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HomeMy WebLinkAbout05172018 Agenda Review SessionAGENDA REVIEW SESSION MAY 17, 2018 153 The Agenda Review Session of the Board of Public Works was convened at 10:31 a.m. on May 17, 2018, by Board Member Elizabeth Maradik, with Board Members Suzanna Fritzberg and Therese Dorau present. Board President Gary A. Gilot and Board Member James Mueller were 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. ADOPT RESOLUTION NO. 24-2018 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA APPROVING THE ACCEPTANCE OF A DONATION OF REAL PROPERTY Upon a motion made by Ms. Dorau, seconded by Ms. Fritzberg and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.24-2018 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, APPROVING THE ACCEPTANCE OF A DONATION OF REAL PROPERTY WHEREAS, the City of South Bend, Indiana, Board of Public Works (the "Board") is empowered to purchase, acquire, and lease property on behalf of the City of South Bend, Indiana (the "City") pursuant to Indiana Code Section 36-9-6-4 (the "Code"); and WHEREAS, the Board, on behalf of the City of South Bend, Indiana Department of Community Investment ("DCI"), along with South Bend Heritage Foundation, Inc. ("SBH"), entered into that certain agreement, dated September 4, 2014, with the Indiana Housing and Community Development Authority Blight Elimination Program ("IHCDA"), wherein IHCDA granted an award to the City through DCI to work with SBH to acquire and demolish blighted residential structures and facilitate an end use for the newly vacant lots (the "Agreement"); and WHEREAS, DCI has commenced a project to improve the South Bend City Cemetery area, which includes, in part, the realignment of Colfax and LaSalle Streets (the "Project"); and WHEREAS, SBH holds title to certain real property in the City described as Ex RR Lot 49, Rockafellers 2nd Add, Parcel No. 018-1041-1779, and commonly known as 1043 Colfax Avenue, (the "Property"); and WHEREAS, the Property is required to proceed with the Project; and WHEREAS, SBH desires to donate the Property to the Board for the advancement of the Project and DCI desires the Board to accept the donation of the Property pursuant to the Code and in furtherance of the terms of the Agreement; and WHEREAS, the Board desires to authorize DCI staff to perform certain actions on the Board's behalf to effectuate the acquisition of the Property. NOW, THEREFORE, BE IT RESOLVED by the City of South Bend, Indiana, Board of Public Works as follows: DCI. 1. The Board hereby accepts the donation of the Property from SBH on behalf of 2. The Board authorizes David Relos of DCI to act on behalf of the Board to execute any documents or take any action on the Board's behalf relevant to the acquisition of the Property, including but not limited to signing any closing documentation and presenting the deed for recordation. 3. This Resolution shall be in full force and effect upon its adoption. ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana, held on May 17th, 2018, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. AGENDA REVIEW SESSION MAY 17, 2018 154 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Elizabeth A. Maradik s/ Therese J. Dorau s/ Suzanna M. Fritzberg ATTEST: s/Linda M. Martin, Clerk Board members discussed the following item(s) from the agenda. - Software Subscription and License Agreement — Shotcaller Global, Inc. Mr. Chris Voros, Police Department, stated this agreement is for the Gun OPS software the Police Department has been using for five (5) years. He stated they would like to do a three (3) year renewal contact. Mr. Ray Wolfenbarger, Police Department, stated they still save money by doing a three (3) year contract. He stated the software collects data of every gunshot in St. Joseph County and surrounding counties and links up gangs and shooters, and can link one (1) individual automatically to numerous shootings. He noted they can also punch in a license plate, and track cars anywhere, adding he tracked one (1) all the way to Chicago. Mr. Wolfenbarger stated there are numerous departments that use the software, including the Prosecutor's Office, adding it can be pulled up on any smart device. Mr. Dan O'Connor, IT Department, stated the funding will be allocated differently, with the funding split between IT and Police Department. - Agreement — Uber Ms. Genevieve Crum, Community Investment, stated this agreement is part of the Mayor's Bloomberg Challenge for transportation for low income workers. She stated the City partnered with Uber to provide transportation to low income City employees. She noted one -hundred (100) eligible employees in VPA were identified. Ms. Crum stated the data, such as locations, is tracked through Uber who will provide rides to determine the result on employee retainage and reliability. Ms. Fritzberg asked if they evaluated other ride platforms and if they found Uber made a better fit due to the data tracking system. Ms. Crum stated that is true and also there is a better availability of drivers in this area through Uber. Ms. Fritzberg asked how liability is being handled. Ms. Crum