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E1. 02-24-25 Work Session MinutesCITY COUNCIL KCITY OF DRAFT WORK SESSION MINUTES ALISPELL February 24, 2025, at 7:00 p.m. City Hall Council Chambers, 201 First Avenue East Video of this meeting with time stamped minutes can be found at: hlt2s://www.kalispell.com/48O/Meeting-Videos. A. CALL TO ORDER Mayor Johnson called the meeting to order at 7:00 p.m. B. ROLL CALL Mayor - Mark Johnson: Present Council Member - Kari Gabriel: Present at 7:04 p.m. via video conference Council Member - Sandy Carlson: Present Council Member - Sam Nunnally: Present Council Chair - Chad Graham: Present Council Member - Jed Fisher: Absent Council Member - Sid Daoud: Present Council Member - Jessica Dahlman: Present Council Member - Ryan Hunter: Present Staff present included City Manager Doug Russell, City Clerk Aimee Brunckhorst, Public Works Director Susie Turner, and Deputy Public Works Director Keith Haskins. C. DISCUSSION 1. Alternative Project Delivery Contracts Process Review 0 a Presentation (see bold titles for corresponding presentation slides) -Ea a 00:00:55 Deputy Public Works Director Keith Haskins provided a staff report on this item and introduced consultant Scott Buecker with AE2S would be co -presenting with him. Haskins began by explaining why the current method that staff utilizes for capital improvement projects called Design -Bid -Build (DBB) has been problematic for projects needed at the Advanced Wastewater Treatment Plant (AWWTP) referencing the fermenter rehabilitation project. As a result, research conducted by staff led to the General Contractor Construction Manager (GCCM) Process as an alternative to DBB on future projects. Biosolids Disposal - A Quick Review 00:03:21 Haskins provided a review of the Biosolids Disposal Project that would be a good fit for the GCCM Process. 00:03:59 Council Member Kari Gabriel joined the meeting via video conference. 00:05:19 Agenda Page 1 of 5 Kalispell City Council Minutes, February 24, 2025 Haskins reviewed the agenda for tonight's discussion which includes a project overview, an overview of the Design -Bid -Build process in comparison with the General Contractor Construction Manager Process, concluding with key considerations for Kalispell's current Biosolids project, and why staff is recommending moving forward with the GCCM Process. 00:05:50 Dewatering Improvements and Landfilling Consultant Scott Buecker with AE2S continued the presentation speaking about needed biosolids dewatering operation improvements and the related items and complexities of the project. 00:08:51 Design -Bid -Build (DBB) Process Buecker explained the DBB process that is currently utilized by the City of Kalispell for projects over $80,000 which involves first contracting with an engineer, the engineer developing 100% plans and specs, the owner then soliciting bids, and awarding the bid to the responsive, apparent low bidder, with the final step being the construction of the project by the contractor. 00:10:01 DBB Advantages and Disadvantages Buecker explained the DBB advantages and disadvantages in detail. 00:13:09 Council Member Graham asked about unforeseen costs related to disadvantages. 00:13:48 City Manager Russell spoke to the question posed. 00:14:26 Deputy Public Works Director Haskins continued answering the question. 00:14:53 Council Member Hunter provided discussion about costs related to change orders. 00:15:24 Haskins spoke to discussion provided. 00:15:50 Buecker spoke to questions and discussion provided. 00:16:14 Design -Bid -Build vs. General Contractor/Construction Manager (GC -CM) Buecker explained the differences between these two methods further by showing timeline infographics for each and explaining why the GCCM method provides an accelerated schedule, collaboration, construction input and insight into costs. 00:18:27 Collaborative or Alternative Delivery Methods Buecker explained why these methods have been developed and are being utilized more often. He then provided definitions of acronyms often used in these types of methods. 00:20:12 Collaborative Delivery in Montana Buecker explained why the Montana Department of Transportation has been utilizing the GCCM method for years as has other states. He then spoke regarding approval hurdles with the Montana Department of Environmental Quality in the past for utilizing this method. Several Montana municipalities have now used the GCCM model and were favorable of it. 00:22:15 Montana Code Annotated Title 18 Ch. 2, Part 5 Buecker explained that MCA provides requirements related to alternative project delivery contracts. Page 2 of 5 Kalispell City Council Minutes, February 24, 2025 00:22:26 Public Works Director Turner explained that the Department of Environmental Quality has been contacted and is amenable to the City utilizing this process for this biosolids project. 00:23:01 General Contractor Construction Manager (GCCM) Process Buecker explained the roadmap of how this process would work if adopted and talked about next steps. 00:26:16 Council Member Hunter asked questions about potential risks with contractor involvement in the design process. 00:26:51 Haskins explained the design partnership and design process and the goals of all parties involved. 00:28:23 Director Turner explained the City has final approval of the design. 00:28:37 Council Member Hunter provided discussion and then asked questions about the ability to compare prices between the two methods in the future. 00:29:05 Deputy Director Haskins spoke to the difficulty of comparison as the project is specific. 00:29:37 Consultant Buecker spoke to the advantages of the guaranteed maximum price (GMP) in relation to the question. He then spoke to the owner's budget driving the GMP. 00:31:35 GMP = Guaranteed Max Price Buecker defined GMP and then spoke to Cost Model Development as it relates to the GCCM method and the importance of getting the GMP at around the 60% design phase and compared it to the DBB model. 00:34:05 GCCM Advantages and Disadvantages Buecker further explained the advantages and disadvantages of the General Contractor/Construction Manager (GCCM) method and further explaining GCCM. 00:39:51 Council Member Hunter asked cost breakdown questions related to the design. 00:41:04 Buecker answered the question posed and continued speaking about GCCM disadvantages and how to mitigate them. 00:44:03 Why use GCCM on this project? Buecker explained why the GCCM method would work well for the AWWTP Biosolids Project. 00:46:58 Council Member Dahlman asked for further clarification about why we are moving away from the DBB model, speaking to the difficulties with finding contractors for specialized proj ects. 00:48:16 Staff and the consultant answered questions related to why this project would best be suited to the GCCM model. 00:49:20 Adoption of GCCM Model Buecker explained Montana Code Annotated as it relates to the requirements of this model and Page 3 of 5 Kalispell City Council Minutes, February 24, 2025 why the Biosolids Project meets the requirements of the Code with significant schedule ramifications, significant technical complexities, and the possibility that the alternative delivery will contribute to cost savings. 00:53:05 Recommendation Buecker explained why the recommendation of staff and the engineering consultant is for Council to approve the GCCM delivery model. 00:53:38 Next Steps Buecker explained next steps would be bringing forth a Resolution to approve the GCCM model for Council's consideration. 00:54:27 Deputy Public Works Director further summarized next steps. 00:55:01 Council Member Graham provided discussion related to the advantages of the GCCM model. 00:56:04 Mayor Johnson provided discussion about previous experience with this method as a hospital board member and the advantages of the GCCM model. 00:57:45 Council Member Carlson thanked consultant Buecker for his easy -to -understand explanations. 00:57:59 Council Member Daoud provided discussion in favor of this method saying it makes a lot of sense and saves money by saving time on these large projects. 00:58:45 City Manager Russell responded to Council's favorable comments saying staff will proceed with the next step. D. PUBLIC COMMENT Mayor Johnson opened public comment. Seeing none, he closed public comment. Public comment received to Mayor and Council via email to publiccomment@kalispell.com can be seen at hLtp://www.kalispell.com/publiccomment. E. CITY MANAGER, COUNCIL, AND MAYOR REPORTS City Manager Russell provided the following report: • During the April 7 council meeting the Flathead County Emergency Manager will present a Resolution adopting the Western Region Montana Hazard Mitigation Plan, a multi -County, multi -year effort. It has been approved by FEMA. • Manager Russell will be in Helena later in the week for League meetings and potential bills that will pop up to provide testimony. F. ADJOURNMENT Mayor Johnson adjourned the meeting at 7:59 p.m. Aimee Brunckhorst, CMC City Clerk Page 4 of 5 Kalispell City Council Minutes, February 24, 2025 Minutes approved on UPCOMING SCHEDULE Next Regular Meeting — March 3, 2025, at 7:00 p.m. — Council Chambers Next Work Session — March 24, 2025, at 7:00 p.m. — Council Chambers (No Work Session March 10, 2025) PARTICIPATION Watch City Council meetings live with the agenda and documents or later with time stamped minutes at: hllps://www.kalispell.com/480/Meeting-Videos or live or later on YouTube at: hllps://www.youtube.com/gcilyofkalispellmontana9632/streams. The City does not discriminate on the basis of disability in its programs, services, activities, and employment practices. Auxiliary aids are available. For questions about disability accommodation please contact the City Clerk at 406-758-7756. Page 5 of 5