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Home My WebLink About05/08/2014 Agenda ReviewPUBLIC AGENDA SESSION MAY 8, 2014 146 The Public Agenda Session of the Board of Public Works was convened at 10:34 a.m, on May 8, 2014, by Board President Gary A. Gilot, with Board Members David Relos, Kathryn Roos, Patrick Henthorn, and Brian Pawlowski present. Also present was 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. APPROVAL OF PERMITS AND LICENSES The following permit applications were presented fnr nnnrn. 1& Applicant Description Date/Time Comments Motion Matthys Little Procession; May 10, 2014; Police and Traffic and Carried Request Police League Matthys Opening 9:00 a.m. to Lighting state application cover Western Day Children's 10:30 a.m, received too late; other Ave. and Parade events in conflict and they Sample St. are unable to provide Roos/Relos assistance Holy Cross Procession; May 16, 2014; Traffic and Lighting states Roos/Henthom School May Procession 9:00 a.m. to application received too late; 10:30 a.m. applicant must stay on sidewalks. Board members discussed the following item(s) from the agenda. - Contract Amendment — Dismas House of South Bend Ms. Lory Timmer, Community Investment stated this amendment is to terminate this contract and re -allocate the funds. She explained Dismas is having difficulty complying with the federal regulations of the grant and is willing to give it up. - Change Order — Digester No. 2 Upgrade and Digester Gas Cleaning Mr. Jacob Klosinski, Environmental Services, stated these changes are due to item errors and omissions on the part of the engineer. He added he will have discussions with them on who is paying for the additional work. Attorney Cheryl Greene asked if the City gave them all the necessary information for the project. Mr. Klosinski stated they did. - Professional Services Agreement — ARCADIS U.S., Inc. Mr. Jacob Klosinski, Environmental Services, stated this project, the rehabilitation of secondary clarifiers Nos. 6 and 7 is the next big wave of projects for the wastewater treatment plant, He stated the work will give a better handle on flow rates. Mr. Eric Horvath, Director of Public Works, added this is a top project in the long term control plan. - Agreement — OJS Building Services, Inc. Mr. Dennis Andres, Morris Performing Arts Center, stated this agreement is for the extension of the current 14VAC systems maintenance for the Palais Royale and the Morris Performing Arts Center. He explained the move has been towards different controls on the systems from proprietary, to open up the bidding process. He added the cost of emergency repairs is excessive because they are proprietary. Mr. Eric Horvath, Director of Public Works, asked when we did a change, did we get quotes. Mr. Andres stated they did and even when quotes were compared several years ago, OJS was the lowest. Mr. Horvath asked what they are doing for $50,000. Mr. Andres explained they take care of all parts and maintenance, and replacement of equipment if it breaks down. He added that covers everything except a $2,000.00 cap allowance on plumbing. Mr. Horvath noted they are taking on lot of risk, Ms. Roos agreed and suggested it sounds more like an insurance policy. She questioned if they track OJS's hours. Mr. Andres noted they are in- house every week, it's a great deal. Ms. Horvath suggested they track what they are doing to see if it's a good deal. Ms. Greene asked that they prepare for next year to put the service out for quote, noting the contract cannot be renewed again. - New Installation — No Parking Eddy Street from Madison St. to Campeau St. Mr. Roger Nawrot, Engineering, stated this item was on the February 25 agenda and the Board requested Engineering do a study of individual's access. He stated Engineering sent out letters to twenty-five (25) property owners. Of those, ten (10) came back as vacant; one (1) resident did not want parking removed; and one (1) resident requested the alley be upgraded to an all-weather surface. Mr. Nawrot stated he went out there in the winter and it appears on the east side of Eddy Street all the residents are parking in back of their homes. On the west side of Eddy Street the alley is in bad condition, and severely rutted. He noted there are two (2) houses with garages that hadn't been used for some time. Therefore, Mr. Nawrot stated Engineering recommends the alleys be hard surfaced on the west and east sides, roughly four (4) blocks. Mr. Nawrot stated he approached the INDOT traffic engineer to see if they would participate in the improvements but PUBLIC AGENDA SESSION MAY 8, 2014 147 they are only willing to stripe the streets and put up no parking signs. Mr. Horvath suggested they make the recommendation to INDOT in writing for the installment of the no parking signs and the change to four (4) lanes with the caveat that they do the alley paving. Mr. Gilot suggested they could recommend INDO provide the materials and the City do the paving. Ms. Roos stated the residents need to be informed of what is occurring before the work begins so they can prepare. - Special Purchase — Internet Service Provider Mr. Keith Crain, Information Technologies, stated the current server provider for the City, Logicalis, is pulling out of the City of South Bend at the end of this month. He stated they solicited quotes for internet providers from several providers. Microintegration provided a quote for a twelve (12) month term for $80.00 more a month than the City is currently paying, but for a much stronger connection. He added if the City ends up going with them, they have offered to waive the one-time fee. He noted the timeliness on this matter explaining at the end of the month service will be terminated, and Logicalis will be turning off part of the City's service by May 16. He stated they provide all connections for all of the City buildings. Mr. Crain explained Logicalis purchased Netarx and they are consolidating data centers and closing the South Bend area center. - Reject Bids — Manhole Rehabilitation Mr, Eric Horvath stated these bids are being rejected to re -access the specifications because of inaccuracies with the size of manholes in the specifications. He noted they may rewrite the specs and save money in the long run. Ms. Greene stated the lesson to be learned from this is when you start with a bad specification you need to start the process over instead of trying to patch a bad product. Mr. Horvath stated Engineering is working on the specifications to get this back out for bid. - Change Order and Project Completion Affidavit — Ignition Park Demolitions, Phase IV Mr. Relos suggested this item should be removed from the agenda because it was discovered the project is not complete yet, more work is forthcoming. - Professional Services Agreement — ARCADIS U.S., Inc. Ms. Linda Martin, Clerk of the Board, stated Water Works has requested this agreement be removed from the agenda and put on the next agenda because it is still a work in progress. - Sidewalk Cafe Application — T. Lee, LLC d/b/a The View Tavern Mr. Corbitt Kerr, City Engineer, stated after he wrote his favorable recommendation for this request, he realized the Jefferson Streetscapes will be under construction and will interfere with the ability for the View Tavern to place a sidewalk cafe outside their establishment. The Board agreed to approve the request with a qualifier that it would need to be placed only between times of active construction on that portion of Jefferson Blvd. 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. The meeting adjourned at 11:57 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President ATTEST: iv `LirYda M. Martin, Clerk