WEBVTT 00:00:00.226 --> 00:00:07.366 - All right, four o'clock. So it's the witching hour. So let's call the special meeting of the Monroe 00:00:07.366 --> 00:00:14.506 - County Capital Improvement Board for January 9th, 2026 to order. And we will begin by, I'll ask Mr. 00:00:14.506 --> 00:00:21.789 - Parrish to take the role. John Weichart, present. Doug Bruce. Jeff McCann, here. Joyce Bowling, here. 00:00:21.789 --> 00:00:25.502 - Adam Teague. Jim Silverstein, here. Jay Baer, here. 00:00:27.202 --> 00:00:34.978 - Thank you. We have one item of business on the agenda. A request for approval of change order in excess 00:00:34.978 --> 00:00:42.456 - of twenty five thousand dollars for some foundation work. Barry are you presenting this. I'm giving 00:00:42.456 --> 00:00:50.456 - the intro and everybody has a little bit of a part in it. Everybody doesn't. So as you know when potential 00:00:50.456 --> 00:00:54.494 - change orders come about and they're over twenty five 00:00:54.690 --> 00:01:03.746 - thousand that we need to bring it to the board in the fall. There's an issue that just came up since 00:01:03.746 --> 00:01:12.892 - Tuesday and that has to do with preparing of the subgrade for the building. Even though we have steel 00:01:12.892 --> 00:01:21.948 - above us we still have a lot of prep work to do below that level and at the slab and below level. So 00:01:21.948 --> 00:01:24.638 - the potential change order is 00:01:24.866 --> 00:01:32.731 - significant in its dollar value, and we thought it was prudent of us to make sure you all understood 00:01:32.731 --> 00:01:40.673 - why we are asking this. So with that, we have a series of slides to go through so that you understand 00:01:40.673 --> 00:01:48.693 - what this issue is, as you'll, I'm sure, have to answer to our community here and there when questions 00:01:48.693 --> 00:01:53.054 - come up. And so we'll start off with giving some facts. 00:01:53.442 --> 00:02:00.077 - Yeah, so I'll start. So this is Sarah Hempstead for everybody online. So we knew we were going to do 00:02:00.077 --> 00:02:06.712 - this while there's not great. The slab was designed to accommodate that as much as possible based on 00:02:06.712 --> 00:02:13.741 - all the extensive geotechnical report. And so we have there's a little section of the slab, which includes 00:02:13.741 --> 00:02:19.390 - some things that we don't always include like a geogrid, which is essentially a metal 00:02:19.746 --> 00:02:26.591 - a very spitty mesh that goes underneath the subgrade, that's that red line right there, to create a 00:02:26.591 --> 00:02:33.642 - consistent stable surface for the slab. As we have moved through the site, just encountered some areas 00:02:33.642 --> 00:02:40.829 - that, due to the site itself, due to the weather, where the under-surface material is just not as stable 00:02:40.829 --> 00:02:48.222 - as we'd like it to be. And so that's really what this change order is. It's where we encounter those areas, 00:02:48.514 --> 00:02:55.840 - taking the soil down to where it needs to be, putting a new solid under surface, and then building a 00:02:55.840 --> 00:03:03.238 - slab, as it was. It is pretty much exactly what contributing it's design to do is help us sub-surface 00:03:03.238 --> 00:03:10.564 - material. The alternative to doing something like this would be to say, let's assume that everywhere 00:03:10.564 --> 00:03:18.398 - twice as much soil is bad than we think might be. And we could have done that. Let's scrape the whole site. 00:03:18.530 --> 00:03:25.857 - twice as much as we might possibly need to be, but it's a much more expensive way to go about it. This 00:03:25.857 --> 00:03:33.398 - is the cheapest list. As we find it, we'll mitigate. Yeah, so just as a background of the project status, 00:03:33.398 --> 00:03:41.081 - Andrew shared with Little Brothers Project Manager. So we are preparing for the silent grade, the subgrade, 00:03:41.081 --> 00:03:45.278 - the geogranite, and the packed stone. So basically we have 00:03:45.570 --> 00:03:51.360 - subgrade, whether that's native soil or stone backfill, to get to grade. We put the geogrid down and 00:03:51.360 --> 00:03:57.149 - put a foot of compacted 53s for concrete. That's where we're at now. Obviously, as we see across the 00:03:57.149 --> 00:04:02.996 - road, we see in this picture, our steel activities have progressed to where our long-span trusses are 00:04:02.996 --> 00:04:09.015 - set. Now we're getting ready for all of our underground to get out of the ground with our slab on grade. 