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HomeMy WebLinkAbout11/24/03 Board of Public Works Minutes0393 PUBLIC AGENDA SESSION NOVEMBER 20, 2003 The Public Agenda Session of the Board of Public Works was convened at 8:35 a.m. on Thursday, November 20, 2003, by Board President Gary A. Gilot, with Mr. Carl P. Littrell and Mr. Donald E. Inks present. Also present was Assistant City 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 ITEM ADDED The following item was added to the agenda: - Change Order - Cleveland Road Added Travel Lanes Board members discussed the following item(s) from that list. - Proposal - Maintenance Planner/Scheduler Training - Life Cycle Engineering Mr. Jack Dillon, Director, Environmental Services, stated this Proposal will provide training for maintenance and scheduling processes, and would be available to other Public Worl<:s Departments. The Board discussed allowing the Environmental Services Director to increase the Purchase Order amount to incorporate additional attendees for the training. - Purchase Agreement - Automated Fingerprint Identification System - NEC Solutions Captain Gary Horvath, Police Department, stated NEC Solutions is the sole source for this system, which is funded by a grant and the Capital Budget. The Maintenance Agreement funding is appropriated for year 2004. - Permit Delivery System - Downtown South Bend Mr. Bob Mathia, Community and Economic Development, stated this pilot program is intended for commercial delivery companies in the downtown area. Delivery parking will be prohibited between the hours of 11:30-1:00 p.m. The issuance of permits will be through the Board of Public Works Clerk. This 90-day pilot program will complete a review after 60-90 days. - Amendment - Additional Consulting/Administration Services - Oliver Boiler House - Arsee Engineers, Inc. Mr. Andy Laurent, Community and Economic Development, stated the denwlition of this building removed several beams which should have been replaced according to building codes. To correct the beams, Arsee Engineers will review the structure. - Agreement - Surveying Services - Relocation of United Drive - Danch, Hamer and Associates Mr. Andy Laurent, Community and Economic Development, stated this Agreement is for surveying services for the relocation of United Drive. - Grant Agreement - Transfer of Funding from South Gateway Corridor to Urban Enterprise Zone Mr. Chris Dressel, Community and Economic Development, stated the Agreement transfers funding from the Gateway Corridor to Urban Enterprise Zone for acquisition, demolition and pre -development of properties on South Michigan Street. - Extension of Sodium Chloride Bid Prices Mr. Sam Hensley, Street Department, stated the bid price of $32.65 remains the same from 2001. Prices have risen approximately $7.00 per ton this year in other cities. 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 9:25 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President (i4l Carl P. Littrell, Member 0394 PUBLIC AGENDA SESSION AFEST: Angela Chacob, rk REGULAR MEETING NOVEMBER 20, 2003 Donald E. Inks, Member NOVEMBER 24, 2003 The regular meeting of the Board of Public Works was convened at 9:45 a.m. on Monday, November 24, 2003, by Board President Gary A. Gilot, with Mr. Carl P. Littrell and Mr. Donald E. Inks present. Also present was Attorney Jolui Livingston. Board Attorney Thomas Bodnar was not present. AGENDA ITEMS ADDED Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following items were added to the agenda: - Request to Advertise - St. Joe County Jail Site Prep/Title Sheet - Phase II - Request to Transfer Property - YWCA APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the minutes of the regular meeting of the Board held on November 6, 2003 and November 10, 2003, were approved. OPENING OF QUOTATIONS - RIVER PARK NEIGHBORHOOD PARTNERSHIP CENTER PUBLIC WORKS IMPROVEMENT PROJECT - PROJECT NO. 103-010 (GENERAL FUND) 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: KASER SPRAKER CONSTRUCTION, INC. 25487 West State Road 2 South Bend, Indiana 46619 Quotation was submitted by Mr. Gary Spraker QUOTATION: $16,496.00 RIETH RILEY CONSTRUCTION COMPANY, INC. Post Office Box 1775 South Bend, Indiana 46634 Quotation was submitted by Mr. Todd Gosc QUOTATION: $16,572.00 KASER SPRAKER CONSTRUCTION, INC. 25487 West State Road 2 South Bend, Indiana 46619 Quotation was submitted by Mr. Gary Spraker QUOTATION: $16,496.00 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. �9395 REGULAR MEETING NOVEMBER 24. 2003 OPENING OF QUOTATIONS/AWARD QUOTATION- FIELD POINT GRADING AND DRAINAGE IMPROVEMENTS - PROJECT NO 103-071 (SEWAGE WORKS) 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: YOUNGS EXCAVATING, INC. Post Office Box 2766 South Bend, Indiana Quotation was submitted by Mr. Kurt Youngs QUOTATION: $14,245.00 HRP CONSTRUCTION. INC. 5777 Cleveland Road South Bend, Indiana 46628 Quotation was submitted by Mr. Paul Fallon QUOTATION: $19,478.00 R&R EXCAVATING, INC. 2010 Went Avenue Mishawaka, Indiana 46545 Quotation was submitted by Mr. William Loudin QUOTATION: $32,000.00 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 quotations, Mr. Jason Durr, Engineering, recommends that the Board award the contract to Youngs Excavating, Inc., in the amount of $14,245.00. Therefore, Mr. Littrell made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Mr. Inks seconded the motion which carried. APPROVAL OF REQUEST TO EXTEND BID PRICES - SODIUM CHLORIDE (SEWAGL; WORKS) In a letter to the Board, Mr. Paul Overton, Indian Trucking Company, Post Office Box 540, Portage, Indiana, stated they would honor the 2002/2003 road salt delivered price of $32.65 per net ton for the 2003/2003 season. Mr. Sam Hensley, Street Commissioner, concurred. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the request to extend bid prices for Sodium Chloride for the 2003/2004 salt season was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - JANITORIAL SUPPLIES (USER DEPARTMENT) In a memorandum to the Board, Mr. George Zana, Central Services, requested permission to advertise for the receipt of bids for the above referred to items. 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 REQUEST TO ADVERTISE FOR RECEIPT OF BIDS - SALE OF ABANDONED VEHICLES Ms. Kathy Eli, Department of Code Enforcement, requested permission to advertise for the sale of approximately nineteen (19) abandoned vehicles, which are being stored at Super Auto Salvage Corporation, 3300 South Main Street, South Bend, Indiana. It was noted that all vehicles have been stored more than fifteen (15) days, identification checks had been run for auto theft and the owners and lienholders notified. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the above request was approved. 0 3 9 R REGULAR MEETING NOVEMBER 24, 2003 APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - ST JOSEPH COUNTY JAIL SITE PREPARATION - PHASE II/TITLE SHEET - PROJECT NO. 103-042C 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. In addition, the Title Sheet for this project was presented for approval. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the request to advertise and the Title Sheet for this project were approved. APPROVE CHANGE ORDER - OLIVER BOILER HOUSE RENOVATION - ZIOLKOWSKI CONSTRUCTION - PROJECT NO. 103-027B (CDBG) Mr. Gilot advised that Mr. Darrell Baker, Engineering, has submitted Change Order No. 1 on behalf of Ziolkowski Construction, 1005 South Lafayette, South Bend, Indiana indicating that the Contract amount be increased $5,070.00 for a new Contract sum including this Change Order in the amount of $708,870.00. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Change Order was approved. APPROVE CHANGE ORDER - OLIVER BOILER HOUSE RENOVATION - ZIOLKOWSKI CONSTRUCTION - PROJECT NO 103-027B (CDBG) Mr. Gilot advised that Mr. Darrell Baker, Engineering, has submitted Change Order No. 2 on behalf of Ziolkowski Construction, 1005 South Lafayette, South Bend, Indiana indicating that the Contract amount be increased $24,598.00 for a new Contract sum including this Change Order in the amount of $731,468.00. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Change Order was approved. APPROVE CHANGE ORDER - CLEVELAND ROAD ADDED TRAVEL LANES - PHASE III - SELGE CONSTRUCTION - PROJECT NO. 103-031 (COIT) Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 3 on behalf of Selge Construction, 2833 South 11" Street, Niles, Michigan indicating that the Contract amount be increased $66,642.00 for a new Contract sum including this Change Order in the amount of $1,449,298.58. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Change Order was approved. APPROVAL OF CONSENT OF SURETY TO FINAL PAYMENT/AFFIDAVIT OF RELEASE OF LIENS/CLAIMS - WATER WORKS OLIVE STREET PUMPING STATION RESTORATION - GIBSON LEWIS LLC - PROJECT NO 102-067 (BOND_) Mr. Gilot stated that Gibson Lewis LLC, 1001 West 11 t" Street, Mishawaka, Indiana, has submitted the above referred to items for approval for the Water Works Olive Street Pumping Station Restoration. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the documents were approved. APPROVE CONSTRUCTION CONTRACT - EDISON FILTRATION TREATMENT PLANT RENOVATIONS - KASER SPRAKER CONSTRUCTION - PROJECT NO 103 050 (BOND) Mr. Gilot advised that in accordance with the bid awarded on October 27, 2003, to Kaser Spraker Construction, 25487 West State Road 2, South Bend, Indiana, in the amount of $1,162,000.00 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Contract was approved and the appropriate Certificate of Insurance, Performance Bond and Labor and Materials Payment Bond as submitted were filed. APPROVAL OF ESCROW AGREEMENT - EDISON FILTRATION TREATMENT PLANT RENOVATIONS - KASER SPRAKER CONSTRUCTION - PROJECT NO 103 050 (BOND) Mr. Gilot stated that the Board is in receipt of an Escrow Agreement between the City of South Bend and Kaser Spraker Construction, 25487 West State Road 2, South Bend, Indiana, for the above referred to project. Mr. Gilot noted that this project is in excess of $100,000.00. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Escrow Agreement was approved and executed. 3s7 REGULAR MEETING NOVEMBER 24, 2003 APPROVE COMMUNITY DEVELOPMENT CONTRACTS/ADDENDA The following Community Development Contracts/Addenda were presented to the Board for approval: Letter Extension - River Park 3409 Northside Boulevard Extends Agreement to Housing Repair & December 5, 2003 Improvement Program Grant Agreement Agreement - Administrative South Bend Weed & Seed $1.00 & Fiscal Agent Support Alliance Inc. Addendum II - Affordable Community Development Extends Contract from Loan Repair Grant/Good September 30, 2003 to Neighbors December 31, 2003 Urban Enterprise Association Transfer South Gateway $119,008.78 of South Bend, Inc. Corridor Funding to the Urban Enterprise Association Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the above referred to Contracts/Addenda were approved and executed. APPROVAL OF PROPOSAL - MAINTENANCE PLANNER/SCHEDULER TRAINING - WASTEWATER TREATMENT PLANT - LIFE CYCLE ENGINEERING INC. Mr. Gilot stated that the Board is in receipt of a Proposal between the City of South Bend and Life Cycle Engineering, Inc., for training Wastewater Treatment Plant staff in job responsibilities for maintenance planner/scheduler. Mr. Gilot noted that the Proposal is in the amount of $14,500.00. In addition, the Board granted a Purchase Order larger than this amount to cover larger class sizes and returning training. Therefore, upon a motion made by Gilot, seconded by Mr. Littrell and carried, the Proposal was approved and executed. APPROVAL OF STANDARD FORM OF AGREEMENT BETWEEN OWNER AND ENGINEER - LAND SURVEYING SERVICES - RELOCATION OF UNITED DRIVE - DANCH HARNER AND ASSOCIATES, INC. Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Danch, Harrier and Associates, Inc., 2422 Viridian Drive, South Bend, Indiana, for the above referred to project. Mr. Gilot noted that the Agreement is in the amount of $71,700.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Agreement was approved, subject to financing. APPROVAL OF PURCHASE AGREEMENT - PURCHASE OF AUTOMATED FINGERPRINTING IDENTIFICATION SYSTEM - NEC SOLUTIONS Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and NEC Solutions, 10850 Gold Center Drive, Rancho Cordova, California, for the above referred to equipment. Mr. Gilot noted that the Agreement is in the amount of $368,375.00. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Agreement was approved and executed. APPROVAL OF PILOT PROGRAM - ISSUANCE OF DELIVERY VEHICLE PARKING PASSES Mr. Gilot stated that the Board is in receipt of a request for a pilot program for issuing delivery vehicle parking passes to catering businesses and other firms located in the downtown area that need to use a delivery vehicle. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the pilot program was approved for a period of ninety (90) days. APPROVE CONSTRUCTION CONTRACT - REPLACEMENT OF SLATE TILE ROOF - HUMAN RIGHTS FACILITY - MIDLAND ENGINEERING - PROJECT NO. 103-065 Mr. Gilot advised that in accordance with the bid awarded on November 10, 2003, to Midland Engineering, Post Office Box 1019, South Bend, Indiana 46624, in the amount of $50,000.00 for the ')39'R REGULAR MEETING NOVEMBER 24, 2003 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 was filed. APPROVAL OF AMENDMENT TO AGREEMENT - CONSULTING/ADMINISTRATION SERVICES - OLIVER BOILER HOUSE/SMOKESTACK - ARSEE ENGINEERING INC. Mr. Gilot stated that the Board is in receipt of an Amendment to an Agreement between the City of South Bend and Arsee Engineering, 9715 Kincaid Drive, Fishers, Indiana, for the above referred to project. Mr. Gilot noted that the Amendment is in the amount of $3,000.00. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Amendment to the Agreement was approved and executed. APPROVAL OF AUTHORIZATION FOR ENTRY UPON PUBLIC RIGHT-OF-WAY - EASTERN RIGHT-OF-WAY OF PRAIRIE STREET NORTHEAST OF THE INTERSECTION OF PRAIRIE STREET AND SCOTT STREET - PARAMOUNT ENVIRONMENTAL SERVICES Mr. Gilot stated an Authorization for Entry Upon Public Right -of -Way for the above referred to location has been submitted by Barnes and Thornburg, Indianapolis, Indiana, on behalf of Paramount Environmental Services, 2571. Hamstrom Road, Portage, Indiana for soil borings. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Authorization for Entry Upon Public Right -of -Way was approved. APPROVAL OF AUTHORIZATION FOR ENTRY UPON PUBLIC RIGHT-OF-WAY - ALLEY NEAR INTERSECTION OF ORANGE STREET AND HUEY STREET NORTH OF 2100 WEST WASHINGTON Mr. Gilot stated an Authorization for Entry Upon Public Right -of -Way for the above referred to location has been submitted by Earth Exploration, Inc. for soil borings. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Authorization for Entry Upon Public Right -of - Way was approved. APPROVAL OF REQUEST TO TRANSFER REAL ESTATE TO PARTIES RELATED TO THE YWCA Mr. Gilot stated that the Board is in receipt of a letter from Ms. Linda Baechle, YWCA, 802 North Lafayette, South Bend, Indiana, for a transfer of real estate (1102 South Fellows) to parties related to the YWCA. This real estate is subject to a Development Agreement with the City of South Bend. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the request was approved and executed. FAVORABLE RECOMMENDATION -PETITION TO VACATE AN ALLEY -THE UNNAMED ALLEY FROM BULLA STREET RUNNING SOUTH TO KALE STREET Mr. Littrell indicated that Ms. Agnes Hibshman, 1517 North Hickory, South Bend, Indiana, has submitted a request to vacate the above referred to alley. Mr. Gilot advised that the Board is in receipt of 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. Community and Economic Development stated that the proposed vacation would shut off alley service to fourteen (14) properties. Those property owners should be made aware of the request. Also, it appears that a dead end alley would be created. Engineering stated that the petitioner dedicate an easement for sewer and water even though those utilities are not presently in the alley. Area Plan stated the vacation would hinder the growth of the neighborhood and would make access of the aggrieved person by means of public way difficult or inconvenient. In addition, if this alley is vacated, it be done so subject to any utility easements that are necessary Therefore, Mr. Gilot made a motion that the Clerk send a letter to the petitioner addressing these concerns. Mr. Inks seconded the motion which carried. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following traffic control devices were approved: 1399 1 J 1 REGULAR MEETING NOVEMBER 24 2003 New Installation - Stop Sign Oak Park/Sandwood (Field Due to the geometry of the Point Subdivision) Stop intersection of Oak southbound travelers on Oak Park/Sandwood (sight Park @ Sandwood distance @ southbound Oak Park @ Sandwood) a stop sign is warranted. New Installation -Right Lane ` ' Eastbound Brick Road City Engineer request. Must Turn Right (w/Arrow) approximately 150' west of Portage Avenue 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: Bob Ullery BSR Roofmasters 730 West Indiana South Bend, Indiana 46613 Casteel Construction Corporation 23186 West Ireland Road South Bend, Indiana 46614 Ram Construction Incorporated 1957 Denslow Drive South Bend, Indiana 46614 APPROVE CONTRACTOR AND EXCAVATION BONDS Mr. Anthony Molnar, Engineer, Division of Engineering, recommended that the following Contractor Bonds be approved as follows: BOND OF CONTRACTOR Norman VanDeSompele Tomlinson Construction EXCAVATION BONDS Pamela Maez Paramount Environmental Services Corporation RAM Construction, Inc. Approved Effective November 12, 2003, Pursuant to Resolution No. 100-2000 Approved November 14, 2003, Pursuant to Resolution No.100-2000 Approved Effective November 7, 2003, Pursuant to Resolution No. 100-2000 Approved November 13, 2003, Pursuant to Resolution No.100-2000 Approved November 13, 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: Name Amount of Claim Date City of South Bend $2,083,787.55 Novemberl7, 2003 St. Joseph County Housing Consortium $25.75 November 5, 2003 St. Joseph County Housing Consortium [$28,094.33 November 5, 2003 OZ1x00 St. Joseph County Housing Consortium $4,400.00 November 5, 2003 DLZ Indiana (South Bend Fire Department $8,335.53 October 25, 2003 New Headquarters) DLZ Indiana (South Bend Fire Department $9,802.30 October 25, 2003 New Headquarters) DLZ Indiana (South Bend Fire Department $31,467.25 October 25, 2003 New Headquarters) Mr. Inks made a motion that the claims be approved and the reports as submitted be filed. Mr. Littrell seconded the motion which carried. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the meeting adjourned at 10:10 a.m. BOARD OF PUBLIC WORKS A-J-A- V Gary A. Gilot, President 9- xt'z Carl P. Littrell, Member Donald E. Inks, Member AT ST: Angela 10acob, Cl 1 1