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HomeMy WebLinkAbout11/19/2015 Agenda ReviewAGENDA REVIEW SESSION NOVEMBER 19, 2015 401 The Agenda Review Session of the Board of Public Works was convened at 10:35 a.m. on November 19, 2015, by Board President Gary A. Gilot, with Bond 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. OPENING OF BIDS — DEMOLITION OF VACANT AND ABANDONED HOUSES PHASE VIII — PROJECT NO 115-128 tCOITI 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: RITSCHARD BROS., INC. 1204 W. Sample Street South Bend, IN 46619 Bid was signed by: Rachelle 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 (5%) Bid Bond was submitted. Total Amount of Division A $249,675.00 Total Amount of Division B $165,242.00 Total Amount of Division C $152,448.00 Total Amount of Division D $ 94,926.00 Asbestos Abatement Hnif Priem. Item No. Unit Pricing if Required Unit Add Per Unit Price Removal, Management, and Disposal I. of Duct Tape Material Containing Linear Feet $25.00 Asbestos Removal, Management, and Disposal IT. of Duct Wrap Material Containing Square Feet $25.00 Asbestos Removal, Management, and Disposal III. of Floor Tile and Mastic Material Square Feet $ 5.00 Containing Asbestos Removal, Management, and Disposal IV. of Plaster Material Containing Square Feet $20.00 Asbestos Removal, Management, and Disposal V. of Corrugated Sheet Material Square Feet $15.00 Containing Asbestos Removal, Management, and Disposal VI. of Attic Insulation Material Square Feet $15.00 Containing Asbestos Removal, Management, and Disposal VII. of Transite Siding Material Containing Square Feet Asbestos TOROK EXCAVATING INC 825 South Fellows St. AGENDA REVIEW SESSION NOVEMBER 19, 2015 402 South Bend, IN 46601 Bid was signed by:. William Torok 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. Total Amount of Division A $239,450.00 Total Amount of Division B $161,506.00 Total Amount of Division C $136,750.00 Total Amount of Division D $ 95,475.00 A.ohretnc Ahatoment ITait Pricing Item No. Unit Pricing if Required Unit Add Per Unit Price Removal, Management, and Disposal I. of Duct Tape Material Containing Linear Feet $22.00 Asbestos Removal, Management, and Disposal II. of Duct Wrap Material Containing Square Feet $22.00 Asbestos Removal, Management, and Disposal III. of Floor Tile and Mastic Material Square Feet $ 5.00 Containing Asbestos Removal, Management, and Disposal IV. of Plaster Material Containing Square Feet $20.00 Asbestos Removal, Management, and Disposal V. of Corrugated Sheet Material Square Feet $15.00 Containing Asbestos Removal, Management, and Disposal VI. of Attic Insulation Material Square Feet $15.00 Containing Asbestos Removal, Management, and Disposal VII. of Transite Siding Material Containing Square Feet $10.00 Asbestos SELGE CONSTRUCTION CO., INC. 2833 South I1'h Street Niles, MI 49120 Bid was signed by: Mark Weaver 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. BID: Total Amount of Division A $310,768.00 AGENDA REVIEW SESSION NOVEMBER 19, 2015 403 Total Amount of Division B $209,191.00 Total Amount of Division C $187,545.00 Total Amount of Division D I $125,292.00 I Asbestos Abatement Unit Pricino Item No. Unit Pricing if Required Unit Add Per Unit Price Removal, Management, and Disposal I. of Duct Tape Material Containing Linear Feet $20.00 Asbestos Removal, Management, and Disposal II. of Duct Wrap Material Containing Square Feet $20.00 Asbestos Removal, Management, and Disposal III. of Floor Tile and Mastic Material Square Feet $ 3.50 Containing Asbestos Removal, Management, and Disposal IV. of Plaster Material Containing Square Feet $16.00 Asbestos Removal, Management, and Disposal V. of Corrugated Sheet Material Square Feet $11.00 Containing Asbestos Removal, Management, and Disposal VI. of Attic Insulation Material Square Feet $11.00 Containing Asbestos Removal, Management, and Disposal VII. of Transite Siding Material Containing Square Feet $ 6.00 Asbestos INDIANA EARTH 10343 McKinley Osceola, IN 46561 Bid was signed by: Mark Osler Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment v2th 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. ffm Total Amount of Division A $247,540.00 Total Amount of Division B $145,930.00 Total Amount of Division C $158,090.00 Total Amount of Division D $106,720.00 Asbestos Abatement Unit Prieina Item No. Unit Pricing if Required Unit Add Per Unit Removal, Management, and