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HomeMy WebLinkAbout05092019 Agenda Review SessionAGENDA REVIEW SESSION MAY 9, 2019 120 The Agenda Review Session of the Board of Public Works was convened at 10:34 a.m. on May 9, 2019, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, Genevieve Miller, and Laura O'Sullivan present. Board Member Therese Dorau was absent. Also present was Attorney Clara McDaniels. Board of Public Works Clerk, Linda M. Martin, was absent. Liz Horvath, on her behalf, presented the Board with a proposed agenda of items presented by the public and by City Staff. Board members discussed the following item(s) from the agenda. - Professional Services Agreement — Danch, Hamer and Associates Mr. Dave Relos, Community Investment stated this agreement was to have Danch, Hamer and Associates provide survey services to vacate alleys and dedicate streets on Charles Martin Sr. Drive between LaSalle and Colfax. He stated this would help repair subdivisions and the Department of Community Investment planned to help other areas throughout the City like this in the future. - Change Order No. 1 — Code Enforcement Office Remodel Mr. Adam Parsons, Sustainability, stated the increase for this change order was above the 20% threshold due to unforeseen circumstances. He stated this was to increase wall heights to full height versus partial, and to move a wall completely. Ms. McDaniels stated she communicated with the contractor and agreed with Mr. Parsons. Mr. Gilot stated this needs to be avoided in the future. - Change Order No. 1 — Human Rights Commission Office Remodel Mr. Parsons stated the increase in amount was to extend new carpet from the main area into the hallway. He stated when first installed, the carpet was "wavey" and "rippley" along with other issues since installation and needed to be replaced for safety reasons. - Award Bid — Two (2) More or Less, 2018 or Newer, 27 Cubic Yard Single Arm Side Loading Refuse Trucks — Spec B Mr. Jeff Hudak, Central Services, stated this was the sole bidder. He stated he did compare pricing from last year to this year and prices were comparable. Mr. Gilot questioned if these trucks were CNG and Mr. Hudak said they were. - Award Bid — Two (2) More or Less, 2019 or Newer, Full Size Cargo Vans — Spec C Mr. Hudak stated Jordan Ford was not the lowest bidder, however, the lowest bidder did not follow the bid specifications. He stated the low bidder was a foot too short on the roof requirements of the van. - Award Bid —Seventeen (17) More or Less, 2019 or Newer, Mid -Size Four Door Hybrid Sedan Automobiles — Spec H Mr. Hudak stated Jordan Ford was not the lowest bidder, however, the lowest bidder did not follow the bid specifications. He stated the lowest bidder supplied bids for compact cars when the specs were for a mid -size car. Ms. Maradik asked if these were CNG and Mr. Hudak said they were. - Professional Services Agreement — Matthew L. Sisk Ms. Maradik questioned if Mr. O'Connor had a time frame for this agreement. Mr. O'Connor stated this was an open-ended agreement, but the max time would be a year. He said if it needs to go past a year, a new agreement will be presented to the Board. - Master Agreement — Qualtrics, LLC Ms. Danielle Fulmer, Innovation and Technology, noted the City receives a public sector discount of over 50% for this agreement. - Memorandum of Understanding — Harvard Kennedy School Government Performance Lab Mr. Brian Donoghue, Innovation and Technology, stated this MOU is for free technical assistance for shared mobility programs which could potentially assist with the Bloomberg Mayors Challenge in the future. Mr. Gilot asked if this was for mobility only and Mr. Donoghue stated it was. Mr. Gilot asked if they will follow Indiana Statue for procurement, and Mr. Donoghue said yes. - Internship Placement Agreement — University of Notre Dame Mr. Donoghue stated Notre Dame is giving the City a fully paid intern, the City just needs to provide the office space. Ms. Miller asked if this was just for the summer and Mr. Donoghue said yes. Emergency Repair Agreement — Selge Construction Co., Inc. Mr. Scott Horvath, Water Works, stated this was for an emergency repair on Auten Road on April 26, 2019. He stated there was a 3in. hole in a 12in. water main which resulted in shutting off water for two and a half miles of residents. Mr. Gilot asked how old the pipe was and Mr. AGENDA REVIEW SESSION MAY 9, 2019 121 Horvath stated it was installed in the year 2000. Mr. Horvath stated he believed hot soil from a fire is what caused the hole in the pipe. - Professional Services Agreement — Baker Tilly Municipal Advisors, LLC Mr. Ben Dougherty, Administration and Finance, stated this is a re -occurring annual item in which the City is required to have an outside source assist with the IDEM landfill financial assurance test. He stated this is normally done through H.J. Umbaugh and Associates, but they have changed their name to Baker Tilly Municipal Advisors, LLC. Mr. Gilot asked if he knew which landfill this was for and Mr. Dougherty said he believed closed lagoon number five. - Professional Services Agreement — Elizabeth Inks Mr. Dougherty stated this agreement is for current employee Elizabeth Leonard Inks to continue her role in the new ERP system implementation after