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07-08-2008 Regular MeetingCity of Clermont MINUTES REGULAR COUNCIL MEETING JULY 8, 2008 The Clermont City Council met in a regular meeting on Tuesday, July 8, 2008 in the Council Chambers at City Hall. Mayor Hal Turville called the meeting to order at 7:00 pm with the following Council Members present: Council Members Mullins, Goodgame, Hogan and Berlinsky. Other City officials present were: City Manager Saunders, City Attorney Mantzaris, Deputy City Clerk Noak and Assistant City Manager Gray. INVOCATION Council Member Mullins gave the invocation followed by the Pledge of Allegiance. MINUTES Council meeting minutes of June 24, 2008 Council Member Goodgame requested the additional wording of "North Hancock Road" to Judy Proli's public comment. Council Member Goodgame moved to approve the minutes as amended; seconded by Council Member Mullins Motion passed with ali members present voting "aye". PUBLIC COMMENTS Charlene Forth, 939 West Desoto Street, mentioned the streetlights at West Avenue and Desoto Street were still out. Cuqui Whitehead, 837 5"' Street, commented the fireworks stand had individuals with signs jumping up and down in the median on Highway 50 and requested Council address the situation at a workshop. REPORTS City Manager Saunders announced the budget workshops would be held at 6:00 pm Monday, July 14 through Thursday, July 17 and, if necessary, Monday, July 21. City Attorney Mantzaris - No report. Council Member Hogan reported his intent to attend the dedication of Winter Garden's new City Hall on Friday, July 11 from 5:30 to 7:30 pm. Council Member Goodgame provided an update on the Lake County Tourism Development Tax, which is down 3 percent this year and 12 percent down from the year before. Council Member Mullins - No report. Council Member Berlinsky - No report. Mayor Turville reported on his attendance to the St Johns River Water Management District meeting regarding cutting watering days to one day during the months of November through March. He invited the public to attend future meetings St. Johns will have on the watering rule changes. City of Clermont MINUTES REGULAR COUNCIL MEETING JULY 8, 2008 CONSENT AGENDA Mayor Turville advised the next item on the Agenda for consideration was the Consent Agenda and requested anyone wishing to have any item pulled for discussion to please come forward at this time. Item No. 1 -Bid Award Public Services Department Request authorization to award bid for the Eastside Refueling Station to Petroleum Equipment Construction in the amount of $80,679.00 Item No. 2 -Purchase Approval Utilities Department Item No. 3 -Change Order No. 1 Engineering Department Request authorization to purchase Water Meters from Sunshine State Meters in the amount of $24,190.00 Request approval of Change Order No. 1 for the Greater Hills Water Treatment Plant Expansion project Item No. 4 -Edward Byrne Memorial Request approval of the allocation of funds from the Justice Grant Edward Byrne Memorial Justice Grant Police Department Linda Charlton requested information regarding Consent Item #4. City Manager Saunders explained that the grant is divided among cities for specific projects and requires at least 51 percent local government support. The City of Clermont will be awarded funds for a speed trailer. Council Member Goodgame moved to accept the consent agenda; seconded by Council Member Mullins. The motion passed with all members present voting"aye". UNFINISHED BUSINESS Water & Wastewater Agreement -Room 4 Inc. and Johns Lake Plaza Owners Association Planning Director Jim Hitt presented the Honda automobile sale and services facility consisting of 9.345 acres and located south of Plaza Collina on S.R. 50. The current Lake County zoning is CP, Planned Commercial District with a future land use of Urban Expansion. The project will contain a sales area, office space, a service area with 17 bays and a car wash and will be a "green building". The agreement will be conditioned upon deferral of annexation to occur when legally appropriate. Staff recommendation is for approval. Attorney Anita Geraci spoke on behalf of the applicant and requested Council amend the agreement to include a pioneer reimbursement clause to allow the developer to obtain a 50 percent reduction of their expenses should anyone connect to the service lines within five years. Mayor Turville opened the public hearing. Cuqui Whitehead, 837 5`h Street, commented that there appeared to be changes to the plans and asked if all the setbacks and landscaping met City Code. Ms. Whitehead stated that she was opposed to allowing the pioneer reimbursement. Mayor Turville closed the public hearing. City of Clermont MINUTES REGULAR COUNCIL MEETING JULY 8, 2008 City Manager Saunders commented that staff is opposed to a pioneer reimbursement and the language had been removed from the agreement. City Manager Saunders stated there was a landscape reduction in Section 3, as the proposed project will be a "green building". Council Member Goodgame moved to approve the utility agreement as stated by staff; seconded bkCouncil Member Berlinky. Council Member Mullins inquired as to why the City was opposed to pioneer agreements. City Manager Saunders explained that lines outside the City are typically excluded from how our impact fees are structured and mentioned the possible legal issue regarding use of impact fees to reimburse these types of expenses. The motion passed with all members present voting"aye". NEW BUSINESS Criteria for Request for Proposal -Former Cooper Memorial Library Site City Manager Saunders commented on the Council Workshop and the discussion regarding the potential use of the old Cooper Library site at Montrose and Lake Avenue and the proposal that had been offered to the City several years ago as a public/private partnership. During the workshop Council requested staff send out a Request for Proposal. Staff has been working on the language for the Request for Proposal and is requesting additional time to complete the process to provide anyone a fair opportunity to respond in a competitive manner. An alternative is taking a little extra time to look at what the City has in the Central Business District, looking at the current and future needs, and making sure Council is going in the right direction for this project and the downtown area. Mayor Turville opened the public hearing. Those who spoke in favor of pursuing a Request for Proposal: Meredith Nagel, 450 East Highway 50 Shannon Elswick, 12903 Magnolia Pointe Bill Banzhaf, 931 West Montrose Street Suzie Gibson, 12310 Sunshine Drive Jim Purvis, 4206 Hammersmith Drive Allison Strange, 720 Almond Street Robert Berens, 1927 Brantley Circle Bob Bowman, 723 West Montrose Street Mark Graff, 1944 Brantley Circle Bob McKee, Lake County Tax Collector Those who spoke in opposition of pursuing a Request for Proposal: Wally Herda, 1109 Hampton Street Sandy Lichti, 645 West Minneola Charlene Forth, 939 West Desoto Hope Lamb, 519 Mar Nan Mar Place Gloria Prosser City of Clermont MINUTES REGULAR COUNCIL MEETING JULY 8, 2008 Mayor Turville closed the public hearing. Mayor Turville commented that the City did not know the value of the property and encouraged Council to direct staff to use due diligence and determine the property value, what our side of the deal would be, and send out a Request for Proposal. Then, look at which direction the City would like to. He mentioned parking as an issue to consider. Council Member Mullins commented the project was not new and spoke in favor of moving ahead with the Request for Proposal. Council Member Hogan commented he would like to know the value of the property and spoke in favor of moving ahead with the Request for Proposal. Due to technical difficulties, a 10 minute recess was called at 9:05 pm. The meeting reconvened at 9:15 pm. Council Member Berlinsky stated he would like the property appraised, determine what the lease value would be, the future property value, evaluate parking demands, and spoke in favor of moving ahead with the Request for Proposal. Council Member Goodgame spoke in favor of providing staff time to come up with a Request for Proposal and commented that parking concerns need to be addressed. City Manager Saunders stated the Request for Proposal could be presented in 30 days. Council Member Goodgame moved to give staff until August 12`h to bring their Request for Proposal to the Council for consideration; seconded by Council Member Mullins. After further Council discussion, Mayor Turville called for the question. The motion passed on a 4 to 1 vote, with Mayor Turville in dissention. Ordinance No. 358-C, Introduction Mayor Turville read Ordinance 358-C aloud by title only. An Ordinance of the City of Clermont, Florida, amending Chapter 2, "Administration", Article IV "Officers and Employees", Division 2 "City Manager" Section 2-126, "Revenue Appropriations", of the Code of Ordinances of Clermont, Florida, relating to the appropriation of revenues in excess of the budget and providing that the Council by Resolution may make supplemental appropriations; repealing all Ordinances in conflict herewith; providing for severability; and providing for an effective date. Council Member Mullins moved to introduce Ordinate 358-C; seconded by Council Member Goodgame. The motion passed with all members present voting "aye". City of Clermont MINUTES REGULAR COUNCIL MEETING JULY 8, 2008 Ordinance No. 360-C Introduction Mayor Turville read Ordinance 360-C aloud by title only. An Ordinance of the Code of Ordinances of the City of Clermont, Lake County, Florida, amending the Code of Ordinances, Chapter 90 Concurrency Management, Article 1, in general, Section 90-6, Adopted Level of Service Standards; Section 90-7, Estimation of Demand for Proposed Development; providing for severability; providing for an effective date, and providing for publication. Council Member Mullins moved to introduce Ordinance 360-C; seconded by Council Member Goodgame. The motion passed with all members present voting "aYe". Ordinance 596-M Introduction Council Member Mullins motioned to postpone Ordinance 596-M to August 12`n• seconded by Council Member Goodgame. The motion passed with all members present voting "aye". Ordinance 594-M Introduction Council Member Mullins motioned to postpone Ordinance 594-M to August 12`n; seconded by Council Member Goodgame. The motion passed with all members present voting; "aye". Ordinance 595-M Introduction Council Member Mulling motioned to~ostpone Ordinance 595-M to August 12`n; second by Council Member Goodgame. Motion passed with all members present voting "aye". Ordinance 597-M, Introduction Planning Director Jim Hitt stated that the applicant has withdrawn. ADJOURN: With no further comments, this meeting was adjourned at 9:38 pm. APPROVED: Harold S. Turville, Mayo CITY OF CLERMONT, FLORIDA REQUEST FOR PROPOSAL FORMER COOPER MEMORIAL LIBRARY SITE The City of Clermont, Florida invites interested qualified parties to submit proposals for the acquisition or lease and proposed use of property generally known as the "former Cooper Memorial Library Site" located in downtown Clermont on the northwest corner of Montrose Street and Lake Avenue. The 1.15 acre site fronts Montrose Street to the south; Minneola Avenue to the north; and Lake Avenue to the east in Clermont, Lake County, Florida. (See attached property map) PROJECT SCOPE AND INTENT In recent years, there have been significant investments in the downtown and neighboring areas of the City of Clermont. This Request for Proposals reflects the city's commitment to encourage the continuation of such investments in the downtown in a structured and dynamic way. The purpose of this Request for Proposals is to select a proposal for a public/private partnership to lease or purchase, develop, market and manage a mixed -use development project. The project could contain, but will not be limited to, a combination of such uses as: (1) Residential Units; (2) Commercial and Office Space (3) Restaurant; (4) Associated recreational amenities; (5) Parking. Any proposed project will be expected to meet on -site parking requirements per code. PROCESS The City will undertake a multistep process based on the following: After a review of "initial response" as outlined below, and recommendations from City Staff, the City Council will request selected developers to present formal Proposals for consideration. The Initial Response and subsequent Proposals must be submitted in accordance with the terms and conditions of this Request for Proposals. Requests for additional information in regard to the RFP for this Property must be submitted in writing to: Ms. Tracy Ackroyd, City Clerk City of Clermont 685 West Montrose Street Clermont, Florida 34712 Phone: (352) 241-7330 Fax: (352) 394-2379 For interested parties, the City of Clermont will hold a mandatory pre -submission conference at the City of Clermont City Hall located at 685 West Montrose Street, Clermont, FL on Thursday, October 9, 2008 at 10:00 A.M. Interested parties will be given the opportunity to ask questions of City representatives concerning the project, the City's goals with respect to the development of the project, submission requirements and the selection procedure. Each submittal shall be marked on the outside in bold letters as follows: CITY OF CLERMONT, INITIAL RESPONSE, FORMER COOPER MEMORIAL LIBRARY DEVELOPMENT PROJECT. No facsimile copies will be accepted. All of the Letters of Interest received will be forwarded for review and evaluation by the selection committee. The City reserves the right to accept any proposals deemed to be in the best interest of the City, to waive any irregularities in any proposals, or to reject any and/or all proposals and to re -advertise for new proposals. In evaluating each proposal, City staff will consider, but not be limited to, the proposer's experience, and capabilities, the proposer's financial strength, the terms and conditions offered for acquisition of the property, the market and economic viability of the proposed project concept and the appropriateness of the proposed uses and design relative to the immediate area and the City of Clermont. Following review by the review committee, the initial response will be forwarded to the Clermont City Council with recommendations. A short list of three (3) or more qualified teams will be selected by the Clermont City Council and asked to submit a full development proposal. UNDER NO CIRCUMSTANCES SHOULD ANY PROSPECTIVE PROPOSER OR ANYONE ACTING FOR OR ON BEHALF OF A PROSPECTIVE PROPOSER, SEEK TO INFLUENCE OR GAIN THE SUPPORT OF ANY MEMBER OF THE CITY COUNCIL OR THE CITY STAFF FAVORABLE TO THE INTEREST OF ANY PROSPECTIVE PROPOSER. LIKEWISE, CONTACT WITH THE CITY COUNCIL OR CITY STAFF AGAINST THE INTERESTS OF OTHER PROSPECTIVE PROPOSERS IS PROHIBITED. 