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Home My WebLink About10/22/07 Board of Public Works Minutes~~~ PUBLIC AGENDA SESSION OCTOBER 18, 2007 The Public Agenda Session of the Board of Public Works was convened at 10:33 a.m. on Thursday, October 18, 2007 by Board President Mr. Gary A. Gilot, with Board Members Carl P. Littrell and Donald E. Inks present. Also present was Board Attorney Cheryl Greene. Board of Public Works Clerk, Linda M. Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. Board members discussed the following items from that list. - Safety Reports Mr. John Machowiak, Central Services, and Mr. Dave Tungate, Water Works, presented their respective department's Safety Report for the month of September, 2007. - Monthly Performance and Goals Reports Mr. John Machowiak, Central Services, and Mr. Dave Tungate, Water Works, presented their respective department's Monthly Performance and Goals Report for the month of September, 2007. - Monthly Report of Operation Mr. Al Greek, Environmental Services, presented his department's Monthly Report of Operation for the month of September, 2007. - Opening of Quotations Mr. Bob Krol, Water Works, stated he will have four (4) quotes to open for valves and pipes at various locations. - Proposal Mr. John Wiltrout, Water Works, is asking the Board's approval of a proposal for a caustic replacement for a chlorine scrubber at the North Station. He noted the Water Works Department would have in place a safety plan to help prevent problems with the system. Mr. Gilot requested he have Ms. Sharon McBride, Safety and Risk Manager, out to the site to inspect his proposed safety plan before he proceeds. Additions to the agenda: - Award Bid - 101 North Michigan Street Exterior Facade Rehabilitation -Project No. 107-031 - Award Bid -Cleveland Road Well Field Fencing -Project No. 107-080 - Agreement - Sewer Reimbursement Agreement -Weiss Homes The Clerk was instructed to post the agenda and notify the media and other Persons who have requested notice of the meeting agenda. No other business came before the Board. The meeting adjourned at 11:15 a.m. BOARD OF PUBLIC WORKS ~~~1i.7'?.~,~ ~~ Gary A. Gil~o))t, President ~~ ~~`~ Carl P. Littrell, Member ~ ~ ~ Donald E. Inks, Member ' ATTEST: ~~V~~~ (JC/E%~,2/ i da M. Martin, Jerk ~~ ~_ ~. REGULAR MEETING OCTOBER 22, 2007 The regular meeting of the Board of Public Works was convened at 9:35 a.m. on Monday, October 22, 2007, by Board President Mr. Gary A. Gilot, with Board Members Mr. Donald E. Inks and Mr. Carl P. Littrell present. Also present was Board Attorney Cheryl Greene. ADDITIONS TO AGENDA Mr. Gilot noted the addition of two resolutions and a Sewer Agreement to the agenda. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the minutes of the agenda session and regular meeting of the Board held on October 4, 2007 and October 8, 2007, were approved. OPENING OF BIDS - 2007 SEWER LINING PROGRAM -PROJECT NO. 107-076 (2007 SEWER BONDI 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: REYNOLDS INLINER. LLC 4143 Weaver Court Hilliard, Ohio 43026 Bid was signed by: Ms. Kathy Jarrell Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: Base Bid Item No. Descri tion uanti Unit Unit Price Total Amount 1 CIPP Installation, 12" Clay Pipe 1,300 LF $36.00 $ 46,800.00 2 CIPP Installation, 15" Clay Pipe 1,900 LF $46.00 $ 87,400.00 3 CIPP Installation, 18" Clay Pipe 1,900 LF $73.00 $138,700.00 4 CIPP Installation, 20" Clay Pipe 1,250 LF $91.00 $113,750.00 5 CIPP Installation, 24" Clay Pipe 1,150 LF $92.00 $105,800.00 6 Service Reconnection by Remote 375 EA $75.00 $ 28,125.00 Total Amouut of Base Bid (Items 1 through 6) Contingent Items $520,575.00 C1 Removal of Protruding Taps EA $250.00 C2 Service Reconnection by Excavation EA $7,850.00 Alternate A Item No. Descri tion Quanti Unit Unit Price Total Amount 1 CIPP Installation, 10" Clay Pipe 800 LF $34.00 $ 27,200.00 2 CIPP Installation, 12" Clay Pipe 2,300 LF $36.00 $ 82,800.00 3 Service Reconnection by Remote 125 EA $75.00 $ 9,375.00 1 1 1 Total Amount of Alternate (Items 1 through 3) $119,375.00 REGULAR MEETING PROFORM PIPE LINING CO.. INC. 226 South Elder Street Mishawaka, Indiana 46544 1 1 Bid was signed by: Mr. Marc Campbell Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: Race Rid OCTOBER 22, 2007 `~ !' `~ J ` ~. Item No. Descri tion Quanti Unit Unit Price Total Amount 1 CIPP Installation, 12" Clay Pipe 1,300 LF $ 31.50 $ 40,950.00 2 CIPP Installation, 15" Clay Pipe 1,900 LF $ 37.80 $ 71,820.00 3 CIPP Installation, 18" Clay Pipe 1,900 LF $ 85.00 $161,500.00 4 CIPP Installation, 20" Clay Pipe 1,250 LF $110.00 $137,500.00 5 CIPP Installation, 24" Clay Pipe 1,150 LF $135.00 $155,250.00 6 Service Reconnection by Remote 375 EA $150.00 $ 56,250.00 Total Amount of Base Bid (Items 1 through 6) Contingent Items $623,270.00 C 1 Removal of Protruding Taps EA No Bid C2 Service Reconnection by Excavation EA No Bid Alternate A Item No. Descri tion Quantit Unit Unit Price Total Amount 1 CIPP Installation, 10" Clay Pipe 800 LF $ 35.00 $ 28,000.00 2 CIPP Installation, 12" Clay Pipe 2,300 LF $ 37.50 $ 86,250.00 3 Service Reconnection by Remote 125 EA $135.00 $ 16,875.00 Total Amount of Alternate (Items 1 through 3) INSITUFORM TECHNOLOGIES USA, INC. 17988 Edison Avenue Chesterfield, Missouri 63005 Bid was signed by: Mr. H. Douglas Thomas Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted 1 BID: Rase Bid $131,125.00 Item No. Descri tion Quanti Unit Unit Price Total Amount 1 CIPP Installation, 12" Clay Pipe 1,300 LF $ 34.00 $ 44,200.00 2 CIPP Installation, 15" Clay Pipe 1,900 LF $ 44.00 $ 83,600.00 3 CIPP Installation, 18" Clay Pipe 1,900 LF $ 52.00 $ 98,800.00 `~~ ~GULAR MEETING OCTOBER 22, 2007 4 CIPP Installation, 20" Clay Pipe 1,250 LF $ 62.00 $ 77,500.00 5 CIPP Installation, 24" Clay Pipe 1,150 LF $ 85.00 $ 97,750.00 6 Service Reconnection by Remote 375 EA $225.00 $ 84,375.00 Total Amount of Base Bid (Items 1 through 6) $486,225.00 1 Contingent Items C1 Removal of Protruding Taps EA $ 325.00 C2 Service Reconnection by Excavation EA $9,100.00 Alternate A Item No. Descri tion uanti Unit Unit Price Total Amount 1 CIPP Installation, 10" Clay Pipe 800 LF $ 29.00 $ 23,200.00 2 CIPP Installation, 12" Clay Pipe 2,300 LF $ 34.00 $ 78,200.00 3 Service Reconnection by Remote 125 EA $225.00 $ 28,125.00 Total Amount of Alternate (Items 1 through 3) $129,525.00 Mr. Gilot noted the Bid would be awarded in unit prices. Upon a motion made by Mr. Littrell, seconded by Mr. Gilot, and carried, the above bids were referred to the Division of Engineering for review and recommendation. OPENING OF BIDS -PRIMARY AND AERATION CHANNEL MODIFICATIONS - PROJECT NO. 107-062 (SRF & WASTEWATER BOND 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: BOWEN ENGINEERING CORPORATION 10315 Allisonville Road Fishers, Indiana 46038 Bid was signed by: Mr. Todd A. Lemen Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $3,395,060.00 GARIUP CONSTRUCTION COMPANY, INC. 3965 Harrison Gary, Indiana 46401 Bid was signed by: Mr. Matthew Gariup Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $3,538,700.00 Upon a motion made by Mr. Littrell, seconded by Mr. Inks, and carried, the above bids were referred to the Division of Environmental Services and their Consultant for review and recommendation. 1 1 REGULAR MEETING OCTOBER'22.2007 OPENING OF BIDS -SODIUM CHLORIDE (ROCK SALT) -PROJECT NO. 107-086 (2007/2008 STREETS GENERAL FUND/SEWER FUND) This was the date set for receiving and opening of sealed bids for the above referred to equipment. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri-County News, which were found to be sufficient. No bids were received. OPENING OF BIDS - 2007 OR NEWER ONE-TON TWO-WHEEL-DRIVE DUMP TRUCK (WATER WORKS) This was the date set for receiving and opening of sealed bids for the above referred to equipment. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri-County News, which were found to be sufficient. The following bids were opened and publicly read: GATES CHEVY WORLD 401 South Lafayette Blvd. South Bend, Indiana 46634 Bid was signed by: Mr. Dave Holland Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Ten percent (10%) Bid Bond was submitted BID: BASE BID: 2008 Chevrolet 1-Ton with Dump Unit Price: $26,970.00 (Exception: GVW is 11,4001bs) OPTION #1 Hybrid Engine NA #2 Flex Fuel E-85 or Gasoline NA ' #3 Frame and Underside of Bed Rhino Lined $ 650.00 JORDAN FORD 609 East Jefferson Blvd. South Bend, Indiana 46634 Bid was signed by: Mr. Geoff Kelleher Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Ten percent (10%) Bid Bond was submitted BID: BASE BID: 2008 Ford F350 Dump Unit Price: $26,971.00 OPTION #1 Hybrid Engine NA #2 Flex Fuel E-85 or Gasoline NA #3 Frame and Underside of Bed Rhino Lined INCLUDED It should be noted the Gates Chevrolet Corporation bid states they will not guarantee exact delivery dates for their vehicle. ' Upon a motion made by Mr. Littrell, seconded by Mr. Inks, and carried, the above bids were referred to the Division of Equipment Services and Water Works for review and recommendation. OPENING OF BIDS - 2007 OR NEWER ONE-TON TWO-WHEEL DRIVE STAKE BED WITH DUMP (PARKS) This was the date set for receiving and opening of sealed bids for the above referred to equipment. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and ~ ~ ~. ~~~J REGULAR MEETING OCTOBER 22, 2007 the Tri-County News, which were found to be sufficient. The following bids were opened and publicly read: GATES CHEVY WORLD 401 South Lafayette Blvd. South Bend, Indiana 46634 Bid was signed by: Mr. Dave Holland Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Ten percent (10%) Bid Bond was submitted BID: BASE BID: 2008 Chevrolet 1-Ton with Stake Bed Unit Price: $28,292.00 (Exceptions: GVW 11,4001bs. and CA is 84") OPTION #1 Hybrid Engine NA #2 Flex Fuel E-85 or Gasoline NA JORDAN FORD 609 East Jefferson Blvd. South Bend, Indiana 46634 Bid was signed by: Mr. Geoff Kelleher Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Ten percent (10%) Bid Bond was submitted BID: BASE BID: 2008 Ford F350 Stake -Dump Unit Price: $27,072.00 OPTION #1 Hybrid Engine NA #2 Flex Fuel E-85 or Gasoline NA It should be noted the Gates Chevrolet Corporation bid states they will not guarantee exact delivery dates for their vehicle. Upon a motion made by Mr. Littrell, seconded by Mr. Inks, and carried, the above bids were referred to the Division of Equipment Services and the Park Department for review and recommendation. OPENING OF BIDS -TWO (21 MORE OR LESS, 2007 OR NEWER TANDEM AXLE MULTI-USE DUMP TRUCKS (STREETS This was the date set for receiving and opening of sealed bids for the above referred to equipment. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri-County News, which were found to be sufficient. The following bids were opened and publicly read: WIERS INTERNATIONAL TRUCKS 2111 Jim Neu Drive Plymouth Indiana 46563 Bid was signed by: Mr. Jerry L. Bond Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Ten percent (10%) Bid Bond was not submitted 1 1 1 REGULAR MEETING OCTOBER 22, 2007 ~ `~ '' BID: 1 Year Make Model Unit Price 2008 International 7400 SFA 6x4 $128,335.00 ea. Trade-Ins Unit 230, 1992 Ford Dump LNT8000, 2,500.00 Vin #1FDZW82A7NVA08421 2,500.00 Unit 265, 1992 Ford Dump LNT8000, Vin #1FDZW82ASNVA08420 Total Cost Less Trade $123,335.00 ea. Year Make/Model Unit Price 2007 Air Flow Heavy Duty FND-14 $ 52,985.00 Option # Description Total 1 Front Snow Plow $ 7,135.00 GREAT LAKES INTERNATIONAL TRUCKS 4849 Western Avenue South Bend, IN 46619 Bid was signed by: Mr. Kenneth A. Waite ' Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Ten percent (10%) Bid Bond was submitted BID: 1 Year Make Model Unit Price 2008 International 7400 $122,196.97 $121,240.97 using early pay option Trade-Ins Unit 230, 1992 Ford Dump LNT8000, 2,500.00 Vin #1FDZW82A7NVA08421 Unit 265, 1992 Ford Dump LNT8000, Vin #1FDZW82ASNVA08420 2,500.00 Total Cost Less Trade $239,393.94 $237,481.94 using early pay option Option # Description Total 1 Front Snow Plow $ 7,125.00 Early Pay Option: Deduct $956.00 per truck if you pay for the chassis only upon its delivery to the body company. The balance will be invoiced upon delivery and acceptance of the completed unit. `~ ' I REGULAR MEETING HILL TRUCK SALES, INC. Post Office Box 598 1011 West Sample Street South Bend, Indiana 46624 Bid was signed by: Mr. Rich Stopczynski Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Ten percent (10%) Bid Bond was submitted BID: OCTOBER 22, 2007 Year Make Model Unit Price 2008 Freightliner M2-106V $118,431.00 @2 Trade-Ins Unit 230, 1992 Ford Dump LNT8000, ($3,000.00) Vin #1FDZW82A7NVA08421 Unit 265, 1992 Ford Dump LNT8000, ($3,000.00) Vin #1FDZW82ASNVA08420 Total Cost Less Trade $115,431.00 @2 units - $230,862.00 Option # Description Total 1 Front Snow Plow $ 7,125.00 It was noted that Wiers International Trucks did not submit their Bid Bond with their bid. The Clerk was instructed to contact Wiers International Trucks and instruct them to provide a bond within twenty-four hours with evidence of procurement of the bond prior to this Board meeting. Upon a motion made by Mr. Littrell, seconded by Mr. Inks, and carried, the above bids were referred to the Division of Equipment Services and the Street Department for review and recommendation. OPENING OF BIDS -SALE OF ABANDONED VEHICLES This was the date set for receiving and opening of sealed bids for the above referred to vehicles. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri- County News, which were found to be sufficient. The following bids were opened and publicly read: HALTON L. WEST Post Office Box 4722 South Bend, Indiana 46613 BID: No. Description Year Bid 6 Tan Nissan Altima 1995 $340.00 INDIANA AUTO PARTS 3300 South Main Street South Bend, Indiana 46614 BID: No. Description Year Bid 1 Red Pontiac Firebird 1986 $250.00 2 Yellow Mercur Mar uis 1978 $250.00 3 Silver Chevrolet Lumina 1991 $250.00 4 Silver Cadillac Sedan 1991 $300.00 5 Gray Saab 900 1987 $300.00 6 Tan Nissan Altima 1995 $350.00 i 1 1 REGULAR MEETING OCTOBER 22, 2007 ~ n J'~ U 7 White Chrysler LeBaron 1993 $250.00 8 White Homemade Trailer 2004 $50.00 9 Burgundy Toyota Previa 1991 $300.00 10 P le Geo Tracker 1993 $350.00 1 GREG ETTL Post Office Box 2384 South Bend, Indiana 46680 BID: No. Description Year Bid 6 Tan Nissan Altima 1995 $160.00 8 White Homemade Trailer 2004 $77.00 TERRY'S AUTO SALVAGE 1926 Tamarack Road Walkerton, Indiana BID: 1 No. Description Year Bid 1 Red Pontiac Firebird 1986 $302.00 2 Yellow Mercu Mar uis 1978 $205.00 3 Silver Chevrolet Lumina 1991 $150.00 4 Silver Cadillac Sedan 1991 $201.00 5 Gra Saab 900 1987 $202.00 6 Tan Nissan Altima 1995 $202.00 7 White C sler LeBaron 1993 $202.00 9 Bur and Toyota Previa 1991 $225.00 10 P le Geo Tracker 1993 $302.00 MIKE'S COUNTRY AUTO REPAIR 2117141 Street Elkhart Indiana 46517 BID: No. Description Year Bid 1 Red Pontiac Firebird 1986 $50.00 2 White Plymouth Colt 1993 $50.00 3 Yellow Mercury Marquis 1978 $75.00 4 Silver Chevrolet Lumina 1991 $50.00 5 Silver Cadillac Sedan 1991 $100.00 6 Gray Saab 900 1987 $50.00 7 Tan Nissan Altima 1995 $50.00 8 White Chrysler LeBaron 1993 $50.00 9 Silver Pontiac Bonneville 1994 $50.00 11 Burgundy Toyota Previa 1991 $50.00 12 Purple Geo Tracker 1993 $50.00 ' Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the above bids were referred to Code Enforcement for review and recommendation. Mr. Inks noted, for the record, his brother was one of the bidders but Mr. Charles Leone, City Attorney, had assured him there was no conflict of interest issue. OPENING AND AWARD OF QUOTATIONS -MIAMI STREETSCAPES (BROOK STREET TO LINCOLN WAY EASTZ PROJECT NO. 107-085 (COIT) Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referenced Project. The following Quotations were opened and read: ~~. °- 'REGULAR MEETING ORTIZ CONCRETE 530 Pulaski Street South Bend, Indiana 46619 Quotation was submitted by Mr. Jose Ortiz QUOTATION: $49,587.50 SELGE CONSTRUCTION CO. INC. 2833 South 11 Street Niles, Michigan 49120 Quotation was submitted by Mr. John Szuba QUOTATION: $56,470.00 WALSH & KELLY, INC. 24358 State Road 23 South Bend, Indiana 46614 Quotation was submitted by Mr. Kevin Kelly QUOTATION: $60,180.00 RIETH-RILEY CONSTRUCITON CO., INC. 25200 State Road 23 Post Office Box 1775 South Bend, Indiana 46634 Quotation was submitted by Mr. David Dudash QUOTATION: $69,980.00 OCTOBER 22, 2007 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above Quotations were referred to Community and Economic Development and Engineering for review and recommendation. After reviewing those bids, Mr. Richard Grundtner, Engineering, recommends the Board award the contract to the lowest responsive and responsible bidder, Ortiz Concrete, in the amount of $49,587.50. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Inks seconded the motion, which carried. OPENING OF QUOTATIONS - FELLOWS BOOSTER STATION 24" VALVE REPLACEMENT - PROJECT NO. 107-088 (WATER WORKS BOND Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referenced Project. The following Quotations were opened and read: YOUNGS EXCAVATING 21850 SR 23 South Bend, Indiana 46614 Quotation was submitted by Mr. Kurt D. Youngs QUOTATION: $74,815.00 H&G UNDERGROUND SERVICES 225 South Lafayette Boulevard South Bend, Indiana 46601 Quotation was submitted by Mr. Robert E. Youngs, Jr. 1 1 QUOTATION: $89,000.00 REGULAR MEETING HRP CONSTRUCTION 5777 Cleveland Road South Bend, Indiana 46628 Quotation was submitted by HRP Construction QUOTATION: $58,106.00 OCTOBER 22, 2007 .~ ~- ~"~ Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above Quotations were referred to the Water Works Division for review and recommendation. OPENING OF QUOTATIONS -CLEVELAND ROAD AT SR 933 NORTH SERVICE LINE REPLACEMENT -PROJECT NO. 107-089 (WATER WORKS BOND) Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referenced Project. The following Quotations were opened and read: YOUNGS EXCAVATING 21850 SR 23 South Bend, Indiana 46614 Quotation was submitted by Mr. Kurt D. Youngs QUOTATION: $74,491.00 H&G UNDERGROUND SERVICES 225 South Lafayette Boulevard South Bend, Indiana 46601 Quotation was submitted by Mr. Robert E. Youngs, Jr. QUOTATION: $70,578.00 HRP CONSTRUCTION 5777 Cleveland Road South Bend, Indiana 46628 Quotation was submitted by HRP Construction QUOTATION: $48,295.00 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above Quotations were referred to the Water Works Division for review and recommendation. OPENING OF QUOTATIONS - WILLIAMS STREET WATER MAIN REPLACEMENT - PROJECT NO. 107-090 (WATER WORKS BOND) Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referenced Project. The following Quotations were opened and read: YOUNGS EXCAVATING 21850 SR 23 South Bend, Indiana 46614 Quotation was submitted by Mr. Kurt D. Youngs QUOTATION: $72,198.00 H&G UNDERGROUND SERVICES 225 South Lafayette Boulevard South Bend, Indiana 46601 Quotation was submitted by Mr. Robert E. Youngs, Jr. ~ ~ REGULAR MEETING QUOTATION: $69,407.00 HRP CONSTRUCTION 5777 Cleveland Road South Bend, Indiana 46628 Quotation was submitted by HRP Construction QUOTATION: $35,803.00 OCTOBER 22, 2007 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above Quotations were referred to the Water Works Division for review and recommendation. OPENING OF QUOTATIONS - CLEVELAND ROAD VALVE INSTALLATION - PROJECT NO. 107-091 (WATER WORKS BOND) Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referenced Project. The following Quotations were opened and read: YOUNGS EXCAVATING 21850 SR 23 South Bend, Indiana 46614 Quotation was submitted by Mr. Kurt D. Youngs QUOTATION: $68,310.00 H&G UNDERGROUND SERVICES 225 South Lafayette Boulevard South Bend, Indiana 46601 Quotation was submitted by Mr. Robert E. Youngs, Jr. QUOTATION: $73,000.00 HRP CONSTRUCTION 5777 Cleveland Road South Bend, Indiana 46628 Quotation was submitted by HRP Construction QUOTATION: $10,925.00 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above Quotations were referred to the Water Works Division for review and recommendation. OPENING OF QUOTATIONS - KLINGER 24" VALVE REPLACEMENT -PROJECT NO. 107-092 (WATER WORKS BOND Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referenced Project. The following Quotations were opened and read: YOUNGS EXCAVATING 21850 SR 23 South Bend, Indiana 46614 Quotation was submitted by Mr. Kurt D. Youngs QUOTATION: $19,561.00 1 1 1 H&G UNDERGROUND SERVICES 225 South Lafayette Boulevard South Bend, Indiana 46601 REGULAR MEETING Quotation was submitted by Mr. Robert E. Youngs, Jr. QUOTATION: $22,000.00 HRP CONSTRUCTION 5777 Cleveland Road South Bend, Indiana 46628 Quotation was submitted by HRP Construction QUOTATION: $14,275.00 OCTOBER 22.2007 n~j :1 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above Quotations were referred to the Water Works Division for review and recommendation. AWARD BID - 101 NORTH MICHIGAN STREET EXTERIOR FACADE REHABILITATION - PROJECT N0.107-031 (TIFF In a memorandum to the Board, Ms. Jennifer Laurent, Community and Economic Development, advised that on August 27, 2007, bids were received and opened for the above referred to project. Majority Builders, 62900 U.S. 31 South, South Bend, Indiana, was recognized as the low bidder in the amount of $710,350.00, which includes all Alternates except Alternate No. 6. Funding for the project was not released at that time and Majority Builders agreed to extend the terms of their bid for sixty (60) days. Funding is now in place from TIF Fund 420 and Ms. Laurent is asking the Board to award the bid to Majority Builders based upon the previously submitted recommendation by Mr. Bill Lamie with Architecture Design Group. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Littrell seconded the motion, which carried. AWARD OUOTATION -CLEVELAND WELL FIELD FENCING -PROJECT NO. 107-080 (GENERAL FUND) ' Mr. Rich Grundtner, Engineering, advised the Board that quotations were received and opened for the above referred to project. After reviewing those quotations, Mr. Grundtner recommends the Board award the contract to the lowest responsive and responsible bidder, Schuell Fence Company, in the amount of $33,830.00. Therefore, Mr. Inks made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Mr. Littrell seconded the motion, which carried. REJECT BID/REOUEST TO RE-ADVERTISE -WESTERN AVENUE STREETSCAPES (ALBERT TO KENMORE) - PROJECT NO. 107-014 (COIT) In a Memorandum to the Board, Mr. David Fecteau, Community & Economic Development, stated the sole bid submitted by S/T Bancroft, 2218 South Main Street, South Bend, Indiana 46613, for the above referred to project, opened at the October 8, 2007 regular meeting, should be rejected. The bid of $192,070.00 exceeds the availability of funds of the Division of Community Development for this project. In his memorandum, Mr. Fecteau also requests to re- advertise for bids for this project. Upon a motion made by Mr. Inks, seconded by Mr. Littrell, and carried, the bid for the project was rejected, and the request to re-advertise for bids was approved. APPROVE CHANGE ORDER NO. ONE (1) - WELLINGTON STREET MODEL BLOCK. - PROJECT NO. 107-011 (CDBG) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of McIntyre Jones, Inc., 2622 West Sixth Street, Mishawaka, Indiana 46545, indicating the Contract amount be increased by $15,000.00 for a new Contract sum, including this Change Order, in the amount of $111,627.04. Upon a motion made by Mr. Inks, seconded by Mr. Littrell, and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. ONE (1) -CLEVELAND ROAD WELL FIELD FENCING - PROJECT NO. 107-080 (WATER WORKS) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of Schuell Fence Company, 22377 Adams Road, South Bend, Indiana 46628, indicating the Contract amount be decreased by $4,240.00 for a new Contract sum, including this Change ~ !