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HomeMy WebLinkAbout11/21/12 Board of Public Works Minutes . AGENDA REVIEW SESSION NOVEMBER 17. 2011 371 The Agenda Review Session of the Board of Public Works was comened at 10:35 a.m. on Thursday, November 17, 2011, by Boazd President Mr. Gary A. Gilot, with Board Member Cazl P. Littrell present. Board Member ponald E. Inks was absent. Also present was Attorney Larry Meteiver. Boazd of Public Works Clerk, Linda M. Martin, presented the Boazd with a proposed agenda of items presented by the public and by City Staff: OPENING OF BIDS — CSO 3 TRUNK SEWER MODIFICATION — PROJECT NO 111-007 E( DITI 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: SELGE CONSTRUCTION CO. INC. 2833 South 11` Street Niles, Michigan 49120 Bid was signed by: Mr. Jim 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 BID: $1,192,860.00 HRP CONSTRUCTION, INC. 5777 Cleveland Road PO Box 266 South Bend, Indiana 46624-0266 Bid was signed by: Mr. Paul Fallon , 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 BID: $1,346,957.00 SPINIELLO COMPANIES 1441 East Ninth Street Pomona, California 91766 Bid was signed by: Mr. Saman Silva 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 BID: $1,298,785.00 Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the above bids were ' referred to Engineering and their consultant for review and recommendation. OPENING OF OUOTATIONS — PINHOOK WELL NO 4 CLEANING AND REDEVELOPMENT. AND PUMP REHABILITATION — PROJECT NO 1I1-076 (WATER CAPITALI 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: ORTMAN DRILLING & WATER SERVICES 241 North 300 West Kokomo, Indiana 46901 . AGENDA REVIEW SESSION NOVEMBER 17. 2011 372 Quotation was submitted by Mr. Nick Rice 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 QUOTATION: $27,923.00 PEERLES S-MID W E ST. INC. 5586o Russell Industrial Parkway ' Mishawaka, Indiana 46545 Quotation was submitted by Mr. James Williams 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 QUOTATION: $38,731.50 Including Worst Case Pump Repairs: $62,229.06 Mr. Littrell noted that Peerless—Midwest, Inc. included a worst case pump repair altemate bid that was not included with Ortman Drilling's bid. Mr. Gilot stated the specs would need to be reviewed to see what was actually asked for. Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the above Quotations were referred to Water Works for review and recommendation. RATIFY APPROVAL OF TITLE SHEET — IGNITION PARK PHASE lA INFRASTRUCTURE—PROJECT NO. 111-073 (AEDA TIFI Mr. Gilot advised that the Title Sheet for the above referenced project was being presented at this time for ratification. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the above referenced Title Sheet was ratified. Boazd members discussed the following item(s) from the agenda. ' - Amendment to the Addendtun to the Master Agency Agreement — Redevelopment Commission; Professional Services Proposal Supplement No. 3 — Lawson-Fisher Associates, Inc.; and Amendment to Addendum to the Master Agency Agreement — Redevelopment Commission Mr. Matt Sikora, Economic Development, stated the three above agenda items aze all related to the Main-LaFayette Corridor design project and the removal of the roundabout from the design. The first Amendment is a request for additional funding and the Professional Services Proposal is the actual contract. Mc Gilot questioned the estimated construction cost for the project, and how much has already been paid to the consultant. He noted it seemed like a lazge amount for engineering design in relation to the project. Mr. Littrell noted this includes a considerable amount of right-of-way acquisition work that was added to the project. Mr. Sikora added that it is all subject to approval of the funding by the Redevelopment Commission on Monday. Mr. Gilot noted the removal of the roundabout created a saving in the expense of the project, but this seems like a lot for engineering. He requested Mr. Sikora have a recap memo breaking down the expenses and a design plan showing proposed property acquisitions for Monday's Boazd meeting. - Safety Report—October 201 I Mr. John Machowiak, Central Services, presented his division's Safety report for the month of October,2011. He noted there were no accidents to report for the month. - Monthly Report of Operations—October 2011 Mr. John Machowiak, Central Services, and Mr. Dave Tungate, Water Works, presented ' their respective Monthly reports for the month of October, 2011. Mr. Gilot stated the labor accountability matrix is not sufficient to tell the story on what Central Services is actually doing. He stated it shows we are efficient, but it doesn't show the right key indicators. He noted that from data they already have in their computers, Central Services needs to show what is corrective repairs and repeat corrective repairs, and preventative maintenance; something that tells the story of what we are using our labor for. Mr. Gilot asked Mr. Tungate if he has any feel for water loss due to leaks in water lines. Mr. Tungate stated he has a report he can present next time. Mr. Gilot noted that he can't tell from the monthly report how we are doing on backflows because it doesn't show how , AGENDA REVIEW SESSION NOVEMBER 17. 2011 373 many backflows there aze. Mr. Littrell suggested to save paper they could combine the automatic bank drafts and online bill paying into one graph. - Agreement Extension—John Stancati Mr. Larry Meteiver, Legal Department, questioned if the Boazd should wait to approve this extension since it doesn't come up for renewal until February. Mr. Gilot stated he spoke to the current Mayor and the Mayor elect about extending this. He stated they agreed the Water Works 2012 Bond issue was something the new Mayor would not want to deal with in the first six months of his administration, and it was wise to continue this agreement to hire Mr. Stancati to handle the details due to his yeazs of experience with ' this. -Ratify Water/Sewer Hookup Assessment Refund—Buffalo Wild Wings Mr. Gilot noted this assessment refund should only be for material costs, not the full $10,64838 as shown on the agenda. - Amendment to Professional Services Agreement—EmNet, LLC Mr. Patrick Henthorn, Engineering, stated this amendment is to add one additional monitoring site located at Erskine Boulevard and Eckman Street to the CSO Monitoring agreement. He noted this agreement runs through June, 2012. -Amendment to Rrofessional Services Agreement—EmNet, LLC Mr. Patrick Henthorn, Engineering, stated this agreement was originally approved with partial funding from a Congressional