2 f INITIAL RESPONSE CONTENT: (this is to develop a short list of interested parties) The Initial Response should include, at a minimum, the following components: 1. Letter of Interest. 2. Project Overview: Please include: • Proposed uses; • Conceptual size; • Economic impact; • Management plan (lease or purchase); • Compensation to the City of Clermont; • Other benefits for the residents of Clermont 3. Proposer (Firm) Information: Please include: • Firm name, address, telephone and fax numbers; • Ownership/organization structure; • Parent company (if applicable); • Officers and principals; • Firm size; • The name of the representatives authorized to negotiate with the City or its representative; • In-house capabilities and services; and • If this assignment is to be performed by joint venture participation, include the percentage breakdown of each firm's participation. • Previous Relevant Development Experience: Provide information on projects of similar scope and complexity. This should include specific experience with: i. Public sector projects; ii. Public/private joint venture projects; iii. Mixed -use projects; iv. The various uses proposed for this project. The deadline for submittal of the Initial Response is on or before 2:00 P.M. December 4, 2008. Written responses to request for additional information shall be distributed at the pre -submission conference described below and mailed to all parties to whom the original RFP was distributed as well as any parties which have requested in writing that the City include their name on the master distribution list for the former Cooper Memorial Library Site Request for Proposals. This RFP sets forth relevant information regarding the property being offered for development, the City of Clermont and its goals with respect to the development of this site, and the process for developer selection. 3 ADDITIONAL REQUIRED INFORMATION AFTER SHORT LIST The selected developers will be asked to submit a formal development proposal for the property. The proposal will be evaluated on the basis of the written information plus history of other successful projects provided by the developer. The proposal package should include, at a minimum, the following components: 1. Conceptual Site Plan 2. Conceptual Building Plan 3. Timeline for Development 4. Financial information including recent financial statements (past three years) 5. Detailed Financial Plan 6. Team Organization: Provide an organizational chart identifying all individuals who would participate in the proposed project. Provide resumes and references for all proposed/development team members. Provide a statement of the relationship between the Proposer and any parent company or subsidiary that might also take part in the project. Please also provide the names and descriptions of any other persons, firms, or organizations that will be included by the Proposer as team member participants in the development of the project. 7. Felony Indictments/Convictions: Provide a statement relative to whether any of the "principals" referred to above have ever been charged with, indicted for, or convicted of, a felony. 8. Litigation History: List any litigation matter in the past five (5) years. 9. The City will require that the selected developer present a "Letter of Intent' from a lender as to its interest in financing the development prior to final negotiations. The City considers a reputable lender as in institution which has, in the opinion of the City, the financial capacity and experience to commit, fund and monitor the funding of loans necessary to complete this specific project. 10.Additional Considerations: Identify any additional or unique resources, capabilities or assets which the developer would bring to this project outside the scope of the project. Proposals will consist of one (1) bound and signed original and ten (10) complete copies of the required information. One (1) of which shall be unbound and ten (10) of which shall be bound including any additional supporting materials. All proposals will be presented as 8'/2" x 11" documents. 