september 15 2014 complete agenda

MAYORANDCITYCOUNCIL

REGULARSESSIONMonday,September15,20146:00P.M.

AGENDA

1. CALLTOORDER

2. PRAYERANDPLEDGE

3. APPROVALOFMINUTES A. RegularSession#15datedSeptember2,2014 B. WorkSessiondatedSeptember9,2014

4. ITEMSPRESENTEDBYTHEMAYORANDCITYCOUNCIL A. ProclamationRecognizingSeptemberasNationalPreparednessMonth B. ProclamationRecognizingOctober511,2014,asFirePreventionWeek C. ProclamationRecognizingOctoberasBreastCancerAwarenessMonth D. CommissionReports

5. CONSENTAGENDA A. PrivateEventApprovalRequestfor3rdAnnualRavensvs.Steelers5KFootballChallenge

November1,2014 B. 3YearPrivateEventApprovalRequestforParkPlaceTreasureHuntattheBeach

September20142016 C. 3YearPrivateEventApprovalRequestforLetsWalkontheBoardsforSt.JudesChildrensHospital

April20162017 D. 3YearPrivateEventApprovalRequestforWineontheBeachSeptember30October1,2016 E. 3YearPrivateEventApprovalRequestforSeaside10October29,2016 F. BidAwardRecommendationforWastewaterTreatmentPlantDisinfectionSystemUpgrades G. RequesttoApproveStreetBroomPurchase H. RequestPermissiontoSubmitLettertoMDOTregardingArticulatingBusesforSummerof2015 I. RequesttoSolicitBidsforFireHeadquartersConstructionManagementServices J. RequesttoAcceptGrantFundstoPurchaseNetworkBackupHardwareandSoftware K. UpcomingBidNotificationforAirportFencing L. UpcomingBidNotificationforTransitBuses

6. MISCELLEANEOUSREPORTSANDPRESENTATIONS

7. PUBLICHEARINGS A. ProposedClosureandConveyanceof50FootPortionofCaineStableRoad

8. ITEMSREFERREDTOANDPRESENTATIONSFROMTHECITYMANAGERANDSTAFF

9. ITEMSREFERREDTOANDPRESENTATIONSFROMTHECITYSOLICITOR

MayorandCityCouncilRegularSessionAgenda September15,2014

10. COMMENTSFROMTHEPUBLIC Any person who may wish to speak on any matter at the Regular Session may be heard during

CommentsfromthePublicforaperiodoffive(5)minutesorsuchtimeasmaybedeemedappropriatebytheCouncilPresident.Anyonewishingtobeheardshallstatetheirname,addressandthesubjectonwhichheorshewishestospeak.

11. COMMENTSFROMTHECITYMANAGER A. ReviewoftentativeworksessionagendaforSeptember30,2014

12. COMMENTSFROMTHEMAYORANDCITYCOUNCIL

13. ADJOURN

REGULAR SESSION -MAYOR AND CITY COUNCIL MONDAY, SEPTEMBER 15, 2014

3 APPROVAL OF MINUTES

A. Regular Session #15 dated September 2, 2014 B. Work Session dated September 9, 2014


4 ITEMS PRESENTED BY THE MAYOR AND CITY COUNCIL

A. Proclamation Recognizing September as National

Preparedness Month

NATIONAL PREPAREDNESS MONTH SEPTEMBER 2014

Hurricanes and other natural and manmade threats are responsible for loss of life, injury and damage in the State of Marylandand effects from these events can cause serious consequences for our citizens; WHEREAS, Preparing the residents of the State of Maryland for these threats and the devastation that accompanies them is a function of government, dependent on the leadership of public officials, the efforts of many dedicated volunteers and professionals, and the awareness and cooperation of the public; WHEREAS, Federal, State, local and private organizations are improving preparedness and attempting to inform the public of the steps that should be taken to save lives and protect property to include evacuations and safety measures, flood-proofing and wind-proofing techniques and the availability of flood insurance; WHEREAS, By understanding the dangers associated with manmade and natural threats and by taking threats and by taking reasonable precautions, the citizens of Maryland can reduce the loss of life, injury and property damage. NOW, THEREFORE, I, Richard W. Meehan, Mayor of the Town of Ocean City, Maryland, do hereby proclaim the month of September 2014 as

NATIONAL PREPAREDNESS MONTH in Ocean City and do commend this observance to all of our citizens. IN WITNESS WHEREOF, I have hereunto set my hand and caused the Great Seal of the Town of Ocean City, Maryland to be affixed this 15th day of September in the year of Our Lord two thousand fourteen. ______________________________________ RICHARD W. MEEHAN Mayor



B. Proclamation Recognizing October 5-11, 2014, as Fire

Prevention Week

FIRE PREVENTION WEEK OCTOBER 5 11, 2014 The Town of Ocean City is committed to ensuring the safety and security of all those living in and visiting our town; and WHEREAS, fire is a serious public safety concern both locally and nationally, and homes are the locations where people are at greatest risk from fire; and WHEREAS, when smoke alarms should have operated but did not do so it was usually because batteries were missing, disconnected, or dead; and WHEREAS, Town of Ocean City residents should install smoke alarms in every sleeping room, outside each separate sleeping area, and on every level of the home; and WHEREAS, Town of Ocean City first responders are dedicated to reducing the occurrence of home fires and home fire injuries through prevention and protection education; and WHEREAS, the 2014 Fire Prevention Week theme, Working Smoke Alarms Save Lives: Test Yours Every Month so it effectively serves to remind us that we need working smoke alarms to give us the time to get out safely. NOW, THEREFORE, I, Mayor Richard W. Meehan, on behalf of the City Council and residents of Ocean City, Maryland, do hereby proclaim October 5 11, 2014 as Fire Prevention Week throughout this town, and I urge all the people of Ocean City to test their smoke alarms at least every month by pushing the test button, and to support the many public safety activities and efforts of the Ocean City Fire Department during Fire Prevention Week 2014. IN WITNESS WHEREOF, I have hereunto set my hand and caused the Great Seal of the Town of Ocean City, Maryland to be affixed this 15th day of September in the year of Our Lord Two Thousand and Fourteen. ________________________________________ RICHARD W. MEEHAN Mayor



C. Proclamation Recognizing October as Breast Cancer

Awareness Month

BREAST CANCER AWARENESS MONTH Approximately 1 in 8 women in the United States will develop invasive breast cancer over the course of her lifetime; and WHEREAS, This year alone, over 200,000 Americans will be diagnosed and nearly 40,000 lives will be claimed; and WHEREAS, The breast cancer survivors living in the U.S. are a testament to courage, as well as to the importance of promoting awareness, screening and treatment of breast cancer; and WHEREAS, Early detection is essential in the treatment of and recovery from breast cancer, which has a 90 percent, five-year survival rate for early-stage detection; and WHEREAS, Throughout the month of October, women are encouraged to make a renewed commitment to following recommended screening guidelines and to make a mammogram appointment; and WHEREAS, The efforts of the collaboration of various organizations have made a major contribution to spreading breast cancer awareness to both women and men in all communities in Maryland. NOW, THEREFORE, I, Richard W. Meehan, Mayor of the Town of Ocean City, Maryland, do hereby proclaim the month of October, 2014 as

BREAST CANCER AWARENESS MONTH in the Town of Ocean City, Maryland, and encourage citizens, Government agencies, private businesses, and nonprofit organizations to join in activities that will increase awareness of what we can do to prevent and control breast cancer. IN WITNESS WHEREOF, I have hereunto set my hand and caused the Great Seal of the Town of Ocean City, Maryland to be affixed this 15th day of September in the year of Our Lord two thousand and fourteen. _______________________________________ RICHARD W. MEEHAN Mayor



D. Commission Reports

Tourism Commission Meeting Minutes September 8, 2014

The following individuals were in attendance: Commission Members Tourism Commission Chair and Council Secretary Mary Knight, Councilman Dennis Dare, Councilman Joe Mitrecic; Greg Shockley, Maryland Tourism Development Board; G. Hale Harrison, HMRA; and Todd Ferrante, OCDC. Staff members present were City Manager David Recor, Donna Abbott, Tourism Director; Larry Noccolino, Convention Center Director; Lisa Osman, Tourism Department; Frank Miller, Special Events. Also present were Melanie Pursel, Chamber of Commerce; Susan Jones, HMRA; and Bill Badger and Merry Mears, Worcester County Economic Development. Media representatives present were Zach Hoopes, Ocean City Today; and Joanne Shriner, Maryland Coast Dispatch. Mary Knight called the meeting to order at 3 p.m. Approval of Minutes The vote was unanimous to approve the minutes from the August meeting. Enhanced Website Listings Donna Abbott presented a tiered membership proposal for CVB members to bring additional revenue to the Town. Donna was asked at a previous Tourism Commission meeting to bring back a mock-up of a potential enhanced listing with some potential prices. Currently, the CVB has 335 members and the cost to join is a $200 flat rate annually. This gives the member a listing on www.ococean.com, as well as the ability to put rack cards/brochures in the Visitors Center, and receive leads from the CVB. At this rate, it brings in $67,000 annually. Donna presented two tiers plus a property spotlight. Tier 2 is what is currently offered to CVB members. It includes the member name, member image, address, a brief description, the ability for a photo gallery, expanded amenity descriptions, a list of all deals that a particular member has, a link to their website, a Map It link, a Book It button if desired, and a Read More button. The Tier 1 members would receive the same benefits as Tier 2, but they would get a yellow highlighted box and a star designating the listing as a featured property. A new category being presented is the Property Spotlight, which members would receive the same benefits as Tier 1, but their information would be displayed in larger fixed placement at the top of the list. This is a premier placement with the most visibility. Donna proposed this premier placement to be offered to members on a weekly basis to offer more members the ability to have the prime spot for a week, in conjunction with a Tier 1 membership. A member would have to purchase a Tier 1 membership, and then they would be offered the ability to have that fixed position on a weekly basis. Donna proposed that the current Tier 2 membership be offered at $250, being that the website has been redesigned and a mobile website has been added; the Tier 1 to be offered at $300, for those that would like to be a featured property, and the Property Spotlight be

offered at $1,000 per week. Donna mentioned that the cost has not increased in several years. She also added that the website is very robust and she would not want to lose any members due to increasing the membership cost. Councilman Joe Mitrecic made a motion to raise the standard membership to $250 for 2015, then $300 in 2016, and $350 in 2017. The motion also included offering the Property Spotlight at $1,000 per week, and having a lottery if necessary for the properties interested in the same week. Todd Ferrante seconded the motion. The vote was five in favor and Councilman Dare opposed. This will be moved to the Council for further discussion. Mary Knight introduced Bill Badger and Merry Mears, from the Worcester County Economic Development Committee. Bill mentioned that the Economic Development Summit will be the first official event held in the Performing Arts Center on December 10 from 10 a.m.-2 p.m. Updates from other Departments & Organizations Chamber of Commerce Melanie spoke about how well the Chambers Annual Gala went on Friday, September 5. The Chambers next event is the General Membership meeting on September 24 at Dunes Manor Hotel. The annual Crab Feast will be held at BLU. The 2015 Vacation Guide sales deadline is today. Melanie is excited about 300 new stunning photos that she received from a photographer. Convention Center Larry reported that the Realtors are in the building today. He announced that TEAM Productions will be presenting a Country Christmas Musical in the Performing Arts Center (PAC) on December 13. Larry also announced that the Jersey Boys may be coming to the PAC in the off season in 2015. HMRA Restaurant Week is September 12-26. Donna, Melanie and Susan are working on the Maryland Tourism Summit in November. A welcome reception will be held at Center for the Arts. OCDC Todd Ferrante reported that an Employee Appreciation Ceremony on the Boardwalk recognized employees of the Ocean City Public Works Department who clean the beach and boardwalk. Tonys Pizza offered pizza for employees in attendance. Sunset Park Party Nights have been well attended this year. The annual Golf Tournament will be held on October 8. They will have a booth at BikeFest. MTDB Greg Shockley reported that it will be a big weekend in Baltimore with the Star-Spangled Celebration. Continue to work on the post-Labor Day school start date matter. There was some good publicity with Peter Franchot and there was a good article in Forbes about the topic.

Tourism Department The Tourism Strategic Planning Session with the Tourism Commission will be held on Wednesday, October 15, and will be all day. On August 21, Donna, the Mayor, MGH and a team of landscapers and a car detailing business went to Silver Spring to do some work for a family that won the Facebook grand prize package. The winner will also come to OC for a weeks stay at the Grand Hotel. Almost 9,000 entries were received for that contest and the work at the familys home was covered by two Washington D.C. television stations. Donna and the Mayor will complete a media tour on Wednesday, September 17 in Baltimore to promote Sunfest and all of the fall activities in Ocean City. Special Events Frank Miller reported that they are getting prepared for Sunfest. All concerts are selling well, with some almost sold out. Fireworks will be held on Thursday, September 18, and Laser Shows will be held on Saturday, September 20. Councilman Mitrecic made a motion to adjourn. Councilmember Dare seconded and the vote was unanimous. The meeting adjourned at 4 p.m.

1

Recreation and Parks Commission Meeting Minutes September 9, 2014

1. Call to Order: The meeting was called to order at 4:10 p.m. at the City Hall Community Room. Present were Joe Mitrecic, Lloyd Martin, Dennis Dare, David Recor, Calvin Ginnavan, Jeff Simpson and Susan Petito. Guests included Zack Hoopes and Joanne Shriner.

2. Approval of Minutes: The minutes of August 12, 2014 were approved. 3. Tour and discussion of Sunset Park: The tour of Sunset Park was canceled due to

inclement weather. Jeff Simpson, Landscape Crew Leader, explained his proposal for making modifications to the plantings in the park. Susan Petito explained that the primary concern expressed by Council had been the weedy appearance of the native plantings, with subsequent concern regarding the parks functionality for events. Councilmember Dare reiterated his stance that the parks function has transitioned over the years from a passive park to an active venue. He expressed concern that some of the plantings had grown to the point of prohibiting potential viewing opportunities for concert and other entertainment events, and that the density of some of the planting areas may need thinning. The Commissions park tour will be rescheduled for the next Recreation and Parks Commission meeting on Tuesday, September 30, 2014 at 4:00 p.m. Susan will ask Glenn Irwin, Executive Director of the OCDC to attend.

4. Update on Outdoor Fitness area improvement: Calvin Ginnavan reported that he obtained a preliminary quote of $14,479 to add a vinyl fence with gate around the Northside Park fitness area, including interior paver improvements. Dennis Dare made a motion to forward the proposal to install a vinyl fence with gate and pavers around the fitness area at Northside Park to the Council for review. The motion was seconded by Councilmember Lloyd Martin. The motion passed unanimously. Calvin reported that Rob Morand of the IT Department had begun his evaluation of potential security camera options to support fitness area and playground coverage.

5. Other Business: Susan reported that the signs regarding no mooring or anchoring at the Northside Park pier had been installed.

6. Adjournment: With no further business, Councilmember Martin made a motion to adjourn, seconded by Councilmember Dare. The motion passed unanimously and the meeting adjourned at 4:55 p.m.

NEW MEETING DATE: There will be no October Recreation and Parks Commission meeting. The next meeting will be held at 4:00 p.m. on Tuesday, September 30th at Sunset Park. P:Susan/Rec & Parks Commission Meeting 9-9-2014


5. CONSENT AGENDA A. Private Event Approval Request for 3rd Annual Ravens vs.

Steelers 5K Football Challenge November 1, 2014

TOWN OF

The White Marlin Capital of the World

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Sun Mon Tue Wed Thu Fri Sat

1

PE Ravens vs Steelers 5K -

TENTATIVE

2 3 4 5 6 7 8

PE - Storm Warriors

- TENTATIVE

9 10 11 12 13 14 15

16 17 18 19 20

Winterfest 21

Winterfest 22

Winterfest

23

Winterfest 24

Winterfest 25

Winterfest 26

Winterfest 27

Winterfest 28

Winterfest 29

Winterfest

30

Winterfest

2014

November

Ocean City Private Events

Name of Event: Ravens vs. Steelers 5K New Event: No

Date of Event: Saturday, November 1, 2014

Date Application Received: July 21, 2014 Application Fee Paid: Yes

Date Returned from All Departments: August 11, 2014 Total Cost to Town: $900.00

Things to Note:

This event would consist of a 5K run that would take place completely on the Boardwalk. Other events, such as a 40-yard dash, football bomb toss, accuracy toss and football agility drill would also take place on the beach from 25

th to

27th

Streets.

The event coordinator requests the closing of 27th Street from Baltimore Avenue to the Boardwalk for registration from 7 am until 11 am.

Set-up for the event would begin at 5 am on the morning of the event.

The event coordinators request to borrow the following from the city 200 traffic cones, 50 barricades and the judges stand.

The event would take place from 9 am until 1 pm.

Clean up would take place immediately following the conclusion of the event and be finished by 3 pm.

The race would run from 27th Street to 1st Street and then back to 27th Street. Upon completion of the race, the first 100 Ravens fans times will be compared against the first 100 Steelers fans times and a trophy will stay in the winning bar for the year. There will also be awards for the top two (2) male and female overall, the most team spirit,

and the top two (2) in each age group.

The event coordinators would set plastic fencing around the designated area on the beach.

The event coordinators understand they would be responsible for all trash removal.

The event coordinators would like to place port-o-lets on-site.

The event coordinators would like to set-up a tent and air-inflated structures.

Expected number of participants is 300-500.

Sponsors of the event would be the Pit and Pub and Buxys Salty Dog, both on 28th Street.

The event coordinators would work with the local Ravens Roost. The date requested is a few days before the Ravens play the Steelers. After the event, the participants would go back to their teams bar for tailgating.

Comments from Department Representatives:

PUBLIC WORKS Will provide 200 traffic cones, 50 barricades for the applicant to pick up and return. Will also set-up the judges stand. No issues with granting approval of this event. Estimated cost to the department is $900.00.

OCPD Assign patrol officers from shift to assist with the event and blocking off 27th Street. May assign a bike officer to the run portion of the event.

RISK MANAGEMENT Hold harmless clause to be signed and Insurance Certificate to be obtained prior to the event. Should also have participants sign a hold harmless clause as well.

FIRE MARSHAL The coordinator must obtain an air-inflated structure permit and a tent permit from the Office of the Fire Marshal.

TOURISM, EMERGENCY SERVICES, TOURISM, OCBP, TRANSPORTATION, OCCC, and REC & PARKS No comments, concerns or costs.

Date on Council Agenda: September 15, 2014

Event Approved of Denied:

Date Permit Issued:

Other:

Ravens vs Steelers 5kStarts In Ocean City, Maryland

Description

3.04 miles Elevation Ascent Descent Max Climb26ft Max 0ft Min +46ft -46ft < 3 %

MapMyFitness, Inc, All Rights Reserved, 2005-2011 | View more maps online at: Find this route online at mapmyrun.com/ routes/ view/104059907

Distance values on this map may differ slightly from values reported on the route engine.Page 1 of 5


Notes

AT FOR NOTES

START 181ft Head south on Atlantic Ave/ N Boardwalk toward 26th St

0.03 mi. 266ft Head south on Atlantic Ave/ N Boardwalk toward 26th St



0.23 mi. 377ft Head south on Atlantic Ave/ N Boardwalk toward 23rd St

0.3 mi. 355ft Head south on Atlantic Ave/ N Boardwalk toward 21st St








0.92 mi. 572ft Head southwest on Atlantic Ave/ N Boardwalk toward 12th St

1.03 mi. 340ft Head southwest on N Atlantic Ave/ S Boardwalk toward 11th St


1.21 mi. 318ft Head south on N Atlantic Ave/ S Boardwalk toward 8th St

1.27 mi. 503ft Head southwest on N Atlantic Ave/ S Boardwalk toward 7th St1.36 mi. 9ft Turn right onto 6th St

1.37 mi. 9ft Head southeast on 6th St toward N Atlantic Ave/ S Boardwalk

1.37 mi. 413ft Turn right onto N Atlantic Ave/ S Boardwalk


1.5 mi. 104ft Head south on N Atlantic Ave/ S Boardwalk toward 3rd St

Notes

AT FOR NOTES



1.52 mi. 8ft Head north on N Atlantic Ave/ S Boardwalk toward 4th St



1.57 mi. 659ft Head northeast on N Atlantic Ave/ S Boardwalk toward 5th St


1.77 mi. 533ft Head northeast on N Atlantic Ave/ S Boardwalk toward Surf Ave



2.1 mi. 415ft Head northeast on Atlantic Ave/ N Boardwalk toward 13th St

2.17 mi. 297ft Head north on Atlantic Ave/ N Boardwalk toward 14th St





2.62 mi. 482ft Head north on Atlantic Ave/ N Boardwalk toward 21st St

2.71 mi. 304ft Head north on Atlantic Ave/ N Boardwalk toward 22nd St

2.76 mi. 590ft Head north on Atlantic Ave/ N Boardwalk toward 23rd St



3.03 mi. Head north on Atlantic Ave/ N Boardwalk




Notes

AT FOR NOTES

START 181ft Head south on Atlantic Ave/ N Boardwalk toward 26th St




0.23 mi. 377ft Head south on Atlantic Ave/ N Boardwalk toward 23rd St

0.3 mi. 355ft Head south on Atlantic Ave/ N Boardwalk toward 21st St



This segment shows 0.52 mi. (2,731 ft.) of your route.

Notes

AT FOR NOTES






0.92 mi. 572ft Head southwest on Atlantic Ave/ N Boardwalk toward 12th St







Notes

AT FOR NOTES

1.21 mi. 318ft Head south on N Atlantic Ave/ S Boardwalk toward 8th St

1.27 mi. 503ft Head southwest on N Atlantic Ave/ S Boardwalk toward 7th St1.36 mi. 9ft Turn right onto 6th St

1.37 mi. 9ft Head southeast on 6th St toward N Atlantic Ave/ S Boardwalk

1.37 mi. 413ft Turn right onto N Atlantic Ave/ S Boardwalk





Notes

AT FOR NOTES







1.77 mi. 533ft Head northeast on N Atlantic Ave/ S Boardwalk toward Surf Ave






Notes

AT FOR NOTES


2.1 mi. 415ft Head northeast on Atlantic Ave/ N Boardwalk toward 13th St






2.62 mi. 482ft Head north on Atlantic Ave/ N Boardwalk toward 21st St


Notes

AT FOR NOTES

2.71 mi. 304ft Head north on Atlantic Ave/ N Boardwalk toward 22nd St

2.76 mi. 590ft Head north on Atlantic Ave/ N Boardwalk toward 23rd St



3.03 mi. Head north on Atlantic Ave/ N Boardwalk





5. CONSENT AGENDA

B. 3-Year Private Event Approval Request for Park Place Treasure Hunt at the Beach September 2014 - 2016

TOWN OF


TO: The Honorable Mayor, Council President and Members of Council THRU: David L. Recor, ICMA-CM, City Manager FROM: Lisa Mitchell, Private Events Coordinator RE: 3-year private event approval for Park Place Jewelers Treasure Hunt at the Beach DATE: September 8, 2014

ISSUE(S): Request a 3-year event approval for Park Place Jewelers Treasure Hunt at the Beach on the beach at 2nd Street on September 20-21, 2014, September 26-27, 2015 and September 24-25, 2016. Dates noted on the application for years 2015 and 2016 are different; however, I confirmed with the event organizer, Todd Ferrante, that he wants his event to take place during Sunfest, so event dates were modified on the cover template to coordinate with Sunfest 2015 and 2016 dates.

SUMMARY: This event is comprised of two (2) treasure hunts on the beach

- one (1) on Saturday from 4-5 pm, and one (1) on Sunday from 1-2 pm. People will dig in the sand for prize-filled bags within a fenced area. Participation is limited to 100 per hunt. This event meets the requirements to request a 3-year event approval.

FISCAL IMPACT: Potential positive economic impact from lodging, food and

beverage, recreation and other incidental expenditures. RECOMMENDATION: Approve as presented.