Disposal Price I. of Duct Tape Material Containing Linear Feet $22.00 Asbestos AGENDA REVIEW SESSION NOVEMBER 19, 2015 404 Removal, Management, and Disposal II. of Duct Wrap Material Containing Square Feet $22.00 Asbestos Removal, Management, and Disposal III. of Floor Tile and Mastic Material Square Feet $ 4.00 Containing Asbestos Removal, Management, and Disposal TV. of Plaster Material Containing Square Feet $18.00 Asbestos Removal, Management, and Disposal V. of Corrugated Sheet Material Square Feet $13.00 Containing Asbestos Removal, Management, and Disposal VI. of Attic Insulation Material Square Feet $13.00 Containin Asbestos Removal, Management, and Disposal VII. of Transite Siding Material Containing Square Feet Asbestos R & R EXCAVATING INC. 2010 Went Avenue Mishawaka, IN 46545 Bid was signed by: William 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 (5%) Bid Bond was submitted. ICE-f-�71 Total Amount of Division A $235,000.00 Total Amount of Division B $160,000.00 Total Amount of Division C $150,000.00 Total Amount of Division D $ 95,000.00 Asbestos Abatement Unit Pricing Item No. Unit Pricing if Required Unit Add Per Unit Price Removal, Management, and Disposal I. of Duct Tape Material Containing Linear Feet $25.00 Asbestos Removal, Management, and Disposal II. of Duct Wrap Material Containing Square Feet $25,00 Asbestos Removal, Management, and Disposal III. of Floor Tile and Mastic Material Square Feet $10.00 Containing Asbestos Removal, Management, and Disposal IV. of Plaster Material Containing Square Feet $20.00 Asbestos Removal, Management, and Disposal V. of Corrugated Sheet Material Square Feet 515.00 Containing Asbestos _ VI. Removal, Management, and Disposal Square Feet $15.00 of Attic Insulation Material AGENDA REVIEW SESSION NOVEMBER 19 2015 405 Containing Asbestos Removal, Management, and Disposal VH. of Transite Siding Material Containing Square Feet S 10.00 Asbestos Upon a motion by Ms. Maradik, seconded by Mr. Relos and carried, the above bids were referred to Community Investment and Engineering for review and recommendation. Board members discussed the following item(s) from the agenda. - Professional Services Agreement — James T. Stokes Ms. Sarah Heintzelman, Community Investment, stated this agreement is for a coordinator for outreach and recruitment for workforce efforts to bring various groups in the City together and establish a point of contact to assist in placing people in the workforce. She noted Mr. Stokes runs a similar program in Benton Harbor and has had a good success rate. She added this is a six (6) month contract, after which the program will be reevaluated to see if the goals are being met. - City Electronics Equipment Policy Mr. Adam Cole, Radio Shop, informed the Board that this policy is for all electronics equipment. He noted the city has multiple departments buying their own equipment, and this is an attempt to try to use all City resources better to work together. He explained it puts maintenance procedures and policies in place also. Mr. Cole noted they have encountered equipment installed incorrectly by individuals who did the installation in house, and it caused damage to the vehicles. He stated there is a need for one policy for all. Mr. Gilot asked what equipment this covers. Mr. Cole stated it covers any electric equipment the Information Technology Department does not do, adding the policy was modeled after IT's policy. Mr. Gilot questioned how it could cover all electronics such as the equipment used by 911 dispatch and SCADA systems. Mr. Cole stated 911 has a service contract with Motorola. Mr. Gilot questioned if that equipment should maybe be specifically excluded. Mr. Cole stated the PSAP isn't City owned property. Mr. Gilot asked if this was circulated to everyone affected. Mr. Cole stated it was approved by Public Works, but not circulated. Mr. Gilot stated he has uncertainty about its readiness, noting he understands equipment attached to vehicles, but you probably need language excluding certain other electronics. Mr. Matt Chlebowski, Central Services, stated they are trying to centralize it so the Radio Shop gets called first, rather than the vendor. He explained the Radio Shop can then determine if they should look at it or if the vendor on the warranty should. Mr. Cole added they are trying to create efficiency in tracking equipment also. Mr. Gilot stated he is not opposed, he just doesn't