02/19/2015 Agenda Review - Laserfiche WebLink

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AGENDA REVIEW SESSION FEBRUARY 14, 2015 38 an 18% increase; does the contractor know they can't go beyond 20 %. Mr. Kerr stated they are aware of that. - Change Order — Southwood Sewer Separation Mr. Toy Villa, Engineering, stated this deduction was for miscellaneous items not needed. Mr. Horvath noted there was a decrease even though sidewalks were added to the project. - Change Order — Removal of Lead Based Paint at Ivy Tower Mr. Corbitt Kerr, Engineering, stated the original specs for this bid included floors I through 4. The request now is to add floors 5 and 6, but that would take the contract over the 20% maximum threshold for Change Orders. He noted that one of the issues is water is used in the process and it flows downhill, causing re- contamination of the lower floors. Ms. Roos asked what was our original amount and what did our original contract say. Mr. Brock Zeeb, Community Investment, stated the EIA agreement does not have a maximum budget, but the development agreement does. Mr. Zeeb added the removal of the lead based paint contamination was an environmental order and the City agreed it would try not to disrupt the business as much as possible so as to allow moving business around during the process. He noted it was a mutual agreement with the owners of Ivy Tower. He stated that once the contractor got in there and started the process, they found it was not possible for the water flow to not contaminate the lower floors. Mr. Zeeb noted the building is so old and full of holes that it is difficult to tell if it's from the holes in the building letting in water from the outside, but when you are clearing lead, you can't take a chance that it's not the lead based water. Mr. Zeeb explained it was both the City's and the owner's faults that it was bid this way. Mr. Gilot questioned terming this a change order, and asked if the other floors were an alternate to the base bid. Mr. Zeeb stated floors 5 and 6 were not listed and the specifications don't give us the right to add them. He explained that Legal had reviewed the specs for any language that included these other floors. He stated they are now asking for approval of a change order to do some of the work and they will have to rebid the rest. Mr. Kerr informed the Board that when this is rebid, whoever wins this will be responsible for any re- contamination on the lower floors. - Professional Services Agreement — Lawson - Fisher Associates, PC Mr. Corbitt Kerr stated this Olive Street pavement replacement design is an 80120 reimbursement match agreement with INDOT. He noted one of the subcontractor's, VS, working on this is a Minority Business Enterprise. He added the City is in the process of coordinating with the Railroad to combine the two sections of the road work. - Professional Services Agreement — American Structurepoint, Inc. Mr. Corbitt Kerr, Engineering, stated they are still in negotiation on this two -way conversion of Michigan/St. Joseph St. and Main St. from Chippewa St. to LaSalle St., and hope to finalize it by Tuesday. He noted the MBE business, VS, is also going to be a subcontractor on this design job. - Resolution No. 08 -2015 — Ratifying a Guaranteed Energy Savings Contract for Century Center Ms. Therese Dorau, Office of Sustainability, stated the last time this project was before the Board it was for a project development agreement. She noted they are now ready to sign the contract, after having gone back and forth with Century Center and the contractor to finalize everything. She added everything is now agreed upon and finalized and the next step is to get different financing pieces in place and go back to the council to get approval of bond financing. She stated they got a very good interest rate by applying for a special bond for 15 years. Mr. Gilot asked if there was any part that doesn't contribute to the payback. Ms. Dorau stated yes, the roof, it's a big expensive part of the project. Attorney Michael Schmidt said that for today they just want the board to state they are ratifying the terms of the contract for the purpose of the bond council to formalize the agreement. Ms. Dorau noted the hotel //motel tax board is making a pledge to pay this, it is coming out of Century Center capital and hotel /motel tax. She stated that they have finalized the terms and calculations, and now want the resolution approved to take to the Council. Ms. Roos stated that what Mr. Gilot is questioning is the savings is supposed to cover the cost of what you are doing in the energy savings contract. Mr. Gilot questioned if the energy savings is going to be measured each year. Ms. Dorau stated they are not going to measure it each year, they are using a calculation basis to determine the savings. - Permits - Processions Ms, Roos made note of the restrictions requested by the Police and Traffic and Lighting on the Via Crucis procession for no horses; the Bike the Bend for no closed route; and the River Park Parade for no throwing of candy or other items. She stated these applicants must follow these restrictions to receive approval in the future for their events. She noted the Police stated last year the applicants were told this, and didn't conform to the regulations. The Police were concerned about an out of control horse and the clean -up after the event. Ms. Roos noted the route for the Bike the Bend uses residential neighborhoods and main thoroughfares. She explained if the route