HomeMy WebLinkAbout08232018 Agenda Review SessionAGENDA REVIEW SESSION AUGUST 23, 2018 251
The Agenda Review Session of the Board of Public Works was convened at 10:39 a.m. on
August 23, 2018, by Board President Gary A. Gilot, with Board Members James Mueller and
Therese Dorau present. Board Members Suzanna Fritzberg and Elizabeth Maradik were absent.
Attorney Aladean DeRose joined the meeting at 10:50 a.m. 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.
Board members discussed the following item(s) from the agenda.
- Opening of Quotations - Charles Black Monument Sign
Mr. Patrick Sherman, Venues, Parks, and Arts, informed the Board that the IT Department will
be part of the selection committee for this electronic sign. He noted it will be similar to the
Morris Performing Arts marquee, only smaller. Mr. Gilot suggested they have an engineer
involved in the placement of the sign to prevent issues with visual blockage or traffic hazards.
He noted when you add motion, you distract drivers.
- Change Order —Rum Village Dog Park Construction
Mr. Sherman stated with the intention of keeping the dog park open in the winter, they
determined they would need a concrete path that could be plowed for ADA access. Mr. Gilot
suggested it would be interesting to consider getting paw prints imprinted in the concrete.
- Street Vacation — Sampson Street
Mr. Sherman stated the Park Department met with the Street and Engineering Departments and
resolved their issues with vacating this street. He noted the Street Department will work with
VPA on the design, and they may make a small turn -around at the end. Mr. Sherman stated the
point of the vacation is to combine two (2) sides of the park into one (1). He noted in the process,
they will be adding improvements such as a pavilion. Mr. Gilot asked if there is a big pipe in the
right-of-way going into the storm water. He noted if you are putting a pavilion over a big pipe,
you should offset the pavilion so as not to make access to the pipe difficult in the future.
- Statement of Work — Canon Solutions America
Mr. Shawn Delahanty, IT, stated Canon offered to upgrade the uniFlow Agreement that the
Board previously approved from Corporate licensing to Enterprise licensing so this is just to
obtain signatures on the new agreement.
- State QPA Enterprise License Agreement — Dell, Inc.
Mr. Delahanty stated this is the new three (3) year enterprise agreement. He noted this agreement
has been with CDW in the past but Dell's State QPA was lower than CDW's State QPA pricing.
Ms. Dorau asked if the amount is based on current users. Mr. Delahanty stated it is and they can
always add users if needed going forward.
- Professional Services Agreement — zedIT Solutions
Mr. Dan O'Connor, IT Department, stated this vendor was recommended through Accela which
is used heavily by Code Enforcement. He noted this is for support and development of Accela.
Mr. O'Connor stated Code Enforcement prioritized six (6) issues that they will attempt to
address this year.
- State QPA Agreement — Network Solutions Incorporated
Mr. O'Connor stated this is for the build -out of digital access for the Charles Black Center. He
noted this will be the second digital click site, with Martin Luther King Center being the first.
- Resolution —Assignment of Service Agreement
Assistant Chief Todd Skwarcan, Fire Department, explained the firm that does physicals for the
Fire Department, Public Safety Medical, has partnered with St. Vincent Health. This resolution
allows them to assign the Fire Department cases to St. Vincent. He noted the Fire Department
retains the same services and pricing, it's just a merger of two (2) companies.
- Professional Services Agreement — Fifth Third Securities, Inc.
Mr. Ben Dougherty, Deputy City Controller, stated in August the Board approved two (2)
agreements for the zoo bond financing. He stated this is the third part for the underwriter. He
noted the process is a little different than previously done, the City is pre -selecting an
underwriter and has the ability to negotiate the cost. Mr. Gilot asked if an online auction is used
for selling the bonds. Mr. Dougherty stated it's an electronic bidding system, noting the
underwriter searches for purchasers and promotes the sale. He stated they anticipate
approximately $3,700,000 in proceeds will go to the zoo. Mr. Dougherty stated the Common
Council will hold their first reading on September 101h and the final hearing is on September 24tn
- Professional Services Agreement — DLZ Indiana, LLC
Mr. Roger Nawrot, Engineering, explained there was a failure in a roof drain at the Century
Center that caused the floor slab to explode causing extensive water damage. He stated this is a
report of what has to be done to fix the damage, adding the walls are out of plumb, and the
damage is extensive. He stated two (2) restrooms will have to get rebuilt. Mr. Nawrot noted the
AGENDA REVIEW SESSION AUGUST 23, 2018 252
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contractor located the collapsed pipe yesterday and repaired it. He added once the final report is
received, there will be an amendment to the agreement. ,
- Opening of Quotations — J.C. Lauber Site Utilities
Mr. Kyle Silveus, Engineering, requested this quote opening be removed from the agenda due to
the quotes not being ready to be sent out yet. Mr. Eric Horvath, Director of Public Works, stated
this shouldn't be quoted separately from the Site Improvements bid, this should all be included in
one bid package. Mr. Silveus noted it was done separately for expediting the utility work. Mr.
Horvath requested he check with Legal on whether these could be bid separately.
- Opening of Quotations — JMS Building: Parking Lot Improvements
Mr. Silveus stated these parking lot improvements entail some fencing and asphalt patching. Mr.
Mueller asked if this includes landscaping. Mr. Silveus stated it does not. Mr. Gilot asked if
anybody from planning was included in the fence design. Attorney DeRose noted the JMC
Building is historic so they will need to get approval from the Historical Commission on the
fence design. She noted if they are replacing like for like fencing, it's a simpler process.
No other business came before the Board. The meeting adjourned at 11:15 a.m.
BOARD OF PU9BLIQ WORKS
4 #ev-" U
Gary A. Gilot, President
Elizabeth A. Maradik, Member
Therese J. Dorau, M mber
Suzarina M. FVitzberg"Member
James A. Mueller, Member
ATTEST:
LiAda M. Martin, Clerk
REGULAR MEETING AUGUST 28, 2018
The Regular Meeting of the Board of Public Works was convened at 9:33 a.m. on Tuesday,
August 28, 2018, by Board President Gary A. Gilot, with Board Members Therese Dorau and
James Mueller present. Board members Elizabeth Maradik and Suzanna Fritzberg were absent.
Board of Public Works Clerk, Linda M. Martin, was also absent. Lizzy Horvath acted for Linda
Martin in her absence. 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 August 9,
August 14, and August 21, 2018, were approved.
OPENING OF BIDS — HOWARD PARK REDEVELOPMENT — PROJECT NO. 117-047B
(PARK BOND, RETIF, REGIONAL CITIES & CUMULATIVE CAPITAL)
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 bids were opened and publicly read:
GIBSON-LEWIS, LLC
1001 W. 1Ph Street
Mishawaka, IN 46544
Bid was signed by: Robert Lingenfelter