City Manager's Weekly Update - Port Orange

City Manager’s Weekly Update Friday, March 26, 2021 ,

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City Manager’s Weekly Update

Friday, March 26, 2021

Upcoming Events April 6 5:00 p.m. Golf Course Advisory Board Meeting 6 6:30 p.m. City Council Regular Meeting 14 9:00 a.m. Code Enforcement Special Magistrate Meeting 20 6:30 p.m. City Council Special Meeting 22 5:30 p.m. Planning Commission Meeting 27 5:15 p.m. Environmental Advisory Board Meeting 28 9:00 a.m. Code Enforcement Special Magistrate Meeting 28 5:15 p.m. Parks & Recreation Advisory Board Meeting 28 5:30 p.m. City Council Workshop

May 4 6:30 p.m. City Council Regular Meeting 12 9:00 a.m. Code Enforcement Special Magistrate Meeting 18 6:30 p.m. City Council Special Meeting 26 9:00 a.m. Code Enforcement Special Magistrate Meeting 27 5:30 p.m. Planning Commission Meeting

The City Manager’s Weekly Update has been created to provide City Council members and staff with a weekly briefing on the status of citywide projects, programs and services.


Fleet Maintenance

• Took possession of a 2021 Ford F350 Pickup for Public Utilities Water Production Division to replace a 10-year-old vehicle.

Photo of 2021 Ford F350 Pickup

Solid Waste

• The two operator positions for the street sweepers have been filled. Michael Wheldon and Kenneth Stermer are now the new street sweepers that began on March 15. The operators have gone through their initial training with the manufacturer and are now getting some hours behind the wheels and over the brushes. They were involved in a thorough cleaning of City Center where leaves were blown out of all the medians and right of ways and then swept up. Our current contract with USA Services ends on March 31, 2021. This is when our sweepers will take over the fulltime duties of keeping our City streets and curbs clean.

Photo of the new street sweeping staff

Ken Stermer (Left) and Mike Weldon (Right)

Public Works

City Manager’s Weekly Update Friday, March 26, 2021

Facility Maintenance

• Staff received training on the new fire alarm panel at City Hall from the contractor that installed the new system.

• Staff worked with electrical contractor at the Police Department installing two new

electrical outlets in the EOC at the Police Department.

• Staff replaced a leaking touchless faucet in the lobby restroom at the Police Department.

• Staff continued painting doors at Public Works.

Grounds

• Crews worked on the medians on Ridgewood and Dunlawton last week. They installed sod, plants, mulch and then worked on the irrigation to ensure we had 100% coverage of water.

Before and after photos of the median on Ridgewood after staff added sod and plants

Drainage

• Crews begin replacing a stormwater pipe at the corner of Hamlet Drive and Hillville Drive

• The Kaiser is cleaning out the ditch in the Hamlet subdivision.

• The boom mower completed mowing the banks at Cross Creek in the Willow Run subdivision.


• The Gradall is currently working on the Willow Run Blvd. ditch.

Photo of Gradall cleaning the ditch on Willow Run Blvd.

Roads

• Sign Maintenance was completed at the corner of Mossy Oak Lane and Miles Drive due to a leaning Stop sign.

• Staff completed an asphalt repair on Spruce Creek Road due to many potholes in front of the East Port Business Park.

Photo of the asphalt patch on Spruce Creek Road in front of East Port Business

Park


Field Operations

• Field Ops crews helped General Underground repair a leak on the 12” watermain on Spruce Creek Rd. A leaking joint was deemed to be the cause of the water leak. The contractor will restore the area that was affected with dirt and new sod.

Photos of crews repairing the 12” watermain along Spruce Creek Rd.

• Field Ops crews installed another drinking water sample station in Forest Lake Preserve. These sample stations allow lab staff to safely perform routine water sampling on city property and not utilize spigots on the side of resident’s homes.

Photo of a newly installed drinking water sample station in Forest lake Preserve

Public Utilities


Lab Operations

• 2020 Water Quality Report (also known as the Consumer Confidence Report) has been submitted to Volusia County Health Department for approval. Once approved, the report will be available for all water customers.

Water Reclamation Facility

• Joe Eppler received his State of Florida Department of Environmental Protection Wastewater ‘C’ License. Congratulations Joe!

