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HomeMy WebLinkAbout08/26/02 Board of Public Works Minutes- OZI REGULAR MEETING AUGUST 26, 2002 The regular meeting of the Board of Public Works was convened at 9:35 a.m. on Monday, August 26, 2002, by Board President Gary A. Gilot, with Mr. Carl Littrell present. Mr. Donald Inks was not present. Also present was Board Attorney Thomas Bodnar. AGENDA ITEMS ADDED - Approve Construction Contract - Mishawaka Avenue Streetscape - Resolution No. 51-2002 - Disposal of City Owned Property - Claims - City of South Bend PUBLIC HEARING -TRANSIENT MERCHANT LICENSE - CUMMINS' TRUCK LOAD TOOL SALE Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning an Application for a Transient Merchant License, as submitted by Ms. Patty Sumner, 320 Cobey, Lancing, Tennessee, to conduct the sale of tools, on October 30,2002, from 11:00 a.m. to 7:00 p.m., at 2503 Mishawaka Avenue. Mr. Gilot stated that favorable recommendations have been received by the Police Department, Fire Department, Building Commissioner and the Legal Department. Ms. Patty Sumner 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. Littrell, seconded by Mr. Gilot and carried, the Application for a Transient Merchant License was approved. PUBLIC HEARING - TRANSIENT MERCHANT LICENSE - ART FOR THE MIND EXHIBITION AND SALE Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning an Application for a Transient Merchant License, as submitted by Ms. Pam Gundlach, 52041 Carding Mill Court, Granger, Indiana, to conduct the sale of artwork, on November 9, 2002, from 11:00 a.m. to 5:00 p.m., at Stanley Clark School, 3123 Miami Street, South Bend, Indiana. Mr. Gilot stated that favorable recommendations have been received by the Police Department, Fire Department, Building Commissioner and the Legal Department. 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. Gilot and carried, the Application for a Transient Merchant License was approved. APPLICATION WITHDRAWN - TRANSIENT MERCHANT LICENSE - LEEPER PARK ART FAIR Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning an Application for a Transient Merchant License, as submitted by Ms. Judy Ladd, 16200 Continental Drive, Granger, Indiana, to conduct the sale of art, on October 30, 2002. Mr. Chuck Clark, Licensing Department, stated the application had been withdrawn. Mr.°Gilot stated the Board recognized the withdraw for the Transient Merchant License. There being no one else present wishing to -address the Board concerning this matter, the Public Hearing was closed. OPENING OF BIDS - ONE (1) MORE OR LESS SELF PROPELLED EASEMENT MACHINE This was the date set for receiving and opening of sealed bids for the above referred to equipment. 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: DEEDS EQUIPMENT 2203 North Michigan Road Plymouth, Indiana 46563 Bid was signed by Mr. W.E. Downey Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted n .', 1 REGULAR MEETING BID: 2002 SECA JAJ600 BEST EQUIPMENT 2804 North Catherwood Avenue Indianapolis, Indiana 46219 $22,995.00 Bid was signed by Mr. Michael T. Dahlmann Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted 2002 Pipenhunter Side Kick Dual Wheels & Rims $ 900.00 Flood Lights $ 125.00 Hydraulic Accessory Kit, $ 500.00 Hydraulic Powered, Steel Dump Box for Material Movement Unit Price $23,270.00 Total Cost $23,270.00 AUGUST 26, 2002 $250.00 (2) Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the above bids were referred to the Equipment Services Division for review and recommendation. OPENING OF BIDS - TWO (2) OR MORE TANDEM AXLE MULTI -USE DUMP TRUCKS - RE- BID This was the date set for receiving and opening of sealed bids for the above referred to equipment. 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 HILL'S TRUCK SALES, INC. 1011 West Sample Street South Bend, Indiana 46619 Bid was signed by Mr. Ron Truhler Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted W 2003 Freightliner FL80 Dump Body & Equipment Trade -In of 1983 Mack Truck Front Snow Plow WABASH FORD STERLING 1301 South Holt Road Indianapolis, Indiana 46241 $96,228.00 (per unit) $192,456.00 (2) $36,489.00 (each) (-$5,000.00) $ 4,595.00 $ 9,190.00 (2) 1 1 1 021 REGULAR MEETING AUGUST 26, 2002 Bid was signed by Mr. Lynn E. Shaw Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted I0 2003 Sterling LT7501 $96,409.00 $192,818.00 Chassis & Equipment $96,220.04 (each) Trade -Ins (-$10,000.00) (2) $182,818.00 WISE INTERNATIONAL TRUCKING 4849 West Western Avenue South Bend, Indiana 46619 Bid was signed by Mr. Ken Waite Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted 1n 2003 International7400 $91,720.94 $183,441.88 Dump Body & Equipment $36,489.00 (each) Trade -Ins $ 4,500.00 Option Front Snow Plow $ 4,595.00 (each) WISE INTERNATIONAL TRUCKING 4849 West Western Avenue South Bend, Indiana 46619 Bid was signed by Mr. Ken Waite Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted me 2003 International7400 $90,752.94 $181,505.88 Chassis & Equipment $95,252.94 $181,505.88 Trade -Ins $ 4,500.00 (each) Option Snow Plow $ 4,904.00 (each) WISE INTERNATIONAL TRUCKING 4849 West Western Avenue South Bend, Indiana 46619 Bid was signed by Mr. Ken Waite Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted 021, REGULAR MEETING AUGUST 26, 2002 I: 1D 2003 International7400 $94,442.94 $188,885.88 Chassis & Equipment $98,942.94 Trade -Ins $ 4,500.00 (each) Option Snow Plow $ 6,259.00 (each) Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the above bids were referred to the Equipment Services for review and recommendation. OPENING OF BIDS - ONE (1) MORE OR LESS NEW 2 %z YARD FRONT END RUBBER TIRE LOADER - RE -BID This was the date set for receiving and opening of sealed bids for the above referred to equipment. 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: HOLT EQUIPMENT 25166 West State Road 2 South Bend, Indiana 46619 Bid was signed by Dale Brindley Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: 2002 John Deere TC54H $105,000.00 Automatic Ride Control $ 2,100.00 Air Suspension Seat $ 285.00 Hydraulic Quick Coupler for $ 2,400.00 Bucket & Pipe Forks $ 4,100.00 Quick Coupler Forks 96" Carriage X60 " Forks Trade -In (-$25,800.00) MAC DONALD MACHINERY COMPANY, INC. 3911 Limestone Drive Fort Wayne, Indiana 46809 Bid was signed by Don Finn Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted 06 2002 Case Wheel Loader Automatic Ride Control Air Suspension Seat Hydraulic Quick Coupler for Bucket and Pipe Forks Trade -In $91,800.00 $66,800.00 $ 1,950.00 $ 350.00 $ 6,900.00 (-$25,000.00) 1 REGULAR MEETING MAC ALLISTER MACHINERY COMPANY. INC. 7515 East 30'h Street Indianapolis, Indiana 46206 Bid was signed by Douglas Clark Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: 2002 Caterpillar IT28G $115,795.28 Automatic Ride Control $ 3,343.00 Air Suspension Seat Included Hydraulic Quick Coupler for Included Trade -In (-$36,500.00) BRANDEIS MACHINERY & SUPPLY COMPANY 3160 Youngs Court South Bend, Indiana 46614 Bid was signed by Kevin Wolford Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted 2002 Komatsu $89,996.00 Automatic Air Ride $ 1,750.00 Air Suspension $ 258.00 Hydraulic Quick Coupler for Included Bucket and Pipe Forks Trade -In $ 25,000.00 AUGUST 26, 2002 $82,638.28 $64,996.00 Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the above bids were referred to the Equipment Services for review and recommendation. OPENING OF BIDS - ONE (1) MORE OR LESS NEW 1.0 CUBIC YARD LOADER/BACKHOE This was the date set for receiving and opening of sealed bids for the above referred to equipment. 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: HOLT EQUIPMENT 25166 West State Road 2 South Bend, Indiana 46619 Bid was signed by Mr. Dale Brindley Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted 221 REGULAR MEETING AUGUST 26, 2002 M 2002 John Deere Backhoe $67,500.00 $47,000.00 Automatic Air Ride Control ($645.00) Air Suspension (-$436.00) Trade -In $20,500.00 BRANDEIS MACHINERY & SUPPLY COMPANY 3160 Youngs Court South Bend, Indiana 46614 Bid was signed by Mr. Kevin Wolford Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted 2002 Komatsu $61,064.00 $45,064.00 Automatic Air Ride $ 1,210.00 Air Suspension Not Available Trade -In $16,000.00 MAC ALLISTER MACHINERY COMPANY, INC. 7515 East 30'h Street Indianapolis, Indiana 46206 2002 Caterpillar $68,221.03 Automatic Air Ride $ 1,890.00 Air Suspension Included Trade -In $14,500.00 MAC DONALD MACHINERY COMPANY, INC. 3911 Limestone Drive Fort Wayne, Indiana 46809 2002 Case $65,020.00 Automatic Air Ride $ 1,200.00 Air Suspension $ 1,150.00 Trade -In $14,000.00 $53,721.03 $51,020.00 Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the above bids were referred to the for review and recommendation. OPENING/AWARD OF BID - 2002 CONCRETE PAVEMENT REPAIRS - PROJECT NO. 102- 058 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: RIETH RILEY CONSTRUCTION 25200 State Road 23 South Bend, Indiana 46634 LJ 0222 REGULAR MEETING Bid was signed by Mr. Todd Gosc Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $223,152.63 SELGE CONSTRUCTION 2833 South 11�" 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: $286,672.15 WALSH & KELLY 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: $296,427.35 LAPORTE CONSTRUCTION Post Office Box 577 LaPorte, Indiana 46352 Bid was signed by Mr. Thomas Blackburn Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $312,552.14 L.L. GEANS 1923 North Home Street Mishawaka, Indiana 46545 Bid was signed by Mr. Mike Glenn Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $404,760.10 AUGUST 26, 2002 Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the above bids were referred to the Engineering Division for review and recommendation. After reviewing those bids, Mr. Toy Villa, Public Construction Manager, recommends that the Board award the contract to the lowest, responsible responsive bidder, Rieth Riley Construction, 25200 State Road 23, South Bend, Indiana, in the amount of $223,152.63. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bids be awarded as outlined above. Mr. Littrell seconded the motion which carried. 3223 REGULAR MEETING AUGUST 26, 2002 PETITION TO VACATE THE ALLEY - SECOND NORTH/SOUTH ALLEY EAST OF EDDY STREET Mr. Gilot indicated that the Common Council has submitted to the Board a Vacation Petition as completed by Ms. Evelyn Mitchell, 1143 Corby Boulevard, South Bend, Indiana, to vacate the following alley: The second north/south alley east of Eddy Street, from Corby Boulevard to the first east/west alley for a distance of 165 feet and a width of 12 feet. This vacation includes the 7.15 foot corner taken off of lot 1 for a turn radius. Being a part of Sarah L. Kirby's Subdivision of Lot 6, Listenburg's Addition to the City of South Bend, St. Joseph County, Indiana. 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 Area Plan Commission advised the staff reviewed this possible petition and believes that vacation of this alley could require the acquisition of additional turning radii for the newly created stubbed alley to the north. Also, this vacation could require the creation of a cross -access and/or utility easement. The Clerk of the Board will notify the homeowner of the above referred to comments. PETITION TO VACATE THE ALLEY -FIRST EAST/WEST ALLEY SOUTH OF BROADWAY STREET Mr. Gilot indicated that the Common Council has submitted to the Board a Vacation Petition as completed by Mr. Mike Teske, 1402 South Michigan Street, South Bend, Indiana, to vacate the following alley: The alley to be vacated is the first East/West alley South of Broadway Street, from Michigan Street to the first North/South alley for a distance of 150 feet and a width of 14 feet. Being a part of Haney's Addition to the City of South Bend, St. Joseph county, Indiana. Mr. Gilot advised that the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Area Plan Commission, Police Department, Sanitation Department, Department of Economic Development and the Department of Public Works. An unfavorable recommendation was received by the Fire Department, stating this would block access of fire trucks to the rear of the building. The Area Plan Commission stated the staff has reviewed this possible petition and believes that vacation of this alley could require cross -access and utility easements. Also, additional turning radii could be required for the turn between two remaining alleys on the block. The Clerk of the Board will notify the homeowner of the above referred to comments. PETITION TO VACATE THE ALLEY - FIRST NORTH/SOUTH ALLEY WEST OF MAIN STREET Mr. Gilot indicated that the Common Council has submitted to the Board a Vacation Petition as completed by Mr. Kim P. Do, 208 West Colfax, South Bend, Indiana, to vacate the following alley: The alley to be vacated is the first North/South alley West of Main Street, from Colfax Avenue to the end for a distance of 132 feet and a width of 10 feet. Being a part of The Original Plat of South Bend, City of South Bend, St. Joseph County, Indiana. Mr. Gilot advised that the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Area Plan Commission, Police Department, Sanitation, and the Department of Public Works. An unfavorable recommendation was received by the Fire Department, stating the vacation of this alley would deny access to the rear of several buildings. The Department of Economic Development recommended this alley vacation be denied as the alley is required to provide access to adjacent properties and it would be critical to their future redevelopment. The Area Plan Commission believes that vacation of this alley could lead to significant hardships for the properties having tax -key numbers 18-1008-0315 and 18-100-0316. Both of these properties have a need to access the rear of their property from this alley. If the alley were vacated a cross -access easement would definitely be needed. Also, it appears as if trash -pick up would be forced to the front of all adjacent properties. These properties may not be designed for such service, and this practice should discouraged in the downtown area. Also, the creation of a REGULAR MEETING AUGUST 26, 2002 utility easement may be necessary. PETITION TO VACATE THE ALLEY -THE FIRST EAST/WEST ALLEY SOUTH OF COLFAX Mr. Gilot indicated that the Common Council has submitted to the Board a Vacation Petition as completed by Mr. and Mrs. Matthew Costello, 120 North Notre Dame Avenue, South Bend, Indiana, to vacate the following alley: The alley to be vacated is the first East/West alley South of Colfax Avenue, from Notre Dame Avenue to the first North/South alley for the distance of 165 feet and a width of 14 feet. Being a part of the Whittens Subdivision in the City of South Bend, St. Joseph County, Indiana, Mr. Gilot advised that the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Police Department, Fire, Sanitation, Department of Economic Development and the Department of Public Works. An unfavorable recommendation was received by the Fire Department stating the vacation of this alley would deny the residence at 116 North Notre Dame access to their garage. The Area Plan Commission believes that vacating this alley would be against the Common Council policy of creating a dead end alley. In visiting the site it appears as if the vacation of this alley could affect trash pick-up in the area. Also, the vacation of this alley could require the creation of a cross -access and/or utility easement. The Clerk of the Board will notify the homeowner of the above referred to comments. PETITION TO VACATE THE ALLEY - THE FIRST NORTH/SOUTH ALLEY EAST OF SAMPSON STREET Mr. Gilot indicated that the Common Council has submitted to the Board a Vacation Petition as completed by Ms. Ava Davenport, 1823 East Calvert, South Bend, Indiana to vacate the following alley: The alley to be vacated is the first North/South alley east of Sampson Street from Calvert Street to the first East/West alley for a distance of 140 feet and a width of 12 feet. Being a part of Rosland Park Subdivision in the City of South Bend, St. Joseph County, Indiana. Mr. Gilot advised that the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Police Department, Sanitation, Department of Economic Development and the Department of Public Works. An unfavorable recommendation was received by the Fire Department stating the vacation of this alley would deny the resident at 1831 East Calvert access to their garage. The Area Plan Commission believes that the vacation of this alley could require the acquisition of additional turning radii for the newly created stubbed alley to the north. Also, the creation of a cross -access and/or utility easement could be required. The Department of Economic Development stated although they recommend approval, the point of access may have to be changed for 1831 East Calvert, access for that lot is still unavailable. The Clerk of the Board will notify the homeowner of the above referred to comments. PETITION TO VACATE THE ALLEY - THE FIRST EAST/WEST ALLEY NORTH OF POLAND STREET Mr. Gilot indicated that the Common Council has submitted to the Board a Vacation Petition as completed by Mr. William VanBrocklin,1523 Poland, South Bend, Indiana to vacate the following alley: The alley to be vacated is the first East/West alley North of Poland Street from the first North/South alley West of Harris Street to the end for a distance of 190 feet, more or less and a width of 11 feet. Being a part of Commissioner's Subdivision of part of Bank Outlot 99, City of South Bend, St. Joseph County, Indiana. Mr. Gilot advised that the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Police Department, Fire Department, Sanitation, Department of Economic Development and the Department of Public Works. The Area Plan Commission believes that vacation of this alley could pose problems for accessing the parcels at the western end of the alley. Also, the creation of cross -access and utility easements may be needed if the alley is vacated. Department of Economic Development stated the alley vacation does not present any detrimental 22 .` REGULAR MEETING AUGUST 26, 2002 impacts or circulation of vehicular access to any of the adjacent properties. The Clerk of the Board will notify the homeowner of the above referred to comments. APPROVE CONSTRUCTION CONTRACT - MISHAWAKA AVENUE STREETSCAPE /RIETH RILEY CONSTRUCTION - PROJECT NO. 102-009 Mr. Gilot advised that in accordance with the bid awarded on August 12, 2002, to Rieth Riley Construction, in the amount of $71,765.00 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Contract was approved and the appropriate Certificate of Insurance, Performance Bond and Labor and Materials Payment Bond as submitted were filed. ADOPT RESOLUTION NO. 52-2002 - DISPOSAL OF CITY OWNED PROPERTY Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following Resolution was adopted by the Board of Public of Works: RESOLUTION NO. 52-2002 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY WHEREAS, it has been determined by the Board of Public Works that the following property is unfit for the purpose for which it was intended and is no longer needed by the City of South Bend: SEE ATTACHED ITEMS WHEREAS, Indiana Code 36-1-11-6(b) permits and establishes procedure for disposal of personal property which is unfit for the purpose for which it was intended and which is no longer needed by the City. NOW, THEREFORE, BE IT RESOLVED bythe Board ofPublic Works ofthe Cityof South Bend that the items listed above are no longer needed by the City; are unfit for the purpose for which they were intended and have an estimated value of more than five thousand dollars ($5,000.00). BE IT FURTHER RESOLVED, that said equipment may be transferred or sold at public auction or sale. ADOPTED this 26th day of August 2002. BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA s/Gary A. Gilot, President s/Carl P. Littrell, Member ATTEST: s/Angela K. Jacob, Clerk 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 $1,501,784.12 August 26, 2002 Ken Herceg & Associates $ 5,076.25 August 26, 2002 Ameritech $ 271.00 August 26, 2002 Maddalena's S 10,189.50 August 22, 2002 1 [1 1 V )26 REGULAR MEETING AUGUST 26, 2002 Mr. Gilot 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 10:30 a.m. BOARD OF PUBLIC WORKS Gary A, Gilot, President Carl P. Littrell, Member Donald E. Inks, Member ATTEST: Angela K. Jacob, Clerk RATIFICATION OF PREVIOUSLY APPROVED ITEMS Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following agenda items were ratified. It was noted these agenda items were approved by the Board of Public Works at the public agenda session held on August 22, 2002. PUBLIC AGENDA SESSION The following items were approved, tabled or denied or discussed at the Public Agenda Session held on August 22, 2002. The public agenda session of the Board of Public Works was convened at 8:10 a.m. on Thursday August 22, 2002 by Board President Gary A. Gilot, with Carl P. Littrell present. Mr. Donald Inks was not present. Also present was Board Attorney Thomas Bodnar. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the minutes of the regular meeting of the Board held on August 22, 2002 were approved. APPROVAL OF REOUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - SOUTH SIDE SEWER & WATER EXTENSION PHASE III /TITLE SHEET- PROJECT NO. 101-020 In a memorandum to the Board, Mr. Jason Durr, Engineering Division, 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. AWARD BID - TWO (,22) MORE OR LESS 2003 4X4 FOUR DOOR UTILITY VEHICLES Mr. Gilot advised the Board that on July 8, 2002 bids were received and opened for the above referred to equipment. After reviewing those bids, Mr. George Zana, Equipment Services, recommends that the Board award the contract to Jordan Ford, 609 East Jefferson, Mishawaka, Indiana, in the amount of $60,590.00. Mr. Zana stated this was not the lowest bid received, however the lowest bid did not meet the required specifications as follows: ***Denotes Requested Bidder Gurley Leep Ford 2003 Ford Expedition $27,995.36 Each, $55,990.72 Total No options listed and no exceptions listed. 4Jzr 7 REGULAR MEETING AUGUST 26, 2002 Reason for Rejection: Did not meet the specification for the following reasons: Wheel Base 119" Bid 130" Spec Engine 5.4 Litre Bid 6.0 Spec ***Jordan Ford 2003 Ford Excursion $30,130.00 each Option A $100.00, Option B $65.00 Wheel Base 137.1" $30,295.00 each W/Options $60,590.00 Gates Chevrolet 2003 3/4 Ton Suburban $34,682.00 Each $69,364.00 Total No options available. 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 CHANGE ORDER - BIKE/PEDESTRIAN TRAIL EAST BANK WALKWAY - NORTHERN INDIANA CONSTRUCTION COMPANY - PROJECT NO. 099-051 Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 1 and No. 2 on behalf of Northern Indiana Construction Company, 55803 Dogwood Road, Mishawaka, Indiana, indicating that the Contract amount be increased $42,418.03 for anew Contract sum including this Change Order by in the amount of $860,539.01. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Change Orders were approved. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT - MIAMI AND RIDGEDALE INTERSECTION IMPROVEMENTS - RIETH RILEY CONSTRUCTION COMPANY - PROJECT NO. 100-090 Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted the Final Change Order on behalf of Rieth Riley Construction Company, 25200 State Road 23, South Bend, Indiana, indicating that the contract amount be increased by $2,484.05 for a new contract sum including this Change Order in the amount of $54,302.05. 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 FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT - CHAPIN STREET IMPROVEMENTS - NILES CONCRETE SAWING & CONSTRUCTION, INC. - PROJECT NO. 102-002 Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted the Final Change Order on behalf of Niles Concrete Sawing & Construction, Inc. indicating that the contract amount be increased by $1,470.95 for a new contract sum including this Change Order in the amount of $93,118.00. 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 No. 1 and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. APPROVAL OF BUILDING BLOCK GRANT AGREEMENT - TONI REDDICK Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Ms. Toni Reddick, 523 North Cushing, South Bend, Indiana, for landscaping. Mr. Gilot noted that the Agreement is in the amount of $200.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Agreement was approved and executed. APPROVAL OF AMENDMENT TO AGREEMENT - EXTENDED SERVICES REMOVAL/SALVAGE OF ARTIFACTS FROM OLIVER SCHOOL BUILDING - KIL ARCHITECTURE Mr. Gilot stated that the Board is in receipt of an Amendment to an Agreement between the City of South Bend and Kil Architecture,1126 Lincolnway East, South Bend, Indiana, for services regarding 1 1 REGULAR MEETING AUGUST 26, 2002 removal and salvage of artifacts from the Oliver School Building. Mr. Gilot noted that the Amendment is in the amount not to exceed $1,750.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Amendment was approved and executed. APPROVAL OF GRANT AGREEMENTS - GOOD NEIGHBORS/GOOD NEIGHBORHOODS - AFTER SCHOOL PROGRAMS Mr. Gilot stated that the Board is in receipt of fifteen (15) Agreements for the after school program initiative. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Agreements were approved and executed. YMCA Urban Youth Services $ 8,830.00 LaCasa de Amistad $11,575.00 South Bend Junior Academy $ 6,800.00 Pentecostal Cathedral Church $ 9,855.00 Boys & Girls Club of St. Joseph County $ 9,760.00 El Campito, Inc. $ 6,000.00 Robinson Community Learning Center $ 5,000.00 Lincoln Elementary School/Lions Club $10,010.00 East Middle School $11,400.00 Riley High School Science Olympiad $12,550.00 Corpus Christi School $ 5,000.00 Boys & Girls Club of St. Joseph County $ 8,620.00 Faith Apostolic Temple $ 6,755.00 I Believe I Can $ 6,673.00 APPROVAL OF EXTENSION OF CONTRACT - SODIUM CHLORIDE (ROCK SALT) INDIAN TRUCKING COMPANY Mr. Gilot stated that the Board is in receipt of a contract extension through December 31, 2003, between the City of South Bend and Indian Trucking Company, Post Office Box 450, Portage, Indiana, for sodium chloride. Mr. Gilot noted that the Contract is in the amount of $32.65 per ton. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Contract was approved and executed. APPROVAL OF CONTRACT - EMERGENCY MEDICAL SERVICES - UNIVERSITY OF NOTRE DAME - 2002 FOOTBALL SEASON Mr. Gilot stated that the Board is in receipt of a Contract between the City of South Bend and University of Notre Dame for emergency medical services. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Contract was approved and executed. APPROVAL OF RECOMMENDATION - TO CLOSE STREET -ST. LOUIS FROM VINCENT TO NAPOLEON - CHURCH FUN FAIR Mr. Gilot stated that favorable recommendations have been received by the Division of Engineering, Police Department, and the City Attorney's Office, in reference to a request as submitted by Ms. Starla Ross, 710 East Napoleon, South Bend, Indiana, to conduct the referred to block party on August 31, 2002, from 9:00 a.m. to 8:00 p.m. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - ALTGELD FROM CARROLL TO ST. JOSEPH - BLOCK PARTY Mr. Gilot stated that favorable recommendations have been received by the Division of Engineering, Police Department, and the City Attorney's Office, in reference to a request as submitted by Ms. Heather Sherman, 233 Altgeld, South Bend, Indiana, to conduct the referred to block party on August 24, 2002, Altgeld from 9:00 a.m. to 9:00 p.m. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - MCPHERSON FROM ST. THOMAS TO NAPIER - ANNUAL PARISH FESTIVAL Mr. Gilot stated that favorable recommendations have been received by the Division of Engineering, Police Department, and the City Attorney's Office, in reference to a request as submitted by Mr. Jose REGULAR MEETING AUGUST 26, 2002 Ruvalcaba, 1102 West Thomas, South Bend, Indiana, to conduct the referred to Annual Parish Festival on September 1, 2002, from 10:00 a.m. to 9:00 p.m. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - ALTGELD TO ALLEY WEST OF ERSKINE - BLOCK PARTY Mr. Gilot stated that favorable recommendations have been received by the Division of Engineering, Police Department, and the City Attorney's Office, in reference to a request as submitted by Mr. Dennis Fountain, 2319 Erskine Boulevard, South Bend, Indiana, to conduct the referred to block party on August 31, from 12:00 p.m. to 9:00 p.m. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - CALHOUN FROM MEADE STREET TO KALEY - BLOCK PARTY Mr. Gilot stated that favorable recommendations have been received by the Division of Engineering, Police Department, and the City Attorney's Office, in reference to a request as submitted by Ms. Alfreda Gillespie, 1301 North Meade Street, South Bend, Indiana, to conduct the referred to block party on August 31, 2002 from 3:00 p.m. to 9:00 p.m. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - WESTMOOR FROM BENDIX TO SHERIDAN - BLOCK PARTY Mr. Gilot stated that favorable recommendations have been received by the Division of Engineering, Police Department, and the City Attorney's Office, in reference to a request as submitted by Mr. Raymond Halicki, 3520 Westmoor, South Bend, Indiana, to conduct the referred to block party on September 13, 2002, from 9:00 a.m. to 9:00 p.m. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION -TO CLOSE STREET - WAKEWA FROM HILLCREST TO MICHIGAN - BLOCK PARTY Mr. Gilot stated that favorable recommendations have been received by the Division of Engineering, Police Department, and the City Attorney's Office, in reference to a request as submitted by Ms. Cecilia Lucero,133 Wakewa, South Bend, Indiana, to conduct the referred to block party on August 25, 2002, from 2:00 p.m. to 9:00 p.m. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - SOUTH STREET FROM CARROLL TO ST. JOSEPH - SALVATION ARMY FUN FAIR Mr. Gilot stated that favorable recommendations have been received by the Division of Engineering, Police Department, and the City Attorney's Office, in reference to a request as submitted by Mr. Eric E. Payton, 540 South Carroll, South Bend, Indiana, to conduct the referred to Fun Fair on August 31, 2002, from 4:00 p.m. to 9:00 p.m. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - LEER STREET FROM DUBAIL TO RANDOLPH - CHILDREN'S MINISTRY Mr. Gilot stated that favorable recommendations have been received by the Division of Engineering, Police Department, and the City Attorney's Office, in reference to a request as submitted by Ms. Denise Trethewey,1723 Leer Street, South Bend, Indiana, to conduct the referred to event on August 31, 2002, from 4:00 p.m. to 9:00 p.m. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - LAUREL TO ALLEY - BLOCK PARTY Mr. Gilot stated that favorable recommendations have been received by the Division of Engineering, Police Department, and the City Attorney's Office, in reference to a request as submitted by Mr. James Evans, 1001 West Western, South Bend, Indiana, to conduct the referred to block party on August 17, 2002, from 12:00 p.m. to 6:00 p.m. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the recommendation was approved. ii �3a REGULAR MEETING AUGUST 26, 2002 APPROVAL OF RECOMMENDATION - TO CLOSE STREET - KENMORE FROM WESTERN TO JEFFERSON Mr. Gilot stated that favorable recommendations have been received by the Division of Engineering, Police Department, and the City Attorney's Office, in reference to a request as submitted by Ms. Shalena Jackson, 323 South Kenmore, South Bend, Indiana, to conduct the referred to block party on September 1, 2002, from 1:00 p.m. to 2:00 p.m. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - USE OF CITY PROPERTY - CARRIAGE HILLS - NEIGHBORHOOD EVENT Mr. Gilot stated that favorable recommendations have been received by the Division of Engineering, Water Works Division, Fire Department and the City Attorney's Office, in reference to a request as submitted by Mr. Bob Kartman, 17662 Cobblestone Court, South Bend, Indiana, for use of public property in Carriage Hills for the Association's Neighborhood Event on August 24, 2002, from 8:00 p.m. to 8:00 p.m. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the recommendation was approved. ACKNOWLEDGMENT OF REQUEST TO CONDUCT SOLICITATION - MUSCULAR DYSTROPHY TAG DAY - FOX 28 Mr. Gilot stated that favorable recommendations have been received to conduct the Muscular Dystrophy solicitation have been received by the Division of Engineering, Traffic and Lighting Division, Fire Department, Police Department, and the City Attorney's Office, for a request as submitted by Ms. Stephanie Santos, Fox 28, 314 West Catalpa, South Bend, Indiana, to conduct the above referred to solicitation on August 25, 2002, from11:00 a.m. to 3:00 p.m. at the locations of Miami and Ireland; Edison and Ironwood; and Lombardy and Western. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Board acknowledged the request. APPROVAL OF RECOMMENDATION TO CHANGE PARKING RESTRICTIONS - WEST MADISON STREET AND NORTH LAFAYETTE BOULEVARD - TEMPLE BETH-EL-HOLY DAY Mr. Gilot stated that favorable recommendations have been received by the Division of Engineering, Police Department, Traffic and Lighting Division, and the City Attorney's Office, in reference to a request as submitted by Ms. Anne Feferman, 305 West Madison Street, South Bend, Indiana, to change parking restrictions on both sides of West Madison Street and North Lafayette Boulevard, on September 6, at 8:15 p.m., September7, 2002, from 9:00 a.m. to 1:00 p.m., September 15 and 17, 2002 from 8:15 a.m. to 6:30 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. 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: V & R Tucking Company 1845 North Elmer Street South Bend, Indiana 46628 5 Alarm Fire and Safety Equipment, Inc. 704 Oak Street Post Office Box 48 Fort Atkinson, Wisconsin 53538 H. G. Christman Construction Post Office Box 4117 South Bend, Indiana 46634 APPROVE AND/OR RELEASE CONTRACTOR AND EXCAVATION BONDS Mr. Tony Molnar, Division of Engineering, recommended that the following Contractors Bonds, Excavation Bonds and License and Permit Bond be approved and/or released as follows: 0231 t REGULAR MEETING BOND OF CONTRACTOR Timothy Hacker J. R. Ralph d.b.a. Tailormade Concrete Thomas Snyder David Baughman d.b.a. Woodcraft Builders Millennium Concrete & Excavating, Inc EXCAVATION BONDS Maynard Slaubaugh LICENSE AND PERMIT BOND Du Mor Water Systems, Inc. AUGUST 26, 2002 Approved Effective August 15, 2002 Pursuant to Resolution No. 100-2000 Approved Effective August 8, 2002 Pursuant to Resolution No. 100-2000 Approved Effective August 8, 2002 Pursuant to Resolution No. 100-2000 Released Effective August 22, 2002 Released Effective August 22, 2002 Approved Effective August 12, 2002 Pursuant to Resolution No. 100-2000 Approved Effective August 22, 2002 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. APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE - WATER ONLY Mr. Gilot stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to Remonstrate as submitted by Mr. and Mrs. Michael E. Kahle, Sr., 60524 U.S. 31 South, South Bend, Indiana. The Consent indicates that in consideration for permission to tap into the public water system of the City, to provide water service to 60524 U.S. 31, Lot 396 Gilmer Park, South Bend, Indiana, (Key #01-1032-0753), the Hahle's 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. 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 - WATER ONLY Mr. Gilot stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to Remonstrate as submitted by Mr. James A. Watts, 22475 Ireland Road, South Bend, Indiana. The Consent indicates that in consideration for permission to tap into the public water system of the City, to provide water service to 22475 Ireland Road South Bend north side of Ireland Road west of Magnolia, South Bend, Indiana, (Key # 05-1034-0433.01), Mr. Watts 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. ADOPT RESOLUTION NO.49-2002- DISPOSAL OF CITY OWNED PROPERTY Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.49-2002 WHEREAS, I.C. 36-9-6-1 gives the Board of Public Works of the City of South Bend the right and duty to have custody of, control of, use of, and dispose of in accordance with Indiana statutes, all real and personal property owned by the City of South Bend; and WHEREAS, the Common Council of the City of South Bend passed as amended on January 11, 1988, Ordinance No. 7847-88 which mandates the Board of Public Works of the City of South C 0 023 2 REGULAR MEETING AUGUST 26, 2002 Bend to determine that the sidearm of a police officer who retires in good standing is surplus property and no longer useful to the City of South Bend; and WHEREAS, SERGEANT WILLIAM L. BERNHART has retired from the South Bend Police Department after thirty one (31) years of service and the Board of Public Safety of the City of South Bend has determined that he has retired in good standing; and WHEREAS, I.C. 36-1-11-6 permits and establishes procedure for disposal of personal property which is no longer needed by the City and which is unfit for the purpose for which it was intended; NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works ofthe City of South Bend that sidearm Serial No. AD 19149, a .40 caliber Sig -Sauer sidearm, is no longer needed by the City and is unfit for the purpose for which it was intended and has an estimated fair market value of less than Five Hundred Dollars ($500.00). BE IT FURTHER RESOLVED that said property be disposed of and removed from the City inventory. ADOPTED this 22ND day of August, 2002. BOARD OF PUBLIC WORKS s/Gary A. Gilot, President s/Carl P. Littrell, Member ATTEST: s/Angela K. Jacob, Clerk ADOPT RESOLUTION NO.49-2002- DISPOSAL OF CITY OWNED PROPERTY Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 50-2002 WHEREAS, I.C. 36-9-6-1 gives the Board of Public Works of the City of South Bend the right and duty to have custody of, control of, use of, and dispose of in accordance with Indiana statutes, all real and personal property owned by the City of South Bend; and WHEREAS, the Common Council of the City of South Bend passed as amended on January 11, 1988, Ordinance No. 7847-88 which mandates the Board of Public Works of the City of South Bend to determine that the sidearm of a police officer who retires in good standing is surplus property and no longer useful to the City of South Bend; and WHEREAS, SERGEANT FREDERIC P. ODUSCH has retired from the South Bend Police Department after fort one (41) years of service and the Board of Public Safety of the City of South Bend has determined that he has retired in good standing; and WHEREAS, I.C. 36-1-11-6 permits and establishes procedure for disposal of personal property which is no longer needed by the City and which is unfit for the purpose for which it was intended; NOW, THEREFORE, BE IT RESOLVED by the Board ofPublic Works of the City of South Bend that sidearm Serial No. AD 18965 a .40 caliber Sig -Sauer sidearm, is no longer needed by the City and is unfit for the purpose for which it was intended and has an estimated fair market value of less than Five Hundred Dollars ($500.00). BE IT FURTHER RESOLVED that said property be disposed of and removed from the City inventory. :" k33 REGULAR MEETING ADOPTED this 26th day of August 2002. ATTEST: s/Angela K. Jacob AUGUST 26, 2002 BOARD OF PUBLIC WORKS s/Gary A. Gilot, President s/Carl P. Littrell, Member APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following traffic control devices were approved: Request For Two (2) 218 West Washington Requirements met for two (2) Additional Parking Spaces additional parking spaces. One (1) hour parking and one fifteen (15) minute parking. Removal - Handicap 1343 Dubail New resident at this location. Accessible Parking Space Signs no longer needed. Signs APPROVE CLAIMS Mr. Gilot stated that the following claims were submitted to the Board for approval: Name Amount of Claim Date St. Joseph County Housing Consortium $49,500.00 August 6, 2002 Ken Herceg & Associates $20,603.75 July 25, 2002 City of South Bend $2,817,019.60 August 22, 2002 City of South Bend $1,735,479.14 August 22, 2002 Business Furnishings $9,359.54 August 22, 2002 Boise Cascade Office Products $48,376.54 August 22, 2002 St. Joseph County Housing Consortium $156.00 August 15, 2002 St. Joseph County Housing Consortium $17,000.00 August 16, 2002 St. Joseph County Housing Consortium $452.78 August 16, 2002 Mr. Gilot 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. Gilot, seconded by Mr. Littrell and carried, the meeting adjourned at 9:03 a.m. 1 1 REGULAR MEETING C %ATTEST: Ange K. Jacob 1 AUGUST 26, 2002 BOARD OF PUBLIC WORKS Gary A, mot, President Carl P Littrell, Member ald E. s, Member