Loading...
HomeMy WebLinkAbout03/27/12 Board of Public Works MinutesPUBLIC AGENDA SESSION MARCH 22 2012 95 The Agenda Review Session of the Board of Public Works was convened at 10:38 a.m. on Thursday, March 22, 2012, by Board President Gary A. Gilot, with Board Member Donald E. Inks present. Also present was Board Attorney Cheryl Greene. Board of Public Works Clerk, Linda M. Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. OPENING OF BIDS — MICHIGAN STREET LIFT STATION REPLACEMENT — PROJECT NO. 111-008 (ENVIRONMENTAL SERVICES) This was the date set for receiving and opening of scaled 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: 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 not Submitted 2. Five percent (5 %) Bid Bond was submitted h .D Base Bid $499,032.40 Alternate I Item 31A $5,630.85 Item 35A $20,413.90 Total Alt. 1 $26,044.75 Alternate 2 Item 43 $7,700.00 HRP CONSTRUCTION PO Box 266 South Bend, Indiana 46624 Bid was signed by: Mr. Paul Fallon 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 I: 1 Base Bid $628,999.00 Alternate 1 Item 31A $6,075.00 Item 35A $23,270.00 Total Alt. 1 $29,345.00 Alternate 2 Item 43 $4,200.00 C &E EXCAVATING, INC 53767 County Road 9 Elkhart, Indiana 46514 Bid was signed by: Mr. Thad Bessinger 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 PUBLIC AGENDA SESSION no Base Bid $543,394.28 Alternate i Location Item 31A $4,590.00 Item 35A $20,413.90 Total Alt. 1 $16,900.00 Alternate 2 MDA Muscle Item 43 $3,500.00 MARCH 22, 2012 96 SELGE CONSTRUCTION CO. INC. 2833 South IIt Street Niles, Michigan 49120 Bid was signed by: Mr. James Boyles 1. Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted 2. Five percent (5 %) Bid Bond was submitted 3. Indiana Local Business Preference Claim Form was submitted 003 Base Bid $5538,110.45 Alternate 1 Location Item 31A $6,918.75 Item 35A $26,650.00 Total Alt. 1 $33,568.75 Alternate 2 MDA Muscle Item 43 $7,000.00 It was noted that John Boettcher Sewer & Excavating did not include the correct 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 form with their bid. The Clerk was instructed to notify them of this discrepancy and let them know that they need to submit the form within 24 hours. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above bids were referred to Engineering for review and recommendation, AWARD BID AND APPROVE CONTRACT — DIAMOND AVENUE TRUNK STORM SEWER BID PACKAGE 2 — PROJECT NO, 109 -033B 2011 SEWER BOND Mr. John Engstrom, Engineering, advised the Board that on February 28, 2012, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Engstrom recommended that the Board award the contract to the lowest responsive and responsible bidder HRP Construction, PO Box 266, South Bend, Indiana 46624, in the amount of $3,522,025.00 (Base Bid Only). 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. APPROVAL OF PROCESSION The following procession was presented for approval: Applicant Description Date /Time Location Motion Muscular Procession — March —24,2012, No Police or Traffic Carried Inks /Gilot Dystrophy MDA Muscle 12:00 p.m. to Assistance; Must Stay on Subject to Association Walk 2:30 p.m. Sidewalks. Certificate of Insurance Board members discussed the following item(s) from the agenda. - Request to Advertise for Bids — Memorial Hospital Facade Project PUBLIC AGENDA SESSION MARCH 22,,2012 97 Ms. Greene informed Mr. Dave Relos, Community and Economic Development, that her only concern with this project is the City must have an easement to do the work on this property. Mr. Relos stated Attorney Larry Meteiver is working on that currently and should have it ready by the Tuesday Board meeting. Mr. Gilot asked if Kathryn Roos, Mayor's Office, had reviewed the design, noting she is interested in reviewing architect plans for new projects. Mr. Relos stated the drawings are not complete; there was a meeting Monday with Holladay Properties and the drawings should be done this week. - Nimtz Parkway Multi -Use Path, Phase I — Study and Redesign Mr. Dave Relos, Community and Economic Development, stated this redesign with Abonmarche is for extra lighting that is needed and the addition of extra circuitry to facilitate the lighting. - Lease Agreement — Northeast Neighborhood Revitalization Organization, Inc. Mr. Gilot asked if these standard lease agreements were re- written to put some of the responsibility for the inspections of the property on the leasee. He noted for a $1.00 lease, some of the liability should be taken off the City; it's a pretty good deal for the leasee. Ms. Liz Maradik stated it had been re- written to address that issue. After review, Mr. Gilot noted that an insurance requirement has been included and that should be sufficient. Ms. Greene stated, however, there should be some affirmative obligation to inspect and report on the property on the part of the leasee. Mr. Inks stated this lease is with the NNRO, who in turn leases the property out. He noted the responsibility for the safety inspection should be placed on the NNRO because that is who the City enters into a contract with. - Professional Services Contract — Indiana Foreclosure Prevention Network Counseling Ms. Pam Meyer, Community and Economic Development, stated this contract is for housing counseling regarding delinquency and foreclosure, and is paid to the City based on the number of referrals. She noted the $75,466.00 is the maximum amount the City will receive. - Agreement — Verizon Mr. Dave Tungate, Water Works stated Water Works will be testing some air cards for streaming from out in the field and they were asked to sign this no -cost agreement prior to the demonstration. He noted their current cards are too slow, but he needs to confirm these new cards will work for Water Work's purposes before he commits to purchasing. Ms. Greene made note that the agreement allows them to test for only two weeks before they become financially responsible, and they are financially responsible for any damage to the cards. Mr. Tungate stated he is aware of the terms and intends to try them for only a couple of days. He noted he will be the only one handling the cards. - Professional Services