Radio Road East MSTU Agenda 04/10/2013 April 10, 2013
MEETING AGENDA
I. Call to Order
II. Attendance
III. Approval of Agenda
IV. Approval of Minutes: March 20. 2013
V. Transportation Services Report
A. Budget Report- Caroline DeSoto
1. Fund 166
B. FY-14 Budget Review &Approval
C. Project Manager Report- Darryl Richard
1. Change Order
2. Maintenance Report
VI. Old Business
1. Update on Installation of Motorola Equipment
2. Update on Qualifying Vendor for Pest Control Services (as needed
basis)
VII. New Business
1. Review of Proposed Landscape Maintenance Contract
2. Review of Landscape Architect Services Contract
VIII. Committee Comments
IX. Public Comments
Next Meeting: May 8, 2013 - 10:00 AM - Plantation Club House,
7773 Tara Court, Naples, FL 34104
Rad& Road 3aat
S,714 /loamy &madam
3299 East 7aexiame 7zail
• ' Se ldurq 7 Suite 103
72044. 74 34112
Special Meeting Minutes
March 20,2013
I. Call to Order
Sue Chapin called the meeting to order at 10:02am.
Roll call was taken and a quorum was established.
II. Attendance
Members: Sue Chapin, Thomas Depouw, Renato Fernandez, Janice Bundy, Dale Johnson
County: Darryl Richard—Project Manager, Michelle Arnold—ATM; Caroline DeSoto,
Budget Analyst
Others: David Durrell—Juristaff.
III. Approval of Agenda
Mr. Fernandez moved to approve the Agenda. Second by Mr. Depouw. Carried
unanimously 4—0.
IV. Approval of Minutes—March 6,2013
Mr. DePouw moved to approve the minutes of the March 6, 2013 meeting as presented.
Second by Renato Fernandez. Carried unanimously 4—0.
V. Budget
Fund 166
Fund 266
Caroline Desoto,Budget Analyst provided the following documents for informational
purposes:
• "Radio Rd East MSTU—Fund 166, March 20, 2013"
• "Radio Road East MSTU—Fund 266, March 20, 2013"
The following was noted during Committee/Staff Discussion:
• Staff will now be presenting two separate budget documents which represent the
Operating Budget(Fund 166)and Debt Service (Fund 266) for the MSTU.
• Staff has completed a preliminary analysis of the Funds and determined there are
sufficient monies available to complete the project and related maintenance.
• The analysis incorporated a projected carry forward of approximately$39K of funds
from the FY 12 to the FY 13 budget.
• Staff intends to finalize the data and related projections before the next meeting.
1
VI. Additional
A. Investigation of possible credit from Motorola (return equipment)
Staff reported:
• It has been determined the cause of the Motorola irrigation control system
equipment failure is the result of"software incompatibility."
• The County control system software requires an upgrade in order to enable the new
Motorola equipment to"communicate"with the main control center and function
as designed. (Currently underway)
• In the interim, a temporary irrigation system has been installed to eliminate the
need for daily hand watering. The installation has a payout term of 10 days given
the costs of hand watering.
• When the new system becomes fully automated, the interim system will remain in
place as a"backup system."
The Committee requested Management Staff to provide ongoing updates on the status of
the irrigations system.
B. Maintenance Contract
Staff reported:
• It is anticipated the project will be completed by May 1, 2013.
• Staff is developing the specifications necessary to acquire bid proposals for the
long term maintenance of the project area.
• Pest control will be proposed on an "as needed"basis.
• It is anticipated the new Maintenance Contract will be effective on or before
October 1, 2013 depending on the timeline of approval by the Board of County
Commissioners.
• In the interim, the County will engage a Contractor (Caribbean Lawn&Garden)
to perform any required maintenance under the auspices of the County purchasing
policy on a per task basis until the new Contract has been executed.
• The current County wide purchasing policy related to landscape maintenance
expires on July 26, 2013 unless it is extended by the Board of County
Commissioners.
Mr. Johnson arrived at 10:50am
The Committee requested Management Staff to:
1. Disseminate the proposed Landscape Maintenance Contract for their review.
2. Qualify a vendor to perform any treatment required for pests including "white flies."
C. Landscape Architect: Extension of Contract(Cost)
Staff reported they have received proposals for the performance of any Landscape
Architect services necessary following completion of the project. They are reviewing the
proposals and developing the specific scope of services that will be required of the vendor.
On a related note,the current budget will be subject to a cost overrun for these services
given the project was originally proposed to be completed in January, with the expected
completion date now approximately May 1.
Staff will provide an update at the next meeting.
2
VII. Committee Comments
Mr. Richard submitted a copy of"Radio Road East Landscape and Irrigation Project—
Change Order#4" for informational purposes.
VIII. Public Comment
None
There being no further business to come before the Committee, the meeting was
adjourned by the Vice Chairman at 11:15 A.M.
RADIO ROAD EAST MSTU ADVISORY
COMMITTEE
Suzanne Chapin,Vice Chairman
The Minutes were approved by the Committee on ,
as presented , or as amended .
The next Meeting is April 10, 2013
Plantation Club House
7773 Tara Court,Naples, FL 34104
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FY 14 Budget Prep
Fund 166 4/8/2013
Adopted Amended
Commit Item/Fund Ctr Budget Budget Commitment Actual Forecast FY 14
Grand Total-CI/FC 180,800 627,546 149,350 394,869 693,400 84,646
OPERATING EXPENSE 84,200 84,200 16,738 52,116 125,500 88,700
631403 ENGINEERING FEE OTHER AE FEE 1,000 1,000 - - - 10,000
634970 INDIRECT COST REIMBURSEMENT 1,100 1,100 - 550 1,100 1,100
634999 OTHER CONTRACTUAL SERVICES 70,000 70,000 10,754 28,647 95,600 70,000
643100 ELECTRICITY 1,500 1,500 246 24 500 1,000
644600 RENT EQUIPMENT - - 133 - 200 300
645100 INSURANCE GENERAL 300 300 - 150 300 300
646311 SPRINKLER SYSTEM MAINTENANCE 1,200 1,200 2,720 21,634 24,300 1,500
649010 LICENSES AND PERMITS 500 500 - 500 500 -
649100 LEGAL ADVERTISING 500 500 - - - -
649990 OTHER MISCELLANEOUS SERVICES 5,600 5,600 2,388 612 1,500 2,000
651110 OFFICE SUPPLIES GENERAL 500 500 300 - 300 300
651210 COPYING CHARGES - - 196 - 200 200
652310 FERTILIZER HERBICIDES AND CHEMICALS 2,000 2,000 - - 1,000 2,000
CAPITAL OUTLAY - 446,746 132,612 314,134 486,200 -
763100 IMPROVEMENTS GENERAL - 446,746 132,612 314,134 486,200 -
TRANSFERS 76,500 76,500 - 26,500 76,500 26,500
911110 TRANSFER TO UNINCORP CNTY MSTD GENERAL FD 111 26,500 26,500 - - 26,500 26,500
912660 TRANSFER TO 266 RADIO RD EAST LOAN 50,000 50,000 - 26,500 50,000 -
TRANSFER CONST 5,200 5,200 - 2,119 5,200 5,200
930600 BUDGET TRANSFERS PROPERTY APPRAISER 3,000 3,000 - 556 3,000 3,000
930700 BUDGET TRANSFERS TAX COLLECTOR 2,200 2,200 - 1,563 2,200 2,200
RESERVES 14,900 14,900 - - - (35,754)
991000 RESERVE FOR CONTINGENCIES 14,900 14,900 - - (35,754)
/ I Adopted I Amended I I. ,.
Commit Item Fund Ctr Budget Budget Commitment Actual I Forecast I FY 14
Grand Total-CI/FC (180,800) (627,546) - (71,561) (700,046) (84,646)
REVENUE-OPERATING Sub-Total (82,100) (82,100) - (71,592) (78,200) (82,100)
311100 CURRENT AD VALOREM TAXES (82,100) (82,100) - (71,383) (78,800) (82,100)
361170 FIFTH THIRD 0/N INTEREST - - - (13) - -
361180 INVESTMENT INTEREST - - - (195) 600 -
361320 INTEREST TAX COLLECTOR - - - (1) - -
CONTRIBUTION AND TRANSFERS Sub-Total (98,700) (545,446) - 32 (621,846) (2,546)
484200 BOND PROCEEDS(in addition to carry forward by Enc.Amt) - - (72,500)
486600 TRANSFER FROM PROPERTY APPRAISER - - - 32 200 -
486700 TRANSFER FROM TAX COLLECTOR - - - - - -
489200 CARRY FORWARD GENERAL (102,800) (102,800) - - (102,800) (6,646)
489201 CARRY FORWARD OF ENCUMB AMT BY ADC CODE - (446,746) - - (446,746) -
489900 NEGATIVE 5%ESTIMATED REVENUES 4,100 4,100 - - - 4,100
Carry Forward(Positive is bad/Negative is good) (6,646) -
Planned Expenditures 120,400
Planned Revenue (84,646)
Reserves to Balance (35,754)
Check Balance -
C:\Users\sillery_t\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\JM5HFI59\Radio Rd E Fund 166 266 Worksheet
Radio Road East Landscape And Irrigation Project 12-5878
Change Order Number Four
Item# _ Qty Sym. Description Spec Unit Cost Total
84 81 Tree Sumps 8"x 48" Ea $ 98.00 $ 7,938.00
59 1 Hunter 1.5" Electric Solenoid Vaave Ea $ 370.00 $ 370.00
60 1 Hunter 1.0" Electric Solenoid Vaave Ea $ 330.00 $ 330.00
_ 64 4 Green Reflective Pavement Markers Ea. $ 46.50 $ 186.00
(2) Per Control Valve Ea. Side Of Rd. $ -
85 15 8" 1120-1220 Sch 80 PVC Solvent L.Ft. $ 22.71 $ 340.65
Weld Pipe For Irrigation Sleeve $ -
Extension at Sta.322+10-322+25 $ -
86 15 4" 1120-1220 Sch 80 PVC Solvent L. Ft. $ 7.30 $ 109.50
Weld Pipe For Irrigation Sleeve $ -
i Extension at Sta.322+10-322+25 $ -
63 114 Toro 0-2 GPM Adjustable Flow L.Ft. $ 74.00 $ 8,436.00
Pressure Compensating Flood Bubbler $ -
87 82 Add Bubblers To(52) Gumbo Limbo Ea. $ 10.65 $ 873.30
Trees And (30) Royal Plams: Add To
Existing Piping
92 1 I-Core 6-Station Controller Plastic Ea. $ 293.00 $ 293.00
Cabinet Install Only
93 3 I-Core 6-Station Modules Install Only Ea. $ 86.00 $ 258.00
94 3 XCH 800 Hybrid 8-Station Outdoor Ea. $ 113.00 $ 339.00
Controllers Install Only.
95 2 XCH 1200 Hybrid 12-Station Outdoor Ea. $ 127.00 $ 254.00
Controllers Install Only.
Solar Panel Kits For XC Hybrid
96 5 Controllers Install Only Ea. $ 69.00 $ 345.00
97 6 Concrete Banjo Posts Install Only Ea. $ 45.00 $ 270.00
Mounting Controllers
99 1 Bond Increase L.S. $ 594.00 $ 594.00
100 1 Extend MOT L.S. $ 1,200.00 $ 1,200.00
Extend Time Line Due To Tree Sump
Testing And Installation, Controller
Programming, QC Check,&Controller
101 46 Conversion. Days No charge
104 -4 Royal Palms Ea. $ 267.00 $ (1,068.00)
105 8 Bucaneer Palms Ea. $ 445.00 $ 3,560.00
106 -2 Quick Coupling Valves Ea. $ 138.00 $ (276.00)
25 36 Crushed Shell Washed Tons $ 56.55 $ 2,035.80
Terrace Board Stakes In Brown(20-
C/O 30 Pack) Ea. $ 20.11 $ 603.30
Total Additions $ 28,335.55
Total Deletions $ (1,344.00)
Net Change_ $ 26,991.55
By: Hannula Landscaping And Irrigation, Inc.
i LANDSCAPE
: Y ARCHITECT'S
FIELD REPORT
PROJECT: RADIO ROAD EAST MSTU FIELD REPORT No. 11
CONTRACT: LANDSCAPE&IRRIGATION-HANNULA LANDSCAPING, INC. PROJECT No.
DATES:3/6/13-4/5/13 TIME Varied WEATHER Clear&sunny TEMP RANGE 70's-80's
EST%OF COMPLETION 85% CONFORMANCE WITH SCHEDULE(+/-contract time extended
WORK IN PROGRESS PRESENT AT SITE
Shell&Filter Fabric install Darryl Richard,CC ATM
Hunter Controllers install Dayna Fendrick,Urban Green Studio
Shrub&Ground Cover install Dale Hannula, Hannula LS
FIELD MEETING 3/13/13
1. Four shell areas are in place,1 with edging only. . k
2. Hannula will start installing shrubs once the new Hunter controllers are in. The
controllers should arrive early next week.
3. They are still turning on control valves by hand,2 crew members can do the whole
length in one day. ��
4. Dayna walked the shell areas after the meeting and noted a few items: 1
s < ..
The holes in the fabric around the trees need to be cut larger. , �"
The edging is very flexible and tends to"wave",it may be necessary to add more �*
stakes to keep a straight line or smooth curve.
The fabric should extend under&beyond the edging,not cut at the edge. Hole cut-out too small
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SITE VISIT 3/18/13 -
1. Crews were continuing the shell&fabric installation,and were extending the fabric fry
beyond the edging. They had also cut out the holes bigger around the trees and were
using more stakes.
2. More weeds were emerging in Median#35 and 36, by the Pigeon Plums. The area
° S
needs to be re-sprayed.
3. Three or four of the Silver Palms were looking weak. .
FIELD MEETING 3/20/13
1 Dale noted that several of the shrubs and ground covers are coming in small,due to the time of year&growing cycle.
We went through the list that his purchasing agent Jeanie had assembled with the species and size availability issues.
RRE Field Report#11
2. The Hunter controllers are in and are operating.
3.Hannula should finish the shell/fabric installation this week.
4. Hannula will start the shrub install next week. x x
5. Two Silver Buttonwood trees are dead and will be
replaced.
6. Five Silver Palms are stressed and will be replaced.
7. There are a few trees that need to be straightened.
FIELD MEETING 3/27/13
1. An accident took out a Gumbo Limbo last night,and 5-6 Silver Palmettos as well.
Dale will submit a claim,and will need to get the accident report from the Sheriff's
office.
2. Hannula has re-sprayed the weeds on Monday&Friday.
3. The crews are picking up the piles of rocks and doing the finish grading ahead of the
shell/shrub planting.
4. The shell quantitiy delivered came in over the estimated amount of 386 CY. The
quantity delivered was 425 CY(1.5 truckloads). It was not delivered all at one time,but
delivered a truck at a time and then distributed to the medians.
5. Hannula has started planting Bromeliads and will be getting the Golden Creeper in
tomorrow. Shrubs should be end of next week. One substitution was made on a
Bromeliad variety-"Fireball"was replaced with"Gold Fever",approved by Dayna.
6. Mulch will be delivered next week. Darryl
requested that all the mulch be delivered&bags
distributed proportionally so that the estimated 0112rflof �sr
�quantity is not exceeded.
SITE VISIT 3/28/13 '
1. Dayna reviewed the Golden Creeper layout
with Leobardo,and agreed on the general 4
SITE VISIT 4/1/13 -�
2. Dayna made a site visit; the Golden Creeper a
was all planted,Coontie were planted and crews
were starting on the Beach Dune Sunflower.
FIELD MEETING 4/3/13
1. We reviewed the Change Order#4 items.
Hannula will pick up the replacement plant materials next week-Silver
Buttonwoods,Silver Palms,Gumbo Limbo.
3. Bromeliads,Coonties,Golden Creeper are all complete. A few Beach Dune ".
Sunflower are left to be installed,and the Asian Jasmine and Mimosa will come in
today.
-s�
4. The Dwarf Bougainvilleas were very small and Jeanie is looking for larger ones. (By
4/5/13,Jeanie had found larger Bougs,which were approved by Dayna).
RRE Field Report#11
5. Dayna emphasized to make sure all Asian Jasmine beds were weed-free before
planting.
6. Schedule-Planting should be complete by 4/10, Fertilize and Mulch after that and
complete by 4/17. Substantial Completion week of April 22-26. "." _
7. Dale&Dayna will walk through site next week and start punch list. We will check
paver areas for chips/damage during site walk.
8.Staking is yet to be done on Gumbo Limbos.
ITEMS TO VERIFY
INFORMATION OR ACTION REQUIRED
ATTACHMENTS
DISTRIBUTE TO
All attendees James Abney Irrigation Consultants Jeanie Jones, Hannula LS
Shelly Williamson,Hannula LS Michelle Arnold,CC ATM
REPORT BY: Dayna Fendrick, Urban Green Studio 4/5/2013