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AGENDA RFVIHW,SESSION DECEMBER 5, 2013 360
<br />The Agenda Review Session of the Board of Public Works was convened at 9:42 a.m. Thursday,
<br />December 5, 2013, by Board President Gary A. Gilot, with Board Members Mark W. Neat and
<br />Patrick M. Henthom present. Board Members Kathryn E. Roos and David P. Relos were absent.
<br />Also present was Board Attorney Cheryl Greene. Board of Public Works Clerk, Linda M.
<br />Marlin, presented the Board with a proposed agenda of items presented by the public and by City
<br />staff.
<br />ADDITION TO THE AGENDA
<br />Mr. Gilot noted the addition of the acceptance of a Sewer Insurance Contractor Registry to the
<br />agenda.
<br />Board members discussed the following items from the agenda.
<br />- Bid Award Extension — Two Custom Top Mount Pumpers
<br />Mr. Jeff Hudak, Central Services, stated this request to purchase two (2) additional pumpers is a
<br />substantial savings to the City of nearly $100,000.00 per tuck. Mr. Gilot questioned if liquidated
<br />damages are included if delivery is delayed. Mr. Hudak stated they include liquidated damages,
<br />and use of a reserved loaner truck at no cost if delivery is delayed for any reason. Assistant Chief
<br />Todd Skwarcan noted this should be a bid award, not an extension. He explained the bid was
<br />already extended by the Board on August 27, 2013, until the end of 2013. The Board questioned
<br />the funding for a purchase, rather than a. lease. Assistant Chief Skwarcan stated the funds are
<br />available, they have not been appropriated. Ms. Greene staled an appropriation is different from
<br />budgeted and they would need to approve the purchase subject to the appropriation of funds. She
<br />suggested the Board approve subject to and Assistant Chief Skwarcan bring it back to the Board
<br />in January after funds have been appropriated for ratification.
<br />- Award Bid— Ferric Chloride Storage and Feed Facilities
<br />Mr. Jacob Klosinski, Environmental Services, stated that all of the bids came in higher than the
<br />engineer's estimate by almost 17% on this bid. He noted, however, the additional funds are
<br />available and the project needs to get done.
<br />- Change Order — Digester No. 2 Upgrade and Digester Gas Cleaning — Project No. 111-
<br />029
<br />Mr. Jacob Klosinski, Environmental Services, stated this change order is due to unforeseen
<br />conditions_ Mr. Eric Horvath, Director of Public Work„ asked that he see if the project can be
<br />done without the dewatering portion, bringing the costs down by $33,700. Mr. Gilot agreed and
<br />stated the Change Order should be approved, but try to avoid the dewatering, which should not
<br />be necessary. NE. I Iorvath noted the final completion should be moved to February.
<br />- Special Purchases — Motorola Solutions
<br />Lieutenant Chris Votes, Police Department, stated it was discovered that traffic being relayed by
<br />the Police Department drug units was being picked up on scanners. He stated he is requesting the
<br />purchase through [he State QPA of encryption software. Lieutenant Voros stated he is also
<br />requesting approval of the purchase of eight (8) dual band radios for School Resource Officers so
<br />they can communicate with other agencies via radio. He explained that currently the school
<br />guards can't communicate with the SRO's: if there's a fight in the schools, they can't
<br />communicate. Mr. Gilot questioned if the City would be reimbursed by the School Corporation.
<br />Lieutenant Voros stated they will be reimbursed for half of the cost from the School Corporation.
<br />APPROVE CHANGE ORDER NO. 2 — PLNIIOOK WATER TREATMENT PT.ANT
<br />EFFICIENCY IMPROVEMENTS — PROJECT NO. 112 -062 (WATER WORKS)
<br />Mr. Ed Herman, Water Works, stated he is concerned that the contractor, L.D. Dosca Associates,
<br />Inc. is taking too much time on this project. Ms. Greene stated the City needs to do report cards
<br />on issues with contractors. She noted if there are contractors that continually create issues for the
<br />City, there would be grounds for rejecting them as bidders. Mr. Horvath suggested the Board
<br />establish a substantial completion date, not including the delivery date of a piece of equipment
<br />needed for the project. Mr. Gilot requested the Board approve this Change Order today.
<br />"therefore, upon a motion by Mr. Gilot, seconded by Mr. Henthom and carried, the Board
<br />approved Change Order No. 2 for L.D. Doesa Associates, Inc., 1605 King Highway, Kalamazoo,
<br />Michigan, 49001, indicating the contract amount be increased by 538,867.94 and ten (10) weeks
<br />extension to February 28, 2013, for a modified contract sum, including this Change Order, in the
<br />amount of $3,317,047.34_
<br />- Professional Services Agreement— Lawson- Fisher Associates, P.C.
<br />Mr. Roger Nawrot, Engineering, stated Engineering has been receiving complaints from
<br />residents about the intersection at Ironwood Drive and Corby Blvd. and Rockne Drive. He stated
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