City of Richland Springs  Minutes of Special City Council Meeting on February 8th- 9th, 2024  Special Meeting: Discussion of the old water office construction project bid expense sheet Council Members: Aaron Bessett, Franky Soto, Jessica Scales, Larry Crump, and. Jason Lewis  Council Attendees: Mayor Frank Pearce Called to Order/Location: 2/8/24 @ 6pm at City Hall Note Taker: Jessica Scales Scales; City' Water Manager, Chris Perry Absent: Jason Lewis, Franky Soto Guests/Citizens Present: Doug Gibson 6:00pm 1. Open meeting with a prayer.  City Officials Present: Mayor, Frank Pearce; Mayor Protem, Aaron Bessett; Secretary, Jessica  6:01pm 2. Citizen and Guest Participation: none, Doug was curious about construction project. 6:01pm 3. Only agenda item was to discuss the expense sheet requested on 1/12/24 from Tony Jacobs. He did not provide us with a detailed itemixed list, he provifed us with list of work to be done, all listed as 'included' ini the final price. Insurance will not accept, bid looks almost identical toi first one, just list of work tol be done, but no breakdown on material costs for roof, framing, walls, joists, etc. We received a fourth late bid from the insurance company, from another company: already vetted by TML, but they do only gave a goute and a roof price, no itemized expense sheet. Due to time constraints, cutoff date being 48 hours from now(2/10/24), and no more time to schedule another council meeting before submission date, we cannot consider this bid of $108,500(80,000 for bldg, 16,000 for roof). Discussed what will still need to be completed when building is closed in. Electrical, Plumbing, Discussed whether we should go with lowest bidder, or bidder who can complete the most in A motion was made to rescind the acceptance vote for construction contractor. Motion made AI motion was made to to reopen bidding and discuss, view, and accept possible new bids. Motion made by. Jessica Scales, 2nd by Aaron Bessett, passed by unanimous vote 3-0. We are now back to discussing all previously accepted bids and new bid. Discussed timelines of all bids. Discussed necessary information for insurance company and 2/10/24 deadline looming. Only two contractors still meet the requirements at this time. MPAK and Prominence, vetted  Flooring, Inside Framing, and all hardware associated.  the project.  by Aaron Bessett, 2nd by. Jessica Scales, passed by unanimous vote 3-0.  contractors recommended byi insurance, both insured and bonded.    MPAK comes ini total at: Prominence comes int total at:  $118,450.00 (bldg $96,300.00, roof$ $22,150.00) $108,500.00 (bldg $85,000.00, roof $23,500.00)  Our options at this time. 1)Try to reach contractors at this time for more info 2)Vote to allow the mayor to look it over and decide for the council 3)Recess to gather more info. Discussed. Too late to call, Frank does not want to authorize without us viewing final totals. Decided we would like to get spec sheet from Prominence, they previously advised if chosen, could provide itemized expense. sheet ASAP. Decided to recess meeting, to request more information from Prominence, and decide between these two bids, after recess. No other discussions at this 6:28pm 4. Motion made to recess until tomorrow, 2/9/24, at 6pm in City Hall, when more information has been gathered. Motion made by Aaron Bessett, 2nd by. Jessica Scales, passed by  time.  unanimous vote 3-0. Note Taker: Jessica Scales Absent: Jason Lewis Guests/Citizens Present: none Aaron called in, present via speakerphone*  Resume from Recess/Location: 2/9/24 @ 6pm at City Hall Soto; Secretary, Jessica Scales; City Water Manager, Chris Perry  City Officials Present: Mayor, Frank Pearce; Mayor Protem, Aaron Bessett; Treasurer, Franky  6:00pm 5. Frank ended the recess, resuming discussions. MPAK and Prominence have provided data sheet, MPAK providing a detailed list of interior work as well. Chris has transferred into spreadsheet with both contractors listed for comparison, with itemized details for project. Went over each item line by line in order to compare price, and whether included or excluded. MPAK includes all sealants, cleaning entire concrete slab, newi flooring and installation throughout, roughed in copper wiring runboxs with wiring switch and outlets, hardware, full insulation, cleaning and: stucco for walls, drywall for framing plus base moldings, complete interior framing and drywall, plus all doors and windows with paint, wood framing and trim, glue and seal fori interior and exterior. Prominence excludes all oft the above(except for exterior Discussed price difference and all the extra stuff included on MPAK bid for only" - $23K. MPAK did advise us that bid for roof had changed to $29,550.00, changing total price to $121,503.00 (bldg $91,953.00, roof $29,550.00) still very reasonable. Without any of thei interior work listed above, their bid changes to $98,687.89 (bldg $69,137.89, roof $29,550.00). Even if we didn't We have about $104K available at this time. The rest of the amount would be paid for by the city as iti is city property. Currently looking at "$18K over insurance budget, to be paid out. Discussed again all remaining work that would still need to be done at a later date, and keeping  windows and doors).  want interior work, would still be good choice.    the project moving forward, and what is best for the space. Decided to get as much work done as possible to fully enclose and finish out the space to be immediately usable in near future. Discussed getting meter at pole restored as welli for roughed in connections, for future electrical work. We each discussed personal opinion and vote. Alli ini favor at this time to get as much work done as possible to get space to a usable point and to make future finishings less expensive when having toi individually contract out for all jobs. We also discussed requesting another bid from MPAK to find out how much it would cost to finish entire project and make building office ready (i.e. plumbing, electrical, HVAC: and kitchen/bathroom hardware and Amotion was made to accept the bid from MPAK and submit to insurance company before tomorrow's deadline, and also request another expense sheet from MPAK for a quote for finishing out the building completely. Motion made by. Jessica Scales, 2nd by Larry Crump, abstained from vote, Aaron votes yay. Motion passed unanimously 3-0.  fixtures).  Franky  No other discussions at this time. passed by unanimous vote 4-0.  6:51 pm 6. Ar motion to adjourn the meeting was made by Franky Soto, 2nd by Larry Crump,  hcalo Secretary,Jessica Scales  AP us