Board of Works

BOARD OF PUBLIC WORKS AND SAFETY MINUTES December 19, 2023 Regular Session: The Board of Public Works and Safety met in regular session on Tuesday, December 19, 2023 at 9:00 a.m. in the Common Council Chambers. Members present were: Gary Henriott, Cindy Murray, Amy Moulton and Eric Rody. Absent: Ron Shriner 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. Moulton moved for approval of the minutes from the December 12, 2023 regular meeting. Mrs. Murray seconded. Passed. BID OPENING Utility Emergency Repairs Program 2024 This being the time set to open bids for the Utility Emergency Repairs Program 2024 and the following bids were received and opened for Atlas Excavating (West Lafayette, Indiana) and Milestone Contractors (Lafayette, Indiana). Mr. Rody moved to take the bids under advisement for further review. Mrs. Murray seconded. Passed. NEW BUSINESS Water Works Recommendation for Award-Glick Wellfield Improvements Steve Moore, Water Works Superintendent, presented to the Board and recommended approval of a Recommendation for Award for the Glick Wellfield Improvements Project with Reynolds Construction, LLC in the amount of $4,270,000.00. The project included electrical upgrades and chemical feed improvements to the Glick Wellfield and Treatment Building. The project is funded 100% through the American Rescue Plan. Andrew Gordon, Wessler Engineering, and Mr. Moore answered questions from the Board regarding the price difference between the Engineer’s Estimate and the Contract. Mayor Roswarski also made comments to the Board regarding the project. Mr. Rody moved for approval. Mrs. Moulton seconded. Passed. Controller Resolution 05-2023 A Resolution Approving the Detail of the 2024 Water and Renew (Wastewater) Department Budgets Jeremy Diehl, Controller, presented to the Board and recommended approval of Resolution 05-2023 A Resolution Approving the Detail of the 2024 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 and the Renew Utility Budget have increased overall by 2.6%. The key element of Board of Public Works and Safety December 19, 2023 Page 2 the resolution is the 5% pay increase for employees. Mr. Diehl stated that the insurance health costs for 2024 will increase slightly. Discussion ensued and Mr. Diehl answered questions from the Board. Mrs. Moulton moved for approval. Mr. Rody seconded. Passed. Economic Development Historic Demolition Permit-22 N. 2nd Street, Lafayette Indiana John Collier, Economic Development, presented to the Board and recommended approval of a Historic Demolition Permit for 22 N. 2nd Street Lafayette Indiana. Mr. Collier stated that the Historic Preservation Officer, Dann Kaiser, recommended upholding the 60-day waiting period for an improvement location permit to demolish the building at this address. Mrs. Murray moved to uphold the 60-day waiting period. Mrs. Moulton seconded. Passed. Engineering Construction Inspection Contract with BE Represented Corp. for the Sagamore Parkway Trail Project Jeromy Grenard, Public Works Director, presented to the Board and recommended approval of a Construction Inspection Contract with BE Represented Corp. for the Sagamore Parkway Trail Project. The contract is an hourly not-to-exceed amount of $185,000.00. This will provide up to 40 hours per week of inspection as well as the geotechnical testing that will be required during the project. Mr. Grenard stated that Levi Evans is the Project Inspector and President of BE Represented Corp. Mr. Evans gave the Board a brief description of the company and the project. Mr. Rody moved for approval. Mrs. Murray seconded. Passed. Fire Department 2023 Fire Contract for the Furnishing of Fire Protection And Emergency Services to the Unincorporated Area of Fairfield Township Brian Alkire, Fire Chief, presented to the Board and recommended approval of the 2023 Fire Contract for the Furnishing of Fire Protection and Emergency Services to the Unincorporated Area of Fairfield Township. The contract is in the amount of $100,000.00 for 2023. Mr. Rody moved for approval. Mrs. Murray seconded. Passed. 2024 Fire Contract for the Furnishing of Fire Protection And Emergency Services to the Unincorporated Area of Fairfield Township Chief Alkire presented to the Board and recommended approval of the 2024 for the Furnishing of Fire Protection and Emergency Services to the Unincorporated Area of Fairfield Township. The contract is in the amount of $100,000.00 for 2024. Mrs. Moulton moved for approval. Mr. Rody seconded. Passed. Contract with Emergency Services Consulting International for Personal Services Chief Alkire presented to the Board and recommended approval of a Contract with Emergency Services Consulting International for Personal Services. The contract is in the amount of $38,562.00 for 4 months. The contract includes a complete Fire Department evaluation gap analysis. The last department evaluation was completed in 2001. Chief Alkire gave an overview of the analysis and answered questions from the Board. Mrs. Moulton moved for approval. Mrs. Murray seconded. Passed. Board of Public Works and Safety December 19, 2023 Page 3 Contract with Lexipol for Lafayette Fire Department Chief Alkire presented to the Board and recommended approval of a Contract with Lexipol for the Lafayette Fire Department. The contract is in the amount of $26,106.50. Lexipol is a policy management company that will help the department update the standard operating procedures and guidelines along with training on those procedures. This is a 1-year contract to be renewed in the 2nd year. Discussion ensued. Mr. Rody moved for approval. Mrs. Moulton seconded. Passed. Lafayette Housing Authority