November 12, 2013 COMPLETE AGENDA.pdf

8/14/2019 November 12, 2013 COMPLETE AGENDA.pdf

1/98

MAYORANDCITYCOUNCILWORKSESSION

Tuesday,November12,20131:00PM

AClosedSessionisscheduledfrom12:00PM1:00PMtodiscusslegalmatters.AGENDA

1. CALLTOORDER2. REPORTONCLOSEDSESSIONNovember12,201312:00p.m.1:00p.m. 3. COMMENTSFROMTHEPUBLIC

AnypersonwhomaywishtospeakonamatterscheduledfordiscussionontheWorkSessionAgendamaybeheardduringCommentsfromthePublicforaperiodofthree(3)minutesorsuchtimeasmaybedeemedappropriatebytheCouncilPresident. Anyonewishingtobeheardshallstatetheirname,addressandtheAgendaitemonwhichheorshewishestospeak.

4. NEWBUSINESSA. BidOpenings

1) MTAFundedWestOceanCityPark&RideBoardwalkRedecking2) NorthsideParkCanoeandKayakRentalConcession3) PublicWorksSignMachine

B. IntroductionofConstructionDivisionManagerWoodyVickerspresentedbyPublicWorks

DeputyDirector

C. StateHighwayAdministrationFallMeetingpresentedbyDonnieDrewer,DistrictEngineerand

KenCimino,AssistantDistrictEngineer

D. DiscussionofVeteransPreferenceEmploymentPolicypresentedbyHumanResourceDirector

E. RequestforApprovalofComprehensiveEmergencyOperations PlanpresentedbyEmergency

ServicesDirector

F. DiscussionofFY14SpecialAppropriationspresentedbyCityManager

5. ADJOURN


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WORK SESSION -MAYOR AND CITY COUNCIL

TUESDAY, NOVEMBER 12, 2013

2. Report on Closed Session November 12, 2013 12:00 p.m.

1:00 p.m. Legal Matters


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NOTICE OF CLOSED SESSION OF MAYOR & CITY COUNCIL OF OCEAN CITY

AUTHORITY: State Government Article: Section 10-508(a) Annotated Code of MarylandPURPOSES:

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 mattersdirectly related thereto;

4. Consider a matter that concerns the proposal for a business or industrialorganization 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 potentiallitigations;

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

10. Discuss public security if the public body determines that public discussionwould 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 criminalconduct;

13. Comply with a specific constitutional, statutory or judicially imposedrequirement that prevents public disclosures about a particular proceeding ormatter; or

X

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

DATE AND TIME: Tuesday, November 12, 2013 1:00 .m.

PLACE: City Hall

SUBJECT: Legal Matters

VOTE: UNANIMOUS

OTHER: FOR:

AGAINST:

ABSTAIN:

ABSENT:


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REPORT OF CLOSED SESSION

OF THE MAYOR AND CITY COUNCIL OF OCEAN CITY

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

November 12, 2013, a closed session was held on Tuesday, November 12, 2013, at

12:00 p.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 Matters

(b) Persons present:

Mayor Richard Meehan

City Manager David RecorCouncil President Lloyd Martin

Council Secretary Mary Knight

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

City Solicitor Guy AyresExecutive Office Associate Diana Chavis

Action(s) taken:

Motion to close meeting:

End Time:

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

1) MTA Funded West Ocean City Park & RideBoardwalk Re-decking


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4. NEW BUSINESSA.Bid Opening -

2. Northside Park Canoe and Kayak Rental Concession


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BID SPREAD SHEET

NSP CANOE/KAYAK RENTAL CONCESSION

BID OPENING NOVEMBER 12, 2013 @ 11:00 A.M.

VENDOR VENDOR RESPONSE

Coastal Kayaks

Attn.: Mitch Mitchell36187 Cookie Lane

Frankford, DE 19945

48thStreet Water Sports

Attn.: Mike Hricik3103 Windjammer LaneOcean City, MD 21842

Maryland Coastal Bays

Attn.: Sandi Smith9919 Stephen Decatur Highway, Suite 4

Ocean City, MD 21842

Paddle House Outfitters

11930 Ocean GatewayOcean City, MD 21842

Superfun Eco Tours

Attn.: Tom Simon107 West Street

Berlin, MD 21811

What SUP

9808 Stephen Decatur Highway, Suite 6Ocean City, MD 21842

* Highest and Best Bid

P:/Parks/Cal/CanoeKayakRFP/Canoe & Kayak Bid Submission


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TOWN OF OCEAN CITY

OCEAN CITY, MARYLAND

CONTRACT DOCUMENT

FOR THE PROVISION OF

Northside Park Canoe and/or Kayak Rental Concession

COUNCIL

LLOYD MARTIN

PRESEIDENT

MARY P. KNIGHT

SECRETARY

BRENT ASHLEY

DOUG CYMEKDENNIS DARE

JOSEPH M. MITRECIC

MARGARET PILLAS

MAYOR CITY MANAGER

RICHARD W. MEEHAN DAVID L. RECOR

DIRECTOR OF RECREATION & PARKSTHOMAS J. SHUSTER, CPRP

BID DATE/TIME: Tuesday, November 12, 2013 at 11:00 a.m.


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TABLE OF CONTENTS

ITEM

1. ADVERTISEMENT FOR BIDS

2. INFORMATION FOR BIDDERS

3. BID FORMS

4. AGREEMENT

5. SCOPE OF SERVICE

6. MAP

7. NOTICE TO PROCEED


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The TOWN OF OCEAN CITY, MARYLANDis soliciting bids for the NorthsidePark Canoe and/or Kayak Rental Concession.

Please indicate your interest in receiving a copy of the bid specifications by making arequest in writing to the following address or by calling 410-250-0125:

Thomas J. ShusterTown of Ocean City, Maryland

200 125th

Street

Ocean City, MD 21842

To be considered, the proposal must be received by the City Manager, 301 North

Baltimore Avenue, Ocean City, MD 21842 by 11:00 a.m., on Tuesday, November 12,

2013.


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INFORMATION FOR BIDDERS

BIDS will be received by THE TOWN OF CITY (herein called the TOWN), atthe office of the City Manager, City Hall, 301 North Baltimore Avenue, Ocean City,Maryland until Tuesday, November 12, 2013 at 11:00 a.m.then opened and read aloudat the Council meeting held at 12:00 noon.

Each BID must be submitted in a sealed envelope, addressed to the Mayor andCity Council of the Town of Ocean City, Maryland. Each sealed envelope containing aBID must be plainly marked on the outside as BID for the Northside Park Canoeand/or Kayak Rental Concession and the envelope should bear on the outside the nameof the BIDDER, his address, and his license number. If forwarded by mail, the sealedenvelope containing the BID must be enclosed in another envelope addressed to the

Town of Ocean City, City Managers Office, P.O. Box 158, Ocean City, Maryland21843. Faxed bids will not be accepted.

All BIDS must be made on the required BID form. All blank spaces for BIDprices must be filled in, in ink or typewritten, and the BID form must be fully completedand 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 allBIDS. Any BID may be withdrawn prior to the above scheduled time for the opening ofBIDS or authorized postponement thereof. Any BID received after the time and datespecified shall not be considered. No BIDDER may withdraw a BID within 60 days afterthe actual date of the opening thereof. Should there be reasons why the contract cannotbe awarded within the specified period, the TOWN may extend the time.

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

The CONTRACT DOCUMENTS contain the provisions required for theprovision of the CONCESSION. Information obtained from an officer, agent, oremployee of the TOWN or any other person shall not affect the risks or obligationsassumed by the CONTRACTOR or relieve him from fulfilling any of the conditions ofthe contract.

The party to whom the contract is awarded will be required to execute theAgreement. In case of failure of the BIDDER to execute the Agreement, the Town mayat its option consider the BIDDER in default.


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The TOWN shall issue the NOTICE TO PROCEED within ten (10) days of theexecution of the Agreement. Should there be reasons why the notice to proceed cannotbe issued within such period, the time may be extended by mutual agreement between theTOWN 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 CONTRACTORmay terminate the Agreement without further liability on the part of either party.

The TOWN may make such investigations as it deems necessary to determine theability of the BIDDER to perform the WORK and the BIDDER shall furnish to theTOWN all such information and data for this purpose as the TOWN may requestincluding a personal background, financial and credit worthiness check.

The TOWN reserves the right to reject any BID if the evidence submitted by, orinvestigation of, such BIDDER fails to satisfy the TOWN that such BIDDER is properlyqualified 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 most qualified BIDDER offering the highest net returnto the Town.

All applicable laws, ordinances, and the rules and regulations of all authoritieshaving jurisdiction over operation of the CONCESSION shall apply to the contractthroughout.

