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AGENDA REVIEW SESSION NOVF.MBER 17.2016 362 Mr. Toy Villa, Engineering, stated this request is just a time extension for this phase of the project. Mr. Jitin Kain, Public Works, added due to the good weather, this is to complete more concrete work and get some extra work done that was scheduled for later. Ms. Maradik noted this means the contractor won't have to close off a lane of traffic later. Award Quotation— Randolph Street Basin Emergency Repairs Mr. Gilot questioned the cost of this work. Mr. Roger Nawrot, Engineering, stated the spillway washed out, and the overland flow is over 200 acres with the heavy rainfall. He noted they are putting a green solution back, and eliminating a concrete liner. Mr. Nawrot added this will he subject to funding. - - Award Bid — Curb and Sidewalk Construction, Phase IT Mr. Kevin Fink, Engineering, staled in the Notice to Bidders, the mandatory pre -bid requirement was removed, but it was later discovered the next line stated all interested bidders must attend the pm -bid meeting. He stated they missed that line and subsequently it was in the specifications. Mr. Fink stated Legal advised him to exclude any bidders that were not present at the pre -bid. Mr. Eric Horvath, Public Works, stated it has been his direction not to have mandatory pre -bids because it eliminates competition. He stated there is some risk in doing so, but the contractor still has to follow the specifications. He noted the low bid on this project was nearly 40% lower and he is asking that the Board waive the irregularity and award to the low bidder. He added one (1) line was not taken out because they just missed that one (1) line. Mr. Gilot summarized, so there is a scriveners error; the intent was to remove it entirely, but one (1) line was missed. Ms. Doran questioned if there is a risk, since they were so much lower, that they don't understand the scope of work. Mr. Horvath stated that the two (2) that showed up were the high bidders. Ms. Maradik questioned if the awards would be correct as stated on the agenda. Mr. Fink stated, no it is all wrong and he would update that information. Mr. George King, Purchasing, asked if there is any danger that something that was discussed at the pre -bid that affected the bid would cause theirs to be higher. Mr. Fink stated no, that was not the case, adding any changes would have been sent out to all bidders in the form of an addendum. Mr. Horvath agreed, noting changes should always be done through addenda. - Request to Advertise —Newman Center Masonry Work and Roof Repair Attorney Michael Schmidt stated he was informed that there is a Redevelopment agreement in _ place that allows the City to pay for the storm damage, even though the City transferred the title to the Newman Center to the purchaser. In the agreement the Redevelopment Commission made clear they will be responsible for paying for the repairs of the tornado damage from Redevelopment funds. He stated they need to get the funds authorized from the Redevelopment Commission. He noted this will be handledsimilar to the Hoffman Hotel development. - Utility Billing Rules and Regulations Update Mr. Horvath stated they need to update the utility rules and regulations, but he was not quite ready to have this on the agenda and would like to remove it. The Clerk was instructed to post the agenda and notify the media and other persons who have requested notice of the meeting agenda. No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 11:39 a.m. BOARD OF PUBLIC WORKS ti Gary A Gilot, Presi ent Elizabeth A. axadik, Member Therese J. Dorau, Member James .Mueller, Member i Suzanna M. F tzberg, M mber P Jy