Loading...
112188-Workshop SessionMINUTES City Commission, Sanford, Florida November 21, 19 88 The City Commission of the City of Sanford, Florida, met in Workshop Session in the City Manager's Conference Room of the City Hall in the City of Sanford, Florida, at 4:00 o'clock P. M. on November 21, 1988. Present: Mayor-Commissioner Bettye D. Smith Commissioner Whitey Eckstein Commissioner John Y. Mercer Commissioner Bob Thomas Commissioner A. A. McClanahan City Manager Frank A. Faison City Clerk H. N. Tamm, Jr. Absent: City Attorney William L. Colbert The meeting was called to order by the Chairman. The Commission reviewed the telephone system proposals, memorandum dated October 13, 1988: October 13, 1988 MEMORANDUM TO.: FROM: SUBJECT: Mayor and City Commission City Manager Telephone Purchase RECOMMENDATION: That the Mayor and City Commission authorize the City Manager to purchase a telephone system from Southern Bell/Northern Telecom at a cost of $50,799 plus selected options at $9,670 to be financed over five (5) years. Since the yearly cost to purchase is less than the City is paying to lease the existing AT&T phone system, additional funds are not being requested. Although not a hardware purchase item, Direct Inward Dialing capability is also recommended for approval. BACKGROUND: Approximately three (3) weeks ago, the Mayor and City Commission gave approval to "narrow" the list of proposed phone systems from nine (9) to three (3): Jarvis, Executone, and Southern Bell/Northern Telecom. AT&T subsequently amended their original pro- posal, paring the cost enough to warrant further consideration. TECHNICAL ANALYSIS: With valuable assistance from a telephone expert residing in the City, a spreadsheet, included as Attachment 1, was developed from the original proposals showing a comparison of technical features between the systems. As the proposals were amended over time and additional information and/or clarification of technical features was obtained, the spreadsheet was updated. A "point" system was also established to weigh value of the technical features within each of the systems. Although Jarvis and Executone submitted attractive proposals, both vendors included a type of telephone line cost which, although low in cost today, could become legal "sticky wickets". Highest in the technical analysis point rating showed a "tie" between AT&T AND Southern Bell/Northern Telecom. COST ANALYSIS: Updated cost comparisons between the phone systems are included in Attachment $2. Notice that Southern Bell/Northern Telecom is lower in price than AT&T's purchase price. Also notice that Southern Bell/Northern Telecom's five year cost which includes maintenance is likewise lower that AT&T's. Both proposals cost significantly less than retainin9 existing equipment under lease at one year and five year projections. Both the AT&T and Southern Bell/Northern Telecom proposals include certain features, which if purchased, offer improvements intended to more effectively serve our citizens. Depending upon the options selected, purchase cost will need to be added into the basic purchase price. Attachment $3 provides an overview of these enhancements. 49'2 MINUTES City Commission, Sanford, Florida November 21, 88 19__ summary: A review of the analysis shows that both Southern Bell/Northern Telecom and AT&T provide technical features in their systems sufficient to meet the City's telephone needs...today and in the future. Given the fact that both systems are highly rated, the decision to purchase rest upon purchase cost and cost to maintain over time. Analysis of these costs show Southern Bell/Northern Telecom's purchase costs and maintenance being lower than AT&T's, resulting in the recommendation to purchase the Southern Bell/Northern Telecom system. Representatives from AT&T, Jarvis Corporation and Southern Bell were Ken Medlin, District Sales Manager from AT&T; Glen Poloski from Jarvis Corporation and Larry Strickland from Southern Bell presented the basics of their systems. Staff recommendation is for Southern Bell. The Commission authorized same to be considered at the next regular meeting. Jay Marder, City Planner submitted a memo dated November 21, 1988, as follows: TO: City Manager VIA: Director of Engineering and Planning FROM: City Planner DATE: November 17, 1988 SUBJECT: City Commission Workshop of November 21, 1988 Draft Land Development Requlations By the time this memorandum reached City Commissioners, the Planning and Zoning Commission will have held a public hearing on the proposed Land Development Regulations. A copy of the Planning' and Zoning Commission's public hearing draft will be available at the City Commission's work session. A summary of the Planning and Zoning Commission's recommendations and comments from its November 17th Public Hearing will be discussed. Additional Land Development Requlation Provisions Regarding Waivers The following section has been incorporated into SECTION 7.0- INSTALLATION AND MAINTENANCE of the draft Land Development Regulations. These waiver provisions are intended to provide flexibility in the application of construction related requirements. These provisions solely apply to the last four schedules dealing with environmentally sensitive lands, streets, paving, drainage and utilities (Schedules M- P). In general, staff will be authorized to review and act upon requests for certain technical variations or alternatives while policy questions may be referred to the Planning and Zoning Commission or City Commission in the manner described below. SECTION 7.5 WAIVERS Any applicant may request a waiver of requirements set forth in Schedules M, N, 0, and P. Such request for waiver shall comply with the requirements and procedures set forth in