These minutes are unofficial until approved at the next Trustee regular session.
The Combined Lake Delhi Recreational Facility and Water Quality District Board of Trustees Meeting
Tuesday, December 30, 2014—6:30 p.m.
Maquoketa Valley Middle School Delhi, IA
The meeting of the Lake Delhi Recreational Facility and Water Quality District Board of Trustees was called to order by President Steve Leonard at 6:34 PM at the Maquoketa Valley Middle School.
Trustees present: Kramer and Davidson; Leonard, Kray, Burger, Colgan, and Gifford via teleconference
Trustees absent: None
Visitors: Larry Peter, Ed Schmidt, Diane Bauers, Karen and Dave Garvin, Wayne and Jenny Garvin, Chris Stender, Ben Pasker, Bob Galiher, Shelley Kallenbach (recording secretary)
Agenda was reviewed by Leonard and motion to approve the agenda by Kramer, Davidson seconded. All ayes, motion passed.
Colgan reviewed the background for the proposed Phase 2 bidding package incentive. Previous Phase 2 bids were rejected due to a small number of bids and a wide spread of bids that were significantly above estimated costs. Better bids are now anticipated due to work now planned around the optimal time for soil work. Bid letting for Phase 2 is anticipated Monday, January 5, 2015, with the opening of bids to come at the end of January. Language of the package has been amended to include an incentive plan for contractors.
Colgan outlined the Phase 2 bid package as follows. The Phase 2 work is expected to begin by March 2, 2015, with work expected to be completed by October 23, 2015, with completion defined as the restoration of the lake with water passage over the
spillway. Phase 2 completion would be expected on or before November 23, 2015. The contractor is liable for economic loss incurred for not meeting the above deadlines.
Extensions would be granted for working days (Monday through Friday) in which stream flow exceeds 4000 cfs during cofferdam construction, or 9000 cfs once cofferdams are in place, as marked at Manchester, Iowa. (For reference, last year’s flood was 8000 cfs, and typical flow is just under 100 cfs to 200 cfs).
Adjustment to language includes a proposed incentive package for contractors based on early completion of the Phase 2 contract. Incentives include: 5-9 work days early,
$20,000; 10-14 work days early, $35,000; 15-19 work days early, $60,000; 20-24 work days early, $100,000; 25-29 days early, $150,000; 30 work days or earlier, $200,000.
Work days are defined as Monday through Friday, with “days earlier” marked as before the deadline of October 23, 2015.
Leonard motioned to approve revised language including incentive plan with exception
that dam committee would be allowed to modify language through communication with Stanley Engineers and would immediately notify the Board of any changes; Burger second.
Discussion followed. A member of the Board expressed concern that the earliest incentive completion date would be approximately September 1, 2015, which is late in the boating season and therefore not appropriate for the significant incentive expenditure. Kray expressed concerns about the necessity of the incentive package due to Stanley Engineers already soliciting strong bids. Davidson stated that a full lake is a year-round activity, including winter activities, and would also be a significant turning point for the community. Gifford stated the incentive is an investment and not an expense, given the amount of lake activity possible between early September versus late October and the significant potential economic impact of a filled lake in early September. Leonard also stated that the incentive would attract more bidders and thus greater excitement and competition, leading to saved money on better bids, as well as community motivation to complete the project as quickly as possible.
Burger stated the incentive amounts are appropriate for the size of the contract. Strengthening the language regarding contractor responsibility for economic loss for missed deadlines was also discussed. Clarification on the definition of a work day and confirmation of work completion was discussed. Gate testing would be complete in late May to June 2015, so it should not impact the work completion date. The need for public education regarding removal of debris prior to lake fill was also discussed.
Following discussion, all ayes, motion passed.
The Supplemental Agreement #27 with Stanley Engineers was discussed. This covered agreed-upon payment for services rendered. Colgan moved to approve, Leonard second. All ayes, motion passed.
Public Comment:
Galiher asked how close Phase 1 was to completion, and whether Phase 1 completion would be necessary before beginning Phase 2. The remaining work on Phase 1 includes the rebuilding of the north wall and some work with the guides and gates. This is expected to be completed this spring and will not impact Phase 2.
Pasker asked for clarification on what days are considered work days and which days the contractor would be paid for under contract. Work days are defined as Monday through Friday, and work completed by the contractor on Saturday or Sunday would be at their own expense as no overtime is included in the contract.
No other public comments.
Burger moved to adjourn, Davidson second, all ayes, motion passed. Meeting adjourned at 7:21 PM.