Board of Works

BOARD OF PUBLIC WORKS AND SAFETY MINUTES December 17, 2024 Regular Session: The Board of Public Works and Safety met in regular session on Tuesday, December 17, 2024 at 9:00 a.m. in the Common Council Chambers. Members present were: Gary Henriott, Cindy Murray, Amy Moulton, Eric Rody and Ron Shriner Jacque Chosnek, City Attorney, was present at the meeting. 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 10, 2024 regular meeting. Mrs. Murray seconded. Passed. BIDS UNDER ADVISEMENT Lead Service Line Replacements, Phase 1 President Henriott stated that this item will remain under advisement. NEW BUSINESS Engineering Recommendation for Award-Utility Emergency Repairs Program for 2025 Dave Griffee, Engineering, presented to the Board and recommended approval of a Recommendation for Award for the Utility Emergency Repairs Program for 2025 with both Milestone Contractors and Atlas Excavating. Mr. Griffee stated that these bids establish the rates of future emergency work during the period of January 1, 2025 to December 31, 2025. In the event of a utility emergency, the city will select one of these two contractors based on scope of work and availability. Mr. Shriner moved for approval. Mr. Rody seconded. Passed. Controller Resolution 13-2024 A Resolution Approving the Detail of the 2025 Water and Renew (Wastewater) Department Budgets Jeremy Diehl, Controller, presented to the Board and recommended approval of Resolution 13-2024 A Resolution Approving the Detail of the 2025 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 the key element of the resolution is the 5% pay increase for employees. Mr. Diehl stated that the insurance health costs for 2025 will increase slightly by 1.3%. Discussion ensued and Mr. Diehl answered questions from the Board. Mrs. Moulton moved for approval. Mr. Rody seconded. Passed. Mayor Roswarski thanked Mr. Diehl along with the Superintendents at both Water Works and Renew for their hard work with this budget and allowing the cost of water and sewer to remain unchanged. Board of Public Works and Safety December 17, 2024 Page 2 Parks Department Amendment #1-Contract with AFD Design for Conceptual Designs for Columbian Park Zoo Exhibits Claudine Laufman, Parks Superintendent, presented to the Board and recommended approval of Amendment #1 for Contract with AFH Design for Conceptual Designs of Columbian Park Zoo Exhibits. The scope of the original contract has changed to include 1. The primate area along with the adjacent primate management building has increased in size and complexity based on zoo needs and will feature a much larger facility and total of four outdoor exhibits; 2. Design services through construction documents as well as construction bidding and administration services for the eagle exhibit. Mrs. Laufman stated that the approved fixed amount of the original contract was $363,500.00 plus reimbursable expenses. However, a math error of $50.00 has since been discovered in the previously approved contract and the original fixed contract amount total should have been $363,550.00 plus reimbursable expenses. Mrs. Laufman stated that the amendment is an increase in the amount of $79,056.25 which brings the revised contract amount to $442,606.25. Mrs. Murray moved for approval. Mr. Rody seconded. Passed. Purchasing Permission to Advertise- Sodium Hypochlorite, Sodium Bisulfite, Hydrochloric Acid, Buffered Muriatic Acid, Ferric Chloride, Ammonium Sulfate (Dry), Sodium Fluoride, and Sodium Chloride (Salt) Dave Payne, Purchasing Director, presented to the Board and recommended approval of a Permission to Advertise for Sodium Hypochlorite, Sodium Bisulfite, Hydrochloric Acid, Buffered Muriatic Acid, Ferric Chloride, Ammonium Sulfate (Dry), Sodium Fluoride, and Sodium Chloride (Salt). The advisements will be published on January 17 and January 24, 2025 with the bid opening on February 11, 2025. Mr. Shriner moved for approval. Mrs. Moulton seconded. Passed. Permission to Participate-Sodium Hypochlorite, Sodium Bisulfite, Hydrochloric Acid, Buffered Muriatic Acid, Ferric Chloride, Ammonium Sulfate (Dry), Sodium Fluoride, and Sodium Chloride (Salt) Mr. Payne presented to the Board and recommended approval of a Permission to Participate for the Sodium Hypochlorite, Sodium Bisulfite, Hydrochloric Acid, Buffered Muriatic Acid, Ferric