03222018 Agenda Review Session - Laserfiche WebLink

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AGENDA REVIEW SESSION MARCH 22 2018 75 Mr. Patrick Sherman, VPA, noted the vendor on this golf cart lease should be Professional Golfcar, the carts are EZ Go. Mr. Tony Stearns, VPA, explained in the past they have purchased rather than leased the carts for the golf courses. He noted with the lease, they can continually update the carts. Mr. Gilot questioned if they are doing it with one agreement that will have the same cost over the period. Attorney Clara McDaniels stated it's a five (5) year contract QPA. Ms. Dorau asked how many carts this is for. Mr. Stearns stated it's for fifty-five (55). Attorney McDaniels stated they are making sure it's subject to the appropriation of funds for future years. Mr. Sherman clarified for Mr. Gilot that this agreement allows the golf courses to purchase fifty- five (55) at this price, and after that they will be subject to the current QPA price. - Award Bid — Cemetery Mowing Mr. Patrick Sherman, VPA, stated they only received one (1) bid for this service, from an Illinois company. He noted they are the same ones that did it last year. Mr. Gilot stated it strikes him odd that they have to go out of state to mow a cemetery and can't find anyone locally. Mr. Sherman stated he reached out to other vendors but nobody wanted to bid on it, adding some companies have expressed concerns about damage to headstones. Ms. Kara Boyles, Engineering, questioned why it was bid, not quoted, noting the dollar amount is in the quote range and there are limits that have to be met on bidding that make it more difficult for small vendors. Mr. Gilot asked if this bid is above their budget. Mr. Sherman stated it is about $1,000 over. Mr. Gilot suggested Mr. Sherman re -consider the award and he would recommend rejecting the bid for being over budget and do it over as a quote. - Award Proposals — Lawn Maintenance and Mentorship Mr. Sherman stated this proposal also got only one (1) response, but Greater Impact Lawn Care is highly qualified and they performed last year under budget. - Opening of Quotations — Reuse Pump Station Building Wall Repairs Mr. Jacob Klosinski, Wastewater, stated this repair is a result of flood waters that came up and damaged some pumps. He noted the pumps have been repaired and they are going to make sure the walls are all capped off to prevent future damage. - Request to Advertise — Water/Wastewater Lab Equipment Mr. Klosinski stated this is for lab equipment replacement. He noted it includes an annual service contract. Mr. Gilot suggested they might want to do a cost analysis of bids with the service contracts included since that can add a lot of expense to the contract. - Professional Services Agreement — Frost Engineering and Consulting Mr. Kloskinski stated this is to repair damage to the Leeper Park bridge that occurred during the flood. He noted Frost will do a structural assessment. - Professional Services Agreement — Frost Engineering Mr. Kloskinski stated the North Pumping Station Building masonry had seeping during the flooding. This agreement is to look at repairing and preventing any future problems. - Reject Bids — Cargo Vans Mr. Michael Schmidt, Purchasing, stated he made a typo on the bid documents so they need to redo this bid. - User Cardholder Agreement — JP Morgan Chase Mr. Schmidt explained this is a purchasing card form for employees using the cards to fill out. He noted it is required by JP Morgan Chase. - Requests to Advertise Mr. Schmidt stated he had six (6) bids that needed to be on the agenda that he needed to speak about and asked if the Board was okay with him discussing them without being on the agenda. Mr. Mueller made a motion to waive the formal requirements, Ms. Dorau seconded the motion, which carried. Mr. Schmidt read through the following equipment purchases he was requesting to be added to the agenda and explained what each was for. 1. One (1) Ton Four -Wheel Drive Pickup Truck including Animal Transport Module 2. 3/4 Ton Two -Wheel Drive Pickup Trucks 3. Thirty -Nine (39) All -Wheel Drive Police Patrol Vehicles 4. 1.0 Cubic Yard LoadersBackhoes 5. 3 '/2 Ton Utility Truck with Crane 6. Trash Tote Cleaning Trailer System - Temporary Use Agreement — Near Northwest Neighborhood, Inc. Mr. Andrew Netter, Community Investment, stated this is a request to use three (3) city -owned lots for mulching staging areas in the Northwest neighborhood. He noted Notre Dame University will be providing the mulch. - MOU — Teamsters Local Union No. 364