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HomeMy WebLinkAbout05/07/2015 Agenda ReviewAGENDA REVIEW SESSION MAY 7, 2015 135 The Agenda Review Session of the Board of Public Works was convened at 10:32 a.m. on May 7, 2015, by Board President Gary A. Gilot, with Board Members David Relos, Elizabeth Maradik, and Brian Pawlowski present. Board Member Kathryn Roos was absent. 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. CHANGES TO THE AGENDA Mr. Gilot stated Item No. 10A, a Professional Services Agreement with Municipal H2O should be removed from the agenda, and the description for Item No. 8A, should be changed to a Single Axle Lightening Loader. APPROVAL OF PERMITS — SOUNDS BY SOUTH BEND Dan Courtney with the Sounds by South Bend, LLC, stated this is the 3rd annual event and they have fifty (50) bands scheduled. He stated The Birdsell Mansion will be hosting an event during the music event and The Pool will be utilized. He noted William St. is the street between Birdsell and the hosting event so they thought it best to close the street between all venues for safety and convenience for the attendees. Mr. Courtney acknowledged that they missed the deadline for submitting the application and apologized, but explained the street closure was an after -thought. Mr. Gilot stated he is familiar with Mr. Courtney and his group and their work to promote the arts and culture. He added Mr. Courtney is with The Bridge program which works to bring students downtown. He stated this is a good event to support. Mr. Courtney added they have the support as a co-sponsor of the neighborhood organization, the Near West Neighborhood Organization. Mr. Courtney stated the other part of this event scheduled for May 9 will be in the parking lot of the Emporium restaurant. He stated they support the event and will be doing take-out orders in the parking lot. Mr. Eric Horvath, Public Works Director, questioned if the Board had issues with this going until 11:00 p.m. Mr. Gilot requested someone talk to the residents along Niles Avenue, Mr. Courtney stated the owner of the buildings, Mr. Dave Matthews is notifying the residents. Mr. Courtney stated the final application is to sell t-shirts and tickets downtown on the sidewalk in front of the Chicory Cafe. He stated they would be out there until the May 91h event. The following permit applications were therefore presented for approval: Applicant Description Date/Time Location Motion Sounds by Residential May 8, 2 115; N. William St from Carried Relos/Maradik South Bend, Block Party — 10:00 a.m.-8:00 Colfax Ave to City LLC Sounds by p.m. Hall Ct. South Bend Sounds by Non- May 9, 2015; South Niles Ave. Relos/Maradik South Bend, Residential 12:00 p.m.-11:00 from East LLC Block Party — p.m. Washington St. to Sounds by East Jefferson Blvd. South Bend Sounds by Sidewalk Sale May 1, 2015, (In Front of) Chicory Relos/Maradik South Bend, Permit - Sounds 6:00 p.m.-9:00 Cafe LLC by South Bend, p.m.; and other LLC Dates up to Event Board members discussed the following item(s) from the agenda. - Opening of Bids — Hotel LaSalle Renovations Mr, Dave Relos questioned awarding this bid at this time, noting there are several different bid packages, and this is just the sprinkling system. He questioned what they would do if they aren't ready for the sprinkler systems to be installed for the next six (6) months. Mr. Eric Horvath, Public Works, explained they can award now and start anytime. Mr. Toy Villa, Engineering, added the award has to be done in sixty (60) days from the bid opening, not the notice to proceed. Mr. Relos asked if clarification should be given to the vendor that it is possible there will be a delay for six (6) months before work can get started. Mr. Horvath questioned why this bid wasn't delayed until the details are better known. Mr. Gilot asked if the City is overseeing the project. Mr. Corbitt Kerr, Engineering, stated Real America will coordinate the work. Mr. Horvath explained the City is the owner and Real America is the project manager for the City. - Award Bid — Bartlett St. Phase I and Memorial North Parking Lot AGENDA REVIEW SESSION MAY 7, 2015 136 Mr. Roger Nawrot, Engineering, stated all bids came in under budget and below the Engineer's estimate