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HomeMy WebLinkAbout08032017 Agenda Review SessionAGENDA REVIEW SESSION AUGUST 3, 2017 234 1 1 I The Agenda Review Session of the Board of Public Works was convened at 10:33 a.m. on August 3, 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 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 Performing Arts Center Chandelier Support. of an emergency procurement for the Morris Board members discussed the following item(s) from the agenda. - Memorandum of Assignment and Assumption — Memorial Hospital and Multi -Employer Property Trust's Mr. Dave Relos, Community Investment, stated this assignment is to follow up from the transfer to the Board of Works in the fall of the Leighton Parking Garage Complex. He noted Redevelopment Commission transferred the 1998 ground leases to the Board and they need to be put into a recorded document. He stated these relate to two (2) buildings, owned by Gibson Insurance and Memorial Hospital separately. He noted Memorial is not a tenant as he had put on the agenda. Mr. Relos informed the Board that one (1) is a ground and air lease and the other one is just for the ground. - Award Bid — South Bend Police Vehicle Equipment Lieutenant Chris Voros informed the Board that he gave the wrong numbers on the award to Waymire Fleet Equipment. He noted the agenda states Item Nos. 1 and 24, but he should have requested Item Nos. 3, 9, 11, 13, 28, and 36. - Request to Advertise for Proposals Lieutenant Voros stated this request is for an integrated video system to allow the Police Department fleet to include both body and in -car cameras. He noted there are three (3) vendors known to supply this equipment. He explained the in -car cameras would not capture a foot pursuit currently, so they need body cameras for verification of incidents. Ms. Dorau questioned why they are seeking proposals instead of bids. Attorney Schmidt stated proposals allow weighing of what is being proposed, and in this case the award is not based on cost. Mr. George King, Purchasing, stated they need to looks at integration, warranty, installation, and quality of equipment. Attorney Schmidt added it allows them to see what's out there and allows them to work with the selected vendor to make sure everything lines up correctly. Lieutenant Voros stated he discussed the scoring system with Legal and they approved it. - Temporary Occupancy Permit — Mr. Gilot stated at the last Board of Works meeting, the Board reviewed an Occupancy Permit for Majority Builder's for the Hibberd Building to close the full sidewalk for one (1) year. He noted the Board approved one (1) month and asked that representatives come to discuss the need for a full sidewalk closure, for a year. Mr. Matt Flick and Mr. Jim Bushong, Majority Builders, Inc., were present and informed the Board that 95% of the construction schedule, the sidewalk will be open between the barriers and the road for pedestrian passage. Mr. Flick stated there will be a few points in time where the barricades would take the whole sidewalk during renovation of the fagade to allow a lift truck and to provide security from falling material. He stated both the alley to the north and to the west will need temporary barricades. He stated the lot to the north behind the AT&T building allows access to the dumpsters, and they can work with Gates to move their dumpsters if necessary. Mr. Gilot reiterated they would leave the sidewalk open for pedestrian passage and ADA purposes most of the time. Ms. Dorau questioned if part of being open included the striped cycle path. Mr. Flick noted the cycle path is in the street. Ms. Dorau corrected him that the location of the cycle paths are on the sidewalk to the curb and marked with a line. Mr. Flick stated they would keep that open. Ms. Dorau suggested where there are cycle lanes, there could be different signs to let cyclists know the path is a multi -use path for pedestrians and cyclists. Mr. Jitin Kain, Public Works, stated to be clear, you will be closing from the building to the cycle path and at some times will move the barricades all the way to the curb. He asked that they provide notification ahead of time and there needs to be a plan so they can put cones up. Ms. Kara Boyles, Engineering, suggested the Board approve a partial closure, and when full closure is needed, they come in and do a separate request. Mr. Bushong stated the full closure will be needed when they replace the fagade which would take a week or two (2). Ms. Maradik asked if the north alley closure has been discussed with the affected business. Mr. Flick confirmed they have been in discussion with them for a while and they are fine with the AGENDA REVIEW SESSION AUGUST 3, 2017 235 closure. Mr. Gilot requested they provide the Board a revised exhibit showing the sidewalk, not the cycle path, and submit a separate closure for two (2) weeks for the full closure. He added the Board would approve the partial closure Tuesday. - Open and Award Quotations Mr. Patrick Sherman, VPA, apologized for requesting to open and award at the same