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HomeMy WebLinkAboutMinutes Council 031496CITY COUNCIL WORKSHOP MEETING CITY OF PALM BEACH GARDENS MARCH 14, 1996 Ornstein of the Building Committee, the City Manager, Assistant City Manager, and Finance Director. City Attorney Baird explained the competitive negotiation process set forth in Florida Statute 287.055. The Workshop Meeting of the City Council of the City of Palm Beach Gardens, Florida, was called to order by Mayor Russo at 7:30 P.M. in the Assembly Room of the Municipal Complex, 10500 North Military Trail, Palm Beach Gardens, Florida, and opened with the Pledge of Allegiance to the Flag. ROLL CALL The City Clerk called the roll and present were Mayor Russo, Vice Mayor Furtado, Councilwoman Monroe, Councilman Jablin, and Councilman Clark. ANNOUNCEMENTS Mayor Russo stated that the announcements were as posted on the City's bulletin boards. MUNICIPAT, COMPLEX STTF PT ANNTNG AND ARCHITECTURAL INTERVIEWS: City Manager Herakovich reported that letters of interest had resulted in responses from 18 firms which had been evaluated for specific criteria by Jeff Ornstein of the Building Committee, the City Manager, Assistant City Manager, and Finance Director. City Attorney Baird explained the competitive negotiation process set forth in Florida Statute 287.055. CITY COUNCIL WORKSHOP MEETING, 3/14/96 PAGE 2 ARCHITECTS DESIGN GROUP INTERVIEW 7:39 P.M. Kevin Ratigan,Vice President of Architects Design Group, announced that he would be the Project Architect for this project, and introduced project team members Keith Reed, President of Architects Design Group, showed several slides showing examples of the firm's experience. Mr. Reed explained that their firm's client base consisted entirely of governmental entities within the State of Florida. A methodology chart was presented, along with proposed procedures to do a detailed site assessment, review space needs, and work with City staff to arrive at solutions which would be presented to the community. Special concerns in regard to the voter referendum were discussed: participatory planning involving users of the facility in which a series of models would be developed; making sure that no one perceived the project as a Taj Mahal; identification of additional sources of funding, one of which was a DCA State Grant Program for emergency operations centers in South Florida coastal communities, and another which would save about 3 -1/2% of the cost of the building by the use of sales tax exemption; and the firm's experience with voter referendums and their method of obtaining CITY COUNCIL WORKSHOP MEETING, 3/14/96 the political consensus of the community. A conceptual scheme of a community square with expansion capabilities and the City Council assembly as the focal point was presented. Mr. Reed reiterated reasons their 25 years of experience, their process of working with the community in establishing the design, identifying funding sources, their way of creating enthusiasm for the project, and their desire to work with the City on this project. Some of the answers to questions posed by City Council members were that anticipated timing was 90 days to develop a model which could then be used as a selling point to the community, that the only lawsuit the firm had been involved in was one lawsuit twelve years ago where a general contractor had accused the firm of representing Orange County's interests too much, which had been settled out of court. The firm works out of Winter Park with a team of local consultants, and would push the project forward. The firm had no concern regarding meeting the September deadline. Cost overruns and change orders were minimized by obtaining cost estimates as the project progressed, and keeping the City fully informed. The firm has not had a project over budget in the past twelve years. CITY COUNCIL WORKSHOP MEETING, 3/14/96 Quality control was maintained by in -house staff review and an independent architectual peer review their documents. Document reviews for safety would be done by the Department of Corrections for the Police Department building, and review by the Fire Marshall. The firm agreed to take the plans to an independent insurance agent for review, if required. Timing would be controlled by weekly monitoring from which charts would be created to show progress, and the firm's goals were to ensure sure the project was completed on time and within budget. The time frame after referendum was estimated to be 6 -7 months to start of construction, and 10 -12 months to occupancy. ROBERT G. CURRIE & ASSOCIATES Mr. Robert Currie introduced members of their project team. Mr. Currie described five key issues for discussion, which were organization of a master plan campus which would create a sense of place; creation of an aesthetic with human quality and quiet dignity; establishment of logical pedestrian circulation patterns; design of functional, low- maintenance buildings which would be flexible and expandable; and CITY COUNCIL WORKSHOP MEETING, 3/14/96 PAGE 5 establishment of a construction phasing plan which would permit uninterrupted operation of all departments. Kerry Kilday discussed his research of other municipal complexes and the concept of a town center with identity emphasized, which could be provided by a formal face on a main street, with facilities spread out to define a space connected by pedestrian walkways, and with elements to organize the space. Mr. Kilday also expressed the need to set aside space for activities, and to have adequate parking. The design and function of each of the major elements- -City Hall, Fire, and Police, were discussed. Six key issues for the design of the Fire Department were a safe haven in the event of a natural disaster with uninterrupted communications designed for future technologies; location on a secondary road with no traffic conflict; ease of maintenance of the life cycle cost of the building to be within budget; proper disposal of hazardous waste; design of private sleeping quarters for firefighters and separate bathroom facilities for male and female firefighters; and public meeting facilities. The Police facility concept was described as providing a sense of welcome and a place of refuge from physical harm, with CITY COUNCIL WORKSHOP MEETING, 3/14/96 PAGE 6 distinction of public and private sectors being a very important issue. A design charette was recommended. The town square concept was discussed. The importance of keeping the fire station one story was discussed. Phasing the project and the difficulty of remodeling facilities while continuing operations was discussed, and the importance of uninterrupted operation. Discussion included how the architecture could project an image. The timing before the referendum was described as a two -month charette along with development of a schematic plan which would include a model that could be utilized for the bond issue. Involvement of the client in the process was emphasized. Meetings would be conducted with the client, in -house reviews and review by an outside consultant. The checks and balances throughout the entire process which would assure an on time and within budget project were described. Some of the answers to questions posed by City Council members were that the 72 projects listed as references included approximately 12 which had been completed exclusively by Robert G. Currie & Associates; approximately two months would be needed to complete the design phase; a fast track design /build system CITY COUNCIL WORKSHOP MEETING, 3/19/96 PAGE 7 used in a Clearwater project was described; the firm had never been sued; expandability within the scheme presented was described; the firm could meet timing schedules if a completely new design was desired; the firm's record was very good for being within budget and on time; the relationship between the firm and the related firms on the team were described; a project in Ft. Myers was referred to which would depict a different type of architecture; the firm's experience in referendums was from a recent Delray Beach project, and they would utilize models to help sell the project to the public. DIGBY, BRIDGES, MARSH & ASSOCIATES, P.A. Mark Marsh introduced members of their design team. Mr. Marsh explained that this team had been involved over the past ten years in seven public safety type facilities including city halls and city hall renovations, and stressed that the public architecture must be affordable and functional, must meet future needs, and must reflect the importance of the City aesthetically. Mr. Marsh commented that to date all of the team's projects had been within budget and on time and all of their municipal clients had been happy; and explained that the team had a unique CITY COUNCIL WORKSHOP MEETING, 3/14/96 perspective since all of its members were local. Mr. Marsh described the process which their team would utilize as reviewing all of the previous studies, coordinating the various department moves into temporary and then into permanent facilities, and distributed a cost analysis to the Council members. Mr. Henry Skokowski provided information regarding his expertise and background, and presented slides featuring examples applicable to the City of Palm Beach Gardens which used water and other elements to create public interest and gathering places. Mr. Thornboro described projects completed by his firm. One scheme was presented for consideration, with the importance stressed of location on Military Trail, spaces created between the buildings, and maximizing the existing opportunities. The objective of the team was stated as the development of a complex which would include a master plan to extend across Burns Road to make the whole area a signature statement with coordination of all elements. Some of the answers to questions posed by City Council members were that timing would be 3 -4 months to develop final construction documents and 15 -16 months for construction, with the approach used of working with CITY COUNCIL WORKSHOP MEETING, 3/14/96 PAGE 9 City staff to develop the design; that their firm had never been involved in litigation; that the West Palm Beach project had been within budget, however, the contractor had been unsatisfactory; and that the firm could work to make the public aware of the project to promote the bond referendum by making presentations and providing models. The costs of three area projects were rated low, medium and high in response to a question by Councilwoman Monroe. The firm explained that they had worked on two prior referendums. City Attorney Baird advised that if the City Council wished to proceed further at tonight's meeting they sould determine whether the firms were qualified and then rank them in the order they perceived them to be qualified. Factors which would be used in the evaluation would be ability of the professional personnel, whether they were certified minority enterprises, their past performance, their willingness to meet time and budget requirements, location, recent current and projected work loads, and value of work previously awarded to each firm by the City in order to distribute work equally. After ranking, the next step in the process would be the competitive CITY COUNCIL WORKSHOP MEETING, 3/14/96 — 11 1 n negotiation of a contract with the firms in order of ranking, so that firm two and three would be available if closure of a contract could not be achieved with the first ranked firm. The City Manager announced that Vice Mayor Furtado had felt ill and left the meeting, and reported the Vice Mayor's ranking of the three firms. In response to Councilwoman Monroe's question regarding tentative ranking with additional research, City Attorney Baird responded that he did not believe that was the statutory intent and that the present point was to either rank the firms or to request further research by staff and then to rank the firms. City Manager Herakovich commented on each firm's different areas of specialization, and the fact that all of the firms had very complete construction documents and blueprints. Discussion ensued regarding results of a tour by the City Manager, Assistant City Manager Dunham, and Mr. Ornstein; possible unreported litigation and the nature of complaints reported to DPR, which Mr. Ornstein stated would not deter him from selecting any of the three firms. The City Council discussed the merits of the three firms. Mr. Ornstein stressed the fact that the City must stay in control throughout the negotiations. Ratings by the CITY COUNCIL WORKSHOP MEETING, 3/14/96 PAGE 11 City Council members ranked Architects Design Group as number one. Robert G. Currie & Associates as number two and Digby, Bridges, Marsh & Associates, P.A. as number three. Mayor Russo thanked staff for their work and the Council for making such a quick decision. Mayor Russo suggested establishing a 6 P.M. meeting before City Council meetings during this project to confer with the architects. HORSE SHOW ARENA Councilwoman Monroe reported contact with representatives from the Wellington Horse Community, who were concerned with the effects of the incorporation of Wellington, urban sprawl, and the need for large tracts of land within for horse farms. The group wanted nearby hotel and other facilities, which Palm Beach Gardens could provide - -with the golf course and the airport already established. The representatives were looking for a large tract of land to build a show arena. There are some large tracts within Palm Beach Gardens which would be appropriate. After discussion, it was the consensus of the City Council to invite the representatives to provide a presentation. RESOLUTION 47, 1996 Resolution 47, 1996 - Amendment to Mira Flores Site Plan. Planning and Zoning Director Walton reported CITY COUNCIL WORKSHOP MEETING, 3/14/96 changes to the site plan for Mira Flores which had already been requested as well as additional modifications which had been constructed. The representative for the owner stated that many of the items had not already been done, and they would like an opportunity to present their amendments to see if there could be agreement by the City Council. The change in building colors and building color locations was agreed to by the City Council. The change to add three flagpoles at the clubhouse was delayed, and details regarding the sizes of the poles and flags was requested. The Council did not agree to the request for a directory sign at the secondary entrance. The Council expressed no concerns to the location of the Jacuzzi. Two lake fountains for a waterfall were not discussed, since there was a reclaimed water issue with Northern Palm Beach County Water Control District and Seacoast Utility Authority. The tennis court lights and their proximity to nearby houses were discussed, and the resulting consensus of the City Council was to contact the neighbors at Cabana Colony to see if they were affected. Rhett Roy, Landscape Architect for Mira Flores, explained that they were still in the process of working out the details of the CITY COUNCIL WORKSHOP MEETING, 3/14/96 PAGE 13 water features. Discussion ensued regarding details of the water feature and the pedestrian bridge. The applicant was informed that the amended resolution would be on the agenda at the next City Council meeting, and all necessary documentation was given to Staff ofr review. . RESOLUTION 48, 1996 Planning and Zoning Director Walton explained that Resolution 48, 1996 - Site Plan for Lot 2, South Park Center Plat, NorthCorp PCD, would allow construction of a one -story 47,000 square foot building proposed for occupancy by multiple tenants. Mr. Walton commented that the Planning & Zoning Commission had approved the site plan approval, however, the petitioner had made changes since that approval. Mr. Walton explained that staff was concerned that the building was too large for the site, that additional space had been taken from Lot 3 to meet open space requirements, that parking might not be adequate since it was based on warehouse use; and that an architectural feature had been removed. Jeff Lis, representative for the petitioner, explained that Decorators Unlimited, who would occupy the majority of the building, would not be open to the public. Mayor Russo requested that a condition be added which would CITY COUNCIL WORKSHOP MEETING, 3/14/96 PAGE 14 state that "X" amount of square feet as determined by the city staff was to be strictly warehouse use, and "X" amount was to be ancillary office use to make the parking work. After further discussion, during which the constant problems with all of Mr. Lis' projects were discussed, the City Council directed the petitioner to work out problems with staff. If all documents were received by staff and problems corrected, this item would be placed on the next agenda for consideration of approval by City Council. ADJOURNMENT There being no further business to discuss, motion was made by Councilwoman Monroe, seconded by Councilman Jablin, and unanimously approved to adjourn the meeting at 11:30 P.M. CITY COUNCIL WORKSHOP MEETING, 3/14/96 APPROVAL MAYOR JOE RUSSO VICE MAYOR LAUREN FURTADO COUNCILWOMAN LINDA MONROE COUNCILMAN ERIC JABLIN COUNCILMAN DAVID CLARK ATTEST: LINDA V. KOSTER, CMC, CITY CLERK PAGE 15