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HomeMy WebLinkAbout03/13/12 Board of Public Works MinutesPUBLIC AGENDA SESSION MARCH 8, 2012 74 The Agenda Review Session of the Board of Public Works was convened at 10:30 a.m. on Thursday, March 8, 2012, by Board President Mr. Gary A. Gilot, with Board Member Donald E. Inks present. Also present was Board Attorney Cheryl Greene. Ms. Jennifer Corle, Engineering, was present in the absence of the Clerk of the Board, Linda Martin, to present the Board with a proposed agenda of items presented by the public and by City Staff. ADDITIONS TO THE AGENDA Mr. Gilot noted the additions to the agenda of a quotation award, an agreement with AEP and a quotation opening. REMOVAL FROM AGENDA Ms. Corle stated the agreement amendment with DLZ Indiana, LLC, which was on the agenda, is being removed, This item will be presented at a later date. OPENING OF BIDS — WESTERN AVENUE AND LAUREL STREET — SIGNALIZATION IMPROVEMENT --- PROJECT NO. 111 -079 (LRSA) 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: MICHIANA CONTRACTING, INC. 7845 Lilac Road �- PO Box 929 Plymouth, Indiana 46563 Bid was signed by: Mr. Donald Wendel 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. Indiana Local Business Preference Claim form was submitted BID: $129,954.30 TGB UNLIMITED, INC. 25020 State Road 2 South Bend, Indiana 46619 Bid was signed by: Mr. Ty Bancroft 1. Contractor's Non - Collusion Affidavit, Nan - 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. Indiana Local Business Preference Claim form was submitted BID: $169,824.00 MARTELL ELECTRIC, LLC 4601 Cleveland Road South Bend, Indiana 46628 Bid was signed by: Mr. Scott Kirkpatrick 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. Indiana Local Business Preference Claim form was submitted BID: $128,000.00 PUBLIC AGENDA SESSION MARCH 8 2012 75 Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above bids were referred to Engineering for review and recommendation. OPENING OF QUOTATIONS — FIRE STATION NO. 3 ROOF REPLACEMENT — PROJECT NO, 112 -014 Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referenced project. The following Quotations were opened and read: LAWMASTERS INC. 1407 West Hively Avenue Elkhart, Indiana 46517 Quotation was submitted by Mr. Lee Anglin 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 OI JOTATION- Description Qty Unit Amount Single Prime Contract 1 1 $59,601.00 Unit Price for Wet Insulation Removal & Replacement Sq Ft $695/Sq Ft Alternate Add: All New Residential Size Gutters to Match Existing in Color I 1 $2,615.00 SLATILE ROOFING & SHEET METAL CO. INC. 1703 South Ironwood Drive South Bend, Indiana 46613 Quotation was submitted by Mr. Gerald Longeroot 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 OUOTATION Description Qty Unit Amount Single Prime Contract 1 1 $72,800.00 Unit Price for Wet Insulation Removal & Replacement Sq $2.75/Sq Ft Ft Alternate Add: All New Residential Size Gutters to Match 1 1 $1,300.00 Existing in Color DUDECK ROOFING AND SHEET METAL INC. 1634 South Franklin Street South Bend, Indiana 46613 Quotation was submitted by Mr. Stanley Peak 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 ?UOTATION: Qty Unit Amount Single Prime Contract 1 1 587,900.00 Unit Price for Wet Insulation Removal & Replacement Sq $0.85/Sq Ft Ft Alternate Add: All New Residential Size Gutters to Match 1 1 $1,800.00 Existing in Color Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above Quotations were referred to the Energy Office for review and recommendation. PUBLIC AGENDA SESSION MARCH 8, 2012 76 RATIFY AWARD QUOTATION — RIVER PARK ALLEY IMPROVEMENTS — PROJECT NO. 11 -058 Mr. Gilot advised the Board that on August 8, 2011, quotations were received and opened for the above referenced project. It has come to the attention of the Board that the quotation was not awarded previously, but the work has been completed and paid for. After reviewing those quotations, Ms. Greene stated she was unaware of the situation and would like to have time to review the documentation before the item is acted on. Therefore, Mr. Gilot made a recommendation that the item be tabled to a later meeting. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — LASALLE SCHOOL AREA SEWER SEPARATION — PROJECT NO. 107 -042 (2011 SEWER BOND) In a memorandum to the Board, Mr. John Engstrom, 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. Gilot, seconded by Mr. Inks and carried, the above request to advertise was approved, and the Title Sheet was approved and signed. APPROVAL OF AGREEMENT — AEP — TRIANGLE NEIGHBORHOOD POLES Mr. Gilot stated the Board is in receipt of an agreement with AEP for the Triangle Neighborhood project to move electrical poles prior to construction. The agreement was made previously between Notre Dame, the City and AEP for a route, but that agreement was put off long enough to go into the New Year. Also during that period, AEP started surveying and found the high voltage lines would run too close to the remaining residential houses. A new route for those poles was made and this agreement reflects that change and the amount of $225,495.00 for the City to pay AEP to move them. The City would not be responsible for the relocation or any property acquisition during this process. The agreement needs to be in place prior to the new poles being ordered. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Agreement was approved. APPROVAL OF PROCESSION PERMIT --- BIKE THE BEND Mr. Gilot stated the Board is in receipt of an application for a procession from the Louis Addicott - and Georgina Joshi Foundation, 215 South Hawthorne Drive, South Bend, Indiana 46617, for their Bike the Bend event scheduled for May 20, 2012. This is the third year for the event that utilizes City streets and bikeways. During previous meetings with the sponsors and Notre Dame, it was discovered that the event is scheduled for the same day as Notre Dame's commencement. Comments from the review from Traffic & Lighting, the Fire Department, Engineering and the Police Department showed concerns regarding their choice of days because of the commencement exercises. Should the speaker be a nationally recognized speaker, there may be issues with the Secret Service or other Federal entities. There was further concern regarding the use of Police and Traffic & Lighting resources being too thin to handle the amount of attendees to both events. Mr. Gilot stated that Notre Dame Football games draw nearly 85,000 people and commencement usually only draws about 25,000 people. Even if Bike the Bend brings in 5,000 participants, there should be enough City resources to go around. He further stated he would like to work it out in the future so that Bike the Bend is on a different weekend than the commencement. Ms. Greene stated the Board applied the same rules to this event that are applied to all other events. This event was reviewed before being presented to the Board the same as any other event. In no way was Bike the Bend singled out for negative feedback. Therefore, Mr. Gilot made a motion to approve Bike the Bend pursuant to Notre Dame naming their commencement speaker and advanced coordination of both events. Mr. Inks seconded the motion, which carried. Board members discussed the following item(s) from that list. - Professional Services Addendum — Wightman Petrie Mr. Jacob Klosinski, Environmental Services, stated the above addendum will hopefully resolve issues with Organic Resource's traffic pattern. There have been some accidents between large trucks and small cars because of the way the site is designed. Phase 11 of the project does not affect the original contract amount. However, Phase III involves an increase. PUBLIC AGENDA SESSION MARCH 8 2012 77 - Professional Services Agreement — Short Elliott Hendrickson, Inc. Mr. David Tungate, Water Works, stated the agreement is for the development of a complete system model change. There will be two phases to this project. Phase I will include the calibration of the existing water model using data collected from real time hydrant flow testing. This will help set up the pumps to match demand. Phase II will set up and evaluate several operating scenarios. - Agreement Amendments — Community & Economic Development Ms. Lory Timmer, Community & Economic Development, stated that two agreements from the South Bend Heritage Foundation funded by CDBG -R funds, one for the Salvation Array Outreach Offices and one for the West Washington Geothermal Project, are complete and under budget. They are planning on the remaining funds from both programs to be transferred to a third program operated by Real Services, Inc. - Agreement Amendments — Community & Economic Development Ms. Liz Maradik, Community & Economic Development, stated there are five agreement amendments listed on the agenda, where there should have been only four; the amendment from the Youth Service Bureau was listed twice. Also, the amounts listed on the agenda were incorrect. The amounts should be corrected before the Regular Meeting on Tuesday. - Change Order/Project Completion Affidavit -- Selge Construction Co., Inc. Mr. Gilot stated the Change Order and Project Completion Affidavit for the CSO 3 Trunk Sewer Modification, Project No. 111 -007, is brought because the project was cancelled. Unfortunately, Selge Construction had already mobilized equipment and needed to he compensated for that. Mr. Jack Dillon, Engineering, asked if the funds could be used in another way. Mr. Gilot stated they could not. They were specially appropriated funds that must be retumed if the project is not going forward. - Distribution Easement — AEP Ms. Greene stated that the Board should keep in mind when signing easements with AEP that there is usually a clause that leaves a broad interpretation for the "construction, operation, use, maintenance, repair, renewal and removal of a line or lines of overhead and underground facilities and equipment for the transmission of electrical energy and for communication purposes, including the right to permit attachments of others to said facilities in, on, along, under, over, across and through the easement." This one was not reviewed by the Legal Department prior to it being placed on the agenda - Sole Source Purchase --- Aeroflex Witchita Mr. Gilot stated the sole source purchase from Aeroflex Witchita is for equipment that tests the new handheld radios purchased. The equipment currently owned by the Radio Shop does not support the new equipment. He would like Mr. Phil Custard, Purchasing, to follow up with Matt Chlebowski on how the decision for this specific tester was made. - Sole Source Purchase — and Digital Ally Mr. Gilot stated the sole source purchase from Digital Ally, may be because the specific item is compatible with the current in -car video cameras. He would like Mr. Phil Custard, Purchasing, to follow up with Lieutenant Chris Voros. - Adoption of City Standard Drawing Mr. Gary Gilot stated the Board is in receipt of a new drawing for the city Standards for handholes for conduit systems and is signed and stamped by John Engstrom, Assistant City Engineer. He stated it would be better to wait for the new City Engineer to sign and stamp the drawing for liability purposes. Professional liability is not extended to Assistant City Engineers. PRIVILEGE OF THE FLOOR Ms. Greene stated that she had three items for the Privilege of the Floor: 1) She has filed a Motion to Dismiss to the lawsuit in regard to the Studebaker Demolition project. There is a hearing on the subject on May 20, 2012, 2) She gave an update on the status of the Hansel Center Project. 3) She is working with Jeff Jankowski's daughter to organize a fun walk. PUBLIC AGENDA SESSION MARCH 8 2012 78 Mr. Dillon stated that he is working on a standard professional service agreement for consent decree projects. Mr. Dillon stated he will supply an update to the Board soon. The Clerk was instructed to post the agenda and notify the media and other persons who have requested notice of the meeting agenda. No other business came before the Board. The meeting adjourned at 11:50 a.m. BOARD OF PUBLIC WORKS A A- Gar ` "A. Gilot, President ona4Enks, Member Kathryn E. Roos, Member ATTEST: ``f;lrida M. Martin, Cl rk REGULAR MEETING MARCH 13, 2012 The regular meeting of the Board of Public Works was convened at 9:38 a.m, on Tuesday, March 13, 2012 by Board President Gary A. Gilot, with Board Member Donald E. Inks present. Also present was Board Attorney Cheryl Greene. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of a Relocation Agreement with AEP for the Veteran's Administration Site Improvements project. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the minutes of the Agenda Review Session of February 23, 2012, the Regular Meeting of February 28, 2012, the Re- Convened Meeting of February 29, 2012, and the Claims Meeting of March 6, 2012 were approved. OPENING AND AWARD OF BIDS — APPROVE CONTRACT — ACS /VA PROJECT SITE IMPROVEMENTS —PROJECT NO. 112 -009 (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. The following bids were opened and publicly read: C &E EXCAVATING, INC. 53767 County Road 9 Elkhart, Indiana 46514 Bid was signed by: Mr. Thad Bessinger 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 03 Base Bid $255,927.50 Description Quantity /Unit Unit Price Total Amount REGULAR MEETING MARCH 13, 2012 79 ALTERNATE - Additional Cost to Install Sod in lieu of Hydroseed $1,490 /SYD $6.25 $9,312.50 Total Base bid Plus Alternate $265,240.00 Contingent Items C -1: Provide and Install New 1000 W MH Lamp $100.00 C -2: Provide and Install New 1000 W Ballast $175.00 C:3: Provide and Install New Luminaire $745.00 WALSH & KELLY, INC. - 24358 State Road 23 South Bend, Indiana 46614 Bid was signed by: Mr. Dustin Hillary 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. Indiana Local Business Preference Claim form was submitted :W Base Bid $259,176.69 `Base Bid Price Corrected to $259,176.39 Description Quantity /Unit Unit Price Total Amount ALTERNATE - Additional Cost to Install Sod in lieu of Hydroseed $1,490 /SYD $6.00 $8,940.00 Total Base bid Plus Alternate $268,116.69 Contingent Items C -1: Provide and Install New 1000 W MH Lamp $400.00 C -2: Provide and Install New 1000 W Ballast $500.00 C:3: Provide and Install New Luminaire $1,000.00 JOHN BOETTCHER SEWER & EXCAVATING 3305 North Home Street Mishawaka, Indiana 46545 Bid was signed by: Mr. John Boettcher 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 :f Base Bid $290,874.14 Description Quantity /Unit Unit Price Total Amount ALTERNATE - Additional Cost to Install Sod in lieu of Hydroseed $1,490 /SYD $6.28 $9,357.20 Total Base bid Plus Alternate $300,231.34 Contingent Items C -1: Provide and Install New 1000 W MH Lamp $65.15 C -2: Provide and Install New 1000 W Ballast $190.55 C:3: Provide and Install New Luminaire $952.75 RIETH -RILEY CONSTRUCTION CO., INC. 25200 State Road 23 Post Office Box 1775 South Bend, Indiana 46614 Bid was signed by: Mr. Todd Gose 1. Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and REGULAR MEETING MARCH„ 13, 2012 80 Certification of Use of United States Steel Products or foundry Products was Submitted 2. Five percent (5 %) Bid Bond was submitted 3. Indiana Local Business Preference Claim form was submitted H Base Bid $291,600.50 Description Quantity/Unit Unit Price Total Amount ALTERNATE - Additional Cost to Install Sod in lieu of Hydroseed $1 4901SYD $3.15 $4,693.50 Total Base bid Plus Alternate $296,294.00 Contingent Items C -1: Provide and Install New 1000 W MH Lamp $85.00 C -2: Provide and Install New 1000 W Ballast $233.00 C:3: Provide and Install New Luminaire $875.00 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 those bids, Mr. Rob Nichols, Engineering recommended that the Board award the contract to the lowest responsive and responsible bidder C &E Excavating, Inc., in the amount of $277,160.00, which is the Base Bid plus the Alternate and sixteen of the Contingent Item C-3. 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. OPENING OF BIDS EWING AVENUE AND FELLOWS STREET — SIGNALIZATION IMPROVEMENTS — PROJECT NO. 111 -072 (LRSA) 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 Post Office Box 1775 South Bend, Indiana 46614 Bid was signed by: Mr. Todd Kulczar I . 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. Indiana Local Business Preference Claim form was submitted BID: $272,331.67 TGB UNLIMITED INC. 25020 State Road 2 South Bend, Indiana 46619 Bid was signed by: Mr. Ty Bancroft 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. Indiana Local Business Preference Claim form was submitted BID: $301,573.65 Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above bids were referred to Engineering for review and recommendation. REGULAR MEETING MARCH 13 2012 81 OPENING OF BIDS — TWO 2 MORE OR LESS 2011 OR NEWER ALL WHEEL DRIVE POLICE PATROL VEHICLES (2012 CAPITAL_ LEASE PAYMENTS) 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: 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 on Base Bid 2012 Police Interceptor All Wheel Drive Sedan — Ford $24,990.00 Each Option# Description Cost Total Each A Patrol Car $1,097.00 $1,097.00 B Slick Top $1,247.00 $1,247.00 C Detective Car $831.00 $831.00 D 1 Two Tone Paint Scheme No Bid No Bid 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 3. Indiana Local Business Preference Claim form was submitted N. M Base Bid O tion4 2012 Ford P.I. AWD Sedan Description Cost $24,242.61 Each Total Each A Patrol Car $1,390.35 $2,780.70 B Slick To $1,540.35 $3,080.70 C Detective Car $1,188.00 $2,376.00 D Two Tone Paint Scheme a.Dealer Installed Paint <OR> b. Vinyl Wrap per SBPD a. $695.00 a. $1,790.00 Choice b. $820.00 b. $1,640.00 Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above bids were referred to Central Services and the Police Department for review and recommendation. OPENING OF BIDS — ONE 1 OR MORE 2012 OR NEWER ALL WHEEL DRIVE SUV POLICE PATROL VEHICLE 2012 POLICE DEPARTMENT CAPITAL LEASE 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: REGULAR MEETING MARCH 13.2012 82 BLOOMINGTON FORD 2200 South Walnut Bloomington, Indiana 47403 Bid was signed by: Mr. Sam Roberts I. 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 3. Indiana Local Business Preference Claim form was submitted we Base Bid 2012 Ford Police Interceptor SUV /AWD $28,632.61 Option# Description Cost Total for Two Units A B Patrol Vehicle Slick Top $1,193.35 $ 1,443.35 $2,386.70 $2,886.70 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 Base Bid 2013 Police Interceptor 4x4 Utility— Ford $27,780.00 O tion## Description Cost Total for Each A Patrol Vehicle $943.00 $943 B Slick Top $1,093.00 $1,093.00 Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above bids were referred to Central Services and the Police Department for review and recommendation. OPENING OF BIDS — THREE 3 MORE OR LESS 2012 OR NEWER TANDEM AXLE MULTI -USE DUMP TRUCKS 2012 STREET DEPARTMENT 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. WHITEFORD KENWORTH 4625 Western Avenue South Bend, Indiana 46619 Bid was signed by: Mr. Rick Renz 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 Base Bid Truck $94,860.00 Body $54,939.00 $149,799.00 $449,397.00 (Three Units) REGULAR MEETING MARCH 13, 2012 83 Trade Ins Year Make /Model — Trade In Unit Price 1994 Unit 264, International Dump Truck, IN #1HTGCN2T3RH552250 $3,000.00 1994 Unit 284, International Dump Truck, VIN#1HTGCN2T7RH552249 $3,000.00 1994 Unit 228, International Dump Truck, VIN41HTGCN2T7RH552252 $3,000.00 0 Lion# I Description Cost Total 1 Laser Guided sight for wing plow. $2,957.00 $2,957.00 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 It Base Bid 2013 Int'1 Mod 7400 w /Equip International & Monroe $142,960.46 Trade Ins Less Early pay Discount If Selected ($765.00) 1994 Net with Early Pay Discount $3,300.00 $142,195.46 Trade Tns $3,300.00 1994 Year Make /Model — Trade In O tion# Unit Price 1994 Unit 264, International Dump Truck, IN #lHTGCN2T3R.H552250 I $7,000.00 1994 Unit 284, International Dump Truck, VIN #1HTGCN2T7RH552249 $7,000.00 1994 Unit 228, international Dump Truck, VIN #1HTGCN2T7RH552252 $5,500.00 O tion# Description I Cost Total 1 Laser Guided sight for wing plow. $2,957.00 $2,957.00 HILL TRUCK SALES 1011 West Sample Street Post Office Box 598 South Bend, Indiana 46624 Bid was signed by: Mr. Rich Stopczynski 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 H Base Bid I Freightliner 1085De/WA Jones Equipment Freightliner $144,956.00 Trade Ins Year Make/Model — Trade In Unit Price 1994 Unit 264, International Dump Truck, IN #IHTGCN2T3RH552250 $3,300.00 1994 Unit 284, International Dump Truck, VIN#iHTGCN2T7RH552249 $3,300.00 1994 Unit 228, International Dump Truck, VIN41HTGCN2T7RH552252 $2,500.00 O tion# Description I Cost Total I Laser Guided sight for wing plow. $2,957.00 $8,871.00 Ms. Greene noted that Whiteford Kenworth submitted a Non - Collusion form, but not the City's form with the Common Council's required language. She noted it is not a State law, just a requirement of the Council and the language would need to be put in the contract if they are awarded the contract. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above bids were referred to Central Services and the Street Department for review and recommendation. REGULAR MEETING MARCH 13, 2012 84 OPENING OF BIDS — ONE (1) OR MORE, NEW POSITIVE DISPLACEMENT HYDRO - EXCAVATING MACHINE WITH TANDEM CAB AND CHASSIS (WATER WORKS BB 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: BEST EQUIPMENT CO., INC. 5550 Poindexter Drive Indianapolis, Indiana 4623 5 Bid was signed by: Ms. Maria Dahlmann 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 :1 Base Bid Vac -Con Mounted on International Chassis $334,063.00 O tion# Description Cost Total A 65 lb. class hydraulic breaker with 25' of hose. $2,650.00 $2,650.00 B Liquid return system to return recovered water from debris body back to manhole 575 GPM minimum. $8,587.00 $8,587.00 C High lift system for dump body. $13,964.00 $13,964.00 D Water heater system. $13,361.00 $13,361.00 E Vibrator system for debris body. $2,854.00 $2,854.00 F Additional storage compartment under body on driver's side. NIA NIA HILL TRUCK SALES, INC. 1011 West Sample Street Post Office Box 598 South Bend, IN 46624 Bid was signed by. Mr. Rich Stopczynski I. Contractor's Non - Collusion Affidavit, Nan - 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 m Base Bid Freightliner 114 SD /Vac -Con Equipment $323,770.00 Option# Description Cost Total A 65 lb. class hydraulic breaker with 25' of hose. $2,650.00 $2,650.00 B Liquid return system to return recovered water from debris body back to manhole 575 GPM minimum. $8,587.00 $8,587.00 C High lift system for dump body. $13,964.00 $13,964.00 D Water heater system. $13,361.00 $13,361.00 E Vibrator system for debris body. $2,854.00 $2,854.00 F Additional storage compartment under body on driver's side. N/A NIA JACK DOHENY SUPPLIES, INC. Post Office Box 809 Northville, Michigan 48267 Bid was signed by: Mr. Gary Mapes REGULAR MEETING MARCH 13, 2012, 85 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 KIM Base Bid 2013 Vctor HXX PD Mounted on Specified Chassis — Vactor /Frei htliner $339,500.00 O tion# Description Cost Total A 65 lb. class hydraulic breaker with 25' of hose. $2,796.00 $2,796.00 B Liquid return system to return recovered water from debris body back to manhole 575 GPM minimum. $10,051.00 $10,051.00 C I High lift system for dump body. ($4,500.00) ($4,500.00) D Water heater system. $12,4500.00 $12,4500.00 E Vibrator system for debris body. $750.00 $750.00 F Additional storage compartment under body on driver's side. $2,422.00 $2,422.00 G Dealer Stock Freightliner PSFT370A -2013 ($4,750.00) ($4,750.00) Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above bids were referred to Central Services and the Water Department for review and recommendation. OPENING OF BIDS — ONE (1) OR MORE, 2012 OR NEWER FOUR -YARD, FRONT-END RUBBER TIRE LOADER {2012 WASTEWATER CAPITAL BUDGET 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: MACDONALD MACHINERY 3953 Ralph Jones Drive South Bend, Indiana 46628 Bid was signed by: Mr. Greg Sukow 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 :r Base Bid New 821F Wheel Loader $204,990.00 Year Make /Model — Trade In Unit Price 1993 Unit SN604, Case 821B 4 Yard Wheel Loader, VIN# JA 0024363 {$25,000.00 ) HARDINGS INC. 109 West Commercial Avenue Lowell, Indiana 46356 Bid was signed by: Mr. David Huppenthal 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 is r REGULAR MEETING MARCH 13 2012 86 Base Bid 2012 HL 760 -9 Front End Wheel Loader $298,500.00 Year — Hyundai $152,150.00 Item 2 4.5 cy bucket with top clamp grapple & $15,047.00 Boce — Work Breu Item 3 5 Year -7,500 hour power train warranty ($22,400.00) in lieu of the 5 -year 10,000 hour warranty (Glynn General) $17,967.00 Item 4 5 Year /1000 Hour Power Train Warranty for Purchase (Glynn General) $9,674.00 Year Make /Model — Trade In Unit Price 1993 Unit SN604, Case 821B 4 Yard Wheel Loader, VIN# JAK0024363 ($20,000.00 ) RUDD EQUIPMENT COMPANY 5820 Industrial Road Fort Wayne, Indiana 46825 Bid was signed by: Mr. Gary Harshberger 1. Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Nan - 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 Base Bid New 2012 Wheel Loader — Volvo $298,500.00 Year Make /Model -- Trade In Unit Price 1993 Unit SN604, Case 821B 4 Yard Wheel Loader, VIN# JAK0024363 ($22,400.00) WEST SIDE TRAILER SALES CO. 25166 West State Road 2 South Bend, Indiana 46619 Bid was signed by: Mr. Mike Frederick 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 Base Bid New 821F Wheel Loader $231,700.00 Year Make /Model — Trade In Unit Price 1993 Unit SN604, Case 821B 4 Yard Wheel Loader, VIN# JAK0024363 ($22,000.00) Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above bids were referred to Central Services and Wastewater for review and recommendation. OPENING /AWARD OF BIDS — SALE OF ABANDONED VEHICLES 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: : REGULAR MEETING MARCH 13, 2012 87 No Vehicle Make & Model year Indiana Auto Parts Bulldog Auto Parts Halton West Steve Hubler I Blue Pontiac 6000 1990 $450.00 $410.00 $206.00 2 Red & Black Chevrolet Chevette 1981 $375.00 $310.00 Red & Black Chevrolet Chevette 1981 3 Blue Chevrolet Caprice 1992 $450.00 $430.00 $50.0C 3 4 Gray Toyota Camry 1997 $500.00 $405.00 $505.00 5 Green Mini Cooper 2 -Dr. 2005 $1,212.00 52,010.00 $675.00 $322.00 6 1 Blue /Green Dodge Truck 1996 $450.00 $405.00 2005 7 Gray Chevrolet S -10 1989 $450.00 $405.00 6 Blue /Green Dodge Truck 8 Red/Silver GMC 2500 1991 $450.00 $405.00 $50.00 9 White GMC Box Truck 1989 $450.00 $209.00 $213.00 $252.00 $265.00 10 Red Chevrolet Blazer 1995 $450.00 $405.00 $311.00 11 Gray Dodge Truck 1975 $450.00 $405.00 Red Chevrolet Blazer 1995 12 Green Ford Windstar 1995 $450.00 $405.00 $600.00 $475.00 13 White GMC Safari 1994 $450.00 $405.00 No Vehicle Make & Model Year Joe Clemons Brea Osen- baugh Terry's Auto Salvage James Bowker Douglas Spencer Nicala Edwards 1 Blue Pontiac 6000 1990 $206.00 $175.00 2 Red & Black Chevrolet Chevette 1981 $126.00 $150.00 $50.0C 3 Blue Chevrolet Caprice 1992 $207.00 $240.00 $300.00 4 Gray Toyota Camry 1997 $301.00 $215.00 $322.00 $250.00 $410.00 $200.00 5 Green Mini Cooper 2- Dr. 2005 $411.00 $502.00 $1,630.00 $650.00 6 Blue /Green Dodge Truck 1996 $57.00 $251.00 $50.00 7 8 Gray Chevrolet S -10 Red /Silver GMC 2500 1989 1991 $376.00 $209.00 $213.00 $252.00 $265.00 9 White GMC Box Truck 1989 $311.00 $226.00 $200.00 10 Red Chevrolet Blazer 1995 $262.00 $225.00 11 Gray Dodge Truck 1975 $58.00 $195.00 $50.00 12 Green Ford Windstar 1995 $217.00 $225.00 13 White GMC Safari 1994 $214.00 $240.00 $200.00 Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above bids were referred to Code Enforcement for review and recommendation. Upon review, Ms. Cathy Eli, Code Enforcement, recommended the awards to the highest responsive and responsible bidders as shown above in bold. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bids be awarded as outlined above. Mr. Inks seconded the motion, which carried. OPENING Oh QUOTATIONS - WATER WORKS PAPER PRODUCTS FOR 2012 WATER WORKS OPERATING Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referenced project. The following Quotations were opened and read. REGULAR MEETING MARCH 13, 2012 88 Quantity Description of Items Lewis Paper 3419 Voorde Drive South Bend IN 46628 Mr. Bob Kromkowski Corporate Graphic Solutions 28417 Glenview Drive Elkhart, IN. 46514 Ms. Vickie Radde Unit Price Extended Cost Unit Price Extended Cost 556,000 Envelope #10 $16.44 $9,140.00 $22.50 $12,510.00 545,000 Envelope #9 $15.41 $8,398.45 $20.65 $11,254.25 456,000 Monthly Invoice - Blue $9.28 $4,231.68 $15.00 $6,840.00 47,000 Final Notice - Red $15.00 $705.00 12 Monthly Delivery Charge $115.00 $1,380.00 Total $22,227.61 $32,689.25 Ms. Greene noted that Corporate Graphic Solutions submitted their 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 and Indiana Local Business Preference Claim form. She stated Lewis Paper did not submit their 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. Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the above Quotations were referred to Water Works and Purchasing for review and recommendation. APPROVE CHANGE ORDER NO. I (FINAL) AND PROJECT COMPLETION AFFIDAVIT — CSO 3 TRUNK SEWER MODIFICATION — PROJECT NO. 111 -007 (EDIT) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of Selge Construction Co., Inc., 2833 South I lch Street, Niles, Michigan 49120, indicating the contract amount be decreased by $1,169,942.00 for a modified contract sum, including this Change Order, of $22,918.00. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $22,918.00. Mr. Gilot stated that the large decrease was due to Steel Warehouse not installing their facility over the City's sewer pipe, therefore eliminating the need for enforcement of the site to support the weight on the pipe. Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved. APPROVE PROJECT COMPLETION AFFIDAVIT — JEFFERSON BOULEVARD AND MAIN STREET STREETSCAPE IMPROVEMENTS — SIDEWALK LIFT PURCHASE AND INSTALLATION — PROJECT NO. 111 -047A (SBCDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Otis Elevator, 1010 East Jefferson Boulevard, Mishawaka, Indiana 46545, for the above referenced project, indicating a final cost of $82,000.00. Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Project Completion Affidavit was approved. APPROVE SUBSTANTIAL COMPLETION AFFIDAVIT — EECBG ENERGY RETROFITS — PROJECT NO. 111 -019 (EECBG) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Substantial Completion Affidavit on behalf of Martell Electric, 1125 South Walnut Street, South Bend, Indiana 46619, for the above referenced project. Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Substantial Completion Affidavit was approved. APPROVAL OF REOUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — 2012 ROAD REPAIR FOR SOUTH BEND WATER WORKS MAIN EXTENSIONS — PROJECT NO. 112- 015 (2012 REVENUE BOND) In a memorandum to the Board, Mr. Ed Herman, Water Works, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above request was approved. ADOPT RESOLUTION NO. 14 -2012 — A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS FOR THE TRADE -IN OF EQUIPMENT REGULAR MEETING MARCH 13 2012 89 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. 14 -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: THREE (3) 1994 INTERNATIONAL DUMP TRUCKS VIN NOS. 1HTGCN2T3RH552250, 1HTGCN2T7RH552249 ,1HTGCN2T7RH552252 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 13th day of MARCH 2012. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Donald E. Inks ATTEST: s /Linda M. Martin, Clerk ADOPT RESOLUTION NO. 15 -2012 — A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND /OR OBSOLETE PROPERTY Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 15 -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: 2004 CHEVROLET IMPALA VIN #2G1 WF55KO49394166 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 Ionger needed by the City. REGULAR MEETING MARCH 13, 2012 90 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), or a combined estimated value of less than five- thousand dollars ($5,000.00). 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 13TH day of MARCH, 2012. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Donald E. Inks 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 Distribution American Install Three -Phase $1.00 Inks /Gilot Easement Electric Power Underground Primary and (Payable to Padmount Transformer to City) Serve Animal Control Building Amendment South Bend Salvation Army Outreach ($1,702.21) Inks /Gilot Heritage Offices — Project Completed (CDBG -R) Foundation with Cost Reduction to be Added to REAL Services' CDBG -R Contract Amendment South Bend West Washington Geothermal ($900.09) Inks /Gilot Heritage Project— Project Completed (CDBG -R) Foundation with Cost Reduction to be Added to Real Services CDBG -R Contract Amendment REAL Aging in Place Program — $2,602.30 Inks /Gilot Services, Inc. Additional Funding from (CDBG -R) Completed Projects Above Professional Wightman Organic Resources Site $32,230.00 Inks /Gilot Services Petrie Improvements — Project No. (Wastewater Proposal 112 -011 —Scope Modification O &M) for the Original Contract -No Change to the Contract Price for Phase I and Phase II Services — Phase III Design Requires Increase Special Aeroflex Aeroflex 3920 Digital Radio $37,000.00 Inks /Gilot Purchase Wichita, Inc. Test Set Complete — (2012 Central Compatibility with Current Services Equipment Capital) Professional ESRI, Inc. Remote Ad Hoc Support for NTE Inks /Gilot Service ARCGis $9,520.00 Quotation (Engineering Professional Services) Agreement Community Homeless Prevention and ($1,200) Inks /Gilot Amendment and Economic Rapid Re- Housing Program — (HPRP HUD) REGULAR MEETING MARCH 13, 2012 91 APPROVAL OF PROCESSIONS The following processions were presented for approval: Applicant Development Decreasing Funds Allocated Location Motion Carried Agreement Center for the Homeless Prevention and $13,000.00 Inks / Gilot Amendment Homeless, Inc. Rapid Re- Housing Program — (HPRP HUD) Center Lives Increasing funds to Financial Great Lakes Procession — Assistance and Decreasing Along River Walk, on Gilot/Inks Westie Rescue Westie Walk Funds Allocated for Housing Sidewalks Only Relocation Stabilization Services with a Net Increase Agreement Dismas Homeless Prevention and $11,000.00 Inks / Gilot Amendment Rapid Re- Housing Program — (HPRP HUD) Modifying Contract Budget by Increasing funds with Net Increase in Total Funds Agreement Youth Service Homeless Prevention and ($22,800.00) Inks / Gilot Amendment Bureau Rapid Re- Housing Program — (HPRP HUD Modifying Contract Budget by