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Home My WebLink About02/14/12 Board of Public Works MinutesPUBLIC AGENDA SESSION FEBRUARY 9 2012 29 The Public Agenda Session of the Board of Public Works was convened at 10:32 a.m. on Thursday, February 9, 2012, by Board President Gary A. Gilot, with Board Member 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. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of a Professional Services Agreement with Crowe Horwath for debt reporting analysis. APPROVE LOCAL GOVERNMENT SERVICE EXCHANGE AGREEMENT — "IT CITY OF MISHAWAKA AND ST. JOSEPH COUNTY Ms. Aladean Rose, Legal Department, presented the Board with an agreement between the City of South Bend, the City of Mishawaka, St. Joseph County, and WNIT to provide a local public education and government access television Channel 99. The first year the costs will be divided three ways with the City of South Bend paying $65,000.00, Mishawaka paying $10,000.00, and St. Joseph County paying $10,000.00. The remaining years, thereafter, the cost of the agreement will be divided based upon franchise fees with South Bend paying a not to exceed amount of $43,000.00; Mishawaka paying $13,000.00; and St. Joseph County paying $29,000.00. The agreement calls for WNIT to be responsible for the operation and management of the broadcast. Mr. Gilot stated the City is taking the lead on the project with the County and Mishawaka piggy- backing on the agreement. He noted the first year amount is arbitrary, but the remaining year's amounts are split based on 5% franchise fees for each government entity. Upon a motion by Mr. Gilot, seconded by Mr. Inks and carried, the agreement was approved up to the allocated $65,000.00 budget. Mr. Gilot stated if the charges went beyond the allocated amount, it would be subject to working out the funding with the Common Council. Ms. Greene stated the agreement should be dated effective January 3, 2012. APPROVE PROFESSIONAL SERVICES AGREEMENT — CROWE HORWATH Mr. John Murphy, Administration and Finance, stated the Department of Local Government Finance has instituted new regulations that require the City to prepare a debt reporting module of all City debts and submit it by March 1, 2012. The City is requesting to hire Crowe Horwath for a not to exceed amount of $60,000.00 to assist with the report, and due to the time frame, the agreement needs to be approved today. Therefore, Mr. Inks made a motion the agreement be approved subject to the details of the agreement being worked out and final Legal review. Mr. Gilot seconded the motion, which carried. Board members discussed the following item(s) from the agenda. - Addendum to the Master Agency Agreement — Redevelopment Commission Mr. Dave Relos, Community and Economic Development, stated this agreement is for the Veteran's Hospital development for the exterior parking lot to the west of the former Gates property. Mr. Gilot stated this project has a tight time frame. Attorney Cheryl Greene suggested Community and Economic Development work with Legal on putting the contract together to accommodate the tight time frame. - Professional Services Agreement — McCormick Engineering, LLC Mr. Jack Dillon, Engineering, stated "This project is being undertaken in connection with the settlement of an enforcement action, United States and the State of Indiana v. City of South Bend, Indiana, taken on behalf of the United States Environmental Protection Agency and the Indiana Department of Environmental Management pursuant to the clean Water Act." He added this project is to clean up the water in Bowman Creek. He noted they expect the project to come in less than the stated $97,100.00. Mr. Inks asked what the City's responsibility is for the cleaning up of the creek. Mr. Gilot explained the City chose to invest locally in a project to help the environment, instead of paying the 5% environmental fines the City was issued, to the EPA. He noted the City is trying to create an aquatic environment in the creek and local students are involved in ongoing testing of the water. Mr. Gilot stated the hope is to start to buy up vacant and abandoned properties and give the flood plain back to the creek. Once the creek is determined to support aquatic life, the hope is to write grants for bike trails and small parks, and create a bio- retention area where people might want to reinvest in city property by the water. Ms. Martin, Clerk of the Board, asked if all correspondence is required to have the above statement included based on the Consent Decree's regulation that all public reference to PUBLIC AGENDA SESSION FEBRUARY 9 2012 30 the "Supplemental Environmental Project" include the quote. Attorney Cheryl Greene stated if it's a public record, it probably should be included. Award Bid - Trucking of Belt Pressed Wastewater Bio- Solids for Land Application Mr. Jacob Klosinski, Environmental Services, stated Trucks R'Us was the only responsive and responsible bidder for this project. Mr. Gilot asked if they were awarded the project in previous years. Mr. Klosinski stated they have been involved in the project for the last three or four years. Mr. Gilot asked if he has looked at their equipment, noting he should make sure they have tailgate seals that will hold any liquid. He informed Mr. Klosinski that the City has received complaints regarding trucks leaking liquid in the streets when they are hauling the bio- solids. Mr. Gilot suggested that Mr. Klosinski also review past year's records as he is doing annual cycle items and compare costs and services. Revise Industrial Wastewater Discharge Permits Mr, Al Greek stated he is requesting adjustments to two (2) Industrial Discharge permits that are just groundwater remediation. He noted they should be reduced to remediation site permits. He added they were over - classified and subsequently, they are doing more reporting than they need to do. The third permit, he stated, needs to be reduced to an industrial user, as it was also over - classified. - Professional Services Agreement — ME Simpson Company Mr. Dave Tungate, Water Works, noted this agreement was brought before the Board at the last meeting but there