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HomeMy WebLinkAbout12/20/12 Board of Public Works MinutesREGULAR MEETING DECEMBER 20, 2012 401 The Regular Meeting of the Board of Public Works was convened at 9:38 a.m. on Thursday, December 20, 2012, by Board President Gary A. Gilot, with Board Members Donald E. Inks, Michael Mecham and Mark Neal present. Board Member Kathryn E. Roos was absent. Also present was Attorney Cheryl Greene. ADDITION TO THE AGENDA Mr. Gilot stated there was an addition to the agenda of an INDOT contract. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Gilot, seconded by Mr. Mecham and carried, the minutes of the Regular Meeting of December 11, 2012 and the Claims Review Meeting of December 18, 2012 were approved. OPENING AND AWARD OF QUOTATIONS — APPROVE CONTRACT — FIRE STATION NO. 5 GEOTECHNICAL EXPLORATION — PROJECT NO. 111 -015B EMS CAPITAL 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: ALT & WTZIG CONSTRUCTION SERVICES 3725 Foundation Court, Suite A South Bend, Indiana 46628 Quotation was submitted by Mr. Stephen Shank QUOTATION: $2,490.00 EARTH EXPLORATION, INC. 2204 Yankee Street Niles, Michigan 49120 Quotation was submitted by Mr. Kenneth Miller QUOTATION: $3,142.00 WEAVER BOOS CONSULTANTS 4085 Meghan Beeler Court South Bend, Indiana 46628 Quotation was submitted by Ms. Linda Laffin QUOTATION: $3,507.00 Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above Quotations were referred to Engineering and their architect for review and recommendation. After reviewing those quotations, Mr. John Engstrom, Engineering, recommended that the Board award the contract to the lowest responsive and responsible bidder Alt & Witzig Construction Services, in the amount of $2,490.00. Therefore, Mr. Inks made a motion that the recommendation be accepted and the quote be awarded and the contract approved as outlined above. Mr. Mecharn seconded the motion, which carried AWARD BID AND APPROVE CONTRACT — 2012 -2013 SIDEWALK SNOW REMOVAL OF REDEVELOPMENT OWNED, PROPERTIES (REDEVELOPMENT COMMISSION PROPERTY MAINTENANCE Ms. Debrah Jennings, Community Investment Services, advised the Board that on December 11, 2012, bids were received and opened for the above referenced project. After reviewing those bids, Ms. Jennings recommends that the Board award the contract to the lowest responsive and responsible bidder, D.A. Faulkens, 2045 North Meade Street, South Bend, Indiana 46628, in unit prices of .39/lf, not to exceed $40,000.00. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded and the contract approved as outlined above. Mr. Mecham seconded the motion, which carried. AWARD BID AND APPROVE CONTRACT — PRIMARY CLARIFIER REHABILITATION AND EQUIPMENT UPGRADES — PROJECT NO. 111 -071 WASTEWATER CAPITAL FUND) Mr. Jacob Klosinski, Environmental Services, advised the Board that on December 11, 2012, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Klosinski recommended that the Board award the contract to the lowest responsive and REGULAR MEETING DECEMBER 20 2012 402 responsible bidder L.D. Docsa Associates, Inc., 1605 King Highway, Kalamazoo, Michigan 49001, in the amount of $5,043,270.00. Mr. Klosinski stated this is a new company to Wastewater so they made phone calls to businesses that were given as references by the company. All of the feedback they received was positive regarding the performance of the company. Ms. Greene noted they are located in Michigan so they would need to confirm that they are licensed in the State of Indiana. Mr. Gilot stated they are the lowest responsive and responsible bidder, but their bid came in $43,000.00 over the Engineer's estimate. He questioned if this is an issue. Mr. Klosinski noted the Engineer's estimate was based on 90% of the budget so this is actually lower than the Engineer's estimate. Therefore, Mr. Mecham 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. APPROVE CHANGE ORDER NO. 1 — ROOF RESTORATION QUOTE PACKAGE 1 — LOW SLOPED ROOF — PROJECT NO. 112 -034 CWATER WORKS CAPITAL Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of Slatile Roofing and Sheet Metal Co., Inc., 1703 South Ironwood, South Bend, Indiana 46613, indicating the contract amount be increased by $5,890.00 for a modified contract sum, including this Change Order, in the amount of $34,308.00. Ms. Greene stated she spoke with the architect on this project, DLZ, and they forwarded a letter detailing the unforeseen conditions necessitating this Change Order. Ms. Greene