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AGENDA REVIEW SESSION MAY 5, 2016 168
<br />Mr. Matt Chlebowski, Central Services, informed the Board that Jack Doheny was not the low
<br />bidder, but one of the requirements of the specifications is you must have a unit available that you
<br />are bidding. He stated the low bidder, Best Equipment, won't have a unit available until the end of
<br />July. Mr. Chlebowski stated without a unit available, they cannot do the performance and safety
<br />evaluations that are required prior to award. He noted also, Best Equipment's fuel capacity is 20%
<br />less than minimum specifications, and their wireless remote control does not control all functions
<br />required by the specifications. Mr. Chlebowski stated they am therefore, requesting to reject the low
<br />bid as non -responsive and go with the next low bid, Jack Doheny Companies, Inc. that meets all
<br />requirements of the bid. He noted their safety inspection came through very well and ear protection
<br />is not even needed when out front of the machine.
<br />Request to Advertise
<br />—I/N Tek and I/N Kote Sanitary Sewer Chemical Feed Facilities
<br />Mr. Jacob Klosinski, Environmental Services, stated this will add two (2) chemical feed stations.
<br />- Compressor Building Roof Replacement
<br />Mr. Klosinski noted this project needs to get done before the weather gets bad.
<br />- Addendum to Agreement — InfoSend, Inc.
<br />Mr. Al Greek, Environmental Services, stated this request is for a three (3) year extension of their
<br />current contract for water billing services. He noted this is an excellent company to deal with. Mr.
<br />Gilot questioned if this is renewable or if they are required to go out to bid. Attorney Schmidt stated
<br />this is a professional services, not a bid. Mr. Greek added their current agreement allows a three (3)
<br />year renewal
<br />- Industrial Wastewater Discharge Permit Renewal — IN Tek I/N Kote
<br />Mc Anthony Caleb Hunsberger, Wastewater, stated this permit renewal is for five (5) years. Be
<br />noted they did some minor adjustments to the limits of the permit and will probably have to amend
<br />it before end of the term.
<br />Interdepartmental Agreement — Parks Department
<br />Mr. Brent Thompson, City Forester, stated this program will run from March through November.
<br />He stated the program is for the Forestry Department to identify diseases and pests, and do
<br />mulching, pruning, and watering for the new trees for Smart -Streets. He added they will also
<br />oversee all new tree plantings so they are planted correctly. Mr. Gilot noted the cost comes to $125
<br />per tree. Mr, Jitin Kain, Public Works, informed the Board they sought quotes for tree maintenance
<br />from a vendor and it came back at $210 per tree, so this is quite a savings. Attorney Michael
<br />-- Schmidt stated in order to do this work internally, you have to meet two requirements, first to have
<br />the expertise on staff to perform the work. Secondly, you must justify why it is in the City's best
<br />interest to do the work itself. He noted there are multiple benefits to doing it ourselves rather than
<br />seeking outside contractors. Mr. John Martinez, Park Department Maintenance, stated they will be
<br />seeking a lease for the equipment and Community Investment will fund the lease.
<br />- Professional Services Agreement —EPOCH Architecture
<br />Mr. Rich Estes, Engineering, stated the amount of this agreement has been changed due to the
<br />decision to do LEF,D Silver construction. He noted the new amount should be $179,479. Ms. Doran
<br />questioned if that includes the certification. Mr. Estes stated that includes everything. Ms. Doran
<br />noted there's an application fee for certification that we should determine who is paying for.
<br />Bid Award — Century Center Electrical Distribution upgrades
<br />Mr. Rich Estes, Engineering, stated this award is not going to the low bidder due to the bidder did
<br />not complete the MBF,/WBE requirements. Attorney Schmidt noted the low bidder did not fill out
<br />the form correctly. He added the Board should not treat these as technicalities, we are required to
<br />take these things seriously. He added they had an opportunity to attend a pre -bid meeting, and the
<br />instructions for the form were in bold, but they didn't follow them. He noted there is not much price
<br />difference between the two (2) bids. Attorney Schmidt added they should be deemed non-
<br />responsive,
<br />- Change Order — Central Services Roof Replacement
<br />Mr. Corbitt Kerr, Engineering, stated this is an increase of twelve (12) days due to rain only, with
<br />no increase in cost.
<br />Change Order —Ignition Park Infrastructure, Phase 1C, Division B
<br />Mr. Kerr stated this increase is for additional landscaping for stones.
<br />- Independent Contractor Agreement — David Scott Bockover
<br />Mr. Kerr stated this individual will be inspecting the one-way to two-way streets conversion. Ms.
<br />Doran asked why they contract with the City instead of the contractor. Mr. Kerr stated the City got
<br />a large savings by doing it themselves and contracting for two (2) independent contractors.
<br />- New Installation —No Parking Anytime Signs
<br />Mr. Ken stated this request is for the east and west sides of Notre Dame Avenue between Napoleon
<br />St. and Angela Blvd. He added residents on the west side have been complaining about people
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