03/22/82 Board of Public Works Minutes

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242 REGULAR MEETING MARCH 22, 1982 Mr. Leszczynski noted that the city's offering price was $270.00 and that Mrs. Lewis was an adjacent property owner. Upon a motion made by Mr. Kernan, seconded by Mr. Leszczynski and carried, the bid of Mrs. Lewis in the amount of $270.00 was accepted, and the matter referred to the Legal Department for drafting of the appropriate purchase agreement. Mr. Leszczynski advised that no bids had been received for the property at 263 Maple Street. AWARD OF BIDS - COMPUTER SERVICES Mr. Kernan stated that the city had been studying and reviewing its present computer services for two years and it had been determined the city should advertise for sealed bids for such computer services which involved the general and financial accounting, police computer services and utility billing. He explained that, in November, 1981, computer specifications were compiled with the assistance of Crowe Chizek & Company and bids were actively sought for a bid opening on January 4, 1982. Following the bid opening of that date, the police computer bids were referred to Dr. Richard Metzcus, a professor at Indiana University at South Bend, and the utility billing and general and financial accounting bids referred to Crowe Chizek & Company for review and recommendation. Mr. Kernan advised that Dr. Metzcus subsequently recommended the bid of Simcon, Inc., 7655 Old Springhouse Road, McLean, Virginia, be awarded for the police computer services. Crowe Chizek & Company recommended the award of the general and financial accounting services to South Bend Community School Corporation and the utility billing computer services to Network Computing Corporation, 5301 77 Center, Charlotte, North Carolina. Upon a motion made by Mr. Kernan, seconded by Mr. Leszczynski and carried, the above bids as recommended were awarded. Mr. Kernan then advised that the city would proceed immediately to enter into discussions with the successful bidders in order to arrive at contracts for said services which are agreeable to the city and the respective bidders. Mr. Stephen Van Ooteghem, representing On -Line Data, Inc., a Mishawaka firm which had bid on the utility package, asked why the Board had accepted the bid of out-of-state companies on two of the awards when the economy was so bad and local firms were experiencing cutbacks, layoffs and even closure. Mr. Kernan explained to Mr. Van Ooteghem that the city is required by statute to follow public bidding procedure which includes the award of any bid to the lowest and best bidder. Mr. Kernan addressed the utility billing package, stating that the lowest and best bid was awarded based on the formula method used by Crowe Chizek & Company. He stated that, in any case where all other things are equal, the local bidder is given first considera- tion. He stressed that the Board would like to award its bids to local firms, but is bound by law to award to the lowest and best bid. Mr. Van Ooteghem asked if Crowe Chizek would be assisting in the set-up of the services and the training of the necessary personnel, and Mr. Kernan advised that they would be. Mr. Van Ooteghem asked about the possibility of word processing equipment for city offices and the expenditure of $75,000.00 to accomplish that purpose. Mr. Kernan stated that the Mayor had indicated at an informal meeting with the Council that he would like to set aside that sum of money for such services for other city depart- ments and would include some hardware and software purchases if necessary. APPROVE ADDENDUM TO RELEASE AND SETTLEMENT AGREEMENT (MURPHY/JAHN - CONCRETE COLUMN DAMAGE AT FIRST BANK CENTER) Mr. Leszczynski explained that the Board had, on October 5, 1981, entered into a Release and Settlement Agreement with Murphyy/jahn Architects as a result of columnar damage at the First Bank Center. The agreement provided for the repair of the concrete column at a cost of approximately $80,000.00, $50,000.00 of which would be