10/23/12 Board of Public Works Minutes

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REGULAR MEETING OCTOBER 23. 2012 350 Name Amount of Claim Date City of South Bend $I,261,882.85 10/16/2012 City of South Bend $2,026,719.02 10/23/2012 Therefore, Mr. Neat made a motion that after review of the expenditures, the claims be approved as submitted. Mr. Gilot seconded the motion, which carried. PRIVILEGE OF THE FLOOR Mr. Carl Littrell, Engineering, stated no bids were received for the Century Center Lighting Renovations project. He noted the Board asked Engineering to look at the problem and re- advertise new specifications. He stated the problem is logistics on the part of Century Center and he is asking that the Board extend the bid opening date instead, to November 6, 2012 to resolve any ambiguities. Ms. Greene stated she has had feedback from contractors that the problem is a specification problem with the work being requested and the late penalties. If Engineering is going to come back with different specs, the project needs to be rebid. Mr. Littrell confirmed that the schedule is a problem; the feedback received is there is insufficient time in any one place with the work being performed around event rentals at the Century Center, and the liquidated damages. Mr. Littrell stated he would like to go back to Century Center and tell them to block out more time, otherwise they're going to have to expect the price to come back higher. Ms. Greene noted if the bid is extended, we would have to provide an addendum to all plan holders and she is not sure we can determine who they all are since no bids were received. Mr. Littrell noted his request is due to the need to get the work done before Christmas. He added the law requires that you make an announcement extending a bid opening at the time and place of the bid opening. Mr. Gilot noted the Board has never extended a bid opening after the due date of the bids and if the specifications are being redone, it should be rebid. Mr, Neal added there should be a discussion with a finance person and a Century Center Board member to convey that this has been made into a difficult project to get done given the amount of capital available. Mr. Stan Miles with the Union Electrical Contractors stated he worked hard with the Century Center and their agents to work through the specs, but some of the lead times on the project are six (6) weeks out. He noted a lot of the contractors wanting to bid on the project were present earlier at today's meeting, but had to bow out because they felt the work was too out of their control. Some of them, he added, were concerned about the structural integrity of the building, and whether it was able to hold the fixtures; and the liability being placed on the contractors. Mr. Murray Miller, Local Union No. 645, questioned if the City provides uniforms for all employees or just teamsters. Ms. Greene stated they are for teamsters and are bargained on and agreed to. Mr. Miller questioned if there was a reason the City rejected the bids for the Sewer Manhole Rehabilitation. Ms. Greene stated the Board can award or reject by State law. In this case they chose to reject. Mr. Miller questioned if they were cleaning up the bid specs and taking out the prohibitive item, or leaving it? Ms. Greene stated she is not sure it is a question about prohibitive items. Mr. Miller stated the specs request two - hundred (200) previous manholes constructed by this method, what company has done this? Ms. Greene stated that was only one of the things they looked at. She noted the Board has to have some comfort that the taxpayers are getting the best work for the lowest amount. Mr. Miller stated there are other experience issues. If one company has two (2) years and the other has one - hundred (100) years; that should be taken into consideration. Ms. Greene explained that time experience is not paramount, experience in the kind of work being requested is. She noted just because a contractor has poured concrete streets for twenty (20) years doesn't qualify them to build a concrete sky - scraper. Mr. Miller noted that a few years ago the City awarded a contract to a company for pouring streets in Eddy Commons, and the company had never done that type of work before. Ms. Greene noted the award depends on how the bid specifications are written. She added this Board is very aware of its legal duties to the tax payers for competitive bidding at good prices. Mr. Gilot stated it is in the authority of the Board to award or reject bids. He noted both bidders are good firms, but he wants the Engineers to get back to the drawing board to write a spec that gives us a sound structural manhole at a competitive price. He stated he is looking to see experience on a full monolith pour for the whole height, and sound structure that's going to last a long time; longevity and competitive price. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr, Gilot, seconded by Mr. Neal and carried, the meeting adjourned at 11:20 a.m.