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HomeMy WebLinkAbout03/20/2014 Agenda ReviewPUBLIC AGENDA SESSION MARCH 20, 2014 102 The Agenda Review Session of the Board of Public Works was convened at 10:40 a.m. on Thursday, March 20, 2014, by Board Member Kathryn Roos, with Board Members David P. Relos, Patrick M. Henthorn and Brian J. Pawlowski present. Board President Gary Gilot was absent. 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. Board members discussed the following item(s) from that list. - Procession — Glow in the Park 5k Mr. Dean Reinke, USRA, was present to address the Board regarding the Glow in the Park 5k Race. Attorney Cheryl Greene informed him that today is the Agenda Review Session, the Board will not take action today; they will just review their previous approval of his application. She noted that Mr. Reinke stated he would not be in town next Tuesday for the Regular Meeting of the Board so it is important to get into the record anything he needs to. Ms. Greene stated the City has a couple of issues of concern; one is that they would like written confirmation, for the record, from all of his listed event sponsors confirming they are a sponsor; and second, the Board has questions on how the decision is made on how the event goes forward if there is a need to cancel, including how funds and refunds are handled. Mr. Reinke stated he lives in Florida and will not be in town on Tuesday. He noted he has been working on the event with various sponsors for a while. Relative to his cancellation policy, he stated if it is weather related or natural disaster, he would work in conjunction with the City on whether to cancel. He explained they run their races in all types of weather and generally will not cancel unless the City feels it is necessary. He stated they decide together with the City. Mr. Reinke informed the Board he would be willing to sign a statement for the City, agreeing to give refunds of registrations due to cancellation for any reason, outside of a natural disaster. Mr. Relos questioned when the refund would kick in. Mr. Reinke stated that anything outside of a weather or natural disaster that would force cancellation. Mr. Relos stated so in the case of a weather related cancellation, the money would not be refunded. Mr. Reinke stated in the case of severe weather, or natural disaster, that is correct. He added even if we had one runner, we would still do the race; it's not our option to not do the race. Ms. Kara Boyles asked how many online reservations they get. Mr. Reinke stated they will know for sure the week before the event, noting they cut off registration the day before the event. Mr. Reinke stated "I'm willing to say to you and sign off that we will refund the money if we don't do the event." Ms. Greene questioned how they will relay that information to the registrants. Mr. Reinke stated they will put it on their website and it will probably be front page news due to the coverage the news is currently giving his event. Mr. Reinke added that currently they have sixty-six (66) people registered and are hopeful that if the event is allowed to happen, to have 300 to 400 runners. He added that even if not, they will still do the race, Ms. Greene stated the other question is regarding the sponsors listed. She read the names of the current list of sponsors listed on his website and noted there's a question on who the charity beneficiary is at this point and how it's communicated. She informed Mr. Reinke he would need to provide written communication from each sponsor and charity affirming they are committed before Tuesday's Board meeting. Mr. Reinke stated he could do that but there are a few situations where sponsors are waiting for the Board's decision. He said if this gets approved, it could change who the sponsors and charities are. Mr. Reinke confirmed the Food Bank agreed they don't want to be involved. Mr. Eric Horvath, Director of Public Works, stated the sponsors and charities can put in their letter that it is pending the City approval. Mr. Relos requested Mr. Reinke put the refund information on the race website by Tuesday and that it won't be canceled due to weather related issues unless it is severe weather. Mr. Reinke agreed to do so. - Change Order — Digester No. 2 Upgrade and Digester Cleaning Mr. Jacob Klosinski, Wastewater, stated this Change Order is due to several issues, all of which are necessary and unforeseen. He went on to explain these issues include pipe conflicts in the tunnels and asbestos abatement. He noted the increase also includes the cost of a pump rental through December to perform the work necessary to address these issues. — Special Purchase — Kirby Risk Mr. Jacob Klosinski, Wastewater, stated this is a sole source purchase of software to upgrade the SCADA network server and software. He stated the way it was explained to him is it is similar to upgrading Windows. Ms. Roos questioned if Information Technologies has signed off on this one. Ms. Greene stated she had followed up with Keith and he has. Mr. Eric Horvath, Director of Public Works, stated "I get why we need the sole source and the compatibility, but is Kirby Risk the only vendor that sells this?" Mr. Klosinski stated, no, there are other vendors, but they have areas they service and this is the vendor in this area. Attorney Cheryl Greene clarified to him it is PUBLIC AGENDA SESSION MARCH 20, 2014 103 the manufacturer that is the sole source, not the distributor. One manufacturer makes the software, but it can be distributed by numerous vendors. Therefore, it is a sole source manufacturer of this software the City is purchasing. - Procession — Bend it `til it Breaks Mr. Mike McNeff, Applicant, stated "Bend it `til it Breaks" is an attempt to break the world record of a pub crawl. He noted he will need almost 5,000 people to participate in order to break the record. Mr. McNeff stated this is not a drinking event; the main goal is to collect records of participation at each location. He noted participants can drink any beverage, including water, or juice — it doesn't have to be alcohol. Mr. McNeff stated that each location is picking a charity of their choice and will donate proceeds from the event to that charity. He noted he is working with the former Football Hall of Fame, and the Cove for the start and finish of the event, and the start and finish will be the party. Ms. Roos asked how people will be getting around, are they following a route. Mr. McNeff stated they will have a specific route. Ms. Roos asked in terms of walking, will they stay on sidewalks, and are they going to request extra police. Mr. McNeff stated they will stay on the sidewalks and cross at intersections. He added he has met with the Police and asked for extra police to assist with crossing the streets. She questioned if there is a specific ending time for the event. Mr. McNeff stated they are to be at the Cove by 8:00 p.m. He added the deadline is all about collecting a record of information of the number of liquids consumed and the number of places stopped at. Mr. McNeff informed the Board that ten (10) charities will be involved, and any money left behind will be divided up amongst those charities. Ms. Roos requested additional information that would be helpful to the Board in the form of letters from all of the sponsors and charities to state they are in support. She requested Mr. McNeff have a discussion with Aaron Perri, Downtown South Bend, and he confirm that businesses are on board with this many people walking downtown. She added this is also the same day as the Glow in the Park event and both events end at the Cove; the Board needs to know that Joe Hart, Silver Hawks, is on board, and the Police Department is on board. Mr. Relos noted both events end at the Cove at 8:00, and questioned if that would be feasible. Ms. Greene stated Joe Hart has been involved in this and is aware there will be two events ending at the Cove at the same time and says they can handle it. She added they just have to make sure they are compliant with code regulations on seating capacity. Ms. Roos stated the Board will need confirmation from Joe Hart that they can accommodate both events. Ms. Marcia Qualls, Engineering, informed the Board that Mr. Hart was present at a meeting she attended on this event and stated he could handle both events at the same time. Ms. Roos stated the Board will need that on the record in writing, along with letters from all of the participating pubs and from Joe Hart and Aaron Perri, Mr. McNeff stated one thing he brought up is to make one or two of the stops in the middle of the route completely non-alcoholic. Ms. Roos asked what his target audience is. Mr. McNeff stated all ages over twenty-one (21). He noted they are going for the world record; it's not about the alcohol. - Request to Advertise — 2014 Infrared Pavement Patching Ms. Roos questioned if Eric Horvath and Kara Boyles are good with the specifications on this bid. Mr. Horvath stated he doesn't want to lose any time on the weather and is ready to get the bid out. He questioned if there were any issues with last year's bid. Ms. Greene stated they made some changes to the specifications last year to open them up so more vendors can compete. Mr. Horvath noted they may want to put in the minimum numbers of patches they want to do so they can get a better price based on a quantity bid. Bid Award — Transmission Rebuild and Repair Mr. Jeff Hudak, Central Services, stated the award on this bid is going to the low bidder and all bidders were compliant. Bid Award — Pre -Qualification for Body Shop Repair Service Attorney Cheryl Greene informed the Board that there is one irregularity with this bid. She stated Mr. Hudak spoke to her about it and she is okay with the award. Ms. Greene explained there was only one bid received and they did not include a bid bond. She stated the specifications required a bid bond, but that should not have been included in the specs because this is a service. Ms. Greene added that since there was only one (1) bidder, even if the bid is rejected, you would go to the open market and award to this vendor. She added the Board has the legal right to waive the irregularity. - Reject Bids - Thirty -Seven (37), More or Less, 2014 or Newer, All Wheel Drive Police Patrol Vehicles Mr. Hudak stated the bids for these vehicles are being rejected due to one bidder being non- responsive to the specifications and unable to meet the specifications, and the other two with cut- off dates the City couldn't meet. Ms. Roos stated the Police Department is going to work with Central Services on adding CNG in the specifications so there aren't any problems with that. She PUBLIC AGENDA SESSION MARCH 20, 2014 104 noted they also need to do more research on certification of vendors that do the installation. Mr. Hudak stated he already did and found only three (3) or four (4). He added that certification doesn't necessarily have to do with the installation. - Government Contract Order — SBC Global Services Mr. Horvath questioned if the City should explore the possibility of connecting to the Metronet, rather than continuing to contract for T1 Data Lines. He noted it is a better system and less expensive. He stated his main concern is the length of the contract at three (3) years. If the Metronet is not available now, there's a good possibility it will be before the end of three (3) years. He stated he would be more comfortable with a shorter term, and suggested at least just do six (6) months to a year. Ms. Roos requested Mr. Horvath and Ms. Boyles look into the feasibility of connecting to the Metronet at the golf courses and recreation centers and stated the Board will most likely table this if it is not ready by Tuesday. PRIVILEGE OF THE FLOOR Mr. Murray Miller, Local No. 645, questioned if the same specifications used last year, were being used again this year for the Infrared Pavement Patching. Ms. Greene stated they are using last year's specifications which were redone last year. She noted Mr. Miller wasn't unhappy with them last year; they opened up the bid to allow more bidders to qualify. The Clerk was instructed to post the agenda and notify the media and other persons who have requested notice of the meeting agenda. No other business came before the Board. Upon a motion by Ms. Roos, seconded by Mr. Henthorn and carried, the meeting adjourned at 11:33 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President Patrick M. Henthorn, Member Brian J-.7awlowski, Member t f�y�� i da M. Martin, Clerk b REGULAR MEETING MARCH 25, 2014 The Regular Meeting of the Board of Public Works was convened at 9:41 a.m. on Tuesday, March 25, 2014, by Board President Gary A. Gilot, with Board Members David P. Relos, Kathryn E. Roos, Patrick M. Henthorn, 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. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of a Professional Services Agreement with Kevin Andreassi. Mr. Gilot added that he has been asked to move up the opening of the bids for the Trucking of Materials from the City of South Bend's Organic Facility to allow time for review and award yet today. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Roos, seconded by Mr. Henthorn and carried, the Minutes of the Agenda Review Session of March 6, 2014 the Regular Meeting of March 11, 2014, and the Claims Meeting of the Board held on March 18, 2014, were approved. OPEN AND AWARD OF BIDS — TRUCKING OF MATERIAL FROM THE CITY OF SOUTH BEND ORGANIC RESOURCES FACILITY ORGANIC RESOURCES OPERATIONS) This was the date set for receiving and opening of sealed bids for the above referenced project. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri-