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01-13-09 Agenda Spec WS úôéäúîððôêêôîï úôéäî÷ùøñëüäûøüúõ÷ñîëôùü êíøúôüñæîëòêõîíðøøéôïöéèøêùüäóüïèüëä íðùøñëüäûøüúõúôéäõüññ÷ôëêé÷ñîîëúîï÷øëøïúøëîîð éÕØúÔÉÄÆÔÑÑ×ÈËÏÔÊÕÜÍÍËÎÍËÔÜÉØÜÈÅÔÑÔÜËÄÜÔÙÊÜÏÙÊØËÇÔÚØÊÆÕØËØÏØÚØÊÊÜËÄÉÎÜ××ÎËÙÜÏÔÏÙÔÇÔÙÈÜÑÆÔÉÕÜÙÔÊÜÛÔÑÔÉÄÜÏØÌÈÜÑ ÎÍÍÎËÉÈÏÔÉÄÉÎÍÜËÉÔÚÔÍÜÉØÔÏÜÏÙØÏÓÎÄÉÕØÛØÏØ×ÔÉÊÎ×ÜÊØËÇÔÚØÍËÎÖËÜÐÎËÜÚÉÔÇÔÉÄÚÎÏÙÈÚÉØÙÛÄÉÕØúÔÉÄúÎÏÉÜÚÉùÎÈÖêÐÔÉÕÜÉ ÕÎÈËÊÍËÔÎËÉÎÉÕØÍËÎÖËÜÐÎËÜÚÉÔÇÔÉÄÔÏÎËÙØË×ÎËÉÕØúÔÉÄÉÎËØÜÊÎÏÜÛÑÄÜÚÚÎÐÐÎÙÜÉØÄÎÈËËØÌÈØÊÉüÙÜÍÉÔÇØÑÔÊÉØÏÔÏÖÙØÇÔÚØÊ ÜËØÜÇÜÔÑÜÛÑØ×ÎËÐØØÉÔÏÖÊÔÏÉÕØúÎÐÐÔÊÊÔÎÏúÕÜÐÛØËÊ êíøúôüñðøøéôïöüöøïùü íÈËÊÈÜÏÉÉÎêØÚÉÔÎÏ Î×ùØÑËÜÄûØÜÚÕðÜÄÎËëÔÉÜøÑÑÔÊÕÜÊÔÏÊÉËÈÚÉØÙÐØÉÎÜÏÏÎÈÏÚØÜ êÍØÚÔÜÑðØØÉÔÏÖ Î×ÉÕØúÔÉÄúÎÐÐÔÊÊÔÎÏÉÎÛØÕØÑÙ×ÎËÉÕØ×ÎÑÑÎÆÔÏÖÍÈËÍÎÊØÊ êèííñøðøïéüñúîïêèñéôïöêøëçôúøêüöëøøðøïéöñüééôïöóüúòêîï úÎÏÊÔÙØËÜêÈÍÍÑØÐØÏÉÜÑúÎÏÊÈÑÉÔÏÖ òøëúõøëüïöñôïôïúîñùêúõîîñêìèüëøíüëò êØËÇÔÚØÊüÖËØØÐØÏÉÆÔÉÕöÑÜÉÉÔÏÖóÜÚÒÊÎÏòØËÚÕØËüÏÖÑÔÏôÏÚÔÏÜÏÜÐÎÈÏÉÏÎÉÉÎØÅÚØØÙ ×ÎË ÊÈÍÍÑØÐØÏÉÜÑÚÎÏÊÈÑÉÔÏÖÊØËÇÔÚØÊËØÌÈØÊÉØÙÛÄÊÉÜ××ËØÑÜÉÔÇØÉÎÉÕØîÑÙêÚÕÎÎÑêÌÈÜËØíÜËÒÍËÎÓØÚÉ ÷ÈÏÙÔÏÖÔÊÜÇÜÔÑÜÛÑØ×ËÎÐ îÑÙ êÚÕÎÎÑêÌÈÜËØíÜËÒôÐÍËÎÇØÐØÏÉÊ æîëòêõîíüöøïùü íËØÊØÏÉÜÉÔÎÏÎ×öËØØÏéÜÊÒ÷ÎËÚØ÷ÔÏÜÑëØÍÎËÉ íËÎÍÎÊØÙúÎÏÉËÜÚÉÎËíËØÌÈÜÑÔ×ÔÚÜÉÔÎÏíËÎÚØÙÈËØ ôÏÇÔÉÜÉÔÎÏÉÎûÔÙ ìÈØÊÉÔÎÏÊ×ÎËÉÕØüÏÏÈÜÑúÔÉÔÃØÏÊëÎÈÏÙÉÜÛÑØðØØÉÔÏÖ úÎÐÐÔÊÊÔÎÏúÎÐÐØÏÉÊ íÑØÜÊØÛØÜÙÇÔÊØÙÉÕÜÉÔ×ÜÍØËÊÎÏÙØÚÔÙØÊÉÎÜÍÍØÜÑÜÏÄÙØÚÔÊÔÎÏÐÜÙØÛÄÉÕØúÔÉÄúÎÐÐÔÊÊÔÎÏÆÔÉÕËØÊÍØÚÉÉÎÜÏÄÐÜÉÉØËÚÎÏÊÔÙØËØÙÜÉ ÉÕÔÊÐØØÉÔÏÖÊÈÚÕÍØËÊÎÏÆÔÑÑÏØØÙÉÎØÏÊÈËØÉÕÜÉÜÇØËÛÜÉÔÐËØÚÎËÙÔÏÚÑÈÙØÊÉÕØÉØÊÉÔÐÎÏÄÜÏÙØÇÔÙØÏÚØÈÍÎÏÆÕÔÚÕÉÕØÜÍÍØÜÑÔÊÛÜÊØÙ éÕØúÔÉÄÏØÔÉÕØËÍËÎÇÔÙØÊÏÎËÍËØÍÜËØÊÊÈÚÕËØÚÎËÙ ðøðîëüïùèð éîðÜÄÎËÜÏÙúÔÉÄúÎÐÐÔÊÊÔÎÏØËÊ ÷ëîðëÔÚÕÜËÙúõÜÊÒÎíøøÏÇÔËÎÏÐØÏÉÜÑêØËÇÔÚØÊùÔËØÚÉÎË éõëîèöõùÜÇÔÙéõÜËÙØÏúÔÉÄðÜÏÜÖØË ùüéøóÜÏÈÜËÄ êèûóøúé üöøïùüôéøðêí êíøúôüñæîëòêõîíðøøéôïöî÷óüïèüëä êèííñøðøïéüñúîïêèñéôïöêøëçôúøêüöëøøðøïéöñüééôïöóüúòêîï òøëúõøëüïöñôïôïú ôéøðûø÷îëøúîððôêêôîï êÉÜ××ËØÌÈØÊÉÊúÎÐÐÔÊÊÔÎÏÜÍÍËÎÇÜÑÎ×ÜÍËÎÍÎÊÜÑ×ËÎÐöÑÜÉÉÔÏÖóÜÚÒÊÎÏòØËÚÕØËüÏÖÑÔÏÔÏÜÏÜÐÎÈÏÉ ÏÎÉÉÎØÅÚØØÙ ÖÊØËÇÔÚØÊËØÌÈØÊÉØÙÛÄÊÉÜ××ËØÑÜÉÔÇØÉÎÉÕØîÑÙ êÚÕÎÎÑêÌÈÜËØíÜËÒÍËÎÓØÚÉ ûüúòöëîèïù èÍÎÏÚÎÐÍÑØÉÔÎÏÜÏÙÜÍÍËÎÇÜÑÛÄúÎÐÐÔÊÊÔÎÏÎ×ÉÕØ×ÔÏÜÑÐÜÊÉØËÍÑÜÏ×ÎËÉÕØîÑÙêÚÕÎÎÑêÌÈÜËØíÜËÒ ØÅÍÜÏÊÔÎÏÊÉÜ××ÐØÉÆÔÉÕÉÕØÍËÎÓØÚÉÚÎÏÊÈÑÉÜÏÉöÑÜÉÉÔÏÖóÜÚÒÊÎÏòØËÚÕØËüÏÖÑÔÏÉÎÙÔÊÚÈÊÊÉÕØÊÚÎÍØ Î×ÊØËÇÔÚØÊÔÏÇÎÑÇØÙÆÔÉÕÉÕØ×ÔÏÜÑÙØÊÔÖÏÜÏÙÚÎÏÊÉËÈÚÉÔÎÏÎ×íÕÜÊØôíÜËÒÙØÇØÑÎÍÐØÏÉôÏÉÕØÚÎÈËÊØ Î×ÙÔÊÚÈÊÊÔÎÏÜÏÈÐÛØËÎ×ÉÜÊÒÊÆØËØÔÙØÏÉÔ×ÔØÙÉÕÜÉÆØËØÏÎÉÊÍØÚÔ×ÔÚÜÑÑÄËØÑÜÉØÙÉÎÉÕØíÕÜÊØôÙØÊÔÖÏ ÜÚÉÔÇÔÉÔØÊÛÈÉÉÕÜÉÊÉÜ×××ØÑÉÆØËØÔÐÍÎËÉÜÏÉÉÎÉÕØÊÈÚÚØÊÊÎ×ÉÕØÍËÎÓØÚÉ îÏØÎ×ÉÕØËØÌÈÔËØÐØÏÉÊÎ×ÉÕØ÷úéöËÜÏÉ×ÎËÉÕØÍÈËÚÕÜÊØÎ×ÉÕØÜÙÙÔÉÔÎÏÜÑÍÜËÒÑÜÏÙÆÜÊÉÎÍËÎÇÔÙØ ÈÍÙÜÉØÊÜÊÉÎÉÕØ×ÔÏÜÑÐÜÊÉØËÍÑÜÏÜÏÙÖËÜÏÉÔÏ×ÎËÐÜÉÔÎÏéÕÔÊÔÏÇÎÑÇØÊËØÇÔÊÔÉÔÏÖÉÕØ÷úéðÜÏÜÖØÐØÏÉ íÑÜÏÜÏÙÙÎÚÈÐØÏÉÔÏÖËØÇÔÊÔÎÏÊÉÎÜÏÙÑÎÚÜÉÔÎÏÊÎ×ÍÜËÒØÑØÐØÏÉÊËØÌÈÔËØÙ×ÎËÔÏÚÑÈÊÔÎÏÔÏíÕÜÊØôÛÄ ÖËÜÏÉÚÎÏÙÔÉÔÎÏÊÜÊÆØÑÑÜÊÊÈÛÐÔÉÉÜÑÎ×ÉÕØÐÜÊÉØËÍÑÜÏÔÉÊØÑ×ÆÔÉÕÊÈÍÍÎËÉÔÏÖÙÎÚÈÐØÏÉÜÉÔÎÏÜÊÉÎÔÉÊ ÚÎÏ×ÎËÐÜÏÚØÆÔÉÕÖËÜÏÉËØÌÈÔËØÐØÏÉÊöÑÜÉÉÔÏÖóÜÚÒÊÎÏÆÔÑÑÍØË×ÎËÐÉÕÜÉÊÚÎÍØÎ×ÊØËÇÔÚØÊÎÏÜÉÔÐØ ÜÏÙÐÜÉØËÔÜÑÛÜÊÔÊÏÎÉÉÎØÅÚØØÙ ôÏÜÙÙÔÉÔÎÏöÑÜÉÉÔÏÖóÜÚÒÊÎÏÆÜÊÜÊÒØÙÉÎÍËØÍÜËØÜÛËÎÚÕÈËØÎ×ÉÕØÍËÎÍÎÊØÙÐÜÊÉØËÍÑÜÏÜÏÙ ÔÐÍËÎÇØÐØÏÉÉÎÜÊÊÔÊÉÔÏÍÈÛÑÔÚÔÃÔÏÖÉÕØÍÜËÒÜÏÙÊÎÑÔÚÔÉÔÏÖÙÎÏÜÉÔÎÏÊ×ÎËÊÍÎÏÊÎËÊÕÔÍÊÎ×ÔÏÙÔÇÔÙÈÜÑ ÜÐØÏÔÉÔØÊÜÏÙÚÎÐÍÎÏØÏÉÊöÑÜÉÉÔÏÖóÜÚÒÊÎÏÆÔÑÑÍËØÍÜËØÉÕØÛËÎÚÕÈËØ×ÎËÜÑÈÐÍÊÈÐÜÐÎÈÏÉÎ× ÷ÔÏÜÑÑÄöÑÜÉÉÔÏÖóÜÚÒÊÎÏÆÜÊÜÊÒØÙÉÎÍËØÍÜËØÊÉÜÉØÐØÏÉÊÎ×ÍËÎÛÜÛÑØÚÎÊÉ×ÎËÛÎÉÕÉÕØíÕÜÊØôÜÏÙ ÎÇØËÜÑÑÐÜÊÉØËÍÑÜÏÔÐÍËÎÇØÐØÏÉÊÑÔÊÉÔÏÖÔÏÙÔÇÔÙÈÜÑÚÎÐÍÎÏØÏÉÊ×ÎËÉÕØÍÈËÍÎÊØÎ×ÊÎÑÔÚÔÉÔÏÖ ÊÍÎÏÊÎËÊÕÔÍÊéÕÎÊØÊØËÇÔÚØÊÆÔÑÑÛØÍØË×ÎËÐØÙ×ÎËÜÑÈÐÍÊÈÐÜÐÎÈÏÉÎ× ×ÎËÜÉÎÉÜÑÍËÎÍÎÊÜÑ ÏÎÉÉÎØÅÚØØÙ éÕÔÊÚÎÏÉËÜÚÉÜÙÙÔÉÔÎÏÆÔÑÑÛØÖÎÇØËÏØÙÛÄÉÕØÉØËÐÊÎ×ÉÕØÜÖËØØÐØÏÉ×ÎËÖØÏØËÜÑÚÎÏÊÈÑÉÔÏÖÊØËÇÔÚØÊ ÆÔÉÕöÑÜÉÉÔÏÖóÜÚÒÊÎÏÙÜÉØÙüÍËÔÑ ÷èïùôïöêîèëúø ÷ÈÏÙÔÏÖ×ÎËÉÕØÊØÊÈÍÍÑØÐØÏÉÜÑÚÎÏÊÈÑÉÔÏÖÊØËÇÔÚØÊÔÊÜÇÜÔÑÜÛÑØÔÏÜÚÚÎÈÏÉ School Square Park Improvements. RECOMMENDATION Staff recommends approval of supplemental services agreement in the amount not to exceed $23,700. GLATTINGJACKSON KERtHER ANGLIN V~~ Plan and f]esig€t Livabi~ Gorrririutiities Jacfi:l=: Ala#fing„.Fciurtder r~~TTIE3NAI, .SERVI~~S'Td LE`l'TER (lF AGREENtENT ltililf~m J..4iigfin;.Jr. E3avtt3 L. $HY£f3 Gr~gosyA. E3ryla Dare : E~urden Niveri~ber 21, 2Q~$ Frances E: Marino Cttar)e5 P. Ccbble ~~. RiC1123't~ HaSISa JaY H Exam Cady 5. Haysi , ~1reC~02' 0~ ~22V1i~ajilCTit~~ ~eri?~CeS .~~y i~. i~~ad City al'l~lray beach Timothy: T.;racksiiri ~~~ ~. ~ititE)A ~VeI111~ U#9tliam C. #<eCC9rer, Ji•. 1~!a93er P~_ Kalastl ~~li~y B~C11; ~1., ~~~i1t~.a~y ~i~l>re:. (561} 24.3-'333b. Sharon K: I.amai~tia ~,~: (561) 243-'7i~6(1 Ian h1... LoClcwoc~d Ttximas J. 141c(v1actieri', .ii•: JaFjn H, Wercy troy P. Russ RE: pity fl~ D~~r~~ BeaCli Qld Se7~ol flquare ~;d~litianal SeT'ViC~S KeC~li~'St Peter c_ sechier ponala G: }Nishait Glavin 3acl~sax~ l`'ra ect #2012b.t35. ~. .~ bear: Richard,. Grlattiz~~ ~a~kson Kerc~ler ~ngliii, Inc. (Crlattng 7a=r~son} is pleased tc provide the scape cif services outlined-below to tl~e City aFT~elra~ Beatrh (City') as' ant ~,dditi©nal Sert~ce .ta at~r Agreea~lent for Generai ~anst~ltt~g`S.erk-ices elated April 7, 2(1U7. ill services will be"prouided under` tiie teiiiis and cc~rielitiar~s of ~c above-referene~d A~ree~nesit and any aPprc~vecl arnendenis or modificatzcrns hereto. l.fl. PROJECT DESCRI'IQI~~ 1.1 Additi©rial ~'ra£essorials arkina on the project under car'itra;vt.to ~latti~g Jackson i~.clud~ the ~tillq~vin~. C~~itzg Corporation; - Gust l/st~iia.~es 2.11 SGQPE C3F SEItV~CES' 13$9 Pe~thEreo S3ieet, HI= Suite 3'I €l ~ttanta, cap ~~s~l~ Past I - ~"t~-x-i€~a Commute Trust f~' .iVl~tagemem# Flan Update P: ?p4°541.8552 1 sus ~stit st- 2. I TCT ~anagelme[tt.Plain Update _ Glatting Jae~san w311 update the FCT Mariageexit l?lar t7)'znv~r, CO 802. P 0 4 30 to 2'~~l~Ct ~l~.C ~'It~? ~OIT1IT11S3i()13 approve{l Old school ~tlUar~ ~~SteA' ~~tn dated ~Ct1~~3~I', ; 3 3 S2 9(1 - 2408). As part af.tl~is task,. Glattng:Jacliwsiiti shall: 120 North grange Ave {}rl2ndo, ~L 32$01 I~: 407 843 6552 't,f dateill~: fw7ilStt71 1~ana eXtlf:Ii~ J?Ia~i aiid 51~~37,t ;;# draft t0 the City ~aT reYiEW "" p ~ g - A,ttdnd orte ti }review rxieeting with the City.and stakeholders ides~ta~ed by tlre City t+3 ?22 G.~atis.Streak . Suite 2©a VVsst-Palm Beac~i: FL .'33401 GlaltingJackscin Kerclier tittgl~n lnc. P: 56i 859 6552 Ps~:e 1 of'3. vrvtw.gtafttrsg.rkm _____ _ - ___ ___ ~ =~~r -, discuss-the draftManagexnent Plan;. -. Revise the:.lkilanageent Puri one (1}time based ©n tl~e c~sxrztiiozits received ~# the-revae~ meeting grid resubmit the:Fina11~1anagement Plan to tke ~`ity ft~r appraval and transmittal to l~GT; anti - Re~on€i to questQiis acrd requests'for atlc3tioriaI. i~farrnation frtir I~GT'.. t"2irt II - ;~taehuxe 2.2 Fuuct Raisi~tg.8rr~chure - Gutting ~acksgn will develop-an l l" x 17" ~ncl-razsitt l~rocl~ufe far the. City that the Casty nay use to solicit doiiiations anti. grants fesr-the prt>ject. ~ part cif this task, frlatting ~adkson shall: - Attend a Kiek off Meetizi~:with the. Cite and stae~.caiders invit~.i by the City;. - Provide tine (i) 1' 1'> x l7" calt~r draft of the brochure for City.revie~v; - Attd orze (~) review axieeting wt12 the City anal stakeholders id~~tifie~ t~y,the.Cit tc~ discuss the-draft bri~ch~are; Reuise tiie brochure-t~r~e (l) tune based:ors the cflz~axzaertts. received at,~e. i'evieur rneetaz~g anti. resubtnit:the r~visetl et}loz~ brochure tt~.:.the City for revie~r; Glatting Jacksan wig meet witl~.the City one ~1) tune .ta review the.revised brochure.. G'rlatting Jac~stzn wl3 incct~ptte Elie"Cites revieur cozxirnents into the firtal:bxochure, Provide art aleetrortic ~l~ oth~ fina3 l l" x 17" broeh~re to-lhe City.. Part III -Statements of Pro~aEte-'Casts !2<3 Statements of P~€~bable Costs - Glattir~g raekson and its'SuhGttnsuitant, Gumming Corparation;;cviii pravzde"one {I:) statement of prtJbale costs:far Phase .ltley~lopmet of ~c ,._ Qid School Square Master Plan (FG'A' site) a~tl.one (1) staterrient'of probable casts: f€~r ~e develgzent of the Master Plan. The construction budget f©r Phase f is approxii~tafely $1;00~;#lt]t3 (exelutling clesigr fees). fihe Gity' urill prt~ritize. the elements t©' lie incli~cled in. the Phase 1. seflpe of work and prt)vde the-list ~if'eientents to Clatting Jaekson.prior tothe. comrner~cernent of cast estirnatir~g. As part af.this task; Matting"J`aokson shall: - Attend a Priaritizatit~zt Meeting witl€ the' City and stakeholders invited.by the City to review the eieei~ts'itlertt:fed by xhe City, - Attend. one {1) meeting with, ~e Cary to review the staterr~eiss ofi pr€bale co~~s 3.~ PR(QJECT SCI-IE~IILE ~laitiz~ig ~acksori is. pz-eaz-ed: tca:begin ~,vork on the pzo~ect immediately upon receipt cit''thls executed A,dditior~al Services: ~gr~ment. slatting ~acksttn, in cor~sultatiori r~rith the City, shad aez~form its wark in such a rr~anner as to coznplywith an weed upaax sehedule. 4.{3 CfiiMl~'I~NSATION Part t -The fee far, Part I: lrCl Management Platxl:Jpdate, shall be: Mlledsou atime acid aferials`liasas with. an estimated budget of Nine Tlis~usand la'ive Hundred>I3€~llars ($~,~~ii:{10) including direct. casts: __ - Glcatting Jacl~sora I~e~ cfier Anglia: Inc.. Fade l`0~3 ~ ~' 7, Pert II -The fee f©r Paz-t ~, l3ro~I~~tre, skull be a Iump sun, fee of Six `I'housar~t~ Seven Hdred Dollars (~~,~~t3.~0) iriciud.Ing'direct exists. fart III-.The-fee for Part iJl Statemts t~fJ?rr~bable Costs; shall be.a.luxnp s~rx~: fee ofSeven 'I"hflusand live Hundred L3olla-rs~ ($?,~Ufl.40) ieludig direct eos#s. Catller .Direct Costs incurred in cainpleting the scope.af services detai.Ied above are'..zteluded iri the fees outlined above Vie, Ioc~k"foi~wartl to ccintinuing ciur ~vc~rlC with you on:fhis prciject, If you ~ncl these tei ms aecepta~le, Iilse sign here:iiiiicatedbelt~!~r.azzd return cane sued orial to ~lattiua Jaeksan foz our films: i'lease cell me if yc~u have any rluestiflns. AGREE~3 Ti3 ~D AGCEFTE~-~Y. City of Delray 73e~e ~f3y:. its_ Date: Gutting Jackson. Kereher"Anglin, .lie. Sharon ~: ~;amantia Its Viee President .Date- Naverxmber 21 2t~QS t"rlritting,Icrrl~soirKef-c7rer r~nglin, Inc. Prige 3 ~f"3. MEMORANDUM TO: Mayor and City Commissioners FROM: Randal L. Krejcarek, P.E., LEED AP, City Engineer Richard C. Hasko, P.E., Director of Environmental Services THROUGH: David T. Harden, City Manager DATE: January 7, 2009 SUBJECT: AGENDA ITEM WS.1 - SPECIAL/WORKSHOP MEETING OF JANUARY 13, 2009 PRESENTATION OF GREEN TASK FORCE REPORT ITEM BEFORE COMMISSION Presentation of Green Task Force Final Report. BACKGROUND The Green Task Force was created under City Resolution #67-07. The Task Force was responsible for providing recommendations to the City Commission regarding: 1). Ways to improve the environmental sustainability of City programs, services, equipment and facilities. 2). Strategies for improving the environmental sustainability of the community. 3). Incentives for residents, businesses, and organizations to practice environmental conservation including recycling. 4). Proposed means to enhance water and energy conservation. 5). Ideas for promotion of tree planting and xeriscaping. 6). Best practices to be considered for implementation in Delray Beach including long-term strategies. The Green Task Force will present their final report to the Commission at the January 13 workshop meeting. GREEN TASK FORCE REPORT RECOMMENDATIONS Presented to The City of Delray Beach City Commission January 2009 Prepared by the City of Delray Beach Green Task Force ([f Printing This Document Please Use 2 Sided Printing on Recycled Paper) This Entire Report and References is Available Online at www.SustainableDelray.org TABLE OF CONTENTS TABLE OF CONTENTS ...................................................................................................I-i GLOSSARY &ACRONYMS ...........................................................................................II-i INTRODUCTION: ABOUT THIS REPORT ....................................................................III-i EXECUTIVE SUMMARY ............................................................................................. ES-i TABLE: SUMMARY TABLE OF ALL RECOMMENDATIONS BY CITY DEPARTMENT SECTION A: CONTEXT CHAPTER 1: WHY GREEN DELRAY BEACH ............................................................1-1 Economic Reasons ..................................................................................................1-1 Environmental Reasons ...........................................................................................1-2 Political Reasons ......................................................................................................1-3 References ...............................................................................................................1-5 CHAPTER 2: DELRAY BEACH EXISTING GREEN ENVIRONMENTAL COMMITMENTS ............................................................................................................2-1 Sierra Club Cool Cities .............................................................................................2-1 U.S. Mayors Climate Protection Agreement .............................................................2-1 Florida Green Building Coalition Green Local Government .....................................2-2 References ...............................................................................................................2-4 CHAPTER 3: GREEN TASK FORCE MISSION AND METHODOLOGY ....................3-1 History ...................................................................................................................... 3-1 Members ..................................................................................................................3-1 Mission .....................................................................................................................3-2 Green Task Force Actions and Recommendations To Date ....................................3-2 Methodology ............................................................................................................. 3-4 References ............................................................................................................... 3-6 SECTION 6: CITY-WIDE RECOMMENDATIONS CHAPTER 4: CITY-WIDE RECOMMENDATIONS .......................................................4-1 Current Delray Beach Best Practices .......................................................................4-1 Best Practices Examples Beyond Delray Beach ......................................................4-1 Quick Wins /Low-Cost Recommendations ..............................................................4-3 Longer-Term /Strategic Recommendations ...........................................................4-7 References ..............................................................................................................4-9 Delray Beach Green Task Force Report Table of Contents January 2009 Page 1-i SECTION C: DEPARTMENT-SPECIFIC RECOMMENDATIONS CITY DEPARTMENTAL ORGANIZATION CHART CHAPTER 5: CITY MANAGER /CITY CLERK OFFICE .............................................5-1 Current Delray Beach Best Practices .......................................................................5-1 Best Practices Examples Beyond Delray Beach ......................................................5-1 Quick Wins /Low-Cost Recommendations ..............................................................5-2 Longer-Term /Strategic Recommendations ...........................................................5-2 References ..............................................................................................................5-3 CHAPTER 6: FINANCE (INCLUDING) IT/PURCHASING/UTILITY BILLING .............6-1 Current Delray Beach Best Practices .......................................................................6-1 Best Practices Examples Beyond Delray Beach ......................................................6-2 Quick Wins /Low-Cost Recommendations ..............................................................6-3 Longer-Term /Strategic Recommendations ...........................................................6-5 References ..............................................................................................................6-6 CHAPTER 7: POLICE DEPARTMENT ........................................................................7-1 Current Delray Beach Best Practices .......................................................................7-1 Best Practices Examples Beyond Delray Beach ......................................................7-1 Quick Wins /Low-Cost Recommendations ..............................................................7-2 Longer-Term /Strategic Recommendations ...........................................................7-3 References ..............................................................................................................7-4 CHAPTER 8: FIRE DEPARTMENT ..............................................................................8-1 Current Delray Beach Best Practices .......................................................................8-1 Best Practices Examples Beyond Delray Beach ......................................................8-2 Quick Wins /Low-Cost Recommendations ..............................................................8-3 Longer-Term /Strategic Recommendations ...........................................................8-4 References ..............................................................................................................8-4 CHAPTER 9: COMMUNITY IMPROVEMENT DEPARTMENT ....................................9-1 Current Delray Beach Best Practices .......................................................................9-1 Best Practices Examples Beyond Delray Beach ......................................................9-2 Quick Wins /Low-Cost Recommendations ..............................................................9-3 Longer-Term /Strategic Recommendations ............................................................9-5 References ..............................................................................................................9-6 CHAPTER 10: PLANNING & ZONING DEPARTMENT .............................................10-1 Current Delray Beach Best Practices .....................................................................10-1 Best Practices Examples Beyond Delray Beach ....................................................10-1 Quick Wins /Low-Cost Recommendations ............................................................10-3 Longer-Term /Strategic Recommendations .........................................................10-4 References ............................................................................................................10-6 CHAPTER 11: PARKS & RECREATION DEPARTMENT .........................................11-1 Current Delray Beach Best Practices .....................................................................11-1 Best Practices Examples Beyond Delray Beach ....................................................11-1 Quick Wins /Low-Cost Recommendations ............................................................11-2 Delray Beach Green Task Force Report Table of Contents January 2009 Page 1-ii Longer-Term /Strategic Recommendations .........................................................11-3 References ............................................................................................................11-3 CHAPTER 12: ENVIRONMENTAL SERVICES DEPARTMENT ...............................12-1 Current Delray Beach Best Practices .....................................................................12-1 Best Practices Examples Beyond Delray Beach ....................................................12-2 Quick Wins /Low-Cost Recommendations ............................................................12-4 Longer-Term /Strategic Recommendations .........................................................12-6 References ............................................................................................................12-7 CHAPTER 13: HUMAN RESOURCES DEPARTMENT .............................................13-1 Current Delray Beach Best Practices .....................................................................13-1 Best Practices Examples Beyond Delray Beach ....................................................13-1 Quick Wins /Low-Cost Recommendations ............................................................13-2 Longer-Term /Strategic Recommendations .........................................................13-3 References ............................................................................................................13-4 SECTION D: CITY SUPPORTED /OTHER CIVIC ENTITIES RECOMMENDATIONS CHAPTER 14: COMMUNITY REDEVELOPMENT AGENCY (CRA) .........................14-1 Current Delray Beach Best Practices .....................................................................14-1 Best Practices Examples Beyond Delray Beach ....................................................14-1 Quick Wins /Low-Cost Recommendations ............................................................14-2 Longer-Term /Strategic Recommendations .........................................................14-3 References ............................................................................................................14-3 CHAPTER 15: DELRAY BEACH HOUSING AUTHORITY ........................................15-1 Current Delray Beach Best Practices .....................................................................15-1 Best Practices Examples Beyond Delray Beach ....................................................15-1 Quick Wins /Low-Cost Recommendations ............................................................15-2 Longer-Term /Strategic Recommendations .........................................................15-3 References ............................................................................................................15-3 CHAPTER 16: DOWNTOWN DEVELOPMENT AUTHORITY (DDA) /DOWNTOWN MARKETING COOPERATIVE (DMC) .........................................................................16-1 Current Delray Beach Best Practices .....................................................................16-1 Best Practices Examples Beyond Delray Beach ....................................................16-1 Quick Wins /Low-Cost Recommendations ............................................................16-2 Longer-Term /Strategic Recommendations .........................................................16-2 References ............................................................................................................16-3 CHAPTER 17: CHAMBER OF COMMERCE .............................................................17-1 Current Delray Beach Best Practices .....................................................................17-1 Best Practices Examples Beyond Delray Beach ....................................................17-1 Quick Wins /Low-Cost Recommendations ............................................................17-2 Longer-Term /Strategic Recommendations .........................................................17-2 References ............................................................................................................17-3 Delray Beach Green Task Force Report Table of Contents January 2009 Page 1-iii SECTION E: APPENDICES 1 SUMMARY TABLE OF GREEN OBJECTIVES & RECOMMENDATIONS 2 SUMMARY TABLE OF RECOMMENDATIONS BY CITY DEPARTMENT 3 ECONOMIC & ENVIRONMENTAL SCORECARD 4 WEB LINKS FOR FURTHER INFORMATION 5 FINAL LIST OF ALL POTENTIAL RECOMMENDATIONS, SORTED AND EVALUATED 6 SUMMARY OF GREEN BUILDING & RECYCLING PROGRAMS IN SELECTED CITIES IN FLORIDA & NATIONWIDE 7 ICLEI SOFTWARE OVERVIEW 8 PUBLIC INPUT WORKSHOP DOCUMENTS, INCLUDING DESCRIPTION AND RESULTS 9 SUMMARY OF INITIAL SURVEY OF DELRAY BEACH CITY DEPARTMENT CURRENT GREEN INITIATIVES 10 PROPOSED GREEN BUILDING ORDINANCE (Draft Ordinance based on Florida Model Green Ordinance adapted to Delray Beach particulars) 11 PROPOSED ANTI-IDLING VEHICLE ORDINANCE (Draft Ordinance based on Cape May, NJ Sample Ordinance adapted to Delray Beach particulars) 12 SUMMARY of GREEN GRANT OPPORTUNITIES (Based on Boynton Beach Findings) Delray Beach Green Task Force Report Table of Contents January 2009 Page 1-iv GLOSSARY OF GREEN TERMS & ACRONYMS GLOSSARY OF GREEN TERMS Alternative Fuel Vehicles (AFV). Vehicles that use low-polluting, non-gasoline fuels such as electricity, hydrogen, propane or compressed natural gas, liquid natural gas, methanol, and ethanol. Efficient gas-electric hybrid vehicles are included in this group for LEED purposes. Carbon Dioxide (C02). C02 is the chemical compound of one carbon and two oxygen atoms. It is a greenhouse gas that is a considerable contributor to climate change. It is produced primarily by the combustion of fossil fuels (most widely used for transportation and power generation). It is the source of the term "carbon footprint." Carbon Footprint. See Greenhouse Gas Inventory. Compact Fluerescent (CFL). This is a type of fluorescent lighting fixture. Fluorescent fixtures are use considerably less energy than incandescent ones. Many CFLs are designed to replace an incandescent lamp and can fit in the existing light fixtures formerly used for incandescents. Energy Star. Energy Star is agovernment-backed program helping businesses and individuals protect the environment through superior energy efficiency. The program qualifies products such as appliances, as well as buildings, providing consumers with a guide to energy efficient purchasing. Floor Area Ratio (FAR). Floor area is the total square footage of all levels included within the outside walls of a building or portion thereof, but excluding courts, garages, attics and crawl spaces. This Floor Area is then divided by the Lot Size measured in Square Feet, which results in a Floor Area Ratio that is a measure of building "intensity". Forest Stewardship Council (FSC). FSC certified wood and paper products are accredited and abide by criteria that ensure responsible management of the world's forests. Such products must be clearly indicated in the Building Specs and documentation required from the General Contractor. Green Building. Green building is the practice of increasing the efficiency with which buildings use resources -energy, water, and materials -while reducing building impacts on human health and the environment during the building's lifecycle, through better siting, design, construction, operation, maintenance, and removal. Greenhouse Effect. The Greenhouse Effect is a natural and manmade warming process of the earth. When the sun's energy reaches the earth, some of it is reflected back to space and the rest is absorbed. The amount of absorbed energy that is partially trapped by greenhouse gases Delray Beach Green Task Force Report Glossary of Green Terms & Acronyms January 2009 Page 11-i such as carbon dioxide, methane and water vapor causes the temperature of the earth to rise is proportional to the concentration of greenhouse gases in the atmosphere. Greenhouse Gases (GHG). Some greenhouse gases occur naturally in the atmosphere, while others result from human activities. Naturally occurring greenhouse gases include water vapor, carbon dioxide, methane, nitrous oxide, and ozone. Certain human activities, however, add to the levels of most of these naturally occurring gases. Carbon dioxide is released to the atmosphere when solid waste, fossil fuels (oil, natural gas, and coal), and wood and wood products are burned. Methane is emitted during the production and transport of coal, natural gas, and oil. Methane emissions also result from the decomposition of organic wastes in municipal solid waste landfills, and the raising of livestock. Nitrous oxide is emitted during agricultural and industrial activities, as well as during combustion of solid waste and fossil fuels. Very powerful greenhouse gases that are not naturally occurring include hydrofluorocarbons (HFCs), perfluorocarbons (PFCs), and sulfur hexafluoride (SF6), which are generated in a variety of industrial processes. Greenhouse Gas Inventory. A GHG Inventory is a comprehensive count of the greenhouse gas emissions emitted in a certain area, by a certain activity, or by a certain company or entity. Companies, events, and governments often calculate the amount of greenhouse gas emissions for which they are responsible, and seek to offset these emissions through targeted reductions and / or the purchasing of Renewable Energy Credits. This is often also called a Carbon Footprint. Graywater (or Greywater). Defined as any wastewater produced from baths and showers, clothes washers, and lavatories in a home (this does NOT include water mixed with human waste, commonly referred to as blackwater). This water can be used for irrigation or for supplying water to the building's toilets. Home Energy Rating System Index (HERS Index). A rating system where an index of 100 represents the energy use of the "American Standard Building" and an index of zero indicates that the Proposed Building uses no net purchased energy (a Zero Energy Building). Indoor Air Quality (IAQ). According to the U.S. Environmental Protection Agency and National Institute of Occupational Safety and Health, the definition of good indoor air quality includes (1) introduction and distribution of adequate ventilation air; (2) control of airborne contaminants; and (3) maintenance of acceptable temperature and relative humidity. Integrated Pest Management (IPM). Integrated Pest Management is a pest control strategy that uses an array of complementary methods: mechanical devices, physical devices, genetic, biological, legal, cultural management, and chemical management. These methods are done in three stages: prevention, observation, and intervention. It is an ecological approach with a main goal of significantly reducing or eliminating the use of pesticides. Delray Beach Green Task Force Report Glossary of Green Terms & Acronyms January 2009 Page 11-ii Light-Emitting Diode (LED). A type of very energy efficient lighting that is seeing a rapid increase in use for major lighting installations such as streelights, traffic lights, and building lighting systems. Leadership in Energy and Environmental Design (LEED). A building environmental certification program developed and operated by the U.S. Green Building Council. LEED has a variety of applications including LEED-NC for new commercial buildings; LEED-H for Homes; LEED-ND for neighborhood developments; LEED-CI for commercial interiors; and LEED-CS for core and shell projects. Life Cycle Costing. A way of comparing the entire cost of a building over its useful life including the cost to construct, operate, maintain, and renovate or deconstruct the building at the end of its useful life. PV System or PV Electric System. A system of generating electricity using Photovoltaic (PV) Modules, which create direct current (DC) electricity, and convert this to alternating current (AC) to supply some or all of a building's electrical needs. The system can be connected to the local power grid (grid tied) and have no electric storage capacity for nighttime use, relying instead on the power grid for this. This system will shut down in a power failure (such as after a hurricane). The system can also be designed to have a battery bank to power the building during the evening and on cloudy days, which will be fully useable after a hurricane. Remodel. An interior reconfiguration or upgrade of an existing structure wherein the work required to complete the reconfiguration or upgrade requires a building permit. Renewable Energy. Renewable energy is an energy resource that is replaced rapidly by natural processes. Some examples of renewable energy resources are sunlight, wind, geothermal, micro scale hydropower, and wood. Residential Energy Services Network (RESNET). An organization that sets the standards of quality, increases the opportunity for ownership of energy efficient buildings, and ensures the success of the building energy performance certification industry. Solar. This is a reference to energy derived from the sun and can apply to solar electric panels (photovoltaic panels) or solar hot water panels (solar thermal). Buildings can be heated and cooled through passive solar design strategies. sustainability. In an ecological context, sustainability is defined as the ability of an ecosystem to maintain ecological processes, functions, biodiversity and productivity into the future. In a social context, sustainability is expressed as meeting the needs of the present without compromising the ability of future generations to meet their own needs. When applied in an economic context, a business is sustainable if it has adapted its practices for the use of renewable resources and is accountable for the environmental impacts of its activities. Delray Beach Green Task Force Report Glossary of Green Terms & Acronyms January 2009 Page 11-iii Sustainable Development. Sustainable Development is a pattern of resource use that aims to meet human needs while preserving the environment so that these needs can be met not only in the present, but also in the indefinite future. The most often-quoted definition of sustainable development has become development that "meets the needs of the present without compromising the ability of future generations to meet their own needs." Xeriscape. Xeriscaping is derived from the Greek word "xeros" meaning "dry" and combined with "landscape." Xeriscape means to create a lawn and / or garden that requires no less than average water to maintain. Note: This Glossary is based in part on the City of Boulder, CO "Green Points Program Guide" and the "Green Buildin_g Dictionary" ACRONYMS ASHRAE -American Society of Heating, Refrigerating, and Air Conditioning Engineers BIG -Build it Green CFL -compact fluorescent lamp COC - Chamber of Commerce CRA -Community Redevelopment Agency DDA -Downtown Development Authority DMC -Downtown Marketing Cooperative EPA -Environmental Protection Agency ESCO -Energy Savings Company ESD -Environmental Services Department FAR -Floor Area Ratio FEO -Florida Energy Office FGBC -Florida Green Building Coalition FSEC -Florida Solar Energy Center GHG -greenhouse gases ICLEI -International Council for Local Environmental Initiatives Delray Beach Green Task Force Report Glossary of Green Terms & Acronyms January 2009 Page 11-iv LDRs -Land Development Regulations LED -light-emitting diode LEED -Leadership in Energy and Environmental Design MMTD -Multi-Modal Transportation District MROC -Mixed Residential Office Commercial (District) NPDES -National Pollution Discharge Elimination System OSS -Old School Square PHAER -Pesticide Hazard and Exposure Reduction (zone) PV -photovoltaic ROI -Return on Investment PGAD -Pineapple Grove Arts District SBC -Sustainable Building Coalition SFWMD -South Florida Water Management District TDM -Transportation Demand Management USGBC -United States Green Building Council WARC -West Atlantic Redevelopment Agency Delray Beach Green Task Force Report Glossary of Green Terms & Acronyms January 2009 Page 11-v Delray Beach Green Task Force Report Glossary of Green Terms & Acronyms January 2009 Page 11-vi INTRODUCTION: ABOUT THIS REPORT STRUCTURING THE REPORT This report represents another milestone in Delray Beach's journey to sustainable economic and environmental development. It is the culmination of over eleven months of effort by a dedicated Green Task Force of seven city residents with environmental expertise, and reflects the opinions of these task force members as well as a broader set of Delray Beach citizens. The primary goal of the report is to make recommendations that result in action. If action takes place based on the suggestions within its pages, then the report and the task force that created it, have succeeded. If action does not take place, or just a handful of the report's recommendations are deemed feasible, then the report and Green Task Force represent an intellectual exercise -with no meaningful outcome. To minimize this risk, and ensure that this report does more than sit on city shelves, the Delray Beach Green Task Force structured the report to simplify the path from recommendation to action. We answered six key questions that are essential to moving ideas from thought to reality: 1. Why should something be done? "Why" creates the impetus for change -helping trigger a shift from the status quo. 2. What objective will the action help achieve? Objectives set direction and set the framework for action. 3. How will success be measured? Metrics can be used to gauge progress toward the objective, and serve as indicators to determine if meaningful activity is taking place. 4. Who will do something? "Who" is a key question because nothing occurs without a person or team agreeing that they have control of a specific action, and that they will do it. 5. What will they do? "What" focuses on specific actions that align to the broader goals 6. How much effort or resources will be required? In these economically constrained times, it is vital to allocate human and financial resources efficiently. The sequence of these questions is as important as the questions themselves, and as such, the Green Task Force has structured this report to answer the questions in order: "Why Green Delray Beach" forms the second part of this introduction. We debunk the myth that environmental actions always result in higher economic costs, and we illustrate the environmental and political benefits that can arise by taking leadership steps to go green. Delray Beach Green Task Force Report Introduction January 2009 Page 111-i The Executive Summary & Overview of Objectives provides a short background on the Delray Beach Green Task Force and summarizes 10 key objectives that the recommendations in the report will help achieve. The Executive Summary forms a bridge between the 10 high level objectives and 136 detailed recommendations in the body of the report. The Executive Summary also provides a number of Environmental & Economic Metrics that can be used to track progress. These are labeled as Environmental and Economic metrics because we believe that for nearly every recommendation, improvement in environmental performance will result in short, medium or long term economic benefits as well. Section A, "Context" includes: an explanation of why to green Delray Beach; an outline and explanation of the City's environmental commitments; and a detailed explanation of the Green Task Force's mission and methodology. This section presents an overview of how "green" has moved from the fringes to the center of government, in part because leading governments are finding that environmental programs can often deliver real economic and political benefits. Using specific federal, state, and city examples we show how the context has changed, and that green government is a new political reality. We argue that a new barometer for success of a government body at any level is its response to this new green reality. Sections B, C and D are the core of the report. In Section B, the Green Task Force lists its City- Wide recommendations. In Section C, we provide recommendations for each city department, in accordance with the City's latest organizational chart, and finally in Section D we make recommendations to city-supported civic entities like the Community Redevelopment Agency and Chamber of Commerce. Within each chapter of Sections B, C and D, we follow an identical five-step approach to our recommendations: 1. Introduction to the department: we describe the main functions of the department to which our recommendations are directed 2. Current Delray Beach Best Practices: We showcase a few examples of environmental leadership steps the city, department, or civic entity has already taken 3. Best Practices Examples Beyond Delray Beach: We highlight two to four environmental programs implemented in other jurisdictions related to the recommendations in the section. 4. Quick Wins /Low Cost Green Recommendations: We provide recommendations that will help Delray Beach go green at little to no cost and relatively little effort. 5. Strategic /Longer Term Recommendations: We make a smaller number of strategic recommendations that will require greater commitment of time, resources and funding. In the majority of cases, we recommend programs that will deliver long term economic returns to the City. Delray Beach Green Task Force Report Introduction January 2009 Page 111-ii The final 136 recommendations in the report stem from three main sources: the Florida Green Building Coalition Green Local Government Checklist, additional ideas discussed and approved by the Green Task Force, and suggestions from a highly interactive Public Input Workshop held in October 2008. RECOMMENDED AUDIENCES FOR SECTIONS OF THIS DOCUMENT While interested parties are encouraged to read the report in its entirety, certain sections are more relevant to certain audiences: City Commission Entire Report Detailed Appendices City Department Heads Executive Summary & Overview of Objectives City Wide Recommendations Department Specific Chapter Detailed Appendices References for Department Specific Chapter Links to Best Practices City Department Line Managers /Designated Implementation Staff Executive Summary & Overview of Objectives City Wide Recommendations Department Specific Chapters Detailed Appendices ^ References for Department Specific Chapter ^ Links to Best Practices General Public Executive Summary & Overview of Objectives Specific Chapters as Desired Other Government Officials Outside Delray Beach Executive Summary & Overview of Objectives Specific Chapters as Desired Note: All references are available as clickable links within this electronic document and available online at http://www.SustainableDelray.org/report.htm Delray Beach Green Task Force Report Introduction January 2009 Page 111-iii Delray Beach Green Task Force Report Introduction January 2009 Page 111-iv EXECUTIVE SUMMARY EXECUTIVE SUMMARY This report is the final product of the Delray Beach Green Task Force, a body created by City Commission to provide recommendations on implementing an environmental program. The Executive Summary provides a short overview of the Complete Re o~rt, and includes an initial section that describes the Context in which the Task Force completed its work. We describe Delray Beach's existing green commitments -such as joining the Sierra Club's Cool Cities program and signing the US Mayors Climate Protection Agreement -and summarize what it means for the City to have made these public commitments. We also outline the mission and methodology followed by the Task Force. The bulk of the Executive Summary provides a snapshot of the recommendations we have made, per our mandate from City Commission. In addition to our recommendations, we propose Delray Beach pursue 10 major objectives in a 10 Point Green Plan starting aggressively in 2010. Please note that this Executive Summary contains live links to many of the referenced documents. In addition, this Summary, the complete Task Force Report, and all associated references and appendices are available online at http://www.SustainableDelray.orq/report.htm. SUMMARY OF CONTEXT SECTION Existing Environmental Commitments Delray Beach has already made a number of major commitments to a greener future. This includes steps such as joining the Sierra Club Cool Cities program; signing the U.S. Mayors Climate Protection Agreement; and committing to become a certified community under the Florida Green Building Coalition's Green Local Government Standard. These commitments prove the City is on a greener path and imply, among other things, that Delray Beach will: Conduct an inventory of global warming emissions Make energy efficiency a priority through code improvements, retrofitting city facilities etc. Practice and promote sustainable building practices, using the LEED program or a similar system Why Green Delray Beach? We believe that by accelerating the speed to implement actions in line with these commitments, Delray Beach will gain benefits of three main types: economic, environmental and political. Delray Beach Green Task Force Report January 2009 Executive Summary Page ES-1 Economic: There is a perception that environmental programs always result in higher costs. But this ignores three truths about going green that cities across the US have found: green efforts make communities less wasteful, more efficient, and healthier; inefficient habits cost money; and there is a green cost continuum: some green actions may cost more, but others cost less. Environmental: As Delray Beach grows, the environmental impact of its citizens and businesses will grow with it. However by implementing many of the green recommendations in this report, the City can meaningfully reduce its environmental impacts. Political: In the current political context, no government body can ignore environmental issues - particularly those related to energy, climate change and green building. There is a new green political reality where green issues have risen to the top of the Federal, State and Local agendas. Federal: Key green elements of an Obama environmental plan include: energy efficiency, renewable energy, grid modernization and mass transit. Obama's focus on these areas signals a major increase in funding available for green initiatives. State: Governor Charlie Crist has also signed a number of climate change related Executive Orders in Florida. These focus the State's efforts on dramatically reducing greenhouse gas emissions, and mandating the implementation of green building design and certification. Local: By the end November 2008 over 900 US Mayors had signed the U.S. Mayors Climate Protection Agreement. Delray Beach was one of the early signatories, agreeing to "reduce global warming pollution by taking action in the City's own operations and communities". Green Task Force Mission & Methodology Within this contextual background, the Green Task Force was given a mandate to make recommendations to City Commission regarding: 1. Ways to improve the sustainability of City programs, services, equipment and facilities. 2. Strategies for improving environmental sustainability of the community 3. Incentives for residents, businesses, and organizations to practice conservation 4. Proposed means to enhance water and energy conservation. 5. Ideas for promotion of tree planting and xeriscaping. 6. Best Practices for implementation in Delray Beach, including long-term strategies. The first step of the Green Task Force's 12 step methodology was to review the commitments the City had already made. Given the significance of these commitments, the Task Force chose Delray Beach Green Task Force Report Executive Summary January 2009 Page ES-2 to use them as the framework around which to complete its work, and as such, adopted the following as a mission statement: "To determine an actionable set of recommendations that enables Delray Beach to implement its current environmental commitments in a timely, cost-effective, and citizen-centric manner, as well as explore new opportunities for sustainability." The remaining steps of our 12-step roadmap and methodology were followed to fulfill our mandate and provide our recommendations. This process is described in detail in Chapter 3. 1. Review Existing Commitments & Establish Mission 2. Conduct Green Government Research 3. Audit Current Green Practices 4. Leverage Florida Green Building Coalition Local Green Governments Standards Checklist as Initial Potential Recommendations 5. Brainstorm Additional Recommendations 6. Host Public Input Workshop 7. Obtain City Staff Input 8. Prioritize and Consolidate Recommendations 9. Identify City Departments with Control of Implementation 10. Finalize Recommendations & Align with Objectives 11. Establish Potential Performance Metrics 12. Complete Report PROPOSED OBJECTIVES & HIGH-LEVEL RECOMMENDATIONS Most recommendations the Green Task Force identified were made to the specific City Department who we believe has most control over implementation of the recommendation. However, some recommendations span departments and impact the entire City. The following summarizes the three broad steps that will ensure success in the greening of Delray Beach: 1. Adopt Clear Objectives and Create Financial Framework 2. Set the Foundation and Track Progress 3. Ensure Implementation Our first three City-Wide recommendations are critical to the success of all others. We define "Quick Wins" as ideas that can be adopted quickly without major expense. Longer Term / Strategic Recommendations will require more of an investment in time and resources. Delray Beach Green Task Force Report Executive Summary January 2009 Page ES-3 Adopt Clear Objectives and Create Financial Framework Our first major recommendation, City-Wide Quick Win #1, is that Delray Beach: Adopt a set of Ten Objectives as Part of a Ten Point Green Plan We propose that City Commission adopt these in 2009 on approval of the Task Force report. The full timeline for implementation of this plan would be 2010 to 2015. Our proposed 10 objectives or "10 Point Plan" is as follows: Proposed Objectives of Delray Beach Ten Point Green Plan 1. Track & Deliver Economic Benefits from Environmental Programs 2. Set Foundation, Drive Implementation & Communicate Progress 3. Incorporate Sustainability into Urban Planning & Design 4. Encourage Water Efficiency & Conservation 5. Reduce Greenhouse Gases through Energy Efficiency & Green Building 6. Reduce Greenhouse Gases through Fuel Efficiency & Transportation 7. Implement Green Purchasing 8. Reduce Waste & Increase Recycling 9. Encourage Green Economic Development 10. Improve Indoor & Outdoor Environmental Quality The first of our 10 proposed objectives, Track & Deliver Economic Benefits from Environmental Programs, is one of the most important. This stems from our research, which showed Cities that measure benefits of environmental programs often find economic benefits. The important thing is to ensure programs are set up in a way that benefits are considered and tracked. To ensure this best practice is implemented in Delray Beach, we recommend: Finance Quick Win #1 (Supported by City Commission): Create a Budgeting, Funding and Suggested Return on Investment (ROI) Framework for Higher Cost Environmental Programs Implementing this recommendation implies evaluating the higher cost environmental recommendations using a disciplined financial process in which direct and indirect costs and benefits are understood, total costs and benefits considered (irrespective of which City department incurs the costs or obtains the benefits) and a quantified ROI (Return on Investment) established for the plan as a whole. Some programs will cost more, others less, but the total plan must deliver economic benefits. For this ROI framework to be defensible, it would best be developed in partnership between City Commission and the Department of Finance. Standard capital and operating budgeting policies would be reviewed in light of potential tax benefits, State and Federal grants, and long term cost or revenue impacts of environmental programs. The new framework would fix some of the disincentives inherent in many budget planning processes. For example currently many Delray Beach Green Task Force Report Executive Summary January 2009 Page ES-4 departments are concerned only their own budget. Anew framework would identify opportunities for one department to invest operating or capital budget into an idea that actually delivers economic benefits to a separate department, but still works towards the overall goal of the City. This recommendation is especially important given the current economic climate. Environmental issues are often discarded to the bottom of the agenda when economic conditions are tough, but as stated by Governor Crist, "The wonderful news about addressing climate change is...it may spur the greatest economic boon in the history of the planet." Set the Foundation and Track Progress The second of our 10 proposed objectives, Set Foundation, Drive Implementation & Communicate Progress stems from our green city best practice research that found that green efforts are most likely to be successful if they are supported by a solid foundation, are implemented using a good project management discipline (including defining accountability), and incorporate regular communication of progress, especially from the Mayor. We believe these three critical success factors will be enabled with our proposed City-Wide Quick Win #2: Adopt, Track and Annually Report a Set of Economic & Environmental Performance Metrics using a new Economic & Environmental Scorecard We do not expect the City to implement actions that do not make long-term sense economically. To show how following our recommendations will deliver both economic AND environmental benefits, we created an Economic & Environmental Scorecard, which the City can use to conduct a baseline analysis and quantify and publicly report how implementation of our recommendations is driving cost savings and environmental improvements. This scorecard includes: nine metrics to track Economic Benefits to the City, 10 metrics to track Environmental Performance based on the City's internal operations and five metrics to track Environmental Performance based on action by citizens and businesses. We label this a Quick Win because the City can adopt and announce this quickly and with no expense, then start creating baseline data for 2009 and tracking the data every year henceforth. If any of the data points in the scorecard are too complex to track, we suggest using proxies or alternative metrics based on appropriate alternatives that help track progress against the objectives. Please see the Economic & Environmental Scorecard on the following page. Delray Beach Green Task Force Report Executive Summary January 2009 Page ES-5 N _ O r O aV. N N N N ~ ~ O O N N ~ ~ U ~ -O N ~ F _ T T ~ O- y N '00 ~ " '00 ~ " N J ~ U 'c - m oa U ~~ mr ~ ~ ~ x o_ E ~ o x o_ E ~ o ~°> m o m m ~ o- > U N L °? a o ~ °~ a ~= ~ o a v a o~ T ~ ~ ~ ~ y Q u ° ,.. ~ .. ~' 7 N ~ :. 7 N ~ ~ m m U ~ I m o U a~? o .. ~ a ~ ~ E o o ,~ N u o o a a~ > ~ c - o~ m o~ m o ~ xS o c T °~ ~ . O N 'C ~ d m N cG >` U ~ ~ N F U O y m O N -O F N O O N -O F N O _,T. U O N -O ~ N m C O N C N . 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To help ensure implementation, we highly recommend the City pursue City-Wide Quick Win #3: Create an Internal "Green Team" by designating aPoint-Person from Each Department to Evaluate and Implement Report Recommendations This is the first step in ensuring that the people involved in implementation of our recommendations feel involved and engaged in the decisions following the release of the Green Task Force report. The second major step to ensure implementation of our recommendations is to start the process for City-Wide Long Term /Strategic Recommendation #1, to: Create a Sustainability Officer Position and Fund this Hire with Energy Savings they Enable In this economy, it may sound infeasible to hire new staff. We believe, based on evidence from other cities, that afull-time Sustainability Officer would deliver major economic benefits to the City within atwo-year period, and cost savings would be able to pay for that person's salary. RECOMMENDATION SUMMARIES The rest of this Executive Summary shows all of our recommendations, including high-level ones from above, aligned to the 10 Objectives we propose for Delray Beach's 10 Point Green Plan. These are available in a single table: Green Objectives and Recommendations. More detail on the recommendations, and best practices can be found in the Complete Report and an implementation checklist is provided in Green Recommendations by City Department. Recommendations Summary: [1] Track & Deliver Economic Benefits One of the most important concerns, especially in our tight economy, is the cost and benefits of green programs. Repeatedly, governments and other organizations have proven that these programs are cost effective and provide long-term financial benefits. However, this can only be verified if the costs are analyzed. There is only one recommendation in this important category. # Objective # DepartmenVs with Most Control of Implementation of Recommendation Quick Winl Strategic Recommendation Report Chapter Recommendation Quick Wins Strategic 1 Track & Deliver U Finance ~Supporled by City Creole a Budgeting, Funding and Suggested Return on Inveshnenl x 6 Economic Benefits Commission) (ROI) Framework for Environmental Programs from Environmental Programs Delray Beach Green Task Force Report Executive Summary January 2009 Page ES-7 [2] Set Foundation, Drive Implementation & Communicate Progress To properly track benefits, set the foundation drive implementation and communicate progress, we are making 27 important recommendations, primarily to City Commission and City Manager but also to the heads of a number of departments. A focus on these recommendations in 2009 will help the City prepare to effectively launch the 10 Point Plan we propose starting early 2010. # Objective # DepartmenUs with Most Control Recommendation Quick Winl Strategic Report of Implementation of Recommendation Chapter Recommendation Quick Wins Strategic 2 Set Foundation, 1 City Commission (City-Wide Adopt a set of Ten Objectives as Part of a Ten Point Green Plan. x 4 Drive Implementation Recommendation) & Communicate 2 City Commission (City-Wide Adopt, Track and Annually Report a Set of Economic & x 4 Progress Recommendation) Environmental Performance Metrics using a new Economic & Environmental Scorecard 3 City Commission (City-Wide Create an Internal "Green Team' by designating a Person from x 4 Recommendation) Each Department to Evaluate and Implement Report Recommendations 4 City Commission (City-Wide Create a Permanent Green Advisory Board Made up of Delray x 4 Recommendation Beach Communit Members 5 City Commission (City-Wide Issue City Commission /Mayoral Proclamations related to Green x 4 Recommendation Buildin Construction and O erations 6 City Commission (City-Wide Establish Standard Green Office Practices in All City Offices x 4 Recommendation 7 City Commission (City-Wide Create a Sustainability Officer Position and Fund this Position x 4 Recommendation throu h Cost Savin s 8 City Commission (City-Wide Complete Green House Gas Inventory and Create Reduction Plan x 4 Recommendation 9 City Manager / Coordinate City Green Efforts with Neighboring Jurisdictions x 5 Cit Clerk's Office 10 City Manager/ Complete the FGBC Green Local Government Certification x 5 Cit Clerk's Office Checklist and A I for Certification 11 City Manager / Implement Internet Based Electronic Bulletin Board for City Board x 5 Cit Clerk's Office Worksho Meetin s 12 City Manager/ Incorporate Green Practices into Golf Course Management x 5 Cit Clerk's Office 13 City Manager/ Adopt Green Management Policy forTennls Facility x 5 Cit Clerk's Office 14 Finance Department (Including Create, launch and operate a website dedicated to Delray Beach's x 6 IT/Purchasin /Unlit Billin reen efforts 15 Finance Department (Including Research Green Grants Opportunities x 6 IT/Purchasin /Unlit Billin 16 Police Department Assist in Enforcement of Green Codes x 7 17 Community Improvement Create a Green Building Awards Program x 9 De artment 18 Parks & Recreation Department Place Signs Describing Green Features of Public Parks & Amenities x 11 19 Human Resources Department Create Job Description for a Sustainability Officer x 13 20 Human Resources Department Create a Human Resources Sustainability Education and Best x 13 Practices Education Pro ram 21 Community Redevelopment Provide a CRA representative for a New (Potential) Permanent x 14 A enc Green Advisor Board 22 Housing Authority Create a Green Funding and Partners Resource List x 15 23 Housing Authority Create a Green Education Outreach Program x 15 24 Housing Authority Revise the Housing Authority's Mission Statement to Include Green x 15 Princi les 25 Downtown Development Authority / Create a Volunteer Green Team x 16 Downtown Marketin Coo erative 26 Downtown Development Authority / Provide a DDA representative for a New (Potential) Permanent x 16 Downtown Marketin Coo erative Green Advisor Board 27 Chamber of Commerce Create a Green Awards Program x 17 Delray Beach Green Task Force Report Executive Summary January 2009 Page ES-8 Recommendations Summary: [3] Incorporate Sustainability Into Urban Planning & Design To incorporate Sustainability into Urban Planning and Design, we have 10 recommendations, primarily for Planning and Zoning, with one important recommendation to the CRA. # Objective # DepartmenUs with Most Control Recommendation Quick Winl Strategic Report of Implementation of Recommendation Chapter Recommendation Quick Wins Strategic 3 Ineorpora to 1 Planning & Zoning Department Conduet a Green Audit of the Current Land Development x 10 Sustainability into Regulations and Comprehensive Plan Urban Planning & Design 2 Planning & Zoning Department Develop and Apply a Sustainable Land Use Checklist x 10 3 Planning & Zoning Department Mandate Environmentally Friendly Landscaping x 10 4 Planning & Zoning Department Re-evaluate Parking Planning and Design x 10 5 Planning & Zoning Department Develop aMulti-Modal Transportation District (MMTD) x 10 6 Planning & Zoning Department Re-evaluate Parking Requirements for Mixed Residential Office & x 10 Commercial (MROC) District 7 Planning & Zoning Department Create & Promote a Green Neighborhoods Program, Incorporate x 10 Principles into Land Development Regulations & Comprehensive Plan 8 Planning & Zoning Department Adopt and Implement the Existing Bike and Pedestrian Task Team x 10 Final Report 9 Planning & Zoning Department Study Potential Zoning Decisions that Could Encourage Businesses x 10 to Service Residents 10 Planning & Zoning Department Develop a Sustainable Vision and Incorporate into City Planning x 10 Documents 11 Community Redevelopment Implement Long-Term Sustainable Redevelopment Planning x 14 Agency Recommendations Summary: [4] Encourage Water Efficiency & Conservation To encourage water efficiency and conservation, we are making 6 recommendations, four focused on use of water in City operations where water is heavily used for operations or vehicle cleaning (Police, Fire, Environmental Services) and two focused on encouraging City businesses and residents to adopt water efficiency measures. # Objective # DepartmenUs with Most Control of Implementation of Recommendation Quick Winl Strategic Recommendation Report Chapter Recommendation Quick Wins Strategic 4 Encourage Water Efficiency & Conservation 1 Police Department Use Reclaimed Rainwater to Wash Police Vehicles x 7 2 Fire Department Use Reclaimed Rainwater to Wash Fire-Related Vehicles x 8 3 Planning & Zoning Department Provide Incentives to Encourage Rainwater Harvesting x 10 4 Parks & Recreation Department Implement Water-Efficient Landscaping Protocols x 11 5 Environmental Services Department Adopt a Series of "Quick W in" Water Efficiency Measures for City Buildings x 12 6 Environmental Services Department Re-evaluate the Current Tiered Rate Structure for Water Billing x 12 Delray Beach Green Task Force Report Executive Summary January 2009 Page ES-9 Recommendations Summary: [5] Reduce Greenhouse Gases through Energy Efficiency & Green Building To reduce greenhouse gases, we have 26 recommendations that will also reduce energy costs for City buildings. Some recommendations will help the City align to Florida's HB 7135 that mandates green building. We also suggest incentives for private green building development. # Objective # DepartmenUs with Most Control Recommendation Quick Winl Strategic Report of Implementation of Recommendation Chapter Recommendation Quick Wins Strategic 5 Reduce Greenhouse 1 City Commission (City-Wide Adopt a Green Building Ordinance x 4 Gases through Recommendation) Ener Efficienc & gy y Green Building 2 Finance Department (Including Implement Power Saving features in all City Computers & Printers x 6 IT/Purchasing/ Utility Billing) 3 Finance Department (Including Develop Incentives for Green Redevelopment x 6 IT/Purchasing/ Utility Billing) 4 Community Improvement Create a "Green Building Basics' Public Information Campaign x 9 Department 5 Community Improvement Create "Green Building & Recycling Basics' Public Information x 9 Department Campaign for Children 6 Community Improvement Require Energy Star Appliances in all Building Applications x 9 Department 7 Community Improvement Mandate Cool Roofs x 9 Department 8 Community Improvement Encourage Installation of Solar Hot Water & Solar Electric by x 9 Department Streamlining Permitting Process 9 Community Improvement Require Green Benchmarking for New Buildings /Substantial x 9 Department Renovations 10 Parks & Recreation Department Implement Energy Efficient Lighting & Controls for Outdoor Courts, x 11 Parks, and Playfields 11 Environmental Services Adopt a Series of "Quick W in" Energy Efficiency Measures for City x 12 Department Buildings 12 Environmental Services Adopt LEED Silver as the Official Goal for All New Municipal x 12 Department Buildings and Major Renovations, with a Target of Gold or Higher for at Least ONE Buildin 13 Environmental Services Register City Hall for LEED for Existing Buildings, and Start x 12 Department Pursuing Certification 14 Environmental Services Paint the Interior of Parking Garages W hite as Part of Routine x 12 Department Maintenance to Maximize Lighting Efficiency 15 Environmental Services Install High Efficiency Lighting for Streetlights x 12 Department 16 Environmental Services Perform an Energy Audit on All City Facilities x 12 Department 17 Environmental Services Adopt LEED for Existing Buildings in the Future for City Buildings x 12 Department 18 Community Redevelopment Provide aGreen /Energy Efficiency Grant and Revolving Loan Fund x 14 Agency 19 Community Redevelopment Pursue Green Building Certification for the Old Library/ Hotel x 14 Agency Redevelopment Project 20 Community Redevelopment Pursue Green Building Principles for the Current Parking Lot x 14 Agency Redevelopment Project 21 Community Redevelopment Pursue Green Building Certification for All CRA Projects x 14 Agency 22 Housing Authority Provide a Green Home Improvement Funding Resources x 15 23 Housing Authority Pursue Green Building Certification at the Villages at Delray x 15 24 Housing Authority Pursue Green Building Certification for All New Developments x 15 25 Chamber of Commerce Pursue Green Building Certification for New Office x 17 26 Chamber of Commerce Suppor[ the Florida Chamber of Commerce's Green Efforts x 17 Delray Beach Green Task Force Report Executive Summary January 2009 Page ES-10 Recommendations Summary: [6] Reduce Greenhouse Gases through Fuel Efficiency & Transportation To reduce greenhouse gases from transportation, we have 27 recommendations that will also reduce fuel costs for departments that manage many City vehicles (police, fire, ESD). Some recommendations help maximize the potential of the Roundabout and supplement this positive program with other ideas for public transit and transportation flow improvement in the City. # Objective # De partmenVs with Most Control of Implementation of Recommendation Quick Winl Strategic Recommendation Report Chapter Recommendation Quick Wins Strategic 6 Reduce Greenhouse Gases through Fuel 1 Cily Commission (city-Wide Recommendation Promote Fuel EI licienl Driving by All City Employees and communicate wide) x d Efficiency & Transportation 2 City Commission (City-Wide Recommendation Adopt and actively enforce an Anti-Idling Ordinance x 4 3 Police Department Increase Use of Existing Alternative Fuel Vehicle and Bicycles x 7 4 Police Department Implement shared vehicle patrols x 7 5 Police Department Minimize Trips for Minor Incidents x 7 6 Police Department Reduce Non-Duty Related Vehicle Use x 7 7 Police Department Quantify Overall Fuel Consumption and Establish Reduction Targets x 7 8 Police Department Remove Unneeded Weight on Vehicles for Fuel Economy x 7 9 Police Department Encourage Routine Fleet Maintenance x 7 10 Police Department Purchase More Fuel-Efficient Vehicles /Alternative Fuel Vehicles x 7 11 Police Department Implement GPS Routing Software x 7 12 Fire Department Dispatch Optimal Number of Vehicles on Calls x 8 13 Fire Department Restrict Vehicle Usage to Official Use Only x 8 14 Fire Department Encourage Routine Fleet Maintenance x 8 15 Fire Department Optimize Fire Hydrant Inspection Procedures x 8 16 Fire Department Restrict Staff from Driving Vehicles Home Unless On Call x 8 17 Fire Department Educate Staff on Fuel-Efficient Driving Habits (reference Miami Fire De t Best Practices x 8 18 Fire Department Upgrade Fleet x 8 19 Fire Department Implement GPS Routing Software x 8 20 Environmental Services De artment Expand Roundabout Shuttle Routes and Schedules x 12 21 Environmental Services De artment Convert Roundabout Shuttle to Alternative Fuel and Utilize an Open Air Rubber W heel Trolle x 12 22 Human Resources Department Coordinate Roundabout Shuttle with Employee Commuter Schedule x 13 23 Human Resources Department Educate City Employees About Public Transit Federal Tax Incentives x 13 24 Human Resources Department Reduce the Work Weekto Four Days x 13 25 Downtown Development Authority / Downtown Marketing Cooperative Promote "Car Free" Zones x 16 26 Downtown Development Authority / Downtown Marketing Cooperative Explore and Potentially Propose a Permanent Car-Free /Pedestrian Zone in the Downtown Core x 16 27 Downtown Development Authority / Downtown Marketing Cooperative Promote Alternative Vehicles /Bikes for Tourists x 16 Delray Beach Green Task Force Report Executive Summary January 2009 Page ES-11 Recommendations Summary: [7] Implement Green Purchasing To implement green purchasing, we have 11 recommendations, with the major one for the Finance /Purchasing Department to develop an Environmentally Preferable Purchasing Policy. 7 Ilmplement Green Purchasing # De partmenUs with Most Control Recommendation Quick Winl Strategic Report of Implementation of Recommendation Chapter Recommendation Quick Wins Strategic 1 Finance Department (Including Develop & Implement a Environmental Purchasing Policy (EPP) x 6 IT/Purchasing/Utility Billing) covering, at minimum: supplies, printing, furniture, technology, vehicles 2 Finance Department (Including Enact an Energy Efficient Computer Purchasing & Operation Policy x 6 IT/Purchasing/Utility Billing) 3 Finance Department (Including Purchase Energy Efficient Light-bulbs x 6 IT/Purchasing/Utility Billing) 4 Finance Department (Including Employ Green Cleaning and Maintenance x 6 IT/Purchasing/Utility Billing) 5 Police Department Explore Greener Cleaning Options for Uniforms (e.g. Washing or x 7 Non-Pert Dry Cleaning) 6 Community Redevelopment Adopt the City's Standard Green Office Practices x 14 Agency 7 Housing Authority Adopt the City's Standard Green Office Practices x 15 8 Downtown Development Authority / Adopt the City's Standard Green Office Practices x 16 Downtown Marketing Cooperative 9 Downtown Development Authority / Switch to Recycled or FSC-certified Paper for all DDA Publications x 16 Downtown Marketing Cooperative 10 Chamber of Commerce Adopt the City's Standard Green Office Practices x 17 11 Chamber of Commerce Switch to Recycled or FSC-certified Paper for all DDA Publications x 17 Recommendations Summary: [8] Reduce Waste & Increase Recycling To help reduce waste and increase recycling, we have 11 recommendations for the departments and agencies that have most control over the City's waste stream. Our main recommendation is to the Community Improvement Department to support city businesses by enabling convenient commercial recycling. # De partmenUs with Most Control of Implementation of Recommendation Quick Winl Strategic Recommendation Report Chapter Recommendation Quick Wins Strategic 1 City Ivtanager i City Clerk's Office Revise Special Event Permit Application and Special Event Policy x 5 2 City Manager / City Clerk's Office Go Paperless for Public Information Requests x 5 3 Police Department Implement Electronic Citation System x 7 4 Fire Department Eliminate Disposable Dishware in Fire Stations x 8 5 Community Improvement Department Enable Commercial Recycling by Allowing Pick-Up of Recyclable Material (Cardboard, Paper, Glass, Metal) by Qualified Recyclers x 9 6 Community Improvement Department Adopt Paperless "Online" Building Permit Applications x 9 7 Parks & Recreation Department Mulch and/or Compost a Range of Materials Collected from City Parks, Communicate Availability of this Material x 11 8 Human Resources Department Provide Re-usable Mug and Water Bottle to Employees x 13 9 Downtown Development Authority / Downtown Marketing Cooperative Implement a Recycling Program for the DDAIDNC Offices x 16 10 Chamber of Commerce Implement Recycling in Chamber Office x 17 11 Chamber of Commerce Pursue Green Event Planning at 2009 and All Future Delray Affair Events x 17 Delray Beach Green Task Force Report Executive Summary January 2009 Page ES-12 Recommendations Summary: [9] Encourage Green Economic Development To take advantage of new funding for green efforts and to establish a reputation in a new area of civic leadership, we propose 7 recommendations related to Green Economic Development. # Objective # De partmenUs with Most Control Recommendation Quick Winl Strategic Report of Implementation of Recommendation Chapter Recommendation Quick Wins Strategic 5 Encourage Green 1 Cily Commission ~Cily-vV ide Develop and Implement a Plan to Promote Green Economic x 4 Economic Recommendation) Development Development 2 Finance Department (Including Develop Incentives for Location of Green Businesses within the City x 6 IT/Purchasing/Utility Billing) 3 Planning & Zoning Department Create a Green Business Overlay Zone x 10 4 Downtown Development Authority / Develop a Plan to Attract More Green Events x 16 Downtown Marketing Cooperative 5 Downtown Development Authority / Develop and Implement Green Merchant Marketing Program x 16 Downtown Marketing Cooperative 6 Downtown Development Authority / Promote Green Tourism x 16 Downtown Marketing Cooperative 7 Chamber of Commerce Identify "Green Businesses" and Designate them Separately on x 17 Chamber Websites Recommendations Summary: [10] Improve Indoor and Outdoor Environmental Quality To lower risk and costs of harsh chemicals and other wastes in the City's air and water, we have 10 recommendations to maintain health and beauty of the Delray Beach's land, water and residents. # Objective # De partmenUs with Most Control of Implementation of Recommendation Quick Winl Strategic Recommendation Report Chapter Recommendation Quick Wins Strategic 10 Improve Indoor & Outdoor 1 City Commission (City-Wide Recommendation) Establish an Environmentally Sensitive Leaf-Blowing Ordinance x 4 Environmental Quality 2 police Department Phase Out Pe rcholorate Flares x 7 3 Fire Department Install Air Scrubbers at all Fire Houses x 8 4 Planning & Zoning Department Revise LDRs to Make Pervious Pavement the Standard x 10 5 Parks & Recreation Department Recertify the Delray Municipal Beach as a Blue Wave Certified Beach x 11 6 Parks & Recreation Department Maintain or Support Organic Community Gardens x 11 7 Parks & Recreation Department Create a Pesticide Hazard and Exposure Reduction (PHAER) Zone Program x 11 8 Parks & Recreation Department Minimize Chlorine in Community Swimming Pools x 11 9 Environmental Services Department Establish Environmentally Sensitive Landscaping Practices x 12 10 Environmental Services Department Install Stormwater Treatment Devices at All Runoff Outfall Discharges and Promote Stormwater Infiltration x 12 Delray Beach Green Task Force Report Executive Summary January 2009 Page ES-13 CONCLUSION We believe that if the City implements a large number of our recommendations, and improves performance against the metrics we suggest, Delray Beach can position itself not only as a leading small green city in Florida and the US, but as one of the leading small green cities in the world. Note: The Complete Green Task Force Report is available online at http://www.SustainableDelray.org/report.htm. The electronic version of the Full Report contains clickable links throughout to all references. Delray Beach Green Task Force Report Executive Summary January 2009 Page ES-14 ~: .Y ~ a 3 ~ m ~ ~ ci c ~ o ~ m 2O y o L m o J 0 0 ° ° ° ma 3~ m~ ~ ~ ~ .c U c 2 o a 3 ~ ~ ~ 3 ~ ~.+ o ~ `- c ~ ~ z ~ a+ 3 m - _ c~ N 3 E ~ cz C ~ ~ V Q 3~Z H ~ _ ~~ 0 o ~ ~ ~ ~ ~ lL ~ lL ~ ~ ~ ~ ~ W ~ ~ ~ ~ ~ ~ ~ ~ O N ~- O ~N r O ~N r O ~N r ~ ~ O ~N r O ~N r O ~N r O ~N r ~ ~ ~ ~ N = O ~N r O ~N r O ~N r O ~N r O ~N r _ - N N E N N E N N E N N E N ~ L ~' ~ L ~' N E N N E N N E N N E N ~ L ~' ~ W 0 T O LL' N E N N E N N E N N E N N E N T N ~ ~ ~ ~ N m E y E y E y E y m~ m~ E y E y E y E y m a o ~ m ~ N ~ N ~ N ~ N ~ N m N N N N N N N N ~ ~ ~ N~ N~ N~ N~ N~ ~ ~ ~ ~ ~ N O N O ~ ~ ~ ~ O m W _ ~ O D O D O D O ~0 6 ~0 6 D O D O D O D O ~~ ~ - D O D O D O D O D O F o 0 0 0 0 0 0 0 H ~~ 0 0 0 0 0 0 0 0 m C7 0 ~ 0 0 0 0 0 0 0 0 0 0 ~ m ~ m ~ m ~ m ~ m ~ ~S ~ W m ~ m ~ m ~ m ~ ~ ~S ~ ~ m m m ~ m ~ m ~ m ~ m ~ m ~ _ 'o ~ LL _ 'o ~ LL _ 'o ~ LL _ 'o ~ LL C7 ~. ~ ~ C7 ~. ~ ~ _ 'o ~ LL _ 'o ~ LL _ 'o ~ LL _ 'o ~ LL C7 T ~ ~ > O E O ~ v _ 'o ~ LL _ 'o ~ LL _ 'o ~ LL _ 'o ~ LL _ 'o ~ LL ~ v .~ E E E E U ~U E E E E U ~ O ~ E E E E E ~ LL' O N O (nU N O (nU N O (nU N O (nU N .t K W N .t K W N O UU N O (nU N O (nU N O (nU N .t K W ~ W N K N O UU N O (nU N O (n U N O (n U N O (n U N K ` E -O N = F m E > N ~ C7 ~ V ~ ~O ~ f0 ~ I~ ~ of ~ cn ~ N cn ~ C7 cn ~ V cn ~ ~O cn ~ ~ N ~ C7 ~ V ~ cn ~ N cn ~ C7 cn ~ ~~ ~~ E Z C c ° ' ~j d d d d d d d d d d d i . - o `-' ~ ~ o O J U1 ~ " m m d m " m s o6 o m ~ o o ~ a m ~~ W° m m 0 `o m ~ O 0 m .o LL ~ m ~ O o ° w o - o m U ` m E m C7 0 o EW ~ a ~ ~ ~, ~ - ~ m W ~ - w r o ~ o LL ~ ~ N ~ _ O ~ ~LL' N ~ ~ ~ Q ~ m ~ ~ Ol U m LL ~ W ~ ~ N W ~ - ~ LL d ~ ~ N O O ~ - - ~ ~ N O Ol Ol E N T N E ~ N J ~ ~ L O C p 3 O N N ~~ m '_' - - N N O E O Ol O m O U N m a m °a ~ E m > Q c°i m m d ° ~ o .3 m ~~ ° ~ o ~m i ~ c°i ~ ~ w U d ~ ~ . °- m ~ ~ d .~ o ~ w d ~ o ~ ~ ~ ~ ~ d d w m U ° .- ? ~~ m m> w ~ E C7 m 0 -- o '~ m m o ~ m N ~ E ~ m d C7 `o N m ~ ~ U d Q ' ° o ~° ~ m ~. T a o = ~ 'o a ~ .- m U ~, m y ~ LL d ~O- ~ c a s n ~~ o ~ ~ ~ N ~E 3 ~ ' m m o w T LL Q ~~ m ~ ° -a o c Y~~ o E m E E w m ~ ~ m o N m N~ °~ m w E -- m m a ~~ ~ C7 '~ N m m m - a~ d E ~ LL m m ~ U o ~° C7 °~ ~ ~ m m U m ~ m ~, ~ m m m ° 0 _ m _ m C7 a o ~ o .-: o o o " m o L m t m o~ ~ o ~ m~ ~~ E ~ o ~ ~~ o m ~ ` Y E m ~ N - o Q o LL ~ > > m m m ~ m o f - ' ~ Q o 'm 'm 'm o o o E o 0 ~ Q Q w w U w~ U m O a o ¢ w - m U$ U ¢ w D D ~ U U U _~ ¢ C7 ,~ o °~ a -~ o f m m m m m m m m m m m m m U ° •. o ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ 0 ~~ o U - " U - " U - " U - " U - " U - " U - " U - " U - " U - " U - " U "^ U "^ 3 0 - 0 0 - 0 0 - 0 0 - 0 0 - 0 0 - 0 0 - 0 0 - 0 0 - 0 0 - 0 0 - 0 0 0 0 0 0 m m m m m m m N m N m N m N m N m N m N m N m N m N m N m N m N m `m O `m O `m O `m O `m O `m O `m O _ -~ ~ m E "~ ~ m E "~ ~ m E "~ ~ m E E ~ m E ~ ~ m E "~ ~ m E E ~ m E "~ ~ m E "~ ~ m E "~ ~ m E E ~ m E "~ ~ m E ~ Y ~ Y ~ Y ~ Y ~ Y ~ Y ~ Y E d ~~ - o f U E o o f U E o o f U E o o f U E o o f U E o o f U E o o f U E o o f U E o o f U E o o f U E o o f U E o o f U E o o f U E o ~~ ~ U ~~ ~ U ~~ ~ U ~~ ~ U ~~ ~ U ~~ ~ U ~~ ~ U p E T •- m U~ T •- m U~ T •- m U~ T •- m U~ T •- m U~ T •- m U~ T •- m U~ T •- m U~ T •- m U~ T •- m U~ T •- m U~ T •- m U~ T •- m U~ U U U U U U U U U U U U U U Z Cw G Q a w L~ L U m Z Q Z Cw G U W LL CQ CG G N Z CW G Q a W H U m Z ~_ Q Z CW G U W CQ CG G N ~: 3 ~ .Y ~ a m ~ ~ ci c ~ o ~ m 2O 0 c o •. ~ ~ 0 ~ ~. 2 3 ~ 3 o ~z 3 m - o = 3 E ~ c z o 3 -o z = w ~ o E ~ a3 ~ ~ W o w w o 0 0 O1 m °1 m m ~ 0 ~ m E E m ~~ m m m m ~ ~~ ~ ~ ~ U m a m m m m E y ~~ O ~ N E o m m o o aim a a a a ~ gym' w F `m ~ ~~ m m m m o m ~ C7 ~ o m ~ E (7 T a ~ C7 T ~ ~ -a .? x3 0 3 °~ E E E E 'o E 3 m E O E '~ pUj Y_ .O N N N N LL E O p LL E ~~ N ~t N O N ~t O N O LL' O I- W LL' W E E E E (n U K W W U U ` E -O N N C7 V ~O (O I~ N C7 m E ~ ~ ~ ~~ ~~ ~ z 'j d d d d d d ~ ~ ~ C ci .°-' o `-' ~ ~ o O J U1 ~ " ~ ~ " L U 0 E ~ LL d a ~ m ~ a` °' o w, o m °y m ~, o ~ m `m o L ~ 3 o ~ 06 a m o N E ~ ~ ~ ~ m 0 s a °' ~ ~ ~ .. __ U m E m m o -_ ~ a o~ ~ ~ ~ `° ~ °' ` m (n N - N N ~ ~ - - N (.7 ~ -- m 5 E a ~ ~ ~ o ~ E ~ E o~ ~ ~ ~ 0 0 o ~ L ~ ~> .- w ~ m ~ o O ~ W w U m N ~ ~ (7 Y m ° ~ ~ ~ E ~ w ~ ~ ~ ~ o ~ ~ W E E °~ w ~ m m ~ m' E w o6 ~ °~ w c o ~ E m m ~ - C7 m = ~ = = ~ E m LL E m o h m o m ~ °~ o o ~ o ~ m m ~~ ~- ~~ m m m ~ ~~ ~ m o~ E ~` ~~ m m m ~ U~ E w o o> w a' U m o o ~ ,~ o o~ a -~ o E _ _ _ _ _ _ _ _ _ O C .- N o U O1 m m m m m °1 m m o - _ - _ - _ - _ - _ - _ - _ ~~ " m m m m m m .,m m m E=_ E_ E_ E_ E_ E_ E=_ E_ E_ 3 0 °a r~ r~ r~ r~ r~ r~ r~ r~ r~ a m a m a m a m a m a m a m a m a m o ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ C ~ N N ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ r c v v v v v v v v v v v v v v v v v v - `° E `° a' `° a' `° a' `° a' `° a' `° a' `° a' `° a' `° a' ~ C LL U LL H LL H LL H LL H LL H LL H LL H LL H LL H ~: .Y ~ a 3 ~ m ~ ~ ci c ~ o ~ m 2O y o ~ - L m - - o J 0 0 ~ ° ~ ma 3~ m~ ~ ~ '° ~ .c U c o 2 a 3 ~ ~ ~ 3 ~ ~.+ o -a `- r ~ o z ~ N c 3 E~ c z C ~ ~ V Q 3~Z H ~ _ ~~ o a '~ 3 LL 3 LL 3 LL 3 LL 3 LL 3 LL 3 LL ~ LL ~ LL .- N ~ Ol Ol Ol Ol Ol Ol Ol O ~ Ol - O Ol E - 0 0 0 0 0 0 0 ~ 0 T ~j o O m m ~ o6 w ~ _ ~ o m ~ o m ~ o m ~ o m ~ o m ~ o m ~ o m ~ N ~~ ~ ~ o m ~ ~ ~ 0 m 0 = ~ o m a ' ~ o m a ' ~ o m a ' ~ o m a ' ~ o m a ' ~ o m a ' ~ o m a ' > ~ - a' ~ o m a ' v ~ `~ `w ~ o m a ' o o o o o o o ~ ° o ~ ~ o o6 "- L~ L~ L~ L~ L~ L~ L~ _LL o m L~ m m L ~° o F m~ m w m~ m as m~ m as m~ m as m~ m as m~ m as m~ m as m m m ~ C7 m~ m as m ~ m~ m as o ~ .C ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ LL ~ ~ ~ ~ O ~ ~ ~ O LL' O N ~t ~Y W N ~t LL' W N ~t LL' W N ~t LL' W N ~t LL' W N ~t LL' W N ~t LL' W N O (n U ~ N ~t LL' W N LL' W N ~t LL' W ~ ` E -O N m E ~ N d C7 d V d ~ d (O d r d of d m d ~ ~ N ~ ~ C7 ~ ~ V ~ ~ ~(J ~ ~ ~ ~~ ~ z C c ° ' ~j i . - o `-' ~ ~ o O J U1 ~ " m i. m ~ ~ o - ~ ~ ~ ° ~ `o _ m m ~ 3 LL O O U - - W 3 ~, E ~ N U N ~ N ~' LL O N ~ 3 W ~ O w ~ Q ~ N U LL N ~ m °~ ~ ~ m `o m E ~ o a ~ -c ` N ~ ~ °~ ~ o a 3 m ~ ° m c ~ U ~ o U °~ > N L ~ m 3 m ~ a ~ _ > u, 'b ~ C7 O m o ~ ° o cn `m LL Ol ~ U O N U >O > N LL ~ ~ Ol ~- W U U 3 ~ N - ~j > ~ O LL' ~ N lL N O ~ E N U~ ~ LL O O ~ O LL' O O L ~ ~ ~ ~ 0 _ ~ ~ ~ U C T 0 ~ ~ ~ ~ LL U - j ~ d H Z O C j m O w O ~ ~ 0 ~ w •- E .E C7 •- a •- N ~ N m y ~ E _ m `m ~ ~ ~ ~ O o ~ ~ .E ' - m o 0 o LL ~ ~ ~ ~ m v ~ E ~ ~ m m d H E ~ ~ w N ¢ - w z ~ a - E m ~ - E m a ,~ o o~ a -~ o E V E D O ~~ O '3 ~ N o m E r m E r m E r m E r m E r m E r m E r m E r m E r m E r m E r m E r m E r m E r E E C ~ ~~ o "c a m o m 0 s a m 0 m 0 a a m 0 m 0 a a m 0 m 0 a a m 0 m 0 a a m 0 m 0 a a m 0 m 0 a a m 0 m 0 a a m 0 m 0 a a m 0 m 0 a a m 0 m 0 a a m 0 m 0 a a m 0 m 0 a a m 0 m 0 a Z CW G Q a W L~ L U m N Z O Q Z CW G U W LL O CQ CG G ~: .Y ~ a 3 ~ m ~ ~ ci c ~ o ~ m 2O y o ~ - L m - - o J 0 0 ° ° ° ma 3~ m~ ~ ~ '° ~ .c U c o 2 a 3 ~ ~ ~ 3 ~ ~.+ o -a `- r ~ o z ~ N c 3 E~ c z C ~ ~ V Q 3~Z H ~ _ ~~ o a '~ ~ I1 lL lL lL lL lL lL O ~ E lL - 0 0 0 0 0 0 0 ~j ~ ° - o ~ °~ o m:= °~ o m:= °~ o m:= °~ o m:= °~ o m:= °~ o m:= ° ~ °~ o m:= " m o °~ o m:_ C7 r C7 r C7 r C7 r C7 r C7 r m C7 r o C7 r = o 0 N a ' 0 0 N a ' 0 0 N a ' 0 0 N a ' 0 0 N a ' 0 0 N a ' = 0 o N a ' w ~ o 0 N a ' .~ o t~ o L~ o L~ o L~ o L~ o L~ ~ m o L~ ~ ~ a3 o L~ F .. m H ~~S m H ~ W m H ~~S m H ~ W m H ~~S m H °~ W ~- m m H ~~S ~ m H ~ W ` C7 ~. 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C7 ~. ~ _ ~ ~ ~ m ~ m ~ 3~ ~ m ~ 3~ ~ m ~ 3~ ~ m ~ 3~ ~ m ~ 3~ ~ m ~ 3~ ~ LL E ~ U U U U U U E d' O N ~Y N d' N ~t d' W N ~t d' W N ~t d' W N ~t d' W N ~t d' W N ~t d' W N O (n U ` E -O N N C7 V ~(J (O I~ N E E ~ d d d d d d ~ ~ ~? ~ ~~ ~ z c ° ' 'j ~ i . - o `-' ~ ~ o O J U1 ~ " m N _ ~ m ~ ~. i. ~ s ~ ~ ~ o ~ E ~ N o - m ~ o m o U m m w o ~ - ~ = a W ~a Y = ° E ' o ~t a Q o a - cn ~ .~ _ ~~ m W ~ m' ~ 3 ~ vi d d o z a ~ i m C7 ~ . ~ = m `m ~ `m m m ~ ~ ~ ° ~ Q ~ ~ ~ as a _ o a ' ~ a s - °' a o __ - o _ ~ ~ ma° ~ N m ~ ~ = mU in N o ~ = ~~ m ~ °~ m m -a E~ m m o ~ o ~ m m m m o U ~ U °~ y o C7 E ~ m ~ d ~ ~~ -~ .E W °~ m ~ ~ .~ C7 °~ m ' ~ c m o m m m~ m 3 ~ o~ ~ o 3 m m ~ w~ Q U UU ~ ~ win ~~ U o_ o •. o-~ - E r E r E r E r E r E r E r E r E r o f a ~ a D a D a D a D a D a D a D a D V E N ~ •- •- •- •- •- •- •- •- •- ° U ~~ E N E N E N E N E N E N E N E N E N O Q Q Q Q Q Q Q Q Q 3 w °_ E E E E E E E E E r E E E E E E E E E E - E E E E E E E E E p E J U U U U U U U U ~: .Y ~ a 3 ~ m ~ ~ ci c ~ o ~ m 2O y o L m o J 0 0 ° ° ~ ma 3~ m~ ~ ~ ~ .c U c o 2 a 3 ~ ~ ~ 3 ~ ~.+ o -a `- r ~ o z ~ N c 3 E~ c z C ~ ~ V Q 3~Z H ~ _ ~~ - ~ - ~ - ~ o - o - - - - - - o s a a a ~ E a a a a a a ~ a a a m 0 ~ E m ~ a a a a a 0 0 o a3 0 ~ 0 0 0 0 0 0 d ~ ^ _ _ _ _ _ _ ~ ~ _ = llJ o ~ o _ = _ _ _ _ _ _ _ _ _ _ = = ~ m m m ~ w m O o w ~ m m m m m _ m _ m ~ m m c'n m m c'n m ~ ~ c'n m °o m ~ j m c'n m m c'n m m c'n m m c'n m m c'n m m c'n m -a ._ . m a~ m m °a~ m m °a~ m m ~° o m °a~ m ~ °~ o m ~° o m °a~ m m °a~ m m °a~ m m °a~ m m °a~ m m °a~ m ~ ~ O o . =0 o . -0 o . -0 w o . ~ po E w o . ~ po o . -0 o . -0 o . -0 o . -0 o . -0 ` E -O N 3~ ~~ E j N d C7 d V d ~(J d H N H C7 H V H ~(J H f0 H I~ H of H E Z c ° ' i . - o `-' ~ ~ o O J U1 ~ " W m m E N m m y a m m ~ m _ - m m E o s ~ m ~ ~ - ~ U ~ o -- 0 o U m _ ~ = m - m Q m a o a w - m m J O ~ ~ 3 °' m E m D ~ o °0 3 m U _ m `06 m a ~ ~ - ~ D ~ N °- ~ ~ o K a m ~ - ~ m ~~ N ~ m m ~ o °~ N m .- Z E ~ N ~- m m o ~ _ ~ .- N ~ T - ~ o w ~ d > ~ a m O °~ ~ m -" 3 y ~ ~ O o ~ > (7 D w m .- 0 N m ~ Q U m a ~ E o m o m ~ ~ m m m _ N a ~ ~~ C7 ~ N Q ~ Q ? 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This includes leadership steps such as signing the U.S. Mayors Climate Protection Agreement, joining the Sierra Club Cool Cities program and making a commitment to become a certified community under the Florida Green Building Coalition's Green Local Government Standard. Since these high level commitments have already been made, it may not seem relevant to ask the question "why". The City's leadership has put the city on a greener path and in some respects, actions simply need to be taken in line with those commitments. However, to expedite the journey from intention to action, the question "why" needs to be asked again. There are three main reasons for a City such as Delray Beach to pursue a greener direction: economic reasons, environmental reasons and political reasons. Each of these is explored briefly below: ECONOMIC REASONS There is adeep-rooted perception in many individuals and organizations that environmental programs always result in higher costs. But this perception ignores three fundamental truths about going green: 1. By definition, environmental programs make communities less wasteful, more efficient, and healthier. Cities across the State of Florida and in every part of the United States have repeatedly found this can be less expensive than becoming more wasteful, less efficient and less healthy. 2. Inefficient habits cost money: Many organizational practices result from habit and the belief that "this is how we do things here". Yet exploring these habits can reveal surprising cost savings. Two simple examples are purchasing more fuel efficient vehicles, or switching to energy efficient technology. These simple changes can save millions of dollars in operating costs for Cities, large and small. 3. There is a green cost continuum: Some green actions may cost more, but others may be less costly immediately (such as purchase of remanufactured printer cartridges), or may require upfront investments with lower operating costs over time (such as retrofitting lights to more energy efficient versions), or be more expensive upfront but result in lower repurchase costs (such as buying durable goods instead of disposable) Cities across the nation have found that well structured green programs have helped save millions of dollars, particularly in the area of energy efficiency and greenhouse gas reduction. Delray Beach Green Task Force Report Chapter 1: Why Green Delray Beach January 2009 Page 1-1 Examples include: In 2007, the first year of its energy management program, Fayetteville, Ark., saved $300,000 in energy costs due to emphasis on energy conservation. One of its initiatives was the installation of thermostats that cost about $100 and paid for themselves in the month. (See Ref 1.1) The City of Ann Arbor, Mich., received a $630,000 grant from the Ann Arbor Downtown Development Authority to fund LED retrofits for 1,400 downtown lights. The energy- saving installations will save the city over $100,000 per year. In Nashua, N.H., officials replaced light fixtures to improve energy efficiency at Street and Traffic Buildings for an annual saving of $42,000. In addition, lighting upgrades and motion sensors at City Hall delivered an annual savings of $6,500. New windows and frames in City Clerk offices alone lowered annual energy costs by 30%. (See Ref 1.2 for ICLEI website) ENVIRONMENTAL REASONS As Delray Beach grows, the environmental impact of its citizens and businesses may grow with it. However by implementing many of the green recommendations in this report, the City can meaningfully reduce its environmental impacts while improving citizen livability and reducing long term risks. The majority of environmental recommendations in this report all help achieve one or more of the following environmental objectives: Incorporate Sustainability into Urban Planning & Design • Encourage Water Efficiency & Conservation Reduce Greenhouse Gases through Energy Efficiency & Green Building Reduce Greenhouse Gases through Fuel Efficiency & Transportation Implement Green Purchasing • Reduce Waste & Increase Recycling Encourage Green Economic Development Improve Indoor & Outdoor Environmental Quality A more sustainable urban planning and design strategy will reduce pressure on land resources and higher urban density, resulting in lower local air and noise pollution from transportation and lower greenhouse gases overall. A focus on water efficiency and conservation will reduce demands on water resources and wetlands that are threatened in Florida due to development and population growth. Delray Beach Green Task Force Report Chapter 1: Why Green Delray Beach January 2009 Page 1-2 A focus on reducing greenhouse gases through energy efficiency and green building will reduce Delray Beach's use of fossil fuel energy in the power plants that create electricity for our use. This reduction in fossil fuel use will reduce particulate air emissions and also limit the creation of greenhouse gases responsible for global warming and climate change. Climate change is a particularly critical environmental concern for Delray Beach since the sea-level rise associated with global warming has potentially very serious consequences for low-lying coastal cities such as ours. A focus on reducing greenhouse gases through fuel efficiency and transportation will reduce local air pollution and greenhouse gases. It can also improve citizen livability through use of innovative vehicles and convenient public transportation options. Reducing greenhouse gases will help Delray Beach mitigate the potential impacts from climate change including hurricanes and sea level rise. (See Ref 1.3) A transition to green purchasing can help reduce pressure on forests through recycled content purchases, reduce energy and greenhouse gases through energy efficient product purchases, and reduce City employee and citizen exposure to harsh chemicals by purchasing less toxic product alternatives. A reduction in waste and increase in recycling can help reduce Delray Beach's contribution to the landfills operated by Palm Beach County's Solid Waste Authority. By increasing recycling rates, the City can also help enable recovery and reuse of valuable raw materials rather than letting them disappear into the landfills. A plan for Green Economic Development can spur innovation, job creation and differentiation. As the City continues to evolve and grow, the creation of a green economic development plan can help the Delray Beach stand out as an innovator in this new area of civic and political leadership. Improving Indoor & Outdoor Environmental Quality can help reduce air pollution and release of pesticides and harsh chemicals into our community. POLITICAL REASONS In the current political context, no government body can ignore environmental issues - particularly those related to energy, climate change and green building. There is a new green political reality where green issues have risen toward the top of the agenda. Delray Beach Green Task Force Report Chapter 1: Why Green Delray Beach January 2009 Page 1-3 On November 4t" 2008, President-Elect Obama stated that one of the major challenges to our future included a "planet in peril". As such, the Obama Administration has acted quickly to bring environmental issues to the top of the political agenda. Key green elements of an Obama environmental plan that is already being circulated include: Energy Efficiency. Major increases in funding to improve the efficiency of government, commercial, and residential buildings as well as the industrial sector. • Renewable Energy. Broad support for new development of both small-and large-scale projects in solar, wind, geothermal, advanced biofuels, etc. Grid Modernization. From upgrades to our transmission and distribution system to installation of smart energy meters for households and businesses. Mass Transit. Funding "ready-to-go" projects, such as the $16 billion in projects that could break ground in 2009, according to the American Public Transportation Association. This will include a range of programs to accelerate transition to low- emissions personal and commercial vehicles including electric and plug-in hybrids. (See Ref 1.4) Prior to the elevation of political interest in green issues at the national level with Obama's election, in 2007 Governor Charlie Crist signed three climate change related Executive Orders in Florida (See Ref 1.5): Executive Order 07-126 set greenhouse gas reduction targets for state agencies and departments and adopted the U.S. Green Building Council's LEED standards for all new state government facilities and all existing buildings owned by the Department of Management Services. • Executive Order 07-126 required state-owned vehicles to be more fuel efficient and to use ethanol and biodiesel fuels when available. Executive Order 07-127 requests that the Florida Public Service Commission initiate rulemaking to 1) require that utilities produce at least 20 percent of their electricity from renewable sources and 2) authorize statewide net metering. Executive Order 07-128 creates the Florida Governor's Action Team on Energy and Climate Change to develop an Energy and Climate Change Action Plan to recommend ways to meet the new greenhouse gas reduction targets At the City Level, by end November 2008 over 900 U.S. mayors had signed the U.S. Mayors Climate Protection Agreement. Delray Beach was one of the early signatories to this agreement, and as such had publicly agreed, in 2006, to "reduce global warming pollution by taking actions in the City's own operations and communities". (See Ref 1.6) Delray Beach Green Task Force Report Chapter 1: Why Green Delray Beach January 2009 Page 1-4 If Delray Beach makes the transition to greater implementation of green initiatives it has started, and follows the commitments it has already made, substantial political and economic benefits are likely to be achieved. This report is designed to help the City achieve those benefits, by accelerating the shift from green commitment to green action. REFERENCES Ref 1.1 -Fayetteville, Arkansas Sustainability Position Ref 1.2 - ICLEI Ref 1.3 -NASA Research on Climate Change Ref 1.4 -The Green Stimulus Plan Ref 1.5 -Florida Executive Orders Ref 1.6 - U.S. Mayors Climate Protection Agreement Note: All references are available as clickable links within this electronic document and available online at http://www.SustainableDelray.org/report.htm Delray Beach Green Task Force Report Chapter 1: Why Green Delray Beach January 2009 Page 1-5 Delray Beach Green Task Force Report January 2009 Chapter 1: Why Green Delray Beach Page 1-6 CHAPTER 2: DELRAY BEACH EXISTING ENVIRONMENTAL COMMITMENTS Prior to the decision to appoint a Green Task Force, the City of Delray Beach had actually already made a series of commitments to pursue green initiatives. It is important to understand the Task Force's work within the context of the City's prior commitments. SIERRA CLUB COOL CITIES In October of 2006, then Mayor Jeff Perlman committed Delray Beach to the Sierra Club Cool Cities Program (Ref 2.1 ~. This committed Delray Beach to join other local municipalities nationwide in reducing at a local level, through local city action, the emissions that cause climate change. The four primary steps to becoming a Cool City are as follows: Take the Cool Cities Pledge by signing the U.S. Mayors Climate Protection Agreement. This agreement sets the goal of reducing city wide global warming C02 pollution to 7% below 1990 levels by 2012. 2. Conduct a Global Warming Emissions Inventory that will identify the City's major greenhouse gas sources and provide a baseline to evaluate the City's progress. Technical assistance is available by joining ICLEI. 3. Create a Solutions Plan that includes three important strategies: green vehicle fleets, energy efficiency, and renewable energy. 4. Implement and Monitor Progress by putting the plan into action by implementing steps and monitoring progress. U.S. MAYORS CLIMATE PROTECTION AGREEMENT On October 26, 2006, as part of the Sierra Club Cool Cities initiative, Delray Beach became one of the first small cities to sign the U.S. Mayors Climate Protection Agreement (Ref 2.2), which to date has been signed by over 900 other cities nationwide. Delray Beach Green Task Force Report Chapter 2: Existing Commitments January 2009 Page 2-1 The actions the City committed to when signing the Mayors agreement align almost directly with many of the recommendations in this report (bullets below referenced from U.S. Mayors Climate Protection Agreement): 1. Conducting an inventory of global warming emissions in City operations and in the community, setting reduction targets and creating an action plan; 2. Adopting and enforcing land-use policies that reduce sprawl, preserve open space, and create compact, walkable urban communities; 3. Promoting transportation options such as bicycle trails, commute trip reduction programs, incentives for car pooling and public transit; 4. Making energy efficiency a priority through code improvements, retrofitting city facilities with energy efficient lighting and urging employees to conserve energy and save money; 5. Purchasing only Energy Star equipment and appliances for City use; 6. Practicing and promoting sustainable building practices using the U.S. Green Building Council's LEED program or a similar system; 7. Increasing the average fuel efficiency of municipal fleet vehicles; reducing the number of vehicles; launch an employee education program including anti-idling messages; 8. Increasing recycling rates in City operations and in the community; 9. Maintaining healthy urban forests and promoting tree planting; 10. Helping educate the public, schools, otherjurisdictions, professional associations, business and industry about reducing global warming pollution. FLORIDA GREEN BUILDING COALITION GREEN LOCAL GOVERNMENT STANDARD On December 6, 2007, the City Commission passed Resolution 71-07 Ref 2.3 committing the City to "pursue measures to become a Green Local Government using the Green Local Government Standard Ref 2.4 developed by the Florida Green Building Coalition." Below are the steps to which Delray Beach has committed. The Green Task Force found that the City was already implementing a number of the items on the FGBC checklist. In addition, numerous recommendations throughout this document further contribute toward the achievement of FGBC certification. Delray Beach Green Task Force Report January 2009 Chapter 2: Existing Commitments Page 2-2 Steps to Becoming an FGBC Green Local Government 1. Learn about the Florida Green Local Government Standard. Contact the Florida Green Building Coalition, Inc. (FGBC) who operates and maintains the standard. 