The Combined Lake Delhi Recreational Facility and Water Quality District
Board of Trustees Meeting
Thursday, November 6, 2014 – 6:30 p.m.
Maquoketa Valley Middle School Conference Room
Delhi, IA
The meeting of the Combined Lake Delhi Recreational Facility and Water Quality District Board of Trustees was called to order by President Steve Leonard at 6:33 PM at the Maquoketa Valley Middle School Room.
Trustees present: Kray, Leonard, Burger, Colgan, Davidson
Trustees absent: Gifford and Kramer
Visitors: Diane Bauer, Larry Peter, Ed Schmidt, Don Dede, Pat Dede, Jim Locke, Phyllis Locke, Dave Larson, Chloe Colgan, Larry Aschbrenner, Bob Klima
Agenda was reviewed by Leonard and motion to approve the agenda by Kray, Davidson second. All ayes, motion passed.
Colgan explained that our agreement with Lunda Construction was based on lump sum bidding but if the contractor does work that is not in the contract or may find a different way to complete a task, change orders are created. Change Order #7 from Lunda Construction deals with the dewatering of the cofferdam after our huge water event in June. Both of the upstream and downstream sides of the cofferdam were flooded and it took 3 weeks before work could continue. Leonard made motion to approve Change Order #7 in the amount of $47,403.29, Davidson second. Davidson asked who negotiated. Colgan conferred with Stanley Engineering on this change order and we saved monies by waiting to pay this claim. After the flood, the rest of the construction year had ideal weather and river flow conditions allowing the contractor to recover lost time from the flood All ayes, motion passed.
Change order #9 from Lunda Construction was explained that it is for field modifications that needed to be made to rock anchor rods. Colgan indicated that Stanley Engineering is recommending that we deny this change order as our bid drawings indicated a plus or minus measurement in this area. Leonard made motion to deny Change Order #9 from Lunda Construction, Burger second. Burger asked if Lunda is aware Stanley recommends rejecting the change order and Colgan indicated Lunda is aware. Vote taken on motion to deny change order, all ayes, motion passed.
Colgan explained Change Order #10 from Lunda Construction for $2.776.29 was for concrete work done to cover rock bolts that wasn’t necessary. Stanley Engineering and Colgan recommend denying the change order. Davidson made motion to deny Change Order #10, Burger second. Leonard asked Colgan if there was any downside risk as to how the contractor completed the work and Colgan said no. All ayes, motion passed.
Change Order #11 is for $8431.72 and was requested by Lunda for a subcontractor. According to our contract if there is a 15% under run on an item, the contractor can request an adjustment. This is based on the amount of grout used under the powerhouse. Davidson made motion to approve, Burger second, all ayes, motion passed.
Change Order #12 is for the lifting beam for the stop logs. Colgan explained that Linita is the flood gate vendor under contract with Lunda Construction. The District supplied the gate lifting mechanisms made by Steel Fab from a previous contract and were shipped to Linita for their inspection and repair if required. Linita must guarantee the operation of the entire mechanical systems in the water passage areas. Linita indicated they could bring the existing beam up to standard for $27,000 or forward us a new beam for approximately $30,000. Stanley Engineering is recommending purchasing the new lifting beam. Leonard made motion to approve Change Order #12 in the amount of $35,815.05, Burger second. There was discussion regarding whether we could scrap the old beams and Colgan indicated he would discuss with Stanley Engineering to see what it is worth. A vote was taken on the motion, all ayes, motion passed.
Public comment – Before any public comment, Leonard advised that there is a written draft for the Lake Delhi Voice which will include information on the recent governors visit as well as an explanation regarding the declining of the Phase II bids by the board. The lowest bid of the 3 bids came in $1.3 million higher than the estimate. Colgan and Leonard explained there will be some changes made to the bid and we will be requesting a second bidding on Phase II. Colgan feels the time of year will be better suited to construction and will have an impact on cost.
Ed Schmidt asked if our insurance would cover the costs on Change Order # 7 and Burger said our builders risk insurance is not for pumping of water, etc. as it covers equipment that may be damaged.
Dave Larson indicated that the price of scrap just went down to $140/ton and it may not be worth worrying about scrapping the gates.
Larry Peter asked if Phase II will have stop log items also and Colgan explained that included in the Phase II scope is a new feature called the stop log area that will provide a maintenance opening in the dam located between the existing concrete structure and the new labyrinth overflow spillway. When operated it will allow logs and debris to be flushed down the river when required. This is not to be confused with the stop logs that were a part of the change order.
Jim Locke asked why therewas so much disparity on the bid responses. Colgan said the timing of the work along with the availability of other job opportunities to contractors resulted in a bid offering that was not that appealing to contractors to give the District competitive bids.
Bob Klima thought Phase II had the cofferdams in the bids and Colgan said Phase I has two smaller cofferdams, one upstream and the other downstream to protect Phase I work. Phase II has the major cofferdam that is needed to divert the river around the new dike and overflow spillway as well as a second smaller cofferdam to protect the work from river flow on the downstream side. There are a total of 4 cofferdams, two for each phase but the Phase II upstream is the major cofferdam to restore Lake Delhi.
Motion to adjourn by Davidson, Burger second. All ayes, motion passed. Meeting adjourned at 7:18 pm.