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HomeMy WebLinkAboutJPBMinutes_2012_05_17BROOKINGS CITY/COUNTY JOINT POWERS BOARD MEETING Thursday, May 17, 2012 The Joint Powers Board met on Thursday, May 17, 2012 with the following members present: Dennis Falken and Jael Thorpe in attendance as the city representative . Architect Brent Koch with Cannon, Moss, Brygger was in attendance via telephone. REGULAR BUSINESS Acting Chairperson Dennis Falken started the meeting with informational items due to a lack of a quorum. Construction Site Superintendent Dan Volbert updated the board on the construction progress. Volbert said there was vandalism to a west side window on the building sometime on Friday night, May 11th. He said a rock was thrown through a second floor window. Commissioner Alan Gregg arrived. Project Manager Tom Ginter reviewed pending change orders. The board discussed ASI#006 for $5,652. City Manager Jeff Weldon said this change order includes the redesign of the handicapped ramp on the west side of the building, the addition of curb and gutter between the alley and the parking lot and adding color to the concrete of the handicapped parking stalls in the front of the building. Falken questioned if a mistake was made when these items were designed. Weldon said the ramp wasn’t done right and the curb and gutter wer e just missed. Commission Assistant Stephanie Ellwein asked how the design for the ramp was approved if it wasn’t ADA compliant. Weldon said it just got missed. The board also discussed COR#056 for $5,295. Weldon explained that the grade elevation of 6th Avenue doesn’t match the new curb line. He said this was all designed, engineered and surveyed at the front end of the project, they thought it would match, but now it doesn’t. Weldon said they need a new slope on 6th Avenue, which means they will need to cut out and remove the pavement and resurface the road. He said this is something that would have had to be done anyway, but because it’s coming as a change order, there is typically a 10% up -charge associated with those. Ginter also reviewed the budget. He said there is a construction contingency remaining of $396,440 and a net actual contingency, after other project costs are considered, of $237,651. Acting Chairperson Dennis Falken called the meeting to order and a quorum was established. Motion by Gregg, seconded by Thorpe to approve the minutes from April 12, 2012. All members voted “aye.” Motion carried. Motion by Gregg, seconded by Thorpe to approve the following change orders: ASI#006 for $5,652 to the contract with Peska Construction Inc. for revised ADA ramps at west side sidewalk, addition of curb and gutter and color added to concrete; COR#051 for $812 to the contract with Fox Drywall & Plastering, Inc. for T&M to build soffit in LL & frame for relocated toilet; COR#053 for $885 to the contract with Clark Drew Construction, Inc. for extra material & cutting for custom sills in Room 117. Previously done in Room 115 & 116; COR#054 for $1,434 to the contracts with Krier and Blain, Inc. for $1,712, Mills Construction, Inc. for a credit of $152, and Olson Masonry, Inc. for a credit of $126 to provide temporary roof drain and sump drain system, to tie drain system to the sanitary system for the winter and various back charges to Mills and Olson; COR#056 for $5,295 to the contract with Bowes Construction, Inc. for changes to the 3rd Street Curbs and the 6th Avenue asphalt; RFP#025 for $3,293 to the contract with American Electric Construction for power and data changes at 1st, 2nd and 3rd floors; RFP#029 for $4,588 to the contract with American Electric Construction to add network cabling per owner walk-through; RFP#030 for $851 to the contract with American Electric Construction to provide new data cables on north wall outside storage; and RFP#031 for $1,867 to the contract with Mills C onstruction, Inc. for door hardware changes-remove closer on office doors and add electric strikes to 8 doors. All members voted “aye.” Motion carried. Architect Brent Koch presented the Architect’s Report. Koch said they were on site Monday and there was nothing out of the ordinary during their walk-through. The board discussed awarding contracts for custodial services. Weldon said that at April’s meeting they approved an RFP for contractual cleaning services. He said current county employee John Molengraaf will be the overall building superintendent. Weldon said Hillyard did a walk - through with four companies that were interested in submitting proposals. He said two proposals were received—from Steve’s Custodial Service and J&T Cleaning. Motion by Thorpe, seconded by Gregg to approve a 2-year contract with J&T Cleaning starting July 1, 2012 for $5,900 per month and intermittent cleaning in June 2012 during the move- in process. All members voted “aye.” Motion carried. Weldon said Molengraaf will be the custodial service contact person and all of the supplies will be purchased through Hillyard. He said Molengraaf will care for all of the terrazzo flooring in the new building as well and the custodial service will take care of all the other ty pes of floors. The board reviewed the financial report. Falken noted that they will need to establish a Joint Powers Board budget for 2013 soon. Weldon said they continue to identify things between now and move -in. The next meeting was scheduled for June 21, 2012 at 8:00 a.m. The board noted that they will meet in the new building next month. ADJOURNMENT Acting Chairperson Falken declared the meeting adjourned. It is the policy of Brookings County, South Dakota, n ot 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 _______________.