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HomeMy WebLinkAboutDocumentation_Regular_Tab 03_11/17/2005VILLAGE OF TEQUESTA MEETING AGENDA ROUTING SHEET MEETING DATE: November 10, 2005 AMENDED MEETING DATE: /~- i 7- oS SUBJECT: Lighting System at Tequesta Park COVER MEMO ATTACHED: Yes CONSENT AGENDA OR REGULAR AGENDA: Unfinished Business RESOLUTION OR ORDINANCE NUMBER: ORIGINATING DEPARTMENT: Assistant Manager r----._ DEPARTMENT HEAD APPROVAL ~~~Q-~ FUNDING SOURCE: 2005/2006 BUDGET ACCOUNT NUMBER: E(°~ - a-3 n ~ ~~~ . 3 a 3 CURRENT BUDGETED AMOUNT AVAILABLE: $ ti~~'. AMOUNT OF THIS ITEM: $ t / 3 ~~0 ~ BUDGETED BALANCE REMAINING: v/j~ (PIGGYBACK CONTRACT NAME AND # OR COMPETITIVE BID FOR ANYTHING OVER $10,000 -ATTACH 3 BIDS) APPROVALS: FINANCE DIRECTOR VILLAGE MANAGER VILLAGE ATTORNEY (if Needed) Yes PLEASE RETURN TO VILLAGE CLERK TO PLACE ON THE AGENDA INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER FROM: R. GARLO, ASSLSTANT MANAGER ~~ SUBJECT: TEQUESTA PARK LIGHTING DATE: 11 /1 /05 CC: VII,I.AGE MAYOR AND COUNCIL All existing lighting in Tequesta Park was destroyed in last year's hurricanes. This included the following damages: Tennis courts 16 luminaires Baseball fields 481uminaires Basketball courts 8 luminaires Control panel security fencing During our FEMA disaster relief efforts, the Village was approved for this project in the amount of $98,976.00. Also approved was an additional $1,979.52 for Village administrative expenses. The total approved project is $100,955.52. (See attachment 1) Accordingly. FEMA has already disbursed 90 percent of the project funding to an account with the State Department of Community Affairs where it awaits request for reimbursement This amount is $91,057.92. The state of Florida will then disburse an additional 5 percent state match to the Village. State matching funds of $4,552.89 plus FEMA funds of $91,057.92 will provide the Village with a total of $95,610.81 for the project. The state will disburse these funds to the Village as soon as a notice to proceed is given to the approved contractor. Subsequently, the Village is not required to provide payment in advance of the actual reimbursement. Immediately after the hurricanes, the Village solicited quotes for the cost of repair and replacement to all lighting. Because of the nature of the field lighting systems, there was a limited response and two reliable companies responded. Quotes were received from Arlington Electric and Musco Lighting. At the July 2005 council meeting, Council directed staff to proceed with efforts to repair the lighting systems. (See attachment 2) Because of the cost of the repairs, a set of bid documents was prepared and a Request for Proposal was sent out in September 2005. No responses were received at that time. Accordingly, it is staff's recommendation that the repairs be performed by Arlington Electric who provided the most affordable quote. (See attachment 3) • The cost for repairs is as follows: 1. Tennis courts $22,600 2. Baseball fields $88,900 3. Basketball courts $11,700 4. Control panel security fencing $ 2,300 It is staffls request to proceed with items 1,2 and 4. The cost for these repairs would total $113,800. This amount, less the FEMA reimbursement in the amount of $95,610.81, would require an additional $18,189.19 be appropriated for the repairs. The alternative would be to limit the current scope of work to the ball fields and security fencing which would be covered by the allocated FEMA funding. ~: • DATE: 06/15/2005 FEDERAL EMERGENCY MANAGEMENT AGENCY PROJECT APPLICATION SUMMARY (P.2) AttaChP17@11t 1 DISASTER #: 1545 PACKAGE NO: 60 P.A. ID: 099-71525-00 APPLICANT: TEQUESTA, VILLAGE OF PW# VSN CAT INF COST SHR PROJECTED COMPL DATE APPROVED PW AMOUNT 3991 0 G N N 03/04/2006 $98,976.00 Site Number: 1 DAMAGED TEQUESTA PARK FACILITY: TEQUESTA PARK (2280 COUNTY LINE ROAD, JUPITER, FL) FACILITY LOCATION: WORK TO BE COMPLETED BY CONTRACTUAL SERVICES: LIGHTING SYSTEM: SCOPE OF WORK: ~ ~g SPORTS LIGHT POLES AND FIXTURES IN TOTAL (BETWEEN 40' AND 80' HIGH) WITH MULTIPLE {2-8) FIXTURES PER POLE ARE TO BE REALIGNED AND/OR REPAIRED AT TEQUESTA PARK. THE BASKETBALL COURTS NAVE 4 LIGHTS (WITH 2 FIXTURES EACH); THE BASEBALL FIELD HAS 6 LIGHTS (WITH 8 FIXTURES EACH), AND THE TENNIS COURTS HAVE 8 LIGHTS (WITH 2 FIXTURES EACH) IN TOTAL. NOTE: A COPY OF THE LEASE FOR THIS PARK FROM THE STATE WAS INCLUDED IN THE BACK-UP FOR PW# A-005SM FOR THIS APPLICANT (FEMA PW# 1528). ALL BACK-UP DOCUMENTATION IS RETAINED BY THE APPLICANT FOR POSSIBLE FUTURE AUDIT PURPOSES. LIGHTING SYSTEM FOR TEQUESTA PARK IS NOT COVERED UNDER THE VILLAGE OF TEQUESTA INSURANCE POLICY, HELD BY PREFERRED GOVERNMENT INSURANCE TRUST. 1 PW $ AMOUNT ELIGIBLE $ FEDERAL SHARE PWs: $98,976.00 $89,078.40 SUBGRANTEE ADMIN EXP: $1,979.52 $1,979.52 TOTAL: $100,955.52 $91,057.92 GRAND TOTAL: 1 PW $ AMOUNT ELIGIBLE $ FEDERAL SHARE PWs: $98,976.00 $89,078.40 SUBGRANTEE ADMIN EXP: $1,979.52 $1,979.52 GRANTEE TOTAL: $100,955.52 $91,057.92 ADMIN EXP: $455.29 APPROVED BY: JUSTIN DEMELLO DATE: 06/10/2005 pISASTER RECOVERY MANAGER Page 1 of 1 MINUTES -Village Council Regular Meeting 07/14/05 Page 26 Attachment 2 MOTION: Yice Mayor Watkins moved to approve setting the ftrst public hearing date for Wednesday, September 7, 2005 at 6:00 p. m., and the Regular Council Meeting at 7: 00 p. m., in the Tequesta Recreation Center, 399 Seabrook Road; motion passed S-0. 24. .DELETED- 25. Council discussion for Repair of Lighting system at Tequesta Park. Mr. Greg Corbitt, Director of Pazks and Recreation mentioned he had been working with Mr. Dan Gallagher, Risk Manager, and Assistant Manager Robert Gazlo regarding the repair of the lighting at Tequesta Pazk. He indicated Mr. Gallagher had experience with park lighting systems out in California, and Mr. Gazlo had been working with FEMA for reimbursement due to the damage caused by the hurricanes. Mr. Corbitt noted the lighting on all three azeas in the park, which included the basketball court, the tennis court and the front field, needed to be repaired. He commented Staff received two quotes on this project, Musco Lighting and Arlington Electric, because they were the only two companies that would bid the project. He mentioned after meeting with both companies Staff recommended Musco do the lighting for the ballfields and the basketball courts. He indicated the reason Musco was chosen was for their experience, and to focus the lights in the proper directions so there were no dark spots on the fields. He noted Arlington does electrical and can handle the lighting for the tennis court, but lighting for the tennis courts was basic directional lighting. Mr. Corbitt commented the quote received from Musco to do the two areas would be $76,032.00, including a controlled link monitoring system. He mentioned this one time fee included ten year warranty. He noted the only thing during the ten years the Village would be responsible for would be changing out a fuse. He noted Musco would have a tum around time within 24 hours for repairs. He explained the monitoring system would be on 24hrs/7 days a week. He pointed out another quote on the materials was a quote from William Murphy, General Contractors to enclose the electrical area currently in the pazk. He mentioned since being employed by Tequesta he had heard coaches and players were jumping the fence and turning on and -off the lights. He ,explained Staff had tried everything including locking the fence. He suggested adding an enclosure so no one could enter, and the proposed price would be $24,300.00. He noted FEMA would be reimbursing the Village $98,976.00, and the Village could receive 90% of that amount in advance. Council Member Genco asked the cost of lighting the tennis courts. Mayor Humpage responded $30,888.00. Council Member Genco asked if that would be in addition to the $76,032.00. 26 MINUTES -Village Council Regular Meeting 07/14/05 Page 27 Mr. Corbitt responded in summary the total cost would be Musco Lighting - $84,032.00, Arlington Electric - $30,888.00, Musco -Additional wiring for the monitoring system - $10,000.00, and the building enclosure $24,300.00 for a total project cost of $148,420.00. Village Manager Couzzo asked Council for direction on how to proceed, whether they would want to pay for it in this years budget, or budget for next fiscal yeaz. Council Member Resnik asked how much would FEMA pay for reimbursement. Village Manager Couzzo explained 90%. Mayor Humpage noted the Village would be receiving $98,976.00 from FEMA, so there would be a $50,000.00 shortfall. ,Village Manager Couzzo noted FEMA would not be reimbursing for the building enclosure, and that would be deducted before the reimbursement. Mr. Corbitt explained the building would not be eligible for FEMA reimbursement. Council Member Resnik questioned what was being paid by FEMA. Mr. Corbitt noted FEMA would reimburse 90% of the $84,032.00 and 30,888.00; the Village would -pay for the additional wiring and the enclosure. Mayor Humpage mentioned prior to getting elected to Council he maintained the electrical needs at the pazk, and he went through the prices with Mr. Gallagher. He mentioned basically the Village would be spending approximately $115,000.00, in which FEMA would give $98,000.00. He noted the additional fees come from the additional wiring for the .monitoring system. He pointed out ,the advantages of the monitoring system was it actually monitored the system to make sure it was functioning properly, and had built in safeguazds such as phase failure, phase surges, etc. He mentioned before he was on Council he also took care of the tennis court lighting. He noted the equipment had continual problems, because there was not a safeguard system in place. He mentioned the enclosure had been so damaged by everyone that a crow bar was needed to enter the premises. He stressed another thing would be the liability issues, if they could get into the electrical area. He felt if Council was going to spend the $115,000.00 that they should consider spending the additional funds to protect the. Village's investment, because it was a major investment. He noted where the $50,000.00 comes from he was not certain at this time. Council Member Genco asked if the electrical system goes anywhere neaz the pavilion. Mayor Humpage noted it was probably 60 feet away. Council Member Genco commented she noted the Village was going to be doing improvements to the building, and asked if it could be placed in there. Mayor Humpage felt the problem would be the transformer system, and FPL having to redo it. Mr. Corbitt noted he might be able to do better on the price of the enclosure. Council Member Patemo questioned on the Musco proposal for the tennis courts, when he counted up the lights there were only twice as many as the basketball, but the prices were out of alignment, even more than the baseball. 27 MINUTES -Village Council Regulaz Meeting 07/14/05 Page 28 Council Member Paterno felt the $88,000.00 may not be correct. Vice Mayor Watkins noted she thought it was an error also. Mr. Corbitt noted the $88,245.00 quoted by Musco on the tennis courts .included replacement of everything, where as Arlington was only going to replace the fixtures. Council Member Paterno noted Musco would be controlling the lighting system for the basketball and baseball fields, but not the tennis courts. He noted there would be two separate systems. Mayor Humpage indicated the tennis courts were on a separate control system, and that it was remote from the main controller. He noted there was already sufficient .power and that they were currently hurricane rated. Council Member Paterno noted the warranty would take caze of everything except the tennis courts. He asked if the Village would have to fix the tennis courts. Mayor Humpage commented by law Arlington would have a warranty for one yeaz, parts and labor, but did not know what the manufacturer would give on the fixtures. Council Member Paterno handed out some pictures on the enclosure. He mentioned when he visited the site the gate was open -and the lock was unlocked, and there were no locks on any of the boxes. He felt it was very easy for someone to damage or vandalize the area. He noted if it was locked, and a fence placed over the top it would be fixed at a minimal cost. Mayor Humpage explained the gray transformer inside the fence was susceptible to the weather, and felt it would increase the longevity of the equipment to enclose it. Village Manager Couzzo pointed out this was a discussion for Council input, but there was a lot more work that needed to be done, such as plans and specifications on the building. He asked Council if it was something that they wanted Staff to move forward on. Mayor Humpage asked if the Village had received the FEMA money, and whether there was any criteria to secure the money. Village Manager Couzzo noted the Village had not received the FEMA money, and did not know if the criteria required it be done in a certain amount of time. Mayor Humpage commented he would like to see the residents start using the park again. Village, Manager Couzzo agreed, and noted Staff needed to look at some of the alternatives for the building, and put together some firm numbers. Vice Mayor Watkins asked if the Village could proceed with the lighting this yeaz, so the FEMA money could be collected, and build the building out of next years budget. Village Manager Couzzo indicated that was a possibility also. He mentioned he wanted to see how long it was going to take to get the FEMA money. He mentioned if they receive the money in advance, it still could take up to 90 days, which would be in next years budget. Council Member Genco agreed it would come out of next years budget. She asked if the proposed lighting fixtures could be lowered for hurricanes. Mayor Humpage responded no, and explained the cost of the poles that could be lower were very expensive. 28 ~, MINUTES -Village Council Regular Meeting 07/14/05 Page 29 ~ ~~ Mayor Humpage mentioned the proposed fixtures have to be hurricane rated to withstand a hurricane, just like the ones at the tennis courts that were still there. Council Member Paterno commented he was all for doing the lighting immediately, as long as the Village would be reimbursed from FEMA, but that he would like to discuss the building in more detail. Village Manager Couzzo noted Musco was so detailed that .the lights would remain after a hurricane, but they would need to be adjusted. Mayor Humpage summarized it was a Consensus of Council to move forward with the lighting to get-the park hack in operation, but to take another look at what could be saved on the building. XI. ANY OTHER MATTERS Council Member Paterno noted at the March 28, 2005 Council Workshop there was discussion regarding the Council Summary procedures. He asked if the item had been tabled to -the following Council Meeting. Village Manager Couzzo indicated Council had approved the, revised procedures. Council Member Paterno noted Council was to go over the new Goals and Objectives in April for the following budget year. He mentioned that had not been done to date, and asked if it could be placed on the agenda for the next Council Meeting in August. Mayor Humpage noted Council was to give the Village Manager the goals for the upcoming year. Council Member Resnik asked for clarification on the goals, and what was Council trying to achieve since the budget was basically done for next yeaz. Council Member Genco felt it was still an operational priority. Mayor Humpage explained it would not hurt for Council to give some idea of their desires, and if it was not in this coming years budget, it could be placed in 2006/2007 budget. Consensus of Council agreed to place it on the August 11, 2005 Regular Council Meeting agenda. Council Member Genco asked if the pazk attendant could make sure all the locks were locked in the morning and in the evening. Mr. Greg Corbitt, Director of Parks and Recreation agreed to make sure Staff would check the locks, in the mornings and in evenings. XII. ADJOURNMENT MOTION: Council Member Resnik moved to adjourn the meeting; seconded by Yice Mayor Watkins; motion passed S-0. The meeting was adjourned at 10:00 P.M. Gwen Carlisle Village Clerk 29 1d-13-' g5 ID'! ; 9'! rHUCI-HtSl,Hll15 nnr.5n i~IHUU1v ARLINGTON ELE~TRI~ E~rennc:w~ Cc~vrn~c~a~gf Qctober 12, 2005 ARCADIS RMA, Inc. 641 S Lake Worth Road Suite 307 Lake Worth, F133453-2947 Attn: Thomas C. Jensen )tire: 'Village of requests Tequesta Park Lightittg 1. Lighting l~rovcxncnts ~ol~s~savJll ~ -,~ Attachment 3 .... s~•e:K~:.tir~,r S 8VlNG FtoR1QA ~/NCE 19i6b _ _ 1, Tannic Courts - Replscs 16 turninairas SC22,600.00 2.8aseball Field -- Itepltice 48 Luminaires $88,900.00 3. Basketball Coups- Replace 8 Luminaires $11,700.00 4. Control Panel Secwlty Fencing Z 300.00 Total BBSC Bid S 125~SD0.00 lI. Alternate Bid 1tCtn l - No Bid 1. Wire R,;plaacm~t A. Softball Fields *S No Bici B. Basketball CourL~ tS No Bid *No plan or informat~or on w1rSt Size wire is c:aisring. NOTES: I. Pe~ratit Pees not included. II. Replacing lumirtialres with same look as axistiti8. IYI. Photometric®not included, If Headed they cdn be famished for arl additional charge_ A C.A.13. drawing or a iet oI'bluaprints need to ha provided. IY. 1b000 - 2,01- root cEtrtdtcs as shown csn'tbe guaranteed. V, Restoraeion oFdarrtaftsed suePaces not inoludad. Respectfully, Roy A. Wright Sr. 'Vice President RAW/dk Arlington Electric !nc_ 3251 $.E. pixie Hwy, ~ PO box b3 -Stuart, FL 34995 • (772) 287-1353 • 800-330.1353 • www.arlingtonelectricirtt_com LiCtlr-ied ElBttrical Cornraceors • Florida EC0000127 TOTRL P.02 OCT-13-2005 06:48AM FAX:5614338011 Id: PAGE:002 R=96% RESOLUTION NO. 29-05/06 • A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AMENDING THE 2005/2006 GENERAL FUND #001 BUDGET $95,611 BY APPROPRIATING ADDITIONAL FUND BALANCE AND INCREASING REVENUES AND EXPENDITURES TO PAY FOR THE REPAIR OF DAMAGES TO TEQUESTA PARK LIGHTING SYSTEMS ASSOCIATED WITH HURRICANE FRANCES AS FOLLOWS: Revenues: Reimb. FEMA Acct #001-000-369.104 $91,058 Reimb. Florida DCA Acct #001-000-369.106 4,553 $95,611 Appropriated Fund Balance 18,190 $113,801 Expenditures: R & M -Tequesta Park Acct #001-230-546.323 5113,801 WHEREAS, the Village of Tequesta estimates that it will need to increase the General Fund #001 2005-2006 budget $113,801 as a result of estimated costs associated with Hurricane Frances and; WHEREAS, The Village of Tequesta expects the General Fund #001 to be reimbursed approximately $95,611 for such costs and; WHEREAS, The Village of Tequesta needs to appropriate • approximately $18,190 of additional Fund Balance to cover the remaining non-reimbursable costs associated with Hurricane Frances and; NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AS FOLLOWS: A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AMENDING 1'HE 2005/2006 GENERAL FUND #001 BUDGET $113,801 BY APPROPRIATING ADDITIONAL FUND BALANCE AND INCREASING REVENUES AND EXPENDITURES TO PAY FOR COSTS ASSOCIATED WITH HURRICANE FRANCES IS HEREBY APPROVED THE FOREGOING RESOLUTION WAS OFFERED by Councilmember who moved its adoption. The motion- was seconded by Councilmember and upon being put to a vote, the vote was as follows: FOR ADOPTION AGAINST ADOPTION • • The Mayor thereupon declared the Resolution duly passed and adopted this day of, A.D., MAYOR OF TEQUESTA Jim Humpage ATTEST Gwen Carlisle Village Clerk