Each BIDDER is responsible for inspecting the site and for reading and beingthoroughly familiar with the specifications and contract documents. The failure oromission of any BIDDER to do any of the foregoing shall in no way relieve any BIDDERfrom any obligation in respect to his BID.


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NORTHSIDE PARK CANOE AND/OR KAYAK RENTAL CONCESSION

BID FORM

Proposal of ___________________________________ (hereinafter BIDDER),

organized and existing under the laws of the State of ____________________________

doing business as a/an ______________________________________________.

To the MAYOR AND CITY COUNCIL OF OCEAN CITY, MARYLAND

(hereinafter called the TOWN).

In compliance with your Advertisement for Bids, BIDDER hereby proposes to

perform all WORK for the Northside Park Canoe and/or Kayak Rental Concessionin

strict accordance with the CONTRACT DOCUMENTS, within.

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 work.


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NORTHSIDE PARK CANOE AND/OR KAYAK RENTAL CONCESSION

BID FORM CONTINUED

BIDDER agrees to supply all labor and materials described in the GENERAL

SPECIFICATIONS for the following:

BIDDER proposes to pay the amount of $ ________________________ annually

to the Town of Ocean City, for the exclusive rights to provide canoe and/or kayak rentals

and outings at Northside Park.

CONCESSION MANAGER

The Concession Manager shall be:

Name: _____________________________________________

PHONE: ___________________________________________

Respectfully submitted:

_______________________________ _______________________________Signature Street Address

_______________________________ _______________________________Title State/Zip

_______________________________(seal if BID is by a corporation)License Number

________________________________ _______________________________Attest Date


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AGREEMENT

THIS AGREEMENT,made this __________ day of ________________ 20___,by and between THE TOWN OF OCEAN CITY, hereinafter called TOWN and_______________________________________ doing business as (an individual), (a

partnership), or (a corporation) hereinafter called CONTRACTOR.

WITNESSED: That for and in consideration of the payments and agreementshereinafter mentioned:

1. The CONTRACTOR shall commence and complete the operation of the NorthsidePark Canoe and/or Kayak Rental Concession.

2. The CONTRACTOR shall furnish all of the material, supplies, tools, equipment, laborand other services necessary for the operation of its concessions described herein.

3. The CONTRACTOR shall commence the work required by the CONTRACTDOCUMENTS within six (6) calendar days after the date of the NOTICE TOPROCEED and shall complete the same by October 4, 2015.

4. The CONTRACTOR agrees to perform all of the WORK described in theCONTRACT DOCUMENTS and comply with the terms therein for the sum of$_________________ (________________) or as shown in the BID schedule.

5. The term CONTRACT DOCUMENTS means and includes the following:

A. Advertisement

B. Information for BiddersC. Bid FormD. AgreementE. Scope of ServiceF. MapG. Notice to Proceed

6. The CONTRACTOR shall pay to the Town in the manner and at such times as setforth in the Scope of Services such amounts as required by the CONTRACTDOCUMENTS.

7. This Agreement shall be binding upon all parties hereto and their perspective heirs,executors, administrators, successors, and assigns.


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IN WITNESS WHEREOF, the parties hereto have executed, or caused to beexecuted by their duly authorized officials, this Agreement in duplicate each of whichshall be deemed an original on the date first above written.

CONTRACTOR: TOWN:

BY ___________________________ BY___________________________DAVID L. RECORCITY MANAGER

NAME________________________

TITLE ________________________(SEAL) (SEAL)

ATTEST_______________________ ATTEST_______________________

NAME_________________________ NAME_________________________


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Town of Ocean City

Ocean City, Maryland

Request for Proposals

For Canoe and/or Kayak Rental Concession

2014 - 2015


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SCOPE OF SERVICES CANOE AND/OR KAYAK RENTAL CONCESSION

1. OBJECTIVE AND RESPONSIBILITIES

A. Objectives

1. Provide a high-quality service and affordable canoe and/or kayak rentalprogram for the citizens of, and visitors to, The Town of Ocean City, Maryland(Town).

2.Expand the numbers of community members participating and gainingenjoyment from Northside Park and the Assawoman Bay.

3.Provide a revenue source for the Town.B. Responsibilities

1. Set up, supervise and maintain a qualified canoe and/or kayak teaching staffcapable of running a canoe and/or kayak operation.

2. Administer canoe and/or kayak rentals and group outings while promoting safecanoe and/or kayak use in Ocean City.

3. Work cooperatively with a wide variety of Town departments, officials andemployees.

4. Provide and take all necessary safety measures. The canoe and/or kayakRental Management Firm (Management Firm), is not to leave the premisesuntil all rentals have returned and all watercraft secured for the day.

2. CANOE AND/OR KAYAK MANAGEMENT

A. Hours and Days of Operation. The primary operating period shall be May 1,2014 to October 5, 2014 and May 1, 2015 to October 4, 2015. Days and hoursare to be set by the Management Firm, within the parameters that no launchesoccur prior to 7:00 a.m. and all vessels must be on shore no later than duskweather permitting. A schedule must be submitted and approved by the

Recreation & Parks Director prior to commencing. Fireworks launched fromthe pier at Northside Park will necessitate the canoe and/or kayak launch site beclosed July 1 and remain closed until July 6 in 2014 and certain dates aroundJuly 4, 2015 to be determined by May 1, 2015 to facilitate the load in /execution / load out of the fireworks display. In addition, all vessels will need tobe on shore and the canoe and/or kayak launch site closed no later than 3:00p.m. on Sundays from July 13 to August 24 in 2014 to facilitate fireworks to beheld in conjunction with Sundaes in the Park concert series. Additionalfireworks dates may be added at the discretion of the Town. Changes to theoperating schedule can be made only with the written approval of the Town.

B. Maintenance. Management Firm shall accept all properties, facilities, and

equipment as is in their presently existing condition and shall, at its ownexpense, maintain the canoe and/or kayak launching area, bearing the start-upand closing costs as well as on going maintenance throughout the season. It isfurther understood that Management Firm shall provide the Town a monthlymanagement report consisting of attendance and rentals, income of permitsales, maintenance undertaken, and other minor repairs that may have beenperformed. Any major repairs / modifications to the launch site shall not bemade without the prior consent of the Town. Routine repairs for purposes ofpublic safety may be made immediately.

C. Minimum Staffing. The Town requires that a qualified individual


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associated with the Management Firm serve as the on-site manager.Such individual must have full authority to act for the Management Firm and

bind the Management Firm in all respects with regard to the operation. AllManagement Firm personnel shall wear staff shirts when on duty identifyingthem as a Management Firm employee.

D.Liability Insurance / Indemnity Requirements Proof of liability insurancein the minimum amount of $1,000,000 shall be submitted to the Recreation &Parks Director prior to commencing operations. The Town of Ocean City mustbe named as an additional insured on the policy. The Management Firm agreesto protect and hold harmless the Town from any liability arising from theManagement Firms activities in the operation of the concession.

3. REPORTING RELATIONSHIP

A. The Management Firm reports directly to the Recreation & Parks Director, ordesignee.

B. All activities and other programs must be approved on a case by case basis bythe Recreation & Parks Director, or designee prior to advertising.

C. The Management Firm is responsible for taking in registration forms andcreating program rosters.

D. The Recreation & Parks administrative staff will respond to phone inquiries thatcome into the department to the best of their ability. The Management Firm willprovide scheduling information, an on site contact phone number and otherbasic information to the administrative staff for this purpose.

4. FINANCIAL RELATIONSHIP

A. The Management Firm shall be responsible for all expenses associated with thecanoe and/or kayak program inclusive of staff, advertising, registrations and all

other program expenses.B. The Management Firm shall be responsible for any applicable Federal, State,

and / or Local business licenses, taxes, and / or fees associated with theoperation.

C. Promotional, marketing, sales and equipment expenses shall be borne by theManagement Firm. Any material for public release shall be approved by theRecreation & Parks Director prior to circulation.

D. A $1,000, refundable, security deposit shall be payable upon award of contract.At end of the contract period, deposit funds will be returned to the ManagementFirm upon receipt of final payment, the removal of all equipment and mobile

office building (if applicable), and return of the site to its initial state.

E. The Management Firm shall provide five percent (5%) of the bid amount uponthe signature of the Notice to Proceed. The Management Firm shall pay fortyfive percent (45%) of the annual bid amount by May 31 and the balance of theannual bid amount by July 15 for each year of operation under the contact. If atany time, the Management Firm fails to submit a required payment, theManagement Firm may be required to cease operations and vacate the premisesimmediately.

F. The Management Firm authorizes the Town to make inquiry about the personalbackground, financial and credit worthiness of the Management Firm includingpermission to obtain credit and bank references.


