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Feb 17 2015 CITY OF SOUTH MIAMI OFFICE MEMORANDUM To: Honorable Mayor and City Commission Date: February 17, 2015 From: Steven Alexander City Manager Re: Manager’s Report Attached are the City's accomplishments for the period covering February 1 to February 15, 2015 which are hereby submitted for your review prior to the Commission Meeting. If you have any questions please feel free to contact me. Finance: Finance continues to work with the City’s auditors, preparing all of the required audit schedules (i.e. AP, AR, Grants, etc.) The Auditors have completed their onsite fieldwork, without issue. Since the City’s installation of the first Wi-Fi modem, the parking contractor has now come-out with a new Wi-Fi modem which is suppose to have greater range. The parking contractor this week will be installing the new Wi-Fi modem for testing. The City’s Public Works Department has advised that the two required poles have been installed and are ready to obtain electricity from FPL. Once the poles have electricity, the City will have the Wi-Fi antennas installed. Finance has completed the upgrade to the City’s ONESolution Finance program. Finance continues to trouble shoot any issues related to the City’s ONESolution finance system. Finance continues to monitor the different department’s issues and help correct those matters. Finance continues to update and trouble shoot issues related to the City’s website. Finance currently revised certain items within RequestTracker in an effort to provide better service for residents, businesses, and visitors. Finance is has closed January 2015, the fourth month of the new fiscal year. Finance has uploaded the Budget to Actual Monthly and check register reports to the City’s website. - 2 - City Manager’s Report to the Commission for February 17, 2015 Management Information Systems: The City held the IP Re-Design of the City’s IP addresses kick off meeting on Tuesday, February 3, 2015. Preliminary work is being conducted to integrate the City’s IP re-design with the virtualization project. Power requirements are being evaluated to make sure the needed amount of power is available to complete the installation of the new servers. Finance, Procurement and Miami-Dade County ITD continue working together to prepare and procure the City’s virtual server environment equipment which will help bring the City’s aged IT servers, which are mostly all out of warranty, up-to date. Parking: Parking will begin stripping parking spaces throughout the City which will be converted to paid parking. Parking has installed multiple single meter heads within the industrial area and around the South Miami Charter School. Moreover, as Parking completes the striping at other certain areas, parking will install parking meter heads. Finance and Parking has completed an evaluation of the City’s Valet Services and provided a Scope of Services for Review. Parking has completed gathering information from the existing City Downtown valet company and provided a detail email for the City Manager’s review. Currently Finance and Parking are on standby until provided further notice. The City Attorney has reviewed and revised the RFP for smart parking. Once procurement obtains approval by the City Manager, the RFP will be solicited. The City continues anticipating the item being heard before the City’s Commission in the early part of 2015. Procurement Division: RFP – Playground Demo & New Installation: i. The RFP advertised on December 17 and closed on January 27; five (5) proposals were received. The Selection Committee previously met on February 4 and identified “short list” respondents. Interviews with the “short list” respondents were scheduled for February 12 but the meeting was postponed due to the unavailability of a committee member. ITQ – New 1st Level Floor at the Gibson-Bethel Community Center ii. : The ITQ was advertised on January 21 and closed on February 4. Four proposals were received and are under evaluation. ITQ – Police Communications Area Renovation: The ITQ was advertised on January 27 closed on February 11. Four proposals were received and are under evaluation. - 3 - City Manager’s Report to the Commission for February 17, 2015 iii. Solid Waste iv. : A Request for Information (RFI) has been forwarded to the City Attorney for approval. The intent of the RFI is to seek feedback from the waste industry and better provide a scope of services, if necessary. Once approved by the CA, the RFI will be forwarded to the City Manager for approval prior to advertising. Draft - Smart Parking RFP: v. A draft RFP was approved by the City Attorney. The draft has been forwarded to the City Manager for approval prior to advertising. Draft – Basketball Management RFP: vi. The draft RFP has been forwarded to the City Attorney for review. Once approved by the CA, the RFP will be advertised. RFQ Economic Impact Study: vii. The RFQ scope