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AGENDA REVIEW SESSION MAY 5.2016 167 The Agenda Review Session of the Board of Public Works was convened at 10:34 a.m. on May 5, 2016, by Board President Gary A. Cider with Board Members Elizabeth Maradik, Therese Dorau, and James Mueller present. Board Member David Relos was absent. Also present was Attorney Michael Schmidt. The meeting was held in the 13" Floor Boardroom, County -City Building, 227 W. Jefferson Blvd., South Bend, Indiana. Board of Public Works Clerk, Linda Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. CHANGE TO AGENDA Mr. Gilot stated Item 99, Memorandum of Understanding with the South Bend Police Department was being removed from the agenda. APPROVAL OF AGREEMENTS,/CONTRACTS/PROPOSALS/ADDENDA The following Agreements/Contraets/Proposals/Addenda were submitted to the Board for al: Type Business Description Amount/ a rev Motion/ Right -of -Way Fifth Third Northwest Comer of Main Street FundingSecond NTE 53,200 _ k/ Purchase Bank and LaSalle Avenue, Parcel 1 for (TIF Bond) Marion Roundabout (Project No. 7Dorau 114-035) Board members discussed the following item(s) from the agenda. - Order Form and Addendum — West Publishing Corporation Mr. Santi Garees, Innovation Department, stated this data service will be used by the Police Department Detective Bureau and allows for matching information for fraud and theft investigations. He noted the five (5) years saves about $10,000 due to no annual increase. Lieutenant Chris Voros confirmed the Police Department already currently uses this service. Mr. Gilot noted the large number of licenses and stated this is not something you can get away with fewer licenses. Mr. Garces agreed and added there's different levels of access. - QPA Purchase through MHEC Agreement -Dell Mr. Dan O'Connor, Information Technologies, stated this lease of laptops is for the Police, Fire, and Environmental Services Departments. He noted they are looking to lease versus purchase, keeping in line with the City's goals to keep current on technology. Mr. O'Connor stated the goal is to present everything at once, including the hardware to mount; installation, etc. He noted this agreement should cover the entire project. Mr. O'Connor added the approval should be subject to confirmation of the HDEC agreement meeting the State's requirements. I-Ie stated Dell doesn't offer ruggedized computers that are needed by these departments, but they do through their Midwest Higher Education Compact Agreement. Mr. George King, Purchasing, stated MHDC is not a QPA based purchase as the agenda states. He informed the Ruud he spoke to State Board of Accounts and they are okay with the purchase but have required Dell to submit answers to State Board of Accounts questions regarding meeting the same bidding requirements of a State QPA. - Estimate — CopsGear Mr. Dan O'Connor, Information Technologies, stated this is the other piece of the laptop equipment and is for the installation of brackets and docking stations. Mr. Gilot questioned if Central Services had been considered for the installation. Mr, O'Connor stated historically Central Services has done the installations for them, but when they checked outside costs, Cops Gear price was found to be in line with Central Services with the added benefit of a tight installation and completion window and warranty and cleats -up services for a year. He added all of this is subject to capital lease funding. Mr. Gilot asked if there is a bridging document to prevent blame on one another for the equipment, mounting, and installation. Mr. O'Connor stated they discussed the challenges internally and agreed they all need to work together to make this work well. Mr. Gilot suggested if you give the large contractor subcontracting authority for the installations, it usually works out better. Attorney Schmidt stated he didn't know how you link up installers with Dell. Mr. Gilot stated maybe put a checklist onthe installers, and certify successful installation instead. - Amendment to Maintenance Agreement — Kirby Risk Electrical Supply _ Mr. O'Connor stated the Board approved a one year maintenance agreement at their last meeting for this software maintenance for the Waste Water Treatment Plant. IIe explained afterwards conversations were held about the three (3) year option, and it was determined it would be beneficial to lock in the three (3) years to avoid a 6% increase. He added this will create a savings of about $5,000. Mr. Gilot stated it sounds good, but all multi -year agreements are subject to Council appropriations. - Award Bid — Jet Rodder Vacuum Machine