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AGENDA REVIEW SESSION APRIL 5, 2018 91 The Agenda Review Session of the Board of Public Works was convened at 10:32 a.m. on April 5, 2018, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, Therese Dorau, and Suzanna Fritzberg present. Board Member James Mueller was absent. Also present was Attorney Clara McDaniels. The meeting was held in the 13th Floor Boardroom, County -City Building, 227 W. Jefferson Blvd., South Bend, Indiana. Board of Public Works Clerk, Linda Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. Board members discussed the following item(s) from the agenda. - Award Bid - All Wheel Drive Four -Door Utility Vehicles Mr. Jeff Hudak, Central Services, informed the Board that they received two (2) bids for these vehicles for the Building Department, and Jordan Ford was the lowest responsive one. Mr. Gilot questioned if these were hybrid or CNG fueled. Mr. Hudak stated they were not, this is the type of vehicle the Building Department wanted and budgeted for; there is no practical hybrid or CNG vehicle this size. Mr. Gilot noted available vehicles and stated the City has a policy that hybrid and CNG is the direction they are wanting to go. Ms. Dorau noted there's no formal policy yet. Mr. Hudak stated the RAV 4 was $16,000 more for the hybrid. He stated he would look into other options. - Award Bid — Mid -Size Four -Door Hybrid Sedans Mr. Hudak stated these are for the Fire Department, one for a Chief and one for the Community Paramedic. Mr. Gilot stated in general, there is a preference for hybrids in the city. He stated he would like to know when: there isn't one being specced, adding he doesn't feel that city policy is being followed when we aren't requesting hybrid. Ms. Dorau noted once again, there is no actual policy. Mr. Gilot stated based on the City's commitment to the Paris Agreement, and the amount the City spent on the installation of a CNG fueling station, we need to be committed to that direction. - Special Purchase — Substantial Savings Assistant Chief Todd Skwarcan, Fire Department, stated the department budgeted for a needed aerial apparatus. He noted they prefer a demo model because of the complexity of the equipment; they feel it's better not to change the options on the equipment so there are fewer problems down the road. He stated the Fire Department came together with a wish list and sat down with four (4) of the largest manufacturers in the United Stated and they shared what trucks they had in production or on the road right now. He stated the Fire Department narrowed it down to two (2) vendors and asked them to price out a few minor changes they would make. He stated that is how they came up with Rosenbauer. When compared with the second vendor, there was a substantial savings of nearly $1,100,000. He noted if they had specced the equipment from the ground, more features would have increased the cost substantially. Mr. Gilot stated it sounds like they did a request for proposals without doing the formal process. He noted it would be better to do a formal Request for Proposals. Chief Skwarcan stated this is a pretty specific piece of equipment, not a lot of companies manufacture them. Ms. Dorau suggested there may be a small vendor that didn't get to take part. - Request to Advertise — County City Building Updates Mr. Adam Parsons, Director of Facilities Management, stated these updates will be for several different locations including the Mayor's Office, the 121h floor, Department of Community Investment, and a small Code Enforcement remodel. Ms. Dorau asked if he was coordinating the work with the County's energy savings contract. Mr. Parsons stated this is only small plumbing upgrades and relighting. He stated the relighting contract is only replacing current light fixtures with LED bulbs. He noted also the County still hasn't had a pre -construction meeting regarding the energy savings contract so it won't even start for a couple months. AUTHORIZE REPRESENTATIVE OF THE BOARD TO SIGN LETTER OF COMMITMENT FOR FIRE STATION NO. 9 Assistant Chief Skwarcan stated one (1) of the property owner's bordering the new Fire Station No. 9 requested that Area Plan put into writing a commitment to install a privacy fence along their property. He noted it is part of the plans, but they wanted it in writing. Area Plan prepared the letter, but require the City to sign it as it is City -owned property. Mr. Gilot asked who their agent is for the project, suggesting the Board authorize them to sign on behalf of the Board. Chief Skwarcan stated the Project Engineer is Tara Weigand. Mr. Gilot made a motion to authorize her to sign on behalf of the Board. Ms. Maradik seconded the motion, which carried. - The Bend Block Party