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HomeMy WebLinkAbout01072016 Agenda Review SessionAGENDA REVIEW SESSION JANUARY 7 2016 The Agenda Review Session of the Board of Public Works was convened at 10:35 a.m. on January 7, 2016, by Board President Gary A. Gilot, with Board Members David Relos, Elizabeth Maradik, and Therese Doran present. Board Member James Mueller was absent. Also present was Attorney 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. OPENING OF BIDS - EQUIPMENT PURCHASE FOR THE ADVANCED CENTERS FOR CANCER CARE- PROJECT NO 115-135 (RWDA TIF) 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 bid was opened and publicly read: AUNALYTICS.INC. 1400 E. Angela Blvd. South Bend, IN 46617 Bid was signed by: J. P. Burford, Chief Operating Officer Contractor's Non -Collusion Affidavit, von -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. Ten percent (10%) security check was submitted. BID: Item No. Item Manufacturer Qty. Unit Price 'Total Price I Remote data capture Server Intel NUC 1 $ 25,230 $ 25,230 2 Hadoop Storage and Processing Dell Power Edge Server R730xd 7 $ 24,140 $168,980 3 Hadoop NameNode Server Dell Power Edge630 2 $ 33,365 $ 66,730 4 Hadoop EdgeNode Dell Power Edge Server 630 4 $138,382 5.553,528 5 Network Switches Dell N3000 2 $ 7,700 S 15,400 Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the above bid was referred to the Department of Community Investment and Engineering for review and recommendation. Board members discussed the following item(s) from the agenda. - Extend Bid Award - Quad Axle Dump Truck Mr. Jeff Hudak, Central Services, stated the Board approved the award of this bid last year to Hill Truck Sales. He noted the vendor agreed to a one year price lock and they arc now requesting to extend the bid for one more truck for Organic Resources. Mr. Gilot stated this was awarded in unit prices, so it's okay. - Agreement -Downtown South Bend Mr. Relos stated this is the annual agreement with DTSB in the same amount but with river lights maintenance added. Mr. Aaron Perri, DTSB, introduced Jill Sciechitano, the new interim director of DTSB. The Board thanked Mr. Perri and commended him for the work DTSB has done. Mr. Perri noted last year saw fifteen (15) new businesses downtown, at the same time as the SB150 celebration and the installation of the river lights was in progress. Mr. Gilot informed those present that there was a time in the past that the DTSB organization almost closed. He commended Mr. Perri and his group noting it's been a good thing for the City. - Change Order - North Shore Bank Stabilization Mr. Toy Villa, Engineering, stated this increase was due to the discovery of a void in the riverbank. Mr. Gilot noted whenever you are working on a bank, you never know what you will encounter; this is not unusual. - Project Completion Affidavit- 2015 Streets and Sewers Materials Mr. Corbitt Kea, Engineering, stated this is closing out one (1) vendor of seven (7), AGENDA REVIEW SESSION JANUARY 7, 2016 - Project Completion Affidavit— Kennedy Basketball Court Installation Mr. John Martinez, Park Department, stated the basketball court is complete but there will be additional fiords coming from the Rotary Club for other items such as benches. Request to Advertise — Self -Propelled Windrow/Compost Turner Mr. Al Greek, Environmental Services, stated the compost turner almost failed last year. He added this will be a purchase, not a lease, and will be an expensive piece of equipment. - General Release — Lexon Insurance Company Mr. Eric Horvath, Public Works Director, stated this is for the release of the bonds held by Lexon Insurance to pay for the final work in Lafayette Falls. The Board questioned if this will cover all of the remaining work the developer never completed. Mr. Corbitt Kerr, Engineering, stated it will finish putting the topcoat on the streets but not cover some issues with the basin. - Rescind Special Purchase —MobilcTEK Mr. George King, Purchasing, stated this purchase was approved at the last meeting of the Board. 11e noted nobody was present from the Fire Department to confirm that it should be tabled so to be safe, the Board approved the request. He noted the Fire Department has now confirmed it needs to be rescinded. - Agreement — St. Joseph County Board of Commissioners Mr. Roger Nawrot, Engineering, stated this is the same Traffic Signal Maintenance Agreement with an increase in costs. He noted it is just normal maintenance for twenty-six (26) to twenty- eight (28) signals in the county. Mr. Corbitt Kerr, Engineering, stated the City does not have remote monitoring available, it is done through yearly inspections. - Professional Services Agreement —Andy Fuller Mr. Jilin Kain, Community Investment, stated this agreement is to create all interactive website for smart streets for the public. He noted Mr. Fuller is a freelance vendor. - Amendment to Professional Services Agreement — American Structurepoint Mr. Roger Nawrot, Engineering, stated this increase to the two-way conversion of Michigan /St. Joscph/and Main Streets is due to the addition of a topography survey, a traffic analysis, and a vault closure. Mr. Kerr, Engineering, added it also includes landscaping design, and signal improvements. PRRrILEGE OFHE FLOOR Mr. Al Greek, Environmental Services, stated he would like to update the Board on the digester project. He explained this was nearly a $5,500,000.00 project that came in almost $1,000,000.00 under budget. He stated they took all of the digester apart and put it back together with all new parts. He stated the project is 99% done, and now they need to deal with the schedule that is one (1) year behind. Mr. Greek informed the Board that he received notice of a claim from Grand River Construction, the contractor on the project, claiming faulty specifications. Mr. Greek stated he wanted to note that Mr. Jacob Klosinski, Environmental Services, oversaw the job. He stated Mr. Klosinski does a great job and is always on top of his work. He added this was a particularly difficult project. Mr. Klosinski stated when they started up the digester in February, they found leaks that needed to be repaired. It was at that point, he added, that the contractor claimed the testing requirements of the specifications were faulty. He stated the manufacturer of the equipment even has the testing instructions that should be done and if Grand River Construction had followed that, these issues would not have come up. Mc Klosinski stated the leaks didn't get caught during the initial air test. Mr. Eric Horvath, Public Works Director, explained as the methane built up, it was leaking out of the lid. Mr. Klosinski noted tracking down the leak can be pretty difficult, adding they actually benefited from all the rain this winter in helping find bubbles and determining the whereabouts of the leaks. He stated they now have this claim and believe they need to reject it as a defect in the work. Mr. Klosinski stated he feels there is some delay in the project the City is responsible for and may need to compensate with adjustments to the liquidated damages. Ile noted the substantial completion date should have been January of 2015. No other business came before the Board. The meeting adjourned at 11:28 a.m. BOARD OF PUBLIC WORKS lf�v Gary A. Gt ot, President AGENDA REVIEW SESSION JANUARY 7, 2016 David P. Relos, Member Elizabe6 A. Maradik, Member Therese Dor/au, Me J A. Mueller, Member IyST: 'ti4da M. Martin, Clerk REGULAR MEETING JANUARY 12, 2016 The Regular Meeting of the Board of Public Works was convened at 935 a.m. on January 12, 2016, by Board President Gary A. Gilot, with Board Members David Relos, Elizabeth Maradik, and James Mueller present. Board Member Therese Dorau was absent. Also present was Board Attorney Michael Schmidt. APPROVE MINT.TES 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 Review Meeting of the Board held on December 17, December 22, and December 29, 2015, and January 5, 2016, were approved. PUBLIC HEARING— MASSAGE ESTABLISHMENT LICENSE —PURE VIDA MASSAGE Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning a new massage establishment license for Pure Vida Massage, 401 E. Colfax Ave., Ste. 203 E., South Bend, Indiana. It was noted favorable recommendations were received from the Building Department, Police Department, and Fire Department. Ms. Kelsy McKee, business owner, was present and stated she currently works for Memorial Health and is looking to start her own business. There being no one else present wishing to address the Board concerning this matter, the Public IIearing was closed. Therefore, upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the license application was approved. OPENING OF BIDS — TIIREE (3), MORE OF LESS 2015 OR NEWER, TWENTY-EIGHT (28) CUBIC YARD FRONT LOADING REFUSE TRUCKS (SOLID WASTE CAPITAL LEASE PRINCIPAL AND INTEREST) 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 INDIANA TRUCK EQUIPMENT CORP. 2128 South Harding Street Indianapolis, IN 46221 Bid was signed by: Zachary Vaught Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Nun -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Ten percent (10%) Bid Bond was submitted. BID: Description Year/Make/Model Unit Price