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Report of City Council Action Items May 8, 2014 Members Present: Council President Jewel Cannada-Wynn, Council Vice-President Megan Pratt, Charles

Bare, Larry B. Johnson, Sherri Myers, Brian Spencer, Andy Terhaar, and Gerald Wingate

Absent: P. C. Wu

REGULAR AGENDA ITEMS — CONTINUED

6. ACCEPTANCE OF FLORIDA DEPARTMENT OF TRANSPORTATION JOINT PARTICIPATION AGREEMENT: STORMWATER MANAGEMENT POND — EXPANSION AND REHABILITATION CONSTRUCTION PENSACOLA INTERNATIONAL AIRPORT

That City Council adopt a resolution authorizing the Mayor to accept and execute a grant offer from the Florida Department of Transportation (FDOT) in the amount of $2,700,000.00 to assist in funding the rehabilitation of the Airport Stormwater Management Pit. Further, that the City Council adopt a supplemental resolution to appropriate the grant funds.

The motion passed unanimously.

RESOLUTION NO. 19-14 - MOTION TO APPROVE

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PENSACOLA, FLORIDA AUTHORIZING THE EXECUTION OF A JOINT PARTICIPATION AGREEMENT WITH THE FLORIDA DEPARTMENT OF TRANSPORTATION FOR STORMWATER MANAGEMENT POND-EXPANSION AND REHABILITATION CONSTRUCTION AT THE PENSACOLA INTERNATIONAL AIRPORT.


SUPPLEMENTAL BUDGET RESOLUTION NO. 20-14 MOTION TO APPROVE

A RESOLUTION AUTHORIZING AND MAKING REVISIONS AND APPROPRIATIONS FOR THE FISCAL YEAR ENDING SEPTEMBER 30, 2014; PROVIDING FOR AN EFFECTIVE DATE.


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SUPPLEMENTAL BUDGET RESOLUTION — APRIL 2014 FLOOD

That City Council adopt a supplemental budget resolution appropriating funds to address the damages from the April 2014 flood.


SUPPLEMENTAL BUDGET RESOLUTION NO. 18-14 MOTION TO APPROVE

A RESOLUTION AUTHORIZING AND MAKING REVISIONS AND APPROPRIATIONS FOR THE FISCAL YEAR ENDING SEPTEMBER 30, 2014; PROVIDING FOR AN EFFECTIVE DATE


8. PURCHASING ORDINANCE REVISION REGARDING CONTRACTS — 2nd Reading - MOTION TO APPROVE

PROPOSED ORDINANCE NO. 19-14

AN ORDINANCE AMENDING SECTION 3-3-2 OF THE CODE OF THE CITY OF PENSACOLA, FLORIDA; REQUIRING COUNCIL APPROVAL OF CONTRACTS EXCEEDING A TERM OF THREE (3) YEARS; PROVIDING FOR SEVERABILITY; REPEALING CLAUSE; PROVIDING AN EFFECTIVE DATE. Ordinance No. 19-14


COUNCIL MEMORANDUM

Council Meeting Date: May 8, 2014

LEGISLATIVE ACTION ITEM

ADD-ON

SPONSOR: Ashton J. Hayward, III, Mayor

SUBJECT: Supplemental Budget Resolution - April 2014 Flood

RECOMMENDATION:

That City Council adopt a supplemental budget resolution appropriating funds to address the damages from the April 2014 flood.

AGENDA: X Regular Consent

Hearing Required: Public

Quasi-Judicial No Hearing Required X

SUMMARY:

On April 29, 2014 Escambia County declared a State of Emergency in response to torrential rainfall which has been labeled one of the worst floods Escambia County has experienced in decades. More than 20 inches of rain brought devastating flooding with Pensacola experiencing about a third of its average annual rainfall of 65 inches in just one day. In response to the flooding, Governor Rick Scott enacted Executive Order #14-144 which declared a state of emergency within Escambia County and authorized local governmental agencies "the authority to waive or deviate from such statutes, rules or agency orders to the extent that such actions are needed to cope with this emergency, including, but not limited to, any and all statutes, rules, or orders that affect budgeting, leasing, printing, purchasing, travel, conditions of employment and the compensation of employees. This waiver of or deviation from statutes, rules, ordinances or orders shall be by emergency rule or order in accordance with sections 120.54(4) and 252.46, Florida Statutes, and shall expire in thirty days from the date of the Executive Order, unless extended by the agency in increments not exceeding thirty days, and in no event shall remain in effect beyond the earlier of the date of expiration of the Order, as extended, or ninety (90) days from the date of issuance of the Order". While this Executive Order authorizes the deviation from various statutes and rules for a period of thirty days, it is prudent to provide sufficient appropriations for the repairs at this time based on the preliminary estimates which will be adjusted at a later date once the Project Worksheets (PW's) are written and more accurate cost estimates can be obtained.

Upon initial assessments of the damage incurred, approximately $24.5 million has been identified between City owned facilities, property and infrastructure. City Staff is currently working with the Florida League of Cities, the City's agent for the flood policies related to the flooded buildings. Additionally, City Staff has contacted Parsons Brinkeroff (formerly PB Americas, Inc.), the City's Disaster Management Services provider to assist with the financial reimbursement process with the State of Florida and FEMA.

Council Memorandum Subject: Supplemental Budget Resolution - April 2014 Flood Date: May 8, 2014 Page #2

As part of the City's disaster debris cleanup plan and to ensure proper compliance with FEMA requirements related to the collection, monitoring and documentation of disaster debris cleanup activities pre-positioned contracts are currently in place with Asplundh Environmental Services and Leidos, Inc. (formerly Beck Disaster Recovery, Inc.). Both companies have been authorized to begin work to collect debris from the flooding.

For insured buildings not in a flood zone, the City of Pensacola has flood insurance coverage through the Florida League of Cities subject to a separate $100,000 per-occurrence deductible for buildings and $100,000 per occurrence deductible for contents. Reported damaged buildings that fall under this category are: Vickrey Center, Osceola Golf Course Clubhouse, Main Library Headquarters Building, Fricker Center, East Pensacola Heights Center, Airport Maintenance Building and the ARFF Facility at the Airport.

For insured buildings in a flood zone, the City of Pensacola has National Flood Insurance purchased through the Florida League of Cities. These buildings are subject to separate per-building deductibles for the structure and per-building deductibles for the contents. Reported damaged buildings that fall under this category are: Sanders Beach/Corinne Jones Center - $1,000 deductible for building/$1,000 deductible for contents and Bayview Community Center - $5,000 deductible for building/$5,000 deductible for contents.

City-owned vehicles are insured through a separate insurance policy subject to a $100,000 per-occurrence deductible. Approximately ten vehicles have been reported as damaged from the Fire, Police and Neighborhood Services Departments.

Additional damages that occurred which may be covered by the City's normal property insurance coverage include: Roger Scott Tennis Center Courts, Port of Pensacola and Athletic Facilities and Parks.

The remaining damage that has been identified includes infrastructure such as streets and sidewalks which is not typically covered through property insurance. However, once a national declaration has been made, FEMA will cover 75% of approved insurance deductibles and uninsured disaster-related expenditures. The City has not received confirmation from the State of Florida on what portion, if any, they will contribute for the flood damage expenditures. Historically, the State has absorbed at minimum 12.5% and the City absorbed the balance of no more than 12.5%. All disaster-related expenditures will be accounted for in the Hurricane Damage Fund.

Preliminary Assessments of Damages are listed in the table below. A more detail listing is attached.

Fire 180,000 Police 272,000 Neighborhood Services 3,219,400 Public Works 10,025,000

Airport 800,000 Port 100,000

Sanitation 2,000,000

Pensacola Energy 7,902,000

24,498,400


In accordance with City Code Section 2-4-8(a) the Mayor is given the authority to take such emergency measures as he deems necessary to protect the health, safety and welfare of the citizens and to ensure the timely reconstruction and repair of structural damage caused by the emergency event and the continued functioning of local government. Along with this authority the Mayor is also authorized to waive or suspend all ordinances, policies, procedures or customs of the City as the Mayor determines necessary for the purchase of commodities and services, for contracts of no more than one year duration, for the assignment of employees and for the facilitation of reconstruction and repair, both public and private, as the Mayor determines necessary. In order to ensure the health, safety and welfare of the citizens, the Mayor has utilized this authority to procure the necessary commodities and services to ensure the continued functioning of the City of Pensacola. Those commodities/services that have been obtained in the emergency recovery efforts include:

Cost/Cost Company Estimate Project

20th Street & Lloyd Street Emergency Repairs

Roads, Inc. $ 71,615

Atkins North America, Inc. * $ 9,500

Leidos, Inc. $ 500,000

Old Spanish Trail at Gaberonne Swamp Stabilization Measures Flood Debris Removal Monitoring Assistance

Asplundh Environmental

$1,500,000 Flood Debris Removal Services

DevTech Sales, Inc. $ 6,416

Pro Clean Reconstruction $ 6,000

Emergency Repairs to Natural Gas Gate Systems Cleanup of Pensacola Energy Gate Station #2 Emergency Repairs to Piedmont Road (Includes final repairs to

$1,836,260ECUA Infrastructure estimated costs of $429,000) Engineering/Design Services for

$ 85,000 Emergency Repairs to Piedmond Road

Roads Inc.

