07/08/2014 Board of Public Works

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AGENDA REVIEW SESSION JULY 3, 2014 216 The Agenda Review Session of the Board of Public Works was convened at 10:40 a.m. on July 3, 2014, by Board President Gary A. Gilot, with Board Members David Relos and Brian Pawlowski present. Board Members Kathryn Roos and Patrick Henthorn were 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. - Amendment to Contract and Agreement Ms. Lory Timmer, Community Investment, informed the Board that the time to spend the dollars left in the Neighborhood Stabilization Program 3 Contract expired; however HUD has allowed the City to keep the funds as long as they are applied to another project. She stated they are being transferred to the Subsidizing Agreement for vacant and abandoned property located at 625 -627 Cushing Street. Mr. Gilot noted the value in moving the funds from administrative work to neighborhood work. - Award Bid - 3/4 Ton Four -Wheel Drive Pick -Up Trucks Mr. Jeff Hudak, Central Services, stated these trucks are being purchased with CNG and V Plow options. Mr. Gilot questioned what the V Plow is for. Mr. Hudak explained it helps with alley entry plowing and intersections. He explained also that it is a flexible and adjustable plow and can be used as a straight plow or half or V plow. Mr. Horvath questioned why the CNG cost was so high. Mr. Hudak stated it is for big tanks. Mr. Horvath stated they should do a cost estimate on the cost value of the expense. Mr. Gilot noted they don't get their money back the first year, but the life expectancy is twenty (20) years. Mr. Hudak agreed and noted he put requirements on the construction of the tank to assure it lasts up to twenty (20) years. - Award Bid — Janitorial and Cleaning Supplies Ms. Toni Laisure, Central Services, noted that there were ten (10) bidders this year, and all bid on at least one (1) item. Mr. Gilot questioned if the prices went up. Ms. Laisure stated the prices were comparable; overall there was a 20% increase due to changes in items. She noted the actual increase in the prices was 9 %. She noted also there were three (3) local preference bidders and four (4) MBE /WBE bidders, however only two (2) of those are registered MBE /WBE businesses with the State of Indiana. Mr. Gilot asked if she figured the percentage of MBE /WBE bids. Ms. Laisure stated the total is 58% of the total dollars bid. Mr. Gilot and Mr. Horvath stated that is impressive and worthy of note, regardless if they are all registered. - Change Order — Jefferson Boulevard Streetscape Improvements Mr. Roger Nawrot, Engineering, stated the changes in the project are an effort to keep up the project with current trends resulting in added scope to already existing unit prices, not new items. He explained they added a parking space, removed an alley approach at the library, and corrected the wrong size tree grates listed in the specifications. He noted they also hit an unmarked, unrecorded water line. Amendment to Professional Services Agreement — DLZ Indiana, LLC Mr. Roger Nawrot, Engineering, stated this amendment is due to the need for a retaining wall after foundry sand was discovered at the site of this Olive Street and Sample Street overpass and bridge reconstruction. Mr. Eric Horvath, Director of Public Works, stated they would have had to remove bad soil and bring in all new soil; this way was more cost effective. Mr. Nawrot noted they are acquiring right -of -way for the sidewalk construction, and the full process will cost around $30,000.00. Attorney Cheryl Greene stated Legal has done this work in the past and saved a lot of money. Mr. Horvath noted this is temporary construction right -of -way, and questioned the need for acquiring the property for temporary construction. Mr. Horvath suggested there be some discussion before Tuesday's meeting regarding this item. He noted also there were some major deductions in the original contract. - New Installation — No Parking Mr. Roger Nawrot, Engineering, stated this request for installation of No Parking signs on Sample Street in front of the new Fire Training Center had to be cleared with INDOT because Sample Street is an official ramp onto the bypass. New Installation — Two Hour Parking Mr. Roger Nawrot, Engineering, stated Kite Realty requested this installation in three locations in Eddy Commons for turnover. He noted Traffic and Lighting recommends against two -hour parking up to Burns Avenue, and suggests it stop at Georgiana Street. Mr. Corbitt Kerr, City Engineer, recommend limiting the two -hour parking from 7:00 a.m. to 7:00 p.m. The Board recommended the City Engineer's request be approved. New Installation — Residential Parking Mr. Roger Nawrot, Engineering, stated a residential study was completed in this area and this block, the 1100 block of Georgiana Street, was the only block that met the warrant study.