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HomeMy WebLinkAbout02042016 Agenda Review SessionAGENDA REVIEW SESSION FEBRUARY 4. 2016 27 The Agenda Review Session of the Board of Public Works was convened at 10:34 a.m. on February 4, 2016, by Board President Gary A. Gilot, with Board Members David Relos, Elizabeth Maradik, Therese Doran, and James Mueller present. Also present was Attorney Michael Schmidt. The meeting was held in the 13' Floor Boardroom, County -City Building, 227 W. Jefferson Blvd., South Bend, Indiana. 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 NELLO COKPORATION PHASE V[ — PROJECT NO. 116-004 (RWDA T1F) 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. Mr. Gilot stated the Clerk informed him there were no bids received, therefore Community Investment was free to work with Purchasing and go to the open market for the purchase of the equipment. APPROVAL OF REQUEST '1'0 ADVFRTISE FOR THE RECEIPT OF BIDS SALE OF CITY PROPERTY — 51190 AND 51270 MAYFLOWER RD. In a memorandum to the Board, Mr. David Relos, Community Investment, requested permission to advertise for the receipt of bids for the above referenced property. Mr. Relos explained the property was previously advertised and no bids were received. He noted it is now past sixty (60) days required by Statute before re -advertising. Therefore, upon a motion made by Mi. Rules, seconded by Ms. Maradik and carried, the above request was approved. AWARD PROPOSAL — FOOD BEVERAGE AND CATERING SERVICE FOR MORRIS PERFORMING ARTS CENTER COMPLEX Mr. Dennis Andres, Morris Performing Arts Center, advised the Board that on October 27, 2015, proposals were received and opened for the above referenced service. After reviewing and scoring those proposals, the review committee recommended that the Board award the contract to the highest scoring proposal submitted by Navarre Hospitality Group, dba Navarre Hospitality, 817 Estates Place, Mishawaka, Indiana. He noted the contract was prepared through the Legal Department and the process had followed the Request for Qualifications process, and is now complete. Therefore, Mr. Relos made a motion that the recommendation be accepted and the proposal be awarded as outlined above. Ms. Maradik seconded the motion, which carried. APPROVAL OF CONTRACT — INDOT Mr. Corbin Kerr, Engineering, submitted the contract with INDOT in the amount of $4,430,000.00 to be paid to the City, for the relinquishment of SR 933. Attorney Schmidt stated it is still a work in progress, but the terms have been agreed to, and the contract is in a place to approve, subject to the final. document coming back to the Board for signature. Upon a motion by Ms. Maradik, seconded by Mr. Relos and carried the contract was approved subject to legal review of the final document. Board members discussed the following item(s) from the agenda. - Award Bid —Refuse Trucks Mr. Jeff Hudak, Central Services, stated Central Indiana Truck Equipment was not the low bidder on these trucks, but McNeilus Truck & Manufacturing, the low bidder, was not responsive to the bid specifications and took exception to some of the bid items. He added that some of the discrepancies in their bid were noted and explained, and others were discovered upon review. Mr. Eric Horvath, Public Works Director, asked Mr. Hudak to put the information into a memo to the Board with a list of the exceptions to the relevant items. Mr. Hudak stated he did a memo with a list of the material items, and noted they just didn't meet the specs. - Lease Purchase Agreements Ms. Toni Laisure, Print Shop, informed the Board that these new printers will have more color and layout potentials. Mr. Horvath questioned if this was bid out. Mr. George King, Purchasing, stated no, this is a QPA. He added in spin; of that, Toni and her staff did extensive research on the product. Ms. Laisure noted the Print Shop is looking at a 60% increase next year on in-house printing. - Agreement —University of Notre Dame r Assistant Chief Andy Myer, Fire Department, stated this is the renewal of the Notre Dame agreement for daily 911 service coverage. He noted he combined three (3) agreements into one (1) this year. Mr. Gilot stated this is revenue to the City from Notre Dame, and explained he is an employee of Notre Dame, but he didn't believe there was a conflict. Attorney Schmidt stated AGENDA REVIEW SESSION FEBRUARY4 2016 28 there was not a conflict, noting Mr. Gilot is not employed by the Fire Department, did not work on the terms of the agreement, and receives no benefit from the approval of the agreement. - Agreement — KAR Laboratories, Inc. Ms. Kim Thompson, Environmental Services, stated this agreement is to cover lab work that can't be done in-house. She noted they chose Kar because they are the only lab they have found that meet the needs for mercury compliance. - Agreement — Frost Engineering & Consulting Mr. Ed Herman, Water Works, stated this inspection and analysis is for the little foot bridge that connects to the Leeper Park Island. Be explained Memorial hospital needs to do work on their — wells and they need to make sure the bridge can handle a twenty-two (22) ton vehicle. Mr. At Greek noted the City has wells in the same location that have to be maintained and at some point there needs to be trucks driving over the bridge. Attorney Schmidt questioned if Public Works should require Memorial Hospital to cover part of the analysis of the bridge. Mr. George King, Purchasing, stated they should wait until the report comes back and then require they cover part of the cost if there is a need to stabilize it. - Agreement — Midwest Meters Mr. Ed Herman, Water Works, stated this agreement is for the extension of the current agreement with Midwest Meters. Mr. Horvath stated he really wants to rc-evaluate the meter program and get a long term process in place. He added he understood Water Works needs to do this extension, but he suggested they shorten the term and look into what new technology is available. Mc Horvath stated they should go ahead with the extension and put a not to exceed amount to cover just those meters that have to be replaced right now, but not do a wholesale replacement until they decide what technology they are going with and get a long term plan in place. He added he would like to look at technology for real-time. - Professional Services Agreement —EPOCH Architecture Mr. Corbitt Ken, Engineering, stated this property and pre -development design agreement is for property adjacent to the conservatory that is owned by the City, and maintained by the Park Department. He noted the property has background requirements from when it was given to the City, that it be used by the Park Department. Mr. Kerr stated Attorney Schmidt is addressing those issues to allow for the move of Fire Station No. 9 to this location. _ Request to Advertise — Trucking of Belt Pressed Bio-Solids Mr. Jacob Klosinski, Environmental Services, informed the Board that this bid always brings in a lot of local trucking companies and MBE/WBE businesses. - Professional Services Agreement — Northern Indiana Workforce Board Ms. Sarah Heintzelman, Community Investment, stated this program for training for under - skilled workforce to meet labor needs is what the SMART program evolved into. Mr. Gilot questioned if there is any training in residential construction. Ms. Heintzelman stated they are working with the building trades and letting them guide on what they have the most questions on. Mr. Gilot asked if the City pays regardless, or only if they have successful placement. Ms. Heintzelman stated they pay regardless. She added they created a data base that allows tracking of people and what they are interested in. Mr. Gilot noted the commercial building industry has trade unions that provide training, but residential building is lacking training opportunities. Professional Services Agreement —Center for Priority Based Budgeting Ms. Jennifer Hockenhull, Administration and Finance, stated the Mayor has decided he wants to restructure the budgeting process and this company had the most experience and ideas to start the budgeting process. Mr. Horvath noted it will be a major change, from a fund to an operations tracking. - Memorandum to the Board Mr. Eric Horvath, Public Works Director, stated in bidding out the Secondary Treatment Improvement project, Thieneman was found to be the lowest bidder. In going through the process of starting the project, staff found they were using foreign steel on the project. He noted the specifications didn't clearly define the use of U.S. steel; it was only defined in the Non- — Collusion, Non -Debarment affidavit. Mr. Horvath noted there is a provision in Statute that allows the Director of Public Works to waive the requirement for U.S. steel, adding that would give the City a significant savings. Attorney Sclunidt stated they are going to verify the savings, and confirm that other prospective bidders are not unfairly eliminated from the process. Mr. Jacob Klosinski, Environmental Services, stated Thieneman has started work; the project was awarded last year and they just found out at the end of December. He noted they have contacted four other bidders and one stated their bid was U.S. Steel. Mr. Relos questioned what if they say they can beat the price or thatch it. Mt. Horvath stated they are saying because of the ambiguity in the specifications they would have a $2,000,000.00 credit. Attorney Schmidt stated his advice AGENDA REVIEW SESSION FEBRUARY4.2016 29 to the Board, is to look at were any of the other bidders prejudiced in their bid. Attorney Schmidt stated if the specifications state you will use American steel, it's clear. - Request to Advertise— Rum Nature Center Roof Mr. John Martinez, Park Department, stated the base bid will ask for a steel roof, and there will be an option for shingles also in case the steel is over budget. - Professional Services Agreement— Jones, Petrie, Rafrnski Mr. Jitin Kain, Public Works, stated the Redevelopment Commission committed allocations for the new hotel located on the former Football Hall of Fame property. He stated they arc using some of those funds for utility work in the tight -of -way and on the hotel site. _ PRIVILEGE OF THE FLOOR Mr. Don Chambers, D.R.C. Corporation, stated he was asked to come to speak to the Board regarding his company's attempt to register as a minority business as a subcontractor on a City project. Attorney Schmidt stated this involves the Central Services roof replacement bid award and the concern with the MBE/WBE policy. He explained Mr. Chamber's business was not officially registered with the IDOA and the City worked with the contractor to provide clarification that his business is registered. Attorney Schmidt stated that since then, Mr. Chambers has filled out the application with IDOA and is in the process of being approved. He stated he is here to let the Board know he is in compliance and the bid meets the MBE/WBE good faith efforts. Mr. George King, Purchasing, stated the process may take six (6) months to a year, and he appreciated Mr. Chambers getting the process started. Attorney Schmidt stated he asks that the Board acknowledge that the process is ongoing; Mr. Chambers is a minority owned business; and he made his appearance to let the Board know he has started the process. The Board members acknowledged his initiating the process and agreed to allow his company to proceed with the roof replacement project. No other business came before the Board. Upon a motion by Mr. Relos, seconded by Ms. Maradik and carried, the meeting adjourned at 11:57 a.m. BOARD OF PUBLIC WOFKS -- Gary A. Gilot, President - avid P. Relos, ember Elizabeth A. Maradik, Member There�se Dorau, ember Ja s A. Mueller AT IIyST: L 4Lin Nf. Martin,rk REGULAR MEETING FEBRUARY 9, 2016 The Regular Meeting of the Board of Public Works was convened at 9:34 a.m. on February 9, 2016, by Board President Gary A. Gilot, with Board Members David Relos, Elizabeth Maradik, and Therese Doran present. Board Member James Mueller joined the meeting in progress at 9:40 a.m. Also present was Board Attorney Michael Schmidt. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Gilot, seconded by Ms. Maradik and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Review Meeting of the Board held on January 21, January 26, and February 2, 2016, were approved.