11172016 Agenda Review Session - Laserfiche WebLink

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AGENDA REVIEW SESSION NOVEMBER 17 2016 361 BID: $885,908.60 Upon a motion made by Ms. Maradik, seconded by Ms. Doran and carried, the above bids were referred to Engineering and Community Investment for review and recommendation. Board members discussed the following item(s) from the agenda. — Amendment to Leases — LePeep and Bruno's Pizza Mr. Aaron Kobb, Community Investment, stated these are two lease renewals for downtown businesses LePeep and Bruno's Pizza that were previously handled by Community Investment. Attorney Michael Schmidt explained the Redevelopment Commission transferred ownership of the parking garages to Public Works several months ago, and Dradley & Company manages the leases for the businesses on the ground floor and sets the rates based on square footage. Mr. Gilot th questioned if the City is below market or competitive. Mr. Kobb stated he believes the city is a little below market. He noted the leases are the same except LePeep has right of first refusal on the Christian bookstore next door for potential expansion. - Policy and Procedure for Curb and Sidewalk Reimbursement Program Ms. Marcia Qualls, Street Department, explained the details of the Curb and Sidewalk program. Mr. Eric Horvath, Public Works, stated the procedure is set, but we have people come in that didn't know about the program and ask for a reimbursement of work they have had completed. Mr. Horvath questioned if the reimbursement of work previously done should be added to the Policy noting he would like more participation in the program. Ms. Maradik noted there are limited funds and they are designated for each district. The Board questioned how many had previously been denied that requested reimbursement. Ms. Qualls stated she knew of about five (5) this year that have been denied for work done already. She noted there is a process in place for inspections and measurements before and after the work is done. The Board agreed it would be risky to reimburse work that is already done. Ms. Dorau suggested since they have to get a permit to pour a sidewalk, could they be told about the program when they come in for their permit. Mr. Horvath agreed and stated when the permit is applied for, the permit manager should inform them of the program. He added the existing requests for reimbursement for work already completed should just be denied. Mr. Gilot questioned if this should be removed from the agenda or if a policy would be ready for Tuesday's meeting. Mr. Horvath stated he has the policy, itjust never made it to the Board. He added he would tweak it before Tuesday. — - Opening of Proposals — IIVAC Preventative Maintenance and Waste Management Mr. John Martinez, Park Department, stated he and representatives from Century Center and other venues will be on the review team for scoring these proposals. He noted they had a tour of the facilities andhad a good turnout of interested bidders. - Change Order — Marriott Hotel Site Development at Hall of Fame Mr. Rich Estes, Engineering, stated there are questions about the work performed in the right-of- way and what is owed the contractor. He explained the contractor encountered ten to fifteen (10- 15) unmarked utility lines and is claiming an extra cost of $13,000. Mr. Estes stated there were several lines shown in the drawings, and the contract states it's the contractor's cost to work around the utilities, but the contractor thinks these are large utilities and not included in those terms. Mr. Horvath added that none of these were the Citys lines, they should be the cost of the utility companies. Mr. Toy Villa, Engineering, stated the wording of the specifications states it's the contractor's responsibility to contact the utility companies and locate all of these, but they didn't do that. Mr. Estes stated the other issue the contractor is claiming is the City pushed them to open this by the weekend and never told them they could get an extension. Mr. Horvath stated the contract is clear, he needs to work this out with the utilities. Mr. Villa stated it's an issue between the prime contractor and the sub -contractor. Mr. Gilot stated he feels empathy for their situation but this is not the City's fault and they need to work it out with their sub. Mr. Estes stated based on the Board's decision, the amount will go up but it will still be a decrease. He added the contractor may want to come to the Board meeting and speak to the Board. Mr. Horvath requested Mr. Estes let the contractor know they should put something in writing for the Board to review. Award Bid — 2016 Parking Garage Improvements Mr. Rich Estes, Engineering, stated the funding issue with this project was resolved by pulling from 2016 and 2017 funds. He noted the work will be done in both years. Attorney Schmidt stated there is work that's going to be done in 2017 and it has been budgeted for. He added the Project will start this year and carry over to next year. Mr. Gilot questioned the large dollar amount for elevators. Mr. Estes stated they are completely overhauling them, turning inside elevators into outdoor elevators. - Change Order— One -Way to Two -Way Conversion