1st Class Resort and Tourist Destination

ALTERNATIVES: No staff alternatives suggested. RESPONSIBLE STAFF: Lisa Mitchell, Private Events Coordinator COORDINATED WITH: All appropriate departmental staff has review and the event has

been coordinated with Public Works and the Beach Patrol. ATTACHMENT(S): 1) September 2014 - 2016 Calendars

2) Cover Sheet 3) Application 4) Site Layout

Agenda Item # 5B

Council Meeting Sept. 15, 2014


1

PE Tall Ships PE OC Sandfest

2

PE Tall Ships 3

PE Pigs on the Beach

4 5 6

PE Miata Parade PE Walk for Recovery

7

PE - RPAC Walk 8 9 10 11

PE 911/Parade of Brothers

PE BikeFest

12

PE BikeFest 13

PE BikeFest

14

PE BikeFest 15 16 17 18

Sunfest

PE Sunfest Kite Fest

19

Sunfest


20

Sunfest


PE Treasure Hunt on the Beach -

TENTATIVE 21

Sunfest


PE OC Cruzers PE Treasure Hunt on the Beach -

TENTATIVE

22 23 24 25 26

PE - Winefest on the

Beach

27

PE - Winefest on the

Beach


PE Walk Out Of Darkness

28 29 30

2014

September


1 2 3 4 5

6 7 8 9 10 11

PE 911 Parade of Brothers

12

13 14 15 16 17

PE Bikefest - TENTATIVE

18


19


20


21 22 23 24

Sunfest


25

Sunfest


26

Sunfest




TENTATIVE 27

Sunfest



TENTATIVE

28 29 30

2015

September


1 2 3

4 5 6 7 8 9 10

11

PE 9/11 Parade of Borthers -

TENTATIVE

12 13 14 15


16

PE Bikefest TENTATIVE

17


18


19 20 21 22

Sunfest

PE Sunfest Kite Fest - TENTATIVE

23

Sunfest


24

Sunfest

PE - Pigs on the

Beach - TENTATIVE

PE Sunfest Kite Fest TENTATIVE PE Treasure Hunt on the Beach -

TENTATIVE

25

Sunfest


TENTATIVE

26 27 28 29 30

PE Wine on the Beach - TENTATIVE

2016

September

Ocean City Special Events Private Events Name of Event: Park Place Jewelers Treasure Hunt New Event: No

Date of Event: September 20-21, 2014, September 26-27, 2015 and September 24-25, 2016

Date Application Received: July 31, 2014 Application Fee Paid: Yes

Date Returned from All Departments: August 26, 2014 Total Cost to Town: $220.00

Things to Note:

This event is a treasure hunt, which would take place within a 60x120area of the beach in front of Park Place Jewelers, located on 2

nd Street.

There would be two hunts, one on Saturday from 4:00 to 5:00 pm and one on Sunday, from 1:00 until 2:00 pm.

Set-up would take place on the Wednesday and Thursday before the event.

Clean up would take place on the Monday following the event.

The number of participants would be limited to 100 people per hunt.

Prizes would be given away consisting of jewelry and gift certificates to local businesses.

The event organizer would like to borrow a pole driver and some stakes from the Town of Ocean City.

This event would take place during Sunfest and the Sunfest Kite Festival.

Sponsors of this event are the Kite Loft, Believe in Tomorrow, Shenanigans, Connors Beach Cafe and the Dough Roller.


BEACH PATROL If the Beach Patrol has to clear the beach for a dangerous weather condition, then the event must be postponed.

OCPD Will notify shift of the event.

RISK MANAGEMENT Insurance Certificate must be submitted prior to event.

RECREATION & PARKS Sunfest will be going on, but there does not appear to be a conflict.

PUBLIC WORKS Will provide 10 sand fence posts and a pole driver, but the event organizer must provide their own fencing wrap. Total cost to the department is estimated at $220.00.

EMERGENCY SERVICES, TOURISM, POLICE, FIRE MARSHAL, CONVENTION CENTER and TRANSPORTATION - No comments or concerns.


Event Approved or Denied:

Other: ______


5. CONSENT AGENDA C. 3-Year Private Event Approval Request for Lets Walk

on the Boards for St. Judes Childrens Hospital April 2016 -2017

TOWN OF


TO: 7KH+RQRUDEOH0D\RU&RXQFLO3UHVLGHQWDQG0HPEHUVRI&RXQFLOTHRU: 'DYLG/5HFRU,&0$&0&LW\0DQDJHUFROM: /LVD0LWFKHOO3ULYDWH(YHQWV&RRUGLQDWRURE: \HDUHYHQWDSSURYDORI/HWV:DONWKH%RDUGVIRU6W-XGHV&KLOGUHQV5HVHDUFK

+RVSLWDOWRLQFOXGHDATE: 6HSWHPEHU

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EHYHUDJHUHFUHDWLRQDQGRWKHULQFLGHQWDOH[SHQGLWXUHV RECOMMENDATION: $SSURYHSUHVHQWHG



KDVEHHQFRRUGLQDWHG ATTACHMENT(S): $SULO&DOHQGDU

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1 2

PE St. Judes Walk - TENTATIVE

3 4 5 6 7 8 9

10 11 12 13 14 15 16

17 18 19 20 21 22 23

24 25 26 27 28 29

PE MD Kite Expo - TENTATIVE

30

PE - Boardwalkin for Pets

PE MD Kite Expo - TENTATIVE

2016

April


1

PE St. Judes Walk - TENTATIVE

2 3 4 5 6 7 8

9 10 11 12 13 14 15

16 17 18 19 20 21 22

23 24 25 26 27 28 29

30

2017

April

Ocean City Private Events 3- Year Approval Name of Event: Lets Walk the Boards for St. Judes

Date of Event: Requesting event approval for Saturday, April 2, 2016 and Saturday, April 1, 2017

Cost to the Town of Ocean City to Support the Event:

Things to Note:

Judy Davis for the St. Judes Childrens Research Hospital requests Council approve this event for the dates of April 2, 2016 and April 1, 2017.

This event is an annual walk to raise money and awareness of the St. Judes Childrens Research Hospital.

There have been no changes, additional or omissions requested from previous years. This event will remain the same as previously held walks. Therefore, it continues to meet the criteria for the 3-year event

approval to be continued.

All appropriate documents have been supplied and fees have been invoiced.


PUBLIC WORKS We will provide 10-parking passes for the volunteers of this event.

RISK MANAGEMENT Insurance certificate naming the Mayor and City Council as additional insured to be submitted prior to the event. Hold harmless agreement is signed and on file.

OCPD, REC & PARKS, EMERGENCY SERVICES, TRANSPORTATION, OCCC, FIRE MARSHAL, OCBP, and TOURISM - No comments, concerns or costs.


Event Approved or Denied:


5. CONSENT AGENDA

D. 3-Year Private Event Approval Request for Wine on the Beach September 30 October 1, 2016

TOWN OF


TO: 7KH+RQRUDEOH0D\RU&RXQFLO3UHVLGHQWDQG0HPEHUVRI&RXQFLOTHRU: 'DYLG/5HFRU,&0$&0&LW\0DQDJHUFROM: /LVD0LWFKHOO3ULYDWH(YHQWV&RRUGLQDWRURE: \HDUHYHQWDSSURYDOIRU:LQHRQWKH%HDFKDATE: 6HSWHPEHU

ISSUE(S): 5HTXHVWWRDSSURYH:LQHRQWKH%HDFKIRU6HSWHPEHU2FWREHU

SUMMARY: 7KLVLVDQDQQXDOZLQHIHVWLYDOFRQVLVWLQJRIRQHRXQFHZLQH

WDVWLQJVDPSOHVDUWVDQGFUDIWVIRRGVDOHVZLQHE\WKHJODVVDQGERWWOHVDOHVPLFUREUHZEHHUVDOHVDQGOLYHHQWHUWDLQPHQW7KHDSSOLFDQWKDVPHWDOOWKHFULWHULDWRFRQWLQXHUHFHLYLQJD\HDUHYHQWDSSURYDO


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1 2 3

4 5 6 7 8 9 10

11

PE 9/11 Parade of Borthers -

TENTATIVE

12 13 14 15


16

PE Bikefest TENTATIVE

17


18


19 20 21 22

Sunfest


23

Sunfest


24

Sunfest

PE - Pigs on the

Beach - TENTATIVE


TENTATIVE

25

Sunfest


TENTATIVE

26 27 28 29 30


2016

September


1


2 3 4 5 6

PE Endless Summer Cruisin

7


8


9


10 11 12 13 14 15

PE Corvette - TENTATIVE

16 17 18 19 20 21 22

23 24 25 26 27 28 29

PE Seaside 10 - TENTATIVE

30 31

2016

October

Ocean City Private Events 3-Year Approval

Name of Event: Wine on the Beach

Date of Event: Requesting event approval for September 30-October 1, 2016

Cost to the Town of Ocean City to support this event: All costs are billed back to the event organizer by the individual

departments affected.

Things to Note:

Chris Nokes for the Mid Atlantic Wine Festival requests Council approve this event for the dates of September 30-October 1, 2016.

This event is an annual wine festival consisting of one (1) ounce wine tasting samples, arts and crafts, food sales, wine by the glass and bottle sales, micro-brew beer sales and live entertainment.

There have been no changes, additions or omissions requested from previous years. This event will remain the same as previously held Wine on the Beach events. Therefore, it continues to meet the criteria for the 3-year event approval

to be continued.



OCPD This coordinator makes application through our secondary employment policy, requesting police presence and therefore no tasks necessary at this time other than to notify the appropriate shifts of the event and have officers

monitor the event from the shift level.

