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03-22-61SpMtg MARCH 22, 1961. A special meeting of the City Council of Delray Beach was held at the City Water Plant Building on N. W. First Avenue at 8:00 A.M~ with Mayor George V. Warren, City Manager George Mingle and Council~ men A1 C. Aver,j, Dugal G. Campbell and Glenn B. Sundy. Mayor Warren called the meeting to order announcing that same had been Scheduled 'for the purpose of considering the bids received for both the landscaping and sprinkler system installation for the new City Hall Grounds. Mayor Warren then read the following memorandum from Director of Public Works Fleming to City Manager Mingle, dated March 21, 1961: "Subject: Tabulation of Bids for Sprinkler System New City Hall. "The following bids were received for the design and instal- lation of a sprinkler system at the New City Hall and Com- munity Center. "According to the specifications, a base bid and two alternates were requested on the lump sum basis. The base bid to be for the provision and installation of a sprinkler system with manual operation. Alternate No. 1, for the addition of automatic con~ trols a~ve base installation.. Alternate No. 2, was to provide additional Watering for the planter boxes and areas. Bids were received as follows: · Alternate No. 1. 7, 876.50 " No. 2 8.00 per additional sprinkler head "This company agrees to start work in four working days after receipt of the order, complete the base bid in 14 days there- after, Alternate No. 1, 30 days thereafter. "Trieste ConstructionAlternateOO. BaseNo.Bid ' $4~,, 8','l-. 00219.00 " No. 2 an additional $150.00 "This company agrees to start work in 5 days after a~ard-'of the contract, complete within 20 days thereafter. "Seaboard Well Drilling Corp. - This bid contains the stipu- lation "this bid is based on our being allowed to lay all mains prior to completion of parking and road areas." Inms- much as parking and road areas have already been completed, the bid is not acceptable. The base bid was indicated a~ " $3,563.00, however, an undetermined amount would have to be added due to the fact that parking areas and roads have already been constructed. No Alternate No. 1 bid was provided. In place of a lump sum for Alternate No. 2, the bidder proposee to provide this alternate for the additional cost of material and labor, plus 10%. "It is recommended that the bid be awarded to the lowest qualified bidder, namely the Trieste Construction Company, Inc., and that both Alternate No. 1 and Alternate No. 2 be accepted, making the total bid price $%,369.00." General discussion followed with the Director of Public Work.? Mr. Fleming stating that the bid of Seaboard Well Drilling Corp. was not made in accordance with the specifications no~ conditions con-. rained therein and therefore would not be considered. 3-22-1961 March 02, 2961 City Manager Mingle informed the Council that he and Director of Public Works Fleming'had con~e~ed with Swan Brown the Landscape Architect yesterday and all agreed that certain coordination of the sprinkler system installation and landscaping would be effected to avoid any conflict, more particularly being that part of the land- scaping requiring any heavy trucking would be completed prior to in- stallation of sprinkler system piping and heads and Mr. Avery con- firmed that such procedure is usual in improvements of this natures MaYor Warren was assured by Mr. Swan Brown that no delay was anticipated in completion of the landscaping in sufficient time to then allow for completion of the sprinkler' system in order that all functions in connection therewith be completed prior to April 30, being the date on which the Council has determined to provide open house at the new City Hall. Mr. Campbell moved that award be given, as reco~ended, to the lowest qualified bidder, being the Trieste Construction Company in the amount of $5,369.00, which includes alternates No. 1 and No. 2. The motion was seconded by Mayor Warren, after he relinquished the chair, and carried unanimously. Mr. Campbell stated that it is recognized by all that Mr. Avery is an employee of Trieste Construction Company and is not a member of the firm nor has any interest in the company,, but is strictly a salesman for said company and therefore there should be no reason for any one to question the bid solicitation and award of contract for this sprinkler system to Trieste Construction Commissioner Sundy had been unable to be present at the open- ing of this meeting ~and Just arriving was informed of the discussion whereupon Mr. Campbell moved to rescind action of the Council on his previous motion. The motion was seconded by Mayor..Warren, after linquishing his chair, and carried unanimously. Mr. Campbell then moved for awarding contract for installation of the sprinkler system to the low qualified bidder, being the Trieste Construction Company and to include their alternate No. 1 and No. 2 bids as requested in specifications, which total bids amount to $5,369.00.. The motion was seconded by Mr. Sundy and upon call of. roll, M~. Campbell, M~.'Sundy and Mayor Warren voted in favor thereof and Mr. Avery abstained from voting. Mayor Warren then read the recapitulation of bids received from Swan A. Brown, dated March 20th for landscaping grounds in the area of the new City Hall: "The following is a listing of the bids received for the landscaping of the City Hall: Boynton Landscape Co., Inc. $7??3.50 Boonels Nurseries, Inc. 6869.00 Mike Blank Nurseries 6836.50 Turner Nurseries, Inc. 5680.50 Gold Coast Nurseries No Bid "Starting Date: March 23, 1961 Completion Date: April 6, 1961 "It is recommended that the bid of Turner Nurseries be approved, with the understanding that any material donated will be deduct- ed from the total bill. However it is u::derstood that there will be a charge for moving such materials. Transplanted material i.~ not guaranteed; however every precaution will be taken to insur, e it,s transplanting. Some trees that have been donated will not be used at this time as they must be rootpruned to insure trans- planting. These donations will be used ,,:-n future projects of the City. Provision should be made by the City to have this rootpruning done as trees are accepted by the Landscape Architect.~ "Turner Nurseries submitted a low bid of ~8.50 per hour for tree crane and operator, and ~.~2.50 for tree crane labor which would be used in transplanting any donated materials." Mr. Swan Brown informed the Council that considerable donations have been offered, some of which may possibly not be approved to use along with that being contracted for and determined to be used in the -2- 3-22-61 107 M~r~zh 22, 196.1 accepted design of landscaping but further pointed out that of the material donated usable and accepted in the over all landscaping project the planting of same as agreed upon with all bidders would be on a cost plus basis (tree crane and operators services) and obviously could only be determined on completion of work and con- tingent upon donations accepted, and the low bidder, for landscaping as reflected in the bids being received, was also the low bidder for such service ..bein. g in the amount of $8.50 per hour for tree crane and operator and $2.50 per hour for additional tree crane labor necessary in the transplanting of any such donated material. Mm. Avery then stated that, in his opinion, no finer group of established nurserymen could be found in the country than those re- flected in this close-knit recapitulation of bids and moved that the bid be awamded to the lowest qualified bidder being the Turner Nu~series, Inc, The motion was seconded by Mm. Campbell and carried unanimous ly. Director of Public Works Fleming informed the Council that it was usual procedume in drawing up a contract for a project of this size (dollar wise) to provide for a performance bond being furnished and asked if it be the pleasume of the Council to incorporate such condition in execution of contracts for these two improvements, whereupon it was so moved by Mm. Campbell, subject to it being no cost to the City. The motion was seconded by ~Lr. Sundy and carried unanimously. Mayor Warren then read the following letter: "U. S. AM ENGINEER DISTRICT,. JACKSONVILLE CORP~ OF ENGINEERS 575 Riverside Avenue Jacksonville 2, Florida March 20, 1961 "Honorable George V. Warren MayOr of the City of Delray Beach De]may Beach, Florida Dear Mayor Warren: "Reference is made.to resolution No. 1318 passed and adopted by the City Council of 'Delray Beach, Fla., on 13 March 1961. The resolution requests that State funds be immediately pro- vided for the construction of Canal 15 under the Central and Southern Florida Flood Control Project. "The scheduling of works for construction under the project is a joint responsibility between the Central and Southern Florida Flood ~ontrol District and the Corps of Engineers. It is arrived at through consideration of the relative merits of providing the canal compared to other facilities urgently needed throughout the project. As you are probably aware, the rate at which works can be scheduled is entirely dependent on the allocation of funds by the Congress and by the legislature of the State of Florida. "You may rest assured that this office will give consideration to the construction of Canal 15 as early as possible consistent with the needs and justification of other works within the project and the construction.funds allocated to the proJect~ "If there are any further questions, please do not hesitate to call on me. · "A copy of this letter is being furnished to Governor Bryant, the Flood Control District, and to the Me,foots of Congress cited in the resolution. Sincerely yours, Copies furnished: /s/ J. V. Sollohub Hon. Farris .Bryant Colonel, Corps of Engineers Central & Southern Fla. District Engineer" Flood Control District Senators Holland and Smathe~s Congressman Rogers Chief of Engineers )w/cpy Divis ion Engineer, SAD) ~es olution" - 3- 3-22-61 'I.0 March 22, !o61 The letter was then referred to the Director of Public Works for £ ollow-up thereon. Mr. Sundy inquired of the City Manager what action had been taken on the improvement of that pa~t of N. W. 3rd Avenue between Second and Third Streets, which improvement was authorized last November by Council action and was informed that some delay had been caused by priority as well as condition of the Special Assess- ment Fund but plans are now nearing completion fo~ installation of this improvement which should Be completed within the very near future. The meeting adjourned at 9:30 A.M. ._ R._D._WORTHING . _ _ __ ._ 0ity Clerk A P~OVED: MAYOR -4-