may 29 2012 complete agenda

7/31/2019 May 29 2012 Complete Agenda

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WORK SESSION -MAYOR AND CITY COUNCIL

TUESDAY, MAY 29, 2012

1 Report on Closed Session - Tuesday, May 29, 201211:30 a.m. 1:00 p.m. Legal, Real Estate and Personnel

Matters


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REPORT OF CLOSED SESSION

OF THE MAYOR AND CITY COUNCIL OF OCEAN CITY

Prior to this open session of the Mayor and City Council being held on Tuesday,

May 29, 2012, a closed session was held on Tuesday May 29, 2012 at 11:30 a.m.

The following is a report of the closed session.

1. A statement of the time, place, and purpose of the closed session is attached.

2. A record of the vote of each member as to closing the session is attached.

3. A citation of the authority under the law for closing the session is attached.

4. (a) Topics of Discussion: Legal, Real Estate and Personnel Matters

(b) Persons present:

Mayor & Interim City Manager Richard MeehanCouncil President Jim Hall,Council Secretary Lloyd MartinCouncil Members Doug Cymek; Joe Hall, Mary Knight, Margaret Pillas and

Brent AshleyCity Solicitor Guy AyresPolice Chief Bernadette DiPinoGraylin Smith of SB & CompanyOCDC Executive Director Glenn IrwinOCDC President Todd FerranteDonald MicaExecutive Office Associate Diana Chavis

Action(s) taken:

Motion to close meeting:

H:\Wpdoc\closedsess.wpd


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2 Volunteer Recognition of Auxiliary Officer George Mause


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3 Police Chief Update


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4 Request to Change Vendor Contracts for Public Notification

System

Presented by: Joseph Theobald, Emergency Services

Director


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1

MEMORANDUM

TO: Richard Meehan, Interim City Manager

FROM: Joseph J. Theobald, Emergency Services Director

SUBJECT: Public Notification System contractual agreement

DATE: April 25, 2012

During our FY2013 budget presentation before the Mayor & Council, I informed you that one of thegoals this year for Emergency Management is to procure a Digital Communications Management(DCM) platform to deliver emergency alerts, announcements, newsletters, and other importantinformation to residents, property owners and even visitors who may wish to register for the program.

I want to advise you that I have been working with Donna Abbott, our Communications Manager, andBill Funkhouser, Web Designer, to research and evaluate various public notification systems that areavailable and meet the objectives of a DCM platform. This has been an ongoing evaluation over thelast few years to find a viable and proven vendor of such a system. I am pleased to say, afterconsiderable research of many different companies and systems using todays technology, we havelocated a vendor suitable to our overall needs.GovDelivery, LLC is a leading provider of government-to-citizen communication solutions. Thecompanys DCM platform provides a fully-automated, on-demand public communication system.This system will give us the ability to provide our residents, property owners and visitors with betterservice and access to relevant information by proactively communicating official content throughemail, text messaging, RSS and social media.

GovDelivery is used by government organizations worldwide, including the U.S. Departments ofLabor, Transportation, Health and Human Services, and Commerce, City of Dallas, Washington, D.C.,and many more.

The companys DCM platform was developed in collaboration with local governments to meet thegrowing need for practical, reliable communication tools that could empower the public sector to

provide citizens with better service and access to information. The company has since made its markon government-to-citizen communication in all levels of government (local, state, federal andinternational) and now works with more than 400 government entities.

GovDelivery will allow us to provide:

Simplified and improved communications with the public. Real-time distribution of information updates and alerts on specific topics or incidents.


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Personalized choice; citizens receive the information they want, when they want it. Ensured delivery of messages to subscribers inbox (not SPAM folders). Automates the composing, sending and deliverability of email, text messaging and RSS

notifications.

The DCM platform operates as a software application delivery model for use over the Internet.

GovDelivery takes care of the maintenance, support, training and upgrades and is responsible for allhardware, networking, storage, database, security, administration and other costs associated with thedelivery of its DCM solution. The DCM platform improves information access, while lowering costsassociated with traditional communication options. GovDelivery manages all databases, massemailing issues, security, and technology upgrades so the Town can focus on promoting subscriptions.

To maximize reach, the Town must offer many choices to the public and promote those choicesthrough our website. Options will include general types of content such as newsletters and pressreleases as well as updates on specific topics and programs (e.g., public safety, education).Organizations gain signups where the public finds information on specific and general topics that canbe promoted through the website. Subscription links and direct signup forms on the website will getindividuals signed up quickly to the service.

GovDelivery connects with existing content within our Towns website and social media pages inorder to send messaging out to those interested automatically when new information becomesavailable. Messages can be reviewed by select administrators or automatically sent out via the DCMplatform.

Approved staff can choose to manually send alerts to subscribers at any time for topics where staffprefers to retain additional control over the message content (i.e., prefers not to automatically sendout what is already published to the website or wants to create email-specific content).

Subscribers have the ability to digest their alerts depending on their preferences. Users can chooseinstant, daily, weekly, or monthly alerts. These preferences can be overridden by systemadministrators in the case of urgent alerts or emergencies.

In addition to capturing a website visitors email address during initial signup, the Town can captureother associated information that it chooses to ask stakeholders at this time. This feature would allowus to segment (target a specific audience) with critical or relevant messages by filtering by subscriberdata (e.g., Zip Code, City).

The Town would have the ability to send SMS text messages to subscribers via the platform, as well asthe ability to send alerts remotely, by email without logging into the systems interface. Thisfunctionality would be useful for remote communication with stakeholder groups and media when onthe road.

Presently, the Town has a contractual arrangement with BlueHornet Networks, a web services

company located in San Diego, California. This company provides all city departments the ability formass email notification to appropriate stakeholders. The contract has been in place since June 2007,and is set for automatic renewal on June 1, 2012. The contract in place allows for 100,000 emailseach month for an annual cost of $4800.00. Should we exceed the monthly email allowance, theadditional cost is $.005 for each additional email. Over the years, we exceeded our monthly emailallotment for three months of the summer, for additional costs of $200-$400 each month. Therefore,the Town is expending approximately $5400 to $6000 annually for a service that is limited to onlymass email services to reach our stakeholders.


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The cost of this service is budgeted in the FY2012 and FY2013 budgets. It is our recommendation tonot renew the contract with BlueHornet Networks, but to come to contract with GovDelivery, LLCeffective June 1, 20012.

The following is a brief comparison of the capabilities of both services:

Blue Hornet:

Unlimited Databases 100,000 Emails per month $.005 per email over 100,000 $400 monthly fee varies depending on overages System made for only mass emails

GovDelivery

Unlimited Databases Unlimited Emails $400 monthly fee Automated Social Streamline: Connects email delivery with Facebook, Twitter User chooses to receive alerts/emails via email, text message or rss Web page automatic update alerts for users (Job, Public Hearings etc.) Profile Questions: Capture important information such as zip code or area of city for

future critical or relevant messages

SMS (Texting): Ability to send out text messages to those that have signed up E-Newsletter via email, text or rss Analytics and Reporting on subscription numbers by topic, email clicks, and opens.

I am requesting permission to change vendor contracts effective June 1, 2012. The change in vendoris not subject to the public competitive bidding process. The BlueHornet contact and GovDeliverywritten proposal, as well as extensive staff evaluation of vendors who meet the specific publiccommunication platform needs of the Town should be sufficient for comparative purposes andjustification of vendor change. Furthermore, should you wish to place this request on the agenda forthe Council Work Session to advise the Mayor and City Council of this service, and to request theircommitment, support and approval for contractual commitment with GovDelivery, please let meknow. Thank you for this consideration, and should you require anything further at this time pleasedo not hesitate to contact me.


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5 Update from Tourism Advisory BoardPresented by: Melanie Pursel, Chair


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Update from T.E.A.M Productions

The beachlights laser/video premieres on Sunday May 27 with three shows....it will run every Sunday untilLabor Day.

The Memorial Day tribute will take place with the Big Flag on Monday May 28 at Noon.

The Tuesday night fireworks display will begin on May 29 ....we need to work with the Fire Marshall'soffice and the Dew Tour to determine a location while they are in town.

The beach maze is being developed for October.

We have been in constant contact with Public Works with various aspects of the logistics regarding theabove events.

We will be on hand at the work session to provide additional information and to answer any question fromcouncil.


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ApplicationforTourismDevelopmentGrant

OceanCity,MarylandTourismAdvisoryBoard

FundingCycle: Date:

ApplicationDeadline:

I. ApplicantProfile

a. Organization/Agency:

b. Address:

c. ProjectDirector/Promoter:

d. PhoneNumber:

e. EmailAddress:

1

Revised5/12


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f. SourceofOperatingFunds:

g. TotalBudget

Amount

for

Project:

h. Isyourorganizationforprofitornonprofit:

II. TypeofProject

SpecialEvent

PromotionalDVD/CD

PrintedMaterial

CoopAdvertising

Other___________________________

Pleaseincludeyourorganizationsspecificproject/eventhistoryincludingresults,awardsor

credentialsreceived.

2

Revised5/12


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III. Project/RequestSummary

3

Revised5/12

a. NarrativedescriptionofProjectorEventMustincludeneeds

assessment/purposeofproject,projectoutline,andintendedresults.Youmay

alsoattach

aBusiness

Plan

and

/or

apower

point

presentation.

b. DatesofEvent(ifapplicable)

c. AnticipatedVisitorAttendancefromoutside50mileRadius/otherROIor

EconomicImpactindicators:

d. AnticipatedRoomNightsgenerated:Whatsteps(ifany)havebeentakento

collaboratewithHMRA/hotelcommunityforroomaccommodationsandtracking

method?

d. Anticipatedvisitorattendancefromoutside30mileradius/otherROIor

economicimpactindicators.


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IV. FinancialInformation

4

Revised5/12

ProjectBudget

1. TotalProjectBudget $___________

2. AmountRequestedfromTAB $___________

3. FundprovidedbyApplicant $___________

4. AdditionalFundsLeveraged $___________

Listotherfundingsources:

Collateralmaterialsdetail(specifytypeandnumberprinted).Pleaseattach.

1. $___________________

2. $___________________

3. $___________________

4. $___________________

MarketingpromotionsDetail(focusonmediaexpendituresoutsideof30Mileradius

ofOCMD)

1. $___________________

2. $___________________

3. $___________________


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1. AllProjectsmusthaveadetailedbudgetattached,specifyingtheamountrequested.

2. Projectswillberatedon:

a. Abilitytoleverageadditionalfunds/overallbudget

b. Financialstability

of

promoter/applicant

c. Economicimpact

d. Targetmarket

e. Geographiclocationofevent

f. Uniquenessandabilitytoattractvisitors

6

Revised5/12


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MemorandumofUnderstandingBetween the Tourism Advisory Board (TAB) and the Town of Ocean City Mayor and

City Council

THIS MEMORANDUM OF UNDERSTANDING is being entered into by and betweenthe Mayor and City Council of Ocean City (hereinafter referred to as the Town) and

Tourism Advisory Board (hereinafter referred to as TAB) and is effective _______,

upon execution by both parties. This Memorandum of Understanding shall hereinafter

be referred to as MOU.

Purpose:

The purpose of this MOU is to illustrate the responsibilities of both parties with regard to

the destination marketing funds advised by TAB

Responsibilities:

The Tourism Advisory Board shall:

Identify, review and recommend events, promotional items and opportunities to

increase tourism.

o Recommendations shall be for future and/or existing events and/or

promotions that bring significant visitation to Ocean City, extended stays,

or provide an enhanced, value-added experience for visitors.

Have clear policies and procedures for collecting/soliciting, reviewing andrecommending expenditures to the Town Council. This includes the requirement

for each applicant to include a detailed budget and project narrative.

o All applicants fill out an application for funding which is reviewed by TAB

(see attached). All applicants will be required to provide references to

ensure fiscal soundness of their business.

Ensure that all expenditures are approved by the Mayor and City Council.

Provide economic impact figures of events that have been supported by the

Town.

Attend work sessions monthly to keep the Town abreast of the progress of

various approved events and/or projects.

Will seek active members of TAB from a variety of tourism-related industries,

including hotel, motel, retail, restaurant, condo, amusement and potentially a


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citizen, based on TAB approval. In addition to industry, TAB will review potential

members on a variety of factors. TAB will approve members and officers and will

present the slate to MCC.

The Town of Ocean City shall:

Provide annual funding annually in the amount of $300,000 to invest in new or

existing events, and/or marketing opportunities, and/or promotions that generate

visitation, extended stays and value added experiences for existing visitors. This

would be a 2 year commitment- reviewed every 2 years.

Projects are limited to 1 year with an option to renew for a second year. This

applies primarily to private events, not contracted services.

Allow dollars not used in one fiscal year to be rolled over to the next fiscal year.

Process all payments, once approved, through City accounts following

purchasing requirements.

Ensure that all purchase orders will be obtained by the City and payments issued

directly to the vendors.

Ensure that all payments be processed in a timely manner.

Include events on website, consider during any PR/media tours and on any

collateral materials where appropriate.


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6 Request Temporary Use of a Portion of Dorchester Street for

Scooter Training

Presented by: Yehuda Peretz, Island Cycles


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Ocean City Development Corporation

To: Mayor and City Council members

From: Glenn Irwin, Executive Director

Date: May 23, 2012

Re: Island Cycles request

The OCDC Board of Directors is supportive of Island Cycles (311 S. Baltimore Avenue)

request to use a portion of Dorchester Street (east of Baltimore Avenue) as its scootertraining area up to December 31, 2012. We recognize that Island Cycles has been in

business for at least 10 years and has been using Dorchester Street for its training area for

most of this time. However, the OCDC believes this business will need to find anothertraining area prior to the end of this calendar year in order to continue to operate beyond

this time period.

The OCDC is adamant that such scooter training must not be located on Somerset Plaza

due to the semi-pedestrian nature of this public corridor.

If you have any questions, please contact the OCDC office at 410-289-7739.Thank you.


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1

Diana Chavis

From: Blaine SmithSent: Thursday, May 24, 2012 10:45 AMTo: Diana ChavisCc: Jesse HoustonSubject: RE: Agenda Backup

Diana,Jesse

and

Ido

not

have

any

recommendations

on

the

request.

The

request

is

being

made

in

accordance

with

Ordinance201216whichregulatesSmallDisplacementVehicles(Scooters).Section14333subsection(c)item(iv)

prohibitstheuseofpublicpropertyorrightsofwayfortrainingpurposesunlesstheyreceive permissionfromthe

MayorandCityCouncil.Currently,IslandCyclesdoesnothaveanapprovedtrainingareaasrequiredbyOrdinance2012

16whichisnecessarybeforewecanrenewthebusinesslicensebyJune1,2012.

From: Diana ChavisSent: Thursday, May 24, 2012 10:03 AMTo: Blaine SmithSubject: Agenda Backup

HiBlaine,

WillyouhaveagendabackupfortheIslandCyclediscussion.IneeditthismorningsoIcanpreparetheagendafor

distribution.

Thanks,

Diana


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7 Discussion of Proposal for Horse and Carriage Rides on

the Boardwalk

Presented by: Randy Davis, R& B Ranch


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R and B RanchRandy Davis33096 Johnson RoadSalisbury, Maryland 21804May 19, 2012

Mr. Richard MeehanMayor of Ocean CityCity Council of Ocean City301 Baltimore AvenueOcean City, Maryland 21842

Dear Mayor and City Council,

Mr. Meehan, thank you for meeting with me on May 15, 2012. I hope you and the CityCouncil will agree that my horse and carriage will be added entertainment for locals andtourist alike during the off season in Ocean City.

After looking at the Boardwalk, I would like to propose that the carriage run be done onthe Boardwalk. One route that I am interested in taking is to start at the Inlet, go north onBaltimore Avenue, turn at Division Street, and then return to the Inlet by riding aroundthe pier, like the trolley route. I would like to be able to ride on the outside of theBoardwalk on the concrete. I think riding on the outside lane would ensure the safety ofthe horses and people walking. I would like to start when the trolley is done for theseason. At first just operating on Saturdays and Sundays with the option for more days ifthe need is there. I am of course open to suggestions from you and the City Council.

I know there will be some concerns about waste from the horses; however, rest assuredthat our horses wear diapers, and I use stay dry for urine in case of an accident. I alsocarry appropriate insurance. I will be happy to supply you with confirmation of thecoverage.

I do have references from the Town of Berlin upon your request, or you can contactMichael Day, Director of the Town of Berlin (e-mail [email protected]).

Sincerely,

W. Randy DavisR and B Ranch


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8 Request Approval of Engineering Services Proposal for

St. Louis Avenue Utility and Roadway Improvements

Phase I: 10th

to 17th

Street

Presented by: Hal Adkins, Public Works Director


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MEMORANDUM

To: Richard W. Meehan, Interim City ManagerFrom: Hal O. Adkins, Public Works DirectorRe: Engineering Services Proposal Approval

St. Louis Ave Utility and Roadway ImprovementsPhase I: 10th to 17th Streets

Date: May 21, 2012

Attached for review and approval is the Engineering Services Proposal associated with the St. Louis Ave Phase

I improvements that are slated for construction this fall. The attachment represents the Scope Of Services Ihave requested from Whitman, Requardt and Associates.

As discussed in the Scope of Services, the overall effort involves the completion of both water and wastewaterrelated upgrades, in addition to modifications to the roadway design and storm drainage upgrades. The total feefor this effort is estimated at $ 85,400.00 and is allocated across three separate funding accounts (Water,Wastewater, General Bond ).

Looking forward to approval at the Work Session on May 29, 2012.

cc. Jim ParsonsDean DashiellCharlie FelinHoward Iman


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May 9, 2012

The Mayor and City Council

Ocean City, MarylandAttention: Mr. Hal O. Adkins

P.O. Box 158

Ocean City MD 21842-3922

Re: Proposal for Engineering Services

St. Louis Avenue Utility and Roadway Improvements

10th Street thru 17th Street

Dear Mr. Adkins:

In accordance with the Department of Public Works request, we are pleased to present our

proposal for engineering services for the finalization of utility improvements and for roadway

improvements, both for St. Louis Avenue from just south of 10th Street to 17th Street, including

17th Street from St. Louis Avenue to Philadelphia Avenue. The utility portion of the project also

includes gravity sewer improvements for one block east from St. Louis Avenue in several of the

cross streets, and the roadway portion may include several storm drain improvements west

from St. Louis Avenue pending performance a field survey associated with the roadway

improvements.

The St. Louis Avenue utility improvements include an 8 replacement water main with

connections at each cross street and replacement water house connections, and various in-place

gravity sewer and sewer house connection replacements. Also included will be the inclusion of

the gas companys gas main upgrade alignment and the Towns conduit design alignments for

future street lighting.

The St. Louis Avenue roadway improvements entail curb to curb pavement reconstruction

design and possible storm drain improvements. Some sidewalk replacement will be required to

replace deteriorated portions and sections removed for utility service line installations.

A portion of the cross street sewer improvements were previously designed by WR&A and are

to be adjusted and incorporated into this contract. The same holds true for several of the storm

drain improvements.

The vast majority of the water and sewer design for this project is being performed under Ocean

City Purchase Orders 159822 (Water) and 159819 (Wastewater), which were a part of a


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previously similar N. Division Street to 17th Street utility project that WR&A was preparing for

the Town in conjunction with a roadway improvements project of the same limits, but of greater

magnitude, by others. Primarily due to budget restraints, the overall N. Division St. to 17th St.

project was reworked with this smaller project limits and less elaborate roadway improvements.

The utility improvements will include providing plan and profile for the replacement watermain and gravity sewers. Appurtenances such as water house connections, fire hydrants and

sewer house connections will be shown on the plans. St. Louis Avenue (and 17th Street)

roadway improvements, possibly including storm drains, will be shown in plan and profile.

Road improvement profiles will be along the west bottom of curb, centerline of road and east

bottom of curb. For all of the above work, details will be provided, as necessary.

We will prepare specifications, including technical sections for the water, sewer and roadway

improvements, along with the associated bid form quantities, measurement and payment

information and engineers estimate. The plan/profile design drawings will be at a 1" = 20'

horizontal scale and a 1" = 5' vertical scale. As with the roadway improvements, all utilityinstallation work is to be performed within road rights-of way with the exception of small areas

required for the water and sewer service connections immediately beyond the back edge of

sidewalk (property line). As in previous projects, the Town will provide or acquire the property

owners permission for the water and sewer service connections to be made.

SCOPE OF SERVICES

A. SURVEY1. Field: Recover horizontal and vertical control.2. Field: Set traverse and levels.3. Field: Collect data.4. Office: Research horizontal and vertical control.5. Office: Perform computations.6. Office: Process data.7. Office: Prepare survey base map.


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B. DESIGN WATER, SEWER AND ROADWAY1. Convert existing design back to NAD 83 and NAVD 88. (The previous project by

others in which WR&As design was to be included was prepared in an outdated

horizontal datum and vertical datum.)

2. Break out existing utility designs from overall N. Division Street to 17th Street project(13 sheets).

3. Finalize water and sewer designs and their appurtenances and show the gascompanys gas main upgrade alignment and the Towns street lighting design

(conduit only).

4. Design storm drain improvements for 16th and 17th Streets and incorporate previousWR&A storm drain designs through St. Louis Avenue and west for three additionalcross streets. (The survey, Part A of this proposal, was performed prior to the

approval of this proposal. Evaluation of the data collected has indicated that all

streets, including 16th and 17th Streets, have had storm drain improvements made

through to their outfalls. Therefore, this item of work is not necessary, but it is left in

the proposal without a fee as a reference.)

5. Design St. Louis Avenue roadway improvements, including 17th Street from St. LouisAvenue to Philadelphia Avenue (5 sheets).

6.

Prepare specifications, including technical sections for the water, sewer and roadwaywork, tabulate quantities for the bid form and provide measurement and payment

descriptions. Also, prepare an engineers estimate.

7. Address Town review comments regarding the plans and specifications.C. PERMITS

1. Assist the Town with Maryland State Highway Administration Lane Closure and

Utility Permit applications.

2. Acquire erosion and sediment control and stormwater management approvals.

3. Submit Consistency Report to the Towns Critical Area Program authority to

confirm project is authorized under maintenance provisions (confirming no

mitigation planting is required).

4. Prepare and process the MDE Notice of Intent (NOI) document.


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5. Make submittal to Maryland Department of Environment/U.S. Army Corps of

Engineers Permit Center to confirm project is authorized under maintenance

provisions (confirming Joint Permit is not required).

D. POST-DESIGN SERVICES1. Assist the Town with advertising the project, including providing reproduction

of plans and specifications (25 sets).

2. Attend pre-bid meeting. Prepare addenda, as necessary.3. Attend pre-construction meeting with the Town and contractor.

4. Review shop drawings. (It is anticipated that a total of twenty shop drawingswill be reviewed.)5. Address requests for information (RFIs) during construction. (It is anticipated

that twenty RFIs will be addressed.)

6. Attend periodic progress meetings at the Towns direction. (It is anticipated that3 meetings will be attended.)

7. Prepare record drawings from the contractors construction field notes.

The Town of Ocean City shall provide the following:

a. All reports and as-built/record drawings for utilities, roadway and property.

b. Legal services and advice.

c. Access to utilities and site.

d. Consultation with the Towns personnel relative to the project.

e. Payment of permit, laboratory testing, boring and testpitting fees.

f. Maintenance of traffic designs.

g. On-site inspection services during construction.

COMPENSATION

The estimated fees for this project are as follows:


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Part A - Survey $ 4,600

Part B - Design - Water, Sewer and Roadway $ 43,800

Part C - Permits $ 11,850

Part D - Post-Design Services $25,150

Total Estimated Fee $ 85,400(Fund Breakdown: Water = $ 21,000; Sewer = $ 21,000; General = $ 43,400)

We will perform this work and other requested extra work for a fee based upon a factor of 2.55

times actual technical payroll plus out-of-pocket expenses. The factor of 2.55 is applicable to

salaries of only technical personnel working on this project. The factor includes payroll burden

overhead costs for partners, accountants, secretaries and other non-technical support personnel

engaged on this project, and profit. Out-of-pocket expenses include sub-consultant fees, travelto and from the project at $0.555 per mile, subsistence costs associated with travel, reproduction,

plus the actual costs for any other expenses directly chargeable to the project. The budgeted fee

for engineering services will not be exceeded without approval from the Town.

Invoices will be submitted every four weeks for work performed during the previous four-week

period and shall be paid within 30 days following receipt.

SCHEDULE

The fee is based on performing the Survey, Design and Permit work through the summer of

calendar Year 2012 and the Post-Design Services through the spring of 2013.

If this proposal is acceptable to you, please sign in the location provided below and return the

copy for our files. It is a pleasure to work on these important infrastructure projects for the

Town of Ocean City.


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Very truly yours,

Whitman, Requardt & Associates, LLP

Dennis J. Hasson, P.E., BCEE

Partner

Enclosures

cc: Charles Felin (with encl.)

Bud Iman (with encl.)

APPROVED:

___________________________________________________ DATE______________________


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9 Request to Purchase Sign for 4th

Street Parking Lot

Presented by: Terence McGean, City Engineer


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INTEROFFICE MEMORANDUM

TO: MAYOR MEEHAN

FROM: TERENCE MCGEAN

SUBJECT: 4TH STREET PARKING LOT SIGN

DATE: 5/22/2012

CC: HAL ADKINS

I have solicited and opened bids for the sign for the new 4th Street parking lot. The sign will belocated along Philadelphia Ave. I requested each bidder to price two options: Option 1 would be thesame as the 100th street parking lot sign ie the logo panel over a panel with changeable plastic letters,Option 2 has the logo panel on top of a 3 line electronic variable message sign.

Option 2 would allow us to dispense with the temporary trailer mounted VMS sign we have beenplacing just south of the 4th street intersection to advise when the inlet lot is full. Since PhiladelphiaAve is one way, the VMS sign would be single sided facing north. The logo panel would be doublesided. Bid results are as follows:

Bidder Option1 Option2SelbySign $ 7,607.48 $ 14,929.14AtlanticSign $ 10,500.00 $ 22,400.00GableSigns $ 14,980.00 $ 32,980.00Budget $ 10,400.00

Although the option 2 price is over budget, the demolition contract came in under budget byalmost $25,000. Therefore, I believe the advantages of going with the digital VMS sign are worth theextra expense and I recommend award to Selby Sign in the amount of $14,929.14.

may 29 2012 complete agenda

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