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HomeMy WebLinkAbout03/06/2014 Agenda ReviewAGENDA REVIEW SESSION MARCH 6 2014 63 The Agenda Review Session of the Board of Public Works was convened at 10:39 a.m. on Thursday, March 6, 2014, by Board President Gary A. Gilot, with Board Members David P. Relos, Kathryn E. Roos, Patrick M. Henthom, and Brian J. Pawlowski present. Also present was Board Attorney Cheryl Greene. 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, REMOVAL FROM THE AGENDA Mr. Gilot noted a request to remove Item No. 8B., Change Order and Project Completion Affidavit for Main Street/Lafayette Boulevard Connector from Ireland Road to Chippewa Road, from the agenda. TABLE REVIEW APPROVAL OF PERMIT — GLOW IN THE PARK 5K Attorney Cheryl Greene stated that subsequent to the Board's approval of this event at their meeting of February 11, 2014, additional information became available to the City regarding the organizer. She noted the Board's responsibility is to oversee the care and control of the public right of way. She stated it came to the City's attention that the City was listed as a sponsor on this event's website. She noted the City did not approve any type of sponsorship. Ms. Greene added that various other entities provided information on this event and it became apparent that there were a number of concerns with respect to the sponsors. She stated the City was informed that the Food Bank has withdrawn their sponsorship of the event. Ms. Greene stated incorrect information is being put out there, and one of the organizers has an unfavorable rating on the Better Business Bureau's site. She stated the Board needs to re-evaluate whether it is in the best interest of the public and the City to allow the organizers to use the public right-of-way for this event. She noted with these issues being brought to the Board at this time, there are various issues to pursue, and various options to review. Mr. Gilot asked if the petitioner was informed that the Board would take this issue up today. Ms. Roos stated he was made aware. She asked Ms. Greene to summarize the types of complaints to the Better Business Bureau. Ms. Greene stated the Better Business Bureau has a rating system of A through F. She noted this group has an F rating based on twenty-three (23) complaints lodged just this year. She explained the primary complaint is the races were canceled with no refunds issued, just the option given to participate in other races sponsored by this group. It appeared only three (3) of the twenty-three (23) complaints were resolved satisfactorily. She noted she has concerns with the organizer and the effect on local participants. She added that the City was placed in a position to appear as a sponsor, when it was not a sponsor. Ms. Greene stated this Board's role is in charge of the use of city property and to determine if it is in the best interest of the public when granting permission for its use. Ms. Roos stated that given that this race could be canceled and refunds may not be given, can the Board require bonding to protect the applicants. Ms. Greene stated she will need to explore that option, she is not sure the Board can require this. Mr. Gilot stated he was leaning towards canceling this event's approval, but with no representative present, he hesitated to do this. He stated he would therefore recommend tabling this and wait to hear if the organizer comes forward with some alternatives to protect the participants. Ms. Greene stated she wanted to make note that the Better Business Bureau's ratings are on Reinke Sports Group, not the individual, Dean Reinke, but they appear to be one and the same. Ms. Greene added that notice was given to the sponsor to come to this meeting to answer questions, but they did not come. Ms. Roos noted Mr. Reinke stated he will be in town in two (2) weeks. Therefore, upon a motion by Ms. Roos, seconded by Mr. Relos and carried, the Board tabled the review of the Glow in the Park 5k for two (2) weeks to allow for a meeting with the sponsor. Ms. Roos requested the Clerk of the Board contact the sponsor after the meeting and follow-up with a letter notifying him of the Board's actions today. Board members dis-cussed the following item(s) from the agenda: - Extend Bid Award —One (1), 2013 or Newer, Vacuum Air Street Sweeper Mr. Matt Chlebowski, Central Services, stated the cost for this street sweeper is actually $700.00 less than last year due to one less option being purchased, the wide sweep attachment. He noted he included with his request the page provided by Brown Equipment Company with their price extension guarantee. Attorney Cheryl Greene and George King, Purchasing, stated they reviewed this bid extension and are okay with it. Change Order, South Bend Fire Training Center Mr, Toy Villa, Engineering, stated this change order for the Fire Training Center includes one big line item for unforeseen conditions due to the exposure of debris that was previously hidden. He noted the City has been negotiating on the price for a while, which is why this is just coming to the Board. He stated originally the charge was for $40,000.00 but they got the contractor to AGENDA REVIEW SESSION MARCH 6, 2014 64 come down to $31,000.00. He noted another part of this change order is due to a speaker system for the intercom system that was originally left out of the specs. Ms. Roos questioned what the total percent of change on this project amounted to. Mr. Villa stated that overall the project change was 2.581/o. - Change Order — Vacant and Abandoned Property Demolition Mr. Toy Villa, Engineering, stated this change order for Jackson Trucking and Excavating is for a time extension of twelve (12) days due to inclement weather. Ms. Greene noted due to this unbelievable weather, this is a justified request. Ms. Roos questioned if they worked on inside issues during the inclement weather. Mr. Villa stated they continued to do internal abatement when they were able to, but even internal work was limited in this weather with no heat available. He added that considering how bad the weather has been, twelve (12) days is a conservative number. Mr. Villa stated the other change order for vacant and abandoned properties with Pelley Excavating was a small increase in cost due to the unforeseen need for asbestos removal. - Change Order — Primary Clarifier Rehabilitation and Equipment Upgrades Mr. Jacob Klosinski, Environmental Services, stated this change order is for the replacement of an old door at the building. He noted it was in very bad shape. He stated there was also some relocation of electrical conduit needed. APPROVE AGREEMENT — MICROSOFT VIA CDW-G WASTEWATER OPERATIONS AND MAINTENANCE Mr. Brent Hussung stated this agreement for $4,502.96 with Microsoft, via CDW-G, is for volume licensing required by Microsoft for use of their software and is for upgrading their operating system to get current. Ms. Greene noted she has reviewed this and signed off, and they are getting government pricing. Mr. Gilot requested the Board act on it today rather than Tuesday. Therefore, upon a motion by Mr. Gilot, seconded by Ms. Roos and carried, the agreement was approved as outlined above. - Lease — Burkhart Advertising Mr. Jitin Kain, Community Investment, stated this renewal billboard lease at Ironwood Road north of Ireland Road is a significant discount at $300.00 per year. He stated Burkhart Advertising wanted a permanent lease, but they were able to talk them down to a twenty (20) year lease. - Professional Services Agreement — Toole Design Group, LLC Mr. Jitin Kain, Community Investment, stated this agreement for three (3) workshops to finalize the concept design for two-way street conversions is with Toole Design, who was formally known as AECOM. He stated Ian Lockwood, who was contracted with AECOM, is still running the workshops; the company name has just changed. Ms. Greene stated if the City has an existing contract with AECOM they need to make sure there is nothing to do to close that contract first. Mr. Kain stated that contract was for overseeing a charrette and that is complete. Ms. Roos asked if there is an updated scope of work. Mr. Kain stated there is. - Bid Award — 2014 Street and Sewer Materials Mr. Paul South, Director of Streets, stated the bid awards for all street and sewer materials are going to the lowest bidders. He noted one item was a tie between Walsh and Kelly and Reith Riley. He spoke to Rieth Riley and they had no problem with him awarding to Walsh and Kelly because they were the low bidder on all of the other asphalt materials, and it made sense to not split up the materials for one line item. Mr. South noted most of the bids came in 5% to 7% higher than last year's cost. He noted they received no bids for Part E, Traffic Materials, so he will extend last year's bid. Ms. Greene stated he first needs to make sure there is the ability to extend the bid, and if not, he can go out to the open market. Mr. Gilot questioned if the Local business preference form changed how the bidders were rated? Mr. South stated it only affected the manhole risers because all of the other bids were submitted with the Local Preference form. - Opening of Bids — Thirty -Seven (37), More or Less, Police Patrol Vehicles Lieutenant Chris Voros, Police Department, stated when the bids are opened on Tuesday, he would like to review them at that time, and ask the Board to do a letter of intent for award to the low bidder to be able to lock in the price before it expires. Ms. Greene noted the request was to award at the same meeting, but there are a number of options to review and to do the award at the same meeting would be difficult. She noted the manufacturer only goes so far into the year before the cutoff, she suggested an intent to award letter is acceptable. She added the City is trying to stay compliant with State law, but not lose the cut-off date. Lieutenant Voros noted the Police Department came up with funding for possible CNG conversions. - Request to Advertise — Heavy Duty 16,500 lb. GV WR Chassis AGENDA REVIEW SESSION MARCH 6, 2014 65 Ms. Roos questioned what department these chassis are for. Paul South, Director of Streets, stated they are for his department. Ms. Roos asked if he can do CNG on these. Mr. South stated there is a challenge on CNG trucks for the limited slow fill availability. He noted it is tough justifying the time spent on the low fill with the need to get the trucks out working. Ms. Greene stated the big question is do you want this as an option in the specs. Mr. Gilot suggested they can add it as a conversion kit. Ms. Roos agreed, noting only where it makes sense. - Request to Advertise — Mid -Size Four Door Sedan Automobiles Ms. Kara Boyles, Deputy Director of Public Works, stated a comparison was done and for a couple hundred dollars you could do the conversion to CNG on these sedans. Mr. Gilot noted the bid specs call for a standard transmission or Hybrid. - Request to Advertise — Ivy Tower Removal of Lead -Based Paint Mr. Relos stated this bid was originally put out with the asbestos removal and the bids came back too high, so they separated them. He noted this is for floors one (1) through three (3) on all buildings. Ms. Roos stated there were certain items that were supposed to be checked off before coming back to the Board and she wants to make sure that all are checked off before advertising. She requested Brock Zeeb, Community Investment, come to the meeting on Tuesday to answer questions. Ms. Boyles noted they are on a pretty tight time frame; if delayed they will need some specialized work done. - Memorandum of Understanding —Teamsters Local Union No. 364 Ms. Greene explained this MOU is to cover the three (3) to four (4) canceled work days due to the snow this year. - City Policy — Billing Procedure for Yard Waste Containers Ms. Greene stated this policy will create annual billing instead of monthly. Ms. Roos stated the policy aligns with the City ordinance. Mr. Gilot noted this will keep the plastics out of Organic Resources. Ms. Boyles confirmed and stated customers will receive brown bins for plastics at a discount. She added this is a savings over purchasing plastic trash bags for separating out yard waste as previously designed. - Subscription Service License and Use Agreement — TriTech Software Systems Ms. Greene stated this agreement provides for an automatic renewal, which the City cannot approve, but it does allow a thirty (30) day cancellation notice, so she is okay with it. No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Roos and carried, the meeting adjourned at 11:40 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President David P. Relos, ember r Ka n E. Roel ,1Glember �, Patrick M. Henthorn, Member Brian J. Pawlowski, Member r Li�►da M. Martin, lerk REGULAR MEETING MARCH 11, 2014 The Regular Meeting of the Board of Public Works was convened at 9:30 a.m. on Tuesday, March 11, 2014, by Board President Gary A. Gilot, with Board Members David Relos, Kathryn E. Roos, Patrick Henthorn, and Brian Pawlowski present. Also present was Board Attorney Cheryl Greene. ELECTION OF 2014 BOARD OF WORKS PRESIDENT Upon a motion by Ms. Roos to nominate Mr. Gary Gilot as the 2014 Board of Works President, seconded by Mr. Relos and carried, Mr. Gilot was elected the President of the Board for 2014.