december 9 2014 complete agenda

8/10/2019 December 9 2014 Complete Agenda

1/22

MAYORANDCITYCOUNCIL

WORKSESSION

Tuesday,December9,20141:00P.M.

AClosedSessionisscheduledfrom12:001:00P.M.todiscusslegalmatters.

AGENDA

1. CALLTOORDER

2. REPORTONCLOSEDSESSIONTuesday,December9, 201412:001:00p.m.

3. ACKNOWLEDGEMENTSANDRECOGNITIONS

4. COMMENTSFROMTHEPUBLIC

AnypersonwhomaywishtospeakonamatterscheduledfordiscussionontheWorkSessionAgenda

may

be

heard

during

Comments

from

the

Public

for

a

period

of

three

(3)

minutes

or

such

time

as

may

bedeemedappropriatebytheCouncilPresident. Anyonewishingtobeheardshallstatetheirname,

addressandtheAgendaitemonwhichheorshewishestospeak.

5. NEWBUSINESS

A. RequesttoApprove2015MilitaryBannerProgrampresentedbyPatRiordan,OCElksLodge

B. MD528CommunitySafetyandEnhancementProjectpresentedbyStateHighway

AdministrationDistrictEngineerDonnieDrewerandAssistantDistrictEngineerDallasBaker

C. BidAwardRecommendationfor2016ElectricSupplypresentedbyCityEngineer

D. RequesttoApproveFundTransfertoReplaceWastewaterEffluentValvespresentedbyPublic

WorksDirector

6. ADJOURN


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WORK SESSION -MAYOR AND CITY COUNCIL

TUESDAY, DECEMBER 9, 2014

2. Report on Closed Session December 9, 2014 12:00 p.m.

1:00 p.m. Legal Matters


3/22


4/22


5/22

WORK SESSION -MAYOR AND CITY COUNCILTUESDAY, DECEMBER 9, 2014

4. COMMENTS FROM THE PUBLIC

Any person who may wish to speak on a matter scheduled for discussion on the Work

Session Agenda may be heard during Comments from the Public for a period of three

(3) minutes or such time as may be deemed appropriate by the Council President.

Anyone wishing to be heard shall state their name, address and the subject on which

he or she wishes to speak.


6/22



5. NEW BUSINESS

A.Request to Approve 2015 Military Banner Program presented

by Pat Riordan, OC Elks Lodge


7/22

TOWN OF

T h e Wh i t e M a r l i n Ca p i t a l o f t h e Wo r l d

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

FROM: David L. Recor, ICMA-CM, City ManagerRE: OC Elks 2015 Hometown Heroes Military Banner Program

DATE: December 1, 2014

ISSUE(S): 2015 Military Banner Program

SUMMARY: Pat Riordan of the OC Elks Lodge Veterans Committee isrequesting permission to continue the Ocean City Elks Hometown

Heroes Military Banner Program in 2015. The program honors

active duty personnel who reside in Worcester County. Honoreeapplications are accepted and reviewed by Ocean City Elks Lodge

#2645.

Banners are placed at 20 light pole locations on the concrete

boardwalk easterly bump outs from Ripleys Believe It or Not to4thStreet from Springfest to Sunfest each year.

FISCAL IMPACT: Banner design and printing costs are paid by sponsoring citizens,

fraternal organizations and area businesses. Public Workspersonnel install and remove banners and brackets.

RECOMMENDATION: Approve program for 2015.

1stClass Resort & Tourist Destination

ALTERNATIVES: Not applicable

RESPONSIBLE STAFF: Not applicable

COORDINATED WITH: Hal Adkins, Public Works Director

John Van Fossen, Public Works Deputy Director

ATTACHMENT(S): 1) Program detail

2) Banner Presentation Ceremony photos

Agenda Item # 5A

Council Meeting December 9, 2014


8/22

OCEAN CITY, MD

L iTPi

Z

I

MILITARY

BANNER

PROGRAM

T he Military Banner Program

was

created for the

community

of Ocean City to

honor

and

recognize active

duty

military personnel that reside in Worcester County, MD. Banners

will

display

the official

military

photo

of

the service

person,

as well as their

name,

rank an d branch

of

the

Unites

States

Armed Forces. There will be no cost to

the

honoree for this program.

CRITERIA

T o qualify

for

the

Military Banner Program

the

following criteria

must

be

met:

The

honoree is

an active duty

member

of the

United

States

Armed

Forces

The

honoree must

be

a

current

resident

of Worcester

County,

MD (

priority

is given

to

active

duty

military

members

currently

residing

in Ocean City)

PROCESS

Applications

will

be accepted

o n

an

o n -

going

basis.

