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AGENDA REVIEW SESSION JANUARY 17, 2019 10 The Agenda Review Session of the Board of Public Works was convened at 10:34 a.m. on January 17, 2019, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, and Therese Dorau present.. Board Members Suzanna Fritzberg and Laura O'Sullivan were 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. Board members discussed the following item(s) from the agenda. - QPA Software Renewal — CDW Government Mr. Dan O'Connor, IT Department, stated he was informed by the Legal Department this software renewal is not actually a QPA purchase, but governed under IC 5-22-10-7 regarding data software purchases. He stated this is their annual Adobe purchase. Attorney Clara McDaniels stated this is a sole source purchase. - Module and Licensing Agreement — myStaffingPro Mr. O'Connor stated this is for purchase of another module for myStaffingPro for integrating Human Resources data. — Street Vacation Ms. Lori Gesto, Belleway Trucking, 1705 S. Olive Street, stated she submitted the vacation request for Dubail Street. She explained they have been using the street as part of their driveway for years, and now the city wants to vacate it as part of a development project. She noted the railroad owns the north part of the property. Mr. Gilot read the Engineering comments and noted there is a water main running down the middle of the street. He stated all vacation requests are subject to utility easements, and that would be the case here. Ms. Gesto stated that would be fine for their purposes. She added if not vacated, their drive will only be 30' not 60' which is a problem for semi -trucks. - Lease Renewal — Shein Realty LLC Tim Lancaster, Police Department, stated this is a renewal of the lease for the Police task force and it is reimbursed by the ATF. Attorney McDaniels asked who is providing legal review for the Police Department. Mr. Lancaster stated Attorney Ashley Colborn was before she left the city but he is not sure if she reviewed this document before she left. - Bid Award — VPA Restroom Remodeling Mr. Patrick Sherman, VPA, stated this bid is for ADA upgrades for all public restrooms in parks and park facilities. Mr. Gilot asked how many restrooms this would cover. Mr. Sherman stated it was between ten (10) and fourteen (14). Mr. Gilot noted that would make the cost approximately $50,000 eac. Mr. Sherman noted there are some that include paths to make them accessible from the parking lots. - Request to Advertise VPA Signage and Wayfinding Ms. Maradik asked if this was a request for bids or proposals. Mr. Sherman confirmed this should be a Request for Proposals not bids as he had submitted. He explained that the parks have old signage, and this is looking for design packages for each individual park. Ms. Dorau asked if these are wayfinding in the parks. Mr. Sherman confirmed this will focus on the interior of the parks, not in the public right-of-way. He stated he is asking for the Board's guidance on whether to proceed, noting he does not have the proposal documents ready yet. He stated the funds will come out of larger project costs and for smaller projects, they will probably be out of operations. Mr. Sherman stated they will make a standard set of signs needed, and ask the companies to show their process for designing of a package for one (1) property. He noted they will all get the same property request. Mr. Gilot stated this is inviting creativity, and asked when the first ad would be. Mr. Sherman stated he doesn't know yet. Mr. Gilot stated it sounds like you aren't ready, this should be tabled for now, adding the package should be ready to go when you make your request. He stated the matrix should be done and the dates should be set. He added he is little fuzzy on the style, and asked if there is one standard style or multiple styles. He questioned if this can be compared equally, apples to apples. Mr. Sherman stated there is some commonality in lettering and style but they are asking for a separate package design for each location. - Bid Contract Extension — Industrial Door of Northern Indiana Mr. Adam Parsons, Central Services, stated his original request was to extend this bid for the repair and installation of overhead doors for all city departments for two (2) years through 2020, but after review of the bid, Purchasing informed him the terms only allow for a one (1) year extension. He stated he is now requesting the bid be extended through 2019. He presented the Board with a letter from the vendor agreeing to honor their original bid prices. Mr. Gilot noted the letter only lists the labor costs. He asked if this covers parts also. Mr. Parsons stated parts are subject to their standard mark-up. - Request to Advertise — 2019 Trucking of Belt Pressed Biosolids for Land Application