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AGENDA REVIEW SESSION FEBRUARY 4. 2016 27
<br />The Agenda Review Session of the Board of Public Works was convened at 10:34 a.m. on
<br />February 4, 2016, by Board President Gary A. Gilot, with Board Members David Relos,
<br />Elizabeth Maradik, Therese Doran, and James Mueller present. Also present was Attorney
<br />Michael Schmidt. The meeting was held in the 13' Floor Boardroom, County -City Building, 227
<br />W. Jefferson Blvd., South Bend, Indiana. Board of Public Works Clerk, Linda Martin, presented
<br />the Board with a proposed agenda of items presented by the public and by City Staff.
<br />OPENING OF BIDS — EQUIPMENT PURCHASE FOR NELLO COKPORATION PHASE V[
<br />— PROJECT NO. 116-004 (RWDA T1F)
<br />This was the date set for receiving and opening of sealed bids for the above referenced project.
<br />The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri-
<br />County News, which were found to be sufficient. Mr. Gilot stated the Clerk informed him there
<br />were no bids received, therefore Community Investment was free to work with Purchasing and
<br />go to the open market for the purchase of the equipment.
<br />APPROVAL OF REQUEST '1'0 ADVFRTISE FOR THE RECEIPT OF BIDS SALE OF
<br />CITY PROPERTY — 51190 AND 51270 MAYFLOWER RD.
<br />In a memorandum to the Board, Mr. David Relos, Community Investment, requested permission
<br />to advertise for the receipt of bids for the above referenced property. Mr. Relos explained the
<br />property was previously advertised and no bids were received. He noted it is now past sixty (60)
<br />days required by Statute before re -advertising. Therefore, upon a motion made by Mi. Rules,
<br />seconded by Ms. Maradik and carried, the above request was approved.
<br />AWARD PROPOSAL — FOOD BEVERAGE AND CATERING SERVICE FOR MORRIS
<br />PERFORMING ARTS CENTER COMPLEX
<br />Mr. Dennis Andres, Morris Performing Arts Center, advised the Board that on October 27, 2015,
<br />proposals were received and opened for the above referenced service. After reviewing and
<br />scoring those proposals, the review committee recommended that the Board award the contract
<br />to the highest scoring proposal submitted by Navarre Hospitality Group, dba Navarre
<br />Hospitality, 817 Estates Place, Mishawaka, Indiana. He noted the contract was prepared through
<br />the Legal Department and the process had followed the Request for Qualifications process, and
<br />is now complete. Therefore, Mr. Relos made a motion that the recommendation be accepted and
<br />the proposal be awarded as outlined above. Ms. Maradik seconded the motion, which carried.
<br />APPROVAL OF CONTRACT — INDOT
<br />Mr. Corbin Kerr, Engineering, submitted the contract with INDOT in the amount of
<br />$4,430,000.00 to be paid to the City, for the relinquishment of SR 933. Attorney Schmidt stated
<br />it is still a work in progress, but the terms have been agreed to, and the contract is in a place to
<br />approve, subject to the final. document coming back to the Board for signature. Upon a motion by
<br />Ms. Maradik, seconded by Mr. Relos and carried the contract was approved subject to legal
<br />review of the final document.
<br />Board members discussed the following item(s) from the agenda.
<br />- Award Bid —Refuse Trucks
<br />Mr. Jeff Hudak, Central Services, stated Central Indiana Truck Equipment was not the low
<br />bidder on these trucks, but McNeilus Truck & Manufacturing, the low bidder, was not
<br />responsive to the bid specifications and took exception to some of the bid items. He added that
<br />some of the discrepancies in their bid were noted and explained, and others were discovered
<br />upon review. Mr. Eric Horvath, Public Works Director, asked Mr. Hudak to put the information
<br />into a memo to the Board with a list of the exceptions to the relevant items. Mr. Hudak stated he
<br />did a memo with a list of the material items, and noted they just didn't meet the specs.
<br />- Lease Purchase Agreements
<br />Ms. Toni Laisure, Print Shop, informed the Board that these new printers will have more color
<br />and layout potentials. Mr. Horvath questioned if this was bid out. Mr. George King, Purchasing,
<br />stated no, this is a QPA. He added in spin; of that, Toni and her staff did extensive research on
<br />the product. Ms. Laisure noted the Print Shop is looking at a 60% increase next year on in-house
<br />printing.
<br />- Agreement —University of Notre Dame r
<br />Assistant Chief Andy Myer, Fire Department, stated this is the renewal of the Notre Dame
<br />agreement for daily 911 service coverage. He noted he combined three (3) agreements into one
<br />(1) this year. Mr. Gilot stated this is revenue to the City from Notre Dame, and explained he is an
<br />employee of Notre Dame, but he didn't believe there was a conflict. Attorney Schmidt stated
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