Minutes - 06/05/1978 - Board of TrusteesC �
VILLAGE OF OAK BROOK
MINUTES OF SPECIAL MEETING
JUNE 51 1978
I CALL MEETING TO ORDER
In the absence of Village Clerk Marianne Lakosil:
Trustee Cerne moved - seconded by Trustee Reynolds...
That Paul Weber be appointed Secretary of the Meeting.
Roll call vote - Ayes: Trustees Brown, Cerne, Glaves, Philip, Reynolds, Rush
Nays: None
Absent: President Howell So ordered
The Special Meeting of the Board of Trustees was called to order at 7:40 p.m.
by Secretary Weber in the Samuel E. Dean Board Room of the Village Commons.
Present: Trustees Federick W. Brown
Wence F. Cerne
Eldon K. Glaves
Arthur W. Philip
Barbara F. Reynolds
Joseph H. Rush
Absent: President George B. Howell
Trustee Philip moved - seconded by Trustee Glaves...
That Trustee Cerne be appointed President pro tem.
Roll call vote - Ayes: Trustees Brown, Cerne, Glaves, Philip, Reynolds, Rush
Nays: None
Absent: President Howell So ordered
President pro tem. Cerne announced the meeting purpose as consideration of bids
received for construction of 7 new holes for the Oak Brook Golf Course, and
requested Design Consultant Golf Course Architect Roger Packard to address the
matter.
Mr. Packard advised that only two bids had been received, from:
1. Maddox Construction - at $389,851.00
2. Wadsworth Construction - at $443,000.00
and noted that he had earlier offered estimates of costs as expected to come in
around $250,000 to $280,000 against the 18 -hole cost total anticipated at $700,000.
Mr. Packard then cited a series of possible deletions from specifications which,
if accepted, could effect low bid reduction to an approximate $277,000 net. He
indicated disappointment with bids offered, noted his original estimates to have
been based on 1977 costs, and that the 28% excess to them had not been expected;
this was attributed to inflationary factors.
Mr. Packard further stated his belief that a complete course could be built for
the projected $700,000, but that it would not come up to a relevant quality
standard. He suggested that more dollars might be considered.
Asked the number of bids solicited, Mr. Packard said 5, with 3 not responded to.
President pro tem. Cerne then stated problems for Board consideration as being:
1) acceptance of low bid presented; 2) rejection of bids received; 3) seeking rebids.
Trustee Reynolds asked whether seeking rebids would still permit getting work
done in 1978. This was responded to affirmatively; President pro tem. Cerne
noting 120 - working day completion projection, predicated on weather factors.
VILLAGE OF OAK BROOK Minutes - 1 - June 5, 1,978
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VILLAGE OF OAK BROOK N�_ utes - 2 - June 5, 1978
Trustee Philip stated he was having problems understanding the variations in
format of the two bids offered. Mr. Packard responded that figure totals
were not representative of various unit price extensions, and also noted
that low bidder did not have the overhead factors of high bidder.
President pro tem. Cerne offered his judgement that both bids were "unbalanced,"
in that early phases of work were "loaded," so as to produce higher early
payout elements.
Trustee Philip said he found it difficult to accept that each bidder had
figured on building the same golf course.
Mr. Packard commented on the reputation and stability of the low bidder, and
repeated a comment that the percentage over his estimate was unexpected. He
responded to Trustee Rush's questioning of the time frame by saying that job
was ticlose to home" for both bidders. He went on to note low bidder as having
built Pheasant Run Course, several in Rockford area, plus a couple for himself.
Noting present alternatives were: 1) go now with low bid, or 2) delay start of
construction until 1979; President pro tem. Cerne reminded all that inflationary
factors would not soon abate.
Trustee Rush questioned impact of delay on second phase of course construction.
Trustee Philip noted possible desirability of full season course close doivn, so
as possibly to receive better costs for doing all construction at once.
Trustee Reynolds expressed curiosity about differences in bidder's multipliers.
Trustee Philip added comment on earth moving yardage cost differences, other
unrepresentative cost aspects.
Mr. Packard said that one bidder's quantity takeoffs were close to his estimates,
while those of the other were considerably under; but that the final product
would be brought in to specifications, regardless.
Trustee Reynolds questioned quality of workmanship of low bidder. Mr. Packard
responded favorably, noting that both bidders had viewed identical specifications,
and attributing difference in bids to differences in overhead factors.
Village Manager Kenneth Carmignani commented as to probable cost difference being
attributable to one bidder's "loading" job. Mr. Packard again described the
bidders' qualifications and locations of similar work.
President pro tem. Cerne remarked that the phased construction plan had been
considered in order to maintain some course playability at all times, to sustain
continuity of interest and use and maintain revenue generation. Discussion
followed as to what that revenue might be. It was indicated at $5,600 in 1978
budget projection.
President pro tem. Cerne restated primary responsibility of the Board to be
provision for continuity of course use. He answered Trustee Reynolds Question
on possible use of Midwest Country Club negatively, since Midwest Country Club
is accepting no 1980 booking because of impending development.
Further discussion revolved around limited number of interested bidders caused
by unique construction format; investment return potential to offsetting in-
flationary spiral; sharp differences between consultant's cost estimate and
bids received.
Mr. Carmignani restated the Board's original intent of constructing 7 holes
in 1978, while proceeding with design of additional holes so as to have that
phase ready for bid first quarter 1979, all construction complete by July 1980.
Trustee Glaves stated his wish to accept present low bid.
Trustee Rush indicated his wish to hear recommendations from Mr. Packard prior
to proceeding to formal action.
VILLAGE OF OAK BROOK Minutes - 2 - June 5, 1978
VILLAGE OF OAK BROOK Minutes
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June 5, 1978
Trustee Philip commented on problems with automatic watering system being
experienced on course near Joliet. Mr. Packard cited satisfactory performances
of others, and agreed to look further into the matter.
Discussion then reached the area of possibilities for drawing bicycle pathways
funding from other than golf course account. Trustee Rush noted this as being
desirable. Trustee Reynolds disagreed, feeling that doing so would limit path -
ways extension elsewhere, thereby favoring golfers over others.
Trustee Philip moved - seconded by Trustee Reynolds...
That both present bids be rejected; that Consultant Architect prepare
plans and specifications covering construction of an 18 -hole golf course;
that such preparation be accomplished in time to permit bid receipts and
letting, so that construction can start during Fall 1978.
_ y
Roll call vote - Ayes: Trustees Brown, Glaves, Philip, Reynolds, and Rush
Nays: President pro tem..Cerne
Absent: President Howell So ordered
Further discussion indicated probable ability to have suggested redesign elements
worked up for the Board's viewing by June 12; total design by June 19; with
likelihood of the Board then being able to call for bid returns by August 9;
act on same by August 15, 1978.
Trustee Philip then presented petitions bearing signatures of 81 members of
the Oak Brook Bath & Tennis Club, requesting the Board to defer action on
tennis court resurfacing until after Labor Day (Sept. 4, 1978). This was
agreed to; no formal action was considered necessary, with proviso that peripheral
drainage tile installation work would not be delayed.
Trustee Glaves moved - seconded by Trustee Rush...
To adjourn at 9:05 p.m.
Voice vote - all in favor
Respectfully submitted,
a "k Lo-
Secretary of the Meeting
So ordered
VILLAGE OF OAK BROOK Wnutes - 3 - June 5, 1978