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HomeMy WebLinkAbout11/13/07 Board of Public Works Minutes~~ PUBLIC AGENDA SESSION NOVEMBER 8.2007 The Public Agenda Session of the Board of Public Works was convened at 10:37 a.m. on November 8, 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. AGENDA ITEMS ADDED - Letter of Agreement -Design Contract for Eddy Street Commons Project Parking Garage Structure -Kite - Agreement -Software and Maintenance Agreement - Moody's/KMV - Safety Reports Mr. Pete Kaminski, Street Department, Mr. Al Greek, Environmental Services, and Mr. Dave Tungate, Water Works, presented their division's Safety Report for the month of October, 2007. - Monthly Reports of Operation and Performance Mr. Al Greek, Environmental Services, and Mr. Dave Tungate, Water Works, presented their division's Monthly Report for the month of October, 2007. - Consulting Service Agreement - DLZ Indiana, LLC Mr. Al Greek, Environmental Services, asked Mr. Inks if the Blackthorn Lift Station Force Main Valve Replacement, Project No. 107-082, was going to be able to be funded by the Airport TIF, as Mr. Inks had stated in a previous meeting. Mr. Inks affirmed that it would be. - Distribution Easement -Indiana Michigan Power Company Mr. Gilot requested of Mr. Dave Tungate, Water Works, that the easement be recorded by someone, either the City or Indiana Michigan Power Company so there was a record of the easement. Ms Greene, Board of Works Attorney, noted that even though the agreement states that no buildings could be built on the easement, it did allow for things that are incidental to the operation to be constructed. She noted to Mr. Tungate that he should be cautious of the wording of such easement agreements in the future, as they could create a restriction on construction on Water Works Department property. OPENING OF QUOTATIONS -VIDEO TAPING OF CITY OF SOUTH BEND COMMON COUNCIL MEETINGS 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: GRASS ROOTS MEDIA 115 North William Street South Bend, Indiana 46601 Quotation was submitted by Ms. Andrea Rogers QUOTATION: $1,035.24 Per Meeting SAINT CLAIR POINDEXTER 1046 Georgianna Street South Bend, Indiana 46617 Quotation was submitted by Mr. Saint Clair Poindexter QUOTATION: $500.00 Total Sum for Meetings 1-2 hrs $700.00 Total Sum for Meetings 3 hrs $950.00 Total Sum for Meetings 4 or More Hours WHIT PUBLIC TELEVISION Post Office Box 3434 Elkhart, Indiana 46515 'y J ; PUBLIC AGENDA SESSION Quotation was submitted by Mr. Angel Hernandez NOVEMBER 8, 2007 QUOTATION: $1,400.00 Lump Sum for All Three (3) Sessions Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, Board President, Mr. Gary Gilot, was authorized to approve the Council's selection, on behalf of the Board of Public Works, before the end of today's business day. The proposal will be ratified at the Board of Works meeting on Tuesday, November 13, 2007. The above Quotations were referred to Mr. John Voorde, City Clerk, Mr. George Adler, Community Development, and Ms. Ann Puzzello, Common Council, for review and recommendation. AWARD BID -ENVIRONMENTAL IMPROVEMENTS OF THE CLOSED BIOSOLIDS LAGOON #4 - PROJECT NO. 107-073 Ms. Kim Thompson, Environmental Services, advised the Board that on October 29, 2007 bids were received and opened for the above referred to project. Ms. Thompson stated a discrepancy in the survey data was discovered and they need to pull the award of the bid from today's agenda and review the bid documents. Ms. Thompson hopes to award at Tuesday's regular meeting of the Board of Public Works. She stated Oselka Construction, the low bidder, has reviewed the discrepancy, which involved some contours on one of the pathways, and stated they could still honor their bid amount, without any additional charges needed. Mr. Gilot advised the modified plans must meet the requirements of IDEM, the regulatory agency first. APPROVAL OF PROPOSAL The following Proposal was submitted to the Board for approval: TYPE BUSINESS DESCRIPTION AMOUNT MOTION/ SECONDED Proposal Wightman Construction Inspection, $61,200.00 Inks/Gilot Petrie Material Testing and Surveying for the Environmental Improvements of the Closed Biosolids Lagoon #4, Project No. 107-073 (631-Sewage Works) APPROVE CLAIM Upon a motion by Mr. Gilot, seconded by Mr. Inks and carried, the following claim for Fire Station No. 2 was approved for payment by the Board: Name Amount of Claim Date Brown & Brown General Contractors $86,182.00 October 16, 2007 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 11:43 a.m. BOARD OF PUBLIC WORKS ~~ ~~~~ Gary A. Gilot, President _~ (1, Carl P. Littrell, Member 1 1 1 PUBLIC AGENDA SESSION ATTEST: NOVEMBER 8 2007 Do ald E. Inks, Member `,. , ~~-~-~L-~-~--~'~'I . ti~l c.~~t~-,~ ~Li~da M. Martin, Clerk REGULAR MEETING NOVEMBER 13, 2007 The regular meeting of the Board of Public Works was convened at 9:35 a.m. on Tuesday, November 13, 2007 by Board President Gary A. Gilot, with Mr. Carl P. Littrell and Mr. Donald E. Inks present. Also present was Board Attorney Cheryl Greene. ADDITIONS TO THE AGENDA Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following additions to the agenda were approved: - Approve Uniform Conflict of Interest Disclosure Statement - Ratify Quotation Award for Videotaping of South Bend Common Council Meetings - Award Quotation -Indiana Avenue Alignment at Swygart APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the minutes of the agenda session, regular and special meetings of the Board held on October 18, October 22, and October 29, 2007 were approved. OPENING OF BIDS -WESTERN AVENUE STREETSCAPES (ALBERT STREET TO ILLINOIS STREET) - PROJECT NO. 107-014 (COIT~ 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: MARTELL ELECTRIC, LLC 1904 North Kenmore Street South Bend, Indiana 46628 Bid was signed by: Mr. Tony Nicholson Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $145,777.75 TRANS TECH ELECTRIC, LP 4601 Cleveland Road South Bend, Indiana 46628 Bid was signed by: Mr. John Ferro Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $146,565.00 S/T BANCROFT ELECTRIC 3031 Prairie Avenue South Bend, Indiana 46614 Bid was signed by: Mr. Tony Nicholson Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted ec " S ~ ~ J REGULAR MEETING BID: $158,330.00 BANCROFT ELECTRIC, INC. 829 Boyd Boulevard LaPorte, Indiana 466350 Bid was signed by: Ms. Joyce Bancroft Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $165,115.00 NOVEMBER 13, 2007 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bids were referred to the Engineering Department and Community and Economic Development for review and recommendation. OPENING OF BIDS - BLACKTHORN LIFT STATION FORCEMAIN VALVE REPLACEMENT -PROJECT NO. 107-082 (AIRPORT TIFF 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: THOMAS EXCAVATING & WELDING INC. 9750 West 16t Road Argos, Indiana 46501 Bid was signed by: Ms. Dawn Dickey Thomas Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: Base Bid $373,628.00 Alternate 1 -Add $30,725.00 Alternate 2 -Add $87,484.00 HRP CONSTRUCTION, INC. 5777 Cleveland Road Post Office Box 266 South Bend, Indiana 46624-0266 Bid was signed by: Mr. Paul Fallon Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: Base Bid $368,000.00 Alternate 1 -Add $50,100.00 Alternate 2 -Add $81,200.00 OSELKA CONSTRUCTION CO. Post Office Box 253 Union Pier, Michigan 49129 Bid was signed by: Mr. David Wolf Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: Base Bid $385,170.00 Alternate 1 -Add $31,500.00 Alternate 2 -Add $84,800.00 1 1 1 ~~'~ REGULAR MEETING NOVEMBER 13 2007 ~ SELGE CONSTRUCTION CO. INC. 2833 South l It Street Niles, Michigan 49120 Bid was signed by: Mr. James Boyles Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted ' BID: 1 Base Bid $268,000.00 Alternate 1 -Add $30,500.00 Alternate 2 -Add $84,500.00 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bids were referred to the Environmental Services Department and their Consultant for review and recommendation. OPENING AND AWARD OF BID- DUCTILE IRON PIPE (WATER WORKS REVENUEI 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 bid was opened and publicly read: UNDERGROUND PIPE & VALVE 1100 Prairie Avenue South Bend, Indiana 46601 Bid was signed by: Mr. Donald E. Nuner Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Ten percent (10%) Bid Bond was submitted BID: Item No. Item Q~, ~~ ft Unit price/Ft Total Manufacturer lA 6" x 18' Ductile Iron Pipe 1000 $g.14 $8,140.00 CLOW 1B 8" x 18' Ductile Iron Pipe 1000 $11.29 $11,290.00 GLOW 1C 10" x 18' Ductile Iron Pipe 2000 $14.91 $29,820.00 GLOW 1D 12" x 18' Ductile Iron Pipe 4000 $19.06 $76,240.00 CLOW lE 16" x 18' Ductile Iron Pipe 2000 $28,92 $57,840.00 CLOW 1F 20" x 18' Ductile Iron Pipe 200 $38.11 $7,622.00 GLOW 1G 24" x 18' Ductile Iron Pipe 200 $49.68 $9,936.00 CLOW 1H 30" x 18' Ductile Iron Pipe 100 $68.27 $6,827.00 CLOW ' Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bid was referred to the Water Works Department for review and recommendation. After reviewing the bid, Mr. David Tungate, Water Works, recommends the Board award the contract to the sole responsive and responsible bidder, Underground Pipe & Valve, in the unit prices as described above. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Littrell seconded the motion, which carried. J REGULAR MEETING NOVEMBER 13, 2007 OPENING OF OUOTATIONS -MORRIS PERFORMING ARTS CENTER CLOAK ROOM - PROJECT NO. 107-094 (MPAC) 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: KASER-SPRAKER CONSTRUCTION, INC. 25487 West State Road 2 South Bend, Indiana 46619 ' K-Z CONSTRUCTION 27093 Riley Road North Liberty, Indiana 46554 Quotation was submitted by: Mr. Jeff Kope Quotation was submitted by: Mr. Daniel H. Kaser QUOTATION: $5,970.00 QUOTATION: $6,000.00 It was noted by Board Attorne9y Ms. Cheryl Greene that the Non-Collusion Affidavit from K-Z Construction was not notarized. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above Quotations were referred to the Morris Performing Arts Center for review and recommendation. After reviewing those quotations, Mr. Dennis Andres, Morris Performing Arts Center, recommends the Board award the contract to the lowest responsive and responsible bidder, Kaser-Spraker Construction, Inc. for $5,970.00. Therefore, Mr. Gilot made a motion the recommendation be accepted and the quotation be awarded as outlined above. Mr. Inks seconded the motion, which carried. OPENING OF QUOTATIONS - WATER/WASTEWATER RADIO TELEMETRY PROJECT -PROJECT NO. 107-096 (WASTEWATER CAPITAL) 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: H&G SERVICES 225 Lafayette Boulevard South Bend, Indiana 46601 Quotation was submitted by Mr. Chris Mars QUOTATION: Item No. Descri tion Total Amount 1 Planning $10,000.00 2 Design $42,587.00 3 Materials & E ui ment $402,564.00 4 Installation & Start U $271,856.00 5 Staff Training $7,500.00 Total $734,507.00 TRANS TECH ELECTRIC, LP 4601 Cleveland Road South Bend, Indiana 46628 Quotation was submitted by Mr. John Ferro QUOTATION: Between $3,000.00 and $5,000.00 per site EMERGENCY RADIO SERVICE, INC. 12990 State Road 23 Granger, Indiana 46530 Quotation was submitted by Mr. Thomas Shearer 1 QUOTATION: REGULAR MEETING NOVEMBER 13, 2007 ^ ""'`'" Item No. Descri tion Total Amount 1 Planning $10,000.00 2 Design $20,000.00 3 Materials & Equipment $760,000.00 4 Installation & Start U $37,000.00 5 Staff Training $5,000.00 Total $832,000.00 ' J&K Communications, Inc. 222 South Tower View Drive Columbia City, Indiana 46725 Quotation was submitted by Mr. Jon Shew, II QUOTATION: Item No. Descri tion Total Amount 1 Planning $12,000.00 2 Design $36,844.00 3 Materials & Equipment $394,805.97 4 Installation & Start U $231,052.00 5 Staff Training $9,293.00 Total $683,994.97 KOONTZ-WAGNER ELECTRIC CO., INC. 3801 Voorde Drive South Bend, Indiana 46628 Quotation was submitted by Mr. Anthony Maloney, III QUOTATION: 1 Phase of Project Units Cost per Unit Extended Cost Planning 1 $18,150.00 $18,150.00 Data Ac uisition 1 $30,800.00 $30,800.00 Design 1 $12,925.00 $12,925.00 Submittals 1 $4,400.00 $4,400.00 Subtotal Preconstruction $66,275.00 Equipment & Installation Material & Equipment Supply Access Points 5 $46,160.00 $230,798.00 Material & Equi ment Sup ly Nodes 70 $4,770.00 $333,911.00 Installation & Startu Access Points 5 $6,812.00 $34,060.00 Installation & Startup Nodes 70 $6,793.00 $475,490.00 Staff Training 1 $16,200.00 $16,200.00 Closeout Documentation 1 $18,000.00 $18,000.00 Subtotal E ui ment & Installation $1,108,458.00 Bud et Totals* $1,174,733.00 *Options: Add UPS Battery Back Up (1600VA) $1,690.00/Radio Add Air Conditioning Module for Radio Cabinet $5,500.00/Cabinet Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above Quotations ' were referred to Environmental Services and their Consultant for review and recommendation. OPENING OF QUOTATIONS -INDIANA AVENUE ALIGNMENT AT SWYGART - PROJECT NO. 107-084 (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: RIETH-RILEY CONSTRUCTION CO., INC. Post Office Box 1775 South Bend, Indiana 46634 Bid was signed by: Mr. David Dudash __ ~ ";, ~. REGULAR MEETING Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: Base Bid: $16,800.00 Alternate "A" $3,077.00 Alternate "B" $7,518.00 WALSH & KELLY, INC. 24358 State Road 23 South Bend, Indiana 46614 Bid was signed by: Mr. Kevin Kelly Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: Base Bid: $14,400.00 Alternate "A" $2,050.00 Alternate "B" $7,145.00 SELGE CONSTRUCTION COMPANY, INC. 2733 South l lt" Street Niles, Michigan 49120 Bid was signed by: Mr. John Szuba Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%} Bid Bond was submitted BID: Base Bid: $16,930.00 Alternate "A" $1,810.00 Alternate "B" $4,522.50 ORTIZ CONCRETE 530 Pulaski Street South Bend, Indiana 46619 Bid was signed by: Mr. Jose Ortiz Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: Base Bid: $13,755.00 Alternate "A" $685.00 Alternate "B" $5,265.00 NOVEMBER 13 2007 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the quotations were referred to the Engineering Department for review and recommendation. AWARD BID -PRIMARY AND AERATION CHANNEL MODIFICATIONS PROJECT NO. 107-062 (SRF & WASTEWATER BOND) Mr. Al Greek, Environmental Services, advised the Board that on October 22, 2007 bids were received and opened for the above referred to project. After reviewing those bids, Mr. Greek recommends that the Board award the contract to the lowest responsive and responsible bidder, Bowen Engineering, 10315 Allisonville Road, Fishers, Indiana 46038, in the amount of $3,395,060.00. 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. 1 1 1 REGULAR MEETING NOVEMBER 13, 2007 "'~ `~ ~.t AWARD BID -ENVIRONMENTAL IMPROVEIvIENTS OF THE CLOSED BIOSOLIDS LAGOON #4 - PROJECT NO. 107-073 (SEWAGE WORKS CAPITAL AND BOND) Ms. Kim Thompson, Environmental Services, advised the Board that on October 29, 2007, bids were received and opened for the above referred to project. After reviewing those bids, Ms. Thompson recommends that the Board award the contract to the lowest responsive and responsible bidder, Oselka Construction, Post Office Box 253, Union Pier, Michigan 49129, in the amount of $1,080,634.30. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Littrell seconded the motion, which ' carried. AWARD BID - 2007 SEWER LINING PROGRAM -PROJECT NO. 107-076 (2007 SEWER BOND Mr. Carl Littrell, Engineering, advised the Board that on October 22, 2007 bids were received and opened for the above referred to project. After reviewing those bids, Mr. Littrell recommends that the Board award the contract to the lowest responsive and responsible bidder, Insituform Technologies, 17988 Edison Avenue, Chesterfield, Missouri 63005, in the amount of $615,750.00. 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 BID -ONE L) ONE-TON STAKE BED DUMP TRUCK (PARK DEPARTMENT) Mr. Lou Grounds, Central Services, advised the Board that on October 22, 2007 bids were received and opened for the above referred to vehicle. After reviewing those bids, Mr. Grounds recommends that the Board award the contract to the lowest responsive and responsible bidder, Jordan Ford, 609 East Jefferson Boulevard, Mishawaka, Indiana 46545, in the amount of $27,072.00. 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 BID -ONE (1) ONE-TON TWO-WHEEL DRIVE DUMP TRUCK (WATER WORKS) Mr. Lou Grounds, Central Services, advised the Board that on October 22, 2007 bids were ' received and opened for the above referred to vehicle. After reviewing those bids, Mr. Grounds recommends that the Board award the contract to the lowest responsive and responsible bidder, Jordan Ford, 609 East Jefferson Boulevard, Mishawaka, Indiana 46545, in the amount of $26,971.00. 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 BID - ONE (1) 2007 FLOOR SWEEPER/SCRUBBER COMBINATION (COMMUNITY & ECONOMIC DEVELOPMENT) Mr. Lou Grounds, Central Services, advised the Board that on October 22, 2007 bids were received and opened for the above referred to vehicle. After reviewing those bids, Mr. Grounds recommends that the Board award the contract to the lowest responsive and responsible bidder, Hull Lift Truck, 28747 Old US 33 West, Elkhart, Indiana 46516, in the amount of $43,249.00. Therefore, Mr. Littrell made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Inks seconded the motion, which carried. AWARD BIDS -SALE OF ABANDONED VEHICLES In a letter to the Board, Mr. Gary Libbey, Code Enforcement, advised the Board that on October 22, 2007, bids were received and opened for the above referred to vehicles. After reviewing those bids, Mr. Libbey recommends that the Board award the contract to the highest responsive and responsible bidders as follows: GREG ETTL ' Post Office Box 2384 South Bend, Indiana 46680 BID: No. Description Year Bid 8 White Homemade Trailer 2004 $77.00 TOTAL $77.00 TERRY'S AUTO SALVAGE 1926 Tamarack Road Walkerton, Indiana M.. ,~> REGULAR MEETING BID: NOVEMBER 13, 2007 No. Description Year Bid 1 .Red Pontiac Firebird 1986 $302.00 TOTAL $302.00 INDIANA AUTO PARTS 3300 South Main Street South Bend, Indiana 46614 BID: No. Description Year Bid 2 Yellow Mercury 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 7 White Chrysler LeBaron 1993 $250.00 9 Burgundy Toyota Previa 1991 $300.00 10 P le Geo Tracker 1993 $350.00 TOTAL $2,350.00 Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bids be awarded as outlined above. Mr. Littrell seconded the motion, which carried. AWARD QUOTATION - PORTAGE AVENUE (PIERCE STREET AND PORTAGE AVENUE) -PROJECT NO. 107-018 (COIT) In a Memorandum to the Board, Mr. Rich Grundtner, Engineering, advised the Board that on October 29, 2007, quotations were received and opened for the above referred to project. After reviewing those quotations, Mr. Grundtner recommends that the Board award the contract to the lowest responsive and responsible bidder, Ortiz Concrete, 530 South Pulaski Street, South Bend, Indiana, 46619, in the amount of $29,195.00 which is the Base Bid and Alternate "A". Therefore, Mr. Littrell made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Mr. Inks seconded the motion, which carried. RATIFY QUOTATION AWARD -VIDEOTAPING OF CITY OF SOUTH BEND COMMON COUNCIL MEETINGS Mr. Gilot advised that at the Board of Public Works agenda session of November 8, 2007, he was authorized to award the quotation for the above referenced project upon advisement from the award committee consisting of Common Council President, Mr. Timothy Rouse; Council Member, Ms. Ann Puzzello; City Clerk,. Mr. John Voorde; Chairman of Information and Technology Committee, Dr. David Varner; and Mr. George Adler, Community and Economic Development. On the afternoon of November 8, 2007, Mr. Gilot was advised by the committee to award the quotation to WNIT Public Television, Post Office Box 3434, Elkhart, Indiana, for $1,400.00 for videotaping of all three (3) Common Council sessions. Upon a motion by Mr. Inks, seconded by Mr. Littrell and carried, the Board ratified Mr. Gilot's approval of the quotation award as outlined above. APPROVE CHANGE ORDER - SOUTH WELL FIELD NO. 5 AND WELL ABANDONMENT - PROJECT NO. 107-021A (WATER WORKS) Mr. Gilot advised that Mr. John Wiltrout, Water Works, has submitted Change Order No. 1 on behalf of Peerless-Midwest, Inc., 55860 Russell Industrial Parkway, Mishawaka, Indiana 46545, indicating the Contract amount be increased by $11,540.00 for a new Contract sum, including this Change Order, in the amount of $159,372.00. Upon a motion made by Inks, seconded by Mr. Littrell and carried, the Change Order was approved. APPROVE CHANGE ORDER -ASBESTOS ABATEMENT AT 101 NORTH- MICHIGAN STREET -PROJECT NO. 107-066 (TIF GRANT) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of Clean Air Environmental Services, Inc., 25088 Pin Oak Drive, South Bend, Indiana 46614, indicating the Contract amount be increased by $500.00 for a new Contract sum, including this Change Order, in the amount of $7,484.00. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Change Order was approved. 1 1 1 ~~ REGULAR MEETING NOVEMBER 13, 2007 APPROVE CHANGE ORDER -DYLAN DRIVE EXTENSION -PROJECT NO. 106-035 (AIRPORT TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of Walsh and Kelly, Incorporated, 24358 State Road 23, South Bend, Indiana, 46614, indicating the Contract amount be increased by $118,780.92 for a new Contract sum, including this Change Order, in the amount of $1,630,318.82. Upon a motion made by Gilot, seconded by Mr. Inks and carried, the Change Order was approved. ' APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT - JUNIPER ROAD WATER MAIN EXTENSION -PROJECT NO. 107-056 (WATER WORKS Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of Selge Construction Co., Inc., 2833 South 11`" Street, Niles, Michigan 49120, indicating the contract amount be decreased by $13,541.05 for a new contract sum, including this Change Order, of $219,389.35. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $219,389.35. 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 - MISHAWAKA AVENUE STREETSCAPES - PROJECT NO. 107-016 (GENERA Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of Bancroft Electric, Inc., 829 Boyd Boulevard, LaPorte, Indiana 46350, indicating the contract amount be decreased by $31,347.00 for a new contract sum, including this Change Order, of $113,133.00. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $113,133.00. 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 -STABILIZATION OF CSO #6 OUTFACE - PROJECT NO. 107-054 (SEWER BOND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of Selge Construction Co., Inc., 2833 South 11~' Street, Niles, Michigan 49120, indicating the contract amount be increased by $5,347.67 for a new contract sum, including this Change Order, of $612,067.17. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $612,067.17. 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 (FINAL) AND PROJECT COMPLETION AFFIDAVIT - OLIVE STREET AND LELAND AVENUE INLET REPLACEMENT PHASE II -PROJECT NO. 107-048B X2007 SEWER BOND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of Haskins Underground, Inc., 8111 9B Road, Plymouth, Indiana 46563, indicating the contract amount be increased by $12,538.00 for a new contract sum, including this Change Order, of $104,518.00. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $104,518.00. 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_ - WORTHING DRIVE SEWER MANHOLE INSTALLATION - PROJECT NO. 107-058 (2007 SEWER BOND) ' Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Niezgodski Plumbing, Inc., 232 North Mayflower Road, South Bend, Indiana 46617, for the above referenced project, indicating a final cost of $11,300.00. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Project Completion Affidavit was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET -EMBEDDED SENSOR CSO MONITORING PROJECT -PHASE lA -PROJECT NO. 107-101 L007 SEWER BOND) ~~,: :s REGULAR MEETING NOVEMBER 13, 2007 In a memorandum to the Board, Mr. Carl Littrell, City Engineer, requested permission to advertise for the receipt of bids for the above referenced project. Mr. Littrell noted the Title Sheet was not present for the Board to sign. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the above request was approved and the Title Sheet was approved to be signed when delivered. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - LEIGHTON PARKING GARAGE MEMBRANE SEALANT - PROJECT NO. 107-104 (EDIT) In a memorandum to the Board, Mr. Robert Mathia, Economic Development, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above request was approved. APPROVAL OF REOUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET - LASALLE PARK WALKING TRAIL PHASE 1 - PROJECT NO. 107-046 (EDIT) In a memorandum to the Board, Mr. Michael Divita, Community Development, requested permission to advertise for the receipt of bids and approval of the Title Sheet for the above referenced project. Therefore, upon a motion made by Gilot, seconded by Mr. Inks and carried, the above request was approved, and the Title Sheet was signed. APPROVE TITLE SHEET - VANESS STREET SEWER PROJECT Mr. Gilot advised that the Title Sheet for the above referenced project was being presented at this time for execution from Danch Harner & Associates, 1643 Commerce Drive, South Bend, Indiana 46628. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the above referred to Title Sheet was approved and signed. APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for approval: TYPE BUSINESS DESCRIPTION AMOUNT MOTION/ SECONDED Construction C&E Demolition of Caroline $158,112.00 Gilot/Inks/ Contract Excavating, Inc. Partnership LLC Noted Properties -Project No. Payment 107-079 (CIP and Received Developer) from Develo er Construction Selge Keller Park Sherman $32,715.00 Gilot/Littrell Contract Construction Avenue Sidewalks and Co., Inc. Curbs - Project No. 107-017 (General Fund) Construction Deluxe Sheet Century Center Roof $44,600.00 Gilot/Littrell Contract Metal, Inc. Plenum Repairs - Project No. 107-050 (Century Center) Construction Schuell Fence Cleveland Road Well $33,830.00 Inks/Littrell Contract Company Field Fencing -Project No. 107-066 (AEDA/TIF) Construction Ortiz Concrete Miami Streetscapes $49,587.50 Inks/Littrell Contract (Brook Street to Lincoln Way East) - Project No. 107-085 (COIT) Consulting DLZ Indiana, Blackthorn Lift Station Increase Original Gilot/Inks Services Inc. Force Main Valve NTE $8,815.00 Agreement Replacement -Project No. 107-082 (Airport TIF) Contract Final Kaser-Spraker Final Inspection and $1,420,582.71 Gilot/Littrell Inspection Construction Recommendation for Acceptance for Studebaker National 1 1 1 1 1 REGULAR MEETING n~~ v '.~ ~. NOVEMBER 13, 2007 Museum Historical Site Preservation (INDOT/FHWA) Agreement Norfolk Pipe & License $4,500.00 Inks/Littrell Southern Agreement -The Railway Process of Amending Company Licenses Agreements for Utility Facilities from Annual Rental Payments to a One-time Occupancy Fee (Sewage Works) Agreement Dixon Preparation of $2,900.00 Littrell/Inks Engineering Specifications and Contract Documents and Cathodic Protection Installation -Project No. 107-098 (Water Works Revenue) Agreement SimplexGrinnell Fire Alarm Monitoring $494.00 Inks/Littrell Service (620) Proposal Lawson Fisher South Bend Dam Not to Exceed Inks/Littrell Associates, Inc. Surveillance $6,000.00 Monitoring Plan & Report - To Provide Information to the Federal Energy Regulatory Commission to Support the City's Licensing Exemption (General Fund) Addendum The Troyer Michigan/Main Street $8,850.00 Gilot/Littrell Group, Inc. Bridge Beautification Phase II -Project No. 105-071 -Additional Services Required During Construction to Negotiate Entry Permit from Norfolk Southern Railroad (TRANSPO) Agreement Moody's/KMV Software and $3,804.00 Inks/Littrell Maintenance Agreement used to Analyze Financial Statements for Loan Programs for Economic Development (General Fund) Uniform Denise Zigler Conflict of Interest with N/A Gilot/Littrell Conflict of Morris Performing Arts Interest employee and Disclosure contractor, K2 Statement Construction, Bidding on Reconstruction of Morris Cloak Room. APPROVE AGREEMENT -DESIGN CONTRACT FOR EDDY STREET COMMONS PROJECT PARKING GARAGE STRUCTURE Mr. Gilot stated that a Letter of Agreement was being presented at this time by Kite Realty Group, LLP for the above mentioned project. Mr. Gilot noted that the terms of the Agreement presented to the Board were not the terms that were verbally approved. The terms agreed to C.. 'cZ C~ REGULAR MEETING NOVEMBER 13, 2007 include arisk-sharing that calls for design fees, up to $400,000.00, to be split should the parties fail to come to a, design agreement. Upon a motion by Mr. Gilot, seconded by Mr. Inks and carried, the agreement was approved subject to Legal creating a final agreement that includes the shared risk of the total amount of the design services. APPROVE EMERGENCY SEWER REPAIR - PARK AVENUE MANHOLE REPLACEMENT - PROJECT NO. 107-105 (2007 SEWER BOND ISSUE) Mr. Gilot stated that Mr. Carl Littrell, Engineering, submitted a Memorandum in regard to the above referred to emergency project. Mr. Littrell stated that the sanitary sewer manhole in the 800 block of Park Avenue collapsed and became a public health and safety hazard requiring immediate attention. Mr. Larry Cook, Sewer Department, determined that this situation was beyond the Sewer Department's repair capability so Underground Services was employed to undertake the repair immediately. Mr. Littrell asks that the Board reimburse Underground Services, Inc., in the amount of $9,766.48 for their work. Upon a motion made by Mr. Inks, seconded by Mr. Littrell, and carried, the above emergency repair was approved. RELEASE OF EASEMENTS -EDDY STREET COMMONS -KITE REALTY GROUP Mr. Gilot stated that Mr. Tony Molnar, Engineering, submitted a Memorandum on behalf of Kite Realty Group, 30 South Meridian Street, Suite 1100, Indianapolis, Indiana 46204, requesting the Board release the easements at four (4) previously vacated properties, including two alleys, a portion of Napoleon Street right-of--way vacation and a portion of the Angela Boulevard/Eddy Street intersection vacation. There are no water or sewer mains in any of the right-of--ways and there are no plans to install or extend any mains to these right-of--ways. Upon a motion made by Mr. Inks, seconded by Mr. Littrell, and carried, the above referenced easements were approved released. DISTRIBUTION EASEMENT -SOUTH WELL FIELD -INDIANA & MICHIGAN POWER COMPANY Mr. Gilot stated that Mr. John Wiltrout, Water Works, submitted a Distribution Easement on behalf of Indiana & Michigan Power Company, Post Office Box 60, One Summit Square, Fort Wayne, Indiana 46801, for the purpose of the construction, operation, use, maintenance, repair, renewal and removal of a line or lines of overhead and underground facilities and equipment for the transmission of electrical energy and for communication purposes. This easement is located in the South Well Field and is described as follows: That portion of the Southeast Quarter of Section 23, Township 37 North, Range 2 East, which lies east of the right-of--way of the Terre Haute and Logansport Railway Company, now known as the Pennsylvania Railroad Company, Containing 28.14 acres, more or less. Being the same (or a part of the same) property conveyed to Municipal City Water Works, a Governmental Municipality, by Warranty- Deed dated March 28, 1928 and recorded in book 209, page 282 on April 17, 1928 in the office of the Recorder of St. Joseph County, Indiana. Upon a motion made by Mr. Inks, seconded by Mr. Littrell, and carried, the above referenced Distribution Easement was approved released. DEDICATION OF PUBLIC EASEMENTS - DANCH HARNER & ASSOCIATES Mr. Gilot stated that Mr. Tony Molnar, Engineering, on behalf of Danch Harner & Associates, 1643 Commerce Drive, South Bend, Indiana 46628, requested the dedication of two public easements for sanitary sewer along rear lot lines of 2022 South Bend Avenue and 2046 South Bend Avenue, South Bend, Indiana 46637. It was noted that the easements have already been recorded. Upon a motion made by Mr. Inks, seconded by Mr. Littrell, and carried, the above referenced Easements were approved dedicated. AUTHORIZATION FOR ENTRY UPON PUBLIC PROPERTY FOR PURPOSES OF DRILLING AND INSTALLING WELLS -EAST AND WEST OF WOODWARD AVENUE. SOUTH OF THE CONRAIL TRACKS Mr. Gilot stated that the Board is in receipt of the above referred to Authorization for the east and west of Woodward Avenue, south of the Conrail tracks from the SESCO Group, 1429 West 29th Street, Indianapolis, Indiana 46208. Mr. Gilot stated that this Authorization is for the REGULAR MEETING NOVEMBER 13, 2007 purposes of drilling four (4) monitoring wells at that location. Upon a motion made by Mr. Gilot, seconded by Mr. Inks, and carried, the above referred to Authorization was approved. APPROVE WASTEWATER INDUSTRIAL DISCHARGE PERMITS In a Memorandum to the Board, Ms. Kim Thompson, Division of Environmental Services, submitted the following Wastewater Discharge Permits and recommended approval: Imagineering Finishing Technologies 3722 Foundation Court South Bend, Indiana 46628 TK Finishing 3702 West Sample Street, Suite 4045 South Bend, Indiana 46619 There being no further discussion, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Permits were accepted and filed. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following traffic control devices were approved: NEW INSTALLATION: No Parking LOCATION: 1555 North Rosemary Lane to Charles Street, East Side of Street REMARKS: All criteria has been met RENEWAL: Reserved Handicapped Accessible Parking Sign Downtown LOCATION: 114 West Wayne Street (Permit No. 10 -Elizabeth Lies) REMARKS: All criteria has been met NEW INSTALLATION: Stop Sign LOCATION: Frances & Quimby (Northeast corner "T" intersection) REMARKS: All criteria has been met NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATION: 413 South Jackson Street, Apartment A REMARKS: All criteria has been met NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATION: 1706 South Pulaski Street REMARKS: All criteria has been met FILING OF MONTHLY AND PERFORMANCE MEASURE REPORTS -DEPARTMENT OF PUBLIC WORKS The Department of Environmental Services and Department of Water Works submitted their Monthly and Performance Reports for the month of October 2007. There being no further discussion, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the monthly reports were accepted and filed. FILING OF SAFETY REPORTS -DEPARTMENT OF PUBLIC WORKS The Division of Environmental Services, Sewer/Traffic & Lighting/Building & Maintenance and Water Works submitted their Safety Reports for October 2007. These reports 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. Littrell and carried, the reports were accepted and filed. ~' ''` ~` APPROVE AND/OR RELEASE 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: n, !~ /~ ~? 5: `~ REGULAR MEETING BOND OF CONTRACTOR T. George Podell and Co., Inc. Southmore Mutual Housing Corporation NOVEMBER 13, 2007 Approved October 19, 2007 Pursuant to Resolution 100-2000 For Release Effective October 30, 2007 BOND OF EXCAVATION Southmore Mutual Housing Corporation Approved October 30, 2007 Pursuant to Resolution 100-2000 Mr. Inks made a motion that the Bonds approval and/or release as outlined above be ratified. Mr. Littrell seconded the motion, which carried. APPROVE CLAIMS Mr. Gilot stated the following claims were submitted to the board for approval: Name Amount of Claim Date City of South Bend $2,287,601.49 October 15, 2007 City of South Bend $3,583,757.77 October 22, 2007 City of South Bend $1,231,108.07 October 29, 2007 City of South Bend $1,809,879.77 November 5, 2007 St. Joseph County Housing Consortium $43,930.40 October 23, 2007 ', St. Joseph County Housing Consortium $29,160.55 October 23, 2007 St. Joseph County Housing Consortium $13,740.74 October 30, 2007 St. Joseph County Housing Consortium $22,000.00 November 1, 2007 St. Joseph County Housing Consortium $21,963.90 November 1, 2007 St. Joseph County Housing Consortium $3,192.81 November 1, 2007 St. Joseph County Housing Consortium $87.10 November 1, 2007 St. Joseph County Housing Consortium $4,500.00 November 1, 2007 St. Jose h County Housing Consortium $337.50 November 1, 2007 Mr. Gilot made a motion 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 10:35 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President Carl P. Littrell, Member '~ onald E. Inks, Member / ATTEST: ,~ ~Li da M. Martin, Clerk 1 1 1