all right i would like to please call
the february 22nd 2022 board of control
meeting to order
uh
mayor ben kessler chair i am present
troy markham city council president
president
matt mcpeak president or present or
president whatever you want oh that's
how it's gonna be huh
that's right
okay i'm gonna
go ahead and pull up on the screen our
agenda
for this evening
which does include some meeting minutes
from february 15 2022
that was when
um i thought it was the 18th it was the
15th yeah time flies when you're having
fun
no no
yeah here it is 15th
uh we reviewed the jeffery mansion
cooling tower bid sheet
uh we had uh mr price these are
excellent minutes very detailed mr price
you joined us by phone and we approved
the ohio heating and cooling and then we
adjourned
um i have a motion to approve those
minutes
motion to approve
wait i have a question i was marked as
not in attendance in the top is that
correct and then it is coming in okay
sorry mister
i think we can make it more clear that
you are in attendance
uh it was not a roll call okay
that just looked like we can make a note
on roll call that you joined yep okay
okay we just wanted to shame you a
little bit thank you for that that
worked effectively
so i will take the motion to approve the
minutes as as amended as we just
discussed yes is that correct yes
and i will second that seconded by mr
mcpeak any further discussion of the
minutes
all in favor say aye aye for the same
sign motion carries minister passed
review of proposed agreements so tonight
we have in front of us the commonwealth
west field bids
and um
i
we have attached the
estimates now that there were
there are multiple categories for this
estimate so to orient you the field
renovation
is one category that received three bids
irrigation electric insulation another
category that re received three bids
booster pump was the one that i
discussed before
there was a sole source based upon the
manufacturer
of the pump that was specified in the
drawings or the specifications i guess
and then there were the service
providers in designing and consulting uh
really i wouldn't
it's fine to have them in here they were
they're ancillary to this so that would
not have included them at their rows so
you can i would ignore those lower two
rows those were the uh
contractors in into the design process
so
um
with that we have with us field source
and mr price or ryan right
sorry i'm going to call you field source
ryan
ryan field source i'll visit probate for
tomorrow and have a name change thank
you
it's a hyphenated last name ryan fields
um sorry ryan
we've only met like
10 different times um so
let's talk about any any anything you
want to talk about with with the bid
process anything that stands out no i
think you know trying to stay true to
what uh
uh mr price had laid forward with the
legislation that came out to make sure
that we had
inclusive bids on all facets of the
project right uh really the only issue
that we ran into again with the booster
pump uh that particular vendor is the
only it's the sole source in the state
of ohio for that pump so any other bids
that we would receive they would have
been buying and then parking that up so
um other than that i think again uh
fairly straightforward it's a it's a
spring project it's two different
projects between west and east and so
this gets us on a team table to get this
done
here this spring before summer allows to
grow in through the summertime and then
plant the fall and transfer over to east
at that time
and i will note that this works a little
differently than most of our bids
because we're functioning as a general
contractor with oversight of ryan and
field source so
typically we just have one number we're
comparing in this instance i believe
that we're recommending that we approve
hickory valley sod farms
a figure and that we're recommending
rain one irrigation is that correct as
the lowest bids they are also the best
bids in your opinion yes sir um and then
uh
in doing so uh we're also
by extension we're approving the
technical choice for the booster pump
irrigation design services
sorry we're not that's really not part
of the scope so
now i do have a quick question um
the technical choice is the irrigation
design services also supplying the pump
is that
what's that is that an issue in your
mind no i mean
only in terms of the fact that
they only spec
like that's literally the top of one
it's a cadillac type bump that is going
to serve okay that location a lot of the
other pumps of what we found in our
experience have been
sort of lower quality and if they break
you have to buy an entirely new pump as
opposed to buying a 500 or a thousand
dollar part to fix it was your
recommendation to go with this vendor
based upon your experience with their
performance that's correct okay
what is the ag design why does it have
that unit cost and that standard cost
isn't correct i noticed that that's not
correct it should be the 107575 okay is
there
i mean that's a pretty big discrepancy
there between that that one
and the other two that one is again as
we mentioned in the meeting about the
contractors
pricing accordingly to their workload
okay that's definitely one that supply
and demand they're high demand right now
okay
um
so
when we met earlier i think the west was
190
total is that correct
and i just did quick math because and it
looks like this is totals up to 165.
190.
but if i take all the lower estimates
here i think it's closer to 165 or am i
misinterpreted there's um contingency
funds in the totals
for one oh so
yeah
so we have contingency built in that's
ten percent of our hard construction
costs these right here are internal
costs which will realize
the growing fix so
fertilizers such and then also stand for
top dressing
to get the field playable okay so this
is one of two uh okay got it i didn't
see that all right this represents the
total cost to the city to do this
project the other one represents the
contracted work that we would have to go
to bid for
that make sense
yeah
um but
most everything else is that we don't
have these are
third-party fees though as well correct
they're not that we don't capture
internal labor to support the project i
guess
there are there's some internal labor uh
growing fertilizer plant protectant so
it's internal
i assume that the
sand top dressing is internal
so that that's a labor it's not
additional
like i mean we've got to buy some
material costs this doesn't include any
of the labor of our guys doing the work
it's the material cost for it okay all
right but okay so what we've got here
would be 165 000 or so in third party
fees that we're paying that we bid it
out and then we have
these additional
lower cost items that bring the total
project to the 190
plus contingency money plus contingency
money okay thank you thanks okay all the
labor external labor is just laying this
down and putting it together after it
starts that's we're using our own guys
right
correct
although we have looked into
retrofitting those delivery robots at
osu to maybe do some of this work but i
don't i don't think that's an option yet
is that correct
you bet that you'd be a billionaire it's
coming it's coming you did bring the
lawnmower
yeah the new ones coming out the new one
will know patterns and designs and
actually we can do the video with the
view for backstage i bet it will
yeah
okay good to know
it's electric
yeah right solar charge man just keeps
getting better
if only there weren't trees breathing
that's going to say bring up all that
solar
one quick question i have ryan
assuming this gets approved you will
then bring the quotes
the contracts to us for each of the
vendors to have signed that will be the
process
any further questions for all right now
i'm getting nitpicky sorry um if i look
at the
rain one irrigation on the first tab
it's forty six thousand and then this is
forty four thousand five hundred
so i just want to make sure we get the
accurate the accurate number captured so
let's see here then i don't see
technical choice 87 750 oh no i do see
that now sorry um
yeah
i said the wrong number
okay
so we need to change the amount to 1
92
project total that really i think or am
i
whatever you're comfortable with is what
we need to do but probably from the
technical perspective we're approving
the hickory valley sod farm bid and
we're proving the rain one irrigation
bid and we're approving the technical
choice bid okay okay okay and we're
waiving the
three
bid requirement for taxable choice even
though it falls below the 62 000
threshold because of aggregate that's
bigger than 50. so what we're doing here
is approving the
bits
yeah it's good to know okay it would
have an impact to your point it would
have an impact on my presentation
earlier that says that here's where
we're going to be a shortfall it's not
going off by 1500
that will be
but that'll be something we'll have to
address when we move but that's
something we'll have to address when we
move to east yeah and go through the
okay
it's really interesting i rarely see
pricing as tight as it is on irrigation
electric that was interesting
well the prices have gone up so much
with respect to materials on that side
that they've got
much more competitive
like meaning that before
people would hide costs and materials
and say oh they're you know they're this
they're that and now it's gone up so
much i mean i already said the
price on the uh pipe has gone up like
120 to 130
in the last nine months and then the
hard goods so like the irrigation heads
the controllers all that have gone up
about 35 to 40
yeah
and the new price increase that takes
effect
next week is already priced into this
that was what that 1500
should have bit everything out april
2020 right
shoulda coulda i still think that this
gc model is a great way to do it and i
appreciate you guys putting the work
into it thank you thank you
so is there a motion
could i suggest that i would be
entertaining a motion to approve
the hickory valley sod farm field
renovation bid the rain one irrigation
irrigation electric installation bid the
technical choice booster pump bid
for the commonwealth west project
and you're not adding the other ones
irrigation design and
professional services yeah they don't
really need i mean we can note the
technical choice we'll be doing
irrigation design and field sources
field renovation consulting services
who's already
done the work all right so moved
i'll second it
emotion's been made and seconded
um
i do want to get i'm going to be a
little bit of a stickler here for a
second
because this is the first time we've
done this i want to make sure we follow
the process exactly correctly
which is
um
well i might need a change to the motion
hold on
so
in the instance when
there's less than three quotes
you have to inform the city council
which
that
less details
providers
okay
and that it's recorded in the minutes uh
i think we recorded that in our minutes
all right yeah why okay sorry
motions are made and seconded uh as
stated um any further conversation
all in favor say aye aye
oh the same sign
motion carries that is approved i also
want the minutes to formally note which
i think they do
that the reason for only having one
bid for the booster pump component
uh was that that was a the best
equipment spec'd
by both our
field renovation consulting services and
our irrigation design services therefore
we were narrowed down to one choice on
it so thank you
any other business before the border
control
would anyone like to adjourn this
meeting motion to adjourn motion made by
troy markham second by magic peak second
at all in favor say aye aye we're
adjourned
you