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HomeMy WebLinkAbout10/28/02 Board of Public Works MinutesREGULAR MEETING OCTOBER 28, 2002 The regular meeting of the Board of Public Works was convened at 9:35 a.m. on Monday, October 28, 2002, by Board President Gary A. Gilot, with Mr. Carl P. Littrell and Mr. Donald E. Inks present. Also present was Board Attorney Thomas Bodnar. AGENDA ITEM ADDED Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following item was added to the agenda: - Fredrickson Park Certifications for Indiana Department of Environmental Management PUBLIC HEARING - APPLICATION FOR TRANSIENT MERCHANT LICENSE - WORLD DISCOUNT CLUB SALE Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning a License Application for a Transient Merchant, as submitted by Ms. Therese Mauder, 3810 Packard Road, Ann Arbor, Michigan, to conduct the sale of perfume, electronics, jewelry, video games and clothing at the Century Center on November 22 through 24, 2002. Favorable recommendations have been received from the Police Department, Fire Department, Building Commissioner and the Legal Department. Mr. David Hicks, Century Center, was present, and recommended approval. There being no one else present wishing to address the Board concerning this matter, the Public Hearing was closed. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the License Application was approved. PUBLIC HEARING - APPLICATION FOR TRANSIENT MERCHANT LICENSE - BROWN'S TREE FARMS Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning a License Application for a Transient Merchant, as submitted by Earl and Bonnie Brown, 8928 West Oak Lane, Lake City, Michigan, to conduct the sale of Christmas Trees at the Broadmoor Plaza on Ireland Road, South Bend, Indiana, on November 21 through December 22, 2002. Favorable recommendations have been received from 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. Inks, seconded by Mr. Littrell and carried, the License Application was approved. OPENING OF BIDS - U.S. 31 TRUNK SEWER EXTENSION - PROJECT NO. 102-062 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: YOUNGS EXCAVATING, INC. Post Office Box 2766 South Bend, Indiana 46680 Bid was signed by Mr. Kurt Youngs Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $466,332.00 SELGE CONSTRUCTION COMPANY, INC. 2833 South I lt' Street Niles, Michigan 49120 Bid was signed by Mr. James Boyles Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed t REGULAR MEETING OCTOBER 28, 2002 Five per cent (5%) Bid Bond was submitted BID: $542,959.25 SMALL, INC. 25190 State Road 4 North Liberty, Indiana 46554 Bid was signed by Mr. Ronald Howell Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $592,800.34 OSELKA CONSTRUCTION COMPANY Post Office Box 253 Union Pier, Michigan 49129 Bid was signed by Mr. Leslie S. Badgley Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $522,214.00 HRP CONSTRUCTION INC. Post Office Box 266 South Bend, Indiana 46624 Bid was signed by Mr. Paul Fallon Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $716,981.00 WOODRUFF & SONS, INC. Post Office Box 450 Michigan City, Indiana 46361-0450 Bid was signed by Mr. Todd Bell Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $521,657.80 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 BIDS - RESTORATION OF OLIVE STREET PUMPING STATION - PROJECT NO. 102-067 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: 048? REGULAR MEETING GIBSON LEWIS, LLC 1001 West 11" Street Mishawaka, Indiana 46544 Bid was signed by Mr. Robert Carpenter Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $985,400.00 Alternate No. 1 Add $ 57,500.00 Alternate No. 2 Deduct $ 4,500.00 Alternate No. 3 $ 7,680.00 Alternate No. 4 Deduct $ 5,350.00 Alternate No. 5 Deduct $26,500.00 Unit Price No. 1 $ 55.00/Cubic Yard Unit Price No. 2 $ 14.00/Cubic Yard Unit Price No. 3 $ 105.00/Cubic Yard Completion of Project 210 Calendar Days H.G. CHRISTMAN CONSTRUCTION COMPANY, INC. 850 South Fellows Street South Bend, Indiana 46601 Bid was signed by Mr. Howard Emmons Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $1,136,000.00 OCTOBER 28, 2002 Alternate No. 1 Add $102,300.00 Alternate No. 2 Deduct $ 8,000.00 Alternate No. 3 Add $ 3,800.00 Alternate No. 4 Deduct $ 6,000.00 Alternate No. 5 Deduct $ 23,000.00 Unit Price No. 1 $ 18.25/Square Yard (Add) Unit Price No. 1 $ 14.50/Square Yard (Deduct) Unit Price No. 2 Add $ 12.50/Cubic Yard Unit Price No. 2 Deduct $ 9.50/Cubic Yard Unit Price No. 3 $ 110.00/Cubic Yard Unit Price No. 3 Deduct$ 40.00/Cubic Yard Completion of Project 240 Calendar Days CASTEEL CONSTRUCTION CORPORATION 23186 West Ireland Road South Bend, Indiana 46614 Bid was signed by Mr. R.V. Casteel Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $1,159,000.00 Alternate No. 1 Add $57,400.00 Alternate No. 2 Deduct $ 9,100.00 Alternate No. 3 Add $12,700.00 2 8 ,- REGULAR MEETING Alternate No. 4 Deduct $ 6,700.00 Alternate No. 5 Deduct $26,600.00 Unit Price No. 1 $ 20.00/Square Yard Unit Price No. 2 $ 14.00/Cubic Yard Unit Price No. 3 $ 70.00/Cubic Yard Completion of Project 250 Calendar Days KASER SPRAKER CONSTRUCTION, INC. 25487 West State Road 2 South Bend, Indiana 46619 Bid was signed by Mr. Gary Spraker Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $1,110,000.00 Alternate No. 1 Add $64,000.00 Alternate No. 2 Deduct $ 9,700.00 Alternate No. 3 Add $ 8,000.00 Alternate No. 4 Deduct $ 7,850.00 Alternate No. 5 Deduct $29,000.00 Unit Price No. 1 $ 66.00/Cubic Yard Unit Price No. 2 $ 20.00/Cubic Yard Unit Price No. 3 $ 90.00/Cubic Yard Completion of Project 210 Calendar Days THE ROBERT HENRY CORPORATION 404 South Frances Street South Bend, Indiana 46624 Bid was signed by Mr. Stephen Henry Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $1,208,000.00 Alternate No. 1 Add $106,000.00 Alternate No. 2 Deduct $ 7,200.00 Alternate No. 3 Add $ 20,000.00 Alternate No. 4 Deduct $ 6,000.00 Alternate No. 5 Deduct $ 25,700.00 Unit Price No. 1 $ 30.00/Cubic Yard Unit Price No. 2 $ 15.00/Cubic Yard Unit Price No. 3 $ 75.00/Cubic Yard Completion of Project 140 Calendar Days ZIOLKOWSKI CONSTRUCTION, INC. 1005 South Lafayette South Bend, Indiana 46601 Bid was signed by Mr. Randy Ziolkowski Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted OCTOBER 28, 2002 C 290 REGULAR MEETING BID: $1,056,107.00 Alternate No. 1 Alternate No. 2 Alternate No. 3 Alternate No. 4 Alternate No. 5 Voluntary Base Bid No. 1 Unit Price No. 1 Unit Price No. 2 Unit Price No. 3 Completion of Project OCTOBER 28, 2002 Add $53,441.00 Deduct $11,518.00 Add $ 2,598.00 Deduct $ 8,950.00 Deduct $21,673.00 Base Bid includes tile #1720, which is not "fine fissured" To provide fine fissured tile #1728 or #1729 Deduct $3,479.00 $ 20.80/Square Yard $ 38.75/Cubic Yard $ 494.51/Cubic Yard 182 Calendar Days Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bids were referred to Water Works and Engineering for review and recommendation. OPENING OF BIDS - TJX SITE - DEMOLITION, GRADING AND DRAINAGE - PROJECT NO. 102-034C 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: NATIONAL ENVIRONMENTAL SERVICES CORPORATION 417 South Walnut Street Bloomington, Indiana 47401 Bid was signed by Ms. Victoria Schopp Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $2,153,451.00 Alternate No. 1 $122,725.00 UPI $ 7.75 UP2 $ 25.00 RIETH RILEY CONSTRUCTION COMPANY, INC. Post Office Box 1775 South Bend, Indiana 46634 Bid was signed by Mr. Eugene Yarkie Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $3,315,940.00 Alternate No. 1 $109,500.00 UPI $ 2.50 UP2 $ 41.00 R&R EXCAVATING, INC. 2010 Went Avenue Mishawaka, Indiana 46545 91 REGULAR MEETING Bid was signed by Mr. Robert Loudin Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $2,571,460.00 Alternate No. 1 UPI UP2 $120,000.00 $ 6.50 $ 39.00 OCTOBER 28, 2002 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. AWARD BID - TWO (2) 2002 TANDEM AXLE MULTI -USE DUMP TRUCKS - STREET DEPARTMENT ^ Mr. Matthew Chlebowski, Director, Central Services, advised the Board that on August 26, 2002, bids were received and opened for the above referred to equipment. After reviewing those bids, Mr. Chlebowski recommends that the Board award the contract to Wise International, 4849 West Western, South Bend, Indiana in the amount of $190,421.88. Wise International *Rejected* Body by W.A. Jones $95,252.94 each 2 units $190,505.88 Front Plow Option $ 4,904.00 each $ 9,808.00 Subtotal $200,313.88 Trade -In (-$4,500.00) each ($ 9,000.00) Pay at Delivery Allowance (41,105.00) each ($ 2,210.00) Net Total $189,103.88 The body company W.A. Jones has not been responsive to the request to see a completed unit as bid. The City has not owned a unit of this make and model. A unit was requested so it could determined if the unit bid is responsive to ter specification. After working with the vendor for more than five weeks, they were still unable to provide a unit for inspection. Proof has not been given to the City of South Bend that the radius dimensions of the dump body is sufficient to accommodate the leaf boxes without modification. At present, the leaf boxes are all interchangeable with all dump bodies (single axle to single axle, tandem to tandem). If a unit should break down for a lengthy repair, the leaf box can be removed and placed in another unit with minor down time or disruption to the Leaf Program. The specification deviation of a two inch radius is the basis for rejection, and is therefore unresponsive. 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. APPROVAL OF AGREEMENT - INFRASTRUCTURE IMPROVEMENTS - SANITARY SEWER ON PORTAGE AVENUE - TEACHERS CREDIT UNION Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Teachers Credit Union, 110 Main, South Bend, Indiana, for the above referred to project. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Agreement was approved and executed. DENY REQUEST FOR ESTABLISHMENT OF A RESIDENTIAL PARKING ZONE - 300 BLOCK EAST MILTON Mr. Eric Jernigan, 1824 Columbia Street, South Bend, Indiana, submitted a petition for the Establishment of a Residential Parking Zone for the 300 block of East Milton. The Bureau of Traffic and Lighting conducted a parking survey in the 300 block of East Milton Street on September 25, 2002. The Municipal Code allows the Board of Public Works to restrict parking in a neighborhood to residents and their visitors if a survey shows that parking spaces in the study area are more than seventy five percent occupied and that more than twenty five percent occupied by non-residents. The study has found that on the average only 31 % of the curb space is occupied and that only 21 % of the C "2.e9 REGULAR MEETING OCTOBER 28, 2002 occupancy is by non-residents. The study shows that the parking occupancy does not meet Code criteria. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the request for the establishment of a residential parking zone in the 300 block of East Milton was denied. FAVORABLE RECOMMENDATION - REQUEST TO VACATE AN ALLEY Mr. Gilot indicated that the Common Council has submitted to the Board a Vacation Petition as completed by Mr. Richard Deahl, Barnes & Thornburg, South Bend, Indiana, to vacate the following alley: The first north/south alley east of Michigan Street from Navarre Street to Bartlett Street for a distance of 5 86 feet and a width of 14 feet. Being a part of Rockstroh Brothers 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 Area Plan Commission, Police Department, Sanitation, Department of Economic Development and the Department of Public Works. The Fire Department stated they would need to see future plans for development in conjunction with fire and safety protection. Area Plan stated that by the information provided on the petition, it is unclear whether or not the petitioner owns at least 50 percent of the land adjacent to the alley. Also, many of the properties along the alley need the alley to gain access to either parking areas and/or the rear of their buildings. If the alley is vacated then some of the adjacent property owners will not have sufficient access to their property. Area Plan recommends that a cross -access easement be created for all potentially aggrieved property owners. If adequate access to these properties is not obtained through such an easement, Area Plan recommends denial of the petition to vacate the alley. In addition, it is recommended that utility easements be created as necessary. Memorial Hospital and/or their partner own all the properties. Therefore, Mr. Inks made a motion that the Board send a favorable recommendation to the Common Council concerning this Vacation Petition. Mr. Littrell seconded the motion which carried. ADOPT RESOLUTION NO. 65-2002 - DISPOSAL OF CITY OWNED PROPERTY Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 65-2002 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, CHIEF LARRY BENNETT retired from the South Bend Police Department after twenty (20) 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 of the City of South Bend that sidearm Serial No. AD17450 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). 293 REGULAR MEETING OCTOBER 28, 2002 BE IT FURTHER RESOLVED that said property be disposed of and removed from the City inventory. ADOPTED this 28th day of October 2002. BOARD OF PUBLIC WORKS s/Gary A. Gilot, President s/Carl P. Littrell, Member s/Donald E. Inks, Member ATTEST: s/Angela K. Jacob, Clerk APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following traffic control devices were approved: NEW INSTALLATION LOCATION: REMARKS: NEW INSTALLATION: LOCATION: REMARKS: Handicapped Accessible Parking Space Signs 2110 South Arnold All requirements have been met Handicapped Accessible Parking Space Signs 1411 Sample (Signs installed on Harris) All requirements have been met APPROVAL OF INSTALLATION OF BIKE ROUTE SIGNS Mr. Littrell stated that the Michiana Area Council of Governments (MACOG) has adopted a bike route in St. Joseph County, and the installation of the bike route signs is a County and City joint effort. The designated locations are as submitted, and Traffic and Lighting will maintain the signage. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the installation of the bike route signs at the designated locations was approved. APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE Mr. Gilot stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to Remonstrate as submitted by Ms. Doris Landick, 53160 Nadine Street, South Bend, Indiana. The Consent indicates that in consideration for permission to tap into the public sanitary sewer and water system of the City, to provide sanitary sewer and water service to the east side of Nadine, South of Cleveland Road, South Bend, Indiana, (Key # 02-1158-7464), Ms. Landick 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. FILING OF QUARTERLY REPORT - BUREAU OF PUBLIC CONSTRUCTION Mr. Toy Villa, Public Construction Manager, submitted a quarterly report for July, August and September. This report reflects the status of public construction in the right-of-way. There being no further discussion, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the report was filed. FILING OF CERTIFICATES OF INSURANCE Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the following Certificates of Insurance were accepted for filing: South Bend Marriott 123 North St. Joseph South Bend, Indiana 46601 Northeast Neighborhood Revitalization Organization, Inc. 803 North Notre Dame Avenue South Bend, Indiana 46617 Chip Anthoni Enterprises, Inc. d/b/a U.S. Signcrafters 216 Lincolnway East Osceola, Indiana 46561-2769 J294 1 L7 REGULAR MEETING OCTOBER 28, 2002 APPROVE AND/OR RELEASE OCCUPANCY, CONTRACTOR AND EXCAVATION BONDS Mr. Anthony Molnar, Engineer, Division of Engineering, recommended that the following Occupancy, Contractors and Excavation Bonds be approved and/or released as follows: BOND OF CONTRACTOR L.E. Barber, Inc. Scott E. Martin Christian L. Wood EXCAVATION BONDS Christian L. Wood OCCUPANCY BOND Casteel Construction Released Effective October 24, 2002 Approved Effective October 17, 2002 Pursuant to Resolution No. 100-2000 Approved Effective October 22, 2002 Pursuant to Resolution No.100-2000 Approved Effective October 22, 2002 Pursuant to Resolution No.100-2000 Approved Effective October 15, 2002, Pursuant to Resolution No. 100-2000 Mr. Gilot made a motion that the recommendation be accepted and that the Bonds be approved and/or released as outlined above. Mr. Inks seconded the motion which carried. APPROVAL OF SUBMITTAL OF CERTIFICATIONS FOR INDIANA DEPARTMENT OF ENVIRONMENTAL MANAGEMENT - FREDRICKSON PARK Mr. Gilot stated that the Indiana Department of Environmental Management has requested Certifications from the City of South Bend on the Brownfields Cleanup Revolving Loan Fund (BCRLF) loan to the City of South Bend for the planned activities at the Fredrickson Park landfill. The project includes transforming this former landfill into an environmental education center. The project has key partners, such as the South Bend Community School Corporation and the University of Notre Dame, as well as the Northeast Neighborhood Association, working to make this concept a reality. The City has the support and guidance from the Indiana Department of Environmental Management (IDEM) and the Indiana Development Finance Authority (IDFA) on pursuing the vision for this environmental education asset for future generations of the South Bend community to learn more about being good environmental stewards. The Certifications will provide to IDEM the eligibility requirements of the cooperative agreement for the Brownfields Cleanup Revolving Loan Fund monies. The