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HomeMy WebLinkAbout12082016 Agenda Review SessionAGENDA REVIEW SESSION DECEMBER 8,201 377 The Agenda Review Session. of the Board of Public Works was convened at 10:33 a.m. on December 8, 2016, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, Therese Doran, and Sirzanna Fritzberg present. Board Member James Mueller was absent. Also present was Attorney Michael Schmidt. The meeting was held in the 13°1 Floor Boardroom, County -City Building, 227 W. Jefferson Blvd., South Bend, Indiana. Board of Public Works Clerk, Linda Martha, presented the Board with a proposed agenda of items presented by the public and by City Staff. REMOVE BID OPENINGS FROM AGENDA Mr. Gilot noted that the two bid openings for Newman Center Masonry Work and Roof Repair should be removed from the agenda. He explained the bids are not due December 13, 2016. OPENING OF BIDS — CALVERT STREET LIFT STATION REPLACEMEN"1' PROJECT NO 116-053 fUTILITIFS AND WASTEWATER CAPITAL) 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: HASKINS UNDERGROUND INC 8111 9B Road Plymouth, IN 46563 Bid was signed by: Mark Haskins 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:$1,173,500.00 WOODRUFF & SONS. INC 2125 East US Hwy 12 PO Box 450 Michigan City, IN 46361 Bid was signed by: Todd 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 BID: $1,303,890.00 SELGE CONSTRUCTION CO. INC. 2833 S i St. Niles, MI 49120 Bid was signed by: Robert Kuhns 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:$1,107,227,20 HRP CONSTRUCTION INC 5777 Cleveland Road PO Box 266 AGENDA REVIEW SESSION DECEMBER 8 2016 378 South Bend, IN 46624 Bid was signed by: Matthew 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: $917,000.00 GRAND RIVER CONSTRUCTION. INC 5025 40" Avenue Hudsonville, MI 49426 Bid was signed by: Rick. Parchem 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: $1,237,014,00 RIETH-RILEY CONSTRUCTION CO.. INC 25200 State Road 23 South Bend, IN 46614 Bid was signed by: Joshua 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 BID:$1,604,567.00 JOHN BOETTCHER SEWER & EXCAVATING 3305 N. IIome Street Mishawaka, IN 46545 Bid was signed by: John 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. Five percent (5%) Bid Bond was submitted BID: $1,052,820.19 Upon a motion made by Ms. Maradik, seconded by Ms. Doran. and carried, the above bids were referred to Wastewater for review and recommendation. — OPENING OF BIDS - WASTEWATER TREATMENT PLANT DIGESTER GAS UTILIZATION -PROJECT NO. 116-050R(UTILITIES WASTEWATER CAPITAL) 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 bid was opened and publicly read: THIENEMAN CONSTRUCTION, INC 17219 Foundation Parkway AGENDA REVIEW SESSION DECEMBER 8, 2016 379 Westfield, IN 46074 Bid was signed by: Vincent Rock. 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: $754,000.00 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above bid was referred to Wastewater for review and recommendation. OPENING AND AWARD OF QUOTATIONS — CENTURY CENTER. CEO SUITES/SUITE 17 FURNITURE — PROJECT NO. 116-010A (HOTEL/MOTEL TAX) 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: BUSINESS FURNISHINGS, LLC 4102 Meghan Beeler Ct. South Bend, IN 46628 Quotation was submitted by: Kylie Leyba 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 BASE BID: $26A 89.23 _ ALTERNATE A1: $ 2,029.64 ALTERNATE A2: $ 1,902.48 ALTERNATE A3: $ 1.,814.53 ALTERNATE A4: $ 2,558.70 ALTERNATE A5: $ 7,056.60 TOTAL BASE BID PLUS ALTERNATES: $41,550.18 RJE BUSINESS INTERIORS 621 E Ohio Street Indianapolis, IIN' 46202 Quotation was submitted by: Nancy Wright 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 BASE BID: $3Q864.86 ALTERNATE Al: $ 2,027.48 ALTERNATEA2: $ 1,901.40 ALTERNATE A3: $ 1,813. 99 _ ALTERNATE A4: $ 409.89 ALTERNATE A5: $ 6,539.76 TOTAL BASE BID PLUS ALTERNATES: $45,606.33 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above Quotations were referred to Engineering for review and recommendation. Alter review, Mr. Richard Estes, Engineering, recommended that the quotation be awarded to the lowest responsive and responsible bidder, Business Furnishings, LLC, in the amount of $28,798.04 for the Base Bid plus Alternates 3 and 4. Mr. Gilot made a motion that the award be made as recommended, Ms. AGENDA REVIEW SESSION DECEMBER 8, 2016 380 Fritzberg seconded the motion, which carried. Mr. Estes noted there were several math errors in the totaling of the pricing from RJE Business, but based on their unit prices, Business Furnishings, LLC was still the low bidder. APPROVAL OF AGREEMENTS/CONTRACPS/PROPOSALS/ADDENDA The following Agreements/Contracts/ProposaisiAddenda were submitted to the Board for approval: 'Type Business Description Amount/ Funding Motion/ Second Special Amarillo Gear Purchase Raw Sewage Pump 5120,125 Maradik/Domu Purchase Company, No. 1. Gear Assembly per I.C. 5- (Wastewater LLC 22-10-9; Risk of Seriously Operations & Impairing Functioning of Maintenance) Operations Board members discussed the following items) from the agenda. - Award Proposals — HVAC Preventative Maintenance and Waste Management and Recycling Services for Venues, Parks, and Arts Mr. Nick Gaul, Parks Department, stated a scoring matrix was prepared by a committee that reviewed both proposals. He noted there were five (5) different vendors for the HVAC proposal. Mr. George King, Purchasing, stated