08/03/2009 Meeting Minutes - Laserfiche WebLink

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Special Council Meeting Minutes 8-3-09 Page 5 The floor was opened for questions. Council President Buckholtz stated that one of the things that he would bring up and wants to turn over to Diane Calta who will talk about the procedure, is where we go. Not that we can't still ask questions about this, but maybe Diane can give us an idea about what the steps are and what tonight's Ordinance represents moving on through the project. Ms. Calta indicated that in Council's packets there was a memo from the Mayor that described the process and where we have gotten to. Ms. Calta thinks everyone has a clear picture on where we started. She was looking back in the file recently and saw an e-mail prepared by her to the Chief outlining all of the steps we had to take in our first meeting. There were probably 10 steps. We have actually gotten all the way through those 10 steps and now we are ready to negotiate a contract. In the RFP's, there was a standard contract that we axe going to use. It is an AIA contract. It's a lump sum contract, which means we are entering into one contract for one price for this building. We are not going to have 12 contracts with an electrician and subcontractors and all of that. The design build contract means we are entering into one contract with Panzica for this building that will not exceed the $4 million price tag based upon what was included in the RFP which has been displayed here, the location of the building and the western reserve architecture and things like that. But after this meeting, assuming that we will be able to go forward with negotiating the contract, we will do that and then the contract will come back to Council at the regular meeting for ratification. There will be a kick-off ineeting probably between the Village and Panzica and their team to discuss the next steps, to go through the floor plan for example with the Chief and really talk about the details of how the building is going to function, talk about the materials, all of the other details that are going to go into the building. Then you will start with sitework and digging foundations and you're off. Once a meeting has been set up with the Chief, Panzica will get on the program pretty quickly. Once they have a final des:'+_gn, construction will commence. Council President Buckholtz stated that a couple of things he would mention to Council that you have seen in your packet is that we did go through a Committee process. We brought on board Bill Nadeau to sort of lead the way. It was a pretty comprehensive committee going through these items line by line and that's how we got to Panzica. Council President Buckholtz called a meeting last week to bring together Diane Calta, John Marrelli, Chief Dearden and Mayor Rinker and they met with the Panzica team. There were some questions raised on Council. Council President Buckholtz just wanted to put them on the record now. They have been addressed as far as he is concerned, but it is gqing to be in the hands of a very small committee, mainly the Chief. The Chief and John Marre11f, our Building Commissioner and on an as-needed basis anyone else. We have talked about construction materials and quality of the materials. We have talked about the details of how the building is built. We talked about LEADS certification. We have always talked about how we wanted to be a leader on being part of green and LEADS certification. It's already