2016, 05-03 Special MINUTES
City of Spokane Valley
City Council Special Meeting
Tuesday,May 3,2016
Attendance:
Councilmembers: Staff:
Rod Higgins, Mayor Mark Calhoun, Deputy City Manager
Arne Woodard, Deputy Mayor Cary Driskell, City Attorney
Ed Pace, Councilmember Chelsie Taylor, Finance Director
Sam Wood, Councilmember John Hohman, Comm & Eco. Dev Director
Bill Gothmann, Council Pro Tern Steve Worley, Cap. Improvement Program Mgr.
Eric Guth, Public Works Director
Mike Stone, Parks&Rec Director
Erik Lamb, Deputy City Attorney
Deanna Horton,Administrative Assistant
Carolbelle Branch,Public Information Officer
Christine Bainbridge, City Clerk
Mayor Higgins called the meeting to order at 5:00 p.m.
ROLL CALL: City Clerk Bainbridge called the roll; all Councilmembers were present.
Agenda Topic: Motion Consideration:
City Hall Bid Award—Steve Worley, Eric Guth, Mark Calhoun, Chelsie Taylor
Director Guth explained that tonight's motion is for the bid award for the construction of the new city hall;
as mentioned last week, he explained that there were nine bidders, shown on the bid tabulation along with
the engineer's estimate; said that Meridian Construction, Inc. was the low bidder and staff did a reference
check on some of their past projects. Mr. Guth said he is pleased to report after due diligence, staff found
nothing negative for this contractor;said the low base bid was$8,965,000,and the highest of the other eight
bidders was $10,489,000; so the bids were pretty tight. Mr. Guth mentioned the spreadsheet shown on the
screen, which shows the nine alternates to the base design, with alternate #6 omitted, which was the
electronic access control system,which was included in the base bid. Mr. Guth also noted that sales tax for
the bid amounts to $885,242.40, so a grand total of base bid with all alternates is $11,060,442.40; and said
that he and Deputy City Manager Calhoun and Finance Director Taylor will be working with that
spreadsheet as Council determines what, if any,alternates to exclude. Deputy Mayor Woodard asked if we
have any experience with the subcontractors. Mr. Guth said he received some feedback on some of their
subcontractors, but wasn't sure of the particulars.
Discussion turned to the alternates and Council viewed and discussed some of the renderings and associated
costs of the ceiling in the council chambers and lobby,and the top of the guardrails; Council also discussed
alternate #7, the steel fencing; after which Deputy Mayor Woodard asked Ms. Taylor to show what the
figures would be if alternates 4, 5, 7 and 8 were eliminated. Ms. Taylor said that would bring Meridian's
total to$10,590,315.That exercise was repeated with alternate 7 added back in. There was also discussion
among Council about alternate#10,what it might cost to eliminate those poles, and of the idea of having a
separate contract for that work. Mr. Calhoun said the underground cost is about$60,000 and alternate 10
would provide the infrastructure for the undergrounding of utilities. The full versus the partial basement
was also discussed with Council agreeing that the cost is so economical,that it would be prudent to include
the full basement. Councilmember Pace added that he agrees with a full basement but not for future
expansion of government; and said a future project might include walling off part of the basement and
partnering with the Arts Council to have an art gallery.
Council Minutes:05-03-2016 Page 1 oft
Approved by Council: 05-10-2016
It was moved by Deputy Mayor Woodard and seconded to award the City Hall construction contract to
Meridian Construction,Inc., as the lowest responsive and responsible bidder, in the amount of$10,590,315,
which includes the base bid and alternates 2, 3, 9 and 10 and sales tax, and authorize the Deputy City
Manager to finalize and execute the construction contract. Mayor Higgins invited public comment. Mr.
Clyde Smith, Spokane Valley: asked some questions about the square footage of the basement and whether
the price and quality of the products were considered. Mr. Hohman said the square footage is about twelve
to fourteen thousand square feet; and Mr. Calhoun said the products were specced out in the plans. There
were no further comments. Vote by Acclamation:In Favor: Unanimous. Opposed:None. Motion passed.
Discussion turned to the undergrounding wiring and removal of the poles. It was moved by Deputy Mayor
Woodard and seconded to authorize the Deputy City Manager to negotiate the undergrounding wiring and
removal of the poles as per Modern Electric, and to go ahead and contract with Modern up to$100,000 as
necessary to get the undergrounding done. Mayor Higgins invited public comments; no comments were
offered. Vote by Acclamation:In Favor: Unanimous. Opposed:None. Motion passed.
