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HomeMy WebLinkAbout10182018 Agenda Review SessionAGENDA REVIEW SESSION OCTOBER 18,2018 318 The Agenda Review Session of the Board of Public Works was convened at 10:33 a.m. on October 18, 2018, by Board President Gary A. Gilot, with Board Members .lames Mueller, Elizabeth Maradik, and Therese Doran present. Board Member Suzanna Fritzberg was absent. Also present was Attorney Clara McDaniels, Board of'Public Works Clerk, Linda A Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. Mr. Gilot noted the addition to the agenda of an Access Agreement with Notre Dame University, AWARD BID —_LAFAYETTE BUILDING EXTERIOR RENOVATION — PROJECT NO 117- 1.9 QRRWDA 'FIF) Mr. Kyle Silveus, Engineering, advised the Board that on October 9, 2018, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Silveus recommended that the Board award the contract to the lowest responsive and responsible bidders: a) Precision Wall Systems, Inc., 3801 S. Main St., South Bend, IN 46614 (1) Amount: $213,900; Division A, No Alternates b) C&S Masonry Restoration, LLC, 3725 Foundation Ct., Suite AB, South Bend, IN 46628 (1) Amount: $236,705; Division B, Base Bid and Alternates B I, B2, B3, and B4 Therefore, Ms. Maradik made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Doran seconded the motion, which carried. Board members discussed the following items) from the agenda. - Award Proposal — Utility Billing System Mr. Matt Coats, IT Department, informed the Board there were several stages of evaluation to this proposal, including a written proposal and a demonstration. - Change Order - VPA Maintenance Storage Building Mr. Patrick Sherman, VPA, stated this project was for developing the building to house the VPA Experience Vehicle. He noted they found out the vehicle plus the truck is too long to fit and they need to extend the building by six (6) feet. - Special Purchase — Hoosier Fire Equipment Mr. Todd Skwarcan, Fire Department, stated this is the same vendor that supplies the cylinders for the CBA equipment, and the compressor needs to be compatible. Mr. Gilot reiterated this is a compatibility issue. - Software Agreement — ESO Solutions, Inc. Mr. Skwarcan stated this agreement is for web -based ambulance run reporting. He noted the Fire Department uses the software for other reporting. Attorney McDaniels informed the Board there is one issue in that this is a Texas domicile and when the City entered into the original agreement back in 2014 they requested ESO register with the State of Indiana. She said she checked and they still have not registered• She stated she has communication with their legal representative and is waiting on that confinnation. Mr. Gilot questioned the funding listed as Professional Services. Mr. Skwarcan stated this is the initial startup cost, it will be rolled into IT funding eventually. - Professional Services Agreement — New Avenues Ms. Kyra Clark, Human Resources, stated this is a renewal of the existing agreement with no additional costs. Mr. Gilot noted the cost difference between safety personnel and regular employees and suggested would it be cost effective to have more non -safety individuals to attend at those locations, M. Clark stated they would look into that. She added the Fire Department is taking advantage of the program, but Police are utilizing it less. She noted they communicate with the department heads and are aware of those that need it, but it's difficult to get people to take advantage of the service. - Professional Services Agreement — SEMMA Health, Inc. Ms. Clark stated SEMMA provides the City with helpful information regarding their Benefit Plan, She stated the cost is less than last years' and noted the agenda showed last year's cost, She stated it should be $1,000 per month, and this is a 2019 evaluation t1or 2020. Ms. Doran asked if there aren't any changes, does the city pay out for successes. Ms, Clark clarified they identify what the city is actually paying for, and make recommendations for changes for cost savings. She stated the audit is the only success fee charge, The Board asked about privacy regarding employee's health data. Ms. Clark stated they only get claims data, they don't get any private information and there are no names associated with their data. Attorney McDaniels asked if we can make sure there are terms in there that protect the client's privacy information. AGENDA REVIEW SESSION OC`I'OBER 1 82018 319 - Award Bid — Gemini at Washington -Colfax Apartments Mr. Kyle Silveus, Engineering, stated after the questions came up at the last meeting, he checked and can confirm this building is not located in a historical district and is not a historical landmark. - Request to Advertise — Wayne St. Parking Garage Roof Replacement Mr. Silveus stated due to confusion because of two (2) parking garages on Wayne St., he would like to change the name of this project to Main Street garage. The Board noted there is also another parking garage on Main St. and Colfax. - Traffic Control Devices — South Bend Ave., Notre Dame Ave., and Campeau St. Ms. Theresa Harrison, Engineering, stated a traffic study was redone since updates to these areas and the addition of bicycle lanes. She stated the intersection was found to meet traffic warrants for additional stop signs. She informed the Board the City will be installing four (4) way stop signs and placing advance warning signage and signals for six (6) weeks prior. Mr. Mueller asked if there has there been outreach to the neighborhood. Ms. Harrison noted that is where the original request came from. - Traffic Control Devices — 120 Dr. Martin Luther King Jr. Blvd. Ms. Harrison noted this pedestrian crosswalk is already in place, this will just be the installation of signs and flashers to reinforce it. - Traffic Restriction — Reserved Parking for Sixteen (16) Motor Coach Buses Mr. Gilot noted this is a request from Tippecanoe Restaurant for reserved parking during a Notre Dame home game. He noted there are a lot of venues in the area that could be utilized for this purpose rather than a traffic restriction in the public right-of-way. Mr. Eric Horvath, Public Works Director, stated there are no signs posted at this location so they are welcome to park there, but it should be first come first served, not reserved parking there. He note Public Works would have to have staff out there setting up signs and monitoring. The Board agreed this sets a precedent for reserved parking for a private party in a public street during Notre Dame Games and the applicant should be told they are welcome to park there if the spaces are open. - Access Agreement — University of Notre Dame Mr. Mueller stated the addition to the agenda is for an access easement to install a temporary drive on the east side of Stephenson Mills during the construction of the hydro project. Ms. Kara Boyles, Engineering, stated she has concerns about such generic terms in the agreement. She noted this is property owned by the city that is being used and to be replaced by Notre Dame. She stated she has concerns about being left with disturbed areas. Mr. Gilot questioned if they posted a bond. Ms. Boyles agreed they should post one. Mr. Mueller stated if this waits until the November Board meeting, there isn't time to get it done this year with asphalt plants closing, so it's being done subject to Engineering's requirements. Ms. Boyles noted its' accessing into the County with the bridge. Mr. Gilot stated in past projects, the City required the posting of a bond and a video to show the condition of the site prior to the work. Mr. Mueller noted they are doing a contribution of $1,000,000 to the City. If there are issues, he noted, the City doesn't have a lot of concern on if they have to put some money into the repairs. Ms. Boyles asked if they can put conditions in the agreement that they have to restore the site to the original condition. She noted it says that this is only for resident's access, not construction traffic, but she is afraid it will be used for construction access. Attorney McDaniels stated she would work on it and get it together for Tuesday. - College Street Block Party Mr. Gilot read comments from Police and Traffic and Lighting regarding the set-up of a tent and bounce house in the street. Mr. Gilot stated if someone gets hurt in the street the city is potentially liable for injury. He noted if a child falls out of the bounce house, it would be better to fall in the grass, not the concrete. The Board agreed the tent should not be put in the street due to the size and blocking emergency vehicles and stated the bounce house can only be secured with sand bags, not stakes. - Alley Vacations The Board noted almost all of the vacation requests have comments and read through them. It was noted that most of the requests did not meet the criteria for a vacation and would not be recommended. - Revision of Industrial Discharge Permits Mr. Gilot questioned the approval of so many permits at once and asked why someone wasn't there to address the revisions. He noted the Board shouldn't be approving revisions without knowing what the issues are for each significant user. He read through the memo submitted by Ms. Lauren Trapp, Wastewater, and noted these were modifications approved by the EPA and City of South Bend Common Council. He stated these are legislative modifications, but he would like someone present to speak on these. AGENDA REVIEW SESSION OCTOBER 18. 2018 320 No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 11:32 a.m. BOARD OF PUBLIC WO Gary Gilot, Pre ident Elizabeth A. Maradik, Member terese J,fI)o°au ember Suzanna Fritzbergg, Member James A. Mueller, Member ATTEST: 111nda M. Martin, Clerk REGULAR MEETING OCTOBER 23 2018 The Regular Meeting of the Board of Public 'Works was convened at 9:32 a.m. on Tuesday, October 23, 2018, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik and James Mueller present. Board Members Suzanna Fritzberg and Therese Dorau were absent. Also present was Board Attorney Clara McDaniels. APPROVE MINUTES OF PREVIOI:DS MEE"I'°ING Upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Meeting of the Board held on October 4, October 9, and October 16, 2018, were approved. OPENING OF BIDS — THREE TWENTY AT THE CASCADE GLAZED ASSEMBLIES — PRO:IECT NO. l 18-0i4A R.E17A 'ITIF 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: J.W. WER:NTZ & SON INC. 1002 Kerr St. South Bend, IN 46601 Bid was signed by: Patrick Werntz Non -Collusion, Non -Discrimination Affidavit Form was completed Ten percent (10°%) Bid Bond was submitted BID: $1,652,000.00 PRECISION WALL SYSTEMSINC. 3801 S. Main. St. 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