Board of Public Works has management oversight for the various City properties and rights -of -way as well as management oversight for municipal utilities, including their obligations under the Safe Drinking Water and Clean Water Act. The Board of Public Works is well aware of its environmental compliance obligations on behalf of the people of South Bend and makes these certifications knowing the full responsibility of these relevant environmental compliance laws, regulations and policies. The Certifications include an outline of the City of South Bend's environmental compliance history; certification that the City of South Bend is not currently, or has not, subject to any penalties resulting from environmental non-compliance at the site subject to this loan; certification that the City of South Bend has not caused, contributed to, permitted, or exacerbated the release of a hazardous substance on, or emanating from the site subject to this loan; and certification that the City of South Bend has not been a generator or transporter of contamination at the site subject of this loan. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Board authorized Mr. Gilot to submit the Certifications to the Indiana Department of Environmental Management. RATIFICATION OF PREVIOUSLY APPROVED ITEMS Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following agenda items were ratified. It was noted these agenda items were approved by the Board of Public Works at the agenda session held on October 24, 2002. ..;''h.i REGULAR MEETING OCTOBER 28, 2002 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 10:27 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President �2Ab�_ Carl P. Littrell, Member Donald E. Inks, Member Angela K. acob, Cler` U�Y The Public Agenda Session of the Board of Public Works was convened at 8:35 a.m. on Thursday, October 24, 2002, by Board President Gary A. Gilot, with Mr. Carl P. Littrell and Mr. Donald E. Inks present. Also present was Board Attorney Thomas Bodnar. AGENDA ITEMS ADDED/TABLED Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following items were added/tabled: - Contract Addendum - Added - Contract - AmeriCorps Program - Added - Agreement/Utility Easement - Transfer of Property (YWCA) Memorial Hospital - Added - Bid Award - Two (2) Tandem Axle Multi -Use Dump Trucks - Tabled - Sewer Agreement - Portage Avenue - Tabled - Establishment of Residential Parking Zone - 300 East Milton - Tabled - Quarterly Report - Bureau of Construction - Tabled APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the minutes of the regular meeting of the Board held on October 14, 2002, were approved. AWARD BID - ONE (1) SOLAR POWERED ARROW BOARD - SEWER DEPARTMENT Mr. Lou Grounds, Central Services, requested permission to purchase one (1) solar powered arrow board to replace a unit in the Sewer Department that was totaled in an accident. This is an extension of the bid award to U.S. Traffic Corporation, 9603 John Street, Santa Fe Springs, California, dated April 10, 2002, in the amount of $3,895.00. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Inks seconded the motion which carried. AWARD BID - ONE (1) SEWER EASEMENT MACHINE - SEWER DEPARTMENT Mr. Lou Grounds, Central Services, advised the Board that on October 14, 2002, bids were received and opened for the above referred to equipment. After reviewing those bids, Mr. Matthew Chlebowski, Director, Equipment Services, recommends that the Board award the contract to the lowest responsible and responsive bidder, Northern Equipment Company, 16465 West Lincolnway, Plymouth, Indiana, in the amount of $19,229.00. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Inks seconded the motion which carried. 1 1 REGULAR MEETING OCTOBER 28, 2002 AWARD BID - SHERIDAN STREET IMPROVEMENTS (RE -BID) - PROJECT NO. 102-023 Mr. Carl P. Littrell, City Engineer, advised the Board that on October 14, 2002, 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, Niles Concrete Sawing & Construction, Post Office Box 1299, Niles, Michigan, in the amount of $140,908.00. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Inks seconded the motion which carried. AWARD QUOTATION - MIAMI VILLAGE PARK - PHASE II - PROJECT NO. 102-025 Mr. Carl P. Littrell, City Engineer, advised the Board that on October 9, 2002, quotations 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, L.L. Geans, 1923 North Home, Mishawaka, Indiana, in the amount of $26,546.00. 