Decreasing Funds with Net Decrease Professional Short, Elliott, 2012 Model Calibration and $65,000.00 inks / Gilot Services Hendrickson, CIP Scenario Analysis (Water Works Agreement Inc. Capital) Special Digital Ally Thirty (30) Digital Ally DVM $147,650.00 Inks / Gilot Purchase 500 Plus In -Car Video (Justice Cameras to Outfit New Police Assistance Vehicles — Compatible with Grant) Current Equipment Lease SunTrust Lease Financing for Golf $344,500.00 Inks / Gilot Financing Equipment Carts for the Parks and in Eight Semi - Proposal Finance and Recreation Department Annual Lease Leasing Payments in Corporation the Amount of $44,661.24 Each (Parks and Recreation Operating) Relocation AEP Power Pole and Line $21,850.81 Gilot /Inks Agreement Relocation for ACS/VA Site (SBCDA) Improvements — Project No, 112 -Q09 APPROVAL OF PROCESSIONS The following processions were presented for approval: Applicant Description Date/Time Location Motion Carried Suicide Procession — November 10, Along River Walk Inks / Gilot Prevention Race to Save 2012; 6:00 a.m. Center Lives to 10:30 a.m. Great Lakes Procession — September 29, Along River Walk, on Gilot/Inks Westie Rescue Westie Walk 2012; 8:00 a.m. Sidewalks Only to 1:00 p.m. APPROVE TRANSIENT MERCHANT LICENSE RENEWAL — 2012 ENSHRINEMENT FESTIVAL Mr. Gilot advised that the College Football Hall of Fame, 111 South St. Joseph Street, South Bend, Indiana 46601, has submitted an application to renew their Transient Merchant License to conduct the 2012 Enshrinement Festival on July 20, and 21, 2012. Favorable recommendations were received by the Police Department, Fire Department and the Building Department. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the application for renewal of their Transient Merchant License was approved. REGULAR MEETING MARCH 13, 2012 92 APPROVAL OF PUBLIC PARKING FACILITY LICENSE APPLICATION RENEWAL Mr. Gilot stated that the Board is in receipt of favorable recommendations from Code Enforcement, Building Department, Fire Department, and Community and Economic Development for an application for the renewal of a Public Parking Facility License for the Cathedral of St. James, 307 -311 West Washington Street, South Bend, Indiana 46601. Engineering stated the north driveway approach entering off of Lafayette Boulevard must be replaced. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the License Application was approved subject to the improvements being made. APPROVAL OF LICENSE MASSAGE ESTABLISHMENT APPLICATION RENEWAL Mr. Gilot stated that the Board is in receipt of favorable recommendations from the Fire Department, Building Department, and Police Department for a renewal of a Massage Establishment License for Veda Salon and Day Spa, Inc., 2041 East Ireland Road, South Bend, Indiana 46614. Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the renewal of the License was approved. APPROVE TRAFFIC CONTROL DEVICE Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the following traffic control device was approved: NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATION: 306 East Bowman Street REMARKS: All criteria has been met APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE — 19584 DUBOIS AVENUE SOUTH BEND — WATER Mr. Gilot stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to Remonstrate as submitted by Mr. and Mrs. James and Brenda Kraus, 19584 Dubois Avenue, South Bend, Indiana 46637. The Consent indicates that in consideration for permission to tap into public water system of the City, to provide water service to the above referenced property at 19584 Dubois Avenue, South Bend, Indiana 46637 (Key # 002 -1152 - 7008), the Kraus's waive and release any and all rights to remonstrate against or oppose any pending or future annexation of the property by the City of South Bend. Therefore, Mr. Inks made a motion that the Consent be approved. Mr. Gilot seconded the motion, which carried. RATIFY APPROVAL AND /OR RELEASE OCCUPANCY AND EXCAVATION BONDS Mr. Anthony Molnar, Division of Engineering, recommended that the following Occupancy and Excavation Bonds be ratified pursuant to Resolution 100 -2000 and /or released as follows: Business Bond Type Approved/ Released Effective Date Bradley Management, LLC Occupancy Release April 4, 20I2 Abe's Free Flow, Inc. DIB /A Twin City Sewer Excavation Approved March 1, 2012 J &M Wireless Services Excavation Release March 2, 2012 Mr. Inks made a motion that the Bonds approval and /or release as outlined above be ratified. Mr. Gilot 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 $2,619,711.95 03/13/2012 City of South Bend $1,542.10 03/08/2012 Therefore, Mr. Inks made a motion that after review of the expenditures, the claims be approved as submitted. Mr. Gilot seconded the motion, which carried. REGULAR MEETING MARCH 13, 2.012 93 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 11:15 a.m. BOARD OF PUBLIC WORKS A. Gilot, President E: Inks, Kathryn E. Roos, Member ATTEST: Linda M. Martin, Clerk t