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HomeMy WebLinkAbout11082018 Agenda Review SessionAGENDA REVIEW SESSION NOVEMBER 8, 2018 338 The Agenda Review Session of the Board of Public Works was convened at 10:33 a.m. on November 8, 2018, by Board President Gary A. Gilot, with Board Members James Mueller, Suzanna Fritzberg, and Elizabeth Maradik present. Board Member Therese Dorau 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 — MAINSTREEVWAYNE STREET PARKING GARAGE ROOF REPLACEMI.N'T —PROJECT NO. 118'-096A 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 Clerk of the Board stated no bids were received. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — WASTEWATER TREATMENT PLANT RAW SEWAGE PUMP NO, 2 REHABILITATION — PROJECT NO. 118-020 UTILITIES SEWAGE WORKS CAPITAL TREATMENT & DISPOSAL EQU P'.) In a memorandum to the Board, Mr. Jacob Klosinski, Wastewater, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above request was approved. APPROVE TITLE SHEET— SOUTH BEND FIRE DEPARTMENT TRAINING CENTER CLASSROOM BUILDING — PROJECT NO. 117-127R 2018 FIRE STATION NO. 9 CAPITAL) Mr. Gilot advised that the Title Sheet for the above referenced project was being presented at this time for execution. Upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the above referenced Title Sheet was approved and signed. APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for a rovat: Type Business Description Amount/ Motion/ Fund!! Second First Amendment to Neutron Holdings, e-Scooter Pilot N/A Maradik/Fritzberg Bike Sharing Service Inc. d/b/a Lime Program Agreement Board members discussed the following item(s) from the agenda. - First Amendment to Bike Sharing Agreement — Lime Mr. Nico Probst, Lime, stated this agreement is a pilot program for the e-Scooter program. He acknowledged that the scooters go on multi -pavement not on sidewalks. He noted they are creating a massive media campaign on safety and will be passing out free helmets, and that they will be hiring a brand ambassador for stationing in South Bend. Mr. Gilot asked if there are age limits on use and if so, what are they. Mr. Probst stated they have to be eighteen (18) or older and must scan a driver's license to use the scooters. He added that a municipal identification card or passport works also. - Contract — Department of Innovation Mr. Brian Donohue, Innovation Office, stated this contract is out of a grant for wi-fi connectivity to several neighborhood centers. Ms. Maradik asked if these are additional sites. Mr. Donohue stated they are and there are more sites under consideration - Network Master Agreement — US Signal Company Mr. Dan O'Connor, IT, stated this SCADA water monitoring system connectivity covers eighteen (18) locations. He noted the cost is down from the previous agreement. - Licensing Agreement — Azteca Systems, LLC Mr. O'Connor stated they will reach the threshold for Cityworks Enterprise licensing with these additional licenses. He noted they expect the pricing to increase and don't want to pay more so they are asking to go to the threshold. - Change Order — Wastewater Treatment Plant Headworks Gate Improvements — HRP Construction, Inc. Mr. Jacob Klosinski, Wastewater, stated the manufacturer of the cast iron gates on this project wanted to do a substantial price increase. He noted the City said no and the manufacturer came back with stainless steel for significant price savings. He noted there are no concerns about the AGENDA REVIEW SESSION NOVEMBER $, 2018 339 effect on operations, and they are already installed. He added this was a significant savings for the City. - Request to Advertise — Wastewater Treatment Plant Administration Building Masonry Improvements Mr. Klosinski stated this bid is for sealing the masonry due to a water seepage problem He noted it includes alternatives for Building No. 3, adding that is the worst building on the Wastewater grounds. - Professional Services Agreement — American Structurepoint Mr. Klosinski stated this agreement is for assistance for licensing for renewable fuel standard registration. He noted the licensing will allow the plant to trade clean gas on the open market. - Award Proposal — City of South Bend Branded Apparel and Accessories — The Dugout Mr. Patrick Sherman, VPA, stated the review team added points for local vendors and he presented the final scoring sheet and noted this is not an exclusive vendor, departments can go out elsewhere if needed. Mr. Michael Schmidt, Purchasing, asked him to please reach out to City departments to let them know this exists, noting communication is often lacking on these proj ects. - Change Order — Rum Village Dog Park Construction — R. Yoder Construction Mr. Sherman stated they had to do a meandering path to the dog park in order to meet grade and not destroy any trees. Ms. Fritzberg asked if there are any remnants of Safetyville. Mr. Sherman stated they did some dog houses reminiscent of the buildings formerly in Safetyville and there is a sign regarding it. - Professional Services Agreement — DLZ Indiana, LLC Ms. Alicia Czarnecki, Engineering, stated DLZ is helping with the design and administering the DNR grant for the Pinhook Park improvements. Ms. Fritzberg asked what size grant they received. Mr. Sherman stated it is for $200,000. - Professional Services Agreement — Mpinsky LLC Ms. Sonja Karnovsky, Community Investment, stated this company will research innovative financing for projects - Amendment to Professional Services Agreement — Richard Brown/Veritas Mr. Rick Brown, Veritas, stated the current agreement for remedial investigation study for the Beck's Lake expires at the end of the year. He noted the EPA has extended to 2020 for the record of decision. The Board acknowledged the amount change on the agenda to $300,000. - Amendment to Professional Services Agreement — Jones, Petrie, Rafinski Mr. Joseph Trojan, JPR, stated the EPA continually changed the requirements of the scope of the work for the Beck's lake remediation. He noted JPR is implementing the field work, and because of scope changes, they are seeing increased costs. He noted the amount listed on the agenda should be $291,000. - Agreement — Anthem Blue Cross and Blue Shield Ms. Kyra Clark, Human Resources, stated this is the Anthem renewal for one (1) year. She noted nothing is increasing drastically and this covers stop losses. - Agreement — Accordware, LLC Ms. Clark stated the City will pay the same costs for IRS 10-95's to be sent out as last year. - Amendment to Professional Services Agreement — Activate Healthcare, LLC Ms. Clark stated this is the renewal for three (3) years for the City's health clinic. She stated the only increase is for 2% inflation. Mr. Gilot noted there is a savings to the city and asked if she knew how much that was. Ms. Clark stated under very conservative estimates it's saved the city $500,000. She added the employee satisfaction feedback has been very high. - Rescind Bid Award — Hull Lift Truck, Inc. Mr. Michael Schmidt, Purchasing, stated Hull Lift Truck was awarded the bid for the compact track loader and upon receipt of the award letter, they realized they made a mistake in their bid. They noted the award was $30,000 to $40,000 cheaper than intended. Mr. Schmidt stated the manufacturer submitted an invoice to Hull and Hull wrote down the wrong number off the invoice from the manufacturer. He added it is an easy mistake to see. Mr. Gilot asked if there was a bid bond. Mr. Schmidt stated there was not, this quote didn't require it. He stated when the bids were opened, Hull was about $25,000 to $30,000 lower than other bidders. Mr. Schmidt stated he is asking the Board to use their authority to rescind their award in these circumstances. He noted the bidder asked to be considered at the correct amount and were told no. The Board asked if the bid was going to be awarded to the next highest bidder. Mr. Schmidt stated yes, that is the Item S.C. on the agenda. Mr. Gilot stated it would be good to note for the record that Hull has a long history of bidding with the City and this is out of character for them so it is okay to correct. Mr. Schmidt noted it is all in the original bid and easy to see how they made their mistake. Mr. Gilot stated the facts lead him to wanting to ratify the action to rescind but if the AGENDA REVIEW SESSION NOV1 MBER 8 - 340 facts were different, he would not recommend rescinding, noting bidders regret is different. Mr. Mueller asked if this is in the Responsible Bidder Ordinance language. Attorney Clara McDaniels stated this is just a scrivener's error and oversight on their part. Mr. Gilot added if this was a pattern of habit, it would be different, and he is comfortable with this. Mr. Mueller asked if the bidder is okay with the disqualification, and does the Board have that in writing. Mr. Schmidt stated they are fine with it and have provided that on their letterhead. - Award Bid — Three Twenty at the Cascades — Glazed Assemblies Ms. Sue Ellen Doudrick, Engineering, requested the Board table this item, noting they need more time. - Dedicated Improvements Agreement — KRG Eddy Street Land II, LLC Ms. Doudrick stated as part of previous discussions with the Board, Kite needed to meet requirements of the Board and she has received all of the items requested including the performance bond. She added it took a while to come up with agreement because the city doesn't have a lot of these situations. Mr. Gilot asked in the event of other projects, will they be able to reuse this. Ms. Doudrick stated they will. - Change Order — Erskine Clubhouse Renovation Mr. Kyle Silveus, Engineering, stated this Change Order is for removing the intermediate completion date due to running into some lead in the clubhouse that will need to be removed. He noted the final completion date will not change. - Professional Services Agreement — Forum Architects, LLC Mr. Silveus stated this is for design of the O'Brien Center fitness center expansion. - Memorandum of Understanding — Oaklawn Psychiatric Center Ms. Fritzberg stated this is a donation for opioid addiction recovery coaching funded by 2111 Century CURE grant. She noted this will provide immediate counseling, to those in need rather than waiting for an appointment. - Memorandum of Understanding — St. Joseph county Health Department Ms. Fritzberg stated this donation is for support for the purchase and distribution of lead paint analyzers and cleaning kits to be provided to the public. - Professional Services Agreement — Zach Hurst Mr. Mueller explained this is for a part-time consultant for Redevelopment to assist with engineering services. No other business came before the Board, Upon a motion by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 11:30 a.m. BOARD OF PUBLIC WORKS Gary . Glot, President _ Elizabeth A, Maradik, Member Therese J. Dokau—,M—ember Suzanna M. I,rttzberg, x ember James A. Mueller, Member ATTEST: Linda m. Martini; Clerk REGULAR MEETING NOV EMBER J& 2018 The Regular Meeting of the Board of Public Works was convened at 9:35 a.m. on Tuesday, November 13, 2018, by Board President Gary A. Gilot, with Board Members Therese Dorau,