Board of Control

CITY OF TALLMADGE BOARD OF CONTROL Minutes of Meeting Scheduled For: Friday, December 3, 2021 @ 9:00 a.m. Members Present: Mayor Kline, Law Director Raber, Finance Director Gilbride, Service Director Rorar (Pres. of Council excused) Meeting Chaired By: Mayor Kline Minutes: Karen Morgan Item 1) Call To Order and Approval of B.O.C. Minutes for November 12th meeting The Mayor called the meeting to order at 9:07 a.m. Rorar: Before we approve the minutes,I’d like to make a small correction. I think I said in Item 2 “that it’s like a renewal, not that it is one”. It is not a contract renewal, it’s a new contract but it’s like a renewal because we’ve worked with them before. They were the lowest of the 2 bidders and as we were satisfied with their work in the past, we are OK with this. The Mayor moved to approve the minutes of the November 12th meeting with the amendment made by Mr. Rorar; seconded by Raber. Vote to approve: 4/0. Item 2) Authorizing the Mayor to enter into a contract for the repair and remodeling of the Tallmadge Police Station with R 2 K Contracting in the amount of $276,624.00, as approved in Ord. 104-2021 Rorar: So we went out to bid for the remodel and it included the painting and the carpeting and some of the bathroom fixtures and we got the one bid from R 2 K Contracting out of the Rootstown area. They submitted several references and we called and verified all the references. Everyone spoke highly of them, saying they do outstanding work. They’ve even remodeled a police station up in S. Euclid. Raber: How much under everyone else were they? Rorar: There were no other bids. Kline: For the record, the appropriation for 2021 is -$57,000 so therefore I have no problem awarding this contract subject to city council adopting an ordinance that will be in front of them on December 9th reappropriating funds from the safety fund capital. So I will make the motion to enter into a contract for the repair and remodeling of the Tallmadge Police Station with R 2 K Contracting in the amount of $276,624.00 subject to council adopting an ordinance for the reappropriation of funds from the safety fund capital; seconded by Raber. Raber: Mike, please do not inform them they are officially awarded until after that legislation is adopted. Rorar: OK. Vote to approve: 4/0. Item 3) Consideration and approval of Change Order #4 to Lockhart Concrete Company which adds widening of the intersection at the Tallmadge Reserves allotment for the East Avenue/Washburn Road intersection improvement project at an increased cost of $1,000.00, bringing the new contract price to $1,226,928.00 (original project approved in Ord. 50-2021). Rorar: (passes out a handout) The original width of that was supposed to be 35 feet, but for whatever reason, when we went to tie into the road that Pulte did for the Tallmadge Reserve, it was 37 feet and we can’t have a narrow . . . we had to match it. So that’s the issue. I did call Pulte about it and they are looking into why it was widened so we can come back on them if we need to and they are well aware of that. It’s one of those things where we go to tie in and it’s not wide -2- enough and you’ve got to match, or you’re going to have a bottleneck there . . . Gilbride: I move to approve Change Order #4; seconded by Raber. Vote to approve: 4/0. Item 4) Consideration and approval of Change Order #5 to Lockhart Concrete Company which adds work cutting a hole in the yard drain for piping in the East Avenue/Washburn Road intersection improvement project at an increased cost of $200.00, bringing the new contract price to $1,227,128.00 (original project approved in Ord. 50-2021). Rorar: This is an engineering issue. The catch basin was to be installed however it has an open ditch that ties into it so the top of the catch basin was higher than the open ditch. So, the ditch water had no where to go so you had to punch a hole in the catch basin and sometimes when you do that, they come pre-fab that way however, this was an engineering error and I’m not sure why it wasn’t caught, but we had to punch a hole in that thing to let the ditch water go into the catch basin. Raber: I move to approve Change Order #5; seconded by Gilbride. Vote to approve: 4/0. Item 5) Consideration and approval of Change Order #6 to Lockhart Concrete Company which adds asphalt to tie into the Tallmadge Reserves allotment for the East Avenue/Washburn Road intersection improvement project at an increased cost of $638.75, bringing the new contract price to $1,227,766.75 (original project approved in Ord. 50-2021). Rorar: So this is the same area where we had to widen the intersection 2 feet. When we go to the match, you can see in the photographs I supplied you there’s only an inch and a half of asphalt and we have to tie into 5 inches of asphalt, 6 inches of asphalt and the reason why it was so narrow is because the paver, as it came out of the hole, raised up so we had to find where it actually met the 5 inch mark and that’s what we ended up doing. So, again they had to cut back about 10 more feet to find that spot so it’s there. Raber: I move to approve Change Order #6; seconded by Gilbride. Discussion: Mayor: Is this something we should talk to Fetchco about and send them an invoice? Rorar: They are aware of both the widening and this. Mayor: So are you going to generate a bill? Rorar: I want to make sure we’re done. I think there may be another issue coming so I just wanted to make sure. Mayor: So then they’ll issue a check back to us. We said we’d cover it but then we could at least put the money back in the funds. Rorar: Again, the Fetchco people are totally aware of these instances. Vote to approve: 4/0. Item 6) Consideration and approval of Change Order #7 to Lockhart Concrete Company granting a contract time extension TBD for the East Avenue/Washburn intersection improvement project (original project approved in Ord. 50-2021). Rorar: Due to the issue with getting material, they’ve been some weeks behind. They’ve been trying to get the stormwater, they finally got that, the same way with the stackpoles, they finally have those however they’re still 2 weeks out to get one more box for the traffic lights, so it will probably be another 3 weeks before they’re functional. The weather is now coming on and you can’t get grass to grow this time of year. Lastly, you have to pave when the temperature is at 50 degrees or higher (air temperature and ground temperature) and right now, I’m not comfortable -3- doing that final inch and a half of pavement when it’s that way, so I’m fine with giving them an extension. Talked this morning with them and we’re looking at May 16th. We need to be done with that pavement by then. It should be plenty of time to get the plants opened. They can do it earlier, but there again we need to wait for the ground temperature to get to that 50 degree mark. Mayor: But they’re substantially complete now, right? Rorar: Yes. They’re going to work up until Christmas and do the final rough grade, and get everything strawed – no seed because it won’t grow, but they still have to saw everything and they still have a sidewalk to put in. They will continue to work until they can’t. But that final pavement and grass seed will not go down until spring. Mayor: They’re striping today . . .and that temporary stripe will stay on until the top coat goes back on and the traffic light will begin working within the next couple of weeks. As soon as the traffic control box comes in. Rorar: Yes. Hopefully by Christmas. Mayor: And they’re striping as if the traffic light was going to be turned on for the turn lanes. Rorar: And they’ll barricade the one turn lane going into North Washburn because that’s not open yet anyway but the rest of the turn lanes should be open. Mayor: That doesn’t affect us finance- wise does it? Or do we have to encumber money? Gilbride: It’s already encumbered, at issue will be next year when all these transactions take place if there are change orders that we don’t have appropriated. Rorar: I see one more change order coming, we’ll probably have to install a catch basin in the one lady’s yard because it looks like she’s going to have a swimming hole if we don’t. Mayor: But we could do that over the winter in-house and not by the contract since it’s really outside of the scope of the job. Rorar: No, it’s part of the job – it’s part of the engineering. The engineering didn’t catch it and we probably need to do it before the sidewalk goes in. Gilbride: Isn’t there a change order for the county report that we have to approve? Rorar: And the reason why it’s not in this list is they haven’t approved it yet. Mayor: The county? Gilbride: It’s their timeline for doing this. Rorar: They’ve already done it. Gilbride: The county timeline for informing us that they’ve approved the change order . . . Rorar: I’m working on that right now. Raber: We could have probably done it contingent upon council approving it. But if you will be coming back with another one anyway, we can do it then. Mayor: It’s not going to hurt us, the intersection’s done today once they get that stripe on, except for turning the lights on, and all of the other items outside of the driving path. Gilbride: We really bore the brunt of trying to get asphalt down in the winter and it was crappy and we had lots of problems with it, so looking back, I think it’s worth saving the time to put that asphalt in at the right temperature. Rorar: It is what it is. Gilbride: Well at least you made it more drivable. Rorar: We were able to meet that temperature for that short period, and everything worked out alright. Thankfully. We had a really warm day yesterday and that asphalt was hot! Mayor: I move to approve Change Order #7 for a time extension for the East Avenue/Washburn Road intersection improvement project until May 16, 2022; seconded by Raber. Vote to approve: 4/0. Item 7) Consideration and approval of Change Order #1 to Cleveland Freightliner, Inc. increasing the original price for the lease/purchase of a box truck (Ord. 40-2021) by $6,259.00 because of production issues that made them switch manufacturers. This brings the new contract price to $133,280.00. -4- Rorar: This is a state bid and the sub-contractor for the box part of this truck couldn’t meet the demand with covid problems etc. so they had to switch to another supplier and that drove the price up an extra $6,259. Mayor: What department is this for? Rorar: Water and Sewer. The purchase was originally authorized by Ord. 40-2121 and because this was financed through a bank lease, this portion will have to passed without an appropriation but they have the funds to do that. Mayor: So someone will have to request the purchase order then. Gilbride: Yes. Mayor: I move to approve Change Order #1 to Freightliner, Inc. to add $6,259.00 to the purchase price for a new total of $133,280.00; seconded by Raber. Vote to approve: 4/0. Item 8) Additional Items? None. Item 9) Adjournment. The meeting was adjourned at 9:23 a.m. Board of Control minutes distributed electronically December 22, 2021/km