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HomeMy WebLinkAbout11/12/2014 Board of Public WorksAGENDA REVIEW SESSION NOVEMBER 6, 2014 344 — Change Order — Southwood Sewer Separation Mr. Toy Villa, Engineering, stated this increase is for existing sidewalks for all streets, Two -Way Conversion of William Street and Lafayette Blvd. Mr. Toy Villa, Engineering, stated this change order will actually be a decrease because they are removing some work. - Change Order — 2014 Curb and Sidewalk Program Mr. Paul South, Street Department, stated this change order is due to poor soil discovered under the sidewalks. He added he submitted a memo with calendar days shown. Mr. Eric Horvath, Public Works Director, stated they are paying the same unit price, this is just an extension. PRIVILEGE OF THE FLOOR Lieutenant Chris Voros, Police Department, stated he spoke to the Board about trading in police motorcycles last year. At that time the trade-in allowance was $12,000. He stated he would like clarification from the Board on whether he can proceed with the trade-in. Attorney Cheryl Greene stated he is running out of time for this year if they're in the budget and if he is intending to bid this out. Ms. Roos stated the first issue they need to look at is how old are they and is it necessary. She requested Lieutenant Voros prepare a cost RIA on that as is done for all vehicles. Mr. George King, Purchasing, stated from the purchasing standpoint, Harley Davidson makes it very advantageous to trade-in. Mr. Horvath stated first they need to determine if it is justifiable and to do that they need to see an overall life cost comparison. 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 11:25a.m. BOARD OF PUBLIC WORKS i Gary A. Gi ot, President Vivid P. Relos, Member athryn E. Roos, Member .� Patrick M. Henthorn, Member Brian J. Pawlowski, Member ATTEST: o_At:Z�4� itida M. Martin, Clerk REGULAR MEETING NOVEMBER 12, 2014 The Regular Meeting of the Board of Public Works was convened at 9:33 a.m. on Wednesday, November 12, 2014, by Board President Gary A. Gilot, with Board Members David Relos, Kathryn E. Roos, Patrick Henthorn, and Brian Pawlowski present. Also present was Attorney Catherine Fanello, Krieg DeVault. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of an application for a reserved handicapped parking space. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Review Meeting of the Board held on October 23, October 28, 2014, and November 4, 2014 were approved. REGULAR MEETING NOVEMBER 12, 2014 345 OPENING OF BIDS — EAST GATE LIFT STATION — PROJECT NO. 114-054 WASTEWATER CAPITAL 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: SELGE CONSTRUCTION CO INC. 2833 South I I` Street Niles, MI 49120 Bid was signed by: Robert Kuhns, 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. Five (5%) Bid Bond was submitted. BID: $596,566 C&E EXCAVATING INC 53767 CR 9 Elkhart, IN 46514 Bid was signed by: Thad Bessinger, Vice President 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. BID: $774,972,75 WALSH & KELLY INC 24358 State Road 23 South Bend, IN 46614 Bid was signed 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. Five (5%) Bid Bond was submitted. BID: $719,311.62 HRP CONSTRUCTION INC. 5777 Cleveland Road P. O. Box 266 South Bend, IN 46624-0266 Bid was signed by: Paul J. Fallon, President 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. BID: $639,122.19 REGULAR MEETING NOVEMBER 12 2014 346 Upon a motion made by Ms. Roos, seconded by Mr. Henthom and carried, the above bids were referred to Engineering and Wastewater for review and recommendation. AWARD BIDS AND APPROVE CONTRACT — LINCOLNWAY WEST CORRIDOR IMPROVEMENTS DIVISIONS D AND E — PROJECT NO. 114-033A LOSS RECOVERY FUND) Mr. Roger Nawrot, Engineering, advised the Board that on October 23, 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 bidder Rieth-Riley Construction Co., Inc., 25200 State Road 23, PO Box 1775, South Bend, Indiana 46614 in the amount of $313,918.00 for Division D and $795,488.00 for Division E. Therefore, Ms. Roos made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Henthom seconded the motion, which carried. REJECT BIDS — LINCOLNWAY WEST CORRIDOR IMPROVEMENTS DIVISION C — PROJECT NO. 114-033A (LOSS RECOVERY FUND) Mr. Roger Nawrot, Engineering, advised the Board that on October 23, 2014, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Nawrot recommended that the Board reject all bids for Division C. Therefore, Ms. Roos made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Henthom seconded the motion, which carried. APPROVE CHANGE ORDER NO. 3 — REMOVAL OF LEAD BASED PAINT AT IVY TOWER — PROJECT NO. 114-011 AEDA TIF Mr. Gilot advised that Ms. Thia Vawter, Engineering, has submitted Change Order No. 3 on behalf of Interstate Environmental Services, Inc., 337 W. 806 N. US Rte. 6, Valparaiso, Indiana 46385, indicating the Contract amount be increased by $69,900.00 for a new Contract sum, including this Change Order, in the amount of $2,552,176.45. Upon a motion made by Ms. Roos, seconded by Mr. Henthorn and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — 2014 CURB & SIDEWALK CONSTRUCTION — PROJECT NO. 114-013 (MVH) Mr. Gilot advised that Mr. Paul South, Streets Department, has submitted Change Order No. 1 on behalf of Premium Concrete Services, Inc., 4331 Pine Creek Road, Elkhart, Indiana 46516, indicating the Contract amount be increased by $37,973.90 for a new Contract sum, including this Change Order, in the amount of $543,288.55. Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the Change Order was approved. Ms. Roos noted the Change Order includes an additional nineteen (19) days and amended her motion to approve the addition of the days to the schedule. Mr. Henthom seconded the motion, which carried. APPROVE CHANGE ORDER NO. 1 — SOUTHWOOD SEWER SEPARATION — PROJECT NO. 112-042 (2011 SEWER BOND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of Walsh & Kelly, Inc., 24358 State Road 23, South Bend, Indiana 46614, indicating the Contract amount be increased by $120,000.00 for a new Contract sum, including this Change Order, in the amount of $2,041,843.55, and an increase of thirteen (13) days for a new completion date of November 13, 2014. Upon a motion made by Ms. Roos, seconded by Mr. Henthom and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — TWO-WAY CONVERSION OF WILLIAM STREET AND LAFAYETTE BOULEVARD — PROJECT NO. 112-065A NAJOR MOVES Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of Martell Electric, LLC, 4601 Cleveland Avenue, South Bend, Indiana 46620, indicating the Contract amount be decreased by $4,329.02 for a new Contract sum, including this Change Order, in the amount of $269,628.46. Upon a motion made by Ms. Roos, seconded by Mr. Henthom and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 3 — JEFFERSON BOULEVARD STREETSCAPE IMPROVEMENTS —PROJECT NO. 114-001 MAJOR MOVES Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 3 on behalf of Selge Construction Co., Inc., 2833 S. 111h Street, Niles, Michigan 49120, indicating the Contract amount be increased by $500.00 for a new Contract sum, including this Change Order, REGULAR MEETING NOVEMBER 12 2014 347 in the amount of $1,580,725.47. Upon a motion made by Ms. Roos, seconded by Mr. Henthorn and carried, the Change Order was approved. APPROVE CHANGE ORDER NO, 1 FINAL AND PROJECT COMPLETION AFFIDAVIT — 2014 PAVEMENT MILLING —PROJECT NO. 114-009 MVH Mr. Gilot advised that Mr. Paul South, Street Department, has submitted Change Order No. 1 (Final) on behalf of Walsh & Kelly, Inc., 24358 State Road 23, South Bend, Indiana 46614, indicating the contract amount be decreased by $4,342.03 for a new contract sum, including this Change Order, of $34,457.97. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $34,457.97. Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved. APPROVE PROJECT COMPLETION AFFIDAVIT — VACANT AND ABANDONDED PROPERTIES DEMOLITIONS (1,000 HOMES IN 1,000 DAYS GENERAL FUND Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Torok Excavating, 825 S. Fellows Street, South Bend, Indiana 46601, for the above referenced project, indicating a final cost of $413,294.00. Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the Project Completion Affidavit was approved. APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for approval: Type Business Description Amount/ Motion/ Release of Monday, City to Release Monday, Jones, & Funding N/A Second Roos/Henthom Obligation Jones & Albright from Maintenance Letter Albright Reimbursement Agreement for Use of Electrical Components at Non -Functioning Fellows Booster Station Special Digital Compatible Equipment Purchase $61,945.00 Roos/Henthorn Purchase Ally for Substantial Savings of (Justice Eighteen (18) In -Car Video Assistance Cameras and Monitoring Software Grant: for Police Vehicles $28,066.00 Police Capital Lease: Professional CHA Phase 5 (Final) of