10/23/12 Board of Public Works Minutes

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AGENDA REVIEW SESSION OCTOBER 18. 2012 337 provision for critical spare parts. Mr. Gilot questioned how long the whole process of upgrading will take. Mr. Klosinski stated construction will take about two (2) years and potentially more. Mr. Gilot stated that brings up the problem with wage rates. He noted they are set at the beginning of the project so how will they be adjusted during the process? Mr. Klosinski stated they can make the contractors aware at the pre -bid and issue an addendum. Toy Villa, Construction Manager, stated they cannot do an addendum; they have to use the wage rates set at bid time because that is what the contractors based their bid amount on. He noted the contractors make adjustments in their pay, but it doesn't change the specifications. Mr. Gilot questioned if they run into issues after the budget is set, do they have a process for adding in additional costs. Mr. Klosinski stated only decreases should occur if they need to eliminate some of the equipment. He stated they originally planned to split the bid into two contracts, but decided that dealing with two different contactors on one project was not good. 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. The meeting adjourned at 12:36 p.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President onald E. nks, Member 4"'1CPVZ1_ Kathryn E. R s, Member Michael C. Mecham, Member Mark W. Neal, Member �,,ifida M. Martin, Clerk REGULAR MEETING OCTOBER 23, 2012 The regular meeting of the Board of Public Works was convened at 9:38 a.m. on Tuesday, October 23, 2012, by Board President Gary A. Gilot, with Board Members Michael Mecham and Mark Neal present. Board Members Donald E. Inks and Kathryn E. Roos were absent. Also present was Attorney Cheryl Greene. ADDITIONS TO THE AGENDA Mr. Gilot noted the addition to the agenda of a Request to Reject Bids and Re- Advertise for the Sewer Manhole Rehabilitation project, and two (2) agreements related to environmental clean-up issues, one with Ivy Tower Corporation and one with Union Station Properties. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Mecham, seconded by Mr. Neal and carried, the Minutes of the Agenda Review Session of October 4, 2012, the Regular Meeting of October 9, 2012 and the Claims Meeting of the Board held on October 16, 2012, were approved. APPROVE RE- ADVERTISING — CENTURY CENTER LIGHTING RENOVATIONS — PROJECT NO. 112 -057 CENTURY CENTER CAPITAL IMPROVEMENT This was the date set for receiving and opening of sealed bids for the above referenced project. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri- County News, which were found to be sufficient. No bids were received. Mr. Gilot stated he understood from City staff that the bid specifications were unclear and difficult to work around. Therefore, Mr. Gilot made a motion to authorize the City Engineer to work with the Energy Director to reconfigure the bid specifications to clarify the conditions. Mr. Mecham seconded the motion, which carried.