04/24/12 Board of Public Works Minutes

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AGENDA REVIEW SESSION APRIL 19120,12 136 The Agenda Review Session of the Board of Public Works was convened at 10:35 a.m. on Thursday, April 19, 2012, by Board President Gary A. Gilot, with Board Member Donald E. Inks 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. ADDITIONS TO THE AGENDA Mr. Gilot noted the addition to the agenda of three (3) requests to advertise for the Purchase of CRAH Equipment at Lot 4 of Ignition Park; Facade Improvements for Lot 4 at Ignition Park; and a Notice of a Public Hearing. Also added were a Professional Services Agreement with Abonmarche, and a Joint Funding Agreement with the U.S. Department of the Interior Geological Survey. OPENING OF BIDS — MEMORIAL HOSPITAL FACADE PROJECT — PROJECT NO. 112- 018 This was the date set for receiving and opening of sealed bids for the above referenced project. Mr. Gilot noted the bid opening was previously approved to be re- scheduled to May 15, 2012 and Notice was sent to all plan holders and published in the South Bend Tribune and Tri- County News. REJECT AND RETURN „ .,. RN QUOTES A -,. - -- _ ND APPROVE RE -QUOTE —nE 2012 MILLING SERVICE Ms. Greene informed the Board that the Clerk of the Board received sealed bids sent to the Street Department to a former employee of the City. The Board must now determine whether to open the quotes or return them and re -quote this project. She noted it is unclear what the letter that was sent requesting quotes required and when the quotes are due. She also noted it is unclear if they are in the quote or bid threshold. Ms. Greene stated it is her recommendation that the quotes be left sealed and returned to the bidders and the project be re- quoted. Upon a motion from Mr. Gilot, seconded by Mr. Inks and carried, the Board approved the return of the unopened quotes to the bidders, and the re- quoting of the project by Engineering. APPROVE CHANGE ORDER NO. I — LINCOLN WAY WEST STREETSCAPE IMPROVEMENTS — PROJECT NO. 111 -080 (COIT) Mr. Toy Villa, Engineering, submitted Change Order No. 1 on behalf of SIT Bancroft Electric, 25020 State Road 2, South Bend, Indiana 46619, indicating the contract amount be increased by $15,281.00 for a modified contract sum, including this Change Order, in the amount of $46,139.00. Mr. Villa stated the 49.52% increase was due to an existing TESCO cabinet that was anticipated to be used for power for the new lighting, but later determined to be unable to handle the additional demands. An additional cabinet had to be installed to supply power for the lighting. Ms. Greene stated this Change Order was due to unforeseen circumstances. Mr. Gilot asked Mr. Villa to make note of this information about the maximum load these cabinets can handle so this doesn't continue to happen. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 f-- TRIANGLE NEIGHBORHOOD INFRASTRUCTURE IMPROVEMENTS -- PROJECT NO. 109 -009 (MAJOR MOVES /EDIT) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of HRP Construction, PO Box 266, South Bend, Indiana 46624, indicating the contract amount be decreased by $46,769.14 for a modified contract sum, including this Change Order, in the amount of $1,654,365.19. Mr. Villa stated they are eliminating the rental of a jack hammer because the property owner is doing his own demolition. Mr. Gilot requested this be approved today as the project has some urgency. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Change Order was approved. Board members discussed the following item(s) from the agenda. - Resolution No. 23 -2012 Mr. Dave Relos, Community and Economic Development, stated this resolution is for the condemnation of properties in the Sheridan - Lincoln Way West project. Mr. Inks stated the funding should be confirmed for this project. Larry Metievier, Legal, stated this goes back to 2007, and the funding was approved back then. Mr. Inks stated if it wasn't used that year, it may have been lost. Mr. Gilot noted the resolution should be approved subject to funding. He stated that the Board of Works is condemning the property for