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5. LOCATION

A. The rental area shall be in a pre-determined location at Northside Park approvedby the Town and described on the attached map. This area shall be kept in aclean and orderly manner and all equipment shall be secured nightly. TheManagement Firm shall be responsible for collection, disposal, and removal ofall trash / packing materials generated from the operation. The ManagementFirm shall secure all boats and equipment at the end of each business day.

B. The Management Firm shall provide a mobile office space and removable boatstorage racks, as necessary. The shed with an approximate footprint not toexceed 120 square feet, for purposes of office and secure storage space close tothe operations, may be granted installation for each operating season with priorapproval of the Recreation & Parks Director. This shed and storage racks maybe located on site no earlier than one week prior to season start up and shall beremoved from the premises at the end of each season, no later than 3:30 p.m. onthe Friday after the last day of the primary operational period for that season.

C. One 20 amp electrical outlet will be provided to the mobile office area.D. Bathrooms located in the two concession buildings at Northside Park are

available Monday through Friday from 7:00 a.m. to 3:00 p.m. These bathroomsremain unlocked after 3:00 p.m. when Recreation & Parks sanctioned programsare scheduled. They are locked at the conclusion of that program. Additionally,one portable toilet is available for use in close proximity to the pier.

E. The Town of Ocean City shall not be responsible for the security and/or safetyof the vendors equipment.

F. Vehicular access to the site is granted to the Management Firm for the solepurpose of transporting rental equipment to the site. Immediately afterunloading, all vehicles shall be removed from the premises. Staff and / orpatrons are required to park in marked parking areas along 125

thStreet and

Jamaica Avenue at all times.

6. MINIMUM CRITERIA

A. Equipment

1. The Management Firm shall provide a list of inventory and availability of avariety of vessels including single kayaks, double kayaks and some canoes orstand-up paddleboards that would be dedicated to the Northside Park site.

2. The Management Firm shall provide personal floatation devices for allparticipants for every vessel that is rented.

3. The on site manager shall need to be equipped with a cell phone and a first aidkit for their use. Use of Recreation & Parks Department phone for other than

emergency purposes are prohibited.

B. Staff Experience

1. Minimum of three (3) years' experience by the Management Firm, managingpublic or private canoe and/or kayak rentals, preferably in the public sector.

2. Minimum of one (1) year experience managing public or private canoe and/orkayak rentals by the On Site Manager.

3. All Management Firm staff shall be required to pass a standardized Townbackground screening at the expense of the Management Firm.


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C. Qualifications and Certifications

1. Management Firm shall be a certified member of the ACA (American CanoeAssociation) and listed in the SEIC Registry (Safety Education InstructionCouncil). Management Firm must provide a copy of their current ACAcertification.

2. The On Site Manager shall have received training specifically geared towardteaching canoe and/or kayak in public recreation environments. Evidence oftraining by an employer who operates public recreation programs or evidenceof attending ACA workshops on the subject are some, but not the only,examples that a Management Firm may present.

3. Management Firm shall demonstrate an experience record of success directinga canoe and/or kayak program.

4. Management Firm shall have directed a canoe and/or kayak concession in theState of Maryland and be familiar with, and abide by, all applicable MarylandDepartment of Natural Resources and United States Coast Guard requirementsfor operating on the Assawoman Bay.

5. Management Firm shall provide complete resume or history of firm and all itsprincipals, including the most recent contracts within the past year.

6. Management Firm shall have a minimum of (3) three years experiencemanaging canoe and/or kayak outings. On site Manager must have minimumof one (1) year experience managing public or private canoe and/or kayakrentals.

7. EVALUATION OF PROPOSALS AND AWARD OF CONTRACT

A. The contract will be awarded to the canoe and/or kayak Management Firmoffering the most advantageous proposal, taking into consideration allevaluation criteria as well as price.

B. A thorough reference check will be performed by Recreation & Parks Staff todetermine the qualifications and past history of canoe and/or kayak

Management Firms previous contract(s) of comparable size.C. In evaluating proposals, the Town will consider the qualifications of only

those Management Firms whose proposals are in compliance with theprescribed requirements. The Town reserves the right to reject any proposal ifthe evidence submitted by, or the reference check of such Management Firm,fails to satisfy the Town that the Management Firm is properly qualified tocarry out the obligations of the contract.

D. The Director of Recreation and Parks and the Superintendent of Parks shallevaluate all proposals and recommend the bidder to be selected by the Mayorand Council.

E. In awarding the contract, the Mayor and Council may take into consideration

the quality, durability, aesthetics, style, materials, appropriateness and intendedfunctions of the vessels and equipment; the skill, facilities, capacity,experience, ability, responsibility, reputation, previous work and financialstanding of the bidder; the period of time within which the services are to befurnished; and the necessity of prompt delivery of items described herein. Theinability of any bidder to meet the requirements mentioned above may because for rejection of this proposal.


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8. PROPOSAL SUBMISSION REQUIREMENTS

A. Price Proposal. Management firm's fee (defined dollar amount) to be paid tothe Town shall be submitted on the Bid Forms. An authorized representative ofthe Management Firm shall sign these completed forms.

B. Technical Proposal. Management Firm's technical proposal shall be signed bya duly authorized representative of the Management Firm and submitted withthe Bid Form on Attachment A and shall include, but not be limited to, thenarrative descriptions outlined on the five (5) sheets entitled Technical Proposal Minimum Criteria.


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Attachment A: TECHNICAL PROPOSAL - MINIMUM CRITERIA (continued)

1. Minimum three (3) years experience or equivalent by the Management Firmmanaging public or private canoe and/or kayak rental concession and outings.List name of canoe and/or kayak rental concession, number of years managed,location and professional references to contact.

Name of Bidder:__________________________________ Date:_________________

Signature:_______________________________________


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2. Minimum one (1) year experience by the on site Manager managing public orprivate canoe and/or kayak rentals. List name and background of the proposedon site Manger(s).


Signature:_______________________________________


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3. Proposed maintenance plans, including start-up, on-going maintenance andshutdown procedures.


Signature:_______________________________________


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4. Provide a set of rules and regulations, proposed vessel inventory, as well aspricing structure & services offered for the canoe and/or kayak rental atNorthside Park.


Signature:_______________________________________


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5. Plan to provide additional incentives to increase the amount of use by OceanCity residents, by youth and seniors and to increase community spirit and publicawareness of the canoe and/or kayak launch site as a community resource.Describe below the actions and programs that will be undertaken to provide forincentives that will allow continued growth of canoe and/or kayak rentals andoutings.


Signature:_______________________________________


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NOTICE TO PROCEED

To: Date:

Re: Northside Park Canoe and/or Kayak Rental Concession

You are hereby notified to commence WORK in accordance with the Agreement dated_______________ on or before _______________ you are to complete the WORK withinthe concession period specified in the contract documents. The date of completion of allWORK is therefore: _______________, 20___.

TOWN OF OCEAN CITY

By: ___________________________David L. Recor, City Manager

NOTICE TO PROCEED

Receipt of the above NOTICE TO PROCEED is hereby acknowledged by

________________________________________________________________, this the

_______________ day of ______________________, 20_____.

By_______________________________

Title _____________________________

S:\Share\Cal\CanoeKayakRFP\NSP Canoe & Kayak Rental Concession Final 10/16/2013


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4. NEW BUSINESSA.Bid Openings -

3. Public Works Sign Machine


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Public Works Sign Machine Bidders ListVendor Name Bid Package Submission

Advantage Supply, Inc.

P.O. Box 888684

Grand Rapids, MI 49588

Stewart Cook

877-237-4464

[email protected]

EliteProNet

224 Datura Street

Suite 101

West Palm Beach, FL 33401

Jenna Slade

561-227-9612

[email protected]

GableVision

7440 Fort Smallwood Road

Baltimore, MD 21226

Jim Kleiner

443-817-0316

[email protected]

Osburn Associates, Inc.

11931 Ohio 93

Logan, OH 43138

Steve Gastin800-523-8917

[email protected]

SignCAD Systems, Inc.

10590 Wayzata Blvd, Suite 230

Minnetonka, MN 55305

Jude Roby

800-722-6997

[email protected]

TAPCO

5100 W Brown Deer RdBrown Deer, WI 53223

Lee Sisson

804-647-1446

[email protected]


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Tyrrell Tech, Inc.

9045 Maier Road, Suite A

Laurel, MD 20723

Craig Tyrrell

888-865-0300

[email protected]


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BID FORM

PAGE ONE

RE: Sign Machine

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

honor the bid and subsequent Contract.

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

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 Vendor if they do not meet

every bid line item specification. All bids will be reviewed for their own merit to

determine the successful low Vendor.

Sealed bids must be in the City Managers Office, City Hall, 301 Baltimore Avenue,

Ocean City, Maryland no later than 11:00 AM, Tuesday, November 12th

, 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 will be addressed to the City Managers Office, 301 Baltimore Avenue,

Ocean City, Maryland 21842 and marked prominently on the front of the envelope

SEALED BID: SIGN MACHINE

The Mayor and City Council will acknowledge the bids at their regular Work Session

Tuesday, November 12th

, 2013 at 1:00 P.M. at City Hall, 301 Baltimore Avenue, Council

Chambers, Ocean City, Maryland. Following staff review and Council approval all

Vendors will be notified of the final results.

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

has the right to reject any and all bids for any reason.

DATE: SIGNED: _____TITLE: _____________________

COMPANY: ___________________


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BID FORM

PAGE TWO

RE: SIGN MACHINE

Company Name:

Address:

Phone:Fax No. ________________________________________________

Note 1. F.O.B., Destination-Prepaid & Allowed

Officer Name:

Title:

Signature:

Date:

Note 2. This bid form must be signed by an officer of Vendors organization or an

authorized agent for this proposal to be considered valid by the Mayor

and City Council of Ocean City, Maryland.


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SPECIFICATIONS & PRICING DOCUMENT

Qty. Description Vendor Price

1 HP Latex 260 Design Jet L26500 61 Printer to includeHP 792 Ink set (CYMKLmLc):

Tech Specs

Print:

Print Resolution-up to 1200 x 1200 dpi

Margins(top x bottom x left x right)-Roll: 5x5x5x5mm

Technology-HP Thermal Inkjet

Ink Types-HP Latex Inks

Ink Colors-6 (1 each-canyon, magenta, yellow, black,

light cyan, light magenta)

Ink Drop-12 pl

Print Cartridge Volume Delivered-775 ml

Print Head Nozzles-2112

Print Heads-6 (2 x yellow/black, 2 x cyan/light cyan, 2

x light magenta/magenta)

Print Speed-22.8 m2/hr (4-pass bidirectional), 16.5

m2/hr (6-pass directional), 10.6 m2/hr (8-pass

directional), 9 m2/hr (10-pass directional), 7.6 m2/hr

(12-pass bidirectional), 6.3 m2/hr (16-pass

bidirectional)

Maximum Print Length-No physical limit (determined

by RIP software or media roll length); recommendedup to 30m

Maximum Print Weight-40kg

Media:

Handling-Roll feed; take-up reel, automatic cutter (for

vinyl, paper-based media, backlit polyester film, and

thin banners)

Types-Banners, vinyls, films, fabrics, papers, mesh

(liner used with porous media)

Size-58 to 155 cm rolls

Thickness-Up to 0.5mmMemory:

Standard-512 MB

Connectivity:

Interfaces (standard)-Gigabit Ethernet (1000Base-T)

Dimensions (w x d x h):

Printer-2465 x 690 x 1370 mm

Shipping-2690 x 815 x 1200 mm


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Weight:

Printer-202kg

Shipping-291 kg

Environmental Ranges:

Operating Temperature-15-30C

Storage Temperature-25-55COperating Humidity-20-80 RH (non-condensing)

Storage Humidity-20-90% RH (non-condensing)

Acoustic:

Sound Pressure-57dB(A), 49.5 dB(A) (standby)

Sound Power-7.5B(A), 5.5 B(A) (standby)

Power Consumption:

Maximum-4.8 kW maximum (only when warming up),

2.7 kW (active), 95 watts (standby), 50 watts (sleep),

0.4 watts (manual-off)

Power Requirements-Input voltage (auto ranging):220 to 240 VAC (-10%+6%), 50/60 Hz (+/-3Hz), 15 A

max per power cord

Warranty:

One (1) year limited hardware warranty; 8 hour, 5

days a week phone support.1 HP 3y Nbd+DMR Dsnjt L26500-61 HW Supp.

Factory Warranty plus Additional Two (2) YearWarranty

1 Onyx Thrive 2111 Graphtec FC8000-130MK2 Advanced Multi-Function

Plotters:

Cuts up to 58.5 per second 4 point automatic registration mark sensor for

easy alignment

Superior blade design for cutting thicker,harder materials

Built in cross cut feature Two (2) year parts and labor plus one (1)

additional year after online registration1 GFP 255

TH55 Cold Laminator w/standto include:

13ft/min Laminating Speed Unwinds-Top/bottom Liner Rewind-Chain Drive Pressure Adjustment-Single Wheel Tension Adjustment-Single Knob Power Consumption-38W Net Weight-257 lbs.


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Additional Requirements:

Vendor must be an authorized HP reseller. Delivery must occur within two weeks from the Purchase Order receipt date Brand names listed may not be substituted Products with an expiration date must be a minimum of one year from shipping date All products will include shipping to the Town of Ocean City Service Administration Bldg.

C

Items listed above will be award to the lowest Vendor as a complete package. Items are to be quoted in an each manner solely for comparison of Vendor pricing.

Dimensions-72.8 x 24.5 x 54.7 Shipping Weight-364 lbs. Shipping Dimensions-77.5 x 25 x 27 Cold only Foot pedal Two (2) unwind shafts Single pressure adjustment 55 Laminating Width 4.5 Roller Diameter 1 roller gap 110 volt .4 amp service CE Certified One (1) year manufacturers parts and labor

warranty1 On Site Installation & Training:

Performed by a certified technician Ensure hardware and software are set-up and

working.

Train staff during and after the installation onhow to use the hardware and software to

produce print jobs.

Total


45/98



4. NEW BUSINESSB. Introduction of Construction Division Manager Woody

Vickers presented by Public Works Deputy Director


46/98

ElwoodD.VickersIII

ElwoodD.WoodyVickersIIIgrewupinMillville,Delaware,graduatedfromIndianRiverHighSchool,andlaterattendedbothSalisburyUniversityandWilmingtonCollege. Woodyhasbeenmarriedfor10yearstohiswifeTanya,andtheyresideinClarksville,Delaware,withtheirtwochildren,AmandaandCaden. Heenjoysspendingtimewithfamily,coachinghissonslittleleaguebaseballteam,andhelpingwithhissoccerteam. Woodyisanoutdoorsmanandenjoysgoingtothebeach,fishing,andhunting. BeforejoiningtheTownofOceanCityinOctober2013,hespent8yearsasthePublicWorksDirectorofLaurel,Delaware. Woodybeganhiscareerinthepoultryindustry,wherehewasemployedfor16yearsasaWastewaterTreatmentManagerandanEnvironmentalManagerTraineeforPerdueFarms.


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4. NEW BUSINESSC. State Highway Administration Fall Meeting presented by

Donnie Drewer, District Engineer and Ken Cimino, Assistant

District Engineer


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TOWN OF

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

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

FROM: David L. Recor, ICMA-CM, City ManagerRE: Maryland State Highway Administration Fall Meeting

DATE: November 1, 2013

ISSUE(S): Bi-annual meeting with the Maryland State Highway

Administration (SHA)

SUMMARY: SHA District Engineer Donnie Drewer and Assistant DistrictEngineer Ken Cimino will discuss pedestrian safety efforts, the

Rt. 90 and Rt. 50 Bridge, Coastal Highway and storm drainmaintenance plans and pavement management.

FISCAL IMPACT: Not applicable

RECOMMENDATION: Refer to Mayor and Council

ALTERNATIVES: Not applicable

RESPONSIBLE STAFF: Not applicable

COORDINATED WITH: Hal Adkins, Public Works Director

Terence McGean, City Engineer

ATTACHMENT(S): Agenda

Agenda Item # 4C

Council Meeting Nov 12, 2013


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STATEHIGHWAYADMINISTRATIONFALLMEETINGwith

MAYOR&COUNCILOFOCEANCITYNovember12,2013

AGENDA1) UpdateonCoastalHwyPedestrianSafetyIssues

1)SpeedLimitChange2)NewSignalat54thStreet3)Generalsignaltimingadjustmentsat28th,94th,and130thandlessonslearnedoverthesummer4)Summaryofsafetyimprovementsandeffectiveness52ndto59thStreetsandnextphase(18thto34thstreets).

5)SummaryofWalkSmartpublicawarenesscampaign6)Statusofstudyformedianbarrier7)Statusofstudyforroaddiet

2) UpdateonBaltimoreAvepedestriansafetyimprovements

3) Rt.90Bridge1)DiscussionofplanningprocesstodualizeRt.90(DuringthestrategicplanningprocesstheMayorandCouncilhaverequestedthatSHAbegineffortstodualizeRt.90)

2) IrealizetheissueoftheRT90bridge(s)parapetwallshasbeendiscussedatpreviousmeetingsbut,Iwanttoraisetheissueonceagain.Theyhavebecomeextremelyunsightlyandneedtobeeitherpowerwashedorrepainted.

3)ThispastspringSHAdidaninspectionoftheRT90bridge(s)relativetostructuralissuesandwaterinfiltrationthruthedeck.WhatevercameoftheStudyandareanycoating/renovationeffortsplannedforthespan(s).

4) Rt.50Bridgeconditionstatusandreplacementschedule1)Conditionstatusandreplacementschedule2)ThechainlinkfencingontheRT50Bridge,southside,nearthedrawspan,wasdamagedbyacaraccidentweeksago.Asof11/05itisstilldamagedandstillwrappedwithyellowcautiontape.TheappearanceisnotveryattractiveforourgatewayintoTown.WehadpreviouslyaskedSHAtostockreplacementpartsinanefforttoavoidlongtermvisualdamage.


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5) StateHighwayAssessmentPhiladelphiaAveSouthboundfrom33rdStreet1. Paversmissingorunevenaround4x4signposts.2.WalkofmatlooseSWcorner6th&Phil.BaltimoreAve.NorthBoundfromtheInlet1. OneWaysignbent,medianSouth1stStreet2. WalkoffmatcornerlooseSouthDivisionStreet3. NoStoppingsignbetweenCaroline&NorthDivisionStreetwestsidefaded4. Route50signonWestsidebetween1st&2ndStreetblockedbytree5. Two(2),NoStoppingsignsonEastsidebetween11th&12thStreetarefaded6. SpeedLimitsignonWestside,between13th&14thStreethasstickersandisbeingblockedby

treePhiladelphia9thStreetNorthbound1. SidewalkEastsidebetween24th&25thStreetsidewalkiscollapsing2. SWcornerof28thStreetsignpolewithnosign.?

CoastalHighwayReport94thtoDelawareLineNORTHBOUND1. Curbrepairneeded20yds.northof100thst.eastsidewalk2. Trippinghazardaroundbaseoftelephonepole100yds.northof100thSt.3. CurbrepairpublicbeachaccessjustnorthofGoldenSands4. CurbrepairneededjustsouthoftheIreneattelephonepole#623985. Curbrepairneeded10yds.northoftelephonepole#623986. CurbrepairneededinfrontofSeawatchparkinggarageattelephonepole#137317. Curbrepairneededatfirehydrantjustsouthof118thSt.8. Centerislandjustsouthof127thSt.oncurbbothsidesofstormdrainneedscurbrepair.9. Trippinghazardonsidewalkattelephonepole#73110.Centerislandjustnorthof#authorizedvehiclesonly#near140thSt.atstormdrainneedscurb

repair.11.Hardtosee#authorizedvehiclesonly#signhardtoseeat143rdSt.runningnorthbound,

probablycantseeatnight.12.Yellowpadadatruncateddomeathandicappedaccessmissingat123rdSt.,northside.13.Speedlimitsignleaningtothesouth,justnorthof123rdSt.telephonepole#13731.14.Yellowpadadatruncateddomeathandicappedaccessmissingat131stSt.northside.15.Handicappedaccessattelephonepole#3731at29.infrontofGoldenSands.16.Handicappedaccessatspeedlimitsign20ydssouthof136thstsouthsideat210.

CoastalHighwayReport94thtoDelawareLineSOUTHBOUND1. Curbrepairneededdirectlyat143st,directlyinfrontofSunandSurfTheatremarque.2. Curbrepairneededcenterislandsouth133rdSt.


51/98

3. Curbrepairneeded60ft.northofNewportBayDrive.4. CurbrepairneedednorthofOldLandingRd.bytelephonepole62377.5. CurbrepairneededinfrontofSt.PetersLutheranchurch.6. Curbrepairneededatclarionhotelmarquesouthbound,justsouthofLutheranChurch.7. Curbrepairneededatlibraryimmediatelybesidenostoppingsign.8. Speedlimitsignpartiallycoveredbytreelimbssouthof136thSt.9. Adapadmissing127thn/whandicappedaccess.10. Adapadmissing120thn/whandicappedaccess.11. AdapadneedsattentionatJamestownRd,southsiderisingup.12. Adapadneedsreplacement112thSt,southside.13. AdapadneedstobeinstalledatChannelBuoyRd,s/wcorner.14. Adapadneedstobeinstalled100thSt.,n/w/corner.15. SidewalkrepairneededjustnorthofJamestownRd.

CenterIslandAfewyearsagotheSHAremovedthefarmajorityofthedepressedcentermediansectionswherelargewoodenbollardsexistedforpedestriancrossing.Forwhateverreason,notallofthemwereremoved.Possiblyitwasduetolackoffunding?Atthistimethefollowinglocationsstillexistandeitherthedepressionsneedtoberemoved(whichispreferred)Or,seebelow.1. Designatedcrosswalk50yds.northof100thStshouldbemarkedforvehiculartraffic2. Designatedcrosswalkinfrontofclarionhotelnotmarkedforvehiculartraffic.3. DesignatedcrosswalkinfrontofGoldenSandsatWinterHarborDrivenotmarkedforvehiculartraffic.

4. DesignatedcrosswalkatOldWharfRoadnotmarked.5. Designatedcrosswalkat112thStnotmarked.6. DesignatedcrosswalkatNewportBayDrivenotmarked.7.UprightsondesignatedcrosswalkatNewportBayDrivedeteriorated8.Uprightsondesignatedcrosswalkat119thStdeterioratedandcrosswalknotmarkedforvehiculartraffic.

9.Uprightsondesignatedcrosswalkat122nddeterioratedandnotmarked.10.Designatedcrosswalkat125thnotmarked.11.Designatedcrosswalkat126thnotmarked.12.Designatedcrosswalkat129thnotmarked.13.Designatedcrosswalkat138thnotmarked.14.Uprightsdeterioratedatdesignatedcrosswalkandnotmarkedat140th.

BrickPaversonCenterIsland1. Brickpaversmissinganddepressedat143rd.2. Brickpaversdepressedat139thnorthandsouthintersection.3. Brickpaversdepressedat138th.


52/98

4. Brickpaversraisedat138th.5. Brickpaversraisedat137th.6. Brickpaversdepressedat137thjustsouthofauthorizedvehiclecrossing.7. Brickpaversdepressedat136thnorthandsouthatintersection.8. Brickpaversdepressedat135St.9. Brickpaversdepressedat133St.10. Brickpaversdepressedat133rdSt,south.11. Brickpaversdepressedat130th.12. Brickpaversdepressednorthat126th.13. Missingbrickpaversat126th.14. Brickpaversdepressedat123rdSt.south.15. Brickpaversdepressedat121st.16. Brickpaversindisarrayat121stSt.,trippinghazardatcrossover.17. Brickpaversdepressedat120thnorth.18. Brickpaversmissingat119thSt.19. Brickpaversdepressedat118thSt.20. BrickpaversdepresseddirectlyinfrontofHighPointSouth.21. Paversmissingnorthof122nd.22. PaversdepressedatChannelBuoysouthside.23. PaversdepressedacrossfromQuayCondo.24. PaversdepressedacrossfromAtlantisCondo.25. Paversdepressedat99thSt.intersection,northandsouth.26. Brickpaversdepressedacrossfromnorthentranceofroses.27. BrickpaversdepressedacrossfromnorthentranceofRosessouth

6) StormDrainCatchBasinsWhatisthestatus,andoverallschedule,forthestormdraincatchbasinrepairsthatwerereferencedinanemaildatedJuly08,2013,at3:22thatwasauthoredbySandyMcGee?

7) PavementManagement/PlanningWhenitcomestooverallSHAPavementManagement/Planning,areanyportionsofCoastalHighway/PhiladelphiaAveslatedforsurfacemillingandpavinginthenearfuture?Partsofthesurfacearestartingtoshowsignsofrutting.Foranexample,pleasereviewthesurfaceattheintersectionofCoastalHighwayand65

th

Street,southboundlanes.


53/98



4. NEW BUSINESSD. Discussion of Veterans Preference Employment Policy

presented by Human Resource Director


54/98

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


THRU: David L. Recor, ICMA-CM, City ManagerFROM: Wayne Evans, Human Resources Director

RE: Discussion Brief Employment of Veterans


ISSUE(S): Veterans employment

SUMMARY: The Federal government administers a formal program to givepreferential treatment to the selection and promotion of veterans

and their spouses, widows, or mothers. States may also haveVeterans preference employment statutes, but Maryland has notimplemented a formal program.

This discussion notes the pros and cons of such a program and

highlights current Town policies specific to military service

incentives. Veterans employment policy alternatives and goalsare also addressed.

FISCAL IMPACT: To be determined

RECOMMENDATION: Review options

ALTERNATIVES: Refer to Mayor and Council

RESPONSIBLE STAFF: Wayne Evans, Human Resources Director

COORDINATED WITH: Not applicable

ATTACHMENT(S): Powerpoint

Agenda Item # 4D

Council Meeting November 12, 2013


55/98

V ETERA N S PREFERENC E

DISCUSSION BRIEFNOVEMBER 12, 2013


56/98

WHAT IS VETERANS PREFER

At the Federal level, Veterans preference isprogram that gives preferential treatment inselection and promotion of veterans, and thewidows, or mothers in Federal employment.

The Federal government administers a pointemployment selection program requiring thevalidated civil service examinations for all coclassifications.

The Federal program adds 5 points to test scVeteran status and 10 points for Disabled Ve


57/98

LEGAL OVERVIEW

States may also have Veterans preferenemployment statutes.

The State of Maryland does not have a spreference program.

As there is no statutory requirement at thpolitical level, any preference conferred

veterans on the Towns initiative would bvoluntary.


58/98

LEGAL OVERVIEW . 2

The U.S. Equal Employment Opportunity states in policy document N-915.056: vepreference statutes operate overwhelmadvantage of men and the Commission

states where an employment preferencmandated by statutepreference is notfrom scrutiny under Title VII and presuexistence of adverse impact

Voluntary preferences are subject to Titleadverse impact analysis


59/98

PROS / CONS

Pros examination based preference pr

Recognizes the sacrifices of citizens who have country

Creates employment opportunity for a populawho are first time entrants to the job market orthe job market

Expands the Towns applicant pool


60/98

PROS /CONS.2

Cons examination based preference p

Additional infrastructure will be required to sucadminister a examination / points-based selec

Validated examinations

Centralized administration

Additional costs

Triggers adverse impact analysis

May disadvantage better qualified applicants


61/98

TOWN OF OCEAN CITY - TO

The OCPD and Communications (dispatch)departments administer validated selectionexaminations

TOC recognizes up to 3 years of military servpension service credit

TOC provides full-time employees 80 hours ofor military training each calendar year

TOC pays the difference between military pawages for employees called to active duty

Today the Town considers all applicants equ


62/98

POLICY ALTERNATIVES

TO EXAMINATION-BASED PREF

A. Expand the Towns outreach to veteranadvertising open positions on veterans job

Achieves notice of opportunity objective

Achieves increased representation of veteran

applicant pool

B. Policy to include extending interviews toveteran applicants for each position

C. Track and Evaluate veteran applicationplacement results


63/98

POLICY GOALS

Proactive towards employment of vetera

Compliant with employment laws

Moderate to low cost initiative

Po lic y e lem ents A , B, C w ill a c hie ve the s


64/98

TOWN OF

The White Marlin Capital of the World

Agenda Item# 4E

Council Meeting November 12, 2013


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

FROM: Joseph Theobald, Emergency Services Director

RE: Approval of Proposed Emergency Operations Plan (EOP)


ISSUE(S): Approval of Proposed Comprehensive Emergency Operations Plan

(CEOP)

SUMMARY: The Town of Ocean City (TOC) is subject to a wide range of natural

and manmade hazards that have the ability to injure citizens, damagebusinesses, destroy infrastructure and disrupt government operations.

Ocean Citys vulnerability warrants an all-hazards approach indeveloping plans, training personnel, and utilizing resources to

prepare for, respond to, and recover from a major emergency. The

original Emergency Operations Plan (EOP) for Ocean City was adoptedin 1994 with revisions completed in April 2009. This new

Comprehensive Emergency Operations Plan (CEOP) follows the phasesof Emergency Management in accordance with State/Federal

Mandates and acknowledges that most responsibilities and functions

performed during an emergency are not hazard specific and aredesigned to follow an all-hazard approach during this process. Thus,

actions performed are to prepare for, mitigate, respond to, andrecover from all emergencies.

Many of the roles and responsibilities of this document are facilitated

through the day-to-day operations of involved entities. This planaddresses major hazards utilizing an Emergency Support Function

(ESF) structure. ESFs are mechanisms that represent a specific field of

emergency operations and are collectively used to execute an all-inclusive response and recovery effort. Through the Incident

Command System (ICS) these ESFs can be utilized according to their

capabilities and requirements to establish a unified and interoperableresponse to ensure the TOC workforce and its allied agencies are

prepared and ready to respond and lead this community to recoveryfrom disaster. Successful community recovery will only occur if

everyone understands the process, their responsibilities and how they

fit in to coordinate their work efforts with the TOC leadership. TheCEOPs Recovery Section and its associated Recovery Support

Functions (RSFs) are intended to guide the TOC through post-disaster operations both in short and long term recovery efforts.

The TOC adopted the National Incident Management System (NIMS)as the basis for all Incident Management in the Town with Resolution


65/98

2005-8 on the 6th of June 2005. This CEOPs guidelines are

consistent with the standards and principles of NIMS and the NationalResponse Framework (NRF), both endorsed by the Department of

Homeland Security. This system is the nationally mandatedemergency management system for addressing all hazards for

incidents and for integrating multiple organizations/agencies,

jurisdictions and disciplines into a coordinated operational plan. TheNIMS System was developed and is mandated by Homeland Security

Presidential Directives (HSPD-5 and HSPD-8). This plan has been

reviewed by all TOC Departments, Worcester County, State ofMaryland, State of Delaware, Federal Government and a number of

Allied Agencies. This plan has been tested in several exercises as wellas the TOC Integrated Emergency Management Course held at the

Emergency Management Institute in Emmitsburg, Maryland during

February 2013, with all suggested changes and correctionsincorporated into this final plan.

FISCAL IMPACT: None

RECOMMENDATION: Approval of CEOP

ALTERNATIVES Not applicable

RESPONSIBLE STAFF: Joseph Theobald, Emergency Services Director

COORDINATED WITH: Bob Rhode, Emergency Management Planner

ATTACHMENT(S): 1) PowerPoint Presentation2) Emergency Operation Basic Plan for Public Review


66/98

OceanCityComprehensiEmergencyOperationsPlan


67/98

WhatisCoveredintheC Authorityandscopeofresponsibiliti

Mayor,Council,andTownDepartmetimesofdisaster

Activation,function,

and

implementEmergencyOperationsCenter(EOC)

NationalIncidentManagementSyste EmergencySupportfunctionsorgani

aroundfunctionalcapabilitiesforresandlongtermrecovery


68/98

WhatisCoveredintheC HazardPlansfortypesofhazardstha

impactOceanCitysuchasnaturalormadedisasters

OperationalPlanscoveringCOOP,FoStudentsRelocation,OilSpills,etc.

PoliciesandprocedurescoveringAlenotificationsofessentialpersonnel.


69/98

PurposeoftheCEOPReturnOceanCityfromthis Toth


70/98

TypesofEventsWheretheCImplemented

Naturaleven Sandy

Irene

Snowmage

ManMadeeas:

OCAirShowDewTourCivilDistur

Terrorism


71/98

ComprehensiveEmergenOperationsPlan

OceanCitysallhazardsapproachtoanorganizedpreparation,response,recoveryandmitigationfromanyhazard,threat

or

incident.


72/98

Questions


73/98

Town of Ocean City Basic Emergency Operations Plan

Basic EOP Page 1 of 24

Town of Ocean CityMaryland

Comprehensive EmergencyOperations Basic PlanOcean City, MD

2001


74/98



Ocean City Comprehensive Emergency Operations Plan Section II:The Basic Emergency Operations Plan

Section I: Purpose

1.1. The Ocean City Comprehensive Emergency Operations Plan (CEOP) provides afoundation for the coordination of all Town Departments and various support agenciesand organizations, prior to, during and after any major emergency or disaster(technological, man-made or natural).

1.2. This plan further provides planning guidance on civil preparedness activities for all Townof Ocean City Departments, as well as various support agencies and organizations, asrequired by the established Federal, State and Local laws.

1.3. This policy provides a coordinating capability in Ocean City to allow eachagency/organization to be more effective in its specific responsibilities through acoordinated effort. Each Town of Ocean City Department and each supportagency/organization must ensure their current operating procedures are used tosupplement this plan.

Section II: Scope

2.1. This plan is specifically designed to scale for emergency operations at the Town leveland for the jurisdiction of Ocean City, Maryland.

2.2. A major emergency may span a large area, have numerous casualties, or have complexresponse operations. The Town may activate partially or completely its CEOP to allocateresources, supplement aid and expand coordination capabilities.

2.3 All Town of Ocean City governmental departments, agencies, offices and employees withaffiliation to emergency operations including preparation, response, recovery andmitigation practices will serve a role or multiple roles in the formation of EmergencySupport Functions in the Emergency Operations Center.

Section III: Situations, History, and Assumptions

3.1 Situations

3.1.1 Ocean City is a resort area that consists of many high-rise condominiums andresort hotels together with many restaurants, nightclubs, motels and otherservice related businesses. The Town of Ocean City is built on a narrowpeninsula, paralleling the Atlantic coastline of Worcester County, extending fromthe Delaware state line on the north to its southern tip at the inlet to SinepuxentBay. It is about one-half mile wide and about ten miles long.

