02-06-08 Information and Technology Committee

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Information and Technology Committee February 6, 2008 Page 3 Mr. Hernandez of WNIT-TV stated that he would be unable to sub-contract. Mr. Gilot stated that he thought that the information provided by WNIT on this issue, noting that 30% of its employees are minorities; 15% of its advisory board members are minorities; and that one of its Vice-President was a minority, was responsive to the Council's inquiries. Council Member White also voiced concern over lack of vendors in particular being representative of the South Bend Community. She noted that the Council routinely reviews minority representation when it studies tax abatement requests. Council Member Puzzello inquired to a business representative in light of it having no women and no minorities. Council Member White encouraged that minority representation be encouraged at the submission process for proposals to do work with the City. She stated that there appears to be a misunderstanding or miscommunication on this issue which she believes must be corrected. Dr. Varner noted that the RFPs which were circulated to the Council before being advertised last Fall did not have any specific provisions addressing minority set asides or goals in the request for services. In response to a question from Dr. Varner, Mr. Gilot stated that they do inquire about minority representation in construction contracts, but do not when seeking professional services. Council Member Henry Davis, Jr. suggested that in the interim, that each of the bidders who submitted a proposal have the opportunity to tape the Council meetings until the new RFPs were developed and a new bid accepted. The Council Attorney noted, that since this was a contractual matter, she did not believe that the process suggested could take place, noting the language in the RFP that stated that the "city reserves the right to extend the unit price per meeting into 2008 or seek new proposals"; but would defer to the Board of Public Works attorney, Mr. Bodnar, since the Board accepted the bids. She further stated that she would be willing to work with Mr. Bodnar, in developing language to address this issue in the new RFPs, if the Council so desired. Following discussion, Dr. Varner noted that WNIT-TV was the lowest responsive bidder, and has complied with the provisions of the RFP. He noted that there appeared to be a concensus of the Committee that the Council meeting would be continued to be taped and broadcast on the web on a meeting-to-meeting basis by WNIT-TV. With the two (2) week legal advertising of the new RFPs, once they are prepared and approved, the total process would take about sixty (60) days. Council Member Puzzello agreed with the proposed action recommended by Dr. Varner, noting that she wants the process to be down right, that the minority representation information should be a part of it, and that there is a need to have the Council meetings taped and made available to the public on a 24/7 basis.