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AGENDA REVIEW SESSION JULY 21, 2016 231
<br />The Agenda Review Session of the Board of Public Works was convened at 1033 a.m. on July
<br />21, 2016, by Board President Gary A. Gilot, with Board Members Elizabeth Mandik and
<br />Therese Doran present. Board Members David Relos and James Mueller were absent. Also
<br />present was Attorney Michael Schmidt. The meeting was held in the 13th Floor Boardroom,
<br />County -City Building, 227 W. Jefferson Blvd., South Bend, Indiana. Board of Public Works
<br />Clerk, Linda Martin, presented the Board with a proposed agenda of items presented by the
<br />public and by City Staff
<br />Board members discussed the following item(s) from the agenda.
<br />- Request to Advertise — Police Vehicle Equipment
<br />Captain Chris VOrOS, Police Department, stated this bid is for all of the standard equipment to be
<br />placed in the new Police vehicles. Mr. Gilot asked if they were able to switch over any of the old
<br />equipment. Captain Votes stated they are going to a different model of vehicle so they can't use
<br />the old equipment.
<br />- Professional Services Agreement —Application Data System, Inc.
<br />Mr. Dan O'Connor, information Technologies, stated the Police Department owns the barcoding
<br />system, this agreement is to implement the module for police property and evidence barcoding.
<br />Mr. Gilot asked if it would be possible to video tape the training so it can be used for future
<br />training, noting first time users usually need refresher training after using the equipment for a
<br />while and it could be useful for new staff. Mr. O'Connor stated they hadn't considered it, but
<br />will look into the possibility.
<br />- Maintenance Contract - NEC Corporation of America
<br />Captain Chris Voros, Police Department, stated this automated fingerprint identification system
<br />is for a fingerprinting system used by Police Department and owned for some time. He added
<br />this is a renewal of the maintenance agreement. Mr. O'Connor stated he is proposing a two (2)
<br />year agreement to avoid the yearly 3% increase. He noted it will be paid yearly, not a pre-
<br />payment. Attorney Schmidt stated this is actually like a new contract, the dates have been
<br />updated. It's the same vendor, but a new contract, not a renewal. Mr. O'Connor stated they will
<br />evaluate the system after two (2) years to determine if this system is still fitting their needs.
<br />- Memorandum to the Board
<br />Mr. Jacob Klosinski, Wastewater, stated he submitted a memo to the Board regarding the
<br />Primary Clarifier Upgrade project that summarizes the dates and what potential liquidated
<br />--- damages are up to. Mr. Klosinski gave a breakdown of $147,000 for the consulting, and just
<br />under $40,000 for the engineering, bringing the total to around $186,510. Mr. Klosinski stated he
<br />is making a recommendation that based on the fact that the seven (7) other tanks were completed
<br />on time; they finished the job and did a good job; and the city already issued $8,750 in damages
<br />previously on them; he is asking that liquidated damages not exceed $100,000 with a minimum
<br />for engineering costs of $40,000. Mr. Gilot summarized he is suggesting $100,000 maximum,
<br />and no less than $40,000. He asked if the Public Works Director was in agreement with this
<br />recommendation. Mr. Klosinski stated he is in agreement on a range of $40,000 to $100,000, but
<br />asks the Board impose no less than the $40,000 to cover the engineering costs. Attorney Schmidt
<br />stated Mr. Klosinski has given the outline of what he wants to do, and if the Board has another
<br />opinion, they should bring it back and Mr. Klosinski should take it to his boss. Mr. Gilot noted in
<br />reviewing Change Orders there are two questions historically asked. The first question is, is it a
<br />meritorious claim? The second question is, is it a reasonable number? He noted they are now
<br />down to negotiations of a problem the contractor has created. Mr. Gilot stated his feeling is this
<br />is a long term relationship and the City's reputation of being reasonable to contract with is at
<br />stake, so he is fine with the proposal. Mr. Klosinski stated he is also asking if there should be a
<br />partial release of retainage. Mr. Gilot suggested he should address one issue at a time, and being
<br />closer to the situation, he should be able to make that determination.
<br />- Request to Advertise — Chet Waggoner Court
<br />Mr. Rich Estes, Engineering, stated this is for a new building going in that needs a new road and
<br />utilities.
<br />Change Order - South Bend One -Way to Two -Way Conversion, Division A
<br />Mr. Toy Villa, Engineering, stated this increase is for adding a drive at the Palmer Funeral Home
<br />and some changes in signage.
<br />- Change Order and Project Completion Affidavit — Ireland Road & High Street
<br />Intersection Improvements
<br />Mr. Toy Villa, Engineering, stated this is the close-out on this project with all of the overruns
<br />and underrnns.
<br />- Professional Services Agreement — Lawson -Fisher Associates P.C.
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