07/10/12 Board of Public Works Minutes

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AGENDA REVIEW SESSION JULY 5, 2012 223 Mr. John Engstrom, Engineering, stated the above project cost is increasing due to unforeseen circumstances involving underlying concrete. Mr. Mecham stated when preparing the soil study for the project, the sample looked like gravel, not concrete. Mr. Gilot recommended finding ways to fix the root cause so the contractor does not have an open ended change order as a result of this. Mr. Engstrom stated the Change Order takes into account the adjacent streets affected by the project. - Special Purchase — Reconditioned Street Sweeper Ms. Toni Laisure, Central Services, stated Central Services and Sewers have reviewed a reconditioned street sweeper and found the purchase of the reconditioned unit is far less than a new unit. Mr. Gilot asked if the requested amount is in the budget to purchase outright or if they were going to use lease payments. Mr. Neal stated he reviewed the most recent lease - purchase agreement and did not recall this equipment being in the agreement. Ms. Laisure stated she would consult Mr. Jeffrey Hudak, Central Services, and Mr. John Pemberton, Sr., Sewers. Mr. Gilot stated the equipment was reviewed by representatives from several departments and was negotiated to include the warranty of certain wear items so the department did not have to replace them right away upon purchase. - Bid Award — Preventative Maintenance on 31 Generators for Water Works, Fire Department and Waste Water Ms. Toni Laisure, Central Services, stated the above award is being made for about $1,000.00 per generator for one year. This is for preventative maintenance, not emergency repairs. - Bid Award — Trailer Mounted Leaf Vacs Ms. Toni Laisure, Central Services, stated the above award is being made because the equipment currently owned by the city is past its prime or unusable. The award of four more trailer mounted leaf vacs would be added to the sixteen functioning units. - Reject Bids — One -Yard Front End Rubber Tire Loaders Ms. Toni Laisure, Central Services stated the above bid is being rejected because the department is currently renting the equipment instead of purchasing it. Mr. Gilot asked if the cost of the rental was more than what the purchase of the equipment would be. Ms. Corle stated bids were opened for this equipment at the beginning of the year and the time has passed for award. Also, the only bidder, Wakarusa Heavy Equipment, has formally requested their bid security returned. Mr. Gilot agreed a new bid would have to be put out, but the cost of the rental versus purchase would have to be weighed. - Agreement Amendment — Studebaker Area A Demolition Phase IV — Project No. 109 -032 Ms. Ann Kolata, Community & Economic Development, stated the above amendment is actually a final invoice for their original agreement adding funds for various issues that came up during construction, a long delay due to a law suit, and the extended length of the contract. - Quotation Award — Goodson Court Sewer Extension — Project No. 112 -035 Mr. Michael Mecham, Engineering, asked if the above award was being made with changes discussed after the quotation opening. Ms. Corle stated the award is being made on the base bid only. Mr. Gilot asked about the funding source being only from the Sewer Insurance Fund. He stated there should be another funding source as the reason behind this work being done sets precedence for how those funds are used. The money being spent to extend the sewer to the home that has paid for sewer insurance without having a sewer does not equal to the cost of the project. The Clerk was instructed to post the agenda and notify the media and other persons who requested notice of the meeting agenda. No other business came before the Board. The meeting adjourned at 11:55 a. m. BOARD OF P( /}UBLIC WORKS Gary A. Gilot, President Kathryn E. Roos, Member onald . Inks, Memb Mark W. Neal, Member