Loading...
HomeMy WebLinkAbout09/17/2015 Agenda ReviewAGENDA REVIEW SESSION SEPTEMBER 17 2015 306 The Agenda Review Session of the Board of Public Works was convened at 10:30 a.m. on September 17, 2015, by Board President Gary A. Gilot, with Board Members David Relos and Elizabeth Maradik present. Board Members Brian Pawlowski and James Mueller were absent. Also present was Attomey 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 to the agenda of a bid award for the 2015 Utility Cuts, and an Easement Agreement. OPENING OF BIDS — SOUTH ENTRANCE IMPROVEMENTS AT THE CENTURY CENTER —PROJECT NO 115-014 (HOTEL/MOTEL TAXI 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: GIBSON-LEWIS. LLC 1001 W. 11th Street Mishawaka, IN 46544 Bid was signed by: Robert A. Lingenfelter 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. ma Base Bid $86,210.00 A 1 $ 3,238.00 A 2 $ 3,669.00 Base Bid Plus Alternates: $93,117.00 PREMIUM CONCRETE SERVICES, INC 712 Richmond St. Elkhart, IN 46516 Bid was signed by: Becky L. Yeaky, President 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. BE Base Bid $73,405.00 A 1 $ 3,555.00 A 2 $ 4,690 00 Base Bid Plus Alternates $81,650,00 THF. ROBERT HENRY CORPORATION 404 South Frances St. P. 0. Box 1407 South Bend, IN 46624 Bid was signed by: Stephen R. Henry, President 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 eras submitted BID: AGENDA REVIEW SESSION SEPTEMBER 17, 2015 307 BID: Base Bid: $81,300.00 A l $ 4,043.00 A2 -- .- $ 4,648.00 Base Bid Plus Alternates: $ 89,990.00 RIETH-RILEY CONSTRUCTION CO.. INC. 25200 State Road 23 South Bend, IN 46614 Bid was signed by: Scott M. Kirkpatrick 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 (501.) Bid Bond was submitted. Base Bid $ 97,750.00 A 1 $ 4,400.00 A2 $ 9,500.00 Base Bid Plus Alternates $111,650.00 1-ma BROWN & BROWN GENERAL CONTRACTORS, INC. 124 S. Elkhart Street P. O. Box 487 Wakarusa, IN 46573-0487 Bid was signed by: Eric Brown 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. Base Bid $ 71,410.00 A 1. $ 3,238.00 A 2 $ 3,137.00 Base Bid Plus Alternates $ 77,785.00 ZIOLKOWSKI CONSTRUCTION. INC. 4050 Ralph Jones Dr. South Bend, IN 46628 Bid was signed by: Bill Favors, President 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. Base Bid $ 67,400.00 A 1 $ 3,100.00 A 2 $ 5,850.00 Base Bid Plus Alternates $ 76,350.00 Upon a motion made by Mr. Gilot, seconded by Mr. Relos and carried, the above bids were referred to Century Center and Engineering for review and recommendation. OPENING OF BIDS — HOTEL LASALLE RENOVATIONS BID PACKAGE B - ROOFING -SOFFITS AND SHEET METAL FLASIIING AND TRIM — PROJECT NO 115-033B (RWDA TIE) AGENDA REVIEW SESSION SEPTEMBER 17 2015 308 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 wore opened and publicly read: MIDLAND ENGINEERING COMPANY, INC 52369 State Road 933 North South Bend, IN 46637 Bid was signed by: Frederick J. Helmcn, President 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 portent (5%) Bid Bond was submitted BASE BID: Item Description Quantity Unit Total Amount No. 1 Membrane Roof system, sheet metal 1 LS $273, 000A0 flashing, gutters, scuppers, downs outs 2 Sheet metal cornice restoration 1 T,S $ 22,000.00 ALTERNATE: lotatotBase Bid $295,600.00 Item Description Quantity Unit Unit Price Total No. Amount At Cornice Repair 250 SQFI $155.00 $38,750.00 A2 Scallop Detail 20 EACH $0.00 $ 0,00 Reattachment" occ Bid ouppiement turacnea foul of Alternates $38,750.00 Total of Base Bid and Alternates $334,350.00 SLATILE ROOFING & SHEET METAL CO. INC. 1703 South Ironwood South Bend, IN 46613 Bid was signed by: Gerald Longerot, President 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. BASE BID: Item Description Quantity Unit Total Amount No. 1 Membrane Roof system, sheet metal 1 LS $244,218.00 flashing, gutters, scuppers, downspouts 2 Sheet metal cornice restoration 1 LS $ 55,000.00 ALTERNATE: Total of Base Bid $299.218.00 Item Description Quantity Unit Unit Price Total No. Amount Al Cornice Repair 250 S FT $180.00 $45,000.00 A2 Scallop Detail 20 EACH $48000 $ 9,600.00 Reattachment Total of Alternates $54,600.00 Total of Base Bid and Alternates $353,818.00 AGENDA REVIEW SESSION SEPTEMBER 17, 2015 309 Mr. George King, Purchasing, noted that no Acknowledgement of Addendum was included with the bid from Slatile. He asked if the addendum was material to the bid. Mr. Aaron Kobb, Community Investment, stated it was. A representative from Slatile was present and stated the Addendumwas received and he was told the acknowledgement was returned with the bid and faxed back. Upon a motion made by Mr. Gilot, seconded by Mr. Relos and carried, the above bids were referred to Community Investment and Engineering for further review and recommendation. OPENING OF BIDS — MASONRY REPAIRS AT THE CENTURY CENTER — PROJECT NO. 115-015 (HOTEL/MOTEL TAX) 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: ZIOLKOWSKI CONSTRUCTION, INC. 4050 Ralph Jones Dr. South Bend, IN 46628 Bid was signed by: Bill Favors 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 submittal BID: BASE BID, PHASE 1 Item No. Description Quantity Unit Total Amount 1 Furnish all labor, services, materials, insurance and equipment for the LSUM Century- Center Masonry Restoration, I $364,475.00 Phase I Unit Pricing if Needed Item No. Description Unit Per Unit Price I. Out -of -plumb units restoration at upper 1 parapet horizontal relieving angles on. West, South and Gast elevations (not LinearFoot 105.00 including Area"B' . II. Additional masonry tuck -pointing Square Foot 9.90 III. Additional new vertical control joints Square Foot 22.00 IV. Additional minor (less than 1/8" wide) _ Deleted par Add mason cracking/replacement Square Foot to V. Additional minor (more than 1/8" wide) masonry cracking/replacement Square Foot 4.50 SLATILE ROOFING & SHEET METAL CO.. INC. 1703 South Ironwood South Bend, IN 46613 Bid was signed by: Gerald Longerot, President 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 GT-0 PHASE 1 ._.,, Description uanti Unit Total No• Q Quantity Amount AGENDA REVIEW SESSION SEPTEMBER 17, 2015 310 1 Furnish all labor, services, materials, insurance and equipment for the Century 1 LSUM 241,803.00 Center Masonry Restoration, Phase I Unit Pricing if Needed Item No. Description Unit Per Unit Price I. Out -of -plumb units. restoration at upper parapet horizontal relieving angles on West: South and Linear Foot 90.00 East elevations (not including Area "E'). T. Additional masonry tack -pointing Square Foot 15.00 III. Additional new vertical control joints Square Foot 40.00 IV. Additional minor (less than 1/8" wide) masonry cracking/ replacement Square Foot 125.00 V. Additional minor (more than 1/8" wide) mason cracking/ replacement Square Foot 125.00 Mr. King noted that Slatile included the incorrectbid/proposal sheet. A representative from the company acknowledged that they had received the addendum and acknowledged it, but just indicated on the original bid sheet that Base Bid, Phase II was not applicable based on the addendum that was sent out. Therefore, upon a motion made by Mr. Gilot. seconded by Ms. Maradik and carried, the above bids were referred to Century Center and Engineering for review and recommendation. OPENING OF BIDS — SR 23 SIDEWALK FROM PRAIRIE AVE TO LOCUST RD. PROJECTNO 115-021 (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: PREMIUM CONCRETE SERVICES, INC 712 Richmond St. Elkhart,IN 46516 Bid was signed by: Becky L. Yeakey, President 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:$169,973.00 RIETH-RILEY CONSTRUCTION CO. INC 25200 State Road 23 South Bend, IN 46614 Bid was signed by: Todd A. Close 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: $124,824.00 Upon a motion made by Mr. Gilot, seconded by Mr. Relos and carried, the above bids wore referred to Engineering for review and recommendation. AWARD BID —2015 UTILITY CUT REPAIRS Ms. Theresa Harrison, Engineering, advised the Board that on August 20, 2015, bids were received and opened for the above referenced project. After reviewing those bids, Ms. Harrison AGENDA REVIEW SESSION SEPTEMBER 17 2015 311 recommended that the Board award the contract to the lowest responsive and responsible bidder Walsh & Kelly, Inc., 24358 State Road 23, South Bend, Indiana. in the amount of $292,000.00 plus the 20% Winter Work Premium. Therefore, Mr. Rclos made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Maradik seconded the motion, which carried. Board members discussed the following item(s) from the agenda. - Bid Awards — 3 '/z Ton Utility Truck with Crane, and Quad Axle Dump Truck Mr. Matt Cblebowski, Central Services, stated he was requesting the Board award the utility — truck to the low bidder, Selking International, and waive the delivery date requirements that were part of the bid specifications. He explained that none of the three (3) bidders could not meet the deadline. He noted these were the standard specs with the same terns that have been used before, but they just didn't work out and they realize they need to change the language going forward. Mr. Gilot stated that Indiana law allows the Board to reserve the right to waive the irregularity of a bid, and in doing so they need to determine if they are allowing an advantage for one bidder. In this case, he noted, none of the bidders could meet the requirement, so there is no advantage. Mr. Cblebowski explained that it has gotten to the point where nobody keeps an inventory on hand because it's too expensive. Mr. George King, Purchasing, suggested the Board give a date for delivery in their approval of this award, in response to Mr. Gilot's concern that there needs to be a deadline for delivery. Mr. Chlebowski stated the other award for the dump truck is not to the low bidder, but the only bidder thatbid the option of CNG. Mr. Chlebowski explained they put that as an option so they can get pricing on CNG and determine if they have the money to purchase the option, much like when you purchase a car and it comes with options. He noted on this one, there were concerns about the wording "option", but in the past most vehicle bids are done with options because not every department wants the same options, but will purchase the base vehicle with a variety of different options. Mr. Gilot agreed and stated the term has been used for some time and the .Mayor's office has made it clear that CNG is the desired choice for the future. He added he is okay with waiving the irregularity; it's the Board's discretion but suggested Mr. Chlebowski and his staff look for a change in the term option. Attorney Elliot Anderson stated he spoke to the Board's attorney, Michael Schmidt, and he asked that Mr. Anderson advise the Board that declining to bid on that option does not make the bidder non -responsive to the bid. Mr. Gilot reaffirmed that the term "option" or "alternate" has been used in the past, but they should clarify that term going forward. Mr. Chlebowski stated he has never had negative feedback from any of the bidders, they understand what is being requested. - Award Bids — Ilazmat Fire Rig and All -Wheel Drive SUV Police Patrol Vehicle Mr. Jeff Hudak, Central Services, stated he solicited bids for the hazmat rig from four (4) companies, but only received one (1) bid. He noted each of the bidders responded with their reasons and one just didn't bid. He noted that company submitted a very high bid the last time this was bid, and may have decided it was not worth it. The reasons given from the other bidders were they don't like the specifications and want to build the vehicle from scratch, and they specialize in pumpers and specialty equipment and don't supply these rigs. Mr. Gilot noted it's always nice to have more bids, but this is such a specialized piece of equipment it makes it difficult. IIe asked if the one bid received was considered high. Mr. Hudak stated it was not and in fact is under their budget. Mr. Hudak stated the SUV Police Patrol Vehicle is for the canine division. He noted they only received one bid on this one also and explained the dealers are keeping a lot less inventory sitting around. He explained they shut off orders on cars and pick-ups when the company gets a certain number of orders, and won't order again until there is a demand. - Quote Opening — Kennedy Basketball Court Mr. John Martinez, Park Department, stated the Park Department received funds through a Park bond and this is one of the first projects they will