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Home My WebLink About03/12/01 Board of Public Works Minutesa 09'4 REGULAR MEETING MARCH 12, 2001 The regular meeting of the Board of Public Works was convened at 9:40 a.m. on Monday, March 12, 2001, by Board President Gary A. Gilot, with Ms. M. Catherine Roemer and Mr. Donald E. Inks present. Also present was Board Attorney Frank Schaffer. ADD AGENDA ITEM Upon a motion made by Mr. Gilot, seconded by Ms. Roemer and carried, the following item was added to the agenda: - Title Sheet - Sewer Improvements - Heath Court APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Inks, seconded by Ms. Roemer and carried, the minutes of the regular meeting of the Board held on February 26, 2001, were approved. OPENING OF BIDS - SOUTH SIDE SANITARY SEWER AND WATER MAIN EXTENSION - PHASE II -PROJECT NO. 101-005 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: R&R EXCAVATING, INC. 2010 Went Avenue Mishawaka, Indiana 46545 Bid was signed by Mr. Robert P. Loudin, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $558,801.90 HRP CONSTRUCTION, INC. Post Office Box 266 South Bend, Indiana 46624-0266 Bid was signed by Mr. Paul Fallon, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted HERRMAN & GOETZ, INC. 225 South Lafayette South Bend, Indiana 46601 Bid was signed by Mr. Thomas J. Herrman, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $527,338.50 Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the above bids were referred to the Division of Engineering for review and recommendation. OPENING OF BIDS - TWO HUNDRED (200) MORE OR LESS, G.P.S. RECEIVERS AND ACCESSORIES - SOUTH BEND POLICE DEPARTMENT 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 REGULAR MEETING MARCH 12, 2001 News which were found to be sufficient. The following bid was opened and publicly read: MOTOROLA INC. 401 Institute Valparaiso, Indiana 46383 Bid was signed by Mr. Frank J. Galvin Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted 6 One (1) Trimble GPS Vehicle Package $688.00 $133,600.00 (Qty. 200) Option: One (1) Trimble 455 Placer Manual $ 71.00 Proposal is good for 60 days. Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the above bid was referred to the South Bend Police Department for review and recommendation. OPENING OF BIDS - BIO-SOLIDS TRUCKING - WASTEWATER TREATMENT PLANT This was the date set for receiving and opening of sealed bids for the above referred to service. 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: LAKE EFFECT 23942 State Road 2 South Bend, Indiana 46619 Bid was signed by Mr. James Burger Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Security as submitted RUG Hourly Rate for Hauling $61.00/Per Hour Monday through Friday Hourly Rate for Hauling $68.50/Per Hour Saturday and Sunday JDS TRUCKING, INC. 19039 Glendale Avenue South Bend, Indiana 46637 Bid was signed by Ms. Colleen Sachman Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Security as submitted BID:. Hourly Rate for Hauling Monday through Friday Hourly Rate for Hauling Saturday and Sunday $59.95/Per Hour NO BID REGULAR MEETING KLINK TRUCKING, INC. Post Office Box 428 Ashley, Indiana 46705 Bid was signed by Mr. Sean Watt Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Security as submitted BID: Hourly Rate for Hauling $64.00/Per Hour Monday through Friday Hourly Rate for Hauling $71.50/Per Hour Saturday MARCH 12, 2001 Upon a motion made by Mr. Gilot, seconded by Ms. Roemer and carried, the above bids were referred to the Division of Environmental Services for review and recommendation. OPENING OF BIDS - MISCELLANEOUS VEHICLES This was the date set for receiving and opening of sealed bids for the above referred to vehicles. 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: PINE CHEVROLET 1522 East Lincolnway LaPorte, Indiana 46350 Bid was signed by Mr. Rick Stanley Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted :I It was noted that the Bid Unit Prices on Form 95 do not match the Vehicle Summary Prices for the vehicles below. The prices in these minutes reflect the bid submitted by Pine Chevrolet. Options for each vehicle may be found in the bids as submitted. Vehicle Quantity One (1) 2001 Chevrolet Silverado 2500HD $27,750.00 MSRP Chevrolet Malibu $12,500.00 Chevrolet Cavalier $10,500.00 Astro AWD Cargo Van $20, 451.00 (Form 95) 2001 Cavalier 4 DR $11,469.00 (Form 95) Venture Van $19,314.00 (Form 95) ER1KS CHEVROLET 1800 U.S. 31 By -Pass South Kokomo, Indiana 46904-2169 Bid was signed by Mr. Neil Munsey Non -Collusion Affidavit was in order $24,319.00 MSRP $14,580.00 $24,210.00 MSRP REGULAR MEETING MARCH 12, 2001 Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted I: M Used 2000 Compact 4-DR Sedan Used 2000 Mid -Size 4-DR Sedan AWD Cargo Van 3/4 Ton 2" Truck 3/4 Ton 4WD Truck Compact 4 DR Sedan FWD Passenger Van GATES CHEVROLET 401 South Lafayette South Bend, Indiana 46601 No Bid No Bids $21,245.00 $19,650.00 $23,100.00 $11,850.00 $18,000.00 Bid was signed by Mr. Dave Holland Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted o 2001 Chevrolet Silverado 3AT $18,685.00 2001 Chevrolet Silverado 3/4T 4WD $21,605.00 2000 Chevrolet Cavalier 4DR Sedan $ 9,000.00 2000 Chevrolet Lumina 4DR Sedan $11,800.00 2001 Chevrolet Cavalier 4DR Sedan $11,560.00 2001 Chevrolet Venture FWD Passenger $20,994.00 Van 2001 Chevrolet Astro AWD Cargo Van $19,881.00 HARBOR AUTOMOTIVE GROUP, INC. 3502 East Michigan Boulevard Michigan City, Indiana 46360 Bid was signed by Mr. Paul Pumroy Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted Lot ID 2001 FWD Passenger Van $19,024.00 2001 Chevrolet Cavalier 4DR Sedan $11,868.00 u 1 1 REGULAR MEETING 2001 Chevrolet Astro AWD Cargo Van $21,549.00 2001 Chevrolet 3/4T Pick -Up $21,849.00 2001 Chevrolet 3/4T Pick -Up $19,798.00 2000 Chevrolet Cavalier $ 9,300.00 2000 Chevrolet Lumina $11,400.00 1 11 MARCH 12, 2001 Upon a motion made by Mr. Gilot, seconded by Ms. Roemer and carried, the above bids were referred to Central Services for review and recommendation. AWARD BIDS- SALE OF ABANDONED VEHICLES Mr. Gary Libbey, Department of Code Enforcement, advised the Board that on February 26, 2001, bids were received and opened for the above referred to vehicles. After reviewing those bids, Mr. Libbey recommends that the Board award the bids to the highest bidders as follows: JOHN SALLEE 1002 Lawndale South Bend, Indiana 46628 No. Red Make of Vehicle Year Vin # Bid Tag # 8 4661 PONTIAC GRANT AM 2 1992 1G2NE5433NC301123 $507.59 DOOR WTAL $5U"/.Sy JOHN COCQUYT 703 West 16"' Street Mishawaka, Indiana 46544 No. Red Make of Vehicle Year Vin # Bid Tag # 6 5543 TANKER/TANDEM 5543 NONE $117.00 AXLE TOTAL $117.00 EUGENE WILLIAMS 23922 Fillmore Road South Bend, Indiana 46619 No. Red Tag # Make of Vehicle Year Vin # Bid 4 5066 CHEVROLET BLAZER 1986 1G8CT18RXG0127744 $210.00 9 4122 GMC JIMMY 4X4 1983 1G5CT18B1D0515795 $215.00 DAVE NOBLE 1802 Lynn Street Mishawaka, Indiana 46545 TOTAL $425.00 REGULAR MEETING MARCH 12, 2001 No. Red Make of Vehicle Year Vin # Bid Tag # 15 5799 PONTIAC CATALINA 4 1966 252696P333604 $455.00 DOOR TOTAL $455.00 ANDY SLATT 1333 West Fisher Street South Bend, Indiana 46619 No. Red Tag # Make of Vehicle Year Vin # Bid 12 4125 JEEP CHEROKEE 4X4 1985 1JCUB7816FT1272458 $125.00 TOTAL WAYNE BER 319 Johnson South Bend, Indiana 46628 $125.00 No. Red Make of Vehicle Year Vin # Bid Tag # 11 3568 BUICK T-TYPE 4 1999 1G4AG1933F6441173 $ 90.00 DOOR TOTAL $90.00 SCOTT RIPLEY 814 North Olive Street South Bend, Indiana 46628 No. Red Tag # Make of Vehicle Year Vin # Bid 1 5695 MERCURY TRACER 4/DOOR 1989 3MABM1259KR643865 $ 57.65 5 5545 GEO STORM 2 DOOR 1992 181RF4369N7508622 $ 41.50 7 5042 FORD MUSTANG 1986 1FABP26AOGF156634 $ 65.65 17 4954 CHEVROLET PICKUP 1981 1GCDC14D7BJ161941 $ 79.86 TOTAL JIM DAVIS 1701 Maplehurst Avenue Mishawaka, Indiana 46545 $244.66 No. Red Tag # Make of Vehicle Year Vin # Bid 2 4821 CHEVROLET/CAMARO 1983 1G1AP87H4DN120783 $160.00 3 5617 AUDI 5000 1987 WAUHD0440HN046833 $ 50.00 1 [1 1 04 a REGULAR MEETING MARCH 12, 2001 14 5098 CHEVROLET PICKUP 1967 CE147FI39091 $128.00 19 4959 PONTIAC BONNEVILLE 4 DOOR 1989 1G2HX54C5KW254498 $150.00 21 4827 HONDA CIVIC 4 DOOR 1990 IHGED3657LL008289 $110.00 1'OTAL $598.00 DELBERT SCHLIPP 3300 South Main Street South Bend, Indiana 46614 No. Red Tag # Make of Vehicle Year Vin # Bid 10 5788 FORD PICKUP 1975 F25MLX04543 $ 56.50 13 4828 EAGLE MEDALLION 1989 VF1FH45H3K2093014 $ 36.50 16 5102 FORD PICKUP 1979 NONE $ 56.50 18 6043 CADILLAC ELDORADO 4 DOOR 1978 6L47S8Q295796 $ 56.50 20 j 5033 FORD PICKUP 1974 j FlOGCO32808 $ 56.50 TOTAL $262.50 Therefore, Ms. Roemer made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Inks seconded the motion which carried. APPROVAL OF REOUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - TWO (2) MORE OR LESS, SOLAR POWERED ARROW BOARDS In a memorandum to the Board, Mr. Matthew Chlebowski, Director of Central 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. APPROVAL OF REOUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - TWO (2) MORE ORLESS, THERMOPLASTIC PAVEMENT MARKING APPLICATOR AND COMBINATION MELTER WITH AUTOMATIC PREMELTER AND TRANSPORT TRAILER In a memorandum to the Board, Mr. Matthew Chlebowski, Director, Central 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 CHANGE ORDER- SOUTHERN VIEW DRIVE IMPROVEMENTS - RIETHRILEY CONSTRUCTION -PROJECT NO. 100-01 Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 1 on behalf of Rieth Riley Construction, 25200 State Road 23, South Bend, Indiana, indicating that the Contract amount be increased $18,321.04 for a new Contract sum including this Change Order in the amount of $203,321.04. Upon a motion made by Mr. Gilot, seconded by Ms. Roemer and carried, the Change Order was approved. APPROVE CHANGE ORDER - HEADWORKS FACILITY - WASTEWATER TREATMENT PLANT - SUPERIOR CONSTRUCTION - PROJECT NO. 98-026 Mr. Gilot advised that Mr. Jack Dillon, Director, Environmental Services, has submitted Change Order No. 4 on behalf of Superior Construction, 2045 East Dunes Highway, Gary, Indiana indicating that the Contract amount be increased $5,837.00 for a new Contract sum including this Change Order REGULAR MEETING MARCH 12, 2001 in the amount of $11,392,000.00. Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the Change Order was approved. APPROVE CHANGE ORDER - DEMOLITION OF BUILDING - 730 UNITED DRIVE (STUDEBAKER #69) - WARNER AND SONS - PROJECT NO 100-87 Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 1 on behalf of Warner and Sons, Inc, Post Office Box 87, Elkhart, Indiana indicating that the Contract amount be increased $1,500.00 for a new Contract sum including this Change Order in the amount of $477, 03 5.00. Upon a motion made by Mr. Inks, seconded by Ms. Roemer and carried, the Change Order was approved. RATIFY CONSTRUCTION CONTRACT - FOUNTAIN RENOVATION - MORRIS PERFORMING ARTS CENTER - EDWARD J. WHITE - PROJECT NO 100-10 Mr. Gilot advised that in accordance with the bid awarded on February 26, 2001, to Edward J. White, 1011 South Michigan, South Bend, Indiana, in the amount of $24,704.00, which is the base bid plus the alternate $1,245.00 for the above referred to project, a Contract in said amount was being submitted for Board ratification. It was noted the Contract was approved on March 1, 2001, pursuant to Resolution No. 100-2000. Upon a motion made by Mr. Inks, seconded by Ms. Roemer and carried, the Contract was ratified and the appropriate Certificate of Insurance was filed. APPROVAL OF AGREEMENT - STAFF SUPPORT - INDUSTRIAL REVOLVING FUND OF SOUTH BEND, INDIANA Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and the Industrial Revolving Fund of South Bend, Indiana, for City of South Bend staff support for loan servicing. Mr. Gilot noted that the Agreement is in the amount of $43,700.00 for January 1, 2000 through December 31, 2000, and $45,200.00 for January 1, 2001 through December 31, 2001, Ms. Roemer abstained from voting, as she is a Board Member of the Industrial Revolving Fund of South Bend. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Agreement was approved and executed. APPROVAL OF PROGRAM CONTRACT - SOUTH BEND HERITAGE FOUNDATION Mr. Gilot stated that the Board is in receipt of a Contract between the City of South Bend and the South Bend Heritage Foundation for reprogramming funds from year 2000 CDBG Entitlement Fund. Therefore, upon a motion made by Mr. Inks, seconded by Ms. Roemer and carried, the Contract was approved and executed. APPROVAL OF PROGRAM CONTRACT - NEAR NORTHWEST NEIGHBORHOOD INC. Mr. Gilot stated that the Board is in receipt of a Contract between the City of South Bend and the Near Northwest Neighborhood, Inc, for reprogramming funds from year 2000 CDBG Entitlement Fund. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the Contract was approved and executed. APPROVAL OF SERVICES AGREEMENT - BOARD OF PUBLIC SAFETY MEMBER - THADEUS T. ZAKOWSKI Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Mr. Thadeus T. Zakowski, South Bend, Indiana, for services as a Board of Public Safety member. Mr. Gilot noted that the Agreement is in the amount of $3,400.00. Therefore, upon a motion made by Mr. Gilot, seconded by Ms. Roemer and carried, the Agreement was approved and executed. APPROVAL OF AGREEMENT - ACQUISITION OPERATION AND FISCAL OVERSIGHT OF THE NEIGHBORHOOD PARTNERSHIP CENTERS - NEIGHBORHOOD RESOURCES AND TECHNICAL SERVICES CORPORATION Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and the Neighborhood Resources and Technical Services Corporation (NRTSC), for the conveyance of funds to NRTSC who in turn contracts with each City of South Bend neighborhood association. Mr. Gilot noted that the Agreement is in the amount of $310,000.00. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Agreement was approved and executed. E C f REGULAR MEETING MARCH 12, 2001 APPROVAL OF NOTICE OF REASSIGNMENT - EQUIPMENT LEASE/PURCHASE AGREEMENT Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Notice of Reassignment of LaSalle Bank National Association for the sale of a lease to Manufacturers and Traders Trust Company, which is a Trustee for ABN AMRO Chicago Corporation LeaseTOPS Master Trust I was approved. APPROVAL OF PROGRAM CONTRACT - CARDINAL DEVELOPMENT, INC. Mr. Gilot stated that the Board is in receipt of a Contract between the City of South Bend and Cardinal Development, Inc., to administer the Broadway mortgage subsidy program. It was noted that Mr. Jon Hunt, Director, Community and Economic Development, is a member of the Board of American Home Dreams. Therefore, upon a motion made by Mr. Inks, seconded by Ms. Roemer and carried, the Contract was approved and executed. APPROVAL OF LICENSE AGREEMENT - _INSTALLATION OF ATM - MORRIS PERFORMING ARTS CENTER Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Sobieski Federal Savings and Loan Association of South Bend, for the installation and maintenance of an ATM in the box office lobby of the Morris Performing Arts Center. Mr. Gilot noted that there is no cost to the City of South Bend. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the Agreement was approved and executed. APPROVAL OF AGENCY MEMBERSHIP AGREEMENT - DEMANDSTAR. C_OM NETWORK Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and DemandStar.com, Inc., 1200 South Pine Island Road, Plantation, Florida, for the implementation of a bid process program, of which the Board of Public Works will have the opportunity to post bid letting, award status, tabulation sheets, formal bids, plans and specifications on the Internet for prospective bidders and suppliers. This method will cut costs as well as time in the bid process. There is no cost to the City of South Bend. Therefore, upon a motion made by Mr. Inks, seconded by Ms. Roemer and carried, the Agreement was approved and executed. APPROVAL OF OCCUPANCY BOND - MEMORIAL HOSPITAL In a memorandum to the Board, Mr. Carl Littrell, City Engineer, indicated that Memorial Hospital has asked permission to close Lafayette Street between Navarre Street and Manitou Place/Bartlett Street for six to eight weeks beginning in late April, for construction of their helipad. Mr. Bruce Bancroft, Ms. Laurie Mural, and Mr. Larry Lee, Memorial Hospital, were present. Mr. Bancroft advised the Board that a special crane will be placed in this area to transport pre -cast concrete for the helipad, and will tentatively begin on April 23. Memorial Hospital has submitted an Occupancy Bond in the amount of $50,000, which is sufficient, according to Mr. Carl Littrell, City Engineer. It was noted that there is expected damages to the street in regard to the process; the street will need to be milled and resurfaced with asphalt after transport of the pre -cast concrete. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the request was approved, contingent upon Memorial Hospital providing evidence of having contacted the South Bend Police Department, South Bend Fire Department, South Bend Community School Corporation, South Bend Park Department, and Ms. Nikki Rector, Memorial Hospital (Sunburst Marathon) in regard to the request. In addition, it was requested that Memorial Hospital work out an alternate route for the Sunburst Marathon, as well as looking into changing the start date to April 17, 2001. FAVORABLE RECOMMENDATION - PETITION TO VACATE AN ALLEY Mr. Gilot indicated that the Common Council has submitted to the Board a Vacation Petition as completed by Reverend Daniel R. Jenky, Cathedral of St. Matthew, 1701 Miami Street, South Bend, Indiana, to vacate the following alley: The first north/south alley east of Dale Avenue from the north right of way line of Milton Street to the first east/west alley for a distance of 120 feet; the first north/south alley east of Dale Avenue from the south right of way line of Dayton Street to the first east/west alley for a distance of 120 feet; the first east/west alley north of Milton Street from the east right of way line of Dale Avenue to the second north/south alley for a distance of 240 feet. All being a part of Southeast Addition to the City of South Bend, St. Joseph County, Indiana. ' 00"L'8 REGULAR MEETING MARCH 12, 2001 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 Division of Engineering stated that the residual alleys form a "T", and the City Engineer recommends that a means to allow trucks to maneuver in the stem of the "T" be implemented, or that the stem alley also be vacated. Therefore, Mr. Gilot made a motion that the Board send a favorable recommendation to the Common Council concerning this Vacation Petition. Ms. Roemer seconded the motion which carried. FAVORABLE RECOMMENDATION - PETITION TO VACATE PROPERTY Mr. Gilot indicated that the Common Council has submitted to the Board a Vacation Petition as completed byMr. Robert Hunt, President, Redevelopment Commission, City of South Bend to vacate the following property: That portion of the existing public rights of way known as Western Avenue and Columbia Street being a part of the recorded Plat of River Bend Addition to the City of South Bend also being a part of the west half of Section 12, Township 37 North, Range 2 East and described as follows: On Western Avenue, from a point approximately 650 feet southwesterly of Jefferson Boulevard; thence northeasterly to Jefferson Boulevard; thence also on Columbia Street from a point approximately 350 feet southeasterly of Western Avenue; thence northwesterly to Western Avenue. 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 noted that the staff would not normally recommend the vacation of rights of way in a fashion that results in the dead ending of streets. However the traffic from both Columbia and Western will flow into the proposed Crowe Chizek campus area, which provides adequate space to turn around ifnecessary. The vacation of these rights of way makes sense a part of the development of this area. It should also be noted that the closing of these rights of way will have an effect on travel routes of both pedestrian and vehicles to and through downtown South Bend. For this reason, it is recommended that prior to the vacation, studies be undertaken to help properly redirect both forms of downtown traffic. Therefore, Mr. Gilot made a motion that the Board send a favorable recommendation to the Common Council concerning this Vacation Petition. Ms. Roemer seconded the motion which carried. APPROVAL OF RECOMMENDATION - TO CONDUCT PROCESSION - PILGRIMAGE OF THE CROSS - ECUMENICAL COMMITTEE OF ST. MICHAEL'S CHURCH Mr. Gilot stated that favorable recommendations have been received by the Division of Engineering, Park Department, Police Department and the City Attorney's office, in reference to a request as submitted by Mr. Robert Bollman, 804 Portage, South Bend, Indiana to conduct the above referred to procession, on May 12, 2001, from 8:45 a. in. to 1:00 p.m., on the designated route as submitted. Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the recommendation was approved. ADOPT RESOLUTION NO. 11-2001 - ADOPTING A WRITTEN FISCAL PLAN AND ESTABLISHING A POLICY FOR THE PROVISION OF SERVICES TO AN ANNEXATION AREA IN GERMAN TOWNSHIP (BRICK ROAD L.L.C. ANNEXATION AREA) Upon a motion made by Mr. Gilot, seconded by Ms. Roemer and carried, the following Resolution . was adopted by the Board of Public Works: RESOLUTION NO. 11-2001 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND ADOPTING A WRITTEN FISCAL PLAN AND ESTABLISHING A POLICY FOR THE PROVISION OF SERVICES TO AN ANNEXATION AREA IN GERMAN TOWNSHIP (BRICK ROAD L.L.C. ANNEXATION AREA) ZWJ REGULAR MEETING MARCH 12, 2001 WHEREAS, there has been submitted to the Common Council of the City of South Bend, Indiana, an Ordinance and a petition by the sole (100%) property owner which proposes the annexation of real estate located in German Township, St. Joseph County, Indiana, which is described more particularly on page 11 of Exhibit "A" attached hereto and incorporated herein; and WHEREAS, the territory proposed to be annexed encompasses approximately 7.5 acres of land together with a vacant farm house and farm related buildings, which property is at least 12.1% contiguous to the current City limits, i.e., approximately 48% contiguous, generally located about on the South side of Brick Road approximately 850 feet east of Mayflower Road in German Township, Indiana. The annexation territory is proposed for development of a Business Park district with a change of zoning from "Residential" to `B. P. Business District" upon annexation (subject to requisite approval) and will require a basic level of municipal public services, which services include the provision of police and fire protection; and; WHEREAS, the Board of Public Works now desires to establish and adopt a fiscal plan and establish a definite policy showing: (1) the cost estimates of police and fire protection to be furnished to the territory to be annexed; (2) the method (s) of financing those services; (3) the plan for the organization and extension of those services; (4) that those services will be provided to the annexed area within one (1) year after the effective date of the annexation, and that they will be provided in the same manner as those services are provided to areas within the corporate boundaries of the City of South Bend, regardless of similar topography, patterns of land use, or population density, and in a manner consistent with federal, state and local laws, procedures and planning criteria; and (5) the plan for hiring the employees of other governmental entities whose jobs will be eliminated by the proposed annexation. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, AS FOLLOWS: Section I. It is in the best interest of the City of South Bend and the area proposed to be annexed that the real property located in German Township, St. Joseph County, Indiana described on page 11 of Exhibit "A" attached hereto and made a part hereof, be annexed to the City of South Bend. Section II. It shall be and hereby is now declared and established that it is the policy of the City of South Bend, by and through its Board of Public Works, to furnish to said territory police and fire services within one (1) year of the effective date of annexation in a manner equivalent in standard and scope to similar services furnished by the City to other areas regardless of similar topography, patterns of land use, or population density and in a manner consistent with federal, state and local laws, procedures, and planning criteria. Section III. The Board ofPublic Works shall and does hereby now establish and adopt the fiscal plan, attached hereto as Exhibit "A', and made a part hereof, for the furnishing of said services to the territory to be annexed. Adopted the 12' day of March, 2001. BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA s/Gary A. Gilot, President s/M. Catherine Roemer, 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. Inks and carried, the following traffic control devices were approved: i, OWA) REGULAR MEETING MARCH 12, 2001 New Installation - Handicapped 917 Cleveland Ms. Jewett has met all the Accessible Parking Signs requirements. New Installation - Handicapped 1114 West Washington Ms. McCollum has met all Accessible Parking Signs the requirements. New Installation - Handicapped 1422 North Meade Ms. Roberts has met all Accessible Parking Signs the requirements. New Installation - Handicapped 317 East Dubail Ms. Brooks has met all Accessible Parking Signs the requirements. Removal - Handicapped Accessible 708 West Wayne Signs not needed. Parking Signs Removal - Handicapped Accessible 1334 King Signs not needed. Parking Signs Removal - Handicapped Accessible 1610 West Florence Signs not needed. Parking Signs Removal - Handicapped Accessible 1218 West Dunham Signs not needed. Parking Signs Removal - Handicapped Accessible 814 South Liberty Signs not needed. Parking Signs Removal - Handicapped Accessible 1322 King Signs not needed. Parking Signs Removal - Handicapped Accessible 1416 East Calvert Signs not needed. Parking Signs Removal - Handicapped Accessible 234 Barbie Signs not needed. Parking Signs Removal - Handicapped Accessible 1733 Walnut Signs not needed. Parking Signs Removal - Handicapped Accessible 1209 West Rose Signs not needed. Parking Signs Removal - Handicapped Accessible 1617 South Scott Signs not needed. Parking Signs Removal - Handicapped Accessible 609 North St. Joseph Signs not needed. Parking Signs Removal - Handicapped Accessible 1145 West Jefferson Signs not needed. Parking Signs Removal - Handicapped Accessible 501 Studebaker Signs not needed. Parking Signs APPROVAL OF NOTICE OF INTENT - RESULTS OF QUALITY BASED SELECTION (OBS) PROCESS - MUNICIPAL SERVICES FACILITY Mr. Gilot stated that the selection team for the renovation of the Municipal Services Facility project interviewed and scored three potential consultants pursuant to the Quality Based Selection process for the renovation of the Municipal Services Facility. Ken Herceg and Associates, the Troyer Group, and DLZ Indiana were interviewed, with DLZ Indiana receiving the highest scores. The Notice of Intent to DLZ Indiana will establish a fixed fee in an attempt to negotiate a contract for design services for the renovation. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Notice of Intent was approved. r oo -1 REGULAR MEETING MARCH 12, 2001 APPROVAL OF GRANT OF EASEMENT - BUILDING FOR STORAGE - GRAND TRUNK RAILROAD Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, a Grant of Easement between Grand Trunk Railroad and the City of South Bend for a temporary storage building slated for an environmental clean up at 1040 Lincolnway East, was approved. APPROVE WASTEWATER DISCHARGE PERMIT In a Memorandum to the Board, Mr. Ken Zmudzinski, Pretreatment Coordinator, Division of Environmental Services, submitted the following Wastewater Discharge Permit and recommended approval: Van Waters and Rogers 59865 Mark Street South Bend, Indiana Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Wastewater Discharge permit was approved. APPROVE PUBLIC WORKS SERVICE CENTER MINOR PLAT Mr. Carl Littrell requested that the Minor Plat for the above referred to project be approved. It was noted the document was not completed at this time, but due to time constraints, needed to be approved. Upon a motion made by Mr. Gilot, seconded by Ms. Roemer and carried, the Public Works Service Center Minor Plat was approved, and will be circulated to the Board of Public Works board members for signature. APPROVE IRREVOCABLE STANDBY LETTER OF CREDIT Mr. Tony Molnar, Division of Engineering, submitted the following Irrevocable Standby Letter of Credit to the Board and recommended approval: IRREVOCABLE STANDBY LETTER OF CREDIT NO. NAS379508 ISSUED BY: Wells Fargo Bank FOR: Erskine Manor Hills Subdivision/Danch Harner Associates AMOUNT: $125,000.00 EXPIRES: March 1, 2002 IMPROVEMENT: Public Improvements Upon a motion made by Mr. Inks, seconded by Ms. Roemer and carried, the Letter of Credit was approved. APPROVE TITLE SHEETS - WESTERN AND WAYNE STREET IMPROVEMENTS - PROJECT NO. 101-002 - ERSKINE MANOR HELL SUBDIVISION - SEWER IMPROVEMENTS -HEATH COURT Mr. Gilot advised that the Title Sheets for the above referred to projects were being presented at this time for execution. Upon a motion made by Mr. Gilot, seconded by Ms. Roemer and carried, the above referred to Title Sheets were approved and signed. FILING OF MONTHLY REPORT - ENVIRONMENTAL SERVICES Mr. Jack Dillon, Director of Environmental Services, submitted a monthly report for the Division of Environmental Services, for the Wastewater Treatment Plant, Organic Resources, Solid Waste and Sewer Repair, for the month of February 2001. There being no further discussion, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the report was accepted and filed. FILING OF MONTHLY REPORT - WATER WORKS Mr. John Stancati, Director of Water Works, submitted a monthly report for the Department of Water Works for the month of February 2001. There being no further discussion, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the report was accepted and filed. REGULAR MEETING MARCH 12, 2001 FILING OF SAFETY REPORTS - DEPARTMENT OF PUBLIC WORKS The Division of Environmental Services, Street Department, Division of Engineering, Central Services, and Water Works submitted Safety Reports for February 2001. These reports will reflect injuries/accidents for each month and provide for a comparison. There being no further discussion, upon a motion made by Mr. Gilot, seconded by Ms. Roemer and carried, the reports were accepted and filed. FILING OF CERTIFICATES OF INSURANCE Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following Certificates of Insurance were accepted for filing: Michiana Contracting, Inc Post Office Box 929 Plymouth, Indiana 46563 Horizon Builders, Inc. 30160 North Cobus Drive Elkhart, Indiana 46514 Kankakee Valley Construction Post Office Box 1471 LaPorte, Indiana 46352 Woodruff & Sons, Inc. Post Office Box 450 Michigan City, Indiana 46361 I. Oliver Pfeiffer & Sons, Inc. 502 North Bowen Avenue Bremen, Indiana 46506 Williams Communications, LLC Post Office Box 3483 Tulsa, Oklahoma 84101 Harville Home Improvement 117 Kingston Road Plymouth, Indiana 46563 APPROVE CLAIMS Mr. Gilot stated that the following claims were submitted to the Board for approval: Name Amount of Date Comments Claim St. Joseph County Housing $16,575.00 March 1, 2001 Approved March 1, Consortium 2001, Pursuant to Res. No. 100-2000 St. Joseph County Housing $17,371.50 February 20, Approved February Consortium 2001 20, 2001, Pursuant to Res. No. 100-2000 St. Joseph County Housing $ 7,308.07 March 2, 2001 Approved March 2, Consortium 2001, Pursuant to Res. No. 100-2000 St. Joseph County Housing $17,353.00 March 1, 2001 Approved March 1, Consortium 2001, Pursuant to Res. No. 100-2000 St. Joseph County Housing $ 6,211.00 March 12, 2001 Approved March 1, Consortium 2001, Pursuant to Res. No. 100-2000 St. Joseph County Housing $10,115.38 March 1, 2001 Approved March 1, Consortium 2001, Pursuant to Res. No. 100-2000 City of South Bend $2,478,478.50 March 5, 2001 Approved March 5, 2001, Pursuant to Res. No. 100-2000 I-, I REGULAR MEETING MARCH 12, 2001 Workforce Investment Board $94,478.51 March 12, 2001 Workforce Investment Board $200,300.74 March 12, 2001 City of South Bend $1,450,663.02 March 12, 2001 Ms. Roemer 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. Inks and carried, the meeting adjourned at 11:00 a.m. 1 AT ST: Angela acob, Cler 1 BOARD OF PUBLIC WORKS r�6�;k Gary A. Gil t, President M. Ca erine Roemer, Mem�r Donald E. Inks, Member I' 1