10/08/13 Board of Public Works Minutes

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AGENDA REVIEW SESSION OCTOBER 3, 2013 294 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Michael C. Mecham s/ Mark W. Neal ATTEST: s /Linda M. Martin, Clerk TABLE REQUEST TO REJECT BIDS — LEAD BASED PAINT REMOVAL AND ASBESTOS REMEDIATION —PROJECT NO. 113 -031 (AEDA TIF) In a memorandum to the Board, Mr. Toy Villa, Engineering, requested permission to reject all bids for the above referenced project. He noted that two bids were non - responsive to the bid specifications and the remaining bids were over budget. Mr. Eric Horvath, Public Works Director, requested the Board table this request to reject bids until Tuesday's Board meeting for further review. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Neal and carried, the above request was tabled. APPROVAL OF REQUEST TO REJECT BIDS — REMOVAL AND DISPOSAL OF PCB TRANSFORMERS AND ELECTRICAL EQUIPMENT AT IVY TOWER — PROJECT NO. 113 -026 (AEDA TIF) In a memorandum to the Board, Mr. Toy Villa, Engineering, requested permission to reject the sole bid for the above referenced project as non - responsive due to no bid bond procured or submitted as required by the specifications. Therefore, upon a motion made by Mr. Relos, seconded by Mr. Neal and carried, the above request was approved. Board members discussed the following item(s) from the agenda: - Request to Advertise for Bids — Trucking of Organic Resources Material Mr. Matt Chlebowski, Central Services, stated this project is subject to an appropriation by the Common Council. Mr. Eric Horvath, Public Works Director noted this is in relation to the legacy pile at Organic Resources and it will be helpful to know the price to know how much to request. Mr. George King, Purchasing, stated this would be a good project for MBE /WBE participation. Mr. Horvath suggested this be looked at as a divisible bid with inclusion of MBE /WBE contractors. - Award Bids — Jet Rodder/ Vacuum Machine Mr. Matt Chlebowski, Central Services, informed the Board that the low bidder on this bid didn't meet the specifications in thirteen (13) critical categories. He noted they could not provide a vehicle for a test drive either. Mr. Chlebowski stated the specifications require the hose at the rear of the vehicle, but they can't provide that function. He stated the second low bidder didn't meet eight (8) critical areas of the specifications, and noted they don't even produce a rear hose vehicle. Mr. Gilot questioned whether that was a proprietary feature. Mr. Paul South, Director of Streets, stated the front operating hose is a severe noise issue creating hearing loss in employees of the Sewer Department. Mr. Horvath noted they looked at the specifications and significant issues; this is not a proprietary specification, there is just limited competition. Attorney Cheryl Greene noted a health or safety issue to the City and its employees is a legitimate issue for rejection. - Change Order — East Bank Sewer Separation Mr. Toy Villa, Engineering, stated this Change Order is due to an error in the quantities; the wrong number was transferred over by the City's consultant. He stated the City and Consultant tried negotiating with the contractor, but they wouldn't negotiate. Mr. Gilot suggested that in a situation like this, could they check with the Street Department to see if their crew could cover the work to save money. - Amendment to Contract — Carl Walker, Inc. Mr. John Engstrom, Engineering, stated Walker Parking did renovations on floors 4, 5, and 6 of the Main and Colfax Parking Garage in 2004. He noted they removed the floor where it was delaminated and repaired and filled it. Mr. Engstrom stated now Carl Walker, a different company, is asking for exploratory work to decide how many more post tensions are damaged and need repair. Mr. Neal stated he thought the work done in 2004 was a twenty (20) year job. Mr. Gilot agreed that they should stay with the same company that gave a twenty (20) year