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HomeMy WebLinkAbout01212016 Agenda Review SessionAGENDA REVIEW SESSION JANUARY 21, 2016 13 The Agenda Review Session of the Board of Public Works was convened at 10:34 a.m. on January 21, 2016, by Board President Gary A. Gilot, with Board Members David Relos, Elizabeth Maradik, Therese Dorau, and James Mueller present. 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. Board members discussed the following item(s) from the agenda. - Award Bids Mr. Jeff Hudak, Equipment Services, stated both 4X4 truck bids are for replacement of aging vehicles. He stated the utility vehicles will be CNG. He noted they will move the ones being replaced down the list and gut rid of the worst three (3) vehicles. - Request to Advertise— Miscellaneous Vehicles Mr. Hudak stated all of these bids will offer the opportunity to bid CNG as an alternate. Mr. Gilot questioned if without CNG should be the alternate. Attorney Michael Schmidt stated the language in the specifications allows an award with the alternate, even if it is not less expensive than without the CNG. Mr. Gilot asked if the truck for Code Enforcement will allow the drivers lifting of equipment. Mr. Hudak stated no, these are smaller for access in alleys, and only have room for small pick-ups like tires. - Award Proposal — Fuel Management System Mr, Matt Chlebowski, Central Services, informed the Board his department did an analysis on CNG and found the City is averaging $1.52 per gallon less on the compressed natural gas compared to liquid fuel. He slated they used about 58,000 gallons. Mr. Chlebowski stated a group made up of himself, Purchasing, and information Technologies reviewed and put together a scoring analysis and found B&K Equipment to be the highest scorer. He added they put together all the information relevant to the award of the request for proposals and asked how to proceed to get all of the information distributed to the Board, or determine what information the Board needed to review prior to the award. Mr. George King, Purchasing, stated he would work with the Clerk of the Board on what material needs to be on file. Attorney Schmidt stated when there is a request for proposals, the data used for the award should be available. Mr. Chlebowski noted five (5) people reviewed and scored the proposals. Mr. Horvath stated the Board can't take the price only; that is just a small percentage of the scores. — Special Purchase Lieutenant Chris Voros, Police Department, stated the Police Department has a current credit for $16,562.10 with R&B Car Company. He noted they went there to look for trucks to replace an aging one and found two (2). He noted based on the NADA report, they chose the one with the highest value, adding the funding is from their non -reverting asset forfeiture fund. Mr. Gilot questioned why they we purchasing fleet; adding why isn't Equipment Services doing the purchase? Mr. Eric Horvath, Director of Public Works, questioned if this even falls within the criteria of a special purchase. Attorney Schmidt stated he had not seen the paperwork on this, but had reservations about this as a special purchase. He addedhe looked at it as a significant savings, but based on the availability of other tricks to fit their needs at a lower cost without the special trim package, this does not appear to be a true comparison and he was not slue this meets the significant savings criteria. Mr. Horvath questioned how the Police Department had a credit. Lt. Voros stated it was from a trade-in of another SOS unit. He added it will probably be a couple of years before there is a need for any more vehicles. Mr. Chlebowski stated Equipment Services did some research, and the truck needs to be replaced, but not with this one, He added it has a lot of fancy details, and is not comparable with what is available. Mr. Chlebowski noted they could probably buy a brand new truck for the same price with a five (5) year warranty, adding this one is five (5) years old. He stated if there's a credit, they need to look at how to do this. Mr. Horvath stated he was still confused on how there is a credit, noting when you trade-in a vehicle, you use the credit. Lt. Voros explained when they traded in the SOS vehicles, they didn't need as many so that left a credit on the account. Be stated they thought they would be using the credit eventually, but the program was canceled so they don't need them. Mr. Gilot stated he was uncomfortable with this and asked Lt. Voros to work with Legal and Equipment Services on this. Mr. Horvath agreed, and added they need to make sure they are following the proper procedure. Ms. Dorau questioned why they are in the plowing business. Lt. Voros stated they operate twenty-four (24) hours and have to be able to get patrol vehicles in and out at all times. Mr. Gilot stated when it's fleet, it should be done through Central Services. Lt. Voros stated he wasn't trying to go behind their back, he had been talking to Mr. Hudak about it and the only issue that came up was the special trim package. Mr. Hudak agreed and added also the plow; there is no plow on the truck. Mr. Horvath informed Lt. Voros that if it's critical, if they AGENDA REVIEW SESSION JANUARY 21, 2016 14 can't get this worked out and are in need of a plow truck, Equipment Services can get them a plow truck for use now. - Amendment No. 1 to Professional Services Agreement- Arcadis U.S., Inc. Mr. Ed Herman, Water Works, stated Areadis is almost complete on this project but they have asked them for additional information on the Memorial wells analysis for geo-thermal interference. He stated Memorial is pumping a significant amount of water, almost 6,000 sallons per minute on average. Mr. Horvath explained the City has provisions in their agreement that allows them to shut their pumping down anytime, but Memorial only needs to run this for a. year and they will have their payback. He noted the City looked at trying to find a use for the geo — thermal water, but it would only cause additional problems. Rescind Project Completion Affidavit and Issue New Change Order and Project Completion Affidavit Mr. Toy Villa, Engineering, stated he needs to rescind the completion affidavit and reissue due to an addendum that was issued that changed the liquidated damages charges from $1,500.00 to $500.00. He noted he had used the $1,500.00 rate so now the City owes them a refund on the liquidated damages. - Bid Rejection - Colfax Avenue and Hill Street Improvements Mr. Corbin Kerr, Engineering, stated all of the bids came in over the budget due to elevation issues. He noted the budget was in the $70,000.00 range, and the bids all came in over $100,000.00. - Request to Advertise - 2016 Yard Lamp Post Program Ms. Doran questioned Mr. Villa and Mr. Kerr if they had picked out the design and if they would have any interest in review from people who have expertise in the dark sky community. Mr. Kerr stated they are using the same posts as previously used for conformity in the City, trying to continue with what was done before. Mr. Horvath asked if she was suggesting to do a survey. Ms. Dorau stated no, she would just hand the catalogue to someone knowledgeable in dark skies and see what they suggest the City use. Mr. Gilot noted there is a range of light they prefer. Mr. Mueller stated they need to make sure the regular citizens are happy with a change too, not just the experts. Mr. Horvath stated if we are going to survey, reach out to the community; don't let one individual or expert change a program that is helping citizens. IIe added if Ms. Dorau was _ concerned that the City wasn't addressing concerns, she should do a survey. Mr. Kerr noted the timeline is to go out and advertise next week. - Consent to Annexation - 22500 Lincolnway West Ms. Maradik stated this property is adjacent to the City and the owner should petition the City to annex the property. Mr. Horvath agreed and stated they need an agreement in place. - Bid Award - East Bank Sewer Separation Mr. Toy Villa, Engineering, stated the Roard had not awarded this bid due to some property acquisition issues that were discovered. He noted everything is ready to go now. - Professional Services Agreement - Kolata Enterprises Mr. Relos stated this agreement should go to the Redevelopment Commission for approval, and it may not be necessary for the Board of Works to review it at all. He noted it is TIF funding and the Redevelopment Commission needs to approve the funding. No other business came before the Board. Upon a motion by Ms. Maradik, seconded by Mr. Relos and carried, the meeting adjourned at 11:59 a.m. BOARD OF PUBLIC WORKS Gary A. Ghot, President David P. Relos, - ember ^ tl, Elizabeth A. Maradik, Member Therese Doom, Me er Ja A. Muelleber