Loading...
HomeMy WebLinkAbout12/17/2015 Agenda ReviewAGENDA REVIEW SESSION DECEMBER 17.2015 434 The Agenda Review Session of the Board of Public Works was convened at 10:33 a.m. on December 17, 2015, by Board President Gary A. Gilot, with Board Members David Relos, Elizabeth Maradik, and Therese Dorau present. Board Member James Mueller was absent. Also present was Attorney Michael Schmidt. Board of Public Works Clerk. Linda Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. OPENING OF QUOTATIONS — PROTECTIVE CLOTHING FOR STRUCTURAL FIREFIGHTING (CLOTHING ALLOWANCE) Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referenced project. T'he following Quotations were opened and read: 5 ALARM FIRE AND SAFETY EQUIPMENT LLC 350 Austin Circle Delafield, WI 53018 Quotation was submitted by Joli Clark QUOTATION: $30,550.00 PHOENIX SAFETY OUTFITTERS LLC 1619 Commerce Rd. Springfield, OH 45504 Quotation was submitted by Jeff Sbimel QUOTATION: $27,300.00 IIOOSIER FIRE EQUIPMENT INC 4009 Montdalc Park Dr. Valparaiso, IN 46383 Quotation was submitted by James E. Daly QUOTATION: $30,693.00 Upon a motion made by Mr. Gilot, seconded by Mr. Relos and carried, the above Quotations were referred to the Fire Department for review and recommendation. OPENING OF QUOTATIONS — REPLACEMENT LED LUMINARIES — PROJECT NO 115 134 (LIGHT UP SOUTH BEND) Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referenced project. The following Quotations were opened and read: ALL -PHASE ELECTRIC SUPPLY 1385 N Bendix Dr. South Bend, IN 46628 Quotation was submitted by Dave Maly QUOTATION: $63,800.00 KIRBY RISK CORPORATION 1331 N. Iowa St South Bend, IN 46628 Quotation was submitted by Robert E. Hollibaugh QUOTATION: $70,889.00 WESCO DISTRIBUTION. INC 3412 Boland Dr. South Bend, IN 46628 AGENDA REVIEW SESSION DECEMBER 17, 2015 435 Quotation was submitted by Robert Burnett QUOTATION: $66,110.00 Upon a motion made by Mr. Gilot, seconded by Mr. Relos and carried, the above Quotations were referred to Engineering for review and recommendation. OPENING OF QUOTATIONS — SECURITY UPGRADES AT THE CENTURY CENTER — PRO.IECT NO. 115-136 (SMG OPERATIONS) -- Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referenced project. The following Quotations were opened and read: COMMUNICATION COMPANY 5320 S. Main St. South Bend, IN 46614 Quotation was submitted by Barry L. Schleiger QUOTATION: $57,897.00 ESCO COMMUNICATIONS, INC. 13565 McKinley Hwy, Ste. 4 Mishawaka, IN 46545 Quotation was submitted by Christopher S. McCarty QUOTATION: $40,460.00 JOHNSON CONTROLS, INC. 1500 Huntington Dr. Calumet City, IL 60409 Quotation was submitted by Brian K. Gilland QUOTATION: S53,291.00 Upon a motion made by Mr. Gilot, seconded by Mr. Relos and carried, the above Quotations were referred to Engineering for review and recommendation. OPEN AND AWARD OF QUOTATIONS — PORTABLE DIESEL ENGINE HYDRAULIC POWER UNIT (UTILITIES. ENVIRONMENTAL SERVICES, SEWAGE WORKS CAPITAL) Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referenced project. The following Quotation was opened and read: XYLEM DEWATERING SOLUTIONS 16830 Chicago Ave Lansing, IL 60438 Quotation was submitted by Jeff Fata QUOTATION: $51,445.00 Upon a motion made by Ms. Maradik, seconded by Mr. Relos and tamed, the above quotation was referred to Environmental Services for review and recommendation. After review, Mr. Jacob Klosinski, Environmental Services, recommended the award go to Xylem Dewatering Solutions, the only responsive and responsible bidder, in the amount of S51,445.00. APPROVAL OF PERMIT EXTENSION The following permit extension was resented for approval: Peerless Ocenpancy Permit November 17, 2015 — N. Lafayette MaradikiRelos Midwest Extension for Water December 17, 2015; 1 Boulevard AGENDA REVIEW SESSION DECEMBER 17, 2015 436 Well Drilling, Extend through January between Navarre Construction and 17, 2016 St. and Testing Memorial Drive Board members discussed the following items from the agenda: Mr. Gilot announced to those present if their item is boilerplate, with no issues, the Board doesn't need to discuss, noting the agenda is extremely long and there isn't time to discuss everything. -- - Professional Services Agreement— Adoxio Business Solutions Limited Mr. Dan O'Connor, IT Department, stated this Microsoft Dynamics CRM implementation is used by 311. He noted this will be a joint venture with the County, adding they will be using the City's processes and updating for their own use. Special Purchase —Microsoft through Adxstudio Mr. Matt Coates, IT Department, stated there are no other products available that will meet this requirement; to change programs would require a complete overhaul of the system and increase in cost. He noted the annual maintenance fee is 54,000.00. - Professional Services Agreement— ENS Group Mr. Dan O'Connor stated this is for a one-time technology risk assessment for City offices. Mr. Gilot informed him there is a Federal confidentiality issue related to security that Mr. O'Connor needed to review. - Professional Services Agreement— Kronos Inc. Mr. Dan O'Connor, IT Department, stated this time system is a joint Police, City, and County project. Ms. Dorau asked if the cost was the total, or just the City's cost. Mr. O'Connor stated the cost on the agenda is only the City's cost. - Professional Services Agreement—Microlntegration Mr. Shawn Delahanty, IT Department, stated this is an outsourcing of the City's active directory/group policy. He stated they will use remote desktop control. Mr. Gilot noted there are security issues regarding the use of remote control by a third party that they will