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1987.02.05_TC_Minutes_Special . TOWN OF HIGHLAND BEACH, FLORIDA {-~~ ~~ , ; . Minutes of Meeting of Town Commission ~ `~~-c" '~„~_, .; SPECIAL MEETING '`~ Thursdav, Februarv 5. 1987 1:30 P.M. A Special Meeting of the Town Commission was called to order by Mayor Edward J. Sullivan in the Town Commission Chambers at Town Hall. Also present were Town Commissioners John J. Basso, William A. Grier and Betty Jean Stewart. Vice Mayor Mary Louise G. Blosser was absent. Also present were Town Manager Hugh D. Williams and Town Clerk Mary Ann Mariano. Mayor Sullivan noted that the purpose of this Special Meeting was to discuss additional information as well as funding for bids received for the back-up well with Camp Dresser and McKee, the Town's engineers. Present, representing CDM were Gerhardt Whit, Sr. Hydro- logist and Jay Ameno. A recap of the bids received by the Town on January 29, 1987 are as follows: • Meridith Corporation $94,050.00 Youngquist Brothers, Inc. $98,406.00 Mr. Whit addressed the Town Commission and noted that their cost esti- mate of $77,000.00 submitted on January 28, 1987 was based on what was perceived to be a current cost analysis on labor and materials, plus a review of current bids available. Mr. Whit noted that the bids as re- ceived apparently reflected the market value of the work requested. Mr. Whit further stated that CDM had .sent out at least 12 bids to water well contractors in addition to the required newspaper adver- tisements, etc., noting that ? sets of specifications had been picked up. Commissioner Stewart requested an opinion from the engineers as to whether the timing of the bidding process was wrong inasmuch as it co- incided with the Christmas holiday. Mr. Whit stated that the bid opening had been postponed twice and felt that tht.time of the year had no effect on the bids received. Mr. Whit stated that i~ was his opinion that there was so much water well work being done in the area that the local contractors were busy, or possibly had met their bonding limitations and could not bid any additional projects. Mr. Whit further stated that inasmuch as this job is a small project, some of the contractors might not have wanted to get involved in it. Mr. Williams stated that he felt the problem was that there ~r~Q.so many large projects being done as this time that it was a seller's market. . It was also noted that both bids received were from out of town, with Meridith Corporation being from Orlando and Youngquist being from St. d Town Commission Special Meeting February 5, 1987 • Page 2 of 5 Petersburg, which increased the mobilization and demobilization items on the contract. Mr. Whit also stated that most contractors "load" their bids in order to pay their front end costs. Commissioner Stewart requested the engineers to advise if there was any way possible that the Town could reduce the bid price, possibly by doing some of the basic ground work in-house. Mr. Whit stated that with regard to the actual construction and in- stallation of the well, there was no way to reduce the cost due to the fact that the State requires that this work be done by a licensed water well contractor. Mr. Ameno stated that with regard to piping and the abandonment of the eastern wellfield, that this too required the use of a licensed water well contractor. Mr. Ameno stated that the only way to reduce the cost of the bidded well was to delete por- tions of the bid. Mr. Ameno stated that this would be almost impossi- ble inasmuch as the Town had instructed the engineers to design and provide for the minimum standards required. Mr. Whit noted that with regard to the abandonment, this was part of the Town's South Florida Water Management District permit which called for the abandonment within a specified time frame and could not be postponed to reduce the bid. Mr. Williams noted that there might be some unit price differentials, however, not enough to significantly reduce the bid. Commissioner Stewart then requested information as to how the Town could possibly make this into a more permanent well inasmuch as the cost was substantially higher than expected. Mr. Whit noted that with regard to the fitting, pipes, motors and pumps, they would suffice, but that a stainless steel wellscreen could provide for a longer life span of the well. Mr. Whit estimated this cost to run approximately $9~.0~6 per foot or a total of between $3,000 and $4,0g(~. Other than the substitution of this screen, to provide for a permanent well would raise the cost by a substantial amount. With the provision of a stainless steel wellscreen the life of the well might be increased from between 3-5 years to a possible 10 years, however, the well could possibly require rehabilitation down the line due to bacteria problems in the well, etc. It was noted that the decision as to the substitu- tion of the stainless steel wellscreen would need to be made within two days of the actual start of installation, which, if the bid were awarded today, would be in approximately one month. This matter could be handled by a change order and would not affect the bid as could be awarded today. • Town Commission Special Meeting February 5, 1987 Page 3 of 5 Mr. Whit recommended that the Town put off the decision on the well- screen until the end of this month at which time CDM intends to submit a report on alternate sources of water i.e. additional wellfield, etc. At that time there may be a decision made to seek additional water sources in which case the stainless steel wellscreen might not be necessary to add permanency to the back-up well. Commissioner Stewart noted that although there were substantial differences in some of the unit prices in the two bids received, the total base bids were not that far apart. In this regard, Commissioner Stewart recommended that CDM contact both bidders to get quotes on the stainless steel wellscreen to see if that could possibly change the low bid overall. Mr. Whit stated that he did not think that under the Competetive Bidding Act this was possible. Mr. Whit stated that there were two irregularities in the Youngquist Brothers bid, but there were not irregularities which would affect the legality of the bid. Also, Mr. Whit stated that he had never worked with Youngquist Brothers, but had worked with Meridith Corporation and found them to be efficient and cooperative. • Commissioner Basso asked whether CDM would be supervising the project throughout the construction. Mr. Whit stated that a resident hydro- geologist would be on the site at certain critical stages of develop- ment, as would inspectors from the South Florida Water Management District. Mr. Whit noted that the process would be for the Town to award the bid, at which time a Notice of Award would be sent to the successful contractor. The contractor would then have approximately 14 days to secure the appropriate insurances etc., as required under the contract to be provided to the Town. At that time a Notice to Proceed would be issued and a completion date established, with liquidated damages be- ing assessed should the contractor not complete the job on time. It was noted that the contract calls for substantial completion within 90 days (at which time the well is to be operational) and final comple- tion within lgg days (at which time the site is to be cleaned up and vacated by the contractor). Commissioner Stewart asked if CDM had contacted David Eller, a local pump distributor, with regard to this project. Mr. Whit stated that he was not aware of Mr. Eller being a contractor, and perhaps he was possibly a sub-contractor to one of the water well contractors. Commissioner Stewart questioned the timing of the City of Boca Raton's involvement in the permitting process. Mr. Williams stated that the actual permitting would be secured by the contractor, with the Town dealing with the Community Appearance Board on the site itself. Town Commission Special Meeting February 5, 1987 Page 4 of 5 Commissioner Stewart noted that there might be environmental concerns involved, however, it was the consensus that the Town would have no control over this. Mr. Whit noted that he had discussed this matter with Mr. Rutherford, Boca Raton City Manager who indicated that all should go smoothly on this project. Mr. Williams also stated that he had verbal communication with representatives of Boca Raton who did not foresee any problems. The subject of any required fencing was brought up, with Mr. Williams stating that he did not believe same would be required. Mr. Williams read a memorandum dated February 5, 1987 from Rebecca L. Morse, Finance Director, regarding the funding mechanism of this pro- ject, should it be approved by the Town Commission. That memorandum is attached hereto and made a part of these Minutes. Commissioner Basso a; rates. Mr. Williams . third quarter of the and a recommendation It was the consensus major importance and eked whether this would affect the present water stated that it would probably take until the fiscal year to determine the impact of the rates would be forthcoming at that time. of the Town Commission that this project was of could not be put off. MOTION was made by COMMISSIONER STEWART/COMMISSIONER BASSO to author- ize Camp Dresser and McKee to notify Meridith Corporation that the Town accepts their bid in the amount of $94,P150.00 on Items 1 through 4, and authorizes them to prepare the contract documents to be signed by the appropriate Town official, after review by the engineers and Town Attorney, with funding as per the February 5, 1987 Memorandum from the Finance Director, and with the question of the substitution of a stainless steel wellscreen being deferred until a later date. This MOTION carried unanimously with favorable votes. MOTION was then made by COMMISSIONER STEWART/COMMISSIONER BASSO to direct the Town Manager to proceed with all necessary coordination with the City of Boca Raton to assure expeditious installation and operation of the approved back-up well. This MOTION also carried unanimously with favorable votes. With Mayor Sullivan's decision not to seek re-election, Mr. Whit ex- pressed his appreciation in being able to work with him through his term of office as well as the rest of the Town Commission. • Town Commission Special Meeting Febuary 5, 1987 Page 5 of 5 There being no further business to come before the Town Commission at this Special Meeting, it was properly adjourned at 2:45 p.m. APPROVED: RD J/. ,/S iTL~ I V AN VICE MAYOR_MARY LOUISE G. BLOSSER ISS~'1Q'NER JOf~Q/ J. BASSO r ~~ G~. l~l . ~-~' IONE WE~I LIAM A. GRIER COMM SIONER BETTY JEAN STEWART ATTEST: DATE: //~jfp~