HomeMy WebLinkAbout06/26/12 Board of Public WorksAGENDA REVIEW SESSION JUNE 20, 2012 207
The Agenda Review Session of the Board of Public Works was convened at 1:05 p.m. on
Wednesday, June 20, 2012 by Board President Gary Gilot, with Board Members Michael C.
Mecham and Mark W. Neal present. Board members Donald Inks and Kathryn Roos were
absent. Also present was Attorney Larry Meteiver. Board of Public Works Clerk, Linda 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 a Request to Advertise for Bids for the Union
Station Technology Center, and a Professional Services Agreement for temporary Human
Resources assistance.
APPROVAL OF ENTERPRISE AGREEMENT — CDW IT CAPITAL
Mr. Keith Crain, Information Technologies, stated his department has been looking at the best
solution for a replacement email system for the City for several years. He stated he is asking for
the Board's approval of a quote they received from CDW for Office 365, noting the price is good
only until June 25, 2012. Mr. Crain stated the Enterprise Agreement is a three (3) year agreement
with the charges based on the number of users and cost per plan. He provided the following cost
breakdown showing the E3 Plan at $13.00 per month; the E2 Plan at $6.25 per month; and the
K2 Plan at $4.17 per month, and stated they expect the total for three years to run approximately
$500,000.00. Mr. Mark W. Neal, City Controller, added the City looked at two (2) solutions;
Microsoft and Google. Microsoft was found to be compatible with the current system the City
uses, and would allow for updates to Power Point, Excel, and Word. He noted that Purchasing
determined this would be considered a Special Purchase due to a Sole Source, Compatible Data
Exception. Mr. Neal added that there is $96,000.00 in the budget and this year's anticipated cost
will be around $63,000.00. Mr. Neal stated the City used Information Technology staff from
local schools including Notre Dame University on the study for this project. He added the school
system has an opportunity to add this technology for free if they choose to do so. Upon a motion
by Mr. Gilot, seconded by Mr. Mecham and carried the agreement was approved subject to Legal
review of the final agreement.
APPROVAL OF BLOCK PARTIES
The following block party requests were presented for approval:
Applicant
Description
Date /Time
Location
Motion
Carried
Stephen Hayes
Street Closure —
June 25, 2012;
Black Oak Drive from
Gilot/Neal
(Wooded
25th Annual
5:30 p.m. to
Oak Park Drive to
Estates
Wooded
8:30 p.m.
Scottswood Drive
Neighborhood
Estates Ice
Association)
Cream Social
Michelle Busse
Street Closure —
June 24, 2012;
Bryan Street from
Neal/Mecham
Kids' Week
12:00 p.m. to
Sherman Avenue to
Kickoff Block
4.00 p.m.
Inglewood Street
Party
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
$81,092.48
06/11/2012 and
06/14/2012
City of South Bend
$2,884,489.23
06/19/2012
Therefore, Mr. Gilot made a motion that after review of the expenditures, the claims be approved
as submitted. Mr. Neal seconded the motion which carried.
The Board members discussed the following agenda items;
- Request to Advertise — Skyway Building Window Replacement
Mr. Gilot requested Mr. Dave Relos, Community and Economic Development, check
with the Director of Community and Economic Development to confirm that funds are
available for this project. He noted there are new issues with the Medical TIF funding.
AGENDA REVIEW SESSION JUNE 20, 2012 208
- Amendment to Addendum to the Master Agency Agreement — Supplement No. 4 — Olive Road
Right -of -Way Acquisition
Mr. Bill Schalliol, Community and Economic Development, stated this Amendment is to
increase the funding for this project. He noted the bids came in over the Redevelopment
Commission approved budget of $125,000.00. The Commission has now authorized a
budget of $142,000.00 for the project, and he is asking the Board's approval of the
increase to the budgeted amount of the original Addendum to the Master Agency
Agreement.
- Bid Award Amendment — Dual Arm, Side Loading Refuse Trucks
Mr. Matt Chlebowski, Central Services, stated he is requesting the Board authorize the
addition of Alternate No. 2 to the previous award of February 14, 2012. The alternate
provides for natural gas fueling in lieu of diesel fuel. Mr. Neal questioned if this
additional amount is covered in the current budget. Mr. Chlebowski stated it is. Mr. Neal
asked if there is a difference in the life cycle of the vehicles. Mr. Chlebowski stated there
is no difference in the useful life of the vehicles.
- Block Party Permit
Mr. Anthony Marshall stated he submitted a request for a block party in the 1100 block
of Indiana Avenue. He was told it is a main thoroughfare and he would need to relocate
to a less traveled side street such as Marine Street. Mr. Marshall stated this section of
Indiana Avenue dead -ends after three (3) blocks, and really is not a heavily traveled
street. His proposal was to block from one alley to the next, leaving the alleys open so
vehicles can still cut through. Mr. Marshall stated. that Marine Street is chopped up and
difficult to maneuver. He noted cars fly around the corner of Marine Street and Indiana
Avenue and it is not a safe intersection. Mr. Gilot noted this location is one block from
Ravina Park and asked Mr. Marshall if he had considered holding the party in the park.
Mr. Marshall stated he did not feel the park was a safe place. Mr. Gilot noted that the Fire
Department stated it is against the law to do fireworks on any public street. Mr. Marshall
stated he is aware of that law and he has a cement slab in his yard they will use, or they
will use the parking lot of a nearby school. Mr. Gilot stated as part of the review process,
the Board reviews emergency call records to the Police Department for the location of
the parties. This one, he noted, has two pages of reported calls in the last twelve (12)
months. He questioned what Mr. Marshall is doing to prevent trouble during the party,
noting the Police require all block parties to end by 8:00 p.m. Mr. Marshall stated he will
have security on hand and is fully prepared to deal with trouble, should anything occur.
He noted also that they will be done by 8:00 p.m. Mr. Gilot stated they need to be pro-
active, and no fireworks in the street. He requested Mr. Marshall submit a new flier
circulated for the party without the fireworks before the Board's meeting on Tuesday.
Mr. Marshall stated he would have that before then.
- Opening of Quotations ---- Design and Installation of Ethernet Service for Sixteen (16) Water
Works Facilities
Mr. John Wiltrout, Water Works, stated this project has been ongoing for four (4) years.
He noted the system Water Works currently has is not reliable. Mr. Gilot suggested
looking at what sites the City Metronet could cover, rather than leasing Ethernet service
for all of the sites, to cut costs on this project.
- Change Order — Generator and Switch Gear for Ignition Park Lot 4
Mr. Patrick Henthorn, Engineering, stated the City will pay for this work and then be
reimbursed by Data Realty. He noted that Data Realty has submitted a letter confirming
they will reimburse the City for this expense. Mr. Neal stated they should reimburse the
City within thirty (30) days. Mr. Gilot stated there was no time frame in the letter and
that would need to be added before the meeting on Tuesday.
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 2:20 p.m.
BOARD OF PUBLIC WORKS
AGENDA REVIEW SESSION
Gary A. Gilot, President
J E 20, 2012 209
Michael C. Mecham, Member
;IJ ehhal E. IAlks, Member ark W. Neal, Member
Dk
Kathryn Dios, Member — Lihda M. Martin, Clerk'`
REGULAR MEETING JUNE 26,_ 2012
The regular meeting of the Board of Public Works was convened at 9:39 a.m. on Tuesday, June
26, 2012, by Board President Gary A. Gilot, with Board Members Donald E. Inks, Kathryn E.
Roos, and Michael C. Mecham present. Board Member Mark W. Neal was absent. Also present
was Board Attorney Cheryl Greene.
ADDITION TO THE AGENDA
Mr. Gilot noted the addition to the agenda of a Request to Advertise for 2012 Streets and Sewers
Materials.
APPROVE MINUTES OF PREVIOUS MEETING
Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the minutes of the Agenda
Review Meeting on June 7, 2012, and the Regular Meeting on June 12, 2012 were approved.
OPENING OF QUOTATIONS — DESIGN AND INSTALLATION OF ETHERNET SERVICE
FOR SIXTEEN (16) WATER WORKS FACILITIES — PR, OJECT NO. 112 -045_ .,(WATER
_
WORKS)
Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for
the above referenced project. Ms. Greene noted that U.S. Signal did not submit the City
Quote form. She stated this is really more of a request for proposals and she isn't sure how to
read the numbers, or if either of the quotes is conforming to the specifications. She stated the
names of the companies submitting quotes should be read and Legal and City staff should review
them to determine if they are both responsive quotes. The names following Quotations were
opened and read:
AT &T
7720 Kennedy Avenue
Hammond, Indiana 46323
Quotation was submitted by Mr. Keith Kroening
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
U.S. SIGNAL
506 West South Street
South Bend, Indiana 46601
Quotation was submitted by Mr. Ralph Acito
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
Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above Quotations were
referred to Water, Wastewater, Legal, Engineering, and Purchasing for review, tabulation, and
recommendation.
OPENING — GOODSON COURT SEWER EXTENSION — PROJECT NO. 112 -035 SEWER
INSURANCE REPAIR FUND
Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for
the above referenced project. The following Quotations were opened and read:
JOHN BOETTCHER SEWER & EXCAVATING
3305 North Home Street
REGULAR MEETING
JUNE 26, 2012 210
Mishawaka, Indiana 46545
Quotation was submitted 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 form was submitted
QUOTATION:
Base Bid
$61,947.50
Alternate 1A
$12,980.00
Alternate 2A
$9,875.00
Total Alternates
$22,855.00
Total Base Bid plus Alternates
$84,802.50
1HRP CONSTRUCTION
PO Box 266
South Bend, Indiana 46624
Quotation was submitted by Mr. Paul Fallon
Contractor's Non - Collusion Affidavit, Nan - Debarment Affidavit, Employment Eligibility
Verification, Non - Discrimination Commitment for Contractors and Certification of Use
of United States Steel Products or Foundry Products was submitted
Indiana Local Business Preference Claim form was submitted
QUOTATION:
Base Bid
$67,400.00
Alternate 1A
$12,620.00
Alternate 2A
$9,500.00
Total Alternates
$21,820.00
Total Base Bid plus Alternates
$89,260.00
YOUNGS EXCAVATING INC.
PO Box 2765
South Bend, Indiana 46680 -2766
Quotation was submitted 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 form was submitted
QUOTATION:
Base Bid
$52,165.85
Alternate 1 A
$16, 816.80
Alternate 2A
$12,967.50
Total Alternates
$29,784.30
Total Base Bid plus Alternates
$81,950.15
Ms. Greene noted that all of the quotes exceed the $75,000.00 quote limit. Mr. Carl Littrell,
Engineering, asked if the excessive amounts included all of the alternates. Ms. Greene stated the
Base Bid was okay, but when the alternates were added in, they exceeded the limit. She
questioned if this was a divisible quote. Mr. Littrell stated it is, and the Base Bid is sufficient,
Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above Quotations were
referred to Engineering for review and recommendation. Mr. Littrell informed the Clerk of the
Board that he would not be awarding the quote today as scheduled.
AWARD BID - TWO (2), MORE OR LESS, 2012 OR NEWER COMPACT FOUR -DOOR
SEDAN AUTOMOBILES BUILDING E CAPITAL LASE)
Mr. Hudak, dvisedhe Board that on
May 15, 2012, bids were
received and opened for the above referenced vehicles. After reviewing those bids, Mr. Hudak
recommended that the Board award the contract to the lowest responsive and responsible bidder
Gates Chevrolet, 636 West McKinley, Mishawaka, Indiana 46545, in the amount of $33,883.00,
REGULAR MEETING JUNE 26, 2012 211
or $16,941.50 each. Therefore, Ms. Roos made a motion that the recommendation be accepted
and the bid be awarded as outlined above. Mr. Inks seconded the motion, which carried.
TABLE /AWARD BID AMENDMENT_ — FOUR (4), TWENTY -SEVEN (27) CUBIC YARD,
DUAL ARM SIDE LOADING REFUSE TRUCKS 20
PAYMENTS 11 SOLID WASTE CAPITAL LEASE
Mr. Matt Chlebowski, Central Services, advised the Board that on February 14, 2012, the bid for
the above referenced vehicles was awarded to Best Equipment Company, Inc., 5550 Poindexter
Drive, Indianapolis, Indiana 46235, in the amount of $323,353.00 each, for a total of
$1,293,412.00 for four trucks. Mr. Chlebowski advised that they are now requesting the addition
of Option No. 2, the natural gas fueling option in lieu of diesel fuel, in the amount of $31,550.00
per truck for a total of an additional $126,200.00. The new revised award amount is
$1,419,612.00. Mr. Chlebowski noted that the bid prices are only valid through June 30, 2012.
Ms. Roos stated she would like to table the request until it can be determined that the trucks are
able to maneuver around alleys. Therefore, Mr. Inks made a motion that the recommendation be
accepted and the bid be tabled until further discussion as outlined above. Ms. Roos seconded the
motion, which carried.
Mr. Andre Price, Environmental Services, joined the Board meeting at 10:35 a.m. Ms. Roos
explained that the Board had tabled this request because of confusion over whether these trucks
are going to fit down alleys and if they are being used primarily for alley trash pick -up. Mr. Price
stated their primary mission is for out -front trash pick -up. He stated the option of dual arms does
not change the size of the trucks, the arms tuck in and under the trucks. He added the dual arms
will be used for one -way streets so they don't have to run down the streets twice. Ms. Roos
stated her concern is this is the first of a series of trucks and the way alley trash is being collected
does not change. She asked if there will still be alley collection trucks available. Mr. Price stated
these trucks don't change the way they do anything. Mr. Gilot stated the Board just wants to
make sure Environmental Services is not backing itself into a corner. He stated he is okay with
the dual -arm trucks being used primarily in the streets, but he is not okay with the trucks
zigzagging in the streets to do both sides of the street. He requested Mr. Price develop a policy
for the drivers to sign regarding this. Mr. Price stated they already have that policy in place and
the drivers are aware of it. Therefore, Ms. Roos made a motion to approve the bid award
amendment to include the option for natural gas fueling. Mr. Inks seconded the motion.
APPROVAL OF REQUEST TO REJECT BIDS AND RE- ADVERTISE FOR THE RECEIPT
OF BIDS — IGNITION PARK LOT 4 FA ADE IMPROVEMENTS — PROJECT NO. 112 -025
CAEDA TIF)
In a memorandum to the Board, Mr. Patrick Henthorn, Engineering, requested permission to
reject all bids for the above referenced project. Mr. Henthom noted that the low bidder, Shaffner
Heaney Associates, Inc. was non - responsive because they took exception to the project schedule
and milestones in the project specifications. The bid of the next low bidder, Ziolkowski
Construction, exceeded the project budget. Therefore, upon a motion made by Mr. Inks,
seconded by Ms. Roos and carried, the bids were rejected and the request to re- advertise was
approved.
APPROVE CHANGE ORDER NO. I -- GENERATOR AND SWITCH GEAR FOR IGNITION
PARK LOT 4 — PROJECT NO. 111 -081 AEDA TIF
Mr. Gilot advised that Mr. Patrick Henthom, has submitted Change Order No. 1 on behalf of
MacAllister Power Systems, 7575 East 30th St., Indianapolis, Indiana 46219, indicating the
contract amount be increased by $6,852.00 for a modified contract sum, including this Change
Order, in the amount of $798,818.00. Mr. Inks noted the City would be reimbursed for this.
Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the Change Order was
approved.
APPROVE CHANGE ORDER NO. 2 — GENERATOR AND SWITCH GEAR FOR IGNITION
PARK LOT 4 — PROJECT NO. 111 -081 AEDA TIF
Mr. Gilot advised that Mr. Patrick Henthom, has submitted Change Order No. 2 on behalf of
Brownstone Electric Supply Company, Inc., 690 East SR 250, PO Box J, Brownstone, Indiana
47220, indicating the contract amount be increased by $10,050.00 for a modified contract sum,
including this Change Order, in the amount of $179,120.00. Mr. Henthom included a letter from
Data Realty stating they would reimburse the City for this expense. Upon a motion made by Mr.
Inks, seconded by Ms. Roos and carried, the Change Order was approved.
REGULAR MEETING JUNE 26, 2012 212
APPROVE CHANGE ORDER NO. I (FINAL) AND PROJECT COMPLETION AFFIDAVIT
— INSTALLATION OF FIBER OPTIC CONDUIT FOR NEW ANIMAL SHELTER —
PROJECT NO. 112 -_022 (TIF)
Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. I (Final) on
behalf of Michiana Contracting, Inc., 7843 Lilac Road, P.O. Box 929, Plymouth, Indiana, 46563
indicating the contract amount be decreased by $391.20 for a modified contract sum, including
this Change Order, of $6,098.80. Additionally submitted was the Project Completion Affidavit
indicating this new final cost of $6,098.80. Upon a motion made by Mr. Inks, seconded by Ms.
Roos and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were
approved.
APPROVE CHANGE ORDER NQ. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT
IGNITION PARK SOUTH DEMOLITIONS, PHASE II — PROTECT NO. 112-008 (AEDA
MF
Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. I (Final) on
behalf of Smalley Construction, Inc., 1742 West US 10, Scottville, Michigan 49454, indicating
the contract amount be decreased by $40,000.00 for a modified contract sum, including this
Change Order, of $174,000.00. Additionally submitted was the Project Completion Affidavit
indicating this new final cost of $174,000.00. Upon a motion made by Mr. Inks, seconded by
Ms. Roos and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were
approved.
APPROVE PROJECT COMPLETION AFFIDAVIT ---- SEWER SERVICE AT 3680 WEST
SAMPLE STREET - PROJECT NO. 112 -011 (INDUSTRIAL REVOLVING FUND
Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion
Affidavit on behalf of John Boettcher Sewer & Excavating, 3305 North Home Street,
Mishawaka, Indiana 46545 for the above referenced project, indicating a final cost of
$36,464.40. Upon a motion made by Ms. Roos, seconded by Mr. Inks and carried, the Project
Completion Affidavit was approved.
APPROVAL, OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — IGNITION
PARK SOUTH DEMOLITIONS PHASE III — PROJECT NO. 112 -040 (A.EDA TIF)
In a memorandum to the Board, Mr. John Engstrom, requested permission to advertise for the
receipt of bids for the above referenced project. 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 PROPOSALS —
COMPRESSED NATURAL GAS MARKET RESEARCH — PROJECT NO. 112 -029A
ENERGY OFFICE
In a memorandum to the Board, Mr. Jonathan Burke, Energy Office, requested permission to
advertise for the receipt of proposals for the above referenced project. Therefore, upon a motion
made by Ms. Roos, seconded by Mr. Inks and carried, the above request was approved.
TABLE REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS ,- SKYWAY BUILDING
WINDOW REPLACEMENT WI — PROJECT NO (CENTRAL MEDICAL DISTRICT
, „
TIF
In a memorandum to the Board, Mr. Dave Relos, Community and Economic Development,
requested permission to advertise for the receipt of bids for the above referenced project. Ms.
Roos made a motion to table this request. Mr. Inks seconded the motion, which carried.
APPROVE REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS_ --- SALE OF
ABANDONED VEHICLES
Ms. Kathy Eli, Department of Code Enforcement, requested permission to advertise for the sale
of approximately twelve (12) abandoned vehicles, which are being stored at Super Auto Salvage
Corporation, 201 West Sherwood, South Bend, Indiana. It was noted that all vehicles have been
stored more than fifteen (15) days, identification checks have been run for auto theft, and the
owners and lienholders notified. Upon a motion made by Mr. Gilot, seconded by Mr. Inks, and
carried, the above request was approved.
REGULAR MEETING JUNE 26 2012 213
APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — UNION
STATION TECHNOLOGY CENTER_ -- PROJECT NO. 112 -046 (AEDA TIF)
In a memorandum to the Board, Mr. John Engstrom, Engineering, requested permission to
advertise for the receipt of bids for the above referenced project. Mr. Gilot clarified that this
project is for the installation of power. Therefore, upon a motion made by Ms. Roos, seconded
by Mr. Inks and carried, the above request was approved.
APPROVE AMENDED REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS —
RUSHTON REHAB — PROJECT NO; 112-037 (WWCDA TI
In a memorandum to the Board, Mr. Dave Relos, Community and Economic Development,
stated that the Board previously approved a request to advertise for three parts of the Rushton
Rehab Project; Project Nos. 112 -037, 112 -03$, and 112 -039. Engineering has now requested
these projects be combined into one project, No. 112 -037 to simplify the process. Mr. Relos
stated he is therefore requesting the Board amend their approval to clarify the record. 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 — 2012
STREETS AND SEWERS MATERIALS - PROJECT NO, 112 -001B MVH
In a memorandum to the Board, Mr. John Engstrom, Engineering, requested permission to
advertise for the receipt of bids for the above referenced materials, including concrete for streets
and for the Curb and Sidewalk program, and aggregate for sewers and the Curb and Sidewalk
Program. Mr. Gilot noted these materials were bid earlier this year, but the addition of these
projects will put the departments over the original award amount. Mr. Phil Custard, Purchasing,
stated the bid was awarded in unit prices, but a not -to- exceed amount was approved. Mr. Gilot
stated in the future, the award of the street materials and similar projects should be awarded in
unit prices with a not -to- exceed project specific amount, instead of a total amount. Therefore,
upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above request was
approved.
ADOPT RESOLUTION NO. 35 -2012 — RESOLUTION OF THE BOARD OF PUBLIC
WORKS ON DISPOSAL OF UNFIT AND /OR OBSOLETE PROPERTY
Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the following Resolution
was adopted by the Board of Public Works:
RESOLUTION NO. 35-2012
RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS
ON DISPOSAL OF UNFIT AND /OR OBSOLETE PROPERTY
WHEREAS, it has been determined by the Board of Public Works that the following property
is unfit for the purpose for which it was intended and is no longer needed by the City of South
Bend:
VARIOUS OBSOLETE AND /OR BROKEN COMPUTER EQUIPMENT
WHEREAS, Indiana Code 5- 22 -22 -1 permits and establishes procedure for disposal of
personal property which is unfit for the purpose for which it was intended and which is no longer
needed by the City.
NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of
South Bend that the items listed above are no longer needed by the City; are unfit for the purpose
for which they were intended, and have a combined estimated value of less than five thousand
dollars ($5,000.00).
BE IT FURTHER RESOLVED that said items may be transferred or sold at public
auction or private sale, without advertising. However, if the property is deemed worthless, such
may be demolished or junked.
ADOPTED this 26 T" day of JUNE 2012.
CITY OF SOUTH BEND
BOARD OF PUBLIC WORKS
REGULAR MEETING
s/ Gary A. Gilot
s/ Donald E. Inks
s/ Kathryn E. Roos
s/ Michael C. Mecham
ATTEST:
s /Linda M. Martin, Clerk
JUNE 26, 2012 214
ADOPT RESOLUTION NO. 36 -2012 — A RESOLUTION OF THE SOUTH BEND BOARD
OF PUBLIC WORKS REGARDING THE RETIREMENT OF "MARVIN" A K -9 POLICE
DEPARTMENT UNIT
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. 36-2012
A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS
REGARDING THE RETIREMENT OF "MARVIN ", A K -9 POLICE DEPARTMENT
UNIT
WHEREAS, the South Bend Board of Public Works has been advised by the City's
Police Chief that "Marvin ", a K -9, is no longer needed by the South Bend Police Department;
and
WHEREAS, it has been determined by the Board of Public Works that "Marvin" is unfit
for the purpose for which he was acquired and is no longer of use to the City of South Bend; and
WHEREAS, Patrolman Jeffrey Ransberger, South Bend Police Department, has agreed
to care for "Marvin" at his own expense and to keep him as a house pet and understands that
"Marvin" can never again be used as a Police Dog; and
WHEREAS, the South Bend Police Chief has submitted a letter stating that the dog is no
longer fit for purpose for which he was intended, to be a member of the Canine Unit of the South
Bend Police Department, and is therefore no longer needed by the City.
NOW, THEREFORE, BE IT RESOLVED, by the Board of Public Works of the City
of South Bend, Indiana, that "Marvin ", a K -9 Police Dog, is unfit for the purpose for which he
was acquired, is no longer of use to the City of South Bend, and has an estimated value of less
than One Thousand Dollars ($1,000.00).
BE IT FURTHER RESOLVED, that "Marvin" the Police Dog, should be retired (he
has already been removed from active duty) and sold to Patrolman Jeffrey Ransberger for One
Dollar ($1.00), providing Patrolman Ransberger executes an indemnity agreement.
ADOPTED this 26th day of JUNE 2012.
CITY OF SOUTH BEND
BOARD OF PUBLIC WORKS
s/ Gary A. Gilot
s/ Donald E. Inks
sl Kathryn E. Roos
s/ Michael C. Mecham
ATTEST:
s /Linda M. Martin, Clerk
APPROVAL OF AGREEMENTS /CONTRACTS
The following Agreements and Contracts were submitted to the Board for approval:
REGULAR MEETING JUNE 26 2012 215
Type
Business
Description
Amount
Motion/
Second
Interlocal
St. Joseph
Engineering, Construction
Approximately
Inks /Roos
Agreement
County Board
Services, and Land
$2,300,000.00
of
Acquisition for Sample
(Federal Grant)
Commissioners
Street and Olive Street
Intersection ( AKA Jasinski
Overpass) over the Grand
Trunk Western Railroad —
Road Reconstruction Project
Agreement
Northeast
Programs and Services
$75,000.00
Inks /Mecham
Neighborhood
(EDIT)
Ms. Roos
Revitalization
Reclused
Organization
Herself from
the Vote as an
Unpaid
Member of
the NNRO
Board
Contract
Community
South Bend Home
$398,000.00
Roos /Inks
Development
Improvement Program
(Community
Division
Development
Block Grant)
Contract
Department of
Vacant and Abandoned
$125,000.00
Roos /Inks
Code
Building Demolition
(Community
Enforcement
Program
Development
Block Grant)
Contract
South Bend
Neighborhood Action
$90,000.00
Roos /Inks
Police
Reclamation Patrols —
(Community
Department
Provide 2,400 Hours of
Development
Directed Police Foot and
Block Grant)
Bike Patrol within
Neighborhoods indicated as
Low to Moderate Income
Areas
Contract
Division of
Activity Delivery /Housing
$100,527.00
Inks/Roos
Community
Counseling — Home
Paid to City
Development
Ownership Education,
(Community
Inspection and Processing
Development
Activities for CDBG
Block Grant)
Funded Housing Programs
Contract
Department of
Administration of the
$260,000.00
Inks/Roos
Community and
Community Development
Paid to City
Economic
Block Grant Program
(Community
Development
Development
Block Grant)
Agreement
ADT Security
New Animal Control
$35.00 /Month
Inks /Roos
Services, Inc.
Facility Security System
(Equipment
Installation, Equipment, and
and Installation
Monitoring
Paid for by
CARE of South
Bend;
Monitoring -
Animal Control
Operating
Budget)
Agreement
The Troyer
Parking Garage Lighting
$14,000 (To be
Gilot/Inks
for
Group
Upgrade (Main Street,
Refunded by
Subject to
Professional
Leighton, and Wayne Street
Federal Tax
Legal and
Services
Parking Garages) — Project
Credit in June
Finance
No. 112 -044
2013) (CED
Assignment
Capital)
of Tax Credit
REGULAR MEETING
JUNE 26, 2012 216
BOARD MEMBER JOINS MEETING IN PROGRESS
Board Member Mark W. Neal joined the meeting in progress at 10:20 a.m.
APPROVAL OF AGREEMENT /AMENDMENT
The following Agreement and Amendment were submitted to the Board for annroval
Type
Business
Description
Amount
Benefit to a
Professional
DLZ Indiana,
East Bank Sewer Separation
$405,600.00
Private Entity
Professional
EmNet, LLC
CSONet Monitoring and
$182,288.40
Mecham/Inks
Services
Maintenance for 2012 -2013
(Wastewater
Motion to
Agreement
Redevelopment
1.
Contractuals)
Gilot/Inks
BOARD MEMBER JOINS MEETING IN PROGRESS
Board Member Mark W. Neal joined the meeting in progress at 10:20 a.m.
APPROVAL OF AGREEMENT /AMENDMENT
The following Agreement and Amendment were submitted to the Board for annroval
Type
Business
Description
Amount
Motion/
Second
Professional
DLZ Indiana,
East Bank Sewer Separation
$405,600.00
Mecham
Services
LLC
Phase 4 — Project No. 112-
(2011 Sewer
/Roos
Agreement
041
Bond)
Motion to
Amendment
Redevelopment
Olive Road Right -of -Way
(AEDA TIF)
Gilot/Inks
to the
Commission
Acquisition — Supplement
Subject to
Addendum
No. 4 - Project No. 112 -031
Review by
to the
— Establish a Project Budget
Mr. Inks,
Master
of $142,000.00
Director of
Agency
CED, and Mr.
Agreement
Neal
—
Controller
Supplement
Malcolm
Local Limits Technical
$26,000
Gilot/Roos
No. 4
Pirnie /Arcadis
Justification Services —
(WWTP Other
APPROVE THEN TABLE AMENDMENT TO THE ADDENDUM TO THE MASTER
AGENCY AGREEMENT — SUPPLEMENT NO. 3 — FELLOWS STREET CORRIDOR
IMPROVEMENTS —PROJECT NO. 112 -006 SSDA TIF
Mr. Gilot stated that at last night's Common Council meeting there was a large crowd that came
to express their concerns about the alignment of Fellows Street for the U.S. 31 Realignment
Project. Mr. Gilot stated that Council Member Dr. Varner requested the Board of Public Works
note in their meeting Minutes the neighborhood concerns about the alignment and informed the
Council and those present that he is asking for a motion at the next Redevelopment Commission
meeting to re -look at the alignment/approach for the approximately 8,000 additional cars this
project is expected to bring to the area. Upon a motion by Mr. Gilot, seconded by Ms. Roos and
carried, the Amendment was approved.
After further review of the amendment, Ms. Greene noted it lists thirty (30) full acquisition
parcels, six (6) partial acquisitions, and fifty -seven (57) temporary partial acquisitions totaling
$3,000,000.00. The Board agreed there was a need to look at if this is the best way to achieve
traffic flow. Therefore, upon a motion by Mr. Neal, seconded by Ms. Roos and carried, the
previous motion to approve the Amendment was withdrawn. Mr. Inks made a motion to table the
Amendment. Ms, Roos seconded the motion, which carried.
APPROVAL OF AGREEMENTS /AMENDMENTS /ADDENDA
The following Agreements /Amendments /Addenda were submitted to the Board for annroval
Type
Business
Description
Amount
Motion/
Second
Amendment
Redevelopment
Fellows Street Corridor
(SSDA TIF)
Approve
to the
Commission
Improvement Project —
GiIot/Roos;
Addendum
Supplement No. 3 - Project
Motion to
to the
No. 112 -006
Withdraw
Master
Previous
Agency
Approval
Agreement
Motion
—
Neal /Roos;
Supplement
TABLE
No. 3
Inks/
Roos
Professional
Malcolm
Local Limits Technical
$26,000
Gilot/Roos
Services
Pirnie /Arcadis
Justification Services —
(WWTP Other
REGULAR MEETING
JUNE 26, 2012 217
Agreement
Description
Assistance in Development
Contractual
Motion
and Submission of NPDES
Services)
Carried
Wooded Estates
Block Party
Required Local Limit
Howard Street from
Inks /Roos
Neighborhood
Street Closure —
Evaluation
Black Oak Drive to Oak
Ms. Roos
Agreement
Patrolman
Purchase of Retired K -9
$1.00
Inks /Roos
Jeffery
Unit, "Marvin"
(Paid to City)
Relative is on
Ransberger
the
Addendum
Redevelopment
Skyway Building Window
(Central
TABLE
to the
Commission
Replacement -- Project No.
Medical
Roos /Inks
Master
112 -043
District TIF)
Stated that is
Agency
not a Conflict
Agreement
of Interest
Professional
Creative
Provide Employee Benefits
NTE
Roos /Inks
Services
Financial
Coordination and
S42,500.00
Subject to
Agreement
Staffing
Management until a
(Admininistra-
Legal's
Denise Singh
Block Party
Permanent Replacement is
tion and
Professional
Street Closure —
found for Human Resources
Finance
Services
Block Club
Specialist
Operations)
Agreement
APPROVAL OF STREET CLOSURES /PROCESSIONS
The following street closures and processions were presented for approval:
Applicant
Description
Date/Time
Location
Motion
Carried
Wooded Estates
Block Party
July 4, 2012;
Howard Street from
Inks /Roos
Neighborhood
Street Closure —
9:00 a.m. to
Black Oak Drive to Oak
Ms. Roos
Association
4th of July
12 :00 p.m.
Ridge Drive
Noted her
Parade
Relative is on
the
Committee;
Ms. Greene
Stated that is
not a Conflict
of Interest
Jessie
Block Party
July 4, 2012;
Carroll Street from
Inks /Roos
Brumfield
Street Closure —
11:00 a.m. to
Indiana Avenue to Haney
4t1, of July Party
8:00 p.m.
Street
Denise Singh
Block Party
July 4, 2012;
Prast Boulevard from
Roos /Inks
Street Closure —
9:00 a.m. to
Eclipse Street to
Block Club
8:00 p.m.
Goodland Street
Party
New Peter's
Block Party
August 4, 2012;
Van Buren Street from
Roos /Inks
Rock M.B.
Street Closure —
9:00 a.m. to
Cottage Grove to
Church
Vacation Bible
4:00 p.m.
Cushing Street
School Cook
Out
Anthony
Block Party
July 4, 2012:
Indiana Avenue from
Gilot/Inks
Marshall
Street Closure —
8:00 a.m. to
Miami Street to Marine
Subject to no
July 4th Party
8:00 P.M.
Street
Fireworks in
the Street and
Adherence to
Local Burn
Ban or
Fireworks
Ban
Eddy Street
Special Event
July 21, 2012;
Eddy Street from
Inks/ Roos
Commons at
Street Closure —
8:00 a.m. to
Napoleon Boulevard to
Notre Dame;
Coffee & Cars
2:00 p.m.
Angela Boulevard
Kite Realty
College
Special Event
6:00 a.m. on
DeRue Court at Jefferson
Inks/Roos
Football Hall of
Street Closure —
July 19 to 12:00
Boulevard; Washington
REGULAR MEETING JUNE 26, 2012 218
Fame
Enshrinement
a.m. on July 22,
Street from Michigan
Festival
2012
Street to St. Joseph
Street; Michigan Street
from Washington Street
to Leighton Garage
Opening — Add
Remainder of Street on
Friday; Left Turn Lane
of St. Joseph Street (onto
Washington Street)
Jonathon Geels
Procession. —
July 4, 2012;
Start at 1862 N. Adams
Roos /lnks
(Marquette
Marquette Park
9:00 a.m. to
St., South to Keller St. to
Park
Annual 4th of
10:30 a.m.
Wilber, to Hamilton, and
Neighborhood
July Parade
back to 1862 N. Adams
Assoc. )
Street
YMCA
Procession —
August 26,
On Route as Submitted
Inks /Roos
YMCA
2012; 7:00 a.m.
Triathlon
to 11:30 a.m.
B -100
Traffic
September 16,
Close Ironwood at
Inks /Roos
Restriction —
2012; 6:00 a.m.
Jackson to all
B100 Birthday
to 7:30 p.m.
Northbound Traffic;
Party
Two -Lane Traffic from
US 20 Bypass South to
Jackson, then West to
Jackson 4 -H Fairgrounds
Main Entrance; Close
Jackson at York Road to
Eastbound Traffic and
Direct Traffic to York
Road 4 -H Fairgrounds
Main Entrance
FAVORABLE RECOMMENDATION - PETITION TO VACATE THE EAST HALF OF THE
EAST /WEST ALLEY AND THE SOUTH HALF OF THE NORTH /SOUTH ALLEY OF THE
BLOCK SURROUNDED BY MADISON MAIN MICHIGAN AND MARION
Mr. Gilot indicated that Memorial Hospital (by DLZ, Indiana), has submitted a request to vacate
the above referenced alleys for the development of a parking lot. Mr. Gilot advised the Board is
in receipt of favorable recommendations concerning this Vacation Petition from the Area Plan
Commission, Police Department, Fire Department, Solid Waste, Community and Economic
Development and Engineering. Area Plan stated the vacation would not hinder the growth or
orderly development of the unit or neighborhood in which it is located or to which it is
contiguous. The vacation would not make access to the lands of the aggrieved person by means
of public way difficult or inconvenient. The vacation would not hinder the public's access to a
church, school or other public building or place. The vacation would not hinder the use of a
public right- of-way by the neighborhood in which it is located or to which it is contiguous.
Therefore, Ms. Roos made a motion that the Clerk send a letter to the petitioner recommending
approval of the request for vacation. Mr. Inks seconded the motion which carried.
APPROVAL OF APPLICATION FOR RENEWAL OF TRANSIENT MERCHANT LICENSE
Mr. Gilot stated that the Board is in receipt of favorable recommendations for Franks for the
Memories Hot Dog Stand, 610 East 16th Street, Mishawaka, Indiana 46544, for a Transient
Merchant License Renewal for the placement of a hot dog stand in front of 222 South Michigan
Street on Thursday nights. The owner of the establishment at the location, Club Fever, submitted
a letter stating their approval of the stand in front of their business. Upon a motion made by Mr.
Inks, seconded by Ms. Roos and carried, the application for the renewal of the license was
approved.
APPROVAL OF APPLICATION FOR OPEN AIR LICENSE
Mr. Gilot stated that the Board is in receipt of favorable recommendations from Engineering,
Downtown South Bend, Code Enforcement, Building Department, and Community and
Economic Development for a new Open Air License for Beach House Bliss, 121 West Russ
Street, Mishawaka, Indiana 46545, to be located in front of the Chicory Cafe during Downtown
REGULAR MEETING
JUNE 26 2012 219
South Bend, Inc.'s 2012 First Friday events. Engineering stated Chicory Cafe must remove their
tables to allow for the Beach House Bliss to set up their tables. Upon a motion made by Mr. Inks,
seconded by Ms. Roos and carried, the application for the Open Air License was approved.
APPROVE TRAFFIC CONTROL DEVICES
Upon a motion made by Ms. Roos, seconded by Mr. Inks and carried, the following traffic
control device was approved:
NEW INSTALLATION: Handicapped Accessible Parking Space Sign
LOCATION: 1849 East Fox Street
REMARKS: All criteria has been met
Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the following traffic
control device was approved:
NEW INSTALLATION: No Parking Tow Zone
LOCATION: Both Sides of Moreau Court from Nimtz Parkway to Dead
End
PURPOSE: Safety
REMARKS: All criteria has been met
RATIFY APPROVAL AND /OR RELEASE OCCUPANCY, CONTRACTOR AND
EXCAVATION BONDS
Mr. Anthony Molnar, Division of Engineering, recommended that the following Occupancy,
Contractor and Excavation Bonds be ratified pursuant to Resolution 100 -2000 and /or released as
follows:
Business
Bond Type
Approved/
Released
Effective Date
LFC, Inc.
Occupancy
Approved
June 11, 2012
Wasielewski & Son
Contractor
Approved
June 11, 2012
Culy Construction & Excavating, Inc.
Contractor
Approved
June 15, 2012
Integrity Incorporated
I Excavation
I Release
June 26, 2012
Mr. Inks made a motion that the Bonds approval and/or release as outlined above be ratified.
Ms. Roos seconded the motion, which carried.
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
$4,145,074.06
06/22/2012
City of South Bend
$1,336,160.15
06/19/2012 and 06/21/2012
City of South Bend
$1,814,718.00
06/26/2012
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.
ADJOURNMENT
There being no further business to come before the Board, upon a motion made by Mr. Gilot,
seconded by Ms. Roos and carried, the meeting adjourned at 10:47 a.m,
BOARD OF PUBLIC WORKS
Gary A. Gilot, President Michael C. Mecham, Member
REGULAR MEETING
D(onW E. Inks, Member
- ----------------------------
athryn *Ry6s1:;., Member
JUNE 26, 2012 22D
�W Neal, Me�mber
u nda M. Martin, Clerk