WEST VILLAGES IMPROVEMENT DISTRICT CITY OF NORTH PORT SARASOTA COUNTY REGULAR BOARD MEETING MARCH 24, :00 A.M.

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1 WEST VILLAGES IMPROVEMENT DISTRICT CITY OF NORTH PORT SARASOTA COUNTY REGULAR BOARD MEETING MARCH 24, :00 A.M. Special District Services, Inc. The Oaks Center 2501A Burns Road Palm Beach Gardens, FL Telephone 877.SDS.4922 Toll Free Facsimile

2 A. Call to Order AGENDA WEST VILLAGES IMPROVEMENT DISTRICT City of North Port City Commission Meeting Room 4970 City Hall Boulevard North Port, Florida REGULAR BOARD MEETING March 24, :00 a.m. B. Proof of Publication Page 1 C. Establish Quorum D. Additions or Deletions to Agenda E. Comments from the Public for Items Not on the Agenda F. Approval of Minutes 1. January 27, 2015 Regular Board Meeting Minutes..Page 3 G. General District Matters 1. Update Regarding NPDES Permitting Audience Comment 2. Discussion Regarding Expanding District Boundaries Audience Comment 3. Discussion Regarding Traffic Light Warrants US41 and Island Walk Entry Audience Comment 4. Consider Selection Committee Recommendation for District Engineer..Page 7 Audience Comment H. Unit of Development No Update Regarding Sod Replacement Audience Comment 2. Consider Proposals for IslandWalk Sidewalk Repairs..Page 21 Audience Comment I. Unit of Development No Discussion Regarding Revising the Methodology Audience Comment J. Unit of Development No. 3 K. Administrative Matters 1. Announce June Landowners Meeting and Qualifying Period (Seat 4)...Page Reminder to Board Members: File Required 2014 Form 1..Page Operations Manager Report L. Miscellaneous Consultant Reports M. Board Member Comments N. Adjourn

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5 WEST VILLAGES IMPROVEMENT DISTRICT REGULAR BOARD MEETING JANUARY 27, 2015 A. CALL TO ORDER Chairman Marty Black called the January 27, 2015, Regular Board Meeting of the West Villages Improvement District to order at 11:00 a.m. in the City of North Port City Commission Meeting Room located at 4970 City Hall Boulevard, North Port, Florida B. PROOF OF PUBLICATION Proof of publication was presented that notice of the Regular Board Meeting had been published in the Sarasota Herald-Tribune on September 24, 2014, as part of the District s Fiscal Year 2014/2015 Regular Meeting Schedule, as legally required. C. ESTABLISH A QUORUM It was determined that the attendance of the following Supervisors constituted a quorum and it was in order to proceed with the meeting: Chairman Martin Black Present Vice Chairman Rick Stevens Present- via phone Supervisor Brian Watson Present Supervisor Ed Suchora Present- via phone Supervisor Bob Rossman Present Staff members in attendance were: District Manager Todd Wodraska Special District Services Operations Manager Mike Smith General Counsel Kenneth Edwards Caldwell Pacetti Edwards Schoech & Viator LLP District Engineer Peter Van Buskirk Kimley-Horn & Associates D. ADDITIONS OR DELETIONS TO THE AGENDA There were no additions or deletions to the agenda. E. COMMENTS FROM THE PUBLIC FOR ITEMS NOT ON THE AGENDA There were no comments from the public for items not on the agenda. F. APPROVAL OF MINUTES 1. December 16, 2014, Regular Board Meeting The December 16, 2014, Regular Board Meeting minutes were presented. Mr. Watson noted that he was absent for the meeting but the minutes reflected he was present. Page 3

