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HomeMy WebLinkAbout01/13/2015 Board of Public Works MeetingREGULAR MEEETING JANUARY 13 2015 The Regular Meeting of the Board of Public Works was convened at 9:33 a.m. on Tuesday, January 13, 2015, by Board President Gary A. Gilot, with Board Members David Relos, Patrick Henthorn, and Brian Pawlowski present. Board Member Kathryn E. Roos was absent. Also present was Board Attorney Michael Schmidt, and Attorney Catherine Fanello, Krieg DeVault. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Relos, seconded by Mr. Henthorn and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Review Meeting of the Board held on December 18, December 23, and December 30, 2014, were approved. OPENING OF BIDS — EQUIPMENT PURCHASE FOR NORRES NORTH AMERICA INC. — PROJECT NO. 114-080 RIVER WEST DEVELOPMENT AREA TIF 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: SYSTEM CLEAN INC. 50602 N. Michigan St. South Bend, Indiana 46637 Bid was signed by: Mr. Mark Jurgonski 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 percent (10%) Bid Bond was submitted BID: Item Est. Na, Q� Item Manufacturer Unit Price 1 I Cart Mount Mini -Cabinet Dehumidifying Dryer $ 2 1 Puller System $ 3 1 Production Printer $ 4 1 *Racking System & Logistical Warehouse Solution $ 5 1 Walk Behind Floor Scrubber $ 10,556.00 ::6 1 Single Scre�Extruder�� $ *Additional cost breakdown required BALINT/RYDER HANDLING E UIPMENT 202 E. Woodside St. South Bend, Indiana 46614 Bid was signed by: Mr. Tim Balint 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. Indiana Local Business Preference Claim Form was submitted Ten percent (10%) Bid Bond was submitted :E Item IEst. I Item Manufacturer Unit Price REGULAR MEEETING JANUARY 13 2015 Item Est. No. Qty, Item Manufacturer Unit Price 1 1 Cart Mount Mini -Cabinet Dehumidifying Dryer $ 2 1 Puller System $ 3 1 Production Printer $ 4 1 *Racking System & Logistical Warehouse Solution $ 90,945.00 5 1 Walk Behind Floor Scrubber $ 6 1 Single Screw Extruder $ v.­vwu luquacu VERSATILE AUTOMATION TECHNOLOGIES INC. DBA VERSA MACHINERY 4850 Green Court Elkhart, Indiana 46516 Bid was signed by: Mr. Harry L. Washburn 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. Indiana Local Business Preference Claim Form was submitted Ten percent (10%) Bid Bond was submitted M Item Est. No. Qty. Item Manufacturer Unit Price 1 1 Cart Mount Mini -Cabinet Dehumidifying Dryer $ 2 1 Puller System Versa Machinery $ 20,280.00 3 1 Production Printer $ 4 1 *Racking System & Logistical Warehouse Solution $ 5 1 Walk Behind Floor Scrubber $ 6 1 Single Screw Extruder $ * A iAit;.,,, I b cost reakdown required BALINT/RYDER HANDLING EQUIPMENT 202 E. Woodside St. South Bend, Indiana 46614 Bid was signed by: Mr. Tim Balint 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. Indiana Local Business Preference Claim Form was submitted Ten percent (10%) Bid Bond was submitted REGULAR MEEETING JANUARY 13 2015 Item Est. No. Qty. Item Manufacturer Unit Price 1 1 Cart Mount Mini -Cabinet Dehumidifying Dryer $ 2 1 Puller System g 3 1 Production Printer $ 4 1 *Racking System & Logistical $ Warehouse Solution 5 1 Walk Behind Floor Scrubber $ 11,965.00 6 1 Single Screw Extruder S *Additional cost breakdown required Upon a motion made by Mr. Relos, seconded by Mr. Henthorn and carried, the above bids were referred to the Engineering and Community Investment for review and recommendation. OPENING OF QUOTATIONS — MICHIGAN STREET AT WAYNE STREET CONDUIT REPLACEMENT— PROJECT NO. 114-082 (LOSS RECOVERY FUND) 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: MARTELL ELECTRIC, LLC 4601 Cleveland Rd. South Bend, Indiana 46628 Quotation was submitted by: Mr. John A. Martell 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. ITEM NO. DESCRIPTION QUANTITY UNIT UNIT PRICE TOTAL AMOUNT 1 Conduit, 3" RGS 240 LFT $32.32 $7,756.06 2 Handhole, Lighting 2 EACH $1,047.01 $2,094.01 3 Concrete Sidewalk, Remove 3 SYD $30.00 $ 90.00 4 Concrete Ramp, Remove 10 SYD $50.00 $ 500.00 5 Concrete Sidewalk, 4 Inch 3 SYD $50.00 $ 150.00 6 ADA Ramp, Concrete 10 SYD 5345.00 $3,450.00 Total Amount of Quote $14,040.07 Upon a motion made by Mr. Gilot, seconded by Mr. Relos and carried, the above bids were referred to the Street Department for review and recommendation. CERTIFY 2015 SEWER INSURANCE CONTRACTOR REGISTRY Mr. Gilot stated the Board has been asked to certify the existing list of vendors on the Sewer Insurance Contractor Registry and encourage the opening up of the registry every couple of months to new vendors. Upon a motion by Mr. Gilot, seconded by Mr. Henthorn and carried, the Board accepted and certified the 2015 Sewer Insurance Program Registry of Pre -Qualified Contractors as presented by Mr. Paul South, Director of Street Department. AWARD BID — DEMOLITION OF 118 MORE OR LESS VACANT AND ABANDONED HOMES DIVISION D — PROJECT NO 114-073 (LOSS RECOVERY FUND) Mr. Michael Carey, Engineering, advised the Board that on November 20, 2014, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Carey REGULAR MEEETING JANUARY 13 2015 recommended that the Board award the contract to the lowest responsive and responsible bidder Indiana Earth, Inc., 10343 McKinley Highway, Osceola, Indiana 46561, in the amount of $343,500.00. Therefore, Mr. Pawlowski made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Henthorn seconded the motion, which carried. AWARD QUOTATION _ 2015/2017 WATER WORKS HVAC SYSTEMS (WATER WORKS OPERATIONS) Mr. John Wiltrout, Water Works, advised the Board that on December 19, 2014, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Wiltrout recommended that the Board award the contract to the lowest responsive and responsible bidder, Johnson Controls, Inc., 4312 N. Technology Drive, South Bend, Indiana 46628, in the amount of $13,460.00 per year plus $90/hour non -agreement service calls; $135/hour non -agreement overtime service calls; and $180/hour non -agreement Sunday/holiday service calls. Therefore, Mr. Relos made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Mr. Henthorn seconded the motion, which carried. APPROVE CHANGE ORDER NO. 4 (FINAL) — PINHOOK WATER TREATMENT PLANT EFFICIENCY IMPROVEMENTS — PROJECT NO. 112-062 WATER WORKS CONSTRUCTION .BOND) Mr. Gilot advised that Mr. John Wiltrout, Water Works, has submitted Change Order No. 4 (Final) on behalf of L.D. Docsa Associates, Inc., 1605 King Highway, Kalamazoo, Michigan 49001, indicating the contract amount be decreased by $50,140.74 for a new contract sum, including this Change Order, of $3,290,255.67. Upon a motion made by Mr. Relos, seconded by Mr. Henthorn and carried, Change Order No. 4 (Final) was approved. APPROVE CHANGE ORDER NO. 4 FINAL AND PROJECT COMPLETION AFFIDAVIT — VACANT AND ABANDONED HOUSING DEMOLITIONS 1,000 HOMES IN 1,000 DAYS LOSS RECOVERY FUND Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 4 (Final) on behalf of Pelley Excavating, 1990 Progressive Drive, Niles, Michigan 49120, indicating the contract amount be decreased by $17,290.00 for a new contract sum, including this Change Order, of $637,335.00. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $637,335.00. Upon a motion made by Mr. Relos, seconded by Mr. Henthom and carried, Change Order No. 4 (Final) and the Project Completion Affidavit were approved. Mr. Eric Horvath, Director of Public Works, noted the funding source should be Loss Recovery fund, not the General Fund as stated on the agenda. APPROVE CHANGE ORDER NO. 3 FINAL AND PROJECT COMPLETION AFFIDAVIT — VACANT AND ABANDONED PROPERTY DEMOLITIONS 1,000 HOMES IN 1,000 DAYS (EDIT) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 3 (Final) on behalf of Jackson Trucking and Excavating, 9067 W. 100 North, Kewanna, Indiana 46939, indicating the contract amount be decreased by $4,500.00 for a new contract sum, including this Change Order, of $229,000.00. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $229,000.00, Upon a motion made by Mr. Relos, seconded by Mr. Henthorn and carried, Change Order No. 3 (Final) and the Project Completion Affidavit were approved It was noted that the funding source should be EDIT, not General Fund as stated on the agenda. APPROVE PROJECT COMPLETION AFFIDAVIT — BONDS AVENUE RETENTION LANDSCAPE —PROJECT NO. 113-021 SEWER REHAB Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Landmark Landscaping, 10882 McKinIey Highway, Osceola, Indiana 46561, for the above referenced project, indicating a final cost of $14,521.00. Upon a motion made by Mr. Henthorn, seconded by Mr. Relos and carried, the Project Completion Affidavit was approved. REGULAR MEEETING JANUARY 13, 2015 APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — THREE 3 MORE OR LESS 2015 OR NEWER 25 CUBIC YARD PACKERS SOLID WASTE CAPITAL LEASE PRINCIPAL AND INTEREST) In a memorandum to the Board, Mr. Matt Chlebowski, Central Services, requested permission to advertise for the receipt of bids for the above referenced equipment. Therefore, upon a motion made by Mr. Relos, seconded by Mr. Henthorn and carried, the above request 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/ Funding Second Professional North American Renewal of Agreement for $3.40/ Relos/ Services Administrators Flexible Spending Account Employee/ Henthorn Agreement Management 1/1/2015 Month Renewal through 12/31/2015 (Self -Insurance Fund) Professional Career Outplacement Services to be $19,800; Relos/ Services Transitions, Billed only if Used $2,200/ Henthorn Agreement LLC Participant (2015 Unemployment Compensation Fund) Professional Gibson Property Insurance and $59,500 Relos/ Services Insurance Workers Compensation (Business Henthorn Agreement Agency, Inc. Consulting Insurance Fund) Open Market Hyundai Open Market Purchase of $226,890; Relos/ Purchase Translead Nine (9), More or Less, Six (6) at Henthorn Agreement Tractor Trailers for Lippert $37,815 each Components due to no Bids (River West received Development Area TIF) Open Market ICM, Inc. Open Market Purchase of $1,975,082 Relos/ Purchase Noble America's South Bend (River West Henthorn Agreement Ethanol (NASBE) Facility Development Corn Oil Separation Process Area TIF) due to Rejection of Sole Bid received over Budget Professional Northeast Revitalization Programs and $75,000 Relos/ Services Neighborhood Services for South Bend's (EDIT) Henthorn Agreement Revitalization Northeast Neighborhoods Organization, Inc. Amendment South Bend Expand Geography for $552,000 Relos/ No. 1 to Heritage Acquiring/Rehabbing Vacant (No Change in Henthorn Contract Foundation, Inc. Houses to Include Census Amount of Tracts 19 and 20 in the Near Contract) West Side Neighborhoods (CDBG) Professional Blue & Co., Preparation of Annual EMS 2014: $4,500; Relos/ Services LLC Cost Reports for Medicaid 2015: $4,000; Henthorn Agreement Reimbursements for Three 2016: $3,500 Renewal (3) Years (EMS Capital) Local Public The Troyer Design of Safe Routes to City to