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HomeMy WebLinkAbout12/22/03 Board of Public Works Minutesr LLVll �F_-�a PUBLIC AGENDA SESSION DECEMBER 18, 2003 The Public Agenda Session of the Board of Public Works was convened at 8:10 a.m. on Thursday, December 18, 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. 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: - Agreement - Bid Extension - Sodium Chloride - Agreement - Delivery Vehicle Pass - Claims - Baker & Daniels/Casteel Construction/Philip Krause - Agreement - GIS - Schneider Corporation - Addendum - Urban Enterprise Association - Addendum - Property East of Trans Tech - Ken Herceg & Associates Board members discussed the following item(s) from that list. - Reject Quotation - Fiber Optic Installation Mr. Toy Villa, Engineering, stated the quotations were rejected due to budgetary reasons. - Change Order/Project Completion Affidavit - Cleveland Road Added Travel Lanes Mr. Toy Villa, Engineering, stated this project was completed and the concrete patching was a separate quotation. - Change Order - Elevator Renovation This agenda item was tabled, as the details needed to be reviewed. 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 9:15 a.m. AT ST: Angela K. Mcob, Clerk REGULAR MEETING BOARD OF PUBLIC WORKS Gary A. Gilot, President sv_10Q Carl P. Littrell, Member xk'4�z ��- Donald E. Inks, Member DECEMBER 22, 2003 The regular meeting of the Board of Public Works was convened at 9:35 a.m. on Monday, December 22, 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. 0431 REGULAR MEETING DECEMBER 22, 2003 AGENDA ITEM ADDED Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the following item was added to the agenda: - Agreement - Emergency Medical Services - University of Notre Dame APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the minutes of the meetings of the Board held on December 4 and 8, 2003, were approved. OPENING OF BIDS/AWARD BID - LASALLE PARK PUBLIC WORKS IMPROVEMENTS - PROJECT NO. 103-064 (CDBG) 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: MCINTYRE JONES, INC. 2526 West Sixth Street Mishawaka, Indiana 46544 Bid was signed by Mr. Jeffery Bradley Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $126,591.35 WALSH & KELLY, INC. 24358 State Road 23 South Bend, Indiana 46614 Bid was signed by Mr. Kevin Kelly Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $140,220,75 RIETH RILEY CONSTRUCTION COMPANY, INC. Post Office Box 1775 South Bend, Indiana 46634 Bid was signed by Mr. David Dudash Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $148,460.00 BROOKS CONSTRUCTION COMPANY INC. 625 South Beiger Mishawaka, Indiana 46544 Bid was signed by Mr. William Stevens Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $143,482.50 1 0432 1 1 REGULAR MEETING L.L. GEANS CONSTRUCTION COMPANY 1923 North Home Street Mishawaka, Indiana 46545 Bid was signed by Mr. Rocky Geans Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $162,200.50 SELGE CONSTRUCTION COMPANY, INC. 2833 South l lth Street Niles, Michigan 49120 Bid was signed by Mr. John Szuba Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $154,250.00 DECEMBER 22, 2003 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bids 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 responsive and responsible bidder, McIntyre Jones, Inc., in the amount of $126,591.35. Therefore, Mr. Littrell made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Inks seconded the motion which carried. OPENING OF BIDS/AWARD BID - MISHAWAKA AVENUE STREETSCAPE IMPROVEMENTS - PROJECT NO. 103-009 (GENERAL FUND) 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: MCINTYRE JONES, INC. 2526 West Sixth Street Mishawaka, Indiana 46544 Bid was signed by Mr. Jeffery