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AGENDA REVIEW SESSION MARCH 8, 2018 61
<br />The Agenda Review Session of the Board of Public Works was convened at 10:33 a.m. on
<br />March 8, 2018, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik,
<br />Therese Dorau, Suzanna Fritzberg, and James Mueller present. Also present was Attorney Clara
<br />McDaniels. The meeting was held in the 13th Floor Boardroom, County -City Building, 227 W.
<br />Jefferson Blvd., South Bend, Indiana. Lizzy Horvath, acting for Board of Public Works Clerk,
<br />Linda Martin, presented the Board with a proposed agenda of items presented by the public and
<br />by City Staff.
<br />Board members discussed the following item(s) from the agenda.
<br />- First Amendment to Redevelopment Supervisory Services Agreement — Redevelopment
<br />Commission
<br />Mr. Dave Relos, Community. Investment, informed the Board this agreement is being updated
<br />due to staff changes.
<br />- Second Amendment to Engineering Services Agreement — Redevelopment Commission
<br />Mr. Dave Relos, Community Investment, informed the Board this amendment is for the change
<br />of titles and positions within their department. They no longer have a redevelopment engineer.
<br />TIF will be refunding the City for certain positions no longer in place.
<br />- Opening of Proposals — 2018 Lawn Maintenance and Mentorship Program
<br />Mr. Patrick Sherman, Venues, Parks, and Arts, informed the Board they had a successful year
<br />last year with this program and are anticipating more proposals this year. Mr. Gilot questioned if
<br />any minority enterprises were reached out to for participation. Mr. Sherman stated he did not
<br />personally reach out to notify any vendors. Mr. Eric Horvath, Public Works, and Mr. Gilot both
<br />recommended Mr. Sherman reach out to Christina Brooks, who is the City's Diversity Inclusion
<br />Officer, regarding notifying potential vendors for this year's proposal and any future years. Mr.
<br />Sherman stated he will reach out to her.
<br />- Change Order — Palais Royale Awnings
<br />Mr. Patrick Sherman, Venues, Parks, and Arts, informed the Board the increase in cost is due to
<br />realizing the letters in the awning were backlit. He stated this was not known before since the
<br />bulbs were never on.
<br />- Amendment No. 1 to Proposal Agreement — Culligan Water
<br />Mr. Patrick Sherman, Venues, Parks, and Arts, stated the original water softener was removed by
<br />the previous owner, and when they did so, the cut off was done at the valves. The increase in
<br />price is to replace the damaged valves. Ms. Fritzberg questioned if we were able to recover any
<br />damages and Mr. Sherman stated the only way to do so would be through small claims court.
<br />- Amendment to Professional Services Agreement — myStaffingPro
<br />Ms. Chris Villaire, Human Resources, informed the Board this will extend their current software
<br />for another two (2) years. She stated this will also allow additional users into the program such as
<br />hiring managers so they are able to view the candidates as well. Ms. Fritzberg questioned if this
<br />would affect any other hiring programs, and Ms. Villaire stated there will be no duplication, but
<br />can be linked together.
<br />Professional Services Agreement — Aquitas Solutions, Inc.
<br />Mr. Ken Smith, Wastewater, and Mr. Jim Schrader, Innovation and Technology, stated this
<br />agreement is to update to the latest version of Maximo, which will also include the mobile
<br />application. Mr. Smith stated the current software is at end of life. Mr. Schrader stated this is a
<br />cloud hosted solution through Aquitas, and they will cover all updates and repairs at no
<br />additional cost. Mr. Schrader stated they also have a 99.9% availability rate when needed if the
<br />system were in need of maintenance. Ms. Dorau questioned if the price includes all hosting
<br />services and Mr. Schrader confirmed, yes. Mr. Gilot questioned if SCADA run time is tracked
<br />through this, and Mr. Smith stated SCADA is not currently tied into this system. Mr. Dan
<br />O'Connor, Innovation and Technology, informed the Board there will be no additional cost for
<br />upgrades either.
<br />- Request to Advertise — Three (3), More or Less, 2018 or Newer 28 Cubic Yard Front Loading
<br />Refuse Trucks
<br />Mr. Gilot questioned if these trucks were CNG. Mr. Michael Schmidt, Purchasing, confirmed
<br />they are.
<br />- Amendment to Professional Services Agreement — Creative Financial Services, LLC
<br />Mr. Michael Schmidt, informed the Board this amendment is for temporary accounting
<br />assistance at Water Works, which the services are now almost done being rendered. Mr. Horvath
<br />stated this was to help fill the vacancies at Water Works, which are now filled.
<br />- Opening of Quotations — Nello Inc. Hand Torches Project No. 118-026C
<br />Ms. Kara Boyles, Engineering, stated this needs to be removed from the agenda.
<br />- Pharmaceutical Supply Agreement — St. Joseph Regional Medical Center
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