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AGENDA REVIEW SESSION SEPTEMBER 20, 2012 299
<br />Upon a motion made by Ms. Roos, seconded by Mr. Neal and carried, the above bids were
<br />referred to Engineering and Community and Economic Development for review and
<br />recommendation. After reviewing those bids, Mr. Henthorn, Engineering, recommended that the
<br />Board award the contract to the lowest responsive and responsible bidder C &E Excavating, Inc.,
<br />in the amount of $132,416.85, which is the Base Bid plus Alternate A. Therefore, Mr. Neal made
<br />a motion that the recommendation be accepted and the bid be awarded and the contract approved
<br />as outlined above. Mr. Mecham seconded the motion, which carried.
<br />Board members discussed the following items from the agenda.
<br />- Addendum to the Master Agency Agreement
<br />Mr. Bill Schalliol, Community and Economic Development, stated this Addendum is for
<br />Curb and Sidewalk services to repair cracked and broken sidewalks and curbs along two
<br />blocks on Michigan and Wayne Streets where a new restaurant is locating and one
<br />currently exists.
<br />- Addendum to the Master Agency Agreement and Professional Services Contract
<br />Mr, Bill Schalliol, Community and Economic Development, stated this addendum, and
<br />the contract with DLZ Indiana, LLC are for the Ireland Road and Miami Street
<br />intersection to allow for the State to put new traffic signals in the right -of -way and for
<br />sidewalk and intersection improvements.
<br />- Special Purchase — Command Fire Apparatus
<br />Fire Chief Steve Cox stated the Fire Department has been looking for a replacement fire
<br />truck for a while, and they found the costs average $500,000.00. They now found a used
<br />1996 Pierce truck in New York for approximately $89,000.00 and are intending to send a
<br />mechanic out to inspect it. He stated it is a good fit and similar to existing Fire trucks. He
<br />noted the owners got new trucks through a grant and are getting rid of these older models
<br />because they don't need them. Ms. Roos asked if there would be additional costs
<br />involved in adapting it for use in South Bend, or delivery costs. Mr. Hudak, Equipment
<br />Services, stated they would not need to paint or recondition it, there would be only minor
<br />costs for lettering and fittings, but they would all be done in- house, and they will be
<br />driving it back themselves. Ms. Greene requested that Chief Cox prepare a memo
<br />detailing the cost savings. Chief Cox noted that Command Fire Apparatus purchased two
<br />of the trucks at the same time and has already sold the other one. The Fire Department
<br />contacted the buyer and they are very happy with it.
<br />- Award Bid — Custom Top Mount Pumpers
<br />Mr. Jeff Hudak, Equipment Services, stated there were several exceptions in this bid that
<br />the low bidder could not meet. He noted that although they looked like small additions, to
<br />the Fire Department, they were critical additions, related to air bags, security system, and
<br />fuel tank size and material.
<br />- Easement and Right -of -Way — Indiana Electric Power Company
<br />Mr. Jacob Klosinski, Environmental Services, stated that this agreement is for AEP to
<br />move some power lines to allow for widening of pavement in the parking lot at the
<br />Organic Resources Facility. Ms. Greene asked if the City was paying the cost of
<br />relocating the lines. Mr. Klosinski stated they were responsible for paying the cost. Ms.
<br />Greene stated he needed to have a separate agreement on the agenda for the relocating of
<br />the lines, noting this agreement was only to allow them an easement to place the poles on.
<br />Ms. Roos requested that be added to the agenda for Tuesday's meeting.
<br />- Donation — Feed the Children
<br />Ms. Greene informed the Board members that as a matter of course, it is our normal
<br />procedure to give free compost to anyone. She stated there really is no need for this
<br />agreement. Mr. Klosinski stated it is free if they load it, but if the City loads it, there is a
<br />small cost involved. In this case, he noted, the City is loading it for free. Ms. Greene
<br />stated there should be an agreement then and the agreement should recognize the cost is
<br />being waived.
<br />- Resolution No. 28 -2012
<br />Attorney Larry Meteiver stated Attorney Andrea Beachkofsky is asking the Board to
<br />extend a ninety (90) day moratorium approved by the Board on May 29, 2012, on the
<br />towing list Resolution No. 87 -2011, A Resolution Amending Contracts for Emergency
<br />Towing from the Public Right-of-Way, Section 8 (a -d), for the purposes of allowing more
<br />time for data collection for re- writing the Resolution. He explained the data has been
<br />collected and now revisions to the Resolution need to be drafted.
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