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HomeMy WebLinkAbout03032016 Agenda Review SessionPUBLIC AGENDA SESSION MARCH 3 2016 74 The Agenda Review Session of the Board of Public Works was convened at 10:38 a.m. on March 3, 2016: by Board President Gary A. Gilot, with Board Members Elizabeth Maradik and Therese Dorau present. Also present was Attorney Michael Schmidt. James Mueller and David Relos were absent. The meeting was held in the 13' Floor Boardroom, County -City Building, 227 W. Jefferson Blvd., South Bend, Indiana. Board of Public Works Acting Clerk, Lee Bene, presented the Board with a proposed agenda of items presented by the public and by City Staff. Type Business Description Amount/ Motion/ Authorization I Sandra J. Purchase Right -of -Way fur Parcel 6 Funding $72.500.00 Second Maradik/ of Just Case; SJC (Total Acquisition); Chippewa (SSDA TIF) Dorau Compensation Treasurer; Avenue at Michigan and Main Policemen's Streets Federal Credit Union Authorization SB Purchase Temporary Right -of -Way; $72,500.00 Maradik/ of Just Entertainment, Michigan Street and Main Street (SSDA TIF) Dorau Compensation LP from 500 ft. south to 400 ft. north of Chippewa Avenue and Chippewa Avenue from 500 ft. west of Main St to 500 Ft east of Michigan St (Eproxiiiiately 1,350 sq. ft.) Privilege of the Floor: Mr. Peter Elzinga, Grand River Construction, Inc., requested privilege of the floor to discuss the City's rejection of the Waste Water "freatment Plant's digester 2 Cover Welding claim and the subject of potential liquidated damages. Mr. Elzinga would like the Board to reconsider the denial due to it being based on faulty workmanship. He maintains that Grand River followed construction and testing procedures according to the contracted specifications as they are required therefore they are not responsible for the outcome. He further maintains that every joint was tested and passed or fixed and retested until passed. Dan Mason, Mason Engineering, spoke to the defective testing methods being identified while the work was being completed, relaying that false positive were common and petitioned to follow a top welding method which was denied. Mr. Elzinga stated the correction was extremely significant and challenging. Ultimately Mason Engineering figured it out and completed other covers with top and bottom side welds where bottom side welds specified or top side only if not specified. Mr. Mason and Mr. Elzinga maintain the fault lie with the specifications not their performance. Trent Montemayor; P.E., Greeley & Hansen, said the specifications are clear that welds are to be leak -tight. Further, the front end documents specify the contractor is responsible to repair, at no cost, regardless of owner approval, for a one year warranty period. Mr. Elzinga maintains all work was completed and the digester is operational. Grand River maintains the work of locating the leaks and following corrective actions and repairs were beyond the scope of the original agreement. He feels that Grand River would prevail if this issue were to be pursued through litigation. He proposes that should the City drop the liquidated damages claim, Grand River would not pursue compensation for the repair costs as a resolution. Michael Schmidt requested confirmation of Mr. Elzinga's authority to act on behalf of the company. Mr. Elzinga confirmed he was a vice president with such authority and further, Mr. David Coates, Chief Financial Officer, was also present. Board members discussed the following item(s) from the agenda. Clarification on exemption of use of steel products made in United States if cost savings of more than 15%, contractor may use foreign -made steel products without being in violation of contractual obligations. - - Opening of Bids Mr. Jacob Klosinski, Enviromnental Services, stated his intent to recommend an award of the 2016 Trucking of Belt -Pressed Biosolids for Land Application contract during the March 22 PUBLIC AGENDA SESSION MARCH 3, 2016 75 meeting. He responded affirmatively to Mr. GiloPs inquiry as to whether we are encouraging the participation ofMinority and Women's Business Enterprises. - Award Bids and Approve Contract Michael Schmidt stated there was an anomaly in the specifications for the 2016 Yard Lamppost Program that resulted in neither bidder providing a bid bond. Since this did not impact either bidder, they intend to proceed with the award of this contract. - Award Quotations and Approve Contract Richard Estes, Engineering, noted that the recommendation for the Stage Equipment for Century Center from the sole bidder would be at a lower amount than quoted as it included sales tax — which is not incurred, - Change Orders Mr. Jacob Klosinski stated this modification to the Wastewater Treatment Plant Secondary Treatment Improvements project is due to issues with test pilot wells not providing what was needed. The modification