01-28-08 Information and Technology Committee

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~' >' °" : = Information and Technology Committee 2008 South Bend Common Council Th_e January 28, 2008 meeting of the Information and Technology Committee was called to order by its Chairperson, Council Member David Varner, at 3:45 p.m. in the Council Informal Meeting Room. Persons in attendance included Council Members Dieter, Henry Davis, LaFountain, Puzzello, Varner, Rouse, Kirsits and White; Mayor Stephen J. Luecke, City Clerk John Voorde, Deputy City Clerk Janice Talboom, Public Works Director Gary Gilot, Sylvester Poindexter, Mrs. Kopola, Martha Lewis, Nancy Sulok of the South Bend Tribune and Kathleen Cekanski-Farrand, Council Attorney. Dr. Varner noted that the meeting was called to receive an update from Public Works Director Gary Gilot on the taping of the South Bend Common Council meetings. Update on the Taping of South Bend Common Council Meetings: Public Works Director Gary Gilot noted that the State of Indiana pre-empted local control in this area. As a result of a Comcast notice to the Mayor last August, the Common Council requested the Board of Public Works to prepare request for proposals (RFP) so that the Common Council meetings would continue to be tapped and aired. Three (3) firms responded with WNIT being selected as the lowest responsible response to the RFP. WNIT tapped the last three (3) South Bend Common Council meetings in 2007, and are currently operating under a "meeting to meeting" basis. Mr. Gilot stated that there has been satisfaction with the service and pricing of WNIT to date, noting that the costs for their services have been absorbed by the Public Works budget. He noted that if the Council desires to re-do the proposal, that new RFPs will have to be developed. He noted that with regard to minority participation, that he has had discussions with Angel Hernandez of WNIT who stated that they are proud of their record and are willing to work with minority videographers. Council President Rouse noted that at least one (1) minority videographer was present, and that their concerns should be discussed. Council Member White noted that she shares the same concern as President Rouse and that there is a "need to have a level of conversation with minority vendors so that every one is given an opportunity". In response to questions from Dr. Varner, Mr. Gilot stated that if the Council desires to develop new RFPs that the turn-around time would be a minimum of seventeen (17) days once the RFPs are received, reviewed, modified if necessary and then advertised. Mr. Gilot noted that there is no broadcast headend, an alternative pathway is needed. He noted that the Council Attorney provided to him and the Council example of other City Councils and how