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HomeMy WebLinkAbout04/24/12 Board of Public Works MinutesAGENDA REVIEW SESSION APRIL 19120,12 136 The Agenda Review Session of the Board of Public Works was convened at 10:35 a.m. on Thursday, April 19, 2012, by Board President Gary A. Gilot, with Board Member Donald E. Inks present. Also present was Board Attorney Cheryl Greene. Board of Public Works Clerk, Linda M. Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. ADDITIONS TO THE AGENDA Mr. Gilot noted the addition to the agenda of three (3) requests to advertise for the Purchase of CRAH Equipment at Lot 4 of Ignition Park; Facade Improvements for Lot 4 at Ignition Park; and a Notice of a Public Hearing. Also added were a Professional Services Agreement with Abonmarche, and a Joint Funding Agreement with the U.S. Department of the Interior Geological Survey. OPENING OF BIDS — MEMORIAL HOSPITAL FACADE PROJECT — PROJECT NO. 112- 018 This was the date set for receiving and opening of sealed bids for the above referenced project. Mr. Gilot noted the bid opening was previously approved to be re- scheduled to May 15, 2012 and Notice was sent to all plan holders and published in the South Bend Tribune and Tri- County News. REJECT AND RETURN „ .,. RN QUOTES A -,. - -- _ ND APPROVE RE -QUOTE —nE 2012 MILLING SERVICE Ms. Greene informed the Board that the Clerk of the Board received sealed bids sent to the Street Department to a former employee of the City. The Board must now determine whether to open the quotes or return them and re -quote this project. She noted it is unclear what the letter that was sent requesting quotes required and when the quotes are due. She also noted it is unclear if they are in the quote or bid threshold. Ms. Greene stated it is her recommendation that the quotes be left sealed and returned to the bidders and the project be re- quoted. Upon a motion from Mr. Gilot, seconded by Mr. Inks and carried, the Board approved the return of the unopened quotes to the bidders, and the re- quoting of the project by Engineering. APPROVE CHANGE ORDER NO. I — LINCOLN WAY WEST STREETSCAPE IMPROVEMENTS — PROJECT NO. 111 -080 (COIT) Mr. Toy Villa, Engineering, submitted Change Order No. 1 on behalf of SIT Bancroft Electric, 25020 State Road 2, South Bend, Indiana 46619, indicating the contract amount be increased by $15,281.00 for a modified contract sum, including this Change Order, in the amount of $46,139.00. Mr. Villa stated the 49.52% increase was due to an existing TESCO cabinet that was anticipated to be used for power for the new lighting, but later determined to be unable to handle the additional demands. An additional cabinet had to be installed to supply power for the lighting. Ms. Greene stated this Change Order was due to unforeseen circumstances. Mr. Gilot asked Mr. Villa to make note of this information about the maximum load these cabinets can handle so this doesn't continue to happen. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 f-- TRIANGLE NEIGHBORHOOD INFRASTRUCTURE IMPROVEMENTS -- PROJECT NO. 109 -009 (MAJOR MOVES /EDIT) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of HRP Construction, PO Box 266, South Bend, Indiana 46624, indicating the contract amount be decreased by $46,769.14 for a modified contract sum, including this Change Order, in the amount of $1,654,365.19. Mr. Villa stated they are eliminating the rental of a jack hammer because the property owner is doing his own demolition. Mr. Gilot requested this be approved today as the project has some urgency. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Change Order was approved. Board members discussed the following item(s) from the agenda. - Resolution No. 23 -2012 Mr. Dave Relos, Community and Economic Development, stated this resolution is for the condemnation of properties in the Sheridan - Lincoln Way West project. Mr. Inks stated the funding should be confirmed for this project. Larry Metievier, Legal, stated this goes back to 2007, and the funding was approved back then. Mr. Inks stated if it wasn't used that year, it may have been lost. Mr. Gilot noted the resolution should be approved subject to funding. He stated that the Board of Works is condemning the property for AGENDA REVIEW SESSION APRIL 19, 2012 137 right -of -way road work, not a redevelopment project. Mr. Relos confirmed that was correct. Ms. Greene stated that Koontz Wagner agreed verbally to the price, but has not signed any paperwork yet. She stated there is a price discrepancy with Peltz, the other property owner. - Professional Services Proposal — ME Design Services Jacob Klosinski, Environmental Services, stated this design study is to look at finding energy savings at the Wastewater plant with their HVAC system. Mr. Gilot noted the laboratory has special requirements that they need to make sure ME Design is aware of. - Bid Award Extension — Underground Pipe and Valve Mr. Dave Tungate, Water Works, stated this extension of the original 2008 bid prices for fire hydrants and valves is a substantial savings to the City. He noted Underground Pipe and Valve wants to continue to do business with the City and has not raised their prices since the original bid. Mr. Gilot stated it is a savings to the City but after five years, they need to re -bid this. He noted five years is the limit for extending a bid and they should let the supplier know that next year they will be doing a new spec for these supplies. Mr. Tungate stated the amount was not correct; the amount should be not to exceed $200,000.00. - Resolution No. 21 -2012 Mr. Michael Divita, Community and Economic Development, stated the annexation of this .75 acre parcel in front of Brown Mackie College will not create any additional public works development. He noted the sewer and water are already present and there is no need for curb cutting or additional lighting. - Fire Station No. 3 Roof Replacement — Project No. 112 -014 Fire Chief Steve Cox stated they anticipate huge savings with the replacement of this roof. He noted the last roof replacement for the Fire Department created nearly a 36% energy savings. Mr. Gilot questioned if they are still considering moving the location of the station. Chief Cox stated a study had been done and a recommendation of where to relocate had been received. He noted they took all of this information into consideration when determining to go ahead with the project. He stated the bids were so low under the budget that it was determined that they should go ahead with the project with the thought that if the station is relocated, the building can be used for another City purpose. - Special Purchase — Smiths Detection Fire Chief Steve Cox stated that this purchase is from Smiths Detection, the sole manufacturer of this chemical identifying device. He noted there are two (2) devices that provide this service, the other one uses a laser. He noted that Clay Township has one of the laser detection systems and they had a problem with the heat from the laser vaporizing a substance that turned out to be explosive. Chief Cox stated this is a safer device that has a greater range of chemical identification. Ms. Greene stated in order for a purchase to be considered a sole source, the vendor has to be the sole provider of that technology. Chief Cox confirmed that Smiths Detection is the sole provider of this technology, and this is the safest technology for the Fire Department, Ms. Greene requested the Chief forward a memo explaining that this is a sole source based on the technology. Mr. Gilot noted that HazMat is not needed very often, will this device work as needed after sitting for a long time. Chief Cox stated they offer five (5) year software updates and monthly calibration, so it will work. - Opening and Award of Quotations — East Race Waterway Dock Extension Mr. Patrick Henthorn, Engineering, requested that this item be removed from the agenda. He noted the quotes had not gone out and were not ready to go out. - Request to Advertise — Main Street/Lafayette Boulevard Connector from Ireland Road to Chippewa Avenue Mr. Inks stated the estimates for this project came in way above the budget so they may have to reject all bids and budget this project next year. 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 12:15 p.m. BOARD Of PUBLIC WORKS Gary A. Gilot, President AGENDA REVIEW SESSION ATTEST: 4LW&M.lMartin, 671erk APRIL 19,2012 138 D nald E. Inks, Member Kathryn E. Roos, Member REGULAR MEETING APRIL 24, 2_012 The regular meeting of the Board of Public Works was convened at 9:35 a.m. on Tuesday, April 24, 2012, by Board President Gary A. GiIot, with Board Member Donald Inks present. Also present was Attorney Andrea Beachkofsky. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the minutes of the Agenda Review Session of April 5, 2012, the Regular Meeting of April 10, 2012 and the Claims Review Meeting of April 17, 2012, were approved. OPENING OF BIDS -- EIGHT - THOUSAND (8,000), MORE OR LESS, UNIVERSAL/NESTABLE _ REFUSE CONTAINERS (2012 SOLID WASTE CAPITAL LEASE) This was the date set for receiving and opening of sealed bids for the above referenced equipment. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri- County News, which were found to be sufficient. The following bids were opened and publicly read: Q BEST EQUIPMENT CO., INC. 5550 Poindexter Drive Indianapolis, Indiana 46235 Bid was signed by: Ms. Maria Dahlmann Contractor's Non - Collusion Affidavit, Non- Debarment Aff davit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Ten percent (10 %) Bid Bond was submitted O Up Each Description Manufacturer Unit Price 8,000 96-Gallon Greenstone carts Toter $49.38 Each 2 Hand Held Computer Route Ware $5,995.00 Each 1 Route Ware Software & Training Route Ware $24,000.00 Each PYRAMID EQUIPMENT 211 South Prairie Street Rolling Prairie, Indiana 46371 Bid was signed by: Mr. Greg Dadlow 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 Ten percent (10 %) Bid Bond was submitted Indiana Local Business Preference Claim Form was submitted no REGULAR MEETING APRIL 24 2012 139 Each Description Manufacturer Unit Price 8,000 96- Gallon Carts with RFID Cascade $376,000.00 2 RFID Tag Readers Cascade $11,000.00 Total GM $15,950.00 $387,000.00 PYRAMID EQUIPMENT 211 South Prairie Street Rolling Prairie, Indiana 46371 Bid was signed by: Mr. Greg Dadlow 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 Ten percent (10 %) Bid Bond was submitted Indiana Local Business Preference Claim Form was submitted m Each Description Manufacturer Unit Price g ?ppp 95- Gallon Carts with RFID OTTO $388,800.00 2 RFID Tag Readers OTTO $12,000.00 Total GM $15,950.00 $400,800.00 Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above bids were referred to Solid Waste and Purchasing for review and recommendation. OPENING OF BIDS — TWO (2) MORE OR LESS, PRE -OWNED 2011 OR NEWER MID- SIZE FOUR DOOR SEDAN AUTOMOBILES WITH STANDARD HYBRID DRIVE TRAIN (2012 FIRE DEPARTMENT„ CAPITAL_ LEASE) 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: GATES CHEVROLET 636 West McKinley Mishawaka, Indiana 46545 Bid was signed by: Mr. Dave Holland 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 Ten percent (10 %) Bid Bond was submitted Indiana Local Business Preference Claim was submitted Item Est, No. Qty. Item Manufacturer Unit Price 1 2 2011 Chevrolet Malibu (Gas) GM $15,950.00 Option# 1 2 4 Corner Strobe Light System $525.00 Each Total $16,475.00 Mileage is 32,500 or less Colors may be limited as to availability Hybrid not available REGULAR MEETING APRIL 24, 2012 140 JORDAN MOTORS, INC. 609 East Jefferson Boulevard Mishawaka, Indiana 46545 Bid was signed by: Ms. Debra Starkweather 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 Ten percent (10 %) Bid Bond was submitted Indiana Local Business Preference Claim was submitted H Item Est. No. Qty. Item Manufacturer Unit Price 1 2 New 2012 Fusion Hybrid Ford $25,899.00 x2 = $51,798.00 Option# 1 2 4 Corner Strobe Light System $650.00 /Each $1,300.00 for 2 Total $53,098.00 for 2 No pre -owned is available; this is a new vehicle. Last date to order is 514112 Current ETA is eight weeks Wheelbase is 107.4" Tires are P225/50VR17 all season black sidewall Free access to Ford's technical resource center. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above bids were referred to the Fire Department and Equipment Services for review and recommendation. OPENING AND AWARD OF QUOTATIONS --- APPROVE CONTRACT — INSTALLATION OF FIBER OPTIC CONDUIT FOR NEW ANIMAL SHELTER — PROJECT NO 112 -022 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: MICHIANA CONTRACTING INC. 7843 Lilac Road P.O. Box 929 Plymouth, Indiana, 46563 Quotation was submitted by Mr. David Delp 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 Indiana Local Business Preference Claim was submitted QUOTATION: $6,490.00 MARTELL ELECTRIC 4601 Clevaland Road South Bend, Indiana 46628 Quotation was submitted by Mr. Steve Zornig 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 Indiana Local Business Preference Claim was submitted QUOTATION: $6,995.75 Mr. Inks noted that Michiana Contracting, Inc. had a typed amount crossed out and a handwritten amount initialed by the Vice President on their bid. Upon a motion made by Mr. Gilot, seconded REGULAR MEETING APRIL 24, 2012 141 by Mr. Inks and carried, the above Quotations were referred to Code Enforcement and Engineering for review and recommendation. After reviewing those quotations, Mr. Toy Villa, Engineering recommended that the Board award the contract to the lowest responsive and responsible bidder, Michiana Contracting, Inc., in the amount of $6,490.00. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the quotation be awarded subject to financing. Mr. Inks seconded the motion, which carried. OPENING AND AWARD OF QUOTATIONS — APPROVE CONTRACT — CURB MACHINE SERVICES FOR 2012 PROJECT NO. 112 -024 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: SELGE CONSTRUCTION CO. INC. 2833 South 11 Street Niles, Michigan 49120 Quotation was submitted by Mr. John Szuba 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 Indiana Local Business Preference Claim was submitted Item No. Description Qty Unit Unit Price Total Amount I Curb Machine Services 120* HRS $415.00 $49,800.00 WALSH & KELLY INC. 24358 State Road 23 South Bend, Indiana 46614 Quotation was submitted by Mr. Dustin Hilary 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 Indiana Indiana Local Business Preference Claim was submitted Item No. Description Qty Unit Unit Price Total Amount 1 Curb Machine Services 120` HRS $440.00 $52,800.00 RIETH -RILEY CONSTRUCTION CO., . INC. PO Box 1775 South Bend, Indiana 46614 Quotation was submitted by Mr. Todd Kulczar 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 Indiana Local Business Preference Claim was submitted Item No. Description Qty Unit Unit Price Total Amount 1 Curb Machine Services 120* HRS $600.00 $72,000.00 It was noted by Ms. Beachkofsky that Selge Construction, out of Michigan, submitted a Local Business Preference form with their quotation based on the definition of a business that has a substantial positive economic impact on the affected counties. Mr. Gilot noted that is being reviewed by Cheryl Greene, Legal, due to a previous submittal with a bid. He stated that Ms. Greene informed the Board that effective July 1, 2012, the wording of the form would change based on a new law that the company submitting the form must be an Indiana based company. He noted in this instance it was irrelevant because Selge was the lowest bidder regardless of the Local Preference form. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above Quotations were referred to Engineering and Sewers for review and recommendation. After reviewing those quotations, Mr. Toy Villa, Engineering recommended that the Board award the contract to the lowest responsive and responsible bidder, Selge Construction Co., Inc., in the amount of $49,800.00. Therefore, Mr. Gilot made a motion that the recommendation be REGULAR MEETING APRIL 24, 2012 142 approved and the quotation be awarded as outlined above. Mr. Inks seconded the motion, which carried. OPENING OF QUOTATIONS - TRAFFIC PAINT 2012— PROJECT NO. 111 -074 ENGINEERING OPERATING Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referenced project. He stated the funding showing on the agenda was incorrect; it should be a Traffic Department fund. The following Quotations were opened and read: UNITED COATINGS TECHNOLOGIES 1011 South Main Street South Bend, Indiana 46601 Quotation was submitted by Mr. James Nadolny 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 Indiana Local Business Preference Claim was submitted QUOTATION: Item No. Description Quantity Unit Unit Price Total Amount I Liquid Thermoplastic Traffic I Marking Paint — White 1540 1 $15.80 $24,332.00 2 Liquid Thermoplastic Traffic Marking Paint — Yellow 1100 1 $15.20 $16,720.00 3 Liquid Thermoplastic Blue Traffic Marking Paint -- Blue 1.00 1 $16.00 $1,600.00 Total $42,652.00 SEALMASTER INDIANAPOLIS 1010 East Sumner Avenue Indianapolis, Indiana 46227 Quotation was submitted by Mr. Jacob Bernath 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: Item No. I Description Quantity Unit Unit Price Total Amount 1 Liquid Thermoplastic Traffic I Marking Paint White 1540 1 $18.45 $28,413.00 2 Liquid Thermoplastic Traffic Marking Paint — Yellow 1100 1 $18.45 $20,295.00 3 Liquid Thermoplastic Blue Traffic Marking Paint — Blue 100 1 $18.45 $1,885.00 Total $50,593.00 THE SHERMAN- WILLIAMS COMPANY 1001 Nebula Road Manchester, Georgia 31816 Quotation was submitted by Mr. John Palomba 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: Item No. Description Quantity Unit Unit Price Total Amount Liquid Thermoplastic Traffic I Marking Paint —White 1540 1 $11.82/Gal $18,202.80 REGULAR MEETING APRIL 24 2012 143 2 Liquid Thermoplastic Traffic Base Bid $28,000.00 Alternate 1 $23,000.00 Alternate 2 Marking Paint —Yellow 1100 1 $11.02 $12,122.00 3 Liquid Thermoplastic Blue N/A NIA Alternate 3 N/A Traffic Marking Paint — Blue 100 1 $16.24 $1,624.00 Total $31,948.80 Due to Packaging Requirements, pails must be ordered in 80 gallon (16 pail) increments per color) Ms. Beachkofsky noted the wrong Nan - collusion form was provided from Sherwin Williams. Ms. Martin stated the wrong form was originally sent out, and eventually corrected with the right form being sent via addendum. Mr. Gilot suggested that Sherwin Williams be given twenty -four (24) hours to correct the problem and return the signed, correct form. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above Quotations were referred to Engineering, Traffic Department, and Purchasing for review and recommendation. OPENING Oh UOTATIONS — OLIVE STREET PUMPING STATION ROOF DRAIN DISCONNECTION — PROJECT NO. 112 -019 WATER WORKS O &M 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: THE ROBERT HENRY CORPORATION 404 South Frances Street South Bend, Indiana 46617 Quotation was submitted by Mr. Stephen Henry 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 Indiana Local Business Preference Claim was submitted QUOTATION: Description Total Base Bid $28,000.00 Alternate 1 $23,000.00 Alternate 2 ($7,000.00) Alternate 3 ($7,000.00) GIBSON -LEWIS LLC 1001 West l It Street Mishawaka, Indiana 46544 Quotation was submitted by Mr. Robert Lingenfelter 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 Indiana Local Business Preference Claim was submitted QUOTATION: Description Quantity Unit Price Total Base Bid 6 $4,127.00 $24,761.00 Alternate 1 6 $10,610.00 $63,622.00 Alternate 2 N/A NIA Alternate 3 N/A NIA Ms. Beachkosky noted both companies supplied the wrong Local Business Preference Claim form. Mr. Gilot stated they could forward the correct form within twenty -four hours, as previously allowed by the Board in these situations. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above Quotations were referred to Water Works and their consultant for review and recommendation. AWARD BID AND APPROVE CONTRACT — LASALLE SCHOOL AREA SEWER SEPARATION — PROTECT NO.; 107- 042_ (2011 SEWER BOND) REGULAR MEETING APRIL 24, 2012 144 Mr. John Engstrom, Engineering, advised the Board that on April 10, 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 C &E Excavating, Inc., 53767 County Road 9, Elkhart, Indiana 46514, in the amount of $1,394,568.30. 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. AWARD BID AND APPROVE CONTRACT — AUTOMATION OF DO CONTROLS FOR AERATION BLOWERS — PROJECT NO. 111 =070 (ENVIRONMENTAL SERVICES CAPITAL /O &M) Mr. Jacob Klosinski, Environmental Services, advised the Board that on April 10, 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 Mason Engineering and Construction, Inc., 5720 Hugenard Road, Fort Wayne, Indiana 46818, in the amount of $687,000.00, which is the Base Bid only. 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. AWARD BID AND APPROVE CONTRACT — EAST BANK PHASE 3 SEWER SEPARATION -- PROJECT NO. 111 -069 (2012 BOND) Mr. Patrick Henthorn, Engineering, advised the Board that on April 10, 2012, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Henthorn recommended that the Board award the contract to the lowest responsive and responsible bidder Rieth -Riley Construction Co., Inc., PO Box 1775, 25200 State Road 23, South Bend, Indiana 46614, in the amount of $2,230,489.49, which is the Base Bid only. 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. AWARD BID AND APPROVE CONTRACT — NEW POSITIVE DISPLACEMENT HYDRO - EXCAVATING MACHINE WITH TANDEM CAB AND CHASSIS (WATER WORKS BOND) Mr. Jeffrey Hudak, Central Services, advised the Board that on March 13, 2012, bids were received and opened for the above referenced equipment. After reviewing those bids, Mr. Hudak recommended that the Board award the contract to the lowest responsive and responsible bidder Jack Doheny Supplies, Inc., PO Box 809, Northville, Michigan 48167, in the amount of $361,047.00, which is the Base Bid plus options A, B, C, D and E. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded and the Construction Contract approved subject to financing. Mr. Gilot seconded the motion, which carried. AWARD BID AND APPROVE CONTRACT — MEMORIAL HOSPITAL STREETSCAPE IMPROVEMENTS BID PACKAGE NO. 3A — PROJECT NO. 111 -060 {MEDICAL TIF) Mr. Patrick Henthom, Engineering, advised the Board that on April 10, 2012, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Henthorn recommended that the Board award the contract to the lowest responsive and responsible bidder Rieth -Riley Construction Co., 25200 State Road 23, PO Box 1775, South Bend, Indiana 46614, in the amount of $904,093.50 (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. Gilot seconded the motion, which carried. APPROVE BID AWARD EXTENSION - FIRE HYDRANTS AND VALVES (WATER WORKS OPERATING /CAPITAL /BOND) - Mr. David Tungate, Water Works, advised the Board that on July 14, 2008, the above referenced bid was awarded to the lowest responsible, responsive bidder, Underground Pipe & Valve, Inc., 1077 Oliver Plow Court, PO Box 508, South Bend, Indiana 46624. Underground Pipe & Valve, has agreed to extend the unit prices until July 14, 2013. Mr. Tungate recommended that the Board approve the bid award extension in an amount not to exceed $200,000.00. Mr. Gilot noted this extension will take the bid extension to the five (5) year maximum allowed for extending bid prices. He stated the bid is being extended subject to being opened up to other bidders and put out to bid next year. Therefore, Mr. Gilot made a motion that the recommendation be accepted REGULAR MEETING APRIL 24, 2012 145 and the bid award extension be approved as outlined above. Mr. Inks seconded the motion, which carried. AWARD QUOTATION AND APPROVE CONTRACT -- FIRE STATION NO. ..3„ ROOF REPLACEMENT - PROJECT NO... 112-014 (FIRE CAPITAL) Mr, Toy Villa, Engineering, advised the Board that on March 8, 2012, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Villa recommended that the Board award the contract to the lowest responsive and responsible bidder, Lawmasters, Inc., 1407 West Hively Avenue, Elkhart, Indiana 46517, in the amount of $62,216.00. Also presented at this time for approval was the contract, Therefore, Mr. Inks made a motion that the recommendation be accepted and the quotation be awarded as outlined above and the contract approved. Mr. Gilot seconded the motion, which carried. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — MAIN STREET /LAFAYETTE BOULEVARD CONNECTOR FROM IRELAND ROAD TO CHIPPEWA AVENUE — PROJECT NO. 110 -058 (SSDA TIF) In a memorandum to the Board, Mr. Patrick Henthorn, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Also presented at this time for approval and execution was the Title Sheet. Upon a motion made by Mr, Inks, seconded by Mr. Gilot and carried, the above request to advertise was approved, and the Title Sheet was approved and signed. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — PURCHASE OF CRAH E UIPMENT FOR LOT 4 OF IGNITION PARK — PROJECT NO. 112 -026 AEDA MF In a memorandum to the Board, Mr. Patrick Henthorn, Engineering, 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 — FACADE IMPROVEMENTS FOR LOT 4 OF IGNITION_ PARK --- PROJECT NO_ 112- 02aAEDA TIF) In a memorandum to the Board, Mr. Patrick Henthorn, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Also presented at this time for approval and execution was the Title Sheet. Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the above request to advertise was approved, and the Title Sheet was approved and signed. APPROVAL OF REQUEST TO ADVERTISE FOR THE NOTICE OF PUBLIC HEARING AS TO PROPOSED LEASE OF OFFICE SPACE In a memorandum to the Board, Ms. Pam Paluszewski, Legal Department, requested permission to advertise for a hearing for the Human Rights offices to lease office space at 319 Niles Avenue, South Bend, Indiana. Mr. Inks stated he was told that the Mayor had instructed Human Rights to look for a City -owned facility to move to, rather than renting a private office. Ms. Beachkofsky stated she would confirm whether the Notice needed to be run, but meanwhile she recommended the Board approve the request in case they did need to advertise. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the above request was approved. ADOPT RESOLUTION NO. 21 -2012 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND INDIANA ADOPTING A WRITTEN FISCAL PLAN AND ESTABLISHING A POLICY FOR THE PROVISION OF SERVICES TO AN ANNEXATION AREA IN CLAY TOWNSHIP (DOUGLAS SOUTH ANNEXATION AREA) Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 21 -2012 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA ADOPTING A WRITTEN FISCAL PLAN AND ESTABLISHING A POLICY FOR THE PROVISION OF SERVICES TO AN ANNEXATION AREA IN CLAY TOWNSHIP (DOUGLAS SOUTH ANNEXATION AREA) WHEREAS, there has been submitted to the Common Council of the City of South Bend, REGULAR MEETING . APRIL 24, 2012 146 Indiana, an Ordinance and a petition by all (100°/x) property owners which proposes the annexation of real estate located in Clay Township, St. Joseph County, Indiana, which is more particularly described at Page 13 of Exhibit "A" attached hereto; and WHEREAS, the territory proposed to be annexed encompasses approximately 0.75 acres of land containing vacant land, which property is at least 12.5% contiguous to the current City limits, i.e., approximately 75.8% contiguous, generally located on the south side of Douglas Road east of State Road 23 (17210 Douglas Road). It is anticipated that the annexation area will be used for commercial purposes as permitted by the zoning ordinance. The development will require a basic level of municipal public services of a non- capital improvement nature, including street and road maintenance, street sweeping, flushing, snow removal, and sewage collection, as well as services of a capital improvement nature, including street and road construction, street lighting, a sanitary sewer system, a water distribution system, and a storm water system and drainage plan; and WHEREAS, the Board of Public Works now desires to establish and adopt a fiscal plan and establish a definite policy showing: (1) the cost estimates of services of a non- capital nature, including street and road maintenance, street sweeping, flushing, and snow removal, and sewage collection, and other non - capital services normally provided within the corporate boundaries; and services of a capital improvement nature including street and road construction, street lighting, a sanitary sewer extension, a water distribution system, and a storm water system to be furnished to the territory to be annexed; (2) the method(s) of financing those services; (3) the plan for the organization and extension of those services; (4) that services of a non - capital nature will be provided to the annexed area within one (1) year after the effective date of the annexation, and that they will be provided in a manner equivalent in standard and scope to similar non - capital services provided to areas within the corporate boundaries of the City of South Bend, regardless of similar topography, patterns of land use, and population density; (5) that services of a capital improvement nature will be provided to the annexed area within three (3) years after the effective date of the annexation within the same manner as those services are provided to areas within the corporate boundaries of the City of South Bend regardless of similar topography, patterns of land use, or population density, and in a manner consistent with federal, state and local laws, procedures, and planning criteria; and (6) the plan for hiring the employees or other governmental entities whose jobs will be eliminated by the proposed annexation. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, AS FOLLOWS: Section I. It is in the best interest of the City of South Bend and the area proposed to be annexed that the real property described more particularly at Page 13 of Exhibit "A" attached hereto be annexed to the City of South Bend, Section II. That it shall be and hereby is now declared and established that it is the policy of the City of South Bend, by and through its Board of Public Works, to furnish to said territory services of a non - capital nature, such as street and road maintenance, street sweeping, flushing, and snow removal, within one (1) year of the effective date of the annexation in a manner equivalent in standard and scope to services furnished by the City to other areas of the City regardless of similar topography, patterns of land utilization, and population density; and to furnish to said territory, services of a capital improvement nature such as street and road construction, a street light system, a sanitary sewer system, a water distribution system, a storm water system and drainage plan, within three (3) years of the effective date of the annexation in the same manner as those services are provided to areas within the corporate boundaries of the City of South Bend regardless of similar topography, patterns of land use, or population density. Section III. That the Board of Public Works shall and does hereby now establish and adopt the Fiscal Plan, attached hereto as Exhibit "A ", and made a part hereof, for the furnishing of said services to the territory to be annexed, which provides, among other things, that the public sanitary sewer and water network is available with capacity sufficient to service this area with fees for prior main line extensions due upon application for a tap permit and any improvements in sewer or water capacity to be paid for by the developer in compliance with state and local law; that no additional street lighting will be necessary; and that no new roads or streets will be required. REGULAR MEETING APRIL 24, 2012 147 Section IV. It is required as a condition of annexation that any future alterations to the property meet City of South Bend's building and zoning requirements. Adopted the 24th day of APRIL, 2012. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS sl Gary A. Gilot sl Donald E. Inks ATTEST: s /Linda M. Martin, Clerk ADOPT RESOLUTION NO. 22 -2012 — FOR THE DISPOSAL OF SURPLUS 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. 