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AGENDA REVIEW MEETING FEBRUARY21,2QJ9 39
<br />The Agenda Review Session of the Board of Public Works was convened at 10:32 a.m. on
<br />February 21, 2019, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik
<br />and Laura O'Sullivan present. Board Members Suzanna Fritzberg and Therese Dorau were
<br />absent. Also present was Attorney Clara McDaniels. Board of Public Works Clerk, Linda M.
<br />Martin, presented the Board with a proposed agenda of items presented by the public and by City
<br />Staff.
<br />APPROVAL OF AG �LE-,FmF--NT-s/comrRACTS/I"ROPOSALS/ADDENDA
<br />The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for
<br />approval:
<br />Type
<br />Business
<br />Description
<br />Amount/
<br />Motion/
<br />-"§utith -Bend
<br />Funding-..
<br />Second
<br />Agreement-
<br />Building Inclusion
<br />NTE $15,000
<br />-Maradik/O'Suilivan
<br />Heritage
<br />Financial Wellness
<br />(DCI Professional
<br />Foundation
<br />Coaching
<br />Services)
<br />(City Grant Match)
<br />Board mernbers discussed the following iterri(s) from the agenda.
<br />Agreement - Neighborhood Resources Connection
<br />Ms. Alkeyna Aldridge, Conurrunity Investment, stated this is a collaboration with the NRC for
<br />them to oversee a neighborhood program of education and training to develop neighborhood
<br />association leaders, Site noted the City is giving $100,000 to the organization with 50% of the
<br />funds, or $50,000, required to have a match of non-federal dollars. She stated the first $25,000 of
<br />that $50,000 is to reimburse the organization's expenses and the second is to be utilized as a
<br />matching incentive for additional external funding.
<br />Agreement - United Way of St, Joseph County
<br />Ms. Aldridge stated the parties to this agreement knocked on 800 doors for surveys and building
<br />relationships for Americorp's and NRCs community support outreach efforts.
<br />Professional Services Agreement - Jacob Burnett
<br />Mr. Brian Donohue, Innovation Office, stated this will be the last agreement done for Mr.
<br />Burnett, He rioted he will become a full time employee after this engagement. Mr. Donohue
<br />stated the only change in this agreement is the language of the scope regarding the funding
<br />source, which will be expanded.
<br />Request to Advertise -- 2019 Venues, Parks, and Arts Cemetery Mowing
<br />Mr. Patrick Sherman, VPA, stated this is for the annual cemetery mowing, He noted they are
<br />doing it as a bid to try to got more bidders instead of a quote, adding they only received one (1)
<br />quote last time, Mr. Gilot pointed out bidding requires bonding, and it usually makes it more
<br />difficult for smaller contractors, Mr, Sherman confirmed there will be bonding included. Tile
<br />Board discussed the differences between bidding and quoting. Mr. Gilot stated if you are opening
<br />this tip because you want wider participation, make it simpler, Mr. Sherman asked if he could
<br />advertise a quote similar to a bid and if he could include bonding requirements. The Board stated
<br />he could. He stated he would take another look at this as a quote rather than a bid.
<br />- Request to Advertise for Proposals - 2019 Lawli Maintenance and Mcinorship Program
<br />Mr. Shertilan stated this is the same process for the mentorship program as always, with the
<br />exception of adding additional safety equipment requirements, minimum pay, and a small
<br />portion of inowing along Erskine Golf Course,
<br />Agreement - The Dugout Sporting Goods
<br />Mr, Sherman stated they previously did a request for proposals for this branded clothing and
<br />accessories and the award was to the Dugout. He rioted this agreement and pricing is the result of
<br />that request for proposals.
<br />Award Quotations - Century Center Site Signs
<br />Ms. Maradik asked if this signage is for the interior or exterior, She noted the BZA would have
<br />to approve it first if it's for outside. Ms. Kara Boyles, City Engineer, stated they would look into
<br />it and confirm.
<br />- Eighth Addendum to Agreement - Facade Matching Grant Program
<br />Mr, Gilot questioned tile amount Of this increase, noting it is the eighth addendum and is nearly a
<br />20% increase, He questioned if the 20% limit applies to agreements, as they do to Change Orders
<br />for projects. Fle suggested maybe a new contract should be done at this point. Ms. Maradik stated
<br />this is the facade matching gnult program. She noted it is a multi -year agreement and they are
<br />done this way for accounting purposes. Attorney McDaniels stated .she would took into the 20�%
<br />factor,
<br />- Open Market Contract - Unity Gardens Learning Center Site Improvements
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