Chloride, Ammonium Sulfate (Dry), Sodium Fluoride, and Sodium Chloride (Salt) with the City of West Lafayette Water Resource Recovery Facility. Mr. Payne stated that the City of West Lafayette desires to participate in the sealed bidding process and to purchase their chemicals from the vendors awarded the contract in 2025 for Sodium Hypochlorite and Sodium Bisulfite. Mr. Shriner moved for approval. Mrs. Murray seconded. Passed. Declaration of Surplus Property-Fleet Maintenance Mr. Payne presented to the Board and recommended approval of a Declaration of Surplus Property for the Fleet Maintenance Department that includes: Year/Make/Model VIN City ID # 2000 International 2554 Packer 1HTGCADT4YH244279 2080 2000 Freightliner FL80 Packer 1FVXJLBB3YHA33042 20117 Board of Public Works and Safety December 17, 2024 Page 3 Mr. Payne stated that these vehicles will have the engine destroyed and the entire vehicles will be sent to salvage to satisfy the terms of the grant for new replacement vehicles. Mrs. Moulton moved for approval. Mrs. Murray seconded. Passed. Declaration of Surplus Property-Purchasing Department Mr. Payne presented to the Board and recommended approval of a Declaration of Surplus Property for the Purchasing Department that includes: Dept Device Model GB IMEI LPD iPhone 11 64gb 35 6870117745998 LPD iPhone 12 64gb 35 9823658089273 LPD iPhone 13 128gb 35 874327325227 LPD iPhone 12 64gb 35 9823650956958 Renew iPad Air 2 32gb 35 2068078127256 Renew iPad Air 2 64gb 35 2072072504304 Renew iPad Air 2 32gb 35 2069078010278 LFD iPhone 12 64gb 35 2834610819936 LFD iPhone 12 64gb 35 2834610914950 LFD iPhone 12 64gb 35 7641772990131 LFD iPhone 12 64gb 35 6606649968728 LFD iPhone 12 64gb 35 2834610136794 LFD iPhone 12 64gb 35 2834610007201 LFD iPhone 13 128gb 35 3941305008763 LFD iPhone 13 128gb 35 8743278866192 LFD iPhone 12 64gb 35 2834610534840 LPD iPhone 14 Pro Max 512gb 35 3427811158656 LPD iPhone 12 64gb 35 7641772201851 LPD iPhone 12 64gb 35 7641772586483 LPD iPhone 13 64gb 35 9823655954586 LPD iPhone 12 64gb 35 9823652923162 LPD iPhone 12 64gb 35 1588821792859 LPD iPhone 12 64gb 35 9823658162658 LPD iPhone 12 64gb 35 9823657158574 Mr. Payne stated that the phones has been replaced with newer equipment and will be sold. Mr. Rody moved for approval. Mr. Shriner seconded. Passed. Board of Public Works and Safety December 17, 2024 Page 4 Water Works Amendment #1 for Task Order #15 for the Potholing RPR Services with Wessler Engineering Steve Moore, Water Works Superintendent, presented to the Board and recommended approval of Amendment #1 for Task Order #15 for the Potholing RPR Service with Wessler Engineering. The amendment will provide a resident project representative (RPR) onsite to observe and document results of hydro excavation to uncover and identify water service line materials. Task Order #15 was paid for by a grant received from Indiana Finance Authority (IFA) for Type III Lead Service Line Inventory efforts. Amendment #1 will be paid for through the $5M bond the City received for the Lead Service Line Replacements from the IFA. Mr. Moore stated that the amendment is an increase in the amount of $37,000.00 which brings the revised contract to $65,900.00. Mrs. Moulton moved for approval. Mr. Shriner seconded. Passed. Amendment #2 for Task Order #13 for Meter Pit Investigations with Wessler Engineering Mr. Moore presented to the Board and recommended approval of Amendment #2 for Task Order #13 for Meter Pit Investigations with Wessler Engineering. The amendment will add additional funds for finishing the remaining meter pit investigations where the water service line materials are unknown or suspected to be lead or galvanized steel. Mr. Moore stated that the results of these investigations were used to refine the City’s water service line inventory that was due to the State on October 16, 2024. The amendment is an increase in the amount of $63,000.00 which brings the revised contract amount to $213,000.00. Mr. Rody moved for approval. Mrs. Moulton seconded. Passed. CLAIMS Jeremy Diehl, Controller, presented for Board approval of Claims in the amount of $7,156,019.05. President Henriott asked if there were any further questions and there were none. Mrs. Murray moved for approval. Mr. Rody seconded. Passed. Time: 9:25 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