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AGENDA REVIEW SESSION MARCH 21, 2019 61 The Agenda Review Session of the Board of Public Works was convened at 10:34 a.m. on Thursday, March 21, 2019, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, Therese Dorau, and Suzanna Fritzberg present. Board Member Laura O'Sullivan was absent. Also present was Attorney Catherine Fanello. 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. APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for approval: Type Business Description Amount/ Funding Motion/ Second Revised Indiana Extension of Original $143,906; Maradik/Dorau Amendment Housing and Agreement to Identify Paid to City No. 1 Community and Control Lead (CDBG Disaster Development Hazards in Eligible Recovery Funding) Authority Housing Units Board members discussed the following item(s) from the agenda. - Request to Advertise — Pothole Patcher Mr. Jeff Hudak, Central Services, explained to the Board the specifications were written for this equipment for a 2018 or newer due to the long lead time for building this equipment. He noted there may be a vendor that has one sitting around that would work. - Award Bid Extension — Emergency Vehicle Mr. Hudak stated this bid extension is for the Fire Department emergency vehicle. He noted they asked for a one year price guarantee in the original bid specs and the vendor, Horton Emergency Vehicles, agreed to the extension. - Special Purchase — Stryker Medical Assistant Fire Chief Andy Meyer stated this purchase is for compatible cots that are plugged into the vehicle loader that then loads them into the ambulance. He noted they already have Strycker power cots, and are replacing them along with their stair chairs. Chief Myer noted they have an agreement with Notre Dame for EMS assistance and Notre Dame also uses the Strycker cots, and other brands won't fit in the loading mechanism. Mr. Gilot questioned the number of cots being replaced. Chief Myer stated the agreement covers five (5) retrofits, the stair chairs and systems for loading, and training of five (5) staff member on servicing the units. - Special Purchase — Word Systems, Inc. Mr. Anthony Bontrager, Police Department, stated the iRecord system the Police Department uses has an expected end of life at five (5) years. He noted they are hitting that five (5) years this year and with systems becoming outdated, there is no guarantee on replacement parts. Mr. Gilot questioned if there are other vendors and could this have been bid out. Mr. Bontrager stated there aren't any other vendors for this type of system that they are aware of. He noted this is for everything; software, cameras, and wiring. Mr. Gilot suggested the wiring should be taken out from this as a separate item noting they have a different vendor listed doing that part of the work. He questioned how that vendor was determined. Mr. Bontrager stated they quoted that portion and selected the lowest quote. He added this software is shared with the Prosecutors Office, and they can look at it directly. He stated the rewiring is just upgrades to the existing system. Attorney Fanello stated this sounds like it is a sole source vendor. She noted Section 8 of Indiana Code regarding Special Purchase is more appropriate. Ms. Maradik requested they update their memo for Tuesday to separate the wiring from the software, noting the rewiring is below the $5,000 threshold. - Opening of Proposals — Lawn Maintenance and Mentorship Program Mr. Patrick Sherman, Venues, Parks, and Arts, stated he reached out to the City Diversity Officer, Christina Brooks, and contacted minority contractors to encourage their participation in this proposal. - Opening of Quotations — Howard Park Ice Skates and Sharpener Mr. Sherman informed the Board that all of the ice skates from the Howard Park Ice Rink were being stored in Pinhook Pavilion when it got flooded so they need to replace them. He added the bid is divisible due to some vendors that carry both types, and some that don't. - Award Quotation — 2019 Venues, Parks, and Arts Cemetery Mowing Mr. Sherman stated this quote award is going to a local firm this year that is lower than the previous year's winner, who was not local. He added Michiana's Four Seasons Landscaping is also an MBE vendor. Ms. Dorau asked if they have cemetery mowing experience, noting the historical nature of the tombstones. Mr. Sherman stated they actually`did the mowing for the City 1 L