Malvern City Council

AGENDA MALVERN CITY COUNCIL SPECIAL CALLED MEETING Tuesday, August 24, 2021 Streamed from the Mayor' s Office, 6: 00 PM I. CALL MEETING TO ORDER II. INVOCATION III. ROLL CALL IV . APPROVE BID - POLICE STATION PROJECT V. ADJOURNMENT  MINUTES OF THE MALVERN CITY COUNCIL Tuesday, August 24, 2021 Streamed from the Mayor' s Office 6: 00 P. M. I' he Malvern City Council met in special session on " I' uesday, August 24, 2021, at 6 00 p. m. via Microsoft Teams and advertised as required by law, due to the Covid- 19 Pandemic of 2020/ 2021. The meeting was available for viewing live on YouTube. The opportunities for attending the meeting had been advertised on the City' s website ( with link provided), the City' s Facebook page, and in the Malvern Daily Record. Mayor Weldon called the 1- item special council meeting to order and announced that the purpose was to accept the bid for construction of the new police facility. Weldon led the invocation and pledge of allegiance. Answering the roll call were Council members Mary Fraction, William Wilson, Lynn Davis, Wayne Reynolds, Peggy Lusinger, Matthew Keenan, David Cross and Larry Stiles. Also present was City Clerk/ Treasurer Phyllis Dial with City Attorney Cecilia Ashcraft absent. Mayor Weldon introduced Severen Girod of Ideal Construction, who presented the low bid on the project for constructing the new police facility. Mr. Girod told the Council that his Vice President Hunter Kippert, was also on the call to answer any questions. He stated that after meeting with the architect, Mayor, Yolice Chief, and several council members they had been able to modify the plans and find $ 326, 242 in reductions. Mayor Weldon presented a list of the reductions, showing the total of the project, including architect' s fees, is now $ 2, 885, 081. 15. Mayor Weldon presented a spreadsheet showing an availability of $ 1, 050, 683. 40 from county and city sales tax receipts collected over anticipated revenues. She stated that acceptance of the revised bid should now require only an extra 19, 669. 53 from the general fund to complete the project. A motion was made by Alderman Cross, seconded by Council Member Davis to accept the bid on the police facility from Ideal Construction with revisions. Voting for the motion were Council Members Fraction, Wilson, Davis, Reynolds, Lusinger, Keenan, Cross, and Stiles. Council Member Stiles asked about the generator included in the project costs before revisions, and the mayor advised that it is still in there and will power the whole facility. She stated that the Council chambers also include extra outlets so that in the case of a natural disaster, the facility can be used as a " war room"; something that we have never had before. 1  MINUTES OF THE MALVERN CITY COUNCIL Tuesday, August 24, 2021 Streamed from the Mayor' s Office 6: 00 P. M. Mr. Kippert told the council that they will issue the letters of intent on the project and get the notice to proceed prepared. He stated that by the end of next week they should be able to provide a full construction schedule. He said that they are technically starting the project now, but it may be a couple of weeks before they see any physical work going on at the project site. Chief of Yolice Donnie "I' aber thanked the Mayor and Council for their support of the project and the new facility. He stated that he was excited to get started. Mr. Kippert said that he anticipated a great project and has been impressed with the Council and the architects' willingness to do what was necessary to make the project a reality. Upon a motion by Alderman Cross, seconded by Alderman Stiles, the meeting was adjourned. ti- t,<<„;,, l:.!I `'.., 1. .. . Phyllis Dial, City Clerk/ Treasurer Brenda J. We on, Mayor i',,,;' j`,\` i= 111,`;,`\`: 2  j o;,[ J GrC9 C. Pumphrey j V'. ai.i Tf < rc ie•. ce f n:.-. iling ndc! r<••.: r 1 33: s7: n::.. n: d.<:. j 1•. 1.•., bri{(111•.•. i I VJ 4 a:. PyDSiFJPi] REY i .. n. . , . .... PROJECT: MALVERN POLICE DEPARTMENT 20-Aug-21 j VALUE ENGINEERING OPTIONS) ITEM ; TRADE DESCRIPTION AMOUNT As ro osed on 8- 4- 21 All canstruction materials testin Testing 9 to be P aid for b Y the owner soil com p acdon g2,a.50) testing and concrete compressive strenght testing 2 Landscaping Not accepted Delete seeding 8 top soil along east and south side of the building.( No landscaping) 3 Delete portion of sidwalk on south side of oncrete building from Door 102A to sallyport door 109 ( 9, 932) C 4 Millwork In Break 107, chan e Stainless steel counter to to lastic laminate. Not Acce ted 5 Millwork In Shower 151, chan e solid surtace vani to in to lasdc laminate. Not Acce ted 6 Millwork n City Council 174, change all solid surface wall caps and council desk top to plastic Not Accepted laminate includes half wall& council desk 7 Delete the haff wall with the PLAM pp and caf doors Not Accepted- i entirely in City Council 174.( The council desk will remain as bfrch panels with plam See item# 36 topsj below EIFS Reduce the thicfiness of the EIFS from 2" to 1- 1/ 2"( reveals still in project) 5950) 9 Doors Frames, Hdw Change door hinges to from 5 2 McKlnney TA2714 to MPB79, 260( see spec sheet) Change all LVT to VCT( Armstrong Excelon). This will be in the Corridors, looring Lobby Not Accepted areas, Foyer, Storage and Shate Police room.( See finish schedule) Change all Sheet Vinyl to alternate Sheet Vnyl( Artnstrong Timberline). This will be in Not Accepted the toilets, Armory, PaVol Room, PFR Officer, Copy/Rec, Offlces, Storage areas, Detective rooms, Records room. See finish schedule. (" Flooring Cannot be taken with item 131,# 32 or Ki3 below. This changes the CURRENT floor plan, not the revised floor plan with the sallyport inside. See items# 11 and# 12 below for options wtth sali ort inslde the exiskn bulldin . 12 Not Accepted Change all altemate Sheet Vinyl to VCT( Artnstrong Excelon). This will be in the toilefs, Armory, Patroi Room, PFR Officer, Copy/Rec, Offices, Storage areas, Delective rooms, Flooring Records room. ('" Cannot be take wlth Item#f31,# 32 or i33 below. This changes tha CURRENT floor ptan, not tho revsied floor plen with sally port inside.See items# 11 and# 12 below far options wlth sallyport inslde the exisUng building.) 13 Flooring Chan e Mondo Rubber Floor Tile to Ro e Recoil Rubber Tile. See s ec sheet 3 825) 14 Change all new roof panels( ON IXSITING BUILDING ONLY) from the Not Accepted- specified roof PEMB panels to Standing Seam( 24" trapezoidiai snaplock), 24 ga., galvalume frnlsh.( We do see item# 37 for not reccomned an exposed fastener panel system). Sallyport& North entrance canopy Ait raof below to remain as specified( colored 24 ga. standing seam) No elechic seamer. Lock into lace. 15 pEMg Delete the weatheriigheness 1, 008) warranty for the main building roof 16 PEMB/ General educt all work at the Sallyport as designed( would Not aceepted- need to add back frnishes 8 Sallyport) overfiead door if relocated inside see item# 31 building)- PENDING RE- DESIGN. below 17 S rinkler If owner can fumish ori inal s rinkler drawin s Not acce 18 Plumbin Altemate fi ctura acka e for WGi, WG2, L- 1, L- 2, SK- 1, WH- 1, HB- 1 and RPZ. 5, 778 19 Plumbin Value of Lift Station for se arate fundfn 20 z8 4 7 HVAC Chan e s uare duct to round duc2. PENDING ENGINEERS REVIEW c s ypp  21 Electrical 22 Use Altemate li ht fi cture acka e b same manufacturer. 29, 205 Delete ower com Electrical an char es if the existing CT/ Meter and service disconnect do not have t be relocated.( Reference y o) 23 Key Note 4/ ED. 01) General Delete or defer generator including concrete pad, generator,conduit and wire to the Not accepted 24 ATS. ATS shall remain for future connection. General Delete Pergola System remain in and type" C" lights under the Pergola. CE fixtures at exits to Sidewalk ro' ect. under ero al s tem to remain. n Not accepted 25 General 26 General 6cistin 6" and 3" water service to remain in iPs resent loca6on. Delete( 2) holding cells entirely without re- finishing the abandoned space. 27 General MEP Not ac eped Chan 9 e HVAC s tem to RTU' s( PENDING ENGINEERS RE- DESIGN). Not accepted 28 Delete Panel ML( If all ODU units are deleted and RTU' s are 480 volt fed General( MEP) from the Not accepted distribution panel- DP)- PENDING HVAC RE-DESIGN, can only be taken if HVAC system is changed. 29 New Entry Gable$ Parapet Allourance Reduce the allowance amount at your discretion.($ 80, 000) Pending 30 Cantignency Allowance Reduce the allowance amount at your discretion.($ 50, 000) Pending Added after Meeting on 8- 13- 21 General Move Sallyport Cannot be take insideifems# with the exsiting 11,# 12 building16and re-work floor plan to accommodate. or# a"80,A22) above) 32 BASED ON NEW FLOOR PLAN WITH SALLYPORT INSIDE BUILDING: 2 050) Change all Flooring Sheet Vinyl to altemate Sheet Vinyl( Armstrong Timberline). This will be in the toilets, Armory, Patrol Room, PFR Officer, Copy/Rec, Offices, Storage areas, Detective rooms, Records room.( See finish schedule) 33 BASED ON NEW FLOOR PLAN WITH SALLYPORT INSIDE BUILDING: Change all 6, 396) Flooring altemate Sheet Vinyl to VCT( Armstrong Excelon). This will be in the toilets, Armory, Patrol Room, PFR Officer, Copy/Rec, Offices, Storage areas, Detective rooms, Records room.( See finish schedule) BASED ON NEW FLOOR PLAN WITH SALLYPORT INSIDE EXSITING BUILDING: Wood Framed 512, 60oj Change re-configured floor plan( with Sally Port inside existing building) from metal stud framing to wood framing. 35 Drywall Change exterior sheathing from 1/ 2" apa plywood to 1/ 2" densglass I34$ 00) sheathing. s Millwork Delete pony wall in city council 174. Council solid surface tops and birch Desk will remain as orin ali s eoified with Cannot take this item panels.( 510, 977) with items# 6# 7 listed above) 37 Change ail new roof panels( ON Metal Roof EXSITING BUILDING ONLY) from the specified 3, 536) roof panels to Standing Seam( 24" trapezoidial snaplock), 24 ga., Painted finish. Sallyport& 38 North entrance canopy to remain as s ecified colored 24 ga. standing seam. Plumbing Change showers from fiberglass to epoxy paint. WASH 39 Electrical 40 Delete smoke detectors inside the building.( Pending engineers review) 3, 195 General Delete restroom 131 from the project. 52, 369) S ecial Condifion for review  Bond Expenses 2021 Fire Department Building 3, 143, 575. 00 Architect 42, 016. 48 Total 3, 185, 591. 48 Street Repair 1, 190, 770.07 Police Station 3, 082, 000.00 Architect 129, 323. 15 Reductions . ' 326, 242. 00 I Tota I I 2, 885, 081. 15 Actual extra carry over $ 1, 050, 683. 40 Bond Amount 6, 191, 089. 77 starting in 2021 Expenses 7, 261,442.70 General 19, 669. 53) Carry over County tax Actua I 1, 945, 483. 84 p rojected 1, 106, 500. 00 838, 983. 84 Carry over City tax Acuta I 454, 147. 56 projected 242, 448. 00 211, 699. 56 County tax 838, 983. 84 City tax 211, 699.56 Actual extra Carry over $ 1, 050, 683. 40  BID SUMMARY Malvern Police Department Facility the The City building of Malvern held a bid opening that will house the renovated on Tuesday, July 27, 2021 at 2:31 p.m. in Police Depaztrnent Facility. Present for the opening were Mayor Weldon, City Clerk/ Treasurer Dial, Fire Marshall Chris Brewster, Architect for the Project Greg Pumphrey, and a representative from each of the three firms submitting a bid for the project. Three bids were received with the results as follows: Bell Construction 3,352,025. 00 Bid Bond Included Ideal Construction * 3, 082, 000. 00 Bid Bond Included Shields and Associates 3,492,000. 00 Bid Bond Included Apparent Low Bid