11/08/10 Board of Public Work Minutes

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PUBLIC AGENDA SESSION NOVEMBER 4 2010 336 The Public Agenda Session of the Board of Public Works was convened at 10:34 a.m. on Thursday, November 4, 2010, by Board President Gary A. Gilot, with Board Members Donald E. Inks and Carl P. Littrell present. Also present was Board Attorney Cheryl Greene. Board of Public Works Clerk, Linda M. Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff, APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF PROPOSALS — NEW SYNTHETIC TURF PLAYING SURFACE — COVELESKI STADIUM — PROJECT NO. 110 - 008J (SBCDA TIC In a memorandum to the Board, Mr. Bill Schalliol, Community & Economic Development, requested permission to advertise for the receipt of proposals for the above referenced project. Mr. Littrell stated this will be awarded based on a point scoring system, not necessarily the lowest proposal. Attorney Cheryl Greene stated she would check the law regarding the time table for Requests for Proposals. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS --- DEMOLITION OF 621 SCOTT STREET FORMER MILLENNIUM ENVIRONMENTAL SITE REMEDIATION — PROJECT NO. 110 -078 (CODE NSP FUND In a memorandum to the Board, Mr. Rob Nichols, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the above request was approved. APPROVAL OF AGREEMENTSICONTRACTSIPROPOSALS /ADDENDA The following Agreements /Contracts /Proposals /Addenda were submitted to the Board for approval by Mr. Bill Schalliol, Community and Economic Development. Mr. Gregg Zientara, City Controller, questioned what would happen if the Common Council does not approve the Bond that will be funding the Coveleski Stadium project. Mr. Inks stated the Board of Works should approve the Proposal from Wightman Petrie, subject to the appropriation of funds by the Council. Mr. Zientara questioned if by approving, are TIF funds committed and does that allow for the contractor to place a claim against the City. Mr. Inks noted some work has already been done under this contract and the City already owes the contractor money. Board Attorney Cheryl Greene noted it is the Redevelopment Commission that approves TIF funds. Mr. Inks added in case the Council does not approve the Bond, this should be approved granting the City to stop any future work. Mr. Dave Rafinski, Wightman Petrie, informed the Board that most of the proposed elements in the hard design and the Synagogue design are already done; the outfield wall bids will be opening; and the turf bids are already out for bid. He noted $330,000 of work is already done. Mr. Rafinski stated it was necessary in order to meet the July 4, 2011 deadline, to begin the process. Mr. Zientara questioned if this is a normal process. Mr. Inks stated it is normal to go out for bids on a Bond issue before the Council approves the bond funding. He stated his motion to approve is subject to the City's ability to stop the work if the Council does not approve the bond funding. Type Business Description Amount Motion/ Second Addendum Redevelopment Add Coveleski Stadium SBCDA TIF Inks/Littrell to Master Commission Improvements — Phase 2 Agency Agreement Interlocal South Bend Coveleski Stadium NIA Inks /Littrell Agreement Board of Park Improvements — Phase II - Commissioners Project No. 110 -087 and Redevelopment Commission Professional Wightman Petrie Coveleski Stadium $929,000 Inks /Littrell Services Improvements — Project (SBCDA Subject to Proposal No. 110 -087 TIF) Common Council Appropriation of Funds and Subject to the City Retaining