HomeMy Public PortalAbout03 22 16 Special MeetingMINUTES OF THE SPECIAL MEETING HELD BY THE TOWN COMMISSION OF THE TOWN
OF GULF STREAM, AT THE CALL OF THE MAYOR, ON TUESDAY, MARCH 22, 2016 AT
3:30 P.M., IN THE WILLIAM F. KOCH, JR. COMMISSION CHAMBERS OF THE TOWN
HALL, 100 SEA ROAD, GULF STREAM, FLORIDA.
I. Call to Order.
Mayor Morgan called the meeting to order
at 3:30 P.M.
II. Pledge of Allegiance.
The Mayor led the
Pledge of Allegiance.
III. Roll Call.
Present and
Scott W. Morgan
Mayor
Participating:
Robert W. Ganger
Vice Mayor
Joan K. Orthwein
Commissioner
Thomas M. Stanley
Commissioner
Also Present &
William Thrasher
Town Manager
Participating:
Rita Taylor
Town Clerk
William Boardman
Resident
Absent with
Donna S. White
Commissioner
Notice:
Garrett Ward
Police Chief
John Randolph
Town Attorney
IV. Discussion related to the continuation of Phase 2 of the
Undergrounding of the Overhead Utilities.
Mayor Morgan reminded that a report on this matter had been
distributed at the Town Commission Meeting last Friday and there has
been time to digest it and talk to other residents and he then opened
the meeting for discussion and comments on this matter.
Vice Mayor Ganger believed the report to be somewhat incomplete but
there had been a very complete analysis in the beginning of the project
and he encouraged everyone to review the material which he believed
would show that the delays that have occurred are really outside of the
Town's control and that controls be put in place to cover the remainder
of the project.
Mayor Morgan was in agreement and reminded that Mr. Brannon had asked
that the Commission approve his recommendation to approve the Wilco bid
in the amount of $879,569 which is over the budgeted amount but to
approve it conditionally on allowing the consultant to go back and
review the scope of work. He said this would not be so much negotiation
G of price but a review of the scope to bring down the numbers. He noted
that FP&L had given a price for them to do the work but it did not
include the work that would have to be included for AT&T and Comcast
which would explain why they were not considered in Mr. Brannon's
recommendation. He further pointed out that FP&L is primarily
responsible for the delay in the project and he suggested that perhaps
they should be approached to work some numbers to help make up for this
cost escalation.
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Town Commission Special
Meeting March 22, 2016
At 3:30 P.M.
Commissioner Orthwein reminded that FP&L has always given the highest
quotes giving the example of when they gave an estimate of over eight
million to just install their lines underground along AlA.
Vice Mayor Ganger said he is pleased that Mr. Brannon choose to
recommend Wilco as they are very good at this type of work and come
highly recommended.
Mayor Morgan then questioned where this extra money would come from to
which Mr. Thrasher said that the Town would be through the current
fiscal year in 5 months, if the project starts in May 2016, and there
will be enough money in the Undergrounding Fund to see us through that
period without having to transfer anything from the General Fund. He
then pointed out there is currently budgeted $526,000 for street
lighting which will not take place until the very end of the project
which should be 9 to 12 months after notice to proceed is given. He went
on to remind that there is over $500,000 budgeted for reserves in the
current budget. These added together make up the shortfall and he felt
there would be some surplus in the operating budget left over at the end
of this fiscal year if there are no unexpected emergencies. He ended by
advising that in addition, there will be a reduction in the millage rate
in the 2016/2017 budget through the rollback rate process, the amount of
which cannot be determine at this time.
Commissioner Stanley believed there will more in landscaping costs than
what is planned for in the project budget.
Mr. Thrasher pointed out that we will be moving into a contract in which
we will have more control and there are more specifics in the contract
at our disposal to make things work to our betterment. He went on to say
that he believed that the Town will be in a position to fund landscaping
shortfalls, should there be any, through the 2017/2018 fiscal year.
Lastly, Mr. Thrasher believed that any discussion with FP&L regarding
delays that have transpired should be handled separately from the matter
of moving ahead with Phase 2 and should be handled in house as it is
almost a legal matter.
The Mayor was in agreement that the matter with FP&L should in no way be
involved with the contract process.
G Mayor Morgan asked if anyone from the public would like to speak and Mr.
Boardman was recognized.
Mr. Boardman was in agreement with keeping the award of the contract and
any contacts with FP&L separate, and handling the FP&L matter in house.
Mr. Boardman said he appreciates the way Mr. Thrasher is able to move
finances around to cover shortfalls but the fact remains that in the end
the extra money is being spent that could have been used for many other
needs such as streets, drainage, repairs and addition to Town Hall. He
said he agrees it is not productive to be going into how we got here but
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Town Commission Special
Meeting March 22, 2016
At 3:30 P.M.
at some future time there should be some accountability assigned. Mr.
Boardman remarked that he is lucky because he is not encumbered with the
knowledge of all the restrictions governments have to operate under but
if this problem came up with some business organization, the first place
to go is to FP&L and say we can wrap this up by you giving a good price
to do the job and we will give you a general release on everything else.
He understood this most likely cannot be done but if it could be done
Oand still be in compliance with all the requirements, the Town might be
able to get back to the estimated price or create another bidder that
the current bidder may have to give consideration to.
Mayor Morgan did not believe FP&L could be contacted after a bid is even
conditionally awarded to Wilco but that they could be contacted about
equipment, parts and other price reductions that could affect Wilco or
someone else's work.
Mr. Thrasher pointed out that the Town has two bidders here, FP&L did
not engage. He said that the amount Mr. Brannon has given, $2,470,897,
may also be 5 years old.
Vice Mayor Ganger said that FP&L is not doing underground installations
unless it is a new project where they will install underground instead
of overhead. He was anxious to know where Mr. Brannon got the figure
that is shown as coming from FP&L. He wondered if this Commission could
conditionally agree to move ahead based on a better understanding of
what that item is to which the Mayor advised that would require another
meeting. Mayor Morgan believed it may be prudent to move forward with a
conditional award and get some answer to this while it is moving
forward. He reminded that the price could always be rejected when it
comes back.
An unsuccessful attempt was made to contact Mr. Brannon by phone.
There being no further discussion, Commissioner Stanley moved to
conditionally award the undergrounding project Phase 2 for Project
2015/16-50, including the additive alternate bid item #1, to the highest
rated proposer, Wilco Electrical LLC/dba Wilco Utility LLC. ("Wilco"),
which conditional award shall be expressly subject to and contingent
upon (a) the Town Manager and Wilco's successful negotiations of a final
contract for construction; and, (b) approval of that final contract for
Oconstruction by the Commission. Vice Mayor Ganger seconded the motion
with the Vice Mayor, Commissioner Stanley, Commissioner Orthwein and
Mayor Morgan voting AYE.
IV. Adjournment.
Mayor Morgan adjourned the meeting at 4:40 P.M.
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Rita L. Taylor, Town Clerk
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