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HomeMy WebLinkAbout09222016 Agenda Review SessionAGENDA REVIEW SESSION SEPTEMBER 22. 2016 297 The Agenda Review Session of the Board of Public Works was convened at 10:35 am. on September 22, 2016, by Board Member David Relos with Board Members Elizabeth Maradik and James Mueller present. Board President Gary A. Gilot and Board Member Therese Doma were absent. Also present was Attorney Michael Schmidt. The meeting was held in the 13" 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. MAJOR RAIN EVENT — DECLARATION OF EMERGENCY Attorney Michael Schmidt stated that IC 36-1-12-9 covers emergency situations. He stated he is asking for the Board to recognize that this recent major rain event is an emergency situation. Mr. Schmidt noted with the rain event and collapsing of some roads, and with getting to the end of the year, this will allow the City to address some of these issues. He stated he is asking the Board to recognize the rain event as an emergency to allow engineering to go out and invite quotes for the repairs. Therefore, upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the major rain event was declared an emergency situation. APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following permit and license --.-A r _ Applicant Description Procession: Date/Time September 55, 2016, Location On Route as Motion Carried Maradik/Mueller Alzheimer', Association The Walk to 1:00 p.m.-3:00 P.M. submitted End Alzheimer', Board members discussed the following item(s) from the agenda. - Amendment to Professional Services Agreement - Adoxio Mr, Santiago Garces, Office of Innovation, stated this is for changing the system that handles 311 requests with a portal receiving the requests and helping with performance implementation. He noted due to staff changes, there were issues during hand-off of duties and they need to extend the date of the go -live event. He stated the amount onthe agenda of $47,950 is the -- increase amount not the total contract amount. Lease/purchase Agreement — ENS Group Mr. Dan O'Connor, Information Technologies, stated this is for adding security to the City network. He noted they had a risk assessment done this year and this system was the number one recommendation. Attorney Schmidt questioned why are we leasing a licensing agreement. Mr. O'Connor stated it's an actual piece of equipment. Leme/Purchase Agreement — ENS Group Mr. O'Connor stated this is part of a network refresh with replacing and upgrading network equipment. He noted they are starting with the lowest level of infrastructure, adding these pieces of equipment are at the end of their life cycle and are in need of replacement. - Professional Services Agreement — ENS Group Mr. O'Connor stated this agreement is to implement both of the ENS systems just discussed. - QPA Purchase — Insight Public Sector Mr. Chad Goben, Police Department, stated this purchase is through the U.S. Communities Grant funding. IIe stated he worked with IT and the Fraternal Order of Police on this. Mr. Goben noted the current Police in -car systems are causing problems, and this was the solution they came up with. He noted there is an additional piece to this in the amount of $9,000 for installation of software that may be included if the Board wishes. Mr. Schmidt asked if there is a second agreement yet to come. Mr. O'Connor stated yes for the migration. Mr. George King, Purchasing, suggested they make it a separate agreement because the funding will be different. Mr. Schmidt asked if Mr. King has reviewed this and confirmed it meets the QPA and it has been quoted. Mr. Goben confirmed he had. Mr. O'Connor asked if they could add the $9,000 agreement for the installation, adding it is the same company and if they had the amount sooner, it would have been added. Mr. Schmidt requested they get some paperwork to legal and purchasing for review, adding there's no mention of the installation in the current agreement. Mr. Schmidt noted there needs to be language to cover if the equipment doesn't fit with the current equipment. - Resolution No. 42-2016 —Establishing Parking Rates for City Owned Parking Facilities Attorney Dougherty stated a parking study was conducted, and the new rates will go to the Council after the Board adopts Resolution No. 42-2016. AGENDA REVIEW SESSION SEPTEMBER 22 2016 298 - Resolution No. 44-2016 — Parking Garage Transfer, Assignment; and Agency Agreement Attorney Benjamin Dougherty stated this resolution covers the ownership and management of the parking garages. He noted first it accepts the warranty deed for the Wayne St. garage from the Redevelopment Commission; secondly it provides for the Redevelopment Commission's assignment to the Board of Works of certain agreements pertaining to the Leighton and Wayne Street garages; and thirdly it facilitates turning management of the garages over to the Park Department. - Agency Agreement— South Rend Board of Park Commissioners Attorney Dougherty stated the title of this item needs some correction on the agenda. He — explained the day to day garage operations are being transferred to the South Bend Parks Department but any event relating to the garages or use of the existing business properties located within the garages, will come through the Board of Public Works for approval instead of the Redevelopment Commission. Attorney Dougherty stated a new lease or amendment for any retail space will still runthrough the Division of Community Investment, but come to the Board of Works for approval instead of the Redevelopment Commission. - Change Order and Project Completion Affidavit — Wastewater Treatment Plant Belt Filter Press Rehabilitation Mr. Jacob Klosinski, Wastewater, explained this decrease is due to an allowance in the bid specs that was not used. - Amendment to Professional Services Agreement - Greeley and Hansen, LLC Mr. Klosinski stated this reduction is due to a modified scope of work. - Change Orders: o Century Center Electrical Distribution Upgrades Mr. Rich Estes, Engineering, stated this is for repair work for a switch gear panel that was discovered when the panel was opened. c Marriott Hotel Site Development at Hall of Fame Mr. Estes stated this was due to the site clearing being underestimated. c One -Way to Two Way -Conversion Mr. Toy Villa, Engineering, stated this increase is for signal controller upgrades on the south side of Michigan Street at Chippewa. o One -Way to Two -Way Conversion Mr. Villa stated this is for signal controllers and upgrades at various locations. o One -Way to Two Way Conversion Mr. Villa stated this increase is for milling and resurfacing of Michigan St. from Ewing St. to Sample St. Amendment to Professional Services Agreement— Dale Clingerman Mr. Villa stated he brought an amendment to the last Board meeting to increase the cost for this agreement, but forgot to include a time extension. He noted Mr. Clingerman can't work until the Board approves the time extension also. - Request to Advertise — 2016 Parking Garage Improvements Mr. Rich Estes, Engineering, stated this is for the parking garage elevators. - Title Sheet, Consent to Annexation, and Letter of Credit— Bradford Shores, Section 3 Mr. Estes stated these are all related to a subdivision continuing their improvements after the developer went bankrupt. He noted there is still to come a water and sewer agreement. Mr. Corbitt Kerr, Engineering, stated they are working on the agreement and hoping to add it to the agenda for Tuesday but if it doesn't get done, they will pull these items and wait to do them all together. - Matching Grant Agreement — INDOT Mr. Roger Nawrot, Engineering, stated any money not used from this grant has to be returned to INDOT. - Traffic Revision — All Way Stop Configuration at Niles Ave., Howard St., and North Shore Drive Intersection _ Mr. Kerr stated after review of traffic counts, it showed these additional signs were warranted. He noted several residents asked to keep the signs aftertemporary ones were installed. Professional Services Agreement— McCormick Engineering, LLC Mr. Kerr stated these drainage improvements at Bowen Street are to alleviate any potential flooding issues around Martins Supermarket He noted it will likely not solve their problem totally, but will remove any liability on the city by addressing any potential issues on their part, - Resolution No. 47-2016 Mr. Michael Schmidt stated this transfer resolution is for the transfer of guns to the Police Department from the Park Department for some Segway's for the Park Department from the Police Department. AGENDA REVIEW SESSION SEPTEMBER 22. 2016 299 - Release of Utility Easements — Danch and Hamer Mr. Kerr stated this is a signing of the plat and release of City utility easements for Fire Station No. 4. He noted they are releasing a 40' line and making it a 25' sewer line. - Amendments to Contracts — INDOT Mr. Roger Nawrot, Engineering, stated these increases are due to site conditions. He noted they will request 80% funding from INDOT and Change Order the cost depending upon how much WDOT covers. No other business came before the Board. Mr. Relos declared the meeting adjourned at 11:47 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President- em E izabeth A. Maradik, Member Therese Dor M, Memb/er Jam A. Mueller, Member ATTEST: Linda M. Martin; Clerk REGULAR MEETING SF.PTEMBER 27. 2016 The Regular Meeting of the Board of Public Works was convened at 9:35 a.m. on September 27, 2016, by Board President Gary A. Gilot, with Board Members David Relos, Elizabeth Maradik, James Mueller, and Therese Doran present. Also present was Attorney Elliot Anderson. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Review Meeting of the Board held on September 8, 2016, September 13, 2016, and September 20, 2016, were approved. OPENING OF QUOTATIONS — REPLACEMENT LED LUMINAIRES FOR STREET LIGHTS - PROJECT NO 1 16-086 (COIT) Mr. Gilot advised that this was the date set for the receiving and opening of sealed quotations for the above referenced project. The following quotation was opened and read: ALL PHASE ELECTRIC SUPPLY 1385 N. Bendix Dr. South Bend, IN 46628 Quotation was submitted by: Larry Fula QUOTATION: Item No. Est. Qty.. Item Unit Price Total 1 50 Roadway LED Luminaire w2th existing $700.00 $35000.00 pole adaptor and hardware Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the above quotation was referred to the Street Department for review and recommendation.