10/01/13 Board of Public Works Claims Review

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CLAIMS REVIEW MEETING OCTOBER.1, 2013 290 A Claims Review Meeting of the Board of Public Works was convened at 8:30 a.m, on Tuesday, October 1, 2013, by Board President Gary A. Gilot with Board Members Michael Mecham and David Relos present. Board Members Mark Neal and Kathryn Roos were absent. APPROVAL OF SEWER INSURANCE POLICY.4ND BXCEY'fION TO ADVF,RTISEMENT AND PRE -QUALIFICATION DATES In a memorandum to the Board, Mr. Paul South, Director of Streets Department, stated he was submitting a final version of the Sewer Insurance Policy for review and approval. In his memo, he noted that based on the policy, the advertisement and prequalification dates would be in December to build the registry of contractors for the following year. Mr. South requested the Board approve an exception of the dates, due to the initiation of a formal policy, with advertisement dares of October 11, 2013 and October 18, 2013; Pre -qualification Acceptance October 14, 2013 through November 1, 2013, and Presentation of Registry to the Board of Public Works at their Regular Meeting scheduled for November 12, 2013. Mr. South explained to the Board that there would be three (3) lists with the updated policy; a second opinion list; an excavation contractor list; and a deep excavation contractor list for those digs that require heavier equipment IIe noted all contractors on the lists would pre -qualify based on the stamped date of their application. He added a contractor can qualify for more than one list. Mr. Eric Horvath, Public Works Director, stated a contractor on the second opinion list would go to the bottom of the list if they don't respond to a call. He added the City will be tracking the number of lateral openings, and a contractor that cannot open 75% of laterals when called on, will be placed on probation. Mr. Horvath noted that if the contractor desires to appeal the probation, the policy requires they appeal to the Board of Works and the appeal will be held at the Board's next Regular Meeting. Mr. Gilot requested Mr. South provide the Board with all records of prior warnings of violations for review, when there is an appeal. Upon a motion made by Mr. Mecham, seconded by Mr. Roles and carried, the Sewer Insurance Policy was approved and the exception to the advertising and pre -qualification dates was approved as outlined above. APPROVE CLAIMS Mr. Gilot 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. Gilot stated the following claims were submitted to the Board fora oroval: Name _ _ Amount of Claim Date City of South Bend $3,354.80 _ 09/23/2013 City of South Bend _. $1,606,382.79 _ 10/OU2013 City of South Bend $4,737,191.63 09/27/2013 City of South Bend $1,168,342.03 09/30/2013 St. Joseph County Housing Consortium $478.13 09/23/2013 St. Joseph County Housing Consortium - 56,00858 / / 09.23.2013 Therefore, Mr. Gilot made a motion that after review of the expenditures, the claims be approved as submitted. Mr. Mecham 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. Mecham and carried, the meeting adjourned. at 8:48 a.m. BOARD OF PUBLIC -W7u/ORRKS Gary A. Gilot, President Ci - David P. Rclos. Member Kathryn E. Roos, Member z Michael C.'vlc&a a, rw^.;:.per Iazk W. Neal, Member