for these projects. - Change Orders - Vacant and Abandoned Homes Mr. Toy Villa, Engineering, stated they eliminated one (1) home in each division, decreasing the cost of the demolitions. Mr. Relos asked if somebody is rehabbing the homes. Ms. Maradik stated that is the only time they decrease the project, if someone requests to rehab a home. - Requests to Advertise: - Vacant and Abandoned Homes Mr. Michael Carey, Engineering, stated this package is for one -hundred, thirty-five (135) houses. - Tree Maintenance Mr. Corbitt Kerr stated this is for the maintenance of newly planted trees in conjunction with construction projects. He stated the vendor will take care of the pruning, watering, and settling as part of the projects. He noted if a tree dies, they will have to replace it. Mr. Kerr stated there was a one year warranty on the trees in the construction specifications, and this extends the maintenance further out. - Professional Services Agreement —Abonmarche Mr. Corbitt Kerr, Engineering, stated this is for design of the Chase site at Portage Prairie on Dillon Dr. He noted there are right-of-way issues with a temporary basin that needs to be moved, a new basin installed, and utilities connected, Mr. Kerr noted the approval should be subject to the Redevelopment Commission's approval next week. - Traffic Control Device Mr. Kerr stated these Police permitted parking signs have been requested by the courthouse as a result of a study done by a security consulting firm. They recommended the street parking along the courthouse be just for security vehicles. - Traffic Control Device Mr. Kerr stated currently there is no signage in front of The View Tavern, and anyone can park there all day. The View requested two (2), two (2) hour parking signs be put up because they need parking. Ms. Maradik stated it was her understanding it's the contractor's working on the street that are parking there. She questioned if it is it necessary to put signs up for a short-term problem. Mr. Kerr stated in the past, the City has accommodated businesses. Mr. Gilot concurred, noting in retail districts we need to. Mr. Horvath agreed, stating the City needs to promote and encourage retail business. He added this is not an issue with the contractors. He stated the City is trying to promote turnover within a commercial district. Mr. Gilot noted they had done studies in the past on the issue and years ago it was worth $500 per space to businesses. Mr. Horvath requested this be pulled off the agenda to look at the needs of the greater community and see what supports the local business. He added the City should be looking at all of these issues. - Reject Bids — Tandem Axle Hood Lift & Container Truck Mr. Jeff Hudak, Central Services, stated they had a small budget and found this truck with a removable hook box that would fit their needs well. He stated, however, the bids were way over the budgeted amount. Mr. Gilot suggested doing a two (2) for one (1) with the lightening loader and see if they get a better price. Mr. Hudak stated the plan is to budget for next year, and rebid the lightening loader truck now so as not to lose their grant money. - Request to Advertise — Emergency Medical Vehicle Mr. Gilot asked if this ambulance would include CNG. Mr. Hudak stated it does not, it's still on the table but the vehicle has to be able to run all day. He noted there is a chassis available, but it's a little smaller and there are components that won't fit on the chassis. Mr. Hudak added the Fire Department will be trading in their oldest ambulance. - Lease Financing Proposal Mr. John Murphy, City Controller, stated previously the Board would approve the purchases at one meeting and the financing at another several times a year. He stated they have created a list of pre -qualified providers and sent out requests for proposals. Out of six (6) responses, the best was Banc of America at L35% finance rate. He noted they will finance the equipment with the vehicles. Mr. Murphy stated the Board will approve the initial proposal and each of the legal departments will work out the details. Mr. Murphy noted they are hoping for the closing to happen on May 29, 2015 because the interest rate is good until then. He added Banc of America has done several large bond financing projects and as a result the City was able to get a very good rate. - 2015 South Bend Police Vehicle Equipment Lieutenant Chris Voros informed the Board that all of the equipment being bid is standard Police equipment that they have to have. He noted they looked at the specs and tried to reduce energy consumption as much as possible, looking for ways to reduce engine idling time. Mr. Voros AGENDA REVIEW SESSION MAY 7, 2015 137 added the new Police cars will have to have the CNG outfitting before this equipment is installed. Mr. Horvath asked how many were requested. Lieutenant Voros stated they bid enough to outfit the thirty-five (35) new vehicles, with a couple extra in case they are needed. He added the last batch of vehicles bid exhausted the remaining equipment inventory. Mr. Gilot asked if they had conversations with Central Services on the dimensions so they fit the new cars, adding the CNG usually requires modifications to the vehicles. Lieutenant Voros stated he was working with Central Services and there will be some modifications in the trunks due to the CNG installations. - Addendum to the Master Agency Agreement — Main Lafayette Connector Mr. Relos stated this agreement is to finalize the work to allow the deed of dedication to be done. He added they encountered some issues with the closed Honkers Restaurant and the Sears Home Store that needed to be worked out. - Addendum to the Master Agency Agreement — High St. & Ireland Rd. Intersection Design Mr. Relos stated this agreement has been in the works since 2011. He noted they need to redo the intersection to allow for trucks to turn into the Ireland Road Plaza, and move the current signage. He stated the sign's location has been an ongoing issue. He added that has finally been resolved and the signs will be moved to the southwest corner. 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 I t:44 a.m. BOARD OF PUBLIC WORKS Gary A. Giiot, President avid P.,Relos, Member Kathry E. R Member 4E izabeth A. Maradik, Member Brian J. Pawlowski, Member ATTEST: `Uihida M. Martin,Clerk REGULAR MEETING MAY 12, 2015 The Regular Meeting of the Board of Public Works was convened at 9:33 a.m. on May 12, 2015, by Board President Gary A. Gilot with Board Members David Relos and Elizabeth Maradik present. Board Members Brian Pawlowski and Kathryn Roos were absent. Also present was Board Attorney Michael Schmidt. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Meeting of the Board held on April 23, 2015, April 28, 2015, and May 5, 2015, were approved. BOARD MEMBER JOINS MEETING IN PROGRESS Ms. Roos joined the Board meeting in progress at 9:36 a.m. REGULAR MEETING MAY 12, 2015 139 OPENING OF BIDS — REMOVAL OF LEAD -BASED PAINT AT IVY TOWER PHASE II — PROJECT NO. It 5-030 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: (EACI) ENVIRONMENTAL ASSURANCE COMPANY INC. 440 Hancock Street Indianapolis, IN 46222 Bid was signed by: Ronald Yazel 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 percent (5%) Bid Bond was submitted. Item No. Description Quantity Unit Unit Price Total Amount Removal, Management, and Disposal of 1 Lead -based Paint in accordance with I LSUM $5.00 $700,000.00 Contract Documents and Specifications Lead Monitoring — including all air, wipe 2 sampling, testing, and reporting during I LSUM $.4258 $ 59,612.00 abatement and clearance. TOTAL $759,612.00 Item No. Unit Pricing if Required Unit Add per Unit Price Deduct per Unit Price A Removal, Management, and Disposal of Lead -based Paint including Lead Monitoring Square Feet $6.25 $4.00 Removal, Management, and Disposal of B Lead -based Paint from linear components Linear Feet $30.00 $20.00 including Lead Monitoring. INTERSTATE ENVIRONMENTAL SERVICES INC. 337 West 806 North Valparaiso, IN 46385 Bid was signed by: David G. Schutkovske 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 percent (5%) Bid Bond was submitted. :o Item No. Description Quantity Unit Unit Price Total Amount Removal, Management, and Disposal of 1 Lead -based Paint in accordance with 1 LSUM $301,050.00 Contract Documents and Specifications Lead Monitoring — including all air, wipe 2 sampling, testing, and reporting during 1 LSUM $1,900.00 abatement and clearance. TOTAL $302,950.00