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HomeMy WebLinkAbout06072018 Agenda Review SessionAGENDA REVIEW SESSION JUNE 7, 2018 169 The Agenda Review Session of the Board of Public Works was convened at 10:30 a.m. on Thursday, June 7, 2018, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, Therese Dorau, James Mueller, and Suzanna Fritzberg present. Also present was Attorney Clara McDaniels. Board of Public Works Clerk, Linda M. Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. AWARD QUOTATION — MAYOR'S OFFICE CARPET (COIT) Mr. Adam Parsons, Sustainability, advised the Board that on May 22, 2018, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Parsons recommended that the Board award the contract to the lowest responsive and responsible bidder, Office Interiors, 1415 University Drive Court, Granger, IN 46530, in the amount of $11,770. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Ms. Fritzberg seconded the motion, which carried. Board members discussed the following item(s) from the agenda. - Street Name Change Mr. T.J. Sult, President, East Side Little League, was present and addressed the Board. He stated they are requesting to rename the drive into the Little League Park, currently named Keller Street. He noted there are no homes on the street. Mr. Sult stated they would like to call it Ray Schreiner Street to honor Mr. Schreiner after thirty (30) years of volunteering with the Little League in many capacities. He noted if you GPS the address it takes you out to the airport to another Keller Street. He added it's very confusing, especially to people coming from out of town. He stated the name change will help people find the park. - Assignment of Leases, and Use, Maintenance and Fagade Agreements Mr. David Relos, Community Investment, stated Community Investment is requesting to assign the Board rights to the Michigan Street shops for the sale of the property. He explained the Use and Maintenance Agreements are to make sure the shop's look is consistent and cohesive. He noted they will be selling the floor to ceiling shops, and the Board will retain the Leighton and Wayne Parking Garages and air above space. He noted there is .an easement involved for the HVAC systems in the shops and there will be an exclusive right to purchase included in the agreements for the City. He asked that the effective date for the documents state the closing date, not the Board's approval date. Mr. Gilot asked if the Board had done a resolution to assign Mr. Relos to act on behalf of the Board for the closing documents. Mr. Relos noted the Redevelopment Commission owns the shops, and they did one on his behalf. - Amendment to QPA Software Agreement Mr. Dan O'Connor, IT Department, stated this is actually two (2) agreements with Kronos to optimize the integration with Human Resources and Payroll modules. He explained one (1) is a configuration agreement for $70,880 and the other part is an interface agreement for $28,160. He noted this accomplishes several changes, including adding the Fire Department, and an overtime figuring feature. - Membership Agreement — Collective Shift Mr. Brian Donohue, IT Department, stated this is agreement is for the City to become a network member to be able to use the LRNG platform. He noted the success of the platform in Chicago and Kansas City. Ms. Dorau questioned who the target audience will be. Mr. Donohue stated it is geared to young adults and open to the community. Ms. Fritzberg questioned if the City will tie in with the schools. Mr. Santi Garces, IT, stated that is possible. - Agreement —Hurry Home Ms. Alkeyna Aldridge, Community Investment, stated this is for a pilot program to stabilize the market in certain neighborhoods. Ms. Fritzberg asked if this is a donation or a contract. Ms. Aldridge stated it is both, explaining it is a donation, but the City has certain things they want them to do. Ms. Fritzberg stated she is more concerned about the relationship with the two (2) parties, noting the City policy has been to move away from grant agreements. Mr. Mueller noted this is a pilot. Mr. Gilot asked if there is a home assessed at $30,000 or $40,000, will they not be eligible for the program, noting the minimum assessed value of $50,000. Mr. Mueller stated there isn't a minimum, it's up to $80,000. Ms. Dorau asked if there are living standards that must be met. Ms. Aldridge the properties will have to be inspected by inspectors from the city. Mr. Gilot stated it's a good concept that could lead to more home ownership in the city. - Award Quotation — Rum Village Dog Park Construction Mr. Patrick Sheman, VPA, stated the two (2) alternates they are awarding are for concrete used for the pad and the extension of a water line in the park. - Award Quotation — Charles Black Center Exercise Equipment AGENDA REVIEW SESSION JUNE 7, 2018 170 Mr. Sherman stated two (2) quotes were received for this equipment, both from the same vendor. He noted the low quote was non -responsive to the specifications so they are awarding the higher quote. - Negotiated Contract — Interstate Gas Supply Mr. Gilot asked Mr. Adam Parsons, Facilities Manager, if the price for gas is up or down from last years'. Mr. Parsons stated it has remained the same, as well as delivery costs. Mr. Gilot asked if they would lock in the price. Mr. Parsons stated they don't because the utility provider hedges in strips and will notify the city to approve or deny as the costs change. Ms. Dorau noted that since the city started contracting, they've saved $300,000 to $400,000 per year. - Professional Services Agreement — Black & Veatch Corporation Mr. Jacob Klosinski, Wastewater, stated this is for the design of the Wastewater Treatment Plant electrical upgrades. He noted this has