AGENDA

GREEN COVE SPRINGS CITY COUNCIL 321 WALNUT STREET, GREEN COVE SPRINGS, FLORIDA

REGULAR SESSION TUESDAY, FEBRUARY 5,2013 -7:00 P.M.

ANYONE WISHING TO ADDRESS THE CITY COUNCIL REGARDING ANY TOPIC ON THIS AGENDA IS REQUESTED TO COMPLETE A CARD AVAILABLE AT THE CITY CLERK'S DESK. SPEAKERS ARE RESPECTFULLY REQUESTED TO LIMIT THEIR COMMENTS TO THREE (3) MINUTES.

THE CITY COUNCIL PROHIBITS THE USE OF CELL PHONES AND PAGERS WHICH EMIT AN AUDIBLE SOUND DURING ALL MEETINGS WITH THE EXCEPTION OF LAW ENFORCEMENT, FIRE AND RESCUE OR HEALTH CARE PROVIDERS ON CALL. PERSONS IN VIOLATION WILL BE REQUESTED TO LEAVE THE MEETING.

Invocation & Pledge of Allegiance to the Flag

Roll Call

AWARDS AND RECOGNITION

Presentation on the 2013 St. John's River Celebration in Clay County

Presentation of the 24th Annual Tree City USA Award - Barry Tye, Clay County Forester

Presentation of Proclamation in Support of the OPMC Trauma Program

Mayor to call on members of the audience wishing to address the Council on matters not on the Agenda.

PUBLIC HEARINGS

1. Second and Final Reading of Ordinance No. 0-01-2013, an Ordinance declaring City owned real property at 310 S. Orange Avenue as surplus and authorizing that sale of same.

CONSENT AGENDA

ALL MATTERS UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE BY THE CITY COUNCIL AND WILL BE ENACTED BY ONE MOTION IN THE FORM LISTED BELOW. THERE WILL BE NO SEPARATE DISCUSSION ON THESE ITEMS. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. BACKUP DOCUMENTATION AND STAFF RECOMMENDATIONS HAVE BEEN PREVIOUSLY SUBMITTED TO THE CITY COUNCIL ON THESE ITEMS.

1. City Council approval to adopt implementation measures to meet 12 performance goals of the City Manager with milestones covering the period of December 1, 2012 through November 30, 2013.

2. City Council approval of Resolution No. R-01-2013, a Resolution authorizing the Mayor to make application , sign all applicable documents, and submit additional information in a timely manner to the Florida Department of Emergency Management under its Hazard Mitigation Grant Program in partnership with the Federal Emergency Management Agency for five (5) Public Works projects intended either to reduce or eliminate long-term risks associated with natural hazards or disasters.

AGENDA February 5, 2013

Page 2 of 2

3. City Council approval of co-sponsorship request for the 21 51 Annual "Railroad and History Day" on Saturday, March 2, 2013.

4. City Council approval to piggyback on the City of Sarasota, Florida, RFP #12-02 LKD, Outsourcing Utility Bill Printing & Mailing, and authorization for the Mayor to execute the Agreement for utility billing and printing services between the City of Green Cove Springs and Municode for the period of February 6, 2013 through February 5, 2016, with the option to renew for two (2) additional one (1) year periods.

COUNCIL BUSINESS

1. First Reading of Ordinance No. 0-02-2013, an Ordinance amending City Code Section 98-5(e) and adding Section 102-48 to allow the height of accessory structures to increase over 12 feet by Special Exception . Arnold

2. First Reading of Ordinance No. 0-03-2013, an Ordinance adding City Code Sections 102-90, 102-91 , 102-92, and 102-93 relating to the Residential Riverfront FLUM Category. Arnold

3. City Council discussion regarding a potential settlement with Green Cove Springs Industrial Properties, LLC. Arnold

4. Update on the activities and events associated with the City Election for Council Seats Three (3), Four (4) , and Five (5) on Tuesday, April 2, 2013. Bentley

5. City Manager and City Attorney Reports and/or Correspondence.

6. City Council Reports and/or Correspondence.

7. Adjournment.

The City Council meets the first and third Tuesday of each month beginning at 7:00 p.m. Meetings are held in City Hall at 321 Walnut Street and audio recordings of the meetings are posted in the City's website at www.greencovesprings.com.

The City may take action on any matter during this meeting, including items that are not set forth within this agenda.

Minutes of the City Council meetings can be obtained from the City Clerk's office. The minutes are recorded, but are not transcribed verbatim. Persons requiring a verbatim transcript may make arrangements with the City Clerk to duplicate the recordings, or arrange to have a court reporter present at the meeting. The cost of duplication and/or court reporter will be at the expense of the requesting party.

Persons who wish to appeal any decision made by the City Council with respect to any matter considered at this meeting will need a record of the proceedings, and for such purpose may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is based.

In accordance with Section 286.26, Florida Statutes, persons with disabilities needing special accommodations to participate in this meeting should contact the City Clerk's office no later than 5:00 p.m. on the day prior to the meeting.

Exparte Communications: Oral or written exchanges (sometimes referred to as lobbying or information gathering) between a Council Member and others, including staff, where there is a substantive discussion regarding a quasi-judicial decision by the City Council. The exchanges must be disclosed by the City Council so the public may respond to such comments before a vote is taken.

FAST FACTS

W.hg1 The 2013 Celebration is Mar~h 16~ 2013t fmm 8 a.m. to noon with lunch Immediately following at Camp Chowenwaw.

lYJbu In the past seventeen years over 903() v~lunteers have removed more than 275.181 pounds of trash & debris from Clay County waterways and roadways.

BIB! You can be a part of the Celebration by caUing Tania Jolley, county coordina· tor, at (904) 269-6374 01' 284~6374.

WW to bring: A rake or trash stick, dip neta, sunscreen, work gloves and your boat 0 1' canoe. Wear old clothes and protective footwear. We'll supply the trash bags.

We ask atl volunteel's to contribute a canned gOftd(s) for the Green Cove Spr ings Food Pantry and a new 01' used book fOl' the Clay County Women fOl'

Education.

What is the St. Johns River Celebration? The St. Johns River Celebration is a one-day volunteer cleanup of the St. Johns River and its major tributaries.

The cleanup efforts go beyond the shoreline of the river, spanning the river's entire watershed. The Celebration helps people to understand how the river system is interconnected. What each of us does in one palt of the watershed, which is the 12,400 square-mile area from which water drains into the river and its sUlTounding ecosystems, affects the entire river.

Throughout its watershed and all along the St. Johns River, people work at cleanup sites and help raise awareness of river. issues to foster a year-round appreciation of this precious resource - Florida's longest river.

Volunteers under 16 years of age lIlust be accompanied by an adult, those under 18 should be accompanied by an adult.

What is Clay County's river connection? The St. Johns River lUns nOlthward through Clay County east of U.S. 17. Black Creek, Ates Creek, Greens Creek, Bull Creek, Peters Creek and Governor Creek all drain into the river. Doctors Inlet also flows into the river south of Orange Parle.

Check In Locations Please note that Main Street Boat ramp is NOT a check in location this year

1. KnigJl,t 's Boat Ramp: 1472 River Ln, (U.S. Highway 17 at the Black Creek Bridge Green Cove Springs)

2. Lakeshore Boat Ramp: Lakeshore Drive U.S. Highway 17 to County Road 220 (Doctor's Inlet Exit near Eagle Harbor). Tum at Lakeshore Drive, follow to the end to Doctor's Inlet

CITY OF GREEN COVE SPRINGS, FLORIDA STAFF REPORT

FOR MEETING OF FEBRUARY 5, 2013

SUBJECT: 24TH ANNUAL TREE CITY USA AWARD PRESENTATION TO MAYOR AND CITY COUNCIL BY CLAY COUNTY FORESTER

BACKGROUND: Staff has received a package of materials recognizing the City of Green Cove Springs as a celtified Tree City USA participant for the 24th consecutive year.

Staff has requested the new Clay County Forester, Mr. Barry Tye to make the presentation of this award to the Mayor and City Council.

SUBMITTED BY: APPROVED BY:

~~ J ; S K. Fleet, AICP evelopment ServIces DIrector

CITY OF GREEN COVE SPRINGS, FLORIDA STAFF REPORT

FOR MEETING OF FEBRUARY 5, 2013

SUBJECT: SECOND AND FINAL READING OF ORDINANCE NO. 0-01-2013, AN ORDINANCE DECLARING CITY-OWNED REAL PROPERTY AT 310 SOUTH ORANGE AVENUE, GREEN COVE SPRINGS, FL, AS SURPLUS AND AUTHORIZING THE SALE OF THE SAME

BACKGROUND: The City Council enacted Ordinance 0-09-2007 on June 5, 2007 which declared the subject propeliy as surplus and authorized the sale of the same by celiain procedures contained in the Ordinance. The sale was never completed and now the City Council has decided to declare the propeliy surplus once again and to market the propeliy to determine if it may be sold upon terms and conditions set f01ih in subsequent Resolution of the City Council. This Ordinance will re-authorize the sale of the subject property to comply with City Chmier Section 2.12(7).

FISCAL IMP ACT / FUNDING SOURCE: The City would expect to receive the approximate appraised fair market value of the Property from the sale. That sum will be detelmined by appraisal of the propeliy.

RECOMMENDATION: Staff recommends approval of Ordinance No. 0-01-2013 which will move this process along for the sale of the City-owned propeliy. As noted above, a subsequent Resolution will need to be adopted by the Council outlining the precise terms and conditions upon which the sale may be consummated. Staff recommends that the Resolution not be completed until the City receives the appraisal on the propeliy which should be completed in the next two weeks.

I MOTION: Approve Ordinance No. 0-01-2013 on second and final reading.

SUBMITTED BY: APPROVED BY:

ORDINANCE NO. 0-01-2013

AN ORDINANCE OF THE CITY OF GREEN COVE SPRINGS, FLORIDA REAUTHORIZING THE SALE OF CITY OWNED REAL PROPERTY LOCATED AT 310 SOUTH ORANGE AVENUE, GREEN COVE SPRINGS, FLORIDA; REPEALING CITY ORDINANCE NO. 0-09-2007 AND PROVIDING FOR SUBSEQUENT AUTHORIZATION OF SPECIFIC TERMS AND CONDITIONS OF THE SALE BY RESOLUTION OF THE CITY COUNCIL, PROVIDING FOR REPEALER, SEVERABILITY AND SETTING AN EFFECTIVE DATE.

WHEREAS, the City Council previously determined in Ordinance No. 0-09-2007 that the City owned real property at 310 South Orange Avenue, Green Cove Springs, FL ("Property") is surplus property and that still remains true as of the date of this Ordinance; and

WHEREAS, the City Council desires to sell said surplus propeliy upon terms and conditions approved by subsequent Resolution of the Council; and

WHEREAS, City Charter Section 2.12(7) requires the passage of an Ordinance to authorize the conveyance of City lands.

NOW, THEREFORE, BE IT ENACTED BY THE CITY COUNCIL OF THE CITY OF GREEN COVE SPRINGS, FLORIDA AS FOLLOWS:

Section 1. The City hereby re-declares the Propeliy as surplus and approves the sale upon the terms and conditions set fOlih in a subsequent Resolution ofthe Council.

Section 2. Terms, conditions and bidding requirements will be set fOlih in such City Resolution.

Section 3. The Mayor and City Clerk are hereby authorized to execute any and all documents necessary to complete this transaction.

Section 4. REPEALER. Any Ordinances or pmis thereof, including Ordinance No. 0-09-2007, in conflict with the provisions of this Ordinance are hereby repealed to the extent of such conflict.

Section 5. SEVERABILITY. The various pmis, sections and clauses of this Ordinance are hereby declared severable. If any pmi, sentence, paragraph, section or clause is adjudged unconstitutional or invalid by a cOUli of competent jurisdiction, the remainder of the Ordinance shall not be affected thereby.

Section 6. EFFECTIVE DATE. This Ordinance shall become effective immediately upon adoption.

Ordinance No. 0-01-2013 Page 2 of2

INTRODUCED AND APPROVED AS TO FORM ONLY ON THE FIRST READING BY THE CITY COUNCIL OF GREEN COVE SPRINGS, FLORIDA, ON THIS 22ND DAY OF JANUARY, 2013.

CITY OF GREEN COVE SPRINGS, FLORIDA

Pamela 1. Lewis, Mayor

ATTEST:

F. Lee Bentley, City Clerk

PASSED ON SECOND AND FINAL READING BY THE CITY COUNCIL OF THE CITY OF GREEN COVE SPRINGS, FLORIDA, THIS 5TH DAY OF FEBRUARY, 2013.

CITY OF GREEN COVE SPRINGS, FLORIDA

Pamela J. Lewis, Mayor

ATTEST:

F. Lee Bentley, City Clerk

APPROVED AS TO FORM:

L. 1. Arnold, III, City Attorney

CITY OF GREEN COVE SPRINGS, FLORIDA STAFF REPORT

FOR MEETING OF FEBRUARY 5, 2013

SUBJECT: City Manager Performance Goals with Milestones

BACKGROUND: On December 4, 2012, the Council completed its annual evaluation of the City Manager and nalTowed down a list of fOliy-one (41) items to twelve (12) key areas of concentration for the ensuing year. This legislative action is a requirement of the employment contract that the City has with its City Manager. On January 22nd of this year, we presented those goals in a nalTative for ratification by the Council and advised that we would suggest the various milestones needed to accomplish those tasks. This document establishes that framework and is subject to change, should the Council desire to set other key areas of emphasis in lieu of those outlined below. It should be noted that some progress has begun on several of the items listed below.

GOAL 1: OLD CITY HALL (DURING TRANSITION, POOL IS TO REMAIN OPEN) IMPLEMENT A TION MEASURES

TEAM LEADER: MIKE NULL, PUBLIC WORKS DIRECTOR

Jan 23,2013 - Receive RepOli from Atlantic Engineering Services March 5, 2013 - RepOli to Council/Receive Council recommendation on replacement option (REMAINING SCHEDULE TENTATIVE BASED ON THE ENGINEERING REPORT) April 4, 2013 - Advertise RFP for architect to design demolition of existing structure and

construction of new structure April 30, 2013 - Open Bids for design May 21, 2013 - Council to Award Bid for design June 18,2013 - Receive 33% plans and specs July 16,2013 - Receive 75% plans and specs and construction budget August 6, 2013 - Receive 100% plans and specs and final construction budget August 20, 2013 - Present 100% plans and specs and construction budget to. Council for

approval August 29, 2013 - Advertise Bid for construction October 1,2013 - Open Bids for construction October 15,2013 - Council to Award Bid for construction October 17,2013 - Issue Notice to Proceed October 28, 2013 - Pre-con meeting with contractor October 29, 2013 - Begin construction (180 days) March 28, 2014 - Substantial completion at 150 days April 28, 2014 - Finish construction

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GOAL 2: COMMERCIAL SOLID WASTE

IMPLEMENTATION MEASURES

TEAM LEADER: MIKE NULL, PUBLIC WORKS DIRECTOR

Feb 19,2013 - Report to Council with recommendation regarding extending CUlTent contract (Expires Sept 30, 2013) with Republic Services, Inc. and prepare bid (if necessary) for commercial containerized service and Construction & Demolition (C&D).

March 25, 2013 - Deadline to send notice of intent not to extend to Republic Services, Inc. if the Council so chooses.

(REMAINING SCHEDULE TENTATIVE BASED ON COUNCIL NOT EXTENDING; IF COUNCIL EXTENDS THE CONTRACT THEN THESE DATES ARE PUSHED OUT 24 OR 48 MONTHS) April 3, 2013 (tentative, subject to City election) - Take Code changes to Council for first hearing as needed. April 17, 2013 - Second and Final hearing on Code changes as needed. May 7, 2013 - Take bid package to Council for approval May 16, 2013 - Adveltise bid package for commercial containerized and C&D service June 13, 2013 - Open Bids July 2,2013 - Council to Award Bid October 1,2013 - New service starts

GOAL 3: NEW FINANCIAL MANAGEMENT SYSTEM

IMPLEMENTATION MEASURES

TEAM LEADER: SUE HEATH, ASSISTANT CITY MANAGER

January 28-February 11,2013- Training for the utility billing software February 11, 20 13-Run billing cycle parallel with old system to check accuracy February 12, 20 13-February 26,2013 train staff on:

General Ledger Accounts Payable Purchase Orders Budget Preparation Inventory Fixed Assets

GOAL 4: BUILDING DEPARTMENT FUNCTION - (CITY VS. COUNTY ROLES)

IMPLEMENTATION MEASURES

TEAM LEADER: JANIS FLEET, AICP, DEVELOPMENT SERVICES DIRECTOR

• February 2013 o Prepare analysis of options for Building Department o Present options to City Council

• March 2013 o Prepare implementation plan

• April 2013 o Begin implementing selected option

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GOAL 5: PUBLIC HOUSING AGENCY (PHA) IMPLEMENTATION MEASURES

TEAM LEADER: DANIELLE J. JUDD, CITY MANAGER

January 2013 - Determine suitable entity to accept transfer of Green Cove Springs PHA (completed) February 2013 - Initiate legislative actions (Resolution and Ordinance) to accomplish transfer February - March 2013 - Provide notice to affected parties April 1, 2013 - Complete PHA transfer

GOAL 6: POLICE STATION

IMPLEMENTATION MEASURES FROM THE REQUEST FOR QUALIFICATIONS (RFQ) APPROVED BY

COUNCIL

TEAM LEADER: CHIEF ROBERT Musco, POLICE

ACTION Request for Pre-Qualifications Adveliised

Mandatory Pre-Qualifications Meeting Responses to Pre-Qualifications Due Evaluation of Pre-Qualifications Notice of Intent to Award/Pre-Qualify (must be 72 hours before official Award) Legal Adveliisement for Bid (must be 30 days before bid opening & 5 day before pre-bid) Mandatory Pre-Bid (Post Pre-Qualifications) Deadline to Issue Addendums (minimum 7 day lead time prior to bid opening) Bid Opening

Bid Evaluations/InterviewslNegotiations Notice of Intent to Award (must be 72 hours before official Award) City Council Bid Award Notice of Award (request any missing information) Contract Award Notice to Proceed (record wi Clerk ofCoUlis) (7 days from Contract Award) Ground Breaking Ceremony Estimated Project Completion

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Complete on or Before January 3, 2013

January 10,2013 January 28, 2013

February 13,2013

February 14,2013

February 21,2013 March 6,2013

March 14,2013 March 25,2013

March 26, 2013 -April 2, 2013

April 11, 2013 April 16, 2013

April 17,2013 April 16 - 17,2013

April 24, 2013 April 24, 2013

October 31, 2014

Completed

Completed Completed

GOAL 7: ANNEXATION

IMPLEMENTATION MEASURES TEAM LEADER: JANIS FLEET, AICP, DEVELOPMENT SERVICES DIRECTOR

• June 2013 o Detelmine parcels for potential annexation

o Develop list of propeliy owners for potential annexation

o Development analysis for potential annexation parcels

• July 2013 o Contact property owners

• August 2013 o Update City Council on potential annexations

o Council provides staff on direction for annexations

• September 2013 o Prepare legislation for annexation

o Prepare adveliisements for annexation

• October -November 2013

o Council action on annexation

GOAL 8: WHH REpORT

IMPLEMENTATION MEASURES TEAM LEADER: DANIELLE 1. JUDD, CITY MANAGER (IN ABSENCE OF ELECTRIC UTILITY DIRECTOR)

Excerpts from the WHH Report - 8 Recommendations:

Recommendation 1 ~ Proposed Revisions to Residential Rates

~ Increase Monthly Customer Charge from $6.00 to $7.00 - PSC September 2013

Filing

~ Decrease Energy Charge by $0.002 per kW-hr PSC September 2013 Filing

~ Increase the breakpoint from 500 kW-m' to 1,000 kW-hrs PSC September 2013

Filing

~ Changes will lower the bill for a customer consuming 1,000 per month from

$127.05 kW to $123.55 and increase the bill for a customer consuming 2,500 kW­

hr from $312.38 to $313.38.

Recommendation 2 ~ Eliminate Special Rate for City Depaliments- 100 % Complete

~ Each City depaliment should be on commercial rates - All 89 City Accts

evaluated on consumption, 84 now under General Service Non-Demand, all

metering capable of demand component reading

~ Change is revenue neutral, special rate is about equal to commercial rates

~ Sends COlTect price signal to City Departments

Page 4 of8

~ Special rate is unique in the Florida municipal market ~ Avoids any perception that City is enjoying preferred electric rates

Recommendation 3 ~ Modify General Service Demand Rates - PSC September 2013 Filing

~ Each City department should be on commercial rates- 5 of 89 City Accts on GSD Rate evaluated on >25kw threshold - 100% Complete

~ Change is revenue neutral, special rate is about equal to commercial rates ~ Sends correct price signal to City Departments ~ Special rate is unique in the Florida municipal market

~ Avoids any perception that City is enjoying preferred electric rates

Recommendation 4 ~ Modify General Service Demand Rates PSC September 2013 Filing

.:. WHH recommends increase in demand charge and decrease in energy charge.

PSC September 2013 Filing .:. Recommendation results in slight decrease in bills for General Service Demand

Class (about 1 %) .:. Higher demand charge conveys more appropriate price signal to customers since

FMPAARP demand charges are high

Recommendation 5 ~ Establish Time of Use Rates for General Service Large Demand Class PSC September

2013 Filing .:. Understanding TOU rates

.:. Hierarchy of metering and accurate cost allocation .:. Energy meter - cheapest, easiest to understand .:. Demand and energy meter - more costly, attempts to allocate

demand costs more accurately, more difficult to understand .:. TOU metering -measures consumption in different time periods

(on peak and off peak), more accurately allocate demand costs .:. Bulk Power costs have two components

.:. Energy Charge based on total kW-hrs of energy consumed during month

.:. Not relevant for a Distribution utility such as GCS paying energy charges that are not time differentiated .

• :. Demand Charge based on maximum usage during any 60 minute

period. Normally occurs during summer months between 3 and 5 pm; during winter months 7 and 9 am.

Page 5 of8

.:. Bulk Power costs have two components

1. Energy Charge base on total kW-hrs of energy consumed during month

• Not relevant for a distribution utility such as GCS paying energy charges that are not time differentiated.

2. Demand Charge based on maximum usage during any 60 minute period.

Recommendation 6

• Normally occurs during summer months between 3 and 5 pm; during winter months 7 and 9 am.

~ Revise Bulk Power Cost Recovery Ordinance - Ordinance to be approve by August 2013 ~ Current policy calculates cost of Bulk Power during the second prior month and

applies that rate to CUlTent month ~ Policy fails to account for seasonality in sales ~ Policy does not allow any forward looking adjustments

~ Policy results in more volatile rates to customers ~ WHH recommends policy: - WHH currently using model to calculate monthly BPCA

with input factors from FMP A rate projections, W ACOG and other billing determinants. Over and under recovery to GCS RSF allowed under this model. 100% Complete

~ Not include specific formula- WHH currently using model to calculate monthly BPCA with input factors from FMP A rate projections, W ACOG and other billing determinants. Over and under recovery to GCS RSF allowed under this model. 100% Complete

~ State policy objective is to recover all costs associated with procuring and managing bulk power supply within a stated tolerance over any 12 month period

~ Permit a rate stabilization fund- WHH cUlTently using model to calculate monthly BPCA with input factors from FMP A rate projections, W ACOG and other billing determinants. Over and under recovery to GCS RSF allowed under this model. 100% Complete

~ Prohibit excess recovery above stated tolerance level - WHH cUlTently using model to calculate monthly BPCA with input factors from FMPA rate projections, W ACOG and other billing detelminants. Over and under recovery to GCS RSF

allowed under this model. 100% Complete

Recommendation 7 ~ Revise General Fund Transfer Policy-IOO % Complete, effective with creation of2012-

2013 City Budget, reduction in GFT, Electric Budget matching 20 Year CIP Study

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~ CUlTent policy ambiguous on overhead allocations

~ CUlTent policy exceeds comparable levels from other municipal utilities

~ Rosalind Holdings versus Orlando Utilities Commission is relevant regarding a

limit on transfers

Recommendation 8 ~ Review Legality of Master Metering St. Johns Landings 100 % Complete, Legal review

by FMPAIFMEA legal staff and local City Attorney finds no conflict with Federal or

State Law. Master metering under PURPA excludes 'grandfathered in facilities'

GOAL 9: REUSE AGREEMENT WITH MAGNOLIA POINT

IMPLEMENTATION MEASURES TEAM LEADER: MIKE NULL, PUBLIC WORKS DIRECTOR

February 5, 2013 - Final draft of agreement to City Attomey February 19,2013 - Final draft of agreement to HOA and Golf Course April 3,2013 (tentative, subject to City election) - Final agreement to Council for execution

GOAL 10: WATERFRONT CONTROLS & BUSINESS DEVELOPMENT

IMPLEMENT A TION MEASURES TEAM LEADER: JANIS FLEET, AICP, DEVELOPMENT SERVICES DIRECTOR

• May-June 2013 o Research waterfront development opportunities used by other communities

• July 2013 o Present option to City Council for direction

• August 2013 o Prepare RFP for waterfront activities and development

• September 2013 o Adveliise RFP

• October 2013 o Receive proposals

• November 2013 o Staff review of proposals

o Staff recommendation of proposals

o City Council review of proposals

GOAL 11 : AUGUSTA SA V AGE ARTS & COMMUNITY CENTER PUBLIC/PRIV ATE PARTNERSHIP

IMPLEMENT A TION MEASURES TEAM LEADER: DANIELLE 1. JUDD, CITY MANAGER

April 2013 - Seek private patineI' May - June 2013 - Issue RFP July - August 2013 - Negotiate agreement September - October 2013 - Begin agreement implementation

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GOAL 12: BUSINESS IMPROVEMENT DISTRICT (BID) AND/OR COMMUNITY REDEVELOPMENT AGENCY (CRA) IMPLEMENT A TION MEASURES TEAM LEADER: JANIS FLEET, AICP, DEVELOPMENT SERVICES DIRECTOR

• January 2013 (completed) o Review benefits of BID/CRA

• February - March 2013 o Review benefits of establishing BID

o Review models from other communities

• Apri12013 o Develop list of propeliy owners and businesses that would be included in the BID

• May - June 2013 o Meet with property owners and businesses to explain the benefits of establishing a

BID

• July 2013 o Present City Council analysis of re-establishing a CRA and/or establishing a

Business Improvement District

• August - September 2013 o As directed by City Council, prepare legislation for re-establishing a CRA and/or

establishing a Business Improvement District

RECOMMENDATION: Adopt implementation measures to achieve twelve (12) goals set by the City Council on December 4,2012.

MOTION: Adopt implementation measures to meet twelve (12) goals covering the period December 1,2012 - November 30, 2013.

SUBMITTED BY:

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" /

CITY OF GREEN COVE SPRINGS, FLORIDA STAFF REPORT

FOR MEETING OF FEBRUARY 5,2013

SUBJECT: City Council Approval of Resolution R-01-2013 authorizing the Mayor, as the Chief Elected Official, to execute all necessary documentation to apply for funding from the Florida Depmiment of Emergency Management (FDEM) Hazard Mitigation Grant Program (HMGP).

SUMMARY: Several stOlmwater improvement projects were identified in the Stormwater Master Plan Preliminary Engineering RepOli as submitted by Causseaux, Hewett, and Walpole, Inc. in August, 2012. Of these projects, funding for seven (7) was allocated in the cUlTent-year Capital Improvement Plan.

As a result of Tropical Storm Debby in June 2012, Federal Emergency Management Agency (FEMA) hazard mitigation funds have been made available through the FDEM. The funding notification was distributed in October 2012 and is attached for your review. The estimated amount available for Clay County is $414,405. The program is funded with 75% FEMA dollars and 25% local match. This funding is available to implement measures to reduce or eliminate long-term risk to people and property from natural hazards and their effects.

