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11-09-1977 - Special (2) Tape IB u ~ .~ ~# SPECIAL MEETING CITY COUNCIL OF THE CITY OF EDGEWATER November 9, 1977 Mayor Armstrong readjourned the Council Meeting of November 7, 1977 that had been recessed until November 9, 1977 at 2:00 P.M. ROLL CALL Mayor Dana T. Armstrong Councilwoman Ryta F. Webber Councilman Carl Shell Councilman Walter B. Sikes Councilman Zone 4 City Attorney Judson Woods City Clerk Sue Blackwell Police Chief Earl Baugh Present Present Present Present Vacant Present Present Present This meeting was a pre-construction meeting between the City, the engineers, and the contractors for the Phase I of the Water Treatment Plant. Present also were D. Kuyk, Edgewater Utilities Director; Mr. Strang, representative from Briley, Wild & Associates Consulting Engineers; Mr. Gordon/Farmers Home Representative; and D. Hanson and P.Nunn representatives from Layne Atlantic Co. Mr. Strang of Briley Wild was introduced by Mayor Armstrong. Mr. Strang said they were there to discuss pre-construction arrangements between the contractors, the engineers and the Farmers Home Administration and the City officials that will be required to approve their bills once a month. The contract has been awarded in the amount of $256,000 for pre-construction of Phase I of the Water Treatment Plant. This work is to be completed in 225 days. The contractor will be paid approximately $30,000 to 50,000 a month depending on how much work is done that month. The work will be paid for under a certification by Briley Wild that the work has been done. Mr. Strang continued by stating that they would now follow standard agenda and the contractor will furnish us with a progress schedule showing monthly estimated work and monthly payment re- quirements as anticipated. A letter is needed from the President of the Corporation authorizing each individual to sign payroll, change orders, letters of transmittal. We need names, background information, insurance coverage for all subcontractors as soon as possible. The City, FHA and EDA approval on subcontractors. Other necessary requirements were listed by Mr. Strang. He asked the contractors if there were any questions as to the limits of work established in Phase I contract. (They had no questions) . A request was made for the City to obtain a waiver from the County on a building permit, Driveway and water line permits have been applied for to the County by Briley, Wild. All correspondence on this project will be made through Briley Wild office. Monday, November 14, 1977 will be starting date. New Federal and State laws say that after 50% of the work is completed the City may reduce the retainage to 5%. Mr Strang continued with various criteria that must be met by the contractors. He then read from a pre-construction form from the FHA. Among other things the last had the name of the association of consulting engineer, the contractor, the location of the conference and who attended from each organization. Responsibility of the governing body (City Council) issues notice to proceed, all land and right away necessary to provide contractor information, issue all instructions to contractor through their engineers, review and approve all payment estimates. The City Attorney stated that the land belonged to the City, everything is cleared. Mr. Strang continued by listing responsibilities of FHA County supervisor, and the responsibility of the contractor. Partial payment are made monthly as the work progresses provided the contractor is performing the overall job in an intelligent manner. 10% is to be retained until the project is complete and accepted by owner I ~ o \j ~- \ . . and the Farmers Home Administration. We try to receive bills by the 25th so the contractor can be paid by the 10th of the following month. FHA will make periodic inspections to make sure the amount of work has been accomplished. Mr. Strang said that his secretary was filling out the necessary pre-construction forms for the signatures of those present and the Council . ~e asked if there were any questions. Mr. Strang said they had 2copies of the contract for the City, the Engineers and the Contractors and 1 copy each for the EDA and FHA. Mr. Strang explained that under the EDA contract 10% of the grant must be used by a minority subcontractor. This comes in the second Phase of the project. Mayor Armstrong wanted to be sure that we complied with requirements so that the City would receive the grant. The City Attorney said it was his understanding that Phase I should comply with the minority subcontractors. The representative of Layne Atlantic said they sent out letters to minority contractors and have not to date received replies. They would make a supreme effort to qualify for minority subcontractors for Phase I. If anyone could give them someone who would give a reasonable price and they are a minority contractor Layne would be glad to use them. Councilman Sikes reminded the contractor that the subject of minority subcontractors was brought out at the original bid meeting. The City was assured that the requirements for minority contractors would be met. Tape 2 Councilwoman Webber made a motion to give Police Chief Earl Baugh a raise to $12,000 per year. Councilman Shell seconded the motion. Upon roll call the motion CARRIED 3-1. Mayor Armstrong voted NO. Councilman Sikes made a motion to adjourn the meeting. seconded the motion. The meeting was adjourned. . Councilman Shell MINUTES TAKEN BY: Sue Blackwell Nancy Blazi Councilman ATTEST: _~ ~ ~W)~ C ty Clerk Approved thi s 'l1-t:f--- y 0 Novem~, ~.9 ~ ~; Mayor Councilman - 2 "'" . ~--- r--