earmark that has now been rescinded. He noted this will get them through the Sewer Overflow Sensory Control project until next year when they can figure out what they are doing. He confirmed this $44,850.00 was covered in the budget. - Amendment to Contract—Optimatics Mr. Patrick Henthorn, Engineering, informed the Boazd that his original amount shown on the agenda of $147,605.00 was incorrect and the actual amount should be $154,511.00. - Change Order- East Bank Sewer Sepazation Mr. Toy Villa, Engineering, stated this change was due to various issues including extending the 72" storm sewer at Hill and South St. Mr. Gilot suggested in the future ' these kinds of additions should be included in the design, not done as a change order. Mr. Henthorn stated there was a design error in the plans based on an assumption of the shape of the pipe. The consultant assumed the wrong shape and found the structure wasn't going to work. Mr. Gilot questioned if there was anything we could do differently to determine an elliptical versus an egg shape. Mr. Henthom acknowledged they erred on the design, but they now have pictures in video of the sewer to show the shape. Mr. Villa noted they also encountered collapsed sewer lines that needed repair, and it was determined that since the street was already torn up, now was the time to make those repairs. Mr. Gilot agreed that was an economically sound decision. He suggested Mr. Villa put together a score cazd on the project and the performance of the contractor. He noted the basis for awarding in the future will be influenced by the score of each conttactor on each project. He stated Mr. Villa should keep an objective sco�ing sheet on each project indicating the number of change orders and amount, the final cost of the project versus the budget, the timeliness of completion, etc. - Project Completion Affidavits — Olive Road Replacement Well No. 3A, Cleaning and Rehabilitation of North Station Wells 2A and SA, Replacement and Repair of Edison Rd. 200 HP Starter, and Procurement of Miscellaneous Water Fittings Mr. Toy Villa, Engineering, stated all of these close-outs are Water Works projects that were never finalized. Mr. Gilot stated he needs to talk to the Water Works Engineers; they need to understand the process. Mr. Villa stated he met with them and explained the process. ' - Change Order and Project Completion Affidavit—Ignition Park Lot 4 Mass Earthwork Mr. Gilot questioned why this change order was being done. Mr. Littrell stated this increase is due to an eazly completion bonus on the above project. He noted this should not have been done as a change order, it should have been part of the specs; you just pay out if they complete the project eazly. Mr. Villa stated he would have the Engineer, Rob Nichols do a memo on why this was done this way. -Award Quotation—Street Materials for 2011 Winter Road Maintenance Mr. Gilot requested this be removed from the agenda at this time. In a memo from Mr. Robert Nichols, he stated that a third vendor did not have the materials available and chose not to quote this sand. Mr. Gilot noted there was only one quote for the No. 23 Sand. Mr. Littrell stated there aze other vendors that could be contacted for both Slag � AGENDA REVIEW SESSION NOVEMBER 17. 2011 374 Sand and No. 23 Sand. Mr. Gilot suggested this is just a delivery of materials and it might be an opportunity to get some minority contractors work. He stated he would talk to Mt. Nichols about redoing this quote and meanwhile the Street Department should continue to procure the materials as they have been all year. - Resolution No. 80-2011 — Authorizing Transfer of Triangle Properties to Non-Profit Corporation Mr. Gilot questioned why the property involved was being transferred to the South Bend Heritage Foundation and not being transferred to the NNRO. Mr. Meteiver stated the NNRO handles new construction, not low development housing so they aze not the ' appropriate agency. - Resolution No. 81-2011 — Accepting the Transfer of Real Property from the South Bend Department of Redevelopment and Authorizing Transfer to Non-Profit Corporation Mr. Lany Meteiver, Legal, stated the name of the property listed in the resolutioo should be changed from the Rushton Property to the Kizer Property. 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 11:40 a.m. BOARD OF PUBbIC WORKS d�� G A. Gilot resident � • � onal E. Inks, Membe Carl P. Littrell, em r A�ST: ' � h���� ` i da M. Martin, Cler REGULAR MEETING NOVEMBER 21, 2011 The regulaz meeting of the Boazd of Public Works was convened at 9:32 a.m. on Monday, November 21, 2011, by Boazd President Gary A. Gilot, with Boazd Members Donald E. Inks and Cazl P. Littrell present. Also present was Board Attorney Cheryl Greene. ADDTIION TO THE AGENDA Mr. Gilot noted the addition of a Bid Award for the CSO 3 Trunk Sewer Modifications to the agenda. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the minutes of the Agenda Review Session, Regulaz Meeting and Claims Meeting of the Board held on November 3, 2011,November 7, 2011, and November 14, 2011, were approved. OPENING OF OUOTATIONS —PINHOOK FILTER BLOWER REPLACEMENT—PROJECT N0. 111-077 (WATER WORKS CAPITALI ' Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referenced project. The following Quotation was opened and read: HERRMAN & GOETZ. INC. 225 South Lafayette Boulevazd South Bend, Indiana 46601 Quotation was submitted by Mr. Thomas Herrman Contractor's Non-Collusion Affidavit, Non-Debarment Affidavit, Employment Eligibility Verification, Non-Discrimination CommiUnent for Contractors and Certification of Use of United States Steel Products or Foundty Products was Submitted . REGULAR MEETING NOVEMBER 21, 2011 375 QUOTATION: $19,798.00 Ms. Greene informed the Board that Herrman and Goetz included a Local Business Preference form, however since they were the only vendor to submit a quote, it didn't affect their quote. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above quotation was referred to Water Works for review and recommendation. TABLE AWARD OF OUOTATION — EMERGENCY GENERATOR YEARLY , PREVENTATIVE MAINTENANCE AGREEMENT FOR ENVIRONMENTAL SERVICES �WWTP OPS) Mr. Ken Smith, Environmental Services, advised the Board that on October 25, 2011, quotations were received and opened for the above referenced service. After reviewing those quotations, Mr. Smith recommended that the Board award the contract to the lowest responsive and responsible bidder, Herrman & Goetz, 225 South Lafayette Boulevazd, South Bend, Indiana 46601, in the amount of$10,950.00 billed yearly for three years for a total of$32,850.00. Mr. Gilot stated the desire of the City is to get all generator maintenance agreements on one contract, with one vendor so he doesn't want to lock in for three yeazs. Mr. Inks stated if there is a saving of a couple thousand dollazs a year, he would recommend not locking in as long as the City is going to follow through on combining these agreements. Mr. John Wiltrout, Water Works, stated this company's approach is they don't do the oil change every year on a three yeaz contract, they cut services. Mt. Gilot questioned how many generators Water Works currently owns. Mt. �ltrout stated they have seven (7). Mr. Gilot questioned if the City could have a maintenance person from Equipment Services go around and maintain these and save a lot of money. Therefore, Mr. Gilot made a motion that the recommendation be tabled until it is determined what kind of money is being spent and if the city could do this maintenance in house. Mr. Littrell seconded the motion, which carried. AWARD QUOTATION — PARKING GARAGE ACCESS CONTROL — ELECTRICAL INSTALLATION (PARKING GARAGE CAPITAL) Mr. Rob Nichols, Engineering, advised the Board that on November 10, 2011, quotations were ' received and opened for the above referenced project. Afrer reviewing those quotations, Mr. • Nichols recommended that the Boazd awazd the contract to the lowest responsive and responsible bidder, Koontz-Wagner Electrical, 3801 Voorde Drive, South Bend, Indiana 46628, in the amount of $22,000.00. Therefore, Mr. Littrell made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Mr. Inks seconded the motion, which carried. AWARD BID AND APPROVE CONTRACT— CSO 3 TRUNK SEWER MODIFICATIONS — PROJECT NO. 111-007 (EDIT) Mr. Patrick Henthorn, Engineering, advised the Boazd that on November 17, 2011, bids were received and opened for the above referenced project. Afrer reviewing those bids, Mr. Henthorn recommended that the Boacd award the contract to the lowest responsive and responsible bidder Selge Construction Co., Inc., 2833 S. 11`h Street, Niles, Michigan, in the amount of $1,192,860.00. 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. APPROVE CHANGE ORDER NO. 4 — COVELESKI STADNM IMPROVEMENTS — PROJECT NO. 111-OOSA Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 4 on behalf of Ziolkowski Construction, Inc., 4050 Ralph Jones Drive, South Bend, Indiana 46628, , indicating the contract amount be increased by $7,374.00 for a modified contract sum, including this Change Order, in the amount of $1,208,640.00. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried,the Change Order was approved. APPROVE CHANGE ORDER NO. 2 (FINALI — IRELAND ROAD BOOSTER STATION — PROJECT NO. ]09-054 (WATER WORKS REVENUE BOND) Mr. Gilot advised that Mr. John Wiltrout, Water Works, has submitted Change Order No. 2 (Final) on behalf of Boettcher Sewer and Excavating, 3305 North Home Street, Mishawaka, Indiana 46545, indicating the contract amount be decreased by $5,732.00 for a modified contract sum, including this Change Order, in the amount of$358,76632. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried,the Change Order was approved. , REGULAR MEETING NOVEMBER 21, 2011 376 APPROVE CHANGE ORDER NO. 1 — EAST BANK SEWER SEPARATION — PROJECT N0. 109-070A (2011 SEWER CAPITALI Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of Woodruff& Sons, Inc., PO Box 450, Michigan City, Indiana 46361, indicating the contract amount be increased by $110,889.99 for a modified contract sum, including this Change Order, in the amount of$2,020,333.88. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Change Order was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — IGNITION PARK LOT 4 MASS � EARTHWORK—PROJECT NO. 111-073A (AEDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted a Change Order No. 1 (Final) and the Project Completion Affidavit on behalf of R&R Excavating, Inc., 2010 Went Avenue, Mishawaka, Indiana 46545, indicating the contract amount be increased by $17,000.00 for a modified contract sum, including this Change Order, of$119,000.00. Mr. Gilot stated this is not really a Change Order; this was a term in the contract for eazly completion that they are exercising. Ms. Greene added this is a final payment of a contract under its terms. Mr. Littrell stated the contract total should be $119,000.00. Mr. Gilot noted Mr. Villa's spreadsheet should show the contract total as $119,000.00 with the eazly completion terms being met. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT— OLIVE ROAD REPLACEMENT WELL 3A—PROJECT NO. 108-069 (WATER WORKSI Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Peerless-Midwest, 55860 Russell Industrial Parkway, Mishawaka, Indiana 46545, for the above referenced project, indicating a final cost of$115,532.00. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — CLEANING AND REHABILITATION � OF NORTH STATION WELLS 2A AND SA—PROJECT NO. 110-066 (WATER WORKSI Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Peerless-Midwest, 55860 Russell Industrial Pazkway, Mishawaka, Indiana 46545, for the above referenced project, indicating a final cost of $28,950.00. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — REPLACEMENT AND REPAIR OF EDISON 200 HP STARTER—PROJECT N0. 109-078 (WATER WORKSI Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Herrman & Goetz, Inc., 225 South Lafayette Boulevard, South Bend, Indiana 46601, for the above referenced project, indicating a final cost of$12,715.00. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — PROCUREMENT OF MISCELLANEOUS WATER FITTINGS — PROJECT NO. 109-066 (WATER WORKS BOND/SRFI Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Underground Pipe and Valve, Inc., 1077 Oliver Plow court, South Bend, Indiana 46601 for the above referenced project, indicating a final cost of $68,970.47. Upon a � motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Project Completion Affidavit was approved. APPROVAL OF REOUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — 2011-2012 SIDEWALK SNOW REMOVAL FOR REDEVELOPMENT COMMISION OWNED PROPERTIES — PROJECT NO. (REDEVELOPMENT COMMISSION PROPERTY MAINTENANCEI In a memorandum to the Boazd, Ms. Debrah Jennings, Economic Development, requested permission to advertise for the receipt of bids for the above referenced project. The�efore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the above request was approved. REGULAR MEETING NOVEMBER 21, 2011 377 ADOPT RESOLUTION NO. 74-2011 —RECOMMENDING CERTAIN UPGRADES EXPANSIONS ADDITIONS REPLACEMENTS EXTENSIONS AND IMPROVEMENTS FOR THE CITY'S WATER WORKS THE ISSUANCE AND SALE OF REVENUE BONDS TO PROVIDE FUNDS FOR THE PAYMENT THEREOF AND OTHER MATTERS IN RESPECT THERETO Mr. Gilot noted that this Resolution creates an escalation in operations and maintenance expense, but is not a rate increase. Water Works is upping the amount without increasing rates. Ms. Greene stated it is more like a refinance. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following Resolution was adopted by the Board of Public Works: , RESOLUTION NO. 74-2011 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, RECOMMENDING CERTAIN UPGRADES, EXPANSIONS, ADDITIONS, REPLACEMENTS, EXTENSIONS AND IMPROVEMENTS FOR THE CITY'S WATERWORKS, THE ISSUANCE AND SALE OF REVENUE BONDS TO PROVIDE FUNDS FOR THE PAYMENT THEREOF, AND OTHER MATTERS IN RESPECT THERETO WHEREAS, the City of South Bend, Indiana(the "City") has heretofore established, constructed and financed a municipal waterworks (the"Watenvorks") and now owns and operates said works, by and through its Board of Public Works (the "Board"), pursuant to I.C. 8-1.5, as amended, and other applicable laws. WHEREAS, the Boazd has determined and desires to recommend to the Common Council of the City(the "Common CounciP')that certain upgrades, expansions, additions, replacements, extensions and improvements to the Watenvorks, as more particularly described on Exhibit A hereto (collectively, the "ProjecY'), are necessary and will be of general benefit to the City and its citizens. WHEREAS, the Board has determined, based on the preliminazy descriptions, specifications and estimates of the costs of the Project provided to the Boazd by the City's ' Department of Waterworks, that the costs of the Project, including the costs of the issuance of bonds on account of the financing of all or a portion thereof,will be in the estimated amount not to exceed Eight Million Three Hundred Thousand Dollazs ($8,300,000). WHEREAS, the Boazd has determined that to provide funds necessary to pay for the Costs of the Project, it will be necessary for the City to issue Watenvorks revenue bonds in a principal amount not to exceed Eight Million Three Hundred Thousand Dollars ($8,300,000). WHEREAS, the City has previously issued and there are now outstanding bonds issued on account of the Waterworks and payable out of the revenues therefrom designated as the "Waterworks Revenue Bonds of 2009, Series B"dated November 19, 2009 (the"2009B Bonds") originally issued in the amount of$5,380,000 authorized by Ordinance No. 9937-09 adopted by the Common Council on June 8, 2009 (the"2009 Ordinance"), now outstanding in the amount of $5,380,000. WHEREAS,the City has previously issued and there are now outstanding bonds issued on account of the Waterworks and payable out of the revenues therefrom designated as the "Waterworks Revenue Bonds of 2009, Series A" dated September 1, 2009 (the "2009A Bonds") originally issued in the amount of$429,000 authorized by the 2009 Ordinance, now outstanding in the amount of$429,000. WHEREAS, the City has previously issued and there are now outstanding bonds issued on account of the Waterworks and payable out of the revenues therefrom designated as the "Waterworks Revenue Bonds of 2006" dated June 1, 2006 (the"2006 Bonds") originally issued , in the amount of Four Million Seven Hundred Ten Thousand Dollazs ($4,710,000) authorized by Ordinance No. 9603-OS adopted by the Common Council on July 25, 2005 (the "2005 Ordinance"), now outstanding in the amount of$4,065,000. WHEREAS,the City has previously issued and there are now outstanding bonds issued on account of the Waterworks and payable out of the revenues therefrom designated as the "Watenvorks Revenue Bonds of 2002"dated June 1, 2002 (the "2002 Bonds") originally issued in the amount of$5,580,000 authorized by Ordinance No. 9247-01 adopted by the Common Council on August 27, 2001 (the "2002 Ordinance"), now outstanding in the amount of $4,210,000. , REGULAR MEETING NOVEMBER 21, 2011 378 WHEREAS,the City has previously issued and there are now outstanding bonds issued on account of the Waterworks and payable out of the revenues therefrom designated as the "Waterworks Revenue Bonds of 2000"dated June 12, 2000 (the "2000 Bonds")originally issued in the amount of$2,600,000 authorized by Ordinance No. 9095-00 adopted by the Common Council on February 28, 2000 (the"2000 Ordinance"), now outstanding in the amount of $1,466,320. WHEREAS, the City has previously issued and there are now outstanding bonds issued on account of the Waterworks and payable out of the revenues therefrom designated as the "Waterworks Revenue Bonds of 1997" dated December 1, 1997 (the "1997 Bonds") (the 2009B ' Bonds, the 2009A Bonds, the 2006 Bonds, the 2002 Bonds, the 2000 Bonds and the 1997 Bonds together, the "Prior Bonds"), originally issued in the amount of$22,500,000 authorized by Ordinance No. 8801-97 adopted by the Common Council on June 23, 1997 (the "1997 Ordinance" and together with the 2009 Ordinance, the 2005 Ordinance,the 2002 Ordinance and the 2000 Ordinance, the "Prior Ordinances"), now outstanding in the amount of$2,140,000. WHEREAS, the Boazd deems it advisable and recommends to the Common Council that the City issue revenue bonds payable from the revenues of the Waterworks in an original amount not to exceed Eight Million Three Hundred Thousand Dollazs($8,30Q000) (the"2012 Bonds"), for the purpose of providing for the payment of(i) the Project, and (ii) the costs of issuing such 2012 Bonds. WHEREAS, the City reasonably expects to reimburse expenditures for the Project with the proceeds of the 2012 Bonds and the Board deems appropriate and recommends to the Common Council that such reimbursement be made. WHEREAS, the Prior Ordinances permit the issuance of additional bonds payable from the revenues of the Waterworks and ranking on a pazity with the Prior Bonds for the purpose of financing additions, extensions and improvements to the Waterworks provided certain conditions can be met, and the Board has determined, based upon information provided to the Boazd by Crowe Horwath LLP, the City's financial advisor, that the finances of the Waterworks will enable the City to meet the conditions for the issuance of additional parity bonds and that, accordingly,the 2012 Bonds shall rank on a parity with the Prior Bonds. ' WHEREAS, the Board has reviewed the form of a bond ordinance to be adopted by the Common Council authorizing the City to issue and sell the 2012 Bonds for the purpose of financing the Project(the "2011 Bond Ordinance"), and the Board has found the 2011 Bond Ordinance to be satisfactory. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, AS FOLLOWS: Section 1. The Boazd hereby recommends to the Common Council that the upgrades, expansions, additions, replacements, extensions and improvements to the Waterworks that constitute the Project be made to the Waterworks. Section 2. To provide funds necessary to pay for or reimburse the City for the costs of the Project, together with expenses incidental thereto, including expenses in connection with the issuance of the 2012 Bonds, the Board hereby approves and recommends to the Common Council the issuance by the City of Waterworks Revenue Bonds in a principal amount not to exceed Eight Million Three Hundred Thousand Dollars ($8,300,000). Section 3. The Boazd hereby approves the substantially final form of the 2011 Bond Ordinance presented to this meeting and recommends to the Common Council the adoption of such 2011 Bond Ordinance which sets forth the terms and conditions of the 2012 Bonds to be issued thereunder. ' Section 4. The Boazd hereby ratifies the actions taken to file the 2011 Bond Ordinance with the Clerk of the City("City Clerk") for presentation to the Common Council, and the Clerk of the Boazd is hereby directed to present a copy of this Resolution to the City Clerk for presentation to the Common Council for its consideration, as soon as may be done, thereby requesting the issuance of the 2012 Bonds. Section 5. This Resolution shall be in full force and effect from and after its adoption by the Board. , REGULAR MEETING NOVEMBER 21. 2011 379 Adopted at a meeting of the Board of Public Works of the City of South Bend, Indiana, on this 21 st day of November, 2011. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/Gary Gilot s/Donald Inks s/Carl Littrell ATTEST: � s/Linda Martin, Clerk Exhibit A PROJECT DESCRIPTION The Project consists of upgrades, expansions, additions, replacements, extensions and improvements to the Watenvorks, including: Distribution Svstem 1. Replace water main on South Bend Avenue from Twyckenham Avenue to Eddy Street 2. Replace water main on Ewing Avenue from Locust Road. to Walnut Street 3. Install water main on Bailey Avenue to Burdette Street to supply Legacy Court 4. Install water main to connect South Well field to the South Pressure Zone 5. Install a water main under the railroad tracks on 30th Stteet 6. Install a new well at the Cleveland Road North well field 7. Modify pressure reducing valves Other projects 1. Acquire additional automated meter reading meters 2. Acquire hydro-excavation truck for water system repairs ' 3. Security upgrades to water facilities including technology Pinhook Un�rade 1. Improve chemical feed system 2. Replace filter media for greatet filtering capacity 3. Aerator removal and detention tank modification 4. Improve metering applications 5. Replace existing high service pumps and drives 6. Upgrade filter equipment 7. HVAC system renovation Making any and all additional improvements related to the foregoing. ADOPT RESOLUTION N0. 75-2011 - RETIREMENT OF "IKE" A K 9 POLICE DEPARTMENT UNIT Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 75-2011 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS REGARDING THE RETIREMENT OF"IKE",A K-9 POLICE DEPARTMENT UNIT ' WHEREAS, the South Bend Board of Public Works has been advised by the City's Police Chief that "Ike", a K-9, is no longer needed by the South Bend Police Department; and WHEREAS, it has been determined by the Boazd of Public Works that "Ike" is unfit for the purpose for which he was acquired and is no longer of use to the City of South Bend; and WHEREAS, Sergeant Don Knabenshue, South Bend Police Department, has agreed to caze for "Ike" at his own expense and to keep him as a house pet and understands that "Ike" can never again be used as a Police Dog; and REGULAR MEETING NOVEMBER 21. 2011 380 WHEREAS, the South Bend Police Chief has submitted a letter stating that the dog is no longer fit for purpose for which he was intended, to be a member of the Canine Unit of the South Bend Police Department, and is therefore no longer needed by the City. NOW, THEREFORE, BE IT RESOLVED, by the Boazd of Public Works of the City of South Bend, Indiana, that "Ike", a K-9 Police Dog, is unfit for the purpose for which he was acquired, is no longer of use to the City of South Bend, and has an estimated value of less than One- Thousand Dollars ($1,000.00). BE IT FURTHER RESOLVED, that "Ike" the Police Dog, should be retired (he has � already been removed from active duty) and sold to Sergeant Don Knabenshue for One Dollaz ($1.00), providing Patrolman Chamberlain executes an indemnity agreement. ADOPTED this 21S`day of November 2011. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary Gilot s/Donald Inks s/Cazl Littrell ATTEST: s/Linda Martin, Clerk ADOPT RESOLUTION NO. 77-2011 — A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS FOR THE TRADE-IN OF EOUIPMENT Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the following Resolution was adopted by the Boazd of Public Works: RESOLUTION NO. 77-2011 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 Boazd of Public Works ("Boazd") pursuant Ind. Code § 36-9-6-3, WHEREAS, in accordance with Ind. Code § 36-1-11-9, the Boazd may trade or exchange property of a similar nature as par[of the purchase of new property; and WHEREAS, in accordance with Ind. Code § 5-22-22-3, the Boazd 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: Swat Team Equipment: Ithaca 20-Gauge Shotgun #361689 Westernfield 12-Guage Shotgun #MSSOAD Remington Shotguns (2) #s L2001026 & L2145429 Sturm Ruger .223 Rifles (3) #s 191-05598, 191-09942, 191-04491 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 similaz 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 21 st day of November 2011. , REGULAR MEETING NOVEMBER 21. 2011 381 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/Gary Gilot s/Donald Inks s/Cazl Littrell ATTEST: � s/Linda Martin, Clerk ADOPT RESOLUTION NO. 80-2011 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND INDIANA AUTHORIZING TRANSFER OF TRIANGLE PROPERTIES TO A NON-PROFIT CORPORATION Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 80-2011 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA AUTHORIZING TRANSFER OF TRIANGLE PROPERTIES TO NON-PROFIT CORPORATION WHEREAS, the City of South Bend, Indiana, Boazd 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 I.C. 36-1-11-I; and WHEREAS, the Boazd desires to transfer the Property listed in Exhibit A to the South Bend Heritage Foundation, Inc., a non-profit corporation ("SBHF"); 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 Property by the Board to SBHF shall be, and hereby is, approved and authorized. 2. Donald Inks, a member of the Boazd, is appointed and authorized to act on behalf of the Board in executing any documents necessary to effect the intent of the Board, pucsuant to the terms and conditions evidenced by this Resolution. 3. This Resolution shall be in full force and effect upon its adoption by the Board. The transfer of the Property shall not be effective until deeds aze duly recorded effecting the same. ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana held on November 21, 2011, at 1308 County-City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/Gary Gilot s/Donald Inks ' s/Cazl Littrell ATTEST: s/Linda Martin, Clerk ADOPT RESOLUTION NO. 81-2011 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND INDIANA ACCEPTING THE TRANSFER OF REAL PROPERTY FROM THE SOUTH BEND DEPARTMENT OF REDEVELOPMENT AND AUTHORIZING TRANSFER TO NON-PROFIT CORPORATION Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the following Resolution was adopted by the Board of Public Works: � REGULAR MEETING NOVEMBER 21, 2011 382 RESOLUTION NO. 81-2011 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA ACCEPTING THE TRANSFER OF REAL PROPERTY FROM THE SOUTH BEND DEPARTMENT OF REDEVELOPMENT AND AUTHORIZING TRANSFER TO NON-PROFIT CORPORATION WHEREAS, the City of South Bend, Indiana, Boazd of Public Works (the "Boazd") 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 I.C. 36-1-11-1; and WHEREAS, pursuant to I.C. 36-I-11-8, the City, acting by and through the Boazd, may transfer or exchange property with another governmental entity upon terms and conditions agreed upon by the two (2) entities as evidenced by the adoption of substantially identical resolutions of each entity; and WHEREAS, the South Bend Redevelopment Commission (the "Commission"), the governing body of the South Bend, Indiana, Department of Redevelopment (the "DepartmenP') and of the Redevelopment District of the City of South Bend, Indiana (the "Redevelopment DistricY'), exists and operates under the provisions of I.C. 36-7-14, as amended from time to time (the "AcY') and is a body corporate and politic; and WHEREAS, the Department, by and through the Commission, has presented to the Boazd, a request for the transfer to the Boazd of certain real property previously acquired by the Commission commonly known as the Kizer House and more particularly described at Exhibit A (the"Property"); and WHEREAS, the request provides that the Board will then transfer the Property to Historic Landmazks Foundation of Indiana, Inc. ("HLFI"), a non-profit corporation whose charter or articles of incorporation allows the corporation to take action for the preservation of ' historic property; and WHEREAS, the City, through the Board, desires to accept the transfer of the Property from the Department and thereafter, to transfer the property to HLFI; and WHEREAS, it is contemplated that the Department, through the Commission, will adopt a resolution consistent with the requirement of Indiana § 36-1-11-8. 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 Property described at Exhibit A situated in St. Joseph County, Indiana, by the South Bend Redevelopment Commission to the South Bend Boazd of Public Works shall be, and hereby is, approved and accepted, subject to the adoption by the Commission of a substantially identical resolution. 2. The transfer of the Property by the Board to HLFI shall be, and hereby is, approved and authorized subject to the conveyance of the Property to the Board. 3. Donald Inks, a member of the Boazd, is appointed and authorized to act on ' behalf of the Board in executing any documents necessary to effect the intent of the Boazd, pursuant to the terms and conditions evidenced by this Resolution. 4. This Resolution shall be in full force and effect upon its adoption by the Boazd and upon the adoption of a substantially similaz resolution of the Commission. The transfer of the Property shall not be effective until deeds are duly recorded effecting the same. ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana held on November 21, 2011, at 1308 County-City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. . REGULAR MEETING NOVEMBER 21, 2011 383 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/Gary Gilot s/Donald Inks s/Cazl Littrell ATTEST: ' s/Linda Martin, Clerk APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board fot �proval: Type Business Description Amount Motion/ Second Service Motorola Annual Service for Police $32,493.36 Inks/Littrell Agreement Solutions Department Radio Systems (General Fund) Professional IBM Economic Development $99,355.00 Inks/Littrell Services Tazget Industry Analysis (Estimated Fee Subject to Proposal Inclusive of Legal Travel& Review Living Expense, Time & Materials Contract) (EDIT) Agreement Patrolman Don Purchase of K-9 Unit"Ike" $1.00 Inks/Littrell Knabenshue Professional Weaver Boos Annual Analysis of $4,200.00 Inks/Littrell ' Services Groundwater Monitoring (Loss Recovery Proposal and Inspection of Closed Fund) Landfill at Fredrickson Pazk Amendment to Redevelopment Add Main-Lafayette (SSDA TIF) Gilot/Littrell the Addendum Commission Corridor Design Project, to the Master Supplement No. 3 to the Agency Master Agency Agreement Agreement —Project No. 110-058 Professional ' Lawson-Fisher Main-Lafayette Corridor $260,320.00 I GiloUInks Services Associates, Inc. Design Project, Supplement (SSDA TIF) Subject to a Proposal No. 3 to the Master Agency Memo from Supplement 3 Agreement—Project No. CED 110-058 I Explaining Additional Scope and Redesign Amendment to Redevelopment Add Property and Right-of— (SSDA TIF) LittrelUInks the Addendum Commission Way Acquisition for the to the Master Main-Lafayette Comdor Agency Design Project, Supplement Agreement No. 4 to the Master Agency ' Agreement—Project No. 110-058 Contract Danch, Hamer Additional Design Work for $21,750.00 Littrell/Inks Amendment &Associates, Inc. The Triangle Development (Major Moves) (Formerly Eddy Knolls)— Project No. 109-009 Amendment to Redevelopment 2011-2012 Sidewalk Snow (Redevelop- Inks/Littrell the Master Commission Removal for Redevelopment ment Agency Commission Owned Commission Agreement Properties Property Maintenance) . REGULAR MEETING NOVEMBER 21. 