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HomeMy WebLinkAbout01/29/2014 Board of Public Works MinutesAGENDA REVIEW SESSION JANUARY 23 2014 The Agenda Review Session of the Board of Public Works was convened at 10:35 a.m. on Thursday, January 23, 2014, by Board President Gary A. Gilot, with Board Members Kathryn E. Roos, David P. Relos, Patrick M. Henthorn, and Brian J. PawIowski present. Also present was Board Attorney Cheryl Greene. Board of Public Works Clerk, Linda M. Martin, presented the Board with a proposed agenda of items presented by the public and City Staff. ACKNOWLEDGE NEW BOARD MEMBER Mr. Gilot acknowledged new Board member Brian Pawlowski, and the Board members welcomed him. APPROVE QUIT CLAIM DEED — SOUTH BEND YOUTH HOCKEY INC. Mr. Gilot stated he asked to have this on the agenda; it is an old clean-up issue for part of a parcel of land the City received from the Ice Box at the former A.J. Wright site. Mr. Gilot a explained the City built a storm water retention basin on the property and found they needed a very large basin and needed more acreage. They received 3.6 acres for the basin but it was discovered recently when the owners went to refinance, the transfer was never recorded. Mr. Gilot stated he prepared a statement confirming the City accepted the parcel for a storm water basin and all of the details, in hopes that would help process the refinancing. Mr. Gilot stated the reason the property was never recorded was due to two issues. He stated this is classified as a minor subdivision by the Area Plan Commission and they required an easement from the new owners of property that was formerly owned by Kokoku for storm sewer pipes running through Kokoku's property. He noted the new owners had taken possession so that never happened. He noted the easement is forthcoming but for now his letter will need approval. He stated the second concern was regarding any record of environmental conditions or remediation. After much remediation, IDEM came out with a letter that all environmental conditions have been remediated. Mr. Gilot stated there will probably need to be a resolution or letter from the Board affirming all of this. Ms. Greene added that she worked on this transfer of property and there was nobody available from Kokoku at the time because they were going through bankruptcy. She noted the City should also provide the IDEM letter on remediation. Mr. Gilot stated the owners were preparing a quit claim deed. Ms. Greene stated that would be easiest. She asked that the Board appoint her to act as legal counsel on this matter so she could prepare or review any documents that would need to be done. Therefore, upon a motion by Ms. Roos, seconded by Mr. Henthorn and carried, the Quit Claim Deed was approved, and Ms. Greene was appointed as legal counsel for any issues that would need to be addressed on this matter. Board members discussed the following items from the agenda. - Contract — Greeley & Hansen Mr. Jack Dillon, Engineering, stated heavy rain last year caused a sewer back-up on Michigan Street. He noted the intent was to make that area part of their 2014 contract, but in order to get the process started, the request is to amend their 2013 contract. Ms. Greene requested Mr. Dillon forward the 2013 contract to her, noting if the contract has terminated, she will have to do a new contract. Mr. Eric Horvath, Director of Public Works, stated the Board will need a scope of work for review before Tuesday's meeting. - Professional Services Agreement — Symbiont Mr. Chris Dressel, Community Investment, stated it was determined last year there is a dire need for a brownfields inventory and scoring of level of concern. He stated Symbiont has worked with Elkhart to put together their brownfield inventory. When the EPA offered another brownfield grant opportunity, it was determined that would be a good opportunity to put this together. He noted they submitted the grant yesterday. Per the terms of the grant, if they were to select anyone besides Symbiont at this point, there would be a 4% fee and a partial fee if Symbiont is selected for part of the grant. Ms. Roos questioned if the City is sharing the costs with the City of Elkhart and St. Joseph County since it is a combined grant. Mr. Dressel stated not at this point. Ms. Greene noted there should be a breakdown of duties of each. Ms. Roos questioned s they had a discussion with the other entities that this is coming out of a loss recovery fund, noting it has to be in alignment with the grant. She noted they need to discuss how this might be cost shared. Ms. Roos requested that this be tabled until all of that is worked out. Ms. Greene suggested this could be broken out in parts with the first part being Symbiont's contract and the second part pulling in the county and Elkhart. Ms. Roos noted Symbiont didn't provide terms in their agreement. Mr. Horvath stated they move forward at their own risk. He added the other entities should share in the penalty clause. Ms. Greene suggested they need to layout the terms with what has to be done AGENDA REVIEW SESSION JANUARY 23, 2014 10 defined; who does what; and an end date. The Board requested the agreement be removed from the agenda until these issues are corrected. - Change Order — East Bank Sewer Separation, Phase 4 Mr. Toy Villa, Engineering, stated this decrease is due to an error in design on quantities. He noted other items offset the cost; the total change on the project is under $59,000. Mr. Henthorn stated it was discovered that they needed lesser quantities once into the project. Mr. Gilot noted pavement can be measured; there shouldn't be such a large discrepancy. He suggested they should talk to the design engineer about accurately quantifying quantities. - Change Order — Pinhook Water Treatment Plant Efficiency Improvements Mr. John Wiltrout, Water Works, stated this Change Order is due to four items. Mr. Eric Horvath, Director of Public Works, noted this does not include the filter mount. Mr. Wiltrout stated they are requesting a four week extension for that item. Mr. Horvath stated four weeks seems too much time; is it appropriate? Mr. Wiltrout stated there will be two workers doing the installation. Mr. Horvath noted it should take half the time for two men and suggested the Board approve two (2) weeks, and count working days. Ms. Roos suggested Mr. Wiltrout monitor them and see how long it takes them. - Request to Advertise -- 2014 Trucking of Belt -Pressed Biosolids for Land Application Mr. Horvath asked if this is more cost effective to do in-house. Mr. Al Greek, Division Manager of Environmental Services, stated the City does not have the trucks. He added they would need to purchase ten (10) trucks to run every day. Mr. Klosinski stated the language in the bid was changed last year to encourage WBE and MBE businesses to bid. He noted they will continue to encourage this again this year. - Special Purchase — ESO Solutions Assistant Chief Andy Myer, Fire Department, stated this request is to replace current software that is not user-friendly and holds up responders due to a server based system. He noted the new industry standard has a mobile side and a server side. He stated the Fire Department looked at different systems and ESO was very price -competitive. He added they worked with IT on training and compatibility and IT is agreeable to the change in software. Ms. Greene noted she had reviewed the contract and requested some changes, which have been made, but she has since noticed an evergreen clause that needs to be removed. She said the Fire Department can do a five (5) year contract. Mr. Horvath stated the other concern is that we own the data. Ms. Greene noted this agreement is a separate business agreement that is standard to these HIPPA contracts. All information is confidential and cannot be shared. Ms. Roos questioned if a yearly escalation clause is built into the five year contract. Chief Myer stated it is not, the cost is gauged on run volume which is approximately between 12,000 to 20,000 calls per year, Mr. Gilot questioned if it is more feasible to hire an outside agent for billing. Chief Myer stated it is not because they bill you 8% of what is billed, not what is collected. He noted the Fire Department does a better job of billing in-house. - Request to Advertise — 2014 Manhole Rehabilitation Ms. Roos stated there were discussions last year about the way the specifications were written for this project. Mr. Paul South, Street Department, agreed and noted they have redone the experience requirements so the contractors have the opportunity to show they can do the work if they don't meet the experience requirements. Mr. Horvath added they can meet the requirements of the prequalification if not they can do a demonstration to show they can do the work. Ms. Greene stated they need to take out the reference to the South Bend Plan in the specs, since it doesn't exist. Mr. Gilot stated there may need to be tweaking in the specs on asphalt materials. PRIVILEGE OF THE FLOOR Attorney Christopher Potts introduced himself as attorney for John Boettcher for the construction of a lift station that has resulted in liquidated damages in the amount of $3,000.00. Mr. Potts stated we object to that finding. He noted Mr. Boettcher acknowledges there was a delay, but he doesn't feel responsible for the delay. He was granted 165 days to install the lift station, and the equipment wasn't delivered for 120 days. Mr. Potts stated he spoke to Attorney Cheryl Greene and she offered a mitigation of what the contract could have called for in liquidated damages. He stated Mr. Boettcher doesn't feel he should be charged anything. Ms. Greene explained this item was on the last agenda. She noted the Board received a recommendation that damages in the amount of $34,000,00, as provided in the contract, could be imposed. She stated the Board took into account all of the information Mr. Boettcher brought forward at that meeting and reduced the charges to $3,000,00. Mr. Gilot explained the Board recognized that Mr. Boettcher has a stellar reputation, but when you are the general contractor, you are responsible for the whole team. He noted although Mr. Boettcher may not be responsible directly, he is responsible for the sub -contractors he hired. Mr. Gilot stated Mr. Boettcher is a good contractor and he did a good AGENDA REVIEW SESSION JANUARY 23 2014 11 job; this is not besmirching his reputation. He noted the Board lowered the damages substantially to $3,000.00 and Mr. Boettcher may want to go back to his subs and recover his penalty. Mr. Potts stated it is true that the buck stops here and he has some responsibility for his subs. Mr. Boettcher stated he appreciates what the Board has done for him. As mentioned before, he had to use a certain supplier as deemed by the contract to build the lift station. He stated he was given a date for the lift station to arrive and scheduled his work thirty (30) days prior to the 16t" or 17'h of August. He explained the actual contract started effective March and he could have started earlier, but would have had an eighty (80) day wait for the equipment. His schedule had to be based on that. Mr. Boettcher noted it took 132 days for arrival of the station, which left him thirty-three (33) days to install it. Mr. Gilot stated the Board felt that the delay in the shop drawings caused the delay. Mr. Boettcher stated you're correct; they should have been turned around faster. He added it was the supplier who caused the delay. Mr. Gilot stated you are still the prime contractor; you should have gone to the supplier and complained, adding they should make up the $3,000.00 to you. Mr. Boettcher agreed, noting even Mr. Klosinski pursued them weekly, questioning why it wasn't being turned around. Mr. Boettcher noted they should have been right the first time. He added he understands the Board's position, but he doesn't think he should be penalized for this. Mr. Potts explained what John wants to tell you is he doesn't feel he should be culpable and his reputation is his concern. Ms. Greene stated the Board went on the record at their last meeting in regards to his good reputation and quality of work; that was not the issue. Mr. Horvath stated the City will talk to the subcontractor about building time into the contract for getting their work done. Mr. Boettcher and Mr. Potts thanked the Board for allowing them to convey their feelings. No other business came before the Board. The meeting adjourned at 11: 57 a.m. BOARD OF PUBLIC WORKS Gary A. Gilpt, Member E. 1 ebos, Member vid P. Relos, Member Linda M. Martin, CIe k ratrick M. Henthorn, Member REGULAR MEETING JANUARY 29 2014 The Regular Meeting of the Board of Public Works was convened at 9:30 a.m. on Wednesday, January 29, 2014, by Board President Gary A. Gilot, with Board Members Kathryn E. Roos, David P. Relos, and Patrick M. Henthorn present. Board Member Brian Pawlowski was absent. Also present was Board Attorney Cheryl Greene and Board of Works Clerk, Linda Martin. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the Minutes of the Agenda Review Meeting of January 9, 2014; the Regular Meeting of January 14, 2014 and the Claims Review Meetings of the Board held on January 7 and January 21, 2014 were approved. APPROVE CHANGE ORDER NO. 2 — MAIN STREET/LAFAYETTE BOULEVARD CONNECTOR FROM IRELAND ROAD TO CHIPPEWA ROAD — PROJECT NO. 110-058B SSDA TIF Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 2 on behalf of Rieth Riley Construction Co., Inc. , PO Box 1775, South Bend, Indiana, indicating the contract amount be increased by $12,764.91 for a modified contract sum, including this Change REGULAR MEETING JANUARY 29, 2014 12 Order, in the amount of $3,752,633.37. Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 3 — PINHOOK WATER TREATMENT PLANT EFFICIENCY IMPROVEMENTS — PROJECT NO, 112-062 2012 WATER BOND Mr. Gilot advised that Mr. John Wiltrout, Water Works, has submitted Change Order No. 3 on behalf of LD Docsa Associates, Inc., 1605 King Highway, Kalamazoo, Michigan 49001, indicating the contract amount be increased by $23,349.07 for a modified contract sum, including this Change Order, in the amount of $3,340,396.41, and an extension of two (2) weeks until March 14, 2014. Upon a motion made by Ms. Roos, seconded by Mr. Henthom and carried, the Change Order and time extension were approved as outlined above. APPROVE CHANGE ORDER NO. 3 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — EAST BANK SEWER SEPARATION PHASE 4 — PROJECT NO. 112-041 (2012 SEWER BOND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 3 (Final) on behalf of Selge Construction Co., Inc., 2833 South I I'h Street, Niles, Michigan 49120, indicating the contract amount be decreased by $180,628.22 for a modified contract sum, including this Change Order, of $2,556,694.04. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $2,556,694.04. Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, Change Order No. 3 (Final) and the Project Completion Affidavit were approved. APPROVE PROJECT COMPLETION AFFIDAVIT — TREE REMOVAL — 2013 CURB AND SIDEWALK PROGRAM - PROJECT NO. 113-011A (MVH) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of KC Tree, Inc., 1320 Third Street, Osceola, Indiana 46561, for the above referenced project, indicating a final cost of $27,600.00. Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the Project Completion Affidavit was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — 2014 TRUCKING OF BELT -PRESSED BIOSOLIDS FOR LAND APPLICATION — ORGANIC RESOURCES, CONTRACTUAL SERVICES/OTHER) In a memorandum to the Board, Mr. Jacob Klosinski, Division of Environmental Services, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — 2014 STREET AND SEWER MATERIALS — PROJECT NO 114-004 (MVH) In a memorandum to the Board, Mr. Paul South, Street Department, requested permission to advertise for the receipt of bids for the above referenced materials. Therefore, upon a motion made by Mr. Relos, seconded by Ms. Roos and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — 2014 MANHOLE REHABILITATION— PROJECT NO. 114-003 SEWAGE DEPRECIATION In a memorandum to the Board, Mr. Paul South, Street Department, requested permission to advertise for the receipt of bids for the above referenced project. Ms. Greene stated she had reviewed and suggested changes to the specifications to open up the bidding and make it more competitive. Therefore, upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the above request was approved. ADOPT RESOLUTION NO. 03-2014 — A RESOLUTION OF THE CITY OF SOUTH BEND BOARD OF WORKS RATIFYING AN AGREEMENT WITH PNC BANK FOR EXTENSION OF CREDIT AND INCUMBENCY CERTIFICATE Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the Board of Works adopted Resolution No. 03-2014, ratifying an agreement with PNC to establish credit for the use of Visa purchasing cards in the City of South Bend's accounts payables department in the amount of $1,500,000.00. Mr. George King, Purchasing, noted the City will receive substantial rebates from purchases made with these cards. REGULAR MEETING JANUARY 29 2014 13 ADOPT RESOLUTION NO. 04-2014 — A RESOLUTION OF THE CITY OF SOUTH BEND BOARD OF PUBLIC WORKS RATIFYING CONFIRMING AND APPROVING AN AGREEMENT WITH mCAPITOL MANAGEMENT INC. Upon a motion made by Ms. Roos, seconded by Mr, Relos and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 04-2014 A RESOLUTION OF THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH BEND, INDIANA RATIFYING, CONFIRMING AND APPROVING EXECUTION OF AGREEMENT WITH mCAPITOL MANAGEMENT BY KATHRYN E. ROOS ON JANUARY 14, 2014 WHEREAS, the Board of Public Works ("Board") for the City of South Bend, Indiana ("City") exists and operates under the authority of Indiana Code §36-4-9-5 and 36-4-9-6, as amended from time -to -time; and WHEREAS, in accordance with Indiana Code §36-4-9-2(c), all persons appointed as a member of the Board must be a resident of the City; and WHEREAS, Kathryn E. Roos ("Roos") is employed by the City of South Bend as its Chief of Staff and, additionally, was duly appointed as a member of the Board by the City's executive officer, Mayor Pete Buttigieg; and WHEREAS, the City desires to retain the services of mCapitol Management for the period beginning October 1, 2013, and ending on September 30, 2014; and WHEREAS, Ms. Roos executed a Consulting Services Agreement between the City of South Bend and mCapitol Management, Inc. on January 1, 2014, for the period beginning October I, 2013, and ending on September 30, 2014 ("the Agreement"); and WHEREAS, the Board desires to ratify, confirm and approve execution of the Agreement by Ms. Roos on January 1, 2014. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend, Indiana as follows: 1. Execution by Kathryn E. Roos of the Consulting Services Agreement between the City of South Bend and mCapitol Management, Inc. on January 1, 2014, for the period beginning October 1, 2013, and ending on September 30, 2014, is hereby in all respects ratified, confirmed and approved. 2. This Resolution shall be in full force and effect after its adoption by the Board of Public Works for the City of South Bend, Indiana. ADOPTED at a meeting of the South Bend Board of Public Works held on January 29, 2014, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ David P. Relos s/ Kathryn E. Roos s/ Patrick M. Henthorn ATTEST: s/Linda M. Martin, Clerk APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for approval: REGULAR MEETING JANUARY 29, 2014 14 Type Business Description Amount/ Motion/ Funding Second Professional Symetra Life Administration of $0.85 per Roos/Relos Services Insurance Employee Short Term Employee per Agreement Company Disability Plan Month (Employee Benefit Fund) Professional mCapitol Governmental Relations, $96,000 ($8,000 Roos/Relos Services Management, Lobbying and Consulting per month) Agreement Inc. (COIT) Professional Creative Temporary Accounting NTE $20,400 Roos/Relos Services Financial Services to Assist Full- (Building Dept. Corrected Agreement Staffing, LLC Time Employees in the Fund) Name to Building Department Creative Financial Staffing Noted Agreement South Bend Acquire and Rehabilitate $300,000 Relos/Roos Heritage the Quadplex at 417 (CDBG) Foundation Lincolnway West for Rent to Low to Moderate Income Tenants Agreement PNC Bank To Establish Credit for the $1,500,000 Roos/Henthorn Use of Visa Purchasing (Various Cards in Accounts Department Payable Purchasing Budgets) Contract Greeley & Additional Scope to Study $14,728 Roos/Henthorn Hansen Cause of Michigan Street (Wastewater Sewer Overflow (LTCP) Engineering) Special Office Interiors QPA Purchase of Fire $33,437.30 Roos/Relos Purchase Solutions Department Training (Fire Dept. Center Furnishings Capital) Special ESO Solutions Special Purchase of $48,250.00 Roos/Henthorn Purchase Software Reporting (EMS/Fire System to Process EMS Dept. Capital) Reports and Data Collection to Maintain Compatibility with Existing System TABLE LONG-TERM OCCUPANCY PERMITS Ms. Roos requested that the following permits be tabled until the Engineering Department can work out the details on the timing and the impact on pedestrian and vehicular traffic. She explained that when the Board approved these types of occupancies previously, this area was not as developed and populated as heavily as it is today. Mr. Gilot concurred and stated the engineers need to make sure there are proper barriers for pedestrians and cars, and set acceptable time limits. He suggested the staging and storage of materials could be done on an undeveloped lot the contractor could rent. Ms. Roos noted there is also an undeveloped hotel lot available. Applicant Description Date/Time Location Motion Carried Highline US, Long -Term Seven Months 1130 Napoleon Roos/Henthorn LLC, Chad Occupancy Street TABLED Gernand Permit L. L. Geans Long -Term Through April, 2014 525 and 529 North Roos/Henthorn Constructions Occupancy Hill Street TABLED Co., Chad Permit Pagels DENY TRAFFIC CONTROL DEVICE Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the following traffic control device was denied due to better access by a flat driveway next to the home: REGULAR MEETING JANUARY 29 2014 15 NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATION: 902 Roosevelt Street REMARKS: Driveway Available; Picture attached APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the following traffic control devices were approved: REVISION: From Two -Way to Four -Way Stop Sign LOCATION: Commerce Drive and Voorde Drive REMARKS: To Reduce Right Angle Accidents at Intersection LOCATION Bellevue Street and Ruskin Street REMARKS: For IUSB Crossing Safety; Warrant Study Completed REVISION: From One -Way to Three -Way Stop Sign LOCATION: Esther Street and Ruskin Street REMARKS: For IUSB Crossing Safety; Warrant Study Completed APPROVE CLAIMS Ms. Roos stated that a request to pay the following claims in the amounts indicated 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 Citv Fiscal v11100 auu l%GrUneU tor accuracy Name Amount of Claim Date City of South Bend $3,774.32 01/22/2014 City of South Bend $1,670,217.04 01/28/2014 Therefore, Ms. Roos made a motion that after review of the expenditures, the claims be approved as submitted. Mr. Relos seconded the motion, which carried. PRIVILEGE OF THE FLOOR Mr. Murray Miller, Local 364, questioned the changes to the specifications for the Manhole Rehabilitation bid, noting past changes still limited the number of contractors qualified to meet the specifications. Ms. Greene stated she has asked that the completion dates, termination clause, and available work hours to reduce problems with noise, be tightened up. She stated along with that, a demonstrated ability was added to the pre -qualification process that allows a contractor without this type of experience to show the City that they are still capable of doing the work. Mr. Gilot explained there are more contractors that can install new manholes, but the rehabilitation process saves approximately $10,000.00 per manhole and there aren't as many qualified contractors for this process. He noted the City needs quality work that will last and they want to open the bidding up. He added if a contractor doesn't meet the experience qualifications but thinks they are capable of doing the work, if they can demonstrate that capability, they can qualify to bid. Mr. Miller noted the City has only used one contractor for this work so they are the only ones that have the experience. He questioned why they don't have to demonstrate their ability like everyone else. Mr. Gilot stated their previous work is evidence of their ability to do the work. Ms. Roos explained that if a contractor can demonstrate they can do the work and are awarded the bid, they won't have to demonstrate they can do it again. Ms. Greene noted the problem came in with the experience requirement for the number of manholes previously done. She explained last year that requirement was reduced to open up the bidding. Mr. Miller stated the specifications still limited the contractors to the same one previously awarded. Mr. Paul South, Director of Streets, disagreed and noted there were other bids received but one didn't have any experience in rehabbing, just installing new ones. He stated they couldn't show evidence of ever having done the work before. Ms. Roos stated this process can't be compared to last year and requested Mr. Miller give the new specifications a chance. She noted the City took the comments receeved and adjusted the specifications accordingly this year. Ms. Greene added she does not see any undue or unfair advantage to anybody with the new specifications. Mr. Miller questioned why the Office Interiors Solutions agreement was deemed a "Special Purchase". Mr. George King, Purchasing, stated it is a QPA bid that was bid by the State and the City is able to "piggy -back" on their bid prices. REGULAR MEETING JANUARY 29 2014 16 ADJOURNMENT There being no further business to come before the Board, upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the meeting adjourned at 10:18 a.m. BOARD OF PUBLIC WORKS Gary A. Gi' ot, President David P,�/Relos, Member E .Kathrynoos, Member 4L Patrick Henthorn, Member Brian Pawlowski, Member . V 1 da M. Martin, Clerk CLAIMS REVIEW MEETING FEBRUARY 4 2014 17 A Claims Review Meeting of the Board of Public Works was convened at 8:35 a.m. on Tuesday, February 4, 2014, by Board President Gary A. Gilot with Board Members David Relos and Patrick Henthorn present. Board Members Kathryn Roos and Brian Pawlowski were absent. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of a Professional Services Agreement. APPROVE CLAIMS Mr. Relos 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. Relos stated the following claims were submitted to the Board for approval: Name Amount of Claim Date City of South Bend $I,311,949.96 02/04/20I City of South Bend $4'847,885.46 01/31/2014 City of South Bend $1,165,722.30 01/31/2014 City of South Bend $3,378,844.85 O1/31/2014 City of South Bend $5,172,779.19 01/17/2014 Therefore, Mr. Relos made a motion that after review of the expenditures, the claims be approved as submitted. Mr. Henthorn seconded the motion, which carried. APPROVE PROFESSIONAL SERVICES AGREEMENT — RENE CASIANO Mr. Gilot stated a Professional Services Agreement has been submitted to provide project management and technical skills to deploy new software and hardware tools, process changes in Code Enforcement, and support the expansion of KPI and Citistat tracking and reporting for the Mayor's Office. Upon a motion by Mr. Relos, seconded by Mr. Henthorn and carried, the Professional Services Agreement with Rene Casiano, in the not to exceed amount of $15,000.00 at $25.00 per hour, was approved. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Gilot, seconded by Mr, Henthorn and carried, the meeting adjourned at 8:42 a.m. BOARD OF PUBLIC WORK Gary A. Gilot, President vid Member , Mem Member Brian J. Pawlowski, Member ATTEST: iyfda M. Martin, Clerk