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Home My WebLink About01/10/08 and 01/14/08 Board of Public Works Regular Meeting~1_ PUBLIC AGENDA SESSION JANUARY 10.2008 The Public Agenda Session of the Board of Public Works was convened at 10:37 a.m. on Thursday, January 10, 2008 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. - Monthly and Performance Goals Reports Mr. Al Greek, Environmental Services, and Mr. Dave Tungate, Water Works, presented their respective department's Monthly and Performance Goals Reports for the month of December, 2007. Mr. Greek stated that their department had zero dry weather overflows for the month of December. Mr. Gilot noted the report stated September, and Mr. Greek acknowledged this was an error, it should say December 2007. Mr. Tungate made note of the addition of credit card payment availability in the Water Works office as of December, 2007. - Safety Reports Mr. Mark Horvath, Traffic and Lighting, and Mr. Dave Tungate, Water Works, presented their department's Safety Reports for the month of December, 2007. - Reject Bids -LaSalle Park Walking Trail Mr. Carl Littrell, City Engineer, stated that Mr. Michael Divita, Community and Economic Development, is prepared to award the bid now. Mr. Divita mistakenly thought that the appropriation was not there to award to the second lowest responsible and responsive bidder, but he has since found out that the funding was available. Mr. Littrell noted that the lowest responsive and responsible bidder did not bid on hydroseeding, which was part of the bid specs, and should thus be found non-responsive. 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 11:27 a.m. BOARD OF PUBLIC WORKS ~~ ~ ~~ Gary A. Gilot, President ~0 Carl P. Littrell, Member I ~~- i D nald E. nks, Me er ATTEST: ' -~,irida M. Martin, Jerk J REGULAR MEETING JANUARY 14, 2008 The regular meeting of the Board of Public Works was convened at 9:35 a.m. on Monday, January 14, 2008 by Board President Gary A. Gilot, with Mr. Carl P. Littrell and Mr. Donald E. Inks present. Also present was Board Attorney Cheryl Greene. :~ Ur REGULAR MEETING JANUARY 14, 2008 APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the minutes of the meeting of the Board held on December 31, 2008 were approved. OPENING OF BIDS -DRY POLYMER FEED SYSTEM FOR DAF THICKENING - PROJECT NO. 107-087 (CAPITAL 642) 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: KASER-SPRAKER CONSTRUCTION, INC. 25487 West State Road 2 South Bend, Indiana 46619 Bid was signed by: Mr. Gary L. Spraker Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $202,100.00 HRP CONSTRUCTION INC. 5777 Cleveland Road Post Office Box 266 South Bend, Indiana 46624 Bid was signed by: Mr. Paul J. Fallon Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $254,105.00 BOWEN ENGINEERING CORPORATION 10315 Allisonville Road Fishers, Indiana 46038 Bid was signed by: Mr. Todd A. Lemen Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $235,000.00 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bids were referred to Environmental Services and their consultant for review and recommendation. OPENING OF QUOTATIONS -PROCUREMENT OF PRINTED MATERIALS FOR WATER WORKS - PROJECT NO. 108-008 (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: WORKFLOW ONE 400 East Front Street, Suite E Buchanan, Michigan 49107 Quotation was submitted by Mr. Ronald Vernasco 1 1 1 ~n, r-• REGULAR MEETING JANUARY 14, 2008 ~ `' 1 ClT T(ITATT(1N• ITEM NO. DESCRIPTION QUANTITY UNIT UNIT PRICE TOTAL AMOUNT Envelopes 1 #10 Permit/Window/Standard 575,500 1,000 $23.90 $ $13,754.45 2 #10 Non. Permit/Window/Standard 20,000 1,000 $23.90 $ $478.000 3 #7 Return Standard/Securit 590,600 1,000 $19.65 $ $11,605.29 4 #10 Standard Colfax Address 3,600 1,000 $38.15 $ $137.34* 5 #10 Standard w/ Window Colfax Address 2,500 1,000 $43.28 $ $108.20* 6 #10 Standard Main Address 2,500 1,000 $43.28 $ $108.20' Forms 7 Blue Utility Bill -Double Sided Perforated 2 Times 507,288 1,000 $18.75 $ $9,511.65 8 Red Final Notice Delinquent One Sided - 1 Perforated 94,700 1,000 $19.65 $ $1,860.86 9 Olive 3 Part Work Order 21,000 1,000 $54.00 $ $1,134.00 10 Greenbar 288,000 1,000 $16.50 $ $4,752.00 11 Cutoff Multi-Purpose Blank Laser 2 Times Perforated 44,000 1,000 $13.25 $ $583.00 Total Amount of Quote Items 1 throu h 11 $ $44,032.99 * One Shipment EXPRESS PRESS. INC. 325 Dixieway North South Bend, Indiana 46637 Quotation was submitted by Ms. Theresa Lovell (7T T(~TATTnN: 1 ITEM NO. DESCRIPTION QUANTITY UNIT UNIT PRICE TOTAL AMOUNT Envel opes 1 #10 Permit/VVindow/Standard 575,500 1,000 $20.87 $ $12,023.18 2 #10 Non Permit/Window/Standard 20,000 1,000 $65.64 $ $1,312.86 3 #7 Return Standard/Securit 590,600 1,000 $20.07 $ $11,864.04 4 #10 Standard Colfax Address 3,600 1,000 $73.03 $ $292.10 5 #10 Standard w/ Window Colfax Address 2,500 1,000 $97.01 $ $242.53 6 #10 Standard Main Address 2,500 1,000 $92.43 $ $231.08 Forms 7 Blue Utility Bill -Double Sided Perforated 2 Times 507,288 1,000 $17.79 $ $9,039.75 8 Red Final Notice Delinquent One Sided - 1 Perforated 94,700 1,000 $22.47 $ $2,134.48 9 Olive 3 Part Work Order 21,000 1,000 $90.16 $ $1,893.44 10 Greenbar 288,000 1,000 $30.97 $ $8,920.92 11 Cutoff Multi-Purpose Blank Laser 2 Times Perforated 44,000 1,000 $39.83 $ $1,752.32 Total Amount of Quote Items 1 throu h 11 $ 49,706.70 CORPORATE GRAPHIC SOLUTIONS 28417 Glenview Drive Elkhart, Indiana 46514 ~ ' ~ REGULAR MEETING Quotation was submitted by Ms. Vickie Radde QUOTATION: JANUARY 14, 2008 ITEM NO. DESCRIPTION QUANTITY UNIT UNIT PRICE TOTAL AMOUNT Envelopes 1 #10 Permit/Window/Standard 575,500 1,000 $22.65 $ $13,035.08 2 #10 Non Permit/Window/Standard 20,000 1,000 $31.50 $ $630.00 3 #7 Return Standard/Securit 590,600 1,000 $18.95 $ $11,191.87 4 #10 Standard Colfax Address 3,600 1,000 $48.00 $ $172.80 5 #10 Standard w/Window Colfax Address 2,500 1,000 $51.90 $ $129.75 6 #10 Standard Main Address 2,500 1,000 $47.80 $ $119.50 Forms 7 Blue Utility Bill -Double Sided Perforated 2 Times 507,288 1,000 $16.65 $ $8,446.35 8 Red Final Notice Delinquent One Sided - 1 Perforated 94,700 1,000 $15.95 $ $1,510.47 9 Olive 3 Part Work Order 21,000 1,000 $46.80' $ $936.00 10 Greenbar 288,000 1,000 $49.80* $ $4,780.80 11 Cutoff Multi-Purpose Blank Laser 2 Times Perforated 44,000 1,000 $19.60 $ $862.40 Total Amount of Quote Items 1 throw h 11 $ $41,815.02 * Per Case Add $90.00 Per Moth for Inside Delivery Ms. Cheryl Greene, Board Attorney, noted that the non-collusion form for Express Press, Inc. was not notarized. There was nobody present from the company, so upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above Quotations were referred to Water Works for review and recommendation, and the Board requested follow-up to confirm signature. AWARD BID - STUDEBAKER AREA "A" DEMOLITION -PROJECT NO. 107-024 (SECTION 108 Mr. Carl P. Littrell, City Engineer, advised the Board that on November 29, 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, J&L Management, 15 North Walnut Street, Suite 300, Mount Clemens, Michigan 48043, in the amount of $2,999,250.00. Mr. Littrell advised the Board that although J&L Management had some problems on the previous Studebaker Demolition project, everything was eventually settled and it was a successful project. Mr. Littrell also noted that the selection committee had interviewed both J&L and the second lowest responsive and responsible bidder to clarify the specs, and had substantial interviews and communications with J&L since then to clarify the plans and specs. Mr. Gilot asked that the committee keep pressure on them to use local minority truckers on the project. 