Loading...
HomeMy WebLinkAbout11032016 Agenda Review SessionAGENDA REVIEW SESSION NOVEMBER 3 2016 344 The Agenda Review Session of the Board of Public Works was convened at 10:33 a.m. on November 3, 2016, by Board President Gary A. Gilot, with Board Members Suzanna Fritzberg, Elizabeth Maradik and Therese Doran present. Board Member James Mueller was absent. Alan present was Attorney Elliott Anderson. Board of Public Works Clerk, Linda Martin was absent. Lizzy Horvath, Secretary, presented the Board with a proposed agenda of items presented by the public and by City Scarf. Mr. Gilot noted an addition to the agenda: Resolution No. 53-2016 — A Resolution of the Board of Public Works of the City of South Bend, Indiana, Recommending the Refunding of the City's Outstanding Waterworks Revenue Bonds of 2000 and Waterworks Revenue Bonds of 2006, the Issuance and Sale of Revenue Bonds to Provide Funds for the Payment Thereof, and Other Matter in Respect Thereto. — Board members discussed the following items) from the agenda. - Professional Services Agreement —Network Solutions, Inc. Mr. Gilot questioned Mr. Dan Connors, Innovation and Technology, what the interest rate on the lease will be and Mr. Connors stated the interest rate is 0%. Mr. Gilot also questioned when the switch to voice over complete, will there be room to reduce Centrix back up. Mr. Connors advised he would look into that. - Professional Services Agreement — Data Realty Northern Indiana Mr. Dan Connors, Innovation and Technology, explained the City is using rack space at no cost through Data Realty and will be moving all physical hardware out of the 121h floor TT Department. He stated this will strengthen the City's security and also save S900.00 per month if they had to pay rack rental. Ms. Dorau questioned if we have been using rack space for free and Mr. Connors stated this is the first time utilizing the rack space, we have only been paying for services. Mr. Jitin Kain, Public Works, stated the free space was an agreement put in place a few years ago for a limited time of ten (10) years so it may only have seven (7) years left to utilize free of charge. - Professional Services Agreement —Arcadia U.S., Inc. Ms, Kim Thompson, Environmental Services, stated Arcadia is designing a new North Station replacement well due to currently not having enough capacity. Mr. Eric Horvath, Public Works, asked what the capacity is and Ms. Thompson stated about 2400 g.p.m. - Professional Services Agreement— Jones Petrie Rufu ski _ Mr. Gilot questioned why we would survey Lagoon No. 4 at the Organic Resources Facility again and Ms. Thompson, EnviromnenW Services, stated it is in preparation for a new design because the current design has drainage issues. - Change Orders o Olive St. & Sample St. Reconstruction Mr. Roger Nawrot, Engineering, stated the bridge and pavement are finished but it was determined to keep this closed during the winter due to a safety hazard if open. Mr. Nawrot stated only one direction of travel for drivers entering and exiting Sample St. is available. Mr. .Horvath, Public Works, questioned if Sample will remain open during the winter and Mr. Nawrot advised it would. o 2016 Curb and Sidewalk Construction Mr. Toy Villa, Engineering, stated Change Order No. 3 was amended due to an error at the last Board of Public Works Meeting. Mr. Villa stated Mr. Kevin Fink, Engineering, thought each division had a specific budget and was not aware all divisions are under one base bid. Mr. Villa stated this does not change anything cost wise, but just wanted to correct the record in case of an audit. Mr. Toy Villa, Engineering, also stated Change Order No. 2 was supposed to be submitted previously but the contractor was late in submitting the documents. Mr. Horvath, Public Works, questioned if these were submitted as two separate change orders just to clear up accounting and Mr. Villa confirmed. o Ignition Park Identity Signage Mr. Jitin Kain, Public Works, questioned if this change order is for moving of the sign. Mr. Toy Villa, Engineering, stated moving of the sign will be handled by Walsh & Kelly and this Change Order is to change the acrylic to make the sign stand out better and to provide a cleaner look. o Fellows St and Dubail St. Neighborhood Improvements Mr. Kevin Fink, Engineering, stated this Change Order is for striping line items on Dean Johnson Blvd. The hash marks did not line up which increased quantity for removal. Mr. Fink also stated, line removal on the asphalt at Fellows wasn't originally in the contract hence the dollar amount change and additional days to contract. - Third Amendment to Independent Contractor Agreement— Dale Clingcrman AGENDA REVIEW SESSION NOVEMBER3.2016 345 Mr. Toy Villa, Engineering, stated there is no dollar amount change for this amendment, the extension was given due to being short-handed. Ms. Maradik questioned if Mr. Clingerman has currently stopped work while waiting for the Board to approve his amendment because he has in the past. Ms. Maradik stated she was only inquiring to make sure no action needed to be taken today at the Agenda Session. Mr. Villa stated that is not the case. - Professional Services Agreements — Troyer Group, Inc. and Abonmarche Consultants Ms. Dorau questioned if the amount listed for both of these contracts for Safe Routes to School Construction Inspection Services at Lincoln and Perley is the full amount due. Mr. Kevin Pink, Engineering, advised it is the full amount due. Mr, Fink stated the City pays the full amount up front and get reimbursed by INDOT. Mr. Gilot also wantedto note the School Zone signs need to be refreshed. Request to Advertise —Fire Station #4 Mr. Corbitt Kerr, Engineering, stated he anticipates opening bids for this project at the first Board meeting in December. Mr. Eric Horvath, Public Works, questioned if that will be enough time to prepare bids. Mr. Kerr stated it is a reasonable amount of time to request bids be due and he foresees no addenda to the design package. - Request to Advertise — 2016 Manhole and Sewer Lining Mr. Gilot wanted to point out the manhole lining specs have improved literacy and wants to make sure people are given a change to be made aware of that. Agreement — University of Notre Dame du Lac Mr. Corbitt Kerr, Engineering, stated this is a temporary access agreement which is ultimately part of a potential hydro project at Seitz Park and this is the preliminary step. Mr. Gilot stated he is recusing himself from this due to conflict of interest. - Professional Services Agreement— Christopher B Burke Mr. Corbitt Kerr, Engineering, stated the amount for the agreement regarding the South Bend Dam Capital Planning is currently to be determined, however, it should be just under $37,000. He stated he will have a revised number and agreement prepared by the Board of Public Works meeting on November 8, 2016. Mr. Gilot stated he was going to recuse himself from this agreement due to conflict of interest. Opening of Bids — 2016 Curb and Sidewalk Construction, Phase II Mr. Eric Horvath, Public Works, questioned what this was for. Mr. Corbin Kerr, Engineering, stated whenthis project was originally bid out there were issues with the design specs regarding quantities and they were unable to stay wiithin the 20% limit. Mc Ken stated that issue, on top of additional streets by Harrison Primary and other district work that was requested is the reason for the opening of bids. Mr. Ken stated there are sufficient funds still left for this so he wanted to use this year's budget and also give the contractor an opportunity to finish early. Mr. Horvath questioned if this will be completed in 2016 and Mr. Kerr stated not until 2017. - Encroachment — 828 Park Avenue Mr. Maradik questioned if there were any other recommendations regarding the Indiana State Historical Marker for the `Birthplace of Poet Kenneth Rexroth" other than those received from Area Plan and Building Department. Mr. Matt Longfellow, Engineering, stated he recommends the sign should be oriented parallel with the street and sidewalk, and be centered in the tree lawn between the curb and sidewalk. Ms. Maradik stated usually all signs in the tree lawn are placed perpendicular so it is easier to view by pedestrians walking by. Mr. Longfellow stated due to the size of the proposed sign, he fears if it is placed perpendicular it will hang over the right-of-way. Mr. Longfellow stated Engineering gives a favorable recommendation as long as the sign is placed parallel. Mr. Eric Horvath, Public Works, stated this is revocable and the Board can have it removed if it becomes a problem. - Vacations — 2nd East/West Alley North of Northside, East of North/South Alley between Parry St. and Francis St. Mr. Corbitt Kerr, Engineering, asked Board members if they had any questions regarding this vacation. Ms. Dorau questioned if this applicant has applied for this in the past. Mr. Ken stated an application was submitted last year but he believes it was either tabled or denied due a sewer line in the alley. Mr. Clark, Denise Clark's husband, was present at the meeting. Mr. Clark stated his wife "jumped the gun" on this without realizing the alley provides access to a garage. Ms. Maradik questioned Mr. Clark on if he understands if the alley were to get vacated, he will not own the alley. Mr. Clark stated he was aware of that. Mr. Eric Horvath, Public Works, questioned if this meets statutory requirements and Mr. Ken advised him it does not, and it hinders access so Engineering is unfavorable. Mr. Horvath stated since it does not meet statutory requirements to vacate, it makes more sense to just pave the alley. Mr. Gilot questioned Mr. Clark if his neighbors would invest with him on paving the alley. Mr. Clark stated he does not believe his neighbors willhelp as he is not close with any of his neighbors. Mr. Clark thanked the Board for their time and stated he appreciated their ideas on how to do this correctly. AGENDA REVIEW SESSION NOVEMBER 3, 2016 346 - City of South Bend Sewer Insurance Policy Mr. Eric Horvath, Public Works, advised the Board the Sewer Insurance Contractor Rates were updated. Mr. Horvath stated Ms. Hana Parkhill, Engineering and Mr. Kevin Fink, Engineering, have been working on setting new rates and getting feedback from contractors. Mr. Horvath stated the City's rates were significantly lower than other surrounding cities so the City has increased them slightly in attempt to attract more contractors - Resolution No. 52-2016 — A Resolution of the Board of Public Works of the City of South Bend Approving the Transfer of Real Property to the South Bend Redevelopment Commission Mr. Gilot requested clarification on what was being done with the Firehouse Theater Building. — Ms. Maradik advised it is being transferred to the Redevelopment Commission and they would be disposing of it. No other business came before the Board. Upon a motion by Mr. Gilm, seconded by Ms. Maradik and carried, the meeting adjourned at 11:19 a.m. BOARD OF PU13LIC WORKS /V - / ✓'dam V Gary A. Gilot, President Suzann . Fritzberg, Meber Elizabeth A. Maradik, Member James A. Mueller, Member — Therese L Dopku, Member A -1T- LAida M. Martin, Clerk REGULAR MEETING NOVEMBER 8, 2016 The Regular Meeting of the Board of Public Works was convened at 9:33 a.m. on Tuesday, November 8, 2016, by Board President Gary A. Gilot, with Board Members Suzanna Fritzberg, Elizabeth Maradik, and Therese Dorau present. Board Member James Mueller was absent. Also present was Attorney Benjamin Dougherty. APPROVE MINUTES OF PREVIOUS MEETING_ Upon a motion made by Ms. Maradik, seconded by Ms. Doran and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Meeting of the Board held on October 20, 25, and November 1, 2016, were approved. OPENING OF BIDS — 2016 CURB AND SIDEWALK CONSTRUCTION PHASE I1 — PROJF,CT NO. 116-029 (MV H) 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: LAPORTE CONSTRUCTION South, 4999 US-35 La Porte, IN 46350 Bid was signed by: Lori Schrod