01/31/11 Board of Public Works Claims Review

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CLAIMS REVIEW MEETING JANUARY 312011 32 A Claims Review Meeting of the Board of Public Works was convened at 8:31 a.m. on Monday, January 31, 2011 by Board President Gary A. Gilot with Board Members Donald E. Inks and Carl P. Littrell present. AWARD PROPOSAL — COVELESKI STADIUM SCOREBOARD IMPROVEMENTS — PROJECT NO. 111 -005B Mr. Gilot apologized to those present for not getting the scoring matrix for the above proposal request posted on the City website within forty -eight hours, as he had promised. He stated it was his fault, he requested it be held for additional review over the weekend. He noted it is now posted and available for review. Mr. Dave Rafinski, Wightman Petrie, consultant for Coveleski Stadium and Community and Economic Development, advised the Board that on January 24, 2011, proposals were received and opened for the above referenced project. The proposals were reviewed and scored by a committee of representatives from Coveleski Stadium, Engineering, Community and Economic Development and their Consultant. After reviewing those scorings, Mr. Rafinski recommended that the Board award the contract to Daktronics, 27140 Lynde Drive, Olmsted Township, Ohio, in the amount of $927,600.00. Mr. Rafinski noted that Daktronics was not the lowest bidder, but scored the highest with a total score of ninety -four (94) points, based on size, materials, maintenance, training, warranty, cost, and experience. Mr. Gilot stated the award to Daktronics was the best value and the experience level of Daktronics was much higher than any of the other companies submitting proposals. Mr, Gilot made a motion to approve the contract award to Daktronics. Mr. Inks seconded the motion, which carried. Mr. Littrell noted the contract lists terms of obligations on the part of the City and should be reviewed by Legal before approval. Therefore, Mr, Gilot amended his motion to approve the award to Daktronics as recommended, subject to the review of the terms of the contract by Legal. Mr. Inks seconded the motion, which carried. APPROVE CLAIMS Mr. Inks stated that a request to pay claims has been received by the Board; each claim is fully supported by an invoice; the person receiving the goods or services has approved the claims; and the claims have been filed with the City Fiscal Officer and certified for accuracy. Mr. Inks stated the following claims were submitted to the board for a proval: Name Amount of Claim Date City of South Bend $9,104,214.67 01/26/2011 & 01/27/2011 City of South Bend $663,448.51 01/31/2011 Therefore, Mr. Inks made a motion that after review of the expenditures, the claims be approved as submitted, Mr. Littrell seconded the motion, which carried. PRIVILEGE OF THE FLOOR Representatives of Local Union No. 645 asked the Board if a Project Labor Agreement was being used for the Coveleski Stadium Main Concourse project. Mr. Gilot stated he would check with the consultant, but that was one project he had requested the project labor agreement be used. Mr. Gilot stated any complex projects with tight schedule constraints are a good use of the PLA's. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the meeting adjourned at 8:43 a.m. BOARD OF PUBLIC WORKS Gary A._ Gilot, presider t Wald E. Inks, Member Carl P. Littrell, Member