Town Council - workshop

Wow.

Recording in progress, right? I guess it's just a rouse at the podium. Welcome, everybody. My name is Ralph Casales, Time Manager, Town of Cutler Bay. I love this great turnout. It's better from noon to 1 than, say, 7, 8 at night, right? So thank you again. My name is Ralph Casales, Time Manager, Town of Cutler Bay. We're really excited today regarding this Legacy Park project. But before I start, I want to do some introductions. Back there in the camera, we have Rod Gibbs, my communication manager. My executive assistant, Julia Hoare, holding the door. There you go. We have our building inspector, our building compliance director, Santi, building inspector, Michael Hahn, our assistant public works director, Yanir. We have our town clerk back there, Mauricio. There you go. Hey, there you go. And Dan Goldberg there for our clerk's office. But before I start, I'd like to also recognize Council Member Lord, who took time from her busy schedule to attend here today, too. So, Council Member, if you could just come up. Oh, there she is. Report it.

Thank you. Hi, everyone. I love the turnout that we have here today. It was very important to me individually that we give our local businesses an opportunity to partake in this huge legacy project that we have. And I'm really, really pleased that you all have taken time out of your day to come here and learn about the process. And for those of you who are on zoom, thank you for attending as our flyer. And I hope everyone got one of these is our flyer says at the bottom, this town me individually. But our mayor and the rest of the members of this council, our town manager, our staff, we are committed to supporting our local economy and businesses. And so having all of you here is a pleasure. Thank you for coming. Back to you, Ralph. Thank you.

Thank you. Thank you, Council Member Lord. So just to provide a little bit of content, I know everybody's time is very valuable. The building that you're in right now used to be our building. We sold this building and the lot next door, right next to Mercedes-Benz. We did that. We call it as a land swap deal with the Garcia family. Has anybody been on Old Color Road, the new Publix? All right, you've seen that big tarp area right next to Publix with all the nice white beachy sand? That's Legacy Park. We had to remediate it over $12.8 million. Don't get me started on that arsenic stuff. We had to remediate that. So now we're entering into the stage that we're going to start doing some underground and vertical. But before that, I want to just give you a brief history. We did the land swap deal. Then we went through an RFP process to select Salt Mickelson as our design team. They're teamed up with Michael Graves and EDSA. So we got the design team on this side. And then we did something unconventional that we said, we then selected our contractor, Kauffman Linn. Design's not done yet, guys. So we already had the contract. They've been on board over a year and a half already. I call it the guys with the calculator and the girls with the calculator, right? As these architects are designing, these guys are saying, wait, hold on. What can and can't be built? So what the council did, Council Member Lord and the Mayor and Council, we developed a master plan that's here. Old Cutler's here. It's going to be a three-story town hall. Okay, it's going to serve as our EOC. We're going to have a community center, a pool building, and a pool. parking lot, and then the rest of it will be open area. So that kind of gives you the lay of the land. All that, and the reason why I have no hair, for $49.9 million. 49.9. We floated a bond several years ago that received over 68% approval for 37%. You guys are contractors, right? Wait a minute. What's the difference there, right? Again, why no hair? So we're working through that gap financing that we're going to be doing. But most importantly, as Council Member Lord mentioned, and as you folks have followed me, I'm very committed to try to support the local economy. Kauffman Lynn is our construction company. We made it a point that to have this meeting, to have everybody give everybody the opportunity how to sign up through their process to be qualified as a subcontractor. Not only for Cutler Bay, Kauffmanland, commercial plug, sorry, Hans, I'm going to say it in a second. They also have projects throughout, you know, Dade, Monroe, and the state of Florida. Maybe not for this, but at least you have a nice meet and greet with Kauffmanland. So what did we do? So Cutler Bay, we only have 37 employees. That's it. 45,000 residents. The first thing I had to do is hire an owner's rep. Four years ago, you told me what an owner's rep is. I don't know. I don't know how to spell it. I don't know what an owner's rep is. Thank God we have an owner's rep because in my crazy schedule, we have that. Emma Jones from Stantec is our owner's rep, and if you follow us on our council meetings every single month, and Council Member Lord attests, the council gets an update from our owner's rep. So part of the next part of the agenda is that I'm going to hand it over to Emma Jones, our owner's rep, who's online, and then we'll go into the Kauffman list. So Emma, are you online?

There you go.

She's on.

She's doing it.

Oh, she's doing it? Okay.

Good afternoon, everybody, or late morning as it may be. My name's Emma Jones. I'm the owner's rep for the town of Cutler Bay. It is my job to introduce you guys to the project, but I'm pretty sure Ralph really hasn't left me anything else to introduce. So I think, you know, just a broad scope is... 16-acre site, four acres are buildings and parking lot, and 12 acres are park. And Rob's going to play Vanna for me right there. So obviously we've got a three-story town hall. We've got a community center and a pool, and then obviously the parking associated with that, and then the 12 acres are park. And those 12 acres, there is some golf cart parking. There's a – we'll call it a stage. It's not really a pavilion, those types of items. And then there's a walking trail that goes around the perimeter. So happy to answer any other questions about this, but that's really the overview. Ralph gave you the great history of it. It's an exciting project. The Hans with Kauffman Lynn lives right down the road. We'll give you his address in case you need to find him. But no, in all seriousness, it's a trans, Terrific project. The council members are very engaged, and we're really looking forward to getting it going.

And thank you, Emma. Even when we got to the point of selecting Coffinland, we went through an RFQ process, and we vetted them, very competitive, and we were lucky to have them on board. And as Emma mentioned, we have Hans Nelson. And in gas-breaking news, he's now VP of Coffinland, right? So instead of being project executive. So Hans, welcome. Please. I know you have your team online as well.

Yes.

Good afternoon, everyone. I've been doing this so much now I feel like a politician, so I guess it fits me just right, right? Anyways, my name is Hans Nelson, like Ralph just said, Vice President of Operation at Kauffman Linn. So I'm here this morning just to tell you a little bit about Kauffman Linn for those of you who are not familiar with the company. Kauffman Linn has been in business for 36 years providing construction equipment management services in the Tri-County area and also on the West Coast of Florida. So we were selected and awarded for the Legacy Park project. So Ralph mentioned it's been a year and a half since we've been going through design and also, you know, cost estimates and trying to get us to that 49.9. So hence why you guys are here to learn a little bit more and hopefully we'll get you bidding on this project. So throughout our 36th year of you know, existence. Um, we've really champion, um, partnering and, and really take initiative to work with local small minority businesses. Uh, we've done it throughout, you know, the tri-county area, just like I mentioned. So that's nothing different, you know, that's going to happen here with legacy park. We really want to partner with the local community and, um, we have emily jones and also shelly ross online emily is our estimating director shelly is our risk manager they're going to go through the process the bidding process and also the pre-qualification process um for kauffman again thank you uh for being here great turnout and i look forward to talking to you guys and getting your proposals thank you Emily, it's your show now.

Okay. Can you guys hear me? Wonderful. Okay. So I'm going to walk you through kind of the bidding process a little bit. Any questions that you guys may have on the project specifically, we'd want to hold those and make sure you get those over specifically to the lead estimator that's working on your packages. That way we can... gather those and get them documented appropriately and send the answers to everybody that's working on it. But I'm going to walk you through the process of getting the information that you need for putting together your bid and how to submit it. So I'm going to share my screen with you and hopefully now, one second. Here we go. Nope. I can get this to work right away. One moment. Screen one, screen two. Here we go. Okay. Now you should be able to see the screen. So the flyer that was sent out to everyone or that you may have had access to will provide for you a QR code. that you can access the information for this project. When you scan that QR code, it will take you to this site here. And I'm trying to move this out of the way. You'll be able to find the information and links to our Building Connected site, which is what we use for sending out ITBs, invitations to bid, and also for receiving those bids back in. When you click on that link, it will take you to a site like this. And so this is actually all of our bid opportunities that we currently have. As Ralph had mentioned, we have multiple projects. And so when you're in here, whether you decide to participate in the bid for Cutler Bay, or if there's some other ones in here that you're interested in, you can take a look at all of those. Once you find the one that you want, like on Cutler Bay, you can view that project and it will bring you to a screen like this. You'll be able to easily see up at the top when the bids are due to help you decide if you're going to be able to meet that timeline. And you'll see all of our bid packages that we have listed below. You can find the one that you're interested in, and then you can just join. You can add yourself to any of these bid packages. Once you do, you'll be brought to a landing page like this. It will give you an overview of the package that you are looking at. You'll be able to see on the files tab, all the plans and the specs, and also this pre-qualification folder, which has the bid workshop flyer that we were just looking at in it. It has an e-verify affidavit that is also requested to be filled out and submitted along with your bid. And then also pre-qualification process enrollment flyer that Shelly will walk you through in just a little bit. You'll also be able to see messages here that have been sent out either to the package that you're working within or to the entire team. These are very important. They may have adjustments to dates or reminders or information regarding RFI answers that are coming back to you to take a look at. And then the bid form. So it's best to submit your bid through this building connected platform. And in doing so you'll need to, fill out and submit the bid form and it will have some various breakdowns that we may be looking for. So this is the landscaping package. We're looking for a breakout between the landscaping, the irrigation, the installation, tax, and sub bond if it's something that you have available. And there may be some alternates there that we're looking for. And then basically a scope check form here and you'd want to go through and make sure you're checking off if you do or do not have included each one of these items. there'll be a section above that's all related specifically to your good package. And then at the bottom, you'll see some general information related to everyone. So we want to make sure if the tax is included or not. Are you willing to and able to bond for the project? It's not necessarily a hard and fast requirement for the project, but we do need that information. And then if you are bondable, what's your bond rate? If you can provide us with a surety letter, that helps with the pre-qualification process go through quicker. And then we're just looking for the Compass pre-qualification, if you have one ready or not, or if we need to help you get through that process. We like to gather information on if you're an AGC member, and there's a link there if you want to join up. Also not a requirement, but it's good, great place to be. Just making sure you're filling out that E-Verify affidavit. And if you have any qualifications for your company for enterprise types, also not a requirement, just information. So this is where you will find everything and be able to submit your bid. You can also use this messaging to submit your questions or you can go directly to the lead estimator that is in charge of your bid package. You'll see those here on this link when you come to it to this landing page through the town. So just find your bid package and who's working on it. And there's a link directly there for you to contact the estimator that will be putting together the scope and receiving your bid and working on that. So that's a great way to submit over those scope specific project specific questions that you may have. Let me see what else. that's it's that it emily i think that's about it yes there's something you feel i think so yes

All right. I'm going to go ahead and introduce Shelly Ross, our risk manager. Like any other company, you know, we have criterias to prequalify in order to bid on our projects. And our process is fairly simple. But Shelly will go over what that process is and what our criterias are for the project or any project that you want to bid on. Shelly?

Thanks, Hans. Can you guys hear me okay? Yeah. Perfect. Okay, good. So nice to meet you all. Look forward to working with you. As Han said, I'm the risk manager for KL. I've been in this industry for about 13 years now. So I am going to go through this pretty quickly. But, you know, absolutely feel free to reach out to me. And I'm happy to do a deeper dive with anybody and really drill down into the process a little bit more. I am going to go ahead and share my screen real quick. So you guys all should have seen the flyer. I believe it's posted on the website as well. This is just a general flyer that we send out to everybody. right here. And it basically just tells you the Compass link that you will use. That is a third-party program that we use to pre-qualify all of our subcontractors. I do say that we pre-qualify everybody to some degree, whether it's a $5,000 contract or a $10 million contract. Obviously, depending on scope and size, that can vary quite a bit. I work with Laura Reece. She works with me. She is our pre-qualification coordinator. So you all will become very familiar with her. Some of the basic documents that we look at, it's really classified into three groups. We look at basic company information. So that's kind of where you're going to start registering everything, your company name, how long you've been in business for, what your backlog looks like. You know, have you ever had any lawsuits, different things like that? Then we kind of go into the financial data, which we do like to see a copy of the financials. We do ask very specifically for either reviewed or audited financials that are on an accrual basis, not a cash basis. Now, when I say that, I know that some people only do internal financials and they may only do them on a cash basis. I don't want anybody to think that that will exclude them from this project. There are ways that we can work around things like that. We always do look at year-end statements if needed. We may ask for an AR aging report, things like that. We do ask, like Emily said, for bonding information. Specifically, we will ask for a currently dated bondability letter that references single and aggregate limits. It needs to be from the surety specifically. And if it's not from the surety, we will accept a bondability letter from your agent as long as it has a power of attorney attached to it. Again, like Emily said, I know that there are some scopes that they do not bond. So if that is the case with you, reach out to me, let's have a conversation about it and we can see if we can work around that. Then we pop over into the health and safety information. So what we're looking at is your EMR, just seeing how safe you are. Have you had any OSHA violations? What were they? Is it something we can work past? Those things collectively we have found protects us, protects the owner, just protects everybody in general. So we have a smooth project. We stick with our timeline and with the amount of money that we have to do that. So going down here, you can use this QR code to, you can scan it on your phone. You can get started with Compass. We do work very closely with a woman named Courtney Quinn Compass is the same as Bespoke Metrics. So if you see both, know that those are one and the same. The way that they treat their relationship with subcontractors, because they are a third-party vendor that we use to pre-fall, is that they feel that they have a direct relationship with you. So we cannot do stuff for you on your profile, but we can certainly help you through the process and put you in contact with the right people if you're having any kind of trouble at all. From there, you have Laura Reese. Like I said, she's our pre-qual coordinator, works with KL. You all will become very familiar with her. She's great. She's very easy to work with, and I am always on standby for whatever is needed. So you are welcome to utilize the flyer to pre-qual, but I did want to let everybody know what might even be easier for you. If you go to our website and you go over to subcontractors, you'll see pre-qualification. You click on there. and it's gonna give you basically the same information, but you're gonna have a link that goes directly to Compass. So if you don't have a Compass profile, click here, what happens is it takes you to their screen The reason why that specific link is so important is because when you click that link, it is specific to KL. So you will automatically be in our workflow with Compass. So we are able to follow up with you much easier. What happens is when you get to this screen is they ask you to register with them. Once your account is set up, you then have the process that it can be a little bit tedious to work through the first time around. They have you fill out something called the OneForm, which has, again, all the information that we talked about, financial, business-related data, health and safety. And then they will ask you to attach some documents. So they'll ask you to attach financial documents as backup to the information that you enter in, EMR documents that... service backup to those numbers that you inputted as well. So just different things like that. I know that there is a lot of sensitivities to some of those documents. So again, just, you know, if you have some sensitivity to that, we might be able to work around it. So just reach out and let me know. Other than that, it's a pretty easy process. Like I said, I'm happy to put my information or if everybody has my information, please feel free to reach out to me and I'm happy to do a deeper dive if you would like to.

Okay, thank you, Shelly. Thank you, Emily and Emma. So at this point, a couple of things I'd like to go over. Just if there's any general questions that you guys have, have Council Member Lord has volunteered. There she is with the mic. Just raise your hand, she'll do it. But I think what you see here is our commitment with the team that we have here providing this outreach. And don't worry, you don't have to take all those detailed notes. We're going to be uploading this to our YouTube. So that'll be something else. And before you leave, you know you'll see at the exit it says follow us on social media and that way you get that way you get to go ahead and sign up for our youtube and we're going to be broadcasting this out again on youtube so uh with that i think we have the entire team here we've got emma emily shelley and hans say that three times all right um here to answer any questions and councilman lord you got the running shoes on right here we go okay councilman lord

Good morning. Thank you for putting this together. My name is Juan Villa. What is the duration of this project? Emma.

