10/23/12 Board of Public Works Minutes

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AGENDA REVIEW SESSION OCTOBER 18 2012 336 The Agenda Review Session of the Board of Public Works was convened at 11:22 a.m. on Thursday, October 18, 2012, by Board President Gary A. Gilot, with Board Members Donald E. Inks, Kathryn E. Roos, and Michael C. Mecham present. Board Member Mark W. Neal was absent. Also present was Attorney Andrea Beachkofsky. 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. APPROVAL OF AGREEMENT The following Agreement was submitted to the Board for Type Business t4JrJ1 V Description V Ql. Amount/ Motion/ Local St Joseph To Provide Funds for the Funding $40,000.00 Second Roos /Mecham Government County Housing and Operation of Per Year for Service the Special Victims Unit in Five (5) Years Exchange South Bend (COIT) Agreement Board members discussed the following item(s) from the agenda: - Professional Services Agreement - Coker Composting and Consulting Mr. Al Greek, Environmental Services, stated Environmental Services hired Coker Consulting to look at how to get the plant in more of a compliance state. He stated they have huge piles of back- logged materials equal to 6,000 to 7,000 trailer trucks full of compost material containing plastic debris. Mr. Greek stated they need to figure out what they are doing with it. He noted the best option they have found to date will cost about $2,500,000.00, and that is with Environmental Services doing some of the work. He noted a lot of the expense is from tipping fees, fees to run the debris through filter machines, and land application costs. Mr. Inks stated he understands there may be a need to use some of this by the City. Mr. Gilot stated there may be some land -use application but it will have to be filtered a lot first. Mr. Greek stated he is asking for Coker to do a request for proposals to see if there is anyone out there that can help clean up this backlog. He noted the plant has never been successful in the past with hiring this out. Mr. Greek stated that the City of Ann Arbor, Michigan was in similar situation, and they were able to hire someone to help and it reduced their costs by about $450,000.00. He noted they are also requesting to reduce the tipping fees and are currently working with the Clerk of the Board on doing a public hearing that is required first. Mr. Gilot noted the Council is the one that approves fees. Ms. Martin noted that this had been researched and by Resolution, the Board of Works was given the authority to adjust these fees. - Change Orders — Union Station Technology Center Electrical Equipment Mr. Bill Schalliol, Community and Economic Development, stated he has submitted two change orders, one is an increase for the switch gear and a decrease for the generators for this project. Mr. Schalliol explained that they are taking out sound baffling equipment and putting the generators outside. He noted this will require extra gaskets and weatherproofing equipment. Mr. Inks asked if there is a decibel rating so it won't create a neighborhood noise issue. Mr. Schalliol stated there is not. - Access Agreements — Five Corners, LLC Mr. Jitin Kain, Community and Economic Development, stated the City has agreed to pay for the demolition of three (3) of eight (8) properties owned by Five Corners, LLC, located in the AEP utility easement where the new State Road 23 alignment will go. Five Corners, LLC will pay for the demolition of the other five (5) properties. Mr. Inks noted the funding will cover this process because of the location of the poles in a utility easement. He stated if it was being requested for private property, TIF funding regulations would not allow the City to pay for this. - Request to Advertise for Bids — Primary Clarifier Rehabilitation Upgrades Mr. Jacob Klosinski, Environmental Services, stated the design for the Primary Clarifier and equipment is complete and they are ready to advertise for the construction. He noted they will be adding automation that will allow them to push a button to do something that is currently automated only. He stated that the upgrades put everything on the same type of system. Mr. Gilot questioned if they are installing premium efficiency drives on the units, and variable efficiency drives? Mr. Klosinski stated they are. He noted the upgrades will allow them to make adjustments in overflows. Mr. Gilot questioned if there are any automated level detectors in the system. Mr. Klosinski stated there are not any in the units. He added that the de- gritter unit, which is kind of a dinosaur, is being replaced, noting this is all part of the overall CSO plan. Mr. Gilot asked if a critical spare parts provision is included. Mr. Klosinski stated it does in a