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AGENDA REVIEW SESSION FEBRUARY 6, 2014 18 The Public Agenda Session of the Board of Public Works was convened at 10:42 a.m. on Thursday, February 6, 2014, by Board President Gary A. Gilot, with Board Members David Relos, Kathryn Roos, Patrick Henthorn, and Brian Pawlowski present. 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, ADDITIONS TO THE AGENDA Mr. Gilot noted the addition to the agenda of a discussion regarding a request to advertise and a demolition contract. APPROVAL OF AGREEMENT — CREATIVE FINANCIAL SERVICES LLC (dba CREATIVE FINANCIAL STAFFING) (ADMINISTRATION AND FINANCE OPERATIONS) Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Creative Financial Staffing for an executive search for a new Deputy City Controller in the not to exceed amount of $19,645.25, Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the Agreement was approved. Board members discussed the following item(s) from the agenda. - Request to Advertise — Transmission Rebuild and Repair Services for City Vehicles and Pre -Qualification for Body Shop Repair Services Mr. Jeff Hudak, Central Services, stated both of these bid specifications have been redone to improve the comparison and accuracy of the bids. He noted the transmission bid requests a unit price for a rebuild of each type of transmission used in City vehicles and will be awarded based on lowest unit prices. He stated the body shop repair bid specifies "new parts" so all bids will be compared using the same type of parts, not rebuilt or after -market. Mr. Gilot questioned if bidding this service out is still more economically sound than doing the work in-house. Mr. Hudak stated it is, adding that repairs have decreased in the last year and continue to do so. - Request to Advertise — Vehicles Mr. Jeff Hudak, Central Services, stated the Police Department is purchasing one all -wheel drive SUV. Lieutenant Chris Voros confirmed that they would only be purchasing one for their canine division. Mr. Hudak stated that he requested to advertise for two, more or less, 1/4 ton extended cab four- wheel drive pick-up trucks, but he needs to change that to three. He explained the Sewer Department also budgeted for this vehicle and he will be sending their funding information for the agenda. Ms. Roos questioned if they should be looking at CNG mid -size sedan automobiles since that is the direction the City is headed. Mr. Eric Horvath, Public Works Director, concurred and asked Mr. Hudak to do a life cycle cost analysis. He suggested also that they bid both vehicle options. Mr. Hudak stated he put an option for CNG on the '/4 ton, four-wheel drive trucks. Mr. Gilot questioned if these will have an option for a plow and if so, should they all be four-wheel drive instead of some two -wheel drive. Mr, Hudak stated they are asking for a v-plow, which fits the needs of the plow crews much better for the four-wheel drive trucks. He stated the two -wheel drive trucks will be used by the Water Department and Park Department and there is no need for four-wheel drive. He added the Water Department trucks have an apparatus in the bed for turning water valves. He noted all of the truck bids request a CNG option. - Discussion — Police Department Vehicles Ms. Roos questioned how many vehicles the Police Department was asking to bid. Lieutenant Voros stated they are requesting thirty-six (36). He stated they want to purchase Ford Taurus's due to more trunk room that will allow room to convert to CNG and still allow the officer's room for their equipment. Lieutenant Voros noted that 2015 is the last year Chevy Impalas will be produced and they don't want to purchase something that becomes extinct. He noted the Ford has slightly better gas mileage, more trunk space, and all -wheel drive. Lieutenant Voros stated their 2014 budget allows for the purchase of thirty-eight (38) vehicles, these plus one SUV, and one hybrid vehicle for trips. Ms. Roos stated she appreciates all the research done on this, but they need to take it one step further and incorporate fuel costs. She requested that Chief Ronald Teachman also send her a letter or email confirming his intent to convert all of these vehicles, and all future vehicles purchased, to CNG. She asked that Lieutenant Voros work with Mr. Hudak and Mr. King, in purchasing, on a cost comparison. Lieutenant Voros stated the conversion kit costs around $6,500.00. Mr. Gilot noted the conversion kits last about twenty (20) years; is the entire cost being put on the first car using it or spread over multiple years the kit could potentially be placed in future vehicles. Mr. Hudak stated with changes being made in cars, the conversion kits may not work in future vehicles purchased. Mr. Gilot asked if all of these