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Home My WebLink About03/12/07 Board of Public Works MinutesC53 PUBLIC AGENDA SESSION MARCH 8.2007 The Public Agenda Session of the Boazd of Public Works was convened at 10:39 a.m. on March 8, 2007 by Board President Mr. Gary A. Gilot, with Board Member Mr. Donald E. Inks present. Board Member Mr. Carl P. Litttell was absent. Also present was Board Attorney Tom Bodnar. 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. - Safety Reports -Department of Public Works Mr. Bob Robaska, Streets and Traffic and Lighting, Mr. Andy Wierzbicki and Mr. John Wiltrout, Water Works, and Mr. Jack Dillon, Environmental Services, presented their respective Safety reports. - Monthly and Performance Goals Reports -Department of Public Works Mr. Andy Wierzbicki and Mr. John Wiltrout, Water Works, and Mr. Jack Dillon, Environmental Services, presented their respective Monthly, and Performance Goals reports. - Amended and Restated Agreement -Moms Performing Arts Center Mr. Dennis Andres, Morris Performing Arts Center, stated that this was an amended renewal Agreement with Service America Corporation d/b/a Centerplate for food, beverage, and catering service for five years. APPROVAL OF REQUEST TO RESCIND QUOTE AWARD - STUDEBAKER AREA A DEMOLITION -PHASE III - PROJECT NO. 107-024 - MICHIANA FENCE COMPANY In a Memorandum to the Board, Mr. Andy Laurent, Community & Economic Development, stated that after the award of the quote to Michiana Fence Company to install security fencing at the above mentioned site, heavy snowfall prevented the installation of the fencing, and made access to the premises difficult. Subsequent attempts to reach the company to coordinate the fence installation, including letters, and phone calls to the company and the company owners' cell phone, have been unsuccessful. There were no answers to the phone calls, and messages left , beginning on January 30, 2007. and continuing through March 7, 2007, have not been returned. With the snow disappearing, trespassers again have easy access to the building so it is deemed an emergency situation. Mr. Laurent requested that Michiana Fence Company be declared non- responsive. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, Michiana Fence Company was declazed non-responsive and the award of the quote for the above mentioned project was rescinded. ACCEPT AND AWARD QUOTE - STUDEBAKER AREA ADEMOLITION -PHASE III - PROJECT NO. 107-024 -CAL-PRO FENCE In a Memorandum to the Board, Mr. Andy Laurent recommended that the above quote be awazded to Cal-Pro Fence Company, 1700 West Ford Street, South Bend, in the amount of $5,205.00. Cal-Pro.Fence provided the second lowest responsive and responsible quote to the Request for Quotes. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the quote be awarded as outlined above. Mr. Inks seconded the motion, which carried. ADOPT RESOLUTION NO. 10-2007 - A RESOLUTION RELATED TO ACQUISITION OF PROPERTY INTHE -CITY OF SOUTH BEND. INDIANA BY EMINENT DOMAIN (FOUNDATION DRIVE PROJECT & BENDD~ DRIVE 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: 1 RESOLUTION NO.10-2007 RESOLUTION RELATED TO ACQUISITION OF PROPERTY IN THE CITY OF SOUTH BEND, INDLANA BY EMINENT DOMAIN (FOUNDATION DRIVE PROJECT & BENDIX DRIVE PROJECT) WHEREAS, the City of South Bend, Indiana (the "City") has determined that it is necessary to expand and conduct certain right-of--way improvements to Foundation Drive from Boland Drive to Nimtz Parkway and to the intersection of Bendix Drive and Voorde Drive (the ., . ~u PUBLIC AGENDA SESSION MARCH 8, 2007 "Project"), which Project will serve a public purpose, 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 WHEREAS, pursuant to Indiana Code § 36-9-b-3 and Indiana Code § 36-1-10.5-1 the City of South Bend, Indiana Boazd of Public Works (the ABoazd@) is the entity vested with the authority to receive, manage and caze for the property of the City and to oversee the Project; and WHEREAS, in order to properly complete the Project it is necessary to acquire all or a portion of the properties set forth at Exhibit A (the "ROW Properties"); and WHEREAS, the ROW Properties are owned by the persons or entities set forth at Exhibit A, as determined pursuant to Indiana Code § 32-24-1-2; and WHEREAS, the Board has obtained two (2) appraisals from professional appraisers in accordance with Indiana Code § 36-1-10.5-5 for each pazcel of ROW Properties to be acquired, the average of which is set forth at Exhibit A; and WHEREAS, the Board desires to purchase the ROW Properties and to authorize staff to present and negotiate offers for the ROW Properties on behalf of the Boazd provided that the offers not exceed the average of the two (2) appraisals set forth at Exhibit A; and WHERAS, the Boazd desires that if staff is unable to secure the ROW Properties as discussed above, that the Boazd hereby authorizes legal counsel for the Board to acquire the ROW Properties by eminent domain; and WHEREAS, the acquisition of any one (1) of the ROW Properties is not expected to exceed Twenty-five Thousand and 00/100 Dollars ($25,000.00); NOW, THEREFORE, BE IT RESOLVED, by the City of South Bend, Indiana, Boazd of Public Works, as follows: 1. The Boazd hereby fmds that the Project and the acquiring of the ROW Properties will serve a public purpose, will be of benefit to the health or general welfaze of the unit, and be in the best interest of the citizens of the City and that acquiring the ROW Properties is necessary in order to properly complete the Project. 2. The staff of the Boazd is authorized and directed to cause a notice and final offer in writing to be made to the owner(s) identified on Exhibit A at the respective concurred-on price, which final offer shall include an invitation to discuss the acquisition of owner's ROW Property with the staff within thirty (30) days from mailing and notification that eminent domain proceedings will be instituted immediately after said thirty (30) day period if agreement is not reached on the purchase price. In negotiating the offers, it is understood that the owner(s) of a ROW Property may change or that project plans or other circumstances may alter the amount of property needed to conduct the Project or the appraisers' appraisal price and that staff may continue to negotiate and secure the ROW Properties provided that the fmal amounts not exceed either the average of the two (2) appraisals (as may be amended) or Twenty-five Thousand and 00/100 Dollars ($25,000.00). 3. In the event an agreement cannot be reached on the purchase price of the ROW Property within thirty (30) days after notice of final offer, the Board hereby determines that it is necessary to proceed to acquire the ROW Property under the power of eminent domain in order to carry out the Project and that the use for which the real estate is to be acquired is for the public benefit. 4. The Boazd's attorney is authorized and directed to file a complaint, after the thirty (30) day period described herein, in the name of the City of South Bend, Indiana, on behalf of the Board of Public Works in the appropriate court of St. Joseph County, Indiana, in order that appraisers be appointed to establish the value of said real estate, and all other necessary and proper actions be taken to accomplish the taking by eminent domain pursuant to law. ~~~ PUBLIC AGENDA SESSION MARCH 8, 2007 Adopted at the Regular Meeting of the City of South Bend, Indiana, Board of Public Works held on Mazch 8, 2007, at 1308 County-City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS ATTEST: s/Linda Martin, Clerk s/Gary Gilot, President s/Carl Littrell, Member s/Don Inks, Member APPROVAL OF REOUEST TO ADVERTISE FOR THE RECEIPT OF BIDS -INFRARED PAVEMENT PATCHING 2007 - PROJECT NO. 107-026 - (2007 PAVING PROGRAM) In a memorandum to the Boadd, Mr. Robert Nichols, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above request was approved. APPROVAL OF REOUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - ENGMAN NATATORIUM ADDITION AND RENOVATION -PHASE 3A -PROJECT NO. 107-029 (WEST WASHINGTON TIF) In a memorandum to the Board, Mr. Carl Littrell, Engineering, 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. Gilot and tamed, the above request was approved subject to Legal and Financial review. APPROVE REQUEST TO ADVERTISE FOR RECEIPT OF BIDS -SALE OF ABANDONED VEHICLES Ms. Kathy Eli, Department of Code Enforcement, requested permission to advertise for the sale of abandoned vehicles, which are being stored at Super Auto Salvage Corporation, 3300 South Main Street, South Bend, Indiana. It was noted that all vehicles have been stored more than fifteen (15) days, identification checks had been run for auto theft and the owners and lien holders notified. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above request was approved. APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALSlADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Boadd for approval: TYPE DESCRIPTION BUSINESS AMOUNT MOTION/ SECONDED Agreement Plymouth Rail Waste $10.00 Gilot/Inks Corridor Trail Project Management -Conveying Property of Indiana, for Recreational Trail LLC - General Fund Addendum Lafayette DLZ Indiana, $34,505.15 Gilot/Inks Boulevazd/Bartlett LLC Street Relocation - Project No. 106-016 - Increase Contract $34,845.15 -Original Contract $452,845.15, New Contract $487,255.15 and Additional Services 1 1 1 PUBLIC AGENDA SESSION 1 i- n .~ ;., ~.I_ MARCH 8, 2007 Settlement of Disputed Fisher, $13,000.00 Gilot/Inks Claim -Sale of Land, Leonard Temporary Easement and Damages -Eddy Street HES Improvements - Project No. 104-033 - LRSA 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 11:27 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President Carl P. Littrell, Member 1 D nald E. s, Member ATTEST: ~~ i da M. Martin, Clerk REGULAR MEETING MARCH 12, 2007 The regular meeting of the Board of Public Works was convened at 9:40 a.m. on Monday, March 12, 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. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the minutes of the agenda session and regular meeting of the Board held on February 22 and February 26, 2007, were approved. OPENING OF BIDS -CLEVELAND ROAD NORTH WELL FIELD -PROJECT NO. 107- 023 (WATER WORKS REVENUE 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: KASER-SPRAKER CONSTRUCTION, INC. 25487 West State Road #2 South Bend, Indiana 46619 Bid was signed by: Mr. Gary L. Spraker RE~ISIl~,R MEETING Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID:$647,000.00 HENRY-CAP CONSTRUCTION, INC. 1112 Clay Street Mishawaka, Indiana 46545 Bid was signed by: Mr. Daniel T. Henry Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $594,000.00 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: $543,000.00 MARCH 12, 2007 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bids were referred to the Water Works Department for review and recommendation. OPENING OF BIDS -LAWN MOWING AND MAINTENANCE SERVICES This was the date set for receiving and opening of sealed bids for the above refereed to service. 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: BRAMCO 214 N. Wellington South Bend, Indiana 46628 Bid was signed by: Mr. Bruce Beaman Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Ten percent (10%) Bid Bond was not submitted Bid was accepted with irregularities BID: City Lots area 1 through 6 Cost Per Mowing Per Lot: Part 2: Cost Per First Cut Cost Per Second Cut per Lot $40.00 $40.00 $20.00 1 1 1 INFOLINK, INC. 56170 Chapel Lane South Bend, Indiana 46619 Bid was signed by: Mr. Charles Wawrzyniak Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed REGULAR MEETING MARCH 12, 2007 _. _ ,, Ten percent (10%) Bid Bond was not submitted Bid was accepted with irregularities BID: Periodic Mowing of City-Owned Lots Approximately 180 City-owned lots Cost Per Mowing Per Lot: $23.50 Code Enforcement Cited Lots Unoccupied Brush Cut Approximately 3750 Cost Per Lot/Per Cut $85.00 Unoccupied Double Cut Approximately 3750 Cost Per Lot/Per Cut $130.00 Occupied Brush Cut Approximately 3750 Cost Per Lot/Per Cut $400.00 Occupied Double Cut Approximately 3750 Cost Per Lot/Per Cut $450.00 CFH LANDSCAPE SERVICES 813 South Michigan Street South Bend, Indiana 46601 Bid was signed by: Mr. Terry D. Morlock Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Ten percent (10%) Bid Bond was submitted BID: Periodic Mowing of City-Owned Lots Approximately 180 City-owned lots Cost Per Mowing Per Lot: $19.50 Code Enforcement Cited Lots, Approximately 7,500 per yeaz Brush Cut -Cost Per Lot: $25.00 Double Cut -Cost Per Lot: $40.00 There is no cost difference between Occupied or unoccupied residences/ Properties. The Bid from Bruce Beeman and the Bid from Infolink, Inc. did not include the required ten percent Bid Bond. Ms. Gayle Wawrzyniak, Infolink Inc., stated that she called the office of the Boazd of Public Works and was told that their insurance certificate on file with the City was adequate and she would not need a Bid Bond. Due to those circumstances, Mr. Gilot requested Legal to review the request to accept the submitted Bids that did not include the required Bid Bonds. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bids were referred to the Division of Central Services, Department of Code Enforcement, and Purchasing for review and recommendation, with the noted inconsistencies. OPENING OF BID - BIO-SOLIDS HAULING 2007 (WWTP O&M~ This was the date set for receiving and opening of sealed bids for the above referred to service. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri- County News, which were found to be sufficient. The following bid was opened and publicly read: n r• 4u~ ~, /' ~ `~')~ ULAR MEETING MARCH 12, 2007 JDS TRUCKING, INC. 19039 Glendale Avenue South Bend, Indiana 46637 Bid was signed by: JDS Trucking, Inc. Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Ten percent (10%) Bid Bond was submitted BID: Monday through Friday only -per hour $73.00 Saturday -per hour $80.00 Sunday NO BID Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the above bid was referred to the Division of Environmental Services and Purchasing for review and recommendation. OPENING OF BIDS -PAINT - INTERIOR AND EXTERIOR (USER DEPARTMENTS This was the date set for receiving and opening of sealed bids for the above referred to equipment. 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: SHERWIN-WILLIAMS COMPANY 1220 South Main South Bend, Indiana Bid was signed by: Sherwin-Williams Company Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Ten percent (10%) Bid Bond was submitted BID: Product Item # (fit .. Code Price 1 25 Exterior/Interior A32W151 $19.40 1 gal Acrylic Latex Porch & Desk Enamel Wood and Concrete 2 25 Exterior B2WF51 $12.95 1 gal Acrylic Latex, Flat B2WF51 $64.75 5 gal 3 50 Exterior B42W111 $16.95 1 gal Acrylic Latex, Semi-gloss B42W111 $8.4.75 5 gal 4 30 Exterior A8W51 $16.95 1 gal Acrylic Latex Gloss A8W51 $84.75 5 gal 5 50 Exterior B51 W20 $16.75 1 gal Latex Primer B51 W20 $83.75 5 gal 6 40 Interior B21W451 $13.25 1 gal Acrylic Vinyl Latex -Gloss Enamel B21 W451 $66.25 5 gal 7 100 Interior B31 W4451 $12.75 1 gal Acrylic Vinyl Latex -Semi-gloss Enamel B31 W4451 $63.75 5 gal 1 1 1 REGULAR MEETING MARCH 12.2007 8 30 Interior B30WF6000 $8.00 1 gal Acrylic Vinyl Latex -Flat Enamel B30WF6000 $40.00 5 gal 9 40 Exterior B54W101 $16.50 1 gal Oil-Alkyd, High Gloss for Metal B54W101 $82.50 5 gal 1 1 1 10 50 Interior/Exterior Gloss Alkyd Enamel Metal Paint for Wood & Metal _ 11 5500 *Exterior Traffic Paint _ Waterbourne UNITED COATINGS TECHNOLOGIES 1011 South Main Street South Bend, Indiana 46601 Bid was signed by: United Coatings Technologies Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Ten percent (10%) Bid Bond was submitted BID: B54W101 $16.50 1 gal ATM2238 $8.75 Product Item # Qt~~ Code Price 1 25 Exterior/Interior 3-510 $9.90 1 gal Acrylic Latex Porch & Desk Enamel Wood and Concrete 2 25 Exterior 6-650 $12.50 1 gal Acrylic Latex, Flat 6-650 $60.00 5 gal 3 50 Exterior 6-901 $14.00 1 gal Acrylic Latex, Semi-gloss 6-901 $67.50 5 gal 4 30 Exterior 6-900 $14.99 1 gal Acrylic Latex Gloss 6-900 $72.50 5 gal 5 50 Exterior 14-650 $9..65 1 gal Latex Primer 14-650 $45.70 5 gal 6 40 Interior 90-374 $14.99 1 gal Acrylic Vinyl Latex -Gloss Enamel 90-374 $66.75 5 gal 7 100 Interior 6-500 $10.50 1 gal Acrylic Vinyl Latex -Semi-gloss Enamel 6-500 $56.90 5 gal 8 30 Interior 6-70 $7.65 1 gal Acrylic Vinyl Latex -Flat Enamel 6-70 $34.95 5 gal 9 40 Exterior 7-814 $13.95 1 gal Oil-Alkyd, High Gloss for Metal 7-814 $67.50 5 gal 10 50 Interior/Exterior ~rF- UIiJ REGULAR MEETING ~, ~~ Gloss Alkyd Enamel Metal Paint for Wood & Metal 7-814 MARCH 12, 2007 11 5500 *Exterior Traffic Paint White 72W-,4o42 Waterbourne Yellow 72Y-A056 M.A. BRUDER AND SONS, INC. (M.A.B. PAINTS) 600 Reed Road Broomall, Pennsylvania 19008 Bid was signed by: Mr. David Rhoads Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Ten percent (10%) Bid Bond was submitted BID: Item Product # Q~t ~. Code 1 25 Exterior/Interior MAB #077 Acrylic Latex Porch & Desk Enamel Wood and Concrete $13.95 1 gal $7.80 $7.80 Price $10.99 1 gal 2 25 Exterior MAB#409 $9.59 1 gal Acrylic Latex, Flat MAB#409 $47.95 5 gal 3 50 Exterior MAB#024 $14.29 1 gal Acrylic Latex, Semi-gloss MAB#024 $71.45 5 gal 4 30 Exterior MAB#043 $14.99 1 gal Acrylic Latex Gloss MAB#043 $74.95 5 gal *Safety Colors Extra MAB#056958 5 50 Exterior $10.89 1 gal MAB#056958 Latex Primer $54.45 5 gal 6 40 Interior MAB#022127 $14.99 1 gal Acrylic Vinyl Latex -Gloss MAB#022127 Enamel $74.95 5 gal 7 100 Interior MAB#410 $9.49 1 gal Acrylic Vinyl Latex -Semi-gloss Enamel MAB#410 $47.45 5 gal 8 30 Interior MAB#402 $7.09 1 gal Acrylic Vinyl Latex -Flat Enamel MAB#402 $35.45 5 gal 9 40 Exterior MAB#074 $14.09 1 gal Oil-Alkyd, High Gloss for Metal MAB#074 $70.45 5 gal *Safety Colors Extra 10 50 Interior/Exterior Gloss Alkyd Enamel Metal Paint for Wood & Metal MAB#074 $14.09 1 gal *Safety Colors Extra 11 5500 *Exterior Traffic Paint NO BID 1 1 1 REGULAR MEETING MARCH 12, 2007 ~ r~ Waterbourne Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bids were . referred to the Department of Traffic and Lighting and Purchasing for review and recommendation. OPENING AND AWARDING OF QUOTATIONS- SOUTH STATION WATER MAIN EXTENSION (PROJECT CODE 06W1201 Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for ' the above referenced service. The following Quotations were opened and read: ADVANCED VALVE TECHNOLOGIES, LLC 12601 South Homan Avenue Blue Island, Illinois 60406 Quotation was submitted by: Mr. Fred Bloom QUOTATION: $12,500.00 T.D.W. SERVICES, INC. 10 S. 183 Schoger Drive -Unit # 100 Naperville, Illinois 60564 Quotation was submitted by: Mr. Gary Bucholz QUOTATION: $21,998.00 M.T. INGRAM & Company 105 Oxmoor Place Wilmington, North Carolina 28403 ' Quotation was submitted by: M.T. Ingram & Company QUOTATION: $28,600.00 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above Quotations were referred to Water Works for review and recommendation. Upon review by Mr. Robert Krohl, Water Works Department, the Quote was awarded to Advanced Valve Technologies, LLC, 12601 South Homan Avenue, Blue Island, Illinois, who submitted the lowest responsive and responsible quote in the amount of $12,500.00. AWARD BID - CEDAR/ROCKNE/MADISON SEWER SEPARATION -PROJECT NO. 105- 011 (2007 SEWER BONDI Mr. Jason Durr, Assistant City Engineer, advised the Boazd that on February 26, 2007, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Durr recommends that the Board awazd the contract to the lowest, responsive and responsible bidder, Selge Construction Co., Inc., 2833 South 11th Street, Niles, Michigan, 49120, in the amount of $1,033,078.21. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded as outlined above, subject to financing. Mr. Littrell seconded the motion, which carried. AWARD BID - OLNE ROAD AND BRICK ROAD RECONSTRUCTION -PROJECT NO. 107-001 (AEDA TIFI Mr. Carl Littrell, City Engineer, advised the Boazd that on February 12, 2007, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Littrell recommends that the Board award the contract to the lowest, responsive and responsible bidder, Selge Construction Co., Inc., 2833 South 11th Street, Niles, Michigan, 44120, in the amount of $2,322,714.35. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Littrell seconded the motion, which carried. REGULAR MEETING MARCH 12, 2007 ~. f- ~ ; BID -SOUTH WELL FIELD IMPROVEMENTS -PROJECT NO. 107-021 (WATER WORKS BOND) Mr. John Wiltrout, Water Works, advised the Board that on February 26, 2007, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Wiltrout recommends that the Board award the contract to the lowest, responsive and responsible bidder, Henry-CAP, 1112 Clay Street, Mishawaka, Indiana 46545, in the amount of $1,064,000.00. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Littrell seconded the motion, which carried. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - TWENTY X20) MORE OR LESS, 2007 OR NEWER POLICE PATROL VEHICLES - FIVE (5) MORE OR LESS, 2006 COMPACT FOUR DOOR SEDAN AUTOS - THREE (3) MORE OR LESS, 2006 MIDSIZE_4_DOOR SEDAN AUTOS - ONE (1) MORE OR LESS, 2007 4 DOOR 4X4 UTILITY VEHICLE - ONE (1) MORE OR LESS, 2007 HEAVY DUTY CHASSIS - ONE (1) MORE OR LESS, 2007 ALL WHEEL DRIVE CARGO VAN - THREE (3) MORE OR LESS, 2007 3/4 TON 2 WHEEL DR PICKUP TRUCKS - TWO (2) MORE OR LESS, 2007 3/4 TON 4 WHEEL DR PICKUP TRUCKS - ONE (1) MORE OR LESS, 2007 OR NEWER'/4 TON EXT CAB 2 WHEEL DRIVE PICKUP TRUCK W/SERVICE BED In a memorandum to the Board, Mr. Matthew Chlebowski, Central Services, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the request to advertise for the receipt of bids was approved subject to financing and review of the Specifications by Central Services and Purchasing. APPROVE CHANGE ORDER - STUDEBAKER NATIONAL MUSEUM ARCHIVES BUILDING - KASER-SPRAKER CONSTRUCTION. INC. -PROJECT NO. 103-072A (INDOT/FHWA) Mr. Gilot advised that Ms. Thia Vawter, Engineering, has submitted Change Order No. 1 on behalf of Kaser-Spraker Construction, Inc., 25487 West State Road 2, Post Office Box 3605, South Bend, Indiana, 46619, indicating that the Contract amount be increased by $7,165.01 for a new Contract sum including this Change Order in the amount of $1,378,615.01. 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 - YARD LAMPPOST PROGRAM 2006 (GENERAL FUND) Mr. Gilot advised that Mr. Toy Villa has submitted Change Order No. 1 (Final) indicating that the contract amount be decreased by $34,800.00 for a new contract sum including this Change Order in the amount of $10,200.00. Additionally submitted was the Project Completion Affidavit indicating this new fmal cost. Upon a motion made by Mr. Gilot, seconded by Mr. Inks, and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for approval: TYPE DESCRIPTION BUSINESS AMOUNT MOTION/ SECONDED Agreement Automatic Defibrillator Medtronics $4,512.50 Littrell/Inks Technical Service Emergency Support for Eleven (11) Response Fire Stations -General System Fund -April 1, 2007 to March 31, 2008 Agreement Extension to LaSalle Batteast, Janice hilcs/Littrell Park Residential Mr. Inks Enhancement Program Noted the - 249 North Kenmore Controller has Street -Time Approved Extension to April 9, 1 1 1 REGULAR MEETING MARCH 12, 2007 ~' ~` t~ ~. 1 1 2007 Project 2007 Sewer Bond Issue Crowe Chizek Not to Exceed Inks/LittrelI Assignment - 2007 Sewer Bond $30,000 Agreement Continued Assistance Barnes & $100,000.00 GilotlLittrell on Clean Water Act Thornburg Issues -Wastewater O&M -January 1, 2007 to December 31, 2007 Memorandum of Traffic Counting - Michiana Area $5,000.00 Litkrell/Inks Understanding Engineering/Tra~c Council of and Lighting -July 1, Governments 2007 to June 30, 2008 Addendum Osborne Building South Bend Inks/Gilot Acquisition Heritage Rehabilitation -Time Foundation Extension to December 31, 2007 Addendum Northeast South Bend Inks/Littrell Neighborhood Heritage Revitalization Foundation Organization -Time Extension to December 31, 2007 Addendum Mishawka Avenue Conery, Shawn Inks/Littrell Commercial Corridor Mr. Inks Fagade Grant Noted the Agreement -1242 Controller has Mishawaka Avenue - Approved Extension to January 16, 2007 Amendment and Food, Beverage and Service Gilot/Inks Restated Catering Service for America Agreement the Morris Performing Corporation Arts Center -January d/b/a 2007 to December 31, Centerplate 2012 Proposal Remote Monitoring EmNet, LLC $442,428.00 Gilot/Littrell Project - CSONet - 2007 Sewer Revenue Bond Intergovernmental Darden Road Sewer St. Joseph $452,000.00 LittrelUInks Agreement Extension - 2006 County 20% to be Sewer Bond - paid by Fal12007 -Summer County 2008 APPROVE LICENSE APPLICATION RENEWALS -PUBLIC PARKING FACILITIES - MEMORIAL HOME CARE/MEMORIAL HOSPITAL Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following License Applications were approved: ' - 100 Navarre Street - 707 North Michigan Street The above license application renewals were approved and referred to Administration and Finance for issuance of a license. It was noted that the required Proof of Insurances as well as the hours and rates to be chazged were attached to the applications. TABLE LICENSE APPLICATION RENEWAL - PUBLIC PARKING FACILITY - MEMORIAL HOME CARE/MEMORIAL HOSPITAL ~~~ ~; REGULAR MEETING MARCH 12, 2007 Mr. Toy Villa, Engineering, noted that the location of the Public Parking Facility, 621 Memorial Drive, was currently under construction, and there was no public parking facility at the address listed. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the License Application renewal was tabled until Memorial Hospital could be contacted to find out if they anticipate construction being completed soon, and if the location will be used for a public parking facility. FAVORABLE RECOMMENDATION -PETITION TO VACATE VIRIDIAN DRNE FROM ' THE WESTERN PROPERTY LINE OF LOT 1, VIRIDIAN DRIVE MINOR SUBDIVISION TO THE STREET'S END (APPROXIMATELY 680 FEET) Mr. Gilot indicated that Mr. Steve Cooreman, Cooreman Real Estate Group, on behalf of Mr. Douglas Pierce, South Bend, Indiana, has submitted a request to vacate the above referred to street. 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. Area Plan stated that the vacation would not hinder the growth or orderly development of the unit or neighborhood in which it is located or to which it is contiguous. The City Engineer recommended a turn around be constructed and dedicated at the terminus of Viridian Drive. The orderly development and function of this neighborhood requires the ability for vehicles to turn around. The vacation would not make access to the lands of the aggrieved person by means of public way difficult or inconvenient. There is a parcel to the south adjacent to Viridian Drive and not another street (tax parcels 25-1010-040902). The vacation will not make access difficult as long as the street is not vacated adjacent to the parcel. The vacation will not impede the ability for adjacent lots to access public streets. The vacation would not hinder the public's access to a church, school, or other public building or place. The vacation would not hinder the use of a public way by the neighborhood in which it is located or to which it is contiguous. Engineering stated that the full utility of the development along Viridian depends upon completion of the proposed subdivision infrastructure. Engineering recommends favorably for ' the vacation only if the existing infrastructure were improved to allow easier use and maintenance of the streets and sewers. Therefore, Mr. Gilot made a motion that the Street Vacation be approved subject to the petitioner providing a turnaround that meets Engineering specifications, and access to utility easements. Mr. Inks seconded the motion which carried. ADOPT RESOLUTION NO. 09-2007 - A RESOLUTION OF THE CITY OF SOUTH BEND INDIANA BOARD OF PUBLIC WORKS ACCEPTING THE TRANSFER OF REAL PROPERTY FROM THE BOARD OF COMMISSIONERS OF ST. JOSEPH COUNTY INDIANA 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 N0.09-2007 A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS ACCEPTING THE TRANSFER OF REAL PROPERTY FROM THE BOARD OF COMMISSIONERS OF ST. JOSEPH COUNTY, INDIANA WHEREAS, St. Joseph County, Indiana ("County") is the owner of the real property and ' improvements described at Exhibit A, attached hereto and incorporated herein, located within the City of South Bend, St. Joseph County, Indiana (hereinafter the "Property"); and WHEREAS, the care custody and control of County real estate is vested in the County's Board of Commissioners pursuant to Indiana Code § 36-2-3.5-4; and WHEREAS, pursuant to Indiana Code § 36-9-6-3, Indiana Code § 36-1-10.5-1, and Indiana Code § 36-1-11-8, the City of South Bend, Indiana Board of Public Works (the "Board"), the entity vested with the authority to receive, manage and care for the property of the City of South Bend, Indiana (the "City"); and REGULAR MEETING MARCH 12, 2007 q* rw WHEREAS, the County is desirous of transferring the property to the City of South Bend, Indiana (the "City") to allow the City to conduct the improvements substantially similar to those described in the letter attached hereto as Exhibit B and the City desires to accept said Property to conduct those improvements, provided that had equate funding exists to complete said project; and WHEREAS, pursuant to Indian Code § 36-1-11-8, the City, acting through the Board, and the County, acting through the Board of Commissioners, may exchange or transfer property with one or another upon terms and conditions agreed upon by the two (2) entities as evidenced ' by the adoption of substantially identical resolutions of each entity; and WHEREAS, the Boazd of Commissioners has adopted or will adopt a resolution substantially equivalent to this resolution setting forth the terms and conditions of this transfer of Properly between the County and the City. NOW, THEREFORE, BE IT RESOLVED, by the City of South Bend, Indiana, Board of Public Works, as follows: 1. The County shall transfer to the Board on behalf of the City, and the Boazd, on behalf of the City shall accept the Property described at Exhibit A. 2. Such transfer shall be accomplished by a quit claim deed in a form attached hereto as Exhibit C for the fee simple transfer and by a temporary easement in the form attached hereto as Exhibit D for the temporary right of way, which documents shall be executed by the St. Joseph County, Board of Commissioners in favor of the City. 3. For and in Consideration of such transfer, the commission shall pay the County the sum of Ten and 00/100 ($10.00). Adopted this 12a' Day of March, 2007. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/Gary Gilot, President s/Cazl Littrell, Member s/Don Inks, Member ATTEST: s/Linda Martin, Clerk FILING OF SAFETY REPORTS - DEPARTMENT_OF PUBLIC WORKS The Division of Environmental Services, Street Department, Division of Engineering, and Water Works submitted Safety Reports for February 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. FILING OF MONTHLY REPORT -WATER WORKS Mr. Andy Wierzbicki, Water Works, submitted a report for the Division of Water Works for the month of February 2007. There being no further discussion, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the monthly report was accepted and filed. FILING OF MONTHLY REPORT -ENVIRONMENTAL SERVICES Mr. Jack Dillon, Environmental Services, submitted a report for Division of Environmental Services for the month of February 2007. There being no further discussion, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and tamed, the monthly report was accepted and filed. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following traffic control devices were approved: ~~~ ~,, REGULAR MEETING NEW INSTALLATION LOCATION: REMARKS: MARCH 12, 2007 Handicapped Accessible Parking Space Sign 509 South Sheridan All criteria has been met New Installation: Handicapped Accessible Parking Space Sign LOCATION: 1123 East Broadway REMARKS All criteria has been met New Installation: Handicapped Accessible Parking Space Sign , LOCATION: 1202 North Fremont REMARKS All criteria has been met New Installation: Handicapped Accessible Parking Space Sign LOCATION: 447 South Illinois Street REMARKS Approved subject to the parking area being standard length of Handicapped Parking area, not property line to property line as requested. New Installation: Handicapped Accessible Parking Space Sign LOCATION: 110 South Walnut Street REMARKS All criteria has been met REMOVAL: No Parking Commercial Vehicle Loading Zone/No Parking/Handicapped Accessible Parking Space Signs LOCATION: 200 Block of West Bronson and 700 Block of South Lafayette COMMENTS: All Criteria has been Met APPROVEAND/OR RELEASE CONTRACTOR AND EXCAVATION BONDS Mr. Anthony Molnar, Engineer, Division of Engineering, recommended that the following ' Contractor and Excavation Bonds be approved and/or released. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Bonds were approved and/or released as follows: BOND OF CONTRACTOR Henkels &Mccoy, Inc. Released Effective March 25, 2007 BONDS OF EXCAVATION US Signal company, LLC (f/k/a RVP Fiber Company, LLC) G.T. King Group, Inca Henkels &Mccoy, Inc. Enviro-Dynamics, LLC Approved March 12, 2007 Pursuant to Resolution 100-2000 Approved March 1, 2007 Pursuant to Resolution 100-2000 Released Effective March 25, 2007 Release Effective Apri121, 2007 FILING OF CERTIFICATE OF INSURANCE Upon a motion made by Mr. Inks, seconded by Mr. Littrell, and carried, the following Certificate of Insurance was accepted for filing: Capitol City Iron Works, Inc. Indianapolis, Indiana APPROVE CLAIMS Mr. Gilot stated that the following claims were submitted to the board for approval: Name Amount of Claim Date City of South Bend $1,439,407.66 March 5, 2007 City of South Bend $2,029,447.36 February 26, 2007 Ci of South Bend $1,834,799.13 March 12, 2007 St. Joseph County Housing Consortium $235.56 February 26, 2007 St. Jose h County Housing Consortium $367.49 February 26, 2007 St. Jose h County Housin Consortium $675.00 Feb 26, 2007 1 REGULAR MEETING MARCH 12, 2007 ~T~f~ ~' '`Y. R 1 Name Amount of Claim Date St. Jose h Coun Housin Consortium $52,723.67 Febru 26, 2007 St. Jose h County Housing Consortium $708.75 Feb 23, 2007 St. Joseph County Housing Consortium $2,782.41 February 23, 2007 St. Jose h Coun Housin Consortium $33,874.03 February 23, 2007 St. Jose h Coun Housin Consortium $45,411.00 February 8, 2007 DLZ Indiana $4,250.00 October 1, 2005 DLZ Indiana $53,957.62 March 20, 2007 DLZ Indiana $21,570.00 Se tember 30, 2006 DLZ Indiana $32,809.88 March 20, 2007 Mr. Gilot noted that the claims for DLZ Indiana were not the sole responsibility of the City of South Bend, and would be divided up among the various responsible parties. Mr. Inks made a motion that the claims be approved and the reports as submitted be filed. Mr. Littrell seconded the motion, which carried. DISCUSSION -OLIVE STREET WELLFIELD OPERATIONS In a letter to the Board, Mr. Durr, Engineering, stated that Ed Stefanek of Weaver Boos requested a letter addressed to Indiana. Department of Environmental Management that will indicate the City's intent to operate and maintain the Olive Street Wellfield and treatment system until IDEM determines that the treatment system is no longer a necessary component of the proposed corrective action for the VRP site. For the record, Mr. Gilot stated that the City has spent millions of dollars to upgrade the wellfield and intends to operate the facility for more than the thirty years needed for regulatory remedies. Mr. Gilot noted that if, for some reason, fifty years from now the Board of Public Works decides to decommission that wellfield there should be language that a mutually agreeable alternative groundwater remediation approach would be developed before closure of the wellfield. There being no further discussion, Mr. Littrell made a motion to affirm the City's policy. 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 10:40 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President C~ U"~ GiG2C Carl P. Littrell, Member nald E nks, Member ATTEST: i , _I ~/ da M. Martin, rk