HomeMy WebLinkAbout08/08/11 Board of Public Works AGENDA REVIEW SESSION AUGUST 4, 2011 250
The Agenda Review Session of the Board of Public Works was convened at 10:35 a.m. on
Thursday, August 4, 2011, by Board President Gary A. Gilot, with Board Members Donald E.
Inks and Carl P. Littrell present. Also present was Attorney Larry Meteiver. Linda Martin, Clerk
of the Board, presented the Board with a proposed agenda of items presented by the public and
by City Staff.
ADDITIONS TO THE AGENDA
Mr. Gilot noted the addition to the agenda of three agreements with INDOT for the Western Ave.
at Chapin Street Pedestrian Improvements; the Edison Road at Gordon Drive Center Turn Lane;
and the Stop Sign Replacement at Various Locations projects. He also noted the addition of a
Purchase Agreement for property located at 717 E. LaSalle Avenue.
Board members discussed the following item(s) from the agenda:
- Contract—PBM Wireless Services
Mr. John Wiltrout, Water Works, stated that after he reviewed the drawings submitted for
the installation of tower mount amplifiers and cables, he realized the drawings were
inaccurate. T-Mobile is going to install fiber optics from the foot of the water tank at
Ireland Road, to the top. He noted he does not want any wires added to inside the covered
wires the City already has in place and no cutting of the metal on the tank. Mr. Gilot
asked if they could run the wire on the outside. Mr. Wiltrout stated that is what he wants
them to do. He added they need to propose a non-destructive technique without
sacrificing the operation of the existing wiring. Mr. Gilot recommended the contract be
approved subject to working out the details with Water Works.
APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE
SHEET -- LASALLE SQUARE IMPROVEMENTS — PHASE I --- PROJECT NO._111-056
(AEDA TIFF
In a memorandum to the Board, Mr. Robert Nichols, Engineering, requested permission to
advertise for the receipt of bids for the above referenced project. Also presented at this time for
approval and execution was the Title Sheet. Upon a motion made by Mr. Littrell, seconded by
Mr. Inks and carried, the above request to advertise was approved, and the Title Sheet was
approved and signed.
APPROVAL OF AGREEMENTS AND CONTRACTS
The following Agreements and Contracts were submitted to the Board for approval:
Type Business Description Amount Motion/
Second
Agreement South Bend Permanent Rental Housing for $1,024,631.00 Inks/Littrell
Heritage Special Needs Population— (HUD)
Foundation Neighborhood Stabilization
Program 1 —Terminate
Former "Contract" and
Approve"Development
Agreement"
Agreement Basney Sewer Settlement Agreement NIA Inks/Littrell
Imports, Inc. for 52203 US 933 North
Contract Center for the Emergency Shelter Grant $32,100.00 Inks/Littrell
Homeless Program (ESG Federal)
Contract YWCA of Emergency Shelter Grant $45,100.00 Inks/Littrell
Northwest Program (ESG federal)
Indiana
Contract AIDS Emergency Shelter Grant $15,505.00 Inks/Littrell
Ministries Program (ESG Federal)
Contract Community & Emergency Shelter Grant $5,000.00 Inks/Littrell
Economic Program (ESG Federal)
Development
Contract Youth Service Emergency Shelter Grant $26,100.00 Inks/Littrell
Bureau of St. Program (ESG Federal)
Jose h County
Contract PBM Wireless T-Mobile to Replace and NIA Littrell/Inks
Services Install Tower Mount Subject to
Amplifiers, Coaxial Cable, Water Works
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AGENDA REVIEW SESSION AUGUST 4 2011 252
Mr. Littrell stated a moving truck or van will have to deliver from the front of the building and
questioned if there is sufficient room. Mr. Gilot questioned how many units will be at the site.
Mr. Coleman stated there will be nineteen (19) units, so that is thirty-eight (3 8) required parking
spaces. Mr. Gilot noted the density of this development for this single family residential area is
high. He asked if they could provide pedestrian access on one side and a drive on the other. Mr.
