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Home My WebLink About05/23/11 Board of Public Works PUBLIC AGENDA SESSION MAY 1,9,, 2011 174 The Agenda Review Session of the Board of Public Works was convened at 10:34 a.m. on Thursday, May 19, 2011, by Board President Gary A. Gilot, with Board. Members Donald E. Inks and Carl P. Littrell present. Also present were Attorneys Thomas Bodnar and Larry Meteiver. 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. APPROVAL OF STREET CLOSURE The following street closure was presented for approval: Applicant Description Date/Time Location Motion Carried Greater New Harvest Time May 21, 2011 Caroline St. from Calvert Inks/Littrell Harvest Block Party from 11:00 a.m. St. to Randolph St. Outreach to 3:00 p.m. Ministry ADDITIONS TO THE AGENDA Mr. Gilot noted the addition to the agenda of Central Service's Monthly and Safety Reports, and Environmental Services Monthly Report. Board members discussed the following agenda items. - Professional Services Agreement— Greeley and Hansen LLC Mr, Al Greek, Environmental Services, informed the Board that this agreement for the Digestor Upgrade is for approximately half of the engineering fees and covers about 30% of the design phase of the digestor upgrade project. He noted this will be approximately a $12M to $15M project over several years. Mr. Greek stated the system is almost sixty (60) years old. Mr. Gilot informed Mr. Greek that the project will need to have Minority Business Enterprise and Women Business Enterprise participation and asked him to talk to Greeley and Hansen to determine what percentage of this project will use minority and women owned businesses. He asked Mr. Greek to report back on Monday. Mr. Gilot informed those present that the Common Council has passed a new ordinance that sets a goal on minority and women business owner participation on projects and requires quarterly reporting to the Council on how we are doing. Professional Services Agreement - Malcolm Pirnic, Inc. Mr. Al Greek, Environmental Services, stated he is asking the Board to approve the scope and budget for these engineering services to replace the disinfection gates at the Wastewater plant. He noted he already has approval on the project; he just wants the Board to approve this scope. Mr. Gilot questioned if there were any outside firms being used for this work, and if so, they should pick some women or minority owned businesses. - Safety Reports Ms. Mary Wisniewski, Central Services, and Mr. Toy Villa, Engineering, presented their respective Safety Reports for the month of April 2011. Ms. Wisniewski stated there were three (3) accidents, one of which bent the lower garage door at the facility. Mr. Gilot noted this seems to happen frequently and questioned if they could look at purchasing an inexpensive back-up sensor alarm. Mr. Villa reported no accidents or injuries in Engineering for the month. - Monthly Reports Mr. Al Greek, Environmental Services, and Ms. Mary Wisniewski, Central Services, presented their respective Monthly Reports for the month of April 2011. - Opening of Bids—Janitorial Supplies Mr. Phil Custard, Purchasing, stated this was a combined bid with the County. He noted the City and the County take turns bidding these supplies every year. Mr. Gilot - questioned whether he had looked at replacing strong chemical ingredient items with green alternatives. Mr. Custard stated they included a bid page for green alternates. Mr. Gilot stated even if the cost is more, if it isn't excessive, they should consider the environmentally safer alternates. He noted in the long term, they are a cost saver. - Award Bid— Large Diameter Interceptor Sewer Cleaning Mr. Al Greek, Environmental Services, stated the bids for this project came in a little higher than the budget but they have decided to move funds around to cover this because it is such an important project. - Professional Services Proposal Scope of Services— Lawson Fisher Associates . ... :pmm /,lollgnd pun pouodo ajam sp€q �uimollo.I oq L •lu;)pUjns aq of pur€oj aaam goigm `smaN ,ClunoO -ul oli pun aungljl puag ginoS Oql ul OOTION jo uoilnailgnd jo sjowd pa.zapuai jzaio all 'loofoid paauaaajaa aAOqu all xoj sp€q palms jo 2u€u3do pun 2ulAlaoax .€OJ JOS alup Oql si3m sill I..11V.LIdVa SXHOAA WHAkAS SS0-60I 'ON.I.OgfONd I gSVHd NOISNglXg 2Ig11c1gS A?IV I INVS Q1d02I 2IgA10'IdAV -- SQIg 30 ONIXEM0 •pano.xddu onm :I IOZ `9I X-BA pun `I IOZ `6 XVW `I iOZ _. 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DBAUNDERGROUND SERVICES 225 S. Lafayette Boulevard __.....,.,- South Bend, Indiana 46601 Bid was signed by: Mr. Thomas Herrman Non-Collusion.Affidavit was in order Non-Discrimination Commitment Form was completed Five percent (5%) Bid Bond was submitted BID: $2,248,555.00 HRP CONSTRUCTION, INC. 5777 Cleveland Road, P.O. Box 266 South Bend, Indiana.46624 Bid was signed by: Mr. Paul Fallon Non-Collusion Affidavit was in order Non-Discrimination Commitment Form was completed Five percent (5%) Bid Bond was submitted BID: $2,149,000.00 C&E EXCAVATING, INC. 53767 County Road 9 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: $1,868,743.50 SELGE CONSTRUCTION CO. INC. 2833 South 1 I`' Street Niles, Michigan 49120 Bid was signed by: Mr. ,lames Boyles Non-Collusion Affidavit was in order Non-Discrimination Commitment Form was completed Five percent (5%) Bid Bond was submitted BID: $2,025,634.75 YOUNGS EXCAVATING, INC. P.O. Box 2766 South Bend, Indiana 46680 Bid was signed by: Mr. Kurt Youngs Non-Collusion Affidavit was in order Non-Discrimination Commitment Form was completed Five percent (5%) Bid Bond was submitted BID: $2,134,875.00 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bids were referred to Engineering and Economic Development for review and recommendation. OPENING OF BIDS --- CLAY-CLEVELAND AND RIVER COMMONS PUMP STATION REPLACEMENT–PROJECT NO. 109-087 2010 SEWER BOND This was the date set for receiving and opening of sealed bids for the above referenced project. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri- County News, which were found to be sufficient. The following bids were opened and publicly read: .......................... .................. 00'8II`tIZ9$ :QIg poll!wgns sum puog pig (%9) luaouad aAI j paloldwoo sum uxuoA Iuauzliu woO uoilnuiuziuosj(j-uoN uapuo ur sum IinupgjV uolsnlloO-uoN uosun-I Xgiowil •uw :,Cq pou�3is snm pig 09£9p nuuipul `aluodug laaulS ual, ,l ZO£ `�)Kl •oa uoI xmi'SNO) NoslaiRva-ROSHT! :puau XIoilgnd puu pauado auam spiq 2uimollo.I oql •luaiojjjns aq of punoj auam goi�m `smaN XlunoD -111 aqI pun aunglii puog glnoS oql ui aoiloN jo uoilnoilgnd jo sjooud pauapuol N1@13 agI. 'loafocd paouaua,Iau anoqu a p uoj spiq papas jo Ouivado pun fUlAfaoau .ioj las alnp auI snm si,41 FA TEL N-MOIN/A00 VZO-I I i 'ON IDFIfOW — NOIIVAONg2I INOOXISg2I (INV SAIOQNIAI SX0OG A2IINH -9 I.N90 S LWV 9NIINNOdN9d SRI?IOIN — SUM 30 JNINgdO •uoilupuauzuxooau puu maaAau uoJ S301AJOS pluauxuo. TAUg pun fuivaau12ug of pauuapi ojom spiq anoqu all `poWuo pun sNul •ulN �q papu000s Iloulll-1 'uIN Aq opuuz uoilow u uodfl 09'1£9`9i7L$ :alt polka qns SLIM puog pig (%9) luaouad ant_l palaldwoo sum uuuo3 luauuliu woO uoilnuiuziuosiCI-uoN uapuo ui snm iIA-epgj-v uoisnlloO-uoN soiXog sauuuf -iw :Xq paints snm pig OZ 16tr uV21WIN `saliN laaulS III glnoS HE 'OI\II '03 NOIZORu.LSN03 aOZaS 00'000`998$ :Qlg polliuugns sum puog pig (%g) luaouad OAIA polaldwoo sum uuod luauzliuzuuoO uoiluuiuziuosIQ-uoN Jopuo ui snm I!AnpgjV uoisnlloO-uoN uollnd Inud 'uIN :Xq pauois sum pig tzggt nuuipul `puog glnoS 9Z X08 'O'd `puo2l puulana13 LLL9 '31\II N0IIJfIHISX0O dHH 00'p68` 98S :QIg polllwgns snm puog pig (%9) luaouad aAIA pololdwoo sum uuo3 luowllwwoD uoiluuiuuiuosla-uoN uapuo ui sum l!nupgjv uoisnlloD-uoN s0unoA lxnx •uN :Xq poufis sem pig 0899th uuuipul `puog g1noS 90LZ xog 'O'd •a)NI 9NI.I.VAVDx'A SON.IIOA 00'000`198$ :QIS polliuzgns sum puog pig (%S) Iuaouad anrd palaldwoo sum uuuod luauzliu woO uoiluuiuzixoslQ-uoN uapuo uz sum IiAUp jV uoisnlloO-uoN �IoolgiN�uuO -.iW :/,q pauOis sum pig LO99p uuurpul `lolsiug I I Z Xog Od 'OI�tI OI�II I VAV�X�X301HIN LL 1 11 OZ £Z AVW DNI.I HEW WV'dfl9H d REGULAR MEETING MAY 23, 2011 178 BROWN & BROWN GENERAL CONTRACTORS INC. 124 South Elkhart Street, PO Box 487 Wakarusa, Indiana 46537 Bid was signed by: Mr. Eric Brown Non-Collusion Affidavit was in order Non-Discrimination Commitment Form was completed Five percent (5%) Bid Bond was submitted BID: $607,892.00 THE ROBERT HENRY CORPORATION 404 South Frances Street South Bend, Indiana 46628 Bid was signed by: Mr. Stephen Henry Non-Collusion Affidavit was in order Non-Discrimination Commitment Form was completed Five percent (5%) Bid Bond was submitted BID: $619,000.00 CASTEEL CONSTRUCTION CORP. 23186 West Ireland Road South Bend, Indiana 46614 Bid was signed by: Mr. R.V. Casteel Non-Collusion Affidavit was in order Non-Discrimination Commitment Form was completed Five percent (5%) Bid Bond was submitted BID: $773,000.00 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bids were referred to the Morris Performing Arts Center and their architect for review and recommendation. OPENING OF BIDS — ONE 1 OR MORE 2010 OR NEWER HEAVY DUTY STEEL CAR CARRIER (2011 CODE CAPITAL) 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. Linda Martin, Clerk of the Board, stated no bids were received for this equipment. OPENING OF BIDS — TWO (2) MORE OR LESS 2010 OR NEWER HEAVY DUTY 15,000 LB GVWR CHIPPER TRUCKS (2011 PARK DEPARTMENT CAPITAL 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: JORDAN MOTORS INC. 609 East Jefferson Boulevard Mishawaka, Indiana 46545 Bid was signed by: Ms. Debra Starkweather .......... Non-Collusion Affidavit was in order Non-Discrimination Commitment Form was completed Ten percent (10%) Bid Bond was submitted BID: Item Unit Price 2012 Ford F450 4x2 $76,200.00 Knapheide Forest Body Included Trade-In: 1999 Pickup C3500 with Dump Box VIN #1GBKC34F1XF022570 $2,000.00 . ... . ............... .. •uollupU=ILTjooaa Pule ma€Aaa aoi luout mdaQ 31xled Put sao€AJOS luau€d€nbg of pa.uajaa aaam splq aAOgle aql `palaaua pule sNul •aW Xq papu000s 11laalll'I •alb Xq opuuz uollouz le uodn (00'05 VW 50Z5Z# MA aoPuod aaais PINS luogog £tL 9861 :ul apleaZ 00'L0I`tr£S 059-5 luogog aat.€d llun uolldlaosaQ �QIg pollluagns slem puog PIg (%01) luaamd wj paloldwoo sum €.cool luouzlluzuaoO uo€luuruzla3s€Q-uoN aapao ul sum l€Alep€jv uolsnlloO-uoN oo€axleO lalegntw •.€w :Xq p pis sum plg 9199p uuulPul `IauLMIa ££ Sf) PIO LpLBZ VIA VII-IOILII go IvDtlog (00'000`t s) SOZSZ# MA aaPleo'l aaalS pINS luogog £tL 9861 :ul zVell 00'00'6C$ PLB110H max -- aapleoZ aaals PINS 9ZZZ IIOZ aa€ad ltufl uopd€aosaQ �Q1g pall€uagns sum puog PIg (%01) luaoaad uo L pololduuoo sum uuol lu3mlluzuloO uo€luutur€aos€(j-uoN aapao ul sum I€AupgIV uolsnlloO-uoN I1ag Inud -jW :Xq pau0€s slem pIg .......... 8089t leulelpul `au,�lern laal PauAalnog wnos€loo Isarn ££££ 'OMIT '00 .LNJWdif1 H N-dJLSVUH.LITOS 00'Z69`L£$ lleloy (00'00Z`£$) 0ZSZ# ulA aapleo'T aaais PINS luogog Eft 9861 :uI opall 00'Z6L`Ot$ asu0---aaalspl)iS OSZAS I IN aolad Mull uolldposaQ :Q1g pallluzgns sum puog Plg (%01) luooxad ua j palaldLuoo sum uuol luaurllu LuoO uolluulu€€aos€Q-uoN xapao ul sum l€Aup€jv uolsnllo0-uoN mops Saar) •aK :Xq pau�?€s sum pIg 8Z99t uumpul `puag glnoS oApCI souof gdlu2l £96£ *3NI '0O 1[HUNIHDVI/V (I I VNO(IDVN pleaa Alollgnd pule pauodo aaam splq Bulmollo.I aq j wapUps aq of punai aaam golgm `smaN XlunoO -1.11 oql pule aunglaZ puag glnos aql Ul aolloN Io uo€luoilgnd Io spoad paaapual -)1aa1O aqL -joofo.zd paouaaaJaa anoqu agl aoi splq poleos Io iluivado pule SuIA€aoa.€ aoi las allep agl sleet slgZ —� IdvO I NaW I WVcTUG XXVd 1102 Nl('VO'I 2lgg LS CIINS 2IEMHN 210 0 i OZ SNOW NO I) gNO -- SQIg lO DMNgdO .uo€lupuauzuaooaa pule malnaa aoi luomijedaQ Nnd Puu saolAaaS luauadlnbg of paxxalaa sum plq anogle a p `palaaleo pule sNul 'all �q popu000s 1113alll-1 'aw �q aplecu uallouz le uodn 00'05L`£$ aA€xQ laaqA�-anal :IuolldO 00'000`Z$ ZtZ£ZOAXOIt£O-IRDI# NIA xog dLunQ gllm 009£0 dnVid 6661 :ul-aPMI 6L I 1102 £Z AVFq DNII:-19W WIfI a'"d REGULAR MEETING MAY 23, 2011 180 OPENING OF BIDS — 2011-2012 JANITORIAL/CLEANING SUPPLIES DEPARTMENTAL BUDGETS) 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. Mr. Gilot stated the bids contained over three- hundred items, and asked if there was anyone present that needed them read out loud. He noted the bids would be tabulated and posted on the City website, and if anyone wished to receive a copy via email, they could leave their business card. The names of the following bidders were read: - CENTRAL POLY CORP. 18 Donaldson Place Linden, New Jersey 07036 Bid was signed by: Mr. Andrew Hoffer Non-Collusion Affidavit was in order Non-Discrimination Commitment Form was completed Ten percent(10%) Bid Bond was submitted HP PRODUCTS CORPORATION 4220 Saguaro Trail Indianapolis, Indiana 46268 Bid was signed by: Ms. Denise Bailey Non-Collusion Affidavit was in order Non-Discrimination Commitment Form was completed Ten percent (10%) Bid Bond was submitted KSS ENTERPRISES 208 East Sample Street South Bend, Indiana 46601 Bid was signed by: Mr. Brian Harbaugh Non-Collusion Affidavit was in order Non-Discrimination Commitment Form was completed Ten percent (10%) Bid Bond was submitted Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bids were referred to Purchasing in both the City and the County for review and recommendation. OPENING OF QUOTATIONS NS= LEIGHTON GARAGE JOINT REPAIRS — PROJECT NO. , 111-033 (FUND 601) 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: ZIOLKOWSKI CONSTRUCTION, INC. 4050 Ralph Jones Drive South Bend, Indiana 46628 Quotation was submitted by Mr. Brad Dennis QUOTATION. $46,810.00 RIETH-RILEY CONSTRUCTION CO., INC. 25200 State Road 23 South Bend, Indiana 46614 Quotation was submitted by Mr. Angelo Mazzocchi QUOTATION: $35,856.00 for 5,400 Ift; $41,918.32 for 6,313 lft Mr. Littrell noted that Ziolkowski Construction, Inc. stated in their quote that due to work load, they would not be able to start work until the fourth week of August. 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Code § 36-1-11-8, the City may transfer or exchange property with another governmental entity upon terms and conditions agreed upon by the two (2) entities as evidenced by the adoption of substantially identical resolutions of each entity; and WHEREAS, it is contemplated that the State, through the appropriate entity or official, will adopt a resolution consistent with the requirement of Ind. Code § 36-1-11--8; and NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA AS FOLLOWS: 1. The transfer of the Property described in Exhibit A and depicted in Exhibit B situated in St. Joseph County, Indiana, by the City of South Bend, Indiana to the State of Indiana, by and through the Indiana Department of Transportation shall be, and hereby _.:_.:..:.... is, approved. 2. The Mayor and the City Clerk shall be, and hereby are, authorized to approve the form of and execute and attest, respectively, such instruments and documents as may be necessary to convey all of the right, title and interest in the Property to the State pursuant to the terms and conditions evidenced by this Resolution. 3. This Resolution shall be in full force and effect upon its adoption by the Board and upon the adoption of a substantially similar resolution of the appropriate body or official of the State. The transfer of the real estate shall not be effective until a deed is duly recorded effecting the same. ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana held on May 23, 2011, at 1308 County-City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/Gary Gilot, President s/Carl Littrell, Member s/Donald Inks, Member ATTEST: s/Linda Martin, Clerk APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for approval: (�luo 9 isn�fny) -IS gdoso f 'IS of •IS umIN uuoxl •uu•d 00:6 01 Iuang 'IS uol.5uigsICrn pun •any •zu•d 0£:£ uuoxj uI-anuxQ/osinxD oul uxalsarn OI •iS oukeA� IIOZ `9 Isn�ny xuD oissulD `puag glnoS I1041FI/slut uuOxl 'IS u-0�ig3iN `I X1nf `£ ounf —axnsolo IoaxlS umolumOQ paillIR3 uoilo uorinaoZ aurrs/al Q uolldmasaQ Iulnilddy :Knox du xoI p_ojuosajd axam suoiss000x pun saxnsolo Iaaxls �iufmollO.l og j .......... 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Frances St. from Littrell/Inks Presbyterian Church Picnic from 8:30 a.m. Washington St. to Church to 1:00 P.M. Jefferson St. Fraternal Order Procession - July 30, 2011 New Route to be Inks/Littrell of Police #36 Fallen Officer from 11:00 a.m. Determined due to Scholarship to 5:00 p.m. Construction Motorcycle Ride Remembrance Procession - July 19, 2011 On Route as Submitted Littrell/Inks Ride, Inc. POW-MIA from 8:00 a.m. Remembrance to 12:45 p.m. Ride Michiana Procession - July 15, 2011 On Route as Submitted Inks/Littrell Family YMCA Night Moves from 5:00 p.m. to 8:30 p.m. APPROVAL OF REQUEST TO USE CITY-OWNED PROPERTY — CARRIAGE HILLS NEIGHBORHOOD ASSOCIATION Mr. Gilot stated that a request was received from the Carriage Hills Neighborhood Association for the use of the property at Carriage Hills Well Site in the 52200 Block of Shenandoah Drive as a community garden. Water Works stated that no motor vehicles will be used for hauling in or parked on Water Work's property. Prior to any tilling, utility locations need to be called to ensure a safe area. AT&T is usually buried shallow and the garden placement should be away from the buried utilities. Responsible use of compost, fertilizers, insecticides or similar substances must be in accordance with St. Joseph County Health officials. The site for the garden will be a fixed area of 100' x 60' and will not change. It should be as far away from the well heads as possible, on the far southeast corner. No obstruction of the well field will be tolerated and access must be maintained for Water personnel. The area must remain free from clutter and trash. This will be a 2011 agreement terminated by either party on breach of agreement terms. If the community garden program agreement is terminated due to breach of agreement of terms by the said user of Water Work's land, it will be the responsibility of the Carriage Hills Neighborhood Association and its President to return the property to its original state by grooming and raking in acceptable seed. Engineering agreed with Water Work's recommendation. The Area Plan Commission stated that the location must stay 200' away form the wellhead, according to the Health Department. Favorable Recommendations were received by the Building Department, Code Enforcement, the Fire Department, Community & Economic Development, and the Police Department. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the request was approved subject to Water Work's and Area Plan's restrictions. APPROVAL OF REQUEST TO USE CITY STREET LIGHTS --- INSTALLATION OF BANNERS —EMILY NUFER ENS ENTERPRISES D/B/A FASTSIGNS Mr. Gilot stated that a request was received from Emily Nufer, ENS Enterprises, LLC, for the use of City light poles on Mishawaka Avenue in River Park to hang banners for the River Park Parade from May 16, 2011 to May 20, 2011. Favorable recommendations were received from the Division of Engineering, Building Department and Community & Economic Development. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the request was approved. APPROVAL OF OPEN AIR LICENSE APPLICATION RENEWAL — URBAN GARDEN MARKET Mr. Gilot stated that the Board is in receipt of favorable recommendations from the Division of Engineering, Building Department and Community & Economic Development for an Open Air License Application Renewal for the Urban Garden Market, 2105 Mishawaka Avenue, South Bend, Indiana 46615, with a mailing address of 1524 College Street, South Bend, Indiana 46628. The license is for the sale of fresh produce, peanuts, baked goods and coffee at 1025 North Bendix Drive, which is a vacant lot. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the renewal of the Open Air License was approved. 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He stated he wants to be able to report on the City's progress. Mr. Gilot added it is a little nebulous now until the committee sets goals. He noted if looking at strictly local Minority Business Owner's, the percentage of engineering and architectural firms is very low; it is going to be difficult to do. Mr. Gilot stated he is hoping to ask for higher percentage of participation when going outside of the local area with the thought that there are more MBE and WBE firms in larger cities. 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 10:52 a.m. BOARD OF PUBLIC WORKS F Gary A. Gilot, President Do ald E. Iriks, Member Carl P. Littrell, Member ATTEST: J —Affida M. Martin, Clerk: