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HomeMy WebLinkAbout01182018 Agenda Review SessionAGENDA REVIEW SESSION JANUARY 18, 2018 9 The Agenda Review Session of the Board of Public Works was convened at 10:32 a.m. on January 18, 2018, by Board President Gary A. Gilot with Board Members Elizabeth Maradik, Therese Dorau, and Suzanna Fritzberg present. Board Member James Mueller was 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. Professional Services Agreement — ETC Institute Ms. Maradik asked Ms. Danielle Fulmer, Innovation and Technology, what kind of a survey the ETC Institute is developing. Ms. Fulmer stated this is for feedback from citizens on their satisfaction with city services. She added they will circulate this survey every other year. She noted the City has the ability to review and approve the questions being asked and they provide the City with samples of surveys used by other cities. Ms. Maradik informed her that Community Investment did a neighborhood survey recently she could reference. Mr. Gilot noted IUSB also provided an overall satisfaction survey several years ago. - Professional Services Agreement — Pathfinders Advertising and Marketing Ms. Dorau asked Mr. Dan O'Connor, IT, how they decided on this group to redesign the website for the city. He explained they surveyed others that had one done. Ms. Fritzberg asked if the city has control over information used on the site. He confirmed they do. Ms. Dorau asked if there will be mobile apps. Mr. O'Connor stated there will be. Mr. Gilot asked about any strategic services citizens can access, noting he is hoping in the future they will handle service requests and possibly some payment services. Mr. O'Connor stated there will be service request applications, but not payment services at this time. He noted the funding source should be IT Professional Services, not COIT on this agreement. Professional Services Agreement — MicroIntegration Mr. O'Connor explained this agreement is to expand current help desk services. He explained the city currently has Tier 1 which is the basic service; this will expand to Tier 2 for more detailed things including a desktop management system option they would like to use. He stated in response to Ms. McDaniel's questions about cost, they are recommending the three (3) year agreement for $9,260.60 per month. He added they will receive monthly reports on usage by the City. - Consulting Agreement — EnFocus Mr. Gilot noted he will need to recuse himself from the vote on this contract, as a Board Member of EnFocus. Mr. O'Connor stated this is for contractual resource for Daniel Collins to do cross portfolio project management. Ms. Maradik asked if the scope details the projects he will be working on. Mr. O'Connor stated it doesn't detail it out, they could add more to the details. Ms. Dorau asked him to expand on the benefits from previous years his consulting has provided. Mr. O'Connor stated his services have provided better time lines, overall execution, and clarification of projects, to name a few. - Software Agreement — MicroIntegration Mr. O'Connor stated this is for anti -virus malware replacement of the Russian based system, Kaspersky. He noted there has been a lot of controversy about the potential risks of using a Russian -based company. He noted the new system from MicroIntegration offers the third year for free when you buy two (2) years of service. - Opening of Quotations — Morris Bistro Renovation Mr. Patrick Sherman, VPA, stated this is the rebid of this project after rejecting the quotes for being over budget. He noted the scope was changed to satisfactorily meet their needs. - Opening of Quotations — Palais Royale Awnings Mr. Gilot asked Mr. Sherman if they need a certificate of appropriateness for this new awning, noting the historical status of the Palais Royale. Mr. Sherman stated he was not sure, but they are putting the same type of awning back as what is currently in place. The Board suggested they may need to run it through the Building Department also, explaining it becomes classified as a sign after so many words are placed on it. Mr. Sherman stated they are actually using less text than what is currently on there. He noted that the funding will change to the Joint Licensing Fund on this. - Award Bids — Venues, Parks, and Arts 2018 Chemical Supply Mr. Sherman stated that Items 1-15 are not being awarded to the low bids, explaining they didn't meet the specifications. He added they chose to take fourteen (14) alternates, and are anticipating saving a lot on the alternates. - Proposal Agreement — Culligan Water AGENDA REVIEW SESSION JANUARY 18, 2018 10 Mr. Sherman stated the Morris Performing Arts Center will own this softening system and will buy their salt through Central Services to save a lot of money. - Change Order — Wastewater Treatment Plant Secondary Improvements Mr. Jacob Klosinski, Wastewater, stated in two (2) weeks all treatment equipment should be online. He added this project should close out with no issues. - Professional Services Agreement — Donohue& Associates Mr. Jacob Klosinski, Wastewater, stated this is services for Belt Filter Press No. 4, the final one. He noted all four (4) presses will have been rehabilitated after this one. - Professional Services Agreement — St. Joseph County Board of Commissioners Ms. Fritzberg requested Ms. Jennifer Hockenhull, Controller, look into this agreement more, noting she believed there were issues with this that have not been worked out. Ms. Hockenhull stated this is not the actual agreement between the City and County to provide the Operations of the Special Victims Unit, this is only the rent of the center on Niles Ave. - Professional Services Agreement — Creative Financial Services Ms. Hockenhull stated this agreement provides help for the Water Works Financial Officer during an unusually heavy work load period. - Master Service Agreement — Barada Associates Ms. Hockenhull noted the charges for this employee background checks depends on the work done. She stated the itemized charges are stated in the agreement and it depends on what services the City requests. Ms. Fritzberg asked if there is a reason they don't go through the Police Department on these background checks. Mr. Gilot stated he recalled that there were limitations on what they can do with the system, explaining they can only use it for their Police powers. - Professional Services Agreement — Howard Nyart Company Ms. Hockenhull stated this is their actuary assistance agreement they do every other year. She noted in 2018 the standards are changing so the City will need assistance in 2017 and 2018. - Long Term Occupancy Permit — KRG Eddy Street Land II Ms. Kara Boyles, City Engineer, introduced Tony Halsey from Kite Realty Group and explained they are here to ask for the Board's recommendation regarding this Long Term Occupancy Permit for the Eddy Street Commons Phase II construction. She noted this is not a normal request, with occupancy of Eddy Street being requested for twenty (20) months for a very large project. She added the typical process is different, with the Contractors that are about to exceed the time allotted in their permit coming in for an extension. In this case, Kite is coming in before development has started and they are requesting a twenty (20) month closure of Eddy St. She noted this is for full reconstruction of Eddy St.; they will need to require bonding but the amount is subject to the Board's discretion. Ms. Sue Ellen Doudrick, Engineering, stated they are trying to get ahead of this project so they are all working together with residents and businesses. She noted there are three (3) individual resident's directly impacted, with one (1) directly on Eddy St. She stated Engineering has already asked that all utilities remain for them. She stated a public meeting was held in October to explain the project and letters of support from Notre Dame University and Kite Realty have been provided. Mr. Halsey stated they will have their marketing team put together information to distribute. Ms. Doudrick stated parking will be similar to Phase 1 for the workers, using the parking garage. Mr. Halsey stated they will have eighty-five (85) extra spots on the rooftop and basement garage. He noted they have a traffic detour plan and passed out drawings. Ms. Doudrick stated they requested that construction traffic use SR 23 only and concrete barriers will be required at each of the intersections with signage at affected streets. Mr. Gilot asked if there is a Development Agreement being done adding who is going to inspect it and accept it. Ms. Boyles stated that does not exist in the Development Agreement, and bonding is not addressed. Mr. Gilot clarified that upon completion, the City is going to have the maintenance. Ms. Boyles asked if American Structurepoint has an inspector on site. Mr. Halsey stated it's not in the agreement. Ms. Boyles confirmed the City will have an inspector assigned to this, but they won't be on site all day. Mr. Halsey informed the Board that the sewers will stay in place and the water line will be upgraded. He noted one (1) sewer line has been lined, the other is pvc, so it's fairly new. Mr. Gilot questioned if they would put a manhole at the laterals. Mr. Halsey stated they won't put a manhole at a lateral, only where they currently exist. Mr. Gilot asked if they are requiring a three (3) year maintenance bond. Ms. Doudrick stated that is what they are asking for. She noted it will work similar to Phase I, with Kite to maintain the landscaping and sidewalks. She added they have a long list of punch items they are putting together in response to Mr. Gilot's question regarding delivery of excess lighting materials to the City for future repairs. Ms. Boyles asked if Kite is posting the bond, or the contractor. Mr. Halsey stated if the Board intends to approve this Tuesday, Kite will have to. Mr. Gilot questioned who is accepting liability, the owner or the contractor. He added if he knew engineering had the protections in the AGENDA REVIEW SESSION JANUARY 18, 2018 11 agreement, he would be comfortable with the occupancy. He added it's better to have it all worked out on paper beforehand. He recommended the Board approve subject to, on Tuesday. Mr. Halsey and Ms. Doudrick expanded on the importance of good communication, utilizing neighborhood meetings and possible website updates. Mr. Halsey stated Kite held an informational meeting at Innovation Park outlining the schedule for the project with the neighborhood residents. He noted Notre Dame University representatives were present and the attendance was very good. Mr. Gilot suggested they consider opening roads during the twenty (20) month period when there is no construction being done to avoid ill will. He stated it is frustrating to citizens when roads are closed for extended periods, but there is no construction going on. Ms. Fritzberg asked if ADA compliance will be maintained during the entire period. Mr. Halsey stated it will. No other business came before the Board. Upon a motion by Ms. Maradik, seconded by Ms. Dorau and carried, the meeting adjourned at 11:49 a.m. BOARD OF PUBLIC WORKS A. Maradik, Member heere se J. D au, Zmber James A Muell r, Membe. i Suzanna tzberg, Me ber ATTEST: L' da M. Martin, lerk REGULAR MEETING JANUARY 23, 2018 The Regular Meeting of the Board of Public Works was convened at 9:34 a.m. on January 23, 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 Board Attorney Clara McDaniels APPROVE MINUTES OF PREVIOUS MEETINGS Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Review Meeting of the Board held on January 2, January 4, January 9, and January 16, 2018, were approved. OPENING OF QUOTATIONS — FLIR TRAFFIC CAMERA REPLACEMENTS PROJECT NO. 118-006 (LRSA) Mr. Gilot advised that this was the date set for the receiving and opening of sealed quotations for the above referenced project. The following quotations were opened and read: MARTELL ELECTRIC, LLC 4601 Cleveland Road South Bend, IN 46628 Quotation was submitted by Jennifer Brown Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination