1994-09-22CITY OF SOUTHLAKE
JOINT SPDC/JOINT UTILIZATION COMMITTEE MEETING
Wednesday, September 22, 1994, 6:32 p.m.
MINUTES
Committee members present: Rick Wilhelm and Buddy Luce, Co -Chairmen. Members:
Bethann Scratchard, Stephen Apple, Robert Glover, Ted Glowacki, Gary Fickes, W. Ralph
Evans, Janet Murphy, David Yelton. City Staff. Curtis E. Hawk, Kevin Hugman, Tom Elgin,
LouAnn Heath, Kim McAdams. Others: Warren Anderson, and Karen House.
Agenda Item #1, Call to Order
Meeting was called to order at 6:32 p.m. by Buddy Luce.
Agenda Item #2, Approval of the MINUTES for the July 20, 1994 meeting.
Bethann Scratchard made a motion to approve the MINUTES with the changes noted. Second
by Stephen Apple.
Agenda Item #3, Alternative Bids for Gym
Warren Anderson, representative from JCL, Inc., presented the bid tabulation sheet to the
committees and discussed the difference between the bids. There were four (4) contractors -
K.C. Building Co., Inc., Mid -South Contractors, Inc., The Ridgemont Company, and Tommy
L. Carter Construction. Mid -South declined to submit a bid because the cost of the project,
with the combined gym and classrooms, would exceed their bonding limit. However, they
could bid on just the gym construction if the project is open for re -bids later. K.C. Building
was the "low bidder" for the middle school project, however, they elected not to bid the
alternate (gymnasium). The next "low bidder" was The Ridgemont Company on the
gymnasium itself. Is it possible to award the Base Bid to K.C. and the gymnasium portion to
The Ridgemont Company? If so, would Ridgemont be willing to construct just the gym at the
bid price. Discussion with Ridgemont confirmed they would. The bid specs did not specify
that the bid could be split with contractors. Another option would be to put the gymnasium
out to bid on its own as a single package. Time frame if re -bid would be about one month
with ultimate completion expected before next school year.
The bids reflect only construction costs, there are no architectural (SHW, Inc.) fees included
(which would be about $44,000).
Mr. Anderson then discussed the issue of the cost of the project; the bids indicate the project
Joint Utilization Committee Meeting
September 22, 1994
Page 2
will exceed the original $500,000 price tag for the gymnasium. The cost overage is a result
of the design from just a gymnasium to a community recreational facility with additional rooms
which has added an additional 35,000 sq. ft. How do we address the difference of the cost of
of the additional space? The bid contains some "add" alternates that could be added at another
time.
The committees reviewed various aspects of the bid alternates; the a/c for the gym, roofing,
and the type of flooring. The committee agreed that a synthetic flooring would be best suited
for the needs of the gym/rec center.
A motion was made to table this item until the next meeting (Oct. 3) and to ascertain the
answer to the legalities of splitting the two bids, or whether to go back to re -bid. Unanimous
to table.
Agenda Item #2, Report on Progress of Bicentennial Park
Kim McAdams, SPDC Project Manager, reported that the improvements are out for bid with
over 10 contractors picking up the bid packages. Bids will be opened September 30 at 10:00
a.m. An addendum to the bid will be sent to the bidders requesting estimated completion time
with the City's expected completion time (September 95).
Agenda Item #3, Report of the Shady Oaks School Site
Site work has started, the grounds cleared, contours laid out, trees removed along Shady Oaks.
Completion on the earthwork part of the project is mid -November with the building
construction to go out for bid next week. Bids will be opened on the base building October
20. The construction time frame is that the shell of building on the elementary side and
gymnasium will be constructed by start of school next year. The intermediate school side will
be completed the following year before start of school. Irrigation can be started before next
Spring. Soccer fields may be ready for play by next Fall. A construction fence needs to be
installed during construction. Also, a fence will be constructed between the site and the
property owner's property to the north.
Agenda Item #6, Liability for Ancillary Groups
This item was discussed because Mickey O'Brien asked to donate the construction of soccer
goals for the soccer facilities and the potential liability, whether the city could go ahead and
build the goals and have the soccer association reimburse them. Ted Glowacki said the CISD
would build the goals and the soccer association will reimburse them for the materials. It
Joint Utilization Committee Meeting
September 22, 1994
Page 3
would be school property with liability being the District's responsibility.
Agenda Item #7, Executive Session
No Executive Session was held.
Agenda Item #8, Reconvene
No action necessary.
Co-Ch ' Rick W' m
Co-C air, dy Luce
AT ST:
Tom/Elgin, P14#r, Community Development Department
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