2. Designate an office, department, or individual as Project Coordinator. The Project Coordinator will be the main link between the local government and FGBC. A project evaluator will be assigned to the City's team by FGBC. 3. Determine what criteria apply to the local government. Since the standard's criteria are organized in terms of generic local government functions, the coordinator will perform an exercise to determine what criteria will apply to the local government. For example, if there is no public electric utility, certain criteria will not apply. The exercise will enable the Project Coordinator to determine the Maximum Applicable Points Total. The Project Coordinator will also determine which department is likely to perform each function, in order to distribute criteria effectively. 4. Conduct a local government assessment review in cooperation with departments. After criteria has been distributed to appropriate departments, individual departments review the criteria and indicate what has been done or is planned for implementation, and also indicate what is likely to be considered in the interest of achieving the standard, and for the benefit of the local government. 5. Conduct a local government evaluation. The Project Coordinator collects all departmental information, and determines where the local government currently falls in reference to the suggested levels of compliance. The Project Coordinator then prepares a summary report that is sent to all applicable local government departments. 6. Schedule implementation meeting to outline path towards qualification. The coordinator then assembles a meeting of departmental representatives to discuss the status in reference to the standard. An interactive process then begins whereby areas of cooperation are explored, potential sustainable and green improvements are identified, and a plan is outlined with the intent of bringing the city/county towards compliance with the standard. Designation Levels are awarded based on achieving percentages of the Maximum Applicable Points Total. 7. Submit application and all necessary documentation to FGBC, Inc. for evaluation. At which time the local government believes they have met the minimum requirements of the standard, a submittal is provided to FGBC with necessary documentation such that the efforts can be reviewed, and the designation awarded. Delray Beach Green Task Force Report January 2009 Chapter 2: Existing Commitments Page 2-3 REFERENCES Ref 2.1 -Sierra Club Cool Cities Program Ref 2.2 - U.S Mayor's Climate Protection Agreement Ref 2.3 - Delray Beach City Commission Resolution 71-07 Ref 2.4 - FGBC Green Local Government Standard Note: All references are available as clickable links within this electronic document and available online at http://www.SustainableDelray.org/report.htm Delray Beach Green Task Force Report January 2009 Chapter 2: Existing Commitments Page 2-4 CHAPTER 3: GREEN TASK FORCE MISSION AND METHODOLOGY HISTORY OF THE TASK FORCE On November 20, 2007, the Delray Beach City Commission authorized the appointment of a Green Task Force in Resolution 67-07 Ref 3.1 . In this Resolution, the Commission asked the Task Force to make recommendations in the following areas: 1. Ways to improve the environmental Sustainability of City programs, services, and equipment facilities. 2. Strategies for improving environmental sustainability of the community. 3. Incentives for residents, businesses, and organizations to practice environmental conservation including recycling. 4. Proposed means to enhance water and energy conservation. 5. Ideas for promotion of tree planting and xeriscaping. 6. Best Practices for implementation in Delray Beach, including long-term strategies. MEMBERS The City Commission appointed the following individuals from the Delray Beach community to serve on the Green Task Force: Nancy Schneider was elected Chair of the Task Force. Ms. Schneider is a consultant with Earth People, based in Dallas, TX. She has served as a planning technician for the South Florida Regional Planning Council, is a member of the Florida Green Building Coalition Local Green Government Standards Committee and a Collins Center Sustainable Florida Associate. Nancy helped initially conceptualize the Green Task Force. Nancy has an MBA from Keller Graduate School and a Master's in Geography from Florida Atlantic University. Dan Sloan was elected Vice-Chair of the Green Task Force. Mr. Sloan is a principal in Sloan Building & Design, a Local Design/Build firm. He is a certifying agent for the FGBC and is a founding sponsor of the Treasure Coast Chapter of the USGBC. He has a Master's in Architecture and a MS in Historic Preservation. John Koenig is President of Total Restoration Services located in Delray Beach. Mr. Koenig's company is a member of the USGBC and the FGBC, and specializes in reconstruction and remodel with an emphasis on green building. Mr. Koenig is currently assisting in research and implementation of electrical solar panels and other technologies, as well as coordination of Miami Dade High Wind Velocity requirements for attachment of panels and code acceptance. Delray Beach Green Task Force Report Chapter 3: Mission and Methodology January 2009 Page 3-1 Ana De Melo is a civil and environmental engineer and a senior project manager for Camp Dresser & McKee Inc. She has a Master's Degree in Civil and Environmental Engineering from the University of Rhose Island and she is a licensed Professional Engineer in Florida. She has worked on a number of engineering projects focused on environmental issues since 1994. Sarah Martin, after obtaining her Bachelors of Arts in Fine Art with a concentration in Sculpture and a Minor in Business from Florida Atlantic University in Boca Raton, FL, began working as a public art consultant for the Pineapple Grove Arts District in downtown Delray Beach and then worked in many other South Florida Cities as a Public Arts /Events Consultant. In her current position at the Delray Beach Downtown Marketing Cooperative, Ms. Martin is now responsible for marketing and planning of events for Downtown Delray Beach, including Art and Jazz on the Avenue, July Fourth Celebration, 100-Foot Christmas Tree and First Night- New Year's Eve Celebration. Yalmaz Siddiqui is the Director of Environmental Strategy for Office Depot. He is responsible for designing environmental programs under the Fortune 500 company's global strategy to "increasingly buy green, be green and sell green". Mr. Siddiqui is a frequent speaker at National and International conferences focused on the environment and has a Master's Degree in Environment & Development from the University of Cambridge. Joe Snider is the Founder and President of Building Green Generations, Inc. He is a licensed architect in Florida and has been a LEED Accredited Professional since 2003. Mr. Snider has studied and implemented green solutions for 10 years. He is a past chair of the U.S. Green Building Council's National Emerging Green Builders Committee, and served on the USGBC's National Chapter Steering Committee. He regularly gives presentations and writes about green issues, including a monthly green column for Atlantic Avenue magazine. MissioN The Task Force considered it important to recognize the City for the major environmental commitments it had already made, including joining the Sierra Club Cool Cities (Ref 3.2~ program, signing the U.S. Mayors Climate Protection Agreement (Ref 3.3~, and resolving to become a Green Local Government under the Florida Green Building Coalition Green Local Government Standard (Ref 3.4). The Task Force chose to use these programs as the framework around which to proceed in its work, beginning with the adoption of the following mission statement: "To determine an actionable set of recommendations that enables Delray Beach to implement its current environmental commitments in a timely, cost-effective, and citizen-centric manner, as well as explore new opportunities for sustainability." Delray Beach Green Task Force Report Chapter 3: Mission and Methodology January 2009 Page 3-2 GREEN TASK FORCE ACTIONS AND RECOMMENDATIONS TO DATE During its work effort, the Green Task Force, provided the City Commission guidance on a number of issues, made a number of recommendations and implemented specific actions: Website An initial step the Task Force took was to create a website, http://www.sustainabledelra~,~org/ Ref 3.5 . The website was intended primarily as a place to collect resources as the Task Force researched a variety of subjects. The secondary purpose was to provide some information for the Delray Beach community on the Task Force's activities. Finally, the Task Force hoped that the compiling of resources in a public domain would be a valuable resource for neighboring communities such as Boynton Beach and Boca Raton that were exploring the same topics. Recycling Report Very early on in the Task Force's tenure, the City Commission requested a recommendation regarding a possible switch from dual stream to single stream recycling. The Task Force ultimately drafted a report that addressed not only the residential recycling, but many other aspects of recycling efforts in the City (Recycling Report, Ref 3.6). Some of those conclusions are addressed in this Final report as well. ICLEI In reviewing the initial Cool Cities and the Mayors Climate Protection commitments, it became clear that the City would need to perform a baseline green house gas inventory. The Task Force determined that the International Council for Local Environmental Initiatives (ICLEI) 3~7 was the best organization to assist with this effort. The Task Force also felt that joining ICLEI and creating a baseline greenhouse gas inventory was important enough to begin immediately, without waiting for the final Green Task Force report. The Task Force recommended in May 2008 that the Commission authorize the City to join the organization, which they did. The City then purchased ICLEI greenhouse gas inventory software and is working to hire student interns to perform a comprehensive green house gas audit for the City. Performing such an inventory is important for a variety of reasons. First, the Task Force felt it would help to identify areas in City Government operations that could be targeted for energy reduction (which in turn reduces operating expenses). Second, Delray Beach had committed to reducing its overall carbon footprint by signing the Cool Cities and Mayors Climate Protection Agreements. One cannot quantify a reduction of green house gases until one knows the current level, or baseline. Finally, with the growing market in carbon credits, there is potential to generate revenue for the City by selling "credits" that are calculated based on quantified reduction in emissions. To earn this revenue, one has to quantify a reduction from an established baseline. Delray Beach Green Task Force Report Chapter 3: Mission and Methodology January 2009 Page 3-3 Public Workshop The Task Force felt that public input from Delray Beach stakeholders was an important part of the greening of Delray Beach. On October 4, 2008, the Task Force facilitated a public workshop to give the public an opportunity to generate ideas for recommendations. The workshop was attended by over 40 residents who generated an extensive list of over 100 ideas, which was narrowed down through a voting process to a "Top 20." METHODOLOGY OF THE GREEN TASK FORCE The Task Force followed a 10 step roadmap and rigorous methodology to fulfill its mandate: 1. Review Existing Commitments The Task Force's first task was to review all existing commitments to understand what Delray Beach had committed from an environmental standpoint. 2. Conduct Green Government Research The Task Force knew that many governments had already worked extensively to develop and implement sustainability plans. The Task Force assigned specific environmental themes or objectives (such as green building, transportation, or water) to each member and different members researched other government documents, ordinances, policies, etc. A number of these best practices were noted for further reference and potential inclusion in the Final Report. 3. Audit Current Green Practices The Task Force then wanted to verify what the City was already doing to go green. Given the City's commitment to becoming a Florida Green Building Coalition (FGBC) Green Local Government, the checklist for this program was deemed a useful tool for conducting this initial audit. A survey based on the FGBC's extensive list of green actions a government can take was given to the various city departments. The Green Task Force Initial FGBC Audit Responses (Ref 3.8~ responses revealed that the City had already implemented a number of the recommendations within the FGBC checklist, and was well placed to seek certification if it documented current actions and implemented a number of new actions based on Green Task Force recommendations. 4. Leverage Florida Green Building Checklist as Initial Potential Recommendations The FGBC checklist also provided a starting point to develop the list of potential recommendations from the Task Force to the City. Actions the City had not already taken were explored in depth and assigned two scores -one based on difficulty of implementation Delray Beach Green Task Force Report Chapter 3: Mission and Methodology January 2009 Page 3-4 and another based on potential resources required. By multiplying difficulty of implementation with resources required, an initial score was established to help guide further prioritization. 5. Brainstorm Additional Recommendations The Task Force then supplemented the FGBC list with its own recommendations based on personal perspectives and best practice research. Each Task Force member added potential recommendations that were then reviewed as a group. Approved ideas were added to the master list of potential recommendations. 6. Host Public Input Workshop The Task Force felt that it was important to ask the Delray Beach Community for their input. A public workshop was announced and hosted on October 4, 2008. One Task Force member facilitated the workshop and the others facilitated discussion groups focused on a number of environmental objectives: 1. Sustainable Urban Design 2. Water Efficiency & Conservation 3. Energy Efficiency & Greenhouse Gas Reduction from Buildings 4. Fuel Efficiency & Greenhouse Gas Reduction from Transport 5. Waste Reduction & Recycling 6. Indoor & Outdoor Environmental Quality Over 40 members of the public attended and provided over 100 recommendations. The complete list of workshop ideas Ref 3.9 and the list of attendees Ref 3.10 are available in the Appendices. Each participant was also asked to vote for their top priorities to narrow down the potential recommendations. The Public recommendations with the most votes were added to the master list of potential recommendations. 7. Obtain City Staff Input The Task Force also invited Delray Beach staff to make suggestions. These ideas were also incorporated into the final list of potential recommendations. (_E_mplo ey e Suggestions, Ref 3.11) 8. Prioritize and Consolidate Recommendations By combining FGBC, Task Force Member, Public Input and Staff recommendations into one master list, the Task Force now had over 400 potential recommendations to consider. The next step was to reduce the number of recommendations to a manageable list. Some ideas were de-prioritized because they were controlled by Palm Beach County or mandated by the State of Florida. Other ideas were de-prioritized because implementation was seen as too complex or expensive and some ideas were consolidated into broader programs. The remaining ideas were split into Quick Wins or Longer Term/Strategic Recommendations. Delray Beach Green Task Force Report Chapter 3: Mission and Methodology January 2009 Page 3-5 9. Identify City Departments with Control of Implementation The Task Force has always been focused on maximizing the likelihood that its recommendations are implemented. As such, much consideration was given to "who has control of implementation if the recommendation is accepted." As such, the recommendations were aligned with the department considered to have the most control over the recommended actions. 10. Finalize Recommendations & Align with Objectives The next step was to create the master list of recommendations and align these to the environmental objectives researched during step 2 and used to structure the Public work- shop. This was done by defining which objective was most affected by the recommendation. 11. Establish Potential Performance Metrics Performance metrics were defined for each objective, with consideration given to whether improved performance is driven by the City internally, or Citizens and Businesses in Delray Beach. 12. Complete Report After creating the master list of potential recommendations Ref 3.12 ,the Task Force drafted the final report. The detailed report was organized by City Department because the department with control will ultimately implement the recommendations selected. The Task Force felt that many other similar reports had complicated the path from recommendation to action by not considering where accountability for implementation should lie. By trying to define the City department with most control of our recommendation, we chose to provide not only a set of recommendations, but also the most likely department for implementation. To simplify the task for the department to select ideas, each recommendation was identified as a "Quick Win" or a Longer Term/Strategic Recommendation within the body of the report. Delray Beach Green Task Force Report Chapter 3: Mission and Methodology January 2009 Page 3-6 REFERENCES Ref 3.1 -Delray Beach City Commission Resolution 67-07 Ref 3.2 -Sierra Club Cool Cities Ref 3.3 - U.S. Mayors Climate Protection Agreement Ref 3.4 -Florida Green Building Coalition Green Local Government Standard Ref 3.5 -Green Task Force SustainableDelray.org Website Ref 3.6 -Green Task Force Recycling Report Ref 3.7 -International Council for Local Environmental Initiatives (ICLEI~ Ref 3.8 -Green Task Force Initial FGBC Audit Ref 3.9 -Complete List of Public Workshop Ideas Ref 3.10 -Workshop Attendees Ref 3.11 - Emplo ee Suggestions Ref 3.12 -Final List of All Potential Recommendations Note: All references are available as clickable links within this electronic document and available online at http://www.SustainableDelray.org/report.htm Delray Beach Green Task Force Report Chapter 3: Mission and Methodology January 2009 Page 3-7 Delray Beach Green Task Force Report Chapter 3: Mission and Methodology January 2009 Page 3-8 SECTION B: CITY WIDE RECOMMENDATIONS CHAPTER 4: CITY-WIDE RECOMMENDATIONS While much of this Report centers on recommendations that are specific to City Departments, there are a number of areas that span departments and impact the entire City. This chapter contains those recommendations that would be administered throughout the entire city government. CURRENT DELRAY BEACH BEST PRACTICES Existing Environmental Commitments As noted in previous sections of this document, the City has made considerable commitments through the U.S. Mayors Climate Protection Agreement, the Sierra Club Cool Cities Program, and the Florida Green Building Coalition Green Local Government Program. Green Task Force By appointing this Green Task Force, the City took a major step to accelerate the transition from commitment to action. BEST PRACTICE EXAMPLES BEYOND DELRAY BEACH Portland, OR The City of Portland is acknowledged as one of the greenest cities in North America and the world. In 2000, Portland set up its Office of Sustainable Development, which now has a staff of over 50 people working in Programs from the Office of Sustainable Development, Climate Protection Strategy, Sustainable City Government, Waste Prevention and Recycling, Energy Efficiency and Renewable Energy, Green Building, Economic Development and Green Jobs, Sustainable Food, Sustainable Development Commission. (See Ref 4.1) In 1993, Portland became the first city in the nation to adopt a plan to reduce local greenhouse gas (GHG) emissions. In 2001, it announced a plan to reduce local GHG emissions to 10 percent below 1990 levels by 2010, a more aggressive goal than what the international Kyoto Protocol called for the United States to achieve. By 2007 Portland's local GHG emissions were at the same levels as 1990, despite population growth of 18 percent over that time period, which means that per capita emissions have decreased by 17 percent since 1990. (By comparison, total GHG emissions for the entire United States are about 15 percent above 1990 levels.) A Climate Group report (Carbon Down, Profits Up) shows Portland having saved more money through carbon reduction than any other major City it studied: over $300 million saved by the city and its residents through its carbon reduction efforts. (See Ref 4.2 for complete report) Delray Beach Green Task Force Report Chapter 4: City-Wide Recommendations January 2009 Page 4-1 Miami-Dade County, FL One aspect of a carbon reduction strategy is climate adaptation: how coastal areas will survive not only physically as seas rise and weather changes, but also as coastal areas potentially suffer economically. Miami-Dade, in an effort to position itself to react quickly to problems, has launched a specific effort to study how the County can adapt to these potential changes. (See Ref 4.3 for overall best practices and Ref 4.4 for description of the Climate Adaptation study) Sarasota, FL The City of Sarasota has established a set of "Green Goals" and communicates its achievements against these goals, including: U.S. Mayors Climate Protection Agreement Signatory Expedite Permits for Green Development and Green Building • Transportation Chapter of City Comp Plan includes "multi-modal" approach Coastal Island Protection Chapter in the Comp Plan Green Canopy Partnership Program Greenhouse Gas Inventory • City Wide Carbon Emission Reductions Commercial and Business Recycling Program (See Ref 4.5 Sarasota website) Palm Beach County, FL Palm Beach County has implemented a green strategy for much of its fleet. This program has received numerous awards and been recognized throughout the country for its innovative strategies and conservation efforts. The program has repeatedly proven that its strategies are not only greener, but have saved the County money. (See Ref 7.6) Minneapolis, MN The City of Minneapolis has established a set of Sustainability Indicators and produces an annual report that shows progress against those indicators. An Annual GreenPrint Report is presented to the City Council on Earth Day of each year. The report is developed through the Environmental Coordinating Team and focuses on the previous year's activities, and progress. Decision-makers and citizens look to this information to measure the City's performance as well as to determine how the City will move forward on its sustainability goals. (See Ref 4.6, Minneapolis sustainability website, and see Ref 4.7 for Minneapolis' Sustainability Indicators) Charlotte, NC A collaborative proactive program addressing air quality in an eight-county, two-state non- attainment area, Clean Air Works! engages businesses in educating and motivating employees Delray Beach Green Task Force Report Chapter 4: City-Wide Recommendations January 2009 Page 4-2 to utilize alternative methods of commuting and helps businesses change operations and practices to improve air quality. Clean Air Works! is apublic-private initiative that changes private sector practices without regulatory mandates - a goal of both the business leaders and elected officials involved. Because employers are well positioned to educate and empower their employees to make changes in commuting habits, Clean Air Works! provides free, one-on-one staff assistance to design and implement customized air quality improvement programs. Services provided to employer partners, who are of varying sizes and represent a variety of industry sectors, include worksite assessments, on-site events and transportation fairs, and a variety of turnkey tools for successful marketing to employees. (See Ref 4.8) QUICK WINS /LOW-COST GREEN RECOMMENDATIONS Recommendation 1: Adopt a Set of Ten Objectives as Part of a Ten Point Green Plan. We propose that the City adopt and announce a Ten Point Green Plan shortly after reviewing and discussing the Green Task Force's Report. We propose the following ten major objectives as the foundation of the Ten Point Plan. Proposed Objectives of Delray Beach Ten Point Green Plan 1. Track & Deliver Economic Benefits from Environmental Programs 2. Set Foundation, Drive Implementation & Communicate Progress 3. Incorporate Sustainability into Urban Planning & Design 4. Encourage Water Efficiency & Conservation 5. Reduce Greenhouse Gases through Energy Efficiency & Green Building 6. Reduce Greenhouse Gases through Fuel Efficiency & Transportation 7. Implement Green Purchasing 8. Reduce Waste & Increase Recycling 9. Encourage Green Economic Development 10. Improve Indoor & Outdoor Environmental Quality The Ten Point Green Plan can be a powerful "announceable" that the Mayor can make on Earth Day (April 22nd 2009). The timeline for implementation of this plan could be 2010 to 2015. Delray Beach Green Task Force Report Chapter 4: City-Wide Recommendations January 2009 Page 4-3 Recommendation 2: Adopt, Track and Annually Report a Set of Economic & Environmental Performance Metrics using a new Economic & Environmental Scorecard Related to the 10 objectives, we recommend the City create a scorecard with up to 25 metrics to measure progress against the plan. This could include: Nine metrics to track Economic Benefits to the City Ten metrics to track Environmental Performance based on the City's internal operations Five metrics to track Environmental Performance based on action by Citizens & Businesses After the Mayor's announcement on Earth Day 2009, City departments can start creating baseline data for 2009 and tracking the data every year henceforth. If any of the data points in the scorecard are too complex to track, we suggest using proxies or alternative metrics based on appropriate alternatives that help track progress against the objectives. Please see the following page for the Proposed Economic & Environmental Scorecard. Delray Beach Green Task Force Report Chapter 4: City-Wide Recommendations January 2009 Page 4-4 ~ U O 'i N~ N r ~ ~ A ~ ` d N w ~ ~ - ~ N ~ o a O ~ U V N m ~ N ~ "U ~ ~X _ ° ~ "U ~ X ~ > > ~ m A m .= ~ o= c (n s m s a ~ .~ - o m - ~ o ~ ~ > ~. °' o m .. 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C ~~ O m yam U S C y s o U S N £ ~ U V p_ O O m ~ Q O ~ Y U N Ol c LL a~ A o a O Ul U c >> y a n d >>~ a o d a > >. a U O d U> a> o ~ m~ H m a d O W£ U U ~~ c 0 w U d K~ f7 d ~ K P H ~ m m K K c m w 0 c £ w xx N r~ v ~n co r m m ° Recommendation 3: Create an Internal "Green Team" by designating aPoint-Person from Each Department to Evaluate and Implement Report Recommendations Upon adoption of this Report, the City Commission is encouraged to direct the City Manager to select, in concert with each Department Head, a "Point Person", to develop an implementation calendar and cost analysis for both the "Quick Wins" and the "Longer Term Implementation" items which pertain to that specific department. This is the first step in ensuring that people responsible for implementation of the recommendations feel involved and engaged in the decisions following the release of the Green Task Force report. Recommendation 4: Create a Permanent Green Advisory Board Made up of Delray Beach Community Members This Report is the final result of this Green Task Force's efforts. However to implement the many concepts in the most effective fashion, the Task Force feels that a Permanent Green Advisory Board should be created. This Board would continue to review City operations and policies towards achieving Delray Beach's green goals. This Board would be made up of City stakeholders such as citizens and business representatives, and can also include representatives from the Community Redevelopment Agency (CRA) and the Chamber of Commerce. The Green Task Force further recommends that this Green Advisory Board have a Climate Adaptation Committee to study the future implications of climate Change on the City and its residents in a similar fashion to that mentioned above under the Miami-Dade County Best Practice. Many cities, especially in coastal areas such as Florida and California, are beginning to explore the impacts of climate change on their regions. Recommendation 5: Promote Fuel Efficient Driving by All City Employees and Communicate Widely Fuel conservation is one of the quickest ways the City can both save money and reduce its own green house gas emissions. Driving habits have proven to be a significant factor in fuel conservation. The Task Force recommends promoting a policy and educating all city staff in best practices to conserve fuel. (See Ref 4.9 for resources on fuel-efficient driving habits) Recommendation 6: Adopt and Actively Enforce an Anti-Idling Ordinance To supplement the City's existing policy for employees, adopt an anti-idling policy for the city at- large. The goal of the "Anti-Idling" is to reduce air pollution and wasted energy by limiting the amount of time anon-moving vehicle idles. Various exceptions for public safety, etc. are proposed and would need to be further discussed and refined prior to formally drafting the Delray Beach Green Task Force Report Chapter 4: City-Wide Recommendations January 2009 Page 4-6 ordinance. (Please See Appendix 11 Titled "City of Delray Beach Anti-Idling Ordinance" for potential wording of such an ordinance). Recommendation 7: Establish Standard Green Operating Practices in All City Offices The Task Force recommends creating acity-wide green operating best practices policy for the following potential areas: • Green Purchasing of Office Supplies, Furniture and Technology • Use of Green Cleaning products • Recycling of common office waste materials • Paper Reduction (e.g. dual sided printing /copying, electronic documents etc.) • Energy conservation best practices (e.g. turning off computers, monitors, lights etc.) • Other green office guidelines as determined by the City This will be most successful as a coordinated effort across city departments, perhaps launched as a challenge to encourage city offices to compete to see who can become the "greenest office in Delray Beach". Recommendation 8: Issue City Commission /Mayor Proclamations Related to Green Building Construction and Operations There is an opportunity for the City Commission and Mayor to issue a number of proclamations that would solidify Delray Beach's commitment, as well as set into place the framework for realizing its green goals. These could be announced at the same time as announcing the 10 Point Plan, or on separate occasions. By Proclamation adopt LEED for Existing Buildings as the Official Goal for all existing city buildings, starting with City Hall. By Proclamation adopt LEED Silver as the Official Goal for all new municipal buildings and substantial renovations, with a target of Gold or higher for at least ONE building. • By Proclamation target LEED Gold or higher for at least ONE new city supported residential building project (such as the upcoming restoration of the "Franklin House" by the Delray Beach Preservation Trust, or the Delray Beach High School Eagle's Nest II project). LONGER-TERM /STRATEGIC RECOMMENDATIONS Recommendation 1: Create a Sustainability Officer Position and Fund this Position through Cost Savings It is recommended that the City Commission direct the City Manager to create and hire a "Sustainability Officer" to coordinate efforts by departmental Green Team "Point Persons", and Delray Beach Green Task Force Report Chapter 4: City-Wide Recommendations January 2009 Page 4-7 to prepare quarterly progress reports and a more comprehensive annual green report with yearly metrics, milestones, achievements, and goals for the coming year. As a transition to a long-term hire this person could be an existing staff person willing to take on this added responsibility, but with the ultimate goal being astand-alone position. (A Best Practice for this is noted in Chapter 13, Human Resources -Please see Ref 13.1) Recommendation 2: Complete Green House Gas Inventory and Create Reduction Plan As noted, the City has already begun the commitment to inventory its current green house gas emissions as part of its Sierra Club Cool Cities and U.S. Mayors Climate Protection Agreement commitments. Completing this inventory is paramount. In continuation of this effort, the Task Force wants to emphasize the importance of completing this inventory, and then determining a reduction plan. There is potential to significantly reduce energy usage and therefore city cost. In addition, there is a growing carbon credit market, and organizations that can show a reduction in their carbon credits can sell those reductions in the public market as offsets. Thus, not only is there potential to reduce costs, but also there is possibly the potential to generate additional revenue by selling offsets. The Task Force previously recommended working with ICLEI for this effort, and recommends continuing the process. ICLEI regularly has Pilot Programs in which cities can participate. The Task Force encourages the City to contact ICLEI regarding such opportunities. Recommendation 3: Adopt a Green Building Ordinance Many jurisdictions have chosen to adopt a comprehensive green building ordinance to promote sustainable design and construction. The major components of such an ordinance might include incentives that have been implemented in many otherjurisdictions such as: Expedited permit processing. Reduced permit fees on a sliding scale. (i.e. the higher the certification level, the lower the permit fee charged) Density bonuses, rebates, and impact fee reductions Marketing support and the establishment of an Annual Green Awards Program Numerous jurisdictions throughout the country have adopted incentives. See Chapter 9: Community Improvement Department and Chapter 10: Planning & Zoning for more information in this area. Of note are Ref 9.7 and Ref 9.8, which outline extensive green building ordinance Best Practices throughout Florida and the rest of the country. In addition, the Green Task Force has drafted a potential ordinance that is available in the Appendix 10. Delray Beach Green Task Force Report Chapter 4: City-Wide Recommendations January 2009 Page 4-8 Recommendation 4: Establish Environmentally Sensitive Leaf-Blowing Ordinance Grass clippings and small particulate debris from lawn mowing operations blown into roads and carried by storm water runoff are environmental hazards. Adopting a landscaping ordinance that bans this practice in favor of environmentally friendly alternatives (such as collection and bagging of clippings) would help to reduce a chronic environmental problem. Recommendation 5: Develop and Implement a Plan to Promote Green Economic Development It is widely believed that the sustainability sector is one of the fastest growing areas of the economy. "Green Collar Jobs" have begun to replace the buzz of the tech boom of last decade. There is tremendous opportunity to promote Delray Beach as a hub of green economic development to host a growing sector of businesses that work in green tourism, renewable energy, green building, green clothing, organic foods etc. The Task Force recommends establishing a specific process to develop a plan to attract this type of business. Such an effort would not only meet Delray Beach's goals of becoming a greener city, but would also help to bring businesses and jobs to Delray Beach. REFERENCES Ref 4.1 -City of Portland Office of Sustainable Development Ref 4.2 -Carbon Down, Profits Up Report Ref 4.3 -Miami Earth Dade Website Ref 4.4 -Miami Dade County Climate Adaptation Task Force Ref 4.5 -Sarasota City Green Website Ref 4.6 -Minneapolis City sustainability Website Ref 4.7 -Minneapolis sustainability Inidcators Ref 4.8 -Clean Air Works Campaign Ref 4.9 -Information on Fuel-Efficient Driving Note: All references are available as clickable links within this electronic document and available online at http://www.SustainableDelray.org/report.htm Delray Beach Green Task Force Report Chapter 4: City-Wide Recommendations January 2009 Page 4-9 Delray Beach Green Task Force Report Chapter 4: City-Wide Recommendations January 2009 Page 4-10 SECTION C: DEPARTMENT SPECIFIC RECOMMENDATIONS CHAPTER 5: CITY MANAGER /CITY CLERK'S OFFICE The City Manager is appointed by the City Commission and serves as Chief Executive Officer, reporting directly to the City Commission. The City Manager provides professional leadership and administrative support to the Mayor and the Commission in the administration and the execution of policies. The City Manager appoints the Assistant City Manager and ten department heads, supervising all departmental functions. The City Clerk's office is recognized as the hub of local government and provides contact between the citizens and government. This department is responsible for the maintenance of all official records in compliance with state regulations. The City Clerk acts as the official custodian of the seal of the city and attests to all contracts, agreements, leases, or other documents to which the City is a party. The City Clerk's office serves as secretariat for the City Commission through the preparation of agenda documents as well as taking and transcribing minutes of proceedings. Staff provides support to advisory boards and committees, including applicant tracking, monitoring appointments and rotation sequence. In addition, staff is responsible for coordinating municipal elections, as well as employee elections for the Civil Service Board. Preparation of proclamations, ordinances, resolutions, and maintaining the Code of Ordinances for the City of Delray Beach are also among the many duties performed by this department. CURRENT DELRAY BEACH BEST PRACTICES The City Manager's Office/City Clerk's Office currently: Has adopted a mission statement that includes an environmental commitment in conjunction with the Sierra Club/Cool Cities Climate Protection Campaign. The commitment has been incorporated into the City's comprehensive plan as well. Continues to staff a dedicated person who coordinates litter prevention. No longer prints out separate packages for each Commissioner. They now present all agendas and supporting documents to the City Commission by email. Citizen Service Requests are now available online and tracked throughout the City's hierarchy of staff electronically. BEST PRACTICE EXAMPLES BEYOND DELRAY BEACH St. Petersburg, FL The City of St. Petersburg has enacted an accord in which the City plans on incorporating a variety of environmental programs. Their executive orders are to be considered the model of how to become a Green City. In addition, their Green City Accord has been endorsed by the Delray Beach Green Task Force Report Chapter 5: City Manager /Clerk's Office January 2009 Page 5-1 Florida League of Cities, Sierra Club, Audubon Society and will soon be discussed in an upcoming international exchange with China. (See Ref 5.1) Boca Raton, FL The City of Boca Raton has incorporated into their general policy green initiatives that are to be adopted by the City departments as a whole. The City also continues to educate the public on how to incorporate green initiatives into the resident's daily lives. (See Ref 5.2) QUICK WINS /LOW-COST GREEN RECOMMENDATIONS Recommendation 1: Revise Special Event Permit Application and Special Event Policy It is recommended that the City Manager/City Clerk's Office incorporate into the current Special Event Permit a question that addresses what steps the event organizer is taking to be more environmentally conscious. In addition, it is recommended that the current Special Event Policy suggest various ways to include green initiatives into Special Events. (See Ref 5.3) Recommendation 2: Coordinate City Green Efforts with Neighboring Jurisdictions The Green Task Force recommends that the City Manager take the lead on coordination between the Cities of Delray Beach, Boca Raton, Boynton Beach and Palm Beach County's Green Programs and efforts through an info-share program or regular forum. (See Ref 5.4 for green information sharing forum in Denver.) Recommendation 3: Complete FGBC Green Local Government Certification Checklist and Apply for Certification Per the City Commission's initiative, The City of Delray Beach is seeking certification as a "Florida Green Building Coalition Green Local Government." Initial scoring by the Green Task Force indicated that the City was already scoring in the high Silver to low-Gold range. The City Manager's office can spearhead the initiative to complete the certification process, with a target of Gold. (See Ref. 5.5 for information on becoming certified.) Recommendation 4: Implement Internet Based Electronic Bulletin Board for City Board Workshop Meetings With an electronic bulletin board system where Boards can "meet" over the Internet, boards can host public meetings electronically. This saves board members and members of the public driving to meetings, saves on printing of agendas and related items, and could even reduce staff time to support such in-person meetings. LONGER-TERM /STRATEGIC RECOMMENDATIONS Recommendation 1: Adopt Green Management Policy for Tennis Facility Delray Beach Green Task Force Report Chapter 5: City Manager /Clerk's Office January 2009 Page 5-2 Incorporate green principles including recycling, energy efficiency, water usage, and integrated pest management into Tennis Center Management Contract, currently held with JCD Sports Group. Recommendation 2: Incorporate Green Practices into Golf Course Management Include in the golf course's current contract, also held with JCD Sports Group, environmental initiatives such as composting, recycling, water reclamation, energy usage, with a goal to pursuing municipal golf courses Audubon Certification. (See Ref 5.6 and Ref 5.7) Recommendation 3: Go Paperless for Public Information Requests Deliver records management public information requests to customers in PDF format or by e- mail. REFERENCES Ref 5.1 -City of St. Petersburg Presentation Ref 5.2 -City of Boca Raton website Ref 5.3 -Special Event Policy Ref 5.4 -Green Info Sharing in Denver Ref 5.5 -How to become a FGBC Green Local Government Ref 5.6 -Audubon Golf Courses Ref 5.7 -Marriott Golf Courses and Audubon Note: All references are available as clickable links within this electronic document and available online at http://www.SustainableDelray.org/report.htm Delray Beach Green Task Force Report Chapter 5: City Manager /Clerk's Office January 2009 Page 5-3 Delray Beach Green Task Force Report Chapter 5: City Manager /Clerk's Office January 2009 Page 5-4 CHAPTER 6: FINANCE DEPARTMENT (INCLUDING IT / PURCHASING /UTILITY BILLING) The Delray Beach Finance Department consists of 45 employees in 3 Divisions as follows: Finance Administration: 18 employees working in Administration, Accounts Receivable, Accounts Payable, General Accounting, Cash and Debt Administration, Fixed Assets, Operating and Capital Budgeting, Payroll, Financial Reporting, Purchasing and On-Line Bidding Information Technology (IT): 11 employees working in System Administration, Systems Development/Programming, Local Area Network Administration, Help Desk, Office Automation Services Utilities Customer Service: 16 employees working in Water Meter Reading, Utility Billing, Cashier Function, Customer Service, Beach Parking Permitting CURRENT DELRAY BEACH BEST PRACTICES The Finance Department has already implemented a number of measures to help green the city. These include: Finance Maintaining a City Beautification Trust fund, with a relatively healthy reserve of $1.1 million at end of Fiscal Year 2007. Maintaining a Beach Restoration Fund for Beach Surveys, Sea Turtle Monitoring, Dune Re-vegetation and funding for sand restoration projects. • Maintaining a Sanitation fund for external contracting for waste management, recycling, litter removal and graffiti clean up. IT Implementing e-government best practices to minimize paper waste and increase citizen access to city information. This resulted in Delray Beach receiving first place winner award in the Digital Cities Survey 2005. • Investing in energy efficiency best practices in the City's IT department, including localized air-conditioning for servers, energy efficient data center design etc. Purchasing Implementing a "DemandStar" online bidding system for purchasing contracts that Delray Beach Green Task Force Report Chapter 6: Finance Department January 2009 Page 6-1 enables vendors to maintain their vendor file, download bid packages and submit responses to bid invitations via the Internet. Encouraging use of recycled paper in the purchasing department. Using recycled content office supplies such as filing and binding in the department. Supporting the purchase of energy efficient technology and lighting for several city departments. Utilities Customer Service Enabling customers to make online bill payments. Utilize informative billing that helps utility and water users better understand their consumption patterns. BEST PRACTICE EXAMPLES BEYOND DELRAY BEACH Many of Delray Beach's current activities may be considered environmental best practice - particularly relating to digital city efforts and creation of a healthy beautification fund. Best practice examples in other areas that the City could learn from and potentially adopt include: Portland, OR Portland, OR has developed a dedicated fund for city-wide green initiatives. The City of Portland's Green Investment Fund (GIF) is a competitive grant program that supports innovative green building projects in Portland. In the current round of funding, a total of $425,000 is available and the maximum grant amount for any project is $425,000. Industrial, multi-family residential, commercial, and mixed-use public and private organizations may apply. The primary intent of the GIF is to support early building and site-related project activities that examine the potential and identify the means to realize an exemplary, comprehensive green building project. GIF grants are secondarily intended to help offset the incremental hard costs of the green building measures or strategies that most strongly contribute to the building's ability to meet the GIF goals and priorities. (See Ref 6.1 and Ref 6.2) Seattle, WA Some other governments have implemented the best practice of developing and implementing a comprehensive Environmental Purchasing Policy, with metrics to track implementation across all City departments. The City of Seattle has a Green Purchasing Program (GPP) through which it promotes environmental stewardship and reduction of greenhouse gas emissions when buying goods, Delray Beach Green Task Force Report January 2009 Chapter 6: Finance Department Page 6-2 materials, services, and capital improvements. The GPP is a cooperative effort among City departments, hosted by Seattle's Purchasing Department. One example of the City of Seattle's efforts is the use of 100% Post Consumer Recycled paper as a city standard. In order to measure progress, the City publishes a Green Purchasing Report. (Visit www.seattle.gov and search "green purchasing" for further details. Sarasota County, FL Sarasota County has adopted a Green Housekeeping Policy to improve the heath and safety of building occupants, visitors and maintenance worker by requiring the use of effective and environmentally preferable cleaning products. (See Ref 6.3) State of Florida The State of Florida has developed a Florida Climate Friendly Products database. This lists thousands of products that meet or exceed the green standards set by a range of independent organizations. (See Ref 6.4) Los Angles County, CA Los Angeles County has developed a comprehensive, very detailed Green Purchasing Policy with strict enforcement guidelines. LA County expressly desires that other government