[Call to Order]
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GOOD MORNING AND GOOD EVENING, EVERYBODY.
WELCOME TO OUR LAST VIRTUAL WORKSHOP IT IS 5 P.M.
CITY CLERK, PLEASE CALL THE ROLL.
GOOD EVENING, COMMISSIONER BOLTON.
GOOD EVENING. THANK YOU, COMMISSIONER GELIN.
COMMISSIONER PLACKO. VICE MAYOR VILLALOBOS.
THANK YOU. IF EVERYONE WOULD PLEASE STAND COMMISSIONER BOLTON, PLEASE LEAD US IN THE PLEDGE OF ALLEGIANCE.
AND NOW WE WILL I WILL TURN THIS OVER TO THE CITY MANAGER TO BEGIN OUR WORKSHOP AND JUST
[1. Update - Capital Projects]
FOR EVERY BODIES INFORMATION. WE HAVE A HARD STOP AT 5:55.THANK YOU VERY MUCH. THANK YOU, MADAM MAYOR WITH THAT HARD STOP IN MIND.
I'LL BE BRIEF. WE ARE STARTING THE BUDGET PROCESS EARLY WITH THE COMMISSION THIS YEAR.
WE HAVE WORKSHOP TIME SCHEDULED BEFORE THIS MEETING IN THE NEXT TWO MEETINGS BEFORE WE GET INTO OUR JUNE BUDGET MEETINGS WITH YOU TONIGHT, WE WANT TO TALK ABOUT THE CIPA PROCESS AND WE WANT TO REVIEW THE CITIES THAT HAVE BEEN APPROVED IN THE PAST.
AND ARE PROPOSAL, WE HAVE A FAIRLY EXTENSIVE PRESENTATION FOR YOU THIS EVENING SAME THING THAT CHRISTINE AND KATHLEEN ARE GOING TO LEAD.
AND SO WITH THAT, I'LL HAND THE BALL OVER TO KATHLEEN AND SHE'LL GET US STARTED.
THANK YOU, MIKE. THANK YOU, MAYOR.
GOOD EVENING, MAYOR AND COMMISSIONERS.
CHRISTINE, WOULD YOU PULL THE PRESENTATION UP? THANK YOU. OK, SO NEXT SLIDE, PLEASE.
AS MIKE SAID, WE WANTED TO HAVE A LITTLE TIME TO DISCUSS THE CIP PROCESS AND PROJECTS SO THAT WHEN WE COME TO DISCUSS THE ENTIRE BUDGET WITH YOU NEXT MONTH, YOU'LL HAVE HAD THE BENEFIT OF LOOKING AT THE PROJECT A LITTLE BIT SOONER.
SO THE AGENDA FOR THIS PRESENTATION WILL BE TO GO THROUGH WHAT IS THE CAPITAL IMPROVEMENT PLAN? WHAT IS A CAPITAL IMPROVEMENT PROJECT, THE STEPS TO BUILDING A CAPITAL IMPROVEMENT PROJECT, EXAMPLES OF CURRENT CAPITAL IMPROVEMENT PROJECTS AND THE FISCAL YEAR.
TWENTY TWO TO TWENTY SEVEN PROPOSED CAPITAL IMPROVEMENT PLAN.
SO THAT'S WHAT WE'LL BE GOING THROUGH.
AND I'LL BE FOLLOWING ME WILL BE CHRISTINE, KEITH, JACK AND JACK.
OK, WHAT IS THE CAPITAL IMPROVEMENT PLAN? IT'S A LONG RANGE FUNDING PLAN THAT ENABLES US TO ACQUIRE CONSTRUCT OR WE HAVE MAJOR CAPITAL ASSETS.
IT EVOLVES AS IT'S REEVALUATED ANNUALLY.
WE LOOK AT PROJECTS OVER MANY YEARS AND SO THAT'S WHY WE NEED THE FUNDING THAT WILL GO ALONG WITH MANY YEARS TO.
AND A LOT OF THESE PROJECTS REQUIRE A LOT OF UPFRONT, UPFRONT PLANNING.
IT COVERS ONE BUDGET YEAR IN WHICH WE APPROPRIATE THE FUNDING IN THAT BUDGET YEAR FOR THESE THESE THESE PROJECTS AND FIVE FORECAST YEARS.
SO EACH YEAR WE REEVALUATE WHAT WE THOUGHT WE WOULD DO NEXT YEAR AND KEEP TAKING INTO CONSIDERATION DIFFERENT FACTORS.
THE CAPITAL IMPROVEMENT PLAN SERVES TO EVALUATE THE NEED, THE TIMING AND AVAILABILITY, THE AVAILABILITY OF FUNDING FOR VARIOUS PROJECT PHASES.
SO A CAPITAL IMPROVEMENT PROJECT IS NEW CONSTRUCTION, RENOVATION, THE ACQUISITION OF ASSETS, INFRASTRUCTURE IMPROVEMENTS AND ONE TIME CAPITAL PROJECTS WHICH HAVE A VALUE GREATER THAN FIFTY THOUSAND, AND IT EXPECTED LIFE LONGER THAN ONE YEAR.
ANYTHING THAT FALLS OUTSIDE THOSE PARAMETERS ISN'T CONSIDERED A CAPITAL PROJECT.
SO THAT'S WHAT IS PRELIMINARY IN ORDER FOR SOMETHING TO BE CONSIDERED A CAPITAL IMPROVEMENT PROJECT. THE REASON WE DO CAPITAL IMPROVEMENT PROJECTS IS SO THAT WE CAN IMPROVE THE QUALITY OF LIFE FOR OUR RESIDENTS.
WE WHAT FALLS INTO THIS CATEGORY ARE NEW ASSETS.
ANY TIME WE BUILD NEW BUILDINGS, PARKS, ROADS, ETC.
THOSE ARE CAPITAL IMPROVEMENT PROJECTS.
WHETHER WE UPGRADE OR REPLACE A MAJOR CITY ASSET THAT'S CONSIDERED A CAPITAL IMPROVEMENT PROJECT, ANYTHING TO EXPAND OR MODERNIZE THE CITY INFRASTRUCTURE, WHETHER IT'S SEWER, WATER, STORMWATER, ALL OF THESE THINGS ARE CONSIDERED CAPITAL IMPROVEMENT PROJECTS.
