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AGENDA REVIEW SESSION NOVEMBER 22, 2017 359 The Agenda Review Session of the Board of Public Works was convened at 10:30 a.m. on November 22, 2017, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik and James Mueller present. Board Members Therese Dorau and Suzanna Fritzberg were absent. Also present was Attorney Clara McDaniels. The meeting was held in the 13th 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. Board members discussed the following item(s) from the agenda. - Request to Advertise for Proposals — Financial System Replacement Mr. Matt Coats, IT, stated he submitted an incorrect name for this proposal and it will be corrected on the regular agenda. He explained it should be called Utility Billing System Replacement and is part of the Naviline replacement. He noted they need the utility billing system to go first. Mr. Gilot stated they need to make sure it states the system is IURC compliant in the RFP, at least on the Wastewater side. Mr. Coats stated this probably won't affect Wastewater, but they will make sure it's in there. - Proposal — Metronet Zing Mr. Michael Sniadecki, IT, stated this proposal is for Phase 1 of the installation of Metronet access at eight (8) locations without access. Mr. Gilot asked if this is the physical hookup. Mr. Sniadecki stated this is a one-time connection that covers everything. - Software License — CDW Government Mr. Sniadecki stated this is a Windows virtualized server update at the Wastewater plant. He noted the two (2) current systems being replaced are from 2003 and 2008, both of which are no longer supported. - Software Agreement — MicroIntegration Mr. Sniadecki stated this agreement is, to move five (5) to six (6) servers at the Wastewater Plant into the cloud and to build a virtual server in the cloud. Mr. Gilot asked if it will be physically backed up at a centralized location. Mr. Sniadecki confirmed it will. - Award Bid — Police Motorcycles with Equipment Mr. Gilot asked if this award includes the installation of the equipment. Mr. Jeff Hudak, Central Services, stated this is just the equipment, the installation was quoted separately - Award Bid — Preventative Maintenance on Various City Generators Mr. Dave Qualls, Central Services, stated three (3) bids were received on this bid, but the one (1) hour response time was not met on two (2) of the bids. Mr. Gilot explained the bid has to be awarded to the lowest responsive and responsible bidder; these bidders were not responsive, so the third bidder was the lowest responsive and responsible. He asked Mr. Qualls if he knew the difference in cost of having done these in a group rather than individually as done before. Mr. Hudak stated they can go back and look at that and get some numbers together. He noted another benefit of grouping this bid together is the city will get better priority on service. Mr. Gilot suggested a comparison on service and cost benefits would be helpful. - Contract — Utility Sgt. Chad Goben, Police Department, stated Utility was the highest scoring vendor on the Request for Proposals for Police In -Car and Body Cameras and the Board approved the negotiation of a contract with them. He stated this is the contract being brought back to the Board for approval. Mr. Gilot asked if it had legal review. Mr. Goben confirmed Attorney Ashley Colbom reviewed it. Mr. Michael Schmidt, Purchasing Director, noted Mr. Dan O'Connor, IT, and George King, Purchasing, put in a lot of effort on this and saved the city about $7,000 by getting the city out of a prior contract. - Agreement Renewal — Leads Online Sgt. Goben stated this is the annual contract for Lead's online for pawn shop database research for stolen merchandise. He noted it has additional benefits for the public to organize their property. Mr. Gilot asked if it looks at Craig's list and other sites. Mr. Goben confirmed it does, it looks at identification numbers and searches all over the nation. - Request to Advertise for Bids — Venues, Parks and Arts (VPA) 2018 Chemical Supplies Mr. Patrick Sherman, VPA, stated per Legal, he changed the language in this RFP to clarify it's just VPA related chemicals. - Amendment to Professional Services Agreement — Lehman & Lehman Mr. Sherman stated this is for the dog park development, noting they need better survey data. - Professional Services Agreement — EnFocus Alkeyna Aldridge introduced herself as the Director of Engagement and Economic Empowerment, a newly created position in Community Investment. She stated this agreement 1