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HomeMy WebLinkAbout07/17/2014 Agenda ReviewAGENDA REVIEW SESSION JULY 17, 2014 235 The Agenda Review Session of the Board of Public Works was convened at 10:38 a.m. on July 17, 2014, by Board President Gary A. Gilot, with Board Members David Relos and Patrick Henthorn present. Board Members Kathryn Roos and Brian Pawlowski were absent. Ms. Roos joined the meeting in progress at 10:57 a.m. AIso present was Attorney Cheryl Greene. 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. AWARD BID AND APPROVE CONTRACT — TWO-WAY CONVERSION OF LAFAYETTE BLVD. AND WILLIAM ST. - PROJECT NO. 112-065 MAJOR MOVES Mr. Roger Nawrot, Engineering, advised the Board that on July 3, 2014, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Nawrot recommended that the Board award the contract to the lowest responsive and responsible bidders, Martell Electric LLC, 4601 Cleveland Road, South Bend, Indiana 46628, for Section A, Base Bid only, in the amount of $273,957.48; and Rieth-Riley Construction Co., Inc., 25200 State Road 23, P. O. Box 1775, South Bend, Indiana 46614, for Section B, Base Bid with Bid Alternate Nos. 2, 3 and 5, in the amount of $506,169.64. Mr. Nawrot noted that an error was discovered in Martell Electric LLC's math in the carry-over of Line Items 26, 40, and their total, which has been corrected in the total of the bid award and did not affect the results of the award. He explained their total showed $276,733.48, and the correct sum was found to be $273,957.48. Attorney Cheryl Greene stated the Bidder brought up a question regarding an error in a unit bid price they submitted. She stated that is not correctable; only line item extension math errors are. Therefore, Mr. Henthom made a motion that the recommendation be accepted and the bids be awarded and the contracts approved as outlined above. Mr. Relos seconded the motion, which carried. AWARD BID AND APPROVE CONTRACT — CENTURY CENTER EXTERIOR COLUMN AND SIDEWALK REPAIRS — PROJECT NO 114-030 (HOTEL/MOTEL TAXI Mr. John Engstrom, Engineering, advised the Board that on July 8, 2014, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Engstrom recommended that the Board award the contract to the lowest responsive and responsible bidder, Gibson -Lewis, LLC, 1001 West I I1h Street, Mishawaka, Indiana, 46544, in the amount of $18,500.00. Therefore, Mr. Relos made a motion that the recommendation be accepted and the bid be awarded and the contract approved as outlined above. Mr. Henthorn seconded the motion, which carried. Board members discussed the following item(s) from the agenda. - Interlocal Agreement and Professional Services Agreement — City of South Bend, St. Joseph County, City of Mishawaka, and Symbiont Science and Engineering Attorney Cheryl Greene stated the Council has the authority to approve for the City to enter into Interlocal Agreements via resolution. She stated they have approved for the City to enter into this cost sharing agreement with the other government entities and Symbiont, and now the City needs to sign the Interlocal Agreement and the Professional Services Agreement for the preparation of EPA Brownfrelds Assessment grant application. - CDBG Contracts Ms. Lory Timmer, Community Investment, stated they have received all of their Federal funds so she is now asking the Board's approval on all of these contracts. Mr. Gilot questioned the total amount being spent in 2014. Ms. Timmer stated the total is $2,300,000.00 for 2014, which is $21,000.00 more than 2013. Mr. Gilot asked how the Administrative costs figure into this amount. She stated the administrative expense is lower in 2014 than in 2013. She added the City is capped on these contracts by the Federal Government. - Interlocal Agreement Mr. Roger Nawrot, Engineering, stated this agreement is for approval of an agreement with the County and City of Mishawaka for replacement of non -compliant signs. He noted the agreement is a 90/10 match totaling $400,000.00. Ms. Roos stated these are traditionally funded by the Federal government and asked who's making the match. Mr. Eric Horvath, Director of Public Works, stated traditionally Public Works would fund this, but since there ar' so many signs, the County and Mishawaka are funding theirs. Attorney Cheryl Greene noted this being an Interlocal Agreement it may require a resolution for the Council. Mr. Horvath stated he was not sure if it is actually an Interlocal agreement, or if it is mistitled. Mr. Gilot explained this is a standing Interlocal; MACOG is the elected governing council. He stated he did not believe it would need to go to the Common Council therefore. - Resolution No. 25-2014 — Adopting a Written Fiscal Plan and Establishing a Policy for the Provision of Services to an Annexation Area AGENDA REVIEW SESSION JULY 17, 2014 236 Mr. Mike Divita, Community Investment, stated this annexation is for a small area south of Ironwood Drive off of Ireland Road. He noted it will be zoned for office, commercial and/or high density residential development. Mr. Divita stated the water may need to expand, and the sewers may not be able to handle future development. He noted the City picks up the maintenance of a small section of Ireland Road, about 800 feet. Mr. Gilot stated there is problem sometimes with back-ups in this area so they should pay close attention to the drainage. Mr. Paul South, Street Department, stated he has concerns about snow plowing because there is no room to turn a snow plow around. He recommended the County continue to maintain the snow plowing of this small section. Resolution No. 32-2014 — Trade -In of Equipment Lieutenant Chris Voros, Police Department, stated this resolution will allow for the trade in of four undercover vehicles. He noted there was a total of seven (7) but three (3) were federal seizures. He added there is not a lot of information given due to these being undercover vehicles. Attorney Greene noted the law protects this information for security reasons. - Maintenance Agreement - NEC Corporation of America Lieutenant Voros stated this is the Police Department's yearly maintenance agreement for their AFIS fingerprint system. Lieutenant Voros stated they have had amazing results with this technology. Ms. Greene stated the agreement includes an evergreen clause which she normally would not recommend the Board agree to, but due to the nature of this agreement, she is okay with it. Software and Support Licensing Agreement -- Alpine Consulting, Inc. Lieutenant Chris Voros explained this software provides crime analysis in minutes that would take humans hours to achieve. He stated the purchase was added to their JAG Grant application. Ms. Greene questioned if the grant has been awarded. Lieutenant Voros stated it has not, but it will happen shortly. Ms. Roos stated the Board can't approve anything without the funding appropriated. Lieutenant Voros stated they have 2013 JAG funds that haven't been accounted for that they have asked to use. Ms. Roos questioned if it included training and if he had worked with the City's Information Technology Department on this. Lieutenant Voros confirmed training is included and he had already talked to the IT Department. Ms. Roos asked if many other Cities use this software. Lieutenant Voros stated there are a lot of other cities using it and he would provide a list. Lieutenant Voros noted the City is getting a break of $26,792.59 off the list price if the contract is approved before August 1, 2014. Ms. Greene requested a copy before Tuesday's Board meeting, noting she had not reviewed this yet. Mr. Horvath stated Legal needs to review every contract and he would like them to look at the terms on this one. - Memorandum of Understanding — MACOG Mr. Corbitt Kerr, Engineering, stated this contract with MACOG is for traffic counting for the City. He noted the numbers have increased so MACOG needs to increase the cost to $11,000.00. Mr. Horvath added that to hire someone else do it would be almost $60,000.00, so it is a good deal. - Professional Services Agreement — American Structurepoint Mr. Corbitt Kerr, Engineering, stated the cost of this service for a downtown two-way traffic impact study will be less than the agenda states. Mr. Horvath questioned if the new scope would be ready by Tuesday's meeting and requested Mr. Kerr circulate the new agreement no later than Friday afternoon for review. - Contract — INDOT, and Professional Services Agreement — American Structurepoint Mr. Corbitt Kerr stated these two items are related; the contract sets out the cost sharing and the agreement is for the work designing Boland Drive Bike/Pedestrian Trail from Portage Avenue to Riverside Drive. He noted they are doing both sides of Boland Drive to give options. Ms. Roos requested they make sure they look at connecting to the multipurpose trail. Mr. Kerr stated the INDOT contract is their standard contract; however MACOG had issues with it and gave it back. He explained it is just a cost sharing contract, but they need to verify with INDOT whether the construction cost sharing should be in the contract or separate from the engineering cost sharing. - Legal Staff Report - Bit Mat Products Attorney Cheryl Greene explained at their last meeting, the Board of Works rescinded their previous award of the 2014 Street and Sewer Materials bid, Part A, Asphalt Materials to Bit Mat Products due to Bit-Mat's failure to comply with the bid specifications for the Dust Control Agent, causing their bid to be deemed non -responsive to that item. It has since been determined the other asphalt products are not available locally and the City's paving program may be significantly delayed. Therefore, in order to not impair the functioning of the Street Department, the Board may wish to reinstate that portion of Part A of the bid award to Bit Mat with the exception of the Dust Control Agent. She noted the owner gave a reasonable explanation in writing for his substitution of dust control product. The Board requested the item to reconsider their previous action and rescind only the dust control agent award be added as an action item to the agenda. AGENDA REVIEW SESSION JULY 17, 2014 237 - License - Busker Ms. Roos requested this application for a Busker License be removed from the agenda and no further applications be reviewed by this Board, due to a challenge to the Ordinance by the ACLU. 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 ca3me before the Board. The meeting adjourned at 11:36 a.m. BOARD OF PUBLIC WORK X Gary A. Gilot, President ATT ST: in a M. Martin, Clerk REGULAR MEETING JULY� 2_2_, 2014 The Regular Meeting of the Board of Public Works was convened at 9:37 a.m. on Tuesday, July 22, 2014, by Board President Gary A. Gilot, with Board Members David Relos, Kathryn E. Roos and Brian Pawlowski present. Board Member Patrick Henthorn was absent, Also present was Board Attorney Cheryl Greene. ADDITIONS TO THE AGENDA Mr. Gilot noted the addition to the agenda of a Professional Services Agreement with Lawson Fisher Associates for the design of the roundabout at Marion Street at Michigan Street and Main Street; an Amendment to a Lease Agreement; and a Final Release of a Bid Bond. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the Minutes of the Agenda Review Meeting of July 3, 2014; Regular Meeting of July 8, 2014; and Claims Review Meeting of July 15, 2014, were approved. OPENING OF BIDS — DECONSTRUCTION OF TEN 10 MORE OR LESS VACANT & ABANDONED HOMES PHASE 1 — PROJECT NO. 114-029 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. The following bid was opened and publicly read: JACKSON SERVICES 1674 N. 750 W Rochester IN 46975 Bid was signed by: Ms. Beverly Jackson Non -Collusion and Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment Form was completed. Five percent (5%) Bid Bond was submitted. n