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HomeMy WebLinkAbout12/20/10 Board of Public Works MinutesPUBLIC AGENDA SESSION DECEMBER 16, 2010 383 The Public Agenda Session of the Board of Public Works was convened at 10:35 a.m. on Thursday, December 16, 2010, by Board President Mr. Gary A. Gilot, with Board Members Donald E. Inks and Carl P. Littrell 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. - Additions to the Agenda Mr. Gilot stated Resolution No. 83 -2010, and two requests to advertise for two phases of the Coveleski Stadium Improvements project are being added to the agenda. APPROVAL OF STREET CLOSURES /PROCESSIONS The following street closures and processions, wPrP nrPai-ntM fnr n""rnN,al• Applicant Description Date /Time Location Motion Carried Chapin Park Procession— December 19, Begin at LaMonte Littrell /Inks Neighborhood Candlelight 2010; 5:00 p.m. Terrace Park Avenue Association Walk to 7.00 p.m. Intersection; North on Park Avenue, West on Riverside Drive, South on Forest Street, East on LaMonte Terrace to Point of Beginning Board members discussed the following item(s) from the agenda: Award Bid — Demolition of Former Millennium Site Mr. Rob Nichols, Engineering, stated this bid is being recommended for award for Items Nos. 1, 2, and 4 only: the structure demolition and clearing, asbestos abatement, and site restoration. Mr. Gilot reviewed the bid tabulation sheet and stated that Mr. Nichols had noted math errors in the submitted bids. He stated the three items being awarded are going to the low bidder, Ritschard Bros, Inc., but they would not be the low bidder on the total scope of the project. Mr. Gilot questioned if Mr. Nichols was recommending rejection of all of the bids on the remaining phase of the project. Mr. Nichols stated he is recommending rejection of all bids on the environmental phase which includes Items Nos. 3, 5, and 6, and Alternates I and 2, and requesting to re- advertise those items which include soil disposal, asphalt cap, and environmental allowance. He noted once the building is removed, IDEM will do further testing for environmental issues before that part of the project is re -bid. Attorney Cheryl Greene questioned Mr. Nichols whether the bid specs allowed for the Board to divide the award. Mr. Nichols stated the specs were separated out by item and included language that allowed for the Board to award or reject individual items in the specs. Monthly Report of Operations Mr. Al Greek, Environmental Services, Mr. Jeff Hudak, Central Services, and Mr. Dave Tungate, Water Works, presented their respective Division's Monthly Reports of Operations for the month of November, 2010. Safety Reports Mr. Jeff Hudak, .Central Services, Mr. Dave Tungate, Water Works, and Mr. Toy Villa, Engineering, presented their Division's Safety Reports for the month of November, 2010. Special Purchase — Fire Department Chief Mark Nowicki, Fire Department, stated this request for a special purchase is for thermal imaging cameras for the Fire trucks. Chief Nowicki stated the cameras need to be compatible with current equipment and there is a need to standardize the equipment for the firefighter's use. Attorney Cheryl Greene informed Chief Nowicki that this is not a sole source vendor, but does qualify as a special purchase due to compatibility issues and standardization of equipment. Mr. Littrell stated it is important for safety issues to have common operating procedures in place. Chief Nowicki agreed that in an emergency situation, it is important that fire emergency equipment is all operated the same so there is no confusion on how to use the equipment. Mr. Gilot recommended to Chief Nowicki that it might be more cost efficient to bid out the lease /purchase of sixteen (16) cameras every five (5) years to get competitive bidding, rather than replacing a few cameras every couple of years. He noted that way they would have compatible equipment but not be tied to one vendor. PUBLIC AGENDA SESSION DECEMBER 16 2010 384 - Staffing Agreement — Memorial Hospital Mr. Inks asked Chief Mark Nowicki, Fire Department, if the money that is generated for this staffing of hospital children's ambulances covers the City's costs. Chief Nowicki stated it does, Mr. Gilot questioned why there is only a $.55 per hour increase for 2012. Chief Nowicki stated they base the increase on salary increases given to the firefighters. The $.55 increase is a 2% increase, which is tied to the labor agreement that was negotiated for the firefighter's 2% raise for 2012. - Professional Services Proposal — Signal System Communications Testing, Troubleshooting, and Repair Mr. Rob Nichols, Engineering, stated this is an hourly, not to exceed, proposal for locations listed on the agenda. He noted there will be more locations to come. Attorney Cheryl Greene questioned whether this is a professional service agreement. Mr. Gilot stated this is very specialized work and is professional service. Mr. Toy Villa, Engineering, added that Martell Electric is the only company with technicians that specialize in this field. Mr. Nichols added this involves the City's Metronet fiber. - Change Order -- Eddy Street Commons Streetscapes Mr. Toy Villa, Engineering, stated this will be the last Change Order for this project. He noted the last part of the project, related to the construction of the hotel, was removed from the contract. Mr. Inks informed Mr. Villa that he will need the Certificate of Completion when the project is closed out for the Bond issue. - Change Order — Oliver Plow Memorial Mr. Toy Villa, Engineering, informed the Board that this increase was due to the incorrect size of the electric cabinet required in the bid specifications. He stated the cabinet was not large enough to attach all of the lights. Mr. Villa noted the State inspects the cabinets; we rely on INDOT for the inspection report. Mr. Gilot stated we should look at them, and should be monitoring them for problems. He added the contractor shouldn't be paid until the City has confirmed they can turn on a computer and see that the signals are working. - Change Order — Southern Drive Culvert Replacement Mr. Toy Villa, Engineering, stated that this change order is due to IDEM's original statement that there would not be a permit needed for the type of soil in the culvert. After the bid letting, IDEM retracted their opinion and informed the City a permit would be necessary. - Award Turf Bid — Coveleski Stadium Mr. Inks stated at a prior Board meeting the award of the Turf bid for the Coveleski Stadium was approved subject to a finalization of the Coveleski project's budget. He noted the conditions have been met, the items have been prioritized and they have identified the items to be taken out of the budget. Therefore, Mr. Inks made a motion that the Notice to Proceed be issued for the Turf project. Mr. Gilot seconded the motion, which carried. 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 12:23 p.m. BOARD OF PUBLIC WORKS Gary . Gilot, President/ nald E. nks, Member Carl P. Littrell, Member ATTEST: f �-Liiida M. Martin, Clerk REGULAR MEETING DECEMBER 20_,2010 385 The regular meeting of the Board of Public Works was convened at 9:35 on Monday, December 20, 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. ADDITION TO THE AGENDA Mr. Gilot informed the Board that he has added a Professional Services Agreement with IBM for a Smarter Cities Assessment to the agenda. PUBLIC HEARING —NEW LICENSE — MASSAGE ESTABLISHMENT Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning a new application for a Massage Establishment License from Tranquil Healing & Massage located at 103 West Wayne Street, Suite 304, South Bend, Indiana 46601. It was noted favorable recommendations were received from the Fire Department, Police Department, and Building Department. Ms. Erin Everett, Owner, was present. She stated the Massage Parlor will be located above O'Sullivan's Restaurant and will focus on medical massages. There being no one else present wishing to address the Board concerning this matter, the Public Hearing was closed. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the license application was approved. 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 Meeting and Claims Meeting of the Board held on December 2, 2010 December 6, 2010, and December 13, 2010, were approved. OPENING AND AWARD OF BIDS — FOUR 4 MORE OR LESS X- FRAMED AMBULANCE COTS FIRE DEPARTMENT EMERGENCY MEDICAL SERVICES CAPITAL) This was the date set for receiving and opening of sealed bids for the above referenced 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: - _"- rrvxv LLL VLU%,L, L11G 1VV11- Liizic[immailon commitment torms were completed, and the ten percent (10 %) Bid Security was submitted for both bids. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bids were referred to the Fire Department for review and recommendation. After review, Chief Howard Buchanon, Fire Department, recommended that the bid be awarded to Ferno Washington, the lowest responsive and responsible bidder, in the total amount of $46,652.60. The Chief noted the Fire Department would purchase six (6) cots, six (6) cot mount sets, and a maintenance and repair training course; less the trade in of six (6) cots for a trade allowance of $1,860.00. Chief Steve Cox informed the Board that Ferno's warranty was not as long as Strycker's, but after contacting them, Ferno has agreed to honor their warranty on Strycker's terms. Therefore, upon a motion by Mr. Inks, seconded by Mr. Littrell and carried, the bid was awarded as outlined above. Ferno Washington Stryker EMS BIDS 70 Weisl Way 3800 East Center Avenue Wilmington, Ohio 45177 Portage, Michigan 49002 Bid signed by: Becky Jenkins Bid signed by: Natalie Ward No. Item _9M_ Unit Price Total Unit Price Total X- Framed 1 Ambulance Cot 4 $7,582.80 $30,331.20 $10,158.36 $40,633.44 2 Cot Mounts (Sets) 4 $419.30 $1,677.20 Training — Maint. 3 & Repair 1 $500.00 $500.00 Trade -In of Ferno 4@ ($400.00) 4 Cots 6 2 ($130.00) ( $1,860.00) ( $175.00 ) ($1,050.00 ) Net Total $30,648.40 $39,583.44 A 47::,x„ . _ 1 .rt - _"- rrvxv LLL VLU%,L, L11G 1VV11- Liizic[immailon commitment torms were completed, and the ten percent (10 %) Bid Security was submitted for both bids. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bids were referred to the Fire Department for review and recommendation. After review, Chief Howard Buchanon, Fire Department, recommended that the bid be awarded to Ferno Washington, the lowest responsive and responsible bidder, in the total amount of $46,652.60. The Chief noted the Fire Department would purchase six (6) cots, six (6) cot mount sets, and a maintenance and repair training course; less the trade in of six (6) cots for a trade allowance of $1,860.00. Chief Steve Cox informed the Board that Ferno's warranty was not as long as Strycker's, but after contacting them, Ferno has agreed to honor their warranty on Strycker's terms. Therefore, upon a motion by Mr. Inks, seconded by Mr. Littrell and carried, the bid was awarded as outlined above. REGULAR MEETING DECEMBER 20 2010 386 AWARD BID AND APPROVE CONSTRUCTION CONTRACT— DEMOLITION OF FORMER MILLENNIUM SITE (600 SOUTH SCOTT STREET) — PROJECT NO. 110-078 LCODE NSP FUNDS) Mr. Rob Nichols, Engineering, advised the Board that on September 13, 2010, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Nichols recommended that the Board award the contract to the lowest responsive and responsible bidder Ritschard Bros., Inc., 1204 West Sample Street, South Bend, Indiana 46619, in the amount of $201,691.00, which includes items 1, 2 and 4. 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. APPROVE CHANGE ORDER NO. 5 -- EDDY STREET COMMONS STREETSCAPES — PROJECT NO. 109 -005 TIF Mr. Gilot advised that Mr. Toy Villa, Engineering, had submitted Change Order No. 5 on behalf of Ancon Construction, Inc., 2146 Elkhart Road, Goshen, Indiana 46527, indicating the Contract amount be increased by $69,726.67 for a new Contract sum, including this Change Order, in the amount of $4,640,885.94. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. I — OLIVER PLOW INDUSTRIAL PARK IMPROVEMENTS — CONSTRUCTION ENGINEERING — PROJECT NO. 110 -065 (AEDA TIF) Mr. Gilot advised that Ms. Thia Vawter, Engineering, has submitted Change Order No. I on behalf of L.L. Geans Construction Company, 1923 North Home Street, Mishawaka, Indiana 46545, indicating the Contract amount be increased by $7,000.00 for a new Contract sum, including this Change Order, in the amount of $421,826.25. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 2 — OLIVER PLOW INDUSTRIAL PARK IMPROVEMENTS - ELECTRICAL — PROTECT NO 110_065 (AEDA TIF) Mr. Gilot advised that Ms. Thia Vawter, Engineering, has submitted Change Order No. 2 on behalf of L.L. Geans Construction Company, 1923 North Home Street, Mishawaka, Indiana 46545, indicating the Contract amount be increased by $34,952.50 for a new Contract sum, including this Change Order, in the amount of $456,788.75. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — SOUTHERN VIEW DRIVE CULVERT REPLACEMENT — PROJECT NO. 109 =008 (SEWERS /OTHER CONTRACTUAL$) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. I on behalf of Herrman & Goetz, Inc. D /B /A Underground Services, 225 West Lafayette Boulevard, South Bend, Indiana 46601, indicating the Contract amount be increased by $4,330.00 for a new Contract sum, including this Change Order, in the amount of $49,418.00. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — RAW SEWAGE PUMP NO. 3 UPGRADE - PROJECT_ _NO. 110 -041 WATER WORKS CAPITAL) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. I on behalf of Mason Engineering & Construction, 7616 DiSalle Avenue, Suite A, Fort Wayne, Indiana 46825, indicating the Contract amount be increased by $10,000.00 for a new Contract sum, including this Change Order, in the amount of $293,000.00. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — ERSKINE DETENTION POND RECONSTRUCTION — PROJECT NO. 110 -056 SSDA TIF Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. I on behalf of C &E Excavating, Inc., 53767 County Road 9, Elkhart, Indiana 46514, indicating the Contract amount be increased by $4,900.00 for a new Contract sum, including this Change Order, in the amount of $1,133,485.50. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Change Order was approved. REGULAR MEETING DECEMBER „20. 2010 387 APPROVE CHANGE ORDER NO. I — COTTER STREET RECONSTRUCTION — PROJECT NO. 106 -061 (FHWA) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of Walsh & Kelly, Inc., 24358 State Road 23, South Bend, Indiana 46614, indicating the Contract amount be increased by $42,240.00 for a new Contract sum, including this Change Order, in the amount of $631,708.64.00. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — FARMINGTON LANE SEWER EXTENSION — PROJECT NO. 110 -068 2007B SEWER BOND Mr. Gilot advised that Mr. Rob Nichols, Engineering, had submitted Change Order No. 1 on behalf of Underground Services, 225 S. Lafayette Boulevard, South Bend, Indiana 46601, indicating the Contract amount be increased by $14,016.80 for a new Contract sum, including this Change Order, in the amount of $51,485.80. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Change Order was approved. Mr. Gilot noted this Change Order was due to a problem with the Miami Road project; the street work had to be finished or Miami Road would have been closed another three (3) weeks. APPROVE CHANGE ORDER NO. 7 — EMBEDDED SENSOR CSO MONITORING — PHASE II — PROJECT NO. 109 -019 SRF Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 7 on behalf of HRP Construction Company, Inc., Post Office Box 266, South Bend, Indiana 46624, indicating the Contract amount be increased by $61,913.72 for a new Contract sum, including this Change Order, in the amount of $2,316,315.63. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 FINAL AND PROJECT COMPLETION AFFIDAVIT CRANE SERVICE FOR THE GEORGE RICKEY SCULPTURES — PROJECT NO. 110 -088 (DOWNTOWN TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering has submitted Change Order No. I (Final) on behalf of Central Rent -A- Crane, 4240 Pine Creek Road, Elkhart, Indiana 46516, indicating the contract amount be decreased by $967.50 for a new contract sum, including this Change Order, of $1,952.50. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $1,952.50. 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. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — COVELESKI MAIN BUILDING REHABILITATION — PROJECT NO. 111 -005A COVELESKI BOND In a memorandum to the Board, Mr. Bill SchallioI, Community & Economic Development, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above request was approved. Mr. Littrell noted the Title Sheet will be forthcoming and recommended that be included in the motion. Therefore, Mr. Gilot made a motion that the signing of the Title Sheet be approved also. Mr. Inks seconded the motion which carried. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — COVELESKI AUDIONIDEO EQUIPMENT — PROJECT NO. 111 -005B COVELESKI BOND In a memorandum to the Board, Mr. Bill Schalliol, Community & Economic Development, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the above request was approved. Mr. Littrell noted the Title Sheet will be forthcoming and recommended that be included in the motion. Therefore, Mr. Gilot made a motion that the signing of the Title Sheet be approved also. Mr. Inks seconded the motion which carried. ADOPT RESOLUTION NO.83 -2010 —A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS AUTHORIZING A MEMBER OF THE BOARD TO APPROVE AND EXECUTE DOCUMENTS RELATED TO 1sT SOURCE PARKING GARAGE PROJECT Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following Resolution was adopted by the Board of Public Works: REGULAR MEETING DECEMBER 20, 2010 388 RESOLUTION NO. 83-2010 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS AUTHORIZING A MEMBER OF THE BOARD TO APPROVE AND EXECUTE DOCUMENTS RELATED TO 1sr SOURCE PARKING GARAGE PROJECT WHEREAS, the City of South Bend, Indiana, acting by and through its Board of Public Works (the `Board "), the South Bend Redevelopment Commission (the "Commission "), 1St Source Corporation ( "I" Source ") and Host Hotels & Resorts, L.P. ( "Host ") are parties to that certain Memorandum of Understanding effective as of December 3, 2010 (the "Memorandum of Understanding "); and WHEREAS, the Memorandum of Understanding requires the Board to execute certain documents in furtherance of the purposes of the Memorandum of Understanding; and WHEREAS, such documents must be executed on or before December 31, 2010 and there are no scheduled regular meetings of the Board between the date of this Resolution and December 31, 2010; and WHEREAS, Donald E. Inks is a Member of the Board and Director of Economic Development, and is an appropriate individual to execute, on behalf of the Board, such documents as necessary to effect the purposes stated in the Memorandum of Understanding. NOW, THEREFORE, BE IT RESOLVED BY THE SOUTH BEND BOARD OF PUBLIC WORKS AS FOLLOWS: 1. Donald E. Inks, a Member of the Board and Director of Economic Development, or his successor, is hereby authorized to execute, on behalf of the Board and upon the advice of legal counsel, such documents as necessary to affect the purposes stated in the Memorandum of Understanding. 2. The authority granted under this Resolution shall expire on January 31, 2011. 3. This Resolution shall be in full force and effect after its adoption. ADOPTED at a meeting of the South Bend Board of Public Works held on December 20, 2010, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS s /Gary Gilot, President s /Donald Inks, Member s /Carl Littrell, Member ATTEST: s /Linda Martin, Clerk APPROVAL OF AGREEMENTS /CONTRACTS/PROPOSALS /ADDENDA The following Agreements /Contracts /Proposals /Addenda were submitted to the Board for approval: Type Business Description Amount Motion/ Staffing Memorial Staffing for Children's $21,425.21 (paid Second Inks /Littrell Agreement Hospital Ambulances for Hospital to Fire Department for 2011); $21,853.72 (Paid to Fire Department for 2012) REGULAR MEETING DECEMBER 20 2010 389 Agreement Community Staffing Support for $12,000 Paid to Inks /Littrell Homebuyer's Administration and City (CHC Corporation Management of Program Funds) License Dresser Roots Release of Programmable N/A Inks /Littrell Agreement Wastewater Logic Controller Source Solutions Code Group Contract Asphalt Additional Funding for Not to Exceed Littrell /Inks Amendment Restoration Infrared Patching, $50,000.00 Services Unforeseen Sewer Catch (Sewage Basin Repairs Operations & Maintenance) Construction Landmark Southwest Corner of Main $6,783.00 Littrell /Inks Contract Landscaping Street & Jefferson (SBCDA Boulevard Landscaping — Downtown TIF) Project No. 110 -072, Part II Professional McCormick Third Party Review of NTE $10,500 Littrell/Inks Services Engineering Outfall Design for (2006/2007B Agreement Diamond Avenue Storm Bond) Trunk Sewer — Project No. 109 -033 Professional ME Simpson 2011 Large Meter Testing Unit Prices, NTE Inks /Littrell Services Company Program for Water Works $70,000,00 Agreement (2011 Water Works Operating) First Centerplate Extension of Existing TABLED Amendment Contract Littrell /Inks to Contract Professional IWM Statistical Analysis of $7,754.00 Inks /Littrell Services Consulting Groundwater Monitoring (Wastewater Proposal Group Results as Required O &M) Addendum to Redevelopment 4215 South Main N/A Inks /Littrell Master Commission Demolition Planning — Agency Project No. 111 -002 Agreement Professional Christopher B. 4215 S. Main Demolition $3,140 Littrell /Inks Services Burke Planning --- Project No. 111- (SSDA TIF) Proposal Engineering 002 Addendum to Redevelopment 1503/1505 Prairie Avenue N/A Inks /Littrell Master Commission — Demolition Planning - Agency Project No. 111 -003 Agreement Professional Christopher B. 1503/1505 Prairie Avenue $24,208 Inks /Littrell Services Burke — Demolition Planning (AEDA TIF) Proposal Engineering Project No. 111 -003 Professional Weaver Boos 2011 Groundwater $3,100 Littrell /Inks Services Consultants Monitoring Results (Loss Recovery Subject to Proposal Reporting for Fredrickson Fund) Financing Park — Project No. 111 -004 Professional Martell Electric Signal System $6,645.12 Littrell /Inks Services LLC Communications Testing (Traffic and Proposal and Troubleshooting for Lighting Capital) Bendix and Voorde; St. Joseph and Colfax; Michigan and Chippewa to Main and Chippewa; Williams and Jefferson; and Miami and Ireland --- Project No, 110 -096 Agreement Redevelopment Legal Services Provided for $68,300 Annually Inks /Littrell for Services Commission/ Projects with AEDA, ($51,225— Legal CDA, and TIF Funding AEDA; $17,075 — REGULAR MEETING DECEMBER 20 2010 390 APPROVE PROFESSIONAL SERVICES AGREEMENT — CSO TRUNK SEWER MODIFICATIONS — PROJECT NO. 111 -007 (SEWER BOND) Mr. Patrick Henthorn, Engineering, stated this agreement with DLZ is a study of the possible options for the expansion of Steel Warehouse to the north. He noted they are requesting to expand and are currently landlocked. There is a 96" sewer running through the north property and the options of how to build over the pipe are being studied. Mr. Gilot stated if the City won't accommodate them, they will move their entire operation to Illinois. He noted this has been done before at the Bendix Corporation. Mr. Littrell stated the same pipe goes under an adjoining apartment building so there is a way to accommodate Steel Warehouse's request. Mr. Henthorn stated this was added to the agenda late, and the agreement is not yet complete. Attorney Cheryl Greene stated she has talked to DLZ about the agreement and it is the same standard form of agreement that has been used in the past. She noted she is comfortable with the terms of the agreement. Therefore, upon a motion by Mr. Gilot, seconded by Mr. Littrell and carried, the agreement was approved. APPROVAL OF PROCESSION The following procession was presented for approval: Department Sources CDA) Professional Institute for Captain Promotion $9,700.00 Littrell /Inks Services Public Safety Assessment Process for (Fire Dept. Proposal Personnel South Bend Fire Education and Department Training) Special 5 Alarm Fire & Thermal Imaging Cameras $30,235.00 Gilot/Littrell Purchase Safety Compatible with Existing (Fire Dept. Equipment General Fund) Special Honeywell Protective Fire Clothing for $29,282.75 Inks /Littrell Purchase 15 New Firefighter Recruits (Fire Department Compatible with Existing General Fund) Uniforms Contract Tamara College Football Hall of NTE $50,000.00 Inks /Littrell Nicholl -Smith Fame Adaptive Reuse (COIT) Project Professional Public Five Year Lease Purchase Total of Inks/Littrell Services Finance.Com Agreement for Purchase of $797,137, Plus Proposal Solid Waste Vehicles and $250 One -Time Equipment Escrow Fee (Solid Waste Capital Fund) Amended Polaris To Amend the Consultant NIA Inks /Littrell Agreement Environmental, Identified as The Wetlands Subject to and LLC Company, Inc. to New Legal Revocable Consultant, Polaris Review of Permit Environmental, LLC, in the Amendment Original Agreement Authorizing Entry upon Public Property for Drilling Purposes and Revocable Permit for Environmental Remediation — 731 East Lafayette Blvd. (the Street Department) Professional Abonmarche Convert Miami Road $10,070.00 Littrell /Inks Services Consultants Reconstruction As -Built (LRSA) Agreement Drawings from Metric to English Units — Project No. 098 -082 Professional IBM Smarter Cities Assessment Phase I - Gilot/Littrell Services — Evaluation of City uses of $55,680.00; Subject to Agreement Technology and make Phase 11- Financing Recommendations $43,776.00 APPROVE PROFESSIONAL SERVICES AGREEMENT — CSO TRUNK SEWER MODIFICATIONS — PROJECT NO. 111 -007 (SEWER BOND) Mr. Patrick Henthorn, Engineering, stated this agreement with DLZ is a study of the possible options for the expansion of Steel Warehouse to the north. He noted they are requesting to expand and are currently landlocked. There is a 96" sewer running through the north property and the options of how to build over the pipe are being studied. Mr. Gilot stated if the City won't accommodate them, they will move their entire operation to Illinois. He noted this has been done before at the Bendix Corporation. Mr. Littrell stated the same pipe goes under an adjoining apartment building so there is a way to accommodate Steel Warehouse's request. Mr. Henthorn stated this was added to the agenda late, and the agreement is not yet complete. Attorney Cheryl Greene stated she has talked to DLZ about the agreement and it is the same standard form of agreement that has been used in the past. She noted she is comfortable with the terms of the agreement. Therefore, upon a motion by Mr. Gilot, seconded by Mr. Littrell and carried, the agreement was approved. APPROVAL OF PROCESSION The following procession was presented for approval: REGULAR MEETING DECEMBER 20 2010 391 Applicant Description Date /Time Location Motion Carried St. Margret's Procession - February 20, Begin at County -City Inks / Littrell House Winter Walk 2011; 1:00 p.m. Building, East on 2011 to 4:30 p.m. LaSalle Boulevard, South on Main Street, West on Western Avenue, North on Lafayette Boulevard, to 117 North Lafayette Boulevard 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: 2008 South Scott Street 1824 Nash Street REMARKS: All criteria has been met ACCEPT RENEWED IRREVOCABLE LETTER OF CREDIT: Mr. Tony Molnar, Division of Engineering, submitted the following renewal of an Irrevocable Letter of Credit to the Board and recommended approval: IRREVOCABLE STANDBY LETTER OF CREDIT NO.: 2544731648 ISSUED BY: Mutual Bank FOR: LLE Real Estate, LLP /Southf eld Lake Subdivision, Phase I AMOUNT: $57,610.00 EXPIRES: December 1, 2011 IMPROVEMENT: Storm sewer system, retention basin improvements, water system, sanitary sewer system, concrete work, road improvements, and miscellaneous site improvements It was noted the above improvements were not completed by the original expiration date of August 1, 2009, which was amended to October 1, 2010, and is again being amended to expire on December 1, 2011. Mr. Littrell made a motion that the Renewal of the Irrevocable Letter of Credit, as outlined above, be accepted. Mr. Inks seconded the motion, which carried. FILING OF MONTHLY AND PERFORMANCE MEASURE REPORTS — DEPARTMENT OF PUBLIC WORKS The Division of Environmental Services, Water Works, and Central Services submitted their Monthly and Performance Reports for the month of November, 2010. There being no further discussion, upon a motion made by Mr. Giiot, seconded by Mr. Inks and carried, the monthly reports were accepted and filed. FILING OF SAFETY REPORTS — DEPARTMENT OF PUBLIC WORKS The Divisions of Water Works, Central Services, and Engineering submitted their respective Safety Reports for November 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 QUARTERLY CONSTRUCTION REPORT — OCTOBER I TO DECEMBER 31 2010 Mr. Toy Villa, Public Construction Manager, submitted a Quarterly Construction Report for the months of October, November and December 2010, for construction projects in the Division of Engineering. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Quarterly Construction Report was filed. RATIFY APPROVAL OF EXCAVATION BONDS Mr. Anthony Molnar, Division of Engineering, recommended that the following Excavation Bonds be ratified pursuant to Resolution 100 -2000 as follows: REGULAR MEETING DECEMBER 20 2010 392 Business Bond Type Yp Approved/ Released Effective Date Wayne Plumbing Installations, Inc. DIB /A Mr. Rooter Excavation Approved December 1, 2010 Oakbrook Homes, Inc. Excavation A 10 �Deccmbcr Hill Excavating, Inc. Excavation ed �14 10 Mr. Littrell made a motion that the Bonds approval as outlined above be ratified. Mr. Inks 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—T Date City of South Bend $4,611,030.99 12/20/2010 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. PRIVILEGE OF THE FLOOR A representative from International Brotherhood of Electrical Workers asked the Board if there would be a reduction coming on the Eddy Street Streetscapes project. Mr. Gilot stated there are two phases to Ancon's contract. Phase II will be completed in late 2010 or early 2011 to finish street work with the additional work taken out of the contract involving the hotel, that is no longer going to be done. Once the development commences to grow, the work will be done by another contract in the future. Mr. Warner asked the Board the status of the Memorial Hospital Parking lot project. Mr. Gilot said he would look it up and get an e -mail to Mr. Warner; the Board members could not recall the status of the project. Mr. Murray Miller, Local No. 645, asked Mr. Gilot if there have been any project labor talks regarding the Coveleski projects going out to bid. Mr. Gilot stated there had not, but this would be a good time to move on this. He noted there is urgency with the ball season start-up, to move the projects along. Mr. Miller asked if the Construction Contract for Landmark Landscaping for the corner of Main Street and Jefferson Blvd. was for a different scope of the project. Mr. Littrell informed Mr. Miller that project had two different scopes, the hard surface award and the landscaping. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the meeting adjourned at 10:32 a.m. BOARD OF PUBLIC,WORKS Gary, Y. �,Gilot, President Donald E. IAs, Member Carl P. Littrell, Member ATTF ST: ,.-Linda M. Martin, Clerk