00:04:09.015 --> 00:04:14.174 - As far as sequencing, again, so we complete our foundations, we erect our steel, and then 00:04:14.402 --> 00:04:19.540 - final preparations for the subgrade, which is after all the heavy equipment and everything. It's kind 00:04:19.540 --> 00:04:24.779 - of demode and got out of the way. So we didn't want to do any prep work for this soil. Whenever we knew 00:04:24.779 --> 00:04:30.018 - we were going to have cranes and boom lifts and walls, everything else here, because we would have just 00:04:30.018 --> 00:04:35.559 - tore it up and doubled our work. So again, now we're to that point where we're going to place the geodegraded 00:04:35.559 --> 00:04:40.697 - stone and everything. So again, could not stabilize the subgrade prior. Now we're to that point where 00:04:40.697 --> 00:04:43.870 - we can address it. There's a couple of things that we've done. 00:04:44.226 --> 00:04:50.669 - that tried to prevent as much damage as possible. So as we progressed on a weekly basis, we'd go in 00:04:50.669 --> 00:04:57.177 - and back-drag, kind of remove the water that we could at the standing water and everything. And also 00:04:57.177 --> 00:05:03.621 - on this bottom right picture, contractors paid a lot of money to have about a foot and a half stone 00:05:03.621 --> 00:05:10.386 - fill job sites that could train the boomless and we were tracking through this and create the sinkholes. 00:05:10.386 --> 00:05:12.126 - So that's some protection. 00:05:13.474 --> 00:05:20.497 - with this change order, the progression plan is we'll have Paul Woodzing who did the geotechnical report 00:05:20.497 --> 00:05:27.453 - come out, basically an observation. So as they go through, they say, hey, remove this material and down 00:05:27.453 --> 00:05:34.142 - to a suitable soil, fill it with stone up to that subgrade level just to give us true subgrade that 00:05:34.142 --> 00:05:41.031 - can sustain the geogrid, make it work to its true potential. So that's kind of the game plan with this 00:05:41.031 --> 00:05:43.038 - change based off their walks. 00:05:46.978 --> 00:05:55.788 - So we have asked federal brothers to estimating where we think this condition will land where we can 00:05:55.788 --> 00:06:04.598 - have a protective figure and not see the entire site. Andrew I don't know if you'd like to go into a 00:06:04.598 --> 00:06:13.320 - little bit of how you determine that. Yeah honestly it was a lot of assumptions. There's some areas 00:06:13.320 --> 00:06:16.286 - we made six inches and some areas 00:06:16.418 --> 00:06:22.890 - be two feet, some areas it could be worse on one half of the job versus the other. So we kind of broke 00:06:22.890 --> 00:06:29.361 - it out into our quadrants and tried to say, okay, well, we can assume we may be a foot and a half here 00:06:29.361 --> 00:06:35.707 - based off of what we're observing right now. But Alden-Witzig has been on site since we broke around 00:06:35.707 --> 00:06:42.053 - July and think periodically to determine where we're at, soils and stuff. So again, this is our best 00:06:42.053 --> 00:06:45.886 - judgment, safest possible worst case scenario where we'll be 00:06:46.338 --> 00:06:55.673 - It will be by truck in a cost that was provided with a lot better forms. So we'll be able to track those 00:06:55.673 --> 00:07:04.653 - tickets and obviously be saving. This is the dollar figure. And before we ask for any action on this 00:07:04.653 --> 00:07:13.544 - I just wanted to warn you that with this potential payment. This is where our contingency plans and 00:07:13.544 --> 00:07:15.678 - our contingency to date 00:07:15.810 --> 00:07:28.133 - would be just over 500,000. 538, 748, roughly 22 percent contingency. You can see where the original 00:07:28.133 --> 00:07:40.456 - contingency started at 2.4 million and 3.6 million. So just having that awareness of where we are is 00:07:40.456 --> 00:07:43.262 - a piece of information 00:07:45.890 --> 00:07:54.007 - sort of that. Questions? Let's not do questions yet. So this is a recommendation for the board. So I 00:07:54.007 --> 00:08:02.366 - would ask for a motion to approve the recommendation and then we can have questions or discussion about 00:08:02.366 --> 00:08:10.644 - the motion. Second. Okay, so we have a motion by Mr. McKim who wanted to be in the minutes in his last 00:08:10.644 --> 00:08:12.894 - meeting. Seconded by Joyce. 00:08:13.250 --> 00:08:21.677 - Now, now let's open this up for any questions or discussion for board members. Any questions? 00:08:21.677 --> 00:08:30.821 - This is totally. This is. Yeah. Any questions? Yeah. Okay. Yeah, no, I guess I just don't understand. 00:08:30.821 --> 00:08:40.862 - So is this caused by the heavy equipment movement or is this just caused by the fact that we have lots of soil? 00:08:45.218 --> 00:08:52.401 - I mean, it's a mixture of both, for sure. But the soil is less than ideal. So we encountered a lot of 00:08:52.401 --> 00:08:59.443 - random fills and stuff. And they ran into that with the geotag report. And then you open that up in 00:08:59.443 --> 00:09:06.415 - order for us to set steel, get everything gray. And then this time, you hear the freeze, the thaw, 00:09:06.415 --> 00:09:12.894 - the rain. So does it dry up? Yeah. Which is kind of what I was going to ask the same thing. 