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Home My WebLink About10062016 Agenda Review SessionAGENDA REVIEW SESSION OCTOBER 6.2016 314 The Agenda Review Session of the Board of Public Works was convened at 10:36 a.m. on October 6, 2016, by Board President Gary A. Gilot, with Board Members David Relos and Therese Dorau present. Board Members Elizabeth Maradik and James Mueller were absent. Also present was Attorney Michael Schmidt. The meeting was held in the 13a' 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. OPENING OF QUOTATIONS — POTAWATOMI ZOO PARKING LOT EXPANSION PROJECT NO. 115-129A (PARKS CAPITAL) 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: RITSCHARD BROS., INC 1204 W. Sample Street South Bend, IN 46619 Quotation was submitted by Donald Ritschard, Jr. Contractor's Non -Collusion Affidavit,'- Von -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. QUOTE: Item No. Description Quantity Unit Unit Price Total Amount i Clearing and Grubbing 1 LS $15,390.00 $15,390.00 2 Excavation, Common 227 CY 33.00 $7.491.00 3 Borrow, B* 10 CY 50.00 $500.00 4 6 Compacted Aggregate Base, No. 53 1650 SY 10.25 $16,912.50 Total Amount of Base Quote $40,293.50 Alternates Descri lion Quanti , Unit Unit Price Total Amount A I ''/z" IIMA Surface, Type B 1650 SY 12.65 $20,872.50 B 2'/Y' HMA Base, Type B 1650 SY 13.50 $22,275.00 C HMA Wedge & Level, Type B 130 TON 160.00 $20,800.00 Total Amount of Alternates Quote $63,947.50 WALSH & KELLY, iNC 24358 State Road 23 South Bend, IN 46614 Bid was signed by: John M. Peisker Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination -- Commitment for Contractors and Certification of Usc of United States Steel Products or Foundry Products was submitted. QUOTE: Item No. Description Quantity Unit Unit Price Total Amount 1 Clearing and Grubbing 1 LS 27,000.00 $27,000.00 AGENDA REVIEW SESSION OCTOBER6.2016 315 2 Excavation, Common 227 CY $27.65 S6,276.55 3 Borrow, B* 10 CY $51.00 $510.00 4 6" Compacted Aggregate Base, No. 53 1650 SY S9.90 $16,335.00 Total Amount of Base Quote $50,121.55 Alternates Description Quanti Unit Unit Price Total Amount A 1 ''/z" HMA Surface, T e B 1650 SY $11.50 $18,975.00 B 2'h" HMA Base, Type B 1650 SY $12.25 $20,212.50 C HMA Wedge & Level, Type B 130 TON $144.00 $18,720.00 Total Amount of Alternates Quote $57,907.50 JOHN BOETTCHF.R SEWER & EXCAVATING 3305 N. Home Street Mishawaka, IN 46545 Bid was signed by: John W. Boettcher 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. RIM Item No. _Pcs9riRti0u Quantity Unit Unit Price Total Amount 1 Clearing and Grubbing 1 LS 17,109.00 $17,109.00 2 Excavation, Common 227 CY 42.11 $9,558.97 3 Borrow, B* 10 CY 21.75 $217.50 4 6" Compacted Aggregate Base, No. 53 1650 SY 17.75 $29,287.50 Total Amount of Base Quote $56,172.97 Alternates Description uanti Unit Unit Price Total Amount A 1 ''/z" HMA Surface, Type B 1650 SY 12.88 $21,252.00 B 2 9z" HMA Base, Type B 1650 SY 1.3.72 $22,638.00 C HMA Wedge & Level, Type B 130 TOT' 161.28 $20,966.40 Total Amount of Alternates Quote $64,856.40 Upon a motion made by Mr. Relos, seconded by Ms. Donau and carried, the above quotations were referredto the Park Department and Engineering for review and recommendation. After review, Mr. Eric Horvath, Director of Public Works, stated they would not be awarding the project today, explaining all of the quotes were over the budget. Board members discussed the following item(s) from the agenda. - Proposal — Sungard Public Sector AGENDA REVIEW SESSION OCTOBER6,2016 316 Ms. Sue Gerlach, Information Technologies: stated this proposal is for a new testing system for Naviline. She noted the City has a lot of new projects coming up that are integrated with Naviline and they require a new testing system. - Opening of Bids - Digester Gas Utilization Mr. Jacob Klosinski, Division of Utilities, informed the Board that based on the bidders attending the pre -bid meeting for this project, they may only have one bidder. Mr. Gilot asked if they allowed authorized representatives from other companies to attend. He stated they did, but only one (1) showed up. - Change Order -- Wastewater Treatment Plant Secondary Treatment Improvements -- Mr. Klosinski explained this increase in cost and time was the result of unforeseen conditions and additional quantities. - Amendment to Agreement — Lexipol Lieutenant Chris Voros, Police Department, stated this amendment is to allow T.exipol to complete the Police Department policy manuals. He noted the original agreement was for 300+ hours, but they needed additional hours to complete the project. Mr. Gilot noted this is over a 20% increase and suggested even though it's a. professional services, it would be good for Lieutenant Voros to do a memo to the Board for the file, explaining why they needed such a large increase. Lieutenant Voros stated this final works wasn't in the original scope. Mr. Gilot stated they need to clarify how this addition came up, and why it wasn't included in the original agreement. — Lease Purchase Agreement — PNC Equipment Finance, LLC Mr. George King, Purchasing, stated John Murphy, City Controller, asked him to speak on this item. He stated Mr. Murphy got eight (8) quotes for this financing and is awarding the proposal to PNC Equipment Finance, who provided the lowest interest rate. Attorney Michael Schmidt stated the lease authorizes Mr. Murphy to sign the lease documents that',rill follow. - Special Purchase and Installation Agreement— Locution and ERS Wireless Mr. Dan O'Connor, Tnformation Technologies, stated Legal noted this software system purchase agreement for the Fire Department doesn't have any terms and conditions. He asked if they can't come up with them before Tuesday, can this be pushed to the next meeting. Attorney Schmidt stated they are purchasing the software from Locution, and ERS is the installer. He added they _ are using a Special Purchase for the software purchase and working with the radio shop and IT to make sure the integration works. He noted his concern is the cost being $122,000 and there are no terms. He stated he is not comfortable with the agreement without terms. Mr. Gilot questioned if other fire departments are purchasing the same software and if so, could they get a quantity discount. Mr. O'Conner stated he is not sure. Mr. O'Connor stated they will continue to ask for the information and if not received, it can be tabled on Tuesday. Attorney Schmidt stated if he can get the Terms and Conditions and review them before then, the Board can. proceed. - Change Orders o Ignition Park Infrastructure, Phase IC Mr. Toy Villa, Engineering, stated this increase is for relocation of a large dirt pile at Ignition Park. He noted it is a very large pile of dirt and even though it's staying on the site, it's very expensive to move dirt. Mr. Eric Horvath, Director of Public Works, noted this dirt has to stay on site due to previous contamination. c Century Center Service Court Improvements Mr. Villa stated the added calendar days are due to unforeseen rubble uncovered from a previously existing building on the sire. o Chet Waggoner Court Mr. Villa stated this increase if for the stripping of topsoil and corn, and reimbursement for corn crops for the installation of a water main. Ms. Doran questioned why they couldn't wait until the corn was harvested. Mr. Roger Nawrot, Engineering, stated they have to get the asphalt from the asphalt plant before it closes down for the winter, and they need to get the asphalt down. He noted also there is a driveway and access being blocked that they need to get open. — o Marriott Hotel Site Development Mr. Richard Estes, Engineering, stated this time increase of fourteen (14) calendar days is due to a plumbing issue caused by the wrong piping specified. o Demolition of Vacant and Abandoned Houses, Phase IX Mr. Kevin Fink, Engineering, stated this increase is due to one (1) house with additional asbestos. - Construction Inspection Supplement — DLZ Indiana, LLC Mr. Villa noted this increase is for the inspector for all of the previously mentioned plumbing and rubble work Change Orders. - Request to Advertise —Curb and Sidewalk Construction, Phase II AGENDA REVIEW SESSION OCTOBER 6 2016 317 Mr. Estes stated this request is due to leftover money firm the project that they are trying to put to use this year. Determination of Award of Police Towing Proposals Mr. Gilot stated the City had a legal process to follow for this Request for Proposals and received one proposal from someone who monitored the agendas. Mr. Relos questioned why nobody reached out to other towing companies. Attorney Schmidt stated there's a lot of misinformation floating around out there. He stated the City followed all of the legal requirements. He noted this is unique in that there is no money flowing in or out from. the City, we are only trying to get better service. He stated the Police argue that the towing companies knew the city was discussing over -hauling the process. Mr. Horvath stated there's a legal process the city followed adding you don't want to penalize the one vendor that did a good job. Attorney Schmidt stated the proposal does have language that allows the Boardto reject all proposals. No other business came before the Board. Upon a motion by Mr. Relos, seconded by Ms. Dorau and carried, the meeting adjourned at 11:49 a.m. BOARD OF PUBLIC -WORKS Gary A. Gilot, President David P. Relos, Mem cr Elizabeth Maradik Member Dorau, Member J7s A. Mueller, Member -A�TpTEST: �, da M. Martin, lerk REGULAR MEETING OCTOBER It 2016 The Regular Meeting of the Board of Public Works was convened at 9:37 a.m. on October 11, 2016, by Board President Gary A. Gilot, with Board Members David Relos, Elizabeth Maradik, James Mueller, and Therese Doran present. Also present was Board Attorney Michael Schmidt. ADDITIONS TO THE AGENDA Mr. Gilot noted the addition to the agenda of a Change Order, and a Quote Opening and Award for the Curb and Sidewalk Program. He stated additionally, there is a decrease to the amount of agenda item IOD, an Amendment with DLL. 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 September 23, 27, and October 4, 2016 were approved. _ OPEN NO OF BIDS -- SALE OF CITY PROPERTY - 118 S. CHESTNUT STREET This was the date set for receiving and opening of sealed bids for the above referenced City property. 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 bid was opened and publicly read: GFRMAYNE WATERS 122 South Chestnut South Bend, IN 46601