CCW PACKET

COUNCIL COMMITTEE OF THE WHOLE AGENDA DECEMBER 11, 2018 - 6:00 P.M. CITY HALL COUNCIL CHAMBERS 15 LOOCKERMAN PLAZA DOVER, DELAWARE PUBLIC COMMENTS ARE WELCOMED ON ANY ITEM AND WILL BE PERMITTED AT APPROPRIATE TIMES. WHEN POSSIBLE, PLEASE NOTIFY THE CITY CLERK (736-7008 OR E-MAIL AT CITYCLERK@DOVER.DE.US) SHOULD YOU WISH TO BE RECOGNIZED. PARKS, RECREATION, AND COMMUNITY ENHANCEMENT COMMITTEE AGENDA ADDITIONS/DELETIONS 1. FOURTH DISTRICT TOTAL EXPENDITURES FOR ADA/WALKWAY, STREET PAVING PROJECTS AND MISCELLANEOUS ENHANCEMENTS FOR 2015-2018 2. CRIMINAL STATISTICS AND COMPLAINT INCREASE OR DECREASE FOR FULTON DELI MARKET - AUGUST - NOVEMBER 2017 VS. AUGUST - NOVEMBER 2018 3. UPDATE ON COLLEGE ROAD WALKWAY INSTALLATION/ESTIMATED COST 4. ADJOURNMENT OF PARKS, RECREATION, AND COMMUNITY ENHANCEMENT COMMITTEE MEETING SAFETY ADVISORY AND TRANSPORTATION COMMITTEE AGENDA ADDITIONS/DELETIONS 1. PRESENTATION - SMART911 (COMMITTEE ACTION NOT REQUIRED) 2. EVALUATION OF PROPOSALS - AMBULANCE SERVICE CONTRACT (STAFF RECOMMENDS AUTHORIZE THE CITY MANAGER TO EXECUTE A THREE-YEAR CONTRACTUAL AGREEMENT WITH ST. FRANCIS HEALTHCARE FOR BLS AMBULANCE SERVICES TO INCLUDE TWO UNITS, 24 HOURS, 7 DAYS A WEEK WITH 2 EMT’S IN ACCORDANCE WITH THE TERMS INCLUDED IN RFP #19-0001CM, ISSUED J ULY 11, 2018, AND SUBSEQUENT ADDENDUM ISSUED NOVEMBER 16, 2018) 3. ADJOURNMENT OF SAFETY ADVISORY AND TRANSPORTATION COMMITTEE MEETING

COUNCIL COMMITTEE OF THE WHOLE AGENDA - DECEMBER 11, 2018 Page 2 UTILITY COMMITTEE AGENDA ADDITIONS/DELETIONS 1. DOVER DOWNS INTERNATIONAL SPEEDWAY - REQUEST FOR WELL - LOT 18 2. EVALUATION OF PROPOSALS - WATER / WASTEWATER RATE STUDY (STAFF RECOMMENDS AWARDING THE CONTRACT TO MUNICIPAL & FINANCIAL SERVICES TO PERFORM A WATER / WASTEWATER RATE STUDY, BID #19-0009PW, FOR THE AMOUNT OF $44,500) 3. EVALUATION OF PROPOSALS - GIS INVENTORY SURVEY OF ROADWAY AND OTHER OUTDOOR LIGHTS (STAFF RECOMMENDS AWARDING THE CONTRACT TO CITELUM AS PER THE PROPOSAL SUBMITTED IN RESPONSE TO RFP #19-0010EL) 4. ADJOURNMENT OF UTILITY COMMITTEE MEETING ADJOURNMENT OF COUNCIL COMMITTEE OF THE WHOLE MEETING /TM S:\AGENDAS-MINUTES-PACKETS-PRESENTATIONS-ATT&EXH\COMMITTEE-AGENDAS\2018\12-11-2018 CCW AGENDA.WPD THE AGENDA ITEMS AS LISTED MAY NOT BE CONSIDERED IN SEQUENCE. PURSUANT TO 29 DEL. C. §10004(E)(2), THIS AGENDA IS SUBJECT TO CHANGE TO INCLUDE THE ADDITION OR THE DELETION OF ITEMS, INCLUDING EXECUTIVE SESSIONS, WHICH ARISE AT THE TIME OF THE MEETING.

Public Works CIP Program – 4th District Only for ADA/Walkway, Street Paving Projects and Miscellaneous Enhancements for 2015 – 2018 Year Project Name Amount Locations Concrete repair work on W. Loockerman Street, 2015 Street Program $22,570 Cecil Street, River Road and S. Governors Avenue Walker Road Pump Station Replacement; 1 Pat Lynn Drive 2015 $42,700 Generator Repaving / Concrete Repair; Davis Circle East, Davis Circle West, Reed Street (S. New St. – S. 2016 Street Program $189,300 Governors), S. New Street (Division St. – Reed St.) 2017 Street Program $337,312 Repaving / Concrete Repair: Lincoln Street 2017 New Street WMR $374,593 Water Main Replacement; Division St. – Water St. Lincoln Street Sanitary Sewer Repair; Lincoln St 2018 $27,200 Sanitary Repaving / Concrete Repair: S. New St (Division 2018 Street Program $337,312* – Dover St) Silver Lake PS Pump Station Replacement; 1075 Silver Lake 2018 $422,338* Replacement Blvd Pump Station Replacement; Harmony Lane, Walker Woods PS 2018 $525,000* Village of McKee Branch (formally Walker Replacement Woods) Sanitary Sewer Relining / Replacement; College 2018 I&I $103,000 Road, Lincoln Street, S. New Street, Cecil Street Total 2,381,825 * -Anticipated, not completed as of yet Note: Some projects have partial or total funding by Senator Bushweller & Representative Lynn

Update on College Road Walkway Installation/Estimated Cost

ACTION FORM PROCEEDING: Council Committee of the Whole – Legislative, Finance & Administrative Committee DEPARTMENT OF ORIGIN: City Manager’s Office DATE SUBMITTED: 12-10-18 PREPARED BY: Donna Mitchell, City Manager SUBJECT: Evaluation of Proposals – Ambulance Service Contract REFERENCE: RFP Number 19-0001CM RELATED PROJECT: N/A EXPENDITURE REQUIRED: $100,000 ANNUAL BUDGET: FY19 $245,000 FUNDING SOURCE (Dept./Page in CIP & Budget): FY19 Budget TIME TABLE: Effective April 1, 2019 RECOMMENDED ACTION: Authorize the City Manager to execute a three-year contractual agreement with St. Francis Healthcare for BLS Ambulance Services to include Two units, 24 hours, 7 days a week with 2 EMT’S in accordance with the terms included in RFP #19-0001CM, issued July 11, 2018, and subsequent addendum issued November 16, 2018. BACKGROUND AND ANALYSIS City staff issued an addendum to RFP #19-0010CM on November 16, 2018 for two alternative levels of BLS Ambulance Services. All four original proposers responded to the addendum. The results of the pricing for the Alternative Services A & B are as follows: Alternative A – First unit 24 hours, 7 days week; Second unit 16 hours, 7.a.m. – 11 p.m; 1 EMT, 1 EMR/EVOC; Alternative B – Two units 24 hours, 7 days week; 2 EMT’S both units; VENDOR Alternative A Alternative B Yr 1 = $150,000; Yr 1 = $180,000; Yr 2 = $157,500; Yr 2 = $190,000; GEM Yr 3 = $165,375; Yr 3 = $200,000; Yr 1 = $145,000; Yr 1 = $155,000; Yr 2 = $148,000; Yr 2 = $158,000; MID ATLANTIC Yr 3 = $151,000; Yr 3 = $161,000; Yr 1 = $204,400; Yr 1 = $233,600; Yr 2 = $204,400; Yr 2 = $233,600; PRIME CARE Yr 3 = $204,400; Yr 3 = $233,600; Yr 1 = $100,000; Yr 1 = $100,000; Yr 2 = $100,000; Yr 2 = $100,000; ST. FRANCIS Yr 3 = $100,000; Yr 3 = $100,000; After reviewing the results of the addendum submissions, staff is recommending St. Francis Healthcare with the increased level of service as approved by City Council on November 13, 2018.

