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Agenda Mayor And City Council Work Session TUESDAY, JANUARY 15, 2013 – 10:00 A.M

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 AGENDA MAYOR AND CITY COUNCIL WORK SESSION TUESDAY, JANUARY 15, 2013 – 10:00 A.M. Closed Session – Tuesday, January 15, 2013 – 10:00 a.m.- 1:00 p.m. – Legal, Contractual, Personnel and Collective Bargaining Matters 1. Report on Closed Session – Tuesday, January 15, 2013 – 10:00 a.m. – Legal, Contractual, Personnel and Collective Bargaining Matters 2. Bid Openings A. B. C. D. E.

Fire Headquarters Building Design Services Inlet Parking Lot Controls Inlet and Bayside Boardwalk Repairs Lumber for Inlet and Bayside Boardwalk Repairs Tandem Axle Tractor

3. Request Permission to Solicit Bids for Grass Mowing Services Presented by: Calvin Ginnavan, Parks Superintendent th

th

4. Discussion of Funding for Ornamental Lighting on St. Louis Avenue, 17  to 10  Street Presented by: Hal Adkins, Public Works Director 5. Discussion of Expansion of Bus Stop Located on Somerset Street Between Baltimore Avenue and Philadelphia Avenue Presented by: Hal Adkins, Public Works Director 6. Permission to Reallocate 2012 Wastewater Bond Funds to a 2010 Wastewater Bonded Project Presented by: Hal Adkins, Public Works Director 7. Summary of Critical Area Mitigation Program and Request to Transfer Funds for Projects and Intern Presented by: Gail Blazer, Environmental Engineer 8. Discussion of Resident Agent Requirements for Rental License and Noise Control Permit Presented by: Michael Sherman, License Inspector 9. Discussion of Visitor Guide Letter of Agreement Presented by: Donna Abbott, Tourism To urism Director and Melanie Pursel, Chamber of Commerce Executive Director

WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, JANUARY 15, 2013 1 – Report on Closed Session - Tuesday, January 15, 2013 10:00 a.m. – 1:00 p.m. Legal, Contractual, Personnel and Collective Bargaining Matters

 NOTICE OF CLOSED SESSION OF MAYOR & CITY COUNCIL OF OCEAN CITY DATE AND TIME: PLACE: SUBJECT:

Tuesday, January 15, 2013 10:00 a.m. City Hall  Legal, Contractual, Personnel and Collective  Bargaining Matters VOTE: UN UNANIMOUS OTHER: FOR: AGAINST: ABSTAIN: ABSENT: from vote only: AUTHORITY: State Government Article: Section 10-508(a) Annotated Code of Maryland PURPOSES: 1. To discuss: (i) the appointment, employment, assignment, promotion, discipline, demotion, X 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 matter that is not related to public business 3. To consider the acquisition of real property for the public purpose and matters directly related thereto; 4. Consider a matter that concerns the proposal for a business or industrial organization to locate, expand or locate in the state; 5. Consider the investment of public funds; 6. Consider the marketing of public securities; X 7. Consult with counsel to obtain legal advice; 8. Consult with with staff, staff, consultants or other individuals about pending or potential litigations; 9. Conduct collective bargaining negotiations negotiations or consider matters matters that relate to the X negotiations; 10. Discuss public security if the public body determines that public discussion would constitute a risk to the public or public security, including; a) the deployment of fire and police services and staff; and  b) the development and implementation of emergency plans 11. Prepare, administer administer or grade grade a scholastic, licensing or qualifying qualifying examination; 12. Conduct or discuss an investigative investigative proceeding proceeding on actual or possible criminal conduct; 13. Comply with a specific constitutional, statutory or judicially imposed requirement that prevents public disclosures about a particular proceeding or matter; or 14. Before a contract is awarded or bids are opened, discuss a matter directly related to a negotiation strategy or the contents c ontents of a bid or proposal, if public discussion X or disclosure would adversely impact the ability of the public body to participate in the competitive bidding or proposal process

REPORT OF CLOSED SESSION OF THE MAYOR AND CITY COUNCIL OF OCEAN CITY

Prior to this open session of the Mayor and City Council being held on Tuesday, January 15, 2013, a closed session was held on Tuesday, January 15, 2013 at 10:00 a.m. The following is a report of the closed session. 1. A statement of the time, place, and purpose of the closed session is attached. 2. A record of the vote of each member as to closing the session session is attached. 3. A citation of the authority authority under the law for closing closing the session is attached. 4. (a) Topics of Discussion: Legal, Contractual, Personnel and Collective Bargaining Matters (b) Persons present: Mayor Richard Meehan City Manager David Recor Council President Lloyd Martin Council Secretary Mary Knight Council Members Doug Cymek; Margaret Pillas; Brent Ashley; Dennis Dare and Joe Mitrecic City Solicitor Guy Ayres Human Resource Director Wayne Evans Recreation and Parks Director Tom Shuster Special Events Director John Sullivan Miles & Stockbridge Associate John Gilman Executive Office Associate Diana Chavis

Action(s) taken: Motion to close meeting:

H:\Wpdoc\closedsess.wpd

WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, JANUARY 15, 2013 2 – Bid Opening A. Fire Headquarters Building Design Services

INTEROFFICE MEMORANDUM

 TO:

JANUARY 15, 2013 COUNCIL AGENDA

FROM:

TERENCE J. MCGEAN

SUBJECT:

PROPOSALS FOR DESIGN OF RENOVATIONS RENOVATIO NS TO FIRE HEADQUARTERS BUILDING

DATE: 

1/9/2013

CC:

DIANA CHAVIS

Proposals for the Architectural and Engineering Services for the additions and renovations to the Fire Headquarters Building will be received at the January 15, 2013 work session. These are proposals for professional services and as such ,  under the City Purchasing Manual, selection is based on qualifications. Therefore , I would ask that the Council simply acknowledge receipt of each proposal. Firms that received proposals:  Atlantic Planning Planning Design and Development Development  AWB Becker Morgan Buchart Horn David A. Quillen Davis Bowen & Freidel Design Atlantic George Miles & Buhr MAD Engineering Manns Woodward Architects Schoellkopf Design

 Thank You

WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, JANUARY 15, 2013 2. Bid Opening B. Inlet Parking Lot Controls

BID SPREAD SHEET

ITEM:

INLET PARKING LOT CONTROLS

Bidders 3M Novi, MI

Total Bid

Amano McGann, Inc. Cincinnati, OH CTR Systems Parking Inc Westminister, MD Park Mobile Atlanta, Ga Parkeon Moorestown, NJ Parking Quest Opportunities McLean, VA Power Door Products Brewster, NY Scheidt & Bachman Phoenix, AZ Sentry Control Systems Sun Valley, CA T2 Systems Indianapolis, IN

BID BOND: YES X NO STAFF ESTIMATE: BUDGET ALLOCATION:

$400,000 $400,000

Ocean City Inlet Parking Lot PARCS Project Number 14-3840.00

Bid Documents December 2012

Name of Bidder________________________________________________________________ SECTION 40 – BID FORMS

Proposal of _____________________________________(herein called 'BIDDER'), organized and existing under the laws of this State of Maryland doing business as a/an  ____________________________*. *Insert a 'corporation', a 'partnership', or an 'individual' as applicable. 40.1

 A.

