06232016 Agenda Review Session - Laserfiche WebLink

Home Browse Search

AGENDA REVIEW SESSION JUNE 23, 2016 212 get it renewed. Mr. O'Connor noted historically the Board approves a one year renewal on all contracts. He stated IBM has an option for a three (3) year agreement he would like to have the Board consider to avoid yearly increases. He requested the Board entertain this idea in 2017, not this year. He stated it would save up to $6,000 to $10,000 over the period. Mr. Gilot noted they aren't going to change to another service for $200,000 in equipment, adding to reprogram this equipment would be a huge undertaking, IIe agreed in this case, it makes sense. Ms. Dorau asked how often the scope is reviewed. Mr. O'Connor stated when it's up for renewal it is reviewed and any new or obsolete equipment is added or removed at that time. He noted they now have a cloud based solution that he would like to analyze and possibly switch to. Mr. Gilot stated years _ ago they looked at being proactive versus reactive and found it saves so much money to be proactive on this equipment. Mr. Relos asked if there was any problem with funding for three years. Attorney Michael Schmidt stated they'll do an analysis on how to lock up the funding. Mr. O'Connor added they won't do any more than three (3) years. Mr. George King, Purchasing, noted they need to check with finance on whether State Board of Accounts will authorize pre- payment, adding they historically don't. Mr. Gilot stated rather than pre -paying, he would prefer they lock -in to three (3) years, subject to funding, and allocate the funds each year. - Bid Award — 2016 Janitorial Supplies Ms. Toni Laisure, Central Services, stated nine (9) vendors bid on these supplies and eight (9) won some portion. Mr. Gilot asked if she knew the MBE/WBE impact. Mr. George King, Purchasing, stated he could tell the Board that HP, Kabelin, and Sanco are all women owned businesses. He added as the purchase orders are cut, that Minority Business information will be captured. Ms. Laisure noted that thirty-seven (37) items went to local vendors, which is about 30% of the bid. Mr. King informed the Board that it's been three (3) years since the city pulled away from the joint bid with the county and the feedback he is receiving is that the vendors aren't bidding on the county bid because they won't do a divisible bid. — Opening of Quotes —North Station Filtration Plant Stainless Steel Pipe Replacement Mr. Ed Herman, Water Works, introduced Mr. Matt Bussell, a new employee for Water Works. Mr. Bussell stated the person formerly in his position started replacing the stainless steel piping several years ago, and he is continuing that process due to weld failures in the pipes. He noted he went through the informal quoting process and all the quotes were above $25,000, so he is doing this through formal quotes now. - Change Orders — One -Way to Two -Way Conversion Mr. Corbitt Kerr, Engineering, stated these two change orders are for numerous changes including the type of paint and street material. He noted there was a 5% bonus for the QCQA material if the contractor performed well, and that was ]ell out of the specifications. Mr. Gilot explained that the difference in the QCQA and the recycled asphalt product (RAP) material is one is smoother, and the other one holds tip better. Mr. Kerr explained the State wants their roads with the QCQA surface material with the bonus included. He stated they asked the State to switch to the RAP but INDOT did not want to switch, so they will be using two different types of materials for state streets and city streets. He noted the City will have the more durable RAP material with no bonus. — Change Order and Project Completion Affidavit — Bus Shelter Installation Mr. Gilot questioned if this was for one (1) bus shelter. Mr. Kerr stated this is for five (5) shelters. No other business came before the Board. Upon a motion by Mr. Rclos, seconded by Ms. Maradik and carried, the meeting adjourned at 11:13 a.m. BOARD OF PUBLIC•WORKS G�� Gary A. ot, President avt ember Elizabeth A. Maradik, Member Therese or,,, e