It was moved by Deputy Mayor Woodard, seconded and unanimously agreed to adjourn. The meeting
adjourned at 5:33 p.m.
ATT./ L.R. Higgins;• ‘o
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Christine Bainbrid_-, City Clerk
Council Minutes:05-03-2016 Page 2 of 2
Approved by Council: 05-10-2016
Bid Tabulation Form AArchrtcctscWest -.
Spokane Valley City Hall Preliminary
Base Bid-April 21,2016 @ 2A0 PM Alternate Bids-April 21,2016 @ 3:00 PM
Western States Northcon
Engineer's Estimate Baker Leone&Keeble Lydig Meridian Neeser T.W.Clark Walker Construction
Addenda C1 2 _. 3-.)C-1 2 3 `1 2 ) 3C.---2 C1 2 C 2____) 41110.111.11. 41111.1111° 4111111Ear, 411111MP
Non-collusion Cert. X X X X X X X X X
Bid Security X X X X X X X X X
Base Bid $10,118,433.00 $9,425,000.00 $9,110,000.00 $9,470,000.00 $8,965,000.00 $10,489,000.00 $9,336,000.00 $9,394,000.00 $9,500,000.00 $9,570,000.00
Alternate No.1
$363,349.00 $365,734.00 $306,000.00 $278,000.00 $350,000.00 $288,000.00 $282,000.00 $384,000.00 $329,000.00 $345,575.00
Provide Half Basement
Alternate No.2
$943,007.00 $980,000.00 $686,000.00 $584,000.00 $680,900.00 $516,000.00 $655,000.00 $771,000.00 $831,000.00 $659,580.00
Provide l=ull Basement
Alternate No.3
$16,688.00 $6,987.00 $6,600.00 $6,800.00 $6,500.00 $6,600.00 $6,000.00 $6,600.00 $6,200.00 $9,100.00
HVAC Zoning Kit
Alternate No.4
$90,513.00 $150,191.00 $177,000.00 $123,000.00 $150,000.00 $151,474.00 $107,000.00 $104,300.00 $154,000.00 $155,525.00
Linear Wood Ceilings in Lobbies
Alternate No.5
Linear Wood Ceilings in Council $48,060.00 $60,737.00 $89,800.00 $70,800.00 $59,000.00 $64,000.00 $56,000.00 $53,400.00 $62,000.00 $61,800.00
Chambers
Alternate No.6 NOT USED
Alternate No.7
$88,266.00 $201,499.00 $201,000.00 $222,000.00 $213,500.00 $209,212.00 $199,000.00 $206,200.00 $207,000.00 $217,850.00
Steel Fencing in lieu of Chain Link
Alternate No.
Rail $10,747.00 $2,975.00 $1,100.00 $3,760.00 $10,000.00 $5,202.00 -$500.00 $9,620.00 $12,000.00 $2,460.00
Wood Top Rail at Guardrails
Alternate No.9
Spray Foam Insulation in Exterior $57,565.00 $61,110.00 $47,000.00 $49,200.00 $46,000.00 $50,498.00 $49,000.00 $47,322.00 $47,500.00 $48,000.00
Walls
Alternate No.10 Provide
infrastructure for undergrounding of $40,000.00 $40,323.00 $37,700.00 $36,800.00 $44,300.00 $50,450.00 $24,000.00 $28,485.00 $65,000.00 $30,520.00
utilites along Sprague Avenue
Subtotal w/Alt 2-10 $11,413,279.00 $10,928,822.00 $10,356,200.00 $10,566,360.00 $10,175,200.00 $11,542,436.00 $10,431,500.00 $10,620,927.00 $10,884,700.00 $10,754,835.00
Sales Tax $992,955.27 $950,807.51 $900,989.40 $919,273.32 $885,242.40 $1,004,191.93 $907,540.50 $924,020.65 $946,968.90 $935,670.65
Total w/Alt 2-10 $12,406,234.27 $11,879,629.51 $11,257,189.40 $11,485,633.32 $11,060,442.40 $12,546,627.93 $11,339,040.50 $11,544,947.65 $11,831,668.90 $11,690,505.65
Plumbing Subcontractor 3-V 3-V Prof.Piping 3-V 3-V 3-V Prof.Piping 3-V Pro.Plumbing
HVAC Subcontractor Metalcraft Metalcraft Metalcraft Metalcraft Metalcraft Metalcraft Metalcraft Air Tech R&R Heating&Air
Electrical Subcontractor Petersen Petersen Petersen Petersen Dorsh&Kahl Diamond Petersen Petersen Petersen
*Bids are under advisement pending City Council meeting on May 3,2016 at 5:00 p.m.