05032018 Agenda Review Session - Laserfiche WebLink

Home Browse Search

AGENDA REVIEW SESSION MAY 3, 2018 135 Mr. Brad VanOosterum, Water Works, stated all of the chemicals are being awarded to the low bidders. He noted there were two (2) chemicals that they received no responses on and they will go out to the open market on those. - Opening of Bids — One (1) or More, 2018 or Newer, Combination Jet RodderNaccuum Machine with Cab & Chassis Mr. Jeff Hudak, Central Services, stated he is requesting to reject these bids that are due Tuesday and redo the specifications. He explained after review, the Sewer Department informed him that the specifications don't meet their needs and they would like to redo them. - Software Agreement — Michiana Health Information Network, LLC Mr. Andy Meyer, Fire Department, stated this software allows the Fire Department to report data on their patient contacts. He noted it places their data into the system immediately and is available for hospitals and doctors to view. Mr. Gilot asked if HIPPA requirements are being met. Mr. Meyer stated they are, the company handles all of that. He noted this is a pilot program and may need to be adjusted as they go along, adding the company works out the Fire Department's program needs before instituting the software. He stated they also provide quarterly training to the Fire Department. - Professional Services Agreement — Antonius Northern Mr. Brian Donohue, IT, stated this agreement is for Mr. Northern to engage the community in the Bloomberg's Mayor's Challenge. Mr. Mueller questioned how the grant funding works. Mr. Donohue stated the grant will reimburse the Department of Community Investment fund that will cover this cost originally. - Professional Services Agreement — EnFocus Mr. Donohue stated this agreement is a not to exceed amount that probably won't be used up. Mr. Gilot noted he Chair's the Board, so he will have a conflict on this one. He questioned if just declaring his conflict was sufficient. Attorney McDaniels stated since he chairs the Board, he would need to abstain from the vote. The Board noted that there will not be a quorum with two (2) other members being out. The Board stated this should be tabled until a later meeting, noting there is no urgency on this agreement. - Opening of Quotations — Seitz Park Reconstruction Ms. Maradik questioned what this project was for. Ms. Kara Boyles, City Engineer, stated this is for moving the transformer on Seitz Park. Ms. Maradik asked if the title could be changed, noting the title "Seitz Park Reconstruction" is misleading. Ms. Boyles stated the project has already been sent to bidders so the title can't be changed at this point but she noted that the bigger concern is that this should be Project No. 117-093"A" as a part of the larger project. She added with all of these parts of the project coming out of the Park Bond they should be lettered for tracking purposes. She noted there will be more to come. PRIVILEGE OF THE FLOOR Ms. Kara Boyles, City Engineer, stated the Board will be seeing their first waiver for small cell towers coming for the next agenda. She noted they will be for residential areas only and she has asked for a ten (10) foot clear zone. She noted this will mean additional poles in the right-of- way. Attorney McDaniels stated there is a new House Bill that passed in March that voids the 2017 Resolution the Board passed regarding the placement of utility poles in the right of way and limits the city's ability to restrict new towers outside of residential areas. She stated based on this bill, the only place the City can prohibit them is in residential areas. Ms. Boyles stated the companies remove AEP poles and replace them to co -locate, but they can only meter their cell equipment on their own stand-alone poles, so they install an additional pole for the meter. Mr. Gilot noted should be treated as an encroachment into the public right-of-way. Ms. Boyles stated at a previous meeting, the Board approved a recommendation to award street materials for American Highway Products. She noted the Engineer missed that they did not have a bid bond, and the Board was not asked to acknowledge the discrepancy. Ms. Boyles stated the bid bond was supplied after the bid opening. Ms. Martin noted they were the sole bidders of the material they were awarded. Mr. Gilot stated the Board needs a memo for the record. Ms. Boyles stated finally, she would be bringing updated City Standards and Specifications before the Board and asked if they wanted to review the entire document. Mr. Gilot suggested she only needed to let the Board know of any major changes. He stated the Engineers are capable of doing the processes for the rewriting to address any outdated or problematic issues. He stated only controversial changes, not pro -active changes, things that require people to retool or create additional expenses, are the Board's concerns in their review and approval. No other business came before the Board. Upon a motion by Mr. Mueller, seconded by Ms. Fritzberg and carried, the meeting adjourned at 11:49 a.m.