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08/14/12 Board of Public Works Minutes
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08/14/12 Board of Public Works Minutes
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Board of Public Works
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Minutes
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8/14/2012
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AGENDA REVIEW SESSION AUGUST 9, 2012 257 <br />Mr. John Wiltrout, Water Works, stated this roof is very old and is going to be expensive to <br />replace, but it has to be done. Mr. Gilot noted this is a historical building and a Certificate of <br />Appropriateness would be needed from the Historical Preservation Society. <br />- Request to Advertise — Two (2), More or Less, Custom Top Mount Pumpers <br />Mr. Jeff Hudak, Equipment Services, stated a group consisting of Fire Department and <br />Equipment Services personnel met several times to draw up the specifications on this <br />equipment. Fire Chief Steve Cox stated the specifications for this equipment are more wide <br />open than previously and he anticipates more bids coming in. Chief Cox stated he believes this <br />will be to the City's advantage; the bids should be more competitive. Ms. Greene asked how <br />this equipment will be financed, if there are any time constraints on entering into a lease. Chief <br />Cox stated he has worked out the financing with John Murphy, Administration and Finance, <br />and the money is Qoming out of next year's capital budget. Ms. Greene noted that the Fire <br />Department has made a huge step up on bidding procedures and should be commended for <br />that. Mr. Hudak added that this time the Fire Department is getting a lot of feedback from the <br />users of the equipment to help design the specifications. <br />- Award Bid — Natural Gas Procurement <br />Mr. Jonathon Burke, Energy Department, stated this is for the procurement of natural gas for <br />all City buildings. Mr. Gilot noted this award should be in unit prices, per therm. Mr. Burke <br />added that CenterPoint Energy was found non - responsive to the bid. Mr. Inks asked Mr. <br />Burke if they were the low bidder. Mr. Burke stated they didn't give the full cost; they used <br />different parameters than the specs called for. Ms. Greene stated she met with Mr. Burke and <br />found CenterPoint non - responsive to the bid. She requested Mr. Burke prepare a memo for <br />the Board for Tuesday's meeting showing exact comparable numbers to Nipsco. Mr. Burke <br />stated that looking at history, the savings add up to about $130,000.00 per year. <br />- Change Order — Installation of 62.9 KW Hydroelectric Turbine <br />Mr. Jonathon Burke, Energy Department, stated the City will only be responsible for <br />$23,000.00 of this $151,606 increase. The rest of the project increase will be funded by a <br />grant. Ms. Greene stated she met with Mr. Burke and went through the changes in great detail, <br />and the majority are due to unforeseen circumstances, not changes to the scope of work, and <br />therefore do not count against the 20% cap. She stated only 2.22% are changes to the scope of <br />work. <br />- Enterprise License Agreement — Unlimited Software and Maintenance, Services and Training <br />for Three Years <br />Ms. Deb Kuehn, GIS, stated this three (3) year agreement gives the City access to all of <br />ESRI's services and some Cloud space with the license. Mr. Gilot added that bundling makes <br />sense; it allows the City to do projects they've had to pay for in the past, with the additional <br />services access. Ms. Roos stated it would be great if this includes training for every <br />department, including training on new possibilities with the software. She added the cost of <br />the program versus the savings created should be tracked. Mr. Henthorn stated one of the new <br />features includes a 3 -D license that can be used for urban planning. Mr. Gilot requested Mr. <br />Henthorn work with Mr. Shawn Hipsher, Environmental Services, to set up quarterly training <br />to make sure it is accessible to everyone. <br />Professional Services Agreement — Optimatics <br />Mr. Patrick Henthom, Engineering, stated this increase is to correct a math error in the <br />amount of $3,946.00 on the first part of the Optimization of South Bend Collection System <br />LTCP project that was brought before the Board. He noted he later discovered an error in one <br />of the number cells. The other part of the $63,453.00 is for an option the City elected not to <br />take advantage of the first time around. <br />Award Bid — 8,000, More or Less, 96 Gallon Universal/Nestable Refuse Containers <br />Mr. Jack Dillon, CSO LTCP Manager; asked if someone calls because their trash pick -up was <br />missed, is the City going to come back and pick it up. Mr. Gilot stated the City will come <br />back the first time, but the tags for the tracking system will allow them to track and create a <br />record, and you will be charged in the future. Mr. Dillon stated that any fees will need to be <br />approved by the Common Council. <br />Change Order — 2012 Manhole and Sewer Rehabilitation <br />Ms. Greene stated that the City incurred a lot of liability from a lawsuit from an injury due to <br />an unsafe manhole cover. She noted it is in the best interest of the City to repair or replace any <br />additional unsafe manholes, and that is what this 20% Change Order increase is to cover. <br />The Clerk was instructed to post the agenda and notify the media and other persons who have <br />requested notice of the meeting agenda. No other business came before the Board. The meeting <br />adjourned at 12:13 p.m. <br />
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