Coleman stated he was not sure they could do that. Mr. Hunt noted that from the building to the
alley there is only one (1) property, a rental house. Mr. Gilot questioned if they had considered
talking to the neighbors about bumping out the alley to afford two-way traffic. He noted they
could increase the alley to twenty (20) feet wide. Mr. Coleman asked it that would solve the in
and out traffic flow problem. Mr. Gilot stated it would, but not the truck traffic issue. He noted to
approve their plan the way it is would invite conflict with the neighbors. He suggested they think
about trying to acquire six feet on one side or the other of the alley. Mr. Littrell suggested any
utility poles located in the alley would be an issue. Mr. Coleman stated the poles are only on one
side. Mr. Gilot questioned if there was a fifteen foot side-yard set-back could they get a variance
to slide out for pedestrians and a driveway. Mr. Hunt stated they are trying to do this without
getting a variance. Mr. Coleman questioned if the approach addressed the narrowness of the
alley, would that be acceptable. Mr. Littrell stated he has no problem with dedicating nine (9)
parking spaces on the street, but the narrow alley will cause problems. He suggested in the winter
parking will need to be regulated to prevent turning difficulties at Sorin Street, and
recommended posting no parking on the south side of Sorin for twenty-five (25) feet from the
intersection. Mr. Gilot questioned if they had considered reducing their units by four (4) to
reduce the needed parking. He suggested if the curb-cut went away, that would allow for six (6)
spaces on the alley side. Mr. Littrell suggested the drive can be in the set-back. Mr. Gilot added
they Auld encourage a lot of greenscape space if taking the curb-cut away. Mr. Coleman stated
they have been very helpful and questioned what their next options are; should they bring it back
to the Board when they look at a different design. Mr. Gilot acknowledged they wanted it on the
agenda last week and have heard enough of the Board's concerns to be able to work out the
details. Therefore, Mr. Gilot made a motion to authorize the City Engineer, Carl Littrell, to work
with Holladay and Coleman Architecture on the details to meet the requirements of the Board.
Mr. Inks seconded the motion, which carried.
RATIFY BID AWARD — WESTERN AND CHAPIN INTERSECTION IMPROVEMENTS —
PROJECT NO. 110-086 LRSA
Mr. Robert Nichols, Engineering, advised the Board that on May 9, 2011, bids were received and
opened for the above referenced project. After reviewing those bids, Mr. Nichols recommended
that the Board award the contract to the lowest responsive and responsible bidder Selge
Construction Co., Inc., 2833 S. II1h Street, Niles, Michigan, 49120, in the amount of
$504,158.63. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the
bid award be ratified as outlined above. Mr. Littrell seconded the motion, which carried.
RESCIND QUOTE AWARD AND RATIFY QUOTE,AWARD AND APPROVE_CONTRACT
—ANGELA AND LEAHY POLE FOUNDATION INSTALLATION — PROJECT NO. 111-006
LRSA
Mr. Robert Nichols, Engineering, advised the Board that on June 27, 2011, quotes were received
and opened for the above referenced project. After reviewing those quotes, Mr. Nichols
recommended that the Board award the contract to the lowest responsive and responsible bidder
Herman and Goetz, in the amount of$2,400.00. After beginning the work, Herman and Goetz
realized that due to the site conditions and complexity they would be unable to finish the project
and fulfill the terms of the job. Mr. Littrell stated that Herman and Goetz did not have the proper
equipment needed to complete the job, and they had no casings to keep four holes open. He
noted the location was a public safety concern with a high volume of traffic. It was considered a
pedestrian and traffic hazard. Mr. Littrell stated the contract specifications were clear that the
..........
project needed to start on a certain immediate date. Mr. Gilot added that a professor from Notre
Dame had been injured at the site, and they needed to make sure nobody else got injured. He
stated that the owners of Innovation Park were worried about traffic safety in and out of their
facility. Mr. Nichols stated in his letter that the second lowest bidder, Pemberton Davis Electric,
Inc. informed Mr. Nichols that they were not able to complete the project in the specified time
frame due to another job they had since taken on. Therefore, Mr. Nichols requested the Board
rescind the award to Herman and Goetz, and ratify the award of the project to the third lowest
bidder, Michiana Contracting, 7843 Lilac Rd., Plymouth, Indiana, 46563, in the amount of
$7,960.00. Upon a motion by Mr. Gilot, seconded by Mr. Littrell and carried, the quote award
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REGULAR MEETING AUGUST 8 2011 254
QUOTATION: $83,878.00
OTIS ELEVATOR COMPANY
1010 East Jefferson Boulevard
Mishawaka, Indiana 46545
Quotation was submitted by Mr. John Rossman
Non-Collusion, Non-Debarment Affidavit Employment Eligibility Verification and Non-
Discrimination Commitment was not Submitted
QUOTATION: $82,000.00
MICHIANA LIFT WUIPMENT, INC.
PO Box 1092 ._
Mishawaka, Indiana 46546
Quotation was submitted by Mr. Dennis Gadacz
Non-Collusion, Non-Debarment Affidavit Employment Eligibility Verification and Non-
Discrimination Commitment was Submitted
QUOTATION: $96,850.00
It was noted that Otis Elevator Company did not submit their Non-Collusion, Non-Debarment
Affidavit Employment Eligibility Verification and Non-Discrimination Commitment form. Mr.
Gilot stated the Board's policy has always been to allow until the end of the business day to
supply that form. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the
above Quotations were referred to Economic Development for review and recommendation.
OPEN QUOTATIONS — JEFFERSON AND MAINSTREETSCAPE „IMPROVEMENTS -
PRE-CAST BENCHES AND PLANTERS PROJECT NO 111-047B (SBCDA TIF)
Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for
the above referenced project. The following Quotation was opened and read:
WAUSAU TILE
PO Box 1520
Wausau, Wisconsin 54402
Quotation was submitted by Mr. Chris Anstosch
Non-Collusion, Non-Debarment Affidavit Employment Eligibility Verification and Non-
Discrimination Commitment was Submitted
QUOTATION: $66,294.00
Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above Quotation was
referred to Economic Development for review and recommendation.
OPEN QUOTATIONS — JEFFERSON AND MAIN STREETSCAPE IMPROVEMENTS —
PAVERS - PROJECT NO. 111-047C SBCDA TIF
Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for
the above referenced project. The following Quotation was opened and read:
WAUSAW TILE
PO Box 1520
Wausau, Wisconsin 54402
Quotation was submitted by Mr. Jason Merrick
Non-Collusion, Non-Debarment Affidavit Employment Eligibility Verification and Non-
Discrimination Commitment was Submitted
QUOTATION;
SandSeries— Std Color (1) 23 1,120 sft $2.60/sft
13/16" sq x 2" Th.
Sandseries— Std Color (2) 23 560 sft $2.60/sft
13/16" sgx2" Th.
Shipping $1,050.00
It was noted this quote was not signed. Mr. Gilot stated the Board would allow Wausaw Tile
twenty-four hours to forward a signed copy with an original to follow in the mail. Upon a motion
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REGULAR MEETING AUGUST 8 2011 256
KE3 �-ACMFloor Mat $30.00/sft
Tile Mastic $3.00sft
R&R_E_XCAVATING, INC..
2010 Went Avenue
Mishawaka, Indiana 46545
Quotation was submitted by Mr. William Loudin
QUOTATION:
Item Description Amount
I Base Quote $29,565.00
2 Environmental Allowance $1,000.00
TOTAL $30,565.00
E1 ACM Pipe & Duct Wrap $14.00/1ft
E2 ACM Fiber Mat $18.00/sft
E3 ACM Floor Tile Mastic $1.75sft
TOROK EXCAVATING & DEMOLITION
825 South Fellows Street
South bend, Indiana 46601
Quotation was submitted by Mr. William Torok
QUOTATION:
Item Description Amount
1 Base Quote $23,900.00
2 Environmental Allowance S1,000.00
TOTAL $24,900.00
El ACM Pipe & Duct Wrap $25.00 lift
E2 ACM Fiber Mat $25.00/sft
E3 ACM Floor Tile Mastic $2.25sft
C&E EXCAVATING INC.
53767 County Road 9
Elkhart, Indiana 46514
Quotation was submitted by Mr. Ed Bessinger
QUOTATION:
Item Description Amount
1 Base Quote $39,850.00
2 Environmental Allowance $1,000.00
TOTAL $40,850.00
E1 ACM Pipe & Duct Wrap $28.00/lft
E2 ACM Fiber Mat $30.00/sft
E3 ACM Floor Tile Mastic $2.30sft
Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above Quotations
were referred to Economic Development for review and recommendation. Mr. Gilot noted
Jackson's quote was very low and asked Mr. Jackson if his numbers were correct and if he would
really be able to do the job for that amount. Mr. Jackson stated he had reviewed his numbers and
they were correct. After reviewing those quotations, Mr. Bill Schalliol, Economic Development,
recommended that the Board award the contract to the lowest responsive and responsible bidder,
Jackson Trucking & Excavating, in the amount of $11,000.00. Therefore, Mr. Littrell made a
motion that the recommendation be accepted and the quotation be awarded as outlined above.
Mr. Inks seconded the motion, which carried.
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REGULAR MEETING AUGUST 8, 201.1 258
WHEREAS, pursuant to I.C. §36-9-6-2 and I.C. §36-9-6-3, the City of South Bend,
Indiana Board of Public Works ("Board") has authority over the use of public rights of way and
is responsible for the supervision of streets, alleys and other property of the City; and
WHEREAS, persons wishing to use and block vehicular access to the public right-of-way
must obtain approval to do so from the Board; and
WHEREAS the Board receives numerous requests for permission to use and block
vehicular access to the public right-of-way for special activities such as block parties, hog roasts,
neighborhood gatherings and similar events; and
WHEREAS, the Board supports restricting access to portions of the City, if such event(s)
are based upon the support of citizens residing in the neighborhood, or such event is for the
benefit and participation of such residents; and
WHEREAS, the Board, through its Resolution No. 10-1989 adopted on March 6, 1989,
as amended and restated through its Resolution No. 57-2008 adopted on August 25, 2008, has
heretofore established certain policies and procedures related to such events; and
WHEREAS,the Board desires to further amend and to restate its policies and procedures.
NOW, THEREFORE, BE IT RESOLVED, by the Board of Public Works of the City of
South Bend that policies and procedures previously established through its Resolution No. 10-
1989 shall be and hereby are amended and restated in its entirety as follows:
1. The policies and procedures established by the Board in this Resolution shall be
applicable to all such requests where there is a request for use of and/or the blockage
of access to the public right-of-way for a block party. Any and all approvals granted
by the Board for such events shall be subject to these policies.
2. All requests for approval to use and/or block access to the public right-of-way shall
be filed with the Clerk of the Board of Public Works, 1316 County-City Building,
227 West Jefferson, South Bend, Indiana 46601 not less than four (4) weeks prior to
the proposed date of the event, and shall be accompanied by a non-refundable
application fee of $50.00 to cover the administrative cost of processing the permit.
All requests shall be made in writing on a prescribed Application Form which may be
amended from time-to-time, the current form of which is attached hereto and
incorporated herein as Attachment "A".
3. The Board shall refer all such Applications for review and recommendation to the
South Bend Police Department Traffic Bureau, the City's Bureau of Traffic and
Lighting, the City Attorney's Office, Division of Engineering, and may refer the
Application to various other entities as the Board, in its sole discretion, believes
necessary. Such review and recommendation shall take into consideration the traffic
controls, traffic safety equipment and materials to ensure safe conduct of the event.
Each entity reviewing the Application shall submit its recommendation to the Board
within five (5) business days of receiving the Application for review.
4. The Board may deny any Application if the Board, in its sole discretion, determines
that the proposed event: (i) will constitute a public safety hazard; (ii) will conflict
with any other event within the City; (iii) is not an event which is consistent with the
type of event described in this resolution; (iv) the event would interfere with normal
City operations or services; or (v) upon receiving an unfavorable recommendation
from any of the entities described in Paragraph 3, above.
5. The closing time for block parties approved by the Board shall be no later than 8:00
p.m. unless the Applicant presents evidence to the Board which the Board, in its sole
discretion, believes is sufficient evidence to warrant the granting of a special
.............
exception to the 8:00 p.m. closing time.
6. If alcohol is to be served or sold at the event, the Applicant shall submit a Certified
Check or Money Order in an amount stated on the Application and shall be required
to provide the names and contact information for three (3) security guards employed
by Applicant in order to monitor underage drinking.
7. All Applicants shall be required to comply with all rules and regulations stated on the
Application, the related Permit/Agreement and Instructions, as each may be amended
from time-to-time, including, but not limited to, compliance with the City's noise
ordinance.
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REGULAR MEETING AUGUST 8,2011 260
1. Donald E. Inks, a member of the Board, or his successor (the "Authorized
Representative") is hereby authorized to execute, on behalf of the Board, all documents in the
normal and usual course of business as necessary to acquire and take custody of the real property
located at 717 E. LaSalle Ave., South Bend, Indiana, which authority shall include the authority
to execute documents on behalf of the Board which relate to the completion of such
administrative functions.
2. The authority granted under this Resolution shall expire on December 31, 2011.
3. This Resolution shall be in full force and effect after its adoption.
ADOPTED at a meeting of the South Bend Board of Public Works held on August 8,
2011, at 1308 County-City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601.
CITY OF SOUTH BEND
BOARD OF PUBLIC WORKS
s/ Gary Gilot
sl Donald Inks
s/ Carl Littrell
ATTEST:
s/Linda Martin, Clerk.
ADOPT RESOLUTION NO. 54-2011 — A RESOLUTION OF THE BOARD OF PUBLIC
WORKS FOR THE CITY OF SOUTH BEND INDIANA ADOPTING CONTRACT
LANGUAGE, POLICIES,_ ND PROCEDURES TO REFLECT CHANGES IN INDIANA
A
LAW EFFECTIVE JULY 1, 2011
Ms. Martin stated the agenda was incorrect in listing this resolution as No. 52-2011, it is
Resolution No. 54-2011. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried,
the following Resolution was adopted by the Board of Public Works:
RESOLUTION NO. 54-2011
A RESOLUTION OF THE BOARD OF PUBLIC WORKS
FOR THE CITY OF SOUTH BEND, INDIANA
ADOPTING CONTRACT LANGUAGE, POLICIES AND PROCEDURES TO REFLECT
CHANGES IN INDIANA LAW EFFECTIVE JULY 1,2011
WHEREAS, the legislative authority for the State of Indiana is vesting in the General
Assembly pursuant to Article 4, Section 1 of the Indiana constitution; and
WHEREAS, the General Assembly has added, amended or repealed various sections of
the Indiana Code that relate to public contracting, public purchasing, and public construction
projects, with such changes having an effective date of July 1, 2011: and
WHEREAS, the Board of Public Works ("Board") is a contracting agent in such matters
for the City of South Bend ("City") and the Board desires to add, amend or repeal various
policies and procedures in order to reflect the changes in Indiana state law; and
WHEREAS, the Board further desires to adopt various new standardized documents for
the conduct of City business that are consistent with state law; and
WHEREAS, the Board also desires to amend certain forms and adopt standardized
language to be included in such forms in order to comply with the requirements of state law; and
WHEREAS, the Board has determined that the additions, amendments or and repeals of
its policies, procedures and documentation associated with the conduct of City business is in the
best interests of the City and its residents, and complies with the purposes and provisions of all
other applicable federal, state and local laws.
NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works for the City of
South Bend, Indiana as follows:
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REGULAR MEETING AUGUST 8, 2011 262
APPROVAL OF STREET CLOSURES/PROCESSIONS
The following street closures and processions were presented for approval:
Applicant Description Date/Time Location Motion
Carried
City of South Bend, Special Event— August 20, Martin Luther King Inks/Littrell
Mayor's Office Oliver Memorial 2011; 10:00 a.m. Drive/Chapin St.
Parade to 11:30 a.m. from Washington St.
to North of Sample
St.
Knights of Special Event — August 12, E. Washington St. Littrell/Inks
Columbus East Race Fest 2011, 4.00 p.m. from Hill St. to Niles
to 10:00 p.m.; Ave.
August 13,
10:00 a.m. to
10:00 p.m.;
August 14,
11:00 a.m. to
4:00 p.m.
Kite Realty Group Special Event Sept. 2 and 16, Eddy St. from Inks/Littrell
Eddy Street Oct. 7, 21, and Napoleon to Angela
Commons Kick- 2, 2011 from Blvd. (Eddy
Off Concert 6:00 p.m, to Commons)
10:00 p1m.
O'Sullivan's Special Event --- August 21, Michigan Street Littrell/Inks
Crossing Car Show 2011, 2:00 p.m. from Western Subject to
to 8:00 P.M. Avenue to Wayne DTSB
Street, or Wayne Approval of
Street from St. Location
Joseph Street to
Main Street
.:..:.:........
Carriage Hills Special Event - August 28, Water Works Well Gilot/Inks
Homeowner's Family Fun Day 2011; 3:00 p.m. Site on Shenandoah Subject to
Association to 5:00 p.m. Drive in Carriage Water
Hills Subdivision Works
Restrictions
Murray Miller, Special Event - August 20, .Orange Rd. between Gilot/Littrell
South Bend Chapter Youth Explosion 2011; 12:00 p.m. Adams St. and
of Indiana Black to 4:00 p.m. Birdsell St. (Route
Expo, Greater St. Amended from
John MBC, The between College and
Senior Mens •Club Birdsell St.)
of Martin Luther
King,
Interdenominational
Ministers Alliance,
100 Black Men,
Family & Children
Center, Mothers
Against Violence
and Citizens
Committed to Save
Our Youth
The Pack of Indiana Procession — August 20, Start at Pinhook Inks/Littrell
Angel of Hope 2011; 9:00 a.m. Park; Riverside to
Ride to 12:00 p.m. Cleveland, to
County
APPROVE TRAFFIC CONTROL DEVICES
Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the following traffic
control devices were approved:
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REGULAR MEETING AUGUST 8, 2011 264
PRIVILEGE OF THE FLOOR
Mr. Murray Miller, Local No. 645, asked if the quotes opened at today's meeting would be
posted on the City website. Mr. Gilot stated that quotes are not normally posted. Mr. Miller
asked if Resolution No. 52-2011 would be available on the website. Mr. Phil Custard,
Purchasing, stated Legal is working on a new page on the City's website with instructions on the
new bid documents and the laws regarding them. He noted they will be posting all of the new
forms, including this Resolution, on the page. Mr. Miller asked if the Board awarded the contract
for the Western and Chapin Intersection Improvements to Selge Construction at the Agenda
Session. Mr. Gilot confirmed the award was ratified at the meeting.
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 10:20 a.m.
BOARD OF PUBLIC WORKS
Al
Gary A. Gilot, President
' f
gnald E. l ks, Mem er
Carl P. Littrell, Member
ATTEST:
A. k-
-Li as M. Martin, Clerk