11/18/2010 Board of Public Works Minutes

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PUBLIC AGENDA SESSION NOVEMBER 18, 2010 354 APPROVAL OF RECOMMENDATION — GRANT OF PERMANENT WATERLINE EASEMENT — IRONWOOD DRIVE WATER MAIN EXTENSION — PROJECT NO. 109 -052 Mr. Gilot advised that the Board is in receipt of a Grant of Permanent Waterline Easement from the City of South Bend's Division of Water Works, with the First Brethren Church of South Bend, Inc., located on Ironwood Drive. The Easement includes a portion of the First Brethren Church's property on Ironwood for the above referenced project. The First Brethren Chuch is being reimbursed in the amount of $16,365.00. Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the recommendation was approved. APPROVE CHANGE ORDER NO. 1 — IRELAND ROAD BOOSTER STATION — PROJECT NO. 109 -054 (REVENUE BONDS) Mr. Gilot advised that Mr. John Wiltrout, Water Works, submitted Change Order No. 1 on behalf of John Boettcher Sewer & Excavating, 3305 North Home Street, Mishawaka, Indiana 46545, indicating the Contract amount be increased by $34,368.57 for a new Contract sum, including this Change Order, in the amount of $364,498.32. Mr. John Wiltrout, Water Works, stated this Change Order was for the extension of a water main to loop it into the Ireland Road water tank. He noted it made more sense to loop into the closest water tank rather than extend it to one farther away. Mr. Wiltrout added that John Boettcher Sewer and Excavating is already out there working so they are able to do the extension for less than anyone else. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Change Order was approved. Board Members discussed the following Agenda items: - Safety Reports Mr. Jeff Hudak, Central Services, and Mr. Ed Herman, Water Works, presented their respective Safety Reports for the month of October, 2010. Water Works had no injuries to report. Central Services had two (2) minor accidents to report. - Monthly Reports Mr. Jeff Hudak, Central Services, Mr. Al Miller, Radio Shop, and Mr. Ed Herman, Water Works presented their respective Monthly Reports for the month of October, 2010. Mr. Hudak stated he prepared his report differently this month to try to show utilization rather than availability. Mr. Hudak noted he chose the Sewer Department to use as a basis for the report. Mr. Gilot stated he would like to see firm capacity versus redundancy to show if all equipment of a like kind is being utilized at once, or if only some of the equipment is being used at once. He noted his goal is to see rental cost versus purchase and maintenance cost for equipment. Mr. Gilot stated when you see less than fifty (50) hours per year usage; you have to wonder whether you are better off purchasing or renting. Mr. Gilot questioned whether the meter on the equipment could be broken, giving inaccurate readings. Mr. Hudak stated he would check that, but he did not believe so. Mr. Gilot requested that Mr. Hudak include a description of what the equipment is on his report also. He suggested when Mr. Hudak completes his information in the report that he send it to the Director of Sewers to review and determine if renting the under - utilized equipment would be a savings to the department. Mr. Al Miller, Radio Shop, noted his preventative maintenance report shows a low percentage of success due to an increase in new vehicles needing installation. Mr. Gilot noted the radio shop is always low on their goals, and they should look at the possibility that they are setting their goals too high. He suggested they look at the big picture; if they are making 50% of their goal on annual maintenance, should they set their goal at two (2) year preventative maintenance checks rather than one (1) year, or would stretching it to two years cause more corrective rather than preventative maintenance. Mr. Miller stated it probably would cause more corrective maintenance because they check all mechanicals when doing preventative maintenance, not just radios. Mr. Gilot stated they would need to look at how changing it to two year maintenance checks would affect the warranty. Request to Advertise for the Receipt of Bids Steve Cox, Fire Department, informed the Board that the Fire Department was requesting to purchase a new style of mechanical cot that has been shown to decrease the number of back and leg injuries to the emergency personnel. He noted there has been an epidemic of back injuries and surgery in the South Bend Fire Department. He stated the City of Mishawaka has been using these cots for over five (5) years and they have had no back injury claims in that time. Mr. Gilot stated Mr. Cox should present a report of the cost to the City for the medical claims for back injuries versus the cost of the new cots, to the