BOARD OF COUNTY COMMISSIONERS
SEMINOLE COUNTY, FLORIDA
JUNE 23, 2000
The following is a non-verbatim transcript of the BOARD OF COUNTY COMMISSIONERS SPECIAL MEETING OF SEMINOLE COUNTY, FLORIDA, held at 1:30 p.m. on Friday, June 23, 2000, in the SEMINOLE COUNTY SERVICES BUILDING at SANFORD, FLORIDA, the usual place of meeting of said Board.
Chairman Carlton Henley (District 4)
Vice Chairman Grant Maloy (District 1)
Commissioner Randy Morris (District 2)
Commissioner Dick Van Der Weide (District 3)
Commissioner Daryl McLain (District 5)
County Manager Kevin Grace
County Attorney Robert McMillan
Deputy Clerk Sandy McCann
Chairman Henley announced that this is a specially called meeting of the Board for the purpose of selecting the most-qualified firm for professional architectural and engineering services for the New Criminal Justice Center and Renovation of the Existing Courthouse. Also, the Board will consider giving staff direction to proceed with negotiations with the selected firm.
Purchasing Manager, Ray Hooper, addressed the Board to advise there will be five firms making presentations for PS-549-00/BJC. The presenters will be given 30 minutes each, including a 10-minute "set-up" period. There will be 10 minutes allotted after each presentation for a question and answer period.
Upon inquiry by Commissioner McLain, County Attorney, Robert McMillan, explained the voting procedure, advising business cards will be distributed and each Commissioner will
write their first choice on the back of their card. He said those cards will be passed to him and he will count the votes.
Commissioner McLain stated during the past five years, he has been a supporter of moving forward with the construction of the courthouse. However, he has concerns about the road the Board is moving down - the cost and size. He said the staff has made it clear that the County does not have the revenue to service the bonds that will be necessary to finish this project. He stated he would like to set a cap for the architectural firm so that they know how much money will be set aside for the project. He would also like the Board to decide whether to submit the County to debt or go with a referendum (1-year one-cent sales tax). He added he believes the estimated project cost of $43.5 million is too much money to spend on this.
Chairman Henley stated the Board is well aware of how Commissioner McLain feels. He said the majority of the Board voted to move forward with the process. He further stated this meeting was called for a specific purpose and he will proceed as such.
Motion by Commissioner McLain to reduce the scope of the project to not exceed $35 million.
The Chairman ruled Commissioner McLain's motion out of order.
Motion by Commissioner McLain to prepare the referendum for the ballot to ask the question as to whether the County should spend $43.5 million for a courthouse facility.
The Chairman ruled Commissioner McLain's second motion out of order.
Commissioner Morris stated he would support discussing Commissioner McLain's motions at the conclusion of the presentations.
Upon inquiry by Commissioner McLain, Mr. McMillan advised the Chairman has the right to rule a motion out of order; and the Board can overrule that ruling.
Motion by Commissioner McLain to overrule the Chairman's decision in not recognizing his motions.
The Chairman call for a second to the motion three times without response, whereupon, the motion died for the lack of a second.
DLR Group's presentation began at 1:40 p.m.
Manny Suarez, Director for DLR Group, addressed the Board to discuss the following: presentation objectives, members of the DLR team, team experience, and design process. He stated their design approach will save in excess of $10 million and the project will be completed in 12 months. He explained their design approach is by using a split plan, designing two separate buildings, which are connected. One would be the Courthouse building with the courtrooms and the other would be an office building for staff. A copy of the information packet was received and filed.
The presentation concluded at 2:00 p.m. A question and answer period followed from 2:00 p.m. until 2:20 p.m.
HKS ARCHITECTS, INC.
HKS Architects, Inc.'s presentation began at 2:30 p.m.
John Richardson, Senior Vice President, addressed the Board to discuss the following: project principals, project management, related experience, and existing facility analysis.
Matthew Clear, Project Director, addressed the Board to discuss project management and project schedule.
Dan Wiley, Court Management & Planning, addressed the Board to discuss program verification/confirmation.
John Cunningham, Principal-In-Charge, addressed the Board to display a large model and proposed site plan.
The presentation agenda, video, CD, and booklet were received and filed. The presentation concluded at 2:50 p.m. A question and answer period followed from 2:50 p.m. until 3:05 p.m.
HLM Design's presentation began at 3:10 p.m.
Mike Wass, Vice President/Orlando Office, addressed the Board to introduce team members.
Dave Voda addressed the Board to discuss the following: project management, the process, and the design team.
Bill Beckman, Vice President, addressed the Board to discuss engineering the project.
Mr. Wass discussed the renovation process.
Doug Kleppin, Vice President, addressed the Board to discuss the following: the design approach, master planning, and Plans A & B.
Mr. Wass discussed quality flow, learning curve and their depth of resources. He submitted two letters (copies received & filed) from the American Institute of Architects citing their Osceola County Courthouse and the U.S. Courthouse in Jacksonville projects as winners for inclusion in the Justice Facility Review 2000-2001. A copy of the chart listing team members was received and filed.
The presentation concluded at 3:30 p.m. A question and answer period followed from 3:30 p.m. until 3:45 p.m.
HELLMUTH, OBATA & KASSABAUM, INC.
HOK's presentation began at 3:55 p.m.
Duncan Broyd, representing HOK, addressed the Board to discuss the following: team history, personal experience, design process, and tools & technology. A copy of the information booklet was received and filed.
Dan Wiley discussed flexibility of user space and security.
Foard Meriwether, Vice President, addressed the Board to discuss tools and technology their team will use.
A copy of articles regarding the DuPage County Courthouse IAQ lawsuit was received and filed.
The presentation concluded at 4:15 p.m. A question and answer period followed from 4:15 p.m. until 4:25 p.m.
Vitetta's presentation began at 4:40 p.m.
Allan Hoffman, President, addressed the Board to introduce team members and to discuss the history of the firm. A copy of the presentation booklet and schedule were received and filed.
Mike Zanin, Project Manager, addressed the Board to discuss project management and the design process.
Albert Comly, Principal-In-Charge, addressed the Board to discuss their Volusia County Courthouse project and related experience.
Dan Smith, Principal Programmer, addressed the Board to discuss the programming process.
Ken Underwood, Project Designer, addressed the Board to discuss specific site issues.
The presentation concluded at 5:00 p.m. A question and answer period followed from 5:00 p.m. until 5:15 p.m.
The Chairman recessed the meeting at 5:15 p.m., reconvening at 5:20 p.m. with all Commissioners present.
The Board voted, by ballot, to rank the #1 firm. Mr. McMillan announced Commissioners Maloy, Morris, Van Der Weide and Henley voted for HKS Architects, Inc. to be ranked #1. Commissioner McLain voted for HLM.
Motion by Commissioner Van Der Weide, seconded by Commissioner Maloy to rank HKS Architects, Inc. as #1 for PS-549-00/BJC, Professional Architectural and Engineering Services for the Seminole County New Criminal Justice Center and Renovation of Existing Courthouse; and to direct staff to bring a negotiated contract to the Board for the award of a contract.
Districts 1, 2, 3, 4 and 5 voted AYE.
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The Board voted, by ballot, to rank the #2 firm. Mr. McMillan announced that Commissioners Morris, Van Der Weide, Henley and McLain voted for HLM Design to be the #2 ranked firm. Commissioner Maloy voted for DLR Group.
Motion by Commissioner Morris, seconded by Commissioner Van Der Weide to rank HLM Design as the #2 ranked firm for PS-549-00-BJC.
Districts 1, 2, 3, 4 and 5 voted AYE.
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The Board voted, by ballot, to rank the #3 firm. Mr. McMillan announced that Commissioners Henley and Van Der Weide voted for HOK, Inc. as the #3 ranked firm. Commissioners Morris and McLain voted for Vitetta; and Commissioner Maloy voted for DLR Group. Whereupon, Commissioner Maloy stated he will orally change his vote to HOK, Inc.
Motion by Commissioner Van Der Weide, seconded by Commissioner Maloy to rank HOK, Inc. as the #3 ranked firm for PS-549-00-BJC.
Districts 1, 2, 3, 4 and 5 voted AYE.
Motion by Commissioner Van Der Weide, seconded by Commissioner Maloy to schedule a work session in the future, along with the budget process, to discuss issues raised by Commissioner McLain (funding mechanisms and setting project cap).
Under discussion, Commissioner McLain requested the work session be scheduled prior to the election.
Commissioner Morris stated the Board has talked these issues to death and he believes the Board needs to make some decisions relative to cap, land options and size, which are critical to the architect.
Commissioner Van Der Weide stated these issues can be discussed during a work session at budget time. He said he believes staff needs to analyze it and make their presentations and the Board can go from there.
Commissioner Morris stated these are Board decisions that need to be made on policy. He said these decisions need to be made prior to the budget work sessions.
Commissioner Henley stated he is not opposed to the Board having in depth discussions with regard to this issue. He said he has felt that the figure staff has suggested was not a firm figure until you get into design. He added he hopes all the decisions are made before the election.
Commissioner Maloy stated he feels the Board does need to address the issue of cost in the future, but he does not believe now is the proper time to get into it.
Commissioner Morris stated he believes to do this during budget time is a mistake. He believes it should be done prior to budget time at a minimum. He also reiterated he believes it should be done during a special meeting of the Board so that they can make decisions at that time.
The Chairman suggested the County Manager check the Commissioners' calendars to determine an appropriate date prior to July 19, 2000.
Commissioner Van Der Weide stated he has no problem with making it a specially called meeting prior to the budget sessions scheduled to start on July 19, 2000.
The motion, as clarified by Commissioner Van Der Weide, was voted upon and carried with Districts 1, 2, 3, 4 and 5 voting AYE.
The Chairman requested Commissioners to advise Mr. Grace of any items they want to specifically address during this special meeting.
The Chairman adjourned the meeting at 5:45 p.m., this same date.