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HomeMy WebLinkAboutJPBMinutes_2011_05_20BROOKINGS CITY/COUNTY JOINT POWERS BOARD MEETING Thursday, May 20, 2011 The Joint Powers Board met on Friday, May 20, 2011 with the following members present: John Kubal, Tim Reed, Dennis Falken and Alan Gregg. Also in attendance were Jeff Weldon, Stephanie Ellwein, Mark Kratochvil and Steve Britzman. REGULAR BUSINESS Chairperson Kubal called the meeting to order and a quorum was established. Motion by Reed, seconded by Gregg to approve the Joint Powers Board Minutes from May 12, 2011. All members voted “aye.” Motion carried. The board reviewed the estimated cost of bid package #2 at approximately $5.6 million versus the cost when considering the apparent low bidders at $5.3 million, noting that bids came in $260,033 under the estimate. City Manager Jeff Weldon said Bossardt was able to meet with and confirm 10 of the 18 contracts. He said the final 8 contracts will be reviewed and ready for the Joint Powers Board to approve at their May 31st meeting and for the full county commission and city council to approve at their June 7th and June 14th meeting respectively. Project Manager Tom Ginter said they had discussions with the 10 contractors about their bids and what would be expected of them in the field. He said that they are recommending the approval of the 10 contracts they have verified so far. Falken asked if Bossardt reviewed the contractor’s past work quality or know of projects that they’ve done. Ginter said they do discuss those items during the review process, as well as obtain lists of the contractor’s vendors and sub-contractors. He said that the bidders are responsible for managing their sub- contractors. Motion by Falken, seconded by Reed to approve the following confirmed low bidders for Bid Package #2 as recommended by the Construction Manager: contract #610, Rough Carpentry/Accessories to Mills Construction, Inc for $419,700; contract #750, Roofing/Sheet Metal/Wall Panels to Guarantee Roofing & Sheet Metal of SD, Inc. for $304,837; contract #840, Aluminum Entrances/Windows/Glazing to Midwest Glass, Inc. for $279,590; contract #920, Drywall/EIFS to Fox Drywall & Plastering, Inc. for $650,000; contract #966, Resinous Matrix Terrazzo to Kenneth Janning & Sons, Inc. for $124,050; contract #2100, Fire Protection to Total Fire Protection, Inc. for $102,997; contract #2200, Plumbing and Hydronics to Krier & Blain, Inc. for $925,500; contract #2300, HVAC to Manning Mechanical, Inc. for $537,000; contract #2500, Temperature Controls to Johnson Controls, Inc. for $118,656; and contract #2600 for Electrical/Communication/Security to American Electric Construction for $824,670. All members voted “aye.” Motion carried. The board reviewed the bid for casework. Weldon said that one of the 8 outstanding bids is for casework from Clark Drew Construction and came in approximately $100,000 over the estimate. He said the board could reject it, bid it over again, reject it and review the plans and specs and put a whole new contract out to be rebid. He said the casework comes in at the tail end of the project, so they do have time. But he also noted that there would be additional architectural and bidding costs if they decided to put out new specs for that contract. Ginter explained that the casework includes the finished carpentry, everything that will be seen in the building and that the cost estimate was done before some changes were made to the casework. He said that could account for the higher bid, but they have not interviewed Clark Drew yet because that contract is not as time sensitive as some of the others. Reed said that even with the bid being about $143,000 higher than the estimate, the project as a whole is still under budget. But he said they should review it and make sure the bidder understood everything. Ginter said that some of the finishes were upgraded and those weren’t in the estimate, so when all the pieces come together it probably is a fair price. Gregg said he would be in favor of awarding it as is. Weldon said that he wished they had more than one bidder for casework to see if they were all in a relative price range. Reed said that they should review what the changes were that could have made the price go up, but take into account that they are still under budget. He said that he feels like they owe it to the public to review it though. Kubal asked if they have the option to downscale the contract. Ginter said that there are options and they will sit down with Clark Drew and see what their process was. He said that two options available are redesign and rebid or rebid it as it is. Weldon said they can legally rebid the contract as it is, but he said that gets complicated because one bidder has his numbers out there already. Falken said that they do need to do their due diligence, but it is a local bidder who will have pride in the finish work. He said that they have made upgrades since the original estimate was given and they are still $260,000 below budget and he doesn’t want to see anything taken out. Weldon said that it’s an important distinction that the high cost is not due to the materials, but rather the very high labor costs due to the detail of the work being done. He said the materials being used aren’t extravagant. The board discussed the review process Bossardt goes through with each low bidder. City Attorney Steve Britzman said that they need to be careful when meeting with Clark Drew and finding out how they put their bid together if the board may rebid the contract. Falken said that he doesn’t think it’s the intent of the board to rebid this unless something is really far off, but review it and have the construction manager come back with their recommendation. By consensus the board agreed that their intent is not to rebid the contract for casework unless they find something during the due diligence process. The board discussed what was currently going on at the construction site including the depth of the building, drainage and pumping. Ginter said he would verify that there is emergency power to run the pumps that will be in the basement. Weldon said that the board’s next regular monthly meeting is set for June 9th where they will receive a revised construction budget. The board will meet on May 31st to approve the last 8 contracts. ADJOURNMENT Motion by Gregg, 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 _______________.