January 28 2014 Complete Agenda

MAYOR AND CITY COUNCIL

WORK SESSION Tuesday, January 28, 2014 – 1:00 P.M.

A Closed Session is scheduled from 11:30 A.M. ‐ 1:00 P.M. to discuss legal and contractual matters.

AGENDA

1. CALL TO ORDER

2. REPORT ON CLOSED SESSION – Tuesday, January 28, 2014 – 11:30 – 1:00 p.m.

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 Agenda item on which he or she wishes to speak.

4. NEW BUSINESS

A. Retirement Recognition of Miriam Green, Administrative Office Associate to the Fire Marshal

B. Bid Openings – 1) Canal Dredging 2) Tourism Strategic Plan

C. Bid Award Recommendations: 1) 150 KW Generator 2) Boardwalk Network Camera Installation 3) Tennis Center Fence Replacement 4) Beach Equipment Franchise

D. Request Approval to Solicit Bids: 1) Grass Mowing Services 2) Boardwalk Arch Re‐coating

E. Discussion of Valentine Couples’ Carriage Rides presented by Randy Davis, R & B Ranch

F. TAB Funding Allocation Recommendations for 2014 Events presented by Greg Shockley, Chairman

G. Request Approval of Contract for Convention Center Tent Rental presented by City Engineer

H. Request Approval of B‐JAG Grant Expenditure for Audiovisual Equipment presented by Captain Colbert

I. Discussion of Refunding 2004 Bonds presented by Finance Administrator

5. ADJOURN

WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, JANUARY 28, 2014

2. Report on Closed Session – January 28, 2014 – 11:30 a.m. – 1:00 p.m. – Legal and Contractual Matters

NOTICE OF CLOSED SESSION OF MAYOR & CITY COUNCIL OF OCEAN CITY AUTHORITY: State Government Article: Section 10-508(a) Annotated Code of Maryland PURPOSES:

1. To discuss: (i) the appointment, employment, assignment, promotion, discipline, demotion,

compensation, removal, resignation or performance evaluation of appointees, employees or officials over whom it has jurisdiction; or

(ii) any other personnel matter that affects one or more specific individuals;

2. To protect the privacy or reputation of individuals with respect to a matter that is not related to public business

3. To consider the acquisition of real property for the public purpose and matters directly related thereto;

4. Consider a matter that concerns the proposal for a business or industrial organization to locate, expand or locate in the state;

5. Consider the investment of public funds; 6. Consider the marketing of public securities;

X 7. Consult with counsel to obtain legal advice;

8. Consult with staff, consultants or other individuals about pending or potential litigations;

9. Conduct collective bargaining negotiations or consider matters that relate to the negotiations;

10. Discuss public security if the public body determines that public discussion would constitute a risk to the public or public security, including;

a) the deployment of fire and police services and staff; and b) the development and implementation of emergency plans 11. Prepare, administer or grade a scholastic, licensing or qualifying examination;

12. Conduct or discuss an investigative proceeding on actual or possible criminal conduct;

13. Comply with a specific constitutional, statutory or judicially imposed

requirement that prevents public disclosures about a particular proceeding or matter; or

X

14. Before a contract is awarded or bids are opened, discuss a matter directly related to a negotiation strategy or the contents of a bid or proposal, if public discussion or disclosure would adversely impact the ability of the public body to participate in the competitive bidding or proposal process

DATE AND TIME: Tuesday, January 28, 2014 11:30 a.m. PLACE: City Hall SUBJECT: Legal and Contractual Matters VOTE: UNANIMOUS OTHER: FOR: AGAINST:

ABSTAIN: ABSENT:

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, January

28, 2014, a closed session was held on Tuesday, January 28, 2014 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 Contractual Matters

(b) Persons present:

Mayor Richard Meehan City Manager David Recor Council President Lloyd Martin Council Secretary Mary Knight Council Members Doug Cymek; Margaret Pillas; Brent Ashley; Dennis Dare and

Joe Mitrecic City Solicitor Guy Ayres Executive Office Associate Diana Chavis

Action(s) taken:

Motion to close meeting:

Time adjourned:


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.


4. NEW BUSINESS

A. Retirement Recognition of Miriam Green, Administrative Office Associate to the Fire Marshal

IN APPRECIATION OF MIRIAM GREEN 23 YEARS OF SERVICE

Miriam Green has contributed Twenty-three (23) years of dedicated service to the Town of Ocean City, where she began her career in 1991; and WHEREAS, Miriam Green has played an integral role in the Fire Marshal’s Office of the Town of Ocean City for 23 years; and WHEREAS, Miriam Green’s skill and experience have been instrumental in the overall success of the Fire Marshal’s Office for the Town of Ocean City, Maryland. NOW, THEREFORE, I, Richard W. Meehan, Mayor of the Town of Ocean City, Maryland, along with the Ocean City Council, do hereby commend Miriam for her Twenty-three (23) years of devoted service and wish her a happy and healthy retirement. IN WITNESS WHEREOF, I have hereunto set my hand and caused the Great Seal of the Town of Ocean City, Maryland to be affixed this 28th day of January in the year of Our Lord two thousand and fourteen. ______________________________ RICHARD W. MEEHAN Mayor


4. NEW BUSINESS

B. Bid Openings –

1) Canal Dredging

BID SPREAD SHEET

ITEM: Ocean City Canal Dredging Project

Bidders Total Bid

Apple Marine

Ocean City, MD

Brittingham Construction Berlin, MD

Corman Marine Inc. Baltimore, MD

DRC Emergency Services Mobile, AL

Dissen & Juhn LLC Stevensville, MD

E.A & J.O. Crandell Inc. West River, MD 20778

Fisher Marine Chincoteague, VA

Hi-Tide Marine Snow Hill, MD

Hopkins Construction Bridgeville, DE

Lake Services Stafford, VA

Bidders Total Bid Lindstrom Excavating

Worton, MD

R.G. Murphy Marine Bishopville, MD

Ray Nornes, Inc. Berlin, MD

Shoreline Design, LLC Edgewater, MD

SYNAGRO Baltimore, MD

BID BOND: YES X NO STAFF ESTIMATE: $450,000.00 BUDGET ALLOCATION: $500,000.00

INFORMATION FOR BIDDERS

BIDS will be received by THE TOWN OF OCEAN CITY (herein called the 'TOWN'), at the office of the City Manager, City Hall, 3rd Street & Baltimore Avenue, Ocean City, Maryland until January 28, 2014 – 11:00 AM then opened and read aloud at the Council meeting held at 1:00 PM.

