10/17/11 Board of Public Works Claims Review

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CLAIMS REVIEW MEETING OCTOBER 17 2011 336 A Claims Review Meeting of the Board of Public Works was convened at 8:33 a.m. on Monday, October 17, 2011, by Board President Gary Gilot with Board Members Carl Littrell and Donald Inks present, APPROVE CONTRACT—IBM Mr. Gilot informed the Board that this contract from IBM was sent over on Friday afternoon and there has not been enough time to review the terms. Therefore, he is recommending the Board authorize himself, Attorney Cheryl Greene, and Patrick Henthorn, Engineering, to clarify the details and bring it back to the Board. Mr. Gilot stated it is a good proactive and predictive real- time data monitoring project that needs to get started, but the details still need to be resolved. IBM will pull real-time data into a dashboard to connect to Water utilities and utilize smarter control. Being able to predict problem spots and being proactive should create large savings to the City. Mr. Gilot stated there will be five (5) licenses included, and IBM will take care of all of the software issues, no additional IT personnel will be needed. The software will be accessible on the internet, and IBM will monitor the software. The City will not need to change any of their software or any data; everything will work together. He noted South Bend is the first to deploy this project in Water utilities in the United States. Mr. Inks questioned if there is any place outside of the United States that has utilized the program. Mr. Gilot stated Rio De Janeiro has used the data program to help after experiencing major flooding and for use for the Olympics coming to their country. Mr. Inks asked how long the contract is for. Mr. Gilot stated in conversations with IBM, a three (3) year contract was discussed with a 5% limited mark-up. He noted the contract they sent has a two (2) year fixed rate. Mr. Inks asked if the City doesn't like it, is there an option to get out. Mr. Gilot stated there are termination terms in the contract but we need to work with Legal on the terms. Mr. Inks stated he likes the concept; his concern is how long the City will be locked in. He noted two (2) years is fine, he would expect it to take that long to collect data and make comparisons to see if the City is saving money. Mr. Inks stated by the third year he would expect the data to have shown the monitoring to either be effective or not worth the cost. Mr. Gilot stated IBM has invested a lot of money in the project and will do the national press releases. He informed the Board he has asked for free access to the software for faculty and students to tic into, and that will be a separate contract with the University of Notre Dame at no cost. Mr. Inks questioned what becomes of the data if we decide to end the contract. Mr. Gilot stated all the data IBM has comes from the City, and we are storing it, so it belongs to us, not IBM. Mr. Littrell made a motion to accept the contract in principle and delay signing it until Legal works through the terms. 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 approval: Name Amount of Claim Date City of South Bend $4 585.00 10/13/2011 City of South Bend $3,792,519.81 10/17/2011 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. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the meeting adjourned at 9;03 a.m. BOARD OF PUBLIC WORKS Gar A. Gilot, Presidenx-; inald E. Inks, Member Carl P. Littrell, Member