By David Slone
Times-Union

WARSAW — The HVAC system for the first and second floors of the Warsaw City Hall needs replaced, and to get that done the board of public works and safety on Friday, Oct. 4, approved to solicit that work through a “Request for Proposals” method.

In explaining what the city wants to do, city engineer Aaron Ott told the board, “More and more common these days, we look at alternate project delivery methods. The common design, bid out then construct is a great method for most projects, but not all projects really fit that mold.”

He reminded the board the city already used the Buy Operate Transfer process, and then there’s the design build process.

Looking at the heating, ventilation, air conditioning project for the city hall specifically, Ott said they want to go with the RFP method to procure services from contractors.

“The benefits of this purchasing process is it allows you to evaluate criteria besides just the lowest responsive and responsible bid price. So, when you have a project with certain complexities, or other unique characteristics, putting together a package of specifications from an engineering firm and asking contractors to all price that, it’s not always the best way to get the best contractor for the job,” Ott said.

He said it’s well known that the HVAC system for the first and second floors needs to be replaced as it’s been problematic ever since it was installed due to installation problems. “And that’s been something we’ve went through and had settlements made and stuff for, so that’s all known. Now we’re at a point where we need to actively replace that so we don’t continue to spend significant money on maintenance costs,” he said.

The city entered into a contract Dec. 16, 2011, for remodeling of city hall. Four years ago, the city filed a lawsuit against many entities that were involved in the HVAC system installation at city hall, according to previous Times-Union articles.

“So we don’t need to re-engineer what we need. That’s common based on the square footages and the spaces we have. We just need new equipment installed, more or less, to put it in simple terms. And I feel like the key to the whole project is how a contractor would come in and approach that and keep us running, keep us with operating heating and cooling and deploy this in phases,” Ott told the board.

“Talking with and working with an engineering company to define that, and have contractors bid on that, is probably not the best way to go. The people who actually do this work, in my opinion, I would like their proposals on how they’re going to go about it and their approach and how they’re going to ensure that we can still function at City Hall as they deploy this new system.”

He said that’s just as important as the price of the project.

The RFP has to be advertised twice.

At Friday’s board of works meeting, Ott said he was just asking for the board’s approval to go forward with the RFP purchasing procedure for the HVAC replacement at city hall. The board unanimously granted that approval.

Ott said it will be taken before the Warsaw Common Council at their meeting at 7 p.m. Monday.

In other business, the board approved:

• The owner-contractor agreement with Pulver Asphalt Paving Inc. for the Kincaide and Union Streets sidewalk improvements projects for $334,987, as requested by Public Works Superintendent Dustin Dillon. American Rescue Plan Act funds will pay for the project.

Sealed bids were opened at the Aug. 2 board of works meeting, and the bid was awarded to Pulver on Aug. 16.

Construction of the approximate 2,300 linear feet of sidewalk will begin at the end of May 2025 and is expected to be completed before the beginning of the 2025-26 school year.

• Ott’s request to apply for a 2026 Highway Safety Improvement Program grant that requires only a 10% local match contribution.

The city has identified 12 traffic signal intersections that would qualify for improvements through the program. The construction cost estimate for the proposed work is $162,690, which would require a local match of $16,269. The Board of Works approved a match not to exceed $20,000.

The 12 intersections would include West Market Street at North Lake, Buffalo and North Indiana streets; East Center Street at North Scott, North Bronson, North Harrison, Argonne Road/Parker Street, Jefferson Street, Eastlake Drive and South Cleveland Street; East Winona Avenue at South Bronson Street; East Market Street at Jefferson Street; and Winona Avenue at Scott Street.

• A two-year fixed-rate contract with Eastern Engineering for the city’s Xerox printer fleet. The city has about 40-41 of those current units, according to Brady Burgess, with BIT, who has the IT contract with the city. Burgess and Airport Manager Nick King, who serves on the city’s IT Governance Committee, presented the contract.
The city’s existing contract for service and toner and the consumables that go into the devices is up for expiration on Oct. 6, and the new contract will go into effect on Oct. 7.

• The contract with Waste Management for 2025-28 landfill dumping fees, as requested by Dillon.

Bids were opened at the Sept. 5 Board of Works meeting, and Waste Management was the only bidder at $37.20 per ton with an escalation/de-escalation annual rate of 2%. Waste Management’s bid was awarded at the Sept. 5 meeting. The contract begins Jan. 1, 2025, and expires Dec. 31, 2028.

• Updating the bond amounts for specific cut permit projects throughout the city, as requested by City Planner Justin Taylor.

The bond amounts in the tiered system are $500 for work in rights-of-way not involving road cuts or directional bore; $1,000 for road cuts less than 6 square feet; $5,000 for road cuts greater than 6 square feet or directional bore; and $10,000 for a blanket bond for extensive projects throughout the city.

• The acquisition of a 2024 Ford Ranger for the engineering assistant, as requested by Taylor. With the municipal discount and a trade-in of $5,000 for the 2007 Jeep Wrangler, the total cost is $32,500.

• The $90,270 pay application to Robinson Construction for the Warsaw Police Department training facility restroom project, as requested by Ott.

• The $61,598.80 pay application to G & G Hauling & Excavating for Park Avenue storm sewer improvement work, as requested by Stormwater Utility Superintendent Brian Davison.

• The $144,926.17 pay application to G & G Hauling & Excavating for Kelly Park pond improvement project, as requested by Davison.

• A billing adjustment for Elias Farhat, 618 N. Lincoln St., for a wastewater bill credit of $214.60.

• The release of mortgage for Toni Hopper, 507 Morton St., Warsaw, as requested by the Warsaw Housing Authority. The mortgage was through the Home Of Your Own program and WHA provided roof repairs, with Hopper paying the debt in full.

• A take-home vehicle for Kevin Smith II, supervisor for the maintenance team for the wastewater utility, as requested by Warsaw Human Resource Director Denny Harlan. The 2015 Dodge Ram 2500 Heavy Duty will allow Smith to be on call and take care of any issues that arise. The vehicle is not a new one, but was used by the previous supervisor who left employment with the city.

• The renewal of the Human Resources Information System software through Canopy Workforce Solutions for $7,152 for one year, as requested by Harlan. He explained it’s the program the city uses to track all of its current and former employees with their dates of service, payroll, etc.

• The new hire and change in payroll report, as presented by Harlan. Included in the report is the addition of Jeff Owens to the Plan Commission at $50 per meeting, and Chloe Taylor as a new probationary patrol officer with the Warsaw Police Department at $2,439.83 biweekly.