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HomeMy WebLinkAbout10172019 Agenda Review SessionAGENDA REVIEW SESSION . OCTOBER 17, 2019 304 The Agenda Review Session of the Board of Public Works was convened at 10:34 a.m. on Thursday, October 17, 2019 by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, Therese Dorau, Genevieve Miller, and Laura O'Sullivan present. Also present was Attorney Clara McDaniels. 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. Board members discussed the following item(s) from the agenda. - Resolution No. 37-2019 Ms. Sue Gerlach, IT, stated IT is leasing tablets from Dell and they perform their leases a little differently. She noted they require a Purchase Order prior to the purchase and will release the items after the purchase order is created. She explained this resolution is to approve the amount of the PO and authorize IT to sign the lease paperwork. - Opening of Proposals — Plumbing Services Contract Mr. Gilot asked Adam Parsons, Central Services, if he is doing outreach to MBE and WBE contractors. Mr. Parsons stated they have advertised and used wording to encourage them to apply. Mr. Gilot asked if they had reached out to any contractors specifically. Mr. Parsons stated he is not aware of any for plumbing. Ms. Kara Boyles, Engineering, stated she looked the other day, and didn't see any. She corrected herself later to inform the Board that she found one (1) MBE/WBE company that does plumbing. - Open Market Purchase Approval Request — Truck Mounted Street Sweepers Mr. Matt Chlebowski, Central Service's, stated the Board rejected two (2) bids received, on September 9, that were both found non -responsive to the bid specs. He stated the letter from the Board said the city would rebid the equipment. Subsequently, they found that Indiana Code allows a special purchase when no responsible bids are received. He stated he is requesting the Board's approval to do a special purchase to correct the Board's letter stating the Board would reject and rebid. Mr. Gilot asked if he is going with one (1) of the vendor's that bid originally. Mr. Chlebowski responded they haven't gotten to that point yet. Attorney McDaniels stated one (1) bidder didn't meet the specs and one (1) didn't sign their bid bond. She stated she would recommend that they still go out and get more than one (1) bid. Mr. Gilot noted they had some protests on this. Attorney McDaniels stated the basis of the protests would not meet our bid specs. Ms. Maradik suggested the specs weren't clear on some of the language and they need to make sure it's cleared up so there isn't any confusion again. Attorney McDaniels stated that bidder crossed off the City's language and wrote their own. Request to Advertise — Water Works Utility Service Line Repair Program Mr. Al Greek, Utilities, stated everybody that gets a water bill pays a small amount to fund this water line repair program. He noted they try to get new applicants for the program every year, and currently do about five -hundred (500) a year. He stated they currently use two (2) contractors and are trying to get more. Ms. Dorau asked if they provide the standards, particularly on dealing with lead. Mr. Greek stated yes, and they provide the training. - Release of Reserved Utility Easement - Truck Centers, Inc. Mr. John Nelson, Truck Centers, Inc., stated he was present in case there were any questions about this easement release. Attorney McDaniels stated there are no utilities present, this was just a reserve that was never used. Mr. Gilot asked if the City retains access to the water basin. Mr. Nelson stated there is an existing easement north of the property. Mr. Gilot reviewed and noted that doesn't appear to give access to the basin. Ms. Kara Boyles, Engineering, stated the engineers will look at it better. - Licenses and Permits — KRG Eddy Street Land II, LLC Ms. Sue Ellen Doudrick, Engineering, stated Kite Realty Group came to the Board for a Long Term Occupancy Permit back in January of 2018 and the Board requested some sort of Improvements Agreement. She stated that was brought to the Board and approved in November of 2018. Mr. Tony Halsey, KRG, stated they are now at the end of that time frame and have had some delays with the masons, and don't have sidewalks and curbs installed so the road can't be paved. He noted they are still working on the building's fagade, so they are requesting to come back in the spring to do the paving and finish up the road. He stated they are asking for occupancy through July 2020, which is when the road will be opened to the public. He added they will open the road this winter for residents only to access and will plow and maintain it. Ms. Doudrick noted they met several times and discussed how to get it done sooner but if the road is paved, there will be trucks running over it and creating issues. Mr. Halsey stated they want to do a soft opening of the north lot. Mr. Gilot asked if the masonry will continue through the cold weather. Mr. Halsey stated it will. Mr. Eric Horvath, Public Works, asked how they service the buildings. Mr. Halsey stated they will have access off of Napoleon St., noting they will open the northern block in December. Mr. Gilot asked if they have been doing communication with AGENDA REVIEW SESSION OCTOBER 17, 2019 305 residents about extra traffic coming down there. Mr. Halsey stated they have, and the neighbors are expecting it when closed in November. Ms. Doudrick stated they asked