1 1 2 3 KERR COUNTY COMMISSIONERS' COURT 4 Special Session 5 Thursday, March 8, 2018 6 9:00 a.m. 7 Commissioners' Courtroom 8 Kerr County Courthouse 9 Kerrville, Texas 78028 10 11 12 13 14 15 16 17 18 19 20 21 22 23 PRESENT: TOM POLLARD, Kerr County Judge HARLEY BELEW, Commissioner Pct. 1 24 TOM MOSER, Commissioner Pct. 2 JONATHAN LETZ, Commissioner Pct. 3 25 BOB REEVES, Commissioner Pct. 4 2 1 I-N-D-E-X 2 NO. PAGE 3 1.5 Consider, discuss and take appropriate 3 action regarding recommendations from 4 Peter W. Lewis Architect and Associates PLLC for the buildout of the 216th 5 District Attorney's Office at the Sheriff's Annex based on the bids that 6 were opened on February 27, 2018, and enter into contract negotiations with 7 contractor. 8 1.6 Discuss and review applications for 8 Maintenance Supervisor. 9 *** Adjournment. 8 10 *** Reporter's Certificate. 9 11 * * * * * * 12 13 14 15 16 17 18 19 20 21 22 23 24 25 3 1 (Approval Agenda to Pay the Bills.) 2 JUDGE POLLARD: Item 1.5 consider, discuss 3 and take appropriate action regarding recommendations on 4 somebody named Peter W. Lewis Architect and Associates 5 PLLC for the buildout of the 216th District Attorney's 6 Office at the Sheriff's Annex based on the bids that 7 were opened on February 27, 2018, and enter into 8 contract negotiations with contractor. Mr. Lewis. 9 MR. LEWIS: Good morning, Judge, 10 Commissioners. And I have forwarded a letter to Jody 11 that you may have seen, but first I wanted to receipt of 12 the bids for the reference project on February 19th, and 13 bid openings on February 27th. Kendnel Kasper 14 Construction, Inc. is the apparent low bidder. We've 15 reviewed their bids and references for their proposed 16 subcontractors and are confident that they will complete 17 the work described in the contract document in a 18 successful and timely manner. It is therefore our 19 recommendation that the Kerr County Commissioners' Court 20 and Kendnel Kasper Construction enter into negotiations 21 for a construction contract which would be an AIA 22 document, an owner-contractor agreement for stipulated 23 sum based on the -- their bid. 24 COMMISSIONER REEVES: Mr. Lewis, you said 25 apparent low bidder. Were they the actual low bidder? 4 1 MR. LEWIS: Yes. Apparent is the term we 2 use. 3 COMMISSIONER REEVES: I understand. And 4 what was the low bid? 5 MR. LEWIS: The low bid was $132,848.00. 6 COMMISSIONER REEVES: 132848? 7 MR. LEWIS: Yes, Sir. 8 COMMISSIONER REEVES: Brenda -- 9 MRS. DOSS: Yes, Sir. 10 COMMISSIONER REEVES: -- what did we have 11 budgeted for this project? 12 MRS. DOSS: I believe it was 180,000. 13 COMMISSIONER REEVES: So this is within what 14 we have it budgeted? 15 MRS. DOSS: Yes, Sir. 16 MR. LEWIS: And we had some deductive 17 alternates, but the D.A. has expressed an interest in 18 not exercising those and keeping those, and we provided 19 those in the event that the bids were closer and 20 exceeded 180, but they're able to actually keep the 21 entire contract. 22 We also just as a point of information the 23 City has informed us that a building permit is ready, 24 and once they are under contract they will go pull that 25 and schedule the work, and get on to business. 5 1 COMMISSIONER MOSER: Does the 132,000 2 include the things the D.A. wanted? 3 MR. LEWIS: Yes. 4 COMMISSIONER MOSER: Okay, very good. 5 MR. LEWIS: And the D.A.'s elated right now. 6 COMMISSIONER MOSER: And they did work 7 before? 8 MR. LEWIS: Yes. They built the building 9 and they finished out the 198th as well. 10 COMMISSIONER MOSER: Good deal. 11 COMMISSIONER LETZ: Peter, their bid was 12 substantially lower than the two middle bids, and there 13 was a real high bid. But you're comfortable that they 14 understood exactly what they were doing? 