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HomeMy WebLinkAbout04/13/20011225 Main Street D Sebastian, Florlda 32958 Telephone (561) 589-5330 [3 Fax (561) 589-5570 City Council Information Letter April 13, 2001 HAPPY EASTER! HAPPY BIRTHDAY COUNCILMAN JIM HILL! Sebastian Municipal Airport Master Plan Airport Alternatives Attached is your personal copy of the Sebastian Municipal Airport (SMA) Master Plan Chapter 6 Airport Alternatives Report (preliminary draft). This document will essentially serve as the primary basis for discussion during the public workshop Monday evening. Numerous logistics have been incorporated, including additional projects and tasks relative to the future reopening of Runway 9-27, to ultimately yield additional prime commercial /industrial real estate, the future SMA Industrial Park if you will (as specifically outlined beginning on page 6-26 of this report). Other logistics contained in this summary, as well as to be discussed include expenses associated with all related projects and programs. Such information is very important to review and address at this time, as city administration can begin establishing realistic applicable financial goals, as well as work with respective funding agencies (i.e. Florida Department of Transportation, Federal Aviation Administration, etc.) to program necessary funding in the coming years. Once again, please join us Monday, 6:00 p.m. in City Council Chambers (schedules permitting), as this exercise will represent the second such workshop as we move a major step closer in completing the community's revised airport master plan. Fiscal Year 200112002 BudRet Process Please be advised that arrangements have been initiated to facilitate the Fiscal Year 2001/2002 budget process. Department directors are currently City Council Information Letter April 13, 2001 Page 2 working with the City Manager's Office and the Department of Finance to compile respective requests and proposals, all to be formally reviewed in the comings weeks. As with last year's process, individual meetings with each of you will be scheduled, in an effort to provide substantive explanations regarding the process, as well as additional features indicative of necessary performance measurement, objectives and funding justification. The first formal step of course will be consideration and authorization of the attached Tentative Fiscal Year 2001/2002 Budget Calendar, to be presented during your April 25th meeting. John Dean and Associates - Contract Exhibits. Per discussion and concerns raised during Wednesday evening's presentation relative to historic restoration planning services to be compiled on behalf of the City of Sebastian by John Dean and Associates of Vero Beach, attached for good measure is a schedule of hourly rates as well as initial scope as originally outlined in the respective bid process. As mentioned during the presentation, nine historic preservation architects were invited to submit proposals to the City of Sebastian for City Hall restoration related architectural and engineering scope of service work, as governed by the community's grant agreement with the State of Florida Department of Historic Preservation. The attached information also serves as exhibits to the authorized agreement, consistent with provision in the aforementioned contract. As such, I wish to thank the City Council once again for allowing us the opportunity to continue moving forward with this special project, as a great opportunity possibly exists for this community in the spirit of historic preservation. Prese~tation to Association of Roseland Property Owner's Please be advised that I will serve as the guest speaker at the Association of Roseland Property Owner meeting to take place Tuesday April 17th, 7:30 p.m. at the Roseland Community Center. As I am sure that you all are aware, a strong interest of our neighboring community is to be well informed about the City of Sebastian's mission with regards to growth management City Council Information Letter April 13, 2001 Page 3 practices, specifically for areas contiguous to the Roseland area. It is my hope that such discussions will assist the City in that support can and will be received for our efforts, as they will also embrace our philosophy of managed growth and our desires to constantly maintain a small town environment. As such, better relationship building efforts are hopefully well underway! Enclosure(s): Master Plan Update, Airport Alternatives - Personal Copy Tentative Budget Calendar Exhibits to John Dean Agreement Letter from Holly Dill, Association of Roseland Property Owners My Documents/InfoLetter86 TENTATIVE FISCAL YEAR 2001-2002 BUDGET CALENDAR _DATE 4/9/01 4/20/01 4/25/01 4/27/01 5/23/01 - 5/30/01 6/1/01 6/4/01 6/29/01 - 7/6/01 6/28/01 7/12/01 7/13/01 7/26/01 7/26/00 or 8/2/00 8/15/01 9/4/01 9/6/01 9/12/01 9/11/01 9/26/0 DAY. Monday Friday Wednesday Friday Wednesday thru Wednesday Thursday Friday Thursday Thursday Friday Thursday Thursday/Tuesday Wednesday Tuesday Thursday Wednesday Tuesday Wednesday EVENT Fiscal Year 2002 Budget Packages to Departments Capital Improvement Programming Meeting and Budget City Council approves Tentative Budget Calendar Fiscal Year 2002 Proposed Budgets to Finance for Compilation City Manager Fiscal Year 2002 Proposed Budget Meetings with Departments and Divisions Estimate of Property Value to be received from Property Appraiser City Manager's Recommended Budget to be compiled and mailed to Budget Advisory Conzmittee members with supporting documentation. Secondary Department/Division Meetings to update budget projections. Budget Advisory Committee meeting Budget Advisory Committee meeting Fiscal Year 2002 Proposed Budgets to City Council Budget Advisory Committee meeting TENTATIVE 1ST READING OF SCHOOL BOARD BUDGET ~ 5:01p.m Council Budget Workshop TENTATIVELY SCHEDULED COUNTY 1 ST READING OF coUNTY BUDGET ~ 5:01p.m. FINAL ADOPTION OF SCHOOL BOARD BUDGET ~ 5:01p.m. Tentatively scheduled 1 st Public Hearing of City Budget - Adopt Preliminary Millage Rate TENTATIVELY SCHEDULED COUNTY ADOPTION OF CoUNTY BUDGET ~ 5:01p.m. Final Public Hearing of City Budget - Adopt Final Millage Rate and Budget Resolution -213- john h. dean architect & associates, p.a., a.i.a 2223 10th Avenue Vero Beach, FL 32960 Project: PRO 012 Sebastian City Hall Architect F_ee Schedule'.. Principal: Architect: Production Clerical: Field Assistant: $85 (Architect) $65/Hr. $55/Hr. $30/Hr. $25/Hr. Additional Costs - Direct Costs printing, Permit Fees, Long Distance Telephone, FedEx, Mailings, Renderings, Photography, Presentation Materials. Mileage Reimburse~nent at $0.31 per mille Consultants - Cost Plus 10% CITY OF SEBASTIAN Professional Architectural Services - Request For Qualifications G__~N ERAL IN~O RMATION- I INVITATION In accordance with s.287.055 F.S., "Consultants' Competitive Negotiation Act", The City of Sebastian hereby invites interested Florida Licensed Professional Architects to present their qualifications. The ideal firm will have prior experience in Florida standards for rehabilitation of historic buildings, preservation architecture & construction, grants and grant processes pertaining to same. 2. S~COPE_E OF WORK & SERVICES (A) SCOPE OF WORK SUMMARY: The City of Sebastian plans to repair and restore the second floor and parts of the ~rsCfloor of the Seb~tian City Hall Building. The building was formerly the Sebastian Elementary School constructed in 1928. The restoration will be accomplished in accordance with the Florida State Secretary of the Interior's "Standards for Rehabilitation" of historic buildings. Some of the funding for this proiect is covered by a small matching grant. (B) SCOPE OF SERVICES SUMMARY: The followinp~ is the anticipated scope of services required of the Architect. This list is not intended to be ail inclusive: Establish a team of Mechanical Engineers, Structural Engineers, and any other Consultants deemed necessary by the Architect to accomplish the stated proiect. Assume responsibility for all architecture, preparation of all drawings, construction documents, & other relative documentation and presentation of same· Ensure that all drawings and construction meet the requirements for historical restoration & preservation, and Grant requirements. Provide assistance as required in the preparation of an application for a Spedal Category Grant from the Bureau of Historic Restoration for the construction effort (due on or before Ma), 3 I, 200 I). Assist as ma), be required in the construction supervision. Perform other duties as may be required and/or implied in the attached "Historic Preservafon Grant Award Asreement, Attachment AII · 3. DEVELOPMENT COSTS The City of Sebastian sha~l not be held tiable for any expenses incurred in connection with the preparation of a response to this RFQ or cost associated with interview for same. Interested partJes having ques~ons regarding this RFQ shall address Deir questions in writing to the following: Paul Wagner, General Services Administrator City of Sebastian 1225 Main Street Sebastian, Florida 32958 5. DELAYS The C~y reserves the right to delay or alter any s~pulated date, time or schedule if the City deems it's in their best interest to do so. 6. INSURANCE REOUIREMENTS- General Before starting work, the Consultant shall procure and maintain minimum levels of insurance as specified by this section. Coverage Except as otherwise stated, the amounts and types of insurance shall conform to the following minimum requirements: i) 2) Worker's Compensation - Coverage to apply for all employees for Statutory, Limits in compliance with the applicable state and federal laws. In addition, the policy must include: Employer's Liability with a limit of $1,000,000 each accident and disease. Commercial General Liability - Coverage must be afforded on a form no more restrictive than the latest edition of the Commercial General Liability Policy, on an occurrence basis, flied by the Insurance Services Office and must include: Minimum limits of $1,000,000 per occurrence combined single limit for Bodily Injury Liability and Property Damage Liability. b) Premises and Operations. c) Independent Contractors. d) Products and completed Operations - Consultant shall maintain in force until at least three (3) years after completion of all services required under the Contract, coverage for products and completed operations. e) Broad Form Contractual Coverage applicable to this specific Contract, including any hold harmless and/or indemnification agreement. 3) Business Auto Policy - Coverage must be afforded on a form no more restrictive than the latest edition of the Business Auto Policy filed by the insurance Services Office and must include: Minimum limits of $1,000,000 per occurrence combined single limit for Bodily Iniury Liability and Property Damage Liability. b) Owner Vehicles. c) Hired and Non-Owned Vehicles. 