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HomeMy WebLinkAbout11/05/2015 Agenda ReviewAGENDA REVIEW SESSION NOVEMBER5.2015 376 The Agenda Review Session of the Board of Public Works was convened at 10:35 a.m. on November 5, 2015, by Board President Gary A. Gilot, with Board Members David Relos, Elizabeth Maradik, and Therese Dorau present. Board Member James Mueller 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. ADDITION TO THE AGENDA Mr. Gilot announced the addition to the agenda of a Shared Well Agreement with Memorial Hospital. OPENING OF BIDS — DEMOLITION OF POLISH NATIONAL ALLIANCE 83 (RWDA TIT) 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: F. T. MACKENZIE COMPANY 4248 W. Saginaw Hwy Grand Ledge, MI 48837 Bid was signed by: Linn B. Driver 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 not submitted. Five percent (5%) Bid Bond was submitted. BID: BASE BID TOTAL: No Bid BASE BID PLUS ALTERNATE: No Bid ASBESTOS ABATEMENT UNIT PRICING: Item No. Unit Pricing if Required Unit Add Per Unit Price I Removal, Management, and Disposal of Duct Tape Material Containing Asbestos Linear Feet $12.00 H Removal, Management, and Disposal of Duct Wrap Material ContainingAsbestos Square Feet $12.00 III Removal, Managemem, and Disposal of Floor Tile and Mastic Material Contain Asbestos Square Feet $3.90 IV Removal, Management, and Disposal of Plaster Material Containing Asbestos Square Feet $7.70 V. Removal, Management, and Disposal of Corru ated Sheet Material Containing Asbestos Square Feet $3.50 Vl. Removal, Management, and Disposal of Attic Insulation Material Containing Asbestos Square Feet $12.50 VII. Removal, Management, and Disposal of Transite Siding Material Containing Asbestos Square Feet $3.50 RITSCHARD BROS., INC. 1204 W. Sample St. South Bend, IN 46619 Bid was signed by: Rachelle L. Dolniak 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 TOTAL: $178,267.00 BASE BID PLUS ALTERNATE: $173,267.00 ASBESTOS ABATEMENT UNIT PRICING: AGENDA REVIEW SESSION NOVEMBER 5. 2015 377 Item No. Unit Pricing if Required Unit Add Per Unit Price I Removal, Management, and Disposal of Duct I Tape Material Containing Asbestos Linear Feet $40.00 Ti Removal, Management, and Disposal of Duct WrapMaterial Containing Asbestos Square Feet $ 35.00 111. Removal, Management, and Disposal of Floor Tile and Mastic Material Containing Asbestos Square Feet $6.00 IV. Removal, Management, and Disposal of Plaster .. Square Fee[ Material Containing Asbestos $40.00 V. Removal, Management, and Disposal of Square Feet Corrupted Sheet Material ContainingAsbestos $30.00 VI. Removal, Management, and Disposal of Attic Insulation Material Containing Asbestos Square Feet $35.00 VII Removal, Management, and Disposal of Transite SidingMaterial Containin Asbestos Square Feet $8.OD GREEN DEMOLITION CONTRACTORS INCORPORATED LLC 1427 W. Dickens Chicago, IL 60614 Bid was signed by: Michael Brough 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 TOTAL: $82,800.00 BASE BID PLUS ALTERNATE: $82,800.00 ASBESTOS ABATEMENT UNIT PRICING: Item No. Unit Pricing if Acquired Unit Add Per Unit Price I Removal, Management, and Disposal oCDuct Ta e Material ContainingAsbestos Linear Feet $30.00 II. Removal, Management, and Disposal of Duct Wrap Material Containing Asbestos Square Feet $35.00 III. Removal, Management, and Disposal of Floor Tile and Mastic Material Containing Asbestos Square Feet $3.00 TV. Removal, Management, and Disposal of Plaster Square Feet $8.00 Material Containing Asbestos V. Removal, Management, and Disposal of Corrugated Sheet Material. ContainingAsbestos Square Feet $6.00 V 1. Removal, Management, and Disposal of Attic Insulation Material Containing Asbestos Square Feet $35.00 VII. Removal, Management, and Disposal of Transite Siding Material Containing Asbestos Square Feet $6.00 INDIANA EARTH, INC. 10343 McKinley Hwy Osceola, IN 46561 Bid was signed by: Mark Osler 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 TOTAL: $130,868.00 BASE BID PLUS ALTERNATE: $129,868.00 ASBESTOS ABATEMENT UNIT PRICING: AGENDA REVIEW SESSION NOVEMBER5.20I5 378 Item No. Unit Pricing if Required Unit Ado Per Unit Price I Removal, Management, and Disposal of Duct Linear Feet $22.00 Tapc Material ContainingAsbestos B Removal, Management, and Disposal of Duct Wrap Material Containing Asbestos Square Feet $22.00 III. Removal, Management, and Disposal of