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HomeMy WebLinkAbout05192016 Agenda Review SessionAGENDA REVIEW SESSION MAY 19.2016 180 The Agenda Review Session of the Board of Public Works was convened at 10:34 a.m. on May 19, 2016, by Board Member David Relos with Board Members Elizabeth Maradik, Therese Dorau, and James Mueller present. Board President Gary A. Gilot was absent. Also present was Attorney Michael Schmidt. The meeting was held in the 13'6 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 QUOTATIONS — TRAFFIC CAMERAS AT PORTAGE AVENUE FOREST AVENUE AND LAMONTE TERRACE — PROJECT NO. I15-]01 TRAFFIC REPAIRS & MAINTENANCE) Mr. Relos advised that this was the date set for the receiving and opening of sealed quotations for the above referenced project. The following quotations were opened and read: HAWK ENTERPRISES INC. 1850 E. North Street Crown Point, IN 46307 Quotation was submitted by Johanna Plank QUOTATION: $34,650.00 MICHIANA CONTRACTING INC. P. O. Box 929 Plymouth, IN 46563 Quotation was submitted by Donald W. Wendel QUOTATION: $31,000.00 PEMBERTON DAVIS ELECTRIC INC. 916 F. McKinley Ave _ Mishawaka, IN 46545 Quotation was submitted by John A. Ferro QUOTATION: $34,440.00 MARTELL ELECTRIC LLC 4601 Cleveland Road South Bend, IN 46628 Quotation was submitted by Jennifer Brown QUOTATION: $36,326.00 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above quotations were referred to Engineering for review and recommendation. Board members discussed the following itcrtt(s) from the agenda. Professional Services Agreement — James T. Stokes Mr. Jacob Alexander, Community Investment, stated Mr. Stokes has been on board for about six (6) months with this workforce development program. During that time, Mr. Alexander stated, there have been 260 people interested in the program and the hope is to double that. He noted Mr. Stokes was responsible for promoting the program and generating that interest. Mr. Alexander noted twenty (20) people have gone through the training, and twenty-one (21) more have signed up. He added Mr. Stokes has been a tremendous benefit to the program. Mr, Mueller asked if this was an hourly rate or flat rate. Mr. Alexander stated it was a flat rate that would be billed as needed. He added it is a not to exceed amount. Attorney Schmidt stated he has to cover all of his extra expenses. Ms. Maradik staled Mr. Stokes is the "recruiter''. AGENDA REVIEW SESSION MAY 19, 2016 181 - Lease Purchase through Midwestern Higher Education Compact (MHEC) Agreement and Estimate — Dell and CopsGear Mr. Shawn Delahanty, Information Technologies, noted these two items were tabled previously by the Board over concerns with the MHEC agreement. Attorney Schmidt stated subsequently, he has received an email from MHEC representatives stating that they adhered to the proper policies of the state of Indiana and gave a list of other government entities that have used the MHEC agreement purchasing. - Lease Financing Proposal —PNC Equipment Financing Ms. Jennifer Hockenhull, Administration and Finance, stated they went out for quotes for the -- lease for laptops and police vehicles and PNC provided the lowest interest rate. Attorney Schmidt stated this is their proposal, and they will be sending documents for the lease agreement. He noted those documents will come to the next Board meeting along with a resolution authorizing the Controller to sign the lease documents. - Change Order— Primary Clarifier Rehabilitation and Equipment Upgrades Mr. Jacob Klosinski, Wastewater, stated this increase is for additional concrete work and SCADA programming. He noted the work was unforeseen and changes the completion date. - Change Order and Project Completion Affidavit — Wastewater Treatment Plant Digester Nos. 1 and 3 Cleaning Mr. Jacob Klosinski, Wastewater, stated this increase is for additional sludge removal. He noted there was a lot more sludge found than thought. He added, however, that the final contract amount is still below the next low bidder on this project, and the contractor, Stewart Spreading, finished in about half the time allotted to them. - Professional Services Agreement—myStaffingPro Ms. Chris Villaire, Human Resources, stated this agreement is a renewal of last year's and is a month to month contract that can be canceled at any time. She noted for those reasons, it was determined a two (2) year agreement would be a good idea. Reject Bids and Re -Advertise — Century Center Service Court Improvements and CEO Suites, Suite 17 Remodel Mr. Rich Estes, Engineering, stated two (2) of the bids received were non -responsive to the specs and one (1) was over budget. He informed the Board that he talked to the bidders and was told it _ was a bad time for them for bidding and the next time they will be in a better place to bid. He added the same specs will be used. - Request to Advertise for Bids —Marriott Hotel Site Development Mr. Rich Estes, Engineering, stated this project is for utility and site work for preparation for the new hotel at the Mall of Fame location. He stated it is tearing up of the parking lot the hotel will take over and removal of existing underground foundation walls from a parking garage that was previously at the site. - Change Order and Project Completion Affidavit— Demolition of PNA Mr. Toy Villa, Engineering, stated this decrease is for the base contract minus the allowance. He noted the contractor did not use the allowances. - Amendment to Professional Services Agreement— Jones Petrie Rafinski Mr. Corbitt Kerr, Engineering, stated this amendment is for relocation of a water line. He noted it was determined that there may be a wish to place a center piece in the middle of the roundabout in the future and there was a water main in place that needs to be rerouted. - Amendment to Professional Agreement — Lawson -Fisher Associates Mr. Kerr stated this was for right-of-way work that was not included in the original agreement. He added it will be for water relocation also. Amendment to Professional Services Agreement —Lawson Fisher Associates Mr. Kerr stated this is for negotiation for property acquisitions for the Chippewa Avenue roundabout. - Alley Vacations Mr. Kerr stated the first alley vacation, from Olive St. to the first north/south alley is currently used as driveway. He noted one property owner has illegally fenced in part of the alleyway. Ms. Maradik requested when this vacation is approved, the letter make it clear they only get half the alley, and it may not be enough to make use as a driveway. Mr. Kerr stated actually it depends on how it was originally designed, adding they may not even get half. Mr. Kerr stated in the other vacation request at Milton St. to the east/west alley, there is a garage facing the alley and it does provide use for that garage. He stated he would recommend favorably therefore, if there is a cross access agreement between the parties. Ms. Maradik stated that Community Investment does not approve even with a cross access agreement, noting the criteria for a vacation requires no blocking of access. She added Community Investment does not recommend approval nor does it agree to a cross access agreement. Mr. Relos stated does each AGENDA REVIEW SESSION MAY 19, 2016 182 house need to have a cross access agreement, noting there are a lot of properties on this alley. Ms. Maradik stated vacating alleys restricts access to people's properties and Community Investment does not think it is a good idea. - Traffic Control Devices — New Installation of Speed Limit 40 mph Mr. Kerr stated when a study was done, it was found that approximately 85% of traffic drives 45 to 47 mph on Ironwood Rd. between Ireland and Dragoon frail, even though the speed limit is only 30 mph. He stated they looked at the geometries and did a speed study and feel it meets the criteria for raising the limit. Mr. Relos questioned why stop at Ridgedale Road. Mr. Kerr stated this is where the hill starts and the intersection to the north could be problematic with higher speeds, adding it already has a lot of rear end collisions. No other business came before the Board. The meeting adjourned at 11:29 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President avi losr Elizabeth A. Maradik, Member Therese Dor� er ZFST: Jam A. MueM. Martin, Cler REGULAR MEETING MAY 24.2016 The Regular Meeting of the Board of Public Works was convened. at 9a4 a.m. on May 24, 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 Board Attorney Michael Schmidt. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of a request to rescind the award of the Lawn Care Services bid and award to the second lowest responsive and responsible bidder. 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 May 5, May 10, and May 17, 2016, were approved. OPENING OF BIDS — FIVE THOUSAND 5000 MORE OR LESS UNIVERSAL/NESTABLE REFUSE CONTAINERS SPEC X SOLID WASTE CAPITAL LEAS 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: SCHAEFER SYSTEMS INTERNATIONAL INC. 10021 Westlake Drive Charlotte, NC 28273