11/12/13 Board of Public Works Meeting

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AGENDA REVIEW SESSION NOVEMBER 7, 2013 326 The Agenda Review Session of the Board of Public Works was convened at 10:36 a.m. on Thursday, November 7, 2013, by Board President Mr. Gary A. Gilot, with Board Members David P. Relos, Kathryn E. Roos, Michael C. Mecham present. Mark Neal was absent. Also present was Board Attorney Cheryl Greene. Board of Public Works Acting Clerk, Melinda Lercel, presented the Board with a proposed agenda of items presented by the public and by City Staff. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — ASBESTOS REMOVAL AND DISPOSAL — PROJECT NO. 113-045 (AEDA TIF) In a memorandum to the Board, John Engstrom, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Ms. Roos, seconded by Mr. Mecham and carried, the above request was approved. Board members discussed the following item(s) from that list. -Access Agreement — Hull Ms. Ann Kolata, Community Investment stated that they would like to put up both temporary and then potentially permanent monitoring wells along Right -of -Way to test ground water. Wells will be in place for up to 8 quarters of monitoring. Intent is to see how far there is a groundwater problem. Mr. Gilot made note that Hull would need to be diligent in regards to doing the underground locates due to Metronet. Arnold Street is considered to be a minor street, but when it comes to communications the street is critical. -Police Patrol Vehicles Mr. Chris Voros stated that the leasing and financial is all set up. Ms. Roos asked if they were SUV's. Mr. Voros stated that they are all wheel drive sedans, not SUV's and that they get better gas mileage. -Voice Recording System Ms. Greene noted that the specifications were missing both the Non -Collusion Form and Indiana Business Preference. Mr. Voros noted that the police department was under the impression that we did not have to tell the vendors, or provide them with the Business Preference form, but that the vendor was responsible for claiming it if they chose to. Ms. Greene questioned whether or not there were any MBEE/WBE businesses included in the request for quote, and noted that the budgeted amount should not have been included in the specs, that we could be getting ourselves in a situation if we request specific numbers from vendors with no real intent to award and that if the bids were to be opened, the vendors would then be revealing their competitive edge. Ms. Greene recommended that we reject all bids received and return unopened. -Bid Process Ms. Roos suggested a "refresher" for all purchasing reps to go through going over what is RFP, RFQ, Bid deadlines, prepared specifications, etc. -Award of Sage Road and Poppy Road Lift Station Modifications Jacob Klosinksi, Environmental Services stated that bids were received at the last Board Meeting. Bids came in a little higher than was expected, but they have the funds, and have decided to go with Selge. The biggest item that caused the overage was adding valves that we weren't aware were needed (line stop valves). Mr. Gilot stated they are very expensive parts. -Water Works Well Recondition or Replacement John Wiltrout, Water Works stated that they initially thought that they were only looking at reconditioning. Might be just as cost effective to go new, vs. reconditioning a ten year old piece of equipment. Ms. Green stated it was difficult to understand what the basis of the bid was. When looking at the quote sheet, it is very difficult to decipher what you were using to base your decision on. Eric Horvath, Director of Public Works stated this should have gone out as an RFP so we would weigh the criteria a little differently. Ms. Greene stated she sees a real challenge getting this done as it stands. Board approves the Mr. Horvath working with Water Works to submit an addendum stating we would like to go with replace one and reconditioning the other. -Historical Streetlight Replacement —East Wayne Historical District Paul South, Street Department stated he was requesting these two (2) special purchase agreements for Historical Poles and Light Fixtures for East Wayne Historical District. This is needed equipment; Proprietary Material Justification. 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 11:46 a.m.