The duration. So, as Hans mentioned, we're already about a year and a half into this with the remediation, and that's phase one. So, phase one is going to wrap up in February, and then phase two, we are expecting to be 18 months, 18 to 20 months.

Okay, next.

Hi, good morning. Lucia Soria with Ram Tech Construction. I have a couple of questions. Is the town going to employ a DPO program, a direct purchase order?

I know we talked about it internally. I know that we have a GMP contract with Kauffman Linn for guaranteed maximum price. But we've explored it already. If someone has a contract that's a SNAPS contract or Omni contract that we could look at and it's something that we think that doesn't need as much oversight, then we would explore it. So it's not a no, but it's not a hard yes either.

It's It's just a way for you to save some money on taxes.

Correct.

That was one question. The other question I had, is this going to be a CSIP project in terms of insurance, or is it going to be just regular insurance?

I'll hand it over to Hans.

Yeah. So that's something that we're still exploring as we, you know, work through an amendment for the first contract. The first contract was not a CSIP or an OSIP, but as we go through budgeting, we'll find out what's best for the project and what's best for the town. And then we'll, we'll do that. But most likely it will be either or a CSIP or OSIP.

It will be. Okay. And then my last question for phase two, will there be an early works project for the civil?

That's a very, very good question. We're actually exploring that right now. Most likely, the underground utilities will be an early works package as we go vertical, but it's all going to be determined based on what gets permitted first, right? So I think we're closer with the underground right now. Once we have that, we'll, you know, we'll move forward with that as we are going through the approval for the vertical portion.

Correct. And I think, and that's a great question because I don't think I failed to mention that this whole property is designated a brownfield. Okay. So it is a brownfield. And as you guys know, that means we have to go through an extra layer overview through Miami County Derm, our friends at Miami County Derm regarding that. So right now we're really, really close on getting the underground. So you'll hear me say at the, at the, at the diocese or the council, we've already almost done GMP one. GMP one was all the underground moving the dirt, 12.8 million underground. GMP number two will be once we have that permanent hand. It's really close. We've been talking to Miami County Derm because of the drainage that it's in a brownfield. That's why you see some of my original renderings. I knew how to use this. That was a master plan dream before until there was arsenic in the water. No more lakes.

Now I have more green space.

Yeah, and I heard somebody in the audience say, oh, so yeah, but imagine me telling my counsel that, right, and telling them that it's going to be $12.8 million before you put the first brick in, right? So the good news is we have more green space for more parties, right? So I think that once we get that permit in hand, that'll be the second GMP because that way we have it. And then while that's going on, the vertical designs are still, you know, finalizing, permitting, and it's already gone through two or three reviews from the town as well.

Well, I appreciate it. Thank you.

It can't be this easy.

I'm sure there's going to be other questions. I think the biggest thing for us is going to be, you know, making sure that you register so you can get the video. Again, I don't have the typical here's a sign-in sheet. You know, I might as well just, you know, follow us on social media there. And Rod Gibson will be posting this later, and you'll see their presentations. But not only that, we'll make sure that in the body of it, we'll put all the contact information for Emily, Shelley, and Hans as well. So if there's no other questions, I mean, you know – Oh, yeah, sorry, I forgot. It's like my open mic line. Yes, we also have some folks online. So Dan, Maurice, do we have any questions online before we go?

If there's anybody online that wants to ask any questions, please use the raise your hand feature and we'll call you out and let you ask your question. Okay, we have one. Okay, let's go for it. Mr. Levine.

Good afternoon, everybody. Thanks for letting me participate remotely. I missed the first couple of minutes. Did you cover relevant deadlines?

No, I don't think we covered that in the first couple of minutes. I think what I could have is Hans for a couple of minutes come up. I mean, I don't know if it's something that Emily or. Yeah, Emily.

Yeah, so the bid due date for subcontractors is January 9th. We also have RFIs that have a due date. Those have just gotten moved to this coming Friday, RFIs. So any questions you have about specific scope, if you can get those over to us by then. Any other due dates that we're looking for?

And are there plans available online or through some other means of communication?

Yes. So the flyer that was sent out and that will be available to you, I believe Ralph had mentioned, there'll be some information for you guys to get. There's a link there to our building connected plan room and you can find this project and all the information there. Okay.

Awesome. Thanks so much for revisiting that.

Sorry, I was late.

Very welcome.

Not a problem. And also for the folks that are interested in finding out our journey, I know I gave you the really 30-second journey. This is being passed out here from my executive assistant, Julia, in the back. There you go. Okay. Yeah, this kind of provides you our journey of Legacy Park, you know. And I think that's important because we want to be as transparent as possible. So, again, if there's no other questions. Oh, yeah, go. My mic. Hold on. Here he comes. Hold on. He's coming so he can pick you up. No, no. He's going to pick up the mic because the folks are very heavy.

Go ahead. Thank you, guys. So quick one. Bid due date is January 9. Following this board, design is not complete. So design completion is expected to happen soon. So what drawings are we going to be bidding on? A design that is incomplete? What will be the...

Emily, you want to take that one? I know you have all the information.

Sure. Yeah, so the plans that you'll be working off are very close to complete. So we are looking for actual bids for these. Any possible revisions that may come out due to permitting or minor changes, once we get this all put together, this budget based on the bids that you'll be, we'll be receiving from you guys, we'll let you know if there are any revisions that need to be made. So it may just be come to you as Here's the final set. Check it for any changes. Let us know if your price has changed or if it's still holding.

So just to add to that, in this past year and a half that, you know, we've been working on that. So we've been working with conceptuals. We got past that. We've gone through design development. So we really have a set of construction documents right now that we could say are 95 to 99%. But as you know, you know, you go through the permitting process and the municipalities and different AHJs will have their comments that

will then you know we'll implement later on and then you'll have a you know by the time that you you go to contract you'll have a hundred percent set of construction documents all right but what you what we have right now is pretty close to what's going to be built and just to add to that i was just going to say just to add to that we have been through sort of a round of um review on these documents um from the ahj so it's it's not like they have not been seen so i mean you know there's always additional comments but we have gone through one round of review

Right. Yeah. Thank you, Emily. Thank you, Emma. I think our, my biggest goal as town managers is making sure that everybody's comfortable with the processes. Go, just go home, get online. You know, if you missed it, you'll see it in our YouTube channel there that we have just to get comfortable on how to do pre-qualify with Kauffman Linn. That's my biggest goal is that once you're in that system, then it's your typical bid, right? Here's the plans, give us a price, et cetera, et cetera. But at least you were in that realm of how to participate because as a talent manager, I don't know if there's countless times that I would tell the mayor and council that I go to chamber of commerce meeting, hey, how do I get the opportunity to bid on that? Well, this is the opportunity. You know, this is the opportunity. Kauffman Linn is going to have a lot of pressure. That line that we drew in the sand of 49.9, that's it. It's 49.9. So whatever the underground symbol is, minus minus is what's vertical. You know, so as long as we still have carpet on the floor somewhere, right? You know, so I just want to make sure we have that, right? I don't know how many trees we're going to have, but we'll have it. But I think that's important. You know, the council debated that for a while, and we said that we're going to be very frugal and 49.9. So once again, you know, if there's any questions, Hans will be here. He's able to answer questions, or he could put you in contact with his team. And on behalf of the Maritime Council, thank you. Trying to get you out here a little bit earlier here. Thank you very much for attending.