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HomeMy WebLinkAbout07/23/07 Board of Public Works MinutesPUBLIC AGENDA SESSION JULY 19, 2007 The Public Agenda Session of the Board of Public Works was convened at 9:05 a.rri. on July 19, 2007, by Board President Gary A. Gilot, with Mr. Carl P. Littrell and Mr. Donald E. Inks present. Also present was Board Attorney Cheryl Greene. Board of Public Works Clerk Linda Martin presented the Board with a proposed agenda of items presented by the public and by City Staff. AGENDA ITEMS ADDED - Contract - Kaser's Auction Service -Liquidation of Vehicles and Equipment -Central Services Board members discussed the following item(s) from that list. - Safety Reports -Central Services Mr. Lou Grounds presented his divisions Safety Report for the month of June. - Monthly and Performance Goals Reports -Central Service and Environmental Services Mr. Lou Grounds, Central Services and Mr. Al Greek, Environmental Services, presented their respective Monthly and Performance Goals reports. - Street Closure -Roll Bounce Back to School Block Party Ms. Kewanna Lewis requested the Board's approval of her Roll Bounce Back to School Block Party on August 11, 2007, on Bowman Street from Miami to Marine Streets. Mr. Gilot noted the Police Department had responded with concerns of injuries due to skateboarding and skating with loud music playing, and they are concerned about rival gangs showing up and fights breaking out. Ms. Lewis stated she had the same concerns and was working on getting Police officers to work her event for security. Mr. Gilot stated the Board would not act on her request until Monday's regular meeting, at which time she needed to present proof of Police support for her event. He noted the Board of Works would not vote against the Police Department's request. - Site Access Agreement Ms. Liz Maradik, Community and Economic Development, requested the Board approve the Site Access Agreement between Hull and Associates, Inc. and the property owner at 821 Portage Avenue to conduct petroleum environmental investigation and/or remediation. Mr. Littrell noted it was not necessary to prepare an agreement for the Board's approval; all that was needed was permission from the property owner. Ms. Greene stated for future reference, there was no need for the Board of Public Works to act on these requests. APPROVAL OF CONTRACT/AGREEMENT The following Contract and Agreement were submitted to the Board for approval: 1 TYPE BUSINESS DESCRIPTION AMOUNT MOTION/ SECONDED Contract Kaser's Liquidation of Vehicles 5% Commission Inks/Littrell Auction and Equipment - Service Central Services Agreement Hull and Site Access for Gilot/Inks Associates Petroleum Remediation Grant Program (Medical TIF APPROVAL OF STREET CLOSURES/PROCESSIONS The following street closures and processions were presented for approval: Sponsor Description Date/'I'ime Location Motion Carried Kingdom Life Neighborhood July 21, 2007; Lindsey from Inks/ Littrell Christian Block Party 10:00 a.m. - Sherman to Cathedral 3:00 .m. Allen PUBLIC AGENDA SESSION JULY 19, 2007 cam. 3 New Horizons Broken July 21, 2007; Mayflower to Inks/Littrell Outreach Shackles Youth 2:30 p.m. - 3:30 Washington to Ministry Empowerment p.m. Clearview to Walk Greenleaf to Summit - Approved for City of South Bend Streets Onl BOARD PRESIDENT EXCUSED Mr. Gilot needed to excuse himself from further proceedings at 9:50 a.m. to attend a budget meeting. The meeting proceeded with Mr. Littrell and Mr. Inks present. RECESS AND RECONVENE Mr. Inks made a motion to recess the meeting at 10:19 a.m., and reconvene at 10:30 a.m. for the opening of bids. Mr. Littrell seconded the motion and the members took a recess until 10:30 a.m., when the meeting was reconvened. OPEN AND AWARD OF BID -JUNIPER ROAD WATER MAIN EXTENSION - PROJECT NO. 107-056 (WATER WORKS BOND 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 COMPANY INC. 2833 South 11 Street Niles, Michigan 49120 Bid was signed by: Mr. James Boyles Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: Base Bid: $225,430.40 Alternate A Bid: $ 66,700.00 Alternate B Bid: $113,455.00 C&E EXCAVATING, INC. 53767 C.R. 9 North Elkhart,IN 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: Base Bid: $239,310.60 Alternate A Bid: $106,140.00 Alternate B Bid: $118,115.00 RIETH-RILEY CONSTRUCTION COMPANY, INC. P.O. BOX 1775 South Bend, Indiana 46634 Bid was signed by: Mr. Christopher L. Weinkauf Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted 1 1 1 PUBLIC AGENDA SESSION BID: Base Bid: $326,350.00 Alternate A Bid: $129,340.00 Alternate B Bid: $213,290.00 HRP CONSTRUCTION INC. 5777 Cleveland Road P.O. Box 266 South Bend, Indiana 46624-0266 Bid was signed by: Mr. Paul J. Fallon Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: Mr. Littrell made a motion, seconded by Mr. Inks and carried, to award the Bid to the lowest responsive and responsible bidder recommended by Mr. Dave Tungate, Water Works. After reviewing those bids, Mr. Tungate recommends that the Board award the contract to the lowest responsive and responsible bidder, Selge Construction, 2833 South 11th Street, Niles, Michigan for a Base Bid of $225,430.00. Base Bid: $321,395.80 Alternate A Bid: $152,540.00 Alternate B Bid: $199,800.00 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bids were referred to the Water Works Department and their Consultant for review and recommendation. 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 11:10 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President ~~ Carl .Littrell, Member Do ald E. Inks, Mem er 1 EST: . i ida M. Martin, Cle k REGULAR MEETING j ~, JULY 19.2007 JULY 23.2007 The regular meeting of the Board of Public Works was convened at 10:33 a.m. on July 23, 2007, by Board President, Gary A. Gilot, with Mr. Carl P. Littrell and Mr. Donald E. Inks present. Also present was Board Attorney Cheryl Greene. n~0 ti~ REGULAR 1VIEETING JULY 23.2007 AGENDA ITEMS ADDED AND DELETED Upon a motion made by Mr. Gilot and seconded by Mr. Inks and carried, item number six (6), Award Quote for Preventative Maintenance for HVAC System at Wastewater was removed from the agenda and the following items were added to the agenda: - Addendum -Ken Herceg and Company -Miami Road - Final Payment, Retainage Release, and Setttlement - J&L - Resolutiori No. 28-2007 APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Littrell, seconded by Mr. Inks, and carried, the minutes of the agenda session, and regular meetings of the Board held on July 5, and 9, 2007, were approved. OPENING OF BIDS - HUEY/ADAMS STORM SEWER EXTENSION -PROJECT NO. 106-058 (2007 SEWER BOND) 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. Mr. Littrell advised the Board the Notice to Bidders mistakenly stated the bids would be opened at 10:00 a.m., so at 10:00 a.m. the following bids were opened and publicly read: OSELKA CONSTRUCTION COMPANY Post Office Box 253 Union Pier, Michigan 49129 Bid was signed by: Mr. David P. Wolf Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted Bid Amount: $606,691.15 HERRMAN & GOETZ, INC. DBA UNDERGROUND SERVICES 225 South Lafayette Boulevard South Bend, Indiana 46601 Bid was signed by: Mr. Thomas J. Herrman Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted Bid Amount: $667,937.80 HRP CONSTRUCTION, INC. 5777 Cleveland Road Post Office 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 Amount: $569,582.25 C&E EXCAVATING, INC. 53767 County Road 9 Elkhart, Indiana 46514 Bid was signed by: Mr. Ed Bessinger Non-Collusion Affidavit was in order REGULAR MEETING JULY 23, 2007 ~ ~ .~ Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted Bid Amount: $664,850.70 SELGE CONSTRUCTION CO. INC. 2833 South 11 Street ' Niles, Michigan 49120 Bid was signed by: Mr. James Boyles Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted Bid Amount: $626,866.20 RIETH-RILEY CONSTRUCTION CO., INC. 25200 State Road 23 Post Office Box 1775 South Bend, Indiana 46634 Bid was signed by: Mr. Christopher Weinkauf Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted Bid Amount: $551,991.00 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bids were referred to the Engineering Department and their Consultant for review and recommendation. OPENING OF BIDS -SOUTH WELL NO. 5 INSTALLATION - 300 WEST SHERWOOD - PROJECT NO. 107-021A (WATER WORKS BONDI 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: LAYNE NORTHERN 3126 North Martin Luther King Jr. Boulevard South Bend, Indiana 46601 Bid was signed by: Mr. Timothy Harmer Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted Bid Amount: $246,000.00 NATIONAL WATER SERVICE, LLC 524 Northeast Third Street Post Office Box 230 Paoli, Indiana 47454 Bid was signed by: Mr.tWilliam Reynolds Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted Bid Amount: $158,369.00 ~~ ~.~; 2 REGULAR MEETING JULY 23.2007 PEERLESS-MID WEST. INC. 55860 Russell Industrial Parkway Mishawaka, Indiana 46545 Bid was signed by: Mr. J.R. Williams Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted It was noted that Layne Northern's bid was delivered at 9:44 a.m. However, Mr. Tim Harmer, Layne Northern, telephoned the office of the Board of Public Works at 9:30 a.m. to inform them that he was stuck in traffic due to construction. The Board discussed the late delivery and their ability to make an exception due to the special circumstances regarding the delivery. Mr. Harmer stated that he had no contact with anyone that was present when the other bids were read. Mr. Gilot made a motion that since there was no advantage to Layne Northern, the Board would accept the bid. Mr. Inks seconded the motion which carried. Bid Amount: $147,832.00 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bids were referred to Water Works 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 referred to 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: MR. CHRIS MONJEAU 2109 Berkley Place South Bend, Indiana 46616 BID: No. Description Year Bid 1 Silver Mazda 929 1989 $125.00 2 Pu le Cadillac Sedan 1994 $145.00 3 Gra Nissan GXE 1994 $100.00 4 Tan Cadillac Sedan DeVille 1989 $100.00 5 Gold Lincoln Town Car 1990 $140.00 6 Pu le Pontiac Grand Am 1993 $110.00 7 Silver/Blue Lincoln Town Car 1992 $125.00 8 Black Cadillac Brou ham 1987 $125.00 9 Gra Subaru GL-10 1987 $120.00 10 P le Pontiac Bonneville 1999 $125.00 11 Gra /Panel Chevrolet Ca rice 1986 $150.00 12 Blue Cadillac Sedan DeVille 1987 $150.00 13 White Geo Metro 1994 $100.00 14 Black Lincoln Mark VII 1992 $125.00 15 Red Ford Ex lorer 1991 $135.00 16 Red Oldsmobile Achieva 1997 $140.00 17 Green Pontiac Grand Prix 1997 $140.00 18 Gra Cadillac Sedan 1989 $125.00 19 Gra Buick Park Avenue 1994 $140.00 20 Blue Oldsmobile Cutlass 1986 $125.00 21 Gra Chevrolet Astro 1988 $135.00 22 Tan Dod e Caravan 1992 $125.00 23 Silver Dod e 1500 1995 $125.00 1 1 1 MR. HALTON WEST r, ~, r] REGULAR MEETING JULY 23, 2007 '' " J 1 1 Post Office Box 4722 South Bend, Indiana 46614 BID: No. Description Year Bid 9 Gra Subaru GL-10 1987 $250.00 16 Red Oldsmobile Achieva 1997 $325.00 17 Green Pontiac Grand Prix 1997 $325.00 TERRY'S AUTO SALVAGE 1926 Tamarack Road Walkerton, Indiana 46574 BID: No. Description Year Bid 1 Silver Mazda 929 1989 $208.00 2 P le Cadillac Sedan 1994 $308.00 3 Gra Nissan GXE 1994 $203.00 4 Tan Cadillac Sedan DeVille 1989 $176.00 5 Gold Lincoln Town Car 1990 $208.00 6 P le Pontiac Grand Am 1993 $160.00 7 Silver/Blue Lincoln Town Car 1992 $208.00 8 Black Cadillac Brou ham 1987 $195.00 9 Gra Subaru GL-10 1987 $208.00 10 P le Pontiac Bonneville 1999 $358.00 11 Gra /Panel Chevrolet Ca rice 1986 $2083.00 12 Blue Cadillac Sedan DeVille 1987 $176.00 13 White Geo Metro 1994 $145.00 14 Black Lincoln Mark VII 1992 $204.00 15 Red Ford Ex lorer 1991 $208.00 16 Red Oldsmobile Achieva 1997 $265.00 17 Green Pontiac Grand Prix 1997 $388.00 18 Gra Cadillac Sedan 1989 $167.00 19 Gra Buick Park Avenue 1994 $248.00 20 Blue Oldsmobile Cutlass 1986 $147.00 21 Gra Chevrolet Astro 1988 $175.00 22 Tan Dod e Caravan 1992 $203.00 23 Silver Dod e 1500 1995 $251.00 MR. RON NORBURG 61387 Timberlane Drive Jones, Michigan 49061 BID: No. Description Year Bid 13 White Geo Metro 1994 $150.00 MR. HUMBERTO DEL REAL 433 South Jackson Street South Bend, Indiana 46619 BID: No. Description Year Bid 3 Gra Nissan GXE 1994 $50.00 13 White Geo Metro 1994 $25.00 17 Green Pontiac Grand Prix i 997 $500.00 ~~~ ~~ REGULAR MEETING JULY 23, 2007 MR. GREG ETTL Pos Office Box 2384 South Bend, Indiana 46680 BID: No. Description Year Bid 10 P le Pontiac Bonneville 1999 $130.00 17 Green Pontiac Grand Prix 1997 $310.00 23 Silver Dod e 1500 1995 $125.00 GERTRUDE STREET METAL RECYCLING 3700 South Gertrude Street South Bend, Indiana 46614 BID: No. Description Year Bid 1 Silver Mazda 929 1989 $178.50 2 P le Cadillac Sedan 1994 $178.50 3 Gra Nissan GXE 1994 $178.50 4 Tan Cadillac Sedan DeVille 1989 $178.50 5 Gold Lincoln Town Car 1990 $202.50 6 Pu le Pontiac Grand Am 1993 $178.50 7 SilverBlue Lincoln Town Car 1992 $178.50 8 Black Cadillac Brou ham 1987 $178.50 9 Gra Subaru GL-10 1987 $178.50 10 P le Pontiac Bonneville 1999 $202.50 11 Gra /Panel Chevrolet Ca rice 1986 $178.50 12 Blue Cadillac Sedan DeVille 1987 $178.50 13 White Geo Metro 1994 $178.50 14 Black Lincoln Mark VII 1992 $178.50 15 Red Ford Ex lorer 1991 $178.50 16 Red Oldsmobile Achieva 1997 $202.50 17 Green Pontiac Grand Prix 1997 $202.50 18 Gra Cadillac Sedan 1989 $178.50 19 Gra Buick Park Avenue 1994 $178.50 20 Blue Oldsmobile Cutlass 1986 $178.50 21 Gra Chevrolet Astro 1988 $178.50 22 Tan Dod e Caravan 1992 $178.50 23 Silver Dod e 1500 1995 $202.50 I.A.P. 3300 South Main Street South Bend, Indiana 46614 BID: No. Description Year Bid 1 Silver Mazda 929 1989 $300.00 2 Pu le Cadillac Sedan 1994 $300.00 3 Gra Nissan GXE 1994 $300.00 4 Tan Cadillac Sedan DeVille 1989 $300.00 5 Gold Lincoln Town Car 1990 $300.00 6 P le Pontiac Grand Am 1993 $300.00 7 SilverBlue Lincoln Town Car 1992 $300.00 1 1 1 '~ ~" 5 REGULAR MEETING JULY 23, 2007 '' " 1 No. Description Year Bid 1 Silver Mazda 929 1989 $300.00 8 Black Cadillac Brou ham 1987 $300.00 9 Gra Subaru GL-10 1987 $300.00 10 Pu le Pontiac Bonneville 1999 $300.00 11 Gra /Panel Chevrolet Ca rice 1986 $300.00 12 Blue Cadillac Sedan DeVille 1987 $300.00 13 White Geo Metro 1994 $300.00 14 Black Lincoln Mark VII 1992 $300.00 15 Red Ford Ex lorer 1991 $300.00 16 Red Oldsmobile Achieva 1997 $300.00 17 Green Pontiac Grand Prix 1997 $300.00 18 Gra Cadillac Sedan 1989 $300.00 19 Gra Buick Park Avenue 1994 $300.00 20 Blue Oldsmobile Cutlass 1986 $300.00 21 Gra Chevrolet Astro 1988 $300.00 22 Tan Dod e Caravan 1992 $300.00 23 Silver Dod e 1500 1995 $400.00 MS. SUSANA LAGUNAS 2205 South Lafayette Boulevard South Bend, Indiana 46613 BID: No. Description Year Bid 17 Green Pontiac Grand Prix 1997 $60.00 ' 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. OPENING OF QUOTATIONS - WORTHING DRIVE SEWER MANHOLE INSTALLATION - PROJECT NO. 107-058 (2007 SEWER BOND) 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: HERRMAN & GOETZ, INC. DBA/UNDERGROUND SERVICES 225 South Lafayette Boulevard South