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IF THEY COST MORE THAN FIFTY THOUSAND AND HAVE AN EXPECTED LIFE LONGER THAN ONE YEAR, WHY WE DO THEM IS SOMETIMES OUR STUFF GETS OLD, AS WE ALL KNOW.AND OFTEN BY DOING A NEW PROJECT, WE ACHIEVE EFFICIENCIES AND SAVE MONEY IN OPERATING COSTS AND THINGS LIKE THAT.
BUT ALSO THERE'S NEW NEEDS THAT WE'VE DEVELOPED AS A COMMUNITY.
WE'VE COME TO UNDERSTAND THAT WE NEED NEW PARKS THAT WE CHARGE IMPACT FEES FOR THINGS LIKE THAT. SO IT ALL GOES WITH THE CITY GROWING AND US BEING ABLE TO KEEP UP THE QUALITY OF LIFE FOR OUR RESIDENTS. NEXT NEXT SLIDE, PLEASE.
SO IT'S REALLY NOT AN OPTION IN MANY WAYS THAT THE CITY SHOULD HAVE A CAPITAL IMPROVEMENT PLAN. INSTEAD, IT'S GOVERNED BY THE CITY CHARTER, AMONG OTHER THINGS.
BUT WHAT THE CHARTER SAYS IS THAT WE SHALL PREPARE AND MAINTAIN A CAPITAL PROGRAM PURSUANT TO CHAPTER ONE.
SIXTY THREE OF THE FLORIDA STATUTES.
SO IT'S NOT ONLY THE CITY CHARTER, BUT IT'S ALSO THE STATE STATUTES THAT REQUIRE US TO DO THIS. AND WE'VE LISTED HERE A NUMBER OF THE STATUTES THAT APPLY TO ALL OF THESE CAPITAL PROJECTS TO JUST TO KIND OF DEMONSTRATE THE FULL COMPLEXITY THAT IS THAT GOES INTO ACTUALLY GETTING THINGS BUILT, WHICH MAY SEEM LIKE THEY TAKE A LONG TIME OR A LITTLE OVER THE TOP AS FAR AS REQUIREMENTS.
BUT WE ARE GOVERNED BY STATE STATUTES.
AND THOSE STATUTES, LIKE I WAS SAYING, THE IMPACT TIMELINES, TRANSPARENCY IN HOW THE CITY CONDUCTS BUSINESS AND WE DON'T HAVE ANY SAY OVER THAT.
NEXT SLIDE, PLEASE. SO WHAT WE'RE GOING TO GO THROUGH AND I'M GOING TO HAND IT OFF TO CHRISTINE AFTER THIS SECTION IS THE STEPS TO BUILDING A CAPITAL IMPROVEMENT PROJECTS JUST TO GIVE YOU A FEEL FOR THE LENGTH OF TIME THAT THESE THINGS TAKE AND ALL OF THE ALL THE STEPS THAT HAPPEN EVEN BEFORE THEY'RE BROUGHT TO THE COMMISSION FOR DISCUSSION OR AFTER THE FACT, ALL THE THINGS THAT WE NEED TO DO TO MAKE SURE THAT WE COMPLY WITH THE RULES AND REGULATIONS. SO CHRISTINE IS GOING TO TALK ABOUT PLANNING.
KEITH WILL TALK ABOUT PROCUREMENT.
JACK, WILL DO DESIGN, PERMITTING AND CONSTRUCTION AND THEN JACK WILL TAKE IT FROM THERE.
SO THANK YOU. AND WITHOUT FURTHER ADO, I INTRODUCE CHRISTINE CAJUSTE, DIRECTOR OF FINANCIAL SERVICES. COULD YOU JUST GIVE ME ONE SECOND, I HAVE TO RESTART.
WE'RE GOING TO TALK A LITTLE BIT ABOUT THE PLANNING.
HERE IS A LITTLE BIT ABOUT THE PROCESS, THE DEPARTMENT ACCESS THE CAPITAL IMPROVEMENT NEEDS FOR THE NEXT FISCAL YEAR.
THEY ALSO PROJECT FOR ADDITIONAL TWO YEARS.
THEY THEN SUBMIT THE CIP RANKING FORMS. THESE PROJECTS INCLUDE PROJECTS WITH COSTS OR TIME REVISIONS OR PROJECTS WHICH ARE NEW FOR THE FISCAL YEAR. THE ENGINEER OR THE PROJECT MANAGERS APPROVE THE SCOPE AND TIMELINE AND ESTIMATES THE COST OF THE PROJECT.
THE CIP COMMITTEE THEN NEEDS TO REVIEW AND MAKE FUNDING RECOMMENDATIONS TO BE INCLUDED IN THE CITY MANAGER'S PROPOSED BUDGET.
THE CITY MANAGER REVIEWS AND MAKES MODIFICATIONS IF NECESSARY.
THE BUDGET OFFICE THEN COMPILES THE INFORMATION INTO A CIP PLAN, AND THIS IS INCLUDED IN THE CITY MANAGER'S PROPOSED BUDGET FOR THE CITY COMMISSION WORKSHOP.
ANY NEEDED CHANGES THAT RESULT FROM THE WORKSHOP IS INCORPORATED INTO THE TENTATIVE BUDGET AND CONSIDERED AT THE FIRST PUBLIC HEARING IN SEPTEMBER.
THE CIP PLAN AND BUDGET IS ADOPTED AT THE SECOND PUBLIC HEARING WHEN THE BUDGET IS APPROVED. THERE ARE SEVERAL WAYS TO FUND THE CIP.
THE BUDGET WE BUDGET THE FUNDS NEEDED WHEN THE PROJECT IS READY TO GO.
THIS IS NOT ALWAYS FEASIBLE, ESPECIALLY IF YOU HAVE A REALLY LARGE PROJECT.
WE CAN USE REVENUE BONDS AS A MATTER OF FACT, WE USE REVENUE BONDS TO FUND SOME OF OUR [INAUDIBLE] WATER'S EDGE PARK AND FIRE STATION 36 IN 2018, WE CAN USE GENERAL OBLIGATION BONDS. GO BONDS FOR SHORT.