The City currently has five (5) projects that staff feels are good candidates for the HMGP program. Applications are due to the FDEM on or before February 15,2013. All of these projects are listed on the Clay County Local Mitigation Strategy (LMS) adopted by the Clay County Board of County Commissioners on January 29, 2013 as required to qualify for the grant. The purpose of a LMS is to prepare a comprehensive mitigation program to reduce injuries, loss of life, economic impact, and physical damage that can result from natural, societal and technological disasters with an eye towards identifying these potential hazards before they occur, to limit potential damages. This is done by looking at our community infrastructure and determining its risk to potential disasters. Our pmiicipation in the LMS provides the City with grant 0ppOliunities, such as this one, since we pmiicipate in a county-wide plan.

The five stormwater improvement projects that staff would like to submit for HMGP funding are Cove St, Citizen St, Highland Ave S., Magnolia Ave and MLK Blvd. The total for these projects is $1,063,500. If all projects were funded, this would require $265,875 in local match. For these five specific projects, $125,000 is programmed in the FY 2012/2013 (cul1'ent year) Capital Improvement Plan (CIP) Budget and $100,000 is programmed in the FY 2013/2014 CIP. Highland Ave is the largest of the five projects at $750,000. As you can see, the HMGP program is not adequate to fund all five projects. The City would hope to see the other four projects funded, which only requires a local match of$78,375. We also have to keep in mind that we are competing against two potential Clay County projects, which when submitted to the LMS, totaled $88,000.

As noted above, we are submitting projects whose sum costs exceed the available HMGP funding. Funding is distributed in three tiers. The first tier is for projects that are endorsed by local LMS's. Some of the funding will not be expended due to local agencies not submitting projects, projects coming in under budget or not being completed, etc. Once all of these projects are funded, then the second tier is opened for other projects within the counties included in the Disaster Declaration. In this disaster, there were 34 Florida counties included. Once all of these tier two projects are funded,

Page 1 of2

then tier three funding is opened to all counties within the state. Therefore, if all of our projects cannot be funded in the first tier, we may have a chance at additional funding in the second and third tiers.

The HMGP application requires the signature of an Authorized Applicant Agent as well as proof of the authorization. Therefore, the attached Resolution is attached for Council's consideration to fulfill this requirement of the grant application.

FISCAL IMP ACT: Funding adequate to provide the local match for these projects (less Highland Ave) is available in the FY2012/2013 crp Budget. Approximately $40,000 in additional funding will need to be allocated if Highland Ave is also funded.

RECOMMENDATION: Approve Resolution R-01-2013 authorizing the Mayor, as Chief Elected Official, to execute all necessary documentation to submit for HMGP funding from the Florida Department of Emergency Management.

MOTION: Approve Resolution R-Ol-2013 authorizing the Mayor, as Chief Elected Official, to execute all necessary documentation to submit for HMGP funding from the Florida Department of Emergency Management.

APPROVED BY:

Mike Null, Public Works Director Danielle J. Ju

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RESOLUTION NO. R-Ol-2013

A RESOLUTION OF THE CITY OF GREEN COVE SPRINGS, FLORIDA AUTHORIZING THE MAYOR, AS THE CHIEF ELECTED OFFICIAL, TO MAKE APPLICATION TO THE STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT (FDEM) UNDER ITS HAZARD MITIGATION GRANT PROGRAM (HMGP) IN PARTNERSHIP WITH THE FEDERAL EMERGENCY MANAGEMENT AGENCY (FEMA); PROVIDING AN EFFECTIVE DATE.

WHEREAS, the FDEM, in partnership with FEMA, announced the availability of HMGP funds on October 18, 2012; and

WHEREAS, HMGP funds become available as a result of Presidential Disaster Declarations; and

WHEREAS, Clay County's share for HMGP funds is currently estimated at $414,405 and is subject to change as final federal. disaster assistance expenditures are tabulated; and

WHEREAS, the FDEM has encouraged communities to submit HMGP applications for funding under this cycle on or before February 15, 2013; and

WHEREAS, the City of Green Cove Springs has identified five (5) projects that would benefit from hazard mitigation measures intended to either reduce or eliminate long-term risks associated with natural hazards and disasters; and

WHEREAS, four (4) of these five (5) projects (Cove Street, Citizen Street, Martin Luther King, Jr. Blvd. and Highland Avenue) are identified in the City of Green Cove Springs Stormwater Master Plan Preliminary Engineering Report; and

WHEREAS, these five (5) projects (Cove Street, Citizen Street, Martin Luther King, Jr. Blvd., Highland Avenue and Magnolia Avenue) are identified in the Local Mitigation Strategy adopted by Clay County on January 29, 2013; and

WHEREAS, the total estimated costs of these five (5) projects are $1,063,500 of which $797,625 would be requested under the HMGP program and $265,875 would be sought from local sources; and

WHEREAS, the Council unanimously agreed to authorize an application to the FDEM under its HMGP program.

Resolution No. R-Ol-2013 Page 2 of2

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GREEN COVE SPRINGS, FLORIDA THAT:

Section 1. The HMGP program is declared to be an excellent funding opportunity for the City of Green Cove Springs to address its Hazard Mitigation measures.

Section 2. The City Council directs that the Mayor, as Chief Elected Official, is hereby authorized to sign and execute all necessary certifications, assurances, and agreements, and to submit HMGP applications to the FDEM under its HMGP program on or before February 15, 2013.

Section 3. The City Council directs that the Mayor, as Chief Elected Official, is authorized to submit additional information in a timely manner as may be required by the FDEM in connection with our Applications for Hazard Mitigation assistance.

Section 4. Effective Date. This Resolution shall take effect immediately upon passage.

DONE AND RESOLVED BY THE CITY COUNCIL OF THE CITY OF GREEN COVE SPRINGS, FLORIDA, IN REGULAR SESSION THIS 5th OF FEBRUARY, 2013.

CITY OF GREEN COVE SPRINGS, FLORIDA

Pamela J. Lewis, Mayor

ATTEST:

F. Lee Bentley, City Clerk

APPROVED AS TO FORM:

L. J. Arnold, III, City Attorney

STATE OF FLORIDA

DIVISION OF EMERGENCY MANAGEMENT RICKscon Governor

BRYAN W. KOON Director

MEMORANDUM To:

From:

Subject:

Date:

Local Governments, State and Regional Agencies, Indian Tribal Governments, Local Mitigation Strategy Working Groups, Private Non­Profit Organizations Submitting Hazard Mitigation Grant Program Applications for the Tropical Storm Debby.

Bryan W. Koon, State Coordinating Officer ~t!: rl'

Hazard Mitigation Grant Program Funding Summary

October 18,2012

Program Summary

The Florida Division of Emergency Management (the Division) is pleased to announce the availability of Hazard Mitigation Grant Program (HMGP) funds as a result of the recent Presidential Disaster Declaration for Tropical Storm Debby (FEMA 4068~DR·FL).

HMGP funding is authorized by Section 404 of the Robert T. Stafford Disaster Relief Act. This funding helps communities implement measures to reduce or eliminate long­term risk to people and property from natural hazards and their effects. The Division encourages all potential applfcants to submit applications for projects that address eligible mitigation activities. The amount of HMGP funding available to the state is based on the total federal disaster assistance for the Presidential Disaster Declaration.

Application Timeline

Applications are currently being accepted. The appHcation period will close February 15, 2013. Applications mailed to the Division must be postmarked on or before February 15, 2013. Hand-delivered applications must be stamped in at the Division no later than 5:00 p.m. EST on February 15, 2013, The Division encourages potential applicants to submit complete applications before the close of the application period.

Applications will only be accepted from eligible applicants as defined In the Minimum Program Eligibility section of this notice.

FLO RID ARE C 0 V E R Y 0 F Fie E • 0 I V I S ION HE AD QUA R T E R S • STATE LOGISTICS RESPONSE CENTER 5900 Lake Ellenor Drive 2555 Shumard Oak Boulevard 2702 Dlreotors R.ow

Orlando, FL 32809 Tallahassee, FL 32399~2100 Orlando, FL 32809-5631 Tel: 650-413-9969 '. Fax: 850-488-1016

www.FI orida Disaster .org

MEMORANDUM October 18, 2012 Page 2

Please provide four completed copies of the State of Florida Hazard Mitigatfon Grant Program Application and all appropriate attachments. The application and all other pertinent forms may be obtained at the Division's website located at http://www.floridadisaster.org/Mitigation/Hazard/forms.htm. You may also contact the Division directly at (850) 922-4182.

Completed applications must be sent to the following address:

ATTN: Kathleen Marshall, Hazard Mitigation Grant Program Florida Division of Emergency Management

Mitigation Section 2555 Shumard Oak Boulevard

Tallahassee, Florida 32399-2100

Minimum Program Eligibility

Eligible Applicants: According to the Code of Federal Regulations (CFR) 44 §206.434(a), the following parties are eligible to apply for Hazard Mitigation Grant Program funds:

• State and local governments who have an approved Local Mitigation Strategy (LMS) in accordance with 44 CFR 201.6, prior to receipt of HMGP subgrant funding for projects;

• Private non-profit organizations or institutions that own or operate a private non­profit facility as defined in §206.221 (e); and

• Indian tribes or authorized tribal organizations.

Eligible Activities:. Activities include mitigation projects that will result in protection of public or private property from natural hazards. Activities for which implementation has already been initiated or completed are not eligible for funding. Eligible projects include, but are not limited to, the following:

• Acquisition or relocation of hazard prone structures • Retrofitting of existing buildings and facilities that will result in increased

protection from hazards • Elevation of flood prone structures • Infrastructure protection measures • Stormwater management improvements • Minor structure flood control projects • Residential and community safe room construction

MEMORANDUM October 18, 2012 Page 3

Ineligible Activities: The state will not consider funding requests for:

• Generators (unless they are an integral part of a larger eligible project); • Construction of new facilities (Nevertheless, the cost associated with above

code upgrades to new facilities may be considered); • Equipment such as emergency pumps, vehicles, and communication devices; • Tree removal, debris removal and other forms of maintenance; or • Projects already In progress (Construction may not begin until the contract

between the State and subgrantee is executed and the project has met requirements of the National EnvironmentalPolicy Act).

Eligibility Criteria: All projects submitted must meet minimum criteria to be considered for funding. An eligible project must:

• Conform to the Florida State Hazard Mitigation Plan and the respective community's LMS;

• Conform to the funding priorities for the disaster, as established in the appropriate LMS;

• Demonstrate cost-effectiveness; • Be technically feasible; • Benefit the designated disaster area; • Conform to all applicable environmental laws and regulations, as well as

Executive Orders; . • Solve a problem independently or constitute a functional part of a solution; • Benefit a National Flood Insurance Program (NFIP) participating community that

is not on probation or is suspended from the NFIP;and • Meet all applicable State and local codes and standards.

Cost-Share Requirements

Under the HMGP, FEMA will contribute up to 75-percent of the total amount approved under the grant award to implement eligible, cost-effective mitigation measures. The applicant must provide the remaining 25-percent non-federal share. Contributions, cash, and in-kind services are acceptable as part of the non-federal share. Requirements for in-kind contributions can be found in 44 CFR §13.24. In-kind contributions must be directly related to the eligible project cost and are those personnel, materials, equipment and supplies owned, controllecl, and operated by the applicant or a third party contributor.

Applicants may use the Global Match concept as part of the 25-percent non-federal share. Global Match permits a potential applicant to meet the non-federal share match by receiving credit for state and/or local government funds that were committed to similar type project(s). These similar, non-federally funded projects must meet all of the

MEMORANDUM October 18, 2012 Page 4

HMGP eligibility requirements. This means that if Global Match is approved, the applicant may receive up to 1 DO-percent federal share.

Pre-Award Costs

Prior to receiving a grant award, pre-award costs may be requested. Pre-award costs include items such as engineering, environmental study, permitting, and other "soft" costs associated with a construction project. Construction activities are not considered pre-award costs. Pre-award costs must be requested in writing. Guidelines for pre­award costs are included in Attachment A.

County Funding Allocation

To ensure funds are distributed equitably, designated counties have been assigned a portion of the total HMGP grant. The amount is based on a calculation of the proportional share of the total federal assistance under the Public Assistance (PA), Individual Assistance (IA), and Small Business Administration (SBA) programs as of October 2012. Commitment of project funds by the Division is contingent upon receipt of appropriate Legislative Budget Authority.

These figures are shown in Attachment B and represent the estimated amount of HMGP funds currently available. HMGP funding is available only to those counties that have a current FEMA-approved LMs. Project applications will be considered only if:

(1 )

(2)

The application is accompanied by an endorsement by the LMS Chairperson or Vice-Chairperson stating that the project is included in the current LMS; and, if more than one project Is submitted, the endorsement indicates the prioritization. A sample project submission letter is shown in Attachment C.

The Division will attempt to fund each submitted project in priority order until the county's allocation has been exha.usted. In accordance with Florida Administrative Code (F.A.C.) 27P-22.006, the Division uses the follOWing tiered allocation system up until the State application deadline with FEMA:

Tier 1 The available HMGPfunds are allocated to counties included in the re.levant Presidential Disc;lster Declaration In proportion to each county's share of federal disaster funding from the Public Assistance (PA), Individual Assistance (IA), and Small Business Administration (SBA) Disaster Loan Program as of the date of receipt of the FEMA funding notice described above. Eligible projects submitted by each county included in the relevant Presidential Disaster Declaration will be funded in order of priority as outlined in the LMS until the allocated funds (through the 12-Month Lock-in) are exhausted or all eligible projects are funded.

MEMORANDUM October 18, 2012 Page 5

Tier 2 Any allocation remaining after all eligible projects in any declared county are funded, shall be re-allocated to those counties included In the relevant Presidential Disaster Declaration whose allocation was not sufficient to fund all submitted eligible projects. The order of priority for re-allocating funds is detailed in Attachment D.

Tier 3 In the event funds remain after the Tier 1 and Tier 2 process, any remaining funds will be offered on a statewide basis as described in Attachment o.

Please see Attachment 0 for a detailed explanation of funding tiers.

Funding Availability and Notification

FEMA notifies the State of HMGP funding availability at several milestones:

1. Initial Estimate This represents an early estimate only and is not an actual commitment of funding by FEMA. Funding may increase or decrease based on actual disaster claims during the declaration period. These estimates are provided for planning purposes and to jump-start the HMGP application process.

2. 180 Days from the Date of Declaration This represents the State's Lock-in Amount. It is the minimum the State can expect to receive from FEMA. County allocations listed in Attachment 8 are based on this estimate. After this disclosure, HMGP funds to the State cannot be decreased.

It is important for potential applicants to recognize that HMGP funds are contingent upon FEMA's reexamination of the disaster figures at the given time intervals. A county's funding allocation can increase or decrease after it has submitted an application.

Technical Assistance

The Division is in the process of scheduling HMGP application development workshops. Please check the Division's website http://www.floridad[saster.org/Mitigation/Hazard for date, time, location and a short overview of the workshops. The Division will provide technical assistance throughout the application process. This includes assistance with ,the application process, Benefit Cost Analysis, Engineering Feasibility and Environmental/Historical Preservation Compliance. If there are any questions regarding the allocation of funds or the project review and selection criteria, please call Bureau staff at one of the following numbers:

(850) 922-5944 (Program Eligibility)

MEMORANDUM October 18, 2012 Page 6

(407) 888-3720 (Program Eligibility)

(407) 856-5040 (Environmental)

(407) 856-5010 (Engineering and Technical Feasibility)

For additional information and technical assistance, please refer to FEMA's Hazard Mitigation Assistance Unified Guidance document available at http://www.fema.gov/library!viewRecord.do?id=4225 .

To assist you in submitting qualified project applications, the following attachments are located on the Division website http://www.floridadisaster.org/Mitigation/Hazard including the Hazard Mitigation Grant Program Assistance Application:

Attachment A: Attachment B: Attachment C: Attachment D:

BWKlkm

Attachments

HMGP Program Policy on Pre-award Cost and Form Initial Estimate of Available HMGP Funding Sample Project Submission Letter Florida Administrative Code 27P-22

Attachment A

Guidance on Pre-award Cost Associated with HMGP Projects

Pre-award costs are costs incurred by a sub-grantee before the grant was awarded. Any and all pre-award costs associated with an HMGP project must be incurred after the date of declaration of a disaster under which the project is proposed for funding (GAO 10-129).

All construction associated with an HMGP project must be incurred after approval by FEMA and after the State of Florida and the sub-grantee has executed a project contract. According to Webster's II New Riverside Dictionary Revised Edition, the word construction means "the act, process, or work of building." Breaking ground, installing a shutter, taking out a window to replace with impact glass, are all exam pies of "construction . ."

FEMA may approve pre-award costs. These costs include study or research required to plan a construction project. Such activities may Include engineering, modeling, permitting, environmental study, benefit-cost analysis, etc. These are soft costs and not to be confused with hard construction costs. Construction costs may not be included as pre-award costs. Pre-award costs must be factored into total · project costs and included in the benefit-cost analysis calculations.

The applicant may request pre-award costs any time after the disaster declaration. The request must be in writing and include the type of activity or activities proposed .and estimated cost. All pre-award activity must clearly be associated with the applicant's proposed project. The State and FEMA will do a preliminary review of the request and may concur that the activities are necessary for the type of project envisioned or may consult with the applicant on an identified activity that the State or FEMA does not feel is necessary for a proposed project. Conversely, the State or FEMA may suggest additional study or research the applicant has not identified for a particular proje_ct. Review by the State and FEMA of pre-award activities may save money and time for the State, FEMA, and the applicant. Letters and documentation of all pre~award activities will need to be submitted to the State with the project application. Preliminary review by the State or FEMA of pre-award activities is no guarantee of eligibility or approval of the activities or the proposed project. FEMA will provide a written final determination on the pre-award request.

An alternative is for the applicant to request approval of pre-award cost by letter attached to the project application. The request must include the type of activity or activities and costs incurred by the applicant. There is greater risk to the applicant with this alternative that Incurred costs may not be considered eligible.

If the proposed project meets all eligibility criteria and is approved by FEMA, then pre.­award costs identified by the applicant prior to project submittal, or identified by the applicant in documentation attached to the application, will be considered project costs eligible for 75/25 re-imbursement (same as other project costs).

All pre-award costs are subject to an approved grant award and available funding. If funding is not available, even if pre-award costs are approved in writing, they will not be reimbursed and will be solely the responsibility of the applicant.

REFERENC~S

General Accounting Office, Principles of Federal Appropriations Law, Volume II, January 2004

Excerpts from OMS Cost Principle Circulars:

OMS Circular AM87 and AM122 (2 CFR 225 and 2 CFR 230, respectively) - Pre-award costs are those incurred prior to the effective date of the award directly pursuant to the negotiation and in anticipation of the award where such costs are necessary to comply with the proposed delivery schedule or period of performance. Such costs are allowable only to the extent that they would have been allowable if incurred after the date of the award and only with the written approval of the awarding agency.

OMS Circular AM21 (2 CFR 220) - Pre-agreement costs incurred prior to the effective date of the sponsored agreement, whether or not they would have been allowable thereunder if incurred after such date, are unallowable unless approved by the sponsoring agency.

44 CFR Part 206.439(c) further explains the preMaward cost regulations as allowable costs under HMGP.

44 CFR Part 13.22(b) lists the circulars above as the applicable cost principles for HMGPapplicants; governments (A-8?), priVate non-profits (A-122), & educational institutions (A·21).

STATE OF FLORIDA

DIVISION OF EMERGENCY MANAGEMENT RICK SCOTT Governor

BRYAN W. KOON Director

HAZARD MITIGATION ASSISTANCE PROGRAM PRE·AWARD COST REQUEST FORM

To request Pre·Award Costs, please complete this form and submit with your project application. All ELIGIBLE pre-award costs are subject to an approved grant award and availability of funding. If funding is not available or the project Is not approved, pre-award costs will NOT be reimbursed and will be the sale responsibility of the applicant. If your project is approved and pre-award costs are eligible, the costs share for the reimbursement of these activities is up to a 75/25 split.

Program:

Name of Applicant:

Project Title:

Start Date for Pre-Award Activities: Pre-award costs associated with this request incurred prior to the date of declaration are NOT eligible. These costs include: study or research to plan project, engineering, modeling, permitting br environmental study. These costs must be reflected as a line Item in the project budget. Construction costs should NOT be included. Construction activities may NOT begIn until after a contract has been fully executed with the State for this project.

Activity Estimated Cost Estimated Start Date

Point of Contact Information:

Name: ________________ Title:

Agency:

Address: ______________________________________________________________ __

Phone: Email:

Authorized Applicant Agent:

Name: ________________ Tltle:

Signature: _______________________________ Date:

FLORIDA RECOVERY OFFICE 5900 Lake Ellenor Drive

Orlando. FL 32809

• DIVISION HEADQUARTERS' 2555 Shumard Oak Boulevard Tallahassee. FL 32399·2100

Tel : 650-413 -9969 • Fax! 850·468·1016 www.FloridaDlsaster .or9

STATE LOGISTICS RESPONSE CENTER 2702 Directors Row

Orlando. FL 32809·5631

Attachment B

FEMA-4068-0R-FL Tropical Storm Debby Initial gO-Day Estimate

1~C'( ~ii~~~t~!~?~:" ~:~~~1~1¥~%~\~~~~ill~;~~~;: · B<;Iker County : $284,505.24 ' $94,835.08

· Br~ct.ford .County , $239,507~58 ! . $79,835.86

Cha!lotte County i . $310,019.08 ' $103;339.69

· C.i~rusCounty

Clay County

· Collier County

· C.0lumbI~County

Duval County

i Fran.~lin c.0unty

$1~~,~4~.?3 $65,313.68

i . _ .$~~4,40_5.12 , .. $138,135.04 : $1,098,575.09 : $366,191.70

. . . : " , ,- . . . . '

$1,901,297.48 ' $633,765.83

$88,480.48 $29,493.49 . .. .

$696,234.39 ; $232,078.13 .... ' ~"'- '-'-'." '-- ' . -- - - ~. - <- -

$~~9~7~4.9~ .. ~13~,581 .66 . i j '

; Gilchrist ~ou~ty . _. i . .. _~?,530.13 ' $843.38 ,

i Gu.lf County $767,733.02'" $,2.5.5:911.01 i

: Hamil~o~ ~~~.~ty j .. $112,6~0.OO i $37,543.33 ,

i Hernan?o County L $~!~'.~~_8.:_8~ : $159,629~62 ' i H~g~I~~ds ?oun~ L . y~~,.~~~A5 - $6,325.48 : l ~iI!~b~r~~g.h County l $81,157.23 $27,052.41 '

~_~e!f!rs~n 9o~nty.--T- $818,166.42 , " $272,722~ 14 .

; ~~!ay?~e _C~~nty. I . $!.0.O;52.96 i. $~~!~50.~~ " Lee County $306,497.39 : $102,165.80

i Lev~Coun~y .

: Uberty County 1 .. .. .. .

: Madison County

, Manatee County

! Nassau County

i 'Pas~o County .

_ H~.!~'~~ 0.84 : $26A.3.~ :95 . j" I . $106,618.88 : $35,539.63 .

$124,624.5i'· . . $41 ;541'.521

$962,322: 11'; .. $320,774.04 --- ----- ---.--.... "-

$203,526.92 ' $67,842.31 • - --- -_ ... - ----- -- ....

__ L $1,527,290.16 $509,096.72 :

: P~nel~~g~_~!1_ty .... t . $757,755.33 $252~~~5 :~~ ~ • Polk County , - ·$39~354.06 : $13,118.02

; Putnam COllnty $95,662,76 1 $31,887.59

; Santa Rosa C~unty i $256,552.90;- '$85,'517:63

: S~~~~o~ C~unty ...• i ' . $873,3·ii7.65 : _. $291,129~22 ; ;-s~;~~'~~~c~~~ty . ',' $2,343,665.41 : .. .. $781:221.80 .

: 'T~yi~~c'o~~t~ - "" ~' l .. $77,401.05 r --_. $2'5,800~35 j : U~lon.?oun~ : . · $16i,870:39 :- $55~5·6·.flO ~ I Wakulla County .. -1 $689,444.40 . $229,814.80 :

rg{(1~1~~~~f.[~~t;.:I~i~1~i~;9'9.;i~~§:~~';:\:~;~~i~~~)&,?:~J~t~

*Note: The amounts shown are initial gO-day estimates and should be used for planning purposes only. These figures are based upon best available data as of October 2012 and are subject to change.

The State anticipates that FEMA will provide the 6-month Lock-in estimate for the Hazard Mitigation Grant Program in January 2013. This future estimate will be used to re­evaluate the initial gO-day estimate and establish a lock-in ceiling. At this time the lock-in ceiling will reflect any increase or decrease in the amount of available HMGP funding.

Attachment C

Date

Mr. Miles Anderson, State Hazard Mitigation Officer Florida Division of Emergency Management 2555 Shumard Oaks Boulevard Tallahassee, Florida 32399-2100

Re: Hazard Mitigation Grant Program (HMGP) applications for FEMA 4068·DR­FL "Tropical Storm Debby"

Dear Mr. Anderson,

The County Local Mitigation Strategy (LMS) working group has approved by vote and prioritized the following projects for HMGP funding from this disaster. These projects align with our LMS goals and objectives as noted, and with the State's mitigation goals and objectives (in accordance with the Code of Federal Regulations 44§ 201.6.)

The County LMS group therefore presents the projects below (or In the attachment) in the. order in which they are to be considered for funding.

FEMA 4068-DR·FL "Tropical Storm Debby" Funding Project name Applicant GoaJ/ Estimated priority or objective federal share

description implemented 1. Project name Applicant 3. B. (2) $000,000 2. Project name Applicant 1. A. (4) $000,000 3. Project name Applicant 2. B. (4) $000,000 Etcetera

For further information or inquiry, please contact me at phone number. and email.

Sincerely,

_________ ~' LMS Chair _________ County LMS

cc:

Attachment 0

CHAPTER 27P·22 HAZARD MITIGATION GRANT PROGRAM

27P"22.001 Purpose 27P-22.002 Definitions 27P-22.003 Eligibility 27P-22.004 LMS Working Groups 27P-22.005 Local Mitigation Strategy 27P-22.006 County Allocations and Project Funding 27P"22.007 Application

27p·22.001 Purpose. This chapter describes the processes for application, project selection and distribution of funds under the Hazard Mitigation Grant Program.

Rulemaking Authority 252.35(2}{x) FS. Law Implemented 252.311, 252.32, 252.35 FS. History-New 2-24-02, Formerly 9G-22.001.

27p·22.002 Definitions. (1) "Adoption" means a resolution, ordinance or other formal action taken by the

governing body of a county or munlcipplity indicating agreement with and acceptance of the relevant Local Mitigation Strategy.

(2) "Application" means the request for hazard mitigation funding as submitted to the Division by an Applicant.

(3) "Applicant" means a state agency, local government, Native American tribe or authorized tribal organization or private non-profit organization requesting hazard mitigation funding.

(4) "FEMA" means the Federal Emergency Management Agency. (6) "Florida Hazard MitigatIon Strategy" means Florida's version of the Hazard

Mitigation Plan referred to in 44 C.F.R., Part 206, Subpart M. The Florida Hazard Mitigation Strategy (Rev. September 11, 1997) is hereby incorporated into this rule by reference. A copy may be obtained by contacting the Division of Emergency Management.

(6) "Hazard" meC!ns a condition that exposes human life or property to harm from a man-made or natural disaster.

(7) "Hazard Mitigation" means any action taken to reduce or eliminate the exposure of human life or property to harm from a man-made or natural disaster.

(8) "Hazard Mitigation Grant Program''; herein referred to as HMGP, means the program a.uthorized under Section 404 of the Stafford Act and implemented by 44 C.F,R., Part 206, Subpart N, hereby incorporated by reference, a copy of which may be obtained by contacting the Division, which provides funding for mitigation projects as identified in the State Hazard Mitigation Strategy.

