07-05-89 v CITY OF MANTIC BEACH
SPECIAL CALUD314KErING
7:30 PM, ieMNESDAY, JULY 5, 1989
AGENDA
1. Call to order
2. Further discussion and possible award of bid for Part A, water
treatment plant improvements
3. Any other business
Adjournment
MINUTES OF THE SPECIAL MEETING OF THE MANTIC BEACH CITY COMMISSION
HELI) AT CITY HALL ON WEDNESDAY, JULY 5, 1989, AT 7:30 PM
1. ('all to order
The mooting was called to order by Mayor Gulliford. Present in addition
to the Mayor, were Commissioners Cook, Edwards and Tucker. Also present
were Harry E. Royal, Acting City Manager, and City Clerk Maureen King.
City Attorney Claude Mullis was absent and Commissioner Jensen was out of
town on vacation and was excused.
2. Further discussion and possible award of bid for Part A, water
treatment plant improvements
Mayor Gulliford confirmed that each Commissioner had received a copy of
two letters from Gee and Jenson Engineers along with a legal opinion from
the City Attorney relative to award of bids.
Before proceeding with the meeting he said he wished to set the record
straight and quiet some "rumblings" relative to the fact that Water
Processing Company had done business with his company. He said his
company had done business with both WPC and Mi]mir companies, and while
he had found both companies to be responsible, he was unable to make
objective judgements about their capabilities since he had not had any
dealings with either of them in that respect.
The Mayor then directed his attention to the City Attorney's opinion, in
particular "If the award is made to one other than to the lowest bidder
it must be based upon facts which reasonably support the conclusion," and
asked Andy May of Gee and Jenson to outline the facts upon which their
recommendation had been based.
Mr. May reported that of five companies contacted, two felt WPC had done
a good job, two were not satisfied and one, Neptune Beach, reported
numerous problems. It was the opinion of Gee and Jenson the problems
encountered by WPC which led to dissatisfaction by the client, were not
unusual problems, and could have been resolved by better management.
Their recommendation for award of the bid had not changed.
Commissioner Edwards said he had met with the engineers and WPC
representatives and it was his opinion the city should accept the
recommendation of the engineers.
Further discussion ensued relative to the definition of "responsible
bidder" and whether the fact that the financial records of WPC indicating
they had a $10 million bonding capacity, would qualify them as a
responsible bidder. The general feeling, however, seemed to be this
would not necessarily relate to their capabilities with respect to this
project.
Mayor Gulliford said he felt in the future the city may wish to insist
bidders pre-qualify based on experience, references, etc. , especially on
large projects such as this. Also, in the event the engineer or Awards
Committee recommended award to other than the low bidder, in order to
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Minutes
Special Meeting, July 5, 1989
avoid a potentially uncomfortable or embarrassing situation, he felt the
low bidder should be informed of the recommendation before the award is
formally made at a Commission meeting.
Mayor Gulliford asked Andy May whether he felt any of those who had given
WPC less than satisfactory references would allow them to bid on future
projects. Mr. May said he had not asked the question in quite that
manner but Neptune Beach was probably the most dissatisfied, the Town of
Baldwin said concrete in their project was breaking up, and St. Augustine
said their project was not completed in a timely manner and there were
problems with block work and asphalt paving. He also said Smith and
Gillespie Engineers had indicated, in their opinion, poor management was
somewhat to blame for the problems on the Neptune Beach job. He pointed
out in the Neptune Beach project WPC had left out required conduits and
spare conduits, and a high-water alarm for a pump station, all of which
had been called for in the specifications.
After further discussion Commissioner Edwards moved to accept the
recommendation of the engineers and award bid for PartA. of the water
treatment plant improvements to Milmir Construction in the amount of
$1,212,130. Commissioner Cook seconded the motion which was approved by
unanimous vote.
3. Any other business:
Public Services Director Don Ford reported the Cloisters Condominium had
indicated they would not participate in the recycling program. DeWayne
Igou of Waste Management Systems had offered to meet this week with the
Cloisters management in an attempt to resolve the situation. If this
attempt proves unsuccessful, Mayor Gulliford indicated he would write to
each resident of the Cloisters and encourage them to particpate. He felt
in any case, steps should be outlined for enforcement of the program.
He suggested the Solid Waste Committee also consider the possibility of
charging for garbage collection by volume, the cost of which could
possibly be reduced by participation in the recycling program. He
commented on other municipalities which had successfully implemented
similar programs and said an attempt would be made to contact those
communities and draw on their experience.
* * * * * * * * * * * * *
At this time Dorothy Kerber distributed to each Commissioner a summary of
fees paid to City Attorney Claude Mullis from October 1988 through May
1989. She expressed concern with the cost of legal services and said she
felt before the city gets too far into the budget process, this subject
should be addressed. Commissioner Edwards pointed out it had been
discussed some time ago and Commissioner Jensen was working on a proposed
contract. Mayor Gulliford requested this be included as an agenda item
at the meeting of July 24, 1989. Further discussion ensued relative to
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Minutes
Special Meeting, July 5, 1989
the spiraling costs of legal services and the pros and cons of a full
time attorney.
Mayor Gulliford also expressed dissatisfaction with the Consultants
Competitive Negotiation Act and the restrictions imposed on the city
through it.
There being no further business to come before the Commission, the Mayor
declared the meeting adjourned.
illiam I. Gulliford
Mayor/Presiding Office
A'riEST:
Maureen King, City Clerk