6 WEST VILLAGES IMPROVEMENT DISTRICT REGULAR BOARD MEETING JANUARY 27, 2015 A motion was made by Mr. Rossman, seconded by Mr. Watson to approve the minutes of the December 16, 2014, Regular Board Meeting, as amended. Upon being put to a vote, the motion carried unanimously. G. GENERAL DISTRICT MATTERS 1. Presentation Regarding Bonds & Plan of Improvements Mr. Wodraska reviewed the presentation that was included in the agenda package that explained the process for creating a unit of development through the issuance of bonds. He explained that all of the WVID bond issues are current with the exception of Unit 2 due to the issues on the Town Center parcel. Mr. Black reported that the Mattamy Homes is in discussions with the City of North Port to develop some single family homes which may result in an amendment to the General Principles of Agreement. Mr. Black asked the Board for permission to work with WVID staff to make recommendations on the amendments to the plans of improvements that may help with the overall development of the project. The consensus of the Board agreed. 2. Discussion Regarding NPDES Permitting in the District Mr. Wodraska reported that the City of North Port has inquired about the WVID plans for a permit related to the National Pollution Discharge Elimination System (NPDES). Mr. Van Buskirk reported on a meeting he attended with the City of North Port regarding this issue and he stated he does not believe that the WVID should be required to have their own permit. He noted the options could include applying to be a part of the NPDES permit for either the City of North Port or Sarasota County. Mr. Van Buskirk needed to research the issue further because he felt that the property used to be covered under the Counties permit prior to the creation of the WVID. Mr. Edwards briefly reviewed the state s history of the NPDES permitting requirements noting the different regions and counties choose to deal with it in their own ways. He noted that there could be substantial costs associated with the permit monitoring and compliance requirements. 3. Discussion Regarding FEMA Flood Maps Mr. Van Bus Kirk reviewed the maps in the agenda packet that compared existing FEMA flood zones to the proposed changes. He noted that the new maps include a smaller portion of the WVID. 4. Discussion Regarding Reclaim Water from the Englewood Water District (EWD) Page 4

7 WEST VILLAGES IMPROVEMENT DISTRICT REGULAR BOARD MEETING JANUARY 27, 2015 Mr. Van Buskirk reported on a recent meeting he had with representatives at the EWD regarding the lack of water being provided to the WVID for irrigation. He stated that the EWD was not familiar with the WVID agreement which calls for the delivery of up to 600,000 gallons of irrigation quality water, if it s available. The EWD only produces an average of about 1.5 million gallons per day and has other users including several golf courses. The EWD operator agreed to change the pressure in the system that may help provide a more reliable allocation of water to the WVID, which is at the end of the EWD system. Mr. Van Buskirk recommended that staff monitor the water meters after the adjustments and he also noted there are options for water including supplemental wells with Gran Paradiso and the Thomas Ranch. Mr. Black agreed that the WVID should see if the adjustments helped the situation and explained that also need to be updates to easements and permit modifications that could provide supplemental irrigation water. H. UNIT OF DEVELOPMENT NO Consider Street Light Bulb Replacement Options Mr. Wodraska reviewed the options for replacing 45 Beacon up-lights along US-41, which included doing it all at once or replacing them as the burn out or piecemeal. Mr. Black recommended that the replacing all of the lights all at once for a uniform look and noting that the WVID does have the funds available and there is a potential savings of installation for doing it all at once. A motion was made by Mr. Watson, seconded by Mr. Suchora to approve the purchase order for 45 Beacon up lights and authorized staff to move forward with installation all at once. Upon being put to a vote, the motion carried unanimously. I. UNIT OF DEVELOPMENT NO Update Regarding Sod Replacement Mr. Van Buskirk reported that there is obviously active hog rooting damage taking place and any new sod would likely be torn up and ruined soon after the installation. Mr. Black reported that the hog damage issue is likely to continue as there are changes occurring on the Thomas Ranch that will likely force the hogs out. J. UNIT OF DEVELOPMENT NO Discussion Regarding Maintenance Obligations Mr. Van Buskirk noted that there needs to be some clarification on the ownership and maintenance responsibilities between the WVID and the Gran Paradiso POA related to permits issued by the SWFWMD and other agencies. Page 5

8 WEST VILLAGES IMPROVEMENT DISTRICT REGULAR BOARD MEETING JANUARY 27, 2015 K. ADMINISTRATIVE MATTERS 1. Financial Report Mr. Wodraska briefly reviewed the financial report in the agenda packet. 2. Operations Manager Report Mr. Mike Smith reviewed his report that was provided in the agenda packet that summarized some routine maintenance work, including pressure washing and painting monuments. Mr. Nienaber requested that the words West Villages are legible on the monuments. L. MISCELLANEOUS CONSULTANT REPORTS Mr. Edwards stated that his firm will be providing a newsletter to keep the Board abreast of any legislative updates relative to the WVID. Mr. Wodraska reported that RFQ for WVID District Engineer is now available. He stated that the plan calls for a recommendation to be made at the March 24, 2015 meeting. M. BOARD MEMBER COMMENTS Mr. Black asked for clarification on the RFQ for District Engineer on the prohibition of joint ventures or teams. Mr. Edwards stated that it is preferable to have one District Engineer, mainly for insurance purposes, but allow that firm to sub-contract with other firms that may provide a specialty service. N. ADJOURNMENT There being no further business to come before the Board, the meeting was adjourned at 12:19 pm. There were no objections. Secretary/Assistant Secretary Chair/Vice-Chair Page 6

