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HomeMy WebLinkAbout2023-10-09 - City Commission Workshop Meeting MinutesCITY OF TAMARAC CITY COMMISSION WORKSHOP MINUTES MONDAY, OCTOBER 9, 2023 CALL TO ORDER: Mayor Michelle J. Gomez called the Monday, October 9, 2023, City Commission Workshop, being held in Conference Room 105, to order at 10:01 a.m. ROLL CALL Present were Mayor Michelle J. Gomez, Vice Mayor Marlon Bolton, Commissioner Morey Wright Jr., Commissioner Elvin Villalobos, and Commissioner Kicia Daniel. Also present were City Manager Levent Sucuoglu, Assistant City Manager Maxine Calloway, City Attorney Hans Ottinot, and Assistant City Clerk Monica Barros. PLEDGE OF ALLEGIANCE Commissioner Elvin Villalobos led the Pledge of Allegiance and moment of silence. AGENDA La. Oral Presentations, Discussion and Consensus on RFP No. 23-20R, Citywide Landscape Maintenance, Mulching Installation and Irrigation Inspection and Wet Testing Awards Keith Glatz, Purchasing and Contracts Manager, introduced the presentations and explained there would be a 25-minute time limit for each firm on the short list, which was created based on an evaluation by the selection committee. He stated the recommendation was to award the contract to two (2) firms. John Doherty, Public Services Director, stated that the firms were chosen by the selection committee which included the Assistant Director of Public Services, Assistant Director of Community Development, Public Services Operations Manager, Recreation Superintendent and the City Manager's Office, Chief of Staff. Brightview Peter Olmedo, Sunrise Branch Manager, and Joseph Latchana, Associate Business Developer, Brightview Landscape provided a presentation, which is on file in the City Clerk's Office. Vice Mayor Bolton asked how often the firm uses change orders, the number of employees, arborists on staff, subcontracting, history of company, diversity, and other municipalities serviced. Mr. Olmedo responded. Commissioner Wright asked for clarification on the company structure, management, and headquarters. Mr. Olmedo explained. Commissioner Villalobos asked Keith Glatz, Purchasing and Contracts Manager, how the companies were selected, and he responded that at the end of all the presentations staff would address their remaining questions. Commissioner Daniel asked for additional clarification on the cities serviced by this office of Brightview. Mr. Olmedo reviewed the list. Mayor Gomez asked about the employee supervisory structure, familiarity with the City of Tamarac, scope of work, best practices, and emergency response. Mr. Olmedo and Mr. Latchana responded. VisualScape Juan Vila, Chief Executive Officer and Ivan Vila, President, VisualScape provided a presentation, which is on file in the City Clerk's Office. Commissioner Wright asked for clarification on the number of employees of the company, other cities serviced, ownership structure, and years in service. Mr. Vila responded briefly. Commissioner Villalobos stated he liked that the workforce was family and asserted that this is the same way Tamarac operates. He asked that the presentation be emailed to the members of the Commission. Commissioner Daniel agreed that she liked that they are a family -oriented business and added that she appreciated the recommendations specific to Tamarac which were included in the presentation. Vice Mayor Bolton asked about the number of employees, management structure, arborist, experience, and other contracts. Mr. Vila responded. Mayor Gomez asked about after hours service and commented on the importance of communication. Mr. Vila outlined the process. Juniper Charles Bisbano, Client Relations Manager, Tom Jacobs, Branch Manager, and Mike Diefenderfer, Operations Manager, Juniper provided a presentation, which is on file in the City Clerk's Office. Commissioner Villalobos asked about the reasons the company had left Tamarac and dates of that transition. Mr. Jacobs explained. Commissioner Daniel inquired about the acquisition of Prestige by Juniper. Mr. Bisbano and Mr. Jacobs responded. Minutes October 9, 2023 — Workshop Page 2 Vice Mayor Bolton asked about the company's work with homeowners' associations (HOAs), CPI increases, meetings with City staff to set scope of work, number of employees, cities serviced, frequency of change orders, arborists, diversities, employees on staff, and diversity. Mr. Bisbano and Mr. Jacobs responded. Mayor Gomez asked for clarification on contract increases. Mr. Bisbano explained. Mayor Gomez stated she liked that the company was able to offer turf services. She asked about the company's nursery in Davie, growing agreements, and parks. Mr. Bisbano and Mr. Jacobs responded. Commissioner Wright asked about Prestige being acquired by Juniper, and maintaining the local, small town feel while being a statewide company, and the number of dedicated employees. Mr. Bisbano and Mr. Jacobs responded. SFM Services, Inc. Christian Infante, President, Robert Montesino, Operations Manager, and Daniel Echeverria, Account Manager, SFM Services, Inc. provided a presentation, which is on file in the City Clerk's Office. Commissioner Daniel asked the company to grade the service they had provided to Tamarac to date. Mr. Infante responded. Vice Mayor Bolton asked about the company's number and type of employees, arborists on staff, frequency of change orders, meeting with Tamarac staff, work with HOAs, work for other municipalities, and the number of employees dedicated to work in Tamarac. Mr. Montesino and Mr. Infante responded. Commissioner Wright asked for further clarification on how the company would rate itself, working with a separate irrigation