40.2

INSTRUCTIONS

Submit the following Bid Forms using this Section in accordance with Instructions to Bidders. SPECIFICS OF BID

TERMS OF BID

PROJECT IDENTIFICATION:

Ocean City Inlet Parking Lot PARCS

THIS BID IS SUBMITTED TO:

Town of Ocean City Maryland c/o City Engineer 301 Baltimore Avenue Ocean City, Maryland 21842  Attn: Terence McGean, PE

 A.

In compliance with your Advertisement for Bids, BIDDER hereby proposes to perform all WORK for the construction of the Inlet Lot Parking Lot Control Systems in strict accordance with the CONTRACT DOCUMENTS, within the time set forth therein, and at the prices stated below.

B.

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.

C.

BIDDER hereby agrees to commence WORK under this this contract on or before a date to be specified in the NOTICE TO PROCEED and to fully complete the PROJECT within 75 consecutive calendar days thereafter. BIDDER further agrees to pay as liquidated damages, the sum of $500 (five hundred dollars) for each consecutive calendar day thereafter as provided in Section 15 of General Conditions.

©2012, Walker Parking Consultants/Engineers, Inc. Inc. All rights reserved. BID FORMS

40-1

Ocean City Inlet Parking Lot PARCS Project Number 14-3840.00

Bid Documents December 2012

Name of Bidder________________________________________________________________ D.

In submitting this Bid, BIDDER acknowledges receipt of and has examined the the following ADDENDUM: Date

E.

40.3

 A.

Number

Initials

1.

BIDDER has examined site and locality where Work is to be performed, legal requirements (federal, state and local laws, ordinances, rules and regulations) and conditions affecting cost, progress or performance of Work and has made such independent investigations as BIDDER deems necessary.

2.

This Bid is genuine and not made in interest of or on behalf of any undisclosed person, firm or corporation and is not submitted in conformity with any agreement or rules of any group, association, organization or corporation; BIDDER has not directly induced or solicited any other Bidder to submit false or sham Bid; BIDDER has not solicited or induced any person, firm or corporation to refrain from bidding; and BIDDER has not sought by collusion to obtain for itself any advantage over any other Bidder or over OWNER; and

3.

OWNER reserves right to delete any section of Work.

Communications concerning this Bid shall be addressed to: (BIDDER to provide bidder’s name, address, telephone number and name of individual familiar with this Bid and able and authorized to answer questions regarding this Bid.)

REQUIRED ATTA CHMENTS

Attach the following information information with Bid: 1. Schedule showing Bidders understanding of project requirements including milestones for shop drawings, fabrication, delivery, installation, testing, training and substantial completion. 2. Proof of PCI compliance and validation. Acceptable proof of PCI compliance and validation is vendor/manufacturer being listed on both Visa and MasterCard websites as PCI compliant. It is not acceptable to state that credit card processor is PCI compliant or is in process of becoming compliant and/or receiving validation. System shall be fully Payment Card Industry, Industry, Data Security Standards (PCI, DSS) compliant with respect to design, maintenance and operation of FMS, and acquisition, use, transmission, storage, retrieval, display and reporting of all credit card information.

©2012, Walker Parking Consultants/Engineers, Inc. Inc. All rights reserved. BID FORMS

40-2

Ocean City Inlet Parking Lot PARCS Project Number 14-3840.00

Bid Documents December 2012

Name of Bidder________________________________________________________________ 3. 4.

40.4

 A.

Product Data Sheets including technical specifications, included features, and options. Sample warranty documentation including procedures in event of failure and instances that may affect validity of warranty.

EXCEPTIONS

Understanding each system is unique and may offer a slightly different solution than specified in the Technical Specifications, provide a detailed listing of any requested exceptions. If none taken, provide statement to that effect.  ___________________________________________________________ __________  ___________________________________________________________ __________  ___________________________________________________________ __________  ___________________________________________________________ __________  ___________________________________________________________ __________  ___________________________________________________________ __________  ___________________________________________________________ _________

©2012, Walker Parking Consultants/Engineers, Inc. Inc. All rights reserved. BID FORMS

40-3

Ocean City Inlet Parking Lot PARCS Project Number 14-3840.00

Bid Documents December 2012

Name of Bidder________________________________________________________________ 40.5

DETAIL ED LIST OF UNIT PRICES INCLUDED IN BA SE BID

DES CRIP TION

UNIT

ESTIMATED QUAN QUANT TITY UNIT NIT PRI PRICE TOTAL OTAL COST

BASE SYSTEM: SYSTEM: LA NE EQUIPMENT EQUIPMENT Barrier Gat e with Gat e A rm

EA

10

Ent ry St ation (Tic k et , Int erc om, etc )

EA

2

Ex it S t at ion (Tic k et, Int erc om, et c )

EA

5

Cas hi hier St ation in Boot h (fee c om omput er, printer, int erc om om, et c )

EA

4

Boot h - Rear Door

EA

2

Boot h - S ide Door

EA

1

Boot h - wth Res t room

EA

1

Floor S afes

EA

4

VMS Lane Sign B oo oot h Mount ed ed "Credit Only " wit h arrow

EA

4

VMS VMS Lane Sig Sign Ped Pedesta stal Mou Mounted ted "Cr "Credit Only" ly" with ith arrow

EA

1

In Ground Ground Vehicle Detection Loops Loops

EA

Prot ec t ive B ollards

EA

Lis t Additional/ Mis c ellaneous E quipment B elow: EA EA EA BASE SYSTEM: LA NE EQUIPMENT EQUIPMENT SUBTOTAL Installation, Site work, communications cable supply, initial warranty, warranty, freight, etc . Other  BASE SYSTEM: SYSTEM: LA NE EQUIPMENT EQUIPMENT TOTAL: TOTAL: MANAGEMENT OFFICE/SYSTEM SERVER EQUIPMENT AND SOFTWARE Sy s t em S erver and S oft ware (FMS ) EA

1

W ork s t at ion with hardware and s oft ware

EA

1

Remot e W ork s t at ion S oft ware and Lic ens es

EA

5

Credit Card S erver and S oft ware

EA

1

EA

1

Interc om S y s t em

EA

1

Mas s V alidat ion E nc oder

EA

1

 ACS Controller and and Software Software

List Additional/Miscellaneous Equipment Below: EA EA EA MANAGEMENT OFFICE/SYSTEM SERVER SERVER EQUIPMENT AND SOFTW ARE: SUBTOTAL SUBTOT AL Installation, Site work, communications cable supply, initial warranty, warranty, freight, etc . Other  MANAGEMENT MANAG EMENT OFFICE/S YSTEM SERVER EQUIPMENT AND SOFTW ARE: TOTAL

©2012, Walker Parking Consultants/Engineers, Inc. Inc. All rights reserved. BID FORMS

