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Minutes 03/24/2021PELICAN BAY SERVICES DIVISION LANDSCAPE & SAFETY COMMITTEE MEETING MARCH 24, 2021 The Landscape & Safety Committee of the Pelican Bay Services Division met on Wednesday, March 24 at 1:00 p.m. at the Club Pelican Bay, 707 Gulf Park Drive, Florida 34108. The following members attended. Landscape &Safety Committee Joe Chicurel, Chairman Nick Fabregas Pelican Bay Services Division Staff Neil Dorrill, Administrator Chad Coleman, Operations Manager Darren Duprey, Assoc. Project Mgr. (absent) Pete Griffith (absent) Rick Swider Michael Weir Karin Herrmann, Operations Analyst Lisa Jacob, Project Manager Alex Mumm, Senior Field Supervisor (absent) Barbara Shea, Administrative Assistant Also Present Denise McLaughlin, PBSD Board Jim Carr, Agnoli, Barber & Brundage Susan O'Brien, PBSD Board Michael Fogg, PBSD Board APPROVED AGENDA (AS PRESENTED) I. Call to Order -Pledge of Allegiance 2. Roll Can 3. Agenda Approval 4. Approval of 02/02/21 Meeting Minutes 5. Audience Comments 6. Sidewalk Project a. *Phase I Construction Bid Update b. *Phase II CEI Update c. Phase II Update (plans; and permitting — ROE, POW, CEI, etc.) 7. *Flashing light at the San Marino Crosswalk 8. *Speeding mitigation strategies within Pelican Bay 9. Oakmont Lake Restoration a. Landscaping b. Pathway reconstruction 10. Committee Member Comments 11. Adjournment ROLL CALL Mr•. Griffith was absent and a quorum was established. Pelican Bay Services Division Landscape & Safety Committee Meeting March 24, 2021 APPR( Mr. Weir motioned, Mr. Swider seconded to approve the agenda as presented. The motion carried unanimously. )VAL OF 2/02/21 MEETING MINUTES Mr. Swider motioned, Mr. Weir seconded to approve the 2/02/21 meeting minutes as presented. The motion carried unanimously. AUDIENCE COMMENTS None SIDEWALK PROJECT PHASE I CONSTRUCTION BID Mr. Dorrill reported that bids were opened last week for our Phase 1 sidewalk project. Six bids were received; Coastal Concrete Products was the lowest bid at $649,263 and D. N. Higgins was the highest bid at $936,641. Our ABB civil engineer, Jim Carr is preparing a recommendation for award letter for Coastal Concrete Products as the lowest most responsive bidder. Ms. Jacob commented that next steps are for the County Procurement Dept, to prepare a contract, which will be included on the May 11 agenda of the Board of County Commissioners meeting for review and approval. Mr. Weir motioned, Mr. Fabregas seconded to recommend to the Board of County Commissioners, subject to a vote of our full board, the award of this bid 21-7869 to the lowest and most responsive bidder, Coastal Concrete Products LLC. The motion carried unanimously. CEI SERVICES UPDATE A document entitled "CEI Services Sidewalks," provided to the committee and added to the record, included the initial CEI (construction engineering inspection) proposal of $1,292, 912, the current CEI proposal of $772,971, and the proposed negotiation of $722,150 for phases 1 and 2. Mr. Dorrill commented that the County requires CEI services by an engineer (other than the design engineer) for projects greater than $4 million. CEI services are typically 10-40 % of the total construction project cost. Mr. Dorrill reported that staff has gone through two iterations of negotiations with Johnson Engineering and has reduced the CEI proposal by 60%. Staffs current proposed negotiation with Johnson Engineering for phase 1 is $101,482. Mr. Dorrill noted that the CEI engineer's tasks will include (1) inspection, (2) overall project management, and (3) services of a certified arborist and landscape architect on site during construction. Mr. Dorrill commented that our Assoc. Project Manager Darren Duprey will coordinate CEI time and tasks. There will be a detailed scope of services in the CEI contract. Mr. Fabregas motioned, Mr. Weir seconded to recommend to the full board that we proceed with a CEI Services agreement as outlined in the schedule provided to the committee for $101,482. The motion carried unanimously. Pelican Bay Services Division Landscape & Safety Committee Meeting March 24, 2021 Mr. Dorrill commented that he will research what his administrative change order approval limit is and will report back his findings to the PBSD Board. Ms. O'Brien noted that $101,482 for CEI services is 16% of the phase I project cost, which is still significant. Mr. Coleman noted that the total proposed CEI services amount is 10% of the total sidewalk project cost. PHASE II UPDATE Mr. Carr reported that phase 2 design plans are complete, which will be provided to the committee for review at future committee meetings. The next step is to obtain all of the required permits from the County, which is expected to be completed within three months. He commented that rights of entries (ROE's) and easements will need to be obtained from a number of private property owners prior to the start of construction. Mr. Duprey will work on obtaining all of the necessary ROE's. Mr. Dorrill commented that a blast e-mail will go out to the entire PB community as well as those community associations specifically affected by phase I construction, prior to the start of construction. Mr. Fabregas strongly suggested that every homeowner directly affected by phase 1 construction should be notified by letter of our sidewalk project. The committee agreed. Ms. O'Brien commented that the PBF has a database of all PB homeowners, which would provide the necessary contact information for these letters. FLASHING LIGHT AT THE SAN MARINO CROSSWALK Dr. Chicurel commented that based on the recent traffic study completed by the County on the San Marino crosswalk at Pelican Bay Blvd., this intersection meets the requirement for the installation of flashing lights at this crosswalk, although not required. If the PBSD chose to install flashing lights, it would be at the expense of the PBSD. Mr. Coleman commented that a rough estimate for this project would be $100,000. By consensus, the committee agreed to proceed with this project and asked the Budget Chair, Mr. Fogg to put a placeholder in the FY22 budget for this capital project. Dr. Chicurel will follow up with Cpl. McGilvrey to determine whether "stealth stat" devices have been placed in Pelican Bay. He will also ask Cpl. McGilvrey to provide a report on recent traffic enforcement activity by the Sheriff's Dept. in Pelican Bay. The committee discussed the possibility of lowering speed limits on PB roads, such as lowering the speed limit on tertiary roads from 30 m.p.h. to 25 m.p.h. Dr. Chicurel commented that he will ask Mr. Duprey to explore this issue with the County Traffic Ops. Dept. OAKMONT LAKE RESTORATION ISSUES Dr. Chicurel commented that this committee should work with PBF staff to develop a re- landscaping plan as part of the Oakmont Lake restoration project. Although the PBF is the property owner along Lake 4-1 and will make decisions regarding landscaping in this area, the PBSD will be responsible for maintaining any new landscaping installed as part of this project. Dr. Chicurel does not feel that a landscape design consultant is needed. Dr. Chicurel will follow up with the PBF Chair on this issue. COMMITTEE MEMBER COMMENTS 3 Pelican Bay Services Division Landscape & Safety Committee Meeting March 24, 2021 Mr, weir commented on hearing resident concerns regarding vehicles driving over the hill" at the intersection of Seagate Drive and Crayton Road and suggested that a barrier be installed to prevent vehicles from doing this. Mr. Coleman reported that he has discussed this issue with the County Road Maintenance Dept., and they have indicated that delineators will be installed in the ground to prevent vehicles from driving "over the hill." The timing of installation is unknown. The meeting was adjourned at 2:26 Chairman approved presented OR " as amended ON V 020 2 date