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HomeMy WebLinkAbout11/10/03 Board of Public Works Minutes037 PUBLIC AGENDA SESSION NOVEMBER 6, 2003 The Public Agenda Session of the Board of Public Works was convened at 8:00 a.m. on Thursday, November 6, 2003, by Board Member Donald E. Inks, with Mr. Carl P. Littrell present. Board President Gary A. Gilot was not present. 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. Board members discussed the following item(s) from that list. - Safety Reports Mr. Sam Hensley, Street Department, and Mr. Andy Wierzbicki, Water Works, presented the Safety Reports for their departments. - Monthly Report Mr. Andy Wierzbicki, Water Works, presented the Monthly Report for Water Works. - Award Quotation - Fiber Optics Extension Mr. Toy Villa, Engineering, stated Engineering opened quotations for fiber optic extensions at three (3) locations. The Board discussed the award and determined that the Board President would work with Engineering on the quote amount to construct this project. - Award Quotation - Replacement of Slate Roof - Human Rights Building Mr. Toy Villa, Engineering, stated quotations were received, and the low bidder was Midland Engineering, in the amount of $50,000.00. - Proposal - Bulletin Board for City Web Page - Jump Media Mr. George Adler, Community and Economic Development, stated this project would not have advertising incorporated in the bulletin board for the City. The Legal Department reviewed the Proposal, and found it to be correct. 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 9:20 a.m. BOARD OF PUBLIC WORKS Gary A. Gilo , President Carl P. Littrell, Member n Donald E. Inks, Member EST: Angel . Jacob, CVerk REGULAR MEETING NOVEMBER 10, 2003 The regular meeting of the Board of Public Works was convened at 9:35 a.m. on Monday, November 10, 2003, by Board President Gary A. Gilot, with Mr. Carl P. Littrell present. Board Member Donald E. Inks and Board Attorney Thomas Bodnar were not present. Also present was Attorney John Livingston. REGULAR MEETING NOVEMBER 10, 2003 AGENDA ITEMS ADDED Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following items were added to the agenda: - Consent to Annexation - Lot 11 Greenleaf 1" Addition - Excavation Bond - New Sesco, Inc. - Contractor Bond - Mark Jenkins - Street Vacation - Bartlett Street from East Right of Way of Lafayette APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the minutes of the regular meeting of the Board held on October 27, 2003, were approved. OPENING OF BIDS - REPAIR OF PARKING GARAGE STRUCTURE NO. 1 - 125 NORTH MAIN - PROJECT NO. 103-038 (COIT/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: ADVANCED RESTORATION CONTRACTORS INC Post Office Box 269568 Indianapolis, Indiana 46226 Bid was signed by Mr. Carl L. Aikman, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: Base Bid $370,000.00 Alternate 1 $ 6,200.00 Alternate 2 $ 15,500.00 KASER SPRAKER CONSTRUCTION INC. 25487 West State Road 2 South Bend, Indiana 46619 Bid was signed by Mr. Gary Spraker, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted :m Base Bid $360,532.00 Alternate 1 $ 12,408.00 Alternate 2 $ 50,760.00 STRUCTURAL PRESERVATION SYSTEMS INC. 280 West Jefferson Trenton, Michigan 49183 Bid was signed by Mr. David Catallo Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted 0391. REGULAR MEETING BID: Base Bid $469,705.00 Alternate 1 $ 4,697.05 Alternate 2 $281,823.00 CUBS CONSTRUCTION, INC. 9623 W 194" Place Mokena, Illinois 60448 Bid was signed by Mr. Theodore Chakos, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted an Base Bid $514,380.00 Alternate 1 $ 35,000.00 Alternate 2 $ 95,000.00 WESTERN WATERPROOFING COMPANY INC. 4143 Kingman Drive Indianapolis, Indiana 46226 Bid was signed by Mr. John M. Kennedy Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: Base Bid $554,670.00 Alternate 1 $ 83,200.00 Alternate 2 $271,470.00 CASTEEL CONSTRUCTION CORPORATION 23186 West Ireland Road South Bend, Indiana 46614 Bid was signed by Mr. R.V. Casteel Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted 171611a Base Bid $520,959.00 Alternate 1 $ 31,258.00 Alternate 2 $125,030.00 THE ROBERT HENRY CORPORATION 404 South Frances South Bend, Indiana 46624 Bid was signed by Mr. Stephen Henry Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted NOVEMBER 10, 2003 0332 REGULAR MEETING . m Base Bid $316,000.00 No Alternates or Unit Prices Received NOVEMBER 10, 2003 Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the above bids were referred to Walker Parking Consultants and Engineering for review and recommendation. OPENING OF REQUEST FOR PROPOSALS - ENVIRONMENTAL CONSULTANT SERVICES FOR PHASE I AND II - ENVIRONMENTAL SITE ASSESSMENTS UNDER THE CITY OF SOUTH BEND'S USTFIELDS PILOT GRANT Mr. Gilot advised that this was the date set for the receiving and opening of sealed Proposals for the above referred to project. The following Proposals were opened and read: DLZ INDIANA, INC 2211 East Jefferson South Bend, Indiana 46615 TOTAL PROJECT $36,920.00 BRUCE CARTER ASSOCIATES 6330 East 751" Street Indianapolis, Indiana 46250 PROJECT BUDGET: $81,521.00 AMERICAN CONSULTING, INC. 300 North Michigan South Bend, Indiana 46601 PROJECT FEE: $96,854.00 SESCO 1426 West 29`h Street Indianapolis, Indiana 46208 TOTAL COST: $101,000.00 ALT & WITZIG ENGINEERING, INC. 3725 Foundation Court South Bend, Indiana 46628 Schedule of Services and Fees Submitted AVANT GROUP 508 Incentive Drive Fort Wayne, Indiana 46825 Unit Costs and Subtotals Submitted EIS ENVIRONMENTAL ENGINEERS, INC. 1701 North Ironwood Drive South Bend, Indiana 46635 Refer to Proposal 0333 REGULAR MEETING WEAVER BOOS CONSULTANTS LLC 630 Bronson Street South Bend, Indiana 46601 PROJECT TOTAL $33,052.00 WIGHTMAN PETRIE ENVIRONMENTAL, INC. 713 South Scott Street South Bend, Indiana 46601 Refer to Cost Proposal Page HULL & ASSOCIATES, INC. 4900 Parkway Drive Mason, Ohio 45040 PROJECT COST: $82,683.00 NOVEMBER 10, 2003 Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the above Quotations were referred to Community and Economic Development for review and recommendation. AWARD EMERGENCY QUOTATION - REPLACEMENT OF ROOF AT HUMAN RIGHTS OFFICE BUILDING - MIDLAND ENGINEERING - PROJECT NO 103-065 (COIT) Mr. Jason Durr, Engineering, advised the Board that emergency quotations were opened for the above referred to emergency project. After reviewing those quotations, Mr. Durr recommends that the Board award the contract to Midland Engineering, 52369 U.S. 33 North, South Bend, Indiana, in the amount of $50,000.00. 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. TABLE AWARD/EVALUATION OF QUOTATIONS AND PROJECT- FIBER OPTICS EXTENSION - 103-032C - PROJECT NO. 103-032C Mr. Toy Villa, Public Construction Manager, advised the Board that emergency quotations were opened at 2:00 p.m. on November 7, 2003, by Mr. Carl Littrell and Mr. Toy Villa, for the above referred to project. Mr. Gilot made a recommendation that the Board President evaluate this information and work with the Division of Engineering to make an award, based on the quotations received. Mr. Littrell seconded the motion which carried. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - NIMTZ PARKWAY EXTENSION AND OLIVE ROAD ROADWAY IMPROVEMENTS/TITLE SHEET - PROJECT NO. 100-052 (AEDA TIF) In a memorandum to the Board, Mr. Carl Littrell, City Engineer, 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. Littrell and carried, the request to advertise for the receipt of bids was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - LASALLE PARK PUBLIC WORKS IMPROVEMENTS - CURB AND SIDEWALK REPAIRS/TITLE SHEET - PROJECT NO. 103-064 (CDBG) In a memorandum to the Board, Mr. Jason Durr, Engineering, requested permission to advertise for the receipt of bids for the above referred to project. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the request to advertise for the receipt of bids was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS STREET LIGHTING - SUNNYMEDE AVENUE AND LONGFELLOW AVENUE -PROJECT NO103-068 COIT In a memorandum to the Board, Mr. Carl Littrell, Engineering, 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. Littrell and carried, the request to advertise for the receipt of bids was approved. 0'334 REGULAR MEETING NOVEMBER 10, 2003 APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - DEMOLITION OF PARKING STRUCTURE NO.2 - JEFFERSON BOULEVARD/ST. JOSEPH STREET - PROJECT NO. 103-067 (COIT) In a memorandum to the Board, Mr. Jason Durr, Engineering, 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. Littrell and carried, the request to advertise for the receipt of bids was approved. APPROVE CHANGE ORDER - RESTORATION OF OLIVE STREET PUMPING STATION - GIBSON LEWIS, LLC - PROJECT NO 102-067 (BOND) Mr. Gilot advised that Mr. Tim Wall, Ken Herceg and Associates, 211 West Washington, South Bend, Indiana, has submitted Change Order No. 2 on behalf of Gibson Lewis, 1011 West 11 `" Street, Mishawaka, Indiana, indicating that the Contract amount be increased $7,919.75 for a new Contract sum including this Change Order in the amount of $1,031,999.75. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Change Order was approved. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT - KINYON STREET MODEL BLOCK IMPROVEMENTS - RIETH RILEY CONSTRUCTION COMPANY INC. - PROJECT NO. 103-002 (CDBG) Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted the Final Change Order indicating that the contract amount be decreased by $3,707.65 for a new contract sum including this Change Order in the amount of $91,350.85. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Mr. Gilot, 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 CONSTRUCTION CONTRACT - TRANS TECH INDUSTRIAL DRIVE - RIETH RILEY CONSTRUCTION - PROJECT NO 103-056 (COIT/BOND) Mr. Gilot advised that in accordance with the bid awarded on October 27, 2003, to Rieth Riley Construction, 25200 State Road 23, South Bend, Indiana, in the amount of $95,621.24 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. Gilot 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 COMMUNITY DEVELOPMENT AGREEMENTS The following Community Development Agreements were presented to the Board for approval: Agreement Extension - Rum 1638 Chapin - Extends No Change in Agreement Village Residential Enhancement program date to Amount Matching Grant Program December 26, 2003 Agreement - Staff Support Business Development 2004 - $97,125.00 Corporation Loan 2005 - $101,125 Plus $1,295 Program - Staff Services per loan Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the above referred to Agreements were approved and executed. APPROVAL OF PROPOSAL - SURVEY AND DESIGN SERVICES - CHICAGO STREET IMPROVEMENT PROJECT - WIGHTMAN PETRIE INC (CDBG) 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 $10,250.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Proposal was approved and executed. L, 1 u �19335 REGULAR MEETING NOVEMBER 10, 2003 APPROVAL OF AGREEMENT - STUDY OF EDDY STREET AT COLFAX AVENUE AND LASALLE STREET TO APPLY FOR FUNDS FROM THE HAZARD ELIMINATION FUND - THE TROYER GROUP (LR.SA� Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and The Troyer Group, 550 Union Street, Mishawaka, Indiana, for the above referred to project. Mr. Gilot noted that the Agreement is in the amount of $14,500.00, including reimbursables. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Agreement was approved and executed. APPROVAL OF PROPOSAL - LAND ACQUISITION - BENDIX DRIVE RELOCATION - THE TROYER GROUP (COIT/BOND) Mr. Gilot stated that the Board is in receipt of a Proposal between the City of South Bend and The Troyer Group, 550 Union Street, Mishawaka, Indiana, for the above referred to project. Mr. Gilot noted that the Proposal is in the amount of $98,530.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Proposal was approved and executed. APPROVAL OF AGREEMENT - FIELD SURVEY FOR FUTURE RELOCATION OF BARTLETT STREET BETWEEN LAFAYETTE AND MICHIGAN - DLZ INDIANA, INC. L� RSA) 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 $30,550.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Agreement was approved and executed. APPROVAL OF AMENDMENT NO. 5 - COMPLETION OF PLANS AND ACQUISITION OF RIGHT OF WAY - PORTAGE AVENUE IMPROVEMENTS - LATHROP TO INDIANA TOLL ROAD - THE TROYER GROUP (LRSA/EDIT) Mr. Gilot stated that the Board is in receipt of an Amendment to an Agreement between the City of South Bend and The Troyer Group, 550 Union, Mishawaka, Indiana for the above referred to project. Mr. Gilot noted that the Amendment is in the amount of $290,120.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Amendment was approved and executed. APPROVAL OF PROPOSAL - DESIGN OF BULLETIN BOARD FOR CITY'S WEB PAGE - JUMP MEDIA Mr. Gilot stated that the Board is in receipt of a Proposal between the City of South Bend and Jump Media, 6349 Lakewood Pointe, Coloma, Michigan, for the above referred to project. Mr. Gilot noted that the Proposal is in the amount of $1,275.