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Mr. Littrell stated she could umbrella on the parking garage elevator contracts that are about to come up for renewal. Mr. Phil Custard, Purchasing, noted one company gives the City a discount, and there are other companies that could submit quotes. - Extend Bid Award-- Water Meter Bid Mr. Dave Tungate, Water Works, stated Midwest Meters has extended its bid through July 30, 2011 with a slight increase in the cost of the meters. He noted they are the sole source supplier to match the meters already purchased by Water Works. He stated Water Works can't switch software midstream through the year. Mr. Gilot stated he thought the City locked in a longer escalator clause when this was first bid. Mr. Tungate stated they did not. - Joint Funding Agreement—U.S. Department of the Interior Mr. Dave Tungate, Water Works, stated the City is responsible for one-third of the cost of this agreement for groundwater level measurement of observation wells. Mr. Gilot questioned if there was a chance of enabling a real-time web data reader. Mr. Tungate stated it had been discussed and would cost $80,000.00 for start-up. Mr. Gilot noted the City could do it for $5,000.00. He suggested Mr. Tungate talk to Patrick Henthorn in Engineering for a quote and talk to the Department of Interior about using the City to facilitate this. - Monthly Report of Operations Mr. Dave Tungate, Water Works, presented his monthly report for the months of January and February, 2011. Mr. Gilot asked if Mr. Tungate could prepare a report showing a list of inactive addresses for water service, with a map. He explained he would like to see if there is a correlation when the heat goes up and water use is inactive, indicating abandoned property, is there an increase in crime. He noted this could be a valuable tool for the Police Department to patrol for crime. - Safety Reports Mr. Dave Tungate, Water Works, presented his division's Safety report for the months of January and February, 2011. - Adopt New Construction Standards and Specifications Mr. Littrell stated the new standards are small detail changes in local construction standards. He noted the report is not ready to go to the Board and asked it be removed from the agenda. - Project Change Request—IBM Mr. John Murphy, Administration and Finance, stated the funding for this Phase 11 of Smarter Cities Assessment, has not yet been allocated. Mr. Gilot stated it would need to be approved subject to funding. The Clerk was instructed to post the agenda and notify the media and other persons who have requested notice of the meeting agenda. No other business came before the Board. The meeting adjourned at 12:01 p.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President f . nald E. I ks, Member Carl P. Littrell, Member ATTEST: I nda M. Marti , Clerk REGULAR MEETING MARCH 14 2011 The regular meeting of the Board of Public Works was convened at 9:35 a.m. on Monday, March 14, 2011, by Board President Gary A. Gilot, with Board Member Carl P. Littrell present. Board :GlH poultugns SLM p1109 pig (%01) luomod uo L palalduioO sum uuo3 IuatulFtuuzoD uoileuFUZixOStQ-uoN xapxo uF SUM IFAepU.IV uoisnlloo-uoN Xoxuind Ined •xN :Xq pauses seen pig i70£9p eu-mpul `xogMH suing peOW u0IlaW 6£Z *3NI , TIGHAgHO IZj"V :peax XIoilgnd pue pauado sera, piq Oulnnolloj agZ 'IuaFoUps aq of punoj axam qol `snnaN �luno0 -Iij aql pue aungjil puag glnoS Ogl ui 001TON jo uoilvoilgnd jo slooxd paxapual jxalO aql 'laafoxd paOuaxalax lAoge atll xol spFq paieas jo Ouivado pue 'BuiAMOax xoj las alep aql seAA. 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After review of the bid, Mr. Jeff Hudak, Equipment Services, recommended the bid be awarded to Arnell Chevrolet in the amounts listed for twenty-six (26) vehicles with Option A, two (2) vehicles with Option B, and seven (7) vehicles with Option D, for a total bid award in the amount of$798,273.35. Upon a motion by Mr. Gilot, seconded by Mr. Littrell and carried, the recommended bid award was approved. OPENING OF BIDS — ONE (1) OR MORE, 2011 OR NEWER TWO WHEEL DRIVE SUV POLICE PATROL VEHICLES (CAPITAL LEASE) 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: ARNELL CHEVROLET, INC. 239 Melton Road Burns Harbor, Indiana 46304 Bid was signed by. Mr. Paul Pumroy Non-Collusion Affidavit was in order Non-Discrimination Commitment Form was completed Ten percent (10%) Bid Bond was submitted BID: Year Make/Model Unit Price 2011 Chevrolet Tahoe PPV $26,548.03 Option A Patrol Vehicle $1,280.00 Option Slick Top $1,345.00 Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the above bid was referred to Central Services and the Police Department for review and recommendation. OPENING OF BIDS — FIVE (5) MORE OR LESS 201.1 OR NEWER REAR WHEEL DRIVE POLICE PATROL VEHICLES(CAPITAL LEASE) 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: HALL CHRYSLER DODGE JEEP & RAM .120 W. McKinley Avenue Mishawaka, Indiana 46545 Bid was signed by: Mr. Kenneth Scritchfield Non-Collusion Affidavit was in order Non-Discrimination Commitment Form was completed *No Bid Bond Submitted BID: Year Make/Model Unit Price 2011 Dodge Charger $25,175.00 Option A Patrol Car No Bid Option B Slick Top No Bid Option C Detective Car No Bid Option D I Two tonc paint scheme No Bid 00'0t'£`t 3 v uopclo said 1ar►.l aseg O0'OLn$ f 96 IaPOW aplagdBu}I - Xpog aarnxaS uoildO 00'OLO`6 T$ ')10n-1,L do NOW q'eo xelnf3N Zxt OSZd pxo.I i IOZ aarxd Iiu fl Iapow/ov 1i xea- :QIg poliiuzgns sem puog prg (%0I) luaaxad uo L pololdwoa sem urxod luauziruzuioD uoilvuiuziaosrCl_uoN xapao ur sem Irnepgjv uorsniioD-uoN xaWIamqselS exgoCl •sw :Xq pau0is stm pig 9t,59t, -eueipul ` )jern'egsiW 'pnig uosxaJJaf 'g 609 •alit SHOJLOw uvaxof t£'I91`6Z$ saiJossaoov said NOTus asrg 00'SS£$ aaul'I Pau t£'LZI$ sdolS oplS 00'08Z`L$ XPog aalAJOS fi£'Z9L`L$ 96L apiagd�u}I �uoridO 00'66£`IZ$ qnD xein ail ZS00SZ lUeN 50PoCl I i0Z aaixd Ilun IaPOW/Q iew xea� :aM pall?imgnS puog Pig oN* palaidwoo sBm UUOA luauxiiuzMoa uolWuiu.FlaosTCi-uoN aapxo ui stIm linrpUjV uoTsniioD-uoN PlaggollxoS glauuaN -.iW :Xq pousis svm pig StSgt 'euviPul `e)lnmegslw onuany ,�aiulNOW A OZ I WV'" 39CCOQ d2t:lr H3rlSAHHD 'TZVH :pear ,�ioiignd put, pauado axam spiq � moliol aqs •luaraiyns oq oI punol axam goigM `smaN,�lunoo -rxZ agi puL, oungixZ puag glnoS agl ui ooiloN Io uoilt'orignd Io slooxd paxapuol 7ixai0 oql Ioaford paauaxalax anoq aqi ioj spiq paieas jo �iuiuodo puu furniaoo.z aoI as olep agI sBm srgZ Ijd.LldVD SX HVd SX flWl dfl NDId aAR (l Ida 'Ak\ Oml NOZ '/�NHA�gN 80 11 OZ SSH I NO g2iOL1i (£ gMIH L— SQIU O ONINgdO -puog piq ftssiuz agllo IIPH X,illou of palonxisui stlm)Ixala agl pu-n uoilrpuaLuwooaa pine marnax .10j Iuauzlredoa aoiiod aql pue saarnxaS iu4uaD' of paxxalax axam sprq anoq-e agI 1pouxeo pue Ioiig uW �q papu000s `iiaxllll '.zip Xq apeuz uopow -e uodfl •XEp Nxom s,X-epuolilllo pua agI �q sNJOAk Io pxleog aril.,lo NJOID oqi of asugoxnd Io Idraoax giim puog piq agl pxemxol pue .�npuoW 'LU'' 0£:6 axojaq posegoxnd sum puog piq u lull Iooxd molts Isnux Xagl sasvo asagl ur paluls IoIIJ 'jw 'piq sJIPH glim luosaid puog prq ou stm axagl polou `luauzlredoCl lu5o l `xeupog :Iw OO'Ovo I$ auzagos luind auol oms CI uolfd- 00'SZO`i$ xeD anlioalocl O uoiidO 00'0 I t?`I$ dos NailS g uoildO 00'9£Z`I$ n5 ioxind ) uo5dO 9T'8I6`M aoudvOlaioznaU IIOZ aaixd Iron IapoblIMTRW xeaA :QIg pailiuzgns stm puog Pia (%0 1) luooxad uo L palaidwoo sem uz.rod luaruiru w0D uorinuiuzzxosrQ-uoN xapao ul sim linepgjv uoisniioD-uoN Xoxuznd inud 'jW :Xq pau51s sVm pzg t0ot, UunlPul `xogxnll suing Pno2i uolloW 6£Z '�I�II Z�'IO2IA�H� ZZJNMv £L I iOZ HD2jV w JNI.LF19W Xv IfIDIN REGULAR MEETING MARCH 14,_2011 74 W A Jones Adding Rhino Lining (not available for $24,990.00 to rails) ARNELL CHEVROLET, INC. 239 Melton Road Burns Harbor, Indiana 46304 Bid was signed by: Mr. Paul Pumroy Non-Collusion Affidavit was in order .:........... Non-Discrimination Commitment Form was completed Ten percent (10%) Bid Bond was submitted BID: Year Make/Model Unit Price 2011 Chevrolet Silverado CC20903 Pick Up $19,253.41 Option A Service Body - Knapheide Total w/Body $24,291.81 GATES CHEVROLET 636 W. McKinley Mishawaka, Indiana 46545 Bid was signed by: Mr. Dave Holland Non-Collusion Affidavit was in order Non-Discrimination Commitment Form was completed Ten percent(10%) Bid Bond was submitted BID: Year Make/Model Unit Price 2011 Chevrolet 3/4 Ton 2WD Pick Up $21,195.00 Option A Service Body - Knapheide $26,613.00 Service Body - Reading $26,605.00 Mr. Bodnar, Legal Department, noted there was no bid bond submitted by Hall Chrysler Jeep Dodge and Ram. Mr. Gilot stated they should be allowed twenty-four hours to forward a bond and receipt of prior purchase, if one was purchased prior to submitting their bid at 9:30 a.m. Monday morning. Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the above bids were referred to Central Services and the Park Department for review and recommendation. APPROVE BID AWARD EXTENSION — WATER METERS WATER WORKS 2009 REVENUE BOND/CAPITAL) Mr. David Tungate, Water Works, advised the Board that on February 25, 2008, the above referenced bid was awarded to the lowest responsible, responsive bidder, Midwest Meters, 200 Commercial Drive, Flora, Indiana. In his Memo to the Board, Mr. Tungate stated that 50% of the 42,000 water meters are a Badger water meter matched with an Orion AMR product. All of the meter reading software and hardware are proprietary and unique for this water meter and AMR technology pairing. Mr. Tungate noted it would be very costly for Water Works to change any of the water meter or AMR products at this point in the program. The local Badger water meter distributor is Midwest Meter. In 2009 and 2010, Midwest Meters bid award was extended. Midwest Meters has agreed once again, to extend the unit prices through July 30, 2011, with the increases as allowed in the original bid specs based on the index price. Mr. Tungate recommended that the Board approve the bid award extension of the 2010 bid extension amounts plus a .77% to 4.27% increase. Therefore, Mr. Littrell made a motion that the recommendation be accepted and the bid award extension be approved as outlined above. Mr. Gilot seconded the motion, which carried. APPROVE BID AWARD EXTENSION — LIQUID THERMOPLASTIC TRAFFIC PAINT — PROJECT NO. 110-022 TRAFFIC AND LIGHTING OPERATIONS Mr. Richard Grundtner, Engineering, advised the Board that on April 12, 2010, the above referenced bid was awarded to the lowest responsible, responsive bidder, ScalMaster/Bernath LLC, 1010 East Sumner, Indianapolis, Indiana. SealMaster/Bernath has agreed to extend the current unit prices through 2011. Mr. Grundtner recommended that the Board approve the bid award extension in the amount of$15.36 per gallon for white and yellow paint, and $15.99 per gallon for blue paint. Mr. Gilot noted that the paint is a cold thermo paint that dries quickly and . . . .......... .......... . . . ......... . .. ....... 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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. ADOPTED this 14th day of March 2011. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary Gilot s/Carl Littrell ATTEST: s/Linda Martin, Clerk ADOPT RESOLUTION NO. 24-2011 --- 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. Gilot and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 24-2011 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: BLACKHAWK PORTO-POWER VETTER SYSTEM BAG VETTER SYSTEM CYLINDER BAG 24" VETTER SYSTEM CYLINDER BAG 361 VALVES FOR AIR BAG & REGULATOR RESCUE HARNESS CMC PRO SERIES AJAX TOOLS AIR HAMMER RESCUE KIT MATJACK 21"X25" MATJACK 15"X15" . . . . ............. ..... ............. puu `.suruz5oxd ar{ijo surxal arp zapun pazrxocpnu Ourpuni xoi Xjllunb ua?rlm saxnlonxis snorxun JO u0113nxisuo3 0111 anlonur II?m puu anlonur sioafoxd a141 'SVaN21HA, p� `(«zol3uzluoo„ aril) sxoi3uxiuoo snorxun of sl3uxluoa pzumu III puu popxumu anurl uzni u? 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'SVJUgHAL LL 110 Z �i H 0 dI VVW JNI.L NVIfIDEIW REGULAR MEETING MARCH 14, 2011 78 WHEREAS, HUD, as the awarding agency, requires bonding pursuant to 24 C.F.R. §85.36(h) (the "Bonding Requirement"); and WHEREAS, in this economic environment, meeting the Bonding Requirement is an extreme hardship or impossibility for one or more Contractors; and WHEREAS,the Bonding Requirement permits a grantee such as the Board to establish a Bonding Policy so long as HUD's interests are adequately protected; and WHEREAS, the Board desires to: (i) establish a Bonding Policy consistent with 24 C.F.R. §85.36 which will protect the interests of the Board; and (ii) ensure that HUD's interests are adequately protected. NOW THEREFORE, BE IT RESOLVED BY THE SOUTH BEND BOARD OF PUBLIC WORKS AS FOLLOWS: 1, The Board hereby adopts its Policy Establishing Bonding Requirements Related to HUD Funding of Various Programs (the "Policy") as stated herein. 2. In the event a Contractor is awarded a Project contract by a Sub-Recipient pursuant to one of the Programs, and such Contractor is unable to obtain a bond or bonds which meet the Bonding Requirement due to financial hardship or impossibility, the Contractor and Sub-Recipient may jointly apply to the Board for a bonding guaranty pursuant to the Policy adopted by this Resolution in order to comply with HUD Requirements. 3. Upon a finding by the Board that the Contractor is not able to meet the Bonding Requirement and that the application submitted by the Contractor demonstrates that the Contractor is well qualified and of an acceptable risk, the Board shall guarantee One Hundred Percent (100 %) of the Contractor's performance of the contract awarded as well as One Hundred Percent (100 %) of the Contractor's payment to all subcontractors for the contract awarded consistent with the Bonding Requirement upon the following terms and conditions: A. The Contractor shall execute a written promise to repay any funds expended by the Board pursuant to this Policy, in the event of a default in performance or payment by the Contractor. In addition thereto, at the sole discretion of the Board, the principal or principals of the Contractor shall execute a written promise to repay such funds. B. The Sub-Recipient shall execute a written promise to repay any funds expended by the Board and not repaid by the Contractor, in the event of a default by the Contractor in performance or payment, which promise by the Sub-Recipient shall be secured by a pledge of the Real Estate which is owned and being developed by the Sub- Recipient. C. The Sub-Recipient shall monitor the progress of the Project and will certify such progress to the Board ("Certifications") before any progress payments are made to the Contractor by the Sub-Recipient. D. Certifications will be made at least every thirty (30) days. E. The Sub-Recipient shall establish a retainage account for all amounts withheld from progress payments to the Contractor and shall assign such retainage account to the Board as security for repayment of any fiends expended by the Board pursuant to this Policy, in the event of a default by the Contractor in performance or payment. 4. Since the Board is providing a One Hundred Percent (100 %) guarantee of the contract price, HUD's interests are adequately protected, because the risk of non-performance or non-payment by the Contractor is assumed by the Board. 5. The Board appoints the Director of Economic Development and the City Controller as agents of the Board for the purpose of implementing the Policy. 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Dayton Street—Two (2) Spaces Needed 1234 Bissell Street 717 Cushing Street _.... 120 East Bowman Street REMARKS: All criteria has been met Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following traffic control device was approved: NEW INSTALLATION: No Parking 6 a.m. to 6 p.m. LOCATION: Both Sides of Huron Street, East of Walnut Street Entrance into Pulaski Park REMARKS: All criteria has been met Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the following traffic control device was approved: RENEWAL: Reserved Handicap Parking Permit No. 3 LOCATION: East Side of Lafayette, Third (3`d) Space North Of Jefferson APPLICANT: Thomas Stewart REMARKS: All criteria has been met FILING OF MONTHLY AND PERFORMANCE MEASURE REPORTS --- DEPARTMENT OF PUBLIC WORKS The Division of Water Works submitted their Monthly and Performance Reports for the months of January and February 2011. There being no further discussion, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the monthly reports were accepted and filed. FILING OF SAFETY REPORTS --DEPARTMENT OF PUBLIC WORKS The Divisions of Water Works submitted their Safety Reports for January and February 2011. The Divisions of Engineering submitted their Safety Report for the month of February 2011. These reports reflect injuries/accidents for each month and provide for a comparison. 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