august 27 2013 complete agenda

7/27/2019 August 27 2013 Complete Agenda

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MAYORANDCITYCOUNCILWORKSESSION

Tuesday,August27,20131:00P.M.

AClosedSessionisscheduledfrom11:301:00P.M.todiscusslegalandpersonnelmatters.AGENDA

1. CALLTOORDER2. REPORTONCLOSEDSESSIONAugust27,201311:30a.m.1:00p.m.3. COMMENTSFROMTHEPUBLIC

AnypersonwhomaywishtospeakonamatterscheduledfordiscussionontheWorkSessionAgendamaybeheardduringCommentsfromthePublicforaperiodofthree(3)minutesorsuchtimeasmaybedeemedappropriatebytheCouncilPresident. Anyonewishingtobeheardshallstatetheirname,addressandtheAgendaitemonwhichheorshewishestospeak.

4. NEWBUSINESSA. BidOpening Uniforms

B. ReportfromBoardofElectionsregardingAdditionalPaidParkingPetition

C. IntroductionofBondCounselCherylODonnellGuthofMcGuireWoodsLLPpresentedby

FinanceAdministrator

D. TourismDirectorPresentationofNewTourismMetricsReport

E. SolidWasteManagerBidAwardRecommendationforRolloffContainersandDumpsters

F. PublicWorksDirectorandSolidWasteManagerBidAwardRecommendationforRefuseTrucks

G. FinanceAdministratorRequestforApprovaltoPurchaseVehiclesonStateContract

H. DeputyPublicWorksDirectorRequestforApprovaltoSoleSourcePurchaseBroyhillTrash

Containers

I. DeputyPublicWorksDirectorRequestforApprovaltoSolicitBidsforNewSignMachine

J. PublicWorksDirectorRequesttoContractwithSoleSourceVendorforSidewalkTripHazard

Removals

K. PublicWorksDirectorRequestforApprovaltoPurchaseStormDrainGrates/Frames

L. PublicWorksDirectorRequestforApprovaltoPurchaseStormDrainPiping


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MayorandCityCouncilWorkSessionAgenda August27,2013M. PublicWorksDirectorDiscussionofModifyingPurchasingPolicyRelativetoUnitPriceSolicitations

N. PublicWorksDirectorandBudgetManagerRequestforApprovaltoIncreaseStreetPavingFund

withOneTimeSHAGrant

O. CityEngineerRequestfor ApprovaltoPurchaseBoardwalkFiberOpticEquipmentandConnections

onStateContract

P. CityEngineerDiscussionofVehiclesontheBeachduringtheOffSeason

Q. CityEngineerContinuedDiscussionoftheCapitalImprovementPlan

R. RatificationofTrafficRegulation201302GrantsPermissionforMotorcycleParkingon1stStreet

AdjacenttodeLazyLizardduringOCBikeFestfromThursday,September12throughSunday,

September15,2013

5.

ADJOURN


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WORK SESSION -MAYOR AND CITY COUNCIL

TUESDAY, AUGUST 27, 2013

2. Report on Closed Session August 27, 2013 11:30 a.m. 1:00 p.m.

Legal and Personnel Matters


4/114


5/114

REPORT OF CLOSED SESSION

OF THE MAYOR AND CITY COUNCIL OF OCEAN CITY

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

August 27, 2013, a closed session was held on Tuesday, August 27, 2013, at

11:30 a.m. The following is a report of the closed session.

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

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

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

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

(b) Persons present:

Mayor Richard Meehan

City Manager David Recor

Council President Lloyd MartinCouncil Secretary Mary Knight

Council Members Doug Cymek; Margaret Pillas; Brent Ashley; Dennis Dare

and Joe MitrecicCity Solicitor Guy Ayres

Internal Auditor Susan Childs

Executive Office Associate Diana Chavis

Action(s) taken:

Motion to close meeting:

H:\Wpdoc\closedsess.wpd


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3. COMMENTS FROM THE PUBLIC

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

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

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

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

he or she wishes to speak.


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4. NEW BUSINESSA. Bid Opening Uniforms


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VENDOR BID

ADS

5507 Sagra road

Baltimore, MD 21239-3311

Atlantic Tactical772 Corporate Circle

New Cumberland, Pennsylvania 17070800-781-2677

Aramark

56 North Pine Street

Seaford, DE 19973

Bicycle Patrol Outfitters LLC2816 Lime Avenue

Fullerton, CA 92835

Blauer Manufacturing Co., Inc.

10355 Crossbeam CircleColumbia, Maryland 21044

Attn: Joel Shaivitz410-992-9529

Boundtree Medical

5000 Tuttle CrossingDublin, OH 43016

Attn: Andrew Love

Collinson Enterprises

2127 Espey Court

Crofton, Maryland 21114Attn: Budge Collinson

800-622-9619

F & F & A Jacobs and Sons, Inc.1100 Wicomico Street

Baltimore, Maryland 21230Attn: Robert Friedlander, President

410-727-6397

G & K Services415 Harrington Street

Seaford, DE 19973

Graves Uniforms

102 Savannah Road

Lewes, Delaware 19958

Attn: William J. Esham III305-645-7771

Irvin H. Hahn Co.

1830R Worcester Street

Baltimore, MD 21230410-685-6337, fax 410-685-6338

Attn: Dave Dougherty

[email protected]=


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VENDOR BID

Howard Uniform Company

1915 Annapolis RoadBaltimore, Maryland 21230

410-727-3086

Lawmens & Shooters Supply7750 9

thSt, SW

Vero Beach, FL 32968

Maryland Fire Equipment12284 Wilkins Avenue

Rockville, MD 20852

Attn: R. Scott Calvin

Maryland Police Supply7028 Golden Ring Road

Baltimore, Maryland 21237-5500410-391-3861

Municipal Emergency Services

10210 Governor Lane Blvd., Suite 2010

Williamsport, Maryland 21795Attn: Scott Ward

410-968-3473

Outdoor Outfits

372 Richmond St. W, Suite 400

Toronto ON CN M5V 1X6

Red Sun Custom Apparel

1 Mason DriveSelbyville, DE 19975

Southeastern Emergency EquipmentPOB 1097

Youngsville, NC 27596-1097

Attn: Kaile A Rizzo

The Fire Store

416 S. Conococheague Street

Williamsport, MD 21795Kevin Greenlee


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Office of the City ManagerP. O. Box 158

Ocean City, MD 21842

PAGE ONE

RE: UNIFORMS

If promised delivery is not met, the Mayor and City Council reserves the right

not to honor the bid and contract.

In order to be considered, no deviation or modification from the attached

specifications will be allowed. In the event a different bid form is used, the bid

will not be considered.

It is not the intent of the Town of Ocean City to disqualify a bidder if they donot meet every bid line item specification. All bids will be reviewed for their

own merit to determine the successful low bidder.

Sealed bids must be in the City Manager s Office, City Hall, 301 Baltimore

Avenue, Ocean City, Maryland no later than 11:00 A.M.,Tuesday, August 27th,2013. Mailed bids must be received by this time as postmarks will not be

considered. Faxed bids are not allowed and will not be considered a valid

proposal.

Mailed bids should be addressed to the City Manager s Office, 301 Baltimore

Avenue, Ocean City, Maryland 21842 and marked prominently on the front ofthe envelope SEALED BID: UNIFORMS

The bids will be opened and read aloud by the Mayor and City Council at theirregular Work Session on Tuesday, August 27th, 2013 at 1:00 P.M. at City Hall,

301 Baltimore Avenue, Council Chambers, Ocean City, Maryland. Following

staff review and Council approval all bidders will be notified of the final results.

The undersigned understands that the Mayor and City Council of Ocean City,

Maryland have the right to reject any and all bids for any reason.

DATE: SIGNED:TITLE:

COMPANY:____________________


11/114

Office of the City Manager

P.O. Box 158Ocean City, Maryland 21842

BID FORM

PAGE TWO

RE: UNIFORMS

Dealer Name:

Address:

Phone:Officer Name:

Title:Signature:

Date:

Note: This bid form must be signed by an officer of your company or an

authorized agent for this proposal to be considered valid by the Mayor and City Councilof Ocean City, Maryland.


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Office of the City Manager

P. O. Box 158

Ocean City, MD 21842

BID FORM

PAGE THREE

RE: UNIFORM BID FOR POLICE AND FIRE DEPARTMENT

An Addendum may be received dictating changes or corrections pertaining to this Bid. If

Addendum

s are received, please fill out the following information and return this formin your Bid/Proposal.

Addendum # Received By __________________________________Date Signature ____________________________________

Addendum # Received By _________________________________Date Signature __________________________________

Addendum # Received By _________________________________

Date Signature ___________________________________

Addendum # Received By ________________________________

Date Signature __________________________________


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4. NEW BUSINESSB. Report from Board of Elections regarding Additional Paid

Parking Petition


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TOWN OF

The White Marlin Capital of the World

TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Kelly L. Allmond, City ClerkRE: Petition for Referendum of Ordinance 2013-10 Paid ParkingDATE: August 22, 2013

ISSUE(S): Board of Elections Chair, Mary Adeline Bradford, will present theresults of the petition for referendum of Ordinance 2013-10.

SUMMARY: On Tuesday, July 30, 2013, the Clerks Office received a 1,770-signature petition for referendum of Ordinance 2013-10. TheBoard of Elections convened on Wednesday, August 21, 2013and Thursday, August 22, 2013 to review the petition signatures.

FISCAL IMPACT: Not applicable

RECOMMENDATION: Not applicable

ALTERNATIVES: Not applicable

RESPONSIBLE STAFF: Kelly L. Allmond, City Clerk

COORDINATED WITH: Board of Election Supervisors Chair Mary Adeline Bradford

ATTACHMENT(S): Town Charter, C-411 Referendum

Agenda Item # 4B

Council Meeting August 27, 2013


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C411.REFERENDUM.

FollowingapprovalofanyordinancebytheMayororpassageofanyordinanceovertheMayor'sveto,

thepetitionersshallhavethree(3)businessdaystopreparethepetitionandpresentthesametothe

CitySolicitorforapproval.TheCitySolicitorshallhavefive(5)businessdaystoapprovesaidpetition.If

theCitySolicitorfailstoactuponthepetitionwithinsaidfive(5)days,itshallbeconsideredapproved.

Providedthat

the

petition

is

submitted

within

said

three

day

period

and

is

approved

as

aforesaid,

the

petitionersshallhaveforty(40)daysfromthedateofapprovaltoobtainthesignaturesoffortypercent

(40%)ofthenumberofvotersatthemostrecentgeneralelectionuponthepetition.Ifthepetitioners

takemorethanthree(3)daystosubmitapetition,whichisapprovedasaforesaid,then,inthatevent,

thefortydayperiodtoobtainsignaturesshallbereducedbythenumberofdaysinexcessofthree(3)

thatittooktosubmittheapprovedpetition.Ifanapprovedpetitionisfiledwithintheprescribedtime

period,withtheClerkTreasurercontainingthesignaturesofnotlessthanfortypercentum(40%)ofthe

numberofvotersatthemostrecentgeneralelectionandrequestingthattheordinance,oranypart

thereof,besubmittedtoavoteoftheregisteredvotersofthetownfortheirapprovalordisapproval,

theCouncilshallhavetheordinance,orthepartthereofrequestedforreferendum,submittedtoavote

ofthe

registered

voters

of

the

town

at

the

next

regular

town

election

or,

in

the

Council's

discretion,

at

a

specialelectionoccurringbeforethenextregularelection.Intheeventthatthe40thdayorlesserdate,

asthecasemaybe,shallbeaSaturday,Sundayoramunicipallegalholiday,theperiodrunsuntil10:00

a.m.ofthenextdaywhichisnotaSaturday,Sundayoramunicipallegalholiday.Noordinance,orthe

partthereofrequestedforreferendum,shallbecomeeffectivefollowingthereceiptofsuchpetition

untilandunlessapprovedattheelectionbyamajorityoftheregisteredvotersvotingonthequestion.

Anemergencyordinance,orthepartthereofrequestedforreferendum,shallcontinueineffectforsixty

(60)daysfollowingreceiptofsuchpetition.Ifthequestionofapprovalordisapprovalofanyordinance,

oranypartthereof,hasnotbeensubmittedtotheregisteredvoterswithinsixty(60)daysfollowing

receiptofthepetition,thentheoperationoftheordinance,orthepartthereofrequestedfor

referendum,shallbesuspendeduntilapprovedbythemajorityoftheregisteredvotersvotingonthe

questionatanyelection.Anyordinance,orpartthereof,disapprovedbythevotersshallstandrepealed.

Theprovisionsofthissectionshallnotapplytoanyordinance,orpartthereof,passedunderthe

authorityofthemunicipalitylevyingpropertytaxesforthepaymentofindebtednessbuttheprovisions

ofthissectionshallapplytoanyordinanceorpartthereoflevyingspecialassessmentchargesunderthis

chapter.Theprovisionsofthissectionshallbeselfexecuting,buttheCouncilmayadoptordinancesin

furtheranceoftheseprovisionsandnotinconflictwiththem.

(Res.No.19871,611987;Res.No.19873,831987;Res.No.19892,6191989;Res.No.19941,9

191994)


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4. NEW BUSINESSC. Introduction of Bond Counsel Cheryl ODonnell Guth of

McGuire Woods LLP presented by Finance Administrator


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TOWN OF


Agenda Item# 4C


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

THRU: David L. Recor, ICMA-CM, City Manager

FROM: Martha J. Bennett, Finance Administrator

RE: Introduction of Cheryl O'Donnell Guth

DATE: August 20, 2013

ISSUE(S): Introduction of Cheryl O'Donnell Guth of McGuire Woods LLP who is

the Town's new bond counsel.

SUMMARY: McGuire Woods LLP was approved by Mayor and City Counsel as the

Town of Ocean City's bond counsel on April 1, 2013. Ms. O'DonnellGuth will be serving as counsel to the Town.

FISCAL IMPACT: None

RECOMMENDATION: None

ALTERNATIVES None

RESPONSIBLE STAFF: Martha J. Bennett, Finance Adminsitrator

COORDINATED WITH: None

ATTACHMENT(S): Cheryl O'Donnell Guth resume


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McGUIREWOODSCheryl has practiced in the areas ofmunicipal finance commercial real estate financingand employee benefits since 1985 She serves as counsel to governmental issuers conduitborrowers underwriters and banks in connection with all types of t ax exempt and taxableligAh bond financings including general obligation bonds revenue bonds for governmentallyowned facilities such as solid waste disposal facilities parking facilities and hote ls andconference centers refunding bonds tax increment bonds special taxing district bondsand equipment leasesShe also regularly represents trustees in public finance transactions as well as inconnection with bond defaults an d workoutsCheryl also practices in the area of employee benefits focusing exclusively on

CherylOonnel l Guth governmental pension p lans and other employee benefits for governmental workers SheCounsel regularly advises clients regarding al l aspects of administering pension plans deferredcompensation plans cafeteria plans and OPEB trust funds including investment of planT 1 410 659 4420assets qualified domestic relations orders governmental pickup plans and tax codeF 1 410 659 4525 compliance She also has experience in the unique issues facing governmental plancguth@mcguirewoodsom sponsors including fiduciary responsibilit ies of plan trustees collective bargaining issues7 Saint Paul Street an d constitutional limitations on decreases in benefits

Suite 1000Baltimore MD 212021671 EXPERIENCEPRACTICES Bond counsel to issuer of 40 million tax incrementpecial tax bonds relating to mixed

anking and Finance use development projectublic Finance Representation of municipal authority in connection with acquisition of golf coursesand refinancing of tax exempt golf system bondsmployee Benefitsualified Retirement Plans Advice to multijurisdictional governmental authority in connection with operation andmanagement of bond f inanced facilitiesEstate an d Land Us e Representation of regional bnak in connection with purchase of tax exempt bondseal Estate Finance

Representation of bond trustee in connection with adminstration of defaulted bondNDUSTRIES issue and solicitation of bondholder approval of early redempt ionefinancingServices Advice to bond trustee in connection with administration of single and multifamilyHotel and Leisure housing bond portfolioand Tax Exempt Organizations Representation of master t rus tee in connection with complex multistate hospitalfinancings

General counsel to national nonprofit publishing companyAdvice to national senior housing provider in connection with general corporate andfederal tax mattersRepresentation of county in connection with withdrawal from state pension system andadoption of new pension plansRepresentation of county retirement plans including review of plan operationspreparation of required and optional plan amendments and submission of plandocuments under IRS determination letter program

McGuireWoods LLP 1wwwcgu i rewoodsom 1 1


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CherylOonnell GuthEDUCATIONUniversity of Maryland Francis King Carey School ofLaw JD Executive EditorMaryland Law Review 1985Towson University BA with Honors 1982

ADMISSIONSMaryland

HONORSSelected fo r inclusion in The Best Lawyers in America Non profit Charities LawWoodwardhite Inc 2011 2013Named to Maryland Top 100 Women The Daily Record 2012AV Rated Martindale Hubbell

AFFILIATIONSMember National Association of Bond LawyersMember Maryland Government Finance Officers AssociationMember Howard Community College Campaign Council FY2011 2012Member Board of Directors 19962001 2009 present Secretary 19972001Nominating Committee 2002 2008 Design Committee Clubhouse Expansion2004 GolfCommittee 2005present Cattai l Creek Country ClubMember Board of Trustees CenterStage 2008 p resentMember Howard County Golf Advisory Committee 2003 2008

McGuireWoods LLPwwwcguirewoodsom 2


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4. NEW BUSINESSD. Tourism Director Presentation of New Tourism Metrics

Report


21/114

TOWN OF

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

TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Donna Abbott, Tourism and Marketing DirectorRE: Tourism metrics reportDATE: August 22, 2013

ISSUE(S): Development of tourism metrics reports

SUMMARY: A subcommittee of the Tourism Commission was formed todiscuss ways to measure tourism success. The subcommittee met

and agreed to use a range of metrics that were currentlyavailable including room and food tax, Smith Travel Report data,bus ridership, Inlet Lot parking revenue, social media stats,visitor guide requests and other items.

Tourism Director collected various data and compiled in a one-page format modeled after the report prepared by the MarylandOffice of Tourism. Initial report for May was presented to theTourism Commission in June and received favorable feedback.Tourism Commission requested reports be presented to theMayor and Council in August.

