Board of Works

BOARD OF PUBLIC WORKS AND SAFETY MINUTES September 3, 2013 Regular Session: The Board of Public Works and Safety met in regular session on Tuesday, September 3, 2013 at 9:00 a.m. in the Common Council Chambers. Members present were: Gary Henriott, Cindy Murray, Norm Childress, Ron Shriner and Dawn Ross. 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 Mr. Childress moved for approval of the minutes from the August 27, 2013 regular meeting. Mr. Shriner seconded. Passed. BID UNDER ADVISEMENT Enterprise Resource Planning System President Henriott stated that this item will remain under advisement. OLD BUSINESS Contract Extension with Jason Tennenhouse for MatchBOX LLC (Tabled 8/27/2013) Dennis Carson, Economic Development Director, presented to the Board and recommended approval of a Contract Extension with Jason Tennenhouse for MatchBOX LLC. The contract extension is for an extension of time from September 2013 through December 2013 with an additional $31,500.00 for a total contract amount not-to-exceed in the amount of $77,000.00. Mr. Shriner moved for approval. Mrs. Murray seconded. Passed. NEW BUSINESS Engineering Recommendation for Award-Union Street Drainage Project Jenny Leshney, Public Works Director, presented to the Board and recommended approval of a Recommendation for Award for the Union Street Drainage Project with the apparent low bidder Atlas Excavating in the amount of $830,218.20. Mrs. Ross moved for approval. Mr. Childress seconded. Passed. Board of Public Works and Safety September 3, 2013 Page 2 Contract- Union Street Drainage Project Mrs. Leshney presented to the Board and recommended approval of a Contract for the Union Street Drainage Project with the apparent low bidder Atlas Excavating in the amount of $830,218.20. Mr. Childress moved for approval. Mrs. Murray seconded. Passed. Notice to Proceed- Union Street Drainage Project Mrs. Leshney presented to the Board and recommended approval of a Notice to Proceed for the Union Street Drainage Project. The work on this project will begin today with a final completion date of November 30, 2013. Mr. Childress moved for approval. Mrs. Ross seconded. Passed. Recommendation for Award-Twyckenham Blvd & Poland Hill Road Roundabout Mrs. Leshney presented to the Board and recommended approval of a Recommendation for Award for the Twyckenham Blvd & Poland Hill Road Roundabout with the apparent low bidder Milestone Contractors for Base Bid #2 in the amount of $1,416,702.50. Base Bid #2 includes the trail between Poland Hill and old 231 along with street lights, cameras and associated improvements. Mr. Shriner moved for approval. Mrs. Murray seconded. Passed. Contract- Twyckenham Blvd & Poland Hill Road Roundabout Mrs. Leshney presented to the Board and recommended approval of a Contract for the Twyckenham Blvd & Poland Hill Road Roundabout with Milestone Contractors for Base Bid #2 in the amount of $1,416,702.50. Mr. Childress moved for approval. Mrs. Ross seconded. Passed. Notice to Proceed- Twyckenham Blvd & Poland Hill Road Roundabout Mrs. Leshney presented to the Board and recommended approval of a Notice to Proceed for the Twyckenham Blvd & Poland Hill Road Roundabout. The work on this project will begin today with substantial completion on November 15, 2013. Mrs. Murray moved for approval. Mr. Shriner seconded. Passed. Change Order #1-2013 Installation of Pavement Markings Fred Koning, Traffic Improvement, presented to the Board and recommended approval of Change Order #1 for the 2013 Installation of Pavement Markings in the amount of $11,533.00. The change order includes additional markings that were missed in the bid documents. Mr. Childress moved for approval. Mr. Shriner seconded. Passed. LPA Contract with INDOT for the John T. Myers & Riehle Plaza Pedestrian Bridge Beth Fizel, Engineering, presented to the Board and recommended approval of the LPA Contract with INDOT for the John T. Myers & Riehle Plaza Pedestrian Bridge. The contract is for 80% of the construction cost of the estimated construction cost and the project is scheduled to be bid through INDOT in January 2014. Mrs. Ross moved for approval. Mr. Childress seconded. Passed. Board of Public Works and Safety September 3, 2013 Page 3 Community Development CDBG Agreement between the City of Lafayette and Food Finders Food Bank Inc. for Food Distribution to Low Income Residents of Lafayette 2013 Jennie Peterson, Community Development, presented to the Board and recommended approval of a CDBG Agreement between the City of Lafayette and Food Finders Food Bank Inc. for Food Distribution to Low Income Residents of Lafayette 2013. The contract is in the amount of $7,240.00. Mrs. Murray moved for approval. Mrs. Ross seconded. Passed. CLAIMS Mike Jones, Controller, presented for Board approval, Claims in the amount of $665,046.52. President Henriott asked if there were any further questions other than the ones that were asked and answered in caucus, there were none. Mr. Childress moved for approval. Mrs. Ross seconded. Passed. MISCELLANEOUS Proclamation-Youth Soccer Month The Mayor read the following proclamation: Youth Soccer Month Whereas Collectively, our nation strives to encourage greatness and achievement in our young people; Whereas Interest and participation in the sport of soccer are at their highest point ever among our nation’s youth; Whereas Many of the children in our community participate in local soccer leagues; Whereas Soccer provides an outlet from indoor distractions in order to promote exercise which leads to a healthy lifestyle; Whereas Youth Soccer Month is celebrated in the month of September to help bring attention to the sport of soccer and to encourage and promote physical fitness; Whereas Youth Soccer Month sets children on the path to success by helping them make smart, healthy decisions to avoid childhood obesity and other illnesses; Whereas Youth Soccer Month seeks to encourage the values of physical fitness, sportsmanship, family and friendship; Whereas The messages of Youth Soccer Month communicate the importance of physical activity/fitness and exercise and their link to good health. Whereas, I, Tony Roswarski, Mayor of the City of Lafayette, Indiana do proclaim September as Youth Soccer Month in Lafayette, and recognize September 22, 2013 as Greater Lafayette Recreational Soccer Association Day in our community. Jim Bollock, GLRSA Representative, announced that the soccer season started last week with 1,600 kids participating encompassing 153 teams with ages from 5-14 years old. Mr. Bollock appreciates the support that the program has received from the Parks Department and Mayor Roswarski. Board of Public Works and Safety September 3, 2013 Page 4 ANNOUNCMENTS Brad Talley, Water Pollution Control Superintendent, announced the Paint the Rain for the Wabash auction gala that will be taking place on September 20, 2013 at 7:00pm at Sylvia’s Columbia Ball Room. The funds raised will go to benefit community rain gardens, native planting and the Vinton School rain garden. Mr. Talley invited the Board members and the public to the event. Time: 9:17 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 *A digital audio recording of this meeting is available in the Lafayette City Clerk’s Office. Board of Public Works and Safety September 3, 2013 Page 5