22-2012 A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS FOR THE DISPOSAL OF SURPLUS PROPERTY WHEREAS, I.C. 36 -9 -6 -1 gives the Board of Public Works of the City of South Bend the right and duty to have custody of, control of, use of, and dispose of in accordance with Indiana statutes, all real and personal property owned by the City of South Bend; and WHEREAS, the Common Council of the City of South Bend passed as amended on January 11, 1988, Ordinance No. 7847 -88 which mandates the Board of Public Works of the City of South Bend to determine that the sidearm of a police officer who retires in good standing is surplus property and no longer useful to the City of South Bend; and WHEREAS, CAPTAIN RONALD MARCINIAK' S retirement was scheduled for April 1, 2012, after more than forty -one (41) years of service on the South Bend Police Department and the Board of Public Safety of the City of South Bend has determined that he was in good standing at the time of his death on March 21, 2012; and WHEREAS, I.C. 5- 22 -22 -1 permits and establishes procedures 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 has an estimated fair market value of less than Five Hundred Dollars ($500.00). NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that sidearm Serial No. AL49981, Model No. P229, a 40- caliber Sig -Sauer sidearm, is no longer needed by the City and is unfit for the purpose for which it was intended and has an estimated fair market value of less than Five Hundred Dollars ($500.00). BE IT FURTHER RESOLVED that said property be disposed of and removed from the City inventory. ADOPTED this 24th DAY of APRIL 2012. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot sl Donald E. Inks ATTEST: s /Linda M. Martin, Clerk REGULAR MEETING APRIL 24, 2012 148 ADOPT RESOLUTION NO. 23 -2012 — A RESOLUTION FOR THE CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AUTHORIZING CONDEMNATION TO ACQUIRE PROPERTY FOR PUBLIC USE IN THE CITY OF SOUTH BEND INDIANA SHERIDAN- LINCOLN WAY WEST PROJECT —107 -039 Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 23-2012 A RESOLUTION OF THE CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AUTHORIZING CONDEMNATION TO ACQUIRE PROPERTY FOR PUBLIC USE IN THE CITY OF SOUTH BEND, INDIANA (Sheridan -LWW Project 107 -039) WHEREAS, the City of South Bend, Indiana (the "City "), is a Municipal Corporation authorized by Indiana Code (I.C.) § 36 -1 -4 -5 to acquire interests in property by the power of eminent domain; and WHEREAS, the City has determined that it is necessary for construction of certain public improvements known as Project 107 -039 located within the City of South Bend (the "Project ") which Project will serve a public purpose, be of benefit to the health or general welfare of the unit, and be in the best interest of the citizens of the City; and WHEREAS, I.C. § 32 -24 -2, et seq., provides for the procedures by which the City may exercise the power of eminent domain; and WHEREAS, I.C. § 32- 24 -2 -5 provides that a municipality may, as an alternative, choose to proceed pursuant to I.C. § 32 -24 -1, et seq., instead; and WHEREAS, the City is a municipality for purposes of I.C. § 32 -24 -1; and WHEREAS, pursuant to I.C. § 36- 9 -6-- -4 and I.C. § 32 -24 -1, the City of South Bend, Indiana, Board of Public Works (the "Board ") is the entity vested with the authority and power to acquire property for the use of the City or to open, change, lay out or vacate a street in the City, including a proposed street, and to construct the Project; and WHEREAS, in order to properly complete the Project it is necessary to acquire and the City wants to acquire certain property interests as more fully described in Exhibit "A" and Exhibit `B" (collectively the "Property "), said exhibits being attached hereto and incorporated herein; and WHEREAS, the Property is owned by the persons or entities set forth on Exhibit "C "; and WHEREAS, the Property will be used by the City to lay out and construct the proposed Project; and WHEREAS, the Board desires to authorize condemnation actions to acquire the necessary interests in the Property. NOW, THEREFORE, BE IT RESOLVED, by the City of South Bend, Indiana, Board of Public Works, as follows: 1. The Board hereby finds that the Project and the acquiring of the Property will serve the public purpose of laying out and constructing a public right of way, will be of benefit to the health or general welfare of the unit, and be in the best interest of the citizens of the City and that it is necessary for the City to acquire the Property for the use of the municipality in order to complete the Project. 2. The Board elects to utilize those eminent domain procedures articulated in I.C. § 32 -24 -1, et seq. and authorizes and directs the City Attorney of the City of South Bend (or the REGULAR MEETING APRIL 24, 2012 149 City Attorney's designee) to commence condemnation proceedings on behalf of the Board as authorized by I.C. § 32 -24 -1 in order to acquire the property interests identified in Exhibit "A" (Parcel 30) and Exhibit "B" (Parcel 47). 3. The City Engineer is authorized to sign such documents and legal pleadings on behalf of the Board as may be necessary and appropriate upon advice of counsel, in order to effect the terms of this Resolution. ADOPTED at the meeting of the City of South Bend, Indiana, Board of Public Works held on April 24, 2012, at 1308 County -City Building, 227 West 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. 24 -2012 — A RESOLUTION OF THE BOARD OF WORKS OF THE CITY OF SOUTH BEND AUTHORIZING THE EXECUTION AND DELIVERY OF A MASTER LEASE AGREEMENT AND OTHER DOCUMENTS RELATED TO POLICE CARS AND ACCESSORIES Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following Resolution was adopted by the Board of Public Works subject to Legal and Financial review: RESOLUTION 24 -2012 A RESOLUTION OF THE BOARD OF WORKS OF THE CITY OF SOUTH BEND AUTHORIZING THE EXECUTION AND DELIVERY OF A MASTER LEASE AGREEMENT AND OTHER DOCUMENTS RELATED TO POLICE CARS AND ACCESSORIES WHEREAS, the City of South Bend, Indiana, Board of Public Works (the "Board ") is the contracting body for the City of South Bend, Indiana (the "City ") pursuant to Indiana Code § 36- 9-6; and WHEREAS, the CITY OF SOUTH BEND ( "Lessee ") desires to obtain certain equipment (the "Equipment ") described in Equipment Schedule No. 05 to the Master Lease Agreement (collectively, the "Lease ") with SUNTRUST EQUIPMENT FINANCE & LEASING CORP., the form of which is attached hereto and incorporated herein as Exhibit "A" has been available for review by the governing body of Lessee prior to this meeting; and WHEREAS, the Equipment is essential for the Lessee to perform its governmental functions; and WHEREAS, the funds made available under the Lease will be deposited with SUNTRUST BANK (the "Escrow Agent") pursuant to an Escrow Agreement between Lessee and the Escrow Agent (the "Escrow Agreement ") and will be applied to the acquisition of the Equipment in accordance with said Escrow Agreement; and WHEREAS, Lessee has taken the necessary steps, including those relating to any applicable legal bidding requirements, to arrange for the acquisition of the Equipment; and WHEREAS, Lessee proposes to enter into the Lease with SUNTRUST EQUIPMENT FINANCE & LEASING CORP. and the Escrow Agreement with the Escrow Agent substantially in the forms presented to this meeting. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH BEND, INDIANA AS FOLLOWS: Section 1. It is hereby found and determined that the terms of the Lease and the Escrow Agreement (collectively, the "Financing Documents ") in the forms presented to this meeting REGULAR MEETING APRIL 24, 2012 150 and incorporated in this resolution are in the best interests of Lessee for the acquisition of the Equipment. Section 2. The Financing Documents and the acquisition and financing of the Equipment under the terms and conditions as described in the Financing Documents are hereby approved. The City Controller of Lessee and any other officer of Lessee who shall have power to execute contracts on behalf of Lessee be, and each of them hereby is, authorized to execute, acknowledge and deliver the Financing Documents with any changes, insertions and omissions therein as may be approved by the officers who execute the Financing Documents, such approval to be conclusively evidenced by such execution and delivery of the Financing Documents. The Board of Public Works of the Lessee is hereby authorized to affix the official seal of Lessee to the Financing Documents and attest the same. Section 3. The proper officers of Lessee be, and each of them hereby is, authorized and directed to execute and deliver any and all papers, instruments, opinions, certificates, affidavits and other documents and to do or cause to be done any and all other acts and things necessary or proper for carrying out this resolution and the Financing Documents. Section 4. The undersigned further certifies that the above resolution has not been repealed or amended and remains in full force and effect and further certifies that the Lease and Escrow Agreement executed on behalf of Lessee are the same as presented at such meeting of the governing body of Lessee, excepting only such changes, insertions and omissions as shall have been approved by the officers who executed the same. ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana held on April 24, 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 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 Professional Abonmarche Edison Road Widening $7,500.00 Gilot /Inks Services Consultants Right -of -Way Plan (Local Road and Agreement Development — Project Street Major Amendment No. 110 -079 Projects) No. 1 Proposal ATC and Statistical Analysis of $3,918.00 Inks /Gilot Associates, Inc. Groundwater Monitoring (Environmental Data from Organic Services) Resources Closed Biosolids Lagoon Special Smiths Detection Purchase of HazMat ID $94,923.00 Gilot/Inks Purchase 360 — Sole Manufacturer (Assistance to Subject to of Device Firefighter's Review by Grant Award) Legal of Chief Cox's Letter of Clarification of Sole Source Vendor REGULAR MEETING APRIL 24 2012 151 Addendum Redevelopment Mayflower Road Planning (AEDA TIF) Inks / Gilot to the Commission Study — Project No. 112 - Master 023 Agency Agreement Contract Real Services Aging in Place Program — $7,897.74 Inks / Gilot Amendment Funding Received from (CDBG -R) Sale of CDBG -R Assisted Property to be Allocated to REAL Services Contract Comcast 36 Month High Speed $491.40 /Month Gilot/Inks Internet Service for Police for 36 Months Denied; Department to Transfer (Police Authorized Records and Reporting Department Board System to Police Vehicles General Fund) President to Work with IT Department and Police to find Best Internet Service Value for Police De artment Lease PNC Equipment 2012 Public Works Ten Semi- Inks / Gilot Finance Financing Vehicles Lease Financing Annual Agreement — Beginning November Payments of 15, 2012 through May 15, $98,613.12 2017 — Interest Rate (Wastewater, 1.538% Sewers, Streets) Professional M/E Design Wastewater Treatment $4,300.00 Inks / Gilot Services Services Plant — (Environmental Proposal Administration/Laboratory Services Building — HVAC Energy Contractual Study Services Other) Professional Abonmarche East Race Waterway Dock $14,900.00 Gilot /Inks Services Consultants Extension — Project No. (EDIT) Subject to Proposal 111 -074 Legal Review Amendment of Final Proposal Professional Christopher B. East Bank Phase 2 and 3 $179,400.00 Inks / Gilot Services Burke Sewer Separation (EDIT) Proposal Engineering Inspection Services — Projects 111 -068 and I l I - 069 Service Verizon Five (5) Wireless Devices $30.00 /Device TABLED Agreement for Web Access in the per Month - Gilot/Inks Field for SCADA and GIS $1,800.00 /Year Access (Water Works Operating) Contract INDOT City to Maintain INDOT Not to Exceed Inks / Gilot Owned Traffic Signals $191,809.30 (Revenue To City) Professional Abonmarche Mayflower Road Planning $12,900.00 Inks / Gilot Services Consultants Study (AEDA TIF) Proposal Joint US Geological Joint Funding Agreement $2,380.00 Inks / Gilot Funding Survey for Annual Measurement (Water Works Agreement of Groundwater Levels in Operations) Observation Wells in Northeastern St. Joseph County REGULAR MEETING APRIL 24, 2012 152 Relocation AEP Relocation of Power Lines $51,148.88 Inks / Gilot Agreement for 400 Block North (Medical TIF) Carried Morris Special Event — Michigan Street Parking Michigan Street from St. Inks / Gilot Performing Fridays by the Lot Joseph Street to Colfax Relocation Comcast Relocation of Cable Lines $6,922.95 Inks / Gilot Agreement for 400 Block North (Medical TIC') Michigan Street Parking Lot APPROVAL OF STREET CLOSURES /PROCESSIONS The following street closures and processions were nresented for annroval Applicant Description Date /Time Route /Comments Motion Carried Morris Special Event — June 15 and 29, Michigan Street from St. Inks / Gilot Performing Fridays by the July 13 and 27, Joseph Street to Colfax Arts Center Fountain August 10, 24, Street and 31, 2012; 9:00 a.m. to 2:00 p.m. American Procession October 27, Howard Park, West to Inks / Gilot Cancer Society Making Strides 2011; 8:00 a.m. Michigan St., North to Against Breast to 12:00 p.m. Leeper Park to the East Cancer Race River Walk, back to Howard Park POW -MIA Procession — June 17, 2012; Police Department will Inks / Gilot Remembrance Remembrance 8:00 a.m.. to not be able to assist with Ride Ride 12:20 p.m. this event. Chet Waggoner Procession — April 28, 2012; Police Department stated Gilot/Inks Little League Opening Day 7:30 a.m. to event must start by 7:30 Subject to Parade 8:30 a.m. a.m. and end by 8.30 Police Times a.m. due to previously Request scheduled event Holy Cross /St. Procession — May 18, 2012; Holy Cross School on Inks / Gilot Stanislaus May Procession 8:30 a.m, to Wilber St. south to Parish 10:30 a.m. Lincon Way West, west to Johnson St., south to Florence Ave., north to Brookfield to St. Stans Church Road Dogs Procession — June 16, 2012; Park Department Stated Gilot /Inks Cycling Team Howard Park 12:00 p.m. to Entrance from St. Louis Criterium 6:00 p.m. Boulevard Needs to Remain Open Christen's Wish Procession — May 16, 2012; Police will not assist Inks / Gilot Walk in a 11:30 a.m. to with event; Participants Veteran's Boots 6:00 p.m. must stay on sidewalk. 2K APPROVE TRAFFIC CONTROL DEVICE Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the following traffic control devices were approved: NEW INSTALLATION: Wayfinder Signs for Studebaker - Bendix Heritage Trail LOCATIONS: Studebaker Blacksmith Shop (Southwest Corner of Jefferson and Michigan Avenue) Historic Lincoln/Dixie Highway /Michigan Avenue Intersection and at JMS Building Studebaker Administration Building and Body Assembly Building Studebaker Main Manufacturing Site (South of Sample Street Across from Police Department) Olive Industrial Park, Now Rose Brick & Fuel REGULAR MEETING APRIL 24, 2012 153 Studebaker National Museum and Northern Indiana Center for History Tippecanoe Place (Hoare to Clement Studebaker) First Presbyterian Church and St. James Episcopal Churches (Washington Street and Lafayette Boulevard) St. Paul's Memorial United Methodist Church South Bend City Cemetery and Gatehouse Bendix Headquarters (On Orange Road) Bendix Field /South Bend Regional Airport/Airport Museum REMARKS: All criteria has been met NEW INSTALLATION: Wayfinder Signs for Coveleksi Stadium LOCATIONS: Wayne Street & Williams Street Intersection (S /W and N /W) Lafayette Boulevard and Western Avenue Intersection (N /W, S/E and S /W) Lafayette Boulevard and South Street Intersection (Face South and East) Western Avenue and Scott Street Intersection (Face West) Western Avenue and Taylor Street Intersection (Face West) Lafayette Boulevard and Sample Street Intersection (Face West and South) Sample Street and Michigan Street Intersection (N /E and N /W) Michigan Street and Monroe Street Intersection (N /W) Michigan Street and Main Street Intersection (N /W) Main Street and Monroe Street Intersection (S /W) Lafayette Boulevard and Monroe Street Intersection (N /W) Wayne Street and St. Joseph Street Intersection (N /W) Wayne Street and Main Street Intersection (N /W and S /E) Lafayette Boulevard and Wayne Street Intersection (N /W) Lafayette Boulevard and William Street Intersection (N /W) REMARKS: All criteria has been met NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATION: 1225 West Ford Street 1924 South Scott Street REMARKS: All criteria has been met NEW INSTALLATION: No Parking Here to Corner LOCATION: Both Sides of Rosemary Lane 60' South of Edison Road REMARKS: All criteria has been met NEW INSTALLATION: No Trucks LOCATION: Franklin Street, Indiana Ave. to Ewing Ave. REMARKS: All criteria has been met APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE — 52276 PORTAGE ROAD - SEWER Mr. Gilot stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to Remonstrate as submitted by Mr. and Mrs. Richard M. and Amy M. Bognar, 52276 Portage Road, South Bend, Indiana 46628. The Consent indicates that in consideration for permission to tap into public sanitary sewer system of the City, to provide sanitary sewer service. The Bognar's waive and release any and all right to remonstrate against or oppose any pending or future annexation of the property by the City of South Bend. Therefore, Mr. Gilot made a motion that the Consent be approved. Mr. Inks seconded the motion, which carried. APPROVE IRREVOCABLE LETTER OF CREDIT: Mr. Tony Molnar, Division of Engineering, submitted the following Irrevocable Letter of Credit to the Board and recommended approval: REGULAR MEETING APRIL 242012 154 IRREVOCABLE STANDBY LETTER OF CREDIT NO.: 18117101 -00 -000 ISSUED BY: PNC Bank FOR: Tampico Developments, LLC, Crescent Oaks, Section Two AMOUNT: $34,493.00 EXPIRES: April 11, 2012 IMPROVEMENT: Erosion Control, Storm Sewer Pipe, Dry Well, Asphalt Surface, Sidewalks, Street Lighting and /or Gravel Turnaround Mr. Inks made a motion that the Letter of Credit, as outlined above, be approved. Mr. Gilot seconded the motion, which carried. PILING OF MONTHLY AND PERFORMANCE MEASURE REPORT - ENVIRONMENTAL SERVICES The Division of Environmental Services submitted their Monthly and Performance Report for the month of March 2012. There being no further discussion, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the monthly report was accepted and filed. FILING OF CERTIFICATE OF INSURANCE Upon a motion made by Mr. Inks, seconded by Mr, Gilot and carried, the Certificate of Insurance for the following businesses was accepted for filing: Robert Geans Corporation, Granger, Indiana RATIFY APPROVAL OF CONTRACTOR BOND Mr. Anthony Molnar, Division of Engineering, recommended that the following Contractor Bond be ratified nnminnt tr, i nn_)nnn — 4�- u ..I Business Bond Type YP Approved/ Released Effective Date Robert Geans Corporation Contractor Approved April 5, 2012 111V1 AV11 LIML «,V, DUtii1J approvai as outtinect 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 anu l;Gmueu lot accuracy. Name Amount of Clam Date City of South Bend $1,526,279.26 04/13/2012 and 04/16/2012 City of South Bend $1,353,675.54 04/24/2012 NT r i 111v11i1V11i, 1V11. 11M,5 111dUc a 111OLIOn rnat aver review of the expenditures, the claims be approved as submitted. Mr. Gilot seconded the motion, which carried. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the meeting adjourned at 11 :10 a.m. BOARD OF PUBLIC WORKS GVN. ot, Presiders, -� , E. I cs, Member Kathryn E. Roos, Member ATTEST: Linda M. Martin, Clerk