02082022 Board of Public Works Meeting

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AGENDA REVIEW SESSION FEBRUARY 3, 2022 14 The Agenda Review Session of the Board of Public Works was convened virtually at 10:32 a.m. on February 3, 2022. Acting Board Clerk, Laura Hensley confirmed the presence of Board Members Elizabeth A. Maradik, Gary Gilot, Jordan Gathers, Joseph Molnar, Murray Miller, and Board Attorney Clara McDaniels, with a roll call. Ms. Maradik presented the Board with a proposed agenda of items presented by the public and city staff. Board members discussed the following item(s) from the agenda. Right-of-Way Occupancy Agreement for House Move Board Attorney Clara McDaniels asked Scott Kreeger of Engineering to address agenda item 7.C. agreement bringing forth the 130 Park Lane to 846 Park Ave. house move. Mr. Kreeger stated Engineering is working with Lykowski and Indiana Landmarks for this project. Contractors sent a letter to the Board stating that they have a two-story house that will be moved from Park Lane, up to Lafayette Blvd., left on Riverside Dr. to its destination on Park Ave. A concern the City has is the numerous historical light fixtures along Leeper Park. Mr. Kreeger continued by saying that the vehicle wheel’s width is 22 ft. and extends out to a total of 36 ft during transport. The route also has two (2) bump-outs on the intersections and the transport vehicle will mount the curb and the sidewalk to clear the 90-degree turn. The contractor will be un-installing four (4) of the historical light fixtures for this transport process. Mr. Kreeger stated he originally brought this to the contractor’s attention due to the fixtures costing roughly $2000 each and take approximately six (6) months to get back in place. Scott added that the Historical Society has been informed and have no issues with the removal of lights; however, the lights could be damaged and the City is currently setting up an agreement stating the light fixtures will need to be replaced in addition to any City infrastructure damaged in the moving process. Attorney McDaniels stated she wanted Mr. Kreeger present so that the Board could ask any questions and be made aware of the precautions being taken so that this move minimizes any damage to City infrastructure. She also wanted to assure the Board that anything damaged would be replaced or restored to the same or better condition. Attorney McDaniels noted that City legal was finalizing the agreement terms which have been verbally agreed to, but they are working on getting the terms in writing. A finalized and signed Contractor Agreement will be ready for the Board for the upcoming regular Board meeting. Mr. Kreeger advised that the move is tentatively scheduled for April 1st. due to Madison Academy being on Spring break and bus routes not being an issue then. He projected it will take the contractor approximately three (3) weeks to prepare the house but only six (6) hours for the move itself. Ms. Maradik asked if the City will be documenting the route with pictures to know what damage, if any, is caused. Mr. Kreeger stated he has already created a video of the route, and he will also ask the contractor to do the same while also having them provide Public Works a before and after log for our own records. Mr. Gilot requested clarification on if the agreement will have stipulated damages that the contractor will have to pay the bill for any damages rather than the City act against their bond. Attorney McDaniels stated the agreement is for them to restore or replace any lampposts, curbs, sidewalks, or any other City infrastructure damaged to the same or better condition. Member Joe Molnar asked if there is a timeframe placed in the agreement in which the contractor must complete the repairs. Attorney McDaniels stated the agreement currently does not have set deadlines for repairs, but City legal could adjust the agreement to incorporate repair deadlines. Director of Public Works, Eric Horvath, suggested there should be a provision that states the City will do the repairs after a certain length of time has passed, and the contractor will then be billed for the work. Attorney McDaniels agreed with Director Horvath and said City legal is requiring them to secure $10,000,000 of general liability coverage while also listing the City as an additional name insured. Attorney McDaniels added that the agreement terms could also require an additional bond as well. Mr. Gilot asked if the city has a critical spare parts inventory for the historical lamps to allow the city the flexibility to make the repairs and then restock the inventory. City Engineer, Kara Boyles, replied to Gary stating the City did not have that kind of inventory. Ms. Boyles also stated that the nature of this agreement has been more complex than most. She added that the contractor has done a good job in preparation for the move, but they seem a bit frustrated with the process due to the impact on City infrastructure.