07/17/2014 Agenda Review - Laserfiche WebLink

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AGENDA REVIEW SESSION JULY 17, 2014 236 Mr. Mike Divita, Community Investment, stated this annexation is for a small area south of Ironwood Drive off of Ireland Road. He noted it will be zoned for office, commercial and/or high density residential development. Mr. Divita stated the water may need to expand, and the sewers may not be able to handle future development. He noted the City picks up the maintenance of a small section of Ireland Road, about 800 feet. Mr. Gilot stated there is problem sometimes with back -ups in this area so they should pay close attention to the drainage. Mr. Paul South, Street Department, stated he has concerns about snow plowing because there is no room to turn a snow plow around. He recommended the County continue to maintain the snow plowing of this small section. Resolution No. 32 -2014 — Trade -In of Equipment Lieutenant Chris Voros, Police Department, stated this resolution will allow for the trade in of four undercover vehicles. He noted there was a total of seven (7) but three (3) were federal seizures. He added there is not a lot of information given due to these being undercover vehicles. Attorney Greene noted the law protects this information for security reasons. - Maintenance Agreement - NEC Corporation of America Lieutenant Voros stated this is the Police Department's yearly maintenance agreement for their AFIS fingerprint system. Lieutenant Voros stated they have had amazing results with this technology. Ms. Greene stated the agreement includes an evergreen clause which she normally would not recommend the Board agree to, but due to the nature of this agreement, she is okay with it. Software and Support Licensing Agreement -- Alpine Consulting, Inc. Lieutenant Chris Voros explained this software provides crime analysis in minutes that would take humans hours to achieve. He stated the purchase was added to their JAG Grant application. Ms. Greene questioned if the grant has been awarded. Lieutenant Voros stated it has not, but it will happen shortly. Ms. Roos stated the Board can't approve anything without the funding appropriated. Lieutenant Voros stated they have 2013 JAG funds that haven't been accounted for that they have asked to use. Ms. Roos questioned if it included training and if he had worked with the City's Information Technology Department on this. Lieutenant Voros confirmed training is included and he had already talked to the IT Department. Ms. Roos asked if many other Cities use this software. Lieutenant Voros stated there are a lot of other cities using it and he would provide a list. Lieutenant Voros noted the City is getting a break of $26,792.59 off the list price if the contract is approved before August 1, 2014. Ms. Greene requested a copy before Tuesday's Board meeting, noting she had not reviewed this yet. Mr. Horvath stated Legal needs to review every contract and he would like them to look at the terms on this one. - Memorandum of Understanding — MACOG Mr. Corbitt Kerr, Engineering, stated this contract with MACOG is for traffic counting for the City. He noted the numbers have increased so MACOG needs to increase the cost to $11,000.00. Mr. Horvath added that to hire someone else do it would be almost $60,000.00, so it is a good deal. - Professional Services Agreement — American Structurepoint Mr. Corbitt Kerr, Engineering, stated the cost of this service for a downtown two -way traffic impact study will be less than the agenda states. Mr. Horvath questioned if the new scope would be ready by Tuesday's meeting and requested Mr. Kerr circulate the new agreement no later than Friday afternoon for review. - Contract — INDOT, and Professional Services Agreement — American Structurepoint Mr. Corbitt Kerr stated these two items are related; the contract sets out the cost sharing and the agreement is for the work designing Boland Drive Bike /Pedestrian Trail from Portage Avenue to Riverside Drive. He noted they are doing both sides of Boland Drive to give options. Ms. Roos requested they make sure they look at connecting to the multipurpose trail. Mr. Kerr stated the INDOT contract is their standard contract; however MACOG had issues with it and gave it back. He explained it is just a cost sharing contract, but they need to verify with INDOT whether the construction cost sharing should be in the contract or separate from the engineering cost sharing. - Legal Staff Report - Bit Mat Products Attorney Cheryl Greene explained at their last meeting, the Board of Works rescinded their previous award of the 2014 Street and Sewer Materials bid, Part A, Asphalt Materials to Bit Mat Products due to Bit -Mat's failure to comply with the bid specifications for the Dust Control Agent, causing their bid to be deemed non- responsive to that item. It has since been determined the other asphalt products are not available locally and the City's paving program may be significantly delayed. Therefore, in order to not impair the functioning of the Street Department, the Board may wish to reinstate that portion of Part A of the bid award to Bit Mat with the exception of the Dust Control Agent. She noted the owner gave a reasonable explanation in writing for his substitution of dust control product. The Board requested the item to reconsider their previous action and rescind only the dust control agent award be added as an action item to the agenda.