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HomeMy WebLinkAbout08/20/2015 Agenda ReviewAGENDA REVIEW SESSION AUGUST 20, 2015 270 The Agenda Review Session of the Board of Public Works was convened at 10:35 a.m, on Thursday, August 20, 2015, by Board Member Brian Pawlowski with Board Members David Relos, Elizabeth Maradik, and James Mueller present. Board President Gary Gilot 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 AND REMOVAL FROM THE AGENDA Mr. Pawlowski noted the addition to the agenda of a Request to Advertise and Title Sheet for State Road 23 Sidewalks between Locust St. and Prairie Ave. Apartments; a Memorandum of Understanding with the University of Notre Dame Du Lac, and a request to remove the Change Order and Project Completion Affidavit for Southwood Sewer Separation, Project No. 112-042. OPENING OF BIDS — 2015 UTILITY CUT REPAIRS — PROJECT NO. 115-075 SEWER OPERATIONS & MAINTENANCE AND WATERWORKS OPERATIONSI 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: RIETH-RILEY CONSTRUCTION CO. INC. 25200 State Road 23 South Bend, IN 46614 Bid was signed by: Mr. Robert A. Nichols B 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: $346,000.00 WALSH & KELLY, INC 24358 State Road 23 South Bend, IN 46614 Bid was signed by: Mr. 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: $292,000,00 Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the above bids were referred to Engineering for review and recommendation. RATIFY APPROVAL OF PERMIT The following permit application was nrPSPntPd f . Applicant Description .,. ,.yr..,.u.. DatefFime Location Motion Tim Scott Residential August 16, East South Street from Carried RATIFIED Block Party- 2015; 11:30 St. Joseph Street to Relos/Maradik Monroe Street a.m. to 5:00 South Carroll Street Neighborhood p.m. Pot Luck Board members discussed the following item(s) from the agenda. - Change Order- Western Ave. Strectscapes AGENDA REVIEW SESSION AUGUST 20, 2015 271 Mr. Toy Villa, Engineering, stated this increase is due to a design omission. Mr. Pawlowski asked if the consultant should cover the cost if it was a design error. Mr. Corbitt Kerr, Engineering stated not in this case because if was due to the fire hydrants not being addressed. He explained it was an omission that the city would have to address and pay for regardless. - Change Order — Liucolnway West Corridor Improvements Mr. Villa stated this increase was for additional watering, beyond the thirty day warranty period, of new trees and sod on Lincolnway. - Change Order and Project Completion Affidavit — Southwood Sewer Separation Mr. Villa requested this item be removed from the agenda. — Request to Advertise — SR 23 Sidewalks Mr. Corbitt Kerr, Engineering, stated this request comes from a Council member as part of the Curb and Sidewalk Program. He noted the estimate came in above the quote levelso they need to go out for bids. — Resolution No. 48-2015 — Adopting a Policy for Loading and Unloading of Children at Daycare Facilities Mr. Kerr stated a request came to him from a daycare to add a loading zone in front of their business on a residential street. He stated this was not previously done in residential areas so he is asking the Board to approve a policy for daycare signs. He noted that would allow for the City to track where they are installed also. Mr. Kerr stated the signs will state "No Parking/Loading Zone" during certain hours and days of the week, but not weekends. He added that some communities require off-street drop-off areas, but some daycares don't have that or room for it. Attorney Michael Schmidt stated local Ordinance gives Engineering and Public Works the authority to set hours and days, so they could also make it weekends if needed. He added the resolution ties in with the City Code and is designed to have flexibility for each situation. - Amendment to Professional Services Agreement — Abonmarche Consultants Mr. Roger Nawrot, Engineering, informed the Board that this is an increase in hourly administration of the Ignition Park Infrastructure project due to all of the unknowns found in the project necessitating additional design. Mr. Pawlowski questioned if this is all unforeseeable until you dig it up and discover it. Mr. Nawrot confirmed that is the situation. - Traffic Control Device — Johnson Rd. at Garden Terrace and Place Dr. Ms. Theresa Harrison, Engineering, stated this location is in the turn-off deceleration lane into the subdivision and currently has no, No Parking signs. She noted as a result, people are parking cars and trailers there and leaving them parked overnight. - Licensing Agreement —CDWG Mr. Jim Schrader, Infomration Technologies, stated Microsoft doesn't deal with the City directly, so they had to get quotes from their subcontractors, CDW and Dell. He noted both hold the state QPA. - Supplement to Agreement— SunGard Public Sector, Inc. Mr. Bob Allen, Information Technologies, stated this agreement will add mobile options that will give City field workers the ability to do work orders out in the field on their tablet so they can complete the order at the site at the time of closure. Mr. Mueller questioned if the City is locked in to the agreement. Mr. Allen stated they are not, this is just an addendum to the current contract. - Opening of Quotations — Handheld Raman Devices for Narcotics Detection Lieutenant Chris Votes, Police Department, informed the Board that Raman is a common process used for identifying fingerprints. The Police Department is looking to be able to test suspected drugs without opening bags, and the Process can also be used with explosives. He stated they went out for formal quotes and received three (3). Chief Ronald Teachman stated they will be purchasing two units with one (1) dedicated to the narcotics unit, and one (1) for the patrol unit. He explained the dangers involved in handling drugs is escalating with fentanyl added to drugs these days. He noted it can be easily absorbed through the skin, and can make ill or kill someone handling it. Chief Teachman stated this process will save the risk to officers, and — save the time and cost to send the drugs to the lab for testing. - Special Purchase — Undercover Narcotics Police Vehicles Lieutenant Chris Voros stated due to the use of these vehicles in undercover operations, the type of vehicle can't be made public. He noted the Police Department was able to trade some vehicles earlier to offset the cost. - Resolution No. 45-2015 — Adopting a Written Fiscal Plan and Establishing a Policy for the Provision of Services to an Annexation Area Mr. Mike Divita, Community Investment, stated this annexation is for property at Western Ave. and Mayflower Rd. and requires the Board of Works to approve a fiscal plan for provision of sewer and water, which is already available. Ile explained this is a voluntary annexation of AGENDA REVIEW SESSION AUGUST 29, 2015 272 eleven (11) properties including seven (7) single family homes. Mr. Divita stated there will be no public works expenditures, due to water and sewers already present, and no additional Street Department equipment needed for maintenance. He stated the petitioner will be seeking a vacation of a portion of Huron St. at which time they will ask the petitioner to do a traffic impact study. - Professional Services Agreement— Chamber of Commerce Mr. Chris Fielding, Community Investment, stated this agreement started out to be an extension of an existing contract, but they detemtined it needed to be a new contract due to the change in terms and dollar amount. He noted they are decreasing the dollar amount from last year's contract. Special Purchase — Morton Salt Mr. George King, Purchasing, stated that he may ask the Board to table this item on Tuesday. 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. Upon a motion by Mr. Pawlowski, seconded by Mr. Relos and carried, the meeting adjourned at 11:34 a.m. BOARD OF PUBLIC WORKS a Gary A. Gilot, President A. Mueller, Member ATTEST: `Tlinda M. Martin, Clerk - REGULAR MFETING AUGUST 25.2015 The Regular Meeting of the Board of Public Works was convened at 9:33 a.m. on August 25, 2015, by Board President Gary A. Gilot, with Board Members David Relos, Elizabeth Maradik, and Brian Pawlowski present. Board Member James Mueller 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 August 6, 2015, August 11, 2015, and August 18, 2015, were approved. OPENING OF BIDS — WASTEWATER TREATMENT PLANT SECONDARY TREATMENT IMPROVEMENTS — PROJECT NO. 114-053 2012 SEWER BOND WASTEWATER CAPITAL IMPROVEMENTS 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: