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HomeMy WebLinkAbout10/13/03 Board of Public Works Minutes0352 PUBLIC AGENDA SESSION OCTOBER 8, 2003 The Public Agenda Session of the Board of Public Works was convened at 8:05 a.m. on October 8, 2003, by Board Member Donald E. Inks with Board Member Carl P. Littrell present. Board President Gary A. Gilot arrived at 8:35 a.m. Also present was Attorney John Livingston. Board Attorney Thomas Bodnar was not present. 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 Items Added: Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, several Traffic Control Devices and the Olive Road III Annexation Area information were added to the agenda. Board members discussed the following item(s) from that list. - Safety Reports Mr. Sam Hensley, Street Department; Mr. Ken Zmudzinksi, Environmental Services; and Mr. Andy Wierzbicki, Water Works, presented their Safety Reports for September 2003. - Monthly Reports Mr. Ken Zmudzinski, Environmental Services and Mr. Andy Wierzbicki, Water Works, presented their Monthly Reports for September 2003. - Quarterly Construction Report Mr. Toy Villa, Engineering, presented the Quarterly Construction Report for July, August and September 2003. - Certificate of Substantial Completion - Water Works Olive Street Pumping Station Mr. Robert Krol, Water Works, stated this document will allow the release of retainage. The renovations have been completed, and an open house has been scheduled for October 22, 2003. - Agreement- Price Protection Service - NIPSCO Mr. Gilot stated Mr. Rick 011ett, Controller, has locked in a low rate for natural gas service for City facilities. - Contract - Elevators at City Parking Garages - Kone, Inc. Mr. John Livingston stated the Contract is still in transition status, and is currently on a month -to -month contract. - Triple Trailer Permit - Con- Way Transportation Mr. Carl Littrell stated he is reviewing the submitted Permit, and will discuss with Con -Way Transportation. - Letter of Credit - Royal Oak Estates Mr. Carl Littrell stated the Letter of Credit will most likely need to be renewed at the end of November. The Letter of Credit currently has an expiration date of December 31, 2003. PUBLIC HEARING - PROPOSED LEASE OF OFFICE SPACE - 224 WEST JEFFERSON Mr. Inks advised that this was the date set for the Board's Public Hearing concerning a renewal of a Lease Agreement for office space at 224 West Jefferson Boulevard, in the amount of $7,501.00 per month the first year, $7,614.30, the second year and $7,768.39 for the third year. A certificate St. Joseph County Auditor certifed that the signers of the petition and the person verifying the Petition are all taxpayers of the property within the City of South Bend. The Notice was published in the South Bend Tribune. There being no one 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 proposed Lease Agreement was approved. ADOPT RESOLUTION NO.69-2003 - CONCERNING A LEASE AGREEMENT FOR OFFICE SPACE AT 224 WEST JEFFERSON BOULEVARD AND AUTHORIZING NOTICE Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the following Resolution was adopted by the Board of Public Works: r- 3:a PUBLIC AGENDA SESSION RESOLUTION NO. 69-2003 OCTOBER 8, 2003 RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND CONCERNING LEASE AGREEMENT FOR OFFICE SPACE AT 224 WEST JEFFERSON BOULEVARD AND AUTHORIZING NOTICE WHEREAS, the Board of Public Works of the City of South Bend has received this date a petition signed by fifty (50) taxpayers of the City of South Bend requesting that the Board enter into a lease for approximately 7,088 square feet of office space on the first floor of the Trigon Building, 224 West Jefferson Boulevard, South Bend, Indiana, with Tom Herrman and Associates for a term of one year with an option to renew for two additional one year periods with a monthly rental of Seven Thousand Five Hundred One Dollars ($7,501.00) in the first year; Seven Thousand Six Hundred Fourteen and 39/100 Dollars ($7,614.39) in the second year; and Seven Thousand Seven Hundred Sixty Eight and 39/100 Dollars ($7,768.39) in the third year; and WHEREAS, the Board has concurrently received this date a certificate of the St. Joseph County Auditor certifying that the signers of the petition and the person verifying the Petition are all taxpayers of property within the City of South Bend; and WHEREAS, I.C. 3 6-1-10-13 requires that prior to execution of any lease with the City, notice of a public hearing to be held before the Board of Public Works shall be published in accordance with I.C. 5-3-1. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works for the City of South Bend as follows: 1. The Board of Public Works intends to enter into a lease with Tom Herrman and Associates for approximately 7,088 square feet of office space on the first floor of the Trigon Building located at 224 West Jefferson Boulevard, South Bend, Indiana for a term of one year with an option to renew for two additional one year periods with a monthly rental of Seven Thousand Five Hundred One Dollars ($7,501.00) in the first year; Seven Thousand Six Hundred Fourteen and 39/100 Dollars ($7,614.39) in the second year; and Seven Thousand Seven Hundred Sixty Eight and 39/100 Dollars ($7,768.39) in the third year. 2. Notice shall be published in accordance with I.C. 5-3-1 and I.C. 36-1-10-13 of the Board's intent to enter into the subject lease. Public Hearing as required by I.C. 36-1-10-13 is hereby scheduled before this Board for the 8" day of October, 2003 at 8:15 a.m. 4. A copy of this resolution shall be filed with the South Bend Common Council. Dated: October 13, 2003 s/Carl Littrell, Member s/Donald E. Inks, Member Attest: s/Angela Jacob, Clerk APPROVAL OF RECOMMENDATION - TO CLOSE STREET - DUNHAM FROM KENTUCKY TO LAKE - BLOCK PARTY Mr. Inks stated that favorable recommendations have been received by Traffic and Lighting, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Constance Green 3217 Dunham, South Bend, Indiana, to conduct the above referred to block party on October 11, 2003, from 12:00 p.m. to 11:00 p.m. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the recommendation was approved. 0354 PUBLIC AGENDA SESSION OCTOBER 8, 2003 APPROVAL OF RECOMMENDATION - TO CLOSE- STREET - KENDALL FROM ALLEY TO EDWARD - HALLOWEEN PARTY Mr. Inks stated that favorable recommendations have been received by Traffic and Lighting, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Patti Heuttl, 1031 West Dubail, South Bend, Indiana, to conduct the above referred to block party on October 10, 2003, from 12:00 p.m. to 11:00 p.m. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the recommendation 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 9:00 a.m. TEST: Angela . Jacob, lYlerk REGULAR MEETING BOARD OF PUBLIC WORKS Gary A. Gilot, President — a6—? X—� &— Carl P. Littrell, Member V".'oer 7 2L Donald E. Inks, Member OCTOBER 13 2003 The regular meeting of the Board of Public Works was convened at 9:3 5 a.m. on Monday, October 13, 2003, by Board President Gary A. Gilot, with Mr. Carl P. Littrell and Mr. Donald E. Inks present. Also present was Attorney John Livingston. Board Attorney Thomas Bodnar was not present. ADD AGENDA ITEMS Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following items were added to the agenda: - Easement Release - Lots 6 and 7 - Rivers Landing - Request to Advertise for Receipt of Bids - Traffic Signal Plans - Ireland Road Traffic Signal System - Request to Advertise for Receipt of Bid - Repair of Parking Garage - Main & Colfax - Request to Approve Pet Refuge Fund Raiser - 52600 Olive Road - October 17 and 18, 2003 APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the minutes of the meetings of the Board held on September 18, 22 and 29, 2003, were approved. PUBLIC HE - TRANSIENT MERCHANT LICENSE - KRIS KRINGLE CRAFT SHOW Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning a License Application for a Transient Merchant License, as submitted by Ms. Eli Tyl, 1963 Piedmont Way, 1 1 0355 REGULAR MEETING OCTOBER 13, 2003 South Bend, Indiana, to