9 WEST VILLAGES IMPROVEMENT DISTRICT (Sarasota County, Florida) REQUEST FOR DISTRICT ENGINEER QUALIFICATIONS SUBMITTAL DUE DATE: FRIDAY, FEBRUARY 20, 2015 West Villages Improvement District - Background The West Villages Improvement District (WVID) is an independent special improvement district of the State of Florida, created by the Florida Legislature in Among the powers of WVID are powers to reclaim lands within its boundaries for water control and water supply purposes, to protect the lands within its boundaries from the effects of water by means of construction and maintenance of canals, ditches, levees, dikes, pumping plants and other works and improvements, and to construct and operate water and sewer facilities, preserves, roads, parks, and parkways. WVID encompasses approximately 8,200 +/- acres of land within the City of North Port and 3,300 +/- acres in unincorporated Sarasota County. WVID is governed by a five (5) member Board of Supervisors, each of whom holds office for a four (4) year-term. The Board members terms of office are staggered with one Supervisor elected by popular vote and the remaining four elected by landowner vote on an acreage basis. PURPOSE WVID is soliciting Qualifications from qualified Engineering Firms to serve as its District Engineer. Any Engineering Firm interested in serving as the District Engineer should submit a Qualifications Packet pursuant to the terms and conditions set forth herein. It is the intent of WVID to comply with the provisions of the Consultants Competitive Negotiation Act (CCNA), Section , Florida Statutes. WVID intends to select one (1) District Engineer for a term of one year with the option of four (4) additional one-year renewals. WVID will enter into negotiations with the selected Engineering Firm for its provision of engineering services. Assuming a contract is successfully negotiated, the selected Firm will be engaged by WVID to perform the District Engineer scope of service activities as are herein generally described. The WVID Board of Supervisors (the Board ) has authorized the distribution of this Request for District Engineer Qualifications (the RFQ ) and appointed a three-person Selection Committee. The Selection Committee will evaluate the Qualification Proposals and rank the Engineering Firms based on the selection criteria outlined in this Qualifications Packet. The top ranked three Firms may be requested to thereafter provide an oral presentation of no more than ten (10) minutes in length followed by five (5) minutes for questions and answers before the District s Board of Page 7

10 Supervisors. The three top ranked Firms will be notified of their ranking on or before two weeks prior to the subject Board of Supervisors meeting. INSTRUCTIONS Four (4) copies of the Engineering Firm s Qualifications should be submitted in a sealed form to WVID and addressed to the attention of: Mr. Todd Wodraska, District Manager West Villages Improvement District c/o Special District Services, Inc. 2501A Burns Road Palm Beach Gardens, FL The Sealed Qualifications Package must be marked: Request for District Engineer Qualifications and delivered to the above address and received by WVID no later than 4:00 p.m., Eastern Time, on the Submittal Due Date. Qualifications Packets delivered to the address indicated above prior to the Submittal Due Date will be secured unopened so long as the Qualifications Package is properly marked as set forth above. Late Qualifications Packages will not be accepted, will be marked LATE and returned unopened. Qualifications must be typed or printed in ink. A single disc PDF file of the entire transmittal should also be included with the Qualifications Package. All corrections made by a Firm to a submitted Package prior to the opening of a Sealed Qualifications Package must be initialed and dated. No changes or corrections will be allowed after the Submittal Due Date. Each Firm should carefully examine the RFQ, including the Qualifications Packet, and may make written requests to the District s Manager for interpretations or corrections of any ambiguity, inconsistency or error. Only written responses issued by the District s Manager should be relied upon, and reasonable efforts will be made to distribute all written responses issued by Mr. Wodraska to everyone who has requested a Qualifications Packet. Once the RFQ is advertised, no applicant or individual acting on behalf of an applicant shall lobby the District s consultants, personnel or members. Lobbying District consultants, personnel or Board members will result in rejection/disqualification of the offending Firm s RFQ. For purposes of this prohibition Policy, lobbying is defined as any action taken by an individual, firm, association, joint venture partnership, syndicate, corporation and all other groups who seek to influence the governmental decision of the District s consultants, personnel or Board members after the advertisement of the RFQ and prior to time that an award recommendation is issued by the District s Board of Supervisors. Qualifications Packets should be prepared simply and economically, and provide straightforward and concise information which satisfies the requirements of the RFQ. Emphasis should be placed on the completeness and clarity of the content. WVID shall not be liable for any expenses incurred in the preparation or presentation of the Qualifications. 2 Page 8

