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Home My WebLink About06062019 Agenda Review SessionAGENDA REVIEW SESSION JUNE 6, 2019 163 The Agenda Review Session of the Board of Public Works was convened at 10:34 a.m. on June 6, 2019, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, Therese Dorau, Genevieve Miller, and Laura O'Sullivan 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. Board members discussed the following item(s) from the agenda. - Additions to the Agenda Mr. Gilot announced the addition to the agenda of an agreement with Systems and Software and Resolution No. 20-2019. - Professional Services Agreement — Alpha Dog Agency Anna Kennedy, IT Department, stated this agreement is to look at ways to improve marketing for 311. She noted they want to find out who doesn't call 311 and why. Ms. Dorau asked if they are coordinating branding with other departments, and who. She added Engineering has staff working on branding already. Ms. Kennedy stated they will coordinate. - Amendment - Systems and Software Ms. Kim Thompson, Utilities, noted this was one of the additions to the agenda. She explained there was an emergency state law passed regarding owner and tenant utilities, so they were not on track to be in compliance. She stated this amendment is to design those pieces to be in compliance with House Bill 1347. - Resolution No. 20-2019 Ms. Thompson stated Chapter 17 of Municipal Code is based on an ordinance for new customers. She noted the ordinance allows installment payments and assumes the Board will set the interest rate. She stated the rate is required to be 2% below prime which is currently 2%. Ms. Thompson stated therefore, for the rest of the year, the resolution sets the installment rate at 0%. Attorney McDaniels noted these installment loans only apply to single-family residents. She stated she worked with the Controller's office to get the prime rate. The ordinance states it has to be 2% below that rate. Ms. Dorau asked if the Board will need to do this again at the end of the year. Attorney McDaniels confirmed they will and it will be brought to the Board prior to December 31. Mr. Gilot stated he knows that's how it's written, but if you do 0% installments, who would pay the lump sum? Ms. Thompson stated the ordinance allows for a 10% credit on lump sum payments. She added even with that 10% credit, some families can't afford to pay a lump sum. - Request to Advertise for Qualifications Mr. Michael Schmidt, Purchasing, explained this RFQ is to advertise for print shop services. He noted the actual RFQ is not finalized, they are waiting for the Deputy Assistant Controller to give final approval when he gets back from vacation. Mr. Gilot asked if they are going to compare out -of -house to in-house services. Mr. Schmidt confirmed that's the goal, but it's hard to compare apples to apples. Mr. Gilot noted over the course of his years with the City they looked at this several times and each time they found in-house was more economical. He noted that might have changed now. Mr. Schmidt stated there is more of a social media preference for advertising nowadays. He added they feel that the savings are going to be there for a third party. He explained they took the top ten (10) print items to get pricing and will ask for two (2) year's pricing. He noted what you want to avoid is an increase in rates after you get rid of the in-house service and award a contract, so they are looking to do a multiple year agreement. Ms. Dorau asked if they are including other departments in the reviews. Mr. Schmidt stated they are and the review team will be made up of various city staff. Mr. Gilot asked if they are asking for unit pricing. Mr. Schmidt stated it will include quantity pricing of about fifteen (15) items, some of which they will require a sample. - Award Proposal — VPA Signage and Wayfinding Mr. Patrick Sherman, VPA, stated they received three (3) submissions for this RFP, and shortlisted it to two (2). He did interviews stated they on their processes and both were qualified. Mr. Sherman noted the RFP was set up to award to multiple vendors so that is what they are requesting. He stated Geograph had a fantastic schedule for Howard Park but the review team felt Burkhart would be a better partner for the smaller projects. When questioned he confirmed this includes branding and design. Mr. Gilot asked if there could be an issue with two companies doing the same design on who takes the ownership of the design. Mr. Sherman noted the RFP states all artwork will be city -owned and they can address that in the contract before bringing it to the Board for approval. Ms. Dorau asked if they were aware of the INDOT trail branding. Mr. Sherman stated they are aware of it and if there are any parts they need to incorporate, they will include it. AGENDA REVIEW SESSION JUNE 6, 2019 164 1 - Opening of Bids - Drewery's Brewery Clean -Up Mr. Kyle Silveus, Engineering, informed the Board that Engineering would like to postpone this bid opening given the issues out there with the owner. He noted an addendum has been issued delaying the opening until July 23. - Traffic Control Device — Honorary Street Sign — Junior League of South Bend Ms. Martin, Clerk of the Board, stated this item is being removed from the agenda. - Alley Vacation — East/West Alley from Fremont St. to N. Olive St. and Half North/South Alley from Lawton St., South to the East/West Alley Ms. Maradik read through comments from Community Investment, Fire Department, and Engineering recommending denial of this alley vacation. Mr. Gilot noted the reason for the request stated is to keep the alley clean, and that is a good goal. He suggested vacating the alley is the wrong answer, and maybe there is something Code Enforcement could do. No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 10:58 a.m. BOARD OF PUBLIC WORKS a Gary A. Gilpt, Presidenj Elizabeth A. Maradik, Member Therese J. Dorau!Member Genevieve E. Miller, Member Laura L. O'Sullivan, Member ATTEST: 4nda:1-. Martin, Clerk REGULAR MEETING JUNE 11, 2019 The Regular Meeting of the Board of Public Works was convened at 9:34 a.m. on Tuesday, June 11, 2019, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, Therese Dorau, and Genevieve Miller present. Board Member Laura O'Sullivan was absent. Also present was Board Attorney Clara McDaniels. Mr. Gilot noted the addition to the agenda of a request to install temporary sidewalk art. 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 23, May 28, and June 4, 2019, were approved. OPENING OF BIDS — MORRIS THEATER PLASTER REPAIR — PROJECT NO. 118-094 (VPA MORRIS) 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. Ms. Martin, Clerk of the Board, stated no bids were received. Mr. Gilot suggested Venues, Parks, and Arts could go to the open market with no bids received. OPENING OF BIDS — MUESSEL GROVE PUBLIC RESTROOM — PROJECT NO 118-099 (VPA 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 bid was opened and publicly read: