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Home My Public Portal About12-16-2021 THE BOARD OF PUBLIC WORKS AND SAFETY OF THE CITY OF RICHMOND, INDIANA, DECEMBER 16,2021 The Board of Public Works and Safety of the City of Richmond, Indiana, met at 5:00 P.M., December 16, 2021, in the Council Chambers the Municipal Building, 50 North 5th Street, Richmond, Indiana. CALL TO ORDER President Robinson called the meeting to order and the following business was conducted: ROLL CALL Board members present were: Vicki Robinson and Matt Evans. Absent was Emily Palmer. Also in attendance were Kim Vessels,Assistant City Attorney;Monica Burns,Deputy City Clerk; Derek Hill, Director of Code Enforcement; Sherrie Richey, Code Enforcement; Cedric James, Code Enforcement; Tracy Bosell, Street Commissioner; Shelia Mills, Business Manager for the Park Department; Greg Stiens, Public Works and Engineering; Kara Noe, Purchasing; Fire Chief Jerry Purcell; Beth Fields, Director of Strategic Initiative; Ian Vanness, Director of Infrastructure and Development; Dr. Thomas Huth, Reid Hospital, via Zoom; and Media. APPROVAL OF MINUTES Mr. Evans moved to approve the minutes of December 9,2021, supported by Ms. Robinson. Upon a vote viva voce,the motion carried. CLAIMS FOR PAYMENT Mr. Evans moved to approve the Claims for Payment for December 17, 2020 in the amount of Sixty Eight Thousand Two Hundred Twenty Dollars and ninety five cents($68,220.95), supported by Ms. Robinson. Upon a vote viva voce,the motion carried PAYROLL CLAIMS FOR PAYMENT -None PAYROLL CLAIMS FOR PAYMENT FOR PENSION-None REQUESTS • TEMPORARY ROAD CLOSURE Culy Contractors request for the temporary closure of Abington Pike to install a sanitary sewer.The road will be closed on December 20&21,2021 between the hours of 8:00 a.m. Board of Works Minutes December 16, 2021 and 5:00 p.m. The road will be open in the mornings to allow school buses to pass. It will be opened after 5:00 p.m. on December 20, 2021 until 8:00 a.m. on December 21, 2021. Mr. Evans moved to approve, supported by Ms. Robinson. Upon a vote viva voce, the motion carried. - BID OPENINGS • CONFIRMATION BY LAW DEPARTMENT OF PUBLICATION Mr. Evans moved to accept the Proof of Publication confirmed by the Law Department, supported by Ms. Robinson. Upon a vote viva voce, the motion carried. • BID OPENING FOR FOLLOWING UNSAFE BUILDINGS Bids that were submitted are as follows: Mikesell Excavating: 201 South 7th Street—House - $17,000.00 212 South 10th Street—Garage Only - $1,000.00 433 South 9th Street—House - $12,000.00 441 South 11th Street—House - $9,100.00 920 South 23rd Street—House and Fencing- $7,500.00 620 South 13th Street—House - $8,600.00 44 South 18th Street—House - $11,200.00 334 Lincoln Street—House and Garage - $13,800.00 B&B Construction: 201 South 7th Street—House - $20,000.00 212 South 10th Street—Garage Only - $2,000.00 433 South 9th Street—House - $16,000.00 441 South 11 th Street—House - $10,000.00 920 South 23rd Street—House and Fencing-$8,500.00 620 South 13th Street—House - $10,000.00 44 South 18th Street—House- $12,000.00 334 Lincoln Street—House and Garage—House - $12,000.00—Garage - $3,000.00 These bids will be taken under advisement. • PUBLIC HEARING Ms. Robinson then opened the floor for public hearing to see if anyone wanted to speak on these properties. Since there was no one from the public to provide testimony or evidence on the properties, Ms. Robinson closed the Public Hearing. • Board of Works Minutes December 16,2021 • BID OPENING -WEIR DAM REMOVAL PROJECT • ADDENDUM NO. 1 TO WEIR DAM REMOVAL PROJECT This is an Addendum for the Weir Dam Removal Project. Flatland Resources, LLC will be applying for and securing the permits for the project. The Proposal Request is for the contractor to complete the removal of the Dam and haul away the debris. • ADDENDUM NO. 2 TO WEIR DAM REMOVAL PROJECT Form 96 and proposal form must be attached and included in bid to be considered. • ADDENDUM NO. 3 TO WEIR DAM REMOVAL PROJECT The following lines have been added under"Project Purposes 2" and"Project Task 2". Responsible for coordinating the ethical removal and relocation of any existing mussels,should they be present. The presence of mussels will involve additional coordination and communication with IDNR and other permitting agencies, as needed. The following lines under"Submitting Proposal Instructions" are being updated. Proposals can be submitted up to 4:59 pm on December 16, 2021 to be considered. Proposals will then be opened at the Board of Works meeting at 5:00 pm on December 16,2021 and taken into consideration. Bids that were submitted are as follows: Jutte Excavating- $97,300.00 Flatland Resources - $83,200.00 There was a bid submitted from Milestone Contractors without a bid form enclosed. These bids will be taken under advisement. BID AWARDS • OFFICE CLEANING SERVICES FOR THE STREET DEPARTMENT The request is to award the bid to D&D Janitorial for office cleaning services not to exceed $4,680.00 annually. Mr. Evans moved to approve, supported by Ms. Robinson. Upon a vote viva voce, the motion carried. • SHOP TOWEL,UNIFORM AND FLOOR MAT CLEANING SERVICES FOR THE STREET DEPARTMENT Board of Works Minutes December 16,2021 The request is to award the bid to Cintas for the shop towel,uniform and floor mat cleaning services to Cintas not to exceed$2,311.92 annually Mr. Evans moved to approve, supported by Ms. Robinson. Upon a vote viva voce, the motion carried. • GARAGE DOOR MAINTENANCE FOR THE STREET DEPARTMENT The request is to award the bid to Overhead Door Co. at the rate of regular hours at$70.00 per hour and $105.00 per hour for overtime hours. Mr. Evans moved to approve, supported by Ms. Robinson. Upon a vote viva voce, the motion carried. • HVAC MAINTENACE FOR THE STREET DEPARTMENT The request is to award the bid to Maitlen Heating and Air Conditioning the following rates: Regular Hours $95.00 per hour Overtime Hours $200.00 per hour Parts markup depends on item 1.75% Mr. Evans moved to approve, supported by Ms. Robinson. Upon a vote viva voce,the motion carried. CONTRACTS • CONTRACT NO. 152-2021 —TAYLOR SEIFKERT WILLIAMS DESIGN GROUP They will provide consulting and professional services in connection with the development of a Farmers Market Strategic Plan for the Park Department. Not to exceed$27,500.00 Mr. Evans moved to approve, supported by Ms. Robinson. Upon a vote viva voce, the motion carried. • CONTRACT NO. 181-2021 —LARKIN GREEWOOD FORD This is a purchase agreement for the purchase of a new 2022 F250 Regular Cab 4X4 Pick up with a 8' Bed SRW—6.2L V8 Gas Engine Truck for the Park Department. Not to Exceed$38,522.30. Mr. Evans moved to approve, supported by Ms. Robinson. Upon a vote viva voce, the motion carried. Board of Works Minutes December 16,2021 • CONTRACT NO. 182-2021 —ECONOMIC DEVELOPMENT CORPORATION OF WAYNE COUNTY AND REID HOSPITAL & HEALTH CARE SERVICES,INC. The City entered into a Lease Agreement with the Economic Development Corporation of Wayne County,Indiana(EDC)for the property located at 601 East Main Street,Richmond, Indiana known as the former Elder-Beerman Building. The EDC is in turn subleasing a portion of the building to Reid Health for the purpose of operating a COVID-19 Infusion Unit. Monthly rent will be $2,000.00 during the length of the lease. Mr. Evans moved to approve and allow Vicki Robinson sign on behalf of the Board, supported by Ms. Robinson. Upon a vote viva voce, the motion carried. • CONTRACT NO. 183-2021 —INDIANA DEPARTMENT OF TRANSPORTATION (INDOT) This is a Grant Agreement for the award of$815,284.50 of State funds through the Local Roads and Bridges Matching Grant Program. The City will match these funds. 35 roads totaling over 7 miles will be rehabilitated within the City limits starting this summer. This is one of the INDOT contracts that Emily Palmer has already been authorized to sign electronically. Mr. Evans moved to approve, supported by Ms. Robinson. Upon a vote viva voce, the motion carried. • CONTRACT NO. 185-2021 —COUNTRYSIDE AUTO They will provide on-call and as-needed services in connection with repairs to vehicle collision damage (including, but not limited to,furnishing parts, vehicle refinishing,body work, frame repair, and mechanical repair) for Police Department vehicles, Street Department vehicles, Sanitation Department vehicles, and Parks Department vehicles. This is for the 2022 calendar year with option to renew for 2023. Fees are below: Parts markup percentage $0 Vehicle refinishing per hour $45.00 Body Work per hour $45.00 Frame work per hour $60.00 Collision related to mechanical repair per hour $55.00 Storage per day, if applicable $0 Mr. Evans moved to approve, supported by Ms. Robinson. Upon a vote viva voce,the motion carried. • CONTRACT NO. 186-2021 —CROSSROADS AMBULANCE SALES & SERVICE, LLC r Board of Works Minutes December 16,2021 They will furnish a 2022 Ford E450 Demars MX 164 Type III ambulance for the Fire Department. Not to exceed $164,005.00 Mr. Evans moved to approve, supported by Ms. Robinson. Upon a vote viva voce, the motion carried. • CONTRACT NO. 187-2021 —GREEN CITY DEMOLITION They will provide services in connection with both the demolition and pre-demolition preparation to safely demolish the structure (or combined structures) located at 916-918 East Main Street. Structures will need to be tested and environmental hazards addressed by Contractor prior to and during the demolition. Contractor shall remove all materials from the site and shall dispose of the same at an approved landfill location outside of Richmond. Adjacent building walls, for adjacent property structures located at 914 East Main Street and 920 East Main Street, are to be evaluated post demolition for stability and reinforced if structurally necessary. Contractor shall also place any necessary retaining walls, which placement shall be located subgrade to protect adjacent structure basements when the combined lots located at 916-918 E Main Street are brought up to grade, if structurally necessary. The Parties acknowledge the emergency demolition and vacating order previously upheld by the City's Unsafe Building Commission on October 19, 2021. Not to exceed $200,000.00 Mr. Evans moved to approve, supported by Ms. Robinson. Upon a vote viva voce, the motion carried. • CONTRACT NO. 188-2021 — TAYLOR SIEFKER WILLIAMS DESIGN GROUP, LLC They will do the preparation of the Whitewater Gorge Activation Plan.These services shall consist of five phases, which are generally as follows: 1) Learn; 2) Connect; 3) Dream; 4) Grow; and 5) Implement. Not to exceed$46,500.00 Mr. Evans moved to approve, supported by Ms. Robinson. Upon a vote viva voce, the motion carried. CHANGE ORDERS -None ADDENDUMS-None RESOLUTIONS -None PETITIONS -None MISCELLANEOUS -None Board of Works Minutes December 16,2021 ADJOURNMENT After a motion was duly made,the meeting was adjourned. !JN d/t/. � Ab/U/(4'6'. Vicki Robinson, President ATTEST: -2°7- Monica Burns, Deputy City Clerk A recording of this meeting is on file in the Office of the City Clerk.