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HomeMy WebLinkAbout02182016 Agenda Review SessionAGENDA REVIEW SESSION FEBRUARY 18, 2016 46 The Agenda Review Session of the Board of Public Works was convened at 10:35 a.m. on February 18, 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 Michael Schmidt. The meeting was held in the 13t" 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 — 2016 YARD LAMPPOST PROGRAM — PROJECT NO 116 003 (LOSS RECOVERY) 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: MARTELL ELECTRIC, LLC 4601 Cleveland Road South Bend, IN 46628 Bid was signed by: Jennifer 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 not submitted. BID: Ite m Description Quantity Unit Unit Price Total No. Amount 1 Installation of Lampposts, Lamps and Up to 50 LFT of U/F Cable I50 Each 675.00 $]01,250.00 2 Additional U/F Cable (Beyond the 50 LED-------- -- LFT $1,000.00 BASE BID TOTAL $102,250.00 PEMBERTON DAVIS ELECTRIC INC. 916 East McKinley Avenue Mishawaka, IN 46545 Bid was signed by: John A. Ferro 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 not submitted. BID: Ite in Description Quantity Unit Unit Price Total No. Amount 1 Installation of Lampposts, Lamps and Up to 50 LFT of U/F Cable 150 h $750.0 $$112,500.00 2 Additional U/F Cable (Beyond the 50 LFT) ............LFT $1,000.00 BASE BID TOTAL $113,500.00 Attorney Schmidt stated neither bidder submitted a bid bond. Representatives from each company were present and stated the specifications stated no bid bond is required if the bid is under $200,000.00. Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the above bids were referred to Engineering for review and recommendation. AGENDA REVIEW SESSION FEBRUARY 18, 2016 47 OPENING OF BIDS — COLFAX AVENUE AND HILL STREET IMPROVEMENTS DIVISION A — PROJECT NO. 114-018 (REDA 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: TGB UNLIMITED DBA S/T BANCROFT ELECTRIC 25020 SR 2 — South Bend, IN 46619 Bid was signed by: Ty Bancroft 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. LTotal Amount of Base Bid, Division B $96,796.58 _ Total Amount of Add Alternate A $4,000.00 Total Amount of Add Alternate B $9,251.10 Total Amount of Add Alternate C $3,576.00 $24,000.00 Total Amount of Add Alternate D Total Amount of Base Bid + Alternates, A, B, C, and D $137,623.68 PEM13ERTON DAVIS ELECTRIC, INC. 916 E. McKinley Ave Mishawaka, IN 46545 Bid was signed by: John A. Ferro Contractor's Non -Collusion Affidavit, Nan -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. (Signature page only.) Five percent (5%) Bid Bond was submitted. RD Total Amount of Base Bid, Division B 5,895.09 Total Amount of Add Alternate A 8,000.00 ff$10,882,90 Total Amount of Add Alternate B Total Amount of Add Alternate C S5,066.00 Total Amount of Add Alternate D $255,600.00 Total Amount of Base Bid + Alternates, A, B, C, and D $155,443.99 HAWK ENTERPRISES, INC. 1850 E. North St. Crown Point, IN 46307 Bid was signed by: Johanna Plank 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. ED Total Amount of Base Bid, Division B $100,392.22 Total Amount of Add Alternate A $4,000.00 Total Amount of Add Alternate B $11,860.95 Total Amount of Add Alternate C __ $3,576.00 AGENDA REVIEW SESSION FEBRUARY 18, 2016 48 Total Amount of Base Bid + Alternates, -A, B C and ll F- $119 829 17 HERMAN & GOETZ, INC. 225 S. Lafayette Blvd. South Bend, IN 46601 Bid was signed by: Larry Cripe 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. BID: Total Amount of Base Bid, Division B Total Amount of Add Alternate A $110,875.00 $3.100,00 Total Amouut of Add Alternate B $9,897.30 Total Amount of Add Alternate C $3,963.40 Total Amount of Add Altemate D $22,640.00 Total Amomtt of Base Bid + Alternates, A, B, C, and D $150,475.70 MARTELL ELECTRIC, LLC 4601 Cleveland Road South Bend, IN 46628 Bid was signed by: Jennifer 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. M Total Amount of Base Bid, Division B $99,347.51 Total Amount of Add Alternate A S8,694.00 Total Amount of Add Alternate B $10,812.77 Total Amount of Add Altemate C S3,278.00 Total Amount of Add Altemate D -C $24,392.00 Total Amount of Base Bid + Alternates, A, B, and D $1 66,524.28 Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the above bids were referred to Engineering and Community Investment for review and recommendation. Board members discussed the following item(s) from the agenda. - Letter of Deaccession Mr. Andrew Beckman, Studebaker Museum, introduced Mr. Patrick Slebonick, the new Executive Director for the musetun. Mr. Beckman stated as part of the ongoing review of the collection, prior to 1985, any property donated to the museum is the property of the city and needs to come before the board for de -accession. He explained there is a serious deliberation process before anything is sold. It has to be determined that the property is not falling within the collection goals. He noted both of these vehicles are in need of work, some so extensive it is not worth the expense to restore them. Mr. Beckman explained funds from the sale of the vehicles stay in the museum funds and are restricted to be used for accession and care of the current collection only. Attorney Schmidt questioned whether assets acquired before 1985 are considered to be city property, adding he was told they are not listed as city assets. Mr. Beckman stated that's correct, based on the Museum of Alliance Best Practices they aren't considered City assets. Mr. Eric Horvath, Public Works Director, noted if it's titled to the City, it's an asset. Mr. Relos stated the City has an agreement with the museum and asked iC it covers this. Mr. Beckman stated he was not sure, he would look into it. Attorney Schmidt stated the Board just needs to make sure the City asset reflects correctly for the record. He stated he would have a AGENDA REVIEW SESSION FEBRUARY 18. 