CITY OF SCOTTSDALE CITIZENS’ BOND OVERSIGHT …Jul 18, 2019  · CITIZENS’ BOND OVERSIGHT...

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CITY OF SCOTTSDALE CITIZENS’ BOND OVERSIGHT COMMITTEE REGULAR MEETING NOTICE AND AGENDA 5 p.m., Thursday, July 18, 2019 Community Design Studio 7506 E. Indian School Road Scottsdale, AZ 85251 Call to Order Roll Call Regular Agenda Citizens may address the Citizens’ Bond Oversight Committee on regular agenda items. Speakers will be given three minutes to speak per item. 1. Approval of April 11, 2019 Summarized Meeting Minutes. 2. Presentation, discussion and possible action on the Streets Department Bond Project – Staff 3. Presentation, discussion and possible action on the Fire Department Bond Projects – Dave Lipinski 4. Presentation and discussion of financial report – Sylvia Dlott 5. Next meeting date – October 10, 2019 Public Comment Citizens may address the members of the Citizens’ Bond Oversight Committee during Public Comment for a total time of three minutes per citizen. This “Public Comment” time is reserved for citizen comments regarding nonagendized items that are within the Citizens’ Bond Oversight Committee’s jurisdiction. However, Arizona State law prohibits the Citizens’ Bond Oversight Committee from discussing or taking action on an item that is not on the prepared agenda. Adjournment The Citizens’ Bond Oversight Committee cannot discuss or vote on items not on the Agenda, including items brought up as Committee or public comments. If action by the Committee is needed, the items should be placed on the next meeting’s agenda to be consistent with the Arizona Open Meeting Law.

Transcript of CITY OF SCOTTSDALE CITIZENS’ BOND OVERSIGHT …Jul 18, 2019  · CITIZENS’ BOND OVERSIGHT...

Page 1: CITY OF SCOTTSDALE CITIZENS’ BOND OVERSIGHT …Jul 18, 2019  · CITIZENS’ BOND OVERSIGHT COMMITTEE . REGULAR MEETING . NOTICE AND AGENDA . 5 p.m., Thursday, July 18, 2019 . Community

CITY OF SCOTTSDALE CITIZENS’ BOND OVERSIGHT COMMITTEE

REGULAR MEETING

NOTICE AND AGENDA

5 p.m., Thursday, July 18, 2019 Community Design Studio

7506 E. Indian School Road Scottsdale, AZ 85251

Call to Order Roll Call Regular Agenda Citizens may address the Citizens’ Bond Oversight Committee on regular agenda items. Speakers will be given three minutes to speak per item.

1. Approval of April 11, 2019 Summarized Meeting Minutes.

2. Presentation, discussion and possible action on the Streets Department Bond Project – Staff

3. Presentation, discussion and possible action on the Fire Department Bond Projects – Dave Lipinski

4. Presentation and discussion of financial report – Sylvia Dlott

5. Next meeting date – October 10, 2019

Public Comment

Citizens may address the members of the Citizens’ Bond Oversight Committee during Public Comment for a total time of three minutes per citizen. This “Public Comment” time is reserved for citizen comments regarding non‐agendized items that are within the Citizens’ Bond Oversight Committee’s jurisdiction. However, Arizona State law prohibits the Citizens’ Bond Oversight Committee from discussing or taking action on an item that is not on the prepared agenda.

Adjournment

The Citizens’ Bond Oversight Committee cannot discuss or vote on items not on the Agenda, including items brought up as Committee or public comments. If action by the Committee is needed, the items should be placed on the next meeting’s agenda to be consistent with the Arizona Open Meeting Law.

Page 2: CITY OF SCOTTSDALE CITIZENS’ BOND OVERSIGHT …Jul 18, 2019  · CITIZENS’ BOND OVERSIGHT COMMITTEE . REGULAR MEETING . NOTICE AND AGENDA . 5 p.m., Thursday, July 18, 2019 . Community

“Persons with a disability may request a reasonable accommodation by contacting Deena Harms in the Capital Project Management Division at (480) 312-2613. Requests should be made 24 hours in advance or as early as possible to allow time to arrange the accommodation. For TTY users, the Arizona Relay Service (1-800-367-8939) may contact Deena Harms at (480) 312-2613.

Page 3: CITY OF SCOTTSDALE CITIZENS’ BOND OVERSIGHT …Jul 18, 2019  · CITIZENS’ BOND OVERSIGHT COMMITTEE . REGULAR MEETING . NOTICE AND AGENDA . 5 p.m., Thursday, July 18, 2019 . Community

Citizens’ Bond Oversight Committee

April 11, 2019 - Meeting Minutes – Page 1 of 3

DRAFT CITY OF SCOTTSDALE

CITIZENS’ BOND OVERSIGHT COMMITTEE REGULAR MEETING

Community Design Studio

7506 E. Indian School Road Scottsdale, AZ 85251

Thursday, April 11, 2019

*SUMMARIZED MEETING MINUTES*

PRESENT: Alex McLaren Andrew Armstrong Brion Neeley Doug Reed Laraine Rodgers Seth Blattman ABSENT: Kadambari Prasad

STAFF: Erin Walsh Sylvia Dlott Dave Lipinski Randall Ghezzi Chief Thomas Shannon Jessica Fleischer

CALL TO ORDER Committee Chair Brion Neeley called the meeting of the Scottsdale Citizens’ Bond Oversight Committee to order at 5:03 PM.

*Note: These are summary action minutes only. A complete copy of the meeting audio is available on the Citizens’ Bond Oversight Committee website at:

Page 4: CITY OF SCOTTSDALE CITIZENS’ BOND OVERSIGHT …Jul 18, 2019  · CITIZENS’ BOND OVERSIGHT COMMITTEE . REGULAR MEETING . NOTICE AND AGENDA . 5 p.m., Thursday, July 18, 2019 . Community

Citizens’ Bond Oversight Committee

April 11, 2019 - Meeting Minutes – Page 2 of 3

http://www.scottsdaleaz.gov/boards/citizens-bond-oversight-committee ROLL CALL

A formal roll call was conducted confirming member attendance as stated above. 1. Approval of January 10, 2019 Summarized Meeting Minutes -

Committee Chair Neeley opened the meeting by requesting if any members had objection to the January 10, 2019 meeting minutes. No members stated any objections. Motion to approve minutes by Vice Chair Armstrong, 2nd by Committee Member Reed; which carried 6-0 with Committee Chair Neeley, and Committee Vice Chair Armstrong, Committee Members McLaren, Reed, Blattman and Rodgers voting in the affirmative.

2. Invitation to Annual Board and Commission Appreciation Event – Erin Walsh –

Erin Walsh gave invitations to Committee Members and they were informed about the annual event.

3. Presentation, discussion and possible action on the Streets Department Bond Project –

Randall Ghezzi – Presentation by Streets Department Director Randall Ghezzi. Discussion with Committee members on progress of Streets Department Bond Project. These projects are in their closing phases. Remaining streets to overlay, added a few streets to the project and when they are done the project will be complete. Pavement Condition Index (PCI) graph was shown with information updated as of last week of all roads in the city of Scottsdale, not just the roads in this overlay project. It shows the improvement compared to before the Bond project began as well as the normal deterioration process. Paved lane miles to date for the Bond project is 138.9, (977,555 square yards). Right on target for the 194 lane miles. Committee member McLaren asked about coordination of Shea paving. The ALCP projects planned for intersections will not conflict with the Shea main line overlay project. Committee Vice Chair Armstrong asked how difference between planned lane miles and actual lane miles (roughly 33 percent more) is communicated to the community. Erin Walsh answered that when it is all finished, they’ll put out a publicity package. The construction schedule provided by the contractor shows a completion date of June 21st. Senior Budget Analyst Sylvia Dlott will explain the financial standing in her presentation as questions about the finances arose. The ADA ramps that were built were funded from a separate budget. Committee Member McLaren asked clarifying questions about spending the money that is allocated for the Bond project and made the comment that he thinks it is important for people to know that more miles were paved than originally anticipated, this project has gone well thanks to staff.