been tabled for years due to the cost, adding they will be doing the upgrades in parts rather than the whole plant at once. Mr. Klosinski stated some of the components are sixty (60) years old. He noted the normal life span is twenty-five (25) to thirty (30) years. Mr. Klosinski stated the upgrades will cut costs by putting the plant in a better rate schedule. - Professional Services Agreement — Kil Architecture and Planning Mr. Klosinski stated they are focusing on occupied spaces for these building masonry improvements. He noted this first area is a key area for personnel. He stated they are trying to get the masonry building spaces dry. - Opening of Quotations - Roto Rooter Jetter Removal Mr. Klosinski stated a Roto Rooter head got stuck in a lateral on Mishawaka Avenue. This quote is to get it removed. - Award Bids — Ravina Park — Bowman Creek Stabilization Ms. Alicia Czarnecki, Engineering, stated they are asking to award Divisions No. 2 and 3 and rejecting Division No. 1 due to costs. She noted Item 9.B., Request to Advertise for Ravina Park Stabilization, is related to this. - Resolution Empowering City Engineer's Office to Establish and Post Noise Ordinance Signs Ms. Czarnecki stated this resolution is to empower the City Engineering Department to post noise ordinance signs, due to a lot of citizen requests for this. Mr. Gilot asked if there is a decibel level. Ms. Czarnecki stated it applies to vehicle noise. Mr. Gilot stated they need decibels to enforce it. Ms. Czarnecki stated it's 80 decibels. The Board discussed the difficulty of getting equipment to the area for testing the noise when it occurs, and from what distance it would be considered over 80 decibels. Ms. Maradik questioned why we are putting up signs all over town. Ms. Kara Boyles, City Engineer, stated these requests are for the triangle neighborhood. Mr. Gilot asked if they looked at doing a pilot to see if it's useful. Ms. Boyles stated they did not, but she liked that idea. Ms. Fritzberg noted it doesn't change enforcement, there is already an Ordinance that addresses this issue. Mr. Gilot asked if they could do a ninety (90) day trial, adding they would like boundaries and a range of time for an experiment. Ms. Boyles stated they would redo the resolution and asked that this be removed from the agenda. - Opening of Quotations — East Race Sidewalk Repair Ms. Sue Ellen Doudrick, Engineering, asked that the wording "under Colfax" be added to the title of this project, noting there will be additional areas to come so they need to be able to discern between them. She noted there are historical water issues here that will be addressed. - Award Quotation - Bowman Creek Improvements Ms. Doudrick stated this project is for clean-up of a culvert and installation of a gate. Mr. Gilot asked if she had coordinated with another project related to the Bowman Creek. Ms. Doudrick stated they checked and determined this will not overlap with the other project. - Change Order — Old Clay Utilities Sewer Lining Ms. Doudrick stated this is for an upsize in the sewer pipe and a time extension. She noted they will have a revision to the date because they can't start until an easement is acquired. Ms. Kara Boyles stated she asked for them to look at an alternate route. Mr. Gilot noted this could take a very long time in the experience he has had in the past with gaining an easement. - Opening of Bids — Berlin Place Site Concrete, Landscape Plantings, and Building 4 Roof Pavers Mr. Mueller questioned if this was being paid out of the TIF bond. Ms. Boyles stated the agenda should just state RWDA TIF, it shouldn't be the TIF bond. - Opening of Quotations — APS Installation Mr. Gilot asked Mr. Kyle Silveus, Engineering, what APS was. Mr. Silveus explained it stands for accessible pedestrian signal for traffic signals. He stated this will make a bird chirping sound. - Professional Services Agreement — Lochmueller Group, Inc. AGENDA REVIEW SESSION JUNE 7, 2018 171 Mr. Silveus stated this is for the design of the Leeper Park fountain, and trail connectivity. Ms. Boyles noted funding should come out of the Park TIF Bond 5. No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 11:35 a.m. BOARD OF PUBLIO W Gary A Gi ot, President Elizabeth A. Maradik, Member Therese J. Dorau, Member Suzanna M. Fritzberg, Member %`..— Jam s A. Mueller, Member ATTEST: nda M. Martin, ler REGULAR MEETING JUNE 12, 2018 The Regular Meeting of the Board of Public Works was convened at 9:30 on Tuesday, June 12, 2018, by Board President Gary A. Gilot with Board Members Therese Dorau and Elizabeth Maradik present. Board Members Suzanna Fritzberg and James Mueller were absent. Also present was Board Attorney Clara McDaniels. 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 Meeting of the Board held on May 17, May 22, May 29, and June 5, 2018, were approved. OPENING OF BIDS — ONE (1) OR MORE 2018 OR NEWER COMBINATION JET RODDER/VACUUM MACHINE WITH CAB AND CHASSIS — SPEC R (SEWER DEPARTMENT CAPITAL) This was the date set for receiving and opening of sealed bids for the above referenced equipment. The Clerk tendered proof of publication of Notice in the South Bend Tribune, which was found to be sufficient. The following bids were opened and publicly read: BEST EQUIPMENT CO., INC. 5550 Poindexter Dr. Indianapolis, IN 46235 Bid was signed by: Maria Dahlmann Non -Collusion, Non -Discrimination Affidavit was submitted Five percent (5%) Bid Bond was submitted Indiana Local Business Preference Claim Submitted :e pt��M_No. Est. Q Item Manufacturer 1 V312HEN/1500114SD Vaccon/Freight-liner E$3UEH,E195�fOO Year Make/Model — Trade -In Unit Price 2006 Unit SN488, Single Axle Sterling/Vactor $45,000.00 r,sumaLea numner or aay ror aeiivery trom award date: 75-90 days ARO I