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AGENDA REVIEW SESSION . OCTOBER 17, 2019 304 The Agenda Review Session of the Board of Public Works was convened at 10:34 a.m. on Thursday, October 17, 2019 by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, Therese Dorau, Genevieve Miller, and Laura O'Sullivan present. 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. - Resolution No. 37-2019 Ms. Sue Gerlach, IT, stated IT is leasing tablets from Dell and they perform their leases a little differently. She noted they require a Purchase Order prior to the purchase and will release the items after the purchase order is created. She explained this resolution is to approve the amount of the PO and authorize IT to sign the lease paperwork. - Opening of Proposals — Plumbing Services Contract Mr. Gilot asked Adam Parsons, Central Services, if he is doing outreach to MBE and WBE contractors. Mr. Parsons stated they have advertised and used wording to encourage them to apply. Mr. Gilot asked if they had reached out to any contractors specifically. Mr. Parsons stated he is not aware of any for plumbing. Ms. Kara Boyles, Engineering, stated she looked the other day, and didn't see any. She corrected herself later to inform the Board that she found one (1) MBE/WBE company that does plumbing. - Open Market Purchase Approval Request — Truck Mounted Street Sweepers Mr. Matt Chlebowski, Central Service's, stated the Board rejected two (2) bids received, on September 9, that were both found non -responsive to the bid specs. He stated the letter from the Board said the city would rebid the equipment. Subsequently, they found that Indiana Code allows a special purchase when no responsible bids are received. He stated he is requesting the Board's approval to do a special purchase to correct the Board's letter stating the Board would reject and rebid. Mr. Gilot asked if he is going with one (1) of the vendor's that bid originally. Mr. Chlebowski responded they haven't gotten to that point yet. Attorney McDaniels stated one (1) bidder didn't meet the specs and one (1) didn't sign their bid bond. She stated she would recommend that they still go out and get more than one (1) bid. Mr. Gilot noted they had some protests on this. Attorney McDaniels stated the basis of the protests would not meet our bid specs. Ms. Maradik suggested the specs weren't clear on some of the language and they need to make sure it's cleared up so there isn't any confusion again. Attorney McDaniels stated that bidder crossed off the City's language and wrote their own. Request to Advertise — Water Works Utility Service Line Repair Program Mr. Al Greek, Utilities, stated everybody that gets a water bill pays a small amount to fund this water line repair program. He noted they try to get new applicants for the program every year, and currently do about five -hundred (500) a year. He stated they currently use two (2) contractors and are trying to get more. Ms. Dorau asked if they provide the standards, particularly on dealing with lead. Mr. Greek stated yes, and they provide the training. - Release of Reserved Utility Easement - Truck Centers, Inc. Mr. John Nelson, Truck Centers, Inc., stated he was present in case there were any questions about this easement release. Attorney McDaniels stated there are no utilities present, this was just a reserve that was never used. Mr. Gilot asked if the City retains access to the water basin. Mr. Nelson stated there is an existing easement north of the property. Mr. Gilot reviewed and noted that doesn't appear to give access to the basin. Ms. Kara Boyles, Engineering, stated the engineers will look at it better. - Licenses and Permits — KRG Eddy Street Land II, LLC Ms. Sue Ellen Doudrick, Engineering, stated Kite Realty Group came to the Board for a Long Term Occupancy Permit back in January of 2018 and the Board requested some sort of Improvements Agreement. She stated that was brought to the Board and approved in November of 2018. Mr. Tony Halsey, KRG, stated they are now at the end of that time frame and have had some delays with the masons, and don't have sidewalks and curbs installed so the road can't be paved. He noted they are still working on the building's fagade, so they are requesting to come back in the spring to do the paving and finish up the road. He stated they are asking for occupancy through July 2020, which is when the road will be opened to the public. He added they will open the road this winter for residents only to access and will plow and maintain it. Ms. Doudrick noted they met several times and discussed how to get it done sooner but if the road is paved, there will be trucks running over it and creating issues. Mr. Halsey stated they want to do a soft opening of the north lot. Mr. Gilot asked if the masonry will continue through the cold weather. Mr. Halsey stated it will. Mr. Eric Horvath, Public Works, asked how they service the buildings. Mr. Halsey stated they will have access off of Napoleon St., noting they will open the northern block in December. Mr. Gilot asked if they have been doing communication with