05/28/13 Board of Public Works Minutes

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AGENDA REVIEW SESSION MAY 23, 2013 158 the agenda. Ms. Greene asked if they know what the cost would have been to construct. Chief Skwarcan stated it would have been approximately $100,000.00 more. Ms. Greene noted this is kind of a unique situation because the training facility specifications are currently being written, but this can be specified to build or purchase. The specifications would require that the pre- engineered building's installation be incorporated in the specifications. She added that $100,000.00 qualifies as substantial savings, one of the criteria for a special purchase. The other criteria of sole source is met because there are other vendors, but this one has higher quality steel that the competitors do not use, plus the versatility factor. She added they will have to purchase these buildings prior to bidding the construction of the site. Mr. Mecham noted the weight load needs to be addressed and incorporated into the specifications, along with poured footings that have to fit when the buildings are set in place. Ms. Roos questioned how much construction will be required, and how much is the company responsible for. Chief Skwarcan stated the utilities would have to be addressed, but they do the rest of the installation. Ms. Greene stated they need to look at Engineering for guidance, and should check Building regulations. Chief Skwarcan stated it might need some review of State regulations, but as an unoccupied training center, it doesn't need to meet the local building regulations. Mr. Eric Horvath, Director of Public Works, asked if they had the cost savings broken out to show where the savings come in. Chief Skwarcan stated they don't, but they added some training props they would need to purchase because this company gets a 17% discount on these. He noted that is part of the reason for the increase in cost. Ms. Greene asked if they have an estimate on how much those would cost on the open market. Chief Skwarcan stated they can get that information. Ms. Roos asked how far out are they from putting out the specifications. Mr. Mecham stated it is scheduled to bid at the end of July. Ms. Roos questioned if they could write the bid specs with alternates to do the pad for placement of the pre-engineered buildings, or build the tower. Chief Skwarcan stated they pursued that angle, but the timeline would not work out then. He noted the specifications are ready to go, so if they get the approval, they are ready to proceed with the bidding. Ms. Roos requested Chief Skwarcan get a clear breakdown of cost by Tuesday's meeting, noting there is a lot of difference in the increase to the original cost. Mr. Neal questioned if they knew what the useful life of the facilities would be. Chief Skwarcan stated it is comparable to the built towers. Mr. George King, Purchasing, stated he will need the fire Department to come up with a clear line -by-line savings report showing this is a substantial savings. Mr. Neal added he will need a clear picture of the proposed timeline for the bonding issue. Ms. Roos requested that the Fire Chief, Steve Cox, come to Tuesday's meeting to address some of the issues. Mr. Gilot stated they need an independent, objective comparison, not one done by the manufacturer. - Amendment to Professional Services Agreement -- DLZ Indiana, LLC Mr. Eric Horvath stated this is for survey work to move to the next phase of the two-way traffic study but they are not ready to proceed yet. He requested this agreement be removed from the agenda. The Clerk was instructed to post the agenda and notify the media and other persons who have requested notice of the meeting agenda. No other business came before the Board. The meeting adjourned at 12:08 p.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President Michael C. Mecham, Member Mark W. Neal, Member � 4:.. n da M. Martin, CI rk REGULAR MEETING MAY 28, 2013 The regular meeting of the Board of Public Works was convened at 9:37 a.m. on Tuesday, May 28, 2013, by Board President Gary A. Gilot, with Board Members David P. Relos, Kathryn E. Roos, and Mark W. Neal present. Board Member Michael C. Mecham was absent. Also present was Board Attorney Cheryl Greene.