HomeMy WebLinkAbout2021 09 27 City Commission Regular Meeting AgendaCITY COMMISSION
REGULAR MEETING AGENDA
MONDAY, SEPTEMBER 27, 2021 - 6:30 PM
CITY HALL - COMMISSION CHAMBERS
1126 EAST STATE ROAD 434, WINTER SPRINGS, FLORIDA
1
CALL TO ORDER
Roll Call
Invocation
Pledge of Allegiance
Agenda Changes
AWARDS AND PRESENTATIONS
100. Presentation Honoring Alex Gibson's Service to the City
101. Police Department Presentations
102. Presentation from Scott Dudley, Florida League of Cities
INFORMATIONAL AGENDA
200. Informing the City Commission of the Upcoming Requirement for Appointments
to the 2022 Winter Springs Districting Commission
PUBLIC INPUT
Anyone who wishes to speak during Public Input on any Agenda Item or subject matter will need to fill out a
“Public Input” form. Individuals will limit their comments to three (3) minutes, and representatives of groups or
homeowners' associations shall limit their comments to five (5) minutes, unless otherwise determined by the City
Commission.
CONSENT AGENDA
300. City of Winter Springs Defined Benefit Plan October 1, 2020 Actuarial Valuation
Report
October 1, 2020 Actuarial Valuation with CL.pdf
301. FY 2022 Resurfacing
Resurfacing Lists and Maps
302. West WWTP Reliability Improvements. SGS Contracting Services, Inc./Synagro
Contract Modification
303. SCADA (Supervisory Control and Data Acquisition) Contract rider, West WRF
SCADA Improvements and Lift Station 7W SCADA Improvements, Contract and
Scope of Work Award
Rider Revere Control Systems Final (Signed) (1).pdf
304. West WRF Temporary Disk Filter, Vendor Selection and Award
ITB 05-21 JN (Veolia).pdf
2
ITB 05-21 JN (WesTech).pdf
ITB 05-21 JN Temporary Disk Filter Rental Final 090321.pdf
Orlando Sentinal Invitation to bid _9_10_2021.pdf
Orlando Sentinal Invitation to bid 9_3_2021.pdf
305. West WRF Temporary Storage Tank and Emergency Pump, Vendor Selection and
Award
ITB 06-21 JN (United Rentals)
306. West WRF Temporary Belt Press, Vendor Selection and Award
ITB 07-21 JN (Charter Machine Company)
ITB 07-21 JN (Eagle Dynamic Solutions LLC)
ITB 07-21 JN (Merrell Bros Inc.)
PUBLIC HEARINGS AGENDA
400. Final Millage Rate for Fiscal Year 2021-2022
Resolution 2021-14 Adopt Final Millage Rate.pdf
401. Final Budget for Fiscal Year 2021-2022
Resolution 2021-15 Adopt Final Budget.pdf
REGULAR AGENDA
500. Appeal of the Petition for Lien Reduction or Release for the Estate of Mel D Hall
629 Alton Road
Summary of Documents from Regular Agenda 503 August 9 2021(updated)
501. Appeal of a Lien Reduction/Release Denial for 3271 N US HWY 17-92, Longwood,
FL 32750 RaceTrac Store #2344
1. RaceTrac Appeal of Denial 082021.pdf
2. RaceTrac LIen Request Denial 072221.pdf
3. 3271 N US 17-92 RaceTrac Lien Reduction Request.pdf
4. Code Enforcement Item 504 Public Hearing 062816.pdf
5. Code Enforcement Item 600 Public Hearing 082316.pdf
6. 3271 N US 17-92 RaceTrac Additional Supporting Docs.pdf
502. General Discussion on Action for Resolution No. 2021-09
503. Appointment Opportunities for City Boards and Committees
504. New Business
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REPORTS
600. City Manager Shawn Boyle
601. City Attorney Anthony A. Garganese
602. City Clerk Christian Gowan
603. Seat Three Commissioner/Deputy Mayor Ted Johnson
604. Seat Four Commissioner TiAnna Hale
605. Seat Five Commissioner Rob Elliott
606. Mayor Kevin McCann
607. Seat One Commissioner Matt Benton
608. Seat Two Commissioner Kevin Cannon
PUBLIC INPUT
Anyone who wishes to speak during Public Input on any Agenda Item or subject matter will need to fill out a
“Public Input” form. Individuals will limit their comments to three (3) minutes, and representatives of groups or
homeowners' associations shall limit their comments to five (5) minutes, unless otherwise determined by the City
Commission.
ADJOURNMENT
PUBLIC NOTICE
This is a Public Meeting, and the public is invited to attend and this Agenda is subject to change. Please be
advised that one (1) or more Members of any of the City's Advisory Boards and Committees may be in
attendance at this Meeting, and may participate in discussions.
Persons with disabilities needing assistance to participate in any of these proceedings should contact the
City of Winter Springs at (407) 327-1800 "at least 48 hours prior to meeting, a written request by a
physically handicapped person to attend the meeting, directed to the chairperson or director of such
board, commission, agency, or authority" - per Section 286.26 Florida Statutes.
"If a person decides to appeal any decision made by the board, agency, or commission with respect to
any matter considered at such meeting or hearing, he or she will need a record of the proceedings, and
that, for such purpose, he or she may need to ensure that a verbatim record of the proceedings is made,
which record includes the testimony and evidence upon which the appeal is to be based" - per Section
286.0105 Florida Statutes.
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INFORMATIONAL AGENDA ITEM 200
CITY COMMISSION AGENDA | SEPTEMBER 27, 2021 REGULAR MEETING
TITLE
Informing the City Commission of the Upcoming Requirement for
Appointments to the 2022 Winter Springs Districting Commission
SUMMARY
Pursuant to Section 4.02 of the Charter of the City of Winter Springs, staff will
be requesting that the Mayor and Members of the City Commission make
appointments to the seven (7) member Districting Commission.
By February 1, 2022, the City Commission must appoint seven (7) city electors
determined from the registration of the last election; one (1) to be appointed
by each Commissioner from their respective district, and two (2) appointed by
the Mayor from the city at-large. Electors chosen shall not be employed by
the City in any other capacity.
The Districting Commission shall file their report with the City within one
hundred twenty (120) days of appointment to the Districting Commission. This
report will contain a recommended plan for adjustment of the Commission
district boundaries.
The Districting Commission shall consider the following specific criteria in
their recommendations for any district boundary adjustments:
Each district shall be formed of compact, contiguous territory and its
boundary lines shall follow the centerlines of streets insofar as practical
or possible, or other boundaries available.
The districts shall be based upon the principle of equal and affective
representation as required by the United States Constitution and as
represented in the mathematical preciseness reached in the legislative
apportionment of the state.
The report shall include a map and the description of the districts
recommended and shall be drafted as a proposed ordinance. Once filed
with the City, the report shall be treated as an ordinance introduced by a
commissioner.
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The tentative schedule for the Districting process is as follows:
September 27, 2021: Informational agenda item advising the City
Commission about the Districting process and upcoming appointments.
October 2021 through December 2021: City Commission makes
appointments to the Districting Commission
January 2021 - City Commission approves a Resolution for the
appointments and establishes a report deadline
May/June 2021 - First and Second Readings of the Ordinance considered
for adopting the new Districting Map
RECOMMENDATION
Staff requests the City Commission receive and review the information
provided in this Agenda Item. The Commission may want to begin
consideration of their respective appointments to the Districting Commission.
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CONSENT AGENDA ITEM 300
CITY COMMISSION AGENDA | SEPTEMBER 27, 2021 REGULAR MEETING
TITLE
City of Winter Springs Defined Benefit Plan October 1, 2020 Actuarial
Valuation Report
SUMMARY
On August 23, 2021 the Board of Trustees for the City's Defined Benefit Plan
met in a regular meeting held in the City's chambers. Gabriel, Roeder, Smith
& Company (GRS) the City's outside actuarial firm, is a nationally recognized
leader in the actuarial and benefits consulting industry. GRS prepared and
presented the attached Annual Actuarial Valuation Report dated October 1,
2020. The Board of Trustees unanimously accepted and approved the
valuation report as presented.
RECOMMENDATION
Staff recommends the City Commission accept the Actuarial Valuation Report
for the Defined Benefit Plan dated October 1, 2020 as put forth by the Board
of Trustees.
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May 24, 2021
Ms. Casey Howard
HR and Benefits Manager
City of Winter Springs
1126 East State Road 434
Winter Springs, Florida 32708
Re: City of Winter Springs Defined Benefit Plan
October 1, 2020 Actuarial Valuation
Dear Casey:
As requested, we are pleased to enclose eleven (11) copies of the October 1, 2020 Actuarial
Valuation Report for the City of Winter Springs Defined Benefit Plan.
We appreciate the opportunity to partner with you on this important project.
Upon Board approval of the Actuarial Valuation Report, we will upload an electronic copy of
the Actuarial Valuation Report along with the required disclosure information to the State
portal as required by the State.
If you should have any questions concerning the above, please do not hesitate to contact us.
Sincerest regards,
Shelly L. Jones, A.S.A
Consultant and Actuary
Enclosures
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City Of Winter Springs
Defined Benefit Plan
ACTUARIAL VALUATION AS OF OCTOBER 1, 2020
This Valuation Determines the Annual Contribution for the Plan Year October 1, 2021 through
September 30, 2022 to be Paid in Plan Year October 1, 2021 to September 30, 2022
May 24, 2021
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City of Winter Springs
Defined Benefit Plan
TABLE OF CONTENTS
Page
Commentary 1
I. Summary of Retirement Plan Costs ........................................................................... 9
II. Comparison of Cost Data of Current and Prior Valuations ..................................... 11
III. Characteristics of Participants in Actuarial Valuation ............................................. 12
IV. Statement of Assets ................................................................................................. 13
V. Reconciliation of Plan Assets ................................................................................... 14
VI. Actuarial Gain / (Loss) .............................................................................................. 16
VII. Amortization of Unfunded Actuarial Accrued Liability ............................................ 17
VIII. Accounting Disclosure Exhibit ................................................................................. 18
IX. Outline of Principal Provisions of the Retirement Plan ........................................... 27
X. Actuarial Assumptions and Actuarial Cost Methods Used ...................................... 30
XI. Distribution of Plan Participants by Attained Age Groups and Service Groups ...... 35
XII. Statistics for Participants Entitled to Deferred Benefits and Participants
Receiving Benefits ................................................................................................... 40
XIII. Reconciliation of Employee Data ............................................................................. 41
XIV. Projected Retirement Benefits ................................................................................ 42
XV. Recent Plan Experience ........................................................................................... 43
XVI. State Required Exhibit ............................................................................................. 45
XVII. Glossary ................................................................................................................... 49
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May 24, 2021
City Council
City of Winter Springs Defined Benefit Plan
c/o Ms. Casey Howard
HR and Benefits Manager
1126 East State Road 434
Winter Springs, Florida 32708
Dear Council Members:
October 1, 2020 Actuarial Valuation
We are pleased to present our October 1, 2020 Actuarial Valuation for the City of Winter Springs
Defined Benefit Plan (Plan). The purpose of this report is to indicate appropriate contribution levels,
comment on the actuarial stability of the Plan and to satisfy State requirements. The City has retained
Gabriel, Roeder, Smith and Company (GRS) to prepare an annual actuarial valuation under Section
3.02 of the Plan.
This report consists of this commentary, detailed Tables I through XV, the State Required Exhibit on
Table XVI and Glossary on Table XVII. The Tables contain basic Plan cost figures plus significant details
on the benefits, liabilities and experience of the Plan. We suggest you thoroughly review the report at
your convenience and contact us with any questions that may arise.
Retirement Plan Costs
Our Actuarial Valuation develops the required minimum Plan payment for the Plan Year October 1,
2021 – September 30, 2022 under the Florida Protection of Public Employee Retirement Benefits Act.
The minimum payment consists of payment of annual normal costs including amortization of the
components of the unfunded actuarial accrued liability over various periods as prescribed by law. The
minimum payment is $1,266,869 (29.9%). The figure in parentheses is the Plan cost expressed as a
percentage of projected covered annual payroll for fiscal year October 1, 2021 – September 30, 2022
($4,236,443).
This total cost is to be met by member, County and City contributions. We anticipate member
contributions will be $211,822 (5.0% of projected covered payroll for fiscal year ending September 30,
2021). The resulting minimum required County and City contribution is $1,055,047 (24.9%).
We recommend the City continue to contribute not less than the dollar amount of minimum required
contribution due to the closing of the Plan to future general employees.
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Council Members
May 24, 2021
Page Two
Changes in Actuarial Assumptions, Methods and Plan Provisions
The Plan provisions remain unchanged from our October 1, 2019 Actuarial Valuation. The Plan
provisions are outlined on Table IX.
The investment return assumption and mortality assumption for disabled participants have been
updated. The mortality assumptions have been updated to use the mortality assumptions used by the
Florida Retirement System (FRS) as required under F.S., Chapter 2015‐157 based upon the July 1, 2020
FRS Actuarial Valuation. The remaining actuarial assumptions and methods remain unchanged from
our October 1, 2019 Actuarial Valuation. The actuarial assumptions and methods are outlined on
Table X.
Comparison of October 1, 2019 and October 1, 2020 Valuation Results
Table II of our report provides information of a comparative nature. The left columns of the Table
indicate the costs as calculated for October 1, 2019. The center columns indicate the costs as
calculated for October 1, 2020 prior to the update in actuarial assumptions. The right columns
indicate the costs as calculated for October 1, 2020 after the update in actuarial assumptions.
Comparing the left and center columns of Table II shows the effect of Plan experience during the year.
The number of active participants increased by approximately 1% while covered payroll decreased by
approximately 2%. Total Plan membership increased by approximately 2%. Total normal cost, the
unfunded actuarial accrued liability and the net County and City minimum funding requirement all
decreased both as a dollar amount and a percentage of covered payroll.
Comparing the center and right columns of Table II shows the effect of the update of the actuarial
assumptions. Total normal cost, the unfunded actuarial accrued liability and the net County and City
minimum funding requirement all increased both as a dollar amount and as a percentage of covered
payroll.
The value of vested accrued benefits exceeds Plan assets, resulting in a Vested Benefit Security Ratio
(VBSR) of 91.9% (92.8% prior to assumptions update) which is an increase from 90.3% as of the
October 1, 2019 Actuarial Valuation. The VBSR is measured on a market value of assets basis.
Plan Experience
The Plan experienced an actuarial loss in the amount of $125,424 this year. This indicates actual
overall Plan experience was less favorable than expected.
Table XV (salary, turnover and investment yield) provides figures on recent Plan experience. Salary
experience indicates actual salary increases averaged approximately 7.8% for General and Forensic
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May 24, 2021
Page Three
Employees and 4.1% for Firefighters and Police Officers for Plan Year ended September 30, 2020 when
compared to the assumed salary increase of 3.1% and 3.4%, respectively. Salary increases were
generally a source of actuarial loss. The three, five and ten‐year average annual salary increases are
7.0%, 5.4% and 3.6% for General and Forensic Employees, respectively – 4.8%, 4.8% and 2.7% for
Firefighters and Police Officers, respectively.
Employee turnover this year was 260% of the assumed turnover for General and Forensic Employees
and 120% of the assumed turnover for Firefighters and Police Officers. Employee turnover was an
offsetting source of actuarial gain. The three, five and ten‐year average annual turnover is 300%,
240% and 200%, respectively for General and Forensic Employees ‐ 130%, 240% and 230%,
respectively for Firefighters and Police Officers.
The smoothed value investment return of 8.42% was greater than the investment return assumption
of 7.50% (prior assumption). Smoothed value investment return was an additional offsetting source
of actuarial gain during the year. The three, five and ten‐year average annual smoothed value
investment returns are 8.60%, 9.2% and 7.8%, respectively. The one, three, five and ten‐year average
annual market value returns are 7.81%, 7.08%, 9.2% and 9.1%, respectively.
Member Census and Financial Data
The City submitted the Member census data used for this Actuarial Valuation to us as of October 1,
2020. This information contains name, Social Security number, date of birth, date of hire, October 1,
2020 rate of pay, actual salary paid and member contributions for the previous year. Dates of
termination and retirement are provided where applicable. The City updated information on inactive
participants including retirees, beneficiaries and vested terminees.
Financial information concerning Plan assets was provided by the City as of September 30, 2020. We
do not audit the Member census data and asset information that is provided to us; however, we
perform certain reasonableness checks. The City is responsible for the accuracy of the data.
Risks Associated with Measuring the Accrued Liability and Actuarially Determined Contribution
The determination of the accrued liability and the actuarially determined contribution requires the
use of assumptions regarding future economic and demographic experience. Risk measures, as
illustrated in this report, are intended to aid in the understanding of the effects of future experience
differing from the assumptions used in the course of the actuarial valuation. Risk measures may also
help with illustrating the potential volatility in the accrued liability and the actuarially determined
contribution that result from the differences between actual experience and the actuarial
assumptions.
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Page Four
Future actuarial measurements may differ significantly from the current measurements presented in
this report due to such factors as the following: Plan experience differing from that anticipated by the
economic or demographic assumptions; changes in economic or demographic assumptions due to
changing conditions; increases or decreases expected as part of the natural operation of the
methodology used for these measurements (such as the end of an amortization period, or additional
cost or contribution requirements based on the Plan’s funded status); and changes in Plan provisions
or applicable law. The scope of an actuarial valuation does not include an analysis of the potential
range of such future measurements.
Examples of risk that may reasonably be anticipated to significantly affect the Plan’s future financial
condition include:
1. Investment risk – actual investment returns may differ from expected returns;
2. Asset / Liability mismatch – changes in asset values may not match changes in liabilities,
thereby altering the gap between the accrued liability and assets and consequently altering
the funded status and the actuarially determined contribution requirements;
3. Contribution risk – actual contributions may differ from expected future contributions. For
example, actual contributions may not be made in accordance with the Plan’s funding policy
or material changes may occur in the anticipated number of covered employees, covered
payroll or other relevant contribution base;
4. Salary and Payroll risk – actual salaries and total payroll may differ from expected, resulting in
actual future accrued liability and the actuarially determined contributions differing from
expected;
5. Longevity risk – members may live longer or shorter than expected and receive pensions for a
period of time other than assumed;
6. Other demographic risks – members may terminate, retire or become disabled at times or
with benefits other than assumed resulting in actual future accrued liability and the actuarially
determined contributions differing from expected.
The effects of certain trends in experience can generally be anticipated. For example if the
investment return since the most recent actuarial valuation is less (or more) than the assumed rate,
the actuarially determined contribution can be expected to increase (or decrease). Likewise if
longevity is improving (or worsening), increases (or decreases) in the actuarially determined
contribution can be anticipated.
The actuarially determined contribution rate shown on page one of the report may be considered as a
minimum contribution rate that complies with the Plan’s funding policy. The timely receipt of the
actuarially determined contributions is critical to support the financial health of the Plan. Users of this
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May 24, 2021
Page Five
report should be aware that contributions made at the actuarially determined rate do not necessarily
guarantee benefit security.
Plan Maturity Measures
Risks facing a pension plan evolve over time. A young plan with virtually no investments and paying
few benefits may experience little investment risk. An older plan with a large number of members in
pay status and a significant trust fund may be much more exposed to investment risk. Generally
accepted plan maturity measures include the following:
2019 2020
Ratio of market value of assets to payroll 12.65 13.82
Ratio of actuarial accrued liability to payroll 14.95 15.89
Ratio of actives to retirees and beneficiaries 0.58 0.56
Ratio of net cash flow to market value of assets ‐0.3% ‐0.8%
Duration of the actuarial accrued liability 11.57 11.42
Ratio of Market Value of Assets to Payroll
The relationship between assets and payroll is a useful indicator of the potential volatility of the
actuarially determined contribution. For example, if the market value of assets is 2.0 times the
payroll, a return on assets 5% different than assumed would equal 10% of payroll. A higher (lower) or
increasing (decreasing) level of this maturity measure generally indicates higher (lower) or increasing
(decreasing) volatility in the actuarially determined contribution as a percentage of payroll.
Ratio of Actuarial Accrued Liability to Payroll
The relationship between actuarial accrued liability and payroll is a useful indicator of the potential
volatility of the actuarially determined contributions for a fully funded plan. A funding policy targeting
a funded ratio of 100% is expected to result in the ratio of assets to payroll and the ratio of liability to
payroll converging over time.
The ratio of actuarial accrued liability to payroll may also be used as a measure of sensitivity of the
liability itself. For example, if the actuarial accrued liability is 2.5 times payroll, a change in actuarial
accrued liability 2% other than assumed would equal 5% of payroll. A higher (lower) or increasing
(decreasing) level of this maturity measure generally indicates a higher (lower) or increasing
(decreasing) volatility in actuarial accrued liability (and also the actuarially determined contribution)
as a percentage of payroll.
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May 24, 2021
Page Six
Ratio of Actives to Retirees and Beneficiaries
A young plan with many active members and few retirees will have a high ratio of active to retirees. A
mature open plan may have close to the same number of actives to retirees resulting in a ratio near
1.0. A super‐mature or closed plan may have significantly more retirees than actives resulting in a
ratio below 1.0.
Ratio of Net Cash Flow to Market Value of Assets
A positive net cash flow means contributions exceed benefits and expenses. A negative cash flow
means existing funds are being used to make payments. A certain amount of negative net cash flow is
generally expected to occur when benefits are prefunded through a qualified trust. Large negative
net cash flows as a percent of assets may indicate a super‐mature plan or a need for additional
contributions.
Duration of Actuarial Accrued Liability
The duration of the actuarial accrued liability may be used to approximate the sensitivity to a 1%
change in the assumed rate of return. For example, a duration of 10 indicates the actuarial accrued
liability would increase approximately 10% if the assumed rate of return were lowered 1%.
Additional Risk Assessment
Additional risk assessment is outside the scope of the annual actuarial valuation. Additional
assessment may include scenario tests, sensitivity tests, stochastic modeling, stress tests and a
comparison of the present value of accrued benefits at low‐risk discount rates with the actuarial
accrued liability.
Summary
In our opinion the benefits provided for under the current Plan will be sufficiently funded through the
payment of the amount as indicated in this and future Actuarial Valuation reports. We will continue
to update you on the future payment requirements for the Plan through our actuarial reports. These
reports will also continue to monitor the future experience of the Plan.
The actuarial assumptions used in this Actuarial Valuation are as adopted by the Plan. The economic
and demographic actuarial assumptions are based upon the results of an Experience Study for the
period October 1, 2011 – September 30, 2016. The mortality assumptions are as prescribed by
statute. Each assumption represents an estimate of future Plan experience.
If all actuarial assumptions are met and if all future minimum required contributions are paid,
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May 24, 2021
Page Seven
Plan assets will be sufficient to pay all Plan benefits, future contributions are expected to remain
relatively stable or decrease as a percent of payroll and the funded status is expected to improve.
Plan minimum required contributions are determined in compliance with the requirements of the
Florida Protection of Public Employee Retirement Benefits Act with normal cost determined as a level
percent of covered payroll and a level dollar amortization payment using an initial closed amortization
period of 30 years.
The Unfunded Actuarial Accrued Liability (UAAL) may not be appropriate for assessing the sufficiency
of Plan assets to meet the estimated cost of settling benefit obligations but may be appropriate for
assessing the need for or the amount of future contributions. The UAAL would be different if it
reflected the market value of assets rather than the smoothed value of assets.
The GASB Net Pension Liability and Plan Fiduciary Net Position as a Percentage of Total Pension
Liability may not be appropriate for assessing the sufficiency of Plan assets to meet the estimated cost
of settling benefit obligations but may be appropriate for assessing the need for or the amount of
future contributions.
The Funded Ratio shown in Table II is for informational purposes and may not be appropriate for
assessing the sufficiency of Plan assets to meet the estimated cost of settling benefit obligations but
may be appropriate for assessing the need for or the amount of future contributions.
This report should not be relied on for any purpose other than the purpose described in the primary
communication. Determinations of the financial results associated with the benefits described in this
report in a manner other than the intended purpose may produce significantly different results.
This report was prepared using ProVal’s valuation model, a software product of Winklevoss
Technologies. We are relying on the ProVal model. We performed tests of the ProVal model with this
assignment and made a reasonable attempt to understand the developer’s intended purpose of,
general operation of, major sensitivities and dependencies within, and key strengths and limitations of
the ProVal model. In our professional judgment, the ProVal valuation model has the capability to
provide results that are consistent with the purposes of the valuation and has no material limitations
or known weaknesses.
This report has been prepared by actuaries who have substantial experience valuing public employee
retirement plans. To the best of our knowledge the information contained in this report is accurate
and fairly presents the actuarial position of the Plan as of the valuation date. All calculations have
been made in conformity with generally accepted actuarial principles and practices, with the Actuarial
Standards of Practice issued by the Actuarial Standards Board and with applicable statutes.
This report may be provided to parties other than the City only in its entirety and only with the
permission of an approved representative of the City.
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May 24, 2021
Page Eight
The signing actuaries are independent of the Plan sponsor.
The undersigned are Members of the American Academy of Actuaries and meet the qualification
standards of the American Academy of Actuaries to render the actuarial opinions contained in this
report. We are available to respond to any questions with regards to matters covered in this report.
Very truly yours,
Shelly L. Jones, A.S.A., E.A.
Consultant and Actuary
Jennifer M. Borregard, E.A.
Consultant and Actuary
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Table I
Cost % of Cost % of
Data Payroll Data Payroll
A.Participant Data Summary (Table III)
1.Active Employees 74 N/A 74 N/A
2.Terminated Vested 167 N/A 167 N/A
3.Receiving Benefits 131 N/A 131 N/A
4.Total Annual Payroll of Active Employees 4,236,443$ 100.0%4,236,443$ 100.0%
B.Total Normal Costs
1.Age Retirement Benefits 243,520$ 5.7%250,211$ 5.9%
2.Termination Benefits 127,029 3.0%129,933 3.1%
3.Death Benefits 6,692 0.2%6,846 0.2%
4.Disability Benefits 3,516 0.1%3,417 0.1%
5.Estimated Expenses 32,984 0.8%32,984 0.8%
6.Total Annual Normal Costs 413,741$ 9.8%423,391$ 10.0%
C.Total Actuarial Accrued Liability
1.Age Retirement and Termination Benefits Active Employees 12,734,683$ 300.6%12,915,989$ 304.9%
2.Death Benefits Active Employees 214,155 5.1%217,137 5.1%
3.Disability Benefits Active Employees 108,101 2.6%104,665 2.5%
4.Retired or Terminated Vested Participants
Receiving Benefits 41,696,930 984.2%42,049,921 992.6%
5.Terminated Vested Participants Entitled to
Future Benefits 9,998,885 236.0%10,143,331 239.4%
6.Deceased Participants Whose Beneficiaries
are Receiving Benefits (includes DROs)1,765,246 41.7%1,778,248 42.0%
7.Disabled Participants Receiving Benefits 0 0.0%0 0.0%
8.Miscellaneous Liability (Refunds in Process)118,808 2.8%118,808 2.8%
9.Total Actuarial Accrued Liability 66,636,808$ 1572.9%67,328,099$ 1589.3%
D.Assets (Table V)
1.Smoothed Value of Assets 58,929,456$ 1391.0%58,929,456$ 1391.0%
2.Market Value of Assets 58,544,989$ 1381.9%58,544,989$ 1381.9%
E.Unfunded Actuarial Accrued Liability
(C.9. - D.1.)7,707,352$ 181.9%8,398,643$ 198.2%
Current Assumptions
Summary of Retirement Plan Costs as of October 1, 2020
Prior Assumptions
City of Winter Springs Defined Benefit Plan 920
Table I
(Cont'd)
Cost % of Cost % of
Data Payroll Data Payroll
F.Minimum Required Contribution
1.Total Normal Cost (including expenses)413,741$ 9.8%423,391$ 10.0%
2.Amortization of Unfunded Liability 741,387 17.5%790,747 18.7%
3.Interest Adjustment 50,735 1.2%52,731 1.2%
4.Total Payment 1,205,863$ 28.5%1,266,869$ 29.9%
G.Expected payroll of active employees for FYE 2022
(1.000 x $4,236,443)4,236,443$ 100.0%4,236,443$ 100.0%
H.Contribution Sources (percent of expected 2022 payroll)
1.County and City 994,041$ 23.5%1,055,047$ 24.9%
2.Member 211,822 5.0%211,822 5.0%
3.Total required contribution 1,205,863$ 28.5%1,266,869$ 29.9%
I.Actuarial Gain / (Loss)(125,424)$ (3.0%)(125,424)$ (3.0%)
J.Actuarial Present Value of Vested Accrued Benefits
1.Retired, Terminated Vested, Beneficiaries
and Disabled Receiving Benefits 43,462,176$ 1025.9%43,828,169$ 1034.6%
2.Terminated Vested Participants Entitled to
Future Benefits and Miscellaneous 10,117,693 238.8%10,262,139 242.2%
3.Active Participants Entitled to Future Benefits 9,478,069 223.7%9,610,004 226.8%
4.Total Actuarial Present Value of Vested
Accrued Benefits 63,057,938$ 1488.5%63,700,312$ 1503.6%
K.Unfunded Actuarial Present Value of Vested
Accrued Benefits (J.4. - D.2., not less than zero)4,512,949$ 106.5%5,155,323$ 121.7%
L.Vested Benefit Security Ratio (D.2. ÷ J.4.)92.8%N/A 91.9%N/A
Summary of Retirement Plan Costs as of October 1, 2020
Current AssumptionsPrior Assumptions
City of Winter Springs Defined Benefit Plan 1021
Table II
Cost % of Cost % of Cost % of
Data Compensation Data Compensation Data Compensation
A.Participants
1.Active Employees 73 N/A 74 N/A 74 N/A
2.Terminated Vested 167 N/A 167 N/A 167 N/A
3.Receiving Benefits 125 N/A 131 N/A 131 N/A
4.Total Annual Payroll of Active Employees 4,325,321$ 100.0%4,236,443$ 100.0%4,236,443$ 100.0%
B.Total Normal Costs 470,973$ 10.9%413,741$ 9.8%423,391$ 10.0%
C.Actuarial Accrued Liability 64,659,208$ 1494.9%66,636,808$ 1572.9%67,328,099$ 1589.3%
D.Present Value of Future Benefits 67,251,079$ 1554.8%69,269,120$ 1635.1%70,042,511$ 1653.3%
E.Smoothed Value of Assets 54,759,146$ 1266.0%58,929,456$ 1391.0%58,929,456$ 1391.0%
F.Market Value of Assets 54,713,697$ 1265.0%58,544,989$ 1381.9%58,544,989$ 1381.9%
G.Unfunded Actuarial Accrued Liability
(C. - E.)9,900,062$ 228.9%7,707,352$ 181.9%8,398,643$ 198.2%
H.County and City Minimum Funding Payment 1,251,632$ 28.9%994,041$ 23.5%1,055,047$ 24.9%
I.Ratios
1.Vested Benefit Security Ratio 90.3%N/A 92.8%N/A 91.9%N/A
2.Funded Ratio (F. / C.)84.6%N/A 87.9%N/A 87.0%N/A
October 1, 2020
Prior Assumptions
Comparison of Cost Data of October 1, 2019 and October 1, 2020 Valuations
Current Assumptions
October 1, 2019 October 1, 2020
City of Winter Springs Defined Benefit Plan 1122
Table III
A.Active Plan Participants Summary
1.Active participants fully vested 50
2.Active participants partially vested 0
3.Active participants non-vested 24
4.Total active participants 74
5.Annual rate of pay of active participants 4,236,443$
B. Retired and Terminated Vested Participant Summary
1.Retired or terminated vested participants receiving
benefits 117
2.Terminated vested participants entitled to
future benefits 167
3.Deceased participants whose beneficiaries are
receiving benefits (includes DROs)14
4.Disabled participants receiving benefits 0
C. Projected Annual Retirement Benefits
1.Retired or terminated vested receiving benefits 3,876,731$
2.Terminated vested entitled to future benefits 1,632,301$
3.Beneficiaries of deceased participants (includes DROs)192,979$
4.Disabled participants 0$
Actuarial Valuation as of October 1, 2020
Characteristics of Participants in
City of Winter Springs Defined Benefit Plan 1223
Table IV
Assets Market Value
A.Cash and Cash Equivalents 515,192$
B.General Investments
1.Common Stock 38,703,802$
2.Bonds 10,198,150
3.Real Estate 5,574,338
4.Other 2,917,815
C.Receivables
1.Accrued Interest 0$
2.Employee Contribution Receivable 24,638
3.City and County Contributions Receivable 611,054
4.Accounts Receivable 0
D.Payables
1.Accounts Payable 0$
2.Due to Broker 0
E.Plan Assets
(A + B + C - D)58,544,989$
Statement of Assets as of October 1, 2020
City of Winter Springs Defined Benefit Plan 1324
Table V
A.Market Value of Assets as of October 1, 2019 54,713,697$
B.Receipts During Period
1.Contributions
a.Member 217,975$
b.City and County 3,213,927
c.Total 3,431,902$
2.Investment Income
a.Interest and dividends 793,550$
b.Realized / unrealized gains (losses)3,741,524
c.Investment expenses (281,074)
d.Net investment income 4,254,000$
3.Total receipts during period 7,685,902$
C.Disbursements During Period
1.Pension payments and contribution refunds 3,821,626$
2.Administrative expenses 32,984
3.Total disbursements during period 3,854,610$
D.Market Value of Assets as of September 30, 2020 58,544,989$
Reconciliation of Plan Assets
City of Winter Springs Defined Benefit Plan 1425
Table V
(Cont'd)
2019 2020 2021 2022 2023 2024
A.Preliminary total smoothed value from prior year 50,899,575$ 54,759,146$ 58,929,456$
B.Market value beginning of year 53,431,514 54,713,697 58,544,989
C.Market value end of year 54,713,697 58,544,989
D.Non-investment net cash flow (155,041) (422,708)
E.Investment return
1.Total market value return: C. - B. - D.1,437,224 4,254,000
2.Amount for immediate recognition (7.75% / 7.50%)4,134,934 4,087,676
3.Amount for phased-in recognition: E.1. - E.2.(2,697,710) 166,324
F.Phased-in recognition of investment return:
1.Current year (539,542) 33,265
2.First prior year 302,469 (539,542) 33,265
3.Second prior year 496,160 302,469 (539,542) 33,265
4.Third prior year 212,990 496,160 302,469 (539,542) 33,265
5.Fourth prior year (592,399) 212,990 496,160 302,471 (539,542) 33,264
6.Total phased-in recognition of investment return (120,322) 505,342 292,352 (203,806) (506,277) 33,264
G.Total smoothed value end of year
1.Preliminary total smoothed value end of year 54,759,146 58,929,456
A. + D. + E.2. + F.6.
2.Upper corridor limit: 120% of C.65,656,436 70,253,987
3.Lower corridor limit: 80% of C.43,770,958 46,835,991
4.Total smoothed value end of year:
G.1., not more than G.2., nor less than G.3.54,759,146 58,929,456
H.Difference between total market value and total smoothed value (45,449) (384,467)
I.Smoothed value rate of return 7.90%8.42%
J.Market value rate of return 2.69%7.81%
Development of Smoothed Value of Assets as of September 30
City of Winter Springs Defined Benefit Plan 1526
Table VI
A.Derivation of Actuarial Gain / (Loss)
1.City and County net normal cost previous valuation 254,707$
2.Unfunded actuarial accrued liability previous valuation 9,900,062
3.City and County contributions previous year 3,213,927
4.Interest on:
(a)City and County net normal cost 19,103$
(b)Unfunded actuarial accrued liability 742,505
(c)City and County contributions 120,522
(d)Net total: (a) + (b) - (c)641,086$
5.Increase / (decrease) in unfunded actuarial accrued liability due to
assumption changes 691,291$
6.Expected unfunded actuarial accrued liability current year:
(1. + 2. - 3. + 4. + 5.)8,273,219$
7.Actual unfunded actuarial accrued liability current year 8,398,643
8.Actuarial gain / (loss): (6. - 7.)(125,424)$
B.Approximate Portion of Gain / (Loss)
due to Investments
1.Smoothed value of assets previous year 54,759,146$
2.Contributions during period 3,431,902
3.Benefits and administrative expenses during period 3,854,610
4.Expected appreciation for period 4,091,084
5.Expected smoothed value of assets current year:
(1. + 2. - 3. + 4.)58,427,522$
6.Actual smoothed value of assets current year 58,929,456$
7.Approximate investment gain / (loss) due to investments: (6. - 5.)501,934$
C.Approximate Portion of Gain / (Loss)
due to Liabilities: A.8. - B.7.(627,358)$
Actuarial Gain / (Loss) for
Plan Year Ended September 30, 2020
City of Winter Springs Defined Benefit Plan 1627
Table VII
A.Unfunded Actuarial Accrued Liability
Unfunded Amortization
Date Liability Payment
October 1, 2020 8,398,643$ 790,747$
October 1, 2021 8,170,881$ 790,747$
October 1, 2022 7,926,264$ 790,747$
October 1, 2023 7,663,545$ 790,747$
October 1, 2024 7,381,385$ 790,747$
…
…
October 1, 2050 0$ 0$
B.Covered Payroll History
Covered Annual
Date Payroll Increase
October 1, 2020 4,236,443$ (2.1%)
October 1, 2019 4,325,321$ (14.2%)
October 1, 2018 5,042,067$ (8.9%)
October 1, 2017 5,537,207$ (6.4%)
October 1, 2016 5,916,189$ (13.9%)
October 1, 2015 6,868,214$ (3.2%)
October 1, 2014 7,093,513$ (4.5%)
October 1, 2013 7,431,031$ (9.6%)
October 1, 2012 8,216,342$ (7.4%)
October 1, 2011 8,875,836$ (13.9%)
October 1, 2010 10,304,054$ N/A
Ten-Year Average Annual Increase (8.5%)
Amortization of Unfunded Actuarial Accrued Liability
City of Winter Springs Defined Benefit Plan 1728
Table VIII
Prior Current
Assumptions Assumptions
10/01/2019 10/01/2020 10/01/2020
I.Number of Plan Members
a.Retirees and beneficiaries receiving benefits 125 131 131
b.Terminated plan members entitled to but not yet receiving benefits 167 167 167
c.Active plan members 73 74 74
d.Total 365 372 372
II.Financial Accounting Standards Board Allocation as of October 1, 2020
A.Statement of Accumulated Plan Benefits
1.Actuarial present value of accumulated vested plan benefits
a.Participants currently receiving benefits 38,318,553$ 43,462,176$ 43,828,169$
b.Other participants 22,281,079 19,595,762 19,872,143
c.Total 60,599,632$ 63,057,938$ 63,700,312$
2.Actuarial present value of accumulated
non-vested plan benefits 274,181$ 155,350$ 157,702$
3.Total actuarial present value of accumulated plan benefits 60,873,813$ 63,213,288$ 63,858,014$
B.Statement of Change in Accumulated Plan Benefits
1.Actuarial present value of accumulated plan benefits
as of October 1, 2019 60,873,813$
2.Increase (decrease) during year attributable to:
a.Plan amendment 0$
b.Change in actuarial assumptions 644,726
c.Benefits paid including refunds (3,821,626)
d.Other, including benefits accumulated, increase
for interest due to decrease in the discount period 6,161,101
e.Net increase 2,984,201$
3.Actuarial present value of accumulated plan benefits
as of October 1, 2020 63,858,014$
C.Significant Matters Affecting Calculations
1.Assumed rate of return used in determining actuarial present values 7.40%
2.Change in Plan provisions None.
3.Change in actuarial assumptions See Table X, Item L.
Accounting Disclosure Exhibit
City of Winter Springs Defined Benefit Plan 1829
Table VIII
(Cont'd)
III.Net Pension Liability and Related Ratios (GASB No. 67 & No. 68)
Projected
Measurement date 9/30/2014 9/30/2015 9/30/2016 9/30/2017 9/30/2018 9/30/2019 9/30/2020 9/30/2021 *
A.Total Pension Liability (TPL)
Service Cost 886,819$ 834,402$ 808,281$ 697,459$ 502,667$ 472,736$ 401,950$ 390,407$
Interest 3,666,120 3,851,130 4,059,813 4,229,901 4,452,760 4,693,091 4,736,276 4,853,732
Benefit Changes 0 0 0 0 0 0 0 0
Difference Between Actual and Expected Experience (581,481) (107,513) 275,994 (592,087) 124,345 1,281,355 569,125 661,000
Assumption Changes 0 8,107 0 526,115 2,531,601 0 479,182 691,291
Benefit Payments, including Refunds of Member Contributions (1,974,208) (2,202,769) (2,450,972) (2,679,408) (2,935,206) (3,276,412) (3,821,626) (4,255,076)
Net Change in Total Pension Liability 1,997,250$ 2,383,357$ 2,693,116$ 2,181,980$ 4,676,167$ 3,170,770$ 2,364,907$ 2,341,354$
Total Pension Liability (TPL) - (beginning of year)46,508,261 48,505,511 50,888,868 53,581,984 55,763,964 60,440,131 63,610,901 65,975,808
Total Pension Liability (TPL) - (end of year)48,505,511$ 50,888,868$ 53,581,984$ 55,763,964$ 60,440,131$ 63,610,901$ 65,975,808$ 68,317,162$
B.Plan Fiduciary Net Position
Contributions - City and County 2,527,508$ 2,392,948$ 2,586,936$ 2,605,753$ 2,635,968$ 2,924,706$ 3,213,927$ 1,251,632$
Contributions - Member 369,500 358,106 479,257 342,209 460,745 265,688 217,975 211,822
Net Investment Income 3,885,344 5,160 4,077,452 5,851,493 5,243,193 1,437,224 4,254,000 4,227,819
Benefit Payments, including Refunds of Member Contributions (1,974,208) (2,202,769) (2,450,972) (2,679,408) (2,935,206) (3,276,412) (3,821,626) (4,255,076)
Administrative Expenses (159,424) (11,937) (28,208) (55,697) (64,770) (69,023) (32,984) (32,984)
Other 0 0 0 0 0 0 0 0
Net Change in Plan Fiduciary Net Position 4,648,720$ 541,508$ 4,664,465$ 6,064,350$ 5,339,930$ 1,282,183$ 3,831,292$ 1,403,213
Plan Fiduciary Net Position - (beginning of year)32,172,541 36,821,261 37,362,769 42,027,234 48,091,584 53,431,514 54,713,697 58,544,989
Plan Fiduciary Net Position - (end of year)36,821,261$ 37,362,769$ 42,027,234$ 48,091,584$ 53,431,514$ 54,713,697$ 58,544,989$ 59,948,202$
C.Net Pension Liability (NPL) - (end of year): (A) - (B)11,684,250$ 13,526,099$ 11,554,750$ 7,672,380$ 7,008,617$ 8,897,204$ 7,430,819$ 8,368,960$
D.Plan Fiduciary Net Position as a Percentage of TPL: (B) / (A)75.91 %73.42 %78.44 %86.24 %88.40 %86.01 %88.74 %87.75 %
E.Covered Employee Payroll **7,369,943$ 7,070,355$ 6,671,503$ 5,846,435$ 5,342,971$ 4,800,755$ 4,334,163$ 4,236,443$
F.NPL as a Percentage of Covered Employee Payroll: (C) / (E) 158.54 %191.31 %173.20 %131.23 %131.17 %185.33 %171.45 %197.55 %
G.Notes to Schedule:
Valuation Date 10/01/2013 10/01/2014 10/01/2015 10/01/2016 10/01/2017 10/01/2018 10/01/2019 10/01/2020
Reporting Date (GASB No. 68)9/30/2015 9/30/2016 9/30/2017 9/30/2018 9/30/2019 9/30/2020 9/30/2021 9/30/2022
Update procedures were used to roll forward the TPL to the measurement date.