Floor Square Feet $4.00 Tile and Mastic Material Containing Asbestos IV. Removal, Management, and Disposal of Plaster Square Feet $20.00 Material Containing Asbestos V. Removal, Management, and Disposal of Square Feet $20.00 Corru ated Sheet Material Containing Asbestos VI. Removal, Management, and Disposal of Attic Square Feet S20.00 Insulation Material Containing Asbestos VII. Removal, Management, and Disposal of Square Feet $20.00 Transite Siding Material Containing Asbestos R & R EXCAVATING, INC. 2010 Went Avenue Mishawaka, IN 46545 Bid was signed by: William H. Loudin 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 TOTAL: $84,340.00 BASE BID PLUS ALTERNATE: $83,840.00 ASBESTOS ABATEMENT I?NTT PRICINC- Item No. Unit Pricing i1'Required Unit Add Per Unit Price I Removal, Management, and Disposal of Duct Tape Material Containing Asbestos Linear Feet $7.50 II. Removal, Management, and Disposal of Duct Wra Material Containing Asbestos Square Feet $7.50 III. Removal, Management, and Disposal of Floor Tile and Mastic Material Containing Asbestos Square Feet $5.00 IV. Removal, Management, and Disposal of Plaster Square Feet $17.50 Material Containing Asbestos V. Removal, Management, and Disposal of Corrugated Sheet Material Containing Asbestos Square Feet $7.50 VI Removal, Management, and Disposal of Attic Insulation Material Containing Asbestos Square Feet $1250 VII. Removal, Management, and Disposal of Transite Siding Material Containing Asbestos Square Feet $7.50 C & E EXCAVATING, INC. 53767 CR 9 Elkhart, IN 46514 Bid was signed by: Ed Bessinger Contractors 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 TOTAL: $135,760.00 BASE BID PLUS ALTERNATE: No Bid ASBESTOS ABATEMENT UNIT PRICING: AGENDA REVIEW SESSION NOVEMBER5,2015 379 Item No. Unit Pricing if Required Unit Add Per Unit Price I Removal, Management, and Disposal of Duct Tape Material Containin Asbestos Linear Feet No bid II. Removal, Management, and Disposal of Duct Wrap Material Conlainin Asbestos Square Feet No bid III. Removal, Management, and Disposal of Floor Tile and Mastic Material Containing Asbestos Square Feet No bid IV. Removal, Management, and Disposal of Plaster Material Containing Asbestos Square Feet No bid V. Removal, Management, and Disposal of Corru ated Sheet Material Containing Asbestos Square Feet No bid VI Removal, Management, and Disposal of Attic Insulation Material Containing Asbestos Square Feet No bid VII. Removal, Management, and Disposal of Transite Siding Material Containing Asbestos Square Feet No bid SELGE CONSTRUCTION CO., INC. 2833 S. L 1'h Street Niles, MI 49120 Bid was signed by: Robert Kuhns 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 TOTAL: $226,423.00 BASE BID PLUS ALTERNATE: $225,423.00 ASBESTOS ABATEMENT IINIT PRICINt- Item No. Unit Pricing if Required Unit Add Per Unit Price I Removal, Management, and Disposal of Duct Tare Material Containing Asbestos Linear Feet $20.00 If. Removal, Management, and Disposal of Duct Wra Material ContainingAsbestos Square Feet $20.00 11I. Removal, Management, and Disposal of Floor Tile and Mastic Material Containing Asbestos Square Feet $ 3.00 IV Removal, Management, and Disposal of Plaster Material Containing Asbestos Square Feet $16.50 V. Removal, Management, and Disposal of Corrugated Sheet Material ContainingAsbestos Square Feet $1 L00 VI Removal, Management, and Disposal of Attic Insulation Material ContainingAsbestos Square Feet $11.00 VII. Removal, Management, and Disposal of Transite Siding Material Containing Asbestos Square Feet $6.00 Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the above bids were referred to Engineering and Community Investment for review and recommendation. LJ INCLUDING THE ESCROW AGREEMENT WITH PNC EQUIPMENT FINANCE LLC Attorney Schmidt stated this Resolution is to approve the financial deal and authorize Mr. John Murphy, City Controller, to execute the loan agreement documents. He noted the loan will close on November 6, 2015 so there is some urgency. Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.64-2015 A RESOLUTION OF THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH AGENDA REVIEW SESSION NOVEMBER5.2015 380 BEND, INDIANA APPROVING THE MASTER EQUIPMENT LEASE -PURCHASE AGREEMENT AND RELATED SCHEDULES INCLUDING THE ESCROW AGREEMENT WITH PNC EQUIPMENT FINANCE, LLC WHEREAS, the City of South Bend Board of Public Works (`Board") is the contracting body for the City of South Bend, Indiana ("City") and the Board has the authority under the laws of Indiana to purchase, acquire and lease property; and WHEREAS, the Board have determined that a need exists for the purchase and subsequent financing of certain property for the benefit of the City's operation; and — WHEREAS, in order to acquire such property, the Board has entered into a certain Master Equipment Lease -Purchase Agreement and Related Schedules including the Escrow Agreement with PNC Equipment Finance, LLC in the form attached and incorporated hereto at Exhibit A; and WHEREAS, time is of the essence in this matter. NOW, THEREFORE, BE IT RESOLVED by the City of South Bend Board of Public Works as follows: 1. The Master Equipment Lease -Purchase Agreement and Related Schedules including the Escrow Agreement substantially in the form and substance submitted as of this meeting with PNC Equipment Finance, LLC is hereby approved. 2. The Board hereby authorizes John Murphy, in his capacity as Controller of the City of South Bend, Indiana to act on behalf of the Board in executing any documents to effect the intent of the Board in connection with the Master Equipment Lease -Purchase Agreement with PNC Equipment Finance, LLC. 3. This Resolution shall be in full force and effect after its adoption by the City of South Bend Board of Public Works. ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana held on November 5, 2015, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. Adopted this 5th day of November, 2015. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ David P. Relos s/ Elizabeth A. Maradik s/ Therese J. Dorau ATTEST: s/Linda M. Martin, Clerk Board members discussed the following item(s) from the agenda. - Change Orders c Western Ave. Corridor Improvements -- Mr. Toy Villa, Engineering, stated this small increase was to repair existing traffic loops. It was determined that while the City was completing the two way conversion, it would be a good time to fix these. c Chase Plastics Fencing Improvements Mr. Villa stated Chase Plastics requested electric padlocks, He noted the City is just supplying the locks, Chase will cover the cost of installation. o Memorial North Parking Lot Mr. Villa stated Memorial Hospital requested irrigation be installed on the north side of the parking lot where none has existed previously. Mr. Gilot asked if this is a good price. Mr. Villa stated it is for all the work they are doing in such a large area. AGENDA REVIEW SESSION NOVEMBER 5.2015 381 o Western Ave. Streetscapes Mr. Villa stated this increase is only for time due to a utility conflict they encountered when moving street lights. He noted they had a delay while waiting on the utility companies to move their lines. o 2015 Curb and Sidewalk Program Mr. Villa informed the Board that while doing work on the East Gate lift station, it was determined there was a need to replace the sidewalks. He noted the condition of the sidewalks was considered to be hazardous to students walking to Tarkington School. — Change Orders and Project Completion Affidavits o Demolition of Vacant & Abandoned Houses, Division D Mr. Villa stated this decrease is due to the removal of three (3) properties. He added he has confirmed with all that this project is ready for close-out. o Demolition of Vacant & Abandoned Houses, Division C Mr. Villa stated this decrease is for the removal of one (1) home. o Lincolnway Wcst Corridor Improvements Mr. Villa stated this decrease is due to four (4) days of liquidated damages charged to Rieth Riley. - Resolution No. 66-2015 — Adopting a Policy for Residential Parking in the Area Immediately Adjacent to Four Winds Field Ms. Theresa Harrison, Engineering, stated this policy is to help residents with parking next to Four Winds Field during events. She noted the City's residential parking process was not working well because this is a housing project, so the City came up with this process which is similar, but will work better for them. Mr. Eric Horvath, Public Works Director, added that Statute regulating traffic situations authorizes the City engineer to make decisions on traffic regulations in unusual situations. - Resolution No. 69-2015 — Adoption of a Complete Streets Policy Mr. Corbitt Ken, Engineering, stated this resolution gives a guidance policy for complete streets. Mr. Gilot questioned if