Loading...
07-27-1987 - Special f u o CITY COUNCIL OF EDGEWATER SPECIAL MEETING JULY 27, 1987 MINUTES Mayor Baugh called the meeting to order at 6:01 P.M. in the Community Center. He stated the purpose of the meeting was to hear presentations from the three consulting engineers which were short listed by the Engineering Proposal Review Committee. ROLL CALL Mayor Earl Baugh Councilman Louis Rotundo Councilman Russell Prater Councilman Neil Asting Councilman David Mitchum Present Present Present Present Arrived Later City Atorney Jose' Alvarez City Clerk/Administrator Connie Martinez Chief Lawrence Schumaker Excused Present Present Also present were: Mr. Gerard Ferrara, City Engineer; Mr. Terry A. Wadsworth, Utilities Superintendent; and Mr. Ron Austin, Public Works Superintendent. Mayor Baugh requested a short recess to call en route. Meeting was recessed at 6:02 P.M. meeting at 6:08 P.M. Mayor Baugh called the 6:09 P.M. Councilman Mitchum to see if he's Councilman Mitchum arrived at the recessed meeting back to order at Dyer, Riddle, Mills & Precourt made the first presentation. Mr. Gerry Hartman, Vice President, recalled their past service of 18 or 20 months. He stated they're very familiar with the water and wastewater needs of the City. He then introduced Russell Mills, President and Chairman of the Board, and Mr. Ron Ferland, as the key project team to serve the City, along with him. He stated that he feels they've developed a good working relationship with the City and the staff. He noted that he's a partner in the firm along with Mr. Mills and Ron Ferland is the project manager. Mr. Hartman reviewed their expertise in planning, water supply, permitting, waste- water treatment, and other areas. He noted that they worked with the staff in solving minor wastewater problems that came up. He added that St. Johns is using their study on wastewater reuse. He pointed out they did a lot of work on the water and wastewater fees and rates, and they have an understanding of the financial situation of the City. He noted they did a financial package where the interest earnings more than offset the cost of financing. Mr. Hartman reviewed a summary of the reports they'd done for the City. He pointed out they did the dechlorination very cost effectively. Mr. Hartman displayed a list of their continuing clients: City of Palm Bay; City of Dunedin; City of Lakeland; City of St. Pete; and Utilities Commission of New Smyrna Beach. He added that they do 12 or 15 cities. Mr. Ron Ferland then stated he's been project manager for the City for the past six months and his background is in utilities management. He noted that he came from the City of Gainesville. He reviewed the personnel names of those who would be assisting with water and wastewater, construction, hydrology, and other areas. Mr. Russell Mills thanked the Council for choosing them the last time and for working with them. He briefly reviewed the background knowledge, local resources in Orlando, seasoned team that has worked closely, effective in response, and financial involvement in loans. He pointed out they have a corporate commitment letter to commit the full resources to the City, and if there's ever a problem, he should be called and he'll straighten it out. He again thanked the Council. Mayor Baugh asked how the Park Avenue project came out cost-wise. Mr. Hartman replied the total project cost is right on and they estimated the financial work at $975,000 and it came in at $1 million or $1.5, so it was within 1 or 2%. Mayor Baugh thanked them for coming. Councilman Rotundo stated that it was a good presentation. Mayor Baugh called a short recess for the next team to set up at 6:23 P.M. At that point, Mr.Ferland stated the final contract was about $989,000 on that project. o o Mayor Baugh called the recessed meeting back to order at 6:25 P.M. Camp, Dresser and McKee gave the second presentation. Mr. David Wright intro- duced the members of the team; John Hill, Dennis Withey, and Charlie Voss. He expressed his appreciation for being able to give the presentation. He pointed out that John Hill will reside in Daytona Beach and there will be an area of great strength with a local office opening in Daytona on August 1st. He stated they focus on service for municipal clients and don't work for developers. He added that they have a full range of services and provide planning design and construction management, 0 & M services, and a full range of financial management services. Mr. Wright stated they just assisted Orange County with a bond and the City of Cocoa with a grant funding for small cities through F.D.E.R. He said they're working for the City of Lake Mary and are refinancing the entire water program that will save them a great amount. Mr. Wright stated they are very responsive and the learning costs will not be borne by the City and each project is cost competitive. He noted they have a preliminary ClP and they can provide great strength in grants and loan funding, or they can work through financial consultants. He added they want to arrange a program at the least cost. He reviewed how the ClP can be prioritized for the City to decide what projects to do first. Mr. Wright said their commitment will be responsiveness, price each project competitively, work out the scope in advance to show the overhead rate and number of hours in advance, and review and agree to it before they enter into contracts. He pointed out the City will have a free learning curve to get them up to speed with the programs. He added that the project manager will stay with the City throughout the life of the project. Mr. John Hill emphasized their commitment to the City, and that the services will be provided from the Daytona Beach office. He noted that as project manager he'll be available for client contact. He added that they'll utilize key people from other offices to give needed expertise. He suggested they call a reference in Cocoa regarding their work there. He pointed out it's expensive to change key people or project managers. He thanked Council for allowing them to make the presentation. Mr. Wright stated their qualifications and experience show what they can do for the City, and they have the staff for a much needed project. Mayor Baugh asked what other cities they work for. Mr. Wright replied for Lake Mary as a continuing consultant for 3! years and Orange County for wastewater and solid waste, for Volusia County, and the City of Cocoa, and Kissimmee and Ocala. He added they have 9 offices in Florida and Georgia, with 7 in Florida. Councilman Rotundo asked what they did for Volusia County and Mr. Wright replied they're doing drainage work now and have started some solid waste work. He noted they're looking at Turnbull Creek Basin now, and are working on methane gas recovery with the landfill, and two other solid waste assignments in West Volusia County. Mayor Baugh thanked them for the presentation. Mr. Wright thanked Council for allowing them to come. Mayor Baugh recessed the meeting at 6:37 P.M. Mayor Baugh called the recessed meeting back to order at 6:40 P.M. Gee & Jenson gave the third presentation. Mr. John Gray, Regional Manager, stated he's responsible for 12 counties in Central Florida, and he introduced Mr. John Dyer and Mr. Gary McCollum. He noted that John and Gary will be project managers and they'll provide support from Orlando and Titusville offices. He stated they're general consultants for Canaveral Port Authority, and have been for several years, recently signing a 5-year consulting agreement with them. He said he's been in the business for 25 to 30 years, and they'd like to work for the City and establish an affiliation. He added they're capable of handling small projects and major projects. He said they're currently working in Volusia County and in Brevard County with the School Board. He added they're negotiating with Seminole County on small projects. He reviewed the various counties they're working for now and pointed out they're comfortable working in a County and City environments. He said they do very little private development. -2- Council Special Meeting Minutes July 27, 1987 Q o Gee and Jenson (Continued) - Mr. John Dyer stated he's head of the water and wastewater department and they've been in business for 35 years with a good reputation of meeting the needs of their clients. He showed a visual of the services they provide in house. He noted they pull in expertise and support from the various areas. He said they'd do the master planning for a project. He reviewed the various services they can supply, such as: computer modeling; water supply/storage and distribution; and other areas. Councilman Asting asked about the new method of converting salt water to fresh water that's more economical and Mr. Dyer replied it's reverse osmosis or demineralization and desalination, and they have different refinements of membranes but there are no new methods. Mr. Dyer reviewed some of their demineralization techniques used by their company. Mr. Dyer said they're consultants for Vero Beach, and he reviewed a recent problem there with a contaminated well field, which they cleaned up with their hydrological capabilities. He added they had a project with the Village of Tequesta which is a similar size to Edgewater. He reviewed the range of services they offer. Mr. Gary McCollum, lead process design engineer, stated they understand the need for water and wastewater upgrading. He said they'll look at all the alternatives such as population, demography, and other types of economics. He suggested the City might want to do an audit and then narrow down the needs, which is a cost effective solution. He added they have a financial analysis capability and this is a staged needs program. Mr. Dyer effects. the City stated they'll present alternatives He said they want to be the City's will see as the case requires. with associated costs and long term consultants, and there will be others Mr. Gray stated they'll keep trying until they get selected by the City. He noted their client list is on the back of their brochure. Mr. Dyer said they want to keep their clients, and he reviewed some of their clients. Mayor Baugh thanked them for their time. He then recessed the meeting to call the next scheduled meeting to order. Meeting was recessed at 7:01 P.M. Mayor Baugh called the recessed meeting back to order at 7:05 P.M. Councilman Rotundo asked Mr. Wadsworth the pro's and con's on Dyer, Riddle and their past performance. He also asked how much would be saved by retaining this engineering firm with all their knowledge. Mr. Wadsworth replied they had some personnel problems in the past with people they felt could be more time effective. Councilman Rotundo asked if they responded to this and Mr. Wadsworth replied yes, they've been extremely responsive and some are better than others. Mr. Wadsworth noted the team they've worked with the last four months has been very effective and done a good job. He added they're on a good track and there are some financial considerations that can be addressed if they recontract, such as more knowledge up front with hours and what it will cost the City. He noted they have better monetary control than they did. He said he thinks they have a good firm, and three good firms made presentations. He added that he's not dissatisfied with Dyer, Riddle and they do a good job. Mayor Baugh asked Mr. Gerard Ferrara, City Engineer, for his comments. Mr. Ferrara stated these are three good companies and he's dealt with them before as a County Engineer. He said he sees no problem with the way they were selected, which is his choice. He noted that Dyer, Riddle has done an excellent job and they're willing to sit down, and it's a good working relationship. He added they'd have to start that relationship again with a new company, and he'd stay with Dyer, Riddle if it's his choice. Mr. Ron Austin, Public Works Superintendent, said he'd go with what Mr. Wadsworth Mr. Ferrara confirmed and he feels it would be hard for an engineering firm to come in after the work Dyer, Riddle has done and be more competitve. -3- Council Special Meeting Minutes July 27, 1987 o o Councilman Asting stated that they with Dyer, Riddle and they've done bring on a strange firm to pick up and the plans. for in the future. Mayor Baugh noted they need to do a 1, 2, 3 selection in case they don't come to terms. would be better off financially to stay a good job. He added that he'd hesitate to where we are now with what was accomplished Councilman Prater asked Mr. Wadsworth if he's satisfied with the time to get a job done and Mr. Wadsworth replied yes, and if you dictate time frames, they do a good job. Mr. Wadsworth pointed out they can do others on a time as permitted basis which will be a better fee. He added that he's been very happy with them. Councilman Mitchum asked if they've been giving previous estimates because all he sees is the bill. Mr. Wadsworth replied they do an overall estimate when they begin the project and they did a not to exceed dollars figure and will estimate the hours, and if they work more than the hours, they won't bill over it. He added they can negotiate those individually if they think it's over what it should be. Councilman Mitchum asked if the negotiations will be for overall consultants or specific areas such as wastewater and the CIP program. Councilman Asting stated they're consultants. Mr. Wadsworth noted they're general consultants, per the Attorney. Mr. Ferrara pointed out Council will pick the projects they want them to work on. Mr. Wadsworth noted they can always get a cost from another one. Mr. Ferrara said if it can be handled in house, he'll do it to save money. Councilman Asting moved to hire Dyer, Riddle, Mills and Precourt as our consulting engineers providing satisfactory financial arrangements can be made and the City Attorney draw up the necessary contract. Mayor Baugh asked if they should include the second choice in case they'd don't agree on terms. Councilman Asting said he ranked them the same as presented with Dyer, Riddle,Mills & Precourt first, Camp, Dresser & McKee second and Gee & Jenson as third. Mayor Baugh asked if that's incorporated in his motion and Councilman Asting agreed it is. Councilman Rotundo seconded the motion. Motion CARRIED 5-0. Mayor Baugh suggested the engineers be contacted and a meeting date to negotiate set up. Mr. Ferrara pointed out they all need to be aware they're in the running in case the financial arrangements cannot be agreed upon. He added there's a sliding scale for fees and the bigger the project, the lesser the amount. Mayor Baugh asked for a copy of that scale. Mayor Baugh recessed the meeting at 7:16 P.M. for the engineers to be contacted. Mayor Baugh called the recessed meeting back to order at 7:26 P.M. City Clerk/Administrator Martinez stated that Dyer, Riddle provided agreements for engineering services that are to be reviewed before they negotiate, and the date and time to meet are up to Council. Mayor Baugh asked that copies be given to Council for their review. City Clerk/Administrator Martinez suggested they call a meeting for 6:00 one night prior to the 7:00 budget workshop. Mayor Baugh requested a motion to adjourn the Special Meeting. Councilman Rotundo so moved. Councilman Prater seconded the motion. Meeting was adjourned at 7:29 P.M. Minutes submitted by: " C -F ~ ~ ~-UJ # Lura Sue Koser ATTEST: -4- Council Special Meeting Minutes July 27, 1987