South O’Brien School District Board of Education Special Meeting 02/05/2024 05:00 PM Paullina Site Conference Room

South O’Brien School District
Board of Education Special Meeting
02/05/2024 05:00 PM
Paullina Site Conference Room
MEETING MINUTES
Mission
“Preparing students to be responsible citizens and lifelong learners.”
Attendees
Voting Members
Gina Paulsen, Board President
John Beck, Board Vice President
Sue McCauley, Board Member
Richard Radtke, Board Member
Josh Rausch, Board Member
Beth Sibenaller-Woodall, Board Member
Dallas Jalas, Board Member
Non-Voting Members
Wade Riley, Superintendent
Aaron Giese, SBO/Board Secretary

A. Call to Order
President Gina Paulsen called the meeting to order at 5:00 PM.
B. Roll Call and Declaration of Quorum
All board members were present.  Quorum established.
C. Adoption of Agenda
Motion made by: John Beck
Motion seconded by: Sue McCauley
Voting:
Unanimously Approved
D. Consider Approval of the Proposed Plans, Specifications, and Form of Contract for the Facility Improvements Projects – Paullina Buildings Projects
Motion made by: John Beck
Motion seconded by: Richard Radtke
Voting:
Unanimously Approved
E. Consider Approval of the Proposed Plans, Specifications, and Form of Contract for the Facility Improvements Projects – Primghar Building Project
Motion made by: John Beck
Motion seconded by: Sue McCauley
Voting:
Unanimously Approved
F. Consider Approval of the Public Hearing Time, Date, and Place of the Facility Improvements Projects – Paullina Buildings Projects
Motion to set the public hearing time, date, and place of the facility improvements projects – Paullina buildings projects for 6:00 PM on February 19, 2024, in the Paullina site conference room.
Motion made by: John Beck
Motion seconded by: Josh Rausch
Voting:
Unanimously Approved
G. Consider Approval of the Public Hearing Time, Date, and Place of the Facility Improvements Projects – Primghar Building Project
Motion to set the public hearing time, date, and place of the facility improvements projects – Primghar building project for 6:05 PM on February 19, 2024, in the Paullina site conference room.
Motion made by: John Beck
Motion seconded by: Richard Radtke
Voting:
Unanimously Approved
H. Consider Approval of the Bid Time, Date, and Place of the Facility Improvements Projects – Paullina Buildings Projects
Motion to set the bid time, date, and place of the facility improvements projects – Paullina buildings projects for 11:00 AM on March 12, 2024, in the Paullina site conference room.
Motion made by: John Beck
Motion seconded by: Richard Radtke
Voting:
Unanimously Approved
I. Consider Approval of the Bid Time, Date, and Place of the Facility Improvements Projects – Primghar Building Project
Motion to set the bid time, date, and place of the facility improvements projects – Pimghar building project for 11:30 AM on March 12, 2024, in the Paullina site conference room.
Motion made by: John Beck
Motion seconded by: Beth Sibenaller-Woodall
Voting:
Unanimously Approved
J. Personnel

Employment of Staff
Kirstin Moermond – Elementary Instructor
Motion made by: Sue McCauley
Motion seconded by: Beth Sibenaller-Woodall
Voting:
Unanimously Approved
K. Adjournment
Motion made by: John Beck
Motion seconded by: Beth Sibenaller-Woodall
Voting:
Unanimously Approved
The meeting was adjourned at 5:17 PM.
Published in O’Brien County’s Bell-Times-Courier February 15, 2023.

