MINUTES

CITY OF BUNKER HILL VILLAGE

SPECIAL MEETING

OCTOBER 9, 2006 

Mayor Marshall called the special meeting of the City Council of the City of Bunker Hill Village to order at 12:01 p.m. in Council Chambers of City Hall located at 11977 Memorial Drive, Houston, Texas.

I.                    CALL TO ORDER

            Present:                                                                     Also in attendance:

            Mayor Bill Marshall                                                   Ruthie P. Sager, City Administrator

            Councilmember Michelle Belco                              Steve Smith, Director of Public Works

            Councilmember Susan Schwartz                            Yolanda C. Benitez, City Secretary

            Councilman Dave Ellis                                             John Hightower, Olson & Olson

            Mayor Pro Tem Derry Essary                                  Gary Struzick, Klotz Associates

            Absent:

            Councilman Peter Tuters

II.                DISCUSSION AND POSSIBLE ACTION REGARDING AWARD OF BID FOR THE BUNKER HILL ROAD PROJECT.

Gary Struzick presented a report regarding the bids which were submitted on the project.  He stated that their estimate was $5.37 million, that they had received seven (7) bids, and there had been a few errors in the calculations in the estimate submitted by Calco, who was the low bidder. Mr. Struzick noted that Calco’s bid was $3.6 million for the total bid, and George Construction, who was the next low bidder, bid $5.3 million.  He further noted that the base bid submitted by Calco was $1.5 million less than the Klotz estimate.

Mr. Struzick reported to Council that Calco has withdrawn their bid, due to mathematical error.  He stated that they met with Henry Happel of Calco Contracting this morning and Mr. Happel explained the error that was made – that the trucking component was left off which resulted in an $804,000 error.  Mr. Struzick also noted that the bid was not well checked by the Calco staff, that they have officially withdrawn their bid and have requested that it not be accepted.  It was pointed out that no one from Calco Contracting attended the bid conference, and they have offered to pay for increased costs incurred by the fact that they withdrew their bid.

Gary Struzick explained that the council had two options: they could go with the second lowest bidder or they could rebid the project.  He further stated that there was a $3 million difference between the lowest bidder and the highest bidder.

Discussion followed with regard to possible increased costs in materials, and having a mandatory pre-bid conference.

Councilman Essary pointed out that this is not a big project; therefore, he is concerned about the attention to detail not shown by Calco in the preparation of their bid, as well as supervision of the project, should they be awarded the bid.

Motion was made by Councilman Essary and seconded by Councilman Ellis to reject all bids and re-bid the Bunker Hill Road/Memorial Drive Drainage and Sidewalk Project and that there be a mandatory pre-bid conference for all contractors wishing to bid on the project.

Motion carried 4 to 0.

III.             ADJOURNMENT

The meeting was adjourned at 12:33 p.m.

Approved and accepted on October 17, 2006.

                                                                                    ______________________________________

                                                                                    WILLIAM H. MARSHALL, MAYOR

ATTEST:

____________________________________

Yolanda C. Benitez, City Secretary