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Radio Road East MSTU Minutes 02/06/2013i i i %%�• S• / • �• 1'�A�itiGd4�L f e4111sN�C8 321919.5"r %am ame ?Wd, 540& 103 Z*,w, �7Z 34112 0 February 6, 2013 MINUTES h -o O = I. CALL TO ORDER: cn � The meeting was called to order by Vice Chair Sue Chapin at 10:00 AM. LA Roll was called and a quorum was established; four voting members were present. II. ATTENDANCE: Members: Sue Chapin, Vice Chair Janice Bundy, Thomas DePouw, Renato Fernandez County: Darryl Richard, MSTU Project Manager Michelle Arnold, Director — ATM Department Other: Dayna Fendrick, Urban Green Studio Dale Hannula, Hannula Landscaping & Irrigation (Anne Iacuzzo — JuriStaff) III. APPROVAL OF AGENDA: Thomas DePouw moved to approve the Agenda as presented. Second by Renato Fernandez. Carried unanimously, 4 — 0. IV. APPROVAL OF MEETING MINUTES: JANUARY 9, 2013 Corrections: • " Depouw" was changed to "DePouw" throughout the document • "February 8, 2013" was changed to "February 6, 2013" throughout the document Thomas DePouw moved to approve the Minutes of the January 9, 2013 meeting as amended. Second by Renato Fernandez. Carried unanimously, 4 — 0. (Dale Johnson arrived at 10:05 AM. Sue Chapin turned the meeting over to Chairman Johnson.) V. TRANSPORTATION SERVICES REPORT A. Budget Report — Darryl Richard (Report attached: "Radio Road East MSTU Fund 166, dated February 6, 2013 ") • Current Ad Valorem Tax: $ (82,100.00) ) -11 ;r fn 0 �a February 6, 2013 • Tax Receipts to date: $ (65,525.88) • Available Total: $ (16,574.12) • Operating Expense: $ 84,200.00 • Open Purchase Orders: $ 15,803.36 • Spent to date: $ 49,910.10 • Operating Funds Available $ 18,486.54 • Capital Improvements: $ 446,746.00 • Open Purchase Orders: $ 213.671.61 • Spent to Date: $ 233,074.39 • Reserves (for Contingency) $ 14,900.00 • Reserves: $ 14,900.00 • Total Budget: $ 113,455.87 Vice Chair Chapin asked if the funds noted on Line Item 25, "Operating Expense," were sufficient and also where monies could be pulled if needed. Darryl Richard noted Reserves, Line Item 35, contained $14,900. Ms. Chapin asked the same question concerning Line Item 27, "Capital Outlay." Mr. Richard responded while the figures were "thin," changes had been made to work under the Maintenance Contract; some monies were added. Ms. Chapin noted Reserves for Contingency, Line Item 34, also contained $14,900. Mr. Richard concurred that it may be "smart" to remove the money, as appropriate, Suggestion: Monitor the work performed under the Maintenance Contract to ensure the Budget does not run out of money by the end of the year. It was noted funds can be transferred to a Line Item at any meeting and to wait until absolutely necessary before doing so. A Special Meeting could be held for that purpose if appropriate. B. Project Manager Report — Darryl Richard (1) Quality Control Field Check/Communications Check • Quote from Ag- Tronix submitted in the amount of $2,700 • Completion anticipated by March 100' Darryl Richard stated the County utilizes the Motorola Control System as its standard. He further stated it was recently revealed that there are issues regarding the warranty due to installation of the equipment. He stated the estimated quote could be increased if there are issues with the equipment. The Quality Control Check is being performed to ensure there are no warranty issues before the equipment is upgraded. Michelle Arnold noted there were issues on another MSTU's project. She explained there is new technology in the system and the current equipment must be compatible. On the other project, there were questions concerning whether or not some of the work was completed correctly. To avoid the issue with Radio Road East, Ag- Tronix was asked to provide a quote to perform an inspection of the controller and provide February 6, 2013 quality control to ensure the installation of the equipment was completed correctly. Ag- Tronix will conduct the inspection and a representative from Urban Green Studio will be present as well as Roger Dick who is the Project Manager for the irrigation system. Dale Johnson stated if Hannula Landscaping and Irrigation was responsible to install the equipment and failed to do so, it would be Hannula's fault and the company would be required to fix it. If it was installed correctly but the unit did not function, the manufacturer would be at fault. He asked why the MSTU should pay almost $3,000 so no one could "point fingers" at each other. Vice Chair Chapin asked if the contract specified that the MSTU's contractor would install the unit. Michelle Arnold replied a new M- Controller has been installed in the other MSTU's project but it was communicating with an older device. She noted Radio Road East has newer equipment. She stated Ag- Tronix questioned whether or not the installation had been done correctly in the other project. Dale Johnson stated if Ag- Tronix had an issue with the installation, it should perform a site inspection to show where there was a problem, if any. Michelle Arnold replied Ag- Tronix was not willing to make