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HomeMy WebLinkAbout05052016 Agenda Review SessionAGENDA REVIEW SESSION MAY 5.2016 167 The Agenda Review Session of the Board of Public Works was convened at 10:34 a.m. on May 5, 2016, by Board President Gary A. Cider with Board Members Elizabeth Maradik, Therese Dorau, and James Mueller present. Board Member David Relos was absent. Also present was Attorney Michael Schmidt. The meeting was held in the 13" 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 AGENDA Mr. Gilot stated Item 99, Memorandum of Understanding with the South Bend Police Department was being removed from the agenda. APPROVAL OF AGREEMENTS,/CONTRACTS/PROPOSALS/ADDENDA The following Agreements/Contraets/Proposals/Addenda were submitted to the Board for al: Type Business Description Amount/ a rev Motion/ Right -of -Way Fifth Third Northwest Comer of Main Street FundingSecond NTE 53,200 _ k/ Purchase Bank and LaSalle Avenue, Parcel 1 for (TIF Bond) Marion Roundabout (Project No. 7Dorau 114-035) Board members discussed the following item(s) from the agenda. - Order Form and Addendum — West Publishing Corporation Mr. Santi Garees, Innovation Department, stated this data service will be used by the Police Department Detective Bureau and allows for matching information for fraud and theft investigations. He noted the five (5) years saves about $10,000 due to no annual increase. Lieutenant Chris Voros confirmed the Police Department already currently uses this service. Mr. Gilot noted the large number of licenses and stated this is not something you can get away with fewer licenses. Mr. Garces agreed and added there's different levels of access. - QPA Purchase through MHEC Agreement -Dell Mr. Dan O'Connor, Information Technologies, stated this lease of laptops is for the Police, Fire, and Environmental Services Departments. He noted they are looking to lease versus purchase, keeping in line with the City's goals to keep current on technology. Mr. O'Connor stated the goal is to present everything at once, including the hardware to mount; installation, etc. He noted this agreement should cover the entire project. Mr. O'Connor added the approval should be subject to confirmation of the HDEC agreement meeting the State's requirements. I-Ie stated Dell doesn't offer ruggedized computers that are needed by these departments, but they do through their Midwest Higher Education Compact Agreement. Mr. George King, Purchasing, stated MHDC is not a QPA based purchase as the agenda states. He informed the Ruud he spoke to State Board of Accounts and they are okay with the purchase but have required Dell to submit answers to State Board of Accounts questions regarding meeting the same bidding requirements of a State QPA. - Estimate — CopsGear Mr. Dan O'Connor, Information Technologies, stated this is the other piece of the laptop equipment and is for the installation of brackets and docking stations. Mr. Gilot questioned if Central Services had been considered for the installation. Mr, O'Connor stated historically Central Services has done the installations for them, but when they checked outside costs, Cops Gear price was found to be in line with Central Services with the added benefit of a tight installation and completion window and warranty and cleats -up services for a year. He added all of this is subject to capital lease funding. Mr. Gilot asked if there is a bridging document to prevent blame on one another for the equipment, mounting, and installation. Mr. O'Connor stated they discussed the challenges internally and agreed they all need to work together to make this work well. Mr. Gilot suggested if you give the large contractor subcontracting authority for the installations, it usually works out better. Attorney Schmidt stated he didn't know how you link up installers with Dell. Mr. Gilot stated maybe put a checklist onthe installers, and certify successful installation instead. - Amendment to Maintenance Agreement — Kirby Risk Electrical Supply _ Mr. O'Connor stated the Board approved a one year maintenance agreement at their last meeting for this software maintenance for the Waste Water Treatment Plant. IIe explained afterwards conversations were held about the three (3) year option, and it was determined it would be beneficial to lock in the three (3) years to avoid a 6% increase. He added this will create a savings of about $5,000. Mr. Gilot stated it sounds good, but all multi -year agreements are subject to Council appropriations. - Award Bid — Jet Rodder Vacuum Machine AGENDA REVIEW SESSION MAY 5, 2016 168 Mr. Matt Chlebowski, Central Services, informed the Board that Jack Doheny was not the low bidder, but one of the requirements of the specifications is you must have a unit available that you are bidding. He stated the low bidder, Best Equipment, won't have a unit available until the end of July. Mr. Chlebowski stated without a unit available, they cannot do the performance and safety evaluations that are required prior to award. He noted also, Best Equipment's fuel capacity is 20% less than minimum specifications, and their wireless remote control does not control all functions required by the specifications. Mr. Chlebowski stated they am therefore, requesting to reject the low bid as non -responsive and go with the next low bid, Jack Doheny Companies, Inc. that meets all requirements of the bid. He noted their safety inspection came through very well and ear protection is not even needed when out front of the machine. Request to Advertise —I/N Tek and I/N Kote Sanitary Sewer Chemical Feed Facilities Mr. Jacob Klosinski, Environmental Services, stated this will add two (2) chemical feed stations. - Compressor Building Roof Replacement Mr. Klosinski noted this project needs to get done before the weather gets bad. - Addendum to Agreement — InfoSend, Inc. Mr. Al Greek, Environmental Services, stated this request is for a three (3) year extension of their current contract for water billing services. He noted this is an excellent company to deal with. Mr. Gilot questioned if this is renewable or if they are required to go out to bid. Attorney Schmidt stated this is a professional services, not a bid. Mr. Greek added their current agreement allows a three (3) year renewal - Industrial Wastewater Discharge Permit Renewal — IN Tek I/N Kote Mc Anthony Caleb Hunsberger, Wastewater, stated this permit renewal is for five (5) years. Be noted they did some minor adjustments to the limits of the permit and will probably have to amend it before end of the term. Interdepartmental Agreement — Parks Department Mr. Brent Thompson, City Forester, stated this program will run from March through November. He stated the program is for the Forestry Department to identify diseases and pests, and do mulching, pruning, and watering for the new trees for Smart -Streets. He added they will also oversee all new tree plantings so they are planted correctly. Mr. Gilot noted the cost comes to $125 per tree. Mr, Jitin Kain, Public Works, informed the Board they sought quotes for tree maintenance from a vendor and it came back at $210 per tree, so this is quite a savings. Attorney Michael -- Schmidt stated in order to do this work internally, you have to meet two requirements, first to have the expertise on staff to perform the work. Secondly, you must justify why it is in the City's best interest to do the work itself. He noted there are multiple benefits to doing it ourselves rather than seeking outside contractors. Mr. John Martinez, Park Department Maintenance, stated they will be seeking a lease for the equipment and Community Investment will fund the lease. - Professional Services Agreement —EPOCH Architecture Mr. Rich Estes, Engineering, stated the amount of this agreement has been changed due to the decision to do LEF,D Silver construction. He noted the new amount should be $179,479. Ms. Doran questioned if that includes the certification. Mr. Estes stated that includes everything. Ms. Doran noted there's an application fee for certification that we should determine who is paying for. Bid Award — Century Center Electrical Distribution upgrades Mr. Rich Estes, Engineering, stated this award is not going to the low bidder due to the bidder did not complete the MBF,/WBE requirements. Attorney Schmidt noted the low bidder did not fill out the form correctly. He added the Board should not treat these as technicalities, we are required to take these things seriously. He added they had an opportunity to attend a pre -bid meeting, and the instructions for the form were in bold, but they didn't follow them. He noted there is not much price difference between the two (2) bids. Attorney Schmidt added they should be deemed non- responsive, - Change Order — Central Services Roof Replacement Mr. Corbitt Kerr, Engineering, stated this is an increase of twelve (12) days due to rain only, with no increase in cost. Change Order —Ignition Park Infrastructure, Phase 1C, Division B Mr. Kerr stated this increase is for additional landscaping for stones. - Independent Contractor Agreement — David Scott Bockover Mr. Kerr stated this individual will be inspecting the one-way to two-way streets conversion. Ms. Doran asked why they contract with the City instead of the contractor. Mr. Kerr stated the City got a large savings by doing it themselves and contracting for two (2) independent contractors. - New Installation —No Parking Anytime Signs Mr. Ken stated this request is for the east and west sides of Notre Dame Avenue between Napoleon St. and Angela Blvd. He added residents on the west side have been complaining about people AGENDA REVIEW SESSION MAY 5, 2016 169 parking in front of their residences even though it is designated residential parking only. He noted also, the bike lanes stop at Napoleon St, so this gives continuation all the way to Angela Blvd. and allows for the turn lane to line up. He stated it makes the whole design safer. No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Doran and carried, the meeting adjourned at 11:21 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President David P. Relos, Member Elizabeth A. Maradik, Member Therese Dorau, Member James A. Mueller, Member AT 111(eft�eC� M. Martin, Clerk REGULAR MEETING MAY 10, 2016 The Regular Meeting of the Board of Public Works was convened at 9:33 a.m. on May 10, 2016, by Board Member David Relos with Board Members Elizabeth Maradik, James Mueller, and Therese Doran present. Board President Gary A. Gilot was absent. Also present was Board Attorney Michael Schmidt. APPROVE MINT TTES OF PREVIOUS MEETING Upon a motion made by Ms. Maradik, seconded by Ms. Doran and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Review Meeting of the Board held on April 21, April 26, and May 3, 2016, were approved. OPENING OF BIDS — CENTURY CENTER CEO SUITES SUITE 17 REMODEL — PROJECT NO. It6-010 (HOTEL/MOTEL TAXI This was the date set for receiving and opening of sealed bids for the above referenced project, The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the'fri-County News, which were found to be sufficient. The following bids were opened and publicly read: HOLLADAY CONSTRUCTION GROUP- LLC 227 South Main Street- Suite 200 South Bend, IN 46601 Bid was signed by: AI Lusk Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding — Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Bid: $203,314.00 DAYS ELECTRICAL 55169 CR 3 North Elkhart, IN 46514