ESTACADA CITY COUNCIL SPECIAL MEETING MINUTES

ESTACADA CITY HALL, COUNCIL CHAMBERS

475 SE MAIN STREET, ESTACADA, OREGON

MONDAY, AUGUST 20, 2007 - 6:00 PM

CONVENE MEETING

Mayor Austin opened the meeting at 6:00pm.

Present: Cr. Becky Arnold, Cr. Michele Conditt, Cr. Brent Dodrill, Cr. Norm Ernst, Cr. Richard Hartwig, Cr. Kay Nelson, Mayor Bob Austin, CR Denise Carey, Wade Creek Project Manager Dave Piper.

COUNCIL BUSINESS

Wade Creek Park Construction Bid Selection – Dave Piper distributed and reviewed information regarding the bids received for the Wade Creek Park Project. He stated that five bids were received. Two bidders failed to submit the required Prequalification Forms with their bids and one bidder failed to submit the required statement of First Tier Subcontractors. Civil Works NW Inc. is the responsive low bidder with a base bid of $326,981.25. Piper recommends including bid items 43, 33 and 45 with the base bid to make their bid a total of $355,358. Piper also reviewed a letter sent from JP Contractors, Inc regarding their bid and a response from the city’s attorney, Cindy Phillips, regarding that letter. Piper stated that the council could waive any irregularities in the bid process.

The Parks and Recreation Commission recommended that the council:

Reject the bids of JP Contractors, Inc and Anderson Pacific Contractors Inc because they failed to submit the required Prequalification Forms with their bids;

Reject the bid of PCR Contractors because they failed to submit the required statement of First Tier Subcontractors with their bid;

Award the contract to the responsive low bidder, Civil Works NW Inc, including alternatives of bid items 43, 44 and 45 for a total amount of $355,358;

Direct the City Manager to execute the contract with Civil Works NW as contained in the bid documents.

Piper also reviewed the budget and explained at this time there is a shortfall of revenue that could be made up with more Park SDC money or an interfund loan.

The Council discussed the information and the budget for the project.

Cr. Arnold moved to accept the recommendation of the Parks and Recreation Commission to reject the bids of JP Contractors, Inc and Anderson Pacific Contractors Inc because they failed to submit the required Prequalification Forms with their bids, reject the bid of PCR Contractors because they failed to submit the required statement of First Tier Subcontractors with their bid, award the contract to the responsive low bidder, Civil Works NW Inc, including alternatives of bid items 43, 44 and 45 for a total amount of $355,358, and to direct the City Manager to execute the contract with Civil Works NW, Inc. Cr. Ernst seconded the motion. Roll call vote: Cr. Arnold-yes, Cr. Conditt-yes, Cr. Dodrill-yes, Cr. Ernst-yes, Cr. Hartwig-yes, Cr. Nelson-yes, Mayor Austin-yes. The motion passed with 7 yes and 0 no.

ADJOURNMENT OF MEETING

The meeting was adjourned at 6:40 pm.