A IloverMotorsfY\rt~· Company l NCOR I'O R ATE l)~ INTERNATIONAL SPEEDWAY City of Dover RECEIVED NOV 1 ;$ 2 r November 12, 2018 CITY MANAGER/MAYOR Ms. Donna S. Mitchell City Manager City of Dover 15 Loockerman Plaza Dover, DE 19903 Dear Ms. Mitchell: Dover International Speedway has hosted the Firefly Music Festival for seven (7) consecutive years along with our partner AEG Presents (formerly Red Frog Events). Each year we have tried to improve not only the event experience but also our communications and relationships with neighbors, State and County agencies and the City of Dover. We hope you agree the event has been a wonderful addition to the community on a variety of different levels, both in terms of economic impact, tourism and general excitement. You may not be aware, but the festival industry has become extremely competitive the last few years, with new venues and events developing throughout the East Coast. This increased competition requires that the Firefly event be evaluated each year in order to continue to provide quality entertainment and guest experiences through new features and attractions. One such example of AEG's continuing innovation and activation is the proposed construction of a permanent shower facility in what we call Lot 18, a premier camping location for over 15,000 campers. Lot 18 provides quick access to the Festival grounds and offers several other amenities. Obviously, this new shower facility will require a source of water supply. As you know, there is a groundwater well already on site which could be utilized. However, the current well provides water to several different locations already and a new well would insure adequate flow and pressure at all locations while providing a redundancy in case one of the wells malfunctioned. In accordance with Section 110-67 of the City's code we are asking permission by resolution to drill a well on Lot 18, which does not have potable water supply available . Our Lot 10 does have potable water available but this parcel is separate and distinct from Lot 18.

We look forward to the opportunity to meet with the Utility Committee on December l11h to discuss this request. Thank you in advance for your consideration with our request. Mike Tatoian President & CEO Dover International Speedway (302) 883-6503

PROPOSED SHOWERS LAYER STATE: 11x17-Showers MASTER PLAN DOVER BMG: . 0 300 600 FIREFLY INTERNATIONAL SCALE: 1" = 600 Dover, DE DATE: 2018-09-19 SPEEDWAY, INC. 309 S. Governors Ave. DRAWN BY: M.A.R. LITTLE CREEK HUNDRED Dover, DE 19904 CITY OF DOVER SCALE: 1" = 600' Ph. 302.734.7950 KENT COUNTY, DELAWARE Fax 302.734.7965 1 F:\AutoCAD\Projects\1995\95009\2005005-18 Fire Fly 2017\DWG\2005005-18-DIS-FF-Master-Plan-C3D15.dwg, Sep 19, 2018 - 11:05am

Mitchell, Donna From: Lyon, Jason A Sent: Thursday, November 01, 2018 8:34AM To: Mitchell, Donna Subject: Code Language - Well Construction Per your request: Sec. 110-67. - Private wells. (a) When authorized. It shall be unlawful and a nuisance for any person to dig, drill or otherwise excavate any well more than 150 feet below the surface of the ground within the city, or one mile thereof, without the permission of the city council given by resolution. No permission shall be given for a well on any property where a potable water supply is available. Thank you. Sincerely, Jason A. Lyon, P.E. Water I Wastewater Manager City of Dover Department of Public Works P.O. Box 475 Dover, DE 19903 p: 302.736.7025 f : 302.736.4217 e: jlyon@dover.de.us Water I Wastewater Handbook 1

ACTION FORM PROCEEDING: Council Committee of the Whole (Utility) AGENDA ITEM NO.: DEPARTMENT OF ORIGIN: Public Works DATE SUBMITTED: 11/30/18 PREPARED BY: Jason A. Lyon, P.E., Water / Wastewater Manager SUBJECT: Evaluation of Proposals – Water / Wastewater Rate Study REFERENCE: N/A RELATED PROJECT: N/A APPROVALS: City Manager, Controller EXHIBITS: N/A EXPENDITURE REQUIRED: $44,500 BUDGET: $60,000 FUNDING SOURCE (Dept./Page in CIP & Budget): Funding is provided within the operations budget. FY 19 budget includes $30,000 in each of the Contractual Services accounts for Water and Wastewater (412-6800- 568.30-31 and 412-6900-569.30-31) TIME TABLE: Notice to proceed to be issued within thirty (30) days of Council approval. Project anticipated to be completed in seventy five (75) calendar days. RECOMMENDED ACTION: Award the contract to Municipal & Financial Services to perform a Water / Wastewater Rate Study, Bid #19-0009PW, for the amount of $44,500. BACKGROUND AND ANALYSIS This operational task was budgeted in Fiscal Year 2019 budget. This cost-of-service studies on water and wastewater rates are intended to achieve fair and equitable water and wastewater rate structures that will assure adequate revenues for operation, maintenance and capital improvements of water treatment and distribution, wastewater transmission, debt service, capital improvements and bond covenant requirements. This study will specify several rate structure alternatives that will be provided for the City’s consideration, including different rates for different classes of customers. The results of the study will be presented to City Council. The proposal was advertised to the public as a Request for Proposals in accordance with the City’s Purchasing Policy by the City’s Purchasing Agent under RFP #19-0009PW. Proposals were opened on November 8, 2018. The City of Dover received three (3) proposals. Each proposal was rated in six (6) categories and evaluated by two (2) staff members. The proposal evaluations are as follows: AVERAGE EVALUATED CONTRACTOR LOCATION TOTAL COST SCORE MUNICIPAL & FINANCIAL SERVICES ANNAPOLIS, MD 73.9 $44,500 BURNS & MCDONNELL KANSAS CITY, MO 69.9 $62,500 RAFTELIS LATHAM, NY 61.2 $69,320 City staff reviewed the submissions and found that the Municipal & Financial Services proposal met all requirements for the qualifications of the project and received the highest average score from the evaluators. Staff recommends awarding the contract to Municipal & Financial Services in the amount of $44,500 for the Water / Wastewater rate study.

ACTION FORM PROCEEDING: Committee of the Whole (Utility) AGENDA ITEM NO.: DEPARTMENT OF ORIGIN: Electric DATE SUBMITTED: 11/30/2018 PREPARED BY: James S. Robinson, Electric Director SUBJECT: Evaluation of Proposals – GIS Inventory Survey of Roadway and Other Outdoor Lights REFERENCE: N/A RELATED PROJECT: EE1919 – Lighting Project and Rehabilitation APPROVALS: City Manager, Controller EXHIBITS: N/A EXPENDITURE REQUIRED: $58,800 (*) AMOUNT BUDGETED: $ 1,350,000 in FY19 FUNDING SOURCE (Dept/Page in CIP & Budget): Funding is provided in CIP EE1919. TIMETABLE: Contract to be executed within two (2) weeks of Council Approval. RECOMMENDED ACTION: Staff recommends awarding a contract to Citelum as per the proposal submitted in response to RFP #19-0010EL (*) Final expenditure will be the actual amount of locations multiplied by the contract unit price. BACKGROUND AND ANALYSIS The FY19 budget of $1,350,000 encompassed upgrading existing non-LED City lighting to LED and assumed replacement of the lights in FY19. The project is now being phased, with the first phase having an inventory survey performed of existing lights. The Electric Department currently has approximately 8,400 roadway and other outdoor lights in the City of Dover and areas outside City corporate limits. The survey will utilize geospatial tools and equipment that records and verifies 14 attributes for each location. The final product will be an electronic map and database of the lights that is accessible through common GIS software, web-based ArcGIS Online or Google Earth KML combined with a Microsoft Excel Spreadsheet. Initial survey results are due within 45 calendar days of issuance of the notice to proceed The survey will enable the City to determine the quantity, wattage and style of LED fixtures to procure for conversion (Phase 2). The final phase (Phase 3) will be installation of the fixtures. The timing and cost estimates of Phases 2 and 3 have yet to be determined. Proposals were solicited and advertised according to City Policy by the City’s Contract and Procurement Manager under RFP #19-0010EL and submissions were received from thirteen (13) vendors. The RFP required submittal of a per unit price for each light location identified and mapped. The final amount paid will be determined by the final count of locations. The evaluation criteria were experience, price and compliance with the requirements of the RFP. The scoring of the top five (5) proposals are as follows: Page 1 of 2

Proposal prices ranged from $6.64 per location to $47.64 per location. City staff reviewed all 13 proposals thoroughly, many through multiple iterations. Price and direct relevant experience were the key determinates in scoring and ranking the proposals. Every vendor demonstrated the ability to locate objects and provide and map GIS coordinates. However, not all had direct experience gathering the 14 attributes that the City require. Several vendors have considerably more experience surveying streetlights than others. Page 2 of 2