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HomeMy WebLinkAbout06222017 Agenda Review SessionAGENDA REVIEW SESSION JUNE 22, 2017 189 The Agenda Review Session of the Board of Public Works was convened at 10:35 a.m. on June 22, 2017, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, Therese Dorau, and James Mueller present. Board Member Suzanna Fritzberg was 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. Mr. Gilot noted the presence of Associate Dean Jay Brockman, University of Notre Dame, and approximately thirty (30) interns working on the Bowman creek project. He explained to them the Board approves the administrative actions to carry out the Mayor's initiatives. CHANGE TO THE AGENDA Mr. Gilot stated the Board has been asked to remove Agenda Item No. 9A, a QPA Agreement. APPROVE REQUEST FOR EMERGENCY PROCUREMENT — MORRIS PERFORMING ARTS CENTER — PHANTOM OF THE OPERA CHANDELIER SUPPORT — PROJECT NO. 117-034 Attorney Michael Schmidt stated the Venues, Parks, and Arts Department went out to bid for the above project but no bids were received by the Board. He explained this is a Public Works project so they cannot go to the open market and just hire a company to do the work. Attorney Schmidt stated, however, the Morris Performing Arts Center is in danger of breaching their contract with the Phantom of the Opera Production Company if this doesn't get installed, so he is asking the Board to recognize the emergency nature of this project and authorize staff to use the emergency procurement process laid out in I.C.36-1-12-9. He noted Ms. Tara Weigand, Engineering, has already been able to solicit two (2) quotes, and she is looking for at least one (1) more. He added they need to get this done as soon as possible and there is no time to bid the project again before the show. Therefore, upon a motion by Ms. Maradik, seconded by Ms. Dorau and carried, the Board recognized the emergency nature of this project and authorized staff to proceed with the emergency procurement process. RATIFY AWARD OF QUOTATIONS — EXPERIENCE LODGE RENOVATION Attorney Schmidt stated the Venues, Parks, and Arts Department has been doing renovations and remodeling to the Experience Lodge on St. Louis Blvd. to create office space. He explained they have properly quoted a number of larger contracts, however they didn't have the quotes opened at a public meeting. He stated they submitted documents verifying they solicited quotes properly and awarded to the lowest bidder, so he is asking the Board to ratify the following awards already made: a) Farrell Finishing — Drywall (1) Amount: $7,800 b) Carpet Service Outlet - Flooring (1) Amount: $10,724.89 c) Industrial Door — Basement Door (1) Amount: $7,671 d) Ziolkowski Construction, Inc. — Masonry Restoration (1) Amount: $13,300 Attorney Schmidt noted since this is a public works project there are some additional smaller items listed out that it was determined are important to get in front of the Board to ratify also, and acknowledge the error. He stated since their error, there have been two (2) rounds of training with the VPA team to make sure this doesn't happen again. Upon a motion by Mr. Gilot, seconded by Ms. Maradik and carried, the Board ratified the awards of the above quotes and the additional list submitted. Board members discussed the following item(s) from the agenda. - Professional Services Agreement — Alliance Architects, Inc. Mr. Corbitt Kerr, Community Investment, stated this design is for a new recreation center and ice and water feature in Howard Park. He noted the project is being broken up into two (2) phases, with this one the preliminary and design phase. He informed the Board the amount is $175,000 for this phase, and the overall expected project cost will be from $7,000,000 to $9,000,000. Attorney Schmidt stated the contract is being reviewed and should be ready by Tuesday. - Professional Services Agreement — H.J. Umbaugh AGENDA REVIEW SESSION JUNE 22, 2017 190 Mr. John Murphy, Controller, stated this contract is to determine the amount of lost property tax revenue from the city. He explained it is costly due in part to $7,500 for each TIF district. He noted it is a parcel by parcel analysis, and Umbaugh is the best firm to provide this study. - Professional Services Agreement — Redevelopment Commission Mr. Dan O'Conner, Information Technologies, stated this request is just to approve the transfer of funds to redevelopment. Mr. Gilot noted the Board has an agency agreement with Redevelopment that the Board of Works carries out their bidding processes for them. - Professional Services Agreement — Brian Donoghue Attorney Schmidt asked Mr. O'Connor how long is Brian's contract going to continue? Mr. O'Connor stated this is through December 31, 2017 and they have the position budgeted for next year. Ms. Maradik asked if there is a scope of work of targets he has to meet. Mr. O'Connor stated there is. - Professional Services Agreement — South Bend Code School LLC Ms. Dorau questioned Mr. O'Connor on what the tasks are for this project and who is involved. Ms. Anna Kennedy, Innovation and Technology, stated there are four (4) components to the project. She explained one (1) is on the website design; one (1) is facilitation of meetings with the community; one (1) is helping with updating the websites; and the final one (1) is helping create the procurement strategy for creating a website. - Award Bid — Police Patrol Vehicles Mr. Chad Goben, Police Department, stated there is a scrivener's error on the agenda, noting the total price is incorrect. He stated the price indicated is without the installation of the equipment and the installation should also be included. Ms. Martin, Clerk of the Board, stated this award may be changing entirely because