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02-27-1986 - Special/Workshop (2) L u o CITY COUNCIL OF EDGEWATER SPECIAL MEETING AND WORKSHOP FEBRUARY 27, 1986, 3:00 P.M. MINUTES Mayor Baugh called the meeting to order at 3:04 P.M. in the Community Center. He stated the purpose of the meeting was for the recommendation for the award of the bid for Contract 304-0-2, Park Avenue Water Treatment Plant. ROLL CALL Mayor Earl Baugh Councilman Louis Rotundo Councilman Russell Prater Councilman Neil Asting Present Present Present Present Councilman James Inman City Clerk Jose'Alvarez City Clerk Connie Martinez Chief Lawrence Schumaker Present Excused Present Present Also present were Mr. Terry Wadsworth, Utilities Superintendent, and Mr. Frank Marshall and Mr. Jerry Volkmann of the consulting engineering firm of Dyer, Riddle, Mills and Precourt/Marshall, Engineers. Mayor Baugh stated they'll stay in the Special Meeting session if no Council member objected. No Council member expressed an objection. Mr. Volkmann said they reviewed the four bids and ran the figures out on the extensions of the unit price items and discovered one mistake in Falcon's bid on one item but it didn't change the total bid price of $923,000 from them. He stated they inquired about Wharton Smith's reputation and talked to their president. He noted that they have a fine reputation in Central Florida for this type of work and other engineers and contractors say it's one of the best in the business. He said he questioned one cost and the contractors told him the slide is a cost of $50,000 to $100,000 for site work and it's in a low area and they have to do the dewatering by putting in underground piping systems. He noted there's a tight site for equipment to work in and they have to remove some trees, plus the 20 foot buffer zone on Park Avenue cannot be disturbed at all. He reviewed some of the items that would have to be done that would cost time and money. He pointed out that he was short on his estimate. He said they are recommending to the City Council that the bid be awarded to Wharton Smith, Inc. of Longwood for a total contract price of $921,000. Mayor Baugh asked how far over the price was from his estimate and Mr. Volkmann explained his original estimate was about $850,000 but they revised it twice so they're back in the range of the preliminary estimate. He pointed out that the bids were all close in amounts which indicated the job is worth the money. Councilman Asting moved to award the contract for expansion of the water plant to the Wharton Smith, Inc. company of Longwood, Florida, for the contract price of $921,000. Councilman Inman seconded the motion. Motion CARRIED 5-0. Mayor Baugh asked the expected date and Mr. Wadsworth said they're waiting for D.E.R. to issue the permits. He reviewed the various steps and said it will probably be two or three weeks. Mr. Volkmann said he talked with D.E.R. and Frank Huttner is out sick so he has to reschedule a meeting with him when he returns to his office. He stated that after they approve it, they'll submit a notice of intent to permit that has to be advertised and wait two weeks to see if there are any objections from the neighbors. He added that then they have to wait about two more weeks after that to get the permit in hand. He said the earliest to get the permit in hand is about 30 days. , " Q o Councilman Asting asked if they could start work with a verbal approval and Mr. Volkmann replied no, D.E.R. states it has to be in hand and issued. Mr. Volkmann noted that he doesn't anticipate any problems with neighbors in the area but they have to go through the D.E.R. process. He pointed out that when the notice to proceed is issued, they have 10 days to put people on the site or they go into default unless another agreement is reached. He said they'll have a pre-construction conference with the contractor and the City personnel when plans are clarified and any questions are answered. He added that it will make them aware of the contract documents and the pay requirements and purchase orders, etc. He noted they submit a 100% payment performance bond to guard the City against any default of the contractor. He said the minutes of the pre-construction conference will be typed and copies will be given to all concerned, and after that everything is done in written fashion. Councilman Rotundo asked about insurance on this project and Mr. Volkmann replied they carry it, plus they have the 100% bond if he defaults or doesn't finish the job, which is used to pay someone else to finish the job so the City is fully safeguarded. He added that there shouldn't be any liens against the property when it's finished. There was a discussion about the increased capacity with the new treatment units, and the increased storage facilities. Mayor Baugh said he's very satisfied with this project and Councilman Asting commended Mr. Wadsworth and the engineers for getting on the project and pushing it forward. Mr. Volkmann stated the City has a capable superintendent and he and his staff have helped them a lot. Mayor Baugh requested a motion to adjourn. Councilman Asting so moved. Councilman Prater seconded the motion. Meeting was adjourned at 3:24 P.M. Minutes submitted by: Lura Sue Koser &- ~$ ~ ~ ~ ONE~ -,S . - ZONE TWO ~ 7c<{'@~~ COUNCILMAN - ONE HREE ATTEST: ~~ -uJ~~- OOUNCILMAN - ZONE FOUR ~ t/ '-:!h.. Approved this~day ~J, , 198~ jir=> it MAYOR I -2- Council Special Meeting & Workshop Minutes February 27, 1986, 3:00 P.M.