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HomeMy WebLinkAbout2014-0401 Special City Commission Meeting SUMMARY MINUTES Special City Commission Meeting Tuesday, April 1, 2014, 5:00 p.m. City of Sunny Isles Beach, Florida ATTENTION ALL LOBBYISTS: CITY LAW REQUIRES YOUR REGISTRATION PRIOR TO ENGAGING IN LOBBYING ACTIVITIES BEFORE CITY STAFF, BOARDS,COMMITTEES OR THE CITY COMMISSION. PLEASE CONTACT THE CITY CLERK FOR FORMS AND ADDITIONAL INFORMATION. AGENDA 1. CALL TO ORDER/ ROLL CALL OF MEMBERS The meeting was called to order by Mayor Edelcup at 5:00 p.m. with the following officials present: Mayor Norman S. Edelcup City Manager Christopher J. Russo Vice Mayor Isaac Aelion City Attorney Hans Ottinot Commissioner Jeanette Gatto City Clerk Jane A. Hines, MMC Commissioner Jennifer Levin Deputy City Manager Stan Morris Commissioner George "Bud" Scholl Deputy City Attorney Fernando Amuchastegui 2. PLEDGE OF ALLEGIANCE Action: City Clerk Hines led the Pledge of Allegiance to the flag. Mayor Edelcup gave opening remarks. Request to Hear Items: Revision: Item 3A. Revised Resolution Declaring Public Purpose and Necessity to Acquire an Easement for Emergency Bridge. Action: Mayor Edelcup noted the above change to the agenda. Vice Mayor Aelion moved and Commissioner Scholl seconded a motion to approve the above change to the agenda. The motion was approved by a voice vote of 5-0 in favor. 3. RESOLUTIONS 3A. A Resolution of the City Commission of the City of Sunny Isles Beach, Florida, Declaring Public Purpose and Necessity to Acquire a Permanent Easement In, Over, Upon, and Across the Real Property Described in Exhibit "A" for the Construction and Maintenance of the Emergency Bridge; Authorizing the City Attorney to Negotiate Voluntary Acquisition or Initiate Eminent Domain Proceedings;Providing the City Manager and the City Attorney with the Authority to Retain Expert Witnesses, Consultants, and Counsel and to Do All Things Necessary to Effectuate the Terms of this Resolution; Providing for an Effective Date. Action: [City Clerk's Note:A Revised Resolution was distributed prior to the meeting.]City Clerk Hines read the title, and City Manager Russo reported this is for the additional area needed where the bridge covers on the land. It is the other portion that we will need for temporary construction and permanent maintenance. He noted that the Resolution was revised to add the section to negotiate voluntary acquisition which we initiated right after the Summary Minutes:Special City Commission Meeting April I.2014 Sunny Isles Beach.Florida March 20, 2014 City Commission meeting. However, we have not gotten a response from Porto Bellagio since we made another formal request, and City Attorney Ottinot sent out another request. Public Speakers: None Mayor Edelcup commented that is two formal requests that we have made. City Manager Russo said right,and he has a stack of communications from his staff, Legal staff,and two of our Consultants from Calvin Giordano &Associates, who have been the Project Managers. Vice Mayor Aelion said he is glad for the amended language,we don't go straight to initiate eminent domain procedures and that we are trying to negotiate with them. But in light of the non-response he thinks we have gone above and beyond the call for them to come to the table to talk. If that does not happen then we have no choice but to proceed. Mayor Edelcup asked if there is any obligation on our part on how long we have to wait for a voluntary meeting? City Attorney Ottinot said to give them about a week to respond to the request and if they don't,then we will go through the process. By law we have to issue first offer, we still can negotiate with them within 30 days. They have had ample time to work with us. Mayor Edelcup said then within that 30-day period if they do not come to us you will still go to them with a first offer, we don't want to lose time,but we want to give them the courtesy of jumping in to settle it. If not, we don't want to delay it. Commissioner Scholl said we have been working on this for ten (10) years. He is trying to figure out why we are in eminent domain now,what would have happened if we would have gotten our permits two years ago? City Attorney Ottinot said with this action and City Manager Russo, Assistant City Manager Bill Evans, and the two Consultants we are now truly getting close to getting the permits issued by the reviewing agencies. Based on the construction of this we need to obtain the additional permanent easement for our maintenance and construction purposes based on our Consultants recommendations and on what Assistant City Manager Evans has observed. Commissioner Gatto asked if we are waiting on the Board of Directors, and City Attorney Ottinot said their Attorney came here and said that we need to communicate with them and make a formal request to meet which we did, and he has not had a response. Vice Mayor Aelion said we have many times designed and redesigned it but the easement part of it should have been addressed in prior years. Assistant City Manager Evans said when City Manager Russo was here in 2004 Calvin Giordano was engaged on this project. They were then disengaged and Marlin Engineering was engaged for a long time,they were disengaged, and we went back to Calvin Giordano. He said when he came back to the City in January 