4 The information will be tabbed according to each requested section. Each page will be numbered consecutively including the Letter of Transmittal, brochures, licenses, resumes, supplemental information, etc. Please package the work product samples separately from the proposal, labeling each sample clearly. If Proposers are submitting a joint venture, the information requested herein shall be submitted for all firms. EVALUATION CRITERIA Each proposal will be evaluated individually and in the context of all other proposals. Proposals must be fully responsive to the requirements described in the RFP, and to any subsequent requests for clarification or additional information made by the City through written addenda to this RFP. Proposals failing to comply with the submission requirements, or those unresponsive to any part of this RFP, may be disqualified. The City has identified evaluative criteria against which each Proposal will be considered, including but not limited to the following: 1) Project benefit, compatibility, impact to historic downtown and citizens; 2) Project approach including property lease or acquisition; 3) Proposed development process and land use components; 4) Proposed role of the City and extent of public investment; 5) Financial capability to complete the project; 6) Managerial capability; 7) Technical expertise in similar projects; 8) Performance record of past development projects; 9) Market experience; 10)Staff, organization and industry reputation; 11)Compatibility with, and responsiveness to, the City objectives and goals. REJECTION OR DISQUALIFICATION OF PROPOSALS The City may reject or disqualify a proposal under any of the following circumstances: • The Proposer misstates or conceals any material fact in the proposal. • The Proposal does not strictly conform to applicable laws or any requirements of this RFP. • The Proposal does not include documents, certificates, affidavits, acknowledgments or other information required by this RFP. • The Proposer fails to acknowledge receipt of any formal addenda. • The Proposal has not been executed by the Proposer through, or by an authorized officer or representative of the Proposer or Proposer team. 5 t • The Proposer fails to comply with all provisions, requirements and prohibitions binding on all Proposers as herein set forth or fail to comply with applicable law. • The City reserves the right to reject all proposals and/or re - advertise all or any part of this RFP when it is deemed in the best interest of the City to do so • If the Proposer attempts to lobby or influence any member of the City Council or staff. SCHEDULE 1. Advertisement of RFP September 11, 2008 September 18, 2008 2. Mandatory Pre -Submission Conference — City Hall October 9, 2008 Clermont City Hall City of Clermont 685 West Montrose Street Clermont, FL 34712 3. Initial Response submission deadline 4. Presentations 5. Notify Selected Proposers (3) 6. Final Proposal Submission Deadline 7. Presentations 8. Recommendations to City of Clermont ADDITIONAL INFORMATION December 4, 2008 To be determined To be determined Time and Date To be determined To be determined All questions or requests for additional information must be submitted in writing no later than ten (10) days prior to the submission deadline and must be addressed to: Ms. Tracy Ackroyd, City Clerk City of Clermont 685 West Montrose Street Clermont, FL 34712 Phone: (352) 394-4081 0 All questions or requests for additional information which are deemed appropriate by the City Clerk will be answered in writing and will be forwarded to all Proposers. Where provided, such written response may, at the City's option, constitute a written addendum to this RFP. Neither the City nor the City staff will be responsible for any explanation, clarification, or interpretation of this RFP not issued in writing by the City via written addenda. DISCLOSURE AND DISCLAIMER The Request for Proposals (RFP) is being issued by the City of Clermont (hereinafter known as the "City") as set forth in the RFP; the City Council will appoint City staff to make a recommendation to them concerning qualified Proposals. Any action taken by the City Council, or the City staff in response to proposals made pursuant to this RFP, or in making any award or failure or refusal to make any award pursuant to such proposals, or in any cancellation of award or in any withdrawal or cancellation of this RFP, either before or after issuance of an award, shall be without any liability or obligation on the part of the City or the City staff. In its sole discretion, the City may withdraw this RFP either before or after receiving proposals, may accept or reject proposals, and may accept proposals which deviate from the RFP. In its sole discretion, the City may determine the acceptability of proposals and of any party or parties submitting proposals in response to this RFP. Following submission of a proposal, the Proposer agrees to promptly deliver such further details, information and assurances, including, but not limited to, financial and disclosure data relating to the proposal and/or the Proposer, including the Proposer's affiliates, officers, Directors, shareholders, partners and employees, as requested by the City. The information contained herein as provided solely for the convenience of Proposers. It is the responsibility of a Proposer to assure itself that information contained herein is accurate and complete and to obtain and verify the accuracy of any other information necessary for purposes of the proposal. The City does not provide any assurances as to the accuracy of any information in this proposal. Any reliance on the contents of the RFP or on any communications with City representatives shall be at each Proposer's own risk. Proposers should rely exclusively on their own investigations, interpretations and analyses in connection with this matter. The RFP is being provided by the City without any warranty or representation, express or implied, as to its content; accuracy or completeness and no Proposer or other party shall have recourse to the City if any information herein contained shall be inaccurate or incomplete. No warranty or representation is made by the City that any proposal conforming to these requirements will be selected for consideration, negotiation or approval. 7 The City shall have no obligation or liability with respect to this RFP, or the selection and award process contemplated hereunder. The City does not warrant or represent that any award or recommendation will be made as a result of the issuance of this RFP. All costs incurred by a Proposer in preparing and responding to this RFP are the sole responsibility of the Proposer. Any recipient of this RFP who responds hereto fully acknowledges all the provisions of this disclosure and disclaimer and agrees to be bound by the terms hereof. Any proposal submitted pursuant to this RFP is at the sole risk and responsibility of the party submitting such proposal. This RFP is made subject to correction or errors, omissions, or withdrawal without notice. Information contained in the RFP is for guidance only and each recipient hereof is cautioned and advised to independently verify all of such information. In the event of any differences between this Disclosure and Disclaimer and the balance of the RFP, the provisions of this Disclosure and Disclaimer shall govern. Presentations by the Proposer may be required by to be made before the City staff or City Council, which will make a recommendation that may include one or more Proposers. Contract negotiations will take place with the first choice of the City and if a suitable contractual arrangement cannot be made, negotiations will commence with the second choice, and so on or the City may, at its sole option, withdraw this RFP. The City reserves the right to select the proposal which in the opinion and sole discretion of the City will be in the best interest of and/or most advantageous to the City. The City reserves the right to waive any irregularities and technicalities and may at its discretion request re -submittal of proposals. All expenses in preparing the proposal and any re -submittals shall be borne by the Proposer. The City and the Proposer will be bound only if and when a proposal, as it may be modified, is approved and accepted by the City, and the applicable written agreements pertaining thereto, are approved, executed and delivered by the Proposer and the City and then only pursuant to the terms of written agreements executed by the Proposer and the City. All or any responses to this RFP may be accepted or rejected by the City for any reason, or for no reason, without any resultant liability to the City or the City Staff. The City and the City staff are governed by the Sunshine Law and the Public Records Law of the State of Florida and all proposals and supporting data shall be subject to disclosure as required by such laws. All proposals shall be submitted in sealed bid form and shall remain confidential to the extent permitted by the Public Records Law. City Property- RFP (former Cooper Memorial Library site) Aerial View: W MINSNEOLA AV - Y AIL 4 . , of/ aaii20 t S jJ 1 ATt J rA � P 1 � qi tzi is • rw W MONTROSE 5T ,y S� f a r -, A. � aoa ia14091 iatioea' A 1 _. 741+ iauoa LI.DevelopmentsWaps & Pictures\City Property-CooperML.doc I CITY OF CLERMONT PRE -SUBMISSION CONFERENCE FORMER COOPER MEMORIAL LIBRARY DEVELOPMENT PROJECT October 9, 2008 —10:00 AM City officials present were City Manager Saunders, Assistant City Manager Gray, and Deputy City Clerk Noak. Pre -submission Conference attendees present were Michael Latham with GatorSktch, Mark Graff with Graff Holdings, John Jones with Land Design Innovations, and Ricky Hart with Orangewood Builders. City Manager Saunders stated that this was a mandatory pre -submittal meeting for the Cooper Library Site. It is a site owned by the City and is vacant land which originally was a bank but for many years had been used for a library. City Council decided to accept proposals for use of the site with the idea of some type of public/private partnership. Those present are able to go to the initial response phase which will be reviewed and short-listed for City Council to select which proposals to go into further detail. City Council will review the detailed proposals and decide whether to enter into negotiations. Between now and the December 4 submittal due date, additional questions or requests for information must be submitted in writing to the City Clerk's office or emailed to TAckroyd@ClermontFL.org, and a written response will be provided to all pre -submission conference attendees. After ten (10) days prior to the submittal due date, we will not respond to any questions. QUESTION: If you are not here you cannot submit? ANSWER: That is correct. To submit for the initial response, proposers must have attended the pre -submittal meeting. QUESTION: What if there is part of my proposal I want to talk to you about and I have questions that are intricate to the specificity of my program that I would not necessarily want everyone else to understand where I am going, how would I handle that? l7 ANSWER: We will not be meeting and discussing specific proposals between now and December 4. All we will answer between now and the proposal due date are general questions regarding the RFP. QUESTION: Can someone submit more than one proposal and would we negotiate the structure of a complex proposal later? ANSWER: There is nothing prohibiting submitting two proposals. After the City Council selects someone to negotiate with, there may be things that will have to be fine tuned. QUESTION: On a more complex proposal, it would be difficult to quantify the financial ramification or gain for Clermont without back and forth dialog, I would have to put in hypotheticals. ANSWER: A hypothetical situation or method of accomplishing what you want to do could be put in the proposal. If they are attractive to the City Council, then that would be negotiated. QUESTION: Is there an up-to-date survey and appraisal? ANSWER: We have not done a survey of the property. There has been an appraisal. QUESTION: What was the appraisal? ANSWER: We believe we can make that available, we will let you know. Most things fall under open records, but sometimes appraisals do not. 1 QUESTION: Who did the appraisal? ANSWER: Appraisals of Central Florida —John Rocker. QUESTION: Is there a date the survey is being done? ANSWER: We are not proposing to do a survey prior to looking at proposals. QUESTION: Do you have dimensions of the property or an old survey? ANSWER: We can try to find one. If there is not one, we can look at the property records and can come up with something that is within a foot or two and get that to you. QUESTION: In reading the proposal, someone submitting could spend a lot of time and money and at any point in time the proposal process could be terminated. As wide open as this is, I would not spend a lot of money, just soft hours. There would be certain things I cannot do. ANSWER: Anyone who wants to submit a proposal, it is your decision on how detailed you want to be. QUESTION: When the library closed and was torn down, was there a five or ten year goal that the City had for the property? r ANSWER: No. There was still a propensity to try and get Lake County to locate the library back on the site. The County moved to another site, so that became a dead issue. QUESTION: After that there has been no further discussion on use that we should be concerned about? ANSWER: There had been discussions from time to time about what could happen on the site, but there has been no official plan. That is why there was an interest in doing a public/private partnership and the majority of Council agreed it would be worth looking at. QUESTIONS: Will the answers from today's questions be sent out via email? ANSWER: Yes, we will provide a summary of the questions and email everyone who is present. QUESTION: Are there criteria in which the evaluation will be done with a point value? ANSWER: There are no points associated with the evaluation. QUESTION: How many people will be on the selection committee? ANSWER: Council has not appointed the initial selection committee. Typically there is three to five. QUESTION: 5 Is there a ball park date for the last item, Recommendation to Council? ANSWER: There was not a way to estimate the number of submittals and how long it would take to review them, set up interviews, etc. With the number of people that are present, we are probably looking at mid - January for presentations and end of January for recommendations. QUESTION: Since there are only four potential proposals, the short list would be how many? ANSWER: We may take all four to the Council. We are not under the Consultants Competitive Negotiations Act, but normally try to follow those guidelines, which would be three. QUESTION: Are the financials a public record? ANSWER: Anything submitted is a public record and anything included in your submittal is a public record. Council felt that it was important to have them, and I agree. QUESTION: What is the reason the financials would have to be public record? ANSWER: State law. QUESTION: Are there any environmental issues with the site? ANSWER: We are not aware of any environment issues on the site. • One item not included in the RFP was Council would most likely require any facility meet at least the first level of eed certification for a green building. Whether Council will require certification is still a question, but as part of the negotiation process they will want the building to meet at least the first level of Leed standards for a green building. QUESTION: How would this be documented? ANSWER: We would use the matrix the Leed has for certification and how you would meet this if you were going through the certification. We believe this is a standard that the Council is going to adopt for all buildings. QUESTION: Are there any City ordinances which require more than the minimum for an RFP submittal? Many cities, if they only receive two submittals will require the whole process again. ANSWER: It is an option of the City Council to reject them all and re -advertise. QUESTION: Is this being funded with grant money or any outside funding that needs approval before this is completed? ANSWER: No. This is not a City funded project. We are looking for proposals for someone to come in and do a public/private partnership where the proposer is actually going to be funding the project. Council wants the project submittals to meet the on -site parking requirements for the building. You cannot count any of the street parking. Our Land Development Regulations for the Central Business District are fairly lenient. QUESTION: Do the Central Business District parking requirements apply? ANSWER: They do apply. QUESTION: Is the parking count requirement the same for the Central Business District as it is for Commercial? ANSWER: The central business district parking count requirement is less. Once we are in negotiations, depending on the uses, negotiations on parking are possible. QUESTION: Because the site was a City building and had on -site parking and used off -site parking as well, a precedent was already set for the site. How can that president be changed now? ANSWER It really was not a precedent. The building and parking had been grandfathered in over the years, previous decisions by previous councils were made, but now it is a clean piece of property. QUESTION: What are the other criteria that will dictate what will happen to that site? ANSWER: There has been a lot of discussion about use and this will be an important part of the City Council's decision as to the types of uses that are proposed and the impact the use will have on Historic Downtown Clermont. They will be looking for a project that will enhance and compliment downtown. The architectural design should compliment what has been recently done. Depending on the project, the size of the building, and types of uses, it may require a Conditional Use Permit. This will not be known until the proposals have been submitted. QUESTION: Looking at the timeline, the open-endedness and gray areas, it appears this could drag out for long time. How committed is the City? ANSWER: We do not feel there is any intent to try and drag it out. We feel everyone wants to come to a conclusion quickly and move forward. QUESTION: Is the parcel located in a special assessment district or redevelopment district? ANSWER: It is in our Community Redevelopment Area. QUESTION: Because it is in a CRA, are there any set of guidelines that have been set in place as far as building appearance and design? ANSWER: There are architectural standards which can be picked up from Planning and Zoning or the City's website. 09/17/2008 10:11 FAX 727 894 0502 HARVARD JOLLY 9002/002 September 17, 2008 Ms. Tracy Ackroyd City Clerk City of Clermont 685 West Montrose Street Clermont, FL 34712 RE: Former Cooper Memorial Library Development Dear Ms. Ackroyd: Harvard Jolly Architects would like to request more information about !Ihe ;c,oper Memorial Library Development project due on December 4"", 2008. You can reach me via phone at 727/896-4611 or email t.reynolds@harvardjolly.com , or by fax at 727/894-0502. Thanks in advance for your help with this. Sincerely, --) -1 , I od� (L�' . P'.1 Cl( Tiffanie L. Reynolds, CPSM Marketing Manager — inn moon -- 4-4 / \ n.-n. COMPANY/NAME PRESUBMISSION CONFERENCE — OCTOBER 9, 2008 10:00 AM FORMER COOPER MEMORIAL LIBRARY DEVELOPMENT PROJECT SIGN IN SHEET ADDRESS �►b/w��.�J�r� P-4FF�°l0(l�G-��M' Glmff v "') J. Y�k ) )Or L,-. C, rc_Ct s� _ AVO^ PC..!C Page 1 of 4 2K_ Z7f2 gc,3—�s2-6`l00 r +C61Y PRESUBMISSION CONFERENCE — OCTOBER 9, 2008 10:00 AM FORMER COOPER MEMORIAL LIBRARY DEVELOPMENT PROJECT SIGN IN SHE7T Page 2 of 4 PRESUBMISSION CONFERENCE — OCTOBER 9, 2008 10:00 AM FORMER COOPER MEMORIAL LIBRARY DEVELOPMENT PROJECT SIGN IN SHEET Page 3 of 4 PRESUBMISSION CONFERENCE — OCTOBER 9, 2008 10:00 AM FORMER COOPER MEMORIAL LIBRARY DEVELOPMENT PROJECT SIGN IN SHEET Page 4 of 4