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AGENDA REVIEW SESSION AUGUST 8, 2019 224 The Agenda Review Session of the Board of Public Works was convened at 10:34 a.m. on August 8, 2019, by Board President Gary A. Gilot, with Board Members Therese Dorau and Laura O'Sullivan present. Board Members Elizabeth Maradik and Genevieve Miller were absent. 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. - Amendment to Professional Services Agreement — Kronos, Inc. Mr. Dan O'Connor, IT Department, stated this change is an extension of the timeline for the implementation of the Kronos payroll system. He noted the go live date will be for the first pay check dated in October. - Donation Agreement — EnFocus, Inc. Mr. Brian Donohue, IT, stated the original agreement for downtown public Wi-Fi operation was between the City, County and EnFocus. He explained that EnFocus is now transferring the equipment to the city to oversee the operations. Mr. Gilot questioned if he needed to abstain from this vote as a Board Member of EnFocus. Attorney McDaniels asked if he has any direct dealings with this group. Mr. Gilot stated he does not, this is a different Board member. Ms. McDaniels stated then no. Mr. Donohue noted there are three (3) EnFocus agreements on the agenda. Mr. Gilot stated it depends on what it is, adding he mentors some groups. - QPA Special Purchase - Phoenix Safety Outfitters Mr. Andy Myer, Fire Department, stated this is the purchase of the body armor gear that goes with the agreement the Board approved at their last meeting to join with the quantity purchasing group. He explained this gear goes over their turnout gear. Mr. Gilot asked how heavy it is. Mr. Rob Rose, Fire Department, stated it weighs between seven (7) and eight (8) pounds. Mr. Gilot asked if they tried doing their work with it on. Mr. Myer noted it's designed to work with the gear and work they do. Ms. Dorau asked if this will replace their current helmets. Mr. Rose stated no, it's a ballistic helmet that stops up to a 44-caliber bullet and is designed more for active shooter events. He noted the officer in charge at the scene determines when it is needed based on the situation. He added the equipment is sized universally. Mr. Gilot stated he thought it would be worn all the time; that makes more sense. - Biller Agreement — Invoice Cloud Ms. Kim Thompson, Utilities, stated this company was selected to be the payment processor for credit card and other electronic payments. She noted there is a strong interface between the customer and the system. Ms. Thompson stated they will not start processing payments until the city transitions to Enquestra, the preferred vendor of software that is already being used by Mishawaka. She explained there is currently a kiosk at the night -drop but payments need to be processed the next day by staff and it doesn't prevent shut -offs that are paid the night before the date of the scheduled shut-off. Ms. Thompson stated the new system will process payments at the time they are made. Mr. Gilot asked if they can analyze the data on where the people live based on payments and put the kiosks where they live. Ms. Thompson stated they can and they've done that analysis before. She noted the new kiosks will be placed in stores such as CVS, Family Dollar, or 711 in most areas we hope they will use. Ms. Dorau asked who trains the store employees on how to use the system? Ms. Thompson stated right now it's not necessary, and someone will come for a week and stand at the kiosk to help. She noted their rate comes to $1.85 per transaction, which is a reduction from the current 2% processing cost. Mr. Gilot asked if there is possibly a future correlation to reduce write-offs on accounts. Ms. Thompson stated it could but we are also collecting two (2) month deposits which should help eliminate the need for write-offs. She noted though, it will result in less shut -offs because it allows more time to make timely payments, adding you could see the truck down the street and go make a payment to stop the shut-off. Mr. Gilot suggested there may be a reduction in replaced shut-off valves. Ms. Thompson confirmed that's right, noting it could be a big cost reduction due to wear and tear on the valves. - Change Order — Lafayette Building Drain Replacement Mr. Kyle Silveus, Engineering, stated this change order is due to unforeseen conditions. He explained the project is for the replacement of the interior drains. When they opened up the site, they found that to make the connection, the top third of the pipe was totally deteriorated so they had to remove the concrete and replace the entire pipe. He stated that created the significant change to the cost. Ms. Dorau asked if it runs into the sewers. Mr. Silveus stated it does, but they weren't able to address that with this project. Mr. Gilot noted it's tempting to do something to separate the it while it's open but where would you go with it? Mr. Silveus agreed and added it's often challenging to disconnect from the sewers with downtown buildings. - Second Amendment to Professional Services Agreement — Jones Petrie Rafinski Corp.