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VB MSTU Minutes 01/10/2013 Vas.daroiet Ocaca M2.7AL Advisory Committee 3299 East Tamiami Trail Suite 103 'y- Naples, FL 34112 January 10, 2013 MINUTES I. Call to Order Mr. Arthur called the meeting to order at 2:05pm. A quorum was established. II. Attendance Members: Charles Arthur, Michael Price, William Sjostrom, Bruce Forman—Excused, (Vacancy) County: Darryl Richard—Project Manager, Michelle Arnold -ATM Others: Bill Ferry-Comcast, Justin Damiano -Comcast, Andy Vaspasiano -Comcast, Terry Cole—Hole Montes, Kathy Robbins—VBRA, Jackie Bammel—VBRA, Robert— Kindelan, CLM, Mark S Weber-VBDC, David Durrell—Juristaff. Mr. Sjostrom reported he is also a member of the Vanderbilt Beach Residents Association. The Committee determined to hear item XLA first XI. New Business A. Election of Chairman and Vice Chair Mr. Sjostrom moved to appoint Charles Arthur as Chairman of the Vanderbilt Beach MSTUAdvisory Committee. Second by Mr. Price. Carried unanimously 3—0. Mr. Price moved to appoint William Sjostrom as Vice Chairman of the Vanderbilt Beach MSTUAdvisory Committee. Second by Mr.Arthur. Carried unanimously 3— 0. III. Approval of Agenda Mr. Sjostrom moved to approve the Agenda subject to the following additions: • Item VIII.B—Review of Bid Tabulations for Comcast Contract. • Item IX.B—Dick Lydon Memorial Bench • Item IX.0—Beach Access Signage 1 Second by Mr. Price. Carried unanimously 3—0. IV. Approval of Minutes—November 1,2012 Mr. Price moved to approve the minutes of the November 1, 2012 meeting as presented. Second by Mr.Arthur. Carried unanimously 3—0. V. Budget Report Mr. Richard provided the following documents for information purposes: • "Vanderbilt Beach MSTU Fund 143—January 10, 2013" • "Project Manager Tracking—FPL Escrow Draws" The Committee requested Staff to submit a document which outlines total annual expenditures per Phase in major categories such as Engineering,Supervision,Surveying, Construction, Easements, etc. VI. Landscape Maintenance Report—CLM Mr. Kindelam provided the Landscape Maintenance Report. VII. Utilities Report—Charles Arthur The Committee discussed the status of Florida Power and Light's work to be completed in Phase I for the relocation of utility services on Vanderbilt Drive from overhead to underground. It was noted completion of the work which was contracted to MasTec North America is behind schedule(originally to be completed in November) with onsite workers unofficially reporting a 30 percent complete status. Concern was expressed FPL has been paid in full for the work as the payment format utilized by the County allowed for the Utility to be fully paid when the infrastructure was "completely installed"as opposed to"fully operational." It was recommended a FPL representative appear at a Committee meeting to address the concern expressed over the delays, so an accurate timetable may be provided to members of the MSTU. Staff noted some of the delays were attributed to unanticipated replacement of existing infrastructure that was not up to current standards or found to be in a state of deterioration. Vanderbilt Beach Residents Association members present noted project updates are published in a newsletter, and expressed concern members of the Association may be misled by the information published. It was noted it may be prudent for the Committee to provide a brief written update for the publication to ensure the information disseminated is as accurate as possible. The Committee reported consideration should be given to developing a different approach for managing the scope of work required for completion of Phases II and III. Mr. Arthur, Mr. Richards and Ms. Arnold will continue to monitor the situation. 2 VIII. Project Manager Report (The Committee determined to hear item VIILB first) B. Review of Bid Tabulations for Comcast contract Mr.Richard provided the draft bid tabulations submitted by two vendors (Cable Wiring Specialist, Inc.- $347,535.46 and MasTec North America- $543,344.46) for work to be completed for Comcast's relocation of overhead service to underground. He reported: • There is an existing agreement in effect between Comcast and the County for completion of the work. • It was determined CWSI would complete the work under the existing agreement; however the Clerk of Courts required the work to be bid out to qualified vendors. • With receipt of the new bids, the tabulations will need to be finalized and a contract officially executed by the Board of County Commissioners. • The new contract, upon execution, will be administered through the Purchasing Department with a payment schedule in accordance with County policy. Bill Ferry, Comcast reported they are sensitive to any party responsible for installing or repairing infrastructure or components for their system. The company qualifies providers for this type of work and WSCI is qualified by Comcast, while Mas Tech North America is not. Discussion occurred on the logistics(scheduling, responsibilities, etc.) for