11 The Qualifications Packet must contain a manual signature of an authorized representative of the responding Firm on a letter of transmittal. TIMETABLE WVID has established the following timetable for selection of the District Engineer; however the schedule is subject to change at the discretion of WVID. Qualifications Packets are due at or before 4:00 p.m., Eastern Time, on February 20, 2015 (the Submittal Due Date ). The three top ranked Firms will be notified electronically on or about March 10, 2015 of their selection by the District Manager and may be asked to make an oral presentation to the District s Board of Supervisors at the time and place set forth in the electronic notice. Final selection shall be made at a Board meeting. QUALIFICATIONS REQUIREMENTS Qualifications Packets should contain ONLY the following requested information and be organized in the same order as presented below, with each response to appear on either a separate page(s) or in a separate section. Information not specifically requested may be deemed nonresponsive and rejected as part of the selection process. Transmittal Letter. Each Qualifications Package should contain a letter of transmittal not exceeding one (1) page that is signed by a representative of the Firm authorized to commit to the Firm's Qualifications. The transmittal letter shall identify the person in the Firm who shall serve as the authorized contact for notices. Firm Qualifications: Please discuss the qualifications of the Firm (not to exceed one page) to provide the required engineering services. The District Engineer is a required position pursuant to Section , Florida Statutes, and the basic duties and services to be provided by the District Engineer include but are not limited to those listed in the attached RFQ and this Packet. Please be advised that joint venture or team proposals are not acceptable, so all applicants must identify their organization s structure (i.e., corporation, partnership, etc.) and provide the names of officers and principals, date of organization and where incorporated or formed. Firms must provide a brief one paragraph description of the general character of work performed with a primary emphasis on general civil engineering and surveying. Personnel. Provide an outline of the proposed personnel, structure of the typical project team and a brief description of their qualifications (not to exceed five (5) pages in total). Provide a resume of only the principal engineer(s) that will be in charge of District projects. If selected, evidence of possession of required licenses and/or business permits must be provided. Standard Form 330. Provide an up-to-date Standard Form 330 along with necessary supporting documentation. 3 Page 9

12 MBE, WBE or SBE Certificate. If applicable, please provide. Client References. Provide a one (1) page list of client references, with names, addresses and contact persons. Insurance. Each response should contain a statement regarding the amount of the Firm s general liability insurance and errors and omissions (i.e. professional) insurance. Business Ethics. Disclose any circumstance where conduct of your Firm or any principal thereof has within the last ten (10) years or is currently (i) being investigated by any legal or administrative body; (ii) any adverse decision or settlement with any legal or administrative body; and (iii) identify any substantive failure in the proper performance of any award or delivery on time of contracts of a similar nature as described above. Firm Ethics. Disclose Firm policies and procedures to prevent ethical violations. Discuss specific staff responsibilities and management commitment. Required Disclosure: A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for construction or repair of a public building or public works, may not be awarded or perform work as a contractor, supplier, subcontractor or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section , Florida Statutes, for Category Two, for a period of thirty-six (36) months from the date of being placed on the convicted vendor list. Other Disclosure: Applicants must answer the following question: Has the Firm ever been asked to resign from a project, contract or agreement within the last three (3) years? If so, explain? Anti-Kickback Affidavit: The attached affidavit must be completed, signed and included in each applicant s submittal. Non-Collusion Affidavit: The attached affidavit must be completed, signed and included in each applicant s submittal. LEGAL REQUIREMENTS Federal, State, County and local laws, ordinances, rules and regulations that in any manner affect the matters covered herein shall apply. Lack of knowledge by a Firm shall in no way be cause for relief from responsibility. Firms are to be in full compliance with the following laws specifically, but not limited to: (i) Conflict of Interest, (ii) Government in Sunshine Laws, and (iii) Florida Public Records Law. Firms doing business with WVID are prohibited from discriminating against any employee, applicant, or client because of race, creed, national origin, sex or age with regard 4 Page 10

