The URL can be used to link to this page

Home My WebLink About04/11/11 Board of Public Works Minutes i I AGENDA REVIEW SESSION APRIL 7. 2011 115 ' The Agenda Review Session of the Board of Public Works was convened at 10:35 a.m. on II Thursday, April 7, 2011, by Board President Gary A. Gilot, with Board Member Carl P. Littrell present. Board Member ponald Inks was absent. 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 to the agenda of a software maintenance agreement for Carlson Software, Inc. and an Addendum to a Professional Services Agreement for Northern Electric Company for the Hydro-Turbine repairs. APPROVE SETTLEMENT AND RELEASE AGREEMENT—INFRASOURCE 1NC. � Attorney Cheryl Greene stated InfraSource, Inc. was hired to install a radio telemetry system but � was not able to complete the work. The project reached a stalling point despite the best efforts on � both sides. Both parties, the City and InfraSource, have now agreed to cease the work and settle i the costs incurred. Mr. Gilot noted this is an amicable agreement to part ways, with no hard feelings. Ms. Greene agreed, noting that non-disparaging language was included in the agreement. Upon a motion by Mr. Gilot, seconded by Mr. Littrell and carried,the Settlement and Release Agreement was approved. APRROVE AND AUTHORIZE BOARD ATTORNEY TO PROCEED — TEMPORARY CONSTRUCTION EASEMENT AND ACCESS — EAST BANK STORM SEWER SEPARATION. PHASE 1 A& B Ms. Greene stated this agreement for the East Bank Sewer Separation project at Madison Center needs to move forward so work can begin next week. She stated she is waiting for the sale of Madison Center to be finalized so they know who the new owner will be, and it is currently scheduled to be offered at auction. Ms. Greene requested the Board approve the easement and � access agreement and authorize her to proceed with the paperwork once the new owner is ! determined. Therefore, upon a motion by Mr. Gilot, seconded by Mr. Littrell and carried, the j agreement was approved, and Ms. Greene was authorized to proceed with the final agreement � once the owner of Madison Center's property has been established. � The Board discussed the following agenda items: - Professional Services Contract—Indiana Housing and Community Development Authority Ms. Pam Meyer, Community and Economic Development, stated this was the second of such programs to offer counseling services to unemployed homeowners meeting hardest hit criteria, with different funding. She noted if an individual is out of work but doesn't fit the criteria of the first program,this gives them a second option. - Award Bid—Demolition of Ten Commercial Properties Mr. Rob Nichols, Engineering, stated this bid award is being split between two contractors, and the funding is from two different sources, AEDA TIF and NSP Funds. I He noted the bid specs were written as a divisible bid. Mr. Gilot questioned whether the Federal funding requires Davis Bacon wage rates. Mr.Nichols stated it does not. - Award Quotation—Morris Performing Arts Center North Wall Repair/Restoration Mr. Rob Nichols, Engineering, stated this award should be done subject to Council appropriation of funding. - Change Orders No. 3 and No. 4—Raw Sewage Pump No. 3 Drive Replacement Mr. Toy Villa, Engineering, stated these two change orders correct Change Order No. 3, previously approved at the Board of Work's last meeting. He informed the Board that a ' directive was given in the field that should have been Change Order No. 3, but was not formally addressed. Mr. Villa stated that order is now being submitted as revised Change Order No. 3, and the former Change Order No. 3 is being changed to Change Order No. 4. - Request to Advertise — Morris Performing Arts Center Historic Repairs/Renovations — Windows, Lobby Entry Doors, and Restroom I Mr. Dennis Andres, MPAC, stated he made two presentations to the Historical Society �I and answered questions about these three renovation projects. The Society is satisfied with the plans and submitted a letter to him of acceptance of the wark. Mr. Gilot questioned if in spite of the doors needing to meet the historical guidelines, could they still try to use energy efficient glass in them. Mr. Andres stated they are able to use the I low-E glass. Mr. Gilot informed Mr. Andres that they would need to have an Addendum �� , �I il � I I i i AGENDA REVIEW SESSION APRIL 7, 2011 116 � to the Master Agency Agreement with the Redevelopment Commission to add these three ! projects to the Master Agreement. � - Maintenance Agreement Renewal—OJS Building Services, Inc. � Mr. Dennis Andres, MPAC, stated this agreement renewal is for one year, rather than the original three year term; and he has requested a contract be sent for review by Legal and Purchasing. Mr. Gilot requested Purchasing look at adding this maintenance agreement to a combined list of City locations requiring HVAC maintenance in order to save money. - Amendment to Professional Services Agreement—Hydroelectric Turbine Assessment Mr. Jonathon Burke, Energy Director, stated Northern Electric Co. was the sole bidder for the assessment and installation of the hydro-turbine. They were initially hired for $3,500.00 to assess the condition of and install the turbine which sat for twenty-years - without being used. Their initial assessment showed the need for repairs and parts totaling $38,500.00. Ms. Greene questioned what the cost would be for a new pump. Mr. Burke stated they run around $200,000.00. Mr. Burke noted these turbines are highly specialized and no longer available and to get parts is very difficult, with most parts only available overseas. Ms. Greene noted this is a significant savings to the City and should be considered a special purchase. Mr. Custard, Purchasing, added this would be a change in scope also, since the initial agreement was for an assessment. Mr. Gilot noted that not only is the cost of rebuilding the old pump a substantial savings compared to buying a new one, but the projected savings to the Park Department facilities that will benefit from the pump is $20,000.00 per year. Ms. Greene requested Mr. Burke prepare a Memo detailing the specific changes and savings. - Award Proposal—Hydroelectric Feasibility Study Mr. Gilot questioned whether the contract was submitted for this proposal award. Mr. Jonathon Burke, Energy Director, stated Lawson Fisher Associates submitted it with their proposal. After review, Mr. Gilot stated there was no contract included so it would need to be prepared to be consistent with the Federal grant for this project. He requested it be done before Monday's Board meeting if possible. - Agreement—Michiana Area council of Governments Mr. Gilot stated this agreement for the joint purchase of buy-up options of GIS Ortho- imagery and corresponding LiDAR would not be due for payment until February of 2012. Ms. Greene questioned whether it should be approved at this time. Mr. Gilot stated it should be approved subject to the appropriation of 2012 funds. He noted the purchase would be done now, but since it was not due for payment unti12012, it«�ould be wasteful to pay early and lose interest on the funds. 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 11:52 a.m. BOARD OF PUBLIC WORKS - � c��" �/� Gary . Gilot, President _ � �v� , D nald E. I�lcs, Member C� � � , � Carl I'. Littrell, Member ATTEST: m a M. Martin, Clerk i � , � j REGULAR MEETING APRIL 11. 2011 117 i i � The regular meeting of the Board of Public Works was convened at 9:32 a.m. on Monday, April i 11, 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 i Linda Martin presented the Board with a proposed agenda of items presented by the public and � by City Staff. PUBLIC HEARING—TRANSIENT MERCHANT LICENSE I I Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning the � application for a new Transient Merchant License for Fays Maxina, Inc., to conduct a Spring � Event Sale at Walmart located at 700 West Ireland Road, South Bend, Indiana, 46614, on April 14 through 17, 2011. It was noted favorable recommendations were received from the Building Department, Fire Department, and Police Department. Mr. Gilot stated the City appreciates that Fay's Marina participated in the Century Center Boat Show earlier in the year. He informed those present that Fay's Marina had satisfied all of the Board's requests, including providing a site map of their event set-up. There being no one else present wishing to address the Board concerning this matter, the Public Hearing was closed. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the license was approved. � PUBLIC HEARING—MASSAGE ESTABLISHMENT LICENSE Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning the above application for a new Massage Establishment License for Top Oriental Massage, located at 421 ' Hickory Road, South Bend, Indiana 46615. It was noted favorable recommendations were received from the Building Department, Fire Department, and Police Department. There being no one else present wishing to address the Board concerning this matter, the Public Hearing was � closed. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the I license was approved. I APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the minutes of the Agenda Review Session, Regular Meeting and Claims Meeting of the Board held March 24, 2011, March 28, 2011, and April 4, 2011, were approved. OPENING OF BIDS — DIAMOND AVENUE TRUNK STORM SEWER BID PACKAGE 1 — PROJECT NO. 109-033 (2010 SEWER BOND/EDIT� 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: NIBLOCK EXCAVATING,INC. PO Box 211 Bristol, Indiana 46507 Bid was signed by: Mr. Gary Niblock I Non-Collusion Affidavit was in order � Non-Discrimination Commitment Form was completed � Five percent(5%) Bid Bond was submitted i BID: � Base Bid $3,277,254.22 Alternate: Water Main Work $222,706.00 Alternate: Parking Lot at Brownfield $50,412.50 Park Alternate: Brownfield Park $23,600.00 Alternate: Fabricated Rock $159,000.00 Alternate: Concrete Form Liner $23,000.00 Alternate: Woodward Intersection $298,755.84 HRP CONSTRUCTION. INC. 5777 Cleveland Avenue PO Box 266 i South Bend, Indiana 46624 ' Bid was signed by: Mr. Paul Fallon I�I , I � ; i i REGULAR MEETING APRIL 11, 2011 118 Non-Collusion Affidavit was in order Non-Discrimination Commitment Form was completed Five percent(5%) Bid Bond was submitted BID: Base Bid $3,220,228.10 Alternate: Water Main Work $167,586.02 Alternate: Parking Lot at Brownfield $43,980.75 Park Alternate: Brownfield Park $19,800.00 Alternate: Fabricated Rock $151,940.00 Alternate: Concrete Form Liner $21,710.00 Alternate: Woodward Intersection $246,100.67 SELGE CONSTRUCTION CO. INC. 2833 South 11 Street Niles, Michigan 49120 Bid was signed by: Mr. John Szuba Non-Collusion Affidavit was in order Non-Discrimination Commitment Form was completed Five percent(5%) Bid Bond was submitted BID: Base Bid $3,184,462.97 Alternate: Water Main Work $192,521.00 Alternate: Parking Lot at Brownfield $66,254.35 Park Alternate: Brownfield Park $27,600.00 Alternate: Fabricated Rock $172,945.00 Alternate: Concrete Form Liner $22,000.00 Alternate: Woodward Intersection $328,160.95 RIETH-RILEY CONSTRUCTION,INC. 25200 SR 23 PO Box 1775 South Bend, Indiana 46614 Bid was signed by: Mr. Eugene Yarkie Non-C�llusion Affidavit was in order Non-Discrimination Commitment Form was completed Five percent(5%) Bid Bond was submitted BID: Base Bid $2,682,342.20 Alternate: Water Main Work $172,044.50 Alternate: Parking Lot at Brownfield $46,529.75 Park Alternate: Brownfield Park $40,000.00 Alternate: Fabricated Rock $172,945.00 Alternate: Concrete Form Liner $25,000.00 Alternate: Woodward Intersection $282,017.41 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: Base Bid $3,498,478.36 I I REGULAR MEETING APRIL 11. 