Board of Works

BOARD OF PUBLIC WORKS AND SAFETY MINUTES March 26, 2013 Regular Session: The Board of Public Works and Safety met in regular session on Tuesday, March 26, 2013 at 9:00 a.m. in the Common Council Chambers. Members present were: Gary Henriott, Cindy Murray, Norm Childress and Ron Shriner Ed Chosnek, City Attorney, was also present. President Henriott called the meeting to order. The Pledge of Allegiance was given to the flag of our Country. MINUTES Mrs. Murray moved for approval of the minutes from the March 19, 2013 regular meeting. Mr. Shriner seconded. Passed. NEW BUSINESS Engineering Recommendation for Award- All Structure Demolition located at 613 S. 15th Street, 1329 Central Street and 633 Oregon Street Jenny Leshney, Public Works Director, presented to the Board and recommended approval of a Recommendation for Award. Mrs. Leshney stated that she was contacted by IDEM letting her know that if the city bid more than one structure in a bid package then it becomes an urban renewal project and the rules are different for advertising, asbestos and reporting. Therefore with this bid package we can only award demolition to one of the structures. After speaking with the building inspector his recommendation is to award 633 Oregon Street. The bidders had bid the same price for that structure so Mrs. Leshney used the Responsible Bidders Ordinance to determine who to award the bid. The ordinance states “When two or more responsible bidders submit the same low bid, the contract shall be granted to the bidder whose headquarters are geographically closest to the City of Lafayette's corporation boundary; but if both low bidders are headquartered within the city of Lafayette's corporation boundary, then the winning bid shall be determined by drawing lots in public at a meeting of the awarding agency”. Therefore the bid for 633 Oregon Street will be awarded to American Enterprises in the amount of $10,000.00. Mrs. Leshney stated that the other two structures will be bid out separately at a different time. Mr. Shriner moved for approval. Mr. Childress seconded. Passed. Contract with KJG Architecture Inc. for Plan Review, Code Compliance, & Structural Inspections Mrs. Leshney presented to the Board and recommended approval of a Contract with KJG Architecture Inc. for Plan Review, Code Compliance, & Structural Inspections. Mrs. Leshney stated that for several years the city has been working with KJG as a consultant for the structural and code issues at no cost to the city. With the increased need for these types of services, Mrs. Leshney stated that this contract would allow KJG to receive compensation for their work and to continue to have that professional assessment when needed. Jovon Rayl, KJG Architecture Representative, stated that the services that they will provide Board of Public Works and Safety March 26, 2013 Page 2 include structural inspections and code analysis services. Mrs. Murray moved for approval. Mr. Childress seconded. Passed. Contract with TBird Design for Union Street Resurfacing and Curb Replacement Mrs. Leshney presented to the Board and recommended approval of a Contract with TBird Design for Union Street Resurfacing and Curb Replacement in the amount not to exceed $67,000.00. This project was on the 2011 Paving List but with the addition of unforeseen work and decreased funding, this project was put on hold. The contract with TBird is for drainage design, curbs and ramps. Tim Balensiefer, TBird Design President, stated this project is 1.5 miles of roadway reconstruction on Union Street that starts at the Harrison Street Bridge and continues all the way to Erie Street. The funds for this project will come from Wheel Tax. Construction for this project will start this summer and completed this year. Mr. Childress moved for approval. Mr. Shriner seconded. Passed. Acceptance for Maintenance-Brittany Chase Planned Development Phase 3 Bob Foley, Engineering, presented to the Board and recommended approval of an Acceptance for Maintenance for Brittany Chase Planned Development Phase 3. The testing and inspections are complete and the as-builts are reviewed and approved. The 3-year maintenance bond has been submitted in the amount of $46,050.60. Mr. Shriner moved for approval. Mrs. Murray seconded. Passed. Contract-Veteran’s Memorial Parkway, Phase 2 Mrs. Leshney presented to the Board and recommended approval of a Contract for the Veteran’s Memorial Parkway Phase 2 with Milestone Contractors in the amount of $2,993,316.96. Mr. Childress moved for approval. Mr. Shriner seconded. Passed. Notice to Proceed- Veteran’s Memorial Parkway, Phase 2 Mrs. Leshney presented to the Board and