October 9, 2007 Minutes

Library Building Committee
City of Fargo
Minutes of October 9, 2007

Members present: Linda Coates, Mike Williams, Pat Zavoral, Helen Levitt, Herb Snyder, Beth Postema, Betty Kerns 
Others Present: Richard Moorhead of Image Group; City of Fargo staff; public and media
 
I. Minutes
Betty Kerns moved to approve the minutes of July 18, 2007, as presented.  Helen Levitt seconded the motion; the motion carried.

II. Construction Updates
The Dr. James Carlson Library is proceeding within budget.  Security and sound systems were not included in the construction contract.

III. Alternates for new Main Library
The architects have since gained confidence in what is offered after researching further.  The representatives added a 30 year warranty instead of the original 20 year warranty.  Beth Postema moved to approve the alternate TPO roof with a 30 year warranty deducting $68,300 from the contract.  Betty Kerns seconded the motion; the motion carried.

Neither the general contractor nor the mechanical contractor included site utilities in the bid process due to a recent change in specifications.  It was written and intended for the mechanical contractor, but new specifications call for the general contractor to cover site utilities.  This change order increases the contracts by $34,092.

An estimated $92,000 is needed for additional foundation removal.  The old building was sitting on fifteen feet of underground concrete instead of the anticipated five feet of underground concrete on the west side of the construction site.  Fill needed to be removed from the basement and filled with compressed sand after the concrete removal.

The east side of the construction site contained more cisterns, pipe tunnels and various other elements than anticipated.  Approximately $38,000 is needed for engineered fill an additional three feet out for uniform foundation footings.  The soil borings were hit and miss and did not detect these things.

Mike Williams moved to accept the above change orders.  Herb Snyder seconded the motion; the motion carried.

IV. Liquidated Damages
The contract for the new main library includes liquidated damages based on a date not yet determined.  Contractor schedules have been distributed.  Customarily the date is at the time of substantial completion before occupancy.  It is set at $1,500 per day for each contractor for a total of $4,500 per day.

Herb Snyder moved to authorize Pat Zavoral to write an amendment or change order to the contract regarding the date for liquidated damages.  Helen Levitt seconded the motion; the motion carried.

V. Contract Adjustment
This contract has architectural fees based on a percentage of final construction contract costs.  The construction contracts were budgeted at $9.6 million and final bids were $8.3 million.  The architectural fees are 75% design and 25% contract administration.

Pat Zavoral proposed basing the 75% design portion on the $9.6 million benchmark and the 25% contract administration portion on the actual $8.3 million actual cost.

Mike Williams moved to accept the recommendation submitted by Pat Zavoral.  Betty Kerns seconded the motion; the motion carried.

IV. Next Meeting
The next meeting will be as needed.  The meeting was adjourned.

Respectfully submitted,
Monique Andresen