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AGENDA REVIEW SESSION SEPTEMBER 22. 2016 297 The Agenda Review Session of the Board of Public Works was convened at 10:35 am. on September 22, 2016, by Board Member David Relos with Board Members Elizabeth Maradik and James Mueller present. Board President Gary A. Gilot and Board Member Therese Doma were absent. Also present was Attorney Michael Schmidt. The meeting was held in the 13" Floor Boardroom, County -City Building, 227 W. Jefferson Blvd., South Bend, Indiana. Board of Public Works Clerk, Linda Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. MAJOR RAIN EVENT — DECLARATION OF EMERGENCY Attorney Michael Schmidt stated that IC 36-1-12-9 covers emergency situations. He stated he is asking for the Board to recognize that this recent major rain event is an emergency situation. Mr. Schmidt noted with the rain event and collapsing of some roads, and with getting to the end of the year, this will allow the City to address some of these issues. He stated he is asking the Board to recognize the rain event as an emergency to allow engineering to go out and invite quotes for the repairs. Therefore, upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the major rain event was declared an emergency situation. APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following permit and license --.-A r _ Applicant Description Procession: Date/Time September 55, 2016, Location On Route as Motion Carried Maradik/Mueller Alzheimer', Association The Walk to 1:00 p.m.-3:00 P.M. submitted End Alzheimer', Board members discussed the following item(s) from the agenda. - Amendment to Professional Services Agreement - Adoxio Mr, Santiago Garces, Office of Innovation, stated this is for changing the system that handles 311 requests with a portal receiving the requests and helping with performance implementation. He noted due to staff changes, there were issues during hand-off of duties and they need to extend the date of the go -live event. He stated the amount onthe agenda of $47,950 is the -- increase amount not the total contract amount. Lease/purchase Agreement — ENS Group Mr. Dan O'Connor, Information Technologies, stated this is for adding security to the City network. He noted they had a risk assessment done this year and this system was the number one recommendation. Attorney Schmidt questioned why are we leasing a licensing agreement. Mr. O'Connor stated it's an actual piece of equipment. Leme/Purchase Agreement — ENS Group Mr. O'Connor stated this is part of a network refresh with replacing and upgrading network equipment. He noted they are starting with the lowest level of infrastructure, adding these pieces of equipment are at the end of their life cycle and are in need of replacement. - Professional Services Agreement — ENS Group Mr. O'Connor stated this agreement is to implement both of the ENS systems just discussed. - QPA Purchase — Insight Public Sector Mr. Chad Goben, Police Department, stated this purchase is through the U.S. Communities Grant funding. IIe stated he worked with IT and the Fraternal Order of Police on this. Mr. Goben noted the current Police in -car systems are causing problems, and this was the solution they came up with. He noted there is an additional piece to this in the amount of $9,000 for installation of software that may be included if the Board wishes. Mr. Schmidt asked if there is a second agreement yet to come. Mr. O'Connor stated yes for the migration. Mr. George King, Purchasing, suggested they make it a separate agreement because the funding will be different. Mr. Schmidt asked if Mr. King has reviewed this and confirmed it meets the QPA and it has been quoted. Mr. Goben confirmed he had. Mr. O'Connor asked if they could add the $9,000 agreement for the installation, adding it is the same company and if they had the amount sooner, it would have been added. Mr. Schmidt requested they get some paperwork to legal and purchasing for review, adding there's no mention of the installation in the current agreement. Mr. Schmidt noted there needs to be language to cover if the equipment doesn't fit with the current equipment. - Resolution No. 42-2016 —Establishing Parking Rates for City Owned Parking Facilities Attorney Dougherty stated a parking study was conducted, and the new rates will go to the Council after the Board adopts Resolution No. 42-2016.