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Home My WebLink About01/08/07 Board of Public Works MinutesPUBLIC AGENDA SESSION JANUARY 4, 2007 ~ r j ~~~ `~ The Public Agenda Session of the Board of Public Works was convened at 10:33 a.m. on January 4, 2007 by Board President, Gary A. Gilot, with Mr. Carl P. Littrell and Mr. Donald E. Inks present. Also present was Board Attorney Thomas Bodnar. Board of Public Works Clerk, Linda Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. Board members discussed the following item(s) from that list. ' -Safety Reports, Department of Public Works Mr. Sam Hensley, Street Department; Mr. Andy Wierzbicki, Water Works; and Mr. Jack Dillon, Environmental Services, were present and submitted their respective Safety Reports for December 2006. - Monthly Reports, Department of Public Works Mr. Andy Wierzbicki, Water Works, and Mr. Jack Dillon, Environmental Services, presented their respective Monthly Reports for December 2006. - Change Order and Project Completion Affidavits Mr. Jack Dillon, Environmental Services, stated that the funding for the West Washington Sewer Repair should be out of a Sewer Bond, not the Sewer Fund as previously stated. - Special Purchase Request Ms. Catherine Fanello, City Controller, stated that the purchase of a used fire truck is subject to appropriation. AGENDA ITEM ADDED Mr. Marco Mariani, Community and Economic Development, presented the Board with a memo requesting a Notice of Intent to conduct a Public Hearing on disannexation of a portion of the Lafayette Falls subdivision at the January 22, 2007 Board of Public Works meeting. The disannexation is needed as part of a land arrangement between Kendall- Weiss, LLC and an adjacent owner currently in the county, and will facilitate a land sale that will allow for a secondary access to the sub-division. 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 11:55 a.m. BOARD OF PUBLIC WORKS ~~ ~~~~ Gary A. Gilot, President C~ ~ ~u~ Carl P. Littrell, Member t-. ' nald E. Inks, Member ATTEST: C..eL~., in a M. Martin, Cler o~~z REGULAR MEETING JANUARY 8, 2007 The regular meeting of the Board of Public Works was convened at 9:35 a.m. on Monday, January 8, 2007 by Board President Gary A. Gilot, with Mr. Donald E. Inks present. Mr. Carl Littrell was absent. Also present was Board Attorney Thomas Bodnar. ELECTION OF BOARD OF PUBLIC WORKS PRESIDENT Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, Mr. Gary Gilot was elected President of the Board of Public Works for the year 2007. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Inks, seconded by Mr. Gilot, and carried, the minutes of the public agenda session and the regular meeting of the Board held on December 21, and December 26, 2006 were approved. BID OPENING - 2007 CONCRETE PATCHES FOR UTILITY CUTS -PROJECT NO. 107-005 (VARIOUS DEPARTMENTS) 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. RIETH-RILEY CONSTRUCTION COMPANY, INC. 25200 State Road 23 P.O. Box 1775 South Bend, Indiana 46634 Bid was signed by: Mr. Todd Kulczar Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: Base Bid: Required Alternate Bid: $ 732,500.00 Item No. Descri tion Unit Unit Price Al Type A Curb and Gutter LF $32.00 A2 Ty e B Curb and Gutter LF $32.00 A3 Standard Curb LF $30.00 A4 Standard Concrete Sidewalk SY $40.00 SELGE CONSTRUCTION COMPANY, INC. 2833 South 11`h Street Niles, Michigan 49120 Bid was signed by: Mr. John M. Szuba Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: Base Bid Required Alternate Bid: $697,500.00 Item No. Description Unit Unit Price Al Type A Curb and Gutter LF $35.00 A2 Type B Curb and Gutter LF $35.00 A3 Standard Curb LF $35.00 A4 Standard Concrete Sidewalk SY $150.00 1 1 1 " ~~~ ,~ REGULAR MEETING JANUARY 8, 2007 L.L. GEANS CONSTRUCTION COMPANY 1923 North Home Street Mishawaka, Indiana 46545 Bid was signed by: Mr. Mike Glenn Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed ' Five percent (5%) Bid Bond was submitted BID: Base Bid Required Alternate Bid; 1 1 $820,000.00 Item No. Descri tion Unit Unit Price Al Type A Curb and Gutter LF $40.00 A2 Type B Curb and Gutter LF $40.00 A3 Standard Curb LF $40.00 A4 Standard Concrete Sidewalk SY $55.00 WALSH & KELLY, INC. 24358 State Road 23 South Bend, Indiana 46614 Bid was signed by: Mr. Kevin J. Kelly Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: Base Bid $642,500.00 Required Alternate Bid: Item No. Description Unit Unit Price Al Type A Curb and Gutter LF $30.00 A2 Type B Curb and Gutter LF $30.00 A3 Standard Curb LF $30.00 A4 Standard Concrete Sidewalk SY $200.00 JCI BRIDGE GROUP INC. 429 Oak Breeze Drive Valparaiso, Indiana 46383 Bid was signed by: Mr. Carl Tungate Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: Base Bid Required Alternate Bid: $945,500.00 Item No. Description Unit Unit Price Al Type A Curb and Gutter LF $35.00 A2 Type B Curb and Gutter LF $35.00 A3 Standard Curb LF $35.00 A4 Standard Concrete Sidewalk SY $40.00 ~~ REGULAR MEETING JANUARY 8, 2007 JDAY'S ASPHALT PAVING 855 Taft Street Gary, Indiana 46404 Bid was signed by: Mr. Robert Day Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: Base Bid Required Alternate Bid: $1,045,000.00 Item No. Description Unit Unit Price Al Type A Curb and Gutter LF $40.00 A2 Type B Curb and Gutter LF $45.00 A3 Standard Curb LF $18.00 A4 Standard Concrete Sidewalk SY $27.00 Upon a motion made by Mr. Inks, seconded by Mr. Gilot, and carried, the above bids were referred to the Division of Engineering for review and recommendation. Mr. Robert Day, Day's Asphalt, requested the return of his Cashier's Check submitted in place of a bid bond. Mr. Gilot stated that Day's Asphalt was not the lowest responsible and responsive bidder. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Cashier's Check was returned to Mr. Day. REJECT AND RETURN BIDS - EDISON WELL #3 REPLACEMENT- (VARIOUS DEPARTMENTS) This was the date set for receiving and opening of sealed bids for the above referred to project. Mr. Gilot stated that subject to Addendum No. 1 by the Engineering Department, the bids are to be rejected and returned, unopened to the bidders. There were no bids received. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the request to re-advertise after review of specifications by Engineering, was approved. REQUEST TO ADVERTISE FOR PUBLIC HEARING - DISANNEXATION OF PORTION OF LAFAYETTE FALLS SUB-DIVISION Mr. Gilot advised that this was a request by Mr. Marco Marianni, Economic Development, to advertise a Notice of Public Hearing on January 22, 2007, to disannex a 2.18 acre portion of Lafayette Falls subdivision to allow for a second access road connecting with Kern Road. Mr. Thomas Bodnar, Legal Department, requested that the term "undo" the annexation not be used in the Notice for Public Hearing. Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the request to advertise the Notice of Public Hearing was approved. APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT - DEMOLITION OF 722-726 SOUTH MICHIGAN STREET - RITSCHARD BROS.. INC - PROJECT NO. 106-053 (SBCDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) indicating that the contract amount be decreased by $5,000.00 for a new contract sum including this Change Order in the amount of $42,224.00. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Mr. Inks, seconded by Mr. Gilot, and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved. 1 1 1 ~~~ .._ REGULAR MEETING JANUARY 8, 2007 APPROVE CHANGE ORDER NO. 1 (FINALS AND PROJECT COMPLETION AFFIDAVIT - WEST WASHINGTON SEWER REPAIR - RIETH RILEY _CONSTRUCTION COMPANY - PROJECT NO. 106-072 (SEWER BOND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) indicating that the contract amount be decreased by $5,428.57 for a new contract sum including this Change Order in the amount of $80,553.93. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made ' by Mr. Inks, seconded by Mr. Gilot, and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved. APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT -GOOD NEIGHBORS/GOOD NEIGHBORHOODS 2006 -NORTHERN CONSTRUCTION SERVICES CORPORATION - PROJECT NO. 106-017 -ZONE 2 - (GENERAL FUNDI Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) indicating that the contract amount be decreased by $124,099.91 for a new contract sum including this Change Order in the amount of $119,165.09. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Mr. Gilot noted that the Waiver of Lien has not been received to date and the Change Order and Project Completion affidavit should be approved subject to the receipt of the Waiver of Lien. Upon a motion made by Mr. Inks, seconded by Mr. Gilot, and carried, the Change Order No. 1 (Final) and Completion Affidavit were approved subject to the receipt of the Waiver of Lien. APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT -GOOD NEIGHBORS/GOOD NEIGHBORHOODS 2006 -NORTHERN CONSTRUCTION SERVICES CORPORATION -PROJECT NO. 106-017 -ZONE 1 - (GENERAL FUNDI ' Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) indicating that the contract amount be decreased by $110,270.31 for a new contract sum including this Change Order in the amount of $157,434.69. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Mr. Gilot noted that the Waiver of Lien has not been received to date and the Change Order and Project Completion affidavit should be approved subject to the receipt of the Waiver of Lien. Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Change Order No. 1 (Final) and Completion Affidavit were approved subject to the receipt of the Waiver of Lien. APPROVE PROJECT COMPLETION AFFIDAVIT -DEMOLITION OF 1315-1323 SOUTH MICHIGAN STREET - RITSCHARD BROS., INC_- PROJECT NO. 106-068 1 C( OIT) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit, for the above referenced project, indicating a final cost of $23,379.00. Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Project Completion Affidavit was approved. APPROVAL OF CONTRACTS/AGREEMENTS/PROPOSALS/ADDENDA Type Description Contractor/ ~ Amount Motion/ Business Carried Addendum NPDES Permit Greeley & Not to Exceed Inks/Gilot Assistance Hansen $20,000.00 Letter of Industrial Discharge Bingham McHale Not to Exceed Inks/Gilot Engagement Permit Assistance LLP $14,430.00 Contract Provide Accounting Crowe Chizek Inks/Gilot Services Subject to Legal and Financial Review ~~fT REGULAR MEETING JANUARY 8, 2007 APPROVAL OF RECOMMENDATION - PROCESSION DE VIDA - ST. ADALBERTS PARISH Mr. Gilot stated that favorable recommendations have been received by the Police Department, in reference to a request as submitted by Ms. Jesusa Rodriguez, St. Adalberts Parish, to conduct the above referred to procession, on January 21, 2007, on the designated route as submitted. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the request for approval of the procession was approved. APPROVE SPECIAL PURCHASE REQUEST - 1991 PIERCE DASH FIRE TRUCK In a memo to the Board of Public Works, Mr. Bodnar, Legal Department, stated that I.C. 5-22-10-5 authorizes a purchase when there is a unique opportunity to obtain supplies at a substantial savings. The price of a new fire engine is now approximately $325,000.00. Chief Taylor has located and wishes to purchase from the West Milton Fire Company, Inc., a 1991 Pierce Dash for $82,500.00. Mr. Bodnar noted that this is a substantial savings in their comparisons of other used trucks which have been located via the Internet or newsletters, and the vehicle is notable for its features. Mr. Bodnar stated that the truck does qualify under I.C. 5-22-10-5 as a special purchase, in his opinion. Therefore, upon a motion made by Mr.Inks, seconded by Mr. Gilot and carried, the motion to purchase the fire truck was approved subject to appropriation. ACCEPT AND FILE UNIFORM CONFLICT OF INTEREST DISCLOSURE STATEMENTS Ms. Catherine Fanello, City Controller, submitted to the Board a Uniform Conflict of Interest Disclosure Statement for acceptance. Ms. Fanello's husband, Mr. Joseph Zwierzynski is an employee and serves as president of the Indiana division of the Architectural/Engineering Consulting Firm of DLZ. Mr. Jeffrey Gibney, Economic Development, submitted to the Board a Uniform Conflict of Interest Disclosure Statement for acceptance. Mr. Gibney has served on the Board of Directors of La Casa de Amistad, Inc., Downtown South Bend, Inc., and Studio 815, and on the advisory committee of Teacher's Credit Union. He has also been a paid consultant for South Bend Heritage Foundation, Inc. Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Uniform Conflict of Interest Disclosure Statements 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: Temporary Handicapped Accessible Parking Space LOCATION: 2014 South Gertrude Street REMARKS: All Criteria Has Been Met NEW INSTALLATION: Handicapped Accessible Parking Space LOCATION: 1223 North Kaley REMARKS: All Criteria Has Been Met NEW INSTALLATION LOCATION REMARKS NEW INSTALLATION LOCATION REMARKS Handicapped Accessible Parking Space 725 South Lake Street All Criteria Has Been Met Handicapped Accessible Parking Space 2118 Roger Street All Criteria Has Been Met FILING OF SAF£~Y REPORTS ~-DEPAI~TMENT OF PUBLIC WORKS The Division of Environmental Services, Street Department, Traffic & Lighting, Division of Engineering, and Water Works submitted Safety Reports for December 2006. These reports will reflect injuries/accidents for each month and provide for a comparison. There being no further discussion, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the reports were accepted and filed. 1 1 1 ~~~ . REGULAR MEETING FILING OF MONTHLY REPORT -ENVIRONMENTAL SERVICES Mr. Jack Dillon, Director of Environmental Services, submitted a report for the Division of Environmental Services, for the Wastewater Treatment Plant, Organic Resources, Solid Waste and Sewer Repair, for the month of December 2006. 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. 1 FILING OF MONTHLY REPORTS -WATER WORKS Mr. Andy Wierzbicki, Water Works, submitted a report for the Division of Water Works for the month of December 2006. 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. FILING OF QUARTERLY CONSTRUCTION REPORT - DIVISION OF ENGINEERING Mr. Toy Villa, Engineering, submitted a quarterly construction report for the Division of Engineering for the months of October, November, and December 2006. There being no further discussion, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the report was accepted and filed. FILLING OF CERTIFICATE OF INSURANCE Upon a motion made by Mr. Gilot, seconded by Mr. Inks, and carried, the following Certificate of Insurance was accepted for filing. Bowen Engineering Corp. P.O. Box 40729 Indianapolis, Indiana 46240 1 APPROVE CLAIM Mr. Gilot stated that the following claim was submitted to the board for approval: Name Amount of Claim Date Ci of South Bend $599,426.86 December 28, 2006 JANUARY 8, 2007 Mr. Gilot made a motion that the claim be approved and the report 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 10:03 a.m. BOARD OF PUBLIC WORKS 1 A ST: Li da M. Martin, C rk ~~~' Q~~ Gary A. Gilot, President Carl P. Littrell, Member nald .Inks, Member