FISCAL IMPACT: Work prepared by staff in house.

RECOMMENDATION: Collect data monthly during spring, summer and fall.

ALTERNATIVES: Refer to Mayor and Council

RESPONSIBLE STAFF: Donna Abbott, Tourism and Marketing Director

COORDINATED WITH: Tourism Commission

ATTACHMENT(S): May and June tourism metrics reports

Agenda Item # 4D



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DatathroughMay2013exceptwherenoted.

WEATHER

May Avg.High Avg.Low Precipitation

2013 69 54 3.07

2012 72 55 2.24

WeatherEvents/ConditionstoNote:OCMunicipalAirport

TOURISM TAXES

Category May2013 May2012 Change

Roomtax 1,082,992 1,112,844 2.68%

Foodtax 112,695.98 111,257.93 1.29%

Salestax(Tourismcoded) 3,394,355 3,308,304 2.6%

Admission&amusementtax 81,520 84,430 3.4%

LODGING - SMITH TRAVEL RESEARCH


Occ% 54.7 54.8 0.3%

ADR 123.89 122.52 1.1%

RevPAR 67.71 67.16 0.8%

WEB MARKETING RESULTS

Data FY13YTD FY12YTD Change

UniqueVisitors

ococean.com1,818,851 1,809,351 .53%

MobileappusersiOSand

Android

151,258 85,591 76.7%

Webadvertisingclicks

(May)108,021 90,921 18.8%

E-NEWSLETTER SUBSCRIPTION

Approximately72,570prospectivevisitorsreceivedOceanCitys

DepartmentofTourismenewslettersinMay.Thenumberof

subscribersgrew14percentcomparedtoMayoflastyear.

REQUESTS FOR TRAVEL INFORMATION

RequestType May2013 May2012 Change

Printadvertisingrequests 3,966 N/A N/A

VisitorGuide

Requests

ococean.com(FYTD)12,156 9,904 22.7%

Phonecalls1800OCOCEAN 2,418 3,386 28.6%

SOCIAL MEDIA

Property FY13YTD FY12YTD Change

Facebookfans 507,681 399,420 27.1%

Twitterfollowers 15,428 11,374 35.6%

SPECIAL EVENT ATTENDANCESpringfest2013washeldattheInletParkingLotfromThursday,

May2through

Sunday,

May

5.

Attendance

was

97,021,

down

8%

from2012.

TRANSPORTATION


Busridership 237,543 251,044 5.38%

Busrevenue $232,505 $229,147 1.47%

Inletlotrevenue $102,916.81 $128,832.68 20.12%

BUS PERMITS ISSUED

FY13YTD FY12YTD Change

52 96 45.8%

TOP ZIP CODES MAY GUIDE REQUESTSZipCode City,State ZipCode City,State

10314 StatenIsland,NY 08753 TomsRiver,NJ

10312 StatenIsland,NY 06516 WestHaven,CT

10306 StatenIsland,NY 21122 Pasadena,MD

17601 Lancaster,PA 19020 Bensalem,PA

08724 Brick,NJ 08755 TomsRiver,NJ

VISITOR CENTER STATS

May2013 May2012 Change

4,107 3,314 23.93%

GOLF ROUNDS (HOTEL & COURSE)

May2013 May2012 Change

49,124 49,067 0%

PUBLIC WORKS


SolidWasteCollection(tons) 3,262.04 3,244.27 .05%

WaterPumpage 148,600 178,490 16.75%

DEMOFLUSH

May WeekendAvg. WeekdayAvg. DailyAvg.

2013 166,852 115,821 128,991

2012 191,561 125,155 149,630

%Change 12.8% 7.5% 13.7%

Calls for ServiceMay Police Fire

2012 8,335 591

2013 8,856 558

%change 6.3% 5.6

AmonthlyrecapofOceanCitystravelandtourismtrends,monitoredbytheDepartment ofTourism.


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DatathroughJune2013exceptwherenoted.

WEATHER

June Avg.High Avg.Low Precipitation

2013 84 55 6.21

2012 74 58 2.76

WeatherEvents/ConditionstoNote:OCMunicipalAirport

TOURISM TAXES

Category June2013 June2012 Change

Roomtax 2,606,936 2,585,582 0.83%

Foodtax 174,993.91 186,441.72 6.14%

Salestax(Tourismcoded) 6,033,134 6,125,692 1.5%

Admission&amusementtax 148,547 156,018 4.8%

LODGING - SMITH TRAVEL RESEARCH


Occ% 68.6 70.7 3%

ADR 177.81 175.68 1.2%

RevPAR 121.93 124.1467.16 1.8%

WEB MARKETING RESULTS

Data FY13YTD FY12YTD Change

UniqueVisitors

ococean.com2,120,681 2,130,457 0.46%

MobileappusersiOSand

Android155,235 94,406 64.4%

Webadvertisingclicks

(June)

194,699

175,075

11.2%

E-NEWSLETTER SUBSCRIPTION

Approximately72,424prospectivevisitorsreceivedtheDepartment

ofTourismenewslettersinJune,up13.5percentvs.June12.

REQUESTS FOR TRAVEL INFORMATION

RequestType June2013 June2012 Change

Printadvertisingrequests 2,044 N/A N/A

VisitorGuideRequests

ococean.com(FYTD)14,777 11,412 29.5%

Phonecalls

1800

OC

OCEAN

2,562

*

4,09737.5%

*TollfreecounterinactiveJune2730

SOCIAL MEDIA

Property FY13YTD FY12YTD Change

Facebookfans 532,632 414,459 28.5%

Twitterfollowers 16,036 11,612 38.1%

InstagramGallery pagevisits 1,543 N/A N/A

Tumblr followers 1,369 N/A N/A

Pinterestfollowers 849 N/A N/A

DEW TOUR ATTENDANCEDewTourwasheldfromThursday,June19throughSunday,June

23.Attendancewasestimatedat103,000,up10.7%from2012.

TRANSPORTATION


Busridership 736,708 784,781 6.13%

Busrevenue $634,648 $639,818 0.81%

Inletlotrevenue $445,655.19 $445,412.87 0.54%

BUS PERMITS ISSUED

FY13YTD FY12YTD Change

160 164 2.4%

TOP ZIP CODES June GUIDE REQUESTSZipCode City,State ZipCode City,State

15102 BethelPark,PA 08016 Burlington,NJ

21502 Cumberland,MD 15120 Munhall,PA

21222 Dundalk,MD 19124 Philadelphia

21740 Hagerstown,MD 21234 Parkville,MD

15642 NorthHuntington,PA 08755 Jackson,NJ

08844 Hillsborough,NJ 10306 StatenIsland,NY

VISITOR CENTER STATS

June2013 June2012 Change

4,167

4,4316%

GOLF ROUNDS (HOTEL & COURSE)

June2013 June2012 Change

42,467 41,813 2%

PUBLIC WORKS


SolidWasteCollection(tons) 4,288.93 4,556.54 6%

WaterPumpage 214,890,000 248,630,000 13.57%

DEMOFLUSHJune WeekendAvg. WeekdayAvg. DailyAvg.

2013 225,784 197,704 207,065

2012 250,146 222,614 230,359

Change 8.9% 11% 10%

CALLS FOR SERVICE

Department June2013 June2012 Change

Police 16,300 17,391 6.3%

Fire 909 1,016 10.5%

AmonthlyrecapofOceanCitystravelandtourismtrends,monitoredbytheDepartment ofTourism.


24/114



4. NEW BUSINESSE. Solid Waste Manager Bid Award Recommendation for

Roll-off Containers and Dumpsters


25/114

02 TOWN OF


TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Steve Brown, Solid Waste ManagerRE: Bid Award Recommendation for Roll-Off Containers & DumpstersDATE: August 19, 2013

ISSUE(S): Purchase of two (2) forty-yard roll off containers and two (2)eight-yard dumpsters.

SUMMARY: Bids were solicited and received at the department level asapproved by the Mayor and Council at the July 30, 2013, worksession.

Two bids were received:

Waste Equipment Sales and Service - $12,320Mid Atlantic Waste Systems - $12,572.

FISCAL IMPACT: Containers are budgeted for $12,800. This award will be in theamount of $12,320 resulting in a savings of $480.

RECOMMENDATION: Award to lowest bidder: Waste Equipment Sales and Service inthe amount of $12,320.

ALTERNATIVES: Do not replace containers.

RESPONSIBLE STAFF: Steve Brown, Solid Waste Manager

COORDINATED WITH: Hal Adkins, Public Works Director

ATTACHMENT(S): None

Agenda Item # 4E

Council Meeting 8-27-13


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4. NEW BUSINESSF. Public Works Director and Solid Waste Manager Bid Award

Recommendation for Refuse Trucks


27/114

TOWN OF


Agenda Item# 4F




FROM: Hal Adkins, Director of Public Works and Steve Brown, Solid Waste Manager

RE: Award of Solid Waste Trucks


ISSUE(S): Bid award of Solid Waste Trucks

SUMMARY: All bid awards have been reviewed and recommending the award ofSolid Waste Trucks to the following:

Front Loading Refuse Collection Truck:Collection Body: Maryland Industrial Truck @ $74,318.44Cab/Chassis: Harvey Mack Sales @ $134,096.00The total expenditure is $208,414.44 vs. the budget allocation of$230,000, which represents a savings of $21,585.56

Automated Side Loading Refuse Truck:Collection Body: Waste Equipment $85,932.00Cab/Chassis: Harvey Mack Sales $119,180.42

The total expediture is $205,112.42 vs. the budget allocation of$230,000, which represents a savings of $24,887.58

Roll Off Hoist Collection Vehicle:Hoist Body: Waste Equipment: $41,000.00Cab/Chassis: Harvey Mack Sales $125,762.78The total expenditure is $166,762.78 vs. the budget allocation of$185,000, which represents a savings of $18,237.22

FISCAL IMPACT: Cost to purchase trucks: $580,289.64, amount budgeted;$645,000.00 with the Town saving: $64,710.36.

