10/08/13 Board of Public Works Minutes

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REGULAR MEETING OCTOBER 8, 2013 300 Mr. Mecham requested the Board move this request up on the agenda due to the presence of the petitioner and his attorney. Mr. Gilot indicated that the Board previously reviewed and tabled the request of Mr. Jeffery Logan to vacate the above referenced alley to allow for review of the fature urbanism plans for this area and if trash removal would be adversely affected. Mr. Mike Mecham stated he visited the site and the alley is unimproved with grass and weeds overgrown. He noted trash removal would be on the north/south alley, which all residents border also. Mr. Mecham stated this alley has no apparent purpose. Mr. Gilot asked Mr. Logan if he was aware that he would receive half of the property and the adjacent property owner would receive the other half. He questioned Mr. Logan on whether the other property owner approved of the request to vacate the alley, noting the Common Council had the final approval authority and would not approve this request without all affected property owner's approval. Mr. Ernest Galos stated he was present to represent the petitioner. He informed the Board that the adjacent property was owned by a grocery store and he believed they would like to see the vacation approved also, but his client would secure their approval prior to submittal to the Council. Mr. Galos noted that Mr. Logan would like to purchase or acquire their half also. Mr. Mecham added the vacation would not land lock any other property owners. Therefore, Mr. Relos made a motion recommending approval of the request for vacation subject to the petitioner obtaining a letter of agreement from the affected neighbors. Mr. Gilot seconded the motion which carried. Ms. Greene suggested Mr. Logan speak with his Councilman, Oliver Davis to help facilitate the vacation. BOARD MEMBER EXCUSED Board member Michael Mecham excused himself from the Board meeting at 10:10 a.m. AWARD BID — ONE (1) MORE OR LESS, 2013 OR NEWER COMBINATION JET RODDER/VACUUM MACHINE WITH CAB AND CHASSIS (2013 SEWER DEPARTMENT CAPITAL) Matt Chlebowski, Central Services, advised the Board that on July 19, 2013, bids were received and opened for the above referenced equipment. After reviewing those bids, Mr. Chlebowski recommended that the Board award the contract to the most responsive and responsible bidder, Brown Equipment Co., Inc., 10603 Majic Port Lane, Fort Wayne, Indiana 46899, in the amount of $309,680.00. In his memo to the Board, Mr. Chlebowski stated that the two low bids were rejected as non - responsive to the bid specifications. One bidder, Best Equipment, was non- responsive in thirteen (13) categories, two of which are critical. The other low bidder, Southeastern Equipment, did not meet the specifications in eight (8) areas, five (5) of which are critical. Therefore, Mr. Relos made a motion that the recommendation be accepted and the bid be awarded and the contract approved as outlined above. Mr. Neal seconded the motion, which carried. AWARD BID — ONE (1) 2013 OR NEWER ASPHALT HOT BOX (2013 STREET DEPARTMENT CAPITAL) Mr. Jeff Hudak, Central Services, advised the Board that on September 24, 2013, bids were received and opened for the above referenced equipment. After reviewing those bids, Mr. Hudak recommended that the Board award the contract to the lowest responsive and responsible bidder W.A. Jones Truck Bodies & Equipment, 1171 S. Williams Drive, Columbia City, Indiana 46725, in the amount of $24,942.00. Mr. Neal questioned whether the agenda was correct stating 2014 Capital. Mr. Gilot confirmed that funding source was on the request from Mr. Hudak. Therefore, Mr. Neal made a motion that the recommendation be accepted and the bid be awarded as outlined above, subject to confirmation of 2013 or 2014 Capital funding. Mr. Relos seconded the motion, which carried. 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. Gilot stated they are looking at re- advertising each of these separately. He noted that Ivy Tower is the largest building in the State of Indiana to bid asbestos remediation and lead paint removal and there are some risks to get to the areas to do the work and that may have been considered and padded into the bids. Mr. Gilot stated they are also discussing the possibility of bidding smaller areas as a pilot for testing to see how the work goes. He added they would remove the risks to make access easier and hopefully reduce the cost of the bids. A representative from Interstate Environmental was present and