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library10-3-05 Page 1 of 4 Yorkville Public Library Special Board Meeting October 3, 2005 7:00 pm. The meeting was called to order by President Jo Ann Gryder at 7:00 pm. 1. Roll Call Members present: Jo Ann Gryder, Dr. Joseph Gruber, Carol LaChance, Sandy Lindblom, Marilyn Vorderer, Russell Walter, and Marianne Wilkinson. Members not present: Gail Gaebler, and Beth Gambro. Tom Lindblom was also present. 2. Recognition of Visitors: Tony Scott from the Record 3. Amendments to the Agenda Under new business the Board will discuss findings regarding the low bid and after groundbreaking the Board will discuss Builder's Risk Insurance. 4. Public Comment None. 5. New Business 1. Award of Contract There was a written statement for the disqualification of the lowest bidder because of the following deficiencies: (1) lack of 5 projects of more than $5,000,000 completed in the last 5 years, (2) apparent lack of financial resources for a project of this size, (3) failure to complete a project in a timely manner and failure to meet prescribed time lines, (4) failure to obtain required permits on a previous project, (5) inaccurate information on the reference list, and (6) incomplete information of the Bid Form submitted. Russ Walter made a motion to accept the letter stating the lowest bidder is not the lowest responsible bidder. It was seconded by Marilyn Vorderer. The information in these findings was collected from the Bidder's Qualification Statement(financial statements, references, projects done in the last 5 years, etc). All moved to pass with a roll call vote. The motion carried. Dr. Gruber moved that the Yorkville Public Library Board of Trustees award the construction contract for the building of the library addition to Henry Bros. Co. of Hickory Hills, IL in the amount of$7,511,300.00. Included in this amount are the bid prices for the base bid ($7,348,000), alternate #2 (add $152,000), alternate#3 (add$9,400), alternate#4a(deduct$2,000), and alternate #4b (add$3,900). Russ Walter seconded the motion. All move to pass with a roll call vote. The motion carried. There was information in the packet about insurance and prices. Russ Walter moved the Yorkville Public Library enter into a contract for a Builder's Risk Insurance Policy with the Columbian Insurance Agency,New Lenox, IL for an amount to be determined by actual construction costs and construction time frame in the amount of approximately $7,500. Carol LaChance seconded the motion. All moved to pass with a roll call vote. The motion carried. 2. Ground Breaking The ground breaking will be Tuesday October 18, 2005 at 5 pm. Former Alderman Rich Sticka will be invited as well as former Library Board Trustee Kelly Murray. The Mayor and Aldermen and the staff of the Library will also be invited. The groundbreaking will be in the paper. 6. Adjournment The meeting was adjourned at 7:30 pm Minutes submitted by Laura Leppert.