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Home My WebLink About02/14/11 Board of Public Works MinutesAGENDA REVIEW SESSION FEBRUARY 10, 2011 35 The Agenda Review Session of the Board of Public Works was convened at 10:34 a.m.. on Thursday, February 10, 2011, by Board President 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 noted the addition of an extension of a 2010 bid award to Bloomington Ford for two additional 3/4 ton four -wheel drive extended cab pick -up trucks; the renewal of three industrial discharge permits; Environmental Services Monthly Report of Operations; and an Encroachment into the public right- of-way for Indiana University to run conduit. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — TRADE DRIVE CONSTRUCTION — PROJECT NO. 110 -048 AEDA TIF In a memorandum to the Board, Mr. Rob Nichols, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Also presented at this time for approval and execution was the Title Sheet. Upon a motion made by Mr, Inks, seconded by Mr. Littrell and carried, the above request to advertise was approved, and the Title Sheet was approved and signed. APPROVAL OF AGREEMENTS The following Agreements were submitted to the Board for approval: Type Business Description Amount Motion/ Second Shelter Plus Oaklawn Shelter Plus Care Permanent $42,840.00 Inks / Gilot Care Psychiatric Housing (SPC HUD) Agreement Center, Inc. Shelter Plus Oaklawn Shelter Plus Care Scattered $92,820.00 Inks / Gilot Care Psychiatric Site (SBC HUD) Agreement Center, Inc. Shelter Plus Oaklawn Shelter Plus Care;Gateway $141,120.00 Inks / Gilot Care Psychiatric (SBC HUD) Agreement Center, Inc. Ratify Corporation for Lot 13 in the Maplewood N/A Gilot/Inks Release of Entrepreneurial Second Addition, Elkhart Mortgage Development The Board discussed the following agenda items: - Professional Services Agreement — Lawson Fisher Associates Mr. Bill Schalliol, Community and Economic Development, stated Lawson Fisher will be preparing all of the paperwork for the right-of-way acquisitions of thirty -three parcels in the Main/Lafayette area for this connector design. Mr. Gilot questioned the cost of the agreement and suggested the City could save a lot of money if the work was done in- house. He stated the Legal Department handled the Miami Road acquisitions and the cost was substantially less. Attorney Cheryl Greene noted this cost doesn't include the actual acquisition and seems expensive for what is being done. Mr. Gilot requested a cost analysis of in -house versus outside cost be done and Mr. Schalliol consider the options and let the Board know what he decides at Monday's Board meeting. - Professional Services Agreement — R.W. Armstrong Mr. Al Greek, Environmental Services, informed the Board that this work on lift station standard operating procedures and pump down testing will allow for actual pumping capacity to be viewed rather than approximating the pumps' operations. - Renewal of Contract -- Corporate Graphics Solutions Ms. Nancy Yarbrough, Water Works, stated she is requesting to extend 2010's contract prices for paper products for 2011. She noted Corporate Graphics has offered to extend 2010 prices with no increase, and she is not able to' get competitive prices. Ms. Yarbrough informed the Board she would like to see if she can get a three year extension next year if they will extend their prices again. - Encroachment — Indiana University at South Bend Mr. Jeff Barnes, Wightman Petrie, requested the Board give him some guidance on what is needed for Indiana University to extend conduit across the right -of -way on 201h Street, AGENDA REVIEW SESSION FEBRUARY 10 2011 36 south of the first alley south of Mishawaka Avenue. Mr. Gilot suggested an Occupancy Permit, rather than an easement as originally submitted, would be better. Mr. Gilot explained that someday there might be a change in the right -of -way and a permanent easement would create problems. Mr. Littrell suggested an encroachment would be the best way to handle this. Mr. Barnes asked what the Board would need from him. Mr. Gilot stated a drawing with utility locates would be best, but if he couldn't obtain that, an updated drawing of the proposed route of the conduit would be acceptable, along with the encroachment and the indemnification signed by Indiana University. Mr. Littrell stated the manhole covers in the street would need to meet INDOT standards. - Resolution No. 17-2011 — Disposal of Unfit and /or Obsolete Property Mr. Ed Herman, Water Works, stated there is a list of approximately one - hundred electronic items being disposed of attached to this resolution. Mr. Inks