00:09:13.122 --> 00:09:18.575 - So it was a problem we couldn't have anticipated when we did out the whole project. Not the magnitude. 00:09:18.575 --> 00:09:23.974 - You know, you're going to have some level of it, but it's just impossible to know. Soil samples don't 00:09:23.974 --> 00:09:29.268 - tell the whole story. Right, right. Yeah, the weather and the precipitation and all that plays into 00:09:29.268 --> 00:09:34.827 - factors. And then my other follow-up, which always asks this question, are we 22% done with the project? 00:09:34.827 --> 00:09:40.279 - Based on the value of what's on the site, I'd say yes, sir. Yeah, we are. And again, I think we talked 00:09:40.279 --> 00:09:42.238 - about this in a lot of the meetings. 00:09:43.810 --> 00:09:49.583 - Highest risk, I guess, for contingency use is just going to be as we get out of the land. So this big 00:09:49.583 --> 00:09:55.469 - soiled slab, you know, you're talking 60,000 square feet-ish area that we're trying to address. We only 00:09:55.469 --> 00:10:01.356 - have a few more things that we're getting out of the ground as far as the deep foundations on the south 00:10:01.356 --> 00:10:07.129 - side of the project. We did finish all of the concrete foundations across the road. So yeah, last big 00:10:07.129 --> 00:10:12.788 - puzzle piece. A lot of the ugly stuff is over. The rest of it. There still may be some rock that we 00:10:12.788 --> 00:10:13.694 - have to remove. 00:10:14.210 --> 00:10:21.730 - as we go through some of the foundation on the route south side of the field. Yeah, the loading docked 00:10:21.730 --> 00:10:29.250 - area on the south side of the project is basically our last deep work. That's a small area, too. Yeah, 00:10:29.250 --> 00:10:36.478 - it's not very large. The detention system is the biggest. So that'll look out past the foundation. 00:10:37.570 --> 00:10:45.916 - And I guess one one reason for calling this as a special meeting not waiting until the twenty-first 00:10:45.916 --> 00:10:54.513 - was schedule implications. We were what I was preparing to do under slab and then you know it's a need 00:10:54.513 --> 00:11:02.943 - to review the upgrade. They had further instruction to get that subgrade statewide. So it has pushed 00:11:02.943 --> 00:11:06.782 - off that the most slab work of a couple days. 00:11:08.290 --> 00:11:16.975 - but trying to get this in front of you is possible so that we can move further in place. Okay. Yeah, 00:11:16.975 --> 00:11:25.659 - and I might mention that when we had our meeting in December, we were about 16%. This is another 6%, 00:11:25.659 --> 00:11:34.430 - which brings us up to, so this individual one is about 6% of the contingency budget. And I would like 00:11:34.430 --> 00:11:35.806 - to mention that 00:11:36.258 --> 00:11:41.881 - This is exactly how it's supposed to work. And we've got to change order this in excess of $25,000. 00:11:41.881 --> 00:11:47.616 - We had to have a special meeting. You were all good enough to be available. We gave our public notice 00:11:47.616 --> 00:11:53.294 - of 48 hours. So from Tuesday when we didn't know about this, here we sat on Friday and we're able to 00:11:53.294 --> 00:11:59.198 - approve it. So I appreciate everybody's work and effort in making today possible and making this happen. 00:12:00.674 --> 00:12:07.075 - I'm sorry, go ahead. Oh, Jeff, do you have another question? Oh yeah, I just on the overall schedule 00:12:07.075 --> 00:12:13.794 - are still good. Yes, yeah, we are tracking. We have steel that's going to be delivered the Friday before. 00:12:13.794 --> 00:12:20.195 - Everything's in fabrication ready to sit down here. Good. And the signage is all up. I've noticed on 00:12:20.195 --> 00:12:26.533 - this. Yeah, we did put the message boards up, but we get the 19th. I think we'll have the remainder 00:12:26.533 --> 00:12:30.526 - of the signage out through the final walk with city engineers. 00:12:30.978 --> 00:12:39.625 - Friday, we close Sunday night. Turn the signs, unbag everything. Then have our closure first thing Monday 00:12:39.625 --> 00:12:48.108 - morning. Again, steel will be on site ready to set up. OK, any other questions? Discussion? Just simply 00:12:48.108 --> 00:12:56.347 - want to point out that we're approving a contingency change order not to exceed $150,000. We want to 00:12:56.347 --> 00:13:00.670 - make sure that not to exceed is part of that motion. 00:13:01.954 --> 00:13:08.185 - So unless there are any other questions or discussion from board members, seeing none, Mr. Parrish, 00:13:08.185 --> 00:13:14.541 - you want to take the role? John Weichart. Yes. Jeff McKim. Yes. Joyce Poehling. Yes. Adam Tease. Yes. 00:13:14.541 --> 00:13:20.960 - Jim Silverstein. Yes. All right. There are no other items on the agenda. Happy New Year. And you don't 00:13:20.960 --> 00:13:24.574 - have to go home if you can't stay here. We are adjourned.