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HomeMy WebLinkAbout03082018 Agenda Review SessionAGENDA REVIEW SESSION MARCH 8, 2018 61 The Agenda Review Session of the Board of Public Works was convened at 10:33 a.m. on March 8, 2018, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, Therese Dorau, Suzanna Fritzberg, and James Mueller present. 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. Lizzy Horvath, acting for 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. - First Amendment to Redevelopment Supervisory Services Agreement — Redevelopment Commission Mr. Dave Relos, Community. Investment, informed the Board this agreement is being updated due to staff changes. - Second Amendment to Engineering Services Agreement — Redevelopment Commission Mr. Dave Relos, Community Investment, informed the Board this amendment is for the change of titles and positions within their department. They no longer have a redevelopment engineer. TIF will be refunding the City for certain positions no longer in place. - Opening of Proposals — 2018 Lawn Maintenance and Mentorship Program Mr. Patrick Sherman, Venues, Parks, and Arts, informed the Board they had a successful year last year with this program and are anticipating more proposals this year. Mr. Gilot questioned if any minority enterprises were reached out to for participation. Mr. Sherman stated he did not personally reach out to notify any vendors. Mr. Eric Horvath, Public Works, and Mr. Gilot both recommended Mr. Sherman reach out to Christina Brooks, who is the City's Diversity Inclusion Officer, regarding notifying potential vendors for this year's proposal and any future years. Mr. Sherman stated he will reach out to her. - Change Order — Palais Royale Awnings Mr. Patrick Sherman, Venues, Parks, and Arts, informed the Board the increase in cost is due to realizing the letters in the awning were backlit. He stated this was not known before since the bulbs were never on. - Amendment No. 1 to Proposal Agreement — Culligan Water Mr. Patrick Sherman, Venues, Parks, and Arts, stated the original water softener was removed by the previous owner, and when they did so, the cut off was done at the valves. The increase in price is to replace the damaged valves. Ms. Fritzberg questioned if we were able to recover any damages and Mr. Sherman stated the only way to do so would be through small claims court. - Amendment to Professional Services Agreement — myStaffingPro Ms. Chris Villaire, Human Resources, informed the Board this will extend their current software for another two (2) years. She stated this will also allow additional users into the program such as hiring managers so they are able to view the candidates as well. Ms. Fritzberg questioned if this would affect any other hiring programs, and Ms. Villaire stated there will be no duplication, but can be linked together. Professional Services Agreement — Aquitas Solutions, Inc. Mr. Ken Smith, Wastewater, and Mr. Jim Schrader, Innovation and Technology, stated this agreement is to update to the latest version of Maximo, which will also include the mobile application. Mr. Smith stated the current software is at end of life. Mr. Schrader stated this is a cloud hosted solution through Aquitas, and they will cover all updates and repairs at no additional cost. Mr. Schrader stated they also have a 99.9% availability rate when needed if the system were in need of maintenance. Ms. Dorau questioned if the price includes all hosting services and Mr. Schrader confirmed, yes. Mr. Gilot questioned if SCADA run time is tracked through this, and Mr. Smith stated SCADA is not currently tied into this system. Mr. Dan O'Connor, Innovation and Technology, informed the Board there will be no additional cost for upgrades either. - Request to Advertise — Three (3), More or Less, 2018 or Newer 28 Cubic Yard Front Loading Refuse Trucks Mr. Gilot questioned if these trucks were CNG. Mr. Michael Schmidt, Purchasing, confirmed they are. - Amendment to Professional Services Agreement — Creative Financial Services, LLC Mr. Michael Schmidt, informed the Board this amendment is for temporary accounting assistance at Water Works, which the services are now almost done being rendered. Mr. Horvath stated this was to help fill the vacancies at Water Works, which are now filled. - Opening of Quotations — Nello Inc. Hand Torches Project No. 118-026C Ms. Kara Boyles, Engineering, stated this needs to be removed from the agenda. - Pharmaceutical Supply Agreement — St. Joseph Regional Medical Center AGENDA REVIEW SESSION IMARCH 8, 2018 62 Ms. Therese Dorau questioned if this agreement was competitively sourced. Mr. Schmidt stated he reached out to Attorney Elliott Anderson to verify prior to the meeting. Mr. Schmidt stated this is relatively low dollar since it is not for controlled substances. He stated we do not purchase very much, which is why there is no dollar amount, it's just setting the rules for when we do need to purchase through them. - Non -Residential Block Party — La Casa de Amistad Mr. Gilot read the Police Department comments which stated they cannot give a recommendation until the names of three (3) security officers are provided due to alcohol being served at this event. Police stated they also need information as to how underage parties will be restricted from the serving area. Mr. Gilot stated this was a fair request and agreed. - Public Parking Facility — MC Investments, LLC Mr. Gilot read the comments from Area Plan Commission which state this is not a legal parking lot. Ms. Maradik stated this lot has been around for years, but if it was done illegally, it should not be approved. Mr. Gilot stated the lot owner needs to have proper zoning before approval and the applicant and Area Plan Commission need to communicate on this issue. - Alley Vacation — Tyrone and Regina Preston Mr. Gilot stated the Fire Department gave an unfavorable recommendation due to the spacing of the fire hydrants. Community Investment gave favorable recommendation subject to the property owner at 902 N. Elmer Street accepting the vacation. Ms. Boyles stated there may be some confusion on the alley because she does not see an issue with the hydrants. Ms. Fritzberg stated she is going to reach out to the Fire Department for further information regarding the hydrants and Ms. Maradik stated she is going to reach out to Chris Dressel from Community Investment for further information regarding the owner at 902 N. Elmer St., prior to the upcoming regular Board of Public Works meeting. No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Dorau and carried, the meeting adjourned at 11:14 a.m. BOARD OF PUBLIC WO S — A�_�n 4,11� Gary A. Gilot, President Elizabeth A. Maradik, Member Therese J. Dorau, ember James A. Mueller, , mber % zanna zberg, WyKer ATTEST: 'eirlda M. Martin, derk REGULAR MEETING MARCH 13, 2018 The Regular Meeting of the Board of Public Works was convened at 9:32 a.m. on March 13, 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 APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Review Meeting of the Board held on February 22, February 27, and March 6, 2018, were approved.