the East Bank $33,879) $511,800.00 Roos/Henthorn Services Consulting, Sewer Separation on Jefferson (2012 Sewer Agreement Inc. Blvd. and Wayne Street and Bond) Northside Blvd. Amendment South Bend Change Addresses of Properties to $300,000.00 Roos/Henthorn to Contract Heritage be Acquired/Rehabbed and (No Change Foundation Extend Contract by Twelve (12) in Cost) Months CDBG Professional EmNet, Prairie Avenue Sewer Separation $73,988.00 Roos/Henthorn Services LLC Flow Monitoring (2012 Sewer Proposal Bond) Amendment McCormic Add Kensington Control Valve $14,000.00 Roos/Henthorn No. 1 to k and Real Time River Gauge (2012 Sewer Agreement Engineerin Monitoring Location at the Bond) g, LLC Wastewater Treatment Plant to Sewer Sensory Overflow Control Network Agreement Addendum St. Joseph City to Provide Funding for $65,000.00 Roos/Relos to County Director of Business Growth (EDIT) Professional Chamber Services of Agreement Commerce REGULAR MEETING NOVEMBER 12 2014 348 APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following permit and license applications were resented for Applicant Description p Date/Time ayNivvai. Location Motion KRG Eddy Non- December 6, Eddy Street and a portion Carried Roos/Relos Street Residential 2014; 7:00 a.m. of Napoleon St. from Commons LLC Block Party: to 2:00 p.m, Angela Blvd. to Holiday Napoleon St./Burns St. Happenings St, Joseph Procession: December 6, East Race and East Bank Roos/Relos Catholic Saint Nick 6 2014; 8:00 a.m. Trail Church to 11:30 a.m. Derek Placement of N/A West Washington St. Roos/Relos Dieter/South Honorary Street from William St. to Bend Heritage Sign: Honorary Walnut St. Foundation "Jeff Gibney Blvd." Teresa Shuter, Reserved As Needed In front of County -City Roos/Relos St. Joseph Handicapped Building County Parking Sign Auditor's Office APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the following traffic control devices were approved: NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATION: 930 S. 281' Street REMARKS: All criteria has been met. REVISION: Change to All Way Stop to Provide Safer Pedestrian Access LOCATION: Intersection of Westmoor Street and Meade Street REMARKS: All criteria has been met. REVISION: Frederickson Street Change to Stop Sign; Meade Street to be Through Street to Balance Distance between Stop Conditions in the Neighborhood LOCATION: Intersection of Frederickson Street and Meade Street REMARKS: All criteria has been met. NEW INSTALLATION: Wayfinder Signs for Martin Luther King Jr. Center LOCATIONS: Lincolnway West/ College Street; Olive St./Linden St. NEW INSTALLATION: Wayfinder Signs to Charles Black Center LOCATIONS: Western Ave. and Falcon Street REMARKS: To be installed at curb facing each direction, 24"x24" white lettering on brown with 12"x24" directional arrow added. NEW INSTALLATION: Reserved Handicapped Parking in front of County -City Building APPLICANT: Teresa Shuter, St. Joseph County Auditor's Office REMARKS: All criteria has been met. APPROVAL OF 2015 CITY EMPLOYEES HOLIDAY SCHEDULE Upon a motion by Ms. Roos, seconded by Mr. Henthom and carried, the following 2015 City of South Bend Holiday Schedule approved by Mayor Pete Buttigieg was approved: REGULAR MEETING NOVEMBER 12 2014 349 2015 HOLIDAY SCHEDULE New Year's Day Thursday, January 1, 2015 Martin Luther King, Jr. Day Monday, January 19, 2015 Memorial Day Monday, May 25, 2015 Independence Day Friday, July 3, 2015 Labor Day Monday, September 7, 2015 Veterans' Day Wednesday, November 11, 2015 Thanksgiving Day Thursday, November 26, 2015 Day after Thanksgiving Friday, November 27, 2015 Christmas Day Friday, December 25, 2015 In addition to the nine (9) designated holidays above, employees may choose one (1) additional floating holiday, which can be any day of the employee's choosing subject to supervisor's pre - approval. APPROVE CLAIMS Ms. Roos 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 $5,024,007.29 11/07/2014 City of South Bend $7,191.48 11/04/2014 City of South Bend $2,416,621.89 11/11/2014 Theref—P Aii� D .. .a.. __.__ .. ,VVO 111"U , a 111VLIVII LIML niter review of the expenditures, the claims be approved as submitted. Mr. ReIos seconded the motion, which carried. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the meeting adjourned at 9:58 a.m. BOARD OF PUBLIC WORKS ,htn Gary A. Gilot, President David P. Relos, Member K�thryn . Rpos Member Patrick M. Henthorn, Member Brian J. Pawlowski, Member ATT�-ST: —Linda M. Martin, Clerk