR) delivery method requiring additional time for procurement. Construction is anticipated to begin in early summer 2026 and last approximately 14 months. The amendment also revises subcontracting rules, the grant work plan, special audit requirements, and progress report forms. [City of Port Orange; case Resolution No. 26-22] The City of Port Orange is establishing the qualifying period and election dates for its 2026 municipal elections. The Primary Election is scheduled for Tuesday, August 18, 2026, and the General (Runoff) Election, if necessary, will be on Tuesday, November 3, 2026. The qualifying period for candidates will be from noon on Monday, June 8, 2026, to noon on Friday, June 12, 2026. This election will fill City Council seats for Districts 1, 2, and 4. [Clyde Morris Blvd.] The Parks and Recreation Advisory Board recommended renaming the Lakeside Community Center to the Allen Green Center. This recommendation is in recognition of Mr. Green's contributions and because the Allen Green Center on Clyde Morris Blvd. was sold. The City Council has the authority to name or rename facilities based on the Board's recommendation. A 30-day public comment period will follow authorization, with a resolution to be presented to the Council for final consideration. Costs for new signage are estimated at $5,000 and are covered by the current fiscal year budget.