contractor, and impacts of the labor market. Mr. Montesino and Mr. Infante explained. Commissioner Villalobos acknowledged the company's professionalism and that they have a large crew. Mayor Gomez noted the presentation had implied that the lowest bidder is not always the best option. Mr. Infante stated he understood being the lowest bidder by an appropriate percentage, but wanted to highlight that there were potential red flags in the difference between the bids. Mayor Gomez asked about experience with turf management, nursery, past employee issues, emergencies, cleaning up before mowing, and clarified that this would be a two (2) contractor bid. Mr. Montesino and Mr. Infante responded. Mayor Gomez called for a recess at 11:51 a.m. Minutes October 9, 2023 — Workshop Page 3 Mayor Gomez called the meeting to order at 12:32 p.m. Purchasing and Contracts Manager Glatz stated staff was present to answer any questions and asked that the Commission discuss and reach consensus on two (2) firms to make an award to for landscaping services at the Wednesday, October 11 Commission meeting. He explained the resolution would authorize the City Manager to execute the agreements. Commissioner Villalobos asked for clarification on why the Commission was involved in these presentations, since they are not typically part of the procurement process. Purchasing and Contracts Manager Glatz explained this was a very high - touch item which the Commission hears about frequently from the community, so staff wanted the Commission to have input and understanding of the agreement. Commissioner Villalobos asked for clarification on the change in contract selection. Purchasing and Contracts Manager Glatz explained that prior to this contract, the City had used a low bid methodology, where the bid was awarded to the lowest responsive and responsible bidder, but it had been determined that this situation needed qualifications other than price to be utilized as determining factors. Commissioner Wright asked about the reasoning behind selecting two (2) firms. He noted one (1) of the presenters had asserted it would be a more effective and efficient process as one (1) contract. Purchasing and Contracts Manager Glatz and Public Services Director John Doherty clarified that under the previous bid process they were awarded for separate tasks, whereas the City now intended to have both companies awarded all the tasks but deployed to different parts of the city. Commissioner Villalobos commented on a situation he had experienced with companies not taking full responsibility for the job, but pointing out that some jobs were the responsibility of the other contractor, so he understood how having both companies responsible for the whole contract is beneficial. Mayor Gomez asked whether selection of a separate arborist contract would also come before the Commission. Public Services Director Doherty explained the tree contract was currently out for bid and does require an arborist on staff. Mayor Gomez asked staff to review their pros and cons for each of the candidates. She highlighted that staff had more ability to conduct follow-up research through the selection process. City Manager Sucuoglu advised that the top four (4) candidates had been brought before the Commission because staff are comfortable with the choices the commission will make. He noted that staff were present to discuss the performance of the currently contracted firm and that the other three (3) companies that were brought before them have the right qualifications and proven track record. Minutes October 9, 2023 —Workshop Page 4 Public Services Director Doherty discussed the City's beautification goals and ongoing concerns with the condition of the medians. He concurred that there had been performance issues with the current contractor. Mayor Gomez acknowledged that SFM Services had come into the City at a difficult time due to COVID-19. She discussed the individual presentations briefly and asked for clarification on the pricing. Purchasing and Contracts Manager Glatz explained pricing had an influence on the score they received. Public Services Director Doherty noted staff outside the selection committee had visited sites maintained by all of the submitters and references had been called. He reviewed the scoring criteria and pointed out he was looking for a manager at the company that would act as a partner and take ownership of the product they provide. Commissioner Daniel stated she had concerns with the current contractor based on their performance, but also did not feel Brightview had given straight answers during their presentation. She stated she liked that VisualScape was a family company and had taken the time to make specific recommendations. Vice Mayor Bolton asserted he had really liked SFM Services' presentation. He stated when they outlined the differences between the current contract and the new contract, they seemed to understand and felt they could do a better job if given another chance. He discussed the number of employees each company has and the number of employees they would assign to Tamarac. Vice Mayor Bolton stated that the four (4) day termination letter from Brightview shown as part of the SFM presentation had swayed him. Public Services Director Doherty explained that Tamarac's contract would not allow for termination of less than 30 days. Discussion continued regarding the most recent landscaping contract, which had expired in September. Vice Mayor Bolton agreed with Commissioner Daniel's comments regarding VisualScape and stated they were the only bidder who had taken the time to include ideas for how to make the City better in their