June 21, 2013 at 4:00 PM - Board of Education Special Meeting
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I. Opening the Meeting
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I.A. Call to Order
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I.B. Open Meetings Act
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I.C. Notice of Meeting
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I.D. Roll Call
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I.E. Status of Absent Board Members
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II. Approval of Agenda and Statement of Purpose for the Special Meeting (To discuss, consider and take action on the proposed change order for subsurface material preparation under the track/high jump, consideration of a proposed project schedule, and amendment to agreement with Paul Reed Construction.)
Recommended Motion(s):
Motion to approve the agenda Passed with a motion by Board Member #1 and a second by Board Member #2.
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III. Action Items
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III.A. Discuss, consider and take all necessary action with regard to the track renovation project relating to:
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III.A.1. (1) a proposed change order for additional subsurface material preparation to add crushed concrete/angulate material under the track and high jump area surface prior to application of the asphalt base;
Recommended Motion(s):
Please see attachment for a recommended motion from our legal counsel:
Motion made by Board Member ___________ to approve Change Order No. 1 to the plans and
specifications for the Track Replacement Project for the Bayard High School prepared by Paul
Reed Construction and Supply, Inc. (PRC) for the replacement of unsuitable soils located on the
site underneath the track and high jump surface and replace such material with six inches (6”) of
crushed concrete at a total added cost to the construction contract with PRC in the amount of
$49,375.00, such Change Order No. 1 to be attached to this Motion and incorporated herein by
this reference; and, further to authorize the President of the Board of Education to execute the
Change Order No. 1 on behalf of the Board of Education, and authorize and direct the President
of the Board of Education and Superintendent of Schools to take all action necessary to carry the
terms of the Change Order into effect according to its terms. Passed with a motion by Board Member #1 and a second by Board Member #2.
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III.A.2. (2) acceptance of the proposed the project schedule; and;
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III.A.3. (3) amendment of the Agreement between the School District and Paul Reed Construction to change the date when liquidated damages will be assessed from August 9, 2013 to October 1, 2013 in consideration of a reduced price for the crushed concrete/angulate material provided for in the change order.
Recommended Motion(s):
Please see attached for a recommended motion from our legal counsel:
Motion made by Board Member ___________ that in consideration of the efforts of Paul Reed
Construction and Supply, Inc. (PRC) to reduce the cost of Change Order No. 1 to the plans and
specifications for the Track Replacement Project (Project) for the Bayard High School regarding
removal and replacement of unsuitable soils located on the site underneath the track and high
jump surface, the Board of Education should, and does hereby:
(1) Approve the PRC Project Schedule amending the date of Substantial Completion of the
Track Replacement Project from August 9, 2013 to September 11, 2013, and the date for final
completion to October 1, 2013, such PRC Project Schedule being attached to this Motion and
incorporated herein by this reference; and,
(2) Approve the amendment of the AIA Document A101-2007, “Standard Form of Agreement
between Owner and Contractor, dated April 23, 2013, at paragraph 3.3 thereof to change the date
of Substantial Completion of the Project from August 9, 2013 to September 11, 2013, and the
date for final completion of the Project to October 1, 2013, and the assessment of liquidated
damages on the project in the amount of $750 per day from August 9, 2013 to from and after
October 1, 2013, such Amendment being attached to this Motion and incorporated herein by this
reference; and,
(3) Authorize the President of the Board of Education to execute the Project Schedule and
Amendment to Contract on behalf of the Board of Education, and authorize and direct the
President of the Board of Education and Superintendent of Schools to take all action necessary to
carry the terms of the Change Order into effect according to its terms Passed with a motion by Board Member #1 and a second by Board Member #2.
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IV. Adjournment
Recommended Motion(s):
Motion to adjourn the meeting Passed with a motion by Board Member #1 and a second by Board Member #2.
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