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Proposal was approved and executed. APPROVAL OF AMENDMENT TO AGREEMENT - TO PROVIDE UTILITIES TO AN AREA ANNEXED INTO THE CITY - SEWER AND WATER INSTALLATION - CHARLES STREET - LAWSON FISHER ASSOCIATES Mr. Gilot stated that the Board is in receipt of an Amendment to an Agreement between the City of South Bend and Lawson Fisher Associates, 525 West Washington, South Bend, Indiana, for the above referred to project. Mr. Gilot noted that the Amendment is in the amount of $7,165.75. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Amendment was approved and executed. APPROVAL OF 2004 HOLIDAY SCHEDULE FOR CITY EMPLOYEES Mr. Gilot stated that the 2004 Holiday Schedule for City employees has been submitted by Mayor Steve Luecke, as follows: The designated holidays are as follows: New Year's Day Good Friday Memorial Day Independence Day - Observed Thursday, January 1, 2004 Friday, April 9, 2004 Monday, May 31, 2004 Monday, July 5, 2004 0386 Labor Day REGULAR MEETING Veteran's Day Thanksgiving Day Day after Thanksgiving Christmas Day - Observed Monday, September 6, 2004 NOVEMBER 10, 2003 Thursday, November 11, 2004 Thursday, November 25, 2004 Friday, November 26, 2004 Friday, December 24, 2004 In addition to the nine (9) designated holidays above, employees may choose one (1) additional holiday from the holidays listed below. Martin Luther King Day Monday, January 19, 2004 President's Day Monday, February 16, 2004 Easter Monday Monday, April 12, 2004 Columbus Day - Observed Monday, October 11, 2004 Day After Christmas - Observed Monday, December 27, 2004 Employee's Birthday A Religious Holiday of the Employee's Choosing Election Day (Primary or General) Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the 2004 Holiday Schedule for City employees was approved as submitted. APPROVAL OF 2004 BOARD OF PUBLIC WORKS MEETING SCHEDULE Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the 2004 Board of Public Works Meeting Schedule was approved as submitted. APPROVAL OF REVOKABLE PERMIT - 2407 TOPSWOOD LANE Mr. Gilot stated a Revokable Permit has been received for the purpose of allowing brick mailbox to remain in the right-of-way at 2407 Topswood Lane. The encroachment shall remain in the right of way until the time as the Board of Public Works of the City of South Bend shall determine that such encroachment is in any way impairing or interfering with the highway or with the free and same flow of traffic. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Revokable Permit was approved. APPROVAL OF REVOKABLE PERMIT - 1771 LILAC COURT Mr. Gilot stated a Revokable Permit has been received for the purpose of allowing brick mailbox to remain in the right-of-way at 1771 Lilac Court. The encroachment shall remain in the right of way until the time as the Board of Public Works of the City of South Bend shall determine that such encroachment is in any way impairing or interfering with the highway or with the free and same flow of traffic. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Revokable Permit was approved. APPROVAL OF REVOKABLE PERMIT - NORTH SIDE OF WERWINSKI BETWEEN COLLEGE AND WILBER STREET Mr. Gilot stated a Revokable Permit has been received for the purpose of soil borings on the north side of Werwinski between College and Wilber Streets. The encroachment shall remain in the right of way until the time as the Board of Public Works of the City of South Bend shall determine that such encroachment is in any way impairing or interfering with the highway or with the free and same flow of traffic. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Revokable Permit was approved. ADOPT RESOLUTION NO. 78-2003 - APPROVING THE TRANSFER OF REAL PROPERTY TO MADISON CENTER INC./PURCHASE AGREEMENT/DEED/SALES DISCLOSURE Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following Resolution was adopted by the Board of Public Works. In addition, the Purchase Agreement, Deed and Sales Disclosure was presented to the Board for approval. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Purchase Agreement, Deed and Sales Disclosure were approved. 