SPECIAL MEETING OF THE BOARD OF
THE DUPAGE LIBRARY SYSTEM
July 9, 2002

I. ROLL CALL OF THE BOARD OF DIRECTORS

The special meeting of the DLS membership held at the System Center, 127 South First Street, Geneva, Illinois was called to order at 7:03 p.m. President Kepka noted the following board members present to establish a quorum: Don Brant, Marguerite Treest, Robert Kepka, John Slusser, Laurie Kagann, and Bob Brown. Joyce Whitehead arrived at 7:10 p.m.

Excused absence: Marti Guarin, Mary Peterson, Jackie Plourde, and Barb Siegman.

DLS staff member attending was Carol Hamacher.

Also present was Bob Hillery from Kluber, Skahan + Associates, Inc. (KS+A)

II. REVIEW BIDS AND SELECT CONTRACTOR

Bob Hillery reported that he and Carol opened the bids on July 8 at approximately 2:15 p.m. Three contractors submitted bids, and the lowest bid was M.I.C., Inc. (Dennis Kintop) from Batavia. A call was placed to that company making sure they were confident in their numbers and verifying that they included the allowances for the contingency of $20,000 and $15,000 in landscaping. Bob feels this is a reputable company.

The $20,000 contingency is to be used in case something comes up during construction and change orders are issued. Any money left over from this amount after the project is completed will be deducted from the cost.

Regarding the city permitting process, revised documents have been resubmitted to the engineering department and KS+A hopes to have approval from them by the end of the week. The planning department was contacted, and they didn’t feel removing the ivy would cause problems with the historic appearance because it is actually destroying the building. To restore the ivy on a trellis in front of the building is not part of the construction process. This can be done as part of the landscaping allowance.

Because there is such a large dollar amount between the lowest bid and the KS+A estimate, the board requested an explanation. KS+A will obtain itemized information from the bidders and compare it with the KS+A proposal. Bob Hillery stated a possible reason why the bid from M.I.C., Inc. was lower than the KS+A estimate is because they are located in Batavia and the overhead costs for mobilization is a lot less than the other companies. KS+A will get at least three references from M.I.C., Inc. on projects they have completed that are similar to this.

KS+A will also ask the company for a Schedule of Values, which is a list of subcontractors and the amount allowed, after they are awarded the contract.

The payment schedule includes a10% retainage fee; KS+A will certify an amount monthly covering work done. Upon completion of the project, a punch list is done and the contractor must correct any deficiencies before they are allowed to draw from the retainage.

A 10% bid bond has been submitted with the bid.

KS+A will watch the contractor to make sure the work is being done according to their specifications.

The work is scheduled to start the week of July 15 and would be completed about September 6.

Dir. Kagann moved, and Dir. Brown seconded, that:

DLS ACCEPT THE BID FROM M.I.C. INC. SUBJECT TO INVESTIGATION AND COMPARISON OF THE BIDDERS TO KS+A ESTIMATE AND SATISFACTORY REFERENCES TO THE DLS ADMINISTRATION BY NOON ON FRIDAY, JULY 12.

M.I.C., after review, be accepted as contractor

Motion carried unanimously.

III. ADJOURNMENT

Pres. Kepka adjourned the meeting at 7:34 p.m.

                                                                                                           Respectfully submitted.

                                                                                                           _____________________________

                                                                                                          Mary Peterson, Secretary

  X    Minutes approved as read

___ Minutes approved as amended

_______________________________

Robert J. Kepka, President