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PUBLIC AGENDA SESSION SEPTEMBER 23, 2010 290
<br />- Agreement — South Bend Weed and Seed Alliance, Inc.
<br />Ms. Pam Meyer, Community and Economic Development, stated the City is providing
<br />administrative and fiscal support, using staff time as a match so there is no cost to this
<br />agreement.
<br />- Bid Award — Erskine Detention Pond Reconstruction
<br />Mr. Bill Schalliol, Community and Economic Development, stated the award of this bid
<br />would be going to the second lowest bidder due to the lowest bidder being found non-
<br />responsive. He noted they did not include the required Non - Collusion, Non -
<br />Discrimination form with their bid. Mr. Gilot questioned whether Legal had reviewed
<br />this. Mr. Schalliol stated they had prepared a Memo supporting the award to the second
<br />lowest bidder. Mr. Gilot questioned what the scope of the project had been changed to.
<br />Mr. Schalliol noted the pond will be re -built instead of moved, improving the capacity
<br />and lessening the impact on the CSO, and Erskine Golf Course overflow. Mr. Gilot
<br />questioned the safety of the project with the location of a pipeline in the same vicinity.
<br />Mr. Littrell noted the pipeline was lowered years ago making it well under the pond, and
<br />not a safety issue.
<br />- Quotation Award — Cleaning and Rehabilitation of Wells Nos. 2 and 5
<br />Mr. Dave Tungate, Water Works, stated there was some confusion in the quotes that
<br />came in for this project. Some of the bidders bid on two wells, and one bid on one well.
<br />After clarification, Water Works is requesting to award to the lowest quoter, Peerless
<br />Midwest. Mr. Gilot questioned whether Legal had reviewed and given their opinion on
<br />these quotes. Mr. Tungate stated they had reviewed it and were okay with the award. Mr.
<br />Gilot asked if it wouldn't be better to reject all quotes, and re -quote the project. He noted
<br />there is no hurry on the project. Mr. Gilot stated if Water Works wanted to proceed with
<br />the award, they would need to get a Memorandum from Legal.
<br />- Safety Reports — Department of Public Works
<br />Mr. Dave Tungate, Water Works, and Mr. Jeff Hudak, Central Services, presented their
<br />respective Safety Reports for the month of August, 2010. . Both had minor accidents to
<br />report that incurred no loss of time or money.
<br />- Monthly Reports — Department of Public Works
<br />Mr. Dave Tungate, Water Works, and Mr. Jeff Hudak, Central Services, presented their
<br />respective Monthly Reports for the month of August, 2010. Mr. Hudak informed the
<br />Board that the IRS had contacted Central Services and informed them if they sell fuel to
<br />other not - for - profit organizations associated with the City, but not part of the City, they
<br />would be subject to all fuel taxes. He noted that would increase the cost to the City
<br />approximately .18 per gallon of fuel. Mr. Gilot stated Legal should draft a letter to the
<br />few organizations the City currently supplies with fuel to notify them we regret but we
<br />can no longer do this. He noted the City can't afford the extra expense.
<br />- Professional Services Agreement — Christopher Burke Engineering, Ltd.
<br />Mr. Inks questioned which part of the Rule 13 this agreement covers. Mr. John Engstrom,
<br />Engineering, stated this agreement will update the language in Part C of the report. Mr.
<br />Gilot noted there has been a full time MS4 position created within the City, so in the
<br />future we should not contract this out, but work in- house.
<br />- Change Order — Embedded Sensor CSO Monitoring Project, Phase II
<br />Mr. Patrick Henthorn, Engineering, stated this Change Order encompasses four items
<br />including the addition of rebar to CSO 28; addition of two line stops for water valves and
<br />the discovery of a buried manhole at CSO 25; and filling of a void down vacated Sorin
<br />Street at CSO 27 and 28.
<br />- Professional Services Agreement — Environmental Systems Research Institute, Inc.
<br />Mr. Shawn Hipsher, Environmental Services, noted this agreement is for GIS software
<br />training and installation. He added this is an Arc GIS map software go between that is
<br />web related. Mr. Patrick Henthorn, Engineering, noted they are looking at different
<br />licensing so an unlimited number of people can view the site, instead of the current
<br />limited licensing. Mr. Hipsher added this software will provide real -time viewing. Mr.
<br />Gilot noted this is a fair amount of money for sixty hours of consulting; GIS and
<br />Information Technologies should be ready to make the adjustment so we don't have to
<br />extend the time of the agreement.
<br />- Special Purchase Sole- Source Preventative Maintenance Agreement — Dell Corporation
<br />Mr. Phil Custard, Purchasing, noted one of these agreements for the Police Department
<br />was submitted when there was equipment failure and the Police Department was told
<br />their agreement had expired. They need to get the agreement renewed to get the failed
<br />hard drive in the disk array fixed. Mr. Gilot suggested for this price, they should look at
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