FIRE MARSHAL Tent permit must be obtained from the Office of the Fire Marshal. All food vendors must provide the appropriate fire extinguishers. The Office of the Fire Marshal must inspect vendors that are cooking. It is the

responsibility of the applicant to schedule the inspections. Fuel sources used for cooking must be submitted for

review to the Office of the Fire Marshal. The use of charcoal for cooking is not permitted.

RISK MANAGEMENT Insurance Certificate to be submitted prior to the event.

TOURISM Longstanding fall event that boosts tourism efforts in the shoulder season.

REC & PARKS Any damaged picnic tables should be replaced by the event organizers.

BEACH PATROL, PUBLIC WORKS, OCCC, EMERGENCY SERVICES and TRANSPORTATION No comments or concerns.


Council Ruling: ________________________________________________


5. CONSENT AGENDA

E. 3-Year Private Event Approval Request for Seaside 10 October 29, 2016

TOWN OF


TO: 7KH+RQRUDEOH0D\RU&RXQFLO3UHVLGHQWDQG0HPEHUVRI&RXQFLOTHRU: 'DYLG/5HFRU,&0$&0&LW\0DQDJHUFROM: /LVD0LWFKHOO3ULYDWH(YHQWV&RRUGLQDWRURE: \HDUHYHQWDSSURYDOIRU6HDVLGHDATE: 6HSWHPEHU

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RECOMMENDATION: $SSURYHUHTXHVW


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1


2 3 4 5 6


7


8


9


10 11 12 13 14 15

PE Corvette - TENTATIVE

16 17 18 19 20 21 22

23 24 25 26 27 28 29

PE Seaside 10 - TENTATIVE

30 31

2016

October

Ocean City Private Events 3-Year Approval

Name of Event: Seaside 10

Date of Event: Requesting event approval for October 29, 2016

Cost to the Town of Ocean City to support this event: Approximately $10,276.00

Things to Note:

This approved event continuation request is for three different running races A 5K would take place on the Boardwalk and finish under the tram station; a 10-Mile Run would start and finish at the Inlet Parking Lot under the

tram station, and a 1-Mile fun run that would take place on the Boardwalk.

In 2011, Chris Klebe for OC TriRunning was first granted a 3-year event approval for Seaside 10.

Chris Klebe for OC TriRunning would like to continue this provision, and requests Council approve this event for the date of October 29, 2016.



Fire Marshal Permits for the use of the tent and air inflated structure must be obtained from the Office of the Fire Marshal.

OCPD Traffic control at Inlet Lot and 27th Street/Baltimore Avenue. Traffic control at 11 intersections on Coastal Highway race route. Lead vehicle and bike. Officers to lead/follow the Boardwalk 5K. Requires two (2) supervisors

($360) and 19 officers ($2,508) for a total expected cost of $2,868.00. OCPD does not man 68th

and 69th

Streets in the

alleyways, so volunteers will be needed there. Traffic arrow boards and VMB needed at 33rd

St. on Coastal Highway

and at MD Rte. 90.

Risk - COI to be submitted prior to the event. Applicant must follow SHA requirements for any of the race on the roads. Runners should sign a hold harmless agreement as well in order to participate in the run.

Public Works This is an established annual event that already has approval for 2014 and 2015 and is looking for a continuation of their 3-year event approval to include 2016 dates. Public Works has no issue with approving the event

request. This years application appears to be a repeat of last year. This event area is quite large and spread out from the Inlet to 69

th Street and requires significant use of city items and resources. Public Works will set up and remove

the traffic pattern. The event requires overtime from the Department. Cost to the department to support this event last

year was about $7,408.00 and it may increase this year.

Rec. & Parks, Tourism, Transportation,, OCBP, Emergency Services and OCCC No comments.


Council Ruling: ________________________________________________

Seaside 10 5k 2011Starts In Ocean City, Maryland

Description

3.10 miles



Seaside 10 5k 2011Starts In Ocean City, Maryland

Notes

AT FOR NOTES


Notes

AT FOR NOTES

3.12 mi.




seaside 10 miler 2011Starts In Ocean City, Maryland

Description

10.00 miles




5. CONSENT AGENDA

F. Bid Award Recommendation for Wastewater Treatment Plant Disinfection System Upgrades

TOWN OF

The White Marlin Capital of the World TO: The Honorable Mayor, Council President and Members of Council THRU: David L. Recor, ICMA-CM, City Manager FROM: Dean Dashiell Senior Project Manager RE: Bid Award Authorization for Wastewater Treatment Plant Disinfection System

Upgrades DATE: September 9, 2014 ISSUE(S): Bid award recommendation for Wastewater Treatment Plant

Disinfection System Upgrades. SUMMARY: Bids for the Wastewater Treatment Plant Disinfection System

Upgrades were received at the September 9 Work Session. Request permission to award the bid to Johnston Construction Company who tendered the lowest bid of $ 1,548,808.00. I have performed a review of the low bid received from Johnston Construction Company and found those documents to be in accordance with the Contract Documents.

FISCAL IMPACT: The initial funding for this project was included in the 2013 Bond Issue and budgeted under Capital Code WWDISF. Based on the current balance in the account, a Wastewater Fund Balance allocation of $ 295,000.00 will need to be appropriated. This allocation, coupled with revenues from the Wastewater operational budget, provides a revised unencumbered allocation of $ 1,624,274.00 thus allowing for the award to be made and providing a minor project contingency fund for unforeseen issues that may arise.

RECOMMENDATION: Award bid to Johnston Construction Company in the amount of

$1,548,808.00. ALTERNATIVES: None RESPONSIBLE STAFF:

Dean Dashiell Senior Project Manager

COORDINATED WITH: Hal Adkins Director of Public Works Jim Parsons Deputy Direct of Public Works Charles Felin Superintendent of Wastewater

ATTACHMENT(S): Completed Bid Tabulation Form

Agenda Item # 5F


Wastewater Treatment PlantDisinfection System Upgrades

CONTRACTORS Base Bid = A + B

Bearing Construction $1,750,000.00

George & Lynch, Inc. No Bid

Harkins Contracting, Inc. No Bid

Johnston Construction $1,548,808.00

Base Bid is a Combination of Part A & B

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5. CONSENT AGENDA

G. Request to Approve Street Broom Purchase

TOWN OF

The White Marlin Capital of the World TO: The Honorable Mayor, Council President and Members of Council FROM: David L. Recor, ICMA-CM, City Manager THRU: Catrice Parsons, Procurement Manager RE: Request to approve street broom purchase DATE: September 5, 2014 ISSUE(S): Request permission to purchase equipment as approved in the

FY15 Budget. SUMMARY: One (1) Isuzu Starfire S-4 Dual Steering Street Broom purchased

from GSA contract# GS-30F-021AA. The Government Service Agreements (GSA) allows government agencies to piggy back their contracts.

FISCAL IMPACT: $176,877.00; $3,123 below budget estimates. RECOMMENDATION: Purchase street broom per FY15 Vehicle Trust Purchase Schedule.

Goal: Excellent Service through a High Performing Town Organization

ALTERNATIVES: Delay the purchase of approved equipment and bid out through

the Town or do not replace the equipment. RESPONSIBLE STAFF: Catrice Parsons, Procurement Manager COORDINATED WITH: Tom Dy, Maintenance Supervisor ATTACHMENT(S): 1) Memorandum

2) GSA Pricing Information

Agenda Item # 5G


To: Catrice Parsons

CC: Hal Adkins, John Van Fossen

From: Thomas Dy

Date: 9/5/2014

Re: Street Broom

Catrice:

Per your request and our discussion yesterday regarding a new street broom

(approved FY-15), I would like to move forward with it.

The brand Company is Stewart-Amos Sweeper Co and Caliber Equipment

Inc. Your contact person is Mark Oliff and reference GSA price quote #

GS-30F-021AA.

Thank You

Thomas Dy, #5028

[email protected]

Manager PW Maintenance Dept

443-235-0851


5. CONSENT AGENDA

H. Request Permission to Submit Letter to MDOT regarding Articulating Buses for Summer of 2015

25166

TOWN OF


TO: The Honorable Mayor, Council President and Members of Council THRU: David L. Recor, ICMA-CM, City Manager FROM: George T. Thornes, Superintendent of Transportation RE: Fleet Capacity DATE: September 9, 2014

ISSUE(S): Increase fleet carrying capacity SUMMARY: To gain approval to request borrowing ten articulating buses

from the MDOT/MTA. FISCAL IMPACT: Historically the MDOT/MTA have loaned us buses for the

consideration of $1.00. We expect those terms to continue. RECOMMENDATION: Approve request as written. ALTERNATIVES: Continue with current level of fleet and associated carrying

capacity. RESPONSIBLE STAFF:

George T. Thornes, Superintendent of Transportation

COORDINATED WITH: Hal O. Adkins, Director of Public Works ATTACHMENT(S): Request letter for Mayors signature

Agenda Item # 5H


September 15, 2014

Maryland Department of Transportation

Office of the Secretary

7201 Corporate Center Drive

Hanover, MD 21076

ATTENTION: Secretary James T. Smith, Jr.

