09/10/13 Board of Public Works Minutes

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AGENDA REVIEW SESSION SEPTEMBER 5 2013 261 The Agenda Review Session of the Board of Public Works was convened at 10:34 a.m. on Thursday, September 5, 2013, by Board President Gary A. Gilot, with Board Members David P. Relos, and Michael C. Mecham present. Board Member Kathryn E. Roos joined the meeting at 10:40 a.m. and Board Member Mark W. Neal joined the meeting at 10.38 a.m. Also present was Attorney Cheryl Greene. Board of Public Works Clerk, Linda M. Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of a request for a residential block party on Washington Street. Board members discussed the following item(s) from the Agenda. - Contracts --- Dismas House and Department of Community Investment Ms. Lory Timmer, Community Investment, stated the HUD financing has been released so these contracts do not have to be approved subject to the financing. - Professional Services Agreement — Lawson Fisher Associates Mr. Jack Dillon, Engineering, stated this is just for the pre -design of the Prairie Avenue Sewer Separation project. Mr. Eric Horvath, Public Works Director, stated he has not seen the agreement and it needs to be reviewed prior to the Board approving it. Ms. Greene noted that Lawson Fisher has a standard form of agreement that she is comfortable with the legal terms. Mr. Gilot questioned if there should be a pause between the approval of the engineering scope and the bidding to review the scope. Mr. Horvath requested the item be tabled until it's done. He stated the scope needs to be looked at first. John — 10A - Professional Services Agreement — Carl Walker Mr. John Engstrom, Engineering, stated Carl Walker determined that some concrete in the Main Street and Colfax Street Parking Garages is delaminated. He was informed that they need six (6) excavations to determine how much damage is done. He added the new total is $19,300.00, not $13,800.00 as shown on the agenda. Ms. Greene stated Carl Walker was hired previously and did a walk around; shouldn't they have noticed the damage previously. Mr. Gilot stated the walk around was about seven (7) years ago and they recommended concrete patches at that time. He noted the $13,800.00 was for all three garages. Mr. Gilot stated there were several millions spent on the garage with a promise that it would last twenty (20) years. He noted they knew there would be salt penetration; that should have been addressed in the original scope of work. Mr. Neal requested the contracts for what was done previously be circulated. - Request to Advertise — Olive Well Field Granular Activated Carbon Reconditioning Mr. Gilot asked Mr. John Wiltrout, Water Works, if he had done a cost comparison of new versus reconditioned carbon. Mr. Eric Horvath, Public Works Director, stated the difference is $125,000.00 for reconditioned versus $181,000.00 for new. Mr. Horvath questioned Mr. Wiltrout if he had done a projected lifetime cost savings value of virgin versus reactivation. Mr. Wiltrout stated he had. He stated he also spoke to several cities that did this and they are satisfied with the process. He noted there are two firms that do this process. The last time the City did a change -out was in 2007. Mr. Horvath stated he wanted to bid both processes and see how the pricing came back. He instructed Mr. Wiltrout to bid both virgin and reactivation and advertise both at the same time. He stated that reactivation should be listed as an alternate, and it shouldn't be advertised until September 20 and 27 to allow time to put the specifications together. - Request to Advertise — South Bend Fire Department Training Center Interior and Exterior Burn Props Fire Chief Stephen Cox stated initially this was looked at as a quote for a special purchase, but it was determined there is competition available and the potential for cost savings through bidding is possible. Ms. Greene confirmed that she initially looked at this as a special purchase, but found there were multiple manufacturers. She added they looked at QPA pricing and every other option, and determined this should be bid. Chief John Cortier stated there are three (3) major companies that produce these props. Mr. Gilot asked if they were putting in any critical spare parts with the bid to save money over the life cycle. Chief Cox stated they will look at that and they will define the warranty in the specifications. Chief Cortier stated he was told it will take two to three months to manufacture the props. Mr. Horvath asked what the estimated cost was. Chief Cox stated around $300,000.00. Ms. Greene noted if this is put out to bid and bids come in substantially higher than the supplier offering multiple discount they can show substantial savings and do a special purchase. She noted the bid should be done as unit pricing with a bulk total. - Change Order — 2013 Manhole Rehabilitation