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HomeMy WebLinkAbout08182016 Agenda Review SessionAGENDA REVIEW SESSION AUGUST 18, 2016 250 The Agenda Review Session of the Board of Public Works was convened at 10:32 a.m. on August 18, 2016, by Board President Gary A. Gilot, with Board Members David Relos, Elizabeth Maradik, and Therese Doran present. Board Member James Mueller was absent. Also present was Attorney Michael Schmidt. The meeting was held in the 13" 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. ADDITIONS TO THE AGENDA Mr. Gilot noted the addition to the agenda of a Non -Disclosure Agreement and stated Item 9B, the Basement Valve Program, is being moved up to the Agenda Review Session for action today. a�rr a�n aar 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: HRP CONSTRUCTION INC 5777 Cleveland Road P. O. Box 266 South Bend, IN 46624-2066 Bid was signed by: Matthew D. Cain Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Five percent (5%) Bid Bond was submitted. BID: BASE BID $619,979.00 ALTERNATE $17,600.00 ALTERNATE B $38,100.00 ALTERNATE C $35,736.00 RIETH-RILEY CONSTRUCTION CO. INC. 25200 State Road 23 South Bend, IN 46614 Bid was signed by: Joshua A. McCormick Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Five percent (5%) Bid Bond was submitted. 00 BASE BID $677,378.30 ALTERNATE $41,100.00 ALTERNATE B $41,372.00 ALTERNATE C $37,958.00 WALSH & KELLY, INC. 24358 State Road 23 South Bend, IN 46614 Bid was signed by: Dustin Hilary Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination AGENDA REVIEW SESSION AUGUST 18, 2016 251 Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Five percent (5%) Bid Bond was submitted. ma BASE BID $621,588.60 ALTERNATE A $17,600.00 ALTERNATE B $43,360.00 ALTERNATE C $31,720.00 WOODRUFF & SONS, INC. 2125 East U. S. Hwy 12 Michigan City, IN 46361 Bid was signed by: Todd R. Bell Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Five percent (5%) Bid Bond was submitted no BASE BID $805,280.00 ALTERNATE A $41,260.00 ALTERNATE B $48,460.00 ALTERNATE C $43,350.00 INDIANA EARTH, INC. 10343 McKinley Hwy Osceola, IN 46561 Bid was signed by: Mark Osler Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Five percent (5%) Bid Bond was submitted BID: BASE BID $692,695.46 ALTERNATE A $26,800.00 ALTERNATE B $57,100.00 ALTERNATE C $45,638.40 Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the above bids were referred to Community Investment and Engineering for review and recommendation. 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: _RITSCHARD BROS., INC. 1204 W. Sample Street South Bend, IN 46619 Bid was signed by: Rachelle L. DoWak AGENDA REVIEW SESSION AUGUST 18, 2016 252 Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Five percent (5%) Bid Bond was submitted DIVISION A: $188,872.00 DIVISION B: $220,756.00 DIVISION C: $110,506.00 ASBESTOS ABATEMENT UNIT PRrcrNn Item No. Unit Pricing if Required Unit Add Per Unit Price I Removal, Management, and Disposal of Duct Linear Tape Material Containin Asbestos Feet $20.00 II. Removal, Management, and Disposal of Duct Square W!Ep Material Containin Asbestos Feet $ 20.00 Removal, Management, and Disposal of III. Floor Tile and Mastic Material Containing Square $3.00 Asbestos Feet IV. Removal, Management, and Disposal of Square Plaster Material Containing Asbestos Feet $12.00 Removal, Management, and Disposal of V. Corrugated Sheet Material Containing Square $6.00 Asbestos Feet VI. Removal, Management, and Disposal of Attic Square Insulation Material Containing Asbestos Feet $14.00 VII. Removal, Management, and Disposal of Square Transite SidingMaterial ContainingAsbestos Feet $4.00 GREEN DEMOLITION CONTRACTORS INC 1427 W. Dickens Chicago, IL 60614 Bid was signed by: Michael J. Brough Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Five percent (5%) Bid Bond was submitted W DIVISION A: $192,280.00 DIVISION B: $187,790.00 DIVISION C: $107,955.00 ASBESTOS ABATEMENT UNIT PRICrNV Item No. Unit Pricing if Required Unit Add Per Unit Price I Removal, Management, and Disposal of Linear Duct Tape Material Containin Asbestos Feet $33.20 II. Removal, Management, and Disposal of Square Duct Wra Material Containin Asbestos Feet $ 35.60 Removal, Management, and Disposal of III. Floor Tile and Mastic Material Containing Square $3.90 Asbestos Feet IV. Removal, Management, and Disposal of Square Plaster Material Containin Asbestos Feet $3.90 AGENDA REVIEW SESSION AUGUST 18, 2016 253 Removal, Management, and Disposal of V. Corrugated Sheet Material Containing Square $6.50 Asbestos Feet Removal, Management, and Disposal of VI. Attic Insulation Material Containing Square $38.00 Asbestos Feet Removal, Management, and Disposal of Square VII. Transite Siding Material Containing $7.25 Asbestos INDIANA EARTH, INC. 10343 McKinley Hwy Osceola, IN 46561 Bid was signed by: Mark Osler Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Five percent (5%) Bid Bond was submitted n-1-13 DIVISION A: $181,800.00 DIVISION B: $194,000.00 DIVISION C: $103,400.00 ASBESTOS ABATEMENT TWIT PRTCTNV Item No. Unit Pricing if Required Unit Add Per Unit Price I Removal, Management, and Disposal of Duct Linear Tape Material Containin Asbestos Feet $19.00 II. Removal, Management, and Disposal of Duct Square Wra Material ContainingAsbestos Feet $19.00 Removal, Management, and Disposal of III. Floor Tile and Mastic Material Containing Square $3.00 Asbestos Feet IV Removal, Management, and Disposal of Square Plaster Material ContainingAsbestos Feet $I 1.00 Removal, Management, and Disposal of V. Corrugated Sheet Material Containing Square $6.00 Asbestos Feet VI. Removal, Management, and Disposal of Attic Square Insulation Material Containin Asbestos Feet $13.00 VII. Removal, Management, and Disposal of Square Transite Siding Material Containing Asbestos Feet R & R EXCAVATING. INC 2010 Went Avenue Mishawaka, IN 46545 Bid was signed by: William H. Loudin — Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Five percent (5%) Bid Bond was submitted BID: DIVISION A: $184,530.00 DIVISION B: $196,900.00 AGENDA REVIEW SESSION AUGUST 18, 2016 254 DIVISION C: $111,100.00 ASBESTOS ABATEMENT UNIT PRICING Item No. Unit Pricing if Required Unit Add Per Unit Price I Removal, Management, and Disposal of Duct Linear Ta a Material Containing Asbestos Feet $20.00 II. Removal, Management, and Disposal of Duct Square Wrap Material Containing Asbestos Feet $ 20.00 Removal, Management, and Disposal of III. Floor Tile and Mastic Material Containing Square $5.00 Asbestos Feet IV. Removal, Management, and Disposal of Square Plaster Material Containing Asbestos Feet $13.00 Removal, Management, and Disposal of V. Corrugated Sheet Material Containing Square $7 00 Asbestos Feet V I. Removal, Management, and Disposal of Attic Square Insulation Material Containing Asbestos Feet $15.00 VII. Removal, Management, and Disposal of Square Transite Sidin Material Contain Asbestos Feet $5.00 Upon a motion made by Mr. Relos, seconded by Ms. Doran and carried, the above bids were referred to the Engineering and Code Enforcement Departments for review and recommendation. APPROVAL OF NON -DISCLOSURE AND CONFIDENTIALITY AGREEMENT — CARETAKER LANDSCAPING AND LAWN CARE Mr. Dave Relos, Community Investment, stated this agreement is with the contractor awarded the lawn mowing bid, Caretaker Landscaping, to allow them to use the city's GIS system. He explained the Ci's Information Technology Department has mapped out all of the properties to be mowed and will give Caretaker read-only access. Attorney Schmidt added the agreement needs to be approved before the City will give them a user name and password. He noted IT requires the confidentiality and non -disclosure terms to protect the city's ownership. Upon a motion by Mr. Relos, seconded by Ms. Maradik and carried, the agreement was approved. APPROVE RESIDENTIAL BASEMENT VALVE PARTIAL REIMBURSEMENT PROGRAM In a Memo to the Board, Mr. Kieran Fahey, Engineering, stated in an effort to reduce combined sewer overflows, and to reduce sewer back-ups in residential basements, the City has come up with a partial reimbursement program for citizens who install a sewer valve in their home. He explained the City will reimburse a resident for 50% of the cost of a licensed plumber to install the valve, up to $1,500. Mr. Eric Horvath, Director of Public Works, stated this program is meant to help individuals on the city combined sewer system when sewers don't have the ability to handle all of the flow due to the age of the system. He stated heavy rains can cause surcharging and back-ups. He noted the program was developed in 2015 when there were 207 back-ups. Mr. Horvath explained the program sets out a process for financial help for the homeowner to have a valve installed by a licensed plumber. He noted he asked to put it on today's agenda due to the unprecedented amount of rain recently. He stated the requirements of the program are to fill out an application; be a city resident in a single residential property; and be connected to the combined sewer system. Once the application is approved, the resident hires a licensed plumber, and brings in their receipt after payment for the installation, and the City will reimburse them for 50%, up to $1500. Mr. Horvath noted the program includes a release of liability on the City, but there is still some risk of back-ups after the installation. He stated he is asking the Board to approve the program to start immediately. Mr. Gilot noted that in 2000 there were 2000 back- ups. He stated the City has been doing a lot of improvements which shows in the reduced numbers of back-ups. He added not all back-ups are reported, so the numbers aren't 100% accurate. Mr. Horvath stated the approximate cost for the installation of a valve for an easier application will be around $1,500 and for more difficult ones it could be several thousands of dollars. He noted the City budgeted around $200,000 for the program and if additional funds are needed, they will ask the Council for more. Mr. Relos asked if the funds will carry forward or will they need to be re -appropriated. Mr. Horvath stated they will need to be re -appropriated AGENDA REVIEW SESSION AUGUST 18, 2016 255 each year. Upon a motion by Ms. Maradik, seconded by Ms. Doran and carried, the program was approved. Mr. Gilot noted the picture shows a flapper valve system but there's a number of different designs. He asked if the City is only accepting the flapper design. Mr. Horvath stated they will accept other designs. Board members discussed the following item(s) from the agenda - Professional Services Agreement — Hull and Associates, Inc. Ann Kolata and Chris Dressel, Community Investment, stated this agreement is for the continuing process of the industrial scrubbing of ground water contamination at the Oliver — Industrial Park. Ms. Kolata noted there will be additional monitoring wells in place for recording for IDEM reporting. - Agreement —Mail Finance, Inc. Mr. Cecil Eastman, Code Enforcement, stated this is a five (5) year agreement for lease of a mail folder/inserter. He noted it is billed yearly at a cost of $1,800, and has a cancellation clause included. - License Subscription Renewal - CD W-G Mr. Shawn Delahanty, Information Technologies, stated this is a renewal for all of the city's Microsoft licensing. He added it includes Office 365 licensing upgrades for employees still using Windows 3. Mr. Delahanty stated it is a three (3) year agreement but is billed yearly. - Resolution No. 37-2016 — Establishing a Policy for the Provision of Services to an Annexation Area in German Township Michael Divita, Community Investment, stated this annexation area is just over seventy-one (71) acres. He noted the Airport Authority is requesting the annexation and will transfer the property to the city for development. He noted there will not be any extra public works expense, adding water is currently available, but the sewers would have to be extended eventually if needed. - Professional Services Agreement —New Avenues Ms. Caitiyn Chase, Human Resources, stated this agreement has a slight increase of $.15 per employee. She noted New Avenues has been doing an excellent job so the increase is worth it. Ms. Chase stated approximately 4% to 8% of employees take advantage of the program. - Change Order — Century Center Electrical Distribution Upgrades Mr. Rich Estes, Engineering, stated this Change Order is over the 20% limit and all items are due to unforeseen circumstances. Mr. Estes confirmed they were not visible and noted the increase is also for incandescent lights proposed to switch to LED lights on the pedestrian bridge. He noted a new transformer was installed and tripped the lights, so they are not functioning. Attorney Michael Schmidt stated they talked about this request, but there is a 20% threshold on these projects, and the legal standard is high to approve exceeding that threshold. He noted it is up to the Board's discretion, but as the Board Attorney, he can't give his legal blessing. He suggested the additional lighting could be bid out and noted the issue of going out to bid is contractors have already been out to the site and know what is needed. He added bidding may delay the work slightly, but it might be a good idea. Attorney Schmidt noted he did not believe this meets the legal requirements of going beyond the 20% threshold. Mr. Estes informed the Board that they couldn't tell what capacity the transformer was due to the wear and tear on the labeling and had to assume it was the same as the other transformers on site. He noted adding the lighting makes the increase over 20%, it's approximately an additional $4.000. Mr. Toy Villa, Engineering, stated the problem with trying to bid the lighting is it's hard to request quotes on an ongoing project with a contractor on site and in control of the site. Attorney Schmidt stated it's low risk to go out and quote this. Ms. Dorau suggested they might just do a preferred vendor on a $4,000 job. Attorney Schmidt agreed if it's outside the scope of the contract. Mr. Estes stated he would redo the Change Order and remove the lighting and quote that as a separate item. Revised City Documents, Procedures, and Programs — Downspout Disconnect Program Ms. Hana Parkhill, Engineering, stated the law requires that residential downspouts be disconnected by 2017, and commercial downspouts by 2030. She stated these forms and this application are designed to meet the Ordinance. Attorney Schmidt stated these forms are for the Program to follow the Ordinance and even go above and beyond the Ordinance. He noted when there are exceptions to the Ordinance, the Board of Works will be notified and asked for their approval of the exemptions. He explained the reasoning for the Board's review is to make it so there is not one single person that grants permission for exemptions. He added these won't be brought to the Board individually, there will be a list of recommended ones brought together. - Change Orders 0 2016 Yard Lamppost Program Mr. Toy Villa, Engineering, stated this large 79.2% decrease in the project is due to only thirty (30) residents signing up for the program. He noted the engineer worked hard to try to get people AGENDA REVIEW SESSION AUGUST 18, 2016 256 informed, but only thirty (30) signed up. He added the project is done for the year. Corbitt Kerr, Engineering, stated the money will go into other lighting projects. o Ignitions Park Infrastructure, Phase IC Mr. Toy Villa, Engineering, stated this increase is for spreading topsoil at the site and to meet new requirements of the U.S. Post Office that requires cluster mailboxes in a multi -unit development like this. - Change Orders and Project Completion Affidavits o Demolition of Vacant & Abandoned Houses, Phase VIII Mr. Villa stated this decrease is due to the removal of one house from the project. o Century Center Masonry Restoration Mr. Villa stated this small increase is for over -runs and under -runs on the project. Professional Services Agreement — American Stmcturepoint, Inc. Mr. Corbitt Kerr, Engineering, stated the Main Street and Colfax Street parking garage entrances and exits will be reversed due to the two-way street conversion project. He noted currently the entrances and exits are on the left sides of the drive. - Professional Services Agreement — Jones, Petrie, Rafmski Corporation Mr. Ken stated this sidewalk design on Corby Blvd. and Rockne Drive is in the vicinity of the new roundabout to be built. He noted the sidewalk falls under the City Curb and Sidewalk program and was one of the submissions from Councilman Fred Ferlic. Mr. Roger Nawrot, Engineering, stated it is also a source of a lot of residential complaints No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 12:20 p.m. BOARD OF PUBLIC WORYS Gary A. Gilot, President David P. Relos, Member tdWL Elizabeth A. Maradik, Member Therese Doran, Mey}tber James A. Mueller, Member ATTEST: Lmdd M. Martin, Clerk REGULAR MEETING AUGUST 23, 2016 The Regular Meeting of the Board of Public Works was convened at 9:34 a.m. on August 23, 2016, by Board President Gary A. Gilot, with Board Members David Relos, Elizabeth Maradik, and Therese Dorau present. Board Member James Mueller was absent. Also present was Attorney Benjamin Dougherty. ADDITIONS TO THE AGENDA Mr. Gilot noted the addition to the agenda of a Title Sheet and a Memorandum of Understanding with John Hopkins University. 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 August 4, August 9, and August 16, were approved.