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HomeMy WebLinkAboutJPBMinutes_2010_09_29 BROOKINGS CITY/COUNTY JOINT POWERS BOARD MEETING  September 29, 2010  The Joint Powers Board met on Wednesday, September 29, 2010 with the following members present: Alan Gregg, Dennis Falken, Mike Bartley, and John Kubal. Also in attendance were Stephanie Ellwein, Jeff Weldon, Steve Britzman, and Mark Kratochvil. REGULAR BUSINESS Chairperson Bartley called the meeting to order. Motion by Gregg, seconded by Falken to start the meeting. Vote 4 ayes, 0 nos. Motion carried. Motion by Kubal, seconded by Falken to approve the minutes from the September 15, 2010 Joint Powers Board Meeting. Vote 4 ayes, 0 nos. Motion carried. Construction Budget: City Manager, Jeff Weldon started the discussion of the preliminary schematic construction budget and called Mark Bosch from Bossardt Corporation & Brent Koch from Cannon Moss to discuss the details of each budget line. Mark Bosch, Bossardt Corporation, reported the following items (1) The soil borings found that the soil under the slabs is not suitable for direct baring structures so it does add to the cost for extra excavating at the site. (2) The mechanical system is VAV air volume system that is controllable in each office or large area and has heat recovery system in place. It is also energy efficient. Board member, Mike Bartley – asked that numbers be provided on the cost difference between the system we have quoted and another similar system to explore other options. (3) That two items called out on the budget have not been included in the proposed budget total. Those items include a full basement which would cost an estimated $287,000. There is also the additional cost for the garage on the south lot which would cost approximately $80,000. (4) It was noted that the security system for the building would fall under the electrical and hardware budget. Chairperson Bartley asked Bossardt Corporation how confident the numbers they projected. Their response was that the bidding climate is still favorable, talked with local suppliers and contractors, we are reasonably comfortable that the numbers listed are close to what the actual cost will be. There estimate goal is to be within 2- 5% of what the budget numbers are. 5% contingency is standard on projects such as this based on this being new construction. The board has agreed that the basement should be built if funds allow. Contractor Open House: The Contractor Open House is scheduled for November 4th at 1:00PM at the City Hall board room. It is estimated that it would last two hours, want to bring in bonding company on how to set bonds, go over bid process, what a bid form will look like, etc. There will be a Q & A afterwards. Architectural Update: Cannon & Moss gave an update on schematic design development. Proceeding into design development based on changes brought up by the city and county. Casework is being determined for ROD, designing main lobby and council chambers. It was noted, that the ADA committee needs to review width dimensions. Cannon & Moss stated that they will be putting some dimensions on their drawings at this time. Site Clearance: No firm date on when the historical house will be moved. The garage is ready to go but the house is in the process of being prepared for move. More soil borings need to be done around area number two (parking lot area) to see how much contamination is in the soil from the earlier test samples that were done. More than likely, the State will ask for additional research on how and when it occurred. The probably outcome will be that the soil will be treated separately and taken to the landfill. Budget Cost by Entity: Commissioner Falken asked that for next meeting we have cost estimate for the City and County. The cost will be split according to square footage consumed by each entity. To date the estimated cost of the building is 12.6 million. Bid Packages: It is estimated that there will be 20 to 30 bid packages with multiple companies bidding on each package. Bossardt will review and ensure each bid has all required information included in their bid packets. Bossardt will also review to see if bid packages can be combined. Bid packages will likely go out in January or February. ADJOURNMENT There being no further business, Chairperson Bartley declared the meeting adjourned until 7:30 a.m. Wednesday, October 13, 2010. It is the policy of Brookings County, South Dakota, not to discriminate against the Handicapped in Employment or the Provision of Service. The County of Brookings is responsive to requests for communication aids and the need to provide appropriate access, and will provide alternative formats and accessible locations consistent with the Americans with Disabilities Act. ____________________________________ Published once at the total approximate cost of _______________.