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HomeMy WebLinkAbout05032018 Agenda Review SessionAGENDA REVIEW SESSION MAY 3, 2018 134 The Agenda Review Session of the Board of Public Works was convened at 10:50 a.m. on May 3, 2018, by Board President Gary A. Gilot, with Board Members Suzanna Fritzberg, Elizabeth Maradik and James Mueller present. Board Member Therese Dorau was absent. Also present was Attorney Clara McDaniels. Board of Public Works Clerk, Linda M. Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. OPENING OF QUOTATIONS — WEST RACE EMERGENCY REPAIR— PROJECT NO 115- 11 E (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 quotation was opened and read: HRP CONSTRUCTION. INC. 5777 Cleveland Road South Bend, IN 46624 Quotation was submitted by Matthew Cain QUOTATION: Base Bid Total $72,800 Alternate A Total $107,300 Alternate B Total 1$11,300 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above quotation was referred to Engineering for review and recommendation. Board members discussed the following item(s) from the agenda. - QPA Master Lease Purchase Agreement and QPA Purchase — Hewlett-Packard Financial Services and Dell Ms. Sue Gerlach, Information Technology, stated these two agreements are related to the City's computer refreshing. She noted the financing is up in the air right now, explaining it is usually done through the Hewlett-Packard lease, but they are trying to get this on the City equipment lease to get a better rate. She noted they only want to do the lease every four (4) years, but the city lease is a five (5) year lease. If it can't be adjusted she stated they will go back to the HP lease. - Master Service Agreement — Accela Mr. Shawn Delahanty, IT, stated this is for a renewal of a QPA software agreement. When questioned, he stated U.S. Communities is a national QPA, not a Federal. He confirmed the software is used by Code Enforcement but is being looked at by other departments. - Resolution No. 22-2018 — Provision of Additional Funds to the St. Joseph County Public Library Mr. Brian Donohue, IT, stated the amount of this donation is changing to $25,000. He noted the agreement is between the library, Metronet and Park Department, adding the Park Board has their own resolution. - Letter of Authorization — Studebaker Museum Mr. Benjamin Dougherty, Finance, stated this letter is for authorization for the museum to hold a raffle and as the titled owner for the property, the Board needs to approve it. He noted the controller is authorized to make the request to the Board. Ms. Fritzberg asked Mr. Dougherty if he could clarify which portions of Studebaker Museum the City owns. He stated he could not. Mr. Gilot stated the City owns the museum property, but not the cars, and not the Copshaholm, nor the history museum. He noted the City pledged $5,000,000 of the original $6,000,000 cost to the Museum and the Studebaker Club raised the other $1,000,000. - Equipment Lease Purchase Agreement and Resolution — PNC Equipment Finance, LLC Mr. Dougherty stated Finance requested proposals for lease purchase financing and PNC Equipment gave the lowest rate at 2.961 %. He stated PNC is willing to work out a four (4) year term for the computer financing discussed earlier, but it is not formalized yet. He stated the request is to approve those terms and authorize the Controller to negotiate and sign the other documents associated with the lease. Mr. Gilot questioned if they would make any adjustment on the finance rate for a four (4) year lease, noting sometimes if you ask to change the terms of a lease, they will adjust the rate. Mr. Dougherty stated they hadn't discussed that yet, but the margin between this rate and the other companies is large enough it shouldn't make a difference on which company has the lowest rate - Award Water Treatment Chemicals Bid AGENDA REVIEW SESSION MAY 3, 2018 135 Mr. Brad VanOosterum, Water Works, stated all of the chemicals are being awarded to the low bidders. He noted there were two (2) chemicals that they received no responses on and they will go out to the open market on those. - Opening of Bids — One (1) or More, 2018 or Newer, Combination Jet RodderNaccuum Machine with Cab & Chassis Mr. Jeff Hudak, Central Services, stated he is requesting to reject these bids that are due Tuesday and redo the specifications. He explained after review, the Sewer Department informed him that the specifications don't meet their needs and they would like to redo them. - Software Agreement — Michiana Health Information Network, LLC Mr. Andy Meyer, Fire Department, stated this software allows the Fire Department to report data on their patient contacts. He noted it places their data into the system immediately and is available for hospitals and doctors to view. Mr. Gilot asked if HIPPA requirements are being met. Mr. Meyer stated they are, the company handles all of that. He noted this is a pilot program and may need to be adjusted as they go along, adding the company works out the Fire Department's program needs before instituting the software. He stated they also provide quarterly training to the Fire Department. - Professional Services Agreement — Antonius Northern Mr. Brian Donohue, IT, stated this agreement is for Mr. Northern to engage the community in the Bloomberg's Mayor's Challenge. Mr. Mueller questioned how the grant funding works. Mr. Donohue stated the grant will reimburse the Department of Community Investment fund that will cover this cost originally. - Professional Services Agreement — EnFocus Mr. Donohue stated this agreement is a not to exceed amount that probably won't be used up. Mr. Gilot noted he Chair's the Board, so he will have a conflict on this one. He questioned if just declaring his conflict was sufficient. Attorney McDaniels stated since he chairs the Board, he would need to abstain from the vote. The Board noted that there will not be a quorum with two (2) other members being out. The Board stated this should be tabled until a later meeting, noting there is no urgency on this agreement. - Opening of Quotations — Seitz Park Reconstruction Ms. Maradik questioned what this project was for. Ms. Kara Boyles, City Engineer, stated this is for moving the transformer on Seitz Park. Ms. Maradik asked if the title could be changed, noting the title "Seitz Park Reconstruction" is misleading. Ms. Boyles stated the project has already been sent to bidders so the title can't be changed at this point but she noted that the bigger concern is that this should be Project No. 117-093"A" as a part of the larger project. She added with all of these parts of the project coming out of the Park Bond they should be lettered for tracking purposes. She noted there will be more to come. PRIVILEGE OF THE FLOOR Ms. Kara Boyles, City Engineer, stated the Board will be seeing their first waiver for small cell towers coming for the next agenda. She noted they will be for residential areas only and she has asked for a ten (10) foot clear zone. She noted this will mean additional poles in the right-of- way. Attorney McDaniels stated there is a new House Bill that passed in March that voids the 2017 Resolution the Board passed regarding the placement of utility poles in the right of way and limits the city's ability to restrict new towers outside of residential areas. She stated based on this bill, the only place the City can prohibit them is in residential areas. Ms. Boyles stated the companies remove AEP poles and replace them to co -locate, but they can only meter their cell equipment on their own stand-alone poles, so they install an additional pole for the meter. Mr. Gilot noted should be treated as an encroachment into the public right-of-way. Ms. Boyles stated at a previous meeting, the Board approved a recommendation to award street materials for American Highway Products. She noted the Engineer missed that they did not have a bid bond, and the Board was not asked to acknowledge the discrepancy. Ms. Boyles stated the bid bond was supplied after the bid opening. Ms. Martin noted they were the sole bidders of the material they were awarded. Mr. Gilot stated the Board needs a memo for the record. Ms. Boyles stated finally, she would be bringing updated City Standards and Specifications before the Board and asked if they wanted to review the entire document. Mr. Gilot suggested she only needed to let the Board know of any major changes. He stated the Engineers are capable of doing the processes for the rewriting to address any outdated or problematic issues. He stated only controversial changes, not pro -active changes, things that require people to retool or create additional expenses, are the Board's concerns in their review and approval. No other business came before the Board. Upon a motion by Mr. Mueller, seconded by Ms. Fritzberg and carried, the meeting adjourned at 11:49 a.m. AGENDA REVIEW SESSION MAY 3, 2018 136 J 1 ATTEST: A i da M. Martin, Clerk BOARD OF PUBLIC{ WO S d /6tL�_) Gary A. Gilot, President Elizabeth A. Maradik, Member Therese J. Do , Member Suzanna M. Fritzberg, Member James A. Mueller, Member REGULAR MEETING MAY 8, 2018 The Regular Meeting of the Board of Public Works was convened at 9:32 a.m. on Tuesday, May 8, 2018, by Board President Gary A. Gilot, with Board Members Therese Dorau and James Mueller present. Board Members Suzanna Fritzberg and Elizabeth Maradik were absent. Also present was Board Attorney Clara McDaniels. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Dorau, seconded by Mr. Mueller and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Meeting of the Board held on April 19, April 24, and May 1, 2018, were approved. OPENING OF BIDS — RAVINA PARK — BOWMAN CREEK STABILIZATION — PROJECT NO. 117-073 (SPECIAL LOIT/MVH/RWDA TIF) This was the date set for receiving and opening of sealed bids for the above referenced project. The Clerk tendered proof of publication of Notice in the South Bend Tribune, which was found to be sufficient. The following bid was opened and publicly read: HRP CONSTRUCTION INC. 5777 Cleveland Road PO Box 266 South Bend, IN 46624 Bid was signed by: Matthew Cain Non -Collusion, Non -Debarment Affidavit form was completed Five percent (5%) Bid Bond was submitted I: Division 1 Subtotal $295,830.01 Mobilization & $14,000.00 Demobilization (5% Max) Division 1 Total $309,830.01 Division 2 Subtotal $35,251.56 Mobilization & Demobilization (5% Max) $1,700.00 Division 2 Total $36,951.56 Division 3 Subtotal 1 $19,739.91