13 to but not limited to the following: employment practices, rates of pay or other compensation methods and training selection. Each applicant shall warrant that it has not employed or retained any person, other than a bona fide employee working solely for the Engineer, to solicit or secure its selection for the award of the contract. Further, each applicant shall warrant that it has not paid or agreed to pay any person, other than a bona fide employee working solely for said applicant, any fee, commission, percentage, gift, or other consideration contingent upon or resulting from the awarding or making its selection for this contract. For breach of this warranty, the District may reject an application or terminate its contract with the selected Firm without liability and, at its discretion, deduct or otherwise recover the full amount of such fee, commission, percentage, gift or other consideration. PUBLIC RECORDS Responses to this RFQ are public records after the opening of the Sealed Qualifications Package and subject to Florida Statute ACCEPTANCE/REJECTION The District reserves the right to accept or reject any or all Qualifications Packets and to select the submittal(s) which, in the opinion of the District, will be in the best interest of the District and its taxpayers. The District further reserves the right to reject the response of any Firm which has previously failed in the proper performance of any award or to deliver on time contracts of a similar nature or which is not in a position to perform properly the duties of a District Engineer. SELECTION CRITERIA 1. Ability of Professional Personnel. Consideration will be given to Firms that possess a high degree of qualifications in civil and hydrologic engineering. Consideration will also be given to Firm philosophies, procedures for quality control, adequacy of personnel and areas of expertise and experience with smaller local governments. 2. MBE, WBE, SBE Consideration will be given to those small business enterprises that would be eligible for certification as such by Sarasota County and they shall have the maximum practical opportunity to participate in the competitive process of supplying services to WVID. 3. Past Performance. Consideration will be given to the amount of work performed in Sarasota County during the recent past. Consideration will also be given to Firms that have had previous experience with WVID and/or other similar special districts, for example, Chapter 298 water control districts, Community Development Districts or other independent special districts. 4. Ability to Meet Time and Budget Requirements. 5. Location. Consideration will be given to Firms with offices within the boundaries of 5 Page 11

14 Sarasota County. Firms should provide the location of its Florida office(s) and indicate whether it is the main office, the only office, branch office, etc. 6. Recent, Current and Projected Workloads. 7. Quality of Responses Related to RFQ. Consideration will be given to Firms who clearly and concisely respond to this RFQ. 8. Established Business. Consideration will be given to the history of the Firm and the number of years the Firm has been in business. 9. Permit and Plat Experience. Permit and Plat review experience, review of surface and stormwater drainage calculations and stormwater monitoring. 10. Technological Expertise. Must demonstrate a commitment to provide up-to-date administrative, office, CAD, and GIS software as well as training and staff expertise with each type of software. Technological expertise may be tested or require verification satisfactory to WVID. 11. Records Management. Must comply with Florida Statutes regarding WVID work, work product and deliverables. Records Management procedures will be agreed upon as part of engagement. The District s Board determines the term for which a District Engineer will serve and may be subject to annual performance reviews by the Board of Supervisors. They may also be terminated, at the Board s discretion, prior to the end of the District Engineer s contract term. The District Engineer shall designate a key individual who shall be responsible for the management of all professional services provided by the Firm to the District. BASIC DUTIES OF THE DISTRICT ENGINEER 1. Attend Board Meetings and consult with the Board and the other District consultants. Day-to-day work will be managed by the Manager and/or designated Board Members. The District s Board will be apprised of authorized work through various reports, briefings and discussions with the District s consultants. 2. Attend coordination meetings and consult with the Manager, General Counsel, Bond Counsel, Financial Advisors and Bond Underwriters as requested and authorized. 3. For new units of development, the role of the District Engineer are as generally addressed in the District s enabling legislation and Chapter 298, Florida Statutes. 4. Review permits, plats, easements, agreements and legal descriptions as requested; said review is to be limited to issues material to the District s interests. 6 Page 12

15 5. Assist in preparation of required or requested Annual Reports, Facility Maintenance Programs and Public Facility Reports. 6. Assist with the technical representation between the District and other agencies and landowners, as requested. 7. Assist in the District s budget process and maintenance program. 8. Assist during emergency events. 9. Assist in coordination with other governmental agencies regarding infrastructure improvements only as they relate to the Units of Development, or as otherwise directed by the Board. 10. Perform, and be responsible for, those engineering related duties required to satisfy applicable requirements of various Florida Statutes, including but not limited to Chapters 119, 170, 189, 255 and 298, F.S. 11. Create, maintain and store all past, present and future engineering and survey Public Records as required by Florida Statutes in paper, mylar and electronic (or any other) medium, as the case may be, at no additional cost to the District. Following the Board s designation of a new District Engineer, all of such engineering and survey Public Records shall be transferred to the successor District Engineer, at no cost to the successor or the District. 7 West Villages\General\Forms\Request for District Engineer Qualification S Page 13

16 ANTI-KICKBACK AFFIDAVIT STATE OF FLORIDA ) ) SS COUNTY OF ) I, the undersigned, having been duly sworn, deposes and says that no money or contributions will be paid to any officer(s), consultant or employee(s) of the West Villages Improvement District as a commission, kickback, reward of gift, directly or indirectly by the undersigned, any member of the Firm or by an officer of the Firm, as a result of or in connection with the Firm s submittal of the affixed Proposal. By: Print: Title: Sworn and subscribed before me this day of, The foregoing instrument was acknowledged before me this day of by (name and title of corporate officer) of (name of corporation), a (state or place of incorporation) corporation, on behalf of the corporation. He/she is personally known to me or has produced (type of identification) as identification. [NOTARY'S SEAL] Notary Public Commission Number: My Commission Expires: THIS PAGE TO BE SUBMITTED ALONG WITH RESPONSE IN ORDER FOR PACKAGE TO BE CONSIDERED COMPLETE AND ACCEPTABLE Page 14

17 STATE OF FLORIDA ) ) SS COUNTY OF ) NON-COLLUSION AFFIDAVIT, being first duly sworn, deposes and says that: 1. He/She is of that has submitted the (Title) (Name of Corporation or Firm) attached Qualification Proposal Package. 2. He/She is fully informed respecting the preparation and contents of the attached Qualification Proposal Package and of all pertinent circumstances respecting such submittal. 3. Said Proposal is genuine and is not a collusive or sham Proposal. 4. Further, none of any of the Firm s officers, partners, owners, agents, representatives, employees or parties in interest, including this affiant, have in any way colluded, conspired, connived or agreed directly or indirectly with any other firm or person to submit a collusive or sham Proposal in connection with the Contract for which the attached Proposal has been submitted or to refrain from bidding in connection with such Contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communications or conference with any other qualifier, or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage against West Village Improvement District. By: Print: Title: Sworn and subscribed before me this day of, The foregoing instrument was acknowledged before me this day of by (name and title of corporate officer) of (name of corporation), a (state or place of incorporation) corporation, on behalf of the corporation. He/she is personally known to me or has produced (type of identification) as identification. [NOTARY'S SEAL] Notary Public Commission Number: My Commission Expires: THIS PAGE TO BE SUBMITTED ALONG WITH RESPONSE IN ORDER FOR PACKAGE TO BE CONSIDERED COMPLETE AND ACCEPTABLE Page 15

18 WEST VILLAGES IMPROVEMENT DISTRICT NOTICE OF REQUEST FOR DISTRICT ENGINEER QUALIFICATIONS NOTICE IS HEREBY GIVEN that West Villages Improvement District ( District ) is soliciting professional service proposals from Engineering Firms for their service as a consultant in the role of District Engineer. Any qualified Engineering Firm interested in providing such services must submit a proposal pursuant to the terms and conditions set forth herein and in the hereinafter referenced Proposal Packet. The following is a brief general description of the nature of professional engineering services that will be required but any Engineering Firm should obtain and review the Proposal Packet which contains a more detailed list of the nature of required services: (A) The District Engineer position is required pursuant to Section , Florida Statutes and examples of the services to be provided by the District Engineer include but are not limited to: the provision of services pursuant to applicable provisions of Chapter 298, Florida Statutes, and Chapter , Laws of Florida, as amended, (the District s enabling legislation); attendance at one or more monthly Board of Supervisor public meetings and Staff meetings in order to coordinate, consult and provide professional advice; preparation and provision of required annual reports, District facility maintenance programs, Public Facility Reports, Plans of Improvement and related Reports of Engineer for Units of Development; provision of and consultation on technical engineering standards; technical representations before and with other governmental agencies and entities and the provision of such other engineering services as may be authorized by the Board of Supervisors. (B) The design, bidding and provision of construction phase services for such construction activity as is needed in order to implement a Plan of Improvement for a Unit of Development and the provision of assistance, review and recommendation services regarding construction payments, change orders and certifications of completion of construction activities. (C) The provision of computer modeling; design, bid and construction phase services for the replacement, rehabilitation and enhancement of existing District works and facilities; feasibility studies and similar services. ENGINEERING FIRMS INTERESTED IN SUBMITTING A PROPOSAL SHOULD CONTACT THE DISTRICT S MANAGER, TODD WODRASKA OF SPECIAL DISTRICT SERVICES, INC., WHOSE CONTACT INFORMATION IS AS FOLLOWS: 2501A BURNS ROAD, PALM BEACH GARDENS, FL 33410, TELEPHONE (561) AND/OR TOLL FREE AT BETWEEN THE HOURS OF 8:00 A.M. to 5:00 P.M. MONDAY THROUGH FRIDAY AND REQUEST A PROPOSAL PACKET. It is the policy of the District that minorities and women business enterprises (MBE/WBE) be given the maximum practical opportunity to participate in the competitive process of supplying engineering services to the District and consideration of such participation is a factor that will be considered in the District s review of proposals. Page 16

19 Engineering Firms interested in submitting proposals are required to deliver four (4) duplicate copies of their proposals by no later than 4:00 p.m., Eastern Time, on February 20, 2015, to the office of the District s Manager. The District s Board of Supervisors plans to hold a public meeting at 11:00 a.m. in a Meeting Room at the City of North Port located at 4970 City Hall Boulevard, North Port, Florida on March 24, 2015, to consider the selection from the Engineering Firms that have submitted a proposal. A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a Bid on a Contract to provide any goods or services to a public entity, may not submit a Bid on a Contract with a public entity for the construction or repair of a public building or public work, may not be awarded or perform Work as a Contractor, Supplier, Subcontractor, or Consultant under a Contract with any public entity, and may not transact business with any entity in excess of the threshold amount provided in Section , Florida Statutes, for Category Two for a period of 36 months from the date of being placed on the convicted vendor list. The District reserves the right to reject any or all proposals, to waive informalities and to readvertise. BOARD OF SUPERVISORS WEST VILLAGES IMPROVEMENT DISTRICT PUBLISH: SARASOTA HERALD TRIBUNE 01/20/15 & 01/27/15 Page 17

20 WEST VILLAGES IMPROVEMENT DISTRICT MINUTES SELECTION COMMITTEE FOR DISTRICT ENGINEER March 5, 2015 Call to Order Chairman Marty Black called the Selection Committee Meeting for the West Villages Improvement District Engineer at 1:02 pm on March 5, 2015 at 7000 South Tamiami Trail, West Villages North Port, FL Proof of Publication The notice of the meeting was posted on website and on the office of the meeting location. Establish a Quorum A quorum was established with selection committee members, Chairman Marty Black, Operations Manager Mike Smith, and District Manager Todd Wodraska (via phone) all present. Discussion on Selection of District Engineer Mr. Wodraska confirmed that all five firms who submitted proposals met the minimum requirements to be considered. The five firms in the order the proposals were received: 1. CPH 2. Dewberry 3. Progressive Water Resources, LLC 4. Stantec 5. Kimley Horn & Associates He proposed a point value for the eleven categories that were listed in the RFQ for a possible total of 100 points. The committee agreed on the proposed point values. 1 Ability of Professional Personnel 10 2 MBE, WBE, SBE 5 3 Past Performance 5 4 Ability to Meet Time and Budget Requirements 20 5 Location 10 6 Recent, Current and Projected Workloads 10 7 Quality of Responses Related to RFQ 20 8 Established Business 5 9 Permit and Plat Experience 5 10 Technological Expertise 5 11 Records Management 5 Total Possible Points 100 Page 18

21 There was a general discussion on the overall quality of the responses and what selection committee members were looking for from the ideal candidate, which included breadth of experience, experience on large capital projects, depth of resources within the firm and its sub consultants. The committee decided to recess the meeting at 1:46 pm with the plan to reconvene on Tuesday March 10, 2015 at 11:00 p.m. to continue the discussion and rank the firms. RECONVENED The Selection Committee reconvened at 11:03 a.m. on March 10, 2015 with all members present. Tabulation of Point Totals District Manager Todd Wodraska reported the point totals: Point Totals CPH Dewberry Progressive Water Resources Stantec Kimley Horn Todd Wodraska Marty Black Mike Smith Average The rankings came in as follows: Rankings CPH Dewberry Progressive Water Resources Stantec Todd Wodraska Marty Black Mike Smith Average Kimley Horn The selection committee unanimously agreed on the following rankings of engineering firms to recommend to the WVID Board of Supervisors: 1. Stantec 2. Kimley Horn & Associates 3. Dewberry 4. Progressive Water Resources, LLC 5. CPH Page 19

22 Recommendation The Selection Committee recommends that the WVID Board of Supervisors accepts the rankings of the firms above and invites the top three ranked firms: Stantec, Kimley Horn & Associates, and Dewberry to the meeting scheduled for April 28, 2015 for presentations and questions. The Selection Committee meeting adjourned at 11: 19 a.m. Page 20

23 From: Mike Smith Sent: Thursday, March 19, :15 AM To: Todd Wodraska Subject: Concrete Estimates Good Morning Todd, I finally have 3 quotes for concrete repairs for sidewalks on IslandWalk side. They are as follows: DeClercq Construction Inc. Concrete repairs $11, US41 Monument paver repairs 1, TOTAL $12, Perry Concrete of Venice Inc. Concrete repairs $15, US41 monument paver repairs 1, TOTAL $16, Florida Concrete & Framing Corp. Concrete repairs $12, This company does not do pavers Based on our previous conversation I would recommend CeClerg Construction. Please advise. Thanks Page 21

24 Ch LAWS OF FLORIDA Ch At such meeting, each and every acre, or any fraction thereof, of land in the district shall represent one vote and each owner shall be entitled to one vote in person or by written proxy for every acre of land, or any fraction thereof, owned by such owner in the district. Candidates must be citizens of the United States and shall be nominated prior to commencement of the initial election. The landowners shall first vote for the 2 supervisors who are to hold office for the 2 seats with an initial term of 4 years as herein provided, and the persons receiving the highest and next highest number of votes for such supervisor offices shall be declared and elected as the supervisors for said 2 seats. The landowners shall next vote for the supervisor who is to hold office for that seat with a term of 3 years as provided herein, and the person receiving the highest number of votes for such supervisor shall be declared and elected as such supervisor for said seat. Said landowners shall continue to so vote for each remaining seat until the supervisor who is to hold office for the term of 1 year as herein provided is elected for said seat. The landowners present or voting by proxy at the meeting shall constitute a quorum. (4) Each year during the month of June, beginning with June of the second year following the first election, a supervisor shall be elected, as hereinafter provided, by the landowners of said district to take the place of the retiring supervisor. All vacancies or expirations on said board shall be filled as provided by this act. All supervisors of the district shall be citizens of the United States. Following the initial election of supervisors in order to be eligible for election, a candidate for an office of supervisor shall be required to file a written notice of intention to be a candidate in said office of the district at least 30 calendar days but not earlier than 90 calendar days before but not including the day of the annual meeting of the landowners. In case of a vacancy in the office of any supervisor, the remaining supervisors within 90 calendar days of the vacancy shall fill such vacancy until the expiration of that seat s outstanding term when a successor shall be elected by the landowners. (5) As soon as practicable after their election and the taking of oaths of office, the board of supervisors of the district shall organize by choosing a chair and vice chair of the board of supervisors and by electing some suitable persons secretary and treasurer, who may or may not be members of the board. The board of supervisors shall adopt a seal which shall be the seal of the district. (6) Each supervisor shall hold office until his or her successor shall be elected and qualified. Whenever any election shall be authorized or required by this act to be held by the landowners at any particular or stated time or day, and if for any reason such election shall not or cannot be held at such time or on such day, then in such event and in all and every such event, the power or duty to hold such election shall not cease or lapse, but such election shall be held thereafter as soon as practicable and consistent with this act. (7) The supervisors shall not receive any compensation for their services. Section 5. Meetings of landowners. (1) Each year during the month of June, a meeting of the landowners of the district shall be held, when necessary, for the purpose of electing a 10 CODING: Words stricken are deletions; words underlined are additions.page 22

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