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MINUTES OF THE
<br />ORONO CITY COUNCIL MEETING
<br />Monday, April 13, 2020
<br />6:03 o'clock p.m.
<br />Edwards said Blackstone Contracting was the lowest of 3 bids received. They put the bid out as a base bid
<br />and there were a number of alternates. The base bid included the accessible trail network and associated
<br />items. Alternate 1 was the vault toilet. Alternates 2 and 3 were the picnic shelter; part of it was the floor
<br />of the shelter and the shelter itself. Alternates 4 and 5 were large concrete picnic tables ranging from
<br />standard tables to meeting an ADA standard. The total low bid with all alternates was $398,490 and totals
<br />$474,764 when the construction bid items are added to the in-house work from the City as well as the
<br />design, archaeology, and construction management. Initially the City committed to funding $80,000 out
<br />of the Parks fund; the Big Island Legacy Fund, a 501(c)(3), anticipated raising $120,000; and the City
<br />received a grant in the amount of $200,000. It is a matching grant, so it requires a match to receive the
<br />entire $200,000. Bolton & Menk donated $10,000 of in -kind time for their construction fees. In total,
<br />there was $410,000 identified for the project. To date, the Big Island Legacy Fund has raised
<br />approximately $68,000.
<br />Edwards proposed three different courses of action for the Council's consideration on the award. Action
<br />A would award the base bid and all the alternates at a total cost of $464,764 and would require the City to
<br />come up with $196,764. Action B would include the base bid and one of the two alternate groups at a cost
<br />of $131,531 to the City. In this course of action, the City would only be able to realize about $172,000 of
<br />the $200,000 grant. Action C would award the base bid at a cost of $90,000 to the City and would only
<br />realize $120,000 of the grant. He indicated there was a proposal packet from the 501(c)(3) for the
<br />Council's consideration where, if the City would award Action A, they would continue to try to raise the
<br />remaining $52,000 they originally identified as their fundraising goal.
<br />Staff recommendation is Action B with either the picnic shelter or latrine, which gives a balance between
<br />cost and amenities provided. If the City chooses Action A, there may not be sufficient funds for other
<br />projects if $196,000 came out of the Parks fund. He referenced a proposal from Bolton & Menk for
<br />construction management fees in the amount of $20,000, of which $10,000 would be donated in -kind. He
<br />said Bolton & Menk is also requesting compensation in design fees of $1,177 based on additional work
<br />performed.
<br />Johnson asked, if the City paid the Bolton & Menk fees, would they be subject to the matching fund grant
<br />versus Bolton & Menk giving the City the donation.
<br />Edwards stated the maximum amount of engineering and design fees that could be attributed to the grant
<br />is $40,000. Even when Bolton & Menk donated the $10,000, there is still $68,000 of engineering for the
<br />project. The City was able to maximize the amount of engineering the City can attribute to the project.
<br />Johnson said he is grateful for donations from the Big Island Legacy Fund and asked if there was a
<br />representative present. After ascertaining that Peter Lanpher was online, he asked what he would want to
<br />see happen with the shortfall from the pledge by the group.
<br />Mr. Peter Lanpher, Chairman of Big Island Legacy, P.O. Box 175, Long Lake, said they were asked by
<br />the City to try to raise $125,000 as their portion. To date, they have raised $58,000, with another $10,000
<br />due to arrive in May. They are actively seeking additional money.
<br />Mr. Lanpher said they are a board of five people and noted the Mayor has been at most of the meetings.
<br />The recommendations they have come up with are from a historical archive standpoint of what has
<br />happened in the past at Big Island and come from past Orono/Big Island Committee minutes as well as
<br />the Big Island caretaker. They are not opposed to whatever the Council wants to do. Staff is
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