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HomeMy WebLinkAbout04042019 Agenda Review SessionAGENDA REVIEW SESSION APRIL 4, 2019 77 The Agenda Review Session, of the Board of Public Works was convened at 10:34 a.m. on April 4, 2019, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, and Therese Dorau present. Board Members Genevieve Miller and Laura O'Sullivan were absent. Also present was Attorney Catherine Fanello. Board of Public Works Clerk, Linda M. Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. Mr. Gilot stated he had a request to move the approval of Item 13.A. Indemnification Agreement with The Tire Rack, Inc. up to today's meeting. OPENING OF QUOTATIONS — 2019 SMALL DRAINAGE - LATHROP — PROJECT NO 119-019A (STORM SEWER FUND Mr. Gilot advised that this was the date set for the receiving and opening of sealed quotations for the above referenced project. The following quotations were opened and read: HRP CONSTRUCTION INC. 5777 Cleveland Road, P.O Box 266 South Bend, IN 46624 Quotation was submitted by Matthew D. Cain Non-Collusion,.Non-Discrimination Affidavit Form was completed QUOTATION: $49,770.00 * Note: If work can be completed by May 171h DEDUCT $4,500.00 off item #10 Mobilization/Demobilization G.E MARSHALL, INC. 1351 Joliet Road Valparaiso, IN 46385 Quotation was submitted by Frank A. Marshall Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $29,495.00 SELGE CONSTRUCTION CO., INC. 2833 S. 11t' Street Niles, MI 49120 Quotation was submitted by Vicki A. Priest Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $24,765.00 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above quotations were referred to Engineering for review and recommendation. APPROVAL OF INDEMNIFICATION AGREEMENT — THE TIRE RACK Mr. Gilot stated that the Board is in receipt of a no cost Indemnification Agreement between the City of South Bend and The Tire Rack, 7101 Vorden Parkway, South Bend, IN to allow the Police Department use of Tire Rack's test track for emergency vehicle operations testing. Division Chief Tim Lancaster stated this is a renewal of the same agreement they do every year and due to scheduling, they are requesting to have it approved today rather than Tuesday. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the agreement was approved. Board members discussed the following item(s) from the agenda. - Request to Advertise for Qualifications — Contractors for Lead Hazard Reduction Grant Mr. Neil Mihalich, Community Investment, stated the City is looking to create a qualified bidders list for the state grant. He noted there are approximately one -hundred, forty (140) homes on the lead reduction list and rather than bringing each to the Board separately, the thought is to set up list of pre -qualified contractors that are only for the State grant. Mr. Gilot questioned if expected line items were created to get unit prices for each type of work. Mr. Mihalich confirmed they have established a list of each type of work. Mr. Gilot questioned how it will work; is this a rotation list. Mr. Mihalich stated they are still trying to get specifics on how they want to do it but it will probably be a rotating list. - Professional Services Agreement — Rene Casiano E, 1 AGENDA REVIEW SESSION APRIL 4, 2019 78 1 1 Mr. Dan O'Connor, Innovation and Technology, informed the Board that Mr. Casiano, a former City employee, moved on last week, but fortunately is still local. He stated he was in the middle of some projects and they are asking for his assistance in the implementation of the projects. - Request to Advertise for Vehicles Mr. Jeff Hudak, Central Services, explained the Utility Work Machine being advertised is capable of using multiple parts at once such as a snow thrower, snow blade, and broom. He noted it will be used exclusively at Howard Park and can cover the whole park. He stated the eight (8) passenger van is for use for the Fire Department Public Education, noting the old one is beyond it's life cycle. - Service Agreement — Public Safety Medical Assistant Fire Chief Todd Skwarcan stated this is a renewal of an agreement done every year and it allows the Fire Department to compare physical fitness with other department around the county. He noted South Bend is doing really well in comparison. Mr. Skwarcan stated Public Safety Medical does thousands of physicals a year so it's a good way to compare. - Proposal — Hastings Air Energy Control Mr. Skwarcan stated Fire Station No. 5 is the last location to update on exhaust systems. He noted the fire trucks need a direct capture system and this is a proprietary fitting that connects to the tail pipes. - Software Agreement — Target Solutions Mr. Skwarcan stated this software relieves the trainers from repetitive training by allowing the hosting of the training. He added it also helps to allow logging of firefighter training hours. - Business Associate Agreement — TriZetto Provider Solution, LLC Mr. Skwarcan stated this software allows the Fire Department to move from a paper to electronic billing system management. Mr. Gilot noted the amount stated on the agenda indicates additional services options at additional per item cost. He recommended they do an estimate of how much more this will add to the cost and determine if it is truly a cost saving. Mr. Skwarcan noted the cost on the agenda is actually going to be increasing and will need to be updated. Attorney Fanello informed the Board that the agreement requires changes to the contract to be made via a link to a website. She stated the City should not agree to that and asked that they remove that requirement from the contract, adding we need a contract terms and conditions in writing from them. - Award Quotation — Howard Park Ice Skates and Sharpener Ms. Maradik questioned Mr. Patrick Sherman, VPA, which division the award was for, noting there were two (2) discussed. Mr. Sherman stated it is only Item 1; Item 2 was sharpening and Riedell Skate Company doesn't have the sharpening ability and didn't bid on it so that isn't included in the award. - Award Proposal — 2019 Lawn Maintenance Mr. Sherman stated this proposal is to the only bidder, Greater Impact Lawn Care, a local business. He stated they have good safety standards but the City wants them to update their safety equipment still. He noted they would like to see more diversity in their workforce also. Mr. Gilot asked if they measure any outcome on their mentorship program. Mr. Sherman stated they don't but they did a video of their program last year. Mr. Gilot suggested it would be good to get some data feedback. Ms..Dorau asked if Venues, Parks, and Arts anticipates a need for a second mentorship program. Mr. Sherman stated no and they are actually looking at way to add to this program. - Request to Advertise for Proposals — VPA Signage and Wayfinding Mr. Sherman stated this wayfinding and signage is primarily for Howard Park but may be used for other park locations. - Resolution No. 14-2019 — Approving a Tax -Exempt Lease Purchase Agreement Mr. Sherman stated they are leasing all of their golf carts for Elbel and Erskine Golf Courses so they don't have to incur the costs of maintenance. - Proposal — M.E. Simpson Mr. Scott Horvath, Water Works, stated this testing and repair of large meters in the system covers 75% of the water consumption so they need to make sure they are working. Mr. Gilot asked how many meters this is for. Mr. Horvath stated it is one -hundred, sixty (160) meters. He noted they are really sensitive and even a little piece of sediment in the water can get in there and cause an error in the reading. - Proposal — American Leak Detection Mr. Horvath stated this leak detection for the water lines is done every other year. He noted this company was $18,500 cheaper than ME Simpson, who has done it in the past. Mr. Horvath noted it is difficult to find anyone around this area that does this type of work, noting most companies are located on the east or west coast and have travel costs to cover. - Trade Agreement — Smith and Wesson Corp. AGENDA REVIEW SESSION APRIL 4, 2019 79 Division Chief Tim Lancaster stated this no cost trade with Smith and Wesson is for an even trade of two -hundred, fifty (250) handguns. He explained they've improved the grips, added sizing adaptors, and a trigger mechanism. He noted the plan was to replace the guns next year at a cost, so this saves $25,000 to $30,000. When questioned how they can do this at no cost, Chief Lancaster stated Glock handguns came out with a Generation 5 handgun they are aggressively trying to sell and Smith and Wesson is trying to keep their old customers. He noted the old ones being traded in are shipped to a licensed federal firearms dealer who is responsible for the sale of the guns as a third party. Attorney Fanello reviewed the document and noted there is no indemnification clause, and that should be added. The Board discussed who the indemnification should be with, noting the guns are being shipped to an associate of Smith and Wesson. Attorney Fanello confirmed the indemnification should come from Smith and Wesson since that is who the contract is with. - Alley Vacation - First Half East/West Alley South of West Indiana Ave. from South Michigan Street to North/South Alley Mr. Chris Warter, applicant, stated his client, Delta 1 Properties, owns JJFish and want along with the property on both sides of the alleyway, and wants to tear down the vacant buildings and get the alley vacated between the properties to develop a small strip mall. Mr. Gilot noted Area Plan Commission says it violates two (2) of the four (4) of the criteria to meet for approval of a vacation. He read through engineering comments and stated they don't have any objections but suggest the property owners adjacent to the vacated alley obtain a permit to close off the alley approach with new curbing and restore the approach to a tree lawn. They recommended this to be done during site construction if this is to be future development. Ms. Maradik questioned what they are proposing to build there. Mr. Warter stated they want to build a small strip mall behind JJ's. Mr. Gilot asked if they have zoning approval. Mr. Waiter stated no they want to get this done first. Mr. Gilot summarized Area plan Commission thought it violates statute. He stated the Board would review this and make a determination on Tuesday. - Statement of Work - Aquitas Solutions, Inc. Mr. Ken Smith, Wastewater, stated this database downloads, SQL server assistance, BIRT reporting and mass downloading is for a hosted environment to move off the server environment at Wastewater. He stated they also help us to come up with new solutions to government requirements that evolve. He noted the contract renews every year unless notice is given by either party thirty (30) or sixty (60) days in advance. Mr. Gilot asked what BIRT is. Mr. Smith stated it's IBM's report writer system. He noted you have to know their code to use it. - Professional Services Agreement — Force 5 Media, Inc. Ms. Cara Grabowski, Public Works, stated this agreement is for trash truck graphic design and branding. She noted the only branding currently is on the front doors and it's not consistent. She stated this will allow more of a messaging opportunity. - Request to Advertise - Commerce Center Architectural Precast Concrete Panels Ms. Kara Boyles, City Engineer, explained this is for materials only, when questioned about the project by the Board. - Award Bid — Technology Resource Center Ms. Boyles stated she believed the award on this project needed to be subject to funding due to exceeding the budget. She stated she would confirm. - Award Proposals — INDOT School Zone Flashing Beacon Assemblies and Bendix Drive: Lathrop to Indiana Toll Road Mr. Boyles questioned the necessity of the award and the approval both on the agenda. She noted with INDOT RFP's done in the past, the City only received and opened the proposals, INDOT made the award. She suggested these two (2) items might be removed from the agenda. No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Dorau and carried, the meeting adjourned at 11:59 a.m. BOARD ,( OF PUB W S A;t�1 G� , Gary A. Gilot, President Elizabeth A. Maradik, Member Therese J. Dor�,Mfember AGENDA REVIEW SESSION APRIL 4, 2019 80 1 1 Genevieve E. Miller, Member Laura L. O'Sullivan, Member ATTEST: Linda M. Martin, Cle k REGULAR MEETING APRIL 9, 2019 The Regular Meeting of the Board of Public Works was convened at 9:34 a.m. on Tuesday, April 9, 2019, by Board President Gary A. Gilot, with Board Members Therese Dorau and Genevieve Miller present. Board Members Elizabeth Maradik and Laura O'Sullivan were absent. Also present was Attorney Catherine Fanello. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Dorau, seconded by Ms. Miller and carried, the minutes of the Agenda Review Session, Regular Meeting and Claims Meeting of the Board held on March 21, March 26, and April 2, 2019, were approved. OPENING OF BIDS — TWO (2), MORE OR LESS, 2019 OR NEWER 3/a TON EXTENDED CAB FOUR WHEEL DRIVE PICK-UP TRUCKS — SPEC A (SEWER DEPARTMENT CAPITAL) 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: JORDAN FORD 609 E. Jefferson Blvd. Mishawaka, IN 46545 Bid was signed by: Debra Starkweather Non -Collusion, Non -Discrimination Affidavit Form was completed Ten percent (10%) Bid Bond was submitted Indiana Local Business Preference Claim Form submitted :D Description Year/Make/Model Unit Price Supercab Pickup 2019 Ford F250 4x4 $30,540.00 each Alternate Description Cost Total 1 Front mounted western 8' pro -plus power angling $5,684.00 $5,684.00 lefts and right. Plow to come equipped with each each safety approved lights and markers and snow deflector 2 Front mounted Western MVP Plus. Plow to come $6,242.00 $6,242.00 equipped with safety approved lights, markers, each each and snow deflector and shoes 3 Roof mounted strobe light with controller, $3,125.00 $3,125.00 Federal Signal 53" Legend LPX or equal. Four each each (4) corner strobes 4 CNG — Bi-fuel conversion with tanks mounted $11,460.00 $11,460.00 under bed each each 5 CNG Dedicated conversion with tanks under bed. $11,960.00 $11,960.00 Dealer to verify fuel tank capacity I each each *See exception page #413 and #513 Estimated number of days for delivery from award date: Truck and Plow about 115 Days; Add about 45 days for A-1