OUR LAST YEAR GO BOND WAS IN 1998 FOR 3.2 MILLION TO CONSTRUCT THE TAMARAC COMMUNITY CENTER. WITH THE REVENUE BONDS, WE ARE SUBJECT TO CERTAIN CAPACITY RESTRICTIONS RELATED
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TO DIRECT DEBT PER CAPITA COVERAGE RATIOS AND OTHER ISSUANCES THAT ARE OUTSTANDING.IN OTHER WORDS, WE MUST HAVE ENOUGH REVENUES NET OUT OF THE COST OF ESSENTIAL SERVICES TO SUPPORT THAT SERVICE OF NEW LOANS.
IN TERMS OF GO BONDS, THEY REQUIRE VOTER REFERENDUM AND IT WILL BE VOTED MILLAGE THAT PAYS FOR THE DEBT SERVICE.
OUR 1998 GO BOND WAS JUST PAID OFF IN FISCAL YEAR 2017.
AND WITH THAT, I'LL HAND IT OVER TO KEITH.
I'M GOING TO HANDLE THE PROCUREMENT ASPECT OF THIS PRESENTATION AND GO TO THE NEXT SLIDE.
THE PROCUREMENT PROCESS IS GOVERNED, ARE IMPACTED ON MULTIPLE LEVELS, LEGISLATIVE CONTROL, WE HAVE FLORIDA STATE STATUTES, WE HAVE THE CITY CHARTER, WHICH HAVE REQUIREMENTS FOR PUBLIC BIDDING, AND THEN OUR TAMARAC PROCUREMENT CODES INCLUDED IN SECTION ARTICLE FIVE OF THE SECTION SIX.
SEQ. OF THE TAMARAC THE CODE, THE CITY CODE AND THE ISSUES THAT ARE GOVERNED BY THE STATE, FOR INSTANCE, IMPACT OUR TIMELINE, HOW WE DO BUSINESS.
NEXT, WE'RE GOING TO GIVE YOU THIS IS A BIT OF A FLOWCHART.
NOW I'M GOING TO START EXPLAINING IT FROM STEP ONE, WE DON'T HAVE THAT MUCH TIME, DO WE? ANYWAY, THIS IS JUST AN IDEA OF SOME OF THE REQUIREMENTS THAT WE HAVE TO DEAL WITH.
AND EACH ONE OF THEM, WE'VE TRIED TO MAKE THEM AS SHORT AS POSSIBLE, BUT IN ORDER TO PUT OUT A GOOD PRODUCT, WE NEED TO TAKE THE TIME THAT WE NEED TO TAKE AND WE NEED TO.
IN MANY CASES, WE'RE GOVERNED BY THE STATE STATUTE.
WHEN WE LOOK AT HOW LONG THE BIDS OR PROPOSALS ARE ALLOWED TO BE ON THE STREET, WE ACTUALLY MAY HAVE TO MAKE THEM AVAILABLE TO THE BIDDING COMMUNITY FOR MAYBE 30 DAYS OR MORE, DEPENDING ON THE VALUE OF THE PROJECT.
SO WE HAVE TO MAINTAIN COMPETITIVENESS.
WE HAVE TO BE TRANSPARENT AND WE HAVE TO ESTABLISH BASICALLY A FAIR PLAYING FIELD.
WHAT YOU SEE IN THIS PARTICULAR FLOWCHART IS YOU ACTUALLY SEE THE GUIDELINES FOR A DESIGN BID BUILD PROJECT, DESIGN BUILD PROJECT, AND USING OUR CONTINUING SERVICES AGREEMENTS, WHICH WILL BE DISCUSSED A LITTLE BIT LATER ON BY JACK OR JOHN DURING THEIR PORTION OF THIS DISCUSSION. SO I'M GOING TO GO ON TO THE NEXT SECTION.
OK. READY FOR NEXT SLIDE? WELL, THAT WOULD BE OK.
ONE IS WHAT WE CALL DESIGN BUILD AND THAT TAKES ABOUT ONE HUNDRED AND THIRTY FIVE TO TWO HUNDRED AND TEN DAYS TO GET TO DESIGN CONSTRUCTION.
AND WHAT THAT MEANS IS WE FIND ONE CONTRACTOR, NORMALLY A JOINT VENTURE OF A CONTRACTOR OR AN ARCHITECT OR ENGINEER THAT ACTUALLY COME TOGETHER AND THEY THEY PARTNER.
AND WHEN WE ARE TRYING TO ACTUALLY BUILD THE PROJECT, WHEN THEY'RE DESIGNING THE PROJECT, THEY'RE ABLE TO WHAT WE CALL VALUE ENGINEER IN MANY CASES, FIND MORE EFFICIENT AND EFFECTIVE WAYS TO REDUCE COSTS FOR THE CITY AS THEY'RE GOING THROUGH THE ACTUAL DESIGN PROCESS. IT TAKES A LITTLE BIT LONGER BECAUSE THE TRADITIONAL DESIGN BID BUILD PROCESS, WHICH IS THE NEXT VERSION, USUALLY TAKES ABOUT TWO HUNDRED AND SEVENTY TO ABOUT FOUR HUNDRED AND EIGHTY DAYS TO GET TO CONSTRUCTION OR TO GET THROUGH CONSTRUCTION.
AND THE DESIGN BID BUILD PROCESS INVOLVES IT'S HAVING TO GO AND FIND THE CONTRACTOR TO ACTUALLY DESIGN THE PROJECT.
WE USUALLY USE AN ENGINEERING FIRM OR AN ARCHITECTURAL FIRM, SOME OF THEM DEPENDING ON THE VALUE WE'RE ABLE TO ACTUALLY USE WHAT WE CALL A CONTINUING SERVICES AGREEMENT, WHICH IS A MULTIPLE AWARD OF ARCHITECTS AND ENGINEERS, WHICH IS PERMITTED BY WHAT'S CALLED THE CCNA OR CONSULTANTS COMPETITIVE NEGOTIATION ACT AND STATE STATUTE.
AND THERE ARE SOME VERY, VERY STRICT CONSIDERATIONS ON WHAT WE HAVE TO WHAT WE HAVE TO LOOK AT AND WHAT WE HAVE TO CONSIDER WHEN WE ARE USING THAT STATUTE.
SO WE HAVE IN THAT CASE, WE HAVE TO WE HAVE TO FIND A DESIGN FIRM FIRST.
WE WOULD HANDLE THAT THROUGH THE CONTINUING SERVICES CONTRACT.
OR IF IT'S A LARGER AMOUNT, SAY THE CONSTRUCTION IS OVER FOUR MILLION DOLLARS.
WE ACTUALLY HAVE TO CREATE A SPECIFIC SEPARATE SOLICITATION FOR THE DESIGN FIRM.
AND SO THAT PROCESS TAKES QUITE A BIT LONGER WHEN WE HAVE TO HIRE THE DESIGN FIRM THROUGH
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A COMPLETELY SEPARATE PROPOSAL PROCESS.AND THEN WE HAVE TO ONCE THE DESIGN IS CREATED, WE INCORPORATE THAT DESIGN INTO OUR SPECIFICATIONS AND THEN WE ISSUE A AN INVITATION FOR BID OR REQUEST FOR PROPOSAL FOR THE CONSTRUCTION OF THE PROJECT.
AND SO THEN THE CONTRACTORS PREPARE A PROPOSAL, THE BIDS FOR THAT CONSTRUCTION PROJECT, SUBMIT THEM, AND THEN WE MAKE AN AWARD BASED ON THOSE PARTICULAR RESPONSES.
ANOTHER ANOTHER ITEM, ANOTHER METHODOLOGY WE CAN USE IS CALLED PIGGYBACKING.
WE DON'T USE IT EXTREMELY OFTEN IN CONSTRUCTION, BUT WE'RE FINDING MORE AND MORE APPLICATIONS. FOR INSTANCE, WHEN WE WHEN WE'VE DONE SILVER LINING WITH THE SPECIAL LINER UNITS, WE PIGGYBACKED A FIRM THAT'S GOT A CONTRACT WITH ONE OF THE NATIONAL CONSORTIUMS. WE CAN USE ANY GOVERNMENT AGENCY THAT'S GOT A CONTRACT THAT'S VIABLE.
THE CONTRACT HAS TO HAVE BEEN COMPETITIVELY BID.
IT HAS TO BE FOR A SCOPE OF WORK THAT'S ALMOST EXACTLY AS OURS.
OR WE CAN USE A STATE CONTRACT.
WE CAN USE GENERAL SERVICES ADMINISTRATION OR ANY OF THE LARGER CONSORTIUM GROUPS TO PIGGYBACK CONTRACTS ARE GOING THROUGH A LOCAL ENTITY.
SO I THINK THAT'S THAT'S THE END OF MINE.
WE'RE GOING TO GET TO HEAR A TREAT WITH THE PRESENTATION BY JACK STRAIN.
WHAT I'M GOING TO TALK ABOUT IS THE PERMITTING AND CONSTRUCTION PORTION.
NEXT SLIDE, PLEASE. PERMITTING.
WE HAVE TO DO ALL TYPES OF DIFFERENT PERMITTING, DEPENDING ON WHERE THE PROJECT IS, WHETHER IT BECOMES A PROJECT THAT INVOLVES RIGHT AWAY, ETC..
BUT FIRST OF ALL, WE OBVIOUSLY HAVE A PERMITTING PROCESS THROUGH THE CITY OF TAMARAC AND OUR BUILDING DEPARTMENT. AND OBVIOUSLY WE HAVE A VERY GOOD WORKING RELATIONSHIP WITH THEM. AND SO WE HAVE AN ABILITY TO SOMEWHAT CONTROL THAT PROCESS.
BUT WHEN WE WORK WITH AN INTERGOVERNMENTAL AGENCIES, YOU KNOW, IT'S OUT OF OUR HANDS.
AND WHAT WE HAVE HERE ARE TYPICAL TIMELINES FOR BROWARD COUNTY ENGINEERING.
TRAFFIC PERMITS, 60 TO 90 DAYS.
FLORIDA DEPARTMENT OF TRANSPORTATION, 30 TO 60 DAYS.
SOUTH FLORIDA WATER MANAGEMENT DISTRICT, 90 TO 100 DAYS, 120 DAYS EXCUSE ME, DEPARTMENT OF ENVIRONMENTAL PROTECTION.
NINETY TO ONE HUNDRED AND TWENTY DAYS.
AND THE ARMY CORPS OF ENGINEERS.
TWO HUNDRED AND SEVENTY TO THREE HUNDRED AND SIXTY FIVE DAYS.
AND THESE ARE JUST A NORMAL TURNAROUND TIMES EXPECT TURNAROUND TIMES, BUT FOR EXAMPLE, WE'RE DOING A PROJECT, A STORMWATER PROJECT FOR A STABILIZATION BANK STABILIZATION, A PROJECT ON THE C14.
AND WE'RE OBTAINING A PERMIT FROM SOUTH FLORIDA WATER MANAGEMENT DISTRICT.
WE ARE AT ONE HUNDRED AND TWENTY DAYS NOW AND WE DO NOT HAVE THE PERMIT AND WE PROBABLY DON'T FORESEE GETTING THAT PERMIT FOR ANOTHER 30 TO 60 DAYS.
SO THOSE THOSE NUMBERS DON'T ALWAYS FALL INTO OUR ESTIMATED SCHEDULE TIME PERIODS.
AND UNFORTUNATELY, WE HAVE NO CONTROL OVER THEM.
AND SO WE'RE PRETTY MUCH AT THE WHIMS OF THE GOVERNMENTAL AGENCIES AND HOW THEY'RE REACTING TO OUR APPLICATIONS.
WE ALSO HAVE EASEMENT ISSUES, OBVIOUSLY, DEPENDING ON THE TYPE OF PROJECT, BUFFER WALLS, COMMUNITY SIGNS, ART INSTALLATIONS OFTEN REQUIRE EASEMENTS IN ORDER TO ACTUALLY PLACE THE PROJECTS. WE HAVE UTILITY PERMITS THAT WE HAVE TO GET THROUGH THE UTILITY CARRIERS FOR, FOR INSTANCE, TEPHFORD PARK, THE DOG PARK, ANY OF OUR FACILITIES.
USUALLY IT REQUIRES AN INCREASE IN POWER DEMAND.
AND SO WE MAY HAVE TO MAKE AN AGREEMENT FOR OUR NEW TRANSFORMER WITH FP&L.
ALL OF OUR FACILITIES ARE SMART FACILITIES, AND SO WE WOULD HAVE TO GET INVOLVED WITH COMCAST AND AT&T ON THOSE PROJECTS, TOO.
SO THERE'S A LOT OF WORK INVOLVED.
THERE ARE A LOT OF COORDINATION REQUIRED.
CONSTRUCTION. SO HERE WE GET DOWN INTO THE DIRT.
SO BASICALLY, WE COME UP WITH AN IDEA OR SOMEONE COMES UP WITH AN IDEA OF WHAT NEEDS TO BE BUILT, AND THEN WE DECIDE HOW WE'RE GOING TO BUILD THE PROJECT.
THE PROJECT AND PROCUREMENT PROCESS IS BEST DEMONSTRATED THROUGH THE USE OF ACTUAL
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EXAMPLES. SO NEXT SLIDE, PLEASE.HERE'S AN EXAMPLE OF ONE PROJECT.
THIS IS BASICALLY PHASE THREE.
IT'S THE NORTH SIDE OF MCNAB ROAD FROM THE WAL-MART SHOPPING CENTER TO NORTHWEST 108 TERRACE.
CONTRACT WAS AWARDED ON APRIL TWENTY FIFTH, 2018 AND IT WAS COMPLETED IN NOVEMBER OF 2019.
IT WAS FUNDED BY A CIP REVENUE BOND AND THE PROJECT COST WAS 2.159699 MILLION.
THIS WAS A DESIGN BUILD PROJECT.
AND THE REASON WE CHOSE THAT PROCESS FOR THIS PROJECT IS BECAUSE WHEN YOU'RE BUILDING WALLS, YOU'RE IN CONFLICT WITH A LOT OF UTILITIES AND THOSE UTILITIES ARE NOT KNOWN.
AND UNTIL YOU DO AN IN-DEPTH DISCOVERY PROCESS AND IN ORDER TO GO THROUGH A DESIGN BUILD PROCESS WITH THAT, THERE WOULD BE SO MUCH UNKNOWN FOR THE DESIGN BUILDER THAT THEY WOULD PROBABLY PUT AN INORDINATE AMOUNT OF MONEY TO COVER THAT UNKNOWN PART.
AND SO WE FEEL THAT THE MORE ECONOMICALLY FEASIBLE WAY TO PURSUE THIS TYPE OF PROJECT IS TO DO A DESIGN BID BUILD SO WE CAN CONTROL THE DESIGN PORTION.
WE CAN WE CAN HANDLE ALL OF THE CONFLICTS IN THERE ARE.
AND RECENTLY WE DID A PRESENTATION AT THE LAST MEETING AND IT SHOWED YOU HOW MANY DIFFERENT CONFLICTS AND POTENTIAL PROBLEMS WE HAVE AND HURDLES THAT WE HAVE TO CROSS IN ORDER TO BRING ONE OF THESE BUFFER WALLS TO FRUITION.
AND SO THAT'S WHY WE USE THE DESIGN AND BUILD PROCESS.
AND THAT PROJECT WAS ALSO THERE'S APPROXIMATELY SEVEN THOUSAND FEET OF LINEAL FEET BUFFER WALLS. NEXT SLIDE, PLEASE.
OK, SO THE FIRE STATION THIRTY SIX PROJECT, THIS IS A DESIGN BUILD PROJECT, WE KNEW EXACTLY WHAT WE WANTED.
THERE WERE NOT A LOT OF UNKNOWNS IN THIS PROJECT, SO IT FIT THE CRITERIA FOR A DESIGN BUILD PROJECT. THE CONTRACT WAS AWARDED ON JUNE 13, 2018.
FUNDING SOURCE WAS THE 2018 CIP REVENUE BONDS.
THE ACTUAL COST WAS 5.199041 MILLION.
AND THE TCO WAS ISSUED AS OF FEBRUARY 2021.
AND AGAIN, THIS IS A GREAT EXAMPLE OF WHY WE CHOOSE A DESIGN BUILD PROJECT BECAUSE THERE'S A LOT OF VALUE TO IT.
LIKE KEITH ALLUDED TO EARLIER, THERE'S A LOT OF VALUE ADDED ENGINEERING THAT YOU CAN DO BECAUSE YOU'RE WORKING AS A TEAM.
WHEN YOU DO THE DESIGN BID BUILD PROJECT, THE DESIGN IS COMPLETED.
THE CONTRACTOR HAS NO RESPONSIBILITY AS FAR AS THE PRODUCT THAT WAS DESIGN.
AND SO HIS JOB IS TO BUILD EXACTLY WHAT'S IN THE PLANS.
AND IF THERE ARE PROBLEMS WITH THE PLANS, ET CETERA, THEN YOU END UP GOING INTO CHANGE ORDERS. OR THERE ARE UNFORESEEN SITUATIONS OR WHATEVER? YOU END UP GOING INTO CHANGE ORDERS, BUT WITH THE DESIGN BUILD PROJECT SYSTEM THE CONTRACTOR AND THE DESIGN ARE ON THE SAME TEAM.
AND SO IT'S VERY EASY TO COME TO SATISFACTORY CONCLUSIONS ON PROBLEMS THAT ARISE BECAUSE THEY'RE BOTH ON THE SAME TEAM.
AND SO THEY'RE BOTH STRIVING TO COME TO A COMMON SOLUTION.
NEXT SLIDE. OK, SO WATER'S EDGE PARK, THIS IS ANOTHER DESIGN BUILD PROJECT.
THE CONTRACT WAS AWARDED IN MAY 23RD 2018.
THE FUNDING SOURCE WAS 2018 CIP REVENUE BONDS AND A LAND AND WATER CONSERVATION FUND GRANT FOR TWO HUNDRED THOUSAND.
THE ACTUAL COST WAS 4.103683 MILLION AND THE PROJECT WAS COMPLETED IN JUNE OF 2020.
ANOTHER EXAMPLE OF PERMITTING PROCESS.
WE ALWAYS SAID THAT THE DEPARTMENT OF HEALTH OR DEP PERMITS USUALLY TAKE 90 TO ONE HUNDRED AND TWENTY DAYS.
THE SURFACE WATER PERMIT FOR THIS PROJECT TOOK ONE HUNDRED AND FORTY DAYS.
SO THEY DON'T ALWAYS FALL WITHIN THOSE WINDOWS OF WHAT WE'RE ANTICIPATING.
AND SO SOMETIMES WHEN WE CREATE A SCHEDULE AND SAY THIS IS OUR ESTIMATED COMPLETION TIME, THAT KIND OF OF EXTRA DURATION OBVIOUSLY MAKES THE HOLE FINISHED PRODUCT COMPLETION DATE
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SLIDE. AND SO SOMETIMES OUR COMPLETION DATES END UP SLIPPING.SO THAT'S THE END OF MY PRESENTATION, AND I THINK JEFF [INAUDIBLE] IS NOW GOING TO TAKE YOU THROUGH OUR CIP BUDGETING AND FUNDING PROCESS.
GOOD EVENING MAYOR, COMMISSIONERS.
FOR THE RECORD JEFF [INAUDIBLE] YOUR BUDGET MANAGER.
I'LL BE TALKING TO YOU ABOUT THE COMPONENTS OF THE FY 2022 TO FY 2027 CAPITAL IMPROVEMENT PLAN THAT ARE PROPOSED FOR THE 2022 BUDGET AND THE 23 AND 24 FORECAST.
NEXT SLIDE. SO IN THE BUDGET OFFICE COMPILED ALL OF THE CIP RANKING FORMS THAT WERE REFERENCED EARLIER IN THE PRESENTATION WHEN WE WERE GOING OVER THE CIP PROCESS AND WE PUT THOSE TOGETHER FOR THE CIP COMMITTEE, WHICH MET IN APRIL, AND THEY PRIORITIZED AND THEY SLOTTED THESE PROJECTS INTO FISCAL YEARS FOR INCLUSION IN THE PROPOSED BUDGET AND THE FORECASTS THAT ARE GOING TO BE IN THE FORECAST YEARS THAT ARE GOING TO BE INCLUDED IN THAT BUDGET.
ONE IMPORTANT POINT HERE, I'M NOT GOING TO IN THE INTEREST OF TIME, I'M NOT GOING TO GO THROUGH EVERY PROJECT, BUT I'M GOING TO POINT OUT THAT OF ALL OF THE 10 OF THE A LITTLE BIT OVER 10 MILLION DOLLARS TOTAL, THAT'S ACTUALLY BEING FUNDED FOR 2022, 3.3 MILLION OF THAT IS GOING TO BE FUNDED AND EXPANDED OUT OF FUND 310 THE GENERAL CAPITAL IMPROVEMENTS FUND, WHICH USES A TRANSFER FROM THE GENERAL FUND REVENUE.
ALSO, WHAT I'D LIKE TO POINT OUT IS THE PROJECTS THAT ARE SLOTTED FOR 23 AND 24 THAT ARE IN THE PLAN, BUT THEY'RE ACTUALLY NOT FUNDED, THEY WILL BE EVALUATED AND REVIEWED AGAIN IN NEXT YEAR'S BUDGET CYCLE BY THE CIP COMMITTEE.
AND WE'RE GOING TO GO THROUGH THE PROCESS AGAIN.
AND SUBJECT TO WHATEVER THE DEPARTMENT NEEDS ARE THE CITY PRIORITIES AND THE AVAILABLE RESEARCH SOURCES ARE AT THAT TIME, THE CIP COMMITTEE WILL THEN AGAIN GO THROUGH THE PROCESS OF DECIDING WHAT'S GOING TO BE FUNDED FOR THAT BUDGET YEAR.
NEXT, SLIDE PLEASE. THEN THERE'S SOME PROJECTS THAT ARE BEING DISCUSSED THAT CURRENTLY THEY DON'T HAVE A FUNDING SOURCE IDENTIFIED.
AND EARLY ESTIMATES BY CITY ENGINEERS AND PROJECT MANAGERS HAVE THEM COMING WITH A PRICE TAG THAT ABSENT ANY REAL LARGE SCALE OR REMARKABLE INCREASE IN SOME OF THE REVENUES, SUCH AS PROPERTY TAX, THE HALF CENT SALES TAX, OR SHARED STATE REVENUE FOR ONGOING RESOURCES, AND ONE TIME RESOURCES WILL NOT BE AVAILABLE TO FUND THESE IN SOME KIND OF DEBT INSTRUMENT THAT CHRISTINE TALKED ABOUT EARLIER WOULD BE REQUIRED, QUITE POSSIBLY EVEN THAT WOULD BE NEED TO BE SUPPLEMENTED BY A LARGE GRANT, ESPECIALLY IF YOU CONSIDER THE LIMITATIONS THAT ARE PUT ON THE BOND FINANCING OPTIONS THAT WE HAVE, SUCH AS DIRECT DEBT FOR CAPITAL AND COVERAGE.
SO THAT'S ALL I HAVE I'M NOW I'M GOING TO TURN IT BACK OVER TO KATHLEEN AND MIKE FOR SOME CLOSING STATEMENT. OK, THANK YOU, JEFF.
SO WHAT WE'RE TRYING TO DEMONSTRATE TODAY IS THAT THESE CIP PROJECTS REQUIRE EXTENSIVE PLANNING AND COORDINATION AND THAT EVERY PROJECT IS UNIQUE AND HAS ITS CHALLENGES, WHETHER IT'S PERMITTING ISSUES OR SELECTING THE RIGHT CONTRACTOR OR EASEMENT ISSUES, ANY OF THE THINGS THAT WERE MENTIONED JUST GIVE YOU A FULL SCOPE OF EVERYTHING THAT HAPPENS WHEN WE ACTUALLY GO TO CONSTRUCT SOMETHING AND THAT THERE'S THE REGULATORY REQUIREMENTS OFTEN PULL ON THE PROCESS.
SO THESE ARE JUST KIND OF A LONG TERM COMMITMENT IN THAT MANY THINGS TAKE FROM IDEA TO CONCEPT TO COMPLETION, YOU KNOW, THREE, THREE YEARS SOMETIMES, AND THAT WE OFTEN ARE LOOKING AT MULTIPLE SOURCES OF FUNDING THAT ARE REQUIRED.
AND WE HAVE THE SALES TAX, THE SURTAX FUNDING THAT'S NOW BECOME AVAILABLE.
THAT IS A NEW SOURCE OF FUNDING THAT WE NEVER HAD.
WE CAN BORROW MONEY LIKE CHRISTINE ALLUDED TO, AND SOMETIMES WE CAN USE CASH ON HAND.
