HomeMy WebLinkAbout01092020 Agenda Review SessionAGENDA REVIEW SESSION JANUARY 9, 2020 2
The Agenda Review Session of the Board of Public Works was convened at 10:32 a.m. on
January 9, 2020, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik,
Therese Dorau, Jordan Gathers, and Joseph Molnar 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. Mr. Gilot welcomed the new Board
members, Jordan Gathers and Joseph Molnar.
Board members discussed the following item(s) from the agenda.
- Emergency Quote — Weather Amnesty Building
Mr. Dave Relos, Community Investment, informed the Board that it was discovered over the
holidays that the boiler in the Weather Amnesty Building went out. He explained there are two
(2) buildings, and the two (2) story building supplies water to the one (1) story Weather Amnesty
building. He noted they needed to fix the boiler as soon as possible to prevent freezing of the
water lines. Mr. Relos stated the Redevelopment Commission approved the budget this morning
at their meeting. Mr. Gilot asked if an updated efficient system was purchased. Mr. Relos stated
they are installing the same system to make a quick replacement. Mr. Gilot suggested when time
allows, try to consider energy efficiency in upgrades. Mr. Relos informed the Board that
Attorney Aladean DeRose looked into the emergency replacement and determined this was
specialized equipment, and there were no MBE/WBE contractors to perform the work. Attorney
McDaniels added the emergency condition allowed for this work to proceed also, noting this is
2,000,000 BTU's, an exceptionally large system. She explained the current system was installed
about a year ago and the contractor didn't flush it, and it wasn't maintained so the warranty
wasn't good. She noted also that the City didn't purchase the first one. Mr. Relos stated part of
this work will be to install a water softener to prevent future sediment buildup.
- Services Agreements
Mr. Michael Schmidt, Purchasing, stated he was here on behalf of Adam Parsons regarding the
contracts for two (2) proposal awards, the final step after the Board's approval of the awards. He
stated D.A. Dodd is already doing plumbing work for VPA, this allows all city venues to utilize
the contractor for plumbing repairs. He noted they are a WBE contractor and should provide
competitive pricing. Mr. Schmidt stated a point person will be identified at each department to
contact Dodd for any plumbing issues, noting replacements will be a different issue, this is only
for service. He stated it will need to be communicated by Mr. Parsons that people need to
understand they will still need to go out and get quotes for replacements. Ms. Dorau asked if
there is a dollar limit on these repairs. Mr. Schmidt stated it's kind of a grey area, dependent on
the extent of the project. Mr. Gilot asked if there are unit prices on parts for the overhead door.
repairs. Mr. Schmidt stated it's based on labor and service. Mr. Gilot asked if next time we can
get a list of part's costs.
- Professional Services Agreement — Arcadis U.S., Inc.
Mr. Al Greek, Utilities, informed the Board that regulations have been stepped up on water risks,
and the City has to update their plans. He explained they did interim steps and have missing parts
that Arcadis will put together. He noted they have a short window, with the due date in March.
Attorney McDaniels stated this is part of the America's Water Infrastructure Act of 2017. She
added Attorney Aladean DeRose reviewed the agreement and found it to be so specialized that it
would not be subject to the diversity requirements and is an exception. She added Legal will
review the work that will be done once it is determined. Mr. Gilot noted after 911 there was a
confidential vulnerability study done and they might want to make that part of this report. Ms.
Michelle Smith, Utilities, stated this replaces that confidential report and they are supposed to
destroy that after this is done. Mr. Molnar asked if there is anything you have to do, any follow-
up after the study? Ms. Smith stated they will have to update the city emergency response plan
and update any vulnerabilities found. She noted the Act says there should be funding made
available to address the updates.
Traffic Control Device — Two (2) No Parking Signs with Arrows
Ms. Charlotte Brach, Engineering, stated these signs at Kid's Kingdom were requested by
Venues, Parks, and Arts due to a lot of problems they've been having with cars parking at this
mid -block site, blocking a cross -sidewalk. She noted the other side of Wall Street has the signs
on either side of the sidewalk already.
- Award Bid — Morris Theater Plaster Repair
Ms. Brach informed the Board that the request to advertise for bids for this repair was done prior
to the MBE Ordinance being in effect.
- Professional Services Agreement — SimplyNew
Attorney McDaniels stated this design work for an Esport Arena is very specialized. She noted
it's been reviewed and approved by Attorney Aladean DeRose.
AGENDA REVIEW SESSION JANUARY 9, 2020
- Amendment to City Personnel Policy
Mr. Eric Horvath, Public Works Director, stated it has always been very difficult to get new hires
without vacation time for a year. He stated he's been asking for vacation time for new hires
continually, and now it's being formalized in the City's policy. He confirmed there is no buyout
if they leave, and it is prorated.
No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms.
Maradik and carried, the meeting adjourned at 11:08 a.m.
BOA
RD OF PUBLIC
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Gary A. Pilot, Preside
Elizabeth A: Maradik, Member
ATTEST:
4Ln a M. Ma�n,ler
REGULAR MEETING JANUARY 14, 2020
The Regular Meeting of the Board of Public Works was convened at 9:33 a.m. on Tuesday,
January 14, 2020, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik,
Therese Dorau, Jordan Gathers and Joseph Molnar present. Also present was Board Attorney
Clara McDaniels and Clerk of the Board Linda Martin.
APPROVE MINUTES OF PREVIOUS MEETING
Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Minutes of the
Regular Meeting and Claims Meeting of the Board held on December 19, 31, 2019 and January
7, 2020, were approved.
OPENING OF BIDS — VENUES PARKS & ARTS 2020 CHEMICAL SUPPLY (VARIOUS
VPA MAINTENANCE FUNDS)
This was the date set for receiving and opening of sealed bids for the above referenced supplies.
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 the names of the bidders publicly read:
TARGET SPECIALTY PRODUCTS
640 44" St. SW.
Grand Rapids, MI 49548
Bid was signed by: Kris Louden
Non -Collusion, Non -Discrimination Affidavit Form was completed
SITE ONE LANDSCAPE SUPPLY
1385 E. 36d' Street
Cleveland, OH 44114
Bid was signed by: Keith McGinty
Non -Collusion, Non -Discrimination Affidavit Form was completed