recommended approval of a Notice to Proceed for the Veteran’s Memorial Parkway Phase 2 starting April 1, 2013 with a completion date on or before November 15, 2013. Mrs. Murray moved for approval. Mr. Childress seconded. Passed. Upper Berlowitz Master Plan/Professional Services Proposal Mrs. Leshney presented to the Board and recommended approval of the Upper Berolwitz Master Plan/Professional Services Proposal with Christopher Burke Engineering in the amount not to exceed $109,100.00. This is the area bounded by McCarty Lane and Veteran’s Memorial Parkway with IU Health Arnett Hospital to the west. The contract will be to develop the master plan in conjunction with the land owners for water, sewer, roads and drainage. Dave Eichelberger, Christopher Burke Engineering Representative, stated that the City of Lafayette and Tippecanoe County would like Christopher Burke Engineering to complete a master plan for the watershed that would include preliminary design of the fourth Berlowitz watershed regional detention pond in a manner that is consistent with the original overall watershed master plan goals, preliminary design of regional stormwater collection systems to convey stormwater runoff from the watershed to the regional detention facility, master planning of roads, water lines, storm sewers and sanitary sewers in the Upper Berlowitz watershed, and preliminary opinions of probable construction cost. Mayor Roswarski stated that this is an important development piece for the City of Lafayette with the new annexation as the city continues with the developments in that area. The Board of Public Works and Safety March 26, 2013 Page 3 Mayor is excited to have Christopher Burke Engineering started on this project. Mr. Shriner moved for approval. Mr. Childress seconded. Passed. Information Technology New World Systems Contract Andy Milam, IT Director, presented to the Board and recommended approval of a Contract with New World Systems. Mr. Milam stated that this is a 3 year contract from April 1, 2013 through March 31, 2016 in the amount of $303,630.00 for all 3 years. Mr. Childress moved for approval. Mr. Shriner seconded. Passed. Community Development Release of Mortgage-220 Ellsworth, Lafayette In Aimee Jacobsen, Community Development Director, presented to the Board and recommended approval of a Release of Mortgage for 220 Ellsworth, Lafayette Indiana for Carolyn McClimans. Mrs. Murray moved for approval. Mr. Shriner seconded. Passed. Release of Covenant for Deed Restrictions-600-602 ½ Jefferson Street, Lafayette In Mrs. Jacobsen presented to the Board and recommended approval of a Release of Covenant for Deed Restrictions for 600-602 ½ Jefferson Street, Lafayette Indiana for Orive Landa and Fabiola Cervantes. Mr. Shriner moved for approval. Mrs. Murray seconded. Passed. Release of Mortgage-600-602 ½ Jefferson Street, Lafayette In Mrs. Jacobsen presented to the Board and recommended approval of a Release of Mortgage for 600-602 ½ Jefferson Street, Lafayette Indiana for Orive Landa and Fabiola Cervantes. Mrs. Murray moved for approval. Mr. Shriner seconded. Passed. CLAIMS Paula King, Controller’s Office, presented for Board approval, Claims in the amount of $3,158,918.58. President Henriott asked if there were any more questions other than the ones that were asked and answered in caucus, there were none. Mr. Childress moved for approval. Mrs. Murray seconded. Passed. MISCELLANEOUS Event Street Closure Request-Farmer’s Markets/Mini Markets President Henriott presented to the Board and recommended approval of an Event Street Closure Request for the Farmer’s Market/Mini Markets to be held on March 30, April 20, November 17, November 23 and December 17, 2013. Mr. Shriner moved for approval. Mrs. Murray seconded. Passed. Board of Public Works and Safety March 26, 2013 Page 4 Information Technology Announcement Mr. Milam announced that Patty Payne of the Information Technology Department is celebrating her 20th year of employment with the City of Lafayette on March 29, 2013. Mr. Milam gave Mrs. Payne a plaque for her service and stated that he has worked with her for many years. She is extremely personable, an asset to the IT department and pleasant to be around. Mayor Roswarski stated that Mrs. Payne is a valuable member of the team and thanked her for her service and commitment. Time: 9:27 a.m. BOARD OF PUBLIC WORKS AND SAFETY Gary Henriott s/s President ATTEST: Mindy Miller s/s Mindy Miller, 1st Deputy Clerk Minutes written by Mindy Miller, 1st Deputy Clerk Board of Public Works and Safety March 26, 2013 Page 5 *A digital audio recording of this meeting is available in the Lafayette City Clerk’s Office.