2011-0920 Special City Commission Meeting 2nd Budget

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Summary Minutes: Special City Commission Meeting September 20,2011 Second Budget Hearing Sunny Isles Beach, Florida Public Works Director Batista went through the schedule for the Heritage Park Canopy, noting that we begin the RFP this week. It takes about two months to put it together, and it will go out in conjunction with other canopies and the bus shelter. The RFP is composed of a Scope of Services, and within that Scope we reflect everything that we believe is going to be necessary in order to have that incorporated into the design. It is not a straight forward bid projection which means that we are not going to hire a consultant to figure these things out for us. We have to produce for a consultant in the RFP enough information but not sufficient technical terms to be able to produce a set of drawings that are ultimately going to be reviewed by us. The RFP is going to include a specified Scope of Services and that takes about a month to put together. That goes hand in hand with the legal front-in document which incorporates the method in which these things are going to take place. City Manager Cohen said also included in that two-month period is advertising and vendor response, and so it takes time to not only put the documents together but then we have to advertise, and we have to allow a time period for vendors to respond, they respond with a detailed response, they submit drawings to us, general ideas as to what they want to do with the project, and then we go through the bid opening process and review. All that will happen within this two-month period. Mr. Batista said once that period is concluded we move and we have approved a designer/consultant, they begin a design process, and within that design process we all have to sit down at the table and define exactly what is going to be incorporated into that design. City Manager Cohen said as an example he will use the Gateway Park Project, what we received from the Milton's was a schematic design, and now they have to go through a much more detailed process and we will be presenting to you for your approval a more detailed design. They will then have to go to the Building Department with 30%, 60%, and 90% drawings during each of those stages, so during the RFP process we get a schematic, and then they go through this more detailed process. Mayor Edelcup said he doesn't remember that we went through all this with Samson Oceanfront Park, and City Manager Cohen said that is because we didn't have utilities underneath, we were dealing with ground, we weren't dealing with the rubberized surfaces, etc. There are a number of different considerations that make this a much more complex project. Commissioner Scholl went through the timeline for Heritage Park, two months for the RFP, two months for the design, two weeks for the permit, and the permit is going to be easy because you are putting the post in the ground and it is structural, and now we are at five months for construction, and you are going to attach it to the garage on one side and extend it off the garage. Mr. Batista said no, it is going to be stand alone columns throughout the playground in the areas where there are no safety limitations. Commissioner Scholl said then five months to place the posts and put the canopy up. Mr. Batista said if it was a bid it would be a shorter schedule, the fact that it is an RFP we have to be aware that there are some limitations to the RFP when you build it in the field. Mayor Edelcup said for the bus shelter, why aren't we buying the same type of bus shelter that we have. He said he doesn't understand why we have to go through an RFP process to design a bus shelter when we already have one, and City Manager Cohen said the thinking was when the Public Works compound was there, it was a much larger shelter, more people use this particular bus stop then other bus stops that we have, and these smaller shelters do 3