2016 49 resolution transferring the assets for no value to the museum and they can proceed to do what they need to do. Mr. Beckman stated he was asked by Mr. Gilot to give the Board an update on the museum. He noted they have been looking at energy updates in the museum, and just completed an energy audit addressing issues such as lighting, water consumption, and elevators. Mr. Slebonick noted the Studebaker Museum is one (1) of three (3) accredited auto museums in the country, and he appreciate the Board's understanding of the process. Mr. Beckman explained the museum operates under the City to manage the collection received originally from Studebaker's. - Professional Services Agreements — Creative Financial Staffing and Public Safety — Medical Assistant Chief Todd Skwarcan, stated the Fire Department brought in a new person who previously worked in the City Finance Department in 2014, to help with finances and the City's new budget process. Mr. Skwarcan noted if it works out well, they will budget for the position in next year's budget. Change Order and Project Completion Affidavit Mr. Jacob Klosinski, Environmental Services, stated this increase of less than $2,000.00 is basically a correction to a scrivener's error in the last Change Order on overruns. — Professional Services Agreement — H. J. Umbaugh & Associates Mr. Al Greek, Environmental Services, stated this agreement is for a water cost survey and planning for the Long Term Control Plan. He noted the last time a water study was done was in 2006. Mr. Horvath added it is a mandated full cost study that includes how we're spending money and the cost to users. He noted it may change the allocations on businesses and residents. - Opening of Quotations — Colfax Avenue and Hill Street Improvements Mr, Corbin Kerr, Engineering, stated Division B is specialty work in concrete. He noted what was opened today, Division A, was road, lighting, and markings. Mr. Gilot questioned if there was any sewer separation on the two-way project, Mr. Kerr stated there was some done, noting St. Joseph St, is separate, Main St. is not. Mr. Horvath stated they took the stance on the negotiations that that is the State's responsibility, but they didn't agree. Ms. Maradik asked if they did outreach on outside contractors for that project. Mr. Kerr stated they did but have not had any response from any outside contractors, only local contractors. He added they extended _ all of the dates of the project, and June 1, 2017 is the new date for all streetscapes completion. - Request to Advertise —Equipment Purchase for Nello Corporation Mr. Kerr stated this is a rebid on this equipment with revised specifications, noting no bids were previously received. - Local Public Agency Project Coordination Contract — INDOT Mr. Kerr stated this is for Phase 1 of the old coal line trail. IIe stated the railroad was abandoned, and when that happens, the property gets vacated to the adjacent property owners so the City will have to reacquire the property. Mr. Gilot noted the City and the Transportation Board were working on an acquisition agreement years ago. He stated when it was abandoned, the property went back to the Brothers of Holy Cross and the City made a full offer. Mr. Kerr stated he would look into that. - Real Property Transfer Agreement — Memorial Hospital Mr. Kerr stated this agreement is still under negotiation, and the hope is to have it by Tuesday's Board meeting. He explained the purpose is to provide the City access to Memorial property for realignment and construction of the roundabout. He added it includes an intent for the City to give back any unused right-of-way property to Memorial Hospital. - Special Purchase Mr. George King, Purchasing, stated this undercover Police vehicle will use up the outstanding credit the Police Department has on record. Mr. Horvath noted it needs to be clear that this will be the last issue like this. When a vehicle is traded in, it must be for the purchase of another vehicle, not a credit on an account. No other business came before the Board. Upon a motion by Mr. Relos, seconded by Ms. Maradik and carried, the meeting adjourned at 1 L48 a.m. BOARD OF PPUBLIC WORKS Gary A. Gilot, President _ i Vivid P. Relos, M'em er AGENDA REVIEW SESSION FEBRUARY 18 2016 50 Ehzabe/th A. Maradik Therese Dorau, Member James A. Mueller, Member ATTEST: REGULAR MEETING FEBRUARY 23. 2016 The Regular Meeting of the Board of Public Works was convened at 9:32 a.m. on February 23, 2016, by Board President Gary A. Gilot, with Board Members David Reins, Elizabeth Maradik, James Mueller, and Therese Doran present. Also present was Board Attorney Michael Schmidt. ADDITION TO THE AGENDA Mr. Gilot announced the addition to the agenda of an Addendum to an Agreement; and announced the Board would move the opening of bids for item 2B., South Bend One -Way to Two -Way Conversion, to 10:30 a.m. because the specifications stated the bid opening would be at 10:30 a.m. 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, Regular Meeting and Claims Review Meeting of the Board held on February 4, 2016, February 9, 2016, and February 16, 2016, were approved. OPENING OF BIDS — SALE OF CITY PROPERTY - 51190 AND 51270 MAYFLOWER ROAD This was the date set for receiving and opening of sealed bids for the above referenced property. 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: DON STORIN 1713 Franklin Street South Bend, IN 46613 BID: $135,500.00 Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the above bid was referred to Community Investment and the Legal Department for review and recommendation. OPENING OF BIDS — ONE (1) OR MORE 2016 OR NEWER TANDEM AXLE HOOK LIFT &CONTAINER TRUCK WITH GRAPPLE LOADER (SOLID WASTE CAPITAL) This was the date set for receiving and opening of scaled bids fox the above referenced vehicle. 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: BEST EQUIPMENT CO., INC 5550 Poindexter Drive Indianapolis, IN 46235 Bid was signed by: Maria Dahlman Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination