06222017 Agenda Review Session - Laserfiche WebLink

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AGENDA REVIEW SESSION JUNE 22, 2017 190 Mr. John Murphy, Controller, stated this contract is to determine the amount of lost property tax revenue from the city. He explained it is costly due in part to $7,500 for each TIF district. He noted it is a parcel by parcel analysis, and Umbaugh is the best firm to provide this study. - Professional Services Agreement — Redevelopment Commission Mr. Dan O'Conner, Information Technologies, stated this request is just to approve the transfer of funds to redevelopment. Mr. Gilot noted the Board has an agency agreement with Redevelopment that the Board of Works carries out their bidding processes for them. - Professional Services Agreement — Brian Donoghue Attorney Schmidt asked Mr. O'Connor how long is Brian's contract going to continue? Mr. O'Connor stated this is through December 31, 2017 and they have the position budgeted for next year. Ms. Maradik asked if there is a scope of work of targets he has to meet. Mr. O'Connor stated there is. - Professional Services Agreement — South Bend Code School LLC Ms. Dorau questioned Mr. O'Connor on what the tasks are for this project and who is involved. Ms. Anna Kennedy, Innovation and Technology, stated there are four (4) components to the project. She explained one (1) is on the website design; one (1) is facilitation of meetings with the community; one (1) is helping with updating the websites; and the final one (1) is helping create the procurement strategy for creating a website. - Award Bid — Police Patrol Vehicles Mr. Chad Goben, Police Department, stated there is a scrivener's error on the agenda, noting the total price is incorrect. He stated the price indicated is without the installation of the equipment and the installation should also be included. Ms. Martin, Clerk of the Board, stated this award may be changing entirely because Bloomington Ford did not submit a bid security with their bid. Mr. Gilot stated they would need to confirm they did not obtain a bid bond prior to submitting their bid. He added the Board has let bidders cure the irregularity if they obtained a bid bond prior to the bidding and can produce evidence of that in the form of a bid bond or cashier's check dated prior to the bid opening. Mr. Matt Chlebowski, Central Services, stated the amount on the agenda is correct for the vehicles; the equipment and installation will be done in-house. He noted last year it was not done in-house because the staff did not have the time, but they are doing it this year. Mr. Goben stated the equipment installation is part of the warranty. Mr. Chlebowski stated the equipment comes from a separate vendor that sells the equipment but doesn't do the installation. He added Central Services has the qualified people to do the installation which will save money, and they will be able to get it done on time this year. Mr. Gilot noted there are several issues to be resolved and it doesn't sound like they will be ready to make this decision by Tuesday unless the details can be worked out. Mr. Eric Horvath, Public Works, summarized they have issues to be resolved with the bid bond, whether CNG will be awarded, and the installation of the equipment. Mr. Hudak noted they have to place their order by July 7t' or they will have to order next year's vehicles. - Notice of Intent — 2017 Self Paving Program Ms. Kara Boyles, City Engineer, stated this is related to the annual paving program and the City using internal crews to do the work. She noted State law requires the City to advertise notice of self -performance if the work exceeds $100,000. Attorney Schmidt stated the staff is qualified and has the skills to do the work without additional training. Ms. Boyles noted two (2) projects, Mayflower Road and Washington Street, will exceed the $100,000 limit. She informed the Board that the City previously asked a contractor to do the work with a Change Order. When they submitted an estimate that came in over $300,000, the decision was made to look at self - performing. Mr. Murray Miller, Local No. 645, asked if this was a public hearing. Attorney Schmidt stated no that will be Tuesday. Mr. Miller questioned if the cost includes materials and labor. Mr. Gilot noted it does, adding everything is quantified on the spreadsheet. Attorney Schmidt asked Mr. Miller if he had a copy of the spreadsheet. Mr. Miller confirmed he had received the spreadsheet. He questioned who is going to do the inspection on the work, noting the city usually inspects city projects. Ms. Boyles stated the city will inspect it. Mr. Miller asked if that was a conflict. Mr. Gilot answered that the city can count on the engineer inspectors to be honest and objective, noting they are licensed and they have to meet standards. Attorney Schmidt added if there are issues, we will hear and we want to know. - Agreement — Memorial Health System, Inc. Ms. Boyles informed the Board that this is for access from Memorial to install a very long sewer line that crosses Memorial's parking lot. She added they were not able to create a mold for this and transport it because of the length so they are doing it in sections. - Professional Services Agreement — HWC Engineering Ms. Boyles stated this is a new vendor for the city with offices in Indianapolis and Terre Haute. She stated the project is related to an unfinished loop near the bypass near Prairie Ave. that has very complicated issues, with swales and ditches. She confirmed it is related to the Potawatomi