03/19/2015 Agenda Review - Laserfiche WebLink

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AGENDA REVIEW SESSION MARCH 19, 2015 80 Ms. Gerlach agreed and stated the contract is for four (4) to five (5) years, but allows the City to cancel it with prior notice, and no liquidated charges. Mr. Gilot questioned the up -time and connectivity if the system goes down. Ms. Gerlach stated they are currently doing some analysis on that and there is a redundant system to pick up for connectivity if needed. Mr. Gilot noted when you put it in the cloud, you have some dependency issues. Award Bids: — 25 Cubic Yard Packers Mr. Matthew Chlebowski, Central Services, stated these trucks are CNG powered and are the first two of three to be purchased utilizing a grant from IDEM in the amommt of $300,000. He noted delivery would not be until October, adding because of the expense of the trucks and limited sales, nobody keeps them in stock. - Universal Nestable Containers Mr. Chlebowski stated if the yard waste program continues to grow, he would like to continue to purchase from this bid at this price. Attorney Schmidt noted he has a lot of room w2th a not to exceed budget of $71,000,but if he needs to do an additional appropriation, it is likely opening up the bid process again. - Special Purchase — SEFAC, Inc. Mr. Jeff Hudak, Central Services, stated he was looking at putting this lift purchase out for bid, and found out SEFAC has a remanufactured program that allows the City to trade in their old lifts for a substantial savings over the purchase of new lifts. He noted to purchase new lifts would be $45,000, to trade-in would be $29,000 with the trade-ins. Mr. Hudak stated they have been using SEFAC for the last twenty (20) years and the last ones purchased use a better method with less breakdown than other lifts. Attorney Schmidt questioned using the sole source, special purchase policy. Mr. Gilot suggested a life cycle analysis would show the savings with training included. Mr. Iludak explained these are pretty close to new equipment. Attorney Schmidt agreed that while the training and current compatible parts inventory is a benefit, it's not necessarily a special purchase. Mr. Hudak noted they don't want to have several different types of lifts, these are compatible and can be hooked together to lift large vehicles. Mr. Pawlowski requested legal look at the use of special purchase authority and come back to the Board with a recommendation on Tuesday. - Request to Advertise for Bids - Tandem Axle Hook Lift and Container Truck Mr. Matt Chlebowski, Central Services, stated this is for the third truck for the CNG Grant with IDEM and it is a replacement vehicle. - Request to Advertise for Bids — Two -Way Radios Mr. Chlebowski stated this request is for all handheld radios. He noted the radios have to all work together, so the specifications reference Motorola brand for compatibility. He stated the radios will include GPS. Mr. Chlebowski noted they are not able to get parts for the old radios anymore and they will be going digital now. Attorney Schmidt stated there are different opportunities for local businesses to source Motorola, so it doesn't limit bidding abilities. - Sales Agreement — Tyco integrated Security LLC Mr. Chlebowski stated that prices kept going up substantially on leasing this security system equipment so Central Services checked into purchasing the equipment. He stated the cost to buy was substantially lower than long term renting. Attorney Schmidt stated there are a couple of issues with this, including very significant liquidation charges, and regulating law needs to be Indiana. He noted this has been a long standing agreement that is unlikely to change and a security issue, but there are some risks with this agreement. Mr. George King, Purchasing, added there is an escalation clause that could go out of control. He stated there is no doubt this is a good business deal, but he would like to have time to negotiate the terms. Mr. Chlebowski stated he can withdraw this from the agenda and work. with Tyco on the agreement terms and bring it back to the Board. - Resolution — Trade -In of City -Owned Property Lieutenant Chris Voros, Police Department, stated this resolution is for three -hundred, six (306) — surplus 40 caliber weapons to be traded in for new 9mm weapons. He stated there are no funds involved, this is just a trade. He added originally they will only be trading two -hundred, ninety (290) because part of the contact with Smith and Wesson is to make sure all trade-ins are functioning weapons so there are no charges to the Police Department for repairs. He noted there are over two -hundred (200) handguns that are over eleven (11) years or older, some as much as eighteen (18) years old. He added the 40 caliber guns are hard on the barrels and the shooter, and they are having to replace the sites and barrels frequently, and they are expensive. Lieutenant Voros stated it is more economical to trade for new weapons. Mc Pawlowski noted that the Police Department had 9mm weapons at one time and exchanged them for the 40 caliber because of accuracy issues. Lieutenant Voros stated the new 9mm guns are performing at the same level of the 40 calibers and the performance is more a matter of bullet selection, adding the cost is the same for both. He noted the 9mm Smith and Wesson never had malfunctions in all of