40-4

Ocean City Inlet Parking Lot PARCS Project Number 14-3840.00

Bid Documents December 2012

Name of Bidder________________________________________________________________

DES CRIP TION

UNIT

ESTIMATED QUAN QUANT TITY UNIT NIT PRI PRICE TOTAL OTAL COST

OTHER ITEMS (Parking System) Stock Items Spare Parts List Additional/Miscellaneous Equipment Below: EA EA OTHER OTHER ITEMS TOTAL :

PARKING SYSTEM SUBTOTAL:

ELECTRIC VEHICLE CHARING STATIONS EV S t at ion

EA

4

List Additional/Miscellaneous Equipment Below: EA EA Installation, Site work, communications cable supply, initial warranty, warranty, freight, etc . Other  EV CHARGING STATION SUBTOTAL:

GRAN GRAND D TOTAL TOT AL B ASE SYSTEM

©2012, Walker Parking Consultants/Engineers, Inc. Inc. All rights reserved. BID FORMS

40-5

Ocean City Inlet Parking Lot PARCS Project Number 14-3840.00

Bid Documents December 2012

Name of Bidder________________________________________________________________

40.6

DETAILED LIST OF AL TERNATE TERNATE BID ITEMS ITEMS

DES CRIP TION

UNIT

ESTIMATED QUAN QUANT TITY UNIT NIT PRI PRICE TOTAL OTAL COST

 ADD ALTERNATE 1: 1: Ad di ti on al Wa rra nty Per io ds (af ter 1st ye ar w ar ranty ra nty ) Year 1

EA

1

Year 2

EA

1

Year 3

EA

1

Year 4

EA

1

Year 5

EA

1

Year 6

EA

1

inc luded

n/a

 ADD ALTERNATE 1: 1: TOTAL  ADD ALTERNATE 2: 2: Add Rovi ng Cashi er Syste m as Descr i be d in Sec ti on 11 12 26 Roving Cashier System Other  Installation, Site work, communications cable supply, initial warranty, warranty, freight, etc . Other   ADD ALTERNATE 2: 2: TOTAL  ALTERNATE 3: Ad d Cre di t Car d I n/ Out Fun cti on al i ty to Syste m Credit Credit Card In/Out Sys tem Other  Installation, Site work, communications cable supply, initial warranty, warranty, freight, etc . Other   ALTERNATE 3: TOTAL  ALTERNATE 4: Ad d Tw o A dd i ti on al EV Char gi ng Sta ti on s EV Charing St at ion

EA

2

Other  Installation, Site work, communications cable supply, initial warranty, warranty, freight, etc . Other   ALTERNATE 4: TOTAL

©2012, Walker Parking Consultants/Engineers, Inc. Inc. All rights reserved. BID FORMS

40-6

Ocean City Inlet Parking Lot PARCS Project Number 14-3840.00

Bid Documents December 2012

Name of Bidder________________________________________________________________

40.7

NON-COLL NON-COLL USION AFFIDAVIT

The Bidder, by its officers and its agents or representatives present at the time of filing this Bid, being duly sworn on their oaths say, that neither they nor any of them have in any way, directly or indirectly, entered into any arrangement or agreement with any other Bidder, or with any officer of the Owner or Owner’s representative representative whereby whereby such affiant or affiants or either of them has paid or is to pay such other Bidder or officer any sum of money, or has given or is to give to such other Bidder or officer anything of value whatever, or such affiant or affiants or either of them has not directly or indirectly, entered into any arrangement or agreement with any other free competition into the letting of the contract sought for by the attached Bids that no inducement of any form or character other than that which appears on the face of the Bid will be suggested, offered, paid or delivered to any person whomsoever to influence the acceptance of the Bid or awarding of the Contract, nor has this Bidder any agreement or understanding of any kind whatsoever, with any person whomsoever to pay, deliver to, or share with any other person in any way or manner, any of the proceeds of the Contractor sought by this Bid.

Submitted By: Type or print firm name

 Authorized Signature

Date

©2012, Walker Parking Consultants/Engineers, Inc. Inc. All rights reserved. BID FORMS

40-7

WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, JANUARY 15, 2013 2. Bid Opening C. Inlet and Bayside Boardwalk Repairs

BID SPREAD SHEET

ITEM:

Inlet & Bayside Boardwalk Repairs

Bidders All States Construction Ocean View, DE Bearing Construction Sudlersville, MD Brawner Builders Hunt Valley, MD Bunting & Murray Construction Selbyville, De

Coastal Design & Construction Gloucester, VA Culpeper Marine Federalsburg, MD EQR Arbutus, MD Fisher Marine Construction

Chincoteague, VA rc

ectr c

Ocean City, MD George & Lynch, Inc. Dover, DE s erson Salisbury, MD

Total Bid

Bidders Harkins Contracting Salisbury, MD Hi-Tide Marine Construction Snow Hill, MD Just Rite Marine Structures Berlin, MD c n y ar ne ne Hebron, MD e

av av son xcavat ng Goldsboro, MD Miken Builders Millville, DE

Mills Creek Buiders Ocean City, MD Nason Construction Salisbury, MD Patterson Construction Berlin, MD RBCI Easton, MD

Total Bid

Bidders R.L. Mitrecic & Sons Ocean City, MD Rehak Construction LLC Baltimore, MD Royal Plus Ocean City, MD Superior Contracting Berlin, MD Walsh Home Improvement Berlin, MD Whiting & Turner Baltimore, MD

Willow Construction Easton, MD

BID BOND: YES X NO STAFF ESTIMATE: BUDGET ALLOCATION:

$385,000 Not Budgeted

Total Bid

BID Proposal of _____________________________________(herein called 'BIDDER'), organized and existing under the laws of this State of Maryland doing business as a/an  ____________________________*.  __________________________ __*. To the TOWN OF OCEAN CITY, OCEAN CITY, MARYLAND (herein called the 'TOWN'). In compliance with your Advertisement for Bids, BIDDER hereby proposes to perform all WORK for the construction of the Inlet and Bayside Boardwalk Repairs  in strict accordance with the CONTRACT DOCUMENTS, within the time set forth therein, a nd at the prices stated  below. By submission of this BID, each BIDDER certifies, and in the case of a joint BID each party thereto certifies as to his own organization, that this BID has been arrived at independently, without consultation, communication, or agreement as to any matter relating to this BID with any other BIDDER or with any competitor. BIDDER hereby agrees to commence WORK under this contract on or before a date to be specified in the NOTICE TO PROCEED and to fully complete the PROJECT within 90 (ninety) consecutive calendar days thereafter. BIDDER further agrees to pay as liquidated liquidated damages, the sum of $500.00 (five hundred dollars) for each consecutive calendar day thereafter as provided in Section 15 of General Conditions. BIDDER acknowledges receipt of the following ADDENDUM:  _____________________________________________________  __________________________ __________________________________ _______  _____________________________________________________  __________________________ __________________________________ _______

*Insert a 'corporation', a 'partnership', or an 'individual' as applicable.

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

REVISED BID SCHEDULE  NOTE: BIDS shall include all applicable fees. Item No.  ________

Quantities _________

Description __________

Total Cost _________

1

1 Lump Sum Inlet Boardwalk Repairs

$_____________

2

1 Lump Sum Chicago Ave Boardwalk Repairs

$_____________

TOTAL BID.....................................................................................................$________________  ___________________________________________________  _________________________ ____________________________________________dollars __________________dollars

Respectfully submitted,

 __________________________ ________  __________________________________ Signature

 __________________________ _______  _________________________________  _________________________________  __________________________ _______ Address

 __________________________ Title

 __________________________ _______  _________________________________ License Number (Seal-if BID is by a corporation) Attest

________ Date

WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, JANUARY 15, 2013 2. Bid Opening D. Lumber for Inlet and an d Bayside Boardwalk Repairs

BID SPREAD SHEET

ITEM:

INLET & BAYSIDE BOARDWALK LUMBER

Bidders Chesapeake Wood Products Inc. Hanover, MD Coastal Wood Industries Fruitland, MD Culpeper Federalsburg, MD East Teak West Bend, WI Grasmick Lumber Baltimore, MD Long Life Treated Wood Hebron, MD Lowes Easton, MD Lumberman Associates Bristol, PA Pikesville Lumber & Supply Baltimore, MD

BID BOND: YES NO X STAFF ESTIMATE: BUDGET ALLOCATION:

$60,000 Not Budgeted

Total Bid

Office of the City Engineering P.O. Box 158 Ocean City, MD 21842

BID FORM

NAME OF BIDDER: __________________________________ _____________________________________________________ ____________________________ _________

PAGE ONE: RE: Inlet and bayside Boardwalk Lumber If promised delivery is not met, the Mayor and City Council reserves the right not to honor the bid and contract. In order to be considered, no deviation or modification from the attached specifications will be allowed. In the event a different bid form f orm is used, the bid will not be not  be considered. It is not the intent of the Town of Ocean City to disqualify a bidder if every bid line item specification is not met. All bids will be reviewed for their own merit to determine the successful low bidder. Sealed bids must be in the City Manager’s Office, City Hall, 301 Baltimore Avenue, Ocean City, Maryland, 21842 no later than 11:00 AM, Tuesday January 15, 2013. Mailed bids must be received by this time as postmarks will not be considered. Faxed bids are not allowed and will not  be accepted as a valid proposal. proposal. Mailed bids should be addressed to the City Manager’s Office, P.O. Box 158, Ocean City, MD 21842 and marked prominently on the front of the envelope “SEALED BID: Boardwalk Lumber”. The bids will be opened and acknowledged by the mayor and Council at their regular Work Session on Tuesday, 1:00 PM, Tuesday, January 15, 2013 at 1:00 PM at City hall, 301 Baltimore Avenue, Council Chambers, Ocean City, Maryland. Following staff review and Council approval all  bidders will be notified notified as to 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:_________________________ Date:_________________________

Signed:_____________________________ Signed:_____________ ________________ Title:______________________________ Title:_______________________________ _

BID SCHEDULE - BOARDWALK LUMBER MATERIALS

Page 2 of 3 NOTE: BIDS shall include all applicable fees: BASE BID:

Item No.

Description

Quantity

Unit Price

Total Price

1

Deck 2”x6”x10’, ACQ/CA-C

648 each

$_________ per each

$

2

Deck 2"x6"x12', ACQ/CA-C

1,793 each

$_________ per each

$

3

Deck 2"x6"x14', ACQ/CA-C

641 each

$_________ per each

$

4

Deck 2"x6"x16', ACQ/CA-C

200 each

$_________ per each

$

5

Rail Cap 2"x8"x12', ACQ/CA-C

125 each

$_________ per each

$

6

Post 6x6x10’, ACQ/CA-C

60 each

$_________ per each

$

7

Stringer 4x8x12’ ACQ/CA-C

624 each

$_________ per each

$

6

Stringer 3x8x16 ACQ/CA-C

14 each

$_________ per each

$

Item No.

Description

Quantity

Unit Price

Total Price

5

Bulkhead Cap 3x14x12’ ACQ/CA-C

76 ea

$_________ per each

$

Total Base Bid Price for LUMBER:.................................................................. LUMBER:................................................................................$______________________ ..............$______________________  ________________________________________________________________________________________ __dollars

 Note: This bid form must be signed by an officer of your company or an authorized agent for this proposal to be considered valid by the Mayor and Council of Ocean City, Maryland. Respectfully submitted,

Dealer Name: ______________________________________________________________________________________  __________________________ ________  __________________________________ Signature

___________________________ ________________________ ___ Title

 __________________________ _______  _________________________________  _________________________________  __________________________ _______ Address

License No. _______________________________________ ______________________ _________________

Phone:___________________________  _______________________ _________  ________________________________ Attest

(seal if BID by a corporation)

_______________ Date

WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, JANUARY 15, 2013 2. Bid Opening E. Tandem Axle Tractor

BID SPREAD SHEET ONE (1) 2013 Tandem Axle Tractor

Vendor Autocar Truck 551 S. Washington Street Hagerstown, IN 47346 Todd Gorsop [email protected] 765-439-0162 Barr International, Inc. 2407 N. Salisbury Blvd. Salisbury, Maryland 21801 Wayne Hoke 410-546-1122 Elliott Equipment Co., Inc. Elliott/Wilson Trucks 327 N. Aurora Street Easton, Maryland 21601 Fred Wilson 410-822-0066 Golden Equipment PO Box 873 393 Mars Valencia Road Mars, PA 16046 Wayne Curbtender [email protected] 724-625-3100 GranTurk Equipment Co., Inc. One Schuylkill Parkway Building B Bridgeport, PA 19405 Joel Chernin 610-239-9800 or 410-837-5570 Harvey Mack Sales 30299 Foskey Lane Delmar, Maryland 21875 Robert Senesi 410-896-3562 Ingolds, Inc. P.O. Box 548 Bel Air, Maryland 21014 Glenn Ingold 1-800-874-6465

Tandem Axle Tractor Bid

McNeilus PO Box 219 941 Hemlock Road Morgantown, Pennsylvania 19543 Attn: Todd Gorsop 610-286-0400 Maryland Industrial Trucks 1330 W. Nursery Road Linthicum, MD 21090 Mike Moylan [email protected] 443-386-2219 Mid-Atlantic Waste Systems 10641 Cordova Road Easton, Maryland 21601 Jack Mason 410-820-7188 Ext. 3003 Tidewater Mack, Inc. 301 Bulldog Drive Chesapeake, Virginia 23320 Richard H. Doub [email protected] 800-359-6225 Tom’s Truck Sales LLC 8620 Quarry Road Manassas, Virginia 20110 Barry Hummel 800-361-7305 Waste Equipment Sales & Service LLC 3300 A Transway Road Halethorpe, MD 21227 Mike Adcock/Tim Burns [email protected] 443-324-2965 410-479-8350 Western Star Trucks of Delmarva POB 416 24360 Ocean Gateway Mardela Springs, MD 21837 Joe Pieroschek 410-742-0400 [email protected]

