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
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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
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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
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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
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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
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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
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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
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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
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