SECTION 00 11 13
NOTIFICATION OF BID LETTING
1.1 THE OWNER (HEREINAFTER REFERRED TO AS Owner):
A. South O’Brien Community School District
216 S. Rutledge Street, Paullina, Iowa 51046
B. Project Address:
Facility Improvements Projects – Paullina Buildings 216 S. Rutledge Street
Paullina, Iowa 51046
1.2 AND THE ARCHITECT (HEREINAFTER REFERRED TO AS Architect):
A. FEH DESIGN
B. Address:
1201 4th Street, Suite 201 Sioux City, Iowa 51101
C. Architect’s File No. 2022012.03
1.3 BIDS DUE
A. Date: Tuesday, March 12, 2024
B. Time: 11:00 am local time
C. Location: District Board Room, 216 S. Rutledge Street, Paullina, Iowa 51046
1.4 NOTICE IS HEREBY GIVEN:
A. Sealed bids for the Facility Improvements Projects – Paullina Buildings will be received by the South O’Brien Community School District.
B. Bids will be publicly opened by the District and publicly read by the District or designee, on said date and will be acted upon by the Owner at such later time and place as may then be fixed. Award of the Contract shall be to the lowest responsive, responsible bidder determined on the basis of a combination of the Base Bid and selected Alternates. Neither the District nor its agents will assume liability for the inability of the bidder to submit a bid in a timely manner. Bids received after the deadline will be rejected. Bidders bear full and complete responsibility for the timely submission of such bid. Time of receipt shall be the time recorded and determined by the District or designee.
1.5 TO: POTENTIAL BIDDERS
Project: Facility Improvements Projects – Paullina Buildings.
A. Project Scope: The Work of the Project is defined by the Contract Documents and generally consists of the following:

Phase 1 – Start: around April 15, 2024. Substantial Completion: by August 23, 2024
a. Practice Football Field Relocation (Base Bid A)
b. Football Field Parking Lot/Lighting (Alternate C1 – if accepted)
c. South JH/HS Parking Lot reconstruction (Base Bid A)
d. JH/HS Existing Locker Room Area Renovations including AD Suite and Corridor 164 (Base Bid A)
e. JH/HS Concessions (Base Bid A) – June 1 thru August 23, 2024
f. JH/HS Existing Gymnasium Ceiling Replacement (Alternate A2 – if accepted) –
June 1 thru August 23, 2024
g. Complete work in Corridor 164 (Base Bid A) – June 1 thru August 23, 2024
h. District Administration Building Parking/Site Improvements (Base Bid A)
Phase 2 – Start: around June 1, 2024. Substantial Completion: by August 23, 2025
a. JH/HS West Addition including associated parking and site improvements (Base Bid A)
b. JH/HS Corridor Ceiling Replacement (Base Bid A) – July 1 thru August 23, 2025
Owner abatement of ceiling finishes – June 1 – 30, 2025.
c. JH/HS Interior Door Replacement (Alternate A1) – June 1 thru August 23, 2025
d. Old Main Office Renovations (Base Bid A) – July 1 thru August 23, 2025
— Owner moves out of existing Industrial Arts and Main Office spaces –
— Owner moves out of existing building to be demolished – (June 1 – June 30, 2025)
e. Canopy resurfacing and shelter metal replacement (Alternate A3) – June 1, 2025 thru August 18, 2025
Phase 3 – Start: around July 1, 2025. Substantial Completion: January 30, 2026
a. District Administration Building (existing Industrial Arts) renovations (Base Bid B)
— Owner establishes temporary science in MS and move out of old building – (June 1 – July 1, 2025)
Phase 4 – Start: around July 1, 2025. Substantial Completion: May 28, 2027
a. Old Building Demolition (Base Bid A) July 1, 2025– November 2025
b. Science Addition (Base Bid A) – November 2025 – December 2026
— Owner moves into new Science Addition —
— Possible Construction Break –
c. Tensioned fabric shade structure (Alternate A3) – April/May 2025 thru August 18, 2025
d. Old Boiler Room Demolition (Base Bid A) – March 2027 – May 2027
e. Science Addition Site Improvements (Base Bid A) – March 2027 – May 2027

Bids will be received for the following:

General Contract, including Demolition, Civil, Architectural, Structural, Plumbing, Mechanical and Electrical Construction Work.

Bids will be publicly opened and read by the Owner on said date and will be acted upon by the Owner at such later time and place as may then be fixed. Award of the Contract shall be to the lowest responsive, responsible bidder determined on the basis of a combination of the Base Bid and selected Alternates. Neither the District nor its agents will assume liability for the inability of the bidder to submit a bid in a timely manner. Bids received after the deadline will be rejected. Bidders bear full and complete responsibility for the timely submission of such bid. Time of receipt shall be the time recorded and determined by the Board Secretary.
All bids shall be in accordance with Contract Documents prepared by FEH DESIGN,
Architects/Engineers, which Contract Documents are made a part of this Notice by reference thereto.

General Contractors can obtain one (1) set of printed bidding documents, and Sub- Contractors can obtain one (1) set of printed bidding documents from Beeline and Blue, Phone:(515) 834-4898 for a plan deposit of $200.00 per set. Deposit will be refunded to bidders upon return of their complete set of Bidding Documents, including any Addenda, properly bound and in good condition to FEH DESIGN within 14 calendar days after opening of bids. Cash deposits will not be accepted. MBI plan deposit cards are also an acceptable method of deposit for documents. When shipping
/ postage is required, there will be a $50 non-refundable fee for each set of Bid Documents shipped.

Deposit checks shall be made payable and sent to FEH DESIGN.
Postage checks shall be made payable to Beeline and Blue.
Bidding documents will be available for pickup/ordering on 02/13/2024.

Bidding Documents are on file at the Architect’s Office, 1201 4th Street, Suite 201, Sioux City, Iowa 51101; and at the following Plan Centers:

DOCUMENT AVAILABILITY
Bidding Documents may be examined at the following places:

Dodge Data & Analytics – Hot Springs, AK Lincoln Builders Bureau – Lincoln, NE Master Builders – Des Moines, IA
Minnesota Builders Exchange – Minneapolis, MN Norfolk Builders Exchange – Norfolk, NE
Omaha Builders Exchange – Omaha, NE Plains Builders Exchange – Sioux Falls, SD Reed Construction Data – Norcross, GA
Sioux City Construction League – Sioux City, IA Sioux Falls Builders Exchange – Sioux Falls, SD

Some plan centers may include the documents on their respective electronic sites, including iSQFT. Check with the individual plan centers to verify.

BIDDING REQUIREMENTS
Each Bid shall be made on a form furnished by the Architect, and must be accompanied by a certified check or cashier’s check drawn on an Iowa bank, or Bid Bond to be executed by corporation authorized to contract as a surety in the State of Iowa, in the amount equal to five percent (5%) of the amount of the Bid, made payable to the South O’Brien Community School District, Paullina, IA and may be cashed by the District as liquidated damages in the event that the successful bidder fails to enter into a Contract and file a bond satisfactory to the District assuring the faithful fulfillment of the Contract and maintenance of said improvements as required by the
law, the provisions of this Notice and Contract Documents within (10) days after acceptance of the lowest responsive, responsible bid. All bids shall be sealed and plainly marked. Any alteration of the Bid Form may be cause for rejection of the bid.

State Sales Tax: This project is tax exempt. Do Not include State Sales Tax in any calculation of Bid totals. Contractor will be provided with Iowa sales tax exemption number for this project.

BASIS OF BIDS
The successful Bidder will be required to furnish a Performance Bond and Labor and Material Payment Bond in an amount equal to one hundred percent (100%) of the Contract Sum, issued by a responsible Surety approved by the District and shall guarantee the faithful performance of the Contract and terms and conditions therein contained and the maintenance of said improvements pursuant to the provisions of the Contract Document. Bid Security shall be made payable to South O’Brien Community School District, Paullina, IA. Additionally, any sub-contractors with contracts valued over $300,000 shall be required to furnish a Performance Bond and a Labor and Material Payment Bond in the amount of one hundred percent (100%) of the bid (base bid and accepted alternates), payable to the General Contractor. All affected sub-contractors shall have arranged for such bonds with its surety based upon its bids provided to the General Contractor to become part of its bid on bid day.

Bid Security of two lowest Bidders will be retained until a contract has been awarded and executed, but no longer than 30 days. No Bidder may withdraw their bid within 30 days after opening of bids.

The South O’Brien Community School District, reserves the right to reject any or all bids, re-advertise for new bids, and to waive informalities that may be in the best interest of the South O’Brien Community School District
Payment will be made by the South O’Brien Community School District from cash- on-hand from such sources as may be legally available.

Monthly estimates will be paid to the Contractor as the work progresses in amounts equal to ninety-five percent (95%) of the Contract value of the work completed during the preceding calendar month, including the actual cost (exclusive of overhead or profit to the Contractor) of materials and equipment of a permanent nature to be incorporated in the work and delivered to and stored at the job site. Such monthly payments shall in no way be construed as an act of acceptance for any part of the work, partially or totally completed. Final payment of the five percent (5%) due each Contractor will be made upon final acceptance of the work under the respective Contract by the District, and after receipt of satisfactory evidence that all claims pertaining to such Contract have been paid in full as provided in the Contract Document for said work.

The work under the Contract shall be commenced on or before a date to be specified in the Contract or written Notice to Proceed of the Owner, and shall achieve Substantial Completion as stated below depending on the phase of work covered.

Phase 1 – Substantial Completion: August 23, 2024
Phase 2 – Substantial Completion: July 25, 2025
Phase 3 – Substantial Completion: January 30, 2026
Phase 4 – Substantial Completion: May 28, 2027

All bids will be governed by applicable provisions in the Iowa Code and District Policies.

Pre-Bid Conference: A Pre-Bid Conference for interested bidders will be held on Wednesday, February 28, 2024 by the following schedule of events:

Pre-Bid Tour – Primghar Building, 155 3rd Street NE, Primghar, Iowa – 11:00 am
Pre-Bid Meeting – Paullina Building – 1:30 pm (combined meeting for both projects)
a. The pre-bid meeting FOR BOTH PROJECTS will be held in the East (old) Gymnasium at the Junior High/High School, 216 S. Rutledge Street, Paullina, Iowa 51046 at this time.
Pre-Bid Tour – Paullina JH/HS Building and District Administration Building – after pre-bid meeting around 2:30 pm.

All prospective bidders are encouraged to be present at this pre-bid conference.

Each Bidder shall visit the site to familiarize themselves with conditions under which they will operate. All interested parties in attendance at the pre-bid meeting will sign the attendance form. There are no provisions for any additional dates for site visits.

The Owner reserves the right to accept or reject any or all offers.

END OF SECTION
Published in O’Brien County’s Bell-Times-Courier February 15, 2024.

SECTION 00 11 13
NOTIFICATION OF BID LETTING
1.1 THE OWNER (HEREINAFTER REFERRED TO AS Owner):
A. South O’Brien Community School District
216 S. Rutledge Street, Paullina, Iowa 51046
B. Project Address:
Elementary School Renovations – Primghar Building 155 3rd Street NE
Primghar, Iowa 51245
1.2 AND THE ARCHITECT (HEREINAFTER REFERRED TO AS Architect):
A. FEH DESIGN
B. Address:
1201 4th Street, Suite 201 Sioux City, Iowa 51101
C. Architect’s File No. 2022012.04
1.3 BIDS DUE
A. Date: Tuesday, March 12, 2024
B. Time: 11:30 am local time
C. Location: District Board Room, 216 S. Rutledge Street, Paullina, Iowa 51046
1.4 NOTICE IS HEREBY GIVEN:
A. Sealed bids for the Elementary School Renovations – Primghar Building will be received by the South O’Brien Community School District.
B. Bids will be publicly opened by the District and publicly read by the District or designee, on said date and will be acted upon by the Owner at such later time and place as may then be fixed. Award of the Contract shall be to the lowest responsive, responsible bidder determined on the basis of a combination of the Base Bid and selected Alternates. Neither the District nor its agents will assume liability for the inability of the bidder to submit a bid in a timely manner. Bids received after the deadline will be rejected. Bidders bear full and complete responsibility for the timely submission of such bid. Time of receipt shall be the time recorded and determined by the District or designee.
1.5 TO: POTENTIAL BIDDERS
Project: Elementary School Renovations – Primghar Building.
A. Project Scope: The Work of the Project is defined by the Contract Documents and generally consists of the following:

Renovations/alterations inside the existing Elementary School Building
a. Base Bid work generally includes restroom and classroom renovations in the East and West Classroom Wings and Gymnasium/Stage area renovations.
b. Alternate A4 generally includes renovations to restrooms and classrooms on the upper level, south side of the west wing
c. Alternate A5 generally includes interior door replacements throughout the building.
B. Bids will be received for the following:
General Contract, including Demolition, Architectural, Structural, Plumbing, Mechanical and Electrical Construction Work.

All bids shall be in accordance with Contract Documents prepared by FEH DESIGN,
Architects/Engineers, which Contract Documents are made a part of this Notice by reference thereto.

General Contractors can obtain one (1) set of printed bidding documents, and Sub- Contractors can obtain one (1) set of printed bidding documents from Beeline and Blue, Phone: (515) 834-4898 for a plan deposit of $100.00 per set. Deposit will be refunded to bidders upon return of their complete set of Bidding Documents, including any Addenda, properly bound and in good condition to FEH DESIGN within 14 calendar days after opening of bids. Cash deposits will not be accepted. MBI plan deposit cards are also an acceptable method of deposit for documents. When shipping
/ postage is required, there will be a $25 non-refundable fee for each set of Bid Documents shipped.

Deposit checks shall be made payable and sent to FEH DESIGN.
Postage checks shall be made payable to Beeline and Blue.

Bidding documents will be available for pickup/ordering on 02/8/2024.
Bidding Documents are on file at the Architect’s Office, 1201 4th Street, Suite 201, Sioux City, Iowa 51101; and at the following Plan Centers:

DOCUMENT AVAILABILITY
Bidding Documents may be examined at the following places:

BIDDING REQUIREMENTS
Each Bid shall be made on a form furnished by the Architect, and must be accompanied by a certified check or cashier’s check drawn on an Iowa bank, or Bid Bond to be executed by corporation authorized to contract as a surety in the State of Iowa, in the amount equal to five percent (5%) of the amount of the Bid, made payable to the South O’Brien Community School District, Paullina, IA and may be cashed by the District as liquidated damages in the event that the successful bidder fails to enter into a Contract and file a bond satisfactory to the District assuring the faithful fulfillment of the Contract and maintenance of said improvements as required by the law, the provisions of this Notice and Contract Documents within (10) days after acceptance of the lowest responsive, responsible bid. All bids shall be sealed and plainly marked. Any alteration of the Bid Form may be cause for rejection of the bid.

State Sales Tax: This project is tax exempt. Do Not include State Sales Tax in any calculation of Bid totals. Contractor will be provided with Iowa sales tax exemption number for this project.

Bid Security of two lowest Bidders will be retained until a contract has been awarded and executed, but no longer than 30 days. No Bidder may withdraw their bid within 30 days after opening of bids.

Payment will be made by the South O’Brien Community School District from cash- on-hand from such sources as may be legally available.

Monthly estimates will be paid to the Contractor as the work progresses in amounts equal to ninety-five percent (95%) of the Contract value of the work completed during the preceding calendar month, including the actual cost (exclusive of overhead or profit to the Contractor) of materials and equipment of a permanent nature to be incorporated in the work and delivered to and stored at the job site. Such monthly payments shall in no way be construed as an act of acceptance for any part of the work, partially or totally completed. Final payment of the five percent (5%) due each Contractor will be made upon final acceptance of the work under the respective Contract by the District,
and after receipt of satisfactory evidence that all claims pertaining to such Contract have been paid in full as provided in the Contract Document for said work.

The work under the Contract shall be commenced on or before a date to be specified in the Contract or written Notice to Proceed of the Owner, and shall achieve Substantial Completion by August 16 or Sept 27, 2024 depending on the phase of work covered.

All bids will be governed by applicable provisions in the Iowa Code and District Policies.

Pre-Bid Conference: A Pre-Bid Conference for interested bidders will be held on Wednesday, February 28, 2024 by the following schedule of events:

Pre-Bid Tour – Primghar Building, 155 3rd Street NE, Primghar, Iowa – 11:00 am
Pre-Bid Meeting – Paullina Building – 1:30 pm (combined meeting for both projects)
a. The pre-bid meeting FOR BOTH PROJECTS will be held in the East (old) Gymnasium at the Junior High/High School, 216 S. Rutledge Street, Paullina, Iowa 51046 at this time.
Pre-Bid Tour – Paullina JH/HS Building and District Administration Building – after pre-bid meeting around 2:30 pm.

All prospective bidders are encouraged to be present at this pre-bid conference.

The Owner reserves the right to accept or reject any or all offers.

END OF SECTION
Published in O’Brien County’s Bell-Times-Courier February 15, 2024.