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HomeMy WebLinkAbout07/23/01 Board of Public Works MinutesREGULAR MEETING JULY 23, 2001 The regular meeting of the Board of Public Works was convened at 9:34 a.m. on Monday, July 23, 2001, by Board President Gary A. Gilot, with Mr. Donald E. Inks present. Board Member Carl P. Littrell was not present. Also present was Attorney Aladean DeRose. AGENDA ITEMS ADDED Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following agenda items were added: - Traffic Control Device - Revision - Resolution - Accepting Transfer of Property from Redevelopment Commission - Resolution - Transfer of Property to American Home Dreams - Contractor Bonds (3) - Project Completion Affidavit - Mishawaka Avenue Improvements - Project Completion Affidavit - Olive Street Improvements APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the minutes of the regular meeting of the Board held on July 9, 2001, were approved. APPROVE MINUTES OF SPECIAL MEETING Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the minutes of a special meeting of the Board held on July 16, 2001, were approved. OPENING OF BIDS - CLEVELAND ROAD ADDED LANES - PHASE II - PROJECT NO. 101- 044 This was the date set for receiving and opening of sealed bids for the above referred to project. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri-County News which were found to be sufficient. The following bids were opened and publicly read: RIETH RILEY CONSTRUCTION COMPANY INC. 25200 State Road 23 South Bend, Indiana 46614 Bid was signed by Mr. Christopher Weinkauf Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $1,592,780.57 SELGE CONSTRUCTION COMPANY INC. 2833 South 11`" Street Niles, Michigan 49120 Bid was signed by Mr. John Szuba, Manager Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $1,929,870.80 KANKAKEE VALLEY CONSTRUCTION COMPANY INC. Post Office Box 1471 LaPorte, Indiana 46352 Bid was signed by Mr. James B. Nelson, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted Oz REGULAR MEETING BID: $1,831,760.00 WALSH CONSTRUCTION COMPANY OF ILLINOIS 2749 North State Road 39 LaPorte, Indiana 46350 Bid was signed by Mr. Max A. Rowland, Senior Estimator Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $2,061,940.00 JULY 23, 2001 Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above bids were referred to the Division of Engineering for review and recommendation. AWARD BID - MISHAWAKA AVENUE - SIDEWALK CURB BENCHES BIKE RACKS AND TREE GRATES - PROJECT NO. 101-028 Mr. Carl P. Littrell, City Engineer, advised the Board that on July 16, 2001, 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 Walsh & Kelly, Inc., 24358 State Road 23, South Bend, Indiana, in the amount of $53,774.00. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded as outlined above, subject to the submittal of an easement. Mr. Inks seconded the motion which carried. APPROVE CHANGE ORDER - REMOVAL OF UNDERGROUND STORAGE TANKS - PUBLIC WORKS SERVICE CENTER - WARNER AND SONS - PROJECT NO 101-050 Mr. Gilot advised that Mr. Carl Littrell, City Engineer, has submitted Change Order No. 1 on behalf of Warner and Sons, Post Office Box 87, Elkhart, Indiana, indicating that the Contract amount be increased $13,369.49 for a new Contract sum including this Change Order in the amount of $28,834.49. Mr. Littrell noted that the original contract work was for a large underground fuel oil storage tank uncovered by the contractor on the Public Works Service Center site. The consultant originally estimated the size of this tank at 6,000 gallons, but upon excavation by Warner and Sons, it was discovered to be twice as large. Warner and Sons has submitted an additional cost of $8,014.00 for removal of this tank. Before Warner and Sons began work on the removal of the tank, the excavator encountered two more 4,000 gallon tanks. Warner and Sons submitted a cost of $5,355.49 for the removal of these two additional tanks. This adjustment is necessary for the removal of two additional 4,000 gallon tanks and one 12,000 gallon tank. The additional cost for these removals is fair and reasonable. The presence of these tanks was not reasonably foreseeable. Therefore, according to the Deputy City Attorney, the cost associated with their removal are not subject to the 20% rule set forth in I.C. 36-1-12-19(d). Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Change Order was approved. APPROVE CHANGE ORDER - HOWARD PARK ADMINISTRATION BUILDING RENOVATION - CASTEEL CONSTRUCTION - PROJECT NO. 101-038 Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 1 on behalf of Casteel Construction, 23186 West Ireland Road, South Bend, Indiana, indicating that the Contract amount be increased $1,616.00 for a new Contract sum including this Change Order in the amount of $29,896.00. Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Change Order was approved. APPROVE PROJECT COMPLETION AFFIDAVIT - OLIVE STREET IMPROVEMENTS - CALHOUN TO LINCOLNWAY WEST - PROJECT NO. 100-73 Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted the Project Completion Affidavit on behalf of Rieth Riley Construction Company, Inc., 25200 State Road 23, South Bend, Indiana, for the above referred to project, indicating a final cost of $119,897.39. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Project Completion Affidavit was approved. 1 1 1 REGULAR MEETING JULY 23, 2001 APPROVE PROJECT COMPLETION AFFIDAVIT - MISHAWAKA AVENUE IMPROVEMENTS - PROJECT NO. 100-78 Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted the Project Completion Affidavit on behalf of Rieth Riley Construction Company, Inc., 25200 State Road 23, South Bend, Indiana, for the above referred to project, indicating a final cost of $31,445.77. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Project Completion Affidavit was approved. APPROVAL OF PURCHASE AGREEMENT - _CITY OWNED PROPERTY - 619 INDIANA AVENUE Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Mr. Michael Ludwig, South Bend, Indiana, for the purchase of the above referred to property, in the amount of $290.74. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Agreement was approved and executed. APPROVAL OF AGREEMENT - NEIGHBORHOOD YOUTH GRANT _-_SOUTH BEND RYDERS Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and South Bend Ryders, 1634 Fremont Street, South Bend, Indiana, for the costs of a trip to the 2001 National AAU tournament in Florida. Mr. Gilot noted that the Agreement is in the amount of $2,000.00. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Agreement was approved and executed. APPROVAL OF AGREEMENT -NEIGHBORHOOD YOUTH GRANT - I BELIEVE I CAN, INC. YOUTH GROUP Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and I Believe I Can Youth Group, South Bend, Indiana, for the costs of a video project. Mr. Gilot noted that the Agreement is in the amount of $2,000.00. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Agreement was approved and executed. APPROVAL OF AGREEMENT - WESTERN AVENUE MASTER PLANNING - CHAPIN TO WALNUT - LEHMAN & LEHMAN, INC. AND MPA ARCHITECTS Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Lehman & Lehman, Inc., 202 Lincolnway East, Mishawaka, Indiana, for professional services for preparation of a physical redevelopment plan for segment "A" of Western Avenue. Mr. Gilot noted that the Agreement is in the amount of $25,000.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Agreement was approved and executed. ADOPT RESOLUTION NO. 39-2001 - TRADE-IN OF CITY OWNED PROPERTY ON PROPERTY OF SIMILAR NATURE 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. 39-2001 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS APPROVING THE TRADE-IN OF CITY -OWNED PROPERTY ON PROPERTY OF SIMILAR NATURE WHEREAS, it has been determined by the Board of Public Works of the City of South Bend that the following described property is unfit for the purpose for which it was intended and should be traded -in for property of a similar nature: ONE (1) 1994 FMC SWEEPER/VIN 1JSVM3H40RC041066 ONE (1) 1983 ELGIN SWEEPER/VIN 55304 ONE (1) JOHNSTON SWEEPER/VIN 1JSVM3H49RC041065 ONE (1) 1992 ELGIN SWEEPER/VIN P834D ONE 1991 FMC SWEEPER/VIN 1F9VM3H42MP04l l21 ONE (1) 1991 FMC SWEEPER/VIN 1F9VM3H45MP041114 <, Ac,s . 0 2 REGULAR MEETING JULY 23, 2001 ONE (1) 1993 ELGIN SWEEPER/VIN 1FDXH70C5PVA37726 ONE (1) FMC SWEEPER/VIN 1F9VM3H47MP041115 WHEREAS, it has been determined by the Board of Public Works of the City of South Bend that the following described property is of a similar nature to the above -described property and should be traded with the above -described property: SIX (6) 2001 SCHWARZE A700 REGENERATIVE AIR STREET SWEEPERS WHEREAS, I.C. 36-1-11-9 authorizes the Board of Public Works to trade in or exchange City -owned property for partial or full reduction in the purchase price of property of similar nature. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, AS FOLLOWS: The following described property shall be traded -in for the following described property of a similar nature: ONE (1) 1994 FMC SWEEPER/VIN 1JSVM3H40RC041066 ONE (1) 1983 ELGIN SWEEPER/VIN 55304 ONE (1) JOHNSTON SWEEPER/VIN 1JSVM3H49RC041065 ONE (1) 1992 ELGIN SWEEPER/VIN P834D ONE 1991 FMC SWEEPER/VIN 1F9VM3H42MP041121 ONE (1) 1991 FMC SWEEPER/VIN 1F9VM3H45MP041114 ONE (1) 1993 ELGIN SWEEPER/VIN 1FDXH70C5PVA37726 ONE (1) FMC SWEEPER/VIN 1F9VM3H47MP041115 PROPERTY TO BE TRADED: SIX (6) 2001 SCHWARZE A700 REGENERATIVE AIR STREET SWEEPERS 2. That the traded in or exchanged property, to wit: ONE (1) 1994 FMC SWEEPER/VIN 1JSVM3H40RC041066 ONE (1) 1983 ELGIN SWEEPER/VIN 55304 ONE (1) JOHNSTON SWEEPER/VIN 1JSVM3H49RC041065 ONE (1) 1992 ELGIN SWEEPER/VIN P834D ONE 1991 FMC SWEEPER/VIN 1F9VM3H42MP041121 ONE (1) 1991 FMC SWEEPER/VIN 1F9VM3H45MP041114 ONE (1) 1993 ELGIN SWEEPER/VIN 1FDXH70C5PVA37726 ONE (1) FMC SWEEPER/VIN 1F9VM3H47MP041115 shall be removed from the inventory of the City of South Bend. ADOPTED this 23rd day of July, 2001. BOARD OF PUBLIC WORKS s/Gary A. Gilot, President s/Donald E. Inks, Member ATTEST: s/Angela K. Jacob, Clerk ADOPT RESOLUTION NO. 40 - DISPOSAL OF CITY OWNED PROPERTY/AGREEMENT Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the following Resolution was adopted by the Board of Public Works. In addition, an Agreement between the City of South Bend and Mr. Mike Grant was approved. This Agreement signifies Resolution No. 40-2001. RESOLUTION NO. 40-2001 A RESOLUTION TO THE SOUTH BEND BOARD OF PUBLIC WORKS 1 1 2� 0: a REGULAR MEETING JULY 23, 2001 REGARDING THE RETIREMENT OF "DINO", A K-9 DOG WHEREAS, the South Bend Board of Public Works has been advised by the City's Police Chief that "Dino", a K-9, is no longer needed by the South Bend Police Department; and WHEREAS, it has been determined by the Board of Public Works that "Dino" is unfit for the purpose for which he was acquired and is no longer of use to the City of South Bend; and WHEREAS, Sergeant Mike Grant, South Bend Police Department, has agreed to care for "Dino" at his own expense and to keep him as a house pet and understands that "Dino" can never again be used as a Police Dog; and WHEREAS, the South Bend Police Chief has submitted a letter stating that the dog is no longer fit for purpose for which he was intended, to be a member of the Canine Unit of the South Bend Police Department, and is therefore no longer needed by the City. NOW, THEREFORE, BE IT RESOLVED, by the Board of Public Works of the City of South Bend, Indiana, that "Dino", a K-9 Police Dog, is unfit for the purpose for which he was acquired, is no longer of use to the City of South Bend, and has an estimated value of less than One Thousand Dollars ($1,000.00). BE IT FURTHER RESOLVED, that "Dino" the Police Dog, should be retired and put into the care of Sergeant Mike Grant for use as a house pet only. ADOPTED this 23rd day of July, 2001. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/Gary. . Gilot, President s/Donald E. Inks, Member ATTEST: s/Angela K. Jacob, Clerk ADOPT RESOLUTION NO.41-2001 - ACCEPTING THE TRANSFER OF REAL PROPERTY FROM THE SOUTH BEND REDEVELOPMENT COMMISSION 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. 41-2001 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, ACCEPTING THE TRANSFER OF REAL PROPERTY FROM SOUTH BEND REDEVELOPMENT COMMISSION WHEREAS, the City of South Bend, Indiana, Department of Redevelopment (Redevelopment) is the owner of the following described real property situated in St. Joseph County, Indiana: Lot Numbered Twenty-eight A (28A) as shown on the recorded Plat of American Home Dreams Third Replat, recorded April 6, 2001, in the Office of the Recorder of St. Joseph County, Indiana, as Instrument No. 0114782. Commonly known as 138 Broadway, (hereinafter referred to as the Real Property), and; WHEREAS, the City of South Bend, Indiana (City), acting by and through the Board of Public Works, hereby expresses its desire to acquire Real Property from the Commission; and WHEREAS, Redevelopment is desirous of transferring the Real Property to the City; and REGULAR MEETING JULY 23, 2001 WHEREAS, pursuant to I.C. 36-7-14-3, the South Bend Redevelopment Commission ("Commission") is the governing body of the City of South Bend, Department of Redevelopment and, pursuant to I.C. 36-7-14-12.2 may dispose of the Real Property; and WHEREAS, pursuant to I.C. 36-7-14-3, Redevelopment, acting by and through Commission, may exchange or transfer property with another governmental entity upon terms and conditions agreed upon by the two (2) entities as evidenced by the adoption of substantially identical resolutions of each entity. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA AS FOLLOWS: 1. That the transfer of the Real Property situated in St. Joseph County, Indiana, and generally described as follows: Lot Numbered Twenty-eight A (28A) as shown on the recorded Plat of American Home Dreams Third Replat, recorded April 6, 2001, in the Office of the Recorder of St. Joseph County, Indiana, as Instrument No. 0114782. Commonly known as 138 Broadway, by Commission to the City of South Bend, Indiana, shall be, and hereby is, accepted, subject to the adoption of a resolution by the South Bend Redevelopment Commission substantially identical in its terms and conditions to this resolution. 2. That upon receipt of fully executed quitclaim deed(s) to the Real Property from Commission, the Clerk of the Board of Public Works of the City of South Bend, Indiana is hereby authorized and directed to cause the recording of said quitclaim deed(s) in the Office of the St. Joseph County Recorder. 3. That this Resolution shall be in full force and effect upon its adoption. ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana held on July 23, 2001, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/Gary A. Gilot, President s/Donald E. Inks, Member ATTEST: s/Angela K. Jacob, Clerk ADOPT RESOLUTION NO. 42-2001 - AUTHORIZING THE TRANSFER OF CERTAIN PARCELS OF REAL PROPERTY TO AMERICAN HOME DREAMS Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.42-2001 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, AUTHORIZING THE TRANSFER OF CERTAIN PARCELS OF REAL PROPERTY TO AMERICAN HOME DREAMS, INC. WHEREAS, the City of South Bend, Indiana (hereinafter the "City"), is the owner of one (1) parcel of real property situated in the City of South Bend, St. Joseph County, Indiana, and being more particularly described as follows: Lot Numbered Twenty-eight A (28A) as shown on the recorded Plat of American Home REGULAR MEETING JULY 23, 2001 Dreams Third Replat, recorded April 6, 2001, in the Office of the Recorder of St. Joseph County, Indiana, as Instrument No. 0114782. Commonly known as 138 Broadway. WHEREAS, the care, custody and control of City -owned real estate is vested in the Board of Public Works pursuant to I.C. 36-9-6-3 and 36-1-11-1, et seq.; and WHEREAS, American Home Dreams, Inc., an Indiana not -for -profit corporation meeting the requirements of I.C. 36-1-11-1(a)(7), desires to obtain ownership of the above -described real estate; and WHEREAS, the use of said property for such purposes will be beneficial to the community, and the City is willing to transfer said property to American Home Dreams, Inc., for the aforementioned purpose. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend, Indiana, as follows: 1) The City shall transfer to American Home Dreams, Inc., one (1) parcel of real property more particularly described as follows: Lot Numbered Twenty-eight A (28A) as shown on the recorded Plat of American Home Dreams Third Replat, recorded April 6, 2001, in the Office of the Recorder of St. Joseph County, Indiana, as Instrument No. 0114782. Commonly known as 138 Broadway, 2) Such transfer shall be accomplished by Quit -Claim Deed, executed by the Mayor of the City of South Bend and attested to by the South Bend City Clerk. 3) Such transfer shall be made by the City to American Home Dreams, Inc., in an "as is" condition with no warranties, indemnities or representations made relative to said real property. Adopted this 23`d day of July, 2001. BOARD OF PUBLIC WORKS s/Gary A. Gilot, President s/Donald E. Inks, Member ATTEST: s/Angela K. Jacob, Clerk APPROVE LICENSE APPLICATION - PUBLIC PARKING FACILITY Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following license application was approved: Valley American Limited Partnership Lot at 211 West Washington Street The above licence application was approved and referred to the Deputy Controller's Office for issuance of a license. It was noted that the required Proof of Insurance as well as the hours and rates to be charged was attached to the application. FILING OF REVISED SAFETY REPORT - STREET DEPARTMENT The Street Department submitted a revised Safety Report for June 2001. The report will reflect injuries/accidents for the month and provide for a comparison. 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 CERTIFICATES OF INSURANCE Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following Certificates of O --b" I REGULAR MEETING Insurance were accepted for filing: Ziolkowski Construction Five Alarm Fire and Safety Equipment Post Office Box 1106 Post office Box 48 South Bend, Indiana 46624 Fort Atkinson, Wisconsin 53538 Worldcom, Inc. Slatile Roofing & Restoration, Inc. 1133 19" Street, NW 1703 South Ironwood Drive Washington, DC 20036 South Bend, Indiana 46613 JULY 23, 2001 APPROVE CONTRACTOR BONDS Mr. Anthony Molnar, Engineer, Division of Engineering, recommended that the following Contractor Bonds be approved as follows: BOND OF CONTRACTOR Orlando Schmucker d/b/a O&S Concrete Advanced Concrete, Inc. David Bauman, d/b/a Woodcraft Builders Philip Valdez Approved Effective July 17, 2001 Pursuant to Res. No.10-2000 Approved Effective July 17, 2001 Pursuant to Res. No.10-2000 Approved Effective July 19, 2001 Pursuant to Res. No.10-2000 Approved Effective July 23, 2001 Mr. Gilot made a motion that the recommendation be accepted and that the Bonds be approved as outlined above. Mr. Inks seconded the motion which carried. APPROVE CLAIMS Mr. Gilot stated that the following claims were submitted to the Board for approval: Name Amount of Claim Date Comments City of South Bend $1,758,228.19 July 23, 2001 Approved July 23, 2001 Mr. Gilot made a motion that the claims be approved and the reports as submitted be filed. Mr. Inks seconded the motion which carried. APPROVE REVISED TRAFFIC CONTROL DEVICE Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following traffic control device was approved: New Installation - No Michigan Street, from Colfax to Revised Traffic Control Parking - Police Vehicles Western; one space per block. The Device. Only - 11:00 p.m. - 4:00 July 18, 2001 public agenda session a.m. approved this traffic control device for 10:00 p.m. to 4:00 a.m. 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 July 18, 2001. �J 1 u 1 REGULAR MEETING JULY 23, 2001 AWARD BID - ONE (1) SKID STEER LOADER Mr. Matthew Chlebowski, Director, Central Services, advised the Board that on May 14, 2001, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Chlebowski recommends that the Board award the contract to Southeastern Equipment Company, Inc., 3333 West Coliseum Boulevard, Fort Wayne, Indiana, in the amount of $44,766.00. Mr. Chlebowski noted that this is not the low bid. MacDonald Machinery bid a Case 1845C, which did not meet specifications as follows: Case 1845C Operating Load 1750 Tipping Load 3500 Standard 73" Dirt Bracket 13.9 cu. ft. Bracket Hinge Pin Height 116.75" Reach at Maximum Height 23" Cutting Edge Clearance Height (Dump Height) 90" City of South Bend Specifications 2050 4100 17 cu. ft. 123" 35" Therefore, Mr. Littrell made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Gilot seconded the motion which carried. AWARD PROPOSAL - COLLECTION OF UNPAID AMBULANCE BILLS FOR YEAR 2001 Chief Luther Taylor, Fire Department, advised the Board that on May 29, 2001, proposals were received and opened for the above referred to project. After reviewing those proposals, Chief Taylor recommends that the Board award the contract to the Credit Bureau of South Bend. Mr. Gilot suggested that an "umbrella" service be reviewed to incorporate other City departments for collections. Therefore, Mr. Littrell made a motion that the recommendation be accepted and the contract be awarded as outlined above. Mr. Inks seconded the motion which carried. APPROVAL OF REOUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - DUBAIL AND DOUGLAS STREET IMPROVEMENTS - PROJECT NO. 101-026 In a memorandum to the Board, Mr. Carl Littrell, City Engineer, requested permission to advertise for the receipt of bids for the above referred to project. Mr. Littrell stated that this project will remove and replace curbs, sidewalks and approaches on East Dubail, from Prairie to Kemble Street. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the request to advertise for the receipt of bids was approved. APPROVE CHANGE ORDER - WAYNE AND WESTERN IMPROVEMENTS - BROOKS CONSTRUCTION - PROJECT NO. 101-002 Mr. Gilot advised that Mr. Darrell Baker, Project Inspector, has submitted Change Order No. 2 on behalf of Brooks Construction Company, 18130 U.S. Highway 20, Goshen, Indiana, indicating that the Contract amount be increased $55,115.20 for a new Contract sum including this Change Order in the amount of $1,715,393.85. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Change Order was approved. APPROVE CHANGE ORDER - WAYNE/WESTERN STREET IMPROVEMENTS - KASER SPRAKER CONSTRUCTION - PROJECT NO. 101-02A Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 1 on behalf of Kaser Spraker Construction, 25487 West State Road 2, South Bend, Indiana, indicating that the Contract amount be increased $335.00 for a new Contract sum including this Change Order in the amount of $36,496.00. Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the Change Order was approved. APPROVE FINAL CHANGE ORDER - MISHAWAKA AVENUE IMPROVEMENTS - RIETH RILEY CONSTRUCTION - PROJECT NO. 100-78 Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted the Final Change Order on behalf of Rieth Riley Construction, 25200 State Road 23, South Bend, Indiana, indicating that the Contract amount be decreased $2,934.23 for a new Contract sum including this Change Order in the amount of $31,445.77. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and REGULAR MEETING JULY 23, 2001 carried, the Final Change Order was approved. APPROVE FINAL CHANGE ORDER - OLIVE STREET IMPROVEMENTS - RIETH RILEY CONSTRUCTION - PROJECT NO. 100-73 Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted the Final Change Order on behalf of Rieth Riley Construction, 25200 State Road 23, South Bend, Indiana, indicating that the Contract amount be decreased $2,707.61 for a new Contract sum including this Change Order in the amount of $119,897.39. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Change Order was approved. APPROVE CHANGE ORDER - SOUTH SIDE SANITARY SEWER AND WATER MAIN EXTENSION - PHASE I - SELGE CONSTRUCTION COMPANY - PROJECT NO. 100-53 Mr. Gilot advised that Mr. Darrell Baker, Project Inspector, has submitted Change Order No. 1 on behalf of Selge Construction Company, 2833 South 1 lt" Street, Niles, Michigan, indicating that the Contract amount be increased $19,001.06 for a new Contract sum including this Change Order in the amount of $743,352.62. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT - HUEY AND HAMILTON STREET SEWER - WALSH & KELLY, INC. - PROJECT NO. 100-28 Mr. Gilot advised that Mr. Toy Villa, Construction Manager has submitted Change Order No. 1 (Final) on behalf of Walsh & Kelly, Inc., 24358 State Road 23, South Bend, Indiana, indicating that the contract amount be decreased by $3,697.51 for a new contract sum including this Change Order in the amount of $234,475.26. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT - SOUTHERN VIEW DRIVE IMPROVEMENTS - RIETH RILEY CONSTRUCTION COMPANY - PROJECT NO. 100-01 Mr. Gilot advised that Mr. Darrell Baker, Project Inspector has submitted the Final Change Order indicating that the contract amount be decreased by $2,263.28 for a new contract sum including this Change Order in the amount of $201,057.76. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Final Change Order and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. APPROVAL OF PROPOSAL - PROFESSIONAL SERVICES - EAST BANK DEVELOPMENT - WALKER PARKING CONSULTANTS Mr. Gilot stated that the Board is in receipt of a Proposal between the City of South Bend and Walker Parking Consultants, 6602 East 7" Street, Indianapolis, Indiana, for the above referred to project. Mr. Gilot noted that the Proposal is in the amount of $21,000.00 plus reimbursables. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Proposal was approved and executed. APPROVE CONSTRUCTION CONTRACT - SORIN STREET IMPROVEMENTS - WALSH STREET TO JACOB STREET - RIETH RILEY CONSTRUCTION - PROJECT NO. 101-027 Mr. Gilot advised that in accordance with the bid awarded on July 5, 2001, to Rieth Riley Construction, Post Office Box 1775, South Bend, Indiana, in the amount of $85,400.00 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Contract was approved and the appropriate Certificate of Insurance, Performance Bond and Labor and Materials Payment Bond as submitted were filed. APPROVAL OF MEMORANDUM OF UNDERSTANDING - BENDIX DRIVE PROPERTY DEVELOPMENT PROJECT - ROBERT BOSCH CORPORATION Mr. Gilot stated that the Board is in receipt of a Memorandum of Understanding between the City of South Bend and The Robert Bosch Corporation, for developing improvements at the property 02 REGULAR MEETING JULY 23, 2001 located at 501 North Bendix Drive, South Bend, Indiana. The Memorandum of Understanding authorizes specific engineering personnel to approve the engineering on the project. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Memorandum of Understanding was approved and executed. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - WERWINSKI FROM JOHNSON TO O'BRIEN - BIRTHDAY PARTY Mr. Gilot stated that favorable recommendations have been received by the Division of Engineering, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Janice West, 701 North Johnson, South Bend, Indiana, to conduct the above referred to birthday parry on July 29, 2001, from 1:00 p.m. until 9:00 p.m. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - EAST WAYNE SOUTH FROM 1120 EAST WAYNE TO 1134 EAST WAYNE (ISLAND AREA) - GRADUATION PARTY Mr. Gilot stated that favorable recommendations have been received by the Division of Engineering, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Deborah Berry, 1126 East Wayne, South Bend, Indiana, to conduct the above referred to graduation parry on July 15, 2001, from 5:00 p.m. until 9:00 p.m. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - ECLIPSE PLACE FROM BENDIX DRIVE TO WESTMOOR STREET - YOUTH FEST Mr. Gilot stated that favorable recommendations have been received by the Division of Engineering, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Shannon Miller, Youth Service Bureau, 2222 Lincolnway West, South Bend, Indiana, to conduct the above referred to youth fest on July 21, 2001, from 11:00 a.m. until 9:00 p.m. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - DALE FROM DAYTON TO MILTON - BAPTISM Mr. Gilot stated that favorable recommendations have been received by the Division of Engineering, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Ramon Solis, 928 East Dayton Street, South Bend, Indiana, to conduct the above referred to event on July 28, 2001, from 3:00 p.m. until 9:00 p.m. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - NORTHSIDE BOULEVARD FROM 20T" STREET TO CLOVER STREET - I.U.S.B. FEST 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. Morrie DeGeyter, Indiana University at South Bend, to conduct the above referred to event on September 29, 2001, from 11:00 a.m. until 9:00 p.m. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - WAKEWA FROM MICHIGAN STREET TO LAFAYETTE BOULEVARD - BLOCK PARTY Mr. Gilot stated that favorable recommendations have been received by the Division of Engineering, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Cecilia Lucero, 133 Wakewa, South Bend, Indiana, to conduct the above referred to block party on August 19, 2001, from 1:00 p.m. until 9:00 p.m. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - MANITOU PLACE FROM FOREST AVENUE TO PARK AVENUE - BLOCK PARTY Mr. Gilot stated that favorable recommendations have been received by the Division of Engineering, Police Department and the City Attorney's office, in reference to a request as submitted by Mr. Stan Molenda, 622 Park Avenue, South Bend, Indiana, to conduct the above referred to block party on July 21, 2001, from 9:00 a.m. until 9:00 p.m. Upon a motion made by Mr. Littrell, seconded by Mr. 023E REGULAR MEETING JULY 23, 2001 'Inks and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - NATIONAL NIGHT OUT AGAINST CRIME WALK- BLOCK PARTY Mr. Gilot stated that favorable recommendations have been received by the Division of Engineering, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Cynthia DeLeon, Westside Neighborhood Organization, 2202 West Huron, South Bend, Indiana, to close Huron from Phillipa to Carlisle on August 7, 2001, from 5:30 p.m. until 6:30 p.m. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CONDUCT WALK - NATIONAL NIGHT OUT AGAINST CRIME WALK 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 Ms. Lucy LaVine, Westside Neighborhood Organization, 2202 West Huron, South Bend, Indiana, to conduct the above referred to walk on August 7, 2001, from 5:30 p.m. until 6:30 p.m. on the designated route as submitted. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CONDUCT INTERSECTION SOLICITATION - MUSCULAR DYSTROPHY ASSOCIATION Mr. Gilot stated that favorable recommendations have been received by the Division of Engineering, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Stephanie Santos, Muscular Dystrophy Association, 314 West Catalpa, Mishawaka, Indiana, to conduct the above referred to intersection solicitation, on August 12, 2001, from 11:00 a.m. until 3:00 p.m. at Miami and Ireland; Edison and Ironwood; and Lombardi and Western. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the recommendation was approved, subject to the participants wearing safety vests. APPROVAL OF RECOMMENDATION - TO CONDUCT 4H FAIR PARADE 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. Rick Kring, St. Joseph County Fair, 5117 South Ironwood, South Bend, Indiana, to conduct the above referred to parade, on July 29, 2001, from 4:00 p.m. until 5:15 p.m., on the designated route as submitted. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the recommendation was approved. FILING OF QUARTERLY REPORT - BUREAU OF PUBLIC CONSTRUCTION 2001 PROJECT COMPLETION STATES - APRIL THROUGH JUNE 2001 Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the above referred to report was filed. APPROVE TRAFFIC CONTROL DEVICES The following traffic control device were presented for approval: Removal - Handicapped 227 West Signs no longer needed. Motion made by Accessible Parking Space Jefferson Mr. Littrell, Signs seconded by Mr. Inks. Removal - Handicapped 1343 East Signs no longer needed. Motion made by Accessible Parking Space Dubail Mr. Littrell, Signs seconded by Mr. Inks. Removal - Handicapped 1616 Sibley Signs no longer needed. Motion made by Accessible Parking Space Mr. Littrell, Signs seconded by Mr. Inks. �l I REGULAR MEETING JULY 23, 2001 New Installation - 114 East Ms. Smith has met all Motion made by Handicapped Accessible Dayton requirements. Mr. Inks, Parking Space Signs seconded by Mr. Littrell. New Installation - 105 North Mr. Asford has met all Motion made by Handicapped Accessible Wellington requirements Mr. Inks, Parking Space Signs seconded by Mr. Littrell. New Installation - No Michigan Street Request from South Bend Motion made by Parking - Police Vehicles from Colfax to Police Department Mr. Inks, only - 1:00 AM to 3 AM Western seconded by Mr. Littrell. New Installation - No Jackson at Main This is a dead end street, Motion made by Parking, Tow Zone 6AM with a gas company sub Mr. Gilot, to 6 PM station at the dead end. seconded by Mr. Large trucks parking on Littrell Jackson blocking the access to the sub station. New Installation - 1429 Ms. Beier has met all Motion made by Handicapped Accessible Mishawaka requirements. Mr. Inks, Parking Space Signs Avenue seconded by Mr. Littrell. New Installation - No 2714 Pleasant Nuner School. Will Motion made by Parking - School Days - to 28" Street, provide a better sight Mr. Inks, 7AM to 4 PM Both Sides distance for the seconded by Mr. intersection of 28t" and Littrell Pleasant Streets. New Installation - Speed 5715 Miami Request from Community Motion made by Limit 25 When Children Baptist Church and Mr. Inks, Present School seconded by Mr. Littrell. 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 10:12 a.m. ATTEST: L Angela . Jacob, Vj- 1'16k �� BOARD OF PUBLIC WORKS Gary A. Gilot, President Cz M: Cat Brine—R—v ,,-Member L'jj g �&� D nald E. Inks, Member I 1