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HomeMy WebLinkAbout04052018 Agenda Review SessionAGENDA REVIEW SESSION APRIL 5, 2018 91 The Agenda Review Session of the Board of Public Works was convened at 10:32 a.m. on April 5, 2018, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, Therese Dorau, and Suzanna Fritzberg present. Board Member James Mueller was 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. Board members discussed the following item(s) from the agenda. - Award Bid - All Wheel Drive Four -Door Utility Vehicles Mr. Jeff Hudak, Central Services, informed the Board that they received two (2) bids for these vehicles for the Building Department, and Jordan Ford was the lowest responsive one. Mr. Gilot questioned if these were hybrid or CNG fueled. Mr. Hudak stated they were not, this is the type of vehicle the Building Department wanted and budgeted for; there is no practical hybrid or CNG vehicle this size. Mr. Gilot noted available vehicles and stated the City has a policy that hybrid and CNG is the direction they are wanting to go. Ms. Dorau noted there's no formal policy yet. Mr. Hudak stated the RAV 4 was $16,000 more for the hybrid. He stated he would look into other options. - Award Bid — Mid -Size Four -Door Hybrid Sedans Mr. Hudak stated these are for the Fire Department, one for a Chief and one for the Community Paramedic. Mr. Gilot stated in general, there is a preference for hybrids in the city. He stated he would like to know when: there isn't one being specced, adding he doesn't feel that city policy is being followed when we aren't requesting hybrid. Ms. Dorau noted once again, there is no actual policy. Mr. Gilot stated based on the City's commitment to the Paris Agreement, and the amount the City spent on the installation of a CNG fueling station, we need to be committed to that direction. - Special Purchase — Substantial Savings Assistant Chief Todd Skwarcan, Fire Department, stated the department budgeted for a needed aerial apparatus. He noted they prefer a demo model because of the complexity of the equipment; they feel it's better not to change the options on the equipment so there are fewer problems down the road. He stated the Fire Department came together with a wish list and sat down with four (4) of the largest manufacturers in the United Stated and they shared what trucks they had in production or on the road right now. He stated the Fire Department narrowed it down to two (2) vendors and asked them to price out a few minor changes they would make. He stated that is how they came up with Rosenbauer. When compared with the second vendor, there was a substantial savings of nearly $1,100,000. He noted if they had specced the equipment from the ground, more features would have increased the cost substantially. Mr. Gilot stated it sounds like they did a request for proposals without doing the formal process. He noted it would be better to do a formal Request for Proposals. Chief Skwarcan stated this is a pretty specific piece of equipment, not a lot of companies manufacture them. Ms. Dorau suggested there may be a small vendor that didn't get to take part. - Request to Advertise — County City Building Updates Mr. Adam Parsons, Director of Facilities Management, stated these updates will be for several different locations including the Mayor's Office, the 121h floor, Department of Community Investment, and a small Code Enforcement remodel. Ms. Dorau asked if he was coordinating the work with the County's energy savings contract. Mr. Parsons stated this is only small plumbing upgrades and relighting. He stated the relighting contract is only replacing current light fixtures with LED bulbs. He noted also the County still hasn't had a pre -construction meeting regarding the energy savings contract so it won't even start for a couple months. AUTHORIZE REPRESENTATIVE OF THE BOARD TO SIGN LETTER OF COMMITMENT FOR FIRE STATION NO. 9 Assistant Chief Skwarcan stated one (1) of the property owner's bordering the new Fire Station No. 9 requested that Area Plan put into writing a commitment to install a privacy fence along their property. He noted it is part of the plans, but they wanted it in writing. Area Plan prepared the letter, but require the City to sign it as it is City -owned property. Mr. Gilot asked who their agent is for the project, suggesting the Board authorize them to sign on behalf of the Board. Chief Skwarcan stated the Project Engineer is Tara Weigand. Mr. Gilot made a motion to authorize her to sign on behalf of the Board. Ms. Maradik seconded the motion, which carried. - The Bend Block Party AGENDA REVIEW SESSION APRIL 5, 2018 92 Lieutenant Gene Eyster, Police Department, stated this event is very confusing, they received applications from two (2) different applicants with different addresses, and it was not clear if they will be selling alcohol or not. Lt. Eyster stated they submitted the names of three (3) part- time Walkerton officers for security after being told they had to. He stated this area is of big concern for the Police Department in light of the recent shooting there. He noted also that the area they are asking to close -off would block Napoleon St. and it's already closed off north of there for construction. Lt. Eyster stated they have not shown the required 10' clearance at the intersections or in the street for emergency vehicle access. He stated they are estimating 1800 people in a closed area with alcohol and only three (3) security officers. Mr. Gilot stated there are so many people doing so many events for this IDEA week. Ms. Maradik questioned if this is actually part of IDEA week, or a separate event someone is doing. Mr. Gilot noted the Police make good points and suggested the city have a representative to go back to the applicant to work out these details. Lt. Eyster noted utilizing part time officers from Walkerton is a concern for the Police. Ms. Maradik noted the map shows they are closing the garage entrance. Mr. Gilot stated that isn't good, and asked it be sent back to the organizer and a city representative to work out security and the other issues. Ms. Sue Ellen Doudrick noted Engineering had concerns regarding a detour plan due to the closing of the intersection of Eddy St. and Napoleon St. Mr. Toy Villa, Engineering, joined the meeting and stated he just received an update that the applicant will not close Napoleon St. Mr. Gilot stated that is good, but there is definitely confusion, and only three (3) officers for crowd control is not enough. He stated they still have to address crowd security for that size of a crowd and the alcohol truck parked in front of the garage. Ms. Fritzberg volunteered to meet with them. - Chet Waggoner Little League Parade Lt. Gene Eyster stated he met with the new organizers for this event and they have come to a compromise on their route. He stated they will leave from Pinhook Park and proceed to the cemetery. - South Bend 5k Community Peace Run, Walk, or Roll Lt. Eyster stated the organizer, Mr. Thomas, has made no attempt to contact the Police. He noted last year's event had only three (3) participants and eighteen (18) Police officers to assist with all of the intersection closings. Mr. Gilot noted the applicant came to the last meeting and said he would meet with the Police to work out the route. Lt. Eyster stated he had talked to him previously about amending his route, but they didn't want to. He added he left him a message but Mr. Thomas never returned the call. Mr. Gilot suggested the City come up with suggested routes that could be utilized for all runs. Lt. Eyster stated he already has and provided a suggested route perfect for a 5k from Howard Park. He noted he already has the cooperation of the businesses for this applicant to utilize their property. Ms. Dorau noted Eric Horvath, Director of Public Works, and Jitin Kain, Assistant Director of Public Works, are currently working on a policy for events. Lt. Eyster stated he discussed with Mr. Thomas that this time of year the weather is unpredictable, and suggested a different time of year would be better. Mr. Gilot questioned the necessity of eighteen (18) officers. Lt. Eyster stated you have a number of side streets that have to be covered for safety and liability reasons, and it requires eighteen (18) officers. Lt. Eyster noted there is a 1984 Resolution that has available routes for processions, and authorizes Police to charge for security. - Request to Advertise for Bids — City Cemetery Improvements Mr. Patrick Sherman, Venues, Parks, and Arts, stated the money is budgeted for this project and they are getting the Historic Preservation Commission involved. He noted it is very specialized work on monuments and headstones for the City Cemetery and Bowman Cemetery. Mr. Gilot suggested the name of the bid be changed to include Bowman Cemetery. - Alley Vacation — First East/West Alley South of Fassnacht St. from the East Right -of - Way of Wilbur St. to the West Right -of Way of Birdsell St. The Board read through comments stating the petitioner is not the owner of record for the property requesting this alley vacation. Ms. Maradik noted the petitioner is asking to vacate the alley to create a driveway, but the alley is not wide enough once the property is divided in half for property owners on both sides, and there is another property that will block access from Wilber St. to this property's garage. No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 11:23 a.m. BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION APRIL 5, 2018 93 1 ATTEST: nda M. Martin, Cler Gary A. Gilot, President W"L Elizabeth A. Maradik, Member Therese J. Do au, ember James A. Mueller, Member Suzanna M. Fritzberg, Member REGULAR MEETING APRIL 10, 2018 The Regular Meeting of the Board of Public Works was convened at 9:33 a.m. on April 10, 2018, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, James Mueller, Suzanna Fritzberg, and Therese Dorau present. Also present was Board 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 22, 27, and April 3, 2018, were approved. PUBLIC HEARING — NEW MASSAGE ESTABLISHMENT LICENSE — PURE VIDA MASSAGE Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning a new Massage Establishment License application for Pure Vida Massage, 904 E. Jefferson Blvd. Ms. Kelsey McKee, Business Owner, was present and spoke in favor of her business. It was noted favorable recommendations were received from the Police, Fire, Area Plan, and Community Investment Departments. 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 Application was approved. OPENING OF BIDS — ONE (1) OR MORE 2018 OR NEWER 3/4 TON FOUR-WHEEL DRIVE PICKUP TRUCK — SPEC D (MVH) This was the date set for receiving and opening of sealed bids for the above referenced vehicle. 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: JORDAN FORD 609 E. Jefferson Blvd. Mishawaka, IN 46545 Bid was signed by: Debra Starkweather Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Ten percent (10%) Bid Bond was submitted. Indiana Local Business Preference Claim form submitted. .m