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AGENDA REVIEW SESSION OCTOBER 18,2018 318
<br />The Agenda Review Session of the Board of Public Works was convened at 10:33 a.m. on
<br />October 18, 2018, by Board President Gary A. Gilot, with Board Members .lames Mueller,
<br />Elizabeth Maradik, and Therese Doran present. Board Member Suzanna Fritzberg was absent.
<br />Also present was Attorney Clara McDaniels, Board of'Public Works Clerk, Linda A Martin,
<br />presented the Board with a proposed agenda of items presented by the public and by City Staff.
<br />Mr. Gilot noted the addition to the agenda of an Access Agreement with Notre Dame University,
<br />AWARD BID —_LAFAYETTE BUILDING EXTERIOR RENOVATION — PROJECT NO 117-
<br />1.9 QRRWDA 'FIF)
<br />Mr. Kyle Silveus, Engineering, advised the Board that on October 9, 2018, bids were received
<br />and opened for the above referenced project. After reviewing those bids, Mr. Silveus
<br />recommended that the Board award the contract to the lowest responsive and responsible
<br />bidders:
<br />a) Precision Wall Systems, Inc., 3801 S. Main St., South Bend, IN 46614
<br />(1) Amount: $213,900; Division A, No Alternates
<br />b) C&S Masonry Restoration, LLC, 3725 Foundation Ct., Suite AB, South
<br />Bend, IN 46628
<br />(1) Amount: $236,705; Division B, Base Bid and Alternates B I, B2, B3,
<br />and B4
<br />Therefore, Ms. Maradik made a motion that the recommendation be accepted and the bid be
<br />awarded as outlined above. Ms. Doran seconded the motion, which carried.
<br />Board members discussed the following items) from the agenda.
<br />- Award Proposal — Utility Billing System
<br />Mr. Matt Coats, IT Department, informed the Board there were several stages of evaluation to
<br />this proposal, including a written proposal and a demonstration.
<br />- Change Order - VPA Maintenance Storage Building
<br />Mr. Patrick Sherman, VPA, stated this project was for developing the building to house the VPA
<br />Experience Vehicle. He noted they found out the vehicle plus the truck is too long to fit and they
<br />need to extend the building by six (6) feet.
<br />- Special Purchase — Hoosier Fire Equipment
<br />Mr. Todd Skwarcan, Fire Department, stated this is the same vendor that supplies the cylinders
<br />for the CBA equipment, and the compressor needs to be compatible. Mr. Gilot reiterated this is a
<br />compatibility issue.
<br />- Software Agreement — ESO Solutions, Inc.
<br />Mr. Skwarcan stated this agreement is for web -based ambulance run reporting. He noted the Fire
<br />Department uses the software for other reporting. Attorney McDaniels informed the Board there
<br />is one issue in that this is a Texas domicile and when the City entered into the original agreement
<br />back in 2014 they requested ESO register with the State of Indiana. She said she checked and
<br />they still have not registered• She stated she has communication with their legal representative
<br />and is waiting on that confinnation. Mr. Gilot questioned the funding listed as Professional
<br />Services. Mr. Skwarcan stated this is the initial startup cost, it will be rolled into IT funding
<br />eventually.
<br />- Professional Services Agreement — New Avenues
<br />Ms. Kyra Clark, Human Resources, stated this is a renewal of the existing agreement with no
<br />additional costs. Mr. Gilot noted the cost difference between safety personnel and regular
<br />employees and suggested would it be cost effective to have more non -safety individuals to attend
<br />at those locations, M. Clark stated they would look into that. She added the Fire Department is
<br />taking advantage of the program, but Police are utilizing it less. She noted they communicate
<br />with the department heads and are aware of those that need it, but it's difficult to get people to
<br />take advantage of the service.
<br />- Professional Services Agreement — SEMMA Health, Inc.
<br />Ms. Clark stated SEMMA provides the City with helpful information regarding their Benefit
<br />Plan, She stated the cost is less than last years' and noted the agenda showed last year's cost, She
<br />stated it should be $1,000 per month, and this is a 2019 evaluation t1or 2020. Ms. Doran asked if
<br />there aren't any changes, does the city pay out for successes. Ms, Clark clarified they identify
<br />what the city is actually paying for, and make recommendations for changes for cost savings.
<br />She stated the audit is the only success fee charge, The Board asked about privacy regarding
<br />employee's health data. Ms. Clark stated they only get claims data, they don't get any private
<br />information and there are no names associated with their data. Attorney McDaniels asked if we
<br />can make sure there are terms in there that protect the client's privacy information.
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