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HomeMy WebLinkAbout04062017 Agenda Review SessionAGENDA REVIEW SESSION APRIL 06, 2017 92 The Agenda Review Session of the Board of Public Works was convened at 10:34 a.m. on April 6, 2017, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik and Therese Dorau present. Board Members Suzanna Fritzberg and James Mueller were absent. Also present was Attorney Michael Schmidt. The meeting was held in the 1 P 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. TABLE AWARD OF QUOTATION — REINSTATEMENT OF WATER SERVICE AT 826 LAWNDALE Mr. Rich Estes, Community Investment, advised the Board that on April 3, 2017, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Estes recommended that the Board award the contract to the lowest responsive and responsible bidder, Niezgodski Plumbing, Inc., PO Box 3096, South Bend, Indiana in the amount of $7,099. Mr. Gilot stated the Board has been asked to table this request. Therefore, Ms. Maradik made a motion that the recommendation be tabled. Ms. Doran seconded the motion, which carried. ADOPT RESOLUTION NO. 13-2017 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH BEND INDIANA APPROVING THE MASTER TAX- EXEMPT LEASE PURCHASE AGREEMENT AND RELATED SCHEDULES WITH U.S. BANCORP GOVERNMENT LEASING AND FINANCE INC. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 13-2017 A RESOLUTION OF THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH BEND, INDIANA APPROVING THE MASTER TAX-EXEMPT LEASE PURCHASE AGREEMENT AND RELATED SCHEDULES WITH U.S. BANCORP GOVERNMENT LEASING AND FINANCE, INC WHEREAS, the City of South Bend Board of Public Works ("Board") is the contracting body for the City of South Bend, Indiana ("City") and the Board has the authority under the laws of Indiana to purchase, acquire and lease property; and WHEREAS, the Board have determined that a need exists for the purchase and subsequent financing of certain property for the benefit of the City's operation; and WHEREAS, in order to acquire such property, the Board has entered into a certain Master Tax -Exempt Lease Purchase Agreement and Related Schedules including the Escrow Agreement with U.S. Bancorp Government Leasing and Finance, Inc. in the form attached and incorporated hereto at Exhibit A; and WHEREAS, time is of the essence in this matter. NOW, THEREFORE, BE IT RESOLVED by the City of South Bend Board of Public Works as follows: 1. The Master Tax -Exempt Lease Purchase Agreement and Related Schedules including the Escrow Agreement with U.S. Bancorp Government Leasing and Finance, Inc. in the form and substance submitted as of this meeting is hereby approved. 2. The Board hereby authorizes John Murphy, in his capacity as Controller of the City of South Bend, Indiana to act on behalf of the Board in executing any documents to effect the intent of the Board in connection with the Master Tax -Exempt Lease Purchase Agreement and Related Schedules including the Escrow Agreement with U.S. Bancorp Government Leasing and Finance, Inc. 3. This Resolution shall be in full force and effect after its adoption by the City of South Bend Board of Public Works. ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana held on April 6, 2017, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. AGENDA REVIEW SESSION APRIL 06, 2017 93 ATTEST: s/Linda M. Martin, Clerk CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Elizabeth A. Maradik s/ Therese J. Dorau APPROVAL OF PERMIT APPLICATION The following permit was presented for approval: Applicant Description Date/Time Location Motion Carried Our Lady of Procession: Living April 9, 2017; On Route as Maradik/Dorau Hungary Stations of the Cross 4:00 p.m. to 5:30 submitted Parish p,m, Board members discussed the following item(s) from the agenda. - Master Services Agreement— GFOA Mr. Matt Coats, Innovation and Technology, informed the Board that this agreement should be a not to exceed amount. He stated the County can be involved in the project, and if they choose to, the City will pay less. He added they will do an amendment to the agreement to lower the dollar amount if the county participates. Attorney Michael Schmidt noted this is not an inter -local agreement, only the City signs as a party to the agreement with GFOA. - Award Bids - Water Chemicals Mr. Brad VanOosterum, Water Works, stated one of the bidders, Davis Chemical, bid a water salt not good for consumption; even though they were low, they were not responsive. He noted several chemicals that no bids were received on and stated they will go to the open market on those- - Award Bids — Granular Activated Carbon Re -Activation and Virgin Replacement Mr. VanOosterum stated Water Works chose to award the reactivation rather than the replacement. - Opening of Bids — Wastewater Treatment Plant Belt Filter Press No. 4 Rehabilitation Mr. Jacob Klosinski, Wastewater, stated they hope to also award this bid on Tuesday. He noted there was not much interest at the pre -bid meeting with only a few companies showing up. - Procession — Chet Waggoner Little League Opening Day Parade Lt. Eugene Eyster, Police Department, stated the Police submitted an unfavorable recommendation on this event, based on liability on the city and Police department_ He noted they have four (4) and five (5) year olds in open vehicles with no adult in the back for assistance. Lt_ Eyster stated they ride around in the cemetery to show the gravesite of Chet Waggoner, but none of the adults knew where the grave is. He stated they block the entrance and exit to the cemetery for the kids so anybody in the cemetery can't get out, and nobody can get in, adding it takes a long time for them to find the grave. Lt. Eyster stated nobody sits along the route, the parents are the only ones that attend and they wait at the baseball complex. Mr. Gilot questioned if the Police would have support from the Board on shortening the route and not allowing children to sit in open vehicles, would that be acceptable. Ms. Maradik asked what about if they walked instead of drove the route. Lt. Eyster stated the route was over five (5) miles previously, too long to walk. Attorney Schmidt noted nobody has ever shown up to present their case. He added it's clear the Police interest is in the safety of the children. Lt. Eyster suggested most Little League events are held in the little league field, adding he himself spent many years coaching. Attorney Schmidt stated the Board needs the petitioner to come to the Board meeting. Lt. Eyster stated they have met with the organizers on numerous occasions but the Police recommendations were not taken. Mr. Gilot stated the Board can't just say no, but they can work with them to change the event to make it safer. He suggested they could do a shorter parade. Attorney Schmidt added and adults in the vehicles. Lt. Eyster noted also the Police can't cover all of the intersections, there aren't enough officers. Attorney Schmidt stated if you don't have coverage at the intersections, there are concerns of how to provide safety_ Mr. Gilot questioned how many vehicles are involved. Lt. Eyster stated there are about thirty (30) and the event is usually about a half hour long. The Board requested the Clerk reach out to the petitioner and request they come to the Board's meeting on Tuesday, April 11 to discuss changes to the procession. - Request for Proposals — Lawn Maintenance and Mentorship Program Mr. John Martinez, VPA, stated this service is for properties given to VPA from the Department of Community Investment for maintenance. He noted they utilize youth programs to help with the mowing, noting they must be old enough to get a work permit. He stated this year's program is AGENDA REVIEW SESSION APRIL 06, 2017 94 basically the same as last year's. Ms. Dorau questioned how many proposals were received last year. Mr. Martinez stated there was only one (1). Ms. Dorau offered assistance in connecting with youth organizations. Ms. Maradik questioned what the time frame is. Mr. Martinez stated the program begins in June and goes until the end of August. - Letter of Authorization — Studebaker National Museum Mr. John Murphy stated he was asked to submit a letter of authorization, as the City Controller, for the Studebaker Museum to run a raffle. - Opening of Bids — Leighton Plaza Improvements Mr. Roger Nawrot, Engineering, stated the contractors bidding on this project requested more time. He noted this was just sent out this week and is due to open Tuesday. He requested to move the opening to April 20`h. Attorney Schmidt summarized emails were sent requesting quotes with a due date of April 11 and some bidders were not able to meet the deadline. He stated they need to send an addendum. Mr. Nawrot confirmed they are in the process, noting they are also making some changes to the specs along with the date change. He stated he called all of the bidders to notify them last night. Ms. Maradik questioned why we are doing a contract for design if we are opening quotes for installation of the statue. Mr. Nawrot stated this design is including other improvements. - Award Bids — Street and Sewer Materials Mr. Nawrot stated they are requesting the Board use their authority to waive irregularities and to split the award of these materials up in divisions. He explained this is a divisible bid, there are ten (10) parts but on some of the divisions some of the bidders only bid on a few items, other bidders bid on the other items. He explained when you have a divisible bid, you can divide only by divisions, not within divisions. Attorney Schmidt stated the request is to waive the irregularities, and make a decision based on whether the Board is comfortable that they won't receive complaints that someone didn't bid because they couldn't provide all of the materials. Mr. Gilot questioned the request to waive the bid bond on Part D. Attorney Schmidt explained that unlike the other division this particular item was below the bid threshold where the Board would require a bid bond. He noted all of the other parts were in the bid threshold, this one is not. He stated it's appropriate for the Board to waive the irregularity in this case. - New Installation — Police Parking Only Mr. Nawrot stated these signs are for along Washington St. on the south side. He stated the request is for any parking adjacent to the parking on Main St. and Washington St. be Police parking only. Mr. Nawrot noted that previously there wasn't any parking in this location but with the Smart Streets project there is now. He stated there will be five (5) signs for Police only from the east side of the Tower building. Ms. Dorau questioned if the Police lost any parking from the Smart Streets design. Mr. Nawrot stated they probably did, but this is being done as a requirement for security around the courthouse. - Ratify Reduced Senior Trash Rate Ms. Emily Leyes, Water Works, stated she read in the trash ordinance that it requires the Board to approve senior discounted water rates. She noted the Director and Deputy Director of Public Works came up with this process of bringing the information to the Board with verification by Water Works of senior eligibility, for addressing the Ordinance. Mr. Gilot requested Legal see if they can do a resolution for the Board to designate a responsible person at Water Works, noting this is micro -managing of daily operations. - Memorandum of Understanding —Teamsters Local Union No. 364 Attorney Schmidt stated this MOU is regarding teamsters hours worked on Sundays. He explained the original agreement didn't lay out this process, this is just documenting the process that's been followed. He noted this MOU is not changing dollars, and does not include a rate of pay. Master Services Agreement— Stantec Consulting Services, Inc. Ms. Dorau suggested it might be helpful to have this laid out for better understanding of the phases of the Long Term Control Plan relook. Ms. Kara Boyles, City Engineer, stated this company is the same company, formally known as MWH, which the master agreement is with. She explained they did a peer review of all the work done, adding the whole project is called "Relook". - Opening of Quotations — Norfolk Southern and Canadian National Railroad Crossings & Quiet Zones Materials Ms. Maradik questioned what this item was. Ms. Boyles informed the Board this is to meet a requirement on the city to maintain quiet zones. She stated that requirement was never met, because they were not aware of this obligation. Attorney Schmidt confirmed it needs to be done. 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. AGENDA REVIEW SESSION APRIL 06, 2017 95 BOARD OF PUBLIC "A Gary A. Qilot, President Elizabeth A. Maradik, Member Therese J. Dorau, e er \ James A. Mueller, Member aA . Fritz rg, Me er. ATTEST: `-,i4da M. Martin, Clerk REGULAR MEETING APRIL I I, 2017 The Regular Meeting of the Board of Public Works was convened at 9:34 a.m. on April 11, 2017, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, James Mueller, Suzanna Fritzberg, and Therese Dorau present. Also present was Board Attorney Michael Schmidt. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of a Collaboration Agreement between the Board of Works, Board of Park Commissioner's, and Bowman Creek Group for the installation of a tree farm on vacant City lots owned by the Board of Works. 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 March 23, 28, and April 4, 2017, were approved. OPENING REJECTION AND APPROVAL OF RE -ADVERTISING OF BIDS — BERLIN PLACE NO. 2 MECHANICALS ELECTRIC AND PLUMBING — PROJECT NO. 117-048 (RWDA TIF) 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: MARTELL ELECTRIC, LLC 4601 Cleveland Road South Bend, IN 46628 Bid was signed by: Jennifer Brown 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: $8,972,400 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above bid was referred to Community Investment and Engineering for review and recommendation. After reviewing the bid, Mr. Rich Estes, Community Investment, recommended that the Board reject the sole bid and approve to re -advertise, noting the bid was well over budget. Therefore, Ms. Maradik