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PUBLIC AGENDA SESSION MAY 22, 2014 164 The Public Agenda Session of the Board of Public Works was convened at 10:40 a.m. on Wednesday, May 22, 2014, by Board President Gary A. Gilot, with Board Members David Relos, Kathryn Roos, and Brian Pawlowski present. Board Member Patrick Henthom was absent. 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. Board members discussed the following item(s) from the agenda. - Change Order — Vacant and Abandoned Housing Demolitions (1000 Homes in 1000 Days) Attorney Cheryl Greene informed the Board that this increase is for an Assignment of Services contract and is therefore not subject to the 20% limitation set by law. She stated this contract, as well as all abandoned property demolition contracts are not public works; the City does not own the property, they are contracting for services for the demolitions. She noted she checked with State Board of Accounts and was told these are service contracts and they should be treated as such, allowing the Board to handle how they choose. She stated they chose to use the Change Order process to require the contractor to come back to the Board for approval. She stated the Contractor accepted the assignment of the contract and the City added additional work that has to be recognized. She noted the cost is reasonable for fifty-nine (59) homes. She noted it sounds like a massive Change Order, but it amounts to about $3,500.00 each basement demo. Ms. Greene stated she would do a memo for the Board records. Mr. Toy Villa, Engineering, stated this increase is for the tear -out of basements on each of these properties, which was left out of the original specifications. Ms. Greene explained that these contracts originated in Code Enforcement, and they have never done large scale demolitions and do not have the resources or talent for writing demo specs. This Board stepped in a few months ago and is in the process of cleaning up the specs. - Change Order — South Bend Fire Department Training Center Mr. Toy Villa, Engineering, stated this Change Order is for a listing of eighteen (18) items, seventeen (17) of which are essential to training, that were missed. Mr. Gilot questioned if this funding is appropriated or if approval is subject to financing. Assistant Chief Todd Skwarcan stated they exhausted the bond funding of the Training Center but still have funds in the EMS Building fund. Mr. Gilot questioned if it has been appropriated by the council for this project. Assistant Chief Skwarcan stated the funds were available, he didn't know if they were allocated. Mr. Gilot and Ms. Greene informed him he would need to check with the controller to confirm. - Change Order - Main Street/Lafayette Boulevard Connector Mr. Toy Villa, Engineering, stated this decrease is mostly due to water line stops. He explained when the project is designed it is difficult to determine if they are needed. He noted they add them to the design and if it's determined they aren't needed, they change order them out. - Substantial Completion Affidavit — Fire Department Training Facility Mr. Toy Villa, Engineering, stated this is only to allow use of the interior of the building; the exterior is still being worked on. Mr. Gilot stated the Fire Department needs to make sure the Training Center is on the City insurance list before moving in. - Award Bid - 1/4 Ton Two -Wheel Drive Pick -Up Trucks Mr. Jeff Hudak, Central Services, stated he is requesting the Board approve the award of two (2) CNG trucks for Water Works and two (2) for the Park Department without the CNG. Mr. Gilot noted the difference in cost of $10,000 and questioned if the payback versus the life cycle of the truck is worth the cost. Mr. Matt Chlebowski, Central Services, stated the majority of the cost is for the tank and they will be able to be moved to at least two other vehicles depending on the life cycle. He added the Park Department did not have the funding for the CNG. Ms. Roos asked if they can be converted to CNG afterwards. She suggested the Park Department needs to find the $20,000.00 because the City has dedicated itself to the new CNG station installation. She stated we need to communicate that CNG's need to be purchased, it needs to be worked into budgets, and it's not optional. She noted their longer term fuel savings, and Mayor Buttigieg's vision of what we are going to do as a City. Mr. Gilot suggested the Park Department may need to look at a lease if they can't afford to purchase. Mr. Gilot questioned if Central Services could install the CNG conversion kit. Mr. Hudak stated they could and it would be less expensive. He informed the Board that he has the bid specs ready to go in June for someone to install the CNG, and is waiting on funding. Ms. Roos asked if they will get trained to do the installation. Mr. Chlebowski stated they would. Ms. Roos stated she is comfortable with going forward with the award now knowing the City will be working on the installation training and conversions in the future. She suggested Central Services compare the cost of bidding the trucks with the cost of the CNG versus bidding out the installation separately, Mr. Gilot suggested that when they are doing