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HomeMy WebLinkAbout09/27/10 Board of Public Works MinutesPUBLIC AGENDA SESSION SEPTEMBER 23, 2010 289 The Public Agenda Session of the Board of Public Works was convened at 10:31 a.m. on Thursday, September 23, 2010, by Board President Mr. Gary A. Gilot, with Board Members Donald E. Inks and Carl P. Littrell present. Also present was Attorney Larry Meteiver. 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. Additions to the A eg nda Mr. Gilot noted the addition of a Block Party request and Central Service's Safety and Monthly Reports for the month of August, 2010. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — OLIVER PLOW MEMORIAL - OLIVER TRAIL — OLIVER INDUSTRIAL PARK ENTRY SIGNS - PROJECT NO. 110 -065 (AEDA TIF) In a memorandum to the Board, Mr. Rob Nichols, requested permission to advertise for the receipt of bids for the above referenced project. Also presented at this time for approval and execution was the Title Sheet. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the above request to advertise was approved, and the Title Sheet was approved and signed. AWARD BID AND APPROVE CONSTRUCTION CONTRACT— WESTERN /OLIVE INTERSECTION IMPROVEMENTS — PROJECT NO. 110 -003 (LRSA) Mr. Carl Littrell, Engineering, advised the Board that on September 13, 2010, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Littrell recommended that the Board award the contract to the lowest responsive and responsible bidder Rieth -Riley Construction, 25200 State Road 23, P.O. Box 1775, South Bend, Indiana, 46614, in the amount of $237,900. Additionally, the Construction Contract was submitted for approval. Therefore, Mr. Littrell made a motion that the recommendation be accepted and the bid be awarded and the Construction Contract approved as outlined above. Mr. Inks seconded the motion, which carried. AWARD QUOTE AND APPROVE CONTRACT — SOUTHERN VIEW DRIVE CULVERT REPLACEMENT — PROJECT NO. 109 -008 (SEWERS OTHER CONTRACTUAL SERVICES) In a Memorandum to the Board, Mr. John Engstrom, Engineering, advised the Board that on September 13, 20100, quotes were received and opened for the above referenced project. After reviewing those bids, Mr. Engstrom recommended that the Board award the quote to the lowest responsive and responsible bidder Herrman & Goetz, Inc., d /b /a Underground Services, 225 South Lafayette Boulevard, South Bend, Indiana 46601, in the amount of $45,088.00, subject to the receipt of a full site - specific Individual Section 401 Water Quality Certification permit. Mr. Engstrom noted in his Memorandum that the soonest the permit would be received would be about the end of October. Therefore, Mr. Littrell made a motion that the recommendation be accepted and the bid be awarded as outlined above, subject to receipt of the IDEM permit. Mr. Inks seconded the motion, which carried. STREET CLOSURE RECOMMENDATION — BLOCK PARTY — ALBERT FROM WESTERN TO HURON Mr. Gilot informed the Board that Ms. Brandi Smith has submitted a request for a block party on September 25, 2010. The Clerk noted the application came in on September 22, 2010, the day before the Board Meeting. She stated this is the second time this party has submitted her application at the last minute. The Clerk was able to get recommendations from the Street Department and Community and Economic Development, both in favor. She noted however, the Police Department has not responded. Mr. Littrell stated the Fire Department uses the alley connecting to Albert as a thoroughfare and it should not be blocked. Mr. Gilot requested the Clerk include in her letter to the applicant that in the future she must give notice sooner, and suggest she look into a park next year as the Board will no longer approve street closures for private parties. Mr. Gilot made a motion that the Board approve the event, subject to those conditions plus the event must end at 8:00 p.m., not 10:00 p.m. as requested; it is subject to approval by the Police Department; and they can only close Albert Street up to the alley entrance. Mr. Littrell seconded the motion, which carried. The Board discussed the following agenda items: PUBLIC AGENDA SESSION SEPTEMBER 23, 2010 290 - Agreement — South Bend Weed and Seed Alliance, Inc. Ms. Pam Meyer, Community and Economic Development, stated the City is providing administrative