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Home My WebLink About06/25/07 Board of Public Works Minutes~.:.~ •~~-~ PUBLIC AGENDA SESSION JUNE 21, 2007 The Public Agenda Session of the Board of Public Works was convened at 10:34 a.m. on Thursday, June 21, 2007, by Board President Gary A. Gilot, with Mr. Donald E. Inks and Mr. Carl P. Littrell present. Also present was Cheryl Greene, Board Attorney. Board of Public Works Clerk Linda Martin presented the Board with a proposed agenda of items presented by the public and by City staff. Board members discussed the following item(s) from that list: ' - Contract -LED Energy Saving Contract Ms. Cheryl Greene, Legal Department, stated this is the final version of the contract with Johnson Controls, Inc. that will be presented to the Common Council for signature. Ms. Greene asked if the Board would prefer to approve it by Resolution. Mr. Gilot stated that would be best. Ms. Greene stated she will draw up a Resolution for the Regular Meeting of June 25, 2007. - Request to Advertise -South Well #5 Mr. Gilot noted the law will change, effective July 1, 2007, on the dollar amount distinguishing a quote from a bid. Since the advertising isn't going to be done for this project until after July, and it is expected to be under $100,000.00, this project could be treated as a quote. Ms. Greene stated she would get with the Controller to discuss what the City's policy will be in regards to the higher limits established by the new law. AWARD BID -PRIMARY EFFLUENT LEVEL TRANSMITTERS (SRFI Mr. Patrick Henthorn, Environmental Services, advised the Board that on June 11, 2007, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Henthorn recommends that the Board award the contract to the lowest responsive and responsible bidder, George E. Booth Co., Inc., 8202 West 10`" Street, Indianapolis, Indiana, in the amount of $18,758.08. Therefore, Mr. Gilot 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 -PRIMARY INFLUENT GATE EQUIPMENT (SRF) Mr. Patrick Henthorn, Environmental Services, advised the Board that on June 11, 2007, bids were received and opened for the above referred to project. Mr. Henthorn noted that two of the submitted bids did not meet the specifications, and were found to be non- responsive. After reviewing the remaining two responsive bids, Mr. Henthorn recommends that the Board award the contract to the lowest responsive and responsible bidder, Rodney Hunt Inc., 46 Mill Street, Orange, Massachusetts, in the amount of $129,078.00. Therefore, Mr. Gilot 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 - PRE-OWNED FOUR-DOOR MID-SIZE AUTOS (FIRE DEPARTMENT/ENGINEERING/LEASE PURCHASE AGREEMENT/WATER WORKS In a letter to the Board, Mr. Lou Grounds, Central Services, advised the Board that on March 26, 2007, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Grounds recommends that the Board award the contract to the lowest responsive and responsible bidder, Gates Chevy World, 4041 South Lafayette Boulevard, South Bend, Indiana 46601, in the amount of $11,600.00 per vehicle for a total of $34,800.00 for three vehicles. Therefore, Mr. Gilot made a motion that the ' recommendation be accepted and the bid be awarded as outlined above. Mr. Littrell seconded the motion, which carried. APPROVAL OF AGREEMENTS/CONTRACT The following Agreements and Contracts were submitted to the Board for approval: ~~ ~.