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HomeMy WebLinkAbout10042018 Agenda Review SessionAGENDA REVIEW SESSION OCTOBER 4, 2018 299 The Agenda Review Session of the Board of Public Works was convened at 10:34 a.m. on October 4, 2018, by Board President Gary Gilot, with Board Members James Mueller, Suzanna Fritzberg, and Therese Dorau present. Board Member Elizabeth Maradik was absent. 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 — LIBERTY TOWER EXTERIOR RENOVATIONS — PROJECT NO. 118-086A (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: BROWN AND BROWN GENERAL CONTRACTORS INC. 124 S. Elkhart St., PO Box 487 Wakarusa, IN 46573 Bid was signed by: Eric Brown Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted :p Division D: Base Bid Total $256,328.00 Division D: Alternate D-1 Total $3,969.00 Division D Total Base Bid Plus Alternates $260,297.00 RIETH-RILEY CONSTRUCTION CO., INC 25200 SR 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 :E Division D: Base Bid Total $193,176.50 Division D: Alternate D-1 Total $203,476.50* Division D Total Base Bid Plus Alternates �r $203,476.50 Scrivener s rrroi MIDLAND ENGINEERING COMPANY INC. 52369 State Road 933 North South Bend, IN 46637 Bid was signed by: Michael Frahn Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted BID: Division A: Base Bid Total $501,400.00 Division A: Alternate A-1 Total $124,900.00 Division A: Alternate A-2 Total $5%300.00 Division A: Alternate A-3 Total $17,800.00 Division A: Alternate A-4 Total $30,000 Division A: Alternate A-5 Total Division A: Total Base Bid plus Alternates Deduct $15,000 $718,400.00 GIBSON-LEWIS, LLC 1001 W. 11 h Street Mishawaka, IN 46544 Bid was signed by: James Nagle Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted AGENDA REVIEW SESSION OCTOBER 4, 2018 300 1 Base Bid Division C $299,247.00 Division C: Alternate C-1 $34,310.00 Division C: Total Base Bid plus Alternates $333,557.00 Upon a motion made by Ms. Dorau, seconded by Ms. Fritzberg and carried, the above bids were referred to Engineering and Community Investment for review and recommendation. AWARD BID — HOWARD PARK REDEVELOPMENT — PROJECT NO 117 047B (PARK BOND/REDA TIF/REGIONAL CITIES & CUMULATIVE CAPITAL) Mr. Roger Nawrot, Engineering, advised the Board that on August 28, 2018, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Nawrot recommended that the Board award the contract to the lowest responsive and responsible bidder Larson Danielson Construction Co., Inc., 302 Tyler Street, LaPorte, IN 46350 in the amount not to exceed $18,819,307 for Base Bid Nos. 1, 2, and 3. Mr. Mueller noted there should be additional funding sources through Venues, Parks, and Arts included. Therefore, Ms. Dorau made a motion that the recommendation be accepted and the bid be awarded as outlined above subject to confirming the funding. Ms. Fritzberg seconded the motion, which carried. Board members discussed the following item(s) from the agenda. - Professional Services Agreement — Corbin Design Ms. Cara Grabowski, Engineering, stated this agreement is for the design of the Wayfinding Master Plan being paid by the $50,000 grant the City received that was discussed at the last Board meeting. She noted the other $30,000 will be covered by Complete Streets funding. Ms. Dorau asked if this includes the cost of the sign installation. Ms. Grabowski stated it doesn't but there will be a partnership and match with Community Investment and Streets for that cost. Mr. Gilot questioned if the signs will show up in a google map or social media. Ms. Fritzberg stated they won't but that is something they might look at. - Emergency Agreement and Contracts Ms. Alicia Czarnecki, Engineering, stated these three (3) agreements are due to the repair of the 3' piece of plaster that fell from the cornices at the Morris Performing Arts Center. She noted the work has been done. Mr. Gilot clarified the Board is ratifying after the fact due to the emergency situation. - Software License Agreement and Services Agreement — Crowe LLP Mr. Matt Coats, IT, stated this is for the replacement of the ERP Naviline system with Dynamics 365, a Crowe developed system for finance. Ms. Dorau asked if all of the funding is going to flow through Crowe. Mr. Dan O'Connor, IT, stated it is. Mr. Gilot asked if they're responsible for the migration of the data. Mr. O'Connor stated that is part of the timeline plan. He noted this was a great collaboration and wanted to recognize the great team work, making special note of the legal team's efforts. - Request to Advertise — Wastewater Treatment Plant Electrical Upgrades Mr. Jacob Klosinski, Wastewater, stated this is for backup generator power for the Wastewater Treatment Plant which will aid in the long term control plan. He noted some switches are fifty (50) to sixty (60) years old. He added the back-up will keep all emergency equipment functioning. - Memorandum of Understanding — Teamsters Local Union No. 364 Ms. Chris Villaire, Human Resources, stated in the existing Teamsters agreement the position of Meter Reader does not exist. She stated this is to add that position, which is currently held by staff, to the agreement. Mr. Eric Horvath, Public Works Director, explained the person that drives the truck around to read the AMI's is still called the meter reader. He noted if the AMI doesn't read they need to get out of the truck to read the meter. - Opening of Quotes — Lime Bike Parking Areas Ms. Sue Ellen Doudrick, Engineering, stated this is for painting bike parking locations. At the suggestion of Mr. Horvath she acknowledged they can change the name to Bike Parking Areas to accommodate other programs. Ms. Doudrick stated this is just the first venture to possible more areas. She stated they are requesting to open and award at the regular meeting. Mr. Gilot asked about the design. She stated it is a box with parking lines and a bike symbol. - Request to Advertise —Three Twenty at the Cascade Site Utilities Mr. Gilot asked if this is for getting utilities to the site or from the site. Ms. Doudrick stated it is for both. - Temporary Easement — Sisters of the Holy Cross AGENDA REVIEW SESSION OCTOBER 4, 2018 301 Ms. Doudrick stated this should be listed as both a temporary and a permanent easement. She noted she just received approval of the terms of the easements from the Sisters of the Holy Cross. - Amendment No. 1 to Professional Services Agreement — DLZ Indiana, LLC Mr. Roger Nawrot, Engineering, stated this agreement is for the report on damages to the Century Center men's and women's restroom floors. He informed the Board that a plugged roof drain backed up and exploded in both rooms. Mr. Nawrot stated it did significant damage, and the non -load bearing walls need to be replaced along with the floors and plumbing. - Amendment No. 1 to Professional Services Agreement Wantman Group, Inc. Mr. Nawrot stated this amendment is to address the buyout of Carl Walker, Inc. and increase the hourly rates. He added it does not change the total amount of the contract. Mr. Gilot stated we had a signed contract but they are changing the rates; that makes him uncomfortable. Mr. Horvath added there are two (2) things being accomplished with this addendum, they are changing the name and because it's a years' old agreement and work hasn't been done for a long time, they are asking for updates to current rates. Mr. Gilot stated it would be good to have a memo in the file explaining that, adding it's not a bid, it's professional services. He added it's good to reflect that. - Professional Services Agreement — Abonmarche Consultants, Inc. Mr. Nawrot informed the Board that this is for design of a new traffic signal system at Ewing and Fellows intersection, noting this is the only mechanical system left in the city. - Opening of Bids Lafayette Building Skylight and Masonry Repairs Mr. Kyle Silveus, Engineering, stated these repairs include masonry repairs on the front and sides of the Lafayette Building. Mr. Mueller asked if the alley is going to be opened back up. Mr. Silveus stated they will need the alley to access the tuck pointing. He added they can talk to them to see if they can do that side first. - Professional Services Agreement — ACM Engineering and Environmental Services Mr. Silveus stated this agreement came about after they found lead in the Erskine Clubhouse. He informed the Board the cost is $3,650. - Opening of Quotations — 2018 Tree Planting Mr. Silveus stated there will be six (6) species of trees to choose from, for twenty-four (24) locations. Mr. Horvath confirmed the City Forester has approved all species and locations. - Professional Services Agreement — Michiana Health Information Network Ms. Fritzberg stated Michiana Health Information Network will collect property data of the history of children with elevated lead levels and track the addresses to notify any new residents of potential health issues. - Amendment No. 1 to Professional Agreement Patrick Engineering, Inc. Ms. Kara Boyles, Engineering, stated this is for analysis and design of the East Side Quiet Zone alleyway corridors to see if there are other safety things the city can do to remove the temporary concrete barriers. She noted they are looking at a commercial driveway also. - Legal Services Agreement — City of South Bend Legal Department Attorney Sandra Kennedy stated the amount for this agreement is based on the maximum salary of an Assistant City Attorney and not reflective of any one (1) salary. She noted the legal department assists in collaboration with each other for all city departments. - Licenses — Open Air Business Mr. Gilot read through the comments from Engineering regarding the location of this open air business at 743 S. Walnut stating "the tree lawn is only five (5) feet wide in front of the house they wish to set up in front of and they have not provided any size dimensions of this "small table" they are proposing to set up in the tree lawn. Also, the sidewalk is only four (4) feet wide and they cannot have people congregating in front of this table blocking the sidewalk". Mr. Gilot stated these were good observations. He suggested the Board should make the recommendation to move the spot to the wider sidewalk at 745 S. Walnut as recommended by Engineering. No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Fritzberg and carried, the meeting adjourned at 11:30 a.m. BOARD OF, PUBLIC WORKS AGENDA REVIEW SESSION OCTOBER 4, 2018 302 Therese J. Dorau, Member Suzanna M. Fritzberg, Member pel- Jamr, Member ATTEST: Linda M. Martin, Cler REGULAR MEETING OCTOBER 9, 2018 The Regular Meeting of the Board of Public Works was convened at 9:38 on Tuesday, October 9, 2018, by Board President Gary A. Gilot, with Board Members Suzanna Fritzberg and Elizabeth Maradik present. Board Members Therese Dorau and James Mueller were absent. Also present was Board Attorney Clara McDaniels. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of the award of a Request for Proposals for the Enterprise Resource Planning project. 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 September 20, September 25, and October 2, 2018, were approved. OPENING OF BIDS — THREE TWENTY AT THE CASCADE — EXTERIOR INSULATION AND FINISH SYSTEM — PROJECT NO 118-074B (REDA 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 bid was opened and publicly read: GIBSON-LEWIS, LLC 1001 W. 11 h Street Mishawaka, IN 46544 Bid was signed by: Robert Lingenfelter Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted BID: $487,253.00 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above bid was referred to Engineering and Community Investment for review and recommendation. OPENING OF BIDS — LAFAYETTE BUILDING SKYLIGHT AND MASONRY REPAIRS — PROJECT NO. 117-100R (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: PRECISION WALL SYSTEMS, INC 3801 S. Main Street South Bend, IN 46614 Bid was signed by: Jason Christy Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted