HomeMy WebLinkAbout09/26/11 Board of Public Works Minutes ...........................
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REGULAR MEETING SEPTEMBER 26, 2011 316
In an application to the Board, The Robert Henry Corporation, 404 South Frances Street, PO Box
1407, South Bend, Indiana 46624, submitted an application for a Long-Term Occupancy Permit
for the installation of new windows at the Robertson's Apartment Building. They noted in a
letter to the Board that they would occupy three (3) parking spaces at a time on the West side of
South Michigan Street. The permit is good October 1 through October 30, 2011. There being no
further discussion, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the
permit was approved.
APPROVE TRAFFIC CONTROL DEVICES
Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the following traffic
control devices were approved:
NEW INSTALLATION: Handicapped Accessible Parking Space Signs
LOCATIONS: 907 East Altgeld Street
737 South 291h Street
REMARKS: All criteria has been met
REMOVAL: Handicapped Accessible Parking Space Signs
LOCATIONS: 206 East Bartlett Street
2008 South Scott Street
REMARKS: No Longer Needed
FILING OF SAFETY REPORTS—DEPARTMENT OF PUBLIC WORKS
The Division of Central Services submitted their Safety Report for August 2011. These reports
reflect injuries/accidents for each month and provide for a comparison. There being no further
discussion., upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the reports were
accepted and filed.
FILING OF MONTHLY AND PERFORMANCE MEASURE REPORTS — DEPARTMENT
OF PUBLIC WORKS
The Division of Central Services and Environmental Services submitted their Monthly and
Performance Reports for the month of August, 2011. There being no further discussion, upon a
motion made by Mr. Gilot, seconded by Mr. Inks and carried, the monthly reports were accepted
and filed.
FILING OF CERTIFICATE OF INSURANCE
Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Certificates of
Insurance for the following businesses were accepted for filing:
DHW& Company, Series Two, Chicago, Illinois
KC Tree, Inc., Osceola, Indiana
RATIFY APPROVAL AND/OR RELEASE CONTRACTOR AND EXCAVATION BONDS
Mr. Anthony Molnar, Division of Engineering, recommended that the following Contractor and
Excavation Bonds be ratified pursuant to Resolution 100-2000 and/or released as follows:
A. Contractor Bonds
1. Todd Crowell Services— For Release September 21, 2011
2. Do All Contractors—Approved September 9, 2011
3. L.L. Geans Construction Co. —Approved September 14, 2011
B, Excavation Bonds
1. Malott Contracting, Inc. —Approved September 9, 2011
2. Michael D. Walters—Approved September 9, 2011
3. New Sesco, Inc. d/b/a Sesco Croup—Approved September 19, 2011
Mr. Littrell made a motion that the Bonds approval and/or release as outlined above be ratified.
Mr. Inks seconded the motion, which carried.
APPROVE CLAIMS
Mr. Inks stated that a request to pay the following claims in the amounts indicated has been
received by the Board; each claim is fully supported by an invoice; the person receiving the
goods or services has approved the claims; and the claims have been filed with the City Fiscal
Officer and certified for accuracy.
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REGULAR MEETING SEPTEMBER 26, 2011 314
Sludge Pump and
Motor/Original Pumps
Installed in 1972
Addendum to Redevelopment Demolition of 622 and $23,000 Inks/Littrell
the Master Commission 718 East Sample Street— (TIF) Subject to
Agency Project No, 111-063 Redevelopment
Agreement Board Approval
Contract South Bend Heritage Homes Southeast $308,000.00 Littrell/Inks
Heritage Project—Provide Off-Site (CDBG)
Foundation, Inc. Community and
Neighborhood Space
through the Acquisition
and Rehab of Property
Close to HHSE
Development
Development Heritage Place Development of Property N/A Gilot/Inks
Agreement at LaSalle Transferred to the Board Subject to Final
Square, LLC of Public Works from the Legal Review
Redevelopment
Commission
Professional MPA Architects Design of Fire Station No. $192,500 Inks/Littrell
Services 5 (EMS Capital)
Agreement
Amendment Lawson-Fisher Retain Legal Consultation $10,000.00 Inks/Littrell
to Associates P.C. for Hydroelectric (Energy City Attorney,
Professional Feasibility Study---Project Division Chuck Leone,
Services No. 111-OIOA to Professional Approved
Agreement Develop Co-Op for Power Services)
Utilization from New
H droelectric Facility
APPROVAL OF STREET CLOSURES/PROCESSIONS
The following street closures and processions were presented for a proval:
Applicant Description Date/Time Location Motion
Carried
American Special Event — October 15, Howard Park, to St, Inks/Littrell
Cancer Society Making Strides 2011; 8:00 a.m. Joseph St. to Michigan
Against Breast to 12:00 p.m. St., back to East Race
Cancer Walk and to Howard Park
Church World Special Event - October 2, Start at Howard Park, to Gilot/Inks
Service St. Joseph 2011; 1:00 p.m. Jefferson St., to Park
County Crop to 4:30 p.m. Plaza, to East Race, back
Walk to Howard Park
APPROVE REQUEST FOR TEMPORARY CHANGE TO TRAFFIC CONTROL
Mr. Gilot advised that the following request for a temporary change to traffic control has been
received:
Event: Holy Day Services—"Temple Parking Only"
Applicant: Temple Beth-El
Location: West Madison Street and North Lafayette Boulevard Adjacent to
Temple
Dates/Times: September 28, 2011 from 7:00 p,m. to 11:00 p.m.; September 29,
2011 from 9:00 a.m. to 3:00 p.m.; October 7, 2011 from 7:00 p.m.
to 11:00 p.m.; October 8, 2011 from 9:00 a.m. to 6:30 p.m.
Mr. Gilot noted that favorable recommendations have been received from the Police Department,
Bureau of Traffic and Lighting, and the Division of Engineering for the above request. Upon a
motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above request was approved.
TABLE REQUEST FOR STREET NAME CHANGE — LISTON STREET TO FRANKIE'S
BBQ BOUELVARD
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REGULAR MEETING SEPTEMBER 26, 2011 312
Mishawaka, Indiana 46545, indicating the contract amount be decreased by $3,965,34 for a
modified contract sum, including this Change Order, of$474,318.66. Additionally submitted was
the Project Completion Affidavit indicating this new final cost of $474,318.66. Upon a motion
made by Mr. Inks, seconded by Mr. Littrell and carried, Change Order No. 10 (Final) and the
Project Completion Affidavit were approved.
APPROVE CHANGE ORDER NO. 1.ff FINAL) AND PROJECT COMPLETION AFFIDAVIT
—TRADE DRIVE—PROJECT NO. 110-048 (AEDA TIF)
Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. I (Final) on
behalf of C&E Excavating, Inc., 53767 CR 6, Elkhart, Indiana 46614, indicating the contract
amount be increased by $2,750.36 for a modified contract sum, including this Change Order, of
$362,031.93. Additionally submitted was the Project Completion Affidavit indicating this new
final cost of $362,03193. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and
carried, Change Order No. I (Final) and the Project Completion Affidavit were approved.
APPROVE CHANGE ORDER NO. I (FINAL) AND PROJECT COMPLETION AFFIDAVIT
— DEMOLITION, ENVIRONMENTAL REMEDIATION AND SITE RESTORATION OF
THE FORMER ZIOLKOWSKI PROPERTY—PROJECT NO. 111-022 (AEDA TID
Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No, I (Final) on
behalf of C&E Excavating, Inc., 53767 County Road 9, Elkhart, Indiana 46514, indicating the
contract amount be decreased by $6,043.21 for a modified contract sum, including this Change
Order, of$287,531.79. Additionally submitted was the Project Completion Affidavit indicating
this new final cost of$287,531.79. Upon a motion made by Mr. Inks, seconded by Mr. Littrell
and carried, Change Order No. I (Final) and the Project Completion Affidavit were approved.
APPROVE CHANGE ORDER NO. 4 (FINAL) AND PROJECT COMPLETION AFFIDAVIT
— MEMORIAL HOSPITAL STREETSCAPES IMPROVEMENTS — PROJECT NO. 109-091B
(MEDICAL TIF)
Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 4 (Final) on
behalf of Ancon Construction Co., Inc., 2146 Elkhart Road, Goshen, Indiana 46526 indicating
the contract amount be decreased by $48,031.72 for a modified contract sum, including this
Change Order, of $948,440.50. Additionally submitted was the Project Completion Affidavit
indicating this new final cost of$948,440.50. Upon a motion made by Mr. Inks, seconded by Mr.
Littrell and carried, Change Order No. 4 (Final) and the Project Completion Affidavit were
approved.
APPROVE CHANGE ORDER NO. I (FINAL) AND PROJECT COMPLETION AFFIDAVIT
— POTAWATOMI PARK CONDUIT INSTALLATION — PROJECT NO. I II-03$ LPARKS
GENERAL)
Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. I (Final) on
behalf of Michiana Contracting, Inc., 7843 Lilac Road, PO Box 929, Plymouth, Indiana 46563
indicating the contract amount be decreased by $641.00 for a modified contract sum, including
this Change Order, of$27,644.00. Additionally submitted was the Project Completion Affidavit
indicating this new final cost of$27,644.00. Upon a motion made by Mr. Inks, seconded by Mr.
Littrell and carried, Change Order No. I (Final) and the Project Completion Affidavit were
approved.
APPROVE CHANGE ORDER NQ. I FINAL AND PROJECT COMPLETION AFFIDAVIT
—NIMTZ PARKWAY CONDUIT INSTALLATION —PROJECT NO. 111-037 (AEDA TIF)
Mr. Gilot advised that Mr. Toy Villa, Engineering has submitted Change Order No. I (Final) on
behalf of Michiana Contracting, Inc,, 7843 Lilac Road, PO Box 929, Plymouth, Indiana 46563
indicating the contract amount be decreased by $6,510.25 for a modified contract sum, including
this Change Order, of$22,277.25. Additionally submitted was the Project Completion Affidavit
indicating this new final cost of$22,277-25. Upon a motion made by Mr. Inks, seconded by Mr.
Littrell and carried, Change Order No. I (Final) and the Project Completion Affidavit were
approved.
APPROVE PROJECT COMPLETION AFFIDAVIT — DEMOLITION OF EXISTING
OUTFIELD WALL AND CONSTRUCTION OF NEW OUTFIELD WALL — PROJECT NO.
1,10-0081 (DOWNTOWN TIF)
Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion
Affidavit on behalf of L.L. Gearis Construction Company, 1923 North Home Street, Mishawaka,
Indiana 46545 for the above referenced project, indicating a final cost of$344,040.00. Upon a
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PUBLIC AGENDA SESSION SEPTEMBER 22 2011 310
Ms. Greene agreed and stated anything related to this property should wait until the
Court's decision. Mr, Inks noted the appraisal of property is based on the size of the
property and if this property is vacated, it will affect the appraisal. He suggested
contacting City Attorney's Chuck Leone or Aladean DeRose to determine if the Board
should wait on this vacation request from St. Joseph High School.
The Clerk was instructed to post the agenda and notify the media and other persons who have
requested notice of the meeting agenda. No other business came before the Board. The meeting
adjourned at 11:50 a.m.
BOARD OF PUBLIC WORKS
Gary A. Gilot, President
Ddnald E. Inks, Member
Carl P. Littrell, Member
ATTEST:
—Lire 1a M. Martin, berk
REGULAR MEETING SEPTEMBER 26, 2011
The regular meeting of the Board of Public Works was convened at 10:35 a.m. on Monday,
September 26, 2011, by Board President Gary A. Gilot, with Board Members Donald E. Inks and
Carl P. Littrell present. Also present was Board Attorney Cheryl Greene,
ADDITIONS TO THE AGENDA
Mr. Gilot noted the addition to the agenda of a request for approval of a Crop Walk, and a
request to advertise for bids for the Century Center Island Park Pavilion.
APPROVE MINUTES OF PREVIOUS MEETING
Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the minutes of the
Agenda Review Session, Regular Meeting and Claims Meeting of the Board held on September
8, 2011, September 12, 2011 and September 19, 2011, were approved.
AWARD BID ---ONE (1)..2011 OR NEWER EMERGENCY MEDICAL VEHICLE 2011 FIRE
DEPARTMENT CAPITAL LEASEi
Mr. Jeffrey Hudak, Central Services, advised the Board that on September 12, 2011, bids were
received and opened for the above referenced equipment. After reviewing those bids, Mr. Hudak
recommended that the Board award the contract to the lowest responsive and responsible bidder,
Crossroads Ambulance Sales and Service, LLC, 14283 County Road 8, Middlebury, Indiana
46540, in the amount of$204,828.00. Mr. Hudak noted in his memorandum that the low bid of
Hill Truck Sales was rejected as non-responsive because they bid on a chassis only; not a
complete unit as requested. Therefore, Mr. Inks made a motion that the recommendation be
accepted and the bid be awarded as outlined above and Hill Truck Sales be deemed non-
responsive. Mr. Littrell seconded the motion, which carried.
AWARD PROPOSAL — WASTEWATER COMPUTERIZED MAINTENANCE
MANAGEMENT SOFTWARE —PROJECT NO. 111-062 WASTEWATER CAPITAL
Mr. Kenneth Smith, Environmental Services, advised the Board that on September 12, 2011,
proposals were received and opened for the above referenced software. Mr. Smith noted in his
memorandum that the proposals were reviewed and scored based on a matrix, and Starboard
Consulting, LLC scored the highest and was the lowest in cost. Therefore, Mr. Smith
recommended that the Board award the contract to Starboard Consulting, LLC, 2170 West State
Road 434, Site 124, Longwood, Florida 32779, in the amount of$206,320.09. Mr. Inks made a
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