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HomeMy WebLinkAbout08222019 Agenda Review SessionAGENDA REVIEW SESSION AUGUST 22, 2019 245 The Agenda Review Session of the Board of Public Works was convened at 10:32 a.m, on August 22, 2019, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, Genevieve Miller, and Laura O'Sullivan present. Board member Therese Dorau joined the meeting at 10:36 a.m. Also present was Attorney Clara McDaniels. Board of Public Works Clerk, Linda Martin, was absent. Acting on her behalf, Liz Horvath, presented the Board with a proposed agenda of items presented by the public and by. City Staff. AWARD QUOTATION — WALNUT GROVE AND N. RIVERSIDE DRIVE TRAFFIC CALMING — PROJECT NO 119-071 (LRSA MAJOR CAPITAL PROJECTS/TRAFFIC CALMING) Ms. Theresa Harrison, Engineering, advised the Board that on August 13, 2019, quotations were received and opened for the above referenced project. After reviewing those quotations, Ms. Harrison recommended that the Board award the contract to the lowest responsive and responsible bidder, Premium Concrete Services, Inc., 712 Richmond St., Elkhart, IN 46516, in the amount of $77,500. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Ms. Miller seconded the motion, which carried. Board members discussed the following item(s) from the agenda. - Traffic Control Device — Revision and Additions — 1 Hour Parking to Judicial Officer — Permit Only Mr. Roger Nawrot, Engineering, Judge Broden, and Judge Hostetler were present to discuss parking. Mr. Nawrot stated the conditions around the courthouse are Police Parking only. He stated on Washington Street, this will not change, however, on Main, Jefferson, and Lafayette they plan to revise parking for Judicial Officers by Permit Only. Ms. Maradik asked how many spaces. Mr. Nawrot said six (6). Judge Broden stated the U.S. Marshall Service is trying to improve overall safety around, and in the courthouse, and this was one of their suggestions for the safety of the judges. He stated this was especially requested for high risk situations or felony judges. Judge Hostetler stated these spaces would be color coded to avoid letting the public know what spaces are for which judge. Ms. Dorau asked if Downtown South Bend would be managing these spots and handle the ticketing. Judge Hostetler said the current spaces for County police require the officer to have a paper pass on the dashboard so DTSB knows not to ticket. Ms. Maradik asked if there is a way to put a time restriction on these signs so at night when judges aren't there, the general public can utilize these spots. She said downtown gets busy on nights and weekends and those spots shouldn't stay reserved 24/7 when court proceedings aren't going on. Mr. Nawrot said they generally don't do that as enforcement stops around 4:00 p.m. anyways. Ms. Maradik noted the general public isn't aware of that, so it would be beneficial to be noted on the sign. Mr. Gilot noted protection for judges as part of law enforcement is needed and the U.S. Marshall Service's recommendation should be honored. Mr. Eric Horvath, Public Works, suggested the ordinance for parking should be reviewed by legal and revised if needed so public parking spots can't be reserved for just anyone who says they need it if it isn't in compliance with the ordinance. - Award Proposal — Print Shop Services Mr. Michael Schmidt, Purchasing, stated the review team did thorough review and scoring for print services and Carothers Printing Company was the highest scoring vendor. He said they are also WBE certified which is a plus, but they were awarded:based on their cost, proximity, and quality of work. Mr. Schmidt stated there was one company they did not do a site visit for because they were so far out of competition it wouldn't have made a difference. Mr. Gilot questioned if cost was a factor, and Mr. Schmidt said yes, it was a big factor. Mr. Gilot asked if there was a percentage of significant savings, and Mr. Schmidt said they expect 25-35K in savings in the long run. Ms. Dorau questioned if any non-profit organizations in the area rely on our print shop for services and Mr. Schmidt said no. - Participation Agreement — Central Indiana Corporation Partnership, Inc. dba Ascend Indiana Mr. Brian Donoghue, Innovation and Technology, stated this agreement is for a recruiting pilot to basically make a profile for the City to help recruit undergraduates for City positions. Mr. Gilot stated the City just purchased software to help with this process already this year. Mr. Donoghue confirmed the City did, but this is just a free pilot at no cost to the City and if they don't help find good applicants, they will let it go. - Professional Services Agreement — St. Mary's Women's Entrepreneurship Initiative Ms. Alkeyna Aldridge, Community Investment, stated this agreement is to offer one on one help with women regarding business. She stated they have a great track record to help women and minorities do business. Ms. Willow Weatherall, St. Mary's, stated they are hoping to activate AGENDA REVIEW SESSION AUGUST 22, 2019 246 G newly renovated spaces and build space under a five (5) year pilot. Mr. Gilot wanted to confirm this was directed for 501(c) non-profit organizations and Ms. Aldridge said yes. - Award Bid — One (1) or More, 2019 or Newer, Truck Mounted Street Sweeper — Spec P Mr. D.J. Frost, Hoosier Equipment, was present at the meeting. He stated he felt his company met and/or beats all specifications and wanted to point out how important it is to work with local businesses. Mr. Gilot stated this was an agenda review session and no action can be taken on his request today. Mr. Gilot asked Mr. Jeff Hudak, Central Services, to come speak on his recommendation of why Hoosier Equipment was not recommended for award. Mr. Hudak stated they were the low bidder, however, did not meet the bid specifications. Mr. Hudak listed various examples on how the specs were not followed, to which Mr. Frost stated his opinion on how they could fix that and why their parts may not match specs because they are above and beyond. Ms. McDaniels stated legally the City can't allow any alterations to the bid after the date bids were required to be submitted. She stated their bid can't be changed or altered after the fact to meet specs. - Award Bid - Twenty -Nine (29) More or Less, Brand New Leaf Boxes — Spec R Mr. Hudak stated they are currently replacing leaf boxes that are 20+ years old. Ms. Dorau questioned where the old boxes are going or if Central Services had scrap recycling? Mr. Hudak said he has a few different ideas such as converting them to storage sheds or possibly trying to sell at auction, but no decision is set now. - Change Order No. 1 — Century Center Site Signs — Project No. 118-035B Ms. Maradik questioned if the digital sign on the pedestrian bridge is in the right-of-way or city - owned property as GIS shows a parcel which encompasses a portion of Century Center and the pedestrian bridge? She said BPW did not approve any sign for this in the right-of-way. Ms. Kara Boyles, Engineering, questioned if there was a parcel since the bridge is over the right-of-way so at what height would private ownership start? Ms. Maradik noted that if it were within a parcel it would need to comply with zoning requirements. Traffic Control Device — New Installation — 2 Hour Parking Electric Vehicles Only Mr. Horvath suggested verifying the Board has authority to limit these spaces to EV only or not. He said if not, this should be written in the ordinance through Council to get authority. - Special Event — Cinco 5 — DTSB Ms., Maradik stated that Woodward Court is a one-way street. She said if we close half the street, residents would not be able to access the parking lots, in which some of those lots are for nearby housing/apartments. She said residents will be able to get in, but not out. She requested more information from the Special Events Committee on how this will be accessed. - Special Event — NNN Art's Cafd Ms. Maradik stated this is a public event, however, it is still on a residential street. She said neighbors on the street need to be advised and/or give their support in the closure via their signatures. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 11:54 a.m. BOARD OF PUBLIC WORKS .q Gary A. Ailot, President Elizabeth A.-Maradik, Member Therese J. Dor u, Nrember Genwvieve E. Mille ei ber ura L. O' Suniv'T-n--,Member