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5.16.19 Meeting Minutes General Note: These meeting minutes are condensed and seek to capture the overall intent of discussions as interpreted by the meeting coordinator. Each paragraph indicates the time on the audio recording where the discussion commenced during the meeting. For more detail on the discussion, please refer to the audio recording in its entirety. G.O. Bond Oversight Committee Meeting Minutes No. 6 May 16, 2019 Page 2 of 10 I. Introductions Chair Karen Rivo brought the meeting to order. She informed everyone that at this moment they have decided to make the meetings two hours long, as opposed to three hours. She had everyone introduce themselves. Everyone in the room introduced themselves. II. Committee Business 5:22 Chair Karen Rivo informed everyone that there will be two Q&As, one of them being approximately at 5:20 pm for ten minutes and the other one at 6:45 pm for 15 minutes. She suggested that if anyone is there regarding a specific project, that they wait until the end of the meeting to ask any questions or make any comments. Adoption of Meeting Minutes 6:27 Chair Karen Rivo explained that we are trying to figure out a format that isn’t too short or too long, where everyone could read them. 6:55 Maria Hernandez pointed out the general note on the cover page of the previous meeting minutes. She explained that we are trying to capture the essence of a conversation and not have to go word for word. She said that the idea is to take residents who want to know more to the website so that they can listen to the conversation. 8:05 Yechiel Ciment said that from yesterday’s 41st Street Committee Meeting, there was some type of update that they would like to hear back from the G.O. Bond. 8:33 Chair Karen Rivo said let’s make a point to talk about it during the Additional Tranche 1 Projects Update discussion. She asked if there were any additional corrections to the April 18 meeting minutes. Motion: 8:49 Jason Greene motioned to approve the April 18th minutes as presented. Jack Glottmann seconded the motion. Minutes approved. Meeting Dates 9:10 Chair Karen Rivo said that we have calendared the meetings for the rest of the year. Committee Mission 10:07 Chair Karen Rivo reminded the Committee that the mission of the Oversight Committee is to ensure projects are within budget, on time, and that the scope is what we promised to people. III. Communications Update 10:46 Allison Novack thanked Jason Greene and Max Litt for attending the first ground breaking event. She said that the event is shared on the City’s Facebook and G.O. Bond website, as well as G.O. Bond Oversight Committee Meeting Minutes No. 6 May 16, 2019 Page 3 of 10 the Mayor and Commissioners have been sharing the ground breaking on their personal pages. She explained the handout that was passed out which listed the five upcoming projects that will soon be launched. (Refer to GO Bond Public Safety Quick Wins Launch Handout on the GOB website). The five projects are License Plate Readers, Public Radio System, Security for Public Spaces, and Security Cameras in 2 separate locations. She explained that she has been working with the Communications Team and they came up with a brochure. These brochures will go out to the summer camps starting in June. She also said she has a column now in the Miami Beach magazine. 14:51 Marie Peter asked if we are thinking of ideas where the public can relate to, such as key chains. Allison Novack said that we are definitely going to start thinking of more marketing ideas. Flyers and brochures will also be available at cultural facilities and at parks. IV. Public Q&A 18:25 Chair Karen Rivo allowed anyone from the public to speak. She reminded everyone that there is going to be another time at the end to speak as well. 18:56 Bob Kunst, the President of We Love Lakeview Inc., spoke. He expressed that his HOA is opposed to what the City has proposed to do at Lakeview. His HOA presented to the City an alternative plan to raising the streets, and they were turned down. He also mentioned how Miami Beach needs more benches. 21:25 Rick Kendle shared that under the Bill of Rights of the City, the public should speak immediately after a vote and should not wait to speak. He explained that there are consequences if you don’t follow the Bill of Rights, such as an employee losing their job. V. Quick Win Projects Recap/ Status #45 Replace Fire Station #1 23:22 David Martinez explained that at the last Commission meeting (May 8th), Commission authorized the administration to issue a request for qualifications for architectural engineering services to proceed with the Fire Station project. Part of the solicitation includes not just the design but it also allows the consultant to help us with the due diligence necessary for the site selection. The current site we are looking at is at the South Shore Community Center. We are also planning on bringing another request for authorization from the Commission in July for authorization to issue a construction manager at risk solicitation. This construction manager at risk will eventually become the contractor who will build the project but initially they would be a part of the team and would help us with our due diligence for reviewing designs, logistics of this site, costs and things of that nature. We are trying to move this project as quickly as we can since that will be in July. 24:45 Virgil Fernandez said we are really excited with this location. The City Manager gave us the direction to look at it and it actually helps the Fire Department. It puts us South which will allow us to better serve the islands on the West and the southeastern most point within the City. G.O. Bond Oversight Committee Meeting Minutes No. 6 May 16, 2019 Page 4 of 10 25:49 Jack Glottmann asked where is the proposed location. Virgil Fernandez said it is on 6th and Jefferson. 26:04 Maria Hernandez explained that she went to the Flamingo Neighborhood Association a couple of weeks ago and they were fully supportive of the new location. Jason Greene asked if this is definitely going to be the location for the new fire station. Maria Hernandez said it is the prime location right now. Jason Greene asked if there aren’t any red flags, would the design phase move along. Maria Hernandez said we will have to take this to the Historic Preservation Board since it is a historic district. 27:34 Marie Peter asked if the City is going to handle the facilities inside the South Shore Community Center. Maria Hernandez said yes; they will have a temporary location and then they will have a permanent location. She explained that the City Manager would also like to include Code Enforcement in the new facility. 29:01 Ron Starkman asked how this project is shaping up with the money that we have, in regard to the PAL. Maria Hernandez said the money we have is for the fire station itself. If we start branching out into another extension of the facility for other purposes we would have to find additional funding; the PAL has its own budget. Ron Starkman asked if the PAL is going to stay at its current location. Maria Hernandez said yes. 31:11 Maria Peter said speaking for South Beach we are extremely happy with the location. 31:22 Chair Karen Rivo asked if staff has an idea when they would like to get the approval of the location. Eric Carpenter said we would like to get the consultant on board and do the due diligence and see if there are any red flags. When the time comes, we would ask the Oversight Committee to opine on whether you think it is a good idea and bring that recommendation to Commission for final blessing. 34:40 David Martinez said that the best reasonable scenario is completion within 4 years. Quick Win Projects Update 35:35 Maria Hernandez explained the new software created for the Quick Wins Implementation Schedule . She said that she wanted the departments to update the group with everything listed in red (Refer to Quick Wins Implementation Schedule Handout on the GOB website). The only things that have changed are the items in red under the status column. #33 Street Tree Master Plan 37:00 No one from the Environmental Department was in attendance. The change noted is an extra $5,000 for the quote, which will be received by May. 37:25 Jason Greene asked for informational purposes if when the design is done if Maria Hernandez could email a layout of what it will look like. Maria Hernandez said yes. G.O. Bond Oversight Committee Meeting Minutes No. 6 May 16, 2019 Page 5 of 10 #24 Mid Beach Beachwalk 37:47 Maria Hernandez said that David Martinez had an update on the Mid Beach Beachwalk. He said that they have been waiting for several months on hearing back from the state regarding the permitting. We received the permit yesterday, 05/16/19, which means the Department of Transportation is now moving forward and reviewing all of our Procurement documents. Ideally, we can put this solicitation out by the end of the month and hopefully award it by July. #3 Crespi Park & #21 Stillwater Park 40:05 Jose Del Risco said that we are supposed to be in the preplanning phase but we are a little ahead of schedule. The IQC has been submitted and we are already working with the contractors. 40:44 Chair Karen Rivo asked what IQC stands for. Eric Carpenter said it stands for Indefinite Quantity Contract, where we bid line items and then we pay for whatever was installed from those line items. 40:56 Jason Greene mentioned that there is a procurement phase for every subproject. He asked if there is only one procurement process per project. 41:10 Alex Dennis said that the master project has one procurement phase but the subprojects require individual work orders. #47 License Plate Reader 41:56 Detective Aragurde explained that Commission approved the standardization of the license plate readers at the May 8th Commission meeting. The procurement phase is complete and the electrical phase is the next step. #57 Cameras in Entertainment District & #56 Cameras on the Beachwalk 42:25 Detective Aragurde said that Commission approved the access communication cameras and now they are going to begin working with Procurement on the solicitation. He said that they are on track with their projects. #53 Security for Public Spaces 43:13 Alex Dennis explained that the portable vehicle barriers, the quick win, for this project, have been purchased. He explained how the vehicle barriers work. #26 Roof Replacement 45:55 Adrian Morales said that the Colony is the closest to starting. The contractor has already began applying for permits. They have also had discussions with the Fillmore regarding their programming since we need to be conscious of their shows. The MB City Ballet is similar to the Fillmore, where there are many shows scheduled. We are also in the process of replacing all of their windows to impact windows. Once that project is complete, we will start the roof. G.O. Bond Oversight Committee Meeting Minutes No. 6 May 16, 2019 Page 6 of 10 #18 Scott Rakow 46:49 Adrian Morales said they are working with the Parks Department regarding the summer camp programming. Most of the contracts are existing contracts so the procurement process will be really simple. 47:36 Jack Glottmann asked if there was any concern with it being the rainy season and if they are reroofing on the existing roof or are they tearing out the old roof. Adrian Morales said they are taking it down to the deck. When you reroof during the rainy season it just takes longer, but it’s something we will have to manage. Jack Glottmann asked if there is any concern with damage due to water entering the building. Adrian Morales said that is all included within the proposals, where they have to work in smaller sections and have more crews working on the roof. 50:04 Adrian Morales said that the only issues he’s having are the generators, especially at Scott Rakow. They have a meeting with FPL the following week to discuss relocating a vault. They would save time and money if they accomplish that. 50:29 Chair Karen Rivo asked about the duration of these projects and when are they considered to start, referencing the implementation schedule (Refer to Quick Wins Implementation Schedule Handout on the GOB website). 50:52 Adrian Morales said that there are construction documents that need a minor change. The challenge is when FPL would be able to get their engineers to prepare the design and the proposal to relocate their infrastructure. The unknown is what is driving the time but the procurement process will be easy since it is with existing contracts. #13 North Shore Park 52:17 Adrian Morales said it is a similar situation but not as complicated as Scott Rakow. #38 Street Pavement 52:27 Maria Hernandez updated the Committee with an email sent by Rudy de la Torre, in Public Works. Public Works is planning to start the street paving in North Beach the first week of June. They pushed the schedule back one week because Memorial Day is on Monday, but they are on track. Middle Beach is on schedule to start the third week of July. South Beach started on May 13th on Meridian. The contractors are on schedule. They will begin Phase 2 which is from 14th to 12th. They are doing two blocks in each phase, on a weekly basis. #37 Sidewalk Improvement 53:36 Maria Hernandez explained that they are expecting to start in North Beach the fourth week of May. Metro Express, the contractors, are going to work first in the Normandy area and then move to Biscayne Pointe. Middle Beach will begin on May 20th by Metro Express, along Meridian Avenue from 41st Street to 40th Street. This is expected to take 2 weeks to complete. South Beach is on schedule but there was a one week delay due to the groundbreaking. G.O. Bond Oversight Committee Meeting Minutes No. 6 May 16, 2019 Page 7 of 10 54:53 Yechiel Ciment asked as staff keeps track of the dates, can they also update the budgets uthroughout the project. 55:00 Maria Hernandez explained that normally the costs are from the very beginning to the close out. She said that she was thinking that if we encounter a project bust for some reason she would update the Committee what the bust is and why. If we have savings, then we would have to talk about where that goes. 56:16 Jack Glottmann recommended having a log for each project, where every months’ updates are kept in that log. In the log, there can be a column for costs to date. 57:12 Maria Hernandez explained that the implementation schedule ties to the system we are trying to incorporate for all of the projects. We are hoping that we will be able to get a report from that system. She reminded the Committee that City staff is tasked to prepare a report for the Committee, which will then be reported to Commission. She said that we are in the infancy of these projects since we are just launching them, but soon we will have to have a report that shows where we are with the money and schedule on a project by project basis. 58:44 John Woodruff said that we are working hard on the project reporting software system. The reason why it is complex is due to “parent” and “child” projects. For example, the Sidewalk Improvement Program project is a “parent” project that we want to be able to show how much has been spent to date, but we would also want to be able to show information for the individual “child” projects which would be sub-projects like the one currently in process on Meridian Avenue. Over the life of the project, there could be many “child” projects and most residents would like to know which ones of those have or will be taking place in their neighborhoods. 59:25 Chair Karen Rivo asked John Woodruff if the system will be ready in a couple of months. 59:30 John Woodruff said that is a good safe bet. He explained that they haven’t seen the component they are working on anywhere because they want a live refresh from the actual system so it can feed itself and it will be very current. 1:00:06 Maria Hernandez said that we have to be sure that the information gets created into a report to give to City Commission. #19 Soundscape Tech Core 1:03:14 Chair Karen Rivo noted that Soundscape has moved quickly. 1:03:16 Maria Hernandez said it got approved at Commission. She believes that our Legal Department is buttoning up the contract with Soundscape’s legal counsel, but we will be good to go and are on track. #42 Traffic Calming 1:04:37 Alex Denis said there is a little bit of a change because the permit is taking longer than expected. G.O. Bond Oversight Committee Meeting Minutes No. 6 May 16, 2019 Page 8 of 10 VI. Previous Tranche 1 Projects update #1 72nd St. Park, Library, and Aquatic Center (Refer to 72nd St. Aquatic Center Presentation on the GOB website). 1:06:00 David Martinez referred to the 72nd St. Aquatic Center Presentation. He explained the location of the site. CIP is currently conducting surveys and subsurface investigation. The consultant is going to start looking at what things can fit at the site. 1:09:26 David Martinez explained what CM at Risk (CMAR) and Design-Build project delivery means. 1:19:36 David Martinez explained the schedule of the project, whether staff chooses the CMAR methodology or Design-Build. Overall, the project would take about 4 years. 1:24:40 Laura Veitia asked how soon can we start meetings if we need community output. 1:24:55 Eric Carpenter said that the first step for us is to make a determination on what our delivery method is going to be because we might have a little different approach to how we are doing public outreach. 1:26:49 Yechiel Ciment asked in what stage of the process does the staff make the decision between Design-Build and CMAR. 1:26:55 David Martinez said we have to make that decision within 30-60 days at most. #15 Bayshore Park (Par 3/ Community Park) (Refer to Community Park Par 3 on the GOB website). 1:29:02 David Martinez explained that they are expecting 100% design by the end of this year, with hopefully beginning procurement by December and hopefully breaking ground by spring. He referred to the Community Park Par 3 presentation. VII. Additional Tranche 1 Projects Update #23 Baywalk (Refer to 5th St. Bridge Presentation on the GOB website). 1:34:18 David Gomez explained that currently 85% of the Baywalk is either completed, in design, or under construction. The remaining 15% is funded by the G.O. Bond, which is 4% in Tranche 1 and 11% in Tranche 2. In January of this year, the City executed a development agreement with the property 500 Alton Road. We presented the concept to Commission this month and they endorsed the conceptual design of the project. 1:36:33 Raymond Fort, a designer at Arquitectonica, presented the 5th St. bridge presentation. G.O. Bond Oversight Committee Meeting Minutes No. 6 May 16, 2019 Page 9 of 10 1:45:02 Ron Starkman asked if this design is pretty much what Arquitectonica was able to do without easements, other than FDOT. 1:46:20 Lowell Clary explained that they looked through many options and came down to the FDOT right of way. The two reasons are: 1. FDOT is very supportive and what to see this move forward 2. The schedule can move along quicker. 1:47:00 Marie Peter asked Eric Carpenter if it’s true that FDOT doesn’t just give out permits and it may take awhile to get from FDOT. 1:47:17 Eric Carpenter said he is a little skeptical of the December completion date mainly because FDOT’s permitting process typically takes longer than we would like. With that being said, they have been very supportive with this moving forward. 1:47:56 Eric Carpenter asked Lowell Clary if he has any idea of what the permitting timeline might look like. 1:48:04 Lowell Clary said they are waiting on a couple of things, but the design is advancing pretty quickly. FDOT has agreed to do advanced review so they are ready to go. 1:54:47 Ron Starkman noted that he listened to the Commission meeting where they reviewed the bridge and some of the Commissioners weren’t thrilled with the actual design. 1:55:35 Raymond Fort said they are currently refining the design for the upcoming DRB meeting. 1:56:11 Eric Carpenter said that this ultimately will have to go back to Commission as part of the development agreement modification for two readings. We’re thinking it is going to be the June 26th meeting and the July 17th meeting. 2:00:59 Yechiel Ciment wanted to update the Committee on the 41st St. Committee. The community wanted to ensure that there will be some allocation of funds for lighting. 2:01:45 Adrian Morales said we are working with the same contractor. There is an option where the same contractor that provides all of our holiday lighting has a more permanent lighting installation, so we are looking into that. VIII. Public Q&A 2:03:03 Benjamin Baum introduced himself as a member of Team USA. He said that we should all be really excited about what we are about to build on 72nd St. 2:06:03 Rick Kendle said that former members of the Historic Preservation Board have already organized to try to stop the South Shore Community Center from being knocked down. G.O. Bond Oversight Committee Meeting Minutes No. 6 May 16, 2019 Page 10 of 10 2:07:11 Bob Kunst asked if we could please plant trees. He also noted that in the past, there wasn’t supervision of contractors. He said we have to have supervision to keep control. 2:09:46 Robert Rabinowitz said he previously explained how there was no money in the budget for the cameras in Mid Beach from 23rd St. to 83rd St. 2:10:17 John Woodruff said the reason why it is not in the G.O. Bond is because there are other ways to pay for it. We are working right now with the Police Department to do up to 23rd, or if not, half of Mid Beach this year, and the other half in the next year. He suggested that Robert Rabinowitz attends the June 14th Budget Workshop. 2:15:05 Chair Karen Rivo thanked Rick Kendle for sharing the City’s Bill of Rights and told him that we are going to look into it. IX. Adjournment Meeting was adjourned.