RECOMMENDATION: Accept the bid awards and proceed with purchase.

ALTERNATIVES Deny bid awards and rebid the vehicles

RESPONSIBLE STAFF: Hal Adkins, Director of Public Works and Steve Brown, Solid WasteManager

COORDINATED WITH: Guy Ayres, City Solicitor

ATTACHMENT(S): Supporting documentation describing the bids received for each truck.


28/114

INTERDEPARTMENTAL MEMO

TO: Martha Bennett, Finance Director

FROM: Steven Brown, Manager of Solid Waste


SUBJECT: Bid Award Front Loading Refuse Collection Cab /Chassis and Body

I have reviewed the bids for the front-loading refuse collection truck cab/chassis and body thatwere opened at the July, 30th work session. The bids are as follows:

Front Loading Refuse Collection Body

Maryland Industrial Trucks $74,318.44McNeilus $77,522.00Waste Equipment $79,120.00Ingolds Inc. $83,275.00Toms Truck Sales LLC $86,125.00GranTurk Equipment Co., Inc No BidMid Atlantic Waste No Bid

Front Loading Refuse Collection Cab/Chassis

Harvey Mack Sales $134,096.00

Elliott Wilson Trucks $137,362.00Tidewater Mack, Inc $139,450.00Cambria Truck Center $144,475.06Barr International No Bid

Front Loading Refuse Collection Truck Combined Unit Cab/Chassis and Body

Toms Truck Sales LLC $220,221.00

Maryland Industrial Truck at $74,318.44 was the low bid on the body and Harvey Mack Saleswas the low bid on the cab chassis at $134,096.00. These two bids were found to meet the intentof the bid specifications and represent a total expenditure of$208,414.44. The front-loadingrefuse collection truck was budgeted at $230,000.00; this purchase will represent a savings of$21,585.56


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FROM: Steve Brown, Manager of Solid Waste


SUBJECT: Bid Award Automated Side Load Refuse Truck Cab/ Chassis and Body

I have reviewed the bids for the automated side load refuses truck Cab/ Chassis and body thatwere opened and read at the July 30

thCouncil Work Session. The bids are as follows:

Automated Side Loading Refuse Collection Body

Waste Equipment $ 85,932.00

Maryland Industrial Trucks $ 86,640.00GranTurk Equipment $ 99,434.00

Ingolds Inc No bidMid-Atlantic Waste No bid

Automated Side Loading Refuse Collection Cab/Chassis

Harvey Mack $119,180.42

Elliott Wilson Trucks $124,950.00Tidewater Mack, Inc $125,800.00Cambria Truck Center $141,000.00Barr International, Inc No Bid

Automated Side Loading Refuse Truck Combined Unit Cab/Chassis and Body

None

Waste Equipment at $85,932.00 was the low bid on the body and Harvey Mack was the low bidon the cab chassis at $119,180.42.. These two bids were found to meet the intent of the bidspecifications and represent a total expenditure of$205,112.42. The Automated Side LoadRefuse Truck were budgeted at $230,000.00; this purchase will represent a savings of$24,887.58


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Interdepartmental Memo


FROM: Steven Brown, Manager of Solid Waste


SUBJECT: Bid Award Roll Off Hoist Collection Vehicle

I have reviewed the bids for the roll off hoist collection cab/Chassis and body that were openedat the July 30

thwork session. The bids are as follows:

Roll-Off Hoist Body

Waste Equipment $ 35,000.00 without Lift AxleWaste Equipment $41,000.00 With Lift AxleMid-Atlantic Waste Systems $35,800.00Ingolds Inc $39,195.00Gran Turk Equipment $40,175.00Toms Truck Sales $49,445.00

Roll-Off Hoist Cab/Chassis

Harvey Mack Sales $125,762.78 Without Lift AxleElliott/Wilson Trucks $137,990.00Tidewater Mack, Inc. $139,450.00Cambria Truck Center $143,825.00Barr International Inc No Bid

Roll-Off Hoist Combined Unit Cab/Chassis and Body

Toms Truck Sales $175,207.78

Waste Equipment Sales & Service LLC at 35,000.00 without lift axle was the low bid. WasteEquipment also bid $41,000.00 with lift axle. When you combined Waste Equipments bid withlift axle and Harvey Macks bid without lift axle this will creates more of a savings for the Townof Ocean City. Harvey Mack Sales was the low bid on the Cab/Chassis at $125,762.78 withoutthe lift axle. These two bids were found to meet the intent of the bid specifications and representa total expenditure of$166,762.78. The roll-off hoist collection vehicle was budgeted at$185,000.00; this purchase will represent a savings of. $18,237.22


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4. NEW BUSINESSG. Finance Administrator Request for Approval to Purchase

Vehicles on State Contract


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TOWN OF


Agenda Item# 4G




FROM: Martha J. Bennett, CPA, Finance Administrator

RE: Purchase Vehicles on State Contract


ISSUE(S): Request to purchase 1 Chevy Tahoe, 2 Chevrolet Pick-ups, 1 Ford

pick-up and a Ford Explorer on Maryland State Contract pricing.

SUMMARY: Vehicles were approved for purchase in the FY2014 budget at anestimated cost of $139,000. The State of Maryland permits local

Maryland governments to purchase under their contracts. Due to plant

retooling for the 2015 Tahoe model in the spring, an order must beplaced in August for the 2014 model Tahoe.

FISCAL IMPACT: $139,000; $7,632 below budget estimates

RECOMMENDATION: Approve order to purchase budgeted vehicles by August 30 and

include additional replacement vehicles in this order (1. below).

ALTERNATIVES 1. Include purchase of two additional vehicles in purchase off statecontract to replace marked police Tahoe 830 and PW Maintenance

pick-up 532 in amount of $55,805 per requests in attached memosfrom the savings of $64,710 below budget for the trash trucks.

2. Use bid savings to replace vehicles 783 and 746 which were

requested, but not funded in the 2014 budget, for an estimated$62,400 to be ordered when the state contracts are awarded in

December 2013.

3. Delay purchase of all 1/2 ton pick-ups until the state contracts are

awarded in December 2013.

3. Do not replace vehicles.

RESPONSIBLE STAFF: Martha Bennett, Finance Administrator

COORDINATED WITH: Lt. Elton Harmon; Hal Adkins; David Hartley, and Joseph Theobald

ATTACHMENT(S): Bid price per unit compared to budget estimate. Memo from Chief

Buzzuro. Memo from Hal Adkins.


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Town of Ocean City Revised 08/23/2013

Vehicle Prices on State Bid Contracts

FY-2014

Department Type of Vehicle Dealer # Amount Budget Variance

City Manager Chevrolet Tahoe 4WD Police Package Criswell Chevrolet, Gaithersburg, MD 1 30,976$ 33,000$ (2,024)$

PW Maintenance 1/2 ton Chevrolet Silverado 4WD Extended Cab Sport Chevrolet, Silver Spring, MD 1 23,441 22,300 1,141

Recreation & Parks 1/2 ton Chevrolet Silverado 4WD Extended Cab Sport Chevrolet, Silver Spring, MD 1 23,441 22,300 1,141

Recreation & Parks Ford Explorer 4WD Apple Ford, Columbia, MD 1 24,990 27,700 (2,710)

Wastewater 3/4 ton Ford F250 4WD Extended Cab Apple Ford, Columbia, MD 1 28,520 33,700 (5,180)

Note: Original budget for 1 Ton 4WD

Total for budgeted vehicles 131,368$ 139,000$ (7,632)$

Request to replace damaged vehicles by OCPD and PW (see attached memos)

Police (replace 830) Chevrolet Tahoe 4WD Police and tow package Criswell Chevrolet, Gaithersburg, MD 1 32,364

PW Maintenance 1/2 ton Chevrolet Silverado 4WD Extended Cab Sport Chevrolet, Silver Spring, MD 1 23,441

(replace 532)

Total for replacement of unbudgeted vehicles 55,805$

Note: Other vehicles scheduled for needed replacement

Fire Marshal 1/2 ton Pickup 4WD with crew cab & 1 31,200$

tow package to replace 783, 2005 Chevrolet Suburban 130,000 miles

Emergency Mgt 1/2 ton Pickup 4WD with crew cab & 1 31,200$

tow package to replace 746, 2003 Ford Explorer 95,000 miles

Total for replacement of unbudgeted vehicles 62,400$


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DATE : August 20, 2013

TO : Martha Bennett, Finance Director &Acting Purchasing Director

FROM : Ross Buzzuro, Chief of Police

SUBJECT : Replacement of Vehicle (Shop 830), Four-wheel Drive Tahoe

On July 17, 2013 the Ocean City Police Department sustained the loss of one of the

Departments four-wheel drive vehicles as a result of a traffic collision. Vehicle number

(Shop) 830, a 2005 four-wheel drive Chevrolet Tahoe, was declared a total loss as a

result of the damage from the collision.

The Department utilizes four-wheel drive vehicles for routine patrol as well as responds

to needs that occur on the beach throughout the year. The specific capabilities of a four-

wheel drive vehicle become more evident and critical to the operation as the Town

moves to allow civilian four-wheel drive vehicles on the beach in the winter months. In

addition, the Department utilizes four-wheel drive vehicles during weather events such

as snow, tropical storms and high tides that create standing water in low level areas of

the Town. I would also like to point out that Shop 830 was equipped with a tow package.

The vehicle was utilized to routinely tow a cargo trailer for special events and applicant

testing processes that occur throughout the year.

The Police Department requests the ability to replace the damaged 2005 Chevrolet

Tahoe (Shop 830) with a 2014 Chevy Tahoe four-wheel drive equipped with a tow

package.

Thank you for your consideration to this request.

Ross BuzzuroChief of Police


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To: MarthaBennett,FinanceDirectorandActingPurchasingDirectorFrom: HalO.Adkins,PublicWorksDirectorRe: FY14EquipmentTrustFundRequest

ReplacementofMaintenanceDepartmentTruck#532Ton,StandardBed,4x4Pickup

Date: August17,2013IthasrecentlybeenbroughttomyattentionbyRonEckman,FleetManager,thattruck#532hasreacheditslifeexpectancy. Insummary,letmeofferthefollowing:

(1) Itisa1999Ford4x4TonPickup.(2) Theodometerreadingasoftodayis140,214.(3) Therightsideoftheframehasrustedcompletelythru.(4) Thecrossmemberssupportingthebedofthetruckhaverustedcompletelythru.(5) LifeToDatewehaveexpendedslightlyover$23,500inlaborandpartsonthisvehicle.(6) Basedontheprojectedcostofrepairs,incomparisontothebookvalueandpotentiallife

expectancyofthevehicle,itistimetoreplaceit.(7) ThisvehiclewasnotfundedinFY14forreplacementbut,IamaskingfortheMCCs

considerationtouseaportionofthesavingsfromtheRefuseTruckpurchase(s)toreplacethistruck.

(8) WehavereviewedtheothervehiclesthatwereapprovedintheFY14Budgetandallothersareinequallybadshapeso,substitutiononthereplacementwasnotanoption.

Lookingforwardtoyourassistance,andtheirapproval,attheWorkSessiononAugust27,2013.cc:

Jim

Parsons

JohnVanFossenRonEckmanTomDy


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4. NEW BUSINESSH. Deputy Public Works Director Request for Approval to Sole

Source Purchase Broyhill Trash Containers


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TOWN OF


Agenda Item# 4H




FROM: John VanFossen, Deputy Director

RE: Sole Source Purchase of Trash Containers


ISSUE(S): Scheduled replacement purchase of four (4) Broyhill front dump trash

containers.

SUMMARY: Broyhill trash containers are an internal component of our beachmachine fleet and necessary for emptying trash cans on the Town'sten miles of public beach. The existing containers have reached theiruseful life and are no longer operational or repairable. The containersare built directly by Broyhill manufacturing specifically for theirequipment and not available from any other source.

FISCAL IMPACT: Each container has a unit price of $5,990.00 and were approved forpurchase in current 2013 - 2014 budget with a total allocation of$22,760.00. Total purchse cost will be $23,960.00. The difference inbudget and actual cost based on increase in container cost which will

be covered by existing budget account including freight charges.

RECOMMENDATION: Recommend approval of sole source purchase.

ALTERNATIVES No alternate source.

RESPONSIBLE STAFF: John VanFossen, Deputy Director of Public Works

COORDINATED WITH: Hal Adkins, Director of Public WorksMartha Bennett, Finance Administrator

ATTACHMENT(S): 1) Price Quote - Broyhill, Inc.2) Broyhill Brochure Cover Sheet


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4.NEW BUSINESSI. Deputy Public Works Director Request for Approval to Solicit

Bids for New Sign Machine


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TOWN OF


Agenda Item# 4I




FROM: John VanFossen, Deputy Director

RE: Request to Solicit Bids for Sign Equipment


ISSUE(S): Request approval to advertise and accept bids for sign equipment

bundle.

SUMMARY: Public Works currently produces traffic and information signsthroughout Town used on our streets, beach, boardwalk, specialevents, equipment, and all City facilities for various City departments.

Existing sign equipment has limited capacity and technology and isnot efficient or cost effective to meet current and future demands forproduction and service requests.

Upgrading the equipment and system will allow us to meet currentneeds and future requests for services and products.

FISCAL IMPACT: Sign system equipment was approved during 2013-2014 budgethearings with the understanding funding was to come from withinexisting budget allocations. After reviewing our Beach EquipmentMaintenance account and comparing FY13 "actuals" vs. FY14"budgeted", it has been determined that sufficient funding is availablefor the desired purchase.

Estimated cost: $ 28,000 - 35,000

RECOMMENDATION: Approve bid solicitation request.

ALTERNATIVES Do not approve bid solicitation.

RESPONSIBLE STAFF: John VanFossen, Deputy Director of Public Works

COORDINATED WITH: Hal Adkins, Public Works Director

ATTACHMENT(S): None


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4. NEW BUSINESSJ. Public Works Director Request to Contract with Sole Source

Vendor for Sidewalk Trip Hazard Removals


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25166 TOWN OF


TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City Manager

FROM: Hal O. Adkins, Public Works DirectorRE: Sole Source Contracting

Sidewalk Trip Hazard RemovalPrecision Concrete Cutting


ISSUE(S): Permission to contract with Precision Concrete Cutting

SUMMARY: In lieu of sidewalk demolition and replacement to eliminate tripand fall hazards, Precision Concrete Cutting has a patented

process that shaves off the imperfection. We have employedtheir services in the past with excellent results.

FISCAL IMPACT: $19,354.20 for those sites identified as of this date.

RECOMMENDATION: To proceed at this time.

ALTERNATIVES: To remove and replace the entire ten foot sections of sidewalk ata far greater cost.

RESPONSIBLE STAFF: Hal O. Adkins, Public Works Director

COORDINATED WITH: Bill Bratten, Public Works Construction Manager

ATTACHMENT(S): 1) Patent information to support sole sourcing.2) Photos of a sample area recently completed in front of Son

Spot Ministries on Worcester Street.

3) Sample proposal from Precision Concrete Cutting.

Agenda Item # 4J



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4. NEW BUSINESSK. Public Works Director Request for Approval to Purchase

Storm Drain Grates/Frames


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25166 TOWN OF


TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Hal O. Adkins, Public Works DirectorRE: Purchase of Storm Drain Grates/Frames

Unit Price SolicitationFY14 Street Improvement Program


ISSUE(S): Purchase of materials for the FY14 Street ImprovementProgram.

SUMMARY: Based on the scope of this years Street Improvement Program,we need to purchase (66) sixty-six storm drain grates andframes at a cost of $600.47 per assembly.

FISCAL IMPACT: $39,631.02 funded through our annual street improvementallocations.

RECOMMENDATION: Award to East Jordan Iron Works, Inc. as low unit price bidder.

ALTERNATIVES: None (or cancel street improvements, which I would notrecommend).


COORDINATED WITH: Bill Bratten, Public Works Construction ManagerSandy McGee, Office Associate

ATTACHMENT(S): 1) East Jordan Iron Works (EJCO) Quote2) Delmarva Castings and Supply (DCS) Quote

Agenda Item # 4K



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4. NEW BUSINESSL. Public Works Director Request for Approval to Purchase

Storm Drain Piping


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25166 TOWN OF


TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Hal O. Adkins, Public Works DirectorRE: Purchase of Storm Drainage Pipe

Unit Price SolicitationFY14 Street Improvement Program


ISSUE(S): Purchase of storm drainage pipe for the FY14 StreetImprovement Program.

SUMMARY: Based on the scope of this years Street Improvement Program,we need to purchase a variety of storm drainage pipe in 12, 1518 and 24 diameters. We have solicited unit price quotations(price per foot) for the estimated quantities needed.

FISCAL IMPACT: $23,228.00 - all necessary funding is currently allocated in theFY14 street improvement account.

RECOMMENDATION: Award to Bel Air Road Supply $11,912.00Award to Ferguson Enterprises $11,316.00

ALTERNATIVES: None (or cancel street improvement, which I would not

recommend).


COORDINATED WITH: Bill Bratten, Public Works Construction ManagerSandy McGee, Office Associate

ATTACHMENT(S): 1) Bel Air Road Supply Quote2) Ferguson Enterprises Quote

Agenda Item # 4L



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4. NEW BUSINESSM. Public Works Director Discussion of Modifying Purchasing

Policy Relative to Unit Price Solicitations


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TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Hal O. Adkins, Public Works DirectorRE: Purchasing Policies and Procedures ManualDATE: August 21, 2013

ISSUE(S): Forthcoming update/revisions to the Town Purchasing Policiesand Procedure Manual

SUMMARY: Due to the nature of many of our purchases, such as ourdiscussions today on storm drain grates/frames/pipes, simpleunit price solicitations cause us to exceed the presetpurchasing dollar values that are denoted in Section 2.3 of thecurrent Manual, thus triggering the need for formal presentationto the Mayor and City Council.

I would like the support of the Mayor and City Council, theFinance Director, and the future Procurement Manager to changethis stance.

FISCAL IMPACT: There is no monetary impact, but the potential exists tostreamline the entire administrative process of unit pricepurchasing without sacrificing competitiveness or efficiency in the

expenditure of the funds we are entrusted to manage.

RECOMMENDATION: Provide staff with your support on creating a unit pricepurchasing policy as part of the forthcoming comprehensiveupdate to the Purchasing Policies and Procedure Manual.

ALTERNATIVES: Do not consider changing current policy.

RESPONSIBLE STAFF: Martha Bennett, Finance Director and Acting ProcurementManager

COORDINATED WITH: Hal O. Adkins, Public Works Director

Terry McGean, City EngineerDean Dashiell, Senior Capital Projects Manager

ATTACHMENT(S): Section 2.3 in an effort to denote current purchase valuethresholds.

Agenda Item # 4M



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2.3 REQUEST FOR QUOTATION

Purchases up to $500.00 may be made with Department Head Approval noquote necessary.

Telephone Quotations - Telephone quotations may be obtained either by thedepartment head, his designated representative or the Purchasing Agent.Telephone quotations will be noted on the requisition to include the vendor, unitprice, date and the name of person giving the quotation. The PurchasingDepartment is responsible for obtaining as many additional quotations as arebelieved appropriate. Three telephone quotes are required for any purchase of$500.01 to $2499.99.

Written Quotations - Obtaining written quotations from vendors is to beaccomplished in the same manner as a telephone quotation. Written quotations(informal bids) will be solicited as a matter of practice for any purchase from

$2,500.00 to $9,999.99 and at the Purchasing Agent

s discretion for transactionsunder $2,500.00. Written quotations must be on the suppliers letterhead and

kept on file in the requisitions office or forwarded to Purchasing. Writtenrequests shall be kept for a minimum of three years.

Purchase requests anticipated of $10,000.00 to $24,999.99 will be solicited at thedepartmental level through a competitive sealed bid process. You must notify theMayor and City Council to seek their approval of intent to bid, and final awardwill be made by the Mayor and City Council.

Purchase request anticipated of $25,000.00 and above will be made using the

competitive sealed bid process utilizing the current purchasing guidelines. Mayorand City Council must be notified to seek their approval of the intent to bid andfinal award will be made by the Mayor and City Council. This process will behandled by the Purchasing Department or on the Department Level whenappropriate, or as otherwise directed by the Mayor and City Council.


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4. NEW BUSINESSN. Public Works Director and Budget Manager Request for

Approval to Increase Street Paving Fund with One-Time SHA

Grant


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25166 TOWN OF


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

One-Time Supplemental GrantDATE: August 21, 2013

ISSUE(S): The Town is the recipient of a one-time increase in our annualhighway user revenue grant funds.

SUMMARY: The State of Maryland House Bill 100 allocated a Special Fundappropriation relative to highway user revenues. The Town, likemany other municipalities, has been provided supplementalfunding for FY14. I would like these funds applied directly to ourFY14 Street Improvement Budget.

FISCAL IMPACT: Anticipated/Budgeted Amount: $320,000.00Amount Received: $433,353.60Difference/Supplemental Amount to be applied: $113,353.60

RECOMMENDATION: Approve as requested and assign the supplemental funds toCapital Account STRPAV for use in street paving.

ALTERNATIVES: Do not use additional grant funds for street paving.


COORDINATED WITH: Jennie Knapp, Budget ManagerWayne Pryor, Grants Coordinator

ATTACHMENT(S): 1) SHA One Time Grant Application Form2) Pages 323 and 324, Section 8-408, of the State Code which

discusses use of Highway User Revenue

Agenda Item # 4N



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4. NEW BUSINESSO. City Engineer Request for Approval to Purchase Boardwalk

Fiber Optic Equipment and Connections on State Contract


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TOWN OF


TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Terence J. McGean, PE, City EngineerRE: Request to use State Contract for Boardwalk Fiber Optic NetworkDATE: August 20, 2013

ISSUE(S): Request to use State Contract for Boardwalk Fiber Optic Network

SUMMARY: Conduit and fiber optic cable were installed under the newboardwalk by the general contractors. Specialized services are

now required to make the network operational.

FISCAL IMPACT: Labor and Materials not to exceed $100,000 to be paid from theBoardwalk Project budget

RECOMMENDATION: Hire Royal Plus Electric using existing State Unit Price Contract#060B1400067 Cable and Wiring Services for Outside Plant todesign and install the fiber network and camera system

ALTERNATIVES: Hire a consultant to perform design and create drawings andspecifications, then separately bid installation services.

RESPONSIBLE STAFF: Terence McGean, City EngineerRobert Morand, Network Administrator

COORDINATED WITH: Not applicable

ATTACHMENT(S): 1) Memo2) Copy of State Contract

Agenda Item # 4O



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INTEROFFICE MEMORANDUM

TO: DAVID RECOR, CITY MANAGER

FROM: TERENCE MCGEAN, CITY ENGINEER

SUBJECT: REQUEST TO PURCHASE BOARDWALK FIBER OPTIC EQUIPMENT AND CONNECTIONS

USING STATE CONTRACT

DATE: 8/20/2013

CC: COUNCIL AGENDA, NANCY BLOXOM, ROBERT MORAND

The Boardwalk reconstruction project includes installation of a fiber optic network system forthe length of the boardwalk from Caroline Street to 27 th Street. The conduit and cable were installedas part of the boardwalk general construction contract. Additional network storage and servers have

also been purchased. The final step is to light the fiber system and install cameras. In order toaccomplish this, a fiber demark (ie the location where the fiber line connects to our broadbandwireless network) must be established, the fiber optic lines need to be cut, polished and spliced ateach cameral location, then a distribution panel, media conversion box, and connection cable mustbe run from the main fiber trunk to the camera location and finally the cameras must be mountedand connected.

The staff does not have the technical expertise to draft a detailed bid document for this work,therefore we can either

1) hire a consultant to design and specify the required equipment and installation proceduresthen bid the actual labor and equipment or

2) We can utilize an existing State of Maryland contract currently in place for Cable and WiringServices for Outside Plant (RFP #060B1400067). This contract was specifically created bythe state to handle complex exterior fiber optic cable work. The contract has hourly and unitprices for fiber network design and installation services.

Royal Plus Electric holds the State Contract for this work. We have had some preliminarymeetings with Royal Plus to discuss the necessary work for the boardwalk. I would likepermission to contract with Royal Plus using the Maryland State Contract provisions and UnitPrices for an amount not to exceed $100,000 to be paid for from the Boardwalk Project


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4. NEW BUSINESSP. City Engineer Discussion of Vehicles on the Beach during the

Off-Season


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TOWN OF



THRU: David L. Recor, ICMA-CM, City ManagerFROM: Terence J. McGean, PE, City Engineer

RE: Off-Road Vehicles on Beach in the OffSeasonDATE: August 20, 2013

ISSUE(S): Allowing public vehicle access on the beach during the offseason.

SUMMARY: Council has requested that the staff report on the feasibility of

allowing vehicles on the beach during the off season, primarilyfor surf fishing.

FISCAL IMPACT: Revenue neutral, permit fees expected to cover expenses.

RECOMMENDATION: Do not allow vehicles on the beach.

ALTERNATIVES: Create a 1 year only pilot program to allow vehicles on the beach

with the restrictions discussed in the attached memo.

RESPONSIBLE STAFF: Terence McGean, City Engineer

COORDINATED WITH: Ross Buzzuro, Police ChiefKevin Kirstein, Police CaptainButch Arbin, Beach Patrol Captain

Hal Adkins, Public Works DirectorTom Shuster, Director of Parks and Recreation

Matt Margotta, Planning DirectorEric Lagstrom, Risk Manager

ATTACHMENT(S): 1) Memo2) Assateague Island OSV Regulations

Agenda Item # 4P



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SUBJECT: VEHICLES ON BEACH IN OFF-SEASON

DATE: 8/21/2013

CC: CHIEF BUZZURO, CAPTAIN ARBIN, MATT MARGOTTA, TOM SHUSTER, HAL ADKINS,

THOMAS DY, ERIC LAGSTROM, RON HUMPHRESS

As requested by the Mayor and City Council, the staff has discussed the possibility of allowingvehicles on the beach in the off season, primarily for the purpose of surf fishing. The followingpersonnel were involved in this discussion:

Police Chief Buzzuro, Police Captain Kirstein, Beach Patrol Captain Arbin, Planning DirectorMargotta, Recreation and Parks Director Shuster, Public Works Director Adkins, Public WorksSupervisor Dy, Risk Manager Lagstrom, City Surveyor Humphrees, and myself.

Although the group agreed that allowing some type of program for over sand vehicles (OSV) onthe beach is feasible in concept, Beach Patrol and Police are opposed to it. The primary concern isthat unlike Assateague Island or the Delaware State Parks that allow public vehicles on their beach,Ocean City is fully developed on the ocean front. On the Assateague/DE beaches that allow OSVuse, the primary beach users in the OSV area are the OSVs themselves. There is little to no conflictwith other beach users, in particular there is little to no east/west pedestrian traffic crossing the OSVtravel area. In Ocean City, vehicles traveling up and down the beach would be in conflict withpedestrians walking along the beach and more critically, with pedestrians crossing to and from the

beach.

Other concerns with an OSV Program are:

Difficulty in controlling access, we have 13 potential vehicle access points to the beach. Enforcement concerns: the Police do not regularly patrol the beach in the off season

and there is a lack of 4x4 vehicles at the Police Dept.

Environmental concerns (fuel spills, dune damage etc) Complaints from ocean front properties. Sand is much looser than Assateague and we tend to have steeper drop offs especially

during the winter, we should expect problems with inexperienced drivers getting stuckor worse.

The annual Surf Anglers tournament is a once a year, highly organized, members only event thatconsists of experienced OSV operators.


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2

If the Mayor and Council still wish to pursue an OSV program, the staff would recommend aone year only pilot program as follows:

Dates: November 1 Through March 30 (same as horseback riding), excluding Holidays Days: Monday thru Friday only, to minimize conflicts with other beach users Times: 7:00 AM to 6:00 PM, minimize vehicles on the beach after dark Locations: Between 27th Street and 94th Street only. There are no access points along the

boardwalk and no access points in the condo row area.

How Many Permits Issued: Unlimited Who issues permits: Recreation Dept. Cost of Permit: $75/yr (Assateague is $90, DE is $70 in State, $125 out of State), permit will

require license and registration. Will have to acknowledge receipt and reading of rules andregulations, waive City liability, and be responsible for any damage to the beach includingfuel spills. Failure to obey rules/regulations results in loss of permit with no refund plusapplicable fines.

Must be actively engaged in fishing? Staff does not believe this should be required, it will bedifficult to enforce and staff sees no difference between a vehicle on the beach for fishing,versus one parked for surfing or simply spending some time in the sun.

Stuck or disabled vehicle: Owner will have two hours to have a tow truck remove thevehicle, after that City will remove and take to impound lot

Other Requirements: Staff suggests that the City follow similar guidelines and regulations asenforced on Assateague Island including:

o Vehicles must be registered and licensed, no trailers and no ATVs allowedo Each vehicle must contain minimum equipment. If a vehicle gets stuck on the beach

and does not possess the required equipment, fine is $75 per piece of missingequipment.

Tow rope Shovel Jack Jack support Tire gauge

o 15 mph speed limito Joy riding prohibited


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Motor vehicles are permitted only within established roads, parking areas and designated Over-Sand Vehicle (OSV) routes. Use of motor

vehicles in designated Over-Sand Vehicle Zones is at the operators own risk. The following OSV Use Regulations are established to

provide enjoyment of the park while protecting fragile resources of the barrier island. Upon signing an OSV Permit, permitee accepts

responsibility to know and follow all OSV regulations. Failure to comply with the terms of the Permit, including these regulations, may

result in revocation ofones OSV permit and/or federal prosecution. Please help us maintain the privilege of OSV use by strictly complyi

with regulations. All applicable State and Federal laws will be enforced. Violations should be reported to Law Enforcement by phoning 9

If you have any questions, please contact appropriate Seashore or Refuge personnel.

PERMITS: OSV Special Use Permits and stickers are valid for one yearfrom the month of issue.

PERMIT VALID HOURS VA MD COST

VA ONLY VARY - CALL REFUGE X $70

DAY USE 5 AM MIDNIGHT X X $90

OVERNIGHT 24 HOURS X X $110

BULLPEN 24 HOURS X X $150

Upgrade of permits after initial issue may be accomplished by paying the

difference in fee. Expiration of new permit will remain 1 year from the

month of original permit.

All vehicles using the OSV zone must display a permanently affixed OSV

Permit Sticker, valid for the area and time of use. The permit sticker must

be permanently affixed to the windshield on the drivers side, within

seven inches (7) of the lower edge of the windshield. The expiration

month sticker must be affixed before adhering to windshield. Cleaning

and drying the area before applying the permit sticker is recommended for

best adhesion.Lost permit stickers are not refundable or replaceable!OSV permits and stickers are issued to an individual permit holder for the

specific vehicle designated on the permit. Neither permit or sticker are

transferable from one person to another, or from one vehicle to another.

Sale or transfer of the permitted vehicle voids the permit and sticker. A

replacement permit and sticker may be issued for the new vehicle only if

enough of the original sticker, to include permit type, serial number

and month sticker, is returned for exchange. Permit stickers destroyed

in a vehicle accident may be replaced only if an official police accident

report is brought in for documentation. A purchase receipt is not

sufficient documentation for permit sticker replacement in anycase.

OSV Permits may be obtainedat VA visitor centersin the Seashore and

Refuge and the North Beach Ranger Station. To obtain a permit by mail,

call the Seashore for an application and return it with a check made

payable to: Department of the Interior-NPS. Please allow up to three

weeks for receipt of the permit and sticker.

HOURS OF OPERATION:VA -Chincoteague National WildlifeRefuge hours vary each season. Call 757-336-6122 for current

information. Only those with a valid Overnight Fishing Permit may

remain in the Refuge after hours. Call 757-336-6577 for information.

MD - Assateague Island National Seashore does not close; but

overnight parking in the MD OSV Zone is prohibited except for those

with an Overnight or Bull Pen OSV Permit who are awake and actively

engaged in fishing.Camping and/or sleeping are strictly prohibitedoutside designated campsites. Tents or other temporary shelters are

prohibited on the beach outside of designated campsites between sunset

and sunrise.

BOUNDARIES:All sand dunes and vegetated areas are considered

closed even if located within the designated OSV zones. Vehiclesmust stay east of the black and white posts. Designated bay access

points in MD are marked with orange and white striped numbered posts.

S OS h

VEHICLE REQUIREMENTS: To obtain an OSV permit, vehicles mmeet the following specifications:

Maximum number of wheels per axle 4

Maximum number of axles 2

Maximum vehicle length 26 feet

Maximum vehicle width 8 feet

Minimum vehicle ground clearance 7 inches

Gross vehicle weight rating may not exceed 10,000 pounds

Minimum tire tread width in contact with ground for

2 wheel drive vehicles

8 inches

REQUIRED EQUIPMENT: OSV operators in designated zone muscarry and be able to display upon request:

Shovel Min. 6 inch square blade & 18 inch handle

Jack Sufficient to lift one wheel clear of the sand

Jack Support Min. 12 x 12 non bending steel; 5/8 plywood; or

1.5 thick board

Tire Gauge Must record pressure of 15 lbs. or less

Tow Rope,

Strap, Chain

or Cable

Min. pulling strength of 6,000 lb. & 10 ft. length

Nylon or Dacron rope: min. diameter

All other rope: min. diameter

Carbon steel cable: min. diameter

Chain links: 5/16min. diameter

LICENSES REQUIRED: All vehicles in OSV zones must bear validstate license plates, be properly equipped, insured & registered to oper

on public highways. Drivers must possess a valid state drivers licens

INSPECTION OF VEHICLE: Authorized personnel may inspectvehicles at any time to insure compliance with regulations.

OSV ZONE VEHICLE LIMITS: In Maryland = 145 vehicles;In Virginia = 48 vehicles (18 when Toms Cove hook area is closed).

Purchase of an OSV permit does not guarantee access to OSV zones a

any particular time. Access may be reduced or curtailed due to vehicle

density limits, over-wash, emergency conditions or management

constraints. Vehicle density limits are reached frequently during summ

especially on weekends and holidays, with several hour waits for acce

which is managed on a one off/one on basis.

One Off, One On - In MD, the automated gate arms will close when

vehicles have entered, then one vehicle is allowed to enter only when

vehicle exits. Call 757-336-3155 if gate is malfunctioning.

VEHICLE OPERATION: Vehicle speed in OSV zones may not exc25 mph and must be reduced to 15 mph whenever coming within 100

of vehicles, wildlife, pedestrians or people on horseback. When two

vehicles approach in the same track, both operators must slow and the

operator with the ocean on his right must yield the right-of-way by pul

out of the track. Cutting circles; needlessly defacing the beach; and

driving on sand dunes or vegetated areas except at posted crossings; i

prohibited at all times.

PASSENGER SAFETY: Passengers shall not ride on the fenders, hroof, sides, tail gate or in any other place on the outside of a moving

National Park Service

U.S. Department of the InteriorAssateague Island National SeashoreOver-Sand Vehicle Use Regulations

National Park Service

U.S. Department of the Interior


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4. NEW BUSINESSQ. City Engineer Continued Discussion of the Capital

Improvement Plan


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TOWN OF


TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Terence J. McGean, PE, City EngineerRE: Draft Capital Improvement PlanDATE: August 21, 2013

ISSUE(S): Discussion of DRAFT Capital Improvement Plan update continued

SUMMARY: The staff previously presented a draft update to the CapitalImprovement Plan for discussion. This is a continuation of that

effort.

