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MINUTES

 

DESIGN-BUILD BOARD 

December 19, 2013
Meeting


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

 

Department of
Administration:
         Donna Lipscomb

Others Present:         None

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. Smith moved to appoint Ron Spradling as the Acting Chairman. Motion seconded by Mr. Goetz. All voted in favor and the motion passed.

Approval of Minutes:

    Mr. Smith moved for approval of the December 13, 2013 minutes. Motion seconded by Mr. Thrasher. 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 review committee met on Monday, December 16th, and the cost scores were opened for the baseball stadium project. Three sealed packages were received. They were from Astorino, Mascaro, and PJ Dick. When the packages were opened there were cost scores for Astorino and Mascaro but PJ Dick did not put any costs and the form was left blank. Therefore, the committee threw out the proposal for PJ Dick.

    Ms. Lipscomb provided copies of all cost scores to the board. Astorina was the lowest cost so they received 100 points. Mascaro was next and scored 94.6 points. When you combine those scores with the technical scores, Mascaro is the apparent winner.

    Mr. Thrasher questioned whether PJ Dick gave any explanation why they did not provide costs. Ms. Lipscomb stated that the only thing in the package was the same letter they used as a cover letter for the technical proposal which stated they could not build the stadium within the budget of WVU. Mr. Thrasher questioned whether the other two costs were within their budget. Ms. Lipscomb stated that she believed they were but if not they were close. Ms. Lipscomb believes their budget was either $13.1 or $13.3 million. Mr. Thrasher stated that at times companies will bid on a project and then if they come in over budget will decide not to proceed.

    Mr. Thrasher questioned why the cost scores had two different numbers. Ms. Lipscomb indicated that they had it broken down for construction cost and site remediation costs. Mr. Spradling advised that if you look at the cost documents in the package it indicates that they wanted a cost for total subsurface stabilization, AE design cost, construction cost and then a total base bid.

    There was a discussion on the cost scoring and why PJ Dick did not provide costs. Ms. Lipscomb did not know why they didn’t but stated that their technical proposal had the stadium turned around facing a different direction. WVU had provided a report on the site to all of the bidders showing elevations, etc. WVU suspected that PJ Dick was going to have to spend a large amount of funds doing site work in order to have the ball park facing the other direction.

    Mr. Thrasher stated that their seemed to be some confusion on this project through the entire process and indicated perhaps the criteria developer could have worked a little closer on the project with all the bidders. Mr. Forren questioned who the criteria developer was. Ms. Lipscomb advised it was Bill Mykins with a firm called Brailsford and Dunlaevy out of Washington DC. She stated that their firm do a lot of contract management work. Mr. Thrasher stated that you are better off using local firms as they tend to do a little better job than out of state firms.

    Mr. Smith questioned whether everything was in order and the scoring was done accurately and in accordance with the Design-Build Procurement Act. Ms. Lipscomb advised that it was done in accordance with the Act.

    Mr. Thrasher moved to approve the project and to allow them to proceed. Motion seconded by Mr. Forren. All voted in favor and the motion passed. 

 

Other Business:

    Ms. Lipscomb advised the board that she inquired with WVU to determine why they made the decision not to pay the stipend to the company that was thrown out. They advised that the documents that went out on the stipend said each bidder who scored 70 points would be paid the stipend. Gilbane did not score the 70 points since they were thrown out as non responsive. Mr. Lipscomb also advised that when Gilbane found out they had been thrown out as non-responsive they contacted WVU and advised that they had provided all the required drawings. Mr. Thrasher questioned whether they planned to protest. Ms. Lipscomb did not know.

    Ms. Lipscomb advised the board that WVU had questioned her as to whether they could negotiate with the apparent winner. Ms. Lipscomb told them they could negotiate as long as it did not change the scope of the project or flip who would have been the winner.

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