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HomeMy WebLinkAbout11/13/01 Board of Public Works MinutesREGULAR MEETING \ 1iS NOVEMBER 13, 2001 The regular meeting of the Board of Public Works was convened at 9:35 a.m. on Tuesday, November 13, 2001, by Board President Gary A. Gilot, with Mr. Donald E. Inks present. Also present was Board Attorney Thomas Bodnar. Board Member Carl P. Littrell was not present. AGENDA ITEMS ADDED Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following items were added to the agenda: - Bond of Contractor - Robert Henry Corporation - Resolution No. 64-2001 - Request for Temporary Sign Installation - Salvation Army - Consent to Annexation and Waiver of Right to Remonstrate - Claims - City of South Bend - Proposal - DLK - Land Surveying - Proposal - DLK - Construction Documents - Proposal - Farnsworth Group - Downtown Streetscape - Traffic Control Device - Installation of Stop Sign - Revised Proposal - The Troyer Group - Warranty Deed - Miami Village Neighborhood Association PUBLIC HEARING - LICENSE APPLICATION - TRANSIENT MERCHANT - CHUCK HOMIER' S SALE Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning a License Application for a Transient Merchant, as submitted by Mr. Chuck Homier, 601 East Lamont, Huntington, Indiana, to conduct the sale of tools, housewares, home furnishings and general merchandise at the Armed Forces Reserve Center, 1901 South Kemble, South Bend, Indiana. It was noted favorable recommendations were received from the Police Department, Building Department, Fire Department and the City Attorney's Office. Mr. Chuck Homier had requested that Ms. Angela Jacob represent his organization at the Public Hearing. Ms. Jacob stated that this sale has taken place in South Bend for the past 8-9 hears, with no complainants, and recommended approval. There being no one else present wishing to address the Board concerning this matter, the Public Hearing was closed. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Application for a Transient Merchant License was approved. APPROVE CONTRACTOR BOND Mr. Anthony Molnar, Engineer, Division of Engineering, recommended that the following Contractor Bond be approved as follows: BOND OF CONTRACTOR Robert Henry Corporation Approved Effective November 8, 2001 Pursuant to Res. No. 100-2000 Mr. Inks made a motion that the recommendation be accepted and that the Bond be approved as outlined above. Mr. Gilot seconded the motion which carried. ADOPT RESOLUTION NO. 64-2001 - RATIFYING CONFIRMING AND APPROVING AGREEMENT RELATED TO THE UNDERWRITERS LABORATORIES INC. EXPANSION PROJECT Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the following Resolution was adopted by the Board of Public Works: is V REGULAR MEETING ,3 RESOLUTION NO.64-2001 NOVEMBER 13, 2001 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA RATIFYING, CONFIRMING AND APPROVING AGREEMENT RELATED TO THE UNDERWRITERS LABORATORIES, INC. EXPANSION PROJECT WHEREAS, the City of South Bend, Indiana (the "City") has determined that the retention and expansion of Underwriters Laboratories, Inc. ("UL") located within the City is in the best interests of the City; and WHEREAS, the Business Development Corporation of South Bend, Mishawaka, St. Joseph County, Indiana ("BDC"), an Indiana not -for -profit corporation has expressed a desire to invest in the economic development of the City by assisting UL in its current and future development plans in order to facilitate UL's expansion within the City of South Bend ("Project"); and WHEREAS, in order to facilitate the retention of UL's existing business and provide for the expansion of UL, City and BDC have agreed that the City shall encourage BDC's investment in the City of South Bend as related to the Project by making a grant of funds to BDC; and WHEREAS, the City believes that the Project as described in the Agreement is in the best interests of the health, safety and the social and economic welfare of the City and its residents and that the Project complies with federal, state and local laws under which the Project has been undertaken and is being assisted; and WHEREAS, BDC and the City have memorialized their intentions and understanding in a contract entitled "Agreement" and dated November 5, 2001; and WHEREAS, pursuant to Indiana Code § 36-4-5-3, the Mayor for the City of South Bend is empowered to sign contracts of the City; and WHEREAS, in order to facilitate the Project, the Mayor has heretofore executed the Agreement on behalf of the City pursuant to I.C. § 36-4-5-3; and WHEREAS, the Board of Public Works desires to ratify the Agreement; NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend, Indiana as follows: 1. The actions taken by the Mayor of the City of South Bend relating to the Project, including the execution of the Agreement on behalf of the City are hereby in all respects ratified, confirmed and approved. 2. This Resolution shall be in full force and effect after its adoption by the Board of Public Works. ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana held on November 13, 2001 at 1300 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 1 1 El 1 REGULAR MEETING NOVEMBER 13, 2001 APPROVE OF REQUEST - PLACEMENT OF TEMPORARY SIGN - SALVATION ARMY In a letter to the Board, Ms. Charlotte Pfeifer, Common Council, requested permission on behalf of the Salvation Army, to place a gift giving sign on the grass area in front of the Morris Performing Arts Center from November 15, 2001 until after Christmas. They will be responsible for erecting and removing the sign. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the request was approved. APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE Mr. Gilot stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to Remonstrate as submitted by Wieslaw and Ewa Kopacz, 16948 Hidden Valley Drive, Granger, Indiana. The Consent indicates that in consideration for permission to tap into the public sanitary water system of the City, to provide sanitary water service to the east side of Hickory Road north of Cleveland Road, South Bend, Indiana, (Key # 02-2017-0359.21), the Kopacz's waive and release any and all right to remonstrate against or oppose any pending or future annexation of the property by the City of South Bend. Therefore, Mr. Gilot made a motion that the Consent be approved. 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 $2,194,353.59 November 13, 2001 Approved November 13, 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. APPROVAL OF PROPOSAL - PLYMOUTH LAND SURVEYING - DOWNTOWN STREETSCAPE MASTER PLAN - DLK ARCHITECTURE INC. Mr. Gilot stated that the Board is in receipt of a Proposal between the City of South Bend and Plymouth Land Surveying & Design, Inc, 218 West Adams Street, Plymouth, Indiana, for topographical data in the downtown streetscape area. Mr. Gilot noted that the Proposal is in the amount not to exceed $3,000.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Proposal was approved and executed, subject to legal review and source of funding. APPROVAL OF PROPOSAL - CONSTRUCTION DOCUMENTS - DOWNTOWN STREETSCAPE MASTER PLAN - DLK ARCHITECTURE INC. Mr. Gilot stated that the Board is in receipt of a Proposal between the City of South Bend and DLK Architecture, Inc., 310 South Michigan Avenue, Chicago, Illinois, for the preparation of construction documents and specifications for the demonstration block of the downtown South Bend Streetscape Master Plan. Mr. Gilot noted that the Proposal is in the amount not to exceed $14,000.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Proposal was approved and executed, subject to legal review and source of funding.. APPROVAL OF PROPOSAL - ENGINEERING SERVICES - DOWNTOWN STREETSCAPE MASTER PLAN - FARNSWORTH GROUP Mr. Gilot stated that the Board is in receipt of a Proposal between the City of South Bend and Farnsworth Group, 616 West Childs Street, Wheaton, Illinois, for the final engineering services for the above referred to project. Mr. Gilot noted that the Proposal is in the amount not to exceed $13,000.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Proposal was approved and executed, subject to legal review and source of funding. APPROVAL OF REVISED/FINAL PROPOSAL - RE -USE OF STUDEBAKER CORRIDOR BUILDING - THE TROYER GROUP Mr. Gilot stated that the Board is in receipt of a revised Proposal between the City of South Bend REGULAR MEETING NOVEMBER 13, 2001 and The Troyer Group, 550 Union, Mishawaka, Indiana, for consulting services on the above referred to property. It was noted that the Board approved this Proposal on November 8, 2001, and this was a final version, incorporating the correct amount of the Proposal and a defined scope of project. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the revised Proposal was approved and executed. APPROVAL OF WARRANTY DEED - MIAMI VILLAGE ASSOCIATION Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Warranty Deed for the Miami Village Association was approved. The Warranty Deed conveys the property at 1240 Miami Street to the City in order for development of the parcel for the gateway project in the neighborhood. 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 10:05 a.m. BOARD OF PUBLIC WORKS kc�-d- X14�� Gary A. Gilot, President 3 Carl P. Littrell, Member XL,gV Z� I . I vl;z� Donald E. Inks, Member TEST: Angela . Jacob, C rk RATIFICATION OF PREVIOUSLY APPROVED ITEMS Upon a motion made by Mr. Inks, seconded by Mr Gilot and carried, the following agenda items w qjatified. It was noted these agenda items were approved by the Board of Public Works at the agenda session held on November 8, 2001. The public agenda session of the Board of Public Works was convened at 8:08 a.m. on Thursday, November 8, 2001, by Board President Gary A. Gilot, with Mr. Donald E. Inks present. Board Member Carl P. Littrell was not present. Also present was Board Attorney Thomas Bodnar. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the minutes of the regular meeting of the Board held on October 22, 2001, were approved. PUBLIC HEARING - LICENSE APPLICATION - TRANSIENT MERCHANT - "ART FOR THE MIND" - STANLEY CLARK SCHOOL Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning a License Application for a Transient Merchant, as submitted by Ms. Pam Gundlach, Stanley Clark School, 3123 Miami Street, South Bend, Indiana, to conduct the sale of artwork on November 11, 2001 at Stanley Clark School. It was noted favorable recommendations were received from the Police REGULAR MEETING NOVEMBER 13, 2001 Department, Building Department, Fire Department and the City Attorney's Office. Ms. Pam Gundach, Stanley Clark School, was present, and recommended approval. There being no one else present wishing to address the Board concerning this matter, the Public Hearing was closed. Therefore, upon a motion made by Mr. Gilot, seconded by M. Inks and carried, the Application for a Transient Merchant License was approved. AWARD BID - SODIUM CHLORIDE (ROCK SALT) Mr. Sam Hensley, Director, Street Department, advised the Board that on October 22, 2001, one (1) bid was received and opened for the above referred to materials. After reviewing this bid, Mr. Hensley recommends that the Board award the contract to the sole bidder, Indian Trucking Company, Post Office Box 540, Portage, Indiana, in the amount of $32.00 per ton. 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 PROPOSAL - CLEAN -OUT OF LAGOON NO. 1-ORGANIC RESOURCES FACILITY - PROJECT NO. 101-021 ,A Mr. Jack Dillon, Director, Environmental Services, advised the Board that on September 2001, proposals were received and opened for the above referred to project. After reviewing those proposals, Mr. Dillon recommends that the Board award the contract to Resource Conservation Services,14466 South 1050 West, Wanatah, Indiana, in the amount of $790,000.00. Therefore, Mr. Inks made a motion that the recommendation be accepted and the proposal be awarded as outlined above. Mr. Gilot seconded the motion which carried. AWARD BIDS - SALE OF ABANDONED VEHICLES Ms. Kathy Davis, Director, Code Enforcement, advised the Board that on October 22, 2001, bids were received and opened for the above referred to vehicles. After reviewing those bids, Ms. Davis recommends that the Board award the bids to the highest bidders as follows: 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 3 7907 CHEVROLET PICK UP 1982 1GCCS14B7C8135796 $ 25.50 11 8215 DODGE 2/dr 1978 AA013178S231275 $ 56.50 16 8447 FORD PICK UP 1978 F25BUBA0832 $ 56.50 19 8169 CADILLAC 2/dr 1986 1 G6CD4786G4247095 $ 46.50 23 12251 DODGE 2/dr 1991 1B3XP24D3MN644072 $ 35.60 24 12253 CADILLAC 2/dr 1967 J7258173 $ 65.50 25 12252 FORD PICK UP 1985 1FTCF15Y9FLA85055 $ 45.50 JIM DAVIS 1701 Maplehurst Avenue Mishawaka, Indiana 46645 REGULAR MEETING NOVEMBER 13, 2001 No. Red Tag # Make of Vehicle Year Vin # Bid 7 12475 PONTIAC 2/dr 1983 1 G2AW87h8dn201431 $125.00 N0T 1420 i BOAT TRAILER $ 60.25 AARON BRIDWELL Panda Auto Sales 3922 West Western South Bend, Indiana 46619 No. Red Tag # Make of Vehicle Year Vin # Bid 17 11482 CHEVROLET 2/dr 1988 IGILV14WXJY674378 $ 63.07 22 7361 FORD 2/dr 1992 IFAPP11JINW137708 $ 51.50 26 12145 CHEVROLET 2/dr 1976 136370F122795 $267.08 KENNY ESMONT 53375 Peggy Avenue South Bend, Indiana 46635 No. Red Tag # Make of Vehicle Year Vin # Bid 12 6734 MERCURY 1985 1MEBP95F4FZ630502 $191.60 SCOTT RIPLEY 1502 High Street South Bend, Indiana 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 18 8203 DODGE 2/dr 1985 1B3BV55E2FG103871 $ 31.67 DAVID ROSS 54999 Elder Road Mishawaka, Indiana 46545 No. Red Tag # Make of Vehicle Year Vin # Bid 1 5647 DODGE 4/dr 1986 1B3BX48K1GN245731 $ 76.00 RICHARD HEIM 2167 Inglewood Place South Bend, Indiana 46616 1 1 C REGULAR MEETING NOVEMBER 13, 2001 No. Red Tag # Make of Vehicle Year Vin # Bid 2 6616 OLDSMOBILE 4/dr 1993 1GHDT13W9P2709033 $351.01 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. Inks and carried, the recommendation was approved. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT - MIAMI VIADUCT BRIDGE PAINTING - N.I. SPANOS PAINTING, INC. - PROJECT NO 101-057 Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted the Final Change Order with no monetary change for a new contract sum in the amount of $31,500.00. Additionally submitted was the Project Completion Affidavit indicating this final cost. Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Final Change Order and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT - FOUNTAIN RESTORATION - MORRIS PERFORMING ARTS CENTER - EDWARD J. WHITE - PROJECT NO. 101-010 Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager has submitted the Final Change Order, as submitted by Edward J. White, 1011 South Michigan, South Bend, Indiana, with no monetary change for a new contract sum in the amount of $26,362.00. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Final Change Order and the Proj ect Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT - WASTE DRUM REMOVAL - 730 UNITED DRIVE - TAPLIN ENVIRONMENTAL - PROJECT NO 101- 043 Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted the Final Change Order on behalf of Taplin Environmental, 5100 West Michigan, Kalamazoo, Michigan, indicating that the contract amount be decreased by $377.88, for a new contract sum including this Change Order in the amount of $9,069.12. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Final Change Order and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. APPROVE CHANGE ORDER - WESTERN/WAYNE IMPROVEMENTS - BROOKS CONSTRUCTION -PROJECT NO. 101-002 Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 3 on behalf of Brooks Construction Company, Inc., 18130 U.S. Highway 20, Goshen, Indiana, indicating that the Contract amount be increased $208,261.70 for a new Contract sum including this Change Order in the amount of $1,923,655.55. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Change Order was approved. APPROVE CHANGE ORDER - MISHAWAKA AVENUE IMPROVEMENTS - WALSH & KELLY, INC. - PROJECT NO. 101-028 Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 1 on behalf of Walsh & Kelly, Inc., 24358 State Road 23, South Bend, Indiana indicating that the Contract amount be increased $5,000.00 for a new Contract sum including this Change Order in the amount of $58,774.00. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Change Order was approved. 3 - REGULAR MEETING NOVEMBER 13, 2001 APPROVE CHANGE ORDER - MICHIGAN STREET IMPROVEMENTS - RIETH RILEY CONSTRUCTION COMPANY, INC. - PROJECT NO. 101-029 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, with no monetary change, with a Contract sum in the amount of $247,000.00. A time extension of fifteen (15) calendar days was requested. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Change Order was approved. APPROVE CHANGE ORDER - 2001 CONCRETE PAVEMENT REPAIRS - LAPORTE CONSTRUCTION COMPANY INC. POST OFFICE BOX 577 LAPORTE INDIANA Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 1 on behalf of LaPorte Construction Company, Inc., Post Office Box 577, LaPorte, Indiana with no monetary change and a Contract sum in the amount of $211,771.11. A time extension of ten (10) calendar days was requested. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Change Order was approved. APPROVE CHANGE ORDER - PUBLIC WORKS SERVICE CENTER - CASTEEL CONSTRUCTION - PROJECT NO. 101-001 Mr. Gilot advised that Mr. Carl Littrell, Engineering, has submitted Change Order No. 1 on behalf of Casteel Construction, 211 West Washington, South Bend, Indiana indicating that the Contract amount be increased $27,190.00 for a new Contract sum including this Change Order in the amount of $6,604,190.00. A time extension of thirty-five (35) days was also requested. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Change Order was approved. APPROVE CHANGE ORDER - WESTERN/WAYNE STREET IMPROVEMENTS - BROOKS CONSTRUCTION COMPANY, INC. - PROJECT NO. 101-002 Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 4 on behalf of Brooks Construction, 18130 U.S. Highway 20, Goshen, Indiana, indicating that the Contract amount be increased $15,007.94 for a new Contract sum including this Change Order in the amount of $1,938,663.49. Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Change Order was approved. APPROVE CHANGE ORDER - POPPY ROAD SEWER EXTENSION - HRP CONSTRUCTION - PROJECT NO. 101-023 Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 3 on behalf of HRP Construction, Post Office Box 266, South Bend, Indiana indicating that the Contract amount be increased $6,075.00 for a new Contract sum including this Change Order in the amount of $939,324.10. Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Change Order was approved. APPROVE CHANGE ORDER - DEMOLITION OF C.E. LEE BUILDING (215 SOUTH MAIN) - WARNER AND SONS - PROJECT NO. 101-056 Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, 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 $6,500.00 for a new Contract sum including this Change Order in the amount of $89,622.00. Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Change Order was approved. APPROVAL OF PROPOSAL - GAS EXTRACTION SYSTEM DESIGN AND SITE CLOSURE - FREDRICKSON PARK - WEAVER BOOS AND GORDEN Mr. Gilot stated that the Board is in receipt of a Proposal between the City of South Bend and Weaver, Boos and Gorden, 630 East Bronson, South Bend, Indiana, for design engineering services for both a gas extraction system and final site closure for Fredrickson Park. Mr. Gilot noted that the Proposal is in the amount of $43,500.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Proposal was approved and executed, subject to the insurance issue, which will be reviewed by the Legal Department. 1 1 F_J C _.� REGULAR MEETING NOVEMBER 13, 2001 APPROVAL OF ESCROW AGREEMENT - ROBERT BOSCH CORPORATION FACILITIES UPGRADE - KASER SPRAKER CONSTRUCTION/ST. JOE CAPITAL BANK - PROJECT NO. 101-046 Mr. Gilot stated that the Board is in receipt of an Escrow Agreement between the City of South Bend; Kaser Spraker Construction, 25487 West State Road 2, South Bend, Indiana; and St. Joseph Capital Bank, 3820 Edison Lakes Parkway, Mishawaka, Indiana, for the above referred to project. Mr. Gilot noted that the Contract is in the amount of $1,899,995.00. Therefore, upon a motion made by Mr. Inks seconded by Mr. Gilot and carried, the Escrow Agreement was approved and executed. APPROVE CONSTRUCTION CONTRACT - WASTEWATER TREATMENT PLANT - 15" SEWER RELOCATION - CENTERLINE MECHANICAL CONTRACTING INC. - PROJECT NO. 101-066 Mr. Gilot advised that in accordance with the bid awarded on October 18, 2001, to Centerline Mechanical Contracting, Inc., 1717 North Commerce Drive, South Bend, Indiana, in the amount of $17,559.00 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Contract was approved and the appropriate Certificate of Insurance was filed. APPROVE CONSTRUCTION CONTRACT - MIAMI VILLAGE PARK - PHASE I - KASER SPRAKER CONSTRUCTION -PROJECT NO 101-055 Mr. Gilot advised that in accordance with the bid awarded on October 18, 2001, to Kaser Spraker Construction, 25487 West State Road 2, South Bend, Indiana, in the amount of $32,505.00 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Contract was approved and the appropriate Certificate of Insurance was filed. APPROVE CONSTRUCTION CONTRACT - INDIANA AVENUE/MIAMI STREET INTERSECTION IMPROVEMENTS - SELGE CONSTRUCTION COMPANY INC. -PROJECT NO. 101-032 Mr. Gilot advised that in accordance with the bid awarded on October 8, 2001, to Selge Construction, 2833 Southl lth Street, Niles, Michigan, in the amount of $69,628.99 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Contract was approved and the appropriate Certificate of Insurance, Performance Bond and Labor and Materials Payment Bond as submitted were filed. APPROVE CONSTRUCTION CONTRACT - CENTURY CENTER COLUMN REPAIR - H.G. CHRISTMAN CONSTRUCTION COMPANY - PROJECT NO. 101-067 Mr. Gilot advised that in accordance with the bid awarded on October 22, 2001, to H.G. Christman, 850 South Fellows, South Bend, Indiana, in the amount of $32,900.00 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 as submitted was filed. APPROVE CONSTRUCTION CONTRACT - ORGANIC RESOURCES PAD NO. 2 - STORM SEWER RELOCATION - HRP CONSTRUCTION - PROJECT NO. 101-065 Mr. Gilot advised that in accordance with the bid awarded on October 18, 2001, to HRP Construction, Post Office Box 266, South Bend, Indiana, in the amount of $17,600.00 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Contract was approved and the appropriate Certificate of Insurance as submitted was filed. APPROVAL OF AGREEMENT - MCDONALD PHYSICAL THERAPY AND SPORTS REHAB CENTER PREFERRED PROVIDER Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and McDonald Physical Therapy and Sports Rehab, 1005 Hickory Road, South Bend, Indiana, for the provision of health care services to the plan participants of the employees of the City of South Bend. REGULAR MEETING NOVEMBER 13, 2001 Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Agreement was approved and executed. APPROVE CONTRACTS - AMERICORPS SOUTH BEND PROGRAM AGENCY The following AmeriCorps South Bend Program Agency Contracts were presented to the Board for approval. These are the host agencies for the AmeriCorps program. South Bend Center for the $16,121.66 Adult Education Assistant, Guest Services Homeless Assistant/Front Desk, Resilience Youth Group Coordinator, Volunteer Services Assistant, Family Services Montessori Assistant, Food Services Ambassador, Dorm Ambassador, Children's Activity Room Coordinator Juvenile Justice Center $ 7,440.77 Mentors to High Risk Juveniles Refugee Services of South $ 4,340.45 Case Workers Bend LaCasa de Amistad $ 2,480.36 "Crececomigo" Assistant and Office Assistant Dismas of Michiana $ 4,960.51 House Coordinator and Night Monitor South Bend Heritage/Charles $2,480.26 Program Aide and Computer Lab Martin Youth Center Coordinator Boys and Girls Club $ 4,960.51 Education and Games Room Assistant and Recreation Aides Healthy Community $ 4,960.51 Coordinator of CURE/Community of Initiative/CURE Difference and Internet Project Coordinator Urban League $ 1,240.13 Community Outreach Assistant Life Treatment Centers $ 6,200.64 Life in Treatment Aides United Way $ 2,480.26 Educating Businesses' Human Resources Department on Services Offered in Community Robinson Community $ 4,960.51 Volunteer Coordinator and Youth Program Learning Center Coordinator Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above referred to Contracts were approved and executed. APPROVE CONTRACTS - AMERICORPS SOUTH BEND PROGRAM AGENCY The following AmeriCorps South Bend Program Agency Contracts were presented to the Board for approval: Andy Sherwood Volunteer Agreement - Partnership of $9,300.00 - Full -Time The Center for Social Concerns of Notre Dame and NE Neighborhood Center Juanita Carilloa Volunteer Agreement - LaCasa De $9,300.00 - Full Time Amistad - Food Pantry Assistant Andrea Volunteer Agreement - RCLC $9,300.00 - Full Time Mechenbier 1 1 1 REGULAR MEETING NOVEMBER 13, 2001 Carrie O'Banion Volunteer Agreement - St. Joseph's $9,300.00 - Full Time Health Center - Clinic Assistant Sheriee Watson Volunteer Agreement - Dismas of $9,300.00 - Full Time Michiana - House Coordinator Mary Ann Volunteer Agreement - Center for the $9,300.00 - Full Time Cappelleri Homeless - Adult Education Assistant Mercedes Paskell Volunteer Agreement - Family & $4,650.00 - Part Time Children's Center - Education Coordinator Kenya Ellis Volunteer Agreement - Family & $4,650.00 - Part Time Children's Center - Education Coordinator Tommie Rodgers Volunteer Agreement - Center for the $9,300.00 - Full Time Homeless - Adult Education Assistant Kirk Paskell Volunteer Agreement - South Bend $4,650.00 - Part Time Heritage Foundation - Charles Martin Youth Center - Computer Lab Coordinator Holli Adams Volunteer Agreement - Center for the $4,650.00 - Part Time Homeless - Director of Family Services Casey Grabenstein Volunteer Agreement - Center for the $4,650.00 - Part Time Homeless - Guest Services Assistant Jacqueline Martin Volunteer Agreement - South Bend $4,650.00 - Part Time Heritage Foundation - Charles Martin Youth Center - Program Aide Dusica Harwell Volunteer Agreement - Refugee $9,300.00 - Full Time Services Ryan Biegle Volunteer Agreement - Juvenile Justice $9,300.00 - Full Time Center - Mentor James Luworo Volunteer Agreement - Refugee and $4,650.00 - Full Time Immigration Services of South Bend - Case Worker Trainee Kyle Jared Bisel Volunteer Agreement - Juvenile Justice $9,300.00 - Full Time Center - Mentor Bonita Allen Volunteer Agreement - Life Treatment $9,300.00 - Full Time Centers, Inc. - Live-in Treatment Aide Laura Mott Volunteer Agreement - Center for the $4,650.00 - Full Time Homeless - Volunteer Services Coordinator John Raj lich Volunteer Agreement - Life Treatment $9,300.00 - Full Time Centers, Inc. - Live-in Treatment Aide Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the above referred to Contracts were approved and executed. REGULAR MEETING NOVEMBER 13, 2001 APPROVAL OF PURCHASE AGREEMENT - SALE OF CITY -OWNED PROPERTY - 1522 CATALPA Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Reverend Sam Frison, 312 Calvert Street, South Bend, Indiana, for the purchase of the above referred to property. Mr. Gilot noted that the Agreement is in the amount of $375.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Agreement was approved and executed. APPROVAL OF EMERGENCY BOARD -UP CONTRACT - SCOTT BROTHERS CONSTRUCTION Mr. Gilot stated that the Board is in receipt of a Contract between the City of South Bend and Scott Brothers Construction, 201 North College, South Bend, Indiana, for emergency board -up services for the Fire and Police Departments. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Contract was approved and executed. APPROVE NEIGHBORHOOD YOUTH GRANT PROGRAM AGREEMENTS The following Neighborhood Youth Grant Program Agreements were presented to the Board for approval: South Bend Housing Authority - Study Center Youth Group $1,451.00 Holiday Party for 75 Senior Citizens at Housing Authority South Bend Housing Authority - Study Center Youth Group $1,337.00 Thanksgiving dinner for 100 Senior Citizens at Housing Authority Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above referred to Agreements were approved and executed. APPROVAL OF PROPOSAL - RE -USE STUDY - STUDEBAKER CORRIDOR BUILDING - THE TROYER GROUP Mr. Gilot stated that the Board is in receipt of a Proposal between the City of South Bend and The Troyer Group, 550 Union Street, Mishawaka, Indiana, for the above referred to project. Mr. Gilot noted that the Proposal is in the amount not to exceed $7,000.00. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Proposal was approved and executed. APPROVAL OF PROPOSAL - CONSULTING SERVICES - STATISTICAL ANALYSIS OF GROUNDWATER MONITORING AT ORGANIC RESOURCES FACILITY - ATC ASSOCIATES, INC. Mr. Gilot stated that the Board is in receipt of a Proposal between the City of South Bend and ATC Associates, Inc., 7988 Centerpoint Drive, Indianapolis, Indiana, for a monitoring plan required by the Indiana Department of Environmental Management for capped lagoon #4 at Organic Resources. Mr. Gilot noted that the Proposal is in the amount of $9,200.00. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Proposal was approved and executed. APPROVAL OF AGREEMENT -DEVELOPMENT OF THE NORTHERN GATEWAY - 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 development of the Miami Village Commercial Corridor. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Agreement was approved and executed, subject to the receipt of a Deed for the said property, to be presented to the Board of Public Works for approval. APPROVAL OF EXTENSION OF LEASE AGREEMENT - NORTHEAST NEIGHBORHOOD REVITALIZATION ORGANIZATION Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and the Northeast Neighborhood Revitalization Organization, for the extension of the lease agreement 1 1 1 REGULAR MEETING NOVEMBER 13, 2001 for the period of November 1, 2001 through October 31, 2002, under the same terms. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Agreement was approved and executed. APPROVAL OF CONTRACT AMENDMENT - XP-SWMM TRAINING_ - WASTEWATER TREATMENT PLANT - GREELEY AND HANSEN Mr. Gilot stated that the Board is in receipt of a Contract Amendment between the City of South Bend and Greeley and Hansen, 100 South Wacker Drive, Chicago, Illinois, for the above referred to training. Mr. Gilot noted that the Amendment is in the amount of $12,200.00, bringing the contract to $19,100.00. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Contract Amendment was approved and executed. APPROVE BUILDING BLOCK GRANT AGREEMENTS The following Building Block Grant Agreements were presented to the Board for approval: 809 South 33' Street $125.00 813 South 33`d Street $125.00 1337 Adams Street $125.00 1320 Chester Street $125.00 628 Cushing Street $125.00 1151 East Dayton Street $125.00 4422 South Fellows Street $125.00 1001 Hudson Avenue $125.00 1007 Hudson Avenue $125.00 3226 East Jefferson Boulevard $125.00 2121 '/2 Miami $125.00 520 North St. Joseph Street $125.00 524 North T. Joseph Street $125.00 530 South Twyckenham Drive $125.00 1031 West Washington Street $125.00 1402 West Washington Street $125.00 1314 East Wayne Street $125.00 5803 York Road $125.00 Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above referred to Agreements were approved and executed. APPROVAL OF 2002 HOLIDAY SCHEDULE FOR CITY EMPLOYEES Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the 2002 Holiday schedule for City employees was approved. The schedule consists of nine (9) designated holidays and one (1) floating holiday. New Year's Day Tuesday, January 1, 2002 Good Friday Friday, March 29, 2002 Memorial Day Monday, May 27, 2002 Independence Day Thursday, July 4, 2002 REGULAR MEETING Labor Day Veteran's Day Thanksgiving Day Day after Thanksgiving Christmas Day Monday, September 2, 2002 Monday, November 11, 2002 Thursday, November 28, 2002 Friday, November 29, 2002 Wednesday, December 25, 2002 NOVEMBER 13 2001 In addition to the nine (9) designated holidays above, employees may choose one (1) additional holiday from the holidays listed below: Martin Luther King Day Monday, January 21, 2002 President's Day Monday, February 18, 2002 Day after Independence Day Friday, July 5, 2002 Columbus Day -Observed Monday, October 14, 2002 Christmas Eve Tuesday, December 24, 2002 Employee's Birthday ADOPT RESOLUTION NO. 63-2001 - TRANSFER OF REAL PROPERTY TO THE SOUTH BEND HERITAGE FOUNDATION 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. 63-2001 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, APPROVING THE TRANSFER OF REAL PROPERTY TO THE SOUTH BEND HERITAGE FOUNDATION WHEREAS, the City of South Bend, Indiana (the "City") is the owner of the following described real property situated in St. Joseph County, Indiana: A lot or parcel of land Thirty-five (35) feet in width, East and West, taken off of and from the entire length of the East side of Lot Numbered Forty-two (42) as shown on the recorded Plat of Rockefeller's Second Addition to the City of South Bend. Commonly known as 1209 West Colfax. Key No. 18-1040-1734. A Lot or parcel of land 33 feet in width, East and West, taken off of and from the entire length of the West Side of Lot Numbered Thirteen (13) as shown on the recorded Plat of Studebaker and Hine's Sub -division of the Southern part of Bank Of Lot Numbered Eighty (80) of the Second Plat of Out Lots of the Town, now City of South Bend, platted by the State Bank of Indiana. Commonly known as 1316 Liston Street. Key No. 18-1045-1946. Lot Numbered Eighty-one (81) in Commissioner's Subdivision of the North part of Bank Out Lot Numbered Seventy-nine (79) of the second Plat of Out Lots of the Town, now City of South Bend, platted by the State Bank of Indiana, and more commonly known as 1227 West Colfax Avenue. Key No. 18-1044-1883; (collectively referred to hereinafter as the "Real Property"); and WHEREAS, Indiana Code 36- 1 -11 -1 (b)(7) permits the City, acting by and through the Board of Public Works ("Board") to transfer property to an Indiana non-profit corporation, exempt from income taxation under 5010 of the Internal Revenue Code, under such terms and conditions as determined by the Board; and WHEREAS, under Indiana Code 36-9-6-3, the Board of Public Works of the City of South Bend has custody of and may maintain all real property of the City of South Bend; and 1 1 REGULAR MEETING NOVEMBER 13, 2001 WHEREAS, the City, through the Board, is desirous of transferring the Real Property to the South Bend Heritage Foundation, a nonprofit corporation, exempt from income taxation under 501© of the Internal Revenue Code, for development of three (3) sites for residential construction; and WHEREAS, the Board received favorable recommendations for the transfer of the Real Property to the South Bend Heritage Foundation from the Department of Code Enforcement, Department of Public Parks, Division of Engineering, Community & Economic Development and Mayor Stephen J. Luecke. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH BEND, INDIANA, AS FOLLOWS: 1. The transfer of Real Property described herein and situated in St. Joseph County, Indiana: A lot or parcel of land Thirty-five (35) feet in width, East and West, taken off of and from the entire length of the East side of Lot Numbered Forty-two (42) as shown on the recorded Plat of Rockefeller's Second Addition to the City of South Bend. Commonly known as 1209 West Colfax. Key No. 18-1040-1734. A Lot or parcel of land 33 feet in width, East and West, taken off of and from the entire length of the West Side of Lot Numbered Thirteen (13) as shown on the recorded Plat of Studebaker and Hine's Sub -division of the Southern part of Bank Of Lot Numbered Eighty (80) of the Second Plat of Out Lots of the Town, now City of South Bend, platted by the State Bank of Indiana. Commonly known as 1316 Liston Street. Key No. 18-1045-1946. Lot Numbered Eighty-one (81) in Commissioner's Subdivision of the North part of Bank Out Lot Numbered Seventy-nine (79) of the second Plat of Out Lots of the Town, now City of South Bend, platted by the State Bank of Indiana, and more commonly known as 1227 West Colfax Avenue. Key No. 18-1044-1883; for One Dollar ($1.00) each, by the City of South Bend, Indiana to the South Bend Heritage Foundation shall be, and hereby is, approved. 2. The Clerk of the Board of Public Works shall cause the recording of the quitclaim deed conveying the Real Property to South Bend Heritage Foundation upon receipt of the same. Adopted at a meeting of the Board of Public Works of the City of South Bend held on this 8th day ofNovember, 2001, at 1308 County -City Building, 227 West Jefferson, South Bend, Indiana 46601. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/Gary Gilot, President s/Donald Inks, Member ATTEST: s/Angela K. Jacob, Clerk APPROVE TITLE SHEETS - FOUNDATION CENTER - DOUGLAS DRIVE EXTENSION - HARVEST POINTE SUBDIVISION - SECTION II - NATURE' S GATE - PHASE I - PINE EDISON 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. Inks, seconded by Mr. Gilot and carried, the above referred to Title Sheets were approved and signed. REGULAR MEETING NOVEMBER 13 2001 APPROVAL OF TEMPORARY OCCUPANCY PERMIT - PEPPER CONSTRUCTION In a letter to the Board, Mr. Phil Passen, Pepper Construction, 1850 West 15' Street, Indianapolis Indiana, requested a temporary occupancy permit for the south side of Washington Street at the northeastern corner of Environmental Health Laboratories for construction of an addition. The project is to last until July 2002. The Board set the Bond at $5,000.00. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Temporary Occupancy Permit was approved. 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. 52858-703 ISSUED BY: First Source Bank FOR: Harvest Pointe - Section II AMOUNT: $109,900.00 EXPIRES: October 18, 2002 IMPROVEMENT: Paving, Mechanical Construction, Drainage Incidentals Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Letter of Credit was approved. APPROVE 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 - Handicapped 429 North Arthur All requirements have been Accessible Parking Space Signs met. FILING OF SAFETY REPORTS - DEPARTMENT OF PUBLIC WORKS The Division of Engineering, Water Works, Street Department, Environmental Services, Central Services submitted Safety Reports for October 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 Mr. Inks and carried, the reports were accepted and filed. APPROVE WASTEWATER DISCHARGE PERMITS In a Memorandum to the Board, Mr. Ken Zmudzinski, Pretreatment Coordinator, Division of Environmental Services, submitted the following Wastewater Discharge Permits and recommended approval: Acadia Bay Energy Company, LLC Kokoku Wire Industries Corporation Honeywell International FILING OF MONTHLY REPORT - WATER WORKS Mr. John Stancati, Director of Water Works, submitted a monthly report for the Division of Water Works for the month of October 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 - ENVIRONMENTAL SERVICES Mr. Jack Dillon, Director of Environmental Services, submitted a monthly report for the Division of Environmental Services for the month of October 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 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: 1 1 [l 1 REGULAR MEETING R&R Excavating, Inc. 2010 Went Avenue Mishawaka, Indiana 46545 Landmark Outdoor Advertising 7424 Industrial Avenue Chesterton, Indiana 46304 NOVEMBER 13, 2001 Northern Indiana Construction Post Office Box 1333 Mishawaka, Indiana 46546-1333 Forsey Construction 2018 Ironwood Circle South Bend, Indiana 46635 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 $1,224,767.81 October 29, 2001 Approved November 8, 2001 City of South Bend $3,094,379.07 November 5, 2001 Approved November 8, 2001 St. Joseph County $ 20,000.00 October 26, 2001 Approved November 8, Housing Consortium 2001 St. Joseph County $ 3,438.00 October 25, 2001 Approved November 8, Housing Consortium 2001 St. Joseph County $ 16,500.00 October 25, 2001 Approved November 8, Housing Consortium 2001 Grauvogel & Associates $ 2,940.00 October 18, 2001 Approved November 8, - 730 United Drive 2001 (Studebaker Building #69) Kaser Spraker (Robert $ 13,241.00 November 7, 2001 Approved November 8, Bosch Facility Upgrade 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 10:02 a.m. A 4ST: J Angacob, Cl' rk BOARD OF PUBLIC WORKS Gary A. Gilot, President Carl P. Littrell, Member jb i/-�r-(,21 Donald E. Inks, Member I