Board of Works

BOARD OF PUBLIC WORKS AND SAFETY MINUTES December 20, 2022 Regular Session: The Board of Public Works and Safety met in regular session on Tuesday, December 20, 2022 at 9:00 a.m. in the Common Council Chambers. Members present were: Gary Henriott, Cindy Murray, Ron Shriner, Norm Childress and Amy Moulton. Jacque 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 December 13, 2022 regular meeting. Mr. Childress seconded. Passed. BID OPENING 2023 Downtown Waste Removal This being the time set to open bids for the 2023 Downtown Waste Removal and the following bids were received and opened: Trash Kans, LLC Lafayette, Indiana Base Bid: $41,580.00 Mr. Shriner moved to take the bids under advisement for further review. Mrs. Moulton seconded. Passed. NEW BUSINESS Engineering Utility Service Agreement-Koinonia Ridge Subdivision (Habitat for Humanity) Dave Griffee, Engineering, presented to the Board and recommended approval of a Utility Service Agreement for Koinonia Ridge Subdivision (Habitat for Humanity). The subdivision is located on the west side of Powderhouse Lane and the south side of Walker Court in Service Area 26. The subdivision will consist of seven (7) lots. Discussion ensued. Mr. Childress moved for approval. Mrs. Moulton seconded. Passed. Supplemental Agreement #1–9th Street from Brick ‘N’ Wood Drive to Veterans Memorial Parkway Mr. Griffee presented to the Board and recommended approval of Supplemental Agreement #1 for the 9 th Street from Brick N’ Wood Drive to Veterans Memorial Parkway for the Design Agreement with Butler, Fairman and Seufert (BF&S). This supplement adds scope for additional environmental documentation regarding potential historic property impacts, adds scope for additional traffic and safety analysis that support the environmental document, and corrects an error in the original contract amount. The original contract was in the amount of Board of Public Works and Safety December 20, 2022 Page 2 $726,580.00 and should have been $711,580.00 with a difference of $15,000.00. This supplement is in the amount of $46,930.00 however with the overall contract amount discrepancy, the original contract will only be increased by $31,930.00 for a current total contract amount of $758,510.00. Chris Wheatley, BF&S Project Manager, explained in depth, to the Board, the changes in scope for this supplement. Discussion ensued. Mr. Childress moved for approval. Mr. Shriner seconded. Passed. Parks Department Amendment #2-Columbian Park Restroom Project with Fisher Engineering Claudine Laufman, Parks Superintendent, presented to the Board and recommended approval of Amendment #2 for the Columbian Park Restroom Project with Fisher Engineering. The amendment will allow Fisher Engineering to provide additional services for meetings and site inspections outside of the original contract scope. This amendment is an increase in the lump sum amount of $1,362.50 which brings the revised contract amount to $16,862.50. Mr. Shriner moved for approval. Mrs. Moulton seconded. Passed. Purchasing Declaration of Surplus Property-IT Department Dave Payne, Purchasing Director, presented to the Board and recommended approval of a Declaration of Surplus Property for the IT Department that includes a list of 10 items of AV equipment that have been replaced with newer equipment and will be sold on GovDeals.com. Mrs. Moulton moved for approval. Mrs. Murray seconded. Passed. Declaration of Surplus Property-Purchasing Mr. Payne presented to the Board and recommended approval of a Declaration of Surplus Property for the Purchasing Department that includes a list of 39 iPhone XR and 4 iPhone 11. Mr. Payne stated that these devices have been replaced with newer equipment and will be sold. Mrs. Moulton for approval. Mr. Shriner seconded. Passed. Declaration of Surplus Property-Police Department Mr. Payne presented to the Board and recommended approval of a Declaration of Surplus Property for the Police Department that includes a Glock 17 Semi-Auto Pistol MOS Caliber (9mm) Serial # BBH164. Mr. Payne stated that this item will be sold to LPD Officer that is leaving the force. Mrs. Moulton moved for approval. Mr. Childress seconded. Passed. Declaration of Surplus Property-Water Works Mr. Payne presented to the Board and recommended approval of a Declaration of Surplus Property for Water Works that includes Asset#2007450 Valve Box Cleanout Tool (vacuum) Model #VE75 200154 and Asset#2007338 Water Works Magnetic Drill-no model number. Mr. Payne stated that these items will be sold. Mrs. Moulton moved for approval. Mr. Childress seconded. Passed. Board of Public Works and Safety December 20, 2022 Page 3 Lafayette Renew Change Order #2-S. 30th Street Drainage Phase II Project Brad Talley, Renew Superintendent, presented to the Board and recommended approval of Change Order #2 for the S. 30th Street Drainage Phase II Project. This change order is an increase in the amount of $17,381.68 and adds 92 days to the final completion date which brings the revised contract amount to $491,381.68 and reflects a net deduction of $21,618.32 to the original contract. The new date of final completion is December 1, 2022. Mrs. Murray moved for approval. Mr. Childress seconded. Passed. Certificate of Final Completion- S. 30th Street Drainage Phase II Project Mr. Talley presented to the Board and recommended approval of a Certificate of Final Completion for the S. 30th Street Drainage Phase II Project with a date of December 1, 2022. Mr. Childress moved for approval. Mr. Shriner seconded. Passed. Certificate of Final Completion-Pearl River Lift Station CSO Storage Facility Project Mr. Talley presented to the Board and recommended approval of a Certificate of Final Completion for the Pearl River Lift Station CSO Storage Facility Project with a date of July 10, 2022. Mr. Childress moved for approval. Mrs. Murray seconded. Passed. Contract-Vinton Woods Stormwater Conveyance Improvements Project Mr. Talley presented to the Board and recommended approval of a Contract for the Vinton Woods Stormwater Conveyance Improvements Project with Bowen Engineering. The contract is in the amount of $4,036,256.60. This project consists of pond and outlet structure reconstruction, reallocation of existing watermain and sanitary sewer, asphalt pavement replacement, guardrail installation, erosion and sediment control, and any other miscellaneous work pertaining to the project work area. Mr. Childress moved for approval. Mrs. Murray seconded. Passed. Notice to Proceed-Vinton Woods Stormwater Conveyance Improvements Project Mr. Talley presented to the Board and recommended approval of a Notice to Proceed for the Vinton Woods Stormwater Conveyance Improvements Project with a start date of today. The substantial completion is set for June 30, 2023 and a final completion date set for July 20, 2023. Mrs. Moulton moved for approval. Mr. Childress seconded. Passed. Controller Resolution 04-2022-A Resolution Approving the Detail of the 2023 Water and Renew (Wastewater) Department Budgets Jeremy Diehl, Controller, presented to the Board and recommended approval of Resolution 04-2022 A Resolution Approving the Detail of the 2023 Water and Renew (Wastewater) Department Budgets. Mr. Diehl gave a brief explanation of the overall utility budget for each of the operating funds. Mr. Diehl stated that the Water Utility Budget has increased by 8.0% and the Renew Utility Budget has increased by 15.0%. The key element of the resolution is the 5% pay increase for employees. Mr. Diehl stated that increased budget for purchased power Board of Public Works and Safety December 20, 2022 Page 4 (natural gas and electric) and chemical supplies are in response to inflationary pressures realized this year, and which are expected to have continued impact next year. Mr. Diehl stated that the insurance health costs for 2023 will increase. Discussion ensued and Mr. Diehl answered questions from the Board. Mr. Shriner moved for approval. Mrs. Moulton seconded. Passed. CLAIMS Mr. Diehl presented for Board approval, Claims in the amount of $4,609,152.19. Mr. Childress asked a question on Page 23 regarding the Lafayette Housing Authority invoices for Administrative Expenses for serval months in 2022. Mr. Diehl stated that is work by staff that is eligible for CDBG claims/calculation of salary and benefit costs on an hourly basis. Mr. Childress asked a question on Page 23 regarding the Lafayette-West Lafayette Development Corporation invoice for Job Training for SAAB. Mr. Diehl stated that is a commitment from the Economic Development Income Tax to help with new industry Incentive Program. President Henriott asked a question on Page 15 regarding Michael Paul Thiel invoice for Academy Uniforms. Scott Galloway, Police Chief, stated this is for LPD Uniforms. Mrs. Murray moved for approval. Mrs. Moulton seconded. Passed. ANNOUNCEMENTS President Henriott stated that the next Board of Works meeting will be held on January 10, 2023. Time: 9:34 a.m. BOARD OF PUBLIC WORKS AND SAFETY Gary Henriott s/s President ATTEST: Mindy Miller Riehle s/s Mindy Miller Riehle, 1st Deputy Clerk Minutes written by Mindy Miller Riehle, 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