05/14/13 Board of Public Works Minutes

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AGENDA REVIEW SESSION MAY 9, 2013 140 TRANSPO is hoping for efficiency, reduced costs mainly in fuel savings, and reliability by having designated stops. - Request to Advertise -- Studebaker Plaza Mr. Gilot asked Mr. Jitin Kain, Community Investment, if an easement was obtained for the construction of the Studebaker Plaza. Mr. Kain stated they are getting a short-term access agreement, and working on a long term development agreement. Ms. Greene noted that all outside counsel has to be approved by City Legal counsel so they would need to work with Legal on obtaining counsel for the preparation of the paperwork. - Amendment to Contract — Rebuilding Together Ms. Pam Meyer, Community Investment, said she was just informed that the work on these homes will also include insulation work, not just HVAC repairs as stated in the documents. She asked if she would need to provide a new contract. Ms. Greene stated she would think the insulation would be incidental to the HVAC system. - Donation Agreements - Wells Fargo Bank, N.A. Ms. Pam Meyer, Community Investment, stated Wells Fargo Bank previously offered these two (2) lots to the City with buildings on them, but the City did not want them. She noted they demolished the properties and are once again offering just the lots plus an additional $3,000.00 per property. She stated the City is accepting the properties with some contingencies. She noted they left the concrete steps when they demolished the buildings and she has notified them the City will not work with them until those are cleared. - Professional Services Proposal — Weaver Boos Consultants Ms. Ann Kolata, Community Investment, stated this proposal is for the cleanup of contaminated soil at the former Studebaker Museum. She noted that when the building was demolished, not all of the remediation was done. IDEM has ordered the clean-up to be completed. Ms. Kolata noted that the work is to be billed against this proposal, but it may be less than stated, depending on how long the monitoring takes place. She added they will need a place to put the excavated soil. Mr. Eric Horvath, Director of Public Works, suggested Central Services could put a fifty-five gallon drum at their facility at the curb for easy access. Mr. Gilot informed Ms. Kim Thompson that she may need to be a "checks and balance" before IDEM inspects the site, to test contamination levels. - Revise Significant User Industrial Wastewater Discharge Permits Ms. Kim Thompson, Environmental Services, noted that the revisions to two of the permits are due to a mistake on the paperwork on the expiration dates. She noted the dates on the first two were shortened by a month. Mr. Gilot stated that is a scrivener's error, it shouldn't need Board of Works approval. Ms. Greene confirmed that Ms. Thompson can fix the error herself and doesn't have to bring it back to the Board. Ms. Thompson stated the third one is for formally transferring New Energy Corp. to South Bend Ethanol Assets, LLC, the new owners. - Award Bid — Detritus Grit Tank Drive Restoration Mr. Jacob Klosinski, Environmental Services, stated he received two (2) bids for this project, one that was found non -compliant due to no acknowledgement of an Addendum. He stated he is requesting to award to the low bidder, and noted that both bids were slightly lower than the Engineer's estimate. - Request to Advertise for Proposals — Management and Marketing of the Organic Resources Facility Mr. Al Greek, Environmental Services, noted that in 2011, Environmental Services started to review budgets to see what the Organic Resources Facility costs are. He stated the review showed that it's costing Environmental Services close to $1,000,000.00 a year, with the sale of their product bringing in $75,000,00. They decided to do a cost analysis of outsourcing the operation since it was losing so much money. Mr. Greek noted the other problem is they have created a huge backlog of organic material they've collected. It hasn't been screened and it contains plastics and materials. He noted the cost to clean it is estimated at $2,500,000.00. He stated they are putting this in the cost of the management proposal to see what they come up with. Mr. Greek stated he has spoken to other facilities that have outsourced their operations and one in particular stated it cut their operating cost by 50%. - Award Bid — Water Works Customer Billing Ms. Roxanne Lawson, Water Works, stated Water Works has been doing an analysis on outsourcing and put a bid out. One came in extremely low, much lower than their current rate. Mr. Gilot noted they need to include their current costs in the bid tab for a comparison. Ms. Greene noted the postage language sounded very ambiguous; it should be more specific. Mr. George King, Purchasing, stated he wrote two lines to insert in the agreement restricting mark-up on postage and guaranteeing use of the lowest current postage rates. - Award Bids - 35 Ton Paver and Dual Fuel Gasoline and LP Powered Lift Truck V