Bradley Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $71,960.52 SELGE CONSTRUCTION COMPANY, INC. 2833 South 111`' Street Niles, Michigan 49120 Bid was signed by Mr. John Szuba Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $100,830.00 0433 REGULAR MEETING L.L. GEANS CONSTRUCTION COMPANY 1923 North Home Street Mishawaka, Indiana 46545 Bid was signed by Mr. Rocky Geans Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $97,285.00 RIETH RILEY CONSTRUCTION COMPANY INC Post Office Box 1775 South Bend, Indiana 46634 Bid was signed by Mr. David Dudash Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $94,270.00 WALSH & KELLY, INC. 24358 State Road 23 South Bend, Indiana 46614 Bid was signed by Mr. Kevin Kelly Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $91,398.75 NORTHERN CONSTRUCTION SERVICES Post Office Box 1299 Niles, Michigan 49120 Bid was signed by Mr. Daniel Kulwicki Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $90,367.50 BROOKS CONSTRUCTION COMPANY INC 625 South Beiger Mishawaka, Indiana 46544 Bid was signed by Mr. William Stevens Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $81,949.00 DECEMBER 22, 2003 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bids 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 responsive and responsible bidder, McIntyre Jones, Inc., in the amount of $71,960.52. Therefore, Mr. Littrell made 1 43 4 REGULAR MEETING DECEMBER 22, 2003 a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Inks seconded the motion which carried. OPENING OF BIDS -2003 STREET LIGHTING SYSTEM UPGRADES - SUNNYMEDE STREET AND LONGFELLOW AVENUE - PROJECT NO 103-068 (COIT) 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: MICHIANA_CONTRACTING INC 7843 Lilac Road Plymouth, Indiana 46563 Bid was signed by Mr. Donald Wendel Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted I Base Bid $139,670.00 Alternate 1 $ 3,170.00 Alternate 2 $ 3,110.00 Alternate 3 $ 3,950.00 Total $149,900.00 HERRMAN AND GOETZ, INC. 225 South Lafayette South Bend, Indiana 46601 Bid was signed by Mr. Roger Knaggs Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted we Base Bid $168,140.00 Alternate 1 $ 3,762.00 Alternate 2 $ 6,158.00 Alternate 3 $ 4,857.00 Total $ 14,777.00 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 ON Bid Bond was submitted LOUD Base Bid $195,644.00 Alternate 1 $ 5,977.00 Alternate 2 $ 5,906.00 Alternate 3 $ 6,335.00 Total $ 18,218.00 0435 REGULAR MEETING TRANS TECH ELECTRIC, L.P. 4601 Cleveland Road South Bend, Indiana Bid was signed by Mr. John Ferro Non -Collusion Affidavit was in order DECEMBER 22, 2003 Non -Discrimination Commitment form was not completed Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Bid was accepted. Five per cent (5%) Bid Bond was submitted on Base Bid $203,274.00 Alternate 1 $ 5,362.00 Alternate 2 $ 5,324.00 Alternate 3 $ 5,856.00 Total $ 16,542.00 BANCROFT ELECTRIC INC. 207 Truesdell Avenue LaPorte, Indiana 46350 Bid was signed by Ms. Joyce Bancroft Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: Base Bid $192,849.00 Alternate 1 $ 4,822.00 Alternate 2 $ 4,729.00 Alternate 3 $ 6,031.00 Total $ 15,582.00 HAWK ENTERPRISES INC 1850 East North St. Crown Point, Indiana Bid was signed by Ms. Johanna Plank Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted M. Base Bid $167,968..00 Alternate 1 $ 4,440.00 Alternate 2 $ 4,380.00 Alternate 3 $ 5,200.00 Total $ 14,020.00 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bids were referred to the Division of Engineering for review and recommendation. OPENING OF OUOTATIONS/AWARD QUOTATION RIVER PARK NEIGHBORHOOD PARTNERSHIP CENTER PUBLIC WORKS IMPROVEMENTS - PROJECT NO. 103-010 (GENERAL FUND) (RE -QUOTE) Mr. Inks advised that this was the date set for the receiving and opening of sealed Quotations for the REGULAR MEETING DECEMBER 22, 2003 above referred to project. The following Quotations were opened and read: KASER SPRAKER CONSTRUCTION 25487 West State Road 2 South Bend, Indiana 46619 Quotation was submitted by Mr. Gary Spraker QUOTATION: $13,949.00 RIETH RILEY CONSTRUCTION Post Office Box 1775 South Bend, Indiana 46634 Quotation was submitted by Mr. Todd Gosc QUOTATION: $14,092.00 WALSH & KELLY, INC. 24358 State Road 23 South Bend, Indiana 46614 Quotation was submitted by Mr. Kevin Kelly QUOTATION: $14,997.00 Upon a motion made by Mr. Littrell, 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 the lowest responsive and responsible bidder, Kaser Spraker Construction in the amount of $13,949.00. 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. OPENING OF QUOTATIONS/AWARD QUOTATION- BROADWAY STREET WATER LATERAL INSTALLATION - PROJECT NO 103-082 (SEDA TIF) Mr. Inks 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: NIEZGODSKI PLUMBING INC 232 North Mayflower Road South Bend, Indiana 46619 Quotation was submitted by Mr. David Niezgodski QUOTATION: $13,330.00 HRP CONSTRUCTION, INC. Post Office Box 266 South Bend, Indiana 46624 Quotation was submitted by Mr. Paul Fallon QUOTATION: $24,350.00 GRADE -RITE EXCAVATING INC 51225 Bittersweet Road Granger, Indiana 46530 Quotation was submitted by Mr. Dave Horein 437. REGULAR MEETING QUOTATION: $15,500.00 BOB FRAME PLUMBING AND HEATING 5707 U.S. 31 South South Bend, Indiana 46614 Quotation was submitted by Mr. David Frame QUOTATION: $18,363.36 DECEMBER 22, 2003 Upon a motion made by Mr. Littrell, 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 Duff, Engineering, recommends that the Board award the contract to the lowest responsive and responsible bidder, Niezgodski Plumbing, Inc. in the amount of $13,330.00. 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. OPENING OF QUOTATIONS - THIRTY-FOUR (34) MORE OR LESS AUTOMATED EXTERNAL DEFIBRILLATORS• NINETEEN (19) MORE OR LESS WALL MOUNT CABINETS WITH BRACKETS,• FIFTEEN (15) MORE OR LESS CARRYING CASES FIRE DEPARTMENT (GENERAL FUND/ST JOSEPH COUNTY/SOUTH BEND POLICE DEPARTMENT/LAW ENFORCEMENT BLOCK GRANT) Mr. Inks advised that this was the date set for the receiving and opening of sealed Quotations for the above referred to items. The following Quotations were opened and read: MEDICAL RESOURCES 550 Schrock Road Columbus, Ohio 43229 Quotation was submitted by Mr. Pat Wood QUOTATION: Qty. 34 ZOLL AED Plus Package $1,600.00 /Each $54,400.00 Qty. 18 ZOLL AED Cabinet w/Alarms $ 297.00/Each $ 5,346.00 MEDTRONIC PHYSIO-CONTROL 11811 Willows Road NE Redmond, Washington 98073 Quotation was submitted by Mr. Ben Benson QUOTATION: Qty. 30 S2-Lifepak CR Plus Defib Kit $2,195.00 $50,850.00 Qty 3 2B-Lifepak Automated External $2,995.00 $ 5,385.00 Defib Qty 18 Wall Cabinet $ 234.00 $ 3,790.80 TOTAL $60,025.80 ZOLL MEDICAL CORPORATION 269 Mill Road Chelmsford, Massachusetts 01824 Quotation was submitted by Mr. Joseph Albanese QUOTATION: A33 u 1 it REGULAR MEETING Qty. 30 ZOLL AED Plus AED Plus Package Lithium Batteries Multi Function Electrodes Qty. 4 AED Plus package Qty. 19 Surface Wall Mount Box DECEMBER 22, 2003 $1,895.00 $1,695.00 (Disc. Price) $50,850.00 $ 75.00 $ 58.50 (Disc. Price) $ 55.00 $ 42.90 (Disc. Price) NO CHARGE $ 299.00 $ 233.22 (Disc. Price) $ 4,431.18 TOTAL $55,281.18 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above Quotations were referred to the Fire Department for review and recommendation. AWARD BID - ST. JOSEPH COUNTY JAIL SITE PREPARATION - PHASE II - PROJECT NO. 103-042A (COIT) Mr. Carl P. Littrell, City Engineer, advised the Board that on December 15, 2003, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Littrell recommends that the Board award the contract to the lowest responsible and responsive bidder, Ritschard Brothers, 1204 West Sample Street, South Bend, Indiana in the amount of $140,368.92. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Littrell seconded the motion which carried. AWARD BIDS - SALE OF ABANDONED VEHICLES Mr. Gary Libbey, Code Enforcement, advised the Board that on December 15, 2003, bids were received and opened for the above referred to vehicles. After reviewing those bids, Mr. Libbey recommends that the Board award the bids to the highest bidders as follows: INDIANA AUTO PARTS, INC. 3300 South Main Street South Bend, Indiana 46614 2 SAAB 900S 1990 $ 36.60 3 FORD BRONCO 1983 $246.50 4 DODGE INTREPID 1994 $156.60 5 CHEVROLET LUMINA 1992 $ 76.60 6 FORD MUSTANG 1989 $ 56.70 7 INTERNATIONAL CENTURY 1997 $5,492.50 9 CHEVROLET BLAZER 1991 $ 76.60 10 GMC S 15 1988 $ 76.60 11 PLYMOUTH SUNDANCE 1992 $ 36.60 12 PONTIAC SUNBIRD 1989 $ 36.60 13 FORD PROBE 1990 $ 56.70 14 FORD FESTIVA 1989 $ 30.60 18 PONTIAC FIREBIRD 1991 $126.50 119 j PONTIAC GRAND AM 1989 1 $ 35.60 TOTAL $6,541.30 0439 REGULAR MEETING HOOSIER FLEET SERVICES 1300 South Walnut Street South Bend, Indiana 46619 8 CHEVROLET SUBURBAN 1989 1 $200.00 1 U 1'AL $200.00 RON MORTRAY 17271 Darden South Bend, Indiana 46635 1 CHEVROLET BERETTA 11989 I $50.50 TOTAL $50.50 JOE BOBIK 56942 Cedar Road Osceola, Indiana 46561 DECEMBER 22, 2003 15 MAZDA PROTEGE 1992 $211.00 16 OLDSMOBILE DELTA 88 1997 $667.00 TOTAL $878.00 STEVE DEAKON 202 U.S. 31/33 North South Bend, Indiana 46637 17 1 BUICK REGAL 1992 1 $300.00 TOTAL $300.00 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the bids were awarded to the highest bidders as indicated above. APPROVAL OF REQUEST TO REJECT QUOTATIONS FIBER OPTICS EXTENSION PROJECT NO. 103-032C In a memorandum to the Board, Mr. Toy Villa, Engineering, requested permission to reject all quotations received for the above referred to project, due to budgetary reasons. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the request to reject all quotations for the above referred to project was approved. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT - ADDED TRAVEL LANES - CLEVELAND ROAD - MAYFLOWER TO RALPH JONES DRIVE - SELGE CONSTRUCTION - PROJECT NO 103-031 (COIT) Mr. Inks advised that Mr. Toy Villa, Public Construction Manager, has submitted the Final Change Order on behalf of Selge Construction Company, 2833 South IIth Street, Niles, Michigan, indicating that the contract amount be increased by $111,428.06 for a new contract sum including this Change Order in the amount of $1,560,726.64. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Final Change Order and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT - FIBER OPTIC CABLE INSTALLATION - SOUTH STREET FROM MAIN TO LAFAYETTE - TRANS TECH ELECTRIC - PROJECT NO 103-032B (COIT) Mr. Inks advised that Mr. Toy Villa, Public Construction Manager, has submitted the Final Change 1 1 f 1440 REGULAR MEETING DECEMBER 22, 2003 Order on behalf of Trans Tech Electric, 4601 Cleveland Road, South Bend, Indiana, indicating that the contract amount be increased by $280.20 for a new contract sum including this Change Order in the amount of $22,084.20. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Final Change Order and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT - FIBER OPTIC CABLE INSTALLATION - S.R. 933 FROM ANGELA TO DORR ROAD - TRANS TECH ELECTRIC - PROJECT NO. 103-032A(COIT) Mr. Inks advised that Mr. Toy Villa, Public Construction Manager, has submitted the Final Change Order on behalf of Trans Tech Electric, 4601 Cleveland Road, South Bend, Indiana, indicating that the contract amount be decreased by $1,449.25 for a new contract sum including this Change Order in the amount of $37,063.25. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Final Change Order and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. APPROVE PROJECT COMPLETION AFFIDAVIT - FIELD POINT GRADING AND DRAINAGE IMPROVEMENTS - YOUNGS EXCAVATING - PROJECT NO. 103 -071 (SEWAGE WORKS) Mr. Inks advised that Mr. Toy Villa, Public Construction Manager, has submitted the Project Completion Affidavit on behalf of Youngs Excavating, Post Office Box 2766, South Bend, Indiana, for the above referred to project, indicating a final cost of $14,245.00. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Project Completion Affidavit was approved. APPROVE COMMUNITY DEVELOPMENTAGREEMENTS/ADDENDA The following Community Development Agreements/Addenda were presented to the Board for approval: Agreement - Western Avenue South Bend Heritage Foundation $50,000.00 Corridor Full Facade Addendum - Grant Agreement - Urban Enterprise Association $233,664.00 Western Avenue Commercial Corridor Grant Agreement - Transfer Urban Enterprise Association $60,000.00 Funding to Urban Enterprise Association Grant Agreement - LaSalle Area 1228 Kaley $4,650.00 Housing Repair and Improvement Program Agreement - Operation and Fiscal Corporation for Entrepreneurial $90,000.00 Oversight of the South Bend Development Corridor Matching Grant Program Agreement - Staff Support Community and Economic $27,500.00 - 2004 Development $30,000.00 - 2005 Addendum II - Neighborhood Community Development - Partnership Centers (CD03-8141) Extends work time Addendum II - Neighborhood Community Development - Partnership Center (CDO 1-8141) Extends work time Addendum II - Neighborhood Community Development - Partnership Center (CD00-8141) Extends work time 0441 Agreement - Staff Support Rebuilding, Together I $14,285.00 Addendum - Grant Agreement - Transfer of Funding to Urban Enterprise Association Urban Enterprise Association $119,008.78 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above referred to Agreements/Addenda were approved and executed. APPROVAL OF AGREEMENT - LEGISLATIVE SERVICES FOR 2004 - RJ BONHAM & ASSOCIATES Mr. Inks stated that the Board is in receipt of an Agreement between the City of South Bend and RJ Bonham and Associates, 215 South St. Joseph, South Bend, Indiana, for 2004 legislative session services. Mr. Gilot noted that the Agreement is in the amount of $12,000.00. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Agreement was approved and executed. APPROVAL OF PROPOSAL - DESIGN AND ENGINEERING SERVICES - BROOKFIELD STORM SEWER - LATHROP STREET TO HAMILTON STREET/HAMILTON STREET FROM BROOKFIELD STREET TO COLLEGE STREET - THE TROYER GROUP Mr. Inks stated that the Board is in receipt of a Proposal 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 Proposal is in the amount of $65,590.00, subject to financing. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Proposal was approved and executed. APPROVAL OF AGREEMENT - CONSTRUCTION AND PROJECT MANAGEMENT - TRAFFIC SIGNAL IMPROVEMENTS ON IRELAND ROAD FROM MAIN TO IRONWOOD AND MIAMI STREET FROM IRELAND ROAD TO JACKSON ROAD - INDIANA DEPARTMENT OF TRANSPORTATION Mr. Inks stated that the Board is in receipt of an Agreement between the City of South Bend and the Indiana Department of Transportation, Indianapolis, Indiana, for the above referred to projects. Mr. Inks noted that the Agreement is in the amount of $261,000.00. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Agreement was approved and executed. APPROVE CONSTRUCTION CONTRACT - WESTSIDE PARTNERSHIP CENTER PUBLIC WORKS IMPROVEMENTS - 500-700 BLOCKS OF SOUTH BROOKFIELD - RIETH RILEY CONSTRUCTION -PROJECT NO. 103-006 Mr. Inks advised that in accordance with the bid awarded on December 8, 2003, to Rieth Riley Construction, 25200 State Road 23, South Bend, Indiana, in the amount of $41,325.00 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Mr. 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. APPROVE AGREEMENT - EXTENSION OF BID PRICES - SODIUM CHLORIDE - INDIANA TRUCKING Mr. Inks advised that in accordance with the bid awarded on November 8, 2001, to Indian Trucking, Post Office Box 540, Portage, Indiana, in the amount of $32.65 per ton for the 2003/2004 salt season for the above referred to project, an Agreement in said amount was being submitted for Board approval. It was noted this is an extension of bid prices from 2001. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Agreement was approved. APPROVAL OF AGREEMENT - DELIVERY VEHICLE PASS Mr. Inks stated that the Board is in receipt of an Agreement between the City of South Bend and Roly Poly, 209 South Michigan Street, South Bend, Indiana, for a delivery vehicle pass for the downtown South Bend area. The pass allows delivery vehicles to park in the downtown area while making deliveries. It was noted this is a ninety (90) day pilot program. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Agreement was approved and executed. G 1 J 0442 REGULAR MEETING DECEMBER 22.2003 APPROVAL OF SUPPLEMENTAL AGREEMENT NO. 1 - INDUSTRIAL STREET ON EAST SIDE OF TRANS TECH PROPERTY - KEN HERCEG AND ASSOCIATES INC. Mr. Inks stated that the Board is in receipt of a Supplemental Agreement between the City of South Bend and Ken Herceg and Associates, Inc., 211 West Washington, South Bend, Indiana, for additional survey and design services for the above referred to project. Mr. Inks noted that the Agreement is in the amount of $2,157.40. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Supplemental Agreement was approved and executed. APPROVAL OF AGREEMENT - EMERGENCY MEDICAL SERVICES - UNIVERSITY OF NOTRE DAME Mr. Inks stated that the Board is in receipt of an Agreement between the City of South Bend and the University of Notre Dame, for 2004 emergency medical services for special events at the University of Notre Dame. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Agreement was approved and executed. APPROVAL OF RELEASE OF UTILITY EASEMENT RIGHTS - PORTION OF PROPOSED VACATED CHAPIN STREET AND UNITED DRIVE In a memorandum to the Board, Mr. Tony Molnar, Permits Manager, requested the release of several easements and easement rights for Chapin Street and United Drive. These releases are being requested by Danch, Hamer & Associates, but it is a City project to relocate United Drive to allow United Beverage to expand the existing building to the west and north. The site contains four separate sewers that will be relocated or abandoned during the project. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the release of utility easement rights was approved. APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE Mr. Inks stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to Remonstrate as submitted by Bobbie and Deanna Hodges, 51490 Ironwood Road, Granger, Indiana. The Consent indicates that in consideration for permission to tap into the public sanitary water system of the City, to provide sanitary water service to 51490 Ironwood Road, Granger, Indiana, (Key # 02-2013-0250.06), the Hodges' waive and release 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. Littrell made a motion that the Consent be approved. Mr. Inks seconded the motion which carried. APPROVE CONSENT TO ANNEXATION- AND WAIVER OF RIGHTS TO REMONSTRATE Mr. Inks stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to Remonstrate as submitted by Mr. Michael O'Connell, 17221 Ashdale Court, Granger, Indiana. The Consent indicates that in consideration for permission to tap into the public sanitary water system of the City, to provide sanitary water service to 17221 Ashdale Court, Granger, Indiana, (Key # 02- 2019-03 85.34), Mr. O'Connell 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. Littrell made a motion that the Consent be approved. Mr. Inks seconded the motion which carried. APPROVAL OF RECOMMENDATION - TO CONDUCT ST JOSEPH RIGHT TO LIFE PROCESSION Mr. Littrell 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. Patrick Drury, 320 North Lafayette, South Bend, Indiana to conduct the above referred to procession, on January 22, 2004, from 12:00 p.m. to 1:00 p.m., on the designated route as submitted. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION TO ENCROACH ONTO PUBLIC RIGHT-OF-WAY - INSTALLATION OF AWNING - MCCORMICKS 125 SOUTH MICHIGAN Mr. Inks advised that the Board is in receipt of favorable recommendations from the Division of Engineering, Police Department, Building Commissioner and the Fire Department for the installation of an awning at the above referred to address. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the recommendation was approved. 0443 REGULAR MEETING DECEMBER 22, 2003 DENY REQUEST FOR THE ESTABLISHMENT OF A RESIDENTIAL PARKING ZONE 1000 1100 SOUTH 21ST STREET Ms. Marcia Qualls, Engineering, stated a petition was received from the residents of the 1000-1100 blocks of 21" Street for a residential parking zone. A survey was conducted on October 15, 2003, from 7:00 a.m. to 6:00 p.m. It was found that only 54% of the curb space was occupied. Requirements are 75% of the time. (This criteria was not met.) Curb space occupied by non- residents was occupied 29% of the time. The requirements are 25% of the time. (This criteria was met.) Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the request for residential parking area was denied. FAVORABLE RECOMMENDATION - PETITION TO VACATE AN ALLEY - FIRST EAST/WEST ALLEY SOUTH OF ANGELA BOULEVARD FROM MICHIGAN STREET RUNNING EAST 120 FEET Mr. Inks indicated that Mr. Bill O'Donnell, 3040 Montessouri, Las Vega, Nevada, 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. The Fire Department stated the resident at 1135 Leeper will not have access to the garage. 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. APPROVE/DENY TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the following traffic control devices were approved/denied: New Installation - Handicapped 4919 West Washington Denied; resident has double Accessible Parking Space Signs car driveway leading to house New Installation - Handicapped 1315 Lincolnway West All criteria has been met Accessible Parking Space Signs New Installation - Handicapped 2726 Hartzer All criteria has been met Accessible Parking Space Signs Renewal - Reserved Handicap Colfax, in front of Morris Parking Performing Arts Center 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 Kenneth Washington Freshcoat Painting, Inc. EXCAVATION BONDS Earth Exploration, Inc. Released Effective December 22, 2003 Approved Effective December 11, 2003, Pursuant to Resolution No. 100-2000 Approved Effective December 2, 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. APPROVE CLAIMS Mr. Inks stated that the following claims were submitted to the Board for approval: 1 1 444 Name Amount of Claim Date City of South Bend $3,368,923.76 December 14, 2003 City of South Bend $3,498,871.73 December 22, 2003 Casteel Construction (Police/Fire Headquarters) $1,239,274.00 December 13, 2003 Baker & Daniels (Police/Fire Headquarters) $399.26 October 15, 2003 Philip Krause (Police/Fire Headquarters) $400.00 July 24, 2003 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 10:34 a.m. 1 AT ST: Angela I . acob, Cl k 1 BOARD OF PUBLIC WORKS Gary A. Gilot, President ( a Z*;o Carl P. Littrell, Member D nald E. Inks, Member