CITY OF SRASOHA LIFTS STATION NO. 87: 13-34DB PROJECT TEAM MEETING MINUTES July 13, 2015 Item 1: CALLI MEETING TO ORDER (10:00 a.m.) In attendance: Robert Garland (McKim & Creed, Project Manager); Steve Topovski (City of Sarasota, Capital Projects Engineer); Blake Peters (McKim & Creed, Project Engineer); Michael Crumpton (City of Sarasota, Manager of Utilities Engineering); Michelle Robinson (Dialogue Public Relations - Public Outreach). Item 2: APPROVAL OF MINUTES The minutes from the project team meeting of May 11, 2015, were reviewed and approved and will be posted to the dedicated LS 87 website www.lfistation8/.com) and the City of Sarasota website www.arasolagov.com. Item 3: SCHEDULE REVIEW Robert Garland explained that he would like to go over where we stand with this project since our last meeting. He explained that there was a special City of Sarasota Commission meeting on June 8, where the options of open cut VS. micro tunneling were discussed. The commission later voted 5-Oto proceed with micro tunneling process and proceed with Category 3 protection for the facility that currently has the site plan application approval. Item 4: REQUEST FOR INFORMATION (RFI) REVIEW Nothing outstanding for McKim & Creed. Steve Topovski explained that he has outstanding information needed by the procurement team which includes a consultant checklist, bid requirements and bid sheets. There are additional things that McKim & Creed and City of Sarasota need to work on prior to setting up a meeting with the Purchasing Department team. That will be scheduled soon. Item 5: LIFT STATION 87 DISCUSSION Robert explained that he would like to go over an abbreviated presentation (attached to these minutes) and will talk about more detailed schedule issues. This review is from the last special Commission meeting, leaving out the background and just looking to where we are going. The presentation reviewed the project goals, the Commission direction, and explained the alternate alignment, which is currently permitted. He reviewed the benefits of the alternate alignment to the businesses and residents. Steve Topovski reiterated that it is not just the businesses that will benefit from the alternate alignment, it is the residents and pedestrians, service vehicles, fire and rescue, all essential services will benefit from the alternate alignment. Robert reviewed the sequencing of construction, explaining the diversion of flow. He explained that the micro tunneling would be done first to protect the City's investment in the project, not constructing the lift station until the micro tunneling is proven to be successfully completed. He then reviewed the three phases of the construction plan. The estimate of probably cost for each of the three phases was broken down in the slide presentation. Scheduling and time frames were reviewed, which had been presented to the Commission. There will be overlapping phases and bidding, which will minimize the amount of time of the entire project. Robertr reviewed the pre-qualification aspects oft the 36" main, stating that not only technical pre-qualification, but financial, before proceeding. Robert then reviewed the next step for LS 87 and for the 24" main. He stated how important community input is to this project. He expressed his gratitude for the support thus far. Continuing with the slides, there was a review of maintenance of traffic, landscaping at both sites (LS 87 and LS 7), and an ongoing outreach program. Robert went over a preliminary schedule for the project, stating that if we can advertise August 1, we should be able to have a contractor on site approximately February or March 2016. If everything goes on schedule, we anticipate crossing the Bayou September 2016, and when we are successfully under the Bayou at that time, we could advertise for bids for LS 87. The schedule will be refined as we move along, now that we have the green light to move forward. Item 6: GRAVITY SEWER DISCUSSION None Item 7: PUBLIC OUTREACH ITEMS: Michelle Robinson of Dialogue Public Relations reported that there were no calls to the hotline. Inquiries from the Herald Tribune and the Observer were coordinated. Web site analytics were unable to be obtained this morning, but will be presented at the next meeting. Michelle will update the project fact sheet, and will be working on keeping the residents informed as we proceed with the project. Item 8: OUTSTANDING BUSINESS: None Item 9: NEW BUSINESS: Robert Garland stated that they are committed to keeping on schedule, along with City staff. Item 10: CITIZENS' INPUT: David Coe had a few questions regarding the presentation. He questioned the timing of the demolition of the existing lift station and asked if there would be any restrictions of the use of the waterway itself during the work. Robert explained that an environmental team will be monitoring the Bayou and if there is any risk, we want someone there that can shut down the operation, but that it will not impact boat traffic. Susan Chapman asked "what if the microtunnelling fails?" Robert and Steve explained that they are very comfortable with the conditions being great for micro tunneling operations. They explained that there is the potential to open cut if micro tunneling fails, which would require different permitting, different design, and the fact that it would set the project back a year or two. That is not anticipated. The micro tunneling professionals have never had this much information prior to a project, and they are very optimistic. Steve explained that there has been significant exploratory investigation which led to the current risk register for the project. Moving forward, all construction activities have risks. Ongoing activities will be monitored, problems will be addressed ifand when they occur. While there is risk, we are very comfortable that the geologic conditions are very favorable. Specialists will be on-site, looking at pressure, looking at cuttings as they return, they will be in the field to ensure success. Susan Chapman inquired about the possibility of incentives for completing early and penalties for delay. Robert stated that they are looking in to that, and will proceed as City guidelines allow. Robert Garland stated that he appreciated everyone's input, and that they will be working to develop methods from a design and construction standpoint, to reduce time and to minimize the impact to residents and businesses. Item 11: ADJOURNMENT The meeting was adjourned at 10:31 a.m. The next monthly Project Team meeting will be Monday, August 10, 2015 at 10:00 a.m. - 56 a 68 a - 2 OspceyiAve E - € - 6 8 5 - - 5 I - -