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HomeMy WebLinkAbout06/04/2015 Agenda ReviewAGENDA REVIEW SESSION JUNE 4, 2015 175 The Agenda Review Session of the Board of Public Works was convened at 10:35 a.m. on June 4, 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 Benjamin Dougherty. Board of Public Works Clerk, Linda Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. ADDITION TO THE AGENDA AND REMOVAL FROM THE AGENDA Mr. Gilot noted the addition of a Professional Serviecs Agreement with Steven Same, and a request to remove item No. I ID, a Petition from Bob Frame Plumbing. APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following Agreements/Contracts/ProposaWAddenda were submitted to the Board for a royal: Type Business Description Amnunt! Funding Motion/ Second Ratify Open Baltimore Equipment Purchase for Notre $437,997 Relos/ Market Aircoil Dame Turbo at Ignition Park: (RWDA TIE) Maradik Purchase Company c/o Closed Circuit Coolers Sundquist Company, LLC Board members discussed the following item(s) from the agenda. - Request to Advertise — 2015 Curb and Sidewalk Construction Program Ms. Kara Boyles, Public Works, stated the specifications for this year's program are basically the same as last year, except for the separation of the tree removal and installation. She noted they will not require prevailing wage rates because the award will be post wage rate law changes. - Letter of Intent —National Cart Marketing Ms. Kara Boyles, Public Works, stated this letter allows the City to work with National Cart Marketing for six (6) months before coming up with an agreement for them to take care of the trash cart lids and placement of the advertising on the lids. She noted this has been a project in work and an agreement is in process on the types of advertising allowed. Ms. Boyles stated the City talked to other communities that have done this and there are various programs available. She noted the City can start with a pilot area, but at this point the location is yet to be determined. Ms. Boyles stated if the parties can't come to an agreement, the program won't happen. Mr. Gilot requested they check on the law regarding advertising in the public right of way prior to implementation of the program. -- Request to Advertise - 2015 Infrared Pavement Patching Mr. Corbin Kerr, Engineering, stated it has been determined that Water Works funding will not be utilized this year for this program and it should be removed as a funding source. - Request to Advertise - 2015 Tree Maintenance Mr. Corbitt Kerr informed the Board that nobody attended the mandatory pre -bid meeting so they will be soliciting quotes on the open market. He explained the intent of this program is to add two (2) years' maintenance on newly planted trees for City projects, in addition to the already existing one year warranty that comes with the trees. - Request to Advertise - Demolition of Vacant and Abandoned Houses, Phase V Mr. Mike Carey, Engineering, stated this bid is for 127 additional properties. - Opening of Quotations — Wayne/St. Joseph and Main/Colfax Parking Garage Island Removals Mr. Toy Villa, Engineering, stated he is intending to award this quotation at Tuesday's meeting. He noted the removals are being done to provide more parking spaces. Mr. Gilot questioned if the structure was examined to make sure they don't disturb any support rebar or beams that were installed. Mr. Villa state they already looked at the structure to determine that. Opening of Proposals — Safe Routes to Schools; Lincoln Primary and Perley Primary Center Mr. Mike Carey, Engineering, stated these are both federally funded projects being done in one proposal. He stated the intent is to do the design and construction next year. - Award Bid —Hotel LaSalle Renovations Mr. Mike Carey, Engineering, stated this bid is for the fire protection system. He noted the vendor, Ryan Fire Protection, Inc., didn't meet the WBEMBE requirements but did provide good faith effort. Mr. Gilot questioned when they would be able to get in to do this work, adding with the City not having control of the prime contract, it leaves them vulnerable to timing issues. AGENDA REVIEW SESSION J1JNE 4, 2015 176 Mr. Brock Zeeb, Community Development, stated they have been holding back on the notice to proceeds on these projects until they're ready. He added this one should be ready to go right away- - Change Order— Removal of Lead Based Paint at Ivy Tower Mr. Toy Villa, Engineering, stated the approval of this extension was requested of the Board earlier, but due to not enough documentation, the Board denied it. Mr. Brock Zeeb, Community Investment, reminded the Board that in the removal process, the first bidder awarded wasn't able to perform, and had to be thrown out. He stated it was re -awarded to the second low bidder who had in their bid that they couldn't do their process in temperatures below 40' Fahrenheit. He _ noted the Board accepted that language at the time of the award Mr. Zeeb stated a significant part of the change is due to the addition of the five (5) stair wells, and the rest is significant days of freezing weather where they couldn't work. Mr. Zeeb noted the contractor went so far as to obtain massive heaters and install them at their own expense, but due to so many broken windows and holes in the building, it wouldn't heat up enough to allow them to work. He stated again, the bidder clearly stated in his bid that it would be a problem in the winter months. Mr. Pawlowski noted the building owner agreed to the shut down in February, it wasn't only the contractor's decision. Mr. Gilot stated it is a reasonable request. Mr. Zeeb added that the funding on this was changed to RWDA TIF from AFDA TIF, and the agenda should reflect that. - Change Order —Catalyst One and Two Building Fagade ACM Panel Walls Mr. Toy Villa, Engineering, stated the prime contractor on this project, Majority Builders, did the building construction on. behalf of Notre Dame. He noted Notre Dame requested changes in the design and that resulted in a delay in the subcontractor's ability to install the ACM panels. He noted this was another project where the scheduling was out of the control of the City. Mr. Villa stated the weather was not a factor in this one as the agenda states. - Change Order and Project Completion Affidavit —Ignition Park South Demolitions Mr. Villa stated this decrease is because the environmental allowance was not used. - Professional Services Agreement— Carl Walker, Inc. Mr. Corbitt Kerr, Engineering, stated this work is for exploratory excavations to determine if there is any steel corrosion on the MairdColfax and Wayne St, parking garage tendons. - Request to Advertise— Ten (10) Cardiac Monitors/Defibrillators Mr. Gilot asked Assistant Fire Chief Andy Meyer if he could ask for a three (3) year cost to add maintenance at unit prices for three years. He suggested it would be better to ask for a long term on a service contract. Mr. George King, Purchasing, stated it should be optional language, not part of the contract. IIe noted the equipment becomes outdated and they may want to upgrade. Mr. Meyer agreed, noting this equipment is replacing old equipment that is not available anymore. - Service Agreement— Word Systems, Inc. Lieutenant Chris Voros, Police Department, stated this equipment is for the Police Department's crime interview room. He added they are giving access to this system to the Prosecutor's office. Mr. George King stated they need language added for termination and renewal terms. - Special Purchase — Zero Motorcycles Lieutenant Chris Voros stated the Police Department is looking at electric devices for the river walk, alleys, and other smaller, rough terrain routes the Police need to access. He noted they can't take a Harley through without it getting damaged. Lieutenant Voros noted they have been looking at electric options since 2006 and motorcycles were an option that gives room to maneuver without taking a lot of space. He added they have no sound, and can be taken anywhere. He noted there are only two (2) manufacturers, and Polaris won't manufacture any new bikes until their inventory is gone. He added Zero has the best price. Lieutenant Voros stated they will get quotes to show the Board the cost effectiveness. Mr. Gilot asked if they evaluated the safety of the officers. Lieutenant Voros stated these hill not be used for high speed pursuit. Mr. George King, Purchasing, stated if the Board wants to proceed with this purchase, this Special Purchase should be removed from the agenda and he will work with Mr. Voros to obtain three (3) quotes and bring it back to the Board's next meeting for opening of quotes. Mr. Gilot suggested a policy on the use of the vehicles would be a good idea. Lieutenant Voros stated they are doing training and are putting together a policy on their use. - Industrial Wastewater Discharge Permits Ms. Kim Thompson, Environmental Services, stated it was thought the wastewater discharge permit limits were sufficient to protect the river; but testing showed they needed to go lower on their limits. She stated they subsequently developed new limits "what youneed is what you get". Ms. Thompson stated the new process was approved last summer by the Common Council and the EPA, so they now have to revise every permit, and this is the first of them. She stated they are going to have to look at how they allocate pollutants more closely, there will no longer be AGENDA. REVIEW SESSION JUNE 4, 2015 177 standard limits; they will have to work individually with each company to determine who should get which pollutants. Ms. Thompson stated this is a better method for everybody - Master Lease Purchase Agreement — Hewlett —Packard Financial Services Ms. Sue Gerlach, Information Technologies, stated this is for the lease of two new computers, one for the Fire Department and one for Administration and Finance. She added the price is QPA pricing. - Lease Renewal — Kaseya Ms. Sue Gerlach, Information Technologies, informed the Board this is not a lease, it is a renewal of a contract for software. 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 12:08 p.m, BOARD OF PUBLIC S Gary A. Gilot, President Brian J. Pawlowski, Member ATTEST: 4inde M. Martin, Clerk REGULAR MEETING JUNE 9.2015 The Regular Meeting of the Board of Public Works was convened at 9:33 a.m. on Jane 9, 2015, by Board President Gary A. Gilot, with Board Members David Relos, Elizabeth Maradik, and Brian Pawlowski present. Board Member Kathryn E. Roos was 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 May 21, 2015; May 26, 2015 and June 2, 2015, were approved. OPENING OF BIDS — ONE OR MORE. 2015 OR NEWER EMERGENCY MEDICAL VEHICLE (FIRE DEPARTMFNT 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: FIRE SERVICE, INC. 9545 N. Industrial Dr. St, John, IN 46373 Bid was signed by: Mr. Thomas Steindler Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination