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HomeMy WebLinkAbout06092016 Agenda Review SessionAGENDA REVIEW SESSION JUNE 9, 2016 194 The Agenda Review Session of the Board of Public Works was convened at 10:35 a.m. on June 9, 2016, by Board President Gary A. Gilot; with Board Members David Relos, Elizabeth Maradik, and Therese Donau present. Board Member James Mueller was absent. 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. Board members discussed the following item(s) from the agenda. - New Installation— Do Not Enter (2); One Way (4) Ms. Pam Claeys, 1106 Belleville, stated she is representing the River Park neighbors and businesses who have been complaining for a long time about traffic and flooding in these alleys in the 1500 and 1600 blocks of Mishawaka Avenue. She noted the City has done several things to address the issue, but cars continue to use the alleys to avoid the stop lights; and speed through. She noted there is a special needs child living along the alley and it's very dangerous. Ms. Claeys stated the City resurfaced the alley, but it hasn't helped because cars drove on it creating uneven pavement. She stated a group of residents met with city officials and determined if the alleys were made one-way cars wouldn't use them for a short-cut. Ms. Sarah Poissor-Osico stated she put in a request for residential parking on her block and wondered why it hadn't been done. Mr. Gilot noted the City can't do that by its discretion, adding it's regulated by ordinance and the City is required to perform a traffic study. He stated she may have to wait until school is in session to follow the Ordinance. Mr. Roger Nawrot, Engineering, stated he went out and looked at the area and there were no cars so he canceled the study. He stated they will do it in August when school is back in session. Mr. Gilot stated they will wait until August to do the study or it will fail because of lack of cars. Award Bid— Four -Wheel Drive Pick -Up Trucks Mr. Jeff Hudak, Central Services, stated he is asking to extend the previous bid award at the base price for two units for the Park Department. Ms. Dorau questioned if these included CNG. Mr. Hudak stated it does not because the Park Department has limited funds. Mr. Gilot and Ms. Dorau stated it would be good to find the money for the alternate fuel noting in the long ran, it would be a cost saver. Mr. Gilot added they should be consistent with the City's policy to buy CNG. He suggested working with the controller to see if they could find the funds. Mr. Hudak stated he would look into it further. - Award Bid — Police Patrol Vehicles Mr. Hudak stated he is requesting approval of the purchase of twenty-seven (27) Police vehicles with Alternate A, and twelve (12) with no alternates. He stated Alternate A is a uniform police car package. - Award Bid — Universal/Nestable Refuse Containers Mr. Gilot noted this cost is very low and questioned if this is the cost for 5,000. Mr. Hudak explained the bid was for 5,000, more or less, but the budget is limited to not to exceed $150,000 so they won't be able to purchase 5,000. Extend Professional Services Agreement— Kristopher Priemer Mr. Dan O'Connor, Information Technologies, stated this is a request to extend the original agreement approved back in December. He noted the work was not completed because Mr. Priemer thought he would have other city resources available to him, but a lot of that work tell on him and delayed his completing the project. - Award Quotation —Line Stops for Olive/Sample Valve Replacement Mr. Ed Herman, Water Works, stated there was a big disparity in the bid amounts. He talked to the contractors and found the bidder with an extremely high bid was concerned about excessive costs for hiring a sub -contractor for concrete work. Mr. Herman stated the award is to Culy Contracting, a company that recently worked as a subcontractor for Rieth Riley. - Response to Offer of Resolution Mr. Jacob Klosinski, Environmental Services, stated he is requesting the Board's direction after a counteroffer was made to Grand River Construction on the Wastewater Treatment Plant Digester No. 2 Upgrade and Cleaning project. He noted Grand River has accepted all the terms of the City's original counter-offer, except the $100,000 back -charge. He stated they have asked to reduce it to $50,000 and extend the completion date to ,Tune 30. He informed the Board the division of Environmental. Services thinks these are both reasonable requests. Mr. Gilot agreed stating he thought it would be a good resolution. Mr. Klosinski asked if the letter needs to come from the Board. Attorney Michael Schmidt stated the letter was sent to you so you can respond and copy the Board for their files. Mr. Klosinski stated he would issue the letter along with a final completion affidavit for the Board. AGENDA REVIEW SFSSION JUNE 9, 2016 195 - Award Proposal — Fremont Park Splash Pad Attorney Michael Schmidt informed the Board that this item is going to be tabled and withdrawn due to a legal error. He explained they contemplated a Request for Proposals for this one, but missed that this is a public works project with improvements to City land. Ile stated they will be working to get this bid. Mr. Relos asked if they wanted to change this to a request to advertise to get the process going. Mr. Schmidt stated he would let them know before Tuesday. - Change Orders — One -Way to Two -Way Conversion, Divisions A and B MT. Roger Nawrot, Engineering, stated these are both changes in a material from one type in the INDOT specifications to another. He informed the Board that if the City had maintained the current one, there would have been a bonus in it that hadn't been accounted for and would have created an increase in the cost. He noted the materials are equal in quality; everybody is fine with the change; and it should save the City some money. - Amendment to Agreement— CHA Consulting, Tne. Mr. Nawrot stated this is to move money from one phase that wasn't used, to another phase for the East Bank Phase 5 Storm Sewer Separation project. - Professional Services Agreement — University of Notre Dame on Behalf of Notre Dame Clinical Law Center Attorney Schmidt stated this agreement provides for the legal aid clinic at Notre Dame to cover the cost of recording fees and minimal transaction costs on tax sale property acquisitions for qualified applicants. He noted it doesn't cover title insurance - Resolution No. 29-2016 —'Transfer of City Property to the Redevelopment Commission Mr. Relos stated this is for the transfer of Newman Center to the Redevelopment Commission. He noted it is a developable property. Real Property Transfer Agreement — Northeast Neighborhood Revitalization Organization Ms. Maradik stated this is for the transfer of the old fire station where the food pantry is now, to the NNRO for continued use. She noted the City has no use for it any longer. - Memorandums of Understanding — University of Notre Dame and I&M Electric Company Attorney Schmidt stated both of these are waiting approval by the respective vendors. He stated _ the I&M agreement is for the Smart Streets project for burying utilities and forces I&M to have an on -call person and to work with Rieth-Riley Construction to coordinate the work so there is no hold-up. He added there is a potential for money to be paid to the city, but no guarantee. Mr. Schmidt stated the MOU with Notre Dame is for ongoing discussions on how to transfer the FERC exemption for the hydroelectricity from the City to Notre Dame. He noted there are little specifics in the MOU, adding it is more like a letter of intent. He stated they will work on a ground lease with the specifics and this is more of an agreement of how to do the transfer. Mr. Schmidt stated the Notre Dame's legal department agreed upon the terms in principal, he is just waiting to hear back for the final document. He noted either of these MOU's could be tabled if not ready by Tuesday. Mr. Gilot noted there are a couple of agreements with Notre Dame on the agenda and asked if he should recuse himself as an employee of Notre Dame. Mr. Schmidt stated he only would have concerns about the hydro -electric agreement. No other business came before the Board. Upon a motion by Mr. Relos, seconded by Ms. Doran and carried, the meeting adjourned at 11:34 a.m. BOARD OF PUBLIC WORKS Gary A. Gi(�ot,®President t �12 s.r David P. Relos, MeL Eliza eth A. Maradik, Member v �V C Therese Doran, Me er Jam A. Mueller, Member AGENDA REVIEW SESSION JUNE 9, 2016 196 ATTEST: Lmda M. Martin, Clerk REGULAR MEETING JUNE 14, 2016 The Regular Meeting of the Board of Public Works was convened at 9:35 a.m. on June 14, 2016, by Board President Gary A. Gilot, with Board Members David Relos, Elizabeth Maradik, James Mueller, and Therese Dorm present. Also present was Board Attorney Michael Schmidt. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Review Meeting of the Board held on May 19, May 24, May 31, and Jane 7, 2016, were approved. OPENING AND AWARD OF BIDS — LAFAYETTE FALLS SUBDIVISION PAVEMENT — PR07ECT NO 115-086 (LRSA) 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: WALSH & KELLY INC 24358 State Road 23 South Bend, IN 46614 Bid was signed by: Dustin Hilary 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. Item No Description Quantity Unit Unit Price Total Amount 1 HMA Surface, Type B,1-inch 1,317 TON $105.00 $138,285.00 2 Milling 1430 SYS $5.00 $7,150.00 3 Adjust Structures to Grade 44 EA $1,000.00 $44,000.00 4 Adjust Water Valves to Grade 2 EA $300.00 $600.00 5 Furnish &Install 6-inch Water Valve 2 EA 1 $1,500.00 1 53,000.00 BASE BID TOTAL $193,035.00 Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the above bid was referred to Engineering for review and recommendation. After reviewing those bids, Mr. Roger Nawrot, Engineering, recommended that the Board award the contract to the sole responsive and responsible bidder Walsh & Kelly, Inc., 24358 St. Rd. 23, South Bend, Indiana 46614, in unit prices, not to exceed the amount of $193,035, Therefore, Mr. Relos made a motion that the recommendation be accepted and the bid be awarded and the contract approved as outlined above. Ms. Maradik seconded the motion, which carried. OPENING OF BIDS — IN TEK <& I/N KOTE SANITARY SEWER CHEMICAL STORAGE AND FEED FACILITIES — PROJECT NO 114-051 (UTILITIES WASTEWATER) 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: