11/07/11 Board of Public Works Minutes

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AGENDA REVIEW SESSION NOVEMBER 3, 2011 354 Mr. Robert Nichols, Engineering, stated that Amano McGann doesn't appear to be the low bidder on this project, but when you add in the warranty, they are. Mr. Phil Custard, Purchasing, noted they included a two (2) year warranty for free and if the other bidder's warranty is added to their bid, they become higher. Ms. Greene stated her concern is that we aren't awarding to the lowest bidder because we didn't call for a two year warranty in the specs. Mr. Nichols stated he would review the specs before the meeting on Monday and confirm whether a warranty was called for. - Award Quotation—Douglas Road Bus Shelter at Marketplace Drive Mr. Nichols stated there is some question whether TRANSPO will be including this route in their bus route anymore. Mr. Inks requested Mr. Nichols get an email confirmation from TRANSPO that this route will continue to be used before the Board awards this quotation on Monday. - Extend Bid Award— Street Material Bid Mr. Rob Nichols, Engineering, stated the Street Department is requesting to extend its slag sand street material with The Levy Company and No. 24 sand with Rieth-Riley. He noted these were the prices bid and awarded in 2008 that have been extended since then. Ms. Greene asked to make sure there is documentation in the Board's file of confirmed prices. Mr. Gilot added that Mr. Nichols should prepare specs for next year and go out for bid. He noted this is the fifth year of the extension. - Monthly Report of Operations Mr. Dave Tungate, Water Works, presented his division's monthly report of operations. Mr. Tungate noted that Water Works is up 2000 customers this year from last year due to their new shut-off policy. He noted with their new policy, offering payment options, fewer customers are being shut off. - Contract Extension—Ductile Iron Pipe Mr. Tungate stated he is requesting to extend his contract with Underground Pipe and Valve for the purchase of pipes another year. He noted they have offered to extend their current bid prices with a 5% increase versus the current market rate of a 12.96% increase of the City's current price, so it is a great savings to the City. - Professional Services Agreement—Indiana Paging Network Mr. Dave Tungate, Water Works, stated this answering service is for the on-call phone. He noted the Water Department averages about 1000 calls in the winter. The current phone doesn't have voice mail, and doesn't receive all of the calls. This is a professional answering service that will answer and relay messages to the Water Works staff. He noted they will buy minutes, much like a cell phone contract. Mr. Gilot questioned whether they would be okay with a not-to-exceed amount of$6,000.00. He noted going by the high-end monthly charge of $600.00 that would total $7,200.00 per year. Mr. Tungate stated that amount is sufficient due to some months being much lower. - Bid Award Recommendation— 717 E. LaSalle Avenue Ms. Greene informed the Board that the role of this Board was to accept all bids on the above property. Based on the Court's ruling on this property, the Board now needs to reject all bids and return the bid bonds. She stated there is still an appeal period and she is not sure what the next step will be by the courts. The Clerk was instructed to post the agenda and notify the media and other persons who have requested notice of the meeting agenda. No other business carne before the Board. The meeting adjourned at 11:52 a.m. BOARD OF PUBLIC WORKS 4_4 b Gary`A. Gilot, President-2 f 4Dnal d E Carl P. Littrell, Member ATTEST: �` lida M. Martin, Clerk