and draft RFP has been completed and submitted to the City Manager, Assistant City Manager and Planning Director for review. Once reviewed and approved, procurement will send to the City Attorney for final approval. Draft – Towing Franchise RFP: viii. A scope of services, drafted by PD, has been forwarded to the City Attorney for review. Upon receipt of the CA’s response, a RFP will be advertised. Draft RFP – City Parking Garage Sale ix. : Scope is currently being reviewed by the City Manager for the sale of the City Parking Garage. When completed, the scope will be forwarded to the City Attorney for review and approval. Draft RFP – Solar Panel Installation x. : A draft RFP to solicit for a Solar Panel Installation Program has been forwarded to the City Attorney for review. Upon receipt of the CA’s response, the RFP will be advertised. RFP/RFQ Template xi. : The City Attorney is working on a developing a revised template RFP/RFQ for formal solicitations. When completed, the template will be used for all formal solicitations. Purchasing Ordinance: Continue working with the City Attorney to complete a draft Purchasing Ordinance. Once completed, the Purchasing Ordinance will be forwarded to the City Manager for approval. The final document will be placed on an upcoming Commission Meeting for approval. - 4 - City Manager’s Report to the Commission for February 17, 2015 Code Enforcement Office Following are highlights for the Code Enforcement Division for February 2- February 13, 2015: : I. Bi-weekly statistics: a. Issued more than 23 b. Issued 3 Notices of Civil Infraction- (NOCI). Courtesy Civil Infraction Notices. c. Responded to over 12 d. Proactive Inspections complaints. 56 e. Re-Inspections . 35 f. Cases Closed . 17 g. Removed . 65 h. Graffiti Tags Illegal signs from the City. 17 i. Reviewed . _57_ j. Counter walk-ins Building permits. 41 . II. Fines and Fees collected February 2015: (To be totaled at the end of the month). through the Code Enforcement Division for the month of Projects: Preparing for the Magistrate Hearing - 02/19/2015 Preparing letters for Dumpster/Container enclosures III. In the month of February 2 – February 9, 2015: Local Business Tax Compliance Office: Total amount Total amount collected a. NEW BTR’S ISSUED (24) $ 4,251.55 b. NEW LIENS (6) $ 660.00 c. INSPECTIONS (54) d. RENEWAL FEES COLLECTED e. NEW LICENSES (BTR’s) REVIEWED (12) Other Reports: • Florida League of Cities Insurance Report – Completed • Miami Dade County Report – Completed • Renewal Report 4TH Notices – Completed • Renewal Licenses printed for 2014 – 2015 • Renewal Inspections • 25 Towing Companies researched/inspected • Prepared and delivery of Solid Waste Enclosure requirement letters - 5 - City Manager’s Report to the Commission for February 17, 2015 Special Events Division: The following are the results for the Special Events Division for February 2 – February 15, 2015: • Collaborated and processed paperwork (Special Events Application) for Cognosante Minds on Health/Enroll America, a health initiative by the Federal Government that held their event on Sunday, February 15, 2015, at the Gibson-Bethel Community Center. • Collaborated and processed paperwork (Special Events Application) for VolksBlast car show event that was held on February 8, 2015. • Collaborating with South Miami Rotary Club on processing paperwork (Special Events Application) for their 31st Art & Crafts Festival that will be held on February 21 & 22, 2015, on Sunset Drive. City Commission approval on January 6, 2015. • Collaborating with the MLK Committee on the upcoming parade that will be held on 2/28/2015, starting at 10:00 a.m. on SW 71 Street and SW 59 Place. • Processed one (1) garage sale permit requests for this time period. • Reviewed and processed 13 lien search requests for Code Enforcement Department, for this period of time. • Processed/recorded 0 lien and 6 lien releases for this time frame. • Collaborating with Human Resources Department in placing volunteers in different departments. The following are the accomplishments for the Police Department for the time period February 2nd, 2015 through February 12th, 2015: Chief’s Office i. “Staff Own-A-Zone” program yielded 30 citizen and business contacts throughout the City; ii. A total of 723 calls for service were handled during this period; iii. Presented Det. Lisa King with Officer of the Year FY 2014; iv. On February 4th the monthly Compstat meeting was held; v. Volksblast was held on Sunday February 8th on Sunset Drive with no reported incidents; vi. Attended the MLK meeting on February 12th. Uniform Patrol Division - 6 - City Manager’s Report to the Commission for February 17, 2015 i. Total of 16 arrests: 6 felonies, 7 misdemeanors, 2 warrants served; ii. Of those 16 arrests, 5 were narcotics related; iii. Traffic details continue in high traffic areas; Criminal Investigations Division i. C.I.D. Detectives conducted three (3) vehicle burglary surveillance undercover details in an affected area of our city. ii. C.I.D. Detectives are patrolling both the shopping areas and residential areas in deterrence of residential burglaries and vehicle burglaries. iii. C.I.D. Detectives have placed undercover surveillance cameras in strategic locations where vehicle burglaries have occurred. The images captured will give us the exact time, date and subject descriptions (Intelligence) necessary for proper investigation and for the successful prosecution of all subjects involved. iv. C.I.D. Detectives were investigating two vehicle burglary cases and discovered that one case had a video recording of the offense. The subject was subsequently identified. Evidence collected in the second case proved that the same subject committed that vehicle burglary as well. The subject was scheduled for an unrelated court appearance; the Detectives responded to court, took the subject into custody, charged him and then transported him to Miami Dade County jail. v. C.I.D. Detectives received a commercial burglary case to a one of our Japanese Restaurants. Information was received via police wide internet communications that a string of commercial burglaries were occurring in Miami Dade County to various restaurants. Detectives made contact with the affected agencies and then relayed and added our case to the list. The subjects were known and were being sought. One of the three subjects was subsequently stopped and detained for questioning. Our Detectives responded, questioned the subject and received a full confession to committing the offense. The subject was charged, arrested and taken to Miami Dade County jail. Services Division Fleet Management, Records Management, Quarter Master, Property & Evidence Management; i. Revised filing system to categorize and efficiently store property and evidence in the Property Room is currently being implemented; ii. There have been 1,852 items entered into the Evidence and Property module, since the transition to electronic record keeping; - 7 - City Manager’s Report to the Commission for February 17, 2015 iii. Narcotic cases including paraphernalia from 2012 and previous are being sanctioned for disposal. Currently 187 items have been designated; iv. Traffic vests have been ordered and waiting for delivery; v. Waiting for computer equipment to arrive, for field testing in patrol vehicle; vi. Establishing policies for property and evidence concerning U.S. currency. Non interest account to be established at First National Bank of South Miami. Professional Standards Division and Training i. 2 applicants processing for Police Officer were disqualified (one for polygraph and one for psychological); ii. Processing 4 applicants for open Communications Officer position; iii. New Officer Solarzano completed orientation, qualification and CFA standards. Human Resources Please be advised that no "significant" events have occurred in the Human Resources Department since the February 3, 2015 Commission meeting. We will continue to maintain activity and project status reports, which can be made available at your request. PUBLIC WORKS DEPARTMENT Engineering and Construction Division Sunset Drive Roadway Improvements Ph. V: Project is ongoing. Sidewalk and driveways are complete. Root barriers installed. Trees are installed and braced. MDC Water and Sewer started last week with the provision of water service for the medians. MDWASD has completed the water connection for the 6 medians. Contractor completed installation of all vacuum breakers. Contractor requested MDC water & Sewer for meter installation. Contractor resoded swale areas. Twin Lakes Drainage Improvements Design: Survey is complete. Utility coordination letters were sent. Geotechnical exploration results for percolation rates were received. MDWASD is coordinating with the project the opportunity for water main betterments within the project area. Dog Park: Tiki hut is complete. Fence poles are installed. Plumbing and Site work is complete. Enclosure and maintenance gate were installed last week. Wood fence is complete; Parks Dept is coordinating the installation of Park equipment. The benches and hose bib were installed. Project was turned over to Parks and Recreation. - 8 - City Manager’s Report to the Commission for February 17, 2015 Citywide Sidewalk Repair: Project is complete. Downtown Wi-Fi: The concrete poles are installed. The electrical work was completed. FPL energized and installed the meters. The poles are ready for the installation of the antennas. Alfredo Riverol was informed about the poles, to request his WiFi consultant to finalize the installation of the antennas. Police Fueling Facility Improvement: Notice to Proceed was sent to the contractor. Pre- construction meeting to be held February 18 at 10am on site. Street Lights (Cobra Heads) on 67th Street: Pending further instructions. Sunset Drive Striping: In the process of coordinating with