Hatch Mott MacDonald *

J. Miller Construction $ 102,599

DeSoto Street at 9th Avenue Stormwater Treatment Enhancement (Project was in progress when flood occurred. Issuing separate contract and purchase order with same company for easier FEMA tracking)


Company

Cost/Cost

Estimate Project

Roads Inc. $ 251,053

12th Avenue at Bayou Texar

Stormwater Treatment (Project

was in progress when flood

occurred. Issuing separate

contract and purchase order

with same company for easier

FEMA tracking)

Long Hollow Pond Southeast Berm Repairs

J. Miller Construction $ 78,875

* The existing continuing contracts with Atkins North America, Inc. and Hatch Mott MacDonald have been extended to a period of up to one year under the Mayor's emergency powers authorized by the Governor's Executive Order #14-144 and by the City's Purchasing Ordinance.

PRIOR ACTION:

October 25, 2012 — City Council approved a primary contract with Asplundh Environmental Services for disaster debris recovery services.

December 1, 2011 — City Council awarded a contract to PB Americas, Inc. and Witt Group Holdings LLC for Disaster Management Services.

May 24, 2010 — City Council approved a contract with Beck Disaster Recovery Inc., for Disaster Debris Planning and Support Management Services.

FUNDING:

N/A

FINANCIAL IMPACT:

Approval of the supplemental budget resolution will provide the funding necessary to begin the recovery process on damaged City facilities and infrastructure. Upon a national declaration, FEMA typically covers 75% of approved insurance deductibles and uninsured disaster-related expenditures. The City has not received definite word from the State of Florida on what portion, if any, they will incur of the flood damages. Historically, the State has absorbed at minimum 12.5% and the City absorbed the balance of no more than 12.5%. All disaster-related expenditures as well as proceeds from Insurance and FEMA will be accounted for in the Hurricane Damage Fund.


STAFF CONTACT:

Colleen M. Castille, City Administrator Richard Barker, Jr., Chief Financial Officer

ATTACHMENTS:

1) Preliminary Damage Assessments 2) Supplemental Budget Resolution 3) Supplemental Budget Resolution Explanation

PRESENTATION:

None

Fire

CITY OF PENSACOLA APRIL 2014 FLOOD

PRELIMINARY DAMAGE ASSESSMENTS AS OF MAY 5, 2014

Airport Overtime 150,000.00 Erosion Repair, Perimeter Road Repair &

Fire Vehicles 30,000.00 Various Facility Repairs 800,000.00 180,000.00 800,000.00

Police Port Police Vehicles 272,000.00 Various Facility Repairs 100,000.00

272,000.00 100,000.00 Neighborhood Services Sanitation Resource Centers 1,168,900.00 Debris Removal 2,000,000.00 Golf Course 788,500.00 2,000,000.00 Tennis Center 855,000.00 Pensacola Energy Athletics 62,000.00 Bristol Park Repairs 150,000.00 Parks 245,000.00 Crescent Lake Repairs 450,000.00 Vehicles 100,000.00 Desoto and 19th Repairs 10,000.00

3,219,400.00 Scenic Hwy/Bayview Repairs 50,000.00 Public Works 12th Ave/Euclid Repairs 10,000.00 Piedmont Ave. (Summit to Tronjo) 4,500,000.00 Lloyd and 20th Repairs 10,000.00 Spanish Trail Pond at Gaberonne Swamp 925,000.00 Gate Station #2 300,000.00 20th Ave. at Lloyd Street 475,000.00 Gate Station #5 25,000.00 Desoto and 19th Ave. Capital Project 150,000.00 Summit Blvd Repairs 10,000.00 12th Ave. at Carp. Creek Capital Project 275,000.00 Dog Track Road Repairs 10,000.00 Baywoods Gully Stabilization 900,000.00 Olive and Johnson Repairs 10,000.00 Seville Dr. Stormwater Outfall 175,000.00 Wing Foot Ave Repairs 50,000.00 Long Hollow Pond Berm 225,000.00 Cast Iron Phase 1 3,000,000.00 Private Property Cleaning of Debris/Sediment 350,000.00 Cast Iron Phase 2 1,500,000.00 Bayou Dredging at Outfalls (13) 950,000.00 Replacement/Relocation for other Infrastructure repairs 1,000,000.00 Scott St.at Bayou Texar 150,000.00 Reserve for contingencies (20%) 1,317,000.00 Main Street at Coyle Street Outfall 150,000.00 7,902,000.00 Maxwell St. and Whaley Ave. Retrofit 275,000.00 Baywoods Gully Outfall Dredging at Esc. Bay 375,000.00 Traffic Control and Signals 150,000.00

