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Home My WebLink AboutCCPR-03-18-09 (Approved: 7` T U CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Special Meeting March 18, 2009, 5:30 P.M. The Administrative Office of the Carmel /Clay Department of Parks and Recreation 1411 E. 116 Street CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS J Engledow J Ketterman M Westermeier J Miller M Klitzing D Dutcher A Kostrzewa P Chester D Grisham S Dillon T Tolson Tricia Hackett J Hagan (arrived 5:35 p.m.) ROLL CALL II. CALL TO ORDER The Special Meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 5:30 p.m. on March 18, 2009 pursuant to notice. President James Engledow, presiding over the meeting, asked Dan Dutcher to take the roll. Besides Mr. Engledow and Mr. Dutcher, members present included J Miller, P Chester, T Tolson and T Hackett. J Hagan arrived after the roll was taken and J Ketterman was absent. Having confirmed the presence of a quorum, President Engledow called the meeting to order. NOTE: Hereinafter these minutes will state the motion, followed parenthetically by the name of the one who made the motion (listed first) and then the one who seconded it. For example the motion would read, "It was moved to approve the minutes...etc. (Dutcher, Tolson)." When a motion is carried but not unanimously, the results of the vote will be listed i.e. "(Dutcher, Tolson; 6 to 2, with one abstaining). When the motion was carried unanimously, a "C -Un" will be added i.e. "(Dutcher, Tolson; C -Un)." III. PUBLIC COMMENTS None. IV. ACTION ITEMS A. Consideration of Bids for the Central Park Control Points and Casework Project Mark Westermeier Mark reported that 8 bidders had participated in the bid and referred to the recommendations and bid tabulation sheet provided by Summit Construction Co., Inc., the company hired to oversee and administer this project. After he summarized the various scopes of work and addressed J Miller's question regarding the discrepancy between the amounts bid for Bid Item A, Mark reminded the Board that the pre -bid meeting was mandatory because of its multifaceted components, its complexity and level of importance of its satisfactory completion to the operation of the Monon Center. After some more discussion and a detailed explanation of the reason for each of the recommended motions, the Board took the following action: #1: Pursuant to the terms set forth in the Project Manual, the Park Board waived the requirement that the successful bidders provide (a) a Performance Bond and a Payment Bond (ITB 5.2.3 8.3.2; GC 5.1, the language of which is attached) and (b) the Property Insurance (GC 5.6, language of which is attached) due to the size and type of project involved and as recommended by Summit Construction Co., Inc. (Dillon, Chester C -Un.) #2(A): "The Park Board accepted from Brownsburg Custom Cabinets, Inc., its bid for Bid Item A in the amount of $15,860.00to be paid from the Clay Township 1215 Park Capital Fund and 1 authorized Summit and the Director of the Park Department to take all action necessary to complete the contracting process including the initiation of a letter of intent authorizing the spending of administrative funds to be incurred during the finalization of the contract and authorized the President or Vice President to sign the contract upon completion of the attorney's review. (Chester, Dillon C -Un.) #2(B): The Park Board accepted from McCammack Tile, Inc., its bid for Bid Item B in the amount of $4,858.00 to be paid from the Clay Township 1215 Park Capital Fund and authorized Summit and the Director of the Park Department to take all action necessary to complete the contracting process including the initiation of a letter of intent authorizing the spending of administrative funds to be incurred during the finalization of the contract and authorized the President or Vice President to sign the contract upon completion of the attorney's review. (Tolson, Dillon C -Un.) #2(C): The Park Board accepted from Gaylor, Inc., its bid for Bid Item C in the amount of $51,897.00 to be paid from the Clay Township 1215 Park Capital Fund and authorized Summit and the Director of the Park Department to take all action necessary to complete the contracting process including the initiation of a letter of intent authorizing the spending of administrative funds to be incurred during the finalization of the contract and authorized the President or Vice President to sign the contract upon completion of the attorney's review. (Dillon, Chester C -Un.) #3: The Park Board delegated to the Park Department Director and the Park Board President the authority to determine in their sole and reasonable discretion whether it is in the best interest of the Park Board and Park Department to add, delete or change an item or items in the original contracts and to approve such change, up to an amount not to exceed twenty percent (20 of the amount of the original contract, with a report to the Park Board and request for ratification at the next Park Board meeting. (Hackett, Dutcher C -Un.) B. Consideration of Expansion of OR Services: Outdoor Pools /Equipment Commissioning Mark Westermeier As a follow -up to the outdoor pool issues (cracking concrete and filter heater failure) discussed at a previous meeting of the Park Board, Mark recommended an expansion of the Owner's Representative Contract with Summit Construction Co., Inc. "Summit He explained that Summit has agreed to commission the pools and assist with contractor resolution prior to the expiration of applicable warranties and determine if current conditions are able to be corrected long term or continue to adversely affect The Monon Center after warranties expire, distinguishing between the repair and maintenance expected with this type of work and that which results from defective conditions. He explained that verification of normal and abnormal conditions are important from warranty and budgetary perspectives. He explained Summit's proposal to perform the outdoor pool commissioning at its hourly rate of Ninety and no /100's Dollars ($90.00) per hour with a total sum not to exceed Nine Thousand and no /100's Dollars ($9,000.00) to be paid from the Township 1215 Fund as presented in the letter amendment distributed for the Board's review. Indoor Pools. Mark next reported that consistent with the terms of Summit's indoor pool commissioning service agreement, it has recommended the engagement of certain experts and the performance of certain tests by which to ascertain the underlying reasons for some of the currently unexplained indoor pool issues. Summit has agreed to engage the appropriate services providers and seek reimbursement through "Commissioning Reimbursables not to exceed Nine Thousand and no /100's Dollars ($9,000.00). Mark recommended that the Board amend the Owner's Representative Agreement to include the commissioning of the Monon Center outdoor pools and all equipment serving the pools and to add the Commissioning Reimbursables as described. After discussion, the Park Board agreed to add to the scope of work conducted by Summit Construction Co., Inc. under the terms set forth in the Agreement between Carmel /Clay Board of Parks and Recreation and Owner's Representative dated August 18, 2003 as amended from time to time (the "OR Contract the commissioning of The Monon Center outdoor pools and all equipment serving the pools at an hourly rate of Ninety and no /100's Dollars ($90.00) per hour not to exceed Nine Thousand and no /100's Dollars ($9,000.00) plus Commissioning Reimbursables not to exceed Nine Thousand and no /100's Dollars ($9,000.00). 2 V. DISCUSSION ITEMS Mark reported that he had received and approved for a professional services agreement, a Schneider Corporation proposal for $3,100.00 plus reimbursables for the survey work recommended by Dennis Lockwood, the architect for the additional lifeguard Building in The Monon Center's outdoor pool area. Deb Grisham reported that Michael Klitzing has recommended and the Personnel Committee had agreed that Jon Bailey of Bose McKinney and Evans is to be engaged to review the Personnel Handbook as revised by management staff and Deb. She reported that Mr. Bailey has estimated a minimum of $1,200 for review without a written memorandum and $1,680 with a memorandum to which the Board took no exception. Mark reported that he expected Christopher B. Burke Engineering to provide an update on the Hazel Landing hydrology issue for a report at the Board's next meeting and that as the work was progressing and as the State seemed to be satisfied, the contract term with Burke would be extended through July 31, 2009. VI. BOARD COMMENTS S Dillon reported that the $25,000 Home Depot Grant awarded to Citizens For Greenspace and required to be spent by July 31, 2009, will be used for the following park related items: (a) expanded Arbor Day tree purchase, (b) a Liberty Tree for Founders Park, (c) reforestation materials for Central Park south of Lots 17 and 19 in Guilford Park and (d) the Woodland Garden at Central Park. J Hagan commended the Department staff for the myth v. truth e -blast communication piece. J Engledow reported that the Monon Center passholder survey went live on 3 -17 -09 and that results were rolling in early. VII. ADJOURNMENT The meeting adjo r5e&at appr ateljr -6.,15 p.m. (Miller, Hagan C -Un.) r Signature: Date: C 0/16/ �t 0 Signature: u�o Date. 3