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HomeMy WebLinkAbout01042018 Agenda Review SessionAGENDA REVIEW SESSION JANUARY 4, 2018 2 The Agenda Review Session of the Board of Public Works was convened at 10:36 a.m. on January 4, 2018, by Board President Gary A. Gilot with Board Members Elizabeth Maradik and Therese Dorau present. Board Members Suzanna Fritzberg and James Mueller were absent. Also present was Attorney Clara McDaniels. The meeting was held in the 13th 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. Board members discussed the following item(s) from the agenda. - Request to Advertise for Proposals Mr. Matt Coats, Information Technologies, stated this Enterprise Resource Planning System is being requested for replacement of anything Naviline financial related. Ms. Dorau questioned if the contract with GFOA the Board previously approved was to assist in writing this contract. Mr. Coats confirmed it was. She asked if this will expand the functions of Naviline. Mr. Coats stated it will cover the same basic number of issues, but gets deeper into them. Mr. Gilot asked if the system is Indiana government compliant. Mr. Coats stated it is. Mr. Gilot questioned if the City Controller is on the review committee. Mr. Coats stated she is and she's been involved in the entire process. - Memorandum of Understanding — City of Indianapolis Fire Chief Stephen Cox stated this MOU is for the Task Force One agreement for the River Rescue School. He stated the documents Indianapolis sent the Fire Department previously still had the Department of Public Safety as a party to the agreement. He noted they were disbanded a year ago, so that had to be corrected. Attorney Elliot Anderson stated the Fire Department brought the agreement to the Board and through the Common Council for approval, then sent it to Indianapolis. He noted they said they couldn't approve it and along with their legal counsel made necessary changes and sent this revised MOU for approval. - Award Quotation — Morris Bistro and Palais Furniture Mr. Patrick Sherman, VPA, stated this is the lowest responsive and responsible bidder and they decided to proceed on the furniture. He noted the other item on the agenda, rejection of quotations for the renovations, was due to being over the budget and one (1) quote non- responsive. He stated they will reject the quotes and quote some of the small work. Mr. Gilot requested he provide a memo to the Board to reject the quotes due to being over budget and stating they will be going back to the drawing board to re -scope the project. - Award Proposal — VPA Experiential Recreational Vehicle Mr. Sherman stated the review team interviewed and scored all vendors submitting proposals and recommend Spevco as the highest scoring. Mr. Gilot explained they would be authorized to work with legal and negotiate a contract with Spevco and if unable to, they would go to the next highest scoring proposal. Mr. Gilot asked if cost was a factor in the evaluation. Mr. Sherman confirmed cost was only a part of the scoring but they are confident that their budget is good. - Request to Advertise for the Receipt of Proposals Mr. Sherman stated these requests for plumbing and for electrical services are for basic repairs only, not new installations. Ms. Dorau questioned how the prices compare to in-house salaries, noting there was previously a person on staff for these repairs. Mr. Sherman stated they have been trying to replace those positions and have not been able to find anyone. He noted it's very competitive out there. - Change Order — Safe Routes to School, Lincoln Primary Center Mr. Roger Nawrot, Engineering, stated the tree installation on this project took place outside the allotted time in the INDOT contract. He added they normally get a year warranty, but since this was out of the specified time period, they need to extend it to the spring blooming season. - Agreement — INDOT Mr. Nawrot stated this is part of last year's Community Crossings matching grant. He noted the City budgeted $1,000,000, but didn't get all of the funds from the State so they had to cut back on the scope. He stated this is a 50150 match grant. - Traffic Control Devices Mr. Nawrot stated Engineering is reducing the speed limit from 30 mph to 25 mph on Huey Street between Elwood Ave. and Lathrop St. due to resident's complaints of speeding and side- swiped cars. He added they will be addressing other streets in nearby neighborhoods due to the same issues and are looking at all options. - Agreement — Goodwill Industries of Michiana Ms. Danielle Fulmer, Innovation and Technology, stated this agreement is the result of a proposal Goodwill made to the Council that then passed in the Mayor's Office budget. She stated P 1 �7, AGENDA REVIEW SESSION JANUARY 4, 2018 this is the official document to put into place a Group Violence Outreach program. She added it is a three (3) year agreement at $130,000 per year. The Board noted the request should be for $390,000 for the three years, subject to funding each year. Mr. Gilot stated he has not known Goodwill to be associated with Group Violence prevention previously. Ms. Fulmer stated Ms. Coble with Goodwill Industries has been very involved with groups addressing the issue, and it has become a new focus for Goodwill. No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 11:10 a.m. BOARD OF PUBLIC WORKS Gary A. it t, Presi ent Elizabeth A. Maradik, Member Therese J. Dorau, em er James A. Mueller, Member Suzanna M. Fritzberg, Member ATTEST: i da M. Martin, C1 k REGULAR MEETING JANUARY 9, 2018 The Regular Meeting of the Board of Public Works was convened at 9:32 a.m. on January 9, 2018 by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, James Mueller, Suzanna Fritzberg, and Therese Dorau present. Also present was Board Attorney Clara McDaniels ELECTION OF 2018 BOARD OF WORKS PRESIDENT Mr. Gilot stated he sent an email inviting volunteers to replace him after serving over thirty (30) years on various Boards, including this one. He suggested someone else might like this opportunity to use as a career advancement, but nobody responded. Therefore, upon a motion by Ms. Maradik, seconded by Mr. Mueller and carried, Mr. Gary Gilot was re-elected President of the Board of Works for 2018. Mr. Gilot stated the Board members should think about a mid -year switch in roles, adding he enjoys serving on the Board but feels it is time for someone else to - have the opportunity. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the Minutes of the Regular Meeting of December 21, 2017 and the Claims Review Meeting of the Board held on January 2, 2018 were approved. AWARD QUOTATION — MORRIS BISTRO AND PALAIS FURNITURE (JOINT LICENSING FUND) Mr. Patrick Sherman, Venues, Parks, and Arts, advised the Board that on December 21, 2017, quotations were received and opened for the above referenced furniture. After reviewing those quotations, Mr. Sherman recommended that the Board award the contract to the lowest responsive and responsible bidder, Office Interiors, Inc., 1415 University Drive Court, Granger, IN 46530, in the amount of $38,796.94. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Ms. Fritzberg seconded the motion, which carried.