02/26/13 Board of Public Works Minutes

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AGENDA REVIEW SESSION FEBRUARY 21, 2013 40 - Award Bid — Ignition Park, Phase IB, Mass Grading Mr. Jitin Kain, Community Investment, stated they are requesting to award to the low bidder on this project. He noted they received a lot of bids with a wide range of prices, from $300,000.00 to $700,000.00. Ms. Greene questioned because of the range in bids, are we sure we didn't miss anything in the specifications. Mr. Toy Villa, Engineering, stated they did not and in fact the engineer's estimate suggested an even wider range, from $300,000.00 to $800,000.00. - Open Air License Application — Smiley Dogs Mr. Jitin Kain, Community Investment, stated he provided a recommendation against one of the sites applied for by the owner of Smiley Dogs hot dog carts. He stated they normally occupy the corner of Jefferson Boulevard and Michigan Street at the Wells Fargo Plaza. This year, he noted, they will need to move across the street to Key Bank Plaza due to construction of the Wells Fargo Plaza. He added that he recommends against their request to place an additional cart at the corner of Washington Street and Michigan Street, noting that would make a hot dog cart on every corner in a three (3) block area. Mr. Kain stated that Downtown South Bend would like to find other types of cart vendors to add some variety to the downtown area. He noted he is afraid if the Board approves this request, it will become a yearly expectation. Mr. Kain suggested since he is only requesting this location for limited event dates, couldn't he apply for a permit just for those events. Ms. Michelle Adams, Licensing, stated the owner actually only has one cart, which he will move to the corner of Washington Street and Michigan Street occasionally from his Jefferson Boulevard and Michigan Street location. She noted he is asking for limited days and hours at that location. She stated he would not be taking up two (2) spots and the suggestion that he apply for a permit for the other location during Special Events would cause him to apply for a license each time and pay a $40.00 fee for each license. Mr. Gilot asked if the license can be non - exclusive so if another vendor desires to use the same location, that could be approved. Ms. Greene stated it's a license and they are generally non - exclusive and revocable. Ms. Roos stated it doesn't matter if you license two (2) vendors for the same location, that's just better for the City. It creates more options for the public and gives vitality to the downtown area. She noted these types of businesses get people involved and move around to where the people are. She added if another type of business requests this location, the prior license could be revoked, or the City can allow different schedules for each location. Mr. Eric Horvath, Director of Public Works, ........... suggested the Board may want to consider the permanent restaurants and how this will affect their business. Ms. Greene stated this Board has no authority on controlling business operations; they just control impeding the right -of -way. She noted the Mayor or the Council would have to review the businesses via their Ordinance or Licensing laws. Professional Services Agreement — Logicalis Ms. Greene stated she would like to commend Shawn Delahanty and Keith Crain, Information Technologies, for taking her standard form of agreement and creating an online, electronic version with fill -in enabled fields. She noted once the fields are filled in, it will go to her for legal review. She thanked them for the start of many more applications to save time and create standardized forms that meet the City's legal requirements. Mr. Delahanty stated the agreement with Logicalis is to complete the final steps of conversion from Novell to Microsoft. He noted in the past Novell held 96% of the market; now that is down to only 4 %. Mr. Delahanty stated they solicited six (6) vendors for quotes and included detailed questionnaires in the quotes. Of those six (6), only three (3) responded. One (1) was thrown out for lack of experience. Based on their cost and experience, Logicalis was chosen. - Award Bid — Main Street /Lafayette Boulevard Connector Mr. Inks questioned the amount of the bid award on the agenda at $4,759,536.00, noting he thought the bid was in the $3,000,000.00 range. Ms. Martin stated the agenda was incorrect and the amount of the award should read $3,739,868.46. Mr. Horvath noted the other amount was actually the engineer's estimate. - Open and Award Bid — 2013 Manhole Rehabilitation Mr. Mecham stated this bid was re- advertised after the specifications were reviewed and the experience qualifications were lowered. Mr. Eric Horvath, Director of Public Work, noted the low bidder last year didn't meet the qualifications. Ms. Greene stated the expectations were unrealistic and prevented potential bidders from qualifying. 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 11:32 a.m.