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HomeMy WebLinkAbout04/25/2005 Board of Public Works Minutes0125 LIC AGENDA SESSION APRIL 21, 2005 The Public Agenda Session of the Board of Public Works was convened at 9:06 a.m. on Thursday, April 21, 2005, by Board President, Gary A. Gilot, with Mr. Carl P. Littrell and Mr. Donald E. Inks present. Also present was board Attorney Thomas Bodnar. Board of Public Works Clerk Angela Jacob presented the Board with a proposed agenda of items presented by the public and by City Staff. AGENDA ITEMS ADDED The following items were added to the agenda: - Request to Advertise — Bartlett Street - Invoke Emergency Powers OPENING OF QUOTATIONS — DISPOSAL OF CONTAMINATED NON- HAZARDOUS SOIL AT SOUTH BEND STAMPING PLANT SITE — PROJECT NO. 105-047 (COIT) This was the date set for receiving and opening of sealed quotations for the above referred to project. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri-County News, which were found to be sufficient. The following quotations were opened and publicly read: KLINK TRUCKING, INC. 24255 State Road 23 South Bend, Indiana 46614 Quotation was signed by: Mr. Sean Watt QUOTATION: $6,3785.00 WASTE MANAGEMENT 15505 Shively Road Wyatt, Indiana 46595 Quotation was signed by: Mr. Kevin Perkins QUOTATION: $10,312.50 R&R EXCAVATING 2010 Went Avenue Mishawaka, Indiana 46545 Quotation was signed by: Mr. William Loudin QUOTATION: $6,562.50 Upon a motion made by Mr. Littrell, seconded by Mr. Inks, and carried, the above quotations were referred to the Division of Engineering for review and recommendation. INVOKE EMERGENCY POWERS Mr. Jason Durr, Engineering, stated an emergency repair is required for a twelve (12) inch clay sewer on Beale Street and a twenty (20) inch clay sewer on Sherman Avenue. Quotations are due to Mr. Jason Durr on April 29, 2005, and will be opened and awarded at that time. The award will be ratified at the following Board of Public Works meeting. Board members discussed the following item(s) from that list. - Agreement — Community Forums Facilitation and Land Use Plan for "City Plan" — Edwards & Kelcey Mr. Larry Magliozzi, Community and Economic Development, stated that several companies were interviewed for this project. The Agreement covers community forum facilitation for the "City Plan". - Resolution No. 30-2005 — Annexation Area (Jo Ann Nucci Annexation Area) Mr. Larry Magliozzi, Community and Economic Development, stated this is a voluntary annexation on the east side of Portage Road, near Hurwich Farms. The 0 .L 2.v PUBLIC AGENDA SESSION APRIL 21, 2005 annexation meets all the requirements, and Police/Fire/Public Works services are available to the area. - Resolution No. 31-2005 — Annexation Area (Mark Halasz) Mr. Larry Magliozzi, Community and Economic Development, stated this is a voluntary annexation of a ten (10) acre site on the south side of the City, for the Lafayette Falls expansion, including seventeen (17) lots off Kern Road. - Extension of Bid Award — Vacant Lot Mowing/Maintenance — Code Enforcement Ms. Catherine Brucker, Code Enforcement, stated Infolink, Inc., has offered the same bid price ($24.00/per mow) from 2003, and they would like to continue this contract at 2003 prices in 2005. - Award Proposal — CSO Monitoring Program — Project No. 105-045 Mr. Patrick Henthorn, Environmental Services, presented the Board with a bid tabulation, depicting the proposals submitted. Mr. Henthorn rated each bidder, and recommended the Board award this service to the second highest bidder. His recommendation was based on each bidder meeting specifications, experience,, references and costs. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — EAST WASHINGTON STREETSCAPE IMPROVEMENTS — NILES TO HILL/TITLE SHEET — PROJECT NO. 104-046 (SBCDA BOND) In a memorandum to the Board, Mr. Jason Durr, Engineering, requested permission to advertise for the receipt of bids for the above referred project. In addition, the Title Sheet for this project was submitted for approval. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks, the request to advertise for the receipt of bids and the Title Sheet were approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — MISHAWAKA AVENUE STREETSCAPE IMPROVEMENTS — 25TH TO 29TH STREET/TITLE SHEET — PROJECT NO. 105-025 (COIT) In a memorandum to the Board, Mr. Jason Durr, Engineering, requested permission to advertise for the receipt of bids for the above referred to project. In addition, the Title Sheet for this project was submitted for approval. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks, the request to advertise for the receipt of bids and the Title Sheet were approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — MEMORIAL DRIVE AND BARTLETT STREET ROADWAY CONSTRUCTION — PROJECT NO. 105-074 In a memorandum to the Board, Mr. Jason Durr, Engineering, requested permission to advertise for the receipt of bids for the above referred to project. In addition, the Title Sheet for this project was submitted for approval. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks, the request to advertise for the receipt of bids and the Title Sheet were approved. APPROVE CHANGE ORDER — BENDIX AND LINCOLNWAY INTERSECTION IMPROVEMENTS — KANKAKEE VALLEY CONSTRUCTION — PROJECT NO. 100- 032 (LRSA) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of Kankakee Valley Construction, Post Office Box 1471, LaPorte, Indiana, indicating that the Contract amount be increased $11,071.12 for a new Contract sum including this Change Order in the amount of $361,071.12. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell, and carried, the Change order was approved. The Clerk was instructed to post the agenda and notify the media and other persons who have requested notice of the meeting agenda. No other business came before the Board. The meeting adjourned at 10:25 a.m. 0128 L 1 PUBLIC AGENDA SESSION EST: LQA— Angela K: acob, Cler REGULAR MEETING APRIL 21, 2005 BOARD OF PUBLIC WORKS Gary A. Gilot, President V•1�-14 Carl P. Littrell, Member aG Donald E. Inks, Member APRIL 25, 2005 The regular meeting of the Board .of Public Works was convened at 9:33 a.m. on Monday, April 25, 2005, by Board President Gary A. Gilot, with Carl P. Littrell and Mr. Donald E. Inks Present. Also present was Board Attorney Thomas Bodnar. ADD AGENDA ITEM Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following item was added to the agenda: Title Sheet — Memorial Drive & Bartlett Street Construction —Project No. 103-074 APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Littrell, seconded by Mr. Inks, and carried, the minutes of the public agenda session and the regular meeting of the Board held on April 7 and April 11, 2005, were approved. OPENING OF BIDS — 2005 CONCRETE PAVEMENT REPAIRS — PROJECT NO. 105-033 (LRSA) This was the date set for receiving and opening of sealed bids for the above referred to project. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri-County News, which were found to be sufficient. The following bids were opened and publicly read: BROOKS CONSTRUCTION COMPANY, INC. 625 Beiger Street Mishawaka, Indiana 46544 Bid was signed by: Mr. William Stevens Non -Collusion Affidavit was in order Non -Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $239,714.00 RIETH-RILEY CONSTRUCTION COMPANY, INC. 25200 State Road 23 Post Office Box 1775 South Bend, Indiana 46634 01'29 REGULAR MEETING Bid was signed by: Mr. Todd Kulczar Non -Collusion Affidavit was in order Non -Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $238,382.75 APRIL 25, 2005 KANKAKEE VALLEY CONSTRUCTION COMPANY, INC. Post Office Box 1471 LaPorte, Indiana 46352 Bid was signed by: Mr. Robert Nelson Non -Collusion Affidavit was in order Non -Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $205,754.00 PHEND & BROWN, INC. Post Office Box 150 Milford, Indiana 46542 Bid was signed by: Mr. Daniel Brown Non -Collusion Affidavit was in order Non -Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $334,680.00 WALSH & KELLY, INC. 24358 State Road 23 South Bend, Indiana 46614 Bid was signed by: Mr. Kevin Kelly Non -Collusion Affidavit was in order Non -Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $264,330.50 SELGE CONSTRUCTION COMPANY INC. 2833 South 11 Street Niles, Michigan 49120 Bid was signed by: Mr. John Szuba Non -Collusion Affidavit was in order Non -Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $267,004.00 Upon a motion made by Mr. Littrell, seconded by Mr. Inks, and carried, the above bids were referred to the Division of Engineering for review and recommendation. OPENING OF BIDS - One (1) More or Less, 2005 3/4 Ton Two Wheel Drive Pickup Truck — Code Enforcement - Two (2) More or Less, 2005 3/4 Ton Four Wheel Drive Pickup Truck — T&L/Organic Resources REGULAR MEETING APRIL 25, 2005 0130 it - Three (3) More or Less, 2005 Full Size One Ton Extended Cargo Van — Code Enforcement - One (1) More or Less, 2005 Full Size One Ton Cargo Van - WWTP - One (1) More or Less, Four Door 4X4 Utility Vehicle — Park Department - One (1) More or Less, Heavy Duty 16,500 Lb. GVWR Chassis — Street Department This was the date set for receiving and opening of sealed bids for the above referred to vehicles. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri-County News, which were found to be sufficient. The following bids were opened and publicly read: JORDAN FORD 609 East Jefferson Boulevard Mishawaka, Indiana 46545 Bid was signed by: Mr. Geoff Kelleher Non -Collusion Affidavit was in order Non -Discrimination commitment form was completed It was noted that Jordan Ford's Bid Bond was 1.1 % deficient. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the irregularity was waived. IC 13 NO. BID UNIT UNIT PRICE 1 Two (2) 2006 3/4 Ton Four Wheel Drive Pickup 2006 Ford $20,169.00 Truck F250 Option 1 - Front -Mounted Plow $3,300.00 Option 2 — Sprayed in Bed Liner $350.00 2 One (1) More or Less, 2005 3/4 Ton Two Wheel 2006 Ford $17,545.00 Drive Pickup Truck F250 Option 1 — Sprayed in Bed Liner $350.00 3 One (1) More or Less, 2005 or Newer 3/4 Ton 2006 Ford $25,504.00 Extended Cab Four Wheel Drive Pickup Truck F250 4x4 S/C Option 1 - Front -Mounted Plow $3,300.00 Option 2 — Sprayed in Bed Liner $350.00 4 One (1) More or Less, Heavy Duty 16,500 Lb. 2006 Ford $28,777.00 GVWR F550 5 One (1) More or Less, Four Door 4X4 Utility 2005 Ford $21,799.00 Vehicle Explorer Trade In 1998 -$4,500.00 Chevy Blazer 6 2005 Full Sized One Ton Extended Cargo Van 2006 Ford $18,066.00 E350 7 Three (3) 2005 Full Sized One Ton Extended 2006 Ford $24,491.00 Cargo Van E350 Option 1 — Sliding Door and Rear Panel Doors Included GATES CHEVY WORLD 401 South Lafayette Boulevard South Bend, Indiana 46634 Bid was signed by: Mr, Dave Holland Non -Collusion Affidavit was in order Non -Discrimination commitment form was completed Ten percent (10%) Bid Bond was submitted on NO. BID I UNIT UNIT PRICE 1 I Two (2) 2006 % Ton Four Wheel Drive Pickup 1 2005 $19,126.00 U31 REGULAR MEETING APRIL 25, 2005 Truck Chevrolet Option 1 - Front -Mounted Plow $3,126.00 Option 2 — Sprayed in Bed Liner $300.00 2 One (1) More or Less, 2005 1/4 Ton Two Wheel Drive Pickup Truck 2005 Chevrolet $16,868.00 Option 1 — Sprayed in Bed Liner $300.00 3 One (1) More or Less, 2005 or Newer 1/4 Ton Extended Cab Four Wheel Drive Pickup Truck 2005 Chevrolet* $21,063.00 Option 1 - Front -Mounted Plow $3,685.00 Option 2 — Sprayed in Bed Liner $300.00 * Push Button Transfer Case Not Available 4 One (1) More or Less, Heavy Duty 16,500 Lb. GVWR 2006 Chevrolet C4500 $31,045.00 5 One (1) More or Less, Four Door 4X4 Utility Vehicle 2005 Chevrolet Trailblazer $32,028.00 Trade In 1998 Chevy Blazer -$4,000.00 6 2005 Full Sized One Ton Extended Cargo Van No Bid 7 2005 Full Sized One Ton Cargo Van 2005 Chevrolet $17,787.00 Upon a motion made by Mr. Littrell; seconded by Mr. Inks, and carried, the above bids were referred to Central Services for review and recommendation. AWARD_ QUOTE — DISPOSAL OF CONTAMINATED, NON -HAZARDOUS SOIL AT SOUTH BEND STAMPING PLANT SITE — PROJECT NO. 105-047 (COIT) Mr. Jason Durr, Engineering, advised the Board that on April 21, 2005, quotations were received and opened for the above referred to project. After reviewing those quotations, Mr. Durr recommends that the Board award the contract to the lowest responsive and responsible quote from Klink Trucking, Inc., 24255 State Road 23, South Bend, Indiana, in the amount of $6,375.00. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Littrell seconded the motion, which carried. AWARD BID — DUNHAM STREET MODEL BLOCK — PROJECT NO. 105-019 CDBG Mr. Jason Durr, Engineering, advised the Board that on April 11, 2005, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Durr recommends that the Board award the Contract to the lowest responsive and responsible bidder, Rieth Riley Construction, 25200 State Road 23, South Bend, Indiana, in the amount of $79,997.00. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Littrell seconded the motion, which carried. AWARD BID — KENMORE STREET MODEL BLOCK — PROJECT NO. 105-018 C( DBG) Mr. Jason Durr, Engineering, advised the Board that on April 11, 2005, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Durr recommends that the Board award the Contract to the lowest responsive and responsible bidder, Walsh & Kelly, Inc., South Bend, Indiana, in the amount of $146,160.50 with an alternate of $21,727.25. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Littrell seconded the motion, which carried. AWARD QUOTATION - COUNTY CITY BUILDING 12 FLOOR FURNITURE — PROJECT NO. 105-048A (GENERAL FUND) Mr. Toy Villa, Engineering, advised the Board that one quotation was received and opened for the above referred to project. After reviewing the quotation, Mr. Villa recommends that the Board award the Contract to the lowest responsive and responsible bidder, Office Interiors, 1415 University Drive, Granger, Indiana, in the amount of $10,057.43. Therefore, Mr. Gilot made a motion that the recommendation be approved, subject to approval of the Mayor. Mr. Inks seconded the motion, which carried. 1 REGULAR MEETING APRIL 25, 2005 �J_32 AWARD QUOTATION — COUNTY CITY BUILDING 121h and 13th FLOOR CONSTRUCTION (ACCORDION DORR FOR ECONOMIC DEVELOPMENT/ENGINEERING FRONT DESK AND SECURITY WALL) PROJECT NO. 105-048B (GENERAL FUND) - Mr. Toy Villa, Engineering, advised the Board that one quotation was received and opened for the above referred to project. After reviewing the quotation, Mr. Villa recommends that the Board award the Contract to the lowest responsive and responsible bidder, Kaser Spraker Construction, 25487 West State Road 2, South Bend, Indiana, in the amount of $8,638.00. Therefore, Mr. Gilot made a motion that the recommendation be approved, subject to approval of the Mayor. Mr. Inks seconded the motion, which carried. AWARD QUOTATION — COUNTY CITY BUILDING 12THE AND 13TH FLOOR CARPETING - PROJECT NO. 105-048C (GENERAL FUND) Mr. Toy Villa, Engineering, advised the Board that one quotation was received and opened for the above referred to project. After reviewing the quotation, Mr. Villa recommends that the Board award the Contract to the lowest responsive and responsible bidder, Midwest Tile and Interiors, 1805 North Cedar Street, Mishawaka, Indiana, in the amount of $33,412.00. Therefore, Mr. Gilot made a motion that the recommendation be approved, subject to approval of the Mayor. Mr. Inks seconded the motion, which carried. AWARD PROPOSAL — CSO MONITORING PROJECT — PROJECT NO. 105-045 (SEWAGE WORKS) Mr. Patrick Henthorn, Environmental Services , advised the board that one proposal was received and opened for the above referred to project. After reviewing the proposals, Mr. Henthorn recommends that the Board award the contract to the lowest responsive and responsible bidder, Gripp Field Services, in the amount of $146,399.00 plus $4,700.00 in labor costs. Mr. Henthorn rated each bidder, and recommended the Board award this service to the second highest bidder. His recommendation was based on each bidder meeting specifications, experience, references and costs. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the proposal be awarded as outlined above. Mr. Inks seconded the motion, which carried. AWARD BIDS — SALE OF ABANDONED VEHICLES Mr. Gary Libbey, Code Enforcement, advised the board that on April 11, 2005, bids were received and opened for the above referred to vehicles. After reviewing those bids, Mr. Libbey recommends that the Board award the contract to the highest bidders as follows: PAUL BARDAN D/B/A BADLAND PICK-UP & VAN ACC 66547 State Road 331 Wyatt, Indiana 46555 No. Make of Vehicle Year Bid 1967 1 WHITE CADILLAC COUPE $326.00 Total $326.00 STEVE & GENES 3109 Gertrude Street South Bend, Indiana 46614 No. Make of Vehicle Year Bid 4 RED PONTIAC 6000 1991 $65.00 5 BLUE/SILVER CHEVROLET BLAZER 1991 $101.00 Total $166.00 REGULAR MEETING APRIL 25, 2005 STEVE HUBLER 2404 Western Avenue South Bend, Indiana 46619 No. Make of Vehicle Year Bid 2 BLACK DODGE RAM TRUCK 1989 $138.45 6 GOLD NISSAN PULSAR 1987 $59.65 10 j RED TOYOTA PASSEO 1978 $104.85 13 GOLD BUICK PARK AVENUE 1987 $187.85 15 GRAY OLDSMOBILE CUTLASS 1986 $235.29 Total $726.09 RON NORBERG 61387 Timberlane Drive Jones, Michigan 49061 No. Make of Vehicle Year Bid 9 GREEN GEO METRO 1994 $151.00 Total $151.00 I.A.P. 3300 South Main Street South Bend, Indiana 46613 No. Make of Vehicle Year Bid 3 GREEN PONTIAC TRANSPORT 1994 $210.60 7 GOLD SATURN 4 DOOR 1998 $306.60 8 PURPLE FORD TAURUS 1991 $76.60 14 GREEN DODGE STRATUS 1997 $310.60 Total $1904.40 JOE CLEMONS 8169 North Oak Avenue Walkerton, Indiana 46574 No. Make of Vehicle Year Bid 11 RED DODGE SHADOW 1991 $71.00 12 BLACK FORD RANGER 1987 $137.50 Total $208.50 Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bids be awarded as outlined above. Mr. Inks seconded the motion, which carried. APPROVAL OF EXTENSION OF BID AWARD — VACANT LOT MOWING AND MAINTENANCE FOR CODE ENFORCEMENT—1NFOLINK. INC. Ms. Catherine Brucker, Code Enforcement, stated Mr. Chuck Wawrzyniak, Infolink, Inc., 1657 Commerce Drive, South Bend, Indiana, would honor the 2003 bid award of vacant lot mowing and maintenance of approximately 160 vacant City -owned lots at $24.00 per lot. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Extension of the Bid award was approved. 1 1 1 REGULAR MEETING APRIL 25, 2005 1 APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — 2005 STREET MATERIALS — PROJECT NO. 105-042 (LRSA) In a memorandum to the Board, Mr. Jason Durr, Engineering, requested permission to advertise for the receipt of bids for the above referred to project. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks, the above request was approved. APPROVAL OF REQUEST FOR SOLICITATION_ OF PROPOSALS — COLLECTION OF PAST DUE AMBULANCE ACCOUNTS FOR 2005 — SOUTH BEND FIRE DEPARTMENT In a memorandum to the Board, Assistant Fire Chief Rick Switalski, requested permission to advertise for proposals for the above referred to project. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell, the above request was approved. APPROVE CHANGE ORDER — RIVER PARK PARTNERSHIP CENTER PUBLIC WORKS SERVICE AREAS — KASER SPRAKER CONSTRUCTION — PROJECT NO 105-030 (GENERAL FUND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of Kaser Spraker Construction, 25487 West State Road 2, South Bend, Indiana, indicating that the Contract amount be increased $2,460.00 for a new Contract sum including this Change Order in the amount of $18,796.00. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell, and carried, the Change Order was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — COUNTY CITY BUILDING 14TH FLOOR RENOVATION — KASER SPRAKER CONSTRUCTION — PROJECT NO. 104-076 (GENERAL FUND) Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted the Project Completion Affidavit on behalf of Kaser Spraker Construction, Post Office Box 3605, South Bend, Indiana, for the above referred to project, indicating a final cost of $20,950.00. Upon a motion made by Mr. Gilot, seconded by Mr. Inks, and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — COUNTY CITY BUILDING 14TH FLOOR RENOVATION — CARPETING — MIDWEST TILE & INTERIORS — PROJECT NO. 104-076 (GENERAL FUND) Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted the Project Completion Affidavit on behalf of Midwest Tile & Interiors, Inc., 1805 North Cedar, Mishawaka, Indiana, for the above referred to project, indicating a final cost of $26,205.00. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Project Completion Affidavit was approved. APPROVAL OF CONTRACTS/AGREEMENTS/PROPOSALS/ADDENDA Upon a motion mad by Mr. Gilot, seconded by Mr. Inks and carried, the following Contracts/Agreements/Proposals and Addenda were approved: TYPE DESCRIPTION COMPANY AMOUNT Construction River Park Partnership Kaser Spraker $16,336.00 Contract Center Public Works Service Construction Areas Construction 2005 Public Works L.L. Geans Construction $239,466.00 Contract Partnership Program — Sidewalk, Curb, Approach, Ramp and Treelawn Improvements (Zone.)) Construction 2005 Public Works L.L. Geans Construction $259,800.00 Contract Partnership Program — Sidewalk, Curb, Approach, Ramp and Treelawn Improvements (Zone 1) Construction Charles Street Sewer and Rieth Riley Construction $150,315.00 Contract Water Main Extension Contract — Public Auction — Unclaimed Kaser's Auction Service 8% 5 REGULAR MEETING APRIL 25, 2005 TYPE DESCRIPTION COMPANY AMOUNT Sale of Items (Police Department) Commission Personal Property Contract Family & Children's $45,000.00 Center Contract Community Coordinated $62,000.00 Child Care Contract Foot Patrol South Bend Police $90,000.00 Department Contract Neighborhood Watch South Bend Police $40,000.00 Department Contract NNRO Revitalization South Bend Heritage $350,000.00 Program Foundation License 23527 State Road 23 & 1530 Fraternal Order of Police $23,033.00 Agreement South Main Street— Lodge No. 36 (3/l/05 — Training Grounds 2/28/06) $23,033.00 (3/l/06 - 2/28/07) $23,033.00 (3/l/07 — 2/29/08) Agreement Purchase of K9 Dog "Norm" Daniel Demler $1.00 Building Beautification of Property 332 South 29 $125.00 Block Grant Agreement Building Beautification of Property 1402 West Washington $125.00 Block Grant Agreement Building Beautification of Property 745 North Frances $125.00 Block Grant Agreement Building Beautification of Property 1018 North Niles $125.00 Block Grant Agreement Building Beautification of Property 1409 Wall Street $125.00 Block Grant Agreement Building Beautification of Property 1429 Chester Street $125.00 Block Grant Agreement Building Beautification of Property 1906 Inwood Road $125.00 Block Grant Agreement Building Beautification of Property 217 North Edison $125.00 Block Grant Agreement Building Beautification of Property 5167 Fredericksburg Court $125.00 Block Grant Agreement Building Beautification of Property 1223 Woodward $125.00 Block Grant Agreement Building Beautification of Property 1244 Haney $125.00 Block Grant Agreement Building Beautification of Property 2706 Eisenhower Drive $125.00 Block Grant Agreement Building Beautification of Property 1206 McCartney $125.00 1 1 11 REGULAR MEETING APRIL 25, 2005 `j 13.-- 1 1 TYPE DESCRIPTION COMPANY AMOUNT Block Grant Agreement Building Beautification of Property 4407 West Huron $125.00 Block Grant Agreement Building Beautification of Property 915 Weber Square $125.00 Block Grant Agreement Building Beautification of Property 322 South Kenmore $125.00 Block Grant Agreement Building Beautification of Property 516 Napoleon $125.00 Block Grant Agreement Building Beautification of Property 615 South Illinois $125.00 Block Grant Agreement Building Beautification of Property 601 South Illinois $125.00 Block Grant Agreement Building Beautification of Property 318 Preston Drive $125.00 Block Grant Agreement Building Beautification of Property 1001 East Fairview $125.00 Block Grant Agreement Building Beautification of Property 2518 Clyde $125.00 Block Grant Agreement Building Beautification of Property 1428 East Cedar $125.00 Block Grant Agreement Contract Habitat for Humanity $83,666.00 Proposal Western/Olive Intersection The Troyer Group $15,700.00 Analysis; Western/Olive and western/Walnut HES Study Professional Water Quality Basin Design Christopher Burke $24,000.00 Services for CSO#1 Outfall to St. Engineering Proposal Joseph River — Woodlawn and Riverside Project Property 1601 South Michigan street Wightman Petrie EPA/IDEM Access — UST Closure by Removal Environmental USTfields Agreement Activities Grant Addendum Additional Police Patrols on $17,000.00 COIT to Grant Lincolnway West Agreement Agreement Community Forums $28,745.00 General Fund Facilitation and Land Use Plan for "City Plan" Contract — Intersection and Signal $15,000.00 LRSA Engineering Improvements at Ewing and Services Fellows Street Intersection Addendum Completion of Plans/Special $145,000.00 COIT No. 4 Provisions/Permitting — Riverside Drive Multiple Use Path ADOPT RESOLUTION NO.26-2005 — DISPOSAL OF CITY -OWNED PROPERTY Upon a motion made by Mr. Gilot, seconded by Mr., Inks and carried, the following Resolution was adopted by the Board of Public Works: ;1)i3- REGULAR MEETING APRIL 25, 2005 RESOLUTION NO. 26-2005 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS REGARDING THE RETIREMENT OF "NORM", A K-9 DOG WHEREAS, the South Bend Board of Public Works has been advised by the City's Police Chief that "Norm", a K-9, is no longer needed by the South Bend Police Department; and WHEREAS, it has been determined by the Board of Public Works that "Norm" is unfit for the purpose for which he was acquired and is no longer of use to the City of South Bend; and WHEREAS, Corporal Can Demler, South Bend Police Department, has agreed to care for "Norm" at his own expense and to keep him as a house pet and understands that "Norm" can never again be used as a Police Dog; and WHEREAS, the South Bend Police Chief has submitted a letter stating that the dog is no longer fit for purpose for which he was intended, to be a member of the Canine Unit of the South Bend Police Department, and is therefore no longer needed by the City. NOW, THEREFORE, BE IT RESOLVED, by the Board of Public Works of the City of South Bend, Indiana, that "Norm", a K-9 Police Dog, is unfit for the purpose for which he was acquired, is no longer of use to the City of South Bend, and has an estimated value of less than One Thousand Dollars ($1,000.00). BE IT FURTHER RESOLVED, that "Norm" the Police Dog, should be retired and put into the care of Corporal Dan Demler for use as a house pet only. ADOPTED this 251h day of April 2005. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/Gary A. Gilot, President s/Donald E. Inks, Member s/Carl P. Littrell, Member ATTEST: s/Angela K. Jacob, Clerk ADOPT RESOLUTION NO. 30-2005 — ADOPTING A WRITTEN FISCAL PLAN AND ESTABLISHING A POLICY FOR THE PROVISION OF SERVICES TO AN ANNEXATION AREA IN GERMAN TOWNSHIP (JO ANN NUCCI ANNEXATION AREA) Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 30-2005 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA ADOPTING A WRITTEN FISCAL PLAN AND ESTABLISHING A POLICY FOR THE PROVISION OF SERVICES TO AN ANNEXATION AREA IN GERMAN TOWNSHIP (JO ANN NUCCI ANNEXATION AREA) WHEREAS, there has been submitted to the Common Council of the City of South Bend, Indiana, an Ordinance and a petition by the sole (100%) property owner which proposes the annexation of real estate located in German Township, St. Joseph County, Indiana, which is described more particularly at Table 2, on page 14 of Exhibit "A" attached hereto and incorporated herein: and 1 1 1 REGULAR MEETING APRIL 25, 2005 0 1 38 WHEREAS, the territory proposed to be annexed encompasses approximately 2.11 acres of land on which is situated one single family residence, which property is at least 12.5% contiguous to the current City limits, i.e., approximately 57% contiguous, generally located on the east side of Portage Road, approximately 500 feet north of Appaloosa Lane, German Township, Indiana. It is anticipated that upon annexation and Common Council approval, the zoning will be changed from "R" Residential to "CB" Community Business District, and that eventually the annexation area will be the site of a commercial retail center. For its expected future use, this annexation area will require a basic level of municipal public services of a non -capital improvement nature, including street and road maintenance, street sweeping, flushing, snow removal, and sewage collection, as well as services of a capital improvement nature, including street and road construction, street lighting, a sanitary sewer system, a water distribution system, a storm water system and drainage plan; and WHEREAS, the Board of Public Works now desires to establish and adopt a fiscal plan and establish a definite policy showing: (1) the cost estimates of services of a non -capital nature, including street and road maintenance, street sweeping, flushing, and snow removal, and sewage collection, and other non -capital services normally provided within the corporate boundaries; and services of a capital improvement nature including street and road construction, street lighting, a sanitary sewer extension, a water distribution system, and a storm water system to be furnished to the territory to be annexed (2) the method(s) of financing those services; (3) the plan for the organization and extension of those services; (4) that services of a non -capital nature will be provided to the annexed area within one (1) year after the effective date of the annexation, and that they will be provided in a manner equivalent in standard and scope to similar non -capital services provided to areas within the corporate boundaries of the City of South Bend, regardless of similar topography, patterns of land use, and population density; (5) that services of a capital improvement nature will be provided to the annexed area within three (3) years after the effective date of the annexation within the same manner as those services are provided to areas within the corporate boundaries of the City of South Bend regardless of similar topography, patterns of land use, or population density, and in a manner consistent with federal, state and local laws, procedures, and planning criteria; and (6) the plan for hiring the employees or other governmental entities whose jobs will be eliminated by the proposed annexation. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, AS FOLLOWS: Section I. It is in the best interest of the City of South Bend and the area proposed to be annexed that the real property located in German Township, St. Joseph County, Indiana, described at Table 2 on page 14of Exhibit "A" (The Fiscal Plan) attached hereto and made apart hereof be annexed to the City of South Bend. Section II. That it shall be and hereby is now declared and established that it is the policy of the City of South Bend, by and through its Board of Public Works, to furnish to said territory services of a non -capital nature, such as street and road maintenance, street sweeping, flushing, and snow removal, within one (1) year of the effective date of the annexation in a manner equivalent in standard and scope to services furnished by the City to other areas of the City regardless of similar topography, patterns of land utilization, and population density; and to furnish to said territory, services of a capital improvement nature such as street and road construction, a street light system, a sanitary sewer system, a water distribution system, a storm water system and drainage plan, within three (3) years of the effective date of the annexation in the same manner as those services are provided to areas within the corporate boundaries of the City of South Bend regardless of similar topography, patterns of land use, or population density. Section III. That the Board of Public Works shall and does hereby now establish and adopt the Fiscal Plan, attached hereto as Exhibit "A", and made a part hereof, for the furnishing of said services to the territory to be annexed, which provides, among other things, that existing water mains and sewer main lines will be sufficient to service this area with the developer paying for the extension of an existing sewer main line; that the developer will install necessary street lighting at its expense; that the developer will 0 39 REGULAR MEETING APRIL 25, 2005 construct and pay for any new public streets necessary to access the development area; and that a street drainage plan will be planned, provided and paid for by the developer subject to compliance with state and local law. Adopted the 251h day of April 2005. BOARD OF PUBLIC WORKS s/Gary A. Gilot, President s/Carl P. Littrell, Member s/Donald E. Inks, Member ATTEST: s/Angela K. Jacob, Clerk ADOPT RESOLUTION NO. 31-2005 - ADOPTING A WRITTEN FISCAL PLAN AND ESTABLISHING A POLICY FOR THE PROVISION OF SERVICES TO AN ANNEXATION AREA IN CENTRE TOWNSHIP (MARK J. HALASZ ANNEXATION AREA) Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 31-2005 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA ADOPTING A WRITTEN FISCAL PLAN AND ESTABLISHING A POLICY FOR THE PROVISION OF SERVICES TO AN ANNEXATION AREA IN CENTRE TOWNSHIP (MARK J. HALASZ ANNEXATION AREA) WHEREAS, there has been submitted to the Common Council of the City of South Bend, Indiana, an Ordinance which proposes the annexation of real estate located in Centre Township, St. Joseph County, Indiana, which is described more particularly at Table 2 on page of Exhibit "A" attached hereto and incorporated herein; and WHEREAS, the territory proposed to be annexed encompasses approximately 10.07 acres of land containing one residential structure, which property is at least 12.5% contiguous to the current City limits, i.e., approximately 50% contiguous, generally located on the south side of Kern Road, approximately 1,600 feet west of U.S. 31 South. This annexation territory is intended for eventual development as a 17 lot single family subdivision. The residential subdivision usage of this annexation territory will require a basic level of municipal public services of a non -capital improvement nature, including street and road maintenance, street sweeping, flushing, snow removal, and sewage collection, as well as services of a capital improvement nature, including street and road construction, street lighting, a sanitary sewer system, a water distribution system, and a storm water system and drainage system; and WHEREAS, the Board of Public Works now desires to establish and adopt a fiscal plan and establish a definite policy showing: (1) the cost estimates of services of a non -capital nature, including street and road maintenance, street sweeping, flushing, and snow removal, and sewage collection, and other non -capital services normally provided within the corporate boundaries; and services of a capital improvement nature including street and road construction, street lighting, a sanitary sewer extension, a water distribution system, and a storm water system to be furnished to the territory to be annexed (2) the method(s) of financing those services; (3) the plan for the organization and extension of those services; (4) that services of a non -capital nature will be provided to the annexed area within one (1) year after the effective date of the annexation, and that they will be provided in a manner equivalent in standard and scope to similar -non -capital services provided to areas within the corporate boundaries of the City of South Bend, regardless of similar topography, patterns of land use, and population density; (5) that services of a capital improvement nature will be provided to the annexed area within three (3) years after the effective date of the annexation within the same manner as those services are provided to areas within the corporate boundaries of the City of South Bend 1 1 1 T14 0 REGULAR MEETING APRIL 25, 2005 regardless of similar topography, patterns of land use, or population density, and in a manner consistent with federal, state and local laws, procedures, and planning criteria; and (6) the plan for hiring the employees or other governmental entities whose jobs will be eliminated by the proposed annexation. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, AS FOLLOWS: Section I. That it is in the best interest of the City of South Bend and the area proposed to be annexed that the real property located in Centre Township, St. Joseph County, Indiana, described more particularly at Table 2 on page of Exhibit "A" (The Fiscal Plan) attached hereto and made a part hereof, be annexed to the City of South Bend. Section II. That it shall be and hereby is now declared and established that it is the policy of the City of South Bend, by and through its Board of Public Works, to furnish to said territory services of a non -capital nature, such as street and road maintenance, street sweeping, flushing, and snow removal, within one (1) year of the effective date of the annexation in a manner equivalent in standard and scope to services furnished by the City to other areas of the City regardless of similar topography, patterns of land utilization, and population density; and to furnish to said territory, services of a capital improvement nature such as street and road construction, a street light system, a sanitary sewer system, a water distribution system, and a storm water system, within three (3) years of the effective date of the annexation in the same manner as those services are provided to areas within the corporate boundaries of the City of South Bend regardless of similar topography, patterns of land use, or population density. Section III. That the Board of Public Works shall and does hereby now establish and adopt the Fiscal Plan, attached hereto as Exhibit "A", and made a part hereof, for the furnishing of said services to the territory to be annexed, which provides, among other things, that the developer will extend the sewer network at its expense from the Lafayette Falls Phase Two Subdivision through the new annexation area; that the water main within the Lafayette Falls development will adequately serve the annexation area until full development of the annexation area when it will be necessary to install a water main along Kern Road to loop the service; that the developer will plan, provide, and pay for construction of new public streets and installation of street lighting subject to compliance with state and local law; and that a drainage plan will be addressed through the subdivision process. Adopted the 25th day of April 2005. BOARD OF PUBLIC WORKS s/Gary A. Gilot, President s/Carl P. Littrell, Member s/Donald E. Inks, Member ATTEST: _ s/Angela K. Jacob, Clerk APPROVAL OF PERMIT TO ENCROACH Mr. James Lyphout, University of Notre Dame, submitted a revocable Permit for decorative, high architectural style entrance gates on Notre Dame Avenue and on Angela Boulevard at the new campus entrance under construction. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Revocable Permit was approved. APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE Mr. Gilot stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to remonstrate as submitted by Portage Realty Corporation, 129 Dixie Way North, South Bend, Indiana. The Consent indicates that in consideration for permission to tap into public sanitary sewer and water system of the City, to provide sanitary sewer and water service to West Pointe Estates, Section II, South Bend, Indiana, Portage Realty Corporation waives and releases any and all right to remonstrate against or oppose any :M; REGULAR MEETING APRIL 25, 2005 pending or future annexation of the property by the City of South Bend. Therefore, Mr. Inks made a motion that the Consent be approved. Mr. Littrell seconded the motion, which carried. APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE Mr. Gilot stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to remonstrate as submitted by Holiday Midwest, LLC. The Consent indicates that in consideration for permission to tap into public sanitary sewer and water system of the City, to provide sanitary sewer and water service to Cottages at Pendel Wood Subdivision, South Bend, Indiana, Holiday Midwest, LLC waives and releases any and all right to remonstrate against or oppose any pending or future annexation of the property by the City of South Bend. Therefore, Mr. Inks made a motion that the Consent be approved. Mr. Littrell seconded the motion, which carried. APPROVAL OF REQUESTS FOR PROCESSIONS Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the following processions were approved: Date of Event Sponsor Type of Time Procession April 30, 2005 Chet Waggoner Little Parade 8:00 a.m. — 8:30 League a.m. May 1, 2005 Arthritis Foundation Arthritis Walk 1:00 p.m. — 2:00 p.m. May 7, 2005 National Multiple 2005 Michiana 10:00 a.m. — Sclerosis Society MS Walk 11:30 a.m. Indiana State Chapter May 7, 2005 Cinco de Mayo Parade 10:00 a.m.- 10:30 a.m. APPROVAL OF RECOMMENDATION — TO CHANGE PARKING RESTRICTIONS — 2005 CABIN DAYS — NORTHERN INDIANA CENTER FOR HISTORY Mr. Gilot stated that favorable recommendations have been received by Traffic and Lighting, Police Department and the City Attorney's office, in reference to a request as submitted by Mr. Travis Childs, Northern Indiana center for History, 808 West Washington, South Bend, Indiana, to change parking restrictions on Bartlett from Riverside Drive to Michigan Street be designated no parking except for school buses between the hours of 7:00 a.m. and 2:30 p.m. May 10 to May 13, 2005. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the recommendation was approved. FAVORABLE RECOMMENDATION - PETITION TO VACATE AN ALLEY FIRST EAST/WEST ALLEY SOUTH OF VINE STREET BETWEEN 20TH STREET AND 21 IT STREET Mr. Littrell indicated that Mr. Mike Harding, Harding Group, 1004 Mishawaka Avenue, South Bend, Indiana, has submitted a request to vacate the above referred to alley. Mr. Gilot advised that the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Area Plan Commission, Police Department, Fire Department, Sanitation, Department of Economic Development and the Department of Public Works. Engineering submitted a favorable recommendation, subject to providing public ingress/egress to 21St Street through the proposed parking lots. Therefore, Mr. Gilot made a motion that the Clerk send a letter to the petitioner addressing these concerns. Mr. Inks seconded the motion which carried. WITHDRAW REQUEST - PETITION TO VACATE PROPERTY — GARST STREET BETWEEN LAFAYETTE BOULEVARD AND MAIN STREET AND BETWEEN MAIN STREET AND MICHIGAN STREET This request for property vacation was withdrawn. 1 1 1 REGULAR MEETING APRIL 25, 2005 014 1 APPROVE OF WATER MAIN AND SANITARY SEWER EASEMENTS — IRISH CROSSINGS DEVELOPMENT, LLC Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Water Main and Sanitary Sewer Easements for Irish Crossings Development, LLC, as submitted by Danch Harner and Associates, Inc., were approved. FILING OF CERTIFICATES OF INSURANCE Upon a motion made by Mr. Gilot, seconded by Mr. Littrell, and carried, the following Certificates of Insurance were accepted for filing: Hoosier Valley Railroad Museum Fiddler's Hearth North Judson, Indiana 46366 South Bend, Indiana 46601 APPROVE AND/OR RELEASE CONTRACTOR AND EXCAVATION BONDS Mr. Anthony Molnar, Engineer, Division of Engineering, recommended that the following Contractor and Excavation Bonds be approved and/or released as follows: BOND OF CONTRACTOR Batteast Construction Ready Concrete BOND OF EXCAVATION Edward J. White, Inc. Released Effective April 25, 2005 Approved April 19, 2005, Pursuant to Resolution No.100-2000 Approved Effective April 5, 2005, Pursuant to Resolution No. 100-2000 Mr. Gilot made a motion that the recommendation be accepted and that the Bonds be approved and/or released as outlined above. Mr. Littrell seconded the motion, which carried. APPROVE TITLE SHEETS - STAFFORDSHIRE ESTATES, SECTION II - LAFAYETTE FALLS - THE COTTAGES OF PENDLE WOODS - MEMORIAL DRIVE AND BARTLETT STREET RECONSTRUCTION Mr. Gilot advised that the Title Sheets for the above referred to projects were being presented at this time for execution. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above referred to Title Sheets were approved and signed. APPROVE CLAIMS Mr. Gilot stated that he following claims were submitted to the Board for approval: Name Amount of Claim Date City of South Bend $2,024,201.68 April 11, 2005 City of South Bend $1,348,166.19 April 18, 2005 DLZ Indiana (South Bend Police Headquarters) $15,500.00 March 18, 2005 DLZ Indiana (South Bend Police Headquarters) $745.40 March 18, 2005 SBC (South Bend Police Headquarters) $103.67 March 29, 2005 Mr. Gilot made a motion that the claims be approved and the reports as submitted be filed. Mr. Inks seconded the motion, which carried. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the meeting adjourned at 10:36 a.m.\ -03 REGULAR MEETING APRIL 25, 2005 ATTEST: ouv�-ki&r");�uh Angela ) Jacob, CIA BOARD OF PUBLIC WORKS Gary A. Gilot, President . (i 622&&Z 1 Carl P. Littrell, Member . i I i), " 1/' -� (,)'/' Donald E. Inks, Member 1 1