3.1.2 Ocean City's population varies considerably during the off-season. In the off-season, October through April, 95,000 people visiting or in residence. Thesefigures are increasing as people are retiring from cities and moving to the shore.During the summer season from May through September, there are anywherefrom 200,000 to 350,000 people in the City.


75/98



3.2 History

3.2.1 In 1933, Ocean City experienced significant damage from a Category OneHurricane that made landfall in Nags Head, N.C., and tracked up the west side ofthe Chesapeake Bay. The combination of this storm and an intense highpressure area to the north formed the inlet between the ocean and the bay used

to provide a safe harbor to watercraft today.

3.2.2 In 1962, Ocean City experienced a major North Atlantic Storm. It is reported thatthe storm held five high tides in the bay that caused major flooding and damageto buildings.

3.2.3 Over the years Ocean City has been affected by many hurricanes which havepassed just off shore causing high seas, some flooding, and minimal damage.

3.2.4 It is common for Ocean City to experience the "Northeast Storm", or noreaster,which normally lasts approximately three days. Typical problems associated withthese storms are winds, rain, minor flooding, salt on the power lines and beacherosion.

3.2.5 In February 1979 Ocean City experienced a large snowstorm. The storm placedapproximately 24 inches of snow on the ground and contained wind gusts up to65 miles per hour.

3.2.6 During the early 1970s Ocean City experienced a series of major hotel fires inthe downtown area.

3.2.7 In September 1985 Ocean City experienced the effects of Hurricane Gloria. ThisCategory Three Hurricane caused significant damage to the boardwalk area,flooding in the south end of Ocean City, and wind damage throughout the city. Itwas estimated that 50,000 persons were evacuated.

3.2.8 During January and February of 1998 Ocean City experienced back to back

noreasters that caused significant flooding in the south end of the city along withbeach erosion.

3.2.9 Isolated oil discharges from off shore vessels in the past have created severalevents that have necessitated pollution control responses.

3.2.10 In August of 2011, Hurricane Irene, a Category 2 hurricane, caused Ocean Cityto implement Phase Four of the evacuation plan, which is only the second time aPhase Four evacuation has been implemented since Hurricane Gloria of 1985.The storm passed off the coast with only limited damage to the Town.

3.2.11 In October 2012, Hurricane Sandy, a Category 1 hurricane when it passedOcean City to the east and deemed a super tropical storm, caused Ocean City to

implement Phase four evacuation levels in the southern part of Town (17

th

Streetto the inlet). Flooding from this storm was equal to Hurricane Gloria in 1985 andcaused significant damage to the Town in certain areas. This was the longestEmergency Operations Center activation on record (6 days around the clock).


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3.3 Assumptions

3.3.1 Ocean City could be subject to high intensity radioactive fallout in the event of anuclear incident.

3.3.2 The City is subject to the destruction of life and property in the event of a naturaldisaster and other emergencies.

3.3.3 The federal, state, and county will furnish advice and, if necessary, will assistduring an emergency and in the recovery stages.

3.3.4 All city departments, volunteer groups and organizations will respond accordingto this plan.

3.3.5 The possibility of a diminished manpower response exists due to family andpersonal agendas.

3.3.6 Ocean City is a tourist destination with high visibility, along with vacationingdiplomats from the Washington, D.C. area; the area could be a target for an actof terrorism.

Section IV: Direction and Control

4.1. The level to which the Emergency Operations Plan and Emergency Operations Center(EOC) are activated depends on the type of emergency situation, its severity,geographical scale, and potential disruption of normal Town operations. Majoremergencies may have specific characteristics that warrant a complete Town response,countywide response, statewide response or multijurisdictional/multi-state response.

4.2. Emergency operations in Ocean City, Maryland will operate under the National IncidentManagement System (NIMS) coordinating at all times with the Incident Commander

facilitating on-scene operations.

4.3. The Mayor of the Town of Ocean City, Maryland may declare a Local State of Emergencyimplementing the CEOP and authorizing the Emergency Services Director to coordinateoperations.

4.4. The Mayor and/or the Emergency Services Director in consultation with the Mayor andthe Ocean City Policy Group will have specific authoritative actions that can be exercisedduring a large scale emergency, for that emergency, to assist in the operations andprotect the public. Potential actions include but are not limited to:

4.4.1. Declare emergencies and issue proclamations

4.4.2. Order evacuations

4.4.3. Commandeer property

4.4.4. Suspend regulations (parking restrictions, trespassing ordinances etc.)

4.4.5. Shut down non-essential businesses and services

4.4.6. Release town employees from duty

4.4.7. Recall town employees to duty


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4.4.8. Declare curfews and coordinate the enforcement of curfews through Ocean CityPolice and Emergency Support Function # 13 Law Enforcement.

4.4.9 Suspend transportation activities

4.5. The Town of Ocean City and agencies involved with the CEOP have established plans insuccession of command with two or three successors for each person.

4.6 The Emergency Operations Center (EOC)

4.6.1. In the event of a major emergency or disaster the direction and control ofemergency operations will be facilitated through the Ocean City EOC in thePublic Safety Building at: 6501 Coastal Highway Ocean City, Maryland 21843.

4.6.2. The Ocean City EOC will constitute as a Multiagency Coordination (MAC) systemproviding policy, coordination and support to the specific structure of IncidentCommand, Unified Command or Area Command created to facilitate on-sceneoperations. The local MAC will create a Unity of Effort to provide seamlesscoordination across jurisdictions and in between levels of government in supportof common objectives.

4.7 Emergency Support Functions (ESF)

4.7.1. The Emergency Services Director will determine what ESFs are pertinent to theemergency situation.

4.7.2. Emergency situations will vary both in nature and in the degree of damage theyinflict. The activation of a few or all sixteen ESFs will depend on thecharacteristics of the emergency situation.

4.7.3. ESFs may be activated at different times or throughout different phases of asituation and may not be deactivated until the end of the recovery phase.


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Section V: Concept of Operations

5.1 The Ocean City Comprehensive Emergency Operations Plan (CEOP) has been designedto include various potential incidents: man-made or natural. Therefore, individual sectionsof the plan may be utilized as the need arises.

5.2 All supplemental individual Town Departments emergency operations plans will becoordinated with this functional plan.

5.3 The Town of Ocean City is recognized by the Federal Emergency Management Agencyand the State of Maryland as a separate emergency management jurisdiction. However,the Town of Ocean City must still operate in respect of all levels of government authority(See Section II). In the case of Worcester County and Ocean City, the two jurisdictionsmust work closely together. Portions of the Ocean City Emergency Operations Plan canbe implemented in response to events affecting the entire Town, such as hurricanes.Ocean City is responsible for evacuation, ensuring the continuity of government (COG),damage assessment, etc. The Worcester County government provides for sheltering,feeding of evacuees and establishing Disaster Relief Centers for individual disasterassistance. Ocean City will provide support to these efforts as needed. Therefore,communications between the two jurisdictions will be maintained.

5.4. Operationally, Ocean City will communicate directly to the State of Maryland, keepingWorcester County abreast of its actions. All requests for a Governor's Declaration of aState of Emergency or a Presidential Declaration will be made utilizing the GovernmentalChain of Authority.

5.5. If, in the Mayor's opinion, an impending disaster would devastate the entire city, a totalevacuation of Ocean City may be ordered. In this situation the Mobile Command Vehiclemay be moved to Wor-Wic Community College. All Town departments will makeprovisions to relocate equipment to predetermined location on the mainland. All electedofficials and selected department heads will report to Wor-Wic Community College, whichwill act as seat of the Ocean City Government.

5.6. Upon arrival of state or federal resources, they should maintain a support role only.

Section VI: Plan Management

6.1. The primary responsibility for the development of the CEOP and the overall plancoordination will be carried out by the Ocean City Department of Emergency Services.However, departments and agencies that have designated roles in Emergency SupportFunctions, especially primary agencies, are responsible for developing and maintainingpolicies and procedures for their respective segments.

6.2. The Director of Emergency Services will ensure the annual review and revision of thisdocument is conducted and will supervise its maintenance.

6.3. Departments and agencies affected by this plan will suggest or recommend any changesat any time with their respective ESF responsibilities. They will also periodically updateinformation on personnel, equipment or policy changes that will affect the implementationof this document.

6.4. The Department of Emergency Services will ensure the training and exercising of thisdocument is routinely accomplished. However, it is the responsibility of the PrimaryAgency of each ESF to make sure the ESF and the Support Agencies can operatecorrectly.


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Section VII: Administration and Logistics

7.1. As resolved by the Town of Ocean City Personnel Manual, all Ocean City employees thatare considered essential employees in a Declaration of Emergency and are thereforerequired to report, remain and assist with emergency operations. Duties may not pertainprecisely to the normal function of the employee.

