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HomeMy WebLinkAbout2010 01 20 Consent Agenda Item 200 Requesting Approval of TLBD Regular Meeting Minutes October 20, 2009 CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION Pli° DISTRICT ADVISORY COMMITTEE REGULAR MEETING OCTOBER 21, 2009 CALL TO ORDER The Tuscawilla Lighting and Beautification District Advisory Committee Regular Meeting of Wednesday, October 21, 2009 was called to Order by Vice Chairperson Mary Brook at 7:00 p.m. in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call: Vice Chairperson Mary Brook, present Committee Member Helen Baker, present Committee Member Luci Coker, present Committee Member Donald Gilmore, present Committee Member Lidya Gongage, present A moment of silence was followed by the Pledge of Allegiance. AGENDA NOTE: THE FOLLOWING REGULAR AGENDA ITEM WAS DISCUSSED NEXT, FOLLOWED BY THE REST OF THE AGENDA AS DOCUMENTED. REGULAR AGENDA REGULAR 603. Community Development Department Urban Beautification Services Division Update On The Irrigation Retro -Fit Project Bids. Mr. Steven Richart, Urban Beautification Services Division Manager, Community Development Department presented this Agenda Item and stated that this item has been brought back to this Meeting to hopefully finalize a decision. Mr. Richart noted that there are three (3) Contractors in the audience and that each Contractor will be given an opportunity to speak about their company and what they can do for the Project; and that a question and answer session would also be held. Mr. Richie Hage, Bruce Hage Irrigation, 425 Gaston Foster Road, Orlando, Florida: spoke about his company; and that his business is twenty (20) minutes away and that he lives about ten (10) minutes away from the Project site. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING OCTOBER 21, 2009 PAGE 2 OF 9 Mr. Hage noted, Our idea with your job is to limit the splices; so when we have splices ;'1" at the decoders; ground all the decoders; if you get a direct hit of lightning, well it is Florida and you get a direct hit with lightning, but if it is anything minimal we would like to be able to try and take care of that. We would like to use the polyethylene jacketed wire and on the external of the wire have the Polyvinyl Chloride (PVC) jacket, so that it has two (2) jackets of protection as far as the wire goes." Continuing, Mr. Hage stated, "We like to give you the best workmanship that we can possibly do." Mr. Richart asked of Mr. Hage, "What is your timeline for this Project? How long do you think it will take you Mr. Hage replied, "Six (6) to eight (8) weeks, depending on how tough the digging is." Further discussion. Continuing, Mr. Richart inquired, "How would you handle your warranty there is a one (1) year warranty on this job; how would you handle that Mr. Hage responded, "If you have any problems you call me and I will take care of it." Mr. Richart asked, "What would your response time be Mr. Hage stated, "Same day, next day." Advisory Committee Member Donald Gilmore posed the question, "Is this a design build or are you working off a design handed to you Mr. Hage replied, "There was an as- built drawing given out with the bid that had the original system that was put with all the battery operated controllers, so we went off of that." Mr. Richart stated, "So, he will have to hire an Architect based on the Specs and it is a Design Build with heavy input from us as to what we want." Mr. Hage commented, "Yes, and we would come up with a Plan and we try to address that and get it to where you like it." Mr. Joel Newburg, Newberg Irrigation, 10501 Rocket Court, Orlando, Florida: addressed the Committee, "We have been in business approximately thirty -five (35) plus years, and we have an office in St. Petersburg and in Orlando. This job is really high profile with all the traffic that is going to be around that area. Basically the way that we planned to do it, was going to be bore across the roads and not run any wire in the medians. One of the things that we are going to do is to run all the wire in conduit, not just the wire that goes underneath the driveways." Mr. Newburg added, "One of the main issues that we have out there; the wire that is out there, the reason that it is inoperative is that it has been cut so many times with all the construction and changes over the years that have gone on out there. If you look at our qualifications, I have probably done twenty (20) systems like this; worked with other people's decoder systems as well as Hunter [Industries Incorporated] and we are Certified with all of them. And again, the cleanliness on the job and the low profile as far as whatever we do in one (1) day will be finished that day cleaned up and done. As far as warranty is concerned, basically it is warranted for one (1) year." CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING OCTOBER 21, 2009 PAGE 3 OF 9 Mr. Newburg continued, "Lightning is a big issue with this type of a system; if you take a direct hit by lightning, typically that is not going to be under warranty. But if you take a "CO direct hit, it will take out a decoder or a solenoid which would not be under warranty." Mr. Richart remarked, "Tell me a little bit about your pricing." Mr. Newburg stated, "The boring to me was the highest priced item which we sub contract out to a Minority Company and noted it is probably forty -five percent (45 of the job price." Mr. Richart asked, "And then your timelines on the Project Mr. Newburg replied, "Four (4) to six (6) weeks." Advisory Committee Member Luci Coker inquired, "Of the twenty (20) systems that you have done, how many have ever been hit by lightning Mr. Newburg noted, "All of them." Committee Member Coker then asked, "And they are not under warranty Mr. Newburg stated, "Not for a direct hit lightning." Committee Member Coker continued, "And what is the cost to repair approximately Mr. Newburg responded, "Typically it is going to be a decoder or solenoid that is going to go out. One of the things that you have to have knowledge of is how to diagnose the problem and that probably takes longer than replacing the decoder or replacing the solenoid. I would say around three (3) to five (5) hundred ($300.00 to $500.00) dollars. You have a lot of trees around there that tend to attract lightning." Discussion ensued regarding the surge protection and Mr. Newburg said that every five hundred to seven hundred feet is typical. Mr. Richart noted that the City exceeded Hunter's (Industries Incorporated) request as far as their specifications on it. Discussion continued about Avalanche Technology and the decoders and lightning strikes. Mr. Jason Cally, LSP Nursery, Inc., 521 Thor Drive, Palm Bay, Florida: spoke about having a warranty for a year. Continuing, Mr. Cally noted, "That if something happens that day, we will be here either if it is early in the morning the same day or if it is in the afternoon we will be here first thing in the morning. We are based out of Palm Bay [Florida] it takes me an hour to get here." Mr. Cally explained, "We took our boring cost and we did not put any money on top of our boring cost." Mr. Cally commented that he has been doing this business for fifteen (15) years and gave a timeline of four (4) to eight (8) weeks. Advisory Committee Member Lidya Gongage noted, "This is a Subdivision with a lot of old trees; a lot of huge roots. My question was, `Have you ever done a job that involves that kind of complications? Because a new Subdivision is easier'." Mr. Cally responded, "Yes." CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING OCTOBER 21, 2009 PAGE 4 OF 9 With further discussion, Mr. Richart excused the Contractors from the Meeting and they departed at approximately 7:27 p.m. Mr. Richart commented, "We have really three (3) options tonight and that is move forward with this, choose a Vendor; and the Board would Vote to recommend it to the City Commission. We can modify the scope of the Project if we are not happy with the scope, or we can decide to delay the Project either way, there are three (3) options. L Discussion of the submitted Bid packages continued. "I MAKE A MOTION THAT WE GO WITH THE CHEAPEST BIDDER." MOTION BY ADVISORY COMMITTEE MEMBER GILMORE. WITH FURTHER COMMENTS, MR. RICHART NOTED THAT EACH OF THE CONTRACTORS ARE BONDED AND INSURED. MR. RICHART FURTHER COMMENTED THAT WE HAVE BID SECURITY ON THIS PROJECT. MR. RICHART STATED, "WE HAVE THE CHECK SO WE HOLD THAT AND IT IS A PERCENTAGE OF THE JOB IT IS A SIGNIFICANT AMOUNT OF MONEY." ADVISORY COMMITTEE MEMBER GILMORE REITERATED HIS MOTION AS, "I MAKE A MOTION THAT WE, IF ALL THINGS BEING THE SAME AND STEVE RICHART] IS SATISFIED THAT THE LOW BIDDER MEETS ALL THE QUALIFICATIONS, I MAKE A MOTION THAT WE GO WITH THE LOW BIDDER." SECONDED BY ADVISORY COMMITTEE MEMBER BAKER. DISCUSSION. VOTE: VICE CHAIRPERSON BROOK: AYE COMMITTEE MEMBER BAKER: AYE COMMITTEE MEMBER COKER: AYE COMMITTEE MEMBER GILMORE: AYE COMMITTEE MEMBER GONGAGE: AYE MOTION CARRIED. Mr. Richart stated, "What I will do is immediately finish any due diligence left to get this rolling, I will prepare an Agenda Item for the City Commission stating your Vote." Vice Chairperson Brook inquired, "Do you use Release of Lien when you do a job like this Mr. Richart replied, "We have, it just depends on what type of work is; for this one we will have a Notice of Commencement filed with the County. We will also have a list of their people that they go and buy the material from." CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING OCTOBER 21, 2009 PAGE 5 OF 9 Discussion ensued on the possible available funds for additional landscaping. •3 AGENDA NOTE: THE FOLLOWING REGULAR AGENDA ITEM WAS DISCUSSED NEXT, AND LATER IN THE MEETING, AS SHOWN ON PAGE 8 OF THESE MINUTES. a REGULAR AGENDA REGULAR 602. Community Development Department Urban Beautification Services Division Update On The Landscaping Replacement Project. Discussion ensued regarding the Landscaping Replacement Project. Tape 1 /Side B INFORMATIONAL AGENDA INFORMATIONAL 100. Not Used. CONSENT AGENDA CONSENT 200. Office Of The City Clerk Requests That The Tuscawilla Lighting And Beautification District Advisory Committee Review This Agenda Item And Re- Approve The June 3, 2009 Special Meeting Minutes. "I MAKE A MOTION TO APPROVE THE MINUTES FROM THE JUNE 3RD [2009] MEETING." MOTION BY ADVISORY COMMITTEE MEMBER COKER. SECONDED BY ADVISORY COMMITTEE MEMBER GILMORE. DISCUSSION. VOTE: COMMITTEE MEMBER BAKER: AYE COMMITTEE MEMBER COKER: AYE COMMITTEE MEMBER GILMORE: AYE COMMITTEE MEMBER GONGAGE: AYE VICE CHAIRPERSON BROOK: AYE MOTION CARRIED. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING OCTOBER 21, 2009 PAGE 6 OF 9 CONSENT 201. Office Of The City Clerk Approval Of The July 15, 2009 Regular Meeting Minutes. "I MOVE FOR APPROVAL." [JULY 15, 2009 MINUTES] MOTION BY ADVISORY COMMITTEE MEMBER GILMORE. SECONDED BY ADVISORY COMMITTEE MEMBER COKER. DISCUSSION. wa VOTE: rien COMMITTEE MEMBER COKER: AYE COMMITTEE MEMBER GILMORE: AYE COMMITTEE MEMBER GONGAGE: AYE VICE CHAIRPERSON BROOK: AYE COMMITTEE MEMBER BAKER: AYE MOTION CARRIED. CONSENT 202. Office Of The City Clerk Approval Of The September 16, 2009 Special Meeting Minutes. "I MAKE A MOTION TO APPROVE THE MINUTES FROM SEPTEMBER 16 [2009]." MOTION BY ADVISORY COMMITTEE MEMBER COKER. SECONDED BY ADVISORY COMMITTEE MEMBER GILMORE. DISCUSSION. VOTE: COMMITTEE MEMBER GILMORE: AYE COMMITTEE MEMBER GONGAGE: AYE VICE CHAIRPERSON BROOK: AYE COMMITTEE MEMBER BAKER: AYE COMMITTEE MEMBER COKER: AYE MOTION CARRIED. AWARDS AND PRESENTATIONS AWARDS AND PRESENTATIONS 300. Not Used. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING OCTOBER 21, 2009 PAGE 7 OF 9 400. REPORTS No Reports were given. PUBLIC INPUT No one spoke. PUBLIC HEARINGS AGENDA PUBLIC HEARINGS 500. Not Used. REGULAR AGENDA REGULAR 600. Community Development Department Urban Beautification Services Division Review Of Budget. Mr. Richart presented this Agenda Item and reviewed the Budget with the Committee Members. Discussion. REGULAR 601. Community Development Department Urban Beautification Services Division Review Of Maintenance Items And Progress Report. This Agenda Item was introduced by Mr. Richart who reported that there has been some vandalism in several areas. Then Mr. Richart commented that there has been an upgrade to the high voltage lights and that the fountains have been stabilized. With further discussion, Mr. Richart noted that the Annuals have been scheduled to be replaced and that they are looking at doing some Poinsettias for the Holidays. Continuing, Mr. Richart commented that they have been dealing with algae, the pumps and electric heater. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING OCTOBER 21, 2009 PAGE 8 OF 9 AGENDA NOTE: THE FOLLOWING REGULAR AGENDA ITEM WAS DISCUSSED AGAIN, IN ADDITION TO WHAT WAS PREVIOUSLY NOTED ON PAGE 5 OF THESE MINUTES; FOLLOWED BY THE REMAINING DISCUSSION AS NOTED. REGULAR AGENDA REGULAR 602. Community Development Department Urban Beautification Services Division Update On The Landscaping Replacement Project. Mr. Richart presented this Agenda Item and discussion ensued regarding drought tolerant plants; native plants and soil issues; and adapting the right plants to the right soil. REGULAR 604. Community Development Department Urban Beautification Services Division Presentation Of The Restoration Of The Main Entry Fountain Gardens. Vice Chairperson Brook gave a PowerPoint presentation regarding the plantings around the main entry fountain gardens. The Committee Members commented favorably on Vice Chairperson Brook's presentation. Discussion ensued regarding the Knockout Roses and it was noted by Vice Chairperson Brook, "They are not as hearty as we thought." Mr. Richart commented, "The problem is in the watering; the water type, the Reclaimed Water they really do not like it." Mr. Richart added, "They are not doing well for us unless we pay to have them cared for, so I would not recommend us doing that anymore." ADJOURNMENT Vice Chairperson Brook adjourned the Regular Meeting at 8:29 p.m. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING OCTOBER 21, 2009 PAGE 9 OF 9 RESPECTFULLY SUBMITTED: CAROL A. LALLATHIN ASSISTANT TO THE CITY CLERK itnri NOTE: These Minutes were approved at the 2010 Tuscawilla Lighting and Beautification District Advisory Committee Regular Meeting.