Bids & Purchases Committee

TOWN OF MOUNT PLEASANT, SOUTH CAROLINA BIDS AND PURCHASES COMMITTEE Monday, October 2, 2017 Municipal Complex, Committee Meeting Room, 3rd Floor 100 Ann Edwards Lane Mount Pleasant, SC 29464 MINUTES Members Present: Gary Santos, Chairman; Elton Carrier and Jim Owens Staff Present: Eric DeMoura, Town Administrator; Marcy Cotov, Chief Financial Officer; Rick Griles, Procurement Officer Mr. Santos called the meeting to order at 8:45 a.m. 1. Approval of Minutes from the September 5, 2017 meeting Mr. Owens moved to approve; seconded by Mr. Carrier. All present voted in favor. 2. Public Comments Kevin Cunnane, 3032 River Vista Way, stated that he would like to thank the Firefighters for yesterday’s response at Hamlin Plantation. He said that this was a very troubling fire, due to the heavy winds. He said that it was a big house in the daylight hours and thankfully, no one was injured. He stated that this brought to light many of the things that he has been discussing for the past three years. He said that he is not sure if we will be able to say this next time. He said that there was difficulty filling out a second alarm assignment and trouble getting units they needed at the scene. He said that North Charleston ultimately came from far away. He said that if this happened at 5 p.m. on a weekday, four houses would have been gone. He added that it is a sad situation. He said the firefighters did everything they could and he is not criticizing the firefighters, but the Town of Mount Pleasant, for ignoring the pleas to get  Bids & Purchases Committee October 2, 2017 Page 2 of 4 the fire department up to speed. He asked for Town Council to prevent the next incident. Deputy Chief Lantagne stated that they did send out a second alarm, because of the size of property, but it was filled quickly and the on-scene commander had them staged and ultimately turned the second alarm around. 3. Award of contract for exterior renovations to Fire Station #7 Mr. Griles stated that staff received three bids for the project to renovate Fire Station #7 on Bowman Road, which includes replacing some skylights, metal roof panels, installation of new flashing on the roof, new exterior wall finish, new exterior metal doors frames, horizontal sliding windows and new metal wall signage. He stated that the lowest responsive bid was received from J. Musselman Construction, Inc., in the amount of $121,972.00 for the base bid. He said the base bid was for the exterior renovations. He said that there was also an add-alternate for the glass overhead doors that they were hoping to acquire within budget. He said the final recommendation is to award this to J. Musselman Construction, Inc., in the amount of $121,972.00 for the base bid for the renovations, which excludes the add-alternate for the overhead doors. Mr. Santos stated that this is a $20,000 difference in the bids and asked why. Mr. Griles stated that they did go over the bid to ensure it was competitive and reviewed the scope of the project with J. Musselman Construction to ensure that they understood the scope of work. Mr. Santos asked if any of the vendors were Mount Pleasant companies. Mr. Griles responded in the negative. Mr. Owens inquired on the add-alternate #1 for the doors, asking if this price is in line with what the doors would cost. His concern is if we do not have these installed now, it will cost the Town more at a later date. He asked if there was a way to look at a potential change order for the $25,600.  Bids & Purchases Committee October 2, 2017 Page 3 of 4 Mr. Griles stated that overhead doors are typically subcontracted out and if this is done at a later date, the bid should still be competitive. He stated that he is not certain about funding for a change order. Mr. Carrier asked if this is on budget. Mr. Griles responded in the affirmative. Mr. Owens made a motion to accept staff’s recommendation to award the contract to J. J. Musselman Construction, Inc., in the amount of $121,972.00 for the base bid to perform the exterior renovations to Fire Station #7 located on Bowman Road; seconded by Mr. Carrier. All present voted in favor. 4. Award of contract for electrical upgrades to recreation fields Mr. Griles stated that the Town will be replacing ball field lighting throughout the Town and the Duffy Baseball complex fields on Center Street are the first in this process. He stated that they received one bid from A-C Electric Company, Inc., in the amount of $399,362 for the base bid to complete fields #2 and #3. He stated that there was an add- alternate for field #1 in the amount of $274,879. He said they evaluated the bid and found it to be responsive. He added that they were over budget and negotiated with A-C Electric Company, Inc., who reduced their offer by $16,362. He stated that staff recommends awarding the contract to A-C Electric Company, Inc., in the amount of $383,000 for fields #2 and #3, which excludes the add-alternate for field #1. Mr. Santos asked if these lights point down, so they do not disturb the residents in the area. Mr. Griles stated that staff is very cognizant of this. He added that the Town could receive a lower price if they went with taller lights, however, keeping the residents in mind is why the Town made the decision to go with the lower lights. Mr. Carrier asked if the add-alternate for field #1 will go to the CIP in January.  Bids & Purchases Committee October 2, 2017 Page 4 of 4 Mr. Griles stated that it will go back into rotation and Public Services will make a determination on which fields to proceed with next. Mr. Carrier stated that those are not funded, so they will go back to CIP. Mr. Griles stated that there is funding coming in every year for four years, until completed. Mr. Owens asked if A-C Electric is a local company. Mr. Griles stated that they are Charleston based. Mr. Owens asked what the timeline is on completing the work. Mr. Griles stated that the start date is November 27th and will go until February 1st. The contractor may install the lighting anytime during this timeframe. Mr. Carrier made a motion to accept the negotiated bid from A-C Electric Company, Inc., for the Duffy complex fields #2 and #3 for $383,000; seconded by Mr. Owens. All present voted in favor. 5. Adjourn There being no further business, meeting adjourned at 8:55 p.m. Respectfully submitted, Barbara Ashe October 2, 2017