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HomeMy WebLinkAboutJPBMinutes_2011_10_06BROOKINGS CITY/COUNTY JOINT POWERS BOARD MEETING Thursday, October 6, 2011 The Joint Powers Board met on Thursday, October 6, 2011 with the following members present: John Kubal, Tim Reed, Dennis Falken and Deanna Santema, sitting in for an absent Alan Gregg. Architect Brent Koch with Cannon, Moss, Brygger and Project Manager Tom Ginter with Bossardt Corporation were in attendance via telephone. REGULAR BUSINESS Acting Chairperson Dennis Falken called the meeting to order and a quorum was established. Motion by Reed, seconded by Santema to approve the minutes from the September 8, 2011 Joint Powers Board meeting. All members voted “aye.” Motion carried. Construction Site Superintendent Dan Volbert discussed the project schedule. He discussed the schedules for the site work, exterior building finishes, building structure, interior finishes and the end of project activities. Volbert said they should be at substantial completion on May 11, 2012 with a projected move-in date of May 28, 2012. Falken said that he would like to have the project done before anyone moves in. Volbert said that mid to late June would be ideal then. Project Manager Tom Ginter reviewed pending change orders. The first was COR #011 to Olson Masonry, Inc.’s contract for $16,100 to purchase exterior rigid insulation and add Tyvek to the exterior of the building sheathing and brick. Ginter explained that during the bid process, the specifications were left up to interpretation by the contractors. He said some chose to install the insulation, but low bidder, Fox Drywall, left it out. However, Ginter said that the next lowest bidder that included the insulation was still $70,000 higher and Olson Masonry has agreed to purchase the insulation for $16,100 and install it for free. Ginter also discussed two change orders that are credits to the project. RFP #007 is the deletion of the clock from the exterior of the building for a credit of $5,000 and RFP #008 is a credit of $4,500 to use ½- inch conduit for branch circuits in lieu of ¾-inch. City Manager Jeff Weldon asked if the smaller conduit would compromise anything. Koch explained that the ½-inch conduit would be used where they are running wires to places where not a lot of extra cabling goes into it. Ginter said that change orders to date total $57,437 with a remaining contingency of $434,822. Motion by Kubal, seconded by Santema to approve the following change orders: COR #011 to Olson Masonry Inc.’s contract in the amount of $16,100 for rigid insulation and provide Tyvek at the exterior building sheathing with taping; RFP #007 to Mills Construction, Inc.’s contract for a credit of $5,000 to delete the exterior clock; RFP #008 to American Electric Construction’s contract for a credit of $4,500 to use ½-inch conduit for branch circuits in lieu of ¾-inch conduit. All members voted “aye.” Motion carried. The board also discussed change order RFP #009. Ginter said that it recently came up and they are still looking at the pricing, but they found about a week ago that the cooling tower is going to weigh 7 tons and the concrete pad is not substantial enough to hold it. Koch explained that the concrete work was bid with Bid Package #1 and not everything was designed when that first package was let. Weldon and Commission Assistant Stephanie Ellwein both questioned why the Mechanical Engineering firm, West Plains, didn’t anticipate the cooling tower being that big. Weldon said that he’s getting a little frustrated with West Plain’s attention to detail. He said that specific ations for a concrete pad should be pretty basic. Koch said that he knows the system wasn’t fully designed when Bid Package #1 went out. Weldon said that the concrete pad then should have been in Bid Package #2. Falken said that they need to send the message that they don’t want to continue to have issues between the two bid packages. Weldon said that a budget has been set and a there are a lot of expectations on what contracts are in relation to that budget. City Attorney Steve Britzman asked if the cooling tower was custom-built for the building or how many variables there are to cooling towers in general. Koch said that to his understanding, they come in various sizes and are often customized to projects. Koch presented the Architect’s Report. He said he was on site Tuesday and said that it looks like things are coming along very well. He said that they are continuing to review shop drawings. Falken said that he was looking at the construction site over the weekend and still has concerns about its security. Weldon said that as soon as the crane is done and out of there, they will put cattle gates up at the entrances. But he also noted that anyone who wants to get in there can, there’s nothing stopping them. Santema asked if the county’s and city’s insurance would cover any incidents. Weldon said that someone could try to sue, but it’s posted to keep out and it’s fenced off. He said that if someone is trespassing and gets hurt the county and city would not be responsible. The board discussed an artist’s rendition submission for the new building. Weldon said that he received an email from the artist who is putting together a re-design of the original rendition that he hopes to have done by next week. He said that artists don’t typically like people trying to redesign their artwork, but the artist understood the concerns of the board. Weldon said that with the next submission, the board should accept it or reject it. Falken said that he wants to take the design to the full council and commission so everyone knows what it would look like, and he agreed that they need to vote it up or down and not try to change the design again. Weldon said that he hopes to try to do a computer model of what it would look like on the building. He said that it would be a metal sculpture laser cut from steel and aluminum and cast in bronze. Santema noted that the artist is from Madison, SD. Weldon updated the board on the correspondence he has had with Sarantis Theodosopoulos regarding his rental property located in the same block as the new building. He said that Theodosopoulos is not interested in swapping rentals with the city as he is trying to get out of residential rentals. Weldon said that Theodosopoulos is now saying he is willing to sell the houses for $550,000, however initially he was asking $450,000 but wanted to retain the structures. Britzman suggested that any strategizing of a counter proposal could be done in executive session. Reed asked if the funds were even available before they talked counter proposals. He also said that if they do make a counter proposal, he believes the Joint Powers Board should come with a unified plan to both the council and commission. Britzman said that he can research what was spent on the other properties that were purchased and could work with staff to get a recommendation on what a reasonable counter offer would be. Weldon said that he would thank Theodosopoulos for his letter and tell him that the Joint Powers Board is doing research to make a counter offer. The next meeting is scheduled for November 10th, 2011 at 8:00 a.m. ADJOURNMENT Motion by Kubal, 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 _______________.