IT'S ALWAYS A BALANCING ACT BETWEEN WHAT WE NEED, WHAT WE NEED RIGHT NOW, WHAT THE
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COMMISSION IDENTIFIES AS NEW NEEDS, OR AND ALSO WHAT WE'RE REQUIRED TO DO REGULATORY FOR OUR WATER TREATMENT PLANT OR SEWER TREATMENT, THINGS LIKE THAT.SO THERE'S A LOT OF THINGS THAT ARE AT PLAY HERE.
AND WE FOCUSED EXCLUSIVELY ON THE GENERAL FUND PROJECTS BECAUSE WHEN WE DO WATER AND SEWER AND STORMWATER, THEY HAVE THEIR OWN SOURCES OF FINANCE.
THEY HAVE THEIR OWN FUNDING SOURCES OFTENTIMES.
AND WE CAN DO BOLTON SEPARATE FROM THAT.
BUT FOR THIS PURPOSE, WE FOCUSED ON GENERAL FUND BECAUSE THAT'S REALLY WHERE WE ALWAYS NEED TO. FIND THE MONEY, SO TO SPEAK, AND WE REALLY WANTED TO PROVIDE YOU WITH THE LIST OF PROPOSED PROJECTS EARLY ON SO THAT YOU COULD TAKE A LOOK AT IT, YOU CAN ASK THE QUESTIONS, AND IF THERE'S ANYTHING WE NEED TO BE CONSIDERING BETWEEN NOW AND THE BUDGET DISCUSSIONS THAT WE'RE HAVING NEXT MONTH, WE JUST WANTED TO KIND OF GET A JUMP START ON THAT. SO THAT IS THE CONCLUSION.
AND IF THERE'S ANY QUESTIONS, WE'RE HAPPY TO ANSWER THEM.
SO THANK YOU. WELL, THANK YOU, THANK YOU AND THE TEAM VERY FOR THAT DETAILED PRESENTATION. AND I'M SURE THAT THERE WAS MUCH MORE WE COULD HAVE PLAYED OUT.
I GOT A LITTLE SCARED WHEN DIRECTOR PROCUREMENT DIRECTOR GLATZ SAID IT WAS GOING TO TAKE A LITTLE WHILE ON THAT ONE, BUT IT SHOWS HOW MUCH DETAIL GOES INTO THINGS AND HOW IMPORTANT IT IS FOR PROPER PLANNING AND BUDGETING.
I AM SEEING THAT I HAVE A HAND HERE, BUT GIVE ME A SECOND.
YES, WERE THE RECENT [INAUDIBLE] ACQUISITIONS PART OF THE CIP PROCESS? CHURCH WAS THE ONE THAT WE JUST BOUGHT, IS NOT PART OF THIS CIP PROCESS, NO.
WHAT RFP PROCESS DID WE GO THROUGH TO MAKE THAT ACQUISITION? WAS PROCUREMENT INVOLVED? LORI FUNDERWHITE, IF YOU'RE ON, MAYBE YOU COULD FIELD THAT QUESTION, I DON'T KNOW THE EXACT ANSWER TO IT.
COMMISSIONER THERE WAS NO RFP PROCESS FOR THE PURCHASE OF THE CHURCH.
THE PASTOR OF THE CHURCH APPROACHED US DIRECTLY ABOUT OUR INTEREST IN BUYING IT.
OK. WAS THE ACQUISITION OF THE COLONY WEST CLUBHOUSE A PART OF THE CIP PROCESS? I CAN'T SPEAK TO THAT THAT THAT PRECEDES MY TIME, I DON'T KNOW.
MIKE, IF YOU KNOW THE ANSWER OR MAYBE CHRISTINE.
YEAH, I'M GOING TO HAVE TO DEFER TO CHRISTINE AS TO WHETHER OR NOT WE HAD A NEW CLUBHOUSE IN THE CIP OR NOT.
YES, I CAN INDICATE THAT THE THE CLUBHOUSE AND THE REBUILDING OF THE CLUBHOUSE AND THE CART BARN WAS, IN FACT, PART OF THE CIP HOWEVER, THE ACQUISITION OF THE [INAUDIBLE] GOLF CLUB WAS PART OF THE ECONOMIC DEVELOPMENT PLAN TO PRESERVE GREEN SPACE, IF I REMEMBER BACK THEN, WHICH IS WHY THE DECISION WAS MADE BY THE COMMISSION TO PURCHASE THE COLONY WEST AT THE TIME IT WAS PURCHASED, THE REBUILDING OF THE CLUBHOUSE AND THE CART BARN WAS.
AND WAS THERE AN RFP PROCESS FOR THE REBUILD OF THE CLUBHOUSE? THERE WAS NOT AN RFP PROCESS COMMISSIONER.
OK. AND HOW DO WE GET AROUND? KEITH HAD MENTIONED SOME STATE STATUTES THAT NEED TO BE FOLLOWED.
HOW DO WE GET AROUND THAT IF THERE ARE SOME STATE STATUTES THAT NEED TO BE FOLLOWED? SO WE WE ACTUALLY AWARDED THAT TO A DEVELOPER AND THE DEVELOPER HANDLED ALL THE DETAILS BASICALLY. WHAT WAS THAT DEVELOPER SELECTION PROCESS.
DOES SOMEBODY JUST PICK A FRIEND.
WAS THERE A SELECTION? WHAT WAS THE SELECTION PROCESS? WE ACTUALLY HAD AT ONE TIME UNSUCCESSFULLY ISSUED AN RFP PROCESS FOR THAT, AND WE WERE NOT ABLE TO SUCCESSFULLY FIND A FIRM TO HANDLE THE CLUBHOUSE OR ANYTHING OF THAT NATURE. AND SO WE HAD I BELIEVE A DEVELOPER APPROACHED US, BUT I DON'T HAVE THE SPECIFIC DETAILS ON THAT. BUT WE DID TRY TO USE AN RFP PROCESS.
DIDN'T WORK. WE COULDN'T FIND ANYBODY TO DO IT FOR US.
OK, SO WHO WAS THAT PROJECT GIVEN TO? OH, THAT WAS TO.
YOU SAID A DEVELOPER APPROACHED YOU, WHO WAS THE DEVELOPER.
WELL, THEY DIDN'T APPROACH, THEY APPROACHED THE COMMISSION.
YOU TO THE CITY MANAGER'S OFFICE.
I'M TRYING TO REMEMBER WHAT WAS THE NAME OF THE DEVELOPER, MIKE?
[00:35:04]
REALLY AFTER THE WHAT KEITH DESCRIBED, WE WERE APPROACHED BY A REALTOR, I GUESS WOULD BE THE BEST WAY TO DESCRIBE IT.AND WE WERE ASKED IF WE WOULD BE INTERESTED IN SELLING PART OF THE COLONY WEST PROPERTY FOR THE CONSTRUCTION OF THE HOTEL, WHICH IS THERE TODAY.
AND IN THE PROCESS OF NEGOTIATING OUT THAT HOTEL LAND SALE, WE WERE ABLE TO NEGOTIATE A PUBLIC PRIVATE PARTNERSHIP THAT WE USE TO CONSTRUCT THE NEW CLUBHOUSE AT COLONY WEST. SO COULD A PUBLIC PRIVATE PARTNERSHIP BE USED FOR ITEMS THAT ARE LISTED IN THE CIP PROCESS? I BELIEVE THEY CERTAINLY COULD COMMISSIONER AND WE ARE LOOKING AT A NUMBER OF OPPORTUNITIES LIKE THAT, YOU'LL SEE LISTED IN 2023, THE PROJECT AT SHAKER VILLAGE, AND WE ARE ACTIVELY WORKING WITH SHAKER VILLAGE RIGHT NOW TO COME UP WITH A PUBLIC PRIVATE PARTNERSHIP TO REDEVELOP THERE ALONG COMMERCIAL BOULEVARD.
THERE'S ALSO A FEW OTHER PROJECTS IN HERE THAT MIGHT BE ABLE TO BE FUNDED THROUGH A PUBLIC PRIVATE PARTNERSHIP DEPENDING ON WHETHER THERE'S INTEREST IN THE PUBLIC SECTOR OR PRIVATE SECTOR. OK, SO WHY WASN'T THAT INCLUDED IN THE PRESENTATION? WHY WAS WHAT.
THE OPTION OF THE PUBLIC PRIVATE PARTNERSHIP? WELL, I MEAN, WE'RE NOT THERE YET COMMISSIONER.
I MEAN, AT THIS POINT, WE'RE LOOKING AT SHAKER VILLAGE AND WE'RE TRYING TO WORK WITH THEM TO DETERMINE WHETHER OR NOT A PUBLIC PRIVATE PARTNERSHIP IS A POSSIBILITY OR WHETHER OR NOT IT'LL JUST BE CITY PAY TO REDEVELOP THE PROPERTY THAT THEY HAVE THERE IN PARTNERSHIP WITH. ALL RIGHT, HOW MANY PUBLIC PRIVATE PARTNERSHIPS HAVE WE ENTERED INTO IN THE PAST? WE'VE DONE TWO SO FAR, COLONY WEST AND [INAUDIBLE] VILLAGE.
OK, AND THEN FOR COLONY WEST KEITH, YOU SAID A DEVELOPER APPROACHED THE COMMISSION.
YES, I BELIEVE I THINK I DON'T WANT TO MISS MY FACTS ON THIS, BUT THEY MAY HAVE C ONTACTED OUR THEN FINANCE DIRECTOR, BUT I DON'T REMEMBER THE DELINEATION ON THAT SPECIFICALLY, AND I NEED TO CORRECT SOMETHING ON THAT.
THE THE RFP PROCESS AND I APOLOGIZE, THE RFP PROCESS WAS FOR TAMARAC VILLAGE.
OK, SO THERE WAS NO RFP FOR COLONY WEST? NO. OK.
AND THEN WHEN WE WERE DEALING WITH THE [INAUDIBLE] BROTHERS, WAS THERE AN RPG PROCESS FOR THE [INAUDIBLE] BROTHERS? THE [INAUDIBLE] AREN'T BROTHERS, THEY ARE FATHER AND SON, BUT WHAT WHEN YOU WHEN YOU SAY RFP, I'M NOT SURE WHAT YOU MEAN.
SO THEIR INITIAL TRANSACTION, WHERE THERE WAS SOME INVOLVEMENT WITH THE WITH THE PRIOR MAYOR AND PRIOR DISTRICT 2 COMMISSIONER SALE OF PROPERTY.
WERE THEY THE OWNERS OF THE PROPERTY, OR DID THEY ACQUIRE PROPERTY FROM THE CITY OF TAMARAC.
THE [INAUDIBLE] DID NOT ACQUIRE ANY PROPERTY FROM THE CITY OF TAMARAC, COMMISSIONER.
THE CITY OF TAMARAC, ACQUIRED THE PROPERTY FROM THE [INAUDIBLE] THROUGH THE DEVELOPMENT APPROVAL PROCESS.
ALL RIGHT, THANK YOU. AND THEN ONE LAST QUESTION FOR OUR PROCUREMENT DIRECTOR, HOW MANY CONTRACTS DO WE HAVE WITH THE CITY THAT WERE CONTRACTED THROUGH THE PIGGYBACK BACK PROCESS? OH, I COMMISSIONER I HAD TO GET BACK WITH YOU ON THAT.
WHAT PERCENTAGE. WHAT PERCENTAGE APPROXIMATELY/ 25 PERCENT.
OH, I THINK WE CAN SAY 30 TO 45 PERCENT WOULD BE A PRETTY GOOD NUMBER ON THAT.
OK, WE FIND THAT TO BE AND UNDERSTAND THAT SOME OF THE OTHERS THAT CONTRACT, WE'RE THE LEAD AGENCY ON OURSELVES, SO.
SO OTHERS PIGGYBACK US AS WELL.
OK. ALL RIGHT, I AM NOT SEEING ANY OTHER QUESTIONS FROM THE COMMISSION, SO, LADIES AND GENTLEMEN, THANK YOU VERY MUCH.
THIS MEETING IS ADJOURNED AT 5:39 P.M.
WE NOW HAVE THE FIRE SPRINKLER DEMONSTRATION AT 6 P.M.
AND THEN WE WILL BE BACK GO ON TO GET OUT OF THIS ONE AND GO ON TO THE NEW MEETING FOR SEVEN P.M. TONIGHT FOR OUR LAST VIRTUAL MEETING.
BY EVERYBODY. THANK YOU VERY MUCH.
* This transcript was compiled from uncorrected Closed Captioning.