07/24/12 Board of Public Works Minutes

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1 i 1 AGENDA REVIEW SESSION JULY 19, 2012 236 two pumps justify the cost of the emergency back -up equipment. Ms. Roos asked how long it is anticipated the generator will be needed. Mr. Klosinski stated they may have it on site for three (3) to four (4) months. Mr. Neal noted previous issues with multiple power outages and asked why there were so many power outages in previous months. Mr. Klosinski stated they were all AEP's issues and he is not sure what the problems stem from. Mr. Mecham asked if they have a way to communicate with AEP the need to be placed first on the list for repairs during the outages. Mr. Al Greek, Environmental Services, stated they have their own contact that they work with who provides them immediate attention. Mr. Gilot stated there should be a memo explaining the emergency nature of this purchase for the file. Upon a motion by Ms. Roos, seconded by Mr. Neal and carried, the proposal was approved. Board members discussed the following item(s) from the agenda: - Professional Services Agreement — Energy Management Plan Mr. Bill Schalliol, Community and Economic Development, stated Adrian Smith + Gordon Gill Architecture is being retained to do an Energy Management Plan for the Renaissance District and related area, and once complete he will forward the report for the Board's review. He stated this is the first phase of the project and is funded through TIF, but the funding for the next phases needs to be determined. Ms. Roos questioned if this covers down to Ignition Park. Mr. Schalliol stated it does. Mr. Gilot noted this firm is a world class architectural firm; there is a need to do a really good job on this project. - Alley Vacation — North Half of North/South Alley between St. Peter Street and Notre Dame Avenue, South of Howard Street Mr. Jitin Kain, Community and Economic Development, stated he was hoping to hear from, but has not been able to contact, one of the property owners adjacent to the alley. He stated that four of the homes have eleven (11) children between them and would like to combine the area for a play area. He noted that vacating the entire alley land -locks one of the homeowners, so he was wondering if they can do a partial vacation. Mr. Gilot stated we really prefer a whole alley; the neighbors can work out an access easement agreement. Ms. Greene explained the City would still have to maintain the portion of alley that is not vacated. Ms. Roos stated her concern is if trash pick -up is in the alley, are they agreeable to do front trash pick -up. Mr. Gilot stated that the Fire Department denied the vacation, stating there is a hydrant on the Howard Street side of the alley and the alley gives them access to the back of the buildings. He added this is not an improved alley, and questioned if the Fire Department would actually use the alley to fight fires. Ms. Roos suggested the Board make their approval contingent upon a cross access easement agreement of the neighbors. Ms. Greene added the request should only be approved for the full alley because the City would still have responsibility for the maintenance and liability of the non - vacated portion. Mr. Gilot noted that the law would require the City to install a cul -de -sac for fire trucks to turn around if only half was vacated. Ms. Greene stated the Council has a boiler plate cross access agreement that needs to be worked out prior to approval of the vacation request. - Opening of Bids — 3.5 Million Gallon Ireland Road Reservoir Tank Exterior Repainting Mr. John Wiltrout, Water Works, stated this project involves power washing, repair, and painting of the Ireland Road water tank. He stated Water Works will get a three (3) year warranty on the paint, but it should last ten (10) years before chalking. Ms. Roos asked if they are placing the City logo on the tank. Mr. Wiltrout stated it is in the specifications. Mr. Gilot asked if there is something in the specifications requiring the contractor to contain any paint chips when sanding the tank. Mr. Wiltrout stated there usually aren't chips, but they are required to contain any material. Mr. Neal asked how they do it without flecks of paint coming off. Mr. Wiltrout explained the tank is not peeling, it is chalking. Ms. Greene suggested they put up signs along the bypass warning of construction. - Award Quotation and Approve Contract — Virtual Ethernet Service Mr. Gilot stated the specifications for this service for Water Works reference a three (3) year agreement which adds up to an amount over the legal quote range. He stated the Mayor and Controller would need to authorize this quote to go over the legal limit. After reading through, Mr. Gilot noted this is a service and the cost of the three (3) year service is under the bid threshold; the equipment throws it over the bid amount. Mr. John Wiltrout, Water Works, stated there are non - recurring costs associated with the installation that are a one time fee. Mr. Gilot stated Mr. Wiltrout should get with Legal and prepare a memo spelling out the nonrecurring costs and the recurring costs. - Open and Award Quotation — Leeper Park Odor Reduction — Filter Bio -Bed Replacement