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HomeMy WebLinkAbout07/10/12 Board of Public Works MinutesAGENDA REVIEW SESSION JULY 5 2012 222 The Agenda Review Session of the Board of Public Works was convened at 10.30 a.m. on Thursday, July 5, 2012, by Board President Mr. Gary A. Gilot, with Board Members Donald E. Inks, Kathryn E. Roos, Michael Mecham and Mark Neal present. Also present was Board Attorney Cheryl Greene. Ms. Jennifer Corle, Engineering, presented the proposed agenda of items presented by the public and by City Staff on behalf of Board of Public Works Clerk, Linda M. Martin. ADDITIONS TO THE AGENDA Mr. Gilot noted the additions to the agenda of an agreement amendment, a change order and a quotation award. Board members discussed the following item (s) from that list. - Addendum to the Master Agency Agreement — Union Station Technology Center Mr. Bill Schalliol, Community & Economic Development, stated the above Addendum to the Master Agency Agreement is for the approval of the budget and equipment purchases related to Memorandum of Understanding No. 1 approved by the Redevelopment Commission on March 8, 2012, in the amount of $2,200,000.00. The excess cost of work needed will be covered by Union Station Properties. - Addendum to the Master Agency Agreement -- Fat Daddy's Sidewalk Repair Mr. David Relos, Community & Economic Development, stated the above Addendum to the Master Agency Agreement is for the repair of a vault that was found under the sidewalk in front of the old Fat Daddy's building. Currently, the sidewalk is structurally unsound. Upon consultation with a structural engineer, the wall of the vault closest to the building will be supported, the vault will be filled in, and the sidewalk re- poured. This is an immediate safety hazard. - Resolution 38 -2012 — Accepting the Transfer of Real Property from the South Bend Department of Redevelopment Mr. David Relos, Community & Economic Development, stated the Board of Public Works is taking ownership of the Hansel Center upon project completion to transfer to the South Bend Heritage Foundation. The building will then be used for Latino studies, community outreach and other resources. - Community Development Building Grants Ms. Lori Timmer, Community & Economic Development, reviewed the four Contracts and one Contract Amendment funded by Community Development Building Grant funds. Notably, the Contract Amendment with the Housing Development Corporation provides $1,000.00 for program participants that have gone through financial counseling to go toward closing costs. So far, the program has been able to assist nine residents. The Neighborhood Resources and Technical Services Corporation program trains residents to develop basic leadership skills to help them lead and sustain active neighborhood associations and expose them to the best neighborhood building practices. Funding will cover travel, hotel, and training for each individual. At the beginning of 2012, Ms. Timmer stated she included a list of local Women and Minority Businesses listed on the State of Indiana website and Dun & Bradstreet with each contract sent. Those businesses are asked to use those WBE /MBE businesses when contracting work. - Special Purchase — Low Pressure Membrane Diffusers at Aeration Tank No. 4 at the Wastewater Treatment Plant Mr. Jacob Klosinski, Environmental Services, stated the above special purchase is being made to replace the current ceramic diffusers that have reached the end of their lifespan. Mr. Klosinski stated the new system will help solve several problems with the current system including water leaking back into the pipe. The department plans to replace sections of the current system over the next three years. The lifespan of the membranous diffusers is approximately 15 -20 years. The ceramic tiles' lifespan is approximately 30 years. However, the membrane diffusers can be replaced twice and would still cost less than one ceramic tile replacement. Mr. Gilot asked Mr. Klosinski to prepare a cost analysis. - Change Order — LaSalle School Area Sewer Separation — Project No. 107 -042 AGENDA REVIEW SESSION JULY 5, 2012 223 Mr. John Engstrom, Engineering, stated the above project cost is increasing due to unforeseen circumstances involving underlying concrete. Mr. Mecham stated when preparing the soil study for the project, the sample looked like gravel, not concrete. Mr. Gilot recommended finding ways to fix the root cause so the contractor does not have an open ended change order as a result of this. Mr. Engstrom stated the Change Order takes into account the adjacent streets affected by the project. - Special Purchase — Reconditioned Street Sweeper Ms. Toni Laisure, Central Services, stated Central Services and Sewers have reviewed a reconditioned street sweeper and found the purchase of the reconditioned unit is far less than a new unit. Mr. Gilot asked if the requested amount is in the budget to purchase outright or if they were going to use lease payments. Mr. Neal stated he reviewed the most recent lease - purchase agreement and did not recall this equipment being in the agreement. Ms. Laisure stated she would consult Mr. Jeffrey Hudak, Central Services, and Mr. John Pemberton, Sr., Sewers. Mr. Gilot stated the equipment was reviewed by representatives from several departments and was negotiated to include the warranty of certain wear items so the department did not have to replace them right away upon purchase. - Bid Award — Preventative Maintenance on 31 Generators for Water Works, Fire Department and Waste Water Ms. Toni Laisure, Central Services, stated the above award is being made for about $1,000.00 per generator for one year. This is for preventative maintenance, not emergency repairs. - Bid Award — Trailer Mounted Leaf Vacs Ms. Toni Laisure, Central Services, stated the above award is being made because the equipment currently owned by the city is past its prime or unusable. The award of four more trailer mounted leaf vacs would be added to the sixteen functioning units. - Reject Bids — One -Yard Front End Rubber Tire Loaders Ms. Toni Laisure, Central Services stated the above bid is being rejected because the department is currently renting the equipment instead of purchasing it. Mr. Gilot asked if the cost of the rental was more than what the purchase of the equipment would be. Ms. Corle stated bids were opened for this equipment at the beginning of the year and the time has passed for award. Also, the only bidder, Wakarusa Heavy Equipment, has formally requested their bid security returned. Mr. Gilot agreed a new bid would have to be put out, but the cost of the rental versus purchase would have to be weighed. - Agreement Amendment — Studebaker Area A Demolition Phase IV — Project No. 109 -032 Ms. Ann Kolata, Community & Economic Development, stated the above amendment is actually a final invoice for their original agreement adding funds for various issues that came up during construction, a long delay due to a law suit, and the extended length of the contract. - Quotation Award — Goodson Court Sewer Extension — Project No. 112 -035 Mr. Michael Mecham, Engineering, asked if the above award was being made with changes discussed after the quotation opening. Ms. Corle stated the award is being made on the base bid only. Mr. Gilot asked about the funding source being only from the Sewer Insurance Fund. He stated there should be another funding source as the reason behind this work being done sets precedence for how those funds are used. The money being spent to extend the sewer to the home that has paid for sewer insurance without having a sewer does not equal to the cost of the project. The Clerk was instructed to post the agenda and notify the media and other persons who requested notice of the meeting agenda. No other business came before the Board. The meeting adjourned at 11:55 a. m. BOARD OF P( /}UBLIC WORKS Gary A. Gilot, President Kathryn E. Roos, Member onald . Inks, Memb Mark W. Neal, Member AGENDA REVIEW SESSION Michael C. Mecham, President REGULAR MEETING JULY 5, 2012 224 `c Oda Martin, C erk JULY 10, 2012 The regular meeting of the Board of Public Works was convened at 9:35 a.m, on Tuesday, July 10, 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 Board Attorney Cheryl Greene. ADDITIONS TO THE AGENDA Mr. Gilot noted the addition to the agenda of two (2) Special Purchases for traffic light materials, two (2) Traffic Control Devices, and a Professional Services Agreement. Ms. Greene stated the Council approved a Lease Agreement for the Human Rights Commission at their meeting the previous night, and that should be added for the Board's approval. Mr. Gilot requested she add that to the agenda posted in the hall. He also noted a correction to the agenda for the approval of the minutes of the Agenda Review Session to June 20, not June 21, 2012. 