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HomeMy WebLinkAboutMPD-03/14/2015MATTITUCK PARK DISTRICT BOARD OF COMMISSIONERS SPECIAL MEETING MINUTES MARCH 14, 2015 Attendance Gerard Goehringer, Co -Chairperson Michael Ryan, Co -Chairperson Russell Williamson, Commissioner David Prokop, Legal Counsel Lynne Krauza,-Secretary CALL TO ORDER L. Krauza, called the meeting to order at 9:03 a.m. Pledge VETERANS PARK PARKING LOT PROJECT APPOINTMENT: Chris Dwyer, L.K. McLean Associates, P.C. We discussed finalizing the bid packet for this Project. G. Goehringer suggested two speed bumps in the parking lot to prevent speeding, donuts, etc. R. Williamson said they should be placed east to west with a break in between to allow for plows and other equipment. C. Dwyer said we also need to make sure drainage is still promoted. C. Dwyer recommended asphalt speed bumps. M. Ryan asked whether the speed bumps would be permanent and G. Goehringer said yes. M. Ryan questioned the speed bumps when plowing, etc. R. Williamson said that we will have to cone them off during snowstorms. G. Goehringer reminded C. Dwyer that we need to add the overlay area, around 4,000 sq. ft. C. Dwyer said he added this area to the bid packet and added crack fill, if necessary. D. Prokop asked if striping and hydroseeding were part of the bid packet and C. Dwyer said it was. C. Dwyer said we can lessen the area for hydroseeding. C. Dwyer said that beach grass will be planted on the east side, a slight berm. D. Prokop questioned the cost of the plugs for the beach grass. C. Dwyer suggested going with the bare root which is cheaper and DEC would be okay with this. C. Dwyer said we could also soften the frequency of the plugs. C. Dwyer said he can put a mechanism in the bid packet to allow for eliminating or decreasing an item. C. Dwyer said the existing drains will be cleaned and the new drains will go to the North to give us our parking lot back and it won't be a tub in rainstorms. The pre -bidders conference will be part of the packet. C. Dwyer suggested we not make it mandatory in case a contractor can't make it. C. Dwyer said the existing asphalt can be used as a sub -base material. -1- C. Dwyer said the roles are defined in the conditions contract portion of the bid packet. He said the technical specs are written the same as most Public Works Projects. He said this will give us flexibility. He said that this Project will be very attractive to local contractors. C. Dwyer will provide us with 15-20 copies of the final bid packet and send L. Tortora a digital version. C. Dwyer said there are forms to complete within the body of the bid packet. C. Dwyer said if the administration of this is a burden on us, then we can change it. D. Prokop said we didn't do this for the Bulkhead Project. D. Prokop stated that we need an engineering firm to do inspections and to certify payments to the contractor. C. Dwyer's firm can provide this assistance which was part of their original Proposal. C. Dwyer's firm will provide monitoring and administration services and up to 14 inspections and will certify payments. No payments to the contractor'unless they have been certified by the engineer. C. Dwyer said that compaction tests are included in the bid packet at no additional cost to us. C. Dwyer said that the GC cannot perform these tests and this is a GC expense. C. Dwyer will provide the "successful bidder with 5 sets of plans. C. Dwyer will remove the temporary office trailer from the bid packet because it is not necessary and leave in the porta potty language. We will publish the Legal Notice for this Project in The Suffolk Times on 3/19/15. We will advertise one week only. We will open the sealed bids at our Work Session on 4/2/15 at 6 p.m. We will award the bid at our.monthly meeting on 4/7/15. This schedule is necessary so that we can have the'Project done prior to Memorial Day weekend. C. Dwyer will provide us with a list of contractors to send the bid packet to. C. Dwyer will have the final bid packet ready by 3/19/15. G. Goehringer suggested 35 days to complete the Project from signing of contract. C. Dwyer said you don't want to intimidate anyone from bidding with the time frame. It was agreed that 35 days will be placed in the bid packet. The pre -bidders conference will be scheduled on 3/26/15 at 10:00 a.m. Two Commissioners will need to be present. L. Tortora should be present as well. D. Prokop asked about the payments outlined in the draft bid packet. All information in the bid packet pertaining to payments will be changed so that payments are at the discretion of the Commissioners. C. Dwyer will certify payments to the GC. D. Prokop asked that language regarding waiver of lien be added and C. Dwyer will take care of this. It was agreed that a maintenance bond is required. C. Dwyer said the performance bond morphs into a maintenance bond and that 5% is held at the end of the Project for this purpose. This language will be left in the bid packet. -2- D. Prokop asked that the list of subs that a GC will use be submitted with the bid and C. Dwyer agreed. D. Prokop said Item 1, Div. 1 of the General Requirements regarding payments needs to be changed so that all payments are made at the discretion of the Commissioners. Item 2, Div.1 of the General Requirements will be removed entirely. Item 3, last paragraph removed and language changed regarding payments. Item 4, survey stakeout, language changed to licensed surveyor, engineer or MPD rep. Item 5, new payment language to be inserted. R. Williamson said most GC's have surveyors that work with them. G. Goehringer asked C. Dwyer to let us know if he feels that more than 14 inspections will be needed for this Project. D. Prokop will send C. Dwyer the Legal Notice we did for the Bulkhead Project. It was agreed that bid packets will be picked up from C. Dwyer's office. Liquidated damages query - $1,500/day. L. Krauza said she believes that we agreed to $500/day and that was C. Dwyer's recollection. L. Krauza will check her notes and get back to the Commissioners. C. Dwyer will send .D. Prokop the Word documents once revised and will send to L. Tortora as well. RESOLUTIONS Resolution 2015-23 authorizing the Clerk to solicit bids for the Veterans Park Parking Lot Project was unanimously approved. Motion by M. Ryan, seconded by R. Williamson, all in favor and motion carried unanimously to adopt Resolution 2015-23. Resolution 2015-24 authorizing the Secretary to publish the Legal Notice for the Veterans Park Parking Lot Project was unanimously approved. Motion by M. Ryan, seconded by R. Williamson, all in favor and motion carried unanimously to adopt Resolution 2015-24. Resolution 2015-25 retaining L. K. McLean Associates, P.C. for construction administration services in connection with the Veterans Park Parking Lot Project at a cost not to exceed $1,450.00 was unanimously approved. Motion by M. Ryan, seconded by R. Williamson, all in favor and motion carried unanimously to adopt Resolution 2015-25. PUBLIC COMMENT There was no one in attendance from the public. -3- There being no further business to come before the meeting, motion by G. Goehringer, seconded by R. Williamson, all in favor and motion carried to adjourn the meeting at 11:10 a.m. -4- RESOLUTION 2015-23 RESOLUTION AUTHORIZING THE CLERK TO SOLICIT BIDS FOR THE VETERANS PARK PARKING LOT PAVING PROJECT RESOLVED that the Board of Commissioners of the Mattituck Park District hereby authorize the Clerk to solicit bids for the Veterans Park Parking Lot Paving Project. RESULT: ADOPTED 3/14/15 (Unanimous) RESOLUTION 2015-24 RESOLUTION AUTHORIZING THE SECRETARY TO PUBLISH THE LEGAL NOTICE FOR THE VETERANS PARK PARKING LOT PAVING PROJECT RESOLVED that the Board of Commissioners of the Mattituck Park District hereby authorize the Secretary to publish the Legal Notice for the Veterans Park Parking Lot Paving Project in the March 19, 2014 edition of The Suffolk Times. RESULT: ADOPTED 3/14/15 (Unanimous) RESOLUTION 2015-25 RESOLUTION RETAINING L.K. McLEAN ASSOCIATES FOR CONSTRUCTION MONITORING SERVICES FOR THE VETERANS PARK PARKING LOT PAVING PROJECT RESOLVED that the Board of Commissioners of the Mattituck Park District hereby retain L.K. McLean Associates, P.C. for construction administration and monitoring services, including 14 inspections, for the Veterans Park Parking Lot Paving Project, all in accordance with their Proposal dated April 30, 2014, at a cost not to exceed $1,450.00. RESULT: ADOPTED 3/14/15 (Unanimous)