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Home My WebLink About09/26/2005 Board of Public Works MinutesPUBLIC AGENDA SESSION SEPTEMBER 22, 2005 0319 1 1 The Public Agenda Session of the Board of Public Works was convened at 9:00 a.m. on Thursday, September 22, 2005, by Board President Gary A. Gilot, with Mr. Carl P. Littrell present. Mr. Donald E. Inks was not 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. OPENING OF PROPOSALS — ENVIRONMENTAL CONSULTANT SERVICES (U.S. E.P.A.) This was the date set for receiving and opening of sealed proposals for the above referred to project. The following proposals were opened and publicly read: WIGHTMAN PETRIE ENVIRONMENTAL, INC. 713 South Scott Street South Bend, Indiana 46601 Brownfields Site Assessment Grant Kick off Meeting $150 Public Support Meeting $500 Information Gathering Initial Site Reconnaissance $200/site Current Regulatory Status $100/site Records of Ownership Review $100/site Site Prioritization Meeting $500 Presentation of Findings $250 Property Access Initial Owner Communications $200/site Access Agreement/Follow-up $250/site Phase I Environmental Site Assessment $1,200/site Site Status Meetings $500 Phase II Work Plan/Health & Safety Plan Initial Geoprobe Screening $4,000-$6,000/site Supplemental Assessment, if necessary $5,000-$7,000/site Reporting $2,000/site Remedial Cost Estimates $1,000/site Cleanup Revolving Loan Fund Assisting in Public Outreach $350 Evaluate Applicant Eligibility $500/site Review Applicant's Environmental Reports $500/site Prepare Recommendations for BPW $250/site Evaluate Applicant's Ability for Clean-up $500/site Maintaining Administrative Record $500/site Oversight of Remediation Activities $400/visit Site Status Report Preparation $1,500/visit BRUCE CARTER & ASSOCIATES 6330 75t' Ste. 150 Indianapolis, Indiana 46250 Kick off Meeting $550 Evaluate and Prioritize Sites $418/site Public Support Meeting $1,100 Develop Access Agreement $558 Communication/Follow-up w/Property Owners $372/site Prepare Update Report to Cooperative Partners $558 Conduct Phase I ESAs $1,265/site Report on First Round of ESAs to City/EPA $550 0320 PUBLIC AGENDA SESSION SEPTEMBER 22, 2005 H&S Plan for Phase II ESAs $1,050/site Conduct Phase II ESAs $6,556/site Prepare Preliminary Remediation Estimates $1,023/site Facilitate Public Meeting to Develop Remediation Strategy $550 Prepare Final Report $2,045/site KERAMIDA ENVIRONMENTAL, INC. 330North College Avenue Indianapolis, Indiana 46202 Proposal Detailed Costs As Submitted HULL & ASSOCIATES INC. 6330 E. 75` Street, Suite 176 Indianapolis, Indiana 46250 Prioritization ion of Potential Sites $2,376 Public Meetings $3,024 Property Access Assistance $1,462 Status Reports $2,030 Phase I Environmental Site Assessments $2,170 Phase II Environmental Site Assessments $21,365 Remediation & Redevelopment Strategies --- Comprehensive Final Report $3,196 ENVIROCORP 51728 State Road 933 South Bend, Indiana 46637 Proposal Detailed Costs As Submitted It was noted that EIS Environmental, 1701 North Ironwood, South Bend, Indiana, declined to submit a Proposal, stating their best opportunities in this project lie in serving the revolving loan fund applicants. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Proposals were forwarded to Community and Economic Development for review and recommendation. DISCUSSION OF REQUEST TO REZONE PROPERTY AT IRELAND AND TR ONW(NITI Mr. Nick Witwer, Community and Economic Development, requested that a certain portion of property near the corner of Ireland and Ironwood be rezoned to CB (Community Business). Rezoning the property will provide premise advertising. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Board of Public Works agreed to rezone this parcel of City -owned property. DISCUSSION OF NAMING STREET IN U.S. 31 INDUSTRIAL PARK Mr. Nick Witwer, Community and Economic Development, requested . permission to name a street intersecting Parkland Drive, which is in the U.S. 31 Industrial Park, "Woodwind Way". The Board suggested that the residents in the surrounding area be informed about the redevelopment of this area before anything is completed. ACKNOWLEDGEMENT OF REQUEST TO SOLICIT NEWSPAPER SALES — KIWANIS CLUB In a letter to the Board, Mr. John Broden, South Bend, Indiana, advised the Board the Kiwanis Club of South Bend would be conducting its newspaper sales drive from 9:00 a.m. to 12:00 p.m. on September 24, 2005, at various intersections in the City of South Bend. Mr. Broden stated the participants would wear bright clothing with orange vests to ensure the safety of all persons: Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the request was acknowledged. 1 PUBLIC AGENDA SESSION SEPTEMBER 22, 2005 0321 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 9:32 a.m. A EST GG Angela I . Jacob, Clerk REGULAR MEETING BOARD OF PUBLIC WORKS Gary A ilonesido Carl Littrell, Member D nald E. Inks, Member SEPTEMBER 26, 2005 The regular meeting of the Board of Public Works was convened at 9:30 a.m. on Monday, September 26, 2005, by Board member Don Inks, with Mr. Carl P. Littrell present. Mr. Gary Gilot was not present. Also present was Board Attorney Thomas Bodnar. 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 September 9 and 12, 2005, were approved. PUBLIC HEARING TRANSIENT MERCHANT LICENSE — MIAMI VILLAGE FALL FESTIVAL - MIAMI VILLAGE ASSOCATION Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning an Application for a Transient Merchant License, as submitted by the Miami Village Association, 2122 Miami Street, South Bend, Indiana, to conduct the sale of jewelry, baked goods, prepared foods and games, during the Miami Village Fall Festival on October 2, 2005, from 12:00 p.m. to 5:00 p.m. on Miami from Calvert to Ewing. Mr. Gilot stated that favorable recommendations have been received by the Police Department, Fire Department and the Building Commissioner. Ms. Chris Kempf, Rum Village Neighborhood Association, was present and recommended approval. There being no one else present wishing to address the Board concerning this matter, the Public Hearing was closed. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Transient Merchant License was approved. OPENING OF BIDS — ONE (1) MORE OR LESS, 2006 4X4 FOUR -DOOR UTILITY VEHICLE — FIRE DEPARTMENT (VEHICLE CAPITAL BUDGET) This was the date set for receiving and opening of sealed bids for the above referred to equipment. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri-County News, which were found to be sufficient. No bids were submitted for this equipment. BOARD OF PUBLIC WORKS MEETING RECESSED Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Board of Public Works recessed at 9:36 a.m. and will reconvene at 10:30 a.m. RECONVENE BOARD OF PUBLIC WORKS MEETING The Board of Public Works meeting reconvened at 10:30 a.m. A n f') GULAR MEETING SEPTEMBER 26, 2005 AWARD BID — ONE (1) 2005 OR NEWER 3/4 TON TWO WHEEL DRIVE CREW PICK-UP TRUCK — PARKS & RECREATION (FUND 201) Mr. Lou Grounds, Central Services, advised the board that on September 12, 2005, bids were received and opened for the above referred to equipment. After reviewing those bids, Mr. Grounds recommends that the Board award the contract to the lowest responsive and responsible bidder, Gates Chevrolet, South Bend, Indiana, in the amount of $21,492.00 with the spray -in bed liner in the amount of $300.00 for a total of $21,792.00. Therefore, Mr. Littrell made a motion that the recommendation be accepted and the bid 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 September 12, 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: J. HIMES 11395 E40ON Grovertown, Indiana 46531 No. Make of Vehicle Year Bid 1 BLUE CHEVROLET MALIBU 1976 $130.00 2 MAROON FORD PROBE 1989 $125.00 4 BLUE FORD ESCORT 1993 $175.00 5 RED PONTIAC GRAND AM 1999 $305.00 7 GRAY CHEVROLET CAPRICE 1992 $325.00 8 SILVER MERCURY GRAND MARQUIS 1992 $135.00 9 RED GMC JIMMY 1993 $150.00 11 RED CHRYSLER LEBARON 1988 $125.00 12 BLUE OLDSMOBILE ACHIEVA 1992 $125.00 15 BLUE CADILLAC SEDAN DEVILLE 1988 $125.00 16 GRAY MERCURY GRAND MARQUIS 1987 $135.00 TOTAL $1,855.00 PAUL BARDAN 66547 S.R. 33 Wyatt, Indiana 46555 No. Make of Vehicle Year Bid 13 BLACK JEEP GRAND CHEROKEE 1996 $410.00 TOTAL $410.00 RICHARD HEIM 4995 West U.S. Highway 12 Buchanan, Michigan 49107 No. Make of Vehicle Year Bid 6 RED DODGE DAYTONA 1990 $126.01 BLACK NISSAN 300 ZX 1985 11 1 1 REGULAR MEETING SEPTEMBER 26, 2005 j 3 2 ' fl No. Make of Vehicle Year Bid 14 $151.01 TOTAL $277.02 INDIANA AUTO PARTS 3300 South Main Street South Bend, Indiana 46614 No. Make of Vehicle Year Bid 3 OLIVE DODGE INTREPID 1994 $125.60 10 WHITE MERCEDES 560 SEL 1986 $125.60 TOTAL $251.20 Therefore, Mr. Littrell made a motion that the recommendation be accepted and the bids be awarded as outlined above. Mr. Inks seconded the motion, which carried. AWARD QUOTATION — PORTAGE AVENUE TREELAWN MAINTENANCE — PROJECT NO. 105-023C (COIT) Ms. Tonya Zozulya, Community & Economic Development, advised the board that on September 12, 2005, quotations were received and opened for the above referred to project. After reviewing those quotations, Ms. Zozulya recommends that the Board award the contract to the lowest responsive and responsible bidder, Fitzmaurice Landscaping, 19766 Detroit Avenue, South Bend, Indiana, in the amount of $3,905.00. Therefore, Mr. Inks made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Mr. Littrell seconded the motion, which carried. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — SODIUM CHLORIDE/ROCK SALT In a memorandum to the Board, Mr. Sam Hensley, Street Commissioner, requested permission to advertise for the receipt of bids for the above referred to materials. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS DOUGLAS ROAD SEWER EXTENSION — PROJECT NO. 105-071 (SEWAGE WORKS) In a memorandum to the Board, Mr. Carl Littrell, Engineering, requested permission to advertise for the receipt of bids for the above referred project. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS PARKING GARAGE NO. 1 (MAIN/COLFAX) — PHASE III — FACADE UPGRADE — PROJECT NO. 105-076 (BOND ISSUE) In a memorandum to the Board, Mr. Carl Littrell, Engineering, requested permission to advertise for the receipt of bids for the above referred project. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell, the above request was approved. APPROVE REQUEST TO ADVERTISE FOR RECEIPT OF BIDS — SALE OF ABANDONED VEHICLES Ms. Kathi Eli, Department of Code Enforcement, requested permission to advertise for the sale of approximately twenty-one (21) abandoned vehicles, which are being stored at Super Auto Salvage Corporation, 3300 South Main Street, South Bend, Indiana. It was noted that all vehicles have been stored more than fifteen (15) days, identification checks had been run for auto theft and the owners and lienholders notified. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the above request was approved. iRBGULAR MEETING SEPTEMBER 26, 2005 VE CHANGE ORDER - . CSO MONITORING PROJECT — GRIPP, INC. — PROJECT NO. 105-045 (SEWAGE WORKS) Mr. Gilot advised that Mr. Patrick Henthorn, Environmental Services, has submitted a Change Order on behalf of Gripp, Inc., 1022 Kendall Court, Westfield, Indiana, indicating that the Contract amount be increased $14,000.00 for a new Contract sum including this Change Order in the amount of $174,399.00. Upon a motion made by Mr. Littrell, seconded by Mr. Inks, and carried, the Change Order was