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Home My WebLink About06232016 Agenda Review SessionAGENDA REVIEW SESSION JUNE 23.2016 211 The Agenda Review Session of the Board of Public Works was convened at 10:34 a.m. on June 23, 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 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. Mr. Gilot introduced his Engineering intem students to the Boardand stated he asked them to come to observe the meeting. OPENING OF BIDS — MARRIOTT HOTEL SITE DEVELOPMENT AT HALL OF FAME PHASE 1 — PROJECT NO. 116-021(RWDA Tim 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: RIETH-RILEY CONSTRUCTION CO. INC. 25200 State Road 23 South Bend, IN 46614 Bid was signed by: John A. Yadon 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: $897,806.32 MAJORITY BUILDERS, INC. 62900 US 31 South South Bend, IN 46614 Bid was signed by: Rick Slagle 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: $727,805.93 Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the above bids were referred to Community Investment and Engineering for review and recommendation. AWARD PROPOSAL —.LAWN MAINTENANCE AND MFNTORSHIP PROGRAM (EDIT) Mr. Dave Relos, Community Investment, advised the Board that on May 24, 2016, a single proposal was received and opened for the above referenced project. After review and scoring, Mr. Relos, on behalf of the review team, recommended that the Board award the contract to the only responsive and responsible proposal submitted by Greater Impact Lawn Care, 615 Cushing St., South Bend, Indiana, in the amount of $30.00 per lawn, not to exceed $20,000.00. Mr. Relos added the award is subject to the company's full compliance with the State of Indiana's Child Labor Laws. 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. Board members discussed the following item(s) from the agenda. - Maintenance Agreement Renewal — IBM Mr. Dan O'Connor, Information Technologies, stated this maintenance is for Maximo CMMS equipment, heavily utilized by the utilities. He noted they have the system, this support is imperative. He stated the current maintenance expires at the end of the month, so they need to AGENDA REVIEW SESSION JUNE 23, 2016 212 get it renewed. Mr. O'Connor noted historically the Board approves a one year renewal on all contracts. He stated IBM has an option for a three (3) year agreement he would like to have the Board consider to avoid yearly increases. He requested the Board entertain this idea in 2017, not this year. He stated it would save up to $6,000 to $10,000 over the period. Mr. Gilot noted they aren't going to change to another service for $200,000 in equipment, adding to reprogram this equipment would be a huge undertaking, IIe agreed in this case, it makes sense. Ms. Dorau asked how often the scope is reviewed. Mr. O'Connor stated when it's up for renewal it is reviewed and any new or obsolete equipment is added or removed at that time. He noted they now have a cloud based solution that he would like to analyze and possibly switch to. Mr. Gilot stated years _ ago they looked at being proactive versus reactive and found it saves so much money to be proactive on this equipment. Mr. Relos asked if there was any problem with funding for three years. Attorney Michael Schmidt stated they'll do an analysis on how to lock up the funding. Mr. O'Connor added they won't do any more than three (3) years. Mr. George King, Purchasing, noted they need to check with finance on whether State Board of Accounts will authorize pre- payment, adding they historically don't. Mr. Gilot stated rather than pre -paying, he would prefer they lock -in to three (3) years, subject to funding, and allocate the funds each year. - Bid Award — 2016 Janitorial Supplies Ms. Toni Laisure, Central Services, stated nine (9) vendors bid on these supplies and eight (9) won some portion. Mr. Gilot asked if she knew the MBE/WBE impact. Mr. George King, Purchasing, stated he could tell the Board that HP, Kabelin, and Sanco are all women owned businesses. He added as the purchase orders are cut, that Minority Business information will be captured. Ms. Laisure noted that thirty-seven (37) items went to local vendors, which is about 30% of the bid. Mr. King informed the Board that it's been three (3) years since the city pulled away from the joint bid with the county and the feedback he is receiving is that the vendors aren't bidding on the county bid because they won't do a divisible bid. — Opening of Quotes —North Station Filtration Plant Stainless Steel Pipe Replacement Mr. Ed Herman, Water Works, introduced Mr. Matt Bussell, a new employee for Water Works. Mr. Bussell stated the person formerly in his position started replacing the stainless steel piping several years ago, and he is continuing that process due to weld failures in the pipes. He noted he went through the informal quoting process and all the quotes were above $25,000, so he is doing this through formal quotes now. - Change Orders — One -Way to Two -Way Conversion Mr. Corbitt Kerr, Engineering, stated these two change orders are for numerous changes including the type of paint and street material. He noted there was a 5% bonus for the QCQA material if the contractor performed well, and that was ]ell out of the specifications. Mr. Gilot explained that the difference in the QCQA and the recycled asphalt product (RAP) material is one is smoother, and the other one holds tip better. Mr. Kerr explained the State wants their roads with the QCQA surface material with the bonus included. He stated they asked the State to switch to the RAP but INDOT did not want to switch, so they will be using two different types of materials for state streets and city streets. He noted the City will have the more durable RAP material with no bonus. — Change Order and Project Completion Affidavit — Bus Shelter Installation Mr. Gilot questioned if this was for one (1) bus shelter. Mr. Kerr stated this is for five (5) shelters. No other business came before the Board. Upon a motion by Mr. Rclos, seconded by Ms. Maradik and carried, the meeting adjourned at 11:13 a.m. BOARD OF PUBLIC•WORKS G�� Gary A. ot, President avt ember Elizabeth A. Maradik, Member Therese or,,, e AGENDA REVIEW SESSION JUNE 23, 2016 213 ATTEST: me a M. Martin, Clerk Jame 'A. Mueller, Member REGULAR MEETING JUNE 28, 2016 The Regular Meeting of the Board of Public Works was convened at 9:32 a.m. on June 28, 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. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of an application for a non-residential block party. 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 Meetings of the Board held on .tune 9, June 14, and June 21, 2016 were approved. OPENING OF BIDS — CENTURY CENTER SERVICE COURT IMPROVEMENTS — PROJECT NO 116-006 (HOTEL/MOTEL TAX) 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: HOLLADAY CONSTRUCTION 227 South Main Street Suite 200 South Bend, IN 46601 Bid was signed by: AI Lusk, Sr 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. BID: $167,460.00 ZIOLKOWSKI CONSTRUCTION INC. 4050 Ralph Jones Dr. South Bend, TN 46628 Bid was signed by: Bill Favors 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. BID: $194,430.00 Upon a motion made by Ms. Maradik; seconded by Mr. Relos and carried, the above bids were referred to Engineering for review and recommendation. OPENING OF BIDS — CENTURY CENTER CEO SUITES SUITE 17 REMODEL — PROJECT NO 116-010 (HOTEL/MOTEL TAXI 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-