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Home My WebLink About12/27/2005 Board of Public Works MinutesREGULAR MEETING DECEMBER 27, 2005 0399 The regular meeting of the Board of Public Works was convened at 9:33 a.m. on Tuesday, December 27, 2005, with Board Members Carl P. Littrell and Mr. Donald E. Inks Present. Board President Gary A. Gilot was absent. Also present was board Attorney Thomas Bodnar. AGENDA ITEMS ADDED Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the following items were added to the agenda: - Construction Contract — Studebaker Demolition — Phase I - Design Agreement — Fire Station No. 2 — DLZ Indiana - Change in Lease Assignment — Water Works Tower Agreement — Neonatal Ambulance Staffing - Agreement —,Emergency Services for Notre Dame Special Events - Agreement — Emergency Medical Services — University of Notre Dame - Agreement — Business Development Corporation Loan Assignment APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Littrell, seconded by Mr. Inks, and carried, the minutes of the special meeting, agenda session and regular meeting of the Board held on December 5, 8 and December 12, 2005, were approved. AWARD BIDS — SALE OF ABANDONED VEHICLES Mr. Gary Libbey, Code Enforcement, advised the board that on December 12, 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: INDIANA AUTO PARTS 3300 South Main Street South Bend, Indiana 46614 No. Make of Vehicle Year Bid 2 Burgundy Pontiac Grand Am 1992 $ 78.60 3 Silver Oldsmobile Cutlass 1986 $ 75.60 4 Brown Ford E-250 1992 $165.50 5 Blue Dodge Intrepid 1994 $165.80 6 White Ford Crown Victoria 1985 $127.50 7 Red Ford Tempo 1992 $102.50 8 Blue Ford Aerostar 1991 $178.50 9 Blue Ford Tempo 1992 $178.50 10 Blue Oldsmobile Cutlass Supreme 1994 $ 78.60 11 Mauve Ford Probe 1994 $178.50 12 Red Ford Tempo 1988 $ 78.60 1U1AL $1,433.10 GREG ETTL P. O. Box 2384 South Bend, Indiana 46680 No. Make of Vehicle Year Bid I Gold Pontiac Sunfire 1998 $232.00 1 U I AL $232.00 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. REGULAR MEETING DECEMBER 27, 2005 REJECT QUOTATIONS - OLIVER GATEWAY ALLEYS - PROJECT NO 105-073 Mr. Jason Durr, Engineering, requested permission to reject all proposals for the above referred to project. Mr. Durr stated an agreement was reached with the Street Department to make the necessary improvements to the alleys. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the request to reject proposals was approved. REJECT PROPOSALS - FORMER OLIVER SCHOOL DEVELOPMENT Ms. Tonya Zozulya, Community & Economic Development, requested permission to reject all proposals for the above referred to project, based on lack of funding. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the request to reject proposals 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 thirteen (13) 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 lien holders notified. Upon a motion made by Inks, seconded by Mr. Littrell and carried, the above request was approved. APPROVE CHANGE ORDER - STUDEBAKER NATIONAL MUSEUM NEW FACILITY - H.G. CHRISTMAN CONSTRUCTION - PROJECT NO 103-072 (BOND ISSUE) Mr. Inks advised that Mr. Carl Littrell, Engineering, has submitted Change Order No. 6 on behalf of H.G. Christman Construction, 850 South Fellows, South Bend, Indiana, indicating that the Contract amount be increased $3,826.50 for a new Contract Burn including this Change Order in the amount of $5,423,380.50. Upon a motion made by Mr. Littrell, seconded by Mr. Inks, and carried, the Change Order was approved. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT - UNITED DRIVE RELOCATION - SELGE CONSTRUCTION - PROJECT NO. 103- 076 (COIT) Mr. Inks advised that Mr. Darrell Baker, Engineering, has submitted the Final Change Order on behalf of Selge Construction, 2833 South 11th, Niles, Michigan, indicating that the contract amount be decreased by $84,139.15 for a new contract sum including this Change Order in the amount of $716,014.08. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Mr. Inks, 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. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT - C&E EXCAVATING - IRELAND ROAD DRAINAGE CULVERT - PROJECT NO 102-051 (SEWER BOND_) Mr. Inks advised that Mr. Darrell Baker, Engineering, has submitted the Final Change Order on behalf of C&E Excavating, 53767 County Road 9 North, Elkhart, Indiana, indicating that the contract amount be increased by $3,484.65 for a new contract sum including this Change Order in the amount of $89,427.15. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Mr. Littrell, seconded by Mr. Inks, and carried, the Final Change Order and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. APPROVE AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA Upon a motion made by Littrell, seconded by Mr. Inks and carried, the following Agreements/Contracts/Proposals/Addenda were approved: TYPE BUSINESS DESCRIPTION AMOUNT Addendum - Urban Enterprise Corrects Address within i Grant Association of Agreement No Change Agreement South Bend, Inc. 1 1 1 REGULAR MEETING DECEMBER 27, 2005 04 0 1 1 Grant 1922 Oak Park Property Improvement $125.00 Agreement Drive Grant 1073 Woodward Property Improvement $125.00 Agreement Addendum I Housing Time Extension to December 31, Development 2006 No Change Corporation, Inc. Addendum II Housing Time Extension to March 31, Development 2006 No Change Corporation, Inc. Addendum II Housing Time Extension to December 31, Development 2006 No Change Corporation, Inc. Addendum I Community & Time Extension June 30, 2006 Economic No Change Development Addendum I Community & Time Extension to December 31, Economic 2006 No Change/ Development Consulting Gibson Insurance Property and Workers' $43,800.00 Agreement Group Compensation Policy Department of Fixed Asset Policy for Utility Finance Funds Design MPA Architects Design of Fire Station No. 2 $119,500.00 Contract Change in T Mobile Lease Site (Water Works Tower) Lease — Leasing to T-Mobile Central Assignment LLC Agreement Memorial Hospital Neonatal Ambulance Staffing Agreement — 2006, 2007 & 2008 Agreement University of Notre Provision of 911 Emergency Dame Medical Services — Three Years Agreement University of Notre Emergency Services — 2006, Dame 2007 & 2008 Agreement Business Financing Corporation with Development Payback over Time Corporation APPROVE CONSTRUCTION CONTRACT — J&L MANAGEMENT STUDEBAKER DEMOLITION PHASE II — PROJECT NO. 104-030 (COIT) Mr. Inks advised that in accordance with the bid awarded on November 28, 2005, to J&L Management, in the amount of $7,918,250.00 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Mr. Inks, seconded by Mr. Littrell, and carried, the Contract was approved in form only and the appropriate Certificate of Insurance was filed as submitted. Upon receipt of the Performance Bond and Labor and Materials Payment Bond, the Contract will be approved pursuant to Resolution 100-2000 and ratified at the next meeting. ACKNOWLEDGE RECOMMENDATION — TO CONDUCT PRO -LIFE MARCII Mr. Inks stated that favorable recommendations have been received by Traffic and Lighting, Park Department, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Donna Belding, St. Joseph County Right to Life, 320 North Lafayette, South Bend, Indiana to conduct the above referred to peaceful demonstration on January 20, 2006, on the designated route as submitted. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the request was acknowledged. ADOPT RESOLUTION NO. 76-2005 — APPROVING GUIDELINES AND POLICIES FOR PUBLIC PURCHASES, AUTHORIZING CERTAIN OFFICIALS TO ACT AS A PURCHASING AGENT ON BEHALF OF THE CITY AND OTHER RELATED MATTERS Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the following Resolution was adopted by the Board of Public Works: 1402 REGULAR MEETING DECEMBER 27, 2005 RESOLUTION NO. 76-2005 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, APPROVING GUIDELINES AND POLICIES FOR PUBLIC PURCHASES, AUTHORIZING CERTAIN OFFICIALS TO ACT AS A PURCHASING AGENT ON BEHALF OF THE CITY AND OTHER RELATED MATTERS WHEREAS, Indiana Code § 5-22 (the "Act") governs expenditures made by a governmental body with public funds; and WHEREAS, the Act provides that a governmental body may establish rules and regulations to govern its purchasing consistent with the Act and may appoint purchasing agents to authorize public purchases on its behalf, and WHEREAS, on November 9, 1998, the Common Council of the City of South Bend, Indiana (the "City") adopted Resolution No. 2690-98 (the "Council Resolution") establishing certain policies regarding public purchases consistent with the Act; and WHEREAS, the Board of Public Works of the City (the "Board") is authorized pursuant to Indiana law to establish purchasing policies consistent with the Act and the Council Resolution; and WHEREAS, the Board desires to establish guidelines consistent with the Act and the Council Resolution to assist the City and its various departments and employees in purchasing goods and services unrelated to public works projects; and WHEREAS, there have been prepared and presented to the Board certain guidelines and procedures (the "Purchasing Procedures") consistent with the Act and the Council Resolution to govern public purchases made by City; and WHEREAS, the Board desires to approve the Purchasing Procedures in the form presented to the Board at this meeting; and WHEREAS, the Board further desires to appoint, in addition to the Board. the City Controller and the Purchasing Manager, as the City's Purchasing Agents, as such term is defined in the Act, to provide for the efficient purchasing of goods and services for the City; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA AS FOLLOWS: 1. The Board hereby approves, on behalf of the City, the Purchasing Procedures in the form presented to the Board. The Purchasing Procedures shall become effective as of January 1, 2006 and shall only apply to public purchases unrelated to a public works project. 2. The Board appoints the City Controller and the Purchasing Manager as Purchasing Agents under the Act. 3. The Secretary of the Board is instructed to include a copy of the Purchasing Procedures with minutes of this meeting. 4. This Resolution shall take effect immediately upon its adoption by the Commission ADOPTED at a meeting of the Board of Public Works of the City of South Bend. Indiana held on December 27, 2005 at 1308 County -City Building, 227 W. Jefferson Boulevard, South Bend, Indiana 46601. REGULAR MEETING DECEMBER 27, 2005 v 3 1 1 BOARD OF PUBLIC WORKS OF SOUTH BEND, INDIANA s/Carl P. Littrell, Member s/Donald E. Inks, Member ATTEST: s/Angela K. Jacob, Clerk APPROVE REDUCTION IN SURETY — LAFAYETTE FALLS PHASE II Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, a reduction in Surety for Lafayette Falls Phase II was approved in the amount of $30,035.00. TABLE IRREVOCABLE LETTER OF CREDIT — WILLOWGATE TRAILS PHASE I Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above Irrevocable Letter of Credit for Green Label Development, LLC (Willowgate Trails, Phase I), was tabled. APPROVAL OF RIGHT OF WAY DEDICATION — WIDENING OF IRELAND ROAD Mr. Jason Durr, Engineering, submitted a Right of Way dedication for the widening of Ireland Road, on behalf of Anchor South Bend LLC. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Right of Way Dedication was approved. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the following traffic control devices were approved: NEW INSTALLATION LOCATION: REMARKS: NEW INSTALLATION: LOCATION: REMARKS: Handicapped Accessible Parking Space Signs 709 South Gladstone Approved Handicapped Accessible Parking Space Signs 821 South 36t' Street Approved FILING OF CERTIFICATES OF INSURANCE Upon a motion made by Mr. Inks, seconded by Mr. Littrell, and carried, the following Certificates of Insurance were accepted for filing: John Boettcher Sewer & Excavating Contractor Mishawaka, Indiana St. Margaret's House, Inc. South Bend, Indiana 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 Casteel Construction BOND OF EXCAVATION John Boettcher Sewer And Excavating Approved Effective December 21, 2005, Pursuant to Resolution No. 100-2000 Approved Effective December 12, 2005, Pursuant to Resolution No. 100-2000 TolTest, Inc. Released Effective December 27, 2005 Mr. Inks 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. REGULAR MEETING DECEMBER 27, 2005 APPROVE CLAIMS Mr. Inks stated that the following claims were submitted to the board for approval: Name Amount of Claim Date City of South Bend $3,028,189.44 December 19, 2005 St. Joseph County Housing Consortium $17,000.00 December 2, 2005 St. Joseph County Housing Consortium $2,165.82 December 1, 2005 St. Joseph County Housing Consortium $5,500.00 December 2, 2005 St. Joseph County Housing Consortium $54,665.10 December 2, 2005 St. Joseph County Housing Consortium $22,000.00 December 5, 2005 St. Joseph County Housing Consortium $2,249.68 December 5, 2005 St. Joseph County Housing Consortium $8,250.00 December 5, 2005 St. Joseph County Housing Consortium $7,365.00 December 5, 2005 St. Joseph County Housing Consortium $782.83 December 5, 2005 St. Joseph County Housing Consortium $668.07 December 5, 2005 St. Joseph County Housing Consortium $2,054.99 December 5, 2005 St. Joseph County Housing Consortium $1.060.15 December 5, 2005 St. Joseph County Housing Consortium $963.63 December 5, 2005 St. Joseph County Housing Consortium $8,812.16 December 1, 2005 St. Joseph County Housing Consortium $206.05 December I, 2005 St. Joseph County Housing Consortium $379.18 December 1, 2005 St. Joseph County Housing Consortium $1,522.98 December 1, 2005 St. Joseph County Housing Consortium $1,767.65 December L 2005 Mr. Inks 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. Inks seconded by Mr. Littrell and carried, the meeting adjourned at 10:30 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President Carl P. Littrell, Member —ALZ "- �� Donald E. Inks, Member A ST: i L ., Angela KPJacob, Cler