(9) "Local Mitigation Strategy" or "LMS" means a plan to reduce the identified hazards within a county,

(10) "Projece means a hazard mitigation measure as identified in an LMS. (11) "Repetitive loss structures" means structures that have suffered two or more

occurrences of damage due to flooding and which have received payouts from the National Flood Insurance Program as a result of those occurrences.

(12) "Working Group" is the group responsible for the development and implementation of the Local Mitigation Strategy.

Rulemaking Authority 252.35(2)(x) FS. Law Implemented 252.311, 252.32, 252.35 FS. History-New 2-24-02, Formerly 9G-22.002 .

. 27P·22.003 Eligibility. (1) Eligible types of projects shall include, but not be limited to, the following:

(a) New construction activities that will result in protection from hazards; (b) Retrofitting of existing facilities that will result in increased protection from

hazards; (c) Elevation of flood prone structures; (d) Vegetative management/soil stabilization; (e) Infrastructure protection measures; (f) Stormwater management/flood control projects; (g) Property acquisition or relocation; and (h) Plans that identify and analyze mitigation problems and include funded,

scheduled programs for implementing solutions. (2) In order to be eligible for funding, projects shall meet the following requirements:

(a) Conform to the Florida Hazard Mitigation Strategy; (b) Conform to the funding priorities for the disaster as established in the LMS

governing the project; (c) Conform to 44 C.F.R., Part 9, Floodplain ·Management and Protection of

Wetlands, and 44 C.F.R., Part 10, Environmental Considerations, both hereby incorporated by reference, copies of which may be obtained by contacting the Division;

(d) Eliminate a hazard independently or substantially contribute to the elimination of a hazard where there Is reasonable assurance that the project as a whole will be completed ; and

(e) Be cost-effective and substantially reduce the risk of future damage, hardship, loss, or suffering resulting from a disaster.

Rulemaking Authority 252.35(2)(x) FS. Law Implemented 252.311, 252.32, 252.35 FS. History-New 2-24-02, Formerly 9G-22.003.

27P·22.004 LMS Working Groups. Each county electing to participate in the HMGP must have a formal LMS Working Group and a current LMS. (1) Not later than the last working weekday of January of each year the Chairperson of

the Board of County Commissioners shaH submit to the Division a list of the members of the Workirig Group and its designated Chairperson and Vice­Chairperson.

(2) The Working Group shall include, at a minimum: (a) Representation from various agencies of county government which may

include, but not be limited to, planning and zoning, roads, public works and emergency management;

(b) Representation from all interested municipalities within the county; and (c) Representation from interested private organizations, civic organizations,

trade and commercial support groups, property owners associations, Native American Tribes or authorized tribal organizations, water management districts, regional planning councils, independent special districts and non­profit organizations.

(3) The county shall submit documentation to show that within the preceding year it has issued a written invitation to each municipality, private organization, civic organization, Native American Tribe or authorized tribal organization, water management district, independent special district and non-profit organization, as applicable, to partiCipate in the LMS working group. This documentation shall accompany the membership list submitted to the Division.

(4) The Working Group shall have the following responsibilities: (a) To designate a Chairperson and Vice-Chairperson; (b) To develop and revise an LMS as necessary; (c) To coordinate all mitigation activities within the County; (d) To set an order of priority for local mitigation projects; and (e) To submit annual LMS updates to the Division by the last working weekday of

each January. Updates shall address, at a minimum: 1. Changes to the hazard assessment; 2. Changes to the project priority list; 3. Changes to the critical facilities list; 4. Changes to the repetitive loss list; and 5. Revisions to any maps.

Rulemaking Authority 252.35(2)(x) FS. Law Implemented 252.311, 252.32, 252.35 FS. History-New 2-24-02, Formerly 9G-22. 004.

27pw22.005 Local Mitigation Strategy. Each LMS shall have the following components: (1) A description of the activities of local government and private organizations that

promote hazard mitigation; a description of the policies, ordinances or programs that guide those activities; and any deficiencies in the policies, ordinances, and programs with recommendations to correct those deficiencies;

(2) A description of the methods used to engage private sector participation; (3) A statement of general mitigation goals, with Working Group recommendations for

implementing these goals, and estimated dates for implementation; (4) A description of the procedures used by the Working Group to review the LMS at

regular intervals to ensure that it reflects current conditions within the County; (5) A hazard assessment to include, at the minimum, an evaluation of the vulnerability

of structures, infrastructure, special risk populations, environmental resources and the economy to storm surge, high winds, flooding, wildfires and any other hazard to which the community is susceptible;

(6) A statement of procedures used to set the order of priority for projects based on project variables which shall include technical and financial feasibility;

(1) A list of approved projects in order of priority with estimated costs and associated funding sources;

(8) A list of critical facilities that must remain operational during and after a disaster; (9) A list of repetitive loss structures; and (10) Maps, in Geographical Information Syst~m (GIS) format, depicting hazard areas,

project locations, critical facilities and repetitive loss structures.

Rulemaking Authority 252.35(2)(x) FS. Law Implemented 252.311, 252.32, 252.35 FS. History-New 2-24-02, Formerly 9G~22.005.

27P-22.006 County Allocations and Project Funding. (1) The available HMGP funds shall be allocated to the counties included in the

relevant presidential disaster declaration, as defined In Section 252.34(1), F.S., in proportion to each county's share of the federal disaster funding from the Public Assistance, Individual Assistance and Small Business Administration programs as of 90 days after the disaster declaration as reported by FEMA. (a) Eligible and submitted projects for each county included in the relevant

presidential disaster declaration will be funded in order of priority as outlined in the LMS Until the allocated funds are exhausted, or all eligible projects are funcled, whichever occurs first.

(b) Any allocation remaining after all eligible projects in any declared county are funded shall be reallocated to those counties included in the relevant presidential disaster declaration whose allocation was not sufficient to fund all submitted eligible projects in proportion to each county's share of unfunded projects.

(2) If funds remain after all eligible projects under subsection (1) above have been funded, then they shall be applied to fund eligible projects submitted from counties not included in the relevant presidential disaster declaration on a first-come-first­served basis until all available funds are obligated.

(3) Once a project has been selected for funding, the agreement between the applicant and the Division regarding the terms and conditions of the grant shall be formalized by contract.

Rulemaking Authority 252.35(2)(x) FS. Law Implemented 252.311, 252.32, 252.35 FS. History-New 2-24-02, Formerly 9G-22.006.

27p·22.007 Application. (1) The following entities may apply for funding under the program:

(a) State agencies and local governm-ents; (b) Private non-profit organizations or institutions that own or operate a private

non-profit facility as defined in 44 C.F.R., §206.221(e), hereby ihcorporated by reference, a copy of which may be obtained by contaQting the Division; and

(c) Indian tribes or authorized tribal organizations.

(2) The Division shall notify potential applicants of the availability of HMGP funds by publishing a Notice of Funding Availability in the Florida Administrative Weekly.

(3) Applicants will have not less than ninety (90) days from the date of notification to submit project applications. The opening and closing dates will be specified in the Notice of Funding Availability, and applications must be postmarked or stamped in at the Division no later than 5:00 p.m. on the final due date.

(4) A letter shall accompany each application from the Chairperson or Vice­Chairperson of the LMS Working Group endorsing the project. The endorsement shall verify that the proposed project does appear in the current LMS and state its priority in relation to other submitted projects. Applications without this letter of endorsement will not be considered.

(5) Applications must be submitted using Form No. HMGP/FMA-001, State of Florida Joint Hazard Mitigation Grant Program & Flood Mitigation Assistance Application (Effective Date September 30, 2001), which is incorporated iilto this rule by reference, a copy of which may be obtained by contacting the Division.

(6) If the Division receives an incomplete application, the applicant will be notified in writing of the deficiencies. The applicant will have thirty (30) calendar days from the date of the letter to resolve the deficiencies. If the deficiencies are not corrected by the deadline the application will not be considered for funding.

(7) Applications are to be delivered or sent to: Division of Emergency Management Bureau of Mitigation 2555 Shumard Oak Boulevard Tallahassee, Florida 32399 ATTENTION: Hazard Mitigation Grant Program

Rulemaking AUthority 252.35(2)(x) FS. Law Implemented 252.311, 252.32, 252.35 FS. History-New 2-24-02, Formerly 9G-22.007.

CITY OF GREEN COVE SPRINGS, FLORIDA STAFF REPORT

FOR MEETING OF FEBRUARY 5, 2013

SUBJECT: 21 st Annual Railroad & History Day Festival Co-sponsorship Request

BACKGROUND: As provided in previous years, the Clay County Historical Society has requested the City serve as a co-sponsor for this event. A copy of their sponsorship request is included for your information which seeks a proclamation, street closure, in-kind services, and direct cost support totaling $1,200.

RECOMMENDATION: Approve 21 st Annual Railroad and History Day co-sponsorship request as outlined in the attached letter.

MOTION: Approve Co-sponsorship request for the 21st Annual Railroad & History Day Festival to be held on March 2, 2013 along with Direct Services totaling $1,200 and In-Kind Services support as outlined in the attached letter.

SUBMITTED BY:

Page 1 of 1

Hon. Pamela J. Lewis Clo Danielle Judd, City Manager 321 Walnut Street Green Cove Springs, Fl 32043

Dear Mayor Lewis,

cCay County Jfistorica[ Society CP. O. (j3o~1202

qreen Cove Springs, p[ 32043

January 16, 2013

On behalf of the Clay County Historical Society and as its President, I am respectfully requesting the assistance of The City of Green Cove Springs in our 21st Annual Railroad and History Day Festival on Saturday, March 2,2013. We express our sincere gratitude to the City for the past support of our History festivals and respectfully request the following assistance this year.

~ A Proclamation recognizing Saturday, March 2, 2013, as the "21st Annual Railroad & History Day" in Green Cove Springs.

~ Authorization for closing of Walnut Street from Green st. to Ferris St.; Gratio Place from Ferris St. to Walnut st. and Roderico Avenue at Walnut Street for festival activities and Public Safety.

~ In-kind services as in the previous years of:

o Bleachers to provide seating for festival patrons o Dumpster and Waste boxes for sanitation collection o Barricades I Cones for closure of streets and public safety o Port 0 Letsl Comfort Stations o Sweeping of streets around the Historical Triangle prior to festival

~ Direct Costs consisting of:

o Advertising/publicity o Entertainment costs o GCS Police Officer o Rental Equipment

$ 389.00 $ 300.00 $ 182.00 $ 329.00

Total $1,200.00

Our mission with the Railroad & History Festival is to promote our local history in a fun-filled community day; along with open house and free tours ofthe Society's History & Railroad Museums, Historic Courthouse & Jailhouse and the Clay County Archives there are many other history themed, educational and fun activities. We include all day entertainment, exhibitors, old time craft & demonstrations and other civic organizations on site to share their interest.

This is a distinctive celebration and affords all residents of Green Cove Springs, Clay County and surrounding areas a unique opportunity devoted to the recognition of the many aspects of our local history and significance the Railroad Industry played in the growth and development of our area, state and country. Enclosed is a festival informational flier of the day for your reference.

I extend the Historical Society' s personal invitation for presentation of the Proclamation by you as Mayor and the Members of City Council during the official welcome ceremonies of the Railroad Festival at 12:30PM on Saturday, March 2, 2013.

We very much appreciate your time and consideration in this matter and we look forward to seeing you there. If any additional information is needed, please contact me at 284-5243 or email addresses marilyngcsfla@aol.com or historicsociety@aol.com.

Sincerely,

Marilyn Haddock, President Clay County Historical Society

cc: Danielle Judd, City Manager

21st AnnUal l<itilroad and History festival

ClaY County Historical Triangle 915 Walnut Street at Hwy 16 (ferris St) in Green Cove Springs

SaturdaY - March 2, 2013 - 10 am to if pm

)IoVisit thenailroad 0/ History Museums; )IoClimb Aboard an Authentic Red Caboose; ~our the Historic Courthouse, Jailhouse,

and ~he Archives 0/ Research Center;

*"Admire Strolling Southern Belles and Antique Classic Cars; *"Visit and learn local History, CiVic 0/ Military DisplaYs;

*"Brothers Of the Coast pirates and Creative Anachronism Society; *"Old Time Crafts and Demos; Boor~ Signings by Local Authors;

*"PlaY in Kids Zones With Tiny Mite Choo-Choo "Rides, IFE's face Painting, Hendry's Petting Zoo, Marie's Ponies. Bouncies Ali-DaY $5.00 Armband.

*TaleOted Community performers

On Stage All Day 10:am -If:pm including

The ClaY County Community Band begins at 10:00am; ElVis presley performs 0/ David Bowen Entertains; Steven Amburgey; Charles E. Bennett "Bees" Ensemble; The Magnolia Point Singers;

ClaY County Sheriff's Office K-9 Demo 0/ pipe and Drum Band; The Crossroads Band; PIUS Lots More! Something for Everyone!

*"free Admission and ParKing*" *"food 0/ DrinK COUrt)lo

'Presented by The ClaY County Historical SoCiety - A 501 C-3 Non-profit, In 'Partnership With and SpeCial AppreCiation TO Our Community 'Partners!!

Information: www.claycountyhistoricalsocietv.org email: historicsociety@aol.com

Look for us on facebook: ClayCounty HistoricalSociety 904-284-9644 & 284-5243

CITY OF GREEN COVE SPRINGS, FLORIDA STAFF REPORT FOR

MEETING OF FEBRUARY 5, 2013

SUBJECT: City Council approval to piggyback on the City of Sarasota, Florida, RFP #12-02 LKD, Outsourcing Utility Bill Printing & Mailing, and authorize Mayor to execute the agreement for utility billing and printing services between the City of Green Cove Springs and Municode for the period beginning February 6, 2013 through February 5, 2016, with the option to renew for two (2) additional one (1) year periods.

SUMMARY: The City is currently using Harris Computer Systems for both our computer software and utility billing and printing services. Council approved a contract with American Data Group (ADG) to provide a new financial software system for the City. As a part of this transition to a new software program, staff researched new opportunities for a more economical utility billing/printing provider that also offered a more professional and easy to read utility bill for our customers. After the review of several companies, it was determined that Municode offered the best price, additional features such as paperless billing, and multiple customizable options. If Council approves the attached agreement, City staff can proceed with giving Munciode authorization to begin the design customization of our utility bill. Sample bills from Municode are attached for illustration purposes only.

Attached are the following: Cost Comparison Spreadsheet Sample Utility Bills City of Sarasota RFP #12-02 LKD Agreement (to be executed) between the City & Municode

MOTION: Approval to piggyback on the City of Sarasota, Florida, RFP #12-02 LKD, Outsourcing Utility Bill Printing & Mailing, and authorize Mayor to execute the agreement for utility billing and printing services between the City of Green Cove Springs and Municode for the period beginning February 6, 2013 through February 5, 2016, with the option to renew for two (2) additional one (1) year periods.

SUBMITTED BY: APPROVED BY:

Amy Cole Assistant . na ce Director City Manager

Printing and Billing Comparison

Fiscal Year 2012

Harris Computer Municode Mailed 48,326 Bills $11,635.42 $7,007.27 * Postage for 48,326 Bills (.36 rate) $17,397.36 (.34 rate) $16,430.84

TOTAL $29,032.78 $23,438.11

Per black and white,

one-sided Insert Cost $0.09 $0.01 Annual Utility Billing Support

Cost $1,650 $0

* Municode offers a flat fee of $.145 for mailing/printing (does not include postage) ($.145 X 48,326 = $7,007.27)

CURRENT UTILITY BILL

City of Green Cove Springs 321 Walnut Street Green Cove Springs, FL 32043 (904) 297-7500

UTILITY BILL

Return Service Requested 14

11111.11111'1111111111111 1'111111.1 11111111111111111.111111111111 ~*******"*'***Al!TO**\1IXED AADC 313 35481 MB 0.404014

Service Department Meter Reading Previous Current

ELECTRI~/RESIDENTIAL 84457 84704 BPCAjRES (FUEL COST AN.) FL GROSS RECEIPTS TAX/RES

TOTAL ELECTRIC SERVICE· >

1'lATER 982 1193 SEI'IER 1'lATER lYl'ILITY TAX/~IATER

94317 94627

TOTAL I'IATER/SEI'IER ." >

GARBAGE/YD 11ASTE/RECYCLE

For Your Infonmation Usage Cur~ent History Month

, Electric 247 DON'T POUR VEHICLE Water

OIL INTO THE STORM 2110

DRAINS.

Used

247

2110

3100

Prior Month

65

Account Service Location Number

,!. .0 ,

:I-<~-------": o'

PIN Account Name

-- - - - .- --- - -- --Prior Reading Current Payments Billing Date

Date Readina Date Posted Thru

11/19/2012 12/18/2012 12/31/2012 12/31/2012 ANY PAST DUE AMOUNTS ARE SUBJECT

TO IMMEDIATE DISCONNECTION

Pay online at: www.greencovesprings.com (Use your PIN shown above.)

CUT OFF DATE FOR CURRENT CHARGES: 1/2912013

Days Average I Dem~nd I KW Demand Current Dailv Use Readlna Charaes

29 9 26.25 4.82

.79 .......... .

31. 86

29 73 16.86 30.13

29 107 17.50 3.44

... . ....... 67.93

17.50

12 Months Total Current Charges Prior 117.29 687 DUE DATE-Current Charges 1/1912013

Amount Due After Due Date 123.15 1160 Jlncludes Penaltv}

PAST DUE AMOUNT ~ .00 TOTAL AMOUNT DUE 117.29

"m:1' 'II"U 11'1 -CI"\.:lUI'II, JLCJ-\.:l!:. C~II'H~ CI"'II~C DILL iV11 ruu

n WHEN MAILING. PLEASE DETACH HERE AND RETURN THIS PORTION, MAKING SURE THAT OUR RETURN ADDRESS APPEARS THROUGH THE WINDOW IN THE ENVELOPE PROVIDffi n

1111111111111111111111111111111111

Cjty .of Green Cove Springs 321 Walnut Street Green Cove Springs, FL 32043-3441

11111111I11111111111111111111111111111111111111111111111111111

Account Phone Number (Please correct if incorrect.)

Number ,

'! I

PIN · Account Name

Prior Reading Current Reading Billing Date Past Due After Date Date

11/19/2012 12/18/2012 12/31/2012 1/19/2013 Amount Due After Due Date 123.15 (Includes Penaltv)

TOTAL AMOUNT DUE 117.29

Make checks payable to: City of Green Cove Springs

n · on

SAMPLE UTILITY BILLS

"Workillg Together To Serve YOIl Better"

For questions regarding your bill: Mon - Fri 8 AM - 5 PM Phone: (912) 389-3499

or (912) 389-3408 In Person: City Hall, Customer Service

Department, 224 E. Bryan Street, Monday-Friday 8:00 a.m. - 5:00 p.m.

ACCOUNT NUMBER

BILLING DATE

PREVIOUS BILL

PENALTY & ADJUSTMENTS

PAYMENTS

BALANCE FORWARD

CURRENT CHARGES

10000·0006

2/26/10

$57.06

$0.00

·$57.06

$0.00

$59.88

CUSTOMER

After Hours Emergency: (912) 394-3303 Fax: (912) 384-6730

Email: DouglasUtilites@cityofdouglas.com DATE DUE 3/16/10

CIO THE CUSTOMERS Visit us on the web at www.cityofdouglas.com TOTAL DUE $59.88 PO BOX 100 DOUGLASVILLE GA 30133 AMOUNT DUE IF PAID AFTER:

3/16/10 $65.86

EL EL

GA

123 MAIN STREET

Service Period Days NMetebr- Mult Units Current Previous Usage um er

EL 1/15/10 2/16/10 32 GA 1/15/10 2/16/10 32 l'IA 1/15/10 2/16/10 32

452335707 1.000 KWH 206778 1 . 000 HCF 07493220 1 . 000 TGAL

DETAIL OF CHARGES

54930 965

33

54710 961

33

220 4 o

Service Consumption Charges Total

pmmR COST ADJUST 220.00 .00 ELECTRIC 220.00 28 . 92 TOTAL ELECTRIC 28.92 GAS 4 . 00 12.56 12 . 56

THANK YOU FOR YOUR TlMEL Y PA YMENT ON YOUR LAST MONTHL Y STATEMENT!

PLEASE PAY YOUR TOTAL DUE BY 5:00 PM 3/16/10 TO AVOID A LATE FEE

Notice· There will be a 12% Water/Sewer Rate Increases effective 3·01·10

~IA WATER 7.00 7 . 00 S~I SEI~ER 8 . 50 8 . 50

Electric Sales Tax 2 . 02 2 . 02 Gas Sales Tax . 88 .88 CONSUMPTION HISTORY

Service Code Previous Year Current Year

EL GA WA

502 81

2

220 4 o

PLEASE DETACH AND RETURN BOTTOM PORTION IF PAYING BY MAIL. PLEASE DO NOT STAPLE OR FOLD. PLEASE WRITE YOUR ACCOUNT NUMBER ON YOUR CHECK.

"Worki/lg Togt'tlltr To Stroc lou nttlt~'

PO BOX 470 DOUGLAS GA

FORWARDING SERVICE REQUESTED

CUSTOMER

C/O THE CUSTOMER PO BOX 100 DOUGLASVILLE GA 30133

D Check box for change of address (see reverse side of return payment document)

PLEASE PAY YOUR TOTAL DUE

BY 5:00 PM 3/16/10 TO AVOID

ALATE FEE

BILL DATE CYCLE # --ACCOUNT NUMBER

10000·0006

AMOUNT DUE IF PAID AFTER: 3/16/10

DATE DUE

3/16/10

TOTAL DUE

$59.88

$65.86

Amount Enclosed $ ____ _

Please remit and make checks in US funds payable to:

CITY OF DOUGLAS PO BOX 102954 ATLANTA GA 30368-2954

1 •• 11.11 ••••• 11 •• 11 •• 1 •• 1 ••• 1.11.1 ••• 1.1 •• 1 •• 1.1.1 •• 1 •• 1 ••• 111

Coweta County Water & Sewerage Authority

545 Corinth Road Newnan, Georgia 30263

VALUED CUSTOMER 123 MAIN STREET NEWNAN GA 30265

~ ~~

COWETA COUNTY WATER & SEWERAGE AUT II () Il I T Y

For questions regarding your bill: Man - Fri 8 AM - 5 PM

(770) 254-3710 Fax (770)254-3714 Email at:customerseNice@cowetawater.com

ACCOUNT NUMBER

PIN NUMBER

BILLING DATE

PREVIOUS BALANCE

LAST PAYMENT ON 11/14/2011

ADJUSTMENTS

PAST DUE BALANCE

CURRENT CHARGES

0000-00000-02

30000

12/08/2011

$149.14

-$114.14

$35.00

$35.00

$127.40

Current Reading Date 10/14/2011 11/15/2011 $162.40 TOTAL AMOUNT DUE

17138

BANK DRAFT:

16443 6950 WATER USAGE SEWERAGE CHARGE PRIOR CONTINUATION FEES

PAYMENT INFORMATION "Failure to receive your bill will not relieve your payment obligation"

Call customer service at 770-254-3710 to enroll. PAY BY PHONE: Call 678-603-4041 to pay your bill using your Credit or Debit card.

Visit us at www.coweta.payutilitybillonline.com . PAY ONLINE:

Other payment options are available: LOBBYIDRIVE THRU, MAIL and NIGHT DROP. For additional payment information, see the back of this bill.

$65.96 $61 .44 $35.00

DATE DUE

AMOUNT DUE IF PAID AFTER 5:00 PM ON 12/10/2011

(Includes 10% Penalty on the balance)

AMOUNT DUE IF PAID AFTER 8:00 AM ON 12/27/2011

(Includes $50.00 cant fee and subject to disconnection without further notice)

IMPORTANT NOTICE

12/09/2011

$175.14

$225.14

Your account has a past due balance and you are subject to disconnection of your services. Your amount due plus the 10% penalty must be paid no later than 5 PM on 12/2212011 . If your service is disconnected, all fees must be paid prior to restoring service. A bill is not considered paid until payment is received in the office.

IMPORTANT INFORMATION

The Water Authoritv is your clear choice for custom-labeled bottled water!

• REMINDER: Any account with a past due amount greater than $25 is subject to disconnection.

• Bottled water with your custom label is a great, economical way to enhance your event: weddings, birthdays, graduations, retirements, births, reunions, church events, corporate events, fundraising, etc . • Take your business to the next level. Provide your customers with cool, refreshing water while advertising your organization.

8000

6000

4000

2000

0

USAGE HISTORY Current Month

Last Month

Current Month - Last Year

Days in Period

Average Daily Usage

FEB MAY AUG NOV Average Daily Cost

6950

6070

11950

032

217.188

3 .981

"The reality is people are on the go, so a large percentage of what they drink comes from a can or bottle. Help them make the better choice with high-quality, calorie-free, locally-bottled water decorated with your unique, professionally-designed label."

Place your order todayl

Contact customer service at 770-254-3710 or e-mail us at bottledwater@cowetawater.com.

PLEASE DETACH AND RETURN BOTTOM PORTION IF PAYING BY MAIL . DO NOT STAPLE OR FOLD. WRITE YOUR ACCOUNT NUMBER ON YOUR CHECK.

Coweta County Water & Sewerage Authority 545 Corinth Road Newnan, Georgia 30263

IIIII~ II IIII I~ Il i lll~ II II IIII II II ~III I IIIII IIII II ~ II IIII I IIIIIIIII

FORWARDING SERVICE REQUESTED

VALUED CUSTOMER 123 MAIN STREET NEWNAN GA 30265

AMOUNT DUE IF PAID AFTER 5:00 PM ON 12/10/2011 (Includes 10% Penalty on the balance)

AMOUNT DUE IF PAID AFTER 8:00 AM ON 12/27/2011 Includes $50.00 late fee & subject to disconnection

$175.14

$225.14

Update phone # for Emergency Notifications : # _______ _

ENTER AMOUNT ENCLOSED >>> $ ______ _ Remit and make checks in US funds payable to:

Coweta County Water & Sewerage Authority PO Box 580013 Charlotte NC 28258-0013

111111111111 hllllllllllllllllllllllllllllllllllllllllllllllllill

00060001002900016240000175140134

City of Sarasota For questions regarding your bill or payments:

CUSTOMER 123 ANYWHERE STREET SARASOTA FL 34232

SERVICE ADDRESS

METER NUMBER

W98443 30

Utility Business Office 1761 12th Street

Sarasota Florida 34236-2607 Mon - Fri 8 AM - 5 PM

(941) 954-4197 E-Mail utilitybill@sarasotagov.com

After hours - Emergency Only 955-4838 Solid Waste: Garbage Pickup - 365-7651

Recycling - 953-6559

Visit us on the web - www.sarasotagov.com

123 ANYWHERE STREET

CURRENT PREVIOUS USAGE

5968.00 5933.00 3.50

DETAIL OF CHARGES

DESCRIPTION W Base Unit Fee W Volume 0-12000 SR SEWER GB SOLID WASTEIRECYLCYING

Excise Tax TOTAL CURRENT CHARGES

16 - 30 Days 31 - 60 Days

AMOUNT $10.71 $11.73 $35.22 $24.66

$2.24 $84.56

ACCOUNT NUMBER

SERVICE PERIOD

BILLING DATE

PREVIOUS BILL

PAYMENTS

BALANCE FORWARD PAST DUE

CURRENT CHARGES

ADJUSTMENTS

TOTAL DUE

DATE DUE

00000-00000

03/10109 - 04/09109

04/13/09

$87.24

-$87.24

$0.00

$84.56

$0.00

$84.56

04/28/09

THANK YOU FOR YOUR TIMEL Y PA YMENT ON YOUR LAST MONTHL Y STATEMENTI

PLEASE PAY YOUR TOTAL DUE BY 5:00 PM 04/28/2009 TO AVOID A LATE FEE

To pay online visit us on the web at www.sarasotagov.com

m ••••••• IT'S A DROUGHTIII NEW WATER RESTRICTIONS EFFECTIVE 2/24/09

EVEN ADDRESSES ON TUESDAY ONLY - ODD ADDRESSES ON THURSDAY ONLY

NO IRRIGATION ALLOWED BETWEEN 8 A.M. TO 6 P.M. IF YOU HAVE QUESTIONS CALL UTILITY BILLING OFFICE

TOTAL WATER USAGE HISTORY Current Month (Includes ali water usage) Last Month Current Month - Last Year

Over 60 Days I

3.50 3.80 3.20

PLEASE DETACH AND RETURN BOTTOM PORTION IF PAYING BY MAIL. PLEASE 00 NOT STAPLE OR FOLD. PLEASE WRITE YOUR ACCOUNT NUMBER ON YOUR CHECK.

