04-28-03 Public Works & Property Vacation

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,ontinittet deport J)uWtr 'Works an Vropertt Vacatton Vintinttta The April 28, 2003 Public Works and Property Vacation Committee was called to order by its Chairperson, Council Member David Varner at 4:40 p.m. in the Council Informal Meeting Room. Persons in attendance included Council Members Aranowski, Pfeifer, Coleman, Kuspa, White, Varner,Kirsits and King;Mayor Steve Luecke, City Controller Rick 011ett, Public Works Director Gary Gilot, City Engineer Carl Littrell, Building Commissioner Don Fozo, Police Chief Thomas Fautz, Division Chief Rick Kilgore, Fire Chief Luther Taylor, Assistant Fire Chief Rick Switalski, Assistant Fire Chief Howard Buchanon, Steve Kromkowski, Randy Rompoli Terry Bland of the rout') 1i Ub Zribunt and Council Attorney Kathleen Cekanski-Farrand. Council Member Varner noted that the members of the Committee present included Council Members Aranowski,King and himself. Dr. Varner then called for a presentation on Bill No. 29-03 which would approve and authorize the execution of a lease for the construction and equipping of a new fire station and the renovation and expansion of a police station as well as pledging County Option Income Tax Revenues to the payment of rentals of such projects(copy attached). Mayor Luecke stated that he is proud to be making the presentation on the proposed ordinance which would take official action on the funding mechanism for the new Central Fire Station and the renovation and expansion of the Police Headquarters. The Mayor stated that the bids came in on the combined project and "look good". A letter of intent will be issued by the Board of Public Works at their first meeting in May. The bonds will be sold later. He noted that there was a base bid and several alternatives which will be detailed by others as a part of this formal presentation. Mayor Luecke concluded his remarks by noting that this action will allow a long-term investment in our community. Stephen P. Kromkowski, the Architectural Division Manager of DT 7, then provided further information. He noted that the bids were received on April 22,2003. There were three(3) bidders on the fire department project and seven (7) bidders on the police department project. There was less than a 5% difference on the fire department bids; and less than a 10% difference on the police department bids. There were twelve (12) alternate bids offered on the police department project, and fifteen (15) alternate bids offered on the fire department project. The lowest responsive combined base bid was submitted by Casteel Construction Company of South Bend at $14,870,000 with a final estimate being $16,278,519. Mr. Kromkowski noted that there was a good bidding climate which is reflected in the bids coming in 8.65% lower than the estimate for the projects. DT 7 is recommending that Casteel Construction Company be awarded the construction project for both the fire department project and the police department project for a total sum of $16, 388,500. This amount would include $375,000 alternatives being added for the fire department project and $1.1 million being added for the police department project. Mr. Kromkowski noted that a letter of intent would be issued by the Board of Public Works in May; that funding would be in place in June and that construction would begin o ce the contract is signed. The fire department project is expected to take 12 months and be completed in June 2004; and the police department project is expected to take 18 months and be completed in January 2005. He then highlighted portions of his letter of April 25,2003 to Gary Gilot(copy attached).