See Table VIII, Item V. for a history of benefit changes and assumption changes.
*Projected - actual amounts will be available after fiscal year end.
**Reported payroll on which contributions to the Plan are based as provided under GASB No. 82.
Accounting Disclosure Exhibit
City of Winter Springs Defined Benefit Plan 19
30
Table VIII
(Cont'd)
IV.Schedule of Employer Contributions (GASB No. 67 & No. 68)
Actuarially Contribution Actual Contribution
Fiscal Year Determined Actual Deficiency /Covered as a % of
End 9/30 Contribution Contribution 1 (Excess)Payroll 2 Covered Payroll
2011 2,616,924$ 2,616,924$ 0$ 10,304,054$ 25.40%
2012 1,965,643 1,913,717 51,926 8,875,836 21.56%
2013 2,258,769 2,258,798 (29) 8,216,342 27.49%
2014 2,474,578 2,527,508 (52,930) 7,369,943 34.29%
2015 2,230,908 2,392,948 (162,040) 7,070,355 33.84%
2016 2,067,445 2,586,936 (519,491) 6,671,503 38.78%
2017 1,831,495 2,605,753 (774,258) 5,846,435 44.57%
2018 1,613,548 2,635,968 (1,022,420) 5,342,971 49.34%
2019 1,484,498 2,924,706 (1,440,208) 4,800,755 60.92%
2020 1,389,125 3,213,927 (1,824,802) 4,334,163 74.15%
2021 3 1,251,632 1,251,632 0 4,236,443 29.54%
1 Per City CAFR prior to September 30, 2014
2
3 Projected - actual amounts will be available after fiscal year end
Accounting Disclosure Exhibit
Reported payroll on which contributions to the Plan are based as provided under GASB No.82 (projected prior to fiscal year
ended September 30, 2014)
City of Winter Springs Defined Benefit Plan 2031
Table VIII
(Cont'd)
V.Notes to Schedule of Contributions (GASB No. 67 & No. 68)
Valuation Date:
Methods and Assumptions Used to Determine Contribution Rates for Fiscal Year Ending September 30, 2021:
Actuarial Cost Method
Amortization Method
Amortization Period
Asset Valuation Method
Inflation
Salary Increases
Investment Rate of Return 7.50%
Retirement Age
Mortality
Accounting Disclosure Exhibit
Actuarially determined contributions are calculated as of October 1st -two years prior the
fiscal year end in which contributions are reported.
Entry Age Normal
Level dollar, closed
For disabled General Employee participants,PUB-2010 Headcount Weighted General
Disabled Retiree Mortality Table,separate rates for males and females,both set forward 3
years,with fully generational mortality improvements projected to each future decrement
date with Scale MP-2018.
5-year smoothed market
2.75%
3.0% - 4.5%
Experience-based table of rates that are specific to the type of eligibility condition
For healthy General Employee participants during employment,PUB-2010 Headcount
Weighted General Below Median Employee Mortality Table,separate rates for males and
females,set back 1 year for male,with fully generational mortality improvements
projected to each future decrement date with Scale MP-2018.
For healthy Firefighter,Police Officer and Forensic Professional participants during
employment,PUB-2010 Headcount Weighted Safety Employee Female Mortality Table and
Safety Below Median Employee Male Mortality Table,both set forward 1 year,with fully
generational mortality improvements projected to each future decrement date with Scale
MP-2018.
For healthy General Employee participants post employment,PUB-2010 Headcount
Weighted General Below Median Healthy Retiree Mortality Table,separate rates for males
and females,set back 1 year for male,with fully generational mortality improvements
projected to each future decrement date with Scale MP-2018.
For healthy Firefighter,Police Officer and Forensic Professional participants post
employment,PUB-2010 Headcount Weighted Safety Healthy Retiree Female Mortality
Table and Safety Below Median Healthy Retiree Male Mortality Table,both set forward 1
year,with fully generational mortality improvements projected to each future decrement
date with Scale MP-2018.
For disabled Firefighter,Police Officer and Forensic Professional participants,80%PUB-
2010 Headcount Weighted General Disabled Retiree Mortality Table /20%PUB-2010
Headcount Weighted Safety Disabled Retiree Mortality Table,separate rates for males and
females,with fully generational mortality improvements projected to each future
decrement date with Scale MP-2018.
30 years
City of Winter Springs Defined Benefit Plan 2132
Table VIII
(Cont'd)
V.Notes to Schedule of Contributions (GASB No. 67 & No. 68) (cont'd)
Other Information:
Benefit Changes
Assumption Changes
VI.Discount Rate (GASB No. 67 & No. 68)
VII.Sensitivity of the NPL to the Discount Rate Assumption (GASB No. 67 & No. 68)
Current
1% Decrease Discount Rate 1% Increase
Discount Rate 6.50%7.50%8.50%
NPL 14,896,257$ 7,430,819$ 1,152,490$
Current
1% Decrease Discount Rate 1% Increase
Discount Rate 6.40%7.40%8.40%
NPL 16,018,034$ 8,368,960$ 1,940,936$
* Projected - actual amounts will be available after fiscal year end
Accounting Disclosure Exhibit
Discount rates of 7.50%and 7.40%were used to measure the September 30,2020 and September 30,2021 TPL,
respectively.These discount rates were based on the expected rate of return on Plan investments of 7.50%and
7.40%.The projection of cash flows used to determine these discount rates assumed member contributions will
be made at the current member contribution rate and City and County contributions will be made at rates equal
to the difference between actuarially determined contribution rates and the member contribution rate.Based
upon these assumptions,the Plan's fiduciary net position was projected to be available to make all projected
future expected benefit payments of current Plan members.Therefore,the long-term expected rate of return
on Plan investments was applied to all periods of projected benefit payments to determine the TPL.
Measurement date: September 30, 2021 *
Measurement date: September 30, 2020
2019:Investment return,mortality rates and disability rates updated.2017:Investment return,salary increase,
withdrawal and retirement rates updated. 2016: Mortality rates updated. 2014: Disability rates updated.
2011:Plan closed to future general employees;pensionable earnings to base pay,overtime -maximum 150
hours and accrued leave balance as of July 1,2011;vesting schedule updated;unreduced early retirement
eligibility updated;final average pay updated to five year average and future service benefit accrual rate reduced
for general employees.
City of Winter Springs Defined Benefit Plan 2233
Table VIII
(Cont'd)
VIII.
Pension Expense for Fiscal Year Ending September 30, 2021 1,821,152$
Deferred Outflows
of Resources
Deferred Inflows
of Resources
234,346$ 0$
Changes of assumptions or other inputs 197,310 0
384,467 0
Total 816,123$ 0$
1,251,632$
Year Ending
30-Sep Amount
2022 139,304$
2023 203,806
2024 506,277
2025 (33,264)
2026 0
Thereafter 0
Pension Expense and Deferred Outflows of Resources and Deferred Inflows of Resources Related to
Pensions - Reporting Date (GASB No. 68)
Summary of Outstanding Deferred Inflows and Outflows of Resources as of September 30, 2021
Differences between actual and expected experience on
liabilities
Net difference between projected and actual earnings on
pension Plan investments
Summary of Deferred Outflows and Inflows of Resources that to Be Recognized in Pension Expense in
Future Years.
Projected Deferred Outflows for County and City Contributions to Be Recognized
after the Measurement Date
Accounting Disclosure Exhibit
City of Winter Springs Defined Benefit Plan 2334
Table VIII
(Cont'd)
The following information is not required to be disclosed but is provided for informational purposes.
IX.Components of Pension Expense (GASB No. 68)
Projected
Measurement Date 9/30/2014 9/30/2015 9/30/2016 9/30/2017 9/30/2018 9/30/2019 9/30/2020 9/30/2021 *
Service Cost 886,819$ 834,402$ 808,281$ 697,459$ 502,667$ 472,736$ 401,950$ 390,407$
Interest on Total Pension Liability 3,666,120 3,851,130 4,059,813 4,229,901 4,452,760 4,693,091 4,736,276 4,853,732
Current-Period Benefit Changes 0 0 0 0 0 0 0 0
(369,500) (358,106) (479,257) (342,209) (460,745) (265,688) (217,975) (211,822)
Projected Earnings on Plan Investments (2,604,338) (2,967,155) (3,012,502) (3,370,693) (3,730,846) (4,134,934) (4,087,676) (4,227,819)
Administrative Expenses 159,424 11,937 28,208 55,697 64,770 69,023 32,984 32,984
Other Changes in Plan Fiduciary Net Position 0 0 0 0 0 0 0 0
(126,409) (149,527) (78,759) (99,375) 1,158,437 1,917,785 1,460,935 1,182,929
(256,201) 336,198 123,208 (372,952) (675,422) 120,322 (505,342) (292,352)
Total Pension Expense 1,355,915$ 1,558,879$ 1,448,992$ 797,828$ 1,311,621$ 2,872,335$ 1,821,152$ 1,728,059$
* Projected - actual amounts will be available after measurement date
Contributions - Member
Recognition of Beginning Deferred Outflows /
(Inflows) due to Liabilities
Recognition of Beginning Deferred Outflows /
(Inflows) due to Assets
Accounting Disclosure Exhibit
City of Winter Springs Defined Benefit Plan 2435
Table VIII
(Cont'd)
The following information is not required to be disclosed but is provided for informational purposes.
X.Recognition of Deferred Outflows and (Inflows) due to Liabilities - Measurement Date (GASB No. 68)
Recognition of Deferred Outflows due to Differences Between Actual and Expected Experience on Liabilities
Established Initial Balance
Initial
Recognition
Period
Remaining
Recognition
Period as of
9/30/2020
Recognition
Amount for
2019 / 2020
Balance as of
9/30/2020
2016 / 2017 0$ 3.2 0.0 0$ 0$
2017 / 2018 124,345$ 2.2 0.0 11,305$ 0$
2018 / 2019 1,281,355$ 1.9 0.0 606,958$ 0$
2019 / 2020 569,125$ 1.7 0.7 334,779$ 234,346$
TOTAL 953,042$ 234,346$
Recognition of Deferred (Inflows) due to Differences Between Actual and Expected Experience on Liabilities
Established Initial Balance
Initial
Recognition
Period
Remaining
Recognition
Period as of
9/30/2020
Recognition
Amount for
2019 / 2020
Balance as of
9/30/2020
2016 / 2017 (592,087)$ 3.2 0.0 (37,006)$ 0$
2017 / 2018 0$ 2.2 0.0 0$ 0$
2018 / 2019 0$ 1.9 0.0 0$ 0$
2019 / 2020 0$ 1.7 0.7 0$ 0$
TOTAL (37,006)$ 0$
Recognition of Deferred Outflows due to Changes of Assumptions or Other Inputs
Established Initial Balance
Initial
Recognition
Period
Remaining
Recognition
Period as of
9/30/2020
Recognition
Amount for
2019 / 2020
Balance as of
9/30/2020
2016 / 2017 526,115$ 3.2 0.0 32,882$ 0$
2017 / 2018 2,531,601$ 2.2 0.0 230,145$ 0$
2018 / 2019 0$ 1.9 0.0 0$ 0$
2019 / 2020 479,182$ 1.7 0.7 281,872$ 197,310$
TOTAL 544,899$ 197,310$
Accounting Disclosure Exhibit
City of Winter Springs Defined Benefit Plan 2536
Table VIII
(Cont'd)
The following information is not required to be disclosed but is provided for informational purposes.
X.Recognition of Deferred Outflows and (Inflows) due to Liabilities - Measurement Date (GASB No. 68) (cont'd)
Recognition of Deferred (Inflows) due to Changes of Assumptions or Other Inputs
Established Initial Balance
Initial
Recognition
Period
Remaining
Recognition
Period as of
9/30/2020
Recognition
Amount for
2019 / 2020
Balance as of
9/30/2020
2016 / 2017 0$ 3.2 0.0 0$ 0$
2017 / 2018 0$ 2.2 0.0 0$ 0$
2018 / 2019 0$ 1.9 0.0 0$ 0$
2019 / 2020 0$ 1.7 0.7 0$ 0$
TOTAL 0$ 0$
XI.Recognition of Deferred Outflows and (Inflows) due to Assets - Measurement Date (GASB No. 68)
Established Initial Balance
Initial
Recognition
Period
Remaining
Recognition
Period as of
9/30/2020
Recognition
Amount for
2019 / 2020
Balance as of
9/30/2020
2015 / 2016 (1,064,950)$ 5 0 (212,990)$ 0$
2016 / 2017 (2,480,800)$ 5 1 (496,160)$ (496,160)$
2017 / 2018 (1,512,347)$ 5 2 (302,469)$ (604,940)$
2018 / 2019 2,697,710$ 5 3 539,542$ 1,618,626$
2019 / 2020 (166,324)$ 5 4 (33,265)$ (133,059)$
TOTAL (505,342)$ 384,467$
Recognition of Deferred Outflows / (Inflows) due to Difference Between Projected and Actual Earnings on
Pension Plan Investments
Accounting Disclosure Exhibit
City of Winter Springs Defined Benefit Plan 2637
Table IX
A.Effective Date
B.Eligibility Requirements
C.Accrual Service
D.Compensation
E.Final Average Compensation
F.Normal Retirement
1.Eligibility:
(a)Attainment of age 65; or
(b)Completion of 30 years of service and determined to be disabled under the City's long term
disability insurance policy.
Years of Accrual Service are any Plan Years during which an Employee completes at least 1,000 hours of
service, including years of service completed prior to participation in the Plan.
Average earnings during the best five (5)consecutive Plan Years out of the last ten (10)Plan Years
preceding termination or retirement,but not less than the three (3)highest consecutive compensation
periods during employment with the City as of September 30, 2011.
Outline of Principal Provisions of the Retirement Plan
Plan adopted as a Money Purchase Floor Offset plan on October 1,1997.Plan amended and restated as a
Defined Benefit Plan effective October 1,2000.Plan most recently amended by Resolution 2017-10
adopted November 13, 2017.
General Employees hired prior to October 1,2011,Police Officers and Forensic Professionals working 30 or
more hours per week are eligible to join the Plan on the first day of the month following completion of six
(6)months of service.Electing transferring Firefighters as of October 2,2008 under the Agreement with
the County.
Wages,salaries and other amounts received (whether or not paid in cash)for personal services actually
rendered in the course of employment.Effective October 10,2011 Compensation shall exclude
commissions,bonuses,overtime pay in excess of one hundred fifty (150)hours per Plan year and
payments for accrued leave in excess of the dollar amount of an Employee's accrued leave balance on July
1, 2011.
City of Winter Springs Defined Benefit Plan 2738
Table IX
(Cont'd)
2.Benefit:
G.Early Retirement
1.Eligibility:
(a)Attainment of age 55 and completion of 15 years of service; or
(b)
2.Benefit:
H.Late Retirement
1.Eligibility:
Continued employment beyond Normal Retirement Date.
2.Benefit:
(a)
(b)
I.Disability Retirement
1.Eligibility:
2.Benefit:
Accrued benefit calculated as for Normal Retirement based upon service and pay at Disability
Retirement Date.
Greater of (a) and (b):
Accrued benefit calculated as for Normal Retirement based upon service and pay at Late
Retirement Date.
Actuarially increased benefit as of Late Retirement Date.
Completion of 30 years of service and determined to be disabled under the City's long term disability
insurance policy.
Completion of 25 years of service.
Benefit accrued to date of early retirement,actuarially reduced for each year early retirement benefit
commencement precedes age 55.A participant as of September 30,2011 who attains age 55 and
completes 10 or more years of service but less than 15 years of service may receive the accrued
benefit as of September 30,2011 payable without actuarial reduction plus the accrued benefit earned
after September 30, 2011 payable with actuarial reduction from normal retirement date.
Outline of Principal Provisions of the Retirement Plan
For Firefighters,Police Officers and Forensic Professionals,3.00%times Final Average Compensation
multiplied by Accrual Service, up to a maximum of 30 years.
For General Employees,3.00%times Accrual Service earned through September 30,2011 times Final
Average Compensation plus 2.50%times Accrual Service earned after September 30,2011 times Final
Average Compensation, up to a maximum of 30 years of Accrual Service.
City of Winter Springs Defined Benefit Plan 2839
Table IX
(Cont'd)
J.Death Benefit
K.Participant Contributions
L.Vested Benefit Upon Termination
Years of Service Vested Percentage
Less Than 7 0%
7 or More 100%
M.Normal Form of Payment of Retirement Income
Other Options
N.Changes Since Previous Valuation
Outline of Principal Provisions of the Retirement Plan
100%vested in required participant contributions.Participant contributions made after October 1,2000
are included in the deferred vested benefit payable at normal or early retirement date.
Upon termination of service prior to normal or early retirement date a participant shall be entitled to a
benefit payable at normal or early retirement date calculated as for normal retirement.Based upon pay
and service at date of termination multiplied by a percentage from the following table.
None.
Five percent (5%) of compensation.
Monthly benefit payable for life.
Actuarially equivalent joint and survivor at 50%, 75%, 100%; or ten (10) years certain and life.
Beneficiary entitled to a monthly benefit supported by the present value of the non-forfeitable accrued
benefit at the time of the participant's death.If death occurs after actual retirement,the beneficiary
receives whatever is payable under the form of benefit option elected.
City of Winter Springs Defined Benefit Plan 2940
Table X
A.Mortality
Firefighter, Police Officer and Forensic Professional participants:
Sample
Ages
(2020)Men Women Men Women
55 30.45 34.32 27.59 31.17
60 25.51 29.26 23.01 26.39
62 23.58 27.25 21.28 24.55
Sample
Ages
(2040)Men Women Men Women
55 32.09 35.81 29.48 33.00
60 27.08 30.70 24.79 28.13
62 25.11 28.67 23.00 26.25
General Employee participants:
Pre-retirement
Expectancy (Years)
Future Life
Pre-retirement
Expectancy (Years)Expectancy (Years)
Future Life
For healthy participants post employment,PUB-2010 Headcount Weighted General Below Median
Healthy Retiree Mortality Table,separate rates for males and females,set back 1 year for male,with fully
generational mortality improvements projected to each future decrement date with Scale MP-2018.
For healthy participants during employment,PUB-2010 Headcount Weighted General Below Median
Employee Mortality Table,separate rates for males and females,set back 1 year for male,with fully
generational mortality improvements projected to each future decrement date with Scale MP-2018.
For healthy participants post employment,PUB-2010 Headcount Weighted Safety Healthy Retiree Female
Mortality Table and Safety Below Median Healthy Retiree Male Mortality Table,both set forward 1 year,
with fully generational mortality improvements projected to each future decrement date with Scale MP-
2018.
For healthy participants during employment,PUB-2010 Headcount Weighted Safety Employee Female
Mortality Table and Safety Below Median Employee Male Mortality Table,both set forward 1 year,with
fully generational mortality improvements projected to each future decrement date with Scale MP-2018.
Used in the Valuation
Actuarial Assumptions and Actuarial Cost Methods
Post-retirement
Expectancy (Years)
Future Life
Post-retirement
For disabled participants,80%PUB-2010 Headcount Weighted General Disabled Retiree Mortality Table /
20%PUB-2010 Headcount Weighted Safety Disabled Retiree Mortality Table,separate rates for males
and females, without projected mortality improvements.
Future Life
City of Winter Springs Defined Benefit Plan 3041
Table X
(Cont'd)
A.Mortality (cont'd)
Sample
Ages
(2020)Male Female Male Female
55 32.58 35.02 28.63 32.38
60 27.74 30.00 24.55 27.84
62 25.85 28.02 22.93 26.02
Sample
Ages
(2040)Male Female Male Female
55 34.22 36.50 30.64 34.15
60 29.30 31.44 26.40 29.51
62 27.37 29.43 24.72 27.63
B.Investment Return
C.Allowances for Expenses or Contingencies
D.Salary Increase Factors
General Firefighters and
Service Employees Police Officers
Less than 5 years 4.50%4.50%
5 - 14 years 3.25%3.25%
15 - 20 years 3.00%3.25%
20+ years 3.00%3.00%
Actuarial Assumptions and Actuarial Cost Methods
Used in the Valuation
Expectancy (Years)
Future Life
Post-retirement
Expectancy (Years)
Future Life
Pre-retirement
Prior year's actual administrative expenses are included in normal cost.
Current salary is assumed to increase at a rate based on the table below per year until retirement -includes
assumed wage inflation of 3.0%.
Forensic Professionals,
For disabled participants,PUB-2010 Headcount Weighted General Disabled Retiree Mortality Table,separate
rates for males and females, both set forward 3 years, without projected mortality improvements.
Expectancy (Years)
Future Life
Pre-retirement
Expectancy (Years)
Future Life
Post-retirement
7.40%, compounded annually, net of investment expenses - includes assumed inflation of 2.75%.
City of Winter Springs Defined Benefit Plan 3142
Table X
(Cont'd)
E.Employee Withdrawal Rates
Service Male Female Male Female
Less than 5 years 20.5%15.5%13.5%4.0%
5 - 9 years 8.0%12.0%9.0%4.0%
10+ years 4.5%5.0%4.5%4.0%
F.Disability Rates
1.
General All Other
Age Employees Employees
< 40 0.001%0.005%
45 0.001%0.050%
50 0.002%0.050%
55 0.005%0.090%
60 0.006%0.090%
65 0.001%0.090%
2.
General All Other
Age Employees Employees
20 0.00%0.02%
25 0.01%0.02%
30 0.01%0.04%
35 0.01%0.04%
40 0.02%0.04%
45 0.04%0.04%
50 0.08%0.07%
55 0.16%0.07%
60 0.21%0.07%
65 0.04%0.07%
Non-duty disability rates for General Employees,Forensic Professionals,Firefighters and Police Officers
were used in accordance with the following illustrative example.
The disability assumptions are the disability assumptions used in the July 1, 2020 FRS Actuarial Valuation.
Actuarial Assumptions and Actuarial Cost Methods
Used in the Valuation
Line-of-duty disability rates for General Employees,Forensic Professionals,Firefighters and Police
Officers were used in accordance with the following illustrative example.
General
Employees
Forensic Professionals,
Firefighters and Police Officers
Withdrawal rates were used in accordance with the following illustrative example.
City of Winter Springs Defined Benefit Plan 3243
Table X
(Cont'd)
G.Assumed Retirement Age
Retirement rates were used in accordance with the following tables.
1.For Forensic Professionals, Police Officers and Firefighters:
Age 0 - 9 10 - 14 15 - 24 25 - 29 30 or more
Under 55 0.0%0.0%0.0%3.5%40.0%
55 0.0%5.0%25.0%70.0%80.0%
56 - 64 0.0%5.0%7.5%7.5%10.0%
65 and above 100.0%100.0%100.0%100.0%100.0%
2.For General Employees:
Age 0 - 14 15 - 24 25 or more
Under 55 0%0%0%
55 - 64 4%18%12%
65 and above 100%100%100%
H.Marital Assumptions
1.
2.
I.Interest on Future Participant Contributions
3.75%, compounded annually.
J.Asset Valuation Method
The method used for determining the smoothed value of assets phases in the deviation between the expected
and actual return on assets at the rate of 20%per year.The smoothed value of assets will be further adjusted
to the extent necessary to fall within the corridor whose lower limit is 80%of the fair market value of Plan
assets and whose upper limit is 120%of the fair market value of Plan assets -adjusted for equation of balance
October 1, 2010.
100% of active members are assumed to be married.
Females are assumed to be three (3) years younger than their male spouses.
Years of Service
Actuarial Assumptions and Actuarial Cost Methods
Used in the Valuation
Years of Service
City of Winter Springs Defined Benefit Plan 3344
Table X
(Cont'd)
K.Cost Method
L.Changes Since Previous Valuation
1.Mortality for Disabled participants were:
Firefighter, Police Officer and Forensic Professional participants:
General Employee participants:
2.Investment Return was:
7.50%, compounded annually, net of investment expenses - includes assumed inflation of 2.75%.
PUB-2010 Headcount Weighted General Disabled Retiree Mortality Table,separate rates for males and
females,both set forward 3 years,with fully generational mortality improvements projected to each
future decrement date with Scale MP-2018.
80%PUB-2010 Headcount Weighted General Disabled Retiree Mortality Table /20%PUB-2010
Headcount Weighted Safety Disabled Retiree Mortality Table,separate rates for males and females,with
fully generational mortality improvements projected to each future decrement date with Scale MP-2018.
Actuarial Assumptions and Actuarial Cost Methods
Used in the Valuation
Under this method the normal cost for each active employee is the amount which is calculated to be a level
percentage of pay that would be required annually from his entry age to his assumed retirement age to fund
his estimated benefits,assuming the Plan had always been in effect.The normal cost for the Plan is the sum
of such amounts for all employees.The actuarial accrued liability as of any valuation date for each active
employee or inactive employee who is eligible to receive benefits under the Plan is the excess of the actuarial
present value of estimated future benefits over the actuarial present value of current and future normal
costs.The unfunded actuarial accrued liability as of any valuation date is the excess of the actuarial accrued
liability over the assets of the Plan.
Normal Retirement, Termination, Disability, and Death Benefits: Entry Age Normal Cost Method
Vested Normal Retirement, Termination, Disability, and Death Benefits: Unit Credit Cost Method
Under this method,the actuarial present value of vested accrued benefits is an amount calculated to be the
sum of the present values of each individual's vested accrued or earned benefit under the Plan as of the
valuation date. Each individual's calculation is based on pay and service as of the valuation date.
City of Winter Springs Defined Benefit Plan 3445
Table XI
Attained
Age Group 0 - 4 5 - 9 10 - 14 15 - 19 20 - 24 25 - 29 30 & Over Total
Under 25 -------0
25 - 29 -------0
30 - 34 -------0
35 - 39 -------0
40 - 44 -------0
45 - 49 -------0
50 - 54 -------0
55 - 59 -------0
60 - 64 ----1 --1
65 & Over -------0
TOTAL 0 0 0 0 1 0 0 1
10/01/2019 10/01/2020Average Attained Age 58.16 years 60.07 yearsAverage Hire Age 30.49 years 36.07 yearsAverage Pay 89,443$ 76,182$
Percent Female 0.0%0.0%
and Service Groups as of October 1, 2020
---------------------------------------------COMPLETED YEARS OF SERVICE---------------------------------------------
Distribution by Attained Age Groups
Firefighters
City of Winter Springs Defined Benefit Plan 3546
Table XI
(Cont'd)
Attained
Age Group 0 - 4 5 - 9 10 - 14 15 - 19 20 - 24 25 - 29 30 & Over Total
Under 25 -------0
25 - 29 -------0
30 - 34 -1 -----1
35 - 39 --1 ----1
40 - 44 --1 4 3 --8
45 - 49 -----1 -1
50 - 54 ---1 ---1
55 - 59 --1 3 --1 5
60 - 64 --1 1 -1 -3
65 & Over --1 ----1
TOTAL 0 1 5 9 3 2 1 21
10/01/2019 10/01/2020
Average Attained Age 50.12 years 50.11 years
Average Hire Age 32.76 years 32.63 years
Average Pay 55,464$ 54,136$
Percent Female 32.1%28.6%
---------------------------------------------COMPLETED YEARS OF SERVICE---------------------------------------------
Distribution by Attained Age Groups
and Service Groups as of October 1, 2020
General Employees
City of Winter Springs Defined Benefit Plan 3647
Table XI
(Cont'd)
Attained
Age Group 0 - 4 5 - 9 10 - 14 15 - 19 20 - 24 25 - 29 30 & Over Total
Under 25 7 ------7
25 - 29 9 ------9
30 - 34 4 1 2 ----7
35 - 39 2 -1 3 ---6
40 - 44 1 1 -2 1 --5
45 - 49 ----2 3 -5
50 - 54 ---1 4 1 1 7
55 - 59 -1 -1 1 --3
60 - 64 --1 ----1
65 & Over -------0
TOTAL 23 3 4 7 8 4 1 50
10/01/2019 10/01/2020
Average Attained Age 41.07 years 38.58 years
Average Hire Age 28.54 years 28.02 years
Average Pay 60,240$ 58,549$
Percent Female 17.5%20.0%
and Service Groups as of October 1, 2020
---------------------------------------------COMPLETED YEARS OF SERVICE---------------------------------------------
Distribution by Attained Age Groups
Police Officers
City of Winter Springs Defined Benefit Plan 3748
Table XI
(Cont'd)
Attained
Age Group 0 - 4 5 - 9 10 - 14 15 - 19 20 - 24 25 - 29 30 & Over Total
Under 25 -------0
25 - 29 -------0
30 - 34 -------0
35 - 39 -------0
40 - 44 1 ---1 --2
45 - 49 -------0
50 - 54 -------0
55 - 59 -------0
60 - 64 -------0
65 & Over -------0
TOTAL 1 0 0 0 1 0 0 2
10/01/2019 10/01/2020
Average Attained Age 36.71 years 43.83 years
Average Hire Age 23.71 years 31.33 years
Average Pay 47,196$ 47,975$
Percent Female 100.0%100.0%
---------------------------------------------COMPLETED YEARS OF SERVICE---------------------------------------------
Distribution by Attained Age Groups
and Service Groups as of October 1, 2020
Forensic Professionals
City of Winter Springs Defined Benefit Plan 3849
Table XI
(Cont'd)
Attained
Age Group 0 - 4 5 - 9 10 - 14 15 - 19 20 - 24 25 - 29 30 & Over Total
Under 25 7 ------7
25 - 29 9 ------9
30 - 34 4 2 2 ----8
35 - 39 2 -2 3 ---7
40 - 44 2 1 1 6 5 --15
45 - 49 ----2 4 -6
50 - 54 ---2 4 1 1 8
55 - 59 -1 1 4 1 -1 8
60 - 64 --2 1 1 1 -5
65 & Over --1 ----1
TOTAL 24 4 9 16 13 6 2 74
10/01/2019 10/01/2020
Average Attained Age 45.12 years 42.28 years
Average Hire Age 30.10 years 29.52 years
Average Pay 59,251$ 57,249$
Percent Female 24.7%24.3%
and Service Groups as of October 1, 2020
---------------------------------------------COMPLETED YEARS OF SERVICE---------------------------------------------
Distribution by Attained Age Groups
All Members
City of Winter Springs Defined Benefit Plan 3950
Table XII
A.Entitled to Deferred Benefits
Current Age Total Average
Group Count Annual Benefit Annual Benefit
Less than 40 23 135,963$ 5,911$
40 - 44 27 286,656 10,617
45 - 49 42 514,324 12,246
50 - 54 31 455,904 14,707
55 - 59 21 124,432 5,925
60 - 64 15 91,013 6,068
65 - 69 3 12,969 4,323
70 - 74 3 8,651 2,884
75 & Over 2 2,389 1,195
TOTAL 167 1,632,301$ 9,774$
B.Receiving Benefits
Current Age Total Average
Group Count Annual Benefit Annual Benefit
Less than 50 2 18,664$ 9,332$
50 - 54 3 128,166 42,722
55 - 59 27 1,042,357 38,606
60 - 64 33 1,438,816 43,600
65 - 69 24 619,470 25,811
70 - 74 24 493,818 20,576
75 - 79 12 244,854 20,405
80 - 84 4 71,653 17,913
85 & Over 2 11,912 5,956
TOTAL 131 4,069,710$ 31,066$
Statistics for Participants Entitled to Deferred Benefits
and Participants Receiving Benefits
City of Winter Springs Defined Benefit Plan 4051
Table XIII
A.Active Participants
1.Active participants previous year 73
2.Retired during year (6)
3.Died during year 0
4.Disabled during year 0
5.Terminated non-vested during year (3)
6.Terminated vested during year (4)
7.New active participants 14
8.Out on military leave 0
9.Rehired during year 0
10.Transferred to DC Plan 0
11.Active participants current year 74
B.Participants Receiving Benefits
1.Participants receiving benefits previous year 125
2.New retired participants 6
3.New DRO recipient 0
4.New terminated vested receiving benefits 4
5.New beneficiaries receiving benefits 0
6.Died or ceased payment during year (4)
7.Retired or terminated vested receiving benefits current year 131
C.Terminated Vested Participants Entitled to Future Benefits
1.Terminated vested entitled previous year 167
2.Died during year 0
3.Commenced receiving benefits during year (4)
4.New terminated vested 4
5.Terminated vested refunded employee contributions 0
6.Rehired 0
7.Terminated vested entitled current year 167
Reconciliation of Employee Data
City of Winter Springs Defined Benefit Plan 4152
Table XIV
Projected Total
Fiscal Year Ending Annual Payout
2021 4,255,076$
2022 4,489,777$
2023 4,716,130$
2024 4,836,142$
2025 4,947,919$
2026 5,155,982$
2027 5,391,902$
2028 5,519,056$
2029 5,671,020$
2030 5,659,974$
Projected Retirement Benefits
The above projected payout of Plan benefits during the next ten years is based on assumptions involving all
decrements.Actual payouts may differ from the above estimates depending upon the death,salary and
retirement experience of the Plan.However,since the projected payment is recomputed each valuation date,
there is an automatic correction to the extent that actual experience varies from expected experience.
City of Winter Springs Defined Benefit Plan 4253
Table XV
Year Benefits Administrative Employee City / County Smoothed
Ending Paid 2 Expenses Contributions Contributions 3 Value
09/30/2020 3,821,626$ 32,984$ 217,975$ 3,213,927$ 58,929,456$
09/30/2019 3,276,412 69,023 265,688 2,924,706 54,759,146
09/30/2018 2,935,206 64,770 460,745 2,635,968 50,899,575
09/30/2017 2,679,408 55,697 342,209 2,605,753 46,396,570
09/30/2016 2,450,972 28,208 479,257 2,586,936 42,001,072
09/30/2015 2,202,769 11,937 358,106 2,392,948 37,570,287
09/30/2014 1,974,208 159,424 369,500 2,527,508 33,841,977
09/30/2013 1,732,845 177,541 396,374 2,258,798 29,908,683
09/30/2012 1,606,752 309,874 418,635 1,824,431 26,852,721
09/30/2011 1,165,350 196,423 287,090 2,616,924 25,932,292
09/30/2010 886,521 178,530 284,866 2,311,058 23,887,446
09/30/2009 617,274 116,982 306,420 1,781,197 20,788,655
09/30/2008 384,482 70,423 365,288 1,663,951 18,746,975
09/30/2007 233,953 123,197 N/A 1,843,147 15,526,572
09/30/2006 171,697 84,340 N/A 1,505,020 11,951,383
09/30/2005 N/A N/A N/A 1,260,627 9,716,089
09/30/2004 140,509 62,225 N/A 1,013,379 8,134,588
09/30/2003 138,353 47,477 N/A 903,748 7,279,048
1 Information prior to September 30, 2008 as reported by prior actuary.
2 Includes refunds.
3 Values prior to September 30, 2008 include Employee Contributions.
Summary of Transaction Information 1
City of Winter Springs Defined Benefit Plan 4354
Table XV
(Cont'd)
General & Forensic Police & Fire
Valuation Net Market Net Smoothed Assumed Rate
Date Actual Assumed Actual Assumed Value Yield Value Yield of Return
10/01/2020 7.8%3.1%4.1%3.4%2.6 1.2 7.81%8.42%7.50%
10/01/2019 8.5%3.2%4.5%3.3%3.9 0.9 2.69%7.90%7.75%
10/01/2018 4.7%3.1%5.9%3.2%2.6 2.0 10.89%9.49%7.75%
10/01/2017 3.9%4.0%4.0%4.6%1.7 6.6 13.9%9.9%8.0%
10/01/2016 2.4%4.2%5.6%4.8%1.8 5.5 10.8%10.2%8.0%
10/01/2015 3.2%4.4%3.8%4.8%1.9 1.4 0.0%9.4%8.0%
10/01/2014 2.5%4.7%1.8%4.9%1.2 2.3 11.9%10.5%8.0%
10/01/2013 0.7%4.7%0.7%4.9%1.4 2.4 16.0%8.5%8.0%
10/01/2012 (2.4%)4.8%(6.5%)5.0%2.4 2.4 19.5%2.3%8.0%
10/01/2011 4.9%4.8%3.5%5.2%1.9 2.4 (1.0%)2.0%8.0%
Last 3 Years 7.0%3.1%4.8%3.3%3.0 1.3 7.08%8.60%7.67%
Last 5 Years 5.4%3.5%4.8%3.9%2.4 2.4 9.2%9.2%7.8%
Last 10 Years 3.6%4.1%2.7%4.4%2.0 2.3 9.1%7.8%7.9%
% Increase / (Decrease)
Police & Fire
to Expected
Ratio of Actual
Termination
General & Forensic
Recent Compensation, Termination and Investment Return Experience
Investment ReturnCompensation
City of Winter Springs Defined Benefit Plan 4455
Table XVI
Prior Current
Assumptions Assumptions
10/01/2019 10/01/2020 10/01/2020
A.Participant Data
1.Active participants 73 74 74
2.Retired participants and beneficiaries
receiving benefits 125 131 131
3.Disabled participants receiving benefits 0 0 0
4.Terminated vested participants 167 167 167
5.Annual payroll of active participants 4,325,321$ 4,236,443$ 4,236,443$
6.Annual benefits payable to those currently
receiving benefits 3,580,657$ 4,069,710$ 4,069,710$
B.Value of Assets
1.Smoothed Value 54,759,146$ 58,929,456$ 58,929,456$
2.Market Value 54,713,697$ 58,544,989$ 58,544,989$
C.Liabilities
1.Actuarial present value of future expected
benefit payments for active members
a.Retirement benefits 15,880,274$ 13,888,062$ 14,120,281$
b.Vesting benefits 1,491,393 1,409,700 1,440,316
c.Death benefits 318,959 258,264 262,530
d.Disability benefits 149,343 133,225 129,076
e.Total 17,839,969$ 15,689,251$ 15,952,203$
2.Actuarial present value of future expected benefit
payments for terminated vested members 10,987,664$ 9,998,885$ 10,143,331$
3.Actuarial present value of future expected benefit
payments for members currently receiving benefits
a.Service retired 36,340,974$ 41,696,930$ 42,049,921$
b.Disability retired 0 0 0
c.Beneficiaries 1,977,579 1,765,246 1,778,248
d.Miscellaneous (Refunds in Process)104,893 118,808 118,808
e.Total 38,423,446$ 43,580,984$ 43,946,977$
State Required Exhibit
Actuarial Valuation as of October 1, 2020
City of Winter Springs Defined Benefit Plan 4556
Table XVI
(Cont'd)
Prior Current
Assumptions Assumptions
10/01/2019 10/01/2020 10/01/2020
4.Total actuarial present value of future
expected benefit payments 67,251,079$ 69,269,120$ 70,042,511$
5.Actuarial accrued liabilities 64,659,208$ 66,636,808$ 67,328,099$
6.Unfunded actuarial accrued liabilities 9,900,062$ 7,707,352$ 8,398,643$
D.Statement of Accumulated Plan Benefits
1.Actuarial present value of accumulated vested
benefits
a.Participants currently receiving benefits 38,318,553$ 43,462,176$ 43,828,169$
b.Other participants 22,281,079 19,595,762 19,872,143
c.Total 60,599,632$ 63,057,938$ 63,700,312$
2.Actuarial present value of accumulated non-
vested plan benefits 274,181 155,350 157,702
3.Total actuarial present value of accumulated
plan benefits 60,873,813$ 63,213,288$ 63,858,014$
E.Pension Cost
1.Total normal cost 470,973$ 413,741$ 423,391$
2.Payment required to amortize unfunded liability 934,804 741,387 790,747
3.Interest adjustment 62,121 50,735 52,731
4.Total required contribution 1,467,898$ 1,205,863$ 1,266,869$
5.Item 4 as a percentage of base payroll 33.9%28.5%29.9%
6.Estimated employee contributions 216,266$ 211,822$ 211,822$
7.Item 6 as a percentage of base payroll 5.0%5.0%5.0%
8.Net amount payable by County and City 1,251,632$ 994,041$ 1,055,047$
9.Item 8 as a percentage of base payroll 28.9%23.5%24.9%
Actuarial Valuation as of October 1, 2020
State Required Exhibit
City of Winter Springs Defined Benefit Plan 4657
Table XVI
(Cont'd)
Prior Current
Assumptions Assumptions
10/01/2019 10/01/2020 10/01/2020
F.Past Contributions
1.Total contribution required (previous valuation)1,607,100$ 1,467,898$ 1,467,898$
2.Actual contributions made:
a.Members 217,975$ N/A N/A
b.City and County 3,213,927 N/A N/A
c.Total 3,431,902$ N/A N/A
G.Disclosure of Following Items:
1.Actuarial present value of future salaries
- attained age 29,745,186$ 30,453,560$ 30,622,636$
2.Actuarial present value of future employee
contributions - attained age 1,487,259$ 1,522,677$ 1,531,132$
3.Actuarial present value of future contributions
from other sources N/A N/A N/A
4.Amount of active members' accumulated
contributions 2,168,580$ 1,959,373$ 1,959,373$
5.Actuarial present value of future salaries and
future benefits at entry age N/A N/A N/A
6.Actuarial present value of future employee
contributions at entry age N/A N/A N/A
State Required Exhibit
Actuarial Valuation as of October 1, 2020
City of Winter Springs Defined Benefit Plan 4758
Table XVI
(Cont'd)
Prior Current
Current Assumptions Assumptions Remaining
Unfunded Amortization Amortization Funding
Unfunded Actuarial Accrued Liabilities Liabilities Payment Payment Period
10/01/2000 Initial 568,228$ 77,007$ 76,727$ 10 years
10/01/2002 Assumption Change (8,682) (1,044) (1,040) 12 years
10/01/2003 Plan Amendment 58,744 6,725 6,694 13 years
10/01/2004 Plan Amendment 94,333 10,337 10,286 14 years
10/01/2005 Plan Amendment 205,407 21,647 21,532 15 years
10/01/2006 Plan Amendment 246,700 25,104 24,964 16 years
10/01/2007 Plan Amendment 262,200 25,854 25,703 17 years
10/01/2008 Plan Amendment and Assumption Change 1,216,961 116,635 115,918 18 years
10/01/2008 Method Change 2,720,093 260,696 259,095 18 years
10/01/2009 Actuarial Loss / (Gain)1,197,911 111,891 111,174 19 years
10/01/2010 Actuarial Loss / (Gain)(227,351) (20,745) (20,607) 20 years
10/01/2010 Plan Amendment (1,318,120) (120,277) (119,474) 20 years
10/01/2011 Actuarial Loss / (Gain)1,475,894 131,841 130,929 21 years
10/01/2012 Actuarial Loss / (Gain)508,890 44,587 44,267 22 years
10/01/2013 Actuarial Loss / (Gain)(404,143) (34,788) (34,531) 23 years
10/01/2014 Actuarial Loss / (Gain)(437,809) (37,081) (36,799) 24 years
10/01/2014 Assumption Change 4,113 348 346 24 years
10/01/2015 Actuarial Loss / (Gain)(178,546) (14,900) (14,783) 25 years
10/01/2016 Actuarial Loss / (Gain)(868,542) (71,503) (70,928) 26 years
10/01/2016 Assumption Change 301,051 24,784 24,585 26 years
10/01/2017 Actuarial Loss / (Gain)(442,020) (35,938) (35,642) 27 years
10/01/2017 Assumption Change 1,601,663 130,222 129,149 27 years
10/01/2018 Actuarial Loss / (Gain)212,370 17,070 16,926 28 years
10/01/2019 Actuarial Loss / (Gain)401,033 31,895 31,621 29 years
10/01/2019 Assumption Change 391,550 31,141 30,873 29 years
10/01/2020 Actuarial Loss / (Gain)125,424 9,879 9,792 30 years
10/01/2020 Assumption Change 691,291 N/A 53,970 30 years
TOTAL 8,398,643$ 741,387$ 790,747$
Shelly L. Jones, A.S.A., E.A.Jennifer M. Borregard, E.A.
