03/26/13 Board of Public Works Minutes

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AGENDA REVIEW SESSION MARCH 21 2013 68 The Agenda Review Session of the Board of Public Works was convened at 10:35 a.m. on Thursday, March 21, 2013, by Board President Mr. Gary A. Gilot, with Board Members Donald E. Inks, Kathryn E. Roos, Michael C. Mecham and Mark W. Neal present. Also present was Board Attorney Cheryl Greene. Board of Public Works Clerk, Linda M. Martin, presented the Board with a proposed agenda of items present by the public and by City Staff. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of a Memorandum of Understanding. Board members discussed the following item(s) from that list. - Bid Award — Self -Propelled Rubber Tire Asphalt Paver Mr. Matt Chlebowski, Central Services, stated he is requesting to award this paver to the third lowest responsive bidder. He noted the low bidder was found to be non -responsive to the specifications on the warranties; the strength of the frame; and the sweeper unit, which does not meet the specifications for the debris hopper, sweeper engine, and blower assembly. He stated the second low bidder is non -responsive due to two separate exceptions they bid. Mr. Chlebowski noted the specifications clearly state the unit is to be bid as a complete unit, no partial or split bids will be accepted. He noted the bigger concern is the extensive delivery time they bid, almost twice as long as specified. Mr. Neal stated this would need to be awarded subject to financing. - Grant Agreement — IDEM Mr. Matt Chlebowski, stated this grant will offset the cost of a compressed natural gas station. He noted the City of South Bend received the largest award of any other city. Mr. Neal questioned if this needs to be taken to the Council. Ms. Greene stated it would. Mr. Neal asked if there was anyone authorized to sign the documents for the grant. Ms. Greene stated she added authorization for signature to the corresponding Resolution. - Variance — Cooreman Real Estate, Inc. Mr. Bill Schalliol, Connnunity Investment, stated this item can be removed from the agenda after the Legal and Building Departments determined that this is under the Building Department's authority. - Resolution No. 16-2013 -- Approving the Transfer of Real Property from the Northern Indiana Historical Society Mr. David Relos, Community Investment, stated this resolution is to transfer property for the demolition of an abandoned house for the establishment of a green field for use for Special Events for the Historical Society. Ms. Greene stated there may be an easier way that the Board has previously used, through statutory process, to accomplish this. Ms. Greene suggested it be left on the agenda for now until a meeting could be held to discuss. - Resolution No. 18-2013 --- Accepting the Transfer of Real Property from the South Bend Redevelopment Commission. Mr. David Relos stated this is actually for thirty-nine (39) properties to be transferred, not twenty (20) as the agenda states. He noted they are currently getting the title work done, and once complete, there will be matching resolutions for the Redevelopment Commission, so this should be approved subject to their Resolution. - Bid Award — Street and Sewer Materials Mr. John Engstrom stated the award of all of these materials is to the low bidders, there are no irregularities. Mr. Eric Horvath, Public Works, asked how prices compare to last year's bid. Mr. Engstrom stated he did not look at those numbers. Mr. Gilot requested Mr. Engstrom check the prices of the most commonly used materials and do a memo to show the percentage of increase. He noted if the increase is too much (20% or more), it may be better to reject all bids and go to the open market. - Request to Advertise — Detritus Grit Tank Drive Rehabilitation and - Special Purchase — Siemen's Industry Mr, Jacob Klosinski, Environmental Services, stated these two items go together. He noted the drive will take ten to twelve weeks to get, and then the bad drive will be removed from the system. Mr. Klosinski noted that if it can be rebuilt, it will save a lot of money. Mr. Neal questioned if it is in the budget. Mr. Klosinski stated it is. Mr. Klosinski noted he will be adding another emergency item to the agenda for a drive unit that was found to be cracked. He stated they would need to purchase a new right-angle drive, noting it is a critical piece of equipment. Mr. Klosinski stated the cost of a new drive is around $90,000. Mr. Gilot explained that this pump pumps fifty (50) million gallons a day. He added you can't shop around; this is something you need to purchase on an emergency basis. Ms. Greene stated it is probably a compatibility issue also. Mr. Al Greek, Environmental Services, agreed, stating these drives are specifically