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12-04-98 vCITY OF ATLANTIC BEACH 800 SEMINOLE ROAD, ATLANTIC BEACH SPECIAL CALLED MEETING 6:00 PM FRIDAY, DECEMBER 4, 1998 AGENDA Call to order 1.Discussion regarding procedure for interviews and selection of an engineering firm to provide professional engineering services for Core City Drainage Improvements and Tailwater Control Structures 2.Interviews with engineering firms: III6:15 p.m. Post, Buckley, Schuh & Jernigan, Inc. 6:45 p.m. Gee & Jenson, Inc. 7:15 p.m. Aikenhead& Odom, Inc. 7:45 p.m. Applied Technology & Management, Inc. 8:15 p.m. The R-A-M Professional Group, Inc. 8:45 p.m. Gresham, Smith& Partners 9:15 p.m. Waitz & Moye, Inc. 3.Selection of engineering firm 4.Any other business Adjournment MINUTES OF THE SPECIAL CALLED MEETING OF ATLANTIC BEACH CITY COMMISSION HELD IN CITY HALL, 800 SEMINOLE ROAD, AT 6:00 PM ON FRIDAY, DECEMBER 4, 1998. Present: Suzanne Shaughnessy, Mayor Richard Beaver, Commissioner Mike Borno, Commissioner John Meserve, Commissioner Theo Mitchelson, Commissioner Also: James Jarboe, City Manager Maureen King, City Clerk Absent: Alan Jensen, City Attorney The meeting was called to order by Mayor Shaughnessy. 1. Discussion regarding procedure for interviews and selection of an engineering firm to provide professional engineering services for Core City Drainage Improvements and Tailwater Control Structures The City Commission discussed the procedure which would be used to rank the firms, specifically whether the City Commission should rank all finns who made oral presentations, or whether the City Commission should rank only the top three firms. On roll call vote with Commissioners Beaver, Meserve and Mitchelson voting to rank all firms that appeared before the City Commission on a scale of 5 - 1 with five points being given to the firm of their first choice, and Mayor Shaughnessy and Commissioner Borno voting to rank only the top three firms, it was agreed to rank all five firms. It was pointed out that the firms of Gresham, Smith & Partners and Waitz & Moye, Inc. had opted not to make oral presentations because of low rankings by both staff and the Stormwater Review Committee. The Mayor asked for clarification as to whether these firms had withdrawn from further consideration and it was felt that they had opted not to make oral presentations but could still be considered by the City Commission. 2. Interviews with engineering firms The following firms appeared before the City Commission and presented their credentials, introduced their teams of professionals and explained their approach to this project: Post, Buckley, Schuh& Jernigan, Inc. Gee & Jenson, Inc. Aikenhead & Odom, Inc. Applied Technology & Management, Inc. The R-A-M Professional Group, Inc. Page Two Minutes - Special Called Meeting December 4, 1998 A question and answer period of approximately fifteen minutes followed each presentation. Staff Comments The City Manager felt that the engineering firms had offered many options, some of which would require a complete redesign of the project. He indicated that a clearly defined scope of work would assist staff in negotiating a contract. Public Works Director Kosoy felt that the engineers had offered many good suggestions and reported on staff rankings and indicated that staff had given the R-A-M Professional Group, Inc. the highest ranking. Donna Kaluzniak felt that all the fines were excellent and the fine which was selected would do a good job. However, she said that staff had ranked the R-A-M Professional Group the highest because they had done very through research on the existing design and came up with a lot of alternatives and innovative ideas. Following staff comments, the Mayor opened for floor for a public hearing and invited comments from the audience. Public Comments Alan Potter, 374 Second Street, was opposed to the use of swales which he said caused water to seep under the pavement and caused the streets to crack. He felt that many of the water and sewer lines did not need to be replaced. He also felt that if the engineering firm under contract to the city used subcontractors, the city should require professional liability insurance for all firms involved. Former City Commissioner Dezmond Waters felt that the residents of the core city area wanted to save as many trees as possible and he was opposed to the addition of a new pond in Howell Park. He also urged the City Commission not to rush the project but, rather, to make sure that it was done right. Bill McGee, 1831 Selva Marina Drive, felt a pump station was the best solution to handle tailwater problems. He felt that if a pump station was installed first, it would probably 0 reduce the cost of the core city system. ID Page Three Minutes - Special Called Meeting December 4, 1998 Stephen Kuti, 1132 Linkside Drive, pointed out that in their presentations four of the firms had suggested doing the tailwater control portion of the project first. He indicated he supported this approach since the existing culverts on Wonderwood Road would be replaced with a larger bridge, thus allowing tide water to flow more freely into the city. Don Phillips, 1566 Park Terrace West, indicated that St. Johns River Water Management District and the Army Corps of Engineers both sensitive to how projects are accepted by citizens and he felt that citizens could be helpful to the engineers in "selling" the design to the regulatory agencies. Albert Rabassa, 1820 Live Oak Lane, noted that the R-A-M Professional Group was a consortium of four companies and he felt the city must be careful to know who would be responsible for what. Hope Van Nortwick, 826 Ocean Boulevard, felt that land values had increased considerably in Atlantic Beach and urged the City Commission to pick a firm that would allow Atlantic Beach to retain its character and land value, and once selected, she hoped the city would give that finn the proper latitude to design the entire system and to back them up with proper communication. Dorothy Kerber, said she was impressed with the presentations of Gee & Jenson and Aikenhead and Odom and felt these two films offered the best solutions. She indicated she would like to see the city move ahead with the tailwater solutions first, which she felt might also help the core city area. She also expressed concern regarding the potential loss of trees. Since no one else wished to speak, the Mayor declared the public hearing closed. Commission Comments Commissioner Mitchelson noted that a number of the engineers had indicated they may subcontract with outside consultants, and pointed out that such subcontractors would be covered under the contractor's liability insurance. The Mayor concurred with Commissioner Mitchelson's comments. The Mayor thanked the members of the SRC for their work and dedication to their assigned task. Ill Page Four Minutes - Special Called Meeting December 4, 1998 3. Selection of Engineering Firm The City Commission then ranked the five firms on ballot forms provided by the City Clerk. A tabulation of the scoring along with the ballots cast by City Commissioners is attached hereto as Exhibit A. The Mayor then announced the three top ranked firms - First, The R-A- M Professional Group (RAM); Second, Aikenhead and Odom, Inc.; and Third, Gee & Jenson. The Mayor then requested that a contract be negotiated as quickly as possible and suggested that a Special Called Meeting be held to approve the contract as soon as it is negotiated. The City Manager, again, requested clarification regarding the scope of work and the Mayor indicated that the tasking was set forth in the Request for Proposal. Commissioner Mitchelson suggested that in consideration of the holiday period when many firms would be short staffed due to vacation schedule, the first day of the contract for purposes of the 30-day period to present a design concept, be the first work day after the holidays (Monday, January 4, 1999). The Commission concurred. Commissioner Mitchelson also felt that the scope of work should include a review of the complete system from ocean to outfall. While he felt this would be more expensive, he did not feel that the city could get the full benefit of value engineering if RAM is limited to the outfall at Sherry Drive and from that point forward. He felt that some of the innovative ideas may pay for themselves and may in fact, represent a cost savings. The Mayor concurred and hoped that RAM would present choices of alternatives with an explanation of the pros and cons of each, along with related cost estimates. Commissioner Meserve pointed out that a decision had been made some time ago to go with the curb and gutter. While he was open to reconsidering that decision, he felt that deleting the curb and gutter would require a complete redesign of the England, Thims, and Miller design. He felt the Core City sewer problems needed to be addressed first. He also felt that in earlier discussions, the City Commission had agreed that while the down stream situation needed to be addressed, the City did not have funds to do both at this time and the Core City should be done first and the downstream management later. Commissioner Beaver said that while he wants to move ahead with the project, he felt it 41) would be a mistake not to take advantage of the creativity of this firm and allow them to Page Five Minutes - Special Called Meeting December 4, 1998 review the entire system based on the ETM design, and bring the options back to the City Commission. Commissioner Mitchelson felt that one of the reasons the City Commission had opted to go with curb and gutter was because of the lower maintenance costs. The Mayor felt that at this stage the engineers were going to do an initial review of the entire system and bring a preliminary engineering design report to the City Commission and then it will be up to the City Commission to determine the scope of the work. The City Manager then summarized the wishes of the City Commission regarding the contract with RAM as follows: Use the RFP as the guide for the structure of the contract; start work before January 1, 1999 if possible, but the clock will start ticking on the timetable on Monday, January 4, 1999; value engineer the entire project from ocean to outfalls; once that is completed, come back to the City Commission with options; the City Commission will select the options to be designed, at which point staff will negotiate a contract for the final 411 work. There will be two negotiation sessions with RAM - one to negotiate a contract for the first phase of the work up to reporting the options to the City Commission, and the second phase being the cost of the design work. The City Commission concurred. The Mayor reiterated that the City Commission did not wish to "tie the hands" of the engineers at this point and indicated that they were welcome to look at anything within the purview of the RFP. The City Manager indicated he would meet with representatives of RAM the following Monday to begin work on the contract and it was his desire to be able to show the Department of Environmental Protection (DEP) that the city was moving ahead with the project. 4. Any other business The City Manager reported that he had tried to negotiate with the JEA's contractor, Bessent, Hammack& Ruckman(BHR), to design the relocation of utility lines for the Wonderwood Connector. He felt their price was too high and the city issued an RFP for engineering services and BHR was selected as the best firm. However, in subsequent negotiations, BHR increased their price. The City Manager reported that, pursuant to the action taken by the City Commission at their last regular meeting, he would negotiate with the second firm, which coincidentally, was the R-A-M Professional Group. SELECTION OF ENGINEERING FIRM FOR CORE CITY STORMWATER IMPROVEMENTS & TAILWATER CONTROL TABULATION OF VOTES Commissioners were asked to rank the engineering firms by scoring them from 5- 1 with 5 points for their first choice, 4 points for their second choice, 3 points for their third choice, etc. (The firm with the most points was declared the winner). 0 Beaver Borno Meserve Mitchelson Shaughnessy Total Post, Buckley, Schuh & Jernigan, Inc.1 1 1 1 2 6 Gee & Jenson, Inc. 4 3 3 3 3 16 Aikenhead & Odom, Inc. 3 4 4 4 4 19 Applied Technology & Mgt., Inc. 2 2 2 2 1 9 The R-A-M Professional Group, Inc. 5 5 5 5 5 25 Signed December 4, 1998 Page Six Minutes - Special Called Meeting December 4, 1998 The Mayor reported that in a recent telephone conversation with DEP she learned that the extension which had been granted to the city would not cover the 240 days indicated in the RFP. She said the city would need to clarify with the DEP the amount of further extension required. The Mayor announced the Christmas Tree lighting would take place the following evening at 5:00 PM. The Mayor announced that the Town Center agreement was on the Jacksonville Council agenda for December 8, 1998. There being no further business to come before the City Commission, the Mayor declared the meeting adjourned at 11:40 PM. OP ter. _/AL:.Ad Suzanne Shaughne Mayor/Presiding Officer ATTEST: il) Mau een King Certified Municipal Clerk SELECTION OF ENGINEERING FIRM FOR CORE CITY STORMWATER IMPROVEMENTS & TAILWATER CONTROL Please rank the engineering firms by scoring them from 5- 1 with 5 points for your first choice, 4 points for your second choice, 3 points for your third choice, etc. (The firm with the most points will be declared the winner. Post, Buckley, Schuh & Jernigan, Inc. Gee & Jenson, Inc. 3 Aikenhead& Odom, Inc. Applied Technology & Management, Inc. 2._ TheR-A-M Professional Group, Inc. S V Signed \ December 4. 1998 SELECTION OF ENGINEERING FIRM FOR CORE CITY STORMWATER IMPROVEMENTS & TAILWATER CONTROL 5 5- Please 5Pleaseindicateyourchoiceofthetopthreeengineeringfirmsbyscoringthemfrom -1 with 3 points for your first choice,2'points for your second choice, and die point for your third choice The firm with the most points will be declared the winner. In the event of a tie you will be asked to vote again until the tie is broken) Post, Buckley, Schuh & Jernigan, Inc. Gee & Jenson, Inc. 3 Aikenhead& Odom, Inc. Applied Technology& Management, Inc. The R-A-M Professional Group, Inc. Jt -- r Signed December 4, 1998 SELECTION OF ENGINEERING FIRM FOR CORE CITY STORMWATER IMPROVEMENTS & TAILWATER CONTROL Please rank the engineering firms by scoring them from 5- 1 with 5 points for your first choice, 4 points for your second choice, 3 points for your third choice, etc. (The firm with the most points will be declared the winner. Post, Buckley, Schuh & Jernigan, Inc. Gee & Jenson, Inc. 3 Aikenhead & Odom, Inc. Applied Technology & Management, Inc.1 The R-A-M Professional Group, Inc. 5 Signed%,2C/.44 4L& December 4. 1998 I SELECTION OF ENGINEERING FIRM FOR CORE CITY STORMWATER IMPROVEMENTS & TAILWATER CONTROL Please indicate your choice of the top t ""-engineering firms by scoring them from 3- 1 with 3 5- pointspoints for your first choice 2 points for your second choice, and Ade point for your third choice The firm with the most points will be declared the winner. In the event of a tie you will be asked to vote again until the tie is broken) Post, Buckley, Schuh& Jernigan, Inc. Gee & Jenson, Inc. Aikenhead & Odom, Inc. 3 Applied Technology & Management, Inc. 7-- TheThe R-A- Professional Group, Inc. 5- Signed Signed December 4. 1998 a SELECTION OF ENGINEERING FIRM FOR CORE CITY STORMWATER IMPROVEMENTS & TAILWATER CONTROL Please indicate your choice of the top three engineering firms by scoring them from t with S points for your first choice,2-points for your second choice, and Atte point for your third choice. The firm with the most points will be declared the winner. In the event of a tie you will be asked to vote again until the tie is broken) Post, Buckley, Schuh& Jernigan, Inc. Gee & Jenson, Inc. 3 Aikenhead & Odom, Inc. Applied Technology & Management, Inc. 2- The R-A-M Professional Group, Inc. Signed lL December 4, 1998