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Forest Lakes MSTU Minutes 09/03/2013FOREST ROADWAY and DRAINAGE M.S.T.U. LAKES ADVISORY COAU IITTEE 3299 East Tamiami Trail - Suite 103 Naples, FL 34112 SEPTEMBER 39 2013 MINUTES I. CALL TO ORDER: Chairman Robert Jones called the meeting to order at 10:00 AM. A quorum was established; five voting members were present. II. ATTENDANCE: Members: Robert Jones — Chairman George Fogg — Vice Chair, Richard Barry, Kenneth Bloom, Kevin McKyton County: Darryl Richard — MSTU Project Manager Harry Sells — Project Manager Michelle Arnold — Director, ATM Others: Scott Windham — Windham Studio, Inc. (JuriStaff— Anne Iacuzzo) III. APPROVAL OF AGENDA: Vice Chairman Fogg moved to approve the Agenda as submitted Kenneth Bloom offered a Second in support of the Motion. Carried unanimously, 5 — 0. IV. APPROVAL OF MINUTES — August 6, 2013: Corrections: • Page 2, Item VI. Project Manager's Report (under "A." — 2nd Paragraph): o "hear" was changed to "year" • Page 3, 40' Paragraph: "with" was changed to "within" • Page 5, 2nd Paragraph: "covers" to "cover" Vice Chairman Fogg moved to approve the Minutes of the August 61h meeting as amended Kenneth Bloom offered a Second in support of the Motion. Carried unanimously, S — 0. V. BUDGET — DARRYL RICHARD A. Monthly Budget Report (Report attached: "Forest Lakes MSTU Fund 159, dated September 3, 2013 ") • Current Ad Valorem Tax Budget: • Tax Receipts Collected: • To be Collected • Operating Expenses: • Open Purchase Orders: • Spent to date: • Operating Funds Available: • Improvements/Capital Outlay: • Open Commitments: • Spent to Date: • Available Funds: • Reserves (debt service — Bond): • Total Budget: ( ** - includes consulting fees) September 3, 2013 $ 149,900.00 $ 144,545.92 $ 5,354.08 $ 173,500.00 (Line Item 36) $ 32,340.85 $ 81,332.31 $ 59,826.84 $ 1,138,493.51 $ 39,999.05 ** $ 86,440.96 $ 1,012,053.50 $ 1,166,000.00 $ 2,242,950.96 (Line Items 37 & 38) Darryl Richard noted the certified taxable value increased from 129,374,265 to 130,034,455 (approximately 0.25 %). Kenneth Bloom questioned "deleted Ad Valorem" (Line Item 2) on the Budget Report. Action Item: Darryl Richard will contact the Budget Office for an explanation. VI. PROJECT MANAGER'S REPORT A. Removal of "Exotics" Darryl Richard stated he met with Vice Chairman Fogg following the August meeting. He stated the plantings along the fence on Woodshire (Naples Bath and Tennis Club) needs maintenance /pruning before the fence is damaged. He requested direction from the members to contact the Naples Bath and Tennis Club, and remind the Club to maintain its vegetation. (Usually, the Naples Bath and Tennis Club does not act until it is "reminded. ") He noted the MSTU is not responsible for trimming the vegetation for the Naples Bath and Tennis Club. Consensus: Darryl Richard will call the Club with a friendly reminder. Mr. Richard noted there were issues concerning the shrubs along Woodshire Lane near the Golf Course. He will contact the Golf Club to suggest that maintenance is needed along the sidewalks. He stated the items can be handled under the Maintenance Plan. 2 September 3, 2013 B. Bids Darryl Richard noted the bids that were received from Quality Enterprises and Owen Ames Kimball were "really good." He stated he did not see any "red flags" during his review of the bids. Quality Enterprises was the low bidder at $948,353.43 (base bid plus all alternates) which was under the amount initially budgeted for the project. The primary difference between the two bids was the mobilization costs. Richard Barry asked if the County questioned the difference. Darryl Richard explained the bid was binding on the vendor who must honor the price. If the vendor undercut himself, it will be his problem. Vice Chairman Fogg noted if the bids were close, the mobilization costs might be an issue. Since the bids were not that close, it was not relevant. He stated Quality had done a good job on the sidewalk. Vice Chairman Fogg questioned the figures for the lights and light posts at Line Item 38. Discussion ensued concerning whether or not certain numbers should have been included and the final bid price adjusted. Scott Windham and Darryl Richard confirmed that a small `cushion' had been built into the figures. Mr. Fogg pointed out the bid price was for 91 light posts when only 88 were actually needed. His question: "Should the final bid price be $10,000 less ?" The response was, "No." Darryl Richard stated the contract would be awarded at the final bid price and as the project was billed out, there may be extra funds "left on the table." Kenneth Bloom recommended proceeding with the stated price. It was suggested any unused funds in the Budget could be utilized in the future for landscaping clean -up and finishing which has not been done. Darryl Richard reiterated the vendor's last bid also came in under budget and Quality Enterprises had done an excellent job on the lake stabilization project. He explained the costs for the rock removal was an unforeseen condition. There was further discussion concerning the test boring performed in the lake stabilization project. Vice Chairman Fogg noted engineers can identify every single problem in a project but it would cost "a small fortune." A value judgment was made that "x" number of test borings were sufficient and the project went forward. Contingency funds are usually built into contracts to cover last- minute change orders. Scott Windham noted that after Phase 1, the options and associated costs were planned in anticipation of finding more rocks in Phases 2 - 3, and was included in the bid. The bid specifications were better prepared for this project. September 3, 2013 Kenneth Bloom noted Quality Enterprises' bid was approximately $63,000 under the amount budgeted for Capital Outlay while Owen Ames Kimball's bid was almost $108,000 over budget. It is not possible to borrow against the "Reserve" contingency which has been reserved for Bond repayment. Kenneth Bloom moved to accept and approve the Bid submitted by Quality Enterprises for construction of Phases 2 and 3, not to exceed $948,353.43, as stated, with alternates included. Kevin McKyton offered a Second in support of the motion. Carried unanimously, 5 - 0. Kenneth Bloom asked if the contract could be presented to the Board of County Commissioners during the October meeting. Darryl Richard stated he thought the subject of bid review could be added to the Agenda for the BCC's October meeting to award the contract. He estimated it would take approximately 60 days for the Purchasing Office to complete the contract; construction could begin in January, 2014. Mr. Bloom requested that Staff (Darryl Richard and Michelle Arnold) do whatever is necessary to push through the paperwork to ensure the project would begin in January. Vice Chairman Fogg stated it was imperative to send a letter to the unit owners outlining the actual construction schedule and suggesting alternative traffic options due to lane closures. Action Item: Darryl Richard will draft a letter and email it to the Committee members for their review and approval. Richard Barry expressed concern that the sidewalks were the first item of construction. Kenneth Bloom stated it was possible for the contractor to work on both at the same time, but the front entrance could be pushed back as the final section. The consensus from the previous meeting was the sidewalk component should take precedence and the front entrance /right turn lane could be completed after "season" was over. Action Item: Darryl Richard will discuss the anticipated construction schedule and Committee's suggestions with Quality Enterprises during the pre - construction conferences. He reminded the Committee that unforeseen conditions could alter the schedule. 4 September 3, 2013 C. Maintenance Contract Darryl Richard stated he appreciated the comments received from Committee members concerning the draft copy which had been emailed to them. • The Bid will be sent to the Purchasing Department later in the week. • The number of chemical applications of pesticides was reduced per direction from the Committee members. • The final bid will be sent to all maintenance contractors within Collier County. • Final numbers will be presented to the Committee at the October meeting. VII. LANDSCAPE ARCHITECT'S REPORT — SCOTT WINDHAM A. MSTU Maintenance Consulting Services Scott Windham: • The current contract has expired. • Submitted a proposal outlining the Scope of Services for maintenance consulting services to be provided (attached) which includes: o Review of reports generated by Maintenance Contractor o Attendance at monthly meetings o Project site inspections o $5,000 provision for miscellaneous designs, as needed (design a new planning plan, etc.) • Fee total: $12,970 Kenneth Bloom moved to accept and approve the proposal submitted by Windham Studios for Maintenance Consulting Services, not to exceed 512,970, as presented Hice Chairman Fogg offered a Second in support of the motion. Carried unanimously, S — 0. B. Phase 2 — Change Order Request #1: County Staff directed the MSTU to move the sidewalk and parking into the Right -of- Way at the intersection of Pine Ridge Road/Woodshire Lane, and at the Woodshire Villas pool area parking to avoid acquiring additional easements. In order to comply with the new sidewalk and parking alignment, the following actions will be required: • WSI — Will revise Phase 2 Sidewalk Layout/Dimension Plans and Planting Plans; • James Abney — Will revise the Phase 2 Irrigation Plans and Specifications; • ABB — Will revise the Phase 2 civil engineering plans; and • TRT — Will revise the Phase 2 street lighting plans. September 3, 2013 Darryl Richard stated the cost of $4,460 will be incorporated into the proposal (Work Order) previously approved by the Committee — it will be added administratively by Staff. Vice Chairman George Fogg moved to accept and approve the design changes to the road and parking lots on Woodshire Lane as presented Kenneth Bloom offered a Second in support of the Motion. Carried unanimously, S — 0. Vice Chairman George Fogg moved to accept and approve the proposal to revise the Invoice presented by Windham Studios in the sum of $4,460 concerning the design changes requested by the County. Kenneth Bloom offered a Second in support of the Motion. Carried unanimously, S — 0. VIII. OLD BUSINESS A. Pine Ridge Road Richard Barry noted the excessive amount of water in the Publix parking lot. Kenneth Bloom explained the lake levels were higher than normal. He noted adding to the problem were the drains which were clogged by pine straw — it needs to be cleaned out. Action Item: Darryl Richard will contact the appropriate County departments to request inspection of the drain. IX. NEw BUSINESS (None) X. Com IITTEE MEMBER COMMENTS (None) XI. PUBLIC COMMENTS NEXT MEETING: OCTOBER 19 2013 AT 10:00 AM FOREST LAKES CONDO ASSOCIATION CLUBHOUSE 1058 FOREST LAKE DRIVE, NAPLES, FL 34105 There being no further business for the good of the County, the Meeting was adjourned by order of the Chairman at 11:20 AM. 6 September 3, 2013 FOREST LAKES ROADWAY AND DRAINAGE MSTU ADVISORY COMMITTEE C Robert Jones, Chair The Minutes were pproved by the Committee Chair on 1664 , 2013 "as submitted' [ ], OR "as amended' �].