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HomeMy WebLinkAbout09062018 Agenda Review SessionAGENDA REVIEW SESSION SEPTEMBER 6 2018 266 The Agenda Review Session of the Board of Public Works was convened at 10:33 a.m. on September 6, 2018, by Board President Gary A. Gilot with Board Members James Mueller and Elizabeth Maradik present. Board Member Suzanna Fritzberg was absent. Board Member Therese Dorau joined the meeting at 10:40 a.m. 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, OPENING OF BIDS — LINCOLN WAY EAST CORRIDOR IMPROVEMENTS: SAMPLE ST. TO TWYCKENHAM DR. — PROJECT NO 117-OSSA (RWDA TIF) This was the date set for receiving and opening of sealed bids for the above referenced project. 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: RIETH-RILEY CONSTRUCTION CO. INC. 25200 State Road 23 South Bend, IN 46614 Bid was signed by: Joshua McCormick Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted BASE BID TOTAL: $495,000 WALSH & KELLY, INC. 24358 SR 23 South Bend, IN 46614 Bid was signed by: Dustin Hilary Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted BASE BID TOTAL: $459,000 Upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the above bids were referred to Venues, Parks, and Arts for review and recommendation. Board members discussed the following item(s) from the agenda. - Resolution No. 47-2018 — Transfer of Property to Redevelopment Commission Mr. David Relos, Community Investment stated this property transfer of 900 S. Lafayette Blvd. is from the Board of Works to the Redevelopment Commission. He explained this is one (1) parcel that is part of Ignition Park property that was not included in the original transfer. Mr. Gilot stated there was a widening of the intersection at one time and the city transferred part of the property to the state. Mr. Relos stated that is correct but the city eventually got it back. Mr. Mueller asked if Mr. Relos knew anything about the encroachment further down. Mr. Relos stated there were three (3) buildings facing Main Street that were encroaching when the city bought the property from the Air Gas Company. He added the city never made an attempt to get it back. Mr. Mueller suggested some type of action should probably be done, either to allow the encroachment or get the land back from them. Ms. McDaniels asked if conversations were had with the Director of Public Works regarding this transfer to see if he has any comments about it. Mr. Eric Horvath, Director of Public Works, stated Engineering can look at what the long term potential needs will be and if there are potential right-of-way needs, they can save a portion of the property, noting it could very well be turn lanes will be needed there in the future. Mr. Gilot suggested keeping a 50' triangle. Mr. Horvath agreed and stated it could also be done as a deed restriction. - Amendment to Professional Services Agreement — Kil Architecture Mr. Relos stated this amendment is for an increase to hire a subcontractor with Frost Engineering for the structure holding the skylight up at the Lafayette Building. He noted the existing structure can't be saved and they need to have a structural engineer look at it. - Resolution No. 48-2018 — Donation of Funds to the St. Joseph County Library Mr. Brian Donohue, IT, stated this is a mirror of the arrangement with the Martin Luther King Jr. Center for setting up a digital access center. He noted the Library will run the program, adding they are more qualified to do so. AGENDA REVIEW SESSION SEPTEMBER 6, 2018 267 - Lateral Proposal — St. Joe Valley Metronet, Inc. Mr. Mike Sniadecki, IT, stated there are three (3) phases to this Metronet build out. He noted this is Phase II; Phase 1 is complete. He stated this will include four (4) fire stations, and four (4) golf course locations that have existing slow T1 access now. Mr. Sniadecki stated there is a lateral going down Ireland Road that they will need to extend the locations to. Mr. Gilot asked if there are other opportunities for connections. Mr. Sniadecki stated there are businesses along York Road. Mr. Horvath asked if they considered doing point to point connections for some of these expensive ones. Mr. Sniadecki stated wireless is still not reliably consistent. Mr. Donohue added point to point is good, but still not reliable. They felt this was the most reasonable, reliable option. - UPS Agreement — Graybar Electric Mr. Sniadecki stated this is for battery backup power to protect equipment and keep it running for several fire stations, parking garages, and the Morris Performing Arts Center. - Statement of Work — MicroIntegration, Inc. Mr. Sniadecki stated Information Technologies was recently informed that end of life for 2008 operating systems will be January of 2020. He noted this work will start upgrades to twenty-two (22) servers currently using the 2008 operating system. - Change Order — Mishawaka Avenue Roto Rooter Jetter Removal Ms. Sue Ellen Doudrick, Engineering, stated this project actually included two (2) areas of work, but the title doesn't reflect the entire project. She noted this Change Order was for Division 2, North Shore Drive, for the replacement of eight (8) catch basins and inlets. She stated the plan was to reconnect the storm leads, but they found they were filled with debris. Ms. Doudrick stated the Sewer Department came out and put a camera down the pipes that showed the lead pipe was filled with debris. She noted the alternative relocation of the lead pipes presented major utility conflicts or cutting across Michigan Street. When cut open, concrete debris, asphalt slurry, and soil was found in the pipe, and one (1) of the joints in the pipe was actually offset, all of which created backups within the catch basin which lead to excessive puddling at the intersection's southeast corner during rain events. Ms. Doudrick stated the decision was made to replace both pipes. She added these were all unforeseen conditions that had to be repaired. Mr. Horvath noted the scope of work did not change and these weren't add-ons, they were all unforeseen conditions. Ms. Doudrick added the Street Department happened to be paving at this location so they were able to fill in the area at completion. - Award Bid — St. Joseph Streetscape Mr. Kyle Silveus, Engineering, stated he would like to postpone this bid award due to Menards work not being complete. Mr. Horvath asked if they could award and do the Notice to Proceed later, adding is there any risk of them not doing the work. Mr. Silveus stated the risk is if Menard's doesn't finish this year, the Notice won't be issued until next year. The Board requested Attorney Clara McDaniels look into the legal restrictions on issuing the Notice to Proceed, noting there is a potential timeline in which it must be issued after the award. - Request to Advertise — Gemini Washington -Colfax Masonry and Stair Repairs Mr. Gilot asked if a Certificate of Appropriateness is needed on this work. Ms. Maradik stated she thought this building has national status and a certificate is not necessary, but suggested Mr. Silveus confirm that. - Procession — Church World Services Mr. Gilot noted Howard Park will be under construction and this group is using it for their starting point. The Board requested the petitioner be informed of the potential need for a revised starting point. - Alley Vacation — North/South Alley from West Marion Street to West Madison Street, East of Lafayette Blvd. and West of Main Street Mr. Horvath read through the comments regarding opposition to the vacation of this alley and noted they all suggest this will hinder growth and access. He noted the applicant is saying they own all of the property so it won't hinder the use by others. Ms. Maradik stated the vacation would hinder possible future development. She added there are at least two (2) property owners she knows of. Mr. Horvath reviewed and noted it's a joint petition, with both in favor. The Board stated it needs to be determined if there is potentially future development planned that this vacation would hinder. 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 AGENDA REVIEW SESSION SEPTEMBER 6, 2018 268 `1 u 1 _&J-n ��� - Gary A. ilot, President Elizabeth A. Maradik, Member Therese J. Do r u, Member Suzanna M. Fritzberg, Member James A. Mueller, Member ATTEST: da M. Martin, Jerk REGULAR MEETING SEPTEMBER 11, 2018 The Regular Meeting of the Board of Public Works was convened at 9:33 a.m. on Tuesday, September 11, 2018, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, Therese Dorau, and Suzanna Fritzberg present. Board Member James Mueller was absent. Also present was Board Attorney Clara McDaniels. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Meeting of the Board held on August 23, August 28, and September 4, 2018, were approved. OPENING OF BIDS — GEMINI AT WASHINGTON-COLFAX APARTMENT IMPROVEMENTS — PROJECT NO 118-080A (WWDA TIF) This was the date set for receiving and opening of sealed bids for the above referenced project. 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: DUDECK ROOFING AND SHEET METAL 1634 S. Franklin Street South Bend, IN 46613 Bid was signed by: Stan Peak Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted BASE BID TOTAL: $128,820.00 WOLF COMMERCIAL ROOFING, INC 1319 N. Iowa St. South Bend, IN 46628 Bid was signed by: Mark Wolf Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted BASE BID TOTAL: $139,750.00 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above bids were referred to Engineering and Community Investment for review and recommendation.