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Home My WebLink AboutBoard of Commissioners - Minutes - 11/23/2010MINUTES OF THE Otter Tail County Board of Commissioners Special Meeting Government Services Center, Commissioners' Room 515 W. Fir Avenue, Fergus Falls, MN November 23, 2010 6:00 p.m. Call to Order The Otter Tail County Board of Commissioners convened Tuesday, November 23, 2010, at 6:00 p.m. at the Otter Tail County Government Services Center in Fergus Falls, MN, with Commissioners Roger Froemming, Chair; John Lindquist, Vice-Chair; Doug Huebsch, and Lee Rogness present. Commissioner Erickson was absent. The main purpose of the Special Meeting was to discuss the bid received on Friday, November 19, 2010 for the County Drainage System No. 16 project. The following individuals were present and/or comments submitted: Jeff Stabnow, Daniel Woods, and Wayne Johnson Email submitted from Mike Foertsch The following County and Project officials were present: Land & Resource Director, Bill Kalar Ditch Inspector, Randy Wasvick County Attorney, David Hauser Houston Engineering PE, Jeff Langan (present via conference call) County Attorney, David Hauser, stated that there was one bid received for the Drainage System No. 16 project. A bid tabulation document was submitted. In considering this bid, Mr. Hauser stated that the recommendation is to reject the bid because there was only one bid and it exceeds 130% of the estimate, which by ditch law, is not supposed to be accepted. The bid is irregular in that the mobilization factor doubles the bid by $230,000 which is out of line. Under DOT rules, this would constitute an irregular bid. This bid is more expensive than anyone anticipated. Therefore, the recommendation is to reject the bid. Engineer, Jeff Langan, concurred with Mr. Hauser's stated reasons. Mr. Langan explained the reasons why the bid was so much higher than anticipated. After talking with several contractors and potential bidders, Mr. Langan indicated that this project was considered small volume work with fairly high risk and unpredictability on the construction methods that would be applied at the various sections of the channel to excavate the material. The work for this project, generally, is subcontractor work (dredging, excavating, culvert installation). Mr. Langan noted that it does not appear that a prime contractor is willing to take on the complexity of all of the various subcontractors needed for the project. Mr. Hauser stated that a previous request was to complete part of the project under a direct hire which can be done up to a cost of $100,000. The analysis from contractors is that the project is very divisible, possibly into three different phases. Dredging could be completed right away under direct hire. There may be a contractor available to do this as the unit prices are appropriate. Documents were submitted regarding the three phases; dredging, excavation and hauling, and culvert replacements. The Engineer indicated that Phase I may not necessarily take place before Phase II. Discussion continued with Board members. OTC Board of Commissioners' Special Meeting Minutes November 23, 2010 Page 2 A motion was offered by Rogness and seconded by Lindquist, that in consideration of the updated information on the County Ditch No. 16 project, the single and only bid received for HEI Project No. R0096394-001 (repair of Otter Tail County Ditch No. 16) is rejected as submitted by Mini-Dredge, Inc. Motion carried unanimously. Motion by Huebsch, seconded by Rogness, and unanimously carried to change the concept of this project from one complete project with one bid to separate, naturally divisible phases as submitted by the Project Engineer. The motion includes proceeding with the project as soon as possible with work in 2010 and in 2011 as determined by the Engineer. The Engineer will proceed with accepting quotations from contractors and will provide Commissioners updates as quotes are received and work is completed. Approval to Pay Bills Motion by Huebsch, second by Lindquist, and unanimously carried to approve payment of the County Board bills per Attachment A of these minutes. Adjournment At 6:30 p.m., Chairman Froemming declared the meeting of the Otter Tail County Board of Commissioners adjourned until Tuesday, November 30, 2010. Dated: __ N=o~ic~!:aloo""-'l"'x"'c.:......10..,,04-!;..,:i..,..oCLI O""- Attest: --<~=~--,,_,'"'I' i/"""" ;)""'---· __ Larry Krltin~ CB/kd OTTER TAIL COUNTY BOARD OF COMMISSIONERS OTC Board of Commissioners' Special Meeting Minutes November 23, 2010 Attachment A, Page 1 WARRANTS APPROVED ON 11/23/2010 FOR PAYMENT 11/23/2010 VENDOR NAME A'VIANDS LLC AMERICAN INSTITUTIONAL SUPPLY ATCO INTERNATIONAL BACHMAN PRINTING COMPANIES BATTLE LAKE STANDARD CITY BATTLE LAKE BEN FRANKLIN BEYER BODY SHOP INC BLUESTONE TECHNOLOGIES INC CDW GOVERNMENT INC COLLEGE WAY AUTO INC COOKS CORRECTIONAL COOPERS TECHNOLOGY GROUP CREATIVE FORMS & CONCEPTS INC CITY DALTON DAN'S TOWING & REPAIR CITY DEER CREEK CITY DENT EARL STRANDE EXCAVATING CITY ELIZABETH CITY ERHARD WAYNE ERICKSON FARGO FREIGHTLINER FARNAM'S GENUINE PARTS INC FERGUS ELECTRIC FERGUS POWER PUMP INC GALL'S INC GODFATHERS EXTERMINATING INC HENNING AMBULANCE CITY HENNING GERALD HOLO ID AMERICA THE INDEPENDENT ISSUETRAK INC JK SPORTS GARY JOHNSON KELLY SERVICES INC LAKE REGION HEAL TH CARE CORP LAKES AREA COOPERATIVE LAKES X-TERM LLC PEST CONTROL LARRY OTT INC TRUCK SERVICE LARSON'S BIO AG LAW ENFORCEMENT TRAINING SERVI LIBERTY TIRE RECYCLING SERVICE LOCATORS & SUPPLIES INC M-R SIGN COMPANY INC. MARCO MARCO INC ST LOUIS MID-CENTRAL EQUIPMENT INC MN HWY SAFETY AND RESEARCH GEN MN RESOURCE RECOVERY ASSOCIATI NELSON AUTO CENTER CITY NEW YORK MILLS NORTHLAND REBUILDING NW REGIONAL DEVELOPMENT COMMIS OFFICE DEPOT AMOUNT 3,735.21 49.29 367.20 378.56 87.55 1,313.79 9.96 685.81 793.00 3,103.23 437.20 231.86 269.84 290.19 570.17 208.41 1,118.43 476.98 4,500.00 685.31 405.70 21.91 26.47 766.21 75.28 900.00 86.60 263.13 700.00 1,891.45 9.23 371.73 6,925.28 600.00 599.80 129.99 1,007.15 250.00 1,038.47 75.00 475.00 1,296.50 400.00 2,196.82 367.71 146.78 723.02 1,437.12 12.29 366.00 500.00 181.82 1,567.99 150.00 2,976.00 107.55 OTC Board of Commissioners' Special Meeting Minutes November 23, 201 O Attachment A, Page 2 OFFICEMAX INCORPORATED OLSON OIL CO INC ONE CALL LOCATORS LTD OTTER TAIL CO TREASURER OTTERTAIL BAKERY OTTERTAIL TRUCKING INC CITY PARKERS PRAIRIE PEBBLE LAKE TAKE 5 DONALD PEDERSON CITY PELICAN RAPIDS PEPSI-COLA CITY PERHAM POWER PLAN RDO TRUCK CENTERS CITY RICHVILLE CITY ROTHSAY ROYAL TIRE INC VICKI SCHWANKE SERVICE FOOD SUPERVALU RICK SHEILS SOUTHTOWN C-STORE WAYNE STEIN STEINS INC STERLING SOLUTIONS INC STREICHERS SUMMIT FIRE PROTECTION TNT REPAIR INC TOWMASTER CHRISTINE TUNGSETH UL TEIG ENGINEERS CITY UNDERWOOD CHUCK UNTIEDT CITY URBANK CITY VERGAS WALLWORK TRUCK CENTER WEST PAYMENT CENTER ZIEGLER INC .... FINAL TOTAL .. 370.52 3,052.57 454.33 41.79 25.08 12,289.00 753.83 324.61 6.66 2,265.14 481.12 3,976.57 1,185.39 1,569.41 619.52 608.55 198.35 50.50 10.58 26.72 680.98 99.83 3,917.40 700.00 14,347.33 350.00 1,318.71 409.63 22.13 49,993.15 641.45 1,000.00 734.66 1,080.06 864.83 758.30 4,674.31 $158,263.00 .... . ;..