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HomeMy WebLinkAbout03/05/2015 Agenda ReviewAGENDA REVIEW SESSION MARCH 5, 2015 55 The Agenda Review Session of the Board of Public Works was convened at 10:31 a.m. on March 5, 2015, by Board President Gary A. Gilot, with Board Members David Relos, Kathryn Roos, Patrick Hembom, and Brian Pawlowski present. Also present was Attorney Michael Schmidt. Board of Public Works Acting Clerk, Lee Ben6, presented the Board with a proposed agenda of items presented by the public and by City Staff. APPROVE RELEASE OF LOAN AGREEMENT AND MORTGAGE — JOSEPH A. GORNY AND GERALDINE L. GORNY Mr. David Relos presented the Board with the above document for the City to release the mortgage for Document Number 9523291. Mr. Relos explained the mortgage of the now defunct Neighborhood Business Development Corporation, was paid off previously and now needs to be released. Upon a motion by Mr. Relos, seconded by Mr. Henthom and carried, the Release of the Loan Agreement and Mortgage was approved. Mr. Gilot noted an addition to the agenda of request to advertise for the receipt of bids for the Demolition of 87, More or Less, Vacant and Abandoned Homes, Project Number 115-012. Board members discussed the following item(s) from the agenda. - Opening of Bids — W WTP Nitrification Towers Demolition —Project No. 114-076 Mr. Jacob Klosinski, Environmental Services, stated there was a good showing at the pre -bid meeting. They are working to get the area pad -ready and plan to "rubble-ize" the concrete to provide a base. Ms. Kathryn Roos questioned whether the bid was written to address any anticipated performance issues with current contractors. Mr. Klosinski replied there is a responsiveness clause in the specifications. - Award Bids and Approve Contracts — 2015 Trucking of Belt Pressed Bio-Solids for Land Application Mr. Klosinski stated for this annual contract, all bids received were responsive and we would be awarding to the low bidder, Trucks `R Us. The services would be used. on an as -needed basis and the contract is not to exceed $163,040.00. - Award Bids and Approve Contracts — Removal and Disposal of PCB Remediation Waste at Ivy Tower — Project No. 115-004 Brock Zeeb and Aaron Kobb, Community Investment and Mike Carey, Engineering, stated this project would be awarded to the lowest bidder and replied to Mr. Gilot regarding the bid coming in significantly below the initial budgeted amount. - Equipment Purchase for Nello Corporation — Project No. 115-005 Mr. Gilot stated the bids were all very close in price. Mr. Michael Carey, Engineering said the low bidder, Accurpress, did not meet the specifications per Nello. Ms. Roos, replied that the memorandum to the board needed to reflect how the low bid was non -responsive. Mr. Gilot asked if a check list was used to determine conformity and if the other bids met all of the check list items. Mr. Carey said the other bidders met all of the requirements on the check list. Mr. Gilot asked about the financial status of the company. Mr. Kobb replied the financial statements were not requested in the specifications. - Open Market Purchase -Equipment Purchases for NORRES North America, Inc. Mr. Kobb reported that no bids were received in the initial request for bids. Mike Carey said that NORRES has signed off on CDS Machines as well. Mr. Gilot asked if the evaluation of vendors providing quotes was available. - Mr. Kobb explained that the second open market purchase was due to the bids received for the vacuum blower system being rejected. Quotes for the purchase were still under evaluation and would be available by Tuesday. Ms. Roos questioned whether Legal would have the opportunity to review before Tuesday. She also stated the necessity for good documentation for the rejection of the initial bids and there being consistency in the acceptance and rejections. Michael Schmidt stated the review team had had thorough discussions and there were no irregularities in the process. Agreements/Contracts/Proposals/Addenda — Northern Indiana Workforce Board (NIWB), Inc. Sarah Heintzelman, Community Investment, explained that the SMART program is a continuation of the training programwhich has had resulted in 90% success rate in placing participants in jobs with local manufacturers. Build South Bend is a program aimed at recruiting the underserved population for trade programs and providing drug testing and background checks. - First Amendment to the Addendum to the Master Agreement— Redevelopment Commission AGENDA REVIEW SESSION MARCH 5, 2015 56 Elizabeth Maradik, Community Investment, commented that this was an addition of curb and sidewalks to the Hill Street Improvement Project which came in over budget and is to be approved by the Redevelopment Commission. This amendment includes the Abonntarche Consultants contract amendment (9.0.) for the design work and construction costs. - Change Orders - Vacant and Abandoned Home Demolitions, Project No. 114-073, Division D, E, and F Mr. Toy Villa, Engineering, stated that the intent of the three change orders are to cover asbestos abatement for asbestos uncovered behind walls during demolition. - W WTP Primary Clarifier and Equipment Upgrades —Project No. 111-071 —. Mr. Jacob Klosinski, Environmental Services, stated this Change Order was previously tabled by the Board at the September 9, 2014 meeting. He stated he is bringing it back at this time after lengthy discussions with Public Works reviewing the contract language to determine how liquidated damages items will affect the total days assessed. After lengthy discussion, Ms. Roos maintained that the liability for the delay in the project still appears to be the Contractor's in not anticipating delays due to the weather and not being aware of potential delays by the supplier. Dave Relos requested that the liquidated damages for the 98 days be graphed out. Mr. Gilot added that indication of cold weather protection, if it was built in project schedule, should be included if the work was scheduled in January. Mr. Al Greek stated the contractor is not paying the subcontractors in full because they are waiting for the decision regarding the liquidated damages. IIe questioned if the shut down on Tank 5, five days of actual liquidated damages, could be approved separately. Further discussion regarding how the timeline for work completed on each clarifier might affect the overall project completion time. Ms. Roos reiterated the request for the delays be portrayed in a timeline to determine the liquidated damages. These items may be tabled. Request to Advertise for the Receipt of Bids Bob Krol, Water Works, informed the Board that the request to advertise for the receipt of bids for both the Fire Hydrant and Valves Inventory and the Ductile Iron Pipe Inventory were to replenish the supply to have on hand when needed. The specifications are specific as to brand as they want to limit the change for consistency. The fire hydrants are delivered pre -painted. The average live for a hydrant used four times each year is about 50 years. It has been a while since we have advertised. The current vendor, Mueller & Clive has been supplier for over thirty-seven years. The Ductile Iron Pipe pricing used to fluctuate as it is iron recycled from cars. The contract language includes an option for a second year extension with the same terms and with the Board of Public Works approval. - Resolution No. 10-2015 a Resolution Approving the Trade -In of City -Owned Property on Property of a Similar Nature Cecil Eastman, Finance and Administration, clarified that this is a disposal of assets for vehicles used as a trade-in on vehicles purchased in 2014. - Corbitt Kerr, Engineering, presented the request for advertisement for the next project in the Smart Streets Initiative, the conversion of Madison Street and Marion Street from one-way to two-way. Mr. Kerr explained that the American Structurepoint, Inc. Professional Services Agreement for the Two -Way Conversion of Michigan/St. Joseph Street and Main Street from Chippewa Street to LaSalle Street was still negotiating the tasks to be performed and a total amount was not yet available. David Relos asked if north of LaSalle Street was included in this contract. Mr. Kerr replied that it would be another contract for that work. - Roger Nawrot, Engineering, clarified that the Second Amendment to the Professional Services Agreement with Abonmarche Consultants for the Colfax and IIill Street Drainage Improvements was to include sidewalk, steps and ramps to comply with Streetscape design. - Janet Cadotte, Finance and Administration, said the Activate Healthcare, LLC was for recruitment of clinic staff for the workplace clinic. Ms. Roos asked for clarification on the location of the clinic. Ms. Cadotte explained that the clinics would be available throughout Michiana including Elkhart, Goshen and other areas to be convenient for employees to travel from home. - Mr. Relos explained the Crowe Horwath Professional Service Agreement is for tax abatement assistance and will be paid out of Administration. New Installation — Stop Sign — Fremont Street at Bergan Street Ms. Roos questioned that this intersection had been previously unsigned. Roger Nawrot, Engineering, explained that it is a new policy to put signs up at'r intersections. - Privilege of the Floor Murray Miller addressed the issue of the Change Order for Project Number 111-071, saying that concrete can indeed be poured in winter temperatures, that it is done all of the time. Ms. Roos AGENDA REVIEW SESSION MARCH 5. 2015 57 stated this issue was different and had be adequately addressed. It would be revisited when the requested information was provided. 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 11:46 a.m. BOARD OF PUBLIC WORKS Gary A. Gi ot, President ATTEST: �Ligda M. Martin, Clerk _ REGULAR MEETING MARCH 10, 2015 The Regular Meeting of the Board of Public Works was convened at 9:39 a.m. on Tuesday, March 10, 2015, by Board President Gary A. Gilot, with Board Members David Relos, Patrick Henthorn, and Brian Pawlowski present. Board Member Kathryn Roos was absent. Also present was Board Attorney Michael Schmidt. TABLE APPROVAL OF MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Relos, seconded by Mr. Pawlowski and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Meeting of the Board held on February 19, 2015, February 24, 2015, and March 3, 2015, were tabled. OPENING OF BIDS — ONE 0 OR MORE 2015 OR NEWER TANDEM AXLE MULTI USE DUMP TRUCK (SEWER DEPARTMENT 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: SELKING INTERNATIONAL TRUCKS 4849 W. Western Ave South Bend, IN 46619 Bid was signed by: Kenneth A. Waite 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. Local Preference was submitted. Ten percent (10%) Bid Bond was submitted