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PBSD MSTBU Minutes 07/12/202333.A.3 PELICAN BAY SERVICES DIVISION BOARD REGULAR SESSION DULY 12, 2023 The Pelican Bay Services Division Board met on Wednesday, July 12, 2023, at 1:00 p.m. at the Community Center at Pelican Bay, 8960 Hammock Oak Drive, Naples, Florida 34108. In attendance were: Pelican Bay Services Division. Board Michael Fogg, Chairman Joe Chicurel, Acting Chair Jack Cullen (absent) Jacob Damouni (absent) Mark Ferland Pelican Bay Services Division Staff Neil Dorrill, Administrator Dawn Brewer, Ops. Support Spec. II Chad Coleman, Ops. Manager Darren Duprey, Supervisor --- Field I Also Present Jim Hoppensteadt, Pelican Bay Foundation Peter Griffith Susan Hamilton Denise McLaughlin Michael Rodburg Beth Stein (by telephone) Rick Swider Dave Greenfield, Supervisor - Field II Karin Herrmann, Project Manager I Lisa Jacob, Project Manager 11 Barbara Shea, Admin. Support Spec. 11 Mike Ruffolo, Pelican Bay Foundation APPROVED AGENDA (AS PRESENTED) 1. Pledge of Allegiance 2. Roll Call 3. Agenda approval 4. Approval of 5/10/23 Regular Session meeting minutes 5. Audience comments 6. Administrator's report a. Capital Projects updates i. Sidewalk Phase 11 status ii. Operations Facility bid results iii. Georgetown roadway drainage repair iv. Clam Pass maintenance permit status b. June 30 Financial Report 7. Committee Reports a. Water Management i. *Committee recommendation for Georgetown drainage improvement b. Budget 8. Chairman's report a. *Management services contract 9. Old Business 10. Other Business aS Packet Pg. 1230 33.A.3 Pelican Bay Services Division Board Regular Session July 12, 2023 M 11. Adjournment a ROLL CALL Mr. Cullen and Mr. Damouni were absent and a quorum was established. MS. STEIN PARTICIPATED BY TELEPHONE Ms. Hamilton motioned, Mr. Griffith seconded to approve the agenda as presented. The motion carried unanimously. VAL OF 5/10/2023 REGULAR SESSION MEETING MINUTES IMr. Griffith motioned, Ms. Hamilton seconded to approve the 5/10/2023 regular 1� session meeting minutes as Dresented. The motion carried unanimously. I AUDIENCE COMMENTS None ADMINISTRATOR'S REPORT SIDEWALK PHASE II UPDATE Mr. Dorrill provided the following updates on our Sidewalk Phase 11 Project. • Our sidewalk contractor, Quality Enterprises (QE), has installed approximately 2.75 miles of sidewalk so far, adding 3,222 linear feet of sidewalk, most recently working on Gulf Park Dr. and Crayton Rd. • Mr. Dorrill has scheduled a July 25 meeting with the President of QE to discuss the project delays and operating inefficiencies. Dr. Chicurel and the Deputy County Manager will also be invited to attend. • Staff has directed QE not to open any new construction areas until the existing construction areas are completed. • It would Iikely be very costly to terminate our QE contract and put the project out to bid again. In the current environment, it is difficult to obtain cement in the marketplace. QE's process is to manufacture cement onsite. • We have built an excellent record of QE's work, prepared by the engineering inspector and documented by the minutes of the bi-monthly meetings with QE. Expectations have been communicated to QE on a regular basis. • We may explore, with our engineer, the possibility of "credit change orders" to the QE contract whereby other entities would be hired to do irrigation, landscape, paver, and/or sod replacement tasks instead of QE. Mr. Griffith expressed his frustration with the quality of QE's work including, (1) excessive damage to irrigation systems, (2) lack of competency in replacing irrigation systems, (3) poor quality of many sections of replacement sod, (4) four incomplete Ridgewood Drive driveways (replacement pavers have not been received), (5) the overall insulting treatment of Ridgewood Dr. residents by QE workers, and (6) the long delay in replacing "failed sections" of sidewalk on Ridgewood Dr. 2 Packet Pg. 1231 33.A.3 Pelican Bay Services Division Board Regular Session July 12, 2023 M Mr. Coleman commented that staff, so far, has not accepted any sidewalk sections or work that has been completed by QE. The contract does include liquidated damages on the back end. Dr. Chicurel suggested that the QE delays are a result of the lack of resources provided by QE owners. OPERATIONS FACILITY BID RESULTS Mr. Dorrill provided the following updates on our Operations Facility Replacement Project. • Bids for the project were opened on Monday. There was considerable interest, resulting in five bids received. The next step is for our design engineer and architect to evaluate the bids. • The five bids range from $4.7 - 7.1 million, without the add -alternates, including Heatherwood who is a local contractor and is the lowest bidder. • The bids received are higher than the engineer's estimate of probable cost of $3.9 million which included the add -alternates. • Regrading and other miscellaneous site work will be cost -shared with the County's Public Utilities Dept. (the property's deed holder). • Reimbursement proceeds for Hurricane Ian damage to the existing building are expected from County insurance and FEMA. • All County construction projects greater than $4 million require an inspection engineer, which typically costs 10% of the total construction cost. • When the lowest responsive bid for the project is brought back to the board for approval, staff will provide a best estimate of the offsets (as described above) to the project cost. • Total cost of the project, based on the low bid, including the add -alternate out buildings and the inspection engineer would be approximately $5.8 million. (Insurance, FEMA, and PUD offsets are not included in this total.) • After obtaining Procurement and BCC approvals, it is estimated that the project may commence on or about October 1, with an estimated length of construction of 9-10 months. • Our FY2024 PBSD budget includes $3.75 million for this project; the project is approximately $1.5 million over budget. • It would not be cost effective to pay additional monies to an engineer to re -engineer the building to potentially reduce construction costs. Any changes to the project plans would require approval by the PBF Design Review Committee. GOLF COURSE DRAINAGE IMPROVEMENTS Mr. Dorrill reported that drainage pipes underneath the cart path on the golf course were repaired at a cost of approximately $250,000. Restoration work included replacement of sod and sections of the cart path. BAY COLONY BEACH DUNE SWALE MAINTENANCE Mr. Dorrill reported that our contractor Earth Tech completed a Bay Colony Beach dune swale maintenance project behind the Contessa. GEORGETOWN ROADWAY DRAINAGE REPAIR Mr. Dorrill reported on a failure of a cross culvert at the entrance to the Georgetown community resulting in no effective drainage flow between pipes. He noted that the Water Management Committee has reviewed three repair options provided by our engineer RK&K in their Pelican Bay Drainage Improvements Final Hydrology Report, and has unanimously recommended 3 Packet Pg. 1232 33.A.3 Pelican Bay Services Division Board Regular Session July 12, 2023 M board approval of the most cost effective alternative at an estimated cost of $297,000. Mr. Rodburg commented that the Water Management Committee reviewed RK&K's four alternatives (one option was to do nothing) and has recommended the more cost effective of the two pipe relocation options. He noted that the project will affect homeowner front lawns and irrigation systems. Mr. Rodburg motioned, Ms. Hamilton seconded that we move forward with the engineering and design phase for Alternative #2 (as described in the RK&K Pelican Bay Drainage Improvements Final Hydrology Report) not to exceed $60,000. The motion carried unanimously. Mr. Doi -rill noted that our engineer RK&K will do the work on the engineering and design phase of this project. Mr. Coleman noted that we do not have a quote yet on this phase of the project. CLAM PASS MAINTENANCE PERMIT STATUS Mr. Dorrill reported that we are in receipt of our amended U.S.A.C.E. (U.S. Army Corps of Engineers) Clam Pass maintenance dredging permit which will allow us to place sand on the Pelican Bay side of the pass, further to the north (as part of a future Clam Pass dredging project). Currently Clam Pass conditions look good. DUNE 30 FINANCIAL REPORT Mr. Dorrill reviewed the June 30 financial statements and discussed highlights including a current PBSD cash balance of approximately $12.5 million and noted that the County has renumbered all of our funds. Mr. Dorrill commented that our FY2024 PBSD budget received preliminary BCC approval at the June budget hearings; final BCC approval will occur at the September budget hearings. He noted that two of our County Commissioners went out of their way to praise our staff. COMMITTEE REPORTS WATER MANAGEMENT Mr. Rodburg commented that no other major drainage pipe problems have been identified, other than the issues at Club Pelican Bay and Georgetown, which have been addressed. He noted that we are satisfied with the overall integrity of the system, which worked beautifully during and after Hurricane Ian. Mr. Rodburg commented that the committee maintains a schedule/list which ranks the lake bank erosion conditions of the lakes we are responsible for. The primary drivers of the ranking include functionality, escarpment, erosion and public safety. The Community Center Lake is high on this list. Mr. Dorrill reported that he was contacted by the Chair of the PBF Facilities Committee to meet to discuss the Community Center Lake. Mr, Mike Ruffolo, PBF Board Chair, commented that this committee is in the process of information gathering. Mr. Dorrill commented that we may consider a partial lake bank restoration project for the Community Center Lake. Mr. Rodburg commented that the committee did a retrospective on the Oakmont Lake project. Committee conclusions included, (1) dividing the project between the PBSD and PBF (mandated by the Clerk of Courts) caused problems, and in the future staff should work with the County to enable any future project to be managed by one entity, and (2) Geoweb was used in this project because of the uniqueness of this lake, with significant public access, and that this material will not be used in future lake bank restoration projects. Mr. Fogg suggested that additional remediation work is still 4 Packet Pg. 1233 33.A.3 Pelican Bay Services Division Board Regular Session July 12, 2023 M needed around Oakmont Lake, including adding back some landscape materials. Mr. Coleman a commented that he will work with the PBF on landscape replacements and noted that the installation of three fountains is under discussion. Mr. Rodburg commented that if three fountains are installed, then littoral plantings would not be necessary. BUDGET Mr. Fogg reported that the Budget Committee reviewed the 9-month financial statements and that we expect PBSD operations to come in on budget at 9/30/2023. All of our projects are on schedule and on budget. He noted that so far we have spent $2.8 million on the sidewalk project. CHAIRMAN'S REPORT MANAGEMENT SERVICES CONTRACT Mr. Fogg reported that the PBSD management services contract was put out to bid by the County Procurement Dept. and Dorrill Management Group was the only bidder. The Executive Summary (to be approved by the BCC at a meeting in July or August) for the recommendation to award Request for Proposal "Management Services for Pelican bay Services Division" and the agreement were included in the agenda packet. Mr. Dorrill commented that there were two changes from the last DMG contract which include, (1) additional insurance requirements, and (2) a guaranteed three-year maximum price was mandated by the County (with no eligibility for annual cost of living increases over these three years). He noted that the County Manager's Office is recommending the DMG bid for approval by the BCC. Mr. Fogg commented that the annual cost of management services will be approximately $120,000. He noted that he discussed this contract with the Deputy County Manager who has indicated that the County is comfortable with the existing management arrangement. Mr. Fogg motioned, Ms. Hamilton seconded to approve the new management agreement with DMG for a period of three years (with two one-year renewal options) as set out in the agreement included in the agenda packet. The motion carried unanimously. AUGUST BOARD MEETING Mr. Fogg stated that he will not schedule an August board meeting; however, board members should expect a September meeting to be scheduled. Mr. Dorrill commented that he will update the board on his upcoming meeting with Quality Enterprises. He noted that QE's contract would not be terminated without first consulting with the County Manager's Office, the County Attorney's Office, and this board. Mr. Dorrill also noted that he will share the engineer's evaluation of the Operations Building Replacement Project bids when received, with the board, was adjourned at 2:24 n.m. Ml Fogg, Chair an / Minutes approved s se ted OR as amended ON date Packet Pg. 1234