questioned what is being done with the old computers and equipment. Mr. Herman stated he was not sure. Mr. Gilot requested he contact the IT department and ask them how they normally dispose of their old computer equipment. - Bid Award Extensions — Concrete and Asphalt Street Materials Mr. Rob Nichols, Engineering, stated Walsh & Kelly and Kuert Concrete have agreed to extend their 2010 unit bid prices for street materials for 2011. Mr. Nichols stated he researched the cost of asphalt and concrete and determined that prices will be rising in 2011, so he is recommending the Board agree to extend their current contract prices. Mr. Gilot requested Mr. Nichols prepare a Memorandum to Purchasing with the details of the extension of the current prices explained. - Opening of Bids — Coveleski Stadium Improvements — Main Concourse Construction Mr. Inks stated the bid opening date on this project was re- advertised for February 24, 2011 to allow for the addition of a project labor agreement. The Clerk confirmed that was correct and stated she would remove the bid opening from this agenda. - Professional Services Agreement — JF New Mr. Gilot informed the Board that the cost of this agreement will be $55,130 and is to be funded by Wastewater Utilities. He noted the agreement is to help move the City along to train staff in green development. He stated Engineers are not often thinking about green development when they are designing projects, and the City needs to start moving in that direction. - Professional Services Proposal — DLZ Indiana, LLC Mr. Littrell stated the cost of this new project for traffic signal installation at Angela Boulevard and Leahy Drive will be less than noted. He stated Notre Dame University is supplying the equipment and the City will install it. 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 :25 a.m. ATTEST: Linda M. Martin, Clerk BOARD OF PUBLIC WORKS &!� � Jt�- Gary A. Gilot4E.1 President W, Member Carl P. Littrell, M me ber REGULAR MEETING FEBRUARY 14 2011 37 The regular meeting of the Board of Public Works was convened at 9:35 a.m. on Monday, February 14, 2011, by Board President Gary A. Gilot, with Board Members Donald E. Inks and Carl P. Littrell present. Also present was Board Attorney Cheryl Greene. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the minutes of the Agenda Review Session, Regular Meeting and Claims Meeting of the Board held on January 20, 2011, January 24, 2011, January 31, 2011, and February 7, 2011 were approved. APPROVE TRANSITION AGREEMENT --- NATIONAL FOOTBALL FOUNDATION AND COLLEGE HALL OF FAME INC. AND CENTURY CENTER BOARD OF MANAGERS Mayor Stephen Luecke stated this agreement is to work out the terms for the College Football Hall of Fame's move to Atlanta, Georgia. The agreement will run through the end of 201 lwith an option to extend through 2012 with an extension in writing on, or prior to, August 1, 2011, Mayor Luecke noted the agreement works out the payment of past due bills in the amount of $134,221.60 that are the responsibility of the City. He noted there is still one issue that is being negotiated regarding artifacts acquired during the Hall's tenure. Attorney Dick Nussbaum was present and stated there were bond proceeds used to purchase the artifacts so he is working through the terms so as not to violate any issues of the regulations of the bonds. Therefore, Mr. Nussbaum stated he is asking for approval of the agreement subject to the terms being worked out. Mayor Luecke noted he missed the Century Center Board meeting in February, so he will need to get the agreement on their agenda in March for signature by the Century Center Board of Directors. Upon a motion by Mr. Gilot, seconded by Mr. Inks and carried, the agreement was ratified. APPROVAL OF RECOMMENDATION TO ENCROACH ONTO PUBLIC RIGHT -OF -WAY — INDIANA UNIVERSITY AT SOUTH BEND Mr. Gilot advised that the Board is in receipt of an encroachment request and revocable permit from Mr. Jeff Barnes, Wightman Petrie, on behalf of Indiana University to encroach onto the public right -of -way for the purpose of running conduit across 20'h Street. Mr. Barnes stated the conduit will run from the primary campus to the new I.U.S.B. Police Department. He noted the details of relocation and maintenance rights are still being worked out. Attorney Cheryl Greene informed the Board that Indiana University will cover the cost of relocation if it becomes necessary due to a conflict with a City utility. Mr. Gilot requested they work with Engineering and Legal to review the final plans and noted that Engineering would need to review the design of the manhole covers to make sure they meet legal requirements. Mr. Dave Rafinski, Wightman and Petrie, informed Mr. Gilot that there would not be any manhole covers in the right -of -way. Mr. Littrell questioned whether they would have the means to locate the wire without manholes. Mr. Rafmski acknowledged that they would. Mr. Gilot stated he would still like to make his motion to approve this subject to Engineering and Legal review, and receipt of the encroachment. Mr. Inks seconded the motion, which carried. OPENING OF BIDS — PLEASANT STREET SEWER SEPARATION PHASE 2 -- PROJECT NO. 109 -029 SEWERS 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: C &E EXCAVATING 53767 CR9 Elkhart, Indiana 46514 Bid was signed by: Mr. Thad Bessinger Non - Collusion Affidavit was in order Non- Discrimination Commitment Form was completed Five percent (5 %) Bid Bond was submitted BID: $1,424,629.00 HERRMAN & GOETZ D/B /A UNDERGROUND SERVICE 225 S. Lafayette Blvd, South Bend, Indiana 46601 Bid was signed by: Mr. Thomas Herrman REGULAR MEETING Non - Collusion Affidavit was in order Non- Discrimination Commitment Form was completed Five percent (5 %) Bid Bond was submitted BID: $1,479,007.90 HRP CONSTRUCTION INC. 5777 Cleveland Road, P.O. Box 266 South Bend, Indiana 46624 -0266 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: $1,194,500.00 JOHN BOETTCHER SEWER AND EXCAVATING 3305 N. Home St. Mishawaka, Indiana 46545 Bid was signed by: Mr. John Boettcher Non - Collusion Affidavit was in order Non - Discrimination Commitment Form was completed Five percent (5 %) Bid Bond was submitted BID: $1,510,448.54 ......._ THERN CONSTRUCTION __......_ RUCTION SERVICES, CORP. _ 2580 E. Detroit Rd.PO BOX 1299 Niles, Michigan 49120 Bid was signed by: Mr. Daniel Kulwicki Non - Collusion Affidavit was in order Non - Discrimination Commitment Form was completed Five percent (5 %) Bid Bond was submitted BID: $1,283,500.42 RIETH -RILEY CONSTRUCTION SOUTH BEND 25200 State Rd. 23 SOUTH BEND, Indiana 46614 Bid was signed by: Mr. Todd Kulczar Non - Collusion Affidavit was in order Non - Discrimination Commitment Form was completed Five percent (5 %) Bid Bond was submitted BID: $1,483,007.25 SELGE CONSTRUCTION CO. INC. 2833 S 11th 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: $1,627,467.05 WALSH & KELLY INC. 24358 State Road 23 South Bend, Indiana 46614 Bid was signed by: Mr. Dustin Hilary Non - Collusion Affidavit was in order Non - Discrimination Commitment Form was completed Five percent (5 %) Bid Bond was submitted BID: $1,405,710.75 WOODRUFF & SONS INC. 2125 E. US Hwy 12 Michigan City, Indiana 46361 FEBRUARY 14 2011 38 REGULAR MEETING FEBRUARY„ 14.2011 39 Bid was signed by: Mr. Todd Bell Non - Collusion Affidavit was in order Non - Discrimination Commitment Form was completed Five percent (5 %) Bid Bond was submitted BID: $1,387,434.00 Upon a motion made by Mr. Littreil, seconded by Mr. Inks and carried, the above bids were referred to Engineering and their consultant for review and recommendation. OPENING OF BIDS — 2011 TRUCKING OF BELT - PRESSED WASTEWATER BIOSOLIDS FOR LAND APPLICATION WASTEWATER 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 bid was opened and publicly read: TRUCKS R US INC. 23942 State Road 2 South Bend, Indiana 46619 Bid was signed by: Mr. James Burger Non - Collusion Affidavit was in order Non - Discrimination Commitment Form was completed Ten percent (10 %) Bid Bond was submitted BID: $80.00 Per Hour /Per Truck (Tri -Axles & Quad Axles) Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bid was referred to Environmental Services for review and recommendation. OPENING OF QUALIFICATIONS — HYDROELECTRIC FEASIBILITY STUDY — PROJECT NO. 110 -0928 EECBG Mr. Gilot advised that this was the date set for the receiving and opening of sealed Qualifications for the above referenced project. The name of the following firm submitting a Qualification statement was opened and read: LAWSON- FISHER & ASSOCIATES 525 West Washington Avenue South Bend, Indiana 46601 Qualification was submitted by Mr. Sky Meadors Mr. Gilot noted the qualifications would need to be reviewed, and are not based on a bid amount that can be read. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above Qualification was referred to the Energy Office and Engineering for review and recommendation. OPENING OF PROPOSALS — INSTALLATION OF 45KW HYDROELECTRIC TURBINE — PROJECT NO. 111 -010 EECBG Mr. Gilot advised that this was the date set for the receiving and opening of sealed Proposals for the above referenced project. The following Proposals were opened and read: KOONTZ- WAGNER CONSTRUCTION SERVICES INC. 3801 Voorde Drive South Bend, Indiana 46628 Proposal was submitted by Mr. Anthony Maloney, III Amount: $117,117.00 MARTELL ELECTRIC INC. 4601 Cleveland Road South Bend, Indiana 46628 Proposal was submitted by Mr. John Martell Amount: $167,420.00 REGULAR MEETING FEBRUARY 1.4, 2011 40 Mr. Gilot stated the award would not be based upon the proposal amounts, but a scoring matrix that would be reviewed and evaluated by a review committee. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above proposals were referred to the review committee for review and recommendation. AWARD BID AND APPROVE CONSTRUCTION CONTRACT— OLIVE ROAD WIDENING —PROJECT NO. 110 -090 AEDA TIF Mr. Bill Schalliol, Community & Economic Development, advised the Board that on January 10, 2011, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Schalliol recommended that the Board award the contract to the lowest responsive and responsible bidder Grade -Rite Excavating, PO Box 837, Granger, Indiana 46530, in the amount of $56,700.00. Upon a motion by Mr. Inks, seconded by Mr. Littrell and carried, the recommendation that the bid be awarded as outlined above was approved. Additionally Mr. Littrell made a motion that the Construction Contract be approved subject to its receipt. Mr. Inks seconded the motion, which carried. APPROVE BID AWARD EXTENSION — 2011 ASPHALT PAVING STREET MATERIALS ITEMS 1 -26 & 36 (MVH) Mr. Rob Nichols, Engineering, advised the Board that on April 12, 2010, the above referenced bid was awarded to the lowest responsible, responsive bidder, Walsh & Kelly, Inc., 24358 SR 23, South Bend, Indiana 46614. Walsh & Kelly, Inc. has agreed to extend the unit prices to include the City's 2011 street material needs. Mr. Nichols recommended that the Board approve the bid award extension in those unit price amounts. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid award extension be approved as outlined above. Mr. Littrell seconded the motion, which carried. APPROVE BID AWARD EXTENSION — 2011 CONCRETE STREET MATERIALS --ITEMS 27 -35 - (M H) Mr. Rob Nichols, Engineering, advised the Board that on April 12, 2010, the above referenced bid was awarded to the lowest responsible, responsive bidder, Kuert Concrete, Inc., 3402 Lincoln Way West, South Bend, Indiana 46628. Kuert Concrete has agreed to extend the unit prices to include the City's 2011 street material needs. Mr. Nichols recommended that the Board approve the bid award extension in those unit price amounts. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid award extension be approved as outlined above. Mr. Littrell seconded the motion, which carried. APPROVE BID AWARD EXTENSION — TWO 2 2011 OR NEWER 3/4 TON FOUR -WHEEL DRIVE EXTENDED CAB PICK -UP TRUCKS SEWER CAPITAL Mr. Jeff Hudak, Central Services, advised the Board that on April 12, 2010, the above referenced bid was awarded to the lowest responsible, responsive bidder, Bloomington Ford, 2200 South Walnut, Bloomington, Indiana 47403, in the amount of $28,987.75 each. Bloomington Ford has agreed to extend the unit prices for the purchase of two additional trucks. Mr. Hudak recommended that the Board approve the bid award extension in those unit price amounts. Therefore, Mr. Littrell made a motion that the recommendation be accepted and the bid award extension be approved as outlined above. Mr. Inks seconded the motion, which carried. APPROVE CHANGE ORDER NO. 4 —.TRAFFIC SIGNAL MODERNIZATION — WESTERN AVENUE —PROJECT NO, 108 -065 FHWA Mr. Gilot advised that Ms. Thia Vawter, Engineering, has submitted Change Order No. 004 on behalf of Michiana Contracting, Inc., 7843 Lilac Road, Plymouth, Indiana 46563, indicating the Contract amount be increased by $611.84 for a new Contract sum, including this Change Order, in the amount of $659,350.80. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Change Order was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — THIRTY -FIVE 35 MORE OR LESS 2011 OR NEWER FRONT -WHEEL DRIVE POLICE PATROL VEHICLES CAPITAL LEASE In a memorandum to the Board, Mr. Jeff Hudak, Central Services, requested permission to advertise for the receipt of bids for the above referenced vehicles. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above request was approved. REGULAR MEETING FEBRUARY 14, 2011 41 APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — ONE (1) OR MORE 2011 OR NEWER TWO -WHEEL DRIVE SUV POLICE PATROL VEHICLES — (CAPITAL LEASE) In a memorandum to the Board, Mr. Jeff Hudak, Central Services, requested permission to advertise for the receipt of bids for the above referenced vehicles. Therefore, upon a motion .made by Mr. Gilot, seconded by Mr. Inks and carried, the above request was approved. APPROVAL O_ F REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — THREE 3 MORE OR LESS 2011 OR NEWER 3/a TON TWO WHEEL DRIVE PICK -UP TRUCKS — (PARKS CAP, ITAL) In a memorandum to the Board, Mr. Jeff Hudak, Central Services, requested permission to advertise for the receipt of bids for the above referenced vehicles. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE „RECEIPT OF BIDS _ FIVE C�) MORE OR LESS 2011 OR NEWER REAR -WHEEL DRIVE POLICE PATROL VEHICLES — CAPITAL LEASE PAYMENTS In a memorandum to the Board, Mr. Jeff Hudak, 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 above request was approved. APPROVE REQUEST TO ADVERTISE FOR THE „RECEIPT OF BIDS --- SALE ..OF ABANDONED VEHICLES Ms. Kathy Eli, Department of Code Enforcement, requested permission to advertise for the sale of approximately eleven (11) abandoned vehicles, which are being stored at Super Auto Salvage Corporation, 201 West Sherwood, South Bend, Indiana. It was noted that all vehicles have been stored more than fifteen (15) days, identification checks have been run for auto theft, and the owners and lienholders notified. Upon a motion made by Mr. Inks, seconded by Mr. Littrell, and carried, the above request was approved. ADOPT RESOLUTION NO. RESOLUTION NO. 14 -2011 — A RESOLUTION OF THE CITY OF SOUTH BEND INDIANA BOARD OF PUBLIC WORKS FOR THE DISPOSAL OF SURPLUS PROPERTY Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 14 -2011 A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS FOR THE DISPOSAL OF SURPLUS PROPERTY 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 11, 1988, Ordinance No. 7847 -88 which mandates the Board of Public Works of the City of South Bend to determine that the sidearm of a police officer who retires in good standing is surplus property and no longer useful to the City of South Bend; and WHEREAS, SERGEANT ALBERT DEROO is retiring on March 1, 2011, from the South Bend Police Department after more than forty -seven (47) years of service, and the Board of Public Safety of the City of South Bend has determined that he is retiring in good standing; and WHEREAS, T.C. 5- 22 -22 -1 permits and establishes 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.; NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that sidearm Serial No. AL 49992, Model No. P229, a .40 Caliber Sig -Sauer REGULAR MEETING FEBRUARY 14 2011 42 sidearm, is no longer needed by the City and is unfit for the purpose for which it was intended and has an estimated fair market value of less than Five Hundred Dollars ($500.00). BE IT FURTHER RESOLVED that said property be disposed of and removed from the City inventory. ADOPTED this 14th Day of February 2011, CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary Gilot s/ Donald Inks sl Carl Littrell ATTEST: s /Linda Martin, Clerk ADOPT RESOLUTION NO. 15 -2011 --- RESOLUTION OF THE CITY OF SOUTH BEND INDIANA BOARD OF PUBLIC WORK ON DISPOSAL OF UNFIT AND /OR OBSOLETE PROPERTY Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 15 -2011 A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORK ON DISPOSAL OF UNFIT AND /OR OBSOLETE PROPERTY WHEREAS, it has been determined by the Board of Public Works that the following property is unfit for the purpose for which it was intended and is no longer needed by the City of South Bend: Miscellaneous Fire Department Equipment (See Attached) WHEREAS, Indiana Code 5 -22 -22 permits and establishes procedure for disposal of personal property which is unfit for the purpose for which it was intended and which is no longer needed by the City. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that the items listed above are no longer needed by the City; are unfit for the purpose for which they were intended and have an estimated value of less than one thousand dollars ($ 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 14th day of February 2011. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary Gilot s/ Donald Inks s/ Carl Littrell ATTEST: s /Linda Martin, Clerk ADOPT RESOLUTION NO. 16 -2011 - WRITE -OFF OF UNCOLLECTABLE UTILITY BILLED ACCOUNTS RECEIVABLES FOR 2010 Mr. Gilot stated he has reviewed the following uncollectable utility billed accounts for 2010 with the Controller and is satisfied that every effort has been made to collect on these. He noted that REGULAR MEETING FEBRUARY 14. 2011 43 on over $44,000,000.00 billed, there remains .48% of the total billed that is uncollectable, after several collection attempts. Mr. Inks questioned how that compared with last year. Mr. Gilot stated last year was nearly double. 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. 16 -2011 A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS FOR THE WRITE -OFF OF UNCOLLECTABLE UTILITY BILLED ACCOUNTS RECEIVABLE FOR 2010 WHEREAS, the City of South Bend, through the Bureau of Water Works, billed various municipal services to customers; and WHEREAS, the unsuccessfully collected accounts receivable is written off after all attempt efforts are put forth to collect and recover the charges, complying with the Indiana State Board of Accounts for Bad Debts and Uncollectible Accounts; WHEREAS, the City of South Bend by and through its Board of Public Works, desires to write off various billed bad debt accounts. NOW THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend, that a direct write off totaling $350,537 with collection and recovery totaling $137,670 resulting in a net write off of $212,867 for the year 2010. ADOPTED this 14th Day of February 2011. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary Gilot s/ Donald Inks s/ Carl Littrell ATTEST: s /Linda Martin, Clerk ADOPT RESOLUTION NO. 17 -2011 --- A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND /OR OBSOLETE PROPERTY Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 17 -2011 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: MISCELLANEOUS COMPUTERS PRINTERS AND ELECTRICAL COMPONENTS 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 five thousand dollars ($5,000.00). 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. REGULAR MEETING ADOPTED this 14th day of February 2011. FEBRUARY 14 2011 44 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary Gilot s/ Donald Inks s/ Carl Littrell ATTEST: s/Linda Martin, Clerk APPROVAL OF AGREEMENTS /CONTRACTS /PROPOSALS /ADDENDA The following Agreements /Contracts /Proposals /Addenda were submitted to the Board for annroval: Type Business Description Amount Motion/ Second Master Redevelopment Designate the Board of Public N/A Inks /Littrell Agency Commission Works as the Commission's Agreement Agent for Various Projects in 2011 (Projects Added by Addenda) Amendment Redevelopment Main- Lafayette Connector (SSDA TIF) Inks /Littrell to the Commission Design --- Project No. 110 -058 Addendum to the Master Agency Agreement Professional Lawson Fisher Main - Lafayette Connector $439,000.00 Inks /Littrell Services Associates Design —Project No. 110 -058 (SSDA TIF) Agreement Service Netarx, LLC Allows for City -Owned IT $1,020 /month Inks /Littrell Agreement Equipment to Reside in Netarx's Data Center and Provides Internet Service Addendum Chamber of Extend Current Agreement for $65,000.00 Inks /Littrell III Commerce of St. City to Pay Funding for the (Other Services/ Joseph County Director of Business Growth Grants) Position Professional JFNew South Bend Rain Garden $55,130 Inks /Littrell Service Program and Native Plant (Wastewater Agreement Maintenance Utility) Professional Default HUD Counseling Agency use N/A Inks /Littrell Services Mitigation of Website for the Purpose of Agreement Management, Loss Mitigation Settlement LLC Conference Preparation Contract Near Northwest Amendment to 2009 N/A Gilot /Inks Amendment Neighborhood, Community Space Renovation Inc. — Extend Contract Time to 12/31/11 Contract Near Northwest Amendment to 2010 N/A Gilot/Inks Amendment Neighborhood, Community Space Renovation Inc. — Extend Contract Time to 12/31/11 Contract Near Northwest Amendment to 2009 NNN NIA Gilot/Inks Amendment Neighborhood, Revitalization Program — Inc. Extend contract Time to 12 /31 /11 Contract Near Northwest Amendment to 2009 N/A Gilot/Inks Amendment Neighborhood, Community Space Renovation REGULAR MEETING FEBRUARY 14,, 2011 45 APPROVAL OF STREET CLOSURES/PROCESSIONS The following street closures and processions were presented for approval: Inc. — Extend Contract Time to 12/31/11 Contract Rebuilding Owner- Occupied Rehab $135,000.00 Inks /Littrell Together Project for 2011 (CDBG) Contract South Bend Robertson's Apartment Rehab $337,500.00 Inks /Littrell Heritage Project for 2011 (CDBG) Foundation Contract South Bend Neighborhood Action $36,476.00 Inks /Littrell Police Reclamation Foot Patrols for (CDBG) Department 2011 Professional John Stancati Consultant for Water Works NTE $12,000.00 Littrell/Inks Services and IURC and OUCC Rate (Water Works j Agreement Case Process O s.) Amendment Redevelopment Ireland Road Improvements — SSDA TIF Inks /Littrell to Commission Fellows to Miami --- Project Addendum No. 110 -057 to the Master Agency Agreement Amendment Christopher Additional Scope of Work on $47,192.00 Littrell /Inks to Burke Ireland Road Improvements — (SSDA TIF) Agreement Engineering, Project No. 110 -057 Ltd. Professional R.W. Armstrong Lift Station Standard $39,689.00 Littrell /Inks Services Service: Operating Procedures and (Environmental Agreement Pump Down Testing — Part of Services CMOM Compliance Contractuals) Renewal of Corporate Renew 2010 Contract for 2011 NTE $38,100.00 Littrell /Inks Contract Graphic Paper Product Procurement (Water Works Solutions Operating) Professional Weaver Boos Century Center UST Removal $48,891.00 Littrell /Inks Service Consultants — Project No. 111 -001 (Non- Reverting Proposal Loss Recovery Fund) Professional DLZ Indiana, Angela Boulevard & Leahy $30,500.00 TABLE Services LLC Drive Traffic Signal (Engineering Gilot/ Agreement Installation — Project No. 111- Operations /Othe Littrell 006 r Prof Services) Purchase Campeau Purchase of City -Owned $3,600 Littrell /inks Agreement Properties, LLC Property at 1201 Campeau by Jeffrey Street Warren Escrow Dore & Studebaker Area A Littrell /Inks Agreement Associates Demolition — Phase IV, Bid Contracting, Inc. Package B — Project No. 109- 032 Renewal of Kone, Inc. One Year Extension of $15,000 Inks /Littrell Contract Preventative Maintenance for (Economic Agreement Elevators at the Main Street Development and Wayne Street Parking Professional Garages Services) Agreement Environmental Authorizing Entry upon Public N/A Littrell /Inks Protection Property for Drilling Purposes Industries to Install Monitoring Wells at Lombardy Drive adjacent to Walgreens and 4444 West Western Avenue APPROVAL OF STREET CLOSURES/PROCESSIONS The following street closures and processions were presented for approval: REGULAR MEETING FEBRUARY 14 2011 46 Applicant Description Date /Time Location Motion Applicant: Veda Salon & Day Spa, Inc. a) Location: 2041 East Ireland Road 3. Carried Morris Street Closure June 10 & 24, Michigan Street from Inks /Littrell Performing — Fridays by July 8 & 22, St. Joseph Street to Arts Center the Fountain August 5 & 19, Colfax Street c. Dates and Times: 1.) Boat Show: February 19, 10:00 a.m. — 8:00 p.m., February 20, 2011; 10:00 12:00 p.m. — 5:00 p.m. 2.) Home Show: March 11, 5:00 p.m. — 9:00 p.m., March 12, a.m.. to 2:00 p.m. Susan G. Procession — April 30, 2011; On Route as Submitted Littrell /Inks Komen Susan G. 7:00 a.m. to Northern Komen 12.00 p.m. Indiana Northern Indiana Affiliate Race for the Cure Pediatric Brain Procession -- July 10, 2011; Route to be Determined/ Littrell /Inks Tumor Northern 8:00 a.m. to Working with Foundation Indiana Ride 11:30 a.m. Engineering for Kids Downtown Street Closure March 11, South Michigan Street Littrell /Inks South Bend, — St. Paddy' 2011; 2 :00 p.m. from Wayne Street to Inc. Tent Party & to 1:00 a.m. Western Avenue Pub Tour Potowatomi Procession -- June 11, 2011; On Route as Submitted Littrell /Inks Zoological Otter Escapade: 7:00 a.m. to Society Family Fun 10:00 a.m. Walk River Park Procession — May 21, 2011; On Route as Submitted Littrell /Inks Business River Park Day 9:30 a.m, to Association Parade 11:00 a.m. Memorial Procession — June 3 & 4, On Route as Submitted Gilot /Littrell Hospital Sunburst Races 2011; 6:00 a.m. Subject to to 12:15 p.m. Board of Park Commissioners Named on Insurance APPROVAL OF LICENSE APPLICATION RENEWALS Mr. Gilot stated that the Board is in receipt of favorable recommendations from Code Enforcement, Fire Department, Building Department, and the Police Department for the License Application Renewals for the following establishments: Massage Establishments: 1. Applicant: Massage by Angie a) Location: 108 North Main Street, Suite 73 5 2. Applicant: Veda Salon & Day Spa, Inc. a) Location: 2041 East Ireland Road 3. Applicant: The Beehive a) Location: 706 East Jefferson Boulevard 4. Applicant: Hair Crafters a) Location: 602 Lincoln Way East Transient Merchant: 1. Applicant: Group 2 Promotions, Inc. a. Event: Michiaaa Horne Show/Michiana Boat and Outdoor Show b. Location: Century Center c. Dates and Times: 1.) Boat Show: February 19, 10:00 a.m. — 8:00 p.m., February 20, 12:00 p.m. — 5:00 p.m. 2.) Home Show: March 11, 5:00 p.m. — 9:00 p.m., March 12, 10:00 a.m. — 9:00 p.m., March 13 12:00 p.m. — 5:00 p.m. REGULAR MEETING FEBRUARY 14, 2011 47 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the License Application Renewals were approved. APPROVAL OF APPLICATION FOR THE PLACEMENT OF HONORARY SIGNS WITHIN THE PUBLIC RIGHT OF WAY — REVEREND DAVE DAVIS BLVD. Mr. Gilot stated that the Board is in receipt of the above referenced application accompanied by a petition signed by local residents in favor of the signage, from Mr. Henry Davis, Jr., to place honorary street signs stating "Reverend Dave Davis Blvd." on Falcon Street from Sample Street to Linden Street. Mr. Otis Davis, grandson, and Ms. Gloria Bradford, daughter, to Reverend Davis praised the Reverend's humanitarian gestures to the neighborhood residents. They noted he looked out for everyone, was a good man, and a good leader to all people. Mr. Otis Davis stated he was known as the "Mayor" of the neighborhood. Mr. Gilot noted the accompanying write -up by Mr. Derek Webb was impressive and asked if it would be okay to put on the City website to give some background about the Reverend. Mr. Henry Davis stated he is working on that, but Mr. Webb lives in Chicago and he needs to contact him for permission first. Mr. Gilot stated he would work with Mr. Henry Davis on the final details, including the cost of the signs. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the placement of the honorary signs was approved. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the following traffic control devices were approved: NEW INSTALLATION: No Parking LOCATION: West Side of Lafayette Boulevard 100' North of Broadway to 100' South of the Southern Drive Exit REMARKS: All Criteria has been Met NEW INSTALLATION: No Trucks LOCATION: Gertrude Street from Ewing Avenue to Prairie Avenue REMARKS: All Criteria has been Met NEW INSTALLATION Handicapped Accessible Parking Space Sign LOCATIONS: 1830 North Elmer Street 818 South 27th Street 1943 E. Bowman Street 2014 Swygart Street REMARKS: All Criteria has been Met REMOVAL: Handicapped Accessible Parking Space Sign LOCATION: 611 South Carlisle Street REMARKS: Signs No Longer Needed APPROVE INDUSTRIAL WASTEWATER DISCHARGE PERMITS In a Memorandum to the Board, Ms. Kim Thompson, Division of Environmental Services, submitted the following Wastewater Discharge Permits for renewal and recommended approval: 1. Company. Ziker Cleaners and Uniform Rentals a) Location: 251 East Sample Street 2. Company: Swank Uniform Rental a) Location: 1101 King Street Ms. Thompson also submitted the following new Wastewater Discharge Permit and recommended approval: 1. Company: SES Environmental a) Location: 110 Dixie Way South There being no further discussion, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the permits were approved as outlined above. REGULAR MEETING FEBRUARY 14 2011 48 FILING OF SAFETY REPORTS – DEPARTMENT OF PUBLIC WORKS The Division of Engineering submitted their Safety Reports for January 2011. The reports reflect injuries /accidents for each month and provide for a comparison. There being no further discussion, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the report was accepted and filed. FILING OF MONTHLY AND PERFORMANCE MEASURE REPORTS – DEPARTMENT OF PUBLIC WORKS The Division of Environmental Services submitted their Monthly and Performance Reports for the month of January, 2011. There being no further discussion, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the monthly report was accepted and filed. APPROVE CLAIMS Mr. Inks stated that a request to pay the following claims in the amounts indicated has been received by the Board; each claim is fully supported by an invoice; the person receiving the goods or services has approved the claims; and the claims have been filed with the City Fiscal Officer and certified for accuracy. Name Amount of Claim Date City of South Bend $1,726,480.46 02/14/2011 City of South Bend $101,668.92 02/10/2011 St. Joseph County Housing Consortium $5,760.00 01/21/2011 St. Joseph County Housing Consortium $1,659.86 01/19/2011 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 Mr. Murray Miller, Local No. 645, asked if the bid prices for the asphalt street materials extension would be posted on the website. Mr. Gilot stated generally a bid extension of prices is not posted. Linda Martin, Clerk of the Board, stated she posts bid opening and award results, but this is not a bid opening and is not posted. Mr. Gilot requested that last year's price extension be posted, noting he understood Mr. Miller's concern. Mr. Miller asked if the City pays for the entire salary of the Chamber of Commerce Director of Business Growth position. Mr. Gilot stated they pay part of the salary, but not all of it. He noted that the Director visits over four - hundred businesses in the City, in addition to businesses in the County, to help develop business growth. Ms. Greene stated the City has been helping to fund this position for five years through the Professional Services Contract. 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 :39 a.m. BOARD OF PUBLIC WORKS Gar 4eA. Gilot, President/`— f � � {f, 4hnk., ona ld , Member Carl P. Littrell, Member ATTEST: Linda M. Martin, Clerk