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Home My WebLink About05182017 Agenda Review SessionAGENDA REVIEW SESSION MAY 18, 2017 151 The Agenda Review Session of the Board of Public Works was convened at 10:39 a.m. on May 18, 2017, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, Therese Dorau, Suzanna Fritzberg, and James Mueller present. Also present was Attorney Michael Schmidt. The meeting was held in the 13th 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. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of a Sewer Main Line Extension Agreement with St. Joseph County. OPENING OF QUOTATIONS — LEIGHTON PLAZA IMPROVEMENTS PHASE 2 — PROJECT NO. 117-154A 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: C&S MASONRY RESTORATION LLC 3725 N Foundation Court, Suite A-B South Bend, IN 46628 Quotation was submitted by Steve Fields 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: Division A: $37,808.00 Division B: $20,196.00 Upon a motion made by Ms. Fritzberg, seconded by Ms. Maradik and carried, the above Quotations were referred to Engineering for review and recommendation. AWARD QUOTATION — CITY OF SOUTH BEND SOLID WASTE RESTROOM UPDATES (SOLID WASTE) Ms. Jessica Alstott, Solid Waste, advised the Board that on May 9, 2017, quotations were received and opened for the above referenced project. After reviewing those quotations, Ms. Alstott recommended that the Board award the contract to the lowest responsive and responsible bidder, Ziolkowski Construction, Inc., 4050 Ralph Jones Drive, South Bend, IN 46628, in the amount of $19,592. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Ms. Dorau seconded the motion, which carried. APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following permit and license annlications were nresented fnr nnnrminI- Applicant Description Date/Time Location Motion Carried Rwandan Procession — May 19, 2017; 4:00 p.m. On Route as Maradik/Dorau Community Walk to to 5:00 p.m. submitted IN Michiana Remember Board members discussed the following item(s) from the agenda. - Award Bid — Tub Grinder Mr. Jeff Hudak, Central Services, informed the Board this equipment is for Organic Resources for grinding of trees and limbs. He noted there were three (3) bids received and the low bidder did not meet the specifications in size, construction, strength of materials, and engine type. He added the engine they bid was based on EPA credits they received and this would compromise the City's award recognitions for reducing fleet emissions. - Award Bid — Compact Track Loader Mr. Hudak stated one bidder, Bobcat, gave several alternates and they are awarding one of the alternates that met the specifications. Business Associate Agreement and Data Services Agreement Ms. Jennifer Hockenhull, Finance, stated this agreement takes three (3) years of data of health claims and analyzes on how to save money. She noted if they save the City money, the City AGENDA REVIEW SESSION MAY 18, 2017 152 pays them 25% of the savings. Mr. Gilot questioned if they use real-time data or if they go back and use historical data. Ms. Hockenhull stated they will use both real time and historical. - Award Proposal — Lawn Maintenance and Mentorship Program Mr. Sherman, stated this award is for the highest scoring proposal, from Greater Impact Lawn Care, of two (2) proposals submitted. Ms. Dorau questioned if this is the same company that performed last year. Mr. Sherman confirmed it is. - Opening of Bids — Monroe Parking Lot and Street Improvements Mr. Corbitt Kerr, Community Investment, stated they will be requesting to award this bid on Tuesday also. - Reject Bids — Berlin Place No. 2 Electrical, Berlin Place No. 2 Mechanical, and Berlin Place No. 2 Plumbing Attorney Schmidt stated they are still in the process of reviewing this item and the request to reject and re -advertise may change before Tuesday. - Professional Services Agreement — Abonmarche Consultants, LLC Mr. Kerr stated the original plans for the Portage Prairie Area were not adhered to, so they are going back to the basics on how this sewer plan should be set up to accommodate future development. - Memorandum of Understanding — St. Joseph County Mr. Kevin Fink, Engineering, stated this cost share agreement is to light up the coal Line Trail and help align it with Portage Avenue. He noted this is a $900,000 project but the City's responsibility so far is only $52,000. Attorney Schmidt added it is really a county project; they will own it and are paying for it. Sewer Main Line Extension Agreement — St. Joseph County Attorney Schmidt stated this addition to the agenda is for a sewer main line extension with the county. Mr. Horvath noted it is actually three (3) items; two (2) industrial permits and an agreement with the county that transfers a sewer line to the city while maintaining an area for the County to attach. He stated connector's will be charged based on the surcharges and connection fees. Attorney Schmidt stated the City made concessions on annexation, noting it's five (5) miles outside the City limits and New Carlisle has already started the process of annexing. Attorney Schmidt stated it's a good revenue source for the city and allows customers outside of the City to connect. Mr. Horvath stated a study was done that included non -compete language. He noted they wanted to do a joint study of waste water needs and how to best service to keep long term customers. He added it was mostly a capacity study. Mr. Gilot questioned if you're in the city, you pay the city rate, but what will the rates be when New Carlisle annexes. Mr. Horvath explained they aren't annexed, they will use our rates in the agreement. Attorney Schmidt added the use goes into the City's system, not New Carlisle's. Mr. Horvath stated the cost will all be based on the System Development Charge. Ms. Dorau questioned if there is the potential that users would be better off using the county system. Attorney Schmidt explained that one of the things made clear in the agreement is this is not to be used for new developments. - Permit and License Recommendations Ms. Maradik questioned what "Incomplete Recommendation" meant on the agenda. Attorney Schmidt stated he asked the Clerk to put that on the agenda to make sure the Board is aware that neither the Police Department nor the Traffic Department are reviewing or responding to the applications for special events. He added he did not want the Board mislead by reading "Favorable Recommendations". Ms. Dorau noted those are the most important departments that the Board depends on for recommendations. Mr. Eric Horvath, Director of Public Works, stated he spoke to the Traffic Department and they will be reviewing and responding, but he has no control over the Police Department. - Non -Residential Block Party — Art Beat Ms. Maradik stated there is anticipated construction around One Michiana Square at the same time as Art Beat and questioned whether they were aware of that. - Revised First Amendment to Local Government Service Exchange Agreement - WNIT Mr. Horvath noted the Board approved a three (3) year agreement for this public access channel previously subject to the County and Mishawaka also approving. He stated this is a revised one (1) year agreement because that's all they would agree to. Mr. Gilot noted there's an allowance for the City to use the Public Broadcasting channel for the State of the City, and the Mayor has used it for a forum previously. He added they also let you have your videos to upload on YouTube. No other business came before the Board. Mr. Gilot declared the meeting adjourned at 11:15 a.m. AGENDA REVIEW SESSION MAY 18, 2017 153 11 BOARD OF PUBLIC WORKS — ,� �/ Aj),_t- Gary A. Gilo , President *x" Elizabeth A. Maradik, Member Z�� e,_� 1� Therese J. DorAT, NVniber James A. Mueller, Member Suzanna M. Fritzberg, Member ATTEST: 4id M. Martin, Clerk REGULAR MEETING MAY 23, 2017 The Regular Meeting of the Board of Public Works was convened at 9:35 a.m. on May 23, 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. CHANGE TO AGENDA Mr. Gilot stated the Board would move Item 2F. to 2A. to allow staff to review and award the bids for the Monroe Parking Lot and Street Improvements today. 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 May 4, May 9, and May 16, 2017, were approved. OPENING AND AWARD OF BIDS — MONROE PARKING LOT AND STREET IMPROVEMENTS — PROJECT NO 117-043 (RWDA TIC 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: WALSH & KELLY, INC. 24358 State Road 23 South Bend, IN 46614 Bid was signed by: Dustin Hilary 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: $228,898.08 RITSCHARD BROS., INC. 1204 W Sample Street South Bend, IN 46619 Bid was signed by: Rachelle Dolniak