City Council - Special Meeting

All right. Being 6:15, we'll call the January 6 special common council meeting to order. Uh, roll call has been taken. We looking for a motion to adopt the agenda. Second. Motion made. Who made the motion? Mr. Dorsey. Second by Mr. Bington. Any additions or corrections to those? Hearing none.

All in favor say I. I. Opposed. Motion carried by all. moving in to consider a funding request to hire a company to relocate all library books, materials, and future furniture to the New London Public Library location in the amount of $35,000. So, we're looking for a motion and a second. We got a that motion was made the last meeting not to exceed, wasn't it? Not to exceed. So, we have to change the wording. Blend, you want to just repeat what you did on the last

I will. I was going to, I guess. Um, I will make a motion not to exceed $35,000 um with receded actual expenses to hire a company to re ro re relocate all library books, materials, and furniture to the new public library location at 401 West Northwater Street. Motion made by Miss Croy. Second. Second by Mr. Bau. Any further discussion? I need to amend that to 413. Sorry, it's 113. 113. Grammy

with the corrected amendment to with the correct address. All right. Motion made and seconded. Please cast your B. That motion's carried. Eight yes, one no. All right. Review construction progress, evaluate bids, and consider awarding a contract for elevator modernization requirements as the future New London Library. Who would like to take that on? And

Hayden. Hayden is here from uh Kelk. He understands more fully what the problems are with the elevator.

Thank you. So, what happened with um the elevator is the building inspector is going to tell you that you need fire suppression inside of the pit for the elevator. An elevator inspector is going to tell you that you can't have any fire suppression in there unless you bring it up to 2016 code or anything that you do in the building renovation wise, you're going to need to bring it to the latest code. So, with us putting in the fire suppression, we have to bring the building up to 2016 code, which wasn't originally brought up, wasn't known about, but we found out later on. So, we went in and we looked at what's the best for you guys to look at getting a whole new elevator. Is that the best bang for your buck or is it to do the modernization? And what does a modernization all entail? So with being below a 2016 code, if the building was to have a fire, it would lock up the elevator and it would go into a recall. It would just lock the elevator and that person would be stuck in the elevator during a fire, which of course for safety is not optimal. So with bringing it to 2016 code, it the modernization will drop the elevator back down to the first floor, opening up the doors and keeping them locked open. So the elevator's in recall. Um, so what we did was we went to bun through into two different elevator companies and got both their opinions. We spent probably two months meetings back and forth with them kind of seeing who could give us the best deal, what was our best options, um, best way to move forward with this, what our total cost was going to be. Um, we ended up putting out for bid for the modernization because a whole new elevator, honestly, what they said is you're not going to get as higher quality of an elevator as they were made back then. And this modernization, what it does is just give all the electro or electrical components of a new elevator,

but your older, sturdier, better built elevator will still remain. So, the modernization was the route that we went. We put it out to bid for three different biders. And then I'm unsure if everyone got this this bid, but the

um Metro Elevator, they're a newer company to the area, but they're well known from the West and East Coast. They just put in offices in the Midwest, one in Milwaukee and one in Green Bay. It's like last October. and from um talking to them and actually looking into them deeper, they're a well well put together company. Most of them um are from Otus and Topper or better um elevator companies from around the area. So, um, we have no problems with them being able to perform the work. And they actually came under bid or under price from what we originally had told the library around the 117 mark. we thought.

Um so just to backtrack just to kind of go back for the whole process originally when um Dev and one of the other um engineers from uh Keller when this was kind of being investigated um it was basically told by the state that if we didn't touch it we wouldn't have to modernize it. Y

so the plan originally was not to touch it because it was it would been grandfathered into the code. So what happened was during the you know process of um you know design and engineering like you said they had to put a um fire suppression um point in the elevator shaft which then domino affected some codes to force the modernization. So the plan was not to modernize because we fig they figured that it was going to be you don't messize shaft at all. You shouldn't have to. So the the different codes kind of piggyback domino affected and all of a sudden oh now you have to modernize this elevator bring it up to code. So

I I would personally still rather have the elevator go back down to the ground floor and open up. Yeah. Regardless if we need to do it or not. What we tried to get was a like a grace period to to

get the money for this where you could fund it in say a year, year and a half to kind of build up to it. And there was couple different options that were maybe 60 grand, but they were harder on the actual elevator and like they said it could give out in two weeks. Like there was no time that money could be just wasted by doing it that way. The modernization is this elevator will last with this and it'll be up to code and it'll be safe and this you shouldn't have to do anything for a very long time. So continue that conversation a little bit. Um and um when Metro and and Hayden jump in when Metro provided their quote, they provided some um additional options to consider as alternates. Um that wasn't really asked specifically for all these um but these were some different options that they threw out. I know Ann and the library museum board members here, you guys talked about some of the different options. I don't know what you guys, you know, um, fell on if you felt like the the, um, ceiling option was necessary at this point in time. I don't know if you guys want to talk about that.

I think we, um, decided that we would not do any of the other things. Okay. So, none of the alternates at this point of time. You want to talk about would just be the 89,000. Those will be something in the future that I think in the future um somebody could put a drop ceiling in there, but right now it there's a ceiling. It's just not attractive. Paint it. Huh? Paint it.

It's It's black. It just has I mean it's it's stainless. It's fine. The There's just old fluorescent lights that you know you might want to change out some. The another reason why this was bid out separately, we could have taken two routes. We could have taken the route of making this a change order under the eightpine contract, but typical with contracts and and um contractors like this in um the contract there is an upcharge by the main contractor for any subcontractor items that are done because um there's bonding needed. There's, you know, um administrative costs in there. every time a subcontractor one of these change orders that went through, there's a little bit of upcharge that uh the main contractor gets to um do that work. You know, even though the subcontractors are doing it, the main contractor um has a bit of a um an upcharge for that. Because this was such a individually large project, by bidding it out separately, not under a pine, we're saving that upcharge for the the main contractor for this. So that's why this is being bid out separately instead of being a change order um process to save some money there. And like you can see here um there's three bids that were um submitted for the project. This needs to be approved by the council and not the library museum board because it's tied into that grant, the state grant. So, if you remember, all the main contracts had to be approved by council to move forward with uh the project,

but this is getting paid for by the original contract. It's part of the contingency. Yep. So, you can see here we got that $400,000 contingency. It's being planned right now. And since they're not going to do the $7,000 um for the ceiling elevator like we just talked about, that can come out So now you're even closer to that $35,000 for the the book move that you that's all. So

like uh Chad said for that general contractor um their fees it normally runs standard or standard as 10% and then you get insurance and bonding. So you get around 13% overhead on that. So that 89,000 would have had an extra 10,000 on it. And I mean, we just thought that it'd be better to run it to a different contract since Apine wasn't really hands-on with this portion of it.

Any further discussion? Where is this money actually coming from? I

think you kind of hit it. So, I keep it here. So, just what you guys saw before, the the budget that was proposed to the state, there was the the state grant, which is this column right here, the FFP grant funds. So, we got 2 or4.25 million in grant funds. There's $2.7 million in local funds and that that includes the 750 that the city donated the library museum uh or the library museum board friends groups donations that they received the two million whatever they talked about in there

2.1 it's all part of the revenue of the budget just for the state's eyes in the state's eyes we're using the state money for construction and the digital connectivity infrastructure needed for the library um everything else is being paid by the local money, you know, for the most part, but it's all getting put into the library trust fund, you know, and used for the project. So, but the $400,000 was planned as part of the contingency budget for the overall project at the beginning of the beginning of the budget. So, we're at about 376,000 of the 400,000.

Correct. If if all these things in red pan out as what they're on there right now, then you're Yes. Correct. You are under the $400,000. Factoring in that $35,000. Any further discussion or we're looking for a motion? I'll make a motion to accept the uh elevator contract for modernization requirements uh at the New London Public Library. Seconded. Motion's been made and seconded. Any further discussion?

I would suggest putting it in there that you're approving the contract to Metro. Yes. for the amount on I'd like to add that to uh I should have mentioned uh approve the bid from Metro elevator at 89,000 motion made and second motion second by Mr. Dorsy. All right. Any further discussion? Hearing none, please cast your ballots. Motion's carried. 90. And with that, we move on to adjournment. We get a motion. Motion made. Second.

Motion seconded. All in favor say I. All right.