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HomeMy WebLinkAbout06/12/12 Board of Public Works MinutesAGENDA REVIEW SESSION JUNE 7 2012 190 The Agenda Review Session of the Board of Public Works was convened at 10:35 a.m. on Thursday, June 7, 2012, by Board President Mr. Gary A. Gilot, with Board Members Donald E. Inks, Kathryn E. Roos, and Michael C. Mecham 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. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of a street closure for a special event for the Maennerchor Club. APPROVE PROFESSIONAL SERVICES AGREEMENT — CREATIVE FINANCIAL STAFFING (POLICE DEPT. MISC. CHARGES AND SERVICES) In a memorandum to the Board, Mr. Mark Neal, Controller, stated this agreement is to temporarily fill the position of Mr. Don Pinkert, Director of Financial Services for the Police Department, who recently retired. The agreement is for a not to exceed amount of $42,500.00, for a period of seven (7) months, after which time the vacancy is anticipated to be filled. Upon a motion by Mr. Inks, seconded by Ms. Roos and carried, the agreement was approved. Board members discussed the following item(s) from that list. - Request to Advertise — Rushton Rehab Project Mr. Dave Relos, Community and Economic Development, stated these three portions of the project are in the bid threshold, the rest will be quotes. Mr. Inks asked if all of the properties have been transferred to the City. Mr. Relos stated the Redevelopment Commission approved the transfers at their last meeting in May. Mr. Gilot questioned if the City owns the property and the buildings, noting that the windows, masonry repairs and cleaning are on the buildings. Mr. Inks stated the access agreement allows the City to make its improvements and then the agreement with Southhold Restoration ends. Mr. Relos added this is all exterior work, Southhold will do all of the interior work. - Addendum to the Master Agency Agreement — Ignition Park South Demolitions, Phase 3 Mr. Dave Relos, Community and Economic Development, stated this is for six (6) more properties that need to have structures removed, and for clean -up and hydroseeding of the vacant lots. - First Amendment to Agreement for Professional Services — Downtown South Bend Mr. Dave Relos, Community and Economic Development, stated this is for leftover facade grant money to be brought forward for this year to cover current project needs for Downtown South Bend. Mr. Aaron Perri, DTSB, stated they received about $130,000.00 worth of grants, with up to $25,000.00 being match grants. Ms. Roos asked Mr. John Murphy, Finance, if he could confirm that these funds have been encumbered and are still in this year's budget, Mr. Murphy and Mr. Inks were able to confirm they were encumbered and are in the current budet, and Mr. Inks added that this is civil city funds not TIF. - Change Order — Coveleski Stadium Rehabilitation Mr. Toy Villa, Engineering stated this increase is due to the perimeter fence being raised to 5' from 4' per the request of the owner of the Silver Hawk's, Mr. Berlin. He added it is also to cover some parking signage. Ms. Roos noted she recalled Wightman Petrie stating at a previous Board of Works meeting that they were going to reuse the way - finding signs; if they are going to change to new signs, and the City is paying for it, she stated she would like to see the plans. She requested that someone from Wightman Petrie come to Tuesday's Board meeting to clarify. Mr. Gilot stated he would like to see where the City started out with Mr. Berlin's requests and where the project ended up financially. Mr. Villa noted the project came in only 1.7% over original budget, and it is done. Mr. Bill Schalliol joined the meeting and informed the Board that this was not additional signage, but changes to existing signs. Ms. Roos stated she was okay with that and didn't need anybody from Wightman Petrie to attend the regular Board meeting. - Change Order — Diamond Avenue Trunk Storm Sewer — Project No. 109 -033 Mr. Toy Villa, Engineering, stated this increase was due to unexpected material discovered when excavating, and relocation of a fire hydrant. Mr. Gilot questioned if soil borings were done prior to excavation. Mr. Villa stated they were, but this spot was between two borings. - Change Order — Disinfection Gate and Mixer Replacement — Project No. 111 -030 Mr. Toy Villa, Engineering, stated this increase was due to adding junction boxes and new conduit, meters, and circuits. Mr. Inks asked how those things are not picked up in AGENDA REVIEW SESSION JUNE 7,,2012 191 the original specifications. Mr. Jacob Klosinski, Environmental Services, stated that when they did the design, they didn't account for the length of the current cords for the mixers. The time it would have taken to send the mixers back for replacement cords would have been 5 -10 weeks which would have taken them into the disinfection season. He noted part of the increase was for creating a platform for safe access to the mixers. Mr. Gilot stated they try to do this when Environmental Services is in the off season, but this was a tricky project; the mixers handle 75,000 gallons a day. Mr. Inks questioned if they are doing any analysis to grade performance of engineering firms. Mr. Gilot stated they are, but some are errors and omissions, and some are unforeseeable, and we don't want companies to reflect negatively due to unforeseeable errors. - Professional Services Amendment No. 1 — Christopher B. Burke Engineering, LLC Mr. Bill Schalliol, Community and Economic Development, stated this amendment is to finalize the design of the Fellows Street Corridor Improvement Project. He noted Fellows Street widening was originally designed for center lane widening. After it was found to cost several million dollars more, it was redesigned to switch to the east lane widening to save money. Mr. Gilot questioned if this affects the Erskine Golf Course, Mr. Schalliol stated it allows for the golf course to extend to the west, and for improved water and sewer design. Mr. Gilot noted there will be a temporary construction easement needed from the Park Board for the water and sewer construction. - Inter -Local Agreement — City of Elkhart Ms. Kim Thompson, Environmental Services, stated this is a continuation of the aquatic plan to monitor the fish in the St. Joseph River. Mr. Gilot noted they give the City biological information on the river that provides for a water quality study. Ms. Thompson stated that the study shows there may be cycles the river continually goes through. - Agreement — Near Northwest Neighborhood Mr. Inks asked Ms. Lory Timmer, Economic Development, if there is a limit per unit on the amount spent to acquire and rehabilitate substandard residences to sell to low to moderate income buyers. Ms. Timmer said there is and they never come close to it. She added that buyers must meet income guidelines to receive help from this program. - Award Bid — Emergency Medical Vehicle Mr. Jeff Hudak, Central Services, stated he is requesting the award of this vehicle to Crossroads Ambulance Co. and rejecting the two (2) lower bids. He noted they both took too many exceptions, and delivery time, in particular, was a problem. He noted the bid specs asked for 150 days for delivery. One of the bidders asked for 150 days from delivery of the chassis, which would have amounted to 240 -270 days for delivery to the City. He noted one bidder also used a spec for a smaller fuel tank than asked for in the bid specs. Mr. Hudak added that they remount the box on the chassis, and two (2) bidders wouldn't offer a life -time warranty, as requested in the specs. - Award Bid — Fire Safety House Mr. Jeff Hudak, Central Services, stated the Fire Department got the fire safety house for $1,000.00 less than the GSA standard rate. He noted it has a newer design that meets the NFPA standards with sprinklers. Mr. Gilot asked if they were going to get rid of the old house. Mr. Hudak stated there are disposal issues with the old one because the union paid part of the cost. - Reject Bids — Two, More or Less, Pre -Owned 2011 or Newer Compact Four -Door Sedan Automobiles Mr. Jeff Hudak, Central Services informed the Board that leasing companies are holding on to cars longer than they used to. He noted he rebid the used vehicle bid for new vehicles, after getting high bids on used, and found the new ones were almost the same price. He added that the mileage on used vehicles is higher than it used to be also due to companies keeping them longer. The Clerk was instructed to post the agenda and notify the media and other persons who have requested notice of the meeting agenda. No other business came before the Board. The meeting adjourned at 11:42 a.m. BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION G4naldV. President z a7 , Member JUNE 7 2012 192 YZ - /-- Michael C. Mecham, Member Mark W. Neal, Member ember �` `Li da M. Martin, Clerk REGULAR MEETING TUNE 12, 2012 The regular meeting of the Board of Public Works was convened at 9:35 a g g .m. on Tuesday, June 12, 2012, by Board President Gary A. Gilot, with Board Members Donald E. Inks, Kathryn E. Roos, Michael C. Mecham, and Mark W. Neal present. Also present was Attorney Larry Meteiver. PUBLIC HEARING — NEW TRANSIENT MERCHANT LICENSE Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning the new Transient Merchant License from TNT Fireworks /Grace Point for the sale of fireworks from June 22 to July 4, 2012 at the Walmart Parking Lot, 700 West Ireland Road. It was noted favorable recommendations were received from the Police Department, the Fire Department and the Building Department. Mr, Charles Freese, Petitioner, was present to answer questions. There being no one else present wishing to address the Board concerning this matter, the Public Hearing was closed. Therefore, upon a motion made by Ms. Roos, seconded by Mr. Inks and carried, the Transient Merchant License was approved. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the minutes of the Agenda Review Session held on May 24, 2012, the Regular Meeting held on May 29, 2012 and the Claims Review Meeting of June 5, 2012 were approved. OPENING OF BIDS — NATURAL GAS SUPPLY FOR CITY OF SOUTH BEND OWNED FACILITIES (ENERGY OFFICE) 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: BORDER ENERGY, INC. 9787 Fairway Drive Powell, Ohio 43065 Bid was signed by: Mr. Stephen Casciani 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 li M Item Item Unit Item Item Unit No. Price No. Price 1 NYMEX +(Burner Tip Price) $0.45 5 Volume Tolerance Levels? No Interstate Transportation and 2 Storage Charge — Price per 6 Termination Fee? dth $0.79 Yes 3 Allow Strike Price Option? 7 In Business More Than 5 Yes Years? Yes 4 Allow 100% Hedging Flexibility Yes 8 Sample Contract Attached? Yes CENTERPOINT ENERGY SERVICES INC. 119 East I I P Avenue Crown Point, Indiana 46307 Bid was signed by: Mr. Tim Klein REGULAR MEETING JUNE 12, 2012 193 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 BID: Item Item Unit i Item Item Unit No. Price No. Price 1 NYMEX +(Burner Tip Price) $0.23 5 Volume Tolerance Levels? yes Interstate Transportation and 2 Storage Charge — Price per 6 Termination Fee? dth $0.58 Yes 3 Allow Strike Price Option? 7 In Business More Than 5 yes Years? yes 4 Allow 100% Hedging g Sample Contract Attached? Flexibility Yes Yes Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the above bids were referred to the Energy Office and Administration and Finance for review and recommendation. OPENING AND AWARD OF BIDS — APPROVE CONTRACT — OLIVE ROAD BASIN --- PROJECT NO. 112 -031 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: JOHN BOETTCHER SEWER & EXCAVATING 3305 North Home Street Mishawaka, Indiana 46545 Bid was signed by. Mr. John Boettcher 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 Five percent (5 %) Bid Bond was submitted BID: $128,890.29 HRP CONSTRUCTION PO Box 266 South Bend, Indiana 46624 Bid was signed by: Mr. Paul Fallon 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 Five percent (5 %) Bid Bond was submitted BID: $137,490.00 RIETH -RILEY CONSTRUCTION CO. INC. 25200 State Road 23 PO Box 1775 South Bend, Indiana 46614 Bid was signed by: Mr. Robert Nichols, II 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 Claire was submitted Five percent (5 %) Bid Bond was submitted REGULAR MEETING BID: $151,435.55 JUNE 12,, 20I2 194 NIBLOCK EXCAVATING INC. 906 Maple Street PO Box 211 Bristol, Indiana 46507 Bid was signed by: Mr. Gary Niblock 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 Five percent (5 %) Bid Bond was submitted BID: $153,354.53 RITSCHARD BROS. INC. 1204 West Sample Street South Bend, Indiana 46619 Bid was signed by: Ms. Rachelle Dolniak 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 Five percent (5 %) Bid Bond was submitted BID: $170,472.23 YOUNGS EXCAVATING INC. PO Box 2765 South Bend, Indiana 46680 -2766 Bid was signed by: Mr. Kurt Youngs 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 Five percent (5 %) Bid Bond was submitted BID: $171,959.78 H &G UNDERGROUND UTILITIES LLC 7 Berkel Drive LaPorte, Indiana 46350 Bid was signed by: Mr. John Milner 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 Five percent (5 %) Bid Bond was submitted BID: $212,432.80 Upon a motion made by Mr. Gilot, seconded by Mr. Neal and carried, the above bids were referred to Engineering and Community and Economic Development for review and recommendation. After reviewing those bids, Mr. John Engstrom, Engineering, recommended that the Board award the contract to the lowest responsive and responsible bidder, John Boettcher Sewer & Excavating, in the amount of $128,890.29. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded and the Construction Contract approved subject to the Redevelopment Commission's approval of funding. Ms. Roos seconded the motion, which carried. REGULAR MEETING JUNE 12, 2012 195 OPENING AND AWARD OF BIDS — APPROVE CONTRACT — PURCHASE OF C.R.A.H. EQUIPMENT FOR LOT 4 OF IGNITION PARK (REBID- PROJECT NO. 112-026 (AEDA MF - 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: ZONATHER_M PRODUCTS, INC. 251 Holbrook Drive . Wheeling, Illinois 60090 Bid was signed by: Mr. Joseph Maggio 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 on Item e Qty. Item Manufacturer Unit Price Total Price 1 6 40 Ton CRAH Units Liebert $36,799.00 $220,794.00 2 4 10 Ton CRAH Units Liebert $21,028.00 $84,112.00 3 4 3 Ton CRAH Units Liebert $10,524.00 $42,094.00 Alt- 1 Enter add cost to extend Base Parts 40 & 10 -Ton 01 and Labor Warranty for another 24 CRAH $4,717.00 month period beginning the end of year 2 3 -Ton CRAH $3,935.00 $62,900.00 Alt- 1 Enter add cost of extend Base Parts 40 & 10 -Tan 02 and Labor Warranty for a 5 year CRAH $12,362.00 $164,865.00 period beginning the end of year 2 3 -Ton CRAH $10,312.00 Alt- I Enter add cost of extend Base Parts 40 & 10 -Ton 03 and Labor Warranty for a 12 month CRAH $2,324.00 period beginning the end of year 2 3 -Ton CRAH $1,938.00 $30,989.00 Alt- 1 Enter cost to extend maintenance 04 service contract (no less than 5 years 40 & 10 -Ton from Substantial Completion date of CRAH $4,198.00 October 31, 2012) in lieu of (1) one year as included in base bid. 3 -Ton CRAH $3,084.00 $54,316.00 Total Price 14 Units Only $347,000.00 STULZ AIR TECHNOLOGY SYSTEMS INC. 1572 Tilco Drive Frederick, Maryland 21704 Bid was signed by: Mr. Kevin Cole 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 LOING Item No. Q Item Manufacturer Unit Price Total Price 1 6 40 Ton CRAH Units Stulz $37,341.00 $224,046.00 2 4 10 Ton CRAH Units Stulz $18,630.00 $74,520.00 3 4 3 Ton CRAH Units Stulz $13,045.00 $52,180.00 REGULAR MEETING JUNE 12, 2012 196 Alt- 1 Enter add cost to extend Base Parts Stulz 01 Unit Price and Labor Warranty for another 24 1 PM per Attached Equipment List $23,775.00 $23,775.00 2 month period beginning the end of Calls $77.30 3 year 2 $33,506.00 Alt- 1 Enter add cost of extend Base Parts Holiday Service Calls 02 5 and Labor Warranty for a 5 year $9,276.00 3 Year Proposal Item period beginning the end of year 2 No. Item Unit Price Extend I PM per Attached Equipment List $25,525.70 No Bid No Bid Alt- 1 Enter add cost of extend Base Parts Stulz 03 and Labor Warranty for a 12 month period beginning the end of year 2 $16,753.00 Alt- 1 Enter cost to extend maintenance Stulz 04 service contract (no less than 5 years from Substantial Completion date of October 31, 2012) in lieu of ( 1 ) one year as included in base bid. $52,440.00 Total Price $453,445.00 Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the above bids were referred to Engineering and Community and Economic Development for review and recommendation. After reviewing those bids, Mr. Patrick Henthorn, Engineering, recommended that the Board award the contract to the lowest responsive and responsible bidder, Zonatherm, in the amount of $347,002.00. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded and the Construction Contract approved contingent on the business developer's approval. Mr. Inks seconded the motion, which carried. OPENING OF BIDS — PREVENTATIVE MAINTENANCE OF THIRTY -ONE 31 GENERATORS FOR WATER WORKS FIRE DEPARTMENT AND WASTEWATER 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: HERRMAN & GOETZ INC. 225 South Lafayette Boulevard South Bend, Indiana 46601 Bid was signed by: Mr. Thomas Herrman 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 :1 1 Year Proposal to Item Item Unit Price Extend 1 PM per Attached Equipment List $23,775.00 $23,775.00 2 Hourly Rate — Nan - Agreement Service Calls $77.30 3 Hourly Rate — Non - Agreement Overtime Service Calls $115.95 4 Hourly Rate — Non - Agreement Sunday / Holiday Service Calls $154.59 5 Load bank testing $9,276.00 3 Year Proposal Item No. Item Unit Price Extend I PM per Attached Equipment List $25,525.70 $76,577.10 REGULAR MEETING JUNE 12 2012 197 2 Hourly Rate — Non - Agreement Service Item Unit Price Calls $79.64 3 Hourly Rate — Non - Agreement Overtime $22,190.00 2 Service Calls $1 19.46 4 Hourly Rate -- Non - Agreement Sunday / $74.25 3 Holiday Service Calls $143.74 5 Load Bank Testing $28,671.20 KOONTZ- WAGNER CONSTRUCTION SERVICES LLC 3801 Voorde Drive South Bend, Indiana 46628 Bid was signed by: Mr. Anthony Maloney, III 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 fC f I Year Proposal Item No. Item Unit Price Extend 1 PM per Attached Equipment List $634.00 $22,190.00 2 Hourly Rate — Non - Agreement Service $19,200.00 $19,200.00 Calls $74.25 3 Hourly Rate — Non- Agreement Overtime Calls $90.00 Service Calls $98.60 4 Hourly Rate — Non - Agreement Sunday 1 Holiday Service Calls $123.00 S Load bank testing $750.00 3 Year Proposal Item No. Item Unit Price Extend 1 PM per Attached Equipment List $658.00 $69,090.00 2 Hourly Rate — Non- Agreement Service Calls $77.25 3 Hourly Rate -- Non- Agreement Overtime Service Calls $102.50 4 Hourly Rate — Non - Agreement Sunday Holiday Service Calls $128.00 5 Load Bank Testing $780.00 BUCKEYE POWER_ SALES CO., INC . 1229 Indy Place Indianapolis, Indiana 46214 Bid was signed by: Mr. Paul GrebeI 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 I: E 1 Year Proposal Item No. Item Unit Price Extend I PM per Attached Equipment List $19,200.00 $19,200.00 2 Hourly Rate — Non - Agreement Service Calls $90.00 3 Hourly Rate — Non- Agreement Overtime $135.00 REGULAR MEETING JUNE _12, 2012 198 Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the above bids were referred to Central Services for review and recommendation. ONE (1) 2012 AWARD BID T CAF IT LEASE) NEWER EMERGENCY MEDICAL VEHICLE (2012 FIRE Mr. Jeffrey Hudak, Central Services, advised the Board that on May 15, 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 Crossroads Ambulance Sales and Services, LLC, 21912 Protecta Drive, Elkhart, Indiana 46516, in the amount of $206,299.00. Mr. Hudak noted that the bids from the other two lower bidders were rejected due to the delivery time, fuel tank size, and lifetime structural or electrical warranties being non - responsive to the bid specifications. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Roos seconded the motion, which carried. AWARD BID — ONE (1) 2012 OR NEWER, COMBINATION JET RODDER/VACUUM MACHINE WITH CAB AND CHASSIS (2012 WASTEWATER CAPITAL) Mr. Matthew Chlebowski, Central Services, advised the Board that on May 15, 2012, bids were received and opened for the above referenced vehicle. After reviewing those bids, Mr. Chlebowski recommended that the Board award the contract to the lowest responsive and responsible bidder, Best Equipment Company, Inc., 5550 Poindexter Drive, Indianapolis, Indiana 46235, in the amount of $296,948.00 which is the Base Bid plus Options 2, 3, and 4. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Roos seconded the motion, which carried. AWARD BID — ONE (1) NEW FIRE SAFETY HOUSE (2012 FIRE DEPARTMENT CAPITAL BUDGET Mr. Jeffrey Hudak, Central Services, recommended the purchase of one Fire Safety House from Mobile Concepts by Scotty, 480 Bessemer Road, Mount Pleasant, Pennsylvania 15666, the current Indiana State and Federal Surplus GSA Contractor. Mr. Hudak stated in his memo that the cost of the house is $69,799.77, but the Fire Department is only responsible for 20 %, with 10% of the cost, or $6,980.00, from the Fire Department, and 10% from the Fire Fighters Union Local 362, Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Roos seconded the motion, which carried. AWARD BID AND APPROVE CONTRACT --- MEMORIAL HOSPITAL FACADE PROJECT NO. 112 -018 SB CENTRAL MEDICAL DISTRICT TIF) Mr. David Relos, Community and Economic Development, advised the Board that on May 15, 2012, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Relos recommended that the Board award the contract to the lowest responsive and responsible bidder, Holladay Construction Group, LLC, 227 South Main Street, Suite 200, South Bend, Indiana 46601, in the amount of $816,821.00. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded and the Construction Contract approved as outlined above. Ms. Roos seconded the motion, which carried. Service Calls 4 Hourly Rate — Non - Agreement Sunday / Holiday Service Calls $135.00 5 Load bank testing $350.00 3 Year Proposal to Item item Unit Price Extend I PM per Attached Equipment List $1 9,200.00 $57,600.00 2 Hourly Rate — Non- Agreement Service Calls $90.00 3 Hourly Rate — Non-Agreement Overtime Service Calls $135.00 4 Hourly Rate — Non - Agreement Sunday / Holiday Service Calls $135.00 5 Load Bank Testing $350.00 Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the above bids were referred to Central Services for review and recommendation. ONE (1) 2012 AWARD BID T CAF IT LEASE) NEWER EMERGENCY MEDICAL VEHICLE (2012 FIRE Mr. Jeffrey Hudak, Central Services, advised the Board that on May 15, 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 Crossroads Ambulance Sales and Services, LLC, 21912 Protecta Drive, Elkhart, Indiana 46516, in the amount of $206,299.00. Mr. Hudak noted that the bids from the other two lower bidders were rejected due to the delivery time, fuel tank size, and lifetime structural or electrical warranties being non - responsive to the bid specifications. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Roos seconded the motion, which carried. AWARD BID — ONE (1) 2012 OR NEWER, COMBINATION JET RODDER/VACUUM MACHINE WITH CAB AND CHASSIS (2012 WASTEWATER CAPITAL) Mr. Matthew Chlebowski, Central Services, advised the Board that on May 15, 2012, bids were received and opened for the above referenced vehicle. After reviewing those bids, Mr. Chlebowski recommended that the Board award the contract to the lowest responsive and responsible bidder, Best Equipment Company, Inc., 5550 Poindexter Drive, Indianapolis, Indiana 46235, in the amount of $296,948.00 which is the Base Bid plus Options 2, 3, and 4. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Roos seconded the motion, which carried. AWARD BID — ONE (1) NEW FIRE SAFETY HOUSE (2012 FIRE DEPARTMENT CAPITAL BUDGET Mr. Jeffrey Hudak, Central Services, recommended the purchase of one Fire Safety House from Mobile Concepts by Scotty, 480 Bessemer Road, Mount Pleasant, Pennsylvania 15666, the current Indiana State and Federal Surplus GSA Contractor. Mr. Hudak stated in his memo that the cost of the house is $69,799.77, but the Fire Department is only responsible for 20 %, with 10% of the cost, or $6,980.00, from the Fire Department, and 10% from the Fire Fighters Union Local 362, Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Roos seconded the motion, which carried. AWARD BID AND APPROVE CONTRACT --- MEMORIAL HOSPITAL FACADE PROJECT NO. 112 -018 SB CENTRAL MEDICAL DISTRICT TIF) Mr. David Relos, Community and Economic Development, advised the Board that on May 15, 2012, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Relos recommended that the Board award the contract to the lowest responsive and responsible bidder, Holladay Construction Group, LLC, 227 South Main Street, Suite 200, South Bend, Indiana 46601, in the amount of $816,821.00. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded and the Construction Contract approved as outlined above. Ms. Roos seconded the motion, which carried. REGULAR MEETING JUNE 12, 2012 199 APPROVE REQUEST TO REJECT BIDS -- TWO (2) MORE OR LESS, PRE -OWNED 2011 OR NEWER COMPACT FOUR -DOOR SEDANS In a memorandum to the Board, Mr. Jeffrey Hudak, Central Services, requested permission to reject all bids for the above referenced vehicle. Mr. Hudak noted that new vehicles were purchased through the 2012 new compact vehicle's bid in place of the used vehicles, for nearly the same amount. Therefore, upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the above request was approved. APPROVE REQUEST TO REJECT QUOTATIONS — EAST RACE WATERWAY DOCK EXTENSION — PROJECT NO. 111 -074 In a memorandum to the Board, Mr. Patrick Henthom, Engineering, requested permission to reject all bids for the above referenced project. Mr. Henthorn noted that the quotations received exceeded the legal quote threshold of $75,000.00. Therefore, upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the above request was approved. APPROVE CHANGE ORDER NO. I (FINAL) — CLAY - CLEVELAND PUMP STATION REPLACEMENT —PROJECT NO. 109 -087A Q01 0 SEWER BOND Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of Selge Construction Co., Inc., 2833 South 11th Street, Niles, Michigan 49120, indicating the contract amount be decreased by $3,680.00 for a modified contract sum, including this Change Order, in the amount of $516,493.50. Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — COVELESKI STADIUM REHABILITATION — 2012 IMPROVEMENTS — PROJECT NO. 112 -007 SBCDA TIF Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of Larson - Danielson Construction Co., 302 Tyler Street, LaPorte, Indiana 46305, indicating the contract amount be increased by $24,116.00 for a modified contract sum, including this Change Order, in the amount of $1,432,961.00. Upon a motion made by Ms. Roos, seconded by Mr. Inks and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 2 — DIAMOND AVENUE TRUNK STORM SEWER — PROJECT NO. 109 -033B SBCDA TIF Mr, Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 2 on behalf of HRP Construction, PO Box 266, South Bend, Indiana 46624, indicating the contract amount be increased by $33,565.00 for a modified contract sum, including this Change Order, in the amount of $3,570,319.00. Upon a motion made by Ms. Roos, seconded by Ms. Inks and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. I — DISINFECTION GATE AND MIXER REPLACEMENT — PROJECT NO. 111-030 (WASTEWATER CAPITAL AND O&M) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of Thieneman Construction, Inc., 3313 East 83` Place, Merrillville, Indiana 46410, indicating the contract amount be increased by $34,979.27 for a modified contract sum, including this Change Order, in the amount of $467,979.27. Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — DEMOLITION ENVIRONMENTAL REMEDIATION AND SITE RESTORATION OF FORMER EMI BUILDING — PROJECT NO. 111 -041 (AEDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of Jackson Services, 1674 North 750 West, Rochester, Indiana 46975, indicating the contract amount be decreased by $18,000.00 for a modified contract sum, including this Change Order, of $79,800.00. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $79,800.00. Upon a motion made by Ms. Roos, seconded by Mr. Inks and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved. APPROVE HANG ORDER NO-6 (FINAL) AND PROJECT COMPLETION AFFIDAVIT MAYFLOWER AD CONSTRUCTION — PROJECT NO 110- -036 (AEDA TIF Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 6 (Final) on behalf of C &E Excavating, Inc., 53767 County Road 9, Elkhart, Indiana 46514, indicating the REGULAR MEETING JUNE 12, 2012 200 contract amount be decreased by $99,066.92 for a modified contract sum, including this Change Order, of $2,495,519.03. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $2,495,519.03. Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, Change Order No. 6 (Final) and the Project Completion Affidavit were approved. APPROVAL OF REQUEST TO _ADVERTISE FOR THE RECEIPT OF BIDS PRE- PAIR SERVICE (DEPART BUDGERS FOR, BODY RE ,,. _ (DEPARTMENT OPERATING PRE- QUALIFY SUPPLIERS OP EIS) In a memorandum to the Board, Mr. Jeffrey Hudak, Central Services, requested permission to advertise for the receipt of bids for the above referenced service. Therefore, upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE. FOR THE RECEIPT OF BIDS RUSHTON REHAB PROJECT - STORMWATER RETENTION CURBS APPROACHES ASPHALT STRIPING PROJECT NO. 112-037, AND /OR REPAIR WINDOWS PROJECT NO. 112 -038• BRICK AND LIMESTONE MASONRY REPAIR CLEANING AND SEALING PROJECT NO. 112-039 WWCDA TIF In a memorandum to the Board, Mr. David Relos, Community and Economic Development, requested permission to advertise for the receipt of bids for the above referenced projects. Therefore, upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the above requests were approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — SALE OF CITY -OWNED PROPERTY — 304 EAST INDIANA AVENUE In a memorandum to the Board, Ms Debrah Jennings, Community and Economic Development, stated her Department has received an Application to Purchase Vacant City -Owned Property at the above address. She noted in her memorandum that she has determined that the City has no need for the property; the intended use of the petitioner is appropriate; and the petitioner is eligible to purchase the property as an abutting property owner. Ms. Jennings stated she is therefore requesting to advertise the sale of the property per I.C. 36- 1 -11 -5. Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the above request was approved. TABLE REQUEST TO ADVERTISE FOR THE ,RECEIPT _OF BIDS -- SALE. OF CITY - OWNED PROPERTY — 802 SOUTH KALEY STREET Mr. Meteiver requested the Board table this request to purchase Vacant City -Owned Property at the above address. He noted this request is from a not - for - profit corporation and does not require advertising the sale. Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the above request was tabled. APPROVE TITLE SHEET — GOODSON COURT SEWER EXTENSION — PROJECT NO. 112 -035 (SEWER INSURANCE FUND) Mr. Gilot advised that the Title Sheet for the above referenced project was being presented at this time for execution. Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the above referenced Title Sheet was approved and signed. ADOPT RESOLUTION NO. 33 -2012 — A RESOLUTION OF THE CITY OF SOUTH BEND INDIANA BOARD OF PUBLIC WORKS FOR THE DISPOSAL OF SURPLUS PROPERTY Upon a motion made by Ms. Roos, seconded by Mr. Inks and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 33-2012 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 REGULAR MEETING JUNE 12 2012 201 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, OFFICER GARY REYNOLDS will retire effective June 30, 2012, from the South Bend Police Department after more than thirty -four (34) years of service, and the Board of Public Safety of the City of South Bend has determined that he retired in good standing; and WHEREAS, I.C. 5- 22 -22 -1 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; NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that sidearm Serial No. AL 50124, 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 12TH Day of JUNE 2012. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Donald E. Inks s/ Kathryn E. Roos s/ Michael Mecham s/ Mark Neal ATTEST: s /Linda M. Martin, Clerk ADOPT RESOLUTION NO. 34 -2012 — A RESOLUTION OF THE CITY OF SOUTH BEND INDIANA BOARD OF PUBLIC WORKS FOR THE DISPOSAL OF SURPLUS PROPERTY Upon a motion made by Ms. Roos, seconded by Mr. Inks and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 34-2012 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 -I 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, CHIEF STEVEN RICHMOND will retire effective June 30, 2012, from the South Bend Police Department after more than thirty -four (34) years of service, and the Board of Public Safety of the City of South Bend has determined that he retired in good standing; and WHEREAS, I.C. 5- 22 -22 -1 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; REGULAR MEETING JUNE 12 2012 202 NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that sidearm Serial No. AL 50124, 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 12TH Day of JUNE 2012, CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Donald E. Inks s/ Kathryn E. Roos sl Michael Mecham s/ Mark Neal 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 Agreement WorksRight License for Postal Software $4,800.00 Inks/Roos HyPER/Sort for Water Works Utility Bills (Water Works Software Mailing Discount Operating Fund) Contract South Bend South Bend Police Athletic Grants and Roos /Inks Community League — Youth City School Outreach/Youth Basketball in Contributions Corporation Auxiliary Gym and Swimming at Pool of Washington High School Inter -Local City of Elkhart Continue Aquatic Biology $50,000.001 Inks /Roos Agreement Department of Monitoring of the St. Joseph Year for Public Works River Three Years and Utilities (Wastewater O &M) Exclusive Memorial Pharmaceutical Supplies for $65,000.00 Inks /Roos Pharmaceutical Hospital Fire Department EMS — (Fire Supply Usage Fee Equal to Operations/ Agreement Memorial's Cost for Each Supplies; Controlled Substance Medical and Safety Agreement Near Northwest Community Space Project — $200,000.00 Roos /Inks Neighborhood Construct 4,600 Square Feet (Community of Meeting Space and a Full Development Commercial Kitchen at 1013 Block Grant) Portage Avenue Agreement Near Northwest Neighborhood Revitalization $275,000.00 Roos /Inks Neighborhood Program — Acquire and (Community Rehabilitate Two (2) Development Substandard Residences to Block Grant) Sell to Low to Moderate Income Buyers Agreement Near Northwest Administrative Costs to $46,265.00 Roos /Inks Neighborhood Provide Homeownership (Community Education to Low to Development Moderate Income Block Grant) REGULAR MEETING JUNE 12, 2012 203 Homebuyers Agreement Near Northwest Provide Administration and $82,000.00 Roos /Inks Neighborhood Support for Housing and (Community Other Programs that Benefit Development Low to Moderate Income Block Grant) Persons Agreement South Bend Administrative Support for $104,000.00 Roos /Inks Heritage Housing and Other Programs (Community Foundation that Benefit Low to Moderate Development Income Persons Block Grant) Agreement South Bend Acquire and Rehabilitate Two $225,000.00 Roos /Inks Heritage (2) or More Residential (Community Foundation Properties for Resale to Low Development to Moderate Income Buyers in Block Grant) the Near West Side Agreement South Bend Rehabilitate Two (2) $225,000.00 Roos /Inks Heritage Commercial Units into Two (Community Foundation (2) Residential Units for Low Development to Moderate Income Tenants Block Grant) Agreement South Bend Rehabilitate First Floor $75,000.00 Roos /Inks Heritage Bathroom at Colfax Cultural (Community Foundation Center at 914 Lincoln Way Development West Block Grant) Agreement REAL Services Modify Thirty (30) Single $125,000.00 Inks /Roos Family Homes of Low to (Community Moderate Income Elderly Development Residents in the 46619 Zip Block Grant) Code Area Amendment to Redevelopment Amendment to Supplement N/A Inks /Roos the Addendum Commission No. I to the Addendum to the Master Related to SR 23 and Douglas Agency Road Added Right Turn Agreement Lane— Project No. 111 -053 Professional Abonmarche Property Acquisitions and $5,000.00 Inks/Roos Services Consultants, Inc. ROW Services Related to SR (DREDA TIF) Amendment 23 and Douglas Road Added No. 1 Right Turn Lane -- Project No. 111 -053 Amendment to Redevelopment Design Services for Fellows N/A Roos /Inks the Addendum Commission Street Corridor Improvement to the Master —Project No. 112 -006 Agency Agreement Professional Christopher B. Design Services for Fellows $127,485.00 Inks/Roos Services Burke Street Corridor Improvement, (SSDA TIF) Amendment Engineering, Phase H— Project No, 112 -006 LLC Emergency The Center for Rapid Re- Housing Activity — $47,190.00 Roos/Inks Solutions the Homeless, Assist Twenty -four (24) (Emergency Grant Program Inc. Homeless Individuals or Solutions Contract Families Transition into Block Grant) Permanent Housing Emergency Youth Service Rapid Re- Housing Activity — $13,700.00 Inks /Roos Solutions Bureau, Inc. Provide Housing Relocation (Emergency Grant Program and Stabilization Services to Solutions Contract Four (4) Runaway and /or Block Grant) Homeless Youth Contract South Bend Affirmative Fair Housing $10,000.00 Roos /Inks Human Rights Activities — Investigating (Community Commission Complaints of Discrimination Development and Providing Educational Block Grant) Worksho s on Fair Housing REGULAR MEETING JUNE 12 2012 204 Contract Community Forgivable Second Mortgage $225,000.00 Roos /Inks Homebuyers Program —Assist Twelve (12) (Community Carried Leeper Park Art Corporation Low to Moderate Income Development Inks /Roos Fair Leeper Park Art First -Time Homebuyers with Block Grant) Fair Down Payment Assistance Street to Michigan Street Contract Housing REWARD Program — Provide $20,000.00 Inks /RODS Development Direct Homeownership to (Community Program Twenty (20) Low to Moderate Development F. Jay Mummy Special Event — Income Households that have Block Grant) Roos /Inks Dad's Day Completed Homeownership Colfax Avenue to Poker Run and Counseling LaSalle Street Contract Center for the Renovate the Center's Family $25,000.00 Roos /Inks Homeless Dormitory Bathroom to (Community Increase Safety and Improve Development Accessibility Block Grant) Addendum to Redevelopment Ignition Park South (AEDA TIF) Inks/Roos the Master Commission Demolitions, Phase III — Agency Project No. 112 -040 Agreement Proposal Richard E. Edison Road at Gordon Drive $350.00 per Inks/Roos McCloskey, —Project No. 110 -079 — Parcel /Total MAI Parcel Valuations $4,900.00 for Fourteen (14) Parcels Contract Koontz- Energy Efficiency and N/A Roos /Inks Amendment Wagner /ME Conservation Block Grant and Design/Lawson- Program Contract Certification Fisher & Amendment and Certification Associates First Downtown Allow the Use of 2010 Fa _qade $28,778.50 Inks/Roos Amendment to South Bend, Inc. Grant Money to Fund 2012 (2010 Fagade Agreement for Projects Grant) Professional Services Contractual Gary A. Gilot Temporary Consultation as NTE $65,000 Inks/Roos and Consulting Public Works Director for Remainder (Mr. Agreement for of 2012 Gilot Professional (Public Works Abstained Services Professional from the Services) Vote and Left the Room) APPROVAL OF STREET CLOSURES /PROCESSIONS The following street closures and processions were nrPCPnto J Pt-.r nrtnr ,. 1 Applicant Description Date /Time Location Motion Carried Leeper Park Art Special Event — June 16, 2012 — Riverside Drive and Park Inks /Roos Fair Leeper Park Art 10:00 a.m. to Lane from Lafayette Fair 6:00 p.m. and Street to Michigan Street June 17, 2012 — 10:00 a.m. to 5:00 p.m. F. Jay Mummy Special Event — June 16, 2012; Sycamore Street from Roos /Inks Dad's Day 6:00 a.m. to Colfax Avenue to Poker Run and 11:00 p.m. LaSalle Street Party APPROVE SIDEWALK CAFE PERMIT APPLICATION Mr. Gilot indicated that the Board is in receipt of the following Sidewalk Cafe Permit application: REGULAR MEETING APPLICANT: BUSINESS ADDRESS: DAYS /TIMES OF OPERATION JUNE 12, 2012 205 The Backstage Grill 222 South Michigan Street 11:00 a.m. to 3:00 a.m. Mr. Inks made a motion that the Sidewalk Caf6 Permit Application be approved subject to a five foot (5') clear pedestrian path being maintained. Ms. Roos seconded the motion which carried. APPROVAL OF LICENSE RENEWALS Mr. Gilot stated that the Board is in receipt of favorable recommendations for the following applications for License Renewals: Applicant: St. Joseph Valley Watercolor Society Type: Transient Merchant Renewal Location: Leeper Park Date /Time: June 16, 2012 -- -10:00 a.m. to 6:00 p.m. and June 17, 2012 — 10:00 a.m. to 5:00 p.m. Remarks: Favorable Recommendations Type: Open Air Business Applicant: Urban Garden Market Location: 1025 North Bendix Drive Date/Time: Saturdays June 16- October 22, 2012, Saturdays Only; 9:00 a.m. to 1:00 p.m. Remarks: Community and Economic Development stated Approval Subject to Redevelopment Commission Approving Use of Land Mr. Inks stated the Redevelopment Commission has approved the use of the land for the Urban Garden Market, and made a motion to approve both license applications. Ms. Roos seconded the motion, which carried. APPROVAL OF REVOCABLE PERMIT FOR ENCROACHMENT — AIDS MINISTRIES /AIDS ASSIST OF NORTHERN INDIANA Mr. Gilot stated an application for a Revocable Permit has been received for the purpose of allowing the installation of a 20' Inflatable Gorilla on the northwest corner of Wayne Street and St. Joseph Street (201 South William Street) to promote the Rooftop Rendezvous on Friday June 15, 2012 with setup on June 13, 2012. Engineering stated the sidewalks cannot be blocked and a minimum of five feet must be provided for ADA Access; no traffic signal or other traffic signs shall be blocked; appropriate guying and ballasting must be provided to properly support the gorilla, and all supports must be independent of city poles or signal supports; and if streets are to be blocked, for set up or take down, proper traffic control must be established. The Board added that a back -up for electricity should be provided in the case of an emergency to prevent the deflation of the inflatable, and the possibility of falling into traffic. Therefore, upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the Revocable Permit was approved subject to all of the above. FAVORABLE RECOMMENDATION - PETITION TO VACATE THE EAST HALF Of THE EAST /WEST ALLEY BETWEEN THE FIRST NORTH /SOUTH ALLEY AND HILL STREET, NORTH OF LASALLE_STREET AND SOUTH OF MADISON STREET Mr. Gilot indicated that Joseph and Deanna Kamboc, 319 Hill Street, South Bend, Indiana 46617, 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. Mr. Steve Matz was present and stated he is the Real Estate Agent for the petitioner's. He stated the property has been sold to Joseph and Suzanne Gelchion and that should be reflected in the record. Mr. Matz stated he is also the agent for the Gelchion's and is present on their behalf. REGULAR MEETING JUNE 12 2012 206 Therefore, Mr. Inks made a motion that the Clerk send a letter to the petitioner recommending approval of the request for vacation. Ms. Roos seconded the motion which carried. DENY TRAFFIC CONTROL DEVICE Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the following traffic control device was denied: DENIED: Handicapped Accessible Parking Space Sign Denied LOCATION: 1014 North Johnson Street REMARKS: Street is Posted No Parking Mr. Mecham stated Engineering is working with the petitioner to provide an alternative solution, by posting a handicapped parking sign on the opposite side of the street. He noted the side of the street being requested for posting of the sign is currently posted no parking, but the other side of the street is not restricted. APPROVE CLAIMS Mr. Neal 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 $4,384,638.01 06/08/2012 City of South Bend $1,604,944.70 06/12/2012 Therefore, Mr. Inks made a motion that after review of the expenditures, the claims be approved as submitted. Ms. Roos seconded the motion, which carried. PRIVILEGE OF THE FLOOR Mr. Murray Miller, Local Union No. 645 asked who administers the Block Grants. Mr. Inks stated Ms. Pam Meyer, Community and Economic Development, does. Mr. Miller questioned with the Local Business Preference law ending July 1, 2012, is the City considering anything like Michigan has, with a preference given to State contractors. Mr. Gilot stated he would suggest that Legal and Finance review the law and its ramifications. He noted he prefers open -door bidding laws, and doesn't want to lock Michigan contractors out anymore than he would like Indiana contractors locked out of bidding in Michigan. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the meeting adjourned at 11 :1 S a.m. BOARD OF PUBLIC WORKS c ��k' Gary A. Gilot, President L 6 onald F, nks, Member Michael Mecham, Member Mark Neal, Member Sg � 4 ind M. Martin, Clerk