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AGENDA REVIEW SESSION JUNE 6, 2019 163 The Agenda Review Session of the Board of Public Works was convened at 10:34 a.m. on June 6, 2019, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, Therese Dorau, Genevieve Miller, and Laura O'Sullivan present. Also present was Attorney Clara McDaniels. Board of Public Works Clerk, Linda M. 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. - Additions to the Agenda Mr. Gilot announced the addition to the agenda of an agreement with Systems and Software and Resolution No. 20-2019. - Professional Services Agreement — Alpha Dog Agency Anna Kennedy, IT Department, stated this agreement is to look at ways to improve marketing for 311. She noted they want to find out who doesn't call 311 and why. Ms. Dorau asked if they are coordinating branding with other departments, and who. She added Engineering has staff working on branding already. Ms. Kennedy stated they will coordinate. - Amendment - Systems and Software Ms. Kim Thompson, Utilities, noted this was one of the additions to the agenda. She explained there was an emergency state law passed regarding owner and tenant utilities, so they were not on track to be in compliance. She stated this amendment is to design those pieces to be in compliance with House Bill 1347. - Resolution No. 20-2019 Ms. Thompson stated Chapter 17 of Municipal Code is based on an ordinance for new customers. She noted the ordinance allows installment payments and assumes the Board will set the interest rate. She stated the rate is required to be 2% below prime which is currently 2%. Ms. Thompson stated therefore, for the rest of the year, the resolution sets the installment rate at 0%. Attorney McDaniels noted these installment loans only apply to single-family residents. She stated she worked with the Controller's office to get the prime rate. The ordinance states it has to be 2% below that rate. Ms. Dorau asked if the Board will need to do this again at the end of the year. Attorney McDaniels confirmed they will and it will be brought to the Board prior to December 31. Mr. Gilot stated he knows that's how it's written, but if you do 0% installments, who would pay the lump sum? Ms. Thompson stated the ordinance allows for a 10% credit on lump sum payments. She added even with that 10% credit, some families can't afford to pay a lump sum. - Request to Advertise for Qualifications Mr. Michael Schmidt, Purchasing, explained this RFQ is to advertise for print shop services. He noted the actual RFQ is not finalized, they are waiting for the Deputy Assistant Controller to give final approval when he gets back from vacation. Mr. Gilot asked if they are going to compare out -of -house to in-house services. Mr. Schmidt confirmed that's the goal, but it's hard to compare apples to apples. Mr. Gilot noted over the course of his years with the City they looked at this several times and each time they found in-house was more economical. He noted that might have changed now. Mr. Schmidt stated there is more of a social media preference for advertising nowadays. He added they feel that the savings are going to be there for a third party. He explained they took the top ten (10) print items to get pricing and will ask for two (2) year's pricing. He noted what you want to avoid is an increase in rates after you get rid of the in-house service and award a contract, so they are looking to do a multiple year agreement. Ms. Dorau asked if they are including other departments in the reviews. Mr. Schmidt stated they are and the review team will be made up of various city staff. Mr. Gilot asked if they are asking for unit pricing. Mr. Schmidt stated it will include quantity pricing of about fifteen (15) items, some of which they will require a sample. - Award Proposal — VPA Signage and Wayfinding Mr. Patrick Sherman, VPA, stated they received three (3) submissions for this RFP, and shortlisted it to two (2). He did interviews stated they on their processes and both were qualified. Mr. Sherman noted the RFP was set up to award to multiple vendors so that is what they are requesting. He stated Geograph had a fantastic schedule for Howard Park but the review team felt Burkhart would be a better partner for the smaller projects. When questioned he confirmed this includes branding and design. Mr. Gilot asked if there could be an issue with two companies doing the same design on who takes the ownership of the design. Mr. Sherman noted the RFP states all artwork will be city -owned and they can address that in the contract before bringing it to the Board for approval. Ms. Dorau asked if they were aware of the INDOT trail branding. Mr. Sherman stated they are aware of it and if there are any parts they need to incorporate, they will include it.