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Home My WebLink About10192017 Agenda ReviewAGENDA REVIEW SESSION OCTOBER 19, 2017 311 The Agenda Review Session of the Board of Public Works was convened at 10:33 a.m. on October 19, 2017, by Board President Gary A. Gilot, with Board Members Therese Dorau and James Mueller present. Board Members Elizabeth Maradik and Suzanna Fritzberg were absent. Also present was interim Board Attorney Catherine Fanello. The meeting was held in the 1 P Floor Boardroom, County -City Building, 227 W. Jefferson Blvd., South Bend, Indiana. Board of Public Works Clerk, Linda Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. CHANGES TO THE AGENDA Mr. Gilot noted that two items are being removed from the agenda, Items 12L and 12M, both agreements, one with HWC Engineering, and the other one with Lawson -Fisher Associates. INTRODUCTION TO "COOPER" Dan Demler, Police Department, introduced retiring K-9 "Cooper". He stated Cooper joined the Police K-9 unit back in 2fl06 and has been the best dog Mr. Demler has worked with out of three (3). He noted that Cooper captured his suspect on his first time out, which doesn't happen too often. He stated Cooper has helped with the apprehension of thirty-two (32) suspects during his career. Mr. Demler stated he has also worked on drug apprehension including with the Postal Service. APPROVAL OF REQUEST TO REJECT QUOTATIONS — YORK ROAD SEWER REPAIRS — PROJECT NO. 115-139 (LRSA CAPITAL) In a memorandum to the Board, Ms. Tara Weigand, Engineering, requested permission to reject all quotations for the above referenced project due to being over budget. Therefore, upon a motion made by Mr.. Mueller, seconded by Ms. Dorau and carried, the above request was approved. APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following permit and license applications were presented for royal Applicant Description Date/Time pI- Location Motion Carried KRG Eddy Non -Residential October 24, 2017; Eddy St. from Dorau/Mueller Street Block Party — 1:00 p.m. to 8:00 Napoleon Blvd. to Commons Trick or Treat p.m. Angela Blvd. Board members discussed the following item(s) from the agenda. - Software Contract — MicroIntegration, Inc. Rene Casiano, IT, stated this contract is to add more GIS servers. Ms. Fanello asked if there is an extension agreement. Mr. Michael Schmidt, Purchasing, stated he recommended to Dan O'Connor, IT, that on software additions it is good to run them through the Board, and if they don't have terms and conditions, a memo detailing that should be included. Ms. Fanello noted it becomes confusing if you are adding on to the agreement, which agreement it is being added to if it doesn't clarify. Mr. Casiano stated they are getting seven (7) new servers. Mr. Gilot noted it's hardware and software then. Mr. Casiano confirmed it's technically hardware. He added Public Works will share in the extra cost. - Resolution No. 48-2017 — Trade -In of Fifty -Six Shotguns/Misc. Firearms Officer Chad Goben, Police Department, stated they are requesting to trade in fifty-six (56) shotguns that are over twenty (20) years old. He noted the current ones have very long barrels and it makes it difficult to get them in and out of the Police vehicles. He added they are looking for shorter guns. Ms. Dorau questioned what the standard life of their guns is. Officer Goben stated twenty (20) some years is pretty good, they anticipate at least fifteen (15) years. - Special Purchase — Collective Data Officer Goben stated this special purchase is for an inventory management system specific to the Police Department. He noted everything has been recorded on paper in the past, and it's a very bad system. He noted this system is Fire, EMS, and Police specific so they can add their license if they decide to use the system. Ms. Fanello questioned if this is a sole source. Officer Goben stated it is sole source. Ms. Fanello stated under IC 5-22-10 that is required to be included in the record. Opening of Quotations — Colfax Bridge Security Fence Mr. Patrick Sherman, VPA, stated this fencing is needed to close off a section under the Colfax Bridge on the East Race to keep people from living under there. He noted this has started to occur just recently. - Opening of Quotations — Leeper Park Meter Pit 1 AGENDA REVIEW SESSION OCTOBER 19, 2017 312 Mr. Sherman stated the original intent was for Water Works to install this meter pit at Leeper Park, but Water Works informed them they don't have the time to do this, so they are soliciting quotes. - Professional Services Agreement — Infinisource, Inc. Ms. Kyra Clark, Human Resources, stated this agreement is for a different provider for employee flex accounts. She noted the City had concerns with the current vendor, and Infinisource came in with a competitive bid. Mr. Gilot questioned if they have to close out the other agreement first. Ms. Clark stated it will stay open until March of next year to allow employees to make their claims from this year. Ms. Fanello noted there usually is a notice clause. Substantial Completion Affidavit — Wastewater Treatment Plant Secondary Treatment Improvements Mr. Jacob Klosinski, Wastewater, stated this substantial completion is for the west side work. He noted they had one pump that needed to be installed, and it was done in September, so this allows for partial release of their retainage. Mr. Gilot asked him to expand on the savings the improvements have created. Mr. Klosinski noted at Final Clarifiers 6 and 7, the City eliminated five (5) 100 horsepower return activated sludge pumps and replaced them with four (4) 60 horsepower submersible pumps, resulting in substantial energy and cost savings. In addition, variable frequency drives were replaced with more efficient units, and LED lighting was installed at the Gallery No. 4 building that houses the controls equipment for Final Clarifiers 6 and 7. He added the City has been able to lower its return rates for the return activated sludge pumps which has resulted in higher concentrations of the return activated sludge that is re- introduced into the aeration basins. Mr. Klosinski noted this is a major process improvement and the end result has been an improvement in Wastewater Treatment Plant's biological treatment capacity and a more efficient treatment process. Once the project is complete, he added, the City will be able to implement a more effective energy strategy for taking final clarifiers in and out of service to accommodate influent flow conditions. Mr. Klosinski noted this is a win -win project for improvements to the treatment process and energy savings. Ms. Dorau informed him that most of Wastewater's projects are eligible for energy payback checks. - Reject Quotations — Lafayette Building Roof Mr. Corbitt Kerr, Community Investment, stated when a walk-through was done, the contractors felt this needs a full roof, not a repair. Mr. Mueller noted Code Enforcement determined it to be unsafe. Ms. Fanello questioned if it's being done under Code law, and had gone through all their procedures and documented. Mr. Mueller stated it has and the owner has not fixed it after being cited. He added the City has put up concrete blockades due to pieces falling off the building, it's a hazard. Mr. Michael Schmidt, Purchasing, suggested to add to the agenda to declare the property an emergency procurement. Ms. Fanello requested Code provide documentation of what they have also. No other business came before the Board. Mr. Gilot declared the meeting adjourned at 11:40 a.m. BOARD OF PUBLIC WVO Gary A.; Gilot, President A. Maradik, Member Therese J. Dorau, AemNer James . Mueller, Me ber Suzanna M. Friz e g, ATTEST: n a M. Martin, Clerk