15 MR. LEWIS: Yes. We've discussed that at 16 length, and they really would like to do the work, they 17 would like to have this relationship with the County, 18 and are committed. They have -- they've looked hard at 19 how to control their cost. They'll do some -- they'll 20 perform some of the work in-house, which is typical, and 21 it's not a big -- it's not a complicated project, but -- 22 COMMISSIONER REEVES: What is the estimated 23 time frame of completion? 24 MR. LEWIS: We had 77 days, calendar days. 25 COMMISSIONER MOSER: Wow, good. You 6 1 mentioned looking at their subcontractors. That's not a 2 requirement that we do that, but you just did that to -- 3 MR. LEWIS: In the bid form we have a -- the 4 last sheet in the bid form has a list of proposed 5 subcontractors, and the ones that we don't know. You 6 know, there are ones that we did know and we've worked 7 with them; the ones that we did not know we checked on 8 the references. 9 SHERIFF HIERHOLZER: Peter, do you think 10 there's a chance that they'll help us move some of that 11 weight, that exercise equipment, out of there to that 12 Conex? 13 VOICE: We certainly can. 14 SHERIFF HIERHOLZER: That's a lot of heavy 15 stuff. 16 COMMISSIONER MOSER: Boy, what timing by the 17 Sheriff on that. 18 MR. LEWIS: If he'd showed up ten minutes 19 later he wouldn't have had that. 20 SHERIFF HIERHOLZER: Still gotta move it. 21 COMMISSIONER LETZ: Well, I make a motion 22 that we accept the low bid from Kendnel Kasper and enter 23 into contract negotiates with them under the AIA for an 24 amount of $132,848.00. 25 COMMISSIONER BELEW: Second. 7 1 COMMISSIONER MOSER: Second. 2 JUDGE POLLARD: You second it? Moved by 3 Commissioner Letz, seconded by Commissioner Belew to 4 accept the low bid with Kendnel Kasper of $132,848.00 to 5 be completed in an estimated 77 days. And is there any 6 further comment or discussion? Part of it as we enter 7 into negotiations with them for an AIA contract in 8 regard to that, so I add that to the motion, is that 9 acceptable? 10 COMMISSIONER LETZ: I'll accept it. Yes, 11 it's acceptable. 12 JUDGE POLLARD: Okay. All right, is there 13 any further comment or discussion? If not, those in 14 favor of the motion signify by raising your right hands. 15 It's four zero, unanimous. Okay. 16 COMMISSIONER MOSER: Thanks, Peter. 17 MR. LEWIS: Thank you. 18 JUDGE POLLARD: Appreciate it very much. 19 And we have one more item on the agenda 1.6, 20 but it's a matter to be considered in executive session 21 so we're going to -- I'm declaring at this time that 22 we're going to go into executive session pursuant 23 to the -- I gotta have that language. 24 COMMISSIONER REEVES: Did you read the 25 agenda item so we know what we're doing. 8 1 JUDGE POLLARD: The agenda item is to 2 discuss and review applications for Maintenance 3 Supervisor. 4 COMMISSIONER REEVES: Dawn and Rusty, y'all 5 can stay. 6 (Executive Session.) 7 JUDGE POLLARD: Is there any further 8 business for Commissioners' Court? If not, we're 9 adjourned. 10 * * * * * * 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 9 1 STATE OF TEXAS * 2 COUNTY OF KERR * 3 I, DEBRA ELLEN GIFFORD, Certified Shorthand 4 Reporter in and for the State of Texas, and Official 5 Reporter in and for the County Court of Kerr County, do 6 hereby certify that the above and foregoing pages 7 contain and comprise a true and correct transcription of 8 the proceedings had in the above-entitled Commissioners' 9 Court. 10 Dated this the 27th day of July, A.D. 2018. 11 12 /s/DEBRA ELLEN GIFFORD Certified Shorthand Reporter 13 No. 953 Expiration Date 12/31/2018 14 * * * * * * 15 16 17 18 19 20 21 22 23 24 25