Supplemental Agreement No. 2 — DLZ Indiana Mr. Andy Lamberis, DLZ, stated the cost for this professional service includes costs for permits and working with the Historical Preservation Commission to get this work for the Michigan Street Lift Station Replacement done. Mr. Jacob Klosinski, Environmental Services, stated this is a very complex project. He noted there is a lot to deal with when digging under Michigan Street. - Change Order — River Commons Lift Station Replacement Mr. John Engstrom, Engineering, stated this Change Order is due to the equipment and pump that was installed not performing as proposed. He noted he believes Jones and Henry did a design error on this project, and Legal is looking at it to determine if the financial responsibility should be placed on Jones and Henry. Ms. Greene noted there is a legal requirement to do testing to determine if it is working, and before they can determine who is at fault, the testing must be complete. Mr. Gilot summarized Jones and Henry designed it wrong; the City picked a cost effective solution to fix the problem, but the legal obligation for the design error is with Jones and Henry. Mr. Gilot asked if they normally send their pump calculations with their specifications. Mr. Engstrom stated he asked for them last year and never received them. - Parking Easement Agreement — South Bend Silver Hawks Mr, Larry Meteiver, Legal, stated this is a parking easement agreement for the Silver Hawks to use several public parking lots currently owned by several City entities including the Board of Public Works, the Park Board, and the Redevelopment Commission. He noted that the lot labeled "H" is to be jointly shared with the new Veterans Hospital and they need to make sure the lease doesn't interfere with the hospital. He noted all of the leases are written as one year agreements that have provisions to cancel out any of the lots at any time. Mr. Gilot noted the framework of the agreements is a problem; why would you take public land and let a private for profit PUBLIC AGENDA SESSION MARCH 22 2012 98 enterprise use it. Mr. Meteiver stated the City will not receive any financial benefit from the lease of the lots, but they are promoting a family friendly opportunity within the City, which is a benefit to the City. Mr. Gilot stated that the off - premise signs would be a zoning ordinance problem also. - Reject Quotations — Water Works Paper Products 2012 Mr. Phil Custard, Purchasing, stated none of the quotes received included samples of their products as required in the specs. Therefore, he is asking the Board to reject all quotes. Ms. Greene noted that Water Works will be able to purchase on the open market if all quotes are rejected. No other business came before the Board. The Clerk was instructed to post the agenda and notify the media and other persons who have requested notice of the meeting agenda. The meeting adjourned at 11:48 a.m. BOARD OF PUBLIC Gary A. Gi ot, President Donal E. Inks, Member athryn . Roos, Member ATTEST: Linda M. Martin, C1 rk REGULAR MEETING MARCH 27, 2012 The regular meeting of the Board of Public Works was convened at 9:40 a.m. on Tuesday, March 27, 2012, by Board President Gary A. Gilot, with Board Member Donald E. Inks present. Also present was Attorney Cheryl Greene, ADDITION AND REMOVAL OF AGENDA ITEMS Mr. Gilot noted the addition of a Professional Services Agreement with Force 5 to the agenda and the request to remove the Opening of Bids, Item 2.B., Automation of DO Control for Aeration Blowers from the agenda. He noted the Notice to Bidders had an incorrect bid opening date of today, March 27, 2012, but the Specifications stated the correct date of April 10, 2012. He added the date of the Notice to Bidders has been corrected with an Addendum. 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, Regular Meeting and Claims Meeting of the Board held on March 8, 2012, March 13, 2012, and March 20, 2012, were approved. OPENING OF BIDS --- HANSEL CENTER RENOVATION — PROJECT NO, 111 -064 AEDA 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: BROWN & BROWN GENERAL CONSTRUCTION CONTRACTORS PO Box 487 124 South Elkhart Street Wakarusa, Indiana 46573 Bid was signed by. Mr. Eric Brown 1. Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and REGULAR MEETING MARCH 27,20j.2 99 2. Certification of Use of United States Steel Products or Foundry Products was Submitted 3. Five percent (5 %) Bid Bond was submitted 4. Indiana Local Business Preference Claim was submitted R Base Bid $1,491,205.00 Alternate 1 $5,802.00 Alternate 2 $9,376.00 Alternate 3 $10,479.00 Alternate 4 $22,750.00 Alternate 5 $1,986.00 Alternate 6 $5,862.00 Alternate 7 $5,234.00 Alternate 8 ($9,200.00) Alternate 9 $4,782.00 Alternate 10 $5,586.00 TOTAL Base Bid Plus Alternates $1,547,680.00 THE ROBERT HENRY CORPORATION 404 South Frances Street South Bend, Indiana 46628 Bid was signed by: Mr. Stephen Henry 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 was submitted no Base Bid $1,535,133.00 Alternate 1 $7,079.00 Alternate 2 $9,010.00 Alternate 3 $10,070.00 Alternate 4 $13,038.00 Alternate 5 $1,908.00 Alternate 6 $10,026.00 Alternate 7 $7,272.00 Alternate 8 $9,752.00 Alternate 9 $4,596.00 Alternate 10 $6,116.00 Add Deduct Unit Pricing A $11.00 /SF ($3.00 /SF) Unit Pricing B $16.50 /SF ($10.00 /SF) Unit Pricing C $98.50/LF ($48.00 /LF) Unit Pricing D $160.00 /SF ($50.00/§F) Unit Pricing E $1 0.00 /SF ($3.00 /SF) Unit Pricing F $23.00 /SF ($10.00 /SF) Unit Pricing G $40.00 /LF ($15.00 /LF) Unit Pricing H $100.00 /LF TOTAL Base Bid Plus Alternates $1,624,000.00 GIBSON -LEWIS LLC 1001 West l It Street Mishawaka, Indiana 46544 Bid was signed by: Mr. Robert Lingenfelter 1. Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non- Discrimination Commitment for Contractors and REGULAR MEETING MARCH 27 2012 100 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 was submitted I: M Base Bid $1,577,000.00 Alternate 1 $5,200.00 Alternate 2 $8,700.00 Alternate 3 $9,700.00 Alternate 4 $12,700.00 Alternate 5 $3,100.00 Alternate 6 $11,900.00 Alternate 7 $7,600.00 Alternate $ ($9,200.00) Alternate 9 $4,400.00 Altcrnate 10 $7,200.00 Add Deduct Unit Pricing A $4.60 /SF ($3.60 /SF) Unit Pricing B $19.80 /SF ($5.50 /SF) Unit Pricing C $64.00 /LF ($30.00 /LF) Unit Pricing D $180.00 /SF ($100.00 /SF) Unit Pricing E $5.00 /SF ($2.00 /SF) Unit Pricing F $14.00 /SF ($10.00 /SF) Unit Pricing G $45.00 /LF ($30.00 /LF) Unit Pricing H N/A TOTAL Base Bid Plus Alternates $1,638,300.00 CASTEEL CONSTRUCTION CORP. 23186 West Ireland Road South Bend, Indiana 46614 Bid was signed by: Mr. R.V. Casteel 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 was submitted >! Base Bid $1,624,000.00 Alternate 1 $4,700.00 Alternate 2 $36,000.00 Alternate 3 $9,000.00 Alternate 4 $21,800.00 Alternate 5 $1,900.00 Alternate 6 $5,600.00 Alternate 7 $1,000.00 Alternate 8 ($9,700.00) Alternate 9 $4,600.00 Alternate 10 $5,300.00 Add Deduct Unit Pricing A $5.00 /SF ($2.50 /SF) Unit Pricing B $35.00 /SF ($5.00 /SF) Unit Pricing C $100.00 /LF ($O /LF) Unit Pricing D $45.00 /SF ($20.00 /SF) Unit Pricing E $15.00 /SF ($4.00 /SF) Unit Pricing F $45.00 /SF ($20.00 /SF) Unit Pricing G $50.00 /LF ($20.00 /LF) Unit Pricing H NIA REGULAR MEETING MARCH 27 2012 101 TOTAL Base Bid Plus Alternates $1,713,900.00 LARSON- DANIELSON CONSTRUCTION CO. INC. 302 Tyler Street LaPorte, Indiana 46350 Bid was signed by: Mr. Timothy Larson 1. Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted 2. Five percent (5 %) Bid Bond was submitted 3. Indiana Local Business Preference Claim was submitted :f Base Bid $1,524,500.00 $1,638,937.00 Alternate 1 Alternate 2 $6,052.00 Alternate 2 $4,790.00 $9,400.00 Alternate 3 Alternate 5 $10,500.00 Alternate 4 $8,700.00 $21,655.00 Alternate 5 Alternate 8 $3,300.00 Alternate 6 $41600.00 $9,600.00 Alternate 7 $6,344.00 Alternate 8 ($9,000.00) Alternate 9 $4,950.00 Alternate 10 $10,676.00 Add Deduct Unit Pricing A $6.00 /SF ($3.25/SF) Unit Pricing B $19.80/SF ($5.50/SF) Unit Pricing C $64.00 /LF ($47.00/LF) Unit Pricing D $162.00 /SF ($150.00 /SF) Unit Pricing E $4.90 /SF ($3.19 /SF) Unit Pricing F $32.00 /SF ($17.00 /SF) Unit Pricing G $42.00 /LF ($38.00 /LF) Unit Pricing H N/A TOTAL Base Bid Plus Alternates $1,712,414.00 ZIOLKOWSKI CONSTRUCTION INC. 4050 Ralph Jones Drive South Bend, Indiana 46628 Bid was signed by: Mr. Bill Favors 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 was submitted - Base Bid $1,524,500.00 Alternate 1 $6,050.00 Alternate 2 $15,930.00 Alternate 3 $4,790.00 Alternate 4 $12,975.00 Alternate 5 $1,900.00 Alternate 6 $8,700.00 Alternate 7 $7,270.00 Alternate 8 ($9,240.00) Alternate 9 $41600.00 Alternate 10 $6,100.00 REGULAR MEETING MARCH 27, 2012 102 Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above bids were referred to Community and Economic Development and their consultant, and South Bend Heritage for review and recommendation. OPENING AND AWARD OF BIDS — APPROVE CONTRACT — EAST BANK SEWER SEPARATION, PHASE 2— PROJECT NO. 11,1-068 (2012_SEWER BOND) This was the date set for receiving and opening of sealed bids for the above referenced project. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri- County News, which were found to be sufficient. The following bids were opened and publicly read: SELGE CONSTRUCTION CO. INC. 2833 South 11 Street Niles, Michigan 49120 Bid was signed by: Mr. James Boyles 1. Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted 2. Five percent (5 %) Bid Bond was submitted iA1 Base Bid Add Deduct Unit Pricing A $6.00 /SF ($4.00) /SF Unit Pricing B $13.50 /SF ($7.00) /SF Unit Pricing C $220.00 /LF ($175.00) /LF Unit Pricing D $175.00/SF ($100.00) /SF Unit Pricing E $6.00 /SF ($3.50) /SF Unit Pricing F $30.00 /SF ($20.00) /SF Unit Pricing G $50.00/LF ($37.00) /LF Unit Pricing H $30.00 /LF TOTAL Base Bid Plus Alternates $1,583,575.00 Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above bids were referred to Community and Economic Development and their consultant, and South Bend Heritage for review and recommendation. OPENING AND AWARD OF BIDS — APPROVE CONTRACT — EAST BANK SEWER SEPARATION, PHASE 2— PROJECT NO. 11,1-068 (2012_SEWER BOND) This was the date set for receiving and opening of sealed bids for the above referenced project. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri- County News, which were found to be sufficient. The following bids were opened and publicly read: SELGE CONSTRUCTION CO. INC. 2833 South 11 Street Niles, Michigan 49120 Bid was signed by: Mr. James Boyles 1. Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted 2. Five percent (5 %) Bid Bond was submitted iA1 Base Bid $2,682,992.66 Alternate 1 $212,425.00 Alternate 2 $446,825.00 Total Base Bid Plus Alternate i $2;895.417.66 Total Base Bid Plus Alternate 2 $3,129,817.66 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 3. Indiana Local Business Preference Claim on Base Bid $2,692,704.59 Alternate 1 $399,212.50 Alternate 2 $642,768.75 Total Base Bid Plus Alternate 1 $3,091,917.09 Total Base Bid Plus Alternate 2 $3,335,473.34 HRP CONSTRUCTION PO Box 266 South Bend, Indiana 46624 REGULAR MEETING MARCH 27 2012 103 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 3. Indiana Local Business Preference Claim ;M Base Bid $3,113,700.00 Alternate 1 $322,300.00 Alternate 2 $600,650.00 Total Base Bid Plus Alternate 1 $3,436,000.00 Total Base Bid Plus Alternate 2 $3,714,350.00 RIETH -RILEY CONSTRUCTION CO., INC. PO Box 1775 South Bend, Indiana 46614 Bid was signed by: Mr. Christopher Weinkauf 1. Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted 2. Five percent (5 %) Bid Bond was submitted 3. Indiana Local Business Preference Claim IC m Base Bid $3,092,558.10 Alternate 1 $402,875.00 Alternate 2 $699,537.50 Total Base Bid Plus Alternate 1 $3,495,433.10 Total Base Bid Plus Alternate 2 $3,792,095.60 WOODRUFF & SONS, INC. PO Box 450 2125 East US Highway 12 Michigan City, Indiana 46361 Bid was signed by: Mr. Todd Bell 1. Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted 2. Five percent (5 %) Bid Bond was submitted 3. Indiana Local Business Preference Claim on Base Bid $3,178,490.00 Alternate 1 $454,150.00 Alternate 2 $717,850.00 Total Base Bid Plus Alternate 1 $3,632,640.00 Total Base Bid Plus Alternate 2 $3,896,340.00 YOUNGS EXCAVATING INC. PO Box 2765 South Bend, Indiana 46680 -2766 Bid was signed by: Mr. Kurt Youngs 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 REGULAR MEETING 3. Indiana Local Business Preference Claim M MARCH 27 2012 104 Base Bid $31255,156.00 Alternate 1 $586,000.00 Alternate 2 $915,625.00 Total Base Bid Plus Alternate 1 $3,841,156.00 Total Base Bid Plus Alternate 2 $4,170,781.00 Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above bids were referred to Engineering for review and recommendation. After reviewing those bids, Mr. Patrick Henthom, Engineering, recommended that the Board award the contract to the lowest responsive and responsible bidder Selge Construction Co., Inc., 2833 South 10' Street, Niles, Michigan 49120, in the amount of $2,895,417.66, which is the Base Bid plus Alternate 1. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded and the Construction Contract approved as outlined above. Mr. GiIot seconded the motion, which carried. OPENING AND AWARD OF QUOTATIONS — APPROVE CONTRACT — SEWER SERVICE AT 3680 WEST SAMPLE STREET - PROJECT NO. 112 -011 INDUSTRIAL REVOLVING FUND 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: JOHN BOETTCHER SEWER & EXCAVATING 3305 North Home Street Mishawaka, Indiana 46545 Quotation was submitted 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. Indiana Local Business Preference Claim was submitted QUOTATION: Base Bid $28,864.40 Contingent 1 $7,600.00 Total Base Bid Plus Contingent $36,464.40 Local Preference Price $34,641.18 SELGE CONSTRUCTION CO. INC. 2833 South 11 t Street Niles, Michigan 49120 Quotation was submitted by Mr. James Boyles 1. Contractor's Non- Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non- Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted QUOTATION: Base Bid $57,793.00 Contingent 1 $16,400.00 Total Base Bid Plus Contingent $74,193.00 . UNGS EXCAVATING, , INC. ,.. PO Box 2765 South Bend, Indiana 46680 -2766 Quotation was submitted by Mr. Kurt Youngs 1. Contractor's Non - Collusion Affidavit, Non- Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and REGULAR MEETING MARCH 27 2012 105 Certification of Use of United States Steel Products or Foundry Products was Submitted 2. Indiana Local Business Preference Claim was submitted QUOTATION: Base Bid $40,948.00 Contingent 1 $19,400.00 Total Base Bid Plus Contingent $60,348.00 Local Preference Price $58,537.56 HRP CONSTRUCTION PO Box 266 South Bend, Indiana 46624 Quotation was submitted 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. Indiana Local Business Preference Claim was submitted QUOTATION: Base Bid $71,578.00 Contingent 1 $21,000.00 Total Base Bid Plus Contingent $92,578.00 Local Preference Price $89,800.66 Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above Quotations were referred to Community and Economic Development and Engineering for review and recommendation. After reviewing those quotations, Mr. Patrick Henthorn, Engineering recommended that the Board award the contract to the lowest responsive and responsible bidder, John Boettcher Sewer and Excavating, 3305 North Home Street, Mishawaka, Indiana 46545, in the amount of $36,464.40, which is the total of the Base Bid plus the Contingent Item. Therefore, Mr. Inks made a motion that the recommendation be accepted and the quotation be awarded subject to financing. Mr. Gilot seconded the motion, which carried. AWARD BID — NARROW BAND RADIO EQUIPMENT UPGRADE 2012 USER DEPARTMENT CAPITAL) Mr. Matt Chlebowski, Central Services, advised the Board that on February 14, 2012, bids were received and opened for the above referenced equipment. After reviewing those bids, Mr. Chlebowski recommended that the Board award the contract to the lowest responsive and responsible bidder Tele -Rad, Inc., 1001 Pipestone Road, Benton Harbor, Michigan 49022 in the amount of $151,153.00. Therefore, Mr. Inks made a motion that the recommendation be approved as outlined above. Mr. Gilot seconded the motion, which carried. AWARD BID -- 2012 OR NEWER ALL WHEEL DRIVE SUV POLICE PATROL VEHICLES 2012 POLICE DEPARTMENT CAPITAL LEASE Mr. Jeffrey Hudak, Central Services, advised the Board that on March 13, 2012, bids were received and opened for the above referenced vehicles. After reviewing those bids, Mr. Hudak recommended that the Board award the contract to the lowest responsive and responsible bidder Bloomington Ford, 2200 South Walnut, Bloomington, Indiana 47403, in the amounts indicated below: Quantity Des cri tion Unit Amount Amount 3 2013 Ford Police Interceptor SUV $26,632.61 $79,897.83 3 Option A $1,193.35 $3,580.05 Subtotal $83,477 88 1 2013 Ford Police lnterceptor SUV $26,632.61 $26,632.61 1 1 Option B $1,443.35 $1,443.35 Subtotal $28,075.96 Grand Total $111,553.84 REGULAR MEETING MARCH 27 2012 106 Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Gilot seconded the motion, which carried. AWARD BID — 2012 OR NEWER REAR WHEEL DRIVE POLICE PATROL VEHICLES (2012 POLICE DEPARTMENT CAPITAL LEASE) Mr. Jeffrey Hudak, Central Services, advised the Board that on February 28, 2012, bids were received and opened for the above referenced vehicles. After reviewing those bids, Mr. Hudak recommended that the Board award the contract to the lowest responsive and responsible bidder Valley Chevrolet c/o Bloomington Ford, 2200 South Walnut Street, Bloomington, Indiana 47403, in the amount of $25,675.40 each plus $1,484.35 for Option B, for a total $81,479.25 for three vehicles with Option B. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded subject to lease financing. Mr. Gilot seconded the motion, which carried. AWARD BID — 2012 OR NEWER TANDEM AXLE MULTI -USE DUMP TRUCKS (2012 STREET DEPARTMENT CAPITAL LEASE Mr. Jeffrey Hudak, Central Services, advised the Board that on March 13, 2012, bids were received and opened for the above referenced vehicle. After reviewing those bids, Mr. Hudak recommended that the Board award the contract to the lowest responsive and responsible bidder, Selking International, 4849 West Western Avenue, South Bend, Indiana 46619, in the amount of $142,960.46 each with $2,957.00 for Options 1 and 3, for a total of $418,252.38 for three trucks. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded subject to lease financing. Mr. Inks seconded the motion, which carried. AWARD BID — 2012 OR NEWER FOUR YARD FRONT -END RUBBER TIRE LOADER(WASTEWATER CAPITAL Mr. Jeffrey Hudak, Central Services, advised the Board that on March 13, 2012, bids were received and opened for the above referenced vehicles. After reviewing those bids, Mr. Hudak recommended that the Board award the contract to the lowest responsive and responsible bidder Hardings, Inc., 109 West Commercial Avenue, Lowell, Indiana 46356, in the amount of $165,164.00 ($185,164.00 award minus $20,000.00 trade -in). Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Gilot seconded the motion, which carried. AWARD BID AND APPROVE CONTRACT— MICHIGAN STREET LIFT STATION REPLACEMENT — PROJECT NO.. 111-008 (EDIT) Mr. Jacob Klosinski, Environmental Services, advised the Board that on March 22, 2012, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Klosinski recommended that the Board award the contract to the lowest responsive and responsible bidder, John Boettcher Sewer and Excavating, 3305 N. Home Street, Mishawaka, Indiana, 46545, in the amount of $491,300.95, which is the base bid of $499,032.40 minus Alternate I in the amount of $26,044.75, and plus Alternate 2 in the amount of $7,700.00. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded and the Construction Contract approved as outlined above. Mr. Gilot seconded the motion, which carried. APPROVE BID AWARD EXTENSION — 2012 OR NEWER 3/4 TON FOUR -WHEEL DRIVE PICK UP TRUCK 2012 PARK DEPARTMENT CAPITAL BUDGET Mr. Jeffrey Hudak, Central Services, advised the Board that on February 28, 2012, the above referenced bid was awarded to the lowest responsible, responsive bidder, Jordan Motors, Inc., 609 East Jefferson Boulevard, Mishawaka, Indiana 46545. Jordan Motors, Inc., has agreed to extend the unit prices to include one additional truck in the amount $21,300.00. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid award extension be approved as outlined above. Mr. Gilot seconded the motion, which carried. AWARD —QUOTATION — MULTI SEGMENT BLACK AND WHITE MFP COPY MACHINES DEPARTMENT OPERATING FUNDS Mr. Phil Custard, Purchasing, advised the Board that on March 13, 2012, quotations were received and opened for the above referenced copiers for purchase or lease through individual departments. After reviewing those quotations, Mr. Custard recommended that the Board award the contract to the lowest responsive and responsible bidders: REGULAR MEETING MARCH 27 2012 107 Segment . Company Description Method Cost 2 IKON* MP2352sp Purchase $2,406.00 4 IKON MP3352s Lease $2,339.76 6 VanAusdall ** MP6001sp Lease $4,300.80 7 IKON MP7001 sp Lease $5,109.24 * Advanced imaging Solutions quoted lower cost Model that did not meet specification * * IKON quoted lower cost model that did not meet specification It was noted that Advanced Imaging quoted a lower cost for Segment 2 but did not meet the specification and IKON quoted a lower cost model for Segment 7 that did not meet the specifications. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Mr. Inks seconded the motion, which carried. AWARD QUOTATION — MULTI SEGMENT_ _ _ COLOR MFP COPY MACHINES (DEPARTMENT OPERATING FUNDS) Mr. Phil Custard, Purchasing, advised the Board that on March 13, 2012, quotations were received and opened for the above referenced copiers for purchase or lease through individual departments. After reviewing those quotations, Mr. Custard recommended that the Board award the contract to the lowest responsive and resnon.sible h ddf-.ra- Segment Company Description Method Cost 2 IKON MPC2051 Purchase $2,429.00 3 US Business LD630C Lease $2,414.64 4 IKON MPC4501 Lease $3,808.80 5 IKON* MPC7501 Lease $6,092.56 * US Business System quoted an alternate model that did not meet specification It was noted that US Business System quoted an alternate model for Segment 5 that did not meet the specifications. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Mr. Inks seconded the motion, which carried. REJECT QUOTATIONS — WATER WORKS PAPER PRODUCTS 2012 WATER WORKS OPS) Ms, Nancy Yarbrough, Water Works, advised the Board that on March 13, 2012, quotations were received and opened for the above referenced project. After reviewing those quotations, Ms. Yarbrough recommended that the Board reject all quotes as non - responsive because none of the quotes included samples of the products, as required by the specifications. Therefore, Mr. Inks made a motion that the recommendation be accepted and all quotes be rejected as non- responsive. Mr. Gilot seconded the motion, which carried. APPROVE CHANGE ORDER NO. 2 — RIVER COMMONS LIFT STATION REPLACEMENT —PROJECT NO. 109 -087B 2010 SEWER BOND Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 2 on behalf of Niblock Excavating, Inc., 906 Maple Street, PO Box 211, Bristol, Indiana 46507, indicating the contract amount be increased by $22,000.00 for a modified contract sum, including this Change Order, in the amount of $274,965.60. Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Change Order was approved. TABLE CHANGE ORDER NO. 3 FINAL — STUDEBAKER CORRIDOR AREA A DEMOLITION PHASE IV — PROJECT NO. 109 -032 AEDA TIF Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 3 (Final) on behalf of Dore and Associates Contracting, Inc., 900 Truman Parkway, Bay City, Michigan 48706, indicating the contract amount be decreased by $1,161,844.52 for a modified contract sum, including this Change Order, in the amount of $4,897,093.11. Linda Martin, Clerk, stated she has been asked to table this request until further notice. Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Change Order was tabled. REGULAR MEETING MARCH 27 2012 108 APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS EIGHT - THOUSAND (8 000), MORE OR LESS, UNIVERSALINESTABLE REFUSE CON_ TAINERS 2012 SOLID WASTE CAPITAL LEASE In a memorandum to the Board, Mr. Matt Chlebowski, Central Services, requested permission to advertise for the receipt of bids for the above referenced equipment. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - MEMORIAL HOSPIITAoL FFAQADoE PROJECT —PROJECT NO 112 -018 (M ,DICAL TIF) In a Board, Mr. David Relos, Community and Economic Development, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS _ TWO (2) MORE OR LESS 2011 OR NEWER MID -SIZE FOUR DOOR SEDAN AUTOMOBILES WITH STANDARD AND HYBRID DRIVE TRAIN (2012 FIRE DEPARTMENT CAPITAL LEASE) In a memorandum to the Board, Mr. Jeffrey Hudak, Central Services, requested permission to advertise for the receipt of bids for the above referenced vehicles. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the above request was approved. ADOPT RESOLUTION NO. 16 -2012 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND INDIANA ADOPTING A PRIVACY POLICY CONCERNING INDIANA FORECLOSURE PREVENTION NETWORK COUNSELING AND INTERVENTION 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. 16 -2012 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, ADOPTING A PRIVACY POLICY CONCERNING INDIANA FORECLOSURE PREVENTION NETWORK COUNSELING AND INTERVENTION WHEREAS, the City of South Bend (the "Counseling Agency ") is a HUD approved counseling agency and has contracted with the Indiana Housing and Community Development Authority (the "IHCDA ") to provide foreclosure prevention counseling and intervention under the Indiana Foreclosure Prevention Network Program (the "IFPN "); and WHEREAS, pursuant to the IHCDA contract and the requirements of the IFPN, the Counseling Agency is required to adopt and observe a Privacy Policy with respect to client information acquired in the course of providing foreclosure prevention counseling and intervention; and WHEREAS, the Counseling Agency desires to adopt a Privacy Policy to comply with the requirements of the IFPN; and WHEREAS, the Board of Public Works of the City (the "Board ") is authorized pursuant to Indiana law to establish a Privacy Policy consistent with the requirements of the IFPN; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA AS FOLLOWS: 1. The Board hereby adopts a Privacy Policy, in the form attached to this resolution, with respect to client information received by the Counseling Agency in the course of providing foreclosure prevention counseling and intervention under the IFPN. 2. This Resolution shall take effect immediately upon its adoption by the Board. REGULAR MEETING MARCH 27 2012 109 ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana held on March 27, 2012 at 1308 County -City Building, 227 W. Jefferson Boulevard, South Bend, Indiana 46601. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Donald E. Inks ATTEST: s /Linda M. Martin, Clerk ADOPT RESOLUTION NO.17 -2012 — 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. 17 -2012 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND /OR OBSOLETE PROPERTY FIREFIGHTER FIRE HELMET AND BOOTS WHEREAS, I.C. 36 -9 -6 -1 gives the Board of Public Works of the City of South Bend the right and duty to have custody of, control of, use of, and dispose of in accordance with Indiana statutes, all real and personal property owned by the City of South Bend; and WHEREAS, the Common Council of the City of South Bend passed as amended on January 9, 1995, Ordinance No. 8570 -95 which states that: Upon retirement with twenty (20) or more years of service to the City of South Bend, Indiana, a sworn member of the South Bend Fire Department shall be entitled to retain as his or her own personal property, the fire helmet and boots used by such Firefighter immediately prior to giving notice of his or her retirement; and WHEREAS, on March 10, 2012, Pump Engineer John Mehall retired from the South Bend, Indiana, Fire Department after thirty -three (33) or more years of service, and the Board of Public Safety of the City of South Bend, Indiana has determined that he has retired in good standing; and, WHEREAS, IC 5- 22 -22 -6 permits and establishes procedure for disposal of personal property which is no longer needed by the City and which is unfit for the purpose for which it was intended; and WHEREAS, Chief Stephen Cox has advised that the fire helmet and boots previously worn by this Firefighter is of no further use to the Department and of no practical value. NOW, THEREFORE, BE IT RESOLVED, by the Board of Public Works of the City of South Bend, that the fire helmet and boot worn by this Firefighter is no longer needed by the City and are unfit for the purpose for which it they intended and has an estimated fair market value of less than One Thousand ($1,000.00) Dollars. BE IT FURTHER RESOLVED that said property be disposed of in accordance with Ordinance No. 8570 -95 and removed from the City inventory. ADOPTED this 27TH day of MARCH 2012. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Donald E. Inks REGULAR MEETING ATTEST: s /Linda M. Martin, Clerk MARCH 27, 2012 110 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 Agreement Dixon Preparation of Technical $2,800.00 Tabled Engineering Specifications for 3.5 Million (Water Works Gilot /Inks Gallon Elevated Water Operating Storage Tank/Reservoir Fund) Special Dell Computers Purchase of 150 Computer $591.05 Each Inks/Gilot Purchase Replacements for 2012 — - $88,657.50 State QPA Prices Total (User Departments) nts) Addendum to Redevelopment Add to the Master Agency (Medical Inks / Gilot the Master Commission Agreement Memorial Agency Hospital Fayade Project — Agreement Project No. 112 -018 Professional Peerless Semi- Annual Sampling of $8,950.00 Inks / Gilot Services Midwest Cleveland Rd., North Station, (Water Works Proposal and South Station Monitoring Operations) Wells Professional DLZ Indiana Michigan Street Lift Station $14,500.00 Inks / Gilot Services Replacement — Project No. (2010 Bond Supplemental 111 -008 — Engage for Fund) Agreement 2 Bidding Services, Bid Review and Office /Shop Draw Review During Construction Professional Indiana Provide Counseling and NTE Inks / Gilot Services Foreclosure Intervention Services for $75,466.00 Contract Prevention Foreclosure Prevention (Paid to City) Network Counseling and Intervention Counseling Lease Northeast Lease of 803 North Notre $1.00 Tabled Agreement Neighborhood Dame Avenue to NNRO from (Paid to City) Gilot /Inks Revitalization January 1, 2012 to December Organization, 31, 2012 Inc. Parking South Bend Grant Easements to Coveleski Inks / Gilot Easement Silver Hawks Stadium for Parking at Subject to Agreement Parking Lots Owned by Final Legal Public Works, Park Dept., Review of and Redevelopment Agreement Commission Special Dell Purchase 95 Dell E6420 Lap $1,110.69 Inks / Gilot Purchase Tops from State QPA for each ; Police Department $105,515.55 Total (Justice Assistance Grant) Amendment to Redevelopment Nimtz Parkway Multi -Use Inks / Gilot the Addendum Commission Path, Phase 1 --- Project No. to the Master 111 -052 — Study and Agency Redesign Electrical System Agreement for Corridor Lighting and Safety Enhancements REGULAR MEETING MARCH 27 2012 111 Professional Abonmarche Nimtz Parkway Multi -Use $6,400.00 Inks / Gilot Services Path, Phase 1 — Project No. (Increase); Procession — 10` Annual S -O -S Take Agreement Inks / Gilot 111 -052 — Study and New NTE 6:00 p.m. to 8:30 Addendum Center of St. Redesign Electrical System $45,200.00 No. I for Corridor Lighting and (AEDA TIF) South Bend Silver Procession — Opening Day Parade April 9, 2012; Safety Enhancements Hawks Amendment to Redevelopment 748 Hawbaker Demolition ---- Inks / Gilot the Addendum Commission Project No. 111 -043 -- May 5, 2012; 7:00 Inks / Gilot to the Master Prepare Quotation and Award Memorial Agency June 1, 2012 — Inks / Gilot Hospital Agreement of Day; June 2, Proposal for Christopher B. 748 Hawbaker Demolition — $5,500.00 Inks / Gilot Professional Burke Project No. 111 -043 — (SSDA TIF) Notre Dame Services Engineering, Prepare Quotation and Award Cycling Club Classic Criterium 7:15 a.m. to 8:30 LLC p.m. Agreement Verizon Trial Agreement for Demo of No Cost Inks / Gilot Cycling Team, Wireless Equipment to Inks / Gilot Inc. p.m. Support GIS Mapping and JJ5K Fun Run Procession — JJ5K Fun Run April 29, 2012; Gilot /Inks Software for Water Works 12:30 p.m. to 2:30 Professional Force 5 Redesign City Website to be NTE Inks / Gilot Services more User Friendly, Improve $24,000.00 Subject to Agreement Aesthetics, and Highlight (Admin. And Final Legal City Services Finance Review of Professional Agreement Services APPROVAL OF STREET CLOSURES /PROCESSIONS The following street closures and processions were presented for approval: Applicant Description Date /Time Motion Carried S -O -S of the Procession — 10` Annual S -O -S Take April 26, 2012; Inks / Gilot Family Justice Back the Night March 6:00 p.m. to 8:30 Center of St. p.m. Joseph County South Bend Silver Procession — Opening Day Parade April 9, 2012; Inks / Gilot Hawks 4:00 p.m. to 6:30 p.m. National Multiple Procession — Walk MS: Michiana 2012 May 5, 2012; 7:00 Inks / Gilot Sclerosis Society a.m. to 12.00 p.m. Memorial Procession — Sunburst Race June 1, 2012 — Inks / Gilot Hospital 12:00 p.m. to End of Day; June 2, 2012 — 6:00 a.m. to 12:15 p.m. Notre Dame Procession — Notre Dame Cycling April 22, 2012; Inks / Gilot Cycling Club Classic Criterium 7:15 a.m. to 8:30 p.m. Road Dogs Procession - Howard Park Criterium June 16, 2012; Tabled Cycling Team, 1:00 p.m. to 6 :00 Inks / Gilot Inc. p.m. JJ5K Fun Run Procession — JJ5K Fun Run April 29, 2012; Gilot /Inks 12:30 p.m. to 2:30 p.m. APPROVAL OF TRAFFIC RESTRICTIONS The following traffic restrictions were submitted for Board approval. Recommendations from Traffic and Lighting, the Police Department, Engineering and the Fire Department were received. APPLICANT. Indiana University South Bend REGULAR MEETING MARCH 27, 2012 112 LOCATION: 201h Street from Mishawaka Avenue to Northside Boulevard — One Way (South); Close Vine from 21 Sc Street to 20th Street EVENT: E -Waste Recycling Fest DATE /TIME: May 12, 2012; 9:00 a.m, to 12:00 p.m. APPLICANT: Episcopal Cathedral of St. James LOCATION: Close Southernmost West -Bound Lane of Madison Avenue from Lafayette Boulevard to Main Street ---- Drive Tyra Pick Up Only EVENT: Crawfish Broil DATE /TIME: April 20, 2012; 5:00 p.m. to 5:00 p.m. Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the requests were approved. APPROVE SIDEWALK CAFE PERMIT APPLICATIONS Mr. Gilot indicated that the Board is in receipt of the following Sidewalk Cafe Permit applications. Recommendations were received from Engineering, the Fire Department, Building Department, Police Department and Downtown South Bend, Inc.: Applicant: Chicory Cafe Location: 105 East Jefferson Boulevard, Suite 103 Days /Tinges of Operations: Mondays through Fridays — 6:30 a.m, to 5:00 p.m.; Saturdays 8:00a.m. to 4:00 p.m. Favorable Recommendations Applicant: Fiddler's Hearth Location: 127 North Main Street Days /Times of Operations: Mondays and Tuesdays -- 11:00 a.m. to 11:00 p.m.; Wednesdays through Saturdays — 11:00 a.m, to 1:00 a.m.; Sundays — 11:00 a.m. to 9:00 P.M. Favorable Recommendations Applicant: LePeep of South Bend, Inc. Location: 127 South Michigan Street Days /Times of Operations: Mondays through Fridays — 6:00 a.m. to 2:00 p.m.; Saturdays and Sundays 7:00 a.m. to 2:00 p.m. Favorable Recommendations Applicant: Siam Thai Restaurant Location: 211 North Main Street Days /Times of Operations: Mondays through Thursdays — 5:00 p.m. to 9:00 p.m.; Fridays and Saturdays 5:00 p.m. to 9:30 p.m. Comments: Must Maintain 5' Clearance on Sidewalk Applicant: Agave 53 Location: 119 North Michigan Street Days /Times of Operations: Daily — 11:00 a.m. to 2:00 a.m. See Comments: Must Maintain 5' Clearance on Sidewalk Mr. Inks made a motion that the Sidewalk Cafe Permit Applications be approved subject to the comments submitted. Mr. Gilot seconded the motion which carried. APPROVAL OF APPLICATION FOR MASSAGE LICENSE RENEWAL Mr. Gilot stated that the Board is in receipt of favorable recommendations for the following Application for Massage License Renewals APPLICANT: Bangs Salon & Spa LOCATION: 1639 North Ironwood Road Favorable Recommendations Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the application for the renewal of the License was approved. REGULAR MEETING MARCH 27, 2012 113 FAVORABLE RECOMMENDATION W PETITION TO VACATE THE EAST HALF OF THE SECOND EAST /WEST ALLEY NORTH OF SAMPLE STREET BETWEEN WEBSTER STREET AND ARNOLD STREET Mr. Gilot indicated that John Kucharski, the owner