HomeMy WebLinkAbout2005 03 28 Regular 508 Glen Eagle Homeowner's Association and Decorative Street Signs
032805_ COMM _Regular _508_ Glen_Eagle _ Street_Signs
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COMMISSION AGENDA
ITEM 508
Consent
Informational
Public Hearin
Re ular X
March 28. 2005
Regular Meeting
Mgr. V / Dept.
Authorization
REQUEST: City Manager requesting direction related to the Glen Eagle Homeowner's
Association desire to install decorative street signs.
PURPOSE:
This agenda item is needed to have the City Commission to determine how it desires to proceed
with the Glen Eagle Homeowner's Association request for the City's assistance in acquiring and
installing decorative street signs.
CONSIDERATIONS:
On March 14, 2005 Ralph Betancourt, President of the Glen Eagle Homeowner's Association
appeared before the City Commission requesting the City's assistance in acquiring and installing
decorative street signs.
The City Commission directed the staff to develop an approach by which the City could
participate without the City being put into the inadvisable role of a collection agency.
On March 21, 2005 the City received the attached letter from Mr. Betancourt formalizing his
request.
Based upon our review of this matter there are two plausible approaches as follows:
1. Homeowner's Association Serving as Construction Manager. Enter into an agreement in
which the Homeowner's Association agrees to contract with vendors to acquire and install
the signs in accordance with City specifications. Upon completion and inspection of the
improvements the City would accept the improvements. The City would provide a right-of -
way permit to City property. All business transactions other than inspections and acceptance
of improvements would be between the homeowners and the vendors.
032805_ COMM _Regular _508_ Glen_Eagle _ Street_Signs
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There are three advantages to this approach as follows:
a) It is consistent with other arrangements the City has made with other homeowner
associations.
b) It would probably help expedite the project.
c) The City would not have to become involved in the administration of the project.
The disadvantage to this concept is the fact that the homeowners would have to pay sales
taxes and provide the City with liability insurance and/or a hold harmless agreement.
2. City Serving as Construction Mana~er. Enter into an agreement where the City takes all
responsibilities for bidding, acquiring, and installing the signs at an agreed upon price that
would cover the cost of this project. A contingency would be figured into the price. All
unused contingencies would be returned to the Homeowner's Association after completion of
the project. The Homeowner's Association would pay the City for the project prior to
issuance of the notice to proceed to construction being issued.
There are three advantages to this approach as follows:
a) The City would have full control of this project.
b) The City would not be required to give the HOA a right-of-way permit, nor require
insurance and/or hold harmless agreement.
c) The Homeowner's Association would not have to pay sales taxes.
The disadvantage of this project is that it would probably take longer, tie up City personnel,
and could cost more. However, bidding could actually result in a lower price.
These concerns could be minimized if the Commission allowed informal quotations, and/or a
negotiated contract rather than a formal bid process.
FUNDING:
The Homeowner's Association would pay 100% of the City's out of pocket cost. The City
would contribute technical assistance.
The Homeowner's Association has two quotes as follows:
Eagle Signs $30,327
Creative Mailboxes & sings $32,499
Weare not certain if the quotes would meet our specifications.
032805_ COMM _Regular _508_ Glen_Eagle _ Street_Signs
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RECOMMENDATION:
It is recommended that the City Commission decide which alternative approach it would desire.
Option I. Homeowner's Association Serving as Construction Manager.
Option 2. The City Serving as Construction Manager.
Staff recommends Option 2.
ATTACHMENTS:
March 21,2005 Ralph Betancourt, President, Glen Eagle Homeowner's Association letter.
COMMISSION ACTION:
Glen Eagle
Homeowners Association
225 South Westmonte Drive, Suite 3310
P.O. Box 162147
Altamonte Springs, Florida 32714
RECEiveD
MAR 2 2 Z005
OF WINTER SPRINGS
erN City Manager
March 21, 2005
Mr. Ronald McLemore
City Manager
City of Winter Springs
1125 East State Road 434
Winter Springs, Florida 32708-2799
Dear Mr. McLemore:
As discussed at the City of Winter Springs Commission Meeting on March 14, 2005, the
Glen Eagle HOA Board of Directors has approved to pay for upgrading our street signs
throughout the Glen Eagle subdivision. After working with Steven Richart at the City,
we obtained two proposals including one from Eagle Signs and one from Creative
Mailboxes & Signs. These proposals (copies enclosed), include replacing all 27 signs
with the same type of signs that the City has recently used along Winter Springs Blvd.
Although the Glen Eagle HOA is prepared to purchase and install these signs
immediately, we understand your concerns that there could be some legal issues around
the fact that these signs are actually public property on public streets. Therefore, as you
recommended, the Glen Eagle HOA is willing to make a donation to the City of Winter
Springs, so that the City may purchase and install the signs.
I suggest that the City prepare an agreement between Glen Eagle HOA and the City,
stating the fact that upon receipt of our donation, the City will install these signs within a
certain time frame and that the City will maintain these signs as public property going
forward. If you would like Glen Eagle to supply this document, I will be glad to engage
our attorney to do so. I just want to make sure that this project continues to move
forward, as I promised our homeowners that we would have new signs by this summer.
Lastly, please make your recommendation as to the amount that Glen Eagle HOA should
donate to the City for this project. As you will see from the two proposals, Eagle Signs
proposed a cost of $22,027 for the signs, plus $7,500 for installation and $800 for freight,
for a total of $30,327. Since Eagle Signs is located outside Florida, there is no sales tax
on their proposal. Creative Mailboxes & Signs proposal totals $32,499 with installation
and before sales tax. Both companies estimate 8 weeks to deliver the signs.
Thank you for your immediate attention to this matter. If you have any questions or you
would like to discuss, please call me on my cell phone at 407-496-0707.
SRi'~
Ralph Betancourt
President
Glen Eagle Homeowners Association
Cc: Steven Richart, Urban Beautification Coordinator, City of Winter Springs
Kathryn Harrigan, Property Manager, Vista CAM
Ralph
Betancourt/CBG/USR/FTU
01/10/200508:48 AM
To ron@eaglesign.com
cc
Subject Glen Eagle
Ron, as we discussed, Glen Eagle HOA would like to order all new signs for our subdivision. Below is a
list of all the signs and names. Of the 19 stop signs, 3 are just stop signs and the other 16 have street
names on them as well. Also note that 4 stop signs also have the little sign that says "4-Way". If it's
possible to attached a small "Dead End" sign on a stop/street sign, then we won't need the 3 poles for
seperate dead end signs. Please send me a quote, based on this information. If you have any questions,
please call me at 407-649-5235. Thank you.
Poles - 27
Stop Signs - 19
Special Signs - 8
3 Dead End
2 Warning Neighborhood Watch Area
2 Speed Limit - 25 MPH
1 Children at Play
Street Signs - 32
9 EAGLE NEST CIR
3 GLEN EAGLE DR
2 WINGSPAN WAY
3 OVERLOOK WAY
1 FOREST VIEW CT
1 IRONWOOD CT
6 GOLFPOINT DR
1 GOLFPOINT CT
2 MICHIGAN WAY
1 NORTHERN WAY
2 GREENLEAF CT
1 NATURE CT
l ((~~ Aoo~
\"
?rr-SIl-0007
E..,\t 5'J'1
February 22, 2005
Mr. Ralph Betancourt
Glen Eagle HOA
Winter Spring, FL
Dear Ralph:
Following is the residential signage quote you requested for Glen Eagle Home Owners Association.
Street Signs:
36" x 6" Sheet Aluminum wi 4" Reflective Letters
36" x 6" Street Sign Frames
64 @ 45.00
32 @ 96.00
Posts:
4" x 14' Round Fluted Posts for street signs
4" x 12' Round Fluted Posts for Stop & Special Signs
Decorative Base for posts
Finials for Posts
16 @ 255.00
II @ 230.00
27 @ 140.00
27 @ 42.00
Traffic Control Signs:
24" x 24" DOT Stop Sign
24" x 24" Aluminum Frame for Stop Sign
30" x 30" DOT Dead End Sign
30" x 30' Frame for Dead End Sign
18" x 24" DOT Neighborhood Watch Sign
18" x 24" Frame for Neighborhood Watch Sign
18" x 24" DOT 25 MPH Speed Limit Sign
18" x 24" Frame for Speed Limit Sign
24" x 24' DOT Children at Play Sign
24" x 24" Frame for Children at Play Sign
12" x 6" 4 Way Sign
19 @ 55.00
19 @ 100.00
3 @ 75.00
3 @ 142.00
2 @ 55.00
2 @ 100.00
2 @ 55.00
2 @ 100.00
1 @ 55.00
1 @ 100.00
4 @ 45.00
TOTAL
2,880.00 v
3,072.00.0/
4,080.00 /
2,530.00 ~/
3,780.00/
1,134.00/
1,045.00~
1,900.00 '
225.00J
426.00 J
110.001./'
200.00 J
110.00/
200.00.J
55.00~
100.00v
180.00 v
$ 22,027.00
Deposit:
Color:
Mounting:
Freight:
Sales Tax:
Delivery:
50% deposit ($ 11,013.50) required to begin production, balance due upon completion
To be determined by client prior to placing order
Direct Mount
Will be added to final invoice
Out of State Client - Not Applicable
Approx 8 weeks from fmal approval and receipt of deposit
Note: Delivery times are subject to change when order is finalized and placed, depending
on current production demand
Sincerely,
.~ r')L \ \c>\~o~
Ron Moore ~ ce.....cr~ 1 \f~)
ACCEPTED I APPROVED: ( Quote honored for thirty days ): y:: I (I..,;l \
Name Date
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