this section. Application to Administrative Official - Applications for requests for waiver shall be submitted to the Administrative Official. The Administrative Official shall have the authority to require that submittalgof such application be coincident with any other related application or request set forth in this ordinance including but not limited to Development Plan Review and Subdivision Plan Review. The form of the request shall be acceptable to the Administrative Official and shall comply with the following requirements: 1. The request shall be in written form. 2. The request shall accompany the proposed plan in question. The request shall identify the requirement or provision that is proposed to be modified or waived and shall fully explain the reasons that such modification or waiver should be permitted. MINUTES City Commission, Sanford, Florida November 493 19 88 4, e The Administrative Official has the authority to accept or reject such request based on reasonableness. Administrative Official Action Upon Technical Questions upon acceptance of a request by an applicant as set forth above, the Administrative Official shall have the authority to act upon a request for waiver when such request is primarily of a technical nature. Such request must involve a technical specification or requirement such as but not limited to the type of materials, type or manner of application of materials, installation sequence, material performance, construction technique or requirement for specific construction feature. Further, the waiver must not constitute a policy question. In granting such request for waiver, the Administrative Official must make specific affirmative findings respecting each of the matters specified in Paragraph C, below, and may prescribe appropriate conditions and safeguards, including requirements in excess of those otherwise required by this Ordinance, which shall become a part of the terms under which a Site Development Permit and Certificate of Completion shall issue. The Administrative Official may refer any request for waiver to the Plans Review Committee for recommendation. Standards for Consideration of a Waiver modification or waiver may be findings shall be determined: - Before any granted, the following That literal interpretation of the provisions of this Ordinance would deprive the applicant of rights commonly enjoyed by other properties located in the immediate area of subject property under the terms of this ordinance and would work unnecessary and undue hardship on the applicant. That granting the waiver requested will not confer upon the applicant any special privileges denied by this Ordinance to other lands, buildings or structures located in the immediate area of the subject property ..... That, if an alternative or modification of requirements is requested, such waiver request provides for equal or better performance than the stated requirement in this Ordinance. The Administrative Official may require a performance guarantee in the manner set forth in this Ordinance and/or engineering under signature and seal of a licensed Professional Engineer in the State of Florida to insure such performance. That the grant of the waiver will be in harmony with the general intent and purpose of this Ordinance and that such waiver will not be injurious to the area involved or otherwise detrimental to the short-term or long-term public interest or welfare. That the grant of the waiver will be consistent with the Comprehensive Plan and will not adversely impact the established level of service for any facilities or services set forth in said Comprehensive Plan. Administrative Official Action and Referral Upon Policy Question - If the request for waiver regards a requirement or provision is that is not determined to be a technical requirement by the Administrative Official, such a request for waiver shall be regarded as a policy question. The Administrative Official shall have the authority to refer requests for waiver regarding a policy question to the Planning and Zoning Commission and/or the City Commission for action. Referral To Planning and Zoning Commission - When the request for waiver does not involve improvements that are dedicated, owned or maintained by a public entity, the Administrative Official shall have the authority to transmit such request for waiver to the Planning and Zoning Commission for action in conjunction with the subject plan or application involved in the request for waiver. Referral To City Commission - When the request for waiver involves improvements that are to be dedicated, owned or maintained by a public entity, the Administrative Official shall have the authority to transmit such request for waiver 494 MINUTES City Commission, Sanford, Florida November 21, 19 88 1988. ATTEST: to the City Commission for action in conjunction with the subject plan or application involved in the request for waiver. Action upon a request for waiver involving improvements to be dedicated to the public shall be by action of the City Commission. Action Upon Waiver - In granting such request for waiver, the Planning and Zoning Commission and/or the City Commission must make specific affirmative findings respecting each of the matters specified in Paragraph C, above, and may prescribe appropriate conditions and safeguards, including requirements in excess of those otherwise required by this Ordinance, which shall become a part of the terms under which a Site Development Permit and Certificate of Completion shall issue. The Commission authorized same to be considered at the next regular meeting. The Commission postponed the December 5, 1988 work session to December 19, There being no further business, the meeting was adjourned. · -~ ~MvAYOR