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HomeMy WebLinkAbout04182019 Agenda Review SessionAGENDA REVIEW SESSION APRIL 18, 2019 97 The Agenda Review Session of the Board of Public Works was convened at 10:33 a.m. on April 18, 2019, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, Therese Dorau, and Genevieve Miller present. Board Member Laura O'Sullivan 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. Mr. Gilot noted the addition to the Agenda of a Request to Advertise. OPENING OF BIDS — HISTORIC LEEPER PARK IMPROVEMENTS — PROJECT NO. 118- 01 OA (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: HOLLADAY CONSTRUCTION GROUP, LLC 227 S. Main Street, Suite 200 South Bend, IN 46601 Bid was signed by: Clayton Trueblood Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted BID: $1,835,246.00 LARSON DANIELSON CONSTRUCTION CO., INC. 302 Tyler Street LaPorte, IN 46350 Bid was signed by: Timothy F. Larson Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted BID: $1,379,960.51 ANCON CONSTRUCTION CO., INC. 2146 Elkhart Road Goshen, IN 46526 Bid was signed by: Rhett M. Fisher Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted BID: $1,297,041.32 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above bids were referred to Venues, Parks, and Arts, Community Investment, and Engineering for review and recommendation. Board members discussed the following item(s) from the agenda. — Rescind Approval of Contract — Republic Services Attorney Sandra Kennedy explained scum bags are not permitted to be received by the landfill as requested in this contract and Republic Services never signed the contract so she is asking the Board to rescind their approval of March 26. She added there are some other vendors in mind. - Notice of Intent — Self Paving Curb and Sidewalk Program Ms. Kara Boyles, City Engineer, explained to the Board the City intends to self -perform two (2) curb and sidewalk projects that will not exceed the $250,000 threshold. She noted the Council approved three (3) additional members of the concrete team in the 2019 budget so more work will be done with city crews. Ms. Boyles stated using our own crews is beneficial for better efficiency, and better coordination. Mr. Gilot questioned if they would be doing more paving projects also. Ms. Boyles stated she did not see that issue occurring. Ms. Boyles stated there are different budget restrictions that require the City to prioritize what inside crews will do. Mr. Gilot summarized the needs didn't get smaller, but the budget did. Ms. Boyles concurred and stated there is approximately $1.3M of work to bid out, and they have $500,000 in the budget. AGENDA REVIEW SESSION APRIL 18, 2019 98 Fl� Ms. Miller asked if the annual contract for curb and sidewalk work is going to increase. Ms. Boyles stated she doesn't know yet, the project is out to bid now. - Change Order — Lafayette Building Exterior Masonry Renovations Mr. Kyle Silveus, Engineering; stated this increase is nearly at the 20% limit and is all due to unforeseen conditions revealed after the cleaning of the bricks and mortar. He noted they intend to re -open a portion of the adjoining parking lot next week and are working towards getting the remaining parking lot open soon after. - Professional Services Agreement — John Lankowicz Mr. Brian Donohue, Innovation and Technology, stated Mr. Lankowicz is leaving the City and has expertise in GIS and drone initiatives that the City wishes to contract with him on until new staff can get up to speed. He noted Mr. Lankowicz is a licensed pilot and helped build all the city drones. He added they will use his services to assist as the need comes up. - Professional Services Agreement — Aaron Steiner Mr. Donohue stated Mr. Steiner will serve as the Mayor's Challenge Program Project Manager. He stated the program is 100% grant reimbursed. Mr. Donohue noted Mr. Steiner will report to Denise Riedl, Chief Innovation Officer, who reports to the Mayor. - Temporary Storm Sewer Access Agreement — Madison Street Development LLC Ms. Maradik asked if the agreement has a clear definition of what temporary is. Ms. Boyles stated the Legal Department and Madison Development have come to a final agreement that was worked on by the City Legal Department. She read through the agreement confirming there is language that allows the City Engineer to revoke or terminate approval at any time for any reason with thirty (30) days written notice. - Professional Services Agreement — The Delta Institute Ms. Dorau stated this agreement was submitted by her and is for a non-profit group out of Chicago to work on a climate action report for the City to make recommendations on what the City can do to decrease greenhouse emissions. Mr. Gilot questioned if she can vote on the agreement. She noted she is the grant administrator, and is not a beneficiary of any funds. Attorney McDaniels confirmed there was not a conflict, but if she wanted to abstain from the vote, that would be fine. - Sidewalk Cafe Permit — Pegg's Mr. Gilot read through Engineering's comments regarding the set-up of the sidewalk cafe for Pegg's. He read Engineering has concerns based on complaints received last year about the tight corner along the south edge of the fenced area creating a tight 90 degree angle between the fence and the concrete -bordered sidewalk planter. Engineering recommended the Board require at least six (6) feet of space between the fence and concrete -bordered sidewalk planter rather than just five (5) feet. The Board discussed the ADA regulations that require five (5) feet and determined that due to the angle limiting access and complaints received, the requirement should be adjusted by the Board to six (6) feet. Mr. Gilot requested that DTSB be contacted and asked to work with the business owner on this pedestrian accessibility adjustment. No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 11:05 a.m. BOARD OF PUBLIC WORKS M7 64 d' Gary A. ilot, Presi nt V" izabeth A. Maradik, Member Therese J. Dorau, Member Gengvkve E. Member aura L. O'Sullivan, Member AGENDA REVIEW SESSION APRIL 18, 2019 99 ATTEST: &$Mwin I Linda M. Martin, Clerk REGULAR MEETING APRIL 23, 2019 The Regular Meeting of the Board of Public Works was convened at 9:33 a.m. on Tuesday, April 23, 2019, by Board President Gary A. Gilot, with Board Members Therese Dorau and Genevieve Miller present. Board Members Elizabeth Maradik and Laura O'Sullivan were absent. Also present was Board Attorney Clara McDaniels. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Dorau, seconded by Ms. Miller and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Meeting of the Board held on April 4, April 9, and April 16, 2019, were approved. PUBLIC HEARING - NOTICE OF INTENT TO SELF -PERFORM 2019 CURB AND SIDEWALK PROGRAM Mr. Gilot stated a public hearing is required by Statute for the City to self -perform two (2) projects. He read in a memo to the Board, Ms. Kara Boyles, City Engineer, stated the city intends to self -perform two (2) curb and sidewalk projects at 302-418 E. Fairview Street and 801-849 and 802-842 Albert Street that exceed $100,000 including labor and material. She noted under Indiana law, the City is required to publish its Notice of Intent when using its own workforce for any projects exceeding $100,000. Ms. Boyles stated neither project will exceed the $250,000 limit. She added the Street Department has the qualified staff to do the work and it is less costly to do so. Mr. Gilot asked if there was anyone present that had any further questions or needed further discussion. Mr. Murray Miller, Local Union No. 645, asked why these projects were not going out to bid. Mr. Gilot stated Ms. Boyles explained in detail at the Agenda Review Session that there is a reduction in the budget and in an attempt to get this work done, to make the best use of tax dollars, she has asked to have the City's in-house crews do the work. He noted she would prefer to go to bid, but can't afford the cost. Attorney McDaniels stated there is statutory language that gives the city the right to perform the work up to $250,000. She stated based on the reduction in funds, this is the best way to perform the work. Mr. Miller asked if there was a scope of work. Mr. Gilot stated there would be, but it would include in-house labor, adding outside labor costs would be higher. Mr. Miller asked if it includes all equipment and materials used. Attorney McDaniels read through the requirements of the Statute, noting it requires all labor, materials, and equipment to be figured into the cost, which must be below $250,000 to allow the city to self -perform. Mr. Gilot agreed, stating a project must be between the amounts of $100,000 to $250,000 to qualify. Mr. Gilot asked if anybody else had any questions or comments. Hearing none, he closed the public hearing. Upon a motion by Ms. Dorau, seconded by Ms. Miller and carried, the Board approved the Notice of Intent to Self- Perform. OPENING OF BIDS — WATER TREATMENT CHEMICALS 2019 2020 (VARIOUS OPERATIONAL BUDGETS) This was the date set for receiving and opening of sealed bids for the above referenced chemicals. 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: PVS TECHNOLOGIES, INC. 10900 Harper Avenue Detroit, MI 48213 Bid was signed by: Craig Mikkelson Non -Collusion, Non -Discrimination Affidavit Form was completed Ten percent (10%) Bid Bond was submitted N Item No. Est. Q Item Units Unit Price Total 1 150 Chlorine —1 Ton Cylinders Ton No Bid No Bid 2 150 Chlorine —.150 lb. Cylinder Cyl. No Bid No Bid 3 90,000 Ferric Chloride I Gal. I $1.18/GL $106,200.00 1