and fiscal support, using staff time as a match so there is no cost to this agreement. - Bid Award — Erskine Detention Pond Reconstruction Mr. Bill Schalliol, Community and Economic Development, stated the award of this bid would be going to the second lowest bidder due to the lowest bidder being found non- responsive. He noted they did not include the required Non - Collusion, Non - Discrimination form with their bid. Mr. Gilot questioned whether Legal had reviewed this. Mr. Schalliol stated they had prepared a Memo supporting the award to the second lowest bidder. Mr. Gilot questioned what the scope of the project had been changed to. Mr. Schalliol noted the pond will be re -built instead of moved, improving the capacity and lessening the impact on the CSO, and Erskine Golf Course overflow. Mr. Gilot questioned the safety of the project with the location of a pipeline in the same vicinity. Mr. Littrell noted the pipeline was lowered years ago making it well under the pond, and not a safety issue. - Quotation Award — Cleaning and Rehabilitation of Wells Nos. 2 and 5 Mr. Dave Tungate, Water Works, stated there was some confusion in the quotes that came in for this project. Some of the bidders bid on two wells, and one bid on one well. After clarification, Water Works is requesting to award to the lowest quoter, Peerless Midwest. Mr. Gilot questioned whether Legal had reviewed and given their opinion on these quotes. Mr. Tungate stated they had reviewed it and were okay with the award. Mr. Gilot asked if it wouldn't be better to reject all quotes, and re -quote the project. He noted there is no hurry on the project. Mr. Gilot stated if Water Works wanted to proceed with the award, they would need to get a Memorandum from Legal. - Safety Reports — Department of Public Works Mr. Dave Tungate, Water Works, and Mr. Jeff Hudak, Central Services, presented their respective Safety Reports for the month of August, 2010. . Both had minor accidents to report that incurred no loss of time or money. - Monthly Reports — Department of Public Works Mr. Dave Tungate, Water Works, and Mr. Jeff Hudak, Central Services, presented their respective Monthly Reports for the month of August, 2010. Mr. Hudak informed the Board that the IRS had contacted Central Services and informed them if they sell fuel to other not - for - profit organizations associated with the City, but not part of the City, they would be subject to all fuel taxes. He noted that would increase the cost to the City approximately .18 per gallon of fuel. Mr. Gilot stated Legal should draft a letter to the few organizations the City currently supplies with fuel to notify them we regret but we can no longer do this. He noted the City can't afford the extra expense. - Professional Services Agreement — Christopher Burke Engineering, Ltd. Mr. Inks questioned which part of the Rule 13 this agreement covers. Mr. John Engstrom, Engineering, stated this agreement will update the language in Part C of the report. Mr. Gilot noted there has been a full time MS4 position created within the City, so in the future we should not contract this out, but work in- house. - Change Order — Embedded Sensor CSO Monitoring Project, Phase II Mr. Patrick Henthorn, Engineering, stated this Change Order encompasses four items including the addition of rebar to CSO 28; addition of two line stops for water valves and the discovery of a buried manhole at CSO 25; and filling of a void down vacated Sorin Street at CSO 27 and 28. - Professional Services Agreement — Environmental Systems Research Institute, Inc. Mr. Shawn Hipsher, Environmental Services, noted this agreement is for GIS software training and installation. He added this is an Arc GIS map software go between that is web related. Mr. Patrick Henthorn, Engineering, noted they are looking at different licensing so an unlimited number of people can view the site, instead of the current limited licensing. Mr. Hipsher added this software will provide real -time viewing. Mr. Gilot noted this is a fair amount of money for sixty hours of consulting; GIS and Information Technologies should be ready to make the adjustment so we don't have to extend the time of the agreement. - Special Purchase Sole- Source Preventative Maintenance Agreement — Dell Corporation Mr. Phil Custard, Purchasing, noted one of these agreements for the Police Department was submitted when there was equipment failure and the Police Department was told their agreement had expired. They need to get the agreement renewed to get the failed hard drive in the disk array fixed. Mr. Gilot suggested for this price, they should look at PUBLIC AGENDA SESSION SEPTEMBER 23, 2010 291 new equipment. Mr. Custard stated they will be upgrading in two years. Mr. Gilot questioned whether they could do' a mirrored storage on a second server to prevent these kinds of issues. - Maintenance Service Agreement — Stephen Campbell & Associates, Inc. Mr. Gilot stated for the amount of this maintenance agreement, the Police Department should pay into a self -fund and buy new equipment every two years. - Ratify Lease of Seventy -Five, More or Less, Golf Carts — Blackthorn Golf Course Mr. Inks noted the Board already signed the lease for these carts at the previous meeting. Attorney Larry Meteiver stated this was the ratification of the award to complete the paper trail. 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 11:50 a.m. BOARD OF PUBLIC WORKS 11-k Gary A. Gilot, President Donald E. Inks, Member a P Ae 4�- Carl P. Littrell, Member ATTEST: i i da M. Martin, Clerk REGULAR MEETING SEPTEMBER 27, 2010 The regular meeting of the Board of Public Works was convened at 9:30 a.m. on Monday, September 27, 2010, by Board President Gary A. Gilot, with Board Members Donald E. Inks and Carl P. Littrell present. Also present was Board Attorney Cheryl Greene. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the minutes of the Agenda Session, Regular Meeting and Claims Meeting of the Board held on September 9, 2010, September 13, 2010, and September 20, 2010, were approved. RATIFY BID AWARD — LEASE OF SEVENTY -FIVE (75) MORE OR LESS GOLF CARTS — BLACKTHORN GOLF COURSE (BLACKTHORN GOLF COURSE_) Mr. Phil Custard, Purchasing, advised the Board that on August 9, 2010, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Custard recommended that the Board award the contract to the lowest responsive and responsible bidder Professional Golfcar Corporation, PO Box 250, Bloomington, Indiana 47402, in the amount of $246,509.64 for a fifty -five month lease. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid award be ratified as outlined above. Mr. Littrell seconded the motion, which carried. AWARD BID AND APPROVE CONSTRUCTION CONTRACT— ERSKINE DETENTION POND RE- CONSTRUCTION_ PROJECT — PROJECT NO. 110 -056 (SSDA TIF) Mr. Patrick Henthorn, Engineering, advised the Board that on September 13, 2010, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Henthom noted the low bidder, Ancon Construction, did not include the required Non - Collusion Affidavit, REGULAR MEETING SEPTEMBER 27, 2010 292 Non - Debarment Affidavit, Non - Discrimination Commitment, and Certification of United States Steel Products form with their bid. Therefore, after review with the City Legal Department, Mr. Henthorn recommended that Ancon's bid be found non - responsive and the Board award the contract to the next lowest responsive and responsible bidder, C &E Excavating, Inc., 53767 CR 9, Elkhart, Indiana 46514, in the amount of $1,171,260.50. Additionally, the Construction Contract was submitted for approval. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded and the Construction Contract approved as outlined above. Mr. Littrell seconded the motion, which carried. AWARD BID - PRE- QUALIFICATION OF BODY SHOP REPAIR SERVICE Mr. Phil Custard, Purchasing, advised the Board that on August 23, 2010, bids were received and opened for the above referenced service. After reviewing those bids, Mr. Custard recommended that the Board award the contract to the lowest responsive and responsible bidders Gurley Leep Car City Collision Express, 5302 North Grape Road, Mishawaka, Indiana 46545, and Gurley Leep Southside Ford Collision, 320 East Ireland Road, South Bend, Indiana 46614, in unit prices as indicated for each vehicle on their bids. 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. APPROVAL OF REQUEST TO PURCHASE CITY -OWNED PROPERTY — 522 CLEVELAND AVENUE In a memorandum to the Board, Ms. Deborah Jennings, Community & Economic Development, advised the Board that on September 13, 2010, bids were received and opened for the above referenced property, after advertising for bids and conducting a public hearing. After review of the bids, Ms. Jennings recommended the award of the above referenced property to the bidder with the best intended use of the property, Ms. Aida F. Ortiz, 524 Cleveland Avenue, South Bend, Indiana 46628, in the amount of $600.00. Therefore, Mr. Inks made a motion that the recommendation be accepted, the bid be awarded as outlined above, and the Purchase Agreement and Quit Claim Deed be approved for transfer of the property. Mr. Littrell seconded the motion, which carried. APPROVAL OF REQUEST TO PURCHASE CITY -OWNED PROPERTY — 1201 CAMPEAU STREET In a memorandum to the Board, Ms. Deborah Jennings, Community & Economic Development, advised the Board that on September 13, 2010, bids were received and opened for the above referenced property, after advertising for bids and conducting a public hearing. After review of the bids, Ms. Jennings recommended the award of the above referenced property to the bidder with the best intended use of the property, Mr. Jeffrey Warren, 2310 Foxdale Trail, Long Beach, Indiana 46360, in the amount of $3,600.00. Therefore, Mr. Inks made a motion that the recommendation be accepted, the bid be awarded as outlined above, and the Purchase Agreement and Quit Claim Deed be approved for transfer of the property. Mr. Littrell seconded the motion, which carried. AWARD QUOTATION — LEASE OF TWO (2) MORE OR LESS, DIGITAL DUPLICATORS FOR PRINT SHOP (CENTRAL SERVICES OPERATING) Mr. Phil Custard, Purchasing, advised the Board that on September 7, 2010, quotations were received and opened for the above referenced service. After reviewing those quotations, Mr. Custard, recommended that the lease be awarded to Advanced Imaging Solutions, Inc., 4070 Meghan Beeler Court, South Bend, Indiana 46628, in the amount of $48,076.80 for a five year lease and maintenance agreement. 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 QUOTES — CLEANING AND REHABILITATION OF NORTH WELLS NO. 2 AND NO. 5 (WATER OPERATING) Mr. Dave Tungate, Water Works, advised the Board that on September 13, 2010, quotes were received and opened for the above referenced project. After reviewing those quotes, Mr. Tungate recommended that the Board reject all quotes and approve the re- quoting of the project. Therefore, Mr. Inks made a motion that the quotes be rejected and the project be re- quoted. Mr. Littrell seconded the motion, which carried. Attorney Greene stated she has asked Mr. John Wiltrout from Water Works to work with Mr. Littrell or one of the Engineers on the new 1 1 REGULAR MEETING SEPTEMBER 27, 2010 293 specifications so this problem won't occur again. The specifications were not specific enough to allow for an equal comparison of quotes. APPROVE CHANGE ORDER NOS. 1 & 2 — TRAFFIC SIGNAL MODERNIZATION — WESTERN FROM MAYFLOWER TO TAYLOR — PROJECT NO. 108 -065 (FHWA) Mr. Gilot advised that Ms. Thia Vawter, Engineering, has submitted Change Order Nos. 1 & 2 on behalf of Michiana Contracting, Inc., PO Box 929, Plymouth, Indiana 46563. Change Order No. 1 requests a time extension of ten days due to a delay of twelve days in the issuance of the Notice to Proceed date. The new completion date would be changed to April 10, 2011. Change Order No. 2. will increase the contract amount by $19,620.00, a 3.096% increase, to a new total contract amount of $653,342.80. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Change Orders were approved. APPROVE CHANGE ORDER NO. 6 — EMBEDDED SENSOR CSO MONITORING PROJECT, PHASE II — PROJECT NO. 109 -019 (SEWER BOND) Mr. Gilot advised that Ms. Thia Vawter, Engineering, has submitted Change Order No. 6 on behalf of HRP Construction, 5777 Cleveland Road, South Bend, Indiana 46628, indicating the Contract amount be increased by $33,867.55 for a new Contract sum, including this Change Order, in the amount of $2,264,401.91. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Change Order was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — DEWATERING BUILDING (HVAC REPLACEMENT) — PROJECT NO. 109 -079 (WASTEWATER) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Edward J. White; Inc., 1011 South Michigan Street, South Bend, Indiana 46601, for the above referenced project, indicating a final cost of $198,431.00. 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 In a memorandum to the Board, Phil Custard, Purchasing, requested permission to advertise for the receipt of bids for the above referenced equipment: A. One (1) or More, 2010 or Newer 25 Cubic Yard Packer 1. Funding: 2010 Sewer Capital B. One (1) or More, 2010 or Newer 10 Cubic Yard Packer 1. Funding: Solid Waste Rentals /Capital Lease Payments C. Two (2) More or Less, 2010 or Newer, 33 -Yard Side - Loading Refuse Trucks 1. Funding: Solid Waste/Rentals /Capital Lease D. Five Thousand (5,000) More or Less, Universal/Nestable Refuse Containers 1. Funding: Solid Waste Rentals /Capital Lease Payments Therefore, upon a motion made by Mr. Inks for their separate approval, seconded by Mr. Littrell and carried, the above requests were approved. ADOPT RESOLUTION NO. 62 -2010 — A RESOLUTION OF THE CITY OF SOUTH BEND BOARD OF PUBLIC WORKS RELATED TO ACQUISITION OF PROPERTY IN THE CITY OF SOUTH BEND, INDIANA 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. 62-2010 A RESOLUTION OF THE CITY OF SOUTH BEND BOARD OF PUBLIC WORKS RELATED TO ACQUISITION OF PROPERTY IN THE CITY OF SOUTH BEND, INDIANA (Water/Wastewater Radio Telemetry System Project # 107 -096) WHEREAS, the City of South Bend, Indiana ( "City ") is a municipality for purposes of Indiana Code §32- 24 -2 -2; and REGULAR MEETING SEPTEMBER 27, 2010 294 WHEREAS, the City has determined that it is necessary to obtain a perpetual utility easement within the City, related to the Water /Wastewater Radio Telemetry System Project ( "Project "), which Project will serve a public purpose, be of benefit to the health or general welfare of the City, and be in the best interest of the citizens of the City; and WHEREAS, pursuant to Indiana Code §36 -9 -6 -3 and Indiana Code §32- 24 -2-4, the City of South Bend, Indiana, Board of Public Works ( "Board ") is the entity vested with the authority and power to acquire, receive, manage and care for the property of the City and to construct the Project; and WHEREAS, the Perpetual Utility Easement Property will be used by the City during construction on the Project for a water booster station, and upon completion of the Project, the Perpetual Utility Easement Property 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 more particularly described at Exhibits "A- and B "; and WHEREAS, the Board desires to authorize staff to present and negotiate an offer for the Perpetual Utility Easement Property on behalf of the Board subject to the Board's final approval of any negotiated purchase of the Perpetual Easement Property; and WHEREAS, the acquisition price of all of the Perpetual Utility Easement Property is not expected to exceed Five Thousand and 00 /100 Dollars ($5,000.00). 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 Project and the acquiring of the Perpetual Easement Property 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 it is necessary for the City to acquire the Perpetual Easement Property for the use of the municipality in order to complete the Project. 2. The staff of the Board is authorized and directed to cause a notice of this resolution to be published in a newspaper of general circulation published in the City once each week for two (2) consecutive weeks, setting this resolution for further consideration on October 25, 2010, at 9:30. A.M. in Room 1308, County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana, at which time and place the Board will receive or hear remonstrances from persons interested in or affected by this resolution, consider those remonstrances, if any, and take final action confirming, modifying or rescinding this resolution. 3. The staff of the Board is further authorized to make an offer in writing to the owner(s) identified in Exhibits "A and B" at the concurred -on price stated in Exhibits "A and B". Any negotiated purchase shall be subject to the Board's final approval. In negotiating the offers, it is understood that the owner(s) of the Perpetual Easement Property may change and that staff may continue to negotiate and secure the Perpetual Easement Property prior to the date of final consideration of this resolution provided that the final amount not to exceed Five Thousand and 00 /100 Dollars ($5,000.00). ADOPTED at the meeting of the City of South Bend, Indiana, Board of Public Works held on September 27, 2010, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary Gilot s/ Donald Inks s/ Carl Littrell ATTEST: s /Linda Martin, Clerk APPROVAL OF