7.2. Ocean City governmental departments, agencies, and offices shall sufficiently trainpersonnel, maintain the needed resources, procedures and equipment required to fulfilltheir duties in an emergency situation.

7.3. Necessary emergency expenditures will be made by the use of funds regularlyappropriated to local agencies as the primary funding option. If the Policy Group of theTown of Ocean City finds these funds are inadequate to cope with a particularemergency, the Policy Group may make contingency funds available as authorized.

7.4. Records and reports will be kept by each agencys own documentation processes usingthe appropriate Incident Command System forms ICS. Documentation will be submittedto the Department of Emergency Services through the Primary Agency of each ESFactivated for that emergency.

7.5. Non-governmental personnel, property and equipment used in facilitating emergencyoperations will follow the contractual rules and compensation processes outlined withinpre-established mutual aid agreements.

7.6. Ocean City Community Emergency Response Team (OC-CERT) personnel, property andequipment may be used in facilitating emergency operations and non-emergencyoperations and will operate in accordance with their By-Laws and Standard OperationalGuidelines (SOGs).


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Section VIII: Definitions and Glossary

Access Restriction- Restriction of the trespassing of unauthorized persons in zones of exclusion.

All-Hazards Planning - The planning approach that establishes an emergency response and recoveryframework that can be applied to any hazard or emergency situation.

Basic Plan - The first and major element of the Emergency Operations Plan which provides a generaloverview of the Towns approach to emergency management.

Damage Assessment - An appraisal of the nature and extent of the damage to property andinfrastructure sustained by the Town during an emergency or disaster.

Decontamination- The removal or neutralization of hazardous chemicals, radioactive contamination, orbiological substances from bodies, clothing and equipment.

Declaration of Emergency - The formal announcement by the executive head of government that asituation exists which requires extraordinary effort or procedures to counteract and overcome. It mayapply to the entire jurisdiction or to any part thereof. It may suspend or modify local law or procedures tothe extent local law permits.

Direction and Control - The use of a centralized management center (the Emergency OperationsCenter/Mobile Command Post), to facilitate policymaking, coordination and control of operating forces ina large-scale emergency situation or planned event.

Disaster - Any natural or non-natural phenomenon which overwhelms the resources of the community orjurisdiction and that causes or threatens casualties, property damage, critical infrastructure, and quality ofthe environment.

Emergency (Major) - Any situation/event that overwhelms normal emergency response and recoverycapabilities requiring enhanced governmental coordination and assistance to save lives, protect property,maintain public health and safety and protect the environment.

Emergency Action Plan (EAP)- A document of policies and procedures activated to designate step-by-step instructions of actions needed to facilitate an emergency situation taking place. An EAP is developedbased on an existing hazard, its identified threat capability and planned response. EAPs are typicallyrequired by commercial, industrial, or governmental facilities that possess a threat to public safety ifcompromised.

Emergency Alert System (EAS)- Commercial radio and television stations and interconnecting facilitieswhich have been authorized by the Federal Communications Commission to operate in a controlledmanner during a war, state of public peril or disaster, or other national emergency; used to warn thepublic and inform the citizens of recommended protective actions.

Emergency Communications Center (ECC)- A secured structure that includes the Town of Ocean CityDispatch 9-1-1 Center and facilitates that all emergency response and public communications for Ocean

City, Maryland are operated from.

Emergency Operations Plan (EOP)- A document which identifies the available personnel, equipment,facilities, supplies and other resources in the town and states the method or scheme for coordinatedactions to be taken by individuals and government services in the event of a natural, man-made or attackrelated disaster.

Emergency Operations Center (EOC) - The protected site from which civil government officialsexercise direction and control during an emergency and facilitate policymaking, coordination and controlof operating forces in a large-scale emergency situation or planned event.


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Emergency Shelter - A designated facility that is known to be a place of refuge for evacuees from ahazard area. Shelters may be activated before, during and/or after an incident.

Emergency Support Function (ESF) - A segment or domain of emergency response that facilitatesspecific emergency objectives and is formed by grouping departments and agencies that contributesimilar operational activities.

Evacuation- A protective action whereby citizens are moved from a place of danger to a place of relative

safety.

Federal Emergency Management Agency (FEMA)- Part of the U. S. Department of Homeland Security(DHS). Its mission is to support our Citizens and First Responders to ensure that, as a nation, we worktogether to build, sustain, recover from, and mitigate all hazards.

Hazard - Something that is potentially dangerous or harmful, often the root cause of an unwantedoutcome.

Hazardous Material- A substance that, if released in an uncontrolled manner, can be harmful to people,animals, property or the environment.

Hurricane- A tropical cyclone with sustained winds of 73 mph or greater

Hurricane Warning- Notification that within 24 hours or less a coastal area may be subject to hurricaneforce winds or storm surge.

Hurricane Watch- Notification of a possible hurricane threat to a coastal area within 36 hours.

Incident Command System (ICS) - Standardized on-scene emergency management tool specificallydesigned to provide for the adoption of an integrated organizational structure that reflects the complexityand demands of single or multiple incidents or events, without being hindered by jurisdictionalboundaries. It establishes an Incident Commander (IC) that has authority over all activities and resourcespertaining to that incident and or event.

Isolation - The separation of people who have a specific illness or contamination from healthy peopleand the restriction of their movement to stop the spread of that illness.

Joint Information Center (JIC) - A designated area where representatives of agencies and/orjurisdictions collaborate and disseminate information pertaining to an incident to the media, press, internaloperations and the public.

Jurisdiction-A range or sphere of authority related to a public organizations legal responsibilities withinit designated boundaries.

Maryland Emergency Management Agency (MEMA)- Agency created by the Maryland Legislature toensure our State if prepared to deal with large-scale emergencies. MEMA is responsible for coordinatingthe States response in any major emergency and/or disaster.

Maryland Joint Operations Center (MJOC) - Operated round-the-clock by the National Guard and

emergency management professionals. MJOC serves as a communications hub for emergencyresponders state-wide and supporting local emergency management. MJOC monitors local, state,national and international events and alerts decision makers in Maryland when a situation warrants.

Mitigation - Any measure taken to prevent or eliminate the probability of an occurrence of a hazard andto avoid or reduce the adverse impacts of an occurrence.

Mutual Aid Agreement - Agreement between two or more organizations or jurisdictions to providereciprocal assistance to one another in time of emergency.


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National Incident Management System (NIMS) - System that provides a proactive approach guidinggovernment agencies at all levels, the private sector, and non-governmental organizations to workseamlessly to prepare for, prevent, respond to, recover from, or mitigate the effects of incidents or events,regardless of cause, size, location, or complexity, in order to reduce the loss of life, property and harm tothe environment.

National Warning System (NAWAS) - A communicative radio system owned and operated by the

National Weather Service for alert and notification of severe weather.

Policy GroupThe Policy Group for the Town of Ocean City shall consist of the Mayor, City CouncilMembers, City Clerk, City Manager, City Solicitor, Emergency Services Director, Police Chief, Fire Chiefand other Department Heads as requested by the Mayor, Council, City Manager and/or EmergencyServices Director.

Protective Actions- Actions recommended by competent authority to the population at risk to prevent orreduce the possibility of injury resulting from the effects of a hazard.

Quarantine- A protective action of segregating people who potentially have been exposed to an illnessor contamination and may be infected but are not ill. Government has the authority to quarantine people.

Reception Center- A site designated by emergency management officials to receive persons displacedby emergency events and where these persons will obtain emergency assistance, advice, or instructions.

Recovery- Phase of emergency management activities during which actions, both short-term and long-term, are taken to return conditions to normal or to an improved level.

Recovery Support Function (RSF)- RSFs are to bring together the core recovery capabilities of towndepartments and supporting organizations including those not active in emergency response tofocus on community recovery needs. Relevant stakeholders and experts are brought together duringsteady-state planning and when activated post-disaster to identify and resolve recovery challenges.Recovery Support Functions and stakeholders organize and request assistance and/or contributeresources and solutions.

Response- Phase of emergency management activities involving the provision of emergency assistancefor casualties and actions to reduce further damage or expedite recovery operations.

Shelter-in-place - Protective action that requires occupants of a building or structure to protectthemselves within that structure often because it is more dangerous for the occupants to evacuate and/orthe threat or hazard will be short-lived.

Sea, Lake and Overland Surges from Hurricanes (SLOSH) - NWS computer models developed withthe capability of producing real-time forecasting of storm surge heights and effects from a hurricane.

Strategic National Stockpile (SNS)- A national repository of antibiotics, chemical antidotes, antitoxins,life-support medications, IV administration, airway maintenance supplies, and medical surgical items. TheSNS i

November 12, 2013 COMPLETE AGENDA.pdf

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