Dear Secretary Smith:

RE: REQUEST FOR ASSISTANCE

SEASONAL USE OF ARTICULATING BUSSES

As we wind down our summer season we are already planning for the summer of 2015.

Once again our focus and attention are on planning logistics for management of our

seasonal fluctuations in population.

It is with this in mind we turn to you for assistance relative to our Transportation

Department and the ability to serve the explosion of ridership we face each summer.

As you have found within your means to assist the Town in the past years, we once again

would like to borrow ten articulating buses at various times for the summer season as

spelled out in the attached schedule. These busses, and their sheer carrying capacity, are

of unbelievable assistance to the Town in management of our crush load time periods. We have great hopes you will be able to assist us in this need.

Looking forward to hearing from you to confirm the ability of fulfilling this request.

Should you have any questions, I can be reached by calling 410-289-8931.

Sincerely,

Richard W. Meehan

Mayor

Cc: David L. Recor, ICMA-CM, City Manager

Hal O. Adkins, Public Works Director

George T. Thornes, Superintendent of Transportation

Letter to Secretary Smith

RE: REQUEST FOR ASSISTANCE,

SEASONAL USE OF ARTICULATING BUSSES

ARTICULATING BUS LOAN REQUEST

SUMMER 2015

QUANTITY REQUESTED IN O.C. BY: RETURN TO MDOT:

03 April 27th September 01 (03)

04 May 21st September 08 (04)

03 May 28th September 28 (03)


5. CONSENT AGENDA

I. Request to Solicit Bids for Fire Headquarters Construction Management Services

TOWN OF


TO: The Honorable Mayor, Council President and Members of Council

THRU: David L. Recor, ICMA-CM, City Manager FROM: Terence J. McGean, PE, City Engineer

RE: Request to Accept Proposals for Construction Management Services for Fire Headquarters

DATE: September 10, 2014

ISSUE(S): Fire Headquarters Building Renovations and Additions Construction

SUMMARY: Request to use At-Risk Construction Management for project delivery. Under this system, a Construction manager is selected for

the project during the design process. The selection is based on qualifications and fees instead of a purely low bid contract

advertised after the project is completely designed. This method allows the construction professional to work with the architect to

insure that proper materials and methods are specified to produce a quality building within the allowable budget and time constraints.

Once the project design is complete, the Construction Manager

obtains pricing from sub-contractors and a final price for construction is established based on sub-contractor pricing and the

previously stated Construction Management fee.

FISCAL IMPACT: $2 million total project.

RECOMMENDATION: Approve the use of at-risk construction management for project

delivery and accept proposals on September 30, 2014

Excellent Service through a High Performing Town Organization

ALTERNATIVES: Use conventional low bid construction procurement

RESPONSIBLE STAFF: Terence McGean, City Engineer

COORDINATED WITH: Fire Department

ATTACHMENT(S): Copy of Request for Proposals

Agenda Item # ,

Council Meeting Sept 15, 2014

i

TOWN OF OCEAN CITY OCEAN CITY, MARYLAND

REQUEST FOR PROPOSALS CONSTRUCTION MANAGMENT SERVICES

FIRE DEPARTMENT HEADQUARTERS

COUNCIL

LLOYD MARTIN PRESIDENT

MARY P. KNIGHT

SECRETARY

BRENT ASHLEY DOUGLAS S. CYMEK

DENNIS W. DARE JOSEPH MITRECIC MARGARET PILLAS

MAYOR CITY MANAGER RICHARD W. MEEHAN. DAVID RECOR

CITY ENGINEER

TERENCE J. MCGEAN, P.E.

PROPOSAL DATE/TIME: 11:00 AM, TUESDAY, SEPT 30, 2014

ii

KEY INFORMATION SUMMARY SHEET

Town of Ocean City

Construction Management Services

Request for Proposal Issue Date

September 4, 2014

Procurement Officer Terence J. McGean, PE

City Engineer Town of Ocean City 301 Baltimore Ave Ocean City, MD 21842 (410)289-8796 ph (410)289-8703 fax [email protected]

Pre-Proposal Conference

Tuesday, Sept 16, 21014 11:00 AM, City Hall

Question Submission Deadline

Friday, Sept 19, 2014 5:00 PM

Proposal Due Date and Time

Tuesday, Sept 29 2014 11:00 AM

Short listed Firm Interviews (if applicable)

Thursday, Oct 9, 2014 Exact Time-TBD

iii

TABLE OF CONTENTS

SECTION 1-GENERAL INFORMATION SECTION 2--PREFERRED QUALIFICATIONS SECTION 3- INSTRUCTIONS TO OFFERORS SECTION 4-EVALUATION CRITERIA AND SELECTION PROCEDURES SECTION 5-TERMS AND CONDITIONS EXHIBIT I..STATEMENT OF WORK ATTACHMENTS Attachment I.A. ................................................................................................ Conceptual Design Attachment I.B..Constraint dates

(RFP) Page 4 of 34

SECTION 1 - GENERAL INFORMATION 1. SUMMARY STATEMENT The Town of Ocean City is soliciting proposals from qualified Construction Management (CM) firms for pre-construction services, with the possibility of entering into a Guaranteed Maximum Price (GMP) contract, for construction of additions and renovations to the existing Fire Headquarters Building located at 15th Street and Philadelphia Ave in Ocean City, Maryland. The work in general includes construction of a 2,000 sf, 2-story addition to the south of the building, a 1,850 sf addition to the west of the building, roof replacement, new exterior finishes, and replacement of the HVAC system in the bunk area.

2. PROCUREMENT OFFICER The sole point-of-contact in the City for purposes of this RFP prior to the award of the Contract is the Procurement Officer listed below: Terence J. McGean, PE

City Engineer Town of Ocean City 301 Baltimore Ave Ocean City, MD 21842 (410)289-8796 ph (410)289-8703 fax [email protected]

3. PRE-PROPOSAL CONFERENCE

3.1. A Pre-Proposal Conference will be held on Tuesday, September 16, 2014 at 11:00 am. local time at the Ocean City City Hall, 301 Baltimore Ave, Ocean City, MD. Participation is not mandatory, but all interested Offerors are encouraged to attend in order to facilitate better preparation of their proposals. In addition, attendance may facilitate the Offerors understanding of RFP requirements.

3.2. As promptly as is feasible subsequent to the Conference, the Town of Ocean City shall

endeavor to provide a summary of the Conference and all questions and answers known at that time, free of charge, to all prospective Offerors that attended the conference or otherwise notified the Town of Ocean City of its interest in the solicitation.

3.3. Distribution of such summary shall occur by email or other electronic means.

4. Intentionally Deleted 5. Intentionally Deleted 6. QUESTIONS

9.1. The Procurement Officer, prior to the Pre-Proposal Conference, will accept written questions from prospective Offerors. If possible and appropriate, such questions will be answered at the

(RFP) Page 5 of 34

Conference. (No substantive question will be answered prior to the Conference.) Questions may be submitted by mail, by facsimile, or preferably, by e-mail to the Procurement Officer. Questions, both oral and written, will also be accepted from prospective Offerors attending the Conference. If possible and appropriate, these questions will be answered at the Conference

9.2. Questions will also be accepted subsequent to the Pre-Proposal Conference. All post-Conference questions should be submitted in a timely manner to the Procurement Officer only. The Procurement Officer, based on the availability of time to research and communicate an answer, will decide whether an answer can be given before the proposal due date. The Town of Ocean City shall endeavor to provide answers to all substantive questions that have not previously been answered, and are not clearly specific only to the requestor, to all vendors that attended the pre-proposal conference or otherwise notified the Town of Ocean City (TOC) of its interest in the solicitation.

9.3. Distribution of such information shall occur by email or other electronic means

and/or publishing of such information on the TOC website (www.oceancitymd.gov). 9.4 All post conference questions should be submitted as soon as possible to the

Procurement Officer only. The deadline for receipt of questions is Friday, September 19, 2014 at 5:00 PM local time.

