HomeMy WebLinkAbout07/25/83T~qpe I18 Unapproved
# 0 0 0 0 Minuk6%~(i~
CITY COUNCIL MEETING MINUTES
July 25 , 1983
AUG
Zpec~a~ meetin~ o~ ~he C~t~ Council of
Wash~n~tnr~, ~as he3 d ~n ~he Council Chambers
Bremerton, Washington, July 25, ]983 at 5:30 p.m. with Counci]
President Anderson presiding. Also present were: E. I,. Sturdivani;,
Spencer Homing, Clyde Pachek, Roy Mose]y, Phil Drouin, Bill Amo,
Jim Adrian, Russ ,Tohnson, Mayor Dswkins, Asst. City Attorney
Kill]an and City Clerk McC]uskey.
The meetinn operled with the ['ledge of Allegiance and the invoca-
tion was g~ven by Phi] Drouln.
Mr. Anderson imf'ormed all present this is an informational meetinE
~r~ construction change orders and claims for the Was[;ewater
ti'actlity, and items held over from the previous Council meeting
will be discussed frolicwing the informatiom portion.
Mr. Card, CH2M Hill, discussed pr'oject goal to maximize the value
off the investment hy providing Bremerton with a technically accept-
able project at the lowest practical cost. The impact would be
to agressjvely manage change orders and claims. Mr. Card dis-
~!ussed technical and/or operational sacrifices which may be made,
provid~nK the system works, using LOTT vs BREMERTON as a comparison.
Mr. CnFd discussed CI[2N Hill project management staff and intro-
dined staff members, Bud VanDerAs, Gary Graham, Mike Do]eac, Dave
}]eyrw~lds and Brad Stein. Mr. Card reviewed previously distributed
r;r~ntract do,;uments and specJ fications with the Council members.
Bob Card discussed c]a. ims and change order management, two actions
which can increase cost of the project. Chan~e orders are a privi-
lege of the owner and are a specific type of contract modification,
which canriot go beyond the general scope of the existing contract.
The :intent of the claims and change order management process
to provide a rapid and fair evaluation and settlement to avoid
;litigation. Claims may be submitted by the contractor for unfore-
seen conditions that make it impossible to complete the work for
the amount bid. Mr. Card discussed the merit analysis process:
The City makes a decision on merit and advises the project manager.
The claim is settled if the contractor' accepts a negative decision.
If positive decision is accepted, proceed to entitlement analysis
and settlement procedure. If contractor rejects negative decision,
proceed to appeal procedure.
In discussing the appeal procedure, Mr. Card stressed the import-
ance of information being directed to the project manager as a cost
saving operation. In discuss~ng the claim procedure, he gave an
example of time and cost involved if typical rigid procedure is
followed, and time and cost saved if flexible procedure is
Followed. Discussion followed regarding Engineering and Wastewater
Committee appeal procedures, and Council members serving as WasteT
water Comm.~ttee advisers. Ms KillJan questioned a Council sub-
committee acting for Council on a major issue, and would need time
to study the charter In order to give Council a legal opinion. Mr.
Adrian expressed a desfire that individuals with technical and legal
expertise be included on the Wastewater Appeal Committee.
Recess 6:45 until y:00 p.m. The Mayor ]eft the meeting at this time.
Mr. Card discussed various situations which can result in claims
and change orders and proposed authorization by the project manager
to approve valid claims for less than $30,000, with Councl] re-
viewing the change orders later. These change orders would be
paid from a special $300,000 fund. He maintained Council approval
of all claims would be costly, especially if they disrupt the work.
He discussed a hypothetical situation that would cost $79,000 if
Council approval is requ~red and $1~,000 if the project manager
were authorize~ to approve the claim. Mr. Card anticipates approxi-
mately 300 to 400 change orders. He discussed Council's intent to
award the contract July 27th and anticipates construction will start
Au~lmt 8th.
Taoe
4 0
City Council Meeting Minutes
July 25, ]983
Page Two
Wastewater Facilities Pr~o~ect Staff AB83-390
Mr. Baker, discussed WDOE requirements to provide eff:icient and
effective administration and requested approval to staff and equip
the project of'f~c;e in an expeditious manner. Mr'. Baker discussed
the formula for projected personnel totaling $577,000 for 3 years.
He stated 1.45% of this figure is for overhead and fringe benefits;
$900,000 js the budgeted figure. The proposal calls for Mr. Baker
to devote 1/2 time as project manager, with a full time project
engineer, coordinator/acct. Shirley VanHoover, 2 observers, Steve
.laynes and Dick Fitzwater, an accountant (if required), half time
nttorney ~n~ one clerical person.
(;o~nci1 expressed concern the project manager may not be able to
perform a~equately at half' time. Discussion followed regarding the
need for the project manager to be ful] time. Ms Ki]]ian discussed
C~v~ ] Service requirements for establishing new positions.
Ms Mc('llmkey stated the Mayor and City Treasurer do not concur
er~t, iroly and (]lv]l Service has not seen this plan.. She statef]
she has comments from Mr. O]ney to present. There was discuss~on
reg~ardJ. ng presentation to Council prior to administrative approval.
Jhiggestion was made to table to allow the administration time for
]~ecess 8:25 until 8:35 p.m.
Motion by J. Adrian and E. Sturdivant to table the project, personnel
until the Wednesday Council meeting, carried unanimously.
Mr. Baker discussed the project office space with estimate of
$24,000 and project office equipment with estimate of $~0,800.
Ms VanHoover d~scussed her research of facsimile equipment at the
amount of $3,200.
Discussion fol]owed regardir~g availab]e city surplus equipment and
dlspos~tion of equipment at project end. Don Proctor, Wastewater
Supt. stated with 50% gr'ar~t eligible, 50% will come from sewer
revenues and he expects this to go back into sewer revenues.
Ms McCluskey discussed bid call requirements for all items over
the amount of $2,000.
Motion by P. Dr. ouln and C. Pachek to authorize administration to
procegd with bid ca.]], when necessary, to purchase project office
equipment, carried unanimously.
Meetlng adjourned at 9:00 p.m.
.II
KATHLEEN L. McCLUSKEY, City Clerk
AFPROVED:
~S OC,~oun~ t '