03/20/2014 Agenda Review - Laserfiche WebLink

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PUBLIC AGENDA SESSION MARCH 20. 2014 103 the manufacturer that is the sole source, not the distributor. One manufacturer makes the software, but it can be distributed by numerous vendors. Therefore, it is a sole source manufacturer of this software the City is purchasing. - Procession — Bend it 'til it Breaks Mr. Mike McNeff, Applicant, stated "Bend it 'til it Breaks" is an attempt to break the world record of a pub crawl. He noted he will need almost 5,000 people to participate in order to break the record. Mr. McNeff stated this is not a drinking event; the main goal is to collect records of participation at each location. He noted participants can drink any beverage, including water, or juice — it doesn't have to be alcohol. Mr. McNeff stated that each location is picking a charity of their choice and will donate proceeds from the event to that charity. He noted he is working with the former Football Hall of Fame, and the Cove for the start and finish of the event, and the start and finish will be the party. Ms. Roos asked how people will be getting around, are they following a route. Mr. McNeff stated they will have a specific route. Ms. Roos asked in terms of walking, will they stay on sidewalks, and are they going to request extra police. Mr. McNeff stated they will stay on the sidewalks and cross at intersections. He added he has met with the Police and asked for extra police to assist with crossing the streets. She questioned if there is a specific ending time for the event. Mr. McNeff stated they are to be at the Cove by 8:00 p.m. He added the deadline is all about collecting a record of information of the number of liquids consumed and the number of places stopped at. Mr. McNeff informed the Board that ten (10) charities will be involved, and any money left behind will be divided up amongst those charities. Ms. Roos requested additional information that would be helpful to the Board in the form of letters from all of the sponsors and charities to state they are in support. She requested Mr. McNeff have a discussion with Aaron Perri, Downtown South Bend, and he confirm that businesses are on board with this many people walking downtown. She added this is also the same day as the Glow in the Park event and both events end at the Cove; the Board needs to know that Joe Hart, Silver Hawks, is on board, and the Police Department is on board. Mr. Relos noted both events end at the Cove at 8:00, and questioned if that would be feasible. Ms. Greene stated Joe Hart has been involved in this and is aware there will be two events ending at the Cove at the same time and says they can handle it. She added they just have to make sure they are compliant with code regulations on seating capacity. Ms. Roos stated the Board will need confirmation from Joe Hart that they can accommodate both events. Ms. Marcia Qualls, Engineering, informed the Board that Mr. Hart was present at a meeting she attended on this event and stated he could handle both events at the same time. Ms. Roos stated the Board will need that on the record in writing, along with letters from all of the participating pubs and from Joe Hart and Aaron Perri, Mr. McNeff stated one thing he brought up is to make one or two of the stops in the middle of the route completely non - alcoholic. Ms. Roos asked what his target audience is. Mr. McNeff stated all ages over twenty -one (21). He noted they are going for the world record; it's not about the alcohol. - Request to Advertise — 2014 Infrared Pavement Patching Ms. Roos questioned if Eric Horvath and Kara Boyles are good with the specifications on this bid. Mr. Horvath stated he doesn't want to lose any time on the weather and is ready to get the bid out. He questioned if there were any issues with last year's bid. Ms. Greene stated they made some changes to the specifications last year to open them up so more vendors can compete. Mr. Horvath noted they may want to put in the minimum numbers of patches they want to do so they can get a better price based on a quantity bid. Bid Award — Transmission Rebuild and Repair Mr. Jeff Hudak, Central Services, stated the award on this bid is going to the low bidder and all bidders were compliant. Bid Award — Pre - Qualification for Body Shop Repair Service Attorney Cheryl Greene informed the Board that there is one irregularity with this bid. She stated Mr. Hudak spoke to her about it and she is okay with the award. Ms. Greene explained there was only one bid received and they did not include a bid bond. She stated the specifications required a bid bond, but that should not have been included in the specs because this is a service. Ms. Greene added that since there was only one (1) bidder, even if the bid is rejected, you would go to the open market and award to this vendor. She added the Board has the legal right to waive the irregularity. - Reject Bids - Thirty -Seven (37), More or Less, 2014 or Newer, All Wheel Drive Police Patrol Vehicles Mr. Hudak stated the bids for these vehicles are being rejected due to one bidder being non- responsive to the specifications and unable to meet the specifications, and the other two with cut- off dates the City couldn't meet. Ms. Roos stated the Police Department is going to work with Central Services on adding CNG in the specifications so there aren't any problems with that. She