4. Presentation, discussion and possible action on the Fire Department Bond Projects – Dave

Lipinski Presentation by City Engineer Dave Lipinski. Discussion with Committee members on progress of Fire Stations. Fire Station 616 is out for bid and will close May 1st. Fire Station 603 bids received, there is a 5% Force Account that is at City control. The 8 bids were in a tight group. Apparent low bid pulled their bid so next lowest bid was Stratton. Going between the budget and bid to compare

Page 5: CITY OF SCOTTSDALE CITIZENS’ BOND OVERSIGHT …Jul 18, 2019  · CITIZENS’ BOND OVERSIGHT COMMITTEE . REGULAR MEETING . NOTICE AND AGENDA . 5 p.m., Thursday, July 18, 2019 . Community

Citizens’ Bond Oversight Committee

April 11, 2019 - Meeting Minutes – Page 3 of 3

difference, the budget was put together in 2014, using two of the construction indexes for inflation and inflate them to the bids that were received it shows that the bids are close to the inflation rate. The number of bids and grouping of bids looks good. Financial standing was discussed. Format of communicating with City Council was discussed. Motion to move savings from 613 and available interest earnings to 603 by Committee member McLaren, 2nd by Committee member Rodgers, which carried 4-0 with Committee Chair Neeley, and, Committee Members McLaren, Reed, and Rodgers voting in the affirmative and Committee Vice Chair Armstrong and Committee member Blattman abstaining. Motion to prepare and deliver a memo to the City Engineer Dave Lipinski for inclusion in the Fire Station 603 City Council Report. The memo will reflect the CIP Subcommittee’s recommendation for funding and will advise City Council regarding all known funding issues for Fire Stations 603 and 616. The memo will be created by Committee member Reed, 2nd by Committee member Blattman, which carried 6-0 with Committee Chair Neeley, and Committee Vice Chair Armstrong, Committee Members McLaren, Reed, Blattman and Rodgers voting in the affirmative. Fire Station 613 and 605 are complete.

5. Presentation and discussion of financial report – Sylvia Dlott

Presentation by CIP Budget Manager, City Treasurer’s Office Sylvia Dlott. Snapshot of the status of the Bond as of March 31st. The list of Fire Stations, Pavement Overlay and Art in Public Places was discussed. The Fire Stations are at 54% spent and the Pavement Overlay is close to 100%.

Public Comment -

No members of the public addressed the Committee. Next meeting date – July 11, 2019; Committee Chair Brion Neeley confirmed the next meeting. Adjournment –

With no further business to discuss, the Citizens’ Bond Oversight Committee Regular Meeting adjourned at 6:20 PM.

Page 6: CITY OF SCOTTSDALE CITIZENS’ BOND OVERSIGHT …Jul 18, 2019  · CITIZENS’ BOND OVERSIGHT COMMITTEE . REGULAR MEETING . NOTICE AND AGENDA . 5 p.m., Thursday, July 18, 2019 . Community

Bond Oversight Committee

July 18, 2019

Bond 2015 Project Updates

Page 7: CITY OF SCOTTSDALE CITIZENS’ BOND OVERSIGHT …Jul 18, 2019  · CITIZENS’ BOND OVERSIGHT COMMITTEE . REGULAR MEETING . NOTICE AND AGENDA . 5 p.m., Thursday, July 18, 2019 . Community

Pavement

Overlay

Project

Page 8: CITY OF SCOTTSDALE CITIZENS’ BOND OVERSIGHT …Jul 18, 2019  · CITIZENS’ BOND OVERSIGHT COMMITTEE . REGULAR MEETING . NOTICE AND AGENDA . 5 p.m., Thursday, July 18, 2019 . Community

Bond PCI

Page 9: CITY OF SCOTTSDALE CITIZENS’ BOND OVERSIGHT …Jul 18, 2019  · CITIZENS’ BOND OVERSIGHT COMMITTEE . REGULAR MEETING . NOTICE AND AGENDA . 5 p.m., Thursday, July 18, 2019 . Community

Bond Average PCI

Page 10: CITY OF SCOTTSDALE CITIZENS’ BOND OVERSIGHT …Jul 18, 2019  · CITIZENS’ BOND OVERSIGHT COMMITTEE . REGULAR MEETING . NOTICE AND AGENDA . 5 p.m., Thursday, July 18, 2019 . Community

Pavement Overlay Project

Item Year 2 Quantity Final Quantities

Pavement (Square Yards) 485,537 977,555

Lane Miles 69 138.9

ADA Ramps 155 542

Status • Paving complete, finalizing payments and contract closeout.

