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AGENDA REVIEW SESSION FEBRUARY 7, 2013 23
<br />The Agenda Review Session of the Board of Public Works was convened at 10:32 a.m. on
<br />Thursday, February 7, 2013, by Board President Gary A. Gilot, with Board Members Donald E.
<br />Inks, Kathryn E. Roos, and Mark W. Neal present. Board Member Michael Mecham was absent.
<br />Also present was Board Attorney Cheryl Greene. Board of Public Works Clerk, Linda M.
<br />Martin, presented the Board with a proposed agenda of items presented by the public and by City
<br />Staff.
<br />APPROVE PROFESSIONAL SERVICES AGREEMENT — NEUMANAGEMENT LLC
<br />(PROFESSIONAL SERVICES)
<br />Mr. Gilot advised that the Board is in receipt of a request to approve a Professional Services
<br />Agreement from Dan Neuman with NeuManagement, LLC in the amount of $5,000.00. Mr.
<br />Neuman will be a contracted Project Manager for the Code Enforcement Department, Mr. Mark
<br />Neal, Controller, stated they've identified some issues with some of the processes Code
<br />Enforcement handles that could use some improvement and hired this individual to assist with
<br />the review of their processes. He noted this would need to be approved subject to legal review.
<br />Attorney Cheryl Greene stated she just got their proposal and needs to prepare the Professional
<br />Services Agreement, so this should be approved subject to the terms. Ms. Greene state she has
<br />concerns about finalization of agreements that are added last minute. She noted she has a
<br />standard agreement, but the terms must meet State Board of Accounts very definitive
<br />requirements. Mr. Neal requested a copy of those requirements to work with Purchasing to
<br />finalize the agreement. Upon a motion made by Mr. Neal, seconded by Mr. Inks and carried, the
<br />Professional Services Agreement was approved subject to legal.
<br />The Board discussed the following agenda items:
<br />- Request to Advertise for 2013 Trucking of Belt - Pressed Biosolids for Land Application
<br />Mr. Jacob Klosinski, Environmental Services, stated the information regarding the type of truck
<br />the bidder will use for this hauling, must be included with their bid, and if they have subs, they
<br />need to submit that information with their bid also. He noted the truck specifications are included
<br />in the bid requiring a sealed tailgate, among other things. Mr. Klosinski stated they are looking at
<br />doing the specifications differently next year, possibly charging by miles or another category,
<br />rather than time. Mr. Gilot noted this is a bid that could apply to a lot of minority contractors. He
<br />stated the City needs to increase the use of minority businesses; people are going to judge us by
<br />our numbers. Mr. Gilot noted this is an opportunity to increase the numbers.
<br />- Award Proposal and Approve Professional Services Agreement — Edison Road Center
<br />Turn Lane Construction
<br />Mr. John Engstrom, Engineering, stated INDOT provided a scoring sheet for proposals received
<br />for this inspection service. Each of the nine (9) firms was scored based on that form, and
<br />American Structurepoint was chosen as the high scorer.
<br />- Professional Services Contract — Olive Street /Sample Street Overpass Design Agreement
<br />Mr. John Engstrom, Engineering, stated that three (3) firms provided Professional Service
<br />Contracts which the County and City reviewed and rated. DLZ Indiana, LLC was chosen as the
<br />highest scorer. He noted the City picks up 100% of the design cost of this project. Ms. Greene
<br />asked if there should be an inter -local agreement with the County for this project, noting there
<br />should be some kind of cooperative agreement
<br />- Open and Award Quotation — Fire Escape Kits
<br />Mr. George King, Purchasing, stated this quote will be opened Tuesday. Fire Chief Steve Cox
<br />stated when this was originally done the costs came in between $60,000.00 to $75,000.00, so
<br />they looked at a different approach. It was determined that if the rope was purchased and the Fire
<br />Department cut out the excess, it would reduce costs. Ms. Greene questioned if that would
<br />invalidate the warranty. Chief Cox stated no, it is done all the time. He noted the Fire
<br />Department just bought all new turnout gear with safety harnesses, but nothing to hook into. He
<br />noted that is why it is important to move forward as soon as possible with this purchase.
<br />- Special Purchase — Xtreme Rescue Device for Fire Department
<br />Attorney Cheryl Greene stated this is a Special Purchase for HALO rescue devices that are
<br />compatible with existing equipment, and after testing, found to be the safest equipment on the
<br />market.
<br />- Special Purchase — Stryker Power Cots
<br />Mr. Andy Meyer, Fire Department, explained the current cots used by the Fire Department are
<br />not compatible with the County or Notre Dame's. Ms. Greene stated with contracts with both of
<br />these groups, the Fire Department must be able to fulfill the terms of their contract, and the
<br />current cots are not compatible. Chief Cox stated these cots have a lift system built in that helps
<br />prevent back injury. He noted that initially Strycker was the high bid. However, Ferno's charging
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