11/06/2014 Agenda Review - Laserfiche WebLink

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AGENDA REVIEW SESSION NOVEMBER 6, 2014 343 The Agenda Review Session of the Board of Public Works was convened at 10:35 a.m. on November 6, 2014, by Board President Gary A. Gilot, with Board Members David Relos, Kathryn Roos, Patrick Henthorn, and Brian Pawlowski present, Also present were Attorney Cheryl Greene and Attorney Catherine Fanello, Krieg DeVault. 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. APPROVAL OF REVOCABLE PERMIT FOR ENCROACHMENT - THE SALVATION ARMY Mr. Gilot stated an application for a Revocable Permit has been received for the purpose of placing a kettle and stand with a bell ringer for donation collections to remain in the right-of-way at the South Bend Chocolate Cafe, 122 S. Michigan Street through December 24, 2014. Mr. Gilot noted the owner of the Chocolate Cafe, Mark Tarnow, has given his permission for the Salvation Army to use the sidewalk in front of his business. The encroachment shall remain in the right of way until the time as the Board of Public Works of the City of South Bend shall determine that such encroachment is in any way impairing or interfering with the highway or with the free and same flow of traffic. Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the Revocable Permit was approved. Board members discussed the following item(s) from the agenda. - Release of Obligation Letter Mr. John Wiltrout, Water Works, stated in the early 2000's Water Works received this equipment from the trust. They subsequently abandoned the South Well Field and haven't used it since. Mr. Wiltrout stated he realized that some of the equipment inside the well was of use to Water Works. He contacted Ms. Deborah Albright who contacted IDEM about reusing the equipment in the Fellows Booster Station. IDEM approved and the City agreed to waive any maintenance fees. He explained the trustee wanted something in writing from the City. Mr. Gilot suggested that at some point Water Works might ask them to transfer the ownership of the equipment to the City. - Addendum to Professional Services Agreement — St. Joseph County Chamber of Commerce Ms. Beth Leonard, Community Investment, stated this will be the last year for this contract. - Special Purchase — Digital Ally Lieutenant Chris Voros, Police Department, stated this purchase is a compatibility issue, the Police Department gets automatic uploads for their software. He noted there were some changes requested to the contract by Legal and Digital Ally agreed and will send their South Bend terms contract used previously, by the end of today Ms. Roos questioned if IT signed off on the purchase. Lieutenant Voros noted this is what they have been using for about three (3) years and IT signed off a while back. Mr. George King, Purchasing, state he had talked to IT and they are okay with this. - Award and Reject Bids — Lincolnway West Corridor Improvements Mr. Corbitt Kerr, Engineering, stated he is requesting to award Divisions D and E and reject bids for Division C. He explained they opted to go for Division E because it is a better product, explaining Division C uses a micro surfacing process and Division E uses a thin overlay. He noted it is the same area, just a different process. - Request to Advertise for Bids — UN Tek and UN Kote System Evaluation Mr. Corbitt Kerr, Engineering, stated he has an additional agreement for $56,000.00 for a study with UN Tek to replace sewer lines. He stated there are two (2) breaks in the force main and they are looking to reline the pipe and have specifications done for the other sections. He stated the creation of the specifications needs to be added with Donohue. Mr. Gilot questioned if the corrosion is from the outside or inside. Mr. Corbitt Kerr, Engineering, stated it's been determined it's from the outside. He added they are nearing the life span of the product. Ms. Roos requested he discuss the project with Eric Horvath and Kara Boyles and determine who is responsible for the cost, the County or the City. - Change Order — Removal of Lead Base Paint at Ivy Tower Mr. Toy Villa, Engineering, stated this is for the removal of paint on stairwell railings that wasn't in the original contract. Attorney Greene questioned what the total change on this project was. Ms. Martin, Clerk of the Board, stated the total is at 3.91%. The Board questioned the need for a thirty (30) day extension. Mr. Villa stated they are requesting ten (10) days per stairwell. Ms. Roos noted they should only be given what they need, no extra days. She added the time spent on the extra work should be documented.