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10/30/1995 CITY COMMISSION WORK SESSION CITY OF CLEARWATER October 30, 1995 Present: Rita Garvey Mayor/Commissioner Sue A. Berfield Vice-Mayor/Commissioner Robert Clark Commissioner-elect Elizabeth M. Deptula City Manager William C. Baker Assistant City Manager Kathy S. Rice Deputy City Manager Pamela K. Akin City Attorney Cynthia E. Goudeau City Clerk Patricia O. Sullivan Board Reporter Absent: Fred A. Thomas Commissioner J. B. Johnson Commissioner William Justice Commissioner The meeting was called to order at 9:03 a.m. at City Hall. Pension Trustees Due to lack of quorum, the Pension Trustees will meet on November 2, 1995 at 5:30 p.m. PRESENTATIONS Safety Recognition Award to Clearwater Gas Department’s Construction Division Milt Cason, Gas System Program Coordinator/Safety, reported the Department of Labor has recognized the Gas Department's Construction Division's superb workers' comp record and presented them with an award. Mr. Cason stated the Gas System is working to receive an award for the entire department based on their safety record. GS GENERAL SERVICES Contracts for purchase of vehicles to: Don Reid Ford, Inc., Maitland, FL, Twenty-two marked 1996 Ford Crown Victoria patrol units, for $458,936 and Five 1996 Ford Taurus 4-door intermediate sedans, for $78,290; Plaza Jeep-Eagle-Isuzu, Leesburg, FL, Three 1996 Eagle Vision 4-door full-size sedans, for $50,864.65; Regency Dodge, Inc., Jacksonville, FL, Seven 1996 Dodge Dakota 1/4-ton 4x2 pickups, for $83,481 and Three 1996 Dodge Ram LT. 1/2-ton 4x2 pickups, for $41,371; Brandon Chrysler Plymouth Jeep Eagle, Inc., Brandon, FL, One 1996 Jeep Cherokee 4x2 utility vehicle, for $18,391.01; and award an administrative fee of $2,050 ($50/vehicle) to Florida Sheriffs Association, for a total not to exceed $733,383.66; financing to be provided under City’s master lease-purchase agreement New vehicle procurement is as difficult as it was last year. The Purchasing Manager indicated procuring police package vehicles and light trucks may be impossible. He recommended immediately procuring them from dealers included in the bid from the Florida Sheriffs Association which conducted a statewide competitive bid for pursuit and administrative non-pursuit vehicles. This bid is extended to all Florida municipalities and police agencies. General Services has selected the lowest, most responsive bid from this contract. The fee charged by the Florida Sheriffs Association was questioned. General Services Director William Baird said the $50 charge covers administrative costs. The Sheriffs Association bid was lower than State prices last year, even with the administrative fee. PR PARKS AND RECREATION Contract to construct the Countryside Community Recreation Center Building to Bollenback Builders, Inc., for $1,424,678; prepare change order to reduce the cost to $1,399,678; authorize additional funding and approve Agreement with Florida Power Corp. for the City to park cars on the adjacent utility right-of-way The City has a budget of $1,377,000 for this project. Of this amount, $135,000 is earmarked for architectural and engineering soft costs and $1,242,000 is available for building construction. The low bid is $1,424,678, resulting in a shortfall of $182,678. Staff met with project architect, Robert Bitterli, and low bidder, Ken Bollenback of Bollenback Builders, Inc., to determine which cost savings could be achieved through value engineering without jeopardizing the building's usability and attractiveness. It was determined the project could be reduced by $45,500. A $20,500 fire sprinkling system needs to be added, resulting in a reduction change order in a net amount of $25,000. Staff feels a contingency of $45,000 should be added to cover miscellaneous costs not associated with this contract and other change orders which may be required in the future. If a reduction change order and the additional contingency are approved, the total shortfall will be $202,678. To cover this shortfall, staff recommends transferring $202,678 from the CIP Project for the construction of a bike path connecting Cliff Stephens Park and Eddie C. Moore Recreation Complex. The public has not expressed great demand for that project. The City's intention always has been to provide most of the center's required parking on the adjacent Florida Power Corporation (FPC) right-of-way. An agreement between FPC and the City will allow the City to park cars on the right-of-way for an initial annual fee of $6,000, plus tax, which is included in this year's operating budget. This yearly fee may be recalculated and adjusted as long as the City uses the property. If the Commission approves this contract, construction will begin as soon as permits can be obtained. The center's anticipated opening date is August 1, 1996. Parks & Recreation Department Director Ream Wilson said the building's size has not changed and will cost less than budgeted. The costs for required site work turned out to be extremely high. Robert Bitterli, President of Bitterli & Associates Architects, Inc., said the project was bid in two parts, building and site. He said the magnitude of developing Florida Power's right-of-way was not anticipated. A pond required for water treatment is expensive. He reported a similar center Bollenback Builders recently completed in St. Petersburg cost $102 a square foot compared with $81 a square foot for the Countryside recreation building, including site work. Mr. Bitterli apologized for not estimating the cost of the site work more accurately. He said the construction industry is experiencing inflation and urged the Commission to award the contract to Bollenback Builders, a desirable contractor. It was questioned why the pond is to be lined. Mr. Bitterli said the liner stops uncontrolled percolating. The pond will skim oil and pollutants so they do not reach the ground water. He did not know how often the pond would need to be cleaned but indicated staff could handle that maintenance. He did not know the cost. Mr. Wilson said the City has had to work with Florida Power and Pinellas County regarding Florida Power's right-of-way. He indicated negotiations took longer than expected. Mr. Bitterli said work needed on the right-of-way inflated the amount of site work necessary. In answer to a question, Mr. Wilson said the opening of the Center originally was predicted for May 1995. Current estimates anticipate celebrating the Grand Opening in September 1995. It was questioned if the City can ask Florida Power to annex all its property contiguous to the City. The City Manager indicated staff would ask. Mr. Wilson said when the project was conceived, staff did not contemplate that the right-of-way might be in the County and not the City. EN ENGINEERING C.O.#1 to Del Oro Storm Replacement Contract to Overstreet Paving Co., Largo, FL, increasing the amount by $90,065, for a new total of $964,286.75; and approve a time extension of 120 days Stormwater improvements within the eastern portion of Del Oro began October 16, 1995 and will take approximately 10 months to complete. The contractor is responsible for restoring pavement disturbed during installation of storm pipes. Full width street resurfacing originally was scheduled for inclusion in the annual street resurfacing contract. Staff anticipates the annual resurfacing contract will be completed prior to the time Del Oro streets can be scheduled. This change order proposes to approve Overstreet Paving to perform final street resurfacing 60 to 90 days after completion of the installation of storms sewers. Staff feels Overstreet Paving, which runs their own asphaltic paving materials plant, is an excellent contractor. The Change Order provides for three additional items: 1) full width asphaltic resurfacing for $59,565; 2) standard pavement milling adjacent to curbs for $15,500; and 3) removal and replacement of approximately 1,000 feet of failing 6-inch underdrain along the north side of San Mateo Street which is causing substantial pavement settlement for $15,000. Concern was expressed regarding the timing and cause of the underground failure of the 6-inch pipe. Engineering Director Rich Baier said he would look into that matter and report back to the Commission. CM ADMINISTRATION Amendment to existing contract with Rowe Architects, Inc. to provide architectural services associated with telephone, data & TV cabling interconnecting the new Municipal Services building, the new Police Headquarters building, the new garage building, the existing Fire Department Headquarters & the existing City Hall building for $77,000; and Amendment to existing contract with Creative-Beers contractors calling for construction - installation of the interconnecting network for $712,295 resulting in an increase to existing guaranteed maximum price from $15,875,000 to $16,587,295 The Municipal Services and Police Headquarters buildings are scheduled for completion on March 21, 1996. Construction on the garage will begin after the Police Headquarters building is completed and the existing police facility is razed. These buildings will be delivered with all electrical wiring. Only chases and runs are included to accommodate the voice/data/TV cabling determined necessary for City purposes. City operations are complex. Cabling within the buildings and the interconnection between buildings will take time to complete. If accomplished after the City's receipt of the buildings, move-in will be delayed several weeks. The work is of such volume that the building contractor will not allow this cabling work to be done in interference with his completion of the building. Because of time-frames and a desire to have the building contractor responsible for the cabling work, staff feels it is best to accomplish the work by amending the contracts with the City's existing architect and builder. In addition to the work within each new building, the three new buildings will be interconnected with the Fire Department Headquarters and City Hall. In the future, this work is designed to interconnect with the Harborview Center, the Library, the Pinellas County Emergency Operations Center, the Pinellas County Geographical Information System, and the City radio communication tower at Lakeview and Prospect Streets. It was questioned if cabling expenses had been anticipated when the buildings were being planned. Assistant City Manager William Baker said the need had been expected but was not part of the construction contract. The City Manager reported telephones for the new buildings will also be by separate contract. Concern was expressed that releasing a Request for Proposals (RFP) may result in a lower bid. Mr. Baker disagreed. He said he had investigated costs and found the proposed price in line. He said bidding the work could result in delaying occupancy of the new buildings for six months because of installation complications. The architect's $77,000 fee and role in the cabling project were questioned. Mr. Baker said the architect is contracted to receive a percentage of all expenses. Res. #95-80 - requesting federal assistance in the restoration of beaches in Pinellas County Jim Terry of the Pinellas County Engineering Department has requested the City Commission pass a resolution requesting federal assistance in the restoration of Pinellas County beaches. As lead agency for all beach restoration in Pinellas County, the County Engineering Department will forward the City's resolution with similar ones from other local municipalities to the appropriate parties. It was suggested the resolution also name Sand Key. The City Attorney indicated the proposed resolution addresses specific cities, not individual beaches. It was requested the cities be listed in order, North to South, with Clearwater first. First Reading Ord. #5943-95 - extending cable franchise agreement with Time Warner Entertainment-Advance/Newhouse Partnership to 02/01/96 The franchise agreement with Time Warner Entertainment/Advance Newhouse Partnership (TWE/AN) expired February 21, 1995. The franchise was extended for six months to August 21, 1995, and then for an additional three months. The City negotiated a new franchise with Vision Cable until ownership of the franchise was transferred to TWE/AN. The transfer and organizational changes at TWE/AN have prolonged negotiations and additional time is needed. The ordinance extends the present franchise agreement for an additional three months to February 1, 1996. TWE/AN has indicated agreement with this extension. Deputy City Manager Kathy Rice stated the parties are not close to an agreement. She indicated Time Warner Entertainment-Advance/Newhouse has not agreed to some of the items previously negotiated with Vision Cable. She said the City is working with a Washington D.C. law firm to review all of the City's alternatives. The City Attorney indicated the City Commission has granted extensions since the contract deadline passed one year ago. Ms. Rice noted the City's options are somewhat limited due to Time Warner Entertainment-Advance/Newhouse's takeover of other local cable systems. City Manager Verbal Reports MPO recommendation per traffic signals The City Manager referenced the City Engineer's memorandum regarding the Metropolitan Planning Organization (MPO) recommendation to change traffic signals at specific intersections to flashing during certain hours. She noted the City Engineer's advice against that proposal. She recommended the City Commission provide direction. City Hall Renovation The City Manager indicated current plans for City Hall renovation include a conference room and individual offices for the Mayor and each City Commissioner. It was felt that individual offices would not be necessary. Concern was expressed regarding a need for filing space. It was suggested Commission members need one decent size office and a room for files. The City Manager suggested the City Commission also needs an additional conference room. Other Commission Action Mayor Garvey noted installation of rock and revetments on Sand Key would be expensive and could take as long to accomplish as obtaining the permits for the proposed beach renourishment. The City Manager said she had not confirmed if the City would be responsible for removing the rock prior to beach renourishment action. Mr. Baker expressed concern if those actions count toward renourishment, they would count against the City. The Mayor said the Army Corps of Engineers has indicated the revetments do not provide the desired protection. Mr. Baker said the sea walls appear stressed by exposure to the pounding surf but are secure until they lose their embedment. He said the City could address the portions of the beach needing immediate protection as an assessment project. He indicated it was important that money not be spent for psychological comfort only. It was suggested that staff approach the County regarding their willingness to participate in such a project. Mr. Baker said the City's efforts would be temporary and only address the issue until renourishment occurs. The Mayor recommended Sand Key residents keep the pressure on legislators to provide the needed funding for renourishment. Mr. Baker said permitting any project would take at least six months. The Mayor reported the Corps of Engineers said they were positive beach renourishment would begin in January 1997. Commissioner-elect Clark recommended adopting a fall back position should renourishment again be delayed. The Mayor recommended writing officials in Tallahassee. The City Manager indicated the County also should be addressing a fall back position. Mayor Garvey referred to a memorandum to Commissioner Thomas regarding his appointment to the review committee of the East End RFPs. She felt it is inappropriate for a single elected official to participate on the review committee. Ms. Rice and Central Permitting Director Scott Shuford are the other review committee members. Mayor Garvey referred to Commissioner Justice's recommendation that the City buy the mobile home park next to Bayview on Gulf-to-Bay Boulevard for park land. The City Manager said the owner indicated no interest in selling the property but wanted a long term lease. She noted the property does not extend to the waterfront and an access agreement with the County would be needed. She said the City does not have much park land in that area and said staff could pursue the matter to see if the owner would sell. Commissioner-elect Clark suggested staff also speak with the County regarding water access. Commissioner Berfield recommended including this item in next year's CIP. The City Manager indicated funds may be available this year from impact fees, etc. Commissioner Berfield expressed concern funds had already been removed from the bike trail project. Mayor Garvey questioned the status of the undeveloped property list. The City Manager said staff is revising the list. She noted the only change to the list recently distributed was a new title. Mayor Garvey reported she had been asked to participate in a federal lobbying survey. Commissioner Berfield suggested the Mayor address that issue on Thursday when a quorum is present. Commissioner Berfield referred to Mr. Krug's letter complaining about the fluctuating schedule to open the beach parking lot. City Manager said a response from staff is being prepared and would be copied to the City Commission. Commissioner Berfield referred to a memo from Lt. Jeff Kronschnabl, Special Assistant to the City Manager/Community Response Team, regarding the address numbering project. Commissioner Berfield congratulated staff for the good job they did. The City Manager agreed several departments made an amazing effort regarding that project. Commissioner Berfield questioned if a follow-up had been done regarding suggestions the City received regarding Spring Break '96. The Mayor said she asked the Clearwater Beach Association and the Clearwater and Beaches Tourism Council for input. Staff will double check for responses. Commissioner Berfield questioned when the City Commission will appoint members to the Task Force for C-View-TV. The City Manager said that issue will be addressed on November 16, 1995. She questioned if technical members had to be Clearwater citizens. Mayor Garvey said she had no problem if the City Manager's appointments live elsewhere in the County. Commissioner Berfield recommended first using available City residents. Commissioner-elect Clark questioned the procedure regarding letters sent to his home. It was noted that all correspondence relating to the City should be brought to City Hall for public record. Adjourn The meeting adjourned at 10:04 a.m.