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AGENDA REVIEW SESSION JULY 2 2013 '102
<br />The Agenda Review Session and Claims Review Session of the Board of Public Works was
<br />convened at 8:32 a.m. on Thursday, July 2, 2013, by Board President Gary A. Gilot, with Board
<br />Members David P. Relos, Kathryn E. Roos, Michael C. Mecham and Mark W. Neal present.
<br />Also present was Board Attorney Cheryl Greene. Board of Public Works Clerk, Linda M.
<br />Martin, presented the Board with a proposed agenda of items presented by the public and by City
<br />staff.
<br />ADDITION TO AND REMOVAL OF AGENDA ITEMS
<br />Mr. Gilot noted the removal of a Request to Advertise for the Parking Garages Membrane Sealer
<br />and Joint Replacement, Project No. 113-025, and the addition of Claims to this Agenda
<br />Review/Claims Review Session.
<br />APPROVAL OF AMENDMENT TO THE ADDENDUM TO THE MASTER AGENCY
<br />AGREEMENT — REDEVELOPMENT COMMISSION (SBCDA)
<br />Mr. Gilot stated that the Board is in receipt of an Amendment to the Addendum to the Master
<br />Agency Agreement between the City of South Bend and the Redevelopment Commission for
<br />Studebaker Plaza, Citizen's Bank and Trust Building, Project No. 113-007, to increase funding
<br />in the amount of $28,000.00 for the project. Mr. Relos stated the low bid for the project came in
<br />at $318,095.52, which was $28,000,00 over the budget. He noted Community Investment went
<br />back to the Redevelopment Commission to request additional funds, which were approved.
<br />Therefore, upon a motion made by Mr. Mecham, seconded by Ms. Roos and carried, the
<br />Amendment to the Agreement was approved.
<br />AWARD BID AND APPROVE CONTRACT — STUDEBAKER PLAZA — CITIZEN'S BANK
<br />AND TRUST BUILDING - PROJECT NO. l 13,-007 (SB_CDA)
<br />Mr. Jitin Kain, Community Investment, advised the Board that on June 25, 2013, bids were
<br />received and opened for the above referenced project. After reviewing those bids, Mr. Kain
<br />recommended that the Board award the contract to the lowest responsive and responsible bidder
<br />Majority Builders, Inc., 62900 US 31 South, South Bend, Indiana 46614, in the amount of
<br />$318,095.52, which is the Base Bid pus Alternates Nos. 1 and 2. Mr. Gilot noted that Mr. Carl
<br />Littrell, Engineering, had reviewed and tabulated the unit prices bid and found errors in several
<br />of the bid's extended bid amounts. He noted the amount being awarded is based on the corrected
<br />base bid plus the deduction of the alternates, and that Majority has confirmed the corrected total
<br />amount on their bid sheet. Mr. Gilot requested that Mr. Littrell's bid tabulation be included in the
<br />Board's record. Therefore, Mr. Mecham made a motion that the recommendation be accepted
<br />and the bid be awarded and the contract approved as outlined above. Ms. Roos seconded the
<br />motion, which carried.
<br />TABLE BID AWARD — LEIGHTON PARKING GARAGE RELIGHTING — PROJECT NO.
<br />113-013 CENTRAL MEDICAL TIF
<br />Mr. Dave Relos, Community Investment, advised the Board that the funding source, Medical
<br />TIF, showing on the agenda was not correct. The Board agreed to table the item until Mr.
<br />Jonathon Burke, Energy Department, could correct the funding source. Therefore, Ms. Roos
<br />made a motion that the bid award be tabled until confirmation of the correct funding source. Mr.
<br />Mecham seconded the motion, which carried.
<br />AWARD BID AND APPROVE CONTRACT — MEMORIAL PARKING PHASE 3B —
<br />PROJECT NO. 113-015 (MEDICAL TIF)
<br />Mr. David Relos, Community Investment, advised the Board that on June 25, 2013, bids were
<br />received and opened for the above referenced project. After reviewing those bids, Mr. Relos
<br />recommended that the Board award the contract to the lowest responsive and responsible bidder,
<br />Rieth-Riley Construction Co., Inc., PO Box 1775, 25200 SR 23, South Bend, Indiana 46614, in
<br />the amount of $980,564.50, which is the Base Bid plus Alternate 1. Therefore, Ms. Roos made a
<br />motion that the recommendation be accepted and the bid be awarded and the contract approved
<br />as outlined above. Mr. Gilot seconded the motion, which carried.
<br />APPROVE CLAIMS
<br />Mr. Neal stated that a request to pay the following claims in the amounts indicated has been
<br />received by the Board; each claim is fully supported by an invoice; the person receiving the
<br />goods or services has approved the claims; and the claims have been filed with the City Fiscal
<br />Officer and certified for accuracy.
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