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December 21, 2009 (Regular Meeting)
<br />Page 1739
<br />order to prepare the contract documents. In this case, the
<br />Department Head, or other personnel, should notify the Contract
<br />Administrator in order to alleviate duplication of efforts. The
<br />County Attorney will be responsible for reviewing the contract on
<br />a timely basis for legal sufficiency, based upon the assumption
<br />that all business terms stated. (ie, pricing, payment terms,
<br />products/services specified) are acceptable from a business
<br />perspective. The County Attorney shall make any necessary legal
<br />adjustments or revise the contract, if necessary, and forward the
<br />contract to the Contract Administrator for implementation. The
<br />Contract Administrator is responsible for obtaining all necessary
<br />signatures. Once the contract is fully executed and filed with
<br />the Contract Administrator, a copy will be forwarded to the
<br />applicable Department. The Contract Administrator will assign
<br />each new contract a Contract Control Number. A copy of the
<br />Contract Control Sheet will accompany the contract copy returned
<br />to the department. The Contract Control Sheet will note the
<br />Contract Control Number assigned and a purchase order number for
<br />funds that are encumbered. County Departments should be able to
<br />access imaged copies of the contract documents on the WaterCooler
<br />(intranet).
<br />The Contract Administrator shall maintain all original County
<br />contracts in a fireproof file located in the Finance Department
<br />vault.
<br />(F-6) Finance - Cabarrus County School Board Contingency Request for Harold
<br />E. Winkler Middle School - $250,000.00
<br />On November 9, 2009, the Cabarrus County School Board approved a
<br />$250,000.00 proposal from Construction Manager, Len Witke regarding under-
<br />floor drainage system installation at Harold E. Winkler Middle School.
<br />Significant issues with rock removal and the need to address a ground water
<br />problem in the low areas of the building including the elevator pit, the
<br />kitchen loading dock and the auditorium were revealed over the past month.
<br />Architects Morris Berg have notified Cabarrus County Schools the construction
<br />project allowances are already over budget by $36,600.00 as of November 4,
<br />2009 in the areas of Unsuitable Soils, Mass Rock and Trench Rock. CCS
<br />estimates that the total amount needed for the above issues will be
<br />$250,000.00 and request that a budget amendment be made to transfer
<br />$250,000.00 from the Contingency budget to the Construction budget.
<br />UPON MOTION of Commissioner Carruth, seconded by Vice Chairman Poole
<br />and unanimously carried, the Board authorized the County Manager to approve
<br />the required change orders for the under-floor drainage system installation,
<br />rock removal and correction of the ground water problem at the Harold E.
<br />Winkler Middle School. By the same vote, the Board adopted the following
<br />budget amendment:
<br />Date: 11/24/2009 Amount: $250,000
<br />Dept. Head: Susan B. Fearrington Department: Finance - COPS 2009
<br />© Internal Transfer Within Department ^ Transfer Between Departments/Funds ^ Supplemental Request
<br />Purpose: On 11-9-09 the Cabarrus County School Board approved the proposal for a change request
<br />regarding under-floor drainage system installation at Harold E. Winkler Middle School.
<br />Significant issues with rock removal and the need to address a ground water problem in the low
<br />areas of the building including the elevator pit, the kitchen loading dock and the auditorium
<br />have come to light over the past month. The School Board requested that $250,000 be moved from
<br />continaencv to construction for these issues.
<br />Account Number Account Name Approved Budget Inc Amount Dec Amount Revised Budget
<br />36597333-9660 Contingency - Winkler $970,835.00 $250,000.00 $720,835.00
<br />36597333-9820 Construction - Winkler $19,416,700.00 $250,000.00 $19,666,700.00
<br /> Total $20,387,535.00 $250,000.00 $250,000.000 $20,387,535.00
<br />(F-7) Finance - Concord Library Renovations - Architect Design ($50,000.00)
<br />The Concord Library is in need of renovation and better utilization of
<br />its current facility space. The County wishes to engage an architect to
<br />design plans for the renovation. The plans will provide an update for new
<br />shelving, new lighting, and better access for patrons to the facilities and
<br />programs offered by the Library. Once the design is completed, the County
<br />would propose renovating the Library with funds designated for use at the
<br />Concord Library Branch only. These funds total approximately $750,000.00.
<br />Improvements are anticipated but not limited to the children's room, front
<br />desk operations, overall lighting and shelving, garage conversion to library
<br />facility space, and a new teen section designated on the first floor of the
<br />Library.
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