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AGENDA REVIEW SESSION AUGUST 8 2013 229 <br />The Agenda Review Session of the Board of Public Works was convened at 10:34 a.m. on <br />Thursday, August 8, 2013, by Board President Mr. Gary A. Gilot, with Board Members David P. <br />Relos, Michael C. Mecham and Mark W. Neal present. Board Member Kathryn E. Roos was not <br />present. Also present was Board Attorney Cheryl Greene. Ms. Jennifer L. Corle, Engineering, <br />presented the Board with a proposed agenda of items presented by the public and by City Staff. <br />ADDITIONS TO THE AGENDA: <br />Mr. Gilot stated there were four additions to the Agenda: a non - residential Block Party request, a <br />contract, a change order and a Deed of Dedication. <br />AWARD BID CORRECTION AND APPROVE CONTRACT — SOUTH BEND FIRE <br />DEPARTMENT TRAINING FACILITY — PROJECT NO. I I I -017 EMS CAPITAL <br />Mr. Toy Villa, Engineering, advised the Board that on July 23, 2013, the above bid was awarded <br />to Ziolkowski Construction, Inc., 4050 Ralph Jones Drive, South Bend, Indiana 46628, in the <br />amount of $2,625,200.25. After reviewing those bids, it was noted there was a mathematical <br />error in Ziolkowski tabulation in the amount of $200.00; however, this error did not affect the <br />order of the most responsible, responsive bid. Mr. Villa recommended the previous award be <br />corrected and a new Contract signed. Therefore, Mr. Mecham made a motion that the <br />recommendation be accepted, the bid be re- awarded and the Contract approved as outlined <br />above. Mr. Neal seconded the motion, which carried. <br />APPROVAL OF PERMITS /LICENSES <br />The following street closures and processions were presented for approval: <br />Applicant <br />Description <br />Date /Time <br />Location <br />Motion <br />Regan McGann <br />Block Party — <br />August 10, <br />St. Joseph Street from <br />Carried <br />Mr. <br />Residential — <br />2013; 10 :00 <br />Monroe Street to South <br />Reios/Mr. <br />St. St. Joseph <br />a.m. to 5:00 <br />Street <br />Neal <br />Street Block <br />p.m. <br />Party <br />Berean Seventh <br />Block Party — <br />August 11, <br />Taylor Street from <br />Mr. <br />Day Adventist <br />Non - <br />2013; 12:00 <br />LaSalle Avenue to <br />Mecham/Mr. <br />Church <br />Residential — <br />p.m. to 5:00 <br />Colfax Avenue <br />Neal <br />Back to School <br />p.m. <br />Backpack <br />Supplies <br />Giveaway. <br />Board members discussed the following item(s) from that list. <br />- Contracts — CDBG Funded <br />Ms. Lory Timmer, Community Investment, stated there are seven contracts funded by CDBG <br />which are based on contracts approved in previous years. These contracts are to be approved <br />subject to the approval of HUD, which will take about three weeks. <br />- Memorandum of Understanding — Urban Enterprise Association <br />Ms. Pamela Meyer, Community Investment, stated the Memorandum of Understanding with the <br />Urban Enterprise Association is for donations made by the public for the demolitions of vacant <br />and abandoned houses_ The donations will be placed in a reserve to be used when needed. It is <br />for private donations, not grant money. Ms. Greene stated they need to look at how to set up the <br />donation fund based on the 5010 status and to do it correctly, not necessarily what was done in <br />the past and the Memorandum will need to be set into a formal agreement. <br />- Change Order — Curb and Sidewalk — Project No. 113 -011C <br />Mr. Paul South, Streets, stated this change order is for additional work to., the existing quotation. <br />The Board passed a resolution adding not -for -profit organizations to the to 'lhe curb and sidewalk <br />program; however, the Street Department does not have a way to perform`the sidewalk work at <br />this time but they do have a quote award for curb work. This change order will address that. Mr. <br />Gilot stated that a change in scope would need to be addressed through a new quotation for that <br />