Enrollment Number: 20-08646 Enrollment Number: 20-07624
Dated: May 24, 2021
State Required Exhibit
This Actuarial Valuation and/or cost determination was prepared and completed by us or under our direct supervision,and we acknowledge
responsibility for the results.To the best of our knowledge,the results are complete and accurate,and in our opinion,the techniques and
assumptions used are reasonable and meet the requirements and intent of Part VII,Chapter 112,Florida Statutes.There is no benefit or
expense to be provided by the Plan and/or paid from the Plan's assets for which liabilities or current costs have not been established or
other wise provided for in the valuation.All known events or trends which may require material increase in Plan costs or required
contribution rates have been taken into account in the valuation.
Amortization balances are written down in proportion to amortization payments.
City of Winter Springs Defined Benefit Plan 4859
Table XVII
Glossary
Actuarial Accrued Liability.The difference between the Actuarial Present Value of Future Benefits,and the
Actuarial Present Value of Future Normal Costs.
Actuarial Assumptions.Assumptions about future plan experience that affect costs or liabilities,such as:
mortality,withdrawal,disablement,and retirement;future increases in salary;future rates of investment
earnings;future investment and administrative expenses;characteristics of members not specified in the
data,such as marital status;characteristics of future members;future elections made by members and
other items.
Actuarial Cost Method.A procedure for allocating the Actuarial Present Value of Future Benefits between
the Actuarial Present Value of Future Normal Costs and the Actuarial Accrued Liability.
Actuarial Equivalent.Of equal Actuarial Present Value,determined as of a given date and based on a given
set of Actuarial Assumptions.
Actuarial Present Value of Future Benefits.The Actuarial Present Value of amounts which are expected to
be paid at various future times to active members,retired members,beneficiaries receiving benefits and
inactive,non-retired members entitled to either a refund or a future retirement benefit.Expressed another
way,it is the value that would have to be invested on the valuation date so that the amount invested plus
investment earnings would provide sufficient assets to pay all projected benefits and expenses when due.
Actuarial Valuation.The determination,as of a valuation date,of the Normal Cost,Actuarial Accrued
Liability,Actuarial Value of Assets,and related Actuarial Present Values for a plan.An Actuarial Valuation
for a governmental retirement system typically also includes calculations of items needed for compliance
with GASB No. 67.
Actuarial Value of Assets.The value of the assets as of a given date,used by the actuary for valuation
purposes.This may be the market or fair value of plan assets or a smoothed value in order to reduce the
year-to-year volatility of calculated results,such as the funded ratio and the actuarially required
contribution.
Amortization Method.A method for determining the Amortization Payment.The most common methods
used are level dollar and level percentage of payroll.Under the Level Dollar method,the Amortization
Payment is one of a stream of payments,all equal,whose Actuarial Present Value is equal to the UAAL.
Under the Level Percentage of Pay method,the Amortization Payment is one of a stream of increasing
payments,whose Actuarial Present Value is equal to the UAAL.Under the Level Percentage of Pay method,
the stream of payments increases at the rate at which total covered payroll of all active members is
assumed to increase.
City of Winter Springs Defined Benefit Plan 4960
Table XVII
(Cont'd)
Glossary
Amortization Payment.That portion of the plan contribution which is designed to pay interest on
and to amortize the Unfunded Actuarial Accrued Liability.
Amortization Period. The period used in calculating the Amortization Payment.
Annual Required Contribution.The employer’s periodic required contributions,expressed as a dollar
amount or a percentage of covered plan compensation.The annual required contribution consists of
the Employer Normal Cost and Amortization Payment plus interest adjustment.
Closed Amortization Period.A specific number of years that is reduced by one each year,and
declines to zero with the passage of time.For example if the amortization period is initially set at 30
years, it is 29 years at the end of one year, 28 years at the end of two years, etc.
Employer Normal Cost.The portion of the Normal Cost to be paid by the employer.This is equal to
the Normal Cost less expected member contributions.
Equivalent Single Amortization Period.For plans that do not establish separate amortization bases
(separate components of the UAAL),this is the same as the Amortization Period.For plans that do
establish separate amortization bases,this is the period over which the UAAL would be amortized if
all amortization bases were combined upon the current UAAL payment.
Experience Gain/Loss.A measure of the difference between actual experience and that expected
based upon a set of Actuarial Assumptions,during the period between two actuarial valuations.To
the extent that actual experience differs from that assumed,Unfunded Actuarial Accrued Liabilities
emerge which may be larger or smaller than projected.Gains are due to favorable experience,e.g.,
the assets earn more than projected,salaries do not increase as fast as assumed,members retire later
than assumed,etc.Favorable experience means actual results produce actuarial liabilities not as large
as projected by the actuarial assumptions.Losses are the result of unfavorable experience,i.e.,actual
results that produce Unfunded Actuarial Accrued Liabilities which are larger than projected.
Funded Ratio. The ratio of the Actuarial Value of Assets to the Actuarial Accrued Liability.
GASB. Governmental Accounting Standards Board.
City of Winter Springs Defined Benefit Plan 5061
Table XVII
(Cont'd)
Glossary
GASB No.67 and GASB No.68.These are the governmental accounting standards that set the
accounting rules for public retirement plans and the employers that sponsor or contribute to them.
Statement No.67 sets the accounting rules for the plans themselves,while Statement No.68 sets the
accounting rules for the employers that sponsor or contribute to public retirement plans.
Normal Cost. The annual cost assigned, under the Actuarial Cost Method, to the current plan year.
Open Amortization Period.An open amortization period is one which is used to determine the
Amortization Payment but which does not change over time.In other words,if the initial period is set
as 30 years,the same 30-year period is used in determining the Amortization Period each year.In
theory,if an Open Amortization Period is used to amortize the Unfunded Actuarial Accrued Liability,
the UAAL will never completely disappear,but will become smaller each year,either as a dollar
amount or in relation to covered payroll.
Unfunded Actuarial Accrued Liability.The difference between the Actuarial Accrued Liability and
Actuarial Value of Assets.
Valuation Date.The date as of which the Actuarial Present Value of Future Benefits are determined.
The benefits expected to be paid in the future are discounted to this date.
Vested Benefit Security Ratio.The ratio of the Market Value of Assets to the Actuarial Present Value
of Vested Accrued Benefits.
City of Winter Springs Defined Benefit Plan 5162
CONSENT AGENDA ITEM 301
CITY COMMISSION AGENDA | SEPTEMBER 27, 2021 REGULAR MEETING
TITLE
FY 2022 Resurfacing
SUMMARY
The City hired an independent engineering contractor, KCI, to evaluate and
rank all the roads in the city. The consultant’s evaluation has been further
reviewed and evaluated by staff, and was approved by the commission on
July 12, 2021. The first phase of resurfacing is scheduled to be completed by
the end of September. The contractor will continue in October and start on
phase 2 when FY 2022 funds become available. This will allow the City to
minimize the mobilization fees and pave more roads.
RECOMMENDATION
Authorize the City Manager to negotiate and execute a contract with
Middlesex Paving, LLC for Phase 2 of the resurfacing plan not to exceed
$1,125,000 to include a 10% contingency.
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Over Location of Resurfacing Projects
8164
Detail Location of Resurfacing Projects
Numbers Refer to Estimated Cost Sheet
2
35
11
27
31
10
8265
Detail Location of Resurfacing Projects
Numbers Refer to Estimated Cost Sheet
6
16
23
1
3
14
22 21
30 32
25
29
8366
Detail Location of Resurfacing Projects
Numbers Refer to Estimated Cost Sheet
24
15
34 7
19
20 9
17
8467
Detail Location of Resurfacing Projects
Numbers Refer to Estimated Cost Sheet
4
8
28
12
13
26
18
33
8568
CONSENT AGENDA ITEM 302
CITY COMMISSION AGENDA | SEPTEMBER 27, 2021 REGULAR MEETING
TITLE
West WWTP Reliability Improvements. SGS Contracting Services, Inc./Synagro
Contract Modification
SUMMARY
The West WRF is located in the western part of the City and provides sanitary
sewer service to the surrounding community. In 2020, the City initiated
critical repairs to the two WRF treatment units including new influent screens
and aeration systems. During the first treatment unit rehabilitation, the
operating treatment unit experienced operational problems, interruption to
reclaimed water service for some customers, and other impacts to some
adjacent residents. Reliability improvements are recommended to ensure the
fewest number of residents are impacted during rehabilitation of the second
treatment unit. The reliability improvements include some permanent piping
improvements both at the WRF and in the reclaimed water distribution
system.
Disk Filters – Disk filters are a newer treatment technology that replaces the
older traveling bridge sand filters. The sand filters have had various
functional issues and are unreliable. This activity will provide for the
installation of the temporary filter and associated site improvements
including site work, piping, and electrical connections. The disk filter rental is
addressed in a separate agenda item as a response to an invitation to bid
(ITB).
VENDOR TOTAL ESTIMATED COST1
Construction Allowance $225,000
1. Costs will include filter placement/removal, construction materials, and
construction labor.
Temporary Above Ground Water Storage – Water that does not meet public
access reclaimed water standards must be sent to the rapid infiltration basins
(RIB) for disposal. In the event of a plant upset, water will be diverted to the
temporary water storage tanks and then pumped to the RIB. The storage
tank rental and emergency pump rental is addressed in a separate agenda
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item as a response to an invitation to bid (ITB).
VENDOR TOTAL ESTIMATED COST1
Construction Allowance $175,000
1. Costs will include connection to the storage tanks, construction
materials, and construction labor.
Reclaimed Water Piping Improvements – Currently, the discharge from the
WWTP to the RIBs (Rapid Infiltration Basins) utilizes the same piping as public
access reuse. A piping configuration that can create an isolated and
dedicated pipeline to the RIBs is required to maintain reclaimed water to
existing customers and disposal of non public access water simultaneously.
LOCATION TOTAL ESTIMATED COST1
RCW Pipe Jumper at Plant $60,000
1. Estimated cost for piping installation. Final cost to be determined upon
final engineering design.
West WWTP Treatment Unit #2 Piping Improvements – Treatment Unit #2 has
multiple internal treatment flows that are returned to the influent screen of
Unit #2. The additional flow can contribute to the screen overflowing and
causing a spill to the ground on the plant site. Redirecting the internal flows
directly to appropriate treatment basins within treatment Unit #2 will reduce
the flow impact to the influent screen.
VENDOR TOTAL ESTIMATED COST1
Construction Allowance $30,000
1. Estimated cost for piping installation. Final cost to be determined upon
final engineering design.
West WWTP Treatment Unit #1 Structural Repairs – Treatment Unit #1 has
multiple structural deficiencies including broken concrete footing, separating
wall(s), and broken top ring. The extent of the repairs cannot completely be
identified until the tank is emptied and cleaned. The deficiencies were not
evident during priority repair design and are not included in the existing
repair project.
VENDOR TOTAL ESTIMATED COST1
Construction Allowance $110,000
1. Final cost to be determined upon final engineering design.
Priority Repair Construction Contract Modifications – SGS Contracting Services
(general contractor) and Synagro (tank cleaning contractor) are at the end of
70
the original contract duration. The contracts need to be extended to allow
contractors to complete anticipated work. An additional three hundred (300)
days of time is recommended to be approved for each contract. SGS
Contracting Services has reached the approved contract contingency amount
with additional approved change order work. This is work in addition to the
original scope of work. Additional funds are required to be approved to
continue anticipated change order work. An additional $600,000 is
recommended to be approved. Synagro will need additional approved
contract contingency to address additional work to dispose of inert material
and additional labor to reduce the overall on-site work timeframes. An
additional $100,000 is recommended to be approved.
RECOMMENDATION
Staff recommends the City Commission authorize the City Manager to
execute contract changes for SGS Contracting Services to add additional
contract time and up to $600,000 of additional expenditures. Authorize the
City Manager to execute contract changes for Synagro to add additional
contract time and up to $100,000 of additional expenditures.
71
CONSENT AGENDA ITEM 303
CITY COMMISSION AGENDA | SEPTEMBER 27, 2021 REGULAR MEETING
TITLE
SCADA (Supervisory Control and Data Acquisition) Contract rider, West WRF
SCADA Improvements and Lift Station 7W SCADA Improvements, Contract
and Scope of Work Award
SUMMARY
The City utility infrastructure utilizes automation and controls to operate
continuously, reliability, and with notification to on call staff during events.
The systems require periodic maintenance as equipment will fail and must be
replaced. In addition, the systems require upgrades as components become
obsolete and cannot be replaced with the same components. City of Winter
Springs staff evaluated the City of Sunrise contract and determined that the
contract was advertised properly and the services are similar in nature to the
services required by the City of Winter Springs utility system. The vendor has
signed a contract rider allowing the City of Winter Springs to utilize the City of
Sunrise contract and accepted the City of Winter Springs requirements.
In conjunction with the contract rider, the West WRF requires SCADA
improvements. The West WRF is located in the western part of the City and
provides wastewater treatment service and reclaimed water (RCW) to the
City’s RCW distribution system. During the cleaning and rehabilitation of
treatment Unit #1, treatment Unit #2 will treat 100% of the flow coming into
the facility. The treatment process is sensitive to changes and can become
upset. The proposed SCADA improvements will provide staff with advanced
notice of changes in the treatment process allowing staff to respond. In
addition, the primary influent lift station (LS)(station that pumps influent
wastewater) to the West WRF has an old SCADA system that cannot be
replaced and backup parts are difficult to obtain. Failure of the LS could
cause an overflow of raw wastewater into Gee Creek. The result of the
improvements will be additional reliability so the facility can produce public
access RCW and prevent possible wastewater overflows.
VENDOR: Revere Control Systems, Inc PROPOSAL COST
West WRF SCADA Improvements $68,413.00
LS 7W SCADA Improvements $58,027.98
72
Preparation for cleaning and construction of the treatment Unit #1 repairs is
anticipated to begin in October with repairs completed by March 2022. The
SCADA improvements will be completed as soon as possible after approval.
RECOMMENDATION
Staff recommends the City Commission approve the contract rider to Revere
Control Systems, Inc. Additionally, approve a contract in the amount of
$68,413.00 for SCADA improvements at the West WRF and a contract in the
amount of $58,027.98 for SCADA improvements at LS 7W plus a ten (10%)
project contingency for each ($12,644.10 total for both projects) for a total of
$139,085.08. Finally, authorization for the City Manager and City Attorney is
requested to prepare and execute any and all applicable contract documents
consistent with this Agenda item.
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CONSENT AGENDA ITEM 304
CITY COMMISSION AGENDA | SEPTEMBER 27, 2021 REGULAR MEETING
TITLE
West WRF Temporary Disk Filter, Vendor Selection and Award
SUMMARY
The West WRF is located in the western part of the City and provides
wastewater treatment service and reclaimed water (RCW) to the City’s RCW
distribution system. During the cleaning and rehabilitation of treatment Unit
#1, treatment Unit #2 will treat 100% of the flow coming into the facility. The
treatment process is sensitive to changes and can become upset resulting in
higher than normal total suspended solids (TSS) being sent to the filters. The
existing sand filters are at the end of their service life and do not respond to
changes in TSS well. The temporary disk filter will process the anticipated
high flow capacity and capture the anticipated high TSS from treatment Unit
#2 while maintaining effluent quality. The result will be additional reliability
the facility can produce public access RCW.
Invitation to Bid (ITB) #05-21 JN for West Water Reclamation Facility
Temporary Disk Filter was advertised on September 3, 2021 and bids received
on September 17, 2021. The ITB outlined the equipment specifications and
performance requirements. The prices are based on mobilization to the West
WRF, demobilization from the West WRF, and a six (6) month rental with the
option to rent the equipment longer if required. Two bids were received as
shown in the Bid Tabulation below:
VENDOR MOB/DEMOB
COST MONTHLY COST TOTAL COST
Veolia Water
Technologies, Inc.$49,750 $16,450 $148,450
WesTech
Engineering, LLC $33,110 $29,175 $208,160
Preparation for cleaning and construction of the treatment Unit #1 repairs is
anticipated to begin in October with repairs completed by March 2022. The
disk filter will be delivered to the West WRF as soon as practical.
78
RECOMMENDATION
Staff recommends the City Commission award a contract to Veolia Water
Technologies, Inc. in the amount of $148,450 plus a two month project
contingency ($16,450 per month) for a total of $181,350 for the rental of a
temporary disk filter. Additionally, in the event an agreement with the first
ranked proposer is unable to be completed, authorize the City Manager and
City Attorney to negotiate with the second ranked proposer, which is
WesTech Engineering, LLC in the amount of $208,160 plus a two month
project contingency for a total of $266,510. Finally, authorization for the City
Manager and City Attorney is requested to prepare and execute any and all
applicable contract documents consistent with this Agenda item.
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Project Manual
City of Winter Springs
WEST WATER RECLAMATION FACILITY
TEMPORARY DISK FILTER RENTAL
Bid No. ITB 05-21 JN
September 2021
128
THIS PAGE INTENTIONALLY LEFT BLANK
129
WEST WRF TEMPORARY DISK FILTER RENTAL INDEX-1
September 2021 Index
INDEX
TO
PROJECT MANUAL
CITY OF WINTER SPRINGS
WEST WRF TEMPORARY DISK FILTER RENTAL
City Bid No. ITB 05-21 JN
September 2021
DIVISION 0 BIDDING REQUIREMENTS AND CONDITIONS OF THE CONTRACT 00020 Advertisement for Bids 00020-1
00100 Instructions to Bidders 00100-1 – 00100-9
00300 Mandatory Bid Forms 00300-1 – 00300-15 00660 Notice of Selection Form 00660-1 APPENDICES
Appendix A: Scope of Work
130
WEST WRF TEMPORARY DISK FILTER RENTAL 00020-1
September 2021 Advertisement for Bids
SECTION 00020 ADVERTISEMENT FOR BIDS
INVITATION TO BID Bid Proposals are hereby solicited by the City of Winter Springs, Florida for:
WEST WRF TEMPORARY DISK FILTER RENTAL Bid No. ITB 05-21 JN Sealed Bids must be received by September 17, 2021 at 10:00 A.M. at the City of
Winter Springs, City Hall, 1126 East S.R. 434, Winter Springs, FL 32708. Bid opening will be immediately after at City of Winter Springs, City Hall, 1126 East S.R. 434, Winter Springs, FL 32708.
The Bidding Documents may be downloaded in pdf format from DemandStar and the City’s website at the following link:
https://www.winterspringsfl.org/rfps
This project consists of the following as detailed in Appendix A:
1. Provide a temporary disk filter for a minimum of a six (6) month rental period, which may be extended at the City’s option, mobilization of equipment to the site, demobilization from the site, spare parts, and maintenance of the disk filter.
All questions regarding the bid should be directed to Holly Queen, City Controller by e-
mail to hqueen@winterspringsfl.org. The City of Winter Springs reserves the right to reject any or all bids, with or without cause, to waive technicalities and minor irregularities, or to accept the bids which, it its judgment best serves the interest of the City.
Table 1 - Procurement Schedule
NO. ACTIVITY DATE
1 Issue ITB September 3, 2021
2 Last Date for City to Receive Questions on ITB September 10, 2021
3 Last Date for City to Issue Addendum in Response to Questions September 14, 2021
4 Proposal Submission Due Date & Bid Opening September 17, 2021
5 Consideration and Selection of Bidder for Negotiations by City Commission September 27, 2021
6 City Manager Negotiations and Execution of a Written Rental TBD
131
WEST WRF TEMPORARY DISK FILTER RENTAL 00020-2
September 2021 Advertisement for Bids
Agreement
END OF SECTION
132
WEST WRF TEMPORARY DISK FILTER RENTAL 00100-1
September 2021 Instructions to Bidders
SECTION 00100
INSTRUCTIONS TO BIDDERS
Project Identification
A. Bids are requested for providing a temporary disk filter for the West Water Reclamation Facility for the City of Winter Springs, hereinafter called the OWNER, to be provided in accordance with this Project Manual. The City intends to lease the temporary disk filter, satisfying the specifications included in
Appendix A attached hereto, for a minimum period of six (6) months, which may
be extended at the City’s option. No maximum rental period is known, and bids shall provide the equipment rental rate on a month-to-month basis. Maintenance of the disk filter shall be provided by the bidder as necessary and at pre-determined service intervals as described in Appendix A at no additional cost to
the OWNER.
B. AS DESCRIBED FURTHER BELOW IN SECTION 1.06, SELECTION OF THE LOWEST RESPONSIVE, RESPONSIBLE BIDDER BY THE CITY COMMISSION SHALL NOT RESULT IN THE FORMATION OF A CONTRACT. NO CONTRACT OR RENTAL AGREEMENT SHALL BE
FORMED UNTIL FINAL APPROVAL OF SUCH RENTAL AGREEMENT BY
THE CITY MANAGER AFTER NEGOTIATION OF SPECIFIC RENTAL AGREEMENT TERMS.
Bidding Documents
A. Definition
Bidding Documents consist of this Project Manual.
B. Copies of Documents, including any Addenda issued prior to receipt of bids
Bidding Documents may be obtained in compliance with the Advertisement for Bids. The bidding documents are only available in pdf format and can be downloaded from DemandStar and the City website. No partial sets of the
Bidding Documents will be issued. Complete sets of Bidding Documents shall
be used in preparing bids. The OWNER will not assume any responsibility for errors or misinterpretations resulting from the use of incomplete sets of Bidding Documents.
C. Questions
133
WEST WRF TEMPORARY DISK FILTER RENTAL 00100-2
September 2021 Instructions to Bidders
Any Bidder who is in doubt as to the true meaning of any part of the Bidding Documents, or finds a discrepancy or omission therein, may submit to the City
Controller an e-mail request to hqueen@winterspringsfl.org for an interpretation
or correction. Any interpretation, correction or change of the Bidding Documents will be made by Addendum. Interpretations, corrections or changes made in any other manner will not be binding, and Bidders shall not rely upon such interpretations, corrections and changes. All questions must be submitted,
in writing, on or before September 10, 2021, 5:00 P.M.
D. Addenda
Addenda will be issued via DemandStar. All Addenda issued during the time of bidding shall form a part of the Project Manual, shall be covered in the Bid, and shall become a part of the Contract. Receipt of each Addendum shall be
acknowledged in the Bid Form; failure to do so may subject the Bidder to
disqualification. It shall be the Bidder’s responsibility to ensure that they have received all Addenda prior to submitting a bid. The OWNER shall not be responsible for non-receipt or untimely receipt of Addenda due to acts of the delivering agency or any other source.
Examination of Documents and Inspection of Site
A. Before submitting a Bid, Bidders shall carefully examine the Bidding Documents. Each Bidder, by submitting his Bid, represents that he has so examined the Bidding Documents and that he understands the provisions of the Bidding Documents.
Bidding Procedure
A. Form of Bid
Each Bid shall be submitted on the Bid Form included as one of the Bidding Documents. The Bidder is not permitted to make changes in the Bid Form provided. The Bidder shall fill in spaces on the Bid
Form by typewriter or manually in ink. When a Bidder submits a Bid
with spaces containing erasures or other changes, the person signing the Bid must initial changes, each erasure or change.
The Bidder must fill in all relevant blank spaces. Where so indicated by the makeup of the Bid Form, amounts shall be expressed in both
words and figures, and in case of discrepancy between the two, the
amount in words shall govern. In Unit Price type Bids; the Bidder must furnish a Unit Price for all items, regardless of the quantity. In case of discrepancy between the Unit Price and the Total Amount, the Unit Price shall govern.
No conditional Bids will be accepted. Alternate Bids will not be
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considered unless called for. Oral proposals or modifications will not be considered.
The Bid shall include the legal name of the Bidder and a statement
whether the Bidder is a sole proprietor, a partnership, a corporation, or any other legal entity, and the Bid shall be signed by the person or persons legally authorized to bind the Bidder to a Contract. A Bid by a corporation shall further give the State of incorporation and have the
corporate seal affixed. A Bid submitted by an agent shall have a
current Power of Attorney attached certifying agent’s authority to bind Bidder.
B. Submission of Bids
The Bid and any other documents required to be submitted with the
Bid shall be enclosed in a sealed opaque envelope. This envelope shall
be addressed to:
City of Winter Springs
Attn: Holly Queen 1126 East State Road 434 Winter Springs, FL 32708
The Front of Envelope must be marked ITB #05-21 JN and shall be identified
with the Bidder’s name and address.
Submit one (1) copy of the completed Bidding Documents.
Bids shall be delivered to the designated location prior to the time and date for receipt of Bids indicated in the Advertisement for Bids or any
extension thereof made by Addendum. Bids received after the time and
date for receipt of Bids will be returned unopened to the person or firm submitting the Bid.
The Bidder shall assume full responsibility for timely delivery of his Bid to the designated location.
PARTIES DESIRING TO RESPOND TO THIS ITB ARE HEREBY
NOTIFIED THAT ALL COMMUNICATIONS REGARDING THIS ITB, WHETHER IN WRITING, ELECTRONIC, VERBAL, OR BY SOME OTHER MEANS, AND WHETHER MADE INDIRECTLY BY THIRD PARTIES OR DIRECTLY BY THE RESPONDENT,
SHALL BE SUBMITTED TO THE CITY’S CONTROLLER,
EXCEPT LEGAL MATTERS MAY BE DIRECTED TO THE CITY ATTORNEY DIRECTLY OR THROUGH THE CONTROLLER. EXCEPT AS EXPRESSLY REQUIRED BY THIS ITB FOR
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FORMAL PRESENTATIONS (IF ANY), ANY INDIRECT OR DIRECT COMMUNICATIONS AND LOBBYING REGARDING
THIS ITB MADE TO MEMBERS OF THE CITY COMMISSION,
OR ANY OTHER CITY OFFICIAL ARE STRICTLY PROHIBITED AND SHALL CONSTITUTE GROUNDS FOR IMMEDIATE DISQUALIFICATION.
C. Modification and Withdrawal
Bids may not be modified after submittal.
Bidders may withdraw Bids at any time prior to the Bid Opening time and date. Withdrawal requests shall be made in writing and must be received by the OWNER before the time and date stated or as amended for the Bid Opening. Properly withdrawn Bids will be returned
unopened to the person or firm submitting the Bid.
A Bidder who timely withdraws his Bid may submit a new Bid in the same manner as specified herein under “Submission of Bid”. A Bid submitted in place of a withdrawn Bid shall be clearly marked as such on the outside of the envelope and on the Bid Form.
If a Contract is not executed within 90 calendar days after opening of
Bids, a Bidder may file a written request with the OWNER for the withdrawal of his Bid.
D. Proposal Disclosure; Florida Public Records Law
Florida law provides that municipal records shall, at all times, be open for
personal inspection by any person. Section 119.01, Florida Statutes et. seq. (the
Public Records Law). Unless otherwise provided by the Public Records Law, information and materials received by the City in connection with an ITB response and under any awarded contract shall be deemed to be public records subject to public inspection and/or copying at the end of the statutory exemption
time period pursuant to Section 119.071, Florida Statutes. However, certain
exemptions to the Public Records Law are statutorily provided for under sections 119.07 and 119.071, Florida Statutes, and other applicable laws. If the Respondent believes any of the information contained in its response is exempt from the Public Records Law, the Respondent must, in its response, specifically
identify the material which is deemed to be exempt and cite the legal authority for
the exemption; otherwise, the City will treat all materials received as public records. In addition, the Respondent shall make available to the City, or any of its duly authorized representatives, any books, documents, papers, and records of the Respondent which are directly pertinent to any contract awarded under this ITB
for the purpose of making audit, examination, excerpts, and transcriptions. All
records shall be retained for a minimum of three (3) years after the City makes
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final payment under the contract awarded under this ITB and all other pending matters are closed by the City.
All materials submitted in response to this ITB shall become property of the City.
The City has the right to use any or all information/material submitted. Disqualification of a Respondent does not eliminate this right.
Consideration of Bids and Basis of Selection
A. Basis of Selection
Except in cases where the OWNER exercises the right to reject all
Bids, the OWNER, as soon as practicable after Opening of Bids, will select the lowest responsive, responsible bidder for further contract negotiations.
The lowest Bid will be determined by comparison of the total amount
of the bids as stated in writing on the Bid Form.
B. Evaluation of Responsiveness
The responsiveness of Bidders will be judged on the basis of the completeness of the Bid submitted. To be responsive, a Bid must be submitted on the forms provided as part of the Bid Documents and
shall include all items required by the Mandatory Bid Forms.
If, upon opening the Bid, any of the items required to be responsive are found to be missing or incomplete, the Bidder will be judged non-responsive, except that the City reserves the right to waive minor irregularities or technical errors.
The Bidder must sign bid proposals with his signature in full. When a
firm is a Bidder, one or more of the partners shall sign the bid proposals in the name of the firm. When a corporation is a Bidder, the officer signing shall set out the corporate name in full beneath which he shall sign his name, give title of his office, and affix the corporate
seal.
C. Evaluation of Responsibility
To be judged responsible, the Bidder shall meet the following standards:
(a) Upon request, must demonstrate that he has adequate financial resources for
performance, the necessary experience (including experience in mobilizing,
demobilizing, and maintaining or servicing similar equipment), organization, technical qualifications, and facilities, or a firm commitment,
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arrangement, or ability to obtain such (including proposed subcontracts).
(b) Upon request, demonstrate a satisfactory record of integrity, judgment, and
performance as a corporation (including its shareholders and officers), or as
a sole proprietorship, including in particular, any prior performance upon contracts from the State and the OWNER. Any parties currently under litigation with the OWNER may be judged non-responsible.
(c) Upon request, demonstrate an adequate financial management system and
audit procedure, which provides efficient and effective accountability and
control of all property, funds, and assets.
Notice of Selection
Upon the selection of the lowest responsive, responsible bidder by the City Commission, such
bidder shall provide a draft rental agreement for the disk filters to the City for review with a minimum term of six (6) months and incorporating the Bid Amount and monthly rental rate submitted in the Bid Form. The City shall engage in negotiations with the lowest responsive, responsible bidder regarding the specific terms of the rental agreement. The selection by the
City Commission shall not result in the formation of a contract. No contract shall be formed
until final approval and execution of a written contract by the City Manager occurs, containing such terms as the City Manager determines are in the best interest of the City. Negotiations may be terminated at any time by the City Manager if, in his or her sole discretion, the City Manager determines that the negotiation of terms acceptable to the City will not be successful.
Bidder’s Interest in More Than One Bid
No person, firm, or corporation shall be allowed to make, file, or have an interest in more than one Bid for the same work, unless Alternates are called for. A person, firm, or corporation who has submitted a sub-bid to a Bidder or who has quoted prices on materials to a Bidder is not
hereby disqualified from submitting a sub-bid or quoting prices to other Bidders.
Florida Statutes, Section 287.133(3)(a) - Public Entity Crimes A person or affiliate who has been placed on the convicted vendor list following a conviction for
a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods
or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public
entity; and may not transact business with any public entity in excess of the threshold amount
provided in s. 287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list.
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Cone of Silence/Lobbying
Lobbying is defined as any action taken by an individual, firm, association, joint venture, partnership, syndicate, corporation, and/or all other groups who seek to influence the governmental decision of a City Commission Member, the City Manager, any requesting or evaluating Department/Division/Office personnel and/or any member of the Evaluation
Committee concerning an active solicitation during the black-out period.
A lobbying black-out period commences upon the issuance of this solicitation document. If an award item is presented to City Commission for approval or for a request to provide
authorization to negotiate a Contract(s) and the City Commission refers the item back to the City
Manager, Procurement Division and/or requesting Department/Division/Office for further review or otherwise does not act on the item, the Cone of Silence/Lobbying Black-out Period will be reinstated until such time as the City Commission meets to consider the item for action.
Bid/proposers, respondents, potential vendors, service providers, lobbyists, consultants, or
vendor representatives shall not contact any City Commission member, the City Manager, any requesting or evaluating Division/Department/Office personnel, and/or any member of the Evaluation Committee concerning an active solicitation during the Cone of Silence/Lobbying Black-out Period.
1.13 Prohibition on Gifts to City Employees and Officials No organization or individual shall offer or give, either directly or indirectly, any favor, gift, loan, fee, service or other item of value to any City employee, as set forth in Chapter 112, Part
III, Florida Statutes, the current City Ethics Ordinance, and City Administrative Policy. Violation
of this provision may result in one or more of the following consequences: a. Prohibition by the individual, firm, and/or any employee of the firm from contact with City staff for a specified period of time;
b. Prohibition by the individual and/or firm from doing business with the City for a
specified period of time, including but not limited to: submitting bid/proposals, RFP, and/or quotes; and, c. Immediate termination of any contract held by the individual and/or firm for cause. 1.14 Brand Names
BRAND NAMES: If items called for by this ITB have been identified in the specifications by a “Brand Name OR EQUAL” description, such identification is intended to be descriptive, but not restrictive, and is to indicate the quality and
characteristics of products that will be acceptable. Bids offering “equal” products will be
considered for award if such products are clearly identified in the bid and are determined
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by the City to meet fully the salient characteristic requirements listed in the specifications.
Unless the proposer clearly indicates in his bid that he is offering an “equal” product, the bid shall be considered as offering the same brand product referenced in the specification. If the proposer proposes to furnish an “equal” product, the brand name, if any of the
product shall be otherwise clearly identified. The evaluation of bids and the
determination as to equality of the product offered shall be the sole responsibility of the City and will be based on information furnished by the proposer. The applicable City Department is not responsible for locating or securing any information which is not identified in the bid. To ensure that sufficient information is available, the proposer shall
furnish as a part of the bid any descriptive material necessary for the City to determine
whether the product offered meets the specifications, to establish exactly what the proposer proposes to furnish and the City would be purchasing by making an award. 1.15 Discrimination
An entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids,
proposals, or replies on leases of real property to a public entity; may not be awarded or
perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity. 1.16 E-Verify
Pursuant to section 448.095, Florida Statutes, beginning January 1, 2021, any City contractors shall register with and use the U.S. Department of Homeland Security’s E-Verify system, https://e-verify.uscis.gov/emp, to verify the work authorization status of all employees hired on and after January 1, 2021. City Contractors must provide
evidence of compliance with section 448.095, Florida Statutes. Evidence shall consist of
an affidavit from the Contractor stating all employees hired on and after January 1, 2021 have had their work authorization status verified through the E-Verify system and a copy of their proof of registration in the E-Verify system. Failure to comply with this provision will be a material breach of the contract, and shall result in the immediate termination of
a contract without penalty to the City. The City Contractor shall be liable for all costs
incurred by the City securing a replacement contract, including but not limited to, any increased costs for the same services, any costs due to delay, and rebidding costs, if applicable. If the City Contractor utilizes Subcontractors the following shall apply:
Contractor shall also require all subcontractors performing work under the Agreement to
use the E-Verify system for any employees they may hire during the term of the Agreement.
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Contractor shall obtain from all such subcontractors an affidavit stating the subcontractor does not employ, contract with, or subcontract with an unauthorized alien, as defined in
section 448.095, Florida Statutes.
Contractor shall provide a copy of all subcontractor affidavits to the City upon receipt and shall maintain a copy for the duration of the Agreement.
END OF SECTION
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SECTION 00300
MANDATORY BID FORMS (Mandatory Forms must be submitted with the bid. Failure to submit forms may disqualify the proposer from the ITB.)
Description
The following Bid is hereby made to the City of Winter Springs, hereafter called the OWNER. Bid is submitted by:
Legal Name (indicate whether sole proprietorship, partnership, or corporation):
________________________________________________________________________ Address:
________________________________________________________________________
Contact Name: ________________________________________________________________________
Contact Phone Number:
________________________________________________________________________ Contact E-Mail Address: ________________________________________________________________________
The Undersigned:
A. Acknowledges receipt of:
Project Manual for WEST WRF TEMPORARY DISK FILTER.
Addenda:
Number , dated .
Number , dated .
B. Has examined the site and all Bidding Documents and understands that in submitting his Bid, he waives all right to plead any misunderstanding regarding the same.
C. Agrees:
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To hold this Bid open for 60 calendar days after the bid opening date.
To furnish the goods and/or services specified in this ITB at the prices
quoted in my responsive bid and in compliance with the Bidding
Documents.
To accept the provisions of the Instructions to Bidders.
To negotiate a contract with the OWNER incorporating the bid amounts, if selected on the basis of this Bid.
To receive a City Purchase Order issued by the OWNER at the
submitted Bid Price.
To accomplish the work in accordance with the contract documents and this Project Manual.
To deliver the equipment as required by the specifications and as
indicated in his proposal document.
D. Certifies: 1. That all information contained in this bid is truthful to the best of my knowledge and belief. 2. That I am duly authorized to submit this bid on behalf of the vendor and that the
vendor is ready, willing, and able to perform if awarded the bid.
Stipulated Amount
A. Base Bid Price I will provide the equipment and services under this project for a minimum Six-Month Total
Rental Amount (Monthly Rent multiplied by 6) of:
_______________________________Dollars ($__________________) and a One-Time Mobilization/Demobilization Amount of:.
_______________________________Dollars ($__________________). The Bidder hereby agrees to perform all work as required by this Project Manual for the
following Unit Prices. Work for which there is not a Pay Item will be considered incidental to
the Contract and no additional compensation will be allowed. The OWNER, at his sole option and discretion, may choose to add or deduct from the unit prices set forth below. The Bidder shall be paid for actual quantities completed in accordance with the contract documents. The following is the order of precedence which will be used in case of conflicts within the Bid
Submittal provided by each Bidder: Unit Price, Total Price, Total Base Bid (See attached Bid
Form).
Bid Submittals
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A. Completed and signed bid price form and other Mandatory forms in this Section.
B. I have attached all other Mandatory Forms in this Section.
Submittal
RESPECTFULLY SUBMITTED, signed and sealed this day of , 2021. Bidder
By: _______________________________Title__________________________________
ATTEST: SECRETARY SEAL
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BID TABULATION
The Bidder hereby indicates the following total units and total prices which represent all materials, labor, equipment, transportation, performance of all operations relative to performance of the project, overhead, and costs of all kinds and profit to complete the work items in accordance with the Project Manual, plans, and permits.
Work for which there is not a listed item below shall be considered incidental to the Contract and
no additional compensation will be allowed. The detailed Schedule of Values shall be provided by the lowest responsible bidder and be included with their executed contract, as attached.
TOTAL BID:
________________________________________________DOLLARS (In Words)
$___________________________
ITEM No. DESCRIPTION QUANTITY UNITS UNIT COST TOTAL COST
1
Mobilization/Demobilization, plus,
• Travel and living expenses to have one personnel onsite up to 8 hours per day, two trips, up to 3 days each trip.
• Travel and living expenses to have one personnel onsite up to 8 hours per day for the last 2 days rental is onsite.
1 LS
2
Rental Equipment
• Disk filter
• Spares
• Service Program
6 Month
TOTAL =
As Needed Service beyond necessary repairs to the equipment and exceeding the minimum service intervals in Appendix A Rate per Hour
Supervision/Project Manager
• Onsite & travel time beyond budgeted As Needed To Be Determined
Meals per diem travel & living expenses at cost +15%
Additional per month rental beyond 6 months
(Rate may not exceed rate quoted for minimum 6 month term.) As Needed To Be Determined
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SCRUTINIZED COMPANY CERTIFICATION
Florida Statutes, Sections 287.135 and 215.473
Pursuant to Section 287.135, Florida Statutes (2017), a company is ineligible to, and may not, bid on, submit a proposal for, or enter into or renew a contract with the City for goods or services of:
(a) Any amount if, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to s. 215.4725, or is engaged in a boycott of Israel; or
(b) One million dollars or more if, at the time of bidding on, submitting a proposal
for, or entering into or renewing such contract, the company: 1. Is on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to s. 215.473; or
2. Is engaged in business operations in Cuba or Syria.
Subject to limited exceptions provided in state law, the City will not contract for the provision of goods or services with any scrutinized company referred to above. The Contractor must submit this required certification form attesting that it is not a scrutinized company and is not engaging
in prohibited business operations.
The following shall be grounds for termination of the contract at the option of the awarding body: The company is found to have submitted a false certification; been placed on the Scrutinized
Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran
Petroleum Energy Sector List; been placed on the Scrutinized Companies that Boycott Israel List or is engaged in a boycott of Israel; or been engaged in business operations in Cuba or Syria. The City shall provide notice, in writing, to the Contractor of any determination concerning a
false certification. The Contractor shall have five (5) days from receipt of notice to refute the
false certification allegation. If such false certification is discovered during the active contract term, the Contractor shall have ninety (90) days following receipt of the notice to respond in writing and demonstrate that the determination of false certification was made in error. If the Contractor does not demonstrate that the City’s determination of false certification was made in
error then the City shall have the right to terminate the contract and seek civil remedies pursuant
to Section 287.135, Florida Statutes. THIS CERTIFICATION FORM MUST BE COMPLETED AND INCLUDED IN YOUR BID RESPONSE. FAILURE TO SUBMIT THIS FORM AS INSTRUCTED SHALL RENDER YOUR BID SUBMITTAL NON-RESPONSIVE.
a. The Vendor, owners, or principals are aware of the requirements of Section 287.135, Florida Statutes; and
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b. The Vendor, owners, or principals are eligible to participate in this solicitation and not listed
on the Scrutinized Companies that Boycott Israel List or engaged in a boycott of Israel; and
c. For contracts of one million dollars or more, the Vendor, owners, or principals are eligible to participate in this solicitation and not listed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy
Sector List and, further, are not engaged in business operations in Cuba or Syria; and
d. If awarded the Contract, the Vendor, owners, or principals will immediately notify the City in writing if any of its company, owners, or principals: are placed on the Scrutinized Companies that Boycott Israel List, the Scrutinized Companies with Activities in Sudan
List, or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List;
engage in a boycott of Israel; or engage in business operations in Cuba or Syria.
(Authorized Signature)
(Printed Name and Title)
(Name of Vendor)
STATE OF _________________
COUNTY OF _______________
The foregoing instrument was acknowledged before me by means of (___) physical presence or (___) online notarization, this _______ day of _____________, 2021, by ____________________________ the _________________ of ____________________________________________________, a
______________________ (__) who is personally known to me or (__) who produced
_____________________________________________ as identification.
___________________________________
Notary Public
Print Name:_________________________
My Commission expires: _______________
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NON-COLLUSION AND CONTINGENT FEES AFFADAVIT State of Florida
County of _____________________________________________________________, being first duly sworn, deposes and says that: He / She is ______________________________ of ____________________________, the
Proposer that has submitted the attached Bid;
He / She is fully informed respecting the preparation and contents of the attached Bid and of all pertinent circumstances respecting such Bid;
Such Bid is genuine and is not a collusive or sham Bid;
Neither the said proposer nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including this affiant, has in any way colluded, conspired, connived or agreed, directly or indirectly with any other proposer, firm or person to submit a
collusive or sham Bid in connection with the contract for which the attached Bid has been
submitted or to refrain from bidding in connection with such Contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other Proposer, firm or person to fix the price or prices in the attached Bid or of any other Proposer, or to fix any overhead, profit or cost element of the Bid price or the Bid price of any
other Proposers, or to secure through any collusion, conspiracy, connivance or unlawful
agreement any advantage against the City of Winter Springs or any person interested in the proposed Contract; The price or prices quoted in the attached Bid are fair and proper and are not tainted by any
collusion, conspiracy, connivance or unlawful agreement on the part of the Proposer or any of its
agents, representatives, owner’s employees, or parties in interest, including this affiant; and The proposer nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including this affiant, have not employed or retained any company or person,
other than a bona fide employee working solely for the proposer to solicit or secure this
agreement and that proposer has not paid or agreed to pay any person, company, corporation, individual, or firm, other than a bona fide employee working solely for the proposer any fee, commission, percentage, gift, or other consideration contingent upon or resulting from the award or making of this agreement. For the breach or violation of this provision, the City shall have the
right to terminate the agreement without liability and, at its discretion, to deduct from the
contract price, or otherwise recover, the full amount of such fee, commission, percentage, gift, or consideration. (Authorized Signature)
(Printed Name and Title) (Name of Vendor)
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STATE OF _________________
COUNTY OF _______________
The foregoing instrument was acknowledged before me by means of (___) physical presence or (___) online notarization, this _______ day of _____________, 2021, by ____________________________ the _________________ of
____________________________________________________, a
______________________ (__) who is personally known to me or (__) who produced _____________________________________________ as identification.
___________________________________
Notary Public Print Name: _________________________
My Commission expires: _______________
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DRUG-FREE WORKPLACE CERTIFICATION
In accordance with Florida Statues 287.087, preference shall be given to businesses with drug-free workplace programs. Whenever two or more bids which are equal with respect to price, quality, and service are received by the State or by any political subdivision for the procurement of commodities or contractual services, a bid received from a business
that certifies that it has implemented a drug-free workplace program shall be given
preference in the award process. Established procedure for processing the bids will be followed if none of the tied vendors have a drug-free work place program.
In order to have a drug-free workplace program, a business shall: a. Publish a statement notifying employees that the unlawful manufacture, distribution, Dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such
prohibition.
b. Inform employees about the danger of drug abuse in the workplace, the business's policy maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.
c. Give each employee engaged in providing the commodities or contractual services that
are under bid a copy of the statement specified in subsection (a). d. In the statement specified in subsection (a), notify the employees that, as a condition of working on the commodities or contractual services that are under bid/proposal, the employee will abide by the terms of the statement and will notify the employer of any
conviction of, or plea of guilty or nolo contender to, any violation of Chapter 893 or of
any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction. e. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community, by any
employee who is so convicted.
f. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section. As the person authorized to sign the statement, I certify that this firm complies fully with
the above requirements.
___________________________________________ (Company)
___________________________________________
(Signature & Title)
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CONFLICT OF INTEREST CERTIFICATION
Before me, the undersigned authority, personally appeared, who was duly sworn,
deposes, and states:
I am the ______________________ of __________________________ with a local office in
______________________________ and principal office in __________________________.
City and State City and State
The above-named entity is submitting an ITB for the City of Winter Springs described as:
City of Winter Springs
ITB # 05-21 JN
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The Affiant has made diligent inquiry and provides the information contained in this
Affidavit based upon his own knowledge and thereof the following;
a. The Affiant states that only one submittal for the above bid is being submitted and that
the above-named entity has no financial interest in other entities submitting bids for the
same project.
b. Neither the Affiant nor the above-named entity has directly or indirectly entered into any
agreement, participated in any collusion, or otherwise taken any action in restraints of
free competitive pricing in connection with the entity's submittal for the above bid. This
statement restricts the discussion of pricing data until the completion of negotiations if
necessary and execution of the Contract for this project.
c. Neither the entity nor its affiliates, nor anyone associated with them, is presently
suspended or otherwise ineligible from participation in contract letting by any local,
State, or Federal Agency.
d. Neither the entity, nor its affiliates, nor anyone associated with them have any potential
conflict of interest due to any other clients, contracts, or property interests for this project.
e. I certify that no member of the entity's ownership or management is presently applying
for an employee position or actively seeking an elected position with the City of Winter
Springs.
f. I certify that no member of the entity's ownership or management, or staff has a vested
interest in any aspect of the City of Winter Springs.
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g. In the event that a conflict of interest is identified in the provision of services, I, on behalf
of the above-named entity, will immediately notify the City of Winter Springs.
(Authorized Signature) Name of Business Phone & Fax Number
(Printed Name and Title) Business Mailing Address City, State, Zip
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CERTIFICATION A: (Debarment, Suspension and other responsibility matters – Primary
Covered Transactions)
The prospective primary participant certifies to the best of its knowledge and belief that its
principals:
a. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded from covered transactions by any Federal debarment or agency;
b. Have not within a three-year period preceding this proposal, been convicted of or had a
civil judgment rendered against them for commission of fraud or a criminal offense in
connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local)
transaction or contract under a public transaction; violation of Federal or State antitrust statutes
or commission of embezzlement, theft, forgery, bribery, falsification, or destruction of records,
making false statements, or receiving stolen property;
c. Are not presently indicted for or otherwise criminally or civilly charged by a
governmental entity (Federal, State, or local) with commission of any of the offenses enumerated
in paragraph (1) (b) of this certification; and
d. Have not within a three-year period preceding this application/proposal had one or more
public transactions (Federal, State, or local) terminated for cause or default.
Where the prospective primary participant is unable to certify to any of the statements in this
certification, such prospective participant shall attach an explanation of this proposal.
Instructions for Certification (A)
By signing and submitting this proposal, the prospective primary participant is providing the
certification set out below;
a. The inability of a person to provide the certification required below will not necessarily
result in denial of participation in this covered transaction. The prospective participant shall
submit an explanation of why it cannot provide the certification set out below. The certification
or explanation will be considered in connection with the department or agency’s determination
whether to enter into this transaction. However, failure of the prospective primary participant to
furnish a certification or any explanation shall disqualify such person from participation in this
transaction.
b. The certification in this clause is a material representation of fact upon which reliance
was placed when the department or agency determined to enter into this transaction. If it is later
determined that the prospective primary participant knowingly rendered an erroneous
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certification, in addition to other remedies available to the Federal Government, the department
or agency may terminate this transaction for cause or default.
c. The prospective primary participant shall provide immediate written notice to the
department or agency to which this proposal is submitted if at any time the prospective primary
participant learns that its certification was erroneous when submitted or has become erroneous
by reason of changed circumstances.
d. The terms covered transaction, debarred, suspended, ineligible, lower tier covered
transaction, participant, person, primary covered transaction, principal, proposal, and voluntarily
excluded, as used in this clause, have the meanings set out in the Definitions and Coverage
sections of the rules implementing Executive Order 12549. You may contact the department or
agency to which this proposal is being submitted for assistance in obtaining a copy of these
regulations.
e. The prospective primary participant agrees by submitting this proposal that, should the
proposed covered transaction be entered into, it shall not knowingly enter into any lower tier
covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily
excluded from participation in this covered transaction, unless authorized by the department or
agency entering into this transaction.
f. The prospective primary participant further agrees by submitting this proposal that it will
include the clause titled “Certification Regarding Debarment, Suspension, Ineligibility and
Voluntary Exclusion – Lower Tier Covered Transaction,” provided by the department or agency
entering into this covered transaction, without modification, in all lower tier covered transactions
and in all solicitations for lower tier covered transactions.
g. A participant in a covered transaction may rely upon a certification of a prospective
participant in a lower tier covered transaction that it is not debarred, suspended, ineligible, or
voluntarily excluded from the covered transaction, unless it knows that the certification is
erroneous. A participant may decide the method and frequency by which it determines this
eligibility of its principals. Each participant may, but is not required to, check the Non-
procurement List.
h. Nothing contained in the foregoing shall be construed to require establishment of a
system of records in order to render in good faith the certification required by this clause. The
knowledge and information of a participant is not required to exceed that which is normally
possessed by a prudent person in the ordinary course of business dealings.
i. Except for transactions authorized under paragraph (6) of these instructions, if a
participant in a covered transaction knowingly enters into a lower tier covered transaction with a
person who is suspended, debarred, ineligible, or voluntarily excluded from participation in this
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transaction, in addition to other remedies available to the Federal Government, the department or
agency may terminate this transaction for cause of default.
Certification B: (Debarment, Suspension, Ineligibility and Voluntary Exclusion – Lower
Tier Covered Transactions)
a. The prospective lower tier participant certifies, by submission of this proposal, that
neither it nor its principals is presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from participation in this transaction by any Federal
department or agency.
b. Where the prospective lower tier participant is unable to certify to any of the statements
in this certification, such prospective participant shall attach an explanation to this proposal.
Instructions for Certification (B)
By signing and submitting this proposal, the prospective lower tier participant is providing the
certification set out below.
a. The certification in this clause is a material representation of fact upon which reliance
was placed when this transaction was entered into. If it is later determined that the prospective
lower tier participant knowingly rendered an erroneous certification, in addition to other
remedies available to the Federal Government, the department or agency with which this
transaction originated may pursue available remedies, including suspension and/or debarment.
b. The prospective lower tier participant shall provide immediate written notice to the
person to whom this proposal is submitted if at any time the prospective lower tier participant
learns that its certification was erroneous when submitted or has become erroneous by reason of
changed circumstances.
c. The terms covered transaction, debarred, suspended, ineligible, lower tier covered
transaction, participant, person, primary covered transaction, principal, proposal, and voluntarily
excluded, as used in this clause, have the meanings set out in the Definitions and Coverage
sections of rules implementing Executive Order 12549. You may contact the person to which
this proposal is submitted for assistance in obtaining a copy of these regulations.
d. The prospective lower tier participant agrees by submitting this proposal that, should the
proposed covered transaction be entered into, it shall not knowingly enter into any lower tier
covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily
excluded from participation in this covered transaction, unless authorized by the department or
agency with which this transaction originated.
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e. The prospective lower tier participant further agrees by submitting this proposal that it
will include this clause title “Certification Regarding Debarment, Suspension, Ineligibility and
Voluntary Exclusion – Lower Tier Covered Transaction,” without modification, in all lower tier
covered transactions and in all solicitation for lower tier covered transactions.
f. A participant in a covered transaction may rely upon a certification of a prospective
participant in a lower tier covered transaction that it is not debarred, suspended, ineligible, or
voluntarily excluded from the covered transaction, unless it knows that the certification is
erroneous. A participant may decide the method and frequency by which it determines the
eligibility of its principles. Each participant may but is not required to, check the Non-
procurement List.
g. Nothing contained in the foregoing shall be construed to require establishment of a
system of records in order to render in good faith the certification required by this clause. The
knowledge and information of a participant is not required to exceed that which is normally
possessed by a prudent person in the ordinary course of business dealings.
h. Except for transactions authorized under paragraph (5) of these instructions, if a
participant in a lower covered transaction knowingly enters into a lower tier covered transaction
with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation
in this transaction, in addition to other remedies available to the Federal Government, the
department or agency with which this transaction originated may pursue available remedies
including suspension and/or debarment.
END OF SECTION
Applicant: Date:
Signature of Authorized Certifying Official: Title:
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WEST WRF TEMPORARY DISK FILTER RENTAL 00660-1
September 2021 Notice of Selection Form
SECTION 00660
NOTICE OF SELECTION FORM TO: PROJECT NAME: West Water Reclamation Facility Temporary Disk Filter Rental
The OWNER has considered the BID submitted by , for the above described WORK in response to the Advertisement for Bids dated , 2021 and Instructions to Bidders.
You are hereby notified that your BID has been selected for further negotiations of a rental agreement, incorporating the total bid of $ . Selection is subject to successful contract negotiations of terms acceptable to the City Manager.
You are required to return an acknowledged copy of this NOTICE OF SELECTION to the OWNER. Dated this ______ day of ____________, 2021.
OWNER: By: ________________________ Jason Norberg
Title: Director of Public Works/Utilities
ACCEPTANCE OF NOTICE
Receipt and acceptance of the above NOTICE OF SELECTION is hereby acknowledged
by this the ____ day of ______________, 2021. By: _______________________
Title:______________________
END OF SECTION
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WEST WRF TEMPORARY DISK FILTER RENTAL Appendix A
September 2021
Appendix A
Scope of Work
West WRF Temporary Disk Filter Rental
General 1. The Work is generally described as providing a disk filter for the filtration of treated effluent from a domestic wastewater treatment facility with secondary clarification.
Scope of Work 1. The selected VENDOR will provide a disk filter to the plant site located at 1000 W SR 434, Winter Springs, FL 32708. 2. Flow to the unit will be via gravity flow from the secondary clarifier.
3. Disk Filter details: a. 10 Micron nominal filter screen pore size or smaller b. Configuration to prevent unfiltered water from contaminating filtered water c. Automated, integral backwash pump with filtered water supply (no separate water source required). Backwash not to exceed 85 gpm.
d. Integral control panel for fully automated operation e. Connections (150 lb. flange): i. Raw water inlet 20” ii. Filtered water outlet 16” iii. Backwash outlet 6”
f. Power requirement not to exceed 480 VAC/3 Phase/ 50 AMP. 4. Disk Filter Influent limits: a. TSS <30 mg/l TSS, < 20 mg/l average b. Oil & Grease < 5 mg/l c. pH 6.5 – 8.5 S.U.
d. Particles 10 micron to ¼” e. Temperature < 100 0F f. Conductivity < 500 µS g. LSI < 0.5 h. Influent Inlet pipe ≤ 3 ft/sec for a minimum 5’ length
i. Flow < 2 MGD normal, < 1800 GPM peak 5. Disk Filter Effluent: ≤ 5 mg/l TSS 6. Spares shall be provided with the unit to help ensure reliable operation with minimum time out of service. Spares to be provided by Vendor and may be installed by operator to facilitate
rapid return to service. Spares provided with delivery of unit (no additional cost to rental if
under normal wear and tear while operating within design limits): a. Minimum 2 panel/pieces b. All seals c. All Sprockets
d. Drum drive motor and gearbox
e. Backwash pump and motor
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September 2021
f. Minimum 2 cleaning nozzles
g. PLC and I/O modules
h. Electrical components i. Motor drives and/or VFDs j. Pressure switches k. Bearings and housings
l. Pulleys
m. Level switches 7. Vendor shall conduct routine service on the rental unit to help ensure continued reliable service. Service visits shall include at no additional cost: a. Month 1 as part of mobilization
b. Month 2
c. Month 4 d. Month 6 as part of demobilization e. Routine service to be conducted a minimum of every 2 months if rental is longer than 6 months.
8. The following services shall be included in Bid Form Line Item 1
Mobilization/Demobilization bid amount: a. Commissioning/Decommissioning –a representative onsite at the beginning of the project to assist and supervise interconnections, startup, commissioning, and staff training. Vendor shall include a representative onsite at the end of the project to
conduct a chemical clean of the unit, tank cleanout, supervise removal of
interconnects, etc. b. Any pre delivery required work to prepare the unit for delivery and function as outlined, e.g. changing filter panels. c. Transportation to and from the site.
9. Vendor shall include, at no additional cost, phone support for technical assistance.
10. Flows to the filter greater than the required performance listed above will be diverted to the existing traveling bridge filters for treatment. Any overflow ports are to be capped or plugged.
Items Provided by Others 1. Applicable permits. 2. Operator licenses. 3. Installation of the unit in the functional location including but not limited to civil, structural,
earthwork, foundation, mechanical, electrical, rigging etc.
4. Electrical service to the single designated power supply point on the equipment. 5. Scaffolding, ladders, stairs, decking etc. for access, operations, and maintenance. 6. Service water for general wash down will be provided. 7. Chemicals other than the final chemical cleaning of the unit.
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CONSENT AGENDA ITEM 305
CITY COMMISSION AGENDA | SEPTEMBER 27, 2021 REGULAR MEETING
TITLE
West WRF Temporary Storage Tank and Emergency Pump, Vendor Selection
and Award
SUMMARY
The West WRF is located in the western part of the City and provides
wastewater treatment service and reclaimed water (RCW) to the City’s RCW
distribution system. During the cleaning and rehabilitation of treatment Unit
#1, treatment Unit #2 will treat 100% of the flow coming into the facility. The
treatment process is sensitive to changes and can become upset resulting in
non public access RCW production. Onsite storage of non public access RCW
is limited and the finite storage capacity can be exceeded in the event the
treatment process becomes upset. The temporary system will capture non
public access RCW that is compliant with FDEP regulations for discharge to
the rapid infiltration basin (RIB). Temporary storage tanks will store the RIB
quality water. The tanks will be piped between the transfer pumps and into
the existing effluent pumps. The effluent pumps will discharge RIB quality
water to the Dayron RIB site. The system will isolate RIB quality water from
public access reclaimed water, keeping the two systems separate per FDEP
requirements. The emergency pump is an FDEP required feature that will
automatically pump non public access RCW to the onsite storage pond in the
event the storage tanks become full. Installation of the temporary tanks and
emergency pump will improve facility reliability and facilitate prevention of
RCW service interruption.
Invitation to Bid (ITB) #06-21 JN for West Water Reclamation Facility
Temporary Storage Tank and Emergency Pump was advertised on September
3, 2021 and bids received on September 17, 2021. The ITB outlined the
equipment specifications and performance requirements. The prices are
based on mobilization to the West WRF, demobilization from the West WRF,
and a six (6) month rental with the option to rent the equipment longer if
required. More than one storage tank will be required to provide the
required volume of storage capacity. Approval is requested for up to five (5)
storage tanks. Only the required number of storage tanks will be ordered.
One bid was received as shown in the Bid Tabulation below:
164
VENDOR MOB/DEMOB
COST MONTHLY COST TOTAL COST
United Rentals, Inc.
Storage Tank (per
tank)1 $2,200 $1,534 $11,404
Emergency Pump $13,300 $3,312 $33,172
1. Cost is for one (1) storage tank.
The ITB response is consistent with similar recently received quotes.
Preparation for cleaning and construction of the treatment Unit #1 repairs is
anticipated to begin in October with repairs completed by March 2021. The
storage tanks and emergency pump will be delivered to the West WRF as
soon as practical.
RECOMMENDATION
Staff recommends the City Commission award a contract to United Rentals,
Inc. in the amount of $57,020 plus a two month project contingency ($15,340
per month) for a total of $72,360 for the rental of up to five (5) temporary
storage tanks and emergency pump. Additionally, authorization for the City
Manager and City Attorney is requested to prepare and execute any and all
applicable contract documents consistent with this Agenda item.
