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HomeMy WebLinkAbout08/27/07 Board of Public Works MinutesPUBLIC AGENDA SESSION AUGUST 23.2007 ~ ~ 5 The Public Agenda Session of the Board of Public Works was convened at 10:34 a.m. on August 23, 2007, by Board President Mr. Gary A. Gilot, with Board Members Carl P. Littrell and Donald E. Inks present. Also present was Board Attorney Cheryl Greene. Board of Public Works Clerk, Linda M. Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. Board members discussed the following items from that list. - Addition to the Agenda ' Mr. Gilot noted the addition of a Traffic Restriction for Temple Beth-El to the Agenda. - Safety Reports -Central Services Ms. Toni Higbee, Central Services, presented her department's Safety Report for the month of July, 2007. - Monthly and Performance Goals Reports -Central Services Ms. Toni Higbee, Central Services, presented her department's Monthly and Performance Goals Report for the month of July, 2007. - Boiler Inspection Service Mr. Patrick Henthorn, Environmental Services, stated he was working with the Legal Department to finalize the contract. Ms. Greene, Legal Department, stated she asked to change the contract to be governed by Indiana law, not Illinois law as it now states. Boiler Inspection Services was not willing to make the change. Ms. Greene stated she has concerns if there are ever any legal problems related to the company's work, it would have to be heard in Illinois, resulting in greater expenses for Environmental Services. - Special Purchase Mr. Dave Tungate, Water Works, stated the request for approval of the purchase of meter parts falls under the special purchase rules, under the Compatibility of Equipment, Accessories, or Replacement Parts. Midwest Meter is the sole source for parts that are compatible to the meters. Mr. Gilot noted there is a corresponding special purchase request for meters, in the amount of $92,000.00 that should be added to the agenda for approval. - Demolition of Caroline Partners, L.L.C. Properties Mr. Don Inks stated the Bid for this demolition should be done in a fashion that will allow the costs to stay below $65,000.00 for the fourteen (14) properties in this area. This amount needs to cover everything involved in the cost of the demolitions. OPENING/AWARD OF QUOTATIONS - HILL & COLFAX PARKING LOT IMPROVEMENTS - PROJECT NO. 104-050 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: RITSCHARD BROS.. INC. 1204 West Sample Street South Bend, Indiana 46619 1 Quotation was submitted by Mr. Donald Ritschard, Jr. QUOTATION: Base Bid: $53,056.25 Item No. Descri tion Quanti Unit Unit Price Total Amount 1 Common Excavation 20 CY $42.00 $840.00 2 No. 53 A re ate 3 TONS $100.00 $300.00 3 HMA No. 5 Base 3.5 TONS $523.00 $1,830.50 4 HMA No. 11 Surface 2 TONS $1,100.00 $2,200.00 5 "B" Borrow 20 CY $22.50 $450.00 6 Catch Basin with R-2540 Grate Castin 2 EA $1,300.00 $2,600.00 7 8 inch SDR-35 Pipe/ with connection in Ex. D Wells 36 LF $30.00 $1,080.00 Alternate "A" Total Bid $9,300.50 Total Bid $72,356.75 ,~~ ~ PUBLIC AGENDA SESSION AUGUST 23, 2007 HERRMAN & GOETZ /DBA UNDERGROUND SERVICES 225 South Lafayette Boulevard South Bend, Indiana 46601 Quotation was submitted by Mr. Jeff Wells QUOTATION: Base Bid: $83,926.00 Item No. Descri tion Quanti Unit Unit Price Total Amount 1 Common Excavation 20 CY $123.00 $2,460.00 2 No. 53 A re ate 3 TONS $31.00 $93.00 3 HMA No. 5 Base 3.5 TONS $500.00 $1,750.00 4 HMA No. 11 Surface 2 TONS $1,050.00 $2,100.00 5 "B" Borrow 20 CY $14.00 $280.00 6 Catch Basin with R-2540 Grate Castin 2 EA $1,700.00 $3,400.00 7 8 inch SDR-35 Pipe/ with connection in Ex. D Wells 36 LF $69.00 $2,484.00 Alternate "A" Total Bid $12,567.00 Total Bid $96,493.00 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above Quotations were referred to Engineering for review and recommendation. After reviewing those quotes, Mr. Toy Villa, Engineering, recommends the Board award the contract to the lowest responsive and responsible bidder, Ritschard Bros., Inc., for the Base Bid and Alternate A, in the amount of $72,356.75. Mr. Villa noted the Quote by Ritschard Bros. was added wrong, they were short by $1.00, but that did not affect the results of the award. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Littrell seconded the motion, which carried. OPENING OF QUOTATIONS -MICHIGAN STREET SIDEWALK REPAIRS -PROJECT NO. 107-075 (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: WALSH & KELLY. INC. 24358 State Road 23 South Bend, Indiana 46614 Quotation was submitted by Mr. Kevin Kelly QUOTATION: $53,200.00 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above Quotation was referred to Engineering for review and recommendation. After review of the Quotation, Mr. Toy Villa, Engineering noted the quote is three times the budgeted amount for the repairs, and is excessive. The repairs need to be done before September 6, 2007 for the Art Beat Festival, and there is not enough time to request quotes, nor is there a meeting of the Board before then. Therefore, upon a motion by Mr. Gilot, seconded by Mr. Inks and carved, the quote was rejected as excessive, and Mr. Villa was instructed to work with Purchasing to find a more reasonable contractor for emergency repairs to the sidewalks. 1 1 1 APPROVAL OF STREET CLOSURES/PROCESSIONS The following street closures were presented to the Board for approval. It was noted that favorable recommendations were received from the appropriate departments. PUBLIC AGENDA SESSION AUGUST 23, 2007 ~ ~ '~ 1 Sponsor Description - Date/Time Location Motion Carried Ladd, Meleah & Biock Party - 7 August 26, 2007 West Jefferson Inks/Littrell Foster, Peggy Annual - 12:00 p.m. to Boulevard from 8:00 p.m. Chapin Street to Scott Street Studebaker ACD Car August 29, 2007 Chapin Street Inks/Littrell Museum Festival Tour - 9:00 a.m. to from 4:00 p.m. Washington to Thomas ADOPT RESOLUTION NO. 33-2007 - A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY 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 N0.33-2007 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY WHEREAS, it has been determined by the Board of Public Works that the following property is unit for the purpose for which it was intended and is no longer needed by the City of South Bend: MISCELLANEOUS VEHICLES & EQUIPMENT (SEE ATTACHED LISTING) WHEREAS, Indiana Code 5-22-22 permits and establishes procedure for disposal of personal property which is unfit for the purpose for which it was intended and which is no longer ' needed by the City. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that the items listed above are no longer needed by the City; are unfit for the purpose for which they were intended and have an estimated value of less than one thousand dollars ($1,000.00). BE IT FURTHER RESOLVED that said items may be transferred or sold at public auction or private sale, without advertising. However, if the property is deemed worthless, such maybe demolished or junked. ADOPTED this 23`d day of August 2007. BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA s/Gary A. Gilot, President s/Carl P. Littrell, Member s/Donald E. Inks, Member ATTEST: s/Linda M Martin, Clerk 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 12:00 p.m. BOARD OF PUBIrIC WORKS Q ~~-~~ _ Gary A. Gilot, President ~ c`~UBLIC AGENDA SESSION AUGUST 23, 2007 Carl P. Littrell, Member nald E. nks, Member ATTEST: Li da M. Martin, Cle REGULAR MEETING AUGUST 27, 2007 The regular meeting of the Board of Public Works was convened at 9:34 a.m. on Monday, August 27, 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. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the minutes of the regular meeting, agenda session and special meeting of the Board held on August 9, 2007, August 13, 2007 and August 17, 2007 were approved. CORRECTION TO MINUTES Mr. Gilot noted there was a correction to the Minutes of July 23, 2007. On page 259, in the section of Approval of Agreements/Contracts/Proposals/Addenda, for the Release of Retainage for J&L Management, Project Number 107-030 should read Project Number 104-030. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the correction to the minutes as noted, was approved. OPENING/AWARD OF BIDS -WELLINGTON STREET MODEL BLOCK (JEFFERSON TO WESTERNI - PROJECT NO. 107-011 (CDBG~ This was the date set for receiving and opening of sealed bids for the above referred to project. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri- County News, which were found to be sufficient. The following bids were opened and publicly read: MCINTYRE JONES, INC. 2522 West Sixth Street Mishawaka, Indiana 46544 Bid was signed by: Ms. Kelly Healey Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $96,627.04 RIETH-RILEY CONSTRUCTION CO., INC. 25200 State Road 23 Post Office Box 1775 South Bend, Indiana 46634 Bid was signed by: Mr. Angelo Mazzocchi Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted 1 1 1 BID: $106,720.50 REGULAR MEETING AUGUST 27, 2007 ~..v~. NORTHERN CONSTRUCTION SERVICES, CORP, Post Office Box 1299 Niles, Michigan 49120 Bid was signed by: Mr. Daniel Kulwicki, Jr. Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $113,024.00 WALSH & KELLY, INC. 24358 State Road 23 South Bend, Indiana 46601 Bid was signed by: Mr. Kevin Kelly Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $107,441.25 SELGE CONSTRUCTION CO. INC. 2833 South 11 Street Niles, Michigan 49120 Bid was signed by: Mr. John Szuba Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $127,930.00 Upon a motion made by Mr. Littrell, seconded by Mr. Inks, and carried, the above bids were referred to the Engineering Department and Community & Economic Development for review and recommendation. OPENING/AWARD OF BIDS - LASALLE AREA NPC PUBLIC WORKS (O'BRIEN FROM HUMBOLDT TO ELWOODI - PROJECT NO. 107-007 (CDBG This was the date set for receiving and opening of sealed bids for the above referred to project. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri- County News, which were found to be sufficient. The following bids were opened and publicly read: MCINTYRE JONES, INC. 2522 West Sixth Street Mishawaka, Indiana 46544 Bid was signed by: Ms. Kelly Healey Non-Collusion Aff davit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $125,425.05 RIETH-RILEY CONSTRUCTION CO., INC. 25200 State Road 23 Post Office Box 1775 South Bend, Indiana 46634 ~~,~ REGULAR MEETING AUGUST 27, 2007 Bid was signed by: Mr. Angelo Mazzocchi Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $152,152.00 ORTIZ CONCRETE 530 Pulaski South Bend, Indiana 46619 Bid was signed by: Mr. Jose Ortiz Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Security was submitted BID: $152,535.00 WALSH & KELLY, INC. 24358 State Road 23 South Bend, Indiana 46601 Bid was signed by: Mr. Kevin Kelly Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $163,393.75 NORTHERN CONSTRUCTION SERVICES, CORP. Post Office Box 1299 Niles, Michigan 49120 Bid was signed by: Mr. Daniel Kulwicki, Jr. Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $166,242.50 SELGE CONSTRUCTION CO. INC. 2833 South 11 Street Niles, Michigan 49120 Bid was signed by: Mr. John Szuba Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $180,152.50 Upon a motion made by Mr. Littrell, seconded by Mr. Inks, and carried, the above bids were ' referred to the Engineering Department and Community & Economic Development for review and recommendation. OPENING/AWARD OF BIDS -NEAR WEST SIDE NPC PUBLIC WORKS (2200-2300 BLOCKS OF SMITH & KENWOOD/300-400 BLOCKS OF JOHNSONI -PROJECT NO. 107-008 (CDBG~ This was the date set for receiving and opening of sealed bids for the above referred to project. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri- REGULAR MEETING AUGUST 27, 2007 ~ ~' ~..~ 1 County News, which were found to be sufficient. The following bids were opened and publicly read: MCINTYRE JONES. INC. 2522 West Sixth Street Mishawaka, Indiana 46544 Bid was signed by: Ms. Kelly Healey Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $178,977.80 RIETH-RILEY CONSTRUCTION CO.. INC. 25200 State Road 23 Post Office Box 1775 South Bend, Indiana 46634 Bid was signed by: Mr. Angelo Mazzocchi Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $211,735.75 WALSH & KELLY. INC. 24358 State Road 23 South Bend, Indiana 46601 Bid was signed by: Mr. Kevin Kelly Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $214,037.50 SELGE CONSTRUCTION CO. INC. 2833 South 11 Street Niles, Michigan 49120 Bid was signed by: Mr. John Szuba Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $250,720.00 NORTHERN CONSTRUCTION SERVICES. CORP. Post Office Box 1299 Niles, Michigan 49120 ' Bid was signed by: Mr. Daniel Kulwicki, Jr. Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $258,005.00 ~~`~ 2 REGULAR MEETING :~..,,• AUGUST 27, 2007 Upon a motion made by Mr. Littrell, seconded by Mr. Inks, and carried, the above bids were referred to the Engineering Department and Cornmunity & Economic Development 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. RICHARD HEIM DBA RITE NOW Post Office Box 3342 South Bend, Indiana 46619 BID: No. Description Year Bid 2 Red Ford Mustan 1996 $611.11 13 Blue GMC 1500 1992 $269.07 I.A.P. 3300 Main Street South Bend, Indiana 46614 Bid: No. Description Year Bid 1 Red Chevrolet Cavalier 1996 $250.00 2 Red Ford Mustan 1996 $450.00 3 White Chevrolet Malibu 1997 $400.00 4 Green Chevrolet Lumina 1995 $250.00 5 Bur and Dod a Intre id 1997 $250.00 6 Blue Chevrolet Lumina 1998 $250.00 7 Black Chevrolet Corsica 1990 $250.00 8 Gold Cadillac Sedan DeVille 1992 $250.00 9 White Ford Tem o 1994 $250.00 10 Green/Black Fiat X-19 1974 $200.00 11 Gra Buick Cent 1993 $250.00 12 Green Ford F-150 1992 $200.00 13 Blue GMC 1500 1992 $350.00 GERTRUDE STREET (U PULL IT) 3700 South Gertrude South Bend, Indiana BID: No. Description Year Bid 1 Red Chevrolet Cavalier 1996 $302.00 2 Red Ford Mustan 1996 $550.00 3 White Chevrolet Malibu 1997 $350.00 4 Green Chevrolet Lumina 1995 $250.00 5 Bur and Dod a Intre id 1997 $150.00 6 Blue Chevrolet Lumina 1998 $100.00 7 Black Chevrolet Corsica 1990 $154.00 8 Gold Cadillac Sedan DeVille 1992 $154.00 9 White Ford Tem o 1994 $154.00 10 Green/Black Fiat X-19 1974 $103.00 11 Gra Buick Cent 1993 $154.00 12 Green Ford F-150 1992 $250.00 13 Blue GMC 1500 1992 $604.400 1 1 REGULAR MEETING HALTON L. WEST Post Office Box 4722 South Bend, Indiana 46613 RTT)~ AUGUST 27, 2007 ,~, t. ~~ No. Description Year Bid 3 White Chevrolet Malibu 1997 325.00 9 White Ford Tem o 1994 $200.00 TERRY'S AUTO SALVAGE 1926 Tamarack Walkerton, Indiana 46574 BID: No. Description year Bid 1 Red Chevrolet Cavalier 1996 $368.00 2 Red Ford Mustan 1996 $428.00 3 White Chevrolet Malibu 1997 $394.00 4 Green Chevrolet Lumina 1995 $308.00 5 Bur d Dod a Intre id 1997 $201.00 6 Blue Chevrolet Lumina 1998 $125.00 7 Black Chevrolet Corsica 1990 $155.00 8 Gold Cadillac Sedan DeVille 1992 $175.00 9 White Ford Tem o 1994 $165.00 10 Green/Black Fiat X-19 1974 $185.00 11 Gra Buick Cent 1993 $202.00 12 Green Ford F-150 1992 $318.00 13 Blue GMC 1500 1992 $518.00 YVONNE SEIBERT 61384 Oak Road South Bend, Indiana 46614 Rm. No. Description Year Bid 1 Red Chevrolet Cavalier 1996 $400.00 2 Red Ford Mustan 1996 $700.00 12 Green Ford F-150 1992 13 Blue GMC 1500 1992 $600.00 LORRAINE PENN Code Enforcement RTT)~ No. Description year Bid 3 White Chevrolet Malibu 1997 $315.00 STUDIO MOTORS 225 Parson Street Kalamazoo, Michigan 49007 Rm. No. Description Year Bid 1 Red Chevrolet Cavalier 1996 $509.00 10 Green/Black Fiat X-19 1974 $333.00 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. .R",~ t ,,,..~ REGULAR MEETING AUGUST 27, 2007 AWARD BID -EXTERIOR FACADE REHABILITATION - 101 NORTH MICHIGAN STREET - PROJECT NO. 107-031 (DOWNTOWN TIF) Mr. Carl P. Littrell, City Engineer, advised the Board that on June 25, 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, Majority Builders, Inc., 62900 U.S. 31 South, South Bend, Indiana, 46614 in the amount of $710,350.00. It is noted that project funding will not permit the actual award of this project, however the Board wishes to declare the low bidder. Majority Builders has agreed to extend their bid for sixty (60) days. 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 NEW FOUR WHEEL DRIVE TURF TRACTOR WITH QUICK RELEASE LOADER (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 that the Board award the contract to the lowest responsive and responsible bidder, Wyatt Sales and Service, P.O. Box 59, Wyatt, Indiana, 46595 in the amount of $18,900.00. 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 QUOTATION -JON R. HUNT PLAZA FOUNTAIN "SEAT" CAPS REPAIR & MPAC CONCRETE PAD - PROJECT NO. 107-067 (MPAC/DOWNTOWN TIF) Mr. Brian Hegedus, Morris Performing Arts Center, advised the Board that on June 11, 2007, quotations were received and opened for the above referred to project. After reviewing those quotes, Mr. Hegedus recommends that the Board award the contract to the lowest responsive and responsible bidder, L.L. Geans Construction Company, 1923 North Home Street, Mishawaka, Indiana, in the amount of $5,820.00. Therefore, Mr. Inks made a motion that the recommendation be accepted and the quote be awarded as outlined above. Mr. Littrell seconded the motion, which carried. APPROVE CHANGE ORDER - HARTER HEIGHTS -STORM SEWER SEPARATION - PROJECT NO. 106-015 Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No.l (one) on behalf of HRP Construction, Inc., P.O. Box 266, South Bend, Indiana, indicating that the Contract amount be increased by $70,077.00 for a new Contract sum including this Change Order in the amount of $1,636,151.40. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT - GOOD NEIGHBORS/GOOD NEIGHBORHOODS PROGRAM ZONE 1 -PROJECT NO. 107-003 (GENERAL) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of Kaser-Spraker Construction, Inc., 25487 State Road 2, South Bend, Indiana, indicating that the contract amount be decreased by $86,943.50 for a new contract sum, including this Change Order, of $69,094.50. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $69,094.50. Upon a motion made by Mr. Littrell, seconded by Mr. Inks 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 CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT - GOOD NEIGHBORS/GOOD NEIGHBORHOODS PROGRAM ZONE 2 -PROJECT NO. 107-003 (GENERAL) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of L.L. Geans Construction Co., 1923 North Home Street, Mishawaka, Indiana, indicating that the contract amount be increased by $32,025.95 for a new contract sum, including this Change Order, of $195,898.95. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $195,898.95. Upon a motion made by Mr. Littrell, seconded by Mr. Inks 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. 1 1 1 REGULAR MEETING AUGUST 27, 2007 APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT - BENDIX DRIVE AND LATHROP'1NTERSECTION RECONSTRUCTION - PROJECT NO 106-032 (AIRPORT TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of Walsh & Kelly, Inc., 24358 State Road 23, South Bend, Indiana, indicating that the contract amount be increased by $33,514.86 for a new contract sum, including this Change Order, of $904,135.31. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $904,135.31. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. APPROVE CHANGE ORDER NO 1 (FINAL} AND PROJECT COMPLETION AFFIDAVIT -_WESTERN AVENUE STREETSCAPES - PROJECT NO 106-046 (COITI Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of Walsh & Kelly, Inc., 24358 State Road 23, South Bend, Indiana, indicating that the contract amount be increased by $16,385.00 for a new contract sum, including this Change Order, of $191,490.00. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $191,490.00. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - TWO ,(2) DUMP BODIES MOUNTED ON TANDEM AXLE CHASSIS (2007 VEHICLE CAPITAL) In a memorandum to the Board, Mr. Lou Grounds, Central Services, requested permission to advertise for the receipt of bids for the above referenced equipment. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS -DEMOLITION OF CAROLINE PARTNERS LLC PROPERTIES - PROJECT NO 107-079 (CIP) In a memorandum to the Board, Mr. Bill Schalliol, Community & Economic Development, requested permission to advertise for the receipt of bids for the demolition of fourteen (14) properties owned by Caroline Partners, LLC. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the above request was approved. APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for approval: i TYPE BUSINESS DESCRIPTION AMOUNT MOTION/ SECONDED Agreement La Casa de Community Outreach $40,000.00 Inks/Littrell Amistad, Inc. Program (Cit ) Agreement Rebuilding Housing Rehabilitation $45,000.00 Inks/Littrell Together of St. Program for the Elderly, Joseph County Disabled and Other Low- Income and Moderate- Income Residents (General Fund Agreement HNTB Develop an RFP for the $24,000.00 Littrell/Inks selection of a radio data vendor to develop a joint radio data network for both Water Works and Wastewater (WW/Wastewater/Ca ital) Agreement Boiler Methane Storage Sphere $78,000.00 Continued Inspection and Piping Inspection Service Wastewater Ca ital) Agreement DLZ Indiana, Studebaker Industrial Park $534,000.00 Inks/Littrell LLC Design (HUD 107 & 2007 Sewer Bond) Agreement Kirby Risk SCADA Logic Controller $7.429.81 Continued ~~ REGULAR MEETING AUGUST 27, 2007 Supply Support -Tech Support and Latest Revisions for Allen Bradley Software (Operational Budget) Agreement Historic Survey Data, Education $25,000.00 Inks/Littrell Preservation and Historical Review Commission Agreement Near Operating Funds (General $30,000.00 Inks/Littrell Northwest Fund) Neighborhood, Inc. Construction Peerless South Well No. 5 - $147,832.00 Gilot/Littrell Contract Midwest, Inc. Project No. 107-021A (2007 Water Works Bond) Agreement Neighborhood Outlining Provision of $5,000.00 Inks/Littrell Resources Neighborhood Grant Corporation Program for All Neighborhoods of the City (Fund 408 EDIT) Agreement Neighborhood Outlining Operation and $201,665.00 Inks/Littrell Resources Management of Corporation Partnership Center Program (Fund 404) Special Midwest Meter Parts Used on Meter to $9,756.00 Gilot/Inks Purchase Assist in Readin Special Midwest Meter Replenish Meter Supply $92,317.84 Inks/Littrell Purchase Construction Ortiz Concrete Portage Avenue $25,445.00 Inks/Littrell Contract Streetscapes Improvements in 800 Block -Project No. 107- 053 (COIT) Access Caroline Perform Environmental Inks/Littrell Agreement Partners, LLC Inspections on Properties Owned by Caroline Partners, LLC, on Block Bound by Main, Ireland, Lafa ette & Metalmation Agreement Wightman Demolition of Caroline $6,500.00 Gilot/Littrell Petrie Properties, LLC, Properties -Project No. 107-079 -Preparation of Demolition Specifications for 14 Properties in Project Area (CIP Agreement Near Exterior and Parking $47,500.00 Inks/Littrell Northwest Improvements to 1011 - Neighborhood 1013 Portage Avenue Inc. (Commercial Corridor Fund) Agreement Youth Services Services and Programs for $75,000.00 Inks/Littrell Bureau City Residents, Focus on Teens Contract 800 Block Form of Letter Agreement Inks/Littrell Portage to Retain Ownership of Avenue Property at 806-836 Portage Avenue Agreement InWarn Emergency Assistance for Gilot/Littrell Water/Wastewater Subject to Utilities Legal Review 1 1 1 REGULAR MEETING AUGUST 27.2007 ,,~ ~~-,,~ Agreement South Bend Portage Avenue Sewer $300,000.00 LittrelUInks Clinic Extension 1 1 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 Description Date/Time Location Motion Carried College Football Georgia Tech September 1, Washington Gilot/Littrell Hall of Fame Tail Gate Party 2007 - 6:00 a.m. from Michigan to 3:00 p.m. to St. Joseph Ward, Debra Wellington September 15, Wellington from Inks/Littrell Street Reunion 2007 - 7:00 a.m. Dunham to Ford to 8:00 .m. Jessup, Scott & Notre Dame September 9, Notre Dame Gilot/Littrell Janet Avenue Block 2007 - 5:00 p.m. Avenue from Party to 8:00 p.m. Corby Boulevard to Howard Street Downtown Football Fridays August 31, Michigan Street Inks/Littrell South Bend, Inc. September 12, from October 12, Washington to October 19, Leighton November 2, Garage November 9, November 16, 2007 - 7:00 a.m. to 10:00 .m. Sunnyside Justin Roberts September 23, Frances Street Littrell/Inks Presbyterian Children's 2007 from Church Concert Washington Street to Jefferson Boulevard Downtown Art Beat 2007 September 6, Michigan from Inks/Littrell South Bend, Inc. 2007 - 1:00 p.m. St. Joseph to to 10:00 p.m. Wayne; Washington from Michigan to St. Joseph; Sycamore from Colfax to LaSalle; Lane restriction at Colfax westbound curb lane from Sycamore to Michigan Street; Michigan from Wayne Street North to 217 S. Michigan Street (closure to begin at 9:00 a .m.) ~: REGULAR MEETING ~. AUGUST 27, 2007 APPROVAL OF REOUEST TO ENCROACH ONTO PUBLIC RIGHT-OF-WAY - SOUTHWEST CORNER OF BARTLETT AND MICHIGAN STREET -MEMORIAL HOSPITAL Mr. Gilot advised that the Board is in receipt of a request from Regional Signs, on behalf of Memorial Hospital, for the encroachment of the right-of--way at the above described location for the installation of signage. Favorable recommendations were received from the Division of Engineering, Police Department, Building Commissioner and the Redevelopment Design Review Committee. Upon a motion made by Mr. Inks, seconded by Mr. Littrell, and carried, the request was approved. APPROVAL OF TRAFFIC RESTRICTION CHANGE Mr. Gilot advised the Board is in receipt of a request to change the traffic restrictions along the north side of Oak Park Drive, Hartman Drive, Peachtree lane, Ridgewood Circle, and the North Side of Pokagon from Leeper to Angela to "No Parking" during Notre Dame home football games from 9 a.m. to 1:00 p.m. on those days. Favorable Recommendations were received from the Police Department, Engineering and Traffic & Lighting. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the request was approved. APPROVAL OF TRAFFIC RESTRICTION -TEMPLE BETH-EL Mr. Gilot advised the Board is in receipt of a request to allow parking on both sides of the Temple Beth-El block on West Madison Street and North Lafayette Boulevard for their Holy Day Services. The dates and times requested are September 12 and 21 at 7:00 p.m., September 13, from 9:00 a.m. to 3:00 p.m., and September 22, from 9:00 a.m. to 6:30 p.m. The Temple is also asking for increased Police presence. Favorable recommendations were received from Police Department, Engineering, and Street Department. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the request was approved APPROVAL OF STREET NAME CHANGE REQUEST - LAFAYETTE FALLS SUBDIVISION -CHANGE FROM SLATER DRIVE TO STEWART DRIVE Mr. Gilot advised that the Board is in receipt of a request from Mr. Derek Spier, Abonmarche Consultants, L.L.C., 750 Lincoln Way East, South Bend, Indiana, to change the street name of Slater Drive to Stewart Drive. This change is being made in conjunction with a correction made to the subdivision plat for Lafayette Falls, Phase III, Section One. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the request was approved. APPROVE IRREVOCABLE LETTER OF CREDIT: Mr. Tony Molnar, Division of Engineering, submitted the following irrevocable Letter of Credit to the Board and recommended approval: NO. ISSUED BY: FOR: 20002213982 Old National Bank Adams Road Development II Corp. -Bradford Shores, Section Two AMOUNT: $305,590.00 EXPIRES: September 9, 2007 Extension of surety due to approximately 12 water service IMPROVEMENT: lines having not been installed Mr. Inks made a motion that the Letter of Credit, as outlined above, be approved. Mr. Littrell seconded the motion, which carried. 1 1 FILING OF SAFETY REPORTS -EQUIPMENT SERVICES The Division of Equipment Services submitted Safety Reports for July 2007. This report reflects injuries/accidents for each month and provides for a comparison. There being no further discussion, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the reports were accepted and filed. FILING OF MONTHLY AND PERFORMANCE GOALS REPORTS - EQUIPMENT SERVICES The Division of Equipment Services submitted Monthly and Performance Goals Reports for July 2007. There being no further discussion, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the reports were accepted and filed. REGULAR MEETING AUGUST 27, 2007 ~, ~, ~~~ APPROVE AND/OR RELEASE CONTRACTOR AND EXCAVATION BONDS Mr. Anthony Molnar, Engineer, Division of Engineering, recommended that the following Contractor and Excavation Bonds be approved and/or released as follows: 1 BOND OF CONTRACTOR Leopoldo M. Ortiz Emiel and Lorette DeWitte Approved Effective August 15, 2007 Pursuant to Resolution No. 100-2000 Approved Effective August 17, 2007 Pursuant to Resolution No. 100-2000 1 1 K&K Earthmoving, Inc. Van Vooren Construction Co., Inc. Bill Walters Concrete, Inc. O&S Concrete BOND OF EXCAVATION Bill Walters Concrete, Inc. LaFree Earth, Inc. Hoosierland Excavating, LLC Approved Effective August 10, 2007 Pursuant to Resolution No. 100-2000 Approved Effective August 10, 2007 Pursuant to Resolution No. 100-2000 Approved Effective August 9, 2007, Pursuant to Resolution No. 100-2000 For Release Effective September 13, 2007 Approved Effective August 9, 2007 Pursuant to Resolution No. 100-2000 For Release Effective September 7, 2007 For Release Effective September 13, 2007 Mr. Gilot made a motion that the Bonds approval and/or release as outlined above be ratified. Mr. Littrell seconded the motion, which carried. APPROVE CLAIMS Mr. Gilot stated that the following claims were submitted to the board for approval: Name Amount of Claim Date Ci of South Bend $2,233,869.67 Se tember 13, 2007 Ci of South Bend $1,870,439.55 Se tember 20, 2007 St. Jose h Coun Housing Consortium $56,759.87 August 14, 2007 St. Jose h Coun Housin Consortium $862.81 Au ust 14, 2007 St. Joseph County Housing Consortium $10,019.98 August 14, 2007 St. Jose h Coun Housin Consortium $2,462.56 Au ust 14, 2007 St. Jose h Coun Housing Consortium $64,262.81 Jul 31, 2007 St. Jose h Coun Housing Consortium $22,000.00 Jul 31, 2007 Mr. Inks made a motion that the claims be approved and the reports as submitted be filed. Mr. Littxell seconded the motion, which carried. PRIVILEGE OF THE FLOOR Ms. Cheryl Greene, Legal Department requested the Board ratify an invoice from Vintage Homes, Inc., in the amount of $6,709.88 for a land swap agreement. Upon excavation of the property, Vintage Homes uncovered trash that had been dumped there at one time and needed to be cleaned up. The City agreed to pay half of the cost of the clean-up to avoid litigation and to execute a full release of any future claims. Upon a motion by Mr. Inks, seconded by Mr. Littrell and carried, the approval of the payment was ratified as outlined above. RECESS There being no further business to come before the Board, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the meeting recessed at 10:34 a.m., and will re-convene at 2:30 p.m. to address the Bid Awards of Wellington Street Model Block, Project No. 107-011, LaSalle Area NPC Public Works, Project No. 107-007, and Near West Side NPC Public Works, Project No. 107-008. The Board will also address the Kirby Risk Supply and Boiler Inspection Service agreements at that time. BOARD OF PUBLIC WORKS REGULAR MEETING ATTEST: c.~.~ Li da M. Martin, Clerk AUGUST 27, 2007 -1~ Gl i~~'".~" o Gary A. Gilot, President Carl P. Littrell, Member ~~ onald E. Inks, Member RE-CONVENED REGULAR MEETING AUGUST 27, 2007 BOARD OF PUBLIC WORKS MEETING RE-CONVENED The regular meeting of the Board of Public Works was re-convened at 2:43 p.m. on Monday, August 27, 2007, by Board President Gary A. Gilot, with Board Members Donald E. Inks and Carl P. Littrell present. Also present was Board Attorney Cheryl Greene. Mr. Littrell stated he had spoken with McIntyre Jones about the time issues involved in awarding one company three projects at once. McIntyre Jones said the timing would work well for them and they were comfortable with committing to the three projects. Therefore, Mr. Gilot advised the Board to commence with the award of the following three projects to the lowest responsible and responsive bidder, McIntyre Jones. AWARD BID -WELLINGTON STREET MODEL BLOCK (JEFFERSON TO WESTERNI - PROJECT NO. 107-011 (CDBG) Mr. Gilot advised the Board that at the convened meeting on August 27, 2007, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Rich Grundtner, Engineering, in a memo to the Board, recommends that the Board award the contract to the lowest responsive and responsible bidder, McIntyre Jones, 2522 West Sixth Street, Mishawaka, Indiana, in the amount of $96,627.04. 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 - LASALLE AREA NPC PUBLIC WORKS (O'BRIEN FROM HUMBOLDT TO ELWOOD) - PROJECT NO. 107-007 (CDBG~ Mr. Gilot advised the Board that at the convened meeting on August 27, 2007, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Rich Grundtner, Engineering, in a memo to the Board, recommends that the Board award the contract to the lowest responsive and responsible bidder, McIntyre Jones, 2522 West Sixth Street, Mishawaka, Indiana, in the amount of $125,425.05. 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 -NEAR WEST SIDE NPC PUBLIC WORKS (2200-2300 BLOCKS OF SMITH & KENWOOD/300-400 BLOCKS OF JOHNSON) - PROJECT NO. 107-008 (CDBG) Mr. Gilot advised the Board that at the convened meeting on August 27, 2007, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Rich Grundtner, Engineering, in a memo to the Board, recommends that the Board award the contract to the lowest responsive and responsible bidder, McIntyre Jones, 2522 West Sixth Street, Mishawaka, Indiana, in the amount of $178,978.30. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Littrell seconded the motion, which carried. 1 1 1 RE-CONVENED REGULAR MEETING AUGUST 27, 2007 3.~1 APPROVAL OF AGREEMENTS The following Agreements were submitted to the Board for approval: 1 TYPE BUSINESS DESCRIPTION AMOUNT MOTION/ SECONDED Agreement Kirby Risk SCADA Logic $7,429.81 Gilot/Inks Supply Controller Support - Subject to Tech Support and Latest Legal Revisions for Allen Review Bradley Software O erational Bud et) Agreement Boiler Methane Storage Sphere $78,000.00 Gilot/Littrell Inspection and Piping Inspection Tabled for Service (Wastewater Capital) Legal review of language in contract. 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 2:58 p.m. BOARD OF PUBLIC W~OR~KS ~,~ ~-j:.~S y Gary A. ilot, President 1 1 Carl . Littrell, Memb nald E. nks, Member ATTEST: . o..~~.' Li da M. Martin, Clerk