November 27, 2007

Special Session

Bonifay, Florida

The Holmes County Board of Commissioner met in a Workshop on the above date with the following members present: Commissioner Kenneth Williams, Commissioner Monty Merchant, Commissioner Jim King, Commissioner Phillip Music, Commissioner Raymon Thomas, Chairman of the Board.

Mr. Greg Wood, County Administrator, was present.

Mr. Brandon Young, County Attorney, was present.

Angie Jonas, Deputy Clerk, was present and kept the minutes.

Chairman Thomas opened the meeting and led the prayer and pledge.

Pursuant to Public Notice, the Board held a workshop to discuss the Rum Road bids.

Mr. Bob Jones Community Development Block Grant (CDBG) grants administrator, presented the Rum Road budget. He stated that a total of $579,550.00 is available for the project. He also stated that if the base bid for phase one was awarded, the balance of funds left to pay would be $129,044.16. He stated that if the low bid was awarded for phase one and two or the additive alternate, that $214,896.38 in additional funds would be needed. He stated that the County would assume the quantity changes that may occur during the construction.

Mr. Greg Wood, County Administrator stated that of the $579,550.00 of available funds, $69,550.00 were required matching funds from the County for CDBG so the $214,896.38 figure was low. He stated that the total actually funded by the County would be approximately $290,000.00.

Mr. Robin Losch of Chastain Skillman stated that the low bidder was Bullard Excavating with a base bid of $450,505.84. He stated that since the base bid was less than the available funds, the project could be expanded further to utilize those funds. He presented Option B which extended the project area, however, due to erosion control issues this was not a good alternative. He then presented Option A which would expand the proposed roadway from a width of eighteen feet to a width of nineteen feet and include centerline edging and striping for an additional cost of $79,313.28. He recommended Option A, which would extend the roadway from Highway 2, to the South side of the Parrot Creek Bridge.

Commissioner King stated that he did not see any allowance for guardrails in the bid. Mr. Losch stated that there would not be guard rails; however, tapered striping on the pavement would indicate the narrowing roadway at the bridge.

Commissioner Williams stated that there had been two classifications of paint and striping on bids for other projects and asked if the price was for the better striping. Mr. Losch stated that it was for the thermoplastic striping which was the better striping of the two types.

The Board discussed the drainage systems for the project. Mr. Losch stated that the storm water issues would be covered in Option A and that all drainage was included in the cost of the base bid.

Mr. Jones advised the Board that there may be a cost to consider for moving power poles and underground telephone lines.

Administrator Wood asked the Board to consider grant and other funding options in order to expand the road project further.

Mr. Losch presented Option B, stating that the drainage system would not be able to extend the pavement to the top of the hill.

Chairman Thomas asked for clarification regarding the base bid. Mr. Losh stated that the base bid included a road width of the standard eighteen feet, and did not include striping.

Mr. Jones stated that either Option A or Option B could be added to the base bid without any problem.

Commissioner Music made a motion to recess until the regular session. Commissioner Williams second the motion. The meeting was recessed.

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Clerk Chairman