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AGENDA REVIEW SESSION MARCH 23, 2017 75
<br />demolitions. Chief Cox noted they had more money than anticipated come in from the EMS fund
<br />so it's not a huge impact.
<br />- Software License and Services Agreement — AMCS Group
<br />Mr. Dan O'Connor, Information Technologies, stated there are two (2) parts to this route planner
<br />system for Solid Waste trucks including another module for the ELEMOS system with license
<br />fees and implementation of the new module. Mr. Jitin Kain, Public Works, stated the City looked
<br />at local options for a possibility and explored pilots before choosing this module with AMCS
<br />Group.
<br />- Professional Services Agreement — Black and Veatch Corporation
<br />Mr. Kieran Fahey, Engineering, stated they have accumulated a lot of data on the Long Term
<br />Control Plan and now Black and Veatch will review all of it and make recommendations based
<br />on their findings.
<br />- Professional Services Agreement — CWA Consulting Services, LLC
<br />Ms. Kim Thompson, Water Works, stated this agreement is a part of the industrial pre-treatment
<br />permit requirement to re-evaluate local limits.
<br />- Professional Services Agreement — DLZ Indiana, LLC
<br />Mr. Jacob Klosinski, Waste Water, stated this agreement is for the rehab of the Farmington Lift
<br />Station, not for a replacement.
<br />- Resolution No. 12-2017 — Write -Off Uncollectable Accounts
<br />Ms. Roxanne Lawson, Water Works, stated this request is for the write off for 2015 and 2016
<br />uncollectable water accounts. She explained due to an oversight, 2015 accounts were never
<br />submitted to the Board, they went directly to the controller's office. Mr. Eric Horvath, Public
<br />Works Director, explained the process gone through prior to submitting these for write-off. He
<br />noted they do a phone call, a red bill, another call, send it through collections, and finally if that
<br />fails, they write them off. Mr. Gilot noted it is a very small percentage, less than 1 % of their
<br />revenue.
<br />- Honorary Sign
<br />Mr. Henry Davis, Petitioner, stated this request is for placement of an honorary street sign for
<br />Ms. Gail Brodie, past president of the LaSalle Park Neighborhood Association. Mr. Marvin
<br />Crayton stated Ms. Brody took care of the LaSalle Park area for fifteen (15) years, and prior to
<br />that, his mother did. He noted the Board honored his mother with a walk around the park, and
<br />now they would like to honor Ms. Brodie for all her work. Mr. Crayton stated she's referred to as
<br />the Mayor of the Lake. Mr. Davis noted they have been working with the neighborhood to make
<br />this happen, including the fund raising. Mr. Gilot reviewed the comments and noted they were all
<br />favorable subject to payment prior to manufacturing of the signs by the Street Department. Mr.
<br />Davis questioned who he should work with on payment. Mr. Horvath stated he would coordinate
<br />with the Street Department and have them contact him. He noted if the Board approves it on
<br />Tuesday, once you make the payment and the Board approves, you can move ahead. The Board
<br />discussed the need to revise the 2009 Resolution requirement that an honorary sign be only for a
<br />deceased person.
<br />- Award Bids — Newman Center Window & Door Repair
<br />Mr. Corbitt Kerr, Community Investment, stated he is requesting the award of Alternates 2 and
<br />3 only and rescinding the Base Bid. He stated there were two (2) bidders, and J. W. Wentz and
<br />Sons was the low bidder on each item.
<br />- Change Order — Coquillard Primary Safe Routes to School
<br />Mr. Kevin Fink, Engineering, explained back in September 2016, the Board approved Change
<br />Order Nos. 2 and 3 that equated to an increase of 18.54%. The change orders included line item
<br />overruns and underruns of less than $20,000. For INDOT projects, line item overruns/underruns
<br />valuing less than $20,000 do not require a formal change order. For this reason the change order
<br />submitted to INDOT did not include this $35,586.75. In October Change Order No. 4 was
<br />submitted to the Board for an increase of 3.44%. Due to the overrun/underrun amounts omissions
<br />with INDOT's change order, the amount was incorrectly reported. What was submitted to the
<br />Board showed 14.79%, when the total change represented 21.98% increase. Mr. Fink stated
<br />when the final change order was submitted by the architect to close-out the project, the error was
<br />discovered. Attorney Schmidt stated the contractor did the work, the work was valid and done
<br />with the best intentions, and it is his recommendation the Board make payment. Mr. Fink
<br />confirmed all of these safe route projects are eligible for an 80/20 split with the State, but we
<br />have to go back and request that. He noted this is an INDOT LPA agreement with the Board. Mr.
<br />Horvath stated it is bid by INDOT, the City is a subcontractor and the agreement goes through
<br />both the State and the Board. Mr. Fink stated previously we stamped the State's change order but
<br />he has changed the form submitted to the Board to prevent these errors. He explained he's
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