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AGENDA REVIEW SESSION MAY 9, 2019 120 The Agenda Review Session of the Board of Public Works was convened at 10:34 a.m. on May 9, 2019, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, Genevieve Miller, and Laura O'Sullivan present. Board Member Therese Dorau was absent. Also present was Attorney Clara McDaniels. Board of Public Works Clerk, Linda M. Martin, was absent. Liz Horvath, on her behalf, 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. - Professional Services Agreement — Danch, Hamer and Associates Mr. Dave Relos, Community Investment stated this agreement was to have Danch, Hamer and Associates provide survey services to vacate alleys and dedicate streets on Charles Martin Sr. Drive between LaSalle and Colfax. He stated this would help repair subdivisions and the Department of Community Investment planned to help other areas throughout the City like this in the future. - Change Order No. 1 — Code Enforcement Office Remodel Mr. Adam Parsons, Sustainability, stated the increase for this change order was above the 20% threshold due to unforeseen circumstances. He stated this was to increase wall heights to full height versus partial, and to move a wall completely. Ms. McDaniels stated she communicated with the contractor and agreed with Mr. Parsons. Mr. Gilot stated this needs to be avoided in the future. - Change Order No. 1 — Human Rights Commission Office Remodel Mr. Parsons stated the increase in amount was to extend new carpet from the main area into the hallway. He stated when first installed, the carpet was "wavey" and "rippley" along with other issues since installation and needed to be replaced for safety reasons. - Award Bid — Two (2) More or Less, 2018 or Newer, 27 Cubic Yard Single Arm Side Loading Refuse Trucks — Spec B Mr. Jeff Hudak, Central Services, stated this was the sole bidder. He stated he did compare pricing from last year to this year and prices were comparable. Mr. Gilot questioned if these trucks were CNG and Mr. Hudak said they were. - Award Bid — Two (2) More or Less, 2019 or Newer, Full Size Cargo Vans — Spec C Mr. Hudak stated Jordan Ford was not the lowest bidder, however, the lowest bidder did not follow the bid specifications. He stated the low bidder was a foot too short on the roof requirements of the van. - Award Bid —Seventeen (17) More or Less, 2019 or Newer, Mid -Size Four Door Hybrid Sedan Automobiles — Spec H Mr. Hudak stated Jordan Ford was not the lowest bidder, however, the lowest bidder did not follow the bid specifications. He stated the lowest bidder supplied bids for compact cars when the specs were for a mid -size car. Ms. Maradik asked if these were CNG and Mr. Hudak said they were. - Professional Services Agreement — Matthew L. Sisk Ms. Maradik questioned if Mr. O'Connor had a time frame for this agreement. Mr. O'Connor stated this was an open-ended agreement, but the max time would be a year. He said if it needs to go past a year, a new agreement will be presented to the Board. - Master Agreement — Qualtrics, LLC Ms. Danielle Fulmer, Innovation and Technology, noted the City receives a public sector discount of over 50% for this agreement. - Memorandum of Understanding — Harvard Kennedy School Government Performance Lab Mr. Brian Donoghue, Innovation and Technology, stated this MOU is for free technical assistance for shared mobility programs which could potentially assist with the Bloomberg Mayors Challenge in the future. Mr. Gilot asked if this was for mobility only and Mr. Donoghue stated it was. Mr. Gilot asked if they will follow Indiana Statue for procurement, and Mr. Donoghue said yes. - Internship Placement Agreement — University of Notre Dame Mr. Donoghue stated Notre Dame is giving the City a fully paid intern, the City just needs to provide the office space. Ms. Miller asked if this was just for the summer and Mr. Donoghue said yes. Emergency Repair Agreement — Selge Construction Co., Inc. Mr. Scott Horvath, Water Works, stated this was for an emergency repair on Auten Road on April 26, 2019. He stated there was a 3in. hole in a 12in. water main which resulted in shutting off water for two and a half miles of residents. Mr. Gilot asked how old the pipe was and Mr.