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Home My WebLink About09/12/2005 Board of Public Works Minutes0303 PUBLIC AGENDA SESSION SEPTEMBER 9, 2005 The Public Agenda Session of the Board of Public Works was convened at 8:10 a.m. on Friday, September 9, 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 Item Added Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following item was added to the agenda: - Application for Use of City Property Board members discussed the following item(s) from that list. - Safety Reports Mr. John Machowiak, Central Services; Mr. Jack Dillon, Environmental Services; Mr. Jason Durr, Engineering; and Mr. Andy Wierzbicki, Water Works, presented their respective safety report. - Monthly Reports Mr. Jack Dillon, Environmental Services and Mr. Andy Wierzbicki; Water Works, presented their respective monthly report. - Quotation Opening — Portage Avenue Intersection Improvements — Project No. 105-23B Mr. Jason Durr, Engineering, stated that the intersection improvements affect the Portage Avenue and Navarre Street intersection. The improvements will provide a 90 degree angle for the intersection. The Portage Avenue Steering Committee initiated this project. - Change Order — South Bend Fire Department Equipment Storage — Project No. 105-036 Mr. Jason Durr, Engineering, stated that this Change Order affects the above referred to project's completion date with no monetary change. The contractor, H.G. Christman, experienced a delay with the delivery of the building. - Change Order — Rink Riverside Building Demolition — Project No. 105-039 Mr. Jason Durr, Engineering, stated that the increase in cost for this Change Order stems from the contractor, Warner & Sons, Inc., finding a well once excavation started. The well was capped overnight resulting in a cost increase. - Change Order and Project Completion Affidavit — U.S. Industrial Park Access Drive — Project No. 104-061 Mr. Jason Durr, Engineering, stated that the contractor, Walsh & Kelly, Inc., discovered that the utilities were located higher underground when the initial grading was performed. The project was redesigned around the problem and the area was re -graded resulting in a cost increase for the project. - Proposal — Kensington Farms/Crest Manor Drainage Mr. Jason Durr, Engineering, stated that he was providing a revised version of the initial proposal by The Troyer Group. The revised version included a higher end of survey than the initial proposal. - South Bend Water Works Municipal Utilities and Service Line Repair Funds — Rules and Regulations Mr. Andy Wierzbicki, Water Works, stated that the above referred to document was being submitted to the Board for approval prior to being presented to the Common Council. The above referred to document does not include fees or fee changes but rules and regulations for the process of the Water Works Department. - Review of Minutes Mr. Bodnar, Legal, stated that the minutes from the regular meeting held on August 8, 2005, should be amended to state that the low bidder for the Studebaker Demolition Project, J&L Management, did not have a bid bond. The Legal Department is checking whether they had a bid bond at the time of placing the bid. - Application for Use of City Property Mr. Jerry Price, City of South Bend resident, presented his argument for the use of the Olive School site. He stated that he is working in collaboration with the Rum Village Neighborhood Association and several churches to plant a community garden as a fundraiser during the 2005 season. Mr. Gilot stated that the site will be developed within the next few years and it may be a good idea to 0304 PUBLIC AGENDA SESSION SEPTEMBER 9, 2005 keep a plan "B" in mind if the proposed site is not approved. Mr. Larry Magliozzi, Community and Economic Development, stated that there are other City owned lots that are available for use for this purpose. Mr. Price stated that he will keep this in mind for the future and will come back for another meeting with the Board. TABLE APPLICATION FOR USE OF CITY PROPERTY — OLIVER SCHOOL SITE Upon a motion by Mr. Gilot, seconded by Mr. Inks, and carried, the above application was tabled. APPROVAL OF STREET CLOSURES/CIRCUSES/SIDEWALK CAFE PERMITS Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the following street closures and Circus and Sidewalk Cafe Applications were approved: REQUEST SPONSOR LOCATION DATE/TIME COMMENTS License American All Star 4H Fairgrounds August 26, 27, 28, Application — Circus 2005 Circus Street Closure Go, Rebekah California from September 18, Portage to 2005 — 5:00 p.m. Harrison to 7:30 p.m. Street Closure Downtown South South Michigan September 16, Bend — Football from Washington October 14, 21, Friday's Tent party to Rockne Plaza November 4, 11 and 18-2005 — 7:00 a.m. — 10:00 p.m. Street Closure Downtown South Michigan from September 15, Bend — Art Beat Washington to 2005 — 11:00 a.m. Marriott Parking — 1:00 a.m. Lot Street Closure LaSalle Fremont from September 17, Neighborhood Olive to Humboldt 2005 — 1:00 p.m. Partnership Center to 4:00 p.m. Street Closure Madison Street Park from September 15, Neighbors — Hot Lafayette to Main 2005 — 5:30 p.m. — Dogs in the Park 1 7:00 p.m. Street Closure Tasher Street — Michigan from September 10, Police Department Annual Tasher Jennings to Alley 2005 — 11:00 a.m. Requested Time Street Block Party before Michigan to 12:00 a.m. Change APPROVAL OF TRIPLE TRAILER PERMIT — USF HOLLAND Mr. Gilot stated a Triple Trailer Permit has been submitted to the Board for approval by USF Holland, 750 East 40t" Street, Holland, Michigan, for ingress and egress from the Toll Road. Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Triple Trailer Permit 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 9:25 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President Z6225; � p Car P. Littre11, Member A � OL Donald E. Inks, Member T EST: Angela . Jacob, Cleric 1 1 1 REGULAR MEETING SEPTEMBER 12, 2005 03 0 The regular meeting of the Board of Public .Works was convened at 9:38 a.m. on Monday, September 12, 2005, by Board President Gary A. Gilot, with Carl P. Littrell present. Mr. Donald E. Inks was not present. Also present was Board Attorney Thomas Bodnar. AGENDA ITEM ADDED Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried; .the following agenda item was added: - - Amendment to Minutes of August 8, 2005 APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the minutes of the regular meeting of the Board held on August 18 and August 22, 2005, were approved. APPROVE AMENDMENT TO MINUTES OF AUGUST 8, 2005 Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Amendment to the Minutes of August 8, 2005 were approved. OPENING/AWARD OF BIDS — SOUTH MICHIGAN STREET PUBLIC WORKS BROADWAY STREET TO SAMPLE STREET — PROJECT NO. 105-027 (COIT) 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: 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: $193,972.50 RIETH-RILEY CONSTRUCTION COMPANY INC. 25200 State Road 23 Post Office Box 1775 South Bend, Indiana 46614 Bid was signed by: Mr. Todd Gosc Non -Collusion Affidavit was in order Non -Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $214,415.00 MCINTVRE JONES 2522 West Sixth Street Mishawaka, Indiana 4654 Bid was signed by: Ms. Kelly Healey Non -Collusion Affidavit was in order Non -Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $197,458.60 BROOKS CONSTRUCTION COMPANY INC. 625 South Beiger Street Mishawaka, Indiana 46544 03C3 REGULAR MEETING SEPTEMBER 12, 2005 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: $277,030.25 SELGE CONSTRUTION 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: $277,982.50 Upon a motion made by Mr. Littrell, seconded by Mr. Gilot, and carried, the above bids were referred to the Division of Engineering for review and recommendation. After reviewing those bids, Mr. Jason Durr, Engineering, recommends that the Board award the contract to the lowest, responsible and responsive bidder, Walsh & Kelly, Inc., 24358 State Road 23, South Bend, Indiana, in the amount of $193,972.50. Therefore, Mr. Littrell