FISCAL IMPACT: As presented to the Mayor and Council by Martha Bennett,Finance Director, during the July 15, 2013 discussion of debtobligation, fiscal parameters to consider are as follows:

1.Total Debt as a percentage of assessed value, City policy is3% maximum current actual is 1.03%

2.Net Debt Service (i.e. General Fund debt) as a percentage ofgeneral fund expenditures, City policy is 8% maximum,current actual for FY14 budget is 6.90%

3.Debt Ten-Year Payout ratio, City policy is 65% minimumcurrent actual is 72.09%

4.Effect of general fund debt service on annual budget, goal isto keep debt service at or below the current level.

5.Effect of enterprise debt service on utility rates, goal is toremain within the boundaries of previously approved ratestructures.

RECOMMENDATION: Review the submitted draft plan, add or delete projects, changeproject priorities or timing as desired by Mayor and Council.Select projects for inclusion in the upcoming bond sale for theConvention Center Auditorium previously approved for jointfunding with the Maryland Stadium Authority.

ALTERNATIVES: None

RESPONSIBLE STAFF: Terence McGean, City Engineer

COORDINATED WITH: Martha Bennett, CPA, Finance DirectorHal Adkins, Public Works DirectorMatt Margotta, Planning DirectorTom Shuster, Recreation and Parks Director

ATTACHMENT(S): 1) Discussion memo2) Copy of previous presentation slides.

Agenda Item # 4Q



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SUBJECT: CONTINUED CIP DISCUSSION AND UPCOMING BOND ISSUE

DATE: 8/21/2013

CC: MARTHA BENNETT, HAL ADKINS, TOM SHUSTER, MATT MARGOTTA

During the August 13, 2013 presentation of the draft Capital Improvement Plan (CIP), theCouncil raised a couple of concerns and requested some additional information as follows:

1. Status of the 3rd and 4th Street Park lease agreement with the County. On December 3, 2009Worcester County presented a revised lease proposal to the Mayor and Council. The revisedproposal deleted some clauses the Town had found objectionable in the Countys originalproposed lease and extended the lease term from 15 years to 25 years. Because the projecthad been delayed indefinitely by the time this revised lease was received, and because thelease term was for only 25 years, the Mayor and Council voted not to accept the lease and toreaddress the lease issue when and if the park improvement project moved forward. A copyof the lease signed by the County, but not the City, was in the official files which accountsfor the confusion on the status of the lease at the August 13 work session.

2. Timing of the next bond issue vs. design of Beach Patrol Headquarters. On September 17,2012 the Mayor and Council unanimously voted to expend funds for the Convention Centerand reimburse the expenditure through a future bond issue. To date we have spent $626,181on the project. Construction is expected to begin in late September and the City can expect

to have spent a total of approximately $1,000,000 by the end of the end of the calendar year.Finance Director Martha Bennett advises that $1,000,000 in expenditures is the level atwhich point she would like reimbursement with bond proceeds. Therefore, the previouslystated target date for a bond sale remains the end of the year.

Councilman Dare noted his concern regarding borrowing funds for the Beach PatrolHeadquarters Building prior to design. I share these concerns, which is why I requested tobegin the process of selecting an architect and beginning design of this facility in April.Although the Council approved proceeding with the design of the facility on April 30 and Isubsequently prepared the Request for Proposals for design services and was prepared toreceive these proposals in June, due to concerns from the Mayor and Council regarding theproposed building location I have indefinitely delayed receiving the design proposals.

If the Mayor and Council wish to include a Beach Patrol Headquarters building at theproposed OCDC Parking Lot location in the upcoming bond issue, then I would suggest thefollowing:

Immediately authorize staff to receive design proposals and hire an architect


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2

Include the Beach Patrol Building in the Bond at $2 million with the understandingthat this is a maximum amount and could be reduced or even eliminated betweenthe initial ordinance and the actual bond sale.

Between now and November 8 I believe I can have an architect on board and apreliminary design completed to the point where there would be a high level of

confidence in the cost estimate. The final bond amount could then be adjusteddownward if warranted based on the actual design and cost estimate or, the projectremoved from the bond sale. The cost to proceed with the design to that levelwould be under $40,000

If the location of the proposed Beach Patrol Building is still undecided or if there is a desire toinclude other functions or departments in the facility that could materially affect the size of thebuilding, then the project should not be included in the bond sale as there are too many unknowns toestablish any sort of reasonable cost estimate in the time allowed. The project would then be delayeduntil the City decides to go back to the bond market, probably at least 2 years.

The next step for the Mayor and Council is to amend and approve the CIP and select which, if

any, additional projects beyond the three previously approved (Convention Center Auditorium,Public Safety Building Roof and Service Center Roof) they would like to include in the upcomingbond issue. In an effort to facilitate this discussion, I have prepared a table showing a summary ofprojects and debt service impacts to consider.

I look forward to continuing this discussion on the 27th.


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3

PotentialFY14BondProjectsProjectCost Debtservice ProjectCost DebtService

Project GeneralFund GeneralFund OtherFunds OtherFundPreviouslyApproved

ConventionCenterAuditorium 0.00 0.00 8,300.00 (584.00)PublicSafetyBuildingRoof 631.00 (44.40) 0.00 0.00ServicecenterRoof 240.00 (16.89) 0.00 0.00

Subtotal,previouslyapproved 871.00 (61.28) 8,300.00 (584.00)PotentialAdditions

CanaldredgingGeneralFund 1,000.00 (70.36) 0.00 0.00BeachPatrol 2,000.00 (140.72) 0.00 0.00SkateParkRenovation&Expansion 548.00 (38.56) 0.00 0.00DowntownRecreationComplex 2,524.00 (177.59) 0.00 0.00EffluentDisinfection 0.00 0.00 1,300.00 (91.47)

Totalforallprojects 6,943.00 (488.52) 9,600.00 (675.47)Costinthousands,debtservice3.5%for20years


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` Boardwalk Reconstruction: Completfor lighting the fiber network)

` Caroline Street Station: Under const

` St. Louis Ave: Under construction

` 4th Street Parking Lot: Complete` Fire Station 4: Contract awarded, be

construction September

` Fire Headquarters: In design


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` Old Landing Rd Pump Lift Station: C

` Dukes Ave Lift Station: Begin constrOctober

` Waste Water Plant Clarigester Recon

Under Construction` Winter pump upgrades and replacem

Completed


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` Includes projects identified by staff within the next 5 years.

` For inclusion in the CIP, projects sho Have a relatively high monetary value

Have a long life Result in the creation of an asset or the

revitalization of an asset.


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` In general Capital Improvement Projinclude the following: Construction of new Town facilities

Remodeling or expansion of existing To

Purchase and development of land Operating equipment and machinery for

expanded facilities

Street construction, reconstruction & res

Planning and design costs related to speProjects.


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` Department Categories Public Safety General Public Works Municipal Complex Highways and Streets Recreation & Parks Environmental Technology & Communication (new) Convention Center Airport

Water Wastewater


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` Debt funding Bond Finance: General Fund supported

Bond Finance: OCCC Food Tax supporte

Bond Finance: User Fee supported

Bond Finance: Wastewater Fees supporte Bond Finance: Water Fees supported

Capital Equipment Lease

State Loans


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` Pay As You Go and other funding so Federal Grants

State Grants

General Fund

Prior project balance (for projects shownthat are already funded)

User Fees (stormwater)

Vehicle & Equipment Trust Fund

Wastewater Fund

Water Fund


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` Canal dredging: shown as bond finauser fees but included in GF Bond ca

` Skate Park and Downtown RecreatioComplex: Coordination with St. Louwork

` Beach Patrol HQ: Previously approvedesign, proceed?

` Convention Center Auditorium: Funcommitted, bond sale required.

`

Street Improvements/Stormwater:Coordination of funding


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$13.5

$25.0

$6.5

$3.4$10.0

$24.0

$15.6

Facilti

Highw

RecreaEnviro

Comm

Conve

Airpor


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$14.6

$18.3

$33.4$9.0

$25.1

$9.0

$13.2

FY14-18GF

GF

Ot

Le

Fe

Gr

Pr


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$14.6

$13.3

$4.2

$15.9

Fy 14-18


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` Total debt as a percentage of assess Policy= 3% Maximum

Current actual = 1.03%

` Net debt service (general fund debt)

percentage of general fund expendi Policy = 8% Maximum


` Debt 10 year payout ratio Policy = 65% minimum


As previously presented by Martha Bennett, Finance Dire


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` General Fund Supported Bond ($7 Milli Downtown Recreation Complex & Skate Park Beach Patrol Building Public Safety Building Roof Replacement Service Center Roof Replacement

Canal dredging (2 years)` Convention Center Food Tax Supported

Auditorium Project ($8.3 Million)

` User Fee Supported Bond Hanger K ($850,000)

` Wastewater Fee Supported Bond Effluent Disinfection System Upgrade ($500


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Prepared by M. Bennett, Finance Director


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4. NEW BUSINESSR. Ratification of Traffic Commission Regulation 2013-02

Grants Permission for Motorcycle Parking on 1st

Street

Adjacent to de Lazy Lizard during OC BikeFest from

Thursday, September 12 through Sunday, September 15, 2013


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TOWN OF

T h e W h i t e M a r l in Ca p i t a l o f t h e W o r l d

TO: The Honorable Mayor, Council President and Members of CouncilFROM: David L. Recor, ICMA-CM, City Manager

RE: Traffic RegulationDATE: August 20, 2013

ISSUE(S): Ratific

august 27 2013 complete agenda

Documents