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MINUTES

 

DESIGN BUILD

Board of Directors’ Meeting

October 23, 2008



 


Members Present: Marc Monteleone, Chairman
                                Roy Smith
                                Tom Winter
                                Ron Spradling
                                Glendon "Bud" Sprouse

 

Department of
Administration:
      Donna Lipscomb

Others Present:     Robert Krause, General Services Division
                                Barry Rude, DMJM-Design
                                Donna Cross, Berkeley County Fire Service Board

Members Absent: Woody Thrasher
                                Mary Jo Klempa
                                Rod Clay

 

 

The meeting was called to order by Chairman Monteleone. A silent roll call was taken and it was determined that a quorum was present.

 

Approval of Minutes:

Chairman Monteleone advised the board that the minutes of the last two meeting were previously distributed via e-mail. Roy Smith moved for the approval of the minutes of the July 10, 2008, meeting. Motion seconded by Bud Sprouse. All voted in favor and the motion passed. Roy Smith then moved for the approval of the minutes of the October 16, 2008, meeting. Motion seconded by Ron Spradling. All voted in favor and the motion passed.

 

New Business:

Berkeley County Fire Service Board Fire Station Project

 

Barry Rude, with the Berkeley County Fire Service Board, advised that the Technical Review Committee met on Friday to open the cost scores. Minghini’s received a score of 57, Morgan-Keller received a score of 98.2 and Myers received a score of 73.7. Those numbers were based upon contract lump sum. Mr. Rude indicated that Mr. Krause questioned after the meeting what the contractual obligation of the technical review team as far as selection. Mr. Rude went through the documents in detail and they could have made the definition of lowest cost proposal more specific. The terminology states that the proposal with the highest total score will be considered for the award. The RFP states that the contract sum less the deduct alternates and/or the cost of the add alternates shall not be included in the contract sum. It further states that it may be used to determine the lowest possible scores.

Mr. Krause explained to the board that they are building a fire station. They also wanted a second floor as part of the fire station that could be used for community meetings. They knew cost was going to be an issue so they just did the basic fire station and then minor alternates. They also had an additional alternate for a portion of the second floor and a third alternative for finishing off the second floor. Mr. Krause stated that when he opened the bids it was just based on the base bid. At that time they were over budget. They were going to meet with the contractor and the fire service board and come up with a proposal. It was then determined they could come up with additional funds to do the project. They were to go ahead with the project and the first alternate and possibly the second alternate. Mr. Krause stated they should continue to base it on the base cost. Mr. Spradling questioned whether it was established beforehand that they would base it on the base bid. Mr. Rude went through the rating system score sheet with the board members. He stated that the first number is the base bid. He indicated that when they went into this they were going to base the score on the base bid. Mr. Krause advised the board that when they opened the bid they opened up the scores and the person with the base bid had the lowest cost but adding the alternates would flip the winner.

Chairman Monteleone questioned whether they wanted to build the whole thing. Mr. Rude stated that they at least want to do the rough build out. The Fire Service Board has a $23 million loan and they have $300,000 in fees. Mr. Spradling questioned how they would get the additional $2 million needed. Chairman Monteleone advised that the statute allows negotiation but you can not change the scope or you must start the process over. Chairman Monteleone stated in most cases they use the base bid and he is not troubled by that. Mr. Spradling just wants to assure they keep a level playing field. Mr. Spradling stated that once you decide who you want then you can negotiate and try to get within budget. Mr. Rude questioned whether he can make modifications after the contract is signed. Chairman Monteleone advised they could make modifications.

Mr. Spradling moved to accept the process. Motion seconded by Mr. Smith. All voted in favor and the motion passed.

Glenville State College Housing Authority Housing Facility

Chairman Monteleone requested the board members to review the revised schedule provided on the project. Mr. Krause indicated that this is a very tight schedule but he believes it is doable. The schedule is very ambitious and tough to meet all the deadlines. Mr. Spradling stated that he was okay with the schedule. Mr. Smith believes it is okay as well but feels it is very tight and aggressive. Chairman Monteleone requested Ms. Lipscomb to contact Glenville and advise them that the board has approved the schedule and they are free to move forward with the project but a letter will be forthcoming. Chairman Monteleone requested Ms. Lipscomb draft a letter for his signature to be approved by the board to be sent to Glenville State College.

Old Business:

 

There was no old business to come before the committee.

Other Business:

There was no other business to come before the board. 

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