MINUTES OF THE EXECUTIVE COMMITTEE
OF THE BOARD OF GOVERNORS
MISSOURI STATE UNIVERSITY
March 18, 2015
1. Roll Call:
Present - Mr. Joe Carmichael, Governor
Ms. Virginia Fry, Governor (by conference call)
Dr. Peter Hofherr, Vice Chair of the Board (by conference call)
Mr. Stephen B. Hoven, Chair of the Board (by conference call)
Also
Present - Mr. Clif Smart, President
Mr. Kendall Seal, Governor (by conference call)
Ms. Carrie Tergin, Governor (by conference call)
Mr. Caleb Doyle, Student Governor
Dr. Frank Einhellig, Provost
Dr. Dee Siscoe, Vice President for Student Affairs
Dr. Drew Bennett, Chancellor of the West Plains Campus (by conference call)
Ms. Donna Christian, Director of Internal Audit & Compliance
Mr. Ken McClure, Vice President for Administrative & Information Services
Ms. Rachael Dockery, General Counsel
Mr. Mike Wills, Director of Procurement Services
Mr. Matt Morris, Associate Vice President for Administrative & Information Services
Mr. Doug Sampson, University Architect and Director of Planning, Design and Construction
Dr. Thomas Lane, Director of the Plaster Student Union
Mr. Gary Stewart, Director of Residence Life, Housing and Dining Services
Mr. John McAlear, Secretary of the Board
2. Presiding – Mr. Stephen B. Hoven, Chair of the Board of Governors, called the Executive Committee conference-call meeting to order at 4:00 p.m. in Room 203 of Carrington Hall on the campus of Missouri State University in Springfield, Missouri.
3. Approval of Minutes – Mr. Hoven mentioned that the first item of business was the approval of the minutes for the open meeting of February 18, 2015. Ms. Fry so moved, receiving the second of Dr. Hofherr.
Motion passed 3-0.
4. West Plains Campus --- Dr. Drew Bennett, Chancellor of the West Plains Campus, presented the following new degree additions for the Committee’s consideration:
Approval of the academic program for the Associate of Applied Science in Technology-Manufacturing Option (West Plains Campus Curriculum No. 70-15).
Approval of the academic program for the Certificate in Manufacturing Technology (West Plains Campus Curriculum No. 71-15).
Approval of the new academic program for the Associate of Science in Pre-Engineering (West Plains Campus Curriculum No. 72-15).
Moved and seconded, respectively, by Dr. Hofherr and Ms. Fry.
Motion passed 3-0.
5. Procurement and Financial – Mr. Mike Wills, Director of Procurement Services, presented a resolution (Purchasing Activity Report No. 417-15) summarizing Procurement Services’ activities from February 13, 2015, through March 10, 2015. The three items in the report are:
Approval is requested to enter into a contract for depository services with BancorpSouth for a two-year period (July 1, 2015, through June 30, 2017), with two optional one-year renewal periods. Bids were received from three banks. BancorpSouth’s net revenue to the University was the highest of the three bids. BancorpSouth is the incumbent and has provided excellent service over the current contract.
Approval is requested to enter into the fourth and final renewal, for the period May 1, 2015, through April 30, 2016, with Grime Scrubbers to provide cleaning services for Blair-Shannon, Hammons, Hutchens, and Wells Houses in the estimated amount of $121,233. The University does use two cleaning services for Residence Life. The second firm was low bidder on the smaller, remaining facilities which, due to the dollar amount of the contract, will be reported for informational purposes in the next Consent Agenda.
Approval is requested to enter into a contract for transit system services and off-site mini-coach transportation services for campus departments, when needed, with Fisk Limousines, the incumbent provider. During the fall and spring semesters, buses operate during the day Monday through Friday, with evening hours seven days each week. During peak operating hours, there are 14 shuttle buses in service on ten different routes. An RFP was issued and four proposals were received. An evaluation committee determined that all four offerors were considered to be in the competitive range and Best and Final Offers were requested from each vendor. Fisk Limousines, a Springfield company since 1976, provided the lowest cost and had the overall best score when considering all factors. The original contract period, with an estimated cost of $3.7 million, is July 1, 2015, through June 30, 2018, with four additional three-year renewal periods possible. Over the potential 15-year period, Fisk Limousines was lower in cost by approximately $1.7 million (or about $112,000 per year). The initial contract rate is approximately $5,000 lower in annual cost than the current contract. The RFP requested proposals where the vendor supplied the fuel or where the University provided the fuel. It appears both options are about the same overall cost to the University under the Fisk Limousines proposal. The evaluation committee, making assumptions on the cost of fuel, will calculate a break-even point to decide which fuel option is to be selected.
Mr. Carmichael moved the approval of the resolution, receiving a second from Ms. Fry.
Motion passed 3-0.
6. Facilities and Equipment --- Mr. Ken McClure, Vice President for Administrative & Information Services, presented the following resolutions for the Committee’s consideration:
Laboratory renovations in Temple Hall (Bids & Quotations No. 1482-15); Carson-Mitchell, Inc., low bid of $2,625,350 for the base bid plus alternates 2 and 3; total project budget set at $3,378,095.
New interior finishes for offices in Glass Hall (Bids & Quotations No. 1483-15); Bales Construction Company, Inc., low bid of $164,500; total project budget established at $510,000.
Renovation of the third-floor corridors at Craig Hall (Bids & Quotations No. 1484-15); Trotter Construction, LLC, low bid of $230,001 for the base bid plus alternates 1, 2, and 3; total project budget set at $306,000.
Utility tunnel repairs on the Springfield campus (Bids & Quotations No. 1485-15); Carson-Mitchell, Inc., low bid of $380,600 for the base bid plus alternates 1 and 2; total project budget set at $580,000.
The FY15 preventative parking lot maintenance for the Springfield campus (Bids & Quotations No. 1486-15); Ball Paving Inc., lone bid received of $179,940 for the base bid plus alternates 2, 4, and 6; total project budget established at $232,000. The Missouri Department of Conservation mitigation factors required in their use of coal tar emulsion explained in the Board’s retreat last week are to be used by Ball Paving.
The Phase III renovation of the third floor at Plaster Student Union (Bids & Quotations No. 1487-15); Hovey Homes, LLC, low bid of $189,700 for the base bid plus alternates 1, 2, 3, 4, and 5; total project budget set at $399,950.
Programming and conceptual study in conjunction with the renovation of Woods House (Architects & Engineers No. 708-15); Treanor Architects, P.A., for a fixed fee of $143,349 plus reimbursable expenses. Additional services of up to $25,000 as described in this agreement may be authorized and approved as necessary. This project will include two phases. The first phase, which is covered by this resolution, will investigate the needs of the facility, look at options, and assign costs to these options. Upon conclusion of this phase, the University will have the information to establish a set scope of work to be completed with an expected cost for the work. At that time, a second resolution will be presented to continue the project through design, bid, and construction administration.
A question was asked whether a two-phase approach guaranteed the second phase being awarded to the same architectural firm, and if not, would the first phase work be wasted. Mr. Doug Sampson, University Architect, explained that it is not automatic that the second phase work is awarded to the same architect, and that the results of the first phase would be used by any architect that may be hired to complete the subsequent phases of the work as desired by the University. President Smart added that there was a recent two-phase project on campus where the first-phase architect was not selected to perform the second phase. Mr. Sampson reminded everyone that the State statutes do not permit the selection of an architect by a formal low-bid process. Treanor Architects, P.A., was selected through a qualifications-based selection process. Qualification statements were received from multiple firms and two firms were invited to campus for an interview. Following those interviews, Treanor Architects was selected and an acceptable fee was negotiated in accordance with Missouri State statutes.
All seven resolutions were moved and seconded, respectively, by Mr. Carmichael and Ms. Fry.
Motion passed 3-0.
7. Adjournment — Mr. Hoven adjourned the conference-call meeting at 4:50 p.m., on the motion of Dr. Hofherr and the second of Ms. Fry.
John W. McAlear
Secretary of the Board