Melbourne Beach commissioners voted unanimously Nov. 5 to execute a contract with Atlantic Development of Cocoa Inc. for the Basin 1 stormwater infrastructure improvement project and directed the town manager to issue a notice to proceed for initial scoping work.

Interim Town Manager Lisa Fraser said the contract narrows the original Invitation to Bid (ITB) alternatives to a Phase 1 work plan that replaces damaged pipes and inlets, performs closed-circuit inspection ("TVing") of the outfall into the Indian River Lagoon, and performs limited asphalt milling and repaving at two intersections to improve water conveyance. Fraser said the contractor can begin TVing and public noticing before breaking ground, with major excavation staged after the holidays to avoid cutting roads during the holiday season.

The contract package incorporates the ITB and its exhibits, staff said. "The contractor is able to move forward with some of the scoping of the project. So they'll do the TVing, that this way they'll be able to determine prior to breaking ground whether more infrastructure needs to be purchased," Fraser said. Town attorney Ryan Knight and the town engineer, Anna Saunders of BSE, told the commission that many of the resident red-line suggestions circulated before the meeting were already addressed by the ITB and the draft agreement.

Staff and the attorney noted one substantive discrepancy raised at the meeting: a resident's suggested liquidated-damages figure of $750 per calendar day is not in the ITB or contractor's bid. "The current agreement has $150 per day, and that's because the invitation to bid had that amount," the town attorney said.

Saunders described contract time language: the draft uses contract-relative timing (120 days to substantial completion from issuance of the notice to proceed and 180 days to final completion) rather than fixed calendar dates. Commissioners asked staff to add target dates if the commission wants them; Fraser said staff could issue an NTP by the end of the week and the contractor expects to be on-site for heavier work by Jan. 5.

Commissioners pressed staff to take additional steps while the TV crew is available. Several commissioners and staff discussed whether the contractor could "piggyback" TVing on other high-priority outfalls (Cherry, Cedar) while equipment is in town; Fraser said staff would ask the contractor about availability and return separate cost estimates for extra locations as needed.

A site-specific issue emerged during discussion: a roughly 300–400-foot stretch shown on project maps that connects Flamingo Lane to South Palm appears to run across private property without a recorded easement. Public Works Director Tom Davis said the pipes are connected to the town system but there is no recorded easement over the segment. Town Attorney Ryan Knight recommended obtaining written permission, a temporary access agreement or, if possible, a recorded easement for long-term access; staff said they would contact affected homeowners promptly and seek written consent to inspect and, if necessary, record an easement.

Two residents spoke during the public-comment portion about property impacts. Bobby Pruitt said his driveway on Harland becomes a retention area during storms; Saunders and the contractor said the Harland area includes existing 18–24-inch pipe runs and multiple structures that will be removed and replaced and that driveway aprons damaged by construction would be restored. Resident Christina Perez asked about warranties and materials; staff said underground drainage structures include a 24-month correction period and that product specifications and certifications would be provided to interested residents.

A commissioner moved to execute the Basin 1 contract (the version circulated electronically at 12:36 p.m.) and to direct the town manager to issue the NTP so scoping can begin; the motion was seconded, opened for public comment, and passed on a 5–0 vote. The commission did not detail individual vote names on the record; the clerk recorded the motion as carried 5–0.

Next steps identified by staff: issue the NTP before the end of the week if possible, schedule the TV crew for the following week, begin homeowner outreach for the Flamingo outfall and other affected properties, provide maps and sequencing to Basin 1 residents, and begin major construction after the holidays when materials and scheduling permit. Fraser said staff and the contractor will coordinate pre-construction visits with homeowners and provide product and warranty documentation on request.

The commission adjourned after the vote.