was a typographical error. He stated the agreement was actually for three (3) years, at $70,000.00 per year, but it was thought to be a one year agreement and approved for only one year. He is now bringing it back for approval of the other two (2) years to extend through 2013. He explained ME Simpson tests and repairs water meters on site. - Professional Services Agreement — Ken Herceg and Associates Mr. Dave Tungate, Water Works, stated cracks formed in downspouts inside their facility on Olive Street and started leaking sewer gas fumes into the building. He noted this is the second phase of the project. Mr. Gilot asked how much the project is going to cost. Mr. Tungate stated they think it will be around $12,000.00 for the actual work. Mr. Gilot noted this design service is almost 50% of the total cost of the project. He stated he is used to paying around 5 -10% for engineering, this is outrageous, especially for a small project like this. Mr. Gilot asked Mr. Tungate to request reconsideration of their fee; this is too high. - Change Order — Ignition Park, Phase I A Mr. Toy Villa, Engineering, stated this additional work is to add another duct bank for conduit. Mr. Gilot stated this is being done now to be able to serve future businesses so as not to have to dig up the road again and add more conduit later. - Request to Advertise -- East Bank Storm Sewer Separation, Phase 2 and Phase 3 Mr. Patrick Henthorn, Engineering, stated both of these projects will be going on at the same time, starting sometime in March. Mr. Inks asked if Mr. Henthorn has met with the neighbors and businesses to let them know about the upcoming work. Mr. Henthorn stated he has been working with St. Joseph Grade School. Mr. Inks suggested he contact Downtown South Bend and they will work with the neighbors and businesses. He noted both street closings at one time is going to be problematic for the residents and businesses. Ms. Martin asked how long these projects would be going. She noted there are a lot of upcoming events on Niles Avenue and at the East Race Park. Mr. Henthorn stated he was unsure of the time frame but he was working with Marcia Qualls, Engineering, to coordinate the work with the events. - Opening of Bids — Two -Wheel Drive SUV Police Patrol Vehicles Mr. Gilot stated he spoke to the Chief of Police and was informed that these SUV's are not actually used for high speed pursuit, they are used to haul Police dogs. He noted his concern was the unstable features of the SUV's on turning corners. The Chief stated they purchase this package so they get the high -end electronic package to operate and secure their advanced electronic equipment. The vehicles are designed with advanced holding and operational equipment for securing computer and other electronic equipment in high speed pursuits. - Bid Award — Twenty -Seven (27) Cubic Yard Dual -Arm, Side - Loading Refuse Trucks Mr. John Murphy, Administration and Finance stated delivery on these trucks should not be taken until July. He noted the budget will be approved then. Mr. Gilot suggested he send an email to Andre Price, Manager of Solid Waste, to let him know he should not take delivery until then. PUBLIC AGENDA SESSION FEBRUARY 9, 2012 31 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 :48 a.m. BOARD OF PUBLIC WO S Gilot, A. r Ga _ � �, Presiden#, .._ d,E. Ifiks, Member s, Member ATTEST: �I-inda M. Martin, Cler REGULAR MEETING FEBRUARY 14 2012 The regular meeting of the Board of Public Works was convened at 9:32 a.m. on Tuesday, February 14, 2012, by Board President Gary A. Gilot, with Board Members Donald E. Inks and Kathryn Roos present. Also present was Board Attorney Cheryl Greene. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of an Encroachment application. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the minutes of the Agenda Session of January 19, 2012, Regular Meeting of January 24, 2012 and the Claims Meetings of the Board held on January 31 and February 7, 2012 were approved. OPEN AND AWARD BID - ONE- HUNDRED, TWENTY (120), MORE OR LESS, 2012 MODEL ELECTRIC GOLF CARS GOLF NON- REVERTING FUND This was the date set for receiving and opening of sealed bids for the above referenced 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. Mr. Gilot stated he had a request that the golf car bids be opened first so they could be reviewed and awarded today. He noted he would need to go out of order of the agenda to fulfill this request. The following bids were opened and publicly read: PROFESSIONAL GOLFCAR CORPORATION Post Office Box 250 2370 West Fullerton Pike Bloomington, Indiana 47402 -0250 Bid was signed by. Mr. George Reed, III Non- Collusion Affidavit was in order Non - Discrimination commitment form was completed Ten percent (10 %) Bid Bond was submitted BID: $344,500.00 Total Base Bid minus Trade -In SPARTAN DISTRIBUTORS 487 West Division Street Sparta, Michigan 49345 REGULAR MEETING FEBRUARY _14, 2012 32 Bid was signed by: Mr. Frederick Middleton Non - Collusion Affidavit was incomplete Non - Discrimination Commitment form was incomplete Bid Bond was not submitted BID: $411,000.00 Total Base Bid minus Trade -In Ms. Greene noted that Spartan did not submit a bid bond. Mr. Gilot stated the Board will give twenty -four hours for them to forward a receipt of a bid bond that was purchased prior to today's meeting; otherwise their bid will be found non - responsive. It was later found that Spartan also did not complete their Non - Collusion, Non - Discrimination, Non - Commitment form. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above bids were referred to the Park Department and Central Services for review and recommendation. After reviewing the bids, Mr. Matt Chlebowski, Central Services, recommended the bid be awarded to the lowest responsive and responsible bidder, Professional Golfcar Corporation, in the amount of $344,500.00, which is the Base Bid minus the Trade -In. OPEN AND AWARD OF BID — IGNITION PARK SOUTH DEMOLITIONS PHASE 2 — PROJECT NO. 112 -008 (AEDA TIE) This was the date set for receiving and opening of sealed bids for the above referenced 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: SMALLEY CONSTRUCTION INC. 1742 West US 10 Scottville, Michigan 49454 Bid was signed by: Ms. Sue Smalley Non_ Collusion Affidavit was in order Non - Discrimination commitment form was completed Five percent (5 %) Bid Bond was submitted BID: $179,000.00 Environmental Allowance add $35,000.00 JOHN WARD CONCRETE 10341 Charles Street Osceola, Indiana 46561 Bid was signed by: Mr. John Ward Non - Collusion Affidavit was in order Non - Discrimination commitment form was completed Five percent (5 %) Bid Bond was submitted BID: $192,075.00 Environmental Allowance add $35,000.00 JACKSON TRUCKING & EXCAVATING 9067 West 100 North Kewanna, Indiana 46939 Bid was signed by: Mr. Harvey Jackson, III Non - Collusion Affidavit was in order Non - Discrimination commitment form was completed Five percent (5 %) Bid Bond was submitted BID: $195,000.00 Environmental Allowance add $35,000.00 REGULAR MEETING RITSCHA_RD BROS., INC. 1204 West Sample Street South Bend, Indiana 46619 FEBRUARY 14, 2012 33 Bid was signed by: Ms. Rachelle Dolniak Non - Collusion Affidavit was in order Non - Discrimination commitment forth was completed Five percent (5 %) Bid Bond was submitted BID: $274,844.00 Environmental Allowance add $35,000.00 Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above bids were referred to Engineering and Community and Economic Development for review and recommendation. After reviewing the bids, Mr. Robert Nichols, Engineering, recommended the Board award the bid to the lowest responsive and responsible bidder, Smalley Construction Inc., for the Base Bid in the amount of $179,000.00 plus the environmental allowance in the amount of $35,000.00 for a total of $214,000.00 — _ _ PROJECT NO. OPENING Off' BIDS — NARROW BAND TWO -WAY RADIO EQUIPMENT 112 -008 2012 CAPITAL USER DEPARTMENT FUNDS This was the date set for receiving and opening of sealed bids for the above referenced 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: EMERGENCY RADIO SERVICE INC. 57678 County Road 3 Elkhart, Indiana 46517 Bid was signed by: Ms. Kaye Hull Non- Collusion Affidavit was in order Non- Discrimination commitment form was completed Ten percent (10 %) Bid Bond was submitted Indiana Local Business Preference Claim was submitted BID: $154,205.22 J & K COMMUNICATIONS, INC. 222 South Tower View Drive Columbia City, Indiana 46725 Bid was signed by: Mr. Ted Hurley Non - Collusion Affidavit was in order Non - Discrimination commitment form was completed Ten percent (10 %) Bid Bond was submitted BID: $193,617.65 TELE -RAD, INC. 1001 Pipestone Road Benton Harbor, Michigan 49022 Bid was signed by: Mr. Mark Kooyers Non - Collusion Affidavit was in order Non- Discrimination commitment form was completed Ten percent (10 %) Bid Bond was submitted BID: $151,153.00 REGULAR MEETING FEBRUARY 14, 2012 34 Mr. Gilot stated the FCC requires the city to compress their band waves by January of 2013 in order for them to be able to have more band waves available for use. Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the above bids were referred to Central Services and the Legal Department for review and recommendation. OPENING OF BIDS — FIVE (5), MORE OR LESS, 2012 OR NEWER, 3/4 TON FOUR -WHEEL DRIVE PICK -UP TRUCKS (PARK DEPT. CAPITAL;_ TRAFFIC AND LIGHTING CAPITAL LEASE) This was the date set for receiving and opening of sealed bids for the above referenced trucks. 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: LAKESHORE FORD 244 Melton Road Burns Harbor, Indiana 46304 Bid was signed by: Mr. Don Hadley Non - Collusion Affidavit was in order Non - Discrimination commitment form was completed Ten percent (10 %) Bid Bond was submitted ...D Item Est. Qty. Item Manufacturer Unit Price No. $719.00 $3,595.00 2 Plow Package: Front mounted western 1 5 2012 Ford F250 4X4 Ford $21,998.00 Option# Description Cost Total 1 Electric windows, locks, and mirrors. $719.00 $3,595.00 2 Plow Package: Front mounted western $4,514.00 $22,570.00 2012 Ford F250 4X4 Reg. Cab 7 ' /z' pro -plus or equal power angling $21,664.29 left and right. Plow to come equipped with safety approved lights and markers, and snow deflector. 3 Front mounted 8'2" Boss Power —V or $5,312.00 $26,560.00 equal. Plow to come equipped with safety approved lights, markers, and snow deflector. BLOOMINGTON FORD_ , INC. 2200 South Walnut Street Bloomington, Indiana 47401 Bid was signed by: Mr. Sam Roberts Non - Collusion Affidavit was in order Non- Discrimination commitment form was completed Ten percent (10 %) Bid Bond was submitted Indiana Local Business Preference Claim was submitted I: Item No. Est. Qty. Item Manufacturer Unit Price 1 5 2012 Ford F250 4X4 Reg. Cab Ford $21,664.29 Option# Description Cost Total REGULAR MEETING FEBRUARY 14, 2012 35 1 Electric windows, locks, and mirrors. $84100 $4,215.00 2 Plow Package: Front mounted western $4,360.00 $21,800.00 Manufacturer 7 z /2' pro -plus or equal power angling 1 5 Silverado 2500 HD 4WD left and right. Plow to come equipped $23,331.00 1 5 with safety approved lights and GM $22,892.00 markers, and snow deflector. 3 Front mounted 8'2" Boss Power —V or $5,067.00 $25,335.00 3 equal. Plow to come equipped with $5,223.00 $28,554.00 safety approved lights, markers, and snow deflector. UEBELHOR AND SONS, INC. 972 Wern °°.. sing Road Jasper, Indiana 47546 Bid was signed by: Mr. John Storms Non - Collusion Affidavit was in order Non - Discrimination commitment form was completed Ten percent (10 %) Bid Bond was submitted IC t Item Est. Cost Total 1 No. Q Item Manufacturer Unit Price 1 5 Silverado 2500 HD 4WD Chevrolet $23,331.00 Option# Description Cost Total 1 Electric windows, locks, and mirrors. $782.00 $24,123.00 2 Plow Package: Front mounted western $4,663.00 $27,994.00 2012 Chevrolet 3/4 Reg. Cab 4WD 7 %2' pro -plus or equal power angling 1 5 left and right. Plow to come equipped GM $22,892.00 with safety approved lights and markers, and snow deflector. 3 Front mounted 8'2" Boss Power —V or $5,223.00 $28,554.00 equal. Plow to come equipped with safety approved lights, markers, and snow deflector. GATES CHEVROLET 636 West McKinley Mishawaka, Indiana 46545 Bid was signed by: Mr. Dave Holland Non - Collusion Affidavit was in order Non - Discrimination commitment form was completed Ten percent (10 %) Bid Bond was submitted Indiana Local Business Preference Claim was submitted AID Item Est. Cost Total I No, Q . Item Manufacturer Unit Price 2012 Chevrolet 3/4 Reg. Cab 4WD 1 5 Pick -Up GM $22,892.00 Option# Description Cost Total I Electric windows, locks, and mirrors, $782.00 $3,910.00 REGULAR MEETING FEBRUARY 14,_2012 36 2 Plow Package: Front mounted western $4,400.00 $22,000.00 Unit Price 7 1 /z' pro -plus or equal power angling Western $3,920.00 2 left and right. Plow to come equipped $3,940.00 $19,700.00 2012 % Ton Silverado 4X4 with safety approved lights and Boss 1 5 markers, and snow deflector. $4,098.00 $20,490.00 3 Front mounted 8'2" Boss Power —V or $5,088.00 $25,440.00 equal. Plow to come equipped with Boss 3 safety approved lights, markers, and $5,160.00 $25,800.00 snow deflector. Western ARNELL CHEVROLET,_ INC. 239 Melton Road Burns Harbor, Indiana 46304 Bid was signed by: Mr. Paul Pumroy Non - Collusion Affidavit was in order Non - Discrimination commitment form was completed Ten percent (10 %) Bid Bond was submitted Indiana Local Business Preference Claim was submitted E Item Est. Item Manufacturer Unit Price No. Qty. $3,920.00 2 Plow Package: Front mounted western 1 5 2012 % Ton Silverado 4X4 Chevrolet $22,683.00 Option# Description Cost Total 1 Electric windows, locks, and mirrors. $784.00 $3,920.00 2 Plow Package: Front mounted western $4,783.00 $23,915.00 2012 F250 4X4 Regular Cab Pick 7 %' pro -plus or equal power angling Western 1 5 left and right. Plow to come equipped $4,098.00 $20,490.00 with safety approved lights and Boss markers, and snow deflector. 3 Front mounted 8'2" Boss Power —V or $5,158.00 $25,790.00 equal. Plow to come equipped with safety approved lights, markers, and snow deflector. JORDAN MOTORS, INC. 609 East Jefferson Boulevard Mishawaka, Indiana 46545 Bid was signed by: Ms. Debra Starkweather Non - Collusion Affidavit was in order Non - Discrimination commitment form was completed Ten percent (10 %) Bid Bond was submitted :E Item E Est. Cost Total 1 No. $716.00 Item Manufacturer Unit Price $4,335.00 $21,675.00 2012 F250 4X4 Regular Cab Pick 1 5 Up Ford $21,300.00 Option# Description Cost Total 1 Electric windows, locks, and mirrors. $716.00 $3,580.00 2 Plow Package: Front mounted western 7 ' /z' pro -plus or equal power angling $4,335.00 $21,675.00 REGULAR MEETING FEBRUARY 14 2012 37 Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the above bids were referred to Central Services for review and recommendation. OPENING_ OF BIDS — ONE (1) OR MORE. 2012 . OR NEWER, % TON TWO WHEEL DRIVE PICK-UP TRUCKS (PARK DEPT. CAPITAL This was the date set for receiving and opening of sealed bids for the above referenced trucks. 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: FORD, INC. BLOOMINGTON ,., 2200 South Walnut Street Bloomington, Indiana 47401 Bid was signed by: Mr. Sam Roberts Non - Collusion Affidavit was in order Non- Discrimination commitment form was completed Ten percent (10 %) Bid Bond was submitted BID: $19,535.29 Option A add $4,510.00 ARNELL CHEVROLET INC. 239 Melton Road Burns Harbor, Indiana 46304 Bid was signed by: Mr. Paul Pumroy Non - Collusion Affidavit was in order Non - Discrimination commitment form was completed Ten percent (10 %) Bid Bond was submitted Indiana Local Business Preference Claim was submitted BID: $20,373.00 Option A add $25,007.00 (Truck and Body) UEBELHOR AND SONS, INC. 972 Wernsing Road Jasper, Indiana 47546 Bid was signed by: Mr. John Storms Non - Collusion Affidavit was in order Non - Discrimination commitment form was completed Ten percent (10 %) Bid Bond was submitted BID: $21,021.00 Option A add $4,375.00 GATES CHEVROLET 636 West McKinley Mishawaka, Indiana 46545 left and right, flow to come equipped with safety approved lights and markers, and snow deflector. 3 Front mounted 8'2" Boss Power —V or $5,088.00 $25,440.00 equal. Plow to come equipped with safety approved lights, markers, and snow deflector. Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the above bids were referred to Central Services for review and recommendation. OPENING_ OF BIDS — ONE (1) OR MORE. 2012 . OR NEWER, % TON TWO WHEEL DRIVE PICK-UP TRUCKS (PARK DEPT. CAPITAL This was the date set for receiving and opening of sealed bids for the above referenced trucks. 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: FORD, INC. BLOOMINGTON ,., 2200 South Walnut Street Bloomington, Indiana 47401 Bid was signed by: Mr. Sam Roberts Non - Collusion Affidavit was in order Non- Discrimination commitment form was completed Ten percent (10 %) Bid Bond was submitted BID: $19,535.29 Option A add $4,510.00 ARNELL CHEVROLET INC. 239 Melton Road Burns Harbor, Indiana 46304 Bid was signed by: Mr. Paul Pumroy Non - Collusion Affidavit was in order Non - Discrimination commitment form was completed Ten percent (10 %) Bid Bond was submitted Indiana Local Business Preference Claim was submitted BID: $20,373.00 Option A add $25,007.00 (Truck and Body) UEBELHOR AND SONS, INC. 972 Wernsing Road Jasper, Indiana 47546 Bid was signed by: Mr. John Storms Non - Collusion Affidavit was in order Non - Discrimination commitment form was completed Ten percent (10 %) Bid Bond was submitted BID: $21,021.00 Option A add $4,375.00 GATES CHEVROLET 636 West McKinley Mishawaka, Indiana 46545 REGULAR MEETING Bid was signed by: Mr. Dave Holland Non - Collusion Affidavit was in order FEBRUARY 14, 2412 38 Non- Discrimination commitment form was completed Ten percent (10 %) Bid Bond was submitted Indiana Local Business Preference Claim was submitted BID: $20,570.00 Option A add $5,725.00 JORDAN MOTORS, INC. 609 East Jefferson Boulevard Mishawaka, Indiana 46545 Bid was signed by: Ms. Debra Starkweather Non - Collusion Affidavit was in order Non - Discrimination commitment form was completed Ten percent (10 %) Bid Bond was submitted Indiana Local Business Preference Claim was submitted BID: $19,415.00 Option A add $5,725.00 Mr. Gilot noted that Arnell Chevrolet was not in a surrounding County and therefore was not eligible for the Local Business Preference Claim consideration. Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the above bids were referred to Central Services for review and recommendation. OPENING OF BIDS — ONE (1)_OR_MORE, 2012 OR NEWER, TWO -WHEEL DRIVE SUV POLICE PATROL VEHICLES (POLICE DEPT. CAPITAL) This was the date set for receiving and opening of sealed bids for the above referenced 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: ARNELL CHEVROLET INC. 239 Melton Road Burns Harbor, Indiana 46304 Bid was signed by: Mr. Paul Pumroy Non - Collusion Affidavit was in order Non - Discrimination commitment form was completed Ten percent (10 %) Bid Bond was submitted Indiana Local Business Preference Claim was submitted BID: $27,540.00 Option A add $1,585.00 Option B add $1,690.00 VALLEY CHEVROLET, INC. c/o Bloomington Ford, Inc. 2200 South Walnut Bloomington, Indiana 47403 Bid was signed by: Mr. Sam Roberts Non - Collusion Affidavit was in order Non - Discrimination commitment form was completed Ten percent (10 %) Bid Bond was submitted I. REGULAR MEETING $28,189.65 Option A add $1,296.83 Option B add $1,546.83 UEBELHOR AND SONS, INC. 972 Wernsing Road Jasper, Indiana 47546 FEBRUARY 14, 2012 39 Bid was signed by: Mr. John Storms Non - Collusion Affidavit was in order Non - Discrimination commitment form was completed Ten percent (10 %) Bid Bond was submitted BID: $28,091.00 Option A add $1,900.00 Option B add $1,775.00 Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the above bids were referred to the Police Department and Central Services for review and recommendation. OPENING OF PROPOSALS — SNOW REMOVAL FROM CITY OF SOUTH BEND REDEVELOPMENT COMMISSION OWNED PROPERTIES (REDEVELOPMENT COMMISSION PROPERTY MAINTENANCE Mr. Gilot advised that this was the date set for the receiving and opening of sealed Proposals for the above referenced project. The following Proposals were opened and read: B &J EXCAVATION COMPANY INC. 1104 West Donald Street South Bend, Indiana 46613 Quotation was submitted by Ms. Janice Kimbrough Indiana Local Business Preference Claim was submitted QUOTATION: $0.65 per linear foot North Section $0.50 per linear foot South Section D.A. FAULKENS 2045 North Meade Street South Bend, Indiana 46628 Quotation was submitted by Mr. Derrick Faulkens, Senior Indiana Local Business Preference Claim was submitted QUOTATION: $0.48 per linear foot North Section $0.30 per linear foot South Section RON WILLIS CONSTRUCTION CO. INC. 54300 Rose Road South Bend, Indiana 46628 Quotation was submitted by Mr. Ronald Willis Indiana Local Business Preference Claim was submitted QUOTATION: $0.55 per linear foot North Section $0.50 per linear foot South Section Ms. Greene noted that since all of the bidders requested a Local Business Preference, it was not applicable in this case. She noted if all bids were adjusted by the same percentage, the result REGULAR MEETING FEBRUARY„ 14, 2012 40 would not change. Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the above Proposals were referred to Community and Economic Development for review and recommendation. AWARD BID AND APPROVE CONTRACT — TRUCKING OF BELT PRESSED WASTEWATER B10-SOLIDS FOR LAND APPLICATION (WASTEWATER/ORGANIC RESOURCES} Mr. John Ranschaert, Organic Resources, advised the Board that on January 24, 2012, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Ranschaert recommended that the Board award the contract to the lowest responsive and responsible bidder Trucks R'Us, Inc., 23942 State Road 2, South Bend, Indiana 46619, in the amount of $79.00 per truck, per hour, Mondays through Sundays, not to exceed $140,000.00. Additionally, the Contract was submitted for approval. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded and the Contract approved as outlined above. Ms. Roos seconded the motion, which carried. Mr. Gilot requested Mr. John Murphy, Administration and Finance, review the funding source listed on this project. He noted he thought it should come out of Wastewater funding only. AWARD BID— FOUR 4 2011 OR NEWER TWENTY -SEVEN 27 CUBIC YARD DUAL ARM SIDE - LOADING REFUSE TRUCKS (2012 SOLID WASTE CAPITAL LEASE} Mr. Matthew Chlebowski, Central Services, advised the Board that on August 22, 2011, bids were received and opened for the above referenced vehicles. After reviewing those bids, Mr. Chlebowski recommended that the Board award the contract to the lowest responsive and responsible bidder Best Equipment Co., Inc., 5550 Poindexter Drive, Indianapolis, Indiana 46235, in the amount of $323,353.00 per truck for a total amount of $1,293,412.00. Mr. Gilot noted the funding should state 2012 Solid Waste Capital instead of 2011 Capital. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded subject to funding. Ms. Roos seconded the motion, which carried. APPROVE CHANGE ORDER NO. I — IGNITION PARK PHASE 1 — PROJECT NO. I I I- 073 AEDA/TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. I on behalf of Selge Construction Co., Inc., 2833 S. I 11 Street, Niles, Michigan 49120, indicating the Contract amount be increased by $91,000.00 for a new Contract sum, including this Change Order, in the amount of $2,181,184.22. Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 6 — BLOWERS NOS. 1 AND I — PROJECT NO 109- 074 SEWER BOND Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 6 on behalf of Bowen Engineering Corp., 8802 North Meridian, Indianapolis, Indiana 46260, indicating the Contract amount be increased by $4,760.00 for a new Contract sung, including this Change Order, in the amount of $2,340,610.29. Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the Change Order was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — JEFFERSON BOULEVARD AND MAIN STREET STREETSCAPE IMPROVEMENTS — STREET LIGHTING — PROJECT NO. 111 -047 (SBCDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Pemberton Davis, 917 Union Street, Mishawaka, Indiana 46544, for the above referenced project, indicating a final cost of $7,900.00. Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — JEFFERSON BOULEVARD AND MAIN STREET STREETSCAPE IMPROVEMENTS — PRECAST BENCHES AND PLANTERS — PROJECT NO. 111 -047B (SBCDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Wausau Tile, 7871 Blacks Road, Pataskala, Ohio 43062, for the above referenced project, indicating a final cost of $74,999.25. Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the Project Completion Affidavit was approved. REGULAR MEETING FEBRUARY 14, 2012 41 APPROVE PROJECT COMPLETION AFFIDAVIT ---- COVELESKI STADIUM IMPROVEMENTS — MAIN FACILITY REHABILITATION — PROJECT NO. 111 -005A Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Ziolkowski Construction, Inc., 4050 Ralph Jones Drive, South Bend, Indiana 46628, for the above referenced project, indicating a final cost of $1,208,640.00. Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the Project Completion Affidavit was approved. APPROVE CERTIFICATE OF SUBSTANTIAL COMPLETION — CLAY - CLEVELAND PUMP STATION REPLACEMENT — PROJECT NO. 109-087A (2010 SEWER BOND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Certificate of Substantial Completion on behalf of Selge Construction Company, Inc., 2833 S. 11`i' Street, Niles, Michigan 49120, for the above referenced project, indicating a date of substantial completion of February 2, 2012. Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the Certificate of Substantial Completion was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS _ ONE (1) OR MORE, 2012 OR NEWER, FOUR (4) YARD FRONT -END RUBBER TIRE LOADERS — WASTEWATER CAPITAL In a memorandum to the Board, Mr. Jeff Hudak, 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 Ms. Roos and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS TWO (2) OR MORE 2011 OR NEWER ALL -WHEEL DRIVE POLICE PATROL VEHICLES — POLICE CAPITAL LEASE) In a memorandum to the Board, Mr. Jeff Hudak, 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 Ms. Roos and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE „RECEIPT OF BIDS _ ONE (1) OR MORE 2012 OR NEWER ALL -WHEEL DRIVE SUV POLICE PATROL VEHICLES — POLICE CAPITAL LEASE In a memorandum to the Board, Mr. Jeff Hudak, Central Services, requested permission to advertise for the receipt of bids for the above referenced vehicles. Therefore, upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — THREE Q OR MORE 2012 OR NEWER TANDEM AXLE MULTI -USE DUMP TRUCKS — STREET DEPARTMENT CAPITAL LEASE In a memorandum to the Board, Mr. Jeff Hudak, 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 Ms. Roos and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS --- ONE 1 OR MORE NEW POSITIVE DISPLACEMENT HYDRO - EXCAVATING MACHINES WITH TANDEM CAB AND CHASSIS (WATER WORKS BOND_) In a memorandum to the Board, Mr. Jeff Hudak, 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 Ms. Roos and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT . OF BIDS AND TITLE SHEET — EAST BANK STORM SEWER SEPARATION PHASE 2 — PROJECT NO, 111 -068 2012 SEWER BOND In a memorandum to the Board, Mr. Patrick. Henthorn, 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. Inks, seconded by Ms. Roos and carried, the above request to advertise was approved, and the Title Sheet was approved and signed. REGULAR MEETING FEBRUARY 14, 2012 42 APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — EAST BANK STORM SEWER SEPARATION PHASE 3 — PROJECT NO. 111 -069 (2012 SEWER BOND) 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 exccution was the Title Sheet. Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the above request to advertise was approved, and the Title Sheet was approved and signed. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — WESTERN AVENUE AND LAUREL STREET SIGNALIZATION IMPROVEMENTS — PROJECT NO. 111 -079 (LRSA) In a memorandum to the Board, Mr. Carl Littrell, 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. Therefore, upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the above request was approved, and the Title Sheet was approved and signed APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — EWING AVENUE AND FELLOWS STREET SIGNALIZATION IMPROVEMENTS --- PROJECT NO. 111 -072 (LRSA) In a memorandum to the Board, Mr, Carl Littrell, 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. Therefore, upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the above request was approved, and the Title Sheet was approved and signed. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — ABANDONED VEHICLES (CODE ENFORCEMENT) In a memorandum to the Board, Ms. Kathy Eli, Code Enforcement, requested permission to advertise for the receipt of bids for the above referenced vehicles. Therefore, upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the above request was approved. ADOPT RESOLUTION NO. 08 -2012 — REGARDING THE RETIREMENT OF "XACCO" A POLICE K -9 DEPARTMENT UNIT Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 08-2012 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS REGARDING THE RETIREMENT OF "XACCO ", A K -9 POLICE DEPARTMENT UNIT WHEREAS, the South Bend Board of Public Works has been advised by the City's Police Chief that "Xacco ", a K -9, is no longer needed by the South Bend Police Department; and WHEREAS, it has been determined by the Board of Public Works that "Xacco" is unfit for the purpose for which he was acquired and is no longer of use to the City of South Bend; and WHEREAS, Sergeant Don Demler, South Bend Police Department, has agreed to care for "Xacco" at his own expense and to keep him as a house pet and understands that "Xacco" can never again be used as a Police Dog; and WHEREAS, the South Bend Police Chief has submitted a letter stating that the dog is no longer fit for purpose for which he was intended, to be a member of the Canine Unit of the South Bend Police Department, and is therefore no longer needed by the City. NOW, THEREFORE, BE IT RESOLVED, by the Board of Public Works of the City of South Bend, Indiana, that "Xacco ", a K -9 Police Dog, is unfit for the purpose for which he was acquired, is no longer of use to the City of South Bend, and has an estimated value of less than One- Thousand Dollars ($1,000.00). REGULAR MEETING FEBRUARY 14 2012 43 BE IT FURTHER RESOLVED, that "Xacco" the Police Dog, should be retired and put into the care of Sergeant Don Demler for One Dollar ($1.00) for use as a house pet only, subject to an indemnity agreement approved by the Board of Works with Sergeant Demler. ADOPTED this 141h day of February, 2012. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s /Gary Gilot, President s /Donald Inks, Member s /Kathryn Roos, Member ATTEST: s /Linda Martin, Clerk ADOPT RESOLUTION NO. 09 -2012 — DISPOSAL OF UNFIT AND /OR OBSOLETE PROPERTY Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the following Resolution was adopted by the Board of Public Works and any documentation needed to release the title was authorized: RESOLUTION NO. 09-2012 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: 2002 DODGE INTREPID VIN 42B3HD45V72H258825 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 February, 2012. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s /Gary Gilot, President s /Donald Inks, Member s /Kathryn Roos, Member ATTEST: s /Linda 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/ Second REGULAR MEETING FEBRUARY 14, 2012 44 Maintenance Indiana Mailing Extension of Maintenance $450 /Year Inks /Roos Agreement Systems Agreement for Omation 2100 ($25.00 Extension Letter Opener through Increase) December 31, 2013 (Water Works Operating) Agreement Sergeant Daniel Purchase of K -9 Unit "Xacco" $1 (To City) Gilot /Roos Demler Addendum to Redevelopment ASC /VA Outpatient Clinic, N/A Inks /Roos the Master Commission Exterior Site Improvements at Agency 333 W. Western Ave. — Project Agreement No. 112 -009 Contract New Avenues Renewal of Annual Employee NTE $35,000; Inks /Roos Renewal Assistance Program Contract No Increase for 2012 (Benefits) Professional ME Simpson Extension of Large Meter $70,000 /Year Inks/Roos Services Company Repair and Testing Program through Agreement Agreement through 12/31/2013 December 31, Extension 2013 (Water Works Operations) Special Ray O'Herron Fifty (50) Tasers with Four- $49,745 (Police Inks /Roos (Compatible Co., Inc. Year Extended Warranty General Fund) Equipment) Purchase Bailment Roush Bailment of E -250 2011 Cargo NIA Inks /Roos Agreement C1eanTech, Van LLC Professional Optimatics, Optimization of South Bend $165,925 Inks /Roos Services LLC. Collection System LTCP — (Sewer Capital) Agreement Phase 2B Professional Jonathon S. 2012 Services Agreement for $31.00 /Hour; Inks /Roos Services Geels Energy Project Not to Exceed Agreement Specialist /Contractor $40,000 (Water Works Operations) Professional McCormick Environmental Assessment of $97,100 Inks /Roos Services Engineering, Bowman Creek per EPA/IDEM (Wastewater Agreement LLC Consent Decree Other Contractuals) Professional Danch, Hamer Survey and Layout Plan for $2,360 Inks /Roos Services and Associates Sanitary Sewer Connection for (EDIT) Proposal 3680 Sample Street Maintenance Doron Precision Regular Scheduled Preventive $8,515 Inks /Roos Contract Systems, Inc. Maintenance for Two Fire (Fire Dept. Department Driving Simulators Repairs and Maintenance/ Computer Equipment) Professional Ken Herceg and Second Phase of Olive Street $4,500 Plus Inks/Roos Services Associates Downspout Renovations $500 Agreement Engineering Services Reimbursement Fees (2009 Bond) Professional R.W. Armstrong City -Wide Signal System $70,000 Inks/Roos Consulting Upgrade Study — Project No. (LRSA) Services 110 -012 Agreement REGULAR MEETING FEBRUARY 14 2012 45 Interlocal Agreement INDOT State Road 23 Construction; Trail, Lights, Intersections and Utilities NIA Inks /Roos Master Crowe Horwath Accounting, Budgetary, and Based on Gilot /Inks Services Financial Advice Assistance; Assignment, Subject to Agreement Utility and Redevelopment Hourly Rate or Legal and Renewal Consulting. Lump Sum Finance Grant of Kuert Concrete Bendix Park Sewer Separation $106,800 Review Gilot /Inks Perpetual (LaSalle School Area) (2010 Sewer Easement Bond) and Temporary Easement APPROVAL OF PROCESSIONS Mr. GiIot noted that favorable recommendations were received from the Fire and Police Departments, Engineering, and Traffic and Lighting for the following processions. 1. Applicant: Pediatric Brain Tumor Foundation a) Event. Northern Indiana Ride for Kids b) Date /Time: July 8, 2012; 8:00 a.m. to 1:30 p.m. 2. Applicant: Michiana Celtic Society, South Bend Parks and Recreation, Downtown South Bend, Inc. a) Event: St. Patrick's Day Parade b) Date /Time: March 17, 2012; 9:00 a.m. to 12:30 p.m. Mr. Gilot noted that the Police Department stated they would be unable to provide an escort due to previous commitments to other events for the following processions: 3. Applicant: St. Anthony de Padua a) Event: Run Panther Run b) Date/Time: April 14,2012; 7:00 a.m. to 10:00 a.m. c) Comment: Same Day as March of Dimes Walk; No Police Escort 4. Applicant: American Legion Riders Post 308 a) Event: Fallen Hero's Ride b) Date/Time: May 20, 2012; 8:00 a.m. to 12:30 p.m. c) Comments: No Police Escort; Same Day as Notre Dame Graduation and Bike the Bend Upon a motion by Mr. Inks, seconded by Ms. Roos and carried, the processions were all approved, with the St. Anthony de Padua and the American Legion Riders Post 308 subject to the participants staying on the sidewalk and obeying all traffic laws due to no Police escort. APPROVAL OF APPLICATIONS FOR THE RENEWAL OF TRANSIENT MERCHANT LICENSES Mr. Gilot stated that the Board is in receipt of favorable recommendations from the Building Department, the Fire Department, and the Police Department for the renewal of the following Transient Merchant Licenses: a) Applicant: St, Joseph County 4 -H Fair, Inc., Blanket License Renewal (1) Location: St. Joseph County 4 -H Fairgrounds (2) Dates: June 29 -July 7, 2012; Various Weekends, Various Events b) Applicant: Group 2 Promotions, Inc. (1) Event: Michiana Home Show (2) Location: Century Center (3) Dates: March 9, 2012, 5:00 -9:00 p.m.; March 10, 2012, 10:00 a.m. — 9:00 P.M. c) Applicant: Fay's Marina, Inc. (1) Event: Michiana Boat and Power Sports Show (2) Location: Century Center (3) Dates: February 18 and 19, 2012 REGULAR MEETING FEBRUARY 14, 2012 46 Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the applications for the renewal of the Transient Merchant Licenses were approved. APPROVAL OF APPLICATIONS FOR THE RENEWAL OF MASSAGE LICENSES Mr. Gilot stated that the Board is in receipt of favorable recommendations from the Building Department, the