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HomeMy WebLinkAbout07032019 Agenda Review SessionAGENDA REVIEW SESSION JULY 3, 2019 191 The Agenda Review Session of the Board of Public Works was convened at 10:34 a.m. on July 3, 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. APPROVE CLAIMS Ms. Maradik stated that a request to pay the following claims in the amounts indicated has been received by the Board; each claim is fully supported by an invoice; the person receiving the goods or services has approved the claims; and the claims have been filed with the City Fiscal Officer and certified for accuracy. Name Amount of Claim Date City of South Bend $26,511.56 06/25 & 06/26/2019 City of South Bend $2,795,650.25 07/02/2019 Therefore, Ms. Maradik made a motion that after review of the expenditures, the claims be approved as submitted. Ms. Dorau seconded the motion, which carried. ADDITIONS TO THE AGENDA Mr. Gilot noted the addition to the agenda of an opening of quotes and an Master Agreement and Addendum with St. Joseph County Sewer and Water District. OPENING OF QUOTATIONS — TECHNOLOGY RESOURCE CENTER LOW VOLTAGE INSTALLATION — PROJECT NO. 118-090 (IT PROFESSIONAL SERVICES) Mr. Gilot advised that this was the date set for the receiving and opening of sealed quotations for the above referenced project. Ms. Martin stated no quotes were received and this will be re - quoted. Board members discussed the following item(s) from the agenda. - Award Quotations — O'Brien Fitness Center HVAC Mr. Gilot asked if there was follow-up on the Board's request that they look at energy efficient options. He read through a memo to the Board from Mr. Patrick Sherman, VPA, that stated they looked at higher efficiency units and found they would be over budget and larger in size, a concern for fitting in the space. Mr. Gilot noted they didn't look at life cycle cost, only equipment cost. He requested Mr. Sherman give the Board a life cycle cost of both options before Tuesday. - Master Agreement and Addendum — St. Joseph County Sewer and Water District Ms. Kara Boyles, Engineering, stated the Board executed a Master Agreement in 2017 to extend the existing agreement, but the original agreement expired in 2014. She stated they therefore corrected this to a restated and amended agreement rather than an extension. She stated Auten Road and Carriage Hills are included in the addendum with commentary included from the USDA. She explained the original language stated that the city would provide a credit based on the asset of what they would be acquiring over forty (40) years. She noted the city will own the asset after forty (40) years so it has value to the City. She explained the billing will be for individual customers, as district customers, not at a bulk rate. Attorney McDaniels stated they will be their own classification. No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Maradik, the meeting adjourned at 10:52 a.m. BOARD OF PUBLIC WORKS ary A. ilot, Presid nt gy, '1, Elizabeth A. Maradik, Member Therese J. D au, Member 1 AGENDA REVIEW SESSION JULY 3, 2019 192 ATTEST: Linda M. Martin, Clerk REGULAR MEETING JULY 9, 2019 The Regular Meeting of the Board of Public Works was convened at 9:34 a.m. on Tuesday, July 9, 2019, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik and Therese Dorau present. Board Members Genevieve Miller and Laura O'Sullivan were absent. Also present was Board Attorney Clara McDaniels. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of an MOU with the South Bend Civic Theater. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the minutes of the Agenda Review Session and Regular Meeting of the Board held on June 20 and June 25, 2019, were approved. OPENING OF BIDS — SALE OF CITY -OWNED PROPERTY — 1421 MEDORA STREET This was the date set for receiving and opening of sealed bids for the above referenced property. The Clerk tendered proof of publication of Notice in the South Bend Tribune, which was found to be sufficient. She stated no bids were received. OPENING AND AWARD OF QUOTATIONS — SCHOOL ZONE FLASHING BEACON RELOCATIONS — PROJECT NO. 119-058 (LRSA CAPITAL Mr. Gilot advised that this was the date set for the receiving and opening of sealed quotations for the above referenced project. The following quotation was opened and read: MICHIANA CONTRACTING, INC. PO Box 929 Plymouth, IN 46563 Quotation was submitted by Scott Kirkpatrick Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $9,800 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above quotation was referred to Engineering for review and recommendation. After review of the quote, Ms. Charlotte Brach, Engineering, recommended the Board award the quote to the sole responsive quoter, Michiana Contracting, Inc., PO Box 929, Plymouth, IN 46563, in the amount of $9,800. Upon a motion by Ms. Maradik, seconded by Ms. Dorau and carried, the Board approved the award as recommended. OPENING OF QUOTATIONS — 2019 DEMOLITIONS PHASE I — PROJECT NO. 119-035 (WWCDA TIF/RWDA TIFIEDIT, Mr. Gilot advised that this was the date set for the receiving and opening of sealed quotations for the above referenced project. The following quotations were opened and read: R&R EXCAVATING, INC. 2010 Went Avenue Mishawaka, IN 46545 Quotation was submitted by William Loudin Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $126,700.00