07-27-1995 - Special
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CITY COUNCIL OF EDGEWATER
SPECIAL MEETING
JULY 27, 1995
7:00 P.M.
COMMUNITY CENTER
MINUTES
CALL TO ORDER:
Mayor Hayman called the Special Meeting to order at 7:00 p.m. in
the Community Center for the purpose of considering the award of
the bid for construction of the Florida Shores Road Improvement
Project.
ROLL CALL:
Mayor Jack Hayman
Councilman Danny Hatfield
Councilwoman Louise Martin
Councilman Michael Hays
Councilman David Mitchum
City Attorney Krista Storey
city Manager George McMahon
City Clerk Susan Wadsworth
Police Chief Lawrence Schumaker
Present
Present
Present
Present
Present
Present
Present
Present
Present
PURPOSE OF MEETING:
Mayor Hayman commented on the memo from City Attorney Storey
regarding the Award of Bid - Florida Shores Roadway Improvements
Project.
Mayor Hayman commented on the recommended motion for the bid
award. The amount for Part A being $11,139,880 and the amount
for Part B being $2,505,045 which totals $13,644,925. He
explained they also need to approve the agreements for Parts A &
B with Halifax Paving, Inc.
city Manager McMahon presented opening remarks and recommended
approval. The quality of this work is better than was originally
anticipated because of the type of work that will be done with
soil cement and the conditions of the environment in Florida
Shores.
City Engineer Fegley stated they are very relieved to be at this
point in the project and to finally be in the position to make a
decision to award the bid.
city Engineer Fegley commented on the bid opening on June 28,
1995. The low bidder being Halifax Paving, Inc. He commented on
the process they went through to bring the cost down. He further
commented on the soil cement base.
city Engineer Fegley commented on the bike path. They have asked
the contractor to delay or to place as one of the latest paving
priorities the street which the bike path abuts, that being
Needle Palm Drive south of S.R. 442, so that if we get to the
point in the project where we have found that the quantities in
the contract amount are such that we can afford to implement the
bike path, they will go ahead and do so. At this point in time
it is not being recommended but we can always implement that at
the cost bid anytime during the contract.
city Engineer Fegley explained the commitment for the funding
will proceed on August 1, 1995 which is also followed by another
date of April 16th for locking in the rates for Part B. The
preconstruct ion meeting will be scheduled in the middle of August
to go through the administrative proceedings to determine the
proper paper trail authorization. On or before August 28th, must
submit an executed agreement attached therewith would be Change
Order #1 for the deduct and the appropriate documentation with
the bonds and the appropriate insurance.
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city Engineer Fegley explained they expect to issue a notice to
proceed to the contractor who is aware that they are the apparent
low bidder by September 1, 1995 when the contractor will be able
to begin the project.
city Engineer Fegley commented on the motion before Council.
Mayor Hayman asked if the costs beyond the construction would be
discussed. City Engineer Fegley explained he has a summary of
those costs.
There were no questions from Council.
City Engineer Fegley went on to explain the additional costs
associated beyond the construction cost which are the
administrative costs, such as the design cost, financing cost,
underwriting cost, and assurity cost, which will total
approximately $15,425,000.
Mayor Hayman asked if any change has been made to the proposed
assessments or established assessments for the property owner to
support the project. City Engineer Fegley explained the
assessments at this time have gone down slightly. Any shortage
of funds will be picked up by the millage increase.
Mayor Hayman asked that a list of the administrative costs be
distributed.
City Manager McMahon explained at this point in time if
everything were as we see it now and you award the bid as
recommended tonight, we would be adjusting the maximum mill rate
to 24.48% more than the current mill rate, increasing the mill
rate to 7.38272.
Mayor Hayman read the recommended motion for the bid award: I
hereby move to award Parts A and B to the lowest responsive and
responsible bidder, Halifax Paving, Inc.. This award includes
the selection of Alternates 4.04, 4.01A and 4.01C and Change
Order Number 1. Accordingly, the approved bid amount for Part A
is $11,139,880 and for Part B is $2,505,045. The total award for
the project is therefore $13,644,925. In addition, I move for
approval of the Agreements for Parts A and B with Halifax Paving,
Inc. and execution by the Mayor, contingent upon the receipt of
funding for the project.
Councilman Hays thanked staff and Halifax Paving.
Councilman Hays commented on changing to soil cement instead of
the shell lime rock and being able to lay the pavement on top of
the shell lime rock whereas the soil cement had to set up a
little bit. He asked the public to be patient with the Council
for a couple of days. He asked for help from the press.
Councilman Hays commented on having two negative responses to go
ahead with the project but the rest have been positive.
Councilman Hays moved for approval as projected by staff, second
by Councilman Mitchum.
Councilman Mitchum expressed his appreciation for the hard work
done by everybody.
Councilman Hatfield also expressed his appreciation for the hard
work done by everyone. He stated he looks forward to the day
when all of the roads in Edgewater are paved.
Councilwoman Martin feels the actions taken tonight bind all
residents in a common goal to achieve an overall completion of
our city as a whole entity. We are one City and that is the way
we should keep it.
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July 27, 1995
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Mayor Hayman thanked staff and Quentin Hampton. He spoke about
being victims of the media. He regrets the misunderstanding that
was going on. The true figures have been exposed to the public.
Mayor Hayman thanked his colleagues.
The motion CARRIED 5-0.
City Manager McMahon asked if any member of Council has any
problem with beginning on 12th street and the connector of Willow
Oak to make it a connector through to Park Avenue. It will not
change the bid. There were no problems from Council.
Mayor Hayman commented on reversing the route for the paving
project to go opposite of the sewer project.
Joan Maiser, 1529 Queen Palm Drive, asked when the roads are
expected to be finished.
City Engineer Fegley stated the Part A portion which will begin
September 1, 1995 has a substantial completion period of 420 days
following notice to proceed, 450 days to final completion. Part
B begins January 1, 1996 which has a substantial completion of
330 days following notice to proceed, 360 days to final
completion. It will be sometime around October or November of
1996 at the latest.
There being no further business to discuss, Councilman Mitchum
moved to adjourn, second by Councilman Hatfield. The meeting
adjourned at 7:30 p.m.
Minutes submitted by:
Lisa Kruckmeyer
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Council Special Meeting
July 27, 1995