Board of Works

BOARD OF PUBLIC WORKS AND SAFETY MINUTES March 28, 2023 Regular Session: The Board of Public Works and Safety met in regular session on Tuesday, March 28, 2023 at 9:00 a.m. in the Common Council Chambers. Members present were Cindy Murray, Ron Shriner, and Amy Moulton. Absent: Gary Henriott and Norm Childress Mrs. Murray called the meeting to order. The Pledge of Allegiance was given to the flag of our Country. MINUTES Mrs. Moulton moved for approval of the minutes from the March 21, 2023 regular meeting. Mr. Shriner seconded. Passed. NEW BUSINESS Parks Department Recommendation for Selection- RFP for Proposals Construction Manager as Constructor (CMc) Claudine Laufman, Parks Superintendent, presented to the Board and recommended approval of a Recommendation for Selection of the RFP for Proposal Construction manager as Constructor (CMc) with Kettelhut Construction. Mrs. Laufman stated that Kettelhut Construction was the only organization to provide a submittal for these services. It has been reviewed and found to be complete. The project includes a new primate multi-species exhibit area and primate management building, improvements at the North American river otter exhibit, and improvements at the bald eagle exhibit. Mrs. Laufman stated that this selection will allow Kettelhut and the City to begin negotiation of a formal contract and a guaranteed maximum price. Mr. Shriner moved for approval. Mrs. Moulton seconded. Passed. Recommendation for Award- McCaw Park-New Dog Park and Restroom Building 3745 Union Street Mrs. Laufman presented to the Board and recommended approval of a Recommendation for Award for the McCaw Park New Dog Park and Restroom Building 3745 Union Street with J.R. Kelly Company in the base bid amount of $2,559,000.00 with Alternate #1 in the amount of $76,000.00 for a total of $2,635,000.00. Mrs. Laufman stated that the bid was determined to be complete. Mrs. Moulton moved for approval. Mr. Shriner seconded. Passed. Contract- McCaw Park-New Dog Park and Restroom Building 3745 Union Street Mrs. Laufman presented to the Board and recommended approval of a Contract for the McCaw Park New Dog Park and Restroom Building 3745 Union Street with J.R. Kelly Company in the base bid amount of $2,559,000.00 with Alternate #1 in the amount of $76,000.00 for a total of $2,635,000.00. Discussion ensued regarding the details of the project. Mrs. Moulton moved for approval. Mr. Shriner seconded. Passed. Notice to Proceed- McCaw Park-New Dog Park and Restroom Building 3745 Union Street Board of Public Works and Safety March 28, 2023 Page 2 Mrs. Laufman presented to the Board and recommended approval of a Notice to Proceed for the McCaw Park New Dog Park and Restroom Building 3745 Union Street. Mrs. Laufman stated that the project is set to start today and will be completed by the end of 2023. Mr. Shriner moved for approval. Mrs. Moulton seconded. Passed. Change Order #1-McCaw Park-New Dog Park and Restroom Building 3745 Union Street Mrs. Laufman presented to the Board and recommended approval of Change Order #1 for the McCaw Park New Dog Park and Restroom Building 3745 Union Street with J.R. Kelly Company. The change order includes a Change Vibration Curb to Flat Curb for Roof Top Unit. This change order is a deduction in the amount of $1,275.00 which revises the contract amount to $2,633,725.00. Mr. Shriner moved for approval. Mrs. Moulton seconded. Passed. Recommendation for Award-Columbian Park Parking Lot Curb Project Mrs. Laufman presented to the Board and recommended approval of a Recommendation for Award for the Columbian Park Parking Lot Curb Project with Dixon Construction in the amount of $27,810.00. Mrs. Laufman stated that they solicited bids from Dixon Construction, Kettelhut Construction and Wise Choice Concrete. Both Kettelhut Construction and Wise Choice Concrete declined to bid at this time leaving Dixon Construction as the sole bidder. Mrs. Moulton moved for approval. Mr. Shriner seconded. Passed. Contract- Columbian Park Parking Lot Curb Project Mrs. Laufman presented to the Board and recommended approval of a Contract for the Columbian Park Parking Lot Curb Project with Dixon Construction in the amount of $27,810.00. Mrs. Laufman stated that the bid was determined to be complete. Mrs. Moulton moved for approval. Mr. Shriner seconded. Passed. Notice to Proceed- Columbian Park Parking Lot Curb Project Mrs. Laufman presented to the Board and recommended approval of a Notice to Proceed for the Columbian Park Parking Lot Curb Project. Mrs. Laufman stated that the project is set to start today with a completion date by the end of May 2023. Mrs. Moulton moved for approval. Mr. Shriner seconded. Passed. Purchasing Recommendation for Award-City Hall Roof Replacement 2023 Dave Payne, Purchasing Director, presented to the Board and recommended approval of a Recommendation for Award for the City Hall Roof Replacement 2023 with Bone Dry Roofing. Mr. Payne stated that Bone Dry Roofing was the lowest responsive and responsible bidder. Mrs. Moulton moved for approval. Mr. Shriner seconded. Passed. Contract-City Hall Roof Replacement 2023 Mr. Payne presented to the Board and recommended approval of a Contract City Hall Roof Replacement 2023 with Bone Dry Roofing. The bid was in the amount of $119,217.00 with any time and material work being done at the rate of $185.00 per man/hour. Mrs. Moulton moved for approval. Mr. Shriner seconded. Passed. Board of Public Works and Safety March 28, 2023 Page 3 Notice to Proceed-City Hall Roof Replacement 2023 Mr. Payne presented to the Board and recommended approval of a Notice to Proceed for the City Hall Roof Replacement 2023. Mr. Payne stated that the project is set to start today. Mrs. Moulton moved for approval. Mr. Shriner seconded. Passed. Declaration of Surplus Property-Police Department Mr. Payne presented to the Board and recommended approval of Declaration of Surplus Property for the Police Department that includes a Glock 19 Semi-Auto Pistol MOS, Caliber: 9mm, Serial #BCRF992. Mr. Payne stated that this item will be sold. Mr. Shriner moved for approval. Mrs. Moulton seconded. Passed. Engineering Master Service Agreement with VS Engineering Jeromy Grenard, Public Works Director, presented to the Board and recommended approval of the Master Service Agreement with VS Engineering to provide professional civil engineering, structural engineering, and land surveying services as directed by a ‘task order’ assignment issued by the City of Lafayette, consult with the City of Lafayette, consult with any governmental agencies; and furnish plans etc. The term of the contract is good through the end of 2023 or as long as VS Engineering would like to continue providing services at the rates that are outlined in this contract. Mr. Shriner moved for approval. Mrs. Moulton seconded. Passed. Task Order #1 with VS Engineering for Survey Monument Re-Establishment Mr. Grenard presented to the Board and recommended approval of Task Order #1 with VS Engineering for the Survey Monument Re-Establishment set up to be billed hourly not-to-exceed $27,000.00. The task order includes the replacement of nine (9) section corners that have been damaged or removed as part of paving over the last several years. Mr. Grenard stated that there is a chance that there are more corners that will be found as sections of streets are paved going forward. Mr. Grenard stated that this was brought to his attention by the Tippecanoe County Surveyor’s Office. Mr. Grenard stated that the city changed the specifications to read that if the contractor damages these corners-the contractor will be responsible for the replacement of the damaged corners. Discussion ensued. Mr. Shriner moved for approval. Mrs. Moulton seconded. Passed. CLAIMS Jeremy Diehl, Controller, presented for Board approval, Claims in the amount of $4,274,032.69. Mrs. Murray asked if there were any further questions and there were none. Mrs. Moulton moved for approval. Mr. Shriner seconded. Passed. MISCELLANEOUS Special Event Request-Hunger Hike Board of Public Works and Safety March 28, 2023 Page 4 Josh Prokopy, Event Representative, presented to the Board and recommended approval of a Special Event Request for Hunger Hike to held on September 17, 2023 from 9:30am-4:30pm located at Riehle Plaza. Mrs. Moulton moved for approval. Mr. Shriner seconded. Passed. Special Event Request-Yoga on the Bridge Anita Trent, Event Representative, presented to the Board and recommended approval of a Special Event Request for Yoga on the Bridge to held from April-September, 2023 on various dates and times each of those months located on the John T. Myers Bridge. Mrs. Moulton moved for approval. Mr. Shriner seconded. Passed. Special Event Request-The Living Way of the Cross Vicki O’Campo, Event Representative, presented to the Board and recommended approval of a Special Event Request for The Living Way of the Cross to held on April 7, 2023 from 12:00pm-2:00pm located on North Street between 8th and 9th Streets. The closure will include both April 6th and 7th, 2023. Mrs. Moulton moved for approval. Mr. Shriner seconded. Passed. Special Event Request-Lafayette Farmers Markets and Mini Markets Brittany Matthews, Event Representative, presented to the Board and recommended approval of a Special Event Request for the Lafayette Farmers Markets and Mini Markets to held from April-October, 2023 from 5:00am- 1:30pm located on 5th Street between Main and Columbia Street along with Main and Ferry Streets. The Mini Markets include November 18 and December 2, 2023. Mrs. Moulton moved for approval. Mr. Shriner seconded. Passed. Special Event Request-Workers Memorial (Labor Federation) Susie Bending, Event Representative, presented to the Board and recommended approval of a Special Event Request for Workers Memorial (Labor Federation) to held on April 28, 2023 from 4:00pm-7:00pm located at Riehle Plaza. Mr. Shriner moved for approval. Mrs. Moulton seconded. Passed. Time: 9:23 a.m. BOARD OF PUBLIC WORKS AND SAFETY Cindy Murray s/s President Pro-Tem 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