The plan was to make the engineering plans and specifications for the Downtown Square pavilion so detailed that contractors looking to submit a price quote to do the work would be able to do so in relatively rapid fashion.
That's why they were only given a few days to do so after volunteer designer Robert Gustafson put the finishing touches on the structure that square proponents hope will be finished in time for Ox Cart Days in August.
The deadline for quote submissions was noon on Monday, June 10. Problem is, at noon on Monday, no quotes had been submitted. City Administrator Tony Chladek, speaking to the city council's Ways & Means Committee this week, said a contractor called him about five minutes after the deadline, saying he needed more time. Then, around 45 minutes later, another contractor turned in his quote. But because it was late, Chladek said he didn't open it.
So the council agreed to extend the deadline by a week, to noon on Monday, June 17. Assuming at least one quote comes in for the building with a $100,000 cap on the construction budget, the council is expected to hold a special meeting later that evening in order to get the ball rolling as soon as possible.
The delay prompted Public Works Director Pat Kelly to remind council members on the differences between soliciting quotes for a project and having to go through a full-blown bidding process. With the project under $100,000 and, therefore, eligible for a faster quotation process, Kelly said council members are allowed to go directly to various contractors and pitch the project to them. "If you know someone who's interested, we'll take the specs to them," he said. "They don't have to come to you after reading a small legal ad or going on the city website and wading through all that information."
Agreement with owner
The council this week also OK'ed a "severance agreement" with the owner of the Downtown Square property, Resource Management, LLC, that allows the city to construct the pavilion. The agreement also distinguishes the structure as a city building, Chladek said, which means it won't be subject to property taxes.