such a visit without being paid to do so. Dale Hannula stated the equipment was installed pursuant specifications contained to the manual. He had no control over whether or not it functioned correctly. He stated at issue was the warranty from the point of installation going forward. It was an issue beyond the scope of his contract. He explained the problem was the communication between the Controller and the central control system. Q. "So the Central Control System is the culprit ?" A. (DH) "Yes. It will either communicate work or it won't." Vice Chair Chapin asked if Radio Road East's system was in use. Mr. Hannula stated it was not. He explained he would not touch a wire in Radio Road East's system until the other project's issue was resolved. He reiterated the other system had been installed according to diagrams and instructions in the manual but six months later, Ag- Tronix was "saying something different." Darryl Richard noted that, knowing what he knows now, the vendor (Ag- Tronix) should have provided a quote for programming service time. The number of people who can perform programming for the system are very limited and most of them work for Ag- Tronix. Ag- Tronix should have made the County aware the additional time would be required for programming services in order to avoid an issue with the warranty. Michelle Arnold stated if the MSTU does not move forward by approving the quote and something happens in the system, the MSTU will be required to pay Ag- Tronix for a service call to perform an on -site analysis. February 6, 2013 Renato Fernandez asked if the proposed quote was approved by the Committee, would that prevent Ag -Tronix from claiming there were problems with the installation. Dale Hannula proposed a solution, i.e., Ag- Tronix would supervise the installation on -site. He stated if the equipment did not work, it would be Ag- Tronix's responsibility. Janice Bundy supported moving forward with Mr. Hannula's suggestion. She stated there had been other issues with the same company, i.e., Ag- Tronix was not willing to work with the MSTU. She further stated the Committee was responsible to ensure that everything possible had been done to prevent a problem in the future. She would not recommend that any other MSTU hire Ag- Tronix or purchase any equipment from the company. Darryl Richard noted a meeting had been held with the Purchasing Department. The bid has been re- issued and there are at least two other local companies that could submit quotes. Janice Bundy asked if there were a way the MSTU could influence how the Purchasing Department awards a contract. She stated, "By their decisions, we get tied into agreements in which we have no choice. This has happened before. Who do we need to contact? They need to reconsider the contract with Ag- Tronix " Consensus: The County should reconsider using Ag -Tronix in the future. Dale Hannula disagreed. He stated the first issue was that the County changed the specifications. That was not Ag- Tronix's fault. It was the manufacturer's fault for not making the County aware, during negotiations, that the warranty would not apply unless they supervised the installation of the equipment. It should have been included in the quote. Another problem cited was the Purchasing Agent did not understand the warranty or the restrictions. The Agent did not understand how the equipment functioned. Dale Hannula asked if the new contract would cover problems any communication problems between the new equipment and the controller. The issue of communication was his greatest concern. It has nothing to do with the actual components. Michelle Arnold stated she was not sure if programming was included. Darryl Richard replied it would most likely be reviewed on case -by -case basis. Discussion continued. It was noted that Roger Dick, the County's Irrigation Project Manager, should be consulted on the project. The first step would be to schedule an on -site inspection by the Vendor with Roger Dick present. Dale Hannula asked if anyone could clarify whether or not the warranty included programming issues in the future. He stated, "They are not going re -write software for free. " Consensus: A decision could not be determined until the question was answered. (The proceedings were paused while Michelle Arnold called the vendor who was unavailable. The topic was tabled until the end of the meeting.) 4 February 6, 2013 (Renato Fernandez left at 10: SSAAI) (2) Landscape Maintenance Consulting Proposals Darryl Richard stated five proposals had been received in response to the solicitation for bids. The two highest ranking proposals were presented to the Committee, i.e., Urban Green and McGee & Associates. He noted the Urban Green's proposal was the only one of the five initially submitted that referenced the specific maintenance requirements of the proposed plantings. Vice Chair Chapin stated she reviewed the proposals. She is familiar with McGee & Associates and confirmed they did "great work." She further stated the specifics contained in the Urban Green proposal were "fantastic." She recommended retaining Urban Green for the project. Janice Bundy concurred. Thomas DePouw moved to approve the proposal submitted by Urban Green and to retain Urban Green as Landscape Maintenance Consultant. Second by Vice Chair Sue Chapin. Carried unanimously, 4 — 0. Darryl Richard will forward the Committee's recommendation to the Purchasing Department. Mr. Richard explained dollar amounts were not cited on the proposal. The Purchasing Department will negotiate the final amounts with Urban Green before the contract is awarded. He noted the pricing threshold for the contract is not exceed $8,000. (3) Landscape Maintenance Contract Darryl Richard confirmed the solicitation had been delayed but it will be issued by the Purchasing Department by the end of the week. He stated Hannula Landscaping quoted a seven -day turn- around time to plant the annuals. He noted the bids will be reviewed and the results will be presented to the Committee. He further stated if an emergency meeting is required to expedite approval, he will contact the Committee Chair. He confirmed there is typically a one -year warranty for the annuals. He stated the time line was not in jeopardy. Dale Hannula stated Lee County attaches a one -year maintenance contact to its construction contract. The bid includes both. It ensures that the installer will maintain the plantings for the first year. Chairman Johnson noted the strategy was to avoid any contentious issues that might arise between a maintenance contractor and an installer during the first year. Mr. Hannula stated the purpose of the mandatory pre -bid meeting was to provide answer to the question. He stated his policy is to bring any maintenance issues to Darryl Richard's attention as soon as they become apparent. February 6, 2013 Darryl Richard confirmed maintenance contracts are awarded based on the numbers submitted. Michelle Arnold received a telephone call from Sam, a co -owner of Ag- Tronics. Q. (MA) What does the warranty cover in terms of programming — two or three months down the road after the system is operational? Michelle Arnold repeated Sam's response: "It would depend on the issue." She outlined the procedure to be followed: • Roger Dick would "troubleshoot" to determine the nature of the issue • Ag -Tronix would perform a site inspection if Roger could not resolve the problem. Q. (MA) "Is that how it would work ?" Michelle Arnold summarized Sam's response for the record: "After Ag- Tronix performs the Q -T test and evaluation and everything works, Ag- Tronix will sign off on it. If, in the future, there was an issue and Roger troubleshoots but was unable to solve the problem, Ag- Tronix would perform an evaluation and correct the issue at no additional charge. " A. "That is correct." Dale Johnson asked requested examples of issues for which there would be a charge, i.e., an "Act of God" where the controller burned out (lightening strike), or operator error — cut or re -wired wiring, you would not cover that ... you would charge for that? A. (Sam) "That is correct." Q. (DJ) "But you would not charge for anything needing attention from a programming standpoint ?" A. (Sam) "That is correct." (The conversation ended.) Darryl Richard and Michelle Arnold confirmed Sam stated he would "put it in writing." Dice Chair Sue Chapin moved to accept, under protest, the Quotation Proposal from Ag- Tronbc in the sum of $2, 720.00 for the Quality Control Evaluation. Second by Thomas DePouw. Carried unanimously, 4 — 0. Darryl Richard will prepare a Purchase Order. Roger Dick will be present during the evaluation. New Topic: "Landscape and Irrigation Project" Report submitted by Hannula Landscaping Vice Chair Chapin requested a status regarding the defective pressure valve that was on back- order. Dale Hannula stated the new valves had been ordered and installed. February 6, 2013 Chairman Johnson moved to accept the County's recommendation to utilize the $10,000 initially budgeted for hand - watering to cover the overage incurred due to installation of percolation drain sumps required to improve drainage (Line Item transfer). Second by Thomas DePouw. Carried unanimously, 4 — 0. A discussion ensued concerning the installation of weather stations on the DC controllers in addition to the AC Irrigation Controller. The purpose is to turn-off the irrigation system pump during rain storms. Vice Chair Chapin again referred to the report submitted by Hannula Landscaping asked if the pressure regulators had been installed. Dale Hannula stated the regulators would be installed at the end of the project. He confirmed that all control valves have been installed. VII. NEw BUSINESS (NONE) VIII. OLD BUSINESS (None) IX. PUBLIC COMMENTS (None) NEXT MEETING DATE: MARCH 6, 2012 —10:00 AM PLANTATION CLUB HOUSE 7773 TARA COURT, NAPLES, FL 34104 There being no further business to come before the Committee, the public meeting was adjourned at 11:30 AM by order of the Chairman. February 6, 2013 RADIO ROAD EAST MSTU ADVISORY COMMITTEE The Minutes were pproved by the Vice Chair on , 2013 "as presented" W OR "as amended" [_].