• Bill Trendel started on March 22, 2021 as the new Assistant Reclaimed Water Production Manager. Welcome aboard Bill!

• The HACH Company was at the Reclaimed Water Plant performing calibration services on various instruments as required by FDEP. The service agreement includes chlorine residual analyzers, nitrogen analyzers, phosphorus analyzers, pH analyzers and probes, ammonia analyzers, solids analyzers and probes, just to name a few.

Photo of HACH technician servicing the instrumentation at the Reclaimed Lakes


Engineering

• Contractor grout filled the abandoned 12” PVC water main on the eastside of Spruce Creek Road. Additionally, they are continuing restoration activities in the area.

Photo of grout being poured into the old abandoned 12” watermain on Spruce Creek

Rd.

Water Treatment Facility

• Steve Parnell and Frank Flagg met with Christina Potts at the WTP to go over the upcoming facility painting project that is currently being developed internally. The WTP will receive a professionally applied paint job to the entire facility later this year from a painting contractor.


Risk Management

• All employees who are eligible to receive the COVID-19 vaccine are encouraged to do so. Florida has many sites that are providing COVID-19 vaccines, but supplies are limited and appointments may not be available at all sites. Vaccines are free to eligible residents. To find out if you are eligible to receive a vaccine, and to find a location authorized to provide the vaccine, go to https://floridahealthcovid19.gov/vaccines/. In addition, citizens may pre-register to receive the vaccine as it becomes available at https://myvaccine.fl.gov/#/RegistrationForm. On Friday, March 26, Governor DeSantis has announced that all Floridians 40 and older will be eligible to receive the COVID-19 vaccine, beginning on Monday, March 29. On Monday, April 5, the vaccine will be available for all Floridians 18 and older.

Graphic on availability for the COVID-19 vaccine

Information Technology

• Staff met with our account manager with CivicPlus to discuss getting preliminary budget quotes for some enhancements to the city’s website including a fresh redesign, upgrading the citizen request tracker to SeeClickFix, and accessibility improvements. Staff hopes to include these enhancements as part of the FY22 operating budget request.

Administrative Services

https://floridahealthcovid19.gov/vaccines/

https://myvaccine.fl.gov/#/RegistrationForm


Athletics

• Senior Games opening ceremony took place on March 17th. We have 182 players playing either pickleball, golf, horseshoes, or softball.

Photos of Senior Games opening ceremony on March 17 at Lakeside Community

Center

Photos of the Senior Games horseshoe competition winners

Parks & Recreation


• The City of Port Orange Parks and Recreation Department hosted the Youth MLB competition for boys and girls ages 7 – 13.

Photos of the youth MLB competition for Pitch, Hit and Run

• Adult Sports - The deadline for teams for this adult season has passed. We will have

adult leagues at Coraci Sports Complex Tuesday-Friday starting on April 6th until the season ends. We ended up with 8 teams in co-ed soccer, 13 teams in men’s softball, 6 teams in Wednesday night co-ed softball and 6 teams in Friday night co-ed softball. 2 fields for each league. Schedules will be available at the end of the week.

Parks

• The Parks Department notified the Port Orange Police Department of a Sailboat that has been moored to the dock at the Causeway boat ramp for several days. The owner will be notified to remove the boat.

Photo of moored sailboat at Causeway Boat R


Recreation

• The Port Orange Community Trust held a Movie Under the Stars on Friday March 19th at the Kenneth W. Parker Amphitheater. There were approximately 100 people in attendance. In addition to the movie, the concession stand was open, there were food trucks, and chalk for creating art! The Port Orange Community Trust’s next movie will be held on Friday June 11th. For more information, please visit their Facebook page https://www.facebook.com/portorangefamilydays

Photo of people attending Movie Under the Stars Night

• This Saturday, March 27 and Sunday, March 28, the Port Orange Community Trust will host a Festival at Riverwalk Park. The event will include a concert, food trucks, beer garden, and limited vendor booths. More information can be found on their Facebook page https://www.facebook.com/portorangefamilydays

Graphic flyer of the Festival Riverwalk Event

https://www.facebook.com/portorangefamilydays

https://www.facebook.com/portorangefamilydays


• Having worked through the issues encountered with the Budget Amendment for the Project

and Encumbrance carry forward, the Budget Team has shifted its focus to budget development and preparing the Workday FY22 Baseline Budget templates. The budget Team will distribute notifications, access information, and instructions for submitting requests in early April. More details to follow.

• Our newest team member, Bruce Hudecek, is quickly getting up to speed on projects and

is working on summarizing the FY2022-26 CIP requests received to date.

• The Purchasing Department held the pre-bid conference for the Herbert and Nova Master Lift Station Rehabilitation, ITB 21-09, and the mandatory pre-bid conference and site visit for Renovation of the Rec, ITB 21-13 this week in Council Chambers.

• The Finance department held their bi-weekly meeting last week with managers of each area to discuss open items and revisit the SWOT - Theory of Constraints charts on which we have been working. This is an ongoing project.

• The Proprietary Funds Accountant position and the A/R Accountant position are the current job openings for the Finance Department. The Accounting team will begin the review of the applicants in the first or second week of April.

• Customer Service had a guest speaker, Patrick Czarny, for this week’s training. He gave a discussion on tools to improve customer communication skills within the department. It was valuable information that everyone can use.

• Customer Service is encouraging customers to get their Animal license before the penalty is applied on April 5, 2021. Customer Service has issued 171 animal tags so far in 2021.

• Customer Service decreased the number of shutoffs from 155 to 60 by reaching out to delinquent customers.

On the horizon

• Finance is looking forward to welcoming our new Purchasing Manager, Jill Poolman, on Monday, March 29!

• The next General Employees’ Pension meeting will be held on March 29, 2021.

Finance


• Volusia County Emergency Management will be hosting the annual Volusia County Hurricane Exercise on April 14 from 1:00 pm to 3:00 pm virtually via GoToMeeting. Several members of the Finance department will attend.

Fire Chief’s Office

• Fire staff met with the Interim City Manager and Interim Assistant City Manager to discuss additional staffing to the fire department. Several mitigating factors including a staffing our part time transport unit, several members with long term health issues and some pending retirements have created an excessive amount of overtime that is wearing out the line members. Staff is evaluating costs to add three new positions as soon as possible to help ease the burden of mandatory overtime to cover normal daily staffing needs.

• The Fire Chief participated in the monthly teleconference with all the other municipal

transport providers. Items of note included a notification from VC EMS they will be meeting with Chief Fustin on April 1st to discuss 24-hour transport.

• The Fire Chief presided over the monthly meeting of the Volusia County Fire Chiefs

Association held this month in South Daytona. The most important agenda item was a presentation by VC Emergency Medical staff on the pending transition to a new fire records management system. The County will soon be purchasing the Zoll brand fire RMS, which will create a more seamless reporting system between, fire and EMS in the field units. It will also be more helpful for data mining and have far better analytics for research purposes. As of this time, it appears VC will be taking on the entire cost of this new RMS and allowing the municipals free access.

• Transports for Week 101: 29 emergent dispatches with 17 transports and 10 non-

emergent dispatches with 8 transports. Response times are 7 minutes 47 seconds for emergent calls and 7 minutes 56 seconds for non-emergent calls. We were sent outside of our corporate border 2 times this week. Since inception on April 15, 2019, we have been sent to 2,833 emergent calls and transported 1,950 patients and 923 non-emergent calls with 676 patients transported.

Fire Operations

• Medic 73 was delivered to Ten-8 for the install of the new Stryker Power Cot system.

• The Department is in the process of outfitting a new Ford F-250. This vehicle will be

assigned to DC Wilson and will serve as a backup to the Battalion Chief’s vehicle.

Fire Rescue


Fire Training

• Port Orange Fire training division conducted a (Construction Documents and Plans Review, ATPC2521) State Certification class. Firefighters from Palm Coast, Daytona Beach Shores, Volusia County, and Port Orange completed this 45-hour class toward State fire safety inspector certification. This curriculum is geared towards teaching the student how to assimilate information contained in working, drawing, and specifications as they relate to the fire inspector.

• Port Orange Fire training division provided American Heart Association CPR/AED

training for various citizens, professionals and businesses in Port Orange. Port Orange Fire Rescue strives to provide lifesaving education and training for citizens and businesses of Port Orange.

Emergency Management

• Emergency Management virtually attended a web-based course on Weapons of Mass Destruction (WMD). The FBI WMD Chemical and Biological Countermeasures Unit (CBCU) developed online training based on case examples of subjects who possessed or attempted to possess chemical and biological materials for nefarious purposes. The goal of the presentation was to inform the audience on the importance of information sharing, capacity building, and other situational awareness capabilities that exist in every state and territory. Additionally, this presentation provided audience members relevant triggers and tripwires of the above-mentioned threats, discuss tripwire information that was provided, and how local WMD Coordinators can assist in mitigating these threats in their area of responsibility. We are also ramping up our efforts for the 2021 Hurricane season.

• First Step Shelter (03/18/21 – 03/25/21). Persons Contacted – 2 Persons Refusing Assistance – 1 Persons Not Eligible – 0 Shelter Intake – 1 Shelter Intake Refusal – 0 Other – 0 YTD Contacts* – 196 YTD Shelter Intakes* – 0 YTD Shelter Intake Refusals* - 28

*From 1/24/2020

Police


TNR Program Stats as of 03/25/2021

YTD Applications Received 66 Applications Approved 55 Applications Pending Approval 1 YTD Applications Denied 10 YTD Cats Spayed/Neutered 199

• A Special Event Permit was approved for Dreamland Amusements to hold a 5-day carnival

at the Pavilion at Port Orange. According to The Pavilion at Port Orange Planned Commercial Development (PCD) Master Development Agreement (MDA), approved in 2007, all Special Events held within the Pavilion only require approval by City staff. The Special Event application submitted by Dreamland Amusements and The Pavilion at Port Orange has been reviewed and approved by the Police, Fire, Public Works, Parks and Recreation, Code Enforcement, and Community Development departments. The carnival will include amusement rides, games, and food stands and will be set-up in the large, grassed area across from Chuck’E’Cheese at the Pavilion. The carnival is scheduled to be open to the public from March 31st – April 4th, 2021. Set up will begin on March 29th and take down will be completed by April 5th. The carnival hours of operation will be 5-10 pm on Wednesday and Thursday, and 5-11 pm on Friday, Saturday Noon-11 pm and Sunday Noon-10 pm. The carnival will be fenced off and there will be private security. Music over speakers will end at 7 pm nightly. The Special Event has been approved with the following sanitation and social distancing plan as required by City of Port Orange Executive Order #54: • Employee's temperatures will be checked, and they must wear face masks.

• Routine cleaning and disinfection of high-touch areas and items. • Touchless hand sanitizer dispensers shall be made available at each ride for customer

convenience. • Marking concessions with 6’ intervals and restricting the use of group game playing

positions to every 2nd or 3rd position to provide adequate patron spacing. Exceptions to this may be allowed if players are part of the same family or group.

• Amusement ride occupants must be limited to single riders, unless riders are a part of the same group or family. Rides with general or group seating shall be restricted in such a way as to promote social distancing between groups and individuals.

Community Development


• Plexiglass type shields shall be installed at serving windows between employees and patrons.

Location map of The Pavilion at Port Orange PCD located west of S. Williamson Blvd., north of Taylor Rd., and the special event area located in the grassy area adjacent to the Chuck’E’Cheese restaurant.

• The site contractor for the Riverwalk Fysh Restaurant site continues to work on repairing

and strengthening the existing seawall around the point property along with preparing the building pad for the restaurant. Site work is ongoing in the parking lot areas and includes installation of underground stormwater infrastructure and grading for stormwater ponds and the parking lots.

Photos of construction work being done at Riverwalk Fysh Bar & Grill Restaurant


• An early start permit has been approved for a concrete pour at 4:00 a.m. on Wednesday, March 31st at the Oak Street Industrial Park located at 601 Oak Street. As part of the approval for the early start permit, the contractor is required to coordinate travel paths of the concrete trucks to minimize audible back-up alarms and direct lighting away from adjacent properties. If the early morning concrete pour is postponed due to weather on the 31st, the contractor intends to conduct the early morning concrete pour on Thursday, April 1st.

Location map of subject property at 601 Oak St.