TOWN OF OCEAN CITY

OFFICE OF THE CITY MANAGER P. O. BOX 158 OCEAN CITY, MARYLAND 21843 BID FORM PAGE ONE RE: ONE (1) TANDEM AXLE TRACTOR If promised delivery is not met, the Mayor and City Council reserves the right not to honor the  bid and contract. In order to be considered, no deviation or modification from the attached 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 bidder if they do not meet every bid line item specification. All bids will be reviewed for their own merit to determine the successful succe ssful low bidder. Sealed bids must be in the City Manager’s Office, City Hall, 301 Baltimore Avenue, Ocean City, th Maryland no later than 11:00 A.M. Tuesday, January 15 , 2013. All bids must be received by this time as postmarks will not be considered. Faxed bids are not allowed and will not be considered a valid proposal. Mailed bids should be addressed to the City Manager’s Office, 301 Baltimore Avenue, Ocean City, Maryland 21842 and marked prominently on the front of the envelope, SEALED BID: ONE (1) TANDEM AXLE TRACTOR

The bids will be opened and read aloud by the Mayor and City Council at their regular Work th Session Tuesday, January 15 , 2013 at 1:00 P.M. at City Hall, 301 Baltimore Avenue, Council Chambers, Ocean City, Maryland. Following staff review and Council approval all bidders will  be notified of the final results. The undersigned understands that the Mayor and City Council of Ocean City, Maryland has the right to reject any and all bids for any reason. DATE:_________________________

SIGNED:_______________________ TITLE: _______________________

PAGE TWO

RE: (1) TANDEM AXLE TRACTOR DEALER NAME: ADDRESS:

PHONE NO.: FAX NO.: CONTACT:

____________________________ _______________ ___________________________________________ ___________________________________________  ___________________________________________  ___________________________ ________________  ___________________________________________  ___________________________ ________________ ___________________________________________ _____________________________ ______________ ___________________________________________ __________________________ _________________ ___________________________________________

MAKE & MODEL: _____________________________ ___________________________________________ ______________

DELIVERY DATE: ______________________________ ___________________________________________ _____________

TOTAL PRICE :

_________________________________________ _________________________ ________________

 NOTE: THIS BID FORM MUST BE SIGNED BY AN OFFICER OF YOUR COMPANY OR AN AUTHORIZED AGENT FOR THIS PROPOSAL TO BE CONSIDERED VALID BY THE MAYOR AND CITY COUNCIL OF OCEAN CITY, MARYLAND.

WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, JANUARY 15, 2013 3 – Request Permission to Solicit Bids for Grass Mowing Services Presented by: Calvin Ginnavan, Parks Superintendent

25166

TOWN OF

T h e W h i t e M a r l i n C a p i t al al o f t h e W o r l d

TO: THRU: FROM: RE: DATE:

Agenda Item #

3

Council Meeting

Jan. 15, 2013

The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Thomas J. Shuster, Recreation & Parks Director Permission to Bid Grass Mowing Services January 9, 2013

ISSUE(S):

Request to continue contract grass mowing of Town properties

SUMMARY:

The Recreation & Parks Department wants to continue the practice of providing grass-mowing services in certain public properties owned by the Town by private contractor. Contract mowing began in 2011, and funds are included in the Parks FY budget. Contract mowing has proven to be a cost effective measure that helps contain in-house labor costs.

FISCAL IMPACT:

$18,000 already allocated in Parks Division budget for contract grass mowing.

RECOMMENDATION:

Authorize staff to solicit bids for contract mowing for spring, summer and fall of 2013.

ALTERNATIVES:

Return to mowing by Parks employees.

RESPONSIBLE STAFF:

Calvin Ginnavan, Parks Superintendent

COORDINATED WITH:

Tom Shuster, Recreation and Parks Director Gary Collier, Assistant Parks Superintendent

ATTACHMENT(S):

None

WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, JANUARY 15, 2013 4 – Discussion of Funding for Ornamental Lighting on St. Louis th th Avenue, 17  to 10  Street Presented by: Hal Adkins, Public Works Director

25166

TOWN OF

The White Marlin Capital of the World

TO: THRU: FROM: RE: DATE:

Agend a Item #

4

Council Meeting

Jan. 15, 2013

The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Hal O. Adkins, Public Works Director St. Louis Ave. Reconstruction Phase I 17th to 10th Street Ornamental Lighting Funding January 9, 2013

ISSUE(S):

St. Louis Ave. Reconstruction Phase I 17th to 10th Street Ornamental Lighting Funding

SUMMARY:

The actual lights/wiring are not part of the project currently under construction. OCDC has obtained obtained partial funding for this effort and a decision needs to be made on whether t o proceed or not.

FISCAL IMPACT:

Fund Balance allocation of $79,028.00 or reallocation of other Bond Funds that may be considered surplus and available

RECOMMENDATION:

To discuss the issue from a comprehensive stance inclusive of: Impacts on all three phases of the project Future maintenance costs Sidewalk accessibility relative to minimum ADA clearances and render a final decision   

ALTERNATIVES:

Do not proceed with installation of the lights and wiring at this time

RESPONSIBLE STAFF:

Hal O. Adkins, Public Works Director

COORDINATED WITH:

Jim Parsons, Chief Deputy Public Works Director Dean Dashiell, Senior Project Manager Jennie Knapp, Budget Manager David Scott, Master Electrician Glenn Irwin, OCDC

ATTACHMENT(S):

1) 2)

George & Lynch, Inc. quote dated December 21, 2012 Lighting Component Cost Estimate

To:

David L. Recor, ICMA-CM, City Manager

From: Hal O. Adkins, Public Works Director Re:

St. Louis Ave Reconstruction  – Phase I: 17 th to 10th Street Discussion Concerning Ornamental Street Lighting Funding

Date:

January 08, 2013

As you may recall, the design of the St. Louis Ave reconstruction project included the installation of “empty conduits” for the future installation of ornamental street lighting similar to Baltimore Ave  and the adjoining

side streets. At the time of the discussion it was made clear that funding was not available for the actual wiring or lights but, in an effort to avoid disturbance to the roadway surface at a later date, and to position ourselves to install lights in future years if the decision was made to do so, we designed the overall layout for the lighting locations and conduit runs and included the effort in the bidding Contract Documents. Documents. The recently awarded project includes the installation of the empty conduits. Then OCDC, in an effort to assist with actual completion of the wiring and lighting, applied for a $150,000.00 Grant thru the Community Legacy Program. This value represented the estimate of the cost for Phase I, at the time of application. As of this date, Glenn Irwin has informed me they have received notice of intent to be awarded $ 50,000.00 and that they have received tentative approval to reassign $25,000.00 of a historical Small Business Assistance Grant. Therefore, OCDC is now in a position to offer funding assistance of roughly 50% of the Phase I lighting cost. As the OCDC Grant efforts were evolving I took time to refine the actual cost estimate for the Phase I lighting. I have attached two separate documents, that when combined, total $154,028.00. The cost estimate from George and Lynch, Inc. represents the cost of installing the light pole foundations and owner supplied anchor bolts. The second attachment is the cost associated with purchase of the wiring, lights, and associated parts/labor to complete the installation. Considering that the project is now under construction I would like to discuss this matter with the Mayor and City Council at the Work Session on January 15, 2013 to determine what level of interest they have in moving forward with the entire Phase I lighting effort and appropriating the balance of the funds ($79, 028.00). Looking forward to the discussion. cc:

