City Council Agendas, Packets and Minutes

Unapproved Minutes Council Special Session February 29, 2016 Monday 5:15 p.m. The special session of the City Council, City of Vermillion, South Dakota was held on Monday, February 29, 2016 at 5:15 p.m. at the William J. Radigan Fire Station meeting room. 1. Roll Call Present: Erickson, Holland, Clarene Meins, Holly Meins, Price, Ward, Willson, Mayor Powell Absent: Collier-Wise 2. Bid Openings – Prentis Park Swimming Pool Contracts #1, 2 and 3 Jim Goblirsch, Director of Parks and Recreation, reported that bids were opened on Thursday, February 18th at 2:00 p.m. for the swimming pool. Jim stated that the construction of the swimming pool was broken into three contracts: Contract #1 is for pool construction, Contract #2 is for pool mechanical construction, and Contract #3 is for general construction related to the project. Jim stated that contractors could bid on contracts one, two or three or a combination of the contracts. John stated that at the bid opening one bid was opened for Contract #1, one bid for a combination bid on Contracts #1 and 2, and one bid for Contract #3. Jim reported that, as the lowest responsible bids exceeded the estimated project costs, Burbach Aquatics, as the City’s representative, negotiated with the low bidder for Contracts #1 and #2 to review their bid and to potentially reduce their combination bid. Jim reported that Mechanical, Inc. has agreed to reduce their combination bid to be a bid on Contract #2 only at a bid price of $935,000. Jim stated that this change will reduce the project costs by $201,151 without reducing the scope of the project. Jim stated that the base bids for Contract #1, #2 and # 3 now total $5,182,849. Jim noted that City staff would propose that construction of the basketball court and Prentis Park parking lot, to serve the pool and baseball field, would come from 2nd Penny funds in 2017 and 2018, respectively. Jim reported that staff is also recommending the acceptance of bid Alternate 3-4 for pathway lighting at a cost of $21,800; Alternate 3-5 for lockers at a cost of $37,500; and Alternate 3-6 for concrete under the chain link fence at a cost of $6,000 for a total add of $65,300. Jim stated that Burbach Aquatics and City staff will continue to work with the contractors on possible project savings. Mike Carlson, Finance 1 Officer, reviewed the different funding sources for the project. Mike stated that the original plan for funding for the pool project was for proceeds that would come from the General Obligation bond, General Fund reserve and 2nd Penny sales tax reserve. John Prescott, City Manager, noted that the additional funding needed would come from Lotuswood sale proceeds, additional 2nd Penny sales reserve funds, and the reserve General Fund balance created in 2015. John noted that this plan will accomplish the three goals of a pool, basketball courts and parking lot. Discussion followed with John and Jim Goblirsch answering questions on the project as well as the funding. John recommended awarding Contract #1 to Ricchio, Inc. for $2,298,849, Contract #2 to Mechanical, Inc. for $935,000 and Contract #3 to Welfl Construction for $1,949,000 as well as alternates 3-4, 3-5 and 3-6 at a total cost of $65,300 all to be approved upon the sale of the General Obligation bond. Bids: Contract #1 - Ricchio, Inc. base bid $2,298,849; Contract #2 - no individual bids; Contract #3 - Welfl Construction base bid $1,949,000; Alternate #3.4 $21,800; Alternate #3.5 $37,500; Alternate #3.6 $6,000; Alternate #3.7 $117,500; combined bid #1 & #2 - Mechanical, Inc. base bid $3,435,000. 47-16 Alderman Willson moved approval of the awarding of the pool project to the low bids or prices as negotiated on Contract #1 to Ricchio, Inc for $2,298,849, Contract #2 to Mechanical, Inc. for $935,000 and Contract #3 to Welfl Construction for $1,949,000 as well as alternates 3.4, 3.5 and 3.6 at a total addition of $65,300 all to be approved upon the sale of the General Obligation bond. Alderman Ward seconded the motion. Motion carried 8 to 0. Mayor Powell declared the motion adopted. 3. Informational Session – Presentation of the Vermillion Fire EMS & Rural Fire Department annual report Shannon Draper, Fire Chief, provided the Vermillion Fire EMS and Rural Fire Department's annual report for 2015. Shannon answered questions of the City Council on the annual report. 4. Informational Session – Tour of Fire Station #1 Shannon Draper Fire Chief and other members of the Vermillion Fire EMS and Rural Fire Department provided a tour of the Fire Station #1. 5. Adjourn 2 48-16 Alderman Holland moved to adjourn the Council special session at 5:54 p.m. Alderman Price seconded the motion. Motion carried 8 to 0. Mayor Powell declared the motion adopted. Dated at Vermillion, South Dakota this 29th day of February, 2016. THE GOVERNING BODY OF THE CITY OF VERMILLION, SOUTH DAKOTA BY____________________________ John E. (Jack) Powell, Mayor ATTEST: BY___________________________________ Michael D. Carlson, Finance Officer Published once at the approximate cost of ___________. 3