Board of Works

BOARD OF PUBLIC WORKS AND SAFETY MINUTES June 10, 2014 Regular Session: The Board of Public Works and Safety met in regular session on Tuesday, June 10, 2014 at 9:00 a.m. in the Common Council Chambers. Members present were: Gary Henriott, Cindy Murray, Norm Childress, Ron Shriner and Dawn Ross. Jacque Chosnek, 1st Deputy 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 June 3, 2014 regular meeting. Mrs. Ross seconded. Passed. BID OPENING Overlay of Sagamore Parkway from McCarty Lane to 900’ north of South Street This being the time set to open bids for the Overlay of Sagamore Parkway from McCarty Lane to 900’ north of South Street, the following bids were received and opened: Rieth-Riley Construction Lafayette, Indiana Base Bid: $182,663.24 Alternate #1: $132,746.15 Alternate #2: $296,108.03 Alternate #3: $112,831.29 Milestone Contractors Lafayette, Indiana Base Bid: $180,810.28 Alternate #1: $157,651.67 Alternate #2: $317,734.83 Alternate #3: $157,151.52 Mr. Shriner moved to take the bids under advisement for further review. Mrs. Ross seconded. Passed. Board of Public Works and Safety June 10, 2014 Page 2 All Structure Demolition for 507 S. 1st Street, 1329 Central Street and 63 Rostone Circle This being the time set to open bids for the All Structure Demolition for 507 S. 1st Street, 1329 Central Street and 63 Rostone Circle, the following bids were received and opened: Yardberry Landscape Anderson, Indiana 507 S. 1st Street: $7,000.00 1329 Central Street: $12,000.00 63 Rostone Circle: $10,000.00 Base Bid: $29,000.00 (total of all three structures) Mrs. Murray moved to take the bids under advisement for further review. Mr. Shriner seconded. Passed. Quote Opening for South Tipp Park Concrete Project This being the time set to open quotes for the South Tipp Park Concrete Project, the following quotes were received and opened: Milestone Contractors Lafayette, Indiana Base Bid: $109,635.00 Hamilton Creative Concrete Lafayette, Indiana Base Bid: $113,855.00 Wilhelm Construction Indianapolis, Indiana Base Bid: $207,321.00 Mrs. Ross moved to take the quotes under advisement for further review. Mr. Childress seconded. Passed. NEW BUSINESS Engineering Recommendation for Award- Proposed Development Site: Soil Stockpile Removal Jenny Leshney, Public Works Director, presented to the Board and recommended approval of a Recommendation for Award for the Proposed Development Site Soil Stockpile Removal with HIS Constructors in the amount of $1,523,899.00. Mr. Shriner moved for approval. Mr. Childress seconded. Passed. Board of Public Works and Safety June 10, 2014 Page 3 Contract- Proposed Development Site: Soil Stockpile Removal Mrs. Leshney presented to the Board and recommended approval of a Contract for the Proposed Development Site Soil Stockpile Removal with HIS Constructors in the amount of $1,523,899.00. Mr. Childress moved for approval. Mrs. Murray seconded. Passed. Notice to Proceed- Proposed Development Site: Soil Stockpile Removal Mrs. Leshney presented to the Board and recommended approval of a Notice to Proceed for the Proposed Development Site Soil Stockpile Removal. Mr. Childress moved for approval. Mrs. Ross seconded. Passed. Permission to Encroach within the City Right of Way Mrs. Leshney presented to the Board and recommended approval of Permission to Encroach within the City Right of Way with Virtuous Cycle to place three (3) bike racks within the public right-of-way between the curb and sidewalk in front of their shop. This is just to encroach; the actual construction will be done under a Right-of-Way Permit through the Engineering Office. Mrs. Ross moved for approval. Mr. Childress seconded. Passed. Change Order #3-Union Street Resurfacing Project Mrs. Leshney presented to the Board and recommended approval for Change Order #3 for Union Street Resurfacing Project in the amount of $2,329.44 for sod repair due to the winter conditions. Mrs. Murray moved for approval. Mr. Childress seconded. Passed. Certificate of Completion, Final Waiver of Lien and Guarantee-Union Street Resurfacing Project Mrs. Leshney presented to the Board and recommended approval of a Certificate of Completion, Final Waiver of Lien and Guarantee for the Union Street Resurfacing Project. Mr. Shriner moved for approval. Mrs. Ross seconded. Passed. Purchasing Declaration of Surplus Property-Police Department Rick Morrissey, Purchasing Manager, presented to the Board and recommended a Declaration of Surplus Property for the Police Department. The surplus items include the following: 18 Each - Model GUH27USB 2.0 Port Hubs. Mr. Morrissey stated that the items will be sold at propertyroom.com. Mr. Childress moved for approval. Mrs. Murray seconded. Passed. CLAIMS Mike Jones, Controller, presented for Board approval, Claims in the amount of $833,769.76. President Henriott asked if there were any further questions and there were none. Mr. Childress moved for approval. Mrs. Murray seconded. Passed. Board of Public Works and Safety June 10, 2014 Page 4 MISCELLANEOUS Event Street Closure Request-Window Replacement at 420 Main Street President Henriott presented to the Board and recommended approval of an Event Street Closure Request for Window Replacement at 420 Main Street to be held on June 11-12, 2014 from 8:00am-5:00pm. Mrs. Ross moved for approval. Mr. Shriner seconded. Passed. Event Street Closure Request-Stars and Stripes 4th of July President Henriott presented to the Board and recommended approval of an Event Street Closure Request for Stars and Stripes 4th of July to be held on July 4th, 2014 from 12:00noon until 12:00midnight. Mr. Childress moved for approval. Mrs. Murray seconded. Passed. Event Street Closure Request-Children’s Box Parade President Henriott presented to the Board and recommended approval of an Event Street Closure Request for the Children’s Box Parade to be held on June 28, 2014 from 10:00am-12:00noon on 9th Street between Hitt and South Streets. Mrs. Murray moved for approval. Mr. Shriner seconded. Passed. DEPARTMENTAL UPDATE Purchasing Rick Morrissey, Purchasing Manager, gave the following update: Purchase Order Comparison 2013 2014 Q1 455 548 Q2 692 478 as of 6/5/14 Q3 633 Q4 485 EDF Energy Services In September 2013, the City of Lafayette contracted with a new marketer for natural gas supply for all city-owned metered properties. In the past, our marketer was Energy USA and they served notice that they would be exiting this market with their services. During the life of this contract, we were only allowed to purchase natural gas supply for City Hall. When we contracted with EDF Energy Services, Vectren allowed us to contract all metered locations, saving us over $77,000.00 in the 1st year on a total of 48 accounts. We hedged our fuel cost out to the calendar year 2015. Joint Purchasing Board The JPB is operating smoothly in conjunction with Tippecanoe County. Historically we have continued to participate in the State bid for road salt and in 2013, received the lowest price per ton at $56.10 compared to $74.35 in 2011 & 2012 and $64.30 in 2010. We have combined our purchasing forces the past few years and have included the City of West Lafayette, the Town of Battle Ground and the Town of Shadeland. Board of Public Works and Safety June 10, 2014 Page 5 The other commodities we stay strong on bidding together are asphalt products and bulk aggregate products. City Web Site I continue to use the Purchasing link of the City Web Site to post a vast majority of bids and quotes which eliminates the use of paper, postage and processing to accomplish end results. Procurement Card Program This program is beginning to pick up momentum leaning towards utilization of the cards to make purchases, eventually eliminating some purchase orders and obtaining a substantial rebate from the card account company, JP Morgan Chase. We currently have 54 active P-Cards throughout our departments. Time: 9:20 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. Ordinance Violations Bureau From the Office of the Engineer: 1st Letter Summary (116 issued) 2nd Letter Summary (3 issued) and Ticket Summary (42 issued) from the Ordinance Violations Bureau for the month of May 2014. Board of Public Works and Safety June 10, 2014 Page 6