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AGENDA REVIEW SESSION JUNE 20, 2012 207 The Agenda Review Session of the Board of Public Works was convened at 1:05 p.m. on Wednesday, June 20, 2012 by Board President Gary Gilot, with Board Members Michael C. Mecham and Mark W. Neal present. Board members Donald Inks and Kathryn Roos were absent. Also present was Attorney Larry Meteiver. Board of Public Works Clerk, Linda Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. ADDITIONS TO THE AGENDA Mr. Gilot noted the addition to the agenda of a Request to Advertise for Bids for the Union Station Technology Center, and a Professional Services Agreement for temporary Human Resources assistance. APPROVAL OF ENTERPRISE AGREEMENT — CDW IT CAPITAL Mr. Keith Crain, Information Technologies, stated his department has been looking at the best solution for a replacement email system for the City for several years. He stated he is asking for the Board's approval of a quote they received from CDW for Office 365, noting the price is good only until June 25, 2012. Mr. Crain stated the Enterprise Agreement is a three (3) year agreement with the charges based on the number of users and cost per plan. He provided the following cost breakdown showing the E3 Plan at $13.00 per month; the E2 Plan at $6.25 per month; and the K2 Plan at $4.17 per month, and stated they expect the total for three years to run approximately $500,000.00. Mr. Mark W. Neal, City Controller, added the City looked at two (2) solutions; Microsoft and Google. Microsoft was found to be compatible with the current system the City uses, and would allow for updates to Power Point, Excel, and Word. He noted that Purchasing determined this would be considered a Special Purchase due to a Sole Source, Compatible Data Exception. Mr. Neal added that there is $96,000.00 in the budget and this year's anticipated cost will be around $63,000.00. Mr. Neal stated the City used Information Technology staff from local schools including Notre Dame University on the study for this project. He added the school system has an opportunity to add this technology for free if they choose to do so. Upon a motion by Mr. Gilot, seconded by Mr. Mecham and carried the agreement was approved subject to Legal review of the final agreement. APPROVAL OF BLOCK PARTIES The following block party requests were presented for approval: Applicant Description Date /Time Location Motion Carried Stephen Hayes Street Closure — June 25, 2012; Black Oak Drive from Gilot/Neal (Wooded 25th Annual 5:30 p.m. to Oak Park Drive to Estates Wooded 8:30 p.m. Scottswood Drive Neighborhood Estates Ice Association) Cream Social Michelle Busse Street Closure — June 24, 2012; Bryan Street from Neal/Mecham Kids' Week 12:00 p.m. to Sherman Avenue to Kickoff Block 4.00 p.m. Inglewood Street Party APPROVE CLAIMS Mr. Neal stated that a request to pay the following claims in the amounts indicated has been received by the Board; each claim is fully supported by an invoice; the person receiving the goods or services has approved the claims; and the claims have been filed with the City Fiscal Officer and certified for accuracy. Name Amount of Claim Date City of South Bend $81,092.48 06/11/2012 and 06/14/2012 City of South Bend $2,884,489.23 06/19/2012 Therefore, Mr. Gilot made a motion that after review of the expenditures, the claims be approved as submitted. Mr. Neal seconded the motion which carried. The Board members discussed the following agenda items; - Request to Advertise — Skyway Building Window Replacement Mr. Gilot requested Mr. Dave Relos, Community and Economic Development, check with the Director of Community and Economic Development to confirm that funds are available for this project. He noted there are new issues with the Medical TIF funding.