made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Mr. Gilot seconded the motion, which carried. OPENING OF BIDS — ONE (1) MORE OR LESS 2005 OR NEWER 3/4 TON TWO WHEEL DRIVE CREW CAB PICK-UP TRUCK (VEHICLE CAPITAL BUDGET This was the date set for receiving and opening of sealed bids for the above referred to project. The Cleric tendered proofs of publication of Notice in the South Bend Tribune and the Tri-County News, which were found to be sufficient. The following bid was opened and publicly read: 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 BID: $21,492.00 Each Option 1 Spray -In Bed Liner: $300.00 Each Upon a motion made by Mr. Littrell, seconded by Mr. Gilot, and carried, the above bid was referred to Central Services for review and recommendation. OPENING OF BIDS — SALE OF ABANDONED VEHICLES 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: RICHARD HEIM 4995 West U.S. Highway 12 Buchanan, Michigan 49107 REGULAR MEETING SEPTEMBER 12, 2005 ) 3 0 7 I 1 No. Make of Vehicle Year ° ` Bid 5 RED PONTIAC GRAND AM 1999 $101.01 6 RED DODGE DAYTONA 1990 $126.01 14 BLACK NISSAN 300 ZX 1985 $151.01 PAUL BARDAN 66547 S.R. 33 Wyatt, Indiana 46555 No. Make of Vehicle Year Bid 4 BLUE FORD ESCORT 1993 $152.00 5 RED PONTIAC GRAND AM 1999 $ 52.00 10 WHITE MERCEDES 560 SEL 1986 $ 25.00 13 BLACK JEEP GRAND CHEROKEE 1996 $410.00 14 BLACK NISSAN 300 ZX 1985 $25.00 INDIANA AUTO PARTS 3300 South Main Street South Bend, Indiana 46614 :0 No. Make of Vehicle Year Bid 1 BLUE CHEVROLET MALIBU 1976 $ 76.50 2 MAROON FORD PROBE 1989 $ 76.60 3 OLIVE DODGE INTREPID 1994 $125.60 4 BLUE FORD ESCORT 1993 $ 76.50 5 RED PONTIAC GRAND AM 1999 $256.70 6 RED DODGE DAYTONA 1990 $ 78.60 7 GRAY CHEVROLET CAPRICE 1992 $256.60 8 SILVER MERCURY GRAND MARQUIS 1992 $125.00 9 RED GMC JIMMY 1993 $125.60 10 WHITE MERCEDES 560 SEL 1986 $125.60 11 RED CHRYSLER LEBARON 1988 $ 76.80 12 BLUE OLDSMOBILE ACHIEVA 1992 $78.60 13 BLACK JEEP GRAND CHEROKEE 1996 $346.70 14 BLACK NISSAN 300 ZX 1985 $125.00 15 BLUE CADILLAC SEDAN DEVILLE 1988 $ 78.60 16 GRAY MERCURY GRAND 1987 $ 78.90 8 REGULAR MEETING SEPTEMBER 12, 2005 MARQUIS J. HINES 11395 E40ON Grovertown, Indiana 46531 C o No. Make of Vehicle Year Bid 1 BLUE CHEVROLET MALIBU 1976 $130.00 2 MAROON FORD PROBE 1989 $125.00 3 OLIVE DODGE INTREPID 1994 $125.00 4 BLUE FORD ESCORT 1993 $175.00 5 RED PONTIAC GRAND AM 1999 $305.00 6 RED DODGE DAYTONA 1990 $110.00 7 GRAY CHEVROLET CAPRICE 1992 $325.00 8 SILVER MERCURY GRAND MARQUIS 1992 $135.00 9 RED GMC JIMMY 1993 $150.00 10 WHITE MERCEDES 560 SEL 1986 $125.00 11 RED CHRYSLER LEBARON 1988 $125.00 12 BLUE OLDSMOBILE ACHIEVA 1992 $125.00 13 BLACK JEEP GRAND CHEROKEE 1996 $325.00 14 BLACK NISSAN 300 ZX 1985 $125.00 15 BLUE CADILLAC SEDAN DEVILLE 1988 $125.00 16 GRAY MERCURY GRAND MARQUIS 1987 $135.00 Upon a motion made by Mr. Littrell, seconded by Mr. Gilot, and carried, the above bids were referred to Code Enforcement for review and recommendation. OPENING/AWARD OF QUOTATIONS — OLIVER GATEWAY NEIGHBORHOOD ALLEY IMPROVEMENTS — PROJECT NO. 105-073 (GENERAL FUND GN/GN) Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referred to project. The following Quotations were opened and read: RIETH RILEY CONSTRUCTION COMPANY, INC. Post Office Box 1775 South Bend, Indiana 46634 Quotation was submitted by Mr. David Dudash QUOTATION: $13,033.00 WALSH AND KELLY, INC. 24358 State Road 23 South Bend, Indiana 46614 1 1 REGULAR MEETING SEPTEMBER 12, 2005 09 Quotation was submitted by Mr., Nick Relias QUOTATION: $8,540:00 Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the above Quotations were referred to Engineering for review and recommendation. OPENING OF QUOTATIONS/AWARD QUOTATION — PORTAGE AVENUE INTERSECTION IMPROVEMENTS — NAVARRE STREET — PROJECT NO 105- 023E (COIT) Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referred to project. The following Quotations were opened and read: MCINTYRE JONES 2522 West Sixth Street Mishawaka, Indiana 46544 Quotation was submitted by Ms. Kelly Healey QUOTATION: $30,147.03 WALSH & KELLY, INC. 24358 State Road 23 South Bend, Indiana 46614 Quotation was submitted by Mr. Roger Knip QUOTATION: $36,802.50 RIETH-RILEY CONSTRUCTION COMPANY, INC. Post Office Box 1775 South Bend, Indiana 46614 Quotation was submitted by Mr. David Dudash QUOTATION: $42,340.00 SELGE CONSTRUCTION COMPANY INC. 2833 South I I'h Street Niles, Michigan 49120 Quotation was submitted by Mr. John Szuba QUOTATION: $42,520.00 Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the above Quotations were referred to the Division of Engineering for review and recommendation. After reviewing those Bids, Mr. Jason Durr, Engineering, recommends that the Board award the contract to the lowest, responsible and responsive bidder, McIntyre Jones, Inc., 2522 West Sixth Street, Mishawaka, Indiana, in the amount of $30,147.03. Therefore, Mr. Littrell made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Mr. Gilot seconded the motion, which carried. OPENING OF QUOTATIONS — PORTAGE AVENUE TREELAWN MAINTENANCE — PROJECT NO. 105-023C (COIT) Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referred to project. The following Quotations were opened and read: FITZMAURICE LANDSCAPING 19766 Detroit Avenue r3 0 REGULAR MEETING SEPTEMBER 12, 2005 South Bend, Indiana Quotation was submitted by Mr. Michael Fitzmaurice QUOTATION: $3,905.00 CFH LANDSCAPE SERVICES 813 South Michigan Street South Bend, Indiana 46601 Quotation was submitted by Mr. Terry Morlock QUOTATION: $10,600.00 Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the above Quotations were referred to the Division of Engineering for review and recommendation. AWARD BIDS — SALE OF ABANDONED VEHICLES Mr. Gary Libbey, Code Enforcement, advised the board that on August 22, 2005, bids were received and opened for the above referred to vehicles. After reviewing those bids, Mr. Libbey recommends that the Board award to the highest bidders as follows: ERNEST HINES 1139 SE 40ON Grovertown, Indiana 46531 No. Make of Vehicle Year Bid 2 WHITE CADILLAC COUPE 1964 $350.00 7 WHITE FORD TEMPO 1992 $125.00 TOTAL $475.00 TWIANA EASTON 1525 Blossom Drive, #2 Mishawaka, Indiana 46544 No. Make of Vehicle Year Bid 3 RED CHEVROLET IMPALA 1977 $200.00 4 TAN CADILLAC SEDAN DE VILLE 1990 $300.00 5 WHITE JEEP CHEROKEE 1989 $300.00 6 BLACK CADILLAC SEDAN 1989 $200.00 g WHITE PONTIAC SUNFIRE 1995 $300.00 11 WHITE PONTIAC BONNEVILLE 1992 $150.00 TOTAL $1,450.00 INDIANA AUTO PARTS 3300 South Main South Bend, Indiana 46614 No. Make of Vehicle Year Bid 1 BLUE EAGLE VISION 1993 $135.60 9 RED MERCURY MYSTIQUE 1997 $263.50 1 Fil REGULAR MEETIN SEPTEMBER 12, 2005 10 WHITE MUSTANG 1995 $236.50 OLDSMOBILE 98 YOTAL $635.60 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 QUOTATION — MARKETING BROCHURE — LASALLE PARK/WESTSIDE AND ST. CASIMIR/ST. MARY NEIGHBORHOODS (GENERAL FUND GN/GN) Mr. Michael Divita, Community and Economic Development, advised the board that on August 8, 2005, quotations were received and opened for the above referred to project. After reviewing those quotations, Mr. Divita recommends that the Board award the contract to the lowest responsive and responsible bidder, CA Studios, 17560 Juday Lake Drive, South Bend, Indiana, in the amount of $9,446.00. Mr. Divita stated that CA Studios is more advantageous to the City because whey will provide more logo concept options than Van Paris & Associates; CA Studios quotation allows for more brochure photography locations pwer neighborhood than Van Paris & Associates; Community Development has been satisfied with both the working relationship and final products for the past City marketing pieces undertaken by CA Studios. The Board noted that this is a service quotation. 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. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — ONE (1) MORE OR LESS, 2006 4X4 FOUR DOOR UTILITY VEHICLE (VEHICLE CAPITAL BUDGET) In a memorandum to the Board, Mr. Matthew Chlebowski, Central Services, requested permission to advertise for the receipt of bids for the above referred to vehicle. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — TRUCKING FOR BIO-SOLIDS FOR ENVIRONMENTAL SERVICES (SEWAGE WORKS O&M) In a memorandum to the Board, Mr. Jack Dillon, Environmental Services, requested permission to advertise for the receipt of bids for the above referred to service. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — ONE (1) MORE OR LESS, 2006 3/4 TON TWO WHEEL DRIVE PICK UP TRUCK (VEHICLE CAPITAL BUDGET In a memorandum to the Board, Mr. Lou Grounds, Central Services Division, requested permission to advertise for the receipt of bids for the above referred to vehicle. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell, the above request was approved. APPROVAL OF REQUEST TO SOLICIT FOR PROPOSALS - ENVIRONMENTAL CONSULTANT SERVICES FOR PHASE I AND PHASE II ENVIRONMENTAL SITE ASSESSMENTS UNDER THE CITY OF SOUTH BEND'S U.S. EPA SITE ASSESSMENT GRANT AND ENVIRONMENTAL CONSULTANT SERVICES FOR PROJECTS FUNDED BY SOUTH BEND'S U.S. EPA BROWNFIELDS CLEANUP REVOLVING LOAN FUND GRANT In a memorandum to the Board, Ms. Ann Kolata, Community and Economic Development, requested permission to solicit 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 NO. 1 — DEMOLITION OF 1219 HOWARD — BRADBERRY BROTHERS (GENERAL FUND/CAPITAL BUDGET) REGULAR MEETING SEPTEMBER 12, 2005 Mr. Gilot advised that Mr. Larry Magliozzi, Community and Economic Development, has submitted Change Order No. 1 on behalf of Bradberry Brothers, 20061 Dice, South Bend, Indiana, indicating that the Contract amount be increases $200.00 for a new Contract sum including this Change Order in the amount of $3,200.00. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell, and carried, the Change Order was approved. APPROVE CHANGE ORDER — SOUTH BEND FIRE DEPARTMENT EQUIPMENT STORAGE BUILDING — H.G. CHRISTMAN CONSTRUCTION CO INC (EMS/COIT) Mr. Gilot advised that Mr. Jim Freeman, Engineering, has submitted Change Order No. 7 on behalf of H.G. Christman Construction Co., Inc., 850 South Fellows, South Bend, Indiana, indicating that the Contract completion time be extended to October 15, 2005 and no monetary change. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell, and carried, the Change Order was approved. APPROVE CHANGE ORDER — RINK RIVERSIDE BUILDING DEMOLITION WARNER & SONS, INC. — PROJECT NO. 105-039 (SBCDA BOND 2003) Mr. Gilot advised that Mr. Jim Freeman, Engineering, has submitted Change Order No. 1 on behalf of Warner & Sons, Inc., South Bend, Indiana, indicating that the Contract amount be increases $330.00 for a new Contract sum including this Change Order in the amount of $125,205.00. Upon a motion made by Mr. Littrell, seconded by Mr. Gilot, and carried, the Change Order was approved. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT U.S. 31 INDUSTRIAL PARK ACCESS DRIVE EXTENSION — WALSH & KELLY. INC. (AIRPORT TIF) Mr. Gilot advised that has submitted the Final Change Order indicating that the contract amount be increased by $13,327.17 for a new contract sum including this Change Order in the amount of $109.908.17. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell, and carried, the Final Change Order and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. TABLE FINAL WAIVER OF LIEN/RELEASE OF RETAINAGE — ELEVATOR RENOVATIONS — KONE, INC. — PROJECT NO. 103-037 (DOWNTOWN TIF) Upon a motion made by Mr. Gilot, seconded by Mr. Littrell, and carried, this agenda item was tabled, pending further information. APPROVAL OF CONTRACTS/AGREEMENTS/PROPOSALS/ADDENDA Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the following Contracts/Agreements/Proposals/Addenda were approved: TYPE DESCRIPTION BUSINESS AMOUNT Construction Hoosier Tank Building Ritschard Brothers $88,124.00 Contract Demolition Grant Assistance to Neighborhood Neighborhood $6,000.00 Agreement Organizations Resources and Technical Services Corporation Grant Rum Village Residential 2110 Morris Street $4,910.00 Agreement Enhancement Matching Grant Program Grant Near Westside Residential 1818 Sibley $2,403.50 Agreement Enhancement Matching Grant Program Grant Kenmore Street Model Block 728 South Kenmore $3,633.00 Agreement Neighborhood Residential Enhancement Matching Grant Program Grant West Side Neighborhood 432 Kosciuszko $3,301.92 Agreement Residential Enhancement Street REGULAR MEETING SEPTEMBER 12, 2005 0 3 13 11 1 1 TYPE DESCRIPTION, BUSINESS AMOUNT Matching Grant Program Grant River Park Neighborhood 3013 Northside $3,375.00 Agreement Residential Enhancement Matching Grant Program Grant River Park Neighborhood 1218 South 25th $1,769.11 Agreement Residential Enhancement Matching Grant Program Construction United Drive Relocation Selge Construction $800,153.23 Contract Construction Lincolnway West Flower Shades of Green, $15,918.42 Contract Planters Inc. Agreement River Park Residential 1224 South 26t Enhancement Grant Program - Street Time Extension to October 7, 2005 Proposal Design Services for Drainage The Troyer Group $67,000.00 Improvements — Plans and Specifications for Construction — Project No. 105-013 Amendment Emergency Medical Services University of Notre Dame TABLE SOUTH BEND WATER WORKS MUNICIPAL UTILITIES AND SERVICE LINE REPAIR FUNDS — RULES AND REGULATIONS Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, this agenda items was tabled, pending further information. APPROVAL OF STREET CLOSURES/CIRCUSES/SIDEWALK CAFE PERMITS Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the following street closures and Circus and Sidewalk Cafe Applications were approved: REQUEST SPONSOR LOCATION DATE/TIME COMMENTS Sidewalk Chicory Caf6 105 East Summer 2005 Approved subject to Cafe Permit Jefferson submittal of Certificate of Insurance: Application recognized as nonconformance of policy; Will monitor progress of Sidewalk Cafe and it is working Street Downtown Washington October 15, Motorcoaches/Tailgate Closure South Bend from 2005 8:00 a.m. Party Michigan to — 2:00 p.m. St. Joseph Street Miami Miami from October 2, Miami Village Fall Closure Village Calvert to 2005 7:00 a.m. Festival Association Ewing to 6:00 p.m. ADOPT RESOLUTION NO. 57-2005 — DISPOSAL OF CITY -OWNED PROPERTY Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 57-2005 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY WHEREAS, it has been determined by the Board of Public Works that the following property is unfit for the purpose for which it was intended and is no longer needed by the City of South Bend: , 314REGULAR MEETING SEPTEMBER 12, 2005 THIRTY (30) MOBILE RADIOS (SEE ATTACHED LISTING) WHEREAS, Indiana Code 5-22-22-1 permits and establishes procedure for disposal of personal property which is unfit for the purpose for which it was intended and which is no longer needed by the City. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that the item listed above is no longer needed by the City; is unfit for the purpose for which it was intended and has an estimated value of less than five thousand dollars ($5,000.00). BE IT FURTHER RESOLVED, that said items may be transferred or sold at public auction or private sale, without advertising. However, if the property is deemed worthless, such may be demolished or junked. ADOPTED this 12" day of September 2005. BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA s/Gary A. Gilot, President s/Carl P. Littrell, Member ATTEST: s/Angela K. Jacob, Clerk ADOPT RESOLUTION NO. 60-2005 — DISPOSAL OF CITY -OWNED PROPERTY Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 60-2005 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY WHEREAS, it has been determined by the Board of Public Works that the following property is unfit for the purpose for which it was intended and is no longer needed by the City of South Bend: ONE (1) UNIT 3391), 1991 CHEVY PICK-UP VIN# 1 GCGC23K6ME 144416 WHEREAS, Indiana Code 5-22-22-1 permits and establishes procedure for disposal of personal property which is unfit for the purpose for which it was intended and which is no longer needed by the City. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that the item is no longer needed by the City; is unfit for the purpose for which it was intended and has an estimated value of less than one thousand dollars ($1,000.00). BE IT FURTHER RESOLVED, that said item may be transferred or sold at public auction or private sale, without advertising. However, if the property is deemed worthless, such may be demolished or junked. ADOPTED this 12`h day of September 2005. BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA s/Gary A. Gilot, President s/Carl P. Littrell, Member ATTEST: REGULAR MEETING SEPTEMBER 12, 2005 s/Angela K. Jacob, Clerk ADOPT RESOLUTION NO. 61-2005 - ADOPTING A WRITTEN FISCAL PLAN AND ESTABLISHING A POLICY FOR THE PROVISION OF SERVICES TO AN ANNEXATION AREA IN GERMAN TOWNSHIP (WAGGONER'S DAIRY FARM INC., PHASE II ANNEXATION AREA) Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 61-2005 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 (WAGGONER'S DAIRY FARM INC PHASE II 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 pages 15-16 of Exhibit "A" attached hereto and incorporated herein; and WHEREAS, the territory proposed to be annexed encompasses approximately 235.45 acres of land containing one single family residence and a number of service buildings, which property is at least 12.5% contiguous to the current City limits, i.e., approximately 16% contiguous, generally located at the northwest and northeast intersection of Adams Road and the St. Joseph Valley Parkway and the northwest and northeast corners of Orange Road and Adams Road. It is anticipated that the annexation area will be developed eventually as a Planned Unit Development District, and it is proposed for rezoning within the City as Planned Unit Development District ("PUD") upon incorporation into the City limits and Common Council approval. This use 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 j3i5 31- �EGULAR MEETING SEPTEMBER 12, '2005 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 pages 15-16 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, 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 hereby does 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 an existing water main line should be sufficient to service this area; that adequate sewer service is presently available with upgrade of the lift station and some sections of the sewer main; that street lighting will be provided; that new public streets will be required to access the lots proposed for development with costs to be paid by the developer; and that the developer will pay the costs of an approved drainage plan which will be required in the annexation area. Adopted the 12th day of September 2005. BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA s/Gary A. Gilot, President s/Carl P. Littrell, Member ATTEST: s/Angela K. Jacob, Clerk APPROVE LETTERS OF CREDIT Mr. Tony Molnar, Division of Engineering, submitted the following Letters of Credit to the Board and recommended approval: LETTER OF CREDIT NO. 405455 ISSUED BY: St. Joseph Capital Bank AMOUNT: $331,355.00 EXPIRES: August 31, 2006 LETTER OF CREDIT NO. 136 ISSUED BY: First Federal Savings Bank AMOUNT: $489,635.00 EXPIRES: March 2, 2006 IMPROVEMENT: Woodhaven Subdivision Mr. Gilot made a motion that the Letters of Credit, as outlined above, be approved. Mr. Littrell seconded the motion, which carried. FILING OF SAFETY REPORTS - DEPARTMENT OF PUBLIC WORKS REGULAR MEETING SEPTEMBER 12, 2005 t►317 The Division of Environmental Services, Street Department, Division of Engineering, Water Works and Equipment Services submitted Safety Reports for August 2005. These reports will reflect injuries/accidents for each month and provide for a comparison. There being no further discussion, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the reports were accepted and filed. FILING OF MONTHLY REPORT - ENVIRONMENTAL SERVICES Mr. Jack Dillon, Director of Environmental Services, submitted a report for the Division of Environmental Services, for the Wastewater Treatment Plant, Organic Resources, Solid Waste and Sewer Repair, for the month of August 2005. There being no further discussion, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the monthly reports were accepted and filed. FILING OF MONTHLY REPORT -WATER WORKS Mr. Andy Wierzbicki, Water Works, submitted a report for the Division of Water Works for the month of August 2005. There being no further discussion, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the monthly report was accepted and filed. APPROVE TITLE SHEET — WOLDHAVEN PHASE II Mr. Gilot advised that the Title Sheet for the above referred to project was being presented at this time for execution. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the above referred to Title Sheet was approved and executed. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following traffic control devices were approved: NEW INSTALLATION: Handicapped Accessible Parking Space Signs LOCATION: 223 East Ewing REMARKS: All Criteria Has Been Met NEW INSTALLATION: Handicapped Accessible Parking Space Signs LOCATION: 1220 North Elliott REMARKS: All Criteria Has Been Met APPROVAL OF TRIPLE TRAILER PERMIT - Mr. Gilot stated a Triple Trailer Permit has been submitted to the Board for approval by , for ingress and egress from the Toll Road. Upon a motion made by , seconded by and carried, the Triple Trailer Permit was 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: Muscular Dystrophy Association, Inc. Bruce Fisher Concrete Tucson, AZ 85718 Osceola, Indiana Juvenile Diabetes Research Foundation New York, New York 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 Theodore Knutson Released Effective September 12, 2005 Brad Sniadecki Approved Effective August 30, 2005, Pursuant to Resolution No. 100-2000 0 31 REGULAR MEETING SEPTEMBER 12, 2005 Clifford Binder Approved Effective August 27, 2005, Pursuant to Resolution No. 100-2000 BOND OF EXCAVATION Clarkco Inc. Approved Effective September 7, 2005, Pursuant to Resolution No. 100-2000 Mr. Littrell made a motion that the recommendation be accepted and that the Bonds be approved and/or released as outlined above. Mr. Gilot seconded the motion, which carried. 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 $1,472,110.18 August 29, 2005 City of South Bend $1,306,891.65 September 6, 2005 City of South Bend 1,763,242.65 September 12, 2005 St. Joseph County Housing Consortium $5,850.00 August 15, 2005 St. Joseph County Housing Consortium $3,514.60 August 15, 2005 St. Joseph County Housing Consortium $3,004.98 August 12, 2005 St. Joseph County Housing Consortium $3,377.00 August 12, 2005 St. Joseph County Housing Consortium $15,289.00 August 12, 2005 St. Joseph County Housing Consortium $295.21 August 12, 2005 St. Joseph County Housing Consortium $454.07 August 12, 2005 St. Joseph County Housing Consortium $4,089.03 August 12, 2005 St. Joseph County Housing Consortium $36.11 August 12, 2005 St. Joseph County Housing Consortium $49.92 August 12, 2005 St. Joseph County Housing Consortium $3,555.00 August 15, 2005 St. Joseph County Housing Consortium $16,666.00 August 30, 2005 St. Joseph County Housing Consortium $6,736.87 August 30, 2005 St. Joseph County Housing Consortium $6,850.93 August 30, 2005 St. Joseph County Housing Consortium $700.95 August 30, 2005 St. Joseph County Housing Consortium $1,095.96 August 30, 2005 St. Joseph County Housing Consortium $9,772.54 August 30, 2005 St. Joseph County Housing Consortium $75.01 August 31, 2005 St. Joseph County Housing Consortium $2,831.15 August 31, 2005 St. Joseph County Housing Consortium $72.47 August 31, 2005 St. Joseph County Housing Consortium $983.60 August 31, 2005 St. Joseph County Housing Consortium $91.74 August 31, 2005 St. Joseph County Housing Consortium $42.78 August 31, 2005 St. Joseph County Housing Consortium $330.00 August 31, 2005 St. Joseph County Housing Consortium $5,669.94 August 31, 2005 St. Joseph County Housing Consortium $61.80 August 31, 2005 Mr. Gilot made a motion that the claims be approved and the reports as submitted be filed. Mr. Littrell 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. Littrell and carried, the meeting adjourned at 10:26 a.m. TT ST: Angela C. , . ob, Clerk BOARD OF PUBLIC WORKS Gary Hot, President Carl ,. Littrell, Membe Wald E. Inks, Member 1 1 1