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HomeMy WebLinkAbout07212016 Agenda Review SessionAGENDA REVIEW SESSION JULY 21, 2016 231 The Agenda Review Session of the Board of Public Works was convened at 1033 a.m. on July 21, 2016, by Board President Gary A. Gilot, with Board Members Elizabeth Mandik and Therese Doran present. Board Members David Relos and James Mueller were absent. Also present was Attorney Michael Schmidt. The meeting was held in the 13th Floor Boardroom, County -City Building, 227 W. Jefferson Blvd., South Bend, Indiana. Board of Public Works Clerk, Linda Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff Board members discussed the following item(s) from the agenda. - Request to Advertise — Police Vehicle Equipment Captain Chris VOrOS, Police Department, stated this bid is for all of the standard equipment to be placed in the new Police vehicles. Mr. Gilot asked if they were able to switch over any of the old equipment. Captain Votes stated they are going to a different model of vehicle so they can't use the old equipment. - Professional Services Agreement —Application Data System, Inc. Mr. Dan O'Connor, information Technologies, stated the Police Department owns the barcoding system, this agreement is to implement the module for police property and evidence barcoding. Mr. Gilot asked if it would be possible to video tape the training so it can be used for future training, noting first time users usually need refresher training after using the equipment for a while and it could be useful for new staff. Mr. O'Connor stated they hadn't considered it, but will look into the possibility. - Maintenance Contract - NEC Corporation of America Captain Chris Voros, Police Department, stated this automated fingerprint identification system is for a fingerprinting system used by Police Department and owned for some time. He added this is a renewal of the maintenance agreement. Mr. O'Connor stated he is proposing a two (2) year agreement to avoid the yearly 3% increase. He noted it will be paid yearly, not a pre- payment. Attorney Schmidt stated this is actually like a new contract, the dates have been updated. It's the same vendor, but a new contract, not a renewal. Mr. O'Connor stated they will evaluate the system after two (2) years to determine if this system is still fitting their needs. - Memorandum to the Board Mr. Jacob Klosinski, Wastewater, stated he submitted a memo to the Board regarding the Primary Clarifier Upgrade project that summarizes the dates and what potential liquidated --- damages are up to. Mr. Klosinski gave a breakdown of $147,000 for the consulting, and just under $40,000 for the engineering, bringing the total to around $186,510. Mr. Klosinski stated he is making a recommendation that based on the fact that the seven (7) other tanks were completed on time; they finished the job and did a good job; and the city already issued $8,750 in damages previously on them; he is asking that liquidated damages not exceed $100,000 with a minimum for engineering costs of $40,000. Mr. Gilot summarized he is suggesting $100,000 maximum, and no less than $40,000. He asked if the Public Works Director was in agreement with this recommendation. Mr. Klosinski stated he is in agreement on a range of $40,000 to $100,000, but asks the Board impose no less than the $40,000 to cover the engineering costs. Attorney Schmidt stated Mr. Klosinski has given the outline of what he wants to do, and if the Board has another opinion, they should bring it back and Mr. Klosinski should take it to his boss. Mr. Gilot noted in reviewing Change Orders there are two questions historically asked. The first question is, is it a meritorious claim? The second question is, is it a reasonable number? He noted they are now down to negotiations of a problem the contractor has created. Mr. Gilot stated his feeling is this is a long term relationship and the City's reputation of being reasonable to contract with is at stake, so he is fine with the proposal. Mr. Klosinski stated he is also asking if there should be a partial release of retainage. Mr. Gilot suggested he should address one issue at a time, and being closer to the situation, he should be able to make that determination. - Request to Advertise — Chet Waggoner Court Mr. Rich Estes, Engineering, stated this is for a new building going in that needs a new road and utilities. Change Order - South Bend One -Way to Two -Way Conversion, Division A Mr. Toy Villa, Engineering, stated this increase is for adding a drive at the Palmer Funeral Home and some changes in signage. - Change Order and Project Completion Affidavit — Ireland Road & High Street Intersection Improvements Mr. Toy Villa, Engineering, stated this is the close-out on this project with all of the overruns and underrnns. - Professional Services Agreement — Lawson -Fisher Associates P.C. AGENDA REVIEW SESSION JULY 21, 2016 232 Ms. Nadia Correa, Engineering, stated every ten (10) years an inspection of the South Bend dam is required. She noted that the inspection was due last year, but the City got an extension so it has to be done by the end of this year. - Professional Services Agreement — Jones Petrie Rafinski Ms. Nadia Correa, Engineering, stated this agreement is for soil testing and conceptual design of the renovations at the Charles Black Center. Mr. Corbitt Kerr, Engineering, stated this is for an addition and renovations to the existing facility. Attorney Schmidt stated Jones Petrie Rafinski is getting the drawings ready to go, and when the EPA gives the okay onthe soil boring results, the specs will be done. He noted it is not ready to go to bid yet. — No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Doran and carried, the meeting adjourned at 11:24 a.m. BOARD OF PUBLIC W C Gary A. Gilot, President !� 4 vid P. Relos, Mem er � Elizabeth A. Maradik, Member Therese Dorau, Member James A. Mueller, Member ATTEST: Ina M. Marti k--�/ REGULAR MEETING JULY 26 2016 The Regular Meeting of the Board of Public Works was convened at 9:35 a.m. on July 26, 2016, by Board President Gary A. Gilot, with Board Members David Relos, Elizabeth Maradik, .lames Mueller, and Therese Doran present. Also present was Board Attorney Michael Schmidt. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of a Sewer Agreement. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Review Meeting of the Board held on July 7, July 12, and July 19, 2016, were approved. OPENING OF BIDS — TWO (2), MORE OR LESS 2016 OR NEWER REFURBISHED MEDIC UNITS — SPEC AA (FIRE DEPARTMENT CAPITAL) This was the date set for receiving and opening of sealed bids for the above referenced project. The Clerk tendered proofs of publication of Notice in the South Bend 'Tribune and the Tri- _ County News, which were found to be sufficient. The following bids were opened and publicly read: RORTON EMERGENCY VEHICLES 2118 Linden Avenue Mishawaka, IN 46544 Bid was signed by: Robert Burgh Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination