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HomeMy WebLinkAbout06/19/2014 Agenda ReviewAGENDA REVIEW SESSION JUNE 19 2014 201 The Public Agenda Session of the Board of Public Works was convened at 10:38 a.m. on June 19, 2014, by Board Member David Relos, with Board Members Patrick Henthorn, and Brian Pawlowski present. Board President Gary A. Gilot and Board Member Kathryn Roos were absent. Also present was Attorney Larry Meteiver. 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. TABLE BID AWARD — HILL STREET AND COLFAX AVENUE ON SITE IMPROVEMENTS — PROJECT NO 113-033(SBCDA TIF) Mr, Roger Nawrot, Engineering, requested the Board table this bid award. Therefore, Mr. Henthorn made a motion that the bid award be tabled. Mr. Relos seconded the motion, which carried. ADOPT RESOLUTION NO. 27-2014 — RATIFYING CONFIRMING AND APPROVING A CONTRACT WITH MICRONTEGRATION RELATED TO VOIP TELEPHONE SERVICE Upon a motion made by Mr. Pawlowski, seconded by Mr. Henthorn and carried, the following Resolution was adopted and ratified by the Board of Public Works: RESOLUTION NO.27-2014 A RESOLUTION OF THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH BEND, INDIANA RATIFYING, CONFIRMING AND APPROVING A CONTRACT_ WITH MICROINTEGRATION RELATED TO VoIP TELEPHONE SERVICE WHEREAS, pursuant to Indiana Code §36-9-6-2 and Indiana Code §36-9-6-3, the City of South Bend, Indiana Board of Public Works (`Board") has authority over City property and is the City's contracting agency; and WHEREAS, Keith Crain is the Director for Information Technology for the City of South Bend; and WHEREAS, the Board has previously executed various contracts and agreements related VoIP Telephone Service ("Project") including, but not limited to, an agreement with Logicalis, Inc. ("Logicalis"); and WHEREAS, Logicalis has advised the City that it will cease providing VoIP services on or about July 15, 2014; and WHEREAS, VoIP telephone services are essential to the normal business operations of the City; and WHEREAS, in his capacity as Director for Information Technology for the City of South Bend, Keith Crain has determined that Microintegration, Inc. can provide the services necessary to ensure that City telephone operations are not impaired or interrupted; and WHEREAS, the City and Microintegration have reached an agreement as to certain terms and conditions which are more specifically set forth in a document entitled "Master Products and Services Agreement with Supplemental Terns and Conditions" ("Agreement") dated June 16, 2014, a copy of which is attached hereto and incorporated herein as Exhibit "A" and WHEREAS, time is of the essence in this matter and accordingly, in order to facilitate the Project, Keith Crain executed the Agreement on behalf of the City on June 16, 2014; and WHEREAS, the Agreement between the City and Microtintegration is subject to final approval by the Board; and WHEREAS, the Board believes that the Agreement is in the best interests of the health, safety and the social and economic welfare of the City and its residents and that the Agreement being assisted; and complies with federal, state and local laws under which the Project has been undertaken and it WHEREAS, the Board desires to ratify the Agreement. NOW, THEREFORE, BE IT RESOLVED by the City of South Bend Board of Public AGENDA REVIEW SESSION JUNE 19, 2014 202 Works as follows: The actions taken by Keith Crain, Director of Information Technologies for the City of South Bend relating to the Project, including the execution of the Agreement on behalf of the City are hereby in all respects ratified, confirmed and approved. 2. This Resolution shall be in full force and effect after its adoption by the City of South Bend Board of Public Works. ADOPTED at a meeting a the Board of Public Works of the City of South Bend, Indiana held on June 19, 2014, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ David P. Relos s/ Patrick M. Henthom s/ Brian Pawlowski ATTEST: s/Linda M. Martin, Clerk APPROVAL OF PERMITS The following street closures were presented for annroval Applicant Description Date/Time Location Motion Carried Stephen Residential June 23, 2014 (Rain Black Oak from Oak Pawlowski/ Hayes Block Party — Date June 24, 2014) Park to Scottswood Henthorn Wooded Estates 3:30 p.m. to 8:00 p.m. Annual Ice Cream Social Keller Non -Residential June 22, 2014; 2:30 Bryan St. from Pawlowski/ Park Block Party — p.m. to 7:00 p.m. Sherman Ave. to Henthom Missionary Keller Park Inglewood Place Church Church Summer Block Party Board members discussed the following item(s) from the agenda. - Award Bids Mr. Jeff Hudak, Central Services, stated that all of the vehicle and equipment awards are budgeted and all, except the tandem axle dump truck and single axle dump trucks, include CNG. He provided emails for the Clerk of the Board from the vendors stating they would honor their bids beyond the sixty (60) days stated in the specifications. Mr. Hudak noted that language is not in his specifications, but is in the standard front-end language, and he would remove it in the future. He stated he discussed this with Legal and they approved for him to do so, stating the language is geared towards construction, not purchase of equipment. - Contract — South Bend Police Department Ms. Lory Timmer, Community Investment, stated they have not received their 2014 CDBG funding yet, but they have program funds to cover this contract. - Award Bid — North Station Roof Restoration Mr. John Wiltrout, Water Works, stated he was asking to award this project to the low bidder, Midland Engineering. He stated the roof is an old clay tile roof that they have been patching for years. He stated they are now going to pull off the clay tiles and felt and examine the underneath. He noted they will be replacing the ornamental fixtures with copper. Mr. Relos asked if there was any allowance in the bid for unknowns. Mr. Eric Beaulieu, DLZ, stated the bid has allowances plus unit prices. He noted the base bid does not include allowances for damaged wood or other unknown damage. Mr. Erie Horvath, Public Works Director, asked that Mr. Wiltrout send him a note on the budget total. Mr. Meteiver asked if this project required a Certificate of Appropriateness for the work due to the historical nature of the building. Mr. Wiltrout stated he has already obtained the Certificate. Professional Services Agreement — Greeley & Hansen Mr. Al Greek, Environmental Services, stated this work being done by Greeley and Hansen is part of Environmental Services NPDES permit for operating their plant. He added it is mandated AGENDA REVIEW SESSION JUNE 191 2014 203 for the plant operation and punishable by fines. He added Greeley and Hansen is making significant changes to the model. - Award Bid — Fellow Street Roadway Improvements Mr. Patrick Henthorn stated this project was tabled at the last Board meeting but needs to get awarded due to the expiration soon of wage rates. Attorney Larry Meteiver noted it will need to be subject to eminent domain of two properties on Fellows Street. He explained the process has not been completed yet, but is in the works. Mr. Eric Horvath requested Engineering let the contractor know there will be a delay in the Notice to Proceed due to the situation with the two properties. Addendum to Master Agency Agreement — Redevelopment Commission Mr. Dave Relos, Community Investment, noted this agreement for a multi -tenant development in Ignition Park will need to be approved by the Board subject to the Redevelopment Commission's approval on the following Thursday. The Clerk was instructed to post the agenda and notify the media and other persons who have requested notice of the meeting agenda. No other business came before the Board. The meeting adjourned at 11:02 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President Patrick M. Henthorn, Member Brian J. Pawlowski, Member ATTEST: "i da M. Martin, Cler REGULAR MEETING JUNE 24, 2014 The Regular Meeting of the Board of Public Works was convened at 9:32 a.m. on Tuesday, June 24, 2014, by Board President Gary A. Gilot, with Board Members Kathryn E. Roos, David Relos, Patrick Henthorn, and Brian Pawlowski present. Also present was Attorney Cheryl Greene. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of a Consent to Annexation for water service and a Professional Services Agreement with Accela. Also noted was a change in the amount of the contract for CHA Consulting, Inc. from $199,200.00 to $258,300.00 and the contract for Jones Petrie Rafinski Corporation from $392,825.00 to $400,325.00. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Roos, seconded by Mr, Relos and carried, the Minutes of the Regular Meeting held on June 10, 2014 and Claims Review Meeting of the Board held on June 17, 2014, were approved. OPENING OF BIDS — DEMOLITION OF EIGHTY-FOUR 84 MORE OR LESS VACANT AND ABANDONED HOMES — PROJECT NO. 114-028 LOSS RECOVERY FUND This was the date set for receiving and opening of sealed bids for the above referenced project. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri- County News, which were found to be sufficient. Attorney Cheryl Greene stated the Board is