City Commission Regular Meeting Brief for October 22, 2024

City Commission Approves Expenditures for Chemicals to Be Used by Utilities Department
The City Commission approved an expenditure for Cationic Emulsion Polymer from Polydyne, Inc. via a piggyback agreement with the City of Homestead. The treatment of the City's wastewater results in three by-products: settled and dewatered waste-activated sludge solids (WAS), return-activated solids (RAS) used to reseed microbes for continuous treatment, and treated wastewater (commonly referred to as treated wastewater effluent). The City generates about 6,000 cubic yards of WAS annually, which is hauled and disposed of by a licensed contractor who transports it to a land management facility where it can be further treated (dried and pelletized) into fertilizer or applied to sod farms or otherwise spread onto land. To reduce hauling costs, the liquid sludge is treated with a cationic polymer for improved thickening and dewatering using the City’s centrifuges for more cost-effective transport and disposal. The City Commission also approved an expenditure for Sodium Hypochlorite form Allied Universal Corp. through the Southeast Florida Governmental Purchasing Cooperative Groupe contract #498, Sodium Hypochlorite (Co-Op). Potable water treatment involves adding sodium hypochlorite ("chlorine") for disinfection before distribution to customers. This product is also added to our treated wastewater effluent prior to proper disposal in accordance with regulatory requirements. The City uses approximately 80,000 gallons of sodium hypochlorite annually, with quantities and costs evenly distributed between the water and wastewater budget line items. Staff participated in a cooperative bid led by the City of Fort Lauderdale to procure this product. A cooperative bid allows multiple agencies to combine their purchasing power and quantities, attracting more bidders and securing more competitive pricing. On August 22, 2023, the City of Fort Lauderdale awarded the contract to the low bidder Allied Universal Corp, at a price of $1.47 per gallon for a full tanker load and $1.57 per gallon for less than a tanker load. The initial contract is valid for two years, expiring on August 31, 2025, with an option for two one-year renewals. Additionally, the City Commission approved an expenditure for Sulfuric Acid from Sulphuric Acid Trading Company, Inc. through the Southeast Florida Governmental Purchasing Cooperative Group ITB #2018-19/22, Sulfuric Acid 93% for Water Treatment Plant Operations. The treatment of potable water in Cooper City includes the addition of sulfuric acid to the raw water entering the water treatment plant. This process lowers the water's pH to ensure optimal performance of the treatment membranes. The City uses approximately 1,500 tons of acid each year, depending on water demands. Staff participated in a cooperative bid led by the City of Deerfield Beach to procure this product. A cooperative bid allows multiple agencies to combine their purchasing power and quantities, attracting more bidders and ensuring more competitive pricing. On April 2, 2019, the City of Deerfield Beach awarded the contract to the lowest bidder, Sulphuric Acid Trading Company, Inc., at a price of $256.78 per ton. On April 14, 2022, the vendor requested a price increase, and the City of Deerfield Beach negotiated a lower rate than initially proposed. Starting June 1, 2022, the new price became $331.47 per ton. The initial contract was valid for three years and expired on May 31, 2022, with three one-year renewal options. The third and final renewal will expire on May 31, 2025. Funding for each of these expenditures was included within the Water and Sewer Utility Fund in the Fiscal Year 2025 budget.

City Commission Approves Piggyback Agreement for Routine Sampling and Analysis
The City Commission approved a piggyback agreement with the City of Jacksonville Beach, Florida, for the contract with Advanced Environmental Laboratories Inc. (AEL), previously executed on October 10, 2023, in an amount not to exceed the budgeted funds for FY 2025 and subsequent years, and is subject to budget approval. It will provide sampling and analytical laboratory services for the water and wastewater systems through April 18, 2027, and will run concurrently with the City of Jacksonville Beach, contingent upon the extension of the contract by the City of Jacksonville Beach under terms and conditions acceptable to the City, including funding. The Utilities Department rigorously samples and tests wastewater throughout the treatment processes and throughout the water distribution system to ensure effective treatment and compliance with regulatory standards. While City staff conducts some of these tests, others demand specialized training and equipment, making it more economically viable to engage a private, certified laboratory. Over the past five years, AEL has consistently met the City’s expectations. $110,000 is available in the Fiscal Year 2025 Water and Sewer Utility fund for this purpose.

City Commission Approves Change Order for Police Station Heating, Ventilation and Air Condition (HVAC) System
The City Commission approved a change order to Purchase Order (PO) No. 2024-8636, which was utilized for purchase and installing a new Air Conditioning System Trane Tracer SC Enabled System Controller. The change order is to retrofit controls to two Air Handlers and 20 variable air volume controllers in the Broward Sheriff’s Office Cooper City Administration Building HVAC system. On June 27, 2024, the City of Cooper City issued Purchase Order No. 2024-8636 for Trane U.S., Inc. to install a new Trane Tracer SC Enabled System Controller in the main Air Conditioning unit, following the replacement of. During attempts (by qualified Trane U.S., Inc. staff to integrate the downstream air handling and VAV controllers, the Trane representative was not able to bring in complete control of many of the two air handlers and VAV box controllers. These downstream control units are of a different brand (Siemens), are of significant age, and are incompatible with the new Trane SC Enabled System Controller. They must also be replaced. As a result, Trane U.S., Inc. recommends replacing the two (2) Air Handler controllers and twenty (20) VAV controllers with Trane U.S., Inc. equipment for compatibility and continuity such that the entire system can be properly controlled, which will allow proper temperatures and air volumes to be regulated for more efficient cooling throughout the building. In October 2022, $321,245 was spent to provide replacement of the north, 40-ton HVAC system with a roof-mounted compressor unit and indoor air handler replacement, a turnkey installation by Trane U.S., Inc. On June 14, 2024, Purchase Order 2024-8636 was issued to install a Trane Tracer SC Web Enabled System Controller for $28,002. An additional $42,039.98 is required to complete this project. This $42,039.98 will be added to the existing PO via a change order. The existing balance in this line item was $10,000.50. This requires a budget amendment of $32,039.48 from Professional Services-American Rescue Plan Act (ARPA) of 2021 to fund this project fully.

City Commission Approves Resolution 24-40 for Water and Sewer Developer’s Agreement
The City Commission approved Resolution 24-40, authorizing the execution of a Water and Sewer Developer’s agreement with Hanson Homestead, LLC. at Griffin 106 Subdivision project for 38 water and sewer Equivalent Resident Connections (ERCs) at a total cost of $141,244.86 to the developer.

City Commission Approves Resolution 24-41 for Grant Agreement
The City Commission approved Resolution 24-41, authorizing the grant funds' acceptance and execute the grant agreement with the State of Florida Department of Environmental Protection for the Cooper City Gravity Sewer Rehabilitation Project, Phase 1. The State of Florida Legislature annually considers appropriations to fund improvements and capital outlay. The City submitted an appropriations request for consideration of the financing through the Florida Legislature FY24-25 State Appropriations Requests for $700,000 for the Cooper City Gravity Sewer Rehabilitation Project, Phase 1. The funds for this project are made available through a cost reimbursement grant, which requires executing a grant agreement with the State of Florida Department of Environmental Protection. One of the significant components of the City’s Water and Sewer Capital Improvement Plan is rehabilitating the sewer collection system. Many sewer pipes are constructed of vitrified clay and have reached the end of their useful lives. By repairing the weakened sections of the piping, the City anticipates improving wastewater management and groundwater quality.

City Commission Agrees to Amend Resolution 23-1 Regarding Keys to Cooper City
The City Commission agreed to amending Resolution 23-1, Section 1.11, to allow for presenting Keys to Cooper City to an individual whose accomplishments or contributions to the betterment of Cooper City are so noteworthy, or have been of significant duration, the Commission may honor such persons by presenting them with a Key to the City. The Commission agreed that such vote would require super majority approval by the City Commission. With this approval, an ordinance and resolution will need to be presented during the City Commission Regular Meeting scheduled for November 19, 2024 to formally implement this policy.

City Commission Approves Final Landscape Master Plan and Final Design Guidelines
The City Commission approved a Landscape Master Plan and accompanying final design guidelines, following a process that followed three key phases: 1) Public Engagement, including stakeholder interviews and public workshops, both in-person and virtual, and presenting Preliminary and Final Landscape Master Plans to the City Commission; 2) Preliminary Landscape Master Plan and Branding, where CMA will create landscape branding options and site-specific designs for public spaces based on input from the City and residents; and 3) Final Landscape Master Plan and Branding, which will refine the designs into a Final Design Guidelines Manual (FDGM) covering aesthetic improvements such as landscape, hardscape, lighting, and signage, along with cost estimates and prioritization for future capital improvements. While the City Commission approved a plan and guidelines, funding has not been appropriated for specific improvements. Therefore, City staff has recommended prioritizing the replacement or installation of approximately 26 signs throughout the city, with an estimated cost of $936,000, as this will provide the most immediate impact. Additionally, staff has recommended allocating $2 million to help fill in gaps in trees and hedges within City-owned property, including certain intersections. To this point, the City has already programmed $1.5 million for these purposes. To help understand the Final Landscape Master Plan, please see the final approved guidelines.

City Commission Approves Selection of Design/Builder for SW 49 Street Culvert Replacement
The City of Cooper City received authorization through the American Rescue Plan Act (ARPA) of 2021 for funding several projects designated for utilization in four main areas: investing in Water, Sewer, or Broadband infrastructure. The City identified the SW 49 Street Culvert Replacement as a critical need. This project consists of replacing approximately 150 feet of 15-foot diameter corrugated metal piping under SW 49 Street and connecting two reaches of the C-11 Canal. The City advertised a Request for Proposals (RFP) from Design Builders (D/B) on March 19, 2024 and received no proposals. The City advertised another Request for Proposals on June 20, 2024, and received two qualified design/build (D/B) Proposals on August 8, 2024: (1) David Mancini & Sons, Inc. (DMSI) with Delta Consultants LLC and (2) JVA Engineering Contractor, Inc. with CES Consultants, Inc. The selection committee evaluated both proposals and has received Commission approval to negotiate a D/B Contract with the first-ranked Proposing Team, David Mancini & Sons, Inc. (DMSI), with Delta Consultants LLC. In the event the Utilities Department cannot negotiate an acceptable contract with the first-ranked Proposing Team, the Utilities Department will discontinue negotiations with the first-ranked Proposing Team and attempt to negotiate an acceptable Contract with the second-ranked Proposing Team, JVA Engineering Contractor, Inc. with CES Consultants, Inc. The Utilities Department will prepare the resulting contract and return to request approval of this contract at an upcoming meeting of the City Commission. Per ARPA funding provisions, the City must execute the Contract and encumber funds for this Design/Build Contract by December 31, 2024.

City Commission Approves Baseball and Softball Field Renovations
The City Commission approved athletic field renovations via the City of Weston’s Request for Proposals (RFP) No. 2019-13 for Parks Maintenance Services, Parks Group A: Regional Park and Heron Park; awarded to Juniper Landscaping of Florida, LLC; as well as the purchase of baseball and softball field materials via Ewing Irrigation Supplies’ Lee County Contract B240216WCD for the purchase of bald field clay products and conditioners for the combined amount of $155,523.17. With the 2024 baseball and softball seasons ending, City staff identified and will address multiple safety concerns and playing field issues. Our community users have had too many cancellations and field safety complaints. We also want to provide solutions for drainage, uneven playing surfaces, clay runoff, and improve the dugout appearance, specifically at Suellen H. Fardelmann Sports Complex and Bill Lips Sports Complex.

City Commission Amends and Approves Ordinance 24-22, on Second Reading, Regarding Retirement Health Insurance Benefit for Certain Former Members of the City Commission
The City Commission amended Ordinance 24-22, which ratifies and confirms a retirement health insurance benefit for certain former members of the City Commission who have been elected to three consecutive terms and reached the age of 50. Key amendments to the Ordinance, which was previously proposed, are that an elected official’s spouse will be covered within this retirement benefit only if married to the elected official at the time of investiture. Additionally, the benefit shall not exceed the greater of $1,000 or the amount equal to the City’s cost for “Employee + Family” health insurance coverage. At the time of this Ordinance’s approval, the City pays $26,184 toward an individual “Employee + Family” plan on an annual basis. Furthermore, this retirement health insurance benefit will be paused should a vested elected official be elected to additional term(s) on the Cooper City Commission.

More Information
For more information related to the items on the October 22, 2024 agenda, please visit: https://meetings.municode.com/adaHtmlDocument/index?cc=COOPERCITY&me=d3ecfb56e63e4322b185bfc0e20d27fc&ip=true.

The next City Commission Regular Meeting will be held at City Hall, located at 9090 SW 50 Place, Cooper City, FL 33328, on November 19, 2024 at 6:30 PM.