01/09/12 Board of Pubilc Works Minutes

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AGENDA REVIEW SESSION JANUARY 5 2012 2 The Agenda Review Session of the Board of Public Works was convened at 10:33 a.m. on Thursday, January 5, 2012, with Board Members Gary A. Gilot and Donald E. Inks present. 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. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — 2012 TRUCKING OF BELT PRESSED WASTEWATER BIOSOLIDS FOR LAND APPLICATION — WASTEWATER O &M In a memorandum to the Board, Mr. Al Greek, Organic Services, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the above request was approved. The Board discussed the following agenda items: - Petition to Release Accrued Tax and Remove Property from Tax Rolls — Correction Mr, Dave Relos, Community and Economic Development, stated at the last Board of Works meeting, the Board approved seventeen (17) properties to be removed from the tax rolls. After the meeting, Mr. Relos stated he noticed that two of the properties had the same key number, No. 081 - 8024 -0985 referenced. Mr. Relos stated he is attempting to correct the error, and the record should show the other property key as No. 019 -8024 -0974. Ms. Greene asked if these records had been recorded yet. Mr. Relos stated no, they had to go to the Auditor's office, the Assessor's office, and then go down State. Mr. Gilot questioned if this should just be handled as a scrivener's error. Ms. Greene stated it needed to go on the agenda to correct the Board's record. - Reject Proposals and Re- Advertise for Proposals Ms. Greene explained that the Board advertised for proposals and received two on December 12, 2011, one for each section. She noted the specifications divided the City into two sections, Section A and Section B, and bidders were only allowed to quote one or the other section. Ms. Greene stated at this time, the Board has not taken any further action on this project, but it is on the current agenda for Monday, December 9, 2012. Community and Economic Development is requesting to reject both proposals and re- advertise due to the proposals coming in over the budgeted amount. Ms. Greene stated that over the weekend there occurred a snow storm that created an emergency need for shoveling of City -owned properties. She informed the Board that by Ordinance, all public sidewalks must be shoveled within twenty -four hours of a snow. Ms. Greene noted that in accordance with IC 5- 22- 10.4, Emergency Conditions, a purchasing agent may make a special purchase when there exists, under emergency conditions, a threat to public health, welfare, or safety. Mr. Inks stated he made the call to hire the same person used last year that they were comfortable with, for snow shoveling. He stated this was just for this emergency situation and was not related to the request for proposals for the remainder of the year. He noted this company offered a substantially lower rate than the rates proposed in the two quotes, even though this was one of the companies supplying a proposal. Mr. Gilot asked if the proposals were substantially higher than last year's. Mr. Inks stated they were. He noted the City has added some properties due to the new acquisitions at Ignition Park, but they are planning on removing those areas from the specs because they are closed sidewalks that don't go anywhere and don't get used. Mr. Inks stated he is looking to coordinate some of the shoveling with the Park Department. Mr. Gilot suggested he check with Code Enforcement. He noted they have a new four person clean -up crew. Mr. Gilot suggested if Mr. Inks could offer to purchase additional equipment with the funds set aside for the shoveling, they might be able to help. - Maintenance Contract Extension Mr. Phil Custard, Purchasing, stated he is still trying to figure out how to standardize all of these maintenance contracts for HVAC equipment that come up for renewal at different dates and different years in all City departments. Mr. Inks suggested he could put together a list of all of the equipment owned by the City and list the dates of the expiration of the maintenance contracts, and request bidders to bid on all. Mr. Custard stated he did something similar with trash removal contracts for all City locations, and found that nobody would bid on future contracts because they didn't know what they would need to charge years down the road. - Request to Advertise for Bids — Narrow Band Two -Way Radio Equipment Upgrades Mr. Gilot stated the Federal government requires this switch to narrow band for all emergency radios, and this will complete the City's switch -over. - Request to Advertise for Bids — One - Hundred, Twenty (120) Electric Golf Cars