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HomeMy WebLinkAbout02/28/12 Board of Public Works MinutesPUBLIC AGENDA SESSION FEBRUARY 23 2012 51 The Public Agenda Session of the Board of Public Works was convened at 10:32 a.m. on Thursday, February 23, 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. ADDITIONS TO THE AGENDA Mr. Gilot noted the addition of a Professional Services Proposal with Wightman Petrie for the Coveleski Stadium renovations, and an update report on the Consent Decree. AWARD QUOTATIONS — SNOW REMOVAL FROM REDEVELOPMENT COMMISSION OWNED PROPERTIES Ms. Debrah Jennings, Community and Economic Development, advised the Board that on February 14, 2012, quotes were received and opened for the above referenced project. After reviewing those quotes, Ms. Jennings recommended that the Board award the contract to the lowest responsive and responsible bidders. Ron Willis Construction Co., Inc., 54300 Rose Road, South Bend, Indiana 46628, was the low bidder for the north section of the City only in the amount of $0.55 per linear foot not to exceed $20,000.00. D.A. Faulkens, 2045 North Meade Street, South Bend, Indiana 46628, was the low bidder for the south section of the City in the amount of $0.30 per linear foot not to exceed $20,000.00. Therefore, Mr. Inks made a motion that the recommendation be accepted and the quotations be awarded as outlined above. Mr. Gilot seconded the motion, which carried. ADOPT RESOLUTION NO. 11 -2012 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, AUTHORIZING THE TRANSFER OF REAL PROPERTY TO HABITAT FOR HUMANITY OF ST. JOSEPH COUNTY INC Ms. Pam Meyer, Community and Economic Development, stated this property is located on West LaSalle Street and the transfer is to meet the City's commitment to Habitat for Humanity for MSP house builds. Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 11 -2012 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA AUTHORIZING THE TRANSFER OF REAL PROPERTY TO HABITAT FOR HUMANITY OF ST. JOSEPH COUNTY, INC, WHEREAS, the City of South Bend, Indiana, Board of Public Works (the "Board ") has custody of and may maintain and dispose of all real property owned by the City of South Bend, Indiana (the "City ") pursuant to I.C. 36- 9 -6 -3; and WHEREAS, Habitat for Humanity of St. Joseph County, Inc. ( "Habitat ") is a nonprofit entity organized under the laws of the State of Indiana for charitable purposes; and WHEREAS, the City is the owner of the following described real property situated in St. Joseph County, Indiana: 935 West LaSalle and 937 West LaSalle, as more particularly described in EXHIBIT A (collectively referred to as the "Real Property "); and WHEREAS, the Real Property consists of vacant land; and WHEREAS, pursuant to I.C. 36- 1- 11 -1(b) (7), the City may transfer property, to an Indiana nonprofit corporation organized for charitable purposes; and WHEREAS, the City, acting by and through the Board, hereby expresses its desire to transfer the Real Property to Habitat for charitable purposes; and PUBLIC AGENDA SESSION FEBRUARY 23, 2012 52 WHEREAS, Habitat is willing to accept the transfer of the Real Property from the City for the purpose of constructing a residential structure on the Real Property and disposing of the Real Property, following construction, in a charitable manner to a resident of Indiana. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA AS FOLLOWS: 1. The transfer of the following described real property situated in St. Joseph County, Indiana: 935 West LaSalle and 937 West LaSalle, as more particularly described in EXHIBIT A by the City to Habitat, for charitable purposes, shall be, and hereby is, approved and authorized. 2. The Mayor of the City of South Bend and the South Bend City Clerk shall be, and hereby are, authorized, respectively, to execute and attest to the execution of a quit claim deed conveying all the right, title and interest of the City in and to the Real Property to Habitat and are further directed to deliver said quit claim deed to Habitat for recording in the Office of the St. Joseph County Recorder. This Resolution shall be in full force and effect upon its adoption. ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana held on February 23, 2012, at 227 West Jefferson Boulevard, Room 1308, South Bend, Indiana 46601. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Donald E. Inks ATTEST: s /Linda M. Martin, Clerk Board members discussed the following item(s) from the agenda. Consent Decree Report, Mr. Jack Dillon, Engineering, stated that former Mayor Luecke signed off the Consent Decree at the end of last year. Public opinion was then requested, as required, but none was received. Mr. Dillon stated that civil penalties first need to be paid, after which the report will be submitted to the courts. He noted there are a couple of additional requirements that the Board needs to be made aware of. The first one states that the City needs to provide a copy of the Consent Decree to all officers, employees, agents, and contractors retained to perform work required pursuant to the Consent Decree. Mr. Dillon noted he is in the process of sending this out so they are aware and their employees are aware. Mr. Inks suggested the City adopt as a matter of form, these requirements, as exhibits to contracts. Mr. Dillon stated the other requirement is that the City must keep good records available to be audited at any time. He noted Legal suggested we make a part of contracts that the contractor keeps duplicate copies of the record. Mr. Dillon stated he is looking at ways to create a check list and filing system. He noted that ultimately he may come back to the Board and ask that the City standards and contracts be modified to include this language. Mr. Inks asked when this goes into effect. Mr. Dillon stated when it is filed with the courts. Mr. Inks stated he thinks it makes sense to incorporate the language with the contracts. Ms. Greene noted she will need to be informed when this applies to a contract. She asked if it would apply to a broad contract like a sewer collapse. Mr. Dillon stated he doesn't think so, that would be normal maintenance. Mr. Gilot suggested he do a web link to the City's virtual plan room for the Consent Decree. Ms. Greene added it would be good to track who views the report. Mr. Inks