Jim Parsons, Chief Deputy Public Works Director Dean Dashiell, Senior Project Manager Jennie Knapp, Budget Manager David Scott, Master Electrician Electrician Glenn Irwin, OCDC

WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, JANUARY 15, 2013 5 – Discussion of Expansion of Bus Stop Located on Somerset Street Between Baltimore Avenue and Philadelphia Avenue Presented by: Hal Adkins, Public Works Director

25166

TOWN OF

The White Marlin Capital of the World

TO: THRU: FROM: RE: DATE:

Agenda Item #

5

Council Meeting

Jan. 15, 2013

The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Hal O. Adkins, Public Works Director Somerset Street Bus Stop Discussion Pertaining to Site Expansion Needs January 9, 2013

ISSUE(S):

Somerset Street Bus Stop Discussion pertaining to site expansion needs

SUMMARY:

The current site is no longer large enough to satisfy the passenger load and needs to be expanded

FISCAL IMPACT:

Roughly $10,000

RECOMMENDATION:

Approve as requested

ALTERNATIVES:

Do nothing and continue to operate with the overcrowded conditions

RESPONSIBLE STAFF:

Hal O. Adkins, Public Works Director

COORDINATED WITH:

Jim Parsons, Chief Deputy Public Works Director George Thornes, Superintendent of Transportation Brian Connor, Assistant Superintendent of Transportation Russell Jones, City Surveyor Richard Malone, Deputy Public Works Director Glenn Irwin, OCDC

ATTACHMENT(S):

1) 2) 3) 4) 5)

Email of 11/16/2012 @ 11:22 am authored by Annemarie Dickerson Email of 11/16/2012 @ 6:31 pm authored by Kathl een Walsh Three color photos of the site A proposed site plan Memo dated 11/29/2012 authored by Glenn Irwin

To:

David L. Recor, ICMA – CM, City Manager

From: Hal O. Adkins, Public Works Director Re:

Somerset Street Bus Stop (Between Baltimore Ave and Philadelphia Philadelph ia Ave) Discussion Pertaining To Site Expansion Needs

Date:

January 08, 2013

In an effort to address a few privately owned/operated transit buses, and their associated passengers, from the Francis Scott Key Motel, Frontier Town Campground, and the Castaways Campground, we established a bus stop for their use that is located on the corner of Somerset Street and Baltimore Ave. This location “channels” those passengers into the boardwalk/beach area via the Somerset Street Plaza and avoids those transit vehicles from compounding our own operations at the South Division Street Transit Center. The operation at Somerset Street has experienced massive success and is now handling over 2000 passengers on a daily basis in the summer season (Please see the attached emails from both Annemarie Dickerson of the Francis Scott Key and Kathleen Walsh of Castaways. Though not in writing, similar statistics are a reality from Frontier Town too). With success come some operational challenges. The volume of daily passengers, both discharging the transit vehicles and those waiting to return to the campgrounds/motel, is now far exceeding the capacity of the site. In support of this I have attached a series of photos. One of the photos depicts a typical day at the bus stop and shows the passengers waiting for the return trip. Two additional photos provide you with a better idea of the actual size and configuration of the current bus stop and waiting area. In an effort to address this situation before the summer of 2013, we are proposing modifications to the size of the site. The proposed modifications would address the following issues: (1) The increased size would create a far greater waiting area for both the passengers and their coolers/body boards/etc. and (2) The increased size would significantly reduce the potential of having the sidewalk blocked for use by the general public and (3) The new configuration would allow access to the staging area, from Baltimore Ave, via entrance on the south side of the sign thus eliminating the conflict of passengers exiting the bus into a waiting crowd wishing to enter the bus for the return trip to their point of origination. A site plan of o f the proposed improvements is attached for review. It should be noted that to make the suggested improvements two parking spaces will be lost in the adjoining municipal parking lot. In review of the historical revenue for this specific parking lot, I can inform you that each space generates roughly $ 9.26/day for roughly a 150 day season thus equating to $ 2,778.00 per season for the two spaces combined). In an effort to gain the opinion of OCDC on this matter, I reached out to Glenn with an explanation of the issue. Per the attached letter dated November 29, 2012, OCDC has confirmed their support of the proposed bus stop expansion. In closing, I welcome the opportunity to discuss this matter with t he Mayor and City Council during the Work Session on January 15, 2013. cc:

Jim Parsons, Chief Deputy Public Works Director George Thornes, Superintendent Transportation Brian Connor, Assistant Superintendent Transportation Transportation Richard Malone, Deputy Public Works Director Glenn Irwin, OCDC

From: [email protected] [email protected] [  [mailto:[email protected] mailto:[email protected]]] Sent: Friday, Sent: Friday, November 16, 2012 11:22 AM To: George To: George Thornes Subject: Re: Subject: Re: Bus Stop on Somerset Street Dear George,  As I metioned I have daily/hourl y logs that you are welcome to. Our g uests truly appreciate the ability to enjoy (and hopefully spend money) Ocean City! Thank you for working with us. We are dedicated to make sure our staff is respectful to the other drivers and our town. 1) We run our shuttle Memorial Day weekend and then begin seven days a week on the second Friday of June. 2) The last day we run is Labor Day. We have run one shuttle for Bike Fest vendors in the past but we will not be doing that for 2013. 3) We begin our shuttles at 9am. 4) Our last shuttle is at 10pm. We have discussed extending the hours do to the popular free movies on the beach. 5) We run continuosly. Since we have two shuttles the second one goes into service at 10am. The procedure is to have one leaving the FSK at the same time one is leaving Ocean City.

6) We have two 14 passenger busses that we run per day. 7) We operate 7 days per week. 8) In June we averaged 647 passengers weekday and 745 weekend combined load for both shuttles. In July we averaged 797 passengers weekday and 808 weekend combined load for both shuttles. In August we averaged 860 passengers weekday and 806 weekend combined load for both shuttles.

Since we are moving guests back and forth the average each way per day for the summer would be 388 passengers. We look forward to another great summer and will work with you in any way to help make it a better experience for everyone. Sincerely  Annemarie Dickerson

From: Kathleen From: Kathleen Walsh [mailto:[email protected]] Sent: Friday, Sent: Friday, November 16, 2012 6:31 PM To: George To: George Thornes Subject: RE: Subject: RE: Bus Stop on Somerset Street

George, Thank you for your continued efforts efforts to make our job easier. easier. I will answer the the questions in the order they were presented: 1. When do you start your trips in to this facility? –We open April 1 and run mostly Saturdays only until Cruiser week 2. When is the last day of the season using this facility? –We close October 31 3. What time in the AM do you arrive on your first trip? –Our first trip leaves Castaways at 10 AM 4. What time in the PM do you arrive a rrive on your last trip? –Our last bus leaves Castaways at 9 PM 5. How many trips do you make a day? –We begin at 10 AM and run ever other hour until 9 PM 6. How many busses do you use on this route? -1 bus 7. Do you operate seven days per week? –Yes, in season we operate 7 days a week 8. Please share any ridership statistics you may have. –Th is is a little difficult; our bus holds 45 and it is pretty much ¾ full to full all peak season I hope this helps. Kathleen Walsh COO, Castaways LLC 12550 Eagles Nest Road Berlin MD 21811 Campground Phone 410-213-0097 Fax 410-213-1266  www.castawaysrvoc.com

WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, JANUARY 15, 2013

6 – Permission to Reallocate 2012 Wastewater Bond Funds to a 2010 Wastewater Bonded Project Presented by: Hal Adkins, Public Works Director

25166

TOWN OF

The White Marlin Capital of the World

TO: THRU: FROM: RE: DATE:

Agenda Item #

6

Council Meeting

Jan. 15, 2013

The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Hal O. Adkins, Public Works Director Reallocation of Wastewater Bond Funds January 9, 2013

ISSUE(S):

Reallocation of Wastewater Bond Funds

SUMMARY:

2012 Bond Funds need to be reallocated into a 2010 Bond Project to allow completion of that project

FISCAL IMPACT:

None – No additional appropriation of funds is needed

RECOMMENDATION:

To permit the requested change

ALTERNATIVES:

Fund the necessary expenses from the Wastewater Fund Balance

RESPONSIBLE STAFF:

Hal O. Adkins, Public Works Director

COORDINATED WITH:

Jim Parsons, Chief Deputy Public Works Director Charlie Felin, Wastewater Superintendent Jennie Knapp, Budget Manager Dean Dashiell, Senior Project Manager

ATTACHMENT(S):

 “Section 7”

of the 2012 Bond Issuance Documents

To:

David L. Recor, ICMA- CM, City Manager

From: Hal O. O. Adkins, Adkins, Public Works Director Re:

Wastewater Capital Project Funding Reallocation of Funds: 2012 Bond Funds To A 2010 Bond Project

Date:

January 8, 2013

In our efforts to address completion of the DAF (Dissolved Air Flotation) project at the Wastewater Treatment Plant, I need permission from the Mayor and City Council Council to shift a portion of 2012 Wastewater Bond Funds into the DAF Project Account which is a 2010 Bond Project. Though I have historically completed budget amendments “within the Water and Wastewater Capital Accounts” on

an as need basis to complete our numerous projects, technically speaking, in this specific case I do not have the right to shift Bond Funds that were obtained from two different Bond Issuances without Mayor and City Council authorization. Please see the attached “Section 7” from the most recent

Bond Issuance that makes references to this stance. You will recall that a portion of the 2012 Bond Issuance was to address improvements to the 28 th Street Sewage Pumping Station. When faced with assigning priorities to other projects that were scheduled for completion, or already under construction, the majority of the funding for 28 th Street has been reallocated to the Dukes Ave Sewage Pumping Station Improvements and associated land acquisition. acquisiti on. $126,600.77 of the 28 th Street funding is needed to complete the final stages of the DAF project. The largest portion of those funds will address replacement of the primary electrical feeders (4) that service the entire process, with the residual of the funds being used to address numerous change orders that were prudent to address at the time of the improvements. I have spoken with Jennie Knapp, Budget Manager, concerning my requests. She takes no issue with the amendments besides the fact that the Council approval is needed. Looking forward to approval at the Work Session on January 15, 2013. cc:

James Parsons, Chief Deputy Public Works Director Charlie Felin, Wastewater Superintendent Jennie Knapp, Budget Manager Dean Dashiell, Senior Project Manager

WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, JANUARY 15, 2013 7 – Summary of Critical Area Mitigation Program Program and Request to Transfer Funds for Projects and Intern Presented by: Gail Blazer, Environmental Engineer

TOWN OF

T h e W h i t e M a r l i n C a p i t al al o f t h e W o r l d Agenda Item # Council Meeting TO: THRU: FROM: RE: DATE:

7

Jan. 15, 2013

The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Gail P. Blazer Program update and request to transfer funds for projects December 7, 2012

ISSUE(S):

Stormwater and Critical Area Mitigation Funds

SUMMARY:

Update on the projects and programs funded by Critical Area and Stormwater Management Management Mitigation funds and a request to transfer funds for future projects and an intern.

FISCAL IMPACT:

The Town of Ocean City has deferred revenue accounts set up to hold mitigation money that has been collected for offsets to Critical Area and Stormwater Management compliance requirements. This money is earmarked for specific types of projects that must have a water quality and/or a habitat element.

RECOMMENDATION:

Transfer $10,000 from the Critical Area Mitigation Fund for the Beach district and BayScape planting program. This amount will Fund the program for 3 to 4 more years. Transfer $2,500 from the Stormwater Mitigation Fund to hire an intern to help with a Water Quality Assessment and the Grant program for the Downtown and Upper Downtown districts.

ALTERNATIVES:

Postpone programs to a future date.

RESPONSIBLE STAFF:

Gail P. Blazer, Environmental Engineer

COORDINATED WITH:

Terence McGean, City Engineer

ATTACHMENT(S):

Critical Area and Stormwater Mitigation Project Information and Expenditure Report

Critical Area and Stormwater Mitigation Money Project Update and Expenditure Report The Town of Ocean City has deferred revenue accounts set up to hold mitigation money that has been collected for offsets to Critical Area an d Stormwater Management compliance requirements. This money is earmarked for specific types of projects that must have a water quality and/or a habitat element. Over the years we have requested money from these funds to pay for various projects. The projects, as stated, must must have an environmental benefit. To date we have subsidized 89 beach district planting grant, 39 BayScape gardens, 180 rain barrels, 7 cost share retrofits, printed 2000 rain garden manuals and helped pay for reprinting the Homeowners Guide to the Coastal Bays Bays just to name a few. few. This year we helped pay for the Landscape buffer at the Municipal Airport for our Earth Day Tree planting project. Currently we are working on the downtown community outreach program and water quality audits. Our first project will be to offer homeowners homeowners in this area a free water quality assessment. This assessment will will calculate their water footprint footprint and suggest opportunities to reduce runoff from from properties. Suggestions would include rain gardens, BayScape Gardens, rain barrels, French drains, and reducing impervious surface. surface. This effort will include offering grant to help implement implement and fund the suggestions. I would like to request a transfer from the stormwater mitigation fund for $2500 to pay an intern to help me with this project this summer. We continue to offer the beach district and BayScape grants. Applications for the Beach District Planting are now available and the BayScape will be out in the spring. The funds in these accounts are not quite what are needed to meet the anticipated grant application for this year. We request to transfer transfer $10,000 from the Critical Critical Area Mitigation account to the BCHDST and BAYDST BAYDST accounts for $6,000 and $4,000 respectively. This amount of money will fund the program for 3 to 4 years. We currently have $88,065.66 available for use in the critical area mitigation account and $97,397.85 in the Stormwater Mitigation account. The afforestation account has a  balance of $2,523. We also currently have money in projects which are as followed: Cost Share/ CSTSHR = $19,550 Stormwater Projects / SWMPRJ = $6,756 Rain Garden / RAIN = $7,098 Beach District Plants / BCHDST = $1,227 BayScape Plants / BAYDST = $1,432

WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, JANUARY 15, 2013 8 – Discussion of Resident Agent Agent Requirements for Rental Rental License and Noise Control Permit Presented by: Michael Sherman, License Inspector

TOWN OF

The White Marlin Capital of the World Agenda Item# Council Meeting

TO: THRU: FROM: RE: DATE:

8 January 15, 2013

The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Michael Sherman, License Inspector Resident Agent for Rental/Noise Permits January 7, 2013

ISSUE(S):

Amend resident agent requirements of the City Code, Section 30-402.

SUMMARY:

As a follow up to the discussion with the City Council at the meeting on December 17, 2012, the current code states that the resident agent must reside within the corporate limits of Ocean City. This requirement poses difficulties to individuals and businesses that act as resident agents but do not live within the corporate limits. To allow the property and business owners more flexibility and still allow the resident agent to respond in a timely manner, the proposed amendment permits a resident agent to live within a 30-mile radius of Ocean City.

FISCAL IMPACT:

None

RECOMMENDATION:

Change the current code to allow resident agents reside within 30 miles of Ocean City.

ALTERNATIVES

Keep the current code.

RESPONSIBLE STAFF:

License Inspector

COORDINATED WITH:

N/A

ATTACHMENT(S):

City Code, Section 30-402.a.3. Required information; issuance.

WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, JANUARY 15, 2013 9 – Discussion of Visitor Guide Letter of Agreement Presented by: Donna Abbott, Tourism Director and Melanie Pursel, Chamber of Commerce Executive Director

TOWN OF

T h e W h i t e M a r l i n C a p i t al al o f t h e W o r l d Agenda Item # Council Meeting

TO: THRU: FROM: RE: DATE:

9 January 15, 2013

The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Donna Abbott, Tourism and Marketing Director Renewal of letter of agreement with Ocean City Chamber of Commerce on visitor guide January 9, 2013

ISSUE(S):

A letter of agreement with the Chamber of Commerce for the distribution of the vacation guide has expired. A new agreement is needed for the 2013 guidebook. The new agreement is proposed to cover a two-year period.

SUMMARY:

In 2010, the Dept. of Tourism and the Greater Ocean City Chamber of Commerce entered into an agreement to merge their respective vacation guides into a single publication. In the original agreement, the Town was responsible for design and layout of the publication while the Chamber sold and received ad revenue. When that agreement expired, a subsequent agreement gave the Chamber sole responsibility for design, content and distribution of the guide while the Town paid a portion of the postage costs and some ad space. In the proposed agreement, the Town would pay a portion of the cost of mailing the publication at a rate of 25 percent of the chamber’s annual annual cost verses a $1 per piece rate of the requests coming in through www.ococean.com.. The Chamber has requested additional funds www.ococean.com to cover increased costs of postage. The Town will continue to purchase 4 pages of advertising at a cost of $16,460.

FISCAL IMPACT:

Currently the Town budgets $12,000 to pay for vacation guide mail requests annually, plus plus the $16,460 for ads. Based upon upon the 2012 distribution costs incurred by the Chamber, the Town would pay the Chamber approximately approximately $20,000.

RECOMMENDATION:

Enter into proposed agreement.

ALTERNATIVES:

Do not enter into agreement.

RESPONSIBLE STAFF:

Donna Abbott, Tourism Director

COORDINATED WITH:

Melanie Pursel, Ocean City Chamber Executive Director

ATTACHMENT(S):

Proposed Letter of Agreement

DRAFT

Letter of Agreement 2013 Ocean City Vacation Guide THIS LETTER OF AGREEMENT is being entered into by and between the Mayor and City Council of Ocean City (hereinafter referred to as “the Town”) and The Greater Ocean City Chamber of Commerce (hereinafter referred to as “the Chamber”) and is effective______, effective______, upon execution by both parties. This Letter of Agreement Agreement shall hereinafter be referred to as “Letter” or “Letter of A greement”. Purpose The purpose of this Letter of Agreement is to guide and direct the parties respecting their affiliation and working relationship. Principal objectives for for this Letter is to: 1.

Define responsibilities

2.

Define Town’s commitment

Term This Letter of Agreement shall commence on______. Thereafter, the term shall be extended for a period of two (2) years.

Responsibilities The Chamber (A)

The Chamber will be solely responsible for the ad sales, content, design, printing and distribution of the 2013 and 2014 Official Ocean City Vacation Guide and all associated costs. Distribution will include an initial direct mailing to all previous year requests, new requests through the online form, calls and emails, bulk distribution and local distribution. The Chamber will supply The Town with a sufficient supply of Guides for distribution to visitors in the Visitor Center, first-class mailings and trade shows at no cost to the Town of Ocean City. The Chamber may solicit advertisements from Ocean City CVB members. The Chamber will identify www.ococean.com www.ococean.com as  as Ocean City Tourism website and www.oceancity.org www.oceancity.org as  as the chamber of commerce website on the cover of the Guide.

(B) (C) (D) (E)

The Town (A) (B) (C) (D)

The Town has agreed to purchase 4 pages in the Guide. The Town will mail the Guide via first class mail to all phone requests needing the guide immediately and on an as needed basis at The Town’s discretion and expense. The Town agrees that in the event a decision is made to produce its own destination-marketing piece no advertising will be sold so as to not compete with the Chamber. The Town will prominently include a Guide image and request form as well as a link to the digital online Guide on its website at www.ococean.com www.ococean.com as  as well as periodically on its Facebook page and Board Talk e  –newsletter.

Resource Commitments

(A) (B) (C)

The Town has agreed to purchase 4 pages total at a cost of $16,460.00 per year for a two tw o (2) year period. The Town will pay a portion of the cost to distribute the publication at a rate of 25% of the annual distribution cost.  No other resources will be committed.

Implementation This agreement is effective beginning with the 2013 Ocean City Vacation Vacation Guide. Entire Understanding This Letter of Agreement sets forth the entire arrangement between the parties and supersedes all prior oral and written understandings, representations, and discussions between the parties respecting the subject matter of this letter.

IN WITNESS WHEREOF, the parties have hereunto affixed their signatures on the dated indicated to signify their acceptance of this Letter of Agreement. Mayor and City Council for the Town of Ocean City

Greater Ocean City Chamber of Commerce

By: ___________________

By: ___________________

Date: _________________

Date: _________________

Attest: ________________

Attest: ________________

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