Page 11: CITY OF SCOTTSDALE CITIZENS’ BOND OVERSIGHT …Jul 18, 2019  · CITIZENS’ BOND OVERSIGHT COMMITTEE . REGULAR MEETING . NOTICE AND AGENDA . 5 p.m., Thursday, July 18, 2019 . Community

Fire Station 613

Page 12: CITY OF SCOTTSDALE CITIZENS’ BOND OVERSIGHT …Jul 18, 2019  · CITIZENS’ BOND OVERSIGHT COMMITTEE . REGULAR MEETING . NOTICE AND AGENDA . 5 p.m., Thursday, July 18, 2019 . Community

Fire Station 613 Budget

Page 13: CITY OF SCOTTSDALE CITIZENS’ BOND OVERSIGHT …Jul 18, 2019  · CITIZENS’ BOND OVERSIGHT COMMITTEE . REGULAR MEETING . NOTICE AND AGENDA . 5 p.m., Thursday, July 18, 2019 . Community

Fire Station 605

Shea Blvd

74

th

Str

eet

Page 14: CITY OF SCOTTSDALE CITIZENS’ BOND OVERSIGHT …Jul 18, 2019  · CITIZENS’ BOND OVERSIGHT COMMITTEE . REGULAR MEETING . NOTICE AND AGENDA . 5 p.m., Thursday, July 18, 2019 . Community

Fire Station 605 Budget

Page 15: CITY OF SCOTTSDALE CITIZENS’ BOND OVERSIGHT …Jul 18, 2019  · CITIZENS’ BOND OVERSIGHT COMMITTEE . REGULAR MEETING . NOTICE AND AGENDA . 5 p.m., Thursday, July 18, 2019 . Community

Fire Station

603

Page 16: CITY OF SCOTTSDALE CITIZENS’ BOND OVERSIGHT …Jul 18, 2019  · CITIZENS’ BOND OVERSIGHT COMMITTEE . REGULAR MEETING . NOTICE AND AGENDA . 5 p.m., Thursday, July 18, 2019 . Community

City of Scottsdale Fire Station 603

Page 17: CITY OF SCOTTSDALE CITIZENS’ BOND OVERSIGHT …Jul 18, 2019  · CITIZENS’ BOND OVERSIGHT COMMITTEE . REGULAR MEETING . NOTICE AND AGENDA . 5 p.m., Thursday, July 18, 2019 . Community

Fire Station 603

Status• Bid Opening March 27, 2019.

– Apparent low bidder was Caliente construction.– Caliente Construction noticed the City on March 27th of

an error in their bid.– City agreed to allowing Caliente to pull their bid and to

award to Stratton.– Bid awarded by City Council and additional funding was

added to the project on May 14th.

• Notice to Proceed was issued for August 1, 2019.

Page 18: CITY OF SCOTTSDALE CITIZENS’ BOND OVERSIGHT …Jul 18, 2019  · CITIZENS’ BOND OVERSIGHT COMMITTEE . REGULAR MEETING . NOTICE AND AGENDA . 5 p.m., Thursday, July 18, 2019 . Community

Fire Station 603 Budget

Funding Source Cost BudgetCommitted

/ To DateBalance

2015 GO Bond – Q5

Public Safety Fire

Design $540,000 $367,958 $172,042

Bond Issuance $48,726 $0 $48,726

Construction $4,700,387 $41,558 $4,658,829

Administration $460,000 $71,147 $388,853

Contingency $512,800 $0 $512,800

Land $2,000,000 $2,637,715 -$637,715

Bond Total $8,261,913 $3,118,377 $5,143,536

General Fund Allocations $130,640 $38,151 $92,489

Project Total $8,392,553 $3,156,528 $5,236,025

Financials as of 7/8/19 – Construction Contract of $4,243,000 not yet committed

Page 19: CITY OF SCOTTSDALE CITIZENS’ BOND OVERSIGHT …Jul 18, 2019  · CITIZENS’ BOND OVERSIGHT COMMITTEE . REGULAR MEETING . NOTICE AND AGENDA . 5 p.m., Thursday, July 18, 2019 . Community

Fire Station 603Status• Bids received Wednesday, March 27th

• 8 Bids received• $250,000 Force account included in bids.

Bidder Total Bid Base Bid

Sun Eagle Corporation $4,449,000 $4,199,000

Stratton $4,243,000* $3,993,000

Agate $4,865,637 $4,615,637

Danson Construction $4,524,900 $4,274,900

FCI Constructors $4,650,000 $4,400,000

TSG Constructors $4,677,000 $4,427,000

Path Construction SW $4,694,444 $4,444,444

Caliente Construction $4,076,000* $3,826,000

Page 20: CITY OF SCOTTSDALE CITIZENS’ BOND OVERSIGHT …Jul 18, 2019  · CITIZENS’ BOND OVERSIGHT COMMITTEE . REGULAR MEETING . NOTICE AND AGENDA . 5 p.m., Thursday, July 18, 2019 . Community

Fire Station 603

Schedule 30% Plan Development June 2017

60% Plan Development January 2018

DRB February 2018

MUMSP February 2018

90% Plan Development June 2018

100% Plan Development July 2018

One Stop Shop Submittal July 2018

One Stop Shop Approval August 2018

Advertise September 2018

Bid October 2018 February 2019

Award November 2018 May 2019

Start Construction January 2019 August 2019

Complete Construction January 2020 August 2020

Page 21: CITY OF SCOTTSDALE CITIZENS’ BOND OVERSIGHT …Jul 18, 2019  · CITIZENS’ BOND OVERSIGHT COMMITTEE . REGULAR MEETING . NOTICE AND AGENDA . 5 p.m., Thursday, July 18, 2019 . Community

Fire Station 616

Facing Cave Creek Road, Northwest

Southwest

Page 22: CITY OF SCOTTSDALE CITIZENS’ BOND OVERSIGHT …Jul 18, 2019  · CITIZENS’ BOND OVERSIGHT COMMITTEE . REGULAR MEETING . NOTICE AND AGENDA . 5 p.m., Thursday, July 18, 2019 . Community

Fire Station 616

Status• Bid Opening May 15, 2019.

– Apparent low bidder was Danson construction.– Bid awarded by City Council and additional funding was

added to the project on June 11th.– Danson refused to execute the contract.– Award to 2nd low, Path construction on July 1st.– Path has refused to execute the contract.

• Legal department and Purchasing are working on a resolution.

• Project to be re-bid.

Page 23: CITY OF SCOTTSDALE CITIZENS’ BOND OVERSIGHT …Jul 18, 2019  · CITIZENS’ BOND OVERSIGHT COMMITTEE . REGULAR MEETING . NOTICE AND AGENDA . 5 p.m., Thursday, July 18, 2019 . Community

Fire Station 616

Schedule Milestone Original Schedule Actual Date

30% Plan Development July 2017 July 2017

60% Plan Development September - November 2017 February 2018

DRB August – October 2017 After DRB

MUMSP Submittal 6/27/17 Resubmittal in December

90% Plan Development November 2017 – February 2018 June 2018

100% Plan Development February – April 2018 August 2018

One Stop Shop Submittal April 2018 October 2018

One Stop Shop Approval June 2018 November 2018

Advertise July 2018 April 2019

Bid August 2018 May 2019

Award September 2018 July 2019

Start Construction October 2018 July 2019 - ?

Complete Construction October 2019 July 2020

Page 24: CITY OF SCOTTSDALE CITIZENS’ BOND OVERSIGHT …Jul 18, 2019  · CITIZENS’ BOND OVERSIGHT COMMITTEE . REGULAR MEETING . NOTICE AND AGENDA . 5 p.m., Thursday, July 18, 2019 . Community

Fire Station 616 Budget

Funding Source Cost BudgetCommitted

/ To DateBalance

2015 GO Bond – Q5

Public Safety Fire

Design $380,000 $316,458 $63,542

Bond Issuance $48,726 $0 $48,726

Construction $4,256,981 $10,041 $4,246,940

Administration $330,000 $72,144.99 $257,855

Contingency $399,100 $0 $399,100

Bond Total $5,414,807 $398,644 $5,016,163

General Fund Allocations $95,320 $1,900 $93,420

Project Total $5,510,127 $400,544 $5,109,583

Financials as of 7/8/19

Page 25: CITY OF SCOTTSDALE CITIZENS’ BOND OVERSIGHT …Jul 18, 2019  · CITIZENS’ BOND OVERSIGHT COMMITTEE . REGULAR MEETING . NOTICE AND AGENDA . 5 p.m., Thursday, July 18, 2019 . Community
Page 26: CITY OF SCOTTSDALE CITIZENS’ BOND OVERSIGHT …Jul 18, 2019  · CITIZENS’ BOND OVERSIGHT COMMITTEE . REGULAR MEETING . NOTICE AND AGENDA . 5 p.m., Thursday, July 18, 2019 . Community

Questions?