1761 12th Street Sarasota Florida 34236-2607

FORWARDING SERVICE REQUESTED

11111111 •• 1111.1 •• 11 ••• 1.1111111111.1111.111111.111.1.1.1.1 •• 1 1 1 AV 0.324

Customer 123 Anywhere St Sarasota FL 34232-0300

Check box for change o of address (see reverse side of this document)

PLEASE PAY YOUR TOTAL DUE BY 5:00

PM 04/28/2009 TO AVOID A LATE FEE 123 ANYWHERE ST

DATE DUE

04/28/09

TOTAL DUE

$84.56

Amount Enclosed $ . ______________________ _

Please check box if paying by credit card (See back of statement). o Please remit and make checks in US funds payable to:

CITY OF SARASOTA PO BOX 31656 TAMPA FL 33631-3656

1 •• 11 ••• 11 •• 11 •••• 11 •••• 11 •• 11 •• 11 ••• 1.1 •• 11 ••• 1.1 •• 11 •••• 11.1

0000000000000000000000084565

Town of Lady Lake ACCOUNT NUMBER 20335-356

409 Fennell Boulevard SERVICE ADDRESS 306 S OLD ROAD

Lady Lake, Florida 32159 BILLING DATE 12f31f08 Phone: (352) 751-1525 PREVIOUS BALANCE $38.17 Fax: (352) 751-1573

PAYMENTS -$38.17 Office Hours M - F BAM - 5PM Drop Box Payment Locations: ADJUSTMENTS $0.00

www.ladylake.org Town Hall - 409 Fennell Blvd CURRENT CHARGES $32.42 Library parking lot - 225 W Guava St

TOTAL AMOUNT DUE $32.42

Service Current Reading

Previous Reading

WA 27 26

WA BILLING CHARGE WA FACILITIES CHARGE WA VOLUME CHG 0- 3000 1.. 00

TOTAL WATER SE BILLING CHARGE SE FACILITIES CHARGE SE VOLUME CHARGE 1..00

TOTAL SEWER RESIDENT WATER TAX

TOTAL CURRENT CHARGES

PAST DUE BALANCE DUE NOW

TOTAL DUE

Usage

1

Cycle

01-18

Service Period

11/13/08 to 12/10108

Service Days

2.69 7 .84 2.08

2.00 13 . SO

3 .5 5

. 76

27

$32.42

$0.00

$32.42

1 2 .61

19 . 05 . 76

DUE DATE 1f20f09

You must notify us of any temporary or permanent change of address. The post office will no longer forward your mall. Late fees will be assessed if your payment is not received by the due date.

Please notify Customer Service at 352-751-1525 immediately upon receipt of your bill If you feel it is in error.

Service will be disconnected on accounts unpaid 30 days after billing date without notice.

If Past Due Balance is not received by 5 PM in the Utilities Office prior to shut off day, a reconnect fee of $25 will be assessed, ($50 after hours) even if service is not interrupted.

Both drop boxes are locked at 5 PM the day before shut off.

A late payment fee of $10 will be added to accounts unpaid 20 days after the BILLING DATE. Payments received after 3PM are posted on the next business day.

Please do not place cash in the drop box.

A dishonored check fee is assessed on any returned check in accordance with State Statute and Town Ordinance.

Bank drafting Is available.

ALL PAST DUE BALANCES MUST BE PAID BY 5PM ON WED, JAN 7TH TO AVOID SHUT-OFF ON THU, JAN 8TH. OUR OFFICES WILL BE CLOSED ON MON, JAN 19TH IN OBSERVANCE OF MARTIN LUTHER KING JR'S DAY. BANK DRAFTING IS AVAILABLE.

PLEASE BRING ENTIRE BILL IF PAYING IN PERSON. PLEASE DETACH AND RETURN BOTTOM PORTION IF PAYING BY MAIL.

~ .., 409 Fennell Boulevard Lady Lake Florida 32159

Return Service Requested

11111 ••• 1.1 ••• 11.1.1.1.1 •• 11 ••• 1111 ••• 1.11.1 •••• 1.11 •• 1.1.1 •• 1 1 1 AV 0.324

Evelyn Sparrow 306 S Old Road Lady Lake FL 32159-0029 6

Account Number Current Bal. Due Date 1f20f09

20335-356 Past Due Balance $0.00

Current Bill $32.42

TOTAL DUE $32.42

Please enter the amount paid

Please Remit And Make Checks Payable To:

TOWN OF LADY LAKE 409 FENNELL BOULEVARD LADY LAKE, FLORIDA 32159-3158

1 •• 11 ••• 1.1 ••• 11.1.1.1.1 •••• 11 •••• 11.1.1.1 •• 1.11 ••• 1.1 ••• 1 •• 11

Request For Proposal # 12-02 LKD

Outsourcing Utility Bill Printing & Mailing

For Utility Department

Issued by the City of Sarasota Purchasing Division

Proposals to be submitted before:

June 7, 2012 by 2:30 p.m.

in the Office of the Purchasing Manager 1565 First Street, Room 205

Sarasota, Fl. 34236 Ph. #(941) 954-4151

12-02 LKD Outsourcing Utility Billing & Mailing Services Opens: 06/07/2012

First advertising date: 05/15/12

Notice to Proposers RFP# 12-02 LKD Outsourcing Utility Bill Printing & Mailing

Request for Proposal

The City of Sarasota, Florida, is requesting proposals from qualified individuals/firms for RFP# 12-02 LKD Outsourcing Utility Bill Printing & Mailing on an .... s needed" basis f0T a ooe (3) year period. This agreement may be extended for two (2) additional one (1) year periods by mutual agreement, within budgetary limitations, at the same terms and conditions.

The Scope of Services for this RFP is available from Demandstal' by calling (800) 711-1712 or by accessing their Internet address at www.demandstnrrcom. Vendors who obtain thc Scope of Services from sources other than DemandSta .. or the City of Sarasota l)urchasing Dcpartment arc eantioned that the submittal package may be incomplete. Addenda will be posted and disseminated by DemandStar at least five days IU'ior to the submittal datc to all vendors who are Iistcd 011 the officinllist. The City may not accept incomplete proposals.

Those individuals/ finns interested in being considered for (RFP) are instructed to submit five- (5) copies and one (1) ol'iginal of their proposals, peliinent to this project prior to 2:30 p.m. on June 7, 2012, to the oftlce of the Purchasing Manager, 1565 First Street, Room 205, Sarasota, Florida, 34236. The Request for Proposals shall be received in a sealed envelope, prior to the time scheduled to receive proposals, and shall be clearly marked RFP# 12-02 LKD Outsourcing Utility Bill Printing & Mailing. Qualified responses will be reviewed and ranked by an evaluation committee.

There will not be a pre-proposal conference for this RFP.

Please Nole: in the event a proposer chooses 1I0t to submit a proposal, pleasc refcr to Item #6: "No Response 10

.!Jl!£'" JOt' instructions.

Questions regarding this Request For Proposal #12·02 LKD Outsourcing Utility Bill Printing & Mailing are to be directed, in writing, to Lori DeLoach atLori_DcLoach@SarasotaGov.coln, or faxed to (941) 954-4157, during normal working hours.

/7' Sincerely, ~

~~ . , -~ Mary G. Tucker, CPPO, FCPM Purchasing Manager

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I. Scope of Service:

The City of Sarasota, Florida is requesting proposals based on companies qualifications to perform utility billing services. The major services are the ability to import electronic billing daily, print billing with custom design, and bulk mail in accordance with the technical specifications, provided below, in the most cost effective and timely way possible.

II. Administered By:

Utility Department

III. Submission Schedule:

05/15/2012 06/07/2012 0612712012

TBD TBD

IV. . Solicitation:

2:30 pm 1:30pm

Request for Proposal Advertised Submission Deadline Review Proposals, Establish ShOtt List, if necessary City Hall, 1565 151 St, Room 206, Sarasota, FL 34236 Schedule Presentations, if necessary Recommendation to City Commission

To be considered, submit one (1) original and five (5) copies to:

Purchasing Manager City of Sarasota, Purchasing Department

1565 First Street, Room 205 Sarasota, FI. 34236

RFP proposals shall be received in a sealed envelope, prior to the time scheduled to receive proposals, and shall be clearly marked: RFP# 12-02 LKD Outsourcing Utility Bill Printing & Mailing

V. Communication:

All communications regarding this project, including questions related to this Request for Proposal, shall be submitted in writing to the Purchasing Manager 8 days prior to the bid opening

VI. No Response to RFP:

Purchasing Manager City of Sarasota, Purchasing Department

1565 First Street, Room 205 Sarasota, FI. 34236

FAX: (941) 954-4157

If choosing not to submit a response to this RFP, proposer shall complete and return the RFP Form found in the forms section, giving a brief explanation as to the reason for not submitting a proposal at this time.

Please note: The explanation for not submitting a proposal is due no later than the deadline for the RFP opening.

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VII. Local Preferences in Purchasing and Contracting:

Defmitions:

City - The Term "City" shall mean a person, firm, corporation, or other business entity which is duly licensed and authorized to engage in the particular business at issue, and which has maintained a permanent place of business with full-time employees within the City limits of the City of Sarasota, for a minimum of one (1) year prior to the date bids were received for the purchase or contract at issue.

County - The Term "County" shall mean a person, firm, corporation, or other business entity which is duly licensed and authorized to engage in the particular business at issue, and which has maintained a pennanent place of business with full-time employees within Sarasota County, for a minimum of one (1) year prior to the date bids were received for the purchase or contract at issue.

NOll-local - All others

• Post office boxes are not verifiable and shall not be used for the purpose of establishing said physical address.

• III order to be eligible for local preference, the vendor must provide a copy of the occupational license.

Request for Proposal (Non-CCNA)

In purchasing of, letting of contracts for procurement of, personal property, materials, certain contractual services, and construction of improvements to real property or to existing structures, the City Commission, or other purchasing authority, may give a preference as follows:

Within City limits

Sarasota County

Non-Local

10 points (out of 100)

5 points

-0- points

Ties: In the event of any tie (either in the best and fmal bid price under a bid process, or in the point total in a proposal process) between a local city or county business, and a non-local business, a contract award, or the first opportunity to negotiate, as applicable, shall be made to the local city or county business. In the event of any tie between a local city business and a local county business, the local city business shall be awarded the contract or receive the first opportunity to negotiate, as applicable. In the event of any tie between a local city business and another local city business, or a local county business and another local county business, the local vendor with the greatest number of full-time employees working in the City of Sarasota or Sarasota County respectively, shall be awarded the contract or receive the first opportunity to negotiate, as applicable.

City o(Sarasota, Ordinance 09-4849

VIII. Submission Requirements:

A. Required Information:

Please submit the following information in the order requested:

1. Name, address, phone number, fax number, and e-mail address of the person or firm submitting the proposal. Provide the name of the contact person and person authorized to contract for the firm if the proposal is being submitted by a finn.

2. The proposer's qualifications to meet the City's objectives and perform tasks listed in the proposal.

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3. The proposed scope of work based on the City's objectives outlined in this RFP. Include performance standards appropriate to the proposed work.

4. Samples of statement formats currently provided by proposer (no more than 6 styles)

IX. Limitations:

A. This request does not commit the City to the award of a contract, or to pay any costs incurred in the preparation for a response to this request.

B. The City of Sarasota mayor may not require the prospective proposer to participate in negotiations and to submit additional technical information or other revisions to their proposal as may result from the negotiations.

C. The City of Sarasota reserves the right to reject any or all proposals, to waive informalities, to request additional information, and to award a contract deemed most advantageous for the City.

X. Minimum Requirements of Proposer:

A. Previous experience in the performance of projects of a similar nature.

B. The Individuals/fmn warrants that he/she is fully qualified, with adequate personnel and experience to undertake the services required within a reasonable time.

C. Registered under the State of Florida to perform the services required for this project. Registration Certificate to be provided by the Florida Department of State, Division of Corporations, establishing your finn as eligible to conduct business in the State of Florida. Please refer to website: www.sunbiz.org

XI. Project Representation:

The City Manager or hislher designee will be the Contract Administrator for this project.

XII. General Terms and Conditions

A. Payment of Fees

The contract shall be a fixed fee type of contract not to exceed the negotiated contract price. Progress payments will be made monthly, based upon percentage of tasks completed.

B. Time of Completion

The services shall commence upon written notice to proceed from the City Manager or his designee, and the project shall be completed in accordance with the project schedule.

C. Project Team

Substantial consideration is given by the City in awarding of an agreement, based on the experience of the project team proposed by the individuallfmn to perform the services required. No change shall be made in the composition of the team, without the prior written approval of the City Manager or his designee.

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D. Changes in Scope of Work

The City Manager may request changes in the scope of work to be performed. Such changes, including increase or decrease in compensation must be mutually agreed upon and incorporated by written amendment to the agreement.

E. Indemnification

1. Non-Design Professional

The City shall not be liable for any loss, injury, death or damage to persons or property, which at any time may be suffered or sustained by any person whatsoever arising from the negligent performance by the successful proposer and its employees and agents of its obligations under the provisions of this agreement. The successful proposer shall indemnify and hold harmless the City, and agents and employees against all claims, liabilities, loss, injury, death or damage whatsoever, including but not limited to attorney fees, on account/or arising out of or resulting from any negligent act or omission of the successful proposer in the performance of the work. The City and the successful proposer acknowledge that the first ten dollars ($10.00) of the compensation paid to the successful proposer for its work hereunder shall be deemed specific consideration for this indemnification. The successful proposer shall fund the foregoing indemnification by providing the insurance coverage's set forth below.

2. Design Professional

The successful proposer shall indemnify and hold hannless the City, its elected and appointed officials, officers, employees and agents, from liabilities, damages, losses and costs, including but not limited to reasonable attorney's fee, to the extent caused by the negligence, recklessness or intentional wrongful conduct of the successful proposer or any person employed or utilized by the successful proposer in the performance of the contract. City and the successful proposer acknowledge that the first ten dollars ($10.00) of compensation paid the successful proposer for its services hereunder shall be deemed specific consideration for the indemnification

F. Insurance:

The successful proposer, prior to the signing of agreement and before starting any work on this Agreement, shall procure and maintain, during the life of this Agreement, the insurance coverage listed below. The policies of insurance shall be primary and written on forms acceptable to the City. The policies shall be placed with an insurance carrier approved and licensed by the Insurance Department of the State of Florida and that meets a minimum financial A. M. Best & Company rating of no less than "A": Excellent. The City of Sarasota will not accept any indication or evidence of self-insurance made by the Contractor, as it applies to any of the required insurance coverage. Any and all fully-executed contracts will require that the Contractor be fully insured per the terms and conditions as follows herein:

1. Worker's Compensation

Worker's Compensation Insurance on behalf of all employees who are to provide a service for this Agreement, as required by Florida Statues Chapter 440 and Employers Liability with limits of not less than $100,000 per employee per accident; $500,000 disease aggregate; and $100,000 employee per disease or proof of exemption waiver.

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2. Commercial General Liability

Including but not limited to bodily injury, property damage, and personal injury, with limits of not less than One Million Dollars combined single unit per occurrence, Two Million Dollars per location aggregate plus property damage insurance in the minimum amount of Five Hundred Thousand Dollars covering all work performed.

3. Automobile Liability

Including bodily injury, property damage liability for all vehicles owned, hired, leased, and non­owned, with limits of not less than One Million Dollars combined single unit per occurrence covering all work performed.

4. Umbrella Liability

N/ A unless being used to meet underlying coverage requirements.

5. Professional Liability

If applicable, in the minimum amount of One Million Dollars.

6. Hazardous Material

If work being performed involves hazardous materials, the need to procure and maintain any or all of the following coverage will be specifically addressed upon review of exposure. However, if hazardous materials are identified while carrying out this Agreement, no further work is to be performed in the area of the hazardous materials until the City'S Risk Management Department has been consulted as to the potential need to procure and maintain any or all of the following coverage through a change order to the project:

a. Contractor's Pollution Liability

For sudden and gradual occurrences in the amount no less than $1,000,000 per claim and $2,000,000 in the aggregate arising out of work performed under this Agreement including, but not limited to, all hazardous materials identified under this Agreement.

b. Asbestos Liability

For sudden and gradual occurrences in the amount no less than $1,000,000 per claim and $2,000,000 in the aggregate arising out of work perfonned under this Agreement.

c. Disposal

When applicable, the successful proposer shall designate the disposal site and furnish a Certificate of Insurance from the disposal facility for Environmental Impainnent Liability Insurance covering liability for sudden and accidental occurrences in an amount not less than $1,000,000 per claim and $2,000,000 in the aggregate and shall include liability for non-sudden occurrences in an amount not less than $1,000,000 per claim and $2,000,000 in the aggregate.

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d. Hazardous Waste Transportation

When applicable, the successful proposer shall designate the hauler and furnish a Certificate of Insurance from the hauler for Automobile Liability Insurance and Endorsement MCS90 for liability arising out of the transportation of hazardous materials with an amount not less than $2,000,000 annual aggregate and provide valid EPA identification number.

e. Certificates of Insurance

Shall clearly state the hazardous materials exposure work being performed under this Agreement.

7. Builder's Risk

When applicable, a special form coverage shall include, but not be limited to:

1. Storage and transport of materials, equipment, supplies of any kind whatsoever to be used on or incidental to this Agreement;

2. Theft coverage;

3. Waiver of Occupancy clause endorsement;

4. Limits of insurance to equal 100% of the insurable completed agreement amount of such additions, or structures, on an agreed amount/replacement cost basis;

5. Maximum deductible clause of $50,000 each claim.

G. Additional Insured

The City of Sarasota, its elected and appointed officials, employees and agents shall be listed by endorsement as additional insureds, except for worker's compensation and professional liability. Further, other designated persons or entities may be required to be listed as additional insureds.

H. Certification of Insurance

The successful proposer, prior to providing any services pursuant to this Agreement, shall furnish to the City proof of insurance, including, but not limited to a Certificate of Insurance referencing the City of Sarasota as "additional insured", except for worker's compensation and professional liability, and the effectiveness of all required insurance for the successful proposer, and each of its subcontractors. The certificates of insurance shall state that the City will be notified in writing at least thirty (30) days prior to cancellation, non-renewal or any other modification of any policies required of the successful proposer. No work shall commence under this Agreement until the City's authorized representative has given written approval of the insurance certificates. Additionally, the successful proposer has an affirmative obligation throughout the entire term of this Agreement to provide the City Manager evidence of the continuation of all policies required of the successful proposer by this Agreement. As such, as each policy of insurance is renewed, proof thereof must be provided in writing to the City Manager. City suggests that the successful proposer obtain all policies on an occurrence form basis. If, however, the successful proposer determines to obtain claims-made policies, the successful proposer shall be required to assure that the policy dates run concurrently throughout the entire term of this Agreement and the successful proposer shall be required to maintain "tail" coverage at the successful proposer's own expense for a period of time as directed by the City Manager.

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I. Successful Proposers Responsibility

Approval by City of the successful proposer's work product for the project shall not constitute nor be deemed a release of the responsibility and liability of the successful proposer for the accuracy and competency of the successful proposer's designs, drawings, specifications or other documents and work pertaining to the project. Additionally, approval by the City of the successful proposer's work product shall not be deemed to be an assumption of drawings, specifications or other documents prepared by the successful proposer for the project. After acceptance of the fmal plans by the City, the successful proposer agrees, prior to and during the construction of the project, to perfonn such successful proposer services, at no additional cost to the City, as may be required by the City to correct errors or omissions on the plans prepared by the successful proposer pertaining to the project.

J. Truth-In-Negotiation Covenants

Florida Statute 287.055 requires for any lump-sum or cost plus a fixed fee professional service contract over the threshold amount provided in Florida Statute 287.017 for category four $150,000.00), that the agency (City) shall require the finn receiving the award to execute a Truth-In-Negotiation certificate stating the wage rates and other factual unit costs supporting the compensations are accurate, complete, and current at the time of contracting. Any professional service contract, under which such a certificate is required, shall contain a provision that the original contract price and any additional costs thereto shall be adjusted to exclude any significant service by which the agency detennines the contract price was increased due to inaccurate, incomplete or non-current wage rates and other factual unit costs. All such contract adjustments shall be made within one (1) year following the end of the contract.

K. Ownership of Documents

It is understood and agreed that all documents, including detail reports, plans, original tracings, specifications and all data prepared or obtained by the successful proposer in connection with its services hereunder, including all documents bearing the professional seal of the successful proposer, thereunder shall be delivered to and become the property of the City, prior to final payment to the successful proposer at the tennination of the agreement.

L. Work Progress and Delays

The City Manager shall be entitled at all times to be advised in writing, at his request, as to the status of work being done by the successful proposer and the details thereof. In the event the successful proposer cannot satisfy the deadline specified in the project schedule, then it shall notify the City Manager in writing at least seven (7) days prior to such deadline of the reason for the delay. In the event the cause of the delay is due to delay by City or regulatory agencies as to the approval of any plans or pennits submitted by the successful proposer, when such delay will result in an overall delay of the project completion date, the City Manager shall grant to the successful proposer, in writing, an extension of the agreement time equal to the as aforementioned delays. The City Manager shall be solely responsible for determining whether any extension of time should be awarded to the successful proposer.

M. Professional Standards

1. The successful proposer shall covenant and agree that it and its employees have complied with the Florida Statutes pertaining to the licensing of employees.

2. In the event the successful proposer shall be placed in any fonn of bankruptcy or make an assignment for the benefit of creditors, the City Manager may declare the same a default of the agreement which he may tenninate pursuant to Section VIII, A, I herein.

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3. Section 287.055(6)(a), Florida Statutes, requires the following provisions to be made a part of the Agreement The successful proposer warrants that it has not employed or retained any company or person, other than a bonafide employee working solely for the successful proposer, to solicit or secure the agreement, and that it will not payor agree to pay any person, company, corporation, individual or firm other than a bonafide employee working solely for the successful proposer any fee, commission, percentage, gift or other consideration contingent upon or resulting from the award or making of the agreement. For breach or violation of this condition, the City Manager . shall have the right to terminate the agreement without liability and at his discretion to deduct from the agreement price of otherwise recover the full amount of such fee, commission, percentage, gift or consideration.

N. Termination of Contract - With or Without Cause

The City of Sarasota reserves the right to terminate any contract, at any time, with or without cause.

O. Termination by Default

The successful proposer acknowledges that the conditions, covenants and requirements on its part to be kept, as set forth in the contract, are material inducements to City entering into an agreement. Should the successful proposer fail to perfonn any of the conditions, covenants and requirements of its part to be kept, the City Manager shall give written notice thereof to the successful proposer specifying those acts to things which must occur in order to cure said default. Provided, however, if the successful proposer makes a good faith effort by taking steps to substantially cure the default, the City Manager may grant the successful proposer additional time to cure such default as he deems warranted in his sole discretion. Should the default remain, upon expiration of the time granted to cure the same, the City Manager may terminate the agreement, by written notice of termination, said notice specifying the time and date of termination.

P. Termination without Default

The City Manager shall have the right, at any time, upon fifteen- (15) days written notice to the successful proposer, to terminate the services of the successful proposer.

Q. Payment and Ownership of Documents upon Termination

In the event of termination of the agreement, the successful proposer shall cease work and shall deliver to the City all documents (including reports, surveys, plans, tracings, specifications and all other date and material prepared or obtained by the successful proposer in connection with the project), including all documents bearing the professional seal of the successful proposer. City shall upon delivery of the aforesaid documents, pay the successful proposer and the successful proposer shall accept as full payment for its services thereunder, a sum of money equal to the percentage of the work done by the successful proposer and accepted as satisfactory by the City.

R. Assignment

The successful proposer shall not assign, sell or transfer any interest in the agreement.

S. Compliance with Applicable Law

The laws of the State of Florida shall govern the agreement. The successful proposer covenants to promptly comply with all applicable federal, state, county and municipal laws, ordinances, regulations and rules related to the services to be performed thereunder. The successful proposer covenants that it will conduct no activity or provide any service that is unlawful or offensive.

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T. Disclaimer of Joint Venture

The successful proposer and City shall warranty and represent that by the execution of an agreement it is not the intent of the parties that the agreement be construed or deemed to represent a joint venture or an undertaking between City and the successful proposer. The successful proposer shall be solely responsible for the conduct of all activities and services provided by the successful proposer as part of its business operations.

While engaged in carrying out and complying with terms of the agreement, the successful proposer is an independent contractor and not an officer or employee of the City. The successful proposer shall not at any time or in any manner represent that it or any of its agents or employees is employees of the City.

u. Ftightoflnspection

The City Manager, by and through his designee, shall have the right at all reasonable time during the term of the agreement to inspect or otherwise evaluate the work being performed thereunder and the premises in which it is being performed.

V. Remedies - Cumulative

All remedies therein before and therein conferred on the City shall be deemed cumulative and no one exclusive of the other, or any other remedy conferred by law.

W. Waiver

Failure of the City to take any action with respect to any breach of any term, covenant or condition contained in the agreement, or any instance of default thereunder by the successful proposer, should not be deemed to be a waiver of any default or breach by the City.

X. Attorney's Fees

Should it become necessary for the City to bring any action against the successful proposer to enforce any of the covenants, provisions or conditions of the agreement, the successful proposer will pay all costs attendant thereto, including reasonable attorney's fees to the attorney representing the City, and said obligation shall apply to declamatory relief, if necessary, to interpret any of the items thereof.

Y. Public Entity Crimes

A person or affiliate who has been placed on the "Convicted vendor list" following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a Public Entity, may not submit a bid or a contract with a Public Entity for the construction or repair of a public building or public work, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any Public Entity, and may not transact business with any Public Entity in excess of the threshold amount provided in Florida Statute Chapter 287.017 for category two- (2) for a period of thirty-six (36) months from the date of being place on the "convicted vendor list".

z. Discrimination

An entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid on a contract to provide goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity, and may not transact business with any public entity.

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AA. Minority Business Utilization Policy

1. The City Commission has established a Minority Business Enterprise Utilization Plan (M.B.E.), Resolution No. 0IR-1377, (Adopted August 6, 2001), whereby the City will assist in the development of opportunities for M.B.E.'s through the use of commodities, goods and services obtainable from M.B.E. 's, in conjunction with the award of this contract. Each proposer shall undertake to achieve a goal to place a percent of the value of the proposal with one or more M.B.E. 's, including the suppliers of materials, goods, as well as services in accordance with the percentage designated in Florida Statute 287.09451 (4)(n).

The values are: 25% of the moneys actually expended for architectural and engineering contracts, 24 % of the moneys actually expended for commodities 50.5% of the moneys actually expended for contractual services 21 % for construction contracts

2. Proposers shaU document and include with their proposals the full name and address of the M.B.E.'s along with a description of the services, supplies, materials or goods and the allocation of cost, if applicable, or the percent of value of each as it relates to each M.B.E. proposed for participation. Changes from those M.B.E.'s submitted with the proposal will be subject to the approval of the City. All M.B.E.'s shall be certified as a Minority Business Enterprise by the State of Florida, Department of Management Services, Office of Supplier Diversity pursuant to Section 287.0943, Florida Statutes, or by statewide and interlocal agreement certification, as provided for by Section 287.0943(1) Florida Statutes.

3. A State of Florida M.B.E. Certificate or interlocal agreement M.B.E. Certificate from an agency having an interlocal agreement with the State of Florida must accompany the bid/RFP submission.

4. As used in this section Small Business, Minority Business Enterprise, Minority Person and Certified Minority Business Enterprise shall have the same meaning as those words are defined in Section 288.703, Florida Statutes as amended.

5. If a proposer does not place a percent of the value of the proposal as set forth in Section 287.09451 (4)(n), Florida Statutes, with a M.B.E., the proposer shall justify, in writing as part of the response to the Request for Proposal, the reason why the proposer was unable to meet the M.B.E. participation goal. Adequate justification shall include the proposer being unable to find a M.B.E. possessing the required experience or licensing in order to provide the necessary services or the proposer's inability to find any M.B.E. within a specific trade or business, or that 100% of the proposed services will be provided by the proposer.

6. Any proposer who fails to comply with the requirements of this plan shall have the response declared nonresponsive.

7. Should any proposer who is awarded a contract falsely represent to the City that it has complied with the requirements of the plan, and if it is determined by the City Manager that said proposer has not complied with this plan, as represented, the City Manager may terminate the subject contract under the provisions of the contract relating to a breach of contract by the proposer. Alternatively, the City Manager may elect to fulfill the terms of the contract but refuse to accept future proposals from the proposer on the basis that the proposer is not a responsible proposer for City of Sarasota RFP purposes.

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8. The Internet address below is for the State of Florida Office of Supplier Diversity. This State office can provide you with an online directory of all state certified minority business enterprises. Vendors appearing on this website will be accepted by the City as certified minority business enterprises. The required certificate as per the specifications should accompany your submission.

A phone number for the Office of Supplier Diversity has also been included for your use. Internet Address: http://www.dms.myflorida.com/other programs/office of supplier diversity osd Phone: (850) 487-0915

XIll. Evaluation Criteria

Evaluation criteria will include team and individual personnel experience and qualifications, availability to meet time schedules; office location; previous experience of a similar nature; understanding of the work; evaluation from previous clients; commitment to perform within time constraints, evaluation of past and current work; and whether the firm is a Florida State Certified Minority Business enterprise.

The selection of a Consultant is made after careful evaluation of the proposals received and will be based on, but not limited to, the following:

2

3

4

5

Objectives of the project. Ability to meet required needs such as: Bill custom design & layout, ability to detail various charges, label specific items, import & program electronic customer file infonnation to create a bill, e-mail bills, and direct customers to pay site, meet required deadlines and budget requirements (based on recent, current and projected workload) Experience in similar projects. Relevant experience in providing similar service. (Provide individual contact names, addresses and phone numbers that may be used as references.) Price Proposal: The score for the Bid Proposal shall be calculated on the basis of the Price Proposal indicated by the Proposer. The Proposer with the lowest Price Proposal will be awarded the maximum score of 25 points. All other proposals will be scored according to the following formula: (Lowest Price Proposal/ Proposer's Price Proposal) x 25 = Score

For example, if the lowest proposed Price Proposal is $150,000.00 that Proposer will receive the full 25 points. Another Proposer with a Price Proposal of $160,000.00 will receive points calculated as follows:

$ 150,000.00/ $160,000.00 = .9375 .9375 x 25 = 23.4375 23.44 Points Awarded

*** The above calculation is an example and is included for clarification purposes only. Office location where work is to be performed, One Year Established and Full-Time Employees. (See Local Preference Guidelines: Citv = 10 points. Countv = 5 points. NOli-local = -0-points)

State Certified Minority Business Enterprise per Florida Statutes. Whether a firm is a State Certified Minority Business Enterprise certified in accordance with Section 287.0943 andlor 287.0943(1), Florida Statutes andlor whether a percent of the cost or value of the proposal is placed with a State Certified Minority Subcontractor/ Subconsultant certified in accordance with Section 287.0943 andlor 287.0943(1) Florida Statutes.

Points 35

25

25

10

5

Maximum Points 100 Tlte City of Sarasota, Florida reserves tlte rigltt to reject allY 01' all proposals, waive informalities, request additional illformatioll and to negotiate a contract witlt tlte most qualified firm for professional services at compensatioll wlticlt tlte agency determilles is fail; competitive and reasollable.

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City of Sarasota

EVALUATION OF PROFESSIONAL SERVICES

For

RFP# 12-02 LKD Outsourcing Utility Bill Printing & Mailing

Proposer #1

Proposer #2

Proposer #3

Proposer #4

Proposer #5

PROPOSER EVALUATION FACTORS #1 #2 #3 #4 #5

1. Objectives of the project. 35

2. Experience in similar projects. 25

3. Price Proposal. 25

4. Office location. 10 *See Local Preferellce guidelilles: City = 10 POillts, COUllty = 5 POillts, NOli-local = -0- poillts

5. State Certified Minority Business Enterprise per 5 Florida Statutes.

Total Points Scored 100

Ranking

Summary by: _____________ Date: ________ _

Note: This form is to be completed by each member of the selection committee.

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For RFP# 12-02 LKD Outsourcing Utility Bill Printing & Mailing

Name of Community City of Sarasota

Name of Person completing Form

Section 1. Proposer #1

Proposer #2

Proposer #3

Proposer #4

Proposer #5

Section 2. Firms First Place Ranking by ! ~ J. ~ ~ Committee Member Committee Member #1

Committee Member #2

Committee Member #3

Committee Member #4

Committee Member #5

Ranking

If the is a tie (two or more firms have the same number of 1st place ran kings), then the firms that has the highest number of 1st place and 2"d place rankings shall be the first ranked firm. This method shall be used for all ties.

Section 3.

Ranking of Firms: 1 St

Signature: Date: ---------------------------------------------- ----------

Signature: ___________________________________ Date: _______ _

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CITY OF SARASOTA TERMS AND CONDITIONS

REQUEST FOR PROPOSALS

1. For information or questions concerning this Request For Proposal ("RFP"), contact the Purchasing Depaliment, 1565 First Street, Room 205, Sarasota, Florida 34236; phone (941) 954-4151, fax (941) 954-4157, or the contact person named in the specifications.

2. The City assumes no responsibility for proposals received after the advertised deadline or at any office or location other than that specified herein, whether due to mail delays, courier mistake, mishandling, or any other reason.

3. RFP responses will be considered irregular and may, at the sole discretion of the City, be rejected if they show omissions, alterations of form, additions not called for, such as conditions or limitations, etc., unauthorized alternate responses, or other irregularities of any kind.

4. The City reserves the right to waive and/or accept minor irregularities when, in the sole opinion of the City, such waiver or acceptance is deemed to be in the best interest of the City.

5. The City reserves the right to reject any or all proposals, in whole or in part, for any reason whatsoever.

6. Addenda Changes While Bidding

Except at the pre-bid conference, every request for interpretation of the meaning of the plans, specifications or any contract documents, or for correction of any apparent ambiguity, inconsistency or error therein, shall be in writing, addressed to the Purchasing Manager. The request shall be received at least eight (8) calendar days prior to the opening of the proposals in order to be given consideration. No such interpretation or correction will be orally made to any proposer. Only the interpretation or correction so given by the City Purchasing Manager, in writing, shall be binding, and prospective proposers are warned that no other source is authorized to give infonnation concerning, or to explain or interpret, the contract documents. All such interpretations and supplemental instructions will be in the form of written addenda to the contract documents which, if issued, will be mailed or "faxed" to all persons who acquired the contract documents (at their respective addresses furnished for such purposes) not later than five (5) calendar days prior to the date fixed for the opening of the Requests For Proposal. In case any proposer fails to acknowledge receipt of any such addendum in the space provided in the RFP fonns, his proposal will nevertheless be construed as though the addendum has been received and acknowledged, and the submission of the proposal will constitute acknowledgement of the receipt of the same.

7. All documentation, including insurance certificates, bonds, and/or checks required by the specifications to be submitted with the proposal must reference the RFP number.

8. The City reserves the right, in the sole opinion of the City, to require oral presentations from all respondents or from a shortened list, at the discretion of the Evaluation Committee, derived from the evaluation and selection process herein described during any stage of the evaluation and/or selection process.

9. All proposals shall be signed by an authorized individual of the respondent's organization to commit the respondent's organization to the performance of the services described by this RFP.

10. All proposals shall remain in effect for one hundred twenty (120) days after the closing date of the RFP, unless otherwise stipulated in the specification.

11. Failure to attend a mandatory pre-RFP Conference, if officially noted on the Request For Proposal Invitation, will result in your proposal being considered non-responsive.

12. Proposers, their agents, and associates shall not contact or solicit any City Commissioner, City official, or City employee regarding this RFP during any phase of this RFP. Only that individual listed as the contact person in the specification or the Purchasing Department shall be contacted. Failure to comply with this provision may result in disqualification of the Proposer, at the option of the City.

13. The following reasons include, but are not limited to, rejecting proposals or disqualifying Proposers: a Proposer submits more than one proposal for the same work by an individual, firm, partnership, or corporation under the same

12-02 LKD Outsourcing Utility Billing & Mailing Services Opens: 06/07/2012 16

or different names; evidence of collusion among those making proposals; previous participation by the Proposer in collusive proposals on work for the City of Sarasota; the Proposer submits an unbalanced proposal in which the prices for some items are out of proportion with the prices for other Request For Proposal items; there is uncompleted work for which the Proposer is committed by contract which, in the judgment of the City, might hinder or prevent the prompt completion of the work under this contract if awarded to such Proposer; any material change in qualification or a material misrepresentation.

14. The successful Proposer shall enter into a two party contract that shall be acceptable to the City of Sarasota in form and content.

15. If the contract awarded as a result of this RFP is terminated, the City reserves the right to go to the next responsive and responsible response with the balance of the contract.

16. Proposer acknowledges that all information contained within its proposal is part of the public domain, as defined by the State of Florida Sunshine and Public Record Law. No information should be labeled confidential unless exempted under said law.

17. In the instance of any expense reimbursement requests from the successful Proposer, Section 112.061 of the Florida State Statutes, the unifonn statutory method stating the exclusive method for reimbursing the travel and per diem expenses, shall be followed whether or not the resulting contract provides for a different method.

18 . The City reserves the right, at the City's sole option, to issue direct purchase orders for applicable supplies and equipment to be utilized in this project.

19. The City reserves the right to utilize its employees for any phase of the project if it is determined to be in the best interest of the City.

20. There shall be no discrimination as to race, sex, color, creed, disabilities, or national origin in the operations conducted under this RFP.

21. The City of Sarasota Administrative Regulation Nos. 024.A003.0194 and 024.A007.0195, City Ordinance 92-3580, and all applicable laws of the State of Florida shall apply to this RFP and resulting contract.

22. It is the intent of this Request For Proposal to include requirements and to obtain proposals on behalf of the City of Sarasota and reserve the right for the following entities belonging to the Sarasota County Cooperative Purchasing Group, which consists of the Town of Longboat Key, City of North Port, City of Venice, Sarasota County, Sarasota County School Board, Sarasota-Bradenton Airport Authority, Manatee County, City of Bradenton and the City of Sarasota to obtain purchases from this RFP. This opportunity is also made available to any and all local, County, and State of Florida governments. Pursuant to their own governing laws, and subject to the agreement of the Contractor, other entities may be permitted to make purchases at the terms and conditions contained herein.

23. The City of Sarasota reserves the right to refuse to award to any proposer based upon prior contractual relationships between that proposer, or a substantially related person or entity, and the City. This shall include, but is not limited to, situations in which the proposer or, a substantially related person or entity, has had its contractual relationship with the City terminated within three (3) years of the date of the issuance of this Request For Proposal. This shall include, but is not limited to, situations in which the City has provided the proposer or, a substantially related person or entity, a notice of default within five (5) years of the date of the issuance of this Request For Proposal.

24. Environmentally Preferable Products

The City of Sarasota is committed to the procurement of products and services that minimize negative environmental and social impacts and emphasize long-term values. Preference shall be given to products and services that have a lesser or reduced effect on human health and the environment when compared to other products and services that serve the same purpose. This comparison may consider raw materials acquisition, production, manufacturing, packaging, distribution, reuse, operation, maintenance, or disposal of the product or service.

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25. Right To Audit

The contractor shall maintain such financial records and other records as may be prescribed by the City of Sarasota or by applicable federal and state laws, rules, and regulations. The contractor shall retain these records for a period of five years after final payment, or until they are audited by the City of Sarasota, whichever event occurs first. These records shall be made available during the term of the contract and the subsequent five-year period for examination, transcription, and audit by the City of Sarasota, its designees or other authorized bodies.

26. SALVAGE OF CONSTRUCTION MATERIALS

Objective: The City of Sarasota strives towards its goal of becoming a sustainable community. Salvage and reuse of construction materials is sustainable activity worthy of becoming a standard operating practice by the City, its crews, and private contractors working in the City. To that end, the following specification and clauses shall be included and enforced to the extent possible during construction activities in the City.

Specification: Salvage of Brick and Other Construction Materials The City of Sarasota is a sustainable community. Best practices in sustainable projects call for salvage and reuse of construction materials, and the City has adopted this practice as a core value in construction projects. Any contractor performing work on behalf of the City of Sarasota shall follow this practice to the extent practical.

The City of Sarasota additionally has identified brick found on, under, or around City roadways to be a critical resource. In a case when any brick is found by the contractor, the contractor shall notify the project manager immediately. The project manager will identify if the brick is of suitable quality for reuse. If so, brick shall be salvaged, and taken to the City of Sarasota Public Services Complex. Typically the contractor will be responsible to neatly stack any found brick on a pallet for pickup by a City crew, who will be made available to transport the brick. If substantive quantities of brick are found by the contractor, the City shall establish a force-account or other payment mechanism to reimburse the contractor for these costs.

Materials other than brick known to be present prior to the onset of a project, unless specifically noted or specified otherwise, may be considered by the contractor as salvageable as part of their bid. For instance, the contractor may consider millings removed from the roadway, or concrete sidewalk removed from the site, to be in control of the contractor. Therefore any of this material may be taken to suitable location for reuse (i.e. millings to asphalt plant, concrete to a pulverization! crushing site). The contractor may reuse this material as they see fit, but the fact the material has been placed in the control of the contractor does not remove the requirement for beneficial reuse of these materials; the City is simply leaving the disposition of how to reutilize these materials to the contractor's discretion. Any proceeds from the salvage of this material may be received by the contractor.

Clause: R/O/W Use Permit The contractor/ owner is hereby notified that any brick found in City of Sarasota Right-Of-Way is considered to be property of the City of Sarasota. The contractor/ owner shall immediately notify the City's Public Services Department, at 941-365-2200, if brick is found within the City's property while carrying out any work. The brick shall be stacked neatly on a City-provided pallet, and placed in a suitable location for pickup by a City crew. The contractor! owner is also encouraged to recycle any other construction materials to the extent practical, such as taking removed concrete sidewalk to a pulverization plant.

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27. E- VERIFY

Vendors/Contractors:

1. shall utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the Vendor/Contractor during the term of the contract; and

2. shall expressly require any subcontractors perfonning work or providing services pursuant to the state contract to likewise utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the contract term.

End of section

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Part I Forms - Required Forms These forms are required and should be submitted with all solicitations. If it is detennined that forms in this section are not applicable to your company then you should return the form with your proposal and mark N/ A across the form in large letters. There is no need to return the Tenns and Conditions with your bid package. Form# 1 - Bid Form (2 pages) This is a mandatory form that must be returned with your proposal package. All infonnation must match the company information as it is listed on the Florida Department of State Division of Corporations - http://www.sunbiz.org. All signatures must be by an authorized company representative. Form# 2 - Form 3A Interest in Competitive Bid for Public Business (1 page) Sections 112.313(3) and 112.313(7), Florida Statutes, prohibit certain business relationships on the part of public officers and employees, their spouses, and their children. See Part III, Chapter 112, Florida Statutes and/or the brochure entitled "A Guide to the Sunshine Amendment and Code of Ethics for Public Officers, Candidates and Employees" for more details on these prohibitions. However, Section 112.313(12), Florida Statutes (1983), provides certain limited exemptions to the above-referenced prohibitions, including one where the business is awarded under a system of sealed, competitive bidding; the public official has exerted no influence on bid negotiations or specifications; and where disclosure is made, prior to or at the time of the submission of the bid, of the official's or his spouse's or child's interest and the nature of the intended business. The Commission on Ethics has promulgated this form for such disclosure, if and when applicable to a public officer or employee. Form# 3 - Non-Collusive Form (1 page) Each proposer shall execute an affidavit, in the form provided by the City, to the effect that he/she has not colluded with any other person, finn or corporation in regard to any bid submitted. Such affidavit shall be attached to the bid form Form # 4 - Public Entity Crimes (2 pages) A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal on a contract to provide any goods or services to a public entity, may not submit a proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit proposals on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017 of CATEGORY TWO for a period of thirty-six (36) months from the date of being placed on the convicted vendor list. Form# 5 - Drug Free Workplace Certification (1 page) NOT APPLICABLE FOR RFP - For information only Self explanatory. Required Form. The form may be use as part of a tiebreaker for identical proposals. If your company does not have a Drug Free Workplace Program, you must mark this form N/A and return it with you bid package. If your company has a Program, sign and return the form. Form# 6 -Vendor Location Certification (l page) FOR RFP's - complete information and attach map as specified on form Self explanatory. Required Form. This form is required for the application of preferences as stated in Section 37 of the Terms and Conditions. If your company does not qualify under Section 37, mark the form N/A and return it with your bid package. Form# 7 - Minority Business Enterprise Utilization Plan (1 page) Self explanatory. Required Form. Form# 8 - ContractorNendor References (1 page) This form is used in conjunction with Form#9. It must be completed in its entirety. Form# 9 - Reference Survey (1 page) Provide this form to a minimum of three of the four references listed on Form# 8. The references with need to return this forms to the buyer listed on the fonn. This form will not be turned in with the bid package. The form must be completed by your references once a Notice of Bid Action to your company is posted to DemandStar. A contract cannot be completed until three of the surveys are returned. Form# 10 - Bid Label (1 page) Self explanatory. Required Form.

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Form#l - Bid Form

Company Name:

City of Sarasota RFP Form

Page 1 of4

Date Submitted Bid Opening Date: June 7, 2012

PROJECT IDENTIFICATION: BID # 12-02 LKD

BID NAME: Outsourcing Utility Bill Printing & Mailing

COMPANY NAME:

NAME & TITLE: (TYPED OR PRINTED)

BUSINESS ADDRESS: (PHYSICAL)

CORPORATE OR MAILING

ADDRESS: 0 SAME AS PHYSICAL

E-MAIL ADDRESS:

PHONE NUMBER: FAX NUMBER: ---------------------In submitting this Bid, Bidder makes all representations required by the Instructions to Bidders and further warrants and represents that: Bidder has examined copies of all the ITB Documents and of the following addenda: (Receipt of all which is hereby acknowledged) and also copies of the Advertisement for RFPs and the Instructions to PROPOSERS.)

No.

No.

No.

Dated: --------- ----------------------

Dated: --------- ----------------------

Dated: ~------~ =~~-----------------

City of Sarasota. Sarasota. Florida

No.

No.

No.

Dated: --------- --------------------

Dated: --------- --------------------

Dated: --------- --------------------

The undersigned, as Bidder, hereby declares that no person or other persons other than the undersigned are interested in this Invitation To Bid as Principal, and that this Bid is made without collusion with others; and that we have carefully read and examined the specifications, and with full knowledge of all conditions under which the services herein is contemplated must be furnished, hereby propose and agree to furnish this service according to the requirements set out in the specifications for said service for the prices as listed on the previous pages.

Tax Payer Identification Number:

(1) Employer Identification Number -Of- (2) Social Security Number: ** The City of Sarasota collects your social security number for tax reporting purposes

ALL BIDS MUST BE SIGNED, SEALED AND EXECUTED BY A CORPORA TE AUTHORITY. Where Bidder is a Corporation, add:

Company Name: (Name printed or typed)

(Seal)

Authorized Bidder:

Bidder: (Name printed or typed)

Authorized Signature of Bidder Title

Attest: Secretary Please submit a copy of your registration certificate establishing your firm as authorized to conduct business in the State of Florida, as provided by the Florida Department of State, Division of COIporatiolls. Please refer to website: wWJll.slIllbiz.org

Form#l - Bid Form Page20f4

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PLEASE NOTE: If the Proposer is NOT submitting a proposal at this time, it is requested that you please provide a brief and legible explanation, below, as to why you are not proposing at this time.

Please return this page as well as the prior page (RFP Form), due 110 later thall the deadline for the RFP opening, to: Purchasing Mallage/~ City of Sarasota, 1565 First Street, Room 205, Sarasota, FL 34236.

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Form#l - Bid Form

City of Sarasota RFP Form

Company Name: __________ ~-------------------------RFP#12-02 LKD Outsourcing Utility Bill Printing & Mailing

Page30f4 Bid Opening Date: June 7, 2012

The successful Proposer shall be responsible for providing the City of Sarasota Utility Bill Printing & Mailing for an initial three (3) year period as per specifications. Upon approval of both the City and the vendor, there will be an option to extend an annual contract for two (2) each additional one (1) year period.

YeslNo Ablity to provide

lItem # Description Service 1 Ability to import electronic billing file from SunGard software systems or similar software billing system.

2 Able to custom design bill statement to detail various charges, label individual charges, extract prior usage history and report & graph prior usage history by meter type, and service type. Ability to duplicate sample statement fonnat attached.

3 Able to print multiple bills and bill pages, mail bills to customer and third party individuals.

4 Able to email bill copy to customers with cover letter, and direct links to pay site, utility links, and correspondent email link.

5 Able to mail out bills with no return envelope for bank debit auto pay customers.

6 Able to combine multiple bills to same address in single mailing envelope.

7 Able to create custom published bill inserts for monthly insert mailing.

8 Able to create QR smart phone scan codes on the utility bill to direct customers to web page sites.

9 Able to custom bill charges separate from utility bill, separate bills for solid waste charges.

10 Ability to mail bulk mail by bar coding, sorted by zip, an mail delivery, for lowest postage rates.

11 Ability to run bill address through Postal address checking software for forwarding to eliminate bad addresses and return mail.

12 Ability to print free fonn message text on utility bill (up to 180 characters of text).

13 Ability to reprint customers original bill mailed, and email bill copy to customer.

14 Ability to report daily on bills mailed; local, international, emailed and postage charged accordingly. Also monthly reporting on mailings and postage charges.

15 Ability to archive monthly billing data for future use, average billing, and disaster recovery.

16 Able to place a dollar hold parameter on bill customer types to flag specified bills over a predetennined dollar totallimi t.

17 Ability to provide security for all infonnation.

18 Provide customer billing cycles, based on readings, of approximately 30 day cycles between statements

19 Minimum 5 years experience billing customers along with 3 references who have similar quantity monthly billing accounts.

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Form#l- Bid Form

Company Name

Item RFP#12-02 LKD Outsourcing Utility Bill Printing & Mailing Units Unit Price

1 Insert Fee (based on 17 cycles and 20,000 pieces per month) 20,000

2 Total processing (based on 17 cycles and 20,000 pieces per month) 20000

Postage to be billed at cost in accordance with most cost effective 3 method

Grand Total (including insert fee)

Grand Total Amount written

The above quantities are for bidding purposes only and are not meant as any form of guarantee. Authorized Bidder:

Bidder: (Name printed or typed)

Authorized Signature of Bidder Title

12-02 LKD Outsourcing Utility Billing & Mailing Services Opens: 06/07/2012

Page4of4

Total Monthly Price Extended

At cost

24

Form# 2 - Interest in Competitive Bid FORM 3A INTEREST IN COMPETITIVE BID FOR PUBLIC BUSINESS

LAST NAME, FIRST NAME, MIDDLE NAME OFFICE POSITION HELD

MAILING ADDRESS AGENCY

CITY ZIP COUNTY ADDRESS OF AGENCY

WHO MUST FILE mIS STATEMENT Sections 112.313(3) and 112.313(7), Florida Statutes, prohibit certain business relationships on the part of public officers and employees, their spouses, and their children. See Part III, Chapter 112, Florida Statutes andlor the brochure entitled" A Guide to the Sunshine Amendment and Code of Ethics for Public Officers, Candidates and Employees" for more details on these prohibitions. However, Section 112.313(12), Florida Statutes (1983), provides certain limited exemptions to the above­referenced prohibitions, including one where the business is awarded under a system of sealed, competitive bidding; the public official has exerted no influence on bid negotiations or specifications; and where disclosure is made, prior to or at the time of the submission of the bid, of the official's or his spouse's or child's interest and the nature of the intended business. The Commission on Ethics has promulgated this form for such disclosure, if and when applicable to a public officer or employee.

INTEREST IN COMPETITIVE BID FOR PUBLIC BUSINESS (Reqllired by 112.313(12)(b), Florida Statllte (1983))

I. TIle competitive bid to which this statement applies has been/will be (strike one) submiNed to the following govemment agency:

2. The person submitting the bid is: Name Position

3. The business entity with which the person submitting the bid is associated is :

4. My relationship to the person or business entity submitting the bid is as follows :

5. The nature of the business intended to the transacted in the event that this bid is awarded is as follows : a. The realty, goods and/or services to be supplied specifically include:

b. The realty, goods and/or services will be supplied for the following period of time:

c. Will the contract be subject to renewal WiOlout further competitive bidding? _ Yes _ No ifso, how often'?

6. Additional comments:

7. Signature Date Signed Date Filed

FILING INSTRUCTIONS If you are a state officer or employee required disclosing the information above, please filing this form with the Secretary of State at the Capitol, Tallahassee, Florida 32301. If you are an officer or employee of a political subdivision of this state and are subject to this disclosure, please file the statement with the Supervisor of Elections of the county in which the agency in which you are serving has its principal office.

NOTICE: UNDER THE PROVISIONS OF FLORIDA STATUTES #112.317 (1983), A FAILURE TO MAKE ANY REQUIRED DISCLOSURE CONSTITUTES GROUNDS FOR AND MAY BE PUNISHED BY ONE OR MORE OF THE FOLLOWING: IMPEACHMENT, REMOVAL OR SUSPENSION FROM OFFICE OR EMPLOYMENT, DEMOTION, REDUCTION IN SALARY, REPRIMAND, OR A CIVIL PENALTY NOT TO EXCEED $5,000.00.

Form# 3 - Non-collusive Affidavit

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State of ----------------------

County of ________ _

NON-COLLUSIVE AFFIDAVIT (Prime ContractorN endor)

__________________ , being fIrst duly sworn, deposes and says that they are

____________________ , the party making the fore-going solicitation (Partner or officer of the firm, etc.)

is genuine and not collusive or sham; that said contractor/vendor has not colluded, conspired, connived or agreed, directly or indirectly, with any contractor/vendor or person, to put in a sham solicitation or to refrain from bidding, and has not in any manner, directly or indirectly, sought by agreement or collusion, or communication or conference, with any person, to fIx the solicitation price of affIant or of any other contractor/vendor, or to fIx overhead, profIt or cost element of said solicitation price, or of that of any other contractor/vendor, or to secure any advantage against the City of Sarasota of any person interested in the proposed contract; and that all statements in said solicitation are true.

(Contractor/Vendor, if the Contractor/vendor is an individual; Partner, if the Contractor/vendor is a partnership; Officer, if the Contractor/vendor is a corporation)

(Company Name) STATE OF ________ _

COUNTY OF ________ _ The foregoing instrument was acknowledged before me this __ day of ________ by

_______________ (name and title of corporate officer) of _____________ _

(name of corporation), a ___________ (state or place of incorporation) corporation, on behalf of the

corporation. He/she is personally known to me or has produced __________ (type of identification) as identifIcation.

(Sig llGhlre Iillefor 1I0tmy public)

(Name of no/my typed. prillled or stamped)

(Title or rallk)

My commission expires: (Seria/Ilumber, if allY)

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Form# 4 - Public Entity Crimes SWORN STATEMENT UNDER SECTION 287.133(3)(a), FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES

Page 1 of2

This form must be signed and sworn to in the presence of a notary public or other officer authorized to administer oaths.

1. This sworn statement is submitted to ____ ".---,------:--:--_-,----_____________ _ (Prillt lIame of the pllblic elltity)

by ____________ ~~~~----~~--------------------------------(Prillt illdividual 's lIome alld title)

for _______ ~-:----~_:__~_:__----~-----------------(Prillt lIame afelltity sllbmittillg sworn statemellt)

whose business address is, ___ ___ ____ _______ ____ _ __

(If applicable) its Federal Employer Identification Number (FEIN) is _________ _

(If the entity has no FEIN, include the Social Security Number of the individual signing this sworn statement: On the attached sheet.) Required as per IRS Form W-9.

2. I understand that a "public entity crime" as defined in Paragraph 287.133(1) (g), Florida Statutes, means a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any public entity or with an agency or political subdivision of any other state or with the United States, including but not limited to, and bid or contract for goods or services to be provided to any public entity or agency or political subdivision or any other state or of the Unites States, and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation.

3. I understate that "convicted" or "conviction" as defined in Paragraph 287.133(1) (b), Florida Statutes, means a finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in any federal or state trial court of record relating to charges brought by indictment or information after July 1, 1989, as a result of a jury verdict, nonjury trial, or entry of a plea of guilty or nolo contendere.

4. I understand that "affiliate" as defined in Paragraph 287. 133(1)(a), Florida Statutes, means: 1. A predecessor or successor of a person convicted of a public entity crime:

or: 2. An entity under the control of any natural person who is active in the management of the

entity and who has been convicted of a public entity crime. The term "affiliate" includes those offices, directors, executives, partners, shareholders, employees, members and agents who are active in the management of the affiliate. The ownership by one person of shares constituting a controlling interest in another person, or a pooling of equipment or income among persons when not fair market value under an arm's length agreement, shall be a facie case that one person controls another person. A person who knowingly enters into a joint venture with a person who has been convicted of a public entity crime in Florida during the preceding 36 months shall be considered an affiliate.

5. I understand that a "person" as defined in Paragraph 287.133(1) (c), Florida Statutes, means any natural person or entity organized under the laws of any state or of the United States with the legal power to enter a binding contract and which bids or applies to bid on contracts for the provision of goods or services let by a public entity, or which otherwise transacts or applies to transact business with a public entity. The term "person" includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in management of the entity.

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Form# 4 - Public Entity Crimes Page 2 of2.

6. Based on infonnation and belief, the statement which I have marked below is true in relation to the entity submitting those sworn statement. (Please indicate which statement applies.)

___ Neither the entity submitted this sworn statement, nor any officers, directors, executives, partners, shareholders, employees, members, and agents who are active in management of an entity nor affiliate of the entity have been charged with and convicted of a public entity crime subsequent to July 1, 1989.

___ The entity submitting this sworn statement, or one or more of the officers, directors, executives, partners, shareholders, employees, member, or agents who are active in management of the entity, or an affiliate of the entity have been charged with and convicted of a public entity crime subsequent to July 1, 1989.

___ The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, member, or agents who are active in management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. However, there has been subsequent proceeding before a Hearing Officer of the State of Florida, Division of Administrative Hearing and the Final Order entered by the Hearing Officer detennined that it was not in the public interest to place the entity submitting this sworn statement on the convicted vendor list. (Attach a copy of the final order)

I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER FOR THE PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 1 (ONE) ABOVE IS FOR THAT PUBLIC ENTITY ONLY AND, THAT THIS FORM IS VALID THROUGH DECEMBER 31 OF THE CALENDAR YEAR IN WHICH IS FILED. I ALSO UNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A CONTRACT IN EXCESS OF THE THRESHOLD AMOUNT PROVIDED IN SECTION 287.017, FLORIDA STATUTES, FOR CATEGORY TWO OR ANY CHANGE IN THE INFORMATION CONTAINED IN THIS FORM.

(Signature)

(Date)

STATEOF ____________________ __ COUNTY OF _____________________ _

PERSONALLY APPEARED BEFORE ME, the undersigned authority, _ _________ __ (Name o/individual signing)

who, after first being sworn by me, affixed his/her signature in the space provided above on this ____ day of ,2 __ _

(NOTARY PUBLIC)

My Commission Expires: _____________ _

12-02 LKD Outsourcing Utility Billing & Mailing Services Opens: 06/07/2012 28

Form# 5 - Drug-Free Workplace For Informational purposes only (not applicable to RFP Solicitations)

DRUG-FREE WORKPLACE CERTIFICATION

Preference shall be given to businesses with drug-free worl{place programs. Pursuant to Section 287.087, Florida Statutes, whenever two or more competitive solicitations that are equal with respect to price, quality, and service are received by the State or by any political subdivision for the procurement of commodities or contractual services, a response received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. Established procedures for processing tie responses will be followed if none of the tied providers has a drug free workplace program. In order to have a drug-free workplace program, a business shall:

1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

3. Give each employee engaged in providing the commodities or contractual services that are under proposal a copy of the statement specified in Subsection (1).

4. In the statement specified in Subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under proposal, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 894, Florida Statutes, or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction.

5. Impose a sanction on any employee who is so convicted or require the satisfactory participation in a drug abuse assistance or rehabilitation program as such is available in the employee's community.

6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of applicable laws, rules and regulations.

As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements.

CONTRACTOR VENDOR NAME AUTHORIZED SIGNATURE

12-02 LKD Outsourcing Utility Billing & Mailing Services Opens: 06/07/2012 29

Form# 6 - Local Vendor Certification VENDOR LOCATION CERTIFICATION

City - The Tenn "City" shall mean a person, fIrm, corporation, or other business entity which is duly licensed and authorized to engage in the particular business at issue, and which has maintained a pennanent place of business with full-time employees within the City limits of the City of Sarasota, for a minimum of one (1) year prior to the date bids were received for the purchase or contract at issue.

County - The Tenn "County" shall mean a person, fInn, corporation, or other business entity which is duly licensed and authorized to engage in the particular business at issue, and which has maintained a pennanent place of business with full-time employees within Sarasota County, for a minimum of one (1) year prior to the date bids were received for the purchase or contract at issue.

Check the appropriate box: City Vendor D County D

FOR RFP: Attach map using the website http://www.gpsvisualizer.comicaiclliatol.s.using the "Calculate the distance between two addresses" for radius distance.

Business Name:

*Physical Address:

Previous Address: (if less than 1 year) Length of time at address: Number of full-time employees: *Occupational License (attach)

Telephone Number

Signature of Authorized Representative Date

STATE OF ________ _ COUNTYOF ________ _

The foregoing instrument was acknowledged before me this __ day of , 20 __ by ______________ (name and title of corporate officer) of ______________ (name of corporation), a (state or place of incorporation) corporation, on behalf of the corporation. He/she is personally known to me or has produced _________ (type of identification) as identifIcation.

Seal: (Signature line for notary public)

Post office boxes are 1I0t verifiable and shall not be used for the plilpose of establishing said physical address. • III order to be eligible for locatioll preference, the vendor mllst provide a copy of the occupational

license/Business Tax Receipt. Please retllm this page. due 110 later than the deadline for the RFP opening, to: Purchasing Manager, City of Sarasota, 1565 1st Street, Room 205, Sarasota, FL 34236.

12-02 LKD Outsourcing Utility Billing & Mailing Services Opens: 06/07/2012 30

Form#7 - Minority Business Enterprise Utilization Plan MINORITY BUSINESS ENTERPRISE UTILIZATION PLAN

NOTE: THIS FORM MUST BE SUBMITTED WITH THE BID FORM OR RFP SUBMISSION

Provide a copy of the State of Florida certification for each subcontractor listed certified in accordance with Section 287.0943 or 287.0943(1), Florida Statutes.

Minority Subcontractor Full name and address

Description of Allocation of Cost! Work/Services/Goods Percent of Value

For this submission please provide: (Please print or type all information.)

o TOTAL Allocation of Contract Cost o OR TOTAL PERCENT of Contract Value

Signature

Company Name

12-02 LKD Outsourcing Utility Billing & Mailing Services Opens: 06/07/2012 31

Form# 8 - Contractor Vendor Reference List ContractorN endor References

Name of Company Submitting bid : _____________________ _

References

Contact Person & Title:

Email Address Phone No. --------------------Company Name: Fax No.

Mailing Address:

City: State: -------------- Zip: -------

Contact Person & Title:

Email Address Phone No. --------------------Company Name: Fax No.

Mailing Address:

City: State: ------------- Zip: --------

Contact Person & Title:

Email Address Phone No. --------------------Company Name: Fax No.

Mailing Address:

City: --------------- State: ------- Zip:

Contact Person & Title:

Email Addresss Phone No. --------------------Company Name: Fax No.

Mailing Address:

City: State: Zip: -------

of commercial work contracted:

Vendor must provide Form# 9, Reference Survey, to a minimum ofthree ofthe references listed above. Three of the surveys must be returned to the Purchasing Division before a contract can be completed. Failure to obtain reference surveys may make your company non-responsive.

12-02 LKD Outsourcing Utility Billing & Mailing Services Opens: 06/07/2012 32

Form# 9 - Reference Survey

Cf~\) ~()F ~~~

CITY OF SARASOTA FINANCIAL ADMINISTRATION

PURCHASING DIVISION FROM: TO: Lori DeLoach, Procurement Specialist III COMPANY: DATE: I SOLICITATION#: 12·02 LKD PHONE #: TOTAL # PAGES: 1

FAX#: PHONE #: 941·954·4151 I DIRECT #: 941 3652200 x4524 FAX #: 941·954·4157

EMAIL: EMAIL: Lori DeLoach@SarasotaGov.com SUBJECT: Request for reference (proposer name)

Type of work completed (by proposer for the above reference)

Additional Details: You as an individual or your company has been given to us as a point of contact for a reference on a project completed for you (described above). The proposer above has submitted a proposal in response to the City of Sarasota's RFP # 12-02 LKD Outsourcing Utility Bill Printing and Mailing.

INDICATE "YES" OR "NO"

1. Was the scope of work performed similar in nature?

2. Did this company have the proper resources and personnel by which to get the job done?

3. Were any problems encountered with the company's work performance?

4. Were any change orders or contract amendments issued, other than owner initiated?

5. Was the job completed on time?

6. Was the job completed within budget?

7. On a scale of one to ten, ten being best, how would you rate the overall work performance, considering professionalism; final product; personnel; resources. Rate from 1 to 10. (10 being highest)

8. If the opportunity were to present itself, would you rehire this company?

9. Please provide any additional comments pertinent to this company and the work performed for you: (attach additional sheet, if needed)

PLEASE COMPLETE AND RETURN TO THE ATTENTION OF: Lori DeLoach EMAIL: Lori DeLoach@sarasotagov.com or FAX # 941·954·4157

Reference Print Name Reference Signature:

12-02 LKD Outsourcing Utility Billing & Mailing Services Opens: 06/07/2012 33

Form# 10 - Bid Label

Cut along the outer border and affix this label to your sealed bid envelope

to identify it as a "Sealed Bid".

SEALED BID • DO NOT OPEN SEALED BID NO.:

BID TITLE:

DUE DATE/TIME:

SUBMITTED BY:

E-mail address

DEliVER TO:

12-02 LKD Outsourcing Utility Bill

Printing & Mailing

Before 2:30pm on

0610712012

(Name of Company)

Contact phone #

City of Sarasota

Attn: Purchasing Department

1565 1st Street, Room 205

Sarasota FL 34236

12-02 LKD Outsourcing Utility Billing & Mailing Services Opens: 06/07/2012 34

Technical Specifications Scope of Requirements for Outsourcing Utility Bill Printing Postage and Mailing

The City of Sarasota's current monthly billing cycle is composed of 17 mailings per month with a total 20,000 pieces per month.

Vendor Requirements:

1. Ability to import electronic billing file from SunGard software systems or similar software billing system.

2. Able to custom design bill statement to detail various charges, label individual charges, extract prior usage history and report & graph prior usage history by meter type, and service type.

3. Able to print multiple bills and bill pages, mail bills to customer and third party individuals.

4. Able to email bill copy to customers with cover letter, and direct links to pay site, utility links, and correspondent email link.

5. Able to mail out bills with no return envelope for bank debit auto pay customers.

6. Able to combine multiple bills to same address in single mailing envelope.

7. Able to create custom published bill inserts for monthly insert mailing.

8. Able to create QR smart phone scan codes on the utility bill to direct customers to web page sites

9. Able to custom bill charges separate from utility bill, separate bills for solid waste charges.

10. Ability to mail bulk mail by bar coding, sorted by zip, an mail delivery, for lowest postage rates

11. Ability to run bill address through Postal address checking software for forwarding to eliminate bad addresses and return mail.

12. Ability to print free form message text on utility bill (up to 180 characters of text).

13. Ability to reprint customers original bill mailed, and email out bill copy to customer

14. Ability to report daily on bills mailed; local, international, emailed and postage charged accordingly. Also monthly reporting on mailings and postage charges.

15. Ability to archive monthly billing data for future use, average billing, and disaster recovery.

16. Able to place a dollar hold parameter on bill customer types to flag specified bills over a predetermined dollar total limit.

17. Ability to provide security for all information.

18. Provide customer billing cycles, based on readings, of approximately 30 day cycles between statements

19. Minimum 5 years experience billing customers along with 3 references who have similar quantity monthly billing accounts.

12-02 LKD Outsourcing Utility Billing & Mailing Services Opens: 06/07/2012 35

City of Sarasota For questions regarding your bill or payments:

CUSTOMER 123 ANYWHERE STREET SARASOTA FL 34232

DESCRIPTION W Base Unit Fee W Volume 0-12000 SR SEWER GB SOLID WASTEIRECYLCYING

Excise Tax

Utility Business Office 1761 12th Street

Sarasota Florida 34236-2607 Man - Fri 8 AM - 5 PM

(941) 954-4197 E-Mail utilitybill@sarasotagov.com

After hours - Emergency Only 955-4838 Solid Wa ste: Garbage Pickup - 365-7651

Recycling - 953-6559

Visit us on the web - www.sarasotagov.com

AMOUNT $10.71 $11.73 $35.22 $24.66

TOTAL CURRENT CHARGES $2.24

$84.56

16 - 30 Days 31 - 60 Days

00000-00000

03/10/09 - 04/09/09

04/13/09

$87.24

-$87.24

$0.00

$84.56

$0.00

$84.56

04/28/09

THANK YOU FOR YOUR TlMEL Y PA YMENT ON YOUR LAST MONTHL Y STATEMENT!

PLEASE PAY YOUR TOTAL DUE BY 5:00 PM 04/28/2009 TO AVOID A LATE FEE

Scan the OR Code to the left with your smartphone to visit http://www.sarasotagov.com to pay your utility bill and see what's going on in the City

To pay online visit us on the web at www.sarasotagov.com

•••••••••• IT'S A DROUGHTIII NEW WATER RESTRICTIONS EFFECTIVE 2/24/09

EVEN ADDRESSES ON TUESDAY ONLY - ODD ADDRESSES ON THURSDAY ONLY

NO IRRIGATION ALLOWED BETWEEN 8 AM. TO 6 P.M. IF YOU HAVE QUESTIONS CALL UTILITY BILLING OFFICE

TOTAL WATER USAGE HISTORY Current Month (Includes all water usage) Last Month Current Month - Last Year

Over 60 Days

3.50 3.80 3.20

PLEASE DETACH AND RETURN BOTTOM PORTION IF PAYING BY MAIL. PLEASE DO NOT STAPLE OR FOLD. PLEASE WRITE YOUR ACCOUNT NUMBER ON YOUR CHECK.

1761 12th Street Sarasota Florida 34236-2607

FORWARDING SERVICE REQUESTED

Check box for change o of address (see reverse side of this document)

PLEASE PAY YOUR TOTAL DUE BY 5:00

PM 04/28/2009 TO AVOID A LATE FEE 123 ANYWHERE ST

Amount Enclosed $

Please check box if paying by credit card (See back of statement). o 1"11.,1"1"1,1"11",1,111",,,11,11,,,11,,,1,1,,,1,1,1,1,,1

1 1 AV 0 .32 4 Please remit and make checks in US funds payable to:

Customer 123 Anywhere St Sarasota FL 34232-0300

12-02 LKD Outsourcing Utility Billing & Mailing Services

CITY OF SARASOTA PO BOX 31656 TAMPA FL 33631-3656

1"11",11"11""11,,,,11,,11,,11,,,1,1,,11,,,1,1,,11",,11,1

Opens: 06/07/2012 36 0000000000000000000000084565

Notice to Bidders May 25, 2012 ADDENDUM # 1

Request for Proposal 12-02 LKD

Outsourcing Utility Bill Printing and Mailing

The City has received the following questions or changes relative to the solicitation listed above and as is required are providing the response(s) to all those prospective vendors/contractors who have expressed an interest in this solicitation. This information is to be considered a Palt of the solicitation documents. Proposers are fUlther instructed to note receipt of the addendum in the solicitation submission. Questions or changes are as follows:

Q 1. A 1.

Q 2.

A 2.

Q 3.

A 3.

Q 4.

A 4.

Q 5 A 5

Q 6

A 6

Do you have an estimated job cost for the project? 19.2. This City of Sarasota with not reveal engineering estimates or budget amounts for a project unless required by grant funding 01' unless it is in the best interest of the CITY. According to Flol'ida State Statute 337.168: A document or electronic file revealing the official cost estimate of the department of a project is confidential and exempt from the provisions of s. 119.07(1) until the contract for the project has been executed 01' until the project is no longer under active consideration.

Is the #10 mailing envelope a double window envelope or single window envelope with preprinted return address in the upper left? Double window envelope.

Is the #9 remittance envelope a windowed envelope or closed face with the remittance address preprinted? Window envelope with remittance address printed.

Is there a security screen printed on the inside of either envelope? Any other printing besides the lines for a return address, FIM barcode and "place stamp here" box. Each envelope has a security screen printed inside, no additional printing on the envelope other than you previously mentioned.

Is there printing on the back side of your bills? General billing and billing office information is printed on the reverse side of the utility bill.

On page 24, Item 1 Inse1t Fee - is this the price of printing and inselting a bill insert, or just the service cost to insert 3 I'd party inserts. If the cost of printing the insert is required, please provide specifications of a typical insert (Size, paper color, ink colors, simplex or duplex, etc.) Cost to insert a flier into a bill, and do you have the ability to print various size inserts in color and blacl< & white.

Attachments: NONE

12-02 lIed Outsourcing Utility Billing & Mailing Service Addendum 1

David W. Boswell, Assist. Purchasing-Manager, for Mary G. Tucker, CPPO, FCPM Purchasing Manager

Bidder's receipt of Addendum by:

Company: Signature: ___________ _ Date:

City of Sarasota Fillallcial Admillistratioll PI/felll/sillg Departmellt

1565 1st Street, Room 205 S(I/'{Isota, Florida 34236 Telepholle: 941-954-4151

Fax: 94/-954-4157

A solicitation response must include this Addendum (signed and dated).

12-02 lkd Outsourcing Utility Billing & Mailing Service Addendum 1

Notice to Bidders ADDENDUM #2

Request for Proposal 12-02LKD

May 31, 2012

Outsourcing Utility Bill Printing and Mailing

The City has received the following questions or changes relative to the solicitation listed above and as is required are providing the response(s) to all those prospective vendors/contractors who have expressed an interest in this solicitation. This infOlmation is to be considered a part of the solicitation documents. Proposers are further instructed to note receipt of the addendum in the solicitation submission. Questions or changes are as follows:

Q 7 On the Bid Form it states that "Postage to be billed at cost in accordance with the most cost effective method", our company does not bill postage, we have to set-up escrow account or use the clients permit account, will the city prepay postage if billed in advance? The City will open a prepaid postage escrow account. A

Q A

7 8 8

Are there any colors printed on the statement other than black? Yes. Bills are printed on white paper with blacl< and two shades of light blue / teal color.

Attachments: NONE

Addendum dated 5/311201

Mary O. Tucker, C Purchasing Manager

Bidder's receipt of Addendum by:

Company: ______________ _ Signature: ______________ _ Date:

City of S(lJ'(lsota FilUlIIc;al Admillistrlltioll Pmchasillg Departmellt

1565 Ut Street, Room 205 S(lI'Ilsota, Florida 34236 Telepholle: 941-954-4151

Fllx: 941-954-4157

A solicitation response must include this Addendum (signed and dated).

12-021kd Outsourcing Utility Billing & Mailing Service Addendum 2

Notice to Bidders June 1,2012 ADDENDUM#3

Request for Proposal 12-02 LKD

Outsourcing Utility Bill Printing and Mailing

The City has received the following questions or changes relative to the solicitation listed above and as is required arc providing the response(s) to all those prospective vendors/contractors who have expressed an interest in this solicitation. This information is to be considered a part of the solicitation documents. Proposers are fUlther instructed to note receipt of the addendum in the solicitation submission. Questions or changes are as follows:

Q

A

Q A

Q

A

9

9

10 10

II

It

Paragraph N. Termination of Contract states that the contract can be terminated at any time, with or without cause. Paragraph P. Termination without default states that the contract can be terminated upon 15 days written notice. Isn't this the same as terminating "without cause" as stated in paragraph N? Yes

Is the written notification period for termination without cause negotiable?

No

Regarding Addendum 1, I asked if the #9 remittance envelope was single window or closed face with preprinted remit address. The response was single window with preprinted remittance address . Normally, the 2 are mutually exclusive. If a window envelope is used, the remit address on the bill stub appears in the window and the customer fills in their own return address, and no pre-printing is necessary. A closed face envelope requires pre-printing of the remittance address. Your bill appears to be set up to accommodate a #9 generic window envelope. Please clarify. Please make your proposal based on the stated specifications.

Attachments: NONE Addendum dated 6/112012

,-~7/1/ ~fo ~? Mary G.tr:cker, CPPO, FCPM Purchasing Manager

Bidder's receipt of Addendum by:

Company: _ _____________ _ Signature: __________ _ Date:

City of Sm'asota Filulllcia/ Admillistmti()/l Purchasing Department

15651stStree/, Room 205 Samsottl, Florida 34236 Telephone: 941-954-4151

Fax: 94/-954-4157

A solicitation response must include this Addendum (signed and dated).

12-02 lkd Outsourcing Utility Billing & Mailing Service Addendum 3

TRANS MITT AL OF CONTRACTS FOR REVIEW & SIGNATURE

CONTRACT NAME:

INITIATING DEPARTMENT:

DATE ADOPTED BY CITY COMMISSION:

Utility Bill Printing & Mailing

12-02 LKD

Utilities Dept

nfa

The attached COl/tract A~/'eelllellt has beell sigl/ed by the COlltractor. Please review alld il/itial be/ore [onvardil/g /0 the lIext recipiellt department. Refilm back /0 Purchasing IVith Contracts whell routing is completed.

DEPARTMENT

Purchasing

City Manager

cc:

Attachments (4) Executed copies to:

Dept

Vendor

City Auditor & Clerk

e-mail City Attorney

Datc:

Datc:

Date:

Date:

Date:

Date:

"

lSl$ir:2, II

rtl?l/ l , .

municode Advantage

UTILITY BILLING SERVICES GREEN COVE SPRINGS, FL

MCC munlcode Advantage

TABLE OF CONTENTS

PAGE Letter of Introduction ..................... : ...................................... . 3 Executive Summary ...................................... . ..... . ................... 4 Corporate Qualifications .................................................... ........ 5 Staffing ........... . ...................... .............. . ............................. 6 References ............. . ............................................................. 7 Minority Business Enterprise Utilization Plan ................................ 8 Scope of Services .................................................................. 9 Client Responsibility .................................................. " .............. 13 Additional Services ............. . .................................................. 14 Cost Data ............................................................................ 16 Attachments ........................................................................ 18

2

January 23, 2013

Amy Cole Assistant Finance Director City of Green Cove Springs 321 Walnut Street Green Cove Springs, FL 32043

Dear Ms. Cole

MCC municode Advantage

Letter of Introduction

Thank you for the Request for Proposal for Outsourcing Utility Bill Printing and Mailing. We are pleased to submit the following information for your review.

MCCadvantage (MCCa), a division of Municipal Code Corporation (Municode), specializes in high quality, leading edge statement processing and bill presentment services. With over 60 years of municipal experience, we know local government and provide an approach to billing services specific to meeting their needs. MCCa offers a wide variety of custom statement output options, designed to accomplish your billing goals. We are continually working to provide our clients with new solutions to improve their billing process, such as eBills, QR coded links, online payment options, and IVR systems.

We have included our corporate qualifications and sample billing statements for your review. We would be happy to schedule a presentation, if desired. Please contact me if you have any questions or, hopefully, for contract negotiations. I would be happy to schedule a conference call with all interested parties, or meet with you personally.

We appreciate your time to review our response.

Sincerely,

7f~~~ Scott Molenburg MCCadvantage

a division of Municode

3

EXECUTIVE SUMMARY

MCCadvantage, a division of Municode will provide you and your customers the highest possible level of service. Municode was founded in 1951 and offers services to local governments nationwide. Municode has been providing print and mailing services for over 50 years, and MCCa was created 7 years ago to serve municipalities' billing needs. MCCa employs Municode's skill, equipment and technology to offer you the most efficient and affordable services available. We work hard to maintain the high level of service and integrity our Clients ~have come to expect in all our services.

Understanding Your Needs

Our service depends on fully understanding your unique needs, and begins with our first contact. While the Sales staff works throughout the southeast region, we do so one person at a time. MCC is a family-owned, medium sized business, which means our clients receive a level of personal service unparalleled in the industry. At the same time, we also have the resources to handle complex custom issues. Our size also allows us to provide extra design and technological resources a smaller firm can't offer. Our most valuable assets are our customers and our reputation. We earn our reputation by offering helpful suggestions and solutions for your unique situation.

Applying our Experience

MCCa leaders have over 25 years experience in providing statement processing services. We understand the importance of statement design and accuracy. MCCa will work in conjunction with your staff to identify key areas of your billing statement that can be clarified to minimize questions from your customers. Our design team will work to ensure that the statement is branded as a city communication, utilizing a custom design strategy. We recognize that every municipality has different needs and because of that, none of our statements look the same. We have the ability to include OCR scan lines, barcodes or both to enable automated processing of payments for return document; we also can include a bar chart with historical usage if desired.

We utilize high speed Oce printing and Pitney Bowes inserting equipment. Due to our rapid growth over the past 6 years, we have tooled our facility to handle large increases of statement volumes.

Custom Solutions

MCCa works with many software providers, including SunGard, and can work with any form of data file or tables. We utilize a secure FTP server to transfer files from the client to our system, and provide training for all new clients. MCCadvantage provides correspondence throughout the entire process in order to ensure that complete cycles are mailed, and to provide you with all Postal paperwork to keep for your records (A further, more detailed list of tasks and sub-tasks involved with service is in the "Scope of Work" section,addressed beginning with page 9). Our customers are also provided a Postal Account Summary every month to detail postage costs (the postage account process is further detailed on page 10).

Stability

MCC is a privately owned Corporation, with very little debt. We are financially sound, having been in business for 60 years. MCC's President and Board of Directors are focused on improving MCC though investments in people, technology and facilities. MCC has a Qualified Retirement Plan, and quarterly share profits earned by the company with employees. MCC also has a Health and Fitness Gym with showers and a walking trail on premises to provide additional benefits to our employees. Our culture is conducive to longevity of our employees.