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 on June 20, 2012, the Regular Meeting on June 26, 2012 and the Claims Review on July 3, 2012, were approved. OPENING AND AWARD OF BID — SALE OF CITY -OWNED PROPERTY — 304 EAST INDIANA AVENUE O. 18- 7033 -12751 This was the date set for receiving and opening of sealed bids for the above referenced property. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri- County News, which were found to be sufficient. One bid was received and opened and publicly read: .JUAN PADILLA .� 1314 West Dubail Street Bid was signed by: Mr. Juan Padilla BID: $660.00 Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the award of the above bid was approved. Ms. Roos thanked Mr. Padilla for taking care of the property and asked how long he had been maintaining it. Mr. Padilla stated he has been caring for the property for three (3) years. Ms. Roos stated it is great to see people taking care of vacant property adjacent to their homes and she is glad it's now going to belong to him. Mr. Gilot stated the Common Council would like a report on the process of the sale of City - owned property. Ms. Greene explained that the property is offered for sale to the adjacent property owners at the request of one of the owners. Community and Economic Development determines the value and sets a recommended minimum bid amount. She noted the entire process is regulated through statute. OPENING OF BIDS — PRE- UALIFICATION FOR BODY SHOP REPAIR SERVICE DEPARTMENT OPERATING BUDGETS This was the date set for receiving and opening of sealed bids for the above referenced bid. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri- County News, which were found to be sufficient. Ms. Greene stated all bids meet the legal requirements but it is difficult to read amounts into the record because of the way the pre- qualification request was written. Therefore, the following bids were opened and the names of the bidders publicly read: GURLEY LEEP COLLISION EXPRESS - MISHAWAKA 5302 Grape Road Mishawka, Indian 46545 Bid was signed by: Mr. Dennis Ault 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 REGULAR MEETING JULY 10, 2012 225 GURLEY LEEP COLLISION EXPRESS - SOUTHSIDE 320 East Ireland Road South Bend, Indiana 46614 Bid was signed by: Mr. Dave Arch 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 FLOYD'S BODY SLOP, INC. 3105 West Sample Street South Bend, Indiana 46619 Bid was signed by: Mr. Floyd Eddy 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 Ms. Roos and carried, the above bids were referred to Central Services and Purchasing for review and recommendation. AWARD BID AND APPROVE CONTRACT — PREVENTATIVE MAINTENANCE ON 31 GENERATORS FOR WATER WORDS, FIRE DEPARTMENT AND WASTE WATER -- (WATER WORKS, FIRE DEPARTMENT, WASTE WATER) .,._ Mr. Matt Chlebowski, Central Services, advised the Board that on June 26, 2012, bids were received and opened for the above referenced service. After reviewing those bids, Mr. Chlebowski recommended that the Board award the contract to the lowest responsive and responsible bidder Buckeye Power Sales Company, Inc., 1229 Indy Place, Indianapolis, Indiana 46214, in the amount of $30,050.00. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded and the Contract approved as outlined above. Ms. Roos seconded the motion, which carried. _AWARD BID AND APPROVE CONTRACT — FOUR (4)..- „MORE OR LESS, 2011 OR NEWER TRAILER MOUNTED LEAF VACS (RELEAF CAPITAL LEASE) Mr. Jeffrey Hudak, Central Services, advised the Board that on August 22, 2011, bids were received and opened for the above referenced equipment. After reviewing those bids, Mr. Hudak recommended that the Board award the contract to the lowest responsive and responsible bidder Best Equipment Company, 5550 Poindexter Drive, Indianapolis, Indiana 46235, in the amount of $117,312.00 ($29,328.00 Each). Included with his letter to the Board was a letter from Best Equipment Company stating they would honor their bid price submitted on August 22, 2011 for the purchase and delivery of the leaf loaders. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded and the Contract approved as outlined above. Ms. Roos seconded the motion, which carried. CORRECT BID AWARD AND APPROVE CORRECTED CONTRACT — OLIVE ROAD BASIN IMPROVEMENTS —PROJECT NO 112 -031 (AEDA TIFF Mr. John Engstrom, Engineering, advised the Board that on June 12, 2012, the bid was awarded for the above referenced project to John Boettcher Sewer and Excavating, 3305 North Home Street, Mishawaka, Indiana, 46545 in the amount of $128,890.29. After reviewing those bids, Mr. Engstrom noted an error was found in the calculation in their bid on Item No. 14, increasing the line item by $40.54 and bringing the total award to $128,930.83, which does not affect the order of the low bid. Mr. Engstrom requested the Board amend the award to reflect the increase of $40.54. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid award be amended as outlined above. Ms. Roos seconded the motion, which carried. AWARD QUOTATION — GOODSON COURT SEWER EXTENSION — PROJECT NO. 112- 035 SEWER INSURANCE REPAIR Mr. Patrick Henthorn, Engineering, advised the Board that on June 26, 2012, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Henthorn recommended that the Board award the contract to the lowest responsive and responsible bidder, Youngs Excavating, Inc., PO Box 2766, South Bend, Indiana 46680, in the amount of $52,165.85, for the base bid only. Therefore, Mr. Inks made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Ms. Roos seconded the motion, which carried. Mr. Gilot explained that this project is being done to correct REGULAR MEETING JULY 10, 2012 226 erroneous collections of sewer charges over a number of years for a location that did not utilize sewers. He noted that it was determined to cap the sewer insurance payment amount at the maximum amount paid for a lateral from the fund, Based on historical records of sewer insurance maximum payments, it was determined that only $12,000.00 would be paid out of the Sewer Insurance repair fund, and the remainder would come out of extensions and replacement funds. APPROVAL OF REQUEST TO REJECT BIDS — TWO (2), MORE OR LESS 2011 OR NEWER ONE -YARD FRONT END RUBBER TIRE LOADERS 2012 SOLID WASTE AND CODE ENFORCEMENT CAPITAL BUDGET) In a memorandum to the Board, Mr. Jeffrey Hudak, Central Services, requested permission to reject all bids for the above referenced equipment due to lack of funding. Therefore, upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the above request was approved. Mr. Gilot noted this bid has expired but there is still a need to purchase another loader in place of one that is currently being leased. APPROVAL OF REQUEST TO REJECT BIDS — FIRE STATION NO 5 ROOF REPLACEMENT — PROJECT NO. 112 -032 FIRE DEPARTMENT CAPITAL In a memorandum to the Board, Mr. Jonathan Burke, Energy Office, requested permission to reject all bids for the above referenced project due to lack of funding. Therefore, upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the above request was approved. APPROVE CHANGE ORDER NO. 2 — TRIANGLE NEIGHBORHOOD INFRASTRUCTURE IMPROVEMN- JE ST NO. 109 -00 (MAJOR MOVES /EDIT) Toy Villa, Engineering, bmed Change Order No. 2 on behalf of HRP Construction Co., PO Box 266, South Bend, Indiana 46624, indicating the contract amount be increased by $4,325.55 for a modified contract sum, including this Change Order, in the amount of $1,658,690.74. Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. I — LASALLE SCHOOL AREA SEWER SEPARATION — PROJECT NO. 107 -042 2011 SEWER BOND Mr. Toy Villa, Engineering, submitted Change Order No. I on behalf of C &E Excavating, Inc., 53767 County Road 9, Elkhart, Indiana 46514, indicating the contract amount be increased by $61,086.55 for a modified contract sum, including this Change Order, in the amount of $1,455,654.85. Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 3 — RIVER COMMONS LIFT STATION REPLACEMENT - PROJECT NO. 109 -087B (2 R B ,010 SEWEOND) Mr. John Engstrom, Engineering, submitted Change Order No. 3 on behalf of Niblock Excavating, Inc., 906 Maple Street, PO Box 211, Bristol, Indiana 46507, indicating the contract amount be decreased by $6,509.00 for a modified contract sutra, including this Change Order, in the amount of $268,456.60. 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 — MICHIANA LOCK AND KEY DEMOLITION AND PARKING LOT CONSTRUCTION — PROJECT NO. 111-059 SBCDA TIF Mr. Toy Villa, Engineering, submitted Change Order No. I (Final) on behalf of Indiana Earth, Inc., 10343 McKinley Highway, Osceola, Indiana 46564 indicating the contract amount be decreased by $2,756.00, for a modified contract sum, including this Change Order, of $37,699.00. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $37,699.00. 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 — STUDEBAKER CORRIDOR AREA A DEMOLITION PHASE IV — PROJECT NO 109 -0.32 (AEDA TIF) Mr. Toy Villa, Engineering, submitted the Project Completion Affidavit on behalf of Dore and Associates Contracting, Inc., 900 Harry S Truman Drive, Bay City, Michigan 48706, for the above referenced project, indicating a final cost of $4,897,093.11. Ms. Greene noted this.project came in below the budget. Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the Project Completion Affidavit was approved. REGULAR MEETING JULY 102012 227 ADOPT RESOLUTION NO. 37- 2012 -- A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND /OR OBSOLETE PROPERTY Upon a motion made by Mr. Neal, seconded by Ms. Roos and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 37-2012 A 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: MINOLTA MICROFICHE VIEWER MODEL RP407E SERIAL NO. 165833 WHEREAS, Indiana Code 5 -22 -22 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 and/or are unfit for the purpose for which they were intended and have an estimated combined 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 10TH day of JULY 2012, CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Donald E. Inks s/ Kathryn E. Roos sl Michael C. Mecham s/ Mark W. Neal ATTEST: s /Linda M. Martin, Clerk ADOPT RESOLUTION NO. 38 -2012 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND INDIANA ACCEPTING THE TRANSFER OR REAL PROPERTY FROM THE SOUTH BEND DEPARTMENT OF REDEVELOPMENT Ms. Greene stated that South Bend Heritage has completed the first phase of their work on the Hansel Center and ownership is now being transferred to the City for their portion of the construction. Once that is complete, she noted, the Board will transfer the property back to South Bend Heritage. 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. 38-2012 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA ACCEPTING THE TRANSFER OF REAL PROPERTY FROM THE SOUTH BEND DEPARTMENT OF REDEVELOPMENT (Hansel Center) WHEREAS, the South Bend Redevelopment Commission (the "Commission "), the governing body of the South Bend, Indiana, Department of Redevelopment (the "Department ") and of the Redevelopment District of the City of South Bend, Indiana (the "Redevelopment REGULAR MEETING JULY 10 2012 228 Distrief'), exists and operates under the provisions of I.C. 36 -7 -14, as amended from time to time (the "Act ") and is a body corporate and politic; and WHEREAS, the City of South Bend, Indiana, Board of Public Works (the "Board ") has custody of and may maintain all real property owned by the City of South Bend, Indiana (the "City ") pursuant to I.C. § 36- 9 -6 -3; and WHEREAS, pursuant to I.C. § 36- 1 -11 -8, the City, acting by and through the Board, may accept transfer of property from another governmental entity upon terms and conditions agreed upon by the two (2) entities as evidenced by the adoption of substantially identical resolutions of each entity; and WHEREAS, the City, through the Board, and the Department, through the Commission, are parties to a certain Memorandum of Understanding (the "MOU "), providing for the rehabilitation of a certain parcel of property known as the Hansel Center and more particularly described at Exhibit A (the "Property "); and WHEREAS, the MOU provides that the Department will contribute rehabilitation funding in the amount of up to Seven Hundred Ninety -Six Thousand Dollars ($796,000) in TIF funds for permitted TIF uses, and One Hundred Thirty -Four Thousand Dollars ($134,000) in Community Development Block Grant Funds; and WHEREAS, the MOU provides that upon the completion of such expenditures, the Board will transfer the Property to South Bend Heritage Foundation, Inc. ( "SBHF "), a non - profit organization that is organized for the purpose of planning, directing and coordinating economic and community revitalization within the City of South Bend, in order to continue rehabilitation efforts; and WHEREAS, the Department, by and through the Commission, has presented to the Board, a request for the transfer to the Board of the Property and to authorize the staff of the Department to approve and execute quitclaim deeds effecting the transfer of the Property; and WHEREAS, the City, through the Board, desires to accept the transfer of the Property from the Department; and WHEREAS, the City, through the Board, desires to transfer the Property to SBHF upon the completion of such expenditures; and WHEREAS, the Commission will adopt a resolution consistent with the requirement of I.C. § 36- 1 -11 -8. NOW, THEREFORE, BE IT RESOLVED BY THE SOUTH BEND BOARD OF PUBLIC WORKS AS FOLLOWS: 1. The transfer of the Property described at Exhibit A situated in St. Joseph County, Indiana, by the South Bend Redevelopment Commission, to the Board of Public Works, for and on behalf of the City of South Bend shall be, and hereby is, accepted and approved. 2. The staff of the City of South Bend, Department of Public Works shall be, and hereby are, authorized to accept the executed quit -claim deeds and present them for recording by the Office of the Recorder of St. Joseph County, Indiana. 3. The conveyance of the Property to SBHF is hereby authorized upon the completion of the City's obligations to perform its portion of the rehabilitation according to the MOU. 4. This Resolution shall be in full force and effect upon its adoption and upon the adoption by the Commission of a resolution consistent with the requirements of I.C. § 36 -1 -11— 5. ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana held on July 10, 2012 at 1308 County -City Building, 227 W. Jefferson Boulevard, South Bend, Indiana 4660 1. REGULAR MEETING ATTEST: s /Linda M. Martin, Clerk JULY 10, 2012 229 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Donald E. Inks s/ Kathryn E. Roos s/ Michael C. Mecham s/ Mark W. Neal APPROVAL OF AGREEMENTS /CONTRACTS /PROPOSALS /ADDENDA The following Agreements /Contracts /Proposals /Addenda were submitted to the Board for annroval : Type Business Description Amount Motion/ Second Special Brown One (1) Reconditioned $105,000.00 Roos/Neal Purchase Equipment Johnson 2J4000 Street (Sewer Subject to Company, Inc. Sweeper — Substantial Operations and Financing Savings Purchasing Maintenance) Reconditioned Unit instead of New; Company is the Only Refurbisher and Supplier of this Equipment Professional Christopher B. On -Call Stormwater and NTE $17,600 Gilot/Inks Services Burke MS4 Program Support {Engineering Proposal Engineering, Professional LLC Services) Agreement AT &T 311 Abbreviated Dialing for $2,500.00 Roos /Inks Phone Account Per Phone, Once Activated (IT Phone Account) Addendum to Redevelopment Union Station Technology $2,200,000.00 Inks/Roos Master Commission Center, MOU 1 Budget (AEDA TIF) Agency Agreement Professional Abonmarche US 31 Utility Relocation — $14,850.00 Inks /Roos Services Project No. 111 -032 — (Local Road Agreement Additional Scope and Street Amendment Major Projects) No. 1 Lease Ikon/Ricoh Lease New Color Copier for $3,859.92 per Gilot/Roos Agreement Environmental Services Year ($1,321.92 Lease; $2,538.00 Service) (Environmental Services Operating Contract Dismas House Exterior Improvements to Budget) $20,000.00 Gilot/Roos of South Bend Dismas House Including (CDBG) New Roof, New Handicap Ramp, Replacement Concrete Steps and Walk, Installation of Hand Rail Contract YWCA of Reconfigure Existing Office $15,000.00 Gilot/Roos North Central Space at Residential Shelter (CDBG) Indiana for an Auxiliary Kitchen Contract Dismas House Housing Relocation and $8,751.82 Gilot/Roos of South Bend Stabilization Services — (Emergency REGULAR MEETING JULY 10 2012 230 APPROVAL OF STREET CLOSURES /PROCESSIONS The following street closures and processions were nrPCPntP.d fnr nnnrn17n1' - Applicant Description Assist Homeless Individuals Solutions Motion Carried LaShawnda Street Closure -- Move as Quickly as Possible Grant) Roos /Inks Flowers West Thomas into Permanent Housing from McPherson Street Contract Neighborhood Neighborhood Revitalization $18,000.00 Gilot /Roos Resources and through Capacity Building --- (CDBG) Torn Ke11er Technical Provide Skills /Leadership East Wayne Street from Inks /Rags Services Training to Neighborhood Corporation Residents and Small Grants to Neighborhood Organizations Contract Housing Extend 2011 REWARD $18,000.00 GiIot/Roos Amendment Development Program through June 30, (CDBG) Corporation 2013 Special Sanitaire/ Purchase and Installation of 551,420.00 Roos/inks- Purchase Xylem Low - Pressure Membrane (Utilities Diffusers at Aeration Tank Expense No. 4 at the Wastewater Contractual Treatment Plant Service /Other) Agreement Herrman & Electrician Services — NTE $8,000.00 Neal/Roos Extension Goetz, Inc. Extension of Contract for (Water Works One (1) Year O &M) Addendum to Redevelopment Fat Daddy's Sidewalk (South Bend Roos /Inks the Master Commission Repair —Project No. 112- Central TIF) Agency 048 Agreement Memorandum International To Utilize Part -Time NIA Roos /Inks of Brotherhood of Employees to Help Clean Up Understanding Teamsters City's Illegal Dumping — Local No. 364 January 1, 2012 to December 31, 2012 Professional Weaver Boos Studebaker Area A $16,399.00 Inks/Roos Services Consultants Demolition, Phase IV — (TIF) Agreement Project No. 109 -032 — Addendum Additional Work for Demolition Project Special Techlite Compatible Traffic Light $47,140.00 Roos /Inks Purchase Corporation Posts and Arms for Eddy St. (Major Moves) and Cedar St. to Serve New St. Joseph High School Special Traffic Control Compatible Traffic Light $43,997.00 Roos /Inks Purchase Corporation Materials for Eddy St. and (Major Moves) Cedar St. to Serve New St. Joseph High School Professional Kristopher Project Management in NTE Roos /Inks Services Priemer Launching City's New 311 $25,000.00 Agreement System (Admin. and Finance Professional Services Lease 319 Niles, LLC Lease of Building for Human $3,555.00/ Inks/Roos Agreement Rights Commission Month for Five Subject to Years Legal Approval APPROVAL OF STREET CLOSURES /PROCESSIONS The following street closures and processions were nrPCPntP.d fnr nnnrn17n1' - Applicant Description Date /Time -- - --rr- - . _. Location Motion Carried LaShawnda Street Closure -- July 21, 2012; West Thomas Street Roos /Inks Flowers West Thomas 1:00 p.m. to from McPherson Street Street Block 8:00 p.m. to Maple Street Party Torn Ke11er Street Closure — July 29, 2012; East Wayne Street from Inks /Rags REGULAR MEETING JULY 10 2012 231 APPROVAL OF LONG -TERM OCCUPANCY PERMIT — NORTH LANE OF NAPOLEON BOULEVARD AND WEST LANE OF DUEY STREET Mr. Anthony Molnar, Engineering, advised that the Board is in receipt of a Long -Term Occupancy Permit application from HighlineUS, Post Office Box 6397, South Bend, Indiana 46660, for occupancy of the north lane of Napoleon Boulevard and the west lane of Duey Street for the purpose of construction of Phase 11 of Legends Row Condo Development. The completion date of this permit is set for March, 2013. Mr. Gilot stated the Board would need to set the bond amount. He noted this is the second phase of the project and recommended that the bond be set for the same amount as the first phase. He requested the Clerk of the Board research the previous records and set the bond for the same amount. Upon a motion made by Ms. Roos, seconded by Mr. Inks, and carried, the permit was approved with the bond amount set for the same amount as the previous permit, and subject to an indemnification form. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Ms. Roos, seconded by Mr. Inks and carried, the following traffic control devices were approved: NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATION: 1339 East Fox Street REMARKS: All criteria has been met REMOVAL/ INSTALLATION: Stop Sign LOCATION: Removal of Stop Sign on Northeast Corner of Franklin Street and Stull Street; Installation of Stop Sign on Northwest Comer of Franklin Street and Stull Street REMARKS: All criteria has been met Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the following traffic control device was approved: NEW INSTALLATION: Residential Parking Only Signs LOCATION: E. Ridgedale from Woldhaven St. to Dover Drive; Woldhaven from Ridgedale to 3415 Woldhaven; Dover Drive from Ridgedale to Woldhaven St. REMARKS: All criteria has been met Upon a motion made by Mr. Neal, seconded by Ms. Roos and carried, the following traffic control device was approved: NEW INSTALLATION: No Parking, Tow Zone LOCATION: West Side of Woldhaven, 200' South of Ridgedale REMARKS: All criteria has been met 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. East Wayne Street Party on the Island 4:00 p.m. to 8:00 p.m. —21,2012; Eddy Street to Sunnyside Avenue Our Lady of Street Closure — July Chapin Street from Roos /Inks Hungary Our Lady of 11:00 a.m. to Calvert Street to Bruce School and Hungary Parish 10:00 p.m. Street; Will use their Church Festival own Barricades and Staff for Set -Up. A.B.A.T.E. of Procession — September 2, On Route as Submitted Inks/Roos Indiana, Region M.D.A. Ride 2012; 6:00 a.m. No. I to 7:00 p.m. APPROVAL OF LONG -TERM OCCUPANCY PERMIT — NORTH LANE OF NAPOLEON BOULEVARD AND WEST LANE OF DUEY STREET Mr. Anthony Molnar, Engineering, advised that the Board is in receipt of a Long -Term Occupancy Permit application from HighlineUS, Post Office Box 6397, South Bend, Indiana 46660, for occupancy of the north lane of Napoleon Boulevard and the west lane of Duey Street for the purpose of construction of Phase 11 of Legends Row Condo Development. The completion date of this permit is set for March, 2013. Mr. Gilot stated the Board would need to set the bond amount. He noted this is the second phase of the project and recommended that the bond be set for the same amount as the first phase. He requested the Clerk of the Board research the previous records and set the bond for the same amount. Upon a motion made by Ms. Roos, seconded by Mr. Inks, and carried, the permit was approved with the bond amount set for the same amount as the previous permit, and subject to an indemnification form. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Ms. Roos, seconded by Mr. Inks and carried, the following traffic control devices were approved: NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATION: 1339 East Fox Street REMARKS: All criteria has been met REMOVAL/ INSTALLATION: Stop Sign LOCATION: Removal of Stop Sign on Northeast Corner of Franklin Street and Stull Street; Installation of Stop Sign on Northwest Comer of Franklin Street and Stull Street REMARKS: All criteria has been met Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the following traffic control device was approved: NEW INSTALLATION: Residential Parking Only Signs LOCATION: E. Ridgedale from Woldhaven St. to Dover Drive; Woldhaven from Ridgedale to 3415 Woldhaven; Dover Drive from Ridgedale to Woldhaven St. REMARKS: All criteria has been met Upon a motion made by Mr. Neal, seconded by Ms. Roos and carried, the following traffic control device was approved: NEW INSTALLATION: No Parking, Tow Zone LOCATION: West Side of Woldhaven, 200' South of Ridgedale REMARKS: All criteria has been met 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. REGULAR MEETING JULY 10 2012 232 Name Amount of Claim Date City of South Bend $4,214,120.63 07/06/2012 City of South Bend $1,628,444.54 07/10/2012 Therefore, Ms. Roos made a motion that after review of the expenditures, the claims be approved as submitted. Mr. Inks 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 10:35 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President Kathryn E. Roos, Member A / / 0- 2-- Mic ael C. Mecham, President W. Neal, Member a r M. Martin, Clerk