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HomeMy WebLinkAbout06/18/2015 Agenda ReviewAGENDA REVIEW SESSION JUNE 18, 2015 202 The Agenda Review Session of the Board of Public Works was convened at 10:33 a.m. on June 18, 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 Elliot Anderson. Board of Public Works Clerk, Linda Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. ADDITIONS TO THE AGENDA Mr. Gilot noted the addition of a Request to Advertise for Utility Cuts, and an Opening of Quotes for Police motorcycles. He also stated Change Order No. 7A, Lincolnway West Corridor Improvements should be corrected to a total dollar amount of $201,509.50. OPENING OF BIDS — WESTERN AVENUE CORRIDOR IMPROVEMENTS & STREETSCAPES - PROJECT NO. 114-033B & 114-085A 2015 TIF INFRASTRUCATURE BOND) 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: WALSH & KELLY, INC. 24358 State Road 23 South Bend, IN 46614 Bid was signed by: Dustin Hilary 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. 114-033B Division A: Total Amount of Base Bid (Items 1 through 91) $879,191.81 114-085A Division B: Total Amount of Base Bid (Items 1 through 110) $1,869,961.86 TOTAL DIVISION A & B $2,749,153.67 Alternate A, Division A: $188,190.00 TOTAL DIVISION A & B, PLUS ALTERNATE $2,937,343.67 RIETH-RILEY CONSTRUCTION CO., INC. 25200 State Road 23 South Bend, IN 46614 Bid was signed by: Christopher L. Weinkauf 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. n 114-033B Division A: Total Amount of Base Bid (Items 1 through 91) $891,337.21 114-085A Division B: Total Amount of Base Bid (Items 1 through 110) $1,745,764.80 TOTAL DIVISION A & B $2,637,102.01 Alternate A, Division A: $146,185,00 TOTAL DIVISION A & B, PLUS ALTERNATE $2,783,287.01 AGENDA REVIEW SESSION JUNE 18, 2015 203 Upon a motion made by Mr. Gilot, seconded by Ms. Maradik and carried, the above bids were referred to Engineering and Community Investment for review and recommendation. OPENING OF BIDS — CHASE PLASTICS FACILITY INFRASTRUCTURE IMPROVEMENTS — PROJECT NO. 115-051 (RWDA 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: D. A. WAGOSTINO CUSTOM EXCAVATION & TRUCKING, INC. P. O. BOX 208 Baroda, MI 49101 Bid was signed by: Steve Grabowski 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 (5%) Bid Bond was submitted. BID: Total Amount of Base Bid $ 99,847.00 Total Amount of Add Alternate B $ 36,389.00 Total Amount of Add Alternate C $ 18,001.00 JOHN BOETTCHER SEWER & EXCAVATING 3305 N. Home Street Mishawaka, IN 46545 Bid was signed by: John Boettcher 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 (5%) Bid Bond was submitted. IC D Total Amount of Base Bid $ 91,860.60 Total Amount of Add Alternate B $ 50,376.37 Total Amount of Add Alternate C $ 29,308.73 RITSCHARD BROS., INC. 1204 W. Sample Street South Bend, IN 46619 Bid was signed by: Rachelle L. Dolniak 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 (5%) Bid Bond was submitted am Total Amount of Base Bid $137,060.50 Total Amount of Add Alternate B $ 45,861.90 Total Amount of Add Alternate C $ 27,863.00 AGENDA REVIEW SESSION JUNE 18, 2015 204 WALSH & KELLY, INC. 24358 State Road 23 South Bend, IN 46614 Bid was signed by: Dustin Hilary 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 (5%) Bid Bond was submitted. BID: Total Amount of Base Bid $107,831,00 Total Amount of Add Alternate B $ 45,363.00 Total Amount of Add Alternate C $ 28,439.00 SELGE CONSTRUCTION CO., INC. 2833 S. 7 Street Niles, MI 49120 Bid was signed by: Mark Weaver 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 (5%) Bid Bond was submitted. BID: Total Amount of Base Bid $84,579.45 Total Amount of Add Alternate B $37,756.65 Total Amount of Add Alternate C $18,790.25 HRP CONSTRUCTION INC. 5777 Cleveland Road, P. O. Box 266 South Bend, IN 46624 Bid was signed by: Paul J. Fallon 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 (5%) Bid Bond was submitted. BID: Total Amount of Base Bid S95,220.00 Total Amount of Add Alternate B $39,574.00 Total Amount of Add Alternate C $22,924.00 Mr. George King, Purchasing, stated he did not find an acknowledgement of the Addendum in either D'Agostino's or Boettcher's bids. He asked that the review staff confirm this. Upon a motion made by Mr. Gilot, seconded by Mr. Relos and carried, the above bids were referred to Engineering and Community Investment for review and recommendation. OPENING OF QUOTATIONS — 2015 TREE MAINTENANCE — PROJECT NO. 115 049 (MAJOR MOVES) 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: AGENDA REVIEW SESSION JUNE 18, 2015 205 FUERBRINGER LANDSCAPING & DESIGN INC. 22530 Brick Rod South Bend, IN 46628 Quotation was submitted by Dan Fuerbringer QUOTATION: $105,000.00 Item No. Description Quantity Unit Unit Price Total Amount 1 Tree Maintenance 500 EA $175.00 $87,500.00 2 Tree Pruning Only 70 EA $250,00 $17,500.00 Total Amount of Quote $105,000.00 ACORN LANDSCAPING LLC 3680 W. Sample St. South Bend, IN 46619 Quotation was submitted by Jeff Ritschard QUOTATION: $132,625.00 Item No. Description Quantity Unit Unit Price Total Amount 1 Tree Maintenance 500 EA $251.25 $125,625.00 2 Tree Pruning Only 70 EA $100.00 $ 7,000.00 Total Amount of Quote $132,625.00 Mr. Gilot noted the quotations were above the City's quotation threshold policy, but under the State's legal bid threshold so Mr. Kerr would have to get approval to award this. Upon a motion made by Mr. Gilot, seconded by Mr. Relos and carried, the above Quotations were referred to Engineering for review and recommendation. Board members discussed the following item(s) from the agenda. - Resolution No. 29-2015 — Mobile Food Vendors Ms. Michelle Adams, Licensing, stated the purpose of this resolution is to designate Downtown South Bend to monitor Mobile Food Trucks in the downtown area. She noted she bus been working with all departments to make sure all Codes are passed related to the process and once the Board approves this resolution, they will go to the Council for approval. Mr. Gilot reminded her that the City has no authority over the Health Department. Mr. Relos explained this is only for monitoring parking locations of the trucks. - Contract — SBC Global Services Ms. Sue Gerlach, Information Technologies, stated this is a three (3) year renewable contract with a no penalty out -clause for the TI lines at the three (3) golf courses. She explained there are six (6) locations, two (2) at each course. BOARD MEMBER EXCUSED Board Member Brian Pawlowski left the meeting in progress at 10:58 a.m. - Award Bid —Janitorial Supplies Ms. Toni Laisure, Central Services, stated there were several errors in the bids regarding the bidding quantities, and bids on the wrong line item line. Mr. Gilot requested she put that information into a Memo for the Board's records. She noted there was very good MBE/WBE response with three (3) minority businesses accounting for 30% of the award, an increase over last years' 28%. - Award Bid — Lightning Loader Mr. Jeff Hudak, Central Services, stated this equipment purchase is within the budget. He noted it is being awarded with Option No. 1, which includes CNG. - Bid Award — Police Patrol Vehicles AGENDA REVIEW SESSION JUNE 1& 2015 206 Mr. Jeff Hudak, Central Services, stated the Board advertised for thirty-nine (39), more or less, vehicles, and awarded thirty-nine (39). He said the Fire Department has now asked to purchase one (1) of the vehicles also. He noted these are with the CNG option. Mr. Hudak stated the vehicles are not specifically Police vehicles and will fit the needs of the Fire Department also. - Award Quotation — Mobile Column Lifts and In -Ground Hoists Mr. Hudak stated this was the only bidder on the mobile column lifts, and they were responsive. He explained the hoists are for replacement of some old style hoists that store oil underground, and the new units will be much more environmentally secure. - Request to Advertise — 4x4, Large Four (4) Door Utility Vehicle Mr. Hudak stated this is also for a replacement of an old Fire Department unit and has a CNG option. - Request to Advertise — Mid -Size Four -Door Sedan Mr. Hudak stated this should not be on the agenda, they are not purchasing this vehicle. He asked that it be removed from the agenda. Request to Advertise - 4x4, Standard Four (4) Door Utility Vehicle Mr. Hudak stated these units are being requested by the Fire Department as a paramedic vehicle to reduce the cost of using a fire truck to transport the paramedics. He noted CNG is an option. - Change Order— East Gate Lift Station Replacement Mr. Jacob Klosinski, Environmental Services, stated this decrease is due to a reduction in the number of utility cuts. He stated they determined after review of the utilities along the route that the use of directional drilling will save time and money, and have a lesser impact on the residents. - Opening of Quotations — Removal and Disposal of PCB Contaminated Soil at Ivy Tower Mr. Corbitt Kerr, Engineering, stated they are requesting to open and award this quote at the same meeting. He noted the amount of contamination was more than anticipated and over the 20% limit for the project. He stated the Engineer put a stop order on the work and they are going out to quote this part of the project. Mr. Toy Villa, Engineering, added all work had to stop on the floor replacement and they will have to finish the removal of the contaminated soil before the floor can be finalized. - Award Bid — Infrared Pavement Patching Mr. Kerr stated there was only one (1) bidder on this project and they were responsive and under budget. Mr. Gilot questioned if they wanted to award unit prices with a not to exceed, or should this be a total. Mr. Kerr stated he thought it should be a total. Mr. Gilot requested he review the specifications and follow what they state. - Award Bids — Vacant and