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HomeMy WebLinkAbout07/29/03 Board of Public Works Special Meeting Minutes0277 SPECIAL MEETING JULY 29, 2003 A special meeting of the Board of Public Works was convened at 1:30 p.m. on Tuesday, July 29, 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 Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following items were added to the agenda. - Grant of Easement - Consulting Agreement - Neighborhood Youth Grant Agreement - Resolution No. 57-2003 AWARD BID - SOUTH BEND FIRE DEPARTMENT NEW HEADQUARTERS AND CENTRAL FIRE STATION - PROJECT NO. 103-20A AND SOUTH BEND POLICE DEPARTMENT NEW HEADQUARTERS AND TRAINING FACILITY - PROJECT NO 103 20B Mr. Gilot noted that at the May 13, 2003 Board of Public Works meeting, an Intent to Award for Casteel Construction, 23186 West Ireland Road, South Bend, Indiana, was approved, subject to financing. Mr. Carl Littrell, City Engineer, recommended the Board award the contract to the lowest, responsive and responsible bidder, Casteel Construction, Inc., as follows: At its regular meeting held on May 12, 2003, the Board of Public Works awarded the bid for the above referred to project to Casteel Construction in the amount of $16,388,500.00. Base Bid: $14,870,000.00 - Police and Fire Alternates: $ 370,000.00 - South Bend Fire Department (Project A) Includes Alternates 1,2,3,7,8,9,10,11,12,14 and 15 $ 1,148,500.00 - South Bend Police Department (Project B) Includes Alternates 1,3,5,6,8,9,10,11 and 12 Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the bid was awarded as noted above. APPROVE CONSTRUCTION CONTRACT - SOUTH BEND FIRE DEPARTMENT NEW HEADQUARTERS AND CFNI TRAL FIRE STATION - PROJECT NO 103 20A AND SOUTH BEND POLICE DEPARTMENT NEW HEADQUARTERS AND TRAINING FACILITY PROJECT NO. 103-20B Mr. Gilot advised that in accordance with the bid awarded on July 29, 2003, to Casteel Construction, 23186 West Ireland Road, South Bend, Indiana, in the amount of $16,388,500.00 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. APPROVAL OF GRANT OF EASEMENT - PLACEMENT OF CONTROL BOX AND ANTENNA POLE - WALNUT/EUCLID CONTROL STRUCTURE IMPROVEMENTS - PROJECT NO. 102-078C Mr. Jason Durr, Engineering, stated that this Easement Agreement is with the Elizabeth Memorial Church at Lincolnway West and Walnut, for the above referred to project. Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Grant of Easement was approved. APPROVAL OF MASTER CONSULTING AGREEMENT - FIBER OPTICS - INFOCOMM SYSTEMS, INC. Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and InfoComm Systems, Inc., 3000 Kent Avenue, West Lafayette, Indiana, for consulting services for a Memorandum of Understanding for fiber optic conduit to Union Station. Mr. Gilot noted that the Agreement is in the amount not to exceed $1,000.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Agreement was approved and executed. 1 1 SPECIAL MEETING JULY 29, 2003 APPROVAL OF AGREEMENT -NEIGHBORHOOD YOUTH GRANT -FRIENDSHIP FLYERS Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Friendship Flyers, 206 Falcon, South Bend, Indiana, for youth activities. Mr. Gilot noted that the Agreement is in the amount of $1,700.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Agreement was approved and executed. ADOPT RESOLUTION NO. 57-2003 Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, Resolution No. 57-2003 was adopted by the Board of Public Works as follows: RESOLUTION NO. 57 -2003 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND SETTING A POLICY FOR THE DISPLAY OF BANNERS AND SIGNS ON MUNICIPAL PARKING GARAGES WHEREAS, the South Bend Board of Public Works (BPW) is authorized by state (I.C. 36-4- 9-5) and local law (South Bend Municipal :`ode, Chapter 2, Article 5, Section 2-50) to perform certain duties; and WHEREAS, the BPW is in charge of the property of the City of South Bend; and WHEREAS, among the pieces of the property owned by the City of South Bend are three municipal parking garages; and WHEREAS, there have been requests to place banners or other items on the outside of these garage; and WHEREAS, it is in the best interest of the public that a policy be in place which contains standards by which decisions about allowing such banners can be consistently and fairly made. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, as foilows: 1. Banners or signs shall not be approved for hanging or otherwise attached to any of the parking garages unless the banner reflects an event that is either: (a) occurring inside the parking garage; (b) sponsored by the City of South Bend; or (c) sponsored by a not -for -profit corporation which receives substantial funding from the City of South Bend. 2. If the banner is in support of an event that is not sponsored by the City of South Bend, then the sponsoring not -for -profit organization shall name the City of South Bend as an additional insured in the insurance policy with limits of $300,000 per person and $5,000,000 per occurrence; 3. Political signs and banners shall not be displayed; 4. The sponsor shall provide a photograph or drawing of the banner for the Board's approval; 5. The Board shall reject any banner if it not satisfied with the safety of the display; and 6. The Board may use a file stamp to affix their signatures in approving or rejecting the banner. 20 SPECIAL MEETING JULY 29, 2003 Adopted and effective this 29' day of July 2003. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/Gary Gilot s/Carl Littrell s/Don Inks ATTEST: s/Angela K. Jacob, Clerk ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the meeting adjourned at 1:40 p.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President Carl P. Littrell, Member Donald E. Inks, Member TEST: Ange K. Jacob, rk