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HomeMy WebLinkAbout03222018 Agenda Review SessionAGENDA REVIEW SESSION MARCH 22, 2018 74 The Agenda Review Session of the Board of Public Works was convened at 10:35 a.m. on March 22, 2018, 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 Attorney Clara McDaniels. The meeting was held in the 13th 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. OPENING AND AWARD OF QUOTATION — ENGINEERED RUBBER CURB SYSTEM LRSA This was the date set for receiving and opening of sealed quotations for the above referenced project. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri-County News, which were found to be sufficient. The following quotation was opened and read: RUBBERFORM RECYCLED PRODUCTS, LLC 75 Michigan Street Lockport, NY 14094-2629 Quote was signed by: Rick Smaczniak QUOTE: $8,188.15 Upon a motion made by Ms. Dorau, seconded by Mr. Mueller and carried, the above quote was referred to Engineering for review and recommendation. After review of the quote, Ms. Alicia Czarnecki, Engineering, recommended the Board award the quote to Rubberform Recycled Products, the sole responsive and responsible quoter. Upon a motion by Ms. Dorau, seconded by Mr. Mueller and carried, the quote was awarded as outlined above. AWARD BID — 2018 TRUCKING OF BELT PRESSED BIOSOLIDS FOR LAND APPLICATION (ORGANIC RESOURCES FACILITY CONTRACTUAL SERVICES OTHER) Mr. Jacob Klosinski, Wastewater, advised the Board that on March 13, 2018, bids were received and opened for the above referenced services. After reviewing those bids, Mr. Klosinski recommended that the Board award the contract to the lowest responsive and responsible bidder Trucks R Us, Inc., 23942 State Road 2, South Bend, IN 46619, in the amount of $105.00 per hour, per truck. Therefore, Ms. Dorau made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Mueller seconded the motion, which carried. Board members discussed the following item(s) from the agenda. - Professional Services Agreement — Kil Architecture Planning Mr. David Relos, Community Investment, stated when the roofers started to tear off the existing roof on the Lafayette Building, they asked for a structural engineering opinion on the support rafter's condition. Mr. Gilot questioned if they should look at the full building structure due to issues with falling material. Mr. Relos stated they don't think there is an issue with the whole structure, just where the joists connect on the roof. - Special Purchase — Brandeis Machinery & Supply Mr. Jeff Hudak, Central Services, stated this is a special purchase for a demo milling machine for the Street Department. He stated they needed a new mill for paving and were approved for the purchase of a new one, when they found this demo machine. He noted this will save the City and the taxpayers almost $80,000. Additionally, he noted, this one is bigger than the current one and available for delivery immediately versus six (6) to eight (8) months for a new one. Mr. Gilot questioned the size of the drum. Mr. Hudak stated it has 4' drum with interchangeable size drums. He noted this is a track machine and is less likely to get stuck like the others that have wheels. Ms. Dorau asked what will happen to the old one. Mr. Hudak stated they tried to trade it in or sell it but nobody was interested in it so they will probably auction it. Mr. Gilot noted this is an important tool for sustainability as well as the Street Department, with the recycling of asphalt. - Software License Agreement - KingswaySoft, Inc. Mr. Daniel Collins, Information Technologies stated this is a small software add -on to allow uploading from Sharepoint, something that 311 uses. He noted it includes two (2) licenses, one (1) for testing the software, and it includes one (1) year of maintenance. - QPA Lease Agreement — EZ Go I AGENDA REVIEW SESSION MARCH 22 2018 75 Mr. Patrick Sherman, VPA, noted the vendor on this golf cart lease should be Professional Golfcar, the carts are EZ Go. Mr. Tony Stearns, VPA, explained in the past they have purchased rather than leased the carts for the golf courses. He noted with the lease, they can continually update the carts. Mr. Gilot questioned if they are doing it with one agreement that will have the same cost over the period. Attorney Clara McDaniels stated it's a five (5) year contract QPA. Ms. Dorau asked how many carts this is for. Mr. Stearns stated it's for fifty-five (55). Attorney McDaniels stated they are making sure it's subject to the appropriation of funds for future years. Mr. Sherman clarified for Mr. Gilot that this agreement allows the golf courses to purchase fifty- five (55) at this price, and after that they will be subject to the current QPA price. - Award Bid — Cemetery Mowing Mr. Patrick Sherman, VPA, stated they only received one (1) bid for this service, from an Illinois company. He noted they are the same ones that did it last year. Mr. Gilot stated it strikes him odd that they have to go out of state to mow a cemetery and can't find anyone locally. Mr. Sherman stated he reached out to other vendors but nobody wanted to bid on it, adding some companies have expressed concerns about damage to headstones. Ms. Kara Boyles, Engineering, questioned why it was bid, not quoted, noting the dollar amount is in the quote range and there are limits that have to be met on bidding that make it more difficult for small vendors. Mr. Gilot asked if this bid is above their budget. Mr. Sherman stated it is about $1,000 over. Mr. Gilot suggested Mr. Sherman re -consider the award and he would recommend rejecting the bid for being over budget and do it over as a quote. - Award Proposals — Lawn Maintenance and Mentorship Mr. Sherman stated this proposal also got only one (1) response, but Greater Impact Lawn Care is highly qualified and they performed last year under budget. - Opening of Quotations — Reuse Pump Station Building Wall Repairs Mr. Jacob Klosinski, Wastewater, stated this repair is a result of flood waters that came up and damaged some pumps. He noted the pumps have been repaired and they are going to make sure the walls are all capped off to prevent future damage. - Request to Advertise — Water/Wastewater Lab Equipment Mr. Klosinski stated this is for lab equipment replacement. He noted it includes an annual service contract. Mr. Gilot suggested they might want to do a cost analysis of bids with the service contracts included since that can add a lot of expense to the contract. - Professional Services Agreement — Frost Engineering and Consulting Mr. Kloskinski stated this is to repair damage to the Leeper Park bridge that occurred during the flood. He noted Frost will do a structural assessment. - Professional Services Agreement — Frost Engineering Mr. Kloskinski stated the North Pumping Station Building masonry had seeping during the flooding. This agreement is to look at repairing and preventing any future problems. - Reject Bids — Cargo Vans Mr. Michael Schmidt, Purchasing, stated he made a typo on the bid documents so they need to redo this bid. - User Cardholder Agreement — JP Morgan Chase Mr. Schmidt explained this is a purchasing card form for employees using the cards to fill out. He noted it is required by JP Morgan Chase. - Requests to Advertise Mr. Schmidt stated he had six (6) bids that needed to be on the agenda that he needed to speak about and asked if the Board was okay with him discussing them without being on the agenda. Mr. Mueller made a motion to waive the formal requirements, Ms. Dorau seconded the motion, which carried. Mr. Schmidt read through the following equipment purchases he was requesting to be added to the agenda and explained what each was for. 1. One (1) Ton Four -Wheel Drive Pickup Truck including Animal Transport Module 2. 3/4 Ton Two -Wheel Drive Pickup Trucks 3. Thirty -Nine (39) All -Wheel Drive Police Patrol Vehicles 4. 1.0 Cubic Yard LoadersBackhoes 5. 3 '/2 Ton Utility Truck with Crane 6. Trash Tote Cleaning Trailer System - Temporary Use Agreement — Near Northwest Neighborhood, Inc. Mr. Andrew Netter, Community Investment, stated this is a request to use three (3) city -owned lots for mulching staging areas in the Northwest neighborhood. He noted Notre Dame University will be providing the mulch. - MOU — Teamsters Local Union No. 364 AGENDA REVIEW SESSION MARCH 22, 2018 76 Mr. Eric Horvath, Director of Public Works, stated the City agreed to raise the electrician license certification premium to try to get more in-house electricians. He noted currently they have only one (1) in-house electrician and are paying a premium for electricians. - Commercial Downspout Disconnection Application Mr. Horvath stated they came up with this form for businesses to pay a fee for their emissions into the city sewers when they can't disconnect their downspouts due to the age of their buildings and/or the way their downspouts are installed. He noted it puts some of the onus of the costs on the property owners, instead of entirely on the City. No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Dorau and carried, the meeting adjourned at 11:32 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President Elizabeth A. Maradi , ember — -,� 4 151—� Therese J. Dorau, em r James A. Mueller, Member uzannd M. Fritzb ATTEST: 9 � Lm a M. Martin, Clerk REGULAR MEETING MARCH 27, 2018 The Regular Meeting of the Board of Public Works was convened at 9:32 a.m. on March 27, 2018, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, Suzanna Fritzberg, and Therese Dorau present. Board Member James Mueller was absent. Also present was Attorney Clara McDaniels APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Review Meeting of the Board held on March 8, March 13, and March 20, 2018 were approved. PUBLIC HEARING — NEW MASSAGE ESTABLISHMENT LICENSE — SOUTH BEND MASSAGE & HEALING Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning a new license application for South Bend Massage & Healing, 115 N. William St. It was noted favorable recommendations were received from Fire, Police, Area Plan, and Community Investment. Ms. Dena Woods, Business Owner, was present to answer questions. There being no one else present wishing to address the Board concerning this matter, the Public Hearing was closed. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Massage Establishment License was approved. OPENING OF BIDS — THREE (3) MORE OR LESS 2018 OR NEWER STANDARD ALL WHEEL DRIVE, FOUR DOOR UTILITY VEHICLES — SPEC A (750 0000 413 43 02) This was the date set for receiving and opening of sealed bids for the above referenced equipment. The Clerk tendered proof of publication of Notice in the South Bend Tribune which was found to be sufficient. The following bids were opened and publicly read: