Loading...
HomeMy WebLinkAbout02/26/07 Board of Public Works MinutesPUBLIC AGENDA SESSION FEBRUARY 22, 2007 C ~ 3 The Public Agenda Session of the Board of Public Works was convened at 10:35 a.m. on February 22, 2007 by Board President Mr. Gary A. Gilot, with Mr. Donald E. Inks present. Mr. Carl P. Littrell, Board Member was absent. Also present was Assistant Board Attorney Shawn Peterson. 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 item(s) from that list. ' -Additions to the Agenda Ms. Linda Martin, Clerk of the Board, noted that there was an addition to the agenda. Item 16G, Street Vacation, located at Maplewood Avenue from new Voorde Drive going north approximately 470 feet, and Knoblock Street between new Voorde Drive and Progress Drive. - Award Quotation Mr. Dave Tungate, Water Works, requested that the award of the South Station Water Main Extension quotation be to Advanced Valve Technologies, LLC. He stated that Water Works has used the company in the past for similar projects and had good success with them. Mr. Peterson questioned whether they had formally received quotes. Mr. Tungate stated that they requested quotes informally and only received one. Mr. Gilot stated that this is a very specialized procedure and very few companies can do the work. He requested Mr. Tungate to prepare a memo showing similar quotes for similar project done in the past, for the Board of Public Works meeting on Monday, February 26, 2007. - Safety Report Mr. Joe Kuzmifs, Central Services, presented the Safety Report for his division. - Monthly Report/Goals and Performance Mr. Joe Kuzmits, Central Services, presented his Monthly Report and Goals and Performance. - Agreement Extension #4 Mr. Andy Wierzbicki, Water Works, stated that this is a renewal of their Software and Hardware Maintenance Agreement for the Remittance Processor located at the Water Works Customer Service Center. Mr. Gilot stated that the Controller needs to review the Agreement and they will approve the Agreement subject to financial review. - Proposal Mr. Jack Dillon, Environmental Services, noted that the description for the project was worded incorrectly. Instead of saying "Resolving Downtown Odor Source", it should say "Resolving Sewer Odor Source". - Agreement Mr. Jack Dillon, Environmental Services, stated that Mr. Jeff Sieradzki, Environmental Services, and Mr. Phil Custard, Purchasing, were still working on the details of the Tank Agreement with Alexander Chemical and it should be pulled from the agenda at this time. - Uniform Conflict of Interest Mr. Gilot stated that Ms. Cynthia Williams has submitted a Conflict of Interest Disclosure Statement. Ms. Williams is the Customer Service Manager at the South Bend Water Works Department and also serves as the Property Manager for Vanagas Investment Group. Mr. Gilot noted that Ms. Williams has access to information at the Water Works that could potentially benefit her investment group. He stated that she could not have any proprietary interest and no participation in any business involving the write-off of bad debts, or collection of late accounts at the Water Works. - Award Bid Mr. Gilot noted that there was not a Bid Tab attached to the Request to Award Bid of Edison Well #3a Replacement, Project No. 107-027. He requested that Mr. John Wiltrout, Waterworks, provide that document at the Board of Public Works Meeting of Monday, February 26, 2007. - Proposal Mr. Gilot noted that the Lincolnway West Sanitary Sewer Extension project had already been approved by the Redevelopment Commission, and questioned whether the Board of Public Works should be acting on this Proposal. Mr. Inks stated that the Redevelopment Commission had approved the Proposal, and it (~ ~ "~ PUBLIC AGENDA SESSION FEBRUARY 22, 2007 didn't require action on the part of the Board of Public Works, so it should be removed from the agenda. ACKNOWLEDGEMENT OF EXCEPTIONS TO BID AND REAFFIRM BID AWARD - ONE (11 MORE OR LESS. MEDIUM DUTY TYPE AMBULANCE - MEDTEC AMBULANCE CORPORATION Mr. Randy Magdalinski, Fire Department, stated that when the Fire Department requested bids for the ambulance, they could not find anyone that could provide them with current emission control requirements, and used prior specifications. Mr. Gilot noted that the Board failed to note that there were irregularities in the specifications at the time ' of the bid award. Mr. Peterson noted that Board Attorney, Mr. Thomas Bodnar reviewed the irregularities and determined that they were non-material and did not adversely affect the bidders or the City. Therefore upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Exceptions to Ambulance Specifications was acknowledged, the variances were found to be non-material and not prejudiced to the City's interest to fair competition, and the Bid Award was reaffirmed to Medtec Ambulance Corporation. 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 11:44 a.m. BOARD OF PUBLIC WORKS ATTEST: i da M. Martin, Clerk .~ Z,~,~ Gary~A. Gilot, President Carl P. Littrell, Member ' D nald E. Inks, Member REGULAR MEETING FEBRUARY 26, 2007 The regular meeting of the Board of Public Works was convened at 9:35 a.m. on Monday, February 26, 2007 by Board President Gary A. Gilot, with Mr. Donald E. Inks and Mr. Carl Littrell present. Also present was Assistant Board Attorney Shawn Peterson. AGENDA ITEM ADDED Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, a Title Sheet for Portage Avenue Reconstruction, Project No. 101-002 was added to the agenda. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the minutes of the public agenda session and the regular meeting of the Board held on February 8 and February 12, 2007 were approved. OPENING OF BIDS -SOUTH WELL FIELD TREATMENT PLANT UPGRADE - BID PACKAGE 1B -PROJECT NO. 107-021 (WATER WORKS REVENUE BONDS 20061 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 REGULAR MEETING FEBRUARY 26, 2007 ~ j J and the Tri-County News, which were found to be sufficient. The following bids were opened and publicly read: ' ` '' BOWEN ENGINEERING CORPORATION 10315 Allisonville Road Fishers, Indiana 46038 Bid was signed by: Mr. Todd Lemen Non-Collusion Affidavit was in order ' Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $1,196,000.00 KASER-SPRAKER CONSTRUCTION, INC. 25487 West State Road 2 South Bend, Indiana 46619 Bid was signed by: Mr. Gary Spraker Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $1,184,000.00 CASTEEL CONSTRUCTION CORP. 23186 West Ireland Road South Bend, Indiana, 46614 Bid was signed by: Mr. R.V. Casteel Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $1,088,000.00 H.G. CHRISTMAN CONSTRUCTION CO. 850 South Fellows Street South Bend, Indiana 46601 Bid was signed by: Mr. Howard Emmons Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $1,148,000.00 HENRY-CAP CONSTRUCTION 1112 Clay Street Mishawaka, Indiana 46545 Bid was signed by: Mr. Daniel Henry Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $1,064,000.00 Upon a motion made by Mr. Littrell, seconded by Mr. Inks, and carried, the above bids were referred to Water Works and the Consultant for review and recommendation. ~! ~ REGULAR MEETING k FEBRUARY 26, 2007 OPENING OF BIDS -SEWER SEPARATION -CEDAR STREET, ROCKNE DRIVE, AND MADISON STREET - PROJECT NO. 105-011 (2007 SEWER BOND This was the date set for receiving and opening of sealed bids for the above referred to project. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri-County News, which were found to be sufficient. The following bids were opened and publicly read: HRP CONSTRUCTION, INC. 5777 Cleveland Road Post Office Box 266 South Bend, Indiana 46624 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: $1,045,774.86 NORTHERN CONSTRUCTION SERVICES, CORP. Post Office Box 1299 Niles, Michigan 49120 Bid was signed by: Mr. Daniel Kulwicki, Jr. Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $1,101,875.00 SELGE CONSTRUCTION CO. INC. 2833 South 11 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: $1,033,078.21 HERRMAN & GOETZ, INC. d/b/a 225 South Lafayette Boulevard South Bend, Indiana 46601 Bid was signed by: Mr. Thomas Herrman Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $1,249,805.00 RIETH-RILEY CONSTRUCTION CO., INC. 25200 State Road 23 Post Office Box 1775 South Bend, Indiana 46634 Bid was signed by: Mr. Christopher Weinkauf Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted REGULAR MEETING FEBRUARY 26, 2007 ~- ~~~~ ADAMO DEMOLITION COMPANY 300 East Seven Mile Road Detroit, Michigan 48203 AMERICAN DEMOLITION CORPORATION 305 Ramona Avenue Elgin, Illinois 60120 ' BIERLEINE COMPANIES, INC. 2000 Bay City Road Midland, Michigan 48642 BRANDENBURG INDUSTRIAL SERVICE COMPANY 2625 South Loomis Street Chicago, Illinois 60608 CHAMPION ENVIRONMENTAL SERVICES INC. 38 West End Drive Gilberts, Illinois 60136 CST ENVHRONMENTAL 404 North Berry Street Brea, California 92821 D.H. GRIFFIN OF TEXAS INC. 8690 Lambright Road Houston, Texas 77075 DORE & ASSOCIATES ' CONTRACTING 900 Harry S. Truman Parkway Bay City, Michigan 48706 FRONTIER INDUSTRIAL CORP. 1330 Niagara Falls Boulevard, Suite 207 Tonawanda, New York 14150 HOMRICH INC. 200 Matlin Road Carleton, Michigan 48117 INDEPENDENCE EXCAVATING 5720 Schaaf Road Independence, Ohio 44131 1 J&L MANAGEMENT CORPORATION 15 N. Walnut Street, Suite 300 Mt. Clemens, Michigan 48043 NATIONAL SALVAGE & SERVICE CORPORATION 6755 S. Old State Road 37 Bloomington, Indiana 47401 NORTH AMERICAN DISMANTLING CORP. 380 Lake Nepessing Road Lapeer, Michigan 48446 NORTH AMERICAN SITE DEVELOPERS 1365 Main Street Waltham, Massachusetts 02451 O'ROURKE WRECKING COMPANY 660 Lunken Park Drive Cincinnati, Ohio 45226 (A ~ (,REGULAR MEETING FEBRUARY 26.2007 APPROVE CHANGE ORDER NO. 1 (FINALE AND PROJECT COMPLETION AFFIDAVIT - MISHAWAKA AVENUE STREETSCAPES -PROJECT NO. 106-048 (GENERAL FUNDI Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Change Order No. 1 (Final) on behalf of Michiana Contracting, Post Office Box 929, Plymouth, Indiana, 46563, indicating that the contract amount be decreased by $578.40 for a new contract sum including this Change Order in the amount of $109,486.60. Additionally submitted was the Project Completion Affidavit indicating this new final cost. 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 - EDISON PARK STORM SEWER SEPARATION - PROJECT NO. 105- 009 (SEWER BOND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Change Order No. 1 (Final) on behalf of C&E Excavating, Inc., 53767 County Road 9 North, Elkhart, Indiana 46514, indicating that the contract amount be increased by $9,611.30 for a new contract sum including this Change Order in the amount of $1,363,471.35. Additionally submitted was the Project Completion Affidavit indicating this new final cost. 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 -PARKING GARAGE NO. ONE AT MAIN AND COLFAX - PROJECT NO. 105-076 Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit, on behalf of Kaser-Spraker Construction, Inc., 25487 West State Road 2, South Bend, Indiana, 46619, for the above referenced project, indicating a final cost of $1,033,767.00. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, ' the Project Completion Affidavit was approved. APPROVAL OF CONTRACTS/AGREEMENTS/PROPOSALS/ADDENDA Type Description Contractor/ Amount Motion/ Business Carried Agreement/ Administrative Service JWF Specialty $65,000.00 Inks/Littrell Addendum C Agreement (Workers Company Compensation) - January 1, 2007 to December 31, 2008 - Fund 226 Proposal Office Equipment Specialty $38,571.00 Inks/Littrell Renewal Maintenance Insurance Underwriters, Policy Renewal - LLC January 1, 2007 to December 31, 2007 - Operating Budget/User De artments Quotation Maintenance for ESRI ESRI $29,200.00 Inks/Littrell Software -April 1, 2007 to March 31, 2008 -General O erating Funds Proposal Resolving Sewer Odor Environmental $17,000.00 GilotlInks Source -March 1, Management 2007 to July 15, 2007 - Consulting Sewage Works O&M Proposal Construction Bid Hull & Associates $14,600.00 Gilot/Littrell Drawings for Lagoon #4 Closure at Organic REGULAR MEETING FEBRUARY 26, 2007 ~~ BID: $1,171,282.20 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bids were referred to the Engineering Department for review and recommendation. FAVORABLE RECOMMENDATION -PETITION TO VACATE THE STREET - MAPLEWOOD AVENUE FROM NEW VOORDE DRIVE GOING NORTH APPOXIMATELY 470 FEET; AND KNOBLOCK STREET BETWEEN NEW ' VOORDE DRIVE AND PROGRESS DRIVE Mr. Gilot indicated that Stanz Food Service, 1840 Commerce Drive, South Bend, Indiana, has submitted a request to vacate the above referred to street. Mr. Bill Schalliol, Community and Economic Development and Mr. Mazk Herman, Stanz Food Service were present to answer questions. Mr. Gilot advised that the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Area Plan Commission, Police Department, Fire Department, Sanitation, Department of Economic Development and the Department of Public Works. Community and Economic Development stated that vacating the street causes access issues for owners of parcels on the East side of the property. Mr. Gilot made a recommendation that an Agreement be drafted between the property owners and Stanz Food Service before the petition goes to the Common Council. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Street Vacation was appoved. APPROVAL OF RECOMMENDATION - TO ENCROACH ONTO PUBLIC RIGHT- OF-WAY -INSTALLATION OF SIGN -SOUTHEAST CORNER OF BARTLETT STREET AND LAFAYETTE STREET -MEMORIAL HOSPITAL Legal Representatives from Memorial Hospital requested the Boazd's approval on three separate Encroachments onto Public Right of Ways. Mr. Gilot advised that the Board is in receipt of favorable recommendations from the Division of Engineering, Police Department, Building Commissioner, Fire Department and the Legal Department for a request to install a sign at the above referred to location. Mr. Littrell stated that there were no hazazds to the Public. Upon a motion made by Mr. Inks, seconded by Mr. Littrell, and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO ENCROACH ONTO PUBLIC RIGHT- OF-WAY -INSTALLATION OF SIGN -NORTHEAST CORNER OF BARTLETT STREET AND MAIN STREET -MEMORIAL HOSPITAL Mr. Gilot advised that the Board is in receipt of favorable recommendations from the Division of Engineering, Police Department, Building Commissioner, Fire Department and the Legal Department for a request to install a sign at the above referred to location. Upon a motion made by Mr. Inks, seconded by Mr. Littrell, and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO ENCROACH ONTO PUBLIC RIGHT- OF-WAY -INSTALLATION OF SIGN -SOUTHWEST CORNER OF BARTLETT STREET AND LAFAYETTE STREET -MEMORIAL HOSPITAL Mr. Gilot advised that the Board is in receipt of favorable recommendations from the Division of Engineering, Police Department, Building Commissioner, Fire Department and the Legal Department for a request to install a sign at the above referred to location. Upon a motion made by Mr. Inks, seconded by Mr. Littrell, and carried, the recommendation was approved. ` ~ AWARD BID - EDISON WELL #3A REPLACEMENT -PROJECT NO. 107-027 (WATER WORKS REVENUE BONDS OF 2006 Mr. John Wiltrout, Water Works, advised the Board that on February 12, 2007, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Gilot recommends that the Board awazd the contract to the lowest, responsive and responsible bidder, Peerless Midwest, Inc., 55860 Russell Industrial Pazkway, Mishawaka, Indiana, 46545, in the amount of $109,260.00. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awazded as outlined above. Mr. Littrell seconded the motion, which carried. REGULAR MEETING FEBRUARY 26, 2007 AWARD BID - PROCUREMENT OF GRANULAR ACTIVATED CARBON EQUIPMENT -SOUTH WELL FIELD TREATMENT PLANT UPDATE -BID PACKAGE IA -PROJECT N0. 107-021 (WATER WORKS REVENUE BONDS OF 20061 In a letter to the Board, Mr. Jeremy Roschyk, DLZ Engineering, advised the Board that on February 12, 2007, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Roschyk recommends that the Board award the contract to the lowest, responsive and responsible bidder, Calgon Carbon Corporation, 400 Calgon Carbon Drive, Pittsburgh, Pennsylvania, 152050, in the amount of $307,600.00. 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. REJECT QUOTATION -SOUTH STATION WATER MAIN EXTENSION (06WI201 In a letter to the Board, Mr. Robert Krol, Water Works, advised the Board that on February 9, 2007 one quotation was received and opened for the above referred to project. As a result of being the only responsive and responsible bidder, Mr. Krol recommends that the Board award the contract to Advanced Valve Technologies, LLC, Blue Island, Illinois, 60406, in the amount of $12,500.00. Mr. Gilot requested that Water Works re-quote the work as Water Works did not follow the formal quote procedure, which includes mailing out an invitation for quotes and opening them at a public meeting. Therefore, Mr. Gilot made a motion that the recommendation be rejected and the project be submitted again for quotes as outlined above. Mr. Inks seconded the motion, which carried. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - ELECTRIC GOLF CARTS (NON-REVERTING FUND) In a memorandum to the Board, Mr. Matthew Chlebowski, Equipment Services, requested permission to advertise for the receipt of bids for the above referenced equipment. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above request was approved subject to review by the Controller and appropriation of funding. APPROVAL OF REQUEST TO ADVERTISE -ANNUAL CSO PUBLICATION In a memorandum to the Board, Mr. Patrick Henthorn, Environmental Services, requested permission to advertise the above referenced notification. Mr. Henthorn stated that the City of South Bend is required by the Indiana Department of Environmental Management to advertise this notification twice in March annually and the notification is the standard language used for the past several years. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above request was approved. ACCEPT AND APPOVE RECOMMENDATION FROM ENGINEERING OF PRE- QUALIFIERS - STUDEBAKER CORRIDOR AREA A DEMOLITION PHASE III AND STUDEBAKER CORRIDOR AREA A DEMOLITION PHASE IV -PROJECT NO. 107-024 In a letter to the Board, Mr. Andrew Lemberis, DLZ Engineering, advised the Board that on February 12, 2007, pre-qualifications were received and opened for the above referred to project. Mr. Lemberis recommended sixteen contractors that met the required criteria established in the application packet as determined by the City. He stated that thirteen of the pre-qualifiers did not meet the minimum established criteria and are not recommended to be included in the list of pre-qualifiers. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the recommendation to approve the pre- qualifiers based on the objective criteria was approved. Contractors that met the required criteria established in the application packet as determined by the city, and are recommended to be included in the list of pre-qualifiers include the following: 1 1 1 REGULAR MEETING FEBRUARY 26, 2007 Cs v 1 1 1 Type Description Contractor/ Amount Motion/ Business Carried Resources - Februazy 26, 2007 -February 26, 2008 -Fund 641- 0630 En ineering Agreement South Bend Bridge Norfolk Southern Inks/Littrell Beautification - Railway Co. Permission to Enhance Railroad Bridges at 600 Block of South Michigan Street and South Main Street Proposal Services Relating to the Baker & Daniels, Not to Exceed Gilot/Littrell Issuance of Sewage LLP $19,500.00 Subject to Works Revenue Bonds Legal and -FUNDING -TIME Financial CONSTRAINT Review Amendment CSO Embedded Sensor Malcolm Pirnie, Increase by Inks/Littrell Project -FUNDING - Inc. $192,800.00 TIME CONSTRAINT Proposal Envelope Printing for Corporate $21,429.00 Inks/Littrell Water Works Billings - Graphic Solutions Departmental Fund - Mazch 1, 2007 to Janu 31, 2008 Contract SWMM Model Greeley and Not to Exceed Gilot/Littrell Training -Water Hansen $4,000.00 Works Trainin Maintenance HVAC Service - OJS Building $40,665.00 Gilot/Littrell Agreement Departmental Budget - Services, March 1, 2007 to Inc./Linc Services Februa 29, 2008 Contract Uniform Rental - Cintas $17,293.00 Gilot/Inks Departmental Budget - Corporation December 11, 2006 to December 10, 2010 Agreement Agency Agreement Michigan Street, N/A Gilot/Inks Authorizing the BPW LLC to Act on Behalf of the Redevelopment Commission Relating to The All American Plaza Project Contract Armored Transport United Armored $3,780.00 Gilot/Littrell Extension 4 Service for the Water Services Works Customer Service Center -Water Fund 620 -March 8, 2007 to Mazch 7, 2008 Agreement Software and Hazdwaze Creditron $9,239.05 Gilot/Littrell Maintenance Corporation Subject to Agreement fora Approval of Remittance Processor - Month to Water Fund 620 - Month March 1, 2007 to Agreement Febru 28, 2008 Agreement US Geological Survey US Depaztment of $2,250.00 Gilot/Inks Joint Funding the Interior Agreement for the Study of Observation Wells Located in ~. ~ REGULAR MEETING FEBRUARY 26, 2007 Type Description Contractor/ Business Amount Motion/ Carried Northeast St. Joseph County -Water Fund 620 -February 1, 2007 to Se tember 30, 2007 Agreement Environmental Services Weaver Boos $115,505.00 Inks/Gilot for Creation of Bid Consultants, LLC Documents and Project Oversight for Studebaker Area A Demolition Phase 3 - Section 108 Funds - February 27, 2007 to May 31, 2008 APPROVE TITLE SHEET -PORTAGE AVENUE RECONSTRUCTION -PROJECT NO. 101-002 - TROYER GROUP Mr. Gilot advised that the Title Sheet for the above referenced project was being presented at this time for execution. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the above referred to Title Sheet was approved and signed. ADOPT RESOLUTION NO. 07-2007 -AUTHORIZING THE EXECUTION OF AN AGENCY AGREEMENT BY AND BETWEEN THE SOUTH BEND REDEVELOPMENT COMMISSION AND THE CITY OF SOUTH BEND Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 07-2007 RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA, BOARD OF PUBLIC WORKS APPROVING AND AUTHORIZING THE EXECUTION OF AN AGENCY AGREEMENT BY AND BETWEEN THE SOUTH BEND REDEVELOPMENT COMMISSION AND THE CITY OF SOUTH BEND, INDIANA, BOARD OF PUBLIC WORKS RELATING TO THE ALL AMERICAN PLAZA PROJECT (South Bend Central Development Area) WHEREAS, the South Bend Redevelopment Commission (the ACommission@) has a legal interest in the facade of a building located at 101 N. Michigan Street, in the South Bend Central Development Area (AProperty@); and WHEREAS, as part of a redevelopment project with Michigan Street, LLC (ADeveloper@) wherein Developer will rehabilitate the facade of the former All American Bank Building (AProject@), the Commission intends to fund and direct certain improvements to the exterior facade of the building in which the Commission holds an easement interest ;and WHEREAS, the Board of Public Works (ABoard@) and the Commission desire to enter into an agency agreement wherein the Board shall act as the Commission=s agent with respect to the construction of the Project and other related matters, a copy said Agency Agreement is attached hereto and incorporated herein as Exhibit AA@; NOW, THEREFORE, BE IT RESOLVED by the City of South Bend, Indiana, Board of Public Works as follows: Section 1. The Board hereby approves of the Agency Agreement and hereby authorizes its execution in substantially the form attached hereto as Exhibit AA@ with such changes as the Board may deem necessary or appropriate upon the advice of counsel, said execution thereof to be conclusive evidence of the Board=s approval of such changes. The Clerk is hereby directed to file a copy of the Agency Agreement with the Commission. 1 1 1 Section 2. This Resolution shall be in full force and effect after its adoption by the Board. REGULAR MEETING FEBRUARY 26, 2007, 3 ADOPTED at a meeting of the City of South Bend Board of Public Works held on February 26, 2007, at 9:30 a.m.,°in Room 1308 County-City Building, South Bend, Indiana 46601. CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS s/Gary Gilot, President s/Carl Littrell, Member s/Don Inks, Member ' ATTEST: s/Linda Martin, Clerk ADOPT RESOLUTION NO. 06-2007 -DISPOSAL OF CITY-OWNED PROPERTY 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. 06-2007 WHEREAS, I.C. 36-9-6-1 gives the Board of Public Works of the City of South Bend the right and duty to have custody of, control of, use of, and dispose of in accordance with Indiana statutes, all real and personal property owned by the City of South Bend; and WHEREAS, the Common Council of the City of South Bend passed as amended on January 9, 1995, Ordinance No. 8570-95 which states that upon retirement with twenty (20) or more years of service: "Upon retirement with twenty (20) or more years of service to the City of South Bend, Indiana, a sworn member of the South Bend Fire Department shall be entitled to retain as his or her own personal property, the fire helmet used by such Firefighter immediately prior to giving notice of his or her retirement." And: WHEREAS, DAVID TAYLOR has retired from the South Bend, Indiana Fire Department after twenty (20) or more years of service, and the Board of Public Safety of the City of South Bend, Indiana has determined that he has retired in good standing; and WHEREAS, I.C. 36-1-11-6 permits and established procedure for disposal of personal property which is no longer needed by the City and which is unfit for the purpose for which it was intended; and WHEREAS, Chief Luther Taylor has advised that the fire helmet previously worn by this Firefighter is of no further use to the Department and of no practical value; NOW, THEREFORE, BE IT RESOLVED, by the Board of Public Works of the City of South Bend that the fire helmet worn by this Firefighter is no longer needed by the City and unfit for the purpose for which it was intended and has an estimated fair market value of less than One Thousand ($1,000.00) Dollars. BE IT FURTHER RESOLVED that said property be disposed of in accordance 1 with Ordinance 8570-95 and removed from the City inventory. Adopted this 26th day of February 2007. BOARD OF PUBLIC WORKS s/Gary A. Gilot, President s/Carl P. Littrell, Member s/Donald E. Inks, Member REGULAR MEETING ATTEST: s/Linda M. Martin, Clerk FEBRUARY 26.2007 ADOPT RESOLUTION NO. 08-2007 -DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY 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. 08-2007 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY WHEREAS, it has been determined by the Board of Public Works that the following property is unfit for the purpose for which it was intended and is no longer needed by the City of South Bend: See Attached List of Computer Equipment WHEREAS, Indiana Code 5-22-22 permits and establishes procedure for disposal of personal property which is unfit for the purpose for which it was intended and which is no longer needed by the City. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that the items listed above are no longer needed by the City; are unfit for the purpose for which they were intended and have an estimated value of less than one thousand dollars ($1,000.00). BE IT FURTHER RESOLVED, that said items may be transferred or sold at public auction or private sale, without advertising. However, if the property is deemed worthless, such may be demolished or junked. ADOPTED this 26th day of February 2007. BOARD OF PUBLIC WORKS CITY OF SOUTH BEND,INDIANA s/Gary A. Gilot, President s/Carl P. Littrell, Member s/Donald E. Inks, Member ATTEST: s/Linda M Martin, Clerk ACCEPT AND FILE UNIFORM CONFLICT OF INTEREST DISCLOSURE STATEMENT Ms. Cynthia Williams, 22018 Redfield Road, Edwardsburg, Michigan, 49112, submitted to the Board a Uniform Conflict of Interest Disclosure Statement for acceptance. Ms. Williams serves as the property manager for Vanagas Investment Group, an investment group that purchases property in the City of South Bend for rental and retail purposes, and is the Manager of the Water Works Customer Service Office. Upon a motion made by Mr. Inks seconded by Mr. Littrell and carried, the Uniform Conflict of Interest Disclosure Statement was accepted and filed. APPROVAL OF REQUEST TO ACQUIRE CITY-OWNED PROPERTY - 1220 JEFFERSON BOULEVARD AND 1216 JEFFERSON BOULEVARD -HABITAT FOR HUMANITY Mr. Gilot stated favorable recommendations have been received from the Mayor, Division of Engineering, Code Enforcement, Community and Economic Development, Park Department, and the Legal Department, in conjunction with a request from Habitat for Humanity to acquire the City-owned property as described above. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the request was approved. 1 1 1 REGULAR MEETING FEBRUARY 26, 2007 ~~J APPROVAL OF RENEWAL OF LICENSE APPLICATION FOR PUBLIC PARKING FACILITY Mr. Gilot that the Board is in receipt of favorable recommendations from Engineering, Code Enforcement, and Fire Department for a renewal of a License Application for a Public Parking Facility from The Cathedral Church of St. James, Inc., 307-311 West Washington Street, South Bend, Indiana. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the License Application was approved. APPROVAL OF STREET CLOSURES/PROCESSIONS ' The following street closures and processions were submitted for approval. It was noted that the appropriate departments submitted favorable recommendations. SPONSOR EVENT CLOSURE DATE/TIME MOTION/ CARRIED Memorial Sunburst Various City June 1, 2007 at Inks/Littrell Hospital Marathon & Streets 6:00 p.m. and TABLED Family Night June 2, 2007 Walk from 5:45 a.m. to 12:15 .m. APPROVAL OF RECOMMENDATION - LIFT STATION - FERNWOOD SUBDIVISION In a Memorandum to the Board, Mr. Patrick Henthorn, Environmental Services, recommended the approval of the daily operation and maintenance for the Fernwood Subdivision lift station. Mr. Henthorn stated that all equipment is working property and the station is communicating with the City's SCADA system. Upon a motion by Mr. Gilot, seconded by Mr. Littrell and carried, the Fernwood Subdivision lift station was approved. APPROVAL OF RECOMMENDATION - UTILITY EASEMENT - ERSKINE COMMONS - DANCH HARNER In a Memorandum to the Board, Mr. Jason Durr, Engineering, on behalf of Danch Hamer, 2422 North Viridian Drive, South Bend, Indiana, 46628, recommended the approval of an easement for the sanitary sewer and water main that services the new Erskine Commons shopping center. Upon a motion by Mr. Gilot, seconded by Mr. Inks and carried, the easement was approved. DISTRIBUTION EASEMENT -FIRE STATION NO. 2 -INDIANA MICHIGAN POWER COMPANY Mr. Gilot stated a request for a Distribution Easement has been received for feeding the electricity for a new transformer for the new Fire Station No. 2. This easement includes the following property: A part of the Southeast Quarter of Section 2, Township 37 North, Range 2 East, Portage Township, City of South Bend, St. Joseph, Indiana, known as Fire Station Replat (Being a Replat of Lots 5, 6, & 7 also Part of Lots 2, 3, 4, & 8 Kunstman's 2°d Addition, also Part of Lots 13, 14 & 156 of Kustman's Addition, also Lots 13 & 14 of George Rush Subdivision, also Lots 2, 3 & 4 and Part of Lot 1 of Ort's Subdivision). Upon a motion made by Mr. Inks, seconded by Mr. Littrell, and carried, the above referenced Distribution Easement was approved. ' APPROVAL OF OCCUPANCY IN PUBLIC RIGHT-OF-WAY -MARSHALL ERDMAN & ASSOCIATES. INC. -ADDITION TO THE SOUTH BEND CLINIC AND RELATED PARKING STRUCTURES In a memorandum to the Board, Mr. Brad Beyer, Marshall Erdman & Associates, 5117 University Avenue, Madison, Wisconsin, requested permission to periodically occupy the sidewalk area along the north side of Colfax Avenue between Edmond Court and Eddy Street as well as portions of the North end of Frances Street during construction of the above project. They will need to use these portions of the right-of--way from time to time to complete work that has been awarded to them. All necessary paperwork has been REGULAR MEETING FEBRUARY 26, 2007 r' ~~, received by the Board for the construction. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Occupancy in the Right-of--Way was approved. FILING OF SAFETY REPORTS -DEPARTMENT OF PUBLIC WORKS The Division of Engineering and Equipment Services submitted Safety Reports for January 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. Inks and carried, the reports were accepted and filed. APPROVE AND/OR RELEASE EXCAVATION BONDS Mr. Anthony Molnar, Engineer, Division of Engineering, recommended that the following Contractor and Excavation Bonds be approved and/or released as follows: BOND OF EXCAVATION Kreager Brothers Excavating, Inc. Approved Effective February 13, 2007 Pursuant to Resolution No. 100-2000 K-Fex, Inc. Boart Longyear Company LICENSE OF PERMIT BOND Marshall Erdman & Associates Approved Effective February 8, 2007 Pursuant to Resolution No. 100-2000 Release Effective February 26, 2007 Approved Effective February 26, 2007 Mr. Gilot made a motion that the recommendation be accepted and that the Bonds be approved and/or released as outlined above. Mr. Littrell seconded the motion, which carried. APPROVE CLAIMS Mr. Gilot stated that the following claims were submitted to the board for approval: Name Amount of Claim Date Ci of South Bend $1,989,456.02 Februa 19, 2007 St. Jose h Coun Housin Consortium $152.83 Febru 1, 2007 St. Jose h Coun Housin Consortium $707.17 Febru 1, 2007 St. Jose h Coun Housin Consortium $36,375.76 Janua 30, 2007 St. Jose h Coun Housin Consortium $1,154.00 Janua 30, 2007 St. Jose h Coun Housin Consortium $1,219.00 November 20, 2006 St. Jose h Coun Housin Consortium $40,000.00 Februa 8, 2007 St. Jose h Coun Housin Consortium $315.42 Februa 8, 2007 St. Jose h Coun Housin Consortium $226.60 Febru 8, 2007 St. Jose h Coun Housin Consortium $142.52 Febru 8, 2007 St. Jose h Coun Housin Consortium $22,000.00 Febru 8, 2007 Mr. Inks made a motion that the claims be approved and the reports as submitted be filed. 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. Littrell and carried, the meeting adjourned at 10:50 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President 1 1 1 REGULAR MEETING ATTEST: 1 ~~ i da M. Martin, Jerk 1 1 FEBRUARY 26, 2007 ~ '" ~ `v v ~ •~ Carl P. Littrell, Member D nald E. nks, Member