10. Bid Award Recommendation - Courtyard Apts ConstructionThe Courtyard Apartments T p Il U (� �Jllg
Incorporated 1892
Planning, Economic &
Community Development Department
P.O. Box 1997
Kalispell, MT 59903-1997
TO: Larry Gallagher
FROM: Susan Moyer
June 6, 1994
248 Third Avenue East
(406) 752- 7491
(406) 755-8017 (office fax)
(406) 752-6639 (City Hall fax)
SUBJECT: 6/6/94 Status Report - The Courtyard Apartments
The bid opening for The Courtyard Apartments was held on Friday, May 271 1994.
The bid amounts were as follows:
Contractor
Base Bid
for
Three
Buildings
Alternate
#1 for
Fourth
Building
Potential
Total
Construction
Cost
Per Unit
Building
Cost
24 Units
Per
Sq. Ft.
Const.
Cost
for 4
Bld s.
Per Unit
Building
Cost
Units
Greg Bain
$1,348,000
$450,000
$1,798,000
$56,167
$67.60
$56,187
Hamerquist &
Casalegno
$1,157,801
$305,000
$1,462,801
$48,242
$55.00
$45,713
Swank
$1,097,000
1 $310,000 1
$1,407,000
$45,708
1 $52.89
1 $43,969
Staff recommends City Council approve Swank Enterprise's base bid of $1,097,000 for
site development and construction of Buildings 1, 2 and 3. The project was put out
for bid in that manner with Building #4 as an "alternate." The reason for the
alternate price was due to Northwest Montana Human Resource's "Supportive
Services" grant not being awarded until August of this year and their deciding to
seek permanent financing for the fourth building through Farmers Home
Administration.
The Courtyard Apartments
June 6, 1994
Total Construction Costs of The Courtyard Apartments
Individual
Activity
Total Project
Cost
City's
Share
NMHR's
Share
Site Development
Split 50% & 50%
$171,825
$85,913
$85,912
Brick & Mortar
Construction for
3 Buildings
Split 2/3's & 1/3
$925,175
$616,785
$308,390
Architectural &
Engineering Fees
$96,680
$96,680
$0
Reimbursable A&E
Fees
$11,126
$11,126
$0
Respective
Totals
$1,097,000
$810,504
$394,302
Note: While it appears that the City is paying the full amount of Architectural and
Engineering expenses that is not really the case. The original intent was for the City
to be reimbursed for half of the land value through with CDBG grant funds. The
CDBG $80,000 would then be reinvested to fund part of the City's share of brick and
mortar construction which CDBG. CDBG dollars are not eligible to be spent by the
recipient on actual brick and mortar construction.
The CDBG Staff in Helena was not comfortable with this proposal and negotiated a
change in the preliminary budget. Thus clear, concise expenses such as
Architectural and Engineering Fees, Sewer and Water Fees, etc. were allocated to be
covered by the CDBG funds and the $80,000 land cost was assigned to NMHR to be
paid out of their various funding sources.
2
The Courtyard Apartments
June 6, 1994
Northwest Montana Human Resources Ability to Pay:
Activity
Activity Cost
Source
Amount
Site Development
$85,912
Home Grant
$85,912
Home Grant
$214,088
Brick & Mortar
$308,390
DOC Match
$45,000
City's Match for
HOME Grant
$50,000
Land/Lease
Temporary
Purchase
$80,000
Shortfall
$80,000
Total NMHR Share
$474,302
$475,000
NMHR's sixteen -units are targeted to "homeless" individuals who are in need of
transitional living arrangements. The intent on NMHR's part is to construct one of
their two buildings debt free so it may be used as collateral in the permanent
financing of the second building. They currently are negotiating with Farmers
Home Administration for a 1%, fifty (50) year mortgage to construct the second
building and to pay the $80,000 land value to the City.
A method of raising the temporary $80,000 shortfall during the construction phase
would be for the City to increase their construction loan by $40,000 and combine that
amount with a CDBG $40,000 Certificate of Deposit held by Glacier Bank as "loan
guarantee" funds on former bank -made rehabilitation loans. NMHR would then
enter into a land lease with the City until such time as permanent financing or
additional grant funds are available to pay off the land and to construct their second
building. The land lease payment will equal the debt service plus coverage ratio.
3
The Courtyard Apartments
June 6, 1994
City's Portion of the Project
Activity
Activity Cost
Amount of
Source
Balance
Source
Site Development
$85,912
$247,500
CDBG Grant
$161,588
A&E Fees
$96,680
CDBG Grant
$64,908
A&E Reimbursable
$11,126
CDBG Grant
$53,782
Sewer & Water
Hookup Fees
$19,600
CDBG Grant
$34,182
Construction:
Insurance
$2,350
CDBG Grant
$31,832
Financing
$7,230
CDBG Grant
$24,602
Geotechnical
Inspection &
$1,500
CDBG Grant
$23,102
Testing
Brick and Mortar
$300,000
Home Grant
$-0-
Construction
$616,785
$271,000
MBH Loan
$-0-
$50,000
UDAG
$4,215
Investment
Land Value
16 Units Cash
established Q
$80,000
Due from
$80,000
$5,000 per unit
NMHR
Yet to be Bid
Estimated
CDBG Bal.
-0-
Appliances
$32,000
UDAG Bal.
$75,317
Land $'s
Yet to be Bid
Estimated
Purchase or
Window
$15,000
Lease
$60,317
Treatment
Contingency
$60,317
Land $'s
-0-
Total City Funding &
Construction
Cost
$948,500
$948,500
It is anticipated a change order for site excavation and compacted fill will more than
likely occur. The City is retaining a geotechnical engineer to monitor the depth of
digging and test the fill for density and compaction during the foundation
C!
The Courtyard Apartments
June 6, 1994
construction phase of the project. Whatever remains of the contingency dollars
could either:
1. Reduce the amount of the permanent financing; or
2. Neogitate a construction price for a laundry/storage facility. This was
anticipated on the Conditional Use Permit, but not included in the bid packet
because of concern for the total budget.
Future Actions to be Taken:
Staff is currently preparing a management contract as well as a land lease and
promissory note to be entered into by the City and Northwest Montana Human.
Resources. It is anticipated that these documents will be ready for the council's
approval within a month.
Northwest Montana Human Resources will perform the services of property
management at no charge in return for the $50,000 UDAG investment the City
provided on their behalf as a match for their $345,000 HOME grant funding. The
council will be reqested to approve the documents used in the property
management activities along with the actual management contract at a later date.
M
iheCit�ofKali, spell
Incorporated 1892
Planning, Economic &
Community Development Department
P.O. Box 1997
Kalispell, MT 59903-1997
MEMORANDUM
TO: Bruce Williams, City Manager
FROM: Lawrence Gallagher, PECDD, Director
DATE: June 2, 1994
248 Third Avenue East
(406) 752- 7491
(406) 755-8017 (office fax)
(406) 752-6639 (City Hall fax)
SUBJECT: THE COURTYARD APARTMENTS - Construction Bid Award
Recommendation
Construction bids were opened for the Courtyard Apartments on May 27, 1994.
The low bidder was:
Swank Enterprises
P.O. Box 10007
Kalispell, Montana 59904
A bid tabulation is included in the May 27, 1994, "Status Report" Memorandum
from Susan Moyer, Housing Division Manager, attached hereto. In the Memorandum, Susan
also discusses the need to subdivide the property now because of the way permanent financing
for the project is evolving.
From the inception, financing this project has demanded both innovation and
flexibility on the part of both joint venture participants (The City of Kalispell/Northwest
Montana Human Resources - NMHR). And, because NMHR is now shifting to a Farmers
Home Administration (FmHA) 1 percent/30-year mortgage for permanent financing of its portion
of the project, there is a need for a mortgage or security interest agreement separate from the
City's ownership and financing agreement which will be with Glacier Bank/Montana Board of
Housing. (See page 2 & 3 of Moyer's May 27, 1994 Memorandum for discussion of financing
alternatives still being considered.)
At the time of this writing, Architects Design Group and Susan Moyer are still
working with the low bidder (Swank) to develop a detailed cost breakdown of the bid for the
project elements which will be paid for by the City and those to be paid for by NMHR. I will
have it available for distribution to the council by Monday. The cost breakdown will enable us
to provide the Council with a breakdown of the low bid (use of funds) and source of funding.
TIC
E�JK nikf$i:0i
Bruce Williams
COURTYARD APARTMENTS/BID
June 2, 1994 - Memorandum
Page 2
To keep this project on schedule and assuming the bid breakout information will
be available for Council and staff review prior to the meeting, I am asking that you include on
the June 6, 1994, City Council Meeting Agenda a request to award the COURTYARD
APARTMENTS bid to Swank Enterprises in the amount of $1,097,000. We will also discuss
the bid Alternates in our written report prior to the meeting.
Incorporated 1892
Planning, Economic &
Community Development Department
P.O. Box 1997
Kalispell, MT 59903-1997
TO: Lary Gallagher
FROM: Susan Moyer
SUBJECT: Status Report - The Courtyard Apartments
1. Need to Subdivide The Property:
248 Third Avenue East
(406) 752- 7491
(406) 755-8017 (office fax)
(406) 752-6639 (City Hall fax)
May 27, 1994
The desire not to subdivide the 2.25 acres stemmed from having to go
through an additional public hearing and notification of surrounding
neighbors of the project site. The intent then was to create a 75 year
lease with Northwest Montana Human Resources (NMHR) and use
their funding source of $80,000 for rent and reinvestment by the City
into the City's share of construction costs.
The above method is complicated now by the need of each party to
have permanent financing on their respective shares of the project.
An example is: Glacier Bank, when doing the construction financing,
will have to lien the entire project as well Montana Board of Housing
when they take Glacier Bank out. Thus, in order for NMHR to obtain
permanent financing through Farmers Home Administration (FmHA),
a division of the land will have to take place so they can be in first
place on the share of the project they are financing.
I spoke with Brian Wood today regarding our need to start the
subdivision process. We need to shoot for the August 9th Planning
Board meeting, which means a July 8th deadline to submit the
application. When Brian comes back on June 13, we'll sit down and
figure out the set back requirements, etc. so we are in a position to
give all the information to Smith Surveying. Brian feels it will be a
simple matter for Smith to pull the surveying data out of his computer
and that he won't need to make a field trip to the site.
I was unable to reach Richard Smith to get a price quotation on what it
will take to do the subdivision survey work. I will call first thing
Tuesday morning.
EW4l ✓gl15iW
OPPORTUNITY
2. Project Construction Bids:
Contractor
Base Bid
for
Three
Buildings
Alternate
#1 for
Fourth
Building
Potential
Total
Construction
Cost
Per Unit
Building
Cost
24 Units
Per Unit
Building
Cost
32 Units
Gre Bain
$1,348,000
$450,000
$1,798,000
56,167
T56,187
Hamerquist &
Casale no
$1,157,801
1 $305,000
1 $1,462,801
$48,242
$45,713
Swank
$1,097,000
1 $310,000
1 $1,407,000
$45,708
$43,969
3. Northwest Montana Human Resources Plans:
Farmers Home Administration (FmHA) will be providing a 1% interest,
30-year term permanent financing for NMHR. FmHA does not have
the funds available this fiscal year to provide the financing for all 16
units; however, they have approximately $300,000 that can be used to
finance whatever is necessary for completion of eight of the sixteen
units and possible some foundation work on the other building.
The Supportive Services $200,000 grant will not be awarded until the
latter part of August of '94. It does not appear feasible that NMHR can
get a grant contract signed and administration underway in time to fit
into this construction season. However, once the respective costs are
known, it might be feasible for them to at least get the foundation
work on the fourth building done at the same time as the other
foundation work is completed. If that should be a viable approach, the
actual framing and activities on Building No. 4 could be done during
the winter if they have their funding sources in place by then.
NMHR needs to sit down with the winning contractor and ascertain a
foundation cost for the fourth building. They then will be able to
decide whether they have the funds necessary to take that route or if
its in their best interest to wait until the entire funding for the fourth
building is in place.
2. Project Budget:
The general contractor is not in a position now to provide us with a
project cost breakdown by individual items. Typically, a general
contractor turns in his bid with a quote from one source and then
continues to shop for lower prices till he must comply with a proceed
order. Architects Design Group will encourage Dewey Swank to pull
the project breakdown together as quickly as possible so that we may
allocate costs to be covered through NMHR funds and what the City
will owe. A simple way will be to:
a Divide the site improvement costs 50-50. Ultimately, NMHR
will be half owner of the site and the City the other half, so
NMHR should share equally in total site development regardless
of the square footage size of their two buildings.
b. Break the construction costs of the foundations, shells and
interiors into a 1 /3 and 2/3 basis or charge proportionally on
the actual square footage of the buildings. This initially will
make a higher per unit cost until the fourth building is
completed.
94-108
PROPOSAL
General Construction
"THE COURTYARD" APARTMENT COMPLEX
Kalispell , Montana
Bid Date: May 27, 1994; 11:30 AM Local Time
Gentlemen:
The undersigned, having familiarized himself with the conditions of the work, and the Bidding Documents
as prepared by Architects. Design Group agrees to provide all labor, equipment, materials, and services
necessary to complete all work covered by the Contract Documents including all Addenda as follows:
In submitting this Bid, we agree:
To hold this Bid good for thirty (30) consecutive days beginning on the bid opening date.
To pay the Owner, Liquidated damages, in the amount of two hundred fifity hundred Dollars($250.00)
per day for non -completion of the project as further defined in the Supplementary General
Conditions.
BASE PROPOSAL:
For the Base Bid described in the SPECIFICATIONS AND DRAWINGS, the lump sum of:
woI
Dollars
ALTENRATE BID NO. 1:
In accordance with "Description of Bid Items," and Specification Section 01030, "Alternates" and the
Contrat Documents;
ADD THE SUM OF - Dollars
ALTENRATE BID NO. 2:
In accordance with "Description of Bid Items," and Specification Section 01030, "Alternates" and the
Contrat Documents;
NC�DEDUCT THE SUM Dollars
PROPOSAL for "The Courtyard" P.1
94-108
In accordance with Specification Section 01026, "Unit Prices."
Item NO. 1: Additional Excavation and Provision of Structural Fill
$�5±, ` .per cubic yard (in place.)
Item NO. 2: Reduction in Excavation and Provision of Structural Fill
$ :2 . Gala per cubic yard (in place.)
This Contractor acknowledges the receipt of the following:
ADDENDUM NO. One DATE 5/17/94
ADDENDUM NO. Two DATE 5/20/94
ADDENDUM NO. Three DATE 5/26/94
And, certifies that he is duly and regularly licensed contractor holding Montana State Public Contractor's
License 2146 (number); A (class).
FIRM NAME: Swank Enterprises
ADDRESS: P. 0. Box 10007, Kalispell, MT 59904
PHONE: 752-5411
SIGNED: ►� CONTRACTORS SEAL
End of Proposal
PROPOSAL for "The Courtyard" P.2
94-108
PROPOSAL
General Construction
"THE COURTYARD" APARTMENT COMPLEX
Kalispell , Montana
Bid Date: May 27, 1994; 11:30 AM Local Time
Gentlemen:
The undersigned, having familiarized himself with the conditions of the work, and the Bidding Documents
as prepared by Architects. Design Group agrees to provide all labor, equipment, materials, and services
necessary to complete all work covered by the Contract Documents including all Addenda as follows:
In submitting this Bid, we agree:
To hold this Bid good for thirty (30) consecutive days beginning on the bid opening date.
To pay the Owner, Liquidated damages, in the amount of two hundred fifity hundred Dollars($250.00)
per day for non -completion of the project as further defined in the Supplementary General
Conditions.
BASE PRQPOSAL:
For the Base Bid described in the SPECIFICATIONS AND DRAWINGS, the
/Lt.,('�Dollars
(s l ; c��► Tc ate' )
ALTENRATE BID NO, 1:
In accordance with "Description of Bid Items," and Specification Section 01030, "Alternates" and the
Contrat Documents;
ADD THE SUM OF �j - Dollars
ALTENRATE BID NO, 2:
In accordance with "Description of Bid Items," and Specification Section 01030, "Alternates" and the
Contrat Documents;
DEDUCT THE SUM 0F'E5I i Y.- Tt/y JbQ) 166 - Dollars
PROPOSAL for "The Courtyard" P.1
94-108
in accordance with Specification Section 01026, "Unit Prices."
Item NO. 1: Additional Excavation and Provision of Structural Fill
$ 1c-) �= per cubic yard (in place.)
Item NO. 2: Reduction in Excavation and Provision of Structural Fill
$ -7 Go oer cubic yard (in place.)
This Contractor acknowledges the receipt of the following:
ADDENDUM NO. One DATE 5/17/94
ADDENDUM NO. Two DATE 5/20/94
ADDENDUM NO. Three DATE 5/26/94
And, certifies that he is duly and regularly licensed contractor holding Montana State Public Contractor's
License 2146 (number); A (class).
FIRM NAME: SWANK ENTERPRISES
ADDRESS: P. O. Box 10007, Kalispell, MT 59904
PHONE: 752-5411
SIGNED:tQA.,�t/ �cwyK'
End of Proposal
CONTRACTORS SEAL
0
PROPOSAL for "The Courtyard"
P.2
BONDS - INSURANCE • REAL ESTATE
800 NINTH STREET SOUTH. P.O. BOX 2009, GREAT FALLS, MT 59403
PHONE (406) 761-5000 FAX (406) 453-3946
TOLL FREE PHONES: IN MONTANA 800-823-2647 OUTSIDE MONTANA 800-735-6753
BID BOND
Approved by The American Institute of Architects,
A.I. A. Document A 310 Feb. 1970 Edition
KNOW ALL MEN BY THESE PRESENTS, that we SWANK ENTERPRISES; P.O. BOX 10007•
KALISPELL MONTANA 59904-0007
(Here insert full name and address or legal title of Contractor)
as Principal, hereinafter called the Principal, and ST. PAUL FIRE & MARINE
INSURANCE COMPANY; 385 WASHINGTON STREET; ST. PAUL, MINNESOTA 55102
a corporation duly organized under the laws of the State of MINNESOTA
as Surety, hereinafter called the Surety, are held and firmly bound unto
CITY OF KALISPELL; DRAWER 1997; KALISPELL, MONTANA 59901
(Here insert full name and address or legal title of Owner)
as Obligee, hereinafter called the Obligee, in the sum of TEN PERCENT OF THE
TOTAL AMOUNT BID ---------------------- --------------- Dollars($ ----- 10%----),
for the payment of which sum well and truly to be made , the said Principal
and the said Surety, bind ourselves, our heirs, executors, administrators,
successors and assigns, jointly and severally, firmly by these presents.
.-WHEREAS, the Principal has submitted a bid for CONSTRUCTION OF A NEW
APARTMENT COMPLEX "THE COURTYARD" AT 1842 AIRPORT ROAD KALISPELL MONTANA
PROJECT # 94-19
NOW, THEREFORE, if the Obligee shall accept the bid of the Principal and the
Principal shall enter into a Contract with the Obligee in accordance with the
terms of such bid, and give such bond or bonds as may be specified in the
bidding or Contract Documents with good and sufficient surety for the
faithful performance of such Contract and for the prompt payment of labor and
material furnished in the prosecution thereof, or in the event of the failure
of the Principal to enter such Contract and give such bond or bonds, if the
Principal shall pay to the Obligee the difference not to exceed the penalty
hereof between the amount specified in said bid and such larger amount for
which the Obligee may in good faith contract with another party to perform
the Work covered by -said bid, then this obligation shall be null and void,
otherwise to remain in full force and effect.
Signed and sealed this 27TH day.of MAY 1994
SWANK ENTERPRISES
(Principal (Seal)
(Witness)
(Title)
COGSWELL AGENCY ST. PAUL FIRE & MARINE INSURANCE CO.
I (Surety) (Seal)
E.B. COGScELL, (Resident Agent) E.B. COGSWELL, (Atty-in-fact)
Printed with the permission of The American Institute of Architects
SERVING THE WEST SINCE 1937
ST. P`AUL FIRE AND MARINE INSURANCE COMPANY CERTIFICATE OF
385 Washington Street, St. Paul, Minnesota 55102 AUTHORITY NO.
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i V t( {' TESTIMQ2+T`1' WHEREOF i have hereunto set my hand and affixed my Official Seal, at the township of Bedminster, New Jersey, the
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�it , i}r V, „� LINDAS ,N Public, Middlesex, NJ
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�l ,, }1 !l:' `: My Commission Expires December16, 1996
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`jrrider tgned pincer of Si! #'a Fire and Marine Insurance Company, do hereby certify that I have compared the foregoing copy of the Power of Attorney and
affi �}tt and;drb cdpy off theSecttan of.the )3y`_ l►vis of said,Company as set forth in said Power of Attorney, with the ORIGINALS ON FILE IN THE HOME
OFFI Q (i`HAID COMPANY acid that die saine'are correct transcripts thereof and of the whole of the said originals, and that the said Power of Attorney has not
beefy' okeil gird >:$ now �(1 full fame and eff J J (�', {) ,�
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} 1 f IAI I BSTIMQI VVHFRfigF ]' have �rereunio set m hand this ) ,
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, 19 94 ROY F. SEYMOUR, Asst. Secretary
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ofAtmmey' itificats of t�Wtwn;lo pnnteif m redon the upper Tight corner is butdtng. Phonocopies carbon copies or
men f are invalnd not bi iuin upon }Cqm '
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T DIN EXCESS OF THE PENALTY AMOU T TATED ABO
U VE IS TOTALLY VOID AND WITHOUT ANY VALIDITY.
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