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CONSENT AGENDA ITEM 306
CITY COMMISSION AGENDA | SEPTEMBER 27, 2021 REGULAR MEETING
TITLE
West WRF Temporary Belt Press, Vendor Selection and Award
SUMMARY
The West WRF is located in the western part of the City and provides
wastewater treatment service and reclaimed water to the City’s reclaimed
water distribution system. A temporary belt press is needed during
rehabilitation of treatment Unit #1 to maintain mixed liquor inventory.
During the cleaning and rehabilitation of treatment Unit #1, treatment Unit
#2 will treat 100% of the flow coming into the facility. The treatment process
is sensitive to changes in mixed liquor inventory and a high inventory can
impact final effluent quality. The rental press will allow continual processing
of solids and finer adjustments to the treatment process resulting in more
reliability.
Invitation to Bid (ITB) #07-21 JN for West Water Reclamation Facility
Temporary Belt Press was advertised on September 3, 2021 and bids received
on September 17, 2021. The ITB outlined the equipment specifications and
performance requirements. The prices are based on mobilization to the West
WRF, demobilization from the West WRF, and a six (6) month rental with the
option to rent the equipment longer if required. A total of three bids were
received as shown in the Bid Tabulation below:
VENDOR MOB/DEMOB
COST MONTHLY COST TOTAL COST
Merrell Bros, Inc.$8,975 $12,450 $83,675
Charter Machine
Company $16,500 $19,500 $133,500
Eagle Dynamic
Solutions, LLC $28,000 $17,675 $134,050
Preparation for cleaning and construction of the treatment Unit #1 repairs is
anticipated to begin in October with repairs completed by March 2022. The
belt press will be delivered to the West WRF as soon as practical.
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RECOMMENDATION
Staff recommends the City Commission award a contract to Merrell Bros, Inc.
in the amount of $83,675 plus a two month project contingency ($12,450 per
month) for a total of $108,575 for the rental of a temporary belt press.
Additionally, in the event an agreement with the first ranked proposer is
unable to be completed, authorize the City Manager and City Attorney to
negotiate with the second ranked proposer, which is Charter Machine
Company. in the amount of $133,500 plus a two month project contingency
for a total of $172,500. Finally, authorization for the City Manager and City
Attorney is requested to prepare and execute any and all applicable contract
documents consistent with this Agenda item.
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PUBLIC HEARINGS AGENDA ITEM 400
CITY COMMISSION AGENDA | SEPTEMBER 27, 2021 REGULAR MEETING
TITLE
Final Millage Rate for Fiscal Year 2021-2022
SUMMARY
On September 13, 2021 the City Commission adopted a tentative operating
millage rate of 2.4100 mills. Tonight the Commission will set the final
operating millage rate which cannot exceed the tentative operating millage
rate.
The decision to levy an operating millage rate of 2.4100 mills as opposed to
the rolled-back rate of 2.3127 mills will result in additional ad valorem General
Fund revenue of $369,257 (net of statutory discount).
RECOMMENDATION
Staff recommends the City Commission adopt Resolution 2021-14,
establishing the Final Operating Millage Rate for Fiscal Year 2021-2022 for the
City of Winter Springs at 2.4100 mills which is 4.21% more than the rolled‐
back rate of 2.3127 mills.
A ' sample' motion which includes the necessary elements for statutory
compliance is as follows:
I move to approve Resolution 2021-14 establishing the Final Fiscal Year 2021-2022
operating millage rate for the City of Winter Springs at 2.4100 mills and publicly
announce that the final operating millage rate of 2.4100 mills is 4.21% greater
than the computed rolled-back rate of 2.3127 mills.
232
City of Winter Springs, Florida
Resolution 2021-14
Page 1 of 2
RESOLUTION 2021-14
A RESOLUTION OF THE CITY COMMISSION OF WINTER
SPRINGS, FLORIDA, ADOPTING THE FINAL OPERATING
MILLAGE RATE FOR THE CITY OF WINTER SPRINGS FOR THE
FISCAL YEAR COMMENCING ON OCTOBER 1, 2021 AND
ENDING ON SEPTEMBER 30, 2022; ANNOUNCING THE
PERCENTAGE BY WHICH THE FINAL OPERATING MILLAGE
RATE IS MORE THAN THE ROLLED-BACK RATE; PROVIDING
FOR SEVERABILITY; PROVIDING FOR REPEAL OF PRIOR
INCONSISTENT RESOLUTIONS; AND PROVIDING FOR AN
EFFECTIVE DATE.
WHEREAS, the City Commission of Winter Springs of Seminole County, Florida, on
September 27, 2021, adopted Fiscal Year 2021-2022 Final Millage Rate following a public hearing
as required by Florida Statute 200.065;
WHEREAS, the City Commission of Winter Springs of Seminole County, Florida, held
a public hearing as required by Florida Statute 200.065;
WHEREAS, the gross taxable value for operating purposes not exempt from taxation
within Seminole County has been certified by the Seminole County Property Appraiser to the City
of Winter Springs on line 4 of the DR420 as $2,867,838,505;
WHEREAS, the City Commission of Winter Springs desires to adopt the final operating
millage rate and publicly announce the percent, if any, by which the final operating millage
rate is more than or less than the rolled-back rate; and
WHEREAS, the City Commission of Winter Springs deems that this Resolution is in the
best interest of the public health, safety, and welfare of the citizens of Winter Springs.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
THE CITY OF WINTER SPRINGS, SEMINOLE COUNTY, FLORIDA, AS
FOLLOWS:
Section 1. Incorporation of Recitals. The foregoing recitals are deemed true and correct
and are hereby fully incorporated by this reference.
Section 2. Final Millage. The City Commission adopts its final operating millage rate of
2.4100 mills for the fiscal year commencing October 1, 2021 and ending September 30, 2022.
Section 3. Rolled-back Rate. The final operating millage rate of 2.4100 mills is 4.21%
more than the computed rolled-back rate of 2.3127 mills.
233
City of Winter Springs, Florida
Resolution 2021-14
Page 2 of 2
Section 4. Submissions. Within three (3) days of the date of this Resolution, the Finance
Director shall forward the Resolution adopting the final millage rate to the Seminole County
Property Appraiser and the Seminole County Tax Collector.
Section 5. Certification of Compliance. Within thirty (30) days of the date of this Resolution,
the Finance Director shall certify compliance with Chapter 200, Florida Statutes by causing the
Certification of Compliance, along with all necessary documentation, to be sent to the Property
Tax Administration of the Department of Revenue.
Section 6. Repeal of Prior Inconsistent Resolutions. All prior resolutions or parts of
resolutions in conflict herewith are hereby repealed to the extent of the conflict.
Section 7. Severability. If any section, subsection, sentence, clause, phrase, word, or portion
of this Resolution is for any reason held invalid or unconstitutional by any court of competent
jurisdiction, such portion shall be deemed a separate, distinct and independent provision and such
holding shall not affect the validity of the remaining portion hereto.
Section 8. Effective Date. This Resolution shall become effective immediately upon adoption
by the City Commission of the City of Winter Springs, Florida.
RESOLVED by the City Commission of the City of Winter Springs, Florida, in a public hearing
assembled on this 27th day of September, 2021.
Kevin McCann, Mayor
ATTEST:
Christian Gowan, City Clerk
Approved as to legal form and sufficiency for
The City of Winter Springs only:
Anthony A. Garganese, City Attorney
234
PUBLIC HEARINGS AGENDA ITEM 401
CITY COMMISSION AGENDA | SEPTEMBER 27, 2021 REGULAR MEETING
TITLE
Final Budget for Fiscal Year 2021-2022
SUMMARY
The Final Budget was prepared at the direction of the Commission using the
operating millage rate of 2.4100 mills. The total expenditures in the final
budget are $54,507,270 which includes inter-fund transfers and is comprised
of the following:
General Fund - $18,736,477
Other Governmental Funds - $15,065,478
Enterprise Funds - $20,705,315.
The City-Wide Final Budget by fund type currently reflects the following
appropriations to/(from) fund balance:
General Fund - $0
Governmental Funds (exclusive of General Fund) - ($7,619,907)
Enterprise Funds - ($6,128,387)
There have not been any revisions subsequent to the Tentative Budget
(September 13th Public Hearing 401). The Proposed, Tentative and Final
Budgets are on the City's website at www.winterspringsfl.org/budget.
RECOMMENDATION
Staff recommends the Commission approve and adopt Resolution 2021-15,
establishing the Final Budget for the Fiscal Year 2021-2022.
A 'sample' motion which includes the necessary elements for statutory
compliance is as follows:
I move to approve Resolution 2021-15, establishing the Final Budget for the City of
Winter Springs for the fiscal year commencing on October 1, 2021 and ending on
September 30, 2022.
235
City of Winter Springs, Florida
Resolution 2021-15
Page 1 of 2
RESOLUTION 2021-15
A RESOLUTION OF THE CITY COMMISSION OF THE CITY
OF WINTER SPRINGS, FLORIDA, ADOPTING THE FINAL
BUDGET FOR THE CITY OF WINTER SPRINGS FOR THE
FISCAL YEAR COMMENCING ON OCTOBER 1, 2021 AND
ENDING ON SEPTEMBER 30, 2022; PROVIDING FOR
SEVERABILITY; PROVIDING FOR THE REPEAL OF PRIOR
INCONSISTENT RESOLUTIONS; AND PROVIDING FOR AN
EFFECTIVE DATE.
WHEREAS, the City Commission of the City of Winter Springs of Seminole
County, Florida, on September 27, 2021, held a public hearing as required by Florida
Statute 200.065;
WHEREAS, the City Commission of the City of Winter Springs desires to
adopt the final budget; and
WHEREAS, the City Commission of the City of Winter Springs deems that this
Resolution is in the best interest of the public health, safety, and welfare of the citizens of
Winter Springs.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY
COMMISSION OF THE CITY OF WINTER SPRINGS, SEMINOLE
COUNTY, FLORIDA, AS FOLLOWS:
Section 1. Incorporation of Recitals. The foregoing recitals are deemed true and
correct and are hereby fully incorporated by this reference.
Section 2. Final Budget. Having previously adopted a final millage rate for the City
of Winter Springs for fiscal year 2021-2022 the City Commission adopts its final budget as
may be amended for the fiscal year commencing October l, 2021 and ending September
30, 2022 as presented at its regular meeting assembled on the date of this Resolution with
all amendments, if any, adopted at that meeting.
Section 3. Approved Expenditures. The expenditures in the final budget are
$54,507,270 which includes inter-fund transfers and is comprised of the following:
General Fund - $18,736,477; Other Governmental Funds - $15,065,478; and Enterprise
Funds - $20,705,315. The budget is based upon gross taxable value of $2,867,838,505.
Section 4. Submissions. Within three (3) days of the date of this Resolution, the
Finance Director shall forward the Resolution adopting the final millage rate to the
Seminole County Property Appraiser and the Seminole County Tax Collector.
236
City of Winter Springs, Florida
Resolution 2021-15
Page 2 of 2
Section 5. Certification of Compliance. Within thirty (30) days of the date of this
Resolution, the Finance Director will certify compliance with Chapter 200, Florida
Statutes by causing the Certification of Compliance, along with all necessary
documentation to be sent to the Property Tax Administration Program of the Department
of Revenue.
Section 6. Repeal of Prior Inconsistent Resolutions. All prior resolutions or parts
of resolutions in conflict herewith are hereby repealed to the extent of the conflict.
Section 7. Severability. If any section, subsection, sentence, clause, phrase, word, or
portion of this Resolution is for any reason held invalid or unconstitutional by any court
of competent jurisdiction, such portion shall be deemed a separate, distinct and
independent provision and such holding shall not affect the validity of the remaining
portion hereto.
Section 8. Effective Date. This Resolution shall become effective immediately
upon its adoption by the City Commission of the City of Winter Springs, Florida.
RESOLVED by the City Commission of the City of Winter Springs, Florida, in a
regular meeting assembled on this 27th day of September 2021.
Kevin McCann, Mayor
ATTEST:
Christian Gowan, City Clerk
Approved as to legal form and sufficiency
for The City of Winter Springs only:
Anthony A. Garganese, City Attorney
237
REGULAR AGENDA ITEM 500
CITY COMMISSION AGENDA | SEPTEMBER 27, 2021 REGULAR MEETING
TITLE
Appeal of the Petition for Lien Reduction or Release for the Estate of Mel D
Hall 629 Alton Road
SUMMARY
At the August 9, 2021 Commission Meeting, Regular Agenda Item 503 was presented
to the Commission requesting the Commission review the decision made on the
Petition for Reduction or Release of Code Enforcement Lien submitted by Ms. Clifton
on behalf of the estate of her brother, Mel D Hall.
On May 3, 2021 Ms. Clifton filed a petition for Reduction or Release of Code
Enforcement Lien on behalf of her deceased brother’s, property located at 629 Alton
Road. Mr. Hall’s property had fallen into disrepair. The Code Enforcement Board took
up this issue at its meetings in August and September 2020. Mr. Hall was not present
at either meeting. The Code Enforcement Board issued a fine of $150 per day
beginning September 15, 2020 until corrective actions were taken. After Mr. Hall’s
death on April 6, 2021, his sister and personal representative of his estate, Ms. Sherry
Clifton, learned of the lien and addressed the items that were in need of repair.
At the August 9th meeting, she presented the cost of the repairs which totaled
approximately $1,500.00. She also sited her brother’s failing health which lead
to poor decisions and lack of responsiveness to the code violation citations,
and the debt that her brother took out against the property. Her appeal is for
a full release or at best, a significantly reduced fine acknowledging that staff
has put time into this matter.
Recognizing that the probate process can take time and wanting more information to
assess an make a fair decision, the Commission requested that Ms. Clifton be given
time to gather the accounting related to her brother’s property and to bring that
information back to the Commission at a future date. This would provide the
Commission with more facts to review her request and render a fair decision. Ms.
Clifton has provided that summary of the debts incurred by her brother and is
attached hereto.
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RECOMMENDATION
Staff recommends that, in accordance with Section 2-61.5 of the City Code,
the Commission consider the additional financial information submitted by
Ms. Clifton and render a final decision.
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REGULAR AGENDA ITEM 501
CITY COMMISSION AGENDA | SEPTEMBER 27, 2021 REGULAR MEETING
TITLE
Appeal of a Lien Reduction/Release Denial for 3271 N US HWY 17-92,
Longwood, FL 32750 RaceTrac Store #2344
SUMMARY
Regarding Code Enforcement Case #2016CE000876 and pursuant to Section
2-61.5(i) of the Code of Ordinances of the City of Winter Springs, Staff
requests that the Commission consider Ms. Lori Swank’s, Senior Litigation
Paralegal, appeal of the denial of the Petition for Lien Reduction or Release
submitted by Mr. Brian Thornton on behalf of RaceTrac, Petroleum, Inc.,
located at 3271 N US HWY 17-92, Longwood, FL 32750 on May 19, 2021.
The following is a summary timeline:
October 26, 2012 RaceTrac acquired the property at 3271 N US HWY 17-
92 (formerly a Hess Station).
March 29, 2016 a Notice of Code Violation was sent to the owner via
certified mail to 500 East Broward Blvd #2300, Ft. Lauderdale, FL and
was returned undeliverable on April 5, 2016.
On May 11, 2016 a Notice of Code Violation was posted at the property.
The City removed the tires which were deemed to be a public safety and
health nuisance. The owner was given 15 days to appeal.
June 14, 2016, the notice of a Code Board Hearing was sent to the owner
at the same address previously noted and was signed as received on
June 16, 2016.
June 28, 2016, Item 504, Public Hearing of the Code Enforcement Board
Case #2016CE000876 came before the Code Enforcement Board. The
Respondent was found to be in violation and given until July 19th 2016 to
correct the violations. The respondent was not present.
August 9, 2016 an Affidavit of Non-Compliance was issued.
August 23, 2016, Item 600, Public Hearing of the Code Enforcement
Board, Case #2016CE000876 came before the Code Enforcement Board.
The property was found to be non-compliant and a fine of $250 per day
was imposed and a lien filed. The Respondent was not present.
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After its purchase of the site at 3271 N US HWY 17-92, RaceTrac redeveloped
the old Hess site with substantial completion presented to the Commission
on 6/11/2018 Item 308. Code Enforcement found the violations at this site to
have been remedied on March 6, 2018 at which point the lien amount totaled
$148,250.
On May 19, 2021, Mr. Brian Thornton, on behalf of RaceTrac Petroleum, Inc.,
submitted a Petition for Reduction or Release of Code Enforcement Lien. The
Petitioner sites RaceTrac was not aware of the lien until a title search in
connection with a loan revealed the lien. It did not receive notice as the
original violation was mailed to its tax consultant in Fort Lauderdale, FL and
not the Corporate Office in Atlanta, GA, nor was the notice of violations served
through its Registered Agent. Additionally, the Company believes it is a good
business partner and neighbor in the community.
The Petition was reviewed by Deputy Chief Tracht. Staff has also consulted
with Senior Attorney Jennifer Nix. Recommendations were submitted to the
City Manager. The request was denied based upon the following factors:
RaceTrac (the Applicant) was responsible for the violations
The length of time for the property to come into compliance (2 years).
The lien amount is less than 7.5% of the property value.
City Code Section 2-61.5(i) provides for an appeal of the City Manager’s
decision. On behalf of RaceTrac Petroleum Inc., Ms. Lori Swank, Senior
Litigation Paralegal has submitted an appeal on August 20, 2021.
RECOMMENDATION
Staff recommends that, in accordance with Section 2-61.5(i) of the City Code,
the Commission uphold the City's Managers decision to deny the petition
request.
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1
Donna Bruno
From:Lori Swank <lswank@racetrac.com>
Sent:Friday, August 20, 2021 10:44 AM
To:Christian Gowan; Tristin Motter
Cc:Donna Bruno
Subject:APPEAL OF LIEN REDUCTION APPLICATION DECISION- RT 2344 LOCATED AT 3271 NORTH U.S. HIGHWAY 17-92, LONGWOOD,
FLORIDA 32750
EXTERNAL EMAIL:
[Caution: Do not click on links or open any attachments unless you trust the sender and know the content is safe.]
RaceTrac is in receipt of the letter dated July 22, 2021, denying RaceTrac’s request to reduce the lien amount totaling $148,762.00 in connection with our store 2344
located 3271 North U.S. Highway 17-92, Longwood, Florida 32750.
With that said, this e-mail serves an appeal of the City’s decision to deny the Company’s application to reduce the lien for this property.
The Company became aware that a lien in the amount of $148,762.00 was placed on this property in April of this year as a result of a title search conducted in connection
with a real estate transaction. As previously stated, the Company never received any notices from either law enforcement, or the Code Enforcement Department that this
property was out of compliance. Furthermore, the notices regarding the violation for this property were forwarded to the Company’s tax service provider, Ryan LLC.
Consequently, Ryan LLC never notified the Company that there was a violation, and the hearings scheduled in connection with the violation. As a result, the Company was
never given an opportunity to address and correct the issues at this location that were out of compliance as well as the opportunity to attend any of the hearings scheduled to
address these issues.
It is the Company’s understanding that this property came into compliance in March of 2018, and is still in compliance as of today’s date. RaceTrac is one of the largest
convenience store chains in the southeast, and serves many cities around the state of florida. Our RaceTrac store 2344 located at 3271 North U.S. Highway 17-92,
Longwood, Florida is a very busy store and serves a great number of guests in the Winter Springs, Florida area. RaceTrac provides the community with a number of goods
and services and always strives to be a good community and business partner in the communities in which it serves. Consequently, RaceTrac respectfully requests another
review of this application to have this lien waived, or at best reduced.
Best,
Lori Swank
RaceTrac Petroleum, Inc. – Senior Litigation Paralegal
200 Galleria Parkway
Suite 900
Atlanta, GA 30339
770-431-7600 extension 1266
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REGULAR AGENDA ITEM 502
CITY COMMISSION AGENDA | SEPTEMBER 27, 2021 REGULAR MEETING
TITLE
General Discussion on Action for Resolution No. 2021-09
SUMMARY
General discussion on action related to Resolution No. 2021-09 and Section
4.11 of the City Charter, City Commission Investigation Proceeding Related to
the City's Existing Consumptive Use Permits Issued by St. Johns River Water
Management District and the MultiPhase Expansion of the City's Reclaimed
Augmentation Plant at Lake Jesup and Related Distribution System.
RECOMMENDATION
Staff recommends City Commission to engage in general discussion on
Resolution No. 2021-09 and direct staff accordingly.
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REGULAR AGENDA ITEM 503
CITY COMMISSION AGENDA | SEPTEMBER 27, 2021 REGULAR MEETING
TITLE
Appointment Opportunities for City Boards and Committees
SUMMARY
The City Clerk Department wishes to inform the City Commission of the
following vacancies:
Per Section 2-41(e) of the City Code, "If any commissioner fails to appoint a
member within thirty (30) days after a vacancy occurs or a term expires, that
seat shall be filled by a majority vote of the commission."
CURRENT VACANCIES:
Youth Council
Mayor - Two (2) appointments remaining
Seat One - One (1) appointment remaining
UPCOMING VACANCIES
The Districting Commission will soon be actively accepting applications - Each
Commissioner appoints one (1) member from their district and the Mayor
appoints two (2) members from the City At-Large.
RECOMMENDATION
Staff recommends the City Commission make any appointments they deem
pertinent.
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