04062017 Agenda Review Session - Laserfiche WebLink

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AGENDA REVIEW SESSION APRIL 06, 2017 94 basically the same as last year's. Ms. Dorau questioned how many proposals were received last year. Mr. Martinez stated there was only one (1). Ms. Dorau offered assistance in connecting with youth organizations. Ms. Maradik questioned what the time frame is. Mr. Martinez stated the program begins in June and goes until the end of August. - Letter of Authorization — Studebaker National Museum Mr. John Murphy stated he was asked to submit a letter of authorization, as the City Controller, for the Studebaker Museum to run a raffle. - Opening of Bids — Leighton Plaza Improvements Mr. Roger Nawrot, Engineering, stated the contractors bidding on this project requested more time. He noted this was just sent out this week and is due to open Tuesday. He requested to move the opening to April 20`h. Attorney Schmidt summarized emails were sent requesting quotes with a due date of April 11 and some bidders were not able to meet the deadline. He stated they need to send an addendum. Mr. Nawrot confirmed they are in the process, noting they are also making some changes to the specs along with the date change. He stated he called all of the bidders to notify them last night. Ms. Maradik questioned why we are doing a contract for design if we are opening quotes for installation of the statue. Mr. Nawrot stated this design is including other improvements. - Award Bids — Street and Sewer Materials Mr. Nawrot stated they are requesting the Board use their authority to waive irregularities and to split the award of these materials up in divisions. He explained this is a divisible bid, there are ten (10) parts but on some of the divisions some of the bidders only bid on a few items, other bidders bid on the other items. He explained when you have a divisible bid, you can divide only by divisions, not within divisions. Attorney Schmidt stated the request is to waive the irregularities, and make a decision based on whether the Board is comfortable that they won't receive complaints that someone didn't bid because they couldn't provide all of the materials. Mr. Gilot questioned the request to waive the bid bond on Part D. Attorney Schmidt explained that unlike the other division this particular item was below the bid threshold where the Board would require a bid bond. He noted all of the other parts were in the bid threshold, this one is not. He stated it's appropriate for the Board to waive the irregularity in this case. - New Installation — Police Parking Only Mr. Nawrot stated these signs are for along Washington St. on the south side. He stated the request is for any parking adjacent to the parking on Main St. and Washington St. be Police parking only. Mr. Nawrot noted that previously there wasn't any parking in this location but with the Smart Streets project there is now. He stated there will be five (5) signs for Police only from the east side of the Tower building. Ms. Dorau questioned if the Police lost any parking from the Smart Streets design. Mr. Nawrot stated they probably did, but this is being done as a requirement for security around the courthouse. - Ratify Reduced Senior Trash Rate Ms. Emily Leyes, Water Works, stated she read in the trash ordinance that it requires the Board to approve senior discounted water rates. She noted the Director and Deputy Director of Public Works came up with this process of bringing the information to the Board with verification by Water Works of senior eligibility, for addressing the Ordinance. Mr. Gilot requested Legal see if they can do a resolution for the Board to designate a responsible person at Water Works, noting this is micro -managing of daily operations. - Memorandum of Understanding —Teamsters Local Union No. 364 Attorney Schmidt stated this MOU is regarding teamsters hours worked on Sundays. He explained the original agreement didn't lay out this process, this is just documenting the process that's been followed. He noted this MOU is not changing dollars, and does not include a rate of pay. Master Services Agreement— Stantec Consulting Services, Inc. Ms. Dorau suggested it might be helpful to have this laid out for better understanding of the phases of the Long Term Control Plan relook. Ms. Kara Boyles, City Engineer, stated this company is the same company, formally known as MWH, which the master agreement is with. She explained they did a peer review of all the work done, adding the whole project is called "Relook". - Opening of Quotations — Norfolk Southern and Canadian National Railroad Crossings & Quiet Zones Materials Ms. Maradik questioned what this item was. Ms. Boyles informed the Board this is to meet a requirement on the city to maintain quiet zones. She stated that requirement was never met, because they were not aware of this obligation. Attorney Schmidt confirmed it needs to be done. No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 11:39 a-m.