need to address. - Memorandum to the Board Attorney Michael Schmidt stated the Board approved the advertising for proposals for catering service for the Morris Performing Arts Center and the Palais Royale. He said the results that came in showed that Navarre Hospitality was the highest scoring proposal. Mr. Schmidt stated pursuant to Indiana Code, he is asking the Board allow Mr. Dennis Andres to negotiate the final best contract. He added he will work closely with him on the legal contract. He noted price was only one aspect of the rating, there were a number of different aspects to the agreement and there are still a number of things to go through before awarding the contract. Mr. Gilot questioned what the process is if there are non-negotiable issues. Attorney Schmidt stated the contract would go to the next highest scorer. - Request to Suspend Sections 8 ad of Resolution No. 87-2011, Amending Contracts for Fmcrgcncy Towing for the Public Right -of -Way Assistant City Attorney Tasha Outlaw stated she is submitting this request to allow review of the current towing regulations. She explained the Police do not have the vendors on the towing list to serve their needs, which includes large tows. She slated she is asking to suspend the regulations to go beyond the list and use other companies and review whether the City should do a request for proposals for the service. Mr. Gilot asked if the other towing companies would be rotated. Officer Eugene Eyster stated no, they only do the large tows. Mr. Eric Horvath, Director of Public Works, suggested they look at the abandoned vehicle towing also, noting there are two trucks the City uses for those tows and it might make sense to look at including that process in the request for proposals. - Amendment to Professional Services Agreement — Lawson -Fisher Associates _ Mr. Kieran Fahey, Engineering, stated this service is to provide diginds of sewer lines and manholes to prioritize where money should be spent. He stated they looked at doing this in-house and it was 1/3 of the cost to outsource to a company that has the right equipment and staffing. He noted the City's cameras are not accurate for large manholes, they are designed only for small ones. - Change Order —2015 Utility Cut Repairs Mr. Toy Villa, Engineering, stated this change order is for a time extension of sixty-two (62) calendar days. He noted due to the asphalt plants being shut down in the winter, the contractor won't be able to finish until spring, adding they can only add to the chargeable dates, they can't charge for winter months based on the contract language. AGENDA REVIEW SESSION DECEMBER 17, 2015 437 - Change Order — 2015 Traffic Detector Loops Mr. Toy Villa, Engineering, stated this delay is the City's fault. He explained the traffic loops weren't provided in a timely manner. He noted he is requesting thirty (30) additional days to add to the April Ft workable days. - Request to Advertise - South Bend One -Way to Two -Way Traffic Conversion Mr. Corbitt Kerr, Engineering, stated this will be a single bid, divisible by division. Mr. Gilot asked if the City gave them a traffic maintenance plan. Mr. Kerr stated they did but will allow the bidder to provide a better and faster plan. - Amendment to Professional Services Agreement —American Structurepoint, Inc. Mr. Michael Carey, Engineering, stated this is for a small increase due to a change in the _. direction of the Boland Trail path and the discovery of a cemetery within 100' of the revised path. Professional Services Agreement — American Structurepoint, Inc. Mr. Michael Carey, Engineering, stated this is for the acquisition of some right-of-way property for the Boland Trail project. He stated the cost will be about 52,000.00 to $3,000.00 per property, and he would have the final cost for Tuesday's meeting. - Open Market Purchases —J. W. Wentz & Sons, Inc. Mr. Carey stated this is for the windows at the Hotel LaSalle that was bid but did not receive any responsive bids. He added this will cover the assignment of the proceeds of the contract, and the agreement for the exchange of the money. - Amendment to Professional Services —Jones, Petrie, Rafinski Corporation Mr. Corbitt Kerr, Engineering, stated INDOT was to pave U.S. 933 but the City negotiated and will do the paving as part of the downtown conversion to two-way traffic. Mr. Eric Horvath, Public Works, stated the City will pave from Angela Blvd. to the south to Sample St. - Change Order - Century Center Solar PV Installation Ms. Therese Doran, Sustainability, stated Legal told her this should not be a change order, it should be an amendment. She stated she will submit the correct document for Tuesday's meeting. - Agreement —National Cart Marketing, LLC Mr. Eric Horvath, Public Works, stated this request is due to the trash rate increases. He explained the Council is asking him to look for opportunities to increase revenue. He noted this program of advertising on trash containers will generate about $85,000.00 per year. He added there will be a lot of residents opposed to having advertising on their trash containers, but there won't be an opt -out clause. He explained the vendor will change out the lids with lids that have an insert, and will change out the advertising when the agreements run out. He added they will replace them once a quarter. No other business came before the Board. The meeting adjourned at 11:31 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President a�- avidIY P. elos, Mgnber E iza eth A. Maradik, Member Therese Doran, Member 1am A. Mueller, Member ATTEST: Lin I da M. Martin, Clerk