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AGENDA REVIEW SESSION DECEMBER 5, 2019 364 The Agenda Review Session of the Board of Public Works was convened at 10:33 a.m. on December 5, 2019, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, and Therese Dorau present. Board Members Laura O'Sullivan 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. Mr. Gilot noted the removal of 3.F., Bid Opening for the Sale of City Property at 901 E. Miner St. from the agenda. Board members discussed the following item(s) from the agenda. - Software Subscription — DroneSense, Inc. Mr. Shawn Delahanty, IT Department, stated this software is for public safety and has been demoed by Fire and Police. - Software License Agreement — Zencity Technologies US, Inc. Mr. David Finley, IT Department, explained this is a tool already used for data collection of social media and news channels for analyzing sentiments and comments. He noted it assesses positive and negative feedback. Ms. Dorau asked if it is used for specific projects. Mr. Finley stated there are just general topics at this time with the focus on four (4) areas including Police, Fire, Neighborhoods, and VPA. - Business Associate Agreement, and Confidentiality Agreement — enFocus Attorney Elliot Anderson stated the original HIPAA provision didn't take into account Firefighter cancer rates. This evaluates data for the NIOSH grant for cancer issues. It was explained that the NIOSH grant gives an opportunity delve into cancer in relation to Firefighters and evaluates the risk; methods for reducing the risks; and translates the methods into research to reduce the risk. Mr. Gilot noted he is a Board member of enFocus but has no financial interest in this agreement, nor receives any benefits from it. - Amendment to Agreement — ASAP Towing & Recovery Tim Lancaster and Mark Dollinger, Police Department, stated they are submitting a request for a ninety (90) day extension for the current contract while putting together a Request for Proposals. Ms. Maradik questioned what changes the amendment addresses, other than the time extension. Mr. Lancaster stated the record keeping is amended. Attorney Geovanny Martinez noted the current contract went through the Board in 2016, and all legal procedures were followed and brought through the Board. He noted the extension is to allow for another RFP process, and if more time is needed, the Police will come to the Board to request that. He stated the record keeping addressed in the amendment is to make sure ASAP follows record keeping standards, not binding the city as the responsible party for the record keeping. He explained the current contract places the responsibility on the city, but that was never the intent. - Insurance Consulting Agreement - Gibson Mr. Ben Dougherty, Administration and Finance, stated although the City is self -insured, they contract with Gibson as a consultant for guidance with managing their health plan. - Actuarial Services Agreement — Cavanaugh MacDonald Consulting Mr. Dougherty informed the Board the state selects a firm for the city and the city contracts with them to determine what their existing liabilities are. He noted they have worked with the same firm for the last year and have no concerns with them. Administrative Services Agreement — JWF Specialty Company Mr. Dougherty stated the city has a three (3) year contract with JWF that expires at the end of the year. He noted they pursued other firms but found JWF is head's above the others as cost effective with what they offer. He noted there is a small reduction in the fee this year. Mr. Gilot asked if the city gets a benefit on worker's compensation as they increase technology and reduce human risk. Mr. Dougherty stated we find there are a lot of variables with different risks, and the costs have increased with varying risks. Mr. Eric Horvath, Public Works Director, noted the Public Works accident numbers have been down significantly since the arms were added to the trucks for trash collection. - Lease — South Bend Heritage Mr. Antonius Northern, Community Investment, stated this lease is for Americorps personnel and will be used for community engagement meetings and administrative space. He noted the cost is $6,000 per year, the not to exceed amount of $18,000 is for the three (3) year term of the agreement. Award Proposal and Agreement — Olive Street Road Reconstruction Ms. Alicia Czarnecki, Engineering, stated the proposals received by the Board were reviewed and recommended by city engineers and approved by INDOT. She explained the agreement with HWC Engineering for the project is about 11.5% of the total project budget.