Loading...
Minutes - 09/19/1998 Spec Mtg SPECIAL COUNCIL MEETING MINUTES September 19, 1998 Tape Reading 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, SEPTEMBER 19, 1998. CONVENED. The Council met in a special session at 10:00 a.m. with Council President Jennings presiding. The purpose of the meeting was to consider funding options and contract award for Centennial Park Phase 1. 0005 ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Kirksey Chadwick Figley Hagenauer Jennings Pugh S ifuentez Absent Present Absent Absent Present Present Present Staff Present: City Administrator Brown, Recreation & Park Director Westrick, Finance Director Gillespie, City Recorder Tennant 0023 FUNDING OPTIONS AND CONTRACT AWARD - CENTENNIAL PARK PHASE I. Bids for this project were received from the following contractors: D & D Pavement Co, $695,209,95; and J.P. Contractors, Inc., $789,230.00. Director Westrick stated that the bids received were overbudget, however, the state statute does allow for negotiation with the low bidder to reduce the contract amount. The bid package included numerous individually listed improvements which were re- evaluated by the Board and staff. Following this review, about $250,000 in improvements were deleted which brought the proposed contract to an amount within the budget range. The park will be built complete with infrastructure and paved parking. The only recreational facility that was deleted from the contract was the hard surface courts. The other item that has been deferred is the restroom. This was a very expensive item and stafffeels that it can be done at a lesser cost. It is also hoped that contingency funds built into this project will not be needed thereby freeing up the funds to be used for the building of the restroom. Options for the restroom facility will be evaluated while the park is being constructed by the contractor. Once the Council has authorized the contract, he will be notifying one of the foundations that is donating the playground to ask them to place the order. Once the contract has been finalized, the contractor has 60 days to complete the project. During the interim, staff will be renting equipment to move existing trees to a location on the property that is not part of this phase of the project. Page I - Special Council Meeting Minutes, September 19, 1998 .' ~._..., 41 - -- SPECIAL COUNCIL MEETING MINUTES September 19, 1998 Tape Reading Once the project is complete, those trees will then be moved back to specific locations according to the plant plan at a cost savings of $20,000. In regards to the restroom issue, portable toilets will probably be required on a temporary basis. Discussion was also held regarding the project phases. Director Westrick reiterated that this is Phase I and the hard surface court (basketball) will be moved to Phase II. He also assured the Council that the rock originally purchased by the Rotary will be used in this project. Council President Jennings stated that by proceeding with the project as proposed, the City has not lowered their sights on what needs to be accomplished. He also feels that there are other funds available from various sources throughout the City once the project has started, He is concerned about the restroom facility, however, agreed that the portable toilets on a temporary basis would be acceptable. Councilor Sifuentez stated that there will most probably be more private funds available once the project gets started and referred back to her experience as a member of the swimming pool committee. Director Westrick expressed his opinion that System Development Charges (SDC's) will provide enough money in the near future to build the restroom facility. Council President questioned if any problems are anticipated since the low bidder is the company which the City had problems with on the Parr Road improvements. Director Westrick stated that he had been told that there were some problems but they were worked out amicably. He feels that the sub-contractors on this project should not present any problems. He also reminded the Council that it is a 60-day contract, however, if the weather does present a problem, it may end up that the project is not completed until next spring. 0382 PUGHlSIFUENTEZ... award the contract to the lowest qualified bidder, D & D Paving Company, for Centennial Park Phase I project in the amount of $428,000.00. The motion passed unanimously. 0407 ADJOURNMENT. PUGHlSIFUENTEZ... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 10: 17 a.m.. APPROVED NAN ATTEST fVlo..-~ ~~~ Mary Te ant, Recorder City of Woodburn, Oregon Page 2 - Special Council Meeting Minutes, September 19,1998 r -.. .,,--......----._~._~ 11 ,