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HomeMy WebLinkAbout11172016 Agenda Review SessionAGENDA REVIEW SESSION NOVEMB_ ER 17, 2016 360 The Agenda Review Session of the Board of Public Works was convened at 10:32 a.m. on November 17, 2016 by Board President Gary A. Gilot, with Board Members Suzann Fritzberg, Elizabeth Maradik, and Therese Doran present. Board Member James Mueller was absent. Also present was Attorney Michael Schmidt Board of Public Works Clerk, Linda M. Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. OPENING OF BIDS — BERLIN PLACE SITE DEVELOPMENT — PROJECT NO. 116-089 (RWDA TIFI 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: — RIETH-RILEY CONSTRUCTION CO. INC. 25200 State Road 23 South Bend, IN 46614 Bid was signed by: Joshua McCormick Non -Collusion Affidavit, Non -Discrimination Commitment form was completed Five percent (5%) Bid Bond was submitted BID:$800,798.67 HRP CONSTRUCTION INC 5777 Cleveland Road PO Box 266 South Bend, IN 46624 Bid was signed by: Matthew Cain Non -Collusion Affidavit, Non -Discrimination Commitment form was completed Five percent (5%) Bid Bond was submitted BID: $490,500,00 INDIANA EARTH, INC 10343 McKinley Hwy. Osceola, IN 46561 Bid was signed by: Mark Osler Non -Collusion Affidavit, Non -Discrimination Commitment form was completed Five percent (5%) Bid Bond was submitted BID:$648,618.30 C & E EXCAVATING INC. 53767 County Road 9 Elkhart, IN 46514 Bid was signed by: Thad Bessinger Non -Collusion Affidavit, Non -Discrimination Commitment form was completed Five percent (5%) Bid Bond was submitted BID: $577,396.00 G.E. MARSHALL. INC 1351 Joliet Road Valparaiso, IN 46385 Bid was signed by: Frank Marshall Non -Collusion Affidavit, Non -Discrimination Commitment form was completed Five percent (50/.) Bid Bond was submitted AGENDA REVIEW SESSION NOVEMBER 17 2016 361 BID: $885,908.60 Upon a motion made by Ms. Maradik, seconded by Ms. Doran and carried, the above bids were referred to Engineering and Community Investment for review and recommendation. Board members discussed the following item(s) from the agenda. — Amendment to Leases — LePeep and Bruno's Pizza Mr. Aaron Kobb, Community Investment, stated these are two lease renewals for downtown businesses LePeep and Bruno's Pizza that were previously handled by Community Investment. Attorney Michael Schmidt explained the Redevelopment Commission transferred ownership of the parking garages to Public Works several months ago, and Dradley & Company manages the leases for the businesses on the ground floor and sets the rates based on square footage. Mr. Gilot th questioned if the City is below market or competitive. Mr. Kobb stated he believes the city is a little below market. He noted the leases are the same except LePeep has right of first refusal on the Christian bookstore next door for potential expansion. - Policy and Procedure for Curb and Sidewalk Reimbursement Program Ms. Marcia Qualls, Street Department, explained the details of the Curb and Sidewalk program. Mr. Eric Horvath, Public Works, stated the procedure is set, but we have people come in that didn't know about the program and ask for a reimbursement of work they have had completed. Mr. Horvath questioned if the reimbursement of work previously done should be added to the Policy noting he would like more participation in the program. Ms. Maradik noted there are limited funds and they are designated for each district. The Board questioned how many had previously been denied that requested reimbursement. Ms. Qualls stated she knew of about five (5) this year that have been denied for work done already. She noted there is a process in place for inspections and measurements before and after the work is done. The Board agreed it would be risky to reimburse work that is already done. Ms. Dorau suggested since they have to get a permit to pour a sidewalk, could they be told about the program when they come in for their permit. Mr. Horvath agreed and stated when the permit is applied for, the permit manager should inform them of the program. He added the existing requests for reimbursement for work already completed should just be denied. Mr. Gilot questioned if this should be removed from the agenda or if a policy would be ready for Tuesday's meeting. Mr. Horvath stated he has the policy, itjust never made it to the Board. He added he would tweak it before Tuesday. — - Opening of Proposals — IIVAC Preventative Maintenance and Waste Management Mr. John Martinez, Park Department, stated he and representatives from Century Center and other venues will be on the review team for scoring these proposals. He noted they had a tour of the facilities andhad a good turnout of interested bidders. - Change Order — Marriott Hotel Site Development at Hall of Fame Mr. Rich Estes, Engineering, stated there are questions about the work performed in the right-of- way and what is owed the contractor. He explained the contractor encountered ten to fifteen (10- 15) unmarked utility lines and is claiming an extra cost of $13,000. Mr. Estes stated there were several lines shown in the drawings, and the contract states it's the contractor's cost to work around the utilities, but the contractor thinks these are large utilities and not included in those terms. Mr. Horvath added that none of these were the Citys lines, they should be the cost of the utility companies. Mr. Toy Villa, Engineering, stated the wording of the specifications states it's the contractor's responsibility to contact the utility companies and locate all of these, but they didn't do that. Mr. Estes stated the other issue the contractor is claiming is the City pushed them to open this by the weekend and never told them they could get an extension. Mr. Horvath stated the contract is clear, he needs to work this out with the utilities. Mr. Villa stated it's an issue between the prime contractor and the sub -contractor. Mr. Gilot stated he feels empathy for their situation but this is not the City's fault and they need to work it out with their sub. Mr. Estes stated based on the Board's decision, the amount will go up but it will still be a decrease. He added the contractor may want to come to the Board meeting and speak to the Board. Mr. Horvath requested Mr. Estes let the contractor know they should put something in writing for the Board to review. Award Bid — 2016 Parking Garage Improvements Mr. Rich Estes, Engineering, stated the funding issue with this project was resolved by pulling from 2016 and 2017 funds. He noted the work will be done in both years. Attorney Schmidt stated there is work that's going to be done in 2017 and it has been budgeted for. He added the Project will start this year and carry over to next year. Mr. Gilot questioned the large dollar amount for elevators. Mr. Estes stated they are completely overhauling them, turning inside elevators into outdoor elevators. - Change Order— One -Way to Two -Way Conversion AGENDA REVIEW SESSION NOVF.MBER 17.2016 362 Mr. Toy Villa, Engineering, stated this request is just a time extension for this phase of the project. Mr. Jitin Kain, Public Works, added due to the good weather, this is to complete more concrete work and get some extra work done that was scheduled for later. Ms. Maradik noted this means the contractor won't have to close off a lane of traffic later. Award Quotation— Randolph Street Basin Emergency Repairs Mr. Gilot questioned the cost of this work. Mr. Roger Nawrot, Engineering, stated the spillway washed out, and the overland flow is over 200 acres with the heavy rainfall. He noted they are putting a green solution back, and eliminating a concrete liner. Mr. Nawrot added this will he subject to funding. - - Award Bid — Curb and Sidewalk Construction, Phase IT Mr. Kevin Fink, Engineering, staled in the Notice to Bidders, the mandatory pre -bid requirement was removed, but it was later discovered the next line stated all interested bidders must attend the pm -bid meeting. He stated they missed that line and subsequently it was in the specifications. Mr. Fink stated Legal advised him to exclude any bidders that were not present at the pre -bid. Mr. Eric Horvath, Public Works, stated it has been his direction not to have mandatory pre -bids because it eliminates competition. He stated there is some risk in doing so, but the contractor still has to follow the specifications. He noted the low bid on this project was nearly 40% lower and he is asking that the Board waive the irregularity and award to the low bidder. He added one (1) line was not taken out because they just missed that one (1) line. Mr. Gilot summarized, so there is a scriveners error; the intent was to remove it entirely, but one (1) line was missed. Ms. Doran questioned if there is a risk, since they were so much lower, that they don't understand the scope of work. Mr. Horvath stated that the two (2) that showed up were the high bidders. Ms. Maradik questioned if the awards would be correct as stated on the agenda. Mr. Fink stated, no it is all wrong and he would update that information. Mr. George King, Purchasing, asked if there is any danger that something that was discussed at the pre -bid that affected the bid would cause theirs to be higher. Mr. Fink stated no, that was not the case, adding any changes would have been sent out to all bidders in the form of an addendum. Mr. Horvath agreed, noting changes should always be done through addenda. - Request to Advertise —Newman Center Masonry Work and Roof Repair Attorney Michael Schmidt stated he was informed that there is a Redevelopment agreement in _ place that allows the City to pay for the storm damage, even though the City transferred the title to the Newman Center to the purchaser. In the agreement the Redevelopment Commission made clear they will be responsible for paying for the repairs of the tornado damage from Redevelopment funds. He stated they need to get the funds authorized from the Redevelopment Commission. He noted this will be handledsimilar to the Hoffman Hotel development. - Utility Billing Rules and Regulations Update Mr. Horvath stated they need to update the utility rules and regulations, but he was not quite ready to have this on the agenda and would like to remove it. The Clerk was instructed to post the agenda and notify the media and other persons who have requested notice of the meeting agenda. No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 11:39 a.m. BOARD OF PUBLIC WORKS ti Gary A Gilot, Presi ent Elizabeth A. axadik, Member Therese J. Dorau, Member James .Mueller, Member i Suzanna M. F tzberg, M mber P Jy AGENDA REVIEW SESSION NOVEMBER 17, 2016 363 ATTEST: I AdM. Martin, C erk REGULAR MEETING NOVEMBER 22, 2016 The Regular .Meeting of the Board of Public Works was convened at 9:34 a.m. on Tuesday, November 22, 2016, by Board President Gary A. Gilot. with Board !Members Suzanna Fritzberg and Therese Doran present. Board Members Elizabeth Maradik and James Mueller were absent. Also present was Board Attorney Michael Schmidt. ADDITION TO THE AGENDA Mr. Gilot noted the addition of Resolution No. 55-2016 to the agenda. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Dorau, seconded by Ms. Fritzberg and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Meeting of the Board held on November 3, November 8, and November 15, 2016, were approved. APPROVE 2017 HOLIDAY SCHEDULE FOR CITY EMPLOYEES In a memo to the Board, Mr. John Murphy, City Controller, submitted the following 2017 Holiday Schedule for City employees, which was approved by Mayor Buttigieg. Mr. Murphy noted the Holiday Schedule will consist of nine (9) designated holidays and one (1) additional non -designated floating holiday, for a total of ten (10) holidays. The designated holidays are as follows: Now Year's Day Observed Monday, January 2, 2017 Martin Luther King, Jr. Day Monday, January 16, 2017 Memorial Day Independence Day Monday, May 29, 2017 Tuesday, July 4, 2017 Labor Day Monday, September 4, 2017 -- Veteran's Day Observed Friday, November 10, 2017 Thanksgiving Day Thursday, November 23, 2017 Day after Thanksgiving Friday, November 24, 2017 Christmas Day Monday, December 25, 2017 In addition to the nine (9) designated holidays above, employees may choose one (1) additional floating holiday subject to South Bend Municipal Code Sec. 2-121 (a), which can be any day of the employee's choosing subject to their supervisor's pre -approval. Upon a motion by Ms. Doran, seconded by Ms. Fritzberg and carded, the 2017 Holiday Schedule was approved as presented. OPENING OF QUOTATIONS — 12th FLOOR REMODEL PROJECT NO 116 125 (OTHER PROFESSIONAL SERVICESI 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: BROWN AND BROWN GENERAL CONTRACTORS INC. 124 S Elkhart St., PO Box 487 Wakarusa, IN 46573 Quotation was submitted by Eric Brown QUOTATION: $47,447.00 ZIOLKOWSKI CONSTRUCTION INC. 4050 Ralph Jones Drive South Bend, IN 46628 Quotation was submitted by Bill Favors