presentation. Commissioner Villalobos commented on the story behind the four (4) day termination letter and stated he would choose VisualScape and Juniper. He asserted that the number of staff members needed to do the work would be up to the contractor, not the commission. Commissioner Wright stated he saw Brightview as a frontrunner, in part because SFM clearly saw them as the competition. He noted he liked that Juniper had experience in the City and that VisualScape was a family company. Mayor Gomez asked how the work would be divided. Public Services Director Doherty stated staff had spoken to other cities, and this was common practice in Minutes October 9, 2023 —Workshop Page 5 different ways. He explained the recommendation had been to make the division geographical, so that it would be more equitable for both companies. Mayor Gomez commented on language in the contract which referenced who would make negotiations. Purchasing and Contracts Manager Glatz agreed to clarify. Mayor Gomez clarified prior comments about the number of employees to be dedicated to the City and stated what matters was that staff was satisfied they could meet the requirements of the contract. Vice Mayor Bolton reiterated that he believed SFM Services should be given another try, as they could do a better job under the new scope. Discussion ensued regarding the ranking of the contractors. Mayor Gomez sought a consensus, and the Commission chose to move forward with Juniper and VisualScapes. Lb. Turnpike Widening Project Development Study Update Jazlyn Heywood, Project Manager with Florida's Turnpike, Andrew Valasquez, Turnpike Planning Office, and Henry Pinzon, Florida Turnpike Enterprise Environmental Management Office, provided a presentation, which is on file in the City Clerk's Office. Commissioner Daniel stated she is excited to see the improvements happen and hopes it could happen faster. Vice Mayor Bolton inquired as to the timeline for completion. Mr. Valasquez explained there is not currently funding for construction or design, so that would be the next step. Commissioner Wright asked how the project would impact Rock Island Road. Mr. Valasquez stated there would be less traffic on Rock Island Road because of the interchange, and noted the road would be realigned. Commissioner Wright stated residents are concerned about the traffic on Commercial Boulevard, and he is glad that there will be less traffic. He also asked whether the study included traffic which would come from new developments. Mr. Valasquez explained that the model provides for traffic growth. Commissioner Villalobos asked what the projected population was for 2045. City Manager Sucuoglu responded that he believed it was about 105,000. Mayor Gomez stated she had been waiting for this for a very long time and noted opportunities for interchanges had increased due to improvements to technology since the project started. Mayor Gomez asked for additional details regarding the traffic study. Mr. Valasquez provided clarification on the levels of service. Minutes October 9, 2023 —Workshop Page 6 Mayor Gomez commented on the height of noise walls, landscape maintenance of the golf course in the interim, and funding. Ms. Heywood and Mr. Valasquez responded as appropriate. Mr. Valasquez explained Florida's Turnpike projects are funded by tolls, so the timeline would be a matter of being programmed into the plan. He outlined the potential timeline. Discussion continued regarding the timeline and phasing. Mayor Gomez sought and received consensus to provide a resolution of support. 1.c. Tamarac School Zones Speed Study Results City Manager Sucuoglu provided a brief background on the item. He stated staff had partnered with two (2) companies to conduct a study at the direction of the Commission, and the next step was to review results. Neysa Herrera, Chief of Staff, provided a presentation, which is on file in the City Clerk's Office. Neysa Herrera, Chief of Staff, Broward Sheriff's Office (BSO) Captain Jeremiah Cooper and Lieutenant Christopher Palamara entertained questions and concerns from the commission. Commissioner Daniel commented on the accidents and where the data was. Captain Cooper stated that he would bring the information back to the commission. Commissioner Daniel left the dais at 2:46 p.m. Mayor Gomez pointed out there were no other municipalities with the program in place because it was new and asked that comments be brought forward based on facts rather than suppositions. Mayor Gomez highlighted other areas receiving coverage and stated that the size of the police force is limited. Captain Cooper added that officers have other duties and may be pulled away from school zones to attend to matters in other areas, and noted additional resources are needed. Mayor Gomez asked who the City would need to speak to about the school zones. City Manager Sucuoglu stated Broward County Traffic Engineer has jurisdiction over school zones, including charter schools. Mayor Gomez asked that staff investigate the issue further. Discussion continued. Commissioner Daniel returned to the dais at 2:53 p.m. Mayor Gomez asked if there had been communication with the school principals regarding the program. Captain Cooper stated there had not been. Minutes October 9, 2023 —Workshop Page 7 Mayor Gomez stated there should be a discussion with the principals at the schools impacted to see if they believe it will help, as well as the parents in the area. She noted she had gotten a lot of calls about traffic and speeding around Renaissance Charter School. Mayor Gomez asserted she supports getting more information on this program, as there is a reason and a purpose the State has put it in place. She noted it is supposed to be a neutral program that supports education. Commissioner Villalobos stated he supported a consensus for the item. Commissioner Villalobos left the dais at 2:55 p.m. Mayor Gomez stated that hearing BSO recommends this program and knowing it was very specific in its scope, she was supportive of item. Commissioner Wright advised he was also in support. City Manager Sucuoglu noted there was a consensus, but Mayor Gomez had mentioned wanting more information. Mayor Gomez stated the additional information and input would come out of the RFP process. She noted she would also like some data from a location similar to Tamarac where the program has been instituted. l.d. Traffic Calming Policy Public Services Director Doherty stated the Commission had directed staff to look at the City's traffic calming policy and to try to come up with creative ideas to make the system less arduous. Mustafa Albassam, City Engineer, provided a presentation, which is on file in the City Clerk's Office. Mayor Gomez stated she appreciated what had been done to improve the policy in the past and that there was support for looking at doing more. She referenced an ongoing request for traffic calming and asked for clarification on how that project would fall under the recommendations. City Engineer Albassam explained the intent of the recommendation. Mayor Gomez asked that the language be clarified. Public Services Director Doherty outlined the proposed makeup of the committee to be charged with reviewing exceptions, and the process to be followed. Mayor Gomez asked for additional clarification on the meetings of the committee and the appeal process. Public Services Director Doherty stated the details were not worked out and discussed the potential process further. Vice Mayor Bolton returned to the dais at 3:07 p.m. Minutes October 9, 2023 —Workshop Page 8 Mayor Gomez asked about the type of traffic calming to be considered. Public Services Director Doherty explained and noted the constraints of the budget. He stated grants could be pursued if a roundabout was recommended. Discussion continued regarding the traffic calming policy and creating opportunities for review with the support of the community, and areas where speed humps are not appropriate. Commissioner Daniel stated she liked the current policy and thought the addition of a committee without residents involved was more bureaucracy. Public Services Director Doherty stated the committee would be made up of staff with the input of emergency services, because traffic calming also impacts response times. Vice Mayor Bolton and Commissioner Daniel stated they were not in agreement. Mayor Gomez noted there was no consensus to move forward at this time. Le. Discussion and possible consensus to cancel the November 22, 2023, and December 27, 2023, City Commission meetings. Monica Barros, Assistant City Clerk, sought consensus and received consensus to cancel the meetings on November 22 and December 27, 2023, due to associated holidays. Vice Mayor Bolton was opposed. City Manager Sucuoglu stated he had an unscheduled request to add to the agenda. He explained the City is considering a number of mixed -use projects and stated it might be helpful to see some successful projects in place. He noted there is a successful project in Alpharetta, Georgia, which is where the National League of Cities Conference is in November. He stated his suggestion was that if all or most of the Commission is planning to attend the conference, a half -day trip to Alpharetta could be planned to visit the site. City Attorney Ottinot stated he did not believe a vote was required, as it would be up to each individual attending the conference. Discussion ensued briefly. Commissioner Villalobos returned to the dais at 3:15 p.m. Commissioner Villalobos voiced his support of moving forward with the changes outlined in item 1.d. He stated the communities need access to a better process. Mayor Gomez stated there was now a consensus in support of item Ld. Mayor Gomez commented on recent events in Israel and stated she would be bringing forward a proclamation at the October 11 meeting to stand in support of Israel. City Attorney Ottinot stated a resolution of support from FDOT would also be brought forward at the October 11 meeting. Minutes October 9, 2023 — Workshop Page 9 ADJOURNMENT There being nothing further to discuss, the meeting was adjourned at 3:19 p.m. Minutes transcribed by Crysta Parkinson, Prototype, Inc. and submitted by Monica Barros, Assistant City Clerk. x- Vonica Barros, Assistant City Clerk Michelle J. Gomez, Mayor Note to the reader: The above signature is the City Clerk, of the City of Tamarac, Florida. If the minutes you have received are not signed, or completed as indicated above, they are not the official minutes of the City Commission Workshop held Monday, October 9, 2023. Pursuant to Chapter 286.0105, Florida Statutes, if a person decides to appeal any decision made by the City Commission with respect to any matter considered at such meeting or hearing, he may need to ensure that a verbatim record of the proceedings is made which record includes the testimony and evidence upon which the appeal is based. The City of Tamarac complies with the provisions of the Americans with Disabilities Act. If you are a disabled person requiring any accommodations or assistance, please notify the City Clerk's Office at (954) 597-3505 of such need at least 48 hours (2 days) in advance. Additionally, if you are hearing or speech impaired and need assistance, you may contact the Florida Relay Service by dialing 7-1-1. Minutes October 9, 2023 —Workshop Page 10