the work required to relocate Comcast's services underground. Mr. Sjostrom moved to recommend Staff finalize the contract between the County and WCSI(and present to the Board of County Commissioners for approval). Second by Mr.Arthur. Carried unanimously 3—0. Discussion occurred on how to handle the existing agreement between the County and Comcast. Should it be rescinded, or remain in place until a new contract is finalized? Could the existing agreement be modified to incorporate the new contract? Comcast representatives noted it may not be prudent for two legally executed documents to be in existence at the same time. Mr. Sjostrom moved to recommend(the Board of County Commissioners or other necessary parties) rescind the original agreement between Comcast and Collier County. Second by Mr.Arthur. Motion carried 2 "yes"—1 "no." Mr. Price voted "no." A. ATM Department—Daryl Richard Mr. Richard presented a copy of a letter from Terry Coles of Hole Montes dated January 8, 2013, which proposed Change Order#1 to their contract for services on Phase I of the Vanderbilt Drive Underground Utility Project. Mr. Cole reported: • There are no changes proposed for Tasks 3and 4. 3 • Additional service is required for Task 1 and Task 2. • Task 1: Pre construction video and photographs -prior to Comcast beginning work to ensure the field conditions of the project are verified in case a future determination is required on responsibility to repair any damage that may occur outside the scope of work to be completed by Comcast/CWSI. • Task 2: Detailed Observation &Documentation During Construction - additional time is required for work completed by FPL outside of the original scope of work. • The Change Order is for an increased cost of$49,807.33 and increased duration of 6 months. • A representative will be onsite on a daily basis. • He is hopeful the observation time may be reduced if the Comcast work is completed as scheduled. • The proposed scope of work will continue until all cable connections are completed at the drop boxes. The Committee discussed the ramifications of the proposed change order noting it will be beneficial to have proper onsite supervision on the project in attempt to avoid unnecessary delays in the construction schedule. Mr.Arthur moved to recommend the Board of County Commissioners approve the proposed change order at an amount of$49,807.33 and extend the contract for 6 months. Second by Mr. Sjostrom. Motion carried 2 "yes"—1 "no." Mr. Price voted "no." Discussion occurred noting, based on the knowledge ascertained during Phase I, it may be prudent to revise, as necessary the format for the scope of work for any remaining phases to be completed. Services to individual homes or businesses Mr. Arthur reported the MSTU is responsible for undertaking the work and expense necessary for relocating individual underground services to buildings. The Committee requested Staff to ascertain price quotes for the work required to relocate the existing electrical services underground for any required structures located in Phases II and III. IX. Old Business A. Bud Martin Memorial Bench Mr.Arthur and Staff will be meeting with Mrs. Martin to determine a suitable location for the bench. B. Dick Lydon Memorial Bench Mr. Richards reported that the bench honoring Mr. Lydon may be placed at Connor Park. 4 C. Beach Access Signage Jackie Bammel reported: • The County installed "beach access"signs along Vanderbilt Drive. • The signs are creating an attractive nuisance as there is no parking available at the access points identified. • Vehicles are freely unloading beach goers and accessories in private driveways, travelled lanes, etc. causing disruptions on private property and unsafe traffic conditions. The Committee expressed concern the signs are not appropriate for the area and should be replaced with new signs located in more discreet areas (i.e. west of the sidewalks). Mr. Arthur reported he will follow up with the necessary parties in an attempt to remedy the situation. X. Update Report A. Maintenance—Bruce Forman None Committee Vacancy Mr. Richards reported the County has advertised to fill the vacant position on the Committee. Any interested person may apply at the County Managers Office or online. XI. New Business(Continued) None XII. Public Comment Mark Weber addressed the Committee and requested consideration be given, in order for efficiency, the Committee delegate authority for minor issues (i.e. beach signage, etc.)to the Vanderbilt Beach Residents Association. The Committee noted this may not be prudent as they are empowered to represent the tax payers of the MSTU while the VBRA is a"volunteer"organization whereby individual parties may or may not opt for membership. There being no further business to come before the Committee, the meeting was adjourned by the Chair at 4:00P.M. VANDERBILT BEACH MSTU ADVISORY COMMITTEE 5 Charles Arthur,Chairman The Minutes were approved by the Committee on , as presented , or as amended . 6