03/28/11 Board of Public Works Meeting

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AGENDA REVIEW SESSION MARCH.24, 2011 84 The Agenda Review Session of the Board of Public Works was convened at 10:35 a.m. on Thursday, March 24, 2011, by Board Member Donald E. Inks with Board Member Carl P. Littrell present. Board President Gary A. Gilot was absent. 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. OPENING OF PROPOSALS—ROUTE OPTIMIZATION SOFTWARE DOE GRANT Mr. Gilot advised that this was the date set for the receiving and opening of sealed Proposals for the above referenced. project. The Clerk of the Board, Linda Martin, stated there were no proposals submitted for this project. Ms. Martin, Clerk, questioned if Engineering can hire a company of their choice to do the work since no proposals were received. Ms. Cheryl Greene, Legal Department, stated she will need to research Federal bidding law to see what the process is in this circumstance. The Board discussed the following items from the agenda: - Professional Services Addendum—Grinsfelder and Associates Architects Mr. Gary Libbey, Code Enforcement, stated when Mr. Jonathon Burke was hired as an Energy Director, he reviewed the plans for the proposed animal shelter and suggested a lot of changes to increase energy efficiency and decrease long term energy costs. Mayor Stephen Luecke requested the building be designed to be LEED Certified, Mr. Libbey noted it was found to be out of budget to try to make the shelter a LEED Certified building but the architect needed to redo the specifications on the project to incorporate energy efficiency improvements, so the costs of the project have changed. Mr. Libbey stated there is an increase in the architect's percentage in the amount of$40,000.00, but an overall project decrease of$1,800.00. Ms. Green stated when this was first drawn up there was a problem with the specs. She noted Grinsfelder needs to make sure the specs are open enough to allow other contractors to be able to bid. Mr. Libbey stated they are aware of that and have been working with local vendors to make sure the specs are open to any bidder. - Professional Services Agreement—NeTech Corporation Mr. Bob Allen, Information Technologies, informed the Board that this agreement is for the installation of a wireless network for the City on floors twelve, thirteen, fourteen, and half of the fourth floor of the County-City Building. He noted the hardware was purchased through a state bid and cost 52% of retail. Mr. Inks questioned when this would be done. Mr. Allen stated by June. Ms. Greene noted she had requested some changes in the agreement wording. Mr. Allen confirmed they had already been made and he had an electronic copy with original to arrive in the mail by Friday, March 25, 2011. - Change Orders — Boettcher Sewer and Excavating, Inc. and Amendment to Professional Services Proposals—Hull and Associates, Inc. Ms. Ann Kolata, Community and Economic Development, informed the Board that all of the increases to these two projects for soil remediation are due to the discovery of more contaminated soil at the former Norfolk Southern Railroad and the former Allied Stamping Plant. Mr. Toy Villa, Engineering, added that the discovery of existing foundations contributed to the increase also. Mr. Inks questioned if Legal had reviewed these Change Orders due to the large percent of increase, over the required 20% limit. Ms. Greene stated she had reviewed these documents and they are clearly due to unforeseen circumstances. Ms. Kolata stated the increase in the Professional Services Proposals with Hull was due to them spending more time analyzing soil samples for contamination. Ms. Kolata stated that $6,000.00 of the increase will be paid out of the remaining grant funds and the rest will come out of the Studebaker project. She noted they are being added to the lawsuit against Studebaker. - Change Order—Erskine Detention Pond Reconstruction Mr. Toy Villa, Engineering, stated this increase was due to various issues, mainly the finding of more sediment than originally thought. He noted the original estimated amount of sediment was 3,000 cubic yards, but the actual amount removed was 9,000 cubic yards. Mr. Inks questioned how the original estimate could be off by 6,000 cubic yards. Mr. Patrick Henthorn, Engineering, stated the original measurement was done of a cross section in the winter with some water still present. He stated it was not representative of what was in there. Mr. Henthorn noted the pay items were done as weight, and calculated as volume. A reasonable conversion factor was found and the math adds up figuring in the wet sediment factor. Ms. Greene questioned if this will help Erskine Golf Course with