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HomeMy WebLinkAbout07/23/2015 Agenda ReviewAGENDA REVIEW MEETING JULY 23, 2015 241 The Agenda Review Session of the Board of Public Works was convened at 10:30 a.m. on July 23, 2015, by Board President Gary A. Gilot, with Board Members David Relos and Elizabeth Maradik present. Board Member Brian Pawlowski joined the meeting in progress at 11:15 a.m. 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 BIDS — 2015 PARKING GARAGE DECK COATINGS — PROJECT NO. 115- 074 PARKING GARAGE FUND) 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: RAM CONSTRUCTION SERVICES OF MICHIGAN INC. 13800 Eckles Road Livonia, MI 48150 Bid was signed by: Robert T. Mazur 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. I: 1 Division A: Leighton Parking Garage TOTAL: $845,461.21 Division B: Wayne Parking Garage TOTAL: $466,804.44 PULLMAN SST INC. 280 W. Jefferson Ave Trenton, MI 48183 Bid was signed by: Pete Wallace 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. N Division A: Leighton Parking Garage TOTAL: $1,019,605.95 Division B: Wayne Parking Garage TOTAL: $552,788.65 Upon a motion made by Mr. Gilot, seconded by Mr. Relos and carried, the above bids were referred to Community Investment and Engineering for review and recommendation. OPENING OF BIDS — HOFFMAN HOTEL RENOVATIONS — PROJECT NO. 115-071 (RWDA TIFF 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. Ms. Linda Martin, Clerk of the Board stated no bids were received. Mr. Gilot noted the public bidding requirements were met and with no bids received, they were free to go to the open market. OPENING OF BIDS — EQUIPMENT PURCHASE FOR NELLO CORPORATION PHASE III —PROJECT NO. 115-070(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: AGENDA REVIEW MEETING JULY 23, 2015 242 ALLTRA CORPORATION PO Box 370, 1600 Partridge Rd Dewey, OK 74029 Bid was signed by: Jon W. Arrowsmith 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. Ten percent (10%) Bid Bond was submitted. BID: $595,811.00 KOIKE ARONSON INC. 635 W. Main Street Arcade, NY 14009 Bid was signed by: Thomas Calabrese 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. Ten percent (10%) Bid Bond was submitted. BID: $777,000.00 Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the above bids were referred to Engineering and Community Investment for review and recommendation. OPENING OF QUOTATIONS — LAFAYETTE FALLS SUBDIVISION PAVEMENT — PROJECT NO. 115-086 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: WALSH & KELLY, INC. 24358 State Road 23 South Bend, IN 46614 Quotation was submitted 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 QUOTATION: $152,625.00 RIETH-RILEY CONSTRUCTION CO. INC 25200 State Road 23 South Bend, IN 46360 Quotation was submitted by Angelo Mazzocchi 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 QUOTATION: $133,210.05 Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the above Quotations were referred to Engineering for review and recommendation. AGENDA REVIEW MEETING JULY 23, 2015 243 Mr. Corbitt Kerr, Engineering, informed the Board that the original developer of this project, Weiss Homes, went bankrupt and Engineering has been negotiating with the bonding company to get the unfinished work done through their Performance Bond. APPROVAL OF PERMIT The following street closure was presented fnr Applicant Description Date/Time Location Motion Carried Urban Non -Residential Block July 25, 2015; Wall St. from Relos/Maradik Adventure Party - Urban Adventure 5:00 a.m. 4:00 Greenlawn Dr, to Games Games 2015 p.m. Zoo Dr. Board members discussed the following item(s) from the agenda. - Proposal — B W Tek, Inc. Lieutenant Chris Voros, Police Department, requested this item be removed from the agenda and he would be going out for quotes, as it was found there are multiple vendors that perform this drug and explosive chemical analysis testing process. - Proposal — Emerson Network Power Mr. Gilot suggested all maintenance contracts for Uninterruptible Power Systems be reviewed as to whether it makes more sense to replace rather than maintain, with most systems having a life expectancy of only five (5) years. - Award Bid — Two, More or Less, Large and Standard, 4x4 Four -Door Utility Vehicles Mr, Jeff Hudak, Central Services, stated he is requesting to award one large vehicle to replace the Fire Department's Safety Officer unit that is worn out, and two standard vehicles to add to the Fire Department EMS fleet for the 911 center emergency transport. Assistant Chief Andrew Meyer noted the addition of the vehicles will reduce costs in the long run, noting that a lead paramedic is required to be on every emergency site, and this will cut that cost, by allowing them to move around; the overall cost of the ambulances will go down. Mr. Gilot suggested they look at allocation of costs to the County the next time the contract is done, since these vehicles will also involve county emergency runs. - Advertise for Bids — Police SUV Vehicles Mr. Hudak stated this is for replacement of two canine division vehicles. Reject Bids and Re -advertise Mr. Hudak stated none of the three (3) bidders could meet the delivery requirements so he consulted with legal and purchasing and they agreed all bids should be rejected and this should be rebid. He added he changed the language for the delivery requirement - Award Bid — Cardiac Defibrillators Assistant Fire Chief Andy Meyer stated