01182018 Agenda Review Session - Laserfiche WebLink

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AGENDA REVIEW SESSION JANUARY 18, 2018 9 The Agenda Review Session of the Board of Public Works was convened at 10:32 a.m. on January 18, 2018, by Board President Gary A. Gilot with Board Members Elizabeth Maradik, Therese Dorau, and Suzanna Fritzberg present. Board Member James Mueller was 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. Professional Services Agreement — ETC Institute Ms. Maradik asked Ms. Danielle Fulmer, Innovation and Technology, what kind of a survey the ETC Institute is developing. Ms. Fulmer stated this is for feedback from citizens on their satisfaction with city services. She added they will circulate this survey every other year. She noted the City has the ability to review and approve the questions being asked and they provide the City with samples of surveys used by other cities. Ms. Maradik informed her that Community Investment did a neighborhood survey recently she could reference. Mr. Gilot noted IUSB also provided an overall satisfaction survey several years ago. - Professional Services Agreement — Pathfinders Advertising and Marketing Ms. Dorau asked Mr. Dan O'Connor, IT, how they decided on this group to redesign the website for the city. He explained they surveyed others that had one done. Ms. Fritzberg asked if the city has control over information used on the site. He confirmed they do. Ms. Dorau asked if there will be mobile apps. Mr. O'Connor stated there will be. Mr. Gilot asked about any strategic services citizens can access, noting he is hoping in the future they will handle service requests and possibly some payment services. Mr. O'Connor stated there will be service request applications, but not payment services at this time. He noted the funding source should be IT Professional Services, not COIT on this agreement. Professional Services Agreement — MicroIntegration Mr. O'Connor explained this agreement is to expand current help desk services. He explained the city currently has Tier 1 which is the basic service; this will expand to Tier 2 for more detailed things including a desktop management system option they would like to use. He stated in response to Ms. McDaniel's questions about cost, they are recommending the three (3) year agreement for $9,260.60 per month. He added they will receive monthly reports on usage by the City. - Consulting Agreement — EnFocus Mr. Gilot noted he will need to recuse himself from the vote on this contract, as a Board Member of EnFocus. Mr. O'Connor stated this is for contractual resource for Daniel Collins to do cross portfolio project management. Ms. Maradik asked if the scope details the projects he will be working on. Mr. O'Connor stated it doesn't detail it out, they could add more to the details. Ms. Dorau asked him to expand on the benefits from previous years his consulting has provided. Mr. O'Connor stated his services have provided better time lines, overall execution, and clarification of projects, to name a few. - Software Agreement — MicroIntegration Mr. O'Connor stated this is for anti -virus malware replacement of the Russian based system, Kaspersky. He noted there has been a lot of controversy about the potential risks of using a Russian -based company. He noted the new system from MicroIntegration offers the third year for free when you buy two (2) years of service. - Opening of Quotations — Morris Bistro Renovation Mr. Patrick Sherman, VPA, stated this is the rebid of this project after rejecting the quotes for being over budget. He noted the scope was changed to satisfactorily meet their needs. - Opening of Quotations — Palais Royale Awnings Mr. Gilot asked Mr. Sherman if they need a certificate of appropriateness for this new awning, noting the historical status of the Palais Royale. Mr. Sherman stated he was not sure, but they are putting the same type of awning back as what is currently in place. The Board suggested they may need to run it through the Building Department also, explaining it becomes classified as a sign after so many words are placed on it. Mr. Sherman stated they are actually using less text than what is currently on there. He noted that the funding will change to the Joint Licensing Fund on this. - Award Bids — Venues, Parks, and Arts 2018 Chemical Supply Mr. Sherman stated that Items 1-15 are not being awarded to the low bids, explaining they didn't meet the specifications. He added they chose to take fourteen (14) alternates, and are anticipating saving a lot on the alternates. - Proposal Agreement — Culligan Water