jurisdictions refer to its policy and adopt similar language and practices. The County has mandated that City departments: Institute practices that reduce waste by increasing product efficiency and effectiveness; Purchase products that minimize environmental impacts, toxics, pollution, and hazards to worker and community safety to the greatest extent practicable, and to Purchase products that include recycled content, are durable and long-lasting, conserve energy and water, use agricultural fibers and residues, reduce greenhouse gas emissions, use unbleached or chlorine free manufacturing processes, and use wood from sustainable harvested forests. (See Ref 6.5) QUICK WINS /LOW-COST GREEN RECOMMENDATIONS The Delray Beach Green Task Force recommends that the City's Finance Department implement the following "quick wins" to further enhance the City's Green Leadership: Delray Beach Green Task Force Report January 2009 Chapter 6: Finance Department Page 6-3 Recommendation 1: Create a Budgeting, Funding and Suggested Return on Investment (ROI) Framework for Higher Cost Environmental Programs Implementing the recommendations in this report implies evaluating potential high cost programs in the environmental plan using a disciplined financial process in which direct and indirect costs and benefits are understood, total costs and benefits considered (irrespective of which City department incurs the costs or obtains the benefits) and a quantified ROI (Return on Investment) established for the plan as a whole. Some programs will cost more, others less, but the total plan must deliver economic benefits. For this ROI framework to be usable and defensible, it would best be developed in partnership between the Department of Finance and City Commission. The task would be to take standard capital and operating budgeting policies and review them in light of potential tax benefits, State and Federal grant possibilities, and long term cost or revenue improvement possibilities enabled by environmental programs. The new framework would fix some of the disincentives inherent in many budget planning processes -for example causing one department to invest operating or capital budget into programs that deliver economic benefits to another department. Developing this new funding framework for environmental programs will allow financing of many green recommendations made by the Task Force that may not pass the City's current Hurdle Rate for Capital or Operating Investment. This is not because environmental programs do not deliver economic results, but because typical budget analysis frameworks fail to address how their benefits may be realized across different departments or require capital investments that deliver operational benefits over the medium to long term. Totals costs, total lifecycle benefits and City-wide ROI of environmental programs seeking funding would be evaluated and ROI reported for all approved projects. This recommendation is especially important given the current economic climate. Environmental issues are often discarded to the bottom of the agenda when economic conditions are tough but as stated by Governor Charlie Crist, "The wonderful news about addressing climate change is...it may spur the greatest economic boon in the history of the planet." Recommendation 2: Implement Power Saving Features in all City Computers & Printers Enact a local government policy so all computer/ancillary equipment is off when not in use. This will help avoid energy waste and immediately enable cost savings for the City. Software patches that are implemented by IT can be scheduled for specific days of the week or month. Recommendation 3: Enact an Energy Efficient Computer Purchasing Policy Enact a local policy so all computer electronic equipment purchased has conservation features. This will help the City benefit from Energy Star features on existing equipment and will enable immediate cost savings. Delray Beach Green Task Force Report January 2009 Chapter 6: Finance Department Page 6-4 Recommendation 4: Develop an Environmental Purchasing Policy Develop an Environmental Purchasing Policy, encourage and track implementation. The goal of this policy is to help reduce total costs over the basket of goods and services the City purchases - some purchase categories may have higher costs, others lower. The green purchasing policy can be created in line with the US Green Building Council's policy guidelines, focusing first on ongoing consumables, technology and furniture and then expanding to other categories of purchases. (See Ref 6.6 for proposed wording of this policy.) Recommendation 5: Employ Green Cleaning and Maintenance This will help improve the health of City buildings and potentially reduce the incidence of asthma and allergic reactions among city staff and visitors to City buildings. (See Ref 6.7 for proposed wording of this policy.) Recommendation 6: Purchase Energy Efficient Light-bulbs Purchase compact fluorescent light bulbs to replace all incandescent bulbs in City operations and T5 or T8 energy efficient lights for commercial lighting applications. Switching to CFLs and T5/T8 lights will dramatically reduce the City's expenditure on electricity while reducing maintenance costs related to replacing bulbs. A lighting retrofit of this type will also significantly help reduce the City's overall carbon emissions. According to Energy Star, investing just $4,000 to install 1,000 CFL's at $4/unit can help save over $70,000 by reducing electricity costs and avoiding replacement of burned-out bulbs. T5 and T8 lights are up to 40% more efficient than similar commercial lights but are avilable at almost the same price as less efficient lights. Recommendation 7: Create, Launch, and Operate a Website Dedicated to Delray Beach's Green Efforts Operate a website dedicated to communicating Delray Beach's green programs. This will help communicate the City's existing environmental programs and serve as a logical extension of the Delray Beach's Digital City efforts. Both Boca Raton, FL and Boynton Beach, FL have started such pages, linking from the City's home page. LONG-TERM GREEN RECOMMENDATIONS Recommendation 1: Develop Incentives for Green Redevelopment These can be in the form of tax incentives or a Green Investment Fund. This will help simplify access to funds for green building and green retrofit programs and can be specifically designed to fund high ROI green programs such as high-performance building construction or energy efficiency retrofits. Delray Beach Green Task Force Report January 2009 Chapter 6: Finance Department Page 6-5 Recommendation 2: Develop Incentives for Location of Green Businesses within the city This can be in the form of a dedicated economic zone with special funding allocation, tax incentives and dedicated outreach through the Planning & Zoning Department. This will help establish Delray Beach as a global leader in the emerging Green Jobs movement and enable a unique, low-cost differentiation opportunity and focus area for economic development efforts. Recommendation 3: Research Green Grants Opportunities Utilize the City's grant researching program to apply for "Green" grants for special projects, events, programs or staff. This will allow the City to access the large and growing pool of State and Federal Funds available for green programs (likely to be dramatically increased under the incoming Obama Administration). By conducting a dedicated research effort to find relevant "green grants," there is the very real possibility that Delray Beach can access funds to implement a large number of the recommendations within this report. REFERENCES Ref 6.1 -Portland Green Investment Fund Overview Ref 6.2 -Portland Green Investment Fund FAQ Ref 6.3 -Sarasota Green Housekeeping Policy Ref 6.4 -State of Florida Climate Friendly Products List Ref 6.5 - LA County Green Purchasing Policy Ref 6.6 -Green Purchasing Policies Ref 6.7 -Green Cleaning Policy Note: All references are available as clickable links within this electronic document and available online at http://www.SustainableDelray.org/report.htm Delray Beach Green Task Force Report January 2009 Chapter 6: Finance Department Page 6-6 CHAPTER 7: POLICE DEPARTMENT The Delray Beach Police Department Mission reads as follows: "The Delray Beach Police Department is committed to protecting life, property and the rights of all people; resolving issues and promoting peace in our community through ongoing partnerships; and ensuring the continuous professional development of our organization and its members." CURRENT DELRAY BEACH BEST PRACTICES The Department currently: Uses lead free bullets and collecting fragments at firing ranges. Minimizes photo-processing waste through the use of digital photography. Uses transportation that is more fuel efficient, such as using AFV and bicycle patrols in urban neighborhood areas. Has adopted / is adhering to a new state mandated anti-idling ordinance. Has implemented recycling. Trains staff in and practicing crime prevention through environmental design. CURRENT BEST PRACTICES BEYOND DELRAY BEACH Sarasota, FL Police Department has installed video surveillance cameras at busy intersections to help catch motorists that run red lights. Violations result in a $125.00 fine (special city ordinance). This program results in fuel savings by avoiding having staff in running police cars monitoring red lights. (See Ref 7.1) The cameras also assist in traffic light synchronization, which decreases congestion, and consequently fuel consumption. (See Ref 7.2) Port St. Lucie County, FL Sheriff officials are using a couple of fuel saving gadgets in agency vehicles, including the Hydro-4000, which claims to increase fuel efficiency 20% to 60%. Short term testing has proven to be effective. The County has 350 vehicle candidates that could use the product, potentially saving a tremendous amount of gasoline. (See Ref 7.3) Delray Beach Green Task Force Report Chapter 7: Police Department January 2009 Page 7-1 Gainesville, FL In an effort to save fuel Gainesville, FL Beach Police have initiated daily, random patrols with two police officers in one vehicle during daytime hours. Generally, patrols are done with a single officer in one vehicle. Under the program, one officer parks his vehicle in a highly visible area and rides with the other officer, thus saving half the fuel. The location of the parked vehicle is constantly changed and is mainly used to deter speeders in common areas. (See Ref 7.4) Palm Beach County, FL Palm Beach County has been recognized nationally for its fleet management best practices, including fuel efficiency measures, purchasing of hybrid vehicles, and comprehensive cost analysis of green fleet efforts. (See Ref 7.6) QUICK WINS /LOW-COST GREEN RECOMMENDATIONS Recommendation 1: Increase Use of Existing Alternative Fuel Vehicles and Bicycles Increase the use of AFV and / or bicycle patrol for urban/neighborhood areas. Recommendation 2: Implement Shared Vehicle Patrols As noted in the Gainesville Best Practice above, one office can park a vehicle in a highly visible spot to deter speeders, while accompanying another office in his/her vehicle. Recommendation 3: Minimize Trips for Minor Incidents Take minor traffic or other incident reports over phone when appropriate. Recommendation 4: Reduce Non-Duty Related Vehicle Use Restrict officers from taking cars home, except when on call or where otherwise appropriate. Restrictions placed on car use for police supervisors, including, sergeants and lieutenants. Recommendation 5: Quantify Overall Fuel Consumption and Establish Reduction Targets Quantify the fuel consumption for the department city-wide, and establish targets for reduction by encouraging approaches, such as not idling, not over accelerating, and avoiding constant braking. (See Ref 7.5) Recommendation 6: Remove Unneeded Weight on Vehicles for Fuel Economy Educate officer to assess every item in the vehicle and remove any unneeded items to maximize fuel efficiency. Delray Beach Green Task Force Report January 2009 Chapter 7: Police Department Page 7-2 Recommendation 7: Encourage Routine Fleet Maintenance Conduct routine maintenance tests on all police vehicles, and establish best practice guidelines for fuel-efficient operation. Recommendation 8: Assist in Enforcement of Green Codes Assist with code enforcement whenever possible to report water restriction violations and idling (if an idling reduction ordinance is adopted). Recommendation 9: Explore Greener Options for Cleaning Uniforms (e.g. washing or non-perc Dry Cleaning) Investigate environmentally preferable options for the cleaning of uniforms as opposed to dry cleaning. This could be a lower cost option. LONGER-TERM /STRATEGIC RECOMMENDATIONS Recommendation 1: Purchase More Fuel-Efficient Vehicles /Alternative Fuel Vehicles Maximize the purchase of fuel-efficient /alternative fuel /hybrid vehicles. Cost studies by fleet managers such as Palm Beach County's have shown long term cost savings for alternative vehicles. (See Ref 7.6, p. 12) Recommendation 2: Implement Electronic Citation System Systems such as the Zebra Electronic Citation System incorporate an electronic media approach to handling citations from the police department through the court system, reducing paper and streamlining the process in general. (See Ref 7.7) Recommendation 3: Use Reclaimed Rainwater to Wash Police Vehicles Retrofit facilities with rain collection equipment and initiate water reclamation practices for washing police vehicles. Recommendation 4: Implement GPS Routing Software GPS software can often help save fuel by identifying the shortest route to a destination. Recommendation 5: Phase Out Perchlorate Flares Purchase electronic flares to replace the use of perchlorate flares. Perchlorate flares pose a threat to safety and well being of the environment. Burning and residue from these flares create contamination both in airborne and on surface areas. San Jose, CA has implemented such a program. (See Ref 7.8) Delray Beach Green Task Force Report Chapter 7: Police Department January 2009 Page 7-3 REFERENCES Ref 7.1 - Sarasota Light Camera Ref 7.2 - Traffic Light Synchronization Ref 7.3 - Port St. Lucie Installation Ref 7.4 - Gainesville Fuel Conservation Ref 7.5 - Fuel Conservation Re>~ Ref 7.6 - Palm Beach County Fleet Management Ref 7.7 - Zebra Electronic Citation System Ref 7.8 - San Jose Flares Note: All references are available as clickable links within this electronic document and available online at http://www.SustainableDelray.org/report.htm Delray Beach Green Task Force Report January 2009 Chapter 7: Police Department Page 7-4 CHAPTER 8: FIRE-RESCUE DEPARTMENT The Fire-Rescue Department performs a number of functions related to public safety including: Emergency Management Activities of this program include preparation for, response to, recovery from and mitigation of any and all conditions, which threaten or adversely affect the public health, safety and/or security of the citizens and visitors of the City of Delray Beach. Emergency Medical Services The EMS division is responsible for providing pre-hospital emergency medical care and transportation for ill and injured residents and visitors in the City of Delray Beach. This is accomplished through well-trained Paramedics and EMT's, using state of the art equipment and medical protocols. Fire Safety The Fire Safety Program provides proactive, educational and protective services to reduce fire losses and fire related injuries, and other accident prevention awareness programs throughout the community. Operations The activities of the Operations Division include: providing advanced or basic life support and transportation for medical emergencies; confining and extinguishing structure, vehicle, brush and trash fires; and special operations such as hazardous materials incident control, underwater search and rescue, confined space rescue, vehicle extrication and technical rescue. The Division also performs inspections of the municipal water supply system and provides public education in CPR, drowning prevention, fire safety and hazardous material training. CURRENT DELRAY BEACH BEST PRACTICES The Fire-Rescue Department currently: Separates all waste materials at the firehouse to be recycled appropriately. Automates all fire reports (i.e. they are paperless) with the exception of medical reports. Operates the back-up generators on either propane or natural gas at all stations. Coordinates fluorescent light bulbs recycling through an outside contractor. Uses absorbent materials at a vehicle crash site to recapture contaminated fuels. The materials are then placed inside the damaged car and properly disposed of at a Delray Beach Green Task Force Report Chapter 8: Fire -Rescue Department January 2009 Page 8-1 proper waste site. Water from the ladder trucks does not wash the surface effluent into the drainage or ground areas. Administers map tests to drivers on a regular basis to test their knowledge about the quickest and safest routes to respond to calls within the city limits. Optimizes vehicle usage by using vehicles as intended. Specific truck usage is considered on each call. Maintains EMS vehicles that transport patients at an acceptable temperature (+/- 70 degrees) when sitting idle at the firehouse. This is done by use of a portable A/C unit. This prohibits cooling down time once the vehicle is in a position to carry a patient, which in turn reduces engine run time. For example, a heart attack patient cannot be transported in an EMS vehicle when the interior temperature is above acceptable levels (i.e. +/- 70 degrees). Has adopted and is abiding by the newly mandated idling policies. Uses portable on-board generators on larger fire tucks to power certain electrical demands when appropriate, reducing the amount of fuel used by the larger diesel motors. Has constructed the new Fire Station #4 with some green building elements, including: recycling of old firehouse construction debris; energy saving devices including lightning and motion sensor switching; air scrubbers in the garage bays that filter carbon monoxide fumes from the truck motors while they are running in the bays. CURRENT BEST PRACTICES BEYOND DELRAY BEACH Gainesville, FL The Gainesville, FL Fire Department uses a small pick-up truck as opposed to normal large fire trucks when conducting semi-annual inspections of fire hydrants. This results in substantial savings of fuel used for such purpose. Raleigh, NC The Raleigh, NC Fire Department is using rainwater collected in barrels to wash vehicles at the fire stations around the city. Each location has placed two 250 gallon converted rain barrels positioned behind each station. These barrels collect water from the gutter system. A sump pump is used to provide water pressure for washing the vehicles. It has proven to be very successful. (See Ref 8.1) Charlottesville, VA The Charlottesville, VA Fire Department has added hybrid vehicles to its fleet. (See Ref 8.2) Delray Beach Green Task Force Report Chapter 8: Fire -Rescue Department January 2009 Page 8-2 Newton, NC The City of Newton, NC Fire Department is taking steps to optimize fuel economy of their fleet. A training program has been implemented for all driving personnel. Of all the factors that affect fuel economy, drivers have the most influence. Vehicle operators typically influence the overall fuel economy by as much as 35%. Some of these recommendations are as follows: Avoid unnecessary idling. Minimize accessory load. (A/C fan etc) Keep RPM's low and running in the "sweet spot". Optimize shift points. Avoid hard braking and fast acceleration. Do not carry unnecessary excess weight. Practice diligent maintenance. (See Ref 8.3) QUICK WINS /LOW-COST GREEN RECOMMENDATIONS Recommendation 1: Optimize Staff Transportation on Calls Recommend that all administrative staff ride to emergencies on one of the fire engines, rather then taking an additional vehicle. Recommendation 2: Restrict Vehicle Usage to Official Use Only Limit use of vehicles for official use only, eliminating errand trips to restaurants, grocery stores, etc. Recommendation 3: Encourage Routine Fleet Maintenance Regular fleet maintenance assures optimal fuel economy. Recommendation 4: Optimize Fire Hydrant Inspection Procedures Bi-annual fire hydrant inspections could be accomplished using two individuals sharing a more energy efficient vehicle (e.g. The use of a pick-up truck as opposed to a ladder truck.). Recommendation 5: Restrict Staff from Driving Vehicles Home Unless On Call The Task Force encourages limiting administrative staff personal vehicle use by not driving city vehicles home unless they are on call. Recommendation 6: Educate Staff on Fuel-Efficient Driving Habits Implement fuel efficient driving standards, educate the staff, and encourage adoption. (See Ref 88®3) Delray Beach Green Task Force Report Chapter 8: Fire -Rescue Department January 2009 Page 8-3 Recommendation 7: Eliminate Disposable Dishware in Fire Stations Phase out disposable kitchenware in favor of washable /reusable items. LONGER-TERM /STRATEGIC RECOMMENDATIONS Recommendation 1: Upgrade Fleet Replace old fire transportation vehicles with appropriate size, emissions and energy efficient latest technology. Please note the Charlottesville, VA Best Practice noted above. Recommendation 2: Use Reclaimed Water for Washing Fire Vehicles Retrofit facilities with rain collection equipment and initiate water reclamation practices for washing fire vehicles. (See Ref 8.1) Recommendation 3: Install Air Scrubbers at all Fire Houses Install negative air scrubbers in all firehouse garage bays. Please note as well that the Delray Beach Fire Department requested this. Recommendation 4: Implement GPS Routing Software GPS Software can often help save fuel by identifying the shortest route to a destination. (See Ref 8.4) REFERENCES Ref 8.1 - Rainwater for Vehicle Washing Ref 8.2 - Charlottesville Green Fleet Ref 8.3 - Newton Fire Department Saves Gas Ref 8.4 - GPS Software Note: All references are available as clickable links within this electronic document and available online at http://www.SustainableDelray.org/report.htm Delray Beach Green Task Force Report Chapter 8: Fire -Rescue Department January 2009 Page 8-4 CHAPTER 9: COMMUNITY IMPROVEMENT DEPARTMENT The Community Improvement Department performs the following functions; Permits, Inspections, Signs, Code Enforcement, Business Tax Receipts, Landscaping, Litter Prevention, Animal Control, Neighborhood Services. CURRENT DELRAY BEACH BEST PRACTICES Presently the Community Improvement Department has several areas where it works to preserve/enhance native habitat and natural resources including: Requires mitigation for consumption of natural habitat or resources. Has enforced a tree preservation ordinance and requires the planting of native canopy trees in landscape plans. Regulates impervious parking surfaces by limiting the percentage of the site that can be covered with impervious area. Has enforced a septic system replacement ordinance. Additionally the Community Improvement Department has several areas where it works to Conserve Water Resources and Facilitate Recycling: Requires automatic rain sensors on landscape sprinkler systems that prevents the sprinkler system from running if the landscape has received adequate rain. This saves substantial potable water resources. Requires a professionally prepared Landscape Plan requiring a substantial percentage of native/drought tolerant plants (xeriscaping), which again saves substantial potable water. Co-ordinates Recycling Services, which are performed under contract by Waste Management. The city has a recycling program in place with good community participation rates. Lastly, the Department's Neighborhood Services Division has a Litter Prevention & Community Recycling Education Coordinator, Ms. Jennifer Buce, who in charge of outreach and education. Has an Adopt-A-Street Program where Organizations, individuals, and businesses "adopt" a minimum of one half mile stretch of a City street and agree to pick up litter at least four times a year. Delray Beach Green Task Force Report Chapter 9: Community Improvement Department January 2009 Page 9-1 BEST PRACTICE EXAMPLES BEYOND DELRAY BEACH Gainesville, FL Gainesville has been an early leader in green building in the State of Florida. Gainesville's efforts have been a model for many other ordinances. They have adopted a green building ordinance that includes fast track permitting for building permits, and a 50% reduction in building permit fee. To receive these incentives, an independent third party must certify the building as a green building. The city government also provides marketing incentives including erection of building signs at the site, placing participants on city Web site and press releases. Finally, a Green Building Award from the City of Gainesville recognizes one participant each year that demonstrates commitment to the program. (See Ref 9.1) Sarasota, FL Sarasota County created a "Green Building Ordinance" which is a virtual clone of the Gainesville ordinance, with some minor adjustments. The Ordinance Provides for permit fee reductions, fast track permit processing, public relations /marketing for green projects, and a yearly "Green Award" program. (See Ref 9.2) Sarasota County, FL Sarasota has long been a Florida Epicenter of Green Building, and has several LEED Gold County Buildings including a Library and a County Office Building. A Whole Foods Market has been awarded a LEED Silver rating. The Sarasota Girl Scout Headquarters, Kanaya Condominium Tower, & Kimel Lumber have all been awarded various LEED ratings. These and others are the result in part of the stimulating effect of their Green Building Ordinance. The City of Sarasota has expedited permitting based on projects utilizing the Florida Green Building Coalition checklists and programs. See (See Ref 9.3) University of Florida The University of Florida in Gainesville is also in the forefront of green building and requires all new buildings to be built to LEED Silver standards. With an electric bill for the campus of over $130 million a year, there is a tremendous incentive to construct efficient and environmentally responsible buildings. (See Ref 9.4) The University notes, "In 2001, the university adopted LEED criteria for design and construction for all major new construction and renovation projects to deliver high performance and sustainable buildings. At that time LEED was at its infancy, but we truly believed then and now even more that green buildings minimize the negative impact of buildings on the environment, contribute to saving energy and enhance the occupants' health and comfort. FPC is the first in the state of Florida to require a LEED accredited professional on staff to ensure LEED criteria Delray Beach Green Task Force Report Chapter 9: Community Improvement Department January 2009 Page 9-2 incorporated in design and construction on all our major projects. Our LEED accredited professional works with the project design teams to obtain the highest level of LEED certification for all projects." (See Ref 9.5) Menlo Park, CA Menlo Park's "Green Ribbon Committee", analogous to the Green Task Force, recently submitted a detailed report that recommended that the city adopt policies and ordinances in the area of Green Building. The report suggests that the City promote sustainable building practices by instituting checklists that are based on standards established and maintained by "green building" programs such as LEED and BIG (Build It Green), and by providing an over- achievement incentive in the form of expedited building permit approvals. (See Ref 9.6) Additional Examples Additional information on other green building programs is available in the Appendix Section Titled "Summary of Green Building & Recycling Programs in Selected Cities in Florida & Nationwide". This Summary includes, in addition to those mentioned above, reviews of the following programs: Miami-Dade County, FL; Tallahassee, FL; Coconut Creek, FL; Palo Alto, CA; Pasadena, CA; San Jose /Silicon Valley, CA; Santa Monica, CA; Santa Barbara, CA; San Francisco, CA; Boulder, CO; Boulder County, CO; Seattle, WA; and Portland, OR. (See Ref 99®7). In addition, the USGBC provides a current listing of green building programs nationwide. (See Ref 9.8) QUICK WINS /LOW-COST GREEN RECOMMENDATIONS Recommendation 1: Enable Commercial Recycling by Allowing Pick-up of Recyclable Material (Cardboard, Paper, Glass, Metal) by Qualified Recyclers Currently, there appear to be hurdles to commercial recycling for offices and merchants in Delray Beach. Recycling pick-up is provided for residences, and as of May of this year, the market for construction and waste debris was opened up to other qualified haulers (in effect, expanding the number of companies providing construction waste recycling). However, recycling is not available for restaurants, merchants, and offices. There is an opportunity to expand the market for recycling for this constituency. The Green Task Force repeatedly heard from citizens requesting this and heard many stories of downtown merchants going to great efforts, including hauling recyclables home to be deposited in residential containers, just to make sure waste was recycled because they had tried, and failed to get recycling at their place of business. Recommendation 2: Adopt Paperless "Online" Building Permit Applications Presently Building Permits &Sub-permits plus Zoning Applications are printed and applicants Delray Beach Green Task Force Report Chapter 9: Community Improvement Department January 2009 Page 9-3 manually print or type up the forms and submit drawings and maybe hundreds of pages of Product Approval Sheets, along with a check for the initial application fee, to a Permit Clerk or Zoning Technician who types key info into a computer. An online submittal process would save many thousands of pages of paper, all of the energy to print the application, and labor to organize and type in the information by an intake clerk. Also the Application and supporting documents would not need to be microfilmed, only the plan sheets themselves (and Plans could be required to be submitted in PDF Format as well, if desired). This could potentially save hundreds of man-hours of microfilming and associated costs. Recommendation 3: Create a "Green Building Basics" Public Information Campaign Create a series of short, easily-digestible "Green Building Basics" brochures to describe and promote the city's green building initiatives, and how residents and builders can "Build Green" in short, easily digestible, monographs. Recommendation 4: Create "Green Building & Recycling Basics" Public Information Campaign for Children Create a Series of Informative "Green Building & Recycling Basics" brochures for kids to describe and promote green building and proper recycling among school age children. The Litter Prevention & Community Recycling Education Coordinator could incorporate these into presentations at area schools, and these could be available for download from the City's website by area teachers. This idea was ranked in the top 5 at the Task Force Public Citizen workshop. Recommendation 5: Require Energy Star Appliances in all Building Applications Require "Energy Star Appliances" as part of the building permit submission process for single family &multi-family residential projects and applicable commercial projects. Without stipulating any specific brand, require Energy Star rated appliances including refrigerators, dishwashers, built in microwave /hoods, clothes washers (clothes dryers are not rated). A link to the Energy Star Website can be included on the City's website. A simple schedule of proposed appliances could be included on the cover page of plans submitted for permit, and checked off as part of the final building inspection. (See Ref 9.9) Recommendation 6: Mandate Cool Roofs Mandate cool roofs, cool pavements, and shade trees. Roofs and paved surfaces that soak up heat and radiate back to the environment increase the need for air conditioning, and raise ambient local temperatures, creating additional environmental micro-climate problems. Lighter colored surfaces and roofs, such as Energy Star roofing products, and shade tress help to mitigate this problem. One thousand (1000) ft2 of a white roof, replacing a dark roof, offsets the emission of 10 tons of CO2. (See Ref 9.10) Recommendation 7: Encourage Installation of Solar Hot Water and / or Solar Electric by Delray Beach Green Task Force Report Chapter 9: Community Improvement Department January 2009 Page 9-4 Streamlining Permitting Process Encourage the installation of solar water heaters and solar electric (photovoltaic or PV) systems on single family, multi-family residential, and commercial buildings. This can be accomplished by streamlining the application process: Have standardized, pre-approved, pre-engineered designs developed by staff or by a future Green Advisory Board. A link to the plans and specifications could be included on the City's website. Have $0 permit fees, and 1-day permit turnaround, if the standardized design is used. Set up simple online permit application process to minimize staff labor cost for these permits. If grants are available, have low interest loans available to support the program. By developing simple, standardized, pre-approved designs, which can be permitted in one day, and charging a $0 permit fee widespread adoption of these technologies can be "jumpstarted". Solar water heaters and small scale PV systems both offer the homeowner or building owner a very good financial investment in conjunction with Federal tax credits and Florida's solar rebate program. Taking the Red Tape out of Green Power is a report that focuses specifically on the issue of renewable energy and the local permitting process. (See Ref 9.11) LONGER-TERM /STRATEGIC RECOMMENDATIONS Recommendation 1: Require Green Benchmarking for New Buildings /Substantial Renovations Consider a benchmarking system so that consumers can see the energy performance of a building, similar to those available for vehicles and appliances. To minimize staff time and consumer confusion of multiple rating systems, the program could use existing programs such as the Home Energy Rating System (HERS), LEED, or Energy Star. Building permit applicants could use a standard graphic that is modeled on the yellow energy efficiency sticker on all new appliances. Applicants could use a simple online form with data entry fields to generate the form automatically as a PDF, which could be emailed to them and submitted along with the building permit application. The form /graphic would also be required to be posted adjacent to the entry door to sales and leasing centers for larger projects or by the entry door for individual homes. See below for a mockup of the proposed form for residences (a similar form could be developed for commercial buildings). Delray Beach Green Task Force Report Chapter 9: Community Improvement Department January 2009 Page 9-5 Recommendation 2: Create a Green Building Awards Program Create an annual "Green Building Award" Program to award the green building project undertaken in Delray Beach in the prior year. Categories might Include Small Commercial, Large Commercial, Non-Profit, Small Residential, Green Residential Remodel, Green Historic Preservation Project etc. The winners could be awarded in conjunction with other annual design and construction awards, or at a City Commission meeting with a plaque, etc. and information about the winners posted on the City's Website. In addition, winning entries could become "Case Studies" made available to the public, detailing the unique features of the project, plus photos, etc. These valuable "Case Studies" would also be available for download to inspire and inform others to "push the green envelope" in terms of design and construction on a local level. REFERENCES Ref 9.1 -Gainesville, FL Green Building Program Ordinance Ref 9.2 -Sarasota County. FL Green Building Ordinance Delray Beach Green Task Force Report Chapter 9: Community Improvement Department January 2009 Page 9-6 Ref 9.3 -Natural Capitalism -Sarasota, FL Ref 9.4 -University of Florida Green Building Report Ref 9.5 -University of Florida Facilities LEED Program Ref 9.6 -Menlo Park, CA Climate Action & Recommendations Report Ref 9.7 -Summary of Green Building & Recycling Programs Ref 9.8 - USGBC List of Government Initiatives Ref 9.9 -Energy Star Appliances Ref 9.10 -Heat Island and Reflective Surfaces Ref 9.11 -Taking the Red Tape out of Green Power Note: All references are available as clickable links within this electronic document and available online at http://www.SustainableDelray.org/report.htm Delray Beach Green Task Force Report Chapter 9: Community Improvement Department January 2009 Page 9-7 Delray Beach Green Task Force Report Chapter 9: Community Improvement Department January 2009 Page 9-8 CHAPTER 10: PLANNING AND ZONING DEPARTMENT The Planning & Zoning Department has a unique role within the organizational structure of City government. The Department's primary responsibility is that of guiding and directing the City's future growth while ensuring the preservation of its unique attributes. The Mission of the Planning and Zoning Department is to guide the Physical development of the City in a manner that will preserve its unique characteristics and enhance the quality of life for the City's present and future residents. This will be accomplished by reviewing development proposals for consistency with the goals, objectives, and policies of the City's Comprehensive Plan; through the preparation of special studies, plans and reports addressing development and growth related issues; and by periodic updates to the Comprehensive Plan in order to ensure that it continues to reflect the needs and desires of the community. CURRENT DELRAY BEACH BEST PRACTICES The City's Planning and Zoning Department (P&Z) has planned and implemented sustainability even before "sustainability" became a household word. By following Smart Growth Principles of designing a walkable community, increased density, mixed use, and non-traditional approaches to parking, Delray Beach's downtown is far more "green" and "sustainable" than surrounding communities. At this time, the City has done the following: Implemented FDOT "12 Steps Towards Walkable Communities" into the planning process. Developed urban area boundaries. Encouraged mixed-use zoning/development. • Participated in external courses on green building seminars. BEST PRACTICE EXAMPLES BEYOND DELRAY BEACH Sustainable development continues to grow in importance in cities throughout Florida and the country, and a number of programs have been implemented in various jurisdictions. Monroe County, IN The Rain Garden Initiative is a progressive effort of Monroe County to take proactive steps to Delray Beach Green Task Force Report Chapter 10: Planning and Zoning Department January 2009 Page 10-1 improve water quality through unique and effective solutions. Rain gardens are a cost effective and community beneficial option to improve water quality. Rain gardens can serve a dual purpose by improving water quality and aesthetic views at the same time. The program indicates the County's commitment to long-term sustainable design planning and zoning strategies. (See Ref 10.1 and Ref 10.2) Sarasota County, FL The county is providing afast-track building permit incentive and a 50% reduction in the cost of building permit fees for private contractors who use LEED. On August 22, 2006, the County approved a Green Development Incentive Resolution (#2006-174) that provides fast track permitting for residential and commercial green developments. Incentives apply to projects pursuing LEED for Neighborhood Developments or Florida Green Building Coalition Green Development Standards. (See Ref 10.3) Miami Lakes, FL On July 10, 2007, the Miami Lakes Town Council adopted Ordinance #07-92, establishing a Green Building Program that requires all future buildings built by the town to meet at least 50 percent of LEED requirements. The program also allows for expedited permitting and possible fee reductions or rebates for private developers who build to the Green Building Program's standard. (See Ref 10.4) Nashville, TN On Feb. 22, 2007, the Nashville Planning Commission approved a density bonus for applying LEED to construction projects in certain neighborhood districts. In the downtown area, development in the Central Business District is eligible to increase the Floor Area Ratio (FAR) cap from 15 to 17 if the project achieves LEED Silver, and from 15 to 19 if the project achieves LEED Gold. In the SoBro neighborhoods, developments are eligible to increase the FAR cap from 5 to 7 if the project achieves LEED Silver, and from 5 to 9 if LEED Gold is achieved. (See Ref 10.5) Portland, OR In a pilot project, Portland, Oregon, recently incorporated storm water retention into corner bulges on a residential street. This experiment successfully improved storm water management, while reducing traffic speeds and creating a greener, more attractive street environment. (See Ref 10.6; for more information on the EPA's Stormwater Best Practices and other Case studies, see Ref 10.7) Palm Beach County, FL In its guidelines for the Urban Redevelopment Area (URA), Palm Beach County is currently finalizing a one to two story density bonus for buildings, with the amount dependent upon the level of green certification. (See Ref 10.8) Delray Beach Green Task Force Report Chapter 10: Planning and Zoning Department January 2009 Page 10-2 Miami, FL In an effort to meet its commitment to the U.S. Mayors Climate Protection Agreement, Miami has adopted aCity-Wide Tree Master Plan with the goal of enhancing the City's tree canopy coverage to 30%. This extensive plan targets tree canopy as an important solution to climate change. (See Ref 10.9) Environmental Protection Agency The EPA Green Communities is a web-based toolkit and planning guide designed to help communities access the tools and information to help them become more sustainable, Green Communities. (See Ref 10.10) Additional Information Please see the Delray Beach Green Task Force created Summary of Green Building Programs (see Ref 10.11) and the U.S. Green Building Council listing of government initiatives (see Ref 10.12) for further extensive information on green building programs and incentives implemented by a variety of municipalities and counties. QUICK WINS /LOW-COST GREEN RECOMMENDATIONS Recommendation 1: Conduct a Green Audit of Current Land Development Regulations and Comprehensive Plan The Task Force recommends a comprehensive review of the current Land Development Regulations (LDRs) and Comprehensive Plan by a qualified consultant to look for potential unperceived and unintended barriers to sustainable development, as well as opportunities for more sustainable practices. Recommendation 2: Develop and Apply a Sustainable Land Use Checklist Review existing land use conditions and practices to identify opportunities to promote sustainable development. Develop a checklist of key existing land use conditions that relate to sustainability. The City may develop a simple, general checklist that applies to all existing development and/or it may develop more detailed checklists for specific uses or neighborhoods. The checklist may include, but not be limited to, some or all of the following conditions relating to the natural environment, economic vitality, and human needs: Inventory the amount of impervious surfaces with GIS mapping and develop a list of applicable alternatives like green roofs and pervious pavements, and Measure storm water quality based on runoff from impervious surfaces Measure the Heat Island Index including light colored roofs, cool pavements, trees, green space Delray Beach Green Task Force Report Chapter 10: Planning and Zoning Department January 2009 Page 10-3 Reduce conventional automobile dependency and relationship to appropriate transit Assess walking /biking conditions ("Walkscore") • Measure distance to public transit (Please see Ref 10.13 for an extended list of potential ideas). Recommendation 3: Mandate Environmentally Friendly Landscaping Mandate for new or major redevelopment the use of native landscaping and low maintenance landscaping that reduces the need for chemical fertilizers, pesticides, and herbicides. Promote integrated pest management techniques as an alternative to chemicals. See Ref. 10.14 for a Pembroke Pines Best Practice where 50% xeriscaping is required on all new landscaping materials, and Ref 10.15, the Florida Native Plant Society website. Recommendation 4: Provide Incentives to Encourage Rainwater Harvesting Remove any Code barriers and explore water-pricing incentives to encourage integration of rainwater harvesting into the development of land as well as existing development, including above and below ground water tanks and rain barrels. Please see Ref 10.16 for information on Emeryville, CA's development Handbook recommending stormwater strategies. Recommendation 5: Re-evaluate Parking Planning and Design Evaluate parking from not just a standpoint of supply and convenience, but also as a finite resource, a source of revenue, and as an opportunity to improve current systems and design. Parking lots, whether surface or structured, are expensive; contribute to water pollution, run off and the heat island effect; indirectly contribute to air pollution by promoting driving; contribute to dead zones; and are often perceived as ugly. Please see Ref 10.17, Ref 10.18, and Ref 10.19 for additional information on parking and parking lots, as well as a Best Practice in San Buenaventura, CA. LONGER-TERM /STRATEGIC RECOMMENDATIONS Recommendation 1: Revise Land Development Regulations to Make Pervious Pavement the Standard Pervious pavements, pavers, and other surfaces that allow water to penetrate at the point of contact reduce water pollution, runoff, the need for stormwater infrastructure and flooding. (See Ref 10.20 and Ref 10.21 for extended data on pavement and alternative strategies.) Recommendation 2: Create a Green Business Overlay Zone In order to support sustainable, green businesses, a Green Business Overlay Zone could be created and applied to the Mixed Residential Office and Commercial (MROC) and / or West Atlantic districts. A green district would provide an opportunity for similar minded businesses to Delray Beach Green Task Force Report Chapter 10: Planning and Zoning Department January 2009 Page 10-4 support each other as well as give "green minded" citizens from Delray Beach and elsewhere a Green Commercial Business District. In addition, alternative transit supportive measures could be put into place (e.g. bike paths, additional bike parking), as well as no parking minimums, variances in standard LDRs and Code requirements to support Green Building. (See Ref 10.22 for City of Toronto Best Practice) Recommendation 3: Develop aMulti-Modal Transportation District (MMTD) The City of Boca Raton is the first city in South Florida working to create a citywide Multi-Modal Transportation District, or MMTD. The MMTD is a long-term plan to reduce traffic congestion, reduce auto emission and address other environmental concerns. A primary element of the MMTD is the strengthening of alternative transportation such as the rail system and shuttle buses. The City is planning additional shuttle bus routes throughout the City. Safe, comfortable and attractive pedestrian and bike paths are also part of the MMTD. (See Ref 10.23) Recommendation 4: Re-evaluate Parking Requirements for Mixed Residential Office and Commercial (MROC) District Parking is an important issue in Transit Oriented Districs such as the MROC District. The Green Task Force recommends an evaluation of the current parking parameters for the MROC District and the redefining of such standards. See Ref 10.24 and Ref 10.25 for detailed parking and other recommendations for the MROC District. Recommendation 5: Create and Promote a Green Neighborhoods Program and Incorporate Principles into Land Development Regulations and Comprehensive Plan Promoting green neighborhoods helps to create many green solutions, from energy to transportation to recycling. It has become a core strategy for many cities to meet their U.S. Mayors Climate Protection goals. A consortium of more than 20 local governments, non-profit organizations, government agencies, and utilities have produced the first phase of the Green Playbook to help promote the goals set out in the U.S. Conference of Mayors Climate Protection Agreement. (See Ref 10.26) The Design Centre for sustainability (DCS) is located in the School of Architecture and Landscape Architecture at The University of British Columbia. It is an academic leader in applying sustainability concepts to the development of land, cities, and community. Through interdisciplinary approaches, the DCS is capable of demonstrating to the development community, to municipalities, and to citizens how to shift community-based planning and design toward on-going consideration of sustainability as a matter of course rather than exception. (See Ref 10.27) Recommendation 6: Adopt and Implement the Existing Bike and Pedestrian Task Team Final Report In 2001, the National Household Travel Study, conducted by the U.S. Department of Delray Beach Green Task Force Report Chapter 10: Planning and Zoning Department January 2009 Page 10-5 Transportation, found that 28 percent of all suburban journeys are less than a mile (a 20-minute walk) and yet only 20 percent of these journeys are undertaken on foot. Compact, mixed-use development increases walking, but good pedestrian design is equally important. Downtown Delray Beach is an excellent example of good pedestrian design. The Task Force recommends a re-evaluation of the Delray Beach Downtown Restaurant Transportation Survey to incorporate information that is currently applicable. (See Ref 10.28) Recommendation 7: Study Potential Zoning Decisions that Could Encourage Businesses to Service Residents Promote zoning for downtown businesses supported by local and year round residents. As a precaution against a decline in tourism and to provide basic services to local residences (reducing auto use), zoning can be evaluated for opportunities to suppport local-centric businesses. The U.S. Green Building Council's LEED system incorporates this concept into one of its Sustainable Sites credits, noting that basic services within walking distance of residents is a sustainable practice. This recommendation was requested by local residents. Recommendation 8: Develop a Sustainable Vision and Incorporate into City Planning Documents To the extent feasible, the Task Force recommends that the City incorporate long-term sustainable land use practices into the City's Comprehensive Plan as well as the City's other land use planning documents including the Master Plan and LDRs. The following approaches to help ensure that land is used in a sustainable manner are recommended: Host public charrettes to create a shared vision of a sustainable Delray Beach. Remove obstacles that discourage or prevent sustainable land use practices (e.g. excessive parking requirements, limits on renewable energy installations, excessive road widths, localized agriculture etc.). Explore incentive programs to encourage sustainable land use practices. • Require some practices that will continue to move Delray Beach in a sustainable direction, where appropriate. The Rocky Mountain Land Use Institute is developing a Sustainable Community Development Code that offers numerous concepts of large scale sustainable planning. (See Ref 10.29) REFERENCES Ref 10.1 -Monroe County Rain Garden Brochure Ref 10.2 -Monroe County Rain Garden Program Ref 10.3 -Sarasota County Resolution 2006-174 Delray Beach Green Task Force Report Chapter 10: Planning and Zoning Department January 2009 Page 10-6 Ref 10.4 - Miami Lakes Ordinance 07-92 Ref 10.5 - Nashville Incentive Program Ref 10.6 - Portland Green Street Case Study Ref 10.7 - EPA Stormwater Best Practices Ref 10.8 - Palm Beach Count URA Ref 10.9 - Miami Tree Master Plan Note: All references are available as clickable links within this electronic document and available online at http://www.SustainableDelray.org/report.htm Delray Beach Green Task Force Report Chapter 10: Planning and Zoning Department January 2009 Page 10-7 Delray Beach Green Task Force Report Chapter 10: Planning and Zoning Department January 2009 Page 10-8 CHAPTER 11: PARKS & RECREATION DEPARTMENT The City of Delray Beach has a Parks & Recreation Department with over 150 employees including part time staff. The department is split into four main divisions: Aquatics, Ocean Rescue, Parks Maintenance, Recreation. CURRENT DELRAY BEACH BEST PRACTICES In many ways, Delray Beach has established an environmental leadership position in terms of a parks and recreation program. The city has a large amount of open space per capita for cities of its size and maintains a very large clean municipal beach. Examples of City best practices include: The City's beach was certified as a Blue Wave Beach in 2004 by the Clean Beaches Council, an organization that runs the most comprehensive, national environmental and public safety beach certification in the country. The parks maintenance department used to mow grass at all city locations once a week. Recently the cycle was adjusted to a 10 day cycle for all but a handful of buildings. All hardwood trims are used to generate mulch that is made available free to the public The city has an "Adopt a Park" program by which citizens sponsor the clean up efforts at parks In addition the Parks & Recreation department is running a series of pilots to reduce environmental impacts associated with its operations and services. For example: There is currently a recycling pilot through which bins for plastic, glass and metals have been placed at all ball fields (baseball, soccer etc.). If successful, this may be rolled out widely. There is currently a pilot through which organic fertilizer is used to stimulate root growth in specific fields. If successful, this may be rolled out widely. The department is reviewing its lighting with the intention to potentially install energy efficient lights BEST PRACTICE EXAMPLES BEYOND DELRAY BEACH Sarasota County, FL Sarasota County has passed a number of ordinances and implemented many programs to Delray Beach Green Task Force Report Chapter 11: Parks & Recreation Department January 2009 Page 11-1 reduce water use, limit chemical fertilizers and encourage community organic gardens. One example is a water efficient irrigation ordinance that requires all new landscaping to employ efficient irrigation and site adaptive plants including limiting irrigated sod to no more than 50%. (See Ref 11.1 and Ref 11.2) County of Santa Barbara, CA The County of Santa Barbara has implemented a very successful Pesticide Reduction program through which a phased approach was used to reduce chemical pesticides, focusing first on locations with high potential exposure to children. The County has been able to measure costs and benefits of this program and engage citizens through clear communication and park markings. (See Ref 11.3) QUICK WINS /LOW-COST GREEN RECOMMENDATIONS Recommendation 1: Recertify the Delray Beach Municipal Beach as a Blue Wave Certified Beach The Blue Wave Certification applies for one year only, and while the city did achieve this recognition in 2004, it is not clear whether the Delray Beach still meets all the criteria for this program. Certification provides third party recognition and accountability of best practices. Maintaining this certification on an annual basis would show long term commitment to beach best practices. Recommendation 2: Maintain or Support Organic Community Gardens Organic community gardens could serve as a focal point for engaging children and the community in deeper awareness of lower-chemical alternatives to nutrition and food growth. By partnering with local churches and schools, a collaborative program could be developed that provides education and enables citizen engagement in parks activities. Recommendation 3: Mulch and/or Compost a Range of Materials Collected from City Parks; Communicate Availability of this Material While the City does mulch and compost hardwood clippings, a wider range of materials could be mulched and or composted. It is recommended that the City investigate purchasing an "in- vessel composter that could be used to rapidly convert landscape and food trimmings into high- value fertilizer. (See Ref 11.4) Recommendation 4: Place Signs Describing Green Features of Public Parks and Amenities An important and often neglected part of environmental programs is ensuring public awareness and recognition. It is recommended that the Parks and Recreation Department dedicate a percentage of program budgets to communicate environmental aspects of public parks and Delray Beach Green Task Force Report Chapter 11: Parks & Recreation Department January 2009 Page 11-2 amenities. LONGER-TERM /STRATEGIC RECOMMENDATIONS Recommendation 1: Create a Pesticide Hazard and Exposure Reduction (PHAER) Zone Program The Task Force recommends that the City of Delray Beach investigate creating a Pesticide Hazard and Exposure Reduction program. This implies using a rigorous process to investigate current use of pesticides to determine how that application results in chemical exposure to children and other citizens. A phased approach can then be used to implement Integrated Pest Management and chemical pesticide avoidance principles, rather than rely exclusively on harsh chemical pesticides. (See Ref 11.3) Recommendation 2: Implement Water-Efficient Landscaping Protocols By proclamation, create a water efficient irrigation ordinance that requires new landscaping in Delray Beach to employ efficient irrigation and use native Florida plants in all City parks. Recommendation 3: Minimize Chlorine in Community Swimming Pools The Task Force recommends that the City of Delray Beach investigate the costs and benefits of converting from chlorine to saltwater pools in municipal pools. This practice is already being implemented in private pools in Delray Beach, including both the Sundy House and the Colony Hotel. Recommendation 4: Implement Energy Efficient Lighting & Controls for Outdoor Courts, Parks, and Playfields Using energy efficient lighting for city parks, courts and playfields is projected to deliver cost savings within a 3-year period, and high return on investment. REFERENCES Ref - 11.1 Sarasota Sustainability Report Ref - 11.2 Sarasota Water Efficient Landscape Ordinance Ref - 11.3 PHAER program -Santa Barbara Ref - 11.4 South Dade In Vessel Composters Note: All references are available as clickable links within this electronic document and available online at http://www.SustainableDelray.org/report.htm Delray Beach Green Task Force Report Chapter 11: Parks & Recreation Department January 2009 Page 11-3 Delray Beach Green Task Force Report Chapter 11: Parks & Recreation Department January 2009 Page 11-4 SECTION 12: ENVIRONMENTAL SERVICES DEPARTMENT The City of Delray Beach's Environmental Services Department is comprised of four (4) Divisions: Public Utilities; Public Works; Engineering; and Construction. Public Utilities: Public Utilities Division operates, maintains and conducts monitoring for compliance with all state and federal requirements of the City's water and sewer utility systems. The Public Works Division also maintains the City's storm water pump stations. Public Works: The Public Works Division comprises of eight (8) organizational units: Administration; Building Maintenance; City Garage; Parking Facilities; Storm Water Maintenance; Street Lighting; Street Maintenance; and Traffic Operations. The administration unit mainly oversees the other seven (7) units and represents the Division at the City Commission meetings, provides oversight and prepares the budget for the Division, among other functions. Engineering: The Engineering Division operates and maintains the City's infrastructure. The Engineering Division provides project design review, construction inspection, infrastructure inventory, maintenance and operation for the City's facilities and buildings. The Engineering Division also manages the Storm Water Utility and the City's storm water drainage systems insuring compliance with internal policies as well as with the National Pollution Discharge Elimination System (NPDES) permit requirements. Construction: The Construction Division provides in house capabilities for small underground utilities construction projects. CURRENT DELRAY BEACH BEST PRACTICES The Environmental Services Department currently: Enhances storm water quality by street sweeping. Enhances storm water quality by routine maintenance of storm sewers, roadside swales and storm water pipes. Community education by conducting storm water education campaign; Community education by utilizing informative billing; and Wastewater plant operations aimed at environmental performance by creating and developing a reclaimed water infrastructure. The Environmental Services Department has taken the initiative to incorporate other green practices. These additional practices are only partially implemented at this time: Delray Beach Green Task Force Report Chapter 12: Environmental Services Department January 2009 Page 12-1 Acquisition of two hybrid vehicles for the Community Improvement and Environmental Services Department. Additional hybrid vehicles are planned for future purchases. Expanding the implementation of reclaimed water for irrigation and expanding reclaimed water transmission lines to additional areas of high use of treated water for irrigation. CURRENT BEST PRACTICES BEYOND DELRAY BEACH Local, State, and Federal Literally hundreds of government bodies from the State of California to the Ohio Public Schools system have chosen to build their facilities to green standards to reduce long term operating costs and provide healthier work environments for their employees. The U.S. Green Building Council keeps a running list of the many governments that have adopted this practice. (See Ref 12.1) Sarasota, FL Water and wastewater facilities on average are the second highest consumer of energy and producer of green house gases compared with other facilities within the City. City buildings (discussed under Section 9 of this report) are usually the single largest consumer of energy as stated in Burnsville Sustainable Plan, (See Ref. 12.2). An energy audit will provide the current energy use and identify specific enhancements and projects to the facilities that will maximize energy savings improvements. The services of an Energy Savings Company (ESCO) provides the resources to conduct an energy audit and develop, design, install, maintain and arrange financing for projects designed to improve energy efficiency and reduce maintenance costs. It is expected that the implementation of proposed energy efficient projects will provide sufficient cost savings to pay for its design, implementation and maintenance cost over the term of the contract. Refer to Energy Performance Contracting Manual prepared for the Florida Energy Office (FEO) of the Department of Community Affairs (Ref. 12.3). See Ref 12.4 for more detailed information on Energy Performance Contracting. The City of Sarasota solicited a Request for Qualification (RFQ) for an Energy/Utility Reduction Performance Contracting Services. Generally, the RFQ scope of services required an ESCO to perform an energy audit, develop and design energy saving projects, financial analysis, construct, implement, commissioning, monitor, report and guarantee the services. (See Ref 12.5) Delray Beach Green Task Force Report Chapter 12: Environmental Services Department January 2009 Page 12-2 Miami Beach, FL Similar to Sarasota, the City of Miami Beach published a RFQ in November 2007 for Establishing a Guaranteed Energy Savings Performance-Based Contract. In addition to the RFQ, there were four (4) RFQ addenda that provided answers to Request for Additional Information (RFI) posed by the potential bidders. The answers clarify many typical questions related to an energy savings performance-based audit, and thus have been included in this report as a reference. (See Ref 12.6) Anchorage, AK Anchorage, in conjunction with LED maker Cree, will replace 16,000 light fixtures, about one- fourth of the town's streetlights, with LEDs. The swap should save the city about $360,000 annually in energy costs based on current energy prices. The city will likely save a similar amount of money in lower maintenance costs. LEDs last longer than traditional sodium lights so fewer maintenance crews are required. (See Ref 12.7) St. Louis County, MN St. Louis County painted the interior of a parking garage white as part of routine maintenance, and subsequently turned off one half of the lights and dimmed the rest. This practice saved $20,000 on energy bills in one year. (See Ref 12.8) Chicago, IL Chicago's Green Alley Program incorporates stormwater management, heat reduction, material recycling, energy conservation, and glare reduction. While this program is not a Planning & Zoning policy in particular, it illustrates the City's overall commitment to sustainable planning strategies. (See Ref 12.9) South Florida Water Management District The South Florida Water Management District (SFWMD) developed and adopted a new Comprehensive Water Conservation Program for South Florida in mid 2008. The program was published in September 2008. This South Florida Water Management District's conservation program focus in three main initiatives: regulatory, voluntary, and incentive-based, education and marketing. Each major initiative provides implementation strategy for accomplishing the goals to establish a proactive water conservation program. (See Ref 12.10) The proposed Year-Round Landscape Irrigation Measure is designed to reduce water use while developing a lasting water conservation ethic throughout South Florida. Outdoor irrigation accounts for up to 50 percent of water use in Florida, and up to 50 percent of the water applied to lawns is lost to evapotranspiration (the sum of evaporation and plant transpiration from the earth's land surface to atmosphere). Water conservation can cost as little as 6 cents to 72 cents per 1,000 gallons of water saved, while the cost of constructing alternative water supply facilities can range from $5 to $7 per 1,000 gallons of water created. This comprehensive program in Delray Beach Green Task Force Report Chapter 12: Environmental Services Department January 2009 Page 12-3 conjunction with the other SWMD initiatives ensures an adequate and reliable supply of water. Clearwater, FL / Lynchburg, VA / Naperville, IL Fuel conservation within City operations can be attained by internal cooperation via trip planning, sharing rides, removal of excess of cargo to reduce weight and other initiatives. Clearwater, FL joined Lynchburg, VA and Naperville, IL in establishing a series of measures that once implemented, significantly reduced fuel consumption and cost. (See Ref 12.11) QUICK WINS /LOW-COST GREEN RECOMMENDATIONS Recommendation 1: Adopt a Series of "Quick Win" Energy Efficiency Measures for City Buildings Beginning with City Hall, the City can identify a series of quick win energy and water conservation measures with a targeted payback of 3 to 6 years. Such measures for energy conservation might include: Change all light bulbs to compact fluorescent units; change all Exit lights to LED, change all fluorescent ceiling fixtures to T-8 electronic ballasts. Where possible, power all components from a switched plug strip (or UPS) and turn it off at night. Install motion switches to turn off lights when room is unoccupied. Install programmable thermostats in all locations. Set electric water heaters down to 120 degrees and install a time to turn it off during nighttime hours (e.g.11 pm to 6 am). Install solar hot water heaters where water heaters are utilized. (These have a very good return on investment.) Add a solar powered attic exhaust fan(s) to reduce attic air temperature. Check attic insulation levels to ensure old insulation has not settled and lost insulation value. Add new Insulation to bring the total attic insulation level up to 12" thick. If grant or other funding is available, install a small scale photovoltaic electric system at City Hall as a demonstration model (with the understanding that the economic return on investment is not as great as some of the above ideas, but is very good public relations tool). Replacement refrigerators, clothes washers or dishwashers, can be specified to be the highest rated Energy Star Model for overall balance of water savings and electrical savings (see Energy Star website). This would apply to appliances in the City Hall kitchenette, fire stations, police department, etc. Delray Beach Green Task Force Report Chapter 12: Environmental Services Department January 2009 Page 12-4 Recommendation 2: Adopt LEED Silver as the Official Goal for All New Municipal Buildings and Substantial Renovations, with a Target of Gold or Higher for at Least ONE Building The State of Florida, in HB 7135, has already mandated that all new municipal buildings be green certified as of July 1, 2008. Given this mandate, the Task Force felt it important to move ahead quickly in this direction to become proficient, as the ease and cost of building green can be decreased with experience. The city can develop language to include in all RFPs / RFOs issued to architects and engineers for future building projects that stipulates LEED silver (or equivalent in another green building program) as the target goal in the design and construction process. Given the existing State mandate, the Green Task Force did not feel that raising the bar to Silver would present a significant burden and could result in additional cost savings in building operation costs. Recommendation 3: Register City Hall for LEED for Existing Buildings and Start Pursuing Certification The LEED for Existing Building Standard deals as much with "Green" Operations as it does the physical building. City Hall could provide a great case study and learning exercise for implementation of green operations in facilities including energy conservation, water conservation, green purchasing etc. In addition, leading by example is an important aspect to the City's overall green initiative. Recommendation 4: Paint the Interior of Parking Garages White as Part of Routine Maintenance to Maximize Lighting Efficiency Painting the interior of parking garages white as part of routine maintenance, and subsequently turning off one half of the lights and dimming the rest has proven to be a significant energy and therefore cost saving measure, as noted in the Saint Louis County, MN best practice above. Recommendation 5: Install High Efficiency Lighting for Streetlights The Green Task Force recommends pursuing LED lighting for streetlights. (See Ref 12.7) Recommendation 6: Establish Environmentally Sensitive Landscaping Practices Grass clippings and small particulate debris from lawn mowing operations blown into roads and carried by storm water runoff are an environmental hazard. Adopting a landscaping policy that prohibits this practice in favor of environmentally friendly alternatives (such as collection and bagging of clippings) would help to reduce a chronic environmental problem. Recommendation 7: Expand Roundabout Shuttle Routes and Schedules The Task Force had discussions about the intended use of the Roundabout Shuttle. If indeed it is intended to be a form of public transportation for Delray Beach residents and visitors, the Task Force felt, along with a large majority of the Public Workshop participants, that the Shuttle needs to have expanded routes and a more reliable schedule. Under the current program, the Delray Beach Green Task Force Report Chapter 12: Environmental Services Department January 2009 Page 12-5 Shuttle does not work as a public transportation alternative to driving because its schedule is not reliable enough or coordinated enough with the Tri-Rail and other transportation that people will be transferring to. The potential is very great to make this a truly valuable tool to offer residents and visitors an alternative to driving. Recommendation 8: Adopt a Series of "Quick Win" Water Efficiency Measures for City Buildings Such measures for water conservation might include: Check to verify that rain sensors are working properly on lawn irrigation systems. Change some or all of toilets to dual flush models (.8-gallon / 1.6 gallon-per-flush) and consider waterless urinals (0 gallon-per-flush). Change all faucets to low-flow models, and in public restrooms use models that sense hands being present to turn on and off. If its time for a new clothes washer or dishwasher, choose the highest rated Energy Star Model for overall balance of water savings and electrical savings (see Energy Star website). This would apply to appliances in the City Hall kitchenette, fire stations, police department, etc. LONGER-TERM /STRATEGIC RECOMMENDATIONS Recommendation 1: Perform an Energy Audit on All City Facilities As part of the City's larger commitment to reduce its green house gas emissions, an energy audit on all City facilities needs to be performed. This can be done in conjunction with the City's overall efforts to quantify and reduce green-house gas emissions using the ICLEI program that is already in process. An energy audit will provide the current energy use and identify specific enhancements and projects to the facilities that will maximize energy savings improvements. Consider an Energy Service Company (ESCO) as one option that would develop, design, install, maintain, and arrange financing for projects designed to improve energy efficiency and reduce maintenance costs. Recommendation 2: Convert Roundabout Shuttle to Alternative Fuel and Utilize an Open Air Rubber Wheel Trolley There are many alternatives to traditional fuel for bus systems. The Bus Futures -New Technology for Greener Cities Report and the Assessment of the Potential to Reduce Emissions From Road Transportation provides an evaluation of a number of different options for public busses. (See Ref 12.12 and Ref 12.13) Delray Beach Green Task Force Report Chapter 12: Environmental Services Department January 2009 Page 12-6 Recommendation 3: Install Stormwater Treatment Devices at All Runoff Outfall Discharges and Promote Stormwater Infiltration Effective treatment of stormwater before it reaches the Intracoastal Waterway and other natural bodies will enhance water quality. Installing treatment devices at runoff outfall discharges, as well as promoting strategies that allow stormwater to infiltrate back into the ground will help to improve water quality. Recommendation 4: Re-evaluate the Current Tiered Rate Structure for Water Billing Water utilities can reduce per capita water use and maintain revenues by using water- conserving rate structures. Fixed charges do not encourage conservation. Creation of a tiered rate structure that is more sensitive to conservation efforts can promote water conservation among users. Allowing categories for smaller amounts of usage will reward those who use less, while at the same time encouraging larger consumers to conserve more. Customers could be provided with more pricing and water use information on their bills, such as how their use compares to the utility's average residential use. (See Ref. 12.14) Recommendation 5: Adopt LEED for Existing Buildings in the Future for City Buildings LEED for Existing Buildings is a program that is a practical step towards meeting many of the City's green goals, from green purchasing to energy conservation to water conservation. Adopting this as the standard as the City moves forward into the future is a way to quantify and benchmark its successes in these areas. REFERENCES Ref 12.1 - USGBC List of Government Initiatives Ref 12.2 -Burnsville, MN Draft Sustainability Plan Ref 12.3 - Enerav Performance Contractina Manual Ref 12.4 - Energy Performance Contracting Information Ref 12.5 - Sarasota Energy Performance Contracting Ref 12.6 - Miami Lakes RFP Ref 12.7 - Anchorage Street Lights Ref 12.8 - St. Louis County Parking Garage Ref 12.9 - Chicago Green Alley Handbook Ref 12.10 - SFWMD Water Conservation Plan Ref 12.11 -Fuel Conservation Report Ref 12.12 -Bus Futures Report Ref 12.13 -Transportation Assessment Report Ref 12.14 -Florida Water Rates Note: All references are available as clickable links within this electronic document and available online at http://www.SustainableDelray.org/report.htm Delray Beach Green Task Force Report Chapter 12: Environmental Services Department January 2009 Page 12-7 Delray Beach Green Task Force Report Chapter 12: Environmental Services Department January 2009 Page 12-8 CHAPTER 13: HUMAN RESOURCES DEPARTMENT The City notes that the Human Resources Department is responsible for the following: Advancement of Qualified Employees; Advertisement and Posting Open Positions; Civil Service Administration; Classification and Pay Plan; Collective Bargaining Agreements; Employee Development and Training; Employee Incentive Program; Employee Relations; Employee Suggestion Award Program; Employee Tuition Program; Equal Employment Opportunities; Internal and External Pay Equities; Labor Relations; Orientation and Exit Interview; Policies and Procedures; Recruitment and Selection; Special Projects; and State and Federal Compliance & Reporting. CURRENT DELRAY BEACH BEST PRACTICES Human Resources has already implemented or is currently exploring a number of green initiatives, including: Participating in the Tri-rail EDP (Employee Discount Program), that offers employees a reduced rate on Tri-rail tickets. (REF) Looking at ways to reduce paper, including electronically distribution of the Employee Newsletter, and working with the computer department to implement an internal network to facilitate paperless communications. Drafting a policy to increase workplace flexibility. Offering a Wellness & Fitness program. BEST PRACTICE EXAMPLES BEYOND DELRAY BEACH Best practice examples in other areas that the City could learn from and potentially adopt include: Boynton Beach, FL In order to create a staff person with sustainability responsibilities, Boynton Beach is expanding the existing Assistant Director of Development position to include the responsibilities and title of Sustainable Development Coordinator. City of Durham, NC Durham, NC passed a City resolution to hire a sustainability Coordinator for the City as one of the tools to meet its environmental commitments. (See Ref 13.1) Delray Beach Green Task Force Report Chapter 13: Human Resources Department January 2009 Page 13-1 Vanderbilt University Vanderbilt University announced recently an HR-led effort called "Don't Take Our Advice," encouraging employees to suppress the printing of their pay advices, an effort that could save significant personnel resources while saving a forest of trees. In a press release, it stated that "the goal of eliminating 10,000 pay advices per month could potentially save 8,000 pounds of wood and almost 7,000 pounds of greenhouse gas emissions per year just from reduced paper use, not including transportation or printing impact." (See Ref 13.2) Richardson, TX Richardson, TX has implemented the successful Transportation Demand Management (TDM) program to reduce driving miles. The City's TDM database calculates each individual employee's monthly vehicle miles, gallons of fuel, and pounds of pollution saved from being emitted to the atmosphere. Employees average a total of more than 500,000 miles of savings each year through car and vanpooling made possible by a database of employee addresses. In addition, many employees participate in an employee reduced public transportation fare program. The City subsidizes 50 to 60 percent of the cost of the employee Dallas Area Rapid Transit (DART) passes. In addition, employees often use free DART passes for City business in downtown Dallas. Costs of the City's TDM program are low, requiring one-quarter of an employee's time and $24,000 for promotions and incentives. The Environmental Protection Agency recently recognized the City as a "Best Workplace for Commuters" award. (See Ref 13.3 for a guide to marketing commuter benefits to employees) QUICK WINS /LOW-COST GREEN RECOMMENDATIONS Recommendation 1: Create Job Description for a Sustainability Officer The issues of sustainability across the Delray Beach city government, as well as coordination with other initiatives in neighboring cities, the county, the State, and Federal government, require extensive attention that merits the full-time attention of a staff person. Recommendation 2: Create a Human Resources Sustainability Education and Best Practices Education Program Human Resources can communicate and be an active contributor to sustainable practices of Delray Beach by creating a HR Sustainability Program to educate employees on best practices in their daily habits while at work at the City and in their homes. This program can coordinate with other City green goals such as green purchasing and energy conservation. This might include areas such as Communications, Transportation, Waste Reduction, Green Cleaning, Water Conservation, and Energy Conservation. Also as part of an HR Sustainability Program, Delray Beach Green Task Force Report Chapter 13: Human Resources Department January 2009 Page 13-2 similar to the Wellness Program, monthly or quarterly education forums and "green" programs can be set up to educate staff on sustainable or green practices at home and in the workplace. (FGBC Points) Recommendation 3: Coordinate Roundabout Shuttle with Employee Commuter Schedule Through the IT Department and GIS, map City employees' residences to develop an AM and PM route for the Roundabout Shuttle to develop ridership for employees going to and from work. Recommendation 4: Educate City Employees About Public Transit Federal Tax Incentives The Federal tax code allows tax-free transportation fringe benefits of up to $105 per month per employee for transit or vanpool expenses and up to $205 per month for parking. The employer can cover the cost of the tax-free transportation fringe benefit, allowing employees to reserve income on a pre-tax basis to cover the cost, or share the cost. This program can save payroll taxes for employers and potentially replace or reduce salary increases. (See Ref 13.4) Recommendation 5: Provide Re-usable Mug and Water Bottle to Employees In conjunction with Purchasing, provide reusable mug/water bottle to all employees or encourage employees to bring their own. This can be a part of green employee training functions and / or given as a part of a new employee package. LONGER-TERM /STRATEGIC RECOMMENDATIONS Recommendation 1: Reduce the Work Week to Four Days Many cities and organizations (Coconut Creek, North Miami, Margate and Delray Beach Housing Authority) have moved to a four-day workweek. Delray Beach could reduce workweek to four days (7 am to 6 pm) similar to Coconut Creek. This reduces energy use in City buildings and emissions from employees driving to work. It also reduces employee gasoline usage (and therefore cost). In conjunction, employees could sign a "pledge" to drive less on the day off than they would if they were driving to work. There are often concerns that citizens will feel disenfranchised by offices being closed one day per week, but many municipalities that have done this have found that citizens like it better because they can visit City offices after their own work hours if the office is open until 6 or 7 in the evening. Delray Beach Green Task Force Report Chapter 13: Human Resources Department January 2009 Page 13-3 REFERENCES Ref 13.1 -Durham Sustainability Coordinator Ref 13.2 -Vanderbilt University HR Program Ref 13.3 -Marketing Commuter Benefits to Em to ees Ref 13.4 -Transportation Tax Benefits Note: All references are available as clickable links within this electronic document and available online at http://www.SustainableDelray.org/report.htm Delray Beach Green Task Force Report Chapter 13: Human Resources Department January 2009 Page 13-4 SECTION D: CITY SUPPORTED / OTHER CIVIC ENTITIES RECOMMENDATIONS CHAPTER 14: COMMUNITY REDEVELOPMENT AGENCY (CRA) The CRA's website notes: "The purpose of the CRA is to revitalize the physical environment and the economy of the Community Redevelopment Area. The CRA's activities are designed to solve the underlying problems of slum and blighted conditions through planning, redevelopment, historic preservation, economic development and affordable housing so that the tax base can be protected and enhanced by these mutually supportive activities." CURRENT DELRAY BEACH BEST PRACTICES The CRA currently: Has tried to incorporated energy saving items (Energy Star appliances, tankless water heaters etc.) into some of its projects. Is helping to finance the Atlantic High School Eagle's Nest II project, which will be pursuing LEED Certification this year. Operates during the Green Market in winter months, which promotes local and organic produce as well as other local crafts. BEST PRACTICE EXAMPLES BEYOND DELRAY BEACH Boynton Beach, FL CRA The Boynton Beach CRA is currently: Pursuing financial incentives for LEED certified construction. Pursuing LEED certification for its projects • Participating on the City's Green Task Force Implementing numerous conservation efforts in its office (See Ref 14.1) Lake Worth, FL CRA The Lake Worth CRA offers grants for green buildings as part of its Facade Grant and Commercial Tenant Improvement grants. (See Ref 14.2) West Palm Beach, FL CRA The West Palm Beach CRA collaborated with the West Palm Beach Housing Authority, Florida Housing Finance Corporation and other public /private partners to build Merry Place, an FGBC green certified workforce housing development. (See Ref 14.3) Delray Beach Green Task Force Report Chapter 14: Community Redevelopment Agency January 2009 Page 14-1 Coconut Creek, FL In December 2004, Coconut Creek adopted the MainStreet Design Standards document, which establishes the vision for amixed-use, downtown development in the center of Coconut Creek. The document requires all buildings to be "green and sustainable", and be certified by the U.S. Green Building Council or the Florida Green Building Coalition, Inc. The City's goal is to be the first City in the State and perhaps the Country, to have a contiguous certified green building project. (See Ref 14.4) QUICK WINS /LOW-COST GREEN RECOMMENDATIONS Recommendation 1: Provide a CRA Representative for a New (Potential) Permanent Green Advisory Board If a citizen and business Green Advisory Board is established, it is recommended that a CRA representative participate in the Board.. Recommendation 2: Adopt the City's Standard Green Office Practices The CRA is encouraged to adopt the City's green operating practices for the following potential areas: purchasing; green cleaning; recycling; paper reduction (e.g. dual sided printing /copying, electronic documents etc.); Energy conservation employee best practices (e.g. turning off computers, monitors, lights etc.), and other green operational guidelines as determined by the City. Recommendation 3: Provide aGreen /Energy Efficiency Grant and Revolving Loan Fund As other CRA's have done, there is an opportunity to encourage green and energy efficient upgrades by incorporating such opportunities into the grant process. This could be done by revising an existing grant (e.g. Lake Worth), or creating a new energy efficiency grant opportunity. Recommendation 4: Pursue Green Building Certification for the Old Library /Hotel Redevelopment Project The CRA is encouraged to pursue green certification for the current Old Library /New Hotel redevelopment project (per the State of Florida's definition of green certified in HB 7135). Recommendation 5: Pursue Green Building Principles for the Current Parking Lot Redevelopment Project When redeveloping the current parking lot project at NE 3rd Street and NE 3rd Avenue, use it as a best practice example for promoting sustainable parking lots. Delray Beach Green Task Force Report Chapter 14: Community Redevelopment Agency January 2009 Page 14-2 LONGER-TERM /STRATEGIC RECOMMENDATIONS Recommendation 1: Pursue Green Building Certification for All CRA Projects Require that the CRA's own projects achieve green / LEED Certification (per State of Florida HB 7135 green certification), targeting Silver and Gold Certification (or equivalent from another green building rating system), requiring this in the Request for Proposal (RFP). (Boynton Beach Best Practice, Ref 14.1) Recommendation 2: Implement Long-Term Sustainable Redevelopment Planning Collaborate with the City to incorporate long term strategies to promote sustainable development, green building, and green economic development into future City redevelopment planning documents such as master plans, neighborhood plans, design guidelines, and other studies. REFERENCES Ref 14.1 -Boynton Beach Green Task Force Recommendations 2/7/08, Ref 14.2 -Lake Worth CRA Grant Brochure Ref 14.3 -West Palm Beach Merry Place Workforce Housing Ref 14.4 -Coconut Creek Main Street Note: All references are available as clickable links within this electronic document and available online at http://www.SustainableDelray.org/report.htm Delray Beach Green Task Force Report Chapter 14: Community Redevelopment Agency January 2009 Page 14-3 Delray Beach Green Task Force Report Chapter 14: Community Redevelopment Agency January 2009 Page 14-4 CHAPTER 15: DELRAY BEACH HOUSING AUTHORITY The Housing Authority is "dedicated to improving the quality of life for low and moderate income families, and providing the opportunity for self-sufficiency by guaranteeing safe, quality housing" (DBHA website). The Housing Authority administers programs for affordable rental housing, as well as affordable home purchasing. The Housing Authority also participates in public /private partnerships to construct affordable housing, such as Village at Delray Revitalization Initiative to redevelop the old Carver Estates site. CURRENT DELRAY BEACH BEST PRACTICES The Task Force is not currently aware of any green best practices being implemented by the Housing Authority. BEST PRACTICE EXAMPLES BEYOND DELRAY BEACH West Palm Beach, FL West Palm Beach Housing Authority partnered with other public and private entities to create Merry Place, an award-winning FGBC certified workforce housing development. (See Ref 15.1) Bonita Springs , FL The Bonita Springs Area Housing Development Corporation constructed Renaissance at Rosemary Park, a 39-unit affordable project with a number of green features including: solar hot water heaters, better insulation, and energy efficient lighting. (See Ref 15.2) North Miami, FL The Mayor of North Miami, FL initiated the adoption of the City's "Housing Rehabilitation Specifications Guidelines" which require that 100 percent of Federal Community Development Block Grant and Home Ownership Opportunities Program funds and Florida's State Housing Initiatives Program funds must be used for rehabilitation, redevelopment and construction projects that contribute to the greening of the City. (See Ref 15.3, page 51) Florida Community Loan Fund The Florida Community Loan Fund provides a number of green lending and grant funding for affordable housing initiatives, working directly with Housing Authorities in the State, including a recently announce Green Building Pool with aggressive financing options for green affordable projects. (See Ref 15.4) Delray Beach Green Task Force Report Chapter 15: Delray Beach Housing Authority January 2009 Page 15-1 Green Communities Online There are numerous examples of green affordable housing projects and partnerships nationwide available at Green Communities Online. (See Ref 15.5) State of Vermont The State of Vermont has for many years incorporated energy efficiency into its low income housing as a benefit for low-income occupants. Such practices include assisting in energy improvements, energy audits, and reduced interest rate mortgages for first time homebuyers purchasing energy efficient homes. (See Ref 15.6) QUICK WINS /LOW-COST GREEN RECOMMENDATIONS It is generally agreed that green housing helps to achieve the mission of affordability by reducing utility bills for the already economically challenged occupants. Recommendation 1: Create Green Funding and Partners Resource List Compile a list of green affordable funding options and partnership opportunities through organizations (such as Florida Community Loan Fund, Enterprise Foundation, USGBC, Home Depot etc.). There are many examples, such as those above, of creative ways to provide green housing that can be an added economic break to affordable housing occupants. Recommendation 2: Provide Green Home Improvement Funding Resources Provide resources for home improvement such as financing for energy and water efficiency improvements. In many cases, affordable housing occupants may not be able to afford upfront costs for some items that would likely reduce their financial burden in the long run. Recommendation 3: Create Green Education Outreach Program Create an educational outreach program for its clientele to educate about ways to conserve energy and water to reduce utility bills, as well as other green living tips. Simple education could go a long way to helping reduce the burden of energy and water bills. Recommendation 4: Pursue Green Building Certification at the Villages at Delray Incorporate an environmental mission into the current Villages at Delray initiative, including green building, green economic /jobs training and development, and long-term sustainability operations for the site. This project shows great potential, as it is more than just housing. There is great opportunity to create a sustainable mission, get the occupants exited about their residences, and promote green jobs in this growing sector. Delray Beach Green Task Force Report Chapter 15: Delray Beach Housing Authority January 2009 Page 15-2 Recommendation 5: Adopt the City's Standard Green Office Practices The Housing Authority is encouraged to adopt the City's green operating practices for the following potential areas: purchasing; green cleaning; recycling; paper reduction (e.g. dual sided printing /copying, electronic documents etc.); energy conservation employee best practices (e.g. turning off computers, monitors, lights etc.), and other green operational guidelines as determined by the City. LONGER-TERM /STRATEGIC RECOMMENDATIONS Recommendation 1: Pursue Green Building Certification for All New Developments Commit to building all new developments and homes to green certified standards. As the public and private sector continue to move in this direction, such a policy would make a significant statement about Delray Beach's commitment to providing a healthier city and residences. Many green organizations such as the USGBC will waive fees for non-profits. Recommendation 2: Revise the Housing Authority's Mission Statement to Include Green Principles Revise the current mission statement to include the economic and health benefits that green building and development offer to affordable housing occupants. REFERENCES Note: All references are available as clickable links within this electronic document and available online at http://www.SustainableDelray.org/report.htm Delray Beach Green Task Force Report Chapter 15: Delray Beach Housing Authority January 2009 Page 15-3 Delray Beach Green Task Force Report Chapter 15: Delray Beach Housing Authority January 2009 Page 15-4 CHAPTER 16: DELRAY BEACH DOWNTOWN DEVELOPMENT AUTHORITY (DDA) /DELRAY BEACH DOWNTOWN MARKETING COOPERATIVE (DMC) The DDA `s main area of involvement includes supporting the DMC in their marketing of the downtown area as well as advertising and promoting Atlantic Avenue from I-95 to Swinton Avenue. The Authority is responsible in part for downtown lighting, street banners, pedestrian way-finding sign systems and business mix studies. The Delray Beach Downtown Marketing Cooperative mission is to create, organize and manage programs and events to enhance the economic prosperity of downtown, and to assist in marketing and promotion of the downtown. The DMC is a partnership between the City of Delray Beach, the Community Redevelopment Agency, the Chamber of Commerce and the Downtown Development Authority. CURRENT DELRAY BEACH BEST PRACTICES The DMC currently: Partners with the local Delray Beach Historical Society to produce a historic walking and bike tour brochure. The DMC and DDA currently: Incorporate a Green Tip of the Month into each monthly Calendar. Have brought green initiatives into their events policies, such as the "greening" of the 100-ft. Christmas tree. This effort switched out over 15,500 bulbs to LED bulbs greatly reducing energy consumption. Through the Visitor Information Center, the Chamber disseminates information regarding our Downtown Roundabout and local Public Transportation options. BEST PRACTICE EXAMPLES BEYOND DELRAY BEACH Santa Fe, NM In Santa Fe, local merchants have joined together to form Locals Care. It is a program where Delray Beach Green Task Force Report Chapter 16: DDA /DMC January 2009 Page 16-1 local shoppers can join and earn points to be redeemed to purchase qualifying goods at Local Care merchants. Merchants contribute a small percentage of the qualifying purchases to support the network, with the assumption that the increase in business will outweigh their costs. Shopping locally not only supports these downtown merchants, but is more environmentally conscious as it reduces driving to suburban malls, and in many cases, local shops carry locally made products that have not consumed energy in transport to the store. (See Ref 16.1) QUICK WINS /LOW-COST GREEN RECOMMENDATIONS Recommendation 1: Adopt the City's Standard Green Office Practices Adopt the City of Delray Beach's Green Purchasing plan for all cleaning and office supplies. Recommendation 2: Switch to Recycled or FSC-Certified Paper for all DDA Publications Print all brochures double sided on FSC Certified Paper with environmentally friendly inks. Recommendation 3: Implement a Recycling Program for the DDA Office Recommendation 4: Create Volunteer Green Team Incorporate into the current volunteer database a separate list of volunteers who are interested in eco-friendly events and initiatives. Recommendation 5: Provide a DDA Representative for New (Potential) Permanent Green Advisory Board Recommendation 6: Promote "Car Free Zones" Advertise "Car Free Zones" during events that have the streets closed off to vehicular traffic. Recommendation 7: Develop a Plan to Attract More Green Events Collaborate with the Palm Beach County Convention Visitors Bureau in lobbying for "Green Conferences." LONGER-TERM /STRATEGIC RECOMMENDATIONS Recommendation 1: Develop and Implement Green Merchant Marketing Program Create a marketing program, similar to the aforementioned Santa Fe merchant program, for the DDA District in which a logo would be created to distinguish merchants who abide by green practices. This program can be facilitated through other certifying organizations. Incorporate the program into current business listings throughout all collateral as future listings on websites, brochures, etc. Delray Beach Green Task Force Report January 2009 Chapter 16: DDA / DMC Page 16-2 Recommendation 2: Promote Green Tourism Incorporate into the annual marketing plan a Sustainable Tourism effort that would utilize the www.downtowndelraybeach.com website, various collateral and print ads. This Sustainable Tourism effort would highlight local green hotels, environmentally friendly and sustainable activities such as biking, local shopping and food choices, and travel choices (possible partnership with Amtrak/Tri Rail) (See Ref 16.2 and Ref 16.3) Recommendation 3: Promote Alternative Vehicles /Bikes for Tourists Attract an electric car rental operator to run a business targeting Tourists. Incorporate into the streetscape a more accessible bicycle rental kiosk directly on Atlantic Avenue. (See Ref 16.4) Recommendation 4: Explore and Potentially Propose a Permanent Car-Free /Pedestrian Zone in the Downtown Core Evaluate possible streets or city blocks to convert from thoroughfares or parking to a permanent pedestrian zone with no on-site parking or vehicular access. Such areas often become vibrant spaces for citizens and businesses and can become a focal point for city life. This was the number one recommendation to emerge from the Task Force Public Input Workshop. REFERENCES Ref 16.1 -Santa Fe Locals Care Program Ref 16.2 -Car Free Vacationing in Santa Barbara Ref 16.3 -Top 10 Ways to Go Green in Philadelphia Ref 16.4 -Washington DC Bike Rental Note: All references are available as clickable links within this electronic document and available online at http://www.SustainableDelray.org/report.htm Delray Beach Green Task Force Report January 2009 Chapter 16: DDA / DMC Page 16-3 Delray Beach Green Task Force Report January 2009 Chapter 16: DDA / DMC Page 16-4 CHAPTER 17: GREATER DELRAY BEACH CHAMBER OF COMMERCE The Greater Delray Beach Chamber of Commerce is primarily an organization of business and professional men and women who have joined together to work for the solution of their mutual problems -both business and community problems. The Chamber is over 1200 businesses and professional firms working together to make the Delray Beach area a better place to live and work. The organization hosts events, networking groups, provides information for residents and visitors, as well as many other community and local business related activities. CURRENT DELRAY BEACH BEST PRACTICES The Task Force is not currently aware of any green best practices being implemented by the Housing Authority. BEST PRACTICE EXAMPLES BEYOND DELRAY BEACH The Following is a brief synopsis of green activities and policies by other Chamber of Commerce Organizations in other cities in Florida. Florida The Florida Chamber of Commerce has recently adopted a Green lobbying policy in which they will be encouraging businesses to assume basic green practices for the purposes of reducing greenhouse gases. In addition, the Chamber has endorsed green initiatives at the State level including the comprehensive House Bill 7135 passed by the State of Florida in June 2008 (See Ref 17.1) New York, NY The Manhattan Chamber of Commerce has launched a Green Business Initiative to help small to mid-size businesses grow while "doing the right thing for the City and for the global environment." (See Ref 17.2) Indianapolis, IN The Indianapolis Chamber of Commerce has launched a similar Green Business Initiative. (See Ref 17.3) Delray Beach Green Task Force Report Chapter 17: Chamber of Commerce January 2009 Page 17-1 QUICK WINS /LOW-COST GREEN RECOMMENDATIONS Recommendation 1: Adopt the City's Standard Green Office Practices Adopt the City of Delray Beach's Green Purchasing plan for all cleaning and office supplies. Recommendation 2: Switch to Recycled or FSC-certified Paper for all DDA Publications Print all brochures and other collateral on FSC Certified Paper with environmentally friendly inks. Recommendation 3: Implement Recycling in Chamber Office Implement a basic recycling practice for the office for glass, plastic, paper, and cardboard. Recommendation 4: Create a Green Awards Program Create a Green Awards program in which the most successful Green Projects /Buildings / Businesses are recognized for their contributions. This award program is recommended to occur on an annual basis. Recommendation 5: Pursue Green Event Planning for 2009 and All Future Delray Affair Events Incorporate Green Initiatives into the Delray Affair. LONGER-TERM /STRATEGIC RECOMMENDATIONS Recommendation 1: Pursue LEED for Commercial Interiors Certification for New Office With the Chamber's new office currently in the planning stages, there is an opportunity to have the project green certified. Recommendation 2: Identify "Green Businesses" and Designate Them Separately on Chamber Website Create a search feature on www.delraybeach.com for green business listings and / or a separate section on the website and in Chamber directories for green businesses, per the Best Practices noted above in Manhattan and Indianapolis. "Green" businesses would include those that primarily provide environmentally friendly products or green services. Recommendation 3: Support the Florida Chamber of Commerce's Green Efforts Support the Florida Chamber of Commerce in their Energy Solutions Coalition, which lobbies for Florida businesses to have reliable, affordable and environmentally responsible energy to continue to drive Florida's economy and create jobs for Floridians. Rising energy costs, like rising healthcare costs, threaten Florida's economy and our ability to strengthen our business Delray Beach Green Task Force Report Chapter 17: Chamber of Commerce January 2009 Page 17-2 climate in a global marketplace. The entire explanation of this program can be researched within the House Bill 7135. REFERENCES Ref 17.1 -Chamber Energy Solutions Coalition Ref 17.2 -Manhattan Chamber of Commerce Green Initiative Ref 17.3 -Indianapolis Chamber of Commerce Green Business Initiative Note: All references are available as clickable links within this electronic document and available online at http://www.SustainableDelray.org/report.htm Delray Beach Green Task Force Report January 2009 Chapter 17: Chamber of Commerce Page 17-3 Delray Beach Green Task Force Report January 2009 Chapter 17: Chamber of Commerce Page 17-4 SECTION E: APPENDICES APPENDICES Appendix 6: Summary of Green Building &Recvclinq Programs in Selected Cities and Nationwide Ref App 6.1 -Gainesville, FL PV Rebate Program (PDF Ref App 6.2 -Gainesville, FL Solar Water Heater Rebate Program (PDF) Ref_App 6.3 - Gainesville, FL Low Interest Energy Efficiency Loan Pro ram PDF Ref App 6.4 -Gainesville, FL Green Building Program Ordinance (PDF Ref App 6.5 -Gainesville, FL Recvclinq Ordinance (PDF Ref App 6.6 -University of Florida Green Building Report (PDF) Ref_App 6.7 -University of Florida Facilities LEED Program (PDF Ref App 6.8 -Sarasota County, FL Green Building Ordinance (PDF, Ref App 6.9 - Natural Capitalism -Sarasota, FL (website Ref App 6.10 -Miami-Dade County. FL Sustainability Initiatives (website) Ref_App 6.11 - Maimi-Dade County, FL Green Building Resolution (PDF Ref_App 6.12 -Miami-Dade County, FL Recycling Pro rc~ am (website) Ref App 6.13 -Tallahassee, FL Energy Smart Plus Program (PDF Ref App 6.14 -Coconut Creek, FL Green Main Street Article (PDF) Ref_App 6.15 -Menlo Park, CA Climate Action & Recommendations Report (PDF Ref App 6.16 -Palo Alto, CA Sustainability Information (website Ref App 6.17 -Palo Alto, CA Build It Green Checklist (PDF) Ref App 6.18 -Pasadena, CA Green Building Program (PDF) Ref_App 6.19 -San Jose, CA Green Vision Document (PDF Ref_App 6.20 -Santa Monica, CA Sustainable City Plan (PDF, Ref App 6.21 -Santa Monica, CA Green Building Program (website Ref App 6.22 -Santa Monica, CA Green Building Program, Required Practices (website) Ref App 6.23 -Built Green Santa Barbara, CA (website) Ref App 6.24 -City and County of San Francisco, CA Green Building Report (PDF) Ref_App 6.25 -San Francisco, CA Green Building Ordinance Summary {PDF Ref App 6.26 -Boulder, CO Green Building and Green Points Guideline Booklet (PDF Ref App 6.27 -Boulder County, CO Green Building Program (PDF Ref App 6.28 -Seattle, WA Climate Action Plan (PDF) Ref_App 6.29 -Portland, OR Office of Sustainable Development (website Ref_App 6.30 -Portland, OR Rec~q Guide (PDF Ref App 6.31 -Portland, OR Office of Sustainable Development -Green Building Program website Ref App 6.32 -Portland, OR Office of Sustainable Development -Green Guides website Delray Beach Green Task Force Report Appendices January 2009 Page App-1 Note: All references are available as clickable links within this electronic document and available online at http://www.SustainableDelray.org/report.htm Delray Beach Green Task Force Report Appendices January 2009 Page App-2 MEMORANDUM TO: Mayor and City Commissioners FROM: Richard C. Hasko, P.E., Environmental Services Director THROUGH: David T. Harden, City Manager DATE: January 5, 2009 SUBJECT: AGENDA ITEM WS.2 - SPECIAL/WORKSHOP MEETING OF JANUARY 13, 2009 PROPOSED CONTRACTOR PREQUALIFICATION PROCEDURE ITEM BEFORE COMMISSION This item is a proposal for Commission consideration to implement a Contractor Prequalificaiton Procedure which would require contractors to become prequalified with the City before they would be allowed to submit bids on certain types of construction projects. BACKGROUND From time to time in years past, the City has experienced problems with contractors that were awarded work primarily on the basis of low bid. Capital project time lines and costs have been negatively impacted by contractors who have proven unwilling or unable to perform within those basic parameters due to a lack of adequate financial or human resources, or in attempts to expand their business, absent a viable plan for so doing. While our boiler plate bid documents require bidders to provide documentation of their experience and ability to perform the work outlined in the project bid package, that documentation is basic in nature and can often fail to identify problems with past performance or financial condition of a firm that might reflect a higher level of potential risk of poor performance or financial instability than the City may choose to incur by awarding a contract to that firm. The City is particularly susceptible to performance related issues on capital work in a contracting construction economy such as we are currently experiencing. In view of past experience and in an effort to provide adequate assurances that the City will receive the highest quality work for the most competitive cost in administration of its capital program, staff has prepared the attached contractor prequalification procedure based on a similar procedure used by the State of Maine Department of Transportation. Essentially, contractors will be required to complete a questionnaire and submit an application to the City for prequalification in specific fields of construction. The application will be reviewed by a City Committee made up of positions as stated in the procedure. Upon positive findings, the contractor will be notified of his prequalification to submit bids for city work in the particular fields of construction in which he is prequalified. The City will not accept bids from contractors not prequalified through this process. A more detail description of the process will be presented to Commission at the Workshop meeting. FUNDING SOURCE No funding required RECOMMENDATION Staff recommends adoption and implementation of the proposed Contractor Prequalification Procedure. CONTRACTOR PREQUALIFICATION NOTICE CONTRACTORS ARE REQUIRED TO BE PREQUALIFIED WITH THE CITY TO BE AWARDED CONSTRUCTION CONTRACTS FOR CAPITAL IMPROVEMENT PROJECTS LISTED IN THE ATTACHED EXHIBIT. THE CONTRACTOR MAY REQUEST PREQUALIFICATION IN ONE OR MORE OF THE FOLLOWING AREAS: ROADWAY, BRIDGE, PAVING, MARINE, BUILDING AND UNDERGROUND UTILITIES. COMPLEX PROJECTS MAY REQUIRE PREQUALIFICATION IN SEVERAL DISCIPLINES. PROJECT SPECIFIC PREQUALIFICATION REQUIREMENTS WILL BE LISTED IN THE "NOTICE TO CONTRACTORS" FOR EACH CONTRACT. YOU MAY DOWNLOAD A COPY OF THE PREQUALIFICATION APPLICATION FROM OUR WEBSITE AT ,AND SEND THE COMPLETED APPLICATION TO PURCHASING DIVISION CITY OF DELRAY BEACH 100 NW 1ST AVENUE DELRAY BEACH, FLORIDA 33444 (561) 243-7161 HARD COPIES ARE ALSO AVAILABLE FROM PURCHASING PREQUALIFICATION PERIODS WILL BE FOR ONE YEAR. RENEWALS WILL NOT REQUIRE A NEW APPLICATION FORM, BUT RATHER, UPDATED DATA ON BONDING, SAFETY EXPERIENCE, CHANGE IN CORPORATE STATUS OR ADDRESS AND ANY OTHER INFORMATION REQUESTED BY THE CITY. CITY OF DELRAY BEACH CONTRACTOR'S PREQUALIFICATION PROCEDURE 1. GENERAL PROVISIONS 1.1 Applicability and Scope All Contractors must be prequalified every year in accordance with the provisions of this Procedure to be eligible to be awarded Construction Projects, EXCEPT that such prequalification is not required if: A. The Contractor is prequalified pursuant to a separate prequalification process specific to that project; B. The "Notice to Contractors" does not list a prequalification requirement; C. The City waives the requirement for prequalification for good cause shown and in the best interest of the City. 1.2 Definitions Application The "Contractor's Prequalification Application" form prepared by the City to be used to request prequalification and provide information upon which the City will rely. Bride Construction A Construction Project that consists predominately of the construction of a bridge, but that may include non-bridge construction work including Roadway construction, the installation of traffic signals, landscaping, and/or paving. Such projects include all subcontracted work necessary to complete the project. Building Construction A Construction Project that consists predominately of the construction of a building, but that may include non-building construction work including roadway construction, the installation of traffic signals, landscaping, and/or paving. Such projects include all subcontracted work necessary to complete the project. Business Days All days on the calendar except Saturdays, Sundays, and holidays officially recognized by the City of Delray Beach. Claim Any appeal, proceeding, or other process for additional consideration of a Dispute, including litigation, that is initiated by the Contractor and to which the adverse party (example - proj ect owner) did not consent. Committee The Prequalification Committee. Construction Projects Projects being developed by the City as stated in the advertisement for bids with a scope of work that encompasses the construction of on-the-ground improvements including roads, bridges, paths, wharves, piers, buildings, underground utilities and other public infrastructure. It does not include planning, appraisal, design, survey or other engineering services unless such services are to be provided by the Contractor and are specifically within the scope of Work. Contractor Individuals, partnerships, corporations, limited liability companies, joint ventures or other entities that desire to submit bids on Construction Projects. Procedure -Page 1 CITY OF DELRAY BEACH CONTRACTOR'S PREQUALIFICATION PROCEDURE Days Unless the context clearly indicates otherwise, "days" means Business Days. Deliver or Delivery "Deliver" or "Delivery" means Receipt by the person to whom the materials are to be delivered, or their authorized representative. See definition of "Received or Receipt". City "City" means the City of Delray Beach. Disputes Disputes include disagreements, matters in question, and differences of opinion between the Contractor (and those working for or through the Contractor) and an adverse party (example -project owner) regarding matters related to the Work including interpretation of and compliance with the contract, compensation and costs, time for performance, and quality. Filing "Filing" means Receipt by the person with whom the materials are to be filed, or their authorized representative. See definition of "Received or Receipt". Fiscal Year October 1St through September 30th of any year. Key Personnel Personnel the loss of whom is likely to impact the cost, quality, timeliness, or conformance of project Work provided for the City as reasonably determined by the Contractor. Marine Construction A Construction Project that consists predominately of the construction of marine facilities including seawalls, docks, wharves, piers and related waterside or landside facilities, but that may include non-marine construction work including roadway construction and/or paving. Such projects include all subcontracted work necessary to complete the project. Paving A project that predominately consists of the paving or repaving, but that may include non-paving work including bridge construction, roadway construction, and minor utility extensions/relocations. Such projects include all subcontracted work necessary to complete the project. Predecessor Entities Any individual or entity that was legally organized at any time during the past five years (even if not operating) and that was previously owned, operated, or controlled to a Significant degree by the Contractor requesting prequalification, or that Contractor's owners, officers, or Key Personnel. Predominately Unless the context clearly indicates otherwise, "predominately" means not less than 50% of cost. Prequalification Committee The committee, appointed by the City with primary responsibility and authority to carry out this Procedure. See Section 3.1 of this Procedure. Prequalification Periods One (1) year periods starting and ending on Octoberlst. Procedure The procedure and requirements contained in this Contractor's Prequalification Procedure and the accompanying Application. Procedure -Page 2 CITY OF DELRAY BEACH CONTRACTOR'S PREQUALIFICATION PROCEDURE Project Type The classification of project for which prequalification maybe sought or granted as listed in Section 2 of the Application. Qualifying Bonding Company For projects under five hundred thousand dollars, an insurance, bonding, and/or surety company that is acceptable and satisfactory to the City and which meets the requirements of Florida Statutes Section 287.0935. For projects exceeding five hundred thousand dollars, an insurance, bonding, and/or surety company must have a Best Rating of no less than A-VII. Received or Receipt Actual receipt by either US mail, overnight courier, service in hand, or fax by the person to whom the materials are addressed, or their authorized representative, with confirmation of receipt originating from the such person or their authorized representative. Related Entities All general partners, joint ventures, parent firms, subsidiaries, or sister firms that (a) are currently legally organized (even if not operating), (b) are owned, operated, or controlled to a Significant degree by the Contractor requesting prequalification, or that Contractor's owners, officers, or Key Personnel. Roadway Construction A Construction Project that predominately consists of the construction or reconstruction of a roadway, but that may include non-roadway construction work including bridge construction, landscaping, and/or paving. Such projects include all subcontracted work necessary to complete the project. Significant The level or degree that would be reasonably relevant to a party who is contemplating contracting with the Contractor and who is therefore attempting to determine the qualifications, experience, competence, and trustworthiness of the Contractor. Underground Utilities A Construction Project that predominately consists of buried conduits for the transport of potable water, wastewater, reclaimed water, storm water or other City operated utility infrastructure including sewage lift stations, storm water pump stations or other electrical/mechanical components of a utility system, but that may include non-underground utility construction work paving, curbs, sidewalk or surface restoration. Such projects include all subcontracted work necessary to complete the project. Work The furnishing of all labor, materials, equipment, supplies, services, personnel, and other incidentals necessary for the completion of the prof ect in conformity with the contract documents. Unless the context clearly indicates otherwise, all other words, phrases or terms shall have the meanings contained in the latest version of the City's Minimum Construction Standards. 1.3 Authority The City has full power in the letting of all contracts for work under its jurisdiction and thus has the authority to determine whether bidders on construction contracts are responsible. Accordingly, the City has approved this Contractor's Prequalification Procedure and hereby delegates all authority necessary to carry it out as provided in this Procedure. Procedure -Page 3 CITY OF DELRAY BEACH CONTRACTOR'S PREQUALIFICATION PROCEDURE 1.4 Contractor Changes The Contractor has an ongoing duty to notify the City Engineer within thirty (30) days of any changes to the information provided in the Application that significantly alters, as reasonably determined by the Contractor, the Contractor's ability to perform the Work required for the Project Types for which it is prequalified. Upon notification by the Contractor or upon discovery by the City, the City may require the Contractor to re-apply for prequalification. Nothing in this Procedure, the accompanying Application, or any communications from the City regarding prequalification shall be interpreted as depriving the City of the authority to disqualify Contractors, or the authority to reject any bid in the best interest of the City, when, in the discretion of the City, changed circumstances have affected the responsibility and/or qualifications of the Contractor. 1.5 Duration of Prequalification Unless disqualified or otherwise barred from bidding by the City or other entity with competent jurisdiction, Contractors prequalified during the window for prequalification (see 1.8 below) pursuant to this Procedure shall be considered eligible to be awarded Project Types for which the Contractor is prequalified for the one year period starting October 1. Contractors prequalifying after the window for prequalification closes shall remain prequalified until the following October 1. 1.6 Termination of Prequalification The City may, in its sole discretion, terminate an award of prequalification to any contractor based on the City's determination that the contractor no longer meets the standards for prequalification. Once a contractor's prequalification status has been terminated, the contractor must wait for a period of one year before applying to become prequalified. 1.7 Award of Multiple Projects to a Contractor If a prequalified contractor is the low bidder on more than one project where the construction work, or portions of the construction work, will be performed at the same time or the contractor is currently working on a construction contract and is the low bidder on another construction project, the City, in its sole discretion may not consider the contractor's bid if the City determines, in its sole discretion, that the award of another contract to the contractor would not be in the best interests of the City. 1.8 Window for Prequalification The time period for prequalification shall be from August 1 to September 30 of each year. If a contractor applies and is determined to be prequalified during this period, the contractor may bid on the project types attached to this application that may be let for bid during the following fiscal year. If a contractor misses the window for prequalification the contractor may apply to be prequalified at any time, pursuant to this Procedure. A contractor shall not be allowed to bid on the construction project types attached to this application until the prequalification process has been completed. Procedure -Page 4 CITY OF DELRAY BEACH CONTRACTOR'S PREQUALIFICATION PROCEDURE 2. APPLICATION FOR PREQUALIFICATION 2.1 Requirement to Submit Application Contractors desiring to be awarded a Construction Project must submit a properly completed Application unless one of the exceptions to prequalification listed in Section 1.1 (A) - (C) of this Procedure applies. 2.2 Application Deadlines 2.2.1 Prequalification Periods Contractors desiring to bid on Construction Projects anytime during the City's upcoming fiscal year should prepare and normally submit an Application between August 1 and September 30. 2.2.2 A~lication Deadline Contractors desiring to bid on a specific construction project are encouraged to submit a prequalification application as early as possible, however, any such application must be received by the City a minimum of thirty (30) business days prior to bid opening of said construction project. As provided in Section 4 of this procedure, Contractors determined to be not qualified are not eligible for contract awards pending appeal. 2.3 Project Tykes for Prequalification The Contractor must apply for, and the City may prequalify the Contractor for, one or more of the Project Types listed in Section 2 of the Application. The Project Type for individual projects shall be as stated in the advertisement for bids, or if not stated, shall be determined by the City Engineer. 2.4 Submittal Requirements The Contractor must honestly, accurately and completely supply all information requested in the Application. Applications will not be considered received until the City Engineer has received a properly completed Application including all required supporting data. Procedure -Page 5 CITY OF DELRAY BEACH CONTRACTOR'S PREQUALIFICATION PROCEDURE 3. PREQUALIFICATION DETERMINATION 3.1 Prequalification Committee 3.11 Membership The City hereby creates a standing committee, to be known as the Prequalification Committee, with primary responsibility and authority to carry out this Procedure. The City appoints the following City personnel, or their successors, as permanent members of the Committee. Director of Environmental Services, Chair City Engineer, Vice Chair Assistant City Engineer Deputy Director of Construction Assistant City Manager Finance Director In the event that any of the above members are unable to serve, or in the event that the Chair determines additional members would be of assistance in the fulfillment of the duties of the Committee, the Chair may appoint other City personnel to serve as alternate or additional members. 3.1.2 Committee Administration Committee meetings will be called and scheduled when necessary as determined by the City Engineer with the approval of the Chair. A quorum shall consist of at least four (4) members. The Chair shall preside at all meetings. In the absence of the Chair, the Vice Chair may assume all authority of the Chair. The City Engineer or designee shall keep minutes of all meetings, record all decisions, and otherwise document the actions of the Committee. 3.2 Review and Investi a~ tion The Committee shall review all information provided in the Application. The Committee or its designees may (a) contact any person or entity necessary to verify and/or supplement any of the information requested by or provided in the Application and (b) review information from other published sources of industry information, information from governments and any other significant information. 3.3 Interview and Additional Information Whenever the Committee determines that the nature or extent of the information provided in the Application is insufficient or indicates that the Contractor is not qualified, the Committee will contact the Contractor to seek additional information and, if desired by the Contractor, to schedule an interview to discuss the specific reasons that have caused that preliminary determination. The Contractor will submit all additional information requested by the Committee. Procedure -Page 6 CITY OF DELRAY BEACH CONTRACTOR'S PREQUALIFICATION PROCEDURE 3.4 Pass-Fail Evaluation System The Committee shall evaluate all the information provided or obtained as a whole on a pass-fail basis to determine whether the Contractor is responsible and qualified. In doing so, the Committee will use the following descriptive categories. QUALIFIED: With respect to the Project Type under consideration, sufficient information exists to determine that the Contractor is likely to build an acceptable project in a timely manner using acceptable processes. NOT QUALIFIED: With respect to the Project Type under consideration, the information demonstrates that it is unlikely that the Contractor can build an acceptable project in a timely manner using acceptable processes. 3.5 Grounds for Determination of "Not Oualified" A finding by the Committee based upon substantial evidence that any one of the following conditions exists shall be sufficient grounds, though not mandatory grounds, for an overall determination of "Not Qualified". The City Manager will approve all Committee findings of "Not Qualified." 1. Unsatisfactory and/or insufficient Contractor experience. 2. Unsatisfactory performance on prior awarded City contracts. 3. Number of personnel with applicable knowledge and experience significantly below industry standards. 4. Insufficient bonding capability. 5. Safety record significantly below industry standards. 6. Environmental record significantly below industry standards. 7. A denial of prequalification or award of contract, disbarment, or other irregularities with respect to any federal, state, or local government or procurement agencies. 8. A pattern of unsupported Claims. 9. A record of excessive change orders or contract additions. 10. Conviction of a bid or other crime or indictment with substantial evidence regarding the same. 11. Deceptive, evasive or fraudulent statements or omissions contained in the Application, made or omitted at any interview or hearing, or otherwise made to or omitted from the City. Procedure -Page 7 CITY OF DELRAY BEACH CONTRACTOR'S PREQUALIFICATION PROCEDURE 12. Other substantial deficiencies that are clearly below industry standards and that clearly demonstrate that the Contractor is "Not Qualified". 3.6 Notice of Prequalification 3.6.1 Time and Contents of Notice If the Contractor submits a timely and conforming Application, the City will deliver to the Contractor a "Notice of Prequalification" once a decision has been made. The Notice will set forth the Project Types for which the Contractor is eligible to bid, if any. If the City determines that the Contractor is not qualified for any or all Project Types applied for, said Notice will also set forth the specific reasons therefore to the extent practical. 4. APPEAL 4.1 Notice of Appeal to City Manager To appeal, the Contractor must deliver a written "Notice of Appeal Regarding Prequalification" to the City Manager on or before 4:00 P. M. on the fifth full Business Day after the date of receipt of the "Notice of Prequalification" provided under Section 3.6. Such notice must be delivered to the City Clerk's Office located at 100 N.W. 1st Avenue, Delray Beach, Florida. At a minimum, the "Notice of Appeal Regarding Prequalification" must contain: A. The specific errors that the Contractor alleges were made by the City regarding prequalification; B. The specific relief sought; C. A request to submit additional written materials (if desired); D. A request for a Hearing (if desired); AND E. A designation of counsel or any other party that will be representing the Contractor in the appeal (if any). 4.2 Submission of Written Materials Within ten (10) Business Days of the filing of the Notice of Appeal Regarding Prequalification, the Contractor and the Committee must deliver to the City Manager (or such other person(s) as the City Manager may designate in writing), and to each other, all written materials that each party contends is necessary for the City Manager to fairly and objectively evaluate and decide the appeal. Such materials can include evidence or arguments. The Committee's written materials may include a request for a Hearing. 4.3 Hearin If requested by the Contractor, the Committee, or the City Manager or his designee(s), a Hearing will take place within twenty (20) Business Days of the filing of additional written materials by the Contractor and/or the Committee, whichever occurs later, at a time and place determined by the City Manager or his designee(s). The parties will have at least 72 hour advance notice of such Hearing. Procedure -Page 8 CITY OF DELRAY BEACH CONTRACTOR'S PREQUALIFICATION PROCEDURE The Contractor and the Committee shall each be afforded the opportunity to be heard by the City Manager or his designee. 4.4 Decision The City Manager or his designee(s) may leave the record of the appeal open for the submission of further evidence or arguments for up to ten (10) Business Days after the conclusion of the Hearing, or to such other mutually agreeable date certain. If no Hearing is held, the record of the appeal shall close on the date of filing of additional written materials by the Contractor and the Committee, whichever occurs later. Unless the City Manager or his designee(s) reasonably determines that special circumstances exist that justify delay of the decision, the City Manager or his designee(s) will, within twenty (20) Business Days of the closing of the record: A. in writing, revise, modify, or reverse the previous determinations regarding prequalification; B. in writing, affirm the said determinations; C. in writing, state that the City Manager does not intend to take further action; OR D. take no written action, which shall be considered a decision affirming said determination. 4.5 Final Agency Action Any written revision, modification, reversal, affirmation, or statement that no further action will be taken from the City Manager or his designee(s) shall be final agency action as of the date of receipt by the Contractor of such writing. If the City Manager or his designee(s) takes no written action, the City's latest determinations regarding prequalification shall be final agency action as of the date of expiration of the twenty (20) Business Day period for a decision by the City Manager provided in Section 4.4 of this Procedure 4.6 Law and Venue Any action shall be governed by the Laws of the State of Florida and venue shall be in Palm Beach County. Procedure -Page 9 CITY OF DELRAY BEACH CONTRACTOR'S PREQUALIFICATION APPLICATION [Legal Name of Contractor Applying for Prequalification, hereafter "Contractor" or "you"] The Contractor Seeks Prequalification By The Following Date (check onel Start of Next 1 Year Prequalification Period Bid Opening for the Following Specific Project [List currently scheduled bid opening date, project type, Project Name, and Bid Number] CONTENTS -INFORMATION TO BE SUBMITTED Page 1. Basic Information 1 2. Application for Prequalification Types 1 3. Organizational Structure & History 2 4. Officers and Owners 3 5. Experience 4 6. Key Personnel 7 7. Bonding 8 8. Safety 8 9. Environmental and Civil Rights Information 10 10. Certifications Under Oath 11 [City Use Only Below This Line] Date Application Received: Contractor Pregualified For The Following Proiect Types Bridge Construction Roadway Construction Paving Marine Construction (Wharves, Piers. etc.) Building Construction Underground Utilities Date of Prequalification: Application -Cover Page CITY OF DELRAY BEACH CONTRACTOR'S PREQUALIFICATION APPLICATION INSTRUCTIONS L This Application must be filled out in accordance with all requirements of the City's Prequalification Procedure. The Application and Procedure is available from the City's web site at or from the City's Purchasing Department, telephone (561) 243-7161. Do not attempt to complete this form without understanding this Procedure. 2. Unless you meet an exception listed in section 1.1 of the Procedure, you must be prequalified to be awarded Construction Contracts, as defined. If you seek to be prequalified for a specific project, you generally must apply for prequalification at least 30 Business Days before bid opening. 3. Regarding the time frame after application, the City anticipates that most Contractors will be prequalified within 20 business days of applying. A full appeal process can take about 3 months within the City. Therefore, Contractors are encouraged to apply early. 4. Words or phrases shown with initial capitalization (i.e. Initial Capitalization) usually are defined in section 1.2 of said Procedure. 5. Please print legibly, type, or word process. Sign in ink When attaching sheets, please place the question number to which you are responding in the upper right hand corner of each sheet and number the sheets. 6. Note that the person signing this Application must swear that the information provided below is true, accurate, and complete. 1. Basic Information Name of Contractor [Same as on Cover Page of This Application] Contact Person(s): Telephone No: Fax No: E-mail Address: Federal Tax ID No: 2. Proiect Types For Which Prequalification Is Applied [See definitions in section 1.2 of Procedure.] Bridge Construction Roadway Construction Paving Marine Construction (Wharves, Piers. etc.) Building Construction Underground Utilities Application - 1 of 11 CITY OF DELRAY BEACH CONTRACTOR'S PREQUALIFICATION APPLICATION 3. Organizational Structure & History 3.1 The Contractor is duly organized under the laws of the State of 3.2 The Contractor has the following organizational structure. Oindividual Ocorporation Opartnership ( )limited liability company O j oint venture Oother: 3.3 Please provide the year the Contractor (and not any Predecessor Entities or Related Entities) was first organized. 3.4 Please list all Predecessor Entities below (or on attached sheets if necessary). 3.5 Please list all Related Entities below (or on attached sheets if necessary). 3.6 If organized in any state other than Florida or in a foreign country, are you in compliance with all laws and regulations necessary to legally do business in the State of Florida? YES NO Application - 2 of 11 CITY OF DELRAY BEACH CONTRACTOR'S PREQUALIFICATION APPLICATION 4.1 Officers Please list the name, title, and address of current Officers, Directors, Partners, Members, and any other persons with analogous positions, in descending order of degree of control. Name Title Address 4. Officers and Owners [Attach additional sheets as necessary.] 4.2 Owners. Please list the name, address, and percentage of ownership of all persons or entities owning 10 percent or more of the Contractor, in descending order of percentage of ownership. Owner Address [Attach additional sheets as necessary.] Application - 3 of 11 CITY OF DELRAY BEACH CONTRACTOR'S PREQUALIFICATION APPLICATION 5. Experience 5.1 Summary of Contractor Experience With respect to each the following Project Types, list the approximate number of years of experience that the Contractor has as a prime contractor or as a subcontractor with primary responsibility. Project Type Years Bridge Construction Roadway Construction (excluding paving) Paving Marine Construction (Wharves, Piers. etc.) Building Construction Underground Utilities 5.2 Most Recently Completed Contracts Please provide the following information regarding the last six contracts completed by the Contractor. Please list in reverse chronological order (most recently completed project first, next most recently completed project, etc.). [Tease feel free to provide this information on attached sheets in another format as long as it contains all the information re uestea.~ Contract Amount Project Type & Month /Year Name, Address, Location Completed Contact Person & Tel. # of Owner 5.3 Contracts In Progress Please provide the following information regarding all contracts currently in progress, in descending order of contract amount. [Please feel free to provide this information on attached sheets in another format as long as it contains all the information requested.] Contract Amount Project Type & % Completed Name, Address, Location Contact Person & Tel. # of Owner Application - 4 of 11 CITY OF DELRAY BEACH CONTRACTOR'S PREQUALIFICATION APPLICATION 5.4 Provide an alphabetical listing of all state or local government or procurement agencies that have awarded the Contractor (or any Predecessor Entities and Related Entities) a contract during the last five years. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. [Attach additional sheets as necessary.] 5.5 Liquidated Damages Within the last five years, has the Contractor (or any Predecessor Entities or Related Entities) had liquidated damages assessed against it? YES NO If YES, please provide full details on attached sheets including the per diem amount of liquidated damages, the original contract time, and the number of days for which liquidated damages were assessed. Please feel free to include a written summary of your position on the matter. 5.6 Terminations /Suspensions /Defaults (a) Within the last five years, has a contract of the Contractor (or any Predecessor Entities or Related Entities) been terminated or suspended for cause? YES NO (b) Within the last five years, has another party (e.g. surety) completed Work which the Contractor (or any Predecessor Entities or Related Entities) was originally responsible to perform? YES NO (c) Within the last five years, has the Contractor (or any Predecessor Entities or Related Entities) been considered in default of a contract that was not cured within the time frame allowed by the contract? YES NO If the answer to any of questions 5.6(a) -(c) is YES, please provide full details on attached sheets. Please feel free to include a written summary of your position on the matter. Application - 5 of 11 CITY OF DELRAY BEACH CONTRACTOR'S PREQUALIFICATION APPLICATION 5.7 Denial of Prequalification or Award (a) Within the last 5 years, has any federal, state, or local government or procurement agency denied the Contractor (or any Predecessor Entities or Related Entities) prequalification? YES NO (b) Within the last 5 years, has any federal, state, or local government or procurement agency, after the Contractor (or any Predecessor Entities or Related Entities) submitted the apparent low bid, refused to award a contract for reasons related to the Contractor's qualifications, experience, competence, or financial situation? YES NO If the answer to either of questions 5.7(a) or (b) is YES, please provide full details on attached sheets. Please feel free to include a written summary of your position on the matter. 5.8 Debarments, Etc (a) Within the last 5 years, has the Contractor (or any Predecessor Entities or Related Entities) been debarred for any reason by any federal, state, or local government or procurement agencies? YES NO (b) Within the last 5 years, has the Contractor (or any Predecessor Entities or Related Entities) refrained from bidding for any reason, such as suspension or agreement not to bid, or as part of the settlement of a Dispute of any type with any federal, state, or local government or procurement agencies? YES NO If the answer to either of questions 5.8(a) or (b) is YES, please provide full details on attached sheets. Please feel free to include a written summary of your position on the matter. 5.9 Claims History Within the last 5 years, has the Contractor (or any Predecessor Entities or Related Entities) been a party to a Claim with an originally claimed amount in excess of $50,000? [Please note the relatively narrow definition of "Claim" in section 1.2 of the Procedure.] YES NO If YES, please provide full details for each Claim on attached sheets including (a) whether the Claim was brought by or against the Contractor (or any Predecessor Entities or Related Entities), (b) the nature of the Dispute underlying the Claim, (c) originally claimed amounts, (d) the resolution of such Claims (including the amount) or if unresolved, the current status of such Claims, and (e) the name, address and phone number of the primary adverse party who Application - 6 of 11 CITY OF DELRAY BEACH CONTRACTOR'S PREQUALIFICATION APPLICATION can be contacted for additional information, and (f) a written summary of your position on the matter (if desired). 5.10 Bid or Other Crimes Within the last 10 years, has the Contractor (or any Predecessor Entities or Related Entities), or any officers, owners, or Key Personnel of the same ever been indicted on, convicted of, or plead or consented to a violation of a bid crime including bid collusion or any other crime involving fraud or knowing misrepresentation? YES NO If YES, please provide full details on attached sheets. Please feel free to include a written summary of your position on the matter. 5.11 Quality Control Does the Contractor have a written organizational-level quality control plan (as opposed to project-level plans)? YES NO If YES, please answer the following two questions. (a) What year was it first adopted? (b) In what year was its substance last revised? 6. Key Personnel 6.1 Please provide the following information for all Key Personnel whose duties consist primarily of one or more the following functions: (a) project management, (b) quality control and ~C~ Safety Oversight. [Please feel free to provide this information on attached sheets in another format as long as it contains all the information requested.] Name Job Duties Relevant Licenses Experience Education (a-c above) Or Certifications (# of Yrs) (Degree or #Yrs) 1 2 3 4 5 6 [Attach additional sheets as necessary.] Application - 7 of 11 CITY OF DELRAY BEACH CONTRACTOR'S PREQUALIFICATION APPLICATION 7. Bonding 7.1 Is the Contractor capable of obtaining from a Qualifying Bonding Company a performance bond and a payment bond each in the amount of the bid prices that the Contractor well be Submltting to the C1ty7 [See definition of "Qualifying Bonding Company" in section 1.2 of Procedure. ] YES NO If YES, please attach a letter from a Qualifying Bonding Company that (a) states that the said company meets the definition of "Qualifying Bonding Company" set forth in section 1.2 of the Procedure and (b) sets forth the bonding capacity of the Contractor including a specific dollar amount for single project and aggregate amount. Letters indicating "unlimited" bonding capacity are not acceptable. If NO, please explain why you cannot meet the bonding standards set forth in question 7.1 above on attached sheets. 8. Safety 8.1 Does the Contractor have a written safety program? YES NO If YES, please answer the following two questions. (a) What year was it first adopted? (b) In what year was its substance last revised? 8.2 Does the Contractor hold regular work site safety meetings for immediate supervisors? YES NO If YES, at what frequency? Weekly Monthly Other Application - 8 of 11 CITY OF DELRAY BEACH CONTRACTOR'S PREQUALIFICATION APPLICATION 8.3 For each of the last three (3) full calendar years, provide the following totals from your "Log and Summary of Occupational Injuries and Illnesses" (US City of Labor, Bureau of Lab Or StatlstlCS, OSHA NO. 200). [Please feel free to attach copies of your OSHA No. 200 logs or to provide this information in another format on attached sheets as long as it contains all the information requested.] OSHA No. 200 Column # Description 3 Yrs Ago 2 Yrs Ago Last Yr Yearly Total Yearly Total Yearly Total 20 20 1 # of Injury Related Fatalities 2 # of Injuries Involving Lost or Restricted Workdays 3 # of Injuries Involving Days Away From Work 4 # of Days Away From Work Due To Injuries 5 # of Restricted Workdays Due To Injuries 8 # of Illness Related Fatalities 9 # of Illnesses Involving Lost or Restricted Workdays 10 # of Illnesses Involving Days Away From Work 11 # of Days Away From Work Due To Illnesses 12 # of Restricted Workdays Due To Illnesses On attached sheets, please feel free to provide other information to aid in the interpretation of the above information including, for example, the ratio of the above line items to total days worked. Application - 9 of 11 CITY OF DELRAY BEACH CONTRACTOR'S PREQUALIFICATION APPLICATION 8.4 Have you had any accident in the past three years that caused over $ 50,000 in property damage? YES NO If YES, please provide full details of each such accident on attached sheets. Please feel free to include a written summary of your positions regarding any of the information provided in this section 8 -Safety. Complete and attach the Safety Supplemental. 9. Environmental and Civil Rights Information 9.1 Environmental Record. Within the last 5 years, has the Contractor (or any Predecessor Entities or Related Entities) been found to be in violation of any federal, state or local environmental law or regulation in an administrative, civil or criminal proceeding in which the fact finder found that the Contractor intentionally or knowingly committed the violation and/or failed to comply after having been notified of the violation? YES NO If YES, please provide full details, including a summary of your position, on attached sheets. 9.2 Civil Rights Record. Within the last 5 years, has the Contractor (or any Predecessor Entities or Related Entities) had any findings and/or rulings of sexual harassment, discrimination, or other civil rights violations against it? YES NO If YES, please provide full details, including a summary of your position, on attached sheets. Complete and attach the Equal Employment Opportunity/Civil Rights Supplemental. Application - 10 of 11 CITY OF DELRAY BEACH CONTRACTOR'S PREQUALIFICATION APPLICATION 10. Certifications Under Oath By signing below, the person signing below hereby certifies and swears, ON OATH, as follows. 1. I have personal knowledge of all the information contained in this Application OR I am responsible for the accuracy of all such information 2. The information contained in this Application is true and complete. 3. I hereby authorize the City to contact any person or entity necessary to verify or supplement any of the information requested by or provided in this Application without liability, and I hereby further authorize any person or entity contacted to provide any and all information requested without liability. 4. The Contractor has read, understands, and agrees to all terms of the Prequalification Procedure and this Application. 5. I am duly authorized by law and by the Contractor to sign this Application on behalf of the Contractor. Date CONTRACTOR Witness [signature] By: [Name and Title Printed] State of County of Date: Then personally appeared the person who signed this page above and acknowledged this instrument to be his or her free act and deed and the free act and deed of the Contractor, and further said person swore, ON OATH, that the statements made under the section 10 entitled "Certifications Under Oath" are true and complete. Signature of Notary Public Name Printed: My Commission Expires: Application - 11 of 11 MEMORANDUM TO: Mayor and City Commissioners FROM: R. Brian Shutt, Assistant City Attorney THROUGH: City Attorney DATE: January 7, 2009 SUBJECT: AGENDA ITEM WS.3 - SPECIAL/WORKSHOP MEETING OF JANUARY 13, 2009 DIRECTION REGARDING THE BEACH EQUIPMENT RENTAL BID ITEM BEFORE COMMISSION Staff seeks direction regarding the Beach Equipment Rental Invitation to Bid. BACKGROUND On September 3, 2008 the initial Invitation to Bid for Beach Equipment Rental came before the Commission. At that time the Commission had an issue with the format of the bid and the fact that it did not address or allow amenities to be provided by the vendors. In addition, there was confusion about the length of the contract term. Subsequent to the meeting, staff revised the specifications of the bid to clarify certain sections, (the term of the agreement and basis for the award), as well as added other specifications, such as a minimum annual concession fee of $120,000.00 per year and the requirement for additional amenities. The bid limits the allowable amenities to agreements with hotels, the ability to use charge cards and other amenities directly related to and used in conjunction with the beach equipment, but excludes the sale of food, beverages or other retail items. City staff has come up with two main bid alternatives shown in Exhibits "A" and "B". Staff seeks direction on which one is acceptable. There is an additional item for your consideration under Exhibit "C". The Invitation to Bid listed under Exhibit "A" provides for the changes listed above. The Invitation to Bid listed under Exhibit "B" has the same requirements as the bid listed under Exhibit "A", with the additional requirement that the bidder state a percentage of the gross revenue, from the additional amenities, that will be submitted to the City. (See Paragraph "N" under the Bid Specifications). Exhibit "C" contains a "Cone of Silence" provision for your review and consideration. This provision only allows a bidder to communicate with a purchasing department employee from the date of the deadline for the submission of the bid until the Commission takes action on the bid. Exhibit "C" can be added to Exhibit "A" or "B" if the Commission chooses to add the provision. RECOMMENDATION City Commission discretion. EXIHIBIT "A" CITY OF DELRAY BEACH INVITATION TO BID PURCHASING OF~ICIr 100 N.W. 1st AVENUE DELRAY BI=ACH, FL 33444 {561 } 243-7161 17163 B1D NO. DATE: TITLE; INVITATION TO BID -BEACH EQUIPMENT RENTAL CONCESSION FOR THE PUBLICLY OWNED BEACH BIDS MUST BE RECEIVED ON OR BEFORE: time all bids will be publicly opened and read. {d~ 10:00 A.M. at which Invitation to Bid PURPOSE: It is the purpose and intent of this Invitation to secure bids for item{s} andlor services as listed herein for the City of Delray Beach, Florida, hereinafter called the CITY. A MANDATORY PRE-BID CONFERENCE has been scheduled for at 10:00 A.M. located at Clty Hall -1~ Floor Conference Room, i00 N.W. 18~, Delray Beach, FL 33444. All interested bidders are required to attend and may ask questions. SEALED BIDS: Sealed bids will be received in the Purchasing Office until the date and time as indicated above. Bids will be opened publicly in City Hall and all bidders and general public are invited and encouraged to attend. All bids shall be submitted in sealed envelopes, mailed or delivered to the City of Delray Beach, Purchasing Office, 100 NIN First Avenue, Delray Beach, Florida 33444. Outside of envelope shall plainly identify bid by: BID NUMBER, TITLE, AND DATE OF BID OPENING. It is the sole responsibility of the bidder to ensure that his or her bid reaches the Purchasing Offce on or before the closing date and hour as shown above. RETURN ONE COPY OF ALL BID SHEETS. Any failure on the part of the supplier to comply with the ensuing conditions and specifications shall be reason for termination of contract. CITY'S ACCEPTANCE: Unless otherwise specified herein, the bidder will allow a minimum of sixty {60) days from the last date for receiving of bids for acceptance of its bid by the City Manager andlor City Commission. AWARD: The City reserves the right to waive minor variations to specifications, informalities, irregularities and technicalities in any bids, to reject any and all bids in whole or in part, with or without cause; andlor #o accept bids that ih its judgment will be for the best interest of the City, as further stated in Paragraph 12 of the General Conditions. GENERAL GONDITIONS, INSTRUCTIONS AND INFORMATION FOR B[DDERS ~ . SUBMIS510N AND RECEIPT OF BIDS: A. Bids, to receive consideration, must be received prior to the specified time of opening as designated in the invitation. B. Unless otherwise specified, bidders MUST complete ail questions and price blanks in the spaces provided in this Invitation To Bid. Failure to do so may cause your bid to be rejected. However, you may attach supplemental information. C. Bids having any erasures or corrections MUST be initialed by bidder in ink. Bids shall be signed in ink. Ail prices shall be typewritten or filed in with pen and ink. D. All bids MUST be signed with the frm name and by an officer or employee having the authority to -bind the company ar firm by hislher signature. 2. QUANTITIES OR USAGE: Whenever a bid is solicited seeking a source far a specified time for materials or services in the quanti#ies or usage shown, these quantities are es#imated only. No guarantee or warranty is given or implied by the City of Delray Beach as to the total amount that may or may not be purchased from any resulting contracts. These quantities are for bidders' information only and will be used for tabulation and presentation of bid. 3. PRICES: A. Bidder warrants by virtue of bidding that prices, terms, and conditions quoted in his bid will be firm for acceptance for a period of sixty (60) days from the date of opening unless otherwise stated by the City or bidder. B. Prices should be stated in units of quantity specified in the bidding specifications. In case of discrepancy in computing the amount of the bid, the unit price(s) quoted will govern. C. Consideration in awarding bids for term contracts will be given first to the bidder offering firm prices subject to marke# price reduction and second to the bidder offering firm prices for full contract period. Ef at any time during the period of this contract, the City of Delray Beach is able to purchase the items andlor services at prices less than our contract price, the successful bidder shall meet these prices and in the event of his failure to do so, the City of Delray Beach may negotiate for a new cpntract on the open market. D: The City reserves the right to purchase items on state contract if such items can be obtained on the same terms, conditions, specifcations and in the best interest of the City. !=. Bidders may offer a cash discount for prompt payment. However, such discounts will not be considered in determining the lowest net cost for bid evaluation purposes. Bidders should reflect any discounts to be considered in the bid evaluation in the unit prices bid. 4. QUALITY: Ali materials used far the manufacture or construction of any supplies, materials, or equipment covered by this bid shall be new. The items bid must be new, the la#est model, of the best quality, and highest grade workmanship. 5. 5AMPLES: 2 Samples, when requested, must be furnished free of expense to the City and if not used in testing or destroyed,. will upon request within thirty (30) days of bid award be returned at bidder's expense. 6. COPYRIGHTS OR PATENT RIGHTS: Bidder warrants that there has been no violation of copyrights or patent rights in manufacturing, producing, or selling the goods shipped or ordered as a result of this bid, and seller agrees to hold the City harmless from any and all liability; foss, or expense occasioned by any such violation. 7. COMPLIANCE WITH SAFETY STANDARDS: A. All equipment, machinery, electrical appliances, cords and apparatus shall comply with a[l provisions of the Florida State Safety Standards. B. Whenever a bid is sought and services secured for any type of on-site construction the awarded bidder shall remove from the work site at the end of each working day all nabbish and waste debris resulting from his operations. The awarded bidder shall also secure the work site before leaving at the end of each working day. S. MANUFACTURER'S CERTIFICATION: The City of Delray Beach reserves the right to request from bidders separate manufacturer certification of all Statements made in the proposal. 9. SIGNED BID CONSIDERED AN OFFER: This signed bid shall be considered an offer an the part of the bidder or contractor, which offer shall be deemed accepted upon approval by the City Manager andlor City Commission of the City of Delray Beach and in case of default on the part of the bidder or contractor after such acceptance, the City of Delray Beach may take such action as it deems appropriate including legal action for damages or specific performance. 1l}. LIABILITY, INSURANCE, LICENSES AND PERMITS: A. PERMITS: Where bidders are required to perform work on City structure(s) or property as a result of bid award, the City will waive the cost for permits, Contractor shall pay for permits for all other work. B. LICENSES: If you are not licensed to perform work in the City of Delray Beach you MUST obtain an Occupational License before a Notice To Proceed will be issued. C. LIABILITY INSURANCE: The City prefers the insurance and bonding companies have a BEST Rating no less than A-, VII or better. If you have any questions regarding the City's Insurance andlor Bond requirements, please contact the City's Risk Management Office at (561) 243-7150. 11. SPECIFICATIONS: A. For purposes of evaluation, bidder must- indicate any variances from our specifications andlor condi#ions, NO MATTER HOW SLIGHT. If variations are not stated in the proposal,. it will be assumed tha# the product or service fully complies with our specifications. 3 B. Any omissions of detail specifications stated herein that would render the materiallservice fram use as specified wiN not relieve the bidder from responsibility. 12. AWARD OF CONTRACT: The City of Delray Beach reserves the right to accept any Bid or combination of Bid alternates which, in the City's judgment will best serve the City's interest, reject any and ail Bids, to waive any and all informalities andlor irregularities, and to negotiate contract terms with the Successful Bidder, and the right to disregard all non-conforming, npn-responsive, unbalanced ar conditional Bids. The City reserves the right to reject any ar all Bids, or any part of any Bid, to waive any informality in any Bid, and to award the purchase in the bes# interest of the City. Discrepancies in the multiplication of units of Work and unit prices will be resolved in favor of the unit price. Discrepancies between the indicated sum of any column of figures and the correct sum thereof will be resolved in favor of the correct sum. 13. TAXES: The City of Delray Beach is exempt from any sales tax imposed by the State andlar Federal Government. Exemption certificates certified on request. State Sales Tax Exemption Certificate No. 85-80126215590-4 appears on each purchase order. 14. FAILURE TO BID: If you do not bid, return "Statement of No Bid Form" and state reason. Otherwise, YOUR NAME MAY BE REMOVED FROM OUR MAILING LIST. 15. EXCEPTIONS TO CONDITIONS,1 THRU 14 (Boiler Plate} Any time- Bid Specifications differ firom the General Conditions, the Bid Specifications and Special Provisions will prevail. 16. RENEWAL; The City Manager may renew the contract,. at the same terms, conditions, and prices for one consecutive term{s} of THREE years} subject to vendor acceptance, satisfactory performance and determination that renewal will be in the best, interest of the City. 17. ANTI-COLLUSION: A. Bidder certifies that this bid is made without- prior understanding, agreement, ar connection with any corporation, frm or person submitting a bid for the same materials, services, supplies, or equipment and is in all respects fair and without collusion ar fraud. B. No premiums, rebates or gratuities permitted; either with, prior to, or after any delivery of material ar provision of services. Any such violation may result in contract cancellation, return of materials or discontinuation of services and the possible removal from the vendor bid list (s}. 18. CONFLICT OF INTEREST: A. Bidder declares and certifies that no officer, employee ar person whose salary is payable in whole ar part fram the City of Delray Beach is directly or indirectly interested in this bid or in the .supplies, materials, equipment or services to which it relates or in any portion of the profits thereof; or B. The award is subject to provisions of State Statutes and City Ordinances. All bidders must disclose with their bid the name of any officer, director or agent who is also an 4 employee of the City of Delray Beach. Further, all bidders must disclose the name of any City employee who owns, directly or indirectly, an interest of five percent (5) or more in the bidder's firm or any of it's branches. 19. NON-DISCRIM1NATION: The Bidder shall not discriminate against employees or applicants far employment because of race, creed, color, religion, sex, age, handicapped status, disabilities, or national origin. The Bidder wiA endeavor to ensure that applicants are employed and that employees are treated during employment, without regard to their race; creed, color, religion, sex, age, handicap{~ed status, disabilities, or national origin. Such action shall include but not be limited to the following: employment, upgrading, demotion, or transfer; recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training including apprenticeship. The bidder agrees to post in conspicuous places, available to employees and applicants for employment, notices setting faith the provisions of this nondiscrimination clause. These provisions apply to all subcontractors and it is the responsibility of the subcontractors to be in compliance. 20. DISCRIMINATION: An entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid on a contract to provide goods or services to a public entity, may not submit a bid an a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not award or perform work as a con#ractor, supplier, subcontractor, cr consultant under contract with any public entity, and may not transact business with any public entity. STANDARD FORM OF AGREEMENT BETWEEN CITY AND FOR BEACH EQUIPMENT RENTAL CONCESSION RFP #2449- THIS AGREEMENT made this day of , 20~, by and between the CITY OF DELRAY BEACH {hereinafter called CITY} and (hereinafter called BIDDER). WITNESSETW: The CITY and the BIDDER in consideration of the mutual covenants hereinafter set forth, agree as follows: The undersigned BIDDER hereby represents that he has carefully examined all Contract documents, and will perform the contractual requirements pursuant to all covenants and conditions. 2. The BIDDER, as evidenced by the execution of this contract, acknowledges that it has examined the physical characteristics of the jab requirements. The BIDDER further acknowledges that the bid price includes all costs and expenses required for the satisfactory completion of the contracts requirements. 3. The contract between the CITY and the BIDDER include the following documents which are attached hereto and incorporated. herein by reference of the following: CONTRACT DOCUMENTS PAGE NUMBERS Imitation to Bid 1-5 Standard Form of Agreement 6-10 Insurance Requirements 11 Sample lnsurance Form 12-14 Drug Free Work Place Certification 15 Bid Specifications 16-20 Propose[ {Schedule of Pricing) 21 Technical Proposal 22 Questionnaire 23 Bid Signature Form 24 Statement of No Bid 25 References 26 Addenda numbers to ,inclusive,. and any modifications, including Change Orders, duly delivered after execution of this Agreement. 4: The term of this contract shall commence on the date set forth in the Bid Specifications. 5. This agreement shall be governed by the laws of the State of Florida as Now and hereafter in force. The venue for actions arising out of this agreement shall be Palm Beach County, Florida. 6. All notices, requests, demands, and other given if personally delivered. or mailed, certified mail, return receipt requested, to the following addresses: As to City: City of Delray Beach, FL 1t?ONW 1st Avenue Delray Beach, FL 33444 6 As to BIDDER: 7. The BIDDER shad not, without prior written consent of the CITY, assign any portion of its interest under this contract and, specifically, the BIDDER. shall not assign any moneys due or #o became due wi#hou# the prior written consent of the CITY. 8. The CITY and the BIDDER each binds himself, his partners, successors, assigns and legal representatives to the other party. hereto in respect to all covenants., agreements and obligations contained in the contract documents. 9. In consideration of ten dollars t$10.00) and other valuable consideration, the BIDDER shall defend, indemnify and save harmless the CITY, its officers, agents and employees, from or on account of any liabilities, damages, losses and costs received or sustained by any person or persons by or in consequence of any negligence (excluding the sole negligence of the CITY), recklessness or intentional wrongful misconduct of the BIDDER and any persons employed qr utilized by the BIDDER in the performance of this Request for Proposal. BIDDER agrees that negligent, reckless or intentional wrongful misconduct includes, but is not limited to, use of any improper materials or liabilities, damages, losses or costs caused by or on account of the use of any improper materials. BIDDER agrees that negligent, reckless or intentional wrongful misconduct also includes but is not limited to the violation of any Federal, State, County or Gity laws, by-laws, ordinances or ceguiatians by the BIDDER, his subcontractors, agents, servants or employees. BIDDER further agrees to defend, indemnify and save harmless the CITY from ail such claims and fees, and from any and all suits and actions of every name and description that may be brought against the CITY on account of any claims, fees, royalties, or costs for any invention or patent, and from any and .all sui#s and actions that may be brought against the CITY for the infringement of any and all patents or patent rights claimed by any person, firm, or corporation. The indemnification provided above shall obligate the BIDDER to defend at his own expense or to provide for such defense, at the CITY'S option, any-and all claims or liability and all suits and actions of every name and descrip#ion that may be brought against the CITY which may result from the operations and activities under this Contract whether the work be performed by the BIDDER, his subcontractor or by anyone directly or indirectly employed by either. This indemnifcation includes ail costs and fees including attorney's fees and costs at trial and appellate levels. The CITY will pay to the BIDDER the specific consideration of ten dollars and other good and valuable consideration as specific consideration for the indemnification provided herein. Furthermore, the BIDDER acknowledges that the bid price includes said consideration for the indemnification provision. 10. This Agreemen# shall be considered null and void unless signed by both the BIDDER and the CITY. 7 11. The contract documents constitute the entire agreement between the CITY and the BIDDER and may only be altered, amended or repealed by a duly executed written instrument. IN WITNESS WHEREOF, the parties hereto have executed this Agreement, the day and year first above written. ATTEST: City Clerk Approved as to form: City Attorney WITNESS: CfTY OF DELRAY BEACH, FLORIDA By: Rita Ellis, Mayor BIDDER: BY: (Print or type name) (Print or type name and title) 8 CORPORATE ACKNOWLEDGMENT STATE OF COEINTY of The foregoing instrument was acknowledged before me this day of 20 , by (Warne of officer or agent,. title of officer or agent), of {state or place of incorporation} corporation, on behalf of the corporation. He1She is (personally known to me} (or has produced identification) and has used hislher (type of identification} as identification. Signature of Person Taking Acknowledgment Name of Acknowledges Typed, Printed ar Stamped 9 CERTIFICATE (]f Corporation) STATE OF FLORIDA COUNTY OF } SS HEREBY CERTIFY that a meeting of the Board of Directors of a corporation under the laws of the State of passed and adopted: held on , 20,~, the following resolution was duly 'RESOLVED", that , as President of the corporation, helshe is hereby authorized to execute the Agreement dated 20_, between the City of Delray Beach, Florida and this corporation, and that his execution thereof, aftested by the Secretary of the Corporation and with corporate seal affixed, shall be the official act and deed of this corpora#ion". further certify that said resolution is now in foil force and effect. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the corporation this day of , 20 (Secretary} (Seal} 14 INSURANCE RE UIREMENTS A. B. GENERAL During the term of the cantrack with the City, the. contractor shall procure and maintain insurance of the types and to the limits specified in paragraphs (1) to (4} inclusive below. COVERAGE Except as otherwise stated, the amounts and types of insurance shall conform to the following minimum requirements: 1. Worker's Compensation -Coverage to apply for all employees for Statutory Limits in compliance with the applicable State and Federal Laws. in addition, the .policy must include Employer's Liability with Statutory limits of $100,000!$500,0001$100,000. 2. Comprehensive General Liability -Coverage must be afforded on a form no more restrictive than the latest edition of the Comprehensive Genera! Liability Policy filed by the [nsurance Services Office and must include: a) Minimum limits of $1,000,000. per occurrence combined single limit for Bodily Injury Liability and Property Damage Liability. b) Premises andlor Operations. c} Independent Contractors. d) Products andlor Completed Operations. e) No exclusion for Underground, Explosion or Collapse hazards. 3. Business Auto Policy -Coverage must be afforded on a form no more restrictive than the latest edition of the Business Auto Policy filed by the [nsurance Service Office and must include: a) Minimum Limits of $1,000,000. per occurrence combined single Gmit for Bodily Injury Liability and Property Damage Liability. b) Owned Vehicles. c} Hired and Non-Owned Vehicles. d) Employer Non-Ownership. 3. Certificate of Insurance -Certificates of all insurance evidencing the insurance coverage specified in the previous Insurance Administrator prior to commencement of work. The re aired certificates of insurance shall not onl name the es of olicies rovided but shall also refer specifica[Iv to this bid and section and the above paragraphs in accordance with which such insurance is being furnished, and shall state that such insurance is .required by such paragraphs of this contract. The successful bidder will include the Ci of Delra Beach as additional insured. If the initial insurance expires prior to the cample#ion of the work, renewal certificates shall be famished thirty (30} days prior to the date of expiration. Also, under the Cancellation section of the Insurance Certification the words "endeavor to" and "but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representative" shall be crossed out as indicated on the attached "Sample of Insurance Certificate". 1I tel. C~~CATE 4F IJABIt1TY A1fSANCB t ~. ~a+x aF Sato ~~ k msr 1me NIb~IRS~IAOCM NIY1111q I~ELO1Nleo~upps aoe t101i0M~mAY~Os IRE111~Ra11 IMll1910 11~ r i ~ ' ~~ ~ ar e 7:his oartific~ra is l.ssuAd as req~uirad by Ca~rac#.,. (idaat~,fg cvntraat), CexCifiaatu hol~das is aa~sd ~sa as addf.#ioaaL J~arad. ~au~nareo~*+«1~auqual.~utw p~Y O! D~RAI~ B~ACIf ~A°'"~"~``r"~rrr-abe,n,~.,_,_, o~. ~nrr aonww~wauawi.~rwon.oyrrvrR.ww~u~mposo.gcs CIiY fiA~,L Warroawwr~wro~t+~rapnr~saroatMeraa~er~war 1i1~NW 1RAY~N~ . O~itAY ~-ca, I~ X444 ~. 12 aoucrr~ ~ cv ~o ~ v~ a rt~is ~~~~~ ct~ta~s ~~ ~ortc~: ~u~-st~ eta it c~uux. A~}pl'i7[?N~L t~VSl1R~D ~ D~S~CNa4~'Ea P~RSI31~ QR ORG~NM~AT~~7-N T~s ~ndae~ament modes h~surenoo prorided under ara ~ .C{~CIA~. G~I+iOiAE. iJA81LfiY COVER~QE PART ~ ~ - . $~~ # » 1AlIw is !-n btq~tewd'!a ama~da~d kt ~~ as ex~ sddlto~t trp~netl ~ "{eI ~' gat! shown to the t~edWe, but ~--~ p~~ ad n~ aeueed~ In h A~~y your aola ar omr~ne ur the act ar 4tn~ sbt~s oft~are on y~urbahe~ IS. In ~e woe aFyeKn'or~a~ri~g~ or B. fn ooni~ecQo~t w~ ya~e: prerttiaes oe+r~d bar ur rvt~6eot b rots. , i3 ~o~~r ~ ~ a1r~~o~ li Att J1Q[?[E'IQ~At. M+1S1,1~7, ~r pr~oy~tee~ r~u~L !~e endtx~ed. A ~ dt ~aa slogs not~r~sio~h~ ~ hoid~in ~ t~"~ endorae~n({s}. ~ s~oc~rnx+E is waly~ mat m t>ea lsr~ ~ 8on~o~ s+t ~ fir, s~orta>n a~lr ~ ~ A sl~aaed as ff~t ~ aosx iwt a~af~et rtpE~a to Bs oer9l~r ~Ids~ i~ sett eisuc~h etsia~OQ. . ~ ~ lrmu~aitre ap ~ aide or gda samE s~ ~ conigilu~e a aa~r6~ect de4~err ~ ~ ~}, aulsortxed raps~art~re a' pioilucer. and ~ ea~e0s hotilar; rsr dose JE ~ or ~ ~~ ~r~d ~ ~ ~ s, ~ by ~ pppdsa ~d tls~ott (BACK} 14 DRUG FREE WORKPLACE CERTIFICATION If identical tie bids exist, preference will be given to the vendor who submits a certification with their bid/proposal certifying they have a drug-free workplace in accordance with Section 287.087, Florida Statutes. The drug-free workplace preference is applied as follows IDENTICAL TIE BIDS: 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 of by any political subdivision for the procurement of commodities or contractual services, a bid received from a business that certifies that it has implemented adrug-free workplace program shag be given preference in the award process. Established procedures fior processing tie bids will be followed if Wane of the tied vendors have a drug free workplace program. As the person authorized to sign this statement, I certify that this firm complies fully with the following requirements: 1) This firm publishes 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. 2) This firm informs employees about the dangers of drug abuse in the workplace, the business's policy of maintaining adrug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations. 3) This firm gives each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1 ). 4) fn the statement specified in subsection (1 ), this firm notifies the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will abide by the terms of the statement and will notify the employer of any conviction af, or plea of guilty or polo contend ere to, any violation of chapter 893 or of any con#rolled 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. 5) This firm imposes a sanction on or requires the satisfactory participation 'rn a drug abuse assistance or rehabilitation program if such is available in the employee's community, by any employee who is so convicted. 6) This firm will continue to make a good faith effort to maintain adrug-free workplace through implementation of this section. Contractor's Name Signature 15 CIITY OF DELRAY BEACH BID #2p09-_ BEACH EQUIPMENT RENTAL CONCESSION FOR THE PUBLICLY OWNED BEACH B1D SPECIFICATIONS A. PURPOSE The City of Delray Beach, Florida (City) is seeking bids from qualified firms, hereinaf#er referred to as the Bidder, to provide a beach equipment rental concession for the City's municipal beach, in accordance with the terms, conditions, and specifications con#ained in this Invitation to Bid (ITB}, It is the intent of the City to award a single Contract to the first ranked bidder responding to #his ITB. B. TERM OF CONTRACT The contract term shall be for a period of three (3) years beginning on 2009, and expiring on , 2012. Renewal period, if approved by the City, shall be for one additional three (3) year period. C. BEACH EQUIPMENT 1. At no time will more than two hundred fif#y (250} beach chairs, cabanas, umbrellas, and windbreakerslclamshells be permitted on the beach. The two hundred fifty total includes equipment far A#lantic Dunes. 2. The Bidder shall not interfere with private owner's use of their equipment on the beach. 3. The Bidder shall exercise reasonable care. to avoid damage to City Property, including dune, vegetation, and sand fence. Any facility needed for equipment storage must first be approved by the City. D. STORAGE Na equipment shall be left upon the public beach after the hour of 8:00 PM on any day; provided, however, that cabanas do not have to be removed except if hurricane warnings are issued for areas which include all or a portion of the City of Delray Beach, Florida area by the Hurricane Advisory Center of the United States Weather Bureau in Miaml, Florida.. Thereby, the Bidder shall immediately cause all equipment, including cabanas to be removed from the public beach and stored in safe manner elsewhere; equipment shall no# be returned to the beach as long as Bald hurricane warnings remain in effect, and until permission is granted by the Parks Director. Cabana's (shells and platforms) may remain on the beach (must be in compliance with DEP guidelines during sea turtle nes#ing season), all other equipment, {chairs, umbrellas, cushions, etc.} must be stored at the back of the beach by 8:00 PM on each day. E. LOCATION OF EQUPMENT Service is to be provided within the boundaries of the municipal beach (Casuarina Raad north to Beach Drive and at Atlantic Dunes Park}. At this #ime, cabanas, chairs and umbrellas are located beachside from Casuarina Road north up through Vista Del Mar Drive. The Bidder shall be subject to the directipn of the Parks Director and City lifeguards with respect to the location of beach equipment and the area in which the equipment may be located. No equipment is to be placed in front of beach access pathways; egress should be a minimum of fifty (50) fee# wide. Additionally, in front of each lifeguard tower, an egress of sixty (fi0} feet wide sha[I be maintained, with no equipment within fifty (50) feet of any lifeguard #ower. zs The Bidder may place no more than two (2) rows of equipment (cabana's, umbrellas, and chairs) at any given time on the beach. F. APPEARANCE OP PREMISES The Bidder shall be responsible to have a neat, clean and orderly operation at all times and is responsible far maintaining that condition during operating hours within an area of 1a0 feet of the concession site. Bidder shall rake the area and remove all debris as needed to maintain a neat and clean operation. Bidder shall cooperate with City staff, and set-up and break down of rental equipment shall not interfere wi#h City beach maintenance operations. If a public receptacle is not readily accessible to the Concession Area, the bidder shall provide a trash receptacle of no larger than 13 gallons. The Bidder is responsible for the removal of receptacle and contents daily. The City shall have the final approval an the design, type and location of such receptacle. G. EMPLOYEE QUALIFICATIONS AND APPEARANCE During all hours of operation, Bidder shall maintain adequate on-duty personnel to comply with all Perms and conditions of this Contract. A minimum of one (1) stafflconcession personnel member shall be stationed at each Concession Area whom may serve as the equipment attendant. The Bidder shall employ workers to service this operation who are literate, neat, clean, well groomed and courteous, An experienced manager shall be present to oversee the daily operation of this concession and with the full authority to direct the operation and immediately take all corrective action required to correct erroneous procedures and insure complete and continuous compliance with requirements and specifications of Contract at ail times while the Concession is in operation. "Hawking" to attract attention andlor summoning or accosting any person is prohibited. The playing of music, ar allowing other activity that disturbs the public is prohibited. All Bidder employees sha[I wear a City approved identification nametag to be provided at the Bidder's sole cost and expense. Additional information will be forthcoming from the City with regard to the nametag type and style. The City anticipates that a[l beach concession personnel will be in a standardized uniform. The uniform will be in accordance with specifications as approved by the City. H. RATES CHARGED FOR BE4CH EQUIPMENT All rental rates for beach umbrellas, chairs, cabanas and similar beach equipment shall be approved by the City Manager. Any increase in rental rates must have prior approval of the City Manager or his designee. All ren#als of equipment shall include at a minimum a one half day- ('/z} and fu[I-day rental rate. The Bidder shall furnish to the City a schedule of rental charges on aQ equipment. The rental schedule shall be posted in a conspicuous place at the public beach, in a form and location approved by the City Manager or his designee. LICENS)=S The Bidder shall maintain a valid yearly City Occupational License 17 Bidder shall make application for, and obtain at its own expense al[ necessary permits from any governmental entity or agency requiring such. Bidder specificaiiy agrees to obtain the necessary permits, if any, from the Division of Beaches and Shores of the Department of Environmental Protection, State of Florida. Any permits and the expense of obtaining such shall be at no cast to the City of Delray Beach. J. TERMINATION OF CONTRACT Failure of either party to comply with the provisions of the contract shall cause the contract to be voidable upon twenty (20) days written notice to the other party; provided that the City may terminate the contract upon thirty (30) days written notice with or without cause and in the sole discretion of the City. The successful Bidder agrees to remove any of its equipment used in connection with the contract upon demand of the City Manager or hislher designee. Such removal shall suspend the Bidder's obligation to pay the required monthly fee in an amount proportionate to the number of days during which the removal is required. Any removal required by the City which is in excess of twenty (20) days shah be deemed anon-compliance, and the Bidder may exercise the provisions stated in the above paragraph. K. PUBLIC ENTITY CRIMES A person or affiliate who has been placed an the convicted vendor list following. a conviction far a public entity crime may not submit a bid on a contract to provide any goods or services #o a public entity, may not submit a bid an a contract with a public entity for the construction or repair of an public building or public work, may na submit bids on leases of real property to a public entity, may not be awarded ar pertorm 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 Section 287.017, for Category Two for a period of thirty-six (36) months from the date of being placed an the convicted vendor list. L. CONCE5510N FEE PAYMENTS The Bidder shall pay to the City a fixed annual concession fee quarterly in advance, based on #hat amount submitted in the Technical Proposal Section of this ITB and accepted by the Clty. The initial quarterly payment shall be paid within seven (7) working days after notification by the City, of its award of this Contract. Payments are due seven (7} working days prior to the commencement of each quarter thereafter. All payments shall be submitted to the City Finance Department. M. BIDDER MINIMUM FEES The City intends to award a single Contract for the rental of beach equipment. Minimum acceptable annual concession fee: Year 1 $ 120,000AO Year 2 $ 120,000.00 Ysar 3 $ 120,000.00 The above is the minimum acceptable fee. 18 For every increment of $5,000 over the three {3) year aggregate of $3fiD,000 guaranteed minimum, one point will be awarded to the bidder up to a maximum of 30 points. N. ADDITIONAL AMENITIES The Bidder agrees to provide additional amenities to the City as provided in the proposal section of this RFP and as approved by the City. Additional amenities are agreements with hotels for amenity charge plans, amenities direr#ly related to and used in conjunction with the beach equipmen#, and the ability to receive credit cards as payment where each attendant has the ability to give the customer a receipt that does not require the attendant or another Bidder employee to leave the beach. Addltiona[ amenities shall not include the sale or dispensing of food, beverages, sun blocks, suntan products, clothing, other retail items, ar any activity that would limit public use of the beach. The additional amenities must comply wit#t all City rules, policies, ordinances and Comprehensive Plan. The City reserves the right, in i#s sole discretion, to require the Bidder to discontinue any or all of tha additional amenities at any time during the agreement period, upon receiving 30 days written notice from the City. All proposed additional amenities are subject to approval by the City. A proposed additional amanities plan shall be provided in the technical proposal section of this ITB. O. SPECIAL EVENTS The City wil! hold sponsored and cosponsored events and activities on the beach from time to time. In such cases, the City may request that the Bidder cease and desist operations during the tarm of, and in the area of the special event andlar production, and the Bidder shall cease and desist during said term. If the Bidder is not required to close, or chooses to remain open without interference to the special event andlor production, Bidder agrees to coopers#e with the City. During such events, the Bidder may be allowed to continue operations or be assigned a temporary location elsewhere within close proximity of the original assigned site. During the event,. the Bidder has the option of operating hislher equipment from the temporary site or stopping operations until the event is over. The City reserves the right to allow other rental of concessions to operate upon the original assigned site or in close proximity to that site during special events as may be approved by the City. P. MISCELLANEOUS The City grants exclusive right to the Bidder for the services requested in #his invitation to Bid. The succassful Bidder may not subcontract, transfer or assign any portion of the con#ract except with the express written approval of the City. 19 CONSIDERATION FOR AWARDIAWARD PROCEDURES The award of the Contract will be based on certain objective and subjective considerations listed below: 1. Understanding of the overall needs of the City as presented in the proposed plan, including, but not limited to, equipment, management and staffing, implementation schedule, operational plan, rental rates, proposed equipment, storage plan, marketing plan, hurricane plan, etc. Maximum Points Available: 20 paints 2. Experience, qualifications, and references ofi the proposing frm. Maximum Points Available: 15 points 3. Proposing Firm company frnancial Informs#ion. Maximum Points Available: 10 points 4. Proposed plan for management, staffing and operation of concession under this Contract. Maximum Points Available: 10 points 5. Additional Amenities Plan. Maximum Points Available: 15 points 6. Total three (3) year revenue above .guaranteed minimum concession fees proposed. Maximum Points Available: 30 points The evaluation of bids will be conducted by a committee of qualified City staff, or other persons selected by the City. The committee will evaluate all respansive bids based upon the information and references contained within the bids as submitted and score and rank all respansive bids. The first ranked bidder resulting from this process will be recommended to the City Commission for award. information and references submitted wil[ be considered in the award. The City may require visits to customer installations or demonstrations of product by Bidders as part of the evaluation process. The City may require additional information and Bidders agree to furnish such information. The City reserves the right to award the Contract to that Bidder who will best serve the interest of the City. The City reserves the right, based upon its deliberations and in its opinion, to accept or reject any or all bids. The City also reserves the right to waive minor irregularities or variations to the specifications and in the bidding process. 20 PART I: PROPOSAL (SCHEDULE OF PRICING) Year One: Annual concession fee: $ {minimum acceptable $120,000) Year Two: Annual concession fee: $ {minimum acceptable $120,000) Year Three: Annual concession fee: (minimum acceptable $120,000) Total three f3) vear annual concession fee: $ NOTE: APPLICABLE FLORIDA STATE SALES TAXES SHALL 8E ADDED TO THE ABOVE LISTED ANNUAL CONCESSION FEE. 21 PART tl -TECHNICAL PROPOSAL. The fallowing issues should be fully responded to in your proposal in concise narrative form. Additional sheets should be used, but they should reference each issue and be presented in the same order. I. Understanding of the City`s needs for the concession and your overall approach to those needs. II. Your proposed operational plan, including: Storage plan including on-site and off-site storage and any vehicle usage Hurricane preparedness levacuation plan Management and staffing plan Beach maintenance plan of Concession Area(s) Method proposed to anchor umbrellas, and windbreakerlclamshells Additional amenities plan Any other information you feel will assist the City in evaluating your bid III. Provide in your proposal the type of equipment that you plan to provide for rental including specifrcations. Photos ar brochures of the equipment will be helpful in evaluation. IV. List-your proposed rental rates far each contract year. Describe equipment and list proposed rates for an hour, more than an hour, half day, full day and any other rental arrangements. 22 PART III -QUESTIONNAIRE 1. liow many calendar days from award of Contract would you need prior to initiating operations? 2. Number of years experience the bidder has had in providing similar services? 3. List those persons who will have a management or senior position working with the City if you are awarded the Contract. List name, title or position and duties. A resume or summary of experience and qualifications must accompany your proposal. 4. List all contracts currently held for providing similar services. Provide agency name, address, telephone number, contac# person and date contract expires. If services provided differs from the one presented in your proposal, please delineate such differences. 5. List clien#s for wham you have provided similar services in the last three years. Provide agency name, address, telephone. number, contact person, and date sen-ice was provided. If services provided differs from the one presented in your bid, please delineate such differences. 6. Lawsuits {any) pending or completed involving the corporation, partnership or individuals with more than ten percent {10%} interest. a. List all pending lawsuits which are concerned directly with the staff or part of your organization proposed for the Contract. b. List all judgments from lawsuits in the last 5 years which are concerned directly with the staff or part of your organization proposed for the Contract. 7 Attach a Balance Sheet and Statement of Praflt and Lass of the proposing. firm- from the preceding calendar or fiscal year, certified by either an appropriate Corporate Officer, or an independent Certified Public Accountant. If the bidder is a privately held corporation, provide such records, for City review, at a time and place convenient to the City, will satisfy #his requirement. The bidder understands that the information contained in these Bid Documents is to be relied upon by the City in awarding the proposed Contract, and such information is warranted by the bidder to be true. The bidder agrees to furnish such additional information, prior to acceptance of any bid, relating to the qua[ifications of the bidder, as may be required by the City. 23 DELRAY BEACH Ail-AmericaCity 1 B1D SIGNATURE FORMA 1993 ~ 20D1 '~ PLEASE AFFIX SIGNATURE WHERE INDICATED FAILURE TO DO SO SHALL BE CAUSE FOR REJECTION OF YOUR PROPOSAL) BID #:2009- Opening Date: BID TITLE: Beach Equipment Rental for the Publicly Owned Beach COMPANY NAME: DATE: NAMF/T1TLE: ADDRESS: CITY STATE ZIP CODE FEDERAL TAX LD. #: TELEPHONE. FACSIMILE : EMA11 ADDRESS: ( } ( } *SIGNATURE VENDOR SERVICE REPRESENTATIVE FOR PLACEMENT OF ORDER: CONTACT NAME: TELEPHONE:- ( _) 24 DELRAY BEACH ~ L O R 1 O A STATEMENT OF NO-BID AIi America 1993 2001 Bid #2009- _ Beach Equipment Rental Concession for the Publicly Owned Beach if you are not bidding on this servicelcommodity, please complete and return this form to. City of Defray Beach Purchasing Office, 100 NW 1st Avenue, Delray Beach, FL 33444 or fax to (5B7} 243-71fifi. Failure to respond may result in deletion of vendor's name from the qualified bidder's list for the City of Delray Beach. COMPANY NAME: ADDRESS: CITY: TELEPHONE: ~) STATE: ZIP: SIGNATURE: DATE: Minority Owned Business: ( }Black ( }Hispanic { )Woman ( )Other {Specify} We, the undersigned have declined to bid an your Bid # 2009-_ For: Beach Equipment Rental Concession for-the Publicly Owned Beach Specifications too "tight", i.e. geared toward brand or manufacturer only {explain below) Insufficient time to respond to the Invitation to Bid VVe do not offer thts product or an equivalent Our product schedule would not permit us to perform Unable to meet specifications Unable to meet bond. requirements Specifications unclear {explain below} Other (specify below) REMARKS: 25 REFERENCES -BID #2009- COMPANY NAME: ADDRESS: CITY: CONTACT PERSON: PHONE NUMBER: STATE: ZIP: ••urwr rrrwrrrrrrgprrrrrur rrrr rr rrrr rwrw rarrrurrsrrrrrsrrrrrrrrrrrrrrwrrrrrrurrsrrrrgrrrrr qrr rr rrrwrrrr.rrrrrprrr r COMPANY NAME: ADDRESS: CITY: CONTACT PERSON: PHONE NUMBER: STATE: ZIP: wrrrrurrrrrrrrrrrrrrrrrrrrrrrrrrrrrarrr rrpgrrrrrrsrrrrrrrrrrrr~urprsrrrrrrrr rurrrrsrprrrrrprrrrrgrrrrrrrrrrsurr•.p• COMPANY NAME: ADDRESS: CITY: STATE: ZIP: CONTACT PERSON: PHONE NUMBER: r•ursrrrwrrrrurrpr~rrrrrrrrrr rrrr rirrrrrsrrrrrrrurrrrrrprsrrrrrrrrrrrrusrrrrwrrrar rr ruuuyrrrrsrrrrrrragrrrrrrrrrrr• COMPANY NAME: ADDRESS: CITY: STATE: ZIP: CONTACT PERSON: PHONE NUMBER: ••rrrrwrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrurrrrrrsrrrsrurrrrrrrrsrr-rrrrrwrur~grsrrwaruarruprrrr••rrrrrrrrarrrrrrrrrrrrr z6 EI+IIHIBIT "B" CITY OF DEl_RAY BEACH INVITATION TO BID PURCHASING OFFICE 100 N.W. 1st AVENUE DELRAY BEACH, FL 33444 (561 } 243-7161 17163 BLD NO. DATE: TITLE: INVITATION TO BID -BEACH EQUIPMENT RENTAL CONCESSION FOR THE PUBLICLY OWNED BEACH B1DS MUST BE RECEIVED ON OR BEFORE: Q 10:00 A.M. at which time all bids will be publicly opened and read. Invitation to Bid PURPOSE: It is the purpose and intent of this Invita#ion to secure bids for item{s} andlor services as fisted herein for the City of Delray Beach, Florida, hereinafter called the CITY. A MANDATORY PRE-BID CONFERENCE has been scheduled far at 90:00 A.M. located at City Hall -1~ Floor Conference Room, 100 N.W. 'fS~Avenue, Delray Beach, FL 33444. All interested bidders are required #o attend and may aslc questions. 5EALED BIDS: Sealed bids will be received in the Purchasing Office until the date and time as indicated above. Bids will be opened publicly in City Hall and all bidders and general public are invited and encouraged to attend. All bids shall be submitted in sealed envelopes, mailed or delivered to the City of Delray Beach, Purchasing Office,. 100 NW First Avenue, Delray Beach, Florida 33444. Outside of envelope shall plainly identify bid by: BID NUMBER, TITLE, AND DATE OF BID OPENING. It is the sole responsibility of the bidder to ensure that his or her bid reaches the Purchasing Office on or before the closing date and hour as shown above. RETURN ONE COPY OF ALL BID SHEETS. Any failure on the part of the supplier to comply with the ensuing conditions and specifications shall be reason for termination of contract. CITY'S ACCEPTANCE: Unless otherwise specified herein, the bidder will allow a minimum of sixty {60) days from the last date for receiving of bids for acceptance of its bid by the City Manager andlor City Commission. AWARD: The City reserves the right to waive minor variations to specifications, informalities, irregularities and technicalities in any bids, to reject any and all bids in whole or in part, with or without cause, andlor to accept bids that in its judgment will be for the best interest of the City, as further stated in Paragraph 12 of the General Conditions. GENERAL CONDITIONS, INSTRUCTIONS AND INFORMATION FOR BIDDERS SUBMISSION AND RECEIPT OF BIDS: A. Bids, to receive considera#ion, must be received prior to the specified time of opening as designated in the invitation. B. Unless otherwise specified, bidders MUST complete al! questions and price blanks in the spaces provided in this Invitation To Bid. Failure to do so may cause your bid to be rejected. However, you may attach supplemental information. C. Bids having any erasures or corrections MUST be initialed by bidder in ink. Bids shall be signed in ink. Ail prices shall be typewritten or filled in with pen and ink. D. All bids MUST be signed with the firm name and by an officer or employee having the authority to bind the company or firm by hislher signature. 2. QUANTITIES OR USAGE: Whenever a bid is solicited seeking a source for a specified. time for materials or services in the quantities or usage shown, these quantities are estimated only. No guarantee or warranty is given or implied by the City of Delray Beach as to the total amount that may or may not be purchased from any resulting contracts. These quantities are for bidders' information only and will be used for tabulation and presentation of bid. 3. PRICES: A. Bidder warrants by virtue of bidding that prices, terms, and conditions quoted in his .bid will be firm for acceptance far a period of sixty (fiU) days from the date of opening unless otherwise stated by the City orbidder. B. Prices should be stated in units of quantity specified in the bidding spec cations. In case of discrepancy in computing the amount of the bid, the unit price(s) quoted will govern. C. Consideration in awarding bids for term contracts will be given first to the bidder offering firm prices subject to market price reduction and second to the bidder offering firm prices for full contract period. If at any time during the period of this contract, the City of Delray Beach is able to purchase the items and/or services at prices less than our contract price, the successful bidder shall meet these prices and in the event of his failure to do so, the City of Delray Beach may negotiate for a new contract on the open market. D. The City reserves the right to purchase items on state contract if such items can be obtained on the same terms, conditions, specifications and in the best interest of the City. E. Bidders may offer a cash discount for prompt paymen#. However, such discounts will not be considered in determining the lowest net cost far bid evaluation purposes. Bidders should reflect any discounts to be considered in the bid evaluation in the unit prices bid, a. QuALlnr: All materials used for the manufacture or construction of any supplies, materials, or equipment covered by this bid shall be new. The items bid must be new, the latest model, of the best quality, and highest grade workmanship. 5. SAMPLES: 2 Samples, when requested, must be furnished free of expense to the City and if not used in testing or destroyed, will upon request within thirty (3l}) days of bid award be returned at bidder's expense. 6. COPYRIGHTS OR PATENT RIGWTS: Bidder warrants that there has been na violation of copyrights or patent rights in manufacturing, producing, or selling the goods shipped ar ordered as a result of this bid,. and seller agrees to hold the City harmless from any and all liability, loss, ar expense occasioned by any such violation. 7. COMPLIANCE WITH SAFETY STANDARDS: A. All equipment, machinery, electrical appliances, cords and apparatus shall comply with all provisions of the Florida State Safety Standards. B. Whenever a bid is sought and services secured for any type of on-site construction the awarded bidder shall remove from the work site at the end of each working day all rubbish and waste debris resulting Pram his operations. The awarded bidder shall also secure the work site before leaving at the end of each working day. 8. MANUFACTURER'S CERTIFICATION: The City of Delray Beach reserves the right to request from bidders separate manufacturer certification of all Statements made in the proposal. 9. SIGNED B1D CONSIDERED AN OFFER: This signed bid shall be considered an offer an the part of the bidder or contractor; which offer shall be deemed accepted upon approval by the City Manager andlor City Commission of the City of Delray Beach and in case of default on the part of the bidder ar contractor after such acceptance, the City of Delray Beach may take such action as i# deems appropriate including legal action for damages or specific performance. 1a. LIABILITY. INSURANCE, LICEN5E5 AND PERMITS: A. PERMITS: Where bidders are required. to pertorm work on City structures} or property as a result of bid award, the City will waive the cost for permits. Contractor shall pay for permits for all other work. B. LICENSES: If you are not licensed to perform work in the City of Delray Beach you MUST obtain an Occupational License before a Notice To Proceed will be issued. C. 1,IABELITY INSURANCE: The City prefers the insurance and bonding companies have a BEST Rating no less than A-, VII or better. If you have any questions regarding the City's Insurance andlor Bond requirements, please contact the City's Risk Management Office at (561 } 243-7150. 11. :SPECIFICATIONS: A. Far purposes of evaluation, bidder must indicate any variances from our specifications andbr conditions, NO MATTER HOW SLIGHT. If variations are not stated in the proposal, it will be assumed that the product or service fully complies with our specifications. B. Any omissions of detail specifications stated herein that would render the materiallservice from use as specified wi[[ not relieve the bidder from responsibility. 12. AWARD OF CONTRACT: The City of Delray Beach reserves the right to accept any Bid or combination of Bid alternates which, in the City's judgment will best serve the City's interest, reject any and all Bids, to waive any and all informalities and/or in'egularities, and to negotiate contract terms with the Successful Bidder, and the right to disregard all non-conforming, non-responsive, unbalanced or conditional Bids. The City reserves the right to reject any or all Bids, or any part of any Bid, to waive any informality in any Bid, and to award the purchase in the best interest of the City. Discrepancies in the multiplication of units of Work and unit prices will be resolved in favor of the unit price. Discrepancies between the indicated sum of any column of figures and the con'ect sum. thereof will be resolved in favor of the correct sum. 13. TAXES: The City of Delray Beach is exempt from any sales tax imposed by the State andlor Federal Government. Exemption certificates certified on request. State Sales Tax Exemption Certificate No. $5-8Q12621559C-4 appears on each purchase order. 14. FAILURE TO BID: If you do not bid, return "Statement of No Sid Form" and state reason. Otherwise, YOUR NAME MAY BE REMOVED FROM OUR MAILING LIST, 15. FJCCEPTIONS TO CONDITIONS,1 THRU 14 (Boiler Plate) Any time Bid Specifications differ from the General Conditions, the Bid Specifications and Special Provisions will prevail. 16. RENEWAL: The City Manager may renew the contract, at the same terms, conditions, and prices for one consecutive term(s) of THREE year(s) subject to vendor acceptance, satisfactory performance and determination that renewal will be in the best interest of the City. 17. ANTI-COLLUSION: A. Bidder certifies that this bid is made without prior understanding, agreement, ar connection with any corporation, firm or person submitting a bid far the same materials, services, supplies, or equipment and is in ail respects fair and without collusion or fraud. B. No premiums, rebates or gratuities permitted; either with, prior to, or after any delivery of material or provision of services. Any such violation may result in contract cancellation, return of materials or discontinuation of services and the possible removal from the vendor bid list (s}. 1$. CONFLICT OF INTEREST: A. Bidder declares and certifes that no officer, employee or person whose salary is payable in whole or part from the City of Delray Beach is directly ar indirectly interested in this bid ar in the supplies, materials, equipment ar services to which i# rely#es or in any portion of the profits thereof; or B. The award is subject to provisions of State Statutes and City Ordinances, All bidders must disclose with their bid the name of any officer, director or agent who is also an 4 employee of the City of Delray Beach. Further, all bidders must disclose the name of any City employee who owns, directly or indirectly, an interest of five percent {5) or more in the bidder's frrm or any of it's branches. 19. NON-DISCRIMINATION: The Bidder shall not discriminate against employees or applicants for employment because of race, creed, color, religion, sex, age, handicapped status, disabilities, or national origin. The Bidder will endeavor to ensure that applicants are employed and that employees are treated during emp[oyment, without regard to their race, creed, color, religion, sex, age, handicapped status, disabilities, ar national origin. Such action shall include but not be limited to the following: employment, upgrading, demotion, or transfer; recruitment advertising; layoff or #ermination; rates of pay ar other forms of compensation; and seise#ion for training including apprenticeship. The bidder agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimina#ion clause. These provisions apply to all subcontractors and it is the responsibility of the subcontractors to be in compliance. 20. DISCRIMINATION: An entity or affiliate who has been placed on the discriminatory vendor List may not submit a bid on a contract to provide goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction ar repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity, and may not transact business with any public entity. STANDARD FORM OF AGREEMENT BETWEEN CITY AND FOR BEACH EQUIPMENT RENTAL CONCESSION RFP #2QQ9- THIS AGREEMENT made this day of OF DELRAY BEACH (hereinafter called CITY) and called BIDDER}. WITNESSETH: {hereinafter The CITY and the BIDDER in consideration of the mutual covenants hereinafter set forth., agree as follows: The undersigned BIDDER hereby represents that he has carefully examined all Contract documents, and will perform the contractual requirements pursuant to all covenants and conditions, 2. The BIDDER, as evidenced by the execution of this contract, acknowledges that it has examined the physical characteristics of the job requirements. Th.e BIDDER further acknowledges that the bid price includes all costs and expenses required. far the satisfactory completion of the contracts requirements. 3. The contract between the CITY and the BIDDER include the following documents which are attached hereto and incorporated herein by reference of the following: CONTRACT DOCUMENTS PAGE NUMBERS invitation to Bid 1_5 Standard Farm of Agreement 6-1fl Insurance Requirements 11 Sample Insurance Form 12-14 Drug Free Work Place Certification 15 Bid Specifications 16-20 Proposal (Schedule of Pricing) 21 Technical Proposal 22 Questionnaire 23 Bid Signature Form 24 Statement of No Bid 25 References 2$ Addenda numbers to ,inclusive, and any modifications, including Change Orders, duly delivered after execu#ion of this Agreement. 4. The term of this contract shall commence on the date set forth in the Bid Specifications. 5. This agreement shall be governed by the laws of the State of Florida as Now and hereafter in force. The venue for actions arising out of this agreement shall be Palm Beach County, Florida. 6. All notices, requests, demands, and other given if personally delivered or mailed, certified mail, return receipt requested,, to the following addresses: As to City: City of Delray Beach, FL 100 NW 1st Avenue Delray Beach, FL 33444 20^, by and between the CITY 6 As #o BIDDER: 7. The BIDDER shall no#, without prior written consent of the CITY, assign any portion of its interest under this contract and, specifically, -the BIDDER shall not assign any moneys due or to become due without the prior written consent of the CITY. 8. The CITY and the BIDDER each binds himself, his partners, successors, assigns and legal representatives to the other party hereto in respect to all covenants, agreements and obligations contained in the contract documents. 9. In consideration of #en dollars {$10.OQ} and other valuable. consideration, the BIDDER shall defend, indemnify and save harmless the CITY, its officers, agents and employees, from or on account of any liabilities, damages, Fosses and costs received or sustained by any person or persons by ar in consequence of any negligence {excluding the sole negligence of the CITY), recklessness or intentional wrongful misconduct of the BIDDER and any persons employed or utilized by the BIDDER in the performance of this Request for Proposal. 81DDE,R agrees that negligent, reckless or intentional wrongful misconduct includes, but is not limited to, use of any improper materials or liabilities, damages, losses or costs caused by or on account of the use of any improper materials. BIDDER agrees that negligent, reckless or intentional wrongful misconduct also includes but is not limited to the violation of any Federal, State, County or City laws, by-laws, ordinances or regulations by the BIDDER, his subcontractors,. agents, servants or employees. BIDDER further agrees to defend, indemnify and save harmless the CITY from a[I such claims and fees, and from any and all suits and actions of every name and description that may be brought against the CITY on account of any claims, fees., royalties, or costs for any invention or patent, and from any and aq suits and ac#ions that may be brought against the CITY far the infringement of any and all patents or patent rights claimed by any person, firm, or corporation. The indemnification provided above shall obligate the BIDDER to defend at his own expense or to provide for such defense, at the CITY'S option, any and all claims or liability and all suits and actions of every name and description that may be brought against the CITY which may result from the operations and activities under- this Contract whether the work be performed by the BIDDER, his subcontractor or by anyone directly or indirectly employed by either. This indemnifrcation includes all casts and fees including attorney's fees and costs at trial and appellate levels. The CITY will pay to the 81DDER the specific consideration of ten dollars and other good and valuable consideration as specific consideration for the indemnification provided herein. Furthermore, the BIDDER acknowledges that the bid. price includes said consideration for the indemnification provision. 10. This Agreement shall be considered null and void unless signed by both the BIDDER and the CITY. 7 11. The contract documents constitute the entire agreement between the CITY and the BIDDER and may only be altered, amended or repealed by a duly executed written instrument. IN WITNESS WHEREQF, the parties hereto have executed this Agreement, the day and year fast above written. ATTEST: CITY OF DELRAY BEACH, FLORIDA City Clerk Approved as to form: City Attorney WITNESS: (Print or type Warne} gy: Rita Ellis, Mayor BIDDER: BY: (Print or type name and title) 8 CORPORATE ACKNOWLEDGMENT STATE OF COUNTY of The foregoing instrument was acknawiedged before me this day of 2l? , by (name of officer or agent, title of officer or agent), of (state or place of incorporation) corporation, on behalf of the corporation. HelShe is (personally known tome) (or has produced identificatian)avd has used hislher (type of identification) as identification. Signature of Person Taking Acknowledgment Name of Acknawiedger Typed, Printed or Stamped CERTIFICATE (If Corporation) STATE OF FLORIDA SS COUNTY OF l HEREBY CERTIFY that a meeting of the Board of Directors of a corporation. under the laws of the State of held on , 2~~, the following resolution was duly passed and adopted: "RESOLVED", that , as President of the corpora#ian, helshe is hereby authorized to execute the Agreement dated 20 ,between the City of Delray Beach, Florida and this corporation, and that his execution thereof, attested by the Secretary of the Corporation and with corporate seal afi'ixed, shad be the official act and deed of this corporation". further certify that said resolution is now in full force and effect. IN WITNESS WHEREOF, I have hereun#o set my hand and affixed the ofFcial seal of the corporation this day of , 20 (Secretary} (Seat} 10 INSURANCE RE UIREMENTS A. GENERAL During the term of the contract with the City, the contractor shall procure and maintain insurance of the types and to the limits specified in paragraphs (1) to (4} inclusive below. B. COVERAGE Except as otherwise stated, the amounts and types of insurance shall conform to the following minimum requiremen#s: Worker's Com ensation -Coverage to apply for all employees for Statutory Limits in compliance with the applicable State and Federal Laws. In addition, the policy must include Employer's Liability with Statutory limits of $100,0001$500,0001$100,000. 2. Cam rehensive General Liabili -Coverage must be afforded on a form no more restrictive than the latest edition of the Comprehensive General Liability policy filed by the Insurance Services Offce and must include: a) Minimum limits of $1,000,000. per occurrence combined single limit for Bodily injury Liability and Property .Damage Liability. b) Premises and/or Operations. c) ]ndependent Contractors. d} Products andlor Completed Operations. e} No exclusion for Underground, Explosion or Collapse hazards. 3. Business Auto Policy -Coverage must be afforded on a form no more restrictive than the latest edition of the Business Auto Policy tiled by the Insurance Service Office and must include: a) Minimum Limits of $1,000,000. 'per occurrence combined single limit for Bodily Injury Liability and Property Damage Liability. b) Owned Vehicles. c} Hired and Non-Owned Vehicles. d} Employer Non-Ownership. 3. Certificate of Insurance -Certificates of a!I insurance evidencing the insurance coverage specified in the previous Insurance Administrator prior to commencement of work. The re aired certificates of insurance shall not onl name the es of olicies , rovided but shall also refer s ecificall to this bid and section and the above ara ra hs in accordance with which such insurance is being furnished, and shall state that such insurance is reouired by such_para~raphs of #his contract. The successful bidder will include the Ci of Delra. Beach as additional insured. If the initial insurance expires prior to the completion of the work, renewal certificates shall be furnished thirty (30) days prior to the date of expiration. Also, under the Cancellation section of the Insurance Certification the words "endeavor to" and "but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representative" shall be crossed out as indicated on the attached "Sample of Insurance Certrfcate". 11 aiaw~wra~~wsaro~aoo~w~rRarrraNrt~r~gr sraesMOG~uc~ri~wa~rnK ri-L~wr~wemna ,,~„_, p~ ~y~nnrr •l~Y O~ p~t~lAl~ R~ICN ~~o'+Mr~wia~am~a~w~,r~-rrw~rrmouso~rrr+c CR1f HAEL r~.oanoa~w~aea.urraaa~u,~nrenw,waaroR 1~ NMI 1~AV~IN~ atv ~~. R w~u~ro zs ~w~y ®~cv~aoca~ see 12 ' pOLl~YhtUi~ABER: ~ 1 CollAlitl3iCflli,{~1~RE1[,LL4~[f„i~Y CO 1'Q ~ ~~` 04 rws ~NnaRS~~' cH~rtv~s ~ ~~~.ic~r ~as~ ~ ~r ~~t~.r. AUQ~~"rC~N~tL 1NSUlD _ D~~~G~TEl~ P~RSC~(~ ~?R OR'G~i~~l'~'l~r1l T~ a~dpis~egt Inoc~c.+ ~ura~Ce ~tvridod udder the ~ . .co~-+a~+at. G~r~. purr cov~~a~ P ~~ ~ . w ~ ~ Ai ~ f1 ~ NP ~ w Q1,ide 8t llfl ~ ~~rodlha ~Or80fF(~ ~i'd1~1E1F ehowrt to Ohs ~ad110. buf a[dywlEh p~n~~nd ~ ~ aauied, w ~1 P~ 'ylDl~' ~ Or 4~1~iilGtl~ Ot' #~ 11~ CI' p111fi- ilClii 0~~100~ rdF~ OFl y4Yf bahd~ A. IR ~ ~I~i~i110C OI'~ Qf~0ik1~ OpOt9~Dli~ Oi ' ~. ~I'+ tl01#fIBG~01! YY~1 ~' ~fpRilBBe ON91~ ~f 4!' +b~. 13 C~V[AQRTANT u ~ as noedor ~ ~ +~- ~vs1,r~, m. ~ ~ an~ara~ n ~ on We oayeoata not~~iaah~ ~ haft~'~n ~av al'suoh endataennnb(s}. ~ ~ ~s wwrv~, a- paf ~m+c .~a ~ ~ -~ ~ air sn e~ ~ t on ~ aer~s ~ ~ aw~er r(QE~t to Hw oe~lfes~ haldarl~ ~ds~on~ ~ . oau~t me ~ or l~rnc~ as tea Ufa or ~ ~ au. ~ a be~ruen ~ Ia~eng ~ ~ +~ p' P~ and ~ oft t~der; rwr dnpq !~ ~ ar,~ armed, aad6and ar sir ~ aa~ a ~ ~e pagalsg mad ([SACK) 14 IDRUG FREE WORKPLACE CERTIFICATION If identical tie bids exist, preference will be given to the vendor who submits a certification with their bidlproposal certifying they have adrug-free workplace in accordance with Section 287.087, Florida Statutes. The drug-free workplace preference is applied as follows: IDENTICAL TIE BIDS: 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 of by any political subdivision for the procurement of commodities or contractual services, a bid received from a business that certifies that it has implemented adrug-free workplace program shall be given preference in the award process. Established procedures for processing tie bids will be followed if none of the tied vendors have a drug-free workplace program. As the person authorized to sign this statement, l certify that this firm complies fully with the following requirements: 1) This firm publishes 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. 2) This firm informs employees about the dangers of drug abuse in the workplace, the business's policy of maintaining adrug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs., and the penalties that may be imposed upon employees for drug abuse violations. 3) This firm gives each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1). 4) In the statement specified in subsection {1}; this firm notifies the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will abide by the terms of the statement and will notify the employer of any convic#ion of, or plea of guilty or nolo contend ere to, any violation of chapter 893 or of any controlled substance law of the United States or any state, far a violation occun'ing in the workplace no later than five (5) days after such conviction. 5) This frm imposes a sanction on or requires 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, 6} This firm will continue to make a good faith effort to maintain adrug-free workplace through implementation of this section. Contractor's Name Signature 15 CITY OF DELRAY BEACH BID #2Qt)9-_ BEACH EQUIPMENT RENT/4I_ CONCESSION FOR THE PUBLICLY OWNED BEACH BID SPECIFICATIONS A. B. C. D. E. PURPOSE The City of Delray Beach, Florida (City) is seeking bids from qualified firms, hereinafter referred to as the Bidder, to provide a beach equipment rental concession for the City's municipal beach, in accordance with the terms, conditions; and specifications contained in this Invitation to Bid (ITB). It is the intent of the City to award a single Contract to the frrst ranked bidder responding to this ITB. TERM OF CONTRACT The contract term shall be far a period of three (3) years beginning on 2009, and expiring on , 2012. Renewal period, if approved by the City, shall be for one additional three {3} year period. BEACH EQUIPMENT 1. At no tim® wip more than two hundred fifty {250) beach chairs, cabanas, umbrellas, and windbreakerslclamshells be permitted on the beach. The two hundred fifty total includes equipment for Atlantic Dunes. 2. The Bidder shall not interfere with private owner's use of their equipment on the beach. 3. The Bidder shall exercise reasonable care to avoid damage to City Property, including dune, vegetation, and sand fence. Any facility needed for equipment storage must first be approved by the City. STORAGE No equipment shall be left upon the public beach after the hour of 8:00 PM on any day; provided, however, that cabanas do not have to be removed except if hurrigne warnings are issued for areas which include all or a portion of the City of Delray Beach, Florida area by the Hurricane Advisory Center of the United States Weather Bureau in Miami, Fiorida. Thereby, the Bidder shat[ immediately cause all equipment, including cabanas to be removed from the public beach and stored in safe manner elsewhere; equipment shall not be returned to the beach as long as said hurricane warnings remain in effect, and until permission is granted by the Parks Director. Cabana's (shags and platforms) may remain on the beach {must be in compliance with DEP guidelines during sea turtle nesting season), ali o#her equipment, (chairs, umbrellas, cushions, etc.) must be stored a# the back of the beach by 8:00 PM an each day. LOCATION OF EQUPMENT Service is to be provided within the boundaries of the municipal beach (Casuarina Road north to Beach Drive and at Atlantic Dunes- Park). At this time, cabanas, chairs and umbrellas are located beachside from Casuarina Road north up through Vista Dei Mar Drive. The Bidder shall be subject to the direction of the Parks Director and City lifieguards with respect to the location of beach equipment and the area in which the equipment may be located. No equipment is to be placed in fron# of beach access pathways; egress should be a minimum of fifty (50) feet wide. Additionally, in front of each lifeguard tower, an egress of sixty (60) feet wide shall be maintained, with no equipment within fifty (s0) feet of any lifeguard tower. 16 The Bidder may place no more than -two (2) rows of equipment (cabana's, umbrellas, and chairs) at any given time on the beach. F. APPEARANCE OF PREMISES The Bidder shall be responsible to have a neat, clean and orderly operation at all times and is responsible for maintaining that condition during operating hours within an area of 100 feet of the concession site. Bidder shaA rake the area and remove all debris as needed to maintain a neat and clean operation. Bidder shall cooperate with City staff, and set-up and break down of rental equipment shall not inter ere with City beach maintenance operations. If a public receptacle is not readily accessible to the Concession Area, the bidder shall provide a trash receptacle of no larger than 13 gallons. The Bidder is responsible far the removal of receptacle and contents daily. The City shall have the final approval on the design, type and location of such. receptacle. G. EMPLOYEE QUALIFICATIONS AND APPEARANCE During all hours of operation, Bidder shall maintain adequate on-duty personnel to comply with all terms and conditions of this Contract. A minimum of one (1 } stafflconcession personnel member shall be stationed at each Concession Area whom may serve as the equipment attendant. The Bidder shall employ workers to service this operation who are literate, neat, clean, well groomed and courteous. An experienced manager shall be present to oversee the daily operation of this concession and with the full authority to direct the operation and immediately take all corrective action required. to correct erroneous procedures and insure corrmplete and continuous compliance with requirements and specifications of Contract at all #imes while the Concession is in operation. "Hawking" to attract attention andlor summoning or accosting any person is prohibited. The playing of music, or allowing other activity that disturbs the public is prohibited. All Bidder employees shall wear a City approved identification nametag to be provided at the Bidder's sole cost and expense. Additional information will be forthcoming from the City with regard to the nametag type and style. The City anticipates that all beach concession personnel will be in a standardized uniform, The uniform will be in accordance with specifications as approved by the City. H. RATES CHARGED FOR BEACH EQUIPMENT All ren#al rates for beach umbrellas, chairs, cabanas and similar beach equipment shall be approved by the City Manager. Any increase in rental rates must have prior approval of the City Manager ar his designee. All rentals of equipment shall inGude at a minimum a one half day- (%2} and full-day rental rate, The Bidder shall furnish to the City a schedule of rental charges on all equipment. The rental schedule shall be posted in a conspicuous place at the public beach, in a form and location approved by the City Manager or his designee. LICENSES The Bidder shall maintain a valid yearly City Occupational License l7 Bidder shall make application for, and obtain at its awn expense al! necessary permits from any governmental entity or agency requiring such. Bidder specifically agrees to obtain the necessary permits, if any, from the Division of Beaches and Shores of the Department of Environmental Protection, State of Florida. Any permits and the expense of obtaining such shall be at no cost to the City of Defray Beach. J. TERMINATION OF CONTRACT Failure of either party to comply with the provisions of the contract shall cause the contract to be voidable upon twenty {20) days written notice to the other party; provided that the City may terminate the contract upon Thirty (30) days written notice with or without cause and in the sole discretion of the City. The successful Bidder agrees to remove any of its equipment used in connection with the contract upon demand of the City Manager or hislher designee. Such removal shall suspend the Bidder's obligation to pay the required. monthly fee in an amount proportions#e to the number of days during which the remavaE is required. Any removal required by the City which is in excess of twenty {20) days shall be deemed anon-compliance, and the Bidder may exercise the provisions stated in the above paragraph. K. PUBLIC ENTITY CRIMES A person ar affiliate who has been placed an the convicted vendor fist following a conviction for a public entity crime may not submit a bid on a contract to provide any goods ar services to a public entity, may oat submit a bid on a con#ract with a public entity for the construction or repair of an public building or public work, may no submit bids 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 Section 287.017, for Category Two for a period of thirty-six {3fi) months from the date of being placed on the convicted vendor list. L. CONCESSION I=EE PAYMENTS The Bidder shall pay to the City a fixed annual concession fee quarterly in advance, based on that amount submitted in the proposal section of this RFP and. accepted by the City. The initial quarterly payment shall be paid within seven (7) working days afker notification by the City, of its award of this Contract. Payments are due seven (7) working days prior to the commencement of each quarter thereafter. All payments shall be submitted to the City Finance Department. M. BIDDER MINIMUM FEES The City intends to award a single Contract for the rental of beach equipment. Minimum acceptable annual concession fee: Year 1 $120,000,00 Year 2 $ 120,OOOA0 Year 3 $120,000.00 The above is the minimum acceptable fee. I$ For every increment of $5,000 over the three (3} year aggregate of $360,000 guaranteed minimum, one point will be awarded to the proposer up to a maximum of 30 points. N. ADDITIONAL AMENITIES The Bidder agrees to provide additional amenities to the City as provided in the Technical Proposal Section of this ITB and as approved by the City. Additional amenities are agreements with hotels for amenity charge plans, amenities directly related to and. used in conjunction with the beach equipment, and the ability to receive credit cards as payment where each attendant has the ability to give the customer a receipt that doss not require the attendant or another Bidder employee to leave the beach. Additional amenities shall not include the sale or dispensing of food, beverages, sun blocks, suntan products, clothing, other retail items, or any activity that would limit public use of the beach. The additional amenities must comply with all City rules,. policies, ordinances and Comprehensive Plan. The City reserves the right, in its sale discretion, to require the Bidder to discontinue any or all ofi the additional amenities at any time during the agreement period, upon receiving 30 days written notice from the City. All proposed additional amenities are subject to approval by the City. In addition to the fixed annual concession fee, the Bidder shat! pay a percentage, as proposed and accepted by the City, of its annual gross revenue from the Bidder's additional amenities, less applicable sales tax. This- percentage only refaces to the gross revenue from additional amenities this is NOT a percentage of, nor does it include, the Bidder's grass revenue from its general beach equipment rental business. The additional amenities are those items that are set forth in the additional amenities plan provided under the Technical Proposal Section. Within sixty (60} days after the end of each Contract year, the Bidder shall deliver to the City a written annual statement of the gross revenue of the additional amenities accompanied by such payment. The City may request an audited statement and if requested, the Bidder shall provide such audited statement, certified by a certified public accoun#ant. Bidder shall have 30 days, after receiving the request from the City, to provide such statement. A proposed additional amenities plan shall be provided. in the technical proposal section of this ITB. O. SPECIAL EVENTS The City will hold sponsored and cosponsored events and activities on the beach from time to time. In such cases, the City may request that the Bidder cease and desist operations during the term of, and in the area of the special event andlor production, and the Bidder shall cease and desist during said term. If the Bidder is not required to close, or chooses to remain open without interference to the special event andlor production, Bidder agrees to cooperate with the City, poring such events, the Bidder may be allowed to continue operations ar be assigned a temporary location elsewhere within close proximity of the original assigned site. During the event, the Bidder has the option of operating hislher equipment from the temporary site or stopping operations until the event is over. The City reserves the right to allow other rental of concessions to operate upon the original assigned site or in close proximity to that site during special events as may be approved by the City. P. MISCELLANEOUS The City grants exclusive right to the Bidder for the services requested in this Invitation to Bid. 19 The successful Bidder may not subcontract, transfer or assign any portion of the con#ract except with the express written approval of the City. CONSIDERATION FOR AWARDIAWARD PROCEDURES The award of the Contract will be based on certain objective and subjective considerations listed below: 1. Understanding of the overall needs of the City as presented in the proposed plan, including, but not limi#ed to, equipment, management and staffing, implementation schedule, operational plan, rental rates, proposed equipment, storage plan; marketing plan, hurricane plan, etc. Maximum Points Available: 20 points 2. Experience, qualifications, and references of the proposing firm. Maximum Points Available: 15 paints 3. Proposing Fim~ company financial Information. Maximum Points Available: 10 points 4. Proposed plan for management, s#affing and operation of concession under this Contract. Maximum Points Available: 10 poin#s 5. Additional Amenities Plan and percentage of the gross revenue from the safe of additional amenities. (The gross revenue only includes the revenue from the sale of additional amenities and not the beach equipment rental fees) Maximum Points Available: 15 points 6. Total three (3}year revenue above guaranteed minimum concession fees proposed.. Maximum Poin#s Available: 30 points The evaluation of bids will be conducted by a committee of qualified City s#afF, or other persons selected by the City. The committee will evaluate all responsive bids based upon the information and references contained within the bids as submitted and score and rank all responsive bids. The first ranked bidder resulting from this process will be recommended to the City Commission for award. information and references submitted will be considered in the award. The City may require visits to customer installations or demonstrations of product by Bidders as part of the evaluation process. The City may require additional information and Bidders agree to famish such information. The City reserves the right to award the Contract to that Bidder who will best serve the interest of the Ci#y. The City reserves the right, based upon its deliberations and in its opinion, to accept or reject any or all bids. The City also reserves the right to waive minor irregularities or variations to the specifications and in the bidding process. 20 PART I: PROPOSAL (SCHEDULE OF PRICING) Year One- Annual concession fee: Year Two• Annual concession #ee: Year Three: Annua[ concession fee: (minimum acceptable $'[20,000) (minimum acceptable $120,000) (minimum acceptable $120.,000) Total three f3)„.year annual concession fee: $ NOTE: APPLICABLE FLORIDA STATE SALES TAXES SHALL BE ADDED TO THE ABOVE LISTED ANNUAL CONCESSION FEE. Percentage of Annual Gross Revenue from the sale of additional amenities, offered to customers in the operation of the beach equipment rental concession, less applicable sales tax. °~ 21 PART II -TECHNICAL PROPOSAL The following issues should be fully responded to in your proposal in concise narrative form. Additional sheets should be used, but they should re#erence each issue and be presented in the same order. I. Understanding of the City`s needs for the concession and your overall approach to those needs. II. Your proposed operational plan, including: Storage plan including on-site and off-site storage and any vehicle usage Hurricane preparedness levacuation plan Management and s#affing plan Beach maintenance plan of Concession Area(s) Method proposed to anchor umbrellas, and windbreakerlclamshells Additional amenities plan Any other information you feel will assis# the City in evaluating your bid III. Provide in your proposal the type of equipment that you plan to provide for rental including specifications. Photos or brochures of the equipment will be helpful in evaluation. IV. List your proposed rental rates for each contract year. Describe equipment and list proposed rates for an hour, mare than an hour, half day, fu[[ day and any other rental arrangements. ~2 ipART Ilt -QUESTIONNAIRE 1. How many calendar days from award of Contract would you need prior to initiating operations? 2. Number of years experience the bidder has had in providing simiiar services? 3. List these persons who will have a management or senior positian working with the City if you are awarded the Contract. List name,-title or position and duties. A resume or summary of experience and qualifications mus# accompany your proposal. 4. List all contracts currently held for providing similar services. Provide agency name, address, telephone number, contact person and date contract expires. If services provided differs from the one presented in your proposal, please delineate such differences. 5. List clients for whom you have provided similar services in the fast three years. Provide agency name, address, telephone number, contact person, and date service was provided. If services provided differs from the one presented in your bid, please delineate such differences. 6. Lawsuits (any) pending or completed involving the corporation, partnership or individuals with more than ten percent ('[ 0%) interest. a. List a[I pending lawsuits which are concerned direc#ly with the staff or part of your organization proposed far the Contract. b. List all judgments #rom lawsuits in the last 5 years which are concerned direct}y with the staff yr part of your organization proposed for the Contract. 7 Attach a Balance Sheet and Sta#emen# of Profit and Loss of the proposing frrm from the preceding calendar or fiscal year, certified by either an appropriate Corporate Officer, or an independent Certified Public Accountant. If the bidder is a privately held corporation, provide such records, for City review, at a time and place convenient to the City, will satisfy this requirement. The bidder understands that the information contained in these Bid Documents is to be relied upon by the City in awarding the proposed. Contract, and such information is warranted by the bidder to be true. The bidder agrees to furnish such additional information, prior to acceptance of any bid, relating to the qualifications of the bidder, as may be required by the City. 23 DELRAY BEACH F 1 p R 1 O~yA ~~ BID SIGNATURE FORM 1993 * PLEASE AFFIX SIGNATURE WHERE INDICATED 200 (FAILURE TO DO SO SHALL BECAUSE FOR REJECTION OF YOUR PROPOSAL} B1D #:2009- Opening Date: BID TITLE: Beach Equipment Rental for the Publicly Owned Beach COMPANY NAME: DATE: NAMEITlTLE: ADDRESS: CITY FEDERAL TAX LD. #: TELEPHONE: FACSIMILE : STATE ZIP CODE (~ (~~~ EMAIL ADDRESS: *SIGNATURE VENDOR SERVICE REPRESENTATIVE FOR PLACEMENT OF ORDER: CONTACT NAME: TELEPHONE: ) 24 DELRAY BEACH f t a x ~ o ~ STATEMENT OF NO-BID al-a~rl~t~„ ~ ~ 1993 tool B1d #ZQ09- _ Beach Equipment Rental Concession for the Publicly Qwned Beach ~ If you are not bidding on this servlcelcommodity, please complete and return this farm to: City of Delray Beach Purchasing Office, 100 NW 1st Avenue, Delray Beach, FL 33444 or fax to (561) 243.71fib. Failure to respond may result in deletion of vendor's name from the qualified bidder's list for the City of Delray Beach. COMPANY NAME: ADDRESS: CITY: TELEPHONE: (,) _ SIGNATURE: DATE: ZIP: Minority Owned Business: ( )Black ( )Hispanic ( )Woman ( )Other (Specify) We, the undersigned have declined to bid on your Bid # 2009-_ 1=or: Beach Equipment Rental Concession for the Publicly Owned Beach Specii'ICations too °#ight", i.e. geared toward brand or manufacturer only (explain below) Insufficient time to respond to the Invitation to Bid We do not offer this product or an equivalent Our product schedule would not permit us to perform Unable to meet specifications Unable to meet bond requirements Specifications unclear (explain below) Other (specify below) REMARKS: STATE: 25 REFERENCES - B[D #2009- COMPANY NAME: ADDRESS: CITY: CONTACT PERSON: PHONE NUMBER: STATE: ZIP: ..111111i1ii111i1i1iiiii11111i11i1i1ii11111111111111111.1111.11i1111iii111.111111ii11i111111.11••111i1111ifi1111i111ii1ii111i1• COMPANY NAME: ADDRESS: CITY: CONTACT PERSON: PHONE NUMBER: STATE; ZIP: ............1'11i1iiiiii11i1i1iii1i11111i1i111111111111111111111111^•11111111111111~.........1...,i111i1i111111111111111111111111 COMPANY NAME: ADDRESS: CfTY: STATE: Z1P: CONTACT PERSON: PHONE NUMBER: •111.111111••f111111111111111111N1111i111\(111111\1i1••11111i••iliii•i1i1Nl1111111111111111111111111111111Ni11i111ii11i11M• COMPANY NAME: ADDRESS: CITY: STATE: ZIP: CONTACT PERSON: PHONE NUMBER: .....................................••1'11111.111111-11i1i1ii1iiil^ii.11111.1/1111111/11111111111••11111111111111111111111111111' z6 EXIHIBIT "C" CONE OF SILENCE Bidders are advised that a bidder or anyone representing the bidder cannot communicate with any City Commissioner, or any City employee, other than the City employees located in the Purchasing Department, regarding its bid. i.e., a "Cone of Silence°'. The "Cone of Silence" is in effect from the date/time of the deadline for submission of the bid, and terminates at the time. that the City Commission awards or approves a contract,, rejects all bids, or otherwise takes action which ends the solicitation process. MEMORANDUM TO: Mayor and City Commissioners FROM: Douglas Smith, Assistant City Manager THROUGH: David T. Harden, City Manager DATE: January 5, 2009 SUBJECT: AGENDA ITEM WS.4 - SPECIAL/WORKSHOP MEETING OF JANUARY 13, 2009 QUESTIONS FOR THE ANNUAL CITIZEN'S ROUNDTABLE MEETING ITEM BEFORE COMMISSION The item before the City Commission is direction regarding the questions to use for the Annual Citizen's Roundtable Meeting to be held on Tuesday, January 27 at 7:00 p.m. at Old School Square. BACKGROUND Two year's ago, the Annual Town Hall Meeting was renamed the Annual Citizen's Roundtable. Under the previous town hall meeting format, residents came to a microphone for public comment following presentations by Planning and Zoning, the CRA, and the City Manager. With the roundtable format, presentations are conducted in the Crest Theatre and then a facilitated roundtable discussion is held in the Old School Square gym. This allows more opportunity for the public to interact with City staff and provide input on important issues. The list of questions from the 2007 and 2008 Roundtable sessions are attached for the Commission's review along with a list of suggested questions for this year's event for your consideration. RECOMMENDATION Requesting Commission direction regarding questions for the 2009 Annual Citizen's Roundtable event. SUGGESTED QUESTIONS ANNUAL CITIZEN'S ROUNDTABLE QUESTIONS -January 27, 2009 1. Identify up to three major issues facing the City and provide suggestions of ways to help address at least one of the issue(s) identified (15 minutes) Tables Report on Responses to Question #1 to the Main Group (10 minutes) 2. Planning and Zoning infrastructure questions (15 minutes total -respond to both parts) a). Are there any infrastructure deficiencies in your neighborhood or at your business location within the City that you would like to have addressed? These would include, but not be limited to, sidewalks, drainage issues, sewer or water main related items, street lighting, street repairs, street resurfacing public street signage etc. b). Are there any infrastructure deficiencies or needs you are aware of elsewhere in the City? Tables Report on Responses to Question #2 to the Main Group (10 minutes) 3 a). What suggestions do you have for improving City programs and services? 3 b). What programs, services, or topics would you like the City to communicate more about? (8 minutes total -respond to both parts) 4 a). What suggestions do you have for providing City services for less cost? 4 b). What City services do you feel could be cut back or eliminated? (8 minutes total -respond to both parts) ANNUAL CITIZEN'S ROUNDTABLE QUESTIONS -January 30, 2008 1. Identify and list maj or issues facing the City and select the top five most important issues (as determined by each table). The top five issues will be reported to the main group. (Please note that there are issues affecting the City that the City does not control, but feel free to include these on the list) (10 minutes) Tables Report on Responses to Question #1 to the Main Group (10 minutes) 2. From the major issues identified in question 1 (from any of the tables), select one or two issues and provide suggestions of ways to help address the issue(s) (10 minutes) 3. Planning and Zoning infrastructure questions (15 minutes total -respond to both parts) a). Are there any infrastructure deficiencies in your neighborhood or at your business location within the City that you would like to have addressed? These would include, but not be limited to, sidewalks, drainage issues, sewer or water main related items, street lighting, street repairs, street resurfacing public street signage etc. b). Are there any infrastructure deficiencies or needs you are aware of elsewhere in the City? 4. Provide suggestions for: a). Programs, services, or topics you would like to see additional information communicated about. b). Improving City programs and services. c). How the City could provide services for less cost. d). What services could be cut back or eliminated. (15 minutes total -respond to all parts) Final Summary Report from Tables on discussion of Questions 2, 3, and 4 ANNUAL CITIZEN'S ROUNDTABLE -January 30, 2007 Annual Citizen's Roundtable List of Questions L Identify and list major issues facing the City and select the top five most important issues (as determined by each table). The top five issues will be reported to the main group. (Please note that there are issues affecting the City that the City does not control, but feel free to include these on the list) (10 minutes) 2. From the major issues identified in question 1 (from any of the tables), select one or two issues and provide suggestions of ways to help address the issue(s) (10 minutes) 3. How can the City enhance our communication to you (15 minutes total -respond to all three parts): a). What type of communication from the City is most useful to you? b). What programs, services, or topics would you like to see additional information communicated about? c). Do you have any other suggestions for improving communication? 4. Planning and Zoning infrastructure questions (15 minutes total -respond to both parts) a). Are there any infrastructure deficiencies in your neighborhood or at your business location within the City that you would like to have addressed? These would include, but not be limited to, sidewalks, drainage issues, sewer or water main related items, street lighting, street repairs, street resurfacing, public street signage etc. b). Are there any infrastructure deficiencies or needs you are aware of elsewhere in the City? 5. Provide suggestions for improving or expanding City programs and services (10 minutes)