Each BID must be submitted in a sealed envelope, addressed to the Mayor & City Council at the Town of Ocean City, Maryland. Each sealed envelope containing a BID must be plainly marked on the outside as bid for the Ocean City Canal Dredging Contract and the envelope should bear on the outside the name of the BIDDER, his address, and his license number. If forwarded by mail, the sealed envelope containing the BID must be enclosed in another envelope addressed to the Town of Ocean City, City Manager's Office, P.O. Box 158, Ocean City, Maryland 21842. Faxed bids will not be accepted.

All BIDS must be made on the required BID form. All blank spaces for BID prices must be filled in, in ink or typewritten, and the BID form must be fully completed and executed when submitted. Only one copy of the BID form is required.

The TOWN may waive any informalities or minor defects or reject any and all BIDS. Any BID may be withdrawn prior to the above scheduled time for the opening of BIDS or authorized postponement thereof. Any BID received after the time and date specified shall not be considered. No BIDDER may withdraw a BID within 60 days after the actual date of the opening thereof. Should there be reasons why the contract cannot be awarded within the specified period, the time may be extended by the TOWN.

BIDDERS must satisfy themselves of the accuracy of the estimated quantities in the BID schedule by examination of the site and a review of the drawings and specifications including ADDENDA. After BIDS have been submitted, the BIDDER shall not assert that there was a misunderstanding concerning the quantities of WORK or of the nature of the WORK to be done.

The TOWN shall provide to BIDDERS prior to BIDDING, all information which is pertinent to, and delineates and describes, the land owned and rights-of-way acquired or to be acquired.

The CONTRACT DOCUMENTS contain the provisions required for the construction of the PROJECT. Information obtained from an officer, agent, or employee of the TOWN or any other person shall not affect the risks or obligations assumed by the CONTRACTOR or relieve him from fulfilling any of the conditions of the contract.

Each BID must be accompanied by a BID BOND payable to the TOWN for five (5) percent of the total amount of the BID. As soon as the BID prices have been compared, the TOWN will return the BONDS of all except the three (3) lowest responsible BIDDERS. When the agreement is executed the bonds of the two remaining unsuccessful BIDDERS will be retained until the payment BOND and performance BOND have been executed and approved, after which it will be returned. A certified check may be used in lieu of a BID BOND.

A performance BOND and a payment BOND, each in the amount of 100 percent of the CONTRACT PRICE, with a corporate surety approved by the TOWN, will be required for the faithful performance of the contract.

Attorneys-in-fact who sign BID BONDS or payment BONDS and performance BONDS must file with each BOND a certified and effective dated copy of their power of attorney.

The party to whom the contract is awarded will be required to execute the Agreement and obtain the performance BOND and payment BOND within fourteen (14) calendar days from the date when NOTICE OF AWARD is mailed to the BIDDER. The NOTICE OF AWARD shall be accompanied by the necessary Agreement and BOND forms. In case of failure of the BIDDER to execute the Agreement, the TOWN may at it's option consider the BIDDER in default, in which case the BID BOND accompanying the proposal shall become the property of the TOWN.

The TOWN within ten (10) days of receipt of acceptable performance BOND, payment BOND and Agreement signed by the party to whom the Agreement was awarded shall sign the Agreement and return to such party an executed duplicate of the Agreement. Should the TOWN not execute the Agreement within such period, the BIDDER may by WRITTEN NOTICE withdraw his signed Agreement. Such notice of withdrawal shall be effective upon receipt of the notice by the TOWN.

The NOTICE TO PROCEED shall be issued within ten (10) days of the execution of the Agreement by the TOWN. Should there be reasons why the notice to proceed cannot be issued within such period, the time may be extended by mutual agreement between the TOWN and CONTRACTOR. If the NOTICE TO PROCEED has not been issued within the ten (10) day period or within the period mutually agreed upon, the CONTRACTOR may terminate the Agreement without further liability on the part of either party.

The TOWN may make such investigations as it deems necessary to determine the ability of the BIDDER to perform the WORK, and the BIDDER shall furnish to the TOWN all such information and data for this purpose as the TOWN may request. Bids from Contractors debarred from doing business with the State of Maryland or the Federal Government will not be accepted. The TOWN reserves the right to reject any BID if the evidence submitted by, or investigation of, such BIDDER fails to satisfy the TOWN that such BIDDER is properly qualified to carry out the obligations of the Agreement and to complete the WORK contemplated therein.

A conditional or qualified BID will not be accepted.

Award will be made to the lowest responsible BIDDER.

All applicable laws, ordinances, and the rules and regulations of all authorities having

jurisdiction over construction of the PROJECT shall apply to the contract throughout.

Each BIDDER is responsible for inspecting the site and for reading and being thoroughly familiar with the CONTRACT DOCUMENTS. The failure or omission of any BIDDER to do any of the foregoing shall in no way relieve any BIDDER from any obligation in respect to his BID.

The low BIDDER shall supply the names and addresses of major material suppliers and subcontractors when requested to do so by the TOWN.

A pre-bid meeting for prospective BIDDERS will be held at the Community Room, City Hall, 301 Baltimore Ave, Ocean City, MD 21842 on 2:00 PM, January 9, 2014 for any questions concerning the bids. The phone number is (410)289-8845, fax (410)289-8809.

BID Proposal of _____________________________________(herein called 'BIDDER'), organized and existing under the laws of this State of Maryland doing business as a/an ____________________________*. To the TOWN OF OCEAN CITY, OCEAN CITY, MARYLAND (herein called the 'TOWN'). In compliance with your Advertisement for Bids, BIDDER hereby proposes to perform all WORK for the construction of the OCEAN CITY CANAL DREDGING in strict accordance with the CONTRACT DOCUMENTS, within the time set forth therein, and at the prices stated below. By submission of this BID, each BIDDER certifies, and in the case of a joint BID each party thereto certifies as to his own organization, that this BID has been arrived at independently, without consultation, communication, or agreement as to any matter relating to this BID with any other BIDDER or with any competitor. BIDDER hereby agrees to commence WORK under this contract on or before a date to be specified in the NOTICE TO PROCEED and to fully complete the PROJECT within 200 (TWO HUNDRED) consecutive calendar days thereafter, excluding April 1, 2014 through September 15, 2014 when no work will be allowed. BIDDER further agrees to pay as liquidated damages, the sum of $500.00 (FIVE HUNDRED DOLLARS) for each consecutive calendar day thereafter as provided in Section 15 of General Conditions. BIDDER acknowledges receipt of the following ADDENDUM: ____________________________________________________________ ____________________________________________________________ *Insert a 'corporation', a 'partnership', or an 'individual' as applicable.

Bidder agrees to perform all the work described in the CONTRACT DOCUMENTS as follows:

BID SCHEDULE NOTE: BIDS shall include all applicable fees. BASE BID ITEMS Item Description Quantity Unit Cost Total Cost Canal 19 Channel Dredge 1 LS ------------ $__________ Canal 20 Channel Dredge 1 LS ------------ $__________ Canal 21 Channel Dredge 1 LS ------------ $__________ Outfall A 1 LS ------------ $__________ Outfall B 1 LS ------------ $__________ Outfall C 1 LS ------------ $__________ Outfall D 1 LS ------------ $__________ TOTAL BASE BID........................................................................................$________________ ____________________________________________________________________DOLLARS

CONTINGENT BID ITEMS Item Description Quantity Unit Cost Total Cost Contingent prices for Residential dredge locations. Prices bid per cubic yard including dredge, transport, disposal placement, and all incidentals shall be valid for the range of quantities shown. Canal 19 Residential Dredge 1-205 CY $_____/cy ------------- Canal 20 Residential Dredge 1- 1,398 CY $_____/cy ------------- Canal 21 Residential Dredge 1- 291 CY $_____/cy ------------- The following unit prices, if accepted, shall be applied in computing changes, deletions, additions and substitutions to the base bid which may be made in the work following award of the contract. Each unit price shall include all labor, material and incidentals for dredging, transport and disposal placement: Canals 19, 20 & 21 Channel Dredge, transport to Beach $_____/cy ------------- Canals 19, 20, & 21 Channel Dredge, transport to Northside Park Lagoon $_____/cy ------------- Respectfully submitted, __________________________________ Signature _________________________________ _________________________________ Address __________________________ ________ Title Date _________________________________ License Number (Seal-if BID is by a corporation) Attest


4. NEW BUSINESS

B. Bid Openings –

2) Tourism Strategic Plan

INTEROFFICE MEMORANDUM

TO: JANUARY 28, 2014 COUNCIL AGENDA

FROM: DONNA ABBOTT

SUBJECT: PROPOSALS FOR TOURISM STRATEGIC PLAN

DATE: JANUARY 17, 2014

CC: DIANA CHAVIS

Proposals for the Tourism Strategic Plan will be received at the January 28, 2014 work session. These are proposals for professional services and as such, in accordance with the City Purchasing Manual, selection is based on qualifications. I respectfully request the Council to acknowledge receipt of each proposal and remand them to staff for review.

Firms that received proposal: Burrelle’s Luce Media Monitoring Services Florham Park, NJ CH Johnson Consulting Inc. Chicago Crossroads Consulting Service Tampa, FL Kensington Consulting Group Annapolis, MD Radcliffe Company Spokane, WA Reach Market Planning LLC Annandale, VA SHR Perceptual Management Phoenix, AR Strategic Advisory Group Duluth, GA The Chesapeake Group Baltimore Travel 2.0 Denver, CO

DChavis

Highlight

Request for Proposals for Ocean City, Maryland Department of Tourism

Strategic Plan for Tourism

Project Overview The Town of Ocean City, Maryland is soliciting proposals for a five-year strategic plan for tourism. The project will encompass interviewing key Ocean City tourism stakeholders, evaluating Ocean City tourism assets and conducting a market analysis to incorporate into a strategic plan that will serve as the blueprint for Ocean City’s tourism marketing, identifying target and niche markets and priorities for FY 2015-2020. Community Profile Ocean City, Maryland is a municipality located in Worcester County on the Mid-Atlantic coast. Its economy is tourism based. The resort town averages about 8 million visitors annually, with approximately half of those visitors traveling to Ocean City between Memorial Day and Labor Day, primarily from Maryland, Pennsylvania, the Washington DC/Northern Virginia metropolitan area and emerging markets of New York and New Jersey. Ocean City is Maryland’s only oceanfront vacation destination, known for its free and clean beaches, a world-class boardwalk, and access to numerous recreational pursuits including watersports, deep-sea and coastal bay fishing, golf, fine dining, amusement parks and more. Additionally, Ocean City is a popular choice for weddings, family and fraternal reunions, and social group gatherings. A second important component of Ocean City’s visitor base is convention and meeting trade with Ocean City’s Roland E. Powell Convention Center serving as the premier convention, meeting and trade show destination. The addition of a performing arts center is now under construction at the convention center, and a new Center for the Arts opened last year improving the town’s cultural assets. The town also sponsors outdoor festivals, concerts and movies on the beach in both the summer season as well as shoulder seasons of spring and fall. Winterfest of Lights is a holiday attraction developed to bring in business over that time period. Ocean City is ideally located to capture primary market access from one-third of the nation’s population. Access to the resort is very good from a 400-mile radius by many improved state and national highways. Ocean City is primarily a “drive-to” destination, although air service connections are available into the Salisbury/Ocean City Regional Airport from Philadelphia and Charlotte, NC. The Ocean City Department of Tourism is a department of and funded by the Town of Ocean City, MD, and is the official destination-marketing leader for the Town. The Tourism Department is responsible for the advertising, marketing and promotion of the resort and its attributes. It is responsible for increasing revenues to the town by increasing visitation to Ocean City. Ocean City’s 10-mile beach is lined by approximately 9,500 hotel rooms, 28,000 condominium rentals and more than 160 restaurants. The three-mile-long boardwalk has amusements, retail shops, restaurants and accommodations. . The Department of Tourism is guided and supported by the Mayor and City Council and the City Manager. Serving in an advisory capacity to the Department of Tourism is the Ocean City Tourism

Commission made up of the Mayor, three City Council members, and other appointed industry representatives from area trade associations.

Effective January 1, 2008, a new ordinance went into effect for performance-based funding of the advertising budget from a room tax increase. This means the advertising budget is subject to adjustments throughout the fiscal year based on room tax revenues. In FY 2009, the Town spent $3 million on marketing. In 2010, the Town invested an estimated $3.9 million in an integrated marketing campaign that includes, but is not limited to, public relations, broadcast and cable television, radio, outdoor, print, interactive, and collateral to promote the Town as a premier beach vacation destination. In FY 2011 the advertising budget was $4.7 million. In FY 2012 and FY 2013 the advertising budget was approximately $5 million. The Ocean City Tourism Department works with an advertising agency of record to attract visitors. Per the Mayor and Council the current targeted audience focuses on adults ages 25-49 with a household income of $50,000 plus, seeking families with children under 18 in the household. Ocean City has seen its market share rebound from the recessionary time period. The amount of room tax collected over the summer season (May through August) has increased 22 percent over the last four years. Hotel occupancy as measured by Smith Travel Research has shown some increase during the 2013 summer season over the 2012 season. While weekend visitation is exceedingly strong in season, weekday travel remains softer as family vacation length of stay has seen declines overall across the nation. Hotels also compete with condominium rentals, which in many cases offer a more spacious retreat for families and visitors who have longer periods of stay. The Town now seeks to have an independent evaluation of its tourism assets and an analysis of key feeder and niche markets, and incorporate findings into the development of a five-year strategic plan to maximize tourism potential. Desired Outcomes: Identify key geographic and demographic targets with the highest ROI potential. Identify niche market targets with the highest ROI potential. Identify and recommend a formula to determine ROI of events to drive tourism. Vision, goals and objectives for the Ocean City Department of Tourism for FY 2015-2020. A strategic planning document that contains all of the above. Responses: To respond to the request for proposals, please provide the following: A statement describing your understanding of the current dynamics of the travel industry. A detailed summary of your experience in the travel and tourism industry.

Your experience in facilitating strategic planning sessions, to include your recommended approach and samples of past agendas. Your recommendations for how this process should be structured to assist the Department of Tourism achieve the desired outcomes. Your fee. Three references familiar with your strategic planning capabilities. Any additional information you wish to include assisting the Town in the selection process.

Submission Instructions

1. Prior to the submission of written proposals, all questions concerning this RFP must be submitted in writing to the Director of Tourism, Donna Abbott, [email protected], 4001 Coastal Highway, Ocean City, MD 21842, and will be answered in writing. Questions must be submitted no later than 10 days prior to the due date.

2. Any interpretation or correction of the RFP will be made only by written addenda to all parties who have submitted written proposals.

a. Before submitting a proposal, each agency or individual shall make all investigations and examinations necessary to ascertain conditions and requirements affecting proposed services. Failure to make such investigations and examinations shall not relieve successful agency from obligation to comply in every detail with all provisions and requirements, nor shall it be basis for any claim whatsoever for alteration in any term of or payment required by an agreement. The Town of Ocean City reserves the right, at its discretion, to reject any and all bids.

3. Sealed bids shall be at the Office of the City Manager no later than 12:00 noon on Tuesday, January 28, 2014. Mailed bids must be received by this time, as postmarks will not be considered. Faxed bids will not be considered.

ADDRESS MAILED BIDS TO:

Office of the City Manager City Hall

Town of Ocean City, Maryland 301 Baltimore Avenue

Ocean City, Maryland 21842 410-289-8221

AND MARK PROMINENTLY ON THE FRONT OF THE ENVELOPE:

“SEALED BID: Tourism Strategic Plan RFP”

Proposals will be acknowledged at the Mayor and City Council Work Session on Tuesday, January 28, 2014 at 1:00 p.m. at City Hall, 301 Baltimore Avenue, Ocean City, Maryland.

THIS BID PACKAGE CONTAINS 3 PAGES. PLEASE MAKE A COPY FOR YOUR RECORDS AND RETURN ALL PAGES AS A PART OF YOUR BID PACKAGE.


4. NEW BUSINESS

C. Bid Award Recommendation –

1) 150 KW Generator

TOWN OF

The White Marlin Capital of the World TO: The Honorable Mayor, Council President and Members of Council THRU: David L. Recor, ICMA-CM, City Manager FROM: Terence J. McGean, PE, City Engineer RE: 150 KW Generator Bid Award Recommendation DATE: January 15, 2014 ISSUE(S): Recommend award for purchase of a 150 KW Generator SUMMARY: Bids for the purchase of a 150 KW generator to be installed at

the new Fire Station 4 were opened on January 14, 2014. Two bids were received. Fidelity Power Systems $44,469.00 and Alban Equipment $46,250.00.

FISCAL IMPACT: $44,469.00 to be paid from the Fire Station 4 bond project. RECOMMENDATION: Award the contract to the apparent low bidder, Fidelity Power

Systems in the amount of $44,469.00. ALTERNATIVES: None RESPONSIBLE STAFF:

Terence McGean, City Engineer

COORDINATED WITH: Cliff Christello, Fire Department ATTACHMENT(S): None

Agenda Item # 4C(1)

Council Meeting January 28, 2014


4. NEW BUSINESS


2) Boardwalk Network Camera Installation

TOWN OF

The White Marlin Capital of the World TO: The Honorable Mayor, Council President and Members of Council THRU: David L. Recor, ICMA-CM, City Manager FROM: Terence J. McGean, PE, City Engineer RE: Bid Award Boardwalk Network Camera Installation DATE: January 14, 2014 ISSUE(S): Bid award recommendation for Boardwalk Network Camera

Installation Contract. SUMMARY: Bids for Boardwalk Network Camera Installation were opened at

the January 14, 2014 work session. Three bids were received; however, only one, Stroika Construction, included a Bid Bond as required in the bid documents.

FISCAL IMPACT: $150,000 appropriated for this project from Boardwalk Bond

project cost savings. This contract did not include the cost of the cameras themselves which will be purchased directly by the City.

RECOMMENDATION: Award the contract to the low (and only) responsive bidder,

Stroika Construction, in the amount of $91,990. ALTERNATIVES: None RESPONSIBLE STAFF:


COORDINATED WITH: Rob Morand, Network Manager ATTACHMENT(S): Bid tabulation

Agenda Item # 4C(2)


Boardwalk Network Camera Installation Bid Tabulation

Stoika Royal Singhal* StaffNo. Item Const. Plus Company Estimate1‐3 Cable to tram station 8,587.00 9,800.00 16,705.00 10,000.00 4‐9 Cable to Talbot, camera at Dorchester 23,630.00 29,400.00 28,327.00 25,000.00 10‐11 Camera ‐ at North Division 6,890.00 8,700.00 12,766.00 12,500.00 12‐17 Cameras at 1st and 2nd 22,826.00 25,500.00 24,115.00 25,500.00 18‐26 Cameras at 5th, 7th, & 12th streets 30,057.00 26,340.00 50,115.00 27,000.00

Total Bid 91,990.00 99,740.00 135,210.00 100,000.00Bond Yes No No

* Bidder did not use the required bid form and added $3,182 for project management to his total bid price


4. NEW BUSINESS


3) Tennis Center Fence Replacement

TOWN OF

The White Marlin Capital of the World TO: The Honorable Mayor, Council President and Members of Council THRU: David L. Recor, ICMA-CM, City Manager FROM: Terence J. McGean, PE, City Engineer RE: Bid award recommendation Mallard Run Tennis Center Fence Replacement DATE: January 15, 2014 ISSUE(S): Replacement of fence at tennis courts 1-6 at the Mallard Run

Tennis Center SUMMARY: Bids for fence replacement at the Mallard Run Tennis Center

were opened at the January 14, 2014 Work Session. FISCAL IMPACT: $45,000 appropriated for this project from FY13 fund balance. RECOMMENDATION: Award the contract for the Mallard Run Tennis Center Fence

Replacement to the low bidder, Able Fence in the amount of $31,546.00.

ALTERNATIVES: None RESPONSIBLE STAFF:


COORDINATED WITH: Tom Shuster, Recreation and Parks Director ATTACHMENT(S): Bid Tabulation

Agenda Item # 4C(3)


Mallard Run Tennis Center Fence Replacment ‐ Bid Tabulation

Able Long New Anderson StaffNo. Description Fence Fence Holland Fence Estimate

1 Remove existing 2,700.00 2,100.00 720.00 5,500.00 3,000.00 2 New 10' Fence 21,386.00 22,100.00 33,830.00 30,388.00 34,000.003 New 4' fence 420.00 500.00 690.00 505.00 450.00 4 New Man gates 3,900.00 4,800.00 840.00 3,600.00 3,600.00 5 10'x8' single swing gate 1,060.00 900.00 415.00 845.00 1,000.00 6 10'x14' double swing gate 1,140.00 1,350.00 670.00 1,150.00 1,500.00 7 4'x12' double swing gate 940.00 750.00 380.00 650.00 1,000.00 Total Bid 31,546.00 32,500.00 37,545.00 42,638.00 44,550.00Bond Yes Yes Yes Yes


4. NEW BUSINESS


4) Beach Equipment Franchise

TOWN OF

The White Marlin Capital of the World

TO: The Honorable Mayor, Council President and Members of Council THRU: David L. Recor, ICMA-CM, City Manager FROM: Kelly L. Allmond, CMC RE: Beach Parcel Franchise Awards DATE: January 15, 2014

ISSUE(S): City Clerk recommends award to the highest bidder of the south end beach parcels, as presented on ATTACHMENT A.

SUMMARY: On December 3, 2013 a live auction was held for 26 of the 34 south end beach parcels. [Note: 8 of the 34 parcels were eligible for renewal at 10% above the first term annual amount].

City Staff reviewed, and has no concerns with, the winning bidders’ credit worthiness. All bidders submitted their required 20% payment on or before January 1, 2014.

FISCAL IMPACT: 23% increase in annual revenue over 2013 RECOMMENDATION: Award the bids as presented on Attachment A ALTERNATIVES: Rebid eligible streets RESPONSIBLE STAFF: Kelly L. Allmond, City Clerk COORDINATED WITH: Not applicable ATTACHMENT(S): 1) 2013 Beach Equipment Auction Bids

Agenda Item # 4C(4)

Council Meeting 1/21/2014

R=RENEWED FOR A SECOND TERM

Parcel 2013 Annual 2014 Annual

R Inlet $31,100.00 $34,210.00

South Division Street $26,950.00 $35,900.00

Worcester Street $8,910.00 $16,000.00

Somerset Street $7,700.00 $17,200.00

Talbot Street $3,960.00 $12,700.00

Caroline Street $660.00 $2,900.00

North Division Street $18,700.00 $26,700.00

R 1st Street $14,100.00 $15,510.00

2nd Street $23,750.00 $21,700.00

3rd Street $23,100.00 $25,410.00

4th Street $16,000.00 $16,800.00

R 5th Street $12,100.00 $15,900.00

6th Street $2,640.00 $9,000.00

R 7th Street $13,200.00 $14,520.00

8th Street $7,150.00 $11,000.00

R 9th Street $14,300.00 $15,730.00

10th Street $8,500.00 $8,200.00

11th Street $990.00 $2,900.00

R 12th Street $15,000.00 $16,500.00

R 13th Street $14,400.00 $15,840.00

14th Street $15,840.00 $19,000.00

15th Street $8,800.00 $18,700.00

16th Street $11,440.00 $12,200.00

17th Street $30,800.00 $39,000.00

18th Street $10,900.00 $10,700.00

R 19th Street $13,000.00 $14,300.00

20th Street $2,750.00 $3,500.00

21st Street $20,000.00 $14,500.00

22nd Street $22,950.00 $18,300.00

23rd Street $8,030.00 $7,700.00

24th Street $6,490.00 $7,500.00

25th Street $9,200.00 $8,000.00

26th Street $12,700.00 $9,700.00

27th Street $7,370.00 $8,500.00

$443,480.00 $526,220.00

Printed on 1/23/2014 Page 1 of 1


4. NEW BUSINESS

D. Request Approval to Solicit Bids –

1) Grass Mowing Services

25166

TOWN OF


TO: The Honorable Mayor, Council President and Members of Council THRU: David L. Recor, ICMA-CM, City Manager FROM: Thomas J. Shuster, Recreation & Parks Director RE: Permission to Bid Grass Mowing Services DATE: January 8, 2013

ISSUE(S): Request to continue contract grass mowing of Town properties. SUMMARY: The Recreation & Parks Department wants to continue the

practice of providing grass-mowing services in certain public properties owned by the Town by private contractor. Contract mowing began in 2011. Funds are included in the Parks FY14 Budget for contract mowing. Contract mowing has proven to be a cost effective measure that helps contain in-house labor costs. Bid opening is scheduled for February 13 at NSP.

FISCAL IMPACT: $18,000 as allocated in Parks Division budget. RECOMMENDATION: Authorize staff to solicit bids for contract mowing for spring,

summer and fall of 2014. ALTERNATIVES: Return to mowing by Parks employees. RESPONSIBLE STAFF:

Calvin Ginnavan, Parks Superintendent

COORDINATED WITH: Tom Shuster, Recreation and Parks Director Gary Collier, Assistant Parks Superintendent

ATTACHMENT(S): None

Agenda Item # 4D(1)



4. NEW BUSINESS

D. Request Approval to Solicit Bids –

2) Boardwalk Arch Re-coating

TOWN OF

The White Marlin Capital of the World TO: The Honorable Mayor, Council President and Members of Council THRU: David L. Recor, ICMA-CM, City Manager FROM: Terence J. McGean, PE, City Engineer RE: Upcoming Bid – Boardwalk Arch Re-coating DATE: January 10, 2014 ISSUE(S): Request permission to open bids for Boardwalk Arch Re-coating SUMMARY: The Boardwalk Arch paint is failing and the arch needs to be re-

coated. Bids for this work are scheduled to be opened at the February 11, 2014 Work Session.

FISCAL IMPACT: $40,000 to be paid from FY13 fund balance as previously

approved by the Mayor and Council. RECOMMENDATION: Open bids for Boardwalk Arch Re-Coating at the February 11

Work Session ALTERNATIVES: None RESPONSIBLE STAFF:


COORDINATED WITH: Public Works Department ATTACHMENT(S): None

Agenda Item # 4D(2)



4. NEW BUSINESS

E. Discussion of Valentine Couples' Carriage Rides presented

by Randy Davis, R & B Ranch

TOWN OF

The White Marlin Capital of the World TO: The Honorable Mayor, Council President and Members of Council FROM: David L. Recor, ICMA-CM, City Manager RE: Valentine Couples’ Carriage Rides DATE: January 21, 2014 ISSUE(S): Carriage rides on Valentine’s Day Weekend SUMMARY: To celebrate the Valentine’s Day weekend, Randy Davis, of R &B

Ranch, is requesting permission to operate carriage rides on the Boardwalk as follows: Start on 9th Street at the Paradise Hotel and travel to 17th

Street; Turn around on the Boardwalk and travel back to 9th Street; 11:00 a.m. to 5:00 p.m. February 15 and 16. Staff expressed concerns about horseshoes causing small divots on the Boardwalk; however, Mr. Davis explained that, although divots are sometimes caused by new horseshoes, the ones currently on his horse have been worn for some time and will not cause divots. For future consideration: Mr. Davis is interested in proposing a summertime carriage ride route at a future council meeting. Specifics are as follows: Start at 2nd Street and Boardwalk, travel west through stop

lights at Philadelphia and Baltimore and across St. Louis to Chicago Avenue;

Carriage will turn right on Chicago Avenue for scenic view of the bay, proceed to the end of Chicago, make a right on St. Louis and travel back down St. Louis to return to 2nd Street;

Operation will consist of 2 or 3 carriages running at one time, depending on business;

Hours of operation: 5:00 p.m. to 10:00 p.m. with carriages off the streets no later than 11:00 p.m.;

Comply with state road laws and add four-way flashers, “slow moving” signs and extra lighting to the carriages for patrons and traffic;

Ruth Waters of the Harrison Group has agreed to help with parking of the horse trailers;

Horse waste will be contained in diapers.

Staff expressed several concerns about this route and requests more time to evaluate the summer route proposal. The Mayor and Council have also expressed a desire to solicit request for proposals for this service.

Agenda Item # 4E


FISCAL IMPACT: Not applicable RECOMMENDATION: Mayor and Council consider Valentine’s Day weekend proposal ALTERNATIVES: Not applicable RESPONSIBLE STAFF: Not applicable COORDINATED WITH: Hal Adkins, Public Works Director

Terence McGean, City Engineer Eric Lagstrom, Risk Manager Lt. Scott Harner, OCPD

ATTACHMENT(S): None


4. NEW BUSINESS

F. TAB Funding Allocation Recommendations for 2014 Events presented by Greg Shockley, Chairman

TOWN OF


TO: The Honorable Mayor, Council President and Members of Council THRU: David L. Recor, ICMA-CM, City Manager FROM: Donna Abbott, Tourism & Marketing Director RE: TAB recommendation to fund 2014 events DATE: January 15, 2014

ISSUE(S): TAB recommends funding events proposed for 2014 by Team Productions from its Tourism Department allocation.

SUMMARY: At its January 9, 2014 meeting, TAB reviewed a proposal from

TEAM Productions for events in 2014, including patriotic laser shows Memorial Day weekend, laser shows on Sundays with new fireworks effects added, fireworks shows on the beach downtown on Mondays and Tuesdays in July and August, fireworks at Sundaes in the Park, fall events (beach maze, pet parade and pumpkin race), and a new event featuring sand sculptures along 10 blocks of downtown with interactive activities August 18 -September. TAB unanimously approved to fund $300,000 for all events except laser shows June 1 & June 8. TAB recommends these shows could be funded through sponsorships/ads. TAB recommends that TEAM Productions raise the remaining $50,000 to cover events not funded by TAB allocation through ads/sponsorships and that any amount raised over this be applied back to the budget, less 20% going to TEAM. This would not preclude the Town from finding advertisers.

FISCAL IMPACT: Funds are available in FY 2014 TAB allocation in the Tourism

Department budget to cover Memorial Day shows and late June events at $60,000. $240,000 would be needed for events falling on and after July 1 in FY15.

RECOMMENDATION: Approve TAB funds for the event. ALTERNATIVES: Do not approve. RESPONSIBLE STAFF:

Donna Abbott, Tourism & Marketing Director

COORDINATED WITH: Tourism Advisory Board ATTACHMENT(S): Plan presented to TAB by TEAM Productions.

Agenda Item # 4F


TAB MEETING, 1/9/2014

BEACH EVENTS

FOR

OCEAN CITY, MARYLAND

Presented by:

Special Event ProductionsTours, Entertainment, Amusement ManagementImage Engineering

2014 LASER SHOWS

48 sphere video/laser/SPFX showsNEW “fireworks effects” added to all shows3 shows a night on 16 datesShows every Sunday starting June 1-August 31Special “Patriotic” shows on Memorial Day

Weekend May 24-25, 2014

2014 LASER SHOWS

2014 FIREWORKS

16 fireworks shows on beach downtown2 shows per week on Mondays and Tuesdays

starting July 7- August 26

7 fireworks shows at Northside Park to coincide with “Sundaes in the Park” starting July 13 –August 24

2014 FIREWORKS

2014 O.C.TOBERFEST

Beach Maze October 18-19; October 25-26,2014

Operate under same budget as 2013

2014 O.C.TOBERFEST

2014 O.C.TOBERFEST

Pet Parade October 18, 2014; Pumpkin Race October 25, 2014

OC SANDFEST (NEW FOR 2014)

August 18- September 1, 2014Sand sculptures along 10 blocks of downtownPerformance and Art; night-time options


Performance art with Master Sculptors August 18-22 Display art and interactive activities with visitors and sculptors

August 23-24 Display art with special lighting continues August 25- September 1


“Santastic” sand art contestSand Sculpting LessonsPhoto Opportunities

2014 BUDGET

All Laser Shows : $130,000* All fireworks (beach and NSP) :$95,000* O.C.toberfest: $25,000* Sand Art Festival: $75,000* Special Events/T.E.A.M : $35,000**

*Turn-key pricing includes all products, equipment, marketing, labor, security, supplies, etc.**Includes planning, coordinating, administrative, supervising


4. NEW BUSINESS

G. Request Approval of Contract for Convention Center Tent Rental presented by City Engineer

TOWN OF

The White Marlin Capital of the World TO: The Honorable Mayor, Council President and Members of Council THRU: David L. Recor, ICMA-CM, City Manager FROM: Terence J. McGean, PE, City Engineer RE: Contract approval for Convention Center Tent Rental DATE: December 30, 2013 ISSUE(S): Request approval to amend existing contract with Select Event

Group for tent rental. SUMMARY: Due to construction activity in the Convention Center, two large

tents will need to be rented to accommodate an event from April 4, 2014 through April 6, 2014. Staff requests permission to amend the existing contract with Select Event Group for Sunfest/Springfest tents to include the Convention Center event. Note: Staff solicited quotes from two other vendors: $60,319 and $57,367.52.

FISCAL IMPACT: $45,130.52 to be paid from the Phase 2 Construction Budget. RECOMMENDATION: Amend the contract with Select Event Group to include tent

rental for the Convention Center event. ALTERNATIVES: None RESPONSIBLE STAFF:

Terence McGean, City Engineer Larry Noccolino, Convention Center Director

COORDINATED WITH: Maryland Stadium Authority ATTACHMENT(S): None

Agenda Item # 4G



4. NEW BUSINESS

H. Request Approval of B-JAG Grant Expenditure for Audiovisual Equipment presented by Captain Colbert

25166

TOWN OF


TO: The Honorable Mayor, Council President and Members of Council THRU: David L. Recor, ICMA-CM, City Manager FROM: Ross Buzzuro, Chief of Police, Ocean City Police Department RE: B-JAG Grant Expenditure Approval DATE: January 13, 2014

ISSUE(S): Request for expenditure of grant funds to replace and upgrade existing audiovisual recording capability of the Police Department’s two (2) Interview and Interrogation rooms located at the Public Safety Building.

SUMMARY: On October 1, 2013, the Agency received a Byrne – Justice

Assistance Grant (B-JAG) from the Governor’s Office of Crime Control and Prevention (GOCCP) for the express purpose of upgrading our current interview room recording equipment. The Maryland Criminal Procedure Article § 2-402 requires that Law Enforcement Agencies make reasonable efforts to create an audiovisual recording of a custodial interrogation of a criminal arrested for serious crimes whenever possible. Professional “Best Practices” also indicate that agencies should record all criminal interrogations whenever possible. The Police Department has two dedicated Interview rooms located in the Criminal Investigation Division that have been outfitted with audiovisual recording equipment. The equipment is non-standard, hard to use and highly unreliable. One of the rooms recording equipment no longer works at all. In the last year at least two recordings were lost due to a system crash.

FISCAL IMPACT: The total cost of the upgrade, $16,140, will be covered by grant

funds with $0.00 cash or in-kind matching by the Town. Beginning in year two of the installation, the Town could elect to continue the software maintenance agreement of $635.00 per year.

RECOMMENDATION: Approve the attached purchase and installation bid from Brekford

for the amount of $16,140 as a sole source bid. Brekford is an existing town vendor who installed and services our in-car video cameras and management system. If approved, the selected audiovisual equipment will be compatible with our current Panasonic Arbitrator System used for the In-car camera application. This will allow a single source for

Agenda Item # 4H


fixed and mobile digital video evidence capture, resulting in significant time and cost savings. By using a compatible system, the Agency can capture video in a comprehensive and seamless method from the field to the interrogation room. We would also utilize the existing Arbitrator server, management software, interface, and computer storage space. Agency personnel are very familiar with the Arbitrator System and would require little if any additional training.

ALTERNATIVES: Look at other camera systems not compatible with the agencies

current video storage, maintenance and management system and training. This choice may restrict us to upgrading only one of the interview rooms due to added cost.

RESPONSIBLE STAFF:

Michael Colbert, Captain, Police Department

COORDINATED WITH: Information Technology Department ATTACHMENT(S): 1) Grant Award and Acceptance Form

2) Brekford Sales Estimate and Quote

SALES ESTIMATEDATE

1/9/2014

QUOTE #

140034Q

NAME / ADDRESSTown of Ocean CityAttn: Accounts PayableP.O. Box 158Ocean City, Maryland 21843

SHIP / DELIVERTown of Ocean CityInformation Technology6501 Coastal HwyOcean City, MD 21842

P: 443-557-0200 f: 443-557-0201www.brekford.com7020 Dorsey Building # C

QUOTE VERSION TERMS

Net 30

VALID THROUGH

2/8/2014

REP

S E

Quote #

FEDERAL ID: 20-4086662

SIGNATURE (quote approval)

_____________________________________

Brekford Policy: 3 Year Limited Priority Warranty on Mobile DataComputers-hardware/labor (excluding: batteries). This warranty does not coverphysically damaged merchandise. Refund is only available on specialcircumstances and subjected to 25% restocking fee. No refund will beconsidered after 15 days from the date of purchase. For tech support and RMAservice call (443-557-0200).

TOTAL

ITEM DESCRIPTION QTY TOTALU/PRICE

*****INTERVIEW ROOM*****

EQUIPMENTPANASONIC<> ARB-KIT-HDVUE - MK3 Arb- Lind Panasonic Distribution Cen;Double-WiFi Antenna for ARB

360;Quantity 100 Pack SSD Cartridges;MK3 VPU2 8,333.004,166.50

PANASONIC<> ARB-WV-VC31 - Arbitrator integrated camera 4 1,813.00453.25PANASONIC<> CF-SVCARB2AMA1Y -Arbitrator 360 Software Maintenance Agreement - 1 Year per VPU (Ends

June 30) Does Not include Modular Software Applications2 635.00317.50

PANASONIC<> CF-SVCARB2EX2Y - Arbitrator 360 Extended Warranty - 2 Years (Years 4 & 5) 2 942.00471.00GEN ITEM Wall mounted covert microphone 2 360.00180.00Install Kit Installation Kit: Wiring , Mounting solution, cables, housing for cameras and associated material and

equipment for install.2 700.00350.00

INSTALLATIONLABOR Initial on-site visit for planing and preperation 1 760.00760.00LABOR Panasonic certified techinician on site to assist with installation and programing of inverview room

arbitrator system3 2,280.00760.00

LABOR One time travel charge for whole project 1 317.00317.00

$16,140.00


4. NEW BUSINESS

I. Discussion of Refunding 2004 Bonds presented by Finance

Administrator

TOWN OF


Agenda Item# 4I

Council Meeting January 28, 2014 TO: The Honorable Mayor, Council President and Members of Council THRU: David L. Recor, ICMA-CM, City Manager FROM: Martha Bennett, Finance Administrator RE: Refunding of 2004 bonds DATE: January 13, 2014 ISSUE(S): Refunding of 2004 bonds SUMMARY: Sam Ketterman of Davenport has prepared a refunding analysis for

the 2004 bonds which have a balance of $4,100,000. They can be refunded in March 2014 at an estimated savings of $134,730. While the savings is modest, the present value is in excess of 3.41%. If offered to banks only as a negotiated transaction, it would not require as much time or expense as a public sale. Davenport would prepare a four page solicitation and use the 2013 official statement for disclosure to the potential bidders.

FISCAL IMPACT: Refunding the 2004 bonds results in an estimated savings of

$133,730 for FY15 and $500 in FY16 and FY17. RECOMMENDATION: To ask bond counsel to prepare ordinance to issue new bond to refund

2004 General Obligation Refunding Bonds. ALTERNATIVES No action. Bonds mature as scheduled. RESPONSIBLE STAFF: Martha Bennett, Finance Administrator COORDINATED WITH: Cheryl Guth, Bond Counsel ATTACHMENT(S): Davenport analysis of present value of savings on cash flow

142014 100057 AM 8045494200 Davenport Company LLC Page 6 12

Jan 14 2014 938 am Prepared by DBC Finance Finance7008 Ocean City MD debt20142014REF2014REF Page 4

SUMMARY OF BONDS REFUNDED

Town of Ocean City MarylandSeries 2014 Refunding of2004 GO

085 Indicative Rate from 13ank ofAmerica

Maturity Interest Par Call CaII

Bond Date Rate Amount Date Price

Series 2004 Municipal Purpose Refimding 2004RSERIAL 03012015 4000 171000000 04152014 100500

03012016 4000 179500000 04152014 100500

03012017 4000 59500000 04152014 100500

410000000

Received Time Jan 14 2014 956AM No 2998

142014 100057 AM 8045494200 Davenport Company LLC Page 7 12

Jan 14 2014 938 am Prepared by DBC Finance Finance7008 Ocean City MD debt20142014REF2014REF Page 5

SAVINGS

Town of Ocean City MarylandSeries 2014 Refunding of 2004 GO

085 Indicative Rate from Bank of Americn

Present ValuePrior Refunding to04152014

Date Debt Service Debt Service Savings tt 08501038

06302015 187400000 174026952 13373048 1330275706302016 189060000 189009700 50300 6508906302017 61880000 61821050 58950 61384

438340000 424857702 13482298 13429230

Savings Summary

PV of savings from cash flow 13429230Plus Refunding finds on hand 45556

Net PV Savings 13474786

Received Time Jan 14 2014 956AM No 2998

January 28 2014 Complete Agenda

Documents

Transcript of January 28 2014 Complete Agenda