12/06/10 Board of Public Works Minutes

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PUBLIC AGENDA SESSION DECEMBER 2, 2010 370 The Public Agenda Session of the Board of Public Works was convened at 10:35 a.m. on Thursday, December 2, 2010, by Board President Gary A. Gilot, with Board Member Donald E. Inks present. Board Member Carl P. Littrell was absent. Also present was Board Attorney Cheryl Greene. Board of Public Works Clerk, Linda M. Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. Board members discussed the following items from that list. - Additions to the Agenda Mr. Gilot noted the addition of a Substantial Completion for the Kennedy Park Sewer Separation project; Resolution No. 79 -2010, for the disposal of unfit and /or obsolete property; and a Completion Affidavit for the Traffic Signal Modernization project. - Award Bid — Heavy Duty Aerial Tower (Quint) Chief Howard Buchanon, Fire Department, informed the Board he was recommending the Board reject the low bidder of the above equipment, Sutphen Corporation, as non- responsive. Chief Buchanon stated the bid submitted by Sutphen did not meet the requirements of the specifications. He gave as an example, the bid specs required a steel, rear mounted aerial device. Sutphen proposed an aluminum, mid - mounted aerial device. The specifications required firefighter safety features such as a one -piece panoramic windshield, side air bags, frontal air bags, side roll protection and a suspension seat safety system. Sutphen did not comply with these safety features. Chief Buchanon stated that Sutphen did not respond to the in -depth questions in the bid specs requiring a yes /no answer. He noted Sutphen also did not submit any bids regarding the optional equipment and the trade -in values for two (2) fire trucks. Chief Buchanon stated there were two bids submitted by Pierce, one for a stock truck, and one built to requirements. He noted the stock aerial bid on by Pierce and the aerial bid on by Sutphen were demos with some mileage on them. Pierce has offered to start the warranty as new with the existing mileage. Chief Buchanon stated he is requesting the Board approve the award for the less expensive stock aerial. Mr. Gilot asked if the funds were in place and appropriated. Chief Buchanon stated there is a grant subject to Common Council appropriation. Mr. Gilot stated the Fire Department should work with the City's fleet manager and purchasing the next time they write and award specs for any equipment. He noted they are experts at putting specifications together, and can be helpful. - Award Bids — Packers and Refuse Trucks Mr. Jeff Hudak. Equipment Services, informed the Board that none of the three Solid Waste vehicle bids are recommended for award to the low bidders. He noted on the 25 cubic yard packer, he considers the first six (6) low bidders as non - responsive and recommends award to the seventh low bidder. He stated the bid specs were specific and required thick steel for durability. The low bidders bid a cheaper, thinner steel that would not hold up as well. He noted the Solid Waste division is able to replace their trucks so seldom, it is critical that they be made with thicker steel for durability. When maintenance is figured in, Mr. Hudak suggested the cost in the long run on a less expensive truck, is more. He noted that the last four (4) packers of equal size bought were the same model so that will also eliminate the training requirement. Mr. Hudak informed the Board that he and Matt Chlebowski, Director of Equipment Services, spent time with the user departments to find out what they liked and didn't like about their current trucks, and put that into the specifications. Mr. Gilot noted he reviewed all of the bids and is comfortable with the rejection of the non - responsive bids. Ms. Greene added Mr. Hudak and Mr. Chlebowski did a very good job on the review and the explanation of why the bids were found non - responsive. - Award Bid — Universal Nestable Refuse Containers Mr. Hudak, Equipment Services, recommended award to the lowest responsive bidder. Mr. Inks questioned who is losing or breaking the containers, is it rental properties or actual home - owners. Mr. Hudak stated it is both. Mr. Irks questioned whether there is a way to trace the containers to the original owners. Mr. Hudak stated he was going to add a chip to the specs for identifying the owners, but decided against it when he found out he can purchase the chips directly from the manufacturer and save a lot of money. He noted they also offer more options. Mr. Inks asked how the chips will be attached, if they are easily removed. Mr. Hudak stated the cover on the chip will be glued on and they would have to destroy the handle to remove it. - Emergency Purchase — Underground Pipe & Valve Mr. Phil Custard, Purchasing, stated Raw Pump No. 3 was found to have more damage than previously known, when work was started to do the original emergency repair. He