Loading...
HomeMy WebLinkAbout07/09/2015 Agenda ReviewAGENDA REVIEW SESSION JULY 9, 2015 223 The Agenda Review Session of the Board of Public Works was convened at 10:32 a.m. on July 9, 2015, by Board President Gary A. Gilot, with Board Members David Relos and Elizabeth Maradik present. Board Member Brian Pawlowski 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. ADDITIONS TO THE AGENDA Mr. Gilot announced the addition to the Regular Agenda of a bid opening for a Standard 4x4 Utility Vehicle and a bid opening for a Large 4x4 Utility Vehicle. OPENING OF BIDS — 2015 CURB AND SIDEWALK CONSTRUCTION (MVH) 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: SELGE CONSTRUCTION CO., INC. 2833 South 11"' Street Niles, MI 49120 Bid was signed by: Robert Kuhns, P.E. 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. BID: DIVISION A: $117,302.25 DIVISION B: $245,594.25 DIVISION C: $158,117.35 WALSH & KELLY 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. BID: DIVISION A: $100,330.00 DIVISION B: $267,500.00 DIVISION C: $134,775.00 Upon a motion made by Mr. Gilot, seconded by Ms. Maradik and carried, the above bids were referred to Engineering for review and recommendation, APPROVE SEWER INSURANCE POLICY REVISION Mr, Eric Horvath stated the changes to the policy being requested are to address some overdue changes that are needed. He informed the Board that he is requesting four (4) changes to the policy. The first one addresses a portion of the ordinance that requires the customer to be current on their sewer bill, or no more than one -hundred, twenty (120) days out, to receive the service. He explained there are questions on whether you had to be on the policy for one -hundred, twenty (t20) days to be eligible. Another change is to the registry, to allow additional contractors to be on the list. He explained they would still have to pre -qualify. Mr. Horvath noted there are currently only two (2) rotating contractors on the registry, and it's not enough to cover emergencies if one is out of town and the other is on another project. He stated that along with allowing rotation, they are requesting to add the Director or designee to authorize use of a AGENDA REVIEW SESSION JULY 9, 2015 224 contractor not on the registry in emergency situations. And finally, they are requesting the Board of Works be authorized to suspend a contractor in the case of an on -going investigation. Attorney Michael Schmidt noted the power to suspend is only during an active investigation, and it would still allow the vendor to get back on the registry. Mr. Gilot stated these are reasonable changes being requested. Therefore, upon a motion by Mr. Relos, seconded by Ms. Maradik and carried, the Revised City Sewer Insurance Policy was approved. APPROVAL OF PERMIT APPLICATION The following permit application was presented for approval• Applicant Description Date/Time Location Motion Carried South Bend Procession: July 11, 2015; 6:00 a.m. On Route as Maradik/Relos Park Kids' Triathlon to 11:00 p.m. Submitted Department Board members discussed the following item(s) from the agenda. Professional Services Agreement — Workforce Development Ms. Sarah Heintzelman, Community Investment, stated this agreement sets out changes to some of the requirements of the manufacturing training program (SMART) with Workforce Development. She noted the program is working well, this just gives the manufacturer more of an active role in working on the training. Change Orders — Primary Clarifier and Equipment Upgrades Mr. Jacob Klosinski, Environmental Services, stated he is asking that the Board revisit these Change Orders, and approve the ninety-eight (98) day increase for L.D. Dosca due to the weather. He noted there will be some penalties in the form of liquidated damages down the road for delays, but this is just weather related. He added the only change that has been made since he last submitted this is the addition of days included for additional months. He stated they removed fourteen (14) days from the original request for snow, but added back rain days in the same amount. Mr. Gilot stated it is important to include some language if approving these delays, for not setting precedent. He noted they planned poorly for foul weather, and the City didn't want to give them days for that. He added there is data available to show weather patterns for the winters in the area, they could have used that in their project