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Minutes 12-06-93#INUTES OF THE SPECIAL CITY COHHISSION #EETING HELD IH COHNISSIOH CHAHBERS, CITY HALL, BOYNTOH BEACH, FLORIDA, OH #ONDAY, DECEI4BER 6, 1993 AT 7:30 PRESENT Edward Harmening, Mayor Jose Aguila, Vice Mayor David Katz, Commissioner Robert Walshak, Commissioner J. Scott Miller, City Managec Sue Kruse, City Clerk CALL TO ORDER Mayor Harmening called the meeting to order at 7:30 p.m. The purpose of this meeting is to interview three (3) firms to provide consulting engineering/ architectural services. Lawson~ Noble & A$$oclates~ Inc, Bob Lawson, one of the principals and owners of the firm introduced H. C. Core, Project Engineer, Hank Skakowski of Urban Design Studios, David Miller of David Miller & Associates and Dwayne Jackson of O'Donnell, Naccaroto and Mignogna. K. R. Pender, Traffic Engineer, of David Plummer & Associates, was also present. Lawson, Noble & Associates will be the main consultant to the City. Each member of the design team was selected because of his expertise in his field. Lawson, Noble & Associates would not only coordinate all efforts, but would be respon- sible for subdivision and plat review, drainage, roadway design and survey. David Miller & Associates would handle architecture for any structures such as parks, buildings and renovations. O'Donnell, Naccaroto and Mignogna are struc- tural engineers. David Plummer & Associates would handle traffic issues. Urban Design Studio would do site plan reviews and landscape architecture in the planning aspects. By utilizing specialized firms, they can provide principal involvement with a high degree of expertise in each area. In using smaller firms, overhead costs can be kept to a minimum. These consultants have worked together in the past, and Mr. Lawson provided examples of some of their joint projects. Lawson, Noble & Associates and David Miller & Associates have a general civil contract for continuing services for the City of Delray Beach. Lawson, Noble & Associates' contract with the City of Delray Beach is for street, water and sewer and drainage improvements in some renovation areas. They have a general civil contract with the City of Okeechobee for street improvements and renovations for their stormwater system. Public works improve- ment projects have been done for the Town of Palm Beach and the City of Port St. Lucie. Lawson, Noble & Associates also acts as District Engineers for two drainage districts. They have current ongoing contracts with The School Board of Palm Beach County and a contract to do a majority of the survey work for the Everglades clean up. - 1- HINUTES - SPECIAL CITY CONNISSIOH NEETING BOYNTON BEACH, FLORIDA DECEI~BER 6, 1993 Hank Skakowski said Urban Design Studios was structured as a multi-disciplinary team of professionals. Urban Design Studios is dedicated to providing client satisfaction. Mr. Skakowski provided examples of projects his firm has been involved with which included a study of the interchange of 1-95 and Indiantown Road, a GAE for Delray Beach which allowed the City to deviate from the normal traffic performance standards to encourage downtown development, and a number of parks in Palm Beach County. They are currently working on a park in Martin County. Urban Design Studios master planned the DRI and secured approval for the Palm Beach Department of Commerce. They also participated in the zoning approvals for PGA National. Mr. Skakowski has had a long line of experience in the City of Boynton Beach. He helped formulate the initial redevelopment plan. David Miller, Architect, is the sole proprietor of David Miller & Associates. He spoke of the projects his firm has been involved with. Two years ago, he was awarded a continuing contract with the City of Delray Beach. They have worked for the Parks and Recreation Department on three projects and the renovation of the City Attorney's Office in Delray Beach. The City Attorney's Office was brought in under budget. They analyzed the beach patrol facility to determine whether it was adequate for their future needs. They are now involved in the renovation and expansion of two fire departments. David Miller & Associates did a 40,000 square foot annex for St. Lucie County which was on time and under budget. In summary, Mr. Lawson said they are extremely service oriented. Although they are not the largest firm, they provide better, quicker service and do it many times for a lower cost. They are aware of their responsibility to stay within the budget and get the job done on time. Shallo~a,,y~ Fo~, Ra,yman & Newe11~ Inc, Dan Shalloway, President, started the firm in 1978. It is now a multi- discipline civil engineering firm. They serve the governmental and institu- tional market. Eighty-five percent of their work is in those areas. They are city engineers for several cities and district engineers for a number of districts. He introduced Brian LaMotte, Project Manager, who completed the Flagler Drive Reconstruction Project which came in approximately $1 million under budget. It was designed and permitted within one year. The money which was saved is now being spent on additional projects along the waterfront. Lisa Tropepe is a Project Engineer with the firm. She has done a great deal of institutional-type projects. David Miller, of David Miller & Associates, has been selected to provide the architectural services. Tamara Wheeler handles the grant work for many of the smaller cities and special districts. Using a slide presentation, Mr. LaMotte showed the North Flager Drive improve- ments. This project was funded by bond money. The project included replacement and repair of more than a mile of seawall, reworking the roadway to a four-lane road, replacement of sidewalks, bike paths, street lighting, irrigation, etc. This project also included permitting. Because the project involved building out over the water to the Intracoastal Waterway, permitting became a major issue. This permitting was secured within six months. With the money which was saved, they were able to do Currie Park which is adjacent to the north end of -2- HINUTES - SPECIAL CITY COI4MISSIOH #EETING BOYNTON BEACH, FLORIDA DECEHBER 6, 1993 North Flagler Drive. Because of the work done on these projects, the City hired Shalloway, Foy, Ra~man & Newel1 to do the E1 Campeon Boulevard renovation and road work. Lisa Tropepe said tie firm has worked on over thirty schools in three Counties. Most of the schools needed to be retrofitted or have additions made. They worked on Suncoast, Lake Worth High and Forest Hill High Schools. All of the schools are forty to fifty years old. When doing these projects, the firm is careful to get the proper as-builts. They maintain the budget for the project and make certain the facility remains operational during the construction phase. This firm has worked with the City of Boynton Beach on Jonathan's Grove, Meadows Park and Boynton Lakes Park. They are familiar with City Codes, its goals and its needs. David Miller displayed slides of the St. Lucie County annex. It is a two-story structure which was completed three years ago. It was built for approximately $63 per square foot. He also showed slides of other projects he has worked on including a PUD which is located on the oceanfront, a pool bar at the Ritz- Carlton and a twenty-five acre facility which was done for the St. Lucie County School Board. Mr. Miller has a continuing contract with the City of Delray Beach. Under that contract, a press box was provided at Pompey Park. This was accomplished by putting the box on top of an existing facility. Photos of the City Attorney's Office in Delray Beach were also displayed to show how the building blends with City Hall. In summary, Mr. Shalloway said the advantages of selecting his firm are that they have public agency experience and are familiar with Boynton Beach. They are team players and believe in consensus building. They are very good at obtaining permits and are on time and on budget and believe in service to satisfy their clients. Commissioner Katz asked for a definition of "as-builts". Mr. Shalloway explained that as-builts are supposed to be the drawings of what was built; however, many times, there are no as-builts or they are not accurate. Commissioner Walshak noted that Shalloway charged the City of Boynton Beach less money when they took over after Gee & Jenson's contract expired. He felt they had an opportunity to take advantage of the City, but they did not. He was impressed with that fact. Williams, Hatfleld & Stoner, Inc, Nancy Hurlbert, a partner, has been with the firm for over twenty years. Her expertise is land development, roadways, water and sewer. Jim Eberhart is the Executive Vice President of the firm and Office Manager of the Boynton Beach office. Mr. Eberhart is an expert on storm drainage. Rebecca Travis is a registered engineer with over ten years of experience in water/sewer and recreational facilities. Bob Walters is the President of Robert Walters, A.I.A. This team is currently working together. Every discipline is present in the Boynton Beach office including drainage, sur- veying, highway department which can address resurfacing, widening or new road- ways, land development, water and sewer. -3- HINUTES - SPECIAL CITY COHHISSION HEETING BOYNTON BEACH, FLORIDA DECEHBER 6, 1993 The firm is familiar with the area. They have worked on a 20" force main on Hagen Ranch Road for Palm Beach County Utilities. They designed and expanded Congress Avenue between Boynton Beach Boulevard and Gateway Boulevard and the section of Military Trail between Boynton Beach Boulevard and Old Boynton Road. Williams, Hatfield & Stoner did the stakeout for Quantum Park. They are currently doing land development projects in Palm Isles and have worked in Palm Chase Lakes and Huntington Point. Ms. Hurlbert pointed out that the office is five minutes from City Hall which they feel is a major advantage. Williams, Hatfield & Stoner has been the City of Plantation's municipal engi- neers for more than thirty years. They have done more than 100 miles of roadway resurfacing for that City. They have done Plantation Central Park which is one of the largest parks in Broward County. Williams, Hatfield & Stoner has been with the City of Wilton Manors for over twenty-six years. They replaced all of the City's water main. They have a seventeen-year relationship with the City of Pompano Beach. Twenty projects were done which put sanitary sewer in the south section of the City. They have been the city engineers for the City of Tamarac for fifteen years. In Tamarac, they assisted them in acquiring their own water/wastewater facilities. They master planned the water and wastewater for Coconut Creek and did numerous parks in that City. All of these cities have been satisfied with the services provided by the firm and they have kept the firm on as their civil engineers. Jim Eberhart is the Project Manager for the City of Boca Raton and has a con- tinuing contract for their stormwater utility and master planning as well as for the Town of Golden Beach. A contract has recently been signed with Palm Beach County Utilities for line work, and they are in their second year of work at FAU. Rebecca Travis spoke about the project at FAU which required analysis of their water distribution system at the Boca Raton campus. Help was needed to resolve problems with the State Fire Marshal granting a Certificate of Occupancy for their Education building and an existing gymnasium. An analysis was made and the design was completed to improve the system. The project involved coordina- tion with two contractors working on the buildings. They went to Tallahassee to expedite the permit and make sure the approvals were secured. The construction was completed in sixty days and both buildings can be opened. Ms. Travis completed the City of Coral Springs Tennis Complex. That project involved the design of seven tennis courts and utilities. She was the coor- dinator for the design team and the coordinator the construction process. The project was completed in time for a tournament which was scheduled prior to construction of the facility. They have been awarded Phase II of the project with a tournament scheduled for this coming May. The project includes nine additional tennis courts. Bob Walters said his firm specializes in publicly-bid municipal projects. They have a portfolio of parks and recreational facilities, fire stations and renova- tions. He showed photos of a park project in Coconut Creek. Five projects were -4- HINUTES - SPECIAL CITY COHHISSION HEETING BOYNTON BEACH, FLORIDA I)ECEI4BER 6, 1993 done for them. The architects tried to develop a theme throughout their City. He displayed aerial photos of Lyons Johnson Sports Center which is a 27,000 square foot multi-purpose facility which will be completed this month. It was built in less than one year with only one change order on the project amounting to less than one-quarter of a percent. He was involved in the renovation of George English Park for the City of Ft. Lauderdale. This project was completed under budget. For the City of Sunrise, they are working on seven parks and recreational facilities. He displayed elevations. They have done fire stations, City Hall renovations, police stations and the second renovation of the Coral Springs Public Safety Building. In summary, Ms. Hurlbert advised that the firm has been involved in many park projects. She is Project Manager for Sugar Sand Park in Boca Raton which is under construction. This is a 132 acre environmentally-sensitive park. They were the prime consultants on Plantation Central Park. The firm has extensive municipal experience with numerous ongoing relationships with cities. They have in-house capabilities and no conflicts of interest. DISCUSSION BY COMMISSION Vice Mayor Aguila feels all of the firms were excellent. Some time ago, he suggested that the Commission consider a number of entities which included engineers, surveyors, testing labs, etc. The City might want to consider having two or three of these entities on an agreement basis to be called upon when services are necessary. At that point, they would already be prequalified and available. This can be done up to a certain dollar value and they can be used on a rotating basis. Vice Mayor Aguila recommended entering into a nonbinding agreement with all three firms. The City will benefit because it will receive the expertise of all the firms. Discussion ensued on the recommendation. Commissioner Katz inquired as to who would make the decision on what firm is assigned to each project. Vice Mayor Aguila suggested setting a dollar value; for example, for any project over $50,000, the City Commission would make the decision. For projects under $50,000, the City Manager would make a recommendation to the Commission. The selection can be made on a rotating basis. Vice Mayor Aguila pointed out that the City of Delray Beach follows a practice of continuing contracts and many of the firms are pleased with the arrangement. Commissioner Walshak felt it was inappropriate to discuss this recommendation since they were told what was required from them and that is why they came before the Commission. Commissioner Walshak was not certain it would be appropriate to select all three firms. He questioned why there was no represen- tative from the City Attorney's office present and asked City Manager Miller to advise the City Attorney to be present or have an associate present when he is present at a meeting. -5- HINUTE$ - SPECIAL CITY COFIFII$$ION FLEETING BOYNTON BEACH, FLORIDA DECEFLBER $, 1993 City Manager Miller read the advertisement to which the firms responded and he felt it was a generic advertisement; however, he offered to have City Attorney Cherof provide an opinion on whether or not all three firms could be hired. Commissioner Katz did not feel it was fair to not make a selection tonight. In response to Vice Mayor Aguila's question, City Manager Miller advised that the Commission agreed to go forward with design plans for the completion of Hester Park. That is how this process began. Vice Mayor Aguila suggested selecting a firm to do Hester Park and decide what to do about other things at a later date. Mayor Harmening felt the City might as well hire an on-board consultant and if there are problems, another con- sultant can be used. The results of the Commission's vote are as follows: #1 - Lawson, Noble & Associates, Inc. #2 - Shalloway, Foy, Rayman & Newell, Inc. #3 - Williams, Hatfield & Stoner, Inc. (The ballots and results are attached to the original copy of these minutes on file in the City Clerk's Office.) ADJOURNFIENT There being no further business to come before the Commission, the meeting prop- erly adjourned at 9:00 p.m. ATTEST: ty~Clerk - cording Secretary (Two Tapes) -6- THE CITY OF BO/~C~NTON BEACH Mayor ._ ~'~ Vi ce Mayor CONSULT?I~ FA~INEERIN(~/ARCHITECTURAL SERVICES LAWSON, NOBLE & ASSOCIATES, INC. SHALLOWAY, FOY, RAYMAN & NEWELL, INC. WILLIAMS, HATFIELD & STONER Signature COII~ULTZI~ F,I~II~I~I:~ZltG/ARCHZTECTUPJ~ S]~V~CES LAWSON, NOBLE & ASSOCIATES, INC. SHALLOWAY, FOY, RAYMAN ~ NEWELL, INC. WILLIAMS, HATFIELD & STONER CONSULT~I~ F,I~II~I~I~/ARCHITIECTURAL SERVICES LAWSON, NOBLE & ASSOCIATES, INC. SHALLOWAY, FOY, RAYMAN & NEWELL, INC. WILLIAMS, HATFIELD & STONER Signature CONSULTIN~ ENGINEERINg/ARCHITECTURAL SERVICES LAWSON, NOBLE & ASSOCIATES, INC. SHALLOWAY, FOY, RAYMAN & NEWELL, INC. WILLIAMS, HATFIELD & STONER CONSULT~I~ F, NG~'I~EER~I~/ARCH~'TECTUi:t~ SEI{V~(~ES LAW ---0-~IATES, INC. SHALLOWAY, FOY, RAYMAN & NEWELL, INC. WILLIAMS, HATFIELD & STONER Signat~