2011 384 Amendment to ' EmNet, LLC Add One(1) Additional $76.50/mo; Inks/Littrell Professional CSO Monitoring Site $535.50 for Subject to Services Located at Erskine Seven(7) Legal Agreement Boulevard. and Eckman Months Amendment Street (Environmental Services Other Contractuals) Amendment to EmNet, LLC Funding to Cover $44,850.00 Inks/Littrell Professional Congressional Earmazk that (Environmental , Services was Rescinded, and Change Services Other Agreement in Project Schedule— Contractuals) Project No. 110-091 Agreement John Stancati Consulting for Water Works NTE Inks/Littrell Extension and 2012 Bond Issue $12,000.00 (2012 Watec Works Operating Budget) Professional Optimatics Optimization of South Bend $154,511.00 GiloULittrell Services Collection System Long (Environmental Subject to Agreement Term Control Plan Phase 2A Services Other Legal —Project No. 111-036 Contractuals) Review Contract Near Northeast Program Services for 2011 I $75,000.00 Inks/Littrell Neighborhood (EDIT) Revitalization Organization, Inc. Contract Bob Mathia lndustrial Revolving Loan NTE $2,000.00 Inks/Littrell Fund Update Project (CED Admin.) APPROVAL OF STREET CLOSURES/PROCESSIONS The following street closures and processions were presented for approval: ' Appticant Description Date/Time Location Motion Carried Erskine Special Event — December 10, Erskine Boulevazd from GiloULittrell Boulevard Erskine 2011; 6:00 p.m. Ewing Avenue to No Police Neighborhood Boulevard to 9:00 p.m. Donmoyer Avenue (No Escort Association Candlelight (Rain Date Parking on Street Also) Walk December 11, 2011) St. MazgareYs Procession — Februazy 19, County-City Building; Littrell/Inks House Winter Walk 2012; 230 p.m. North to LaSalle; East to 2012 to 4:30 p.m. Main; South to Western; West to Lafayette; North on Lafayette to St. Margazet's House FAVORABLE RECOMMENDATION - PETITION TO VACATE THE EAST HALF OF THE EAST/WEST ALLEY FROM SOUTH ARNOLD STREET TO THE FIRST NORTH/SOUTH ALLEY BETWEEN 823 SOUTH ARNOLD STREET AND 825 SOUTH ARNOLD STREET Mr. Gilot indicated that Mr. Pete Perez, 823 Amold Street, South Bend, Indiana 46619 has ' submitted a request to vacate the above referenced alley. Mr. Gilot advised the Boazd is in receipt of recommendations concerning this Vacation Petition from the Area Plan Commission, Police Department, Fire Department, Community and Economic Development and Engineering. Area Plan stated the vacation would not hinder the growth or orderly development of the unit or neighborhood in which it is located or to which it is contiguous. The vacation would not make access to the lands of the aggrieved person by means of public way difficult or inconvenient. The vacation would not hinder the public's access to a church, school, or other public building or place. The vacation would not hinder the use of a public right-of-way by the neighborhood in which it is located or to which it is contiguous. While the Area Plan staff recommends that the proposed right of way vacation be approved, they, along with Community and Economic Development, pointed out that tax records indicate the applicant does not own property abutting . REGULAR MEETING NOVEMBER 21, 2011 385 the proposed vacation and therefore may not have standing to request the vacation. The Fire Department stated the closest fire hydrant is in front of 823 S. Arnold next to the alley being requested to vacate. The next hydrant is about 300-350 fr. away. There are gazage structures in the back of this address and the hydrant is about 100-150 ft. away. The Fire Department recommended denial of the alley vacation, stating this would delay water supply to their rigs. NIPSCO stated there is an active two-inch steel gas main in the alley to be vacated and they will need access to the alley for maintenance, therefore no structures may be placed over the gas main. Mr. Gilot made a motion that the Clerk send a letter to the petitioner recommending approval of the request for vacation subject to all utility easements. Mr. Inks seconded the � motion which carried. APPROVAL OF RECOMMENDATION TO ENCROACH ONTO PUBLIC RIGHT-OF-WAY AND REVOCABLE PERMIT Mr. Gilot advised that the Board is in receipt of an application from Custom Awning, 1251 West 3`d Street, Osceola, Indiana 46561, on behalf of South Bend Gold and Silver and Indiana Land Tntst for the installation of an awning at 106 North Main Street. The Board is in receipt of favorable recommendations from the Division of Engineering, Police Department, Building Commissioner and the Fire Department. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVAL OF 2012 HOLIDAY SCHEDULE FOR CITY EMPLOYEES Ms. Janice Hall, Human Resources, submitted the 2012 Holiday Schedule for City Employees, approved by the Mayor. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following schedule was approved: New Yeaz's Day Monday, January 2, 2012 Good Friday Friday, Apri16, 2012 Memorial Day Monday, May 28, 2012 Independence Day (Observed) Wednesday, July 4, 2012 Labor Day Monday, September 3, 2012 , Veteran's Day Monday,November 12, 2012 Thanksgiving Day Thursday, November 22, 2012 Day after Thanksgiving Friday, November 23, 2012 Christmas Day (Observed) Tuesday, December 25, 2012 In addition to the nine (9) designated holidays above, employees may choose one (1) additional floating holiday, which can be any day of the employee's choosing subject to supervisor's approval. FILING OF MONTHLY AND PERFORMANCE MEASURE REPORTS — DEPARTMENT OF PUBLIC WORKS The Divisions of Water Works and Central Services submitted their Monthly and Performance Reports for the month of October 2011. There being no further discussion, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the monthly reports were accepted and filed. FILING OF SAFETY REPORT—DEPARTMENT OF PUBLIC WORKS The Division of Central Services submitted its Safety Report for October 2011. This report reflects injuries/accidents for each month and provides for a comparison. There being no further discussion, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the report was accepted and filed. ' APPROVE/DENY/TABLE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the following traffic control devices installation and/or removal were approved: NEW INSTALLATIONS: Handicapped Accessible Pazking Space Sign LOCATIONS: 534 South Cazlisle Street 1806 Oliver Street 210 Hammond Place 1715 South Taylor Street 730 West Colfax Boulevard 1812 South Pulaski Street , REGULAR MEETING NOVEMBER 21. 2011 386 222 East Navarre Street 1937 East Bowma� Street REMARKS: All criteria has been met for each REMOVALS: Handicapped Accessible Pazking Space Sign LOCATIONS: 505 East Irvington Ave. 825 South Pulaski Street REMARKS: No Longer Needed REMOVAL: No Pazking School Days , LOCATION: South Side of Elwood Street from Meade Street to Eclipse Street REMARKS: No Longer Needed DENIED: Handicapped Accessible Parking Space Sign LOCATION: 1222 East Miner Street REMARKS: Resident has Driveway for Better Access NEW INSTALLATION: No Pazking Here to Comer LOCATION: Radius Plus 15' of North Sunnyside Avenue at the Southeast Corner of Sunnyside Avenue and Rockne Drive Intersection REMARKS: All criteria has been met NEW INSTALLATION: No Pazking Tow Zone LOCATION: North Side of the 100 Block of Wakewa Street REMARKS: All criteria has been met NEW INSTALLATION: No Parking LOCATION: 722 West LaSalle Avenue REMARKS: All criteria has been met , REVISION: No Pazking, Standing, or Stopping LOCATION: North Side of Hepler Street along Creekwood Villas Property REMARKS: All criteria has been met Upon a motion by Mr. Inks, seconded by Mr. Littrell, the following traffic control device was tabled: REMOVAL: Handicapped Accessible Pazking Space Sign LOCATION: 1212 Humboldt Street REMARKS: Need Sign up until Februazy FILING OF CERTIFICATE OF INSURANCE Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Certificate of Insurance for the following business was accepted for filing: DTH Contractors, LLC, Mishawaka RATIFY APPROVAL OF EXCAVATION BOND Mr. Anthony Molnar, Division of Engineering, recommended that the following Excavation ' Bond be ratified pursuant to Resolution 100-2000 as follows: Excavation Bond: Concreations, LLC—Approved October 14, 2011 Mr. Inks made a motion that the Bond's approval as outlined above be ratified. Mr. Littrell seconded the motion, which carried. � REGULAR MEETING NOVEMBER 21. 2011 387 APPROVE CLAIMS Mr. Gilot stated that he is requesting that the Board approve the refund of Buffalo Wild Wing's water assessment chazge at their property at 326 W. Ireland Rd., South Bend. Mr. Gilot noted the relevant ordinance on City commercial/industrial water main assessment in the city states: "All owners of property used for commercial or industrial purposes located within the corporate limits of the City using twelve-inch diameter main lines shall be assessed a proportionate shaze of the cost of water main line installation computed at the rate of thirty dollazs and fifty-three cents ($30.53) per lineal foot (LF) of that water main line which is installed along the boundary � of such pazcel, which assessment is not subject to a maYimum rate cap." Mr. Gilot noted the materials on the water main addition at Erskine Commons were paid for through TIF. Buffalo Wild Wings also paid the entire assessment. Based on the formula regazding the percentage of the total cost for the entire project, 44.54% of the total assessment was paid through TIF to cover materials. Therefore, Mr. Gilot noted, $4,741.90, which is 44.54% of the assessed chazge of$10,646.38 to Buffalo Wild Wings, should be refunded. Mr. Inks made a motion to approve the refund. Mr. Littrell seconded the motion, which carried. 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 suppoRed 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 Cit of South Bend $4,015,345.04 11/23/2011 Cit ofSouthBend $1,721,292.11 I1/18/2011 Cit of South Bend $1,755,739.52 11/18/2011 Cit of South Bend $11,072.66 11/15/2011 Therefore, Mr. Inks made a motion that after review of the expenditures, the claims be approved ' as submitted. Mr. Littrell seconded the motion, which carried. PRIVILEGE OF THE FLOOR Ms. Greene noted that this is the last regulaz meeting of the Boazd of Public Works for Boazd Member Cazl P. Littrell due to his retirement of December 9, 2011. Mr. Gilot thanked Mr. Littrell for his many years of service to the Board. Mr. Inks seconded his note of appreciation. ADJOURNMENT There being no further business to come before the Boazd, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried,the meeting adjoumed at 10:36 a.m. BOARD OF PUBLIC WORKS P�V v, � Gar . Gilot, President � na E. I ks, Mem er � ' azl P. Littrell, Mem ec ATTEST: C��-- Q-�_�. ipda M. Mac[in, erk , CLAIMS REVIEW MEETING NOVEMBER 28. 2011 388 A Claims Review Meeting of the Board of Public Works was convened at 8:32 a.m. on Monday, November 28, 2011, by Board President Gary Gilot with Board Members Donald Inks and Cazl Littrell present. Attorney Larry Meteiver was also present. APPROVAL OF REQUEST TO RELEASE MORTGAGE — 5110 WOODCLIFF COURT — CORPORATION FOR ENTREPRENEURIAL DEVELOPMENT Mr. Gilot stated the Boazd is in receipt of a request to release the mortgage on the property at the above refecenced address, as successor in interest to the Corporation for Entrepreneurial Development, now dissolved. Mr. Inks stated the property was used as collateral for a personal � guarantee and has been paid off. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried,the request was approved. APPROVAL OF REQUEST TO TERMINATE CONTRACT — ON-STREET PARKING AGREEMENT - AMPCO SYSTEM PARKING Mr. Gilot stated the Boazd is in receipt of a request to terminate the above referenced contract pursuant to the terms of the original agreement, which was approved April 13, 2009. Mr. Inks noted this contract has an automatic rollover renewal clause and the need is to have a thirty (30) day lead-time to give notice of cancellation. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the request was approved. APPROVAL OF REQUEST TO REJECT BIDS AND RE-ADVERTISE FOR BIDS — MICHIANA LOCK AND KEY DEMOLITION AND PARKING LOT CONSTRUCTION — PROJECT NO. 111-059 (SBCDA TIF) In a memorandum to the Boazd Mr. Rob Nichols, Engineering, requested permission to reject all bids for the above referenced project and re-advertise for bids. He noted in his memo that all of the bids came in above the appropriated budget and now the Consultant has removed some of the unnecessary work items to assure the bids come in within the budget. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the above request was approved. APPROVAL OF AGREEMENTS AND CONTRACTS The following Agreements and Contracts were submitted to the Boazd for appro��al: ' Type Business Description Amount Motion/ Second Professional The Troyer Design of Traffic Signal at $19,850 GiloULittrell Services Group Intersection of Western (LRSA) Agreement Avenue and Laurel Street Contract AT&T Emergency Back-up Phone $128,862.72/ Inks/Littrell Service and Non-VOIP Three Yeazs Facilities Phone Lines APPROVE CLAIMS Mr. Inks stated that a request to pay the following claims in the amounts indicated has been received by the Boazd; 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 $2,370,545.00 11/28/2011 Therefore, Mr. Inks made a motion that after review of the expenditures, the claims be approved as submitted. Mr. Littrell seconded the motion, which carried. ADJOURNMENT ' There being no further business to come before the Board, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the meeting adjourned at 8:48 a.m. BOARD OF PUBLIC WORKS � Q��� Gary A. Gilot, President