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JANUARY 2003 2, BOARD OF PUBLIC WORKS 4OOM 250--OMNI ROOM lEETING HELD AT 9:00 A.M. GREG MESZAROS, CHAIRMAN JOHN SUAREZ, MEMBER DENISE PORTER-ROSS, MEMBER CAROLYN NEWPORT, CLERK S. PRESENT: All Members & Clerk, BOPW; David Ross, City Engineer; Jim Howard, Associate City Attorney; Mary Jane Slaton & Jack Suter, Development Services; Mike Fruchey, Transportation Engineering Services; Pat Callahan Mark Gensic, Planning & Design Services; Carl Wilson, Contract Compliance; Dan Smith & Bill Maxwell, Engineering Support Services; Sally Clem, City Utilities Data Control. 1. RECEIVE BIDS: RESOLUTION #6909-03, Oakhurst Park Addition BIDDER BROOKS CONSTRUCTION $15,055.50 GARCIA CONCRETE $ 8,903.50 HIPSKIND CONCRETE $10,462.00 KEY CONCRETE INC. $ 8,074.50 NEWELL CONST. $14,569.00 ENG. EST. $ 9,373.00 Transportation Engineering Services to tabulate and report. 2. Board of Public Works Minutes of December 18, 2002; Denise Porter-Ross moved approval of Board of Public Works Minutes of December 18, 2002. Motion carried. Minutes approved. 3. Consideration of Notice of Proposed Debarment of Widner Paving, Inc. for further work on Water Main Utility Cuts for a period of 2-years; I m Jim Howard, Associate City Attorney, stated tliat tine reasons for tlie proposed debarment are as follows: Work under Contract 02-01 has been**acceptably slow. Widner's Paving's I) failure to complete the work in a timely manner had forced the Board of Works to declare that an emergency exists in the interest of public safety for the satisfactory completion of the cuts. II) This resulted in an increase of cost to the City of approximately $40,000. III) Quality of cuts restoration has been satisfactory. Many cuts had to be inspected 2, 3, 4 & 5 different times. Excessive City time has had to be invested to ensure the cuts met minimum requirements. IV) Multiple Contract Compliance problems: Underpaid employees overtime by $2.30 per hour a. b. Certified payrolls for weeks ending April 13, 2002 and June 29, 2002 revealed unauthorized deductions of $234.00 per week. c. Wage discrepancies payable to four employees totaling $9,126.72 d. Failure to pay invoices to seven invoices to subcontractor in the amount of $3,630.50 e. Wage discrepancies payable to seven employees in the total amount of $5,133.78 V) Widner Paving was in arrears to the City of Fort Wayne as of November 27, 2002 in the amount of $200.00 VI) Other matters are addressed in memorandums from Bill Simmons, Program Manager, and the City of Fort Wayne Compliance Office (on file in the Board of Public Works) John Suarez moved approval of Notice of Proposed Debarment of Widner Paving, Inc. for furtlier work on Water Main Utility Cuts for a period of 2- years. Motion carried. Notice to be sent Certified Mail. Approval of Professional Services Agreement between the City of Fort Wayne City Utilities and STAR Financial Bank for assisting with City Utilities billing system; Jim Howard, Associate City Attorney, apprised the Board that this Agreement is for the following: I) The Bank in partnership with the City will be developing several procedures and processes for additional alternative methods of utility payments from utility customers. II) The City will provide the Bank with a daily billing and payment file (bill print files) via e-mail. III) If the customer receives an electronic bill, the Bank will send the e-mail billing to the customer. Customer will then have the option to access a hyperlink (a Web site managed by the Bank for processing of these payments exclusively.) 2 IV) If the customer receives a paper bill, the Bank will print, fold, stuff, and apply postage and deliver the bills for mailing to the Post Office. V) The Bill Print Files will be ready to transmit electronically from the City to the Bank every evening by 10:00 p.m. VI) On a monthly basis the City will routinely include statement stuffers. The City will deliver the statement stuffers to the Bank for mailing. VII) As bills are sent out to customers and address changes are detected by return mail, a change log will be created by the Bank. The Bank will set this file up so that the City can dial up and download the change file into their system updating all changes. VII) Currently, 7,000 City Utility customers are set up to pay their monthly payments with ACH Auto Debits to their Accounts. This is being facilitated by Wells Fargo Bank, until such time the City is in a position to transfer that function to STAR. The Bank will begin the processing of these auto debits @ for the City at .07 item. VIII) The Bank will not provide the City with merchant processing. The City will contract another vendor for merchant processing. Sally Clem, City Utilities Data Control, said that the current postal system charges $54,431.00 and the fee for STAR Bank would be approximately $52,933.00. John Suarez moved approval of Professional Services Agreement between the City of Fort Wayne City Utilities and STAR Financial Bank for assisting with City Utilities billing system. Motion carried. Copy to be placed on file in vault. Notice to proceed to be sent. Approval of Agreement between the City of Fort Wayne Board of Public Works and the Hoevelwood Civic Association allocating $616.00 from 6*^ District CEDIT Funds to construct a retaining wall for Hoevelwood Association; Denise Porter-Ross moved approval of Agreement between the City of Fort Wayne Board of Public Works and the Hoevelwood Civic Association allocating $616.00 from 6*'' District CEDIT Funds to construct a retaining wall for Hoevelwood Association. Motion carried. Copy to be placed on file in vault. Approval of Special Street Permit granting H.B.C. Corporation permission to construct Avionics Drive; Mike Fruchey, Transportation Engineering Services, said that this street has been constructed but not accepted, and that a special street permit was not obtained. John Suarez moved approval of Special Street Permit granting H.B.C. Corporation permission to construct Avionics Drive. Motion carried. Avionics Drive to be constructed. 3 7. IMPROVEMENT RESOLUTION #1512-2003 for Camp Scott Phase I - Pumping Facilities; Pat Callahan, Planning & Design Services, explained that this Resolution is for the following: the construction of stormwater pumping facilities in the northwest corner of McMillen Park. Stormwater pumping facilities are designed with a firm capacity of 100 cubic feet per second. Pumping facilities consist of a cast-in-place concrete wet well with 6 large submersible stormwater pumps, 2 smaller "jockey" pumps, and associated 6" 48" diameter ductile iron discharge piping, fittings and valves. In addition, this project also includes the construction of 1.77 million gallon buried stormwater storage tank, control building, screening and grit settling channel, and approximately 700 l.f. of 60" and 72" diameter storm sewers and associated structures. Denise Porter-Ross moved approval of IMPROVEMENT RESOLUTION #1512-2003 for Camp Scott Phase I - Pumping Facilities. Motion carried. Copy to be herein incorporated. 8. IMPROVEMENT RESOLUTION #1513-2003 for Camp Scott Phase II - Force Main; Pat Callahan, Planning & Design Services, explained that this Resolution is for the following: the construction of a new 48" diameter storm sewer force main used as a transmission pipeline to carry stormwater collected from the neighborhoods west of McMillen Park to a wetlands area on Oxford Street. The construction begins at McMillen Park east of Queen Street and routes east along Oxford St to the Wetlands property which is east of Wayne Trace, north of Moeller Rd. (Oxford St.) south of the former Conrail/Pennsylvania Railroad yard, and west of Bueter Rd. in southeast Fort Wayne. Denise Porter-Ross moved approval of IMPROVEMENT RESOLUTION #1513-2003 for Camp Scott Phase II - Force Main. Motion carried. Copy to be herein incorporated. 9. Approval of Easement Acquisition Agreement between the City and Griffin Real Estate for Easement Acquisition Services for the Lima Road Water Main Replacement Project; Mary Jane Slaton, Development Services, said that this Agreement covers appraisal and buying of seven easements and is for a fee of $15,850.00. John Suarez moved approval of Easement Acquisition Agreement between the City and Griffin Real Estate for Easement Acquisition Services for the Lima Road Water Main Replacement Project. Motion carried. Copy to be placed on file in vault. Notice to proceed to be sent. 10. Approval of Second Amendment of Water Pollution Control Agreement between the City of Fort Wayne, Indiana and the Town of Zanesville, Indiana; Mary Jane Slaton, Development Services, remarl<ed that the amendment involves adding approximately 35 areas to the Zanesville Service Area. John Suarez moved approval of Second Amendment of Water Pollution Control Agreement between the City of Fort Wayne, Indiana and the Town of Zanesville, Indiana. Motion carried. Copy to be placed on file in vault. 4 ,1 •I