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HomeMy WebLinkAbout2001 08-08 SpecialMeridian City Council Special Meeting August 8, 2001 The Special Meeting of the Meridian City Council was called to order at 6:00 P.M. on Wednesday, August 8, 2001, by Mayor Robert Corrie. Members Present: Mayor Robert Corrie, Cherie McCandless, Ron Anderson, and Keith Bird. Members Absent: Tammy de Weerd. Others present: Gary Smith, Shari Stiles, David Swartley, Dave Bowman, and Will Berg. Item 1. Roll-call Attendance: O Tammy de Weerd X Ron Anderson X Cherie McCandless X Keith Bird X Mayor Robert Corrie Corrie: All right. (Inaudible) I’m going to open the City Council Special Meeting for Wednesday, August 8, 2001, at 6:00 P.M. in the City Council Chambers. Roll call attendance Mr. Berg. Item 2. Meridian Police Center: Review and Approve Bids and Budget Recommendations while Awarding the Contracts presented by Kreizenbeck Constructors, Inc. Corrie: This is going to be review and approval of bids and budget recommendations and awarding of contracts presented by Kreizenbeck Contractors Inc. At this time, the Council President would like to ask a couple of questions then we’ll go right into that Mike. Bird: I would like this for the public record. I’ve got, as we all know, a company that I manage, do not own was apparent low bidder on the glass. So, if I could get Russ and Mike to come up here I want to ask you publicly a couple of questions to get you on tape. I’ll start with you Mike. Berrard: Okay. Bird: At any time did anybody representing Architectural Glass and Glazing or myself request any favoritism or any special favors from Kreizenbeck? Berrard: No. Bird: The same question to Russ from Lombard Conrad. Moorhead: No. Bird: Okay. That’s all I needed. Thank you very much. Corrie: Okay thank you guys. Okay, Mike, you’re up. Berrard: I’d like to start out the meeting tonight by indicating that as we’ve gone through the relatively laborious process of working with the architects and the City through the design of the building. I’d like to make it a point that I think from Kreizenbeck Constructors side of view that the Police Department has been very frugal in their requests of design as a building. I think they’ve been very straightforward. They’ve been economical and I think that’s a major reason of why we can be here tonight to present some good budget news on the project. On the same token I think Lombard Conrad Architects and their consulting engineers did a good job of following the guidelines of the Police Department and knowing when to stop drawings. Every line they put on the plan always adds money to the project and I think they did a good job knowing that break point, where to stop. With that said, I’d like to jump right into the meat and potatoes of what we’re doing today. You should all have a copy of our bid summary book to kind of bring us up to date. Does everybody have that? Okay I’m going to start from the back, tab 4. We had roughly 80 sets of plans that were out on this project that were circulating through the bid market, through subcontractors, suppliers, plan rooms, alike. So we had 80 sets of plans that were working through this project. We had a great deal of interest on the project. I think timing wise it hit very well for, we call it our industry and the work that was going on. We received a total of 81 bids from all of the specialty trades on just (inaudible) packages. Now there are a lot of bidders that fall under some of these prime contractors. 81 bids total. I think that’s significant. In tab No. 4 it’s broken down per bid package of the individual bidders that we received bids from. It talks about some of their qualifications with bid bonds and Public Work Licenses, (inaudible) and all the formalities. It lists their base bid amounts and the low bidder from each bid package is just kind of blackened in. If you would like, you guys can review through that stuff kind of at your leisure. Again, I think as you go through you’ll notice that there is some fairly aggressive bidding and some of the guys that were low, I think they just were eager to work for the City and they’re eager to be involved in this project and I think the timing hit really well. Moving to tab No. 3. What that is, is a synopsis or a summary of all of the bidders. It just lists out the individual low bidders per bid package so we’ve condensed all the stuff in tab 4 to just a single bidder in the bid summary. If we can run through that bid summary, just a couple items that I’m going to point out. On item 10.1 there’s an allowance included in there for some additional lockers. The Police Department through their -- again, through their frugal design requirements had originally drawn 60 to 70 percent of the lockers that were required to fill the space with the intention that they could go ahead and add lockers at a later date. We’ve gone ahead and included an allowance in there to complete the lockers and the locker room and basically finish that thing off. That’s what that 12,000-dollar number is for. As we go down to 14.1 the architects have specified a relatively low grade of carpet and part of the way that the grade of carpet has been kind of down at the tier is the backing that’s on it. We requested a general proposal from our floor covering guy of a way to upgrade that. He can go to a, I might call it not a premium but an above average backing on that carpet for an extra 6,700 dollars. That gets us from kind of a low range up to above average grade that we’re going to get approximately twice the wear out of. We felt like that made sense. Bid item No. 16 is the compact storage systems which are in the evidence area. The design intention was to accommodate roughly 19 or 20 of these moveable cubicles. The plans had the racks in there, that the rails in the floor for the full system but they only included eight of the actual storage components with the intention that if there was some budget savings that they could add in those additional cubicles at a later date. On that particular bid package we received two bids. One of them was for POS Office System and the other one was from Office Environment. They only included eight of the storage cabinets which were what was specified and both of those bids were irregular. So, we really needed to either start waiving some informalities in those bids and the City you kind of have to do some compromising there to make that work. Or, the thought was if we added the additional storage units that went in there, there’s some specific detail design that’s got to go into the later units for guns and ammunition type storage things so they’re a special design. What the thought process there was, was to go ahead and let the architect spend some time and redraw all of those bins with the specialty stuff. We’ll just take that entire bid package and go back out and re bid it. That seemed to be the cleanest kill. The value of the additional lockers would have been almost as much as the original storage containers. It just made sense in benefiting the City after we reviewed all the options that we just re bid that. Time is not a problem at this point. That 54,000 dollar number represents all of the lockers that would go in there and that would get that evidence room complete. The last item is general allowance for some window blinds which were not included in any of the bid documents but it’s going to be something necessary for the project. The total of that summary under category three is 2,370,864 dollars. Moving ahead to tab 2, that is just a quick recap of what the estimated general reimbursable, general condition reimbursable items are for this project. That’s the number that we’ve been working with really since day one since we started budgeting is 252,000 dollars. That’s just an idea to help kind of break that down. All these items are done on actual reimbursable cost (inaudible). There’s a compilation there. Then under tab 1, we’ve taken kind of all of those other tabs and we’ve summarized them into what we’re going to call the project budget. Just running through the major soft cost items there, the total of that is 566,500 dollars. That’s been the number we’ve been working with since we’ve been involved in the project for the total soft cost of the project. Construction costs, line item No. 1 is the 2,371,864 dollars which is transferred from the back page. We had included an allowance in there for cover and completing enclosure of the back (inaudible) area which the way that the plan shows it is in essence no cover. It’s really not complete. That was on the Police Department’s wish list of something that they felt was necessary. Item No. 3 is, we have two entry gates coming into the, kind of into the back, nuts and bolts of the police area. The compromise up front in order to try and save money is to make one of those gates electric. The other gate was manual and they would have to do some sort of a turn around function at night when the manual gate would not be open. Again one of the significant items on their wish list was make that other gate electric so they can go in and out through the side in a regular loop. Item 4 was the general condition reimbursable from tab 2. Item 5 is an overall construction contingency for the entire construction process of 150,000 dollars. If you add the soft costs and the total construction cost, that comes up with a project cost 3,451,364 dollars. That leaves some additional arbitrage or in this case we called it project contingency of just under 100,000 dollars. That gets us to our three and a half million 3,550,000 in the original budget that everybody’s been kind of working towards. So, right now, I guess the number that we would make a recommendation to review and approve with you guys is the 3,550,000. The 98,636 in overall project contingency would remain in the City’s coffers as unallocated funds. There is no budget in this allowance for any FF&E so at your discretion, at any point in time that could roll back up and be used for FF&E or any other item which you guys may deem necessary. All that being said, that’s kind of a quick recap on the budget. I open it up for any questions that you might have. Anderson: Mr. Mayor I did have one question. Where’s the framing at? I realize it’s pretty much a block building but is there a framing cost for setting the truss and the sheeting or is that included in the roof? Berrard: Actually, no. Actually that’s a good question. The building itself is actually a steel frame building. We had talked at one point about doing some wood frame stuff and in order to try and get better bids and provide a higher quality building for the City we felt like we could change from wood to steel and actually save money so the building itself is a steel frame. I think the only thing that is structural CMU is the two stair towers and then the portion of the back of the building that is kind of the detention area. All of the steel framing would have been done under – Bird: Six. Berrard: Well, and there’s two of them. It’s fabrication and erection so it would be bid Item No. 6 and No. 7. The two of those numbers added together were 124,000 for the fabrication and 36,000 and change for the erection so it’s around Bird: -- 166. Berrard: 160,000 and it works out to like 5.50 dollars a square foot so I mean it’s very, very affordable. Better than we would have expected. Anderson: Have you figured out what a total per square footage price works out on the building? Berrard: Typically, that, when they figure it on construction costs, roughly 2.9 million and there’s roughly 30,000 square feet so we’re just under 100 dollars a square foot on construction costs which is right where we need to be. Obviously if we go to project cost its going to – Anderson: We’re just taking construction? Bird: That’s all we’re taking. Anderson: I told you we would be at 100. Bird: If you’re just taking construction take the 23 (Inaudible discussion amongst Council members) Anderson: (Inaudible) we’re going to be (inaudible) Bird: We’re under 100. Anderson: 70 dollars a square foot. Bird: We’re under 100 aren’t we? (Inaudible discussion amongst Council members) Anderson: You guys don’t even want to get in this argument. Bird: You don’t want to get in this with Ron and I? Moorhead: Just let us know when you’re done. Bird: Go ahead. Corrie: They’re done. Any other questions? Bird: Mayor I don’t have a question I just want to state a fact. I think it’s a fact. I think that these prices reflect the reputation of Lombard Conrad and also Kreizenbeck Constructors in the construction trade. If you’ll look through there, most of the trades -- most of the bid items were bid by top quality subcontractors. Being in this trade, construction trade, I know that Lombard and Conrad and Kreizenbeck are at the top level in their fields. I think that this reflects on the prices that we got because people, subcontractors know when they’re working for them that they’re not going to get a bunch of changes and a bunch of stuff thrown at them. So, I appreciate the job they’ve done. I think they’ve come in very good. I don’t know how we pass on it or how we do the thing. I’d like to ask the attorney how we pass on the budget or if we pass -- how we do the contracts? I don’t want to have to list every single low bidder. Swartley: Mayor Corrie, Councilman Bird I think you can approve the package that Kreizenbeck has put together and that would cover just fine. Bird: Okay. Corrie: Any questions, statements? Bird: I have none. Corrie: I ditto (inaudible). You did a great job. I think we got in at the right time for the bids. That shows very obvious and I’m looking forward to getting it done and away we go. Get the Police Department happy and get them out of the whole building and take care of that building when the time comes. Is the Council ready to make a decision? Bird: I’m ready. Corrie: Okay. Bird: Mr. Mayor. Corrie: Mr. Bird. Bird: I would -- Cherie why don’t you make the motion to do it? You’re the liaison. McCandless: That’s fine. I’m trying to figure out. Corrie: Accept the proposal. Bird: Just accept the proposal and put their job number on it. I think we’re okay. We’ll let the attorney write it up. McCandless: Okay. Bird: For the Mayor to sign and the clerk to attest on all of it. McCandless: I move that we approve the bids and budget recommendations of Kreizenbeck Construction and Lombard Conrad and for the Mayor to sign and the Clerk to attest. Bird: On all contracts? McCandless: Yes on all contracts job number 01-003. Bird: I’ll second it. Corrie: Okay. Motion been made and second to approve the bids and budget recommendation rewarding the contracts presented by Kreizenbeck Construction Inc. for the Mayor to sign and the Clerk to attest. Any further discussion? Okay let the record show that Councilwoman de Weerd has come to the meeting – Bird: Has arrived. Corrie: -- and is going to be involved in the vote. At that point, all those in favor of the motion say aye. MOTION CARRIED: ALL AYES Corrie: Thank you Mike. Bird: Thank you guys. Thanks Russ. McCandless: Thank you very much. Bird: Rob, thank you. Corrie: With that I’ll entertain a motion to close the Special Meeting. Bird: So moved. De Weerd: Second. Corrie: Motion made and second to close the Special Meeting at 6:20. All those in favor say aye. MOTION CARRIED: ALL AYES MEETING ADJOURNED AT 6:20 P.M. (TAPE ON FILE OF THESE PROCEEDINGS) APPROVED: ROBERT D. CORRIE, MAYOR WILLIAM G. BERG, JR., CITY CLERK