they have designed what triggers the policy; suggesting do you automatically install a bike lane when work is being done suchas paving or curbing? Mr. Kerr stated the policy calls for the City to do what they can in the process of a project with funds available, the City is not required to meet any standards. - City of South Bend Sewer Insurance Program Policy Ms. Hana Parkhill, Engineering, stated the City has updated the program's rates and made minor revisions to the language. - Professional Services Agreement — University of Notre Dame Mr. Corbitt Kerr, Engineering, stated this agreement is for the student club at Notre Dame to access resident's property for disconnection of downspouts. He noted it sets a target and they get paid for each house when they meet their target. Mr. Kerr slated it is a unique fund raising opportunity for them. Ms. Doran asked if this is the same thing the summer Engineering Interns piloted for the City this summer. Mr. Kerr stated it is; they piloted the program but this is a unique opportunity where students will be able to use their cell phones to enter their information. Mr. Eric Horvath, Public Works Director, stated there is an Ordinance in the works that will require residents to disconnect their downspouts from the sewers. He noted the first two (2) years the City will do it for free and after that the residents have to pay. Mr. Horvath stated there is a commercial side in the works also and language for economic hardship. Mr. Horvath welcomed any input on the Ordinance. Mr. Gilot noted he is employed by Notre Dame and won't be able to vote on this item. - Open Market Purchase Mr. Michael Carey, Engineering, stated when the City advertisedfor windows for the Hoffman Hotel, no bids were received so they went to the open market and are asking the Board to ratify this purchase with Equal Construction. Mr. Gilot asked if they were a local business. Mr. Carey stated they are out of Indianapolis. He added there were no local companies interested in the work. - Letter of Public/Private Partnership — Potawammi Zoological Society -- Mr. Eric Horvath, Public Works; stated the City entered into a Lease and Management Agreement in 2013 which called for the Zoo to remit ten percent (10%) of their total water bill back to the City. They thought their bill would be about $200,000.00 a year, costing them $20,000.00, but their yearly bill is running from $500,000.00 to $600,000.00 every year. He noted there is a lot of waste that can be reduced, so the City agreed to ask them to do some cut- backs on water usage and invest no less than $20,000.00 in improvements which have the specific intent to reduce water consumption. He noted there is a performance requirement, and a City pre -approval on spending, requirement. - Shared Well Field and Discharge Agreement - Memorial Hospital AGENDA REVIEW SESSION NOVEMBER5,2015 382 Mr. Horvath stated this agreement allows Memorial Hospital to put in wells to use for cooling to save money. After a significant study was done, it was agreed to move forward at Memorial Hospital's risk. He explained the City set trigger levels that will require Memorial to shut down, and require them to make some improvements to the City's wells. He noted this will allow Memorial to pump water, but trigger points will allow the City to shut them down. He added there will not just be quantity triggers, but quality triggers also_ Mr. Horvath stated Memorial is willing to take on the risks and associated expenses and move forward with the project. - Award Quotation - Fire Department Hose Assistant Chief Todd Skwarcan stated there were four (4) quotes received on this request. He stated the low bid on item No. 3 is not compatible with the department's current hose and is not three (3) ply hose. Chief Skwarcan stated the Department has deployed successfully in South Bend with some units having been in service since the mid 1990's. He noted Hoosier Fire Equipment was the only company that bid on this three (3) ply hose on Item No. 3. Attorney Schmidt noted the specifications weren't divisible, so they couldn't award just Item No. 3 to IIoosier Fire. Mr. Gilot questioned what the difference would be if you divided the award, could you have saved enough to justify re -doing the quote? He added they should look at it and determine what a good business decision is. Chief Skwarcan stated the savings wouldn't be significant, about $5,000.00. He added they need the product and looked back at the last award, and determined the pricing was competitive. He noted he budgeted enough for this based on last year's cost. He stated he is comfortable with the specifications used, adding they might be able to save a little money, but the price is comparable to what was paid in the past. - Professional Services Agreement— Shot Spotter Mr. Gilot asked Chief Scott Ruszkowski, Police Department, to confirm for every three (3) square miles monitoring you purchase, you get one (1) additional mile for free. Chief Ruszkowski stated that is correct. noting the Police Department added one (1) square mile this last year. Mr. Gilot questioned if this is a proprietary spec. Chief Ruszkowski stated it is. He informed the Board that the cars get the gunshots fired calls before dispatch and the average response time is one (1) minute. He added the system is used to dispute witness accounts and helps in identification of type of weapon used. The Chief noted the crime solving is much higher because you are on the scene at the time of the crime being committed often. IIe added this places the officers in more dangerous situations when they arrive and the suspect is present with the weapon. - Reject Quotes — Asphalt Roofing System for Central Services Mr. Jeff Hudak, Central Services, stated all of the quotes for this project came in over the City's threshold for quotes per City policy. Attorney Schmidt noted one (1) of the quotes was new the City threshold, but there were concerns about a different method being proposed. Mr. Hudak added questions came up about the specifications so it was determined the project needed to be bid. Change Order — East Gate Lift Station Mr. Jacob Klosinski, Environmental Services, stated this decrease is due to a reduction in quantities and a number of items being removed due to the decision to use directional drilling. Change Order— Wastewater Treatment Plant Towers Demolition Mr. Klosinski stated this decrease is due to the inclusion of an environmental allowance credit and the decision to not remove the existing piping. - Professional Services Agreement —US Signal Mr. Brent Hussung, Environmental Services, stated by locking in to this SCADA agreement, the City will incur a savings of $15,000.00. He added it enables real time observation and the ability to decommission one monitor and move it to another location. - Professional Services Agreement —Keramida Ms. Kim Thompson, Environmental Services, stated Environmental Services is in the post - closure phase of this groundwater well, but there are still approximately thirteen (13) or fourteen (14) years left. She noted they continue to have methane gas problems. Ms. Thompson stated this _ is a very small landfill that was thought to be inactive, but it is active. She stated they need two (2) additional gas probes installed and have some chlorination problems that exceed safe ground drinking water limits that have to be addressed. She noted that could be from the gases. No other business came before the Board. Upon a motion by Ms. Mwadik, seconded by Ms. Domu and carried, the meeting adjourned at 12:00 p.m. BOARD OF PUBLIC WORKS Gary A. Uilot, President AGENDA REVIEW SESSION NOVEMBER 5, 2015 383 ATTEST: / ' da M. Martin, Clerk ('avid P Rclos, M� mber Elizabeth A. Maradik, Member Tireres/�, hi mbe� r J P14 ueller, Member REGULAR MEETING NOVEMBER 10, 2015 The Regular Meeting of the Board of Public Works was convened at 9:34 a.m. on November 10, 2015, by Board President Gary A. Gilot, with Board Members David Relos, Elizabeth Maradik, James Mueller, and Therese Dorau 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 and Regular Meeting of October 22, 2015 and October 27, 2015, and the Claims Review Meeting of the Board held on November 3, 2015, were approved. OPENING OF BIDS — KITCHEN EQUIPMENT FOR CENTURY CENTER PROJECT NO 115-018 (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: CENTRAL RESTAURANT PRODUCTS 7750 Georgetown Road Indianapolis, IN 46268-4135 Bid was signed by: 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. MR Item Est. No. Qt,. Item Manufacturer Total Price 1 1 Commercial Dishwasher Champion 5128,130.00 THOMPSON & LITTLF„ INC. 933 Robeson St. Fayetteville, NC 28305 Bid w•as signed by: Mary- Ellen 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.