11/21/12 Board of Public Works Minutes

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, AGENDA REVIEW SESSION NOVEMBER 17. 2011 373 many backflows there aze. Mr. Littrell suggested to save paper they could combine the automatic bank drafts and online bill paying into one graph. - Agreement Extension—John Stancati Mr. Larry Meteiver, Legal Department, questioned if the Boazd should wait to approve this extension since it doesn't come up for renewal until February. Mr. Gilot stated he spoke to the current Mayor and the Mayor elect about extending this. He stated they agreed the Water Works 2012 Bond issue was something the new Mayor would not want to deal with in the first six months of his administration, and it was wise to continue this agreement to hire Mr. Stancati to handle the details due to his yeazs of experience with ' this. -Ratify Water/Sewer Hookup Assessment Refund—Buffalo Wild Wings Mr. Gilot noted this assessment refund should only be for material costs, not the full $10,64838 as shown on the agenda. - Amendment to Professional Services Agreement—EmNet, LLC Mr. Patrick Henthorn, Engineering, stated this amendment is to add one additional monitoring site located at Erskine Boulevard and Eckman Street to the CSO Monitoring agreement. He noted this agreement runs through June, 2012. -Amendment to Rrofessional Services Agreement—EmNet, LLC Mr. Patrick Henthorn, Engineering, stated this agreement was originally approved with partial funding from a Congressional earmark that has now been rescinded. He noted this will get them through the Sewer Overflow Sensory Control project until next year when they can figure out what they are doing. He confirmed this $44,850.00 was covered in the budget. - Amendment to Contract—Optimatics Mr. Patrick Henthorn, Engineering, informed the Boazd that his original amount shown on the agenda of $147,605.00 was incorrect and the actual amount should be $154,511.00. - Change Order- East Bank Sewer Sepazation Mr. Toy Villa, Engineering, stated this change was due to various issues including extending the 72" storm sewer at Hill and South St. Mr. Gilot suggested in the future ' these kinds of additions should be included in the design, not done as a change order. Mr. Henthorn stated there was a design error in the plans based on an assumption of the shape of the pipe. The consultant assumed the wrong shape and found the structure wasn't going to work. Mr. Gilot questioned if there was anything we could do differently to determine an elliptical versus an egg shape. Mr. Henthom acknowledged they erred on the design, but they now have pictures in video of the sewer to show the shape. Mr. Villa noted they also encountered collapsed sewer lines that needed repair, and it was determined that since the street was already torn up, now was the time to make those repairs. Mr. Gilot agreed that was an economically sound decision. He suggested Mr. Villa put together a score cazd on the project and the performance of the contractor. He noted the basis for awarding in the future will be influenced by the score of each conttactor on each project. He stated Mr. Villa should keep an objective sco�ing sheet on each project indicating the number of change orders and amount, the final cost of the project versus the budget, the timeliness of completion, etc. - Project Completion Affidavits — Olive Road Replacement Well No. 3A, Cleaning and Rehabilitation of North Station Wells 2A and SA, Replacement and Repair of Edison Rd. 200 HP Starter, and Procurement of Miscellaneous Water Fittings Mr. Toy Villa, Engineering, stated all of these close-outs are Water Works projects that were never finalized. Mr. Gilot stated he needs to talk to the Water Works Engineers; they need to understand the process. Mr. Villa stated he met with them and explained the process. ' - Change Order and Project Completion Affidavit—Ignition Park Lot 4 Mass Earthwork Mr. Gilot questioned why this change order was being done. Mr. Littrell stated this increase is due to an eazly completion bonus on the above project. He noted this should not have been done as a change order, it should have been part of the specs; you just pay out if they complete the project eazly. Mr. Villa stated he would have the Engineer, Rob Nichols do a memo on why this was done this way. -Award Quotation—Street Materials for 2011 Winter Road Maintenance Mr. Gilot requested this be removed from the agenda at this time. In a memo from Mr. Robert Nichols, he stated that a third vendor did not have the materials available and chose not to quote this sand. Mr. Gilot noted there was only one quote for the No. 23 Sand. Mr. Littrell stated there aze other vendors that could be contacted for both Slag