Fort Walton Beach Council minutes — 12-08-1998 Regular — reading text

amendment in written form presentable to the City Clerk. The Mayor called for the vote on tbe motion, as amended, and it canied unanimously with Dowling, Gibson, Covey, Kelley, and Collins in favor (Carnathan and Campbell absent). c...._....."....-.......-'.' tiIiIiIi........-., Om . -. . . , '~ ~ " . . 0.. _. ,', _ ' H -,. _.. .__" The Mayor announced she would like to discuss Resolution 98- 34 at this time. iREs. 98-34. PUBLIC.IMPROVEMENT RlVENUE BONDS. SElUIS 1"~ A RESOLlJfION AWARDING $ 4, 680. 000 OF THE PUBLIC IMPROVEMENT REFUNDING REVENUE BONDS, SERIES 1998 OF THE CITY OF FORT WALTON BEACH. FLORIDA, TO THE UNDERWRITER FIXING THE PRICE, INTEREST RATES AND TERM MATURITIES, IF ANY. FOR THE BONDS; AUTHORIZING USE OF PRELIMINARY AND FINAL OFFICIAL STATEMENTS IN CONNECTION WITH DISTRIBUTION OF SUCH BONDS; DESIGNATING THE PAYING AGENT. ESCROW HOLDER AND REGISTER FOR THE BONDS; PROVIDING CERTAIN OTHER DETAILS RESPECTING THE BONDS; AUTHORIZING ALL OTHER NECESSARY ACTION IN CONNECTION WITH THE ISSUANCE AND DELIVERY OF SUCH BONDS; AND PROVIDING AN EFFECTIVE DAlE The Finance Director announced a minor change made on Section 9, changing the pluase " the appropriate officers" to read Mayor and the City Clerk of the Issuer. " Richard Lott of Bond C.ounsel for the City, answered questions that are designed to assist state and local officials in Pensacola., ensuring that their bond disclosure documents comply with federal securities laws, and the establishment of procedures that promote good disclosure. He also discussed procedures established to accurately describe the project, the bond terms, the sources of repayment. and the risks associated with the project. Mitch Owens of William R Hough and Compmy in Jacksonville and Mark Galvin of First Union Capital Markets in Orlando were also available to answer any questions that Council might have. Mr. Covey moved to adopt Res. 98-34. Motion was seconded by Mr. KeUey and carried unanimously with Dowling, Gibson, Covey, KeUey, and Collins in favor (Carnathan and Campbell absent). The meeting recessed at 8: 15 p.rn. The meeting reconvened at 8: 30 p.rn. H.nl: R(: C'R J' f1. AL SERVlC.ES-GoLI' CL(JB CLVJlJlOtJSFJ Consideration of RFP's submitted for Architectural Services for the Golf Club Clubhouse Project as outlined in the backup report. The Golf Club Administrator explained that the Council had approved a project to provide a centralized clubhouse facility at the Fort Walton Beach Golf Club. A committee comprised of City staff reviewed the proposals then heard presentations from six architectural ftnns on November 24. 1998. Based on the presentations, the committee selected four ftrms to make presentations before Council this evening. The ftrms were evaluated on their capability and qualifications, past performance, references, budget and time constraints, and experience in similar projects. The four :firms selected to make a presentation were Choctaw Engineering, Ine; Blinn Van Mater Architect, Inc.; Quina Gnmdhoefer Royal Architects Inc.; and Forefront Golf.  12/8/98 233 Spence King, President of Choctaw Engineering in Fort Walton Beach. introduced the CEI Team who will be working on the project. including Larry Moore, architect.and Chip Powell of Powell Design Company of Sarasota. golf course designer. Mr. Powell discussed his background and explained the strategies his firm will use in the redesign of the golf course. including site evaluations. Mr. Moore stated the advantages of selecting Choctaw Engineering are the fact they are a local !inn,they are enthusiastic, and are familiar with the course. Blim Van Mater of Blim Van Mater Architect. Inc., a local firm. introduced his team. which included an electrical engineer, mechanical engineer, civil engineer, and a landscape architect. Mr. Van Mater stated all are local and have previous experiences with clubhouses or similar projects. Alex Carter, the consultant for the design phase of the golf club who will I work with Mr. Van Mater on the project, has experience with clubhouse design and works with the Nichols Carter Grant finn out of Atlanta, who has done work in the Sandestin area. After a brief presentation by Mr. Carter, Mr. Van Mater reiterated he feels his team is uniquely qualified to provide the services requested by the City. He feels his long-standing relationship with City staff and Mr. Carter's expertise in clubhouse design are an important put of the process. The Golf Course Administrator infonned Council that the finn of Quina Gnmdhoefer Royal Architects will be unable to team with Jerry Pate Golf as previously planned due to two large projects recently accepted by Jerry Pate Golf. Carter Quina. the principd in charge of Quina Gnmdhoefer Royal Architects from introduced the principals of his Pensacola., team including the project manager and project architect, and emphasized they are involved in their projects from conception to completion. Mr. Quina requested that his firm be considered for the clubhouse project, parking area and immediate surroundings since they do not have a joint venture JXU1ner for the landscape/architectural part of the golf course. Mr. Quina discussed past project experience and explained the preliminary site pIan, concept floor plan and concept sketch of the new clubhouse at the Fort Walton Beach Golf Club. The final presenter was Steve Plumer, President of Forefront Golf, Inc. from Dallas, Texas, who will concentrate on the golf course design. He discussed the firm's experience and their strong belief in customer service. He explained the golf course would stay open during const1'UCtion, and that his firm has a history of completing their projects within the budget. Teaming with Forefront Golf and working on the clubhouse design is IDS-B Architecture, also out of Dallas, and rep-esented by Barry Blackmon. Mr. Blackmon reported the firm's specialty is clubhouse design and presented slides of various clubhouses built in other areas of the country. The Mayor thanked the four finns for their presentations. The City Manager reported that under State statutes, the City is not permitted to ask any of the fmns what they will charge if selected He explained the firms must be ranked on their qualifications, then negotiations can begin with the top ranked firm. If an agreement cannot be reached with the top-ranked fi.nn. negotiations must be closed before negotiations can begin with the second ranked firm. This process continues until an agreement is reached with one of the ranked fmns. Steve Boles, 16 Wisteria Court, stated he was not aware of the pJans for a clubhouse at the golf club. He does not see a need for it, that membership fees will go up significantly, and taxpayers should not have to pay for it. The City Manager clarified that feasibility studies were done and presentations made to the Men's and Women's Association in special meetings. He explained that the cost of the clubhouse wouJd be paid through leases by the pro shop and food vendor and not by taxpayers. The City Manager did state a slight increase in membership fees wouJd occur, and reiterated that the plan to build a clubhouse was discussed in various public meetings. I Council suggested that the designs for the clubhouse and the golf course be ranked separately to provide an equal playing field for all the firms involved Mr. Dowling moved to consider the clubbouse design separate from the golf course design. Motion was seconded by Mr. Covey and carried by a vote of 4 to 1 witb Dowling, Covey, Kelley, and CoUias in favor and Gibson opposed Carnathan and CampbeU absent). Discussion ensued regarding the ranking of the firms for the clubhouse design. A suggestion was made that Council write down their first, second, third, and fourth choice for architects for the clubhouse, then have the City Manager call out the scores.  1218/ 98 234 The meeting recessed at 10: 30 p.rn. The meeting reconvened at 10: 35 p.m. The Mayor asked Council to prioritize the four firms on their ballots, sign then present to the City Clerk to be read for the record. Mr. Dowling stated he would abstain from the vote due to business relationships with some of the members of the firms. The City Attorney reminded Mr. Dowling to file his Conflict of Interest form with the City Clerk. In the first round of voting for the clubhouse design, the City Manager announced for the record the following votes: first place, ( 2) for IDS- B, (1) for Quina Gnmdhoefer Royal Architects, and 1( ) for Blinn Van Mater Architect; for second place, ( 2) for IDS- B and (2) for Quina Grundhoefer Royal Architects; for third place, ( 3) for Blinn Van Mater Architect and 1 ( ) for Quina Gnmdhoefer Royal Architects; and for fourth place, ( 4) for Choctaw Engineering. The Mayor requested an additional round of ballot to rank the first place firms. The City Manager announced there were ( 3) votes for IDS- B and 1 ( ) vote for Blinn Van Mater Architect. The City Manager announced the first ranked firm fur the clubhouse design is IDS- B. An additional round of ballot was requested to select the second ranked firm for the clubhouse design. The City Manager announced there were ( 3) votes for Quina Gmndhoefer Royal Architects and (1) vote for Blinn Van Mater Architect. The City Manager announced the second ranked finn for the clubhouse design is Quina Grundhoefer Royal Architects. The City Attorney announced a motion is needed to approve the rankings of the finns for the clubhouse design. Mr. Dowling stated he would abstain from the vote due to business relationships with members of some of the firms. The City Attorney reminded Mr. Dowling to file his Conflict of Interest fonn with the City Clerk. Mr. Covey moved to establish the ranking of the firms for the clubbouse design as follows: 1) IDS- B; 2) Quina Gnmdhoefer Royal Architects, Ine; 3) Blinn Van Mater Architect, Inc; and 4) Choctaw Engineering, Inc. Motion was seconded by Mr. Kelley and carried unanimously with Gibson, Covey, Kelley, and Collins in favor (Dowling abstained; Carnathan and Campbell absent). The City Attorney stated a vote was needed to rank the top ranked firms for the Golf Course Design. Mr. Dowling stated he would abstain from the vote due to business relationships with some of the members of the firms. The City Attorney reminded Mr. Dowling to file his Conflict of Interest form with the City Clerk. In the round of voting for the Golf Course Design, the City Manager announced there were ( 3) first place votes for Forefront Golf, and ( 1) vote for Powell Design Company. For the second ranked firm, the City Manager announced there were (3) first place votes for Powell Design Company and (1) vote for Forefront Golf. The City Manager announced the rnnking for the