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HomeMy WebLinkAbout08172017 Agenda Review SessionAGENDA REVIEW SESSION AUGUST 17, 2017 252 The Agenda Review Session of the Board of Public Works was convened at 10:36 a.m. on August 17, 2017, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, and Therese Dorau present. Board Members Suzanna Fritzberg and James Mueller were 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. OPENING OF BIDS — DOWNTOWN MILL AND ASPHALT OVERLAY — PROJECT NO 117-052R (RWDA TIF BOND 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 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: Division A Total: $145,271.04 Division B Total: $131,400.43 Division C Total: $48,651.70 Project Total — Divisions A-C: $325,323.17 RIETH-RILEY CONSTRUCTION CO., INC. 25200 State Road 23 South Bend, IN 46614 Bid was signed by: Joshua McCormick 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: $110,762.44 Division B Total: $100,754.43 Division C Total: $39,122.90 Project Total — Divisions A-C: $250,639.77 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above bids were referred to Community Investment and Engineering for review and recommendation. APPROVAL OF MEMORANDUM OF AGREEMENT — DEPARTMENT OF PUBLIC SAFETY OF THE CITY OF INDIANAPOLIS Fire Chief Stephen Cox stated this agreement will allow the Fire Department an opportunity to act as a participating agency and training site for the FEMA task force, and to provide trained personnel throughout Indiana when an Emergency Response Team is needed. In turn, he noted, it allows for funding in the area for both staff attending an emergency and their temporary fill-in staff. Chief Cox stated participation allows them to provide additional training to outside the City and inside staff. Attorney Schmidt noted this is the first step in the approval, and it will go to the council next as an inter -local agreement. Mr. Gilot questioned if it creates any liability on the part of the City. Chief Cox stated no more than a River Rescue School. He noted the participants will sign a waiver and the organizer will provide insurance. Mr. Gilot questioned the missing Exhibit A. The Chief informed him that won't occur until the agreement is in place; it will AGENDA REVIEW SESSION AUGUST 17, 2017 253 include the list of personnel. Battalion Chief Chris Baker noted the goal is five (5) or six (6) participants to start out. Upon a motion by Ms. Maradik, seconded by Ms. Dorau and carried, the agreement was approved. APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following permit and license applications were presented for approval: Applicant Description Date/Time Location Motion Carried Murray Residential August 19, Adams St. from Orange Maradik/Dorau Miller on Block Party — 2017; 10:00 St. to Liston St. No restrictions behalf of Community a.m. to 8:00 on Orange St. Greater St. Outreach p.m. John Weekend Fun Missionary Fair Baptist Church Board members discussed the following item(s) from the agenda. - Resolution No. 36-2017 — Approving the Donation of Funds to South Bend Heritage Foundation Mr. Dan Buckenmeyer, Community Investment, stated as Director of Business Development he is asking donations be made to South Bend Heritage to assist the city with commercial development. Ms. Dorau asked what specifically they will be doing. Mr. Buckenmeyer stated each project scope will be developed individually as it comes up, there is not one (1) project scope. - Traffic Control Revision Mr. Adam Parsons, Sustainability, stated he is requesting two (2) parking spots on eastbound Jefferson Blvd. at Lafayette Street be converted to electric vehicle parking with charging stations. He noted the first spot was created due to the Smart Streets project and that one they would like to create as a City electric charging spot that would have a vehicle parked there to be shared by City employees. He noted the second spot is currently a one (1) hour parking only spot they would like to change to two (2) hour parking for public electric vehicles. Ms. Maradik asked if the City is installing chargers. Mr. Parsons stated the City will be installing a dual charger. She asked if these are for hybrid vehicles also. Mr. Parsons stated most hybrids don't need to be charged but that is something to consider. He stated they would work on the wording to accommodate all vehicles that need to be charged. Ms. Maradik questioned the timeline. Mr. Parsons stated they hope to have them ready to go at the end of fall. Ms. Dorau noted this is a priority project from the Mayor's office. Mr. Gilot asked if these will be metered or meter free. Mr. Parsons explained they are still in discussion on this, noting the City can't sell electricity but they can sell time so they are looking at that. He pointed out, however, that smart chargers cost twice as much plus require an ongoing subscription. — Opening of Quotations — Morris Theatrical Lighting Controls Upgrade Mr. Patrick Sherman, VPA, stated this project will take approximately three (3) years and is to upgrade all of the lighting controls at the theater to attract acts they couldn't previously accommodate. - Professional Services Agreement — Alliance Architects, Inc. Mr. Patrick Sherman, VPA, provided a new contract for the renovations of the Morris Bistro and Palais Royale entrance and noted it will be for a not to exceed amount of $25,000. - Opening of Bids — Charles Black Center Renovations Ms. Kara Boyles, City Engineer, requested this be removed from the agenda due to a delay in the opening of bids. - Request to Advertise for Qualifications — VPA Guaranteed Energy Savings Contract Qualifications Ms. Dorau stated this RFQ is to pick a partner for the City to assess all park venues. She noted this will not be the contractor doing the work, they will be hired as projects are determined. Ms. Dorau stated this includes outdoor facilities, trail lighting, golf course lighting, along with building facilities. She confirmed that fleet will be an optional part of the RFP, noting the project is flexible and allows other options. — Award Bid — Mid -Size Hybrid Sedan Automobiles Mr. Jeff Hudak, Central Services, stated the low bid on this bid was for a smaller compact vehicle so this award is to the next lowest bidder for the requested mid -size sedans. 1 AGENDA REVIEW SESSION AUGUST 17, 2017 254 Professional Services Agreement — Quest Diagnostics Clinical Laboratories Mr. Robert Yeary, Safety and Risk, stated the City is moving all CDL and other drivers to the City clinic for drug testing. He noted that due their locations being spread out, the Police and Fire Departments will remain on their current program with third party administrators. - Change Orders ` Mr. Jacob Klosinski, Wastewater, stated both Change Orders on the agenda are reductions, based on adjustments to the projects. He stated the Calvert Lift Station Change Order is due to AEP's failure to provide electricity that created the need to add days to the completion of the project. He stated the Secondary Treatment Improvements Project reduction is due to liquidating unit price items, adding there may be further reductions to come. He explained the actual units were less than the anticipated numbers. - Professional Services Agreement — American Structurepoint, Inc. Mr. Rich Estes, Community Investment, stated this agreement is for a traffic study for the Ireland Road development for the new Menards, Holiday Inn, and Panda Express. - Resolution No. 32-2017, Approving an Updated and Amended Industrial Revolving Fund Plan Ms. Angelina Billo, Community Investment, stated after review of the City of South Bend's existing plan, the EDA made recommendations for changes to meet their requirements and update the plan. She stated the EDA has approved the City's revised plan and are now asking for a resolution from the City. She noted the plan covers five (5) years. Mr. Gilot asked if these are high risk loans. Ms. Billo stated they are for the EDA, not for the City. She noted the EDA told the City they are one of the few cities that are making money on their fund, noting the fund increased from $5,000,000 to $7,000,000. No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 11:28 a.m. BOARD OF PUBLIC WORKS Gary A. Gi ot, President Elizabeth A. Maradik, Member Therese J. Do u, �ember James A. Mueller, Member Suzanna M ritzber , Me er ATTEST: (:Linda M. Martin, Clerk REGULAR MEETING AUGUST 22, 2017 The Regular Meeting of the Board of Public Works was convened at 9:36 on August 22, 2017, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik and Therese Dorau present. Board members James Mueller and Suzanna Fritzberg were absent. Also present was Board Attorney Michael Schmidt. Elizabeth Horvath, Engineering, was present in the absence of the Linda Martin, Clerk of the Board. 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 August 3, August 8, and August 15, 2017, were approved.