Bend, Indiana 46601 Quotation was submitted by Mr. Thomas J. Hernnan QUOTATION: $21,315.00 NIEZGODSHI PLUMBING. INC. 232 North Mayflower Road South Bend, Indiana 46619 Quotation was submitted by Mr. David Niezgodski QUOTATION: $11,300.00 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above Quotations were referred to Engineering for review and recommendation. `z~ '(-j REGULAR MEETING JULY 23, 2007 ~:. ~..; :, OPENING OF QUOTATION - 129 SOUTH MICHIGAN STREET INTERIOR DEMOLITION - PROJECT NO. 107-064 Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referenced project. The following Quotation was opened and read: CASTEEL CONSTRUCTION CORP. 23186 West Ireland Road South Bend, Indiana 46614 Quotation was submitted by Mr. R.V. Casteel QUOTATION: $6,630.00 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above Quotation was referred to Community and Economic Development for review and recommendation. OPENING AND AWARD OF QUOTATIONS - OUIMBY STREET SIDEWALK REPLACEMENT - PROJECT NO. 107-055 (GOOD NEIGHBORS/GOOD NEIGHBORHOODSI 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: WALSH & KELLY, INC. 24358 State Road 23 South Bend, Indiana 46601 Quotation was submitted by Mr. Kevin Kelly QUOTATION: $54,025.00 MCINTYRE JONES, INC. 2522 West Sixth Street Mishawaka, Indiana 46544 Quotation was submitted by Ms. Kelly Healey QUOTATION: $35,690.75 L.L. GEANS CONSTRUCTION CO. 1923 North Home Street Mishawaka, Indiana 46545 Quotation was submitted by Mr. Rocky Geans QUOTATION: $74,130.00 530 Pulaski South Bend, Indiana 46619 Quotation was submitted by Mr. Jose Ortiz QUOTATION: $49,060.00 1 1 1 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above Quotations were referred to Engineering for review and recommendation. REGULAR MEETING JULY 23.2007`, ~, After reviewing those bids, Mr. l;arl Littrell, Engineering, recommends that the Board award the contract to the lowest responsive and responsible bidder, McIntyre Jones, Inc., 2522 West Sixth Street, Mishawaka, Indiana 46544, in the amount of $35,690.75 subject to checking the correctness of the math of the quote, and the availability of Good Neighbors/Good Neighborhoods Curb and Sidewalk funding. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the quote be awarded as outlined above. Mr. Inks seconded the motion, which carried. ' AWARD BID -EMBEDDED SENSOR CSO MONITORING PROJECT PHASE I - PROJECT 107-036 (SEWER BOND) Mr. Patrick Henthorn, Environmental Services, advised the Board that on July 9, 2007, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Henthorn recommends the Board award the contract to the lowest responsive and responsible bidder, Oselka Construction Company, P.O. Box 253, Union Pier, Michigan, 49129, in the amount of $1,290,920.00. Therefore, Mr. Littrell 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 -GOLF COURSE GREENS MOWER (GOLF NON-REVERTING Mr. Matt Chlebowski, Central Services, advised the Board that on June 25, 2007, bids were received and opened for the above referred to equipment. After reviewing those bids, Mr. Chlebowski recommends the Board award the contract to the lowest responsive and responsible bidder, Kenny Outdoor Solutions, 8420 Zionsville Road, Indianapolis, Indiana 46268, in the amount of $23,500.00. Therefore, Mr. Gilot made a motion the recommendation be accepted and the bid be awarded as outlined above. Mr. Littrell seconded the motion, which carried. AWARD BID - 72" ROTARY MOWER WITH MULCHER KIT (GOLF NON- REVERTING) Mr. Matt Chlebowski, Central Services, advised the Board that on June 25, 2007, bids were received and opened for the above referred to equipment. After reviewing those bids, Mr. Chlebowski recommends the Board award the contract to the lowest responsive and responsible bidder, Kauffman Sons, Inc., 60001 Elm Road, Mishawaka, Indiana 46544, in the amount of $12,530.00. 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 - LINCOLNWAY WEST LIGHTING (LAFAYETTE TO MARTIN LUTHER KING, JR., DRIVE - PROJECT NO. 107-015 (COIT) Mr. Rob Nichols, Engineering, advised the Board that on June 25, 2007, bids were received and opened for the above referred to Project. After reviewing those bids, Mr. Nichols recommends the Board award the contract to the lowest responsive and responsible bidder, Martell Electric, LLC, 1904 North Kenmore Street, South Bend, Indiana, in the amount of $144,031.50. 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. APPROVE CHANGE ORDER - BLACKTHORN GOLF COURSE BUNKER RENOVATION - PROJECT NO. 106-078 (BLACKTHORN TIFF Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 2 on behalf of Ryan Incorporated Central, Post Office Box 206, Janesville, Wisconsin 53547, indicating that the Contract amount be decreased by $1,523.00 for a new Contract sum ' including this Change Order in the amount of $273,546.00. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Change Order was approved. APPROVE PROJECT COMPLETION AFFIDAVIT - BLACKTHORN GOLF COURSE BUNKER RENOVATION - PROJECT NO. 106-078 (BLACKTHORN TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Ryan Incorporated Central, Post Office Box 206, Janesville, Wisconsin 53547, for the above referenced project, indicating a final cost of $273,546.00. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Project Completion Affidavit was approved. REGULAR MEETING r;r,~ ~~ JULY 23, 2007 APPROVAL OF AGREEMENTS/CONTRACTS 1PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were presented to the Board for approval: TYPE BUSINESS DESCRIPTION COST MOTION/ CARRIED Construction Walsh & Kelly South Michigan $113,510.00 Inks/Littrell Contract Street Public Works - Project No. 107- 012 COIT Construction Kaser-Spraker Railroad Bridge $409,000.00 Littrell/Inks Contract Construction, Inc. Aesthetic Enhancement Phase II -Project No. 106-033A Trans o Construction Calgon Carbon Supply Granular Unit Gilot/Inks Contract Corporation Activated Carbon Price/$1.142 and per pound Absorption/Filtratio n Services -Project No. 107-037 (Water Works Revenue Construction Haskins Olive Street & $91,980.00 Inks/Littrell Contract Underground, Leland Avenue Inc. Inlet Replacement, Phase II -Project No. 107-048B (2007 Sewer Bond) Addendum South Bend Additional Police $25,000.00 Inks/Littrell Police Patrols for Lincoln De artment Wa West Corridor Service Creditron Maintenance $9,242.80 Inks/Littrell Agreement Corporation Contract for Water Works Payment Processin Machine License Group 1 Software Water Works $8,069.00 Gilot/Littrell Agreement and Postage Machine Addendum .License Agreement DLZ Indiana, Michigan Street, S- $245,250.00 Gilot/Inks LLC Curve Removal (Medical TIF Encroachment Niles/Washington East Washington Gilot/Littrell Easement LP (Holladay Street Agreement Properties) Improvements - Easement Related to Public Improvements Constructed in the North/South Alley North of East Washin on Street Proposal for Wightman Petrie Main Street $12,100.00 Inks/Littrell Professional Properties -Phase I Services and Environmental Review for 13 Properties in the Main-Lafayette Crossover Project 1 1 1 REGULAR MEETING JULY 23, 2007 `' "~ 1 1 TYPE BUSINESS DESCRIPTION COST MOTION/ CARRIED Area (2006 CIP Funds Agreement for Downtown South Provision of $225,000.00 TABLED Services Bend, Inc. Services Promoting Inks/Littrell and Supporting Downtown Businesses and Visitors EDIT) Easement American Electric Cleveland Road Inks/Littrell Agreement Power Well Field -Project No. 107-023 - Power Pole Easement Agreement Industrial City administers a Base fee Inks/ Littrell Revolving Fund revolving loan fund $56,750.00 of South Bend for the IRF for 2007;p1us $1,695.00 per loan application processed and $495.00 per loan closed. Agreement Century Center City of South Bend $0 Littrell/Inks to act as agent for Maintenance Contracts for Centu Center Supplemental Ken Herceg & Miami Road $146,004.00 Gilot/Littrell Agreement Associates, Inc. Widening Project No. 98-82 LRSA Final J&L Management Studebaker Area A $370,900.00 Gilot/Inks Payment/Relea Corporation Demolition Phase 1 se of Retainage -Project No. 107- 030 COIT, HUD APPROVE CONTRACT - SALE OF PERSONAL PROPERTY AT PUBLIC AUCTION Mr. Gilot advised that the Police Department has submitted a Contract for the sale of the above noted items by Kaser's Auction Service, for eight percent (8%) commission for the Board's approval. It was noted by Mr. Gilot the Board had approved an auction contract for equipment with Kaser's at the Agenda session for only five percent (5%) commission. Therefore, Mr. Gilot made a motion the Contract be approved subject to review by the Police and Purchasing Departments as to why there was a difference in commission. Mr. Inks seconded the motion, which carried. Mr. Phil Custard, Purchasing, spoke to Mr. Kaser, Kaser's Auction Service, and explained that the anticipated revenue generated by the two sales was expected to be approximately $25,000.00 to $45,000.00 less on the personal property sale, so they needed to charge a higher percentage to cover their expenses. Based on this information, Mr. Gilot submitted a memo confirming the motion to approve the Contract with Kaser's Auction Service, Mr. Littrell and Mr. Inks concurred, by memo. APPROVAL OF STREET CLOSURES/PROCESSIONS/TRAFFIC RESTRICTIONS The following street closures, processions, and traffic restrictions were presented to the Board for approval. It was noted that favorable recommendations were received from the appropriate departments. k: ~ 0 REGULAR MEETING JULY 23.2007 SPONSOR EVENT LOCATION DATE/TIME MOTION/ CARRIED WBYT Traffic Restrictions/ 4-H Fair September Littrell/Inks (B 100) B 100 Birthday Grounds 16, 2007 - Party between 7:00 - 9:30 Ironwood, p.m. Jackson, U.S. 20 Bypass, York and Kern Roads St. Joseph Traffic Restrictions/ 4-H Fairgrounds August 4, Inks/Littrell County 4-H 4-H Fair between 2007 Fair Ironwood, Jackson, U.S 20 Bypass, York and Kern Roads Koehler, Street Adams from August 5, Littrell/Inks David Closure/Adams Fest Hamilton to 2007 - 2:00 Block Party Marquette p.m. - 8:00 .m. Greater Holy Street Closure/Fun Napoleon from August 4, Littrell/Inks Temple Fair St. Louis to St. 2007 - 10:00 Vincent a.m. - 2:00 p.m. James, Joanna Street Closure/ Bertrand from July 27, 2007 Gilot/Littrell Going Meade to - 12:00 p.m.- AwayBirthday Freemont 8:00 p.m. Part Greater St. Street Orange from August 17, Inks/Littrell John MBC & Closure/Community College to 2007 - 5:00 Martin Luther Outreach Festival Birdsell p.m.- 9:00 King, Jr. p.m. and Center August 18, 2007 - 12:OOp.m.- 9:00 .m. Lake Reunion Street Closure West August 4, Littrell/Inks Washington 2007 - from Falcon Street to Dundee Street Kewana Street Closure/Roll Bowman from August 11, Gilot/Inks Lewis Bounce Back to Miami to 2007 - 4:00 School Block Party Marine p.m. to 8:00 .m. 1 1 UNFAVORABLE RECOMMENDATION -SIDEWALK CAFE Mr. Gilot stated the Backstage Grill, 222 South Michigan Street, South Bend, Indiana, has submitted a request for a sidewalk cafe in front of their business. The request has received unfavorable recommendations from the Engineering and Police Departments. Engineering states the cafe, as proposed, will not meet the minimum five feet pedestrian allowance required by the City; the Board only has authorization to approve seating on the right of way, and the Backstage Grill is requesting food and drink preparation areas and canopies over some of the area. A different permit may be required to cover those issues. Mr. Littrell, Engineering, noted their liquor license may not cover selling alcohol ' outside of their establishment. The Backstage Grill is requesting hours of operation to be 11:00 a.m. to 3:00 a.m. Mr. Littrell noted this violates noise ordinance, and will cause potential problems with neighboring residents. Police Department stated this establishment has had fifty-five (55) calls for service by the Police this year alone. The Police Department must employ two (2) officers working over-time on the weekend to deal with the traffic and people coming and going from this business. They are concerned about the complaints they will receive on the noise that late at night. The Police Department states they would approve only if the Backstage Grill REGULAR MEETING ' ''> ,- JULY 23, 2007 ~. 1 would close their outside cafe at 11:00 p.m., and remove all chairs and tables to clear the sidewalk for all the pedestrian traffic at closing time. Therefore, Mr. Gilot made a motion to deny the request. Mr. Littrell seconded the motion, which carried. FAVORABLE RECOMMENDATION -PETITION TO VACATE THE ENTIRE NORTH/SOUTH ALLEY EAST OF GOLDEN AVENUE AND NORTH OF WOODWARD AVENUE ' Mr. Gilot indicated that Mr. Mike Neises, 1043 Riverside Drive, South Bend, Indiana, has submitted a request to vacate the above referred to alley. Mr. Gilot advised that the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Area Plan Commission, Police Department, Fire Department, Sanitation, Department of Community & Economic Development and the Department of Public Works. Area Plan stated that the vacation would not hinder the growth or orderly development of the unit or neighborhood in which it is located or to which it is contiguous. The vacation would not make access to the lands of the aggrieved persons by means of public way difficult or inconvenient. The vacation would not hinder the public's access to a church, school or other public building or place, The vacation would not hinder the use of a public right of way by the neighborhood in which it is located or to which it is contiguous. Fire Department, Engineering, and Community and Economic Development stated there is concern about access of garages by existing adjacent property owners. Therefore, Mr. Littrell made a motion that the Clerk send a letter to the petitioner addressing these cross-access concerns. Mr. Inks seconded the motion which carried. ADOPT RESOLUTION NO. 27-2007 - A RESOLUTION OF THE CITY OF SOUTH BEND. INDIANA, BOARD OF PUBLIC WORKS ACCEPTING THE TRANSFER OF REAL PROPERTY FROM THE SOUTH BEND REDEVELOPMENT COMMISSION Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following Resolution was adopted by the Board of Public Works: ' RESOLUTION N0.27-2007 A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA, BOARD OF PUBLIC WORKS ACCEPTING THE TRANSFER OF REAL PROPERTY FROM THE SOUTH BEND REDEVELOPMENT COMMISSION WHEREAS, the City of South Bend, Indiana, Department of Redevelopment (the "Department") is the owner of the real property situated in St. Joseph County, Indiana, and described at Exhibit A (hereinafter referred to as the "Real Property"); and WHEREAS, pursuant to Indiana Code § 36-7-14-3, the South Bend Redevelopment Commission (the "Commission") is the governing body of the Department has the authority to dispose of the Real Property pursuant to Indiana Code § 36-7-14-12.2; and WHEREAS, the City of South Bend, Indiana, Board of Public Works (the "Board") has provided for the renovations of the railroad viaducts on South Michigan Street and South Main Street between Bronson Street and South Street (the "Improvements"); and WHEREAS, the City of the South Bend, Indiana (the "City") has entered into an agreement with the South Bend Transportation Corporation ("Transpo") providing for the Improvements, pursuant to which the City is obligated to transfer the Real Property to Transpo in exchange for Transpo's use of funds for the Improvements; and WHEREAS, the Board, is desirous of accepting the Real Property to the Board, which has custody of all real and personal property of the City pursuant to Indiana Code §36-9-6-3, for the sum of One and 00/100 Dollar ($1.00); and . REGULAR MEETING ti~7 JULY 23, 2007 WHEREAS, pursuant to Ind. Code ' 36-1-11-8, the Department, by and through the Commission and the City, by and through the Board, may exchange or transfer property with one another 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, the Commission has or will consider a substantially similar resolution approving the transfer of the Real Property to the Board; NOW, THEREFORE, BE IT RESOLVED by the City of South Bend, Indiana, Board of Public Works that: 1. The transfer of the Real Property situated in St. Joseph County, Indiana, and more particularly described at Exhibit A for the sum of One and 00/100 Dollar ($1.00), by the City of South Bend, Indiana, Department of Redevelopment to the City of South Bend, Indiana shall be, and hereby is, approved. 2. The Board hereby approves the form of a quit-claim deed attached hereto as Exhibit B and the President and/or any other member is authorized to execute the deed and any other instrument necessary to accept all of the right, title and interest in the Real Property on behalf of the City and to complete the transfer. 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 Commission. 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 July 23, 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/Donald Inks ATTEST: s/Linda Martin, Clerk ADOPT RESOLUTION NO. 28-2007 - A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA, BOARD OF PUBLIC WORKS APPROVING THE TRANSFER OF REAL PROPERTY TO THE SOUTH BEND TRANSPORTATION COMPANY 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 N0.28-2007 A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA, BOARD OF PUBLIC WORKS APPROVING THE TRANSFER OF REAL PROPERTY TO THE SOUTH BEND PUBLIC TRANSPORTATION COMPANY WHEREAS, the City of South Bend, Indiana (the "City") is the owner of the real property situated in St. Joseph County, Indiana, and described at Exhibit A (hereinafter referred to as the "Real Property"), the care and custody of which vests in the City of South Bend, Indiana, Board of Public Works (the "Board") pursuant to Indiana Code § 36-9-6-3; and 1 1 1 WHEREAS, the City of the South Bend, Indiana (the "City") has entered into an agreement (the "Agreement") with the South Bend Public Transportation Corporation REGULAR MEETING JULY 23.2007 ("Transpo") providing for the renovations. of the railroad viaducts on South Michigan Street and South Main Street between Bronson Street and South Street (the "Improvements"); and WHEREAS, pursuant to the Agreement, the City is obligated to transfer the Real Property to Transpo in exchange for Transpo's use of funds for the Improvements; and WHEREAS, the Board desires to complete the transfer of the Real Property to Transpo pursuant to the terms of the Agreement; and WHEREAS, pursuant to Ind. Code ' 36-1-11-8, the City, by and through the Board, and Transpo, by and through its governing body, may exchange or transfer property with one another 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, Transpo has or will consider a substantially similar resolution accepting the transfer of the Real Property from the Board; NOW, THEREFORE, BE IT RESOLVED by the City of South Bend, Indiana, Board of Public Works that: 1. The transfer of the Real Property situated in St. Joseph County, Indiana, and more particularly described at Exhibit A for the sum of One and 00/100 Dollar ($1.00), by the City of South Bend, Indiana to the South Bend Public Transportation Company shall be, and hereby is, approved. 2. The Board hereby approves the quitclaim deed in the form set forth at Exhibit B conveying all of the rights, title and interest that the City has in the Real Property to the South Bend Public Transportation Company and authorizes and recommends that the Mayor and City Clerk, execute and attest, respectively ' said deed on behalf of the City. 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 by the governing body of Transpo. 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 City of South Bend, Indiana, Board of Public Works held at 1308 County-City Building, 227 W. Jefferson Boulevard, South Bend, Indiana 46601 on July 23, 2007. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/Gary Gilot s/Carl Littrell s/Donald Inks ATTEST: s/Linda Martin, Clerk ACCEPTANCE OF REDEVELOPMENT COMMISSION RESOLUTION NO. 2365 - A RESOLUTION OF THE SOUTH BEND REDEVELOPMENT COMMISSION APPOINTING THE CITY OF SOUTH BEND. INDIANA BOARD OF PUBLIC WORK AS AN AGENT TO CONSTRUCT CERTAIN IMPROVEMENTS TO MICHIGAN STREET RETAIL AREA NO. 2 (,SOUTH BEND CENTRAL DISTRICT DEVELOPMENT AREAL Mr. Gilot advised that he Board of Public Works is in receipt of Redevelopment Commission's Resolution 2365 appointing the Board of Public Works as an agent for the interior demolition of 129 S. Michigan Street. Upon a motion by Mr. Inks, seconded by Mr. Littrell and carried, the Resolution was accepted as outlined above: w~3 REGULAR MEETING JULY 23, 2007 ~T APPROVE COMBINATION OF SURETY - LAFAYETTE FALLS SECTIONS 1 2 3 4, AND 5 Upon a motion by Mr. Gilot, seconded by Mr. Inks and carried, the combination of the surety for the above referenced project was approved. 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 LOCATION: REMARKS: Handicapped Accessible Parking Sign 605 East Irvington Street All Criteria has been met NEW INSTALLATION LOCATION: REMARKS: Handicapped Accessible Parking Sign 1802 South Chapin Street All Criteria has been met APPROVE TEMPORARY OCCUPANCY PERMIT -KITE REALTY GROUP - EDDY STREET COMMONS In a Memorandum to the Board, Mr. Tony Molnar, Engineering, submitted an Application for a Temporary Occupancy Permit on behalf of Kite Realty Group for the temporary placement of a fence in the Eddy Street and Angela Boulevard right-of--ways for the duration of the Eddy Street Commons project construction. Upon a motion by Mr. Inks, seconded by Mr. Littrell and carried, the Temporary Occupancy Permit was approved. APPROVE ESCROW AGREEMENT - CASTEEL CONSTRUCTION -CLEVELAND ROAD NORTH WELL FIELD Ms. Holly Easterbrook, Casteel Construction, submitted the following Escrow Agreement to the Board for approval: ESCROW AGREEMENT NO. 1097008258 ISSUED BY: Old National Bank FOR: Casteel Construction Corporation IMPROVEMENT: Cleveland Road North Well Field Mr. Littrell made a motion that the Escrow Agreement, as outlined above, be approved. Mr. Inks seconded the motion, which carried. FILING OF SAFETY REPORT -CENTRAL SERVICES AND ENGINEE_R1NG The Division of Central Services and Engineering submitted Safety Reports for June 2007. These reports reflect injuries/accidents for each month and provide for a comparison. There being no further discussion, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the report was accepted and filed. FILING OF MONTHLY REPORT - CENTRAL SERVICES AND ENVIRONMENTAL SERVICES The Division of Central Services, and Environmental Services submitted their respective reports for the month of June 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. 1 1 1 REGULAR MEETING JULY 23, 2007 FILING OF QUARTERLY CONSTRUCTION REPORT -ENGINEERING -APRIL 1 TO JUNE 30, 2007 Mr. Toy Villa, Public Construction Manager, was not present to submit a Quarterly Construction Report for the months of April, May and June, 2007, for construction projects in the Division of Engineering. Upon a motion made by Inks, seconded by Mr. Gilot and carried, the Quarterly Construction Report was tabled until the next meeting. 1 FILING OF CERTIFICATE OF INSURANCE Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the following Certificate of Insurance was accepted for filing: American Structurepoint, Inc., Indianapolis, Indiana Johnson Controls, Inc., Milwaukee, Wisconsin 1 1 APPROVE AND/OR RELEASE CONTRACTOR AND EXCAVATION BONDS Mr. Anthony Molnar, Engineering, recommended that the following Contractor and Excavation Bonds be approved and/or released as follows: BOND OF CONTRACTOR Burke Concrete, Inc. Charles Dearing Brown and Brown General Contractors, Inc. McCollough-Scholten Construction, Inc. BOND OF EXCAVATION Envirosolutions Approved Effective July 6, 2007, Pursuant to Resolution No. 100-2000 Approved Effective July 9, 2007 Pursuant to Resolution No. 100-2000 For Release Effective August 6, 2007 For Release Effective August 25, 2007 Reinstated Effective July 18, 2007 Pursuant to Resolution 2007 There being no further discussion, upon a motion made by Mr.Gilot, seconded by Mr. Littrell and carried, the approval and/or release of contractor and excavation bonds were accepted and filed. APPROVE CLAIMS Mr. Gilot stated that the following claims were submitted to the board for approval: Name Amount of Claim Date Cit of South Bend $2,029,234.76 Jul 9, 2007 Ci of South Bend $2,905,817.21 Jul 16, 2007 St. Jose h Count Housin Consortium $57,723.45 June 22, 2007 St. Jose h Coun Housin Consortium $19,500.00 Jul 2, 2007 St. Joseph County Housin Consortium $148.46 Jul 2, 2007 St. Jose h Count Housin Consortium $100.68 Jul 2, 2007 St. Jose h Coun Housin Consortium $182.54 July 2, 2007 St. Jose h Coun Housin Consortium $187.79 Jul 2, 2007 St. Jose h Coun Housin Consortium $202.59 Jul 2, 2007 Mr. Inks made a motion that the claims be approved and the reports as submitted be filed. Mr. Littrell seconded the motion, which carried. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the meeting adjourned at 10:40 a.m. r ,.. 4 ~.GJ ~ ~ 6 REGULAR MEETING ~., v ATTEST: L' da M. Martin, erk JULY 23.2007 BOARD OF PUBLIC WORKS Gary A. Gilot, President Carl P. Littrell, Member Donald E. hiks, Member 1 1