want to create arguments over who is responsible for what. He asked that they look at all equipment and determine what should not be included in this policy and clarify. - Resolution Nos. 67-2015 and 68-2015 Mr. Randy Wilkerson, Code Enforcement, and Attorney Tasha Outlaw stated these Resolutions are regarding Code Enforcement fees. Mr. Wilkerson noted they are trying to update their fees, which hasn't been done for many years. He explained they took the inflation rate for today and rounded up, noting the total increases in nuisance abatement and removing vegetation, and securing and demolishing structures is around an 11,5% increase. He added this is the first time since 2008 they have looked at increasing fees. Mr. Gilot stated he thought it was a good idea, however the Council has to set fees, the Board of Works can't do this. He added if they wanted, the Board can recommend approval to the Council, but the State Board of Accounts requires the Council to approve all fee setting. Industrial Wastewater Discharge Permit— C&M Anodize and Black Oxide Mr. Manny Bueno, Environmental Services, stated this company is an industrial site inside the old Torrington building and is a very small facility. He noted their wastewater was being towed away, but now they are discharging so they are eligible for a permit. He added this is only their rinse water, it's basically clean water. - Resolution No. 72-2015 — Authorizing the Director of Sustainability to Approve and Execute Addendums to the Gas Customer Choice Contract Attorney Michael Schmidt stated this resolution allows Therese Doran, Director of Sustainability, to add or remove accounts to the Gas Choice Contract. He noted she will not be able to approve or sign the resolution as a Board member due to the conflict of interest. - Resolution No. 75-2015 Attorney Schmidt stated this Resolution for approving transfer of real property is for the Main/Lafayette project. He explained the land is going back to Wendy's Restaurant pursuant to an agreement previously signed. - Rescind Open Market Purchase — Hoffman Hotel Renovations AGENDA REVIEW SESSION NOVEMBER19,2015 406 Attorney Schmidt stated it was discovered after the Board approved this open market purchase on November 10, 2015, that the vendor, Equal Construction, is af7iliated with the Development Agreement vendor, Equal Development. He explained it was discovered because the amount of their bid was obviously based on inside information and was almost exactly what was budgeted. - Change Orders o Demolition of Vacant and Abandoned Houses, Division E Mr. Toy Villa, Engineering, stated one house in this division went to legal to hold, and it has now been released and needs to be demolished. o Demolition of Vacant and Abandoned Houses, Phase VI _ Mr. Toy Villa, Engineering, stated this fifteen (15) day increase in the schedule is because they had to work. with the State and waited on their report, putting the contractor on hold. o Western Avenue Corridor Improvements Mr. Toy Villa, Engineering, stated this increase was due to some sidewalks that had to be ground down and installation of some bollards. o Century Center South Entry Improvements Mr. Villa stated this increase was due to the uncovering of a previously unknown foundation wall that needed to be chipped off for the installation of a sidewalk. c Ignition Park infrastructure Mr. Villa stated this increase was due to the need to replace a manhole cone top lid with a flat top, and cleaning of the drainage ditch to lower it so it can be utilized for the project. o East Bank Sewer Separation Mr. Villa stated this work was in conjunction with the Notre Dame boat house construction and was for the removal of additional pavement and unsuitable back fill that was encountered. - Ratify Open Market Purchase —Hotel LaSalle Renovations, Bid Package E Mr. Michael Carey, Engineering, stated when this project was bid, they rejected all bids due to non -responsiveness to the MBElWBE requirements. They went to the open market and solicited proposals and came back with Kone. Attorney Michael Schmidt stated it is up to the Board to make a determination whether to proceed with this purchase, noting it was denied originally because the bidders couldn't comply with MBE/DBE requirements. He stated when they went to the open market the forms were not filled out. Attorney Schmidt stated it would be his recommendation that if you can't comply with the MBE requirements on the bid process and on the open market process, you shouldn't approve the purchase. He noted the Board has the authority to waive inconsistencies though. Mr. Carey noted Kone did fill out the form, but checked no on one box, making their compliance questionable. - Professional Services Agreement—EPOCHArchitecture+Planning Mr. Mike Carey, Engineering, stated this agreement amount should be $13,365.00, not 512,765.00 as previously submitted. - Amendment to Professional Services Agreement — Lawson -Fisher Associates Mr. Roger Nawrot, Engineering, stated this amendment is due to a USGS first order henchmark that has to be reset and an increased utility coordination cost to move a large utility pole. Mr. Gilot asked the cost of the project. Mr. Nawrot stated it is around $4,000,000.00. Mr. Gilot noted that would be a 15% engineering cost on this project. Mr. Nawrot explained there is additional Tight -of -way work for a parcel added to the project, so that includes right-of-way engineering, which is outside of the project engineering costs. No other business came before the Board. Upon a motion by Ms. Maradik, seconded by Mr. Relos andcarried, the meeting adjourned at 12:08 p.m. BOARD OF PUBLIC WORKS Gary A Gilot, President AGENDA REVIEW SESSION NOVEMBER 19, 2015 407 ATrEST: Lmda Martin, Clerk Jame A. Mueller, Member REGULAR MEETING NOVEMBER 24. 2015 The Regular Meeting of the Board of Public Works was convened at 9:37 a.m. on November 24, 2015, by Board President Gary A. Gilot, with Board Members David Roles, Elizabeth Maradik, James Mueller, and Therese Dorau present. Also present was Board Attorney Michael Schmidt, Ms. Lee Bent, Engineering, was acting Clerk in the absence of Linda Martin, Clerk of the Board. ADDITION TO THE AGENDA Mr. Gilot stated that an Open Market Purchase Agreement with JJamco Construction, Inc. was added to the agenda. APPROVE MINUTES OF PREVIOUS MEETING Gary Gilot stated the Minutes of the Agenda. Revicw Session and Regular Meeting of November 5, 2015 and November 10, 2015, and the Claims Review Meeting of the Board held on November 17, 2015, were not presented and will be approved at a future meeting. APPROVE 2016 CITY EMPLOYEE HOLIDAY SCHEDULE Upon a motion by David Relos, seconded by Elizabeth Maradik and carried, the following 2016 City Employee Holiday Schedule was approved as submitted by the City Controller and approved by Mayor Peter Buttigieg: New Year's Day Martin Luther King, Jr. Day Memorial Day Independence Day Labor Day Veteran's Day Thanksgiving Day Day after Thanksgiving Christmas Day Observed Friday, January 1, 2016 Monday, January 18, 2016 Monday, May 30, 2016 Monday, July 4, 2016 Monday, September 5, 2016 Friday, November 11, 2016 Thursday, November 24, 2016 Friday, November 25, 2016 Monday, December 26, 2016 AWARD BID AND APPROVE CONTRACT — KITCIIEN E UIPMENT FOR CENTURY CENTER— PROJECT NO 115-018 Mr. Michael Carey, Engineering, advised the Board that on November 10, 2015, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Carey recommended that the Board award the contract to the lowest responsive and responsible bidder Atlas Restaurant Supply, 52245 IN-933, South Bend, IN 46637, in the amount of $108,894.26. Therefore, Mr, David Relos made a motion that the recommendation be accepted and the bid be awarded and the contract approved as outlined above. Ms. Elizabeth Maradik seconded the motion, which carried. AWARD BID AND APPROVE CONTRACT — DEMOLITION OF VACANT AND ABANDONED HOUSES, PHASE VIII—PROJECTNO.115-128 COrr Mr. Michael Carey, Engineering, advised the Board that on November 19, 2015, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Carey recommended that the Board award the contract to the lowest responsive and responsible bidder for each Division: Division A-R & R Excavating, Inc., 2010 Went Avenue, Mishawaka, Indiana 46545, in the amount of $235,000.00; Division B-Indiana Earth, Inc., 10343 McKinley, Osceola, Indiana 46561 in the amount of $145,930.00; and Division D-Ritschard Bros., Inc., 1204 Sample Street, South Bend, Indiana 46619 in the amount of $94,926.00. Division C was conditionally awarded to Torok Excavating Inc., 825 South Fellows Street, South Bend, Indiana 46601 in the amount of $136,750.00 subject to provision of an affidavit stating the Good Faith Efforts portion of the bid submittal was an accidental omission rather than a failure to perform. Therefore, Mr.