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Home My WebLink About09202018 Agenda Review SessionAGENDA REVIEW SESSION SEPTEMBER 20 2018 278 L� The Agenda Review Session of the Board of Public Works was convened at 10:33 a.m. on September 20, 2018, by Board President Gary A. Gilot, with Board Members James Mueller, Suzanna Fritzberg, Elizabeth Maradik, and Therese Dorau present. 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. ADDITIONS AND CHANGES TO THE AGENDA Mr. Gilot noted the addition to the agenda of two agreements with the Indiana Housing and Community Development Authority and Resolution No. 49-2018. He noted also that Item No. 2 on the Agenda Review Session Agenda, Amendment to Professional Services Agreement with Donohue & Associates, was being moved to the regular meeting of September 25, 2018. OPENING OF BIDS — J.C. LAUBER SITE IMPROVEMENTS —,.PROJECT NO. 118-083B (REDA TIFF 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: WALSH & KELLY, INC. 24358 SR 23 South Bend, IN 46614 Bid was signed by: Dustin Hilary Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted E Base Bid Total $579,900 Alternate 1 Total $16,630 Alternate 2 Total $119,000 Alternate 3 Total $86,000 RIETH-RILEY CONSTRUCTION CO. INC. 25200 State Road 23 South Bend, IN 46614 Bid was signed by: Joshua McCormick Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted :n Base Bid Total $316,437 Alternate 1 Total $5,603 Alternate 2 Total $61,433 Alternate 3 Total $51,488 INDIANA EARTH, INC. 10434 McKinley Hwy. Osceola, IN 46561 Bid was signed by: Keith Stevens Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted BID: Base Bid Total $393,876.20 Alternate 1 Total $17,300 Alternate 2 Total $98,800 Alternate 3 Total $69,900 SELGE CONSTRUCTION CO., INC 2833 S. l It' St. AGENDA REVIEW SESSION SEPTEMBER 20, 2018 279 Niles, MI 49120 Bid was signed by: Robert Kuhns Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted IC Base Bid Total $487,724.25 Alternate 1 Total $9,750 Alternate 2 Total $97,050 Alternate 3 Total $81,200 RITSCHARD BROS., INC. 1204 W. Sample St. South Bend, IN 46619 Bid was signed by: Rachelle Dolniak Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted me Base Bid Total $407,302.75 Alternate 1 Total $17,960 Alternate 2 Total $57,103 Alternate 3 Total $54,060 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above bids were referred to Engineering and Community Investment for review and recommendation. APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following hermit and license annlications were nrPCPntPrl fir n""rnl7n1• Applicant Description - --- Date/Time I----------- __1 -rill - I .. Location/Comments Motion Carried Pentecostal Procession - September 22, On route as submitted; Maradik/Fritzberg Church Pentecostal 2018; 9:30 Sidewalks only Fine Arts Walk- a.m. to 12:00 A -Thou p.m. Board members discussed the following item(s) from the agenda. - Professional Services Agreement - Pathfinders Advertising Ms. Anna Kennedy, IT Department, stated this agreement is for security updates and support to staff to allow them to work on other creative projects. Mr. Dan O'Connor, IT, added this will augment their current system. - Enterprise Agreement - ESRI Mr. Donohue stated this is a three (3) year agreement with ESRI to expand the city's community hub. Ms. Fritzberg questioned what that means. Mr. Donohue explained this will allow more external licenses to the city residents to limit the burden on internal staff. Mr. Gilot suggested they would need to break-out their costs to yearly amounts. - QPA Purchase - Dell Mr. O'Connor stated the Microsoft Dynamics 365 licensing cost is expected to go up before the city buys the software so Information Technologies was instructed to buy one license now. He noted this will save the City $4600 by locking in. He explained the pricing is for one (1) license of each for three (3) years for a total cost of $8,798. - Resolution Nos. 43-2018 and 44-2018 Mr. Michael Divita, Community Investment, stated these are two annexations on the southwest side of South Bend, adjacent to each other. He stated the Blad Annexation area consists of approximately sixty-one (61) acres, and the Ceres annexation area comprises about two -hundred, fifty-five (255) acres. Mr. Divita stated the annexations are approved for industrial development if needed and there are no Public Works utilities needed,:the sewer is available. He stated the lift station could require upgrades down the road if there is development. Mr. Gilot asked if there will be an impact on the soils the city will have to deal with. He noted that is the challenge with PI 1 AGENDA REVIEW SESSION SEPTEMBER 20 2018 280 that area. Mr. Divita stated they don't anticipate any issues and that is why this will probably be for a larger developer only. - Mr. Jitin Kain, Public Works, requested to add a resolution to the agenda for the City to accept a grant from Visit South Bend for wayfinding South Bend. He stated the City will accept $50,000 towards the replacement of welcome to South Bend signs and installation of way - finding signs. He confirmed the signs will be run through the City with City approval first, in response to questions. Mr. Gilot suggested they be careful with wayfinding signs, suggesting they could get a lot of requests. Mr. Kain stated the intent for the wayfinding is more for larger regional attractions. - Request to Advertise for Proposals — City of South Bend Branded Apparel and Accessories Mr. Michael Schmidt, Purchasing, stated this request for proposals is for getting a preferred vendor for City apparel. He added he is not sure if there has been communication with other departments. Mr. Schmidt noted the benefits of the RFP process to weight the scoring, adding they need to find a local vendor that can be quick to respond to short notice demands, especially at Venues, Parks, and Arts. Ms. Maradik asked if it was or should be a divisible proposal, noting there may be a need for more than just apparel that one vendor cannot produce. She suggested maybe a vendor for apparel and one for mugs, pens, pins, t-shirts, and other miscellaneous items. Mr. Kain stated they should maybe bring it down to three (3) or four (4) businesses that all City departments can do business with. Mr. Gilot suggested could we buy nice shirts and have an organization that gives back to the community embroider them. He added an organization like Sew Loved, which trains underserved women on job skills in conjunction with businesses in the community. - Software Quote — Cues, Inc. Mr. Jitin Kain, Public Works, stated this software and licensing is for sewer videos for engineers to access information easily. Mr. O'Connor confirmed that IT has been involved and supports the purchase. - Professional Services Agreement — Umbaugh & Associates, Inc. Mr. Kain explained this service agreement is for calculations for fees and engineering functions related to the Storm Water Ordinance. No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 11:20 a.m. BOAJZD OF PUBLIC` W Gary A. Gilot, President Elizabeth A. Maradik, Member Therese J. Dorau Member Suzanna M. Fritzberg, Me ber James A. Mueller, Member ATTEST: 4LndaM. 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