12/28/12 Board of Public Works Claims Review

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CLAIMS REVIEW MEETING DECEMBER 28, 20.1.2 413 A Claims Review Meeting of the Board of Public Works was convened at 9.40 a.m. on Thursday, December 28, 2012, by Board President Gary Gilot with Board Members Donald Inks, Michael Mecham, and Mark Neal present. Board Member Kathryn Roos was absent. ADDITIONS TO THE AGENDA Mr. Gilot noted the addition to the agenda of an Amendment in the form of a Firm Order Letter with IBM, a Memorandum of Understanding with Teamsters Local Union No. 364, and two (2) easements. ELECTION OF 2013 BOARD OF WORKS PRESIDENT Upon a motion by Mr. Neal, seconded by Mr. Inks and carried, Mr. Gary Gilot was elected President of the Board of Works for 2013. FIRM ORDER LETTER - IBM Mr. Gilot stated South Bend is the first City to purchase this IOC /dashboard cloud supported software from IBM. They have an opportunity to take advantage of 4`" quarter pricing, saving approximately $25,000.00 by approving this Firm Order Letter amending 2013 pricing to reflect 2012 pricing. IBM has offered an additional benefit of contributing services to promote the City's investment, which is probably worth more than the amount of the agreement. He explained the City would be the showcase city in North America for this technology. One of the reduced rate requirements will be for City representatives to do three (3) national or international presentations a year. Mr. Gilot stated this agreement costs $17,500.00 per month, for a total of $120,000.00, and will increase after the first year. He noted that IBM bundled the user license and viewer license fees, and increased the capacity from 1.0 to 1.5, without increasing the costs to the City. Mr. Neal questioned how this system will integrate with the City's 311 system. Mr. Gilot stated IBM has been informed that the City uses Naviline and they are already looking at integration. He noted the IOC /dashboard system potential has unlimited capabilities that the City has barely tapped into yet. Ms. Greene stated she received the information just yesterday and has not had the opportunity to review the terms yet. She stated she would like to review the liability to the City that the software could create. Therefore, upon a motion by Mr. Inks, seconded by Mr. Mecham. and carried, the Firm Order Letter was approved subject to Legal review. APPROVAL OF MEMORANDUM OF UNDERSTANDING — TEAMSTERS LOCAL UNION NO. 364 Ms. Greene stated this MOU is to honor a commitment to the Teamsters in negotiating their 2013 contract. It amends the 2013 contract to add Martin Luther King, 3r.'s Birthday, and retains the floating holiday through December 2013, subsequently increasing the Teamster's holidays from nine (9) to ten (10). She noted the Teamsters lost some personal time with their 2013 contract, so they are making up some of that loss by retaining their floating holiday. Mr. Neal added that because of their existing contract, the City was not able to negotiate to modify the contract by removing the floating holiday from the Teamsters, except for the Police and Fire Unions, whose holidays were not set yet. Upon a motion by Mr. Gilot, seconded by Mr. Neal and carried, the Memorandum of Understanding was approved. Mr. Inks opposed the motion. APPROVE EASEMENTS — SOUTH BEND HOUSING AUTHORITY AND INDIANA MICHIGAN POWER COMPANY Ms. Greene explained that the Housing Authority needs to grant an easement and right -of -way to the City and the City in turn will grant an easement to I &M for moving power lines located on a thirty (30) foot wide strip of property parallel and adjacent on the north side of the south property line of the South Bend Housing Authority between Chapin Street and South Street, and north of the NSICN Railroad. The agreement calls for the City to pay $18,000.00 for the easement rights. Upon a motion by Mr. Mecham, seconded by Mr. Neal and carried, the Board approved the easements and authorized Mr. Inks to sign any additional documents needed to process the easements subject to the Board's subsequent ratification. APPROVE CLAIMS Mr. Neal 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. Neal stated the following claims were submitted to the board for approval: Name Amount of Claim Date City of South Bend $4,561,304.95 12/21/2012 City of South Bend $3,264,824.82 12/21/2012