12082016 Agenda Review Session - Laserfiche WebLink

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AGENDA REVIEW SESSION DECEMBER 8, 2016 380 Fritzberg seconded the motion, which carried. Mr. Estes noted there were several math errors in the totaling of the pricing from RJE Business, but based on their unit prices, Business Furnishings, LLC was still the low bidder. APPROVAL OF AGREEMENTS/CONTRACPS/PROPOSALS/ADDENDA The following Agreements/Contracts/ProposaisiAddenda were submitted to the Board for approval: 'Type Business Description Amount/ Funding Motion/ Second Special Amarillo Gear Purchase Raw Sewage Pump 5120,125 Maradik/Domu Purchase Company, No. 1. Gear Assembly per I.C. 5- (Wastewater LLC 22-10-9; Risk of Seriously Operations & Impairing Functioning of Maintenance) Operations Board members discussed the following items) from the agenda. - Award Proposals — HVAC Preventative Maintenance and Waste Management and Recycling Services for Venues, Parks, and Arts Mr. Nick Gaul, Parks Department, stated a scoring matrix was prepared by a committee that reviewed both proposals. He noted there were five (5) different vendors for the HVAC proposal. Mr. George King, Purchasing, stated all five (5) vendors were acceptable, and he was pleased to see such a close race of qualified vendors. Mr. Gaul stated there were three (3) vendors on the waste recycling and that scoring was close. He stated this will be for a two (2) year contract Amendment to Agreement —Northern Indiana Workforce Board, Inc. Ms. Sarah Heintzelman, Community of Investment, stated this amendment is to extend the program for Workforce Development. Ms. Fritzberg asked how this compares with 2016 costs. Ms. Heintzelman stated it is actually less than last year, and they put an additional $160,000 from last year into this program. - Professional Services Agreement- James T. Stokes Ms. Heintzelman stated Mr. Stokes has over one -hundred (100) candidates for this program, which is double over last year. - Software and Maintenance Support Renewal — Application Data Systems, Inc. Mr. Chris voros, Police Department, stated this is for record and computer aided dispatch software renewal. Mr. Gilot questioned whether all agencies moving into one facility will be using the same software. Mr. Dan O'Connor, Information Technologies, stated the agencies will move into one (1) center but are using their own software programs. He noted eventually they will combine systems. - U.S. Communities Pricing Purchase — Insight Public Sector Mr. Voros stated this purchase if for the Police Department's in car video systems. He noted they have been testing these Panasonic camera systems for five (5) months for replacement of the current systems. He noted they are looking at one (1) unified system to replace old failing systems, and this one will manage old videos, new videos, and stills. Mr. Gilot questioned if this is like GSA purchase. Ms. Doran stated this is part of a. QPA purchase. Ms. Fritzberg asked if the system will handle any archiving. Mr. Votes stated that was set up previously. Mr. O'Connor noted they originally looked at financing this equipment, but the Finance Department recommended purchasing instead. - Revised Utility Billing Rules and Regulations Mr. At Greek, Director of Utilities, stated when he took over the department, a review of the department showed that customer service was shown to be in need of the most help. He stated the rules and regulations had not been updated since 1998, so they did a review and updates. Mr. Greek noted there were hundreds of hours of research with legal, utility regulators, and other — cities. Ms. Kim Thompson, Water Works, stated the original Water Board was dissolved around 1991 so nothing has been submitted to the Board since then. She stated the current Rules and Regulations are not compliant with ordinances. Ms. Emily Leyes, Water Works, stated how they manage utility accounts is reflected in five (5) major changes including property owner listings on the accounts of rentals, which should help reduce the number of shutoffs. She noted the changes won't happen right away, it will take some time. She noted the other reason for listing the property owner is State statute allows us to lien the property for some of these charges. She noted State and local laws support this change going forward. Ms. Leyes stated another major change has to do with disputes. When a customer disputes their bill, they take it up with the supervisor and it goes up the chain of command. With the new rules, she noted, they can appeal