01/08/2015 Agenda Review - Laserfiche WebLink

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AGENDA REVIEW SESSION JANUARY 8, 2015 - Change Orders and Project Completions Affidavits — Vacant and Abandoned Property Demolitions, 1,000 Homes in 1,000 Days Mr. Corbitt Kerr, Engineering, stated both of these decreases in the contracts are due to the removal of some properties. - Open Market Purchase Agreement — Hyundai Translead and ICM, Inc, Mr. Mike Carey, Engineering, stated there were no bids received on the Tractor Trailer Purchase for Lippert Components, and only one bid that was over budget on the Noble America's Corn Oil Separation Process, so the City has now gone to the open market for the purchases. Mr. Gilot asked if he requested several quotes. Mr. Carey stated he did. Ms. Fanello asked if he kept a spreadsheet with the records of the companies he requested quotes from. Mr. Carey stated he did. He noted the rebid was done without installation included on ICM's bid that was originally over budget on the corn oil separation process. Mr. Horvath questioned if Nobles America's had agree to pay the installation. Mr. Carey stated yes, they signed an affidavit stating they will use Indiana's common construction prevailing wage rates on the project. - Discussion Regarding Receipt of Proposals — Sewer Insurance Registry Mr. Paul South, Street Department, stated he received a Sewer insurance registry proposal delivered to his office when he was out sick. He noted the proposal was received before the deadline of December 23, 2014, and had he been at work, he would have brought it to the Clerk of the Board prior to the opening of the proposals, but he didn't return to work until December 261h. He noted the proposal was responsive to the request for proposals in every other way except for the location to submit the proposal, which according to the Notice was the Office of the Board of Works, by 9:30 a.m. on December 23, 2014. Mr. Horvath stated this brings up other issues. He stated the existing list has two (2) contractor names on it. Can they continue on the Iist if they don't reapply annually? Mr. South informed the Board that the ordinance is silent on this. Mr. Horvath stated he would like to allow them to stay on the list if they are doing good work, and not require them to re -apply every year. He noted there are allowances in the ordinance to remove contractor names if they aren't performing up to standards, and he would like to keep good businesses on the list and continue to go out for additional names every couple of months. Mr. Horvath stated right now there are two (2) rotating companies and he would like to open it back up in a couple of months. Mr. Horvath stated this company is currently on the list. He asked if the Board needs to take any action. He suggested the Sewer Department come to the Board every year and present the registry to the Board to accept or modify based on performance. The Board agreed this item should be changed to a request for the Board to certify the current registry. The Clerk was instructed to post the agenda and notify the media and other persons who have requested notice of the meeting agenda. No other business came before the Board. The meeting adjourned at 11:18 a.m. BOARD OF PUBLIC WORKS Gary A. Gi ot, President g'i-- - David P. Relos, Member thryn E. Roos, Member - il , U= Patrick M. Henthorn, Member Brian J. Pawlowski, Member ATTEST: inda M. Martin, Clerk