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HomeMy WebLinkAbout04/23/2015 Agenda ReviewAGENDA REVIEW SESSION APRIL 23 2015 123 The Agenda Review Session of the Board of Public Works was convened at 10:33 a.m. on April 23, 2015, by Board President Gary A. Gilot, with Board Members David Relos, Kathryn Roos, Elizabeth Maradik, and Brian Pawlowski present. Also present was Attorney Michael Schmidt. Board of Public Works Clerk, Linda Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. OPENING OF QUOTATIONS — WALNUT GROVE TRAFFIC CALMING — PROJECT NO 115-008 (LRSA) 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: MICHIANA CONTRACTING. INC. 7843 Lilac Road PO Box 929 Plymouth, IN 46563 Quotation was submitted by Donald W. Wendel, President QUOTATION: BASE QUOTE: $22,400.00 ALTERNATE: $8,700,00 PEMBERTON DAVIS ELECTRIC, INC. PO Box 1034 Mishawaka, IN 46546 Quotation was submitted by John A. Ferro, President QUOTATION: BASE QUOTE: $24,559.60 ALTERNATE: $8,052.00 Upon a motion by Ms. Roos, seconded by Mr. Relos and carried, the quotations were referred to Engineering for review and recommendation. Board members discussed the following item(s) from the agenda. — Amendment to Master Agreement — CBChinovis, Inc. Ms. Pam Meyer, Community Investment, stated this amendment is to add a credit reporting service to the scope of the Master Agreement for housing. — Amendment to Professional Services Agreement — East Bank Phase V Additional Survey and Design around The View Mr. Jitin Kain, Community Investment, stated this agreement is to fix the parking issue on the site of The View. He noted they will lose twenty-four (24) of their current parking spaces, but will gain them back elsewhere. He stated they are using the same consultant that worked on this project design previously, CHA Consulting, because they are already familiar with the project. Attorney Schmidt stated he has not seen the contract; it needs to be reviewed prior to Tuesday. Mr. Kain stated it will include an agreement with the property owner. Mr. Gilot asked if the consultant will do the property buying service. Mr. Kain stated it is part of the agreement. Mr. Horvath noted he did not see that in the amendment, but it may be covered in the original agreement. — Amendment to Master Lease Agreement — Hewlett Packard Ms. Sue Gerlach, Information Technologies, stated this is a new annual computer lease schedule. She stated it is basically the same as before, just a change in the numbers and dollars. - Professional Services Agreement — Civitas IT Ms. Gerlach stated this agreement is for imaging and deployment of new and old computers, also an annual process. She added it would be for approximately one -hundred, thirty-seven (137) new computers. — Award Bid — Tandem Axle Multi -Use Dump Truck Mr. Jeff Hudak, Central Services, stated these trucks are with front plows. He stated they looked into CNG but the Capital funding is lacking due to a higher bid price than anticipated. He stated he was told the trucks needs a bigger chassis for CNG, so it increases the cost substantially. Ile stated he would like to award without the CNG and reassess the specifications for next year. He explained he was told there are no hybrid trucks with underbelly plows available and will not be in the future. AGENDA REVIEW SESSION APR1L 23.2015 124 — Award Bid —'% Ton Two -Wheel Drive Pick -Up Truck Mr. Hudak stated, again he would like to purchase this truck for Water Works without CNG and have it installed afterwards. Ms. Roos questioned if the City can do the installation. Mr. Hudak stated it's possible. Mr. Eric Horvath, Public Works, stated they bid out CNG Installation: how does it compare with the add -in. Mr. Hudak stated the aftermarket has more options with size and locations, but is more expensive. He informed the Board that the Ford dealers couldn't bid on this truck because it was past their cut-off date to be able to order. — Award Bid — Police Vehicles Mr. Hudak stated he would like to award the Police Vehicle bid to the low bidder. Jordan Ford. _ He stated after the purchase, they will get CNG installed. Mr. Gilot suggested they get all the lights and accessories going to be ready to be installed at the same time. Ms. Roos noted that would have to be bid out, he shouldcheck on when it is coming to the Board. — Request to Advertise — 3 % Ton Utility Tmek with Crane Mr. Bob Krol, Water Works, stated this is a replacement for the older truck of two. He added they bid the newer unit back around 2009. - Award Bids —Valves and Fire Hydrants and Ductile Pipe Mr. Bob Krol, Water Works, stated these awards are to the lowest bidder, Underground Pipe and Valve. He noted there is a competitor company new to the area that also bid for the first time. Mr. Krol informed the Board that prices are lower this year due to a decrease in the cost of metals. - Award Bid — Bartlett Street, Phase 1 and Memorial North Parking Lot Mr. Roger Nawrot, Engineering, stated the latest bid information regarding MBE/WBE requirements and vendors was included in the specifications for this bid. Ms. Roos asked if it was explained to the bidders that if they don't meet the requirements of the question sheet, their bid will be thrown out. Mr. Nawrot slated everything was explained and all forms are current. — Amendment to Professional Services Agreement — Abonmarche Consultants Mr. Roger Nawrot, Engineering, stated this amendment is to add extra sewer work around Ignition Park, extra street lane survey and design work, and bid documents for the monument signs. — Amendment to Professional Services Agreement — Abonmarche Consultants Mr. Nawrot stated the Ignition Park Buildings I & 2 bid is a divisible bid, and this amendment covers the parking lot and landscaping. Attorney Michael Schmidt informed Mr. Nawrot he had not seen any of these three contracts with Abonmarche andthey would need to be reviewed. - Request to Advertise -Street and Sewer Materials Mr. Gilot questioned if they had decreased the amount of polymer in the specifications. He noted there was a tendency to use it where it wasn't warranted in the past. Mr. Eric Horvath, Public Works, requested staff look at the bid specifications and see the effect of polymer on the cost. - Open Market Purchase — Equipment Purchase for Notre Dame Turbo at Ignition Park Mr. Mike Carey, Engineering, stated the review team will be grading the open market proposals received, on Monday, and willhave it ready for the Board to approve on Tuesday. Attorney Michael Schmidt stated there is no Board action required on an open market purchase, this is just a formality due to the importance of the project. Mr. Horvath questioned since there is no Board action, is it necessary to come back to the Board. Mr. Gilot stated the dollar amount of the project and the nature of it warrants coming through the Board. Mr. Schmidt noted the additional steps of bringing the proposal most likely to be awarded to the Board for approval and the rest of the normal process, are not necessary. - Professional Services Agreement— McCormick Engineering Mr. Horvath stated this agreement is to study the downtown storm sewers and potential for sewer separation. He noted it was determined that it would be best to proceed with the study now while they are working on the Smart Streets project, rather than tearing up the streets again later. - Collaboration Agreement — Downtown South Bend and Chamber of Commerce Ms. Roos stated this agreement for the SB150 Events designates Downtown South Bend to — execute all contracts associated with the events and the Chamber of Commerce to accept all donations on behalf of SB 150 and manage all bookkeeping responsibilities under their registered not -for -profit status. She added the agreement just clarifies duties, there is no money involved. 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 11:29 a.m. AGENDA REVIEW SESSION APRIL 23, 2015 125 In Ea M. Martin, Clerk BOARD OF PUBLIC WORKS �� 6rjat_ r'\ Gary A. Gilot, President David P. Relos, Member M E. Roos, Member Elizabeth A. Maradik, Member J. Pawlowski, Member REGULAR MEETING APRIL 28, 2015 The Regular Meeting of the Board of Public Works was convened at 9:40 a.m. on April 28, 2015, by Board President Gary A. Gilot, with Board Members David Relos, Kathryn E. Roos, and Elizabeth Maradik present. Board member Brian Pawlowski joined the meeting in progress at 10:11 a.m. Also present was Board Attorney Michael Schmidt. ADDITIONS TO THE AGENDA Mr. Gilot announced the addition to the agenda of a Request to Advertise for the Hill Street Improvements project, an Amended and Restated Agreement with Smith and Wesson, and a Quote award for the Walnut Grove Traffic Calming project. 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 Meeting of the Board held on April 9, 2015, April 14, 2015, and April 21, 2015, were approved. OPENING OF BIDS — GRIT AND SCREENINGS IMPROVEMENTS — PROJECT NO. 114- 075 (2012 SEWER. BOND) This was the date set for receiving and opening of sealed bids for the above referenced pmjcet. 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: L. D. DOCSA ASSOCIATES. INC. 1605 King Highway Kalamazoo, MI 49001 Bid was signed by: Jason Doesa 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 not submitted. Five percent (5°/u) Bid Bond was submitted. BID: Item No. Description Quantity Um Total 1 Grit and Screenings Improvements LS N/A $2,345,000 2 Grit Collector Steel Replacement 2 Tons N/A $30,00 3 Screenings Conveyor and Compactor- Provided by Jim Myers LS N/A $125,00 BidTotaj $2,500,00