all five (5) vendors were acceptable, and he was pleased to see such a close race of qualified vendors. Mr. Gaul stated there were three (3) vendors on the waste recycling and that scoring was close. He stated this will be for a two (2) year contract Amendment to Agreement —Northern Indiana Workforce Board, Inc. Ms. Sarah Heintzelman, Community of Investment, stated this amendment is to extend the program for Workforce Development. Ms. Fritzberg asked how this compares with 2016 costs. Ms. Heintzelman stated it is actually less than last year, and they put an additional $160,000 from last year into this program. - Professional Services Agreement- James T. Stokes Ms. Heintzelman stated Mr. Stokes has over one -hundred (100) candidates for this program, which is double over last year. - Software and Maintenance Support Renewal — Application Data Systems, Inc. Mr. Chris voros, Police Department, stated this is for record and computer aided dispatch software renewal. Mr. Gilot questioned whether all agencies moving into one facility will be using the same software. Mr. Dan O'Connor, Information Technologies, stated the agencies will move into one (1) center but are using their own software programs. He noted eventually they will combine systems. - U.S. Communities Pricing Purchase — Insight Public Sector Mr. Voros stated this purchase if for the Police Department's in car video systems. He noted they have been testing these Panasonic camera systems for five (5) months for replacement of the current systems. He noted they are looking at one (1) unified system to replace old failing systems, and this one will manage old videos, new videos, and stills. Mr. Gilot questioned if this is like GSA purchase. Ms. Doran stated this is part of a. QPA purchase. Ms. Fritzberg asked if the system will handle any archiving. Mr. Votes stated that was set up previously. Mr. O'Connor noted they originally looked at financing this equipment, but the Finance Department recommended purchasing instead. - Revised Utility Billing Rules and Regulations Mr. At Greek, Director of Utilities, stated when he took over the department, a review of the department showed that customer service was shown to be in need of the most help. He stated the rules and regulations had not been updated since 1998, so they did a review and updates. Mr. Greek noted there were hundreds of hours of research with legal, utility regulators, and other — cities. Ms. Kim Thompson, Water Works, stated the original Water Board was dissolved around 1991 so nothing has been submitted to the Board since then. She stated the current Rules and Regulations are not compliant with ordinances. Ms. Emily Leyes, Water Works, stated how they manage utility accounts is reflected in five (5) major changes including property owner listings on the accounts of rentals, which should help reduce the number of shutoffs. She noted the changes won't happen right away, it will take some time. She noted the other reason for listing the property owner is State statute allows us to lien the property for some of these charges. She noted State and local laws support this change going forward. Ms. Leyes stated another major change has to do with disputes. When a customer disputes their bill, they take it up with the supervisor and it goes up the chain of command. With the new rules, she noted, they can appeal AGENDA REVIEW SESSION DECEMBER 8 2016 381 to the Board of Works. Mr. Gilot questioned if there will be a limit, like in excess of $10,000 before they can bring it to the Board. Ms. Leyes stated they could come up with something. Ms. Thompson agreed they could make some rules on that. She added these would be situations that are a little outside of the rules and regulations and don't have clear direction. Attorney Schmidt stated the thinking is we need some sort of public hearing on these, and this is the only appropriate place for that. He noted it's supposed to be only disputes that are out of the ordinary. Mr. Gilot questioned how many disputes Water Work's resolves in a year. Ms. Thompson said there are hundreds, but only probably ten (10) get to the Director of Public Works in a year. Ms. Derail stated having these rules and regulations would theoretically mean fewer people would appeal. Ms. Thompson confirmed that is the thinking. Mr. Greek added this would also help the Mayor's office with customer calls regarding shut -offs. Ms. Fritzberg asked if dollar amount isn't the only determining factor, do they have clear criteria what will be. Ms. Thompson stated there is still a process that most people get stopped at before they go any further than Customer Service. She noted there are steps they will have to go through and they can set dollar limits, but a lot aren't about dollars. Mr. Horvath stated they aren't anticipating they will bring anything to the Board that is clear in the policy, only grey areas. He stated they feel if they are going to make a call in a grey area, it's fairer to do so in a public forum Mr. Gilot asked if these new rules and regulations have to go to IURC. Ms. Thompson stated they aren't governed by IURC and these were reviewed by the Utilities Counsel so they feel good about it. Ms. Leyes added that the new Policy comes from the IURC's policy. She noted the intention is not to change addresses on renter's bills until something changes in the account. Ms. Fritzberg questioned how many are renters. Ms. Leyes stated approximately 23% are active renters currently. Ms. Thompson stated one (1) other change to note is they will stop requiring deposits from credit worthy customers, but require higher deposits for bad credit applicants. Mr. Gilot asked Ms. Thompson if she checked so nothing is in conflict with the IURC or a prior rate case. Ms. Thompson stated yes, there are no conflicts. She stated they will come back infrequently with any changes they see need to be made. She added the IURC attorney signed off on all of the current changes. Mr. Horvath stated once the board makes a ruling, Water Works will make administrative policy relative to that ruling. Ms. Thompson and Ms. Leyes informed the Board of public outreach planned when the Rules and Regulations are complete Board President Gilot excused himself from the meeting at 11:44 a.m. Special Purchase — Crossroads Ambulance Sales & Service Assistant Chief Andy Meyer, Fire Department, stated this purchase is for a demo model that is a smaller ambulance to be used for the many sporting and other events the Fire Department participates in. He noted rather than using a regular large ambulance, this one is more economical and practical for special events. Chief Meyer stated they will probably sell two (2) of the bigger vehicles. He noted this one will not be used for emergency response, but will act as a back-up when short on equipment, adding the chassis can't handle the volume of calls. Attorney Schmidt stated this is unique in that it's hard to find a demo market, and the statute isn't flexible on used equipment, so it's hard to compare equipment. - Resolutions Ms. Jennifer Hockenhull stated the first three resolutions on the agenda are to clean up asset lists at the end of the year. The last one, Resolution No. 61-2016 is for a donation to LaCasa to assist them in their events supporting the west side businesses. Ms. Dorau asked if they provide a scope of work or event list. Ms. Hockenhull stated that going forward the City will be involved in the events as a co-sponsor, they don't provide the city a list. Ms. Fritzberg questioned the funding source. Ms. Hockenhull stated the funds come out of COIT. - Opening of Quotes— Potawatomi Zoo Parking Lot Striping Mr. Rich Estes, Engineering Department, stated this project was quoted but no quotes were received. He stated subsequently it came up that one (1) of the contractors quotes were requested from can do the work. He stated they requested quotes once again from the same vendors. Change Orders o — JMS Building New North Stair Tower Mr. Rich Estes, Engineering, stated this time extension request is due to the contractor claiming a delay on material from their vendor for the stairs, so they are asking the City for additional time. He stated they will also be asking for additional days duo to a delay from the time of award to the pre -con meeting. Mr. Estes explained the City wouldn't normally give a delay but the building owner is okay with the delays so they are trying to work with everyone. o South Bend One -Way to Two -Way Conversion AGFNDAREVIEW SESSION DECEMBER 8, 2016 382 Mr. Toy Villa, Engineering, stated this additional funding is to replace the lighting under the bridge with LED lights. Mr. Eric Horvath, Director of Public Works, stated there's a proposal to put changing color lighting under the bridges, and they should confirm what the plans are before proceeding with this. o Western Avenue Corridor Improvements Mr. Villa stated the tree crew is working alongside the concrete crew and the concrete crew ran out of time, and asked if they could carry the tree contractor over. He noted they ended up not needing all of the trees, but needed more days. He confirmed this is part of the Curb and Walk program. _.. - Opening of Bids -Fire Station No. 4 Mr. Kevin Fink, Engineering, stated this award is subject to funding by the Redevelopment Commission. — Opening of Quotations — County -City Building Van Accessible Parking Mr. Fink noted this quote is also subject to funding approval by the Council on Monday. No other business came before the Board. Upon a motion by Ms. Maradik, seconded by Ms. Doran and carried, the meeting adjourned at 12:07 p.m. BOARD OF PUBLIIC WORKS Gary A. Gilot, President Elizabeth A. Maradik, Member A. Mueller, Member Suzanna M. Fritzberg, Member ATTEST: rhda M. Martin, Clerk REGULAR MEETIIN'G DECFMBER 33. 2016 The Regular Meeting of the Board of Public Works was convened at 9:35 a.m. on December 13, 2016, by Board President Gary A. Oiler, with Board Members Elizabeth Maradik, and Suzanna Fritzberg present. Also present was Board Attorney Michael Schmidt. Board Member James Mueller joined the meeting in progress at 9:40 a.m. and Board Member Therese Doran joined the meeting at 10:00 a.m. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Review Meeting of the Board held on November 17, 2016, November 22, 2016, and November 29 and December 6, 2016, were approved. _ APPROVE 2017 BOARD OF PUBLIC WORKS MEETING SCHEDULE Upon a motion by Ms. Maradik, seconded by Ms. Fritzberg and carried, the 2017 Board of Public Works Schedule was approved as presented. ELECT 2017 BOARD OF PUBLIC WORKS PRESIDENT Ms. Maradik made a motion that Mr. Gilot continue to serve as president of the Board of Public Works for 2017. Ms. Fritzberg seconded the motion, which carried.