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Special Session 2 July 3, 2007 <br />Ms. Webb asked if the committee has a way to control the means and methods of the <br />track work to be sure it is done correctly. <br />Mr. Dunlap stated that we are withholding $250,000 from TLT to complete the track <br />correctly. This amount will be increased based on the bid amount. The surface installer, <br />Cape and Island, will not lay a track surface if the sub-surfaces are not correct. TLT <br />knows what they need to do to install the track properly. <br />Mrs. Gibbs asked about other scenarios. She also inquired about the drop dead date for <br />the track. <br />Mr. Dunlap stated that the only option for maintaining hope that the track might be <br />completed this summer would require making an immediate decision. Even an <br />immediate decision would not guarantee completion. He also said that the field lighting <br />work needs to be done while the track is being ground down so the new track (once in <br />place) will not be damaged. If the lights were to be installed after the track was <br />completed it would be much more expensive. <br />Mrs. Gibbs asked about the cost if we were to delay until next spring/summer. <br />Mr. Dunlap responded that the contract with TLT would be closed out and money would <br />be withheld from TLT for the track remediation. With TLT completely gone re-bid <br />entire track remediation. There are some indefinable risks in closing out the contract <br />with TLT and withholding money from an accounting standpoint and possible issues with <br />SBA funding. <br />Mrs. Gibbs stated that the best approach for everyone is the way to go and get the track <br />completed and contract closed out. <br />Mr. Robinson asked if we got no acceptable bids because the two projects were tied <br />together. He asked if we ever bid the track alone. <br />Mr. Dunlap responded that track remediation is messy work and requires a general <br />contractor. We had several companies interested in the resurfacing but they don't want to <br />correct somebody else's work. The project is not attractive to bidders. <br />Mr. McFadden asked if the bid documents had qualifications that were too high. <br />Mr. Dunlap said they notified many contractors of this project bid. Availability was not a <br />factor. The first set of bid documents had several qualifications for bidders. The second <br />bids had many of the qualifications removed as an experiment to see if it would attract <br />more bidders. <br />