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MINUTES

 

DESIGN-BUILD BOARD

December 13, 2013
Meeting


Members Present:     Roy Smith
                                    John Goetz
                                    Woody Thrasher
                                    Ron Spradling
                                    Dick Forren

 

Department of
Administration:
          Donna Lipscomb

Others Present:         Bill Linn, West Virginia University
                                    Mike Clowser, Contractor’s Association

Members Absent:     Marc Monteleone
                                   Mary Jo Klempa 
                                   Rod Clay

 

 

 

    The meeting was called to order and a silent roll call was taken and it was determined that a quorum was present. Mr. Spradling moved to appoint Roy Smith as the Acting Chairman. Motion seconded by Mr. Goetz. All voted in favor and the motion passed. Mr. Smith introduced Dick Forren, the newly appointed member of the board. All members welcomed him.

Approval of Minutes:

    Mr. Thrasher moved for approval of the September 26, 2013 minutes. Motion seconded by Mr. Goetz. All voted in favor and the minutes were approved.  

New Business:

Presentation on West Virginia University Baseball Stadium Project

 

    Ms. Lipscomb advised the board that the technical evaluations for the WVU baseball project were conducted on December 12, 2013. Four proposals were received. They were from Astorina, Gilbane, Mascaro and PJ Dick. The proposal from Gilbane had to be thrown out as nonresponsive as they failed to include the required technical drawings in their packets. The score sheets were provided. Mascaro scored 91, Astorino scored 82, and PJ Dick scored 71. Ms. Lipscomb advised that pending the board’s approval today of the technical scoring, the cost scoring is scheduled for next Monday.

    Mr. Thrasher questioned Ms. Lipscomb as to what all was missing from the drawings from Gilbane. Ms. Lipscomb advised that no drawings were provided at all. The RFP required technical drawings for every aspect of the project such as square footage, HVAC systems, electrical systems, clubhouse layout, etc. and none were provided. The RFP even required that the drawings be a certain size, which was pretty large. Ms. Lipscomb stated that it was unfortunate that their proposal had to be thrown out as it was a very attractive stadium. However, the committee couldn’t score it by just looking at the large photo and the narrative information provided in their response. Since the drawings were a requirement they had no choice but to throw it out.

    Mr. Smith questioned whether Ms. Lipscomb was in attendance and whether the Design-Build Procurement Act was followed. Ms. Lipscomb advised that the Act was followed, that the proposals were still sealed when she arrived and the scoring was done appropriately.

    Mr. Smith questioned Mr. Linn as to whether he had anything he wanted to address with the board. Mr. Linn stated that this was the first time he has gone through this design-build process and he felt it worked really well. He advised that the makeup of their technical review committee was very diverse. The members included individuals from WVU, the baseball coach, the City of Grandview, the Monongalia County Commission and private citizens.

    Mr. Forren questioned who the Criteria Developer was on the project. Mr. Linn advised that it was Bill Mykins who is with Brailsford and Dunlaevy. They are out of Washington, DC.

    Mr. Goetz moved for approval of the technical scoring and to allow them to move forward with the opening of the cost proposals. Motion seconded by Mr. Forren. All voted in favor and the motion passed.  

Other Business:

    Ms. Lipscomb advised the board that WVU was paying a stipend, which they called something else, to the teams and they decided not to pay the stipend to the proposer who was thrown out. Mr. Thrasher questioned the amount of the stipend. Ms. Lipscomb wasn’t sure but believed it was $15,000.00. There was a lengthy discussion as to whether it should be paid or not due to the large amount of time and costs associated with submitting a proposal. The final decision of the board was that it was up to WVU as to whether they should pay the stipend.

    Mike Clowser gave a brief report to the board reqarding a meeting that was held with the School Building Authority, contractors on the winning and losing sides of the Pendleton County and Harrision County projects, Superintendents from both counties, and various other architects and contractors. He advised that the final outcome was that no action would be taken from the group until after both of these pilot school projects were completed so they could dissect how it went. At that time they could determine whether any modifications would be needed or whether school projects was a good fit for design-build. Mr. Clowser indicated that Dr. Manchin would like the School Building Authority to be exempted from the Act and from having to come before this board. Mr. Clowser further advised that the Contractor’s Association would oppose any such legislation and they feel this board serves a good purpose and does a good job.

There being no other business to come before the board, the meeting was adjourned.