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HomeMy WebLinkAbout03212019 Agenda Review SessionAGENDA REVIEW SESSION MARCH 21, 2019 61 The Agenda Review Session of the Board of Public Works was convened at 10:34 a.m. on Thursday, March 21, 2019, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, Therese Dorau, and Suzanna Fritzberg present. Board Member Laura O'Sullivan was absent. Also present was Attorney Catherine Fanello. 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. APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for approval: Type Business Description Amount/ Funding Motion/ Second Revised Indiana Extension of Original $143,906; Maradik/Dorau Amendment Housing and Agreement to Identify Paid to City No. 1 Community and Control Lead (CDBG Disaster Development Hazards in Eligible Recovery Funding) Authority Housing Units Board members discussed the following item(s) from the agenda. - Request to Advertise — Pothole Patcher Mr. Jeff Hudak, Central Services, explained to the Board the specifications were written for this equipment for a 2018 or newer due to the long lead time for building this equipment. He noted there may be a vendor that has one sitting around that would work. - Award Bid Extension — Emergency Vehicle Mr. Hudak stated this bid extension is for the Fire Department emergency vehicle. He noted they asked for a one year price guarantee in the original bid specs and the vendor, Horton Emergency Vehicles, agreed to the extension. - Special Purchase — Stryker Medical Assistant Fire Chief Andy Meyer stated this purchase is for compatible cots that are plugged into the vehicle loader that then loads them into the ambulance. He noted they already have Strycker power cots, and are replacing them along with their stair chairs. Chief Myer noted they have an agreement with Notre Dame for EMS assistance and Notre Dame also uses the Strycker cots, and other brands won't fit in the loading mechanism. Mr. Gilot questioned the number of cots being replaced. Chief Myer stated the agreement covers five (5) retrofits, the stair chairs and systems for loading, and training of five (5) staff member on servicing the units. - Special Purchase — Word Systems, Inc. Mr. Anthony Bontrager, Police Department, stated the iRecord system the Police Department uses has an expected end of life at five (5) years. He noted they are hitting that five (5) years this year and with systems becoming outdated, there is no guarantee on replacement parts. Mr. Gilot questioned if there are other vendors and could this have been bid out. Mr. Bontrager stated there aren't any other vendors for this type of system that they are aware of. He noted this is for everything; software, cameras, and wiring. Mr. Gilot suggested the wiring should be taken out from this as a separate item noting they have a different vendor listed doing that part of the work. He questioned how that vendor was determined. Mr. Bontrager stated they quoted that portion and selected the lowest quote. He added this software is shared with the Prosecutors Office, and they can look at it directly. He stated the rewiring is just upgrades to the existing system. Attorney Fanello stated this sounds like it is a sole source vendor. She noted Section 8 of Indiana Code regarding Special Purchase is more appropriate. Ms. Maradik requested they update their memo for Tuesday to separate the wiring from the software, noting the rewiring is below the $5,000 threshold. - Opening of Proposals — Lawn Maintenance and Mentorship Program Mr. Patrick Sherman, Venues, Parks, and Arts, stated he reached out to the City Diversity Officer, Christina Brooks, and contacted minority contractors to encourage their participation in this proposal. - Opening of Quotations — Howard Park Ice Skates and Sharpener Mr. Sherman informed the Board that all of the ice skates from the Howard Park Ice Rink were being stored in Pinhook Pavilion when it got flooded so they need to replace them. He added the bid is divisible due to some vendors that carry both types, and some that don't. - Award Quotation — 2019 Venues, Parks, and Arts Cemetery Mowing Mr. Sherman stated this quote award is going to a local firm this year that is lower than the previous year's winner, who was not local. He added Michiana's Four Seasons Landscaping is also an MBE vendor. Ms. Dorau asked if they have cemetery mowing experience, noting the historical nature of the tombstones. Mr. Sherman stated they actually`did the mowing for the City 1 L AGENDA REVIEW SESSION MARCH 21, 2019 62 in previous years. He added he included a Performance Bond requirement in the specifications to protect against damage. - Change Order — Erskine Clubhouse Renovations Mr. Kyle Silveus, Engineering, stated this Change Order exceeds the 20% limit due to an excess of unforeseen conditions when demolition of the building proceeded. He noted 10% of the increase is from add-ons, and the other approximate 10% is due to unforeseen conditions. Mr. Gilot questioned if there was the potential for more unforeseen discoveries. Mr. Silveus stated there is the potential for additional excavation if the tanks they discovered leaked into the ground and depending on what they leaked. Mr. Gilot suggested there is a Brownfields Fund for these kinds of circumstances that could help cover those costs. - First Amendment to Actuarial Services — Cavanaugh Macdonald Consulting Mr. Dan Parker, City Controller, informed the Board the State required this change to reporting of actuarial valuation of old Police and Fire pension funds. He noted the City will be reimbursed by the State. - Addendum to Contract — 1st Source Bank Mr. Parker stated the City got slightly better terms for this year's banking services, noting the interest rate went down one one -hundredth of a percent. - Service Agreement — Responder Biomedical Services Mr. Mark Dollinger, Police Department, stated this company maintains the AED units in Police cars. Mr. Gilot questioned if these can be moved to a spot that's easier to access than the trunk, somewhere inside the vehicle. He noted they are for saving lives and timing is essential in those situations. Chief Tim Lancaster, Police Department, stated they have looked into that and the difference in time is actually minimal. Ms. Dorau asked if this maintenance is only for the mobile units. Chief Lancaster stated it is for all AED units including inside the Police Station. - Special Purchase — JG Uniforms Chief Lancaster stated this purchase is for outer ballistic vests. He noted the clothing technology has advanced from these vests being worn under the shirts to the outside of the uniforms. He noted the benefits are better mobility and comfort and they are less likely to get damaged from sweat. Chief Lancaster stated JG Uniforms is the largest supplier in the Midwest, and the only supplier that can come to the Police Department and fit each vest to the officers. He noted the Police Department wear -tested four (4, manufacturer's brands before the determination was made that these were the only brand that fit and performed properly. He noted they are also compatible with body cameras that are now carried on the vests, because the inner vest carriers lose the ability to record. Chief Lancaster added they are the only custom manufacturing vendor close enough to South Bend to come in to town to measure for a custom fit for each officer individually. - Professional Services Agreement — Black and Veatch Mr. Kara Boyles, City Engineer, stated this agreement is for CAD updates that will allow them to run different data for projects the City is doing to show the effects of the project on the water pressure system. Mr. Gilot suggested the AMR meters are capable of producing some of that data. - Professional Services Agreement — Shive-Hattery Ms. Boyles stated this design study is for the interior renovations to the restroom and sleeping quarters at Fire Station No. 3, and for interior changes to Station No. 6 for elimination of exhaust issues. - Professional Services Agreement — DLZ Mr. Zach Hurst, Engineering, stated this Douglas Road Lift Station is at capacity and needs upgrading. Ms. Boyles noted the City is in the county's right-of-way here and she is asking for an easement from them. Mr. Gilot noted the City is a public utility, and public utilities have automatic easement rights. - Dedicated Improvements Agreement — Matthews LLC Mr. Zach Hurst, Engineering, stated the Commerce Center is using the storm sewer and tree lawn and pavement access temporarily. He noted this agreement is to ensure the City gets the right-of- way back in the same condition as before the work began. Mr. Gilot noted this would be Board Member Suzanna Fritzberg's last official meeting before she leaves the City to pursue a new career. The Board thanked her and wished her luck in her future endeavors. No other business came before the Board. Upon a motion by Ms. Fritzberg, seconded by Ms. Dorau and carried, the meeting adjourned at 11:43 a.m.- BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION MARCH 21, 2019 63 Gary A. Gilot, President Elizabeth A. Maradik, Member Therese J. Dorau, ember Laura L. O'Sullivan, Member 0.4 Genevieve E. Miller, Member ATTEST: 5indinda M. Marti , Cl k a M. REGULAR MEETING MARCH 26, 2019 The Regular Meeting of the Board of Public Works was convened at 9:33 a.m. on Tuesday, March 26, 2019, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, Genevieve Miller, and Laura O'Sullivan present. Board Member Therese Dorau was absent. Also present was Attorney Catherine Fanello. Mr. Gilot noted the addition to the agenda of a quote opening. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Maradik, seconded by Ms. O'Sullivan and carried, the minutes of the Agenda Review Session, Regular Meeting and Claims Meeting of the Board held on March 7, March 12 and March 19, 2019, were approved. INTRODUCTION TO NEW BOARD MEMBER Mr. Gilot introduced the newest Board Member, Genevieve Miller, and welcomed her. PUBLIC HEARING — NEW MASSAGE ESTABLISHMENT LICENSE — CHINESE MASSAGE SPA Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning a license application for the Chinese Massage Spa, 2614 S. Michigan Street. It was noted favorable recommendations were received from the Fire Department, Area Plan Commission and the Police Department. There being no one present wishing to address the Board concerning this matter, the Public Hearing was closed. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. O'Sullivan and carried, the new license was approved. PUBLIC HEARING — NEW MASSAGE ESTABLISHMENT LICENSE — SOUTHSIDE MASSAGE RETREAT Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning a license application for Southside Massage Retreat, 401 E. Colfax Avenue, Ste. 181. It was noted favorable recommendations were received from the Fire Department, Area Plan Commission, Police Department and Community Investment Department. Ms. Sara Cozort, Business Owner, was present and spoke in favor of the business. There being no one else present wishing to address the Board concerning this matter, the Public Hearing was closed. Upon a motion made by Ms. Maradik, seconded by Ms. O'Sullivan and carried, the new license was approved. OPENING OF BIDS — CENTURY CENTER UPGRADES AND RENOVATIONS — PROJECT NO. 118-104A (HOTEL/MOTEL TAX_) 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. Mr. Gilot stated no bids were received.