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Home My WebLink About10/22/01 Board of Public Works MinutesA 1 1 1 REGULAR MEETING OCTOBER 22, 2001 The regular meeting of the Board of Public Works was convened at 9:33 a.m. on Monday, October 22, 2001, by Board President Gary A. Gilot, with Mr. Carl P. Littrell and Mr. Donald E. Inks present. Also present was Board Attorney Thomas Bodnar. ADD AGENDA ITEM Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the following item was added to the agenda: - Claims, City of South Bend PUBLIC HEARING - LICENSE APPLICATION - TRANSIENT MERCHANT LICENSE - KRIS KRINGLE CRAFT SHOW Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning a License Application for a Transient Merchant License as submitted by Ms. Elinor Tyl,1963 Piedmont Way, South Bend, Indiana, to conduct the sale of crafts at Michiana Christian Schools in South Bend. Ms. Billie Vaughn, South Bend, Indiana, was present, and stated that the Kris Kringle Craft Show has taken place for the past ten (10) years. It was noted that favorable recommendations were received by the Police Department, Fire Department, Building Commissioner and the Legal Department. There being no one else present wishing to address the Board concerning this matter, the Public Hearing was closed. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the License Application was approved. OPENING OF BIDS - SODIUM CHLORIDE (ROCK OF BIDS - SODIUM CHLORIDE (ROCK SALT) This was the date set for receiving and opening of sealed bids for the above referred to materials. 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 bid was opened and publicly read: INDIAN TRUCKING COMPANY Post Office Box 540 Portage, Indiana 46368 Bid was signed by Mr. Paul Overton Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: $326,500.00 (Unit Price x 10,000) The following companies did not elect to bid: American Rock Salt Company Post Office Box 190 Mt. Morris, New York 14510 Swarco Post Office Box 89 Columbia, Tennessee 38402 Detroit Salt Company 12841 Sanders Street Detroit, Michigan 48217 Morton Salt 123 North Wacker Drive Chicago, Illinois 60606 International Salt Company Post Office Box 540 Clarks Summit, Pennsylvania Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Board authorized Mr. Gilot to make a partial award for the sodium chloride. REGULAR MEETING OCTOBER 22, 2001 OPENING OF BIDS - SALE OF ABANDONED 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. Mr. Gilot stated that bids could d be reviewed in the Office of the Clerk of the Board of Public Works immediately following the Board meeting. INDIANA AUTO PARTS, INC. 3300 South Main Street South Bend, Indiana 46614 No. Red Tag # Make of Vehicle Year Vin # Bid 1 5312 FORD PICK UP 1980 F25FLHJ5080 $ 56.50 2 6616 OLDSMOBILE 4/dr 1993 1GHDT13W9P2709033 $256.50 3 7907 CHEVROLET PICK UP 1982 1GCCS14B7C8135796 $ 25.50 5 7690 FORD 2/dr 1979 91702T351262 $ 25.50 6 8369 FORD PICK UP 1977 FlOGUY41808 $ 48.50 7 12475 PONTIAC 2/dr 1983 1G2AW87h8dn201431 $ 25.50 8 8100 NISSAN 2/dr 1991 1N4GB32A5MC815983 $ 56.70 9 8216 DODGE 4/dr 1994 1B3ED46T3RF203141 $225.50 10 8212 HONDA 2/dr 1989 2HGED6352KH515733 $ 25.50 11 8215 DODGE 2/dr 1978 AAOBF8S231275 $ 56.50 12 6734 MERCURY 1985 1MEBP95F4FZ630502 $ 46.50 13 5674 DODGE 1989 1B3XG24J9KG142111 $ 25.50 14 8454 PLYMOUTH 1994 2P4GH25KGRR638135 $265.50 16 8447 FORD PICK UP 1978 F25BUBA0832 $ 56.50 17 11482 CHEVROLET 2/dr 1988 1GILV14WXJY674378 $ 25.50 18 8203 DODGE 2/dr 1985 1B3BV55E2FG103871 $ 25.50 19 j 8169 CADILLAC 2/dr 1986 1 G6CD4786G4247095 $ 46.50 20 11420 BOAT/TRAILER ???? ???????????????????? $ 20.00 22 7361 FORD 2/dr 1992 1FAPP11JINW137708 $ 36.50 23 12251 DODGE 2/dr 1991 1B3XP24D3MN644072 $ 35.60 24 1 12253 CADILLAC 2/dr 1967 J7258173 $ 65.50 25 12252 FORD PICK UP 1985 1FTCF15Y9FLA85055 $ 45.50 26 12145 CHEVROLET 2/dr 1976 136370F122795 $ 56.50 JEFFREY ROSS Post Office Box 1241 Mishawaka, Indiana 46546 D L_ 1 1 E G REGULAR MEETING OCTOBER 22, 2001 No. Red Tag # Make of Vehicle Year Vin # Bid 14 8454 PLYMOUTH 1994 2P4GH25KGRR638135 $250.00 JIM DAVIS 1701 Maplehurst Avenue Mishawaka, Indiana 46645 No. Red Tag # Make of Vehicle Year Vin # Bid 7 12475 PONTIAC 2/dr 1983 1G2AW87h8dn201431 $125.00 AARON BRIDWELL Panda Auto Sales No. Red Tag # Make of Vehicle Year Vin # Bid 2 6616 OLDSMOBILE 4/dr 1993 1GHDT13W9P2709033 $287.03 5 7690 FORD 2/dr 1979 9F02T351262 $ 15.54 10 8212 HONDA 2/dr 1989 2HGED6352KH515733 $ 25.54 14 8454 PLYMOUTH 1994 2P4GH25KGRR638135 $107.51 17 11482 CHEVROLET 2/dr 1988 1GILV14WXJY674378 $ 63.07 19 8169 CADILLAC 2/dr 1986 1 G6CD4786G4247095 $ 27.50 22 7361 FORD 2/dr 1992 IFAPPI IJINW137708 $ 51.50 24 12253 CADILLAC 2/dr 1967 J7258173 $ 33.00 26 12145 CHEVROLET 2/dr 1976 136370F122795 $267.08 KENNY ESMONT 53375 Peggy Avenue South Bend, Indiana 46635 IC G No. Red Tag # Make of Vehicle Year Vin # Bid 8 8100 NISSAN 2/dr 1991 1N4GB32A5MC815983 $ 43.50 12 6734 MERCURY 1985 1MEBP95F4FZ630502 $191.60 16 8447 FORD PICK UP 1978 F25BUBA0832 $ 21.90 SCOTT RIPLEY 1502 High Street South Bend, Indiana n REGULAR MEETING OCTOBER 22, 2001 No. Red Tag # Make of Vehicle Year Vin # Bid 5 7690 FORD 2/dr 1979 91702T351262 $ 40.44 6 8369 FORD PICK UP 1977 FlOGUY41808 $ 75.00 8 8100 NISSAN 2/dr 1991 1N4GB32A5MC815983 $107.54 10 8212 HONDA 2/dr 1989 2HGED6352KH515733 $ 30.42 13 5674 DODGE 1989 1B3XG24J9KG142111 $ 50.89 18 8203 DODGE 2/dr 1985 1B3BV55E2FG103871 $ 31.67 24 12253 CADILLAC 2/dr 1967 J7258173 $ 57.81 DAVID ROSS 54999 Elder Road Mishawaka, Indiana 46545 Lo-j"D No. Red Tag # Make of Vehicle Year Vin # Bid 9 8216 DODGE 4/dr 1994 1B3ED46T3RF203141 $200.00 JOHN H. OXIAN 1533 Lincolnway West South Bend, Indiana 46628 No. Red Tag # Make of Vehicle Year Vin # Bid 2 6616 OLDSMOBILE 4/dr 1993 1GHDT13W9P2709033 $ 75.00 RICHARD HEIM 2167 Inglewood Place South Bend, Indiana 46616 Mm No. Red Tag # Make of Vehicle Year Vin # Bid 2 6616 OLDSMOBILE 4/dr 1993 1GHDT13W9P2709033 $351.01 8 8100 NISSAN 2/dr 1991 1N4GB32A5MC815983 $ 89.01 10 8212 HONDA 2/dr 1989 2HGED6352KH515733 $ 55.01 13 5674 DODGE 1989 1B3XG24J9KG142111 $ 89.01 14 8454 PLYMOUTH 1994 2P4GH25KGRR638135 $421.01 Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the above bids were referred to the Department of Code Enforcement the for review and recommendation. I 1 1 Q0 1 REGULAR MEETING OCTOBER 22, 2001 AWARD QUOTATION - CENTURY CENTER COLUMN REPAIR - PROJECT NO. 101-067 Mr. Carl P. Littrell, City Engineer, advised the Board that on October 8, 2001, quotations were received and opened for the above referred to project. After reviewing those quotations, Mr. Gilot recommends that the Board award the contract to H.G. Christman Construction Company, 850 South Fellows, South Bend, Indiana, in the amount of $32,900.00. Therefore, Mr. Littrell made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Mr. Inks seconded the motion which carried. APPROVAL OF REQUEST FOR QUALIFICATIONS - ENERGY EFFICIENCY CONTRACTING FOR CENTURY CENTER In a memorandum to the Board, Mr. Carl Littrell, City Engineer, requested permission to advertise and solicit responses to a Request for Qualifications for energy efficiency contracting for the Century Center. The Century Center wishes to improve the energy efficiency of certain systems at the Center. I.C. 36-1-12.5 allows municipalities to advertise, receive and evaluate proposals from firms and select a firm on the basis of energy efficiency of proposed improvements. Upon a motion made by Mr. Inks, seconded by Mr. Gilot, the request was approved. FAVORABLE RECOMMENDATION - PETITION TO VACATE AN ALLEY - FIRST NORTH/SOUTH ALLEY EAST OF LAFAYETTE BOULEVARD Mr. Gilot indicated that the Common Council has submitted to the Board a Vacation Petition as completed by Mr. Mahmoud Hussein, 744 North Notre Dame Avenue, 822 South Lafayette Boulevard, South Bend, Indiana, to vacate the following alley: The first east/west alley south of South Bend Avenue from the east right of way of Notre Dame Avenue to 20 feet west of the first north/south alley for a distance of 140.35 feet and a width of 14 feet. Being a part of Sorin's First Addition to the City of South Bend, St. Joseph County, Indiana. Mr. Gilot advised that the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Police Department, Fire Department, Sanitation, and the Department of Economic Development. The Department of Public Works stated that this vacation does not include the full length of the alley from Notre Dame Avenue to the north/south alley. Public maintenance cannot be efficiently accomplished. Area Plan stated that if this alley is vacated, it be done so subj ect to the creation of any turn -around or utility easements that may be necessary. Therefore, Mr. Gilot made a motion that the Board send a favorable recommendation to the Common Council concerning this Vacation Petition, subject to any utility easements. 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 Date Comments Claim City of South Bend $1,556,400.03 October 22, 2001 Approved October 22, 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. 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 9:53 a.m. REGULAR MEETING ATTEST: Angela . Jacob, Cl OCTOBER 22, 2001 BOARD OF PUBLIC WORKS Gary A. Gilot, President Carl P. Littrell, Member Donald E. Inks, Member RATIFICATION OF PREVIOUSLY APPROVED ITEMS Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following agenda items were ratified. It was noted these agenda items were approved by the Board of Public Works at the agenda session held on October 18, 2001. The public agenda session of the Board of Public Works was convened at 8:00 a.m. on Thursday, October 18, 2001, by Board President Gary A. Gilot, with Mr. Carl P. Littrell and Mr. Donald E. Inks present. Also present was Board Attorney Thomas Bodnar. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the minutes of the regular meeting of the Board held on October 8, 2001, were approved. OPENING/AWARD OF QUOTATIONS - MIAMI ROAD AND RIDGEDALE INTERSECTION IMPROVEMENTS - PROJECT NO. 100-90 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: WALSH & KELLY, INC. 24358 State Road 23 South Bend, Indiana 46614 Quotation was submitted by Mr. Kevin Kelly QUOTATION: $67,765.00 RIETH RILEY CONSTRUCTION COMPANY, INC. 25200 State Road 23 South Bend, Indiana 46634 Quotation was submitted by Mr. Kevin Kelly QUOTATION: $48,750.00 Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the above Quotations were referred to the Division of Engineering for review and recommendation. After reviewing those quotations, Mr. Jason Durr, Engineering, recommends that the Board award the contract to Rieth Riley Construction Company, Inc., in the amount of $48,750.00. Therefore, Mr. Littrell made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Mr. Inks seconded the motion which carried. 1 1 1 REGULAR MEETING OCTOBER 22, 2001 AWARD QUOTATION - MIAMI VILLAGE PARK - PHASE I - PROJECT NO. 101-055 Ms. Angela Furore, Planning Department, advised the Board that on October 8, 2001, quotations were received and opened for the above referred to project. After reviewing those quotations, Ms. Furore recommends that the Board award the contract to the lowest responsive and responsible bidder, Kaser Spraker Construction, 25487 West State Road 2, South Bend, Indiana, in the amount of $32,505.00. Therefore, Mr. Littrell made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Mr. Gilot seconded the motion which carried. AWARD OUOTATION - ORGANIC RESOURCE PAD 92 - STORM SEWER RELOCATION - PROJECT NO. 101-065 Mr. Patrick Henthorn, Environmental Services, advised the Board that on October 4, 2001, quotations were received and opened for the above referred to project. After reviewing those quotations, Mr. Henthorn recommends that the Board award the contract to the lowest responsive and responsible bidder, HRP Construction, Post Office Box 266, South Bend, Indiana, in the amount of $17,600.00. Therefore, Mr. Littrell made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Mr. Inks seconded the motion which carried. AWARD BID - SALE OF CITY -OWNED PROPERTY - 623 INDIANA AVENUE Mr. Larry Magliozzi, Planning Department, advised the Board that on September 24, 2001, no bids were received for the above referred to property. Mr. Elijah Fisher, 625 East Indiana, South Bend, Indiana, submitted a bid after the bid date. Since the abutting land owner has first priority on the sale of vacant property per Indiana Code and because no other offers were received as to this property, this offer was accepted. After reviewing the offer, Mr. Magliozzi recommends that the Board award the contract to Mr. Elijah Fisher, 625 East Indiana, South Bend, Indiana in the amount of $298.74 plus $90.00 for advertising costs. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Gilot seconded the motion which carried. AWARD QUOTATION - WASTEWATER TREATMENT PLANT -15" SEWER RELOCATION - PROJECT NO. 101-066 Mr. Robert Toppel, Environmental Services, advised the Board that on October 8, 2001, quotations were received and opened for the above referred to project. After reviewing those quotations, Mr. Toppel recommends that the Board award the contract to the lowest responsive and responsible bidder, CenterLine Mechanical Contracting, Inc., 5777 Cleveland Road, South Bend, Indiana, in the amount of $17,550.00. Therefore, Mr. Littrell made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Mr. Inks seconded the motion which carried. APPROVE CHANGE ORDER - SECONDARY CLARIFIER IMPROVEMENTS - WASTEWATER TREATMENT PLANT - BOWEN ENGINEERING CORPORATION - PROJECT NO. 98-18 Mr. Gilot advised that Mr. Jack Dillon, Director, Environmental Services, has submitted Change Order No. 8 on behalf of Bowen Engineering, 1260 Summit Street, Crown Point, Indiana, indicating that the Contract amount be increased $8,100.00 for a new Contract sum including this Change Order in the amount of $5,753,926.00. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Change Order was approved. APPROVE CHANGE ORDER - ROBERT BOSCH CORPORATION - FACILITY IMPROVEMENTS - PHASE I - KASER SPRAKER CONSTRUCTION - PROJECT NO 101-046 Mr. Gilot advised that Mr. Carl Littrell, City Engineer, 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 $2,687.00 for a new Contract sum including this Change Order in the amount of $1,902,682.00. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Change Order was approved. APPROVE CHANGE ORDER - ROBERT BOSCH CORPORATION - FACILITY IMPROVEMENTS - PHASE I - KASER SPRAKER CONSTRUCTION - PROJECT NO 101-046 Mr. Gilot advised that Mr. Carl Littrell, City Engineer, has submitted Change Order No. 2 on behalf of Kaser Spraker Construction, 25487 West State Road 2, South Bend, Indiana, indicating that the Contract amount be increased $4,687.00 for a new Contract sum including this Change Order in the REGULAR MEETING OCTOBER 22, 2001 amount of $1,907,357.00. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Change Order was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS/TITLE SHEET - QUEEN STREET IMPROVEMENTS - KESSLER BOULEVARD TO QUEEN STREET - PROJECT NO. 101-069 In a memorandum to the Board, Mr. David Koppana, Engineer, requested permission to advertise for the receipt of bids for the above referred to project. In addition, the Title Sheet for this project was presented for approval. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the request to advertise for the receipt of bids and the Title Sheet were approved. APPROVAL OF AGREEMENT - PROFESSIONAL ENGINEERING SERVICES - TO PERFORM THE STREAM REACH CHARACTERIZATION AND EVALUATION REPORT FOR NEW NPDES PERMIT FOR COMBINED SEWER OVERFLOWS - GREELEY AND HANSEN Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Greeley and Hansen LLP, 100 South Wacker, Chicago, Illinois, for the above referred to project. Mr. Gilot noted that the Agreement is in the amount not to exceed $73,000.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Agreement was approved and executed. APPROVAL OF AMENDMENT TO A PROPOSAL -DEVELOPMENT OF PARKING LOT AND PARKING STRUCTURE FOR EAST BANK DEVELOPMENT - WALKER PARKING CONSULTANTS Mr. Gilot stated that the Board is in receipt of an Amendment to a Proposal between the City of South Bend and Walker Parking Consultants, 6602 East 75t" Street, Indianapolis, Indiana, for the preparation of more alternative plans for surface and structured parking than was originally anticipated. Mr. Gilot noted that the Amendment is in the amount of $6,000.00, bringing the sum of the Proposal to $27,000.00. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Amendment to the Proposal was approved and executed. APPROVAL OF BUILDING BLOCK GRANT AGREEMENTS The following Building Block Grant Agreements were presented to the Board for approval: 937 South 23`a Street $ 125.00 633 South 24' Street $ 125.00 444 South Camden $ 125.00 1102 West Cleveland Road $ 125.00 808 East Dayton $ 125.00 2602 Hartzer Street $ 125.00 3401 Northside Boulevard $ 125.00 2226 Prospect $ 125.00 426 Pulaski Street $ 125.00 703 Woodcliff Drive $ 125.00 2741 York Road $ 125.00 915 North Ironwood Drive $ 275.00 St. Peter's United Church of Christ - Group Grant 120 South Taylor Street $1,000.00 Circle of Mercy - Group Grant 714 South Albert $ 125.00 1968 Broadford $ 125.00 1 4t'1er r- J REGULAR MEETING OCTOBER 22, 2001 1805 East Donald $ 125.00 711 Forest Avenue $ 125.00 1606 Southlea Drive $ 125.00 309 North Sunnyside $ 125.00 2221 Union Avenue $ 125.00 1240 South Miami $1,000.00 Miami Village Association - Grant 1007 Portage $1,000.00 Near Northwest Neighborhood - Grant Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the above referred to Agreements were approved and executed. APPROVAL OF PROPOSAL - LEGAL SERVICES - NPDES PERMIT - BARNES & THORNBURG Mr. Gilot stated that the Board is in receipt of a Proposal between the City of South Bend and Barnes and Thornburg, 2600 Chase Plaza, Chicago, Illinois, for legal services concerning the City of South Bend's NPDES Permit. Mr. Gilot noted that the Proposal is in the amount not to exceed $12,000.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Proposal was approved and executed. APPROVAL OF AGREEMENT - PROFESSIONAL ENGINEERING SERVICES - SURVEYS/SUBDIVISION DESIGN/IMPROVEMENTS - OLIVER PLOW WORKS SITE - DANCH, HARNER & ASSOCIATES, INC. Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Danch, Hamer & Associates, Inc., 2422 Viridian Drive, South Bend, Indiana, for the above referred to project. Mr. Gilot noted that the Agreement is in the amount of $29,000.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Agreement was approved and executed. APPROVAL OF AGREEMENT - PROFESSIONAL ENVIRONMENTAL SERVICES BROWNFIELD PILOT ASSESSMENT GRANT - HULL AND ASSOCIATES. INC. Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Hull and Associates, Inc., 6130 Wilcox Road, Dublin, Ohio, for professional environmental services related to the Brownfield Pilot Assessment Grant. Mr. Gilot noted that the Agreement is in the amount of $90,030.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Agreement was approved and executed. APPROVE COMMUNITY NEIGHBORHOOD YOUTH GRANT AGREEMENTS The following Community Development Youth Grant Agreements were presented to the Board for approval: Boys & Girls Club of St. Joseph $1,125.00 Conference for youth in Toledo, County Ohio Youth Services Bureau $2,000.00 Youth Conference at Notre Dame University Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the above referred to Agreements were approved and executed. APPROVAL OF AGREEMENT - TEMPORARY RIGHT OF WAY - MIAMI VILLAGE ASSOCIATION Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and the Miami Village Association, for the right, privilege and authority to the City of South Bend and Kaser Spraker Construction onto and/or across said real estate for the purpose of making REGULAR MEETING OCTOBER 22, 2001 improvements and landscaping. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the Agreement was approved and executed. APPROVAL OF AGREEMENT - PROFESSIONAL SERVICES - GATEWAY IMPROVEMENTS FOR MIAMI VILLAGE ASSOCIATION - BELLA-ALTA ASSOCIATES Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Bella -Alta Associates, 1132 North St. Joseph, South Bend, Indiana, for design consultation in the development of gateway improvements for the Miami Village Association. Mr. Gilot noted that there is no cost to the City. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the Agreement was approved and executed. APPROVE CONSTRUCTION CONTRACT - BLACKTHORN PARK LOT NO. 1A- ACCESS DRIVE TO MOREAU COURT - WALSH & KELLY INC. PROJECT NO. 101-049 Mr. Gilot advised that in accordance with the bid awarded on October 8, 2001, to Walsh and Kelly, Inc., 24358 State Road 23, South Bend, Indiana, in the amount of $44,527.50 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Contract was approved and the appropriate Certificate of Insurance, Performance Bond and Labor and Materials Payment Bond as submitted were filed. FAVORABLE RECOMMENDATION - PETITION TO VACATE AN ALLEY - FIRST NORTH/SOUTH ALLEY EAST OF LAFAYETTE BOULEVARD Mr. Gilot indicated that the Common Council has submitted to the Board a Vacation Petition as completed by Ms. Diane Ernsberger, 822 South Lafayette Boulevard, South Bend, Indiana to vacate the following alley: The first north/south alley east of Lafayette Boulevard from the north right of way line of Sample Street to the south right of way line of Tutt Street for a distance of 278 feet, more or less and a width of14 feet. Being a part of the Garst 1" Addition to the City of South Bend, St. Joseph County, Indiana. Mr. Gilot advised that the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Area Plan Commission, Police Department, Fire Department, Sanitation, Department of Economic Development and the Department of Public Works. Therefore, Mr. Gilot made a motion that the Board send a favorable recommendation to the Common Council concerning this Vacation Petition, subject to any utility easements. Mr. Inks seconded the motion which carried. APPROVAL OF RECOMMENDATION - TO CONDUCT "JINGLE BELL RUN" - ARTHRITIS FOUNDATION 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. Michael Ford, Arthritis Foundation, 300 North Michigan, South Bend, Indiana, to conduct the above referred to run on December 2, 2001, from 10:00 a.m. until 12:00 p.m., on the designated route as submitted. Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the recommendation was approved. ADOPT RESOLUTION NO. 60-2001 - RECOMMENDING THE ACCEPTANCE OF THE TERMS OF A CREDIT ENHANCEMENT POLICY PERTAINING TO THE CITY OF SOUTH BEND INDIANA SEWAGE WORKS REFUNDING REVENUE BONDS OF 2001 • AND APPROVING AND AUTHORIZING OTHER ACTIONS IN RESPECT THERETO 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. 60-2001 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, RECOMMENDING THE ACCEPTANCE OF THE TERMS OF A CREDIT ENHANCEMENT POLICY PERTAINING TO THE CITY OF SOUTH BEND, INDIANA SEWAGE WORKS REFUNDING REVENUE BONDS OF 2001; AND APPROVING AND REGULAR MEETING OCTOBER 22, 2001 AUTHORIZING OTHER ACTIONS IN RESPECT THERETO WHEREAS, the City of South Bend, Indiana (the "City") has determined that it is advisable to issue current refunding bonds as authorized by Ordinance No. 9270-01, passed by the Common Council of the City (the "Common Council") on September 24, 2001 (the "Bond Ordinance") and designated as the "City of South Bend, Indiana Sewage Works Refunding Revenue Bonds of 2001" in an original amount not to exceed Six Million Three Hundred Thousand Dollars ($6,300,000) (the "2001 Bonds"); and WHEREAS, Section 24 of the Bond Ordinance provides that in connection with the sale of the 2001 Bonds the City may obtain bond insurance to secure the 2001 Bonds, with the premium for such bond insurance to be payable from the proceeds of the 2001 Bonds; and WHEREAS, the Board of Public Works of the City (the "Board") has determined, based upon information furnished to the City by its financial advisor, that it is advisable to obtain a financial guaranty bond insurance policy to secure the 2001 Bonds (the "Bond Insurance Policy"), and to select MBIA Insurance Corporation ("MBIA") to issue the Bond Insurance Policy; and WHEREAS, the Commitment of MBIA to issue the Bond Insurance Policy requires the City to comply with certain MBIA procedures and approvals (the "Policy Terms"), and such provisions include the matters which are contained in a proposed resolution (the "Resolution") to be considered by the Common Council; and WHEREAS, the Board desires to recommend to the Common Council that it adopt the Resolution to insure that the City is in compliance with MBIA's Policy Terms for so long as the 2001 Bonds are secured by the Bond Insurance Policy; and WHEREAS, the Board has reviewed the proposed form of the Resolution, a copy of which is attached hereto as Exhibit A, and the Board has found such resolution to be satisfactory: NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, AS FOLLOWS: Section 1. The Board hereby approves (i) the City obtaining a financial guaranty bond insurance policy to secure the 2001 Bonds (the "Bond Insurance Policy"), and (ii) the selection of MBIA Insurance Corporation ("MBIA") to issue the Bond Insurance Policy. Section 2. The Board hereby approves the substantially final form of the Resolution presented to this meeting and recommends to the Common Council the adoption of such Resolution to insure that the City is in compliance with MBIA's Policy Terms for so long as the 2001 Bonds are secured by the Bond Insurance Policy. Section 3. The Board hereby ratifies the actions taken to file the Resolution with the Clerk of the City ("City Clerk") for presentation to the Common Council, and the Clerk of the Board is hereby directed to present a copy of this Resolution to the City Clerk for presentation to the Common Council for its consideration, as soon as may be done, thereby requesting the adoption of the Resolution. Section 4. This Resolution shall be in full force and effect from and after its adoption by the Board. Adopted at a meeting of the Board of Public Works of the City of South Bend, Indiana, on this 18TH day of October, 2001. L .. . REGULAR MEETING ATTEST: Angela Jacob, Clerk OCTOBER 22, 2001 BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA s/Gary A. Gilot, President s/Carl P. Littrell, Member s/Donald E. Inks, Member ADOPT RESOLUTION NO. 61-2001 - AMENDING RESOLUTION NO. 18-990, ESTABLISHING VARIOUS ACCOUNTING AND INVENTORY POLICIES AND PRACTICES Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 61-2001 RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, AMENDING RESOLUTION NO. 18-1990, ESTABLISHING VARIOUS ACCOUNTING AND INVENTORY POLICIES AND PRACTICES WHEREAS, the State board of Accounts has recently completed its annual audit of the City of South Bend, Indiana, including an audit of the City's inventory of fixed and moveable assets; and WHEREAS, the institution and implementation of formal policies and practices concerning City inventories recommended by the State Board of Accounts will streamline and provide for the efficient completion of future City audits; and WHEREAS, the Board of Public Works, pursuant to I.C. 36-9-6-2 has supervisory control over property belonging to the City of South Bend, Indiana. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, AS FOLLOWS: That the City Controller of the City of South Bend, Indiana shall maintain a General Fixed Asset Group of Accounts which shall include all fixed and moveable assets, except infrastructure assets, of the City of South Bend that have a useful life of more than one year and a basis $5,000.00 or more. In addition, the City Controller or the departments of the City many maintain fixed asset inventories that include assets that do not meet the capitalization criteria of the General Fixed Asset Account Group, assets that are categorized as infrastructure assets, or insured fixed assets. 2. That for the purposes of maintaining a General Fixed Asset Group of Accounts the following definitions are provided: A. Basis - The basis of an asset is the original historical cost of the asset or the estimated original historical cost if the actual cost is unknown. For donated assets, the basis of the asset is the fair market value of the asset at the date of the donation of the asset. Ordinary and necessary repairs that do not extend the life or alter the asset by greater than 50% do not add to the basis of the asset for the purpose of capitalization in the General Fixed Asset Account Group. B. Infrastructure Assets - Infrastructure assets are public domain fixed assets such as roads, bridges, curbs and gutters, streets and sidewalks, drainage systems, lighting systems and similar assets that are immovable and of value only to the governmental unit, including land improvements for City recreational properties. That all City departments are required to submit asset acquisition and disposal forms I 1 REGULAR MEETING OCTOBER 22, 2001 to the City Controller for each purchase, other acquisition, disposal, or other disposition of each asset owned by or assigned to the department that meets the asset capitalization criteria. Asset date submission must be made on forms provided by the City Controller. Form must be submitted at the time of the acquisition or disposal of the asset. 4. That all City departments are required to periodically, but not less often than biennially, conduct an inventory of all fixed assets owned by or assigned to the department including fixed, movable and infrastructure assets. This inventory must be reconciled to inventory maintained by the City Controller of the City of South Bend, and all discrepancies must be immediately reported to the City Controller. 5. That the City will produce a listing of all fixed assets with additions an deletions for each calendar yea to e submitted for audit. 6. That this resolution shall be in full force and effect from and after its adoption by the Board of Public Works for the City of South Bend, Indiana. Adopted this 18t' day of October, 2001. BOARD OF PUBLIC WORKS s/Gary A. Gilot, President s/Carl P. Littrell, Member s/Donald E. Inks, Member ATTEST: s/Angela K. Jacob, Clerk ADOPT RESOLUTION NO. 62-2001 - ACCEPTING THE TRANSFER OF REAL PROPERTY FROM SOUTH BEND REDEVELOPMENT COMMISSION Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the following Resolution was adopted by the Board of Public Works: 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: (See Exhibit A, attached) (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 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; and WHEREAS, the Commission, at is meeting of October 19, 2001, considered Resolution No. approving the transfer of Real Property from the Commission to the Board. 3u A REGULAR MEETING OCTOBER 22, 2001 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: (See Exhibit A, attached) 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 October 18, 2001, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/Gary Gilot, President s/Don Inks, Member ATTEST: s/Carl Littrell, Member s/Angela K. Jacob, Clerk FILING OF CERTIFICATES OF INSURANCE Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the following Certificates of Insurance were accepted for filing: Stanley Clark School, Inc. Torok Excavation 3123 Miami Road 825 South Fellows Street South Bend, Indiana 46614 South Bend, Indiana 46601 Walsh & Kelly, Inc. 1700 East Main Street Griffith, Indiana 46319-2999 TABLE RELEASE AND DISCHARGE OF LIABILITY UNDER BOND - KNAPP ENVIRONMENTAL - NEWMAN ALTMAN BUILDING DEMOLITION - PROJECT NO. 100-10 Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Release and Discharge of Liability Under Bond was tabled. 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: BOND OF CONTRACTOR Honeywell International, Inc. Released Effective October 18, 2001 Pioneer Associates, Inc. Approved Effective October 15, 2001 Pursuant to Res. No. 100-2000 Amparo Martinez Approved Effective October 15, 2001 Pursuant to Res. No. 100-2000 1 1 REGULAR MEETING Reif Beachy Construction Roger Mattix & William Claeys d/b/a RAM Concrete Benjamin Rungel EXCAVATION BOND Pioneer Associates, Inc. OCTOBER 22, 2001 Approved Effective October 15, 2001 Pursuant to Res. No. 100-2000 Released Effective October 18, 2001 Approved Effective October 17, 2001 Pursuant to Res. No. 100-2000 Approved Effective October 15, 2001 Pursuant to Res. No. 100-2000 SUBDIVISION BOND Hospitality Development Group, LLC $145,700.00 Surety - Designs for Water, Sewer and Drainage Phase I - Development - U.S. 31 South Mr. Inks made a motion that the recommendation be accepted and that the Bonds be approved and/or released as outlined above. Mr. Gilot seconded the motion which carried. RELEASE OF INGRESS/EGRESS EASEMENT - EDDY STREET LAND TRUST In a memorandum to the Board, City Engineer Carl Littrell stated that the Board of Works approved an egress/ingress easement at the March 26, 2001 meeting for the Eddy Street Land Trust. At that time, Eddy Street Land Trust was petitioning for vacation of four (4) alleys, and the easement was created to allow access to City facilities within that area. The petition of those alleys has since been abandoned and no longer needed. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Release of Ingress/Egress Easement for the Eddy Street Land Trust 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: New Energy Corporation 3201 West Calvert Street South Bend, Indiana 46680 Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the Wastewater Treatment Plant Discharge Permit was approved. APPROVE TITLE SHEET - FIELDSTONE CENTER- SECTION ONE SUBDIVISION Mr. Gilot 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. Gilot, seconded by Mr. Inks and carried, the above referred to Title Sheet was approved and signed. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following traffic control devices were approved: New Installation - Stop Sign - East side of Mayflower; Large trucks parking on No Parking Within 15' of Sample north to 100' south of Mayflower causing sight Pavement Western; Mayflower posted distance problems for "No Parking Within 15' of vehicles on side streets. Pavement" at Western to 100' Also, noise complaints from south I the trucks. REGULAR MEETING OCTOBER 22, 2001 Removal/Revise - 1 hour 200 Block South Michigan Pilot program for 90 days. parking changed to 2 hour parking, 6 am to 6 pm New Installation - No Westmoor from Sheridan to Request made by Honeywell Parking, Tow Zone Bendix Removal/Revise - 1 hour 200 block of Colfax, south North side is already 2 hour parking changed to 2 hour side parking parking, 6 am to 6 pm 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 $3,472,225.26 October 15, 2001 Approved October 18, 2001 St. Joseph County $ 3,100.00 September 28, 2001 Approved October Housing Consortium 18, 2001 St. Joseph County $ 75,500.00 September 28, 2001 Approved October Housing Consortium 18, 2001 St. Joseph County $ 16,675.00 September 28, 2001 Approved October Housing Consortium 18, 2001 St. Joseph County $ 16,500.00 September 28, 2001 Approved October Housing Consortium 18, 2001 St. Joseph County $ 921.72 September 28, 2001 Approved October Housing Consortium 18, 2001 St. Joseph County $ 9,155.00 September 28, 2001 Approved October Housing Consortium 18, 2001 St. Joseph County $ 3,526.66 September 28, 2001 Approved October Housing Consortium 18, 2001 St. Joseph County $ 8,551.00 October 7, 2001 Approved October Housing Consortium 18, 2001 St. Joseph County $ 138,000.00 September 28, 2001 Approved October Housing Consortium 18, 2001 St. Joseph County $ 1,355.00 October 12, 2001 Approved October Housing Consortium 18, 2001 St. Joseph County $ 175.00 October 12, 2001 Approved October Housing Consortium 18, 2001 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. Gilot, seconded by Mr. Inks and carried, the meeting adjourned at 9:43 a.m. 1 li 4 y�: REGULAR MEETING OCTOBER 22, 2001 • 1 ATTEST: Angela . Jacob, C k 1 BOARD OF PUBLIC WORKS Gary A. Gilot, President Carl P. Littrell, Member Donald E. Inks, Member I I 1