12/17/2015 Agenda Review - Laserfiche WebLink

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AGENDA REVIEW SESSION DECEMBER 17, 2015 436 Well Drilling, Extend through January between Navarre Construction and 17, 2016 St. and Testing Memorial Drive Board members discussed the following items from the agenda: Mr. Gilot announced to those present if their item is boilerplate, with no issues, the Board doesn't need to discuss, noting the agenda is extremely long and there isn't time to discuss everything. -- - Professional Services Agreement— Adoxio Business Solutions Limited Mr. Dan O'Connor, IT Department, stated this Microsoft Dynamics CRM implementation is used by 311. He noted this will be a joint venture with the County, adding they will be using the City's processes and updating for their own use. Special Purchase —Microsoft through Adxstudio Mr. Matt Coates, IT Department, stated there are no other products available that will meet this requirement; to change programs would require a complete overhaul of the system and increase in cost. He noted the annual maintenance fee is 54,000.00. - Professional Services Agreement— ENS Group Mr. Dan O'Connor stated this is for a one-time technology risk assessment for City offices. Mr. Gilot informed him there is a Federal confidentiality issue related to security that Mr. O'Connor needed to review. - Professional Services Agreement— Kronos Inc. Mr. Dan O'Connor, IT Department, stated this time system is a joint Police, City, and County project. Ms. Dorau asked if the cost was the total, or just the City's cost. Mr. O'Connor stated the cost on the agenda is only the City's cost. - Professional Services Agreement—Microlntegration Mr. Shawn Delahanty, IT Department, stated this is an outsourcing of the City's active directory/group policy. He stated they will use remote desktop control. Mr. Gilot noted there are security issues regarding the use of remote control by a third party that they will need to address. - Memorandum to the Board Attorney Michael Schmidt stated the Board approved the advertising for proposals for catering service for the Morris Performing Arts Center and the Palais Royale. He said the results that came in showed that Navarre Hospitality was the highest scoring proposal. Mr. Schmidt stated pursuant to Indiana Code, he is asking the Board allow Mr. Dennis Andres to negotiate the final best contract. He added he will work closely with him on the legal contract. He noted price was only one aspect of the rating, there were a number of different aspects to the agreement and there are still a number of things to go through before awarding the contract. Mr. Gilot questioned what the process is if there are non-negotiable issues. Attorney Schmidt stated the contract would go to the next highest scorer. - Request to Suspend Sections 8 ad of Resolution No. 87-2011, Amending Contracts for Fmcrgcncy Towing for the Public Right -of -Way Assistant City Attorney Tasha Outlaw stated she is submitting this request to allow review of the current towing regulations. She explained the Police do not have the vendors on the towing list to serve their needs, which includes large tows. She slated she is asking to suspend the regulations to go beyond the list and use other companies and review whether the City should do a request for proposals for the service. Mr. Gilot asked if the other towing companies would be rotated. Officer Eugene Eyster stated no, they only do the large tows. Mr. Eric Horvath, Director of Public Works, suggested they look at the abandoned vehicle towing also, noting there are two trucks the City uses for those tows and it might make sense to look at including that process in the request for proposals. - Amendment to Professional Services Agreement — Lawson -Fisher Associates _ Mr. Kieran Fahey, Engineering, stated this service is to provide diginds of sewer lines and manholes to prioritize where money should be spent. He stated they looked at doing this in-house and it was 1/3 of the cost to outsource to a company that has the right equipment and staffing. He noted the City's cameras are not accurate for large manholes, they are designed only for small ones. - Change Order —2015 Utility Cut Repairs Mr. Toy Villa, Engineering, stated this change order is for a time extension of sixty-two (62) calendar days. He noted due to the asphalt plants being shut down in the winter, the contractor won't be able to finish until spring, adding they can only add to the chargeable dates, they can't charge for winter months based on the contract language.