stated our only job is to make it available; if we monitor the website, we are making ourselves responsible for knowing who viewed it. Ms. Greene stated we need to show that we have taken that step to give them a link. Mr. Gilot noted that the employees responsible are worried about the records auditing and maintenance. Mr. Inks suggested if this is a large enough project, would it be wise to hire someone to digitally store and PUBLIC AGENDA SESSION FEBRUARY 232012 53 file the records. Mr. Dillon stated he will periodically report back to the Board. Mr. Gilot requested he send his biweekly report to the Board. - Change Order and Project Completion Affidavit Mr. Toy Villa, Engineering, stated the redesign of the Erskine Retention Pond has made all the business owners extremely happy. He noted this should eliminate flooding around the businesses and help the golf course. He added the project replaced the outfall piping, and made the original pond bigger. - Claims Mr. Toy Villa, Engineering, stated that he has a Claim on the agenda for fixing the Metronet line that was hit by Woodruff and Sons during construction of the East Bank Sewer Separation project. The City and the contractor have taken mutual responsibility and have agreed to split the cost. Mr. Villa noted the contractor has agreed to allow his half withheld from his contract with the City, by deleting from the contract payment for extra unforeseen work on the project. - Request to Advertise Mr. Jacob Klosinski, Environmental Services, stated he is requesting to advertise for two projects, the Automation of DO control for Aeration Blowers, and the Michigan Street Lift Station Replacement. Mr. Gilot stated he supports both of these projects. He added he remembers in the past they did some investigation and wrote a narrow spec for the Automation Control for the Aeration Blowers, where only one company can provide the product, and there is no equal. He noted with his past work with wastewater plants, there are a lot of these out there that don't work and cause a lot of problems. Mr. Greek stated these blowers save about 25% electricity at the Wastewater plant. Ms. Greene asked if this is a compatibility issue. Mr. Greek noted it is not a compatibility issue; there is an open control valve that only one company specs. Ms. Greene stated if only one company specs it, it would be a sole source. She noted we just need a memo stating it is a sole source. Mr. Klosinski stated the Michigan Street lift station replacement is a sensitive project. Mr. Gilot asked if the Historical Society has to give their approval of this work due to the Michigan Street Bridge being a historical landmark. Mr. Greek stated a CA was received from the Historical Society. - Supplemental Agreement Mr. Jitin Kain, Community and Economic Development, stated DLZ was contracted to do a study last year of the Eddy Street Corridor Streetscapes. One issue is the bike trail, they would like to connect it to the Colfax bike lanes and continue the path west. Mr. Inks asked if there is a possibility of staying on the west side and not crossing over what is a pretty busy street. Mr. Kain stated that eventually they will have to cross over. Mr. Gilot noted it would be great if we could get it opened before the school opens. Mr. Inks asked who's responsible for the maintenance of the path. Mr. Kain stated it's in the right -of -way and the Park Department maintains the path now. - Professional Services Agreement Mr. Patrick Henthorn, Engineering, stated the contract was approved in 2010 for this Sewer Overflow Sensory Control Work, and then the Federal funds were rescinded. He noted they are now pulling the task out of the ARRA and SRF funding, which will require separate documents. Mr. Henthorn stated that Emnet is doing web page updates, and adding data reporting options to the webpage. Mr. Gilot noted this is all part of what is necessary to prove to EPA we are doing our part. Ms. Greene asked if Mr. Henthorn is requesting to reduce prior contracts, and use stimulus funds to fund. Mr. Henthorn stated yes, they changed the funding source and changed the scope of the original contract. 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 W Gar'A, Gilot, J"/1 4��_ 151�1/ E. Ifiks, Member PUBLIC AGENDA SESSION ATTEST: N&Ith7x-, Li da M. Martin, Clerk FEBRUARY 23, 2012 54 Kathryn E. Roos, Member REGULAR MEETING FEBRUARY 28, 2012 The regular meeting of the Board of Public Works was convened at 9:32 a.m. on Tuesday, February 28, 2012, by Board President Gary A. Gilot, with Board Members Donald E. Inks and Kathryn Roos present. Also present was Board Attorney Cheryl Greene. 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 February 9, 2012, Regular Meeting of February 14, 2012 and the Claims Meeting of the Board held on February 21, 2012 were approved. OPENING OF BIDS --- DIAMOND AVENUE TRUNK STORM SEWER — BID PACKAGE NO.2 - PROJECT NO. 109.033B 2011 SEWER BOND 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: RIETH- RILEY CONSTRUCTION CO. INC. 25200 State Road 23 PO Box 1775 South Bend, Indiana 46614 Bid was signed by: Mr. Christopher Weinkauf 1. Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted 2. Five percent (5 %) Bid Bond was submitted 3. Statement of Local Indiana Business Status and Claim of Price Preference was submitted BID: Base Bid: $4,058,940.42 Alternate Total: $318,445.00 WOODRUFF & SONS, INC. 2125 East Highway 12 PO Box 450 Michigan City, Indiana 46361 Bid was signed by: Mr. Todd Bell 1. Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted 2. Five percent (5 %) Bid Bond was submitted on Base Bid: $4,510,198.00 Alternate Total: $383,052.00 HRP CONSTRUCTION. INC. 5777 Cleveland Road PO Box 266 South Bend, Indiana 46624 Bid was signed by: Mr. Paul Fallon REGULAR MEETING i FEBRUARY 28, 2012 55 1. Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted 2. Five percent (5 %) Bid Bond was submitted 3. Statement of Local Indiana Business Status and Claim of Price Preference was submitted Base Bid: $3,522,025.00 Alternate Total: $303,975.00 SELGE CONSTRUCTION CO. INC. 2833 South 11 Street Niles, Michigan 49120 Bid was signed by: Mr. James Boyles 1. Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted 2. Five percent (5 %) Bid Bond was submitted :W Base Bid: $3,971,079.23 Alternate Total: $333,146.00 Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the above bids were referred to Engineering for review and recommendation. Ms. Greene noted that the contract for this project will need the Consent Decree language included, and the bidders will need to complete the City's E- Verify form. TABLE OPENING OF BIDS — COVELESKI STADIUM REHABILITATION — 2012 IMPROVEMENTS --- PROJECT NO. 112 -007 SBCDA TIF 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. After review of the documents, Attorney Cheryl Greene stated none of the bids contained a Non- Collusion, Non- Debarment, Non - Discrimination Form. Mr. Bill Schalliol, Community and Economic Development, confirmed that the specifications did not include the form. Mr. Gilot stated the bids would be resealed, and the Board would recess and reconvene the meeting at a later time today after an authorized agent of each bidder's company signed and returned the form. Ms. Greene noted her only review of the bids was to assure legal compliance, she did not review the dollar amounts. Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the opening of the bids was tabled until the missing documents could be obtained. OPENING OF BIDS — FIVE, MORE OR LESS 2012 OR NEWER REAR -WHEEL DRIVE POLICE PATROL VEHICLES - _(2012 CAPITAL LEASE) This was the date set for receiving and opening of sealed bids for the above referenced vehicle. 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: INC. ARNELL CHEVROLET, 239 Melton Road Burns Harbor, Indiana 46304 Bid was signed by: Mr. Paul Pumroy 1. Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted 2. Ten percent (10 %) Bid Bond was submitted no REGULAR MEETING FEBRUARY 28, 2012 56 Item No. Item/Manufacturer Unit Price 1 ................. . 2012 Caprice Police Car /Chevrolet $26,996.00 Options 5@ $134,980.00 Options Total A A $1,329.35 Patrol Car $1,555.11 B $1,484.35 Slick Top $1,725.00 C $1,1 43.25 Detective Car ............... $1,245.00 D $1,100.00 Two Tone Paint Scheme $975.00 BLOOMINGTON FORD. INC. DB /A TOWN & COUNTRY CDJ, INC./VALLEY CHEVROLET, INC. 2200 South Walnut Bloomington, Indiana 47403 Bid was signed by: Mr. Sam Roberts 1. Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted 2. Ten percent (10 %) Bid Security was submitted 0 Item No. Item/Manufacturer Unit Price 1 2012 Caprice Police Car /Chevrolet $25,675.40 Options Item Description Unit Price Total A Patrol Car $1,329.35 $6,646.75 B Slick Top $1,484.35 $7,241.75 C Detective Car $1,1 43.25 $5,716.25 D Two Tone Paint Scheme $1,100.00 $5,500.00 Item No. Item/Manufacturer Unit Price 1 2012 Dodge Charger Hemi Police Pursuit Vehicle $23,105.25 Options Item Description Unit Price Total A Patrol Car $1,329.35 $6,646.75 B Slick Top $1,484.35 $7,241.75 C Detective Car $1,143.25 $5,716.25 D Two Tone Paint Scheme $1,100.00 $5,500.00 Ms. Greene noted that Bloomington Ford submitted an alternate bid along with their bid. Mr. Gilot stated as long as they submitted a bid responsive to the bid specifications, they can give an alternate also. Ms. Greene noted that Tom Wood Ford submitted a letter stating they were not submitting a bid. 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 BIDS --- ONE OR MORE 2012 OR NEWER HEAVY -DUTY 16,500 LB. GVWR CHASSIS 2012 STREET DEPARTMENT CAPITAL This was the date set for receiving and opening of sealed bids for the above referenced equipment. 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: TOM WOOD FORD 3130 East 96 t Street REGULAR MEETING FEBRUARY 28, 2012 57 Indianapolis, Indiana 46240 Bid was signed by: Mr. Scott Clugston 1. Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and Certification. of Use of United States Steel Products or Foundry Products was Submitted 2. Ten percent (10 %) Bid Bond was not submitted BID. F450 Diesel Single Cab (Ford) $37,912.83 .:............ BLOOMINGTON FORD 2200 South Walnut Bloomington, Indiana 47403 Bid was signed by: Mr. Sam Roberts 1. Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted 2. Ten percent (10 %) Bid Security was submitted BID: 2012 F450 Chassis (Ford) $32,827.07 SELKING INTERNATIONAL 4849 West Western Avenue South Bend, Indiana 46619 Bid was signed by: Mr. Kenneth Waite 1. Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted 2. Ten percent (10 %) Bid Bond was submitted 3. Indiana Local Business Preference Claim form was submitted BID: 2013 International TerraStar (International) $44,178.20 JORDAN MOTORS, INC. 609 East Jefferson Boulevard Mishawaka, Indiana 46545 Bid was signed by: Ms. Debra Starkweather 1. Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non- Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted 2. Ten percent (10 %) Bid Bond was submitted 3. Indiana Local Business Preference Claim form was submitted BID: 2012 F450 4x2 Cab /Chassis (Ford) $33,050.00 Ms. Greene noted that Tom Wood Ford did not include a bid bond with their bid. Mr. Gilot stated the Board's policy is to allow twenty -four (24) hours for the bidder to submit to the Board proof that they purchased a bid bond prior to the start of the Board of Works meeting, in this case prior to 9:30 a.m., February 28, 2012. Mr. Gilot noted if they cannot confirm that, their bid will be found non - responsive. Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the above bids were referred to the Street Department and Central Services for review and recommendation. OPENING OF BIDS — TWO, MORE OR LESS PRE-OWNED_ 2011 OR NEWER, COMPACT FOUR -DOOR SEDAN _AUTOMOBILES. (2012 BUILDING DEPARTMENT 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- REGULAR MEETING FEBRUARY 28 2012 58 County News, which were found to be sufficient. The following bids were opened and publicly read: TOM WOOD FORD 3130 East 96t Street Indianapolis, Indiana 46240 Bid was signed by: Mr. Scott Clugston 1. Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted 2. No Bid Bond was submitted M. D Item No. Item /Manufacturer Unit Price I Fusion SE Trim/Ford $16,800.00 I Hybrid Engine N/A GATES AUTOMOTIVE 636 West McKinley Avenue Mishawaka, Indiana 46545 Bid was signed by: Mr. Dave Holland 1. Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non- Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted 2. Ten percent (10 %) Bid Bond was submitted 3. Statement of Local Indiana Business Status and Claim of Price Preference was submitted I: Item No. Item /Manufacturer Unit Price 1 2011 Chevrolet Cruz /GM $16,800.00 I Hybrid Engine NIA Exceptions: 1. Mileage is not to exceed 29,000 miles 2. Colors may be limited Ms. Greene noted that Tom Wood Ford did not include a bid bond with their bid. Mr. Gilot stated the Board's policy is to allow twenty -four (24) hours for the bidder to submit to the Board proof that they purchased a bid bond prior to the start of the Board of Works meeting, in this case prior to 9:30 a.m., February 28, 2012. Mr. Gilot noted if they cannot confirm that, their bid will be found non- responsive. Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the above bids were referred to the Building Department and Central Services for review and recommendation. TABLE OPENING OF QUOTATIONS _._._ MULTI- SEGMENT COLOR MFP COPY MACHINES — (USER DEPT. CAPITAL OR OPERATIONS FUND,) Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referenced equipment. After review of the documentation, Attorney Cheryl Greene noted none of the bids contained the City's required Non - Collusion, Non - Discrimination Form. Mr. Gilot asked Ms. Greene if the quotes could be read and the Board require the bidders to follow -up with an emailed or faxed form to the Clerk of the Board within twenty -four (24) hours, noting this was just a quote for the purchase of equipment, not a construction bid. Mr. Gilot noted all of the bidders are quoting the same specifications for the same piece of equipment; the risk of collusion doesn't apply to this quote. Ms. Greene stated as a matter of standard practice, the Board requires the form with quotes also and suggested the quotes not be read at this time. She suggested the Board reconvene after the receipt of the Non - Collusion, Non - Discrimination form and read the quotes at that time. She referenced Indiana Code which confirmed that the REGULAR MEETING FEBRUARY 28 2012 59 form must be received. Therefore, Mr. Gilot made a motion to table the reading of the quotations until a reconvened time could be determined by the Board. Mr. Inks seconded the motion, which carried. TABLE OPENING OF QUOTATIONS — MULTI-SEGMENT BLACK AND WHITE MFP COPY MACHINES — USER DEPT. CAPITAL OR OPERATIONS FUND Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referenced equipment. After review of the documentation, Attorney Cheryl Greene noted none of these quotes contained the City's required Non - Collusion, Non - Discrimination Form either. Therefore, Mr. Gilot made a motion to table the reading of the quotations until a reconvened time could be determined by the Board. Mr. Inks seconded the motion, which carried. AWARD BID — 2012 OR NEWER, 3/4 TON ,FOUR- WHEEL DRIVE PICK UP TRUCKS �2012 TRAFFIC AND LIGHTING CAPITAL LEASE AND 2012 CENTRAL SERVICES CAPITAL BUDGET) Mr. Jeffrey Hudak, Central Services, advised the Board that on February 14, 2012, bids were received and opened for the above referenced vehicles. After reviewing those bids, Mr. Hudak recommended that the Board award the bid to the lowest responsive and responsible bidder Jordan Motors, Inc., 609 East Jefferson Boulevard, Mishawaka, Indiana 46545, in the total amount of $142,272.00 for six trucks. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded as outlined below, subject to 2012 Capital Lease funding. I . Traffic and Lighting: $54,208 (Two Trucks with Options 1 and 3 ) 2. Park Department: $66,048 (Three Trucks with Option 1) 3. Central Services: $22,016 (One Truck with Option 1) Ms. Roos seconded the motion, which carried. AWARD BID - 2012 OR NEWER, 3/4 TON TWO -WHEEL DRIVE PICK-UP TRUCK (PARK DEPARTMENT CAPITAL Mr. Jeffrey Hudak, Central Services, advised the Board that on February 14, 2012, bids were received and opened for the above referenced vehicle. After reviewing those bids, Mr. Hudak recommended that the Board award the bid to the lowest responsive and responsible bidder Bloomington Ford, 2200 South Walnut, Bloomington, Indiana 47403, in the total amount of $24,045.29 ($19,535.29 per Truck plus $4,510 for Option A). Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Roos seconded the motion, which carried. APPROVE CHANGE ORDER NO. 2 — CLAY - CLEVELAND LIFT STATION REPLACEMENT —PROJECT NO. 109 -087A (2010 SEWER BOND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 2 on behalf of Selge Construction Company, Inc., 2833 South 1Ith Street, Niles, Michigan 49120, indicating the contract amount be increased by $13,908.00 for a modified contract sum, including this Change Order, in the amount of $528,093.50. Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 4 (FINAL) AND PROJECT COMPLETION AFFIDAVIT O.:. 110 -056 (S_....... A — ERSKINE DETENTION POND RE- CONSTRUCTION PROJECT N ,. SDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 4 (Final) on behalf of C &E Excavating, Inc., 53767 County Road 9, Elkhart, Indiana 46514, indicating the contract amount be decreased by $30,133.56 for a modified contract sum, including this Change Order, of $1,304,239.89. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $1,304,239.89. Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, Change Order No. 4 (Final) and the Project Completion Affidavit were approved. REGULAR MEETING FEBRUARY 28, 2012 60 APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — AUTOMATION OF DO CONTROL FOR AERATION BLOWERS — WASTEW.ATER TREATMENT PLANT - PROJECT NO. 111 -070 .( EVNRONMENTAL SERVICES CAPITAL) In a memorandum to the Board, Mr. Jacob Klosinski, Environmental Services, 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. Gilot, 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 — MICHIGAN STREET LIFT STATION REPLACEMENT — PROJECT NO. I I 1 -008 ENVIRONMENTAL SERVICES CAPITAL In a memorandum to the Board, Mr. Jacob Klosinski, Environmental Services, 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, Gilot, 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 — HANSEL CENTER RENOVATION — PROJECT NO. 111 -064 (WWCDA TIF) In a memorandum to the Board, Mr. Carl Littrell, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the above request was approved. ADOPT RESOLUTION NO. 10 -2012 — A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS FOR THE TRADE -IN OF EQUIPMENT Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the following Resolution was adopted by the Board of Public Works; RESOLUTION NO. 10 -2012 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS FOR THE TRADE -IN OF EQUIPMENT WHEREAS, the care, custody and control of City -owned property is vested in its Board of Public Works ( "Board ") pursuant Ind. Code § 36- 9 -6 -3, WHEREAS, in accordance with Ind. Code § 36- 1 -11 -9, the Board may trade or exchange property of a similar nature as part of the purchase of new property; and WHEREAS, in accordance with Ind. Code § 5- 22 -22 -3, the Board may also dispose of property that is deemed to be no longer needed or is unfit for the purpose for which is was intended; and WHEREAS, the City of South Bend owns the following equipment which is unfit for the purpose it was intended and no longer suited for use in the City of South Bend: OBSOLETE 1993 CASE 821E FOUR -YARD WHEEL LOADER VIN #JAK0024363 and WHEREAS, the City of South Bend is in need of this equipment, the trade by the South Bend City of South Bend of the above equipment for equipment that is similar in nature and of equal or greater value is desired. NOW THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend the trade by the City of South Bend of the equipment as indicated above. ADOPTED this 28th day of FEBRUARY 2012. REGULAR MEETING ATTEST: s /Linda M. Martin, Clerk FEBRUARY 28, 2012 61 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Donald E. Inks s /Kathryn E. Roos ADOPT RESOLUTION NO. 12 -2012 — AUTHORIZING THE USE OF CITY INFORMATION FOR MARKETING BY IBM Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 12 -2012 A RESOLUTION OF THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH BEND, INDIANA AUTHORIZING USE OF CITY INFORMATION FOR MARKETING BY IBM RELATED TO THE IBM INTELLIGENT OPERATIONS CENTER FOR SMARTER CITIES WHEREAS, in accordance with Indiana Code § 36 -9 -6 -1 et seq., the care, custody, control and use of all real and personal property owned by the City of South Bend, Indiana ( "City ") is vested in the City's Board of Public Works ( "Board "); and WHEREAS, the City, acting by and through its Board, has entered into an agreement with IBM to utilize the IBM Intelligent Operations Center on IBM's SmartCloud related to the collection of information from level indicators installed in the City's sewer system which will monitor and alert the City wastewater facility when water is rising to unacceptable levels or when a blockage occurs ( "Project "), said Project being more particularly described at Exhibit attached hereto and incorporated herein; and WHEREAS, IBM has requested the use of certain information which may include text, photographs, video's, the City seal or other logo, other images, marketing claims or other materials (collectively "Customer Information ") to be used in whole or in part by IBM without charge or compensation for use in its Marketing Materials and the Board is agreeable to such request. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works for the City of South Bend, Indiana as follows: Section 1. The Board hereby agrees, approves, and authorizes IBM to utilize the Customer Information described above in IBM's Marketing Materials which may include, without limitation, a success story, web site article, brochure, press release, presentation, speech, promotional materials or other document provided however that such marketing claims are true and accurate. Section 2. The Board further agrees that IBM's use of the Customer Information shall be without charge or compensation, and that IBM shall own all rights, including copyrights, in the Marketing Materials. Section 3. The Board's authorization and approval is conditioned upon the Board's right to cancel its authorization and approval at any time by sending written notice to IBM, and that such cancellation shall be deem effective as to prevent expanded future use of the Customer Information by IBM, it successors or assigns. Further the Customer Information available for use by IBM, its successor or assigns shall not include any information declared confidential by court order, by federal or state statute, containing trade secrets, or the public disclosure of which would have a reasonable likelihood of threatening public safety by exposing a vulnerability to terrorist attack. Section 4. This Resolution shall be in full force and effect upon its adoption by the Board of Public Works. REGULAR MEETING FEBRUARY 28-20.12 62 ADOPTED at a meeting of the Board of Public Works held on February 28, 2012 at 227 West Jefferson, Room 1308, County -City Building, South Bend, Indiana 46601. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Donald E. Inks sl Kathryn E. Roos ATTEST: s /Linda M. Martin, Clerk ADOPT RESOLUTION NO. 13 -2012 — A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON THE DISPOSAL OF CITY -OWNED PROPERTY AND 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: RESOLUTION NO. 13 -2012 A RESOLUTION OF THE BOARD OF PUBLIC WORKS ON THE DISPOSAL OF CITY OWNED PROPERTY AND UNFIT AND /OR OBSOLETE PROPERTY WHEREAS, I.C. 36 -9 -6 -1 gives the Board of Public Works of the City of South Bend the right and duty to have custody of, control of, use of, and dispose of in accordance with Indiana statutes, all real and personal property owned by the City of South Bend. WHEREAS, the Common Council of the City of South Bend passed as amended on January 9, 1995, Ordinance No. 8570 -95 which states that upon retirement with twenty (20) or more years of service: "Upon retirement with twenty (20) or more years of service to the City of South Bend, Indiana, a sworn member of the South Bend Fire Department shall be entitled to retain as his or her own personal property, the fire helmet used by such Firefighter immediately prior to giving notice of his or her retirement. "; and: WHEREAS, Mark Nowicki and Howard Buchanon have retired from the South Bend, Indiana Fire Department after twenty (20) or more years of service individually, and the Board of Public Safety of the City of South Bend, Indiana has determined that they have retired in good standing; and WHEREAS, Chief Stephen Cox has advised that the fire helmets and boots previously worn by these Firefighters are of no further use to the Department and of no practical value; 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. NOW, THEREFORE, BE IT RESOLVED, by the Board of Public Works of the City of South Bend that the fire helmets and boots worn by these Firefighters are no longer needed by the City and unfit for the purpose for which they were intended and have an estimated fair market value of less than One Thousand ($1,000.00) Dollars. REGULAR MEETING FEBRUARY 28, 2012 63 BE IT FURTHER RESOLVED that said property be disposed of in accordance with Ordinance 8570 -95 and removed from the City inventory. Adopted this 28th day of February 2012 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Donald E. Inks s /Kathryn E. Roos 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/ Second Addendum to Redevelopment Add Hansel Center Project to WWCDA TIF Inks /Roos the Master Commission Master Agency Agreement Wayne St. to Western Agency Tour 1:00 a.m. Ave. Agreement Inspection and Communication Renewal of Fire Alarm $675 Inks /Roos Test Company of Inspection and Testing (Hall of Fame Agreement South Bend, Inc. Agreement at College Capital) Football Hall of Fame Amendment to Redevelopment Eddy Street Corridor NNDA TIF Inks /Roos the Addendum Commission Conceptual Streetscape Study to the Master Agency Agreement Supplemental DLZ Indiana, Eddy Street Corridor $5,025 Inks /Roos Agreement No. LLC Conceptual Streetscape Study (NNDA TIF) I due to Change in Study Area Professional EmNet To Use Remaining Funds $58,816.00 lnks/Roos Services from ARRA/SRF to Complete (ARRA/SRF) Agreement Sewer Overflow Sensory Control Work from Rescinded Federal Earmark — Project No. 110 -091 Professional McCormick To Use Remaining Funds $41,750 Inks /Roos Services Engineering from ARRA /SRF to Complete (ARRA /SRF) Agreement Sewer Overflow Sensory Control Work from Rescinded Federal Earmark — Project No. 110 -091 Professional Wightman Coveleski Stadium $275,000 Inks /Roos Services Petrie Rehabilitation Design --- 2012 (SBCDA TIF) Agreement Improvements APPROVAL OF SPECIAL EVENTS/PROCESSIONS The following street closures and processions were presented for approval: Applicant Description Date/Time Location Motion Carried Downtown St, Paddy's Tent March 16,2012; Michigan St. from Inks/Roos South Bend, Party and Pub 2:00 p.m. to Wayne St. to Western Inc. Tour 1:00 a.m. Ave. REGULAR MEETING FEBRUARY 28, 2012 64 APPROVAL OF RENEWAL OF LICENSE APPLICATIONS Mr. Gilot stated that the Board is in receipt of favorable recommendations from the Police and Fire Departments, and the Building Department for the following License renewal applications. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the renewal of the following Licenses was approved. Type: Massage Establishment a) Applicant: The Beehive (1) Location: 706 E. Jefferson Blvd. b) Applicant: Tru Salon -Spa (1) Location: 3520 N. Bendix Dr., Ste. B c) Applicant: Sandy's Hair Design (1) Location: 3775 S. Main St. Mr. Gilot stated that the Board is in receipt of favorable recommendations from the Police and Fire Departments, and the Building Department for the following License renewal applications. River Park River Park Day May 19, 2012; Twyckenham Drive to Inks /Roos Business Parade 9:30 a.m. to Logan Street, along Association 11:00 a.m. Mishawaka Avenue Girls on the Girls on the Run May 19, 2012; Potawatomi Park, to Inks /Roos Run 5K 8:00 a.m. to Northside Trail, to John Michiana 9:30 a.m. Adams High School Field Northern Race for the Cure April 28, 2012; Begin and End at Inks/Roos Indiana 5K 6:30 a.m. to Coveleski Stadium Susan G. 12:00 p.m. Kamen Race for the Cure March of March for Babies April 21, 2012; Downtown South Bend Inks/Roos Dimes 9:00 a.m. to and Riverwalk 12:00 p.m. Indiana Homeward Bound April 14,2012; See Map Inks /Roos Association 8:00 a.m. to for 10:30 a.m. Community Economic Development St, Viacruces April 1, 2012; St. Adalbert's Parish on Inks /Roos Adalbert's "Stations of the 2:00 p.m. to Olive St. to Huron, east Parish Cross" 3:30 p.m. to Dundee, south to Washington, to LaSalle Park Spin Zone Downtown South June 17, 2012; Football Hall of Fame Inks /Roos Racing Bend Subaru 9:00 a.m. to south to Wayne St., west Classic 4:00 p.m. to Main St., south to Western Ave., east to St. Joseph St., north back to Hall of Fame Potawatomi Family Fun Walk June 9, 2012; Potawatomi Zoo on Wall Inks /Roos Zoological 7:00 a.m. to St., west to Twyckenham Society 10:00 a.m. Drive, south to Mishawaka Ave., west to Louise St., south to Northside Blvd., east to 20" St., north to Mishawka Ave., east to Ironwood Drive, return to Potawatomi Zoo on Wall St. APPROVAL OF RENEWAL OF LICENSE APPLICATIONS Mr. Gilot stated that the Board is in receipt of favorable recommendations from the Police and Fire Departments, and the Building Department for the following License renewal applications. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the renewal of the following Licenses was approved. Type: Massage Establishment a) Applicant: The Beehive (1) Location: 706 E. Jefferson Blvd. b) Applicant: Tru Salon -Spa (1) Location: 3520 N. Bendix Dr., Ste. B c) Applicant: Sandy's Hair Design (1) Location: 3775 S. Main St. Mr. Gilot stated that the Board is in receipt of favorable recommendations from the Police and Fire Departments, and the Building Department for the following License renewal applications. REGULAR MEETING FEBRUARY 28 2012 65 Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the renewal of the following Licenses was approved. Type: Open -Air Business a) Applicant: Skinny's Coney concessions (1) Location: Corner of Washington St. and Main. St. b) Dates /Times. November; Monday through Friday, 10:00 a.m. to 4:00 p.m.; Saturday, 11:00 a.m. to 5:00 p.m.; Until 8:00 p.m. during Downtown Special Events c) Approved subject to no "Curb Service" Type: Public Parking Facility a) Applicant: Memorial Home Care/Memorial Hospital of South Bend b) Location: 100 Navarre St., Navarre Garage; 707 N. Michigan St., Centennial Garage; 707 N. Michigan St., Bartlett Garage APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the following traffic control devices were approved: NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATIONS: 1930 Berkley Place 212 Studebaker Street 1234 Bissell Street REMARKS: All Criteria has been Met REVISION: Revise Half Hour Parking to Two Hour Parking Limit LOCATIONS: South Side of Mishawaka Ave. — Bellevue St. to Esther St. West Side of Bellevue St, - South of Mishawaka Ave. to Alley East Side of Bellevue St. - South of Mishawaka Ave. to North Property Line of 918 Bellevue St. REMARKS: All Criteria has been Met NEW INSTALLATION: No Parking /Bus Loading Zone, 7 :00 a.m. to 4:00 p.m. LOCATIONS: West Side of College St. — Bergan St. South to First Driveway into South Parking Lot of Marquette School REMARKS: All Criteria has been Met NEW INSTALLATION: No Parking School Days, 7:00 a.m. to 4:00 p.m. LOCATIONS: East Side of Brookfield St. — Bergan St. South to Driveway of Old Marquette School REMARKS: All Criteria has been Met FILING OF CERTIFICATE OF INSURANCE Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the Certificate of Insurance for the following business was accepted for filing: KRG Eddy Street Land, LLC /KRG Construction, Inc RATIFY APPROVAL OF OCCUPANCY BOND Mr. Anthony Molnar, Division of Engineering, recommended that the following Occupancy Bond be ratified pursuant to Resolution 100 -2000 as follows: Business Bond Type yP Approved/ Released Effective Date DJ Construction Company, Inc. Occupancy Approved February 20, 2012 Ms. Roos made a motion that the Bond's approval as outlined above be ratified. Mr. Inks seconded the motion, which carried. REGULAR MEETING FEBRUARY 28, 2012 66 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 Metronet Zing $8,058.00 09/23/2011 City of South Bend $1,132,608.13 02/20/2012 City of South Bend $1,619,598.82 02/28/2012 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. RECESS Mr. Gilot made a motion to recess the meeting at 10:35 a.m. for five (5) minutes for setting a time and date for reconvening the meeting to open and read the bids for the Coveleski Stadium and the Black and White and Color Copiers. Mr. Inks seconded the motion, which carried. RECONVENED MEETING FEBRUARY 29, 2012 The Board of Works meeting was reconvened at 10:50 a.m. Mr. Gilot informed those present the Board would reconvene in this same room at 9:30 a.m. tomorrow, Wednesday, February 29, 2012, to open and read the copier bids, and award the Coveleski Stadium bid. Mr. Bill Schalliol announced all of the bidders had obtained authorized signatures on the Non - Collusion, Non - Discrimination forms, for the Coveleski Stadium. Therefore, Mr. Gilot stated those bids would be read. OPENING OF BIDS --- COVELESKI STADIUM REHABILITATION — 2012 IMPROVEMENTS — PROJECT NO. 112 -007 (SBCDA TIF) 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. Ms. Greene, Board Attorney, reviewed the bids and confirmed that all of the Non - Collusion forms were present and none of the bidders submitted a Local Preference Form. The following bids were opened and publicly read: GIBSON -LEWIS LLC 1001 West 11 Street Mishawaka, Indiana 46544 Bid was signed by: Mr. Robert Lingenfelter 1. Contractor's Non - Collusion Affidavit, Non- Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted 2. Five percent (5 %) Bid Bond was submitted r M Base Bid $1,537,000.00 Alternates 1. No Bid 2. $70,000.00 3. $21,000.00 4. $8,800.00 5. ($23,000.00) 6. ($35,000.00) 7. ($54,000.00) 8. ($104,000.00) 9. ($1,800.00) 10. ($5,300.00) REGULAR MEETING FEBRUARY 28 2012 67 CASTEEL CONSTRUCTION CORP. 23186 West Ireland Road South Bend, Indiana 46614 Bid was signed by: Mr. R.V. Casteel 1. Contractor's Non - Collusion. Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted 2. Five percent (5 %) Bid Bond was submitted :r Base Bid (Not Stated on Proposal Form) Alternates I • No Bid 2. No Bid 3. $18,000.00 4. $7,200.00 5. ($29,000.00) 6. ($50,000.00) 7. ($55,000.00) 8 • ($69,000.00) 9. ($4,000.00) 10. ($4,400.00) LARSON- DANIELSON CONSTRUCTION CO. 302 Tyler Street LaPorte, Indiana 46305 Bid was signed by: Mr. Timothy Larson 1. Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted 2. Five percent (5 %) Bid Bond was submitted on Base Bid $1,495,000.00 Alternates 1- No Bid 2. No Bid 3. $28,106.00 4. $7,140.00 5. ($32,155.00) 6. ($50,710.00) 7. ($54,000.00) 8. ($90,573.00) 9. ($4,098.00) 10. ($3,040.00) ZIOLKOWSKI CONSTRUCTION, INC. 4050 Ralph Jones Drive South Bend, Indiana 46628 1001 West I 11 Street Mishawaka, Indiana 46544 Bid was signed by: Mr. Bill Favors 1. Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted REGULAR MEETING 2. Five percent (5 %) Bid Bond was submitted m Base Bid $1,565,900.00 Alternates 1. No Bid 2. No Bid 3. $19,950.00 4. $15,130.00 5. ($29,800.00) 6. ($52,300.00) 7. ($53,400.00) 8. ($91,000.00) 9. ($8,700.00) 10. ($13,500.00) FEBRUARY 28,2012 68 Mr. Bill Schalliol, Community and Economic Development, stated he would have a bid tabulation available for review at tomorrow's meeting. Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the above bids were referred to Community and Economic Development and Engineering for review and recommendation. RECESS MEETING Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the meeting was recessed at 11 :00 a.m. to be reconvened at 9:30 a.m. Wednesday, February 29, 2012, at the same location for the purpose of opening bids for the Black and White and the Color Copiers. BOARD OF PUBLIC WORKS Kathryn E. Roos, Member �E�T: i da M. Martin, lerk RECONVENED MEETING FEBRUARY 29, 2012 Mr. Gilot reconvened the Board of Works meeting of February 28, 2012 at 9:30 a.m. on February 29, 2012 with Board Members Donald Inks and Kathryn Roos present. Also present was Attorney Cheryl Greene. Ms. Jennifer Corle, Engineering, was present in the absence of the Clerk of the Board, Linda Martin. Mr. Gilot noted the Board was reconvening in order to open quotations for copiers, and to award the Coveleski Stadium project. Mr. Gilot informed those present that a required legal form, the Non - Collusion, Non - Discrimination, Non - Commitment Affidavit form was not included in the quote packages for the copiers, and it was decided to forward the form to all bidders and reschedule the opening and reading of the quotes to today with the expectation of having the signed forms returned. Ms. Greene affirmed that the quotes for both the color and black and white copiers remained in her office intact since the regular meeting. Mr. Gilot stated the form was also excluded from the Coveleski specifications. However, the issue was remedied by the four bidders returning the signed forms before the end of the regular meeting. Mr. Gilot noted it delayed the ability of the engineers to review the bids and award at that time, so the award was moved to the reconvened meeting today. RECONVENED MEETING FEBRUARY 29 2012 69 OPENING OF QUOTATIONS — MULTI - SEGMENT COLOR MFP COPY MACHINES — USER DEPT. CAPITAL OR OPERATIONS FUND The following Quotations were opened and read: VAN AUSDALL & FARRAR INC. 227 Dixie Way North, Suite 110 South Bend, Indiana 46637 Quotation was submitted by Mr. Dan Young 1. Non - Collusion, Non - Debarment Affidavit, Employment Eligibility Verification and Non - Discrimination Commitment was Submitted QUOTATION: Item Item. Unit Price 1 Segment 2 Color MFP $4,239.00 2 Segment 3 Color MFP $5,634.00 3 Segment 4 Color MFP $14,084.00 4 Segment 5 Color MFP $14,084.00 OCE DOCUMENT PRINTING SYSTEMS 2420 Viridian Drive South Bend, Indiana 46628 Quotation was submitted by Mr. Robert Polis 1. Non - Collusion, Non - Debarment Affidavit, Employment Eligibility Verification and Non - Discrimination Commitment was Submitted 2. Indiana Local Business Preference Claim was Submitted QUOTATION: Item Item Unit Price 1 Segment 2 Color MFP $3,400.00 2 Segment 3 Color MFP $6,580.00 3 Segment 4 Color MFP $8,400.00 4 Segment 5 Color MFP $14,078.00 IKON OFFICE SOLUTIONS 230 Catalpa, Suite A Mishawaka, Indiana 46545 Quotation was submitted by Mr. Sunil George 1. Non - Collusion, Non - Debarment Affidavit, Employment and Non - Discrimination Commitment was Submitted QUOTATION: Eligibility Verification Item Item Unit Price 1 Segment 2 Color MFP $2,429.00 2 Segment 3 Color MFP $4,562.00 3 Segment 4 Color MFP $5,459.00 4 Segment S Color MFP $1 1,566.00 ADVANCED IMAGING SOLUTIONS INC. 4070 Meghan Beeler Court South Bend, Indiana 46628 Quotation was submitted by Mr. Mark Sandberg 1. Non - Collusion, Non - Debarment Affidavit, Employment Eligibility Verification and Non - Discrimination Commitment was Submitted 2. Indiana Local Business Preference Claim was Submitted QUOTATION: Item I Item Unit Price I Segment 2 Color MFP $3,386.00 RECONVENED MEETING FEBRUARY 29,_201.2 70 2 Segment 3 Color MFP $5,461.00 3 Segment 4 Color MFP $6,202.00 4 Segment 5 Color MFP $15,113.00 U.S. BUSINESS SYSTEMS INC. 3221 Southview Drive Elkhart, Indiana 46514 Quotation was submitted by Mr. Gerald Stewart 1. Non - Collusion, Non - Debarment Affidavit, Employment Eligibility Verification and Non - Discrimination Commitment was Submitted 2. Indiana Local Business Preference Claim was Submitted ni TOT A TION- Item Item Unit Price 1 Segment 2 Color MFP $2,836.00 2 Segment 3 Color MFP $4,719.00 3 Segment 4 Color MFP $6,089.00 4 Segment 5 Color MFP 55 /min $6,889.00 4 Segment 5 Color MFP 60 /min $13,500.00 Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the above Quotations were referred to Administration and Finance for review and recommendation. OPENING OF QUOTATIONS — MULTI - SEGMENT BLACK AND WHITE MFP COPY MACHINES — USER DEPT. CAPITAL OR OPERATIONS FUND The following Quotations were opened and read: VAN AUSDALL & FARRAR, INC. 227 Dixie Way North, Suite 110 South Bend, Indiana 46637 Quotation was submitted by Mr. Dan Young 1. Non - Collusion, Non - Debarment Affidavit, Employment Eligibility Verification and Non- Discrimination Commitment was Submitted QUOTATION: Item Item Unit Price I Segment 2 B/W MFP $2,766.00 2 Segment 4 B/W MFP $8,726.00 3 Segment 6 B/W MFP $9,500.00 4 Segment 7 B/W MFP $12,239.00 ADVANCED IMAGING SOLUTIONS INC. 4070 Meghan Beeler Court South Bend, Indiana 46628 Quotation was submitted by Mr. Mark Sandberg 1. Non - Collusion, Non - Debarment Affidavit, Employment Eligibility Verification and Non - Discrimination Commitment was Submitted 2. Indiana Local Business Preference Claim was Submitted QUOTATION: Item Item Unit Price 1 Segment 2 B/W MFP $1,830.00 2 Segment 4 B/W MFP $4,980.00 3 Segment 6 B/W MFP $5,869.00 4 Segment 7 B/W MFP $12,034.00 OCE DOCUMENT PRINTING SYSTEMS 2420 Viridian Drive RECONVENED MEETING FEBRUARY 29 2012 71 South Bend, Indiana 46628 Quotation was submitted by Mr. Robert Polis 1. Non - Collusion, Non.- Debarment Affidavit, Employment Eligibility Verification and Non - Discrimination Commitment was Submitted 2. Indiana Local Business Preference Claim was Submitted QUOTATION: Item Item Unit Price 1 Segment 2 B/W MFP $2,776.00 2 Segment 4 B/W MFP $6,392.00 3 Segment 6 B/W MFP $9,720.00 4 Segment 7 B/W MFP $10,025.00 IKON OFFICE SOLUTIONS 230 Catalpa, Suite A Mishawaka, Indiana 46545 Quotation was submitted by Mr. Sunil George 1. Non - Collusion, Non - Debarment Affidavit, Employment Eligibility Verification and Non - Discrimination Commitment was Submitted QUOTATION: Item Item Unit Price 1 Segment 2 B/W MFP $2,406.00 2 Segment 4 B/W MFP $3,607.00 3 Segment 6 B/W MFP $4,921.00 4 Segment 7 B/W MFP $9,576.00 U.S. BUSINESS SYS'T'EMS INC. 3221 Southview Drive Elkhart, Indiana 46514 Quotation was submitted by Mr. Gerald Stewart 1. Non - Collusion, Non- Debarment Affidavit, Employment Eligibility Verification and Non - Discrimination Commitment was Submitted 2. Indiana Local Business Preference Claim was Submitted QUOTATION: Item I Item Unit Price 1 Segment 2 B/W MFP $2,795.00 2 Segment 4 B/W MFP 33 /min $4,063.00 2 Segment 4 B/W MFP 40 /min $4,408.00 3 Segment 6 B/W MFP 50 /min $5,526.00 3 Segment 6 B/W MFP 60 /min $9,229.00 4 Segment 7 B/W MFP $10,729.00 Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the above Quotations were referred to Administration and Finance for review and recommendation. AWARD BID AND APPROVE CONTRACT— COVELESKI STADIUM REHABILITATION — 2012 IMPROVEMENTS — PROJECT NO 112 -007 (SBCDA TIF) -- OPENING OF BIDS SBCDA TIF After reviewing the bids for the above referenced project, Mr. Schalliol recommended that the Board award the contract to the lowest responsive and responsible bidder Larson - Danielson Construction Co., 302 Tyler Street, LaPorte, Indiana 46305, in the amount of $1,408,845.00, which is the Base Bid plus Alternates 5 and 7 pursuant to the finance agreement being approved. Mr. Schalliol noted this award leaves $66,155.00 available in contingency funds. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded and the Construction Contract approved as outlined above. Mr. Inks seconded the motion, which carried. RECONVENED MEETING FEBRUARY 29, 2012 72 ADJOURNMENT There being no further business to come before the Board, upon a motion trade by Mr. Gilot, seconded by Ms. Roos and carried, the meeting adjourned at 10:00 a.m. BOARD OF PUBLIC WORKS Gary Gilot, President Do e ald E. Inks, Member Kathryn E. Roos, Member TEST:, nda M. Martini, Clerk