08/14/12 Board of Public Works Minutes

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AGENDA REVIEW SESSION AUGUST 9, 2012 257 Mr. John Wiltrout, Water Works, stated this roof is very old and is going to be expensive to replace, but it has to be done. Mr. Gilot noted this is a historical building and a Certificate of Appropriateness would be needed from the Historical Preservation Society. - Request to Advertise — Two (2), More or Less, Custom Top Mount Pumpers Mr. Jeff Hudak, Equipment Services, stated a group consisting of Fire Department and Equipment Services personnel met several times to draw up the specifications on this equipment. Fire Chief Steve Cox stated the specifications for this equipment are more wide open than previously and he anticipates more bids coming in. Chief Cox stated he believes this will be to the City's advantage; the bids should be more competitive. Ms. Greene asked how this equipment will be financed, if there are any time constraints on entering into a lease. Chief Cox stated he has worked out the financing with John Murphy, Administration and Finance, and the money is Qoming out of next year's capital budget. Ms. Greene noted that the Fire Department has made a huge step up on bidding procedures and should be commended for that. Mr. Hudak added that this time the Fire Department is getting a lot of feedback from the users of the equipment to help design the specifications. - Award Bid — Natural Gas Procurement Mr. Jonathon Burke, Energy Department, stated this is for the procurement of natural gas for all City buildings. Mr. Gilot noted this award should be in unit prices, per therm. Mr. Burke added that CenterPoint Energy was found non - responsive to the bid. Mr. Inks asked Mr. Burke if they were the low bidder. Mr. Burke stated they didn't give the full cost; they used different parameters than the specs called for. Ms. Greene stated she met with Mr. Burke and found CenterPoint non - responsive to the bid. She requested Mr. Burke prepare a memo for the Board for Tuesday's meeting showing exact comparable numbers to Nipsco. Mr. Burke stated that looking at history, the savings add up to about $130,000.00 per year. - Change Order — Installation of 62.9 KW Hydroelectric Turbine Mr. Jonathon Burke, Energy Department, stated the City will only be responsible for $23,000.00 of this $151,606 increase. The rest of the project increase will be funded by a grant. Ms. Greene stated she met with Mr. Burke and went through the changes in great detail, and the majority are due to unforeseen circumstances, not changes to the scope of work, and therefore do not count against the 20% cap. She stated only 2.22% are changes to the scope of work. - Enterprise License Agreement — Unlimited Software and Maintenance, Services and Training for Three Years Ms. Deb Kuehn, GIS, stated this three (3) year agreement gives the City access to all of ESRI's services and some Cloud space with the license. Mr. Gilot added that bundling makes sense; it allows the City to do projects they've had to pay for in the past, with the additional services access. Ms. Roos stated it would be great if this includes training for every department, including training on new possibilities with the software. She added the cost of the program versus the savings created should be tracked. Mr. Henthorn stated one of the new features includes a 3 -D license that can be used for urban planning. Mr. Gilot requested Mr. Henthorn work with Mr. Shawn Hipsher, Environmental Services, to set up quarterly training to make sure it is accessible to everyone. Professional Services Agreement — Optimatics Mr. Patrick Henthom, Engineering, stated this increase is to correct a math error in the amount of $3,946.00 on the first part of the Optimization of South Bend Collection System LTCP project that was brought before the Board. He noted he later discovered an error in one of the number cells. The other part of the $63,453.00 is for an option the City elected not to take advantage of the first time around. Award Bid — 8,000, More or Less, 96 Gallon Universal/Nestable Refuse Containers Mr. Jack Dillon, CSO LTCP Manager; asked if someone calls because their trash pick -up was missed, is the City going to come back and pick it up. Mr. Gilot stated the City will come back the first time, but the tags for the tracking system will allow them to track and create a record, and you will be charged in the future. Mr. Dillon stated that any fees will need to be approved by the Common Council. Change Order — 2012 Manhole and Sewer Rehabilitation Ms. Greene stated that the City incurred a lot of liability from a lawsuit from an injury due to an unsafe manhole cover. She noted it is in the best interest of the City to repair or replace any additional unsafe manholes, and that is what this 20% Change Order increase is to cover. 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 12:13 p.m.