~1 PUBLIC AGENDA SESSION 1 JUNE 21, 2007 TYPE BUSINESS DESCRIPTION AMOUNT MOTION/ SECONDED Intergovernmental United States SR 23 & Douglas TBD Gilot/Littrell Agreement Environmental Road Relocation of Protection Force Main and Agency Operation Incidental to Road Project- Project No. 107-002 Construction HRP Sanitary Sewer $381,451.63 Gilot/Inks Contract Construction Extension on Portage Ratified Road -Project No. 106-080 - (2006 Sewer Bond Letter of 4216 Old Connect Residence TBD Gilot/Littrell Agreement Cleveland Located near Road Wastewater Plant with Cit Water APPROVE TRAFFIC CONTROL DEVICE Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following traffic control device was approved: NEW INSTALLATION: Handicap Accessible Parking Sign LOCATION: 119 South Sheridan REMARKS: All Criteria Has Been Met 1 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 11:50 a.m. AT EST: inda M. Martin, Cle REGULAR MEETING BO/'ACRD OF PUBLIC WORKS ~-"~ Gary A. Gilot, President ~~J~ Carl Littrell, MQembe C D nald E, nks, Member JUNE 25, 2007 The regular meeting of the Board of Public Works was convened at 9:30 a.m. on ' Monday, June 25, 2007, by Board President Gary A. Gilot, with Carl P. Littrell and Mr. Donald E. Inks present. Also present was Board Attorney Cheryl Greene. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the minutes of the regular meeting of the Board held on June 7 and June 11, 2007, were approved. ~~~~ . REGULAR MEETING JUNE 25, 2007 OPENING/AWARD OF BIDS -RIVER PARK NPC PUBLIC WORKS (500 - 700 BLOCKS SOUTH 34 TH STREET) - PROJECT NO. 107-006 (CDBG~ This was the date set for receiving and opening of sealed bids for the above referred to project. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri-County News, which were found to be sufficient. The following bids were opened and publicly read: 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: $184,650.50 NORTHERN CONSTRUCTION SERVICES, CORP. Post Office Box 1299 Niles, Michigan 46120 Bid was signed by: Mr. Daniel J. Kulwicki, Jr. Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $198,488.00 RIETH-RILEY CONSTRUCTION CO., INC. 25200 State Road 23 Post Office Box 1775 South Bend, Indiana 46614 Bid was signed by: Mr. David Dudash Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $229,150.00 WALSH & KELLY. INC. 24358 State Road 23 South Bend, Indiana 46614 Bid was signed by: Mr. Kevin Kelly Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $219,975.00 Upon a motion made by Mr. Littrell, seconded by Mr. Inks, and carried, the above bids were referred to the Engineering and Community Development Departments for review and recommendation. After review of the bids by Engineering and Community Development, Mr. Nichols, Engineering, recommends the Board award the contract to the lowest responsive and responsible bidder, Selge Construction, Inc., in the amount of $184,650.50. 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. 1 1 1 REGULAR MEETING JUNE 25, 2007 4,,, ,,,, .:.3 OPENING OF BIDS -EXTERIOR FACADE REHABILITATION TO THE 101 NORTH MICHIGAN STREET BUILDING -PROJECT NO. 107-031( DOWNTOWN TIF This was the date set for receiving and opening of sealed bids for the above referred to project. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri-County News, which were found to be sufficient. The following bids were opened and publicly read: ZIOLKOWSKI CONSTRUCTION, INC. ' 1005 South Lafayette Boulevard South Bend, Indiana 46601 Bid was signed by: Mr. Bill Favors Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: BASE BID: $912,250.00 1 1 Item Description Quantity Unit Alternate or No. Unit Price Base Bid Stipulated 1 Sum Repair Existing 2° , 3` and 4 1 Stipulated $85,050.00 Alt.l Floor Wood Windows "H", Sum Repair Existing Steel 1 Stipulated $7,650.00 Alt.2 Windows "G" Sum Repair Existing Half-Circle 1 Stipulated ($21,500.00) Alt.3 Windows "A" Sum New Milled Wood Windows 1 Stipulated $40,750.00 to Match Existing in Lieu of Sum Alt. 4 Aluminum - Replacement Windows "B", "K", "J", "L" Remove Existing Steel 1 Stipulated $9,550.00 A1t.5 Windows Noted to Remain Sum Exterior Insulation and Finish 1 Stipulated $119,500.00 Alt. 6 System (As Shown on Sheet Sum A1.5 Remove Embedded Fasteners 1 Each $65.00 Unit (Cut-Nails and Sleeve Cost - 1 Anchors and Patch Unit Cut Out and Replace Missing, 1 Each $28.00 Cost - 2 Cracked or S elled Brick Unit Tuckpoint Brick Masonry 1 /LFT $1.65 Cost - 3 Unit Remove Plaster Parging from 1 /SF $4.50 Cost - 4 Brick Wall Unit Tuckpoint Limestone 1 /FLT $1.75 Cost - 5 Repair/Patch Chipped 1 Each $70.00 Unit Limestone (1 in. or Greater in Cost - 6 Diameter MAJORITY BUILDERS, INC. 62900 US 31 South South Bend, Indiana 46614 Bid was signed by: Mr. Rick Slagle Non-Collusion Affidavit was in order t~ r ~~ REGULAR MEETING JUNE 25.2007 Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: BASE BID: $589,380.00 Item Description Quantity Unit Alternate or Unit Price No. Base Bid Stipulated 1 Sum Repair Existing 2° , 3` and 4` 1 Stipulated $77,550.00 Alt.l Floor Wood Windows "H", Sum «C„ «D„ E„ «F„ Repair Existing Steel 1 Stipulated $9,900.00 Alt.2 Windows"G" Sum Repair Existing Half-Circle 1 Stipulated ($20,160.00) Alt.3 Windows"A" Sum New Milled Wood Windows 1 Stipulated $44,880.00 to Match Existing in Lieu of Sum Alt. 4 Aluminum - Replacement Windows "B", "K", "J", "L" Remove Existing Steel 1 Stipulated $8,800.00 A1t.5 Windows Noted to Remain Sum Exterior Insulation and Finish 1 Stipulated $35,150.00 Alt. 6 System (As Shown on Sheet Sum A1.5 Remove Embedded Fasteners 1 Each $8.20 Unit (Cut-Nails and Sleeve Cost - 1 Anchors and Patch Unit Cut Out and Replace Missing, 1 Each $15.00 Cost - 2 Cracked or Spelled Brick Unit Tuckpoint Brick Masonry 1 /LFT $15.00 Cost - 3 Unit Remove Plaster Parging from 1 /SF $3.00 Cost - 4 Brick Wall Unit Tuckpoint Limestone 1 /FLT $3.00 Cost - 5 Repair/Patch Chipped 1 Each $5.00 Unit Limestone (1 in. or Greater in Cost - 6 Diameter Upon a motion made by Mr. Littrell, seconded by Mr. Inks, and carried, the above bids were referred to the Economic Development and their Architectural Consultant for review and recommendation. 1 1 OPENING OF BID -NEW GOLF COURSE GREENS MOWER - SPEC M (PARKS NON-REVERTING) This was the date set for receiving and opening of sealed bids for the above referred to equipment. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri-County News, which were found to be sufficient. The following bid was opened and publicly read: KENNEY OUTDOOR SOLUTIONS 8420 Zionsville Road Indianapolis, Indiana 46268 Bid was signed by: Mr. John Morris Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Ten percent (10%) Bid Bond was submitted REGULAR MEETING BID: 1 JUNE 25, 2007 hr,r r. s.,, J Year Make Model Unit Price 2007 Toro Greensmaster 3150 $24,000.00 Trade-In 1988 Olathe Leaf ($500.00) Sweeper, Model #166HLS, S/N #ER- 93 Total Cost Less $23,500.00 Trade Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bids were referred to the Parks Department for review and recommendation. OPENING OF BIDS -NEW FOUR WHEEL DRIVE TURF TRACTOR WITH QUICK RELEASE LOADER BUCKET - SPEC N (PARKS NON-REVERTINGI This was the date set for receiving and opening of sealed bids for the above referred to equipment. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri-County News, which were found to be sufficient. The following bids were opened and publicly read: KAUFMAN SONS, INC. 50001 Elm Road Mishawaka, Indiana 46544 Bid was signed by: Mr. David Neff Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Ten percent (10%) Bid Security was submitted RTD: Year Make Model Unit Price 2007 John Deere 4320 Tractor $21,180.00 400x Loader Trade-In 1974 John Deere 301A ($2,680.00) Tractor, Model JD- 301A, S/N#313502T Total Cost Less $18,500.00 Trade Option # Description Cost Total 1 Vendor to state price for pallet B-Box $175.00 $925.00 forks and ballast box optional Forks $750.00 equipment. GILSINGER IMPLEMENT 10209 Iris Road Plymouth, Indiana 46563 r Bid was signed by: Mr. Chris Snyder Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Ten percent (10%) Bid Security was submitted ~ ~,~ REGULAR MEETING JUNE 25, 2007 RTn• Year Make Model Unit Price 2007 John Deere 4320 Compact $20,780.37 Tractor with 4008 Loader Trade-In 1974 John Deere ($1,800.00) Tractor, Model JD- 301A,S/N#3135.02T Total Cost Less $18,980.37 Trade Option # Description Cost Total Vendor to state price for pallet 42"Pallet Forms $635.00 1 forks and ballast box optional Balast Box $156.00 equipment. Total $791.00 WYATT SALES & SERVICE Post Office Box 59 Wyatt, Indiana 46595 Bid was signed by: Mr. Charles Whiteman Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Ten percent (10%) Bid Security was submitted BID: Year Make Model Unit Price 2007 Kioti DK45S $18,900.00 Trade-In 1974 John Deere ($1,000.00) Tractor, Model JD- 301A,S/N#313502T Total Cost Less $17,900.00 Trade Option # Description Cost Total 1 Vendor to state price for Forks $700.00 $1,000.00 pallet forks and ballast box Bog $300.00 optional equipment. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bids were referred to the Parks Department for review and recommendation: 1 1 OPENING OF BIDS -NEW 72" ROTARY MOWER WITH MULCHER KIT -SPEC O (PARKS NON-REVERTING) This was the date set for receiving and opening of sealed bids for the above referred to equipment. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri-County News, which were found to be sufficient. The following bids were opened and publicly read: GILSINGER IMPLEMENT 10209 Iris Road Plymouth, Indiana 46563 Bid was signed by: Mr. Chris Snyder Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Ten percent (10%) Bid Security was submitted REGULAR MEETING BID: 1 JUNE 25.2007 - r.~;~ -a; E. Year Make Model Unit Price 2007 John Deere 1420 Series II $13,956.00 Commercial Front Mower 72" Trade-In 1994 Toro Ground ($1,000.00) Master, Model 30789, S/N#40276 Total Cost Less $12,956.00 Trade KAUFFMAN SONS, INC. 60001 Elm Road Mishawaka, Indiana 46544 Bid was signed by: Mr. David Neff Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Ten percent (10%) Bid Security was submitted BID: 1 Year Make Model Unit Price 2007 John Deere 1420 $13,530.00 Trade-In 1994 Toro Ground ($1,000.00) Master, Model 30789, S/N#40276 Total Cost Less $12,530.00 Trade Upon a motion made by Mr. Littrell, seconded by Mr. Inks, and carried, the above bids were referred to the Parks Department and Central Services for review and recommendation. OPENING/AWARD OF QUOTATIONS -PORTAGE AVENUE STREETSCAPE IMPROVEMENTS IN 800 BLOCK - PROJECT NO. 107-053 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: ORTIZ CONCRETE 530 Pulaski South Bend, Indiana 46619 Quotation was submitted by Mr. Jose Ortiz QUOTATION: $24,445.00 RIETH-RILEY CONSTRUCTION CO., INC. ' 25200 Sate Road 23 Post Office Box 1775 South Bend, Indiana 46634 Quotation was submitted by Mr. David Dudash QUOTATION: $28,153.00 ~" ~" ~ REGULAR MEETING JUNE 25, 2007 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above Quotations were referred to the Engineering and Community Development Departments for review and recommendation. After review of the quotes by Engineering and Community Development, Mr. Rob Nichols, Engineering, recommends that the Board award the contract to the lowest responsive and responsible quoter, Ortiz Concrete, in the amount of $24,445.00. 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. OPENING OF QUOTATIONS -COPY MACHINE FOR WASTEWATER Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referenced equipment. The following Quotations were opened and read: ADAMS REMCO, INC. 2612 Foundation Drive South Bend, Indiana 46628 ni JnTATiON: Class/Item Quanti Descri tion Amount Co ier 1 Savin C3535SPF $9,533.00 IKON OFFICE SOLUTIONS, INC. 230 Catalpa Street, Suite A Mishawaka, Indiana 46545 QUOTATION: Class/Item Quantit Descri tion Amount Copier 1 Ricoh Aficio MP C3500 (1)(3)(4) $7,089.00 Upon a motion made by Quotations were referred recommendation. Mr. Littrell, seconded by Mr. Inks and carried, the above to Environmental Services and Purchasing for review and AWARD BIDS -SALE OF ABANDONED VEHICLES In a letter to the Board, Mr. Gary Libbey, Code Enforcement, advised the Board that on June 11, 2007, bids were received and opened for the above referred to vehicles. After reviewing those bids, Mr. Libbey recommends that the Board award the contract to the highest responsive and responsible bidders as follows. SHIRLEY A. MANTLE Post Office Box 533 Elkhart, Indiana 46515 No. Make of Vehicle Year Bid 11 Gold Oldsmobile Delta 88 1992 $307.98 19 White Oldsmobile Silhouette 1990 $259.95 20 White Chevrolet Suburban 1994 $2,598.75 TOTAL $3,166.68 GERTRUDE STREET U PULL IT 3700 South Gertrude Street South Bend, Indiana 46614 No. Make of Vehicle Year Bid 4 Purple Jeep Cherokee 1997 $365.00 6 Green Ford Taurus 1996 $300.00 1 1 1 -, 1 REGULAR MEETING No. Make of Vehicle Year Bid 7 Silver Buick Skylark 1992 $185.00 8 Gray Cadillac Sedan 1990 $225.00 9 Black Ford EXP 1987 $185.00 10 White Cadillac Sedan 1992 $225.00 14 Blue Toyota Tercel 1992 $175.00 15 Silver Cadillac Sedan 1964 $275.00 16 Blue Cadillac Coup De Ville 1990 $225.00 17 Red Ford Escort 1990 $175.00 21 White Chevrolet Van 1993 $325.00 TOTAL $2,660.00 TERRY'S AUTO SALVAGE 1926 Tamarack Road Walkerton, Indiana 46574 1 No. Make of Vehicle Year Bid 1 Beige Lincoln Town Car 1992 $226.00 2 Gray Mazda MX-6 1989 $208.00 3 Red Jeep Cherokee 1990 $228.00 5 Blue Lincoln Continental 1994 $251.00 12 Purple Chevrolet Cavalier 1995 $235.00 13 Gray Cadillac Sedan De Ville 1992 $214.00 18 White Dodge Intrepid 1997 $203.00 TOTAL $1,565.00 JUNE 25, 2007 Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bids be awarded as outlined above. Mr. Littrell seconded the motion, which carried. AWARD BID -SOUTH MICHIGAN STREET PUBLIC WORKS -PROJECT NO. 107-012 (COIT~ Mr. Rob Nichols, Engineering, advised the Board that on June 11, 2007, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Nichols recommends that the Board award the contract to the lowest responsive and responsible bidder, Walsh and Kelly, Inc., 24358 State Road 23, South Bend, Indiana, in the amount of $113,510.00. 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 -GRANULAR ACTIVATED CARBON (CAPITAL) Mr. John Wiltrout, Water Works, advised the Board that on May 14, 2007, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Wiltrout recommends that the Board award the contract to the lowest responsive and responsible bidder, Calgon Carbon Corporation, 500 Calgon Carbon Drive, Pittsburgh, Pennsylvania, in the amount of $1.142 per pound, with an estimate of 120,000 pounds. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Inks seconded the motion, which carried. AWARD BID -OLIVE STREET & LELAND AVENUE INLET REPLACEMENT - PHASE 2 - PROJECT NO. 107-048B (2007 SEWER BONDI Mr. Jason Durr, Engineering, advised the Board that on June 11, 2007, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Durr recommends that the Board award the contract to the lowest responsive and responsible bidder, Haskins Underground, Inc., 8111 9B Road, Plymouth, Indiana, in the amount of $91,980.00. Therefore, Mr. Inks made a motion that the recommendation be .~, ,y »~..~.. ~~ '~ REGULAR MEETING JUNE 25, 2007 accepted and the quote be awarded as outlined above. Mr. Littrell seconded the motion, which carried. APPROVAL OF REQUEST TO REJECT BID - RIVER CROSSING NO. 5 IMPROVEMENTS - PROJECT NO. 105-017 (2004 SEWER BOND) In a memorandum to the Board, Mr. Jason Durr, Engineering, recommended the only bid received for the above referenced project be rejected. The bid received from HRP Construction, Inc., 5777 Cleveland Road, South Bend, Indiana, for $10,025,890.00 ' exceeds the allocated budget for the project by 300%. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the request to reject bids was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS SOUTH WELL #5 - PROJECT NO. 107-021A (WATER WORKS BOND) In a memorandum to the Board, Mr. John Wiltrout, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET -JUNIPER ROAD MAIN EXTENSION -PROJECT NO. 107-056 WATER WORKS BOND) In a memorandum to the Board, Mr. Ed Herman, Water Works, requested permission to advertise for the receipt of bids for the above referenced project. Also being presented at this time for approval and execution is the Title Sheet. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above request to advertise was approved, and the Title Sheet was approved and signed. APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT -SOUTH BEND CLAY SANITARY TRUNK SEWER DIVISION "A" RIVER CROSSING - C&E EXCAVATING -PROJECT NO. 106-013A (SEWER BONDI Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) indicating that the contract amount be increased by $43,789.10 for a new contract sum, including this Change Order, of $492,918.10. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $492,918.10. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. APPROVAL OF CONTRACTS/AGREEMENTS/PROPOSALS/ADDENDA The following Contracts/Agreements/Proposals/Addenda were presented to the Board for approval: TYPE BUSINESS DESCRIPTION COST MOTION/ CARRIED Construction Ortiz Concrete West Side NPC $190,926.00 Inks/Littrell Contract Public Works - Walnut Street (Western Ave. to Dunham Street) - Project No. 107- 010 CDBG Construction Bancroft Electric, Mishawaka $144,570.00 Inks/Littrell Contract Inc. Streetscapes - Project No. 107- 016 General Fund) Agreement Communication Renewal of Annual $640.00 Inks/Littrell Company Fire Alarm Inspection and Test Agreement for Water Works Grant Youth Service Lincoln Way West $4,352.50/ Inks/Littrell A reement Bureau Commercial Time 1 REGULAR MEETING JUNE 25.2007 r., ~ ~ ~. 1 1 TYPE BUSINESS DESCRIPTION COST MOTION/ CARRIED Corridor Fapade Extension Improvement Matchin Grant Contract South Bend Clinic Portage Avenue $500,000.00 Inks/Littrell Sewer Extension - Project No. 106- 080 Distribution Indiana Michigan South Well Field - $1.00 Gilot/Littrell Easement Power Project No. 107- 021 Agreement McDonald Physical Therapy Unit Prices Gilot/Inks Physical Therapy and/or Subject to & Sports Rehab Occupational Legal Review Center, P.C. Thera Services Agreement Wipperman Fire and Police Unit Prices Gilot/Inks Occupational Department PERF Subject to Health Physicals, and Legal Review Annual Exams Agreement Memorial Center Occupational Unit Prices Gilot/Inks for Occupational Health Program Subject to Health Le al Review Amended Herrman & Goetz Wastewater Inks/Littrell Agreement Generator Maintenance and Service A reement Access Center City Access to property Inks/Littrell Agreement Housing to conduct due diligence in preparation to receive property as a donation. Contract J&L Management Studebaker Area Approve Gilot/Littrell Amendment Corporation A, Demolition Allowances Phase I -Project No. 104-030 ADOPT RESOLUTION NO. 23-2007 - A RESOLUTION OF THE BOARD OF WORKS FOR THE CITY OF SOUTH BEND RATIFYING. CONFIRMING AND APPROVING THE "PERFORMANCE AGREEMENT" WITH JOHNSON CONTROLS. ICN. RELATED. TO A GUARANTEED ENERGY SAVINGS CONTRACT FOR TRAFFICS SIGNALS Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION N0.23-2007 A RESOLUTION OF .THE BOARD OF WORKS FOR THE CITY OF SOUTH BEND RATIFYING, CONFIRMING AND APPROVING THE "PERFORMANCE AGREEMENT" WITH JOHNSON CONTROLS, ICN. RELATED TO A GUARANTEED ENERGY SAVINGS CONTRACT FOR TRAFFIC SIGNALS WHEREAS, in compliance with the requirements of Indiana law including, but not limited to, IC 36-1-12.5, the Board of Public Works ("Board") has taken certain actions as authorized agent to the South Bend Common Council ("Council") including preparation of specifications and evaluation criteria for a Guaranteed Energy Savings Contract, publication of notice as required by IC 36-1-12.5-5 requesting qualified providers to submit proposals, and has opened at a public meeting of the Board those proposals that were received in response to the notice, and has evaluated said proposals; and ~~~ ~. J REGULAR MEETING JUNE 25, 2007 WHEREAS, the Board has heretofore sent its advisory recommendation to the Council that the Council approve an execute an agreement with Johnson Controls, Inc. and has reviewed a proposed form of Guaranteed Energy Savings Contract with Johnson Controls, Inc., the final form of which was subject to negotiation and advice of legal counsel; WHEREAS, a final form of agreement with Johnson Controls, Inc. entitled "Performance Agreement" ("Agreement") has been negotiated and prepared by legal counsel, said Agreement being attached hereto and incorporated herein as Exhibit A; and WHEREAS, the Board has been advised that the Agreement meets the legal requirements of IC 36-1-12.5 and is in the best interests of the City; and WHEREAS, the Board desires to ratify and affirm the changes that have been negotiated into the final form of Agreement; and WHEREAS, the Board acknowledges that the Agreement is subject to final approval by the Council. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, that: Section 1. The changes that have been negotiated and incorporated into the Performance Agreement with Johnson Controls, Inc. in the final form of said Agreement that is attached hereto as ExhibitA are hereby in all respects ratified, confirmed and approved. Section 2. This Resolution shall be in full force and effect after its adoption by the Board of Public Works. , ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana held on June 25, 2007, at 1308 County-City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. CITY OF SOUTH BEND . BOARD OF PUBLIC WORKS s/Gary Gilot s/Carl Littrell s/Don Inks ATTEST: s/Linda Martin, Clerk APPROVAL OF STREET CLOSURES AND PROCESSIONS The following street closures and processions were presented to the Board for approval. It was noted that favorable recommendations were received from the appropriate departments. SPONSOR EVENT LOCATION DATE/TIME MOTION/ CARRIED Bistro on The Street Closure/ "Dig Niles Avenue June 29, 2007/ Inks/Littrell Race It" Music Festival from Cedar to 5:00 p.m.- Crescent 10:00 .m. Holiday Drive Street Closure/Holiday Holiday July 14, 2007 / Inks/Littrell Drive Block Party Drive 4:00 p.m. - between 7:00 p.m. Colfax and Wilson Streets Shawanna Street Closure/ Haney Street July 7, 2007/ Littrell/Inks Butler Graduation between Rush 3:00 p.m. - Celebration Block and Marietta 8:00 p.m. 1 1 1 1 REGULAR MEETING JUNE 25.2007 ~. SPONSOR EVENT LOCATION DATE/TIME MOTION/ CARRIED P Pam Macri Street Closure/ Block Cedar Street July 4, 2007/ Inks/Littrell Party between 4:00 p.m. - Ironwood and 10:00 p.m. Co uillard Tasha Tyce Street O'Brien June 16, Inks/Littrell/ Closure/Graduation Street 2007/4:00 Ratified between p.m. -8:00 Keller and p.m. Bulla James Street ClosureBack to Park Lane August 13, Inks/Littrell Madison School Night/Hot from 2007/5:00 Primary Dogs in the Park Lafayette to p.m. - 7:00 Center Main .m. Mia Copeland Street Closure/ 4 of North July 4, 2007/ Inks/Littrell/ July Celebration Party College from 8:00 a.m. - Block Party Bulla to 11:00 p.m. Only/ Elwood Subject to Closing at 10:00 .m. Garden Place Street Closure/ Garden Garden Place July 4, 2007/ Inks/Littrell Place Party Cul-de-Sac 4:00 p.m. - from North 8:00 p.m. Albert Avenue Wooded Street Closure/4` of Howard from July 4, 2007/ Inks/Littrell Estates July Parade White Oak to 10:00 a.m. - Nei hborhood Oak Ride 12:00 .m. Yolanda Street Closure/ Open Bailey Court June 30, Inks/Littrell Washington House/House from 2007/4:00 Warming Irvington to p.m. - 7:00 Locust Road .m. Wooded Street Closure/Wooded Black Oak June 28, Inks/Littrell Estates Estates Ice Cream between Oak 2007/Raindate Social Park Drive June 29, 2007/ and 5:00 p.m. - Scottswood 8:00 p.m. Drive College Procession/2007 Jefferson July 21, 2007/ Inks/Littrell Football Hall Enshrinement Festival Street to 7:00 a.m. - ofFame Parade Michigan 11:00 a.m. Street to Colfax Avenue to Niles Avenue Knights of Street Closure/"Stayin' Washington July 7, Gilot/Littrell Columbus Afloat" Fundraiser for from HiII to 2007/7:00 Subject to Suicide Prevention and Niles and a.m. - 11:00 Closing by Awareness North/South p.m. 10:00 p.m. Alleyway on Washin on Notre Dame EncroachmentJPortable 210 South Denied/ Credit Union Sign Michigan Inks/Littrell Street/Notre Dame Credit Union APPROVE IRREVOCABLE LETTER OF CREDIT: Mr. Tony Molnar, Division of Engineering, submitted the following irrevocable Letter of Credit to the Board and recommended approval: n NJ REGULAR MEETING JUNE 25, 2007 IRREVOCABLE STANDBY LETTER OF CREDIT NO. SCL011972 ISSUED BY: National City Bank FOR: Tampico Development AMOUNT: $25,400.00 EXPIRES: November 30, 2007 IMPROVEMENT: Staffordshire Estates, Section Two IRREVOCABLE STANDBY LETTER OF CREDIT NO. 70-0029710 ISSUED BY: MFB FOR: Jose Ortiz/dba Ortiz Concrete AMOUNT: $190,000.00 EXPIRES: September 7, 2007 -Approved Subject to Project completion date being honored as before September 7, 2007. IMPROVEMENT: WS NPC/Oliver Street Gateway, Project No. 107-010 Mr. Gilot made a motion that the Letter of Credit, as outlined above, be approved. Mr. Littrell seconded the motion, which carried. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the following traffic control devices were approved: NEW INSTALLATION: Handicapped Accessible Parking Sign LOCATION: 2730 Prast Boulevard REMARKS: All Criteria Has Been Met NEW INSTALLATION: Handicapped Accessible Parking Sign LOCATION: 929 E. Irvington REMARKS: All Criteria Has Been Met FILING OF SAFETY REPORT -DEPARTMENT OF PUBLIC WORKS The Division of Equipment Services submitted their Safety Reports for the month of May. This report reflects injuries/accidents for the month and provide for a comparison. There being no further discussion, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the report was accepted and filed. FILING OF MONTHLY AND PERFORMANCE MEASURE REPORT - DEPARTMENT OF PUBLIC WORKS The Department of Equipment Services submitted their Monthly and Performance Reports for the month of March 2007. There being no further discussion, upon a motion , made by Mr. Inks, seconded by Mr. Littrell and carried, the monthly report was accepted and filed. FILING OF CERTIFICATES OF INSURANCE Upon a motion made by Mr. Inks, seconded by Mr. Littrell, and carried, the following Certificates of Insurance were accepted for filing: Circle Lumber Inc.; Circle Corp dba Signature Home ATIMA Circle Corp dba Craig Taelman Custom Homes ATIMA South Bend, Indiana REGULAR MEETING JUNE 25, 2007 ~ r. ~- ~s J t Kropp Fire Protection, Inc. South Bend, Indiana APPROVE AND/OR RELEASE CONTRACTOR AND EXCAVATION BONDS Mr. Anthony Molnar, Engineer, Division of Engineering, recommended that the following Contractor and Excavation Bonds be approved as follows: 1 BOND OF CONTRACTOR Residential Building & Concrete Specialists Approved June 8, 2007 Pursuant to Resolution 100-2000 BOND OF EXCAVATION Fortuna Excavating, Inc. Approved June 14, 2007 Pursuant to Resolution 100-2000 Hoosier Equipment Service, Inc. Delta Environmental Consultants, Inc. Released Effective June 25, 2007 Released Effective June 25, 2007 Mr. Gilot made a motion that the recommendation be accepted and that the Bonds be approved and/or released as outlined above. Mr. Littrell seconded the motion, which carried. APPROVE CLAIMS Mr. Gilot stated that the following claims were submitted to the board for approval: 1 Name Amount of Claim Date Cit of South Bend $2,305,419.71 June 11, 2007 Cit of South Bend $2,150,087.08 June 18, 2007 St. Jose h County Housing Consortium $663.94 May 29, 2007 St. Jose h Count Housin Consortium $2,297.46 Ma 29, 2007 St. Jose h Count Housin Consortium $7,758.34 Ma 29, 2007 St. Jose h Coun Housin Consortium $4,388.29 Ma 29, 2007 St. Jose h Coun Housin Consortium $81.52 Ma 31, 2007 St. Jose h Coun Housin Consortium $89.00 Ma 31, 2007 St. Jose h County Housing Consortium $92.37 May 31, 2007 St. Jose h Count Housin Consortium $992.50 Ma 31, 2007 St. Jose h Count Housin Consortium $3,007.59 June 1, 2007 St. Jose h Coun Housin Consortium $1,138.00 June 4, 2007 Mr. Littrell made a motion that the claims be approved and the reports as submitted be filed. Mr. Inks seconded the motion, which carried. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Gilot seconded by Mr. Inks and carried, the meeting adjourned at 10:23 a.m. 1 ATT ST: c.e2A-- C~h~~ i da M. Martin, Clerk BOARD OF P/U~B,/L`IJC QW~O-R~KS Gary A. Gilot, President