Board of Control

CITY OF TALLMADGE BOARD OF CONTROL Minutes of Special Meeting Scheduled For: Tuesday, December 28, 2021 @ 9 a.m. Members Present: Mayor Kline, Law Director Raber, Finance Director Gilbride, Service Director Rorar, President of Council Kilway Meeting Chaired By: Mayor Kline Minutes: Karen Morgan Item 1) Call To Order and Approval of B.O.C. Minutes for December 3 meeting. Mayor Kline called the meeting to order at 9:01 a.m. Rorar: I have one addition. On page 2, item 6, 2nd sentence, the word “stackpoles” should be traffic poles. Mayor moved to approve the B.O.C. minutes for the December 3rd meeting with the change recommended by Svs. Dir. Rorar; seconded by Kilway. Vote to approve: 5/0. Item 2) Consideration and approval of Change Order #2 to the Apostolos Group, Inc. dba Thomarios, which added footing type WF-3 for the interior CMU walls at an increased cost of $18,001.00, bringing the new contract price to $8,044,738.53. (Original project approved by Council in Ord. 47-2021). Mayor: You have in your packet the cover page of the change order. This is for the interior walls where the mezzanine is. They were originally going to pour the floor and put floating footers in and then we still wouldn’t have the mezzanine and not be able to get the roof on so the decision was if they put regular footers in, they could build up everything and keep going on the project. So the architect should have known that you had to have that wall up to be able to keep going forward with the project but for $18,000 there were some minor changes in some storm piping catch basins but it was primarily Cleveland Cement Contractors for $17,69l,000 with the Tomarios mark-up brought it up to $18,001.00. Kilway: If we had not asked for a change order, the project would have been delayed waiting for something else to come in? Is that how I understand it? Mayor: Waiting for the floor to get done and then they would start building the walls and the trusses. Kilway: We probably would have had that much money in delay of construction. Mayor: Delay and time and I don’t know what other change order would have come as a result of that because of the contractors, but it’s a good change order. Kilway moved to approve change order #2 to the Apostolos Group, Inc. dba Thomarios which added footing type WF-3 for the interior CMU walls at an increased cost of $18,001.00; seconded by Rorar. Mayor: I put on your desk an email from Cindy Veltri, she’s the finance person and bookkeeper for Thomarios and I highlighted the section that stated “Also, at the present, our Buyout Contingency balance is approximately $154K and as discussed, we know there will be additional line items from the GMP transferred to contingency (i.e. asbestos abatement, demolition). That money is in our pocket and I’ve not yet prepared a change order to do a reduction of the contract to balance it but we do have the money in contingency, the $400,000-some that all of this will be coming out of. I just wanted that for the record so that we know money will be coming back to us that will offset this contract. To keep it below $8,000,000 – that’s my target goal. Vote to approve: 5/0.  -2- Item 3) Consideration and approval of Change Order #3 to the Apostolos Group, Inc. dba Thomarios, which added the procurement of the Security and Access Control work by Johnson Controls at an increased cost of $61,676.00, bringing the new contract price to $8,106,414.53. (Original project approved by Council in Ord. 47-2021). Mayor: We always knew we had to do the access control for the building. We were doing that on our side of the equation instead of putting it into the DMP. But after review of the need for the coordination between Thomarios and Johnson Control for running wires and doing stuff like that, I said just let Thomarios manage it and it will only cost us 1.75% of the contract of $61,000.00 is much better. So what Johnson Control does, they are our camera people in the access control that we have in all the city buildings so we want them to be in the Fire Station so that we have one vendor dealing with our cameras and our access control. So it’s really a known cost but it wasn’t in the original Thomarios price so I added that to it. Raber: (not clear on recording) If they weren’t the original provider, is that proprietary to them, the hardware for the wiring for the . . . Mayor: So if we ever had to switch from Johnson Control, the software that Justin has for city hall and every building that has surveillance cameras and our swipe cards, is part of this. There could be other vendors that provide the Vicon system, the locking mechanisms. I know when we first did city hall it was not Johnson Control, it was Best Products who put in the access control and then Justin switched to Johnson Control so there are other vendors, Johnson is just a vendor that can install the equipment we’re purchasing. Kilway: Does this come with like a warranty or something like that? Mayor: Yes, especially putting it in under the contract, it will be a one year warranty and there’s a manufacturer’s warranty on the locking mechanisms, the swipes, the prox readers and the cameras that are separate outside of the contract. Kilway: Well ideally then, as soon as it is completed and locked tight and everything, it should be just upload the switch and your key will unlock the door, right? Mayor: Yes. Kilway: I move to approve Change Order #3 as stated; seconded by Mayor. Vote to approve: 5/0. Item 4) Consideration and approval of Change Order #4 to the Apostolos Group, Inc. dba Thomarios, which changes the thermal-magnetic breakers to electronic breakers at an increased cost of $4,184.96, bringing the new contract price to $8,110,599.49. (Original project was approved by Council in Ord. 47-2021). Mayor: So when the contract was let to Speelman Electric, they have to have a thermal protection and a report done “Electric System Study Report” and I’ll enter that into the record. It’s a multi-page report stating has been done and the recommendations from the electric engineers stating that the breaker should be changed from a mechanical breaker that we all have in our houses, just a tips breaker to this style of thermo-magnetic breaker. One of the reasons is due to the telephone pole. The primary electric service is coming from Munroe going back to the transformer which is on the Treat side. Gilbride: You said we were changing from electronic breaker to a magnetic breaker – you mean the other way around, right? Mayor: Yes, you are right, I said it the other way around. It’s changing the breaker style due to the electrical system study report. Kilway: I have a stupid question, this sheet says Change Order #5 and it’s listed on our agenda as Change Order #4. Mayor: Yes, there are some things that need to be changed. Change Order #1 was not presented -3- to the Board of Control at this point but it was a change order to reduce Bosses contract by $26,000 so that part of that $150 is in our pocket. Gilbride: This is Change Order #5 and it needs to be corrected on the agenda to note that. Mayor: Yes, thank you. I do have a change order log that I will submit for the record and also the Finance Department. Change Order #4 is an addendum which is not yet before us for $8,000. That’s being disputed and I think there may be a “wash” on that one. But, it’s still out there. Kilway: ok. I move to approve Change Order #5 which changes the thermal-magnetic breakers to electronic breakers at an increased cost of $4,184.96, bringing the new contract price to $8,110,599.49; seconded by Rorar. Vote to approve: 5/0. Item 5) Consideration and approval of Change Order #8 to the Lockhart Concrete Company, which added additional excavation/undercut and stone backfill for “unsuitable soils” in the trench bottom under the force main in the East Avenue/Washburn Road project at an increased cost of $11,204.91, bringing the new contract cost to $1,238,971.66. (Original project approved by Council in Ord. 50-2021). Rorar: This is a “pass-through” with Summit County Sanitary. This was approved by them and this is just a confirmation that they will approve that change order. This was done by the contractor early in the project. The soil was unsuitable and they were having a heck of a time, there were water issues as well and so they got the County on board and they will pay us for that. Kilway: So we’ll get reimbursed by the County? Gilbride: If we just get notification that he is going to recommend it, we don’t need notification that it’s actually gone through whatever their process needs to be. Rorar: Right, it will be a while before we get even. Mayor: So this is subject to Summit County? Gilbride: Yes, this is subject to Summit County. Mayor: I was out there during the force main and it was a mess! Rorar: And it took them a lot longer than they wanted it to. Mayor: And Summit County had their own man on the job site inspecting it and making the recommendations to do some other things so it is definitely their issue and not ours. Rorar: Yes, they are not disputing it. Gilbride: We just wanted to get it through here – I haven’t encumbered the money because we did appropriate it so I will have it encumbered. We’ll just hold off on signing off on it until Summit County gets through the whole process. Mayor: I move to approve Change Order #8 to the Lockhart Concrete Company contingent upon Summit County passing all the necessary processes to approve the $11,204.91 addition to this project; Gilbride seconded. Vote to approve: 5/0. Item 6) Additional Items? None. Item 7) Adjournment? The meeting was adjourned at 9:16 a.m. Board of Control minutes distributed electronically January 6, 2022/km