03282017 Board of Public Works Meeting

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AGENDA REVIEW SESSION MARCH 23, 2017 76 1 changed the Board's form, and would request the Board allow an employee to sign for INDOT's change order. - Revision — Handicapped Parking Mr. Kevin Fink, Engineering, stated the City is adding a van accessible handicap parking space in front of the County -City Building so they need to relocate two reserved handicapped spaces on Jefferson Blvd. - Addendum No. 2 to Master Agreement Ms. Kara Boyles, City Engineer, stated this addendum with the St. Joseph County Regional Water and Sewer District is to update the master agreement adding Carriage Hills as a sewer customer to the City. - Discussion — Water and Wastewater Chemicals Bid Attorney Schmidt informed the Board that after the bid opening for water chemicals at the last meeting of the Board, an absolute tie was discovered on one chemical. He stated there was no local preference, and neither company bid on any other chemicals. Attorney Schmidt stated Indiana law is pretty unclear on how to handle these types of situations. He stated some states have gone to coin tosses, and that is a potential resolution. Another option, he suggested is to contact the vendors and ask them to split the bid as evenly as possible. Mr. Schmidt stated the Notice to Bidders includes language that the Board reserves the right to make decisions in the best interest of the City. Mr. Eric Horvath, Director of Public Works, stated if it's a big dollar value, he would recommend the Board reject and rebid the one chemical, but if it's not a huge dollar amount, he would suggest the Board flip a coin. The Board questioned the amount of the bid. Mr. George King, Purchasing, stated the value is slightly over $40,000. Ms. Maradik stated if we reject it, it's now low enough that it's a quote; can it be quoted? Attorney Schmidt stated there are some legal processes to follow. The Board recommended both bidders be contacted and consulted with to see if a coin toss would be preferred or if the bid should be divided or re -bid. No other business came before the Board. Upon a motion by Ms. Dorau, seconded by Ms. Maradik and carried, the meeting adjourned at 11:33 a.m. 1_. BOARD OF PUBLIC WO S Gary A.1 1 ot, President Elizabeth A. Maradik, Member Therese J. Dorau, MemNer Jan A. Mueller, Member " U 4 A - 4 /"t cq,� J Suzanna M. ritzberg,Mem_bVr1T__ ATTEST: G` 4dai M M. Martin, Jerk REGULAR MEETING MARCH 28, 2017 The Regular Meeting of the Board of Public Works was convened at 9:32 a.m. on March 28, 2017, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, and Therese Dorau present. Board Members Suzanna Fritzberg and James Mueller were absent. Also present was Attorney Elliot Anderson. ADDITION TO THE AGENDA Mr. Gilot announced the addition to the agenda of an agreement for ELEMOS software.