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HomeMy WebLinkAbout09082016 Agenda Review SessionAGENDA REVIEW SESSION SEPTEMBER 8, 2016 271 The Agenda Review Session of the Board of Public Works was convened at 10:34 a.m, on September 8, 2016, by Board President Gary A. Gilot, with Board Members David Relos, Elizabeth Maradik, Therese Doran, and James Mueller present. 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 AND RFMOVAL FROM THE AGENDA Mr. Gilot noted the addition to the agenda of an Addendum with Arcadia, an Addendum with U.S. Signal, and a request to remove a Change Order for the Marriott Hotel Site Development with Majority Builders. OPENING OF QUOTATIONS — JEFFF,RSON BOULEVARD STRIPING PHASE 1 - PROJECT NO. 116-037A(ENGINEERING PROFESSIONAI SERVICES) Mr. Gilot advised that this was the date set for the receiving and opening of scaled quotations for the above referenced project. The following quotation was opened and read: THE AIRMARKING CO., INC. 1544 N SR 25 PO Box 526 Rochester, IN 46975 Quotation was submitted by Greg Lowe QUOTATION: S57,084.00 Upon a motion made by Ms. Maradik, seconded by Mr. Rclos and carried, the above quotation was referred to Engineering and Community Investment for review and recommendation. OPENING OF QUOTATIONS — FELLOWS STREETSCAPF PHASE 1 DIVISION A (PAVEMENT MARKINGS AND STREET SIGNS) PROJECT NO 116 041 A (RWDA TIF) Mr. Gilot advised that this was the date set for the receiving and opening of sealed quotations for the above referenced project. The following quotation was opened and read: THE AIRMARKING CO., INC 1544 N SR 25 PO Box 526 Rochester, IN 46975 Quotation was submitted by Greg Lowe QUOTATION: $52,514.15 Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the above quotation was referred to Engineering and Community Investment for review and recommendation. OPENING OF QUOTATIONS — FELLOWS STREF.TSCAPE PHASF. 1 DIVISION B (TREES) - PROJECT NO 116-041B RWDA TIF Mr. Gilot advised that this was the date set for the receiving and opening of sealed quotations for the above referenced project. The following quotations were opened and read: ACORN LANDSCAPING LLC 3680 W. Sample St. South Bend, IN 46619 Quotation was submitted by Jeff Ritschard QUOTATION: $48,755.12 FUERBRINGER LANDSCAPING & DESIGN INC. 22530 Brick Road South Bend, IN 46628 AGENDA REVIEW SESSION SEPTEMBER 8,201 272 Quotation was submitted by Dan Fuerbringer QUOTATION: $47,590,00 DOUGLAS LANDSCAPE, INC. 23590 Ardmore Trail South Bend, IN 46628 Quotation was submitted by Doug Pittman QUOTATION: $48,129.20 Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the above quotations were referred to Engineering and Community Investment for review and recommendation. OPENING OF QUOTATIONS — TRAFFIC FLIR CAMERAS AT CLEVELAN➢ ROAD AND AMERITECH DRIVE — PROJECT NO. 115-131B (TRAFFIC SIGNAL MAINTENANCE) Mr. Gilot advised that this was the date set for the receiving and opening of sealed quotations for the above referenced project. The following quotations were opened and read: HAWK ENTERPRISES INC. 1850 E. North Street Crown Point, IN 46307 Quotation was submitted by Johanna Plank QUOTATION: $42,100.00 MARTELL ELECTRIC, LLC 4601 Cleveland Road South Bend, IN 46628 Quotation was submitted by Jennifer Brown QUOTATION: $43,981.00 MICHIANA CONTRACTING, INC. P. O. Box 929 Plymouth, IN 46563 Quotation was submitted by Donald W. Wendel QUOTATION: $40,400.00 Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the above quotations were referred to Engineering and Community Investment for review and recommendation. APPROVAL OF PERMIT AND LICENSE APPLICATIONS The followine hermit and license apDlications were presented for annrovHI Applicant Description Date/Time Location Motion Carried Garland Non -Residential September 11, 2016; W. Washington St. Relos/Maradik Hudson Block Party - 11:00 a.m. to 4:00 from Lombardy St. to Washington. High p.m. Summit St. School Car and Bike Show Board members discussed the following item(s) from the agenda. — Contract —Network Solutions, Inc. Mr. Jim Schrader, Information Technologies, stated this contract is for a monitoring system that covers all the city servers, switches, time clocks, all systems. He noted it is a virtual server that alerts IT to trouble before anyone else is aware. He noted it can monitor when a system goes AGENDA REVIEW SESSION SEPTEMBER 8, 2016 273 down, fan speeds, and any other system issues. Mr. Schrader added it also can help out in their reporting process. He stated this is a recurring yearly fee. — Professional Services Agreement — Northern Indiana Workforce Board, Inc. Ms. Sarah Heintzelman, Community Investment, stated this is for an extension for the Pathways program until the end of December. — Addendum to Agreement— AssureCo Risk Management and Regulatory Compliance Mr. AI Greek, Utilities, stated this addendum is to help keep the utilities compliant to EPA audits and assist with updates for risk management. He noted it was cheaper to do an addendum rather than a new contract. - Amendment to Agreement —Arcadis Mr. Greek stated this amendment is to address customer service and billing software issues. He stated Areadis was hired to look at the system due to many complaints by the users, and found seventy-nine (79) issues. He stated they are now looking to see if total replacement of the current software is needed. - Award Bid — Martin Luther King, Jr. Center HVAC Revisions Mr. John Martinez, Park Department, stated this award is for the base bid only, Alternate 1 was not accepted. He noted originally this was not awarded because all bids came in over budget and they have been waiting on funding. He added they saved approximately $12,000 by eliminating the removal of trees from the project. - License Agreement Renewal - ESRI Mr. Rene Casiano, Information Technologies, stated this is a renewal for year two (2) of this three (3) year agreement. He stated the software is widely utilized. Mr. Gilot noted Notre Dame University uses this software also. When questioned, Mr. Casiano stated the City can have up to 3,000 user licenses. - Professional Services Agreement— Brian Donohue Mr. Casiano stated Mr. Donohue is a valued member of the team who works on projects with Notre Dame, looks for grants, and provides other valuable services. He noted this extends his current agreement to the end of the year. Ms. Maradik questioned if he should be hired as an employee of the City. Mr. Gilot stated he sets his own hours and uses his own equipment, so he could not be considered a part-time employee of the City. - New Installation—ResidentialParkingZone Ms. Pam Claeys, 1106 Belleville Ave., South Bend, Indiana stated she was here regarding the petition for the residential parking zone in her neighborhood and realized it was not going to pass but she wanted to come and tell the Board the neighbors appreciate the Board looking at it. She stated she also wanted to take the opportunity to thank the Board for the no parking signs on Hildreth St., and for the one-way alleys. She stated it has been a huge improvement for the neighborhood parking and traffic issues. She noted the Police have done a great job of monitoring the one-way alley. Ms. Claeys stated they are still in need of some traffic calming on Ifildreth St, and questioned who she should contact to set up a meeting. Mr. Eric Horvath, Director of Public Works, stated she could send him a note, and Theresa Harrison normally handles those. Mr. Gilot stated it truly is rare for a citizen to come in and say thank you, we really appreciate it. Mr. Horvath noted they have a tough situation there to try to make both sides happy with the schools and the residents. - Change Order— Lafayette Falls Subdivision Pavement Mr. Corbitt Kerr stated this increase was to complete surface pavement in Lafayette Falls that the bankrupt developer never finished. He stated after obtaining funds through the Payment Bond, the City bid out the completion work. He noted the engineer was notified of quantity overruns, but it was not determined until the asphalt was in place that it was a 35% increase. IIe noted it was necessary to complete the project after the developer went bankrupt. Mr.. Kerr stated typically there are specifications available to calculate charges from, but with no specifications, it was not calculable. He noted it was estimated the depth was IA" but certain depths of curb exposure turned out to be nearly 3" and they had to match the curb and gutter. Mr. Kerr stated the contractor did the work in three (3) days, andby the time the engineer got the tonnage, things were already completed. Attorney Schmidt stated it was a good teaching moment for a new engineer, adding even a seasoned engineer would have had trouble with this one at the speed it was done. Mr. Gilot noted they completed the work and they had authorization to do so. He requested a Memo be sent to the Board with some explanation of the bankrupt developer and the need to meet the curb and walk depth included. - Opening of Proposals —Coal Line Trail, Phase I and II Mr. Kerr stated after the original opening for the Coal Line Trail project, it was brought to the City's attention they didn't check for geotechnieal, and INDOT requires that. He stated this part is just the geotechnical. Attorney Schmidt noted this agreement had Abonniarche as a AGENDA REVIEW SESSION SEPTEMBER 8, 2016 274 subcontractor. He questioned why this is included and if it's necessary. Mr. Kerr stated it is not necessary, explaining they are going to do the surveying, and the City requires justification for subs fees so that is why they provided the information. - Alley Vacations Ms. Maradik asked Mr. Kerr to expand on his recommendations for the alley vacations on the agenda. Mr. Kerr stated when you have two (2) narrow alleys that connect, and you remove one, you create a very tight taming radius. He stated the chamfer addresses that. Ms. Maradik questioned if the property owner is going to have to pay for that. The Board noted it would be on their property, so they would be responsible. Ms. Maradik stated then it needs to be clear to the — petitioner that the property owner will be responsible for paying for that and they will need to agree to that. - Processions — A Positive Approach to Tecn Health The Board discussed this event and the comments of Police, Traffic and Lighting, and Engineering. They agreed the route would be better kept to the sidewalks and having it on a holiday is not a good idea due to overtime costs to the city and lack of personnel available on Thanksgiving. The Board suggested all parties be present to discuss and work out the details. No other business came before the Board. Upon a motion by Ms. Maradik, seconded by Mr. Relos and carried, the meeting adjourned at 11:32 am. BOARD OF PUBLIC WORKS i Gary A. Gilot, President Dav�ReloMember Elizabeth A. Maradik, Member Therese Dorau, Member 4 t�- -- JuVs A. Mueller, Member 1da EST' M. Martin, Clerk REGULAR MEETING SEPTEMBER 13, 2016 The Regular Meeting of the Board of Public Works was convened at 10:35 a.m. on September 13, 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 Board Attorney Michael Schmidt. ADDIFION TO THE AGENDA Mr. Gilot noted the addition to the agenda of a request for a street closure for a Residential Block Party. 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 18, 2016, August 23, 2016, August 30 and September 6, 2016, were approved. OPENING OF BIDS — ONE (1) OR MORE CUSTOM TOP MOUNT PUMPER — SPEC AB (FIRE DEPARTMENT CAPrI AL) 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.