06.24.2003 Town Council Minutes Special1. Cali to OrderlRoll Call.
Mayor Niswanger called the meeting to order at 7:02pm
Council Members present: Mayor Charles Niswanger, Mayor Fro -Tem Michael Perry, Ane Casady, Lisa Dritschler, Karie
Dalton and Russell Kaker.
Also present: Town Administrator Jennifer Finley, Fire Chief Ronnie Tucker and Town Secretary Amber Phillips.
2. Consider and possibly -act to award bid for Construction Manager at Risk for construction of a new central firs
station.
Mayor Niswanger explained that the item had previously been tabled for the purpose of obtaining legal advice and
clarification. As a result of consultation with the Town Attorney, the following clarifications were made:
• The contract stated that any unidentified cost could be negotiated prior to signing.
The Construction Manager at Risk (CM at Risk) and architect would work together on plans and put the pians to bid
prior to estimating the exact budgeted cost of the project.
All bids would be subject to review by the Town, specifically by Chief Tucker, the Town Administrator and the
Mayor. Mayor Niswanger invited Council Members and other interested individuals to get involved with reviews as
well.
If the gross maximum price is unacceptable, the Town may reject the contract and move to the next bidder. If
acceptable, the Town may proceed with construction.
11Aovnr Aliou qnnar rc�nnmmonraori rneiorri'nrr ihn k;r4 1 O (' 1 4'
May v, Ivisvva, ge , evo, , . , ie, ded avva %.A. %j t,, uiu Lo i ogu2 vunstruCiioii.
Motioned by Lisa Dritschler and seconded by Russell Kaker to award the bid for Construction Manager at Risk for
construction of a new central fire station, and to authorize the Fire Chief as the negotiator, contingent upon contract
negotiations. Motion carried. Vote 5 to 0.
3. Consider and act to authorize the Fire Chief to negotiate contract with the Construction Manager at Risk and
authorize Mayor and Town Administrator to execute same.
Motioned by Russell Kaker and seconded by Karie Dalton to authorize the Fire Chief to negotiate contract with the
Construction Manager at Risk and authorize Mayor and Town Administrator to execute same. Motion carried. Vote 5 to 0.
4. Consider and possibly act to adopt budget for furniture, equipment and other miscellaneous items to be placed
in the new central fire station as defined by the Fire Chief.
Jennifer Finley clarified that the purchase of soft goods with 2001 Bond funds was permissible. Chief Tucker presented
Council with a proposed list of soft goods, including, but not limited to, such items as furniture, bed linens, various office
materials, etc. He defined the term "soft goods" as anything that goes inside the building to help 'make it work°. The
estimated costs associated with the soft goods list totaled $21,000.00 less the cost of desks and a conference room table
which were unknown. He did not include the cost of fitness room equipment in the total because he felt those items would
be donated.
Minutes (approved 7108103)
`
prosper Town Council
Special Meeting
601 S. Church Street
Prosper First Baptist Church
Children's Building (south wing)
Tuesday, June 24, 2003, 7.00pm
1. Cali to OrderlRoll Call.
Mayor Niswanger called the meeting to order at 7:02pm
Council Members present: Mayor Charles Niswanger, Mayor Fro -Tem Michael Perry, Ane Casady, Lisa Dritschler, Karie
Dalton and Russell Kaker.
Also present: Town Administrator Jennifer Finley, Fire Chief Ronnie Tucker and Town Secretary Amber Phillips.
2. Consider and possibly -act to award bid for Construction Manager at Risk for construction of a new central firs
station.
Mayor Niswanger explained that the item had previously been tabled for the purpose of obtaining legal advice and
clarification. As a result of consultation with the Town Attorney, the following clarifications were made:
• The contract stated that any unidentified cost could be negotiated prior to signing.
The Construction Manager at Risk (CM at Risk) and architect would work together on plans and put the pians to bid
prior to estimating the exact budgeted cost of the project.
All bids would be subject to review by the Town, specifically by Chief Tucker, the Town Administrator and the
Mayor. Mayor Niswanger invited Council Members and other interested individuals to get involved with reviews as
well.
If the gross maximum price is unacceptable, the Town may reject the contract and move to the next bidder. If
acceptable, the Town may proceed with construction.
11Aovnr Aliou qnnar rc�nnmmonraori rneiorri'nrr ihn k;r4 1 O (' 1 4'
May v, Ivisvva, ge , evo, , . , ie, ded avva %.A. %j t,, uiu Lo i ogu2 vunstruCiioii.
Motioned by Lisa Dritschler and seconded by Russell Kaker to award the bid for Construction Manager at Risk for
construction of a new central fire station, and to authorize the Fire Chief as the negotiator, contingent upon contract
negotiations. Motion carried. Vote 5 to 0.
3. Consider and act to authorize the Fire Chief to negotiate contract with the Construction Manager at Risk and
authorize Mayor and Town Administrator to execute same.
Motioned by Russell Kaker and seconded by Karie Dalton to authorize the Fire Chief to negotiate contract with the
Construction Manager at Risk and authorize Mayor and Town Administrator to execute same. Motion carried. Vote 5 to 0.
4. Consider and possibly act to adopt budget for furniture, equipment and other miscellaneous items to be placed
in the new central fire station as defined by the Fire Chief.
Jennifer Finley clarified that the purchase of soft goods with 2001 Bond funds was permissible. Chief Tucker presented
Council with a proposed list of soft goods, including, but not limited to, such items as furniture, bed linens, various office
materials, etc. He defined the term "soft goods" as anything that goes inside the building to help 'make it work°. The
estimated costs associated with the soft goods list totaled $21,000.00 less the cost of desks and a conference room table
which were unknown. He did not include the cost of fitness room equipment in the total because he felt those items would
be donated.
tLO�42
Chief Tucker provided Council with a second list labeled "Projected Technology Costs" which included telephones, radio
networking equipment, etc., and totaled $19,030.00, He advised telephone installation costs were not included in the list
because those services were being volunteered at no charge.
Landscaping would also be a considerable cost associated with the fire station. Chief Tucker explained that upon donation
of the property, John Pappagalos placed several restrictions on the property, including a natural landscaped berm and an
irrigation system, The estimated cost to hydro mulch and irrigate the property was $28,000.00. Mr, Pappagalos offered to
help with the dirt work in relation to the berm, which would cut a portion of the expense.
Chief Tucker explained that shrubs and trees would be items that could be added onto each year, spreading out the costs
rather than incurring the entire cost all at once. He stated discussions had taken place regarding a donation drive for trees.
Mayor Niswanger advised that Tree Source had agreed to donate some trees and sell additional trees at a discounted rate.
The approximate cost of soft goods totaled $70,000.00, not including trees. Chief Tucker explained that the Town Engineer
felt there would be an issue with sewer, but he did not have any specifics or figures at that time; however, Chief Tucker
recommended Council consider the potential for costs related to sewer issues upon setting the budget.
Chief Tucker requested a $100,000,00 budget for soft goods, which would bring the total cost of the fire station project to
$1.3million.
_iso Dritschler questioned whether some of the soft good items could be included in the construction cost as built-in's, for
example bathroom cabinets, benches, etc. Chief Tucker agreed to check into it but due to ADA regulations, it would be
difficult with certain items.
Michael Perry suggested Chief Tucker be cognizant of the quality of the items that they purchase, particularly chairs,
conference tables, etc. In areas such as furniture, he felt it unwise to cut corners in buying cheap, low quality furniture.
Mayor Niswanger recommended Council consider formalizing a budget for soft goods in the amount of $100,000,00,
Motioned by Russell Kaker and seconded by Lisa Dritschler to adopt a budget for furniture, equipment and other
miscellaneous items (soft goods), as defined by the Fire Chief, to be placed in the new central fire station in the amount of
$100,000.00, as related to the 2001 Bond Fund. Motion carried. Vote 5 to 0.
5 Consider and possibly act to formalize a budget for the construction of the new central fire station, as related to
the 2001 Bond Fund.
Mayor Niswanger requested Council consider formalizing a budget for the construction of the new central fire station. He
explained that in the event there are funds remaining after completion of the fire station project, those funds would go
towards water and sewer projects. He recommended a budget amount of $1.2million.
Motioned by Russell Kaker and seconded by Michael Perry to formalize a budget for the construction of the new central fire
station in the amount of $1,2 million, as related to the 2001 Bond Fund. Motion carried. Vote 5 to 0.
6. Adjourn.
Mayor Niswanger adjourned the meeting at 7:34pm.
Attest:
Town Secretary Amber Phillips
Mayor CWrIes N' anger