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Malinowski Consulting D
Utilities-2012
Appropriation#01-6320-08; P.O.NW09764
Contract Not To Exceed$3,975.00
AGREEMENT FOR PROFESSIONAL SERVICES act
THIS AGREEMENT FOR PROFESSIONAL SERVICES ("Agreement') is hereby made and entered into by
and between the City of Carmel, Indiana, acting by and through its Board of Public Works and Safety (hereinafter
°City°),and Mallnowskl Consulting(hereinafter°Professional°).
RECITALS
WHEREAS City owns and is responsible for the operation and maintenance of its property, personnel, public
works and infrastructure;and
WHEREAS, from time to time, City needs professional assistance in fulfilling its foregoing responsibilities;
and
WHEREAS, Professional Is experienced in providing and desires to provide to City the professional services
("Services")referenced herein; and
WHEREAS, City desires to engage Professional as an independent contractor for the purpose of providing to
City the Services referenced herein;
NOW, THEREFORE, in consideration of the foregoing recitals and the covenants and conditions set forth
herein,City and Professional mutually agree as follows:
SECTION 1. INCORPORATION OF RECITALS
The foregoing Recitals are hereby incorporated into this Agreement and made a part hereof.
SECTION 2. SCOPE OF SERVICES
2.1 City desires to engage Professional as an independent contractor for the Services set forth in attached
Exhibit A, incorporated herein by this reference.
2.2 Professional understands and agrees that City may, from time to time, request Professional to provide .-
additional or modified Services to City. When City desires additional Services from Professional, the City
shall notify Professional of such additional Services desired, as well as the time frame in which same are to
be provided. Only after City has approved Professional's time and cost estimate for the provision of such
additional Services, has encumbered sufficient monies to pay for same, and has authorized Professional, in
writing, to provide such additional Services, shall such Services be provided by Professional to City.A copy
of the City's authorization documents for the purchase of additional Services shall be numbered and attached
hereto in the order In which they are approved by City.
2.3 Time is of the essence of this Agreement.
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Malinowski Consulting
Utilities-2012
Appropriation#01-6320-08; P.O.#W09764
Contract Not To Exceed$3,975.00
SECTION 3. CITY'S RESPONSIBILITIES
3.1 City shall provide such information as is reasonably necessary for Professional to understand the Services
requested.
3.2 City shall provide all data required for provision of Services. Professional may assume that all data so
provided is correct and complete.
3.3. City shall arrange for Professional to enter upon public and private property as reasonably required for
Professional to perform the Services.
3.4 City shall designate payment of the Services from City budget appropriation number 01-6320-08 funds.
3.5 City shall designate the Mayor or his duly authorized representative to act on City's behalf on all matters
regarding the Services.
SECTION 4. PROFESSIONALS RESPONSIBILITIES
4.1 Professional shall perform the Services pursuant to the terms of this Agreement and within any applicable
time and cost estimate.
42 Professional shall coordinate with City its performance of the Services.
4.3 Professional shall provide the Services by following and applying at all times reasonable and lawful
standards as accepted in the industry.
SECTION 5. COMPENSATION
5.1 Professional estimates that the total price for the Services to be provided to City hereunder shall be no more
than Three Thousand Nine Hundred Seventy Ave Dollars ($3,975.00) (the °Estimate°). Professional shall
submit an invoice to City no more than once every thirty(30)days for Services provided City during the time
period encompassed by such invoice. Invoices shall be submitted on a form containing the same information
as that contained on the Professional Services Invoice attached hereto as Exhibit B, incorporated herein by
this reference. City shall pay Professional for all undisputed Services rendered and stated on such invoice
within sixty(60)days from the date of City's receipt of same.
52 Professional agrees not to provide any Services 10 City that would cause the total cost of same to exceed the
Estimate,without City's prior written consent.
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Malinowski Consulting
Utilities-2012
Appropriation#01-6320-08; P.O.#W09764
Contract Not To Exceed$3,975.00
SECTION 6. TERM
Unless otherwise terminated in accordance with the termination provisions set forth in Section 7.1
hereinbelow,this Agreement shall be in effect from the Effective Date through December 31, 2013, and shall,
on the first day of each January thereafter,automatically renew for a period at one(1) calendar year, unless
otherwise agreed by the parties hereto.
SECTION 7. MISCELLANEOUS
7.1 Termination.
7.1.1 The obligation to provide all or any portion of the Services under this Agreement may be terminated
by City or Professional,without cause, upon thirty(30)days'notice.
7.1.2 The obligation to provide all or any portion of the Services under this Agreement may be terminated
by City,for cause, immediately upon Professional's receipt of Citys°Notice To Cease Services."
7.1.3 In the event of full or partial Agreement termination, and as full and complete compensation
hereunder, Professional shall be paid for all such Services rendered and expenses incurred as of
the date of termination that are not in dispute, except that such payment amount shall not exceed
the Estimate. Disputed compensation amounts shall be resolved as allowed by law.
7.2 Binding Effect.
City and Professional,and their respective officers,officials, agents,partners and successors in interest are
bound to the other as to all Agreement terms, conditions and obligations.
7.3 No Third Party Beneficiaries.
Nothing contained herein shall be construed to give rights or benefits to anyone other than the parties
hereto.
7.4 Relationship.
The relationship of the parties hereto shall be as provided for in this Agreement,and neither Professional nor
any of its agents, employees or contractors are City employees. Professional shall have the sole
responsibility to pay to or for its agents, employees and contractors all statutory, contractual and other
benefits and/or obligations as they become due. Professional hereby warrants and indemnifies City for and
from any and all costs, fees, expenses and/or damages incurred by City as a result of any claim for wages,
benefits or otherwise by any agent, employee or contractor of Professional regarding or related to the subject
matter of this Agreement.This indemnification obligation shall survive the termination of this Agreement.
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Malinowski Consulting
Utilities-2012
Appropriation#01-6320-08; P.O.#W09764
Contract Not To Exceed$3,975.00
7.5 Insurance.
Professional shall procure and maintain with an insurer licensed to do business in the State of Indiana such
Insurance as is necessary for the protection of City and Professional from all claims under workers'
compensation, occupational disease and/or unemployment compensation acts, because of errors and
omissions, because of bodily injury, including, but not limited to, the personal injury, sickness, disease, or
death of any of Professional's employees, agents or contractors and/or because of any injury to or
destruction of property, including, but not limited to, any loss of use resulting therefrom. The coverage
amounts shall be no less than those amounts set forth on attached Exhibit C. Such insurance policies shall
not be canceled without thirty(30)days' prior written notice to City.
7.6 Jens.
Professional shall not cause or permit the filing of any lien on any of City's property. In the event such a lien
is filed and Professional fails to remove it within ten(10)days after the date of filing, City shall have the right
to pay or bond over such lien at Professional's sole cost and expense.
7.7 Default.
In the event Professional: (a) repudiates, breathes or defaults under any of the terms or conditions of this
Agreement, including Professional's warranties; (b) fails to perform the Services as specified; (c) fails to
make progress so as to endanger timely and proper completion of the Services and does not correct such
failure or breach within five (5) business days after receipt of notice from City specifying same; or (d)
becomes insolvent, files, or has filed against it, a petition for receivership, makes a general assignment for
the benefit of creditors or dissolves, each such event constituting an event of default hereunder, City shall
have the right to terminate all or any part of this Agreement, without liability to Professional and to exercise
any other rights or remedies available to it at law or in equity.
7.8 Government Compliance.
Professional agrees to comply with all laws, executive orders, rules and regulations applicable to
Professional's performance of its obligations under this Agreement, all relevant provisions of which being
hereby incorporated herein by this reference,to keep all of Professionals' required professional licenses and
certifications valid and current, and to indemnify and hold harmless City from any and all losses, damages,
costs, liabilities, damages, costs and attorney fees resulting from any failure by Professional to do so. This
indemnification obligation shall survive the termination of this Agreement.
7.9 Indemnification.
Professional shall indemnify and hold harmless City and its officers, officials, employees and agents from all
losses, liabilities,claims,judgments and liens, including, but not limited to,all damages, costs, expenses and
attorney fees arising out of any intentional or negligent act or omission of Professional and/or any of its
employees, agents or contractors in the performance of this Agreement. This indemnification obligation shall
survive the termination of this Agreement.
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Malinowski Consulting
Utilities-2012
Appropriation#01-6320-08; P.O.#W09764
Contract Not To Exceed 53,975,00
7.10 Discrimination Prohibition.
Professional represents and warrants that it and each of its employees, agents and contractors shall comply
with all existing and applicable laws prohibiting discrimination against any employee, applicant for
employment and/or other person in the subcontracting of work and/or in the performance of any Services
contemplated by this Agreement with respect to hire,tenure,terms,conditions or privileges of employment or
any matter directly or indirectly related to employment, subcontracting or work performance hereunder
because of race, religion, color, sex, handicap, national origin, ancestry, age, disabled veteran status or
Vietnam era veteran status.This indemnification obligation shall survive the termination of this Agreement.
7.11 E-Verify
Pursuant to I.C. § 22-5.1.7 et seq., Company shall enroll in and verify the work eligibility status of all of its
newly-hired employees using the E-Verily program, if it has not already done so as of the date of this
Agreement. Company is further required to execute the attached Affidavit, herein referred to as Exhibit D.
which is an Affidavit affirming that: (i)Company is enrolled and is participating in the E-verify program, and
(ii) Company does not knowingly employ any unauthorized aliens.This Addendum incorporates by reference,
and in its entirety, attached Exhibit D. In support of the Affidavit, Company shall provide the City with
documentation that It has enrolled and is participating In the E-Verify program. This Agreement shall
not take effect until said Affidavit is signed by Company and delivered to the City's authorized
representative.
Should Company subcontract for the performance of any work under this Addendum, the Company shall
require any subcontractor(s) to certify by affidavit that: (i) the subcontractor does not knowingly employ or
contract with any unauthorized aliens, and (ii) the subcontractor has enrolled and Is participating in the E-
verify program. Company shall maintain a copy of such certification for the duration of the term of any
subcontract. Company shall also deliver a copy of the certification to the City within seven (7) days of the
effective date of the subcontract.
If Company,or any subcontractor of Company, knowingly employs or contracts with any unauthorized aliens,
or retains an employee or contract with a person that the Company or subcontractor subsequently learns is
an unauthorized alien, Company shall terminate the employment of or contract with the unauthorized alien
within thirty (30) days ("Cure Period"). Should the Company or any subcontractor of Company fail to cure
within the Cure Period,the City has the right to terminate this Agreement without consequence.
The E-Verify requirements of this Agreement will not apply,should the E-Verify program cease to exist.
7.12 Severability.
If any provision of this Agreement is held to be invalid, illegal or unenforceable by a court of competent
jurisdiction, that provision shall be stricken, and all other provisions of this Agreement that can operate
independently of same shall continue in full force and effect.
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Malinowski Consulting
Utilities-2012
Appropriation#01-6320-08; P.O.#W09764
Contract Not To Exceed$3,975.00
7.13 Notice.
My notice, invoice,order or other correspondence required or allowed to be sent pursuant to this Agreement
shall be written and either hand-delivered or sent by prepaid U.S. certified mail, return receipt requested,
addressed to the parties as follows:
CITY:
City of Cannel Douglas C. Haney
Utilities Department of Cannel City Attorney
One Civic Square One Civic Square
Cannel, Indiana 46032 Carmel, Indiana 46032
ATTENTION:John Duffy
PROFESSIONAL:
Malinowski Consulting
755 W. Carmel Drive, Ste.203
Carmel, IN 46032
ATTENTION:Charles F. Malinowski
Notwithstanding the above, City may orally provide to Professional any notice required or permitted by this
Agreement, provided that such notice shall also then be sent as required by this paragraph within ten (10)
business days from the date of such oral notice.
7.14 Effective Date.
The effective date ("Effective Date") of this Agreement shall be the date on which the last of the parties
hereto executes same.
7.15 Govemino Law:Lawsuits.
This Agreement shall be governed by and construed in accordance with the laws of the State of Indiana,
except for its conflict of laws provisions, as well as by all ordinances and codes of the City of Carmel,
Indiana. The parties agree that, in the event a lawsuit is filed hereunder, they waive any right to a jury trial
they may have, agree to file such lawsuit in an appropriate court in Hamilton County, Indiana only,and agree
that such court is the appropriate venue for and has jurisdiction over same.
7.16 Waiver.
Any delay or inaction on the part of either party in exercising or pursuing its rights and/or remedies hereunder
or under law shall not operate to waive any such rights and/or remedies nor in any way affect the rights of
such party to require such performance at any time thereafter.
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Malinowsld Consulting
Utilities-2012
Appropriation#01-6320-08; P.O.#W09764
Contract Not To Exceed$3,975.00
7.17 Non-Assignment.
Professional shall not assign or pledge this Agreement nor delegate its obligations hereunder without City's
prior written consent.
7.18 Entire Agreement.
This Agreement contains the entire agreement of and between the parties hereto with respect to the subject
matter hereof, and no prior agreement, understanding or representation pertaining to such subject matter,
written or oral,shall be effective for any purpose. No provision of this Agreement may be amended,added to
or subtracted from except by an agreement in writing signed by both parties hereto and/or their respective
successors in interest. To the extent any provision contained in this Agreement conflicts with any provision
contained in any exhibit attached hereto,the provision contained in this Agreement shall prevail.
7.19 Representation and Warranties.
Each party hereto represents and warrants that it is authorized to enter into this Agreement and that any
person or entity executing this Agreement on behalf of such party has the authority to bind such party or the
party which they represent,as the case may be.
7.20 Headings.
All headings and sections of this Agreement are inserted for convenience only and do not form a part of this
Agreement nor limit,expand or otherwise after the meaning of any provision hereof.
7.21 Advice of Counsel.
The parties warrant that they have read this Agreement and fully understand it, have had an opportunity to
obtain the advice and assistance of counsel throughout the negotiation of same, and enter Into same freely,
voluntarily,and without any duress, undue influence or coercion.
7.22 Proprietary Information.
City acknowledges that various materials which may be used and/or generated by Professional in
performance of Services, including forms, formats, and reports, are proprietary. City agrees that all
ownership rights thereto lie with Professional, and City will use them solely for and on behalf of its own
operations. City agrees that it will take appropriate action with its employees to satisfy its obligations with
respect to use, copying, protection and security of Professional's property, subject to and conditioned upon
the City's obligations under Indiana's Access to Public Records Act and all other applicable laws and court
orders.
7.23 Personnel.
Professional represents that it has, or will secure at its own expense, all personnel required in performing the
services under this agreement. Such personnel shall not be employees of or have any contractual
relationship with City. All of the services required hereunder will be performed by Professional or under his
supervision and all personnel engaged in the work shall be fully qualified to perform such services.
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Malinowslri Consulting
Utilities-2012
Appropriation#01-6320-08; P.O.#W09764
Contract Not To Exceed$3,975.00
7.24 Records and Inspections
Professional shall maintain full and accurate records with respect to all matters covered under this
agreement for three (3) years after the expiration or early termination of this agreement. City shall have free
access at all proper times to such records and the right to examine and audit the same and to make
transcripts there from,and to inspect all program data,documents,proceedings and activities.
7.25 Accomplishment of Project
Professional shall commence, carry on, and complete the project with all practicable dispatch, in a sound
economical and efficient manner, in accordance with the provisions thereof and all applicable laws. In
accomplishing the project, Professional shall take such steps as are appropriate to ensure that the work
involved is property coordinated with related work being carried on within City's organization.
7.26 Iran Certification:
Pursuant to I.C. § 5-22-16.5, the Vendor shall certify that, in signing this document, it does not engage in
investment activities within the Country of Iran.
(remainder of page intentionally left blank)
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Malinowski Consulting
Utilities-2012
Appropriation#01-6320-08; P.O.#W09764
Contract Not To Exceed$3,975.00
IN WITNESS WHEREOF,the parties hereto have made and executed this Agreement as follows:
CITY OF CARMEL, INDIANA MALINOWSKI CONSULTING
by and through its Board of Public
Works and Safety
BY: ' BY:
gfd
/James Brainard, Presid jlg Officer Authorized Signature
Date: 0 e5 f
Printed Name: (7/-1/,z-6S 1 444-/ G cis= /
•
ittvk Title: 1/2-6S/,0 c�
M:ry An' Burke, Member
Date: — r�-0 - l 3 FIDITIN:
Last Four of SSN if Sole Proprietor.
Lori S.Watson, Me ber Date: 767 E6/3 z 0/ %
Date: 9-�o / t 3
Attesting Lori Watson and Mary Ann Burke's
ATTEST: signatures only. Did not witness Mayor signature.
Diana Cordray, IA Ti -Treasurer
Date:
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January 23,2013
The Honorable James Brainard
Mayor
City of Carmel
One Civic Square
Cannel,IN 46032
Re: Proposal for the_Preparation_ofthe City-Wide Cost Allocation.Plan
Dear Mayor Brainard:
Section 1: Introduction
The purpose of this letter is to provide the City of Carmel with a formal proposal outlining how
Malinowski Consulting,Inc. (Malcon)can be of assistance in the area of providing technical
expertise in the preparation of the City-Wide Cost Allocation Plan(CAP).
Section 2: Background
The City of Cannel operates a number of funds that account for the operations of the City sewer
and water utilities. Over the years the City General Fund has charged various administrative
costs back to these funds. In an effort to identify a more equitable and systematic approach to
reimbursing the General Fund it's"fair share"of costs,it is the desire of the City elected officials
and utility managers to look for alternatives to previous methods. This desire has led to the
dismission of enhancing the cost methodology by utilizing Federal guidelines as a starting basis
to create a City-Wide Cost Allocation Plan to recover indirect costs of operating the sewer and
water utilities in an equitable and transparent manner.
Section g: Objectives
The objectives of the Cost Allocation Plan are to:
• Perform a comprehensive review of all centrally provided resources (accounting,
payroll,information technology,etc.)and equitably allocate those indirect costs to all
City funds and departments.
• Prepare the computation in a straight forward method that is easily understood by all
stakeholders.
• Actively search for sources of indirect cost reimbursement to the City General Fund.
Section 4: Scope
To achieve the objectives of this service,Malcon will cover all aspects of the CAP preparation.
This will include the following:
• CAP Data Collection: Malcon will perform all data collection activities. City staff
will provide direction as to where the information can be obtained.
• CAP Presentation to City Officials: After the compilation of the CAP,Malcon w�11
meet with the appropriate City Officials(Mayor,Council,Administrator,Utility
Director,etc.)to review the results of the analysis.
EXHIBIT ,°1-
CARMEL,INDIANA-PROPOSAL FOR THE PREPARATION OF THE COST ALLOCATION PLAN
Section 4: Scope(Cont.)
• Audit Defense to Federal and State Auditors: In the event that State or Federal
auditors have questions regarding how the CAP was prepared,Malcon is prepared to
explain and defend the CAP results.
Section 6: Approach
The approach to this assignment will include these steps:
• Identify central services(i.e.accounts payable processing,technology services,facility
operations,etc.)by scheduling on-site meetings with City department managers to
identify all potential central service areas.
• In cooperation with the accounting staff,determine wages and fringe benefits for the
central service departments.
• Gather and review the appropriate activity statistics(ex.paychecks processed by
department)to determine allocation statistics.
• Review City expenditure claims from the General and other Funds to ensure a full
costing of central services has been performed.
• Compile all data collected from various City departments into an electronic format that
will generate the appropriate report.
• Review the CAP with City staff to foster an understanding of the CAP document
• Respond quicldy to questions posed the Indiana State Board of Accounts or other
auditors.
Section 6: Timing
The Central Service Cost Allocation Plan will be prepared and submitted to the Mayor by May
14, 2013.
Section 7: Stag
Malcon will utilize the expertise of our Indiana based consulting staff:
• Charles Malinowski, President
• Barbara Malinowski,Operations Manager
• Daniel Vaughn,Consultant
Section 8: Qual}fcations
The following are key qualifications that make Malcon uniquely suited for this assignment:
• Malcon is an Indiana Corporation serving Indiana local government since 2004
• Currently working with 21 Indiana Counties to perform County-Wide Cost Allocation
Plans for Federal reimbursement purposes.
• The President of Malcon has over 3o years of national experience preparing CAP for
States,Counties, and Cities.
Page 2 `4j
CARMHL,INDIANA-PROPOSAL FOR THE PREPARATION OF THE COST ALLOCATION PLAN
Section 9: Fees and Expenses
Proposed Fee—non Cost Allocation Plan: $7,950.00
One-lime, Pilot Project Discount of 50%: <3,975.00>
Discounted Professional Fee: $3,975.00
This fee is inclusive of all services to be performed.
Section so: Closing
It is a privilege to submit this proposal to the City of Cannel to provide for the preparation of the
cost allocation plan. The comprehensive approach outlined above will optimize recoveries to the
General Fund,meet and exceed industry guidelines and substantially enhance the reliability and
defense of the Cost Allocation Plan.
If this proposal meets with your approval,please have the appropriate City official sign in the
acceptance section and return one signed copy.
Respectfully submitted,
Charles F.Malinowsld
President
4
Page 3 )4�
CARMEL,INDIANA—PROPOSAL FOR TEE PREPARATION OF THE COST ALLOCATION PLAN
ACCEPTANCE
This agreement is between the City of Carmel and Malinowski Consulting, Inc. (Malcon)
to provide the preparation of the City-Wide Cost Allocation Plan(CAP)for the Year Ended
December 31,2012.
The professional fees shall be as follows:
Proposed Fee—2012 Cost Allocation Plan: $7,950.00
One-Time, Pilot Project Discount of 50%: <3,975.00>
Discounted Professional Fee: $3,975.00
This agreement shall be in effect from the date of signature,entered below,until either party
wishes to change the scope of the services or the professional fee. Either party may terminate
the agreement with a thirty-day(3o)written notice.
This fee is inclusive of all services to be performed.
An invoice will be submitted to the City after acceptance of the CAP by the Mayor and is payable
within 45 days.
The following signatures will be considered as evidence of the acceptance of the above-described
terms.
Acceptance by the City of Cannel,Indiana
By
Name:
Title:
Date of Signature:
Attest
Name:
Title:
For Malinowsld • ,ting, Inc.
By: .40
Name: Charles F.Malinowsld 0(7 "rem °"3
Title: President
tf
Page 4
RESOLUTION NO.BPW-02-20-13-06
RESOLUTION OF THE CITY OF CARMEL BOARD OF PUBLIC WORKS AND SAFETY
ACKNOWLEDGING RECEIPT OF CONTRACT
WHEREAS, pursuant to Indiana Code 36-1-4-7, the City of Carmel, Indiana ("City"), is authorized to
enter into contracts; and
WHEREAS, pursuant to Indiana Code 36-4-5-3, the City's mayor shall sign all contracts of the City; and
WHEREAS, pursuant to his authority under Indiana law, the City's mayor, the Honorable James C.
Brainard, has signed the City contract attached hereto as Exhibit A(the "Contract"); and
WHEREAS, Mayor Brainard now wishes to present the contract to the City's Board of Public Works and
Safety for it to be publicly acknowledged, filed in the Clerk-Treasurer's Office, and made available to the public for
review.
NOW, THEREFORE, BE IT RESOLVED by the City of Carmel Board of Public Works and Safety as
follows:
1. The foregoing Recitals are incorporated herein by this reference.
2. The receipt of the Contract is hereby acknowledged.
3. The Contract shall be promptly filed in the office of the Clerk-Treasurer and thereafter made available to
the public for review. '1
SO RESOLVED this c O day of 1:1"G�Q , 2013.
2013.
CITY OF CARMEL, INDIANA `
By and through its Board of Public Works and Safety
BY:
James' rainard, Presiding Officer
A ATA,„• / . „
a Ann C urke, Menge
Date: L,l )01 3
Lori S. Watso , e ber
Date: �1 pii
ATTEST:
ana Cordray, IMC Air lerk- reasurer
Date: off— o//-3
ZAE Bass'My Documents\BPW-Resolutions120131AcknovAedge MALINOWSKI PSA 2-12-13 BPW 02-20-13-06.doCX2/12/2013159 PM