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AGENDA REVIEW SESSION JANUARY 22, 2015 12 The Agenda Review Session of the Board of Public Works was convened at 10:34 a.m. on Thursday, January 22, 2015, by Board President Gary A. Gilot, with Board Members David Relos, Patrick Henthom, and Brian Pawlowski present, Board Member Kathryn Roos was absent. Also present was Attorney Michael Schmidt 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. Board members discussed the following item(s) from the agenda. — Request to Advertise — Trucking of Belt Pressed Bio-Solids for Land Application Mr. Jacob Klosinski, Environmental Services, stated this is the same annual contract done in previous years. He noted they require the vendors to have a sealed tailgate, and have an inspection of their trucks by Environmental Services. Mr. George King, Purchasing, requested Mr. Klosinski make an effort to include minority contractors on the request for bids. - Request to Advertise — Vehicles Mr. Jeff Hudak, Central Services, stated the one (1) or more tandem axle dump truck should not state "multi -use" and asked that that description be removed from the agenda. Mr. Gilot questioned if they had opportunities for fuel savings on the trucks. Mr. Hudak stated only the pick-up trucks could be bid with CNG options. Mr. Gilot asked about on -board route optimization options. Mr. Hudak stated he had a meeting yesterday to discuss those kinds of features to be included in the specifications. - Contract — New Avenues Ms. Janet Cadotte and Caitlyn Kappel, Human Resources stated this contract is the same as last year's except for some additional hours for anticipated supervisor training. Mr. Eric Horvath, Public Works Director, asked if they could do public relations for employees to let them know what services are offered. He suggested employees are not aware of the extent of services available to them through New Avenues. - Contract - Downtown South Bend Mr. Aaron Perri, DTSB, stated this contract is funded partially through TIF funds towards general obligations for the City and Edit funds for the downtown ambassadors. He noted DTSB contracts with a third party, Block by Block, for downtown ambassadors and beautification work. He stated approximately 3% of funds received from the City are going towards those services. He informed the Board that DTSB has downtown landscaping expansions coming with the construction of the two-way streets. He added they are working on folding in business recruitment. Mr. Horvath noted that $250,000.00 is subject to Council appropriation but the contract language covers the "subject to council appropriation" of that portion, so it wouldn't be necessary for the Board to approve "subject to appropriation". Mr. Perri stated that the actual costs of the work they do is really closer to $900,000.00, but a lot is covered by volunteer recruits. He stated that historically they had a position in Community Investment dedicated to DTSB that's been eliminated and the funds added to their contract to hire their own staff. Mr. Perri informed the Board that there are over 100 events locally that brought in over $200,000.00 alone. He noted they look at the economic impact as well as the impact on tourism from events. - Award Bids — Equipment Purchase for NORRES North America, Inc. Mr. Corbitt Kerr and Mike Carey, Engineering, stated only one bid was received on Item No. 4 and two bids were received for Item No. 5. Mr. Carey noted the low bidder on No. 5 didn't return the acknowledgement of the Addendum, but it was not material to this particular item's specifications. Mr. Kerr stated they are asking the Board to waive the irregularity and approve the award to the low bidder. He added they are in the process of getting a letter from Norres stating that they are in agreement with the purchases as bid. - Request to Advertise — Equipment Purchase for Notre Dame Turbo at Ignition Park Mr. Kerr stated this will be a request for proposals that will include seven (7) separate RFP's for seven (7) different components. Attorney Catherine Fanello asked why they are doing RFP's rather than competitive bids. Mr. Kerr explained this equipment does not exist, there is a little bit of engineering to create the items and it can't be speed out. He added the end product isn't a piece of equipment; the components going into it are. Attorney Fanello asked, for the record, if there is any way these could be bid out competitively, Mr. Kerr noted the equipment does not exist anywhere and the award isn't based on low price, but other criteria. Mr. Eric Horvath, Public Works Director, confirmed the award is based on other criteria that has to be defined in the proposal. Mr. Gilot noted these are competitive proposals. The Board discussed the need for a clarity in the rating system and cost comparison. Mr. Horvath stated the individual scoring needs to be done by the City staff, not Notre Dame, and it has to be determined that it is advantageous for the City to go with a certain piece of equipment.