CITY OF CLEVELAND CALLED WORK SESSION MEETING  JUNE 17, 2019 MINUTES  CALLED WORK SESSION MEETING order by Mayor Shan Ash at 6:30j p.m.  The Called Work Session Meeting oft the Mayor and Council of the City ofCleveland was called to COUNCIL MEMBERS PRESENT: Nan Bowen, Annie Sutton, Kevin Stanley, and Bradley Greene. Oni motion by Annie Sutton, seconded by Nan Bowen, in favor Kevin Stanley and Bradley Greene, and carried unanimously, the Mayor and Council voted to approve the agenda for the. June 17,2019 WORK SESSION - EVALUATION AND DISCUSSION OF THE INTERIOR BIDS  APPROVAL OF AGENDA Called Work Session Meeting.  SUBMITTED FOR OAK SPRINGS PROJECT  Mayor Ash explained the purpose oft the work session is to review the costs oft the bids submitted for the Tom O'Bryant stated the goal is to value-engineer the project to reduce costs and what can be eliminated Ron Cantrell submitted a set of plans detailing the renovation and explained the plans were used for subcontractors to propose al bid. Mr. Cantrell explained the project has been out for bid three times. The danger in bidding SO many times is you cannot attract subcontractors, they either lose interest or havea full work load and do not submit a competitive bid. Mr. Cantrell submits the bid package to subcontractors he has worked with, the city posts the bid package on its website, and the bid package is posted on the Georgia Procurement Registry. The bid package reaches approximately 1100 subcontractors. Once the bid submittal deadline has passed, Mr. Cantrell attempts to reach out to  Oak Springs project.  from the project. Ron Cantrell, RCCI, submitted a cost sheet at the meeting.  subcontractors for areas oft the project that did not receive a bid.  Mr. Cantrell explained there are. hidden costs in the project. Everyday his crews discover aj problem that Mr. Cantrell informed he misunderstood the council's request for a material list. Mr. Cantrell typically does not asked subcontractors for a material list. The materials needed in aj project needs to be embedded in the cost of the project. Mr. Cantrell only wants to see bid costs per the plans and  wasi not addressed in the initial bid process.  specifications. Mr. Cantrell submitted an interior materials list.    Called Work Session Meeting June 17, 2019 minutes Page Two  WORK SESSION -] EVALUATION AND DISCUSSION OF THE INTERIOR BIDS Mr. Cantrell offered several areas to reduce costs on the project for the council to consider:  SUBMITTED FOR OAK SPRINGS PROJECT - continued  Leave the interior walls bare, only patch, and paint. This would bei inj place ofi furring the walls and installing drywall. Leaving the walls bare would leave all conduits and outlets exposed. It was decided at a committee meeting to use drywall, but it could be eliminated to save on costs. Bradley Greene asked about the X-Type Drywall listed on the material list. Mr. Cantrell explained it is a fire rated drywall. Nan Bowen knew the building did not need a sprinkler system, but asked ift the building would have ai fire alarm system. Mr. Cantrell answered the building would be equipped with a fire alarm system. The fire system is not on the plans submitted, but will be on the subcontractor's plans for the potential review from the state or local The council could decide not to install an acoustic tile ceiling and instead leave the ceiling open and spray paint black. Mr. Cantrell's staff does not believe it will save much money to eliminate Mr. Cantrell discussed flooring options for various rooms in the building. He explained the maintenance that would be needed if certain types offloors were to be installed. The council could consider deleting the built platform for the council meeting room. The council could consider aj portable platform or not install any type of platform. Delete view windows in: five doors. Kevin Stanley informed he did not feel that should be eliminated. For the protection of city employees and any visitors, the door windows would be  fire marshal. the ceiling tiles.  Delete exterior sign lettering on building  important for transparency.  Kevin Stanley asked about the breakdown costs handwritten on the bottom oft the costs sheet. Mr. Cantrell explained $88,000 was used to abate the building; $236,000 is the costs to complete the exterior Mayor Ash asked how many heating and air units would the building have. Mr. Cantrell did not have the exact information, but suspected it would be 4 compressors 5-ton units. Mayor. Ash asked for the breakdown forj plumbing and HVAC. Mr. Cantrell provided $55,180 1 plumbing and $50,682-HVAC. Kevin Stanley explained, in his line ofwork, he knows that recent hurricane, tornadoes, and heavy storms, have caused severe damage and there is a shortage of materials and labor which causes the prices to be inflated. Mr. Cantrell agreed and added, in thej past, he was able to come very close in the estimates ofa construction project. He originally had the oak Springs project valued at 1.3 million dollars which included $100,000 for furnishings and $50,000 for incidentals. Thej project is now close to $880,000 and the civil fees, which will be costly, have not been included in the final costs. Mr. Cantrell informed some subcontractors complained about the use of some materials, for example Sherwin Williams paint, because the costs are too high to submit a competitive bid.  oft the building; and $554,830 is the interior bid.  Mr. Cantrell continued with his list oft things that could be changed such as cabinets, doors, and  hardware.    Called Work Session Meeting June 17, 2019 minutes Page Three  WORK SESSION - EVALUATION AND DISCUSSION OF THE INTERIOR BIDS  SUBMITTED FOR OAK SPRINGS PROJECT- continued  Mr. Cantrell suggested the kitchen/breakroom be located where the original kitchen was located ini the building. He mentioned a glazed block that could be reused for the kitchen area. The general consensus of the council is to cover the walls with drywall and to install the acoustic ceiling. Mr. Cantrell asked the council to decide on the other changes. Mayor Ash informed he and the council are not ready to decide on the proposed changes. Thel Mayor and City Council will take time to review the materials, costs, and suggestions made in the meeting. The Mayor and Council will also look Mr. Cantrell cautioned the council to decide on the location of the kitchen as the area would need to be Mr. Cantrell informed the council could save money by saving existing concrete in the front ofthe building. The council would like to examine the area stating the concrete may be in tooj poor condition tos save. Mr. Cantrell offered several options that would include a small green space areai near the building. Bradley Greene would like to see an area, close to Travis Chapel, used for additional parking. Future plans may include a pavilion to commemorate the original Oak Springs School. The area will Mayor Ash informed he and the council will review and meet again with final decisions on the project. On motion by Kevin Stanley, seconded by Bradley Greene, in favor - Nan Bowen and Annie Sutton, and carried unanimously, the Mayor and Council adjourned the called work session meetingo ofJune] 17,  at funding available for the project. plumbed and drains installed.  also need to have a new ditch line constructed for water flow.  ADJOURNMENT  ShanAsh,  Mayor  Kevin Stanley,  Council  E  3  Pan/bowew  Nan) Bowen,  Council Member  Greene, Bradley Attest: Doui Connie Tracas,  BMA  Counçill Member Dracao City Clerk  Annie Sutton,  Council  Member  Gk