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HomeMy WebLinkAbout10/09/2014 Agenda ReviewPUBLIC AGENDA SESSION OCTOBER 9, 2014 308 The Agenda Review Session of the Board of Public Works was convened at 10:37 a.m. on October 9, 2014, by Board President Gary A. Gilot, with Board Members David Relos, Kathryn Roos, and Patrick Henthom present. Board Member Brian Pawlowski was absent. Also 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. OPENING AND AWARD OF QUOTATIONS — HILL STREET ALLEY IMPROVEMENTS — PROJECT NO. 113-024 (NNDA TIF) 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: WALSH & KELLY INC. 24358 State Road 23 South Bend, IN 46614 Quotation was submitted by Dustin Hilary, Area Manager 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. QUOTATION: BASE QUOTE: $62,360.00 BASE QUOTE + ALTERNATE A: $76,360.00 BASE QUOTE + ALTERNATE B: $76,040.00 BASE QUOTE + ALTERNATE A & B: $90,040.00 RIETH-RILEY CONSTRUCTION CO. INC. P. O. Box 1775 South Bend, IN 46634 Quotation was submitted by Scott M. Kirkpatrick, Engineer/Estimator 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. QUOTATION: BASE QUOTE: $68,870.00 BASE QUOTE + ALTERNATE A: $86,470.00 BASE QUOTE + ALTERNATE B: $80,870.00 BASE QUOTE + ALTERNATE A & B: $98,470.00 SELGE CONSTRUCTION CO. INC. 2833 South I Ph Street Niles, MI 49120 Quotation was submitted by Mark Weaver, Director of Business Development 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. QUOTATION: BASE QUOTE: $73,386.00 BASE QUOTE + ALTERNATE A: $89,586.00 BASE QUOTE + ALTERNATE B: No Quote Received BASE QUOTE + ALTERNATE A & B: $89,586.00 Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the above Quotations were referred to Engineering and Community Investment for review and recommendation. Mr. Corbitt Kerr, Engineering, asked if the Board would approve the waiving of the $75,000.00 limit set by the City on quotations, to allow an award for options A and B. Ms. Greene noted that is a local limit the City set and is below the State's limit. The Board agreed to waive the quote threshold of $75,000.00. PUBLIC AGENDA SESSION OCTOBER 9 2014 309 After reviewing those quotations, Mr. Roger Nawrot, Engineering, recommended that the Board award the contract to the lowest responsive and responsible bidder, Walsh & Kelly, 24358 State Road 23, South Bend, IN 46614 in the amount of $90,040.00 for the Base Bid and Alternates A and B. Therefore, Ms. Roos made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Mr. Relos seconded the motion, which carried. OPENING OF PROPOSALS — SAFE ROUTES TO SCHOOL NEAR CO UILLARD PRIMARY SCHOOL AND HARRISON PRIMARY SCHOOL — PROJECT NO. 114-066 AND 114-067 (INDOT) Mr. Gilot advised that this was the date set for the receiving and opening of sealed proposals for the above referenced project. Mr, Eric Horvath, Public Works Director, noted these three proposal openings are joint projects with 1NDOT and the City and the criteria will be ranked by Engineering and sent to INDOT for review. The following proposals were opened and the names of the vendors read: A13ONMARCHE CONSULTANTS INC. 750 Lincoln Way East South Bend, IN 46601 Proposal was Signed by John W. Linn, P.E. THE TROYER GROUP 550 Union Street Mishawaka, IN 46544 Proposal was Signed by John E. Leszczynski, Senior Vice President PRIMERA 9200 Calumet Avenue, Suite N301 Munster, IN 46321 Proposal was Signed by Brad B. Minnick, P. E., Senior Project Manager Upon a motion made by Ms. Roos, seconded by Mr. Henthorn and carried, the above proposals were referred to Engineering for review and recommendation. OPENING OF PROPOSALS — BENDIX DRIVE PAVEMENT REPLACEMENT FROM LATHROP DRIVE TO THE INDIANA TOLL ROAD BRIDGES — PROJECT NO. 114-065 INDOT Mr. Gilot advised that this was the date set for the receiving and opening of sealed proposals for the above referenced project. The following proposals were opened and the names of the vendors read: ABONMARCHE CONSULTANTS INC. 750 Lincoln Way East South Bend, W 46601 Proposal was Signed by John W. Linn, P.E. LAWSON-FISHER ASSOCIATES P.C. 525 West Washington Avenue South Bend, IN 46601 Proposal was Signed by Paul A. Hummel, P. E., Senior Vice President PRIMERA 9200 Calumet Avenue, Suite N301 Munster, IN 46321 Proposal was Signed by Brad B. Minnick, P. E., Senior Project Manager THE TROYER GROUP 550 Union Street Mishawaka, IN 46544 Proposal was Signed by John E. Leszczynski, Senior Vice President DLZ 2211 East Jefferson Blvd. PUBLIC AGENDA SESSION OCTOBER 9, 2014 310 South Bend, IN 46615 Proposal was Signed by Gary K. Fisk, P.E. Upon a motion made by Ms. Roos, seconded by Mr. Henthorn and carried, the above proposals were referred to Engineering for review and recommendation. OPENING OF PROPOSALS — OLIVE STREET PAVEMENT REPLACEMENT FROM PRAIRIE AVENUE TO THE NORFOLK-SOUTHERN RAILROAD TRACKS — PROJECT NO. 114-064 (INDOT) Mr. Gilot advised that this was the date set for the receiving and opening of sealed proposals for the above referenced project. The following proposals were opened and the names of the vendors read: DLZ 2211 East Jefferson Blvd. South Bend, IN 46615 Proposal was Signed by Gary K. Fisk, P. E., Vice President WEAVER BOOS CONSULTANTS 7121 Grape Road Granger, Indiana 46530 Proposal was Signed by John J. Talbot, P.E., Civil Engineering Manager LAWSON FISHER ASSOCIATES P.C. 2211 East Jefferson Blvd. South Bend, IN 46615 Proposal was Signed by Paul A. Hummel, P.E., Senior Vice President THE TROYER GROUP 550 Union Street Mishawaka, IN 46544 Proposal was Signed by John E. Leszczynski, Senior Vice President Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the above proposals were referred to Engineering for review and recommendation. APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for approval: Type Business Description Amount/ Funding Motion/ Second Professional Great Lakes To Oversee Construction N/A Relos/Roos Services Capital on Ignition Park Multi - Agreement Development, Tenant Project LLC Professional Cheryl Phipps Administrative Support NTE $15,000 Relos/Roos Services for Community Up to Six Agreement Investment and Months Redevelopment (CI Commission Administration) Board members discussed the following item(s) from the agenda. - Change Orders Demolition of 84 More or Less, Vacant and Abandoned Homes, Division B and Division C Ms. Thia Vawter, Engineering, stated an original asbestos report did not show the presence of transite. Another report was ordered that showed transite present on five vacant and abandoned houses scheduled for demolition. Mr. Gilot noted the project had no environmental allowance to cover the cost. Ms. Greene noted that because these are private properties, not public held, but considered a blight, the 20% cap on bids does not apply to these. Ms. Vawter informed the Board that the land owners will be billed for the work. Mr. Eric Horvath, Public Works, questioned how much the cost increased on each property. Ms. Vawter stated the extra work added between PUBLIC AGENDA SESSION OCTOBER 9, 2014 311 $12,000.00 and $13,000.00 to each property. She noted the cost is figured as a per square foot Iine item price. - Contracts — Indiana Housing & Community Development Authority Ms. Pam Meyer, Community Investment, stated these three contracts are all renewals or extensions of housing contracts. Mr. Gilot asked how many families does this help. Ms. Meyer stated approximately four (4) to eight (8) per month. Mr. Horvath questioned if the dates are correct on the contract through June 30, 2014, Ms. Meyer noted the Board previously signed the contract, but the Housing Authority never sent it back and can't find it now. She added they have already paid the City. - Agreements — Northeast Neighborhood Revitalization Organization and South Bend Heritage Foundation, Inc. Ms. Pam Meyer, Community Investment, stated these agreements are for the rehabilitation of Vacant and Abandoned properties owned by the City. She noted these are the funding agreements to complete the renovations. - Memorandum of Understanding — St. Joseph County Board of Commissioners Ms. Meyer stated the City is partnering with the county on the award for the demolition of blight properties. She explained the City has to own the properties before the demolition occurs, so the agreements allow the County to transfer them to the City. She noted that 138 properties are related to the Lincolnway Corridor planning improvements. - Professional Services Agreement — RLR Associates, Inc. Mr. Dave Relos, Community Investment, stated the funding for this agreement should be AEDA TIF, not SBCDA TIF. — Amendment to the Addendum to the Master Agency Agreement — Redevelopment Commission Mr. Jitin Kain, Community Investment, stated this amendment covers a change in the scope of the Memorial Hospital Streetscape project, reducing work and adding some items, and reducing the cost by $12,000.00. - Amendment to the Addendum to the Master Agency Agreement — Redevelopment Commission Mr. Kain noted the City terminated the contract for Infrastructure work at Ignition Park and will be bringing it back to the Board. He stated they are adding areas which will increase the scope and cost. - Request to Reject Bids — Facility Modifications to Accommodate Works on Compressed Natural Gas Vehicles Mr. Jeff Hudak, Central Services, stated only one bid was received from California on this work and it exceeded the budget. He noted there are two (2) local bidders that did not bid that he is working with. Ms. Greene stated they have gone through the bidding process and not received any bids within the budget, so they are now free to go to the open market. - Wastewater Treatment Plant Administration and Laboratory HVAC Upgrades Mr. Jacob Klosinski, Wastewater, stated he has potentially five (5) bidders interested in bidding on this project. - Professional Services Agreement — Jones, Petrie, Rafinski Corporation Mr. Jacob Klosinski, Wastewater, stated these towers being demolished have been out of commission for over twenty (20) years. Mr. Gilot asked if they contain any media and could it be used in other locations. Mr. Klosinski stated they will look into that. - Award Bids — 2014 Uniform and Mat Rental Mr. Gilot questioned why two (2) large local vendors didn't bid on this bid. Mr. George King, Purchasing, stated the specifications were rewritten so the City only pays for those uniforms they use and the vendors don't like that. He noted there were four (4) or five (5) bidders. - Opening of Bids — Noble America's South Bend Ethanol Facility Corn Oil Separation Process and Nine (9), More or Less, Tractor Trailers for Lippert Components Mr. Gilot asked if both companies have signed off on the specifications. Mr. George King, Purchasing, stated they have and he will also require them to sign off on the award of the bid. - Change Order — 2014 Infrared Pavement Patching Mr. Eric Horvath, Public Works Director, questioned why the contractor is requesting an additional forty-three days on this project. Mr. Paul South, Street Department, stated that is the number of rain days that affected the progress of this project. He added the rain days cut the number of working days almost in half every month. Ms. Roos requested he put together a comparison showing the rain days according to their report and according to the official weather website showing the number of rain dates. PUBLIC AGENDA SESSION OCTOBER 9, 2014 312 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 11:40 a.m. Gary A. Gilot, President Brian J. Pawlowski, Member ATTEST: Liiida M. Martin, Clerk REGULAR MEETING OCTOBER 14, 2014 The Regular Meeting of the Board of Public Works was convened at 9:35 a.m. on Tuesday, October 14, 2014, by Board President Gary A. Gilot, with Board Members Kathryn E. Roos, Patrick Henthorn, and Brian Pawlowski present. Board Member David P. Relos was absent. Also present was Board Attorney Cheryl Greene. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of a request for a Triple Trailer Permit. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Roos, seconded by Mr. Henthorn and carried, the Minutes of the Agenda Review Session and Regular Meetings of the Board held on September 18, 2014 and September 23, 2014, and the Claims Review Meetings of September 30, 2014 and October 7, 2014 were approved. OPENING AND AWARD OF BIDS — CENTURY CENTER RIVER SUITES CARPET REPLACEMENT —PROJECT NO. 114-022 (HOTEL/MOTEL TAX) 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 bids were opened and publicly read: OFFICE INTERIORS 1415 University Drive Court Granger, IN 46530 Bid was signed by: Kenneth C. Bohn 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 percent (5%) Bid Bond was submitted. BID: $134,752.00