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HomeMy WebLinkAboutJPBMinutes_2011_03_11BROOKINGS CITY/COUNTY JOINT POWERS BOARD MEETING Friday, March 11, 2011 The Joint Powers Board met on Friday, March 11, 2011 with the following members present: Tim Reed, Alan Gregg, and Deanna Santema-acting as an alternate for Dennis Falken who was absent. John Kubal was absent. Also in attendance were Jeff Weldon, Stephanie Ellwein, Mark Kratochvil and Steve Britzman. REGULAR BUSINESS Acting Chairperson Gregg called the meeting to order and a quorum was established. Motion by Reed, seconded by Santema to approve the minutes from the February 10, 2011 Joint Powers Board Meeting. All members voted “aye.” Motion carried. Project Manager, Tom Ginter, said that they had a chance to interview the apparent low bidders and were ready to make their recommendations. He said they had a very good response with 42 individual and 10 combined bids. He also said they had very competitive pricing which translated into $654,153 in savings. Ginter said that the second bid package, which will be opened on May 17th, will include all the remaining contracts to finish the project. Gregg asked the board to reconsider using copper instead of aluminum in some of the electrical components. He added that in discussions he’s had with local electricians, it’s not a matter of if, but when they’ll have issues with the aluminum. Santema asked if the copper was taken out just to cut corners, or is it actually not needed. City Manager Jeff Weldon said the new technology argument was that the aluminum would be okay to u se. Gregg said he would like to see the copper in as an alternate at a minimum. Motion by Reed, seconded by Gregg to have copper replace aluminum at the feeder and sub - panels as an alternate bid pending approval by the engineering consultants. All membe rs voted “aye.” Motion carried. Brookings County citizen Mary Negstad suggested a possible alternate to the railings on the stairway and on the second floor. She said that the aesthetics would be improved by using etched glass. Weldon said that it could be an alternate; however they’ll have to pay the architects to design it as an alternate which would cost more. No action was taken. Weldon said that the bottom line is the bids came in $654,153 under budget and that’s cause to celebrate. He said that if these recommendations are adopted, they could add the savings to contingency and see how bid package 2 comes in. Reed said that he would like to see the savings kept separate from contingency. He said that he didn’t think it was the council’s intent to use the money if there was money left over. Reed said to keep it separate, so if they’re over budget on the next bid package, then the savings automatically roll into that. By consensus, the board agreed to keep the savings separate from contingency. Motion by Santema, seconded by Reed to recommend the award of the contracts to the Brookings City Council and Brookings County Commission of the following 8 bidders as recommended by Bossardt Corporation: Contract #0330—cast-in-place concrete to Peska Construction, Inc. of Sioux Falls for $697,000; Contracts #0340 and #0510—precast structural concrete and structural steel-erection to Gil Haugen Construction, Inc. of Sioux Falls for $460,400; Contract #0420—masonry to Olson Masonry of Brookings, SD for $464,940; Contract #0512—structural steel-supply to Egger Steel Company of Sioux Falls for $995,600; Contract #1420—elevators to Schindler Elevator Corporation of Urbandale, IA for $138,000; Contract #3100—earthwork/utilities to Mills Construction, Inc. of Brookings, SD for $684,000; Contract #3210—asphalt paving to Bowes Construction, Inc. of Brookings, SD for $83,182. Ginter noted that due to an increase in the cost of asphalt, it would cost approximately $2000 more to concrete to the two south parking lots instead of using asphalt. He said that they could issue a change order to those contractors and rebid that contract. Motion by Reed, seconded by Santema to amend the motion and not recommend awarding Contract #3210-asphalt paving and to issue a change order to the concrete contractors to use concrete on the 2 south parking lots instead of asphalt. Santema questioned whether Bowes Construction would miss out on a contract with this change. Weldon said that Bowes played by the rules in the bidding and he was inclined to stick with them and go with the asphalt on the 2 lots. In citizen comments, Negstad said that maybe Bowes would miss out, but in the long-run concrete will be a much longer-lasting product. Stephne Miller agreed with Negstad, but hated to leave Bowes hanging since this was how they had asked them to bid. Reed withdrew his amendment with the approval of Santema who had seconded it. On the original motion to recommend all 8 contracts, all members voted “aye.” Motion carried. Ginter said that once both full boards approve the contracts on March 22nd, they will be sending the contracts out for signatures. Conference Technologies, Inc. consultant, Trent Slyter, met with the board to review the technology package. Weldon said that he and Commission Assistant Stephanie Ellwein prepared a system summary sheet. He said that shared programming space is estimated at $584,837.04. He also noted that the county and city would have individual programming costs in the conference room s totaling $134,379.06 for the county and $68,325.32 for the city. Ellwein also reviewed the estimates for audio visual, building security and the telephone system. She said the total joint cost is $711,705.04, but she said there could be possible grant eligible expenses through Homeland Security Grants totaling $121,110.82. Slyter provided an overview of the system summary including the paging, mass notification, emergency messaging, and security camera system. He discussed the kiosk with digital sign age, way-finding and the building directory. Slyter also discussed the use of sound -masking and the technology that will be included in the Community Room. He also reviewed the technology in the board chambers that will include 6 high -definition cameras, proper television lighting, full control of the regular lighting in the room, monitors for board members mounted in the board table and the technology at the podium. Slyter also reviewed the Executive Session Room and the Technician Room. He said that there will be a standardization of all the rooms so they all run the same way. The board discussed the kiosk. Reed said that it may be too high-tech. Weldon said this is going to help people get through the building, there isn’t going to be a receptioni st. Reed said that he doesn’t think it’s necessary to have the city’s t.v. channel running, but the way-finding is necessary. Weldon asked if it should have only the building directory and maybe have a notice board with announcements crawling across it. Slyter noted that the way-finding is the expensive part of this. Santema said that she doesn’t want it to be intimidating. But Ellwein noted that younger generations will want this type of technology. City Clerk Shari Thornes said that she thought this kiosk would also handle the issue of posting agendas for meetings that are taking place throughout the building. Slyter said that there could be cost-savings by having a directory that just scrolls and isn’t a touch screen. Reed said that they should wi re the kiosk for the future, but go with something more classic. However, Gregg said that if they don’t put the technology in now, they will have to put it in at some point and he thinks the technology would get used. Weldon said that they have to have the ability to meet the legal obligations of posting agendas. Santema said that she thinks they need to put the technology in and build this building for the future. The board discussed the video-conferencing capabilities and making it available to the community. Weldon said that if there was concurrence, he would like some direction in the form of a motion. Motion by Reed, seconded by Santema to approve the System Summary: audio visual, building security, and telephone system as a preliminary technology budget. All members voted “aye.” Motion carried. ADJOURNMENT The next meeting is scheduled for Friday, May 20th at 8:00 a.m. Motion by Santema, seconded by Reed to adjourn. All members voted “aye.” Motion carried. 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. ____________________________________ Stacy Steffensen Deputy Finance Officer Brookings County Finance Office Published once at the total approximate cost of _______________.