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HomeMy WebLinkAbout02092017 Agenda Review SessionAGENDA REVIEW SESSION FEBRUARY9.2017 26 The Agenda Review Session of the Board of Public Works was convened at 10:31 a.m. on February 9, 2017, by Board President Gary A. Gilot, with Board Members Elizabeth Mamdik, Therese Doran, and James Mueller present. Board Member Suzann Fritzberg was absent. Also present was Attorney Michael Schmidt. The meeting was held in the 13`h 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. Board members discussed the following items) from the agenda- - Resolution No.05-2017 ,.„ Mr. David Relos, Community Investment, stated this resolution is to accept the transfer of the Leighton Parking Garage back to the City. He added it authorizes the Board to transfer the shops to the Redevelopment Commission, and Ms. Maradik to sign, on behalf of the Board, all documents related to the subdivision of the property. Mr. Relos noted the parking garage stays with the Park Department. - Professional Services Agreement —Diane Villa Mr. Dan O'Connor, Information Technologies, stated this agreement is for training on very specialized software oriented for Police Departments. - Special Purchase — 5 Alarm Fire and Safety Equipment, LLC Mr. Todd Skwarcan, Fire Department, stated this equipment must be compatible with all the other county township fire departments. Attorney Schmidt noted the equipment is for rescue services so it is important to have compatible equipment with all departments outside of the city. - Request to Advertise — 2016/2017 Water Treatment Chemicals Mr. Brad VanOosterum, Utilities, stated they combined water and waste water chemicals in this bid to get the best price. Mr. Matt Bussell noted this will be bid on an annual basis instead of every two (2) to three (3) years. - Opening of Bids — 2017 Trucking of Belt -Pressed Biosolids for Land Application Mr. Jacob Klosinski, Wastewater, stated they would like to award this bid the same day as the opening. Mr. Eric Horvath, Director of Public Works, requested he have the previous year bid prices available for comparison. - Professional Services Agreement— Donohue & Associates. Inc. Mr. Klosinski stated there are gates upstream of the Wastewater Treatment Plant influent -- structures and this study is to look at the potential automation of the gates to control the flow into the facility. He noted the gates are locked and in such bad shape they can't control the flow. He added there is a critical piece of equipment used for reporting that they can't access. - QPA Proposal — GameTime Mr. John Martinez, Park Department, stated this proposal is for the Potawatomi Park Playgound surface replacement. He noted the current product is not meant for this type of climate and has reached its life span. - Professional Services Agreement— H.J. Umbaugh & Associates Ms. Jennifer Hockenhull, Administration and Finance, stated this is the third year for testing for IDEM for the closed landfill. She added IDEM requires an outside CPA firm to do the assurance test. Professional Services Agreement — Peters Municipal Consultants, I.TD Ms. Hockenhull stated this is for Fire and EMS revenue evaluations. - Amended Basement Valve Program Mr. Kieran Fahey, Director of CSO Project Management, stated this amendment to the program changes the wording to "limited to connection to City sewer system" instead of "limited to city residents", and adds the word "primary" to residence. - Professional Services Agreement —American Structurepoint Mr. Fahey stated this agreement is for the Leeper Park CSO tank design to meet the consent decree design requirements. Mr. Gilot asked if they will do a Certificate of Appropriateness for the Historic Preservation Commission. Mr. Horvath stated that will come much later, adding most of this is underground so you won't know it is there. - Downspout Disconnect Exemption Mr. Fahey stated this is the first exemption to come to the Board. Ile stated it is for a commercial historical structure with very limited space. He added they don't have room outside so they will need to keep their downspouts connected in the basement. Change Order— Randolph Street Basin Emergency Repairs Mr. Roger Nawrot, Engineering, stated the August storm damage delayed the award of this project so they are requesting an extension of thirty (30) days to cover the loss of that time. - Traffic Control Device —Removal AGENDA REVIEW SESSION FEBRUARY 9.2017 27 Mr. Nawrot noted this is also a replacement. He stated they are removing the 30 mph speed limit sign and replacing it with a 25 mph limit sign due to a service request related to the Olive Road overpass. - First Amendment to the Master Agreement — St. Joseph County Ms. Kara Boyles, Engineering, stated this agreement for the regional water and sewer district clarifies only the term of the agreement that has expired. Attorney Schmidt noted it goes back to the original agreement and extends it, adding there is no costs involved in the amendment. Mr. Gilot questioned the ten (10) year term, noting that is an exceptionally long agreement for the Board. Ms. Boyle stated they began discussions back in 2014. Mr. Gilot asked to review the term limit. - Bid Award— 2016 Manhole and Sewer Lining Ms. Boyles stated this bid was partially awarded at the end of 2016. She noted they would now like to award Alternates I through O using funds from 2017. She confirmed this request is within the sixty, (60) day limit to award. Mr. Gilot questioned if this would affect the bid order. Ms. Boyles stated it does not change the low bidder- - Quote Award — Corby Boulevard Sidewalk Improvements, Division C Ms. Boyles stated, like the Manhole and Sewer Lining bid, this was awarded at the end of last year for divisions A and B, and they would now like to use 2017 funds for Division C. She confirmed the award is within the sixty (60) day limit and is to the same low bidder. - Bid Award — Single Axle Lightning Loader Mr. George King, Purchasing, informed the Board that one (1) bidder did not bid the Alternate for CNG. He stated they are awarding to the low bidder that did bid the CNG. - Request to Advertise — City of South Bend Recycling Services Mr. Horvath statedhe and Attorney Schmidt had a meeting with the Solid Waste District and their attorney to see what options there are for City recycling. He explained the Solid Waste District is requesting a 70% increase on the rate and the City feels it is too much so they are lookingatoptions. Mr. Mueller questioned what the process is for getting out of the Solid Waste District. Attorney Schmidt stated he checked the statute and it's not difficult, there is no statutory prohibition and he can't find any agreement that exists. Mr. Gilot noted that the trash that goes to the landfill goes to a tax to support the district. If the City withdraws, their costs may go up substantially so they may want to work with the City. Mr. Horvath stated the City should be able to get a much better rate doing it on their own. Mr. Mueller asked if there is a thought that if we get a better rate_ we would we go back to work with them. Mr. Horvath stated the City will continue to work with them but it's a big district board. He noted Mishawaka has their own service, South Bend could do the same. Ms. Martin noted the name of the bid is changing to City -Wide Curbside Recycling. Mr. Horvath stated they will have a number of different alternates in the bid to see what the cost difference would be. - Special Rate Agreement —UN Tek UN Kote Attorney Schmidt stated this is a proposed agreement between the City and UN Tek UN Kote that is in the hands of their counsel for review. He noted it is for ten (10) years to allow the city to capture the savings over the ten (10) years, rather than removing that revenue_ Mr. Schmidt stated this is for the overall public benefit for a dedicated sewer line worth $3,200,000 over a ten (10) year period. He noted this is the first step for the Board to review, then the Council approval is being requested on February 27. Mr. Schmidt stated there is no automatic renewal but there is a requirement for UN Tek to present before the Council every year with the removal of the special rate if they fail to do so. Mr. Horvath stated a request for renewal would require the Board's approval and Council approval to show why they are entitled to the special rate. Mr. Schmidt noted they tried to do this in a way to motivate UN Tek to do this. Mr. Horvath stated they are the largest user, at about $2,400,000 a year in revenue. - Professional Services Agreement - American Structurepoint Mr. Horvath stated this is for a variety of miscellaneous work regarding downtown traffic. He stated they will be adding a permissive left mm lane in the Colfax east bound and west bound lanes. He noted before they do this, they need to review and go through a warrant process. No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 11:24 am. BOARD OF PUBLIC WORKS Gary A. Grilot, President AGENDA REVIEW SESSION FEBRUARY 9. 2017 28 Elizabeth A. Maradik, /Member\ Therese ern' NY bet z, J s A. Mueller, Member _..,. Suzann M. Fritzberg, Member ATTEST: Linda M. Martin, Clerk REGULAR MEETING FEBRUARY 14 2017 The Regular Meeting of the Board of Public Works was convened at 930 a.m, on February 14, 2017, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, James Mueller, and Therese Dorau present. Board Member Suzann Fritzberg was absent. Also present was Board Attorney Michael Schmidt. APPROVE MINUTES OF PREVIOUS MEETr'dG Upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Review Meeting of the Board held on January 19, 24, 31 and February 7, 2017, were approved. OPENING AND AWARD OP BIDS — MICMANA BRICK SITE DEMOLITION PROJECT NO. 116-138 (REDA 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: INDIANA EARTH. INC. 10343 McKinley Highway Osceola, IN 46561 Bid was signed by: Mark Osler Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, 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: Base Bid: $23,400 Alternate A: $16,200 RITSCHARD BROS., INC. 1204 W Sample Street South Bend, IN 46619 Bid was signed by: Rachelle Dolniak Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, 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: Base Bid: $48,638 Alternate A: $11,061