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HomeMy WebLinkAbout04202017 Agenda Review SessionAGENDA REVIEW SESSION APRIL 20, 2017 112 1 The Agenda Review Session of the Board of Public Works was convened at 10:33 a.m. on April 20, 2017, by Board Member Elizabeth Maradik, with Board Members Suzanna Fritzberg and James Mueller present. Board President Gary A. Gilot and Board Member Therese Dorau were absent. Also present was Attorney Michael Schmidt. The meeting was held in the IP 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. OPENING OF QUOTATIONS — LEIGHTON PLAZA IMPROVEMENTS PROJECT NO 117-054 (SPECIAL DONATIONS) This was the date set for receiving and opening of sealed quotations 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 quotation was opened and publicly read: GIBSON-LEWIS, LLC 1001 W 11 o Street Mishawaka, IN 46544 Quotation was submitted by Robert Lingenfelter 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 QUOTATION: $147,769.03 Upon a motion made by Mr. Mueller, seconded by Ms. Fritzberg and carried, the above quote was referred to Engineering and Community Investment for review and recommendation. APPROVAL OF PERMITS/LICENSES The following procession annlication was presented for approval Applicant Description Date/Time Location Motion Carried Dean Alvis Procession — April 22, 2017; From Howard Park Mueller/Fritzberg March for 2:00 p.m. to down LaSalle Street to Science South 4:00 p.m. Jon Hunt Plaza Bend Board members discussed the following item(s) from the agenda. - Award Bid — Single Arm Side Loading Refuse Truck Mr. Jeff Hudak, Central Services, stated three (3) bids were received. He noted Best Equipment put in six (6) bids, but the first three (3) didn't meet the specifications. He stated this is the next low bid he's requesting to award. - State QPA Purchase — Motorola Solutions Assistant Chief Todd Skwarcan, Fire Department, stated this is the continued replacement of the department's old radios that don't work with the new 800 MHZ system. He added this is State QPA pricing. - Resolution No. 16-2017 — Old National Annexation Area Mr. Michael Divita, Community Investment, stated this annexation is for a gas station and convenience store in an already highly developed area on Douglas Road and SR 23. He noted the annexation will not incur any additional costs for Public Works. - Award Bid — Ductile Iron Pipe, Gate Valves, and Fire Hydrants Mr. Ed Herman, Water Works, stated this is their standard pipe bid but the prices awarded are slightly lower than last year. Parking Lot Lease — Mary Coyne Investments, LLC Ms. Jennifer Hockenhull, Administration and Finance, stated this lease is for a lot across from Hermann & Goetz, south of the Trigon Building, on Lafayette Blvd. She noted the current City parking lot holds fifty (50) employees, the new one will hold seventy (70). Ms. Hockenhull stated there are approximately one -hundred, fifty (150) employees in the County -City building. Attorney Schmidt informed the Board that after this is approved, there is a process that will require fifty (50) signatures from City residents in support of the parking lot to follow through AGENDA REVIEW SESSION APRIL 20, 2017 113 with. Ms. Fritzberg questioned if that process is just applicable to governments. Attorney Schmidt stated it is, adding it's another check from the Council, and shows if the City is buying or leasing. He stated the Board will approve the lease, it then gets the fifty (50) city property owners signatures, goes to council, and then a resolution ratifying the lease is approved. Sewer and/or Water Service Agreement Attorney Schmidt stated after today's meeting of the IURC approving the new utility rates, these agreements will go away in the next couple of weeks. Storm Sewer License Agreement — River Walk, LLC Attorney Schmidt noted this item may be tabled. He explained it is for connection of properties in the new development at the East Race in a very condensed area. He noted it was put on the agenda, but the paperwork has not come through to Legal yet. - Quote Award — Norfolk Southern and Canadian National Railroad Crossings and Quiet Zone Materials Attorney Schmidt informed the Board that the specifications on this quote required a certification letter on the materials used and measurements by an authorized agency. He noted there were two (2) quotes received and neither submitted the letters. He stated for that reason, he was comfortable with the engineering staff contacting the bidders. He stated when contacted, both contractors had the letters and submitted them so they are good to award now. No other business came before the Board. Upon a motion by Ms. Maradik, seconded by Mr. Mueller and carried, the meeting adjourned at 10:58 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President Elizabeth A. Maradik, Member T rese J. D�®raM mber Jame A. Mueller, Member 4SuzaUfi1z6rg,)Wm-SeV ATTEST: 4idM. Martin,Qk REGULAR MEETING APRIL 25, 2017 The Regular Meeting of the Board of Public Works was convened at 9:33 a.m. on April 25, 2017, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, Suzanna Fritzberg, and Therese Dorau present. Board Member James Mueller was absent. Also present was Board Attorney Michael Schmidt. 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 April 6, April 11, and April 18, 2017, were approved. OPENING OF BIDS — ONE (1) OR MORE 2017 OR NEWER TUB GRINDER — SPEC I (ORGANIC RESOURCES CAPITAL LEASE) This was the date set for receiving and opening of sealed bids for the above referenced equipment. 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: