11/20/12 Board of Public Works Minutes

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AGENDA REVIEW SESSION NOVEMBER 15 2012 366 moving the fitness room clown to the basement, He noted if necessary, they could add to the east or west, and there's a possibility the city could acquire a small piece of land to the west eventually. Ms. Roos noted the ' fee for the design is higher than the typical 10% of the engineering cost, and asked if there is a reason. Ms. Jackie Hilderbrandt, MPA, stated their base fee is 9% of the project cost; the additional costs are for reimbursables such as State filing fees, printing of plans, etc. Mr. Gilot noted the City uses a virtual plan room where contractors pay a fee for the plans and specifications. Ms. Hilderbrandt acknowledged that there wouldn't be a charge for that expense then, the billing is based on what costs are incurred. Mr. Gilot stated they need to make sure the engineers understand the full scope of the project from the beginning and noted the City doesn't want to increase the cost. He added he was pleased to see Ms. Hilderbrandt, a representative from a MBE firm. Ms. Greene stated she noticed the quotes for the survey work were prepared for MPA by Palm & Associates, Inc. She stated if the City hasn't authorized MPA to get the survey done, the quotes need to be made to the City. Mr. Gilot stated they will also need to put a sentence in their agreement that the City will authorize MPA to use the survey information in their design. - Change Order — Memorial Hospital Facade Mr. Toy Villa, Engineering, stated he needed to correct the agenda, to state Holladay Construction; he erroneously put Rieth Riley on the agenda. Mr. Villa stated the increases on this project were all due to unforeseen circumstances. He explained that part of that cost was from the addition of full glass windows that weigh more than the original smaller windows and required additional support. He noted this couldn't have been seen until tearing into the wall. Ms. Greene agreed that these were all unforeseen; she stated they just need to make sure they aren't over the 20% Change Order threshold. - Amended Professional Services Agreement — Christopher B. Burke Engineering, LLC Mr. Toy Villa, Engineering, stated this project was originally awarded for 1'/2 inspectors to be on site, but due to additional work added to the project, Christopher Burke Engineering needed to assign additional time that required the '/2 time person to be on the job full time. Mr. Gilot questioned who did the design. Mr. Villa stated Abonmarche did. Mr. Gilot stated, so when you're doing review, you need to watch the costs and hold them accountable for additional work not put in the original design scope. Mr. Gilot stated we don't want to keep going back to firms that are costing us money on change orders; if this would have been a contractor working on a project, we would have collected liquidated damages, but this was for design and plans that they came up with, and they were wrong. - Bid Award — Re- Lighting for Leighton Complex, Main/Colfax, and Wayne Street Parking Garages Ms. Greene informed Mr. Jonathon Burke, Energy Department, that it is her understanding that funds are appropriated for two of the garages, but not the Leighton Garage. She stated she was asked if you could encumber 2013 funds in advance in 2012 to award in 2012; she stated you cannot. She added the next question was whether the low bidder was willing to extend their bid for sixty (60) days, could they do that to award in 2013. Ms. Greene stated they could do that, but this was not set up as a divisible bid. She noted Indiana Statute allows the City to hold the bids for sixty (60) days before awarding, but the contractor can offer to honor his bid for ninety (90) days. - Agreement -- Facility Dude Utility Trac Mr. Jonathon Burke, Energy Office, stated this agreement is for utility tracking software to track all division energy usage and generate reports. He noted it is a monumental task to set up the program for an entity as large as the City. He stated he looked at other utility tracking software, and most will allow you to use their software for thirty (30) days for free. He noted he didn't like that, because it's too much information you're putting into the system and if it doesn't work well, it's a lot of wasted time. This company, he added, allows you a year free trial period. He noted this is more of an interim solution; once the program is set up, and running successfully, the City can take it over. Mr. Gilot stated he thought this was a SCADA system and more involved, explaining that is why he tabled this item previously. He noted that being this is cloud supported software that will probably get displaced by future software and it's free for a year, he is okay with it. BOARD MEMBER EXCUSED Ms. Kathryn Roos excused herself from the meeting at 11:20 a.m. and requested the Clerk ask that someone come to Tuesday's meeting and present on Item 9E, a Professional Services Proposal with Christopher B. Burke Engineering regarding design services related to the final alternative approved by the Redevelopment Commission for the Fellows Street project.