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 -EMBEDDED SENSOR CSO MONITORING PROJECT -PROJECT NO. 107-lOlA (2007 SEWER BOND Mr. Carl P. Littrell, City Engineer, advised the Board that on December 20, 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, HRP Construction, Inc., 5777 Cleveland Road, Post Office Box 266, South Bend, Indiana 46624, in the amount of $593,750.00. 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. i 1 1 REJECT BIDS - LASALLE PARK WALKING TRAIL -PROJECT NO. 107-046 (GENERAL FUND/WEED & SEED) ~, r REGULAR MEETING JANUARY 14, 2008 ~ `' Mr. Carl P. Littrell, City Engineer, advised the Board that on December 10, 2007 bids were received and opened for the above referred to project. After reviewing those bids, Mr. Littrell recommends that the Board reject all bids. Mr. Littrell stated there is a wide divergence in the bids, much more than expected for this type of project. Two of the bidders deleted item 24 from their bids per instructions from the design consultant. Mr. Littrell noted that this makes a bid comparison for the purpose of award impossible for fairness. He also stated the project is much larger than originally anticipated. Therefore, Mr. Gilot made a motion that the recommendation be accepted and all bids be rejected. Mr. Littrell seconded the motion, which carried. APPROVE PROJECT COMPLETION AFFIDAVIT -SOUTH WELL #5 AND WELL ABANDONMENT - PROJECT NO. 107-021A (WATER WORKS BOND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Peerless Midwest, Inc., 55860 Russell Industrial Parkway, Mishawaka, Indiana 46545, for the above referenced project, indicating a final cost of $159,372.00. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT -SOUTH WELL FIELD & CL_ EVELAND NORTH WELL FIELD PROCESS CONTROL EQUIPMENT- PROJECT NO. 107-021A (WATER WORKS BOND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Peerless Midwest, Inc., 55860 Russell Industrial Parkway, Mishawaka, Indiana 46545, for the above referenced project, indicating a final cost of $65,000.00. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT -CLEVELAND ROAD WATER MAIN AND SERVICE LINE REPLACEMENT -PROJECT NO. 107-089. (WATER WORKS BOND) Mr. Gilot advised that Mr. Ed Herman, Water Works, has submitted the Project Completion Affidavit on behalf of HRP Construction, Inc., 5777 Cleveland Road, Post Office Box 266, ' South Bend, Indiana 46624, for the above referenced project, indicating a final cost of $48,295.00. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT - WILLIAMS STREET_WATER MAIN REPLACEMENT -PROJECT NO. 107-090 (WATER WORKS BOND) Mr. Gilot advised that Mr. Ed Herman, Water Works, has submitted the Project Completion Affidavit on behalf of HRP Construction, Inc., 5777 Cleveland Road, Post Office Box 266, South Bend, Indiana 46624, for the above referenced project, indicating a final cost of $35,803.00. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT -FELLOWS BOOSTER STATION VALVEREPLACEMENT -PROJECT NO. 107-088 (WATER WORKS BONS Mr. Gilot advised that Mr. Ed Herman, Water Works, has submitted the Project Completion Affidavit on behalf of HRP Construction, Inc., 5777 Cleveland Road, Post Office Box 266, South Bend, Indiana 46624, for the above referenced project, indicating a final cost of $58,106.00. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT - KLINGER STREET VALVE REPLACEMENT - PROJECT NO. 107-092 (WATER WORKS BOND) Mr. Gilot advised that Mr. Ed Herman, Water Works, has submitted the Project Completion Affidavit on behalf of HRP Construction, Inc., 5777 Cleveland Road, Post Office Box 266, South Bend, Indiana 46624, for the above referenced project, indicating a final cost of $14,275.00. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT -WEST CLEVELAND ROAD VALVE REPLACEMENT - PROJECT NO. 107-091 (WATER WORKS BOND) Mr. Gilot advised that Mr. Ed Herman, Water Works, has submitted the Project Completion Affidavit on behalf of HRP Construction, Inc., 5777 Cleveland Road, Post Office Box 266, ~`r,~ e ~. REGULAR MEETING JANUARY 14, 2008 South Bend, Indiana 46624, for the above referenced project, indicating a final cost of $10,925.00. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Project Completion Affidavit was approved. ADOPT RESOLUTION NO. 02-2008 - 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 NO. 02-2008 , 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 unfit for the purpose for which it was intended and is no longer needed by the City of South Bend: CELL PHONES AND MISCELLANEOUS EQUIPMENT SEE ATTACHED LIST 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 may be demolished or junked. ADOPTED this 14th day of January 2008. 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 APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for approval: TYPE BUSINESS DESCRIPTION AMOUNT MOTION/ SECONDE D Amendment to Wightman Miami & Ireland Increase Original Inks/Littrell Contract Petrie Intersection Contract by NTE Improvements -Project $10,000.00/Total No. 107-040 (COIT) Contract $70,000.00 Proposal Quality Phase II Environmental $92,386.00 Inks/Littrell Environmental Site Assessment of Professionals, Former Hannover Inc. Property (731 West Chippewa Avenue) - 1 ~. REGULAR MEETING JANUARY 14, 2008 O ~' 1 Indiana SAGI Grant Agreement Reed, Jack Services -Board of $3,400.00 Per Inks/Littrell Public Safety Member - Year/ Pro-rated 2008 Proposal RJ Bonham & Legislative Consulting $12,000.00 plus Gilot/Inks Associates Services - 2008 Lodging, Meals, Legislative Transportation, Session/(Mayor's Copying Fees Office) Professional Abonmarche Edison Park Sewer $45,900.00 Littrell/Inks Services Consultants of Separation -Phase II - Subject to Agreement Indiana LLC Project No. 108-012 - Legal Prepare Plans and Review Specifications for Second Phase of Construction to Separate Storm Water from Sanitary Sewage in Edison Park, West Side (2007 Sewer Bond) AUTHORIZATION FOR ENTRY UPON PUBLIC PROPERTY FOR PURPOSES OF DRILLING AND INSTALLING WELLS -SEVEN LOCATIONS AT 812 NORTH WILBER STREET AND SURROUNDING AREA Mr. Gilot stated that the Board is in receipt of the above referred to Authorization for the east and west of Woodward Avenue, south of the Conrail tracks from the SESCO Group, 1429 West 29t" Street, Indianapolis, Indiana 46208. Mr. Gilot stated that this Authorization is for the purposes of drilling monitoring wells at two locations on Sancome Avenue, one location along Van Buren Street, two locations along Wilber Street and two locations in the alleyway located north of the Monarch Textile Rental Services property. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the above referred to Authorization was approved subject to the request for their data being included in their approval letter.. APPROVAL OF PROCESSIONS The following processions were presented for approval: Sponsor Description Date/Time Location Motion Carried South Bend Procession - January 21, From County City Littrell/Inks Heritage Annual Martin 2008 - 11:30 Building, East on Foundation/Martin Luther King Jr. a.m. to 1:15 Jefferson to Century Luther King Traditional p.m. Center Committee Holiday March St. Margaret's Procession - February 10, From 117 North Littrell/Inks House Winter Walk 208 - 1:30 p.m. Lafayette, East to Main 2008 to 4:30 p.m. Street, South to Western Avenue, West to Lafayette Boulevard, North on Lafayette Boulevard to Point of Beginning ' APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE - 51931 PORTAGE ROAD -WATER Mr. Gilot stated that the Board is in receipt of Consent to Annexation and Waiver of Right to remonstrate as submitted by Mr. Kyle D. Bach & Mr. John P. Van Meeter, 812 West Edison Road, Mishawaka, Indiana 46545. The Consent indicates that in consideration for permission to tap into public water system of the City, to provide water service to 51931 Portage Road, South Bend, Indiana (Key #007-1025-0447), Mr. Bach and Mr. Van Meeter 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. Inks seconded the motion, which carried. ~~~ REGULAR MEETING JANUARY 14, 2008 APPROVE WASTEWATER INDUSTRIAL DISCHARGE PERMIT In a Memorandum to the Board, Ms. Kim Thompson, Division of Environmental Services, submitted the following Wastewater Discharge Permit and recommended approval: New Energy Corp 3201 West Calvert Street South Bend, Indiana 46680 There being no fitrther discussion, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Permit was approved. FILING OF SAFETY REPORTS -DEPARTMENT OF PUBLIC WORKS -DECEMBER 2007 The Division of Water Works, Traffic and Lighting, and Environmental Services submitted their Safety Reports for December 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. Inks and carried, the report was accepted and filed. FILING OF MONTHLY AND PERFORMANCE MEASURE REPORTS -DEPARTMENT OF PUBLIC WORKS -DECEMBER 2007 The Department of Water Works and Environmental Services submitted their Monthly and Performance Reports for the month of December 2007. 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. Gilot, seconded by Mr. Inks and carried, the following Certificate of Insurance was accepted for filing: Business Sewer Optical Services, Inc., Lebanon, Indiana RATIFY APPROVAL AND/OR RELEASE CONTRACTOR AND EXCAVATION BONDS Mr. Anthony Molnar, Engineer, Division of Engineering, recommends that the following Contractor and Excavation Bonds be approved pursuant to Resolution 100-2000 and/or released as follows: Business Bond a Typ Approved/ Released Effective Date Thomas Boggs d/b/a Michiana Board Up Board-Up Bond Release February 21, 2008 Kentucky Data Link, Inc. Contractor A rove January 7, 2008 Creed Excavating Co., Inc. d/b/a Creed Se tic System S ecialists Excavation Approve December 31, 2007 Kentucky Data Link, Inc. Excavation A rove January 7, 2008 Mr. Inks 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 the following claims were submitted to the board for approval: Name Amount of Claim Date City of South Bend $2,703,142.44 1/8/08 St. Jose h County Housing Consortium $2,332.51 1/2/08 St. Jose h County Housing Consortium $949.62 1/2/08 St. Joseph County Housing Consortium $32,371.88 1/2/08 St. Joseph County Housing Consortium _ $9,612.77 1/2/08 St. Jose h County Housing Consortium _ $39,832.66 1/4/08 St. Joseph County Housing Consortium $4,211.56 1/7/08 St. Jose h County Housing Consortium $1,042.00 1/7/08 1 1 1 F. REGULAR MEETING JANUARY 14, 2008 Mr. Inks made a motion 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 9:57 a.m. BOARD OF PUBLIC WORKS ATTEST: `~-~~,inda M. Martin, erk l e~~~ Gary A. Gilot, President Carl P. Littrell, Member / , D nald E. Inks, Mem er 1