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Home My WebLink About09/11/12 Board of Public Works MinutesAGENDA REVIEW SESSION SEPTEMBER 6,,2012 285 The Agenda Review Session of the Board of Public Works was convened at 10:38 a.m. on Thursday, September 6, 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. 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: ADDTIONS TO THE AGENDA Mr. Gilot noted the addition of a Change Order for the East Bank Sewer Separation, Phase III, and a Professional Services Agreement with the Chamber of Commerce that needed to be approved at this Agenda Review Session. APPROVAL OF PROFESSIONAL SERVICES AGREEMENT — CHAMBER OF COMMERCE Mr. Donald Inks, Community and Economic Development, presented the above agreement with the Chamber to assist the City with Economic Development functions in the amount of $110,000.00. Upon a motion by Mr. Neal, seconded by Mr. Inks and carried, the agreement was approved. Board members discussed the following item(s) from the agenda: - Professional Services Agreement — Weaver Boos Consultants Mr, Bill Schalliol, Community and Economic Development, stated this agreement is for Weaver Boos to perform an environmental site assessment at a former Studebaker site at 520 S. Lafayette Blvd. where an underground storage tank was removed. Mr. Gilot stated the tank and the soil were removed but IDEM is taking exception to what was done and is requiring further background testing before they will approve the closure of the tank. Mr. Schalliol noted the site will remain undevelopable until this has been taken care of. - Change Order — Northside Trail Extension Mr. Toy Villa, Engineering, stated this Change Order is to modify 18" Stop Signs placed on every corner facing the east. He explained that traffic is stopping at every block, but the signs were intended for bicycles, not vehicles. The intent is to put up Stop sign blinders so they are not visible to vehicles, only bicyclists. - Project Completion Affidavit — Hansel Center Renovation Mr. Toy Villa, Engineering, stated the City has completed their portion of work and the deed for the Hansel Center has been turned over to South Bend Heritage, who should complete the remaining work to finalize the construction by early November. - Change Order — East Bank Sewer Separation, Phase III Mr. Toy Villa, Engineering, stated this Change Order is for installation of sanitary sewers on Niles Avenue. Mr. Gilot stated that shallow 8" collection sewers are being installed rather than deep laterals because it is a faster and easier process. With the new development being done at this location, he noted it is necessary to move the project as quickly as possible. Mr. Villa added that the water line work needed to be done at night at a very small premium, so as not to disrupt any of the existing businesses. Professional Services Proposal — Carl Walker Parking Mr. Mecham stated that over the last two (2) years part of the fagade has been falling off of the Wayne Street Parking Garage and contractors have been hired to fix the problem, but the problem continues to exist. This company has been contracted to come up with a recommendation on how to get a final and complete repair. He explained that Carl Walker is considered one of the top consultants for this type of work. Mr. Inks stated Downtown South Bend is on board with the project and the idea is to get options and do something unique with the fagade. He requested Mr. Mecham keep Downtown South Bend informed and on board. 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 11:44 a.m. AGENDA REVIEW SESSION BOARD OF PUBLIC WORKS Gary A. Gilot, President SEPTEMBER 6 2012 286 Michael C. Mecham, Member Don d E. I , Member Mark W. Neal, Member athryn . R os, Member inch M. Martin, Jerk REGULAR MEETING SEPTEMBER 11 2012 The regular meeting of the Board of Public Works was convened at 9 :35 a.m. on Tuesday, September 11, 2012, by Board President Gary A. Gilot, with Board Members Donald E. Inks, Kathryn E. Roos, and Mark Neal present. Also present was Board Attorney Cheryl Greene, APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Roos, seconded by Mr. Inks and carried, the minutes of the Agenda Review Session of August 23, 2012, Regular Meeting of August 28, 2012, and Claims Review Meeting of September 4, 2012, were approved. OPENING AND AWARD OF BIDS — APPROVE CONTRACT — SKYWAY PLAZA BUILDING WINDOW REPLACEMENT — PROJECT NO. 112 -043 SB CENTRAL MEDICAL DISTRICT TIF This was the date set for receiving and opening of scaled bids for the above referenced project. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri- County News, which were found to be sufficient. The following bids were opened and publicly read: GIBSON -LEWIS LLC 1001 West I I"' Street Mishawaka, Indiana 46544 Bid was signed by: Mr. Robert Lingenfelter Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non- Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Five percent (5 %) Bid Bond was submitted 113M Description Amount Base Bid $242,500.00 Alternate A $59,600.00 Total Base Bid + Alternate $302,100.00 Cost for EIFS patch and repair $20.00 /SF HOLLADAY CONSTRUCTION GROUP LLC 227 South Main Street, # 200 South Bend, Indiana 46601 Bid was signed by: Mr. Steve Staszewski 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 Five percent (5 %) Bid Bond was submitted M REGULAR MEETING SEPTEMBER 11, 2012 287 Description Amount Base Bid $333,504.00 Alternate A $75,375.00 Total Base Bid + Alternate $408,879.00 Cost for EIFS patch and re air $19.00 /SF Upon a motion made by Mr. Gilot, seconded by Mr. Inks 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 Gibson - Lewis, LLC, in the amount of $302,100.00, which is the Base Bid plus Alternate A. Therefore, Ms. Roos made a motion that the recommendation be accepted and the bid be awarded and the contract approved as outlined above. Mr. Inks seconded the motion, which carried. OPENING AND AWARD OF BIDS – APPROVE CONTRACTS – RUSHTON REHABILITATION PROJECT — _MASONRY REHABILITATION – PROJECT NO. 112 -037A (WWCDA 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: - KEMNA RESTORATION & CONSTRUCTION, INC. ,.,,.,.. 1122 Deloss Street Indianapolis, Indiana 46203 Bid was signed by: Mr. Jerry Kemna 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 Five percent (5 %) Bid Bond was submitted I: l Base Bid $103,900.00 Base Bid Plus Alternates $259,390.00 Unit Pricing Masonry Tuckpointing – East /South/Partial West (Per SF) $12.00 ($8.00) Masonry Tuckpointing – West and North (Per SF) $8.00 ($6.00) Masonry Cleaning (Per SF) $1.25 Brick Replacement (Per SF) $30.00 Alternates 1 $86,000.00 2 $54,000.00 3 $7,500.00 4 $9,990.00 ZIOLKOWSKI CONSTRUCTION INC. 4050 Ralph Jones Drive South Bend, Indiana 46628 Bid was signed by: Mr. Bill Favors 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 Five percent (5 %) Bid Bond was submitted me Base Bid $129,211.00 Base Bid Plus Alternates $312,536.00 Unit Pricing Masonry Tuckpointing – East/ South/Partial West $1 1.00 ($10.50) REGULAR MEETING SEPTEMBER 11, 2012 288 (Per SF) $114,578.00 Base Bid Plus Alternates Masonry Tuckpointing — West and North (Per SF) $14.50 E($1 0} Masonry Cleaning (Per SF) $0.80 Brick Replacement (Per SF) $24.00- Alternates 1 $101,653.00 2 $69,937.00 3 $5,177.00 4 $6,558.00 TRISCO SYSTEMS, INC. 2000 Baty Road Lima, Ohio 45807 Bid was signed by: Mr. Steven Walter 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 Five percent (5 %) Bid Bond was submitted on Base Bid $114,578.00 Base Bid Plus Alternates $248,893.00 Unit Pricing Masonry Tuckpointing — East /South/Partial West $13 .00 ($11.00) (Per SF) Masonry Tuckpointing— West and North (Per SF) $10.40 ($8.00) Masonry Cleaning (Per SF) $1.25 Brick Replacement (Per SF) $32.00 Alternates 1 $98,331.00 2 $21,975.00 3 $3,128.00 4 $10,881.00 Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above bids were referred to South Bend Heritage and Community and Economic Development for review and recommendation. After reviewing those bids, Mr. Gregory Kil, Kil Architecture, recommended that the Board award the contract to the lowest responsive and responsible bidder Kemna Restoration & Construction, Inc., in the amount of $103,900.00, which is the Base Bid. 