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AGENDA REVIEW SESSION NOVEMBER 21, 2013 345
<br />The Agenda Review Session of the Board of Public Works was convened at 10:40 a.m. on
<br />Thursday, November 21, 2013, by Board President Mr. Gary A. Gilot, with Board Members
<br />David P. Relos, Kathryn E. Roos, and Mark W. Neal present. Also present was Board Attorney
<br />Cheryl Greene. Board of Public Works Clerk, Linda M. Martin, presented the Board with a
<br />proposed agenda of items presented by the public and by City Staff.
<br />ADDITION TO THE AGENDA
<br />Mr. Gilot noted the addition to the agenda of a Purchase Agreement with Five Corners, LLC. He
<br />stated the award of the quotation for the Demolition of Ignition Park South, Phase 4, was being
<br />moved to this morning's Agenda Review Session also.
<br />AWARD QUOTATION — DEMOLITION OF IGNITION PARK SOUTH PHASE 4
<br />PROJECT NO. 113 -044 (AEDA TIF)
<br />Mr. John Engstrom, Engineering, advised the Board that on November 12, 2013, quotations were
<br />received and opened for the above referenced project. After reviewing those quotations, Mr.
<br />Engstrom recommended that the Board award the contract to the lowest responsive and
<br />responsible bidder, B &J Construction, Inc., 1104 West Donald Street, South Bend, Indiana,
<br />46613 in the amount of $35,300.00. Mr. Eric Horvath, Public Works Director, stated he is okay
<br />with going ahead with the award today with the $5,000.00 environmental allowance, but in the
<br />future, why not issue a change order if there are environmental issues that arise. Mr. Relos stated
<br />his concern is that the bid is so low he wants to make sure the contractor is aware that the extra
<br />allowance is only for unforeseen environmental issues. Mr. Horvath noted that the other issue is
<br />the bid tabulations were incorrect; they didn't indicate unit prices on two of the bidder's bid
<br />sheets, and just carried over the totals. He noted four (4) items need to be corrected with unit
<br />prices written in and initialed by all. He added the contractor needs to verify they understand the
<br />environmental price is for unforeseen environmental conditions only. Therefore, Mr. Gilot made
<br />a motion that the recommendation be accepted and the quotation be awarded subject to
<br />verification of unit prices and the understanding that the environmental allowance is for
<br />unforeseen environmental conditions. Ms. Roos seconded the motion, which carried.
<br />Board members discussed the following item(s) from the Agenda
<br />- Professional Services Proposal — Abonmarche
<br />Mr. Jitin Kain, Community Investment, stated funding was approved for this project for
<br />Jefferson Boulevard improvements in next year's budget, but the design needs to get started.
<br />Attorney Cheryl Greene noted that as of January, 2014, the City is going to standardize their
<br />Professional Services Agreements and all businesses will be required to use the City's forms.
<br />She explained they will be posted on the website, and the contractors will be required to fill in
<br />the details and forward to the City. Mr. Horvath added that exhibits of scope, fees, and terms will
<br />be attached and will still need to be reviewed by the Legal department
<br />- Donation Agreement — Wells Fargo Home Mortgage
<br />Ms. Pam Meyer, Community Investment, stated Wells Fargo Mortgage Company has offered a
<br />building structure at 1902 Prairie Street, along with money to the City. She explained the
<br />property will be put in the mix with other structures in this area to offer for future use. Ms.
<br />Meyer noted the funding should be corrected to the donation fund and the appropriate account
<br />number.
<br />- Award Bid — All -Wheel Drive Police Patrol Vehicles
<br />Mr. Jeff Hudak, Central Services, stated there was only one bidder for this bid. He noted that the
<br />only manufacturer for these all -wheel drive vehicles is Ford, and with the options the City
<br />requested, local Ford dealers felt it would be too costly so they would not be able to submit a
<br />winning bid. Ms. Roos noted that one thing that should be written in the specs to help local
<br />vendors is the delivery cost. She stated if there was only a small difference in the bids, it's not
<br />worth driving a long distance to pick up the vehicles. Mr. Hudak stated he includes delivery to
<br />Central Services in all of his vehicle bids. He added that using the Local Preference form in the
<br />bids also helps local companies when the bids are close in dollar amounts.
<br />- Resolution No. 65 -2013 — Related to Appropriation of Property in the City of South Bend
<br />Attorney Larry Meteiver stated this Resolution is to begin condemnation proceedings on one
<br />property on Fellows Street for five feet (5') of permanent right -of -way taking and ten feet (10')
<br />of temporary right -of -way taking. Mr. Meteiver stated an offer was made and the City was
<br />subsequently contacted by a law firm outside of the City stating the property owners rejected the
<br />offer and refused to give a counter offer to the City for the property.
<br />- Professional Services Agreement — Geographic Technologies Group, Inc.
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