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HomeMy WebLinkAbout06/09/03 Board of Public Works MinutesPUBLIC AGENDA SESSION JUNE 5,2003 The Public Agenda Session of the Board of Public Works was convened at 8:06 a.m. on Thursday, June 5, 2003, 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. Board members discussed the following item(s) from that list. - Safety Report - Street/Sewer/Traffic & Lighting Mr. Mark Horvath, Traffic & Lighting, presented the monthly safety report. - Request to Purchase One (1) Lightning Loader Mr. Matt Chlebowski, Central Services, stated this is a renewal of a bid award of June 5, 2000 at the same cost. - Request to Advertise for the Receipt of Bids - Skid Loader - 2 %2 Yard Front End Rubber Tire Loader/Tool Carrier - 2 1/2 Yard Front Rubber Tire Loader - New 1.0 Cubic Yard Loader/Backhoe - New Aerial Tower Truck Complete - Organic Material Screener - Ice Resurfacer Mr. Matt Chlebowski, Central Services, stated this equipment will be purchased through a lease purchase option. - Change Order - Bike Pedestrian Trail Mr. Toy Villa, Engineering, stated this Change Order has no increase or decrease; the State of Indiana will be absorbing any costs. - Safety Report - Central Services Mr. John Machowiak, Central Services, presented the monthly safety report. - Safety and Monthly Reports - Environmental Services Mr. Bob Toppel, Environmental Services, presented the safety report and monthly report. - Bid Opening - Anaerobic Sludge Digester Cleaning Mr. Bob Toppel, Environmental Services, stated that the digesters were last cleaned approximately ten (10) years. Bids for this service are to opened at the June 9, 2003 meeting. - Safety and Monthly Reports - Water Works Mr. Andy Wierzbicki, Water Works, presented the safety and monthly reports. - Request to Advertise - South Bend Water Works St. Joseph River Crossing Mr. Ed Herman, Water Works, stated this project will take place near Memorial Park. - Open Quotes - Lincolnway West Corridor Brochures Ms. Tonya Zozulya, Planning Department, stated these brochures will broaden the visibility for this area. - Open Quotes - Lincolnway West Corridor - Tree Planting Ms. Tonya Zozulya, Planning Department, stated this project is intended to beautify the streetscape in this area. - Award Bid - Fredrickson Park Landfill Closure Funding is in place and the project can be awarded. - Member Contracts - AmeriCorps The budget has been extended to May 4, 2004. APPROVAL OF PLAT - LEASE OF FIRE STATION Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Plat was approved APPROVAL OF PROPOSAL - SURVEYING, ENGINEERING DESIGN AND CONSTRUCTION DOCUMENTS - 2700-2900 BLOCKS OF HUMBOLDT STREET - THE ABONMARCHE GROUP Mr. Gilot stated that the Board is in receipt of a Proposal between the City of South Bend and The Abonmarche Group, 750 Lincolnway East, South Bend, Indiana, for the above referred to project. Mr. Gilot noted that the Proposal is in the amount of $7,600.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Proposal was approved and executed. E 1 [ -I 0182 PUBLIC AGENDA SESSION JUNE 5,2003 APPROVAL OF PROPOSAL - SURVEYING, ENGINEERING DESIGN AND CONSTRUCTION DOCUMENTS - 700 BLOCKS OF SOUTH BROOKFIELD STREET - THE ABONMARCHE GROUP Mr. Gilot stated that the Board is in receipt of a Proposal between the City of South Bend and the Abonmarche Group, 750 Lincolnway East, South Bend, Indiana, for the above referred to project. Mr. Gilot noted that the Proposal is in the amount of $9,600.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Proposal was approved and executed. APPROVAL OF PROPOSAL - SURVEY - LINDEN STREET SIDEWALK - DANCH HARNER Mr. Gilot stated that the Board is in receipt of a Proposal between the City of South Bend and Danch Harner, 2422 Viridian Drive, South Bend, Indiana, for the above referred to project. Mr. Gilot noted that the Proposal is in the amount of $11,000.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Proposal was approved and executed. APPROVAL OF PROPOSAL - SCOPE OF SERVICES - CATALPA STREET CURB SIDEWALK AND TREELAWN IMPROVEMENTS - INDIANA AVENUE TO CALVERT STREET - WIGHTMAN PETRIE, INC. Mr. Gilot stated that the Board is in receipt of a Proposal between the City of South Bend and Wightman Petrie, Inc., 713 South Scott, South Bend, Indiana, for the above referred to project. Mr. Gilot noted that the Proposal is in the amount of $6,600.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Proposal was approved and executed. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - FREMONT FROM KELLER TO MARQUETTE - GRADUATION PARTY Mr. Gilot stated that favorable recommendations have been received by Traffic & Lighting, Police Department and the City Attorney's office, in reference to a request as submitted by Mr. Joe Dixon, 612 Clinton Street, South Bend, Indiana, to conduct the above referred to event on June 7, 2003, from 2:00 p.m. until 11:00 p.m. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - FRONT OF MORRIS PERFORMING ARTS CENTER - "FRIDAY'S BY THE FOUNTAIN" Mr. Gilot stated that favorable recommendations have been received by Traffic & Lighting, Police Department and the City Attorney's office, in reference to a request as submitted by the Morris Performing Arts Center, South Bend, Indiana, to conduct the above referred to event on June 6, 20, 27, July 11, August 1 and September 11, 2003. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the recommendation was approved. APPROVAL OF LICENSE APPLICATION FOR OPEN AIR BUSINESS - CITY EMPLOYEE HOLIDAY PARTY Mr. Gilot stated that the Board is in receipt of favorable recommendations from the Building Department, Fire Department, Police Department and the Legal Department for a License Application for an Open Air Business, for the sale of chicken at 1045 West Sample, South Bend, Indiana, on June 4, 2003 from 11:00 a.m. until 6:00 p.m. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the License Application 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 9:50 a.m. BOARD OF PUBLIC WORKS Gary A. Gi ot, President 0183 PUBLIC AGENDA SESSION REGULAR MEETING /��1) JUNE 5 2003 ea n / �! l Carl P. Littrell, Member Donald E. Inks, Member JUNE 9, 2003 The regular meeting of the Board of Public Works was convened at 9:34 a.m. on Monday, June 9, 2003, by Board President Gary A. Gilot, with Mr. Carl P. Littrell and Mr. Donald E. Inks present. Also present was Board Attorney Thomas Bodnar. AGENDA ITEMS ADDED/DELETED Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the following items were added/deleted: - Request to Vacate an Alley/Street - Added - AmeriCorps Program Contract - B. Foy - Deleted APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the minutes of the regular meeting of the Board held on May 22 and May 27, 2003, were approved. OPENING OF BIDS - ANAEROBIC SLUDGE DIGESTER CLEANING - ENVIRONMENTAL SERVICES -PROJECT NO. 103-035 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: MERRELL BROTHERS, INC. 8811 West 500 North Kokomo, Indiana 46901 Bid was signed by Mr. Terry Merrell Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $124,440.00 R&R ENVIRONMENTAL, INC. 850 Schucks Road Bel Air, Maryland 21015 Bid was signed by R&R Environmental Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $124,000.00 1 1 0184 REGULAR MEETING SYNAGRO 1800 Bering Drive Houston, Texas 77057 Bid was signed by Mr. Stephen Toft Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $112,900.00 RESOURCE CONSERVATION SERVICES, LLC R. 3, Box 258 Loogootee, Indiana 47553 Bid was signed by Resource Conservation Services Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $169,200.00 JUNE 9, 2003 Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above bids were referred to Environmental Services for review and recommendation. OPENING OF BIDS - SALE OF CITY -OWNED PROPERTY - 816 SOUTH JACKSON This was the date set for receiving and opening of sealed bids for the above referred to property. 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 bid was opened and publicly read: CLAUDE ANDERSON 812 South Jackson Street South Bend, Indiana 46619 BID: $298.74 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bid was referred to Community & Economic Development for review and recommendation. OPENING OF QUOTATIONS - LINCOLNWAY WEST CORRIDOR BROCHURE - PROJECT NO. 103-040 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: MICHAEL MURPHY.DESIGN 4702 Lincolnway East Mishawaka, Indiana 46544 Quotation was submitted by Mr. Michael Murphy QUOTATION: $1,800.00 VAN PARIS & ASSOCIATES 55380 Fresno Street South Bend, Indiana 46619-4574 Quotation was submitted by Mr. Lin Van Paris 0185 REGULAR MEETING QUOTATION $1,050.00 $1,080.00 - 1000 $1,110.00 - 1,500 $1,130.00 - 2,000 JUNE 9, 2003 Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the above Quotations were referred to Community & Economic Development for review and recommendation. OPENING OF QUOTATIONS - LINCOLNWAY WEST CORRIDOR - TREE PLANTING - PROJECT NO. 103-046 Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referred to project. No Quotations were received. OPENING OF QUOTATIONS/AWARD QUOTATION - SANITARY SEWER REPLACEMENT - SOUTHEAST NEIGHBORHOOD PARK - PROJECT NO. 103-037 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: SMALL INC. 25190 State Road 4 North Liberty, Indiana 46554 Quotation was submitted by Mr. Angelo Struble QUOTATION: $21,337.00 HERRMAN & GOETZ 225 South Lafayette South Bend, Indiana 46601 Quotation was submitted by Mr. Thomas Herrman QUOTATION: $42,210.00 YOUNGS EXCAVATING, INC. Post Office Box 2766 South Bend, Indiana 46628 Quotation was submitted by Mr. Kurt Youngs QUOTATION: $26,337.00 HRP CONSTRUCTION, INC. 5777 Cleveland Road South Bend, Indiana 46628 Quotation was submitted by Mr. Paul Fallon QUOTATION: $28,479.00 Upon a motion made by Mr. Littrell seconded by Mr. Inks and carried, the above Quotations were referred to 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, Small, Inc., in the amount of $21,337.00. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Inks seconded the motion which carried. h 1 1 186 REGULAR MEETING JUNE 9, 2003 OPENING OF QUOTATIONS/AWARD QUOTATION - ST. JOSEPH COUNTY JAIL SITE PREPARATION PROJECT - PROJECT NO. 103-042 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: SMALL, INC. 25190 State Road 4 North Liberty, Indiana 46554 Quotation was submitted by Mr. Ronald Howell QUOTATION: $23,776.00 YOUNGS EXCAVATING, INC. Post Office Box 2766 South Bend, Indiana 46680 Quotation was submitted by Mr. Kurt Youngs QUOTATION: $27,424.00 HERRMAN & GOETZ, INC. 225 South Lafayette South Bend, Indiana 46601 Quotation was submitted by Mr. Thomas Herrman QUOTATION: $47,860.00 Upon a motion made by Mr. Littrell seconded by Mr. Inks and carried, the above Quotations were referred to 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, Small, Inc. in the amount of $23,776.00. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Inks seconded the motion which carried. OPENING OF QUOTATIONS - FURNITURE - WATER WORKS OLIVE STREET PUMPING STATION/REJECT PREVIOUS QUOTATIONS - PROJECT NO. 103-039 Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referred to items. The following Quotations were opened and read: CORPORATE EXPRESS 1906 East McKinley Mishawaka, Indiana 46545 Quotation was submitted by Mr. Sid Phillips QUOTATION: $28,615.54 OFFICE INTERIORS 1415 University Drive Court Granger, Indiana 46530 Quotation was submitted by Mr. Jim Moriarty QUOTATION: $303290.33 0187 REGULAR MEETING BOISE OFFICE SOLUTIONS 3233 North Post Road Indianapolis, Indiana 46226 Quotation was submitted by Ms. Lynette Stewart QUOTATION: $32,821.30 JUNE 9, 2003 Upon a motion made by Mr. Littrell seconded by Mr. Inks and carried, the above Quotations were referred to Central Services for review and recommendation. After reviewing those bids, Mr. George Zana, Central Services, recommends that the Board award the contract to the lowest responsible and responsive bidder, Corporate Express in the amount of $28,615.54. Mr. Littrell made a motion that the previous Quotations be rejected. Mr. Inks seconded the motion which carried. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Mr. Littrell seconded the motion which carried. AWARD BIDS - SALE OF ABANDONED VEHICLES Ms. Cathy Brucker, Director, Code Enforcement, advised the Board that on May 27, 2003, bids were received and opened for the above referred to vehicles. After reviewing those bids, Ms. Brucker recommends that the Board award the bids to the highest bidders as follows: INDIANA AUTO PARTS/DEL SCHLIPP 3300 South Main South Bend, Indiana No. Make of Vehicle Year Vin # Bid 2 MERCURY SABLE 1987 1MEBM50UIHG635372 $ 45.60 3 VOLKSWAGEN JETTA 1988 WVWFA9168JW044843 $ 35.50 4 DODGE SHADOW 1992 1BXXP24D5NN157568 $ 35.50 5 CHEVROLET BERETTA 1988 lGlLVI IWSJY508120 $ 35.60 6 LINCOLN CONTINENTAL 1992 ILNLM9740NY749495 $ 65.50 7 17'X8' TANDEM AXLE TRAILER $ 35.50 8 MAZDA 626 1993 1YVGE22AXP5153462 $105.50 9 OLDSMOBILE ACHIEVA 1993 1G3NL143XPM024865 $ 76.60 10 PONTIAC GRAND AM 1992 1 G2NE 14D7NC240022 $105.60 12 GMC VENTURA 1989 1GDHG31K3K4508285 $ 78.60 $619.50 THOMAS STAACK 772 West County Line Road Grovertown, Indiana 46563 No. Make of Vehicle Year Vin # Bid 11 DORSEY SEMI -TRAILER 42'X9l'TANDEM AXLE 1978 132687 $77.00 $77.00 C 0188 REGULAR MEETING JESSE BLADECKI 52139 Prescott South Bend, Indiana 46637 JUNE 9, 2003 No. Make of Vehicle Year Vin # Bid 13 CHEVROLET CAPRICE 1983 2GIAL69HID1117399 $75.00 $75.00 TOM GRANGER 24909 Layton Road South Bend, Indiana 46614 No. Make of Vehicle Year Vin # Bid 1 GEO PRIZM 1991 1 Y1 SK546XMZ016850 $168.52 $168.52 Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bids be awarded as outlined above. Mr. Littrell seconded the motion which carried. AWARD BID - FREDRICKSON PARK LANDFILL CLOSURE AND GAS EXTRACTION SYSTEM -PROJECT NO. 103-018 Mr. Carl P. Littrell, City Engineer, advised the Board that on May 19, 2003, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Gilot recommends that the Board award the contract to Heritage Industrial Services, LLC, 7525 East 391h Street, Indianapolis, Indiana, in the amount of $1,058,900.00. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Inks seconded the motion which carried. PURCHASE ADDITIONAL EQUIPMENT - ONE (1) PETERSEN LIGHTNING LOADER - CODE ENFORCEMENT Mr. Matthew Chlebowski, Director, Central Services, requested permission to purchase one (1) Petersen Lightning Loader from the lowest responsive and responsible bidder, Best Equipment Company, 2804 North Catherwood, Indianapolis, Indiana. Mr. Chlebowski stated this is a renewal of a contract awarded June 5, 2000, in the amount of $90,314.00. Therefore, Mr. Inks made a motion that the request be approved. Mr. Littrell seconded the motion which carried. APPROVE REQUEST TO ADVERTISE FOR RECEIPT OF BIDS - SALE OF ABANDONED VEHICLES Ms. Cathy Brucker, Director, Department of Code Enforcement, requested permission to advertise for the receipt of bids for approximately ten (10) 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 have been run for auto theft and the owners and lienholders notified. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - ONE (1) MORE OR LESS, SKID LOADER - ONE (1) MORE OR LESS, 2 1/2 YARD FRONT END RUBBER TIRE LOADER/TOOL CARRIER - ONE (1) MORE OR LESS, 21/z YARD FRONT RUBBER TIRE LOADER - ONE (1) MORE OR LESS, NEW 1.0 CUBIC YARD LOADER/BACKHOE - ONE (1) MORE OR LESS, NEW AERIAL TOWER TRUCK COMPLETE - ONE (1) MORE OR LESS, ORGANIC MATERIAL SCREENER - ONE (1) MORE OR LESS, ICE RESURFACER In a memorandum to the Board, Mr. Matthew Chlebowski, Director, Central Services, requested 01$9 REGULAR MEETING JUNE 9, 2003 permission to advertise for the receipt of bids for the above referred to equipment. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above request was approved. APPROVE CHANGE ORDER - BIKE PEDESTRIAN TRAIL ENHANCEMENT - NORTHERN INDIANA CONSTRUCTION - PROJECT NO.99-051 Mr. Gilot advised that Mr. Larry Camparone, Engineering, has submitted Change Order No. 7 on behalf of Northern Indiana Construction, with no monetary change, for a new Contract sum including this Change Order in the amount of $881,888.37. The Change Order is required to compensate the sub -contractor for an underrun in the line item "Sidewalk, Concrete". Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT - TJX GRADING AND DRAINAGE PROJECT - RIETH RILEY CONSTRUCTION - PROJECT NO. 102-034A Mr. Gilot advised that Mr. Darrell Baker, Engineering has submitted Change Order No. 1 (Final) on behalf of Rieth Riley Construction, Post Office Box 1775, South Bend, Indiana, indicating that the contract amount be increased by $63,728.60 for a new contract sum including this Change Order in the amount of $1,866,140.10. 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, Change Order No. 1 (Final) 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 - MIAMI VILLAGE PHASE II - L.L. GEANS - PROJECT NO. 102-025 Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted the Final Change Order on behalf of L.L. Geans, 1923 Home, Mishawaka, Indiana, with no monetary change, for a new contract sum including this Change Order in the amount of $26,546.00. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Mr. Gilot, 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 CONSTRUCTION CONTRACT - OLIVER SCHOOL DEMOLITION - R&R EXCAVATING, INC. - PROJECT NO. 102-045 Mr. Gilot advised that in accordance with the bid awarded on May 12, 2003, to R&R Excavating, Inc., 2010 Went Avenue, Mishawaka, Indiana, in the amount of $419,120.00 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Contract was approved and the appropriate Certificate of Insurance was filed. APPROVE CONSTRUCTION CONTRACT -VACANT LOT MOVING AND MAINTENANCE - INFOLINK. INC. Mr. Gilot advised that in accordance with the bid awarded on May 27, 2003, to Infolink, Inc., 1657 Commerce Drive, South Bend, Indiana, in the amount of $24.00 per lot, for approximately 160 lots 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 and the appropriate Certificate of Insurance was filed. APPROVE CONSTRUCTION CONTRACT - ADDED TRAVEL LANES ON CLEVELAND ROAD - MAYFLOWER ROAD TO RALPH JONES DRIVE - SELGE CONSTRUCTION COMPANY, INC. - PROJECT NO 103-031 Mr. Gilot advised that in accordance with the bid awarded on May 27, 2003, to Selge Construction Company, Inc., 2833 South I11h Street, Niles, Michigan, in the amount of $1,296,810.20 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Contract was approved and the appropriate Certificate of Insurance, Performance Bond and Labor and Materials Payment Bond as submitted were filed. 0190 E REGULAR MEETING JUNE 9, 2003 APPROVAL OF CONTRACT - PARKING RESTORATION ENGINEERING SERVICES - MAIN/COLFAX AND ST. JOSEPH/JEFFERSON - WALKER PARKING CONSULTANTS Mr. Gilot stated that the Board is in receipt of a Contract between the City of South Bend and Walker Parking Consultants, 6602 East 75", Indianapolis, Indiana, for the above referred to project. Mr. Gilot noted that the Contract is in the amount of $315,000.00 plus $31,000.00 reimbursables. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Contract was approved and executed. APPROVE COMMUNITY DEVELOPMENT CONTRACTS/AGREEMENTS/ADDENDA The following Community Development Contracts, Agreements and Addenda were presented to the Board for approval: Grant Agreement South Bend Heritage Commercial Corridor $100,000.00 Foundation Improvement Program Member Participation S. Kanalos AmeriCorps Program No Cost To City Contract Member Participation L. Jackson AmeriCorps Program No Cost To City Contract Member Participation K. DeCarlo AmeriCorps Program No Cost To City Contract Member Participation A. Walsh AmeriCorps Program No Cost To City Contract Member Participation R. Perkins AmeriCorps Program No Cost To City Contract Building Block Grant Unity City Wide $5,000.00 Agreement Resident Council Building Block Grant Isaac Hunt/Promised $1,200.00 Agreement Land Owners Neighborhood Youth Greater Friendship Youth Activities $1,573.00 Grant Agreement Missionary Baptist/Teenage Ministry Addendum I LaCasa De Amistad Job Training Classes Extends Contract to June 30, 2003 Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the above referred to Contracts, Agreements and Addenda were approved and executed. APPROVAL OF PROPOSAL - SOUTH BEND FIRE DEPARTMENT - DISTRICTING PLAN UPDATE AND TRAINING FACILITY LOCATION ANALYSIS - DLZ INDIANA Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and DLZ Indiana, 2211 East Jefferson, South Bend, Indiana, for the above referred to project. Mr. Gilot noted that the Agreement is in the amount of $67,400.00. It was noted that the Board approved this Proposal at the May 27, 2003 meeting in the amount of $65,000.00. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Agreement was approved and executed. APPROVAL OF PROPOSAL - DESIGN OF INDUSTRIAL STREET - EAST SIDE OF THE TRANS TECH PROPERTY - KEN HERCEG & ASSOCIATES INC. Mr. Gilot stated that the Board is in receipt of a Proposal between the City of South Bend and Ken Herceg & Associates, 211 West Washington, South Bend, Indiana, for the design of an industrial J191 REGULAR MEETING JUNE 9, 2003 street adjacent to the east side of the Trans Tech property north of Cleveland Road. Mr. Gilot noted that the Proposal is in the amount of $16,600.00. Therefore, upon a motion made by Mr. Inks , seconded by Mr. Littrell and carried, the Proposal was approved and executed. CONCURRENCE OF LOAN AGREEMENT - BROWNFIELD CLEANUP REVOLVING LOAN - INDIANA DEVELOPMENT FINANCE AUTHORITY Mr. Gilot noted that this Loan Agreement was approved by the Mayor, and Board approval was not necessary. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Board concurred with the Loan Agreement. APPROVE COMMUNITY DEVELOPMENT BUILDING BLOCK GRANT AGREEMENTS The following Community Development Building Block Grant Agreements were presented to the Board for approval: $125.00 Agreements 609 Eckman St. 1217 W. Thomas St. 312-314 N. Taylor St. 730 W. Jefferson Blvd. 1723 Kemble Ave. 316 N. Taylor St. 1115 Ebeling Dr. 817 S. 26th St. 2165 Parkview Pl. 2618 Lincolnway West 320 N. Taylor St. 216 N. Edison Ave. 1918 E. Ewing Ave. 439 N. Sunnyside Ave. 745 N. Frances 917 Amhurst Ave. 4033 Coral Dr. 1715 Sunnymede Ave. 706 S. Bendix Dr. 722 S. 35" St. 315 N. Taylor St. 1054 O'Brien St. 321 N. Taylor St. 139 Camden St. 315 Walsh St. 1605 N. Johnson St. 909 Sancome Ave. $150.00 Agreements 1446 E. Miner Street 2519 Bergan St. 1450 E. Miner St. $175.00 Agreements 1009 S. Twyckenham 809 E. Eckman St. $200.00 Agreements 1115 N. Blaine Ave. 1035 N. St. Peter Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the above referred to Agreements were approved and executed. APPROVAL OF PROPOSAL - ARCHITECTURAL AND ENGINEERING SERVICES - OLIVER PLOW WORKS SITE RAZING - PHASE III - KEN HERCEG & ASSOCIATES, INC. Mr. Gilot stated that the Board is in receipt of a Proposal between the City of South Bend and Ken C 1 192 REGULAR MEETING JUNE 9, 2003 Herceg & Associates, South Bend, Indiana, for the above referred to project. Mr. Gilot noted that the Proposal is in the amount of $16,200.00 for Section I. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Proposal was approved and executed. APPROVAL OF REVISION OF APPRAISALS - FIRE DEPARTMENT/POLICE DEPARTMENT PARCELS - THE APPRAISAL GROUP Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the revision of appraisals for the above referred to parcels of property were approved. APPROVAL OF INCREASE OF HOURLY RATE - ON -STREET PARKING ENFORCEMENT - AMPCO PARKING SYSTEM Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the hourly rate for on -street parking enforcement for Ampco Parking System, 141 South High, Columbus, Ohio, was increased from $10.31 per hour to $12.36 per hour, to address the increased costs of operation. APPROVAL OF REQUEST FOR PROPOSED HEALTHWORKS SIGNAGE AT THE LEIGHTON GARAGE Mr. Tim Williams, Community and Economic Development, submitted proposed signage for Healthworks Kids' Museum at the Leighton Garage. Mr Williams stated that Healthworks will bear all costs for the signs. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the proposed signage was approved. REQUEST TO ACQUIRE CITY -OWNED PROPERTY - KEY NO 18-3056-2192 - SOUTH BEND HERITAGE FOUNDATION In a letter to the Board, Mr. Jeff Gibney, South Bend Heritage Foundation, 803 Lincolnway West, South Bend, Indiana, indicated that they were interested in acquiring the above referred to City - owned property. Favorable recommendations were received by the Mayor, Engineering, Code Enforcement, Community & Economic Development, Park Department and City Attorney's office. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the request to acquire City - owned property as described above was approved. FAVORABLE RECOMMENDATION - PETITION TO VACATE AN ALLEY - BETWEEN 30TH AND 31 ST STREET OFF MISHAWAKA AVENUE Mr. Gilot indicated that Mr. Donald McGowan, 3015 Mishawaka Avenue, South Bend, Indiana, has submitted to the Board 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 Community and Economic Development and the Division of Engineering. Engineering stated that the petitioner needs to address the turning radius since he is creating a "T" alley. He should not rely on using Lots 88 and/or 97 to allow turns unless he owns them and grants an easement. Therefore, Mr. Littrell made a motion that the Board send a favorable recommendation to the petitioner, recommending that these issues be addressed. Mr. Inks seconded the motion which carried. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - CLINTON FROM BRONSON TO SOUTH - GRADUATION PARTY Mr. Gilot stated that favorable recommendations have been received by Traffic & Lighting, Police Department and the City Attorney's office, in reference to a request as submitted by Mr. Joe Dixon, 612 Clinton Street, South Bend, Indiana, to conduct the above referred to event on June 14, 2003, from 2:00 p.m. until 11:00 p.m. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - MEADE STREET FROM MARQUETTE TO HAMILTON - BLOCK PARTY Mr. Gilot stated that favorable recommendations have been received by Traffic & Lighting, Police Department and the City Attorney's office, in reference to a request as submitted by Mr. Zhenaqy Newhouse,1823 North Meade, South Bend, Indiana, to conduct the above referred to event on June 14, 2003, from 1:00 p.m. until 12:00 a.m. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the recommendation was approved. REGULAR MEETING JUNE 9, 2003 APPROVAL OF RECOMMENDATION - RESERVED HANDICAP PARKING PERMIT Mr. Gilot stated that favorable recommendations have been received by Traffic & Lighting, Engineering, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Mary Ann Bryant, Granger, Indiana, for reserved handicapped parking in front of her place of employment, 105 West Colfax. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - BLACK OAK FROM OAK PARK TO SCOTTSWOOD - ICE CREAM SOCIAL Mr. Gilot stated that favorable recommendations have been received by Traffic & Lighting, Police Department and the City Attorney's office, in reference to a request as submitted by Mr. John Roos, 1730 Oak Park Drive, South Bend, Indiana, to conduct the above referred to event on June 19, 2003, from 6:30 p.m. until 8:30 p.m. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the recommendation was approved. FAVORABLE RECOMMENDATION - PETITION TO VACATE AN ALLEY AND STREET Mr. Gilot indicated that a request to vacate an alley and street has been submitted to the Board for approval: The north/south alley west of Logan Street from Edison Road to Kale Street. The first street to be vacated is a portion of Kale Street from Logan Street, west to the east line of Edison Road Addition First Replat. The second street to be vacated is one half of the right of way of Logan Street from Edison Road to the north right of way line of said Kale Street, being a part of Edison Road addition to the City of South Bend, St. Joseph County, Indiana. The Division of Engineering, Area Plan Commission, Community & Economic Development, Fire Department, Solid Waste, Police Department and the City Attorney's office submitted favorable recommendations. Area Plan stated noted that vacating the alleys as shown would create a dead end alley, which is against Common Council policy. They recommended that if the alley is vacated, that it be done so subject to a turn -around easement for the dead end alley, and also any cross access or utility easements that may be necessary. In regard to the partial Hickory Road vacation, the staff recognizes that the new configuration of Hickory Road along with the proposed development negates the need for this land a public right of way. If Hickory Road and/or Kale Street are vacated, utility easements may be needed. Therefore, Mr. Littrell made a motion that the Board send a favorable recommendation to the Common Council concerning this Vacation Petition. Mr. Gilot 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 Mr. Mario Manta, 50929 Mulholand Drive, South Bend, Indiana. The Consent indicates that in consideration for permission to tap into the public sanitary sewer system of the City, to provide sanitary sewer service to 50929 Mulholland Drive, South Bend, Indiana, Mr. Mulholland waives and releases any and all rights to remonstrate against or oppose any pending or future annexation of the property by the City of South Bend. Therefore, Mr. Littrell made a motion that the Consent be approved. Mr. Inks seconded the motion which carried. ADOPT RESOLUTION NO.43-2003 - 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. 43-2003 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: 194 REGULAR MEETING JUNE 9, 2003 Sixty -One (61) Centennial Cell Phones and Related Accessories (Vehicle Chargers/Belt Clips/Cases 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 items listed above are no longer needed by the City; are unfit for the purpose for which they were intended and have 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, conducted by an auctioneer licensed under I.C. 25-6.1, after advertising the property for sale. However, if the property is deemed worthless, such may be demolished or junked. ADOPTED this 9" day of June 2003. BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA s/Gary A. Gilot, President s/Donald E. Inks, Member s/Carl P. Littrell, Member ATTEST: s/Angela K. Jacob, Clerk APPROVAL OF RESOLUTION NO.44-2003 - DISCLAIMING ANY INTEREST IN A CERTAIN PARCEL OF REAL ESTATE COMMONLY KNOWN AS 623 EAST INDIANA AVENUE SOUTH BEND, INDIANA 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. 44-2003 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, DISCLAIMING ANY INTEREST IN A CERTAIN PARCEL OF REAL ESTATE COMMONLY KNOWN AS 623 EAST INDIANA AVENUE, SOUTH BEND, INDIANA WHEREAS, the Board of Public Works ("Board") has custody of all real property owned by the City of South Bend; and WHEREAS, a quit -claim deed has been received in the Office of the Recorder which purports to transfer the following described parcel of real property: Key number: 18 7030 1172 Lot 36 Indiana Avenue Addition, and commonly described as 623 East Indiana Avenue, to the City of South Bend; and WHEREAS, Sam Frison requested that the Board of Public Works of the City of South Bend and expressed an interest in purchasing the property known as 623 East Indiana Avenue from the City of South Bend; and WHEREAS, the Board of Public Works acted on his request, advertised the land for sale and received bids and sold it to Sam Frison on November 28, 2001; and WHEREAS, sometime after the purchase and recording of the deed with the St. Joseph County Recorder, Larry Magliozzi of the City of South Bend received a phone call from Sam Frison, i9 REGULAR MEETING JUNE 9, 2003 the subject of the phone call being that Frison inquired if the City wanted 623 East Indiana Avenue back. Magliozzi advised Frison in that phone call that the City did not want the property back; and WHEREAS, after this phone call and the knowledge that was conveyed to him in it, Frison executed a quit claim to the City of South Bend without its consent and recorded said document with the St. Joseph County Recorder's Office on April 5, 2002; and WHEREAS, the first notice to the City of South Bend that the deed had been recorded was when the tax bill was received in May, 2003; WHEREAS, the attempt to transfer the above mentioned parcel and the execution and recording of the above mentioned quit -claim deed were done without the knowledge or consent of the Board of Public Works or of any person acting on behalf of the City of South Bend; and WHEREAS, neither the Board of Public Works nor any person acting on behalf of the City of South Bend has accepted or intends to accept transfer of a deed to the above mentioned parcel; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, AS FOLLOWS: Section I. That the Board of Public Works hereby disclaims any interest, legal or equitable, in the following described parcel of real property: Key number: 18 7030 1172 Lot 36 Indiana Avenue Addition, and commonly described as 623 East Indiana Avenue, Section II. The Clerk of the Board is instructed to give notice of the adoption of this resolution to the Office of the Recorder and the Office of the Treasurer for St. Joseph County, Indiana immediately upon its execution, and to take any and all other necessary and proper actions to effectuate this disclaimer. Adopted on the 9th day of June, 2003, by the Board of Public Works of the City of South Bend, Indiana. BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA s/Gary Gilot, President s/Carl Littrell, Member s/Donald Inks, Member ATTEST: s/Angela K. Jacob FILING OF SAFETY REPORTS - DEPARTMENT OF PUBLIC WORKS The Division of Environmental Services, Street Department, Division of Engineering, Water Works and Equipment Services submitted Safety Reports for May 2003. 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 May 2003. There being no further discussion, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the report was accepted and filed. 0"196 REGULAR MEETING JUNE 9, 2003 APPROVE TRAFFIC CONTROL DEVICE Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following traffic control device was approved: INSTALLATION OF: 30 MPH Speed Limit Signs LOCATION: Cleveland Road, from Mayflower Road to Ralph Jones Drive REMARKS: Temporary, during construction, through September 30, 2003 FILING OF MONTHLY REPORT - WATER WORKS Mr. Andy Wierzbicki, water Works, submitted a report for the Division of Environmental Services, for the Department of Water Works for the month of May 2003. There being no further discussion, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the report was accepted and filed. FILING OF CERTIFICATES OF INSURANCE Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following Certificates of Insurance were accepted for filing: Lykowski Construction, Inc. Residential Electric Inc. 21707 West Ireland Road 0505 N. 500 W. South Bend, Indiana 46614 LaPorte, Indiana 46350 GVW Tire, Inc. Walker Parking Consultants/Engineers, Inc. 60885 U.S. 31 South 6602 E. 75t' Street, Suite 210 South Bend, Indiana 46614 Indianapolis, Indiana 46250 Bradberry Brothers, Inc. Niblock Excavating, Inc. 20061 Dice Street 906 Maple Street South Bend, Indiana 46614 Bristol, Indiana 46507 Ziolkowski Construction, Inc. LaPorte Construction Company, Inc. Post Office Box 1106 Post Office Box 577 South Bend, Indiana 46624 LaPorte, Indiana 46352 Berreth Oil Inc. Taylor Battery Company Post Office Box 610 Post Office Box 147 Mishawaka, Indiana 46544 Lyon Station, Pennsylvania APPROVE CONTRACTOR AND EXCAVATION BONDS Mr. Anthony Molnar, Engineer, Division of Engineering, recommended that the following Contractors and Excavation Bonds be approved as follows: BOND OF CONTRACTOR Van Overberghe Builders, Inc. Approved Effective June 4, 2003 Pursuant to Resolution No. 100-2000 EXCAVATION BOND Aaron's Plumbing, Inc. Approved Effective June 3, 2003 Pursuant to Resolution No. 100-2000 Mr. Gilot made a motion that the recommendation be accepted and that the Bonds be approved as outlined above. Mr. Inks seconded the motion which carried. APPROVE CLAIMS Mr. Gilot stated that the following claims were submitted to the Board for approval: 0197 REGULAR MEETING JUNE 9, 2003 Name Amount of Claim Date City of South Bend $934,350.28 June 2, 2003 St. Joseph County Housing Consortium $24.74 May 9, 2003 St. Joseph County Housing Consortium $757.32 May 9, 2003 St. Joseph County Housing Consortium $129.80 May 9, 2003 St. Joseph County Housing Consortium $874.87 May 9, 2003 St. Joseph County Housing Consortium $33,000.00 May 20, 2003 Gibson Lewis LLC $139,267.65 May 5, 2003 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. Littrell and carried, the meeting adjourned at 10:20 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President (� Z- ex��- Carl P. Littrell, Member Donald E. Inks, Member ATTEST: ()AN Angela Jacob, Cierk r1 1