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AGENDA REVIEW SESSION AUGUST 3, 2017 234 1 1 I The Agenda Review Session of the Board of Public Works was convened at 10:33 a.m. on August 3, 2017, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, Therese Dorau, and James Mueller present. Board Member Suzanna Fritzberg was absent. Also present was Attorney Michael Schmidt. The meeting was held in the 13th Floor Boardroom, County -City Building, 227 W. Jefferson Blvd., South Bend, Indiana. Board of Public Works Clerk, Linda Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda Performing Arts Center Chandelier Support. of an emergency procurement for the Morris Board members discussed the following item(s) from the agenda. - Memorandum of Assignment and Assumption — Memorial Hospital and Multi -Employer Property Trust's Mr. Dave Relos, Community Investment, stated this assignment is to follow up from the transfer to the Board of Works in the fall of the Leighton Parking Garage Complex. He noted Redevelopment Commission transferred the 1998 ground leases to the Board and they need to be put into a recorded document. He stated these relate to two (2) buildings, owned by Gibson Insurance and Memorial Hospital separately. He noted Memorial is not a tenant as he had put on the agenda. Mr. Relos informed the Board that one (1) is a ground and air lease and the other one is just for the ground. - Award Bid — South Bend Police Vehicle Equipment Lieutenant Chris Voros informed the Board that he gave the wrong numbers on the award to Waymire Fleet Equipment. He noted the agenda states Item Nos. 1 and 24, but he should have requested Item Nos. 3, 9, 11, 13, 28, and 36. - Request to Advertise for Proposals Lieutenant Voros stated this request is for an integrated video system to allow the Police Department fleet to include both body and in -car cameras. He noted there are three (3) vendors known to supply this equipment. He explained the in -car cameras would not capture a foot pursuit currently, so they need body cameras for verification of incidents. Ms. Dorau questioned why they are seeking proposals instead of bids. Attorney Schmidt stated proposals allow weighing of what is being proposed, and in this case the award is not based on cost. Mr. George King, Purchasing, stated they need to looks at integration, warranty, installation, and quality of equipment. Attorney Schmidt added it allows them to see what's out there and allows them to work with the selected vendor to make sure everything lines up correctly. Lieutenant Voros stated he discussed the scoring system with Legal and they approved it. - Temporary Occupancy Permit — Mr. Gilot stated at the last Board of Works meeting, the Board reviewed an Occupancy Permit for Majority Builder's for the Hibberd Building to close the full sidewalk for one (1) year. He noted the Board approved one (1) month and asked that representatives come to discuss the need for a full sidewalk closure, for a year. Mr. Matt Flick and Mr. Jim Bushong, Majority Builders, Inc., were present and informed the Board that 95% of the construction schedule, the sidewalk will be open between the barriers and the road for pedestrian passage. Mr. Flick stated there will be a few points in time where the barricades would take the whole sidewalk during renovation of the fagade to allow a lift truck and to provide security from falling material. He stated both the alley to the north and to the west will need temporary barricades. He stated the lot to the north behind the AT&T building allows access to the dumpsters, and they can work with Gates to move their dumpsters if necessary. Mr. Gilot reiterated they would leave the sidewalk open for pedestrian passage and ADA purposes most of the time. Ms. Dorau questioned if part of being open included the striped cycle path. Mr. Flick noted the cycle path is in the street. Ms. Dorau corrected him that the location of the cycle paths are on the sidewalk to the curb and marked with a line. Mr. Flick stated they would keep that open. Ms. Dorau suggested where there are cycle lanes, there could be different signs to let cyclists know the path is a multi -use path for pedestrians and cyclists. Mr. Jitin Kain, Public Works, stated to be clear, you will be closing from the building to the cycle path and at some times will move the barricades all the way to the curb. He asked that they provide notification ahead of time and there needs to be a plan so they can put cones up. Ms. Kara Boyles, Engineering, suggested the Board approve a partial closure, and when full closure is needed, they come in and do a separate request. Mr. Bushong stated the full closure will be needed when they replace the fagade which would take a week or two (2). Ms. Maradik asked if the north alley closure has been discussed with the affected business. Mr. Flick confirmed they have been in discussion with them for a while and they are fine with the