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Home My WebLink About10/08/2015 Agenda ReviewAGENDA REVIEW SESSION OCTOBER 8 2015 332 The Agenda Review Session of the Board of Public Works was convened at 10:47 a.m. on Thursday, October 8, 2015, by Board President Gary A. Gilot, with Board Members David Relos and James Mueller present. Board Members Elizabeth Maradik and Therese Doma were 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 noted the addition to the agenda of an Acknowledgement of the Low Bidder for Division B of the East Bank Sewer Separation Project and a correction to a scrivener's error on the Asphalt Restoration bid. OPENING OF QUOTES — 2015 PARKING GARAGE DECK COATINGS PROJECT NO 115-074A (PARKING GARAGE FUND) Mr. Gilot advised that this was the date set for the receiving and opening of scaled bids for the above referenced project. The following hid was opened and read: RAM CONSTRUCTION SERVICES OF MICIIIGAN INC. 13800 Eckles Road Livona, MI 48150 Bid was submitted by Robert T. Mazur BID: DIVISIONN ALTER124 I 1200 DIVISION B $195,455. to Mr. Relos questioned if this was actually supposed to be listed as opening of bids. Ms. Martin confirmed this was a bid, not a quote and should have been listed on the agenda as such. Upon a motion made by Mr. Relos, seconded by Mr. Mueller and carried, the above bid was referred to Engineering, and Community Investment for review and recommendation. OPENING OF QUOTATIONS — TRANSPO BUS SHELTERS PROJFCT NO 115 089 — COIT — 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: ANCON CONSTRUCTION CO. INC. 2146 Elkhart Rod Goshen, IN 46526 Quotation was submitted by John D. Place. QUOTATION: $90,125,00 GIBSON-LEWIS. LLC 1001 W. III, Street Mishawaka, IN 46544 Quotation was submitted by Robert A. Lingenfelter QUOTATION: $74,328.00 ZIOLKOWSKI CONSTRUCTION INC. 4050 Ralph Jones Drive South Bend, IN 46628 Quotation was submitted by Bill Favors, QUOTATION: S110,215.00 AGENDA REVIEW SESSION OCTOBER 8, 2015 333 Upon a motion made by Mr. Gilot, seconded by Mr. Relos and carried, the above Quotations were referred to Community Investment and Engineering for review and recommendation. ACKNOWLEDGEMENT OF LOW BIDDER — EAST BANK SEWER SEPARATION PHASE 5, DIVISION B — PROJECT NO 114-062 (2012 SEWER BOND & REDA TII'1 Mr. Roger Nawrot, Engineering, advised the Boardthat on August 25, 2015, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Nawrot relayed that the lowest responsive and responsible bid was from Walsh & Kelly, Inc., 24358 State Road 23, South Bend, Indiana 46614 in unit prices not to exceed $5,080,808.05 for the Division B Base Bid plus Alternates A and B. Mr. Mr. Eric Horvath, Public Works Director, stated that by Statute you have to acknowledge who the low bidder is within sixty (60) days. He explained there are still some issues on land acquisition but the City does not want to lose the sixty (60) day window opportunity and have to rebid. Mr. Gilot confirmed the Board needs to establish who the apparent low bidder is, and the other issues will be worked out. Therefore, Mr. Relos made a motion that the Board acknowledge Walsh and Kelly, Inc. as the low bidder as outlined above and the land acquisition issues be worked out. Mr. Mueller seconded the motion, which carried. ACKNOWLEDGE SCRIVENER'S ERROR —2015INFRARED PAVEMENT PATCHING Mr. Gilot stated in the specification documents for the 2015 Infrared Pavement Patching bid, an end date of September 30, 2015 was listed for the project. He noted the intent was to use this bid for the 2015/2016 patching season and this was just a scrivener's error that needed to be corrected to September 30, 2016. Attorney Schmidt stated Public Works and Legal will need to notify the contractor of the error and confirm their concurrence that the contract should have stated 2016. Therefore, upon a motion by Mr. Relos, seconded by Mr. Mueller and carried, the Board acknowledged the scrivener's error and authorized the Legal Department and Public Works to work with the contractor. Board members discussed the following item(s) from the agenda. - Opening of Quotations - Wastewater Treatment Plant Building Roof Replacements Mr. Jacob Klosinski, Wastewater, stated these roofs will all be thermoplastic roofing, with complete tear -offs and replacement. Mr. Gilot asked if they would use black or white membrane. Mr. Klosinski stated white, with white coping. Mr. Gilot noted that is a much more energy efficient design. - Opening of Quotations — Geyer Ditch and Edison Road Lift Station Roadways Mr. Klosinski stated these improvements are to accommodate chemical deliveries. He added the design was done in-house. - Opening of Quotations — Wastewater Treatment Plant Headworks Building Boiler Replacement Mr, Klosinski stated this award will be based on the budget. He noted they gave two (2) options to bid on, adding there are four (4) boilers in one building. Mr. Klosinski stated he is also working with the Sustainability office on a possible grant. - Professional Services Agreement —Bridges Out of Poverty Ms. Elizabeth Leonard, Community Investment, stated this agreement is for the pairing -up of working businesses in the community with the work assistance agencies to assist low income employees with work retention. Award Quotation —Kennedy Park Basketball Court Installation Mr. John Martinez, Park Department, stated these quotes came in over the budget, but the budget was done for asphalt, not concrete and assistance will be coming in from the Rotary to offset the costs of the project. - Opening of Bids — Century Center Masonry Restoration Mc Mike Carey, Engineering, stated this is a rebid, with cleaned up specifications. He explained the original bids were way over budget, due to confusion over the specifications. - Opening of Bids —Ignition Park Identity Signage Mr. Roger Nawrot, Engineering, stated the bid date may get moved on this project. He explained the plans called for a 35' tall sign and it wasrecently discovered they can only put up a 25' sign. - Opening of Quotations o Heraeus Kulzer Conduit Installation Mr. Mike Carey, Engineering, stated this installation of conduit is to enable the company to connect to the metronet. o Demolition of l I24 W. Grace St. Mr. Carey noted out of four (4) quotes requested, two (2) were minority and/or women business enterprise contractors. AGENDA REVIEW SESSION OCTOBER 8, 2015 334 - Award Bid — Hotel LaSalle Renovations Mr. Carey stated this is a rebid. He stated the original bids came in over budget so they did a significant change of scope on the project. Change Orders o Demolition of Vacant & Abandoned Houses, Division F Mr. Toy Villa, Engineering, stated this increase was due to additional asbestos abatement that was discovered. o Demolition of Vacant & Abandoned Houses, Division A Mr. Villa stated this increase was due to the discovery of transite underneath the siding on a - -- house. o Parking Garage Deck Coatings Mr. Villa stated this increase was due to miscalculation of quantifies. He explained there was 1,550 square yards of slab that was not included in the original measurements. - Professional Services Agreement— Lawson -Fisher Associates, P.C. Mr. Roger Nawrot, Engineering, stated this agreement is Phase I, to bring the City standards up to current standards and will include standards for streets which are not included in the City's current standards. He noted the contract is an hourly rate, not to exceed $20,000. - Termination of Contract — Kemira Mr. Gilot suggested the term "force majeure" should be removed as an explanation for the termination. He stated he did not believe this was actually a "force majeure" situation. Attorney Schmidt agreed and asked that that term be stricken from the agenda. 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. Gilot, seconded by Mr. Mueller and carried, the meeting adjourned at 11:42 a.m. BOARD OF PUBLIC WORKS n " GA. Gilot, President — 2� e-,e David P. elos, Mem' r a�eth A. Maradik, Member Therese J. Do Mu,M ember James A. Mueller, Member ATTEST: 4da M. Martin, Clerk REGULAR MEETING OCTOBER 13, 2015 The Regular Meeting of the Board of Public Works was convened at 9:31 a.m. on October 13, 2015, by Board President Gary A. Gilot, with Board Members David Relos, Elizabeth Maradik, James Mueller, and Therese Dorau present. Also present was Attorney Benjamin Dougherty. PUBLIC HEARING — NEW MASSAGE ESTABLISHMENT LICENSE RACHEL T. MASSAGE & ESSENTIAL OILS Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning a new Massage Establishment License for Rachel T. Massage & Essential Oils, 616 East Colfax Avenue. It was noted favorable recommendations were received from the Building Department, and Police and Fire Departments. Ms. Rachel Thompson, Owner, was present and informed the Board that she is working with local businesses to provide massage therapy to their companies and is anxious to open her business. There being no one else present wishing to address the