GG MSTU Minutes 01/15/2013 - .
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GOLDEN GATE M.S.T.U. ADVISORY
COMMITTEE
3299 East Tamiami Trail,Suite 103
Naples,FL 54112
January 15, 2013
MINUTES
I. CALL TO ORDER
The meeting was called to order at 4:02 PM by Patricia Spencer.
A quorum was established;four voting members were present.
H. ATTENDANCE
Members: Peggy Harris,Michael McElroy,Barbara Segura, Patricia Spencer
Excused: Richard Sims
County: Darryl Richard—MSTU Project Manager,Michelle Arnold—ATM Director,
Liz Soriano—Road Maintenance;Roger Dick—Project Manager,Road
Maintenance Irrigation
Others: Michael McGee—McGee&Associates;
Robert Kindelan—Commercial Land Maintenance;
Dale Hannula and Jeremy Hannula—Hannula Landscaping
(JuriStaff—Anne lacuzzo)
III. APPROVAL OP'AGENDA
Peggy Harris moved to approve the Agenda as presented Second by Barbara Segura.
Carried unanimously,4—0.
IV. APPROVAL OF MINUTES—November 20,2012
Barbara Segura moved to approve the Minutes of the November 24, 2012 meeting as
presented. Second by Patricia Spencer. Carried unanimously,3.0.
(Note: Peggy Harris could not vote since she did not attend the November meeting.)
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January 15,2013
V. TRANSPORTATION OPERATIONS REPORTS
A. Monthly Budget Report—Darryl Richard(for Caroline Soto)
(Report attached:"Golden Gate B$autification MSTU Fund 153,dated January 15,2013")
• Current Ad Valorem Tax: $240,800.00
• Operating Expense: • $290,838.80
• Open Purchase Orders: $206,025.05
• Spent to date: $ 41,467.71
• Funds Available: $ 43,346.04
• Capital Outlay(available): $448,500.00
• Reserves: $ 2,700.00
• Total Budget: $527,552.53
B. Project Manager Report—Darryl Richard
(Will be combined with Maintenance Report)
• Currently"troubleshooting"Tropicana Blvd. irrigation system
o Motorola irrigation system was installed
o Ag-Tronix performed a site inspection prior to Christmas and
determined the system was operational
• Service call-- 1212012012
■ Cost-$1,020.00
o Recently received a conflicting report—the County's Contractor made
adjustments in the field to the irrigation wiring; there is a communications
problem with the control system
o Received a quote for additional service-$3,270.00
Darryl Richard stated he had reservations concerning spending additional funds for a
second Ag-Tronix service call.
Roger Dick explained:
• New technology(Motorola system) "talks"to the controller on Golden Gate
Parkway
• The technology on Golden Gate is comparable,but older
• Suggestion: Bypass the older controller("skip"point)and go straight to the
main antenna. If that doesn't work,two"M"units should be installed
Mr.Richard noted Hannula Landscaping is being paid to manually irrigate the area
on a twice-weekly basis.
Roger Dick confirmed the system on Tropicana does work(lights"flash")but the
problem is the Golden Gate controller. He explained how the system was initially
designed. He recommended to re-route the entire system at a first step to solve the
problem. If successful,new equipment would not be required.
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January 15,2013
Various options were discussed.
• The estimated cost of new equipment is$3,200.
• There would be an additional cost for installation. The charge,for the
• technician's time is$85.00 per hour.
• It was recommended that Ag-Tronix perform the installation in order to
preserve the warranty.
Barbara Segura moved to approve authorizing Ag-TrwzIx to re-program the unit
per Roger Dick's recommendation with the cost not to exceed$500, and to be
prepared to install new equipment during the same service call at a cost of no more
than $3270.
The Advisory Committee requested that Darryl Richard coordinate with Roger Dick
on the project.
• Suggestion: Convert the old controller to a"stand alone"system. Ag-Tronix
would be able to convert,
• Suggestion: Additional investigation should be conducted before any action is
taken.
Warranty issues were discussed. Ag-Tronix claimed the warranty was voided since
water had infiltrated the controller because the controller box was open. Also at
issue: Was suggested the equipment was installed by a dealer who was not approved
by Motorola?
Barbara Segura requested that Staff provide copies of all correspondence between
the County and Ag-Tronix and a copy of the warranty prior to the next meeting.
Darryl Richard suggested the County meet with representatives of Ag-Trorux to
resolve the issue. He will provide a report to the Committee.
The Committee requested Staff obtain verification of the terms of the contract,i.e., is
the warranty voided if work is performed by a vendor other than Ag-Tronix.
The Committee expressed strong displeasure with Ag-Tronix and suggested other
vendors should be considered if the issue cannot be resolved.
Barbara Segura withdrew the Motion.
It was noted Ag-Tronix could re-program the controller from its office at a cost of no
more than$170.00(maximum time:two hours @$85.00/hr.)without necessitating a
site visit.
VI. TRANSPORTATION MAINTENANCE REPORTS
A. Hannula Landscaping—Dale Hannula
(Note: McGee&Associates compiled a 31-page report which was distributed to the
Committee.
Hannula Landscaping responded to various issues—see: yellow highlight notes.)
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January 15,2013
Dale Hannula reported:
• Tropicana Blvd.
o Replaced or fixed the solenoids
o All the zones were checked manually—they are working
o Numbers have been installed on the boxes and the controller
o All the wires were checked and valves were working
He stated"everything in the field on Tropicana has been addressed."
Michael McGee concurred and added communication with the controller is
the remaining issue.
• Golden Gate Parkway
o There was a break in the main line and repairs were made
Darryl Richard confirmed progress has been made concerning various items. An
updated report will be submitted at the next meeting. He will notify Hannula
Landscaping when the controller issue on Tropicana has been resolved.
It was noted the contract with Hannula Landscaping will expire on January 26,2013.
Aga.RFP("Request for Proposal")for maintenance bids for Sunshine and Tropicana will
be released within the week.
• Bids for Hunter and Coronado will be requested in approximately 30 days.
• Hunter and Coronado are under an annual maintenance contract which expires in
July.
• The three vendors on the annual contract are Commercial Land, Hannula, and
Caribbean Lawn,
There was a discussion concerning an extension made to the current Hannula contract.
Dale Hannula requested a written explanation concerning the extension. He stated if
the contract was"put out for bid,the extension would become null and void."
Consensus: The work must be completed before January 26`x'in the event the contract
with.Hannula is closed.
• Sunshine Blvd.
o Sabal palms; Trimming began and will continue throughout the month
o Broadleaf weeds have been sprayed as needed
o Indian Hawthorne has been infested with Chili Thrips and treatment has
been recommended
o Root drench has been applied to the dwarf Bougainvillea"Helen Johnson"
beds
o Fourteen(14)proposals have been submitted to the County
o Tabebuia trees have been located and pictures were requested
• Will be presented to the Committee for approval
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January 15,2013
o Mulch will be applied to the planting beds upon confirmation of
availability from Forestry Resources
o Proposal was submitted to remove a damaged"Muskogee"Crape Myrtle
tree and plant a new tree
Liz Soriano confirmed the extension granted to Hannula Landscaping is valid through
July 31,2013 OR upon the award of a new contract.
• The deadline to submit bids for Tropicana and Sunshine is January 29th.
• The bid results will be reviewed at the next meeting.
Darryl Richard stated Hannula should have enough time to address the issues outlined
in the report by the end of January
• Hunter Blvd and Coronado Parkway
o Fertilizing bag been completed on scheduled
o Light flies have been spotted on the palms
o Issues of dollar weed in the Mimosa beds
o Ornamental grasses are to be trimmed
o Tree replacement is pending
a Certain areas are too wet and irrigation should be adjusted
Darryl Richard stated there are between 10 to 18 Oak trees to be replaced. Michael
McGee will tag the trees to be shipped. Hannula Landscaping will absorb the cost to
replace the trees.
Re: Silver Saw Palmetto plants,Michael McGhee stated any planting installed and
maintained by Haumula Landscaping that died will be completed replaced by Hannula
at no cost to the County.
Mr.Hannula stated a number of proposals were submitted to the County concerning
the work to be done and are awaiting a response before proceeding.
B. Commercial Land Maintenance—Robert Kindelan
(Comments were combined with previous report.)
VH. LANDSCAPE ARCHITECT'S REPORT—McGee&Associates
A. Hunter&Coronado—Mike McGee
• Old contracts were re-written to be more site specific
• Reviewed with contractors' weekly field reports
• Suggested revisions to forms—clarity and ease of understanding
• Irrigation—requested documents from Hannula(hourly sheets)
o Has walked the area
• Requesting Hannula to walk the area on a weekly basis
o Time allocated: 1.5 hours
o 3 people are required—one at controller and two in field to review
sprinkler heads
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January 15,2013
Purpose: To revise bid packages to permit Contractors to clearly understand the
scope of work involved and provide accurate quotes.
Mr.McGhee stressed once a Contractor has been selected,a pre-project meeting will
be scheduled in order to clarify what is expected and the forms to be completed on a
monthly basis. Contractor will provide a schedule regarding various applications of
insecticides and products to be used. Preventive maintenance will be the Contractor's
responsibility.
Benefit: the P.O.process will be streamlined and down time should be reduced.
VIII. OLD BUSINESS
• The January 20th meeting has not been confirmed.
IX.. NEW BUSINESS
• Stormwater
Darryl Richard noted the Stormwater Department has announced plans to
implement a major project to update the system that may affect MSTU projects.
Funds will be available for restoration of plants at project sites.
A presentation will be made to the Committee in the near future.
Patricia Spencer requested the Contractors leave the meeting.
• Re: Communication issue with Controller
She summarized the County's plan of action: Darryl will contact Ag-Tronix to
request that they remotely re-program to Controller to make it a stand-alone
operation. Darryl will provide an update via email.
Barbara Segura requested clarification regarding the bidding process. Currently, only
Hannula,Commercial Land,and a new vendor(Caribbean)are allowed to bid. She asked
what would be the incentive for Hannula to complete its work in a timely manner if it
was allowed to retain its contract with the County. Hannula was, in effect, being
rewarded for non-performance.
Darryl Richard replied that sufficient (approximately six months) data has been
compiled concerning Hannula's lack of responsiveness to the contract. The Purchasing
Department can determine whether or not a specific contractor is eligible to bid. Also,
draw can be withheld until the work is determined to be satisfactory.
Question: "Do we have to take the lowest bidder?"
Michele Arnold noted a contractor's past performance can be considered when
evaluating bids. The Purchasing Department will be informed of the Committee's
dissatisfaction and will submit the documentation compiled.
Liz Soriano confirmed quotes can be rejected if not satisfactory and the County can
request full bids. Additionally, the contractor can be placed on a 30-day trial period to
assess its competency. If not acceptable,the contractor can be removed from the job.
Michael McGhee stated he has spent a great deal of time catching Hannula's errors.
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January 15,2013
Darryl Richard suggested reviewing the quotes before taking further action.
The members discussed a laundry list of problems with Hannula's performance including
a lack of leadership and disorgrnizstion.
Consensus: This issue must be resolved. The Committee must be more assertive when
issues arise.
X. PUBLIC COMMENTS
(None)
XI. ADJOURNMENT
Patricia Spencer moved to adjourn the meeting. A second in support was offered.
There being no further business for the good of the County,the Meeting was adjourned
by order of the Vice Chair at 5:45 PM.
GOLDEN GATE M.S.T.U.ADVISORY
COMMITTEE
Patricia Spencer,Vice Chairman
The Minutes were approved by the Board/Committee Chair on 3-/Q a Q (3 ,2013,
"as presented" 4] or "as amended" [ 1.
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