02/19/2015 Agenda Review - Laserfiche WebLink

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AGENDA REVIEW SESSION FEBRUARY 19 2015 37 Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Five (5 %) Bid Bond was submitted. BID: $409,851.00 Upon a motion by Ms. Roos, seconded by Mr. Relos and carried, the above bids were referred to Community Investment for review and recommendation. Ms. Roos asked that the Engineering and Community Investment staff please make sure on these non - traditional bids that they are over - communicating with the bidders to let them know what is required as far as bid bonds, and legal forms. Mr. Eric Horvath, Director of Public Works, agreed and stated it's a good point because these types of projects are so unique these companies wouldn't traditionally be bidding with the City. Ms. Roos added it is easy to miss parts of the requirements because the specifications are so large. Board members discussed the following item(s) from the agenda. Resolution No. 01 -2015 — Write -Off of Uncollectable Utility Accounts Mr. Antonio Sergio, Water Works, stated the total write -off is about $500,000.00. Mr. Horvath noted this is anything in Sewers, Water, and Trash that the City can't lien. Mr. Gilot noted the largest write -off is sewers because that is the largest revenue base. Ms. Roos asked if these are purely residential. Mr. Sergio stated there are some commercial accounts also. Ms. Roos questioned if there are any punitive remedies available on commercial accounts such as denial of license in the future. Mr. Horvath stated these are mostly customers that have left town and aren't operating anymore, adding we've shut off the water to the business, but still try to collect. - Opening of Bids — Multi -Use Dump Trucks and Tandem Axle Multi -Use Dump Trucks Mr. Jeff Hudak, Central Services, noted the agenda had these two bid openings listed for Tuesday, but the bids had not yet been advertised so there wouldn't be bids to open and they should be removed from the agenda. - Request to Advertise — Trucks and Police Cars Mr. Hudak stated these four -wheel drive trucks are for Code Enforcement. He noted typically Code was getting compact cars. After discussions with the new director, it was decided it was better to have trucks to allow the inspectors to pick up trash items. He noted currently they write up a report of trash and call it in for someone else to pick up. This way they can just pick it up. Ms. Roos questioned if these and the Police cars were CNG. Mr. Hudak stated they are and there is a CNG conversion option on the Police cars. - Opening of Bids — Cargo Van Mr. Hudak noted the last day for ordering the cargo vans is February 27, 2015 so he would like to ask to award this bid on Tuesday. Professional Services Agreement — Plante Moran, PLC Mr. John Murphy, Controller, stated they did a request for proposals and received four (4) and selected Plante Moran, PLC for a three year agreement for preparation assistance of 2014 -2016 comprehensive annual financial report. He stated they thought about outsourcing the entire budget report, but found out that didn't meet State Board of Accounts regulations. Mr. Gilot noted this being a professional services agreement, they didn't have to go with the low cost; the selection was based on the best proposal. Mr. Murphy agreed, cost was not the only factor, this company gave the best proposal. - Letter of Intent — Activate Healthcare, LLC Attorney Schmidt stated this letter of intent sets forth a relationship agreement, but his main concern was it outlines confidentiality provisions, but not what the options are for remedy for the City. Mr. Murphy noted they are setting up a separate department for all of the records, for tracking purposes. Mr. Gilot requested he put his comments into a memo for the Board's files. Mr. Murphy noted this is not the final contract, the final will be coming and will be much larger. - Opening of Bids — Equipment Purchase for Nello Corporation Mr. Corbitt Kerr, Engineering, stated they will send out an addendum with a checklist for vendors to accommodate Ms. Roos' earlier request for over - communicating on these odd projects. Mr. Kerr noted there is a problem with posting equipment because it is done on the City website and anybody can sign in to look at the specs, and not necessarily bid on them. - Change Order — Ignition Park Site Improvements, Buildings 1 & 2 Mr. Toy Villa, Engineering, stated this increase is due to the addition of a dry well, and changing the size of storm pipes. Ms. Roos questioned why this wasn't caught in the front end. Mr. Kerr stated they changed where the outfall is going to be located and it caused a change in the size of the pipes. He added this is not increasing the amount the City is spending. Ms. Roos noted this is