Minutes - Council Work Session - 03/13/2018

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Councilmember Kuzma stated that there was talk of televising the other Commissions and received confirmation that all meetings are now televised. City Administrator Ulrich noted that as discussed, he will add the preamble of the expectation for use of this policy, the additional notification period, amending the number of allowed users to one per meeting, reducing the number of allowed times of use to two per year for Boards and Commissions, adding language on decorum, and adding a statement that specifies that an individual would be responsible for the cost. He stated that he will also investigate the possible cost and bring this item back to the Council again in the future. 2.03: Review Construction Manager Option for Public Works Campus City Administrator Ulrich reviewed the staff report. Brian Recker, RJM Construction, provided background on his organization which has been in business for 21 years and focuses on healthcare, corporate clients, and municipalities. He provided information on how cities traditionally deliver a construction project utilizing the competitive bidding process. He stated that municipalities have struggled with that process because rather than bringing on a partner for the project, they are bringing on the lowest bidding contractor. He stated that construction management came into the metro market about 25 years ago and the process brings on a construction manager at the beginning of the project, often times before you hire an architect, and that manager becomes the advocate for the City throughout the process. He stated that the architect and construction manager will work together and as the architect designs the project, the construction manager continues to check in and ensure that the budget remains consistent. He stated that if the budget checks in above budget, the construction manager then provides input on cost savings or reduction ideas that could be implemented to bring the project back to the budget. He stated that the construction manager will look through all the plan documents to ensure that there are no gaps or grey areas that a bidder could leave out of their bid and come back to the City later with a change order. He stated that the construction manager will also review the materials to ensure that the best value will be gained for the City. He noted that the project will need to be publicly bid once the plans are prepared. He explained that the plans will be broken up into packages and each individual trade will bid on their applicable scope of work and the recommendation would be made to accept the low bidder for each individual plan package. He stated that the construction manager would also provide a job superintendent that oversees the activity from the contractors and would oversee the project throughout the entire process as an advocate for the City. He stated that there are two ways to provide construction manager services, through an agency construction manager or a construction manager at risk. He explained the differences noting that with an agency construction manager, the City would hold the contracts with the individual contractors. He stated that some cities had bad experiences with that method because the construction manager was not taking full responsibility on the job site and communicating with the contractors because the City is holding the contracts. He stated that because of that experience a new method was developed, construction manager at risk, in which the City still goes to bid for the plan packages and a recommendation is made to accept the low bidder for each plan package, but the contracts are then held through the construction management office rather than the City holding each contract. He provided an example where a contractor was working on a municipal job and went City Council Work Session/March 13, 2018 Page 4 of 7