Board of Works

BOARD OF PUBLIC WORKS AND SAFETY MINUTES December 1, 2020 Regular Session: The Board of Public Works and Safety met virtually in a regular session on Tuesday, December 1, 2020 at 9:00 a.m. Members present were: Gary Henriott, Cindy Murray, Ron Shriner, Amy Moulton and Norm Childress 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 Mr. Shriner moved for approval of the minutes from the November 17, 2020 regular meeting. Mrs. Murray seconded. Passed 4-0 on a roll call vote. Mr. Childress’ audio was not turned on at this time but he was present. BID OPENING RFQ Guaranteed Savings Contract This being the time set to open bids for the RFQ Guaranteed Savings Contract and the following bids were received and opened: Bowen Engineering Indianapolis, Indiana EMCOR Construction Services-Midwest Indianapolis, Indiana Mr. Shriner moved to take the bids under advisement for further review. Mr. Childress seconded. Passed 5-0 on a roll call vote. NEW BUSINESS Engineering Change Order #2 (Contractor’s Change Order #4, #5, #6, #7 & #9)-Fire Station #5 HVAC Project Jeromy Grenard, Public Works Director, presented to the Board and recommend approval of Change Order #2 (Contractor’s Change Order #4, #5, #6, #7 & #9) for Fire Station #5 HVAC Project. The change order is an increase in the amount of $11,998.28 which brings the revised contract amount to $312,960.28. The change order includes relocating water and gas lines, re-work electrical switches, additional exit light, plumbing changes in kitchen and the addition of a restroom heater. Mrs. Murray moved for approval. Mr. Childress seconded. Passed 5-0 on a roll call vote. Final Completion-Fire Station #5 HVAC Project Mr. Grenard presented to the Board and recommended approval of the Final Completion for the Fire Station #5 HVAC Project. The substantial completion was reached back in October 2019. The punch list items have been Board of Public Works and Safety December 1, 2020 Page 2 completed, the units have been balanced and adjusted; and all inspections have been completed. Mr. Childress moved for approval. Mr. Shriner seconded. Passed 5-0 on a roll call vote. Lafayette Housing Authority Amendment #1-Agreement between Lafayette Housing Consortium and Area IV Development 2018 H38 East Apartments Valerie Oakley, Project Manager, presented to the Board and recommended approval of Amendment #1 for the Agreement between the Lafayette Housing Consortium and Area IV Development 2018 H38 East Apartments. Mrs. Oakley stated that this amendment will extend the completion time to December 31, 2020 and enable the release of retained funds and closure of the project before the end of the year. Mrs. Murray moved for approval. Mrs. Moulton seconded. Passed 5-0 on a roll call vote. Purchasing Declaration of Surplus Property-Police Department Dave Payne, Purchasing Manager, presented to the Board and recommended approval of a Declaration of Surplus Property for the Lafayette Police Department that includes a list of equipment for hand guns, rifles and scopes. Mr. Payne stated that this equipment will be traded in on an upcoming purchased. Mr. Shriner moved for approval. Mrs. Moulton seconded. Passed 5-0 on a roll call vote. Recommendation of Contract Renewal for Landscape Maintenance-Brightview Landscapes Mr. Payne presented to the Board and recommended approval of a Recommendation of Contract Renewal for Landscape Maintenance with Brightview Landscapes. Mr. Payne stated that Brightview will perform the same landscape services for the same contract amount in the 2020 contract in the amount of $255,543.00. Mr. Childress moved for approval. Mrs. Murray seconded. Passed 5-0 on a roll call vote. Lafayette Renew Substantial Completion-Wastewater Treatment Plant Capacity Increase Improvements Brad Talley, Renew Superintendent, presented to the Board and recommended approval of a Substantial Completion for the Wastewater Treatment Plant Capacity Increase Improvements. The work performed satisfactorily by Bowen Engineering and the date of substantial completion was established as October 30, 2020. Mr. Talley gave the Board a brief review of the project. Mr. Shriner moved for approval. Mr. Childress seconded. Passed 5-0 on a roll call vote. Change Order #2-Service Area 21 Water and Sewer Extension Project, Phase I Mr. Talley presented to the Board and recommended approval of Change Order #2 for Service Area 21 Water and Sewer Extension Project, Phase I with Atlas Excavating. The change order encompasses five (5) work directive changes that have been agreed to by field staff. The change order is an increase in the amount of $21,110.96 which brings the revised contract amount to $4,666,081.16. The change order also includes a time extension of 66 days to the contract’s final completion date making the new date November 19, 2020. Mrs. Murray moved for approval. Mr. Shriner seconded. Passed 5-0 on a roll call vote. Board of Public Works and Safety December 1, 2020 Page 3 Change Order #1-S. 30th Street Drainage Improvements Project Mr. Talley presented to the Board and recommended approval of Change Order #1 for the S. 30th Street Drainage Improvements Project. The change order encompasses construction costs associated with five (5) work items with Atlas Excavating. The change order in an increase in the amount of $64,591.41 which brings the revised contract to $1,495,215.41. The change order also includes a time extension of 19 days for the contract’s substantial and final completion dates making the new dates October 9, 2020 and November 8, 2020 respectively. Mr. Talley gave the Board a brief review of the project. Mr. Childress moved for approval. Mr. Shriner seconded. Passed 5-0 on a roll call vote. CLAIMS Tim Clary, Controller, presented for Board approval, Claims in the amount of $9,992,294.49. Mr. Childress asked a question on Page 19 & 25 regarding the invoices for Dan Kieser for architectural services from 9/2020-10/2020 along with services from July-October. Mr. Clary stated that it is separate historical services regarding the 60- waiting period for demolition of historical structures. Mr. Childress asked a question on Page 25 regarding invoices for principle/interest due on fire equipment lease. Mr. Clary stated that this is a 5 year lease to own for breathing apparatus equipment with a 10 year life. Mr. Childress asked a question on Page 23 regarding toter equipment principle/interest due. Mr. Clary stated that this is a 10 year lease. President Henriott asked a question on Page 15 regarding invoices for coloring books. Mr. Clary stated that these are for the annual fire prevention program. Mrs. Murray moved for approval. Mr. Shriner seconded. Mrs. Moulton abstained. Passed 4-0 on a roll call vote with 1 abstention. MISCELLANEOUS Special Event Request-Picnic with Santa (Bistro 501) Theresa Buckley, Event Coordinator, presented to the Board and recommended approval of Special Event Request for Picnic with Santa at the Bistro 501 to be held on December 12, 2020 from 9:00am-2:00pm in front of Bistro 501 that includes outside dining. Mrs. Buckley stated that customers will pick up their boxed lunch and eat it outside at the provided tables with groups of 30 people at a time. Mrs. Murray moved for approval. Mrs. Moulton seconded. Passed 5-0 on a roll call vote. ANNOUNCEMENTS Mayor Roswarski thanked Mrs. Murray, Department Heads and the Board for that hard work during his extended absence. Discussion ensued regarding the current Renew projects, brief department updates and other questions. The Public Safety Building meeting at the Long Center has been rescheduled for December 16, 2020 at 6pm. Mrs. Murray reminded the Board the Santa Express will be going around the neighborhood/school parking lots this Sunday starting at 12:00noon on a fire truck with a police escort wishing children and adult a Merry Christmas. Time: 9:40 a.m. BOARD OF PUBLIC WORKS AND SAFETY Gary Henriott s/s President ATTEST: Mindy Miller s/s Board of Public Works and Safety December 1, 2020 Page 4 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 or online at http://www.lafayette.in.gov/agendacenter. **A list of all permits issued for the preceding week is available at http://www.lafayette.in.gov/DocumentCenter/Index/375