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HomeMy WebLinkAbout07202017 Agenda Review SessionAGENDA REVIEW SESSION JULY 20, 2017 218 The Agenda Review Session of the Board of Public Works was convened at 10:33 a.m. on July 20, 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 130' 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. APPROVAL OF REQUEST TO REJECT QUOTATIONS — UNITY GARDENS SITE DEVELOPMENT —PROJECT NO. 117-050 (RWDA TIFF In a memorandum to the Board, Mr. Corbitt Kerr, Community Investment, requested permission to reject all quotes for the above referenced project due to exceeding the budget. He noted there will be a change in the scope of the project and quotes will be solicited again. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above request was approved. Board members discussed the following item(s) from the agenda. - Award Bid — Janitorial/Cleaning Supplies Ms. Toni Laisure, Central Services, stated there were eleven (11) bidders on this divisible bid, and ten (10) awarded. She noted 24% of the awards were to minority businesses, and 28% awarded to local vendors. Ms. Laisure stated pricing was good this year, and some prices were even better. Mr. George King, Purchasing, stated this is Ms. Laisure's forth year of doing the bid without the County's participation and she's doing well and getting a lot of WBE and MBE businesses to bid. - Special Purchase — Brown Equipment Company Mr. Matt Chlebowski, Central Services, stated this request is for replacing a 1994 truck purchased with the same process. He noted the truck has to be compatible with the CUE software system in use. Attorney Schmidt stated he questioned why the truck was included, and was told this software had to be attached to this truck to be compatible. Mr. Chlebowski confirmed that two different trucks couldn't be compatible and the software wouldn't work. - Contract — SBC Global Services, Inc. d/b/a AT & T Global Services Mr. Shawn Delahanty, Information Technologies, stated this is for network connectivity for Police Stations, six (6) Fire Stations, the county jail, and the Secret Service location. Mr. Gilot questioned if the Metronet was available for connection at these sites. Mr. Mike Sniadecki, Information Technologies, stated they will connect eventually to the Metronet when available at these locations. Mr. Delahanty noted these are substations situated at various locations outside of the Metronet line. He added they included a pricing study showing a three (3) year agreement is less expensive that a twelve (12) month agreement. - Opening of Quotations — Seitz River Wall Solar Light Upgrade Mr. Patrick Sherman, VPA, stated this is LED lighting for the river wall lighting near the former Wharf site. Ms. Dorau stated they can get utility rebates on the LED lighting if they apply before the installation. She asked him to contact her staff and they would work with him on this. - Opening of Quotations — Conservatory Roof Repair Mr. Sherman stated they had an assessment on the conservatory building, and the leaking between the old and new buildings was found to be the biggest issues. He noted it creates a mold issue that needs to be cleaned up. - Professional Services Agreement — KIL Architecture and Planning Mr. Sherman stated this agreement is to evaluate the Erskine Clubhouse for future use. He informed the Board that the intent by management is to change the facility into use as a way to make money. He added they will review options from a basic remodel to a full remodel. Mr. Gilot questioned if it will include the sitework scope, noting if the building is enlarged, will a bigger parking lot be needed. Mr. Sherman stated that would be part of it. - Opening of Quotations — Water Works Leak Survey Mr. Ed Herman, Water Works, stated this was quoted at a cost per mile and when quotes are opened they will decide how much line to do. He informed the Board that the water leak loss is nearly 15%. - Change Order — Western Avenue Corridor Improvements Mr. Corbitt Kerr, Community Investment, stated this Change Order doesn't change the completion date or the dollar amount. He explained the contractor requested additional time for their intermediate completion due to encountering an underground storage tank and concrete pavement outside of the area originally designated for concrete pavement removal. Mr. Gilot AGENDA REVIEW SESSION JULY 20, 2017 219 noted this is differing site conditions, adding this is not something done normally but for site conditions, it made sense. - Professional Services Agreement — Lawson -Fisher Associates, P.C. Mr. Kerr stated this is for a messy intersection at Fellows Street at the raised crosswalk at Riley High School. - Professional Services Agreement — Lawson -Fisher Associates, P.C. Mr. Kerr stated this agreement is subject to funding by the Redevelopment Commission. He noted the trail needs ADA accessibility and they are looking at options for connecting the trail under the Jefferson Bridge. Ms. Maradik noted they will incorporate signage if there is an on- going event at the Century Center Island, showing options to get around the Island. - Traffic Control Request — LaPorte Ave. and Colfax Ave. Intersection Mr. Kerr explained this request is the result of a traffic signal study done by DLZ showing that no signal was warranted at this intersection. He noted they are looking to convert Colfax Avenue to two-way traffic at this location. He stated based on the Manual on Uniform Traffic Control the City is required to do a ninety (90) day study first, and hold a public meeting, before removing the traffic signal. Ms. Boyles noted the study showed a four (4) way stop sign wasn't warranted, but due to sight conditions, it works best. - Reject Bids and Re -Advertise — Downtown Mill and Asphalt Overlay Ms. Kara Boyles, Engineering, stated the specifications for this bid include a combination of locations. She stated the funding for the project is through the TIF Bond and there isn't enough money left to cover the entire area requested. Ms. Boyles stated they will rebid this project using only areas within the TIF boundaries. - Resolution No. 27-2017 Attorney Schmidt stated this resolution authorizes and appoints Mr. Eric Horvath, Director of Public Works, on behalf of the Board, to perform such administrative tasks as signing titles, approval of reduced senior trash rates, and other miscellaneous tasks to help the efficiency of the department. - Professional Services Agreement — EnFocus Mr. Gilot stated he will need to recuse himself from the vote on this agreement. Ms. Martin, Clerk of the Board, stated the amount of the agreement is $20,000. - Professional Services Agreement — Lawson -Fisher Associates, P.C. Ms. Boyles stated this project is being done through a $2,300,000 Community Crossing grant towards road replacement funding. She stated this is initial survey work for Ironwood Road from State Road 23 to Corby Blvd. and the work will include some full depth concrete repair and patching, and includes the intersection of Corby Blvd. and Ironwood Rd. Ms. Boyles stated the contractor is considering paving at night -so as not to disrupt traffic on this busy route. Mr. Gilot asked if they are doing two (2) lanes at a time. Ms. Boyles noted it will be just a restriction, not a closure. She added the City pays for the engineering process. - Memorandum of Understanding — St. Joseph County Ms. Boyles stated this agreement is for Mayflower Road paving from Western Ave. to Lincoln Way West. She explained this is a cost share, the county's contractor is doing the work. Ms. Dorau asked if the City owns half of the road. Ms. Boyles confirmed they do. - Occupancy Permit Ms. Maradik asked for clarification on which alley this is occupying, noting there is a north and a west alley. She questioned also how much of the sidewalk will be closed, noting it's a 20' wide sidewalk, so it could remain partially opened. The Board requested the Clerk follow-up with the Permit Manager. No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 11:22 a.m. BOARD OF PUBLIC WORKS Om" t�, Gary A. Gilot, a ,,, k, ' izabeth A. Maradik, Member Therese J. D rau, ember AGENDA REVIEW SESSION JULY 20, 2017 220 Jam A. Mueller, Member Suzanna M. Fritzberg, Member ATTEST: Lin a M. Martin, Clerk REGULAR MEETING JULY 25, 2017 The Regular Meeting of the Board of Public Works was convened at 9:32 a.m. on July 25, 2017, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, James Mueller, and Therese Dorau present. Board Member Suzanna Fritzberg was absent. Also present was Board Attorney Michael Schmidt. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Review Meeting of the Board held on July 6, July 11, and July 18, 2017 were approved. OPENING OF BIDS — NEWMAN CENTER SITE DEVELOPMENT - PROJECT NO. 117- 060R (REDA 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: HRP CONSTRUCTION, INC. 5777 Cleveland Road, PO Box 266 South Bend, IN 46624 Bid was signed by: Paul Fallon 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: Division A Total: $316,801.25 Division B Total: $113,807.07 Division C Total: $70,546.05 Alternate Al Total: $74,100.00 THE ROBERT HENRY CORPORATION 404 S. Frances St. South Bend, IN 46617 Bid was signed by: Stephen Henry 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: Division A Total: $299,310.20 Division B Total: $119,773.77 Division C Total: $85,466.64 Alternate Al Total: $71,930.00