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HomeMy WebLinkAbout2/27/1980WEDNESDAY, FEBRUARY 27, 1980 THE BOARD OF COUNTY COMMISSIONERS OF INDIAN RIVER COUNTY, FLORIDA, MET IN SPECIAL SESSION AT THE COURTHOUSE, VERO BEACH, FLORIDA, ON WEDNESDAY, FEBRUARY 27, 19801 AT 11:00 O'CLOCK A.M. PRESENT WERE ALMA LEE Loy, VICE CHAIRMAN; WILLIAM C. WODTKE, JR.; R. DON DEESON; AND PATRICK B. LYONS, CHAIRMAN, WAS TEMPORARILY DELAYED. WILLIARD W. SIEBERT, JR., ALSO PRESENT WERE .JACK G. JENNINGS, COUNTY ADMINISTRATOR; L.S. "TOMMY" THOMAS, INTERGOVERNMENTAL 000RDI- NATOR; GEORGE G. COLLINS, JR., ATTORNEY TO THE BOARD OF COUNTY COM- MISSIONERS; JEFFREY BARTON, FINANCE OFFICER, AND VIRGINIA HARGREAVES, DEPUTY CLERK. VICE CHAIRMAN Loy CALLED THE MEETING TO ORDER AND ANNOUNCED THAT CHAIRMAN SIEBERT WAS DELAYED BUT WILL BE HERE SHORTLY. SHE INFORMED THOSE PRESENT THAT THIS SPECIAL MEETING IS CALLED FOR THE PURPOSE OF HEARING A REPORT FROM OUR CONSULTING ENGINEERS ON THE PROPOSED RENOVATION OF THE COUNTY ADMINISTRATIVE COMPLEX. RAN SINGH OF CONNELL, METCALF & EDDY, CAME BEFORE THE BOARD AND STATED THAT THEY HAVE REVIEWED THE TWO BIDS RECEIVED ON THE PROPOSED*RENOVATION OF THE COUNTY ADMINISTRATION BUILDING AND THE COURTHOUSE AND NOW WISH TO REPORT ON THE LOW BIDDER, REINHOLD CONSTRUCTION, INC. HE CONTINUED THAT THEIR BID MEETS THE REQUIREMENT OF THE 5% BID BOND AND ALSO MEETS THE REQUIREMENTS OF SUPPLYING THE 100% PERFORMANCE BOND, IF AWARDED THE CONTRACT. THEIR SURETY COMPANY, GULF INSURANCE OF ATLANTA, IS LICENSED IN EVERY STATE EXCEPT NEW JERSEY AND IS RATED IN A #13 CATEGORY (50-75 MILLION), WHICH IS FIVE TIMES THAT OF THE BOND AND, THEREFORE, MEETS THAT REQUIREMENT. MR. SING INFORMED THE BOARD THAT THEY HAVE CHECKED ON A FEW OF THE PROJECTS DONE BY REINHOLD CONSTRUCTION OVER THE LAST FIVE YEARS, AND ON ALL PROJECTS DONE FOR THE STATE OF FLORIDA, THEY HAVE DONE A SATISFACTORY JOB. MR. SINGH STATED THAT BASED ON THEIR REVIEW OF THIS BID, CONNELL, METCALF & EDDY RECOMMENDS THAT THE COUNTY COMMISSION APPROVE THE BID SUBMITTED -BY REINHOLD CONSTRUCTION, INC., WITH TWO ADDITIONAL CONDITIONS: F E 0 2 7 19 80 Goof 42 mu 792 F E 0 2 71900 SOOF 42, PPGE 7,93 (1) THE NEED FOR MEETING THE TIME SCHEDULE SHOULD BE REEMPHASIZED AND (Z) THE SELECTION OF THE PROJECT SUPERVISOR SHOULD BE APPROVED BY THE BOARD. ATTORNEY COLLINS ASKED FOR A FURTHER ANALYSIS OF JOBS DONE BY REINHOLD CONSTRUCTION, INC. MR. SINGH INFORMED THE BOARD THAT REINHOLD CONSTRUCTION HAD SOME SCHEDULING PROBLEMS WITH THE SOUTHERN BELL BUILDING IN SEBASTIAN, BUT NO SPECIAL PROBLEMS IN THE STATE OF FLORIDA BUILDINGS. HE CONTINUED THAT HE ALSO CHECKED ON QUALIFICATION OF THE SUB- CONTRACTOR AND, WHILE HE SHOULD NOT PUBLICLY DISCLOSE NAMES UNTIL AFTER THE AWARD, THE SUBCONTRACTOR HAS BEEN IN BUSINESS OVER FOURTEEN YEARS AND HAS BEEN GIVEN A GOOD RATING BY SUPPLIERS. ATTORNEY COLLINS ASKED IF THIS APPLIED TO ONE OR ALL SUB- CONTRACTORS. MR. SINGH STATED HE WAS REFERRING TO THE AIR CONDITIONING AND MECHANICAL SUBCONTRACTOR AND ALSO PLUMBING AND FIRE PROTECTION, BUT HE HAS NOT YET BEEN TOTALLY ABLE TO CHECK OUT THE ELECTRICAL SUBCONTRACTOR. HE POINTED OUT THAT THE CONTRACTOR HAS COMPLETE RE- SPONSIBILITY AND AUTHORITY OVER THE SUBCONTRACTORS HE USES. COMMISSIONER LYONS ASKED IF THEY HAD FOUND ANY PROBLEMS CONNECTED WITH WORKMANSHIP ON THE JOBS CHECKED, AND MR. SINGH STATED THAT NONE WERE MENTIONED TO THEM. HERCULES KONTOULAS, CONSTRUCTION PROJECT REPRESENTATIVE, INFORMED THE BOARD THAT HE CHECKED WITH SOME ARCHITECTS IN FORT PIERCE WHERE REINHOLD DID WORK MANY YEARS AGO,.AND FROM ALL INDICATIONS, THE WORKMANSHIP WAS GOOD AND THE COMPLETION OF THE "PUNCH LIST It OR TIME SCHEDULE WAS SATISFACTORY. HE STATED THAT THE PARTICULAR JOB HE WAS THINKING OF IS THE OPEN CONCEPT SCHOOL IN STUART, AND HE ALSO CHECKED WITH ARCHITECT GEORGE ASCOT OF FORT PIERCE AND HAD A FAVORABLE REACTION. COMMISSIONER LYONS FELT THE LIST OF PROJECTS PRESENTED BY REINHOLD CONSTRUCTION, INC. WAS QUITE IMPRESSIVE. COMMISSIONER Loy INQUIRED ABOUT THE FINE ARTS BUILDING AND THE ALLIED HEALTH CENTER FOR THE INDIAN RIVER COMMUNITY -COLLEGE WHICH ARE ON THE LIST SUBMITTED BY REINHOLD CONSTRUCTION, AND MR. KONTOULAS BELIEVED THAT DAVID ROBISON WAS THE ARCHITECT FOR THESE, BUT HE HAS NOT BEEN CONTACTED. CHAIRMAN SIEBERT ENTERED THE MEETING AT 11:20 O'CLOCK A.M. COMMISSIONER WODTKE ASKED IF THERE IS ANY INFORMATION ABOUT THE PRINCIPALS OF THE REINHOLD COMPANY, AND MR. SINGH STATED THAT INFORMATION IS INCLUDED IN THEIR BID. ATTORNEY COLLINS ASKED FOR FINANCIAL STATEMENTS, AND MR. ,SINGH INFORMED HIM THAT THEY HAVE FINANCIAL STATEMENTS ONLY ON THE SURETY COMPANY, ATTORNEY COLLINS NOTED THAT, IN OTHER WORDS, THEY HAVE NO CONCERN FOR THE CAPITALIZATION OF THE CONTRACTOR AS LONG AS HE IS BONDABLE, AND MR. SINGH AGREED THAT WAS TRUE SINCE THE BOND GUARANTEES THE PERFORMANCE OF THE WORK AND PERFORMANCE OF THE SUBCONTRACTORS. IN FURTHER DISCUSSION, IT WAS NOTED THAT REINHOLD CON- STRUCTION DID NOT SUBMIT A COMBINATION BASE BID, BUT BID SEPARATELY ON THE TWO PROJECTS. DISCUSSION THEN FOLLOWED ON THE ALTERNATIVE BIDS SUBMITTED, BEING $400 PER WINDOW UNIT BY REINHOLD CONSTRUCTION AND A FIGURE OF $45,885 BEING GIVEN BY CLIFTON CONSTRUCTION. COMMISSIONER WODTKE ASKED WHAT THE TOTAL AMOUNT OF THE REINHOLD BID WOULD BE, AND MR, KONTOULAS AND MR. SINGH EXPLAINED THAT THE BIDDERS WERE NOT GIVEN A FIXED AMOUNT OF WINDOWS, BUT WERE JUST ASKED TO GIVE A UNIT PRICE. MR. KONTOULAS ESTIMATED THERE WERE 96 DOUBLE WINDOWS AND 48 6 x 6. HE CONTINUED THAT THE VICE PRESIDENT OF CLIFTON CONSTRUCTION CALLED HIM AND STATED THAT HE MISINTERPRETED THE DIRECTIONS AND GAVE A TOTAL PRICE FOR REPLACING ALL THE WINDOWS. COMMISSIONER WODTKE ASKED IF THE WINDOW UNIT IS TWO WINDOWS COMBINED, AND MR. KONTOULAS INFORMED HIM THAT THE SPECIFICATIONS STATE A UNIT IS A 6 X 6 OPENING. 3 eooK 42 PAGE 794 FEB 2 71990 0�, F E 0 2 7 19 80 Boo, 42 795 CHAIRMAN SIEBERT ASKED PAUL REINHOLD, PRESIDENT OF REINHOLD CONSTRUCTION, INC., WHAT EXPERIENCE HIS FIRM HAS HAD IN RENOVATION WORK. MR. REINHOLD INFORMED THE BOARD THAT THE REMODELING OF MARTIN MEMORIAL HOSPITAL IN STUART, WHICH WAS DONE IN FIVE PHASES, WAS PROBABLY THE MOST COMPLEX REMODELING JOB THEY HAVE EVER DONE. HE THEN GAVE A DETAILED DESCRIPTION OF SOME OF THE RENOVATION WORK DONE AND STATED THAT THEY BUILT AN INTENSIVE CARE UNIT, REMODELED AND ADDED ONTO THE OB -GYN WING, ADDED TWO-STORY CARE CENTER AND REMODELED THE FIRST AND SECOND FLOORS :XTENSIVELYj ALL WHILE THE FACILITY WAS BEING USED AS A HOSPITAL. MR. REINHOLD CONTINUED THAT THEY ADDED ON TO THE CITRUS MEMORIAL HOSPITAL IN INVERNESS, RENOVATED THE STUDENT CENTER IN INDIAN RIVER COMMUNITY COLLEGE, TYING IT INTO THE EXISTING CAFETERIA, AND ALSO REMODELED THE INTERIOR OF THE EXISTING LIBRARY. OTHER REMODELING PROJECTS INCLUDED MARTIN COUNTY HIGH SCHOOL, ORMOND BEACH .JUNIOR HIGH SCHOOL, AND THE OLD COURTHOUSE IN DELAND, WHERE THEY BUILT A MEZZANINE FLOOR IN THE COURTROOM, ETC. MR. REINHOLD STATED THAT THEY HAVE HAD A GOOD DEAL OF EXPERIENCE DOING REMODELING WORK AND HE FELT THEY KNOW WHAT THEY ARE DOING. ATTORNEY COLLINS ASKED MR. REINHOLD FOR A SUMMARY OF HIM- SELF AND HIS COMPANY. MR. REINHOLD INFORMED THE BOARD THAT HE IS A GRADUATE OF THE UNIVERSITY OF WISCONSIN AND HAS LIVED IN FLORIDA FOR 18 YEARS; HE HAD ABOUT FOUR YEARS EXPERIENCE WORKING IN A LARGE MANUFACTURING COMPANY IN THE ENGINEERING DEPARTMENT AND WORKED THREE YEARS IN WISCONSIN WITH A GENERAL CONTRACTOR. HE CONTINUED THAT HE MOVED TO FLORIDA IN 1962, STARTED HIS OWN COMPANY, AND HAS BEEN IN BUSINESS UNDER THE NAME OF REINHOLD CONSTRUCTION SINCE THAT TIME. MR. REINHOLD NOTED THAT THEY HAVE DONE A VARIED KIND OF WORK - MOST OF IT PUBLIC WORK AND MOSTLY FIXED CONTRACT PRICE WORK. MR. REINHOLD INFORMED THAT BOARD THAT HIS COMPANY BUILT THE REST FACILITIES ON I-95 IN VOLUSIA AND BREVARD COUNTIES, AND THEIR WORK HAS BEEN SPREAD OUT ALL OVER THE STATE. THE ONLY JOB EVER DONE IN VERO BEACH WAS REMODELING THE OLD MOVIE THEATRE. HE CONTINUED THAT THE NUMBER OF EMPLOYEES VARIES WITH THE AMOUNT OF WORK; THEY HAVE THREE ACTIVE PROJECTS CURRENTLY AND A PAYROLL OF 45 PEOPLE, BUT AT OTHER TIMES THEY HAVE HAD AS MANY AS ISD ON THE PAYROLL. MR; REINHOLD STATED THAT HE IS THE PRESIDENT AND CHIEF EXECUTIVE OFFICER OF REINHOLD CONSTRUCTION AND IS 46 YEARS OLD. MR.. SNODGRASS, WHO IS 48, IS THE VICE PRESIDENT, AND THEY HAVE TWO SUPERINTENDENTS, WHO HAVE BEEN WITH THE COMPANY FOR OVER 10 YEARS. IN REGARD TO CAPITALIZATION AND FINANCIAL STATEMENTS, HE NOTED THAT, SINCE THEY ARE PRIVATELY HELD, THEY DO NOT ISSUE FINANCIAL STATEMENTS UNLESS IT IS A REQUIREMENT OF THE CONTRACT. HE POINTED OUT THAT HIS BUSINESS IS BUILDING BUILDINGS AND HE HAS GUARANTEES THAT WILL ASSURE THAT THE BUILDING WILL BE COMPLETED. AS TO QUALITY, MR: REINHOLD FELT THAT THEY DO AS WELL AS OR BETTER THAN 95% OF THOSE THEY COMPETE AGAINST BECAUSE THEY HAVE QUALITY CRAFTSMEN WORKING FOR THEM AND MAKE EVERY EFFORT TO EMPLOY SKILLED SUBCONTRACTORS. COMMISSIONER LYONS EXPLAINED TO MR, REINHOLD THAT THE COUNTY IS VERY SENSITIVE ABOUT THIS MATTER BECAUSE OF THE BAD EXPERIENCE WITH THE BUILDING OF THE NEW HOSPITAL. COMMISSIONER LOY BROUGHT UP THE RECOMMENDATIONS MADE.BY THE CONSULTANT AND ASKED MR. REINHOLD IF HE FELT THERE WOULD BE ANY PROBLEM IN ADHERING TO THE CONSTRUCTION SCHEDULE. MR. REINHOLD INFORMED THE BOARD THAT HE BID IN TWO SEPARATE CONTRACTS FOR SEVERAL REASONS. FIRST, HE DID NOT WANT A CONSTRAINT PUT ON THEM OF HAVING TO WAIT 725 DAYS OR HAVING ANYONE THINK THEY WERE GOING TO TAKE 725 DAYS TO DO THE WORK, WHICH HE FELT WAS WAY TOO LONG A PERIOD OF TIME. HE FURTHER NOTED THAT SHOULD THE CONTRACT BE A COMBINED CONTRACT, THE CONTRACTOR COULD BE PREVENTED FROM STARTING WORK ON THE COURTHOUSE BUILDING FOR ABOUT SIX TO SEVEN MONTHS. HE STATED THAT HE WISHED TO COMMENCE CONSTRUCTION ON BOTH PROJECTS AT THE SAME TIME UNDER SEPARATE CONTRACTS AND WOULD HOPE TO COMPLETE FEB 2 71980 5 s�oK 42, Fou 796 FEB 2 71980 Bou 42 PAu 797 THE RENOVATION OF THE COURTHOUSE WITHIN A NINE MONTH PERIOD AND TO COMPLETE THE ADMINISTRATION COMPLEX IN ABOUT 15 MONTHS. CHAIRMAN SEIBERT FELT THAT WOULD POSE A TREMENDOUS PROBLEM. MR. KONTOULAS NOTED THAT THE PROBLEM INVOLVED IS THAT OF MOVING PEOPLE, BUT POINTED OUT THERE IS A CERTAIN AMOUNT OF OUTSIDE WORK THAT CAN BE DONE. MR. REINHOLD EXPLAINED THAT HE HAS A PROBLEM WITH PRICES GOING UP BECAUSE OF INFLATION, AND CAN `T AFFORD TO WAIT UNLESS THE BOARD IS WILLING TO PAY FOR IT, WHICH IS SPECIFICALLY WHY THEY BID THE JOB AS THEY DID. DISCUSSION ENSUED ON THE PROBLEMS INVOLVED IN RUNNING THE TWO JOBS PARALLEL. COMMISSIONER LOY ASKED WHAT THE BOARDS LAST DECISION WAS IN REGARD TO TRYING TO WORK OUT THE LOGISTICS OF MOVING EMPLOYEES, AND MR. KONTOULAS STATED THAT HE BROUGHT THIS PROBLEM TO THE BOARD'S ATTENTION AND IT WAS DISCUSSED, BUT NOTHING WAS DECIDED. COMMISSIONER LYONS ASKED IF THERE IS A WAY WE CAN ARRANGE TO KEEP THE PEOPLE OUT OF THE WAY AND KEEP THE TWO JOBS GOING, ASSUMING WE HAVE TO LEASE SOME SPACE TO DO IT. MR. KONTOULAS STATED THAT IT IS A MATTER OF RELOCATING THE SHERIFF, SOME OF THE CLERKS PEOPLE AND THE COUNTY COURT, AND THEN YOU COULD START SHUFFLING PEOPLE. HE NOTED THAT IT IS A TIGHT SCHEDULE, CHAIRMAN SIEBERT COMMENTED THAT IT WOULD INVOLVE MOVING SOME PEOPLE OUT TEMPORARILY WHO WILL BE COMING BACK, BUT COMMISSIONER LYONS FELT THE MAIN QUESTION IS WHETHER IT CAN BE DONE. % INTERGOVERNMENTAL COORDINATOR THOMAS COMMENTED THAT MR. AEINHOLD HAS A VERY VALID REASON AS FAR AS INFLATION AND COSTS ARE CONCERNED AND POINTED OUT THAT THE TIME ELEMENT IS ALSO VERY IMPORTANT TO US FROM THE STANDPOINT OF INVESTMENT OF THESE FUNDS AND THE INTEREST RATES ON THE MARKET. HE POINTED OUT THAT WHEN YOU ADD 1/4% ON FOUR MILLION DOLLARS OVER A NUMBER OF YEARS, YOU ARE NOT TALKING ABOUT JUST A FEW DOLLARS, AND INFORMED THE BOARD THAT THE 28 DAY DELAY ON THE BIDS COST US $1,500 A DAY JUST FROM THE INVESTMENT POINT OF VIEW. COMMISSIONER WODTKE COMMENTED THAT WE HAVE TWO SEPARATE CONTRACT BIDS, NOT A COMBINED BID, AND, THEREFORE, WE COULD'AWARD ONE BID OR BOTH THE BIDS. HE NOTED THE CONTRACTOR BID THEM, INTENDING THEM TO BE DONE AT THE SAME TIME, BUT HE FELT SURE THE CONTRACTOR HAS NOT BEFORE BEEN AWARE OF OUR CONSTRAINTS IN REGARD TO MOVING PEOPLE AND HE DID NOT KNOW WHETHER IT WOULD BE FEASIBLE FOR US TO SIT DOWN WITH THE CONTRACTOR AND WORK OUT A SCHEDULED TYPE OF SITUATION - I.E., WHAT PART OF THE BUILDING HE NEEDS AVAILABLE IMMEDIATELY, ETC. MR. SINGH NOTED THAT THE CONTRACT REQUIRES THAT THE SCHEDULE BE COORDINATED WITH THE OWNER, AND AT THE FIRST PRECONSTRUCTION CONFERENCE, THE CONTRACTOR WILL COME UP WITH A SCHEDULE, WHICH CAN BE ADJUSTED TO MAKE IT MUTUALLY SATISFACTORY. THIS CONFERENCE OCCURS WITHIN TEN DAYS OF THE EXECUTION OF THE CONTRACT. COMMISSIONER LYONS ASKED WHY WE DONT DECIDE YES OR NO ON THE ADMINISTRATION. BUILDING NOW, AND ON THE COURTHOUSE SIT DOWN WITH THE CONTRACTOR, ENGINEER, CONSTRUCTION PROJECT REPRESENTATIVE, ETC., BEFORE WE SAY WE CAN LET THE BID TO SEE IF WE CAN WORK OUT THE PLAN. HE NOTED THAT WE HAVE 60 DAYS TO LET THIS BID, AND HE BELIEVED IT BEHOOVES US TO KEEP MOVING. INTERGOVERNMENTAL COORDINATOR THOMAS ASKED WHETHER APPROVING ONLY ONE CONTRACT WOULD PRECLUDE US FROM PROCEEDING AND PROTECTING OUR INVESTMENT POSITION. ARNOLD SCHNEIDER OF WILLIAM HOUGH & CO. STATED THAT IF THE BOARD GOES AHEAD WITH AT LEAST PART OF THE CONTRACT, IT WILL STRENGTHEN OUR POSITION. COMMISSIONER VIODTKE AGREED THAT WE HAVE TO GO AHEAD AND STATED HE IS IN FAVOR OF ACCEPTING THIS CONTRACTOR TO DO BOTH OF THESE JOBS, BUT HE POINTED OUT THAT WE HAVE TO GO THROUGH SITE PLAN APPROVAL ON THIS WITH THE CITY OF VERO BEACH, AND HE DID NOT WANT TO PUT THE CART BEFORE THE HORSE. COORDINATOR THOMAS STATED THAT HE -WAS NOT AWARE THE ENGINEER HAD NOT OBTAINED SITE PLAN APPROVAL, BUT EMPHASIZED THAT FEB 1 7 soon 42 Pck798 7 990 FEB 2 7 0 SON 42 fAcF %9 EVERY DAY WE DELAY, THE $1,500 IS RUNNING, AND THIS IS JUST ON THE INVESTMENT INCOME. MR. SINGH INFORMED THE BOARD THAT MR. SCHLITT HAS STARTED THE SITE PLAN APPROVAL PROCESS. HE NOTED THAT THE PLANS WERE APPROVED BY THE CITY OF VERO BEACH RIGHT AFTER SCHEMATIC DESIGN AND WERE LOOKED AT BY THEIR FIRE PEOPLE FOR CONFORMANCE WITH THE FIRE CODE. COMMISSIONER WODTKE POINTED OUT THAT PARKING, LANDSCAPING, THE TREE ORDINANCE, ETC., ARE ALL PART OF THIS. ASSISTANT ADMINISTRATOR -NEIL NELSON INFORMED THE BOARD THAT HE HAS TALKED WITH CITY PLANNER LES SOLIN, AND HE DID NOT SEE ANY PROBLEM AS LONG AS WE FURNISH THE CITY EVERYTHING THEY NEED. HE NOTED THE ZONING IS APPROPRIATE AND HE FELT THE CONSTRUCTION IS APPROPRIATE, AND CITY PLANNER SOLIN BELIEVED WE COULD GET EVERYTHING TOGETHER AND HAVE IT BEFORE THEIR MEETING ON THE 20TH OF MARCH, WHICH WOULD WORK OUT WITH THE START OF THE PROJECT. INTERGOVERNMENTAL COORDINATOR THOMAS POINTED OUT THAT THAT DOES NOT ALTER THE FINANCIAL ASPECT. COMMISSIONER LYONS SUGGESTED THAT WE AWARD THE CONTRACT ON THE HOSPITAL BUILDING SUBJECT TO THE SITE PLAN APPROVAL. HE FELT IT IS 99% SURE THERE WILL BE NO PROBLEM WITH THE SITE PLAN APPROVAL SINCE THE BUILDING IS ALREADY THERE. COMMISSIONER LOY NOTED THAT THE CONTRACT DOES NOT BEGIN UNTIL YOU ISSUE THE ORDER TO PROCEED, AND MR. SINGH STATED THAT IT WILL TAKE APPROXIMATELY A MONTH FOR THE CONTRACTOR TO BEGIN WORK WITH ALL THE DAYS THAT HAVE TO BE ALLOWED. COMMISSIONER VIODTKE ASKED WHY WE HAVE TO APPROVE THE CONTRACT BEFORE WE GO AHEAD ON THE BONDS, AND COORDINATOR THOMAS EXPLAINED THAT IT GREATLY STRENGTHENS OUR POSITION ON THE RATING WE GET FROM 140ODY ' S . ARNOLD SCHNEIDER FELT THE RATING PROCESS WOULD TAKE AT MOST TEN DAYS WHEN THEY HAVE THE DOCUMENTATION, AND HE STATED THAT, PAR- TICULARLY IN THIS INFLATIONARY ENVIRONMENT, ANY TIME YOU CAN SAY YOU HAVE A MAJOR PORTION OF THE COSTS TIED DOWN, YOU ARE IN A BETTER POSITION. x ATTORNEY COLLINS ASKED IF IT WOULD FIT WELL INTO THE SCHEME OF THINGS IF THE COUNTY WERE TO SIGN THE CONTRACTS ON MARCH 21ST. MR. SCHNEIDER FELT THEY COULD LOOK FORWARD TO A PURCHASE OF THE NOTES BY MARCH THE 12TH, AND COORDINATOR THOMAS NOTED THAT IF THE BOARD AWARDED THE CONTRACT TODAY, THEY THEN COULD PROCEED IMMEDI- ATELY TO GET OUR RATING, AND EVERY DAY ISA DAY SAVED FOR THE ACTUAL ISSUANCE OF THE BONDS THEMSELVES. COMMISSIONER LOY ASKED ARNOLD SCHNEIDER OF WILLIAM HOUGH & CO, IF THEY HAVE EVERYTHING THEY NEED. MR. SCHNEIDER STATED THAT THEY ARE STILL WAITING FOR SOME INFORMATION, WHICH HE BELIEVED IS NOW READY. HE EXPLAINED THAT FROM A DISCLOSURE STANDPOINT, THEY NEED A SUMMARY DESCRIPTION OF THE PROJECT AND AN IDENTIFICATION OF THE VARIOUS COMPONENTS AND COSTS TO BE PREPARED BY CONNELL, METCALF & EDDY. RAN SINGH INFORMED THE BOARD THAT THE SUMMARY DESCRIPTION IS READY; IT HAS BEEN PREPARED, AND HE HAS IT WITH HIM. ATTORNEY COLLINS FELT WHAT THE BOARD IS REALLY CONSIDERING IS A SCHEDULING PROBLEM. HE NOTED THAT WE HAVE 60 DAYS FROM THE OPENING OF BIDS TO AWARD THE CONTRACT, AND IT SEEMS THERE NEEDS TO BE SOME CONVERSATION BETWEEN THE CONTRACTOR AND THE ARCHITECT ABOUT SCHEDULING. HE FELT WE CAN SHOW OUR INTENT BUT STATED THAT HE WOULD LIKE TO SEE THE CONTRACTS AWARDED AFTER SITE PLAN APPROVAL, WHICH HE FELT CAN BE ACCOMPLISHED BY MARCH 20TH. MR. REINHOLD POINTED OUT THAT IF IT IS RUNNING $1,500 A DAY JUST FOR THE COST OF THE MONEY, AS STATED BY THE COORDINATOR, HE FELT THE BOARD COULD APPRECIATE HIS PROBLEM WITH ALL THE FIXED PRICE CONTRACTS WITH WHICH HE HAS TO DEAL. HE THEN WENT ON TO EXPRESS MORE OF HIS THOUGHTS ABOUT A RENOVATION PROJECT, NOTING THAT THEY ARE NOT.GOING TO FIGURATIVELY TEAR THE ROOF OFF THE BUILDING; THEY ARE GOING TO BE MOVING WALLS AND PARTITIONS AND. THE BUILDING WOULD BE ACCESSIBLE TO ALL EMPLOYEES. THEY MIGHT HAVE TO HAVE SOME POWER OUT AND THERE WOULD BE A TIME WHEN YOU WOULDNIT HAVE AIR CONDITIONING, FEB 2 7 19 90 9 em. . , 42 pAcE 800 r FE2 71994 BOOK 42. PtGE $Q1 BUT HE FELT IT IS THE ATTITUDE OF THE PEOPLE IN THE BUILDING THAT CAN MAKE THE RENOVATION WORK OR NOT. HE NOTED THAT THEY ARE NOT GOING TO COME IN AND SHUT DOWN A WHOLE DEPARTMENT WITHOUT NOTICE, AND AGAIN MENTIONED THE COOPERATION GIVEN BY THE STAFF OF THE MARTIN MEMORIAL HOSPITAL AND STATED THAT HE FELT -HIS PEOPLE COULD GO IN AND REMODEL ANY PLACE. COMMISSIONER LYONS ASKED THE ATTORNEY IF HE HAD ANY LEGAL PROBLEM WITH ACCEPTING THE BID FOR THE HOSPITAL RENOVATION CONDITIONED ON THE RECEIPT OF THE APPROVED SITE PLAN, AND ATTORNEY COLLINS STATED THAT HE WOULD NOT LIKE TO SEE THE CONTRACT SIGNED UNTIL WE HAVE RE- CEIVED SITE PLAN APPROVAL, BUT FELT IT COULD BE AWARDED. COORDINATOR THOMAS FELT WE ARE IN A BETTER POSITION EVEN WITH THAT CONDITION. MOTION WAS MADE BY COMMISSIONER LYONS, SECONDED BY COMMIS- SIONER Loy, TO ACCEPT THE BID OF REINHOLD CONSTRUCTION, INC., FOR THE REMODELING OF THE OLD HOSPITAL BUILDING IN THE AMOUNT OF $2,748,000 CONDITIONED UPON RECEIPT OF SITE PLAN APPROVAL FROM THE CITY OF VERO BEACH AND ALSO TO ACCEPT THE ALTERNATE BID OF $400.00 PER UNIT FOR THE WINDOWS; THE CONTRACT NOT TO BE SIGNED UNTIL CONDITIONS ARE MET. ATTORNEY COLLINS COMMENTED THAT IT MIGHT BE WISE TO RESERVE THE RIGHT TO ACCEPT THE SECOND BID WITHIN THE TIME FRAME ALLOWED. COMMISSIONER WODTKE FELT THERE IS NO WAY WE CAN DO ONE JOB WITHOUT ALSO DOING THE OTHER AND THAT THE ONLY REASON WE ARE GOING AT IT THIS WAY IS TO ALLOW THE COORDINATOR TO PUSH AHEAD WITH THE BONDS. HE CONTINUED THAT HE WOULD LIKE TO HAVE AT LEAST A WEEK MORE AND STATED THAT HE DID NOT WANT TO MAKE SOMETHING CONTINGENT ON SITE PLANT APPROVAL THEREBY PUTTING PRESSURE ON THE CITY OF VERO BEACH. HE STATED THAT HE WOULD FEEL MUCH HAPPIER IF WE MAKE SUCH A MOTION TO INCLUDE BOTH OF THE PROJECTS. CHAIRMAN SIEBERT ASKED THE COORDINATOR IF HE CAN PROCEED ONCE THE CONTRACT IS AWARDED, AND MR. THOMAS STATED THAT IF THE BID IS AWARDED, HE CAN PROCEED WITH THE RATING PROCESS IMMEDIATELY. COMMISSIONER LYONS STATED THAT IT WAS NOT HIS INTENTION TO PUT THE WEIGHT ON THE CITY OF VERO BEACH REGARDING THE SITE PLAN APPROVAL. HE FELT THE WEIGHT WAS ON THE COUNTY TO MEET THE REQUIRE- MENTS AND HE SAW NO PROBLEM WITH THE COUNTY COMING UP WITH SATISFACTORY ANSWERS TO WHATEVER THE REQUIREMENTS ARE. COMMISSIONER WODTKE ASKED MR. REINHOLD WHETHER UNDER SUCH AN AWARD HE WOULD TELL HIS SUBCONTRACTOR TO ORDER MATERIALS, AND PSR. REINHOLD STATED THAT HE REALLY COULD NOT UNTIL HE HAS A CONTRACT. HE POINTED OUT THAT IF SOMETHING IN THE SITE PLAN DOESN'T MEET APPROVAL, OBVIOUSLY THE COUNTY WILL HAVE IT MODIFIED SO HE DID NOT SEE WHY EVERYTHING SHOULD BE MADE CONTINGENT ON THAT. MR. KONTOULAS FELT THERE ARE ONLY VERY MINOR THINGS INVOLVED IN THE SITE PLAN APPROVAL THAT CAN BE ADJUSTED EASILY. HE PERSONALLY FELT WE ARE DERAILING THIS PROJECT BY POSTPONING IT SO MANY TIMES. CHAIRMAN SIEBERT ASKED WHO IS RESPONSIBLE FOR NOT GETTING GOING ON THE SITE PLAN APPROVAL ALREADY. MR. KONTOULAS STATED THAT BACK IN SCHEMATIC DESIGN HE NOTIFIED CONNELL, METCALF & EDDY THAT WE WOULD HAVE TO HAVE SITE PLAN APPROVAL, AND THIS WAS POINTED OUT MORE THAN ONCE. COMMISSIONER LYONS POINTED OUT THAT THE BOND PEOPLE ARE SAYING THAT IF WE GET EVEN THIS QUALIFIED APPROVAL, IT WILL GIVE THEM MORE STRENGTH. DISCUSSION CONTINUED ON THE AFFECT AWARDING THE BIDS WOULD HAVE. COMMISSIONER DEESON STATED THAT HE DID NOT SEE WHY WE CANNOT AWARD THE TWO BIDS TODAY AND THEN WORK OUT THE DETAILS SINCE IT IS OBVIOUS WE HAVE TO MOVE SOME PEOPLE. CHAIRMAN SIEBERT FELT WE SHOULD DELAY A WEEK. COMMISSIONER WODTKE ASKED THE ASSISTANT ADMINISTRATOR IF HE COULD GET US, A REPORT AS TO SITE PLAN APPROVAL STATUS WITHIN A WEEK, AND MR. NELSON STATED THAT CONNELL, METCALF & EDDY HAS BEEN CONTACTED BY ARCHITECT JOHN SCHLITT FOR PLANS TO PROVIDE THE VERO BEACH PLANNING DEPARTMENT, AND CITY PLANNER SOLIN WILL BE HAPPY TO WORK WITH US IN ANY MANNER. FE2 719 �0 11 BOOK ' 42 PAIE ur F E B 2 7 19 00 Box PACE 803 COMMISSIONER LYONS NOTED THAT IS ANOTHER WEEK OF DELAY, AND IT SEEMED TO HIM THAT IT DOESNT CHANGE OUR POSITION AT ALL, WHILE ON THE OTHER HAND IT DOES HELP THE FINANCIAL PEOPLE IF WE GO AHEAD AND APPROVE THIS MOTION. HE POINTED OUT THAT THERE ARE TWO DIFFERENT SETS OF FINANCES INVOLVED HERE. COORDINATOR THOMAS NOTED THAT THERE IS A THIRD FACTOR INVOLVED AND ASKED ARNOLD SCHNEIDER ABOUT THE SHORT TERM MARKET TODAY. MR. SCHNEIDER FELT IT IS ABOUT 7-112% RIGHT NOW BUT STATED THERE IS SOME WEAKENING IN THE MONEY MARKET AND TIME IS OF THE ESSENCE. COMMISSIONER LYONS STATED THAT HE WOULD LIKE TO AMEND HIS MOTION TO ADD THE COURTHOUSE BASE BID FOR $689,000 WITH THE UNDER- STANDING THAT THE CONTRACTOR, ENGINEERS AND OUR REPRESENTATIVE WILL GET TOGETHER BETWEEN NOW AND THE 20TH OF MARCH TO MAKE ARRANGEMENTS FOR THE HANDLING OF ANY PEOPLE PROBLEMS THAT COME UP, THIS ALSO TO BE BASED ON SITE PLAN APPROVAL. THERE WAS NO SECOND, AND COMMISSIONER LYONS WITHDREW HIS ORIGINAL MOTION. COMMISSIONER Loy WITHDREW HER SECOND AND STATED THAT SHE AGREED WITH CHAIRMAN SIEBERT THAT WE SHOULD HOLD OFF A WEEK. SHE EXPRESSED GREAT CONCERN THAT WE HAVE NOT HAD SOMETHING FORMALLY IN THE CITY'S HANDS PRIOR TO NOW AND DID NOT WANT TO PUT ANY PRESSURE ON THE CITY OF VERO BEACH, COMMISSIONER LYONS REPEATED THAT WE SIMPLY HAVE THE OBLIGA- TION TO MEET THE REQUIREMENTS OF THE CITY IN WHICH WE ARE BUILDING. COMMISSIONER Loy WONDERED WHAT KIND OF A MOTION THE BOARD COULD MAKE THAT WOULD INDICATE TO OUR CONTRACTOR THAT WE WANT TO AWARD THESE BIDS IN THESE AMOUNTS AS QUICKLY AS POSSIBLE, BUT WE HAVE TO BE ASSURED WE WILL NOT RUN INTO A DELAY WITH THE NECESSARY APPROVALS. ATTORNEY COLLINS FELT THIS COULD BE ACCOMPLISHED BY THE INDIVIDUAL EXPRESSION OF THE COMMISSIONERS. COMMISSIONER LOY FELT WE CAN LOOK TO MARCH 20TH AND THAT SHOULD GIVE US AMPLE TIME TO FIND OUT THAT WE HAVE EVERYTHING READY. CHAIRMAN SIEBERT ASKED, IF WE SHOULD FOLLOW THAT ROUTE AND AWARD THE CONTRACT AS OF MARCH 20TH AND ACTUALLY SIGN THE CONTRACT THE SAME DAY, WHETHER WE COULD SAVE SOME TIME BY GOING AHEAD WITH THE PRECONSTRUCTION CONFERENCE EVEN THOUGH THE CONTRACT HAD'NOT BEEN SIGNED? ATTORNEY COLLINS STATED THAT WE SHOULD NOT GET THE CART BEFORE THE HORSE, BUT FELT THE DISCUSSION IN REGARD TO COORDINATION COULD BE GOING ON, AND RAN SINGH POINTED OUT THAT THERE ARE PAPERS TO BE SIGNED AND SET PROCEDURES TO BE FOLLOWED. LOTION WAS MADE BY COMMISSIONER LYONS, SECONDED BY COMMIS- SIONER DEESON, TO ACCEPT THE BASE BID OF REINHOLD CONSTRUCTION, INC., FOR THE COUNTY ADMINISTRATION BUILDING IN THE AMOUNT OF $2,748,000 AND TO ACCEPT THE BASE BID OF REINHOLD CONSTRUCTION, INC., FOR RENOVATION OF THE COURTHOUSE IN THE AMOUNT OF $689,000 AND THEIR ALTERNATE BID I IN THE AMOUNT OF $400 PER UNIT, CONDITIONED UPON THE RECEIPT OF SITE PLAN APPROVAL FROM THE CITY OF VERO BEACH. COMMISSIONER LYONS COMMENTED THAT THIS IS DONE WITHOUT THE INTENT OF PUTTING ANY PRESSURE ON THE CITY OF VERO BEACH EXCEPT TO HELP US EXPEDITE THE PROCESSING OF THE SITE PLAN APPROVAL. THE QUESTION OF MEETING THE CITY'S REQUIREMENTS IS ONE THE COUNTY HAS TO MEET. HE STATED THAT HE MADE THIS MOTION BECAUSE EVERY DAY WE DELAY JUST COSTS US MONEY ON THE FINANCING, AND BECAUSE OF THE STATE OF THE BOND MARKET, THE CHAIRMAN CALLED FOR THE QUESTION. IT WAS VOTED ON AND CARRIED, WITH COMMISSIONER WODTKE AND CHAIRMAN SIEBERT VOTING IN OPPOSITION. COMMISSIONER WODTKE EXPLAINED THAT HIS NO VOTE IN NO WAY REFLECTS ON THE CONTRACTOR NOR ON THE FINANCING, BUT IS BASICALLY BECAUSE HE DID NOT HAVE THE INFORMATION HE WOULD LIKE TO HAVE HAD AND HAD THOUGHT WOULD BE AVAILABLE PRIOR TO THE AWARDING THE CONTRACT. HE STATED THAT HE WAS NOT SATISFIED WITH THE REPORT FROM THE CONSULTANTS ON THEIR RESEARCH, BUT FELT WE MUST ALL WORK TOGETHER, AND SINCE IT IS THE WILL OF THE MAJORITY TO AWARD THE CONTRACT AT THIS TIME, HE WOULD CHANGE HIS NO VOTE TO AYE. FEB 2 71980 13 aoaK 42 FA,F 804 9QOK 42GE. FEB 2 71980 , CHAIRMAN SIEBERT STATED THAT HE ALSO WOULD CHANGE HIS NO VOTE TO AYE, AND MAKE IT UNANIMOUS. HE CONTINUED THAT HE WOULD LIKE TO HAVE A REPORT NEXT WEDNESDAY ON THE STATUS OF THE SITE PLAN APPROVAL. RAN SINGH INFORMED THE BOARD THAT ON ALL PROJECTS THEY HAVE DONE, IT IS THE OWNER WHO INITIATES THE SITE PLAN APPROVAL, AND THE CONSULTANTS ONLY SUPPLY ASSISTANCE; THE FORMAL APPLICATION HAS TO BE MADE BY THE OWNER. HE NOTED THAT .JOHN SCHLITT HAS WORKED WITH THE VERO BEACH PLANNING DEPARTMENT ON THE LANDSCAPING, AND HE UNDERSTOOD THAT ALL REQUIREMENTS ARE MET. ON MOTION MADE BY COMMISSIONER WODTKE, SECONDED BY COMMIS— SIONER LOY, THE BOARD UNANIMOUSLY'INSTRUCTED THE ADMINISTRATOR TO MAKE CERTAIN THAT THE SITE PLAN APPROVAL IS FILED FOR IMMEDIATELY ON THE RENOVATION OF THE COUNTY ADMINISTRATIVE BUILDING AND THE ANNEX.BUILDINGS. ARNOLD SCHNEIDER INFORMED THE BOARD THAT THE DRAFT OF THE BOND DISCLOSURE, ETC., WILL BE FINALIZED AND SENT TO MOODY'S THE END OF THIS WEEK, AND THEY ARE SHOOTING FOR A MARCH 12TH PRESENTATION OF THE NOTES, THE CLOSING TO OCCUR TWO WEEKS AFTER. THERE BEING NO FURTHER BUSINESS, ON MOTION MADE, SECONDED AND CARRIED, THE BOARD ADJOURNED AT 12:45 O'CLOCK P.M. ATTEST: CLERK cCHAIRMAN