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Home My WebLink About11/25/02 Board of Public Works Minutes0310 REGULAR MEETING NOVEMBER 25, 2002 The regular meeting of the Board of Public Works was convened at 9:32 a.m. on Monday, November 25, 2002, by Board President Gary A. Gilot, with Mr. Carl Littrell and Mr. Donald Inks present. Also present was Board Attorney Thomas Bodnar. AGENDA ITEMS ADDED Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the following items were added: - Agreement Amendment - Lawson -Fisher - Added - Change Order-Ziolkowski Construction, Inc.- Added - Title Sheets (4)- Added OPENING OF QUOTATIONS/AWARD - TCU PORTAGE AVENUE SANITARY SEWER EXTENSION - PROJECT NO. 102-077 Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referred to project. The following Quotations were opened and read: HERMAN & GOETZ INC. /D/B/A UNDERGROUND SERVICES 225 South Lafayette Boulevard South Bend, Indiana 46601 Quotation was submitted by Mr. Thomas Herman Non -Discrimination Commitment form was completed QUOTATION: $43,739.75 Base Bid $-6,224.00 Base Bids Plus All Alternates $49,963.75 SMALL, INC. 25190 State Road 4 North Liberty, Indiana 46554 Quotation was submitted by Mr. Ronald Howell Non -Discrimination Commitment form was completed QUOTATION: $52,831.95 Base Bid $ -4,471.00 Base Bids Plus All Alternates $57,302.95 GRADE -RITE EXCAVATING, INC. Post Office Box 837 Granger, Indiana 46530 Quotation was submitted by Mr. David Horein Non -Discrimination Commitment form was completed QUOTATION: $54,800.00 Base Bid None Base Bids Plus All Alternates None 0319 REGULAR MEETING NOVEMBER 25, 2002 R&R EXCAVATING, INC. 2010 Went Avenue Mishawaka, Indiana 46545 Quotation was submitted by Mr. Robert Loudin Non -Discrimination Commitment form was completed QUOTATION: $60,008.25 Base Bid None Base Bids Plus All Alternates None HRP CONSTRUCTION, INC. 5777 Cleveland Road South Bend, Indiana 46624 Quotation was submitted by Mr. Paul Fallon Non -Discrimination Commitment form was completed QUOTATION: $69,894.00 Base Bid $17,600.00 Base Bids Plus All Alternates $87,494.00 Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above Quotations were referred to the Division of Engineering for review and recommendation. After reviewing the quotations Mr. Jason Durr, Engineering, recommended that the Board award the contract to Herman & Goetz, D/B/A Underground Services, in the amount of $43,739.75. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the quotation awarded tot he as outlined above. Mr. Inks seconded the motion which carried. OPENING OF BIDS - SALE OF CITY OWNED PROPERTY - 519 CAMDEN 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: Bid was signed by Mr. Adalberto Cervantes 521 South Camden South Bend, Indiana 46619 BID: $1,500.00 Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above bids were referred to Mr. Larry Magliozzi, Economic Development, for review and recommendation. OPENING OF BIDS - SALE OF ABANDONED VEHICLES 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: TOM BROWNING 31355 State Road 4 North Liberty, Indiana 46554 I9 l 0320 1 REGULAR MEETING NOVEMBER 25, 2002 No. Make of Vehicle Year VIN Bid 1 Buick 1989 1G4EZ11COKU405258 $ 69.80 2 Cadillac 1986 1G6CD6988G4259029 $ 69.80 3 Buick 1967 49487EUC145173 $ 27.80 4 Lincoln 1988 1LNBM82F8JY747440 $ 57.80 5 Dodge 1983 1B7HD24T9DS482162 $ 27.80 6 Chevrolet 1992 1G1J1442N7154117 $ 69.80 7 Chevrolet 1996 j lGlLD554XTY261368 $ 27.80 8 Chevrolet 1978 CKL14AJ136563 $ 57.80 9 Mercedes 1971 12305312017427 $ 57.80 10 Ford 1981 2FDJF37EXBCA59831 $157.80 11 Dodge 1991 JP3CG49V8MZ004247 $ 72.80 12 Buick 1987 1G4HR5133HH409312 $ 28.80 Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above bids were referred to Code Enforcement for review and recommendation. APPROVAL OF REOUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - OLIVER SCHOOL DEMOLITION - PROJECT NO. 102-045 In a memorandum to the Board, Mr. Carl Littrell, Engineering, requested permission to advertise for the sale of bids for the above referred to project. 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. ADOPT RESOLUTION NO. 70-2002 - AUTHORIZING THE TEMPORARY TRANSFER OF IDLE FUNDS FROM THE WATER WORKS GENERAL FUND (#620) TO THE WATER WORKS LEAK INSURANCE FUND (#644) RESOLUTION NO. 70-2002 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS AUTHORIZING THE TEMPORARY TRANSFER OF IDLE FUNDS FROM THE WATER WORKS GENERAL FUND (#620) TO THE WATER WORKS LEAK INSURANCE FUND (#644) WITHIN THE CIVIL CITY OF SOUTH BEND, INDIANA WHEREAS, it is necessary to provide funds for the Water Works Leak Insurance Fund No. 644, in order to meet the current operating expenses; and WHEREAS, there are monies on deposit to the credit of the Water Works' General Fund No. 620, which can be temporarily advanced or transferred to the aforementioned fund; and WHEREAS, Indiana Code 36-1-8-4 authorizes the Board of Public Works of the City of SouthBend, by Resolution adopted by such Board, to advance and transfer to a depleted fund from any other such fund, such amount and for such a period of time as may be prescribed in the Resolution. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend, Indiana, as follows: Section I. The City Controller of the City of South Bend is authorized to transfer an aggregate amount not to exceed $200,000 from the Water Works General Fund No. 620 to the Water Works Leak Insurance Fund No. 644. Any such transfers must be repaid by December 31, 2003. FROM MAXIMUM TO 0321 REGULAR MEETING Water Works General Fund No. 620 NOVEMBER 25, 2002 $200,000 Water Works Leak Insurance Fund No. 644 Section II. Such transfer shall be made for a period of time not to extend beyond December 31, 2003, and any funds so transferred shall be returned and repaid to the Water Works General Fund No. 620. Section III. This Resolution shall be in full force and effect from and after its passage by the Common Council and approval by the Mayor. BOARD OF PUBLIC WORKS s/Gary A. Gilot, President s/Donald E. Inks, Member s/Carl P. Littrell, Member ATTEST: s/Angela K. Jacob, Clerk APPROVE PROFESSIONAL SERVICES AGREEMENT AMENDMENT- STORMWATER MANAGEMENT MASTER PLAN Mr. Littrell stated that the Board is in receipt of Agreement Amendment from Lawson -Fisher Associates for Professional Services Agreement to Modify Scope and Compensation to Lawson - fisher for Stormwater Management Master Plan. Mr. Littrell noted the increase is in the amount of $99,772.17 resulting in a total contract amount of $107,376.00. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Agreement Amendment was approved and executed. APPROVE CHANGE ORDER - ROBERT BOSCH CORPORATION FACILITIES UPGRADE PHASE II - ZIOLKOWSKI CONSTRUCTION - PROJECT NO.102-012 Mr. Gilot advised that Mr. Littrell, has submitted Change Order No. 5 indicating that the Contract amount be increased by $21,435.72 for a new Contract sum including this Change Order in the amount of $5,563,911.42. Upon a motion made by Mr.Gilot, seconded by Mr. Inks and carried, the Change Order was approved. APPROVE TITLE SHEET - WESTWOOD KNOLLS AT BLACKTHORN Mr. Littrell advised that the Title Sheet for the above referred to project was being presented at this time for execution. Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the above referred to Title Sheet was approved and signed. APPROVE TITLE SHEET - THE VILLAS AT LAKE BALCKTHORN Mr. Littrell advised that the Title Sheet for the above referred to project was being presented at this time for execution. Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the above referred to Title Sheet was approved and signed. APPROVE TITLE SHEET - LAUREL CREEK Mr. Littrell advised that the Title Sheet for the above referred to project was being presented at this time for execution. Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the above referred to Title Sheet was approved and signed. APPROVE TITLE SHEET - FARMINGTON HILLS Mr. Littrell advised that the Title Sheet for the above referred to project was being presented at this time for execution. Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the above referred to Title Sheet was approved and signed. APPROVE CLAIMS 1 1 0322 REGULAR MEETING NOVEMBER 25, 2002 Mr. Gilot stated that the following claims were submitted to the Board for approval: Name Amount of Claim Date Business Furnishings $18,660.06 October 31, 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. RATIFICATION OF PREVIOUSLY APPROVED ITEMS Upon a motion made by 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 November 21, 2002. 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 9:59 a.m. BOARD OF PUBLIC WORKS �� ti1C�'lJ Gary A. Gilot, President Carl P. Littrell, Member Donald E. Inks, Member ATTEST: Angela K. Jacob, Clerk PUBLIC AGENDA SESSION NOVEMBER 21, 2002 The following agenda items were approved, tabled, denied or discussed at the Public Agenda Session held on November 21, 2002. The public agenda session of the Board of Public Works was convened at 8:00 a.m. on Thursday, November 21, 2002, by Board Member Carl Littrell with Mr. Donald E. Inks present. Also present was Board Attorney Thomas Bodnar. Board President, Gary Gilot, was not present. AGENDA ITEM ADDED/TABLED/CHANGED - Request to Advertise for the Receipt of Bids - Oliver School Demolition - Community Development Agreement Addendums - South Bend Junior Academy - $3,375.00 and Corpus Christi Academy - $2,000.00 AWARD BID AND APPROVE CONSTRUCTION CONTRACT - SBWW OLIVE INTERIOR J REGULAR MEETING NOVEMBER 25, 2002 RENOVATION - GIBSON LEWIS, LLC - PROJECT NO. 120-067 In a letter to the Board, Mr. John Stancati, Director, Division of Water Works, recommended that the Board accept the low bid of Gibson Lewis, LLC, 1001 West 1 lt' Street, Post Office Box 488, Mishawaka, Indiana, in the amount of $1,024,080.00 for the above referred to project. It was noted that bids for this prof ect were opened by the Board on October 28, 2002. Mr. Littrell further advised that in accordance with the award of this bid, 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 above bid was awarded and the Contract approved, and the appropriate Certificate of Insurance, Performance Bond and Labor and Materials Payment Bond as submitted was filed. AWARD BID - SALE OF ABANDONED VEHICLES Ms. Liz Horton, Code Enforcement, advised the Board that on November 12, 2002, bids were received and opened for the above referred to vehicles. After reviewing those bids, Ms. Horton recommends that the Board award the bids to the highest bidders as follows: TOM BROWNING 31355 State Road 4 North Libertv. Indiana 46554 No. Make of Vehicle Year Vin # Bid 1 Saab 1985 YS3AM36J1F2013033 $ 20.00 2 Hyundai 1990 2HMBF32S2LB014166 $ 56.00 3 GMC Pickup 1986 1GTDC14H5GJ529236 $168.90 4 Lincoln 1991 lLNCM82WOMY620299 $ 20.00 5 Buick 1988 2G4WD14W5J1516990 $ 20.00 $ 284.90 Therefore, Mr. Inks made a motion that the recommendation be accepted and the bids be awarded as outlined above. Mr. Littrell seconded the motion which carried. AWARD BID - ONE (1) 4 WHEEL DRIVE PICK UP - HARBOR SUPERSTORES Mr. Lou Grounds, Central Services, advised the Board that on March 25, 2002, bids were received and opened for the above referred to equipment. After reviewing those bids, Mr. Grounds recommends that the Board award the contract to Harbor Superstores in the amount of $24,269.60. Mr. Grounds advised Harbor Superstores was not the lowest bidder, however Gates Chevrolet could not extend the contract this late in the year. Therefore, Mr. Littrell made a motion that the recommendation be accepted and the bids be awarded as outlined above. Mr. Inks seconded the motion which carried. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - OLIVER SCHOOL DEMOLITION Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Request to Advertise for the Receipt of Bids was tabled. APPROVAL OF REOUEST TO REJECT BIDS - ONE (1) MORE OR LESS INDUCTIVELY COUPLED PLASMA SPECTROMETER In a memorandum to the Board, Mr. Jack Dillon, Environmental Services, requested permission to reject all bids for the above referred to equipment, and requested permission to receive quotes for this Equipment. Mr. Dillon stated the equipment will be used by the Waste water treatment Plant. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the request to reject all bids and to receive quotes was approved. APPROVAL OF STANDARD FORM OF AGREEMENT BETWEEN OWNER AND CONTRACTOR - TJX SITE DEMOLITION, GRADING AND DRAINAGE - NATIONAL ENVIRONMENTAL SERVICES CORPORATION - PROJECT NO. 102-034C Mr. Littrell stated that the Board is in receipt of an Agreement between the City of South Bend and National Environmental Services Corporation, Post Office Box 300, Clear Creek, Indiana, for the i� 0324 REGULAR MEETING NOVEMBER 25, 2002 above referred to project. Mr. Littrell noted that the Agreement is in the amount of $2,276,156.00. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Agreement was approved and executed. APPROVAL OF PROPOSAL OF CONTRACT AMENDMENT - ENGINEERING SERVICES - DESIGN AND INPUT OF SOUTH BEND DAM REPAIRS - PHASE I - LAWSON-FISHER ASSOCIATES, P.C. Mr. Littrell stated that the Board is in receipt of a Proposal for Contract Amendment between the City of South Bend and -Lawson -Fisher Associates, P.C., 525 West Washington Avenue, South Bend, Indiana, for the above referred to. Mr. Littrell noted that the Contract Amendment is in the amount of $15,500.00. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Contract Amendment was approved and executed. APPROVAL OF EXTENSION OF GRANT - THE INDIANA COMMISSION ON COMMUNITY SERVICE AND VOLUNTEERISM Mr. Littrell stated that the Board is in receipt of an Extension of Grant between the City of South Bend and The Indiana Commission on Community Service and Volunteerism c/o Indiana Department of Workforce Development, 10 North Senate Avenue, IGCS-SE 305, Indianapolis, Indiana 46204, for a grant extension. Mr. Littrell noted that the Grant Extension is of no cost to the City. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Extension of Grant was approved and executed. APPROVAL OF CONTRACT - AMERICORPS - MEMBER PARTICIPATION Mr. Littrell stated that the Board is in receipt of an Agreement between the City of South Bend and the following: AmeriCorps South Bend Member Ronnie O. King AmeriCorps South Bend Member Larissa Hittle for participation in the AmeriCorps Program. Mr. Littrell noted that the Contract is of no cost to the City. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Contracts were approved and executed. APPROVE COMMUNITY DEVELOPMENT AGREEMENT ADDENDUMS Mr. Littrell stated that the Board is in receipt of Agreement Addendums between Community Development and the following: Boys & Girls Club of St. Joseph County Darden Site $1,518.00 Boys & Girls Club of St. Joseph County Perley Site $1,518.00 Boys & Girls Club of St. Joseph County Main Site $1,518.00 Family & Youth Outreach Services $1,000.00 Pentecostal Cathedral COGIC $1,000.00 Riley High School Science Olympiad Program $1,380.00 Believer's COGIC . $1,200.00 YMCA Urban Youth Services $1,500.00 Lincoln Elementary School $1,000.00 South Bend Junior Academy $3,375.00 3?5 REGULAR MEETING NOVEMBER 25, 2002 Corpus Christi Academy $2,000.00 for funding for After School Programs. Mr. Littrell noted that the Agreements are of no cost to the City. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Agreement Addenduriis were approved and executed. APPROVAL OF GRANTS OF PERMANENT EASEMENT- 6991 US 31 SOUTH A grant of permanent easement for 6991 US 31 South for Sanitary Sewer and Water Systems for Duane and Virginia Zeiger of 6409 Cedar Trail, South Bend, Indiana, was presented to the Board for approval. Upon a motion made by Mr. Littrell and seconded by Mr. Inks and carried, the Grant for Permanent Easement was approved. ADOPT RESOLUTION NO.