10,025,000.00 Total Preliminary Damage Assessment 24,498,400.00

RESOLUTION NO. -

A RESOLUTION TO BE ENTITLED:

A RESOLUTION AUTHORIZING AND MAKING REVISIONS AND APPROPRIATIONS FOR THE FISCAL YEAR ENDING SEPTEMBER 30, 2014; PROVIDING FOR AN EFFECTIVE DATE.

BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PENSACOLA, FLORIDA

SECTION 1. The following appropriations from funds on hand in the fund accounts stated below, not heretofore appropriated, and transfer from funds on hand in the various accounts and funds stated below, heretofore appropriated, be, and the same are hereby made, directed and approved to-wit:

A. HURRICANE DAMAGE FUND

Fund Balance 1,161,700

To: FEMA 17,646,400 To: State 2,941,100 To: Insurance Proceeds 969,900 To: ECUA Contribution 429,000 To: Transfer in from Gas Utility Fund 987,800 To: Transfer in from Sanitation Fund 250,000 To: Transfer in from Port Fund 12,500 To: Transfer in from Airport Fund 100,000

To: Operating Expenses 24,498,400

B. GAS UTILITY FUND

Fund Balance 987,800

To: Transfer to Hurricane Damage Fund 987,800

C. SANITATION FUND



D. PORT FUND

Fund Balance 12,500


E. AIRPORT FUND



conflict.SECTION 2. All resolutions or parts of resolutions in conflict herewith are hereby repealed to the extent of such

SECTION 3. This resolution shall become effective on the fifth business day after adoption, unless otherwise provided pursuant to Section 4.03(d) of the City Charter of the City of Pensacola.

Adopted:

Approved:President of City Council

Attest:

City Clerk

Legal in form and valid as drawn:

City Attorney

THE CITY OF PENSACOLA MAY 2014 - SUPPLEMENTAL BUDGET RESOLUTION - APRIL 2014 FLOOD

FUND AMOUNT DESCRIPTION

HURRICANE DAMAGE FUND 119 Estimated Revenues

FEMA 17,646,400 Appropriate estimated revenue from FEMA (Federal 75%) State 2,941,100 Appropriate estimated revenue from State (State 12.5%) Insurance Proceeds 969,900 Appropriate estimated revenue from Insurance proceeds ECUA Contribution (Piedmont Drive) 429,000 Appropriate estimated revenue from ECUA (Piedmont Drive) Transfer in from Gas Utility Fund 987,800 Appropriate estimated revenue from Gas Utility Fund (12.5%) Transfer in from Sanitation Fund 250,000 Appropriate estimated revenue from Sanitation Fund (12.5%) Transfer in from Port Fund 12,500 Appropriate estimated revenue from Port Fund (12.5%) Transfer in from Airport Fund 100,000 Appropriate estimated revenue from Airport Fund (12.5%)

Total Revenues 23,336,700 Fund Balance 1,161,700 Increase appropriated fund balance Total Estimated Revenues and Fund Balance 24,498,400

Appropriations Operating Expenses 24,498,400 Appropriate funding for April 2014 Flood Damage

Total Appropriations 24,498,400

GAS UTILITY FUND 401 Fund Balance 987,800 Increase appropriated fund balance

Appropriations Transfer to Hurricane Damage Fund 987,800 Appropriate funding for Pensacola Energy's 12.5% Share

Total Appropriations 987,800

SANITATION FUND 402 Fund Balance 250,000 Increase appropriated fund balance

Appropriations Transfer to Hurricane Damage Fund 250,000 Appropriate funding for Sanitation's 12.5% Share


PORT FUND 403 Fund Balance 12,500 Increase appropriated fund balance

Appropriations Transfer to Hurricane Damage Fund 12,500 Appropriate funding for Port's 12.5% Share


AIRPORT FUND 404 Fund Balance 100,000 Increase appropriated fund balance

Appropriations Transfer to Hurricane Damage Fund 100,000 Appropriate funding for Airport's 12.5% Share


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