contractor and Purchasing. Median Landscaping along US1: Project being coordinated with FDOT. Pending further instructions. Pinecrest Villas Traffic Calming Design: Consultant submitted 60% of the design plans for review. We met with the consultants and provided comments. We are expecting to receive the 90% set within 3 weeks. Twin Lakes & Bird Estates Traffic Calming Design: Consultant submitted 60% of the design plans for review. We met with the consultants and provided comments. We are expecting to receive the 90% set within 3 weeks. Mango Terrace & Manor Lane Traffic Calming: Resident survey information was tabulated and provided to the County in conjunction with the General Interlocal Agreement. The design plans for both projects are being reviewed by MDC. Street Name Signs: Contractor submitted plans to the City and County. Comments were provided to contractor. The interlocal agreement was provided to him. Contractor resubmitted to the County after City Review. We are pending on County approval. We received further comments from the County. The contractor addressed the comments and submitted to the City for review. We provided additional comments, that were addressed and the contractor submitted the revised plans to the County for review on February 13, 2015. - 9 - City Manager’s Report to the Commission for February 17, 2015 Public Works Attachment A i. Filled 3 pot holes as requested. ii. Filled 23 trash holes as requested. iii. Repaired 15 leaning signs. iv. Trimmed 3 trees as requested. v. Installed 8 “Children at Play” signs in the CRA area as requested. vi. Inspected and cleaned out 13 City storm drains with Envirowaste. vii. Contacted vendor to repair broken urinal and water leak at the Head Start Facility on an emergency basis. viii. Installed electrical outlet and plasma TV in PD office as requested by PD. ix. Ordered and installed electrical switch to replace burned unit at the Community Center as requested by Parks. x. Cleaned and cleared drains at the concession stand at Palmer Park as requested by Parks. xi. Unlocked bathroom in PD main entrance as requested by Police. xii. Removed counter top and cabinet at the entrance of the second floor in City Hall as requested by Human Resources. xiii. Repaired lever in the women’s bathroom at Fuchs Parks as requested by Parks. xiv. Replaced flush meter and handle kit in the Handicap restroom at the Community Center as requested by Parks. xv. Installed a new 30Amp breaker for new AC at City Hall rooftop for Server Room on an emergency basis. xvi. Repaired garbage can enclosure on 57th Court & 73 Street as requested by PW Director (Town Restaurant.) xvii. Installed a CAT5 cable from the 1st floor to the 2nd floor at the Community Center for the Computer Room as requested by Finance. xviii. Installed 21 frames and a cork board in the Police Department and Records Office at City Hall as requested. xix. Repaired a wall in the Fitness Room at Community Center as requested by Parks. xx. Repaired door to the Deputy City Clerk’s office as requested by the City Clerk. xxi. Removed damaged door handles and locks from the bathroom doors at Fuchs Park due to recent fire. xxii. Repaired hydraulic door arm in the hallway at the Community Center as requested by Parks. xxiii. Repaired the handicap restroom at the Community Center as requested by Parks to meet ADA requirements. xxiv. Installed underground pipes and water faucet at the Dog Park as requested by the Project Manager. - 10 - City Manager’s Report to the Commission for February 17, 2015 Parks and Recreation Dept The following are the accomplishments that have taken place from February 4 – February 17, 2015: • New plumbing lines installed at Dante and Palmer Parks’ restroom; new floor and wall tiles have been installed at Palmer Park’s restroom. Work is still in progress and on schedule at both parks. • Construction of the Dog Park is in its final stage. The Dog Park Grand Opening is Friday, February 20, 2015 at 5:30 p.m. • Repairs are underway at Fuchs Park’s restroom facility due to a structure fire on Thursday, Jan. 29th. • Parks Master Plan is scheduled for city commission approval on Tuesday, February 17th, 2015. • The City received 4 proposals for installation of new tile floor on the 1st floor of the Gibson Bethel Community Center. A recommendation is set to go before city commission on Tuesday, March 3, 2015 • The City received 5 proposals for four new playgrounds to be installed at Fuchs, Dante, Brewer and Murray Parks. A recommendation is set to go before city commission on Tuesday, March 17, 2015. Planning Department The following is the Planning department update for the February 17, 2015 Commission meeting. Please be advised that no "significant" events have occurred in the Planning Department since the February 3, 2015 Commission Meeting. We will continue to maintain bi-weekly activity and project status reports, which can be made available at your request.