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HomeMy WebLinkAbout06202019 Agenda Review SessionAGENDA REVIEW SESSION JUKE 20, 2019 176 The Agenda Review Session of the Board of Public Works was convened at 10:33 a.m. on June 20, 2019, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik and Therese Dorau present. Board Members Genevieve Miller and Laura O'Sullivan 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. Board members discussed the following item(s) from the agenda. - Amendment to Professional Services Agreement — Five/Four Advisors Ms. Sonja Karnovsky, IT Department, stated the Board approved the initial contract in November regarding a CDFI Friendly City model, now this is Phase 2. She noted the amount changed to $100,000 for the rest of the year. Ms. Maradik asked if that is for the full year or just the amendment. Ms. Karnovsky confirmed it is just the amendment. Mr. Gilot asked if the focus is on housing. Ms. Kamovsky stated it is on a variety of topics, but the big benefit is to find partners for CDFI's. - Consulting Agreement — enFocus, Inc. Mr. Aaron Steiner, IT Department, stated Enfocus serves as an operational partner for the Bloomberg Mayor's Challenge program. Part of this agreement is for operations and travel costs for the first phase. It also covers two (2) full time resources through enFocus until August. Mr. Brian Donohue, IT Department, stated the agreement has been approved through Bloomberg and the city has received funding from the grant. - Revision to Municipal Utilities Rules and Regulations Ms. Kim Thompson, Utilities, stated these revisions are due to changes in House Bill 1347 which allows tenants to be able to have utility accounts set up in their names starting July 1. Mr. Gilot stated so non-payment on water side will allow us to chase the tenant, the sewer side will still allow a lien. He questioned if there is a water leak what the incentive is for the property owner to fix it if the tenant will have to pay the water bill. He asked if there is something we can do to help. Attorney McDaniels stated we can still implement rules including a deposit from the tenant or property owner. She noted that if there is a water leak, it will eventually go into the sewers so it will affect the sewer bill also. She stated the city has been working very closely with the Notre Dame law department and they are very helpful. She added we aren't requiring the service be placed in the tenant's name, they will just have the option. - Professional Services Agreement — EmNet, LLC Ms. Thompson stated this agreement utilizes Valor Water software to provide data on water meters and looks for under -performance in regard to under -reporting. - Release of Easement — Five Corners, LLC Mr. Carl Littrell, Engineering, stated this release is at the site of Charles Hayes proposed development along South Bend Avenue and Corby Blvd. He noted the alleys were vacated but retained utility easements. It was determined by the city that there are no sewer or water utilities within the alleys. He stated the subdivision was approved by the Area Plan Commission subject to this release. Mr. Gilot asked if they confirmed there are no utilities. Mr. Littrell stated they did and there are no utilities, but there is a water main that encroaches on the property and an easement has been agreed upon with Mr. Hayes. - Project Agreement; Agreement to Terminate and Release Real Property Interests; Ingress, Egress, and Utility Easement; Agreement to Terminate and Release Real Property Interests; and Resolution Attorney Sandra Kennedy stated these documents are all related to the facilitation of the hydro project with Notre Dame and subsequent Seitz Park improvements. She stated the Project Agreement is with Notre Dame and Stephenson Mill Apartments. She explained the Board is involved because they will manage the construction at the site and regulate parking for residents during the project. She noted these agreements consolidate ownership between three (3) entities, the City, Stephenson Mills, and Redevelopment. Attorney Kennedy noted the good thing is the parking lots will go back on the tax role. She stated the City has utility easements and owns the road into the Cascades and Stephenson Mills. She stated the Resolution allows Mr. Dave Relos to sign agreements related to the title work. Mr. Eric Horvath, Public Works, stated we currently own the property, why didn't we just do a dedication of the right-of-way instead. Attorney Kennedy stated she was told they didn't want it to be a public road. She noted the owner will be the Parks Department. She further explained the two (2) easement termination agreements address easements that are old and will interfere with the project. Opening of Quotations — Erskine Clubhouse Basement Flooring Mr. Patrick Sherman, VPA, stated they encountered a lot of unforeseen conditions on the remodeling project of the Erskine clubhouse. He noted now that is complete, they need to get AGENDA REVIEW SESSION JUNE 20, 2019 177 quotes on flooring. He explained there were issues with lead and they will need to encapsulate the floor - Opening of Quotations — O'Brien Fitness Center HVAC Mr. Gilot asked if they are looking at high efficiency on this replacement of HVAC systems. Mr. Sherman noted the current equipment is so old, the new equipment will be efficient. Ms. Dorau stated a replacement can be non -efficient, even if it's new. She suggested they look at efficiency indicators, such as energy star on the specs. Mr. Gilot agreed and noted it should pay for itself in the long run. - QPA Purchase — Network Solutions, Inc. Mr. Sherman stated this State QPA is to purchase the switches and fiber that IT needs to install their equipment in Howard Park. - Amendment to QPA Purchase — GameTime Mr. Sherman stated this amendment addresses the design change for Leeper Park, explaining that the change done on the location of the poured pad increased the cost. - Award Bid — Mid -Sized Four -Wheel Drive Pick -Up Trucks Mr. Jeff Hudak, Central Services, stated the low bidder on this equipment didn't submit the required bid bond so the award is going to the next low bidder. Mr. Gilot questioned if the abnormality could be waived by the Board. Mr. Hudak noted the bidder also crossed out the bid specs and wrote in their own, which were not responsive to the needs of Code Enforcement. No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Maradik the meeting adjourned at 11:33 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President Elizabeth A. Maradik, Member Therese J. Wrau, 4Wnber Genevieve E. Miller, Member Laura L. O'Sullivan, Member ATTEST: 4Lnda:tf . Martin, Clerk REGULAR MEETING JUNE 25, 2019 The Regular Meeting of the Board of Public Works was convened at 9:34 a.m. on Tuesday, June 25, 2019, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik and Therese Dorau present. Board Members Genevieve Miller and Laura O'Sullivan were absent. Also present was Attorney Sandra Kennedy. 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 June 6, June 11, and June 18, 2019, were approved. OPENING OF BIDS — PULASKI PARK IMPROVEMENTS — PROJECT NO. 118-056 (TIF PARK BOND) 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: