<br />MINUTES OF THE SPECIAL MEETING
<br />VILLAGE COUNCIL, HELD WITH THE
<br />AT THE VILLAGE HALL, SATURDAY,
<br />.. OF THE EDINA
<br />EDINA PXRK BOARD
<br />JANUARY T9,1963 ,
<br />AT 1:30 P,M.
<br />Pursuant to due call and notice given, the Village Council and the Park Board
<br />convened in Special Session at 1:30 P.EI., Saturday, January 19, 1963, in the
<br />Village Hall. Meeting was held for the purpose of making a decision as to how
<br />to proceed with work on the Hays Farm Golf Course, now that Village Attorney
<br />has notified Council that contract on Proposal No, 1-BASIC EARTHWORK, SODDING
<br />AND SEEDING-cannot be awarded on a negotiated basis,
<br />All members of the Village Council were present,
<br />and Mr. Whitlock of the office of Dorsey, Owen, Marquart, .Windhorst and Nest
<br />attended the meeting, as did Assistant Manager Hite, Finance Director Dalen,
<br />and Clerk Alden.
<br />Village Attorney Hasselquist
<br />Park Board members attending the meeting were Chairman Stephens, Golf Course
<br />Chairman Diercks, and members Adams, Giebink, Jacus and Lewis.
<br />Parks Director Rosland, and Mr. Donald Brauer of Harrison, Brauer and Rippel,
<br />planning engineers, also attended.
<br />Recreation and
<br />Finance Director Dalen reported that bonds to finance the Golf Course Project
<br />should be sold in March if it is determined that work is going to be done this
<br />year, because the school will be coming into the bond market with its issue
<br />in June or July.
<br />Mr. Brauer explained in detail the revisions and deletions which have resulted
<br />in a negotiated low bid of $438,175*60 by Carl Bolander and Sons as compared
<br />with the Bolander formal low bid of $580,842.60; first, the decision to dredge
<br />the ponds and chennels to a depth of only four feet, rather than the ten feet
<br />listed in the specifications; and, second, the decision to eliminate items
<br />which can be accomplished by golf course greens keepers at an estimated cost of
<br />some $55,000 .
<br />Mr. Hasselquist informed those present that under State Statute competitive bids
<br />are required, and the acceptance or award of a bid must be exactly in accordance
<br />with bid and specifications; that the Statutes make no provisions for negotiations
<br />with the low bidder.
<br />received, lump sum bids, but that in deleting some items from the bid and
<br />negotiating others we have made the low bid %on-competitiveff and not conforming
<br />to specifications.
<br />negotiated basis the Village Council has no authority for paying the contractor.
<br />Mr. Hasselquist reported that change orders are permissible after the contract
<br />is awarded, but only if they are inconsequential, .
<br />He pointed out that the Village had asked for, and had
<br />He added that if the contract should be awarded on the
<br />1 -
<br />Some discussion was had on the work schedule, relative to the delaying of work
<br />until next year.
<br />for the dredging of the ponds compZetion. date for the earthwork will not have to
<br />be changed materially if the Village can take bids for this work by February 18.
<br />Mr. Hasselquist advised that if adveytisement for bids is made on January 24, bids
<br />can be taken February 8 and awarded on February 11. Presenting a revised schedule
<br />of work to be done on the course, a11 based on an award date of February 18, Mr,
<br />Brauer showed that sodding and seeding could be finished in August and September,
<br />stating that if this work is not done this fall there can be no play on the course
<br />in 1964 but that if it is done, there will be at least CaGtidL $la$ in ,f6$$.Yhat
<br />tbe%&or earthwork, and at least 75% of the irrigation system should be completed
<br />by the time sodding and seeding is begun,
<br />Mr. Brauer reported that because of the change in specifications
<br />Mr. Brauer submitted a new proposal, which set forth a base bid, plus several
<br />alternates, with a separate proposal for sodding and seeding in order that proposals
<br />might be received directly from the sod and seed canpanies,
<br />was informally approved by Council and Park Board.
<br />reject all bids taken January 9 on Proposal No, 1, and re-advertise for bids to be
<br />taken February 8 on revised Proposal No. 1, subject to approval of Village Attorney
<br />on said revised proposal and specifications prior to submission o€ proposal to
<br />This new proposal form
<br />MacMaillan moved that Council
<br />Blotion seconded by VanValkenburg and carried
<br />L ...
<br />Discussion then turned to Proposal No. 2-IRRIGATION SYSTEM-on which four bids had
<br />been received.
<br />Tor0 Manufacturing Company was second-low at $122,263 . 95 ; whereas, on an Alternate,
<br />being on a design by the bidder, Toro was low bidder at $108,623.85 and Astleford
<br />& Van Buskirk was second low at $113,623.85, Mr, Brauer reported that, since the
<br />receipt of the bids, Toro Manufacturing Company has volunteered to change its own
<br />design to more closely conform with Base Bid specifications, at the price bid for
<br />its own design.
<br />On the Base Bid, T.D. Gustafson was low bidder, at $L16,000, and
<br />Village Attorney ruled that this, too, would be considered a