of the adjacent property at 825 South Arnold Street and Mr. Pete Perez, land contract buyer of the same property, submitted a request to vacate the above referenced alley. Mr. Gilot advised the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Area Plan Commission, Police Department, Solid Waste, Community and Economic Development and Engineering. Mr. Gilot advised the Board is in receipt of unfavorable recommendations concerning this Vacation Petition from the Fire Department, and NIPSCO. The Fire Department stated the closest hydrant is in front of 823 South Arnold next to the alley being requested to vacate. There are garage structures behind this address and the hydrant is about 100 -150 feet away. The next hydrant is about 300 -350 feet away. Vacating the alley would delay water supply to the fire trucks. NIPSCO stated they currently have active gas facilities in the alley. They need to retain access to these facilities for maintenance purposes. Structures cannot be built of over the alley if it is vacated. 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. Area Plan stated the tax records indicate that the applicant does not own the abutting property and therefore may not have standing to request the vacation. Mr. Gilot noted attached documentation shows the owner of the property as Mr. Kucharski. Therefore, Mr. Gilot made a motion that the Clerk send a letter to the petitioner recommending approval of the request for vacation subject to utility easements. Mr. Inks seconded the motion which carried. FAVORABLE RECOMMENDATION - PETITION TO VACATE THE EAST HALF OF THE SECOND EAST/WEST ALLEY NORTH OF DUNHAM STREET BETWEEN WEBSTER STREET AND ARNOLD STREET Mr. Gilot indicated that Ms. Nora Hernandez, 725 South Arnold Street, South Bend, Indiana 46619, has submitted a request to vacate the above referenced alley. Mr. Gilot advised the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Area Plan Commission, Police Department, Fire Department, Solid Waste, 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. Therefore, Mr. Inks made a motion that the Clerk send a letter to the petitioner recommending approval of the request for vacation. Mr. Gilot seconded the motion which carried. APPROVE AND DENY TRAFFIC CONTROL DEVICES Upon a motion made by Mr. inks, seconded by Mr. Gilot and carried, the following traffic control device was approved: NEW INSTALLATION: 2 -Hour Handicapped Parking LOCATION: South Side of Washington Street between Lafayette Boulevard and Main Street in Front of the Tower Building REMARKS: All criteria has been met Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the following traffic control device was denied: DENIED: Handicapped Accessible Parking Space Sign LOCATION: 226 East Altgeld Street REMARKS: Driveway Provides Better Access to Residence FILING OF CERTIFICATE OF INSURANCE REGULAR MEETING MARCH 27, 2012 114 Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Certificates of Insurance for the following businesses were accepted for filing: Lang, Feeney and Associates, Inc. South Bend Community School Corporation RATIFY APPROVAL AND /OR RELEASE OF EXCAVATION BONDS Mr. Anthony Molnar, Division of Engineering, recommended that the following Excavation Bonds be ratified pursuant to Resolution 100 -2000 and/or released as follows: Business Bond Type YP Approved/ Released Effective Date Robert Derrickson D /B /A Bob's Sewer Excavation Approved March 19, 2012 & Drain A Plus Heating, Plumbing & Cooling, Excavation For Release March 20, 2012 Inc. 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 $1,914,024.87 03/27/2012 St. Jose h County Housing Consortium $1,096.48 03/19/2012 St. Joseph County Housing Consortium $7,897.74 03/19/2012 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. PRIVILEGE OF THE FLOOR Ms. Francesca Hrezo, ASAP Towing, informed the Board that she has been requesting a review of the annual Towing Statistics by the Board of Safety since September of 2011. She stated she was told in the past that this is an annual review process. She stated she has been asking for this review and has been told that they were working on it since September. She stated she now saw where the Board of Works approved a Towing Resolution back in December of 2011, so she's wondering if she has been on the right track by requesting the Board of Safety review the policy. Mr. Gilot stated the Board of Safety and their attorney manage and oversee the towing program and enlist the Board of Works for the contracting details. He stated he would ask the Board of Safety attorney to get back with Ms. Hrezo. He asked for her patience, noting there is a new administration that is working on a lot of additional issues. Mr. Larry Metiever, Legal, stated he would get with the Board of Safety attorney and get back to her. RECESS At 10:48 a.m. Mr. Gilot made a motion that the Board take a recess for five (5) minutes and reconvene to award the East Bank Sewer Separation, Phase 2. Mr. Inks seconded the motion, which carried. RECONVENE The Board of Works reconvened at 10:55 a.m. with Gary Gilot, President, Donald Inks, Member, and Larry Meteiver, Legal, present. AWARD BID AND APPROVE CONTRACT — EAST BANK SEWER SEPARATION PHASE 2 — PROJECT NO. 11 1-068..{2012 SEWER BOND) Mr. Patrick Henthorn, Engineering, stated Selge Construction was the only bidder that did not request a Local Preference Claim, but they were still the lowest responsive and responsible bidder. Therefore, Mr. Henthorn requested the Board award the Base Bid plus Alternate No. I to Selge Construction Co. Inc., 2833 South 11th Street, Niles, Michigan 49120, in the amount of REGULAR MEETING MARCH 27 2012 115 $2,895,417.66. Mr. Henthorn noted that the bid could not be awarded for only the Base Bid; either Alternate No. 1 or Alternate No. 2 also had to be awarded to restore the brick pavers. Upon a motion by Mr. Inks, seconded by Mr. Gilot and carried, the bid award was approved and the contract was approved and signed. 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 10:58 a.m. BOARD OF PUBLIC WO KS Gary A. Gilot, President Donald E. Inks, Member Kathryn E oos, Member `\- ' da M. Martin; Cler .