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HomeMy WebLinkAbout11/06/2014 Agenda ReviewAGENDA REVIEW SESSION NOVEMBER 6, 2014 343 The Agenda Review Session of the Board of Public Works was convened at 10:35 a.m. on November 6, 2014, by Board President Gary A. Gilot, with Board Members David Relos, Kathryn Roos, Patrick Henthorn, and Brian Pawlowski present, Also present were Attorney Cheryl Greene and Attorney Catherine Fanello, Krieg DeVault. 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 REVOCABLE PERMIT FOR ENCROACHMENT - THE SALVATION ARMY Mr. Gilot stated an application for a Revocable Permit has been received for the purpose of placing a kettle and stand with a bell ringer for donation collections to remain in the right-of-way at the South Bend Chocolate Cafe, 122 S. Michigan Street through December 24, 2014. Mr. Gilot noted the owner of the Chocolate Cafe, Mark Tarnow, has given his permission for the Salvation Army to use the sidewalk in front of his business. The encroachment shall remain in the right of way until the time as the Board of Public Works of the City of South Bend shall determine that such encroachment is in any way impairing or interfering with the highway or with the free and same flow of traffic. Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the Revocable Permit was approved. Board members discussed the following item(s) from the agenda. - Release of Obligation Letter Mr. John Wiltrout, Water Works, stated in the early 2000's Water Works received this equipment from the trust. They subsequently abandoned the South Well Field and haven't used it since. Mr. Wiltrout stated he realized that some of the equipment inside the well was of use to Water Works. He contacted Ms. Deborah Albright who contacted IDEM about reusing the equipment in the Fellows Booster Station. IDEM approved and the City agreed to waive any maintenance fees. He explained the trustee wanted something in writing from the City. Mr. Gilot suggested that at some point Water Works might ask them to transfer the ownership of the equipment to the City. - Addendum to Professional Services Agreement — St. Joseph County Chamber of Commerce Ms. Beth Leonard, Community Investment, stated this will be the last year for this contract. - Special Purchase — Digital Ally Lieutenant Chris Voros, Police Department, stated this purchase is a compatibility issue, the Police Department gets automatic uploads for their software. He noted there were some changes requested to the contract by Legal and Digital Ally agreed and will send their South Bend terms contract used previously, by the end of today Ms. Roos questioned if IT signed off on the purchase. Lieutenant Voros noted this is what they have been using for about three (3) years and IT signed off a while back. Mr. George King, Purchasing, state he had talked to IT and they are okay with this. - Award and Reject Bids — Lincolnway West Corridor Improvements Mr. Corbitt Kerr, Engineering, stated he is requesting to award Divisions D and E and reject bids for Division C. He explained they opted to go for Division E because it is a better product, explaining Division C uses a micro surfacing process and Division E uses a thin overlay. He noted it is the same area, just a different process. - Request to Advertise for Bids — UN Tek and UN Kote System Evaluation Mr. Corbitt Kerr, Engineering, stated he has an additional agreement for $56,000.00 for a study with UN Tek to replace sewer lines. He stated there are two (2) breaks in the force main and they are looking to reline the pipe and have specifications done for the other sections. He stated the creation of the specifications needs to be added with Donohue. Mr. Gilot questioned if the corrosion is from the outside or inside. Mr. Corbitt Kerr, Engineering, stated it's been determined it's from the outside. He added they are nearing the life span of the product. Ms. Roos requested he discuss the project with Eric Horvath and Kara Boyles and determine who is responsible for the cost, the County or the City. - Change Order — Removal of Lead Base Paint at Ivy Tower Mr. Toy Villa, Engineering, stated this is for the removal of paint on stairwell railings that wasn't in the original contract. Attorney Greene questioned what the total change on this project was. Ms. Martin, Clerk of the Board, stated the total is at 3.91%. The Board questioned the need for a thirty (30) day extension. Mr. Villa stated they are requesting ten (10) days per stairwell. Ms. Roos noted they should only be given what they need, no extra days. She added the time spent on the extra work should be documented. AGENDA REVIEW SESSION NOVEMBER 6, 2014 344 — Change Order — Southwood Sewer Separation Mr. Toy Villa, Engineering, stated this increase is for existing sidewalks for all streets, Two -Way Conversion of William Street and Lafayette Blvd. Mr. Toy Villa, Engineering, stated this change order will actually be a decrease because they are removing some work. - Change Order — 2014 Curb and Sidewalk Program Mr. Paul South, Street Department, stated this change order is due to poor soil discovered under the sidewalks. He added he submitted a memo with calendar days shown. Mr. Eric Horvath, Public Works Director, stated they are paying the same unit price, this is just an extension. PRIVILEGE OF THE FLOOR Lieutenant Chris Voros, Police Department, stated he spoke to the Board about trading in police motorcycles last year. At that time the trade-in allowance was $12,000. He stated he would like clarification from the Board on whether he can proceed with the trade-in. Attorney Cheryl Greene stated he is running out of time for this year if they're in the budget and if he is intending to bid this out. Ms. Roos stated the first issue they need to look at is how old are they and is it necessary. She requested Lieutenant Voros prepare a cost RIA on that as is done for all vehicles. Mr. George King, Purchasing, stated from the purchasing standpoint, Harley Davidson makes it very advantageous to trade-in. Mr. Horvath stated first they need to determine if it is justifiable and to do that they need to see an overall life cost comparison. 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 11:25a.m. BOARD OF PUBLIC WORKS i Gary A. Gi ot, President Vivid P. Relos, Member athryn E. Roos, Member .� Patrick M. Henthorn, Member Brian J. Pawlowski, Member ATTEST: o_At:Z�4� itida M. Martin, Clerk REGULAR MEETING NOVEMBER 12, 2014 The Regular Meeting of the Board of Public Works was convened at 9:33 a.m. on Wednesday, November 12, 2014, by Board President Gary A. Gilot, with Board Members David Relos, Kathryn E. Roos, Patrick Henthorn, and Brian Pawlowski present. Also present was Attorney Catherine Fanello, Krieg DeVault. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of an application for a reserved handicapped parking space. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Review Meeting of the Board held on October 23, October 28, 2014, and November 4, 2014 were approved.