1 1 1 t337 REGULAR MEETING NOVEMBER 10, 2003 RESOLUTION NO. 78-2003 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA APPROVING THE TRANSFER OF REAL PROPERTY TO MADISON CENTER, INC. WHEREAS, the City of South Bend ("City") is the owner of the following described real property located within the City of South Bend, St. Joseph County, Indiana: Beginning at the Southwest corner of Lot Number Six (6), Dinans Second Addition to the City of South Bend; thence in a straight line in a northeasterly direction to the North boundary line of said Lot 6, at a point Ninety-five (95) feet West of the Northeast corner of said Lot 6; thence in a straight line in a Northwesterly direction to the Northwest corner of Lot Ten (1), in said Addition; thence in a Southwesterly direction along the Southeasterly line of Crescent Avenue a distance of fourteen and seventy-five hundredths (14.75) feet; thence Southeasterly Eighty-seven and three tenths (87.3) feet parallel with and fourteen (14) feet from the second straight line above mentioned; thence in a Southwesterly direction to the Southeasterly corner of Lot Eleven (11) of said Addition; thence in a Southeasterly direction to the point of beginning, hereinafter referenced as the "Property"; and WHEREAS, pursuant to Ind. Code § 36-9-6-3, the Board of Public Works of the City of South Bend ("Board") has custody and may maintain all real and personal property of the City; and WHEREAS, Ind. Code § 36-1-11-1(b)(7) permits the City, acting by and through the Board, to transfer property to an Indiana nonprofit corporation that is exempt from taxation under Section 501 of the Internal Revenue Code; and WHEREAS, Madison Center, Inc. is a not -for -profit corporation organized under the laws of the State of Indiana and exempt from taxation under Section 501(c) of the Internal Revenue Code; and WHEREAS, City, through the Board, desires to transfer the Property to Madison Center, Inc. for use by Madison Center, Inc. in expanding its present facilities, and Madison Center, Inc. desires to accept the transfer of the Property from City under such terms and conditions as determined by the Board. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH BEND, INDIANA, THAT: l . The Board hereby approves the transfer of the following -described real property to Madison Center, Inc., subject to the terms and conditions set forth in that certain Purchase Agreement dated , 2003 by and between the Parties and further subject to that certain Contract for Sale of Land for Private Development dated , 2003 ("Contract") by and between Madison Center, Inc. and the South Bend Redevelopment Commission, governing body of the City of South Bend Department of Redevelopment, said Contract recorded in the Office of the Recorder for St. Joseph County, Indiana on , 2003 as Document No. Beginning at the Southwest corner of Lot Number Six (6), Dinans Second Addition to the City of South Bend; thence in a straight line in a northeasterly direction to the North boundary line of said Lot 6, at a point Ninety-five (95) feet West of the Northeast corner of said Lot 6; thence in a straight line in a Northwesterly direction to the Northwest corner of Lot Ten (1), in said Addition; thence in a Southwesterly direction along the Southeasterly line of Crescent Avenue a distance of fourteen and seventy-five hundredths (14.75) feet; thence Southeasterly Eighty-seven and three tenths (87.3) feet parallel with and fourteen (14) feet from the second straight line above mentioned; thence in a Southwesterly direction to the Southeasterly corner of 0388 REGULAR MEETING NOVEMBER 10, 2003 Lot Eleven (11) of said Addition; thence in a Southeasterly direction to the point of beginning. 2. The transfer shall take place at a simultaneous closing at the time that the South Bend Redevelopment Commission transfers additional real property to Madison Center, Inc. in accordance with that certain Contract for Sale of Land for Private Development dated , 2003 related to the expansion of Madison Center, Inc. 3. The Board hereby appoints Assistant City Attorney Cheryl A. Greene as its Agent for purposes of executing all documents in connection with the transfer of the above -described property and shall cause the quit claim deed conveying the Property to Madison Center, Inc. to be promptly recorded in the Office of the Recorder of St. Joseph County, Indiana. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/Gary Gilot s/Carl Littrell ATTEST: s/Angela K. Jacob, Clerk APPROVAL OF RECOMMENDATION - TO CONDUCT "THE PROCESSION OF LIGHT" - CENTER FOR THE HOMELESS 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. Drew Buscareno, Center for the Homeless, 813 South Michigan, South Bend, Indiana, to conduct the above referred to procession on December 4, 2003, from 5:30 p.m. to 7:00 p.m., on the designated route as submitted. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CONDUCT 9TH ANNUAL JINGLE BELL RUN/WALK - ARTHRITIS FOUNDATION 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 Ms. Mary Beth Ryan, Arthritis Foundation, 300 North Michigan Street, South Bend, Indiana, to conduct the above referred to walk/run on December 6, beginning at 10:00 a.m. on the designated route as submitted. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CONDUCT "WINTER WALK" - ST. MARGARET' S HOUSE 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 Ms. Kathryn Schneider, st. Margaret's House, 117 North Lafayette, South Bend, Indiana, to conduct the above referred to walk on February 22, 2004, from 2:30 p.m. to 4:30 p.m., on the designated route as submitted. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVAL OF RENEWAL OF LICENSE APPLICATION FOR MASSAGE ESTABLISHMENT - 3775 SOUTH MAIN Mr. Gilot stated that the Board is in receipt of favorable recommendations from the Fire Department, Police Department, Building Commissioner and the City Attorney's Office for a Renewal of a License Application for a Massage Establishment at Sandy's Hair Design, 3775 South Main Street, South Bend, Indiana. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the License Application was approved. FAVORABLE RECOMMENDATION - PETITION TO VACATE A STREET - BARTLETT STREET FROM THE EAST RIGHT OF WAY OF LAFAYETTE BOULEVARD Mr. Littrell indicated that Barnes and Thornburg, 100 North Michigan, South Bend, Indiana, has 1 1 1 0389 1 REGULAR MEETING NOVEMBER 10, 2003 submitted a request to vacate the above referred to street. 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 submitted a favorable recommendation subject to public access easement to be left in place until new public right(s) of way are established and developed to satisfy the traffic demand satisfied by the existing Bartlett street to provide access to and from the neighborhood(s) west of Lafayette Street. that the petitioner needs to provide a means of accomplishing truck turns at the "T' intersection. The alley approach at Indiana must be replaced with curb and sidewalk. In addition, if this alley is vacated, it be done so subject to any utility easements that are necessary. Also, the effective date for this vacation should be delayed unti 1 an alternate Bartlett Street is built. Therefore, Mr. Gilot made a motion to approve the vacation, subject to the above concerns. Mr. Littrell 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. Jessie Felts, 28732 U.S. 20 West, New Carlisle, 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 Lot 2, Matuszak Minor, south side of U.S.20 West, east of Sage Road, South Bend, Indiana, (Key # 12-1061-0800.02), Mr. Felts waives and releases any and all right to remonstrate against or oppose any pending or future annexation of the property by the City of South Bend. Therefore, Mr. Gilot made a motion that the Consent be approved. Mr. Littrell 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. Roger Valdiseri, 18441 Cypress Drive, South Bend, Indiana. The Consent indicates that in consideration for permission to tap into the public sanitary sewer and water systems of the City, to provide sanitary sewer and water service to Lot 11, Greenleaf V Addition, northeast corner of Cypress and Winterberry Drive, (Key # 02-1015-0212.20), Mr. Valdiserri waives and releases any and all right to remonstrate against or oppose any pending or future annexation of the property by the City of South Bend. Therefore, Mr. Gilot made a motion that the Consent be approved. Mr. Littrell seconded the motion which carried. APPROVE/DENY TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following traffic control devices were approved/denied: New Installation - Watch 1009 Allen Request from resident. Children Sign New Installation - 702 South 34`h Denied - Homeowner has Handicapped Accessible Access to Driveway and Parking Space Signs Garage. New Installation - 605 West Calvert All Criteria Has Been Met. Handicapped Accessible Parking Space Signs Revise - No Parking to Two East Side of DeRue Court Hour parking, 6 a.m. - 6 p.m. from parking lot to Jefferson Revise - One Hour Parking to West Side of 100 Block of Development of restaurant 2 Hour Parking North Michigan, Washington and other businesses in block; to Colfax need for longer allowable parking period; in support of neighboring businesses. 03 0 REGULAR MEETING NOVEMBER 10, 2003 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 October 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 October 2003. There being no further discussion, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the monthly reports were accepted and filed. FILING OF MONTHLY REPORT - WATER WORKS Mr. Andy Wierzbicki, Water Works, submitted a report for the Division of Water Works for the month of October 2003. There being no further discussion, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the monthly report was accepted and filed. FILING OF CERTIFICATES OF INSURANCE Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following Certificates of Insurance were accepted for filing: Northern Indiana Construction Company, Inc. Weaver Boos Consulting, LLC Post Office Box 1333 200 South Michigan Avenue Mishawaka, Indiana 46546 Chicago, Illinois 60604 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 Jerico Released Effective November 10, 2003 Alfred Zielinski Approved Effective November 4, 2003, Pursuant to Resolution No. 100-2000 Mark Jenkins Approved Effective November 6, 2003, Pursuant to Resolution No.100-2000 EXCAVATION BONDS Jerico Released Effective November 10, 2003, David Schrock Released Effective November 10, 2003 Schrock Excavating, Inc. Approved Effective November 3, 2003, Pursuant to Resolution No. 100-2000 New Sesco, Inc. Approved Effective November 6, 2003, Pursuant to Resolution No. 100-2000 Mr. Gilot 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. 0391_ 1 REGULAR MEETING NOVEMBER 10, 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 $1,083,043.01 November 3, 2003 City of South Bend $1,761,867.46 November 10, 2003 St. Joseph County Housing Consortium $3,914.01 October 23, 2003 St. Joseph County Housing Consortium $43.45 October 23, 2003 St. Joseph County Housing Consortium $33.00 October 23, 2003 St. Joseph County Housing Consortium $33.00 October 23, 2003 St. Joseph County Housing Consortium $11,263.24 November 2, 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. BOARD MEETING RECESSED 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 recessed at 10:37, to be reconvened at 12:45 a.m., this same date. BOARD MEETING RECONVENED Board President Gary A. Gilot reconvened the Board of Public Works meeting at 1:00 p.m., on November 10, 2003, with Board member Carl P. Littrell present. Board Member Don Inks was not present. Attorney John Livingston was also present. BID AWARD -. REPAIR OF PARKING GARAGE STRUCTURE NO. 1 - 125 NORTH MAIN - PROJECT NO. 103-038 (COIT/BOND) The Board reviewed and discussed the bids which opened and read at the 9:30 a.m. meeting. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and seconded, the City Engineer will review the bids for an award at another meeting. BOARD MEETING RECESSED There being no further discussion, the meeting was recessed at 1:20, to be reconvened at 9:00 on Wednesday, November 12, 2003, in the Engineering Conference Room. BOARD MEETING RECONVENED The Board of Public Works meeting reconvened at 9:10 a.m. on Wednesday, November 12, 2003, with Board member Carl P. Littrell present. Board Member Don Inks was not present. Attorney John Livingston was also present. AWARD BID - REPAIR OF PARKING GARAGE STRUCTURE NO. 1 - 126 NORTH MAIN - PROJECT NO. 103-038 (COIT/BOND) Mr. Carl P. Littrell, City Engineer, advised the Board that on November 10, 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 the lowest responsive and responsible bidder, Kaser Spraker Construction, 25487 West State Road 2, South Bend, Indiana in the amount of $372,940.00, which is the base bid and Alternate No. 1. 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. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Gilot, 0392 REGULAR MEETING NOVEMBER 10, 2003 seconded by Mr. Inks and carried, the meeting adjourned at 9:11 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President Carl P. Littrell, Member Gn.. onald E. Inks, Member AT TEST: Angela . Jacob, C erk