explained that the inside of this historic building's chimney was found to be deteriorated during masonry restoration work, a condition that was not apparent until the preparation of the old chimney for restoration commenced. Upon a motion made by Mr. Inks, seconded by Mr. Mecham and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 FINAL AND PROJECT COMPLETION AFFIDAVIT — OLIVE ROAD BASIN — PROJECT NO 112 -031 (AEDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of John Boettcher Sewer & Excavating, 3305 North Home Street, Mishawaka, Indiana 46545, indicating the contract amount be increased by $3,051.88 for a modified contract sum, including this Change Order, of $131,982.71. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $131,982.71. Upon a motion made by Mr. Inks, seconded by Mr. Mecham and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved. APPROVE CHANGE ORDER NO. I FINAL AND PROJECT COMPLETION AFFIDAVIT — EAST BANK SEWER SEPARATION — PHASE I1— PROJECT NO. 111 -068 2012 SEWER BOND) Mr. Gilot advised that Mr. Toy Villa, Engineering has submitted Change Order No. 1 (Final) on behalf Selge Construction Co., Inc., 2833 South 11th Street, Niles, Michigan 49120, indicating the contract amount be decreased by $87,664.06 for a modified contract sum, including this Change Order, of $2,807,753.60. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $2,807,753.60. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved. APPROVE CHANGE ORDER NO. 3 FINAL AND PROJECT COMPLETION AFFIDAVIT — LASALLE SCHOOL AREA SEWER SEPARATION — PROJECT NO. 107 -042 2011 SEWER BOND Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 3 (Final) on behalf of C &E Excavating, Inc. 53767 County Road 9 Elkhart, Indiana 46514, indicating the contract amount be increased by $66,648.18 for a modified contract sum, including this Change Order, of $1,708,346.12. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $1,708,346.12. Ms. Greene stated she could not understand a memo submitted by Mr. John Engstrom detailing the reasons for the 22.50% increase. She stated it appears that Change Orders Nos. I and 2 were differing site conditions and Change Order No. 3 was due to increased materials, but the memo was not clear. She requested a new memo clarifying the unforeseen conditions, be submitted to the Board. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, Change Order No. I (Final) and the Project Completion Affidavit were approved subject to a new Memo clarifying the breakdown of Change Order Nos. 1, 2, and 3. REGULAR MEETING DECEMBER 20,,2012 403 APPROVE CHANGE ORDER NO. 5 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — DIAMOND AVENUE TRUNK STORM SEWER — PROJECT NO. 109 -033B 2011 SEWER BOND) Mr. Gilot advised that Toy Villa, Engineering, has submitted Change Order No. 5 (Final) on behalf of HRP Construction, Inc., 5777 Cleveland Road, South Bend, Indiana 46628, indicating the contract amount be increased by $4,180 for a modified contract sum, including this Change Order, of $3,665,130.23. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $3,665,130.23. Upon a motion made by Mr. Inks, seconded by Mr. Mecham and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved. APPROVE PROJECT COMPLETION AFFIDAVIT — WASTEWATER DISINFECTION GATE AND MIXER REPLACEMENT _ PROJECT NO. 111 -030 (WASTEWATER CAPITAL/O&M) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Thieneman Construction, Inc., 17241 Foundation Parkway, Suite 100, Westfield, Indiana 46074, for the above referenced project, indicating a final cost of $467,979.27. Upon a motion made by Mr. Inks, seconded by Mr. Mecham and carried, the Project Completion Affidavit was approved. APPROVAL OF RE UEST TO ADVERTISE FOR THE RECEIPT OF BIDS In a memorandum to the Board, Mr. Jeffrey Hudak, Central Services, requested permission to advertise for the receipt of bids for the following vehicles: I . Thirty (30) More or Less, 2013 or Newer Front -Wheel Drive Police Patrol Vehicles — Funding: Capital Lease Principal /Capital Lease Interest Principal 2. Five (5) More or Less, 2013 or Newer 3/4 Tan Four -Wheel Drive Pick Up Trucks — Funding: Code Enforcement; Central Services; Park Department; Traffic & Lighting; CLP & CLI 3. One (1) or More, 2013 or Newer 3/4 Ton Two -Wheel Drive Pick Up — Funding- 2013 Capital Budget Ms. Greene noted that the vehicles will not be advertised until next year, this is just the approval for that advertising. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Mecharn and carried, the above requests were approved. TABLE REQUEST TO ADVERTISE -.SIX {6) MORE OR LESS, 2013 OR NEWER FRONT WHEEL DRIVE CARGO VANS WATER WORKS- WASTE WATER Mr. Gilot stated he was not aware of any cargo vans used at Water Works and Wastewater and added he thought that they were getting away from these vehicles to more energy efficient vehicles. He requested the Board table this request at this time. Therefore, upon a motion by Mr. Mecham, seconded by Mr. Inks and carried, the request was tabled. ADOPT RESOLUTION NO. 77 -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. Inks, seconded by Mr. Mecham and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 77-2012 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: OBSOLETE TECHNOLOGY HARDWARE SEE ATTACHED LIST REGULAR MEETING DECEMBER 20 2:012 404 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 20ch day of DECEMBER 2012 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Donald E. Inks s/ Michael C. Mecham s/ Mark W. Neal ATTEST: s /Linda M. Martin, Cleric ADOPT RESOLUTION NO. 78 -2012 — A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND /OR OBSOLETE PROPERTY Ms. Greene noted that two (2) items listed on these assets are actually to clean up previous clerical errors, where they were put into the City's assets twice. Upon a motion made by Mr. Inks, seconded by Mr. Mecham and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 78 -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: CENTURY CENTER ASSETS 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 20th day of DECEMBER 2012. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot REGULAR MEETING DECEMBER 20, 2012 405 s/ Donald E. Inks s/ Michael C. Mecham s/ Mark W. Neal ATTEST. s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 79 -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. Mecham, seconded by Mr. Inks and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 79 -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: COMMUNICATIONS AND WATER WORKS EQUIPMENT (SEE ATTACHED LIST 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 20th day of DECEMBER, 2012. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Donald E. Inks s/ Michael C. Mecham s/ Mark W. Neal ATTEST: s /Linda M. Martin, Clerk ADOPT RESOLUTION NO. 80 -2012 — A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS APPROVING THE TRANSFER OF REAL PROPERTY FROM THE SOUTH BEND REDEVELOPMENT COMMISSION Ms. Greene stated she has three issues with this transfer of property; first, has it been confirmed that the properties are in the name of the Redevelopment Commission; second, are the empty lots going to be put into use; and third, if not, are there funds allocated for the maintenance of the properties. Mr. Inks stated Community Investment has been going through identifying properties that should not be in their name, some of which they may be paying for snow removal. Ms. Greene stated if the City doesn't have the funds to maintain the lots; that could be problematic. Mr. Inks stated some of the properties are maintained by Downtown South Bend and some by the South Bend Park Department, and they will continue to maintain them. He noted they just should not be listed as property of the Redevelopment Commission. Upon a motion made by Mr. REGULAR MEETING DECEMBER 20, 2012 406 Gilot, seconded by Mr. Inks and carried, the following Resolution was adopted by the Board of Public Works: A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS APPROVING THE TRANSFER OF REAL PROPERTY FROM THE SOUTH BEND REDEVELOPMENT COMMISSION 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 District "), 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, the Board ° requires certain parcels of land previously acquired by the Commission and more particularly described at Exhibit A (the "Property ") for the development of infrastructure projects for the benefit of the citizens of the City; and WHEREAS, the Department, by and through the Commission, is willing to transfer the Property to the Board; and WHEREAS, pursuant to I.C. 36- 1 -11 -8, the Commission and the Board, may authorize the transfer and acceptance of property between governmental entities 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 Department, through the Commission, has authorized the staff of the Department to approve and execute quitclaim deeds effecting the transfer of the Property; and WHEREAS, it is contemplated that the Commission will adopt a resolution consistent with the requirement of Indiana § 36- 1 -11 -8. NOW, THEREFORE, BE IT RESOLVED BY THE SOUTH BEND BOARD OF PUBLIC WORKS AS FOLLOWS: I . 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, approved. 2. The staff of the City of South Bend, Department of Public Works shall be, and hereby are, authorized to accept quit -claim deeds or any other instruments necessary to convey all of the right, title and interest in the Property to the City of South Bend pursuant to the terms and conditions evidenced by this Resolution and to cause them to be recorded with the Recorder's Office of St. Joseph County, Indiana. 3. This Resolution shall be in full force and effect upon its adoption by the Board and upon the adoption of a substantially similar resolution of the Commission. The transfer of the Property shall not be effective until deeds are duly recorded effecting the same. ADOPTED at a meeting of the South Bend Board of Public Works held on December 20, 2012, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot sl Donald E. Inks s/ Michael C. Mecham sl Mark W. Neat REGULAR MEETING ATTEST: s /Linda M. Martin, Clerk DECEMBER 20 2012 407 ADOPT RESOLUTION NO. 81 -2012 — A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS APPROVING THE TRANSFER OF REAL PROPERTY FROM THE SOUTH BEND REDEVELOPMENT AUTHORITY Ms. Greene noted that Redevelopment properties are often subject to others needing to sign off on the deed, based on a very old agreement the City entered into. She requested Redevelopment make certain that this vacant lot on the river walk behind Crowe Horvath is not one of there. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following Resolution was adopted by the Board of Public Works: A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS APPROVING THE TRANSFER OF REAL PROPERTY FROM THE SOUTH BEND REDEVELOPMENT AUTHORITY WHEREAS, the South Bend Redevelopment Authority (the "Authority ") exists and operates under the provisions of I.C. 36 -7 -14.5, as amended from time to time (the "Act ") and is a body corporate and politic and is an instrumentality of the City of South Bend, Indiana (the "City "); 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 pursuant to I.C. 36- 9 -6 -3; and WHEREAS, the Board requires certain parcels of land previously acquired by the Authority and more particularly described at Exhibit A (the "Property ") for the development of infrastructure projects for the benefit of the citizens of the City; and WHEREAS, the Authority is willing to transfer the Property to the Board; and WHEREAS, pursuant to T.C. 36- 1 -11 -8, the Authority and the Board may authorize the transfer and acceptance of property between governmental entities 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 Authority has authorized the staff of the Redevelopment Department of the City to approve and execute quitclaim deeds effecting the transfer of the Property; and WHEREAS, it is contemplated that the Authority, will adopt a resolution consistent with the requirements of Indiana § 36 -1 -118. NOW, THEREFORE, BE IT RESOLVED BY THE SOUTH BEND BOARD OF PUBLIC WORKS AS FOLLOWS: I . The transfer of the Property described at Exhibit A situated in St. Joseph County, Indiana, by the South Bend Redevelopment Authority, to the Board of Public Works, for and on behalf of the City of South Bend shall be, and hereby is, approved. 2. The staff of the City of South Bend, Department of Public Works shall be, and hereby are, authorized to accept quit -claim deeds or any other instruments necessary to convey all of the right, title and interest in the Property to the City of South Bend pursuant to the terms and conditions evidenced by this Resolution and to cause them to be recorded with the Recorder's Office of St. Joseph County, Indiana, 3. This Resolution shall be in full force and effect upon its adoption by the Board and upon the adoption of a substantially similar resolution of the Authority. The transfer of the Property shall not be effective until deeds are duly recorded effecting the same. ADOPTED at a meeting of the South Bend Board of Public Works held on December 20, 2012, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. CITY OF SOUTH BEND REGULAR MEETING DECEMBER 20, 2012 408 BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Donald E. Inks s/ Michael C. Mecham sl Mark W. Neal ATTEST: s /Linda M. Martin, Clerk ADOPT RESOLUTION NO. 82 -2012 — A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS APPROVING THE TRANSFER OF REAL PROPERTY FROM SOUTH BEND REDEVELOPMENT COMMISSION Mr. Bill Schalliol, Community Investment, stated these properties being transferred to the Board of Works are lots that are part of future development areas. He noted the Board will only hold title for a short time; the intent is to transfer the properties located in the right- of-way to the adjacent property owners. Mr. Schalliol noted that the Board of Works is the agent for property in the right -of -way. Upon a motion made by Mr. Gilot, seconded by Mr. Mecham and carried, the following Resolution was adopted by the Board of Public Works: A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS APPROVING THE TRANSFER OF REAL PROPERTY FROM SOUTH BEND REDEVELOPMENT COMMISSION 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 District "), 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, the Board requires certain parcels of land previously acquired by the Commission and more particularly described at Exhibit A (the "Property ") for the development of infrastructure projects for the benefit of the citizens of the City; and WHEREAS, the Department, by and through the Commission, is willing to transfer the Property to the Board; and WHEREAS, pursuant to T.C. 36- 1 -11 -8, the Commission and the Board, may authorize the transfer and acceptance of property between governmental entities 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 Department, through the Commission, has authorized the staff of the Department to approve and execute quitclaim deeds effecting the transfer of the Property; and WHEREAS, it is contemplated that the Commission will adopt a resolution consistent with the requirement of Indiana § 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, approved. 2. The staff of the City of South Bend, Department of Public Works shall be, and hereby are, authorized to accept quit -claim deeds or any other instruments necessary to convey all of the right, title and interest in the Property to the City of South Bend pursuant to the terms REGULAR MEETING DECEMBER 20 2012 409 and conditions evidenced by this Resolution and to cause them to be recorded with the Recorder's Office of St. Joseph County, Indiana. 3. This Resolution shall be in full force and effect upon its adoption by the Board and upon the adoption of a substantially similar resolution of the Commission. The transfer of the Property shall not be effective until deeds are duly recorded effecting the same. ADOPTED at a meeting of the South Bend Board of Public Works held on December 20, 2012, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Donald E. Inks s/ Michael C. Mecham 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/ Funding Second Amendment Northeast Neighborhood $100,000.00 Gilot /Inks to Contract Neighborhood Revitalization — Extend No Additional Revitalization 2010 Program through Funds (CDBG) Organization 2013 Amendment South Bend Acquisition/Rebabilitation $424,000.00 GilotlInks No. 3 Heritage — Extend 2010 Program No Additional Foundation through 2013 Funds (CDBG) Amendment South Bend Near West Side $100,000 Gilot /Inks No. 2 Heritage Revitalization — Extend No Additional Foundation 2011 Program through Funds (CDBG) 2013 Amendment South Bend Colfax Center $90,000.00 Gilotllnks No. 2 Heritage Improvements — Extend No Additional Foundation 2011 Program through Funds (CDBG) 2013 Amendment South Bend South Bend Home $450,000.00 Gilot /Inks Home Improvement Program — No Additional Improvement Extend 2011 Program Funds (CDBG) Program through 2013 Amendment REAL Services, Owner- Occupied Rehab — $255,897.74 GilotlInks Inc. Extend 2011 Program No Additional through 2013 Funds (CDBG) Amendment Neighborhood Technical Assistance — $20,127.00 Gilotllnks Resources Corp. Extend 2011 Program No Additional through 2013 Funds (CDBG) Amendment Community Forgivable 2n Mortgage — $260,292.00 GilotlInks Homebuyers Extend 2011 Program No Additional Corporation through 2013 Funds (CDBG) Amendment South Bend Demolitions -- NRSA — $20,127.00 GilotlInks Code Extend 2009 Program No Additional Enforcement through 2013 Funds (CDBG) Amendment Near Northwest Community Space — $150,000.00 Gilot /Inks Neighborhood Extend 2008 Program No Additional through 2013 Funds (CDBG) Amendment Near Northwest Neighborhood Space — $93,000.00 Gilotllnks Neighborhood Extend 2009 Program No Additional REGULAR MEETING DECEMBER 20 2012 410 APPROVAL OF LONG -TERM OCCUPANCY PERMIT — SOUTH BEND HERITAGE FOUNDATION Mr. Tony Molnar, Engineering, advised that the Board is in receipt of a Long -Term Occupancy Permit application from South Bend. Heritage Foundation for occupancy of the sidewalk and parking spaces in front of the Rushton Building, 501 West Washington Street for the purpose of through 2013 Funds (CDBG) Amendment Near Northwest Community Space — $123,513.00 Gilot /Inks Neighborhood Extend 2010 Program No Additional through 2013 Funds (CDBG) Amendment Near Northwest Neighborhood $276,487.00 Gilot /Inks Neighborhood Revitalization — Extend No Additional 2011 Program through Funds (CDBG) 2013 Amendment Redevelopment Main Street /Lafayette (SSDA TIF) Inks /Mecha to the Commission Boulevard Connector Addendum Design to the Master Agency Agreement Supplement No. 7 Professional Lawson- Fisher Main Street /Lafayette $147,000.00 Inks/Neal Services Associates Boulevard Connector (SSDA TIF) Supplement Additional Design — al Project No. 110 -058A Agreement No. 4 Professional Force 5 Media Website Redesign — $1,000.00 Mecham /Inks Services Security and Agreement Administration Implementation Contract PerkinElmer Two -Year Service Plan $23,616.00 Mecham/Inks Health Sciences, for ICP, Chiller and Inc. Autosampler Used for Wastewater and Drinking Water Analysis Addendum Redevelopment Ignition Park Phase 1 B AEDA TIF Inks /Mecham to the Commission Rough Grading — Project Master No. 112 -072 Agency Agreement 2013 Redevelopment Commission Designating N/A Mecham/Neal Master Commission the Board of Public Works Agency as It's Agent to Undertake Agreement Various Projects in 2613 (Projects to be Added by Addendum) Insurance Gibson Risk Advisory Services $79,500.00 Gilot/Inks Services Insurance ($30,000 Authorize Agreement Agency, Inc. Property Controller to Insurance; Sign any End of $25,500 Year Insurance Worker's or Benefit Compensation; Agreements $24,000 Loss Needing Contract INDOT Phase III, North Prevention) $597,000.00 Processing Inks /Mecham Connection and Local (Major Moves) Subject to Street Work of the US 31 Receipt of Final Utility Relocation Document APPROVAL OF LONG -TERM OCCUPANCY PERMIT — SOUTH BEND HERITAGE FOUNDATION Mr. Tony Molnar, Engineering, advised that the Board is in receipt of a Long -Term Occupancy Permit application from South Bend. Heritage Foundation for occupancy of the sidewalk and parking spaces in front of the Rushton Building, 501 West Washington Street for the purpose of REGULAR MEETING DECEMBER 20, 2012 411 Construction. The completion date of this permit is set for September 20, 2013. Upon a motion made by Mr. Inks, seconded by Mr. Mecham and carried, the Permit was approved subject to the City Engineer setting the bond amount. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Mecham, seconded by Mr. Inks and carried, the following traffic control devices were approved: NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATION: 1737 North Johnson Street REMARKS: All criteria has been met RENEWAL: Reserved Handicapped Accessible Parking Space Sign APPLICANT: Donna Donlin - Sriver LOCATION: East Side of Lafayette Boulevard North of Jefferson Approved Boulevard Permit No.: 5 REMARKS: All criteria has been met FILING OF CERTIFICATE OF INSURANCE Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Certificate of Insurance for the following business was accepted for filing: Nu Sash of Indianapolis RATIFY APPROVAL OF 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 Type Approved/ Released Effective Date Concrete By Dave Contractor Approved December 10, 2012 Larry Yoder DBA Yoder Concrete Contractor Approved December 6, 2012 Quality Excavating Corp. Excavation Approved December 6, 2012 South Bend Heritage Foundation I Occupancy I Approved December 17, 2012 Mr. Mecham made a motion that the Bonds approval and as outlined above be ratified. Mr. Inks 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 err s kill . er anu cenifiea for accuracy. Name Amount of Claim Date St. Joseph County Housing Consortium $50,625.00 11/14/2012 St. Joseph County Housing Consortium $794.00 11/30/2012 Therefore, Mr. Mecham 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 Mr. Mecham and carried, the meeting adjourned at 10:35 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President 41d nks, Member Kathryn E. Roos, Member ark W. Neal, Member REGULAR MEETING Michael C. Mecham, Member DECEMBER 20 2012 412 da M. Martin, , lerk