approved. APPROVE COMPLETION AFFIDAVIT/AFFIDAVIT OF PAYMENT OF DEBTS AND CLAIMS/AFFIDAVIT OF RELEASE OF LIENS — EDISON WATER TREATMENT PLANT RENOVATION — PHASE I — KASER SPRAKER CONSTRUCTION CO. INC. — PROJECT NO. 103-050 (BOND) Mr. Gilot advised that Kaser Spraker Construction Co., Inc., 25487 West State Road 2, South Bend, Indiana has submitted the Completion Affidavit, the Affidavit of Payment of Debts and Claims, and the Affidavit of Release of Liens for the above referred to project, indicating a final cost of $1,155,112.00. Upon a motion made by Mr. Littrell, seconded by Mr. Inks, and carried, the above documents were approved. APPROVAL OF CONTRACTS/AGREEMENTS/PROPOSALS/ADDENDA Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the following Contracts/Agreements/Proposals/Addenda were approved: TYPE DESCRIPTION BUSINESS AMOUNT Grant Kenmore Street Model Block 822 Kenmore Street $4,000.00 Agreement Neighborhood Residential Enhancement Matching Grant Program Grant Kenmore Street Model Block 617 Lake Street $2,632.50 Agreement Neighborhood Residential Enhancement Matching Grant Program Grant Kenmore Street Model Block 509 South Kenmore $1,205.70 Agreement Neighborhood Residential Street Enhancement Matching Grant Program Grant Kenmore Street Model Block 626 Falcon $1,893.50 Agreement Neighborhood Residential Enhancement Matching Grant Program Agreement Staff Support Agreement Urban Enterprise Paid to City Association of $105,000.00 South Bend, Inc. Grant Kenmore Street Model Block 742 Falcon Street $3,000.00 Agreement Neighborhood Residential Enhancement Matching Grant Program Grant LaSalle Area Residential 1309 North $1,062.50 Agreement Enhancement Program O'Brien Addendum I Near West Side Acquisition South Bend Time Rehabilitation Heritage Extension to Foundation August 30, 2005 Amendment Design of Clyde Creek American $3,220.00 to Contract Donald/Fox Street Sewer Consulting, Inc. Separation Letter RumVillage Neighborhood 2115 Glen Time Agreement Residential Enhancement Extension to Matching Grant Program October 14, 2005 Construction Portage Avenue/Navarre Street McIntyre Jones, $30,147.03 Contract Improvements Inc. Construction South Michigan Street Walsh & Kelly, Inc. $193,972.50 1 REGULAR MEETING SEPTEMBER 26, 2005 A 2 5 1 TYPE DESCRIPTION BUSINESS AMOUNT Contract Improvements (Broadway to Sample) Renewal of Maintenance of Traffic Signals Indiana Department $132,500.00 Agreement of Transportation Second Emergency Medical Services — University of Notre Amendment Additional Ambulance Dame to Contract Agreement Layout and Design of City Plan Pitcock Design $10,000.00 Group Cooperative Operation of Museum/Museum Studebaker Agreement Collection Exhibits National Museum, Inc. APPROVAL OF BUILDING BLOCK GRANT AGREEMENTS Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the following Agreements were approved: Building Block Grant Agreement 4025 Glenview Drive $125.00 Building Block Grant Agreement 535 Riverside Drive $125.00 Building Block Grant Agreement 230 Birdsell $125.00 Building Block Grant Agreement 532 Alonzo Watson Drive $125.00 Building Block Grant Agreement 516 Alonzo Watson Drive $125.00 APPROVAL OF STREET CLOSURES/PROCESSIONS/LICENSE APPLICATIONS Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the following street closures, applications and processions were approved: REQUEST SPONSOR LOCATION DATE/TIME COMMENTS St. Joseph St. Joseph Treelawn on the October 2, Favorable County Right County Right West and East 2005 Recommendations to Life Annual to Life, Inc. Sides of Life Chain Ironwood between State Road 23 and Edison Road Youth Fishing People of Retention Pond at October 1, Subject to Event Praise (Boy Jackson and York 2005 Submittal of Scouts) Roads Certificate of Insurance Change of Temple Beth- West Madison October 3, Favorable Traffic El Street from 2005, 8:00 Recommendations Restrictions Lafayette to p.m., October William/Lafayette 4, 2005, 9:00 from Marion to a.m. to 4:00 Madison p.m.; October 12, 2005, 8:00 p.m.; October 13, 2005, 9:00 a.m. to 6:30 p.m. Massage Changes in 2009 Miami Favorable Establishment Attitude, Inc. Street Recommendations Paint the Town Roberts, Madison Center October 2, Certificate of Bicycle Ride Judith to Howard, 2005 — 12:00 Insurance received Angela, p.m. — 12:45 Twyckenham, p.m. Colfax, Niles and Return { REGULAR MEETING 032r' SEPTEMBER 26, 2005 APPROVAL OF RECOMMENDATION TO ENCROACH ONTO PUBLIC RIGHT- OF-WAY — AWNINGS/CANOPY — 3620, 3622 & 3624 MISHAWAKA AVENUE Mr. Gilot advised that the Board is in receipt of favorable recommendations from the Police Department, Building Commissioner, Legal Department and the Fire Department for a revocable permit, as submitted by Custom Awning, 2111 Lincolnway East, Mishawaka, Indiana, for the installation of awnings and canopies at 3620, 3622 & 3624 Mishawaka Avenue. Engineering stated that the existing awning over the second door from the east end should be removed. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION TO ENCROACH ONTO PUBLIC RIGHT- OF-WAY —LANDSCAPING — 119 NORTH MICHIGAN Mr. Gilot advised that the Board is in receipt of favorable recommendations from the Police Department, Building Commissioner, Legal Department and the Fire Department for a revocable permit, as submitted by Joseph A. Dzierela & Assoc., Inc., 319 South Main Street, Indiana, for landscaping improvements in the right-of-way at 211 North Main Street. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the recommendation was approved. APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE AND ACKNOWLEDGEMENT OF CITY COMPACT FEES Mr. Gilot stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to Remonstrate as submitted by AAA Credit Union, 1112 North Bendix Drive, South Bend, Indiana. The Consent indicates that in consideration for permission to tap into public sanitary sewer system at Key #01-1032-0747 (Lots 312-315 Gilmer Park), AAA Credit Union 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 OCCUPANCY BOND Mr. Inks stated Casteel Construction, 23186 Ireland Road, South Bend, Indiana, submitted an Application for Temporary Occupancy of Public Property at 420 North Niles Avenue, for construction through December 31, 2006. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Occupancy Bond was approved, with the City Engineering to determine the bond amount. APPROVE CONTRACTOR BOND Mr. Anthony Molnar, Engineer, Division of Engineering, recommended that the following Contractor Bond be approved as follows: BOND OF CONTRACTOR Custom Construction Approved Effective September 20, 2005, Pursuant to Resolution No. 100-2000 Mr. Littrell made a motion that the recommendation be accepted and that the Bond be approved as outlined above. Mr. Inks seconded the motion, which carried. APPROVE CLAIMS Mr. Inks stated that he following claims were submitted to the Board for approval: Name Amount of Claim Date City of South Bend $1,984,532.83 September 19, 2005 City of South Bend $1,419,796.76 September 26, 2005 St. Joseph County Housing Consortium $1,690.19 September 7, 2005 St. Joseph County Housing Consortium $17,000.00 September 12, 2005 St. Joseph County Housing Consortium $16,700.00 September 12, 2005 St. Joseph County Housing Consortium $1,601.15 September 7, 2005 St. Joseph County Housing Consortium $226.75 September 20, 2005 REGULAR MEETING SEPTEMBER 26, 2005 Mr. Inks made a motion that the claims be appr6vbd 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. Inks, seconded by Mr. Littrell and carried, the meeting adjourned at 10:51 a.m. ATTEST: Angela K. Uicob, Clerk 1 BOARD OF PUBLIC WORKS Gary A. Gilot, President Carl P. Littrell, Member D nald E. Inks, Member 032,V I LJ J