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. OPENING AND AWARD OF BIDS — APPROVE CONTRACTS — RUSHTON REHABILITATION PROJECT — WINDOW REHABILI (WWCDA TIF} TATION — PROJECT NO. 112 -037B 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: MORCON CONSTRUCTION CO. INC. 5905 Golden Valley Road Golden Valley, Minnesota 55422 Bid was signed by: Mr. Stanley Thom 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 Five percent (5 %) Bid Bond was submitted 1 REGULAR MEETING SEPTEMBER 11 2012 289 Base Bid $79,000.00 Base Bid Plus Alternates $97,320.00 Alternates 1 $991000.00 2 $18,320.00 ZIOLKOWSKI CONSTRUCTION, INC. 4050 Ralph Jones Drive South Bend, Indiana 46628 Bid was signed by: Mr. Bill Favors 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 Five percent (5 %) Bid Bond was submitted m Base Bid $297,500.00 Base Bid Plus Alternates $407,500.00 Alternates 1 $53,300.00 2 $56,700.00 Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above bids were referred to Community and Economic Development and South Bend Heritage for review and recommendation. After reviewing those bids, Mr. Gregory Kil, Kit Architecture recommended that the Board award the contract to the lowest responsive and responsible bidder Morcon Construction Co., Inc., in the amount of $79,000.00, which is the Base Bid only. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded and the contract approved as outlined above. Ms. Roos seconded the motion, which carried. OPENING AND AWARD OF BIDS — APPROVE CONTRACT --- RUSHTON REHABILITATION PROJECT — SITEWORK PROJECT NO 112 -037C (WWCDA 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: RITSC_HARD BROS., IN 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 Five percent (5 %) Bid Bond was submitted I. M Base Bid $128,782.00 Base Bid Plus Alternates $246,777.00 Unit Pricing Per SF of Additional 4" Exterior Concrete $10.00 Sidewalk Per LF of Additional 6 "x18" Exterior Concrete $65.00 curb Alternates 1 $13,081.00 2 $13,581.00 3 $15,844.00 4 $10,142.00 5 $17,293.00 6 $9,631.00 REGULAR MEETING SEPTEMBER ll 2012 290 7 $24,628.00 8 $13,795.00 RIETH -RILEY CONSTRUCTION CO. INC. PO Box 1775 South Bend, Indiana 46614 Bid was signed by: Mr. Rob Nichols Five percent (5 %) Bid Bond was submitted i Base Bid $127,950.00 Base Bid Plus Alternates $240,700.00 Unit Pricing Per SF of Additional 4" Exterior Concrete $5.00 Sidewalk Per LF of Additional 6 "xl8" Exterior Concrete $25.00 curb Alternates 1 $11,250.00 2 $26,000.00 3 $10,900.00 4 $7,000.00 5 $9,450.00 6 $23,100.00 7 $15,100.00 8 $9,950.00 Ms. Greene noted that Rieth -Riley Construction Co., Inc. used the wrong bid form and did not provide the required City of South Bend Bid /Proposal Form with their bid, or the accompanying E- Verify form that is a requirement of the bid and of the State. She noted, therefore, their bid appears non - responsive. Mr. Gilot stated the Board needs to be consistent in their procedures and if the practice has been to allow twenty -four hours in the past to forward these forms, they should allow Rieth Riley the allotted time. Ms. Greene noted the Board has allowed twenty -four hours for the bidder to submit their bonds, but this is a different situation. The forms are a requirement of the bid, and of the State. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above bids were referred to Community and Economic Development and South Bend Heritage for review and recommendation. After reviewing the bids, Mr. KiI, Kil Architecture, recommended that the Board award the contract to the lowest responsive and responsible bidder Ritschard Bros., Inc., in the amount of $128,782.00, which is the Base Bid only, and Rieth Riley's bid be found non- responsive. 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. At 10:21 a.m. the Board received, via fax, a City of South Bend Bid form and an E- Verfiy form from Rieth Riley. Ms. Greene noted the time was past the 9:30 a.m. deadline for bid submittal, and the Board could not accept a faxed signature on the bid. OPENING OF BIDS --- TWO (2), MORE OR LESS CUSTOM TOP MOUNT PUMPERS 2012 FIRE DEPT. CAPITAL LEASE This was the date set for receiving and opening of sealed bids for the above referenced project. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri- County News, which were found to be sufficient. The following bids were opened and publicly read: TOWERS FIRE APPARATUS /ROSENBAUER SOUTH DAKOTA 502 South Richland Freeburg, Illinois 62243 Bid was signed by: Mr. Mark Sale 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 Ten percent (10 %) Bid Bond was submitted i SEPTEMBER 11 2012 291 Manufacturer Description Unit Price Est. Qty. Unit Price Rosenbauer Custom Pumper $419,726.00 2 $839,452.00 Option Description Cost Total 1 Stainless steel cab. No Bid NIA 2 Stainless steel apparatus body. $10,000.00 $20,000.00 3 Hendrickson heavy duty air suspension. $665.00 $1,330.00 FIRST OUT FIRE EQUIPMENT 13770 CR 44 Millersburg, Indiana 46543 Bid was signed by: Mr. Brian Wogoman 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 Manufacturer Description Unit Price Est. Qty. Unit Price KME Fire Apparatus KME Custom Pumper $387,504.00 2 $775,008.00 Option Description Cost Total 1 Stainless steel cab. NIA NIA 2 Stainless steel apparatus body. $6,000.00 $12,000.00 3 Hendrickson heavy duty air suspension. $2,000.00 $4,000.00 FIRE SERVICE, _INC. 9545 North Industrial Drive St. John, Indiana 46373 Bid was signed by: Mr. Shawn Junker 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 I. _P Manufacturer Description Unit Price Est. Qty. Unit Price E -One Pumper $451,798.00 2 $903,596.00 Option Description Cost Total 1 Stainless steel cab. NIA NIA 2 Stainless steel apparatus body. Included Included 3 Hendrickson heavy duty air suspension. $4,500.00 $9,000.00 TEMCO MACHINERY INC. D/B /A GLOBAL EMERGENCY PRODUCTS 1401 North Farnsworth Avenue Aurora, Illinois 60505 Bid was signed by: Mr. Michael Mikoola, Jr. REGULAR MEETING SEPTEMBER 11 2012 292 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 li_# Manufacturer Description Unit Price Est. Qty. Unit Price Pierce Custom Pumper $486,600.00ea 2 Option Description Cost Total 1 Stainless steel cab. NIA NIA 2 Stainless steel apparatus body. $10,800.00 $497,400.00 ea 3 Hendrickson heavy duty air suspension. $6,344.00 $492,944.00 ca FERRAR.A FIRE APPARATUS 27855 James Chapel Road Holden, Louisiana 70744 Bid was signed by: Mr. Garry Hickman 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 BID: Manufacturer Description Unit Price Est. Qty. Unit Price Ferrara Igniter Pumper $495,819.00 2 $991,638.00 Option Description Cost Total I Stainless steel cab. NIA N/A 2 Stainless steel apparatus body. $4,375.00 $8,750.00 3 Hendrickson heavy duty air suspension. $2,846.00 $5,692.00 "I Alternate Bid: Manufacturer Description Unit Price I Est. Qty. Unit Price Ferrara Ember Pumper $432,791.00 2 $865,582.00 Option Description Cost Total 1 Stainless steel cab. N/A N/A 2 Stainless steel apparatus body. $4,375.00 $8,750.00 3 Hendrickson heavy duty air suspension. NIA N/A Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above bids were referred to Equipment Services and the Fire Department for review and recommendation. Ms. Greene noted that the bids will take some time to review and the review committee will need to confirm that all of the bids contain all of the required forms and meet the requirements of the bid specifications. APPROVE CHANGE ORDER NO 2 MAIN STREET WAYNE STREET AND LEIGHTON PARKING GARAGE ACCESS CONTROLS — ELECTRICAL INSTALLATION PARKING GARAGE CAPITAL Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 2 on behalf of Koontz - Wagner Construction Services, LLC, 3801 Voorde Drive, South Bend, Indiana, indicating the contract amount be increased by $3,400.00 for a modified contract sum, including this Change Order, in the amount of $25,400.00. Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the Change Order was approved. REGULAR MEETING SEPTEMBER 11 2012 293 APPROVE CHANGE ORDER NO. 8 --- NORTHSIDE TRAIL EXTENSION PROJECT NO. 110- 001(CMAO /FHWA) Mr. Gilot advised that Ms. Thia Vawter, Engineering, has submitted Change Order No. 8 on behalf of Walsh & Kelly, Inc., 24358 S.R. 23, South Bend, Indiana, indicating the contract amount be increased by $3,025.00 for a modified contract sum, including this Change Order, in the amount of $1,632,176.92. Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 2 — EAST BANK SEWER SEPARATION PHASE III — PROJECT NO. 111 -069 2012 SEWER BOND Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 2 on behalf of Rieth Riley Construction Co., Inc., PO Box 1775, 25200 S.R. 23, South Bend, Indiana, indicating the contract amount be increased by $52,804.35 for a modified contract sum, including this Change Order, in the amount of $2,313,385.48. Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the Change Order was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — OLIVE STREET PUMPING STATION DOWNSPOUT RENOVATIONS —PROJECT NO. 112 -019 (2009 REVENUE BOND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of The Robert Henry Corporation, 404 South Frances Street, South Bend, Indiana, for the above referenced project, indicating a final cost of $44,000.00. Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — HANSEL CENTER RENOVATION — PROJECT NO. 111-064 (AEDA TIFJ Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Gibson - Lewis, LLC, 1001 West 11th Street, Mishawaka, Indiana, for the above referenced project, indicating a final cost of $796,000.00. Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the Project Completion Affidavit was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - 2012/2013 MANHOLE REHABILITATION — PROJECT NO 112 -053 (SEWER C_ APITAL In a memorandum to the Board, Mr. Michael Mecham, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE_ FOR THE RECEIPT OF BIDS 2012/2013 SEWER REHABILITATION — PROJECT NO 112 -054 (SEWER CAPITAL) In a memorandum to the Board, Mr. Michael Mecham, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the above request was approved. ADOPT RESOLUTION NO. 51 -2012 —THE WRITE-OFF..-..OF INSUFFICIENT FUND ACCOUNTS FOR 2010 THROUGH 2011 Ms. Greene informed the Board that these write -offs were for insufficient fund accounts that have all been through the process of collections and are non - collectable. 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. 51-2012 A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS FOR THE WRITE -OFF OF INSUFFICIENT FUND ACCOUNTS FOR 2010 THROUGH 2011 WHEREAS, the City of South Bend, through Administration & Finance, charged the persons listed on the attached report for various City of South Bend services and WHEREAS, the charges have not been paid to the City of South Bend after the City Legal Department notified the person who received the services; and WHEREAS, the Indiana State Board of Accounts has instructed the City to write off all REGULAR MEETING SEPTEMBER 11 2012 294 uncollectible accounts after every attempt to collect them has been made; and WHEREAS, the City of South Bend by and through its Board of Public Works, desires to write off the accounts listed on the attached report. NOW THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend, that the attached report totaling $3,393.65 be written off to the accounts receivable of the City of South Bend as uncollectible for the years 2010 through 2011. ADOPTED this 1 Ith Day of September 2012. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Donald E. Inks s/ Kathryn E. Roos s/ Mark W. 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/ Memorandum Comcast of Public Access Channel Funding NA Second Inks /Roos of Indiana/Michigan, Transmission Understanding LLC to 12:00 p.m. Professional Weaver Boos Former Studebaker $26,952.00 $26,000.00 Services Consultants Museum — Environmental (Loss Inks /Roos Proposal Parade Consulting Recovery (Subject to School Fund) Funding of Laymen Chapel Traffic September 22, Restrict Traffic on Additional Christian Restriction — 2012; 9:00 a.m. Kenmore Street from Amount of Professional Carl Walker Recommend Repairs of NTE $952.00) Inks /Roos Services Parking Wayne Street Parking $12,300.00 Proposal Garage Fagade — Project (South Bend No. 112 -059 Central TIF) APPROVAL OF PERMITS /LICENSES The following street closures and processions were presented for approval: Applicant Description Date /Time Location Motion Physicians Procession — October 6, On Route as Submitted Carried Inks/Roos Holistic PHA 5K 2012; 8:00 a.m. Alliance to 12:00 p.m. James Procession — September 21, On Route as Submitted Inks /Roos Whitcomb Homecoming 2012; 4:00 p.m. Riley High Parade to 6:30 p.m. School Laymen Chapel Traffic September 22, Restrict Traffic on Inks /Roos Christian Restriction — 2012; 9:00 a.m. Kenmore Street from Methodist Autumn Health to 2:00 pam. Jefferson to the first Episcopal Fair East /West Alley South of Church Kenmore Street REGULAR MEETING SEPTEMBER 11 2012 295 TABLE TRAFFIC CONTROL DEVICES The Clerk stated the petitioner has now asked that this request be tabled until further discussion. Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the following traffic control device was tabled: TEMPORARY INSTALLATION: Barricades LOCATIONS: Quigley Place from Georgiana to Duey Street Burns Street from Quigley Place to Napoleon Street Duey Street from South Bend Avenue to Napoleon Street Georgiana Street from Quigley Place to Napoleon Street St. Vincent Street from Georgiana Street to Eddy Street REMARKS: Petitioner Requested the Item be Tabled APPROVE TRIPLE TRAILER PERMIT FROM THE INDIANA TOLL ROAD CONWAY FREIGHT Mr. Gilot stated a Permit to Operate Long Combination Vehicles To and From the Indiana Toll Road has been submitted to the Board for approval by Conway Freight, 1530 South Olive Street, for ingress and egress from the Bypass. Mr. Gilot noted the permit has received favorable recommendation from the Engineering Division. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Triple Trailer Permit was approved. FAVORABLE RECOMMENDATION - PETITION TO VACATE CALVERT STREET FROM WEBSTER STREET TO KEMBLE AVENUE Mr. Gilot indicated that Mike Mecham, Engineering, City of South Bend, has submitted a request to vacate the above referenced street for the purpose of expansion of the National Guard Armory. Mr. Gilot advised the Board is in receipt of favorable recommendations concerning this Vacation. Petition from the Area Plan Commission, Police Department, Fire Department, Community and Economic Development, and Engineering. Area Plan stated the vacation would not hinder the growth or orderly development of the unit or neighborhood in which it is located or to which it is contiguous. The vacation would not make access to the lands of the aggrieved person by means of public way difficult or inconvenient. The vacation would not hinder the public's access to a church, school or other public building or place. The vacation would not hinder the use of a public right -of -way by the neighborhood in which it is located or to which it is contiguous. Therefore, Mr. Inks made a motion that the Clerk send a letter to the petitioner recommending approval of the request for vacation. Ms. Roos seconded the motion which carried. APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE — 52358 PORTAGE ROAD --- WATER Mr. Gilot stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to Remonstrate as submitted by Steve Cooreman, 52358 Portage Road, South Bend, Indiana. The Consent indicates that in consideration for permission to tap into public water system of the City, to provide water service to the above referenced property (Key # 004 - 1051 - 1290), the Cooreman's waive and release any and all right to remonstrate against or oppose any pending or future annexation of the property by the City of South Bend. Therefore, Mr. Inks made a motion that the Consent be approved. Ms. Roos seconded the motion, which carried. RATIFY APPROVAL AND /OR RELEASE CONTRACTOR AND EXCAVATION BONDS Mr. Anthony Molnar, Division of Engineering, recommended that the following Contractor and Excavation Bonds be ratified pursuant to Resolution 100 -2000 and /or released as follows: Business Bond T e Yp Approved/ Released Effective Date Richard D. Atkinson DBA Concrete Contractor Release September 11, 2012 Work Tomlinson Construction, Inc. Contractor Release October 6, 2012 Tomlinson Construction, Inc. Contractor Release September 17, 2012 Midwestern Contractors Excavation Approved August 31, 2012 John Ward Concrete, Inc. Excavation Approved August 28, 2012 REGULAR MEETING SEPTEMBER 11 2012 296 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 City of South Bend $305,769.73 $966.69 08/31/2012 09/07/2012 City of South Bend St. Joseph County Housing Consortium St. Joseph County Housing Consortium $2,715,537.13 $794.00 $794.00 09/11/2012 08/27/2012 08/27/2012 St. Joseph County Housing Consortium St. Joseph County Housing Consortium St. Joseph County Housing Consortium St. Joseph County Housing Consortium St. Joseph County Housing Consortium $794.00 $794.00 $794.00 $794.00 $794.00 08/27/2012 08/27/2012 08/27/2012 08/27/2012 08/27/2012 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 Mr. Inks and carried, the meeting adjourned at 10.40 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President onald �. nks, Me ber ichael Mecham, Member Mark Neal, Member i da M. Martin, Clerk