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Home My WebLink About02202020 Agenda Review SessionAGENDA REVIEW SESSION FEBRUARY 20, 2020 33 The Agenda Review Session of the Board ' of Public Works was convened at 10:32 a.m. on February 20, 2020, by Board President Gary A. Gilot with Board Members Elizabeth Maradik, Therese Dorau, Jordan Gathers, and Joseph Molnar present. 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 QUOTATIONS — SOUTH BEND POLICCE DEPARTMENT SWAT GEAR PURCHASE (POLICE UNIFORMS Mr. Gilot advised that this was the date set for the receiving and opening of sealed quotations for the above referenced gear. The following quotations were opened and read: U.S. UNIFORM & SUPPLY, INC. 815 N. Delaware St. Indianapolis, IN 46204 Quotation was submitted by Jason Caulk Non -Collusion, Non -Discrimination Affidavit Form was completed IN Local Business Preference Claim Form was completed QUOTATION: $69,300 VANCE OUTDOORS, INC 3723 Cleveland Ave. Columbus, OH 43224 Quotation was submitted by Doug Vance Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $62,357.40 NEXTHILL CAPITAL PARTNERS, LLC D/B/A STAR UNIFORM 2302 E. Mishawaka Ave. South Bend, IN 46615 Quotation was submitted by Sarah Baker Non -Collusion, Non -Discrimination Affidavit Form was completed IN Local Business Preference Claim Form was completed QUOTATION: $58,500 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above quotations were referred to the Police Department for review and recommendation. Board members discussed the following items) from the agenda. - Request to Advertise — Towing Services Mr. Tim Lancaster, Police Department, informed the Board the Police Department is going to put this proposal request out for two companies based on the scoring. Ms. Dorau asked who's on the scoring committee. Mr. Lancaster stated they haven't decided yet, but they are planning on including someone from outside the city. He noted they will do outreach to any company located in the corporate city limits. - Professional Services Agreements Ms. Alkeyna Aldridge, Community Investment, stated the Neighborhood Resources connections agreement is $20,000 less than last year. She noted they will pay half up front and half will be set aside for additional fund raising. She stated the Incremental Development Alliance group and Majora Carter Group will work directly with minority community contractors to help them understand processes and engage with the city. Mr. Gilot asked is there a "lessons learned" summary that could be shared with the Board. Ms. Aldridge stated one of the final tasks is recommendations for a better process from Majora. Mr. Gilot stated that would be of interest. - Request to Advertise — Lawn Maintenance and Mentorship Program Mr. Patrick Sherman, VPA, stated Venues, Parks, and Arts is trying to explore ways to expand this program such as adding cemetery mowing to the mentor mowing. He noted they are trying to figure out ways to reach smaller groups with room to split up the program into different packages. He noted they are working on greater MBE engagement. Ms. Maradik asked what the geographies are. Mr. Sherman stated there are one -hundred, twelve (112) properties and include Bowman Cemetery and in front of the City Cemetery. Mr. Gilot noted in the past, you had an out AGENDA REVIEW SESSION FEBRUARY 20, 2020 34 of state contractor. Mr. Sherman stated they did in the City Cemetery, adding they are trying to get local contractors with the new program. - First Amendment to Agreement — Geograph Industries, Inc. Mr. Sherman stated this additional signage is for Howard Park donor signage and will be paid from donor dollars. Mr. Gilot asked if once the initial setup is done, can we own the artwork and utilize our sign shop for future signage? Mr. Sherman stated this is very specialized designs that Geograph creates, but we own the design. He noted some of the other informational signs can be produced by the City sign shop. - First Amendment to Construction Contract — Thomas General Construction Ms. Marlaina Johns, Code Enforcement, stated this is an extension of the board -up contract while working on contract revisions. When questioned, she stated it will be quoted and the average spent is about $10,000 a year. - Amendment to Agreement — Systems and Software Ms. Kim Thompson, Utilities, stated this amendment is to add a new go live date and more resources with more hours needed for the EnQuesta CIS implementation. Ms. Maradik asked if the amount on the agenda is the new total amount? Ms. Thompson stated that is the additional amount of the amendment. Ms. Maradik stated the Board needs the new total amount also. Mr. Gilot questioned if all of the amendments done to date would have affected who the agreement was awarded to. Ms. Thompson stated the amendments would not have played a role in the selection of who was awarded adding some are due to changes in the ordinance. - Proposal — Keramida Inc. Ms. Andrea Alexander, Organic Resources, stated this proposal is for ground water monitoring of nitrates discovered at the Biosolids Lagoon No. 4 well. Mr. Gilot noted it seems we continue to do this with no end in sight. Ms. Thompson stated our agreement is through 2020 and if it continues to show beyond 2020, they will investigate if it's from the on -site landfill. Ms. Alexander noted IDEM agrees that it is at a level that is not harmful to anybody. Ms. Thompson stated they suspect it is related to soil conditions at the sight and drainage. - Traffic Control Device Ms. Charlotte Brach, Engineering, stated this request is from the neighborhood for the installation of additional signage at Western Ave. and Summit Dr. She stated it is a divided highway with a median that people are crossing over for turning, in front of traffic. - Opening of Bids — Gemini at Colfax Exterior Renovations Mr. Zach Hurst, Engineering, stated money was reallocated from the Gateway Center for this project and some misinformation was put out regarding the funding being taken from the homeless. He noted the funds were never going directly to the homeless. He added as part of the Redevelopment Commission approval of the project funding, it required memorialization of vouchers being issued for approximately 10% of the project. He noted the funding for the project will really help with the appearance of the building and make this an asset to the neighborhood. - Title Sheet — Quigley Place Sewer Main Extension Ms. Martin informed the Board she had a request to remove the Title Sheet approval for the above project from the agenda. No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 11:14 a.m. BOARD OF PUBLIC WORKS Gary A. Ylot, PresidU, Elizabeth . Maradik, Member Therese J. Dorau, Member crs, V.. GathemberJo Mebseph ZRMolnar, mer 1 1 1 AGENDA REVIEW SESSION FEBRUARY 20, 2020 35 u E 1 ATTEST: inda M. Martin, Clerk REGULAR MEETING FEBRUARY 25, 2020 The Regular Meeting of the Board of Public Works was convened at 9:33 a.m. on Tuesday, February 25, 2020, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, Jordan Gathers, and Joseph Molnar present. Board Member Therese Dorau was absent. Also present was Board Attorney Clara McDaniels and Clerk of the Board Linda Martin. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Maradik, seconded by Mr. Molnar and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Review Meeting of the Board held on February 6, 11, and 18, 2020, were approved. OPENING OF BIDS — 2020 TRUCKING OF BIOSOLIDS FOR LAND APPLICATION (UTILITIES, SEWAGE WORKS OPERATIONS, CONTRACTUAL SERVICES OTHER) 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 bid was opened and publicly read: TRUCKS R US INC. 23300 State Road 23 South Bend, IN 46614 Bid was signed by: James F. Burger Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Ten (10%) Bid Bond was submitted Indiana Local Business Preference Claim submitted 408. ITEM NO. DESCRIPTION QUANTITY UNIT UNIT PRICE 1 2020 Trucking of Belt Pressed Biosolids for Land Application TBD "on call" Per Truck Per Hour $119.00 Upon a motion made by Ms. Maradik, seconded by Mr. Molnar and carried, the above bid was referred to Engineering for review and recommendation. OPENING OF BIDS — GEMINI AT COLFAX EXTERIOR RENOVATIONS — PROJECT NO 119-103 (RWDA TIF, WWDA 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: ZIOLKOWSKI CONSTRUCTION, INC. 4050 Ralph Jones Drive South Bend, IN 46628 Bid was signed by: Bill Favors Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Five (5%) Bid Bond was submitted .H