stated they have been working with Legal on this and will bring an updated contract to the Board for signature. Ms. Fritzberg asked if the employees will sign a contractor release. Ms. Crum stated they will. Ms. Dorau asked if these are employees that are recognized as a problem on tardiness. Ms. Crum stated yes, they sent a survey to employers and these are the ones suggested. She noted there are about fifty (50) employees that were chosen. - Professional Services Agreement — Janet Evelyn Ms. Sonja Karnovsky, Community Investment, stated this agreement is for support for young minority employment initiatives. She stated they heard from people that there is a lack of networking opportunities for this group. Ms. Fritzberg asked what the deliverables area Mr. Brian Donohue, IT Department, stated the scope is set out in Exhibit A, and they will work in coordination with the Chamber of Commerce. He noted they can adjust the program as needed as they get feedback on the data. - State QPA — SBC Global Services d/b/a AT&T Global Services Mr. Dan O'Connor, IT, stated this is a thirty-six (36) month agreement for the golf courses T1 lines, but eventually they will be migrated to the Metronet. He explained it is less expensive to commit to a three (3) year agreement and cancel as long as they stay under contract for nine (9) months. - Opening of Quotations — Rum Village Dog Park Construction Ms. Fritzberg asked if the Park Department will be using any of Safetyville's old facilities for this dog park. Mr. Patrick Sherman, VPA, stated the buildings hadn't been used for over twenty (20) years and are in too bad of shape to be useful. Ms. Dorau asked if they anticipate extra maintenance expenses on this park. Mr. Sherman stated there shouldn't be any more than normal. - Opening of Quotations — Jon Hunt Plaza Planter Repair Mr. Sherman stated the funding source has changed on this and he would forward it to the Clerk of the Board. - Request to Advertise — Venues, Parks, and Arts Security Solution Mr. Sherman stated this request is due to unique security needs to be met in Venues, Parks, and Arts. He stated this should be a Request to Advertise for Proposals, and he would correct that. Ms. Fritzberg suggested they should work with the IT Department on this. Mr. Dan O'Connor, IT, stated they would like to be involved a little bit to look at it and give their IT perspective. AGENDA REVIEW SESSION MAY 17, 2018 155 - Opening of Quotations — Audible Pedestrian Signals at Lincoln Way West and Cushing Street Ms. Fritzberg asked what the protocol is for installing these signals; is it by request? Mr. Kyle Silveus, Engineering, stated this one (1) was by request. Mr. Roger Nawrot, Engineering, stated it's by request or if the City is putting up a new signal, it's a standard process. - Opening of Quotations — Carpet for Mayor's Office Mr. Silveus stated this project was originally part of the larger County -City Building Remodeling bid that they received no bids on and will re -advertise later with changes to the scope. He noted this part needs to be done sooner due to being in bad shape. - Award Proposal — City of South Bend Natural Gas Mr. Adam Parsons, Sustainability, stated they received two (2) proposals at the last Board meeting and they have met with both and discussed the project and received answers to their questions. He stated they will review and have a scoring matrix by the end of today and the name of the highest scoring company. - Opening of Bids — Vietnam Veterans Memorial Relocation Mr. Roger Nawrot, Engineering, stated they held a pre -bid meeting for this project and discovered the construction industry is changing rapidly and contractors are getting filled up. He stated they have asked if the City could award the bid on Tuesday to save waiting another three (3) weeks, so he is requesting the award be added to the agenda. Ms. Dorau asked where the memorial is going. Mr. Nawrot stated it is being relocated in Howard Park, southwest of the Venues, Parks, and Arts Experience Lodge and will retain the same east/west orientation. No other business came before the Board. Upon a motion by Ms. Maradik, seconded by Ms. Dorau and carried, the meeting adjourned at 11:10 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President Elizabeth A. aradik, Member Therese J. Dorau, ember Suzanna M. Fritzberg, Member James A. Mueller, Member ATTEST: 4ida�Mt . Martin, Clerk REGULAR MEETING MAY 22, 2018 The Regular Meeting of the Board of Public Works was convened at 9:34 a.m. on Tuesday, May 22, 2018, by Board President Gary A. Gilot, with Board Members Therese Dorau and Elizabeth Maradik present. Board Members Suzanna Fritzberg and James Mueller were absent. Also present was Board Attorney Clara McDaniels. Mr. Gilot noted that the Board has been asked to revise item 7A. Award Seitz Park Reconstruction Quotation, from Table Quotation Award, to Reject all Quotes. He stated there are also numerous Title Sheets to be approved along with the Requests to Advertise. 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 Meeting of the Board held on May 3, May 8, and May 15, 2018, were approved. 1 L.I