04/23/2015 Agenda Review - Laserfiche WebLink

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AGENDA REVIEW SESSION APR1L 23.2015 124 — Award Bid —'% Ton Two -Wheel Drive Pick -Up Truck Mr. Hudak stated, again he would like to purchase this truck for Water Works without CNG and have it installed afterwards. Ms. Roos questioned if the City can do the installation. Mr. Hudak stated it's possible. Mr. Eric Horvath, Public Works, stated they bid out CNG Installation: how does it compare with the add -in. Mr. Hudak stated the aftermarket has more options with size and locations, but is more expensive. He informed the Board that the Ford dealers couldn't bid on this truck because it was past their cut-off date to be able to order. — Award Bid — Police Vehicles Mr. Hudak stated he would like to award the Police Vehicle bid to the low bidder. Jordan Ford. _ He stated after the purchase, they will get CNG installed. Mr. Gilot suggested they get all the lights and accessories going to be ready to be installed at the same time. Ms. Roos noted that would have to be bid out, he shouldcheck on when it is coming to the Board. — Request to Advertise — 3 % Ton Utility Tmek with Crane Mr. Bob Krol, Water Works, stated this is a replacement for the older truck of two. He added they bid the newer unit back around 2009. - Award Bids —Valves and Fire Hydrants and Ductile Pipe Mr. Bob Krol, Water Works, stated these awards are to the lowest bidder, Underground Pipe and Valve. He noted there is a competitor company new to the area that also bid for the first time. Mr. Krol informed the Board that prices are lower this year due to a decrease in the cost of metals. - Award Bid — Bartlett Street, Phase 1 and Memorial North Parking Lot Mr. Roger Nawrot, Engineering, stated the latest bid information regarding MBE/WBE requirements and vendors was included in the specifications for this bid. Ms. Roos asked if it was explained to the bidders that if they don't meet the requirements of the question sheet, their bid will be thrown out. Mr. Nawrot slated everything was explained and all forms are current. — Amendment to Professional Services Agreement — Abonmarche Consultants Mr. Roger Nawrot, Engineering, stated this amendment is to add extra sewer work around Ignition Park, extra street lane survey and design work, and bid documents for the monument signs. — Amendment to Professional Services Agreement — Abonmarche Consultants Mr. Nawrot stated the Ignition Park Buildings I & 2 bid is a divisible bid, and this amendment covers the parking lot and landscaping. Attorney Michael Schmidt informed Mr. Nawrot he had not seen any of these three contracts with Abonmarche andthey would need to be reviewed. - Request to Advertise -Street and Sewer Materials Mr. Gilot questioned if they had decreased the amount of polymer in the specifications. He noted there was a tendency to use it where it wasn't warranted in the past. Mr. Eric Horvath, Public Works, requested staff look at the bid specifications and see the effect of polymer on the cost. - Open Market Purchase — Equipment Purchase for Notre Dame Turbo at Ignition Park Mr. Mike Carey, Engineering, stated the review team will be grading the open market proposals received, on Monday, and willhave it ready for the Board to approve on Tuesday. Attorney Michael Schmidt stated there is no Board action required on an open market purchase, this is just a formality due to the importance of the project. Mr. Horvath questioned since there is no Board action, is it necessary to come back to the Board. Mr. Gilot stated the dollar amount of the project and the nature of it warrants coming through the Board. Mr. Schmidt noted the additional steps of bringing the proposal most likely to be awarded to the Board for approval and the rest of the normal process, are not necessary. - Professional Services Agreement— McCormick Engineering Mr. Horvath stated this agreement is to study the downtown storm sewers and potential for sewer separation. He noted it was determined that it would be best to proceed with the study now while they are working on the Smart Streets project, rather than tearing up the streets again later. - Collaboration Agreement — Downtown South Bend and Chamber of Commerce Ms. Roos stated this agreement for the SB150 Events designates Downtown South Bend to — execute all contracts associated with the events and the Chamber of Commerce to accept all donations on behalf of SB 150 and manage all bookkeeping responsibilities under their registered not -for -profit status. She added the agreement just clarifies duties, there is no money involved. The Clerk was instructed to post the agenda and notify the media and other persons who have requested notice of the meeting agenda. No other business came before the Board. The meeting adjourned at 11:29 a.m.