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HomeMy WebLinkAbout05232019 Agenda Review SessionAGENDA REVIEW SESSION MAY 23, 2019 146 RESCIND BID AWARD AND READVERTISE — 2019 STREET AND SEWER DEPARTMENT MATERIALS — PROJECT NO. 119-008 (STREETS, CURB & SIDEWALK, SEWER CONCRETE, SEWER INS., WATER WORKS, PARKS) In a memo to the Board, Mr. Scott Kreeger, Engineering, requested the Board approve his request to rescind the award of the above bid from April 9, 2019 to Rieth-Riley Construction Co., Inc., 25200 State Road 23, South Bend, IN 46614 for Divisions C-1 and C-3. Mr. Kreeger stated the delivery costs were not included in the bid. Therefore, upon a motion by Ms. Dorau seconded by Ms. Miller and carried, the Board approved the request to rescind the award and re - advertise as requested. APPROVE TRAFFIC CONTROL DEVICE Upon a motion made by Ms. Dorau, seconded by Ms. Miller and carried, the following traffic control device request was approved: REVISION: Parking Restriction DESCRIPTION: Replace Existing "Wednesdays" Parking Restriction to "Mondays" to alleviate Trash Collection Difficulties LOCATION: 1300 Block of Fisher St. REMARKS: All criteria has been met APPROVE CORRECTION TO SCRIVENER'S ERROR On May 14, 2019, the Board of Works approved an Amendment to a Memorandum of Understanding with the St. Joseph County Board of Commissioners for the Portage Avenue Bridge replacement in the amount of $61,945.15. It was brought to the attention of the Board by the Commissioner's Office that the correct amount should have been $61,954.15. Upon a motion by Ms. Dorau, seconded by Ms. Miller and carried, the correction to the scrivener's error of the amount of the agreement was approved. Board members discussed the following item(s) from the agenda. - Professional Services Agreement — CTC Technology & Energy Ms. Denise Riedl, Innovation and Technology, stated this agreement is to assist the City with strategy, technical assistance and policy support related to 5G service. She noted their first task is to assemble a workshop with City leaders. - Amendment to Software Agreement — Aquitas Solutions, Inc. Mr. Ken Smith, Wastewater, stated the amendment is to add seven (7) more licenses, and the cost of $21,740.61 is a five (5) year total increase for the additions. - Licensing, Maintenance, and Professional Services Agreement — BOLT Limited, Inc. Mr. Shawn Delahanty, IT, stated this is the renewal and upgrade of the Laserfiche system for archiving. He noted the Historic Preservation Commission is doing a big initiative. Mr. Delahanty stated this upgrade will allow the City to combine with the Police Department, and upgrade the online access licensing. He noted media blasts will be unlimited to city residents, with nobody locked out. - Agreement — University of Notre Dame Mr. Patrick Sherman, VPA, stated this agreement is an exchange of advertising between Notre Dame and the City Park Department, and various tickets to the U.S. Senior Open Championship golf event for Venues, Parks, and Arts. Mr. John Martinez noted some tickets will go to sponsors and some to residents, they aren't for City staff. He added the advertising estimate is worth approximately $5,000 and the tickets are worth much more. - Sole Source Special Purchase — Frank J. Zamboni & Co., Inc. Mr. Sherman stated this is the only vendor in the United States that sells these ice resurfacers, keeping in line with the city's goal is to buy American. He added there are some vendors outside of the U.S, but they would not be able to meet the price. Mr. Martinez noted they are hoping to get sponsors to cover the cost of this equipment. -Renewal of Proposal — ASAP Towing Mr. Mark Dollinger, Police Department, stated this is for a renewal of the Police Department's towing contract for one (1) year. He noted they have been happy with ASAP and want to continue the partnership. The Board questioned how many times this contract can be renewed. Attorney McDaniels stated it can be renewed four (4) years. Mr. Dollinger confirmed this is the third year. He stated when they go out to bid next time they intend to make it a multi -year contract rather than a one (1) year term. - Master Service Agreement — InfoSend, Inc. AGENDA REVIEW SESSION MAY 23, 2019 147 Mr. Al Greek, Utilities, stated this is for printing of approximately 47,000 water bills a month. He stated the cost is based on price per bill printed. - Amendment to Agreement — Systems and Software Mr. Al Greek, Utilities, stated this amendment is due to a change that came up. He explained the City had an employee to do some data conversion and extraction from utility billing but the employee left the city. He stated they contacted the company and they agreed to do the extraction and conversion. He noted it is critical work that has to be done and it's very skilled work. - Bid Opening — Commerce Center Architectural Precast Concrete Panels Mr. Dan Buckenmeyer, Community Investment, stated they want to put some contingencies on this award, noting there is private funding that is not locked up, but will be soon. Mr. Zach Hurst, Engineering, added this is a normal bid opening, the award will be subject to certain conditions. Change Order — Gemini at Washington/Colfax Apartments Masonry and Stair Repairs Mr. Kyle Silveus, Engineering, stated this Change Order exceeds the 20% limit due to unforeseen conditions. He explained that when the stairs were removed they found significant damage that had to be repaired before proceeding. - Opening of Bids - Drewrey's Brewery Cleanup Ms. Martin, Clerk of the Board, noted this bid opening has been rescheduled for June 11 and is being removed from the agenda. No other business came before the Board. Upon a motion by Ms. Maradik, seconded by Ms. Dorau and carried, the meeting adjourned at 11:03 a.m. BOARD OF PUBLIC WORKS Elizabeth A. Maradik, Member /a Therese J. Do u, Nffember Genevieve E. Miller, Member Laura L. O'Sullivan, Member ATTEST: i C? e�— inda M. Martin, Clerk REGULAR MEETING MAY 28, 2019 The Regular Meeting of the Board of Public Works was convened at 9:36 a.m. on Tuesday, May 28, 2019, by Board Member Elizabeth Maradik with Board Members Therese Dorau and Laura O'Sullivan present. Board President Gary A. Gilot and Board Member Genevieve Miller were absent. Also present was Board Attorney Clara McDaniels. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Dorau, seconded by Ms. O'Sullivan and carried, the minutes of the Agenda Review Session, Regular Meeting and Claims Meeting of the Board held on May 9, May 14, and May 21, 2019, were approved. OPENING OF BIDS — COMMERCE CENTER ARCHITECTURAL PRECAST CONCRETE PANELS —PROJECT NO. 119-030 (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 bids were opened and publicly read: