Elgin Board of Education SPECIAL
February 8, 2012
The February 8, 2012 Special Meeting of the Elgin Board of Education was called to order 5:00 pm by Board President Carson Wasserbeck at the Elgin Administration Office.
Pledge of Allegiance
Invocation – Mr. Carson Wasserbeck
Roll Call:
Mr. Wasserbeck Present
Mrs. Buchanan Present
Mrs. Hafer Absent
Mrs. Lauer Furlong Present
Mr. Metcalf Present
Also present were Superintendent Bruce Gast and Treasurer/CFO Kim Reynolds.
Resolution No. 22-12 – Agenda
Mrs. Buchanan moved and Mr. Metcalf seconded the motion to approve the agenda as submitted.
Roll Call
Ayes: Buchanan, Metcalf, Wasserbeck, Lauer Furlong Motion Carried
Noes: None
Resolution No. 23-12 – Rejection of Electrical Bids/Re-Bidding
Mr. Metcalf moved and Mrs. Lauer Furlong seconded the following:
REJECTING BIDS RECEIVED FOR NEW K-12 SCHOOL BUILDING
ELECTRICAL BID PACKAGE AND AUTHORIZING RE-BID OF THE WORK
WHEREAS, bids were received on January 24, 2012, for the building trades packages for the new K-12 school, including Bid Package #205 for the electrical work; and
WHEREAS, two bids were received for the electrical work, and during the post-bid evaluation of the bids submitted by the two bidders, it was determined that the bidders had not included the same scope of work in the bid amount for the work and that there was some ambiguity in the contract documents for the work, including the addendum issued responding to bidder questions, regarding the scope of work to be included in the bid amount; and
WHEREAS, the Construction Manager and Architect, after reviewing the contract documents, recommend rejecting the bids received for Bid Package #205 and re-bidding the work with modifications to address the provisions that led to the confusion;
NOW, THEREFORE, BE IT RESOLVED by the Board of Education of the Elgin Local School District as follows:
1. The bids received for Bid Package #205 (Electrical) are rejected, and the Construction Manager, working with the Treasurer, is directed to return the bid submittals to the bidders, with information about the re-bid of the electrical work.
2. The Construction Manager is further directed to work with the Architect and the other members of the Core Team to review and revise the Contract Documents, through an addendum, to address the provisions identified as providing contradictory information.
3. The Board authorizes the re-bid of Bid Package #205 (Electrical), using contract documents revised to clarify the scope of work specified for the bid package, and to prepare and place, in coordination with the Treasurer, the required advertisement for the work, with the first advertisement to be placed on or around February 10, 2012, with bids to be received on or around March 1, 2012, unless the date and time stated in the notice to bidders is changed by the Superintendent, as the Board’s designated representative, or by addendum or operation of law.
Roll Call
Ayes: Metcalf, Lauer Furlong, Wasserbeck, Buchanan Motion Carried
Noes: None
Resolution No. 24-12 – Award of Contracts
Mrs. Lauer Furlong moved and Mrs. Buchanan seconded the following:
AWARDING CONTRACTS FOR THE NEW K-12 SCHOOL BUILDING
WHEREAS, bids were received on January 24, 2012, for the new K-12 school building, which is being constructed in partnership with the OSFC through the Classroom Facilities Assistance Program; and
WHEREAS, the Board has rejected the bids received for the electrical bid package and authorized the re-bid of that work; and
WHEREAS, the Construction Manager for the Project, with the Board’s Architect, met with the apparent low bidder for the work specified for general trades, plumbing, fire protection, and HVAC, reviewed each bid to verify that the bidder had included the work, equipment, and materials in the bid amount, and evaluated the experience and qualification of each bidder to perform the specified work; and
WHEREAS, the Construction Manager submitted the list of bidders to the OSFC’s quality construction section, and the five-day period required for review has passed without comment that would prevent award of any of the contracts for the work, and based upon the recommendation of the Construction Manager, made in consultation with the Architect, as expressed in the attached letter of recommendation dated February 8, 2012, the Board wishes to award the contracts for the work to each of the bidders listed in the following table as the lowest responsible bidder for the specified work, subject to the required approvals from the OSFC and each bidder providing the required supporting documentation:
#201 General Trades / Adena Corporation / $13,649,000.00 / S-1 $ 116,000.00
S-2 $ 27,000.00
S-3 $ 34,000.00
S-4 $ 11,000.00
S-5 $ 17,000.00
B-1 $ 19,000.00
B-2 ( $ 60,000.00)
B-3 $ 34,000.00
B-4 $ 24,000.00
B-6 $ 103,000.00
B-7 $ 18,000.00
B-8 $ 14,000.00
B-9 $ 4,000.00
B-10 $ 24,000.00
B-11 $ 0.00
B-12 $ 28,000.00
B-13 $ 23,000.00
B-14 $ 26,000.00
B-15 $ 29,000.00
B-16 $ 19,000.00
B-17 $ 3,000.00 / $14,162,000.00
#202 Plumbing / Carl’s Plumbing & Heating, Inc. / $ 1,579,000.00 / None / $ 1,579,000.00
#203 Fire Protection / Vulcan Enterprises, Inc. / $ 483,275.00 / None / $ 483,275.00
#204 HVAC / Vaughn Industries, LLC / $ 4,384,000.00 / None / $ 4,384, 000.00
NOW, THEREFORE, BE IT RESOLVED by the Board of Education of the Elgin Local School District as follows:
1. Based upon the recommendation of the Construction Manager and Architect, as stated in the attached letter of recommendation, the Board awards the contracts for the New K-12 School building to each of the contractors listed in the preceding table, in the total amount stated, as the lowest responsible bidder for the specified work, subject to receipt of all required documents from each of the contractors and final approval by the OSFC.
2. The Board President or his designee, the Superintendent, and the Treasurer are authorized to sign, as required, a Contract between the Board and each of the contractors listed above and any related documents, to document the award of these contracts for the two new school buildings. A property interest in the contract will not be created until the contract has been signed by both parties and the OSFC has approved the contract.
Roll Call
Ayes: Lauer Furlong, Buchanan, Metcalf, Wasserbeck Motion Carried
Noes: None
Resolution No. 25-12 – Adjournment
Mr. Metcalf moved and Mrs. Lauer Furlong seconded the motion to adjourn the February 8, 2012 Special meeting of the Elgin Board of Education at 5:10 pm.
Roll Call
Ayes: Metcalf, Lauer Furlong, Wasserbeck, Buchanan Motion Carried
Noes: None
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President
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Treasurer/CFO