Fire Department, and the Police Department for the renewal of the following Transient Merchant Licenses: a) Applicant: Hannah's Changes in Attitude, Inc. (1) Location: 2009 Miami Street b) Applicant: Tranquil Healing and Massage (1) Location: 103 West Wayne Street, Suite 304 c) Applicant: Chinese Massage Spa (1) Location: 2614 South Michigan Street d) Applicant: Massage by Angie (1) Location: 108 North Main Street, Suite 735 e) Applicant: Perfect Balance (1) Location: 1518 Mishawaka Avenue f) Applicant: Southside Massage Retreat (1) Location: 411 E. Ireland Rd., Ste. 300 Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the applications for the renewal of the Massage Licenses were approved. APPROVAL OF REVOCABLE PERMIT FOR ENCROACHMENT --- JIMMY JOHN'S Mr. Gilot stated that an application for a Revocable Permit has been received from Lone Star Equities for the purpose of installing a sign that will encroach into the public right -of -way at Jimmy John's, 138 South Michigan Street, South Bend, Indiana. Favorable recommendations were received from the Building Department, Engineering, and the Police and Fire Departments. The encroachment shall remain in the right of way until the time as the Board of Public Works of the City of South Bend shall determine that such encroachment is in any way impairing or interfering with the highway or with the free and same flow of traffic. Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the encroachment and the Revocable Permit were approved. APPROVAL OF REVOCABLE PERMITS FOR ENCROACHMENTS — CAFE NAVARRE Mr. Gilot stated two Revocable Permit applications have been received from Michigan Street, LLC for the purpose of installing a sign and window and door awnings for Cafe Navarre that will encroach into the public right -of -way at 101 North Michigan Street, South Bend, Indiana. The encroachments received favorable comments from the Building Department, the Engineering Department, and the Fire and Police Departments. Ms. Catherine Hostetler, Director of the Historic Preservation Commission, stated the Commissions wants the signs and awning fixed to historic buildings in the mortar joints and not into the limestone. She noted the awnings did not fit the historical style of the building, but would leave it to the owner's judgment. The Building Department stated they will need to obtain a variance for the installation of the awnings. The encroachments shall remain in the right of way until the time as the Board of Public Works of the City of South Bend shall determine that such encroachments are in any way impairing or interfering with the highway or with the free and same flow of traffic. Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the encroachments and the Revocable Permits were approved. APPROVAL OF LONG TERM OCCUPANCY PERMIT -- SLATILE ROOFING AND SHEET METAL In a Memo to the Board, Mr. Tony Molnar, Engineering, stated Slatile Roofing and Sheet Metal has submitted a request for a ninety (90) day occupancy permit to allow for repairs to the Ivy Tower Building at LaFayette Blvd. and the railroad overpass. Mr. Molnar noted they are currently in possession of a thirty (30) day Occupancy Permit, but have determined that the work will require another sixty (60) to eighty (80) days to complete. He also noted they have erected a covered sidewalk protection over the area where work is being done. Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the ninety (90) day Occupancy Permit was approved. REGULAR MEETING FEBRUARY 14, 2012 47 APPROVE TRAFFIC CONTROL DEVICES INSTALLATION Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the following traffic control device installations were approved: NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATIONS: 1833 Nash Street 1526 Mishawaka Avenue REMARKS: All Criteria has been Met DENY TRAFFIC CONTROL DEVICE INSTALLATION Upon a motion made by Mr. Inks, seconded by Ms.Roos and carried, the following traffic control device installation was denied due to better access via a driveway to the entrance available at the residence: TRAFFIC CONTROL DEVICE: Handicapped Accessible Parking Space Sign LOCATIONS: 1022 North O'Brien Street REMARKS: Better Access with Driveway up to Entryway APPROVE REVISION OF WASTEWATER DISCHARGE PERMITS In a Memorandum to the Board, Ms. Kim Thompson, Division of Environmental Services, recommended the revision of the classification of the following Wastewater Discharge Permit users to a less stringent category: a) South Bend Absorbtech, 3900 West William Richardson Drive b) SES Environmental, 110 Dixie Way South c) Ark Engineering Services, Inc., 2334 Prairie Avenue There being no further discussion, upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the revision to the permits was approved. RATIFY APPROVAL AND /OR RELEASE EXCAVATION BONDS Mr. Anthony Molnar, Division of Engineering, recommended that the following Excavation Bonds be ratified pursuant to Resolution 100 -2000 and/or released as follows: Business Bond Type YP Approved/ Released Effective Date TBE Group, Inc. DBA Cardno TBE — Excavation Approved January 25, 2012 Niezgodski Plumbing, Inc. Excavation Approved January 23, 2012 Turnkey Network Solutions Excavation For Release Effective February 2, 2012 Fiber Optic Management DBA Turnkey Excavation Approved January 23, 2012 Network Solutions Niezgodski Plumbing, Inc. Excavation For Release Effective November l , 2012 Mr. Inks made a motion that the Bonds approval and/or release as outlined above be ratified. Ms. Roos 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. Name Amount of Claim Date City of South Bend $156,394.19 02/07/2012 and 02/10/2012 REGULAR MEETING FEBRUARY 14, 2012 48 Name Amount of Claim Date City of South Bend $2,338,172.16 02/14/2012 St. Joseph County Housing Consortium $1,294.00 01/30/2012 Therefore, Mr. Inks made a motion that after review of the expenditures, the claims be approved as submitted. Ms. Roos 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. Inks and carried, the meeting adjourned at 11:05 a.m. BOARD OF PUBLIC WORKS w, r Gary A. Gilot, President f onald E: Inks, Member '_. Kathryn E. Roos, Member ATTEST: i da M. Martin, Cl rk