planning. He stated the City needs to make sure they don't continue to do this. Mr. Klosinski explained that Change Order No. 4 is for failure of a beam and hydrogritter crack repairs, and other equipment issues which added seventeen (17) days to the project. Mr. Relos stated so it is basically unforeseen work. Mr. Klosinski stated it is. Mr. Klosinski stated Change Order No. 5 is also for weather days for October, 2014 to February, 2015. He noted the contractor basically lost all of January due to the weather and it affected the critical path for work on the tanks. Mr. Klosinski stated if the equipment had arrived on time, he thought this would have finished on time, noting that added fifteen (15) to sixteen (16) weeks to the delay. Mr. Gilot stated all future specifications should cover work in the winter months to prevent this from happening again. Attorney Michael Schmidt asked if there were any fees the City incurred due to the late delivery of the equipment. Mr. Klosinski stated there weren't any; they were able to operate as normal with the other tanks running. Mr. Gilot noted Mr. Klosinski's charges for engineering services should be incorporated in the delays. Mr. Schmidt agreed. Mr. Klosinski noted he allowed them to take tank 8 down in January knowing there would be a chance they wouldn't be able to complete the repairs. He stated therefore, that some of the delay was his fault. Mr. Gilot stated Mr. Klosinski heard from the Mayor's office at previous Board meetings on the policy decision to take a harder line on change orders. He stated the City doesn't want to set a precedent. - Professional Services Agreement — DLZ Indiana, LLC Mr, Roger Nawrot, Engineering, stated this agreement for the City Cemetery should be removed from the agenda. He noted the Redevelopment Commission has not approved it yet. - Request to Advertise — Century Center Masonry Repairs Mr. Gilot asked if Engineering had any consultation with the architect, Phillip Johnson, on the alterations. He noted the Century Center is a distinguished design, and it would be good to talk to him first. - Alley Vacation — South of Western Ave. Mr. Corbitt Kerr, Engineering, stated the City will need access for trash trucks through an easement. Mr. Gilot stated the petitioner needs to agree to give the city access and engineering should draw it out in detail. He stated the Board will approve the vacation subject to access for AGENDA REVIEW SESSION JULY 9, 2015 225 the City. Mr. Kerr stated Engineering will provide a detailed drawing for them to take to the council for approval of the vacation. - Special Purchase — All Phase Electric Mr. Gilot requested that the lights being ordered be looked at carefully, noting the lights should not cause light spray all over, but be more conscious of light pollution and shine down. - Professional Services Agreement - MACOG Mr. Gilot requested of Mr. Rene Casiano, Mayor's Office, that language requiring pre -approval from the City for consultants to access information and data, be included in the agreement. 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 11:44 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President David P. R los, Me ber tj1� Elizabeth A. Maradik, Member Brian J. Pawlowski, Member ATTEST: Linda M. Martin, Clerk REGULAR MEETING JULY 14, 2015 The Regular Meeting of the Board of Public Works was convened at 9:30 a.m. on July 14, 2015, by Board President Gary A. Gilot, with Board Members David Relos, Elizabeth Maradik, and Brian Pawlowski present. 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 June 18, June 23, June 30, and July 7, 2015, were approved. PUBLIC HEARING —NEW MASSAGE ESTABLISHMENT — CHINESE MASSAGE SPA Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning a new Massage Establishment License for the Chinese Massage Spa, 2614 S. Michigan St. It was noted favorable recommendations were received from the Fire Department, Building Department, and Police Department. There being no one present wishing to address the Board concerning this matter, the Public Hearing was closed. Therefore, upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the license was approved. OPENING OF BIDS — ONE OR MORE 2015 OR NEWER, QUAD AXLE DUMP TRUCK (ORGANIC RESOURCES CAPITAL LEASE PRINCIPAL AND INTEREST) 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: POZZO TRUCK CENTER INC 3001 E 15" Place Gary, IN 46403 Bid was signed by: Rick Slater