Agreement between Lafayette Housing Consortium and Habitat for Humanity of Lafayette 2021 #1-Ellsworth Emily Hebble, Project Manager, presented to the Board and recommended approval of an Agreement between Lafayette Housing Consortium and Habitat for Humanity for Lafayette 2021 #1-Ellsworth. The agreement provides up to $52,500.00 to construct and provide direct homebuyers assistance from Habitat’s 2021 HOME award. The completed project will provide an energy efficient, newly constructed home for a new homebuyer. Mrs. Murray moved for approval. Mrs. Moulton seconded. Passed. Lafayette Renew Recommendation for Award and Emergency Declaration for Prairie Oaks Sanitary Sewer Rehabilitation Brad Talley, Renew Superintendent, presented to the Board and recommended approval of a Recommendation for Award and the Emergency Declaration for Prairie Oaks Sanitary Sewer Rehabilitation. Mr. Talley gave a detailed overview of the spot repair and the immediate rehabilitation that was needed on the project. The contract is with Inliner Solutions with a Base Bid in the amount of $1,239,025.00 and Alternate #1 in the amount of $49,950.00. Discussion ensued. Mrs. Moulton moved for approval. Mrs. Murray seconded. Passed. Contract- Emergency Declaration for Prairie Oaks Sanitary Sewer Rehabilitation Mr. Talley presented to the Board and recommended approval of a Contract for the Emergency Declaration for Prairie Oaks Sanitary Sewer Rehabilitation. The contract is with Inliner Solutions with a Base Bid in the amount of $1,239,025.00 and Alternate #1 in the amount of $49,950.00. Discussion ensued regarding the project details. Mrs. Moulton moved for approval. Mr. Rody seconded. Passed. Notice to Proceed- Emergency Declaration for Prairie Oaks Sanitary Sewer Rehabilitation Mr. Talley presented to the Board and recommended approval of a Notice to Proceed for the Emergency Declaration for Prairie Oaks Sanitary Sewer Rehabilitation. The project is set to start on January 1, 2024 with a 90-day substantial completion and 120-day final completion. Mrs. Moulton moved for approval. Mr. Rody seconded. Passed. Amendment #1-Contract with Christopher B. Burke Engineering for MS4 Pollution Prevention and Good Housekeeping Stormwater Pollution Prevention Plan Upgrades Professional Services Proposal Mr. Talley presented to the Board and recommended approval of Amendment #1-Contract with Christopher B. Burke Engineering for MS4 Pollution Prevention and Good Housekeeping Stormwater Pollution Prevention Plan Upgrades Professional Services Proposal. The contract in the amount of $28,000.00 which brings the revised Board of Public Works and Safety December 19, 2023 Page 4 contract to a not-to-exceed amount of $36,500.00. The amendment involves additional work not included in the original contract. Mrs. Murray moved for approval. Mrs. Moulton seconded. Passed. Purchasing Declaration of Surplus Property-Fleet Maintenance (Explorer) Dave Payne, Purchasing Director, presented to the Board and recommended approval of a Declaration of Surplus Property for Fleet Maintenance that includes a 2017 Ford Explorer PIU VIN#1FM5K8AR7HGD66628 City ID#17-11. Mr. Payne stated that the vehicle will be turned over to the insurance company for settlement due to a crash resulting in a total loss. Mrs. Moulton moved for approval. Mrs. Murray seconded. Passed. Declaration of Surplus Property-Fleet Maintenance (Case) Mr. Payne presented to the Board and recommended approval of a Declaration of Surplus Property for Fleet Maintenance that includes a 2012 Case 580SN-4A 4WD VIN#NCC564984 City ID#1256. Mr. Payne stated that the equipment will be traded into RPM Machinery on an upcoming replacement purchase. Mrs. Moulton moved for approval. Mr. Rody seconded. Passed. Declaration of Surplus Property-Fleet Maintenance (Bobcat Loader) Mr. Payne presented to the Board and recommended approval of a Declaration of Surplus Property for Fleet Maintenance that includes a 2003 Bobcat A300 Turbo Loader VIN#523411012 City ID#2341. Mr. Payne stated that the equipment will be traded in to Bobcat of Lafayette on a replacement purchase. Mrs. Murray moved for approval. Mr. Rody seconded. Passed. Declaration of Surplus Property-Fire Department Mr. Payne presented to the Board and recommended approval of a Declaration of Surplus Property for the Fire Department that includes a list of equipment such as portable radios, speaker mic, chargers, tablet mounts, take off steel wheels, and air monitors. Mr. Payne stated that these items will be offered to fire department in District 4 and any unclaimed items will be listed for sale on GovDeals.com. Mrs. Moulton moved for approval. Mr. Rody seconded. Passed. CLAIMS Jeremy Diehl, Controller, presented for Board approval of Claims in the amount of $5,078,592.24. President Henriott asked if there were any further questions and there were none. Mrs. Murray moved for approval. Mr. Rody seconded. Passed. ANNOUNCEMENTS Mayor Roswarski announced that Deputy Fire Chief, Steve Butram, will be retiring at the beginning of 2024 and this will be his last BOW meeting. Mayor Roswarski stated that Deputy Chief Butram has been with the Lafayette Fire Department for 32 years and has been an asset to the City of Lafayette. Deputy Chief Butram has gone above and beyond the call of duty and genuinely thanked by that Mayor for all his hard work. Deputy Chief Butram thanked the Board, the Mayor and the City of Lafayette for working with him and the Fire Department. Board of Public Works and Safety December 19, 2023 Page 5 Time: 9:44 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 month is available at http://www.lafayette.in.gov/DocumentCenter/Index/375