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HomeMy WebLinkAbout05-28-2025 CRA AgendaCRY OF S f4 j3AST�N HOME OF PELICAN ISLAND CITY COUNCIL REGULAR MEETING & COMMUNITY REDEVELOPMENT AGENCY AGENDA WEDNESDAY, MAY 28, 2025 - 6:00 PM CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA ALL AGENDA ITEMS MAYBE INSPECTED IN THE OFFICE OF THE CITY CLERK OR ON THE CITY'S WEBSITE 1. CALL TO ORDER 2. INVOCATION - Rabbi Stephen Fuchs, Temple Beth Shalom 3. PLEDGE OF ALLEGIANCE - Led by Council Member Dodd 4. ROLL CALL 5. AGENDA MODIFICATIONS Modifications for additions require a unanimous vote of City Council 6. PROCLAMATIONS. AWARDS. BRIEF ANNOUNCEMENTS Presentations of proclamations, certificates and awards, and brief timely announcements by Council and Staff. No public input or actions under this heading. Proclamation - Sebastian River Rowing Team for Their Commanding Performance at the Florida Scholastic Rowing Association's Sculling State Championship Proclamation - Code Enforcement Officers Appreciation Week - June 1 - 7, 2025 Proclamation - Sebastian Area Historical Society Thirtieth Anniversary - May 31, 2025 Friday, June 6 - City of Sebastian Summer Kickoff Concert at Riverview Park - 6-9pm - Featuring Hot Pink 7. PUBLIC INPUT The heading on Regular Meeting agendas "Public Input" provides and opportunity for individuals to bring NEW INFORMATION OR REQUESTS TO CITY COUNCIL NOT OTHERWISE ON THE PREPARED AGENDA. Individuals are asked to resolve matters with staff prior to meetings. Individuals are asked to provide copies of materials for Council one week prior to the meeting if they intend to refer to specific material. City Council will not debate an issue during Public Input but may by consensus direct a Charter Officer in regard to the item if necessary or place a requested item on a future agenda. 8. COMMUNITY REDEVELOPMENT AGENCY Recess the City Council Meeting and Convene the Community Redevelopment Agency A. Consider Approval of Draft April 23, 2025 CRA Minutes Staff Report April 23, 2025 CRA Minutes B. Consideration of a purchase order for Coleman Fire Protection, LLC for $79,300.00 to install Law Enforcement Dock Hose Stations and authorize the City Manager or designee to execute. Staff Report April 23, 2025 Coleman Agenda Item Extraordinary Procurement Certificate Coleman Fire Protection, LLC Quote C. Consideration of Addendum No. 1 to CSA-04 for CoastalWide, LLC to provide Swing & Bench Park State and Federal Permitting not to exceed $5,820.00, and authorize the City Manager to execute the agreement. Staff Report CoastalWide, LLC Addendum No. 1 - CSAW'04 CoastalWide, LLC CSAW'04 Recess the Community Redevelopment Agency and Reconvene the City Council Meeting 9. CONSENT AGENDA All items on the consent agenda are considered routine and will be enacted by one motion. There will be no separate discussion of consent agenda items unless a member of City Council so requests; in which event, the item will be removed and acted upon separately. If a member of the public wishes to provide input on a consent agenda item, he/she should request a Council Member to remove the item for discussion prior to start of the meeting or by raising his/her hand to be recognized. A. City Council Consideration of Resolution No. R-25-17 Florida Boater Improvement Program Grant Application for Main Street Boat Ramp Staff Report.pdf Resolution R-25-17.pdf Resolution R-25-10.pdf B. Consideration of Addendum No. 1 to CSA-04 for CoastalWide, LLC to provide Swing & Bench Park State and Federal Permitting not to exceed $5,820.00, and authorize the City Manager to execute the agreement. Staff Report CoastalWide, LLC Addendum No. 1 - CSAW'04 CoastalWide, LLC CSAM-"04 10. COMMITTEE REWRTS & APPOINTMENT City committee reports and Council Member regional committee reports. No public input or action except City committee member nominations and appointments under this heading. A. Consider Filling Two Unexpired, Alternate Member Vacancies on the Natural Resources Board Staff Report 2 CITY OF SEBASTIAN COMMUNITY REDEVELOPMENT AGENCY STAFF REPORT DATE May 28, 2025 TO Honorable Mayor and City Council THRU Brian Benton, City Manager FROM Jeanette Williams, City Clerk SUBJECT Consider Approval of April 23, 2025 CRA Minutes EXECUTIVE SUMMARY Consider approval of April 23, 2025 Community Redevelopment Agency minutes. RECOMMENDATION Request changes if necessary. Consider approval of draft minutes. ATTACHMENTS: s. April 23, 2025 CRA Minutes FUNDING SOURCE: Expenditure required Amount Budgeted: Funding source N/A N/A N/A Additional Funds Needed: s o.00 7 CITY OF. Sf 13R3AN 4cs�� HOME OF PELICAN ISLAND COMMUNITY REDEVELOPMENT AGENCY 1225 Main Street, Sebastian, FL 32958 The attached April 23, 2025 Community Redevelopment Agency minutes were approved at the May 28, 2025 Community Redevelopment Agency meeting. Chairman Bob McPartlan ATTEST: Jeanette Williams, City Clerk Regular City Council & CRA Meeting April 23, 2025 Page 3 Terry McGinn said he has witnessed bullying, drinking and smoking by teen-agers at the new Creative Playground. With regard to Hurricane Harbor, the City Manager explained that staff is preparing a presentation for Council to decide which direction they would like to go with the building. 8. Mayor McPartlan recessed the City Council meeting and convened the Community Redevelopment Agency meeting. All members were present. A. A motion was made by Mr. Dodd and seconded by Ms. Dixon to approve the March 26, 2025 Community Redevelopment Agency Minutes which passed with a unanimous voice vote. 5-0 B. Consideration of a Facade Sign and Landscape Grant Reclgest,for VT Auto Care Located at 705 U.S. Highhwav 1 The Community Development Director said this request was for a facade improvement in accordance with the adopted CRA. Master Plan, the grant reimbursement amount would be approximately $3,000 and the design could be viewed on page 18 of the agenda backup. MOTION by Vice Chairman Jones and SECOND by Mr. Nunn to approve VT Auto Care's grant request from the Facade, Sign, and Landscaping Grant Program. There was no public input. Roll call: Vice Chairman Jones - aye Ms. Dixon - aye Mr. Dodd - aye Mr. Nunn - aye Chairman McPartlan - aye Motion carried. 5-0 C. Coosicleration of an Interlocal Agreement between Indian River County, Sebastian Community Redevelopment AQencv and the City of Sebastian for the Installation of Sewer_ Service within the Community Redevelopment Aaencv District The City Manager said this was a partnership between the Indian River County Utilities Department and the City of Sebastian to begin the process of converting 96 developed properties located within the CRA District from septic tanks to County sewer. He highlighted that the City and County will work together to obtain easements that are necessary, the City will provide up to $100,000 to cover the cost of materials for this 7 Regular City Council & CRA Meeting April 23, 2025 Page 4 project. If material costs exceed $100,000 the County must receive approval from the City for the additional funding. He also said the sewer mains were shown on Exhibit 1. He noted that City staff will be bringing forward an Ordinance which will require everyone in the CRA to connect to sewer within 1 year following the completion of this project. He thanked Joe Flescher, Indian River County Commissioner, Sean Lieske, Director of Indian River County Utility Services and John Titkanich, Indian River County Administrator for their partnership in this interlocal agreement. MOTION by Mr. Nunn and SECOND by Vice Chairman Jones to approve the Interlocal Agreement for the installation of sewer service within the Community Redevelopment District. Commissioner Flescher said it was a pleasure to see this come to fruition. Mr. Lieske thanked the City staff, City Attorney and the County Attorney for working together to help the river. There was no public input. Roll call: Ms. Dixon - aye Mr. Dodd - aye Mr. Nunn - aye Chairman McPartlan - aye Vice Chairman Jones - aye Motion carried. 5-0 Chairman McPartlan recessed the Community Redevelopment Agency meeting and reconvened the City Council meeting. All members were present. 9. CONSENT AGENDA 25.070 A. Alcohol Beverage Approval - Guettler Family 25.071 B. Alcohol Beverage Approval - Lachance Family MOTION by Council Member Nunn and SECOND by Council Member Dixon to approve consent agenda items A and B. Roll call: Council Member Dodd - aye Council Member Nunn - aye Mayor McPartlan - aye Vice Mayor Jones - aye Council Member Dixon - aye Motion carried. 5-0 10 O'iPELICNO' EXECUTIVE SUMMARY CITY OF SEBASTIAN COMMUNITY REDEVELOPMENT AGENCY STAFF REPORT DATE May 28, 2025 TO CRA Board THRU Brian Benton, City Manager FROM Jessica Graham, Procurement/Contracts Manager Consideration of a purchase order for Coleman Fire Protection, LLC for $79,300.00 to install Law Enforcement SUBJECT Dock Hose Stations and authorize the City Manager or designee to execute. The City of Sebastian's Procurement Division issued a formal solicitation for the installation of hose stations at the Law Enforcement Dock; however, no bids were received in response to the solicitation. Given the lack of responses and the need to move forward with the project, the Procurement Division explored additional procurement options in order to fulfill the necessary services. The Procurement Division requested a quote from Coleman Fire Protection, LLC, the contractor that previously completed the installation of hose stations at the Working Waterfront Dock. On April 23, 2025, the City Council approved waiving the competitive sealed bidding requirements in accordance with Section 2-io(b)(4) of the City Code of Ordinances, allowing the Cityto proceed with a direct purchase under these circumstances. This request is in alignment with the 2023 adopted CRA Redevelopment Master Plan, as infrastructure is identified as major theme of the plan implementation strategies. Therefore, Staff is requesting the CRA Board approve a purchase order for Coleman Fire Protection to install Law Enforcement Dock Hose Stations. RECOMMENDATION On behalf of the Parks and Recreation Department, the Procurement Division recommends that the CRA Board approve a purchase order for Coleman Fire Protection, LLC for $79,300.00 to install Law Enforcement Dock Hose Stations and forward to the City Council for approval. ATTACHMENTS: 1. April 23, zoz5 Coleman Agenda Item z. Extraordinary Procurement Certification 11 3. Coleman Fire Protection, LLC Quote FUNDING SOURCE: Expenditure required $79, 300.00 Additional Funds Needed: $ o.00 Amount Budgeted $801000.00 Funding source 5o% FIND Grant ($39, 65o) 5o% CRA Operating Budget ($39, 65o) 12 CITY OF SEBASTIAN CITY COUNCIL STAFF REPORT O,� SES qs DATE Apri123, 2025 `A TO Honorable Mayor and City Council ki THRU Brian Benton, City Manager = FROM Jessica Graham, Procurement/Contracts Manager O Requesting City Council waive the competitive sealed bidding requirements and authorize Coleman Fire PE1 IC •.. SUBJECT protection, LLC to install Law Enforcement Dock Hose Stations. EXECUTIVE SUMMARY The City of Sebastian's Procurement Division issued a solicitation to install Law Enforcement Dock Hose Stations, and no bids were received. This is the second project the City has issued for the installation/replacement of dock hose stations where contractors did not attend the pre -bid meeting and no bids were received. As this project is critical to ensure the Law Enforcement Vessel can be safely docked, the Procurement Division decided that re -issuing the solicitation was not in the City's best interest. Instead, the Procurement Division requested a quote from Coleman Fire Protection, LLC. Coleman Fire Protection installed the Working Waterfront Dock Hose Stations. Due to the critical nature of this project and failed attempts to obtain quotes through a competitive solicitation, staff requests City council waive the formal sealed bid requirement. City Code of Ordinances Section 2-10 (b)(4) requires formal sealed bids and city council authorization for purchases over $75,000.o3.. However, per Section 2-10 (h), City Council may waive the provisions of ordinance 2-so and authorize the purchase of any goods or services without competitive bidding or waive bidding requirements. The project is funded through a FIND Grant and the CRA operating budget. Before the request can be taken to the CRA Board forapproval to spend funds, the Procurement Division needs the formal sealed bid requirements referenced in Section 2-so(b)(4) waived. RECOMMENDATION On behalf of the Parks and Recreation Department, the Procurement Division recommends that City Council waive the competitive sealed bidding requirements and authorize Coleman Fire Protection, LLC to install Law Enforcement Dock Hose Stations. ATTACHMENTS: s. Extraordinary Procurement Certification 2. Coleman Fire Protection, LLC Quote si KI FUNDING SOURCE: Expenditure required $79,300.00 Additional Funds Needed: $ o.00 Amount Budgeted $8o,000.00 Funding source 5o% FIND Grant ($39, 65o) 5o% CRA Operating Budget ($39, 65o) 14 CITY OF SJEJ3ASTIAN HOME OF PELICAN ISLAND EXTRAORDINARY PROCUREMENT CERTIFICATE An Extraordinary Procurement Certificate is required whenever there is intent to have an exception made for an Emergency, Single Source or Sole Source purchase. Should the intended purchase not conform to at least one of the definitions below, refer to Threshold Requirements to determine the process for the purchase. An Emergency purchase is defined as an unexpected turn of events that causes immediate danger to public health, safety and public property; or an interruption of essential governmental services or City operations. A Single Source purchase is defined as the purchase of a required good/service from one source because of City standardization, warranty, or other distinctive factors (provide details). A Sole Source purchase is defined as having only one practical source for purchasing the required good/service (attach Sole Source Letter from vendor or manufacturer). Fully completed Certificates are subject to review and approval by the Procurement/Contracts Manager and City Manager. DATE: April 11, 2025 TO: Jessica Graham, Procurement/Contracts Manager DEPARTMENT HEAD: Richard B1enkenship DEPARTMENT: Parks and Recreation ❑ Emergency TYPE OF PURCHASE: ❑✓ Single Source ❑ Sole Source PROPOSED VENDOR: Coleman Fire Protection, LLC Installation of dock hose stations ITEMS OR SERVICES REQUIRED: JUSTIFICATION FOR EXCEPTION TO NORMAL PROCUREMENT PROCEDURE: The City of Sebastian's Procurement Division issued a solicitation to install Law Enforcement Dock Hose Stations, and no bids were received. This is the second project the City has issued for the installation/replacement of dock hose stations where no bids were received. Since Coleman Fire Protection installed the Working Waterfront Dock Hose Stations, the City reached out for a quote as no other contractors were willing to perform the service. CERTIFICATION OFAVAILABILITY/NECESSITY I hereby certify that I have thoroughly reviewed the facts and circumstances of this requested purchase and that (1) the Department has an urgent need/emergency for the purchase of the goods/services and the emergency is such that a delay through the use of normal competitive procurement methods to acquire such good /services would not be in the public's best interest and would be detrimental to the City; (2) due to the City's standardization, warranty or other distinctive factors only one source is available or (3) the supplier of the goods/services requested is the sole source supplier. Submitted: Date: _ Department Head Signature Approved: Date: Jessica Graham, Procurement/Contracts Manager Approved: Date: Brian Benton, City Manager (Rev. 112025) 15 I� �I FIRE PROTECTION LLC Date: Customer: Address: Contact: Phone: Project: Location: Owner: April3`d 2025 City of Sebastian Jim Testa 772-453-9722 PROPOSAL CFP Proposal # Email: Law Enforcement Dock Hose Stations Arch./Eng. Sheet #'s & Dates: Addenda (list): N/A EOR: 125-2009 Coleman Fire Protection Inc. (CFP) proposes to furnish materials and labor as specified below at the prices stated below: Allowing CFP to commence work or preparation for work will constitute acceptance by Customer of this proposal. CFP and Customer will execute an American Institute of Architect's A401-1997 subcontract fora: to memorialise their agreement. supplemented and modified as provided be this proposal which shall be incorporated br reference into the final subcontract. SCOPE OF WORK INCLUDED: CFP to provide Design, Permitting, Materials and Labor to provide the following scope CFP to provide 3 hose stations starting 215 feet +/- from the end of the dock spaced 100 feet +/- apart with the last hose within 50 feet +/- of the end of the dock. The supply piping shall be 3" CPVC secured with stainless material. Piping from the underside of dock to fire hose valves will be schedule 40 galvanized with grove couplings with stainless hardware. CFP to provide 4" UG supply piping to the new FDC located at the street to dock entrance. Hydrants to be provided by others PRICING IS BASED UPON: 1. This proposal is subject to acceptance by Buyer for thirty (30) days, after which time, at the option of the Seller, it becomes null and void due to material market increases coming out monthly. 2. This pricing is strictly based on working during normal working hours and day's night work, and weekend work is not provided. 3. Demo of existing piping is excluded. NOTE: Attachments referenced by project name and CFP proposal # and dated, shall be incorporated completely as if written herein. 16 However, excludinL. ❑ Failure of existing system during Fill -up or damage as result thereof. ❑ Electrical wiring Electrical Demo of any kind ❑ Raising of piping ❑ Relocating of piping ❑ Fire Watch to be provided by others ❑ Shutdown Fees ❑ Fire extinguishers ❑ Night, or Weekend work Adequacy of water supply Sidewalk Replacement Sod. Replacement Terms Of Payment: Payment shall be made on the Tenth (loth) day of each month in the sum of ninety percent (90%) of the work installed and of the materials delivered and stored at the jobsite, in the month immediately preceding, and the balance thirty (30) days after completion of the work Proposal Based On: This proposal is subject to CFP terms and conditions (Copy Attached) Coleman Fire Protection complies completely with the Florida Construction Lien Law and the New Construction Prompt Payment Law (Section 715.12) Base $32,300.00 for the UG Supply piping Ouote/Bid: $47,000.00 for the dock piping and hose stations TOTAL CONTRACT PRICE: $79,300.00 Coleman Fire Protection LLC. Sales Representative: JOhw COLeMAVU Office:321-914-0861 Fax: 321-733-1297 Cell: 321-508-2767 Accepted by: Title: Date: * Subject to acceptance within 30 calendar days, conditions of this proposal and approval of Customer's credit by CFP. General Terms and Conditions 17 1. Allowing Seller to proceed and commence with any work regarding this proposal shall constitute an acceptance by Customer of this bid proposal. Seller and Customer will execute an AIA, A401-1997 subcontract form to memorialize their agreement, supplemented and modified as provided by this bid proposal and referenced attachments which shall be incorporated by reference into the final subcontract agreement. In the event of any conflict between the terms of this proposal and any other documents, this bid proposal shall govern. 2. A change in the price of an item of material of more than 5% between the date of this bid proposal and the date of installation shall warrant an equitable adjustment in contract price. 3. Seller will NOT be required to name additional insureds to its GL insurance policy, nor to waive subrogation for claims covered by worker's compensation or commercial GL insurance. Seller shall maintain insurance with coverage and limits only as provided by Sellers existing insurance program evidenced by its certificate of insurance, available upon request. 4. Sellers schedule of values shall be used to determine progress payments. All sums not paid when due shall bear interest at the rate of 1 % % per Month from due date until paid or the maximum legal rate permitted by law whichever is less; and all costs of collection, including reasonable attorney's fee, shall be paid by Customer. The proper venue to resolve any disputes arising under the agreement shall be the place where the project is located, and the laws of said place shall govern all such disputes. 5. Seller shall be entitled to equitable adjustments of the contract price, including but not limited to any increased costs of labor, supervision, equipment or materials, and reasonable overhead and profit, for any modification of the project schedule differing from the bid schedule, and for any other delays, acceleration, out -of -sequence work and schedule changes beyond its reasonable control, including but not limited to those caused by labor unrest, fires, floods, acts of nature or government, wars, embargos, vendor priorities and allocations, transportation delays, suspension of work for non-payment or as ordered by Customer, or other delays caused by Customer, Owner, Owners agents, or others. Should work be delayed by any of the aforementioned causes for a period exceeding (90) days, Seller shall be entitled to terminate the subcontract. Seller change proposals must be processed in not more than (30) calendar days. 6. Back -charges: No back -charges or claim of the Buyer for services shall be valid unless agreed to in writing by the Seller before the "back -charge work" is executed. In the case of the Seller's failure to meet any requirement of the subcontract agreement, the Buyer shall notify the Seller of such default in writing, and allow the Seller reasonable time to correct any deficiency. 7. THE EXPRESS WARRANTIES SET FORTH IN THE SUBCONTRACT DOCUMENTS ARE PROVIDED IN LIEU OF ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, AND THE WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE ARE HEREBY DISCLAIMED BY SUBCONTRACTOR (Seller ). Seller shall not be responsible for special, incidental, or consequential damages, and Sellers liability for delay damages shall not exceed 5% of the original subcontract amount. Seller is not responsible for damage to its work by other parties, and any repair work necessitated by such damage shall constitute extra work. All materials shall be furnished in accordance with the respective industry tolerance of color variation, thickness, size, finish, texture and performance standards. All warranty claims must be received by Seller not more than one (1) year after completion of subcontractors work, and Seller must be provided a reasonable opportunity to inspect, and make corrections, or such warranty claims are barred. Except as specifically required by the work and specifications included in this bid proposal, Customer shall furnish all temporary site facilities, including but not limited to; site access, storage space, hoisting facilities, guard rails, covers for the floor, roof and wall openings, security, parking, safety orientation, break and lunch facilities, toilet and wash facilities, drinking water and other water facilities, electrical service, telecommunication service, lighting, heat, ventilation, weather protection, fire protection, trash and recycling services. Seller shall be responsible for cleaning up it's own debris and placing it in a on -site disposal container provided by others. 8. Buyer warrants the sufficiency of the structure, asbestos free and able to support the water filled weight of the piping system and its related equipment. Buyer also warrants adequacy of water supply, character, condition, or use of foundations, walls, or other structures, along with wiring, fixtures, or other equipment existing or erected new by others. "Fire rating" of Dieing Denetrations shall be provided by Buver, regardless of schedule, unless otherwise noted. Seller will typically make piping penetrations through existing walls and structures during installation, unless otherwise noted herein. If Seller's piping is installed prior to walls or structures, Buyer shall be responsible for "leave outs", holes, and "fire rating" of penetrations thereafter. 10. When Seller's work is performed on existing eouipment. the Seller's responsibility is limited only to the new work installed by Seller. Any requirement for additional labor, material or testing of existing equipment shall be immediately communicated to Buyer and executed as directed to proceed. 18 11. When Seller's work includes excavation or concealed piping & equipment: If water, quicksand, rock, environmental contamination, asbestos, or other unforeseen obstructions or subsurface soil conditions are encountered, or "cross connection" of domestic or other water system, this condition will constitute scope of work or conditions above and beyond the agreement. These conditions along with solutions shall be communicated to the buyer for direction. 12. Working hours and days: Unless specifically set forth in this agreement, all installation work shall be performed during normal working hours and days (Monday through Friday, 7am to 4 p.m.). If Buyer subsequently requires special working hours and days otherwise, this condition will constitute scope and/or schedule above and beyond the agreement. 13. BONDS: To the extent that performance and payment bonds are included in this proposal, the bond forms must be the AGC 606 (2004) and AGC 607 (2004) published by the Associated General Contractors of America. Price on request. 14. ASSIGNMENT: neither party shall assign the subcontract, in whole or in part, without the written consent of other. 15. C.I.P. (Consolidated Insurance Program): Seller shall NOT participate in a consolidated insurance program ("CIP"). Seller refuses, and will give no credit for, any other coverage's under the CIP. 16. LIENS/BOND RIGHTS: shall exclude retainage, unbilled changes, and claims which have been asserted in writing or which have not yet become known to CFP, and shall either apply only through the date of work for which CFP has been paid in full, or shall be conditional upon receipt of funds to Seller's account. 17. Buyer and/or Owner shall purchase and maintain all risk insurance for the full value of the entire work and /or materials delivered to the jobsite which shall include the interest of the Seller. * Many terms in this form credited to American Subcontractors Association, Inc. (2005) CITY OF SEBASTIAN COMMUNITY REDEVELOPMENT AGENCY STAFF REPORT DATE May z8, 2oz5 TO CRA Board THRU Brian Benton, City Manager FROM Jessica Graham, Procurement Manager Consideration of Addendum No. i to CSA-04 for CoastalWide, LLC to provide Swing & Bench Park State SUBJECT and Federal Permitting not to exceed $5,820.00, and authorize the City Manager to execute the agreement EXECUTIVE SUMMARY On July lo, 2024, the City Council approved CSA-04 for the Swing & Bench Park Shoreline Restoration and Stabilization. The initial CSA did not include permitting as all of the work is above mean high water. The St. Johns Water Management District is now requiring permitting. Addendum No. sto CSA-04 will authorize CoastalWide LLC and its authorized subconsultant, Coastal Waterways Design & Engineering LLC, to submit for necessary regulatory permit approvals and exemptions. This project is in alignment with the adopted 2023 CRA master plan as waterfront, parks and public spaces are identified as a major theme of the recommended strategies for the redevelopment plan implementation. RECOMMENDATION On behalf of the Parks and Recreation Department, the Procurement Division recommends that the CRA Board approve Addendum No. s to CSA-04 for CoastalWide, LLC to provide Swing & Bench Park State and Federal Permitting not to exceed $5,820.00, and forward to the City Council for approval. ATTACHMENTS: 1. Addendum No. 1- CSA—o4 (RFQ #z3-o6) 2. CSA-04 (RFQ #23-o6) FUNDING SOURCE: Expenditure required Amount Budgeted: Funding source $5,820.00 $5,820.00 I Community Redevelopment Agency Fund Additional Funds Needed: $ o.00 20 CITY OF SEBASTIAN, FLORIDA WORK AUTHORIZATION FORM CONSULTANT SERVICE AGREEMENT (CSA) CoastalWide LLC 1443 20th Street Vero Beach, Florida 32960 Work Authorization No: ADDENDUM No. 1 of CSA — 04 (RFQ #23-06) Proiect Title: Swing & Bench State and Federal Permitting IT IS AGREED to undertake the following work in accordance with the provisions of the CoastalWide LLC, Master Agreement entitled "Non -Exclusive Agreement for RFQ 23-06, Continuing Professional Planning and Landscape Architect Consulting Services" Dated July 13, 2023. Description of Assignment: Under this Addendum No. 1, CoastalWide LLC and their authorized subconsultant, Coastal Waterways Design & Engineering LLC shall submit for necessary regulatory permit approvals and exemptions. The work/project will include: Task 2b: Permit Pre -Application Meeting — Already completed through the previous authorized permit exemption Task 2b. Task 8: SJRWMD Permit Modification Application — The Vendor shall prepare and submit a request to SJRWMD for modification to the existing Individual ERP (Environmental Resource Permit) as stipulated by SJRWMD staff in our permit exemption/pre- application meeting. The City of Sebastian shall provide all application fees associated with the Permit Application. The Vendor shall provide the required data as requested by the SJRWMD permit application to facilitate the issuance of the SJRWMD permit. The Vendor shall prepare an Application for Modification of the existing Environmental Resource Permit with accompanying required supporting documentation. The City of Sebastian shall provide all application fees associated with the DEP Permit Application. Task 9: USACE No Permit Required Letter Request— The Vendor shall prepare a letter requesting a No Permit Required Determination to submit to U.S. Army Corps of Engineers (USACE). This no permit required exemption would sufficiently address the City development review checklist for identifying/obtaining all applicable state and federal permits. This is deemed necessary in consideration of the state regulatory permit being sought in this addendum. The City of Sebastian shall provide all application fees associated with the USACE Permit Application. Task 10: SJRWMD Permit Processing — The Vendor shall process the SJRWMD application by responding to a request for additional information from SJRWMD if necessary. The Vendor shall contact SJRWMD to address staff questions and concerns and to expedite their review and processing of the permit application. The Vendor shall confer with the OWNER as to (a) interpretation of SJRWMD rules and regulations, and (b) responses to SJRWMD requests for additional information. The Vendor shall provide written responses to SJRWMD to address staff requests for additional information. The Vendor shall represent the project before SJRWMD staff toward securing approval of permits for the project. The Vendor shall assist the SJRWMD staff with coordination with state commenting agencies; this will include, but is not limited to telephone discussions, meetings and/or submittal of additional required information requested by the Florida Fish and Wildlife Conservation Commission (FFWCC). 1. Vendor's Responsibility (include estimated hours, if applicable) Description Task 2b: SJRWMD Permit Pre -Application Meeting Task 8: SJRWMD Permit Modification Application Task 9: USACE No Permit Required Letter Request Task 10: SJRWMD Permit Processing 2. Pricing Description Task 2b: SJRWMD Permit Pre -Application Meeting Task 8: SJRWMD Permit Modification Application Task 9: USACE No Permit Required Letter Request Task 10: SJRWMD Permit Processing Estimated Hours Not Required/Completed Lump Sum - not applicable Lump Sum - not applicable 18 hours Quantity Contracted Unit Price I TOTALS 0 N/A No Charqe 1 Lump Sum $2,560.00 1 Lump Sum $1,100.00 1 Hourly, Not -to -Exceed $2,160.00 21 CITY OF SEBASTIAN, FLORIDA WORK AUTHORIZATION FORM CONSULTANT SERVICE AGREEMENT (CSA) 3. Deliverables Provided to the City (surveys, plans, etc.) Description Quantity a. Meeting agendas and minutes Electronic format (pdf) b. Permit sketches and drawings Electronic format (pdf) c. Permit Applications submitted to permit agencies Wattachments (for City signature) Electronic format (pdf) d. Final permits as issued by regulatory agencies Electronic format (pdf) Basic of Compensation/Period of Services: The above referenced description for ADDENDUM No. 1 of CSA — 04 (RFQ #23-06) will be performed for a fee in the amount of $5,820.00. Period of Services: Description Task 2b: SJRWMD Permit Pre -Application Meeting Task 8: SJRWMD Permit Modification Application Task 9: USACE No Permit Required Letter Request Task 10: SJRWMD Permit Processing AGREED: VENDOR: Date'. 5/2/2025 Denise M. Boehning / President CoastalWide LLC Attest: Jeanette Williams, MMC, City Clerk Task Completion Time Not Necessary/Completed 2 weeks after authorization 1 2 weeks after authorization 1 2 to 4 months WMD dependent CITY OF SEBASTIAN: Date: Brian Benton City Manager Approved as to Form and Content for Reliance by the City of Sebastian only: Jennifer Cockcroft, City Attorney 22 CITY OF SEBASTIAN, FLORIDA WORK AUTHORIZATION FORM CONSULTANT SERVICE AGREEMENT (CSA) CoastalWide LLC 1443 20th Street Vero Beach, Florida 32960 Work Authorization No: CSA — 04 (RFO #23-06) Proiect Title: Swing Bench Park Shoreline Restoration and Stabilization IT IS AGREED to undertake the following work in accordance with the provisions of the CoastalWide LLC, Master Agreement entitled "Non -Exclusive Agreement for RFQ 23-06, Continuing Planning and Landscape Architect Consulting Services Dated July 13, 2023. Description of Assignment: CoastalWide LLC and their authorized subconsultant, Coastal Waterways Design & Engineering LLC, shall provide permit, design, and engineering services for the Swing Bench Park Shoreline Restoration and Stabilization project to stabilize the shoreline to maintain the park upland area and assorted upland improvements as further described below. The work/project will include: Task 1: Upland and Mean High Water (MWW) Line survey — The Vendor shall conduct, through our subconsultant, a topographic and mean high water line survey. Subconsultant will provide the survey equipment and qualified staff to perform the field survey and processing required for this project. Final data will be transferred to AutoCAD format for final production. The final delivery shall include a final map with Aerial Geo Tiff image in AutoCAD. The survey shall be signed and sealed by a Professional Surveyor and Mapper licensed in the State of Florida. Task 2a: Conceptual Design — The conceptual design shall be prepared by the Vendor and shall include conceptual upland shoreline restoration including grading and stabilization (i.e., rock revetment or other protective measures and stormwater) design concepts. The Vendor shall present the design concept to City staff. Each phase of design will include an updated Engineers Estimate of Probable Construction Costs presented in a Bid Form format. Task 2b: Request for Letter of Permit Exemption — Based on the conceptual design, the Vendor and shall submit a request for state environmental regulatory exemption from permitting. Task 3: City of Sebastian Development Permit Pre -Application Meeting — The Vendor shall conduct a pre -application meeting with the City of Sebastian Community Development Staff to discuss the conceptual for Swing Bench Park Shoreline Restoration and Stabilization and identify any preliminary comments expected from City Community Development staff and other applicable City department staff. The Vendor shall present conceptual design drawings of both upland and underwater improvements prepared under a separate task as described above, to use during the discussions of the project with City staff. The Vendor shall prepare minutes of the pre -application conference with City staff. All Vendor expenses to prepare and conduct this meeting including for travel shall be included in the fee for this task. Task 4: Preliminary Design Services — The Vendor shall design the proposed improvements and provide signed and sealed engineered drawings suitable for the Contractor to obtain building permits as required by the City of Sebastian. Preliminary design drawings and engineering calculations will be completed in a 24" x 36" format. The engineered design will include shoreline restoration limits and stabilization design. Each phase of design will include an update Engineers Estimate of Probable Construction Costs presented in a Bid Form format. Task 5: City of Sebastian Development Permit — The Vendor shall submit a Code Compliance Certification Application to the City of Sebastian (COS) including design sketches signed and sealed for this application. The Vendor shall complete the necessary City of Sebastian Approval Application with required attachments and submit it to the City for permit approval in accordance with applicable municipal Code Sections. The Vendor shall complete the necessary municipal Approval Application Forms including providing the required number of plans, a project description, one (1) aerial of site with project overlaid showing surrounding 100 feet, one (1) Copy of the Owner's Deed, and Letter of Authorization from Property Owner, as necessary. The Vendor shall provide evidence of compliance with City of Sebastian applicable regulations and apply for necessary municipal regulatory permits. The Vendor is not responsible for construction related permits, including building permits. The City of Sebastian shall provide all application fees associated with the City related Development Permit Application and associated permits, if necessary. Task 6: City of Sebastian Development Permit Processing — The Vendor shall process the City of Sebastian (COS) application by responding to a request for additional information from COS if necessary. 23 CITY OF SEBASTIAN, FLORIDA WORK AUTHORIZATION FORM CONSULTANT SERVICE AGREEMENT (CSA) Task 7: Final Design Services —The Vendor shall prepare final design drawings that will be prepared upon any special regulatory permit conditions accepted by the OWNER. The design drawings will include technical specifications. Each phase of design will include an update Engineers Estimate of Probable Construction Costs presented in a Bid Form format. 1. Vendor's Responsibility (include estimated hours, if applicable) I Description Task 1: Survey Task 2a: Conceptual Design Task 2b: Permit Exemption Request Task 3: City of Sebastian Development Permit Pre-App. Task 4: Preliminary Desi n Services Task 5: City of Sebasl i evelopment Permit Task 6: City of Sebastian Development Permit Processing Task 7: Final Design Services Estimated Hours Lump Sum - not applicable Lump Sum - not applicable Lump Sum - not applicable Lump Sum - not applicable Lump Sum - not applicable Lump Sum - not applicable 8 hours Lump Sum - not applicable 2. Pricing 7 Description Quantity Contracted Unit TOTALS Price Task 1: Survey 1 Lump Sum $5,000.00 1 Task 2a: Conceptual Desiqn 1 Lump Sum $3,600.00 1 Task 2b: Permit Exemption Request 1 Lump Sum $2,850.00 Task 3: City of Sebastian Development Permit Pre-App. 1 Lump Sum $1,500.00 Task 4: Preliminary Design Services 1 Lump Sum $7,300.00 Task 5: City of Sebastian Development Permit 1 Lump Sum $1,550.00 Task 6: City of Sebastian Development Permit Processing _ 1 Hourly, Not -to -Exceed $1,300.00 1 Task 7: Final Design Services 1 Lu mp Sum $1,200.00 3. Deliverables Provided to the City (surveys, plans, etc.) 1 Description I Quantity a. Meeting agendas and minutes Electronic format (pdf) b. Conceptual and Preliminary Design and permit sketches and drawings Electronic format (pdf) l c. Permit Applications submitted to permit agencies w/attachments (for City signature) Electronic format (pdf) d. Engineers estimated approximate probable construction cost each phase Electronic format (pdf) e. Signed and Sealed Final Construction Design Drawing with Technical Specifications Electronic format (pdf) I f. Final permits as issued by regulatory agencies Electronic format (pdf) Basic of Compensation/Period of Services: The above referenced description for CSA — 04 (RFQ #23-06) will be performed for a fee in the amount of $24,300.00. Period of Services: Refer to "Attachment A - Vendor Schedule." AGREED: VENDOR: Date: 06/18/24 Denise M. Boehning I President CoastalWide LLC Attest: nette Williams, MMC, City Clerk ?rLt OF SERA TIAN: n City Manager Date: % /1 "�!, Approved as to Form and Content for Reliance by the City of Sebastian only: Jennifer Cockcroft, City Attorney 24