4) Professional Liability - The Consultant shall maintain a professional liability insurance policy in the amount of $1,000,000 during the term of this Contract. Such coverage shall be maintained for a period of three (3) years following completion and acceptance of any work performed under this agreement, in the event the Consultant fails to secure and maintain such coverage, Consuttant shall be deemed the insurer of such professional liability insurance and shall be responsible for all damages suffered by the City as a result thereof, including attorney's fees and costs. s) Additional Insured - The City is to be specifically included as an additional insured. Consultant's insurance including that applicable to the City as an Additional insured shall apply on a primary basis and any other insurance maintained by the City shall be in excess of and shall not contribute with Consultant's insurance. Consultant's insurance shall contain a severability of interest provision, providing that, except with respect to the total limits of liability, the insurance shall apply to each insured or Additional Insured in the same manner as if separate policies had been issued to each. 6) Notice of Cancellation and/or Restriction - Each policy must be endorsed to provide the City with a minimum of forty-five (45) days notice of cancellation and/or restriction. 7) Cert~cates of Insurance - Certificates of insurance evidencing the insurance coverage specified in this section shall be filled with the City before operations are begun. The required certificates of insurance shall name the types of policies provided. If the initial insurance expires prior to the completion of the work, renewal cert'~ficates of insurance and required copies of policies shall be furnished thirty (30) days prior to the date of their expiration. 7. CONTENTS OF THE FIRMS STATEMENT OF UALIFICATIONS Each firm which desires to apply for consideration shall submit seven (7) copies of their Statement of Qualifications. The Statement of Qualifications shall describe the firms qualifications more specifically for the work as proposed in this RFQ. Items to be included in the firms Statement of Qualifications are contained in the attached evaluation form (exhibit). Statements should clearly identif)' each section listed therein. Resumes' of key staff members who may be assigned to the Citys project(s) are required. 8. _NON-LOBBYING AGREEMENT Firms interested in submitting a response to this RFQ, agree not to contact City Council Members or any employee(s) or agent of the City at any time during the solicitation period and selection process with the intent of attempting to influence or sway toward a desired action pertaining to this project and RFQ. Violators shall be disqualified, 9. SELECTION AND EVALUATION PROCEDURES The Consultant Selection Committee "committee" will review all Statements of Qualifications received utilizing the Professional Services Evalua~on Form marked "exhibit" to rank and shoe[ list the firms as a recommendation for City Council action. Interviews may be required to rank and/or short list the firms. 10. PRICE & CONTRACT NEGOTIATION Price & Contract NegolJation may take place only after the selection and evaluation process has been completed starting with the number one ranked firm. Upon successful negotiation the City Council must approve and authorize any agreement negotiated, or disapprove, I I. CITY COUNCIL ACTION After successful negotiations have taken place, City Council will be asked to approve, Their action is final, 12. SU BM ITTALA~/ITH D RAWAL Consultants shall send Statements of Qualifications to: Paul Wagner, General Services Administrator City of Sebastian 1225 Main Street Sebastian, Florida 32958 All envelopes shall be marked as indicated in the invitation, and further, all submittals shall be submitted in strict accordance with the conditions stated in the invitation as published. Withdrawal may be accomplished only in writing prior to the opening date at the addressee indicated above. ASSOCIATION ROSELAND PROPERTY OWNERS B~ard of Directors P~t Iledman J(~ckie James Judy]ones Jennie Res~ Jack Rizzer J~n S~ey ~ S~rk R~hard Will.fl P.O. Box 201 Rosela~, FL 32957 Mr. Terrence Moore City Manager City of Sebastian 1225 Main St. Sebastian, FL 32958 Dear Terrence: April 8,2001 It was great news to hear that you are willing to attend the Tuesday, April 17, 2001 meeting of the Associauon of Roseland Property Owners as our guest speaker. The meeting begins at 7:30 pm and is held at the historic Roseland Community Center on Bay Street. We try to end the meetings by 8:45pm. Our Association members have talked about being good neighbors with Sebastian. Communication always seems to be the key to so many issues. It's to your credit that you are initiating that open communication by taking the time to attend our meeting. We do greatly appreciate it. Of most interest to our members will be a description of Sebastian's future plans for areas that are contiguous to Roseland. You might also want to touch on the Airport industrial areas. There will, of course, be questions from the floor. Thank you for setting such a positive tone between Sebastian and Roseland./We know good things will come from it. l ' '