she retires. He stated she will have one lead responsibility and a couple assisting responsibilities and is willing to spend exclusive time on this after handing off her fiscal duties. He stated this should take about eighteen (18) months in total, which will extend past her employment with the City. Mr. Gilot asked if there was a period of time after retirement in which an employee needs'to wait before resuming work with the City. Mr. Dougherty stated no, only if they are accepting a PERF position. He stated her position will not receive PERF so there is no waiting period. - Alley Vacation — Roger Woodard and Mark Hubbard Mr. Richard Nussbaum, Sopko, Nussbaum, Inabnit & Kazmarek Law Firm, was present with applicant Mr. Mark Hubbard. Mr. Nussbaum stated the reason for requesting the alley is because construction over the years is putting the alley under water, and they would like to fix those problems on their private dollar, not the City's dollar, and own it. He stated they have not received any negative comments from surrounding property owners, all are in favor. Mr. Gilot stated this vacation was circulated to various City departments based on the statutory criteria for an alley vacation and received three (3) unfavorable comments. Mr. Gilot stated it was noted the vacation would hinder growth or development of the neighborhood. Ms. Maradik stated west of the alley, on Hill Street, the area has not been developed yet. Mr. Gilot stated Area Plan noted the vacation would make access to lands difficult or inconvenient. Mr. Gilot stated this would also create a dead-end alley and does not know of any other dead-end alley in the City. He said a vehicle going down the alley would have a hard time getting out. Ms. Kara Boyles, Engineering, stated she did not realize this was a dead-end alley. Mr. Gilot stated there would need to be a way to turn around, whether it be a set up like a cul-de-sac at the end of the alley, or a hammerhead type of set up. Mr. Nussbaum requested this vacation be delayed from going to the Board so they can have time to address all these issues and concerns. Mr. Gilot and Ms. Maradik agreed that was a good idea and encouraged him to also meet with Engineering. Mr. Gilot also reminded Mr. Nussbaum that the final decision maker is the Common Council, and it would be a good idea to have a cross access easement agreement recorded and on file with the undeveloped property owners as well. - Award Bid — Water Treatment Chemicals 2019-2020 Mr. Bradley VanOosterum and Ms. Nancy Clay, Utilities, were both present. Ms. Clay stated Solenis LLC was awarded Line Item No. 9 — Dry Polymer Flocculent but was not the lowest bidder. She stated the lowest bidder and Solenis were both tested, and Solenis was the most effective and had the overall lowest cost dewatering polymer. Mr. Gilot asked if the polymer was run on the belt filter and Ms. Clay said yes, a jar test was done and a full-scale test on all four (4) belt filter presses was done. Mr. Gilot and Ms. Maradik requested a memo to be completed and included with the file so other bidders will be able to view it if there is question on why the lowest bidder was not awarded. - Amendment No. 2 to Professional Services Agreement — Arcadis U.S., Inc. Mr. Jacob Klosinski, Utilities, stated this amendment is for additional testing for their disinfection system and MRO data. He stated they are trying to establish if it will be effective to adjust the existing chlorine system or if they can establish a kill rate for a-coli in less than fifteen (15) minutes. He stated if the State approves, less upgrades would be needed in the long run for the Long -Term Control Plan. Mr. Gilot asked if this was an economic decision, not a feasibility decision. Mr. Klosinski stated yes, the goal is to find out what the economic outcome will be. - QPA Special Purchase — Guild Associates, Inc. Mr. Klosinski stated this is for the purchase of a methane analyzer and programming. Mr. Klosinski stated this is a required instrument to start collecting renewable identification numbers (RIN) for the data percentage of methane in gas. He stated RIN numbers can also be calculated and captured and sold on the open market for potential profit. - Change Order No. 12 — Erskine Clubhouse Renovation - Project No. 116-108 Mr. Kyle Silveus, Engineering, stated he anticipates this to be the last change order for this project. He stated this project exceeded 20% due to unforeseen circumstances. He stated they AGENDA REVIEW SESSION MAY 9, 2019 122 needed to remove tanks and analyze the fuel and oil in those tanks, and also replace the front steps of the clubhouse after removing the carpet and seeing the small amount of concrete left. - Amendment No. 1 to Professional Services Agreement — Troyer Group Mr. Silveus stated this amendment is to request soil borings in bid documents for Pulaski Park Improvements. Mr. Gilot asked if this was geotechnical, Mr. Silveus said yes. Mr. Silveus stated they are replacing a small bathroom as well as installing a stormwater basin in the parking lot. Ms. Boyles asked if there should be testing for other contaminants once out there. Mr. Silveus said foundry sand is what they will be looking for regarding the soil borings, but they might find other things in that analysis. - Opening of Bids — West Bank Trail Corridor Improvements — Project No. I I7-085R Mr. Roger Nawrot; Engineering, stated an addendum is going out to push back the bid opening date of this project. He stated they received interest from two new bidders from out of the area and both requested more time to put their bids together. Ms. Boyles stated the bid opening date will be at the agenda review session of May 23, 2019 because they did not want Memorial Day weekend affecting the bids for the regular meeting of May 28. - Change Order No. 2 - Century Center Convention Hall A-B Entry — Project No. 115- 017A Mr. Nawrot stated the reason for going over the 20% limit was due to the South Bend Fire Department. He stated the Fire Dept. required additional changes to two (2) doors by adding crash bars on them and making them an exit. He stated this was not an issue of code, but with Fire Dept. Mr. Eric Horvath, Public Works, asked if the Fire Dept. reviewed the plans prior and Mr. Nawrot said the plans are hard to view because he doesn't think they have anyone on staff experienced in the construction side of plans. Mr. Horvath asked if the State Fire Marshall reviewed the plans, and Mr. Nawrot said yes. Mr. Nawrot said there are plenty of exits, but Captain Fleming in the South Bend Fire Dept. said due to the door being an entryway, it also needs to be an exit since people will want to go out the same way they came in. Mr. Gilot stated someone should have a discussion with the Fire Dept. to avoid these issues in the future. - Reject Quotations — Hydrant Flow Testing Project No. 119-014 Ms. Boyles stated the specifications needed to be re -done because they overestimated the amounts of hydrants needing testing. - First Amendment to Memorandum of Understanding — Board of Commissioners County Of St. Joseph Indiana Ms. Boyles stated the invoice was received from the County for the total amount of work the City was responsible for regarding the Portage Avenue Bridge. She said this included change order elements such as lighting for added safety and security. - Alley Vacation — Delta 1 Properties Mr. Gilot noted the letter from Bob Miller Appliance stating they are opposed to the alley closure because it would disrupt his business and requests the rejection of this alley vacation. PRIVILEGE OF THE FLOOR Mr. Jacob Klosinski, Utilities, requested to update the Board on the Wastewater Treatment Plant Electrical Improvements Project No 117-132 that is not on the agenda and does not require action. Mr. Klosinski provided a memo to the Board stating during the design phase for this project, the City identified items in the project spec manual that required a revision to the manufacturer selection options. He stated the corrections were required due to compatibility issues related to the SCADA system. Mr. Klosinski stated the engineer of record, Black and Veatch, did not update their vendor list and the project was bid with manufacturers that were not approved to be used at the WWTP. Heather Cheslak from Black and Veatch was also present. Ms. Cheslak stated they stand behind their product, but they were on a very tight schedule for the design and missed the wording due to the rush. Mr. Klosinski stated there has been discussion with Allen Bradley as they have always had success with their products and advised they will be able to help balance costs. Mr. Gilot asked if there is any way to independently find a state QPA or bids with Allen Bradley to compare prices to make sure we aren't paying a terrible premium compared to what we would've paid if it were in the bid. Ms. Cheslak stated Black and Veatch has a database and once numbers are in they can compare. Mr. Klosinski stated he just wanted to give the Board a heads up on the issue because a change order would be coming soon, hopefully by the end of May. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 11:59 a.m. AGENDA REVIEW SESSION MAY 9, 2019 123 BOARD OF PUBLIC WORKS Gary A. Gilot, President ,PQ W,— Elizabeth A. Maradik, Member Therese J. Dorau, Member G vieve E. Mililer, Member aura L. O' Sullivan, Mem er ATTEST: t Linda M. Martin, �Ierk REGULAR MEETING MAY 14, 2019 The Regular Meeting of the Board of Public Works was convened at 9:31 a.m. on Tuesday, May 14, 2019, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik and Laura O'Sullivan present. Board Members Therese Dorau and Genevieve Miller were absent. Also present was Board Attorney Clara McDaniels. Board of Public Works Clerk, Linda M. Martin, was absent. Liz Horvath acted on her behalf. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Maradik, seconded by Ms. O'Sullivan and carried, the minutes of the Agenda Review Session, Regular Meeting and Claims Meeting of the Board held on April 18, April 23, April 30 and May 7, 2019, were approved. OPENING OF BIDS — MICHIGAN STREET RECONSTRUCTION — PROJECT NO. 118-075 (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: WALSH & KELLY, INC. 24358 SR 23 South Bend, IN 46614 Bid was signed by: Dustin P. Hilary Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted n Subtotal for Base Bid $1,8795000.00 Alternate A $21,695.00 Subtotal of Alternate A and Alternate A2 $25,699.00 Alternate B $7,700.00 Alternate C $134,640.00 Alternate D $7,821.00 Alternate E $28,440.00 Base Bid Total with Alternates A Thru E $2,083,300.00 1