Loading...
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. 1 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 N 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. ?z� //k4- Rita L. Taylor, Town Clerk 01