06/12/12 Board of Public Works Minutes

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AGENDA REVIEW SESSION JUNE 7,,2012 191 the original specifications. Mr. Jacob Klosinski, Environmental Services, stated that when they did the design, they didn't account for the length of the current cords for the mixers. The time it would have taken to send the mixers back for replacement cords would have been 5 -10 weeks which would have taken them into the disinfection season. He noted part of the increase was for creating a platform for safe access to the mixers. Mr. Gilot stated they try to do this when Environmental Services is in the off season, but this was a tricky project; the mixers handle 75,000 gallons a day. Mr. Inks questioned if they are doing any analysis to grade performance of engineering firms. Mr. Gilot stated they are, but some are errors and omissions, and some are unforeseeable, and we don't want companies to reflect negatively due to unforeseeable errors. - Professional Services Amendment No. 1 — Christopher B. Burke Engineering, LLC Mr. Bill Schalliol, Community and Economic Development, stated this amendment is to finalize the design of the Fellows Street Corridor Improvement Project. He noted Fellows Street widening was originally designed for center lane widening. After it was found to cost several million dollars more, it was redesigned to switch to the east lane widening to save money. Mr. Gilot questioned if this affects the Erskine Golf Course, Mr. Schalliol stated it allows for the golf course to extend to the west, and for improved water and sewer design. Mr. Gilot noted there will be a temporary construction easement needed from the Park Board for the water and sewer construction. - Inter -Local Agreement — City of Elkhart Ms. Kim Thompson, Environmental Services, stated this is a continuation of the aquatic plan to monitor the fish in the St. Joseph River. Mr. Gilot noted they give the City biological information on the river that provides for a water quality study. Ms. Thompson stated that the study shows there may be cycles the river continually goes through. - Agreement — Near Northwest Neighborhood Mr. Inks asked Ms. Lory Timmer, Economic Development, if there is a limit per unit on the amount spent to acquire and rehabilitate substandard residences to sell to low to moderate income buyers. Ms. Timmer said there is and they never come close to it. She added that buyers must meet income guidelines to receive help from this program. - Award Bid — Emergency Medical Vehicle Mr. Jeff Hudak, Central Services, stated he is requesting the award of this vehicle to Crossroads Ambulance Co. and rejecting the two (2) lower bids. He noted they both took too many exceptions, and delivery time, in particular, was a problem. He noted the bid specs asked for 150 days for delivery. One of the bidders asked for 150 days from delivery of the chassis, which would have amounted to 240 -270 days for delivery to the City. He noted one bidder also used a spec for a smaller fuel tank than asked for in the bid specs. Mr. Hudak added that they remount the box on the chassis, and two (2) bidders wouldn't offer a life -time warranty, as requested in the specs. - Award Bid — Fire Safety House Mr. Jeff Hudak, Central Services, stated the Fire Department got the fire safety house for $1,000.00 less than the GSA standard rate. He noted it has a newer design that meets the NFPA standards with sprinklers. Mr. Gilot asked if they were going to get rid of the old house. Mr. Hudak stated there are disposal issues with the old one because the union paid part of the cost. - Reject Bids — Two, More or Less, Pre -Owned 2011 or Newer Compact Four -Door Sedan Automobiles Mr. Jeff Hudak, Central Services informed the Board that leasing companies are holding on to cars longer than they used to. He noted he rebid the used vehicle bid for new vehicles, after getting high bids on used, and found the new ones were almost the same price. He added that the mileage on used vehicles is higher than it used to be also due to companies keeping them longer. 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 came before the Board. The meeting adjourned at 11:42 a.m. BOARD OF PUBLIC WORKS