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AGENDA REVIEW SESSION MARCH 17,201 92 The Agenda Review Session of the Board of Public Works was convened at 10:35 a.m. on March 17, 2016, by Board President Gary A. Gilot, with Board Members David Relos, Elizabeth Maradik, Therese Doran, and James Mueller present. Also present was Attorney Michael Schmidt. The meeting was held in the 13s' Floor Boardroom, County -City Building, 227 W. Jefferson Blvd., South Bend, Indiana. Board of Public Works Clerk, Linda Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of an Occupancy Bond. Board members discussed the following item(s) from the agenda. Resolution No. 15-2016 — Transfer of Property for Smart Streets Project Attorney Benjamin Dougherty staled this resolution formally accepts the transfer of property after lengthy negotiations, and instructs engineering to move forward with the process. - Lease Termination and Lease Extension Agreements —Burkhart Advertising, Inc. Mr. Relos stated this covers two (2) existing leases, one being terminated and one being extended. Mr. Dougherty stated the lease for the billboard on the PNA property site is being extended to cover the expected lease revenue lost over the term of the lease for Burkhart. He noted the other one was attached to the PNA building that was demolished. - License and Services Agreement — Asset Health, Inc. Ms. Caitlyn Chase, Human Resources, stated this agreement is for entering retirees into the City's benefit system. - Bid Extension — Underground Pipe and Valve Mr. Ed Herman, Water Works, stated they are requesting to extend this bid for pipes, adding it was bid last year and the prices won't change. Attorney Schmidt noted the document allows an extension of one (1) year. - Request to Advertise —Equipment Purchases for Nello Corporation Mr, Rich Estes, Engineering, explained these are six (6) different items and they were split up for ease of tracking, rather than bid all together. - Award Bids: - Extended Cab Four Wheel Drive Pick Up Truck — Gates Chevrolet Mr. Jeff Hudak, Central Services, stated Gates Chevrolet was the only bidder. He noted the truck will be CNG. - Four Door Hybrid Utility Vehicle— Jordan Motors, Inc. Mr. Hudak stated Jordan Motors was also the only bidder on this vehicle. '/a Ton Extended Cab Four Wheel Drive Pick Up Trucks— Gates Chevrolet Mr. Hudak noted these are all with CNG. He stated there was one other bidder, Jordan Motors, but they did not bid the CNG. Attorney Schmidt stated the specifications preserved the right to reject a bid if they did not bid on the alternate. - '/a Ton Four Wheel Drive Pick Up Trucks — Gates Chevrolet Mr. Hudak stated the bid was titled "Six (6), More or Less...", however they are only awarding four (4) at this time. '/< Ton Extended Cab Four Wheel Drive Pick Up Trucks — Jordan Motors, Inc. Mr. Hudak noted this is the same bid as item No. 4C, but this one is without the CNG. He explained they did a review and the Police Department's truck did not qualify for the CNG upgrade based on usage. He noted Jordan Motors was the lowest on the base bid. - Request to Advertise — Thirty -Nine (39), More or Less, All Wheel Drive Police Patrol Vehicles Mr. Hudak confirmed these are all replacements and are all biofuel. - Service Agreement — Pokagon Band Attorney Schmidt explained this is on the agenda along with a resolution because the Pokagon's asked for a resolution within the agreement. He noted the agreement is with the Pokagon's, but benefits the entire district, adding it is a non-exclusive sewer agreement, Mr. Schmidt added in return, the Pokagon's are making a sizable investment in the city including covering lift station costs. - Authorization of Just Compensation — Sandra Case Mr. Roger Nawrot, Engineering, stated this is part of the Chippewa project relocation costs and covers moving and other expenses. He added it also authorizes the City Engineer to sign the legal documents. - Addition to the Agenda - Occupancy Bond Mr. Corbitt Kerr, Engineering, stated this bond is for over ninety (90) days for the contractor on the Chase building to occupy parts of Washington and Main St. He noted an occupancy bond