2013 we quickly realized that the ability to make the turn for a full service fire truck was not as exact as we thought it was going to be from a design perspective. The sliver that we are eluding to tonight was needed to soften that turn so that we could model to make that turn. He cannot answer Vice Mayor Aelion's question because he was not here at that time. But as of January 2013 we have been trying to get this 72-square feet that was needed to soften the turn. Commissioner Scholl said at some point we have a protocol that one of these experts gave us 2 Summary Minutes:Special City Commission Meeting April I,2014 Sunny Isles Beach,Florida that we are following, is there any kind of Master Study or a Schedule that we are following? City Manager Russo said the Study that was done in 2004 was a competent study, it encompassed everything that needed to be handled and to what degree it needed. He can't say what it was since he left the City. They certainly have a schedule now but it does not include these modifications. Commissioner Scholl said when we hear that the original design missed the ability for the fire truck to make the turn, and the only reason we are building the bridge is for a fire truck to be able to go over it, that makes one wonder if we have the right professionals on the project. City Manager Russo said if you were to take a look at the original design in 2004 that was done by Calvin Giordano, you would come up with the same opinion that it was a competent study and did take everything that was necessary to accomplish what we wanted to accomplish,inclusive of the fire truck. It didn't get executed over the changes over the years. Vice Mayor Aelion moved and Commissioner Levin seconded a motion to approve the resolution,as amended. Resolution No.2014-2218 was adopted by a voice vote of 5-0 in favor. 3B. A Resolution of the City Commission of the City of Sunny Isles Beach,Florida,Authorizing the City Manager to Negotiate and Enter into an Agreement with The Weitz Company for Construction Management Services for Gateway Park, in an Amount Not to Exceed $475,000.00,Provided Said Agreement is Approved as to Form and Legal Sufficiency by the City Attorney; Further Providing the City Manager and City Attorney with the Authority to Do All Things Necessary to Effectuate this Resolution; Providing for an Effective Date. Action: City Clerk Hines read the title,and Assistant City Manager Bill Evans reported that back in 2012 there was a RFQ put out and seven (7) firms were qualified under that RFQ. The City decided at that time not to go forward with it because some of the average pricing that we looked at was somewhere between $600,000 to $650,000. We are not looking for somebody to be our mouthpiece out there, we are looking for a firm to be our eyes and ears, to do our documentation, to bring to us any issues that come up, to handle onsite issues, to mitigate anything that comes up and bring it to us. We need help to manage this project. We started out with a figure of about $650,000 with Weitz, and we have whittled it down to $475,000 which brings you to a debt of about 2.4% of the Project Industry Standard. Public Speakers: Patrick Delatour; Vice Mayor Aelion asked how does the Project Management Services enjoin with, this is a public/private partnership, with Joe Milton? City Manager Russo said no, it is a straight contract with the City, similar to the Pier Project. Mayor Edelcup asked what we paid the Consultant on the Pier,and City Manager Russo said around$700,000. City Manager Russo said this is just the Construction Management aspect of it. You are talking about a $17 Million project versus the Pier. This would be a very efficient use of this money for a project that we barely need some initial help for. Vice Mayor Aelion said that both projects have merit in the challenges of their implementation of it in their own right. Commissioner Scholl said he has built buildings bigger than this and he has never paid that kind of money for project management services. He was involved in the Pier Project with 3 Summary Minutes:Special City Commission Meeting April I,2014 Sunny Isles Beach,Florida Calvin Giordano and met with them regularly and it got done relatively on time. Obviously having somebody over it is important. Did we budget for this? Assistant City Manager Evans said yes we did. Commissioner Levin said the Scope of Services she received says the cost could go up if the GMP increases over 5%,and they have a right to raise the amount we have to give them,but it won't go down? Assistant City Manager Evans introduced Patrick Delatour of Weitz Construction. Patrick Delatour said Project Management Services are a time related consultant service,and it is assumed that the project will take its contract duration in order to complete, and that was customary in change orders is up to about 5% in minor scope increases and those would be incorporated into the original contract duration. If there is a significant change to the scope of the project then it is likely that the contract duration will be extended and regardless of the cost of those changes which may be very high, the time related portion of the Project Management Services would likely be extended as well. But it is tied to the time duration of the project. It is also assumed that conversely if there are