pay Relos/ Agency Group, Inc. Coquillard Primary School; $20,000; Henthorn Contract 80/20 Match with INDOT Total: $97,981 Local Public The Troyer Design of Safe Routes to (LRSA) City to Pay Relos/ Agency Group, Inc. Harrison Primary School; $20,200; Henthorn REGULAR MEEETING JANUARY 13, 2015 9 Contract 80/20 Match with INDOT Total: $100,998 (LRSA) Lease St. Joseph Lease of Office Space at 701 $25,450 Relos/ Agreement County on W. Sample St. for Ten (10) (Paid to City Henthorn behalf of the Years (South Bend Police Annually) Public Safety Department) Communication s Consortium of St. Joseph County APPROVAL OF PERMIT APPLICATIONS The following nPrmit anni;ra+; , ., o o ,.,.o-. a r_ _ Applicant Description Date/Time Location Motion South Bend Procession: 20 January 19, County City Building Carried Relos/ Heritage Annual Martin 2015; 12:00 east on Jefferson Henthorn Foundation Luther King, Jr, p.m. to 1:30 Blvd. to Century Holiday p.m. Center Celebration Knights of Procession: Walk January 25, Knights of Columbus Relos/ Columbus/William the Talk Annual 2015; 2:00 Hall at 553 Henthorn Schmitt Prayer/Discussion p.m. to 2:30 Washington to St. p.m. Joseph Church on LaSalle St. (Two Blocks) APPROVE TRAFFIC CONTROL DEVICE Upon a motion made by Mr, Relos, seconded by Mr. Henthorn and carried, the following traffic control device was approved: NEW INSTALLATION: Renewal of Reserved Handicapped Parking Space Sign for Barb Stephens/St. Joseph County LOCATION: Lafayette Blvd. in front of County City Building REMARKS: All Criteria has been met APPROVE CLAIMS Mr. Relos 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 certlfilt-d fnr srrurnry Name Amount of Claim Date City of South Bend $2,011,583.47 01/13/2015 City of South Bend S2,513,523.61 01/13/2015 St. Joseph County Housing Consortium $3,503.77 12/10/2014 St. Joseph County Housing Consortium-7 $86,115.87 12/10/2014 St. Joseph County Housing Consortium $10,795.25 12/03/2014 St. Joseph County Housing Consortium $1,342,00 11/25/2014 St. Joseph County Housing Consortium $1,342.00 11/25/2014 St. Joseph County Housing Consortium $1,173.29 12/10/2014 Therefore, Mr. Relos made a motion that after review of the expenditures, the claims be approved as submitted. Mr. Henthorn 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 Mr. Henthorn and carried, the meeting adjourned at 9:58 a.m. REGULAR MEEETING JANUARY 13, 2015 10 ATTEST: Linda M. Martin, Clerk BOARD OF PUBLIC WORKS A Gary A. Gilot, President David P�RIos, ember Kathryn E, oos, Member �w Patrick M. Henthorn, Member Brian J. Pawlowski, Member CLAIMS REVIEW MEETING JANUARY 20 2015 11 A Claims Review Meeting of the Board of Public Works was convened at 8:34 a.m. on Tuesday, January 20, 2015, by Board President Gary Gilot with Board Members Patrick Henthom and David Relos present. Board Members Kathryn Roos and Brian Pawlowski were absent. APPROVE CLAIMS Mr. Relos stated that a request to pay claims 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. Mr. Relos stated the following claims were submitted to the Rnnrci fnr qnnr0vn!- Name Amount of Claim Date City of South Bend $5,001,059.90 01/1612015 City of South Bend $1,454,951.58 01/20/2015 City of South Bend $428,567.58 01/12/2015 Mr. Relos made a motion that after review of the expenditures, the claims be approved separately as submitted. Mr. Henthorn 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 Mr. Henthorn and carried, the meeting adjourned at 8:35 a. in. BOARD OF PUUBLIC WORKS Gary A. Gilot, President David P. Relos, Member Ka hryn E. Roos, Member �n Patrick M. Henthom, Member Brian J. Pawlowski, Member ATTFST: --LiAda M. Martin, Clerk