April 9 2013 Complete Agenda

MAYORANDCITYCOUNCIL
WORKSESSION
Tuesday,April9,20131:00P.M. AClosedSessionisscheduledfrom11:00A.M.1:00P.M.todiscusslegal,contractualandpersonnel matters.
AGENDA
1. 2. 3.
CALLTOORDER REPORTONCLOSEDSESSION April9,201311:00a.m.1:00p.m. COMMENTSFROMTHEPUBLIC

AnypersonwhomaywishtospeakonamatterscheduledfordiscussionontheWorkSessionAgenda maybeheardduring Comments fromthe Public for a periodof three (3)minutes orsuch time asmay be deemed appropriate by the Council President. Anyone wishing to be heard shall state their name, addressandtheAgendaitemonwhichheorshewishestospeak.
4. I. SecondReadingOrdinance201307toAmendChapter30EntitledEnvironment(imposes residentagentrequirementaspartofaplanforcomplianceforrentalpropertieswithnoise violations) PresentationofFY14FinancialOperatingPlanbyCityManagerDavidRecor,ICMACM H. PublicWorksDirectorRequesttoallocatefundsforHumaneSocietyBuildingRepairs G. PublicWorksDirectorRequesttoFundAVLHardware/SoftwareforBusFleet F. PublicWorksDirectorDiscussionofTerminatingTransportationDiscountCouponBooklets E. Considerationofproposaltoprovidecredit/debitcardpaymentoptionforbuscustomers presentedbytheFinanceAdministrator D. TransportationSuperintendentRequesttoPurchaseBusSpareParts C. CityEngineerBidAwardRecommendationforStorageAreaNetworkAppliancesandServer Equipment B. HighTideMusicFestivalUpdateandRequestforuseoftheInletLotpresentedbyTomRussell andKenMacDonaldofFoundersEntertainment A. BidOpeningTransitAdvertising NEWBUSINESS
5. ADJOURN J.
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, APRIL 9, 2013 2. Report on Closed Session Tuesday, April 9, 11:00 a.m. - 1:00 p.m. Legal, Contractual and Personnel Matters
NOTICE OF CLOSED SESSION OF MAYOR & CITY COUNCIL OF OCEAN CITY DATE AND TIME: PLACE: SUBJECT: VOTE: Tuesday, April 9, 2013 11:00 a.m. City Hall Legal, Contractual and Personnel Matters UNANIMOUS OTHER: FOR: AGAINST: ABSTAIN: ABSENT:
AUTHORITY: State Government Article: Section 10-508(a) Annotated Code of Maryland PURPOSES: 1. To discuss: (i) the appointment, employment, assignment, promotion, discipline, demotion, X compensation, removal, resignation or performance evaluation of appointees, employees or officials over whom it has jurisdiction; or (ii) any other personnel matter that affects one or more specific individuals; 2. To protect the privacy or reputation of individuals with respect to a matter that is not related to public business 3. To consider the acquisition of real property for the public purpose and matters directly related thereto; 4. Consider a matter that concerns the proposal for a business or industrial organization to locate, expand or locate in the state; 5. Consider the investment of public funds; 6. Consider the marketing of public securities; X 7. Consult with counsel to obtain legal advice; 8. Consult with staff, consultants or other individuals about pending or potential litigations; 9. Conduct collective bargaining negotiations or consider matters that relate to the negotiations; 10. Discuss public security if the public body determines that public discussion would constitute a risk to the public or public security, including; a) the deployment of fire and police services and staff; and b) the development and implementation of emergency plans 11. Prepare, administer or grade a scholastic, licensing or qualifying examination; 12. Conduct or discuss an investigative proceeding on actual or possible criminal conduct; 13. Comply with a specific constitutional, statutory or judicially imposed requirement that prevents public disclosures about a particular proceeding or matter; or 14. Before a contract is awarded or bids are opened, discuss a matter directly related to a negotiation strategy or the contents of a bid or proposal, if public discussion X or disclosure would adversely impact the ability of the public body to participate in the competitive bidding or proposal process
REPORT OF CLOSED SESSION OF THE MAYOR AND CITY COUNCIL OF OCEAN CITY Prior to this open session of the Mayor and City Council being held on Tuesday, April 9, 2013, a closed session was held on Tuesday, April 9, 2013 at 11:00 a.m. The following is a report of the closed session. 1. A statement of the time, place, and purpose of the closed session is attached. 2. A record of the vote of each member as to closing the session is attached. 3. A citation of the authority under the law for closing the session is attached. 4. (a) Topics of Discussion: Legal, Contractual and Personnel Matters (b) Persons present: Mayor Richard Meehan City Manager David Recor Council President Lloyd Martin Council Secretary Mary Knight Council Members Doug Cymek; Brent Ashley; Dennis Dare; Margaret Pillas and Joe Mitrecic City Solicitor Guy Ayres Acting Chief Captain Mike Colbert Lt. Elton Harmon Public Works Director Hal Adkins Convention Center Director Larry Noccolino Human Resource Director Wayne Evans Executive Office Associate Diana Chavis
Action(s) taken: Motion to close meeting:
Time closed:
H:\Wpdoc\closedsess.wpd
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, APRIL 9, 2013 3. COMMENTS FROM THE PUBLIC
Any person who may wish to speak on a matter scheduled for discussion on the Work Session Agenda may be heard during Comments from the Public for a period of three (3) minutes or such time as may be deemed appropriate by the Council President. Anyone wishing to be heard shall state their name, address and the subject on which he or she wishes to speak.
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, APRIL 9, 2013 4. NEW BUSINESS A. Bid Opening Transit Advertising (Remand to Staff)
BIDDER LIST Request for Proposals (RFP) - Ocean City Transportation 5 Year Vehicle Advertising Proposals due to City Managers Office by 11 AM on April 9, 2013. Proposals recognized by Mayor & City Council on April 9, 2013 at 1 PM Work Session. VENDOR NAME Barron Marketing Communications Blue Line Media Burrelle's Luce Media Moniroing Services CBS Outdoor Cheseldine Management Consulting, LLC Choice Marketing and Design Clear Channel Outdoor Direct Media USA Fathum, Inc. Gateway Outdoor Advertising GoPlus1 Inkball Graphics Kastle Media Group, Inc. Lee Marketing and Advertising Group Prime Vendor Pure Advertsing LLC Sayin' It Loud, LLC Sgnify Tailored Marketing, Inc. Tendering Authority PROPOSAL RECEIVED (Y/N)
TOWN OF OCEAN CITY DEPARTMENT OF PUBLIC WORKS TRANSPORTATION DIVISION
REQUEST FOR PROPOSALS (RFP)

OCEAN CITY TRANSPORTATION 5 YR. VEHICLE ADVERTISING
The Mayor and City Council of Ocean City, Maryland is accepting proposals for a five (5) year Vehicle Advertising contract. Whereas, the Town owns and operates a public transit system, known as Ocean City Transportation (OCT) and will make available for use by the awarded Vendor interior and/or exterior forms of advertising space on approximately forty-seven (47) forty-foot (40) Coastal Highway fixed-route public transit buses, two (2) origin-to-destination Para Transit mobility vans, one (1) Medical Appointment mobility van and twenty-four (24) Boardwalk Tram roof tops. The awarded Vendor will be responsible for all aspects of vehicle advertising, including, but not limited to, management of advertising inventory, sales, collections, remittance, production, installation, maintenance and removals. Additionally, the awarded Vendor will also be subject to terms, conditions and provisions set forth in the OCT 5 Yr. Vehicle Advertising RFP and Agreement. OCT 5 Yr. Vehicle Advertising RFP is available at: Public Works Administration Offices Department of Transportation 206 65th Street, Building E Ocean City, Maryland 21842 Contact person is: Mr. Brian Connor, Assistant Superintendent Ocean City Transportation Email: bconnor@oceancitymd.gov Office: 410-723-2174 Completed proposals must be submitted to the Office of the City Manager, located at 301 Baltimore Ave., Ocean City, Maryland 21842, by no later than 11:00 a.m. on Tuesday, April 9, 2013. Proposals will be opened at the City Council Work Session at 1:00 p.m. that same day. Respondents are welcome to attend but need not be present. Submission of proposals by certified Disadvantage Businesses Enterprises (DBEs) are encouraged.
Town of Ocean City
Request for Proposals (RFP) Ocean City Transportation (OCT) 5 Year Vehicle Advertising Contract
Proposals Due:
Prior to 11:00 AM on Tuesday, April 9, 2013

Mayor and City Council C/O City Manager 301 Baltimore Avenue Ocean City, MD 21842
C:\Users\dchavis\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\4DM1CRYE\OCT Vehicle Advertising RFP - N Dirve Submission.doc
RFP - OCT 5 Year Vehicle Advertising Contract

INFORMATION FOR VENDORS PROPOSALS will be received by the Mayor and City Council of Ocean City (herein called Town), at the Office of the City Manager, City Hall, 301 Baltimore Ave, Ocean City, Maryland during normal business hours prior to 11:00 AM, Tuesday, April 9, 2013 and then opened and read aloud at the Work Session that day. Each PROPOSAL must be submitted in a sealed enveloped, addressed to The Mayor and City Council of the Town of Ocean City, Maryland. Each sealed envelope containing a PROPOSAL must be plainly marked on the outside as: RFP OCT 5 YEAR VEHICLE ADVERTISING CONTRACT And the envelope should bear on the outside the name of the RESPONDER, his address, and the name of the project for which the RESPONSE is submitted. If forwarded by mail, the sealed envelope containing the RESPONSE must be enclosed in another envelope addressed to the Town of Ocean City, City Managers Office, P.O. Box 158, Ocean City, Maryland 21843. PROPOSALS PROPOSALS shall be comprised of the following documents: AGREEMENT; QUALIFICATIONS; FEDERAL ASSURANCES AND CERTIFICATIONS; and ADDENDUMS / QUESTION & CLARIFICATIONS. A REVIEW COMMITTE will evaluate each PROPOSAL, assign points to each section based on scope, depth, completeness, accurateness and or competitiveness of VENDOR responses and will make final recommendation for AWARD. Failure by VENDOR to submit any portion of requested information may result in rejection of the PROPOSAL. Provisions of the SCOPE of the RFP are contained in INFORMATION FOR VENDORS and AGREEMENT sections. Information obtained from an officer, agent, or employee of the TOWN or any other person shall not affect the risks or obligations assumed by the VENDOR or relieve him from fulfilling any of the conditions of the AGREEMENT or other required sections. The TOWN shall provide to VENDOR prior to submission of PROPOSAL access to information that is pertinent to and or delineates or describes the scope of the RFP. After PROPOSALS have been submitted, the VENDOR shall not assert that there was a misunderstanding concerning the nature of the SCOPE OF WORK to be delivered/performed. The TOWN may make such investigations as it deems necessary to determine the ability of the VENDOR to perform the WORK and the VENDOR shall furnish to the TOWN all such information and data for this purpose as the TOWN may request.
INFORMATION FOR VENDORS The TOWN reserves the right to reject any PROPOSAL if the evidence submitted by, or investigation of, such VENDOR fails to satisfy the TOWN that such VENDOR is properly qualified to carry out the obligations of the AGREEMENT and to complete the WORK contemplated therein. Conditional offers will not be accepted. The TOWN may waive any informalities or minor defects or reject any and all PROPOSALS. Any PROPOSAL may be withdrawn prior to the above scheduled time for the opening of PROPOSALS or authorized postponement thereof. Any PROPOSAL received after the time and date specified shall not be considered. No VENDOR may withdraw a PROPOSAL within sixty (60) days after the actual date of the opening thereof. Should there be reasons why the AGREEMENT cannot be awarded within the specified period, the time may be extended by the TOWN. It is the intent of the TOWN to award the AGREEMENT within sixty (60) days of the actual opening. PROPOSAL INSTRUCTIONS & REQUIREMENTS Part I: AGREEMENT (45 points) VENDOR is required to complete the AGREEMENT, denoted as pages 6 thru 10, with VENDOR signature on page 10. As part of the AGREEMENT, VENDOR shall indicate compensation to the Town. All blank spaces for percentages (%) must be filled in, in ink or type written. Points shall be assigned to AGREEMENT based on completeness and competitiveness of VENDOR responses. Failure to submit the AGREEMENT may result in rejection of the PROPOSAL. Total points possible for PART I: AGREEMENT is forty-five (45) points. Part II: QUALIFICATIONS (45 points) In addition to the AGREEMENT, VENDOR is required to also submit information pertaining to QUALIFICATIONS. Responses shall provide evidence that: (1) VENDOR has been primarily engaged in the administration, management, solicitation, sale, production, installation and maintenance of Advertising on public transit buses or similar type vehicles for a minimum of three consecutive years. Points possible: twenty (20); (2) VENDOR has a record of good standing pertaining to the provision of the aforementioned services over the last three years. VENDOR shall be required to submit a minimum of three (3) references. Points possible: fifteen (15); (3) VENDOR is the best qualified to perform requested services and will provide the best value to the Town. Points possible: ten (10). Points shall be assigned to VENDOR QUALIFICATIONS based on scope, depth, and accurateness of VENDOR responses, as well as substantiated evidence of

VENDORS qualifications and experience. Failure by VENDOR to respond to any INFORMATION FOR VENDORS portion of requested information pertaining to VENDOR QUALIFICATIONS may result in rejection of the PROPOSAL. Total points possible for QUALIFICATIONS is forty five (45) points. Part III: FEDERAL ASSURANCES AND CERTIFICATIONS (10 points) In addition to the AGREEMENT and QUALIFICATIONS, VENDOR is also required to review, complete and sign FEDERAL ASSURANCES AND CERTIFICATIONS. These documents, found on pages 11 thru 43, are considered part of the PROPOSAL. Failure to complete, sign and submit required information may result in rejection of the PROPOSAL. Total possible points for FEDERAL ASSURANCES AND CERTIFICATIONS is ten (10) points. Part IV: ACKNOWLEDGEMNT OF QUESTIONS & CLAIFICATIONS (0 Points) In addition to the AGREEMENT, QUALIFICATIONS, FEDERAL ASSURANCES AND CERTIFICATIONS, VENDOR is also required to review, sign and submit acknowledgement of QUESTIONS & CLARIFICATONS associated with OCT 5 Year Vehicle Advertising RFP. These are considered part of the PROPOSAL. Failure to sign and submit these documents may result in rejection of the PROPOSAL. Previous QUESTION & CLARIFICATIONS are found on pages 44 - 46. Total possible points received for submission of QUESTIONS & CLARIFICATIONS is zero (0). PROPOSAL EVALUATION Following receipt of PROPOSALS by Mayor and City Council, PROPOSALS will be remanded to Staff for further review and evaluation by a designated REVIEW COMMITTEE. The REVIEW COMMITTEE will be comprised of three (3) individuals: Town of Ocean City Director of Tourism, Transportation Superintendent and Transportation Assistant Superintendent. The REVIEW COMMITTEE will evaluate PROPOSALS and assign points to pertinent sections based criteria set forth in INFORMATION FOR VENDORS. Upon completion of EVALUATIONS the REVIEW COMMITTEE will identify and Recommend For Award the most responsive and responsible VENDOR whose PROPOSAL represents the Best Value to The Town. Best Value will be determined by the depth, scope, accurateness and or competitiveness of VENDOR responses, qualifications and experience. If, after identifying a short list of
INFORMATION FOR VENDORS the most qualified VENDORS, and in the event a clear determination of recommendation for award is not arrived at, VENDORS may be requested to clarify their proposals by making individual presentations to the REVIEW COMMITTEE. After which, the REVIEW COMMITTEE may at its own discretion enter into negotiations with those VENDORS and invite best and final offers. Final recommendation for award will be determined by the REVIEW COMMITTEE. VENDORS are strongly advised not to prepare their PROPOSALS based on any assumption or understanding that negotiations will take place. VENDORS are advised to respond to this RFP fully and with forth-rightness at the time of submission. VENDOR AWARD The TOWN, following Notification of Award and within thirty (30) days of receipt of acceptable AGREEMENT signed by the party making the AGREEMENT, shall sign the AGREEMENT and return to such party an executed duplicate of the AGREEMENT. Should the Town not execute the AGREEMENT within such period, the VENDOR may, by WRITTEN NOTICE, withdraw his signed AGREEMENT. Such notice of withdraw shall be effective upon receipt of the notice of the Town. All applicable laws, ordinances, and the rules and regulations of all authorities having jurisdiction over the AGREEMENT shall apply to the contract throughout. QUESTIONS and CLARIFICATIONS Any questions or clarifications pertaining to this RFP are to be directed to: Mr. Brian Connor Assistant Superintendent of Transportation 204 65th Street - Building E Ocean City, MD 21842 Telephone: 410-723-2174 Fax: 410-723-1832 Email: bconnor@oceancitymd.gov All VENDOR questions and requests for clarifications must be submitted in writing prior to 4pm on Monday, March 25, 2013, ten (10) business days prior to due date of RFPs. Answers will be provided in written format and will be shared with all known RFP holders. The Town will provide responses no later than 4pm on Friday, March 29, 2013, six (6) business days prior to due date of RFPs.
AGREEMENT THE AGREEMENT shall be between the Awarded Vendor (hereinafter referred to as Vendor.) and The Mayor and City Council of Ocean City, MD (hereinafter referred to as The Town), a municipal corporation of the State of Maryland. WHEREAS, The Town operates a Public Transportation system, being partially funded with Federal and State assistance, and will make available for the use by Vendor interior and or exterior forms of advertising space on forty seven (47), forty foot (40) Coastal Highway fixed-route buses, eight (8) spare forty foot (40) fixed route buses, and two (2) Para Transit Vans. The Town also operates additional vehicles with no Federal or State assistance and will make available for use by Vendor exterior and or interior advertising space on one (1) Medical Appointment Transportation Van and twenty four (24) Boardwalk Tram roof tops. WHEREAS, the Vendor desires to manage all aspects of the sale and service of advertising space on the aforementioned vehicles and The Town has agreed to the use of said space, subject to all conditions, terms and provisions set forth in Information for Vendors and Transportation Advertising Agreement. The advertising mediums are included in this agreement. (SEE INVENTORY LIST ATTACHED HERETO AS EXHIBIT A, PP. 47 - 48) NOW THEREFORE, that for and in consideration of the promises, and the faithful performance and observance of the mutual covenants and agreements hereinafter set forth, the parties hereto do hereby covenant and agree: TRANSPORTATION ADVERTISING AGREEMENT A. PAYMENT: 1. Vendor will provide a lease payment to The Town as follows: a. Year 1, ____ % of net revenue* b. Years 2 and 3, ____ % of net revenue* c. Years 4 and 5, ____ % of net revenue* The percentage of net revenue should be no less than 45% the first year, no less than 55% in years two and three, and no less than 60% in years four and five. Lease payments are payable monthly, to be paid within 45 days of closing the monthly billing. * Net revenue is defined as Gross Advertising space revenue minus an agency commission of ___ %, but does not include any recoupment of production costs from Advertiser by Vendor. On a Bi-Annual Basis, adjustments will be made for chronic late paying advertisers and for invoices deemed uncollectible. B. LEASE TERM:

1. A five (5) year lease term to begin on September 01, 2013 and expire on September 1, 2018. With consent and approval of the Town the lease term may be extended for up to two (2) years.

AGREEMENT C. TERMS: 1. Vendor shall have exclusive management of all advertisement materials placed on vehicles listed in Exhibit A. 2. The Town may reserve for its use 18% of available advertising inventory and The Town will be responsible for the cost of production on said of inventory. Vendor will post and maintain all advertisements provided by The Town. Use of this inventory by The Town is limited to self-promotion and/or advertising sold by Vendor unless otherwise mentioned in this proposal prior to award of this contract. If unused, The Town may provide all or part of the inventory to Vendor for sale. 3. The saleable inventory is reserved to forty-seven (47) forty-foot Coastal Highway fixed route buses, two (2) ADA Para Transit Vans, one (1) Medical Appointment Transportation Van and twenty-four (24) Boardwalk Tram roof tops. Additionally, up to eight (8) forty foot Coastal Highway fixed route spare buses may also be made available. If the available fleet is expanded, sale of said advertising space will be made available. Availability of saleable inventory may be subject to change. 4. Vendor shall pay all expenses that affect the sale of the advertisements such as; design, production, delivery, installation, replacements, removal, and restoration of the vehicle to its original condition. The Town will not permit the advertisement to remain on a vehicle beyond the term of the contract between the Advertiser and Vendor, and therefore Vendor will be required to remove any and all evidence of the expired advertisement within thirty (30) days of date of expiration. If the removal of any advertisement, such as, but not limited to, vinyl adhesive applications, cause the surface of the vehicle to be defaced, paint to delaminate or other damages to the vehicle that are not subsequently covered again, Vendor will perform such repairs or paint to restore the vehicle to its original condition. 5. The Town shall provide information that the Vendor may need and request to assist in selling the advertising. 6. The Town will allow Vendor reasonable access to the reserved fleet for advertisements. The Town will provide Vendor with fleet summaries as required.

AGREEMENT 7. Vendor shall not display the following advertising: a. False, misleading or deceptive; b. Sexually explicit or obscene; c. Violent in nature or illegal; d. Tobacco; e. Gambling (except The Casino at Ocean Downs, located at 10218 Racetrack Road, Berlin, MD 21811, and the Maryland Lottery); f. Alcohol will only be allowed as a public service/message (subject to the expressed approval of The Town); 8. The Town shall be provided a copy of all proposed advertisement for review and approval prior to actual installation. Such review places no liability what so ever upon The Town for any grammatical errors that may be overlooked. If such errors are discovered after installation of the advertisement, Vendor shall correct the error at their sole expense. 9. Any proposed advertising that will project into and cover any portion of windows shall receive prior approval from the City Manager. No types of advertisements are to be displayed or adhered to the frames surrounding the vehicle window frames. 10. With each advertisement copy sold, Vendor shall submit to The Town warranty/literature documentation specifically referencing the life expectancy (i.e. specific to color retention and product adherence vehicle) of the material being supplied. Vendor shall limit the sale of the advertisement contract so as not to exceed the life expectancy of the material without written permission from the Town of Ocean City. 11. All advertising contracts are to be current at all times and payments to The Town should not be in arrears. 12. All rates, prices, terms, conditions and executed contracts between the Advertiser and Vendor shall be provided to The Town. 13. The Vendor shall not enter into any contracts that extend beyond a twelve (12) month time period following the expiration date of the Agreement with The Town. For the purpose of contracts with advertisers, the expiration date of the Agreement is the date that the Agreement with The Town will end. At the Vendors written request the Town may consider advertiser contract option renewal periods that extend beyond the twelve (12) month time period following the expiration date of the Vendors Agreement with The Town.

AGREEMENT 14. Following the assignment and transfer of the Agreement, after either expiration of the Agreement (September 1, 2013) or for Termination For Convenience, the awarded Vendor shall pay to the Town and incumbent Vendor sixty percent (60%) and twenty percent (20%) respectively of all gross income received from previously established contracts with effective performance period not to exceed November 1, 2014. Following the assignment and transfer of the contracts after Termination for Default, the Vendor shall pay the Town sixty percent (60%) and make no payment to the incumbent Vendor for the unexpired period of those contracts. The addition or deletion of applicable contracts may be subject to change. See Exibit B on page 49 of the RFP for number and value of unexpired contracts. D. NONDISCRIMINATION: Vendor agrees not to discriminate in any manner against any employee or applicant for employment because of political or religious opinion or affiliation, race, creed, sex, color, age or national origin. E. INDEMNIFICATION: Vendor agrees that it will, at all times, indemnify, save harmless and defend The Town from and against all loss, claims, demands, suits, judgments, damages, actions, costs, charges, and expenses, including reasonable attorneys fees which may, in any way, arise out of or for which The Town may, in any way, become liable by reasons of any liable, slander, defamation or invasions of privacy contained in or resulting from, the advertisements, as well as, for any infringements of any copyrights, trademarks, or patents which may result from the exercise of the rights of the Vendor. F. TERMINATION: The Town has the option to terminate the contract upon thirty (30) day written notice of warning if the following conditions are violated. Vendor will have thirty (30) days after receipt of letter to correct or repair any problems. If problems continue to persist, a written thirty (30) day notice of termination will then be provided by The Town. 1. Advertising copy is continually in a deteriorated condition of neglect beyond normal wear and tear, and are not replaced within a reasonable time when necessary, unless caused by an Act of God or vandalism beyond Vendors control. 2. In the event bankruptcy were to occur, or a receiver or trustee is appointed for the Vendor. 3. If after the second full season (November 1, 2015), less than 50% of the available inventory designated for sale by Vendor has been sold. 4. If Vendor defaults in making any of the payments required and on a timely basis (see section A).
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AGREEMENT 5. Vendor will have the option to terminate following the same guidelines identified in paragraph F, if the following condition is violated: Advertisements are continually damaged through cleaning, maintenance or vandalism of transit inventory, resulting in excessive expense for the Vendor. G. All terms of this agreement shall be covered by and construed in accordance with the laws of Maryland, applicable to agreements made and to be performed in Maryland. H. The agreement shall inure to the benefit of and shall be binding upon the successors and assigns of the parties. IN WITNESS WHEREOF, Owner and Vendor have signed this Agreement in duplicate. One counterpart each has been delivered to Owner and Vendor. All portions of the Agreement have been signed and identified by Owner and Vendor or on their behalf. This Agreement will be effective on September 1, 2013 (which is the Effective Date of the Agreement). OWNER: ___________________________ By: ________________________ (CORPORATE SEAL) ___________________________ Attest ___________________________ Title Address for giving notices: ___________________________ ___________________________ VENDOR: ______________________________ By: ___________________________ (CORPORATE SEAL) ______________________________ Attest ______________________________ Title Address for giving notices: ______________________________ ______________________________
License No.:____________________ (Where Applicable) Agent for service or process:___________________________________________ (If Vendor is a corporation or a partnership attach evidence of authority to sign.)
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WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, APRIL 9, 2013 4. NEW BUSINESS B. High Tide Music Festival Update and Request for use of the Inlet Lot presented by Tom Russell and Ken MacDonald of Founders Entertainment
TOWN OF
The White Marlin Capital of the World

Agenda Item # Council Meeting 4B April 9, 2013
TO: THRU: FROM: RE: DATE:
The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Lisa Mitchell, Private Events Coordinator Founders Music Festival April 3, 2013 Update on the High Tide Music Festival and consideration to rent the Inlet Parking Lot. Tom Russell and Ken McDonald will provide an update on the High Tide Music Festival. A memorandum is attached detailing previous presentations and actions pertaining to this event. Tom Russell is also requesting the Town consider renting the entire Inlet Lot for May 30-June 1, 2014. Founders Entertainment is prepared to pay the Town of Ocean City the average earned income over the past five (5) years for use of those parking spaces.
ISSUE(S): SUMMARY:
FISCAL IMPACT:
Founders Entertainment is estimating a $20 million economic impact to Ocean City. Average Inlet Lot Revenue for the Friday, Saturday and Sunday after Memorial Day from 2008-2012: $40,543.26.
RECOMMENDATION:
Due to limited parking in the downtown area, recommend partial rental (100-200 spaces) of the Inlet Lot so both concert-goers and visitors who are not attending the event will be able to utilize it. Approve request as presented. Do not approve any rental of parking spaces for the event. Lisa Mitchell, Private Events Coordinator Appropriate staff, including Special Events, Public Works, Beach Patrol, and Police 1) Memorandum noting event background information 2) Founders Entertainment PowerPoint Presentation 3) Founders Draft MOU
ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH: ATTACHMENT(S):
P.O. BOX 158 OCEAN CITY, MARYLAND 21843-0158
City Hall (410) 289-8221 FAX (410) 289-8703
MEMORANDUM
TO: FROM: DATE: RE: David L. Recor, ICMA-CM, City Manager Lisa Mitchell, Private Event Coordinator April 3, 2013 Founders Entertainment High Tide Music Festival Summary of Previous Presentations and Council Actions
October 17, 2011: Tom Russell requested approval to hold the Founders Entertainment Music Festival on Saturday and Sunday, June 2-3, 2012, on the beach in Ocean City. Key points in the application were as follows: Site location on the beach north of the pier to 2nd Street. Time of the event: 11 am until 12 am. The event would consist of four (4) performance stages, sponsor activations, nonsponsored activities/games and interactive art installations, food and beverage, including alcohol, and craft concessions and other traditional festival elements (VIP areas, bathrooms, etc.). Production team would be permitted vehicular access to the beach in order to build, service and break down the event site. Vehicles would enter through the Inlet Lot or through another location of the towns choosing. The coordinators would reserve and pay for a section of the Inlet Lot for event production, much like the Dew Tour. Would also like to consider reserving some spaces in the Inlet Lot for VIP parking passes.
Council approved the event with the following stipulations: The event will end nightly at 10 pm. Founders Entertainment will enter into a Memorandum of Understanding (MOU) with the Mayor and Council. Founders will satisfactorily compensate the affected Beach Equipment Franchises.
March 5, 2012: Tom Russell requested a date postponement to June 1-2, 2013. Council approved with the consent that Mr. Russell will appear before the Council in November 2012 with an event update. November 27, 2012: Tom Russell proposed the following requests/changes to the High Tide Music Festival: The event would be a 3-day series of live country music on the beach, May 30 to June 1, 2014, from 11 am until 11 pm Friday and Saturday, and 11 am until 10:30 pm on Sunday. The site location would be minimized over 30% to span from Dorchester Street to 1st St. The number of stages would also be reduced from four (4) to two (2).
Mr. Russell stated he would make every attempt to minimize construction noise and stated a production schedule would be issued well before the event. City Manager Recor reported that the MOU would address all points of concern, notifying all property owners, setting up at least 75 feet east of the concrete boardwalk and the production schedule. Council approved the request.
DRAFT
TOWN OF OCEAN CITY 301 BALTIMORE AVENUE OCEAN CITY, MARYLAND 21842 MEMORANDUM of UNDERSTANDING BETWEEN THE MAYOR AND CITY COUNCIL TOWN OF OCEAN CITY, MARYLAND AND TOM RUSSELL, FOUNDERS ENTERTAINMENT SUBJECT: HIGH TIDE MUSIC FESTIVAL As of 01/29/13 1. Purpose. This Memorandum of Understanding (MOU) defines the terms by which the High Tide Music Festival shall be presented in 2014 and identifies what each party shall accomplish and by what dates. The Private Event Application for the High Tide Music Festival and all signed disclosures shall be incorporated into this MOU by reference. 2. Request for Permission to Conduct Event: Mr. Tom Russell of Founders Entertainment (FE) approached the Town of Ocean City (TOC) with a Private Event Application requesting permission to conduct the Hightide Music Festival 2014. This MOU follows and incorporates an annual review of a Private Event Application by the City Staff and approved by the Mayor and City Council. 3. Event Summary: This event is a 3-day, 2-music stage music festival set on Ocean Citys beautiful beach north of Dorchester Street to 1st Street. The event will take place from 3pm to 11pm on Friday, May 30, 2014, 1pm to 11pm on Saturday, May 31, 2014, and 1pm until 10:30pm on Sunday, June 1, 2014. The festival will include art and craft vendors, sponsor activations, and food and beverage concessions. This event is scheduled to proceed rain or shine. There is no rain date. 4. Scope. This Memorandum of Understanding includes the planning, coordination and execution of the High Tide Music Festival, and identifies tasks/responsibilities for each party. This memorandum shall remain in force until terminated by either party. 5. Financial Agreement: The TOC shall provide no in-kind services to FE. FE will pay for all services and equipment belonging to the TOC and used for this event. FE will give the TOC 7.5% of all food and beverage concessions from the promoters share of the revenue after taxes and expenses, and $1 per every 3-day admission ticket sold, $0.66 per every 2day admission ticket sold, and $0.33 per every 1-day admission ticket sold. 6. The attached site diagram will be provided by FE no later than April 30, 2014 and shall be a part of this MOU. Any changes made to the site after April 30, 2014 must be approved by the City Manager. 1
DRAFT
7. The following identifies the responsibilities of FE: a. Set-up for the event begins at 3:00 pm on Monday, May 26, 2014 and continues until 12 noon on Friday, May 30, 2014. Some parts of the site will be constructed overnight. FE will provide a build schedule and work to minimize noise between the hours of 12:00 midnight and 7:00 am. Vehicle guides will be used when back-up horns are deactivated. b. Will place sand matting in the festival footprint on Sunday evening, May 25. c. Will obtain the necessary tent permits from the Office of the Fire Marshal for the TOC. d. Will submit a detailed site plan of the High Tide Music Festival Grounds to the Office of the Fire Marshal for the Town of Ocean City to review. This site plan must indicate accesses to the Boardwalk, and the accesses and clearances that will be maintained from any tents, displays, vehicles, stages and the like. e. Will provide a detailed request for support and time line by January 15, 2014. All requests and/or changes to the time line made after April 30, 2014 must be approved by the City Manager. f. All loading and unloading of construction items shall take place via Dorchester Street and North Division Street. Parking or staging is not permitted on these streets. g. Will cover the Boardwalk with 24-feet wide plywood with beveled edges for load in and load out at Dorchester and North Division Streets. h. Will follow all Worcester County Liquor Control Board guidelines in order to sell beer and wine at the event. i. Will market the event with a regional focus, but national reach. j. Will work with local media outlets (print, broadcast, internet, etc.) for event coverage and feature stories. k. Only authorized vehicles are permitted on the beach. Said vehicles will have event placards to identify them as such. l. Will fence the footprint while maintaining emergency access points. m. Will provide portable toilets on the beach within the festival grounds, which will be serviced appropriately. n. Will provide all trashcan liners. o. Will provide appropriate number of on-site security personnel during the build, event and tear down. p. The event headquarters will be located within the festival grounds. q. Will provide a complete vendor list, including contact name, business name, contact information and address, a minimum of 30-days prior to the event. r. Will begin load out as soon as event ends. All equipment and event items must be off the beach by Thursday, June 5, 2014. s. Is responsible for all medical treatment/care within the footprint of the event; this shall include the medical treatment of volunteers, spectators, talent and staff. The sponsor is responsible for all medical transports to medical facilities for medical emergencies that occur from within the footprint of the event. t. Will utilize a section of the Inlet Parking Lot, Rows AA thru D, from Monday, May 26, 2014 until Wednesday, June 4, 2014. Will reimburse the TOC for 2
DRAFT
these 394 parking spaces. The amount to be reimbursed will be an average earned income for the last five (5) years on the spaces used. u. Will rent the entire Inlet Parking Lot from Friday, May 30, 2014 thru Sunday, June 1, 2014 as parking for ticket holders. Will control who enters the Inlet Lot during this time. Will allow pier workers and delivery trucks not involved with the music festival access to the Inlet Lot as well. Any spaces not sold to ticket holders by April 30, 2014 will be returned to the TOC. v. May solicit, secure or change its sponsorships so long as it complies with the Towns beverage and sun care product sponsorships. Sponsorships shall not include drugs, sex or tobacco. Alcohol or gambling sponsorships are permissible provided no messages encourage the act of gambling or promote the consumption of alcohol. Alcohol-related messages must be used as a positive teaching public service announcement, i.e. beer name Drink Responsibility. w. Will dispose of all trash within the festival grounds and maintain the cleanliness of the beach within the festival grounds at all times. TOC will provide an adequate number of dumpsters in which FE can dispose of trash. x. Will provide the Certificate of Insurance (COI) to include coverage for personal injury in the amount of $1,000,000.00 single limit, and name the Mayor and City Council as additional insured. This certificate will be provided to the Town of Ocean Citys Private Event Coordinator prior to the issuance of this permit. y. Will complete by March 1, 2014, a mutually amenable agreement with the Beach Stand Operators within the area of Dorchester Street to 1st Street. Will also provide signage and maintain walkways for customers to reach these Beach Stand Operators. z. Will comply with the Ocean City Incident Action Plan requirements in the event of inclement weather and will provide and maintain Ocean City Beach Patrol (OCBP) direct access to the beach from Dorchester Street and along the oceanfront. aa. Will comply with all Federal, State, County and City statutes, ordinances and codes. bb. Will coordinate any radio use with the TOC Emergency Services. 8. The Town of Ocean City is responsible for providing: a. TOC will provide FE a list of available support and price list by August 1, 2013. b. Department of Public Works (DPW) will section off part of the Inlet Lot for FE use from Monday, May 26, 2014 until Wednesday, June 4, 2014. c. DPW will close the Inlet Lot for FE use from Friday, May 30, 2014 until Sunday, June 1, 2014. d. DPW will move the wooden walkways for ADA entrance. e. DPW will provide and place metal trash barrels in the festival grounds. Will provide dumpsters near the festival grounds. f. In case of lightning, OCBP will clear the beach, including all festival vendors, staff and spectators. 3
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g. OCPD will detail officers and supervisors for a special order for this event. h. Ocean City Communications Manager will advertise this event on the website and electronic marquees when space is available. i. Tourism will post this event on the calendar of events website as well as include it in upcoming e-blasts as space is available. Will include this event in the distributed event sheet. If requested, will share media list, and direct news media to FE for free publicity opportunities j. TOC will provide a COI to FE. 9. This MOU shall remain in force until Thursday, June 30, 2014, unless sooner terminated as provided herein. 10. Operational Security Provision: In the event of exigent circumstances arising during the course of the High Tide Music Festival, the Town may, at its sole discretion, deploy or divert such public safety personnel and resources as deemed necessary. In the event of an emergency, the Town of Ocean City may cancel the event in the course of its emergency procedures. In the event of inclement weather the parties, after consultation, may cancel or postpone the event. 12. The Special Events Director of the TOC shall serve as the Towns Agent for the planning, coordination and execution of the High Tide Music Festival. Mr. Tom Russell shall serve as the agent for the High Tide Music Festival. Should any terms of this MOU not be met, the TOC may terminate this agreement at its discretion. 13. This MOU is effective when signed below and may be terminated by either party at any time. 14. In the event a dispute arises regarding this MOU which cannot be resolved by the parties, the matter shall be submitted to mediation before commencement of litigation or as agreed by the parties. 15. This MOU is not assignable by FE without the express written consent of the Mayor and City Council of Ocean City, which consent may be withheld for any reason at the sole discretion of the Mayor and City Council of Ocean City. Furthermore, should FE cease to be associated with the Hightide Music Festival for any reason, the Mayor and City Council may terminate this MOU. 16. No Partnership. This MOU does not create a partnership or any other business entity or affiliation between the parties, other than to define the respective rights and obligations of the parties as to the presentation of the Hightide Music Festival 2014. 17. Final Agreement. This MOU represents the final agreement between the parties hereto, and shall only be amended or modified by written agreement between the parties.
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Tom Russell Co-President Founders Entertainment Date___________________ David L. Recor City Manager For the Mayor and City Council
Date___________________
Ken McDonald for Starr Hill Presents
Date___________________
Table of Contents
Event Overview Event Layout & Location What To Expect Inlet Lot Formal Request Thank You!
Event Overview
A 2-Stage music festival set on Ocean Citys beautiful beach Event Dates: Site Capacity: Est. Attendance: Event Hours: May 31st June 2nd 2014 35,000 per day 20,000-25,000 per day 5/31: 3pm11pm, 6/1: 1pm-11pm, 6/2: 1pm 10:30pm
Art, Craft Vendors, Sponsor Activations, and food & beverage concessions to compliment the music The programming format of the festival has changed from a rock and roll event to a country music event Target talent for the festival include nationally recognized Country acts who typically play arenas and other large scale venues
Layout & Location

The current proposed layout of the festival spans from Dorchester Street to N. 1st Street The events perimeter fence will be approximately 100 feet off of the boardwalk, per the city ordinance The events main entrance and exit is currently placed on the north side of the event site, allowing ample room for cueing lines There will be easy access to the beach via Dorchester Street for beach patrol and other safety personnel See detailed site map on next page for additional info on layout and location
What To Expect
The festival will begin its build on Monday, May 26th (Memorial Day) at 3pm EST Flooring will be dropped on agreed upon & designated areas late Sunday evening, as per prior discussion and town approval Production vehicles will cross over the boardwalk onto the beach during the agreed upon hours, and all vehicles will have spotters and No reverse beeping if after hours. Security will be placed at crossover locations for safety The event will feature food and beverage concessions, including beer and wine, as per prior discussion and town approval, and event promises to abide by all Worcester County laws The town will receive 7.5% of all food and beverage concessions from the promoters share of the revenue after taxes and expenses, and $1 per every 3-day admission ticket sold, $0.66 per every 2-day admission ticket sold, and $0.33 per every 1-day admission ticket sold
Inlet Lot Formal Request

The event would like to use a section of the Inlet Lot, Rows AA - D for production vehicles from Monday May 26th until Wednesday June 4th, 2014. The event will reimburse the Town of Ocean City the average earned income over the past 5 years on the parking spaces used The event would like to formally request the ability to upsell parking spaces in in the Inlet Lot to event VIP attendees during event days These spaces would be rented from Friday May 30th Sunday, June 1st and would sold via the event website and marketed as VIP Parking Event promises to reimburse the Town of Ocean City the average earned income over the past 5 years on the parking spaces used Any spaces not sold to VIP patrons by April 30th, 2014 would be returned to the Town of Ocean City
Thank You!
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, APRIL 9, 2013 4. NEW BUSINESS C. City Engineer Bid Award Recommendation for Storage Area Network Appliances and Server Equipment
TOWN OF

Agenda Item # Council Meeting 4C April 9, 2013
The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Terence J. McGean, City Engineer Bid Award Network Storage Appliance April 3, 2013 Additional storage required for Citys data network Bids for the network storage appliance were advertised on eMaryland Marketplace, and three (3) bids were received. The low bid was from ePlus at $30,749.33; however, the budgeted amount was $25,000. Therefore, staff negotiated with the low bidder to reduce the price to $25,506.71 by agreeing to do some additional configuration work in-house. $25,506.71 Purchase the storage area network server appliance from ePlus in the amount of $25,506.71. None Terence McGean, City Engineer Nancy Bloxom, Information Technology Director Rob Morand, Converged Network Manager
ISSUE(S): SUMMARY:
FISCAL IMPACT: RECOMMENDATION: ALTERNATIVES: RESPONSIBLE STAFF:
COORDINATED WITH: ATTACHMENT(S): Bid results and quotes
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, APRIL 9, 2013 4. NEW BUSINESS D. Transportation Superintendent Request to Purchase Bus Spare Parts
166
TOWN OF

Agenda Item # Council Meeting 4D April 9, 2013
The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Brian Connor, Assistant Superintendent of Transportation Bus Spare Parts (Bus Tires) March 29, 2013 Request to purchase bus tires The Transportation Department has been awarded grant funding by the FTA and MTA to purchase bus spare parts. We identified the need to purchase spare bus tires with these funds. Throughout the year, we find it necessary to purchase replacement bus tires due to expected wear and tear. Readily available spare tires minimizes downtime for buses and increases efficiency at the service center. $5,185.27, approved in the budget Approve purchase using grant funds. None Brian Connor, Assistant Superintendent of Transportation Hal Adkins, Director of Public Works George Thornes, Superintendent of Transportation Pam McMillian, Procurement Supervisor Ron Eckman, Fleet Manager 1) Memorandum from Brian Connor 2) MTA Letter of Concurrence
ISSUE(S): SUMMARY:
FISCAL IMPACT: RECOMMENDATION: ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH:
ATTACHMENT(S):
Memorandum
To: From: Date: Subject:
David L. Recor, ICMA-CM, City Manager Brian Connor, Assistant Superintendent of Transportation March 29, 2013 Purchase Bus Spare Parts, Bus Tires
On an annual basis, the Transportation Department submits the 5311 Grant Application for Non-Urbanized Areas, the Annual Transportation Plan (ATP), and Americans with Disabilities Act Grant to the Federal and Maryland Transit Administrations. The grant applications request full or partial funding of our transit system operating costs and capital projects. We requested and received grant funding for the procurement of bus spare parts. In an effort to stock parts for immediate bus repairs and minimize downtime, we would like to purchase bus spare tires. The FTA/MTA funded this grant at 90% with a 10% local match. Based on a total project cost of $51,852.78, this project will cost the town $5,185.27. Attached is a letter from the Maryland Transit Administration dated March 27, 2013, concurring with Ocean City Transportations request to purchase tires for its fleet of transit buses. I am seeking the approval of the Mayor and City Council to purchase the bus spare parts. I will be attending the Work Session on April 9, 2013. Should you have any questions, please feel free to contact me.
Cc:
Hal Adkins, Director of Public Works George Thornes, Superintendent of Transportation Pam McMillan, Procurment Supervisor Ron Eckman, Fleet Manager
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, APRIL 9, 2013 4. NEW BUSINESS E. Consideration of proposal to provide credit/debit card payment option for bus customers presented by the Finance Administrator
TOWN OF

Agenda Item# Council Meeting 4E April 9, 2013
TO: THRU: FROM: RE: DATE: ISSUE(S):
The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Martha J. Bennett, Finance Administrator Unsolicited Proposal for Pay-by-Phone for Bus Fares April 2, 2013 Unsolicited proposal from Electronic Transaction Systems Corporation (ETS) to develop a pay-by-phone option to be integrated into our bus transportation. ETS has offered to develop a pay-by-phone application, free of charge to the Town of Ocean City, to accept bus fares and allow bus riders the convenience of credit or debit card payments, which may in turn encourage ridership. By accepting PMoney as an additional form of payment, ETS has offered to charge a flat rate of .50% with no other per item fee. ETS will reimburse any software/hardware manufacturers to cover the cost of integrating PMoney into their products. For all other processing services ETS is prepared to extend the rate of .23% & $.15 above interchange, which is the same rate currently in place at Eagle's Landing Golf Course. Additionally, for each individual the Town refers, the Town will have an opportunity to collect .05% on ALL of their future purchases for as long as that account is active. No matter where a consumer goes to use PMoney after being registered by a merchant, the originating merchant will always receive that additional revenue stream. This allows a seasonal destination like Ocean City the ability to receive year-round revenue.
SUMMARY:
FISCAL IMPACT:
None incurred by the Town for development of software. No hardware is needed. Actual dollar amount accrued by the Town is unknown since it is contingent upon usage. The Town would have to provide signage at bus stops and provide public information. Accept the proposal to allow ETS to develop this application free of charge to the Town of Ocean City. Do not provide this credit/debit card payment application for bus customers. Martha Bennett, Finance Administrator George Thornes, Transportation Superintendent Joe Sobczak, General Services Director 1) 2) 3) 4) Fact sheet explaining PMoney Proposal from Electronic Transaction Systems Corporation ETS company overview Town of Ocean City Purchasing Policy and Procedure Manual, Chapter IV, Section 4.10, Unsolicited Proposals.
RECOMMENDATION: ALTERNATIVES RESPONSIBLE STAFF: COORDINATED WITH: ATTACHMENT(S):
TIVI
AP V
INTRODUCTION
ENJOY THE FREEDOM

Long lines at the register Not anymore Allow your customers to experience the ease and convenience of paying with or without their phone Consumers no longer have to fumble for credit cards or pull out a wallet Now they can truly enjoy the freedom of paying on the go Lose the wallet
ETS introduces PMoney the most secure paybyphone solution in the industry SAVE money MAKE money and enhance the checkout
experience You
mobile
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SAVE money MAKE money with PMoney
accept payments from

as a
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only
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MIN
Interchange
minimal that processors rarely have the
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opportunity to provide you any significant savings PMoney is the first

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solution that will not only offer a tremendous savings but can actually make
you money
Accepting PMoney
as a
payment method
can
reduce your card
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fees by 70 and generate a revenue stream for your business
2012 ETS
Corporation
Proposal lforPMon neyPaym mentProce essing for f the Tow wnofOce eanCity,M Maryland
Pr reparedBy: Mike M Brittingham,RelationshiipManager Ele ectronicTransa actionSystems Corporation 10Pidgeon nHillDriveSuit te200 Sterl ling,VA20165 www.etsms.co omwww.pmo oney.com

ALLMATE ERIALCOVERED DINTHISPROP POSALISCONSI IDEREDPROPR RIETARYANDC CONFIDENTIAL. .INFORMATIO ON SUPPL LIEDBYTHETO OWNOFOCEAN NCITY,MARYL LANDTOETSCO ORPORATIONF FORTHEPURP POSEOFTHIS PROPOSAL P ISALSO A CONSIDER REDCONFIDEN NTIALINFORMA ATION. THISPRO OPOSALREPRES ESENTSTHEBAS SISFORAPROP POSEDBUSINE ESSRELATIONS SHIPANDISNO OTACONTRACT T FORSER RVICES.THISPR ROPOSALISCO ONTINGENTUP PONAPPROVAL LBYETSCORPO ORATIONAND DTHETOWNOF F OCEANCI ITY,MARYLAND D.
TownofOcean O City,Maryland M
Proposalfo orElectronicProcessingServ vices January,20 013
Conten nts
ArticleI. (a) ArticleII. (a) (b) ApplicationSpecificDetails.............. ...................... ..................... ..................... ...................... .......2 PMoney......................................... ..................... ..................... .......2 ...................... ...................... VendorBa ..................... ..................... .......4 ackground......................... ...................... ...................... ..................... ..................... .......4 Backgroun ndandQualifications........ ...................... ...................... ..................... ..................... .......4 Security&PCICompliance............... ...................... ......................
..................... ..................... .......5 ArticleIII. Associated dCosts&Fee es ................... ...................... ...................... (a) (b) (c) ..................... ..................... .......5 CostSavin ngsandFees...................... ...................... ...................... ..................... ..................... .......5 RevenueGeneration G ........................ ...................... ...................... ..................... ..................... .......5 Marketing g&Advertisin ng.................. ...................... ......................
..................... ..................... .......6 ArticleIV. . Appendix.......................................... ...................... ...................... (a) (b) (c) (d) (e) ..................... ..................... .......6 PMoneyConsumer C App p................... ...................... ...................... ..................... ..................... .......7 Hypercom mL5300Custo omerFacingTerminal T ........ ...................... ..................... ..................... .......8 ExamplesofUse............................... ...................... ...................... ..................... ..................... .......9 ExamplesofAppDesign................... ...................... ...................... ..................... ..................... .....10 Exampleof o Instructiona alSigns......... ...................... ......................
Pa ay.Save.Earn nOntheGo! !
Article e I.
Appl lication Specific De etails
asdevelopedacomprehen nsivesuiteofpaymentopt tionstofacilit tateprocessin ngthroughou utthe ETSha entireTownofOceanCity.Oursolutionswillenhancepay ymentaccept tancethroughoutOceanC City ovidingmultip plepaymentoptions o acrossallspectrum msofbusinessofferedbyasolevendor r. bypro Thefollowingsolutionswillbeavailabletoth heTown: ney PMon EMon neyCredit&DebitCardPr rocessing EMon neyGift&Loy yaltyCards ACHPlatforms EFTPlatforms P Ecom mmercePlatfo orms Allplat tformshavebeen b designe edanddevelo opedbyETSto oprovideunm matchedinte eroperabilitya and datain ntegrity.Thes seplatformsareonlyavailablethrough hETS. (a) PM Money PMoneyisou PMone eyisthelates stflagshipsol lutiondevelopedbyETS.P urpaybypho onesolutionw which willen nabletheTow wnofOceanCity C tosaveup pto70%ont theirpayment tprocessingf fees.OceanC City willno owbeabletoacceptpaym mentsfromco onsumersusin ngtheirmobilephoneorp phonenumbe eras apaym mentmethod.ThePMone eyplatformisaportaldesiignedforconsumerstoreg gistertheirm mobile phone enumberalon ngwithasecu urePINtolinktheircredit cards,debitcardsorchec ckingaccount tfor PMone eypayments. .Atparticipatingmerchan ntlocations,c customerscanusetheirm mobilephoneor mobile ephonenumberandPMoneyPINtoac ccessthispref ferredmetho odofpaymen ntthrougha custom merfacingter rminalorthro oughtheirmo obilephoned directly. 1. PaymentviaPMoneyAp pp swhohaveasmartphonewith w accessto dMarketorA AppStorecan n Consumers otheAndroid makepaym mentsdirectly yfromtheirphone.ByutillizingthePMo oneyAppcon nsumersofth he towncanpayvirtuallyanybillwithou utevenbeing gpresentatth hepaymentlocation.This sis u whenpaying p forpar rkingormass stransit.Whe enconsumers susethePMoney especiallyuseful Apptheme erchantreceiv vesanotificationinstantly ythatthepay ymenthasbeencompleted dand cantextoremailareceiptdirectlyto othecustome er.Nolonger rwillvisitorsn needtosearc chfor f anATM,withPMoney ytheyalways shaveaccesstotheirfinan ncialaccounts sand changeorfind canpayany ytimefroman nywhere. (SeeAppen ndixA)
2. CustomerFacing F Termin nals PMoneycanbeusedbyresidents,bu usinessowne rsandvisitor rs.Inafacetofacepayme ent environmentacustomerfacingterminalwillbein nstalledsotha ataconsume erwishingtomake apaymentwillhavetheoptionofusi ingtheirPMo oneyaccountortraditiona alstylesof payment.By B enteringin ntheirmobile ephonenum berandacus stomizedfour rtosixdigitP PIN theamount tduewillbeautomatically ydeductedfr romtheirPMoneyaccount t. (SeeAppen ndixB) 3. PayforParking ETShasdev velopedapay yforparkingfeature f intoo ourPMoneyA Appwhichha asbeenspecif fically designedfo orOceanCity.Driverswillbeabletout tilizethePMo oneyApptop payforstreet t parkingand dparkinginmunicipal m lots.Byusingth eApp,driver rswillbeable etofeedthe e meterfrom mtheboardw walk,beachorwherevere lsetheymaybe.Oursystemswillbe integratedwiththehand dhelddevices scarriedbyP ParkingEnforc cementOffice erstoalertth hem whenaveh hiclehasalrea adypaidusing gPMoney.T heAppwillalsoalertdrive erswhentheir meteredtim meisrunning glow. (SeeAppen ndixD) 4. PayforTransit Anaddition nalfeatureof fPMoneyisth heabilitytop payformasst transitwhileinTown.ETS Swill includefeaturesinPMoneysothatbus b patronsw willbeabletopayfortheirfarebeforet they everboardabus.Thiswill w savethetransit t system mtimeloading gpassengersontothebus s systemaswell w asincreasingtheamountofriderswhoutilizeth hebusbypro ovidingan alternativetocashpaym ments. t onlycompanytodeve elopapaybyphonesolutio onthatallow wsconsumerstopaywith ETSisthe absolu utelynoneedforPointOfSale(POS)integration.PM Moneywillbe eacceptedat tagrowing numbe erofOceanCity C locationswithmanydi ifferentaccep ptancepoints s.TheETSsuiteofproducts willprovideaconso olidatedprocessinglandsc capewithone ecompanyratherthanfractionalizingm many compa aniesusingmultiplesolutio ons.
Article e II. Vend dor Backg ground

(a) Ba ackground and a Qualifica ations
ElectronicTransac ctionSystem msCorporation(ETS)isa aninternatio onalcorporation headq quarteredinSterling,Vir rginia.ETScontinues c tobeapionee erinthearch hitectureof secure etransaction nprocessing gforallbusin nesssegmen nts.ETSdev velopsstateoftheart produ uctsutilizingthelatestte echnologiestoservicea ndenableallmerchants swiththem most comprehensivepr rocessingso olutionsinth heindustry. ETSisaregistered dmemberse erviceprovid dersupporti ngallcardsbrandsacro ossNorth Ameri icaandWesternEurope e.ETSprodu uctsandserv viceshavere eceivedatre emendous responsefrombo othmerchantsandPOSdevelopers, d andarecurr rentlyuseda atthousandsof onsacrossth heUnitedSt tatesandint ternationally y,inallmark ketsegment ts. locatio
(b) Se ecurity & PCI Complianc ce
parate ETSmanages m andmaintainsfo ourseparate eredundant tdatacenter rsinfoursep geographicallocations.ETSundergoes u an nnualaudits sbythecard dassociation nsandthird partyauditorstoverify v noton nlysecurityrequirement r tsbutalsoredundancya anddisaster r recove erypolicies.Thefourre edundantET TSdatacente ersallowfor r100%uptim mewithno outages,ever.ET TSholdssecu urityasthenumber n onepillarabove eall.Ourarc chitected system msfollowthelatestsecu urityprotoco olsdevelope edbyOWASPandNISTa andtypically y doubletheirrecom mmendation ns. ETSistheonlypro ocessortotr rulyemployendtoende encryptionf frompointo ofsubmissionto rd pointofsettlemen ntwithno3 partyinvo olvementfor rthelifecyc cleofapaym menttransac ction. th Were ecentlypasse edour10 annual a PCIAudit A andwilllprovidepr roofofthesa ameatyour r reque estifawardedtheoppor rtunity. upportstaffisavailable24/7toansw weranyand dallquestion ns,andtoas ssisttheTow wnof Oursu Ocean nCitystaffwith w anyissuesoccurring gatanindiviiduallocatio on.
Article e III. Asso ociated Co osts & Fee es
(a) Co ost Savings and a Fees Proces ssingapayme entwithatraditionalcredi itcardtypica llycostsame erchant23%ofthe transaction.Thebu ulkofthiscos stissetbyVis sa&MasterC Cardandisno onnegotiable eforany ttoprocessaPMoneytransactionisaflatrateof.5 50%withnop peritemfee.ETS merchant.Thecost doesnot n chargeanyotherfeesfor f amerchan nttoutilizeP Money.Add ditionally,ETS Swillreimbur rse anyso oftware/hardw waremanufacturerstocov verthecosto ofintegrating gPMoneyinto otheirproducts. Forallotherproces ssingservicesETSisprepar redtoextend dtherateof. .23%&$.15a above interch hange,whichisthesamerate r currently yinplaceatE EaglesLandin ngGolfCourse. (b) Re evenue Gene eration Inorde ertoadvance ePMoneyinthe t marketpla aceETShasc hosentorew wardmerchan ntsforregiste ering users.Whenamer rchantregiste ersaconsume ertousePMo oneyunderth heirBusinessIDthemerch hant willthenreceive.05 5%ofALLfuturepurchase esofthatcon sumerforthe elifeoftheirPMoneyacco ount. Noma atterwhereaconsumergo oestousePM Moneyafterb eingregistere edbyamerchant,the origina atingmerchan ntwillalways sreceivethat tadditionalre evenuestream m.Thisallow wsaseasonal destinationlikeOce eanCitytheability a toreceiveyearroun ndrevenue. arketing & Advertising A (c) Ma ETSwilldesigninstr ructionalsign nagetobepostedforstree etparkingand dmunicipallo otsinorderto inform mthepublicontheuseofPMoney P tovisitorstotheT Town.ETSw willworkwiththeTowns advert tisingagencyinordertopr romotetheadvantagesof fPMoneythro oughbillboar rds,television n advert tisementsand dothermarke etingavenues s.
Article e IV. Appe endix

(a) PM Money Consumer App
(b) Hy ypercom L5300 Custom mer Facing Terminal T
Approvals s PC CIPTS2.xx PC CIPADSS X509Standard dPublicKeyIn nfrastructure EMVLevelII In nterac PC CIPINSecurit tyGuidelines2.0,Normati iveAnnexAa approved(RemoteKeyInje ectionCapability) RoHScomplian nt SecurityFeatures F ApplicationSig gning DownloadSyst temSigning PO OSSystemSig gning PublicKeySign ning En ndtoEndTra ansactionSec curity RemoteKeyIn njection
(c) Ex xamples of Use U
(d) Ex xamples of App A Design
(e) Ex xample of In nstructional Signs
Company
Overview
We are one company providing a single solution for all of your processing needs
Electronic Transaction Systems Corporation ETS is an international corporation

with primary offices based in Sterling Virginia ETS is a recognized leader in the merchant processing and ATM driving fields ETS develops state of the art
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Town of Ocean City Purchasing Policies and Procedures Manual

CHAPTER IV
SPECIAL PROCEDURES
10 4
UNSOLICITED PROPOSALS
An unsolicited proposal may be submitted to the Town of Ocean City for the purpose of obtaining a contract with the Town for goods andor services offered by the submitting
company
In order to be considered an unsolicited proposal it may be submitted in writing as such and be acknowledged and accepted by the Town as an unsolicited proposal Once accepted by the Town the normal bidding procedures and purchasing guidelines may be
waived
A valid unsolicited proposal must meet the following criteria

A B C
Be innovativeunique product andor service not available from any other source
Be the sole idea of the company making the offer Be prepared without the assistance or supervision of any Town employee or government official
Be in sufficient detail to warrant the Towns interest in pursuing the proposal

Cannot be an advance proposal for a known Town requirement that is available through normal competitive bidding procedures
Cannot be in response to an informal or formal request for bid from the Town
The receipt and acknowledgment of an unsolicited proposal does not in any way obligate the Town to enter into a contract with the offeror nor does it automatically establish a proprietary interest of right on the part of the offeror
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, APRIL 9, 2013 4. NEW BUSINESS F. Public Works Director Discussion of Terminating Transportation Discount Coupon Booklets
25166
TOWN OF

Agenda Item # Council Meeting 4F April 19, 2013
The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Hal O. Adkins, Public Works Director Transportation Department Discount Coupon Booklet Request to Terminate Program/Issuance April 3, 2013 Use/sale/potential termination of discount coupon books. A discussion concerning the desire to terminate the sale of discount coupon booklets for the Transit System. Potential revenue increase of +/- $50,000 with a corresponding reduction in expenditures of +/- $3,000 for printing. Terminate coupon book sales at this time. Continue the program. Hal O. Adkins, Public Works Director George Thornes, Transportation Superintendent Brian Connor, Assistant Transportation Superintendent Jennie Knapp, Budget Manager Fact Sheet (2 pages)
ISSUE(S): SUMMARY: FISCAL IMPACT:
RECOMMENDATION: ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH:
ATTACHMENT(S):
FACT SHEET BUS DISCOUNT COUPON BOOKS Standard Bus Fare Per-Boarding fare is $1. Ride-All-Day fare is $3. Discount Coupon Book Approved by MCC at Work Session of 5-31-05 $15 for a book of 20 coupons. (Discounted value is $0.75 per coupon or $2.25 per ride all day pass.) 1 coupon required per boarding 3 coupons required for a ride-all-day pass Sale Locations Convention Center, 65th St. Police Station, Northside Park Recreation, City Hall, Boardwalk Tram Stations and on Buses. Staff is required to maintain a supply of 125 books at each location, excluding Buses. Bulk Sale of Discount Coupon Books Approved by MCC at Work Session of 12-5-10 $250 for 20 books (Discounted value is $12.50 per book, $0.63 per coupon or $1.88 per ride all day pass. FY12 = 8 sold) $600 for 50 books (Discounted value is $12 per book, $0.60 per coupon or $1.80 per ride all day pass. FY12 = 5 sold). $1,125 for 100 books (Discounted value is $11.25 per book, $0.56 per coupon or $1.69 per ride all day pass. FY12 = 1 sold) Typical Purchasers/Users Recordation of who is purchasing Discount Coupon Books is not formally tracked. According to sale agents, typical purchasers are: weekend/weekly Visitors, Parents whose kids are staying in OC for the summer, Businesses, Hotels (i.e. Clarion Resort), Group Coordinators (i.e. Cheer Leaders), Seasonal and Year-round Workers, and a few local churches to help those in need. Sale Trends October through April = Approximately 200 books sold per month May through September = Approximately 2,000 books sold per month Since July 2009 sales/revenue has been steadily declining. (FY10 $232,180 / FY11 $224,775 / FY12 $191,899) As of 3/13/13 FY13 revenue is $133,465. Projected FY13 revenue is $200,000. FY14 Projected revenue is $172,700
Internal Coupon Book Supply and Purchase Costs Transportation attempts to maintain on-hand stock of 12,000 - 24,000 coupon books. Transportation last ordered 12,000 books in December 2011 at a cost of $2,411, or $0.20 per book. Currently, there are approximately 7,500 coupon books on-hand. Based on past sale history, this might sustain us thru August 2013. Transportation is currently poised to order an additional 12,000 coupon books due to anticipated demand for product. If Bus Discount Coupon Books were to be eliminated: Cons o May upset typical purchasers/users o May impose additional financial hardship on those of limited means. Pros o Eliminates profit-making opportunities related to the re-sale of bulk coupon books purchased at discounted prices and then re-sold up-to face value to individuals. o Increased bus fare revenue estimated at $50,000 for FY14. (In FY12, 12,754 coupon books were sold containing 20 coupons per book = 225,080 coupons x $1 per boarding = $255,080 $191,899 (FY12 discount coupon book revenue) = $63,181 difference) o Elimination of expenses associated with product purchase (roughly $3,000 per year) and account maintenance, recordation and reconciliation by staff members. Note: There is no expiration date for bus discount coupons. If discontinued, and if Transportation is instructed not to replenish supplies, the MCC may need to set a cut off date for sale and use of discount coupons/books. (As of 3-27-13 there are approx. 7,500 books on hand).
3-27-13 BC
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, APRIL 9, 2013 4. NEW BUSINESS G. Public Works Director Request to Fund AVL Hardware and Software for Bus Fleet
TOWN OF

Agenda Item # Council Meeting 4G April 9, 2013
The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Hal O. Adkins, Director of Public Works Purchase AVL Hardware & Software April 3, 2013 Request to purchase new hardware/software for AVL system Air-Trak is the current provider of AVL services for the transit system. They were notified by their data carrier that they will no longer be able to support the current operating platform. Data services for Air-Trak hardware will be decommissioned as of June of 2013, requiring us to purchase new hardware and software from Air-Trak in order to continue operating an AVL system. Discontinuing this program will create an inability to oversee the transit system and a decrease in efficiency.
ISSUE(S): SUMMARY:
FISCAL IMPACT:
A one-time capital investment of $16,250 (not specifically funded but sufficient funds are available) and an annual operating cost of $8,732.50 (already funded). Approve the request. Do not approve. George Thornes, Superintendent of Transportation Jennie Knapp, Budget Manager Nancy Bloxom, IT Manager Bob Dimaio, Electronic Services Manager Susan Childs, Internal Auditor Brian Connor, Assist. Superintendent of Transportation Steve Bartlett, Transportation Operations Manager Air-Trak price quote for hardware & software services
ATTACHMENT(S):
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, APRIL 9, 2013 4. NEW BUSINESS H. Public Works Director Request to allocate funds for Humane Society Building Repairs
25166
TOWN OF

Agenda Item # Council Meeting 4H April 9, 2013
The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Hal O. Adkins, Public Works Director Ocean City Humane Society Structure Renovations/Repairs to the Facility April 3, 2013 Completion of repairs to the Humane Society structure. This Town facility was constructed in 1989. Minor levels of maintenance have been performed over the years. The structure is in need of specific renovations as outlined on the attached list. Request to utilize funding that was set aside in account HUMANE, in the amount of $60,000. Use of these funds eliminates the need to fund these requests in FY14. Proceed with the repairs. Consider funding in FY 2014. Hal O. Adkins, Public Works Director Bill Bratten, Public Works Construction Manager Dean Dashiell, Senior Project Manager Jennie Knapp, Budget Manager Renovations List
ISSUE(S): SUMMARY:
FISCAL IMPACT:
ATTACHMENT(S):
Renovations List
(1) Strip roof of shingles. Repair rotted plywood. Install new felt and ice/water shield. Reshingle roof. (2) Replace damaged gutters/downspouts. (3) Replace damaged and non-operable windows. (4) Repair rusted out kennel cage piping. (5) Remove and replace damaged drywall ceiling above tub area (due to roof leak) (6) Repair glass front door. (7) Repair by replacement rusted out interior door panels. (8) Replace HVAC condenser unit. (9) Misc. painting, etc.
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, APRIL 9, 2013 4. NEW BUSINESS I. Second Reading Ordinance 2013-07 to Amend Chapter 30 Entitled Environment (imposes resident agent requirement as part of a plan for compliance for rental properties with noise violations)
TOWN OF

Agenda Item # Council Meeting 4I April 9, 2013
TO: FROM: RE: DATE:
The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Resident Agent Requirement for Rental License/Noise Permit April 2, 2013 Second reading of ordinance to amend resident agent requirement of City Code, Section 30-402. On February 19, 2013, Ordinance 2013-01 was ratified allowing resident agents for rental license noise permits to reside in the State of Maryland within 30 miles of Ocean City. The attached ordinance will amend Section 30-402 again, removing the resident agent requirement for rental properties but imposing that requirement as part of an approved compliance plan for rental properties with documented noise violations.
ISSUE(S): SUMMARY:
FISCAL IMPACT: RECOMMENDATION: ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH: ATTACHMENT(S):
None Change current code to require resident agent information as part of a compliance plan as directed by the Noise Board. Keep the current code. Mike Sherman, License Inspector Guy R. Ayres, City Solicitor Ordinance 2013-07
First Reading _ _ _ _ _ _ _ __ Second Reading _ _ _ _ _ _ __ ORDINANCE 2013 AN ORDINANCE TO AMEND CHAPTER 30, ENTITLED ENVIRONMENT, OF THE CODE OF THE TOWN OF OCEAN CITY, MARYLAND NOW, THEREFORE, BE IT ENACTED AND ORDAINED THAT CHAPTER 30, ENTITLED ENVIRONMENT, OF THE CODE OF THE TOWN OF OCEAN CITY, MARYLAND BE, AND IT IS HEREBY AMENDED BY REPEALING AND REENACTING WITH AMENDMENT SUBSECTION 30-402 (a)(3), AS FOLLOWS: Sec. 30-402. (a) ... Required information; issuance.
(3) If required as part of an approved plan for compliance pUl'suant to subsection 30-403(b), hereof, the name, address and telephone number of a resident agent, who must reside in the State of Maryland within 30 miles of Ocean City (if there is no owner who maintains a permanent residence in Ocean City). If a resident agent is required but is not provided, any notices provided for hereunder shall be filed in the office of the City Clerk of Ocean City, with a copy thereof mailed (certified mail, return receipt) to the last known address of the property owner.
INTRODUCED at a meeting of the City Council of Ocean City, Maryland held on April!,2013. ADOPTED AND PASSED, by the required vote of the elected membership of the City Council and approved by the Mayor at its meeting held on April 15,2013. ATTEST:
LAW OffiCES AYRES, JENKINS, GORDY & ALMAND, P.A. 6200 COASTAL HIGHWAY OCEAN CITY, MD 21842 SUITE 200
KELLY ALLMOND, Clerk Approved as to form:
RICHARD W. MEEHAN, Mayor
LLOYD MARTIN, President
GUY R. A YRES III, City Solicitor
MARY P. KNIGHT, Secretary
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, APRIL 9, 2013 4. NEW BUSINESS J. Presentation of FY 14 Financial Operating Plan by City Manager David Recor, ICMA-CM
TOWN OF
TO: FROM: RE: DATE:
The Honorable Mayor and Members of the City Council David L. Recor, ICMA-CM, City Manager Preliminary Town of Ocean City FY14 Financial Operating Plan April 5, 2013
Attached for the Mayor and City Councils review and discussion on the April 9, 2013, Work Session Agenda, please find a CD containing the complete raw budget data from the Towns AS400 mainframe as prepared by Department Heads, the Budget Manager and City Manager. As of this date, the Preliminary Town of Ocean City FY14 Financial Operating Plan totals $130,396,993 as follows: Fund General Water Wastewater Transportation Airport Golf Course Convention Center IT Service Center Vehicle Trust Risk Management TOTAL Budget $78,272,716 $7,432,931 $12,638,289 $9,764,890 $1,488,873 $2,145,848 $6,981,045 $1,859,753 $5,298,117 $2,229,590 $2,284,941 $130,396,993
In the Fall of 2012, the Mayor and City Council initiated a much anticipated strategic planning process by collaborating with staff and community residents to create a 15-year Vision for the Town of Ocean City. In addition, 5-year Goals for the community were established as follows: 1) 2) 3) 4) 5) Financially Sound Town Government 1st Class Resort and Tourist Destination More Livable Community for Residents Excellent Service Through a High Performing Town Organization Revitalized Ocean City: Development and Redevelopment
The Town of Ocean City FY14 Financial Operating Plan attempts to recognize these 5-year Goals as well as the tentative Priorities established by the Policy and Management Agenda identified in the Strategic Planning process. While the CD provided includes complete preliminary budget details from the Department to City Manager level, the traditional Budget Book, featuring a narrative highlighting revenue
Preliminary Town of Ocean City FY14 Financial Operating Plan Page 2 and personnel changes, changes in Department operations as well as summary comments will be provided at the Work Session on April 9. Department budget reviews have been scheduled with the Mayor and City Council for Thursday, April 11, Friday, April 12, Tuesday, April 16, and Wednesday, April 17. In addition, two wrap-up Work Sessions are scheduled for Thursday, April 18 and Friday, April 19. The preliminary FY14 General Fund budget totals $78,272,716 and is based on the Constant Yield Tax Rate of .4620 plus an additional .0244 for a total preliminary tax rate of .4864. Based on an average assessed value of $221,000, the average tax bill would increase by $39.56 when compared to the 2013 tax rate of .4685. Reaching this preliminary FY14 General Fund budget figure required a great deal of collaboration and cooperation with our Departments. Together, staff reduced proposed expenditures by more than $4.2 million dollars including $3 million in personnel and operating expenditures in addition to $1.2 million dollars in proposed new vehicle purchases. These expenditure reductions were equivalent to .0330 on the preliminary tax rate. Both the FOP and IAFF bargaining unit contracts have been ratified and are scheduled to be presented to the Mayor and City Council at the Regular Session on April 15, 2013. The costs of year one of both collective bargaining agreements as well as an equivalent average salary adjustment for general employees has been included in the preliminary FY14 General Fund budget. Other noteworthy preliminary FY14 General Fund expenditures include: Expense Employee salary adjustments FOP, IAFF and General Employee Roof replacement at the Public Safety Building and 65th Street Garage Principal & Interest 2012 Bonds Six (6) positions in Fire/EMS Transfer to Airport FICA on salary adjustments TOTAL $924,508 $871,000 $796,985 $292,462 $109,955 $70,725 $3,015,635
In addition, Pay As You Go Street Paving has been reduced by $830,000, i.e., from $2 million to $1,170,000. During our initial review of the preliminary FY14 Financial Operating Plan, staff will be prepared to discuss a number of opportunities to increase revenues and/or decrease expenditures including: 1) 2) 3) 4) Additional parking revenue Solid Waste funding alternatives Transportation service reductions Stormwater Utility
Preliminary Town of Ocean City FY14 Financial Operating Plan Page 3 We will also be prepared to discuss the Towns Capital Improvement Plan, including the categories and value of unfunded projects, as well as the $735,000 of unfunded Pay as You Go projects planned for FY14. We look forward to working with the Mayor and City Council as we begin this dialogue. If you have any questions prior to the Work Session on April 9, please do not hesitate to contact me. cc: Jennie Knapp, Budget Manager Department Heads
April 2013
Sunday
7
Monday
8
Tuesday
9
Wednesday
10
Thursday
11
Friday
12
Saturday
13
Work Session 1:00 PM Budget Presentation
1:00 PM Water/Wastewater Golf Course/ OCCC/ Museum/Purchasing Vehicles/Transportation Airport IT/Risk
1:00 PM Engineering P&Z/Construction Insp Recreation/Programs/Parks Beach Patrol/Special Events Festivals/Tourism Emergency Services
18 19 20
14
15
16
17
Council Meeting 6:00 PM
1:00 PM Police/EMS Fire Marshal/Volunteers Mayor/City Clerk/Legal/HR City Manager/Finance Special Appropriations
1:00 PM PW Admin PW Construction PW Maintenance Solid Waste
9:00 AM
Budget Wrap Up
1:00 PM
Budget Wrap Up
21
22
23
24
25
26
27
28
29
30
Town of Ocean City: Strategic Plan

VISION 2028
OCEAN CITY 2028 is a Vibrant Coastal Resort Community with a World Class Public Beach and Waterways and an Authentic Historic Boardwalk -- the Choice of Todays Families. OCEAN CITY 2028 is Safe and Clean, has Quality Neighborhoods for Residents, is Accessible and Easy Travel, and is a place for Enjoyable Experiences for All.
GOALS 2018
Financially Sound Town Government 1st Class Resort and Tourist Destination More Livable Community for Residents Excellent Service through a High Performing Town Organization Revitalized Ocean City: Development and Redevelopment
POLICY AGENDA 2013

Top Priority Pedestrian Safety/Master Plan: Evaluation, Direction, Towns Role, Actions Alternative Revenue Sources: Identification, Evaluation, Direction Tax Differential: Analysis, Direction Parking Needs Study: Evaluation, Recommendations, Direction, Funding Services with the County Canal Dredging: Direction, Funding Tourism Evaluation and Market Analysis: Direction High Priority Retirement/Pensions Policy Compensation and Benefits: Policy Direction, Funding Changing Facility at Park and Ride Location Private Events: Inventory, ROI Analysis, Towns Role, Policy Direction Bike Share Program: "Best Practices", Options, Direction, Funding Dedicated Bus Lane: Direction, Funding Five-Year Capital Improvement Plan: Development Road Re-Surfacing Plan: Review, Project Priority, Direction, Funding Additional Parking Revenues: Report, Direction
MANAGEMENT AGENDA 2013

Top Priority Beach Replenishment: Direction, Actions, Funding Citywide Five-Year Financial Plan with Revenues/ Expenditures Projections Dual Route 90 Bridge: Advocacy, Funding Comprehensive Plan: Update Election System Upgrade: Evaluation, Direction, Funding High Priority Police Department Organization Study Headquarters for Beach Patrol: Direction, Funding Succession Planning: Development Personnel Rules and Regulations Reward System for Top Performers
Copyright 2013: Lyle Sumek Associates, Inc. DRAFT 3/7/13
MANAGEMENT IN PROGRESS 2013

Capital Improvement Budget Impact of Healthcare Reform Labor Contracts: Police Fire Budget with Constant Yield General Employees: Compensation Decision Police Chief: Selection Labor Negotiations: Police, Fire Web-based Building Permits and Business Licenses Strategic Planning: Institutionalization Solid Waste Amendment on Town Role: Recycling GIS Development Proposal Document Imaging Interim Operation Plan for Fire Station Downtown Land Acquisition by Town Sustainable Communities Plan
MAJOR PROJECTS 2013

Performing Arts Building Project Boardwalk Project Airport Improvements Caroline Street Comfort Station Shower/Foot Additional Public Boat Ramp: Relocation, Expansion Performing Arts Theater Project Fire Station 4 Fire Headquarters St. Louis Avenue Improvements
TOWN OF OCEAN CITY MISSION

The MISSION OF TOWN GOVERNMENT is to provide Personal Caring Municipal Services and to serve as a Responsive Host to Our Guests and Residents while acting in a Financially Responsible Manner delivered by a Professional Town Workforce.
Copyright 2013: Lyle Sumek Associates, Inc. DRAFT 3/7/13

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MAYORANDCITYCOUNCIL

CALLTOORDER REPORTONCLOSEDSESSION April9,201311:00a.m.1:00p.m. COMMENTSFROMTHEPUBLIC

Action(s) taken: Motion to close meeting:

TOWN OF OCEAN CITY DEPARTMENT OF PUBLIC WORKS TRANSPORTATION DIVISION

REQUEST FOR PROPOSALS (RFP)

Town of Ocean City

Prior to 11:00 AM on Tuesday, April 9, 2013

C:\Users\dchavis\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\4DM1CRYE\OCT Vehicle Advertising RFP - N Dirve Submission.doc

RFP - OCT 5 Year Vehicle Advertising Contract

C:\Users\dchavis\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\4DM1CRYE\OCT Vehicle Advertising RFP - N Dirve Submission.doc

RFP - OCT 5 Year Vehicle Advertising Contract

RFP - OCT 5 Year Vehicle Advertising Contract

C:\Users\dchavis\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\4DM1CRYE\OCT Vehicle Advertising RFP - N Dirve Submission.doc

RFP - OCT 5 Year Vehicle Advertising Contract

C:\Users\dchavis\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\4DM1CRYE\OCT Vehicle Advertising RFP - N Dirve Submission.doc

RFP - OCT 5 Year Vehicle Advertising Contract

RFP - OCT 5 Year Vehicle Advertising Contract

C:\Users\dchavis\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\4DM1CRYE\OCT Vehicle Advertising RFP - N Dirve Submission.doc

RFP - OCT 5 Year Vehicle Advertising Contract

C:\Users\dchavis\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\4DM1CRYE\OCT Vehicle Advertising RFP - N Dirve Submission.doc

RFP - OCT 5 Year Vehicle Advertising Contract

C:\Users\dchavis\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\4DM1CRYE\OCT Vehicle Advertising RFP - N Dirve Submission.doc

RFP - OCT 5 Year Vehicle Advertising Contract

C:\Users\dchavis\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\4DM1CRYE\OCT Vehicle Advertising RFP - N Dirve Submission.doc

RFP - OCT 5 Year Vehicle Advertising Contract

C:\Users\dchavis\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\4DM1CRYE\OCT Vehicle Advertising RFP - N Dirve Submission.doc

The White Marlin Capital of the World

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The White Marlin Capital of the World

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