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. APPROVAL OF REOUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - ONE (1) MORE OR LESS. INDUCTIVELY COUPLED PLASMA (OPTIMAL EMISSION SPECTROMETER) In a memorandum to the Board, Mr. Matthew Chlebowski, Director, Equipment Services, requested permission to advertise for the receipt of bids for the above referred to equipment. 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 REOUEST TO ADVERTISE FOR RECEIPT OF BIDS - SALE OF ABANDONED VEHICLES Ms. Liz Horton, Department of Code Enforcement, requested permission to advertise for the sale of approximately eight (8) 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. Inks, seconded by Mr. Gilot and carried, the above request was approved. APPROVE CHANGE ORDER - ROBERT BOSCH CORPORATION FACILITIES UPGRADE - PHASE II - ZIOLKOWSKI CONSTRUCTION - PROJECT NO. 102-012 Mr. Gilot advised that Mr. Carl Littrell, City Engineer, has submitted Change Order No. 4 on behalf of Ziolkowski Construction, 1005 South Lafayette, South Bend, Indiana indicating that the Contract amount be increased $2,735.70 for a new Contract sum including this Change Order in the amount of $5,542,475.70. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Change Order was approved. APPROVE CHANGE ORDER - PUBLIC WORKS SERVICE CENTER - CASTEEL CONSTRUCTION - PROJECT NO. 101-01 Mr. Gilot advised that Mr. Carl Littrell, City Engineer, has submitted Change Order No. 3 on behalf of Casteel Construction, 23186 West Ireland Road, South Bend, Indiana indicating that the Contract amount be increased $59,924.00 for a new Contract sum including this Change Order in the amount of $6,788,723.00. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 2 (FINAL) AND PROJECT COMPLETION AFFIDAVIT - 41 MISHAWAKA AVENUE IMPROVEMENTS - RIETH RILEY CONSTRUCTION - PROJECT NO. 102-009 Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 2 (Final) on behalf of Rieth Riley Construction, Post Office Box 1775, South Bend, Indiana, indicating that the contract amount be decreased by $3,157.65 for a new contract sum including this Change Order in the amount of $70,157.35. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, Change Order No. 2 (Final) and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. 02s- REGULAR MEETING OCTOBER 28, 2002 APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT - 2002 PUBLIC WORKS CURB AND SIDEWALK PROGRAM - ZONE 2 - SELGE CONSTRUCTION - PROJECT NO. 102-019 Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted the Final Change Order on behalf of Selge Construction, 2833 South 1 lt" Street, Niles, Michigan, indicating that the contract amount be decreased by $21,999.50 for a new contract sum including this Change Order in the amount of $261,149.50. 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 CONTRACTS/ADDENDUM - COMMUNITY DEVELOPMENT The following Contracts and Addendum were presented to the Board for approval: Dismas of Michiana Agency Contract No Cost to City St. Joseph High School Neighborhood Youth Grant - Neighborhood $1,350.00 Activities Near Northwest Neighborhood/ Addendum - Extend time period of Contract No Cost to DeMaude/California/Woodward for expenditure of CDBG Funds City Revitalization 1219 South 26t" Street River Park Housing Repair & Improvement $6,923.25 Matching Grant Agreement 3121 Northside Boulevard River Park Housing Repair & Improvement $7,398.75 Matching Grant Agreement 3003 Northside Boulevard River Park Housing Repair & Improvement $3,208.21 Matching Grant Agreement 1234 South 301" Street River Park Housing Repair & Improvement $2,775.00 Matching Grant Agreement 1322 South 32" Street River Park Housing Repair & Improvement $1,637.29 Matching Grant Agreement 1230 South 30" Street River Park Housing Repair & Improvement $4,920.00 Matching Grant Agreement 442 South Jackson West Side Housing Repair & Improvement $7,500.00 Matching Grant Agreement 446 South Harris West Side Housing Repair & Improvement $5,850.00 Matching Grant Agreement 423 South Brookfield West Side Housing Repair & Improvement $5,654.35 Matching Grant Agreement Robinson Community Learning AmeriCorps Program Agency Contract No Cost to Center City Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above referred to Contracts were approved and executed. APPROVE CONSTRUCTION CONTRACT - SOUTH SIDE ANNEXATION AREA WATER AND SEWER EXTENSION - PHASE III - OSELKA CONSTRUCTION - PROJECT NO. 101-020 Mr. Gilot advised that in accordance with the bid awarded on October 14, 2002, to Oselka Construction, Post Office Box 253, Union Pier, Michigan, in the amount of $958,066.12 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Contract was approved and the 1 11 REGULAR MEETING OCTOBER 28, 2002 appropriate Certificate of Insurance, Performance Bond and Labor and Materials Payment Bond as submitted were filed. APPROVAL OF PROPOSAL - SITE ANALYSIS/CONCEPT PLANS - SOUTH STREET DEVELOPMENT - THE TROYER GROUP Mr. Gilot 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 not to exceed $20,000.00. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the Proposal was approved and executed. APPROVAL OF PROPOSAL - FINANCIAL ANALYSIS - FREDRICKSON PARK REMEDIATION LOAN - CROWE CHIZEK AND COMPANY LLP Mr. Gilot stated that the Board is in receipt of a Proposal between the City of South Bend and Crowe Chizek and Company, LLP, 2000 Market Tower, Indianapolis, Indiana, for a financial analysis of the Fredrickson Park Remediation Loan. Mr. Gilot noted that the Proposal is in the amount not to exceed $1,500.00. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Proposal was approved and executed. APPROVAL OF DEVELOPMENT AGREEMENT/PARTIAL RELEASE OF EASEMENT/RELEASE OF PREVIOUS DEVELOPMENT AGREEMENT - CONVEYANCE OF PROPERTY TO YWCA FOR A NEW FACILITY- YWCA Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and the YWCA, South Bend, Indiana. This Agreement conveys property to the YWCA for a new facility, and is a substitution for a prior development agreement. An easement was created by the vacation of Keasy Street by a City ordinance, and is a partial release for the easement for an abandoned sewer line. A Resolution was approved by the Board in August of 2002 for the release of easement. A check for $3,232.00 was presented to the Board on behalf of the YWCA. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Development Agreement, the Partial Release of Easement and the Release of the Terms of the Previous Development Agreement were approved. APPROVAL OF ESCROW AGREEMENT - FORMER PLOW WORKS DEMOLITION - PHASE II - BIANCHI INDUSTRIAL SERVICES/M&T BANK Mr. Gilot stated that the Board is in receipt of an Escrow Agreement between the City of South Bend; Bianchi Industrial Services, 208 Longbranch Road; and M&T Bank, Syracuse, New York, 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. Gilot, seconded by Mr. Inks and carried, the Escrow Agreement was approved and executed. APPROVAL OF AGREEMENT - ENVIRONMENTAL SERVICES - OLIVER PLOW WORKS DEMOLITION - PHASE II - GRAUVOGEL AND ASSOCIATES Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Grauvogel and Associates, 17660 Falls Creek Drive, Granger, Indiana, for services necessary to assure environmental remediation is properly undertaken and completed by he Contractor for the above referred to project. Mr. Gilot noted that the Agreement is in the amount not to exceed $100,000.00. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Agreement was approved and executed. APPROVAL OF PURCHASE AGREEMENT - SALE OF CITY -OWNED PROPERTY - 1043 BURNS AVENUE Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Mr. James Sharpe, 15386 Hunting Ridge Trail, Granger, Indiana, for the sale of City -owned property at 1043 Burns Avenue. Mr. Gilot noted that the Agreement is in the amount of $510.00, plus advertising costs, to be paid by Mr. Sharpe. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Agreement was approved and executed. APPROVAL OF CITY OF SOUTH BEND CAPITAL ASSETS POLICY In a letter to the Board, Mr. Thomas Skarbek, Controller's Office, submitted a new Capital Assets Policy that will conform to new GASB 34 standards. The Controller's office has updated the current capital policy to meet these new standards. The State Board of Accounts has also approved this REGULAR MEETING OCTOBER 28, 2002 updated policy. This policy will be replacing Resolution No. 71-2001. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Capital Assets Policy was approved. ACKNOWLEDGMENT OF REQUEST - LICENSE APPLICATION FOR CHARITABLE SOLICITATION - PAINTERS #1118 Mr. Gilot stated that favorable recommendations have been received by Traffic and Lighting, Police Department and the City Attorney's office, in reference to a request as submitted by Mr. Larry Harringer, Painters #1118, 1345 Northside Boulevard, South Bend, Indiana to conduct a charitable solicitation for children's charities on October 26, 2002, at Lincolnway and Ironwood. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the request was acknowledged, and the Board suggested that all participants wear protective safety vests during their solicitation. APPROVAL OF RECOMMENDATION - TO CONDUCT THE 100 YEAR WALK FOR WOMEN - YWCA OF ST. JOSEPH COUNTY Mr. Gilot stated that favorable recommendations have been received by Traffic and Lighting, Park Department, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Sanya Applegate, YWCA, 802 North Lafayette, South Bend, Indiana to conduct the above referred to walk on October 23, 2002, on the designated route as submitted. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CONDUCT RED RIBBON MARCH - UNITED COMMUNITY AGAINST ALCOHOL DRUG ABUSE Mr. Gilot stated that favorable recommendations have been received by Traffic and Lighting, Park Department, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Gladys Muhammad, South Bend Heritage Foundation, 914 Lincolnway West, South Bend, Indiana to conduct the above referred to march on November 1, 2002, 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 CLOSE STREET - MANITOU FROM FOREST TO PARK AVENUE - HALLOWEEN PARTY (PANA) 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. Stan Molenda, 622 Park Avenue, South Bend, Indiana, to conduct the above referred to block party on October 27, 2002, from 2:00 p.m. until 9:00 p.m. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the recommendation was approved. REQUEST TO VACATE AN ALLEY - 1814 MAGNOLIA Mr. Gilot indicated that a Ms. Joni Six, 1814 Magnolia Street, South Bend, Indiana submitted a request for a an alley vacation near 1814 Magnolia. Mr. Gilot advised that the Board is in receipt of favorable recommendations concerning this request from the Police Department, Fire Department, Sanitation, Department of Economic Development and the Department of Public Works. The Division of Engineering stated that the proposed vacation would create a "T" alley. Since it is only one lot in length, larger vehicles can safely and conveniently back out. The petitioner has a garage with access to the alley that may be proposed for vacation The plat map indicates that the alley was dedicated from land in Sywgart's 3`d Addition subdivision. The home and garage is in the Walnut Addition subdivision. If this alley were vacated, the land would become the property of the land owner to the south of her. Ms. Six would not have access to the garage unless she made arrangements with the landowner to obtain that right. The Magnolia Street curb cut will need to be closed or transformed into a driveway. Closure at the east end will also be needed or it should be transformed into a driveway. Area Plan stated that a utility easement and additional turning radii for a newly created stub alley would be necessary. REQUEST FOR PETITION FOR A HANDICAPPED RESERVED PARKING AREA Ms. Angelica Cantrell, 2985 Heritage, Mishawaka, Indiana, submitted a petition and application for Reserved Parking Area, near the County -City Building. Ms. Cantrell has met the criteria for Ordinance No. 8518-94. The fee for the parking area is $35.00 per month, to be paid by the petitioner, and is only valid for the vehicle to which it is registered. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Petition for a Handicapped Reserved Parking Area was ) 3 0 1 1 REGULAR MEETING OCTOBER 28, 2002 approved, at the location of 227 West Jefferson, at the corner of Jefferson and Lafayette Boulevard. 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 $2,720,833.07 October 14, 2002 City of South Bend $4,011,330.73 October 21, 2002 Business Furnishings (Public Works Service Center) $ 1,844.70 September 16, 2002 St. Joseph County Housing Consortium $ 206.80 October 16, 2002 St. Joseph County Housing Consortium $ 231.00 October 16, 2002 Kaser Spraker Construction (Olive Street Building) $ 15,034.98 September 9,2002 Mr. Inks made a motion that the claims be approved and the reports as submitted be filed. Mr. Gilot 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. Inks and carried, the meeting adjourned at 9:36 a.m. A,, EST: Angela . Jacob, Cl k BOARD OF PUBLIC WORKS ti Gary A. Gilot, President Carl P. Littrell, Member Donald E. Inks, Member 3301 1 1 1