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AGENDA REVIEW SESSION MAY 3, 2018 134 The Agenda Review Session of the Board of Public Works was convened at 10:50 a.m. on May 3, 2018, by Board President Gary A. Gilot, with Board Members Suzanna Fritzberg, Elizabeth Maradik and James Mueller present. Board Member Therese Dorau was absent. Also present was Attorney Clara McDaniels. Board of Public Works Clerk, Linda M. Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. OPENING OF QUOTATIONS — WEST RACE EMERGENCY REPAIR— PROJECT NO 115- 11 E (HOTEL/MOTEL TAX) Mr. Gilot advised that this was the date set for the receiving and opening of sealed quotations for the above referenced project. The following quotation was opened and read: HRP CONSTRUCTION. INC. 5777 Cleveland Road South Bend, IN 46624 Quotation was submitted by Matthew Cain QUOTATION: Base Bid Total $72,800 Alternate A Total $107,300 Alternate B Total 1$11,300 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above quotation was referred to Engineering for review and recommendation. Board members discussed the following item(s) from the agenda. - QPA Master Lease Purchase Agreement and QPA Purchase — Hewlett-Packard Financial Services and Dell Ms. Sue Gerlach, Information Technology, stated these two agreements are related to the City's computer refreshing. She noted the financing is up in the air right now, explaining it is usually done through the Hewlett-Packard lease, but they are trying to get this on the City equipment lease to get a better rate. She noted they only want to do the lease every four (4) years, but the city lease is a five (5) year lease. If it can't be adjusted she stated they will go back to the HP lease. - Master Service Agreement — Accela Mr. Shawn Delahanty, IT, stated this is for a renewal of a QPA software agreement. When questioned, he stated U.S. Communities is a national QPA, not a Federal. He confirmed the software is used by Code Enforcement but is being looked at by other departments. - Resolution No. 22-2018 — Provision of Additional Funds to the St. Joseph County Public Library Mr. Brian Donohue, IT, stated the amount of this donation is changing to $25,000. He noted the agreement is between the library, Metronet and Park Department, adding the Park Board has their own resolution. - Letter of Authorization — Studebaker Museum Mr. Benjamin Dougherty, Finance, stated this letter is for authorization for the museum to hold a raffle and as the titled owner for the property, the Board needs to approve it. He noted the controller is authorized to make the request to the Board. Ms. Fritzberg asked Mr. Dougherty if he could clarify which portions of Studebaker Museum the City owns. He stated he could not. Mr. Gilot stated the City owns the museum property, but not the cars, and not the Copshaholm, nor the history museum. He noted the City pledged $5,000,000 of the original $6,000,000 cost to the Museum and the Studebaker Club raised the other $1,000,000. - Equipment Lease Purchase Agreement and Resolution — PNC Equipment Finance, LLC Mr. Dougherty stated Finance requested proposals for lease purchase financing and PNC Equipment gave the lowest rate at 2.961 %. He stated PNC is willing to work out a four (4) year term for the computer financing discussed earlier, but it is not formalized yet. He stated the request is to approve those terms and authorize the Controller to negotiate and sign the other documents associated with the lease. Mr. Gilot questioned if they would make any adjustment on the finance rate for a four (4) year lease, noting sometimes if you ask to change the terms of a lease, they will adjust the rate. Mr. Dougherty stated they hadn't discussed that yet, but the margin between this rate and the other companies is large enough it shouldn't make a difference on which company has the lowest rate - Award Water Treatment Chemicals Bid