Overall Comments

MCC is keenly interested in assisting the City with its billing needs and we feel our focus, company and personnel perfectly match the City's needs. We appreciate your interest and look forward to your review of the rest of our information.

4

QUALIFICATIONS OF MCC

For 60 years, Municipal Code Corporation has engaged in editing and publishing Codes for municipalities and counties of all sizes throughout the United States. MCC has published and supplemented more Codes that are in current use than any other codifier in the Country. This experience enables us to offer you the finest services available. Information and statistics of note include:

Business main location:

Incorporation Date:

Current Code Accounts Serviced:

Divisions:

Project Contact Persons:

1700 Capital Circle, SW Tallahassee, FL 32310 800-262-2633 or 850-576-3171

March 1951

more than 3,400

MCCi - Document Management and Agenda Automation MCCa - Utility Billing and Statement Processing

Scott Molenburg, General Manager - MCCadvantage Ryan Gorham, Customer Service - MCCadvantage

Personnel/Offices

The entire corporate staff consists of approximately 160 employees, including 9 attorneys, 35 editors, and 46,000 square feet of floor space. We have regional offices in Apple Valley, Minnesota; Charlottesville, VA, Fort Worth and Edinburg, Texas; and Seattle, Washington.

All design, printing and processing is performed on our premises. This enables us to control each project from beginning to end with no part being subcontracted. Key personnel are available to answer questions during any phase of the project and to assure quality control.

5

Staffing

MCCadvantage Key Personnel Assigned to Project (Staffing)

J. Scott Molenburg, B.S., Business & Industrial Communications, Drake University. Key responsibilities include strategic decision making, product development and enterprise level client consultation. Experience: Twenty five years plus in billing, statement rendering, customer service, remittance processing, project management, resource allocation and strategic marketing. Former member of Mailers' Technical Advisory Committee (MTAC) , Board of Directors Major Mailers Association and Board of Directors United Way Allocations and Priorities. Currently serves as General Manager of MCCadvantage.

Ryan Gorham. Customer Service Lead,-B.S., Economics & Political Science, Florida State University. Key responsibilities include day-to-day operations and responding to customer requests for changes.

Starlett Lovel, 32 years of experience in typesetting, editing, composition and printing of Codes, Supplements and Statements. Quality assurance lead for MCCadvantage.

Matt Farley. Systems Administrator, AA, Tallahassee Community College, Currently obtaining B.A in Information Technology at Florida State University. 2.5 years of systems/network management experience.

Elliot Haworth. Web Developer, B.A, Computer Science, Mercer University. 5 years of experience desktop application programming and developing web based applications.

Stacy Corry. Digital Art Coordinator, Flagler College, Glendale College, Tallahassee Community College. 10 years experience as a graphic designer; 7 years as coordinator of Municipal Code's graphics department. 20 years of experience as a technical writer and technical support liaison.

Phillip Claiborne, Chief Information Officer, B.S., Management Information Systems, Florida State University; MBA, University of Florida; CompTIA Certified A+ , Net+, Security+, Microsoft Certified Systems Administrator. 10 years of extensive experience supporting, designing and administering corporate network environments.

Kevin Ash. Production Lead, 25 years in the electronic print industry, 7 years of statement fulfillment.

6

References Similar Engagements

.:. Bradenton, Florida - Michael Cox, Billing Manager Utility billing, Laserfiche, Code & Inserts

.:. Plant City, · Florida - Denise McDaniel, Billing Supervisor Utility billing, Code, & Zoning

(941) 932-9433

(813) 659-4204

.:. Coweta County Water & Sewer Authority -Alan Sibley, H.R. Manager (770) 254-3710 x8835 Utility billing

7

Minority Business Enterprise Utilization Please review the attached Minority Business Enterprise Utilization Plan and the attached State Certification. MCCa respects the desires of the City to provide opportunities to Minority Business Enterprises. We utilize a M.B.E. service provider in our processes that represents roughly 66% of our total monthly expenses for all services, who is the supplier of inserting equipment as well as our maintenance provider for this equipment.

8

Scope of Services MUNICIPAL CODE CORPORATION, a corporation duly organized and existing under the laws of the State of Florida, hereinafter referred to as Municode, hereby offers to perform billing services for CITY OF GREEN COVE SPRINGS hereinafter referred to as Client.

Municode will adhere to all provisions as requested in the City's Request for Proposal (RFP). MCCadvantage, a division of Municode, agrees to provide Client "MuniBill$" services defined herein and at pricing contained in Schedule 1.0. The Client agrees that MCCadvantage shall be its exclusive provider of these goods and services during the term of this agreement.

STATEMENT DESIGN - Each of our clients have a unique statement design because they all have specific needs. All statements are custom designed based on your customer's and staff's input. No "cookie cutter" approaches. We have the experience to know the purpose of billing statements and what it takes to accomplish your billing goals. Statements are printed on preprinted color forms which can contain highlighted color boxes. All statements are 8%X11, 24# long grain paper with a tear off return document at the bottom meeting lock-box requirements. The return document can contain OCR's, barcodes or both to enable automated processing of payments. The outside (#10) envelope is a large pistol shaped single window envelope designed to provide maximum flexibility to our customers. This allows for high quality looking statements enabling color logos, quick turnaround changes or custom messages like "UTILITY BILL ENCLOSED" messages to be shown on your statements. Our return (#9) envelope is a single window envelope with lines for a return address. All of our envelopes have security tint in order create an opaque nature to ensure security of the documents transmitted. Statements can utilize variable messaging based off of criteria provided by the client. All paper suppliers are 'Tri Certified" in support of sustainability. Good for you, your customers and the environment. We utilize a green process that is more environmentally friendly than post-consumer recycled materials.

INSERTS - Client may request that inserts be included with mailings. The Client has the option of either providing the inserts or contracting with MCCadvantage Creative Services to provide inserts. Inserts provided by the Client are required to meet MCCadvantage's inserting equipment specifications. (A MCCadvantage specification sheet is available upon request.) Inserts provided by Client normally must arrive no earlier than two (2) weeks in advance of the first required mailing and no later than three (3) days before the first mailing day. Upon arrival, inserts are "Quality" checked to ensure they meet specifications. At Client's request and MCCadvantage's approval, MCCadvantage may attempt to use inserts not meeting minimal specifications. However, additional costs may be assessed and/or mailings may be delayed. It is MCCadvantage's policy to ALWAYS work with the Client through issues that may arise and do what's best for the Client and their customer. Any unused inserts will be destroyed or returned at Client's request (shipping charges apply).

ELECTRONIC PRESENTMENT PARAMETERS DESCRIPTION - Through our Muniview system we archive your billing data in a searchable PDF format utilizing a content management system. Muniview is housed on a secure sever and is available to your Customer Service personnel via a HTTPS website. The Muniview system employs a password protected interface, which allows you to limit access to relevant staff positions, and can be run on multiple computers simultaneously. Muniview gives staff the ability to quickly and efficiently search statements from a period of over 3 years. The PDF format allows your staff to email or print a full color copy of the original statement directly from the web-based database.

QUALITY AND TRUST - At MCCadvantage, we understand the importance of quality. We know the statements we send must be of the highest quality and accuracy. We clearly understand that you place your trust with us to ensure your statements go out in a timely and are always correct. Our QC process ensures that you comfortable in knowing all your statements are accurate and have been

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mailed on time to your customers. MCCadvantage is a manifest mailer which means every piece of mail receives a unique piece ID ensuring we account for and deliver every statement to the USPS. MCCadvantage is "Optional Procedure - OP" certified with the USPS.

All customers are provided the MCCadvantage hotline and email address to report any service issues. Issues are report directly to the General Manger for resolution . Our response time to inquiries is normally a couple of minutes via e-mail (constantly monitored) or within the half-hour for phone communication.

MCCadvantage PROCESSING PROCEDURES - After submitting your data files to our secure FTP server you will need to send an email to MCCadvantage notifying us that you have uploaded your files and they are ready for processing. We ask that your email details what cycle was sent and the number of records. Emails sent to MCCadvantage are forwarded to all MCCadvantage departments who are involved in your statement processing. Once your email is received by MCCadvantage, you will receive an "auto response" from our email server confirming your email was received.

Some providers force their customers to logon to their system to check status of their statements. At MCCadvantage, we notify you and your staff as your statements move through the process. Shortly after you have uploaded your files and advised MCCadvantage they are there, you will receive an email notification from our Operations Department verifying receipt of your files and that statement processing has begun. Once statements have completed processing, you will receive another email from our Operations Department notifying you that your statements are available for download at our FTP download site. Statements are compressed (zipped) to reduce file size and decrease download time. Included in the zip file will be your statements, any out sorted statements, USPS paperwork and the CASS/PAVE address error report. Simultaneously, statements are sent to our Production Department for printing and inserting. There is an optional step available through which we will hold your statements until you have a chance to review the bills and provide us a release. If this option is used, statements will be held in Operations until a notification of release is provided, at that time statements are released to Production for printing and inserting.

The last step in the process is delivery to the USPS. Throughout the day, MCCadvantage makes several runs to the Postal Service delivering mail as it is completed. Once your statements clear Production, you will receive a final notification letting you know your statements are in the mail. This last notification is normally sent after your statements have left for the Post Office. Attached to this notification is your MCCadvantage job ticket which provides statements billed of each bill type.

Step 1 - Upload your data files. Step 2 - Send email to MCCadvantage letting us know your files are ready for processing and the volume sent. Step 3 - Receive auto notification that your email was received. Step 4 - Receive email letting you know MCCadvantage has verified/QC'd your files/volumes and processing has started. Step 5 - Receive email notification your statements are being sent to the production floor for printing and inserting and that your statements and reports are available on the download server. (It is recommended you download your statements as soon as possible to QC) PDF images (free of charge) of all statements are provided to Client for QC prior to mailing. All statements are accounted for in these reports. Step 6 - Receive an email notification your statements have been sent to your customers. The MCCadvantage Job Ticket will be attached to this email. Step 7 - All data is then backed up for a period of not less than 2 years. As data ages it is moved to our off sight bunker for secure storage.

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Sampling and QC of statements is taken throughout the process to ensure quality and accuracy.

• Operations verifies data files (volumes and file integrity) • Operations OC's statements (volumes and statement integrity) • Customer (Client) QC statements (volumes and statement integrity) • Production OC's statements (volumes, statement integrity, print quality, inserts, USPS

standards, messages and setup) ** Employees can earn a reward if they find a quality issue.

MCCadvantage will design in conjunction with the Client a two-color (black with a second color), one-sided bill form that is 8 1/2" X 11" in size. The bill design will include an appropriate scan line for remittance processing, numerous message areas (variable data text messages shall be printed in the black ink), different sized fonts to enhance readability, a bar chart or graph (if requested by Client) and a Client logo. Statement design can also incorporate OR scan codes to direct customer to web pages, such as your City's website or online payment site.

MCCadvantage utilizes a large single (pistol style) windowed #10 envelope to allow for maximum customer flexibility. Client logo, return address, outgoing address, bar-coding and special message show through the secure window envelopes. Special messages such as "Bill Enclosed" are printed on the statement and are displayed through the window.

MCCadvantage will agree to purchase and maintain a sufficient supply of billing forms and envelopes to ensure an uninterrupted supply for printing requirements.

MCCadvantage will notify the Client in writing, and receive approval from the Client on the bill design prior to implementation.

Client will provide MCCadvantage with any additional forms or forms data to be inserted with the bills . MCCadvantage agrees to receive a drop shipment of the inserts necessary to supply a one­month cycle of bills. Client will work with the MCCadvantage to design the inserts to conform to the specifications required for successful insertion by the equipment used by the Service Provider.

COMPENSATION -In full and complete compensation for all goods and services provided by MCCadvantage hereunder, Client aggress to pay MCCadvantage according to the rates set forth in Schedule 1.0. Prices quoted in Schedule 1.0 are based upon specifications provided by the Client. If there is a change in specifications or instructions to the original quotation, the work performed will be billed at an adjusted rate agreed to by Client. MCCadvantage will provide to Client an invoice after each production run consisting of all fees, as outlined in Schedule 1.0, including a summary of postage used. A monthly late payment charge may be assessed on statements not paid within thirty (30) days. The price for materials may be re-evaluated at the annual anniversary date of the effective date of the contract, taking into account any fluctuations in the price of paper and supplies. Any price increase will be supported by supplier documentation and provided to the City for review. In no event may any increase be greater than the actual increases in the cost of materials.

POSTAGE - MCCadvantage will require that the Client maintain a permanent postage deposit in connection with this agreement. Client shall deposit in advance with MCCadvantage the initial sum specified in Schedule 2.0 as the permanent postage deposit. The amount of this deposit is based on expected volumes and postage rates and is subject to change based on changes to the volume and prices defined in Schedule 2.0, or customer payment history. All mail pieces are sent at the lowest possible postage qualifying rate taking full advantage of automated USPS discounts. Client will be notified in writing in advance if a change in the amount of the deposit is necessary. Upon termination of the Agreement, MCCadvantage shall return the deposit amounts to Client after payment of all

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services and postage. If client fails to maintain the deposit at the prescribed levels, or if client fails to maintain current status of all invoices as described in the "Compensation" section, MCCadvantage may suspend its performance under this agreement and hold customers statements/bills (at MCCadvantage discretion) until the deposit is received. The outgoing statements/bills will leave MCCadvantage utilizing the Municode postage permit for USPS postage payment. Statements are mailed at the lowest possible postage rates. Most statements qualify for the 5 digit automated rate. MCCadvantage is certified by the USPS for optional procedures.

FORCE MAJEURE - Neither party shall be responsible for delays or failures in performance resulting from acts or occurrences beyond reasonable control of such party, including, without limitation: fire, explosion, power failure, flood, earthquake, hurricane or other act of God, civil commotion, terrorism, or acts of public enemies; any law, order, regulation, ordinance, or requirement of any government or legal body or any representative of any such government or legal body; or labor unrest, including without limitation, strikes, slowdowns, picketing or boycotts. In such event, the party affected shall be excused from such performance (other than any obligation to pay money) on a day-to-day basis to the extent of such interference. The other party shall , likewise, be excused from performance of its obligations on a day-ta-day basis to the extent such party's obligations relate to the performance so interfered.

CONFIDENTIALITY - MCCadvantage agrees that any and all data, reports and documentation supplied by Client or its affiliates or third parties on Client's behalf, which are confidential and which are clearly designated as confidential, shall be subject only to the disclosure requirement for the performance of MCCadvantage's obligations hereunder, and will be held in strict confidence and shall not be disclosed or otherwise disseminated by MCCadvantage without the written consent of Client.

LIMITATION OF L1BILITY - The parties hereto agree that this agreement is only for the production of goods and services. MCCadvantage shall be liable only to the extent of re-mailing a correction or corrected job as soon as possible to rectify the mistake. Breach of contract damages shall be limited to the value of the work performed. In the event of a breach of the terms of this agreement, MCCadvantage shall not be liable for loss of business,' incidental or consequential damages, or costs in excess of billing for services related to the specific job. MCCadvantage is not liable for incidental or consequential damages, including revenue, even if MCCadvantage has been advised of the possibility of such loss or damage.

PERFORMANCE - MCCadvantage shall handle the laser printing and mailing of the Client's bills. Expected volumes are defined in schedule 1.0. MCCadvantage will receive data for the billing from the Client multiple times per month. MCCadvantage will receive data in a format mutually determined by both MCCadvantage and the Client. Data compression is allowed as mutually agreed to by MCCadvantage and Client. MCCadvantage shall simplex (one side) laser print the data on pre­printed forms as described in schedule 1.0. If required , MCCadvantage shall set up the form and program to include scan lines for intelligent inserting. The Client will then provide the matching criteria for such intelligent programming.

E-VERIFY - Municipal Code uses the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all employees. We will not be subcontracting any of this work; all work will be performed by Municipal Code employees. Municipal Code's E-Verify Number is 42302.

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Client Responsibility The Client agrees to:

• Transmit data files to MCCadvantage 's FTP site in the method agreed upon according to the provided schedule.

• Ensure postage funds are available per specifications provided in "Scope of Work".

• Quality check data files in advance of sending to MCCadvantage

• Quality check statements via PDF's during processing

• Provide camera ready artwork for graphics.

• Pay MCCadvantage for services billed (Net 30) .

• Provide MCCadvantage insert specifications to Client's insert vendors (if other than MCCadvantage).

• Provide an explanation of billing record layout or mapping document to MCCadvantage.

• Meet USPS "NCOA" and "Move Update" requirements (unless done through MCCadvantage). If done through MCCadvantage, client agrees to update their records with matches per USPS requirements.

• Review and approve design of billing statements.

• Pay for any unused forms of as a result of a format change or contract modification.

• Client is encouraged to QC billing statement content using PDF images during each mailing to ensure statement quality.

• Client is required to sign off on parallel testing once completed to ensure statements meet Client expectations.

• Client is required to sign off on "deployment" normally after the first month's mailings. The deployment period may be extended with mutual agreement from Client and MCCadvantage. At the conclusion of the deployment period, changes will be billed at Technical Services rates in accordance with Schedule 1.

• Client must approve billing statement layout at least 3 (three) weeks prior to deployment date. If not, an additional surcharge on the initial order of preprinted forms may apply.

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Additional Services Additional Services Available

• Inserts and Promotional Material • Online Credit Card Processing and ePayment

• eBilling o Customers pay faster o Save money and postage

• Go Green • Address Cleanup through USPS using USPS NCOA

• Muniview o This option provides for robust online "search and view" via secure online access. o Provides fast access to be able to print and email customer statements

Inserts and Promotional Material MCCadvantage customers enjoy full service in-house graphic design and printing/creation for statement inserts, newsletters, special mailings or just about anything else you want to send to your customers. We provide competitive pricing but give our customers the option of using ~s or another print provider.

Go Green! At Municipal Code we are selective in choosing our business partners. All paper suppliers are "Tri-certified" in support of sustainability. This is a Chain-af-Custody certification , which is a commitment to responsible forest management practices and environmental stewardship in all levels of production. Good for you, your customers and the environment. We utilize a green process that is more environmentally friendly than post-consumer recycled materials .

oce (';"JIo~ ~ ~11 "';' SUSTAINABLf .r:J 8 rC\ ~"'~ ~ F SC ? E FC \~ INIMTIVE

~ • 11 FORESTRY

Online Credit Card Processing and ePayment EBPP (Electronic Bill Presentment & Payment) MCCadvantage offers clients the ability to provide their customers with the option of paying their billing statements online using a credit card or eCheck. Clients may also offer their customers the option of signing up for automatic payments through MCCadvantage. The MCCadvantage payment portal branded with Clients logo and contact information such that customers view the pages as the clients website. Transaction charges can be paid by the client, passed on to the customer or a combination of the two. Please contact MCCadvantage for further details regarding online service options.

eBilling MCCadvantage provides eBilling services to their cl ients. The eBills provide a billing option saving the client money (postage) while delivery statements electronically same day. The eBills project a "green" image to customers and demonstrating the client's commitment to the environment. Setup for eBills is waived if done at the time of initial deployment. MCCadvantage's eBills provide a custom eBill summary message and include an attached PDF copy of the customer's statement, and can include links to payment sites, utility links, and PDF copies of inserts. Any response to these eBills will be directly em ailed to the email address you provide.

Emergency Backup MCCadvantage maintains a hardened backup site. This site has all of the capabilities of our main site, and can take over production in the event that our main site experiences problems.

Data Retention Policy MCCadvantage has a policy of keeping our customers data for a period of 3 (three) months at which point the data is moved to our back-up site for a period of no less than 3 (three) years. We will always have your files available in case a need to reproduce them should arise.

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Additional Services

Municode and MCCadvantage can provide additional services/products under this contact. Any of the following services may be purchased pursuant to this contract.

Document Imaging and Records Management Software (Laserfiche) - MCCi offers Laserfiche (LF) Software and related services which provides a records repository allowing storage, retrieval and imaging of all documents. Capabilities include an intuitive browse window, index cards, fUll-text indexing, keyword template search, fuzzy word search, and virtually unlimited folders, giving users access to any document instantly.

Document Scanning Services (MuniScan) - MCCi offers scanning, indexing and integration of hard copy documents with Laserfiche Software to provide the Client with the most powerful index retrieval search engine available with the following features: intuitive browse window, index cards, and fuzzy logic.

Process Management Software (MuniTracklt) - MCCi offers the MuniTracklt Software (developed by Brandt Information Services, Inc.) which is a web based solution designed specifically for Government organizations. MuniTracklt will save time and money by streamlining business processes.

Code Supplementation and Codification Services (MuniCode) - Municipal Code Corporation offers supplementation of existing Codes, Codification of Ordinances and Recodification of existing Codes. Our optional services include legal review, republishing, editorial and index work and electronic options (CD, Internet).

Creative Services - MCCadvantage can provide design and printing services of inserts. We have a creative team of talented graphic artists to help you quickly create statement inserts, newsletters or any other important customer communications at competitive rates.

Cost Data MuniBill$ Quotation Sheet For CITY OF GREEN COVE SPRINGS FLORIDA

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Schedule 1.0 - Fees for Goods & Services

Paper Bill

• Custom Municipal Statement Design

• Data processing & Simplex printing

• Single 8%x11 document with 3%" perforated return, white, long-grain 24 Ib bond paper stock,

• #10 windowed envelope, white w/security tint - 20 Ib

• #9 return envelope

• Folding, inserting and delivery to USPS

• CASS/PAVE certification of customer mailing list

• Price does not include postage

• Two color highlight (includes black print) Monthly Volumes 20,000 - 25,000 $ .105 Per bill 10,000 - 19,999 $ .135 Per bill 5,000 - 9,999 $ .145 Per bill

Initial programming and set-up Waived One time Optional: Special market messaqes on the statement (if setu~ required) $ 25 Per messaqe Optional: Subsequent pages to statement $ .04 Per page Optional: Technical Services (Including programming & insert composition if

$85 Per hour needed) Optional: Additional Inserts - (Does not include printing or design of insert) .005 Per Bill Freight, courier, shipping, etc. for items shipped at customer request. Cost Per Request Optional: MuniBill Paperless emailing of statements to customers $ .098 Per Bill Optional: MuniBill PDF (includes processill9 & creation13 months online N/C Included Optional: Statement Optimal Design Review & Consulting N/C Included Optional: Late notices, final bills and cancellation notice (1-color black) $ .13 Each Optional: MuniView - Secure online viewinq of statements N/C

Price Optional: MuniForwarding - NCOA forwarding of statements upon

Request

Schedule 2.0 - Permanent Posta e De osit

Permanent Postage Deposit - Based on Statement Volume

* All statements are mailed at the lowest possible postage rate (.34 is current 5 digit rate)

This proposal shall be valid for a period of one hundred and twenty (120) days from the date

appearing on the signature page of this proposal unless signed and authorized by MCC and

the Client.

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Term of Agreement The term of this full service contract shall be for a period of three (3) years, commencing on mutually agreeable date and ending thirty-six (36) months later. Thereafter the City of Green Cove Springs, reserves the right to extend this contract for up to two (2) additional twelve (12) month periods, with written acceptance of both parties.

Submitted by:

MUNICIPAL CODE CORPORATION ADVANTAGE a division of Municipal Code Corporation

Municode Vice President: ------------------------------

Witness: __________________________________ _

Oate: ____________________________________ ___

Accepted by:

GREEN COVE SPRINGS, FLORIDA

By: __________ --..,.-____ __

Title: _______________ __

Witness: ------------------------------

Oate: ______________________________ _

17

CITY OF GREEN COVE SPRINGS, FLORIDA STAFF REPORT

FOR MEETING OF FEBRUARY 5,2013

SUBJECT: FIRST READING OF ORDINANCE NO. 0-02-2013, AN ORDINANCE OF THE CITY OF GREEN COVE SPRINGS, FLORIDA, RELATING TO ACCESSORY STRUCTURES, AMENDING THE LAND DEVELOPMENT REGULATIONS OF THE CITY CODE, CHAPTER 98, DEVELOPMENT STANDARDS AND CHAPTER 102, LAND USE REGULATIONS; TO ALLOW THE HEIGHT OF ACCESSORY STRUCTURES TO INCREASE OVER 12 FEET BY A SPECIAL EXCEPTION; PROVIDING FOR CORRECTION OF SCRIVENERS ERRORS; PROVIDING FOR CODIFICATION; PROVIDING FOR REPEALER, SEVERABILITY, AND SETTING AN EFFECTIVE DATE.

BACKGROUND: Section. 98-5(e) contains requirements for accessory structures for residential structures. 98-5 (e) (2) states:

"(2) The high point of the accessory building roof or any appurtenance of an accessory building shall not exceed 12 feet in height. "

There has been concern expressed by some citizens that the height should be increased over 12 feet to allow parking for RVs and large boats. Garages can be 35 feet in height, if they are connected to the principal structure.

Accessory structures must be included in lot coverage for a site, which is 35% for residential districts. The accessory structures also must be included in the maximum impervious surface calculations. The maximum impervious surface is 40% for the R-1 zoning district and is 50% for the R-2 zoning district. Any existing structures are grandfathered in.

A variance for the height of the accessory structure cannot be granted. Section 90-103 states:

"The planning and zoning board may grant a variance vwying terms of the land development code, providing such conditions and circumstances are:

c. That the strict application of the provisions of the land development code 'would deprive the applicant of the reasonable use of such land, structure or building; "

In order to have an accessory structure, there must be a principal structure on the site; therefore the prope11y owner has "reasonable use of such land".

At the November 29th and December 20th Planning and Zoning Board meetings, the Board reviewed the issue of accessory structures and felt that an increase in the height could be warranted in certain situations and could be granted as a Special Exception. A Special Exception would require a public hearing on the subject and the Planning and Zoning Board could place conditions on the approval. The conditions could require the exterior of the accessory structure to be the same as the exterior of the principal structure.

As directed by the Board at the December 20th meeting, staff prepared an Ordinance with revisions to the Land Development Regulations to allow an increase in height of accessory structures over 12 feet in residential districts as a Special Exception. A change in the list of Special Exceptions is only required in the R-1 zoning district, as Special Exceptions allowed in the R-1 zoning district are allowed in the R-2 and R-3 zoning districts.

STAFF COMMENTS: Consistency with Comprehensive Plan - The proposed revision to the Land Development Regulations is consistent with and implements the Goals, Objectives, and Policies of the 2025 Comprehensive Plan.

FISCAL IMPACTIFUNDING SOURCE: None.

STAFF RECOMMENDATION: Staff recommends the City Council approve on first reading as to form only, Ordinance No. 0-02-2013, an Ordinance to allow an increase in the height of accessory structures by Special Exception and set the date for the second and final reading of the Ordinance for February 19,2013.

PLANNING AND ZONING BOARD RECOMMENDATION: The Planning and Zoning Board held a Public Hearing on the Ordinance at their meeting of January 24, 2013 . There were no comments received at the Public Hearing. A motion was made to recommend City Council adoption of an Ordinance to allow an increase in the height of accessory structures by Special Exception. The vote was unanimous.

MOTION: Approve Ordinance No. 0-02-2013 on first reading as to form only and set the Public Hearing for the Second and Final reading of the Ordinance for February 19, 2013.

SUBMITTED BY:

Ja is K. Fleet, AICP evelopment Services Director

APPROVED BY:

ORDINANCE 0-02-2013

AN ORDINANCE OF THE CITY OF GREEN COVE SPRINGS, FLORIDA, RELATING TO ACCESSORY STRUCTURES, AMENDING THE LAND DEVELOPMENT REGULATIONS OF THE CITY CODE, CHAPTER 98, DEVELOPMENT STANDARDS, AND CHAPTER 102, LAND USE REGULATIONS; TO ALLOW THE HEIGHT OF ACCESSORY STRUCTURES TO INCREASE OVER 12 FEET BY A SPECIAL EXCEPTION; PROVIDING FOR CORRECTION OF SCRIVENERS ERRORS; PROVIDING FOR CODIFICATION; PROVIDING FOR REPEALER, SEVERABILITY, AND SETTING AN EFFECTIVE DATE.

WHEREAS, the City Council has found it desirable and necessary to amend the Land Development Regulations (LDRs) of the City related to the height of accessory uses in the City; and

WHEREAS, the City has the authority pursuant to its home rule and other statutory powers to amend its LDR sections in City Code Chapter 98 and Chapter 102; and -

WHEREAS, a duly noticed public hearing on this Ordinance was held before the Planning and Zoning Board on the 24th day of January, 2013; and

WHEREAS, duly noticed public hearings on this Ordinance were held before the City Council of Green Cove Springs on the 5th day of February, 2013 and the 19th day of February, 2013; and

WHEREAS, the amendments set forth herein are found to be consistent with the City'S Comprehensive Plan.

NOW, THEREFORE, BE IT ENACTED BY THE CITY COUNCIL OF THE CITY OF GREEN COVE SPRINGS, FLORIDA, AS FOLLOWS:

Section 1. The City of Green Cove Springs Land Development Regulations, as amended, are consistent with Section 163 .3202, Florida Statutes, and the City of Green Cove Springs Comprehensive Plan.

Ordinance No. 0-02-2013

Page 2 of3

Section 2. Chapter 98, Development Standards, Article 1, General, Section 98-5 Building Setback Requirements, which identifies the accessory building heights for residential structures, is hereby amended to allow an increase in height for accessory structures over 12 feet by Special Exception:

(e) Accessory building setbacks for residential structures. Accessory building setbacks must comply with the front and side yard setbacks set fOlih in the land development code except as follows:

(1) The setback for a pool shall be at least 7.5 feet to the water line.

(2) The high point of the accessory building roof or any appmienance of an accessory building shall not exceed 12 feet in height, unless a Special Exception is granted. The Special Exception shall not allow the height of the accessory structure to exceed the height of the principal structure and must have architectural finishes compatible with the principal structure.

Section 3. Chapter 102, Land Use Regulations, Aliicle II, Residential, Section 102-48 Special Exceptions, is hereby amended to add an increase in height of accessory structures:

(4) Accessory buildings with heights in excess of 12 feet. The height of the accessory structure shall not exceed the height of the principal structure and must have architectural finishes compatible with the principal structure.

Section 4. It is the intention of the City Council that the provisions of this Ordinance shall become and be made a paIi of the Code of Ordinances of the City of Green Cove Springs, Florida, and that the Sections and paragraphs of this Ordinance may be renumbered or relettered in order to accomplish such intentions.

Section 5. The City Council hereby authorizes the City Manager and City Attorney to make any and all revisions necessary to codify this Ordinance. Changes necessary to correct scriveners' enors are hereby authorized to be made by the City Manager, City Attorney or their designee.

Section 6. Repealer. All Ordinances or parts thereof in conflict with the provisions of this Ordinance are hereby repealed to the extent of such conflict.

Section 7. Severability. If any portion or pOliions of this Ordinance is declared by any court of competent jurisdiction to be void, unconstitutional, or unenforceable, then all remaining provisions of this Ordinance shall remain in full force and effect.

Section 8. Effective date. This Ordinance shall become effective as allowed by law.

Ordinance No. 0-02-2013

Page 3 of3

INTRODUCED AND APPROVED AS TO FORM ONL Y ON THE FIRST READING BY THE CITY COUNCIL OF GREEN COVE SPRINGS, FLORIDA, ON THIS 5TH DAY OF FEBRUARY, 2013.

CITY OF GREEN COVE SPRINGS, FLORIDA

Pamela 1. Lewis, Mayor

ATTEST:

F. Lee Bentley, City Clerk

PASSED ON SECOND AND FINAL READING BY THE CITY COUNCIL OF THE CITY OF GREEN COVE SPRINGS, FLORIDA, THIS 19TH DAY OF FEBRUARY, 2013.

CITY OF GREEN COVE SPRINGS, FLORIDA

Pamela J. Lewis, Mayor

ATTEST:

F. Lee Bentley, City Clerk

APPROVED AS TO FORM:

L. J. Arnold, III, City Attorney

CITY OF GREEN COVE SPRINGS, FLORIDA STAFF REPORT

FOR MEETING OF FEBRUARY 5, 2013

SUBJECT: FIRST READING OF ORDINANCE NO. 0-03-2013, AN ORDINANCE OF THE CITY OF GREEN COVE SPRINGS, FLORIDA, RELATING TO RESIDENTIAL RIVERFRONT FUTURE LAND USE CATEGORY, AMENDING THE LAND DEVELOPMENT REGULATIONS OF THE CITY CODE, CHAPTER 102, LAND USE REGULATIONS; TO PROVIDE PERMITTED USES, MINIMUM ACREAGE, MAXIMUM DENSITY AND REQUIRING A PUD, PLANNED UNIT DEVELOPMENT REZONING FOR DEVELOPMENT; PROVIDING FOR CORRECTION OF SCRIVENERS ERRORS; PROVIDING FOR CODIFICATION; PROVIDING FOR REPEALER, SEVERABILITY, AND SETTING AN EFFECTIVE DATE.

BACKGROUND: The 2025 Comprehensive Plan adopted in August 2011 added a new Future Land Use Map (FLUM) category. When the Land Development Regulations (LDRs) were updated and adopted in December of 2011, no specific requirements were included for the Residential Riverfront (RRF) Land Use/Zoning Category. The Comprehensive Plan requirements for the FLUM category are the following:

• Density - 12 to 20 dwelling units per acre • Minimum lot size - 10 acres • Property must be located on the St. 10lms River • Pelmitted Uses - Single-family, duplex and multi-family dwelling units and

churches

At the November 29th and December 20th Planning and Zoning Board meetings, the Board discussed proposed zoning criteria for the RRF FLUM Category. After review, the Board recommended that the Land Development Regulations be amended to require all development in the RRF FLUM Category occur through a PUD (Planned Unit Development) rezoning. Chapter 102, Altic1e VII of Land Development Regulations contains the requirements for a PUD. The PUD rezoning requirements from Chapter 102 are attached. This is similar to the MURP (Mixed Use Reynolds Park) FLUM Category which requires all development in the Land Use Category to be through a PUD rezoning.

STAFF COMMENTS: Consistency with Comprehensive Plan - The proposed revision to the Land Development Regulations is consistent with and implements the Goals, Objectives, and Policies ofthe 2025 Comprehensive Plan.

ST AFF RECOMMENDATION: Staff recommends the City Council approve on first reading as to form only, Ordinance No. 0-03-2013, an Ordinance requiring a PUD rezoning for all development in the Residential Riverfront Future Land Use Map category.

PLANNING AND ZONING BOARD RECOMMENDATION: The Planning and Zoning Board held a Public Hearing on the Ordinance at their meeting of January 24, 2013. There were no comments received at the Public Hearing. A motion was made to recommend City Council adoption of an Ordinance requiring a PUD rezoning for all development in the Residential Riverfront Future Land Use Map category. The vote was unanimous.

MOTION: Approve Ordinance No. 0-03-2013 on first reading as to form only and set the Public Hearing for the Second and Final reading of the Ordinance for February 19, 2013.

SUBMITTED BY: APPROVED BY:

ORDINANCE 0-03-2013

AN ORDINANCE OF THE CITY OF GREEN COVE SPRINGS, FLORIDA, RELATING TO RESIDENTIAL RIVERFRONT FUTURE LAND USE CATEGORY, AMENDING THE LAND DEVELOPMENT REGULATIONS OF THE CITY CODE CHAPTER 102, LAND USE REGULATIONS; TO PROVIDE PERMITTED USES, MINIMUM ACREAGE, MAXIMUM DENSITY AND REQUIRING A PUD, PLANNED UNIT DEVELOPMENT, REZONING FOR DEVELOPMENT; PROVIDING FOR CORRECTION OF SCRIVENERS ERRORS; PROVIDING FOR CODIFICATION; PROVIDING FOR REPEALER; SEVERABILITY, AND SETTING AN EFFECTIVE DATE.

WHEREAS, the City Council has found it desirable and necessary to amend the Land Development Regulations (LDRs) of the City related to include development criteria for the Residential Riverfront Future Land Use Map Category in the City; and

WHEREAS, the City has the authority pursuant to its home rule and other statutory powers to amend its LDR sections in City Code Chapter 102; and

WHEREAS, a duly noticed public hearing on this Ordinance was held before the Planning and Zoning Board on the 24th day of January, 2013; and

WHEREAS, duly noticed public hearings on this Ordinance were held before the City Council of Green Cove Springs on the 5th day of February, 2013 and the 19th day of February, 2013; and

WHEREAS, the amendments set forth herein are found to be consistent with the City's Comprehensive Plan.

NOW, THEREFORE, BE IT ENACTED BY THE CITY COUNCIL OF THE CITY OF GREEN COVE SPRINGS, FLORIDA, AS FOLLOWS:

Section 1. The City of Green Cove Springs Land Development Regulations, as amended, are consistent with Section 163.3202, Florida Statutes, and the City of Green Cove Springs Comprehensive Plan.

Section 2. Chapter 102, Land Use Regulations, Article II, Residential, Division 5 which describes the Residential Riverfront (RRF) Land Use Category, is hereby amended by the following:

Ordinance No. 0-03-2013 Page 2 of3

Section 102-90. Intent.

The residential riverfront land use category is intended to provide for multiple-family housing areas with densities of twelve (12) to twenty (20) dwelling units per acre. The development must have a minimum of 10 acres and be located on the St. Johns River. It should be situated so that it is well served by public services and have direct access to a collector street or major thoroughfares. Careful attention must be given to traffic generation from this district, to minimize impact on single-family districts.

Section 102-91. Permitted Uses.

The following are permitted uses in the Residential Riverfront, RRF Land Use category:

(1) Single-family attached and detached dwelling units (2) Duplexes (3) Multi-family dwelling units (4) Churches

Section 102-92. Development Criteria.

Any development in the RRF Land Use category must meet the following development criteria.

(1) Minimum Acreage: 10 acres (2) Maximum Density: 20 Units per acre (3) Location: A portion of the parcel boundary must be on the St. Johns River

Section 102-93. PUD (Planned Unit Development) Required.

A PUD rezoning, in compliance with Section 102-322 of this Code, is required in order to develop each RRF parcel.

Section 3. It is the intention of the City Council that the provisions of this Ordinance shall become and be made a part of the Code of Ordinances of the City of Green Cove Springs, Florida, and that the Sections and paragraphs of this Ordinance may be renumbered or relettered in order to accomplish such intentions.

Section 4. The City Council hereby authorizes the City Manager and City Attorney to make any and all revisions necessary to codify this Ordinance. Changes necessary to correct scriveners' errors are hereby authorized to be made by the City Manager, City Attorney or their designee.

Section 5. Repealer. All Ordinances or Palts thereof in conflict with the provisions of this Ordinance are hereby repealed to the extent of such conflict.

Ordinance No. 0-03-2013 Page 3 of 3

Section 6. Severability. If any portion or pOltions of this Ordinance is declared by any court of competent jurisdiction to be void, unconstitutional, or unenforceable, then all remaining provisions of this Ordinance shall remain in full force and effect.

Section 7. Effective date. This Ordinance shall become effective as allowed by law.

INTRODUCED AND PASSED AS TO FORM ONLY ON THE FIRST READING BY THE CITY COUNCIL OF GREEN COVE SPRINGS, FLORIDA, THIS 5TH DAY OF FEBRUARY, 2013.

CITY OF GREEN COVE SPRINGS, FLORIDA

Pamela 1. Lewis, Mayor

ATTEST: ________________________ __ F. Lee Bentley, City Clerk

PASSED ON SECOND AND FINAL READING BY THE CITY COUNCIL OF GREEN COVE SPRINGS, FLORIDA, THIS 19TH DAY OF FEBRUARY, 2013.

CITY OF GREEN COVE SPRINGS, FLORIDA

Pamela J. Lewis, Mayor

ATTEST:

F. Lee Bentley, City Clerk

APPROVED AS TO FORM:

L. 1. Arnold, III, City Attorney

Sec. 102-321. Purpose.

CHAPTER 102 ARTICLE VII

PLANNED UNIT DEVELOPMENT

It is the purpose of this part to encourage new development and redevelopment, flexibility in design with the overall development consistent with the land development code and the city comprehensive plan. A planned unit development is permitted on a parcel of land under common control or ownership, where it would be beneficial for the city and improve the quality of the development, to permit flexibility in the location of land uses that are shown on the future land use map. The density or intensity of the development shall not exceed development approved in the future land use map.

Sec. 102-322. Compliance procedure; submittals. All proposed development requesting to be reviewed as a planned unit development shall provide the following information on the application for development approval:

(1) The application for approval of a proposed development shall indicate that the development approval is requested as a planned unit development.

(2) The application shall clearly show the calculation allowed by the future land use map per type of land use category and the calculation of the land use by type in the proposed development.

(3) The application shall indicate the benefit to the city for allowing the planned unit development. The benefits may include: a. Permit a creative approach to the development of land; b. Accomplish a more desirable environment than would be possible tlu'ough the

strict application of minimum requirements of the land development code; c. Provide for an efficient use of land, resulting in smaller networks of utilities

and streets; d. Enhance the appearance of neighborhoods tlu'ough preservation of natural

features, the provision of underground utilities and the provisions of recreation areas and open space;

e. Provide an oppOltunity for new approaches to ownership; f. Provide an environment of stable character compatible with sUlTounding

residential areas; and g. Retain property values over the years.

(4) The application for development approval must comply with all requirements of the land development code.

CITY OF GREEN COVE SPRINGS, FLORIDA STAFF REPORT

FOR MEETING OF FEBRUARY 5, 2013

SUBJECT: Potential settlement of case involving funds owed to the City by Green Cove Springs Industrial Properties, LLC under the telms of a Redevelopment Agreement between the City and GCSIP in the principal amount of$15,079.72.

BACKGROUND: This topic has been discussed by the City Council previously and the City Attorney was authorized to begin collection measures, including filing suit against GCSIP and the two personal guarantors, Jeff R. Short and William A. Gause. The suit is now ready to be filed. Recently, Jeff R. ShOli made an offer to settle this claim by repaying the City a monthly sum over time. A copy of Mr. Short's offer is attached hereto. The City offered to settle this matter at its last meeting for $750 monthly. Mr. ShOli has not accepted such offer. Should the City Council decide to settle this matter, we would do so by way of a Stipulation filed in the cOUli action. The suit needs to be filed regardless because the statute of limitations could expire before all payments have been received the City. The Stipulation would contain provisions for repaying the City for the above principal sum plus interest, attorney fees and cOUli costs as well as other protections should the propeliy be sold. I have advised Mr. ShOli of these additions to the principal amount due. Should GCSIP fail or refuse to comply with the telms of any Stipulation, a Judgment will be entered by the COUli ex patie upon the filing of a non-payment affidavit by the City. Thereafter, nOlmal post judgment collection procedures would resume. Mr. Short desires to appear before the Council with one last effOli to resolve this issue.

FISCAL IMPACT / FUNDING SOURCE: The City would expect to be fully reimbursed for all sums due, plus interest, attorney fees and costs if a settlement is reached.

RECOMMENDATION: Staff recommends the City Council consider Mr. ShOli's verbal comments at tlns meeting and direct the City Attorney accordingly.

MOTION: To be determined by the City Council.

SUBMITTED BY: APPROVED BY:

Julie Clevinger

From: ' Sent:

L. J. Arnoldi III <LJA3@l?ellsouth.net> Thursday, January 17.29131:50 PM

. jclevlnger@greent 9vesprings.com".. . To: Silb.je~t: FWd: Fwd: Saratoga Sprlngs,lndu.s(rial Park ' .

FYI ·

---.~~-- OdgHull M~sag~ ~-"-~~-'- . . . 'SllbjcCt:P\vd: $ni:atQgn Springslnd{)st,dalPaJ'k

. Dilte:Tho, 17jtut 20.13 13:~8:'49~0500 FrQlll:L. J.Ai·ll61~lJ III ~LJA3@bcllsou'th.net>

1'9:D.itiiellejpdd <djudd@gl,eencovesprings.com> .'

Dl;\i,iene~ . . . . ...., . . . iwiH send the StaffR~port d~W[ii'n n fe~v mJll~tes anclthen jllst attach his email if ac.ccj)tilble to, do so. Jhn '

, , .

. -- -"--~- 0..d gil1ll 1 Message ----.--­'Subject: Saratoga Springs Itl(tustrial 'Park

. Date:Thu, 17 Jun2Q13 11 :28:21 ~OSOO j?l'()m::<ieffscxcavating@bcilsc:iilth;net>.

' '1'0:.1.). Arnold III <LJA3@bellsollth.ilet>

. ,

. Attn:, L J. Arnold III ~Attorn~y(or City of Gre'en Cove Sprlngs · l?aniE~lIe Judd -:; City Manager1 City of Gl;een, Cove Springs

·Dear Jim: ·

, Regarding the 'meetlngof January 10th,2013 tn reference to two Invoices owedio the City of Gl:~en Cove Spl'ltigs forSaratoga Spj"'ings Industrial Park. I in,eet with D'lIilelJe JlIdcl~ltldw~ discussed ~ payment ptan Jor

" the am9~11'~$ owed to the City ofGr~enCove sprli1gs.1 thoughtolir agreen'ient was to pay$sOO.Oo a month, . •.. . possibly il10re e<l~h month <Jsbuslness picks up for me./ understand YOLI had a prior cOtlwnitment anc/could not~ttend this ni'ee'tln~. "..,' . , ,' . " . ." ".

'Penny I:lrnail to ,yoU on January 8th, 2<:>13 the economy has tal~en ato!lonmy flnailces plus aill Ga~sehas not . . helped with anyoftheexpens(!s for ihls property srnte January 1012: "

On TlIes~l;lYI )<H!lIal'Y 15,2013 I. ~eceiv!'!da phone call from yotl ~tat.lng thC\t tho clty Isplallhli1g o~ fllillg':.llaw . 5ulteeveil thOllght I spoke t~ Ms. Jud(1 with a tentative plan for the payments. I don't unq!i!tstand the purpose · oHhe January 10th meeting If the city was not going towor!<out a c1~<i1 with . 111 E:! tb .~Void ~ · Iawslilte.' .'

. Sincerely,

1

Jeff R. Short

No vin\s fbULlc1 iil this nwssnge . . Checked bY.;\V (} ~ w\.vw.nvg.co1l1 . . . .. . .. Versiqn: 2012.0.ii21/ Vil'tJs l)atapfise:2638/5539 ~ Relel1'se Date: 01117/13

CITY OF GREEN COVE SPRINGS, FLORIDA STAFF REPORT

FOR MEETING OF FEBRUARY 5, 2013

SUBJECT: STATUS REPORT REGARDING ACTIVITIES AND EVENTS ASSOCIATED WITH CITY ELECTION FOR COUNCIL SEATS THREE (3), FOUR (4) AND FIVE (5) ON APRIL 2, 2013

BACKGROUND: Staff is cUl1'ently engaged in planning and preparations for the upcoming General Election on Tuesday, April 2, 2013 related to filling of three City Council Seats as referenced in the infOlmation below and on the attached Elections Calendar:

Seat Council Member

Years of Consecutive Held Public Service Terms

3 C. Felecia Hampshire 6 2 4 Robelt C. Page 9 3 5 D. Ray Braly (111 days) 0

Pursuant to the requirements of the City Chmter as amended by referendum in April 1996, City Council Members are limited to three (3) consecutive terms of office. This became effective in May of 1996 and applies to City Council Seat 4, cUl1'ently occupied by Council Member Page whose term will end on Tuesday, May 7, 2013.

Council Member Hampshire is eligible for re-election to one more three (3) year term that would extend through May 2016.

Council Member Braly was appointed by City Council on January 8, 2013 and sworn into office on January 16, 2013, to fill the unexpired telm of former Council Member Deborah L. Ricks who retired on January 2, 2013. Council Member Braly will serve in office through May 7, 2013 (a period of 111 days). Council Member Braly is eligible to seek election to Council Seat 5 for a 3 year term of office should he so choose.

The City Clerk and Deputy City Clerk met with Supervisor of Elections, Chambless and his staff on Thursday, January 24, 2013 to review the assistance they will and have previously provided to the City for our Municipal Election in April. This involves coordination of voter registrations, ballot preparation, training of poll workers, use of their voting and tabulation equipment; assistance with certification of election results by our Canvassing Board.

The first step in our elections process is formal publication of the attached legal notice in the newspaper on January 31 st and February i h announcing the Opening of Qualifying for Council Seats 3, 4, and 5. Qualifying begins February 11th at 8:00 AM and extends through Friday, March 1st closing at 4:30 PM (staff will be working normal hours of7 AM to 5:30 PM).

When qualifying ends on March 1st at 4:30 PM, staff will advise the Supervisor of Elections Office of the names of qualified candidates to be placed on the ballot they will prepare. We are

required to approve this ballot on or before March 5th and commence the order of regular and absentee ballots. We anticipate having the absentee ballots available beginning March 8, 2013. Staff will present a detailed Staff RepOli to request City Council action at the March 5, 2013 Council meeting to appointment of the members of the Canvassing Board for the General Election and if necessary for the Run-off Election on April 16, 2013.

A Resolution for City Council approval will also be necessary to re-schedule the following City Council meetings due to the election process:

Tuesday, April 2, 2013: General City Election Tuesday, April 16, 2013: Run-off City Election (if necessary)

The absentee ballot request and voting process will be handled through the City Clerk's Office with the assistance of Deputy City Clerk, Julie Clevinger. City Hall will be open for Absentee Voting on Fridays beginning March 8, 15, 22, 29 and April 5, and 12, 2013 should a run-off election be necessary beginning at 8:00 AM through 4:30 PM.

We will also use the Ballot on Demand printing process to reduce the cost of ballots during this election cycle. The Absentee Ballots are actually printed at the Supervisor of Elections Office in bundles of 50 and additional ballots can be printed as needed thus reducing the overall costs for our election. The printing equipment for the Ballot on Demand system will be onsite during the General Election for ballots as needed when citizens alTive to cast their vote.

As mentioned earlier, staff is providing this information and the attached Election Calendar to advise the City Council of the various deadlines and procedures required for implementation of our General Election process.

FISCAL IMPACT / FUNDING SOURCE:

None at this time.

RECOMMENDATION:

To accept the Elections Calendar Information as presented.

MOTION: Move to accept the Elections Calendar Information as presented.

SUBMITTED BY: APPROVED BY:

LEGAL AD CITY OF GREEN COVE SPRINGS - 321 WALNUT STREET - GREEN COVE SPRINGS, FLORIDA 32043

TEL. (904) 297-7500 - FAX (904) 284-8118

For Immediate Release Run Twice - 1/31 and 2/7/2013 Furnish Proof of Publication Bill to Address Shown Above

Date: January 28, 2013 Contact: Phone: Fax:

City Clerk F. Lee Bentley (904) 297-7500 Ext. 3313 (904) 284-8118

NOTICE OF ELECTION

Pursuant to Section 100.021 of the Florida Statutes, notice is hereby given that the General Election for three (3) seats on the Green Cove Springs City Council will be held on Tuesday, April 2, 2013, from 7:00 a.m. to 7:00 p.m. in the Green Cove Springs City Council Chambers, 321 Walnut Street, Green Cove Springs, Florida. A Run-off Election, if necessary, will be held on Tuesday, April 16, 2013 , from 7:00 a.m. to 7:00 p.m. in the Green Cove Springs Council Chambers, 321 Walnut Sh'eet, Green Cove Springs, Florida.

Qualifying for Seat Three (3), Seat Four (4), and Seat Five (5) for a three (3) year term of office on the Green Cove Springs City Council will open at 8:00 a.m. Monday, February 11 , 2013 , and remain open until 4:30 p.m. Friday, March 1,2013 EXCEPT Monday, Februaty 18, 2013 (President's Day).

Those interested in qualifying for Seat Three, Seat Four, or Seat Five on the City Council must be a qualified elector, a citizen of the United States and shall have resided within the corporate limits of Green Cove Springs for at least the one (1) year immediately prior to the date of their qualifying for office (City Charter Section 2.02).

For further information, please contact the Green Cove Springs City Clerk at (904) 297-7500 extension 3313 or Ibentley@greencovesprings.coll1.

CITY OF GREEN COVE SPRINGS, FLORIDA F. Lee Bentley, City Clerk City Hall 321 Walnut Sh'eet Green Cove Springs, Florida 32043

2013 Election Calendar

QUALIFYING: TUESDAY, FEBRUARY 11 - MARCH 1, 2013, 8:00 A.M. TO 4:30 P.M. City Hall, 321 Walnut Street, Green Cove Springs, FL 32043

VOTER REGISTRATION BOOKS CLOSE: MONDAY, MARCH 4, 2013 Clay County Supervisor of Elections

GENERAL: TUESDAY, APRIL 2, 2013 Vote at City Hall, 321 Walnut Street, Green Cove Springs, FL 32043 Polls open from 7:00 a.m. to 7:00 p.m.

L & A TEST: FRIDAY, MARCH 29, 2013, 10:00 A.M. Clay County Supervisor of Elections Office 500 N. Orange Avenue Green Cove Springs, FL 32043 The test is open to the public.

CANVASSING BOARD WILL MEET IMMEDIATELY FOLLOWING CLOSING OF THE POLLS: 7:30 p.m. Tuesday, April 2, 2013 Clay County Supervisor of Elections Office 500 N. Orange Avenue Green Cove Springs, FL 32043

PROVISIONAL BALLOTS: Information due AprilS, 2013 at 5:00 p.m.

Absentee ballots will be available to the public as soon as ballots are received from the printer - usually one week following the close of qualifying. Absentee ballots will be automatically mailed to voters on the Elections Supervisor's absentee voter list.

RUNOFF:

L & A Test:

RUN-OFF ELECTION, IF NECESSARY If a candidate does not receive 50% plus one of the votes cast

(GCS City Charter Section 7.05)

TUESDAY, APRIL 16, 2013 Vote at City Hall, 321 Walnut Street, Green Cove Springs, FL 32043 Polls open from 7:00 a.m. to 7:00 p.m.

FRIDAY, APRIL 12, 2013 -10:00 A.M. Clay County Supervisor of Elections Office 500 N. Orange Avenue Green Cove Springs, FL 32043

CANVASSING BOARD WILL MEET IMMEDIATELY FOLLOWING THE CLOSING OF THE POLLS 7:30 p.m. Tuesday, April 16, 2013 Clay County Supervisor of Elections Office 500 N. Orange Avenue Green Cove Springs, FL 32043

PROVISIONAL BALLOTS: Information due April 19, 2013 at 5:00 p.m.

Absentee Ballots will be mailed as soon as ballots are received from printer - usually in one week after Run-off Election.

CAMPAIGN TREASURER REPORT SCHEDULE

Period Covered Report Code Date Due

Opening of Account - 03/11/2013 G-3 No later than 5:00 p.m. Friday, 03/15/2013

03/12/2013 - 03/31/2013 G-4 No later than 5:00 p.m. Friday, 03/29/2013

After General Election, candidates with opposition who are either eliminated or win election TR No later than Monday, 07/01/2013

Other Important Dates:

03/19/2013

03/26/2013

03/27/2013

03/28/2013

Noon, candidate requesting to have poll watchers shall submit to the City Clerk in writing poll watchers to be present in the polling room during the election (FS 101.131)

Last date for approval of poll watchers for the general election (FS 101 .131)

5:00 p.m. deadline for requests for absentee ballots to be mailed to an elector (FS 101.62(2))

Midnight deadline for opposed candidates to accept contributions for general election (FS 106.08(3)(a))