Mr. Halsey to let the neighborhood know the dates when the closure will occur after the Board approves the extensions. - Amendment to Professional Services Agreement — St. Mary's College Women's Entrepreneurship Initiative Ms. Alkeyna Aldridge, Community Investment, noted this amendment is to extend the frame of work to the end of 2020 and an updated scope. Mr. Gilot asked what the primary focus of Women's Entrepreneurship Initiative is. Ms. Willow Weatherall, St. Mary's College, stated they try to get applicants in new fields of industry and work with women, minorities, and low to moderate income entrepreneurs in the Near Northwest Neighborhood. Mr. Gilot suggested if some are in the types of businesses that the Board works with, the program could be expanded to include City projects. Ms. Weatherall stated they are focused on closing the racial wealth gap, and the NNN is a great starting place, noting they like to see their applicants get into home ownership in the Near Northwest Neighborhood. Ms. Maradik asked if she could expand on the new scope items. Ms. Aldridge stated in 2019 they were working on outreach primarily in the NNN. She said this amendment is for extending the time they have to work on it. Ms. Weatherall stated they need the time for the tracking and subsequent reporting. - Request to Advertise — Privet Lane Culvert Replacement Ms. Becca Plantz, Engineering, stated this culvert is on Clyde Creek. She noted it is a five foot (5') circular culvert and the joints are separating and breaking off. She explained a study was done and shows the culvert needs to be made bigger. - Approve Agent of Board — Street Department Gate Mr. Michael Schmidt, Purchasing, informed the Board that the gate at the Street Department where vehicles and equipment are kept got severely damaged by the wind. He noted it is not repairable, they need to replace it. He stated he found Indiana Statute, IC 36-1-12-5(b)(1)(B) that allows a streamlined process of receiving and opening at a Board meeting. He noted the Street Department will request three (3) quotes, open them, and bring them to the next Agenda Review session to recommend award. He noted this needs to get done before fall leaf pickup and snow plowing. When questioned about an insurance claim, he explained this doesn't reach the deductible to claim on insurance. He stated per statute they will come back and read the quotes into the record and make a recommendation on the award. Attorney McDaniels stated she discussed this with Mr. Schmidt and looked through statutory regulations, and she is fine with this process. - Professional Services Agreement— 21 CP Solutions, LLC Ms. Laura O'Sullivan, Mayor's Office, stated she can speak on the addition to the agenda. She stated this is a contract with 21 CP Solutions for review of practices and operations of the Police Department that came about due to the recent Eric Logan shooting. She informed the Board it will be about an eight (8) to ten (10) week engagement with site visits and community engagements. Ms. Dorau asked how this company was chosen. Ms. O'Sullivan stated she, along with the Mayor and staff from the Mayor's Office, engaged with other Mayor's and this company came up time and time again as the best in the business. She noted the company was previously appointed by President Obama to direct the U.S. Department of Justice's President's Task Force on 21 It Century Policing. No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 11:45 a.m. BOARD OF PUBLIC WORKS jet --- A. glot, President Elizabeth A. Maradik, Member Therese J. Dorau, Member Genevieve E. Miller, Member REGULAR MEETING 306 1 1 ATTEST: ' i da M. Martin, derk REGULAR MEETING The Regular Meeting of the Board of Public Wo October 22, 2019, by Board President Gary A. Gi. Interim Member Jitin Kain present. Board Meml progress at 9:44 a.m. Board Members Genevieve Also present was Board Attorney Clara McDaniels. L. O'Sullivan, OCTOBER 22, 2019 ks was convened at 9:34 a.m. on Tuesday, A, with Board Members Therese Dorau and er Laura O'Sullivan joined the meeting in Miller and Elizabeth Maradik were absent. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Dorau, seconded by Mr. Kain and carried, the minutes of the Agenda Review Session, Regular Meeting and Claims Meeting of the Board held on October 3, October 8, and October 15, 2019, were approved. OPENING OF BIDS — 2020 UNIFORM AND FLOOR MAT SERVICE AND RENTALS — (MULTIPLE DEPARTMENT FUNDS) This was the date set for receiving and opening of sealed bids for the above referenced project. 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: UNIFIRST CORPORATION 3920 Crescent Circle South Bend, IN 46628 Bid was signed by: Cory Stanley Non -Collusion, Non -Discrimination Affidavit Form was completed .M Description Cost Per Week Without Cleaning Service Cost Per Week With Cleaning Service Group 1-One 1 3'x4' Floor Mat $1.25 $1.25 Group 1-One 1 4'x6' Floor Mat $2.00 $2.00 Group 1-One 1 3'x10' Floor Mat $2.50 $2.50 Group 270ne 1 Uniform Set $0.31 $0.31 Group 3-One 1 Coverall $0.29 $0.29 Group 4-One (1) Lab Coat $0.12 $0.12 Group 5-One 1 Bag 50 ea Red Shop Ras $2.50 $2.50 Group 5-One 1 Bag 50 ea White Shop Ras $3.50 $3.50 CINTAS 4001 William Richardson Dr. South Bend, IN 46628 Bid was signed by: P.J. Margraf Non -Collusion, Non -Discrimination Affidavit Form was completed :n Description Cost Per Week Cost Per Week With Without Cleanina Service Cleaning Service Group 1-One 1 3'x4' Floor Mat N/A $1.00