08/23/2016 MINUTESPARIS ECONOMIC DEVELOPMENT CORPORATION
SPECIAL MEETING
Board Members Present:
Richard Manning, Chair
John Brockman, Vice -Chair
Don Wilson, Secretary /Treasurer
Ray Banks
Ex- Officio Members Present:
None
Legal Counsel:
Stephanie Harris, City Attorney
Call to Order.
Paris City Council Chambers
107 East Kaufinan St.
Paris, Texas 75460
Tuesday, August 23, 2016
4:00 O'CLOCK P.M.
MINUTES
Staff Present:
Michael Paris, Executive Director
Paula Brownfield, Administrative Assistant
Chris Stout, Office Assistant
Guest(s) Present:
Amanda Gohn, The Paris News
City Council Liaison:
Billy Trenado, City Council
Mr. Manning called the Special Meeting of the Paris Economic Development Corporation to order at
4:00 p.m. on August 23, 2016.
Deliberate submitted bids for the construction for 2305 NW Loop 286.
Mr. Manning read the item description to the Board, "Deliberate submitted bids for the
construction for 2305 NW Loop 286. Discuss and possibly vote to proceed with
obtaining approval from Paris City Council to expend PEDC funds from its undesignated
fund balance to finance the construction of the building at 2305 NW Loop 286.
(According to the PEDC Bylaws, Section 4.12.)" Mr. Paris started the conversation by
going through the Scope of Services in the Request for Bids. Items highlighted from the
Scope of Services were: labor and materials to add 9,992 square feet of 6 inch thick
concrete slab, labor and materials to construct a 38,360 square foot pre- engineered
building, the contractor is responsible for all permits, the PEDC will provide temporary
electrical service, and the contractor provides all temporary facilities. Special
requirements in the Scope of Services are that caution will be used by the contractor as
not to damage the 8" water supply line, sewer outlets, parking lot and drives. The lowest
bidder is Bobby Smallwood and his references and work in the community look
outstanding. One thing we need to check into is bonding. Ms. Harris, City Attorney,
stated that the City requires bonding from its contractors. Mr. Wilson asked Mr. Paris if
he wanted to do more due diligence on the bonding. Mr. Paris would like to get back
with the Board at the regular meeting on September 20th with all the costs, including the
PEDC Board Meeting Minutes
August 23, 2016
Page 2 of 2
bonding. Mr. Manning asked if the bids would need to be resubmitted if we requested
bonding. Mr. Wilson said they did not need to be resubmitted. He also stated that once
the contractor gives us a price for the bonding we may decide we don't need to bond. Ms.
Harris, City Attorney, pointed out that there was enough difference in the two bids; even
adding a bond, Bobby Smallwood would still be the lowest bidder. According to Mr.
Wilson bonding will run between 1' /2% and 3% of the bid. Mr. Banks was looking over
the Smallwood & Archer bid and said they already had a Performance Bond listed for
$12,876. It was a reference point as to what a bond could cost. Mr. Paris asked the
Chairman for more time for due diligence to get all aspects of this in order to present.
Mr. Wilson asked Mr. Paris to get comparisons on Builders' Risk insurance. If the
contractor carries the insurance it is cancelled when the contract is finished. If the PEDC
carries the insurance we can extend it forward. Mr. Paris recommended that we continue
to do due diligence on this and bring it back to another meeting; at the latest our
September monthly meeting. Ms. Harris suggested that the Board vote to table the item
and bring it back at a future meeting. Mr. Brockman made a motion to table it. Mr.
Wilson seconded the motion. The vote cast was 4 -ayes to 0 -nays.
Adiourn
Mr. Banks made a motion to adjourn. Mr. Wilson seconded the motion. Vote was 4 -ayes to 0 -nays.
The meeting was adjourned at 4:09 p.m.
Respectfully submitted,
Paula Brownfield
Administrative Assistant
Paris Economic Development Corporation