7. PROPOSALS DUE (CLOSING) DATE

7.1. Proposals must be received at the Office of the City Manager no later than 11:00 AM. (Local Time) on, Tuesday September 30, 2014, in order to be considered.

7.2. Requests for extension of this date or time will not be granted. Offerors mailing proposals should

allow sufficient mail delivery time to ensure timely receipt by the City. Proposals received by the City after the deadline will not be considered. Proposals may not be submitted by e-mail or facsimile. Proposals will be opened and acknowledged publicly at the City Council meeting held at 1:00 PM, Tuesday, September 19, 2014

8. DURATION OF OFFER Proposals submitted in response to this RFP are irrevocable for 120 days following the closing date of proposals or of Best and Final Offers (BAFOs), if requested. This period may be extended at the Procurement Officer's request only with the Offeror's written agreement. 9. REVISIONS TO THE RFP

9.1. If it becomes necessary to revise this RFP before the due date for proposals, amendments will be provided to all prospective Offerors who were sent this RFP or otherwise are known by the Procurement Officer to have obtained this RFP. Amendments made after the due date for proposals will be sent only to those Offerors who submitted a timely proposal.

9.2. Acknowledgment of the receipt of all amendments to this RFP issued before the proposal due date shall accompany the Offerors Proposal in the transmittal letter accompanying the Technical Proposal. Acknowledgement of the receipt of amendments to the RFP issued after the proposal due date shall be in the manner specified in the amendment notice. Failure to acknowledge receipt of amendments does not relieve the Offeror from

(RFP) Page 6 of 34

complying with all terms of any such amendment. 10. CANCELLATIONS; DISCUSSIONS TOC reserves the right to cancel this RFP, accept or reject any and all proposals, in whole or in part, received in response to this RFP, to waive or permit cure of minor irregularities, and to conduct discussions with any or all qualified or potentially qualified Offerors in any manner necessary to serve the best interests of TOC. This may be followed by submission of Offeror-revised proposals and a BAFO. TOC also reserves the right, in its sole discretion, to award a contract based upon the written proposals received, without prior discussions or negotiations. 11. ORAL PRESENTATIONS Offerors may be required to make oral presentations to TOC representatives. Significant representations made by an Offeror during the oral presentation must be reduced to writing. All such representations will become part of the Offerors proposal and are binding if the contract is awarded. The Procurement Officer will notify Offerors of the time and place of oral presentations. Typically, oral presentations will follow a specified format and generally be limited to one (1) hour. The Procurement Officer will issue a letter with details and instructions prior to the presentations. If required, Interviews are tentatively scheduled to be held on Thursday, October 9, 2014- exact time slots TBD. The presentation may include but not be limited to the following items in the Offerors Technical Proposal.

Description of how the Offeror plans to meet the identified requirements in the RFP; Experience and capabilities of prime consultant; Experience and capabilities of identified subconsultants; Description of organization; and Description of references and the scope of services to other clients by each reference.

12. INTENTIONALLY DELETED 13. INCURRED EXPENSES TOC will not be responsible for any costs incurred by an Offeror in preparing and submitting a proposal, in making an oral presentation, in providing a demonstration, or in performing any other activities relative to this RFP. 17. Intentionally Deleted 18. Intentionally Deleted 19. Intentionally Deleted

(RFP) Page 7 of 34

SECTION 2 QUALIFICATIONS Qualifications 1. The ability to demonstrate prior experience that includes:

Municipal or other government facilities of a similar size and nature. Renovation experience Construction in the coastal environment Familiarity with local conditions, laws and building codes

(RFP) Page 8 of 34

SECTION 3 INSTRUCTIONS TO OFFERORS 1. TWO PART SUBMISSION REQUIRED

1.1. Offerors must submit proposals in two separate volumes, which will be separately evaluated:

Volume I - TECHNICAL PROPOSAL Volume II - FINANCIAL PROPOSAL

1.2. Offerors must respond to all requirements identified in the RFP. Offerors who fail to do so MAY be deemed not reasonably susceptible of being selected for award.

2. INSTRUCTIONS FOR SUBMISSION OF PROPOSALS

2.1. Offerors must submit a separate sealed package for each "Volume." Each Volume and each separately sealed package are to be labeled either Volume I-Technical Proposal or Volume II-Financial Proposal.

2.2. On the outside of each sealed package, the Offeror must also include the TOC Project

Name, the name and address of the Offeror, the volume number (I or II), and the offers Ocean City business license number.

2.3. Three (3) paper copies of each volume are to be submitted.

3. TECHNICAL PROPOSAL FORMAT AND CONTENT

Proposals are to be prepared in such a way to provide a straightforward, concise delineation of capabilities. Proposal format shall adhere to the following for organization and content. Proposal must be divided into the individual sections listed below, indexed and tabbed.

3.1. Technical Proposal Introduction 3.1.1. Transmittal Letter A transmittal letter must accompany the Technical Proposal. The purpose of this letter is to transmit the proposal and acknowledge the receipt of any amendments/addenda to the RFP. The transmittal letter should be brief, include a point of contact (name, title, email and phone no.) and signed by an individual who is authorized to commit the Offeror to the services and requirements as stated in this RFP. Only one transmittal letter is needed, and it does not need to be bound with the Technical Proposal.

3.1.2. Title and Table of Contents

The Technical Proposal should begin with a title page bearing the name and address of the Offeror and the name of the project. A table of contents for the Technical Proposal should follow the title page. Information that is claimed to be confidential is to be placed after the Title Page and before the Table of Contents in the Offerors Technical Proposal, and if applicable, also in the Financial Proposal. Unless there is a compelling case, an entire proposal should not be labeled confidential but just those portions that can reasonably be shown to be proprietary or confidential.

(RFP) Page 9 of 34

3.1.3. Executive Summary

The Offeror shall condense and highlight the contents of the Technical Proposal in a separate section titled Executive Summary. The summary shall identify any exceptions the Offeror has taken to the requirements, terms and conditions contained in this RFP.

Warning: Exceptions to terms and conditions may result in having the proposal deemed unacceptable or classified as not reasonably susceptible of being selected for award. If an Offeror takes no exception to TOC terms and conditions, the Executive Summary should so state.

3.2 Work Plan The offeror shall present an approach for meeting the requirements set forth in the Statement of Work described in Exhibit I. At a minimum, please address the following:

a. Contract Organization (identify and explain the specific organization of your company and how this contract fits in with other areas of your company's operation).

b. Provide resumes of personnel who might be responsible for the

items set forth in the Statement of Work described in Exhibit I. Personnel Commitment: By submitting the names for consideration under this Key Personnel Section, the Proposer is committing these people to TOC for the duration of this contract. No personnel changes will be permitted without written authorization from TOC via a contract amendment issued by TOC.

c. Pre-construction Schedule 3.3 Description of Offeror

The offeror shall provide a brief overview of the offeror, including history, size, number of employees, etc. Please provide a description for all firms that are intended to participate in this project, including joint venture partners and subconsultants.

3.4 Experience of Offeror List relevant experience within the past five (5) years. In particular, identify any

comparable projects that have been completed and provide at least three (3) project references. 3.5. Intentionally Omitted

3.6. Intentionally Deleted

(RFP) Page 10 of 34

4. FINANCIAL PROPOSAL FORMAT AND CONTENT

4.1. Under separate sealed cover from the Technical Proposal and clearly identified with the same information noted on the Technical Proposal, the Offeror must submit an unbound original of the financial proposal (Attachment A), so identified, one (1) original signed paper copy,

4.2. The detailed Financial Proposal (Attachment A) shall state the following: 4.2.1. Pre-Construction Fee inclusive of all costs that will be charged to TOC

including reimbursables (lump sum value) 4.2.2. Construction CM Fee (as a percentage) 4.2.2. Construction Insurance (as a percentage) 4.2.2 General Conditions (indicate # of month assumed)

5. Intentionally Deleted 6. MANDATORY CONTRACTUAL TERMS

By submitting an offer in response to this RFP, the Offeror, if selected for award, shall be deemed to have accepted all of the requirements, terms and conditions set forth in this RFP. Any exceptions must be clearly identified in the Executive Summary of the Technical Proposal. A Proposal that takes exception to these terms may be rejected.

(RFP) Page 11 of 34

SECTION 4 EVALUATION CRITERIA AND SELECTION PROCEDURE 1.1. EVALUATION CRITERIA Evaluation of the Proposals will be performed by a committee established for that purpose and will be based on the criteria set forth below. Technical merit shall be given more weight than price in the process.

