2004-06-28 Special - Laserfiche WebLink

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Session 1927 June 28, 2004 Ms. Shelley Welsch Mr. Arthur Sharpe, Jr. Also present was the City Manager, Frank Ollendorff. The meeting remained a public session. Approval of the Bid for the Recreation Facility - Now that a bid has been received, it is time to approve it and to award the contract. A bid summary was circulated to Council members ten days ago. Discussion followed as to the advantages of the Iow bidder: the estimated bid was $5.2 million and the actual bid is $5.381 million. There is $250,000 in contingency; enough to cover, but the City Manager does not want to spend the entire contingency on the bid. After approval of the contract, negotiations with the bidder will follow to make some changes to reduce costs. Questions followed regarding change orders. Change orders cannot be advised in advance of approval of the bid; they are negotiated after the bid is approved, and will be shared with Council after this occurs. The question was raised to ask if approval of the bid could be postponed until after a meeting on Wednesday, June 30th, when LEEDS would be discussed, and the City Manager advised that nothing from that meeting would alter the base contract amount. Ms. Welsch opposed approving the bid because Jacobs had not provided "good information" in respect to LEEDS and wants more information about how to make the design more energy efficient and on mechanical units. Mr. Ollendorff pointed out that her proposed measures are not affordable; there is no money to pay for them. Ms. Welsch argued that the funds could be found through manipulating the change orders, and the City Manager advised that it is too late to do this. Ms. Welsch countered that she asked for this information several months ago, but did not receive it. Mr. Ollendorff reminded the Council they had decided "not to do a LEEDS project" on this bid. Suggestions made by Tim Michels earlier were reviewed; now he submitted more for consideration: two changes are minor and should not hold up the contract; the glass will not be changed in the main wall, but will be altered in the smaller walls. These are change order items, not contract items. Mayor Adams pointed out that delaying the contract drives up the cost. Mr. Sharpe asked for a time frame for this project, and the City Manager responded that building would take eleven months, with a targeted opening for next summer, 2005. Delay at this point results in the critical loss of a season of use. Two changes recommended by Tim Michels require major redesign and at least a month delay. Mr. Ollendorff said these changes cannot be afforded in either dollars or in delay time. Mr. Sharpe questioned the impact of labor strikes on the project, and was advised there could be a labor delay next May. Mr. Wagner questioned Mr. Ollendorff's assertion that the Council rejected the "LEEDS project," stressing that Council had not required "LEEDS certification" but has asked for "incorporating as many LEEDS characteristics" as possible. He, too, wanted Jacobs to provide life-cycle analysis costs on Tim Michels' recommendations and considered their response to be "opinions" and not "data." Discussion ensued centered on these issues of life-cycle cost analysis, delay, and response by Tim Michels to Jacobs's response. Page 4