Board of Public Works and Safety

MINUTES OF THE REGULAR MEETING BOARD OF PUBLIC WORKS AND SAFETY CITY OF HOBART, LAKE COUNTY, INDIANA APRIL 15, 2015 Call to Order/Pledge to the Flag: Mr. Ehrhardt called the meeting to order at 4:02 p.m. followed by the Pledge of Allegiance. Roll Call: The following members were present: Mr. Lain, Mr. Ehrhardt. Also present: Clerk-Treasurer Longer, and Attorney DeBonis. Absent: Mayor Snedecor and Admin. Asst. Cheryl Govert. Reading of Minutes: Motion by Mr. Lain, seconded by Mr. Ehrhardt, to approve the minutes of the Regular Meeting of April 1, 2015 as presented. All aye, motion carried. (2-0) Correspondence: There was no correspondence Approval of Register of Claims and Payroll Claims: Motion by Mr. Ehrhardt, seconded by Mr. Lain, to accept and approve the register of claims and payroll claims as presented. All aye, motion carried. (2-0) Approval of Agenda: Motion by Mr. Lain, seconded by Mr. Ehrhardt, to approve the agenda as presented. All aye, motion carried. (2-0) Unfinished Business: Order to Comply: Teleperformance/Americall Re: 1901 North Wind Prkwy: Teleperformance Representatives were present. They are working through issues with the doors and obtaining the permits. The doors should be done within 8-9 days. The emergency exits will take longer, possibly 2-3 weeks once the permits are obtained. Josh Magner, Hobart Fire Dept., stated that upon his last inspection the doors are reinstalled incorrectly. The representative said the doors have been removed and will not be put back up. Mr. Lain reviewed the order to comply issues. He is concerned for the safety of the employees and needs finite dates to get this building up to code. A motion was made by Mr. Lain to review this matter at the May 6, 2015, Board of Works meeting with full compliance, seconded by Mr. Ehrhardt. All aye, motion carried. (2-0) New Business: Request for Consideration: Request approval to extend Boyd Construction Company, Inc. 2014 sidewalk Replacement & ADA-Compliant Ramps RFP unit costs for 2015 construction. City Engineer, Phil Gralik, recommends approval. Motion was made by Mr. Lain to approve and extend the contract through 2015, seconded by Mr. Ehrhardt. All aye, motion carried. (2-0) Request for Consideration: Request approval of the Long Term Maintenance and Operation Agreement (LTMA), for New Multi- Tenant Facility (Indiana Land Becknell Investors LLC-Owner), Lot 3C in Replat #2 of North Wind Crossing: The petitioner was present. Tim Kingsland recommended approval. Attorney DeBonis stated the agreement is in good order. Motion made by Mr. Lain to approve the agreement as presented, seconded by Mr. Ehrhardt. All aye, motion carried. (2-0) Consideration of Purchase: Compatible Claw Truck – Public Works Dept.: Discussion was held regarding the possibility of deferring consideration until the May 6th meeting of the Board. Glenn Linhart, Best Equipment Company, Inc., and John Dubach, Public Works Supt., stated the truck will need to be ordered, will take until September to build and the process needs to start now to meet the terms of the Grant requirements. Attorney DeBonis stated this purchase is to be partially funded by a grant which allows the City to replace diesel vehicles with Compressed Natural Gas (CNG) powered vehicles. Currently the City Board of Works Minutes: April 15, 2015 owns a claw truck and there is some compatibility issues with the purchase of a new truck as there are only a few CNG trucks available on the market and it is important for the City to purchase one that is compatible with the current vehicle owned. Mr. Dubach explained that the current truck is a 1999 model with 276,000 miles on it. The grant opportunity for a CNG Grant from DieselWise (IDEM) came along to help toward the purchase of two (2) trucks. The total grant amount is $300,000 of which $150,000 would be applied to the purchase of a claw truck and the remaining $150,000 designated for a Sanitary District truck. Mr. Dubach noted that the uniqueness of the truck is that the current 1999 edition comes with a hook-lift system and a claw assembly that picks up brush and large items along the side of the roadways. This truck has been valuable to the City through the years especially after storms to aid in the clean-up. As part of the grant, the diesel engine from the current truck must be destroyed. The current truck also houses a salt spreader that the claw can pick up and mount on the truck. Mr. Dubach stated that if we were to go with a different truck, the current equipment would have to be changed to fit with a different skid system. The skids are what is mounted to the bottom of the equipment and are used with the roll-off dumpsters, the salt spreader and claw truck itself with a specific skid system, allowing the truck to be used for a number of different jobs throughout the year. If the City purchased a different type of claw-truck, the other items would all have to be changed to enable use on the truck. By purchasing this particular truck, the City will be able to interchange the current equipment to use with this truck, taking all of the attachments off of the current truck and use them on the new truck since the engine of the current truck must be destroyed. Attorney DeBonis noted that because there are grant funds being made available in the amount of $150,000 toward the purchase of a $336,950 truck and because of the compatibility issues as stated by Mr. Dubach, this would qualify as a special purchase under State laws which means it may not be subjected to competitive bidding. He noted that Mr. Dubach has provided the factual basis for the findings needed to be determined by the Board. Attorney DeBonis suggested that due to the time-frame needed to get the truck ordered to meet the requirements of the grant, the Board may proceed by finding that the proposal by Best Equipment Company, Inc. for the purchase of the 2016 Freightliner 114SD Tandem axle chassis, CNG Cummins Engine mounted with a Peterson TL-3 Lighting Loader, Stellar Hook Lift, 11 foot Henderson Poly Plow, as reflected in their quote of April 8, 2015, qualifies as a special purchase on the ground that pursuant to I.C. 5-22-10-14, the compatibility of this truck and equipment with the equipment currently operated by the City; that the City has a unique opportunity to promote both efficiency and effectiveness in its operations by interchanging the current equipment with the new truck, which is one of the grounds for a special purchase as a single source under I.C. 5-22-13; and this truck is also one of the few that qualifies for the grant in that it is a CNG powered truck. Attorney DeBonis stated the Board may, for the reasons stated, authorize the Department of Public Works to enter an order for the purchase of this truck, contingent only on the adoption of a substantive Resolution, spelling out all of the findings, the Resolution to be presented at the May 6th meeting of the Board. The purpose of this action now is to allow the order for the truck to be placed to meet the requirements of the grant. Motion by Mr. Lain, seconded by Mr. Ehrhardt, to Authorize the Special Purchase as outlined by the Supt. of Public Works and the City Attorney of the 2016 Freightliner 114SD Tandem axle chassis, CNG Cummins Engine truck as presented in the proposal from Best Equipment Company, Inc., dated April 8, 2015 for the total amount of $336,950 and directing the City Attorney to present a Resolution spelling out the terms of the special purchase for adoption by the Board at its May 6th meeting. All aye, motion carried. (2-0) Announcements: There were no announcements Adjournment: Motion by Mr. Ehrhardt to adjourn. All aye, motion carried. (2-0) The meeting adjourned at 4:31 P.M. ____________________________ ______________________________ SECRETARY PRESIDING OFFICER Board of Works Minutes: April 15, 2015