HomeMy Public PortalAbout01-1998-1 amounts for the utilities, the cash drawers are running short on change and this will increase
their change fund to allow$250.00 in each drawer as opposed to $150.00. Motion to approve
made by Mayor Michael, seconded by George Murphey. Vote was unanimous.
George Murphey made the motion to approve water claims in the amount of$42,241.52,
seconded by Mayor Michael. Vote was unanimous.
Mayor Michael made the motion to approve Wastewater treatment claims in the amount of
$57,652.37, seconded by George Murphey. Vote was unanimous.
Water Superintendent Terry Dale requested permission to purchase a back up booster pump.
Superintendent Dale stated that the current booster pump is throwing out carbon. Motion to buy
backup booster pump made by George Murphey, seconded by Mayor Michael. Vote was
unanimous.
George Murphey made the motion for Superintendent Dale and Attorney Selvia to write a letter
to the contractor to fix current pump. Motion seconded by Mayor Michael. Vote was
unanimous.
Motion to adjourn made by Mayor Michael, seconded by George Murphey. Vote was
unanimous.
1 �
Nancy A. Mich el, Mayor
ATTEST:
La-fl j_L f1i1/
Pamela S. Jones, e - reasurer
that Cassandra Stockholm, President of T.C. Inc., said they have done work for Greencastle
before and do not want to see the project rebid and will commit to vacuuming out the media.
Prices for the blocks and nozzles remain the same as stated in the letter at the not to exceed
figures of$75.00 per nozzle and $400.00 per block, time and material. Mayor Michael stated
that we have to decide how many blocks and nozzles we are going to replace to stay within grant
monies.
City Attorney Trudy Selvia stated that she has problem in that negotiations have taken place
prior to the bid being awarded and contract signed. George Murphey asked if they were serious
reservations. Attorney Selvia replied "medium reservations". Mr. Ladd stated that they only
verbally agreed with Project Manager Doug Barnes to time and material with a not to exceed
figure as stated in the letter. Attorney Selvia asked if Mr. Barnes had the authority to commit
the company in any way. George Murphey asked if it would be acceptable if a responsible party
from the company commits to the change in price. City Engineer Ron Smith stated there are still
unresolved issues. The letter from the project manager is not legal, it needs to be signed by
Cassandra Stockholm, she is the person who signed the contract. Negotiating after a bid is
opened is suspect. George Murphey asked if that is so when the company is low bidder.
Engineer Smith stated that zero quantities were advertised and therefore it does not affect the
bottom line, but we have to have a letter from an officer in the company for prices to be revised.
The scope of work was spelled out by a principle of the company. Engineer Smith continued
that the bid opening and award are based on an honorable attempt and this process can be
corrupted in the process and this includes bending the scope of the work. Attorney Selvia asked
if we were bending the scope of work. Engineer Smith stated that fine tuning of the scope of
work is to be done at the pare-construction meeting, not after bids are opened.
Mayor Michael asked what the risks of re-bidding are. George Murphey replied, "more money".
Attorney Selvia stated that she is concerned about how this bid process has taken place from the
beginning. There is a$235.00 difference in valve costs with a zero quantity. We then called the
company to ask for a lower price, after the bids were opened. Attorney Selvia stated that she
feels we are open for litigations when we negotiate between bid opening and bid award. Mayor
Michael made the motion to rebid this project with the following conditions:
1. Media must be pumped or vacuumed out.
2. Quantity of 100 nozzles and 10 blocks to be included for labor only.
3. A backwash and drain test be done after the media is removed to check nozzles
and blocks.
Motion was seconded by George Murphey. Vote was unanimous.
Bid opening was set for April 7, City Hall at 2:00 p.m. and bid award set for April 15 at the
regular Board of Works meeting. Project time frame will be 75 calendar days.
Gary Ladd presented a letter to the Board stating that they had included in their contract four site
visits for this project. If more site visits are needed the rates will be $75.00 per hour for an
Engineer and $45.00 per hour for an inspector. George Murphey made the motion to accept
additional time, if needed, at the listed prices. Motion to second made by Mayor Michael. Vote
was unanimous.
Resolution 1998-1, A Resolution Authorizing Increase in Cash Drawer Fund, was read by Mayor
Michael. Clerk-Treasurer Jones explained with increase in customers and increase in deposit