Minutes - 12/18/1998 Spec Mtg
SPECIAL COUNCIL MEETING MINUTES
December 18, 1998
TAPE
READING
0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN,
COUNTY OF MARION, STATE OF OREGON, DECEMBER 18, 1998.
CONVENED. The special meeting convened at 1:30 p.m. with Mayor Jennings
presiding.
0005 ROLL CALL.
Mayor
Councilor
Councilor
Councilor
Councilor
Councilor
Councilor
Jennings
Bjelland
Chadwick
Figley
Kilmurray
Pugh
Sifuentez
Present
Present
Absent
Present
Present
Present
Absent
Staff Present: City Administrator Brown, City Attorney Shields, Public Works Manager
Rohman, Park & Recreation Director Westrick, Intern Administrative Asst. Smith, City
Recorder Tennant
0043 CONTRACT AWARD - WASTEWATER TREATMENT PLANT
MAINTENANCE BUILDING FOUNDATION.
Administrator Brown stated that this item was before the Council for the purpose of
expediting the project since the next regularly scheduled meeting is January 11, 1999.
Bids were received from the following contractors: Emery & Sons, $92,010.00; 1-5
Excavating, Inc., $109,411.80; Robert Gray Construction, $114,990.00; Brown
Contracting, $129,998.00; and Marshall Association Contractors, $181,900.00. Bids
were reviewed by staff and it is recommended that the low bid submitted by Emery &
Sons be accepted. The engineer's estimate for this project was $100,000.00.
FIGLEYIPUGH... award the contract for the Maintenance Building foundation (bid
#99-12) to the low bidder, Emery & Sons, in the amount of $92,010.00.
Councilor Pugh questioned the difference between the low and high bids for this project.
Public Works Manager Rohman stated that some contractors will bid very high in the
event there is low interest for the work or, in some cases, there may have been a
miscalculation on the part of the contractor. He stated that Emery & Sons is a large and
reputable firm and they may able to use the economy of scale. Overall, this bid is slightly
less than the engineer's estimate for the project.
The motion to award the bid to Emery & Sons passed unanimously.
Page 1 - Special Council Meeting Minutes, December 18, 1998
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SPECIAL COUNCIL MEETING MINUTES
December 18, 1998
TAPE
READING
0154 CONTRACT AWARD FOR SETTLEMIER PARK DROP-IN CENTER.
Administrator Brown stated that bids had been previously received for this modular
building but those bids had been rejected since not all of the bidders had received the
project addendum. Staff re-advertised and bids were recently opened. It was noted that
there was little change in the original bid amounts. The bid specifications did not include
site preparation which may amount to approximately $25,000 thereby exceeding the
budgeted amount for this project. Staff is looking at financing options which may include
private partnerships for the sharing and use of space. Staff recommended that the bid
award be postponed until the January II, 1999 regular Council meeting.
Mayor Jennings expressed his concern with the possibility of an ADA complaint if the
City does not move the Park & Recreation administrative offices from the Community
Center's upstairs location. He stated that the Administrator has assured him that once the
bank building is renovated and made ready for operation, the Parks department will be
moved to a more accessible location.
Administrator Brown stated that actual location of the Park & Recreation administrative
offices will be determined after further research is done on costs and departmental office
space needs.
Park & Recreation Director Westrick stated that a meeting has been scheduled for next
week with the lowest apparent bidder. The modular unit will be placed at the east end of
the parking lot off of Settlemier A venue and additional site improvements include better
lighting in the area.
PUGHlFIGLEY... delay the bid award to January II, 1999 on the Settlemier Park Drop-
In Center. The motion passed unanimously.
0420 ADJOURNMENT.
PUGHlFIGLEY.... special Council meeting be adjourned. The motion passed
unanimously.
The meeting adjourned at I :50 pm.
APPROVED~..llJt. ~
RIC ARD JENN , MAY R
ATTEST fY\ CL<-~ --r~
Mary Ten t, Recorder '
City of Woodburn, Oregon
Page 2 - Special Council Meeting Minutes, December 18, 1998
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