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HomeMy WebLinkAbout07182019 Agenda Review SessionAGENDA REVIEW SESSION JULY 18, 2019 201 The Agenda Review Session of the Board of Public Works was convened at 10:32 a.m. on July 18, 2019, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, Therese Dorau and Genevieve Miller present. Board member Laura O'Sullivan was not present. Also present was Attorney Clara McDaniels. Board of Public Works Clerk, Linda M. Martin, was not present. Liz Horvath, Acting Clerk, presented the Board with a proposed agenda of items presented by the public and by City Staff. OPENING OF QUOTATIONS — TECHNOLOGY RESOURCE CENTER -LOW VOLTAGE INSTALLATION —PROJECT NO. 118-090 (IT PROFESSIONAL SERVICES) 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: PEMBERTON-DAVIS ELECTRIC 916 E. McKinley Avenue Mishawaka, IN 46514 Quotation was submitted by John Ferro Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $36,304.00 BRITE ELECTRIC, INC. PO Box 1190 Granger, IN 46530 Quotation was submitted by Steve Zornig Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $35,900.00 Upon a motion made by Ms. Maradik, seconded by Ms. Miller and carried, the above quotations were referred to Engineering for review and recommendation. AWARD QUOTATION — EAST RACE BOAT LAUNCH SLOPE REPAIRS — PROJECT NO. 118-305B (STREETS AND ALLEY Mr. Scott Kreeger, Engineering, advised the Board that on June 25, 2019, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Kreeger recommended that the Board award the contract to the lowest responsive and responsible bidder, Selge Construction Co., Inc., 2833 S. llth Street, Niles, MI 49120, in the amount of $49,204. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Ms. Miller seconded the motion, which carried. Board members discussed the following item(s) from the agenda. - Master Agreement — GH Armor Systems, Inc. Assistant Fire Chief, Andy Myer, Fire Department, stated this agreement is the first step to be able to purchase body armor through NASPO for firefighters at forty-two percent (42%) off. Mr. Michael Schmidt, Purchasing, said this is for more than just the firefighters, but also first responders/EMS. Mr. Schmidt said our fire department will be the first one in the state starting the process for body armor. Mr. Gilot questioned how this will be worn. Mr. Myer said it will be worn over their protective gear. - Software Maintenance Agreement — Application Data Systems, Inc. Mr. Mark Dollinger, Police Department, stated this is just to formalize the agreement so there is a contract in place to continue their records management system. Mr. Gilot asked if the amount is level throughout the four (4) years, and Mr. Dollinger said yes. Mr. Gilot asked if this has been coordinated with IT who will support the software, and Mr. Dollinger said yes and that it is budgeted through their allocation. - QPA Special Purchase — Seiler Mr. Dollinger stated they received a grant through Justice Assistance which is allowing them to purchase these scanners. He stated the scanner will allow the department to reduce the number of people who will have to investigate a scene and will provide 3D images to enhance and make abilities more efficient. Sergeant Rohrscheib from the Police Department stated Seiler is the distributor for Trimble and are the sole distributor for this scanner. He said they have come to the department to do demonstrations and this will be great for them to have. Ms. Miller commented AGENDA REVIEW SESSION JULY 18, 2019 202 this could possibly create less responders being needed at the scene and Sergeant Rohrscheib agreed. - Customer Service Platform Update, Maintenance & Licensing Agreement — Selectron Technologies, Inc. Ms. Kim Thompson, Utilities, stated this agreement is for the update to a new platform in coordination with Enquesta which will allow more self -serve options to residents such as checking balances, making payments, setting up extensions for payment, and receiving text notifications. She said the development will start soon but should all be complete to take effect in April of 2020. - Contract — Kirby -Risk Mr. Brent Hussung, Utilities, stated this contract is just for the continuation to maintain software and maintenance for the newest versions of SCADA. He said Rockwell is the vendor, but Kirby - Risk is the developer. Mr. Gilot asked if this was a sole source, and Mr. Hussung said it was. - Change Order No. 2 — WWTP Headworks Influent Gates Improvements Project No. 117- 026 — HRP Construction, Inc. Mr. Jacob Klosinski, Utilities, stated the increase in price is regarding additional work for the installation of gates, however, they benefitted changing from cast iron gates to stainless steel, almost a $350,000 savings in a previous change order. Mr. Gilot questioned why the increase in almost two -hundred (200) days was needed. Mr. Klosinski said seeding and restoration was not feasible in the later months of the year, so they had to increase project time for work to be completed during the spring. Mr. Klosinski said this project will close out under budget even with all changes. - Professional Services Agreement — Arcadis U.S., Inc. Mr. Klosinski stated this is for the next wave of WWTP improvements for secondary treatment in all five (5) clarifiers. He said disinfection will also be touched with this agreement, higher dose to accomplish and keep kill time under 15 minutes. Mr. Klosinski also stated said they will be testing this with higher flows coming through as well. Ms. Dorau questioned if he had an amount for this agreement yet, in which Mr. Klosinski stated he did, and it was $793,770 which includes design and construction administrative services. - Resolution No. 24-2019 — A Resolution of the City of South Bend, IN Board of Public Works Approving the Transfer of Personal Property to City of South Bend, IN from St. Joseph County Airport Ms. Cara Grabowski, Public Works, stated this resolution is just to transfer ownership of a metal sculpture from the airport to the City because we are launching a pilot to put artwork in the roundabouts downtown. Ms. Dorau asked if relocation of the sculpture was included in the resolution and Ms. Grabowski said no, that will come in an agreement later on. - Equipment Donation Agreement — Neutron Holdings, Inc. dba Lime Ms. Grabowski stated this is for the donation of one -hundred (100) bikes from Lime. She said the City/DCI is putting together a program to train the youth at the Charles Black Center to dismantle the bike, take off the lock where the GPS is, and reassemble. Ms. Dorau questioned who Lime will train. Ms. Grabowski said Lime will train the City staff and the City will train the youth. - Opening and Award of Quotes — Light Up South Bend -LED Luminaires — Project No. 119-005A Ms. Alicia Czarnecki, Engineering, stated this quote opening and award is just for materials only to convert the cobra head lighting on Western Ave. to LEDs. She said City Traffic & Lighting will be doing the work to install. Ms. Dorau and Ms. Czarnecki stated this is energy saving which will also reduce maintenance costs. Mr. Gilot questioned if the color frequency will be correct to match the other lights, and Ms. Czarnecki said yes, it will be at 3,000 which is also good on the human and nature scale. - Open Market Contract — Selge Construction Co., Inc. Ms. Czarnecki stated there was an attempt for quotes for temporary traffic calming materials and installation prior to this, but no responses were received. She said she reached out to seven (7) contractors for open market quotes and only two (2) were received, one was over budget. Ms. Czarnecki stated this is for temporary rubber curbing and three (3) temporary speed bumps. Ms. Maradik questioned where these will be placed. Ms. Czarnecki said on Riverside Dr. and near Madison Stem Academy. Ms. Czarnecki said the City Streets Dept. will be on -site when Selge installs these so they can learn how to do it in the future and the intent is to have these materials that can be removed and reinstalled for a future traffic calming tool kit that will be temporary at a location, but permanent in inventory. - Change Order No. 1 — 2019 Small Drainage -Lathrop — Project No. 119-019A — Selge Construction Co., Inc. AGENDA REVIEW SESSION JULY 18.2019 203 Ms. Maradik and Mr. Gilot questioned the increase over 20%. No one was present at the meeting to discuss. Per written memo from Ms. Sue Ellen Doudrick, Engineering, read by Mr. Gilot, the, increase was due to unforeseen circumstances in which the manhole was not easily located which took additional work. - Change Order No. 2 — Historic Leeper Park Improvements — Project No. 118-OIA — Ancon Construction Ms. Maradik questioned what this change order was for. Mr. Kyle Silveus, Engineering, stated it was for replacement of a pipe that had collapsed and to also change some benches in the park from backless, to backed benches. Mr. Gilot questioned if there were any plans to do a sewer replacement so there isn't a zipper effect with the collapsing. Mr. Silveus said in the next phase, they are hoping to do a complete sewer replacement but right now do not have the permitting. Special Event — Back to School Rally — Murray Miller Ms. McDaniels stated there was a written request for a hearing from Murray Miller regarding his event taking place on August 10, 2019. She said the Board and herself need more detail from the special events committee, but she believes this has to do with the closure of Orange St. which is the same issue as prior years. Ms. McDaniels advised the Board that under the ordinance, Mr. Miller has the right to a hearing with the Board and scheduling needs to happen as soon as possible. Ms. Maradik requested to review the application as well as the minutes from the Special Events Committee meeting discussing this event. Once all information is received for the Board to review, a time will be set for Mr. Miller. - Alley Vacation — Amiee Frantom - North/South Alley between N. Meade St. and Eclipse Place running North of Westmoor St. to East/West Alley Mr. Gilot read the Engineering Department's recommendation that the applicant shall take responsibility for eliminating the alley approach by hiring a private contractor bonded with the City to tear out the approach, replace the curb, and establish a tree lawn in accordance with the City construction standards and specs. Engineering's recommendation stated this would leave no doubt the alley is vacated with the approach removed and that a defined curb line improves street drainage. Mr. Gilot agreed with this recommendation and stated the Board is in favor of the vacation subject to Engineering's request. - Alley Vacation — Danny Camarillo - First East/West Alley South of Western Ave. running East of Warren St. Mr. Gilot stated the board is in receipt of unfavorable recommendations from all City departments it was circulated to. He said the vacation does not meet the criteria of Indiana Code. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 11:29 a.m. BOARD OF PUBLIC WORKS Gary A. President Elizabeth A. Maradik, Member Therese J. orau, Member ZIGie'eve E. M' ` mber Laura L. O'Sullivan, Member ATTEST: Inda M. Martin, Clerk