Proceedings of the Board of Trustees
Lockwood School District No. 26
Yellowstone County, Billings, MT
Special Meeting of May 31, 2007
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The special meeting of the Board of Trustees of School District No. 26, Lockwood Schools, Yellowstone County, was duly held in the Board Room, 1932 U.S. Highway 87, Billings, Montana on Thursday, May 31, 2007.  Chairperson Susanne Vinton led those present in the Pledge of Allegiance and called the meeting to order at approximately 12:00 noon.

Trustees and officers present were Trustees:  Jason Hamrick, Tim Sather, Sue Vinton, Teresa Stroebe, Becky Malenowsky and Peter Freivalds (via speakerphone); Superintendent Eileen Johnson and District Clerk Diane Brook.  Trustee Greg Bochy arrived later.

Registered guests present were Scott Chartier, Shane Flohr, Duffy Duffield, Todd McKeever, Gary Weber, and Todd Dixon.  Others present were Terry Sukut and Art Anderson.

A. Bids for Phase I of the Building/HVAC Remodel Project will be opened by High
TechConstruction, Construction Manager for the project.

Mr. Chartier advised that Phase I included Schedule I and Schedule II.

B. Bids will be read aloud, recorded, and taken under advisement.  There will be
no action by the Board of Trustees at this time.

The sealed bids were opened and read aloud by Scott Chartier of High Tech Construction.  Scott advised that the bids would be taken under advisement.  On Tuesday, June 5, 2007, there will be another special meeting of the Board of Trustees.  At that meeting Scott, representing High Tech Construction, will make a bid award recommendation to the board from the bids received today.

The bids were as follows:

Bid Security
Schedule 1
Schedule 2
Castlerock Excavating
Gary Weber Construction
H.L. Ostermiller
Huppert Construction
JTL Group
Paradise Excavating, Inc.

No Bid
No Bid
No Bid
No Bid
No Bid
No Bid

Mr. Chartier advised that Gary Weber Construction and JTL Group were the apparent low bidders, and he reiterated that on June 5, 2007 at 12:00 noon they will make their recommendation to the board.

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Special Meeting
May 31, 2007

Trustee Greg Bochy arrived at 12:15 p.m.

Chair Vinton asked if there was any discussion; she advised that this is not an action item. 

Greg Bochy asked if they had an estimated cost for Phase I and wanted to know how bids compared to that cost.

Scott said there was some additional paving and concrete included with the Phase I bid that are not a portion of the actual building project.  These items were included with the bid to facilitate cost savings by completing them together with project work.  The cost of those items will not be included with project estimates. 

He thought that their original estimate for this scope of work was about $420,000.  He believes they may be over about $50,000, but he thinks that is hopeful because they had added scope to the project.  The scope added included 220 feet of water line, completion of the loop bringing the waterline to the west side of the elementary school, large back flow preventers on the new line, new fire hydrants, and vaults.  The costs of the vaults were $14,000-$15,000 each, which is a significant addition to the project.

The additions to the project became necessary when Lockwood Water and Lockwood Fire became aware that the school location was moved from the preliminary site proposed to the current site.  With the current location, these items are a requirement.  Lockwood Water did waive the metering requirement, which was a cost savings. 

Greg asked if all bidders were licensed and bonded, and if they are not would the district have to contract with them.

Scott advised that all bidders had provided bid security.  High Tech Construction will provide an overall performance bond. 

Sue Vinton asked if High Tech Construction is responsible for the verification that each bidder has the appropriate insurance coverage, etc.  Scott replied yes.

C. Contract for High Tech to Serve as Construction Manager for the Building
    and HVAC Projects.

Eileen advised that Art had spent many days with our attorney and with Scott to get the contract developed and completed.  Eileen said she has reviewed it in great detail, and she thinks it is a good contract.

Trustee Bochy said he appreciates Art’s knowledge in this area.

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Special Meeting
May 31, 2007

Teresa Stroebe said she would take the recommendations of Art and Eileen and move to accept the contract for High Tech to serve as Construction Manager for the Building and HVAC Projects.  Greg Bochy seconded the motion.

Chair Vinton asked if there were any questions. 

Peter Freivalds asked about the role of the owner’s designated representatives, Eileen and Art.  He wanted to know if they have carte blanche to make decisions about the project or when decisions will be brought to the full board.

Eileen advised that the policy that limits her approval to $25,000 or less apply to this project.   She also commented that she and Diane are the authorized representatives with authority to sign; Art does not have that designation.

Teresa said the bottom line is that the board is still in charge.

Art said in addition to the existing contract, there will be four addendums.  These addendums will relate to each phase (Phase 1 – Phase 4) of the project that will be bid.  Scott will develop the phase bid packs and add his fee to the recommended bids.  At that point, the board has to approve the addendum before the next area of the project can commence.  If there is a change in scope, we would negotiate with High Tech and that decision would come before the board.

Sue asked if the contracts have been reviewed by Attorney Larry Martin.  Eileen said yes; Larry has been involved in the development of the contract and its review.

Mrs. Vinton said there are weekly meetings involving Terry Sukut, Art Anderson, Scott Chartier, and Eileen Johnson.  If there are changes that need board attention, Eileen and Art will bring them to the board.

Peter asked about the completion date being December 2009.  Art advised that date is for completion of the entire project.  Each phase will have a completion date.

Eileen advised per the bond agreement, the project and all payments for the project must be done by December 2009.

Art said he believes that the contract is a good document.

Sue called for the question.  Jason Hamrick, Tim Sather, Sue Vinton, Teresa Stroebe, Becky Malenowsky, Peter Freivalds (via speakerphone) and Greg Bochy voted aye.  The motion passed unanimously.

Scott updated those present about the next steps and timeline for bidding the following phases of the project.

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Special Meeting
May 31, 2007

Mr. Chartier advised the site report showed that the collapsible soils are much more of an issue than was originally thought.  A lot more over excavation will be necessary.  They are trying to get the best under-soil support system possible.  There are some new products available that they have not used before. By taking this out of Bid Pack No.1 and putting it into Bid Pack No. 2, we will have more time to investigate the new products.

The next phase will have the footings, foundation, and building pad preparation. The bid pack should go out June 17 with the bid date in July.  They will be asking for two meetings in July: one to open the bids and one to approve Addendum No.2.

Bid Pack No. 3 should go out in mid-August.  There will probably be about two to three weeks of bidding time.  Some time after Labor Day, we’ll have the numbers together for the Middle School.

By late September or early October all the design documents for the HVAC renovation project will be complete.  It will go out for bids in October or early November.  Those work programs that we can commence at that time will be done.  The remainder will lead up to the three-month window during the summer of 2008.  The second component would be completed in the three-month window in the summer of 2009.  The project will be complete by August 2009.

Teresa said it sounds logical, and she has confidence in the process.

Trustees were reminded of the special meeting on June 5, 2007 at 12:00 noon.  Sue Vinton and Greg Bochy will be absent.  Peter Freivalds said he would be available by speakerphone again.  It was noted that there will be a quorum.

Greg Bochy moved to adjourn the meeting at 12:45 p.m.  Peter Freivalds (via speaker-phone) seconded the motion.  Jason Hamrick, Tim Sather, Sue Vinton, Teresa Stroebe, Becky Malenowsky, Peter Freivalds (via speakerphone) and Greg Bochy voted aye.  The motion passed unanimously.


___________________________      ___________________________
Sue Vinton, Chairperson                  Diane M. Brook, District Clerk

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