-69-2002- A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 69-2002 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: Solar Counters Serial No. Counter 13 - #1185 Counter 14 - #2051 Tube Volume Counters Serial No. #1 - 2147 #6 - 393 #2 - 2145 #7 - 949 #3 - 1023 #8 - 3160 #4 - N/A # 9- 2761 #5 - 2091 Data Cartridge Serial No. 1867 - 8k 5419 - 4k 1124 - 4k 5187 - 4k 12996 - 16k 16465 - 16k 3996 - 4k 3543 - 4k 16464 - 16k 16463 - 16k 2200 - 4k 2314 - 4k 1868 - 8k 12997 - 16k 5445 - 8k 2202 - 4k Data Switch Box Serial No. Serial 9041 Model SW030A-MMF Serial 96120427 Model SWL031A-FFFF Data Serial Port Serial No. Serial 15654.1A WHEREAS, Indiana Code 36-1-11-6(c) 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 n3?p 1 1 REGULAR MEETING needed by the City. NOVEMBER 25, 2002 NOW, THEREFORE, BE IT RESOLVED by the Board ofPublic Works ofthe City of 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 less than one thousand dollars ($1,000.00). BE IT FURTHER RESOLVED, that said equipment may be transferred or sold at public auction or private sale, without advertising. However, if the property is deemed worthless, such may be demolished or junked. ADOPTED this 25th day of November, 2002. BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA s/Gary A. Gilot, President s/Carl P. Littrell, Member s/Donald E. Inks, Member ATTEST: s/Angela K. Jacob, Clerk APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE Mr. Littrell stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to Remonstrate as submitted by Mr. Lowell Heckman, 20745 Kern Road, South Bend, Indiana. The Consent indicates that in consideration for permission to tap into the public sanitary sewer system of the City, to provide sanitary sewer service to City, South Bend, Indiana, (Key# 05-1035-0448.23), the Heckman`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. Littrell made a motion that the Consent be approved. Mr. Inks seconded the motion which carried. 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: EXCAVATION BONDS Top Flight Environmental Approved Effective November 14, 2002, Pursuant to resolution No. 100-2000 Dominiack Mechanical, Inc. Released Effective November 21, 2002 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. FILING OF CERTIFICATE OF INSURANCE Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the following Certificate of Insurance was accepted for filing: Landmark Outdoor Advertising Co., Inc. Forsey Construction Landmark Sign Group, Inc. 2018 Ironwood Circle 7424 Industrial Avenue Post Office Box 6188 Chesterton, Indiana 46304 South Bend, Indiana 46635 5 Alarm Fire & Safety 704 Oak Street Fort Atkinson, Wisconsin 53538 Centerline Mechanical Contracting, Inc. 1717 North Commerce Drive South Bend, Indiana 46628 Casteel Construction 23186 West Ireland Road South Bend, Indiana 46614 Bianchi-Trison Corp. Bianchi Industrial Services, LLC Industrial Leasing Co. of Syracuse, Inc. n,3?#1 REGULAR MEETING Northern Indiana Construction 55803 Dogwood Road Mishawaka, Indiana 46545 NOVEMBER 25, 2002 208 Longbranch Road, Suite 300 Syracuse, New York 13209 APPROVE CLAIMS Mr. Littrell stated the following claims were submitted to the Board for approval: Name Amount of Claim Date City of South Bend $1,568,724.73 November 8,2002 City of South Bend $2,136,620.83 November 18, 2002 American Electric Power $521.26 October 29, 2002 Grauvogel & Associates $1,082.50 October 22, 2002 Mr. Inks made a motion that the claims be approved and the reports as submitted be filed. Mr. Littrell seconded the motion which carried. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the meeting adjourned at 8:23 a.m.. BOARD OF PUBLIC WORKS Ay�n' j"ksix Gary A. Gilot, President Carl P. Littrell, Member Z"'a E �-)� Donald E. Inks, Member ATTEST: 3 Angela `K. Jacob, CI rk 1 III 1