Banners

will

be raised

in

the order that the

application was received.

Priority will

be given to active

duty military

members that reside in

Ocean City, MD.

Applications must

include

an

official

military

photo

of

the honoree, verification

of military

status,

and

proof of residency. T o

verify

active military status, please visit the Department of

Defense

website:

httr)s://

www.dmdc.

osd.

mil/ ar scra/

welcome.xhtmi.)and submit a copy

of

the

verification page with your application.

Applications can

be mailed to:

Ocean City Elks Lodge

2645

13708Sinepuxent Avenue

Ocean City, MD

21842

INSTALLATION

Banners will

be located along

the boardwalk from the fishing

pier to

4

Street.

The

banners

will be placed on light poles closest to the beach on the concrete bump outs along the beach.

Banners

will

be

installed

periodically throughout the spring and summer months and displayed

from

April SPRINGFEST)

until

October SUNFEST).

After this period, the banners will be

presented to

the honoree at a dinner

to honor

them.


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15/22

TOWN OF

The White Marlin Capital of the World

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

FROM: David L. Recor, ICMA-CM, City ManagerRE: State Highway Administration MD 528 Community Safety and Enhancement ProjectDATE: December 2, 2014

ISSUE(S): Review of SHA MD 528 Project

SUMMARY: The SHA presentation will begin with a discussion of the project

limits and existing conditions followed by the Purpose and Needand proposed typical section. SHA will then introduce specific

items that SHA would like to get feedback on from the Mayor and

Council. These items include:

Designation of the MD 528 outside lane (Bus/Right Turn Laneor Through/Right Turn Lane) SHA will discuss the pros and

cons of each of the options and discuss the traffic modelingthat has been completed.

Possible Median Treatments SHA will discuss several options

for median treatments, showing examples and giving pros andcons for each treatment.

Use of porous pavement for sidewalks SHA will discuss whatthe options are for Storm Water Management, and ask the

Mayor and Council if Ocean City would maintain the sidewalksif they were constructed of porous pavement.

SHA will then brief the Mayor and Council on some of the design

challenges associated with the MD 528 project (Storm Drains,

Utilities and Maintenance of Traffic during construction). SHA willask the Mayor and Council for help in setting up a task force to

help obtain feedback on the project. The presentation will then

end with a discussion of the next steps and project schedule.

FISCAL IMPACT: Not applicable

RECOMMENDATION: Review items for discussion.

1stClass Resort and Tourist Destination

ALTERNATIVES: Not applicable

RESPONSIBLE STAFF: Hal Adkins, Public Works Director

Terence McGean, City Engineer

COORDINATED WITH: Donnie Drewer, SHA District Engineer

Dallas Baker, SHA Assistant District Engineer

ATTACHMENT(S): PowerPoint slide show will be presented at the meeting.

Agenda Item # 5B



16/22



5. NEW BUSINESS

C.Bid Award Recommendation for 2016 Electric Supply

presented by City Engineer


17/22

TOWN OF


TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Terence J. McGean, PE, City EngineerRE: Electricity Supply Contract AwardDATE: December 2, 2014

ISSUE(S): Contract for electricity supply beginning July 1, 2016

SUMMARY: The Towns current contract for electricity supply expires in July2016. Our consultant is recommending that we go to bid nowbecause prices are extremely competitive.

The last time we purchased electricity supply, we utilized a webbased reverse auction system which was very successful. The samemethod will be used, holding the auction at 11:00 a.m. on Tuesday,December 9, 2014 with award by the Council at the work sessionimmediately thereafter. The Council is invited to witness the auctionprocess.

FISCAL IMPACT: We currently pay $0.07267/kwh. Future pricing is around$0.075/kwh. A penny fluctuation in this rate equates to roughly$200,000 per year for the Town

RECOMMENDATION: Conduct the reverse auction and award based on auction results.

Financially Sound Town Government

ALTERNATIVES: Procure energy supply at a later date.

RESPONSIBLE STAFF: Terence McGean, City Engineer

COORDINATED WITH: APPI Energy, Energy procurement consultant

ATTACHMENT(S): None

Agenda Item # 5C



18/22



5. NEW BUSINESS

D. Request to Approve Fund Transfer to Replace Wastewater

Effluent Valves presented by Public Works Director


19/22

25166 TOWN OF


TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Hal Adkins, Public Works Director

Jim Parsons, Public Works Chief Deputy DirectorRE: Transfer of Funds for Wastewater Valve ReplacementDATE: November 19, 2014

ISSUE(S): Funding to pay for replacement of two major valves on thewastewater effluent discharge pipeline.

SUMMARY: Staff recently determined that the valves controlling the flow oftreated wastewater effluent through the ocean outfall and the

emergency bypass line to the bay are inoperable and in need ofreplacement. These valves are located 4 feet underground and areapproximately 45 years old. Although the function of the valves israrely needed, they are in place to serve a potentially vital role inthe event of certain circumstances, and for this reason they areexercised annually to ensure they remain operable.

During a recent attempt to perform such an exercise, the valveswould not operate. Subsequent excavation and evaluationrevealed both valves to be in such a deteriorated condition thatthey cannot be repaired and instead must be replaced. Due to theneed to bypass the entire effluent flow of the plant while the work

is under way, this job should be performed during the offseason ata time of low treatment plant flow.

Procurement of the new replacement valves involves a 12-weeklead time from the placement of the order until delivery of theproduct. Therefore, we must move quickly in order to perform thejob this winter, or else take the risk of operating for another yearwith these failing components.

FISCAL IMPACT: Cost to complete the valve replacement is $151,339.70. This is anunplanned expense, and the Wastewater Departments FY14Operating Budget does not have the funding to pay for theproject. However, there is sufficient money in the WW fund

balance to allow a transfer for this unexpected repair.

RECOMMENDATION: Authorize transfer of $151,339.70 from WW fund balance toenable completion of valve replacement prior to the 2015 summerseason. The job would be accomplished through a change orderwith the Johnston Construction Company, as this contractor iscurrently onsite performing the wastewater disinfection upgradeproject.

Excellent Service through a High Performing Town Organization

Agenda Item # 5D



20/22

ALTERNATIVES: Delay the repair until next winter.

RESPONSIBLE STAFF: Hal Adkins, Public Works Director

Jim Parsons, Public Works Chief Deputy Director

COORDINATED WITH: Charlie Felin, Wastewater SuperintendentDean Dashiell, Senior Project Manager

ATTACHMENT(S): 1) Overhead view of effluent piping and valve layout

2) Proposal for Outfall Line Vaults & Valves, JohnstonConstruction Company


21/22

#

6405

3000

310

q Buildings Tax ParcelsParcel Info#Town of Ocean City, MD 200August 28, 2014ou created this PDF from an application that is not licensed to print to novaPDF printer (http://www.novapdf.com)

Existing 30" Valve

abandon in place.

Valve normally

open.

New Open Vault

with Sluice Gate

and Electric

Operator

Existing 24"

Valve abandon in

place. Valve

normally closed.

Install New 24"

Gate Valve with

new Manhole
http://www.novapdf.com/http://www.novapdf.com/


22/22

ohnston Construction Compan

TITLE: PCO 6 Outfall Line Vaults& Valves DATE: 10/24/2014

PROJECT: JOB:

TO: CONTRACT NO:

4331 Fox Run RoadP.O. Box 98

Dover, PA 17315

OC Disinfection System

Fax: 717-292-7569Phone: 717-292-3606

2014-18

WR/OC-187

PROPOSED CHANGE ORDE

No. 0000

Public Works Adminstration Division

204 65th Street, Building E

Ocean City, MD 21842

Town of Ocean City, MD

Attn: Dean M. Dashiell

Phone: 410 520-5428

DESCRIPTION OF PROPOSAL

Excavate ,use manhole boxes ,cut 30in outfall line ,install temporay pass thru pipe and pour a base slab underpipe invert . Set 4x4 vault ,pour bottom joint and grout ands seal 30in pipe flush with interior walls. Install 30instainless steel motorized sluice gate . Gate operator installed at top of vault , install a solid a luminum deck andfiberglass ladder. Excavate,use manhole boxes to remove existing 30in valve. Install 1 -30 in solid sleeves and

pipe. Excavate ,use manhole boxes to remove and install new 24in gate vlave on out fall line.Install new 4x4vault with manhole cover for ac cess to 24in gate valve. Repave and patch Asphalt . We will keep shut downtime to a minimum.

Item Tax AmountTax RateUnit PriceUnitsQuantityStock#Description Net Amount

00001 $0.000.00%$151,339.701.00050.060 30in Sluice Gate &valve

work$151,339.70

$151,339.70Unit Total:

Unit Cost: $151,339.70

Unit Tax: $0.00

TIME CHANGE (days)

Days0The Contract time will be increased by .........................................................................................

APPROVAL:

By: By:

Dean M. Dashiell J ohn Lewis

december 9 2014 complete agenda

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