09082016 Agenda Review Session - Laserfiche WebLink

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AGENDA REVIEW SESSION SEPTEMBER 8, 2016 273 down, fan speeds, and any other system issues. Mr. Schrader added it also can help out in their reporting process. He stated this is a recurring yearly fee. — Professional Services Agreement — Northern Indiana Workforce Board, Inc. Ms. Sarah Heintzelman, Community Investment, stated this is for an extension for the Pathways program until the end of December. — Addendum to Agreement— AssureCo Risk Management and Regulatory Compliance Mr. AI Greek, Utilities, stated this addendum is to help keep the utilities compliant to EPA audits and assist with updates for risk management. He noted it was cheaper to do an addendum rather than a new contract. - Amendment to Agreement —Arcadis Mr. Greek stated this amendment is to address customer service and billing software issues. He stated Areadis was hired to look at the system due to many complaints by the users, and found seventy-nine (79) issues. He stated they are now looking to see if total replacement of the current software is needed. - Award Bid — Martin Luther King, Jr. Center HVAC Revisions Mr. John Martinez, Park Department, stated this award is for the base bid only, Alternate 1 was not accepted. He noted originally this was not awarded because all bids came in over budget and they have been waiting on funding. He added they saved approximately $12,000 by eliminating the removal of trees from the project. - License Agreement Renewal - ESRI Mr. Rene Casiano, Information Technologies, stated this is a renewal for year two (2) of this three (3) year agreement. He stated the software is widely utilized. Mr. Gilot noted Notre Dame University uses this software also. When questioned, Mr. Casiano stated the City can have up to 3,000 user licenses. - Professional Services Agreement— Brian Donohue Mr. Casiano stated Mr. Donohue is a valued member of the team who works on projects with Notre Dame, looks for grants, and provides other valuable services. He noted this extends his current agreement to the end of the year. Ms. Maradik questioned if he should be hired as an employee of the City. Mr. Gilot stated he sets his own hours and uses his own equipment, so he could not be considered a part-time employee of the City. - New Installation—ResidentialParkingZone Ms. Pam Claeys, 1106 Belleville Ave., South Bend, Indiana stated she was here regarding the petition for the residential parking zone in her neighborhood and realized it was not going to pass but she wanted to come and tell the Board the neighbors appreciate the Board looking at it. She stated she also wanted to take the opportunity to thank the Board for the no parking signs on Hildreth St., and for the one-way alleys. She stated it has been a huge improvement for the neighborhood parking and traffic issues. She noted the Police have done a great job of monitoring the one-way alley. Ms. Claeys stated they are still in need of some traffic calming on Ifildreth St, and questioned who she should contact to set up a meeting. Mr. Eric Horvath, Director of Public Works, stated she could send him a note, and Theresa Harrison normally handles those. Mr. Gilot stated it truly is rare for a citizen to come in and say thank you, we really appreciate it. Mr. Horvath noted they have a tough situation there to try to make both sides happy with the schools and the residents. - Change Order— Lafayette Falls Subdivision Pavement Mr. Corbitt Kerr stated this increase was to complete surface pavement in Lafayette Falls that the bankrupt developer never finished. He stated after obtaining funds through the Payment Bond, the City bid out the completion work. He noted the engineer was notified of quantity overruns, but it was not determined until the asphalt was in place that it was a 35% increase. IIe noted it was necessary to complete the project after the developer went bankrupt. Mr.. Kerr stated typically there are specifications available to calculate charges from, but with no specifications, it was not calculable. He noted it was estimated the depth was IA" but certain depths of curb exposure turned out to be nearly 3" and they had to match the curb and gutter. Mr. Kerr stated the contractor did the work in three (3) days, andby the time the engineer got the tonnage, things were already completed. Attorney Schmidt stated it was a good teaching moment for a new engineer, adding even a seasoned engineer would have had trouble with this one at the speed it was done. Mr. Gilot noted they completed the work and they had authorization to do so. He requested a Memo be sent to the Board with some explanation of the bankrupt developer and the need to meet the curb and walk depth included. - Opening of Proposals —Coal Line Trail, Phase I and II Mr. Kerr stated after the original opening for the Coal Line Trail project, it was brought to the City's attention they didn't check for geotechnieal, and INDOT requires that. He stated this part is just the geotechnical. Attorney Schmidt noted this agreement had Abonniarche as a