03/06/2014 Agenda Review - Laserfiche WebLink

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AGENDA REVIEW SESSION MARCH 6, 2014 64 come down to $31,000.00. He noted another part of this change order is due to a speaker system for the intercom system that was originally left out of the specs. Ms. Roos questioned what the total percent of change on this project amounted to. Mr. Villa stated that overall the project change was 2.58 1/o. - Change Order — Vacant and Abandoned Property Demolition Mr. Toy Villa, Engineering, stated this change order for Jackson Trucking and Excavating is for a time extension of twelve (12) days due to inclement weather. Ms. Greene noted due to this unbelievable weather, this is a justified request. Ms. Roos questioned if they worked on inside issues during the inclement weather. Mr. Villa stated they continued to do internal abatement when they were able to, but even internal work was limited in this weather with no heat available. He added that considering how bad the weather has been, twelve (12) days is a conservative number. Mr. Villa stated the other change order for vacant and abandoned properties with Pelley Excavating was a small increase in cost due to the unforeseen need for asbestos removal. - Change Order — Primary Clarifier Rehabilitation and Equipment Upgrades Mr. Jacob Klosinski, Environmental Services, stated this change order is for the replacement of an old door at the building. He noted it was in very bad shape. He stated there was also some relocation of electrical conduit needed. APPROVE AGREEMENT — MICROSOFT VIA CDW -G WASTEWATER OPERATIONS AND MAINTENANCE Mr. Brent Hussung stated this agreement for $4,502.96 with Microsoft, via CDW -G, is for volume licensing required by Microsoft for use of their software and is for upgrading their operating system to get current. Ms. Greene noted she has reviewed this and signed off, and they are getting government pricing. Mr. Gilot requested the Board act on it today rather than Tuesday. Therefore, upon a motion by Mr. Gilot, seconded by Ms. Roos and carried, the agreement was approved as outlined above. - Lease — Burkhart Advertising Mr. Jitin Kain, Community Investment, stated this renewal billboard lease at Ironwood Road north of Ireland Road is a significant discount at $300.00 per year. He stated Burkhart Advertising wanted a permanent lease, but they were able to talk them down to a twenty (20) year lease. - Professional Services Agreement — Toole Design Group, LLC Mr. Jitin Kain, Community Investment, stated this agreement for three (3) workshops to finalize the concept design for two -way street conversions is with Toole Design, who was formally known as AECOM. He stated Ian Lockwood, who was contracted with AECOM, is still running the workshops; the company name has just changed. Ms. Greene stated if the City has an existing contract with AECOM they need to make sure there is nothing to do to close that contract first. Mr. Kain stated that contract was for overseeing a charrette and that is complete. Ms. Roos asked if there is an updated scope of work. Mr. Kain stated there is. - Bid Award — 2014 Street and Sewer Materials Mr. Paul South, Director of Streets, stated the bid awards for all street and sewer materials are going to the lowest bidders. He noted one item was a tie between Walsh and Kelly and Reith Riley. He spoke to Rieth Riley and they had no problem with him awarding to Walsh and Kelly because they were the low bidder on all of the other asphalt materials, and it made sense to not split up the materials for one line item. Mr. South noted most of the bids came in 5% to 7% higher than last year's cost. He noted they received no bids for Part E, Traffic Materials, so he will extend last year's bid. Ms. Greene stated he first needs to make sure there is the ability to extend the bid, and if not, he can go out to the open market. Mr. Gilot questioned if the Local business preference form changed how the bidders were rated? Mr. South stated it only affected the manhole risers because all of the other bids were submitted with the Local Preference form. - Opening of Bids — Thirty -Seven (37), More or Less, Police Patrol Vehicles Lieutenant Chris Voros, Police Department, stated when the bids are opened on Tuesday, he would like to review them at that time, and ask the Board to do a letter of intent for award to the low bidder to be able to lock in the price before it expires. Ms. Greene noted the request was to award at the same meeting, but there are a number of options to review and to do the award at the same meeting would be difficult. She noted the manufacturer only goes so far into the year before the cutoff, she suggested an intent to award letter is acceptable. She added the City is trying to stay compliant with State law, but not lose the cut -off date. Lieutenant Voros noted the Police Department came up with funding for possible CNG conversions. - Request to Advertise — Heavy Duty 16,500 lb. GV WR Chassis