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AGENDA REVIEW SESSION APRIL 19, 2018 113 The Agenda Review Session of the Board of Public Works was convened at 10:35 a.m. on April 19, 2018, by Board President Gary A. Gilot, with Board Members Suzanna Fritzberg and Elizabeth Maradik present. Board Members Therese Dorau and James Mueller were absent. Also present was Attorney Clara McDaniels. 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 item(s) from the agenda. - Opening of Bids — LaSalle Park Irrigation Mr. Gilot stated there is a request to remove this item from the agenda. - Software Trade Agreement — GolfNow, LLC Mr. Tony Stearns, VPA, stated this item was previously tabled per Legal's requests. He noted GoflNow has now agreed to all Legal's requests and resubmitted a contract. He stated the golf courses will do an analysis of the actual cost after two (2) years. Mr. Gilot stated it is good to do to make sure it makes economic sense. - Riverlights Festival Lieutenant Gene Eyster stated this applicant submitted an incomplete application, noting he is missing a page. The Board reviewed it and explained it is two-sided and all pages appear to be submitted. Lt. Eyster stated it appears to be on both private property and Park property with alcohol being served. He stated the alcohol sales requirements are not met and the Police Department can't make a recommendation until they receive the names of their security officers. Mr. Gilot stated this is a recurring event that has always appeared to be well organized. Ms. Maradik stated Redevelopment Authority owns half of the parking lot, and the other half is private property. She noted the alcohol area is in both. Attorney McDaniels stated she would look into who needs to approve this since it is owned by the Redevelopment Authority. - Procession — Buffalo Soldiers MC South Bend Lt. Eyster stated the Police Department cannot make a recommendation on this event until after a meeting with the applicant next week. The Board suggested tabling this application. - Encroachment — Banner Installations Ms. Jackie Appleman, VPA, stated the Park Department is only asking to put up banners for the Best Week Ever on the poles with banner arms attached, west of Ironwood. She noted they will work with AEP as the owners of the poles east of there. She stated the locations they are requesting currently have banners and they received permission from the River Park Association to take theirs down temporarily. - Reject Bids — Water/Wastewater Laboratory Equipment Mr. Jacob Klosinski, Wastewater, stated they are rejecting these bids at the recommendation from Legal to redo the specifications to be more inclusive and expansive. Mr. Gilot asked if they will add "or equal" terms. Mr. Klosinski confirmed that is one (1) of the changes they will make. - Opening of Quotations — Flagpole and Installation Mr. Klosinski stated this will be a divisible bid for different locations. Mr. Gilot asked if they needed any permission from the airport, noting the proximity of the Organic Resources facility. Mr. Eric Horvath, Director of Public Works, stated they need to make sure it's not in the flight path and the airport has a diagram for that. - Change Order — Wastewater Treatment Plant Digester Gas Utilization Mr. Klosinski stated this $30,000 deduction is to cover a scheduling issue that caused the contractor a delay. He noted it was the Board's recommendation on how to handle the issue and Thieneman Construction agreed to it. - Change Order — Wastewater Treatment Plant Secondary Treatment Improvements Mr. Klosinski stated this deduction is for reimbursement for a spill, and self -work done. Mr. Gilot noted this sounds like it is an adjustment to quantities. Mr. Klosinski confirmed it is. - Professional Services Agreement — American Structurepoint, Inc. Mr. Klosinski stated this study is to see if the Wastewater Plant can get credits for selling back natural gas to the grid or potential clients. He noted they are looking at an opportunity for revenue. - Request to Advertise — Cardiac Monitors/Defibrillators Mr. Andy Myer, Fire Department, stated this new equipment will replace all of the old in the frontline ambulances. He stated there are only two companies that provide these and the specs allow for strong competition. He stated the Fire Department will trade in the old obsolete equipment. Mr. Gilot asked if they included an extended maintenance. Mr. Myers stated it's an option. - Award Bid — Front Loading Refuse Trucks Mr. Jeff Hudak, Central Services, informed the Board that the low bidder on this bid was non- responsive in sixteen (16) areas, including the thickness and hardness of the steel. Mr. Horvath