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AGENDA REVIEW SESSION JANUARY 9, 2020 2 The Agenda Review Session of the Board of Public Works was convened at 10:32 a.m. on January 9, 2020, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, Therese Dorau, Jordan Gathers, and Joseph Molnar present. 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. Mr. Gilot welcomed the new Board members, Jordan Gathers and Joseph Molnar. Board members discussed the following item(s) from the agenda. - Emergency Quote — Weather Amnesty Building Mr. Dave Relos, Community Investment, informed the Board that it was discovered over the holidays that the boiler in the Weather Amnesty Building went out. He explained there are two (2) buildings, and the two (2) story building supplies water to the one (1) story Weather Amnesty building. He noted they needed to fix the boiler as soon as possible to prevent freezing of the water lines. Mr. Relos stated the Redevelopment Commission approved the budget this morning at their meeting. Mr. Gilot asked if an updated efficient system was purchased. Mr. Relos stated they are installing the same system to make a quick replacement. Mr. Gilot suggested when time allows, try to consider energy efficiency in upgrades. Mr. Relos informed the Board that Attorney Aladean DeRose looked into the emergency replacement and determined this was specialized equipment, and there were no MBE/WBE contractors to perform the work. Attorney McDaniels added the emergency condition allowed for this work to proceed also, noting this is 2,000,000 BTU's, an exceptionally large system. She explained the current system was installed about a year ago and the contractor didn't flush it, and it wasn't maintained so the warranty wasn't good. She noted also that the City didn't purchase the first one. Mr. Relos stated part of this work will be to install a water softener to prevent future sediment buildup. - Services Agreements Mr. Michael Schmidt, Purchasing, stated he was here on behalf of Adam Parsons regarding the contracts for two (2) proposal awards, the final step after the Board's approval of the awards. He stated D.A. Dodd is already doing plumbing work for VPA, this allows all city venues to utilize the contractor for plumbing repairs. He noted they are a WBE contractor and should provide competitive pricing. Mr. Schmidt stated a point person will be identified at each department to contact Dodd for any plumbing issues, noting replacements will be a different issue, this is only for service. He stated it will need to be communicated by Mr. Parsons that people need to understand they will still need to go out and get quotes for replacements. Ms. Dorau asked if there is a dollar limit on these repairs. Mr. Schmidt stated it's kind of a grey area, dependent on the extent of the project. Mr. Gilot asked if there are unit prices on parts for the overhead door. repairs. Mr. Schmidt stated it's based on labor and service. Mr. Gilot asked if next time we can get a list of part's costs. - Professional Services Agreement — Arcadis U.S., Inc. Mr. Al Greek, Utilities, informed the Board that regulations have been stepped up on water risks, and the City has to update their plans. He explained they did interim steps and have missing parts that Arcadis will put together. He noted they have a short window, with the due date in March. Attorney McDaniels stated this is part of the America's Water Infrastructure Act of 2017. She added Attorney Aladean DeRose reviewed the agreement and found it to be so specialized that it would not be subject to the diversity requirements and is an exception. She added Legal will review the work that will be done once it is determined. Mr. Gilot noted after 911 there was a confidential vulnerability study done and they might want to make that part of this report. Ms. Michelle Smith, Utilities, stated this replaces that confidential report and they are supposed to destroy that after this is done. Mr. Molnar asked if there is anything you have to do, any follow- up after the study? Ms. Smith stated they will have to update the city emergency response plan and update any vulnerabilities found. She noted the Act says there should be funding made available to address the updates. Traffic Control Device — Two (2) No Parking Signs with Arrows Ms. Charlotte Brach, Engineering, stated these signs at Kid's Kingdom were requested by Venues, Parks, and Arts due to a lot of problems they've been having with cars parking at this mid -block site, blocking a cross -sidewalk. She noted the other side of Wall Street has the signs on either side of the sidewalk already. - Award Bid — Morris Theater Plaster Repair Ms. Brach informed the Board that the request to advertise for bids for this repair was done prior to the MBE Ordinance being in effect. - Professional Services Agreement — SimplyNew Attorney McDaniels stated this design work for an Esport Arena is very specialized. She noted it's been reviewed and approved by Attorney Aladean DeRose.