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April 4, 2017 — Meeting Minutes
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04-04-17 BOA Minutes April 4, 2016 Page 1 of 5 THE CITY OF CLAYTON
Board of Aldermen City Hall – 10 N. Bemiston Avenue April 4, 2017 7:00 p.m. Minutes
Mayor Sanger called the meeting to order and requested a roll call. The following individuals were in attendance:
Aldermen: Cynthia Garnholz, Mark Winings, Joanne Boulton, Alex Berger, Rich Lintz, and Ira Berkowitz. Mayor Sanger City Manager Owens City Attorney O’Keefe (arrived at 7:08 p.m.)
Alderman Boulton moved to approve the March 28, 2017. Alderman Winings seconded. The motion to approve the minutes passed unanimously on a voice vote. PUBLIC REQUESTS AND PETITIONS
None
AN ORDINANCE TO CONSIDER CONTRACT WITH N.B. WEST CONTRACTING FOR THE FY17 RESURFACING PROJECT
City Manager Owens reported that the Public Works Department is requesting approval of a construction contract for the FY17 Resurfacing Project. In 2016/2017, Horner & Shifrin, Inc. completed the design of the project. This project will include the replacement of curb ramps that do not meet ADA requirements, the replacement of substandard curb & gutter, minimal storm sewer installation, base repair where necessary, and the removal and replacement of two inches of asphalt surface. Bids were opened on March 23, 2017. The City received three bids as shown on the attached bid tabulation. N.B. West Contracting Company submitted the lowest responsive, responsible base bid in the amount of $2,248,764.35. The final engineer’s estimate for the base bid was $2,498,660.00. The second lowest bid was from Gershenson Construction at $2,249,382.40, only 0.2% ($618.05) higher than N.B. West’s.
The second lowest bid was from Gershenson Construction at $2,249,382.40, only 0.2% ($618.05) higher than N.B. West’s. The project bid package included add alternate bid’s for select sidewalk slab repairs (Alt. “A”), Hillcrest private street paving (Alt. “B”), and pavement sealer (Alt. “C”). The purposed of Alt. “B” was only to establish the cost of the work (to assist the Hillcrest subdivision) with no intention of being accepted by the City. Hillcrest subdivision plans to enter into a separate contract, with the selected contractor, to pave their private streets. With the inclusion of Alt. “A” & “C”, the bid received by N.B. West Contracting Company is $2,405,309.00, which is under the final engineer’s estimate for this work of $2,696.304.00. The second lowest bid, from Gershenson Construction, was $2,447,026.18, only 1.7% higher than N.B. West’s. The Capital Improvement Fund has $3,540,000 budgeted for this activity in FY 2017.
04-04-17 BOA Minutes April 4, 2016 Page 2 of 5 City Staff recommends approval of the construction contract with N.B. West Contracting Company for the base bid, plus Alt. “A” & “C”, for a value of $2,405,309.00. Additionally, City Staff requests authorization to approve change orders in an amount not to exceed $250,000.00, which is approximately 10% of the contract value. This contingency would be used to cover expenditures to correct unknown site issues that become apparent during the project. Recommendation is to approve the ordinance authorizing a contract with N.B. West Contracting Company in the amount of $2,405,309.00, plus a contingency of $250,000.00 for the FY17 Resurfacing Project. In response to Mayor Sanger’s question, Dale Houdeshell confirmed that this would be the last resurfacing project related to the bond approval. He also confirmed that N.B. West Contracting also provided the service for the last contract. Alderman Garnholz introduced Bill No. 6608, an ordinance approving a contract with N.B. West Contracting Company for the Fiscal Year 2017 Resurfacing Project to be read for the first time by title only. Alderman Winings seconded. City Attorney O’Keefe reads Bill No. 6608, an ordinance approving a contract with N.B. West Contracting Company for the Fiscal Year 2017 Resurfacing Project for the first time by title only. The motion passed unanimously on a voice vote. Alderman Garnholz moved that the Board give unanimous consent to consideration for adoption of Bill No. 6608 on the day of its introduction. Alderman Winings seconded. The motion passed unanimously on a voice vote.