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HomeMy WebLinkAbout1991 04 11 Staff Review Regular Meeting Minutes STAFF REVIEW Apr i I 11, 1991 The meeting was called to order at 9:30 A.M. PRESENT WERE: R. Rozansky, City Manager C. Holzman, Fire Chief J. Govoruhk, Police Chief M. McKinney, Building Official L. Kozlov, City Engineer D. LeBlanc, Land Development Coordinator G. Whitsett, Recreation Director B. Johnson, Recreation J. Koch, Comprehensive Planning H. Martin, Finance Director D. Barth, Project Manager J. Van Ostran, Representative Webb Engineering J. Sorci, Architect J. Conley, Architect David Barth passed around a list for the people present to sign. He stated that the first part of the meeting he would like to talk about the status schedule wise, permit wise, and some questions about the right-of-way acquisition, to get a feel as to where we stand on the project. Then we will discuss the front end of the contract; starting with the contractual relationship between the City and the contractor, also a copy was sent to the City Attorney for his review. From there we will go on to any questions on the technical specs, the plans; We then will talk about the cost estimate; based on the cost estimate - we will talk about the alternates that gets included in the bid to bring the price down as necessary in certain areas. Whitsett stated that he has not been contacted about the lights. Barth stated that he hasn't seen the complete electrical specs yet. LeBlanc asked Barth how complete the electrical specs are that the Staff has reviewed. Barth stated that it goes by discipline: landscaping and irrigation is 100%, architecture 95%, structural 95%, mechanical and plumbing are about 99% complete. Manager Rozansky stated that the City has hired Barth and the other professionals to do a set of engineering and Staff has been working along with you; the Staff will not do your jobs for you, they are here to help and not do the work for you; ultimately you are responsible for the project. Barth stated that the purpose of this set is a review set before we go to bid. Barth stated that for the most part we are 100% done. The intent is to have comments on the set. If you feel that the set is not complete enough to review, then we will resubmit a set to you. Barth said that as we review the sets if there is certain areas that you couldn't review then we will not waste anyone's time, and will stop at that point and resubmit the set; electrical will be one that will have to be resubmitted and will need to sit down together and gone through. J. VanOstran, representative of Webb Engineering, stated that the Water Management permit - we should be given the REI permit probably sometime this afternoon. He stated that it looks good with only a few minor comments and will be going in front of the Board in June. VanOstran stated the same goes for the DER. He stated that DOT is still reviewing the turn lanes and the same with the CSX people for the underground. All permits are in and applied for staff Review April 11, 1991 Page 2 and we are waiting for review. We are on the expected schedule that we had anticipated. Barth stated that he did not have anything stating the CSX and DOT anticipated approval. VanOstran stated that we should hear something back from DOT around next week or so, CSX is waiting to hear something back from Jacksonville, but stated that most of the permits should be in about the first part of June which is what we anticipated. Barth asked which permits are needed to start construction. VanOstran stated the biggest one is st. John's, if you wanted to start earlier we could get an early work permit which cost $500. There was discussion on the vacation of Orange Avenue and Clifton Avenue. VanOstran stated that if the roads are not vacated it would not affect the permitting. We can look at what can be done if those roads are not vacated. Koch stated that the owner of the property has the information for the acquisition of the R-O-W. Barth said for the record we are talking about A. Keen, and has agreed in principal. Koch stated that Keen will be getting in touch with the City about the R-O-W, and probably has no objections to the acquisition of the R-O-W and will have an answer within the next couple of weeks. Barth stated that the next topic is when do we go to the Commission to present the plan and get their approval to go to bid; and the R-O-W acquisition throws a kink in that. He asked if they should present a set of plans showing the roads being vacated. Manager Rozansky stated that we can't change the plans now, I suggest we get the plans complete and present them to the Commission. Manager Rozansky asked the City Clerk if the Commission tabled the issue of vacating Orange and Clifton Avenues as he was out of town for that meeting. City Clerk Norton stated that the Commission felt there was no hurry and tabled it until it was settled. It was determined that as it stands now the meeting with the Commission will be on April 22, 1991 to present the plans. Barth stated that the first advertisement for bids as he sees it could be the day after approval by the Commission. He stated that he feels the City should advertise two times instead of one time. He mentioned advertising on April 23 and 30, 1991. It was determined that if the commission approves the plan, the bid advertising could appear in the next Sunday's paper. Barth stated he would revise the schedule accordingly to fit the bid advertising. LeBlanc asked when is it expected to have the bids in after the second advertisement. Barth stated that the pre bid on May 7, 1991 and the bid opening would be May 17, 1991. Barth stated that with this schedule we are talking about awarding the bid contract at the end of May/early part of June; which is when we expect the permits to be in. Construction could begin June 8, 1991, if the City has all the paper work etc. completed by then in order to get the contractor going. staff Review Apr i 1 11, 1991 Page 3 LeBlanc mentioned that the City Attorney has to review the documents. Manager Rozansky asked who will review the bids. Barth stated that they will review the documents with the Staff. Manager Rozansky asked who is going to manage the project. Barth stated that we will as the consulting team. Barth said the way it will work is that the bids will come in with some pretty basic lump sum prices, but the successful bidder will have to come back in with their itemized costs; then they will come in with their unit prices and at that time we all will evaluate it and make sure we agree with everything. Barth said the next item to discuss is what we call the "front end" which are all the contract documents between the City and the contractor. Manager Rozansky asked if the City Attorney has a copy of these documents. Barth stated that he sent the Attorney a copy. Barth stated that we feel that this contractor's document does more to protect the City as well as ourselves. Barth did mention that if the City needed more copies of the contractor documents he would be happy to provide them. LeBlanc stated that the City was only furnished one copy of the contract documents, and the City Engineer has reviewed them and has a few comments, which Barth has a copy of and the Building Official is now reviewing them. Barth stated that the City Engineer's comments were dealing with the technical specs, correct? Kozlov stated that yes they are. Barth stated that the copy of the contractor documents was sent to the City Attorney on Wednesday (April 10, 1991). J. Sorci, Architect, reviewed the contractor's document. He stated that it is a standard contract with supporting conditions of the contract and there are timetables established that needs to occur to keep the process of the work moving. During the bidding, we are requiring all the bid bonds, labor and performance bonds, all of the public entity crime forms, be executed and returned to the City within 14 days of being notified of an award of bid. A particular requirement that we are advocating is the post bid information, as to who is going to be the subcontractors on the project. We are also asking for priority names of the major items of construction, and a final list of contractors. We feel that this will enhance the project. Barth said the next is the technical specifications. He stated that he will get four more sets of the technical specifications. Sorci stated that he would like to propose is to add line items to the propos a 1 . There was discussion on the cost estimate. Sorci mentioned that there has been discussion on having low maintenance buildings but this means more cost to build. staff Review Apr il 11, 1991 Page 4 There was discussion on reviewing the plans before it goes out to bid. LeBlanc mentioned the comment by the Fire Department that the conceSSlon stand and maintenance building having fire sprinklers. Barth mentioned that the Code does not require sprinklers, and asked about the additional cost to include them. Manager Rozansky stated that there should be an estimate on the sprinkler system before we discuss cost. It was estimated that it would cost about $2.00 per foot for a sprinkler system. It was determined that the sprinkler system be added as an alternate. Whitsett mentioned the emergency gate at gate #5 only being eight foot wide and wondered if this would be wide enough for emergency vehicles. McKinney asked to meet with Sorci to go over the plans. Barth mentioned getting the electrical plans for review. McKinney asked if there would be a problem with having the specs for the maintenance and recreation buildings on different sheets so it would be easier to read. Barth stated he would like to keep them the way they are. LeBlanc asked that will go before the Commission on the 22nd, and if passed will go out for bid then; will it still go out for bid if the plans are not complete. Barth stated that the plans wi 11 be complete and review by that date. J. VanOstran, representative of Webb Engineering, stated that if there is a need this could go out to bid separately, if there is any problem with A. Keen and the right-of-way. Barth stated that his company will make periodic observations on the construction of the project. If we see something that is not going along with the design specs, it is our obligation to notify the City. It was discussed that the contractor will do the soil testing for compaction etc. Kozlov mentioned that the testing has to be signed by a geo-tec engineer. Barth stated that the contract will state that the contractor will provide all testing necessary with reports submitted to City. "As-Builts" will be the responsibility of the contractor, all warranties, contracts, etc. also will be the responsibility of the contractor. Barth passed out to the staff a cost estimate sheet. Harry Martin, Finance Director, stated that the City has approximately 2 million for the park. Manager Rozansky asked how much money has been set aside for the road improvements. It was determined that $134,000 has been set aside for road improvements, which include the 12 inch water line coming down S.R. staff Review Apr i 1 11, 1991 Page 5 434. The cost for the railroad crossing and road improvements together will be $224,000 tota I . Manager Rozansky stated that the state has approved a grant for the City of $150,000 for the park. Barth stated that we have a budget of $2.150.000 million and with what has been paid out already and with the grant money; what we need to do is look at $350,000 for costs or alternates for this bid. We have a shortfall of $350,000 plus or minus. Site work is a hard area to cut back on. Barth asked the engineer if the City could save any money on the grading of the project. It was determined that you could delete all site work in phase I I. There was discussion on cost savings with the structures. One alternate being chain link dug-outs instead of having dug-outs with a roof, just have a chain link enclosure. There was also talk of eliminating the glass on the scorekeepers area to save costs. Also eliminate the ceramic tiles in the rest roams and paint them instead. Barth recommended using galvanized fencing instead of vinyl whitsett recommended using crushed shell warning track maintained and inexpensive compared to clay. for saving costs. as it is easily Barth stated that under site furniture, the City could save money by phasing them in, the City could install them themselves. There was discussion on the walkways and accessibility for the handicapped. For a cost savings need Barth stated that mulch could be used in the passive areas and shell for access to the facilities. The landscaping has been cut to minimal. This could be made all as an alternate. Manager Rozansky stated that effluent will be used for irrigation. Barth stated that when we go to the Commission we will have to show how we think the project could be bid at budget. We will be prepared to tell the Commission of the alternatives. Barth said he will get the technical specs to the Staff and would like their comments back within the next week. We will go through the cost to find room for reduction. We will go to the Commission with a complete set of plans then go out for bid if approved. The meeting was adjourned at 11:45 A.M. Respectfully Submitted Mary Norton, City Clerk April 25, 1991 TO: Staff Development COOtdinat~ FROM: Land RE: Site Plan Review Board, Fountaintree Sign The above referenced will convene at 2:30 P.M. on Tuesday, April 30, 1991. Please review the attached. Ifg attach. ~ ~ ~/ ./' // // ./~ May 1, 1991 TO: Staff ~ FROM: Land Development Coordinator ~ ~ RE: Baxley Warehouse Phase V Site Plan, Request for Extension The Site Plan Review Board will convene on May 7, 1991 at 2:30 P.M. to consider the above referen~ed. The plan was approved on May 1, 1990 and Section 9-346 allows the Board to grant a six (6) month extension. Please see attached letter. Ifg attach. , -- ,/ ,/./ // /'/ ./ ~ ",' ..,J'-" April 29, 1991 City of Winter Springs Att: Development Ooordinator SR 434 Winter Springs, Florida 32708 Gentlemen: Due to the economy at this time, I will not develop the site plan approved a year ago. Please extend this plan for six (6) months. Thank you for your cooperation. ~ :1\. .~~@~IlWlt~ &HR 30 1991 crtYi Q6 WlN.T.ER SERlNGSI l:Ini:t D.e..wJOPJUW ~ '--