he is requesting to award this bid to the lowest responsive bidder, Bound Tree, and has included a bid tab. Mr. George King, Purchasing, noted that there was a math error in Bound Tree's bid that the City corrected, adding the vendor forgot to deduct the trade-in from their total. Opening of Quotes — South Bend Water Works Leak Survey Mr. Ed Herman, Water Works, stated this is a specialized service that takes a trained ear that can hear leaks, it is not something Water Works can do on their own. He stated the current vendor can do ten (10) miles of pipes a day. Mr. Eric Horvath, Director of Public Works, noted the advantage of having an outside group is the technology keeps improving so the City gets the advantages of the latest technology without the expense of upgrading equipment. - Change Order — Hill Street Improvements Mr. Toy Villa, Engineering, stated the tree plantings are the reason for this extension of time request. He stated the Contractor is asking the City not to plant the trees until late fall when they are dormant and the weather has cooled down to prevent risk of damage to the trees. Change Order — Ignition Park Infrastructure, Phase 1 C Mr. Toy Villa, Engineering, stated this Change Order is due to multiple changes being requested. He explained the Board had previously approved the addition of top soil brought in for the project, but they now they are asking to use the soil on site and deduct the top soil that was previously added. He stated they also will be using the sanitary sewer line on site, and installing underground pipes and creating a berm instead of adding a ditch for water runoff storage. He noted they are adding the remobilization of the contractor in order to complete the basin work. He stated the final change is for a lateral to connect Catalyst 2 to the towers on site. He stated when the contractor excavated under the duct bank, they found the previous work didn't encase the concrete, and there is a need to support the duct bank. He explained there is a risk of collapse without fill underneath. Mr. Gilot asked if there are any plans to landscape the berm. Mr. Villa stated there are. He added they will plant trees also. Mr. Horvath stated if the City wasn't AGENDA REVIEW MEETING JULY 23, 2015 244 balancing the soil, they would have to pay a lot of money to have it hauled to a dump site, so this is a big savings. - Revised Specifications and Design and Construction Standards Mr. Corbitt Kerr, Engineering, stated one change from the past process is previously Engineering collected a lot of standards and held onto them and made the changes all at once. Now they have created a revision sheet to make it easier to update individually as the need arises. He stated this will replace the current standards on the website. Mr. Horvath suggested it would be nice if there was a place for the contractors to register when they download the document so there is a way to track who has them. - Professional Services Agreement — Alliance Architects Mr. Mike Carey, Engineering, stated there were previously two (2) conceptual designs done for the south Century Center entrance and the Convention Hall B that were never done and they are using those designs for the current work. Mr. Kerr added they will be using the remainder of that purchase order to complete the work. - Professional Services Contracts — Troyer Group, Inc. Mr. Eric Horvath, Public Works, noted the design for these two contracts for the Safe Routes to School are less than 10% of the total project estimate. - Professional Services Agreement — EmNet Mr. Kerr stated this is the annual Master Agreement for all CSO sensor's maintenance. He noted there are some finalized changes needed in the contract. Attorney Michael Schmidt added there are some changes in how they will be compensated. Mr. Kerr stated the amount shown on the agenda of $275,000+ is not correct and he would look into what it should be. - Alley Vacation Request Mr. Kerr stated this request for a vacation of the second east/west alley of Northside Blvd. from Parry St. to the first north/south alley will need to be approved subject to an easement for utilities for the City. He noted they need to run a sewer line through this location eventually. Mr. Gilot reminded him that part of the requirement for approving vacations is that they are always subject to utility easements. Mr. Kerr stated these are not in there yet, so the City needs an easement to install them. Mr. Horvath stated he always understood the utility easements are in perpetuity on vacations, so even though they aren't in there yet, can they find out if they are always allowed a utility easement. If not, the City should write the easement to make sure they get what they need in the wording. Mr. Gilot questioned if a non -access agreement is necessary for the business. Mr. Kerr stated they gave us their property and we realigned the street; now there is excess right-of- way, adding a non -access agreement is not needed here. Mr. Relos stated they've done this before, where the City traded property temporarily; the prior purchase agreement put into terms this action. Mr. Horvath stated they need to work with Legal on the paperwork. 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 11:54 a. in. BOARD OF PUBLIC WORKS Gary A. Gilot, President David P. Relos, Member Elizab th-A.-Marad' Member �a owslci Member Japes Mueller, Member 'Y ATTZST: lLid�a M. Martin, Clerk