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HomeMy WebLinkAbout08/13/07 Board of Public Works Minutes"~7 PUBLIC AGENDA SESSION AUGUST 9.2007 The Public Agenda Session of the Board of Public Works was convened at 10:31 a.m. on August 9, 2007, by Board Member Donald E. Inks, with Mr. Carl P. Littrell present. President Gary A. Gilot was absent. 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. Board members discussed the following item(s) from that list. - Safety Reports -Department of Public Works Mr. Ed Herman, Water Works, Mr. Sam Hensley, Street Department, Mr. Toy Villa, Engineering, and Mr. Al Greek, Environmental Services, presented their division's Safety Reports for the month of July. - Monthly and Performance Reports -Department of Public Works Mr. Ed Herman, Water Works, Mr. Al Greek, Environmental Services, and Mr. Toy Villa, Engineering, presented their division's Monthly and Performance Reports for the month of July. - Addendums Mr. John Wiltrout, Water Works, and Mr. Mark Nye, DLZ, requested the Board's approval of three separate Addendums to Engineering Consultant Contracts for three projects. The South Well Field Treatment Plant Upgrade project is an addition to the communication system and an attempt to get away from leasing lines from AT&T. The Cleveland Road Well Field project is an addition of hours for the inspectors. The original Contract did not request enough hours for the work necessary for the project. The Juniper Road Water Main Extension project is also an increase in hours for the Inspectors. The original contract only requested the design of the project, and did not include any allowance for inspections. - Emergency Repair Contract Mr. Littrell stated the emergency repair contract with Youngs Excavating, Inc. was for extrication of equipment stuck in a rotten pipe, and the replacement of the pipe at the Lombardy Drive sewer extension from Concord to 300 feet north. The request for payment of a claim to Young's for $24,429.75 was also due to the need for the replacement of more of the rotten pipe at 2546 Lombardy Street. - Proposal Mr. Inks noted the funding for the M/E Design Services for the Leighton Plaza Parking Garage Carbon Monoxide Sensing System is not from TIF as stated on the agenda, but is coming from the General Fund/Capital. - Contract Mr. Inks noted the Near Northwest Neighborhood, Inc. Community Space Program contract was not a demolition as the agenda stated, but a rehabilitation of the area. OPEN QUOTATIONS/TITLE SHEET - PORTAGE ROAD WIDENING__AT CLOCKTOWER LANE - PROJECT NO. 107-043 (AEDA TIF) Mr. Littrell 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 46614 Quotation was submitted by Mr. Kevin Kelly QUOTATION: $41,897.85 BROOKS CONSTRUCTION COMPANY, INC. 625 South Beiger Street Mishawaka, Indiana 46545 ~- ~ ~~ PUBLIC AGENDA SESSION Quotation was submitted by Mr. William Stevens QUOTATION: $70,990.55 RIETH-RILEY CONSTRUCTION CO., INC. 25200 State Road 23 South Bend, Indiana 46614 Quotation was submitted by Mr. Michael Jaskela QUOTATION: $45,262.50 AUGUST 9.2007 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above Quotations were referred to Engineering for review and recommendation, and the Title Sheet was approved and signed. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS/TITLE SHEET -WELLINGTON STREET MODEL BLOCK (JEFFERSON TO WESTERN PROJECT NO. 107-011 (CDBGI In a memorandum to the Board, Mr. Carl Littrell, 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. Inks, seconded by Mr. Littrell and carried, the above request to advertise was approved, and the Title Sheet was approved and signed. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS/TITLE SHEET - LASALLE AREA NPC PUBLIC WORKS ~O'BRIEN: HUMBOLDT TO ELWOOD) PROJECT NO. 107-007 (CDBG~ In a memorandum to the Board, Mr. Carl Littrell, 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: Inks, seconded by Mr. Littrell and carried, the above request to advertise was approved, and the Title Sheet was approved and signed. APPROVAL OF STREET CLOSURES The following street closures 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 Stanley, Shamar's 26t Sorin from St. August 11, Inks/Littrell Shamar Birthday Party Peter to Notre 2007; 12:00 Romone Dame Avenue a.m. to 8:00 .m. New Peter's Yard Sale Van Buren August 11, Inks/Littrell Rock from Cushing 2007; 9:00 a.m. Missionary to Cottage to 5:00 p.m. Baptist Praise Grove Team The Clerk was instructed to post the agenda and notify the media and other Persons who have requested notice of the meeting agenda. No other business came before the Board. The meeting adjourned at 12:01 p.m. BOARD OF PUBLIC WORKS .~ ~ .~'~~ Gary A. Gilot, President 1 1 1 ~r ~.~ 1 PUBLIC AGENDA SESSION AUGUST 9.2007 U ` ~~L2~ Carl P. Littrell, Member ~' onald E. Inks, Member TEST: inda M. Marti , Cl Zk REGULAR MEETING AUGUST 13.2007 The regular meeting of the Board of Public Works was convened at 9:34 a.m. on August 13, 2007, by Board President, Gary A. Gilot, with Mr. Carl P. Littrell present. Mr. Donald E. Inks was absent. Also present was Board Attorney Cheryl Greene. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Littrell, seconded by Mr. Gilot, and carried, the minutes of the agenda session, and regular meetings of the Board held on July 19 and July 23, 2007, were approved. PUBLIC HEARING -TRANSIENT MERCHANT LICENSE Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning a Transient Merchant License for Pangani Foundation, Incorporated, for their Annual Reggae Festival at the South Bend Regional Airport on August 25, 2007. Mr. John Pangani stated the event is an annual fundraiser and this year the funds are being shared by the Food Bank, and Dismas. He stated they were requesting permission to be open until 3:00 a.m., however the event ends at 2:00 a.m. They are allowing extra time for the final people to leave. Mr. Pangani noted they have four (4) Policemen for security, and they handle all of the traffic control routing. It was noted favorable recommendations were received from the Police and Building Departments. There being no one else present wishing to address the Board concerning this matter, the Public Hearing was closed at 9:38 a.m. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the Transient Merchant license was approved. OPENING OF OUOTATION -CENTURY CENTER ROOF PLENUM REPAIRS - PROJECT NO. 107-050 (REVENUE) 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: DELUXE SHEET METAL 6561 Lonewolf Drive, Suite 100 South Bend, Indiana 46628 Quotation was submitted by: Mr. Kevin M. Smith 1 QUOTATION: $44,600.00 Upon a motion made by Mr. Limell, seconded by Mr. Gilot and carried, the above Quotation was referred to the Century Center for review and recommendation. Mr. Scott Herceg, Century Center, was present and recommended the Board award the quote to Deluxe Sheet Metal, the only responsive and responsible quoter. Mr. Herceg stated he was familiar with their work and had used the company in the past. Mr. Gilot requested Mr. Herceg forward an e-mail with his recommendation for the Board of Public Works. Therefore, upon a motion by Mr. Littrell, seconded by Mr. Gilot and carried, the quote was awarded to Deluxe Sheet Metal as outlined above. REGULAR MEETING AUGUST 13, 2007 ,~~ ,~. AWARD BID - HUEY/ADAMS STORM SEWER EXTENSION -PROJECT NO. 106- 058 (2007 SEWER BOND) Mr. Carl P. Littrell, City Engineer, advised the Board that on July 23, 2007, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Littrell recommends that the Board award the contract to the lowest responsive and responsible bidder, Rieth Riley Construction Company, Inc., P.O. Box 1775, 25200 State Road 23, South Bend, Indiana, 46634, in -the amount of $551,991.00. Therefore, Mr. Littrell made a motion that the recommendation be accepted and the bid be awarded as Youtlined above. Mr. Gilot seconded the motion, which carried. AWARD BID -SOUTH WELL #S -PROJECT NO. 107-021A (WATER WORKS , BOND) Mr. John Wiltrout, Water Works, advised the Board that on July 23, 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, Peerless Midwest, 55860 Russell Industrial Parkway, Mishawaka, Indiana, 46545, in the amount of $147,832.00. Therefore, Mr. Littrell made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Gilot seconded the motion, which carried. AWARD BIDS -ABANDONED VEHICLES Mr. Gary Libbey, Department of Code Enforcement, advised the Board that on July 23, 2007, bids were received and opened for the above referred to equipment. After reviewing those bids, Mr. Libbey recommends that the Board award the bids to the highest responsive and responsible bidders as follows: TERRY'S AUTO SALVAGE 1926 Tamarack Road Walkerton, Indiana 46574 No. Make of Vehicle Year Bid 2 Purple Cadillac Sedan 1994 $308.00 10 Purple Pontiac Bonneville 1999 $358.00 TOTAL $666.00 HALTON L. WEST P.O. Box 4722 South Bend, Indiana 46614 No. Make of Vehicle Year Bid 17 Green Pontiac Grand Prix 1997 $500.00 TOTAL $500.00 INDIANA AUTO PARTS 3300 South Main Street South Bend, Indiana 46614 No. Make of Vehicle Year Bid 1 Silver Mazda 929 1997 $500.00 3 Gray Nissan GXE 1994 $300.00 4 Tan Cadillac Sedan DeVille 1989 $300.00 5 Gold Lincoln Town Car 1990 $300.00 6 Purple Pontiac Grand Am 1993 $300.00 7 SilverBlue Lincoln Towne Car 1992 $300.00 8 Black Cadillac Brougham 1987 $300.00 1 1 REGULAR MEETING AUGUST 13, 2007 ~ 1 No. Make of Vehicle Year Bid 9 Gray Subaru GL-10 1987 $300.00 11 Gray/Panel Chevrolet Caprice 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 Explorer 1991 $300.00 16 Red Oldsmobile Achieva 1997 $300.00 18 Gray Cadillac Sedan 1989 $300.00 19 Gray Buick Park Avenue 1994 $300.00 20 Blue Oldsmobile Cutlass 1986 $300.00 21 Gray Chevrolet Astro 1988 $300.00 22 Tan Dodge Caravan 1992 $300.00 23 Silver Dodge 1500 1995 $400.00 TOTAL $6,100.00 Therefore, Mr. Gilot made a motion that the recommendations be accepted and the bids be awarded as outlined above. Mr. Littrell seconded the motion, which carried. AWARD QUOTE -WORTHING DRIVE SEWER MANHOLE INSTALLATION - PROJECT NO. 107-058 (2007 SEWER BOND) Mr. Carl P. Littrell, City Engineer, advised the Board that on July 23, 2007, quotes were received and opened for the above referred to project. After reviewing those quotes, Mr. Littrell recommends that the Board award the contract to the lowest responsive and responsible quoter, Niezgodski Plumbing Inc., 232 North Mayflower Road, South Bend, ' Indiana, in the amount of $11,300.00. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the quote be awarded as outlined above. Mr. Littrell seconded the motion, which carried. AWARD QUOTE -PORTAGE ROAD WIDENING AT CLOCKTOWER LANE - PROJECT NO. 107-043 (AEDA TIFF Mr. Carl P. Littrell, City Engineer, advised the Board that on August 9, 2007, quotes were received and opened for the above referred to project. After reviewing those quotes, Mr. Littrell recommends that the Board award the contract to the lowest responsive and responsible quoter, Walsh & Kelly, Inc., 24357 State Road 23 South Bend, Indiana, in the amount of $41,897.85. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the quote be awarded as outlined above. Mr. Littrell seconded the motion, which carried. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - ABANDONED VEHICLES In a memorandum to the Board, Ms. Kathy Eli, Code Enforcement, requested permission to advertise for the receipt of bids for approximately thirteen (13) abandoned vehicles. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the above request was approved. APPROVE CHANGE ORDER NO. 1 - CLEVELAND ROAD MEDIAN ' RELOCATION - PROJECT NO. 106-058 (TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. le on behalf of Selge Construction Company, Inc., 2833 South 11`" Street, Niles, Michigan 46120, indicating that the contract amount be increased by $2,904.00 for a new contract sum, including this Change Order, of $200,406.00. Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, Change Order No. 1 was approved. APPROVE CHANGE ORDER NO. 1 -JUNIPER ROAD WATER MAIN EXTENSION - PROJECT NO. 107-056 (WATER WORKS BONDI Mr. Gilot advised that Mr. Ed Herman, Water Works, has submitted Change Order No. 1 on behalf of Selge Construction Company, Inc., 2833 South l1`" Street, Niles, Michigan REGULAR MEETING ~~.~~ AUGUST 13, 2007 46120, indicating that the contract amount be increased by $7,500.00 for a new contract ` sum, including this Change Order, of $232,930.40. Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, Change Order No. 1 was approved. APPROVE CHANGE ORDER NO. 1 -SOUTH BEND CLAY SANITARY SEWER - PROJECT NO. 106-013B (SEWER BOND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of Oselka Construction Co., Post Office Box 253, Union Pier, Michigan 49129, indicating that the contract amount be increased by $39,306.40 for a new contract sum, including this Change Order, of $2,653,091.65. Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, Change Order No. 1 was approved. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT - CLEVELAND ROAD MEDIAN RELOCATION - PROJECT NO. 106-058 (TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Final Change Order and the Project Completion Affidavit on behalf of Selge Construction Company, Inc., 2833 South 11~' Street, Niles, Michigan 46120, for the above referenced project, indicating a decrease of $23,770.55, for a final cost of $176,635.45. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $176,635.45. Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the Final Change Order and Project Completion Affidavit were approved subject to filing of the appropriate three-year Maintenance Bond. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT - BARTLETT STREET LIGHTING PROJECT -PROJECT NO. 106-082 (MEDICAL T~ Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Final Change Order on behalf of Trans Tech Electric, L.P., 4601 Cleveland Road, South Bend, Indiana 46628, indicating that the contract amount be increased by $3,354.50 for a new contract sum, including this Change Order, of $44,609.50. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $44,609.50. Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the Final Change Order and the Project Completion Affidavit were approved subject to the filing of the appropriate three- year Maintenance Bond. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT - SOUTH BEND CLAY SANITARY SEWER -PROJECT NO. 106-013B (SEWER BOND Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Final Change Order on behalf of Oselka Construction Co., Post Office Box 253, Union Pier, Michigan 49129, South Bend, Indiana 46628, indicating that the contract amount be decreased by $123,683.83 for a new contract sum, including this Change Order, of $2,529,405.82. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $2,529,405.82. Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the Final Change Order and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT - 2007 SIGNAL COMMUNICATIONS IMPROVEMENTS -PROJECT NO. 107-030 (MEDICAL TIFI Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Final Change Order indicating that the contract amount be decreased by $822.50 for a new contract sum, including this Change Order, of $29,405.00. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $29,405.00. Upon a motion made by Mr. Littrell, seconded by Mr. Gilot 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. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT - EXTERIOR MASONRY RESTORATION AND REPAIR AT THE ENGMAN NATATORIUM - PROJECT NO. 106-067A (WWCDA TIF) 1 1 1 `~""3 REGULAR MEETING AUGUST 13, 2007 ~- Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Final Change Order indicating that the contract amount be decreased by $2,556.00 for a new contract sum, including this Change Order, of $37,362.00. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $37,362.00. Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the Final Change Order and the Project Completion Affidavit were approved subject to the filing of the appropriate three- year Maintenance Bond. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT - ' LAFAYETTE BLVD. & BARTLETT STREET SEWER AND ROAD RECONSTRUCTION - PROJECT NO. 105-015 (SEWER BOND/TIFI Mr. advised that Mr. Toy Villa, Engineering, has submitted Change Order No. One on behalf of HRP Construction, Inc., 5777 Cleveland Road, South Bend, Indiana, 46624, indicating that the Contract amount be increased by $147,295.89 for a new Contract sum including this Change Order in the amount of $2,801,096.80. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $2,801,096.80. Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the Final Change Order and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. APPROVE PROJECT COMPLETION AFFIDAVIT -DEMOLITION OF 52097 OLIVE ROAD - PROJECT NO. 107-OOlA (AEDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of J&L Management, 15 North Walnut Street, Suite 300, Mount Clemens, Michigan 48043, for the above referenced project, indicating a final cost of $14,500.00. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT - STUDEBAKER DEMOLITION AREA "A" - PHASE I - PROJECT NO. 104-030 (HUD/COIT/GENERAL FUND/CREDI Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of J&L Management, 15 North Walnut Street, Suite 300, Mount Clemens, Michigan 48043, for the above referenced project, indicating a final cost of $7,418,000.00. Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the Project Completion Affidavit was approved. APPROVAL OF AGREEMENTS/CONTRACTS /PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were presented to the Board for approval: 1 TYPE BUSINESS DESCRIPTION COST MOTION/ CARRIED Construction Selge Construction Juniper Road $225,430.40 Gilot/Littrell Contract Company, Inc. Water Main Extension - Project No. 107- 056 WW Bond) Construction Selge Construction River Park NPC $184,650.50 Gilot/Littrell Contract Company, Inc. Public Works (500-700 South Blocks of 34th Street) CDBG Construction McIntyre Jones, Quimby Street $35,690.75 Littrell/Gilot Contract Inc. Sidewalk Replacement - Project No. 107- 055 (Good Neighbors/Good Neighborhoods) Construction Oselka Embedded $1,290,920.00 Gilot/Littrell Contract Construction Sensor CSO REGULAR MEETING ~~.' 4 AUGUST 13, 2007 TYPE BUSINESS DESCRIPTION COST MOTION/ CARRIED Company Monitoring Project Phase I - Project No. 107- 036 (2007 Sewer Bond Contract Youngs Emergency Littrell/Gilot Excavating Replacement of Collapsed Sewer/ Lombardy/ Proj ect No. 107- 072 (2007 Sewer Bond) Proposal M/E Design Carbon $3,000.00 Littrell/Gilot Services Monoxide Sensing System for Leighton Plaza Parking Garage (General Fund/Ca ital Agreement Aids Ministries Shelter Plus Care $40,896.00 Littrell/Gilot Housing and Services Program (HUD Grant) Agreement Madison Center Shelter Plus Care $126,156.00 Gilot/Littrell Housing and Services Program (HUD Grant Access Michigan Street, All-American None Gilot/Littrell Agreement LLC Plaza Building (101 North Michigan Street ) -Access Agreement to Allow City Contractors onto Michigan Street, LLC, Property to Conduct Asbestos Removal Activities with an IFA Grant Agreement GVW Tire, Inc. Site None Gilot/Littrell Development and Access Issues, 4411 Quality Drive Agreement Confidential Confidential Confidential Gilot/Littrell Settlement For White Farm Equipment Company (formerly Oliver Chilled Plow Works) Addendum Greta's Bridal, Miami Street Time LittrelUGilot 1130 Lincolnway Commercial Extension to East Corridor Fapade December 31, Improvement 2007 Matching 1 1 1 REGULAR MEETING AUGUST 13, 2007 "r' ~:5 1 1 1 TYPE BUSINESS DESCRIPTION COST MOTION/ CARRIED Im rovements Proposal Christopher B. Grace Church NTE Gilot/Littrell Burke Demolition, 705 $2,000.00 En ineering, Ltd. E. Sam le Street Addendum DLZ South Well Field $41,500.00 Littrell/Gilot Upgrade -Project No. 107-021 (WW Bond) Addendum DLZ Cleveland North $28,600.00 Littrell/Gilot Well Field - Project No. 107- 023 (WW Bond) Addendum DLZ Juniper Road $5,160.00 Littrell/Gilot Water Main Extension - Project No. 107- 056 (WW Bond) Contract Personnel Temporary $10,000.00 Gilot/Littrell - Partners, Inc. Employee Subject to Services Legal Review (Department Budgets) Contract EnterMission, Inc. Monroe Circle $50,000.00 Littrell/Gilot Project - Acquisition and Rehabilitation (CDBG Contract Department of Vacant and $450,000.00 Gilot/Littrell Code Enforcement Abandoned Building Program - Demolition (CDBG) Contract Near Northwest Community $50,000.00 Littrell/Gilot Neighborhood, Space Program - Inc. Rehabilitation (CDBG) Lease Ikon Office Cannon Image $21,258.36 Littrell/Inks Solutions, Inc. Runner 5075 for Print Shop Operation - 36 Month Lease (Operation Budget) Agreement Bolt Document LaserFiche $37,593.00 Gilot/Littrell Management Document Management Contract The Troyer Group Western Avenue $165,000.00 Littrell/Gilot & Walnut Street Intersection Improvements Project No. 107- 074 -Consulting Services (408/EDIT) Agreement Northwest Assignment of $1,000.00 Gilot/Littrell Neighborhood, Interest in Inc. Purchase Agreement and Warrant REGULAR MEETING AUGUST 13L2007 TYPE BUSINESS DESCRIPTION COST MOTION/ CARRIED Deed(Vacant Housing Initiative) Agreement Northwest Programs and $50,000.00 Littrell/Gilot/ Neighborhood, Services TABLED . Inc. Agreement Kline, Angie Purchase of K-9 $1.00 Littrell/Gilot Unit "Greta" Agreement Rynearson, Jeff Purchase of K-9 $1.00 Littrell/Gilot Unit, "Rocco" Agreement Aledo Company Encroachment at Gilot/Littrell 3722 Foundation Subject to No Court Future Expansion of Encroachment ADOPT RESOLUTION NO. 29-2007 - A RESOLUTION OF THE BOARD OF PUBLIC WORKS REGARDING THE RETIREMENT OF "GRETA" A K-9 DOG 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 N0.29-2007 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS REGARDING THE RETIREMENT OF "GRETA", A K-9 DOG WHEREAS, the South Bend Board of Public Works has been advised by the City's Police Chief that "Greta", a K-9, is no longer needed by the South Bend Police Department; and WHEREAS, it has been determined by the Board of Public Works that "Greta" is unfit for the purpose for which she was acquired and is no longer of use to the City of South Bend; and WHEREAS, Corporal Angie Kline, South Bend Police Department, has agreed to care for "Greta" at her own expense and to keep her as a house pet and understands that "Greta" can never again be used as a Police Dog; and WHEREAS, the South Bend Police Chief has submitted a letter stating that the dog is no longer fit for purpose for which he was intended, to be a member of the Canine Unit of the South Bend Police Department, and is therefore no longer needed by the City. NOW, THEREFORE, BE IT RESOLVED, by the Board of Public Works of the City of South Bend, Indiana, that "Greta", a K-9 Police Dog, is unfit for the purpose for which she was acquired, is no longer of use to the City of South Bend, and has an estimated value of less than One- Thousand Dollars ($1,000.00). BE IT FURTHER RESOLVED, that "Greta" the Police Dog, should be retired and put into the care of Corporal Angie Kline for use as a house pet only. ADOPTED this 13th day of August 2007. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/Gary A. Gilot, President s/Donald E. Inks, Member s/Carl P. Littrell, Member 1 1 1 ~ r' rf REGULAR MEETING AUGUST 13, 2007 `' ' / s/Carl P. Littrell, Member ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 30-2007 - A RESOLUTION_OF THE BOARD OF PUBLIC WORKS REGARDING THE RETIREMENT OF "ROCCO", A K-9 DOG 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 NO. 30-2007 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS REGARDING THE RETIREMENT OF "ROCCO", A K-9 DOG WHEREAS, the South Bend Board of Public Works has been advised by the City's Police Chief that "Rocco", a K-9, is no longer needed by the South Bend Police Department; and WHEREAS, it has been determined by the Board of Public Works that "Rocco" is unfit for the purpose for which he was acquired and is no longer of use to the City of South Bend; and WHEREAS, Lieutenant Jeff Rynearson, South Bend Police Department, has agreed to care for "Rocco" at his own expense and to keep him as a house pet and understands that "Rocco" can never again be used as a Police Dog; and WHEREAS, the South Bend Police Chief has submitted a letter stating that the dog is no longer fit for purpose for which he was intended, to be a member of the Canine Unit of the South Bend Police Department, and is therefore no longer needed by the City. NOW, THEREFORE, BE IT RESOLVED, by the Board of Public Works of the City of South Bend, Indiana, that "Rocco", a K-9 Police Dog, is unfit for the purpose for which he was acquired, is no longer of use to the City of South Bend, and has an estimated value of less than One- Thousand Dollars ($1,000.00). BE IT FURTHER RESOLVED, that "Rocco" the Police Dog, should be retired and put into the care of Lieutenant Jeff Rynearson for use as a house pet only. ADOPTED this 13`" day of August 2007. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/Gary A. Gilot, President s/Donald E. Inks, Member s/Carl P. Littrell, Member ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 31-2007 - A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF SOUTH BEND, INDIANA, FOR DOLLAR HOME PROGRAM (718 VAN BUREN & 510 LINDSEY AVENUE) Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION N0.31-2007 RESOLUTION RELATED TO ACQUISITION OF PROPERTY IN THE CITY OF SOUTH BEND, INDIANA FOR DOLLAR HOME PROGRAM (718 Van Buren Street & 510 Lindsey Avenue) ~ r1$ REGULAR MEETING AUGUST 13, 2007 «. WHEREAS, the City of South Bend, Indiana, Board of Public Works (the "Board") is authorized to purchase real property or personal property needed by the City of South Bend, Indiana (the "City") for any public use under Indiana Code § 36-9-6-4; and WHEREAS, evidence has .been presented to the Board suggesting that the purchase and rehabilitation of the properties described at Exhibit A (the "Properties") would stabilize the surrounding neighborhood and reduce the number of vacant and abandon housing in the City; and WHEREAS, an appraisal has been obtained for the Properties, which appraisal ' evidences a fair market value of less than $25,000.00; and WHEREAS, the Board desires to purchase the Properties, as a part of the City's vacant housing initiative, in order to incorporate the Properties into the City's form of urban homesteading program, commonly referred to as the "Dollar House" program; and WHEREAS, the Board desires to authorize its purchasing agent or staff to present and negotiate offers for the Properties on behalf of the Board provided that the offers not exceed the lesser of: (i) the appraisal amount or (ii) $25,000.00; and WHERAS, the Board further desires to authorize any member of the Board and the Clerk of the Board to approve and execute and to attest, respectively, any and all documentation, including but not limited to offer letters, counteroffer letters, assignment agreements, purchase agreements and deeds necessary or advisable, in the opinion of legal counsel, to secure and accept the Properties; NOW, THEREFORE, BE IT RESOLVED, by the City of South Bend, Indiana, Board of Public Works, as follows: 1. The Board hereby finds that the purchase of the Properties will serve a public purpose, will be of benefit to the health or general welfare of the unit, and be in the best interest of the citizens of the City and that acquiring the Properties for the City's form of urban homestead program is necessary to stabilize the surrounding neighborhood and reduce the number of vacant and abandon housing in the City. 2. The Board's purchasing agent and staff are authorized and directed to pursue the acquisition of the Properties In negotiating the offers, it is understood that the owner(s) of the Properties may change, that changes in the plans for the urban homestead program or in other circumstances may alter the amount of property needed, or that the appraisal amount may change due to additional facts or a change in circumstances, and notwithstanding those changes, the staff and the purchasing agent for the Board may continue to negotiate and secure the Properties provided that the final purchase price not exceed either the appraisal amount (as may be amended) or Twenty-five Thousand and 00/100 Dollars ($25,000.00), until the Board instructs them otherwise. 3. Each member of the Board may, individually, approve and execute any and all documentation, including but not limited to offer letters, counteroffer letters, assignment agreements, purchase agreements and deeds necessary or advisable, in the opinion of legal counsel, to secure and accept the Properties. Adopted at the Regular Meeting of the City of South Bend, Indiana, Board of Public Works held on August 13, 2007, at 1308 County-City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. ADOPTED this 13~' day of August 2007. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/Gary A. Gilot, President s/Donald E. Inks, Member ,. , r~ r: REGULAR MEETING AUGUST 13, 2007 '' ' s/Carl P. Littrell, Member 1 1 1 ATTEST: s/Linda M. Martin, Clerk APPROVAL OF STREET CLOSURES The following street closures 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 TRANSPO TRANSPO Notre Dame August 19, Littrell/Gilot Annual Bus from Northside 2007; 7:00 a.m. Rodeo to Wayne: to 1:00 p.m. Frances from Western to Northside Chapin Park Summerfest Ashland from August 19, Littrell/Gilot Neighborhood Rex to Leland 2007;12:00 p.m. to 7:00 .m. Dawson, Corey 33` Street 33` Street from August 25, Littrell/Gilot Block Party Mishawaka 2007; 8:00 a.m. Avenue to Wall to 8:00 p.m. Street Bailey, Krista 21S` Street 21S` Street from August 28, Littrell/Gilot Block Party Mishawaka 2007; 3:00 p.m. Avenue to to 8:00 p.m. Northside Boulevard Lewis, Jay & Neighborhood Cherry Tree August 26, Littrell/Gilot Greta Block Party Lane from 2007; 1:00 p.m. Rockne Drive to 3:00 p.m. to Coquillard Drive Near Northwest Neighborhood Blaine Avenue August 25, Littrell/Gilot Neighborhood, Hog Roast from California 2007; 2:00 p.m. Inc. Avenue to to 6:00 p.m. Vassar Avenue Shelton, Patrick 1600 Scott Scott Street August 18, Littrell/Gilot Street Block from Dubail 2007; 3:00 p.m. Party Street to to 8:00 p.m. Indiana Avenue APPROVAL OF PROCESSIONS The following processions were presented to the Board for approval. It was noted that favorable recommendations were received from the appropriate departments. SPONSOR EVENT ROUTE DATE/TIME MOTION/ CARRIED Alzheimer's Alzheimer's Potawatomi September 15, Littrell/Gilot Services of Walk 2007 Park Bandshell 2007; 8:30 a.m. Northern to Mishawaka to 12:00 p.m. Indiana, Inc. Avenue to Longfellow Street to Beyer Avenue to Northside Blvd. to Mishawaka Avenue to Potawatomi Park A.B.A.T.E. of M.D.A. Ride As submitted Se tember 2, Littrell/Gilot REGULAR MEETING AUGUST 13, 2007 e~ n a~ E~ SPONSOR EVENT ROUTE DATE/TIME MOTION/ CARRIED Indiana 2007; 7:00 a.m. to 2:00 .m. APPROVAL OF USE OF CITY PROPERTY The following use of city property was 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 Carriage Hills Annual Family Shenandoah August 25, Littrell/Gilot Homeowners Fun Day Drive in 2007 - 3:00 Association Carriage Hills p.m. to 7:00 Sub-Division .m. APPROVAL OF REVOKABLE PERMIT -ENCROACH ONTO RIGHT-OF-WAY - SIGN AT 1600 MIAMI STREET Mr. Gilot stated a Revocable Permit application has been received for the purpose of allowing a sign to be installed on the building at 1600 Miami Street. The Police Department recommended approval as long as the sign does not block the north bound stop light at the intersection of Indiana Street and Miami Street. The encroachment shall remain in the right-of--way until the time as the Board of Public Works of the City of South Bend shall determine that such encroachment is in any way impairing or interfering with the highway or with the free and same flow of traffic. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Revocable Permit was approved. 1 APPROVAL OF REVOKABLE PERMIT -ENCROACH ONTO RIGHT-OF-WAY - SIGN AT 129 NORTH MICHIGAN STREET Mr. Gilot stated a Revocable Permit application has been received for the purpose of allowing a sign to be installed on the building at 129 North Michigan Street. The encroachment shall remain in the right-of--way until the time as the Boazd of Public Works of the City of South Bend shall determine that such encroachment is in any way impairing or interfering with the highway or with the free and same flow of traffic. Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the Revocable Permit was approved. APPROVAL OF REQUEST TO USE CITY-OWNED PROPERTY -COMMUNITY GARDEN - 2501 WEST ORANGE STREET AND 1905 WEST ORANGE STREET - ALL WEST, INC. Mr. Gilot stated favorable recommendations have been received from the Mayor, Division of Engineering, Code Enforcement, Community and Economic Development, Pazk Department, and the Legal Department, in conjunction with a request from Jerry Price of All West, Inc., 809 South Meade Street, South Bend, Indiana 46619 to use the City-owned property as described above. Community & Economic Development stated that there is no ready water for either site. However, Mr. Price has proven that he is capable of providing enough water to support the gardens. Another concern was that the parcel at 2501 Orange is one of two adjacent vacant lots. Occupied homes sit on either side of the two vacant lots. Lot 58 is the lot owned by the City and lot 57 is owned by the Redevelopment Commission. Mr. Nick Witwer, Redevelopment Commission, stated that lot 57 may not be used for a community garden, thus limiting Mr. Price's request to Lot 58 at that location. Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the request was approved as outlined above. FAVORABLE RECOMMENDATION -PETITION TO VACATE THE SOUTH HALF OF THE FIRST ALLEY WEST OF DALE STREET BETWEEN DUBAIL STREET AND DAYTON STREET Mr. Gilot indicated that Mr. Domingo B. Flores, Jr., 901 East Dayton Street, South Bend, Indiana 46613, 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, r; ~. v REGULAR MEETING AUGUST 13, 2007 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 person 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. Engineering stated that the owner of the lot east of the vacated alley may desire across-access agreement to maintain access to property from Dayton Street. Therefore, Mr. Gilot made a motion that the Clerk send a letter to the petitioner addressing these concerns. Mr. Littrell seconded the motion which carried. FAVORABLE RECOMMENDATION -PETITION TO VACATE THE WEST HALF OF THE EAST/WEST ALLEY NORTH OF POLAND STREET AND WEST OF HARRIS STREET Mr. Gilot indicated that Mr. William and Myrna Van Brocklin, 1523 Poland Street, South Bend, Indiana 46619, have 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 person 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. Engineering stated that this vacation would land lock parcel 18-3083-3307. Currently that parcel has unitary ownership with another parcel and previously vacated alley segment that is contiguous to the public right-of--way. Therefore, Mr. Gilot made a motion that the Clerk send a letter to the petitioner addressing these concerns. Mr. Littrell seconded the motion which carried. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the following traffic control devices were approved: NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATION: 3009 Prast Boulevard REMARKS: All Criteria has been Met NEW INSTALLATION: No Parking Any Time Sign LOCATION: 2900 Block West Humboldt REMARKS: Traffic Department Recommendation NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATION: 2717 Fredrickson Street REMARKS: All Criteria has been Met FILING OF SAFETY REPORTS - DEPARTMENT_ OF PUBLIC WORKS The Division of Engineering, Water Works, Street Department, and Environmental Services submitted their respective Safety Report for July 2007. This report reflects injuries/accidents for each month and provide for a comparison. There being no further discussion, upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the reports were accepted and filed. FILING OF MONTHLY AND PERFORMANCE GOALS _REPORTS - DEPARTMENT OF PUBLIC WORKS The Division of Water Works and Environmental Services submitted their Monthly and Performance Goals report for their respective Divisions for the month of July 2007. There being no further discussion, upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the monthly reports were accepted and filed. REGULAR MEETING AUGUST 13, 2007 .~ ~ 2 ~` FILING OF QUARTERLY CONSTRUCTION REPORT -APRIL 1 TO JUNE 30, 2007 Mr. Toy Villa, Public Construction Manager, submitted 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 Mr. Littrell, seconded by Mr. Gilot and carried, the Quarterly Construction Report was accepted and filed. APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE - 21641 IRELAND ROAD -WATER Mr. Gilot stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to remonstrate as submitted by David and Gloria Chokey. The Consent indicates that in consideration for permission to tap into the public water system of the City, to provide water service to 21641 Ireland Road, South Bend, Indiana, (Key #001-1015- 0310.01), the Chokey's waive and release any and all right to remonstrate against or oppose any pending or future annexation of the property by the City of South Bend. Therefore, Mr. Littrell made a motion that the Consent be approved. Mr. Gilot seconded the motion, which carried. APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE - 24460 ADAMS ROAD -SEWER Mr. Gilot stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to remonstrate as submitted by Ms. Judy Cote, President, Cote Enterprises. The Consent indicates that in consideration for permission to tap into the public sanitary sewer system of the City, to provide sanitary sewer service to 24460 Adams Road, South Bend, Indiana, (Key #004-110-0167), Ms. Cote waives and releases any and all right to remonstrate against or oppose any pending or future annexation of the property by the City of South Bend. Therefore, Mr. Littrell made a motion that the Consent be approved. Mr. Gilot seconded the motion, which carried. APPROVE SUBDIVISION PERFORMANCE BOND: Mr. Carl Littrell, Division of Engineering, submitted the following Subdivision Performance Bond to the Board and recommended approval: PERFORMANCE BOND NO. ISSUED BY: Lexon Insurance Company FOR: Kendall Weiss, L.L.P. AMOUNT: $197,663.00 EXPIRES: July 20, 2008 IMPROVEMENT: Lafayette Falls, Section Six 1021538 Mr. Littrell made a motion that the Performance Bond, as outlined above, be approved. Mr. Gilot seconded the motion, which carried. FILING OF CERTIFICATES OF INSURANCE Upon a motion made by Mr. Littrell, seconded by Mr. Gilot, and carried, the following Certificates of Insurance were accepted for filing: Carriage Hill Homeowners Association South Bend, Indiana St. Joseph County 4-H Fair, Inc. South Bend, Indiana APPROVE CONTRACTOR AND OCCUPANCY BONDS Mr. Anthony Molnar, Engineering, recommended that-the following Contractor and Occupancy Bonds be approved as follows: 1 1 1 1 REGULAR MEETING BOND OF OCCUPANCY Kite Realty Construction, LLC BOND OF CONTRACTOR Vincente Cevantes DBAMagic Construction Terry Wheeler Marvin A. Crayton Construction Co., Inc. AUGUST 13, 2007 Approved Effective July 27, 2007 Pursuant to Resolution No. 100-2000 Approved Effective July 30, 2007, Pursuant to Resolution No. 100-2000 Approved Effective July 30, 2007 Pursuant to Resolution No. 100-2000 Approved Effective August 3, 2007 Pursuant to Resolution No. 100-2000 There being no further discussion, upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the approval of the Contractor and Occupancy bonds were accepted and filed. 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 $2,263,025.96 Au ust 6, 2007 Cit of South Bend $2,734,513.53 Jul 23, 2007 City of South Bend $1,990,906.52 July 30, 2007 St. Joseph County Housing Consortium $14.29 July 24, 2007 St. Jose h County Housing Consortium $9.23 Jul 24, 2007 St. Jose h Coun Housin Consortium $182.01 Jul 24, 2007 St. Jose h Count Housing Consortium $198.41 Jul 24, 2007 St. Jose h County Housing Consortium $503.17 July 25, 2007 St. Jose h Coun Housin Consortium $112.74 Jul 10, 2007 St. Joseph County Housing Consortium $1,093.60 July 10, 2007 St. Jose h Count Housin Consortium $19,500.00 Jul 17, 2007 St. Jose h Coun Housin Consortium $1,138.00 July 17, 2007 Youn s Excavatin , Inco orated $24,429.75 July 20, 2007 Mr. Gilot 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. Gilot, seconded by Mr. Littrell and carried, the meeting adjourned at 10:45 a.m. BOARD OF PUBLIC WORKS 1 i ~ ~"`~~ G Gary A. Gilot, President Carl P. Littrell, Member ~v ~.___ onald E. Inks, Member ATTEST: d ,~ L'nda M. Martin, Jerk ~~ «.. u