• Installation of silt fencing and tree protection barricades are anticipated to installed at the Splash Express Car Wash project site located at the southeast corner of Nova Road and Herbert Street. Upon approval from the City on the installation of silt fencing and tree protection barricades, the site contractor will begin building demolition and site work. The contractor anticipates starting demolishing of the existing building on site and site work beginning in early April.

Location map of subject property located at the southeast corner of Nova Road and

Herbert Street


• The traffic signal mast arm located at eastbound Dunlawton Avenue, east of the I-95 interchange has been removed and replaced with a temporary signal span. The temporary signal span has been installed due to damage incurred when a vehicle crashed into the permeant mast arm last July. FDOT advised staff that a new permeant mast arm for this location is being fabricated and FDOT anticipates installation in late 2021. FDOT does have a maintenance/contingency plan related to the temporary span for the upcoming hurricane season and will include City staff in the coordination efforts as they move forward with the replacement.

Photo of the temporary signal span on eastbound Dunlawton Ave., east of the I-95 interchange


• An application has been submitted to rezone +/- 5.8 acres location from A (Agriculture) to PCD (Planned Commercial Development) along with a Master Development Agreement (MDA) and Conceptual Development Plan (CDP). If approved, the PCD will set up the framework to develop the property with an office/retail building, self-storage facility and RV/boat parking. The current Future Land Use designation on the subject property is Office/Residential Transition and currently supports the development of the proposed development. Yellow zoning amendment public notice signs were installed on the property on Friday along Dunlawton Avenue and Oak Street.

Location map of subject property at southeast corner of Dunlawton Avenue and Spruce Creek Rd.

• This week, the PIO attended a “Zoomposium” by the South Florida Media Coalition with other

PIOs across the State. Speakers discussed how PIOs can avoid pitfalls in high-profile incidents.

• City’s Athletics Supervisor, Josh Anderson and the PIO spoke with WSBB about Parks’ Senior Games taking place this week and how the community can get involved. WSBB has a Thursday segment focused on Senior Living.

City Manager

P a g e | 21


Bids

3/25 Status of Bids and Proposals

City of Port Orange Procurement Projects - FY21

Type Bid # CURRENT PROJECTS Dept StatusIssued Bid #

OnBid/Proposal

ReleasePre-

Bid/ProposalQuestions Addendum

Bid/Proposal Opening

Evaluation Date

ITB 20-12 Wastewater Reclamation Facil ity Construction of Building - JT PW Draft In Process - Awaiting Decision on AIA or EJCDC Contract 5/19 N/A

ITB 21-09 Herbert & Nova Master Lift Station Rehabilitation - MH PW/PU ITB Released Bid Opening 04/12 1/13 3/8 3/22 3/29 4/5 4/12 N/A

ITB 21-10 Canal View Blvd Runoff Management and Guardrail Repairs - MH PW/PU Awaiting Bid Request in Civic Clerk and Workday - Kickoff Meeting held on 3/10 3/10 N/A

ITB 21-11 Emergency Food Services and Supplies FEMA - JT PR ITB To Be Released Bid Opening 04/26 3/22 3/29 N/A 4/12 4/19 4/26 N/A

ITB 21-13 Renovation and Expansion of the REC - MH PR ITB Released Bid Opening 04/19 12/16 3/12 3/26 & 29/2021 4/5 4/12 4/19 N/A

ITB 21-15 Citywide Street Striping - JC PW/PU Draft In Review and Approval Process (Legal) - Need approvals in Civic Clerk 1/25 N/A

ITB 21-16 Digital Signboard at City Center - JC IT Awaiting Bid Request in Civic Clerk and Workday - Kickoff Meeting held on 2/25 2/25 N/A

ITB 21-17 Police Department Duct/HVAC Mold Remediation - MH PW Awaiting Bid Request in Civic Clerk and Workday - Kickoff Meeting held on 3/9 2/25 N/A

ITB 21-18 Fire Department Ceil ing Replacement - MH PW Awaiting Bid Request in Civic Clerk and Workday - Kickoff Meeting held on 3/9 3/9 N/A

RFP 21-06 Incident Response Management System (IRMS) - JC PW/PU Draft In Process - Need approvals in Civic Clerk and Scoring Criteria from Dept 1/29 TBD

RFP 21-07 Internet and VoIP Communication Services - MH IT Draft In Process - Need approvals in Civic Clerk 2/22 TBD

RFP 21-08 Structured Ethernet and Fiber Optic Cabling - MH IT Awaiting Bid Request in Civic Clerk and Workday - Kickoff Meeting held on 3/15 3/15 TBD

RFSQ 21-01 Professional Services for Design & Permitting of On LAP Projects - MH CD Need approvals in Civic Clerk; Draft on Hold - Follow Up Meeting to be held on 3/30 11/6 TBD

RFSQ 21-02 Riverwalk Park Phase 3 Water Oriented Features and Boardwalk - MH CD Draft In Process - Need approvals in Civic Clerk 3/3 TBD

Type Bid # COMPLETED PROJECTS Dept StatusITB 20-15 Parks Maintenance Renovations Equipment Storage PR COMPLETED 10/2020 - Awarded 11/2020

RFP 20-05 Technical Assistance with HUD Programs Consultant FI COMPLETED 10/2020 - Awarded 12/2020

ITB 20-13 Dry Cleaning Services PD/FD COMPLETED 10/2020 - Awarded 12/2020

RFQ 21-01 Parking Area Repair & Environmental Enhancement at Deck Down Under CD COMPLETED 12/2020 - Awarded 12/2020

RFP 21-05 Executive Search Firm Services for City Manager HR COMPLETED 12/2020 - Awarded 12/2020

ITB 21-05 Grapple Truck Replacement PW COMPLETED 12/2020 - Cancelled by PW

ITB 20-16 Ridgewood Ave and Farmbrook Rd Watermain Improvements PW/PU COMPLETED 01/2021 - Awarded 02/2021

ITB 21-01 Water Reclamation Facility Chlorine Skid with Mixer PW/PU COMPLETED 01/2021 - Awarded 03/2021

RFP 20-06 Airport Park Playground Replacement PR COMPLETED 01/2021 - Notice of Intent to Award Issued 3/15/21

RFP 21-03 Workday Adaptive Planning Software Implementation FI COMPLETED 01/2021 - Cancelled

ITB 21-03 Removal and Installation of Fencing at the Public Works Facility PW COMPLETED 01/2021 - Awarded 03/2021

ITB 21-12 Accessories & Installation Services for Fleet Vehicles & Equipment PW COMPLETED 01/2021 - Cancelled; Dept to Piggyback off Volusia County Contract

RFP 21-01 Solid Waste Collection Services PW COMPLETED 01/2021 - Awarded 02/2021

RFP 21-02 Wrecker Services PD/FD COMPLETED 02/2021 - Bid Protest Meeting 3/16/21

ITB 21-08 Pedestrian Crossing Signs PW/PU COMPLETED 02/2021 - Bid Protest Meeting 3/11/21, Follow Up Meeting 3/17/21

ITB 21-02 Howes St and Orange Ave Watermain & Drainage Improvements PW/PU COMPLETED 02/2021 - Notice of Intent to Award Issued 2/16/21

ITB 20-14 Fire Department Training Tower Excavation, Foundation, and Erection FD COMPLETED 02/2021 - Awarded 03/2021

RFQ 21-02 Wooden Bridge Inspections PW/PU COMPLETED 02/2021 - Awarded 02/2021

RFP 21-04 Broker Services for Employee Services HR COMPLETED 02/2021 - Notice of Intent to Award Issued 3/17/21

ITB 21-14 Officials, Umpires, Referees, & Scorekeepers for Recreation Sports Programs PR COMPLETED 02/2021 - Awarded 03/2021

ITB 21-06 Ponce Inlet Lift Station Building Remodel PW/PU COMPLETED 03/2021 - Notice of Intent to Award Issued 3/10/21

ITB 21-04 Pest Control and Fertilizing for Athletic Fields PR COMPLETED 03/2021 - Under Evaluation

ITB 21-07 Furnish & Install Embossed FRP Wall Coverings for Vehicle Maintenance Shop PW COMPLETED 03/2021 - Notice of Intent to Award Issued 3/5/21

RFI 21-01 Implementation of Workday Adaptive Planning Software FI COMPLETED 03/2021

Type Bid # FUTURE PROJECTS Dept Status

City Manager's Weekly Update - Port Orange

Documents

Transcript of City Manager's Weekly Update - Port Orange