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HomeMy WebLinkAbout04072016 Agenda Review SessionAGENDA REVIEW SESSION APRIL 7, 2016 123 The Agenda Review Session of the Board of Public Works was convened at 10:35 a.m. on April 7, 2016, by Board President Gary A. Gilot with Board Members David Relos, Elizabeth Maradik, and Therese Doran present. Board Member James Mueller was absent. Also present was Attorney Michael Schmidt. The meeting was held in the 13'h Floor Boardroom, County -City Building, 227 W. Jefferson Blvd., South Bend, Indiana. Board of Public Works Clerk, Linda Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. CHANGE TO THE AGENDA Mr. Gilot noted Item No. I 1 Q, an Authorization for Payment is being corrected to $149,000.00 from $147,000.00. Board members discussed the following items) from the agenda - First Amendment to the US Composting Council Certificate Program for Seal of Testing Assurance Program Rules — U.S. Composting Council Ms. Nancy Clay, Environmental Services, stated Ken Smith, Environmental Services, went to a biosolids conference recently and discovered you can get your compost certified and use the U.S. Compost Council's seal on it. She stated since cleaning up their legacy pile and eliminating plastics, they want to look at marketing their compost better and they thought this would be good to show they make a quality product. Ms. Dorau stated she gets questions about the City compost from time to time and noted this is a great idea to show previous problems have been resolved. Mr. Relos questioned how long it will take to get certified. Mr. Ken Smith stated they already sent samples to the lab so it should be soon. Mr. Relos asked if the City can charge for it. Mr. At Greek, Environmental Services, stated they will eventually look at what they are charging. Ms. Clay noted landscaping companies are purchasing the compost and charging triple what the City charges so they will look at charging more. Mr. Gilot noted the compost helps with water conservation and saves on landfill dumping, adding it is a very good project. Mr. Relos asked if this is a one year certification. Ms. Clay stated the U.S. Composting Council comes back every year to recertify the plant. — Professional Services Agreement — Arcadis U.S., Inc. Mr. At Greek, Environmental Services, stated they were challenged by the Director of Public Works to try to figure out what the next water meter technology will be. He stated they took a — look at the whole process, and determined they need to look at how to improve billing software to fix multiple issues. He stated they are asking to hire Arcadis to do an administrative software analysis and look at customer service, billing and processing. He noted they have $10,000,000.00 invested in water meters and they want to make sure the software is the best fit for reading meters, billing, and customer service. He added they are working with the City Information Technology Department on the process. Mr. Gilot reminded Mr. Greek that the software needs to be IURC compliant, and not all software is. — Special Purchase — Kraft Power Corporation Mr. At Greek, Environmental Services, stated this request for a special purchase is to rebuild the raw pump engine at the Environmental Services plant. He noted of all the expensive equipment at the plant, this is the most critical equipment of all. Mr. Creek said they did a thorough evaluation on how to get this engine rebuilt when it was determined it was time to do a complete overhaul. Mr. Ken Smiths, Environmental Services, stated General Electric bought out Waukesha, which is the manufacturer of this engine. Since then Kraft has taken over this Indiana territory. Mr. Smith stated they have a letter from the manufacturer that states Kraft is the sole representative in this area for G.E. Mr. Gilot asked how much a new pump would cost. Mr. Greek stated it would be between $200,000 and $250,000. Ms. Dorau asked how much additional time this should give them on this pump. Mr. Smith stated they should be able to get another 15-20 years before anything else needs to be done. He added it's hard to figure because it would be based on hours of use. Mr. Gilot questioned if another vendor could service the pump. Mr. Smith stated if they used someone else in the area, that contractor would have to purchase the parts from Kraft and Environmental Services would have to determine if they were qualified to work on Waukesha engines. - Service Agreement —Perkin Elmer Health Sciences, Inc. Mr. Greek stated this is the regular maintenance agreement for the chiller. Attorney Michael Schmidt noted if it's under $25,000 Mr. Greek can sign the agreement, but Legal still needs to review it. - Professional Services Agreement — Webster Environmental Associates, Inc. AGENDA REVIEW SESSION APRIL 7, 2016 124 Mr. Jacob Klosinski, Environmental Services, stated they did a study of odor issues west of town, and this is the finalized plans for this work. Ms. Dorau asked if this is to pretreat sewage for odor. Mr. Klosinski stated it is, they will pretreat with calcium nitrate. He noted the work will reduce the number of deliveries of the chemical to about twice a year rather than several times a week, which will be a substantial savings. Mr. Greek noted there is the potential to have serious issues with the pipes corroding from chemicals because they aren't pumping all the time, the flow is just sitting in the pipe. This process, he added, will keep it flowing, preventing deterioration. - Response Letter- Greeley and Hansen Mr. Jacob Klosinski, Environmental Services, stated Grand River Construction came to the Board meeting to plead their case regarding the Digester No. 2 Upgrade project problems in March. He noted Greeley and Hansen was asked by the Board to respond as the engineer on this project. He stated this letter is what they have come back with. Attorney Schmidt requested in the future, if things arc going this direction, it might be best to have them sent to legal and legal can forward to the appropriate staff. He noted the letter is very technical. Ms. Maradik questioned what the Board's action should be at their regular meeting. Attorney Schmidt stated the Board will advise Mr. Klosinski what the next step is he should take. Mr. Relos questioned if there is a suggested route for the Board on Tuesday. Attorney Schmidt stated the Board should weigh the letter, and share it with Grand River Construction if that is the Board's official stance on the claim. He noted the last offer was for $150,000 and Grand River counter -offered $0. He suggested the Board could make a counter-offer. Mr. Klosinski requested the item be moved up on the agenda on Tuesday due to scheduling conflicts he had with two other meetings. - Professional Services Agreement -North American Administrators, L.P. Ms. Caitlyn Chase, Human Resources, stated this item was on the last agenda but was tabled due to not receiving the original agreement in time. She noted the only change is the $300.00 fee is not a yearly fee, it is an initial fee that they may do away with. - Opening of Bids - 2016 Parking Garage Improvements - Prej eel No. 115-143 Mr. Rich Estes, Engineering, stated this is only for elevator improvements for Wayne and Leighton Parking garages. Mr. Kerr, Engineering, stated this is keeping the cab and replacing basically everything else. - Change Orders: - WestemAvetiucStreetscapes Mr. Toy Villa, Engineering, stated this is for replacement of a couple of lights that were knocked down. He noted the cost of one is recoverable from a plow truck operator at a grocery store who hit it. - Ignition Park Infrastructure, Phase IC, Division B Mr. Villa stated this is for more landscaping around the cooling towers for screening - Title Sheet- Four Winds Casino Development Mr. Corbitt Ken, Engineering, stated this Title Sheet is only for the sewer and water. He noted they are tying in to the City's sewer and water so the City is approving their plans. He added it will be dedicated to the City to maintain. - Amendment No. 2 to Professional Services Agreement - American Structurepoint, Inc. Attorney Schmidt questioned if this was the first amendment. Mr. Ken stated this is the second one, and there will be a third. He added this is for additional streetscape work for the one-way to two-way streets conversion. Mr. Jitin Kain, Public Works, stated if the City had negotiated the details up front, they probably could have gotten a lower price, but the project has evolved as it goes along. Ile noted this is the first time for this kind of project. Mr. Kain explained American Structurepoint combines all of the project documents into one document every time there is additional work added so the contractors have everything in one (1) document. - Sidewalk Cafe Permits Mr. Kerr stated both of the proposed set-ups on these cafes at Cafe Navarre and Cinco 5 International violate ADA regulations. He staled the drawings they submitted are non -compliant, but it would be possible at Cafe Navarre if two (2) parking signs were relocated. He added one (1) is a one (1) hour parking, and one (1) is handicapped parking. He stated there are three (3) choices; the Board can just remove parking along there; they can deny the application; or they can allow it knowing it's not ADA compliant. Mr. Ken recommended the Board have a drawing showing ADA compliance approved and require them to comply with that setup. Ms. Maradik stated the Board can't approve a setup that is non -compliant to ADA laws. She suggested they need a letter approving the setup only if Cafd Navarre submits an ADA compliant drawing. Mr. Kerr requested this application be removed from the agenda. IIe stated Cinco 5 is also not ADA compliant, but if they are willing to pay to relocate a trash can and sign, it will work. The Board suggested if the cost is not excessive, the City pay part or all just to accommodate the business. AGENDA REVIEW SESSION APRIL 7, 2016 125 - License for Public Parking Facility Mc Kerr stated his comments denying the parking facility at 117 S. William St. were meant for 116 S. William St. He explained he looked at the wrong location, and 117 S. William St. is okay. Mr. Kerr added that the owner of the parking facility at 322 S. Lafayette Blvd. is in the process of getting legal access and asked if this should be tabled until that process is complete. He noted the problem was that this is a vacated alley and the petitioner only owns half of it. - New Installation — No Parking Lafayette Blvd. between Navarre St. and Bartlett St. and Riverside Dr. between Lafayette Blvd. and Michigan St. Mr. Kerr stated the purpose for these temporary signs is to redirect traffic during the two-way — streets conversions to allow passage of emergency vehicles and buses. Mr. Gilot suggested they install temporary signage showing where to park for the Leeper Park duck pond. - New Installation —No Parking on Lafayette Blvd. at Intersection with Wayne St. Mr. Ken stated this is to correct a site distance issue resulting from the removal of tratiic lights. He added this is a temporary fix, bump -outs will be installed eventually. - Award Bids — 2016-2017 Chemicals Mr. George King, Purchasing, stated it should be noted that two (2) bidders were non -compliant to the bid specs and one (1) bidder submitted a bid for a foreign product. Attorney Schmidt added the specs stated specifically that the bid must be for domestic products. No other business came before the Board. The meeting adjourned at 12:20 p.m. BOARD OF PUBLIC WORKS '`U*v}kA_ AR Gary A. �Gilot, President DavidePRelos,, N['mber Elizabeth A. _Maradik, Member Therese Drum, Member James A. Mueller, Member ATTEST: tL da M. Martin, Clerk REGULAR MEETING APRIL 12, 2016 The Regular Meeting of the Board of Public Works was convened at 9:35 a.m. on April 12, 2016, by Board President Gary A. Gilot, with Board Members David Relos, Elizabeth Maradik, James Mueller, and Therese Donau present. Also present was Board Attorney Michael Schmidt. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Review Meeting of the Board held on March 17, March 22, and March 29, and April 5, 2016, were approved. _ APPROVE CORRECTION TO SCRIVENER'S ERROR Upon a motion by Mr. Relos, seconded by Ms. Maradik and carried, the Board approved the correction to the scrivener's error in the Minutes of March 8, 2016. The correction to the missing name of the bidder on the bid opening of the Rum Village Nature Center Roof project, Margin Roofing, LLC, 9325 N. 930 E. New Carlisle, Indiana, was noted. OPENING OF BIDS — ONE (1) OR MORE 2016 OR NEWER COMBINATION JET RODDER/VACUUM MACHINE WITH CAB AND CHASSIS (SEWFR CAPITAL)