Abandoned Houses Mr. Gilot asked if Green Demolition was a new vendor. Mr. Kerr stated they are out of Chicago. Mr. Relos asked if they are licensed to do work in Indiana. Mr. Villa stated they are currently working in Indiana on several projects. Mr. Kerr stated they would verify their Indiana licensing by Tuesday. - Change Order — Lincolnway West Corridor Improvements Mr. Villa stated this increase is to add pedestrian push buttons to the traffic light poles. He noted the new traffic standards require that the buttons must be yellow or chrome to be visible, and some are replacements of old buttons that don't meet the new traffic law standards. - Request to Advertise — East Bank Sewer Separation, Phase V Mr. Kerr stated this project uses both TIF and sewer bond funds because it is a revitalization of this area, and part of the consent decree requirements. He noted they are coordinating the work with the projected work schedule on the old TRANSPO site. Mr. Gilot informed him that the site had some potential environmental issues, and suggested that it might be wise to use borings in the area. - Request to Advertise — Utility Cuts Mr. Kerr stated he is requesting to add a request to advertise for utility cuts to the agenda. - Agreement — Ivy Tech Mr. Kerr stated the existing MS4 agreement put more responsibility on the part of the City for Ivy Tech than they felt should be. This agreement is transferring the responsibility back to Ivy Tech. Mr. Gilot noted originally it was done as a trade for them to do educational training. He suggested if this is a new agreement and there are any parts of the old agreement they want to carry over, they should make sure it's in the new one. The Board suggested they should review the terms of the old agreement and rescind it also. - Resolution No. 30-2015 Ms. Therese Doran, Sustainability, stated this resolution brings forth a willingness on the part of the City to have conversations with Notre Dame to discuss them developing a hydropower facility. Mr. Gilot noted he would need to recuse himself from the vote as an employee of Notre AGENDA REVIEW SESSION JUNE 18, 2015 207 Dame. Ms. Doran explained the City has an exemption permit from the Federal Energy Regulatory Commission that they have not been utilizing so the Commission wants to take it away from the City. Mr. Kerr added they want to see more progress. He stated that one of these licenses is extremely expensive and difficult to obtain these days and it would be difficult to get one at this point. No other business came before the Board. The meeting adjourned at 12:10 p.m. BOARD OF PUBLIC WORKS Gary A. Gi ot, President ATTEST: Linda M. Martin, Clerk REGULAR MEETING JUKE_ 23 2015 The Regular Meeting of the Board of Public Works was convened at 9:40 a.m. on June 23, 2015, by Board President Gary A. Gilot with Board Members David Relos, Kathryn E. Roos, and Elizabeth Maradik present. Board Member Brian Pawlowski was absent. Also present was Board Attorney Michael Schmidt. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of a Quote Award for the 2015 Tree Maintenance. PUBLIC HEARING - SALE OF CITY PROPERTY - 51190 AND 51270 MAYFLOWER ROAD Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning the City's request to sell property it owns located at 51190 and 51270 Mayflower Rd. Mr. Gilot opened the Public Hearing and asked if there was anyone present wishing to speak either for or against the City's request. The question was asked if this Hearing was actually to sell the property. Mr. Relos stated this is only to determine whether the City should proceed with the sale. He noted the State's process is for the Board to hold a Hearing to allow comments prior to the advertising of the sale. Mr. Gilot explained that the property was purchased originally to put a road through it for future development, but due to those plans not moving forward, the City no longer has a use for the property and is requesting to sell it. Attorney Michael Schmidt further explained that based on today's Hearing, the Board will make a determination whether to recommend to the Common Council and the Mayor that the property be sold. If the Council and the Mayor concur with the decision, the City will either move forward with the sale, or abandon the process. A question was received on whether the properties would be sold as a package or separately. Mr. Brock Zeeb, Community Investment, stated they will be sold as a package. It was asked of the Board if there would be a Notice advertised for the sale and how that process works. Attorney Schmidt stated there is a time allotment requiring the Notice of Sale to be advertised twice. He stated today the Board will take comments from the public and make a formal recommendation to the Mayor's Office and the Common Council. There being no one else present wishing to address the Board concerning this matter, the Public Hearing was closed.