Agenda - Council - 03/08/2005 - Laserfiche WebLink

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Assistant City Administrator Nelson explained the four contracts before the Council tonight are reflected within this budget; however, authorization is needed on the contracts at this time. Ms. Badinger reviewed the Municipal Center schedule. She indicated bids are scheduled to open on May 5, 2005 with a 20-day working bid period. Councihnember Elvig asked if the bidding process will be done by direct bid. Ms. Badinger explained this will be a public bid and she reviewed the bidding process. She explained the goal is to receive: three to five. bids per bid division. The 3D/I BKV Group will input the bids and come back with a sulmmary. A post bid interview will be done with the bidders to be sure they are the low responsible bidder for the City. There will be a recommendation made to the Council aroUnd May 24th to award the contracts. Assistant City Administrator NOlson noted 3D/I has been in communication with contractors about the project coming into the bidding process, and contractors are aware this bid letting will be coming. The consensus of the Council was to approve of the 20 day working bid period and a May 5, 2005 bid opening date. Councihnember Jeffrey noted the reason fOr moving the bidding period up was to get into the right time for bids, but most contractOrs will already be digging for other projects during this time period. He questioned if this bidding time Period really makes much of a difference. Ms. Badinger replied a lot of biddings hapPen in January, February, and the first part of March, m~d there is then a lull, followed by more. activity. She has been told by some companies that they do not bid the first phase because the prices are too low. The second bidding period still offers good prices. She advised if there is one division of bidding that seems high it can be removed and put back on the street while moving ahead with the other contracts. Assistant City Administrator NelsOn informed the Council if there are any questions or concerns with thc budget, now is the time to discuss iany concerns. Mr. Baxley presented a samphng of materials and paints for different parts of the Municipal Center building. He reviewed the Council Chamber plan with the Council. Discussion included the dais system, the ventilation system, the CounCil workroom off of the chambers, capacity and overflow space, data jacks at the stations and the likelihood of the building being wireless. Councihnember Elvig expressed concem with the material proposed for the ceiling and suggested a material that would contrast the Wood in the chambers may be a better option. Mr. Baxley replied there will be some measure of separation of the materials. The material is great for acoustics and is at a fantastic price, bUt it is still being studied with caution. City Council work SesSiOn/February 22, 2005 Page 2 of 4