address. He noted the work was started last you with the help from the Rotary Club, and the Park Department will enhance the court with benches and other amenities. He added this is a project the neighborhood is requesting. Mr. Gilot asked if they would be using asphalt or concrete. Mr. Martinez stated they would use concrete, it holds up better. Mr. Gilot asked about added lighting. Mr. Martinez stated there would not be added. lighting. Ile explained the parks close at 11:00 p.m. and if there is lighting present, it can encourage people to stay longer and create problems. - Special Purchase —Midwest Meter Mr. Brent Hussung, Environmental Services, stated this purchase is for meter software for updating the Badger meters installed throughout the City. Mr. Gilot noted the City has a huge investment in those meters so migrating to upgraded software makes sense. AGENDA REVIEW SESSION SEPTEMBER 17, 2015 312 - Change Order - Digester No. 2 Upgrade and Digester Gas Cleaning Mr. Jacob Klosinski, Environmental Services, stated they eliminated one of the seats for training, resulting in this deduction. - Professional Services Agreement—Areadis U.S., Inc. Mc Jacob Klosinski, Environmental Services stated this agreement with Areadis is for construction administration services. Mr. Gilot asked what percentage of the total project this agreement would be. Mr. Klosinski stated it is about 6.5% of the construction cost. Mr. Gilot stated he appreciates that Mr. Klosinski saves the city a lot of money by doing some of the design work in-house. - Professional Services Agreement —H.J. Umbaugh Mr. Al Greek, Environmental Services, stated this is for help with this IDEM landfill financial assurance test. Ms. Jennifer Hockenhull, Administration and Finance, stated the Controller's office has already done the work, but it's required that the City have an outside firm look at it also. - Professional Services Agreement - Emnet Mr. Rick Smigielski, Environmental Services, stated this agreement is for monitoring and assisting with the above ground controls for the CSO's. He noted they have added a lot of new sensors recently, but there are a lot of them and they are all getting old so they are seeing more maintenance costs. - Professional Services Agreement—ESRI Mr. Gilot suggested to Mr. Matt Coats, Office of Innovation, somebody needs to work with MACOG on the server to keep current with cloud demands, noting the current server is severely under -functioning. Mr. Eric Horvath, Public Works Director, stated this agreement includes an enterprise health check and is an onsite analysis of the server system that will run a report for vulnerabilities or issues with the GIS system. - Equipment Purchases for Nello Corporation Mr. Aaron Kobb, Community Investment, stated these purchases will include a pipe for turning rollers and floor scrubbers/sweepers and will finish out the City's commitment to Nello for this year. - Request for Qualifications — Food Management/Catering Services for Morris Performing Arts Center Mr. Dennis Andres, Morris Performing Arts Center, stated this is a request to advertise for food service for the Morris. Mr. Gilot asked if there was anything in the specifications to address food waste, noting this might be a good opportunity to look into reduction in food waste options. - Change Orders Mr. Toy Villa, Engineering, requested that two Change Orders be removed; one for Western Avenue Streetseapes and one for Demolition of Vacant and Abandoned Houses. - Change Order — Ignition Park Infrastructure Mr. Toy Villa, Engineering, stated this increase is for excess top soil that was discovered during excavation that needed to be relocated. He noted it was decided to relocate the soil rather than haul it off to a landfill because it is much less expensive. Mr. Villa added it would be close to $1,000,000.00 to haul it off -site. - Change Order — Western Avenue Corridor Improvements Mr. Toy Villa, Engineering, stated this is for lighting and fixtures at the intersection to make it safer and update to LED lighting. Change Order— Lincoln Way (Nest Corridor Improvements Mr. Toy Villa, Engineering, stated this increase is for additional loops at all intersections. He explained they added five (5) intersections to the three (3) already addressed. Change Order —Lincoln Way West Corridor Improvements Mr. Villa stated this increase is due to the elimination of recycled asphalt on the project. He noted they had to make up for the materials for surfacing. Change Order Lincoln Way West Corridor Improvements Mr. Villa stated this increase is for more striping for a buffer and bike lanes. Change Order— Demolition of Vacant & Abandoned Houses— Division D Mr. Villa stated this increase is for extra abatement work. - Request to Advertise — Ireland Rd. and High St. Intersections Mr. Roger Nawrot, Engineering, stated this project is for the widening of Ireland Rd, and adding a left turn lane, and removing the sign from the intersection and relocating it to the west bank side. He noted the actual construction is set to begin next year, but the sign will be, taken down in October of this year. - Amendments to Agreement— CHA Consulting, Inc. AGENDA REVIEW SESSION SEPTEMBER 17, 2015 313 Mr. Roger Nawrot, Engineering, stated the first amendment is a decrease due to not using all of the funds for the survey work, and extra overlay design work. The second amendment, he stated, is for a water main, additional sanitary sewer design for the TRANSPO site, and the addition of bump -outs along Jefferson Blvd. - Resolution No. 55-2015 — Approving the Donation of Funds to the Community Foundation of St. Joseph County Mr. Mike Bieganski, Community Volunteer, stated this donation is to help fund a project that has been about a four (4) year ordeal. He stated they are looking at how to make downtown better by helping to eliminate the digital divide and have been looking for financial assistance to do free — wireless downtown. He noted they now have 5 to 1 in matching grants available to join with the City and put up free wireless downtown. He added this is just a piece to get it done. Mr. Bieganski stated the wireless is meant to not compete with businesses that offer inside free wireless, this is a street level access. He noted it will not require a password to log in. Mr. Bieganski stated the expected geography borders are Williams St. and Wayne St. on the southwest, to Williams St. and LaSalle St. on the northwest, to Hill St. and LaSalle St. on the northeast, and back down to the river. - Professional Services Agreement — Activate Healthcare Ms. Janet Cadotte, Human Resources, stated the City is ready to go on an employee based health clinic located at the former Pro Health Center. She explained they take full responsibility for everything, this is the business they are in, and the City will pay a monthly fee per member. For that fee, Ms. Cadotte stated, the City gets a clinic and staffing for basic services. She noted they will also focus on wellness. Ms. Cadotte stated this will not be a walk-in clinic, you will need an appointment, but they will provide same -day appointments. She added they will provide free prescriptions for maintenance prescriptions for employees and there will be savings on lab work. She added there will not be enough savings to reduce the employee's cost of insurance, but it will help keep costs from rising so rapidly. Finally, she stated that Activate will lease the building, not the City. - Professional Services Agreement —AccordWareLLC Ms. Cadotte stated this service is to provide required IRS reporting for every employee and retiree of the city pursuant to the patient protection and affordable care act. License Agreement — Century Center _e Ms. Jennifer Hockenhull, Administration and Finance, stated she will have the final contract for the Board on Tuesday. She explained this is for rental and food service for the Women's Leadership Conference. Mr. George King, Purchasing, stated he had looked at the contract, and it still needed adjustment. He suggested to leave it on the agenda and if it doesn't get worked out, the Board should table it. 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 12:27 p.m. BOARD OF PUBLIC Gary A. A. BrimrJ�'aroviewsk�ember James A. Mueller, Member U ATTEST: �Linda M. Martin, Clerk