~• ~~ REGULAR MEETING OCTOBER 22.2007 Order, in the amount of $29,590.00. Upon a motion made by Mr. Inks, seconded by Mr. Littrell, and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. ONES1) - CLEVELAND ROAD WELL FIELD NORTH - PROJECT NO. 107-023 (WATER WORKS BOND) Mr. Gilot advised that Mr. John Wiltrout, Water Works, has submitted Change Order No. 1 on behalf of Casteel Construction Co., Inc., 23186 Ireland Road, South Bend, Indiana 46614, indicating the Contract amount be decreased by $5;565.00 for a new Contract sum, including this Change Order, in the amount of $537,435.00. Upon a motion made by Mr. Inks, seconded by Mr. Littrell, and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. ONE (1) - SOUTH WELL FIELD IMPROVEMENTS. - PROJECT NO. 107-021 (WATER WORKS BOND) Mr. Gilot advised that Mr. John Wiltrout, Water Works, has submitted Change Order No. 1 on behalf of Henry CAP Construction, 1112 Clay Street, Mishawaka, Indiana 46545, indicating the Contract amount be decreased by $23,466.00 for a new Contract sum, including this Change Order, in the amount of $1,040,534.00. Also submitted at this time was Allowance Adjustment 1 for $532.00 and Allowance Adjustment 2 for $4,630.00. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell, and carried, the Change Order and Allowance Adjustment 1 and 2 were approved. APPROVE CHANGE ORDER NO. THREE (3) -RIVERSIDE TRAIL PHASE 1 -PROJECT NO. 105-051 (LRSA) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 3 on behalf of LaPorte Construction Company, Inc., Post Office Box 577, LaPorte, Indiana 46352 indicating the Contract amount be increased by $2,800.00 for a new Contract sum, including this Change Order, in the amount of $1,816,020.71. Upon a motion made by Mr. Littrell, seconded by Mr. Inks, and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. FOUR (4) -RIVERSIDE TRAIL PHASE 1 -PROJECT ' NO. 105-051 (LRSA) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 4 on behalf of LaPorte Construction Company, Inc., Post Office Box 577, LaPorte, Indiana 46352 indicating the Contract amount be increased by $14,566.26 for a new Contract sum, including this Change Order, in the amount of $1,830,586.97. Upon a motion made by Mr. Littrell, seconded by Mr. Inks, and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. FIVE l5) -RIVERSIDE TRAIL PHASE 1 -PROJECT NO. 105-051 (LRSA) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 5 on behalf of LaPorte Construction Company, Inc., Post Office Box 577, LaPorte, Indiana 46352, indicating the Contract amount be increased by $4,212.48 for a new Contract sum, including this Change Order, in the amount of $1,834,799.45. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. SIX (61-RIVERSIDE TRAIL PHASE 1 -PROJECT NO. 105-051 (LRSA) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 6 on behalf of LaPorte Construction Company, Inc., Post Office Box 577, LaPorte, Indiana 46352, indicating the Contract amount be increased by $5,623.02 for a new Contract sum, including this Change Order, in the amount of $1,840,422.45. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Change Order was approved. Mr. Inks made note that the total percentage ' of increase for all four Change Orders, Nos. 3, 4, 5, and 6, adds up to a total increase of 1.5%. APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT - VOORDE DRIVE EXTENSION - PROJECT NO. 105-069 (AEDA) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of R&R Excavating, Inc., 2010 Went Avenue, Mishawaka, Indiana, indicating the contract amount be increased by $35,354.27, for a new contract sum, including this Change Order, of $1,105,409.97. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $1,105,409.97. Upon a motion made by Mr. Littrell, seconded REGULAR MEETING OCTOBER 22, 2007 ~ ~' 't ~~~ 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 CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLET_I_ON AFFIDAVIT - HARTER HEIGHTS STORM SEWER SEPARATION -PROJECT NO. 106-015 (SEWER BOND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of HRP Construction, 5777 Cleveland Road, South Bend, Indiana 46628, indicating the contract amount be increased by $88,549.58 for a new contract sum, including this Change Order, of $1,724.700.98. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $1,724.700.98. 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 CHANGE ORDER NO. 1 (FINALS AND PROJECT COMPLETION AFFIDAVIT - SEWER SEPARATION -CEDAR STREET. ROCKNE DRIVE AND MADISON STREET - PROJECT NO. 105-011 (SEWER BOND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of Selge Construction Company, Inc., 2833 South 11th Street, Niles, Michigan 49120, indicating the contract amount be increased by $3,284.80 for a new contract sum, including this Change Order, of $1,036,363.01. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $1,036,363.01. Upon a motion made by Mr. Gilot, 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 CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT - RIVER PARK PUBLIC WORKS (500-700 BLOCKS OF 34TH STREET) -PROJECT NO. 107-006 (CDBG) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of Selge Construction Company, Inc., 2833 South llt" Street, Niles, Michigan 49120 indicating the contract amount be decreased by $4,631.40 for a new contract sum, including this Change Order, of $180,019.10. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $180,019.10. Upon a motion made by Mr. Inks, seconded by Mr. Littrell 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 CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT -_OLIVE ROAD AND BRICK ROAD RECONSTRUCTION - PROJECT NO. 107-001 (TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of Selge Construction Company, Inc., 2833 South llt" Street, Niles, Michigan 49120, indicating the contract amount be decreased by $61,716.60, for a new contract sum, including this Change Order, of $2,260,997.75. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $2,260,997.75. Upon a motion made by Mr. Inks, seconded by Mr. Littrell 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 CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT -PORTAGE ROAD SEWER EXTENSION - PROJECT NO. 106-080 (SEWER FUND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of HRP Construction, Inc., 5777 Cleveland Road, South Bend, Indiana 46628, indicating the contract amount be increased by $67,619.80, for a new contract sum, including this Change Order, of $449,071.43. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $449,071.43. Upon a motion made by Mr. Inks, seconded by Mr. Littrell 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 PROJECT COMPLETION AFFIDAVIT - EDISON WELL #3A REPLACEMENT -PROJECT NO. 107-027 (WATER WORKS) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Peerless Midwest, Inc., 55860 Russell Industrial Parkway, Mishawaka, Indiana 46545, for the above referenced project, indicating a final cost of $109,260.00. Upon a :~ ~ :~r .; J REGULAR MEETING OCTOBER 22. 2007 motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT - FREDRICKSON PARK ENTRANCE, NORTH EXTENSION CLOSURE AND GAS EXTRACTION -PROJECT NO. 106-014 COIT Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Rieth-Riley Construction Company, Inc., 25200 SR 23, South Bend, Indiana 46614, for the above referenced project, indicating a final cost of $390,000.00. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Project Completion Affidavit was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS -DUCTILE IRON PIPE (WATER WORKS REVENUE) In a Memorandum to the Board, Mr. Robert Kroll, Water Works, requested permission to advertise for the receipt of bids for the above referenced Equipment. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above request was approved. APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS The following Agreements/Contracts/Proposals were submitted to the Board for approval: TYPE BUSINESS DESCRIPTION AMOUNT MOTION/ SECONDED Construction Martell Leighton Plaza Parking $39,840.00 Gilot/Inks Contract Electric, LLC Garage Carbon Monoxide Sensing System -Project No. 106-063 (General Fund) Construction The Robert Voorde & Carbonmill $72,987.50 Gilot/Inks Contract Henry Conduit Installation - Corporation Project No. 107-081 (Airport TIF) Proposal Landmarc Emergency Evaluation $1,650.00 Littrell/Inks Environmental of the Gas Methane Ratified Systems, LLC System at Fredrickson Park Maintenance Dynamic Maintenance Agreement $1,965.00 Inks/Littrell Agreement Mechanical, Renewal on Equipment Inc. (RTU, Boiler and Pump) at the Colfax Street Water Works (WW Ca ital) Maintenance Dynamic Maintenance Agreement $5,520.00 Inks/Littrell Agreement Mechanical, Renewal on Equipment Inc. (Heaters, Fans, Motors, Pumps, etc.) at the Olive Street Water Works (WW Ca ital) Proposal Siemens Water Chlorine Scrubber $12,100.00 Gilot/Littrell Technologies Caustic Replacement (WW O&M) Construction L.L. Geans Jon Hunt Plaza Fountain $5,820.00 Inks/Littrell Contract Construction "Seat" Caps Repair & Company Morris Performing Arts Center Concrete Pad (MPAC/CED) Contract Crumlish and Additional $1500.00 Ink/Littrell Extension Crumlish Compensation for Increased Scope of Services Mandated by INDOT for Cotter Street Reconstruction -Project 1 1 REGULAR MEETING OCTOBER 22, 2007 1 1 No. 106-061 (Section 108 Loan) Proposal Mikolajewski Provide Safety and $13.00 per hour Inks/Littrell Security, Inc. Security for Prospective Bidders Visiting the Demolition Site - Studebaker Area A, Phase III Demolition - Project No. 107-024 (Section 108 Loan) Agreement South Bend Providing for the Inks/Gilot Redevelopment Expansion of Douglas Commission Road from SR 23 to the Mishawaka City Limits and the Reimbursement of City Expenditures from Future TIF Funds Easement St. Paul Bethel Provides City Easement $1.00 Inks/Littrell Agreement Missionary to Utilize Parking Lot Baptist Church, Adjacent to City- Inc. Owned Property at 701 Portage Avenue Proposal HRP Emergency Repair of Littrell/Inks Construction I/N Tek Force Main Ratified Pipeline and Incidental Damage to Cornfield Proposal University of Fixed-Price Contract for $36,153.00 Inks/Gilot Notre Dame Escherichia Coli Sensor Development and Demonstration Agreement Kendall-Weiss, Sewer Contract $223,768.00 Inks/Littrell L.L.P. Termination Settlement APPROVE TITLE SHEET -RIVERSIDE TRAIL PHASE 2 -PROJECT NO. 105-051 (FEDERAL AID/COIT) Mr. Gilot advised that the Title Sheet for the above referenced 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 TITLE SHEET -EDDY/COLFAX/LASALLE STREETS INTERSECTION - PROJECT NO. 104-033 Mr. Gilot advised that the Title Sheet for the above referenced project was being presented at this time for execution. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the above referred to Title Sheet was approved and signed. ADOPT RESOLUTION NO. 36-2007 - A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION N0.36-2007 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY WHEREAS, it has been determined by the Board of Public Works that the following property is unfit for the purpose for which it was intended and is no longer needed by the City of South Bend: MISCELLANEOUS COMPUTERS, MONITORS, PRINTERS, AND SCANNER SEE ATTACHED LIST jvf REGULAR MEETING OCTOBER 22, 2007 WHEREAS, Indiana Code 5-22-22 permits and establishes procedure for disposal of personal property which is unfit for the purpose for which it was intended and which is no longer needed by the City. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that the items listed above are no longer needed by the City; are unfit for the purpose for which they were intended and have an estimated value of less than one thousand dollars ($1,000.00). BE IT FURTHER RESOLVED that said items may be transferred or sold at public auction or private sale, without advertising. However, if the property is deemed worthless, such may be demolished or junked. ADOPTED this 22nd day of October 2007. ATTEST: s/Linda M Martin, Clerk BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA s/Gary A. Gilot, President s/Carl P. Littrell, Member s/Donald E. Inks, Member ADOPT RESOLUTION NO. 37-2007 - A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, APPROVING THE TRANSFER OF REAL PROPERTY TO MEMORIAL HOSPITAL OF SOUTH BEND, INC. Upon a motion made by Mr. Inks, seconded by Mr. Littrell 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, APPROVING THE TRANSFER OF REAL PROPERTY TO MEMORIAL HOSPITAL OF SOUTH BEND, INC. WHEREAS, pursuant to LC. 36-9-6-3, the Board of Public Works of the City of South Bend ("Board") has custody of and may maintain all real property of the City of South Bend ("City"); and WHEREAS, the City is the owner of real property and improvements located within the City of South Bend, St. Joseph County, Indiana, which is more particularly described at Exhibit "A"attached hereto and incorporated herein ("Property"); and WHEREAS, Memorial Hospital of South Bend, Ina ("Memorial), an Indiana not-for- profit corporation exempt from taxation under Section 503(c) of the Internal Revenue Code, has its principal place of business at 615 North Michigan Street, South Bend, Indiana 46601 and provides general hospital services to the citizens of the City and the surrounding communities; and WHEREAS, Memorial and the City, acting through the South Bend Redevelopment Commission, are parties to an agreement entitled "Agreement by and between the South Bend Redevelopment Commission and Memorial Hospital of South Bend, Inc. Relating to the Memorial Hospital Expansion Project" dated November 4, 2002, as amended by the "First Amendment to the Development Agreement" dated June 2, 2003 (collectively, the "Agreement"); and 1 1 1 WHEREAS, under the terms of the Agreement, the City agreed to transfer the Property to Memorial in order to facilitate the expansion project; and REGULAR MEETING WHEREAS, pursuant to LC. 36-1-11-1(b), the City, acting by and through the Board, may transfer property to an Indiana non-profit corporation under such terms and conditions as determined by the Board. 1 1 NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH BEND, INDIANA, THAT: 1. The transfer of the Property described at Exhibit "A" by the City to Memorial under the terms and conditions set forth in the Agreement is hereby approved. 2. The Mayor of the City of South Bend and the South Bend City Clerk shall be, and hereby are, authorized, respectively, to execute and attest to the execution of a quitclaim deed conveying all of the City's right, title and interest to Memorial Hospital of South Bend, Inc. 3. This Resolution shall be in full force and effect upon its adoption by the Board of Public Works of the City of South Bend. ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana held on October 22, 2007 at 1308 County-City Building, 227 W. Jefferson Boulevard, South Bend, Indiana 46601. ATTEST: s/Linda M Martin, Clerk OCTOBER 22, 2007 '~ "' J v BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA s/Gary A. Gilot, President s/Carl P. Littrell, Member s/Donald E. Inks, Member APPROVE WASTEWATER DISCHARGE PERMITS In a Memorandum to the Board, Ms. Kim Thompson, Division of Environmental Services, submitted the following Wastewater Discharge Permits and recommended approval: Steel Warehouse Company, Inc. 2722 West Tucker Drive South Bend, Indiana 46624 Haldex Garphyttan Wire AB 4404 Nimtz Parkway South Bend, Indiana 46628 1 There being no further discussion, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Permits were accepted and filed. APPROVAL OF STREET CLOSURES/PROCESSIONS The following street closures and processions were presented for approval: Sponsor Description Date/Time Location Motion Carried South Bend Procession - October 19, Colfax Cultural Gilot/Littrell Heritage Red Ribbon 2007 - 9:30 Center to Ratified Foundation, March a.m. to 11:00 Lincoln Way Drug Free a.m. West to Community Williams, Council and .South on 21S` Century Williams to Scholars Colfax, East on Colfax to the Palais Royale South Bend Street Closure - October 24, 25, Eddy Street Gilot/Littrell ~: ~~ REGULAR MEETING OCTOBER 22, 2007 Parks Fright Fest 26 & 27, 2007 from Beyer to Department - 6:00 p.m. to Mishawaka 11:00 p.m. Avenue (Dead End) Chapin Park Street Closure - October 28, Manitou from Littrell/Inks Neighborhood Halloween 2007 - 2:00 Park Avenue to Association Party p.m. to 7:00 Forest Avenue m. Step it Up 07 Procession - November 4, From I.U.S.B. Littrell/Inks Green Up! -Step 2007 - 2:00 and Notre it Up 07! p.m. to 4:00 Dame p.m. University to Jon Hunt Plaza Near Northwest Alley Closure - November 4, North/South Inks/Littrell Neighborhood, Arts Cafe 2007 - 10:00 Alley Between Inc. a.m. to 5:00 Portage & p.m. Ashland From Rex to Cross Alley RECOMMENDATION - PETITION TO VACATE THE NORTH HALF OF THE 1 NORTH/SOUTH ALLEY SOUTH OF KENWOOD AVENUE AND WEST OF FREEMONT AND THE WEST HALF OF THE EAST/WEST ALLEY SOUTH OF KENWOOD AVENUE AND WEST OF FREMONT Mr. Gilot indicated that Mr. Ramadan Salameh, Discount Depot, 2512 Royal Vista Terrace, South Bend, Indiana 46637, has submitted a request to vacate the above referred to alley. Mr. Gilot advised the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Area Plan Commission, the Police Department, and the Department of Community & Economic Development. Area Plan stated the vacation would not hinder the growth or orderly development of the unit or neighborhood in which it is located or to which it is contiguous. The vacation would not make access to the lands of the aggrieved person by means of public way difficult or inconvenient. The vacation would not hinder the public's access to a church, school or other public building or place. The vacation would not hinder the use of a public right-of--way by the neighborhood in which it is located or to which it is contiguous. Community and Economic Development stated that the north/south alley is okay for vacation. However, the residence at 2525 Linden appears to have a garage on and uses the east/west alley. The Fire Department stated that a fence and the vacation of these alleys make it difficult for the people on Linden Avenue. Environmental Services stated the vacation of these alleys will affect trash collection. Engineering stated the neighboring properties rely upon the existing alleys for access and this vacation will hinder the development of surrounding properties. A security fence can be installed without vacating the alley. Therefore, Mr. Gilot made a motion the Clerk send a letter to the petitioner giving an unfavorable recommendation. Mr. Littrell seconded the motion which carried. RECOMMENDATION - PETITION TO VACATE NORTH HALF OF SECOND NORTH/SOUTH ALLEY EAST OF WALNUT AND SOUTH OF FORD STREET Mr. Gilot indicated that Ms. Vicki Lara, South Bend, Indiana 46619, has submitted a request to vacate the above referred to alley. Mr. Gilot advised the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Area Plan Commission, Police Department, Fire Department, Department of Solid Waste, Department of Community & Economic Development and the Department of Public Works. Area Plan stated the vacation would not hinder the growth or orderly development of the unit or neighborhood in which it is , located or to which it is contiguous. The vacation would not make access to the lands of the aggrieved person by means of public way difficult or inconvenient. The vacation would not hinder the public's access to a church, school or other public building or place. The vacation would not hinder the use of a public right-of--way by the neighborhood in which it is located or to which it is contiguous. Engineering had no objection from a traffic point of view, however advises the Petitioner that the Ford Street sidewalk and curb will need to be closed upon vacation by building it to meet the curb and sidewalk on each side. Community & Economic Development stated that given the placement of the houses, unless the proposed garage is a replacement of the existing rear loading one, a new garage, or access to it, would likely fall on the neighbor's portion of the vacated alley. Therefore, Mr. Gilot made a motion the Clerk send a REGULAR MEETING OCTOBER 22, 2007 letter to the petitioner recommending favorably if the garage is built on the petitioner's property, and the sidewalk and curb issues are addressed. Mr. Littrell seconded the motion which carried. RELEASE OF ESCROW AGREEMENT -PARKING. GARAGE NO. 1 -MAIN STREET AND COLFAX AVENUE -PROJECT NO. 105-076 Mr. Gilot stated the above described project is complete and the Final Project Completion Affidavit has been approved. Transpo is now requesting the release of their escrow agreement. Upon a motion by Mr. Gilot, seconded by Mr. Inks and carried, the release of the Escrow Agreement was approved. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the following traffic control devices were approved: NEW INSTALLATION: Handicapped Accessible Parking Sign LOCATION: 1202 Grace Street REMARKS: All criteria has been met RENEWAL: Reserved Handicapped Accessible Parking Sign Downtown LOCATION: 227 West Jefferson on Jefferson Boulevard in Front of County-City Building (Permit No. 004, Angelica Cantrell) REMARKS: All criteria has been met FILING OF SAFETY REPORTS -DEPARTMENT OF PUBLIC WORKS The Division Equipment Services, and Water Works submitted their Safety Reports for September 2007. This report reflects injuries and accidents for each month and provides for a comparison. There being no further discussion, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the reports were accepted and filed. FILING OF MONTHLY AND PERFORMANCE MEASURE REPORTS -DEPARTMENT OF PUBLIC WORKS The Department of Water Works and Central Services submitted their Monthly and Performance Measure Reports for the month of September 2007. There being no further discussion, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the monthly reports were accepted and filed. FILING OF MONTHLY REPORT OF OPERATION -ENVIRONMENTAL SERVICES The Divisions of Environmental Services submitted their Monthly Reports of Operation for the month of September, 2007. There being no further discussion, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the monthly report was accepted and filed. APPROVE RELEASE OF CONTRACTOR AND EXCAVATION BONDS Mr. Anthony Molnar, Engineer, Division of Engineering, recommended that the following Contractor and Excavation Bonds be approved and/or released as follows: BOND OF CONTRACTOR Lawrence Construction Co. Practical Christianity Ministries, Inc. 1 BOND OF EXCAVATION Lawrence Construction Co. For Release Effective October 12, 2007 Approved October 16, 2007 Pursuant to Resolution No. 100-2000 For Release Effective October 12, 2007 Mr. Littrell made a motion that the Bonds release and/or approval, as outlined above, be ratified. Mr. Inks seconded the motion, which carried. APPROVE CLAIMS Mr. Gilot stated the following claims were submitted to the board fora royal: Name Amount of Claim Date City of South Bend $1,692,424.83 10/8/07 St. Jose h County Housing Consortium $159,131.31 10/3/07 St. Jose h County Housing Consortium $127.81 10/2/07 ~, o. REGULAR MEETING OCTOBER 22, 2007 Name Amount of Claim Date St. Jose h County Housing Consortium $223.57 10/8/07 St. Jose h County Housing Consortium $973.00 10/8/07 St. Joseph County Housing Consortium $35,899.92 10/8/07 St. Jose h County Housing Consortium $10,648.18 10/8/07 Mr. Inks made a motion the claims be approved. Mr. Littrell seconded the motion, which carried. RECESS Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the meeting recessed at 11:15 a.m. to reconvene at 4:30 p.m. on Tuesday, October 23, 2007 RECONVENE -REGULAR MEETING OCTOBER 23, 2007 The regular meeting of the Board of Public Works was reconvened at 4:30 p.m. on October 23, 2007 by Board President Gary A. Gilot, with Mr. Carl P. Littrell, and Mr. Donald E. Inks present. Also present was Mr. Shawn Peterson, Legal Department. ADOPT RESOLUTION NO. 38-2007 - A RESOLUTION RELATED TO ACQUISITION OF PROPERTY IN THE CITY OF SOUTH BEND, INDIANA, FOR LINCOLN WAY WEST CORRIDOR 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. 38-2007 RESOLUTION RELATED TO ACQUISITION OF PROPERTY IN THE CITY OF SOUTH BEND, INDIANA FOR LINCOLN WAY WEST CORRIDOR (2007 Tax Sale Properties) WHEREAS, the City of South Bend, Indiana, Board of Public Works (the "Board") is authorized to purchase real property or personal property needed by the City of South Bend, Indiana (the "City") for any public use under Indiana Code § 36-9-6-4; and WHEREAS, evidence has been presented to the Board suggesting that the purchase and redevelopment of the properties described at Exhibit A (the "Properties") would stabilize the surrounding neighborhood and improve the Lincoln Way West Corridor in the City; and WHEREAS, the Properties have been certified to St. Joseph County's 2007 tax sale list, and therefore, will be available for purchase at said tax sale or a subsequent tax sale or auditor's sale; and WHEREAS, an appraisal has been obtained for the Properties evidencing the fair market value of Properties; and WHEREAS, the Board desires to purchase the Properties, as a part of the City's commercial corridor program, in order to redevelop the Properties; and WHEREAS, the Board desires to authorize its purchasing agent or staff to bid on the Properties at tax sale or otherwise present and negotiate offers for the Properties, on behalf of the Board, provided that the offers or bids not exceed the lesser of: (i) the Property's appraised value . or (ii) $25,000.00; and WHEREAS, the Board further desires to authorize the staff of the Board to bid upon the Properties and to authorize any member of the Board and the Clerk of the Board to approve and execute and to attest, respectively, any and all documentation, including but not limited to offer letters, counteroffer letters, assignment agreements, purchase agreements and deeds necessary or advisable, in the opinion of legal counsel, to secure and accept the Properties; NOW, THEREFORE, BE IT RESOLVED, by the City of South Bend, Indiana, Board of Public Works, as follows: RECONVENE -REGULAR MEETING OCTOBER 23.2007 ~ ~ ' ~ J L ~- 1. The Board hereby finds that the purchase of the Properties will serve a public purpose, will be of benefit to the health or general welfare of the unit, and be in the best interest of the citizens of the City and that acquiring the Properties for use in the City's commercial corridor initiative and for redevelopment purposes is necessary to stabilize the commercial corridor and the surrounding neighborhood in the City. 2. The Board's purchasing agent and staff are authorized and directed to pursue the acquisition of the Properties. The Board's staff are hereby authorized to bid on the Properties at the St. Joseph County 2007 tax sale or any subsequent tax sale or auditor's sale; provided that the bid for any particular property not exceed the lesser of Twenty-five Thousand and 00/100 Dollars ($25,000.00) or the appraised value of the Properties and to execute any documentation necessary to enable the Board to bid on the Properties at such sales. In event that the Properties are purchased through negotiations, it is understood that the owner(s) of the Properties may change, that changes in the plans for the commercial corridor or in other circumstances may alter the amount of property needed, or that the appraisal amount may change due to additional facts or a change in circumstances, and notwithstanding those changes, the staff and the purchasing agent for the Board may continue to negotiate and secure the Properties provided that the final purchase price not exceed either the appraisal amount (as may be amended) or Twenty-five Thousand and 00/100 Dollars ($25,000.00), until the Board instructs them otherwise. 3. Each member of the Board may, individually, approve and execute any and all documentation, including but not limited to offer letters, counteroffer letters, assignment agreements, purchase agreements and deeds necessary or advisable, in the opinion of legal counsel, to secure and accept the Properties. 1 Adopted at a meeting of the City of South Bend, Indiana, Board of Public Works held on October 23, 2007, 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/Carl Littrell s/Don Inks ATTEST: s/Linda Martin, Clerk EXHIBIT A RESOLUTION NO. 38-2007 1 Type of Maximum Fu1USp1 Tax Key No. Address Owner Interest Acquisition it Price Parcel 18-1055-2354 620 Marion Donna Jo *Fee $4,250.00 Full Allen Simple 18-1055-2358 419 Leland Joe Garbill Fee $4,450.00 Full (problem Simple w/deed) 18-1055-2359 627 Lincoln Way RR Company Fee $8,750.00 Full West of America Simple LLC & Rodney S. Savoy *The goal is to obtain a fee simple interest through the purchase of a tax sale certificate and the subsequent process to obtain a tax deed after the applicable redemption period has expired. ADOPT RESOLUTION NO. 39-2007 - A RESOLUTION RELATED TO ACQUISITION OF PROPERTY IN THE CITY OF SOUTH BEND INDIANA, FOR DOLLAR HOME PROGRAM Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the following Resolution was adopted by the Board of Public Works: ~ ~ ~ RECONVENE -REGULAR MEETING OCTOBER 23, 2007 RESOLUTION NO. 39-2007 RESOLUTION RELATED TO ACQUISITION OF PROPERTY IN THE CITY OF SOUTH BEND, INDIANA FOR DOLLAR HOME PROGRAM (2007 Tax Sale Properties) WHEREAS, the City of South Bend, Indiana, Board of Public Works (the "Board") is authorized to purchase real property or personal property needed by the City of South Bend, Indiana (the "City") for any public use under Indiana Code § 36-9-6-4; and WHEREAS, evidence has been presented to the Board suggesting that the purchase and rehabilitation of the properties described at Exhibit A (the "Properties") would stabilize the surrounding neighborhood and reduce the number of vacant and abandon housing in the City; and WHEREAS, the Properties have been certified to St. Joseph County's 2007 tax sale list, and therefore, will be available for purchase at said tax sale or a subsequent tax sale or auditor's sale; and WHEREAS, an appraisal has been obtained for the Properties evidencing the fair market value of Properties; and WHEREAS, the Board desires to purchase the Properties, as a part of the City's vacant housing initiative, in order to incorporate the Properties into the City's form of urban homesteading program, commonly referred to as the "Dollar House" program; and WHEREAS, the Board desires to authorize its purchasing agent or staff to bid on the Properties at tan sale or otherwise present and negotiate offers for the Properties, on behalf of the Board, provided that the offers or bids not exceed the lesser of: (i) the Property's appraised value or (ii) $25,000.00; and WHEREAS, the Board further desires to authorize the staff of the Board to bid upon the Properties and to authorize any member of the Board and the Clerk of the Board to approve and execute and to attest, respectively, any and all documentation, including but not limited to offer letters, counteroffer letters, assignment agreements, purchase agreements and deeds necessary or advisable, in the opinion of legal counsel, to secure and accept the Properties; NOW, THEREFORE, BE IT RESOLVED, by the City of South Bend, Indiana, Board of Public Works, as follows: 1. The Board hereby finds that the purchase of the Properties will serve a public purpose, will be of benefit to the health or general welfare of the unit, and be in the best interest of the citizens of the City and that acquiring the Properties for the City's form of urban homestead program is necessary to stabilize the surrounding neighborhood and reduce the number of vacant and abandon housing in the City. 2. The Board's purchasing agent and staff are authorized and directed to pursue the acquisition of the Properties. The Board's staff are hereby authorized to bid on the Properties at the St. Joseph County 2007 tax sale or any subsequent tax sale or auditor's sale; provided that the bid for any particular property not exceed Twenty-five Thousand and 00/100 Dollars ($25,000.00) or the appraised value of the Properties and to execute any documentation necessary to enable the Board to bid on the Properties at such sales. In event that the Properties are purchased through negotiations, it is understood that the owner(s) of the Properties may change, that changes in the plans for the urban homestead program or in other circumstances may alter the amount of property needed, or that the appraisal amount may change due to additional facts or a change in circumstances, and notwithstanding those changes, the staff and the purchasing agent for the Board may continue to negotiate and secure the Properties provided that the final purchase price not exceed either the appraisal amount (as may be amended) or Twenty-five Thousand and 00/100 Dollars ($25,000.00), until the Board instructs them otherwise. ~~ ~ RECONVENE -REGULAR MEETING OCTOBER 23, 2007 ~- .: e 3. Each member of the Board may, individually, approve and execute any and all documentation, including but not limited to offer letters, counteroffer letters, assignment agreements, purchase agreements and deeds necessary or advisable, in the opinion of legal counsel, to secure and accept the Properties. Adopted at a meeting of the City of South Bend, Indiana, Board of Public Works held on October 23, 2007, 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/Carl Littrell, Board Member s/Don Inks, Board Member ATTEST: s/Linda Martin, Clerk EXHIBIT A RESOLUTION NO. 39-2007 1 Type of Maximum FuIU Tax Key No. Address Owner Interest Acquisition Split Price Parcel 18-5035-1227 710 N. St. Louis Hester M. *Fee $25,000.00 Full Atkins Simple 18-5107-3760 719 Corby Francis N. Fee $25,000.00 Full Mwaniki Simple 18-5108-3812 923 Hill Peter Horrall Fee $22,000.00 Full Simple 18-3055-2130 910 Thomas Laronn E. Fee $15,000.00 Full Williams Simple 18-3068-2639 1013 W. Michiana Fee $25,000.00 Full Jefferson African Simple American Culture and Development Center, Inc. *The goal is to obtain a fee simple interest through the purchase of a tax sale certificate and the subsequent process to obtain a tax deed after the applicable redemption period has expired. AWARD QUOTATION -FELLOWS BOOSTER STATION 24" VALVE REPLACEMENT - PROJECT NO. 107-088 In a Memorandum to the Board, Mr. David Tungate, Water Works, stated Quotes were received and opened at the regular meeting of the Board on October 22, 2007. Mr. Tungate recommends the Board award the contract to the lowest responsive and responsible bidder, HRP Construction, 5777 Cleveland Road, South Bend, Indiana, in the amount of $58,106.00. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Inks seconded the motion, which carried. AWARD OUOTATION -CLEVELAND ROAD AT STATE ROAD 933 NORTH SERVICE LINE REPLACEMENT -PROJECT NO. 107-089 (WATER WORKS BOND) In a Memorandum to the Board, Mr. David Tungate, Water Works, stated Quotes were received and opened at the regular meeting of the Board on October 22, 2007. Mr. Tungate recommends the Board award the contract to the lowest responsive and responsible bidder, HRP Construction, 5777 Cleveland Road, South Bend, Indiana, in the amount of $48,295.00. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Inks seconded the motion, which carved. AWARD QUOTATION - WILLIAMS STREET WATER MAIN REPLACEMENT -PROJECT NO. 107-090~WATER WORKS BOND ) ~ ~~ ~„ J ~ ~ RECONVENE -REGULAR MEETING OCTOBER 23, 2007 In a Memorandum to the Board, Mr. David Tungate, Water Works, stated Quotes were received and opened at the regular meeting of the Board on October 22, 2007. Mr. Tungate recommends the Board award the contract to the lowest responsive and responsible bidder, HRP Construction, 5777 Cleveland Road, South Bend, Indiana, in the amount of $35,803.00. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Inks seconded the motion, which carried. AWARD QUOTATION -CLEVELAND ROAD VALVE INSTALLATION - PROJECT NO. 107-091 (WATER WORKS BOND In a Memorandum to the Board, Mr. David Tungate, Water Works, stated Quotes were received and opened at the regular meeting of the Board on October 22, 2007. Mr. Tungate recommends the Board award the contract to the lowest responsive and responsible bidder, HRP Construction, 5777 Cleveland Road, South Bend, Indiana, in the amount of $10,925.00. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Inks seconded the motion, which carried AWARD QUOTATION - KLINGER 24 "VALVE REPLACEMENT - PROJECT NO. '107-092 (WATER WORKS BOND In a Memorandum to the Board, Mr. David Tungate, Water Works, stated Quotes were received and opened at the regular meeting of the Board on October 22, 2007. Mr. Tungate recommends the Board award the contract to the lowest responsive and responsible bidder; HRP Construction, 5777 Cleveland Road, South Bend, Indiana, in the amount of $14,275.00: Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Inks seconded the motion, which carried ADJOURNMENT There being no fiirther business to come before the Board, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the meeting adjourned at 4:39 p.m. BOARD OF PUBLIC WORKS ~~~ ~ ~~ Gary A. Gilot, President ~J~ - ATTEST: i da M. Martin, Clerk Carl l ~ ittrell, Member ~ '~ ~, ~' ~ Q, Donald E. nks, Member 1