03/13/12 Board of Public Works Minutes

Home Browse Search

PUBLIC AGENDA SESSION MARCH 8, 2012 76 RATIFY AWARD QUOTATION — RIVER PARK ALLEY IMPROVEMENTS — PROJECT NO. 11 -058 Mr. Gilot advised the Board that on August 8, 2011, quotations were received and opened for the above referenced project. It has come to the attention of the Board that the quotation was not awarded previously, but the work has been completed and paid for. After reviewing those quotations, Ms. Greene stated she was unaware of the situation and would like to have time to review the documentation before the item is acted on. Therefore, Mr. Gilot made a recommendation that the item be tabled to a later meeting. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — LASALLE SCHOOL AREA SEWER SEPARATION — PROJECT NO. 107 -042 (2011 SEWER BOND) In a memorandum to the Board, Mr. John Engstrom, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Also presented at this time for approval and execution was the Title Sheet. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above request to advertise was approved, and the Title Sheet was approved and signed. APPROVAL OF AGREEMENT — AEP — TRIANGLE NEIGHBORHOOD POLES Mr. Gilot stated the Board is in receipt of an agreement with AEP for the Triangle Neighborhood project to move electrical poles prior to construction. The agreement was made previously between Notre Dame, the City and AEP for a route, but that agreement was put off long enough to go into the New Year. Also during that period, AEP started surveying and found the high voltage lines would run too close to the remaining residential houses. A new route for those poles was made and this agreement reflects that change and the amount of $225,495.00 for the City to pay AEP to move them. The City would not be responsible for the relocation or any property acquisition during this process. The agreement needs to be in place prior to the new poles being ordered. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Agreement was approved. APPROVAL OF PROCESSION PERMIT --- BIKE THE BEND Mr. Gilot stated the Board is in receipt of an application for a procession from the Louis Addicott - and Georgina Joshi Foundation, 215 South Hawthorne Drive, South Bend, Indiana 46617, for their Bike the Bend event scheduled for May 20, 2012. This is the third year for the event that utilizes City streets and bikeways. During previous meetings with the sponsors and Notre Dame, it was discovered that the event is scheduled for the same day as Notre Dame's commencement. Comments from the review from Traffic & Lighting, the Fire Department, Engineering and the Police Department showed concerns regarding their choice of days because of the commencement exercises. Should the speaker be a nationally recognized speaker, there may be issues with the Secret Service or other Federal entities. There was further concern regarding the use of Police and Traffic & Lighting resources being too thin to handle the amount of attendees to both events. Mr. Gilot stated that Notre Dame Football games draw nearly 85,000 people and commencement usually only draws about 25,000 people. Even if Bike the Bend brings in 5,000 participants, there should be enough City resources to go around. He further stated he would like to work it out in the future so that Bike the Bend is on a different weekend than the commencement. Ms. Greene stated the Board applied the same rules to this event that are applied to all other events. This event was reviewed before being presented to the Board the same as any other event. In no way was Bike the Bend singled out for negative feedback. Therefore, Mr. Gilot made a motion to approve Bike the Bend pursuant to Notre Dame naming their commencement speaker and advanced coordination of both events. Mr. Inks seconded the motion, which carried. Board members discussed the following item(s) from that list. - Professional Services Addendum — Wightman Petrie Mr. Jacob Klosinski, Environmental Services, stated the above addendum will hopefully resolve issues with Organic Resource's traffic pattern. There have been some accidents between large trucks and small cars because of the way the site is designed. Phase 11 of the project does not affect the original contract amount. However, Phase III involves an increase.