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AGENDA REVIEW SESSION JUNE 22, 2017 189
<br />The Agenda Review Session of the Board of Public Works was convened at 10:35 a.m. on June
<br />22, 2017, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, Therese
<br />Dorau, and James Mueller present. Board Member Suzanna Fritzberg was absent. Also present
<br />was Attorney Michael Schmidt. The meeting was held in the 1 P Floor Boardroom, County -City
<br />Building, 227 W. Jefferson Blvd., South Bend, Indiana. Board of Public Works Clerk, Linda
<br />Martin, presented the Board with a proposed agenda of items presented by the public and by City
<br />Staff. Mr. Gilot noted the presence of Associate Dean Jay Brockman, University of Notre Dame,
<br />and approximately thirty (30) interns working on the Bowman creek project. He explained to
<br />them the Board approves the administrative actions to carry out the Mayor's initiatives.
<br />CHANGE TO THE AGENDA
<br />Mr. Gilot stated the Board has been asked to remove Agenda Item No. 9A, a QPA Agreement.
<br />APPROVE REQUEST FOR EMERGENCY PROCUREMENT — MORRIS PERFORMING
<br />ARTS CENTER — PHANTOM OF THE OPERA CHANDELIER SUPPORT — PROJECT NO.
<br />117-034
<br />Attorney Michael Schmidt stated the Venues, Parks, and Arts Department went out to bid for the
<br />above project but no bids were received by the Board. He explained this is a Public Works
<br />project so they cannot go to the open market and just hire a company to do the work. Attorney
<br />Schmidt stated, however, the Morris Performing Arts Center is in danger of breaching their
<br />contract with the Phantom of the Opera Production Company if this doesn't get installed, so he is
<br />asking the Board to recognize the emergency nature of this project and authorize staff to use the
<br />emergency procurement process laid out in I.C.36-1-12-9. He noted Ms. Tara Weigand,
<br />Engineering, has already been able to solicit two (2) quotes, and she is looking for at least one
<br />(1) more. He added they need to get this done as soon as possible and there is no time to bid the
<br />project again before the show. Therefore, upon a motion by Ms. Maradik, seconded by Ms.
<br />Dorau and carried, the Board recognized the emergency nature of this project and authorized
<br />staff to proceed with the emergency procurement process.
<br />RATIFY AWARD OF QUOTATIONS — EXPERIENCE LODGE RENOVATION
<br />Attorney Schmidt stated the Venues, Parks, and Arts Department has been doing renovations and
<br />remodeling to the Experience Lodge on St. Louis Blvd. to create office space. He explained they
<br />have properly quoted a number of larger contracts, however they didn't have the quotes opened
<br />at a public meeting. He stated they submitted documents verifying they solicited quotes properly
<br />and awarded to the lowest bidder, so he is asking the Board to ratify the following awards
<br />already made:
<br />a) Farrell Finishing — Drywall
<br />(1) Amount: $7,800
<br />b) Carpet Service Outlet - Flooring
<br />(1) Amount: $10,724.89
<br />c) Industrial Door — Basement Door
<br />(1) Amount: $7,671
<br />d) Ziolkowski Construction, Inc. — Masonry Restoration
<br />(1) Amount: $13,300
<br />Attorney Schmidt noted since this is a public works project there are some additional smaller
<br />items listed out that it was determined are important to get in front of the Board to ratify also,
<br />and acknowledge the error. He stated since their error, there have been two (2) rounds of training
<br />with the VPA team to make sure this doesn't happen again. Upon a motion by Mr. Gilot,
<br />seconded by Ms. Maradik and carried, the Board ratified the awards of the above quotes and the
<br />additional list submitted.
<br />Board members discussed the following item(s) from the agenda.
<br />- Professional Services Agreement — Alliance Architects, Inc.
<br />Mr. Corbitt Kerr, Community Investment, stated this design is for a new recreation center and ice
<br />and water feature in Howard Park. He noted the project is being broken up into two (2) phases,
<br />with this one the preliminary and design phase. He informed the Board the amount is $175,000
<br />for this phase, and the overall expected project cost will be from $7,000,000 to $9,000,000.
<br />Attorney Schmidt stated the contract is being reviewed and should be ready by Tuesday.
<br />- Professional Services Agreement — H.J. Umbaugh
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