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HomeMy WebLinkAbout05042017 Agenda Review SessionAGENDA REVIEW SESSION MAY 4, 2017 129 The Agenda Review Session of the Board of Public Works was convened at 10:40 a.m. on Thursday, May 4, 2017, by Board President Gary A. Gilot, with Board Members Therese Dorau and James Mueller present. Board Members Elizabeth Maradik and Suzanna Fritzberg were absent. Also present was Attorney Michael Schmidt. The meeting was held in the 13t' 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 BIDS — BERLIN PLACE NO. 2 ELECTRICAL — PROJECT NO. 117-048E (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 bids were opened and publicly read: HERMANN & GOETZ, INC 225 S Lafayette Blvd. South Bend, IN 46601 Bid was signed by: Thomas Herron 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: $2,492,975.00 CBS SERVICE, LLC 5005 Lincolnway E, Suite A Mishawaka, IN 46544 Bid was signed by: Cara Smith 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: $892,500.00 MARTELL ELECTRIC, LLC 4601 Cleveland Road South Bend, IN 46628 Bid was signed by: John Martell 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: $2,237,000.00 Upon a motion made by Ms. Dorau, seconded by Mr. Mueller and carried, the above bids were referred to Community Investment Engineering for review and recommendation. After review, Mr. Corbitt Kerr, Community Investment, stated they will not be awarding today. OPENING OF BIDS — BERLIN PLACE NO. 2 MECHANICAL — PROJECT NO. 117-048M (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 bids were opened and publicly read: AGENDA REVIEW SESSION MAY 4, 2017 130 HAVEL DIV. SHAMBAUGH & SON L.P 3210 Sugar Maple Court South Bend, IN 46628 Bid was signed by: John Reed 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: $1,941,972.00 B.C.MECHANICAL, INC. 882 Anderson Road Niles, MI 49120 Bid was signed by: Mike Fields 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: $1,619,000.00 EDWARD J. WHITE, INC. 1011 S Michigan St. South Bend, IN 46601 Bid was signed by: Joe White 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: $2,035,519.00 HERMANN & GOETZ, INC. 225 S Lafayette Blvd. South Bend, IN 46601 Bid was signed by: Thomas Herrman 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: $2,015,000.00 Upon a motion made by Ms. Dorau, seconded by Mr. Mueller and carried, the above bids were referred to Community Investment Engineering for review and recommendation. After review, Mr. Corbitt Kerr, Community Investment, stated they will not be awarding today. OPENING OF BIDS — BERLIN PLACE NO. 2 PLUMBING — PROJECT NO 117-048P (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 bids were opened and publicly read: HERRMAN & GOETZ, INC. 225 S Lafayette Blvd. South Bend, IN 46601 AGENDA REVIEW SESSION MAY 4, 2017 131 Bid was signed by: Thomas Herrman 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: $2,894,737.00 IDEAL CONSOLIDATED, INC 806 W Sample St South Bend, IN 46601 Bid was signed by: John Martell 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: $2,753,000.00 Upon a motion made by Ms. Dorau, seconded by Mr. Mueller and carried, the above bids were referred to Community Investment Engineering for review and recommendation. After review, Mr. Corbitt Kerr, Community Investment, stated they will not be awarding today. OPENING OF QUOTATIONS — LEIGHTON PLAZA IMPROVEMENTS (REBID) PROJECT NO. 117-054R (SPECIAL DONATIONS) Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referenced project. Ms. Martin, Clerk of the Board, stated there were no quotes received for the project. Attorney Schmidt noted this is the second time quotes have been requested, they need to determine if they can go to the open market at this point. He noted this is a public works project and it is his belief that those projects are not supposed to go to the open market. Mr. Eric Horvath, Director of Public Works, stated they will review and come up with a plan. APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA Mr. David Relos, Community Investment, stated these two (2) agreements are due to the sale of the Doubletree Hotel. He explained the estoppel says that all parties agree there are no violations with the agreement. He noted the agreements have to do with the skywalk, which the City owns, so that is why it is a party to the agreement. Mr. Relos added the agreements update the names of the parties to the agreements to reflect change in ownership. The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for approval: Type Business Description Amount/ Motion/ Construction, Easement, Restriction and Operating Agreement Estoppel AFP 111 Corp. Estoppel Regarding the Sale of the Doubletree Hotel Property Funding N/A Second Dorau/Mueller Second Amendment to Construction, Easement, Restriction and Operating Agreement AFP 111 Corp. I To Reflect Ownership Change of the Doubletree Hotel Property N/A Dorau/Mueller Board members discussed the following item(s) from the agenda. - Fleet Partner Agreement- Clean Fuels Ohio Mr. Matt Chlebowski, Central Services, stated this agreement with Clean Fuels of Ohio allows the City to test drive an electric car for ten (10) days at no cost to the city. He added whoever does the test drive has to have a two (2) year clean driving record. - Award Bid — Commercial Riding Mowers Mr. Jeff Hudak, Central Services, stated this bid award is not going to the low bidder. He explained their mower deck wasn't up to the specifications on metal strength, their warranty was AGENDA REVIEW SESSION MAY 4, 2017 132 for two (2) years and the specifications required a three (3) year warranty, and their drive system does not meet the specs. Mr. Gilot noted that would make them a non -responsive bidder. - Change Order — Coquillard Primary Safe Routes to School Attorney Schmidt questioned this Change Order, noting it was over the 20% threshold. Ms. Kara Boyles, City Engineer, stated this is the one that was previously on the agenda and taken off to confirm MACOG was going to participate. She added that has been confirmed. The Board noted Mr. Kevin Fink, Engineering, gave a detailed explanation at a previous Board meeting. - Resolution No. 20-2017 — Outlining the Average Daily flow Rates for Sewer Capacity Certifications Ms. Boyles explained this resolution covers when calculations for overages are not outlined in Indiana Code. She noted it includes commercial and industrial heavy users. Ms. Boyles stated the applicant has the opportunity to provide a capacity certification of their true flow. Attorney Schmidt stated we just recently received approval from the IURC so we're going to have to make more decisions on the correct sewer development charge computations. Mr. Gilot questioned if they are all metered. Mr. Horvath stated they are and there are provisions to allow them six (6) months to show they have not increased over the maximum allowance, if they go over their allowed amount. Ms. Boyles noted they have users connecting to the City system that may already know they are going to exceed the maximum. - Service Agreement — Public Safety Medical Attorney Schmidt questioned why the Fire Department doesn't use the City's Activate Clinic for their Firefighter physicals, rather than contracting with another agency. Mr. Horvath noted the NFPA has guidelines for Fire Departments that Activate can't meet. BOARD RECESSED Upon a motion by Mr. Gilot, seconded by Ms. Dorau and carried, the Board recessed at 11:14 a.m. to reconvene at 11:30 a.m. to allow the award of the three (3) Berlin Place bids. BOARD RECONVENES The Board reconvened at 11:30 a.m. Mr. Gilot stated the decision was made to not award today. No other business came before the Board. Therefore, upon a motion by Mr. Mueller, seconded by Mr. Dorau and carried, the meeting adjourned at 11:31 a.m. BOARD OF PUBLIC WORKS Gary A. clot, President Elizabeth A. Maradik, Member Therese J. Dorau, Member Jam . Mueller, Member uzanna M. Filzbert, Member ATTEST: 4� e C.�. ��. L nda M. Martin, Clerk REGULAR MEETING MAY 9, 2017 The Regular Meeting of the Board of Public Works was convened at 9:32 a.m. on May 9, 2017, by Board President Gary A. Gilot, with Board Members James Mueller, Suzanna Fritzberg, and Therese Dorau present. Board Member Elizabeth Maradik was absent. Also present was Board Attorney Michael Schmidt.