AGREEMENTS /CONTRACTS /PROPOSALS /ADDENDA The following Agreements /Contracts/Proposals /Addenda were submitted to the Board for approval: REGULAR MEETING SEPTEMBER 27, 2010 295 Type Business Description Amount Motion/ Second Addendum to Redevelopment Erskine Detention Pond (SSDA TIF) Inks /Littrell Master Commission Reconstruction — Project Agency No. 110 -056 Agreement Professional Christopher B. Detention Pond $121,550.00 Littrell /Inks Services Burke Reconstruction — Project (SSDA TIF) Proposal Engineering, No. 110 -056 Ltd. Addendum to Redevelopment Olive Road Extension (AEDA TIF) Littrell /Inks Master Commission Design (Brick to Adams) Agency — Project No. 110 -070 Agreement Professional DLZ Indiana Olive Road Extension $190,500.00 Inks /Littrell Services Design Project (Brick to (AEDA TIF) Agreement Adams) — Project No. 110 -070 Agreement Simplex Fire Alarm Monitoring $494.00 Littrell /Inks Renewal Grinnell for the Water Works (Water Work Main Office Operations) Maintenance Stephen Preventative Maintenance $3,300.00 Inks /Littrell Service Campbell & for the Upkeep of a (2010 Agreement Associates Police Dept. Reliant 48- General Channel Single DVD Fund) Recorder and UPS Power Supply Impairment Dell Maintenance for Failed $19,301.00 — Inks /Littrell of Corporation Hard Drive in Police Disk Two Year Functioning/ Array at Police Agreement Sole - Source Department (2010 Preventative General Maintenance Fund) Agreement Impairment Dell Preventative Maintenance $8,354.83 Inks /Littrell of Corporation for Six Police Department (2010 Functioning/ Servers Used in Storage General Sole- Source of Critical Data at Police Fund) Preventative Department Maintenance Agreement Grant South Bend Implementation of Weed $175,000 for Inks /Littrell Agreement Weed & Seed & Seed Program — Grant Year 1; Alliance, Inc. Funds to the City of $142,000 for South Bend Year 2; $157,000 for Year 3 (Department of Justice) Agreement South Bend City to Provide $1.00 Gilot /Inks Weed & Seed Administrative and Fiscal Paid to the Alliance, Inc. Agent Support for the City Weed & Seed Program Professional Christopher On- Going, As Needed, Not to Inks /Littrell Services Burke Rule 13 Technical Exceed Agreement Engineering, Assistance $15,000 Ltd. (Professional Services) Professional Environmental Provide up to Sixty Hours $12,599 Inks /Littrell Services Systems of Consulting, Technical (2007 Sewer Agreement Research Transfer, Installation and Bond) Institute, Inc. Configuration of Sewer REGULAR MEETING SEPTEMBER 27, 2010 296 APPROVAL OF STREET CLOSURES /PROCESSIONS The following street closures and processions were presented for approval: Applicant Description Department GIS Servers Location Motion Construction Concord Lincoln Way West $28,795 Inks /Littrell Contract Electric Lighting Phase IV — (COIT) Inks /Littrell Religious Crop Walk Project No. 110 -024 Two Routes throughout Amendment South Bend Extend Term of the Loan N/A Inks /Littrell to Agreement Museum of Art of George Rickey Urban Ending at Howard Park Art Works Nos. 96 -100 upon the City of South Bend Property through November 26, 2010; Ratify Each and Every Other Provision of Original Agreement to Extend through November 26, 2010. Ratify Rose - Hulman E -Coli Prototype Applied $10,000 Inks /Littrell Agreement Institute of Research Pilot (Wastewater Technology Other Contractuals) APPROVAL OF STREET CLOSURES /PROCESSIONS The following street closures and processions were presented for approval: Applicant Description Date/Time Location Motion Carried United Procession-2010 October 17, Begin at Howard Park, Inks /Littrell Religious Crop Walk 2010; 1:00 p.m. Two Routes throughout Community to 4:00 p.m. Downtown South Bend, Ending at Howard Park APPROVAL OF REOUEST TO USE CITY -OWNED PROPERTY FOR A COMMUNITY GARDEN — 802 SOUTH KALEY STREET - JUDITH RUBLESKE Mr. Gilot stated favorable recommendations have been received from the Division of Engineering, Code Enforcement, Community and Economic Development, Park Department, and the Legal Department, in conjunction with a request from the Judith Rubleske, Lead Gardner of the Neighborhood Garden, to use the City -owned property as described above. This application is made as an extension of the 2009 and 2010 Community Gardens in the same location. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the request was approved. TRIPLE TRAILER PERMIT — CONWAY FREIGHT Mr. Gilot stated a Permit to Operate Long Combination Vehicles To and From the Indiana Toll Road has been submitted to the Board for approval by Conway Freight, 1530 South Olive Street, South Bend, Indiana 46619, for ingress and egress from the Toll Road. Mr. Gilot noted the permit has received favorable recommendation from the Engineering Division. Mr. Littrell noted this is a renewal of the same permit that is applied for every year. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Triple Trailer Permit 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 Space Sign LOCATIONS: 1109 Harvey Street 415 Lincoln Way West REMARKS: All criteria has been met REMOVAL: Handicapped Accessible Parking Space Sign LOCATION: 106 South Walnut REMARKS: Signs no longer needed TEMPORARY REMOVAL: Two Hour Parking Restriction Signs — Ratify Approval u 1 1 REGULAR MEETING SEPTEMBER 27, 2010 297 LOCATION: In Front of Fiddler's Hearth, 127 North Main Street PURPOSE: Keep South Bend Beautiful's Green Space Designation on September 17, 2010 NEW INSTALLATION: No Parking LOCATION: Both Sides of Laurel Court from Western Avenue, 210' South to Parking Lot; Future Site of Kroc Center PURPOSE: For Construction Delivery by Big Rigs APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE —17566 STATE ROAD 23 - WATER Mr. Gilot stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to Remonstrate as submitted by Ms. Ann Morrow, 17566 State Road 23, South Bend, Indiana. The Consent indicates that in consideration for permission to tap into public water system of the City, to provide water service to the above referenced property, Ms. Morrow waives and releases any and all right to remonstrate against or oppose any pending or future annexation of the property by the City of South Bend. Therefore, Mr. Inks made a motion that the Consent be approved. Mr. Littrell seconded the motion, which carried. FILING OF MONTHLY AND PERFORMANCE MEASURE REPORTS — DEPARTMENT OF PUBLIC WORKS The Division of Water Works and Central Services submitted their Monthly and Performance Reports for the month of August, 2010. 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 SAFETY REPORTS — DEPARTMENT OF PUBLIC WORKS The Divisions of Water Works and Central Services submitted their respective Safety Reports for August, 2010. 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. Inks and carried, the reports were accepted and filed. FILING OF CERTIFICATES OF INSURANCE Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Certificates of Insurance for the following businesses were accepted for filing: Affordable Awning & Canvas, Walkerton Indiana Gateway Environmental Services, Inc., Highland, Illinois RATIFY APPROVAL OF CONTRACTOR AND EXCAVATION BONDS Mr. Anthony Molnar, Division of Engineering, recommended that the following Contractor and Excavation Bonds be ratified pursuant to Resolution 100 -2000: Business Bond Type Approved/ Released Effective Date Adam R. Lesley Contractor Approved September 9, 2010 Nettrouer Incorporated d /b /a Chuck & Excavation Approved September 16, Sons Plumbing & Heating 2010 Cobalt Telecom, Inc. Excavation Approved September 20, 2010 Mr. Inks made a motion that the Bonds approval as outlined above be ratified. Mr. Littrell seconded the motion, which carried. APPROVE CLAIMS Mr. Inks stated that a request to pay the following claims in the amounts indicated has been received by the Board; each claim is fully supported by an invoice; the person receiving the goods or services has approved the claims; and the claims have been filed with the City Fiscal Officer and certified for accuracy. Name Amount of Claim Date City of South Bend $1,264,766.52 09/27/2010 City of South Bend $5,000.00 09/21/2010 St. Joseph County Consortium $6,613.32 09/13/2010 REGULAR MEETING SEPTEMBER 27, 2010 298 Name Amount of Claim Date St. Joseph County Consortium $5,984.40 09/13/2010 St. Joseph County Consortium $45,000.00 09/13/2010 Therefore, Mr. Inks made a motion that after review of the expenditures, the claims be approved as submitted. Mr. Littrell seconded the motion, which carried. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the meeting adjourned at 10:00 a.m. BOARD OF PUBLIC WORKS A�Y� a- '/S-� Gary A. Gilot, President Donald E. Inks, Member Carl P. Littrell, Member�� ATTEST: ; 'da M. Martin, Clerk 1 I