no 5%variations in the scope in terms of deductions that nothing will happen that will decrease it from taking its contract duration with the contractor. He said they would be happy to revisit the reimbursement of their services if some traumatic change in scope happened to the project that caused it to be half of the time. City Manager Russo said for the record that we have absolutely no intention of increasing the scope of this project. Commissioner Levin noted that the Scope of Services also includes Code Compliance, she guesses that they won't be doing that because we will. Mr. Delatour said it is customary that the Building Department of the City would be engaged in the inspections for Code Compliance as is customary with any other project. We are not providing substitute services for your Building Department. Our services are to supplement your staff in Project Management Services and not Building Inspection Services. City Manager Russo said they will see that it is built according to the plans which are in conformance with the Building Code which our inspectors will be verifying officially. Commissioner Levin asked what these provisions with regard to the amounts not being subject to audit, is that the hourly rate or just the overall? We don't have the ability to come in and contest the amount that you are billing? Mr. Delatour said it is meant to say that the rate is to be a negotiated amount. We are providing similar services with other jurisdictions and what we have found is on a much larger project that they are doing with Broward County the process that was involved in negotiating the rate and then auditing the rate was very burdensome and it actually implements a layer of additional costs for accounting compliance. What we are saying in our proposal is the intent is to negotiate a rate up front for the Project Management Services and that the rate is a stipulated amount. Commissioner Levin said okay but we can still contest the number of hours you are billing us, and Mr. Delatour said yes,our billing in fact is based on hours that are submitted but it is the rate and the additional layer of accounting, auditing compliance that we are trying to alleviate by negotiating a stipulated amount for the service itself. The hours will be verified with every invoice that they submit. Commissioner Levin asked if he is intending on having an office at the premises because she knows that this contract does not include that. Mr. Delatour said we are not and our 4 Summary Minutes:Special City Commission Meeting April 1,2014 Sunny Isles Beach,Florida personnel are comfortable with that. We expect to be on the premises with onsite inspections but we don't see the need at this time for our personnel to have an additional trailer and add that to the cost or scope of the project. Our personnel will be comfortable working on that site and being outside,and verifying the work that is going on. If there is increment weather there is likely not to be any work to be inspected,and so we do not see an absolute need for a correlation of domicile office at the field with the services we are providing on site, and a large share of services as well are being provided by our own offices to supplement that onsite representation. Commissioner ng finish this all in a year, get the plan, get the whole park and Lev garage in done said that in 12 we months.are goi Assistant to City Manager Evans said that is correct. City Attorney Ottinot clarified that is 12 months from the date of Notice to Proceed, and Notice to Proceed is triggered by the contractor obtaining a Building Permit and that has not been done yet. Commissioner Scholl said then that they have a Foundation Permit but not a Building Permit, and City Attorney Ottinot said that is correct. Commissioner Levin asked when do we anticipate that happening, and Vice Mayor Aelion said 12 months. Commissioner Levin asked if we know when they are going to get the Master Permit, and Assistant City Manager Evans said we are still waiting on final DERM approval,we have a meeting on April 9,2014 and hopefully shortly thereafter. The ball is not in our court,it is in their court to finalize the drainage plans. There was a study done out there, monitoring wells were placed and they came back clean. Drainage is now in DERM's court, they are doing their review and hopefully on April 9, and prior to that we will have preliminary plans, drainage plans to look at and approve so that we can move forward by issuing a permit shortly thereafter. Commissioner Scholl asked if the Fire Department has signed off, and Assistant City Manager Evans said yes, it is out of Fire. Commissioner Levin asked what is this that we have to pay for your outside software licenses? Mr. Delatour said what we would like to do for the City is to provide electronic access to the files that are available on the project,if it would have been necessary,and this is a service that is "if needed". If it would be necessary for the City to have access to a prolonged storage of electronic files, we would have a cost as well to maintain and open the electronic storage and access of those files. Vice Mayor Aelion said you have listed 4,100 hours which if translated to about half the time that the project is going to take,and so your involvement on and off site is going to be half of the time. This involves field work outside of the present in the field itself, also the oversite and management from your offices. We are billed at around $115 an hour. Mr. Delatour said there was a schedule of services that was based on an involvement of varying degrees depending on the technical position and the intent was to have one of our representatives on site for the full duration of the project, and for that individual to be supplemented with Project Management individuals in our periodic attendance of progress meetings and for a monthly report that would be delivered to the City in which they summarize and encompass their view of their schedule progress and other technical matters associated with the project. Commissioner Scholl said but at 40 hours a week it is 102 weeks and so it is two full time individuals for a year. Mr. Delatour said he thinks the intent is that you will see that there was one position that is full time for a year, a Superintendent, and then there are two positions, Senior Project Management and Project Coordinator,and those two positions are 5 Summary Minutes:Special City Commission Meeting April I,2014 Sunny Isles Beach,Florida partial positions throughout the duration of the project. Commissioner Levin asked who is paying for the professional liability insurance, and Mr. Delatour said it is customary that the City or any jurisdiction in its procurement will have a contract which he understands in this case is a design-builder and they will have a liability coverage that will cover the actual construction of the facility and its completed operations. They have liability insurance as well and will provide the City with an insurance certificate accordingly but it covers their construction management services, it does not insure and indemnify the parking garage or the completed operation of the Park because the City should already have that from its current design-builder. Vice Mayor Aelion said for the record we were enlighten by Assistant City Manager Evans the last time we had the question at the Workshop that we were also taken a little bit surprised by the amount but with that said he had voiced to us that he had gone at bat with the bidding process and this was the most reasonable and the least expensive. Assistant City Manager Evans said we started out at a figure much higher and we worked with Weitz representatives and Patrick got us down to a hopefully palpable figure and still receive the services that we as staff think we require up there to deliver the project as the Commission and the residents expect. Vice Mayor Aelion moved and Commissioner Levin seconded a motion to approve the resolution. Resolution No. 2014-2219 was adopted by a voice vote of 5-0 in favor. 4. DISCUSSION ITEMS 4A. Add-On: Discussion on some directions we are going in that will have a financial impact. Action: City Manager Russo said he wanted to mention a few things to give the Commission a heads up on some directions that we are going in that are going to have a bit of a financial impact going down the road. 1) We are moving right along with the completion of Intracoastal Park,and we already have people trying to use that Park. It is open and at least the south portion looks totally like a Park. The other side is forming up very well to be done by April 25, less the playground which is a separate issue that he will also discuss. With that said we are already concerned that the same extreme use of this Park we believe is going to happen as it has at Town Center Park and other Parks in the City. It might be a little amplified right now because part of Samson Oceanfront Park is closed and Gateway is not built yet, but the use of our Parks has increased at a tremendous rate. We are looking at coming up with a plan that is, and he thinks it is the only way we are going to be able to handle at least the major parts of the City and he thinks it is all of them with the exception of Pier and Golden Shores Park. We are going to need an attendant in these Parks to maintain them from the minute we open to the minute we close. He calls it the Disney approach to maintenance, the level of service that we need at those Parks. Unfortunately we had damage to the three little girls sculpture in Town Center Park recently, and we had a number of incidents with the gate. We are replacing the gates at Margolis Park soccer 6 r Summary Minutes:Special City Commission Meeting April 1,2014 Sunny Isles Beach.Florida field,and adding a second security gate to the street-side of Town Center Park by Collins Avenue. We are further improving the gate,the main entrance to Town Center Park. We have been working on a plan to be able to get within a couple of budget years a level of having an attendant at the Parks from when they open to when they close,to maintain it, to help people, and they constantly need to be cleaned. We are constantly running these crews around with trucks back and forth from these parks. We need dedicated people in these parks to come up with the high level of service that we want. We want to work towards that type of plan because he feels if we don't have somebody in these parks the whole time they are opened,we are just not going to be providing the level of service that we need. That is a whole process within itself. 2) A couple of things that have also come out of our recent work on the parks is, he thinks we will also have to consider, like Town Center Park, fencing in Intracoastal Park along Collins Avenue as we have it at Town Center Park. We have already had some resident complaints about kids playing in it, and balls running out on Collins Avenue. Again,he is just bringing this up so that the Commission can think about it and give him some feedback on it because he thinks we may need to put the picket type cast aluminum fence along Collins Avenue as we are at the rear of the Park and as we have around Town Center Park, and most of our other Parks. 3) We are having an issue right now with the company who we are using for the playground equipment at Intracoastal Park. The bottom line is they claim that their proposal does not include the necessary pin piles for, at this point it is still a little questionable, for the poles for the shade cover and they have come up with, at least initially,with a cost for that change and he is not happy with it. He is not sure where that is going but he wanted to give the Commission a heads up on it. If you recall, that was about $150,000.00. We just got this, and again it is just preliminary, a $56,000.00 potential change on that to put in these pin piles for the shade cover poles. 4) We are currently replacing,and this is a budgeted item,the grass in Town Center Park. For those of you who have been in both Town Center Park and Heritage Park you will see that the concept of putting Bermuda Grass there where we don't have formal playing fields,in fact wherever we do have formal playing fields we have now put in the artificial turf which is working out beautifully so far. But that is the wrong turf to have in a general field area. If we want to keep that grass green and nice and have it hardy, we want to switch over to the St. Augustine Grass. We are doing it in Town Center Park now but we have a window now of seven(7)weeks that we can make the switch over in Heritage Park. Our authorized scope of services will include it but he will probably be adding it, about $35,000.00 which is more than what we would anticipate for routine maintenance of that. We want to move on that because we really feel we need it badly, in Heritage Park also. Finance Director Audra Curts-Whann would add that to an Ordinance that she is going to have on moving some monies around at the next Commission meeting. Mayor Edelcup said we have to plan to get our Parks up to the kind of quality shape we want and he totally agrees with the City Manager that we need more staff in the Parks so that they are open and manned because we have seen too many incidents of late, the Parks have not been manned and we have had an accident or vandalism taking place. He thinks it is necessary if we are going to have the quality that we really want,we need to have the staffing to be able to do it. What we are doing now is running the staff around in a band-aide kind of 7 Summary Minutes:Special City Commission Meeting April I.2014 Sunny Isles Beach.Florida a situation and his suggestion would be to put on the next Commission meeting to give the Commission whatever you need in dollars so that we can handle the formality of passing whatever ordinance or resolution that we may need to give the funding to do that. The gates and the grass the same thing, if it is not in this year's budget, if we are going to wind up having to do it anyway we may as well do it now, it is not going to get any better by waiting. City Manager Russo said the grass is the one thing that he really needs to move on. Right now he can prepare a plan but there is a lot of discussion on this. He just came back from a program of the State City Manager's Conference and the whole consideration was, it was right on mark for where we are at, it was on quality services, out-sourcing vs. in-house, and what you should not do in-house, or what has worked and what has not worked. It was very productive to the point no nonsense session with three (3) seasoned City Managers presenting cases. The quality level of detail that you want is best achieved with in-house, whereas core significant functions,just for an example,what they said seems to work better and in his experience it kind of proves this out also. For example,clean our own bathrooms, we can contract that out. What could be extremely costly on the private sector side is contracting out the detailed attention that a trained attendant, a properly qualified attendant, can do in a Park to maintain it, keep up a level of service, and the quality of service, to be able to help people in the Park not just check the bathrooms in between, make sure they are clean, make sure there is no damage. There is a lot of service and routine maintenance that can be done during that day aside from major items that can be contracted out, there is a differentiation is the bottom line. He would be happy to meet with each Commissioner individually to discuss it because he thinks it needs a double level of detail. He is putting intermittent and some part-time staff in Intracoastal Park at least until he can get a little bit further squared away here. They will be watching that Park during the daylight hours from 10:00 a.m. to 6:00 p.m. He is going to have some intermittent, part-time staff in there. Vice Mayor Aelion said that you have explained very well now his first point was the scope of work of the attendants, just detail more or less the same lines absolutely to make it as efficient as possible, not only standing and watching. On the fencing, if he is not mistaken, didn't we consider a certain full hedge instead of a fence. Mayor Edelcup said no, not on Collins Avenue. City Manager Russo said not the Intracoastal Park because we are trying to keep that view as open as possible because the sculptures are elevated and they have a nice look from the street or from a car. We want to try to keep that open look through to the water as much as we can. Vice Mayor Aelion said granted that Town Center Park has a fence,and so on one hand it may be like a continuation of the third, forth Park down the road. On the other hand it may compromise the look of the Park if you put the fence right in front of it. City Manager Russo said those are all the things that we consider,the essence of his concern is with that being the Park in the south end of the City that will attract the younger children like Town Center Park has, he is afraid that Park could end up as used and with the number of kids. Mayor Edelcup said we had an incident today where a kid almost ran out into the street chasing a ball out of Intracoastal Park because it has no fence. Intracoastal Park is not a deep Park like Samson Oceanfront Park, they are going to be playing pretty close to the street no matter what you do. City Manager Russo said the concern that he has and we kind of expected some of this but he thinks we need to address it. Vice Mayor Aelion asked if there is a compromise on the height, and City Manager Russo said that was the other thing, 8 Summary Minutes:Special City Commission Meeting April I,2014 Sunny Isles Beach,Florida the fence at Town Center Park is six-feet. Commissioner Scholl said at Intracoastal Park,he thinks a low rise fence would be more appropriate. We are just trying to keep kids from running out into the street. The playground is geared toward kids but that does not mean you won't get others. City Manager Russo said there is a concern on each of these items. Mayor Edelcup said while we are talking about the gate,he would like a gate up front too at the Samson Oceanfront Park. City Manager Russo said yes, that was the other thing. We need to consider if we want to put a gate through there also. Mayor Edelcup said it is just at the front end because the three sides are already covered. City Manager Russo said yes, on that it would not be as significant as if you were fencing in the whole thing. Commissioner Scholl said his question is, these Parks in the south end don't have any parking, and so it is clearly just folks walking there. They are not going to attract folks walking from the north end or the central. The central Parks attracts people from all over because they are a little fatter and denser. No doubt that they are going to get used but he wants to be careful, he never anticipated putting a fence up,he understands why,he gets it but at the same time,a lot of the ambiance of the Park is you are driving down Collins Avenue and there it is nice and inviting, and now we are going to turn it into an area that looks cordoned off. He thought a lot of the ambiance of the Park was as you are coming down the sidewalk, you would be more inclined to meander through the Park as opposed to walking along the sidewalk. When you put a fence up, it kills a lot of that ambiance, it makes it more like a destination spot as opposed to a community kind of flow through. But health and safety comes first. His point was that we want to be careful that we see the kind of usage that we are talking about before we front run that conclusion. Vice Mayor Aelion said the colony and also we have the white sculpture there, maybe a lighter fence would be better. Mayor Edelcup said or black, and City Manager Russo said yes, he is thinking about the Streetscape. Commissioner Levin asked if you are thinking about having attendants at the passive Parks as well? City Manager Russo said we will probably be going to need an attendant in every park except for Golden Shores and Pier Park. Commissioner Scholl said that Pier Park has kind of got one anyway. Mayor Edelcup said all the Parks except for Golden Shores are so busy these days and looking at what is happening,we have 1,500 new apartments coming in, that is 3,000 more people and that is probably 600 more kids,and so the Parks are not going to get less use, they are going to grow. Commissioner Levin asked what happened to the statue at Town Center Park? City Manager pp h' g Russo said it was vandalized. Someone knocked it over and broke the connection of the hands which made it lean over in a barrel shape. It is made from metal but is not heavy. He has been in contact with an artist who worked with the artist that did the sculptures for us, and he does a lot of their metal work. The artist actually gave him a proposal to totally rehab the sculpture that is there but now he is going to have him look at the other one as well to repair it. The pricing may not be outrageous when you consider an overhaul of all the sculptures. Mayor Edelcup said we will probably have the same problem with the statues in Intracoastal Park. City Manager Russo said he already talked to the artist about putting a coating on them. 9 Summary Minutes:Special City Commission Meeting April I.2014 Sunny Isles Beach,Florida 4B. Add-On: Discussion on the status of when the bids will go out on the two (2) bridges. Action: City Manager Russo said Mayor Edelcup asked for a run down on when the bids will go out on the Emergency Bridge as well as the Gateway Park Bridge. City Manager Russo said on the Gateway Park Bridge, we are ready to go. We have qualified our contractors and we have got the bid specifications package put together by RJ Behar. We can't pull that trigger until we get a better idea of the time because we don't want these prices to come in and expire due to the situation with the Plaza. We are ready to solicit the prices if we want to from the qualified contractors. Assistant City Manager Evans said we need to give them the design criteria and give them 30 days to come back with a price and a presentation. We can make a selection based on that. Basically what we have is a 30-day window,once we know what is going to happen with the acquisition,we need about 30 days and we can have the price in and the Commission can make the decision. City Manager Russo said so we have all the contractors qualified, we have got the design package except FDOT with Fire because of where the bridge is going over,and we have to pull the trigger on giving it to them and getting their prices back. The question is how good and for how long are those prices for. Do we know that off hand, is that a standard? Assistant City Manager Evans said 90 days right now. Mayor Edelcup said that Gateway Park would be completed sometime in the summer of 2015, he thinks we need to back out because if we are going to have a fence there,that it is available when the Park opens because the people that live north of it can't get to it unless we have a bridge there. So working backwards however long it takes to build the bridge and get the process going, it should try to be timed out so that that bridge is available by June 15, 2015. Assistant City Manager Evans said we know that timeline, what it is going to require to get final permits, finalize the design and to build the building, it is not going to take as long as you may think. Commissioner Scholl said it will probably be prefab,he imagines the stand, and City Manager Russo said the stand would be in production immediately. Let's discuss this on Friday, let's discuss a timeframe and get Javier on the phone from RJ Behar. Mayor Edelcup said we need some guidelines on it. Commissioner Scholl said we need a drop dead date on it as you have an eminent domain and you need a drop dead date. City Manager Russo said maybe he will just have to back into that schedule and go with it and if the timing on the property doesn't work out, at least he knows we tried to do it as timely as possible. At that point it becomes, maybe twisting a few arms to extend the price beyond it. Assistant City Manager Evans said that is something we can go back to the three (3) responders and ask them what would be the maximum amount that they would be willing to hold their price at. Mayor Edelcup said maybe tie it to CPI or something like that. Assistant City Manager Evans said on the Emergency Pedestrian Bridge, as you know the South Florida Water Management District issued their permit,the Army Corp has not issued it, it is in review. We got some comments back this week and we have our consultant from Calvin Giordano working on the answers for those comments. He also reached out to the person working on it and asked if it would be possible to break the two, the mitigation project away from the Bridge Project and he is working on doing that. He thought it was a good idea so that the mitigation, if it slows at all, the permitting, it does not slow the bridge down. They are working on breaking them out to possibly expedite the issuance of the bridge portion of the permit. They are working with our consultants and our designers to 10 Summary Minutes:Special City Commission Meeting April I,2014 Sunny Isles Beach,Florida finalize those designs and be back in technical document so we can get it to our Legal Department so the front end document can be delivered and we can go out to bid. We are shooting for an out to bid date of sometime in July. Mayor Edelcup asked what date you are shooting at to break ground, and Assistant City Manager Evans said as soon as we can. Mayor Edelcup said that time is of the essence and Assistant City Manager Evans said yes, he understands the Commission's wishes loud and clear and we are pushing hard to bring this to fruition. 5. ADJOURNMENT Mayor Edelcup adjourned the meeting at 5:51 p.m. Respectfully submitted by: Approved by the City Commission on April 17, 2014 //4t44) 41-e-i41) Jane A. Hines, MMC, City Clerk No an S. Edelcup, Mayor 11 P �,, - , __ City of Sunny Isles Beach A fl 18070 Collins Avenue ;; i, „: Sunny Isles Beach, Florida 33160 .;, err °pi';FLov'• .,w" (305)947-0606 City Hall °'r' S.,,{ ''„° (305)949-3113 Fax MEMORANDUM TO: The Honorable Mayor and City Commission VIA: Christopher J. Russo, City Manager FROM: Jane A. Hines, MMC, City Clerk DATE: 4/17/2014 RE: Summary Minutes for the April 1, 2014 City Commission Meeting RECOMMENDATION: Attached for your consideration are the Summary Minutes for the April 1, 2014 Special City Commission Meeting. REASONS: N/A ATTACHMENTS: • Summary Minutes Agenda Item No.3B Date 4/17/2014 25