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HomeMy WebLinkAbout01/28/2015 Board of Public Works MeetingAGENDA REVIEW SESSION JANUARY 22, 2015 13 Mr. Kerr informed the Board this is a performance spec with a lease agreement set up for ten (10) years, with Notre Dame responsible for maintenance during that period. Mr. Relos added Notre Dame has written the specs for all of these seven (7) parts, so they will be responsible for any problems that come up due to bad specs. Mr. Kerr added once it is delivered and accepted, the City is not liable. Mr. Gilot questioned if there is anything that clarifies that Notre Dame has to pay the legal costs if there is a problem, and suggested the City could assign Notre Dame as the engineer overseeing the project and pay them a small percentage, much like what was done with the Eddy Commons project. Mr. Kerr stated the terms of the lease were agreed to by both parties and both parties understand the terms are subject to change. He added the lease will be taken care of before the award is made. Mr. Horvath reiterated, the Board is not going to award until the City has a signed lease. — Request to Advertise — ACM Panels for Ignition Park Buildings Nos. I and 2 Mr. Kerr stated the City is just procuring materials for this project and a fagade easement to allow the City on the property. - Request to Advertise — Removal and Disposal of PCB Remediation Waste at Ivy Tower Mr. Carey stated this clean-up is for the transformer room floor removal and installation of a concrete floor. Mr. Horvath noted this is specialized work, they need to make sure this is sent out to people that can do the work to bid on it. - Request to Advertise — Equipment Purchase for Nello Corporation Mr. Carey explained this work will include installation, and therefore will include wage rates. Mr. Gilot and Mr. Horvath requested Nello Corporation give shop drawing approval before the award. - Amendment to Project Coordination Contract — INDOT Mr. Kerr stated INDOT changed this contract from 9o/10 to 80/20 split on costs. He noted the Board signed the contract for the 90/10 split at their previous meeting and then INDOT realized it was supposed to be an 80/20 split, so the Board needs to sign off on the new contract. 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 11:44 a.m. BOARD OF PUBLIC WORKS Q Gary A. Gilot, President er" �'/ EN ftA:' ATTEST: Lindahvl. Martin, Clerk REGULAR MEETING JANUARY 27 2015 The Regular Meeting of the Board of Public Works was convened at 9:32 a.m. on Tuesday, January 27, 2015, by Board President Gary A. Gilot, with Board Members David Relos, and Patrick Henthorn present. Board Members Kathryn E. Roos and Brian Pawlowski were absent. Also present was Board Attorney Michael Schmidt and Attorney Catherine Fanello, Krieg DeVault. REGULAR MEETING JANUARY 27, 2015 14 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 of January 8, 2015, Regular Meeting of January 13, 2015, and Claims Meetings of the Board held on January 6, 2015 and January 20, 2015, were approved. AWARD BID — EQUIPMENT PURCHASE FOR NORRES NORTH AMERICA INC. - PROJECT NO 114-080 (RIVER WEST DEVELOPMENT AREA TIF Mr. Michael Carey, Engineering, advised the Board that on January 13, 2015, bids were received and opened for the above referenced equipment. After reviewing those bids, Mr. Carey recommended that the Board award the contract to the lowest responsive and responsible bidder for Item No. 5, one (1) Walk Behind Floor Scrubber, to System Clean, Inc., 50602 North Michigan Street, South Bend, Indiana 46637, in the amount of $10,556.00 and for Item No. 4, Racking System and Logistical Warehouse Solution, to Balint/Ryder Handling Equipment, 202 East Woodside Street, South Bend, Indiana 46614, in the amount of $90,945.00. Mr. Gilot noted that System Clean did not return their acknowledgement of Addendum with their bid, but the review staff determined the Addendum was not material to the specifications for Item No. 5, and therefore, the Board would waive the irregularity. Ms. Martin, Clerk of the Board, stated she received a confirmation email forwarded from Mr. Carey, originally from Mr. Jens Schluter, President of Norres North America, Inc., confirming their approval of the awards as outlined above and committing to sign and return a letter stating that upon his return from a business trip. Therefore, Mr. Relos made a motion that the recommendation be accepted and the bids be awarded as outlined above. Mr. Henthorn seconded the motion, which carried. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — THREE 3 MORE OR LESS 2015 OR NEWER SINGLE AXLE MULTI -USE DUMP TRUCKS (STREET DEPARTMENT CAPITAL LEASE PRINCIPAL & INTEREST AND SEWER DEPARTMENT CAPITAL_ In a memorandum to the Board, Jeffrey Hudak, Central Services, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr. Relos, seconded by Mr. Henthorn and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — TWO (2), MORE OR LESS, 2015 OR NEWER, TANDEM AXLE MULTI -USE DUMP TRUCKS (STREET DEPARTMENT CAPITAL LEASE PRINCIPAL & INTEREST) In a memorandum to the Board, Mr. Jeffrey Hudak, Central Services, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr. Relos, seconded by Mr. Henthorn and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — ONE (1) OR MORE,_ 2015 OR NEWER, TANDEM AXLE DUMP TRUCK (SEWER DEPARTMENT CAPITAL BUDGET) In a memorandum to the Board, Mr. Jeffrey Hudak, Central Services, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr. Relos, seconded by Mr. Henthorn and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — FOUR (4) MORE OR LESS, 2015 OR NEWER, 3/4 TON EXTENDED CAB FOUR WHEEL DRIVE PICK UP TRUCKS SEWER DEPARTMENT CAPITAL BUDGET, STREET DEPARTMENT CAPITAL LEASE PRINCIPAL & INTEREST; SOLID WASTE CAPITAL LEASE PRINCIPAL & INTEREST) In a memorandum to the Board, Mr. Jeffrey Hudak, Central Services, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr. Relos, seconded by Mr. Henthorn and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — FOUR (4), MORE OR LESS, 2015 OR NEWER 3/4 TON FOUR WHEEL DRIVE PICK UP TRUCKS — (SOLID WASTE CAPITAL LEASE PRINCIPAL & INTEREST,• WATER WORKS CAPITAL-, SEWER DEPARTMENT CAPITAL BUDGET In a memorandum to the Board, Mr. Jeffrey Hudak, Central Services, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr. Relos, seconded by Mr. Henthorn and carried, the above request was approved. REGULAR MEETING JANUARY 27, 2015 15 APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — ONE 1 OR MORE 2015 OR NEWER FRONT WHEEL DRIVE CARGO VAN CENTRAL SERVICES In a memorandum to the Board, Mr. Jeffrey Hudak, Central Services, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr. Relos, seconded by Mr. Henthorn and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — 2015 TRUCKING OF BELT PRESSED BIO-SOLIDS FOR LAND APPLICATION ORGANIC RESOURCES In a memorandum to the Board, Mr. Jacob Kiosinski, Environmental Services, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr. Relos, seconded by Mr. Henthorn and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — ACM PANELS FOR IGNITION PARK BUILDING NOS. 1 AND 2 — PROJECT NO. 115-006 RIVER WEST DEVELOPMENT AREA TIF) In a memorandum to the Board, Mr. Michael Carey, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr. Relos, seconded by Mr. Henthorn and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — REMOVAL AND DISPOSAL OF PCB REMEDIATION WASTE AT IVY TOWER — PROJECT N0. 115- 004 IVY TOWER FACILITY RENOVATION In a memorandum to the Board, Mr. Michael Carey, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr. Relos, seconded by Mr. Henthorn and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — E UIPMENT PURCHASE FOR NELLO CORPORATION — PROJECT NO. 115-005 RIVER WEST DEVELOPMENT AREA TIF In a memorandum to the Board, Mr. Michael Carey, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Mr. Gilot questioned if there is any installation included. Mr. Carey stated there is and they have included wage rates on the installation part. Mr. Gilot instructed Mr. Carey when installation or labor is a part of the bid, it should state that in the title. Therefore, upon a motion made by Mr. Henthorn, seconded by Mr. Relos and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF PROPOSALS — EQUIPMENT PURCHASE FOR NOTRE DAME TURBO AT IGNITION PARK — PROJECT NO. 114-083 RIVER WEST DEVELOPMENT AREA TIF In a memorandum to the Board, Mr. Michael Carey, Engineering, requested permission to advertise for the receipt of proposals for the above referenced project. Mr. Relos noted the request has been reduced from seven (7) separate pieces of equipment to three (3) Therefore, upon a motion made by Mr. Henthorn, seconded by Mr. Relos and carried, the above request was approved. ADOPT RESOLUTION NO. 03-2015— A RESOLUTION OF THE CITY OF SOUTH BEND INDIANA BOARD OF PUBLIC WORKS FOR THE DISPOSAL OF SURPLUS PROPERTY Upon a motion made by Mr. Relos, seconded by Mr. Henthorn and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 03-2015 A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS FOR THE DISPOSAL OF SURPLUS PROPERTY WHEREAS, I.C. 36-9-6-1 gives the Board of Public Works of the City of South Bend the right and duty to have custody of, control of, use of, and dispose of in accordance with Indiana statutes, all real and personal property owned by the City of South Bend; and WHEREAS, the Common Council of the City of South Bend passed as amended on January 11, 1988, Ordinance No. 7847-88 which mandates the Board of Public Works of the REGULAR MEETING JANUARY 27, 2015 16 City of South Bend to determine that the sidearm of a police officer who retires in good standing is surplus property and no longer useful to the City of South Bend; and WHEREAS, ROBERT STOYNOFF, retired effective February 13, 2015, from the South Bend Police Department after forty-one (41) years of service, and the Board of Public Safety of the City of South Bend has determined that he retired in good standing; and WHEREAS, I.C. 5-22-22-1 permits and establishes procedure for disposal of personal property which is no longer needed by the City and which is unfit for the purpose for which it was intended; NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that sidearm Serial No. AL49933, Model No. P229, a .40 Caliber Sig -Sauer sidearm, is no longer needed by the City and is unfit for the purpose for which it was intended and has an estimated fair market value of less than Five Hundred Dollars ($500.00). BE IT FURTHER RESOLVED that said property be disposed of and removed from the City inventory. Adopted this 27th day of January, 2015. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ David P. Relos s/ Patrick M. Henthorn ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 04-2015— A RESOLUTION OF THE CITY OF SOUTH BEND INDIANA BOARD OF PUBLIC WORKS FOR THE DISPOSAL OF SURPLUS PROPERTY Upon a motion made by Mr. Relos, seconded by Mr. Henthorn and carried, the following Resolution was adopted by the Board of Public Works_ RESOLUTION NO.04-2015 A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS FOR THE DISPOSAL OF SURPLUS PROPERTY WHEREAS, I.C. 36-9-6-1 gives the Board of Public Works of the City of South Bend the right and duty to have custody of, control of, use of, and dispose of in accordance with Indiana statutes, all real and personal property owned by the City of South Bend; and WHEREAS, the Common Council of the City of South Bend passed as amended on January 11, 1988, Ordinance No. 7847-88 which mandates the Board of Public Works of the City of South Bend to determine that the sidearm of a police officer who retires in good standing is surplus property and no longer useful to the City of South Bend; and WHEREAS, GREGORY VIOLETTE, retired effective March 30, 2015, from the South Bend Police Department after thirty-three (33) years of service, and the Board of Public Safety of the City of South Bend has determined that he retired in good standing; and WHEREAS, I.C. 5-22-22-1 permits and establishes procedure for disposal of personal property which is no longer needed by the City and which is unfit for the purpose for which it was intended; NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that sidearm Serial No. AL49933, Model No. P229, a .40 Caliber Sig -Sauer sidearm, is no longer needed by the City and is unfit for the purpose for which it was intended and has an estimated fair market value of less than Five Hundred Dollars ($500.00). REGULAR MEETING JANUARY 27. 2015 17 BE IT FURTHER RESOLVED that said property be disposed of and removed from the City inventory. Adopted this 27th day of January, 2015. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ David P. Relos s/ Patrick M. Henthom ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 05-2015— A RESOLUTION OF THE CITY OF SOUTH BEND INDIANA BOARD OF PUBLIC WORKS FOR THE DISPOSAL OF SURPLUS PROPERTY Upon a motion made by Mr. Relos, seconded by Mr. Henthom and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 05-2015 A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS FOR THE DISPOSAL OF SURPLUS PROPERTY WHEREAS, I.C. 36-9-6-1 gives the Board of Public Works of the City of South Bend the right and duty to have custody of, control of, use of, and dispose of in accordance with Indiana statutes, all real and personal property owned by the City of South Bend; and WHEREAS, the Common Council of the City of South Bend passed as amended on January 11, 1988, Ordinance No. 7847-88 which mandates the Board of Public Works of the City of South Bend to determine that the sidearm of a police officer who retires in good standing is surplus property and no longer useful to the City of South Bend; and WHEREAS, JOSEPH LAUCK, retired effective January 12, 2015, from the South Bend Police Department after thirty (30) years of service, and the Board of Public Safety of the City of South Bend has determined that he retired in good standing; and WHEREAS, I.C. 5-22-22-1 permits and establishes procedure for disposal of personal property which is no longer needed by the City and which is unfit for the purpose for which it was intended; NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that sidearm Serial No. AL49933, Model No. P229, a .40 Caliber Sig -Sauer sidearm, is no longer needed by the City and is unfit for the purpose for which it was intended and has an estimated fair market value of less than Five Hundred Dollars ($500.00). BE IT FURTHER RESOLVED that said property be disposed of and removed from the City inventory. Adopted this 27th day of January, 2015. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ David P. Relos s/ Patrick M. Henthorn ATTEST: s/Linda M. Martin, Clerk REGULAR MEETING JANUARY 27, 2015 18 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 Release of South Gateway Releases Temporary (SSDA TIF) Relos/ Temporary Properties, Easement along the East Side Henthorn Easement LLC of South Main Street needed for Main/Lafayette Connector Construction (Sears Home Store on South Michigan St.) Professional New Avenues, Employee Assistance $3.40 per Relos/ Services Inc. Program (EAP) for 2015 Employee per Henthorn Contract Month plus an additional $2,500 (Health Insurance Fund) INDOT Amended Amounts for $796,000 Relos/ ct Coquillard Primary School ($636,800 Henthorn 7Amendment nation Safe Routes to Schools Federal Funding; ct $159,200 City of South Bend)(LRSA) Letter of Bit Mat Street and Sewer Material Bid 20% Reduction Relos/ Settlement Products, Inc. Settlement in Total Cost of Henthorn Agreement $170,000 Professional DTSB 2015Downtown $565,000 Relos/ Services Beautification and (EDIT) Henthorn Agreement Programming APPROVE TRAFFIC CONTROL DEVICE Upon a motion made by Mr. Relos, seconded by Mr. Henthom and carried, the following traffic control device was approved: NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATION: 729 S. Phillipa Street REMARKS: Has met all requirements. APPROVE AMENDED IRREVOCABLE LETTER OF CREDIT Mr. Tony Molnar, Division of Engineering, submitted the following amended irrevocable Letter of Credit to the Board and recommended approval: NO.: 2544726682 ISSUED BY: Mutual Bank FOR: Cleveland Woods Development Co., LLC — Fernwood — Phase Three AMOUNT: $61,870.00 EXPIRES: January 31, 2016 IMPROVEMENT: Sanitary Sewer and Municipal Water in Fernwood — Phase Three Mr. Relos made a motion that the Letter of Credit, as outlined above, be approved. Mr. Henthorn seconded the motion, which carried. RATIFY APPROVAL OF EXCAVATION BOND Mr. Anthony Molnar, Division of Engineering, recommended that the following Excavation Bond be ratified pursuant to Resolution 100-2000 as follows: Business Bond Type Approved/ Released Effective Date KEPS Technologies dba ACD.net Excavation Approved January 15, 2015 Mr. Henthorn made a motion that the Bond's approval as outlined above be ratified. Mr. Relos seconded the motion, which carried. REGULAR MEETING JANUARY 27. 2015 19 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 certified for accuracy. Name Amount of Claim Date City of South Bend $873,183.17 01/27/2015 City of South Bend $3,494,207.41 01/20/2015 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. Relos and carried, the meeting adjourned at 9:48 a.m. BO RD OF PUBLIC WORKS Gary A. Gilot, President E. R&F; Member . `•- Patrick M. E-ber ember• ATTEST: L ind�a M. Martin, Clerk CLAIMS REVIEW MEETING FEBRUARY 3 2015 20 A Claims Review Meeting of the Board of Public Works was convened at 9:00 a.m. on Tuesday, February 3, 2015, by Board Member Kathryn Roos with Board Members David Relos, Patrick Henthorn, and Brian Pawlowski present. Board President Gary Gilot was absent. APPROVE CLAIMS Ms. Roos 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 fled with the City Fiscal Officer and certified for accuracy. Ms. Roos stated the following claims were submitted to the Board for approval: Name Amount of Claim Date City of South Bend $1,154,951.06 01/30/2015 City of South Bend $3,781,247,50 01/30/2015 City of South Bend $1,740,663,14 02/03/2015 City of South Bend $5,541,317.81 01/30/2015 St. Joseph County Housing Consortium $1,862.00 01/09/2015 Ms. Roos made a motion that after review of the expenditures, the claims be approved separately as submitted. Mr. Relos seconded the motion, which carried. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the meeting adjourned at 9:04 a.m. BOARD OF PUBLIC 1WQRKS � Gary A. Glot, President ATTFaST: � da M. Martin, Clerk