Bloomington Ford did not submit a bid security with their bid. Mr. Gilot stated they would need to confirm they did not obtain a bid bond prior to submitting their bid. He added the Board has let bidders cure the irregularity if they obtained a bid bond prior to the bidding and can produce evidence of that in the form of a bid bond or cashier's check dated prior to the bid opening. Mr. Matt Chlebowski, Central Services, stated the amount on the agenda is correct for the vehicles; the equipment and installation will be done in-house. He noted last year it was not done in-house because the staff did not have the time, but they are doing it this year. Mr. Goben stated the equipment installation is part of the warranty. Mr. Chlebowski stated the equipment comes from a separate vendor that sells the equipment but doesn't do the installation. He added Central Services has the qualified people to do the installation which will save money, and they will be able to get it done on time this year. Mr. Gilot noted there are several issues to be resolved and it doesn't sound like they will be ready to make this decision by Tuesday unless the details can be worked out. Mr. Eric Horvath, Public Works, summarized they have issues to be resolved with the bid bond, whether CNG will be awarded, and the installation of the equipment. Mr. Hudak noted they have to place their order by July 7t' or they will have to order next year's vehicles. - Notice of Intent — 2017 Self Paving Program Ms. Kara Boyles, City Engineer, stated this is related to the annual paving program and the City using internal crews to do the work. She noted State law requires the City to advertise notice of self -performance if the work exceeds $100,000. Attorney Schmidt stated the staff is qualified and has the skills to do the work without additional training. Ms. Boyles noted two (2) projects, Mayflower Road and Washington Street, will exceed the $100,000 limit. She informed the Board that the City previously asked a contractor to do the work with a Change Order. When they submitted an estimate that came in over $300,000, the decision was made to look at self - performing. Mr. Murray Miller, Local No. 645, asked if this was a public hearing. Attorney Schmidt stated no that will be Tuesday. Mr. Miller questioned if the cost includes materials and labor. Mr. Gilot noted it does, adding everything is quantified on the spreadsheet. Attorney Schmidt asked Mr. Miller if he had a copy of the spreadsheet. Mr. Miller confirmed he had received the spreadsheet. He questioned who is going to do the inspection on the work, noting the city usually inspects city projects. Ms. Boyles stated the city will inspect it. Mr. Miller asked if that was a conflict. Mr. Gilot answered that the city can count on the engineer inspectors to be honest and objective, noting they are licensed and they have to meet standards. Attorney Schmidt added if there are issues, we will hear and we want to know. - Agreement — Memorial Health System, Inc. Ms. Boyles informed the Board that this is for access from Memorial to install a very long sewer line that crosses Memorial's parking lot. She added they were not able to create a mold for this and transport it because of the length so they are doing it in sections. - Professional Services Agreement — HWC Engineering Ms. Boyles stated this is a new vendor for the city with offices in Indianapolis and Terre Haute. She stated the project is related to an unfinished loop near the bypass near Prairie Ave. that has very complicated issues, with swales and ditches. She confirmed it is related to the Potawatomi AGENDA REVIEW SESSION JUNE 22, 2017 191 Indian development project. Mr. Horvath noted they will be contributing to the cost of this project. No other business came before the Board. Upon a motion by Mr. Mueller, seconded by Ms. Maradik and carried, the meeting adjourned at 11:19 a.m. BOARD OF PUBLIC WORKS &�3 6(A_-Je Gary A. Gilot, Presid nt Elizabeth A. Maradik, Member Therese J. D rau, ember James . Mueller, Member u a rrtzb •g, Mem Ji TEST: daM. Martin, Cler REGULAR MEETING JUNE 27, 2017 The Regular Meeting of the Board of Public Works was convened at 9:35 a.m. on June 27, 2017, by Board President Gary A. Gilot, with Board Members James Mueller, and Therese Dorau present. Board Members Elizabeth Maradik and Suzanna Fritzberg were absent. Also present was Attorney Benjamin Dougherty. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of Resolution No. 24-2017, Accepting the Assignment of Tax Sale Certificates from the St. Joseph County Board of Commissioners. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Dorau, seconded by Mr. Mueller and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Review Meeting of the Board held on June 8, June 13, and June 20, 2017, were approved. APROVE NOTICE OF INTENT — 2017 SELF -PAVING PROGRAM Mr. Gilot stated the city intends to self -perform two (2) paving projects, Washington Street and Mayflower Road, that exceed $100,000 including labor and material. He noted under Indiana law, the City is required to publish its Notice of Intent when using its own workforce for any projects exceeding $100,000. Mr. Gilot stated neither project will exceed the $250,000 limit. He added the Street Department has the qualified staff to do the work and it is less costly to do so. Mr. Gilot asked if there was anyone present that had any further questions or needed further discussion. Hearing none, upon a motion by Mr. Gilot, seconded by Ms. Dorau and carried the Board approved the Notice of Intent. OPEN AND AWARD OF BIDS — FELLOW STREETSCAPE: BROADWAY STREET TO EWING AVENUE — PROJECT NO. 116-041B (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: WALSH & KELLY, INC. 24358 SR 23 South Bend, IN 46614