OFASTAN mw CCUNTYF SINCE 1872  TOWN OF ASTATULA MAYOR AND TOWN COUNCIL MINUTES  SPECIAL SESSION THURSDAY) JUNE25,2019 TOWN HALL  Having been duly advertised as required by law, Mayor Natale called the Regular Session meeting to order at 7.08pm. The invocation was given by Councilman Mack and the Mayor  led the Pledge of Allegiance. Members Present: Robert Natale, Mayor Mitchell Mack, Vice-Mayor Kimberly Kobera Gayle Sikkema Stephen Cross  Staff Present: Graham Wells, Town Clerk Zachary Broome, Town Attorney Roland Raymundo, Town Engineer David Fox, Grant Administrator Jay Grollman and Sam Elamroussy, from Bessolo Design Group, Inc, Architects (by conference call)  Roll Call was performed, and it was determined that a quorum was present. Councilwoman  Kobera arrived at 6:12 pm. AGENDA REVIEW  There were no amendments to the agenda.  NEW BUSINESS BUILDING.  DISCUSSION ON THE BIDS AND FINANCING OPTIONS FOR THE NEW COMMUNITY The Mayor introduced the attendees both present and by conference Call. He outlined that the Town must select the lowest bid from the four received assuming the bidder meets all the criteria set out in the bid documents. In this case iti is Signature Construction whose base bid is $1,194,649. In addition are twelve additional items totaling $194,678 which if all are accepted brings the grand total for the project to $1,389,327. Any, all or none of the alternates can be selected. The grant funding is $700,000 leaving a shortfall of $494,649 to The Town currently has unappropriated infrastructure funds of $300,000. Since 2017, the town has already paid out $92,709 for design, engineering and grant expenses with an estimated further amount of $45,000 in grant administration and $20,000 in engineering fees yet to be billed. The additional funding required to complete the project would need to  $689,327 depending on the alternates selected.  be sought by the town.  Town of Astatula Meeting Minutes June 25, 2019 Pagelof4    A number of clarifications regarding their bid are being sought from Signature Construction and their response has been requested ahead ofthe Special Council meeting. Atthis point Jay Grollman and Sam Elamroussy from Bessolo Design Group, Inc were conferenced in. The Mayor asked Councilman Mack to give a high-level overview of the proposed building including the base design, alternates, demolition of existing buildings, parking and well. The building will be 5,000 square feet with a fitted warming kitchen, office and two meeting rooms that can be further subdivided by a folding panel door that is a bid alternate. Clerk Wells gave an update on the base bid price which should be $1,194,649 and that on review oft the bid there were a number ofi items which appeared in the wrong slot on the bid proposal and Mr. Grollman had spoken to Signature Construction to clarify. He went over the issues involved and confirmed that there were some documents that were missing from the The Mayor asked whether Mr. Grollman considered the Signature bid to be a qualified bid and to explain what the liquidated damages were. He responded that it was a qualified bid and explained how the liquidated damages worked. He also went over the disparities between the bids for individual line items and stated that the scope of work was very detailed; the overall cost was the figure to focus on. The contractor has to provide a bond for The Mayor stated that Signature Construction was the low bidderand Council has to debate and decide whetherto go ahead with the project with Signature Construction. He asked what additional costs would be incurred to make this a functional building. Councilman Mack responded that there were issues with the well to provide water which would have to be addressed. Ifthe well has tol ber replaced, then the cost would be 57000a51500depemaing The bid alternate for the split block on the sides was discussed as it seemed high in comparison to the front. Mr. Grollman had spoken to the contractor to see why the cost was so high and was waiting for their response. Mr. Fox suggested that the project be awarded, and the cost of the sides be dealt with as a change order which would have to be approved Discussion ensued on the ongoing running costs of the building, the additional cost for equipment, table, chairs etc., the cost of the loan financing and the repayment period of the loan. The Mayor asked whether Council was happy to go into debt to the level needed to proceed with the project. The consensus was that we were well into it and should proceed to complete it particularly as the grant will pay half oft the construction costs. The Twelve bid alternates were discussed and the decision to include them or not is shown  Councilman Koberaa also joined the meeting.  proposal which would have to be provided.  the full construction value which guarantees the completion of the project.  on the depth.  by the DEO.  below.  Town of Astatula Meeting Minutes June 25, 2019 Page2of4    Alternate No. 1 Alternate No. 2 Alternate No.3 Alternate No.4 4 Alternate No. 5 Alternate No. 6 Alternate No. 7 Alternate No. 8 Alternate No. 9 Alternate No. 10 Alternate No. 11 Alternate No. 12  Interior/ Exterior Cameras Split Face Block on Sides Ceiling Mounted Projectors Stainless Steel Wainscoting Dimmable LED Lighting Additional 20 Parking Spots Folding Panel Door Underground Electric Service Additional Parking Spots Standard Plumbing Fixtures Relocating the Existing Pavilion Relocate the existing Bathrooms  $7,344 $68,665 $12,148 $ 2,160 $ 4,627 $35,329 $30,283 $12,362 $15,660 $-1,900 $ 6,500 $ 1,500  NO YES NO YES YES YES YES NO NO NO NO YES  (Iti was decided that these could be installed at a later time) (It was felt that the overall cost fort this will be around. $34,000)  (The wiring will be installed at build out. The equipment can be installed later)  (This must be partofthe structural build out and affects the use ofthe building) (This would only bej for aesthetics as the supply comes to the rear ofthe building) (Itv was felt that there would bes suficient parking with the 20 extra spots inl No. 6)  (This was to keep the Vandal proofPlumbing. Fixtures)  (Iti was agreed to dismantle and store the structure at the cost to the Town) (Thel bathrooms would bei relocated to the bottom ofthel hill)  The total cost of the bid alternates chosen to be included was calculated to be $142,564 which when added to thel base cost of$1,194,649 takes the cost oft the project to $1,337,213. Att this point tai motion was: sought to accept the lowl bid from Signature Construction with the  alternates as chosen and to move forward to look at financing options. MOTION by Councilman Mack, so moved; SECONDED by Councilman Cross  Al Roll Call Vote was taken  Cross Mack Kobera Sikkema Yes Natale MOTION CARRIED 5-0  Yes Yes Yes No  Councilman Cross reiterated that this was a vote to move forward with financing and that there would be a further vote to approve the contract and a decision toj proceed at that time. BUY OUTOFLEASE. AND REPLACEMENT OF KONICA-MINOLTA PRINTER, COPIER,FAX The Town is two years into a five-year lease on the Konica-Minolta Copier/Fax/Scanner. in town hall. The unitis very un-userfriendy, slow toj print from the networkand missing some basic functionality. The representative from NA Office Solutions who provided the machine  INTOWNHALL  came in and we told him we were unhappy with it.  Town ofA Astatulal Meeting Minutes June 25, 2019 Page3of4    He took our criticism and came back with a proposal that would release the town from the existing lease and enter a new five-year lease with a new Canon model C3525I. The unit has much newer technology and would better serve the current needs of the staff. Although the monthly lease payment is higher than present, the price per copy is greatly reduced, (50% for B &W and 31% for color) bringing the overall increase to around $24 per month based on current usage. As we increase the usage with more regular newsletters and billing for water, it will likely save money in the future. Itwill also get used more instead of the one in the Clerk's office where we pay separately for toner which is much more expensive.  Following some discussion, a motion was requested.  MOTION by Councilwoman Kobera to replace the copier as requested; SECONDED by  Councilman Mack Against: NONE MOTION CARRIED 5-0 REVIEW  For: Cross, Mack, Kobera, Sikkema, Natale  a. Items for Workshops and possible dates - Budget Workshopsetfor/uly15,2019at  6:00 pm  b. Noi items were put forward for the next Council meeting. COUNCIL MEMBER MISCELLANEOUS COMMENTS- NONE  Review of items needing Special Meetings and possible dates NONE  ADOURNMENT  There being no further business Mayor Natale adjourned the meeting at 8:24 pm.  Robert C. Natale. Mayor ATTEST:  IE  Town Clerk  DRAIE    1927  Town ofA Astatula Meeting Minutes June 25,2019 Page4of4