meeting but explained their department lost some skilled trades that could have done this work and they are behind schedule now. He noted the Howard Park Lodge HVAC Installation and the Veteran's Memorial Park Electrical Works were to be completed by their skilled trades but now they have left. Mr. Gilot questioned if the awarded contractor will cover the warranty for repairs, noting the equipment was purchases a while back. Mr. Sherman stated they will and in fact the potential bidders already inspected the equipment. Mr. Sherman stated the Conservatory Roof repair is for an active leak they need to fix. - Professional Services Agreement — Compass Professional Health Services Ms. Kyra Clark, Human Resources, stated this company will help employees navigate benefits with medical assistance on claims, doctor selection, etc. She noted October 1 is the go live date. When asked about the cost, she stated it will cover approximately 1,000 employees at a cost of about $60,000. Ms. Clark stated there is enough in the insurance budget this year to cover the cost, and next year it will be budgeted separately next year. Ms. Clark stated this company gives employees a human to speak to, and is much more personal than Anthem. She noted she has heard complaints about not being able to speak to a person and not being able to get needed information with Anthem. - Professional Services Agreement — Gibson Insurance Mr. John Murphy, Finance, stated Gibson was asked to bid on this property insurance policy renewal along with five (5) other companies. He noted two (2) companies responded. Mr. Murphy informed the Board that this cost is 1.5% less than last year and is for the same coverage. - Lease Finance Agreement — Public-finance.com Attorney Schmidt stated they will have a resolution regarding this lease finance that will authorize someone to sign the documents on behalf of the Board. - Amendment No. 2 to Professional Services Agreement — Arcadis U.S., Inc. Mr. Jacob Klosinski, Wastewater, stated this amendment is an adjustment to the scope of the secondary treatment improvements project extending the dates. When questioned, Mr. Klosinski stated they would not have any recovery of the cost from liquidated damages. - Landscape Maintenance Agreement — INDOT Mr. Rich Estes, Community Investment, stated with this landscape agreement for SR 23 and US 31 Interchange corridor, the City Parks Department maintains the landscaping and INDOT pays for everything. - Vacation — Williams Street Cul De Sac Mr. Estes stated he presented this on behalf of Joe Hart with the South Bend Cubs. He explained they want to move their Kids Fun Zone here to prevent visual blockage as they renovate. He explained the comments from Engineering asks about turn -around accessibility. Mr. Estes explained they will need to go in the parking lot one way and out the other for turn -around access. - Change Order — Fellow Streetscape, Phase II Mr. Corbitt Kerr, Community Investment, stated this Change Order is to allow additional time for curb work and provides temporary approaches. - Change Order — Western Avenue Corridor Improvements from Bendix Dr. to Olive St. Mr. Kerr stated he doesn't have any information at this time on the cost or time extension for this Change Order. He said they found voids in the roadway that need to be addressed, and conduit and water service line issues. He stated he will have the numbers for Tuesday. No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms Maradik and carried, the meeting adjourned at 11:34 a.m. BOARD OF PUBLIC )YORKS Gary A. Gilot, President a wz_ Elizabeth A. Maradik, Member F--] 1 AGENDA REVIEW SESSION AUGUST 3, 2017 236 C 1 1 Mda. M. Martin, Clerk Therese J. Dorau, Ntember James A. Mueller, Member Suzanna M. Fritzberg, Member REGULAR MEETING AUGUST 8, 2017 The Regular Meeting of the Board of Public Works was convened at 9:33 a.m. on August 8, 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 Ms. Dorau and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Review Meeting of the Board held on July 20, July 25 and August 1, 2017, were approved. TABLE OPENING OF BIDS — DEMOLITION OF HOWARD PARK RECREATION CENTER — PROJECT NO. 117-058 (REDA TIF) Mr. Corbitt Kerr, Community Investment, advised the Board that this opening has been delayed until August 22, 2017, via addendum. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above bid opening was tabled. OPENING OF BIDS — FOUR (4) MORE OR LESS 2017 OR NEWER MID SIZE FOUR DOOR HYBRID SEDAN AUTOMOBILES — SPEC V (WASTEWATER AND FIRE DEPARTMENT CAPITAL BUDGET) 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: LAKE SHORE FORD 244 Melton Road Burns Harbor, IN 46304 Bid was signed by: Don Hadley 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. Ten percent (10%) Bid Bond was submitted. . o Description Year/Make/Model Unit Price 2018 Ford CMAX 2018 Ford CMAX Hybrid SE $22 491 1- Aeu = aGL,iSSY 3 white DH Estimated number of days for delivery from award date: Production times TBD by Ford Motor Company GATES AUTOMOTIVE 636 W McKinley Avenue Total Unit Cost = $90,312 (4 vehicles)