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AGENDA REVIEW SESSION SEPTEMBER 19, 2019 278 The Agenda Review Session of the Board of Public Works was convened at 10:32 a.m. on September 19, 2019, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, Therese Dorau, and Genevieve Miller present. Board Member Laura O'Sullivan was absent. Also present was Attorney Clara McDaniels. Board of Public Works Clerk, Linda M. Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. Board members discussed the following item(s) from the agenda. - Professional Service Agreements — Ramona Bethany and Raymond Kate Training Ms, Denise Riedl, Administration and Finance, stated the agreement with Ramona Bethany is for the GVI project manager taking over for Danielle Fulmer who left the city. She stated this is just to finish out this year and will continue to come out of IT's budget until next year when it will come out of the Mayor's Office budget. She stated the Raymond Kate Training agreement is for data training at the Technology Resource Center through a grant. She stated these are the deliverables of the grant, including twenty (20) data apprenticeships for local employers and tracking of analytics. She confirmed it is part of LIFT and will be reimbursed by the grant. - Request to Advertise for Bids — City Uniforms, Mats, and Rags Mr. Michael Schmidt, Purchasing, stated he is working on this bid for multiple departments. He noted Cinta's has done this for years with renewed contracts and done a good job, but it's time for rebidding. He stated he is not doing a request for proposals because they are looking mainly for lowest cost. - Master Services Agreement — Accela, Inc. Mr. Shawn Delahanty, IT Department, stated the Board previously signed a two (2) year Master Services agreement for this Code Enforcement software and now they are just extending it for one (1) year to continue with Code. Mr. Gilot questioned if you change software, will the cases that Code has been working on still work? Mr. Delahanty stated they will transfer. Ms. Miller noted the idea is City Works will eventually replace this software. Mr. Delahanty confirmed that is the case. - Alley Vacation — A Portion of the First North/South Alley Ease of Niles Ave., South of Howard Street Ms. Camille Robinson, Petitioner, introduced herself. Mr. Gilot read comments submitted from Community Investment and Engineering indicating that all four (4) statutory criteria are not met to vacate this alley. He noted they both state the vacation hinders the use of the right of way in the neighborhood and access to lands by means of the public right of way. Ms. Robinson stated it is an unusual shaped alley, shaped like a horseshoe. Ms. Maradik stated there is a garage that uses that alley; the City can't vacate it. She noted also that it would create a dead-end alley, and the City doesn't do that. Ms. Maradik stated further the petitioner couldn't use it to park there, the reason for the request to vacate, because they only get half of the property. Ms. Maradik noted it has a street name, Leeper Avenue, when you look it up. Mr. Gilot stated the Board can't recommend favorably since the request doesn't meet all four (4) criteria. Ms. Robinson stated she parks in the street in front of the neighbor's house now, adding the alley is so narrow, she can't turn into and access her garage. Mr. Gilot stated this probably pre -dated zoning rules that required enough access. He added the Board doesn't make the laws but has to comply with State law on their review. Ms. Robinson stated she understands and thanked the Board for their time to review. - Award Bid — LP Powered Lift Truck Mr. Jeff Hudak, Central Services, stated the low bidder on this truck is from Colorado. He stated he contacted them about a local dealer for their truck, but there is none. He added he asked about their warranty and they said we could go anyplace locally for service. Mr. Hudak stated he contacted the local dealers they recommended, and both said they never heard of the company and couldn't do work on the truck if they didn't sell it. Mr. Hudak noted this is the first time someone from outside the city bid on this kind of equipment so he checked on every possible scenario he could think of and suggested to the bidder that the City could do some of the warranty work on it and bill the dealer but they said that would be a third party and would nullify the warranty. Mr. Hudak stated he has determined they can't give a warranty and are therefore not responsive. The Board confirmed that is part of the specifications that the repairs have to be available within a reasonable distance. - Opening of Quotes — Three Twenty at the Cascade Site Paving Mr. Zach Hurst, Engineering, stated in addition to the project TIF budget, the Wharf Properties has additional funds that can be reimbursed to the city for this work. He stated the funding on the agenda will change to include reimbursement by private funds. - Traffic Control Devices — New Installation of Two (2) Fifteen Minute Parking, Loading Zone Signs