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SPECIAL MEETING HELD BY THE TOWN COMMISSION FOR THE TOWN OF OCEAN RIDGE, FLORIDA, TO BE HELD IN THE TOWN HALL ON THURSDAY, MARCH 20, 2000, AT 3:30 P.M.

The meeting was called to order and roll call was answered by the following:

                    Commissioner Bingham                         Commissioner Kaleel

                    Commissioner Bridges                           Commissioner Willens

                                                        Mayor Aaskov

ACTIONS AND REPORTS

1. Interviews and Discussion for Engineering Service RE: Drainage

Town Manager Dunham advised that it would be necessary for each firm to address each of the following questions either during their presentation or directly asked:

1. Summarize you knowledge of the town’s drainage problems and describe work you may have performed in the town.
2. Who will work as the project manager for the Ocean Ridge job?
3. How soon after a notice to proceed is given can your firm begin work and how does this job fit into your current and projected workload?
4. Given your knowledge of the Town of Ocean Ridge, do you see a potential need for the purchase of property for stormwater detention/retention areas?
5. Sanitary sewerage in Ocean Ridge is currently handled by septic systems. What, if any, impact would stormwater drainage improvements have on a future sanitary sewer system?
6. Summarize your experience/success in:

1. Developing flood control systems that are permitable.
2. Obtaining grant funding for recommended solutions.

Town Manager Dunham also encouraged the Commission to ask any additional questions they might have.

1. Kimley-Horn and Associates, Inc.
2. Heller-Weaver and Sheremeta, Inc.
3. Shalloway, Foy, Rayman & Newell, Inc.

All three firms demonstrated vast experience, references and knowledge concerning the towns drainage problems during their presentations. All three firms commended the town for hiring Shenendoah to TV and clean some of the lines and also for having some of the area already surveyed by Sea Systems through the Army Corp. of Engineers. All three firms also commented that it would be advantageous and less expensive for the Town as a whole if the sewer project would be addressed at the same time drainage lines would be installed.

Kimley-Horn advised that they could start the work immediately and anticipated completing their scope of work within 3 ½ months or mid July. Kimley-Horn stated that they felt had an advantage due to subcontracting their surveying services with Sea Systems, who is currently working with the Army Corp. of Engineers and has already surveyed portions of the south end of town. They also felt they had extensive knowledge in grant funding citing over $31 million received in grant monies for many municipalities.

Heller-Weaver & Sheremeta, Inc. stated that they felt most qualified due to the fact that Dick Sheremeta has worked directly with the town concerning drainage problems in the past. They also stated they could start immediately and anticipated a preliminary design completed within 2 – 3 months and up to 6 months for the proper permitting through the various agencies.

Shalloway, Foy, Rayman & Newell, Inc. complimented all three firms interviewed this date but stated they felt they were the most qualified because they are considered drainage and water management experts in the area. Mr. Shalloway also stated that his firm has had very positive results in permitting with various agencies. He added that his firm has worked with the town several times over the years, most recently for the construction of the two new bridges and Hudson Ave. Mr. Shalloway commented that the two types of flooding problems included tidal, involving more extensive drainage such as pumps and dikes, and rain, involving cheaper solutions such as pipes, etc. Mr. Shalloway concluded by stating that they could start immediately in phases with the south end being completed in several weeks and 6 – 8 weeks for the remainder of the town.

Following the presentations, Comm Bingham questioned the cost of the project to which she was advised that the cost could not be discussed until the town manager was authorized to negotiate a contract.

Comm Kaleel stated that he felt Kimley-Horn gave the best presentation, however, he felt their firm may be too large for this project and therefore they were his 3^rd choice. He commented that Heller-Weaver & Sheremeta, Inc. was good but he felt that Shalloway, Foy, Rayman & Newell, Inc. was his first choice because they are experts in the drainage field and he is aware other municipalities call upon them when they experience problems. He concluded by stating that personally and politically he felt Shalloway was best for the town’s needs.

Comm Bridges stated that he agreed with Comm Kaleel regarding Kimlely-Horn, however, he felt Heller-Weaver & Sheremeta, Inc. was the top choice because they have worked here in the past and he has had positive working experience with them on other projects. He commented that he felt Shalloway did not propose a good solution to the flooding problem on Hudson Ave. and he did not agree that they were the number one experts regarding drainage.

Comm Willens commented that he felt all three firms were highly qualified and agreed that Kimley-Horn was also his third choice. He stated that prior to the presentations he was prepared to discard Shalloway because he felt they did not provide a good solution for the Hudson Ave. problem. However, he now believes that they were given a very limited scope of work and a short time frame and they were now his first choice. He stated that he was impressed that Mr. Shalloway was the only one to mention that tidal problems affect flooding. Regarding Heller-Weaver & Sheremeta, Inc. he felt they had no real knowledge on acquiring grants. He added that he felt the best opportunity for acquiring grant funding would be through the South Florida Water Management.

Comm Bingham stated that she felt Shalloway provided the least impressive presentation, however, they did address the key points well. She was also impressed with the separation of tidal and rain flooding. She favored Shalloway, then Heller-Weaver and Kimley-Horn last.

Comm Willens commented that the top priority should be the knowledge in solving the drainage problems with the grant funding secondary.

Comm Bridges stated that he disagreed with the other Commissioners regarding Shalloway being the best qualified, citing that he felt their time frame was not realistic and sewage lines or sleeves could not be installed until all the elevations were known.

Mayor Aaskov agreed with Comm Kaleel, Comm Willens, and Comm Bingham on their order of preference of Shalloway, then Heller-Weaver and Kimley-Horn last.

Town Manager Dunham stated that he felt all three firms had the technical expertise, however, he felt Shalloway may have a better inroad to the South Florida Water Management, which is very important for time constraints. He agreed that the other managers knew them as mainly drainage experts. Lastly he stated that he has worked with them in the past and felt comfortable with their staff.

Comm Kaleel moved to authorize contract negotiations with Shalloway, Foy, Rayman & Newell, Inc. to provide surveying and civil engineering services for drainage improvements, seconded by Comm Bingham.

Motion carried – Yea (5).

Comm Kaleel moved to authorize contract negotiations with Heller-Weaver & Sheremeta, Inc. in the event an agreement is not reached with Shalloway, Foy, Rayman & Newell, Inc. for the same scope of service, seconded by Comm Bingham.

Motion carried – Yea (5).

ADJOURNMENT

The meeting was adjourned at approximately 5:20 P.M.