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HomeMy WebLinkAbout02092018 Agenda Review SessionAGENDA REVIEW SESSION FEBRUARY 9, 2018 22 The Agenda Review Session of the Board of Public Works was convened at 12:20 p.m. on Friday, February 9, 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. 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. - Resolution No. 10-2018 - Regarding the Transfer of Property from INDOT Mr. David Relos, Community Investment, stated the city has been working with INDOT for three (3) years on the transfer of these eighteen (18) properties that are remnants from the Eddy St. development area, near Fredrickson Street. He noted the amount on the agenda should be changed to $13,950 to reflect the increased amount approved by the Redevelopment Commission. - Resolution No. 11-2018 — Transfer of Property to the South Bend Redevelopment Commission Mr. Relos stated this transfer is a land swap with Jones, Petrie, Rafinski. He explained the city is switching the lot on the west side of Lafayette Blvd. with JPR's parking lot on the east side. He noted eventually the City will take it through the disposition process. - Resolution No.12-2018 — Transfer of Property to the South Bend Redevelopment Commission Mr. Relos stated this is for acquiring the former PNA site for development. He noted the deed of dedication will be forthcoming to the Board. - Service Proposal — Vertiv Services, Inc. Mr. Dan O'Connor, Information Technologies, stated this is for the renewal of the battery backup system for the Police Station. He noted they were able to negotiate a three (3) year agreement locking in this year's costs for three (3) years. - Software Agreements — Network Solutions, Inc. and Cogent Communications, Inc. Mr. Michael Sniadecki, Information Technologies, stated these software updates are for the Morris Performing Arts Center's wireless network to allow them to provide needed service for shows. He explained that this will help the Morris attract some shows they would not have been able to accommodate in the past. He added this will include upgrades to their WiFi. Ms. Dorau asked if they will share the upgrades with the Palais Royale. Mr. Sniadecki confirmed they will. Mr. O'Connor noted that will be part of Phase 2. Ms. Doran asked if this is terminating an existing agreement for cloud web security or is it a new contract. Mr. O'Connor stated technically this will end the current contract. - Equipment Lease — AT&T Capital Services Mr. O'Connor stated this agreement is for a new equipment lease for iPads and surface devices. He noted they prefer to lease, not buy, to get on a continuous refresh cycle. - Software Agreement — GolfNow, LLC Mr. O'Connor stated this is a no cost contract but the golf courses are trading for golf tee times. He explained they will give the software company tee times that they can sell in return. Mr. Rene Casiano, Information Technologies, stated every golf course has their own data, this will be shareable in the cloud. Mr. Gilot questioned if this should be a competitive benefit of making money off the city and should this be one (1) vendor only that is given this benefit? Mr. O'Connor stated Legal has reviewed this and is okay with it. Mr. Gilot stated he just wasn't sure if you can place that benefit to allow a vendor to make money off the city. Mr. Eric Horvath, Public Works Director, agreed, noting there has to be an economic value there. Mr. Gilot requested that the Legal Department take a better look at it, adding he wasn't sure if you can do it exclusively with one vendor. - Access Agreement — South Bend Civic Center Board of Managers Attorney Aladean DeRose noted she has received some questions regarding the name of the parties to this agreement. She explained she looked back at historical records and the Civic Center Board of Managers is the original language used for the supervising board for all of the managing boards at the Century Center. She noted they oversee the Century Center Board of Directors. Ms. DeRose stated this agreement is to allow the Courtyard by Marriott employees extra parking, noting they have limited parking at the hotel. She stated the parking privileges are regulated on times and locations and will not exist during large events at the Century Center. Ms. Maradik questioned if there is an out clause in the agreement. Ms. DeRose stated there is. She added it's not a land use, it's a privilege, and there are no specific parking spaces allocated to them, and no designations of parking spots. She stated they will be allowed to use spaces in an area of normally unused parking across the street from the hotel. - Agreement — RoadBotics, Inc. AGENDA REVIEW SESSION FEBRUARY 9, 2018 23 Mr. Brian Donohue, Information Technologies, stated this is for access to data and publishing rights to monitor the City's road conditions. He explained they drive around on a trash truck and based on the data collected, give the city an assessment. - Award Quotation — Palais Royale Awning Mr. Patrick Sherman, Venues, Parks, and Arts, stated this awning is not under the Historic Preservation Commission's oversight, in answer to Mr. Gilot's concerns. He noted they did some mock-ups of what it will look like for the Commission and they had no issues with it. -Request to Advertise — 2018 Lawn Maintenance & Mentorship Program Mr. Sherman stated this year they will increase security for the program and match the minimum wage. He noted they are also asking for more diversity in the applicants. - Agreement — Brite Electric LLC Mr. Sherman stated Brite Electric will map electric panels at the Martin Luther King Jr. Center and O'Brien Recreation Center. He noted the wiring has never been mapped and contains many subpanels from over many years. - Master Services Agreement — SPEVCO, Inc. Mr. Sherman stated this is the Venues, Parks, and Arts experiential vehicle contract with the vendor that scored the highest on the proposals. He noted they are still working out what type of vehicle they will design. Mr. Gilot asked if it will be designed for future upgrades or will it stay the way it is. Mr. Sherman stated it will come with different updates and features. Mr. Gilot asked what the expected service life will be. Mr. Sherman stated he was not sure, but at least ten (10) years. - Alley Vacation Mr. Mike Keen, applicant, stated they own all properties adjacent to this alley off of Portage Avenue but one and that property owner has submitted a letter in support of the vacation. He noted the Board has a copy of the letter. Mr. Keen stated the purpose of this request is for renovating all of the properties. He noted people use this as a cut -through also, and it's not necessary to use. Mr. Gilot asked if they worked out a cross -access agreement for the three (3) car garage property access. Ms. Maradik added does the neighbor understand he only gets half of the alley and won't be able to access it without an access agreement? Mr. Gilot stated it sounds like you are all in agreement but just in case the players change, it should be put into a formal cross -access agreement. Mr. Horvath suggested it may need to be described differently in the agreement since it is an angled alley. He noted it should be 123' on the north side and 103' on the south side. Mr. Horvath stated the Common Council's legal requirement is to make sure you aren't blocking another property owner's access. - Change Order — Wastewater Treatment Plant Digester Gas Utilization Mr. Jacob Klosinski, Wastewater, stated this decrease is for recouping the $20,000 allowance that was not used by the vendor, Thieneman Construction. - Request to Advertise — Trucking of Belt Pressed Biosolids Mr. Klosinski stated they are hoping to receive bids from minority vendors on this project. Mr. Horvath requested they touch bases with the City Diversity Officer to get recommendations of some minority companies that could provide the trucking service. - Memorandum — City of South Bend Wastewater Division Mr. Jacob Klosinski, Wastewater, stated he is requesting the Board's recommendation on assessing liquidated damages on the Wastewater Treatment Plant Digester Gas Utilization Project. He explained the contractor did not meet the project milestones by the substantial or the final completion dates. He informed the Board they had a leaking tank, and replaced it three (3) times. He noted during that process, they broke a part and had to repair that, and the second attempt resulted in another leak. He explained nothing in the delays were the city's fault, and nothing to do with the specifications, nor was there a delay in paperwork or materials. Mr. Klosinski stated he would like the Board's permission to assess liquidated damages on substantial completion, which delayed final completion, and waive the liquidated damages on final completion, noting the equipment would have been used during that period and they would have recouped some of the costs of what amounts to $30,000. Mr. Horvath questioned submitting a memo to the Board instead of a Change Order to get their opinion on this. He asked Mr. Klosinski if he is comfortable with imposing $30,000 and waiving the final damages on the contractor. Mr. Klosinski stated he was and believed they will try to recoup their costs on the part of the subs. He added if the Board agrees, he will bring a final Change Order to the next Board meeting. Mr. Horvath suggested this be removed from the agenda since the Board will not have any more to discuss. Mr. Gilot requested Mr. Klosinski bring these requests to Mr. Horvath and get his approval and then bring the Change Order to the Board. - Professional Services Agreement — Jones, Petrie, Rafinski AGENDA REVIEW SESSION FEBRUARY 9, 2018 24 Mr. Kyle Silveus, Engineering, stated this St. Joseph Streetscape Improvements is for the new Menards development off of Ireland Road. Mr. Gilot asked if they are using the old existing utilities or putting in new ones. Mr. Silveus stated he thought they were using the existing ones. Mr. Gilot suggested they might want to video the sewer lines to make sure they are still in good shape first. No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 1:44 p.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President :61 - Elizabeth A. Maradik, Member Therese J. Dorau, Member James A. Mueller, Member. i Suz a M. Fr' 'berg, ember !A /1 +1 1A n REGULAR MEETING FEBRUARY 13, 2018 The Regular Meeting of the Board of Public Works was convened at 9:33 a.m. on February 13, 2018, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, Suzanna Fritzberg, and Therese Dorau present. Board Member James Mueller was absent. Also present was Attorney Clara McDaniels APPROVE MINUTES OF PREVIOUS MEETING 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 Meetings of the Board held on January 18, January 23, January 30, and February 6, 2018, were approved. PUBLIC HEARING — MASSAGE ESTABLISHMENT LICENSE — SAI SHAKTI MASSAGE AND HEALING Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning the application for a new massage establishment license for Sai Shakti Massage and Healing, 115 N. William St., Ste. 204, South Bend, IN. Ms. Laura Fickett, Proprietor, was present to answer questions. It was noted favorable recommendations were received from the Area Plan Commission, Community Investment, Engineering, Police, and Building Departments. There being no one else present wishing to address the Board concerning this matter, the Public Hearing was closed. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Massage Establishment License application was approved. OPENING OF QUOTATIONS — CENTURY CENTER LIFT EQUIPMENT (HOTEL/MOTEL TAX) 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: MACALLISTER MACHINERY CO. 6300 Southeastern Avenue Indianapolis, IN 46203 Quotation was submitted by Chris MacAllister 1 1