MINUTES
BOARD OF TRUSTEES SPECIAL MEETING
The Board of Trustees of Anderson
County School District Number Five met in the Offices of the Board this date
with the following members present: Mr.
NOTICE
TO MEDIA
In accordance with the S. C. Code of
Laws, 1976, Section
CALL
TO ORDER
Dr. Burriss called the meeting to
order at
APPROVE
BID FOR THE WEST MARKET CONSTRUCTION PROJECT
Mrs. Bagley stated that seven construction
companies attended the pre-conference bid; however, only three of the seven
companies submitted a bid for the West Market construction project. She then distributed the Re-Bid Tabulation sheet
and reported that Melloul-Blamey Construction, LTD came in with the lowest bid of
$6,845,000. She stated that the bid is
approximately $300,000 more than the District’s estimated price of approximately
$6,551,000, but we believe that this bid is within an acceptable range and that
we can manage the cash flow.
The Administration recommended the Board
approve Melloul-Blamey Construction, LTD’s bid of $6,845,000 subject to satisfying
the requirements of the District Procurement Code.
Mrs. Bagley reminded the Board that the
original bid was approximately $2 million over the District’s estimated
projection. She then showed the
fly-around of West Market pointing out such items as the crayon fence, canopies,
and screened-in porches that were deleted after cutting approximately $1.2
million from the original bid.
Mrs. Huitt expressed concerns about losing
the canopies and the screened-in porches.
Dr. Talmdage asked if the canopies could be
added back at a later time to which Mrs. Bagley responded, yes. Dr. Talmadge also asked if the classrooms
still had outside doors and how easily could they be locked now that the
canopies are gone to which Mrs. Bagley responded, that the outside doors are
still there and the emergency lock down would not change.
In response to a question from Mr. Bradshaw
as to why the security cameras where not listed as an alternate on the bid
tabulation sheet, Mrs. Bagley stated that cameras are included but they are not
located at every door. Mr. Bradshaw
further stated that it was the consensus of the Board that alternate #1 would
be to add back the full security system.
Mr. Bradshaw went on to state that
the Board voted to delete $20,000 for the security system because the Administration
felt that we had enough outside cameras to suffice. However, he and other members of the Board had
expressed that security was important and, through a consensus of the Board,
the first alternate to be added back was the full security system.
Mrs. Bagley explained that the deletion
of two classrooms had been listed as an alternate, but the base price of $6.8
million included the two classrooms. The
alternates listed are deductions to provide flexibility if the bids had come in
over budget. There has not been an
add-on to this base price.
Mr. Alewine expressed concerns about
the wide variability in unit prices for “removing and replacing unsuitable
soil,” “re-spreading of topsoil,” “temporary grass,” “rock excavation,” etc. He stated that these prices need to be
investigated before entering into a contract.
This was followed by a lengthy
discussion on incurring additional costs through change orders, removal of a
fuel tank on the site, unknowns, etc. It
was suggested that the district go back and revisit these unit prices and ask Melloul-Blamey
to explain why their bid was much higher than other bidders in some areas.
Mrs. Bagley stated that all the
projects we have done thus far have been under budget, and overall the change
orders have been in our favor. Mrs.
Bagley stated that the District could go back and get an explanation, but the
bid received is the one the District must take action on.
There was continued discussion on the removal
of the tank on site, the cost for removing and replacing unsuitable soil, the
costs of unknowns, and placing the security system as Alternate #1.
Dr. Talmadge then asked if the
differences in estimates were enough for the Board to be concerned about.
In response to a question from Mr. Norris if
Melloul-Blamey was the low bidder for the Calhoun project, Mr. Colman responded
affirmative. Mr. Norris then asked Mr.
Colman how he saw Melloul-Blamey as it relates to their workmanship and bringing
the West Market construction project in on time.
Mr. Colman stated that we encountered
some problems with Melloul-Blamey on the Calhoun project; however, we
attributed the problems with Calhoun to the project manager. McMillan Smith & Partners informed the
District that Melloul-Blamey had a different project manager for three other
schools and the projects were on time, within budget, and the quality was
good. Our first request for the West
Market project will be to get a different project manager.
There were additional concerns
expressed about the problems the District experienced with Melloul-Blamey and how
they handled the Calhoun project. Some
of the concerns included the status of liquidated damages, the cost and time of
having to redo some of the work, and the length of time for actual completion
of the Calhoun project.
Mrs. Bagley emphasized that even
though the District has experienced some delays with the Calhoun project,
Melloul-Blamey has been responsive to all of our requests. We have very high standards, and we expect
high quality work. The reason there is
still a punch list for Calhoun is because we will not let Melloul-Blamey in the
school to disrupt classes. They are only
allowed in the school during weekends and holidays.
After further discussion, it was
requested by the Board that the Administration get an explanation from
Melloul-Blamey on the wide variability in unit prices and negotiate with the
company for comparable prices, answers to all of the Board’s concerns prior to
signing the contract, and a confirmation on securing a different project
manager for the West Market construction project.
Mr. Bradshaw further requested that the
cost of the full security system be added to the bid price to give the Board an
idea as to what the construction project would cost with the full security
system, and that the Board be provided with a total cost at the beginning of
the construction project and a total cost at the end of the construction
project.
Mrs.
Huitt made a motion that the Board approve the bid of $6,845,000 from Melloul-Blamey
Construction, LTD pending consultation with the superintendent, subject to a
favorable recommendation from the architect and provided that all of the
requirements of the District Procurement Code are met. Dr. Talmadge seconded the motion, which
carried unanimously.
Mrs. Bagley then distributed as
information an article from The State
newspaper relating to funds being allocated for 4K at-risk children.
Mrs. Bagley requested a
groundbreaking date for the West Market construction project. It was the consensus of the Board to have the
groundbreaking ceremony on
ADJOURNMENT
There
being no further business, Mrs. Ann Huitt made a motion the Board adjourn. Mr. Norris seconded the motion, which carried
unanimously.
(
CHAIRMAN SECRETARY
DATE
DATE
Recording Secretary
As Approved By Superintendent