be held at Michiana Christian School, South Bend, Indiana, for the sale of hand made crafts to be held on November 29, 2003. It was noted that favorable recommendations were received from the Police Department, Fire Department, Building Department and the Legal Department. Ms. Eli Tyl 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. Inks, seconded by Mr. Littrell and carried, the License Application was approved. OPENING OF BIDS - EDISON WATER TREATMENT PLANT RENOVATION - PHASE I - PROJECT NO. 103-050 (BOND) 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 CONSTRUCTION COMPANY OF ILLINOIS 2749 North State Road 39 LaPorte, Indiana 46350 Bid was signed by Mr. Jeffery Dunifon Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five percent (5%) Bid Bond was submitted IC Base Bid $1,062,000.00 Alt # 1 Alt # 2 Add Deduct $ 44,000.00 $ 30,000.00 Alt # 3 Add $ 70,000.00 Alt # 4 N/A Alt # 5 Add $ 85,000.00 Alt # 6 Deduct $ 25,000.00 HAGERMAN CONSTRUCTION CORPORATION Post Office Box 10690 Fort Wayne, Indiana 46853-0690 Bid was signed by Mr. Mark Hagerman Non -Collusion Affidavit was in order Non -Discrimination Commitment form was not presented Five percent (5%) Bid Bond was submitted on Base Bid $1,112,000.00 Alt # 1 Add $ 31,000.00 Alt # 2 Deduct $ 43,000.00 Alt 111 Add $ 70,600,00 Alt # 4 Add $ 4,500.00 Alt # 5 Add $ 64,000.00 Alt # 6 Deduct $ 8,000.00 KASER SPRAKER CONSTRUCTION, INC. 25487 West State Road 2 South Bend, Indiana 46619 Bid was signed by Mr. Gary Spraker Non -Collusion Affidavit was in order 0356 REGULAR MEETING Non -Discrimination Commitment form was completed Five percent (5%) Bid Bond was submitted :n Base Bid $1,123,000.00 Alt # 1 . Add $ 47,510.00 Alt # 2 Deduct $ 31,000.00 Alt # 3 Add $ 41,000.00 Alt # 4 Add $ 4,500.00 Alt # 5 Add $ 24,500.00 Alt # 6 Deduct $ 78,000.00 BOWEN ENGINEERING CORPORATION 1260 East Summit Street Crown Point, Indiana 46307 Bid was signed by Mr. Rachelle Janssen Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five percent (5%) Bid Bond was submitted :E Base Bid: $1,188,000.00 Alt # 1 Add $ 32,000.00 Alt # 2 Deduct $ 40,000.00 Alt # 3 Add $ 60,000.00 Alt # 4 Add $ 5,700.00 Alt # 5 Add $ 54,000.00 Alt # 6 Deduct $ 48,000.00 ROBERT HENRY CORPORATION 404 South Frances Street Post Office Box 1407 South Bend, Indiana 46624 Bid was signed by Mr. Stephen Henry Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five percent (5%) Bid Bond was submitted OCTOBER 13, 2003 �1 Base Bid $1,110,000.00 Alt # 1 Add $ 22,500.00 Alt # 2 Deduct $ 40,000.00 Alt # 3 Add $ 58,000.00 Alt # 4 Add $ 4,500.00 Alt # 5 Add $ 37,000.00 Alt # 6 Deduct $ 45,000.00 Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the above bids were referred to Water Works 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: 1 REGULAR MEETING RICHARD HEIM 2167 Inglewood Place South Bend, Indiana . M 035' OCTOBER 13, 2003 No. Make of Vehicle Year Vin # Bid 1 CADILLAC STS 1993 IG6KY5294PU832148 $311.00 4 FORD BRONCO II 1989 1FMCU14T4KUB03571 $111.00 THOMAS STAACK 7772 West County Line Road Grovertown, Indiana 46531 :_1 1 CADILLAC STS 1993 IG6KY5294PU832148 $326.00 2 MITSUBISHI MIRAGE 1992 4A3CU26A7NE064279 $23.00 4 FORD BRONCO II 1989 1FMCU14T4KUB03571 $69.00 5 JEEP WAGONEER 1986 j 1JCNJ15U2GT028488 1 $63.00 RON MOUTRAY 17271 Darden Road South Bend, Indiana 46635 BID: 3 1 TOYOTA PICK-UP JOE BOBIK 56942 Cedar Road Osceola, Indiana 46561 :_D 1986 1 JT4RN70D7G0010779 1 $200.50 1 CADILLAC STS 1993 IG6KY5294PU832148 $211.00 4 FORD BRONCO II 1989 1FMCU14T4KUB03571 $311.00 Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the above bids were referred to Code Enforcement for review and recommendation. OPENING OF QUOTATIONS/AWARD QUOTATION - IRONWOOD ROAD IMPROVEMENT PROJECT - PROJECT NO. 103-049 (LRSffi 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 25200 State Road 23 South Bend, Indiana 46614 03-38 REGULAR MEETING OCTOBER 13, 2003 Quotation was submitted by Mr. David Dudash QUOTATION: $29,467.79 WALSH & KELLY, INC 24358 State road 23 South Bend, Indiana 46614 Quotation was submitted by Mr. Kevin Kelly QUOTATION: $37,587.28 SELGE CONSTRUCITON 2833 South 11 " Street Niles, Michigan 49120 Quotation was submitted by Mr. John Szuba QUOTATION: $54,076.00 BROOKS CONSTRUCTION COMPANY 625 Beiger Street Mishwaka, Indiana 46544 Quotation was submitted by Mr. Williams Stevens QUOTATION: $34,354.68 Upon a motion made by Mr. Gilot, seconded by Mr. Inks 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, Rieth Riley Construction, in the amount of $29,467.79. 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. APPROVE TITLE SHEET - IRELAND ROAD TRAFFIC SIGNAL MODERNIZATION Mr. Gilot advised that the Title Sheet for the above referred to Title Sheet 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 signed. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS REPAIRS OF PARKING STRUCTURES - MAIN AND COLFAX - PROJECT NO. 103-038 - COIT/BONDS In a memorandum to the Board, Mr. Tim Williams, Economic Development, requested permission to advertise for the receipt of bids for the above referred to project. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the request to advertise for the receipt of bids was approved. APPROVE CHANGE ORDER - OLIVER BOILER HOUSE - HARMON INC. - PROJECT NO. 103-027C (HUD 108) Mr. Gilot advised that Mr. Darrell Baker, Engineering, has submitted Change Order No. 1 on behalf of Harmon, Inc., 3801 South Main, South Bend, Indiana, indicating that the Contract amount be increased $2,982.00 for a new Contract sum including this Change Order in the amount of $210,648.00. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Change Order was approved. Jl 1 0359 REGULAR MEETING OCTOBER 13.2003 APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT - WABASH STREET SANITARY SEWER EXTENSION - YOUNGS EXCAVATING - PROJECT NO. 103-047 (SEWAGE WORKS) Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 1 (Final) on behalf of Youngs Excavating, Post Office Box 2766, South Bend, Indiana, indicating that the contract amount be increased by $3,285.80 for a new contract sum including this Change Order in the amount of $71,406.05. 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, Change Order No. 1(Final) and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT - SADIE STREET IMPROVEMENTS - RIETH RILEY CONSTRUCTION - PROJECT NO 103-012 (GENERAL FUND) Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager has submitted Change Order No. 1 (Final) on behalf of Rieth Riley Construction, 25200 State Road 23, South Bend, Indiana, indicating that the contract amount be decreased by $670.38 for a new contract sum including this Change Order in the amount of $17,329.63. 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, Change Order No. 1(Final) and the Proj ect Completion Affidavit were approved subj ect to the filing of the appropriate three-year Maintenance Bond. APPROVAL OF ESCROW AGREEMENT/RESCIND PREVIOUS AGREEMENT - 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 - ST JOSEPH CAPITAL BANK/CASTEEL CONSTRUCTION (BOND) Mr. Gilot stated that the Board is in receipt of an Escrow Agreement between the City of South Bend; St. Joseph Capital Bank, Mishawaka, Indiana; and Casteel Construction, 23186 Ireland Road, South Bend, Indiana, for the above referred to project. Mr. Gilot noted that this project is in excess of $100,000.00. In addition, Mr. Littrell stated the previous Escrow Agreement which the Board approved be rescinded. Therefore, upon a motion made by Gilot, seconded by Mr. Inks and carried, the Escrow Agreement was approved and executed, and the previous Escrow Agreement was rescinded. APPROVE STANDARD FOIUM OF AGREEMENT BETWEEN OWNER AND CONTRACTOR - PHASE III ROBERT BOSCH FACILITIES UPGRADE - THE ROBERT HENRY CORPORATION - PROJECT NO. 103-048 (BOSCH RETENTION FUND) Mr. Gilot advised that in accordance with the bid awarded on September 8, 2003, to The Robert Henry Corporation, 404 South Frances, South Bend, Indiana, in the amount of $825,325.00 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, Performance Bond and Labor and Materials Payment Bond as submitted were filed. APPROVAL OF PRICE PROTECTION SERVICE AGREEMENT - NIPSCO Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and NISPSO, 1039 East Pennsylvania, South Bend, Indiana, for a fixed price option of NIPSCO service to City facilities. Mr. Gilot noted that the Agreement is in the amount of $0.599 per them, for a period of twelve (12) months. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Agreement was approved and executed. TABLE AGREEMENT - ELEVATOR MAINTENANCE SERVICE - CITY PARKING GARAGES - KONE, INC. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Agreement between the City of South Bend and Kone, Inc. was tabled. 0360 REGULAR MEETING OCTOBER 13, 2003 APPROVAL OF PROPOSAL - ARCGIS TRAINING SERVICES - THE POLIS CENTER Mr. Gilot stated that the Board is in receipt of a Proposal between the City of South Bend and the Polis Center,1200 Waterway Boulevard, Indianapolis, Indiana, for training services for ArcGIS. Mr. Gilot noted that the Proposal is in the amount not to exceed $30,000.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Proposal was approved and executed. TABLE - TRIPLE TRAILER PERMIT - CONWAY TRANSPORTATION SERVICES Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Triple Trailer Permit was tabled. APPROVAL OF SUPPLEMENTAL AGREEMENT - FIVE POINTS TRAFFIC STUDY/SIMULATION - DLZ INDIANA Mr. Gilot stated that the Board is in receipt of a Supplemental Agreement between the City of South Bend and DLZ Indiana, 2211 East Jefferson, South Bend, Indiana, for additional analysis and traffic simulations. Mr. Gilot noted that the Agreement is in the amount of $9,175.00. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Supplemental Agreement was approved and executed. APPROVE COMMUNITY DEVELOPMENT AGREEMENTS The following Community Development Agreements were presented to the Board for approval: Grant Agreement - Rum 1706 Douglas Street $3,282.50 Village Residential Enhancement Grant Agreement - Rum 2114 Kemble Street $3,668.49 Village Residential Enhancement Grant Agreement - Rum 1718 Chapin Street $1,757.88 Village Residential Enhancement Grant Agreement - Building 1222 Rush Street $125.00 Block Grant Agreement - Building 1811 Renfrew $125.00 Block Grant Agreement - Building 1208 Rush $125.00 Block Grant Agreement - Building 601 Pennsylvania $125.00 Block Grant Agreement - Center for the Homeless $18,242.55 Temporary Staff Support Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above referred to Agreements were approved and executed. APPROVE CONSTRUCTION CONTRACT - CONDUIT CONSTRUCTION AND FIBER OPTIC CA LE INSTALLATION SPLICING AND TESTING - MICHIGAN FROM ANGELA TO DORR ROAD - TRANS TECH ELECTRIC - PROJECT NO 103 032A (COIT) Mr. Gilot advised that in accordance with the bid awarded on September 22, 2003, to Trans Tech Electric, 4601 Cleveland Road, South Bend, Indiana, in the amount of $36,622.50 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. Inks and carried, the Contract was approved and the appropriate Certificate of Insurance, Performance Bond and Labor and Materials Payment Bond as submitted were filed. 1 036.1 REGULAR MEETING OCTOBER 13.2003 APPROVE CONSTRUCTION CONTRACT - CONDUIT CONSTRUCTION AND FIBER OPTIC CA LE INSTALLATION, SPLICING AND TESTING - SOUTH STREET FROM MAIN TO LAFAYETTE - TRANS TECH ELECTRIC - PROJECT NO. 103-032B (COIT) Mr. Gilot advised that in accordance with the bid awarded on September 22, 2003, to Trans Tech Electric, 4601 Cleveland Road, South Bend, Indiana, in the amount of $21,804.00 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. Inks and carried, the Contract was approved and the appropriate Certificate of Insurance, Performance Bond and Labor and Materials Payment Bond as submitted were filed. APPROVE CONSTRUCTION CONTRACT - OLIVER_ PLOW COURT - RIETH RILEY CONSTRUCTION - PROJECT NO. 103-058 (COIT) Mr. Gilot advised that in accordance with the bid awarded on September 22, 2003, to Rieth Riley Construction, 25200 State Road 23, South Bend, Indiana, in the amount of $416,693.63 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 ACCESS AGREEMENT - SOIL BORINGS AND GROUND SAMPLINGS - INDIANA DEPARTMENT OF ENVIRONMENTAL MANAGEMENT Mr. Gilot stated that the Board is in receipt of an Access Agreement between the City of South Bend and the Indiana Department of Environmental Management,100 North Senate, Indianapolis, Indiana, for soil borings and ground samplings in the Rum Village area. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Agreement was approved and executed. APPROVE CERTIFICATE OF COMPLETION - REVENUE BONDS - PUBLIC WORKS SERVICE CENTER Mr. Gilot advised that Mr. Inks, Economic Development, has submitted the Completion Certificate for Revenue Bonds for the above referred to project. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Certificate of Completion was approved. APPROVE CERTIFICATE OF SUBSTANTIAL COMPLETION - WATER WORKS OLIVE STREET PUMPING STATION - GIBSON-LEWIS LLC - PROJECT NO 102-067 (BOND) Mr. Gilot advised that Mr. Bob Krol, Water Works, has submitted the Certificate of Substantial Completion on behalf of Gibson Lewis LLC, 1001 West I I" Street, Mishawaka, Indiana, for the above referred to project. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Project Completion Affidavit was approved. APPROVE CERTIFICATE OF SUBSTANTIAL COMPLETION - OLIVER SCHOOL DEMOLITION - R&R EXCAVATING, INC. - PROJECT NO. 102-067 (BOND) Mr. Gilot advised that Mr. Bob Krol, Water Works, has submitted the Certificate of Substantial Completion on behalf of R&R Excavating, Inc., Mishawaka, Indiana, for the above referred to project. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Project Completion Affidavit was approved. APPROVE IRREVOCABLE STANDBY LETTER OF CREDIT Mr. Tony Molnar, Division of Engineering, submitted the following Irrevocable Standby Letter of Credit to the Board and recommended approval: IRREVOCABLE STANDBY LETTER OF CREDIT NO. 128 ISSUED BY: First Federal Savings Bank FOR: Royal Oak Estates, Phase III AMOUNT: $47,675.00 EXPIRES: December 31, 2003 IMPROVEMENT: Final Asphalt Topcoat Mr. Inks made a motion that the Letter of Credit, as outlined above, be approved. Mr. Littrell seconded the motion which carried. 0362 REGULAR MEETING OCTOBER 13, 2003 APPROVAL OF RECOMMENDATION - TO CONDUCT PROCESSION - CLYDESDALE TOUR/PROCESSION - UNITED BEVERAGE Mr. Gilot 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 Mr. Steve Infalt, United Beverage, 840 United Drive, South Bend, Indiana, to conduct the above referred to procession on October 16 and 17, 2003, on the designated route as submitted. Upon a motion made by Inks, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - PEASHWAY FROM ST. JOSEPH TO FOSTER - CHILDREN'S GET-TOGETHER Mr. Gilot stated that favorable recommendations have been received by Traffic and Lighting, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Teresa Stavros, 214 Peashway, South Bend, Indiana, to conduct the above referred to block party on October 25, 2003, from 3:30 p.m. to 5:00 p.m. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the recommendation was approved. FAVORABLE RECOMMENDATION - PETITION TO VACATE AN ALLEY - FIRST PAPER ALLEY NORTH OF DELAWARE STREET AT PHILIPPA RUNNING WEST Mr. Gilot indicated that Mr. J. S. Panzica, 6124 York, South Bend, Indiana, has submitted 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 Economic Development and the Department of Public Works. Engineering stated that the petitioner should resolve the "T" alley turning radius so that vehicles do not encroach other property. In addition, if this alley is vacated, it be done so subject to any utility easements that are necessary Therefore, Mr. Littrell made a motion that the Clerk send a letter to the petitioner addressing these concerns. Mr. Inks seconded the motion which carried. APPROVAL OF LICENSE APPLICATION FOR A TRANSIENT MERCHANT - NEW SUPER SALE Mr. Gilot stated that the Board is in receipt of a License Application for a Transient Merchant, as submitted by Ms. Robin Russ, 3810 Packard Road, Ann Arbor, Michigan to conduct the sale of miscellaneous items at the Century Center on October 17, 18 and 19, 2003. Favorable recommendations have been received from the Building Department and the Legal Department. Recommendations were not received by the Police Department or the Fire Department. Upon a motion made by Gilot, seconded by Mr. Inks and carried, the License Application was approved. TO CONDUCT RED RIBBON MARCH - UCADDA/SOUTH BEND HERITAGE FOUNDATION Mr. Gilot stated that the requestor for the march withdrew their request. There was no action taken by the Board on this matter. APPROVAL OF HOUSE MOVE In a memorandum to the Board, Mr. Don Fozo, Building Commissioner, requested approval to issue a moving permit to move a residential dwelling from 812 Thomas Street to the northeast corner of Chapin and Hoose Court. Mr. Fozo stated that favorable recommendations have been received by the utility companies, Traffic and Lighting and the Police Department. Additionally, the Certificate of Insurance has been submitted, and all the appropriate permits have been issued. Upon a motion made by Mr. Littrell and seconded by Mr. Inks and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION TO ENCROACH ONTO PUBLIC RIGHT-OF-WAY - INSTALLATION OF AWNING -106 NORTH MAIN - CHRISTIAN SCIENCE READING ROOM - CITY AWNING Mr. Gilot advised that the Board is in receipt of favorable recommendations from the Division of Engineering, Police Department, Building Commissioner, Fire Department and the Legal Department, for the installation of an awning at 106 North Main Street, as submitted by City Awning, 4614 Burnett, South Bend, Indiana. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the recommendation was approved. 1 1 1 0363 REGULAR MEETING OCTOBER 13.2003 ACKNOWLEDGMENT OF REQUEST FOR CHARITABLE SOLICITATION - AMERICAN DIABETES ASSOCIATION Mr. Gilot stated that favorable recommendations have been received by the Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Jenny Weintz, 59738 Bluebird Court, South Bend, Indiana, to conduct the above referred to charitable solicitation at Ireland and Michigan on October 18, 2003, from 8:00 a.m. until 11:00 a.m. The Board of Public Works strongly discourages a solicitation at this very busy intersection, which could be a potential risk for the participants. If this organization does determine to conduct the solicitation, the Board of Public Works is requesting that all participants wear safety vests or clothing, and not to block vehicular traffic. Upon a motion made by Littrell, seconded by Mr. Inks and carried, the recommendation was acknowledged. APPROVE OF REQUEST FOR FUND RAISER - PET REFUGE - 52600 OLIVE ROAD Mr. Gilot stated Mr. Robert Case, Economic Development, recommended the use of the above listed location for a Fund Raiser event by Pet Refuge, on October 17 and 18, 2003. Mr. Case will provide proof of Insurance for this event. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the request was approved. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the following traffic control device was approved: Revision - Parking "U.S. Marshal Parking Only" East Side of Main Street from Restriction to "Police Parking Only" Jefferson to Alley South of Jefferson Revision - Parking "County Police Parking South Side of Jefferson Street Restriction Only" to "U.S. Marshal from Main Street to Alley Parking Only" East of Main Revision - Time Restriction One Hour Parking to One South Side of East Jefferson Half Hour Parking from Key Bank Driveway Entrance west 40 Feet New Installation - Reserved 431 South Illinois All Criteria Has Been Met Handicapped Accessible Parking Space Signs New Installation - Reserved 1921 East Fox All Criteria Has Been Met Handicapped Accessible Parking Space Signs New Installation - Reserved 701 West Colfax All Criteria Has Been Met Handicapped Accessible Parking Space Signs New Installation - "No Turn Twyckenham/McKinley School Crossing On Red" 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 September 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. Inks, seconded by Mr. Littrell and carried, the reports were accepted and filed. FILING OF MONTHLY REPORT - ENVIRONMENTAL SERVICES Mr. Ken Zmudzinski, Environmental Services, submitted a report for the Division of Environmental Services, for the Wastewater Treatment Plant, Organic Resources, Solid Waste and Sewer Repair, 0364 REGULAR MEETING OCTOBER 13, 2003 for the month of September 2003. There being no further discussion, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the report was accepted and filed. FILING OF MONTHLY REPORT -WATER WORKS Mr. Andy Wierzbicki, Water Works, submitted a report for the Division of Environmental Services, for the Water Works Division, for the month of September 2003. There being no further discussion, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the report was accepted and filed. FILING OF QUARTERLY CONSTRUCTION REPORT DIVISION OF ENGINEERING Mr. Toy Villa, Public Construction Manager, submitted a Quarterly Construction Report for July, August and September 2003 for construction projects in the Division of Engineering. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the report was accepted and filed. RELEASE OF EASEMENTS - LOTS 6 AND & - RIVERS LANDING Upon a motion made by Littrell, seconded by Mr. Inks and carried, the above referred to easement was approved. This easement is for Lots 6 and 7 in Rivers Landing, and there are no utilities in the easement. FILING OF CERTIFICATES OF INSURANCE Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the following Certificates of Insurance were accepted for filing: Marriott International 10400 Fernwood Road Bethesda, Maryland 20817 Lawson -Fisher Associates 525 West Washington South Bend, Indiana 46601 Gibson -Lewis, LLC 1001 West 11 `" Street Mishawaka, Indiana 46544-0488 Centex Rodgers, Inc. 2636 Elm HillPike Road Nashville, Tennessee 37214 APPROVE AND/OR RELEASE CONTRACTOR AND EXCAVATION BONDS Mr. Anthony Molnar, Engineer, Division of Engineering, recommended that the following Contractors and Excavation Bonds be approved and/or released as follows: BOND OF CONTRACTOR Daniel P. Miller d/b/a Kingdon Builders Gerald Zock d/b/a Jerico Dennis Amos and Amos Concrete Construction, Inc. Charles Stewart Charles Stewart EXCAVATION BONDS Gerald Zock d/b/a Jerico Ark Engineering Services, Inc Approved September 19, 2003, Pursuant to Resolution No. 100-2000 Approved September 18, 2003, Pursuant to Resolution No. 100-2000 Approved September 29, 2003, Pursuant to Resolution No. 100-2000 Released October 13, 2003 Approved September 25, 2003, Pursuant to Resolution No. 100-2000 Approved September 18, 2003, Pursuant to Resolution No. 100-2000 Approved September 22, 2003, 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. Inks seconded the motion which carried. 1 LJ 0365 I� 1 REGULAR MEETING OCTOBER 13, 2003 APPROVE CLAIMS Mr. Gilot stated that the following claims were submitted to the Board for approval: Name Amount of Claim Date City of South Bend $1,470,115.26 September 29, 2003 City of South Bend $1,023,449.41 October 6, 2003 City of South Bend $2,100,711.66 October 13, 2003 Gibson Lewis LLC (Water $18,346.68 August 1, 2003 Works Olive Street Pumping Station) Gibson Lewis LLC (Water $25,383.73 September 5, 2003 Works Olive Street Pumping Station) St. Joseph County Housing $16,700.00 September 25, 2003 Consortium St. Joseph County Housing $16,500.00 September 25, 2003 Consortium St. Joseph County Housing $33.00 September 19, 2003 Consortium St. Joseph County Housing $33.00 September 19, 2003 Consortium St. Joseph County Housing $3047.94 September 19, 2003 Consortium St. Joseph County Housing $978.31 September 23, 2003 Consortium St. Joseph County Housing $33.00 September 19, 2003 Consortium Mr. Littrell 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. Littrell, seconded by Mr. Inks and carried, the meeting adjourned at 10:39 a.m. BOARD OF PUBLIC WORKS A V6'4� Gary A. Gilot, President (�z - Carl P. Littrell, Member ATTEST: I onald 9.Inks, Member ) -�h tke- tau-y' Angel . Jacob, CIVrk 0366 1 11 I