Board of Commissioners Special Meeting

MINUTES BOARD OF COMMISSIONERS SPECIAL MEETING JANUARY 30, 2020 2:00 P.M. A s pecial meeting of the C ity of Madeira Beach Board of Commissioners was held at 2:00 p.m. January 30, 2020, in the Patricia Shontz Commission C hambers at C ity Ha ll, located at 300 Municipal Drive, Madeira Beach, Florida. MEMBERS PRESENT: Maggi Black, Mayor Deby Weinstein, Commissio ner District I Nancy Hodges, Vice Mayor/Commissioner District 2 Doug Andrews, Com missioner District 3 John Douthir"t, Commissioner District 4 MEMBERS ABSENT: CITY STAFF PRESENT: Robert Daniels, C ity Manager C lara VanBlargan, C ity Clerk Patty Kordis, Deputy C lerk Ralf Brookes, C ity Attorney 1. CALL TO ORDER: Mayor B lack called the meeting to order at 2 :00 p.m. 2. ROLL CALL C ity Clerk C lara VanBlargan called the roll. 3. PUBLIC COMMENT Mayo r Black opened to public comme nt. T here were no public comments. 4. AGENDA ITEM TOPICS A. Project #2013-80, Award of RFP and Contract for the Crystal Island Roadway Improvement Project - Al Carrier, Deuel & Associates A l Carrier, Deuel & Associates, expl ained the details of the project. He said that as part of the project, the City wi ll be entering into a j o int proj ect agreeme nt w ith Pinellas County. The county w ill be respons ible for the cost of a ll utility upgrades. Two contractors submitted sealed bids on T hursday, January 23, 2020, who were C risdel Group. Inc. and G ibbs & Register, Inc. T he bids were reviewed that same day by the Bid Review Committee, and th ey recommended approval of a contract with G ibbs & Register Inc., who was the lowest bidder. The total contract price fo r the January 30, 2020, BOC Special Meeting Minutes Page 1 of 4 entire project is $12,624,889.70. The City is responsible for paying $9,597,127 of the project, with a 10% contingency, for a total cost of $10,556,839.70. Pinellas County will be reimbursing the City approximately $2,000,000 for their portion of the work plus an additional 10% of their base bid, which is approximately $200,000. Commissioner Andrews said he stood behind the project 100%, but he does not agree with the procedure that had taken place from the beginning when the development of the project was underway. The project had been rushed; there was a lack of due diligence and a lack of professionalism. He hoped going forward, he would not be embarrassed and backed into a comer again. Commissioner Weinstein commented on going through with the project. She had done her due diligence, along with all departments involved to get the project underway. Mayor Black opened to public comment. Charies Lambert, 565 Crystal Drive, said speaking from experience, the bidding process and the projects never go smoothly. He recommended that the City go with the lowest bidder. Chuck Dillon, 529 Lillian Drive, commented on the project and said $15 million would never cover the cost of all three projects. It is common practice to hire engineers to oversee other engineers on a project. Marvin Merrill, 581 Crystal Drive, said he was in favor of the project and appreciated the Commissioners for wanting to know the facts behind the bid. Commissioner Weinstein motioned to approve Project #2013-80, Award of RFP and Contract for the Crystal Island Roadway Improvement Project to the lowest bidder, Gibbs & Register, Inc. Commissioner Douthirt seconded the motion. ROLL CALL: Commissioner Weinstein "YES" Commissioner Douthirt "YES" Commissioner Andrews "YES" Vice Mayor Hodges "YES" Mayor Black "YES" Motion carried 5-0. B. Construction Administration Services for Crystal Island Roadway & Stormwater Improvements Project-Robert Daniels City Manager City Manager Robert Daniels recommended hiring the City's engineer, Al Carrier with Deuel and Associates, to oversee the project instead of using the engineer with the contractor that bid the project. They do inspections and handle problems that come up between the contractor and the January 30, 2020, BOC Special Meeting Minutes Page 2 of 4 design. If a separate engineering firm oversees the project, they may not understand the thought process or design. They could start making changes to the design, which then becomes a change- order, which means the cost starts going up. Commissioner Andrews asked where the funds would be coming from to pay Deuel & Associates. The City Manager said the funds would come from the stormwater drainage account. Chuck Dillon, 529 Lillian Drive, gave his insight on why he thought the City should hire Deuel & Associates to oversee the project instead of the engineer with the contractor that bid the project. Mayor Black opened to public comment. Charles Lambert, 565 Crystal Drive, asked the project start time. Al Carrier, Deuel & Associates, said March l, 2020. There will be a pre-construction meeting, an open house meeting for the public to attend; the contractor will provide a construction schedule. There will be a special web page linked to the Madeira Beach website with the schedule and demographics. They are pot sure where the project will start but will know more after the construction meetings. He anticipated a one-year project. The City Manager said the City would communicate with the residents=--weekly through emai I with updates. Robert Preston, 425 S Bayshore Drive, said he is 100% behind the project. Sue Patzschke, 582 Crystal Drive, made everyone aware of some new home construction to start in March on Crystal Drive. John Hendricks, 569 Normandy Road, asked the Board if, during construction, the residents could park their trailer and boat at the Marina for free. The City Manager said he would add the item to the February 11, 2020 agenda for the Board to decide. Commissioner Weinstein motioned to accept the Deuel & Associates proposal for the construction administration services for the Crystal Island Roadway & Stormwater Improvements Project at the fiscal impact of $198,700. Vice Mayor Hodges seconded the motion. ROLL CALL: Commissioner Weinstein "YES" Vice Mayor Hodges "YES" Commissioner Andrews "YES" Commissioner Douthirt "YES" Mayor Black "YES" Motion carried 5-0. C. ADJOURNMENT Mayor Black adjourned the meeting at 2:39 p.m. January 30, 2020, BOC Special Meeting Minutes Page 3 of 4 ATTEST: Clara VanBlargan, MMC, MSM, City Cler January 30, 2020, BOC Special Meeting Minutes Page 4 of 4