1.12. TECHNICAL CRITERIA

The criteria to be applied to each Technical Proposal are listed in descending order of importance:

Experience of key personnel

Description and experience of offeror.

Work Plan

Price (30%)

Interviews

References

1.2. N/A 1.3. N/A 1.4. Intentionally Deleted 1.5. GENERAL SELECTION PROCESS

1.5.1. The Contract will be awarded in accordance with the competitive sealed proposals process under TOCs Procurement Policies.

1.5.2. Prior to award of a contract pursuant to this RFP, TOC may require any or all Offerors to submit such additional information bearing upon the Offerors ability to perform the contract as TOC may deem appropriate. TOC may also consider any information otherwise available concerning the financial, technical and other qualifications or abilities of the Offeror.

(RFP) Page 12 of 34

1.5.3. TOC may hold discussions with any or all Offerors judged reasonably susceptible of being selected for award, or potentially so. TOC also reserves the right to develop a short-list of Offerors deemed most qualified based upon their Technical Proposals and conduct discussions with only the short-listed Offerors. However, TOC also reserves the right to make an award without holding discussions. Whether or not discussions are held, TOC may determine an Offeror to be not reasonably susceptible of being selected for award, in its sole and absolute discretion, at any time after the initial closing date for receipt of proposals and the review of those proposals.

1.6. AWARD DETERMINATION

1.6.1. Upon completion of all evaluations, discussions and negotiations, the selection committee will recommend award of the contract to the responsible Offeror(s) whose proposal is determined to be the most advantageous to the TOC considering technical evaluation factors and price factors as set forth in this RFP. 1.6.2. Based upon the Selection Committees recommendation, the Procurement Officer may

recommend award of the contract to the Mayor and City Council.

(RFP) Page 13 of 34

SECTION 5 TERMS AND CONDITIONS 1. ABBREVIATIONS AND DEFINITIONS For purposes of this RFP, the following abbreviations and terms have the meanings indicated below:

1.2. COMAR - Code of Maryland Regulations (available at www.dsd.state.md.us). 1.3. Contract Administrator (CA) The TOC representative for this Contract that is primarily

responsible for Contract administration functions, including issuing written direction, compliance with terms and conditions, monitoring this Contract to ensure compliance with the terms and conditions of the Contract and to assist the consultant in achieving on budget/on time/on target (e.g., within scope) completion of the Contract requirements. TOC may change the CA at any time by written notice to the Consultant.

1.5. Intentionally Deleted 1.6. Consultant The Offeror selected to receive the Contract award under the procedures

contained in this RFP. 1.7. Local Time Time in the Eastern Time Zone as observed by the State. 1.8. Management Agreement The agreement entered into between TOC and the selected Offeror

responding to this RFP. The agreement will include all general TOC terms and conditions, and will incorporate the entire RFP, including any amendments/addenda, and all or indicated portions of the selected Offerors proposal.

1.9. TOC TheTown of Ocean City Maryland. 1.10. TOC Business Hours 8:00 A.M. to 5:00 P.M., local time, Monday through Friday, excluding

City holidays. 1.11. TOC Procurement Policies Town of Ocean City Purchasing & Procurement Policies and

Procedures.

1.12. Notice To Proceed (NTP) A formal notification issued by the Procurement Officer that: (1) directs the Consultant to perform work, and (2) as of a date contained in the NTP, to begin performance of the work.

1.13. Offeror An entity that submits a Proposal in response to this RFP.

1.14. Procurement Officer (PO) The TOC representative responsible for this RFP and for the

resulting Contract. The Procurement Officer is also responsible for issuing notices to proceed, determining scope issues, and is the only TOC representative that can authorize changes to the Contract. TOC may change the Procurement Officer at any time by written notice to the Consultant.

1.15. Proposal - The technical and financial response provide by Offerors in response to this RFP. 1.16. RFP This solicitation.

(RFP) Page 14 of 34

2. OFFEROR RESPONSIBILITIES The Consultant shall be responsible for all products and/or services required by this RFP. The Consultant shall retain responsibility for all work performed by and any deliverable submitted by a subConsultant. If the Consultant that seeks to perform or provide the services required by this RFP is the subsidiary of another entity, all information submitted by the Consultant such as, but not limited to, references and financial reports, shall pertain exclusively to the Consultant, unless the parent organization will guarantee the performance of the subsidiary. If applicable, the Consultants proposal must contain an explicit statement that the parent organization will guarantee the performance of the subsidiary. 3. ARREARAGES The Consultant represents that it is not in arrears in the payment of any obligations due and owing the Town of Ocean City, including, by way of example only, the payment of taxes and employee benefits, and that it will not become so in arrears during the term of the Contract if selected for contract award. 4. PROTESTS Any protest related to this RFP will be subject to TOCs Procurement Policies and Procedures or the relevant provisions of the Contract. 5. NON-EXCLUSIVE USE It is TOCs intention to obtain the services described in this RFP under the resulting Contract. This Contract shall not be construed to require the TOC to use this Contract exclusively. TOC reserves the right to obtain services of any nature from other sources when it is in the best interest of TOC to do so and without notice to the Consultant. TOC makes no guarantee that it will purchase any products or services under the resulting Contract. 6. RIGHTS TO RECORDS

9.1. The Consultant agrees that all documents and materials, including but not limited to software, reports, drawings, studies, specifications, estimates, tests, maps, photographs, designs, graphics, mechanical, artwork, computations, and data prepared by the Consultant solely for purposes of this Contract with and delivered to TOC shall be the sole property of TOC and shall be available to TOC at any time. TOC shall have the right to use the same without restriction and without compensation to the Consultant other than that specifically provided by this Contract.

9.2. The Consultant agrees that, at all times during the term of this Contract and thereafter,

works created as deliverables under this Contract, and services performed under this Contract, shall be works made for hire, as that term is interpreted under U.S. copyright law. To the extent that any products created as deliverables under this Contract are not works for hire for the State, the Consultant hereby relinquishes, transfers, and assigns to the State all of its rights, title, and interest (including all intellectual property rights) to such products, and will cooperate reasonably with the State in effectuating and registering any necessary assignments.

(RFP) Page 15 of 34

9.3. The Consultant shall report to the Procurement Officer, promptly and in written detail, each notice or claim of copyright infringement received by the Consultant with respect to all data delivered under this Contract.

9.4. The Consultant may not affix any restrictive markings upon any data or materials provided under this Contract, and if such markings are affixed, TOC shall have the right at any time to modify, remove, obliterate, or ignore such warnings.

10. PATENTS, COPYRIGHTS, AND INTELLECTUAL PROPERTY

10.1. If the Consultant furnishes any design, device, material, process, or other item, that is

covered by a patent or copyright or that is proprietary to or a trade secret of another, it shall obtain the necessary permission or license to permit TOC to use such item.

10.2. The Consultant will defend or settle, at its own expense, any claim or suit against TOC

alleging that any such item furnished by the Consultant infringes any patent, trademark, copyright, or trade secret. If a third party claims that a product infringes that partys patent, trademark, copyright, or trade secret, the Consultant will defend TOC against that claim at the Consultants expense and will pay all damages, costs, and attorneys fees that a court finally awards, provided TOC: (i) promptly notifies the Consultant in writing of the claim; and (ii) allows the Consultant to control, and cooperates with the Consultant in, the defense and any related settlement negotiations. The obligations of this Section 6.2 are in addition to those stated in Section 6.3 below.

10.3. If any products furnished by the Consultant become, or in the Consultant's opinion are

likely to become, the subject of a claim of infringement, the Consultant will, at its option and expense: a) procure for TOC the right to continue using the applicable item; b) replace the product with a non-infringing product substantially complying with the item's specifications; or c) modify the item so that it becomes non-infringing and performs in a substantially similar manner to the original item.

11. CONFIDENTIALITY Subject to the Maryland Public Information Act and any other applicable laws, all confidential or proprietary information and documentation relating to either party (including without limitation any information or data stored within the Consultants computer systems) shall be held in absolute confidence by the other party. Each party shall, however, be permitted to disclose relevant confidential information to its officers, agents, and employees to the extent that such disclosure is necessary for the performance of their duties under this Contract, provided that the data may be collected, used, disclosed, stored, and disseminated only as provided by and consistent with the law. The provisions of this section shall not apply to information that (a) is lawfully in the public domain; (b) has been independently developed by the other party without violation of this Contract; (c) was already in the possession of such party; (d) was supplied to such party by a third p

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