MINUTES OF THE SPECIAL SARASOTA COMMUNITY REDEVELOPMENT AGENCY MEETING OF JUNE 20, 2011 PRESENT: Chair Suzanne Atwell, presiding, Vice Chair Terry Turner, Members Paul Caragiulo, Willie Shaw, and Shannon Snyder, Executive Director Robert Bartolotta, Attorney Robert Fournier, and Deputy Secretary Karen McGowan ABSENT: Secretary Pamela Nadalini, due to a family emergency The meeting of the Community Redevelopment Agency (CRA) was called to order by Chair Atwell at 2:43 p.m. 1. APPROVAL RE: MINUTES OF THE SPECIAL COMMUNITY REDEVELOPMENT AGENCY MEETING OF MAY 2, 2011 (AGENDA ITEM CRA-1) Chair Atwell noted CRA consensus to approve the minutes of the Special CRA meeting of May 2, 2011. 2. APPROVAL RE: AUTHORIZE THE MAYOR AND CITY AUDITOR AND CLERK TO EXECUTE THE AGREEMENT BETWEEN THE CITY OF SARASOTA AND DCL SOUTH CORPORATION (RFP #10-59K) FOR FABRICATION AND INSTALLATION OF WAYFINDING SIGNAGE RELATING TO THE CITY'S WAYFINDING PROJECT (AGENDA ITEM CRA-2) Purchasing Manager Mary Tucker, Financial Administration Department, Project Manager Bill Nichols, Public Works Department, and Senior Planner Clifford Smith, Neighborhood and Development Services, Department, came before the CRA. Mr. Smith gave an overview concerning the history of the development of the City's wayfinding project; and stated that the previous CRA selected Option 5a for the wayfinding signs which would brand the City. Ms. Tucker gave a presentation concerning the Request for Proposals (RFP) process used to select the contractor to fabricate and install the wayfinding signs including the ranking process to shortlist the four of eight companies which submitted an RFP; and stated that the contract includes a not-to-exceed amount. Mr. Nichols displayed pictures of the various wayfinding signs proposed for fabrication on the Chamber monitors and gave a presentation concerning the locations proposed for installation of the wayfinding signs and kiosks. Ms. Tucker stated that Staff requests authorization to amend the not-to-exceed amount from $1,352,000 to $1,562,000 as the quantity of signs has changed; however, the cost per unit will remain the same. The following people spoke: Hidayet Kutat indicating his company, Gulf Coast Signs of Sarasota, was one of the eight companies which submitted an RFP, however, his company did not make the shortlist, but was the only local company which submitted an RFP, and provides a one-year warranty on all signs with an option to purchase an extended warranty and the City will now be paying an additional $400,000 to fabricate the same signs he can fabricate for less. Mary Dougherty Slapp indicating the City had an opportunity to create jobs for the local community by selecting Gulf Coast Signs of Sarasota, she conducted a background check on the quality of work and capabilities of Mr. Kutat to complete a job similar to the job proposed by the City, and she received excellent reviews of his quality of work and his efforts in hiring local workers. Ms. Tucker gave an overview of the ranking given to Gulf Coast Signs of Sarasota. Book 3 Page 31732 06/20/11 2:30 P.M. Book 3 Page 31733 06/20/11 2:30 P.M. Mr. Nichols stated that the criteria included in the RFP was specific as to the type of signs the City was seeking; that the companies which did not submit a detailed bid did not make the shortlist; that the design selected for the wayfinding signs is more a piece of art than a sign; that the City desired the best quality. Executive Director Bartolotta stated that the City's purchasing policies outlines the manner in which the City handles the protest of bids; that Mr. Kutat did not take advantage of the requirements to protest the bid in a timely fashion; that all bids would have to be disregarded to begin a new process to award the contract under a protest situation; that the Purchasing Division sends a letter to all applicants informing of the intent to award the contract; that any person who wishes to protest has three business days to verbally protest and 10 days to follow-up; however, Mr. Kutat did not take advantage of the protest period which has since lapsed. Mr. Smith gave an overview of the specific factors considered in awarding the contract and stated that the applicants who did not make the short list did not reach the standard of competitiveness required by the City. Attorney Fournier stated that the question before the CRA is whether to approve the contract; that the CRA is under no obligation to make any determination concerning the comments made as the applicant made the comments outside the formal bid protest process. A motion was made by Vice Chair Turner, seconded by Member Shaw, and failed by a 2-3 vote with Members Caragiulo, Shaw, and Snyder voting no to authorize the Mayor and City Auditor and Clerk to execute the agreement between the City of Sarasota and DCL South Corporation (RFP #10-59K) for the fabrication and installation of wayfinding signage relating to the City's Wayfinding Project. Member Snyder stated that the City must choose options which are more economical and find more durable wayfinding signage; that the City can decrease the cost by using standardized materials for the support materials of the signage. Mr. Bartolotta stated that Staff can return to the original designer to request the use of more standardized materials to reduce the cost but maintain the same look; that Staff can also present the two options presented approximately one year ago to the previous CRA; that the cost between the two options previously presented was a differençe of approximately 20 percent. Vice Chair Turner stated that the cost difference between the two options previously presented is not sufficient; that the City should seek a greater cost savings such as 50 percent rather than 20 percent. In response to a question for clarification by Mr. Bartolotta asking if the CRA is requesting the consultant to provide multiple options with values sO the CRA can decide what the options are worth, Vice Chair Turner stated that the consultant should provide three options with a 40 to 50 percent cost savings. A motion was made by Member Snyder, seconded by Member Shaw, and carried by a 5-0 vote to direct Staff to find alternative designs for the wayfinding signage which has a cost of at least 40 percent less than the current cost. 3. ADJOURN 0 1 4 Chair Awelladjourned the meeting at 3:33 p.m. SUZANNE ATWELL, CHAIR KAREN/MGGOWAN, DEPUTY SECRETARY