02092018 Agenda Review Session - Laserfiche WebLink

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AGENDA REVIEW SESSION FEBRUARY 9, 2018 23 Mr. Brian Donohue, Information Technologies, stated this is for access to data and publishing rights to monitor the City's road conditions. He explained they drive around on a trash truck and based on the data collected, give the city an assessment. - Award Quotation — Palais Royale Awning Mr. Patrick Sherman, Venues, Parks, and Arts, stated this awning is not under the Historic Preservation Commission's oversight, in answer to Mr. Gilot's concerns. He noted they did some mock-ups of what it will look like for the Commission and they had no issues with it. -Request to Advertise — 2018 Lawn Maintenance & Mentorship Program Mr. Sherman stated this year they will increase security for the program and match the minimum wage. He noted they are also asking for more diversity in the applicants. - Agreement — Brite Electric LLC Mr. Sherman stated Brite Electric will map electric panels at the Martin Luther King Jr. Center and O'Brien Recreation Center. He noted the wiring has never been mapped and contains many subpanels from over many years. - Master Services Agreement — SPEVCO, Inc. Mr. Sherman stated this is the Venues, Parks, and Arts experiential vehicle contract with the vendor that scored the highest on the proposals. He noted they are still working out what type of vehicle they will design. Mr. Gilot asked if it will be designed for future upgrades or will it stay the way it is. Mr. Sherman stated it will come with different updates and features. Mr. Gilot asked what the expected service life will be. Mr. Sherman stated he was not sure, but at least ten (10) years. - Alley Vacation Mr. Mike Keen, applicant, stated they own all properties adjacent to this alley off of Portage Avenue but one and that property owner has submitted a letter in support of the vacation. He noted the Board has a copy of the letter. Mr. Keen stated the purpose of this request is for renovating all of the properties. He noted people use this as a cut -through also, and it's not necessary to use. Mr. Gilot asked if they worked out a cross -access agreement for the three (3) car garage property access. Ms. Maradik added does the neighbor understand he only gets half of the alley and won't be able to access it without an access agreement? Mr. Gilot stated it sounds like you are all in agreement but just in case the players change, it should be put into a formal cross -access agreement. Mr. Horvath suggested it may need to be described differently in the agreement since it is an angled alley. He noted it should be 123' on the north side and 103' on the south side. Mr. Horvath stated the Common Council's legal requirement is to make sure you aren't blocking another property owner's access. - Change Order — Wastewater Treatment Plant Digester Gas Utilization Mr. Jacob Klosinski, Wastewater, stated this decrease is for recouping the $20,000 allowance that was not used by the vendor, Thieneman Construction. - Request to Advertise — Trucking of Belt Pressed Biosolids Mr. Klosinski stated they are hoping to receive bids from minority vendors on this project. Mr. Horvath requested they touch bases with the City Diversity Officer to get recommendations of some minority companies that could provide the trucking service. - Memorandum — City of South Bend Wastewater Division Mr. Jacob Klosinski, Wastewater, stated he is requesting the Board's recommendation on assessing liquidated damages on the Wastewater Treatment Plant Digester Gas Utilization Project. He explained the contractor did not meet the project milestones by the substantial or the final completion dates. He informed the Board they had a leaking tank, and replaced it three (3) times. He noted during that process, they broke a part and had to repair that, and the second attempt resulted in another leak. He explained nothing in the delays were the city's fault, and nothing to do with the specifications, nor was there a delay in paperwork or materials. Mr. Klosinski stated he would like the Board's permission to assess liquidated damages on substantial completion, which delayed final completion, and waive the liquidated damages on final completion, noting the equipment would have been used during that period and they would have recouped some of the costs of what amounts to $30,000. Mr. Horvath questioned submitting a memo to the Board instead of a Change Order to get their opinion on this. He asked Mr. Klosinski if he is comfortable with imposing $30,000 and waiving the final damages on the contractor. Mr. Klosinski stated he was and believed they will try to recoup their costs on the part of the subs. He added if the Board agrees, he will bring a final Change Order to the next Board meeting. Mr. Horvath suggested this be removed from the agenda since the Board will not have any more to discuss. Mr. Gilot requested Mr. Klosinski bring these requests to Mr. Horvath and get his approval and then bring the Change Order to the Board. - Professional Services Agreement — Jones, Petrie, Rafinski