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AGENDA REVIEW SESSION MAY 23 2013 157
<br />The Agenda Review Session of the Board of Public Works was convened at 10:35 a.m. on
<br />Thursday, May 23, 2013, by Board President Mr. Gary A. Gilot, with Board Members David P.
<br />Relos, Kathryn E. Roos, Michael C. Mecharn and Mark W. Neal present. Also present was
<br />Board Attorney Cheryl Greene. Board of Public Works Clerk, Linda M. Martin, presented the
<br />Board with a proposed agenda of items presented by the public and by City Staff.
<br />APPROVAL OF PERMITS /LICENSES
<br />The following processions were presented for approval,
<br />Applicant
<br />Description
<br />Date /Time
<br />Motion
<br />Carried
<br />West Side Memorial
<br />Day Parade Committee
<br />Procession — West Side
<br />Memorial Day Parade
<br />May —27,2013; 8 :15
<br />a.m. to 11:00 a.m
<br />Roos /Mecham
<br />South Bend Career
<br />Academy
<br />Procession ---- Memorial Day
<br />March
<br />May 24, 2013; 9:30
<br />a.m. to 11:00 a.m.
<br />Roos/Relos
<br />Board members discussed the following items from the agenda.
<br />- Award Bids - Tandem Axle Multi -Use Dump Trucks
<br />Mr. Jeff Hudak, Equipment Services, stated two bidders bid on two specifications for these dump
<br />trucks, the reason for two separate awards. He noted Hill Truck Sales had a better trade -in dollar
<br />value which brought their cost down. Mr. Hudak stated the Street Department had only one
<br />trade -in because they originally intended to purchase one truck, but when one of theirs broke
<br />down it was deemed necessary to purchase an additional one. He explained that brought their
<br />cost up, plus they had just one trade -in.
<br />- Award Bid — Extended Cab Four -Wheel Drive Pick -Up Truck
<br />Mr. Hudak stated this is a replacement truck and will be purchased with a plow to make it more
<br />useful. He noted the bid is being awarded to the low bidder.
<br />- Bid Award Extension — Trailer Mounted Leaf Vacs
<br />Mr. Hudak stated they are taking advantage of an option that was included in the 2012 bid specs
<br />which stated this bid could be extended for one year from the award of the bid in 2012. He noted
<br />they are extending the bid due to a very large price increase in this equipment.
<br />- Professional Services Agreement m-- Greeley and Hansen, LLC
<br />Mr. Jack Dillon, Engineering, stated this is the 2013 Long Term Control Plan Monitoring
<br />agreement. He noted it is considerably less than previous years, and was budgeted for over
<br />$300,000.00, but only came in at $164,000.00. Mr. Eric Horvath, Director of Public Works,
<br />questioned how many flow meters this covers. Mr. Dillon stated it covers five (5) and Emnet is
<br />adding flow monitors, after which Greeley and Hansen will recalculate the data.
<br />- Professional Services Proposal — McCormick Engineering, LLC
<br />Mr. Jack Dillon, Engineering, stated McCormick did a study and submitted their report in
<br />January on Bowman Creek, The EPA did not comment back, so they are now moving ahead with
<br />the eighteen (18) tasks required by the Supplemental Environmental Project (SEP). Mr. Dillon
<br />noted once this is complete, it will conclude the SEP. Mr. Gilot explained the attempt is to slow
<br />down the flow of the creek to be more constant to decrease problems associated with current
<br />flow patterns.
<br />- Reject Bids and Re- Advertise Infrared Pavement Patching
<br />Mr. Paul South, Director, Street Department, stated this request is to allow a revision to the
<br />specifications, to make them more performance based. Mr. Eric Horvath, Director of Public
<br />Works, added they don't have a good clear spec to base the award of a low bid on. Attorney
<br />Cheryl Greene stated they set the experience requirement too high. Mr. Horvath added they had
<br />nothing in the specifications to hold the contractor accountable for the quality of their work to
<br />protect the City from poor workmanship.
<br />Special Purchase — WHP Training Towers
<br />Assistant Chiefs Todd Skwarcan and John Cortier, Fire Department, stated they worked with
<br />Engineering on whether to construct a Fire Training Tower and Burn Building, or buy pre -
<br />engineered buildings. They stated the decision was made that the pre - engineered buildings were
<br />the way to go. Assistant Chief Skwarcan stated the savings of approximately $100,000.00 in the
<br />engineering and construction costs justifies the purchase as a substantial savings. He stated
<br />Assistant Chief Cortier did research and found that only one company, WHP Training Towers,
<br />provides the quality and options needed. He stated their towers are made to be moved around and
<br />reconfigured for continual training opportunities. He added they are constructed of much higher
<br />grade steel that provides a longer life. The construction also provides a dark interior, unlike the
<br />competitors, that is necessary to create the conditions encountered in a real fire. Assistant Chief
<br />Skwarcan noted the cost is $1,970,279.00, up from the $1,656,611.00 he originally submitted for
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