2011 119 II Alternate: Water Main Work $154,686.02 Alternate: Parking Lot at Brownfield $45,813.46 � Park Alternate: Brownfield Park $29,000.00 Alternate: Fabricated Rock $172,945.00 Alternate: Concrete Form Liner $25,000.00 Alternate: Woodward Intersection $274,573.28 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bids were referred to Environmental Services and their Consultant, and Engineering for review and recommendation. OPENING OF BIDS-SALE OF ABANDONED VEHICLES ; This was the date set for receiving and opening of sealed bids for the above referenced vehicles. ' 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: No. Description Year Indiana Auto Brent Edward Parts Osenbaugh Zarembka,Jr. 1 Gra To ota Ca 1999 $500.00 $300 $301.00 2 Blue Cadillac Fleetwood 1968 $500.00 $475.00 $401.00 i 3 Blue Chevrolet Lumina 1990 $500.00 $300.00 $301.00 I 4 Gra To ota Ca 1995 $500.00 $300.00 $301.00 � 5 Burgundy Chevrolet Malibu 1999 $500.00 $400.00 $401.00 6 Blue Dodge Stratus 1997 $500.00 $530.00 $501.00 � Bur und Kia Se hia 1999 $500.00 $510.00 $501.00 8 Red To ota Ca 1992 $500.00 $350.00 $301.00 9 White Audi 100 CS 1992 $500.00 $350.00 $501.00 � i 10 International School � Bus 1978 $650.00 $1,200.00 $1,000.00 � 11 Bronze Chevrolet Van 1998 $500.00 $570.00 $500.00 I No. Description Year Halton Steve Greg James James West Hubler Ettl Burke Bowker 1 Gra To ota Camry 1999 $451.00 $333.33 2 Blue Cadillac Fleetwood 1968 3 Blue Chevrolet Lumina 1990 4 Gra To ota Ca 1995 $465.00 5 Burgundy Chevrolet Malibu 1999 $500.00 $465.00 6 Blue Dodge Stratus 1997 � Bur und Kia Se hia 1999 $426.00 $385.00 8 Red To ota Cam 1992 9 White Audi 100 CS 1992 $425.00 $385.00 10 International School Bus 1978 $666.66 11 Bronze Chevrolet $550.00 Van 1998 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bids were referred to Code Enforcement for review and recommendation. Upon review, Ms. Cathy Eli, Code Enforcement, recommended the awards to the highest responsive and responsible bidders ��, as shown above in bold. Therefare, Mr. Gilot made a motion that the recommendation be I, accepted and the bids be awarded as outlined above. Mr. Littrell seconded the motion, which I carried. � I I ,� III i REGULAR MEETING APRIL 11, 2011 120 � OPENING OF PROPOSALS — CITY-WIDE TELECOMMUNICATIONS PACKAGE FOR IP VOICE COMMUNICATIONS - Mr. Gilot advised that this was the date set for the receiving and opening of sealed Proposals for the above referenced project. Ms. Greene stated these were proposals for professional services, so no bid bond was required. She recommended the names of the submitters be read out loud and the proposals be accepted subject to further legal review and confirmation to assure they meet the requirements of the Request for Proposals. The names of the following companies submitting Proposals were read: INDIANA TELEPHONE CO.,INC. 9384 Castlegate Drive Indianapolis, Indiana 46256 Proposal was submitted by Mr. Joe Jarrell VAN RAN COMMUNICATIONS 2939 Pacific Drive Atlanta, Georgia 30071-1809 Proposal was submitted by Mr. Bryan Neal AT&T 444 Ameritech Drive South Bend, Indiana 46628 Proposal was submitted by Mr. Keith Kroening PRESIDIO 8755 West Higgins Road, Suite 801 Chicago, Illinois 60631 Proposal was submitted by Mr. Jason Proctor NETARX ACCOUNT TEAM 506 West South Street South Bend, Indiana 46601 Proposal was submitted by Mr. Chris Jaworoski AXIA TECHNOLOGY PARTNERS 7130 Waldemar Drive Indianapolis, Indiana 46268 Proposal was submitted by Mr. Cory Childs NETECH 1400 East Angela Boulevard Suite 237/Mail Unit 116 South Bend, Indiana 46617 Proposal was submitted by Mr. Les Dant Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above Proposals were referred to Information Technologies and the Controller for review and recommendation. OPENING OF QUOTATIONS — HANDHELD PARKING ENFORCEMENT SYSTEM (ED PROFESSIONAL SERVICES) Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referenced project. The following Quotations were opened and read: DUNCAN PARKING TECHNOLOGIES 5924 Balfour Court, Suite 102 Carlsbad, California 92008 Quotation was submitted by Mr. Jeff Rock QUOTATION: Item No. Est. Qty. Item Unit Price Extended Cost 1 1 System Software $6,000.00 $6,000.00 2 4 Handheld Units Com lete $3825.00 $15,300.00 � _ � I REGULAR MEETING APRIL 11, 2011 121 w/Dock Station/Cabling/Printer/Case � 3 4 Handheld Software $1,000.00 $1,000.00 � 4 4 Rolls of Thermal Ta e $2,303.00 $2,303.00 5 2 Days for Installation&Training $3,500.00 $3,500.00 Total $28,103.00 6 4 Option 1 — License Plate N/A N/A Recognition Software 7 1 O tion 2—DMV Interface N/A N/A 8 1 Option 3 —Letter Module N/A N/A PARK TRAK, INC. 8609 North Division Street � Spokane, Washington 99208 � Quotation was submitted by Mr. Craig Bagdon I � I QUOTATION: � Item No. Est. Qty. Item Unit Price Extended Cost 1 1 System Software $5,000.00 $5,000.00 2 4 Handheld Units Complete $5,419.00 $21,676.00 w/Dock Station/Cabling/Printer/Case 3 4 Handheld Software Included Included 4 4 Rolls of Thermal Tape $74.00 $296.00 ; 5 2 Days for Installation&Training $750.00 $1,500.00 � Total $28,472.00 � 6 4 Option 1 — License Plate $1,750.00 $1,750.00 Recognition Software 7 1 Option 2—DMV Interface $1,495.00 $1,495.00 8 1 Option 3 —Letter Module $1,495.00 $1,495.00 INTEGRATED PARKING SOLUTIONS 324 North Rose Street Kalamazoo, Michigan 49007 Quotation was submitted by Mr. Jerry Scalpone , I QUOTATION: i Item No. Est. Qty. Item Unit Price Extended Cost i 1 1 System Software $18,000.00 $18,000.00 � 2 4 Handheld Units Complete $3,569.29 $14,277.14 w/Dock Station/Cabling/Printer/Case 3 4 Handheld Software $800.00 $3,200.00 � 4 4 Rolls of Thermal Tape $203.75 $815.00 � 5 2 Days for Installation&Training $2070.00 $4,140.00 Total $40,432.14 6 4 Option 1 — License Plate TBD TBD Recognition Software � 7 1 Option 2—DMV Interface $3,300.00 $3,300.00 8 1 Option 3 —Letter Module COMPLUS DATA INNOVATIONS.INC. I 560 White Plains Road � Tarrytown,New York 10591 � Quotation was submitted by Mr. Jeff Grossman � � QUOTATION: I Item No. Est. Qty. Item Unit Price Extended Cost 1 1 System Software 21% of all 21%of all ; Parking Ticket Parking Ticket '', Collections Collections �' , I li i REGULAR MEETING APRIL 11, 2011 122 i 2 4 Handheld Units Complete Included Included w/Dock Station/Cabling/Printer/Case 3 4 Handheld Software Included Included 4 4 Rolls of Thermal Tape Included Included 5 2 Days for Installation&Training Included Included Total 21% of All Parking Ticket Collections 6 4 Option 1 — License Plate N/A N/A Recognition Software 7 1 Option 2—DMV Interface Reimbursed at Reimbursed at Cost Cost 8 1 Option 3 —Letter Module Postage Postage Reimbursed at Reimbursed at Cost Cost Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above Quotations were referred to Community & Economic Development and Administration and Finance for review and recommendation. OPENING AND AWARD OF QUOTATIONS — 4215 MAlN STREET DEMOLITION — PROJECT NO. 111-002 (SSDA TIF� Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referenced project. The following Quotations were opened and read: JACKSON TRUCHING & EXCAVATING,INC. 9067 West 100 North Kewana, Indiana 46939 Quotation was submitted by Mr. Harvey Jackson, III QUOTATION: Base Quote $13,000.00 Environmental Allowance $1,000.00 E1 ACM Pi e &Duct Wrap lft $6.00 E2 ACm Fiber Mat sft $12.50 E3 ACM Floor Tile& Mastic sft $1.75 JACKSON SERVICES 1674 North 750 West Rochester, Indiana 46975 Quotation was submitted by Ms. Beverly Jackson QUOTATION: Base Quote $23,000.00 Environmental Allowance $1,000.00 E1 ACM Pipe & Duct Wrap lft $30.00 E2 ACm Fiber Mat sft $30.00 E3 ACM Floor Tile& Mastic sft $2.50 RITSCHARD BROS.,INC. 1204 West Sample Street South Bend, Indiana 46619 Quotation was submitted by Ms. Rachelle Dolniak QUOTATION: Base Quote $25,500.00 Environmental Allowance $1,000.00 E1 ACM Pipe& Duct Wrap lft $27.50 E2 ACm Fiber Mat sft $27.50 E3 ACM Floor Tile& Mastic sft $2.50 �I l i I REGULAR MEETING APRIL 11, 2011 123 � ; i � Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above Quotations � were referred to Community & Economic Development and their consultant for review and � recommendation. After reviewing those quotes, Mr. Bill Schalliol, Community & Economic � Development recommended that the Board award the contract to the lowest responsive and I responsible bidder Jackson Trucking & Excavating, Inc., in the amount of $14,000.00. 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. AWARD BID — WATER WORKS CHEMICALS 2011/2012 — (WATER/WASTEWATER � OPERATIONSI Mr. Phil Custard, Purchasing, advised the Board that on March 28, 2011, bids were received and opened for the above referenced materials. After reviewing those bids, Mr. Custard recommended that the Board award the contract to the lowest responsive and responsible bidders in the following amounts: 1) Alexander Chemical—Chlorine (Item 1)—2,000 Lb Tank at$389.00/Ton 2) Alexander Chemical—Chlorine (Item 2)— 150 Lb Cylinder at $68.00/Cylinder 3) Pencco - Fluorisilicic Acid (Item 3) at$586.75/Ton 4) F2 Industries-Potassium Permanganate (Item 4) at $2.14/Lb (55 Lb Pail) 5) Watcon- Phosphate Sequestrant(Item 5) at$1.09/Lb 6) Morton-Bulk Salt(Item 6) at $182.81/Ton 7) JCI Jones Chemical - Sulfur Dioxide(Item 7) at$555.00/Ton 8) Polydyne Inc. - Dry Polymer Flocculent(Item 8) at$1.63/Lb 9) Alexander Chemical - Calcium Nitrate (Item 9) at$1.90/Gallon 10)K.A. Steel - Sodium Hypochlorite (12.5%) (Item 10) at $0.90/Gallon Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bids be awarded as outlined above. Mr. Inks seconded the motion, which carried. AWARD BID AND APPROVE CONTRACT— DEMOLITION OF TEN COMMERCIAL PROPERTIES—PROJECT NO. 111-020 (AEDA TIF/NSP� Mr. Rob Nichols, Engineering, advised the Board that on March 28, 2011, bids were received � and opened for the above referenced project. Since the opening, Mr. Gilot informed the Board � that Ms. Cathy Toppel, Code Enforcement, discovered that the funding was not available for properties listed as Item 2 and Item 4. Therefore, after reviewing those bids, Mr. Nichols I recommended that the Board award the contract to the lowest responsive and responsible bidders as follows: 1. Company: Jackson Trucking&Excavating a) Amount: $74,000 (Items 1,3, and 5-9 with Items A1 & A2) I 2. Company: Torok Excavating a) Amount: $18,908 (Item 10) Additionally, the Construction Contracts were submitted for approval. Mr. Gilot made a motion i that the recommendation be accepted and the bids be awarded as outlined above, and the Board i reserve the right to award Items No. 2 and 4 to Jackson Trucking, the lowest responsive and i responsible bidder, should funding become available. Mr. Littrell seconded the motion, which � carried. AWARD QUOTATION — MORRIS PERFORMING ARTS CENTER NORTH WALL REPAIR/RESTORATION—PROJECT NO. 111-021 � Mr. Rob Nichols, Engineering, advised the Board that on March 3, 2011, quotations were � received and opened for the above referenced project. After reviewing those quotations, Mr. i Nichols recommended that the Board award the contract to the lowest responsive and responsible bidder, Slatile Roofing & Restoration, Inc., 1703 South Ironwood Road, South Bend, Indiana 46613, in the amount of $35,000.00. Therefore, Mr. Inks made a motion that the � recommendation be accepted and the quotation be awarded as outlined above. Mr. Littrell seconded the motion, which carried. � I � I � i REGULAR MEETING APRIL 11. 2011 124 AWARD PROPOSAL — HYDROELECTRIC FEASIBILITY STUDY — PROJECT NO. 110- 092B (EECBG) Mr. Jonathan Burke, Energy Office, advised the Board that on February 14, 2011, submittals for the Request for Qualifications were received and opened for the above referenced project. After reviewing those submittals, Mr. Burke recommended that the Board award the contract to the lowest responsive and responsible bidder, Lawson-Fisher Associates, 525 West Washington Street, South Bend, Indiana 46601, in the amount of$84,050.00. Therefore, Mr. Littrell made a motion that the recommendation be accepted and the Proposal be awarded as outlined above. Mr. Inks seconded the motion, which carried. APPROVE BID AWARD EXTENSION—ASPHALT EMULSION MATERIALS (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, Bit-Mat Products of Indiana, PO Box 428,Ashley Indiana, 46705. Bit-Mat Products has agreed to extend the unit prices to include the 2011 paving season. Mr. Nichols recommended that the Board approve the bid award extension of the 2010 unit prices. Therefore, Mr. Gilot 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 REVISED CHANGE ORDER NO. 2 — RAW SEWAGE PUMP NO. 3 DRIVE REPLACEMENT—PROJECT NO. 109-071 —(2007B SEWER BOND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted revised Change Order No. 2 on behalf of Thieneman Construction, Inc., 3313 E. 83`a Place, Merrillville, Indiana, 46410, indicating the Contract amount be increased by$8,258.00 for a modified Contract sum, including this Change Order, in the amount of$187,258.00. Mr. Villa noted the Board approved Change Order No. 2 at their previous meeting of March 28, 2011 in the amount of$5,135.00. It was later discovered that should have been Change Order No. 3. Mr. Villa stated he is now correcting the record with the revised Change Order No. 2 and Change Order No. 3. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried,the revised Change Order No. 2 was approved. APPROVE CHANGE ORDER NO. 3 — RAW SEWAGE PUMP NO. 3 DRIVE REPLACEMENT—PROJECT NO. 109-071 —(2007B SEWER BOND� Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 3 on behalf of Thieneman Construction, Inc., 3313 E. 83�d Place, Merrillville, Indiana, 46410, indicating the Contract amount be increased by $5,135.00 for a modified Contract sum, including this Change Order, in the amount of$192,393.00. Mr. Villa noted the Board approved Change Order No. 2 at their previous meeting of March 28, 2011 in the amount of$5,135.00. It was later discovered that that should have been Change Order No. 3. Mr. Villa stated he is now correcting the record with the revised Change Order No. 2 and Change Order No. 3. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the revised Change Order was approved. APPROVE CHANGE ORDER NOS. 5, 6, 7 & 8 — TRAFFIC SIGNAL MODERNIZATION �WESTERN AVENUE)—PROJECT NO. 108-065 (FHWA,� Mr. Gilot advised that Ms. Thia Vawter, Engineering, has submitted Change Order Nos. 5, 6, 7, and 8 on behalf of Michiana Contracting, Inc., 7843 Lilac Rd., Plymouth, Indiana 46563, indicating the Contract amount be changed as follows: 1. Change Order No.: 5 a) Increase Amount: $625 b) Percent of Increase: 0.099% c) New Contract Amount: $662,180.80 2. Change Order No.: 6 a) Increase Amount: $1,225 b) Percent of Increase: 0.193% c) New Contract Amount: $663,405.80 3. Change Order No. 7 a) Increase Amount: $130 b) Percent of Increase: 0.021% c) New Contract Amount: $663,535.80 4. Change Order No. 8 � a) Increase Amount: $850 : : i I REGULAR MEETING APRIL 11, 2011 125 b) Percent of Increase: 0.134% I c) New Contract Amount: $664,385.80 Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Change Orders were I approved. i APPROVE PROJECT COMPLETION AFFIDAVIT — CENTURY CENTER WATER i SOFTENER REPLACEMENT—PROJECT NO. 110-063 (CENTURY CENTER) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Delco, Inc., 2720 E. Michigan Blvd., Michigan City, Indiana, 46360, for the above referenced project, indicating a final cost of$54,440.00. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Project Completion Affidavit was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — MORRIS PERFORMING ARTS CENTER IMPROVEMENTS (DOWNTOWN TIF� In a memorandum to the Board, Mr. Dennis Andres, Morris Performing Arts Center, requested permission to advertise for the receipt of bids for the following projects. A. Morris Performing Arts Center Improvements—Historic Window � Repair/Restoration—Project No. 111-024 ' B. Morris Performing Arts Center Improvements—Restroom Restoration/Renovation—Project No. 111-025 C. Morris Performing Arts Center Improvements—Historic Main Lobby Entry Doors Repair/Restoration—Project No. 111-026 Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the above request was approved. APPROVAL OF REOUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — LARGE ! DIAMETER 1NTERCEPTOR SEWER CLEANING — PROJECT NO. 111-018 � (WASTEWATER OTHER CONTRACTUALS� ' In a memorandum to the Board, Mr. Richard Radcliff, Environmental Services, requested � permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — MAYFLOWER ROAD SANITARY SEWER PHASE 1 — PROJECT NO. 109-055 (ECONOMIC DEVELOPMENT� In a memorandum to the Board, Mr. Patrick Henthorn, 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. Littrell, seconded by Mr. Inks and carried, the above request to advertise was approved, and the Title Sheet was approved and signed. ADOPT RESOLUTION NO. 28-2011 — A RESOLUTION OF THE SOUTH BEND BOARD i OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY I Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the following Resolution was adopted by the Board of Public Works: I � RESOLUTION NO. 28-2011 i 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: � AUTOMOBILE—LJNIT 3151, 2004 CHEVY IMPALA � VIN#2G1 WFSSK049395995 I i I�I REGULAR MEETING APRIL 11. 2011 126 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 and/or are unfit for the purpose for which they were intended and have an estimated combined 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 l lth day of APRIL 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. 29-2011 — A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS REGARDING THE RETIREMENT OF "ARKO" A K-9 POLICE DEPARTMENT UNIT 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. 29-2011 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS REGARDING THE RETIREMENT OF "ARKO", A K-9 POLICE DEPARTMENT UNIT WHEREAS, the South Bend Board of Public Works has been advised by the City's Police Chief that"Arko", a K-9, is no longer needed by the South Bend Police Department; and WHEREAS, it has been determined by the Board of Public Works that "Arko" is unfit for the purpose for which he was acquired and is no longer of use to the City of South Bend; and WHEREAS, Patrolman Jeff Chamberlain, South Bend Police Department, has agreed to care for "Arko" at his own expense and to keep him as a house pet and understands that "Arko" can never again be used as a Police Dog; and WHEREAS,the South Bend Police Chief has submitted a letter stating that the dog is no longer fit for purpose for which he was intended,to be a member of the Canine Unit of the South Bend Police Department, and is therefore no longer needed by the City. NOW, THEREFORE, BE IT RESOLVED, by the Board of Public Works of the City of South Bend, Indiana, that "Arko", a K-9 Police Dog, is unfit for the purpose for which he was acquired, is no longer of use to the City of South Bend, and has an estimated value of less than One- Thousand Dollars ($1,000.00). BE IT FURTHER RESOLVED, that "Arko" the Police Dog, should be retired (he has already been removed from active duty) and sold to Patrolman Jeff Chamberlain for One Dollar ($1.00),providing Patrolman Chamberlain executes an indemnity agreement. ADOPTED this 11`" day of Apri12011. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS � � �I REGULAR MEETING APRIL 11, 2011 127 s/Gary Gilot s/Donald Inks � s/Carl Littrell ATTEST: s/Linda Martin, Clerk ADOPT RESOLUTION NO. 30-2011 — A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS FOR THE TRADE-IN OF EQUIPMENT Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following Resolution was adopted by the Board of Public Works: I RESOLUTION NO. 30-2011 j A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS � FOR THE TRADE-IN OF EQUIPMENT � WHEREAS the care custod and control of Ci I , , y ty-owned property is vested in its Board � of Public Works ("Board") pursuant Ind. Code § 36-9-6-3, WHEREAS, in accordance with Ind. Code § 36-1-11-9, the Board may trade or exchange property of a similar nature as part of the purchase of new property; and WHEREAS, in accordance with Ind. Code § 5-22-22-3, the Board may also dispose of property that is deemed to be no longer needed or is unfit for the purpose for which is was intended; and WHEREAS, the City of South Bend owns the following equipment which is unfit for the purpose it was intended and no longer suited for use in the City of South Bend: Unit 351, 1999 Freightliner Dump Truck, VIN#1FV6HJBBOXHB57599 Unit 352, 1999 Freightliner Dump Truck, VIN#1FV6HJBB3XHB57600 Unit 383, 1999 Freightliner Dump Truck, VIN#1FV6HJBBSXHB57601 Unit 386, 1999 Chevy Pick Up Truck with Dump Box, VIN#1GBKC34F1XF022570 Unit 387, 1999 Chevy Pick Up Truck with Dump Box, VIN#1GBKC34FOXF023242 Unit 339H, 1993 Case 621B Wheel Loader, VIN#JAK0028125 Unit 350D, 1999 250XP Brush Bandit Chipper, VIN#14269 Unit 374, 1996 Case 580L Backhoe, VIN#JJG0231534 Unit 396B, 1986 743 Bobcat Skid Steer Loader, VIN#25205 and WHEREAS, the City of South Bend is in need of this equipment, the trade by the South Bend City of South Bend of the above equipment for equipment that is similar in nature and of equal or greater value is desired. NOW THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend the trade by the City of South Bend of the equipment as indicated above. ADOPTED this l lth day of April, 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. 31-2011 — A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY i I REGULAR MEETING APRIL 11, 2011 128 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. 31-2011 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: POLICE DEPARTMENT COMPUTERS, MONITORS AND OTHER COMPUTER RELATED ITEMS 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 and/or are unfit for the purpose for which they were intended and have an estimated combined 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 l lth day of APRIL 2011. 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 _approval: Type Business Description Amount Motion/ Second Agreement Jeff Purchase of Retiring K-9 $1.00 Littrell/Inks Chamberlain Unit—"Arko" Professional Indiana Payment to City for Not to Exceed Inks/Littrell Services Housing and Counseling Services to $215,843.79 Contract Community Unemployed Homeowners Development Meeting Hardest Hit Funding Authority Eligibility Requirements Maintenance OJS Building Renew Morris Performing $25,578.00 for Inks/Littrell Agreement Services, Inc. Arts Center&Palais Royale MPAC/ Renewal HVAC Maintenance— $15,697.00 for Increase in Contract Amount Palais Royale by 1.5% (MPAS & Palais Royale General Funds) Agreement Michiana Area Joint Purchase of Buy-Up $5,000.00 Gilot/Inks Council of Option of GIS Ortho- Contingent Governments Imagery and Corresponding on 2011 Year LiDAR(6-Inch Pixel) End Transfer REGULAR MEETING APRIL 1 l. 2011 129 I�i I of Funds or I'I 2012 Appropria- � tion Professional DLZ Indiana, East Bank Storm Sewer $149,760.00 Littrell/Inks Services LLC Separation, Phase lA& B (Wastewater Contract Construction Inspection Capital) Services—Project No. 110- 059 Professional James Childs Restoration/Renovation of Increase by Inks/Littrell Services Architects Morris Performing Arts $20,000;New , Addendum Center Restrooms - Contract Price Additional Design Work— $45,000 (Fund Project No. 111-025 416) Professional Earth Geotechnical Evaluation for $7,136.10 Litrell/Inks Services Exploration, Northside Trail Extension— (LRSA) Proposal Inc. Project No. 110-001 Professional McCormick Pleasant Street Sewer $2,500.00 Littrell/Inks Services Engineering Separation Phase 1 &2 (Sewer Bond) Proposal Design—Project No. 109- 029 Professional Lawson Fisher Diamond Avenue Storm $126,000.00 Littrell/Inks Services Associates Trunk Sewer Inspection— (Sewer Bond) Proposal Project No. 109-033 Lease & Ikon Detective Bureau $222.18/ Littrell/Inks Maintenance Copier/Printer—Ricoh Quarter, Agreement MP3351 SP Maintenance @ $0.005/Copy up to 150,000 Copies per Year(Police Department General Fund) Amendment Garda, Inc. Armored Car Services for $364.43 Gilot/Littrell to Water Works Customer /month(Water Agreement Service (Colfax) Location Works O&M) through March 2012 i ARRA Environmental National Checklist for ARRA ARRA Funded Littrell/Inks , Checklist Protection Borrowers far Kennedy Park SRF Agency Sewer Separation Phases 1-3, Project No. 109-003 i Maintenance Carlson CAD Software Maintenance $300.00/yr Littrell/Inks Agreement Software, Inc. Renewal (Engineering Renewal Computer Repairs and Maintenance) Special Northern Repair of Hydroelectric $38,500.00 Inks/Littrell Purchase Electric Turbine—Significant (ARRA Grant) Company Savings (Cost of New Turbine $200,000)to City for Repair of Specialized Equipment APPROVAL OF STREET CLOSURES/PROCESSIONS The following street closures and processions were presented for approval: Applicant Description Date/Time Location Motion Carried Indiana Traffic May 14, 2011; Make 20` Street One- Inks/Littrell I � �i � REGULAR MEETING APRIL 11, 2011 130 i iUniversity at Restriction - 8:00 a.m. to Way from Mishawaka South Bend Waste Recycle 3:00 p.m. Avenue to Northside j Fest Boulevard � Cathedral of St. Traffic April 29, 2011 Southern-Most Lane of Gilot/Inks James Restriction - from 5:00 p.m. Madison Avenue from Crawfish Boil to 9:00 p.m. Michigan Street to Main Street be Restricted to Customer Drive-through Traffic Only South East Procession — April 30, 2011; On Route as Littrell/Inks Little League Opening Day 9:00 a.m. to SubmittedlNo Police Parade 10:15 a.m. Escort The Louise Procession — May 15, 2011; On Route as Submitted Gilot/Littrell Addicott & Bike the Bend 6:30 a.m. to Georgina Joshi 11:30 a.m. Foundation American Procession — May 21, 201 l; On Route as Submitted Littrell/Inks Legion Riders Fallen Heroes 8:00 a.m. to Family Ride 1:00 p.m. West Side Procession — May 30, 2011; On Route as Submitted Littrell/Inks Memorial Day West Side 8:15 a.m. to Parade Memorial Day 11:00 a.m. Committee Parade RECOMMENDATION - PETITION TO VACATE THE NORTH HALF OF THE FIRST NORTH/SOUTH ALLEY SOUTH OF DAYTON STREET AND NORTH OF MILTON STREET BETWEEN MICHIGAN STREET AND ST. JOSEPH STREET Mr. Gilot indicated that Mr. Randy Gilleand, 114 Dayton Street, South Bend, 46613, Indiana has submitted a request to vacate the above referenced alley for the purpose of building a garage since the applicant owns the properties on both sides of the alley. Mr. Gilot advised the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Area Plan Commission, Police Department, and Community & Economic Development. Mr. Carl Littrell, Engineering, stated that I&M Electric has a pole line in the alley. He noted the homeowner will be charged for moving the pole line, and the cost can be very expensive. Mr. Littrell stated I&M would retain an easement on the vacated alley and the easement will pre-empt development of a garage within the easement. The Fire Department recommended denial and stated the closest hydrant is on the corner of Milton and Michigan for structures at the cross of the alleys. Therefore, Mr. Gilot made a motion that the Clerk send a letter to the petitioner addressing these concerns. Mr. Littrell seconded the motion which carried. APPROVE SIDEWALK CAFE PERMIT APPLICATIONS Mr. Gilot indicated that the Board is in receipt of the following Sidewalk Cafe Permit applications: APPLICANT: Siam Thai Restaurant BUSINESS ADDRESS: 211 North Main Street DAYS/TIMES OF OPERATION: Monday through Saturday; 5:00 p.m. to 9:30 p.m. COMMENT: Must Maintain Five Foot (5') Pedestrian Right-of-Way APPLICANT: LePeep BUSINESS ADDRESS: 127 South Michigan Street DAYS/TIMES OF OPERATION: Monday through Friday; 6:30 a.m. to 2:00 p.m.; Saturday and Sunday, 7:00 a.m. to 2:00 p.m. APPLICANT: The Vine BUSINESS ADDRESS: 103 West Colfax DAYS/TIMES OF OPERATION: Monday through Sunday; 11:00 a.m. to 12:00 a.m. il I REGULAR MEETING APRIL 11, 2011 131 APPLICANT: Fiddler's Hearth i BUSINESS ADDRESS: 127 North Main Street DAYS/TIMES OF OPERATION: 11:00 a.m. to 11:00 p.m. Mondays & � Tuesdays; 11:00 am. To 1:00 a.m. Wednesdays through Saturdays; 11:00 a.m. to 9:00 p.m. Sundays Mr. Littrell made a motion that the Sidewalk Cafe Permit Applications be approved. Mr. Inks seconded the motion which carried. APPROVE LICENSE APPLICATION - PUBLIC PARKING FACILITIES Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the following License Applications were approved: ; APPLICANT: Cathedral of St. James LOCATION: 307-311 West Washington Street APPLICANT: Memorial Home Care/Memorial Hospital LOCATIONS: Bartlett and Centennial Garages at 707 North Michigan Street(Two Parking Garages)and Navarre Garage at 100 Navarre Street It was noted that the required Proof of Insurance as well as the hours and rates to be charged were attached to the application. APPROVAL OF RECOMMENDATION TO ENCROACH ONTO PUBLIC RIGHT-OF-WAY —301 SOUTH LAFAYETTE BOULEVARD Mr. Gilot advised that the Board is in receipt of favorable recommendations from the Division of Engineering, Police Department, and the Building Department for the installation of an awning at the above address for Nor Systems Technology, 301 South Lafayette Boulevard, South Bend, Indiana 46601, with installation by Custom Awning. Engineering stated the minimum height above the sidewalk must be 8'6". Upon a motion made by Mr. Littrell, seconded by Mr. Inks, and carried,the encroachment was approved. APPROVE TRIPLE TRAILER PERMIT—OLD DOMINION FREIGHT LINE Mr. Gilot stated a Permit to Operate Long Combination Vehicles To and From the Indiana Toll ' Road has been submitted to the Board for approval by Old Dominion Freight Line, 3825 William Richardson Drive, South Bend, Indiana 46628, for ingress and egress from the Toll Road. Mr. � Gilot noted the permit has received favorable recommendation from the Engineering Division. i Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Triple Trailer Permit was approved. FILING OF SAFETY REPORT—DEPARTMENT OF PUBLIC WORKS The Division of Engineering submitted their Safety Report for March 2011. These reports reflect injuries/accidents for each month and provide for a comparison. It was noted that Engineering had no accidents for the month. There being no further discussion, upon a motion made by Mr. � Gi ot, seconded by Mr. Littrell and canied, the report was accepted and filed. � � APPROVE INDUSTRIAL WASTEWATER DISCHARGE PERMIT i In a Memorandum to the Board, Ms. Kim Thompson, Division of Environmental Services, � submitted the following Wastewater Discharge Permit and recommended approval: South Bend Absorbtech(Renewal) 3900 West William Richardson Drive � There being no further discussion, upon a motion made by Mr. Littrell, seconded by Mr. Inks and �, carried, the permit was approved. II FILING OF CERTIFICATES OF 1NSURANCE �' Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Certificates of ' Insurance for the following businesses were accepted for filing: REGULAR MEETING APRIL 11, 2011 132 ; J.L. Milling, Inc., Schoolcraft Michigan Animated Display systems, Inc., Fort Myers Florida RATIFY APPROVAL AND/OR RELEASE CONTRACTOR AND EXCAVATION BONDS Mr. Anthony Molnar, Division of Engineering, recommended that the following Contractor and Excavation Bonds be ratified pursuant to Resolution 100-2000 and/or released as follows: Business Bond Type Approved/ Effective Date Released Abe's Free Flow, Inc. Contractor Released A ril 16, 2011 Harvey Jackson D/B/A Jackson Contractor Approved April 1, 2011 Trucking&Excavating Beer& Slabaugh, Inc. Excavation Approved April 1, 2011 Mr. Gilot made a motion that the Bonds approval and/or release as outlined above be ratified. Mr. Littrell seconded the motion, which carried. APPROVE CLAIMS Mr. Inks stated that a request to pay the following claims in the amounts indicated has been I 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 $1,189.46 04/07/2011 City of South Bend $1,756,093.46 04/11/2011 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. PRIVII;EGE OF THE FLOOR Attorney Cheryl Greene updated the Board on the status of temporary easements for the East Bank Sewer Project. She noted the easement for 319 Niles Avenue has been secured, and they are waiting on Memorial Hospital's property. She stated the real estate transaction closed last Thursday, making Memorial Hospital the legal property owner. Ms. Greene added that she received an email from their attorney that they are in the process of approving the easement and it should be forthcoming. Ms. Greene asked the Board authorize her to approve a forthcoming claim from Cressy and Everett for moving their gate for access to the property so the project won't be stalled. Mr. Gilot made a motion the Board authorize her to sign the claim. Mr. Littrell seconded the motion, which carried. Mr. Littrell noted that Patrick Henthorn, Engineering, met with Memorial Hospital last week and they are okay with the request for the temporary easement to construct the sewer line. Mr. Littrell informed the Board that there is a drive that comes in across that property that is owned by the City Park Department. They have an easement over the property that grants any City Department use for any City work. He stated he would like to use that existing easement rather than create a new one. Mr. Littrell noted the City has been handling the drainage coming across Madison Center; collecting it and protecting their erosion. 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 10:50 a.m. BOARD OF PUBLIC WORKS 1 � '; ��I�� Gary A. Gilot, President D nald E. I s, Member I,I � i I REGULAR MEETING APRIL 11, 2011 133 i �� y��'� � Carl P. Littrell, Member ATTEST: � , �-�___�- GVZ,�.,L Li da M. Martin, Clerk � i � � i � i � � � � � i i i I , i j i i i , CLAIMS REVIEW MEETING APRIL 18, 2011 13� A Claims Review Meeting of the Board of Public Works was convened at 8:30 a.m. on Monday, April 18, 2011 by Board President Gary A. Gilot with Board Members Donald E. Inks and Carl P. Littrell present. APPROVE CLAIMS Mr. Inks stated that a request to pay claims 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. Mr. Inks stated the following claims were submitted to the board for approval: Name Amount of Claim Date City of South Bend $3,882,212.76 04/15/2011 City of South Bend $776,389.67 04/14/2011 City of South Bend $2,364,090.10 04/18/2011 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. 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 8:32 a.m. BOARD OF PUBLIC WORKS , �� Gary A. Gilot, President ' ' G � U� D nald E. nks, Member � Carl P. Littrell, Member ATT, ST: ��- �-�.,� Lin a M. Martin, Clerk