to the dewatering wells will improve the results. - Resolution Michael Divita, Community Investment, stated the fiscal plan for the Cataldo Annexation area included language clarifying the petitioner's responsibility for extending water and sewer services to the site. - Agreements/Contmets/Proposals/Addenda Ms. Penny Price, IT, stated the contract for Brian Donoghue was a renewal of his current contract to include consultation on providing assistance with the Smart City initiative. - Michael Schmidt stated the Application Data Systems, Inc. agreement was being presented for ratification as it had been paid last year. - Shawn Dclahanty and Michael Sniadecki, IT, stated the Network Solutions, Inc. agreement was to protect the network environment and monitor employee access. Therese Doran stated current system of allowing access to block sites is very manual and inquired if filtering would be automated with the updated system. Mr. Delahanty answered there would be more automation in providing access. Mr. Gilot asked if the current employee access policy was Lip to date. Mr. Delahanty said it currently is very ambiguous. Mr. Sniadecki clarified that there was significant savings by paying the three year contract in a lump sum. _ - Mr. Corbin Kerr, Engineering, stated the agreement with The Norfolk Southern Railway Company was for the pavement replacement under the Norfolk Southern bridge on Main Street. It is subject to the insurance issue being resolved. - Mr. Ken' state the INDOT-LPA agreements were funded by the local roads funding and costs are split with LVDOT 80% of the costs and the City 20%. - Ms. Michelle Smith, Water Works, stated this was a renewal of the annual agreement to review water table fluctuations. Mr. Gilot asked how data was presented. Ms. Smith responded the report is available on a website with mapping. - Lt. Christopher Voros, Police Department stated the Tire Rack has provided their test track for police vehicle training at no charge for the past five or six years allowing the department to meet State required qualifications. Mr. Gilot acknowledged Tire Rack's generosity. - Licenses and Permits Lt. Eugene Eyster, Police Department, requested a change to a later start time for the River Park Business Association Parade on May 21, 2016 in order to provide police assistance to another event earlier in the day. Lt. Eyster provided a favorable recommendation for the Fallen Heroes Family Ride, sponsored by the American Legion Riders on May 15, 2015 but noted that there was no commitment of a police escort as only a small portion of the ride will take place on City streets. - Vacations Lt. Eyster stated the Police Department was not in favor of this vacation as the alley is needed for access for police patrol. It was also noted that the Fire Department and Community — Investment did not provide a favorable recommendation as well as there are many structures on the alley and vacated the alley may block access. Discussion followed, clarifying that residents' access to the garage structures would not be impacted with one exception where it was apparent that the structure was not used as a garage. There was also question as to whether the correct alley was being considered during the review process and requested that the map be rerouted for review. - Traffic Control Devices The request for additional handicapped parking space on the north side of South Street, adjacent to Four Winds Field was removed from the agenda pending further review. PUBLIC AGENDA SESSION MARCH 3.2016 76 No other business came before the Board. Upon a motion by Ms. Maradik, seconded by Ms. Dorau, the meeting adjourned at 12:20 p.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President David P. Relos, I m e� Elizabeth A. Maradik, Member Therese Doran, Member James A. Mueller, Member ATTjj ST: Linda M. Martin, Clerk REGULAR MEETING MARCH 8.2016 The Regular Meeting of the Board of Public Works was convened at 9:36 a.m. on March 8, 2016, by Board President Gary A. Gilot, with Board Members David Relos, Elizabeth Maradik, James Mueller, and Therese Doran present. Also present was Board Attorney Michael Schmidt. Ms. Lee Bene was acting Clerk. APPROVE MINUTES OF PREVIOT TS MEETING Upon a motion made by Mr. Relos, seconded by Ms. Doran and carried, the minutes of the Agenda Review Session, Regular Meeting, Special Meeting, and Claims Review Meeting of the Board held on February 18, 2016, February 23, 2016, February 26, 2016, and March 1, 2016, were approved. OPENING OF BIDS — 2016 TRUCKING OF BELT -PRESSED BIOSOLIDS FOR LAND APPLICATION (ORGANIC RESOURCES 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: TRUCKS R US, INC. 23942 State Road 2 South Bend, IN 46619 Bid was signed by: James Burger, President 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. Ten percent (10%) Bid Bond was submitted. BID: Item No. Fst. Qty. Item Unit Price Total