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HomeMy WebLinkAbout06/26/08 Board of Public Works Claims ReviewP 1 rBLIC AGENDA SESSION JUNE 19, 2008 kyle ublic Agenda Session of the Board of Public Works was convened at 10:35 a.m. on June 19, 2005, by Board President Gary A. Gilot, with Board Members Carl P. Littrell and Donald E. lr�ks present. Also present was Board Attorney Cheryl Greene. Board of Public Works Cleric, Linda M. Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. Board members discussed the following items from that list. APPR OVAL Of ST EET CLOSURE S _ t e h ollowing street closures w ere presented hr approval: Sponsor Description Date/Time Location Lotion Carried Williams, Street Closure June 21, 2008 Huey Street from Gilot /Inks Darnell from 3:00 p.m. Fredrickson to to 8:00 P.M. Werwinslci Wooded Estates Street June 19, 2008 Black Oak between Oak Inks /Littrell Neighborhood Closure /Ice from b:30 p.m. Parr and Scotts wood Asso ciation Cream Soc ial __ 128. )0 Rml. Wooded Estates Street July 4, 2008, Howard between White Gilot /Inks Neighborhood Closure /4th of 10:00 a.m. to Oak and Oak Ridge Association July Kiddie 11:30 a.m. _ -- Parade J'lie 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 12:08 D.M. BOARD Of PUBLIC WORKS Gary A. Gilot, President PUBLIC AGENDA SESSION JUNE 19, 2008 Carl P. Littrell, Member Do ald E. Ii Acs, l em ber ATTEST: i ida11�1� M. Martin, Clerk � REGULAR MEETING JUNE 23, 2008 The regular meeting of the Board of Public Works was convened at 9 :35 a.m. on Monday, Jl:,ine 23, 2008, by Board President Gary A. Gift, with Mr. Carl P. Littrell and Mr. Donald E. Inks present. Also present was Board Attorney Cheryl Greene. CORRECTION TO AGENDA Mr. Gilot noted the agenda mistakenly listed Selge Construction as the low bidder for the Eddy Street Commons Site Utilities, Project No. 108 -005R, in the amount of $2,664,147.07. Th . actual low bidder and the bid award was for HRP Construction in the amount of $2,644,349.97. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the minutes of 11th. Agenda Session, Regular Meeting and Claims Review Meetings of the Board held on June 2, June 5, June 9, and June 16, 2008, were approved. M Base Bid $142,932. Alternate 66 A" $92,500. 52369 State Road 933 North South Bend, Indiana 46637 Bid was signed by: Mr. Charles W. Frazier Non - Collusion Affidavit was in order Non - Discrimination commitment foie - a was completed Five percent (5 %) Bid Bond was submitted 1 10 - ULAR MEETING JUNE 23g 2008 BID: Base Bid $155,600.00 Alternate 44A" $118,600.00 Base Bid $132,70 Alternate "R _ No Bid 1634 South Franklin Street South Bend, Indiana 46613 Bid was signed by: Ms. Catherine Dudeck Non - Collusion Affidavit was in order Non - Discrimination commitment form was completed Five percent (5 %) Bid Bond was submitted Base Bid $164,64 Alternate "A" X92,500.00 lul oia a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bids were ref "erred to Environmental Services for review and recommendation. OPINING Of QUOTATIONS — SALT FOR SODIUM HYPOCHLORITE GENERATION - PR OJECT NO. 108-02 1 R (OPERATIONS BUDGET) i 4.r. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referenced materials. The following Quotation was opened and read: MORT N SALT 123 North Wacker Drive Chicago, Illinois 60606 -1743 Quotation was submitted by: Mr. Daniel Song QUOTATION: $179. 16 per Ton 01_T_;N OF QUOTATIONS — P RAIRIE AVENUE SIGNAL COMMUNICATIONS COND EXTENSION — PROJECT NO. 108 -058 (AEDA TIFF t ar. 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: TRANS TECH ELECTRICLP 4601 Cleveland Load South Lend, Indiana 46628 Quotation was submitted by Mr. John Ferro 6 REGULAR MEETING Ot JOT'A'TM - N JLYINE 23 2008 Item No. Description Quantity Unit Unit Price Total Ani.ount 1 2" RGS Conduit 2700 LFT $17.50 $47,25 2 Concrete Handholes -- 9 EA $ 1,000.00 K00 0.0() TOTAL $56,250100 ANCR FT ELECTI C� INC, 829 Boyd Boulevard LaPorte, Indiana 46350 Quotation was submitted by Ms. , Joyce Bancroft OUOTATION Item No. Description Quantity Unit Unit Price Total Amount 1 2" RGS Conduit 2700 LFT $17.25 $46,575.00 - ' 2 Concrete Handholes 9 EA $610.00 $5,490.00 TOTAL $52 OPENING OF OUOTATIONS - 20 a111 STREET SIGNAL C0MMUNICATIONS CONDL111 EXTENSION - PROJECT NO. 108- 059(LRSA) 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: TRANS 'TECH ELEC'T'RIC LP 4601 Cleveland Load South Bend, Indiana 46628 Quotation was submitted by Mr. John Ferro QUOTA"TION Item. No. Description Quantity Unit Unit Price Total Amount 1 2" RCVS Conduit 1300 LFT $17.50 $22,750.00 2 2" SDR -21 PVC Conduit 100 LFT $ 1100 $ 1,201.00 J Concrete Handholes 5 EA $1,000.00 TOTAL $5,000.00 $28,95(w0 ANCROFT ELECTRIC INC. 829 Boyd Boulevard LaPorte, Indiana 46350 Quotation was submitted. by lbs. Joyce Bancroft lu I Item No. Description. Quantity Unit Unit Price Total Aniount 1 2" RCVS Conduit 1300 LFT $17.25 $22,42 2 2" SDI -21 PVC Conduit 100 LFT $1625 $11,62_) 3 Concrete Handholes 5 EA $610.00 $3,050.00 TOTAL $27, 100.00 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above QuotatioIIs were referred to Engineering for review and recommendation. After reviewing those quotes, Mr. �% REG ULAR MEETING JUNE 23, 2008 T�:obcrt Nichols, Engineering, recommends that the Board award the contract to the lowest responsive and responsible bidder, Bancroft Electric, Inc., in the amount of $27,100.00. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the quote be awarded as outlined above. Mr. Littrell seconded the motion, which carried. OPENING OF OUOTATIONS — MAIN STREET AND SAMPLE STREET TRAFFIC SNIGNAL, COMMUNICATIONS CONDUIT REALIGNMENT — PROJECT NO. 108 -060 (,� E -Or. ( 'lot 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: TRANS TECH ELECTRIC LP 4601 Cleveland Road South Pend, Indiana 46628 Quotation was submitted by Mr. John Ferro QUOTATION: Item No. Description Quantity Unit Unit Price Total Amount 1 3" RGS Conduit _ 460 LFT $29.00 $13,340.00 2 Concrete Plandholes 3 EA $1,000.00 `63,000.00 3 Quazidte Boxes (Type PG3048DA36) 1 EA $1,800.00 $1,800.00 TOTAL AL, $ 18,140.00 ANCROFT ELECT INC 829 Boyd Boulevard LaPorte, Indiana 46350 Quotation was submitted by Ms. Joyce Bancroft Q UOTATION: item Description (quantity Unit Unit Price Total Amount No. 1 3" RGS Conduit 460 LFT $27.75 $12,765.00 2 Concrete IJandholes 3 EA $610.00 $1,83 3 Quazidte Boxes (Type 1 EA $499.50 $499.50 PG3048DA36) _ TOTAL $15,094.50 (2'00' SEWER BOND) Mr. Rob Nichols, Engineering, advised the Board that on June 9, 2008, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Nichols recommends that the board award the contract to the lowest responsive and responsible bidder, C &E ,ccavating, Inc., 53767 County Road 9, Elkhart, Indiana 46514, in the amount of $3,732,147.00. Therefore, Mr. Ines made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Littrell seconded the motion, which carried. (D O W NTOWN TIB Mr, Rob Nichols, Engineering, advised the Board that on June 11, 2008, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Nichols recommends that the Board award the contract to the lowest responsive and responsible bidder, Rieth -Riley Construction, 25200 State Road 23, Post Office Box 1775, South Bend, Indiana 46614, in the amount of $840,296.00. Therefore, Mr. Inks made a motion that the recommendation be REGULAR MEETING JUNE 23, 2003 accepted and the bid be awarded as outlined above. Mr. Littrell seconded the motion, which carried. ADOPT RESOLUTION NO. 43 -2003 - DISPOSAL OF CITY-OWNED PROPERTY Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the following Pesolu1iol.1 was adopted by the Board of Public Works: RESOLUTION NO. 43 - 2003 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY FIREFIGHTER FIDE HELMETS AND FOOTS WHERE-AS, I.C. 36 -9 -6 -1 gives the Board of Public Works of the City of South. Bend the rill[ - and duty to have custody of, control of, use of, and dispose of in accordance with Indiana statutes, all real and personal property owned by the City of South Bend; and R EGULAR MEETING .JUNE 23, 2008 WI][ERPAS, the Common Council of the City of South Bend passed as amended on January 9, 1995, Ordinance No. 8570 -95 which states that; Upon retirement with twenty (20) or more years of service to the City of South Bend, Indiana, a sworn member of the South Bend Tire Department shall be entitled to retain as his or her own personal property, the fire helmet and boots used by such Firefighter immediately prior to giving notice of his or her retirement; and V,/HEREAS, the following Firefighters have retired from the South Bend, Indiana Fire Department after twenty (20) or more years of service, and the Board of Public Safety of the City of South Bend, Indiana has determined that they have retired in good standing; AND', WHEREAS, IC 5- 22 -22 -6 permits and establishes procedure for disposal of personal property which is no longer needed by the City and which is unfit for the purpose for which. It was intended; and WHEREAS, Chief Howard Buchanon has advised that the fire helmet and boots previously worn by these Firefighters are of no further use to the Department and of no practical value. NOW, THEREFORE, BE IT RESOLVED, by the Board of Public Works of the City of South Bend, that the fire helmets and boots worn by these Firefighters are no longer needed by the City and are unfit for the purpose for which it was intended and has an estimated fair rriarket value of less than One Thousand ($1,000.00) Dollars. BE IT FURTHER RESOLVED that said property be disposed of in accordance with Ordinance No. 5570 -05 and removed from the City inventory. .ADOPTED this 23rd day of June, 2008. ATTEST: s"LU, - ida Martin, Clerk CITY OF SOUTH BEND BOARD OF PUBLIC WDRI'S sl Gary Gilot s/ Carl Littrell s/ Donald Inks AP P R OVAL, OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following Agreements /Contracts /Proposals /addenda were submitted to the Board. for - -- TYPE BUSINESS DESCRIPTION AMOUNT MOTION/ SECONDED a greement ADT Security Burglar /Fire Alarm $1,675.65 (Water Inks /Littrell Service, Inc. Monitoring at the Works Revenue) Water Works Colfax Street Location and a Rider for the Installation of Two Additional Panic JUNE 232008 Proposal Ken Iderceg & Buttons $30,414.00 Littrell /Inks Agreement ADD Security Maintenance and $579.00 Inks /L,ittrell�l Service, Inc. Inspection of Cameras (Mater Works at the Water Works Revenue) Agreement Neighborhood Colfax Street $25,000.00 Gilot/Inks j Resources & Location (ELT) Occupancy Majority Occupy Public Right Inks /Littrell -- Permit Builders, Inc. of Way — Exterior Corporation Fagade Rehabilitation at 101 North Michigan Street — Maintenance Cartegraph Project No. 107 -031 $8,700.00 Giiot /Inks Agreement Hull & Support Activities — $35,277.00 Inks /Littrell Associates, Inc. Oliver Plow Works (EPA Grant) Agreement Crowe Chizek Phase 11 Site Not to Exceed Gilot/lnlcs Assessment and $15,000.00 Subject to Remediation Support (Controller) Council and Coordination .Approval o Proposal DLZ Indiana, South Fend Lathe $19,000.00 Inks /Littiell Letter of LLC Demolition (Section 108 Inks /Littrell Engagement Scheele & Construction Loan) Subject to .Associates, Inc. Administration (Controller) Council Agreement Arrow Services, Water Works Olive $558.60 Inks /Luttrell Inc. Street Station Pest (Revenue) A.ppropri -k Agreement Crowe Chizek Control Not to Exceed Inks /Littrell Contract AT &T Centrex Contract for $12,345.05/m.onth Irks /Littrell Renewal Phone Service (General Lurid) Subject to Legal Reviwrw Amendment Christopher B. CSO #4 Outfall to St. $24,435.00 Littrell /Inks Burke Joseph River & (2007 Sewer Engineering, Ltd. Riverside `frail Slope Bond) Stabilization Contract U.S. Business Lease and $8,879.00 Inks /Littrell Systems /Baystone Maintenance of (Department Financial Copier for Street fund) Proposal Ken Iderceg & Investigation of the $30,414.00 Littrell /Inks Associates, Inc. Force Man Pipe (Sewage Works Condition of the I/N O &M) Tek Sewer Agreement Neighborhood Establish, Market, and $25,000.00 Gilot/Inks j Resources & Administrate a. CED (ELT) Tecl - mical grant program to Services include block party Corporation grants, capacity building grants, and conference training. Maintenance Cartegraph Maintenance and $8,700.00 Giiot /Inks .Agreement Support of GIS (CIS) Software Agreement Crowe Chizek Budget Consulting as Not to Exceed Gilot/lnlcs Needed for 2009 and $15,000.00 Subject to 2010 Budgets (Controller) Council .Approval o Appropriatiork -- Letter of Waggoner, Irwin, As Needed Hourly, as Inks /Littrell Engagement Scheele & Consulting for 2009 Needed Subject to .Associates, Inc. and 2010 Budgets (Controller) Council Approval o1i° A.ppropri -k Agreement Crowe Chizek Tax Anticipation Not to Exceed Inks /Littrell Warrants $6,000.00 REGULAR MEETING JUNE 23. 2008 - - - - -- (Controller) Corrimon Engineering Common Wage Scale Gilot /Littrell Construction for Various Projects Wage Scale under $ 150,0 00.00 APP ROVAL, OF STREET CLOSURES/PROCESSIONS t tae to ttowtng str eet closures anct Sponsor Description 1' Peter's Street Closure — Rock Church Car Wash Transpo Street Closure — Transpo Bus Rodeo South Bend Procession — Parks Kids Triathlon f,)epai tment South Bend Firel Association C("llc"ge F cc)otball Hall of Fame 'fhe South Bend Park & Recreation Procession — Enshrinement Parade MMMNI cessions were presented for approvat: Date/Time I Location Van Buren from Cushing to Cottage Grove Entrance of Pinhook 'ark, south on Riverside Drive to Riverside June 29, 2008 from 8:00 a.m. to 2 :00 p.m. July 26, 2008 from 7:00 a.m. to 1:00 p.m. July 19, 2008 from 5 :00 a.m. to 11 :30 a.m. June 28, 2008 from 6 :00 a.m. to 9:00 a.m. Motion Carried Inks /Littrell Inks /Littrell Inks /Littrell Inks /Littrell for City Streets Inks /Littrell Inks /Littrell REGULAR MEETING JUNE 23, 2008 Apartments, turn around and back to Pinhook Park- Pavilion Marsolais, Street Closure - Peashway between July 26, 2008, from Innks /Littrell Mary Beth Peashway Stanfield and Foster 3 :00 p.m. to 11 :00 Subject to Black Panty P.m. closing at 8 :00 .nn. COLLEGE FOOTBALL HALL OF FAME Mr. Gift advised that Ms. Lisa D. Malin, 1316 Green Mead Court, Granger, Indiana 465:311, submitted an Application for a Transient Merchant License Renewal, to conduct the sale of memorabilia, Mood and trinkets on July 12, 2008, from 8 :00 a.m. to 9:00 a.m. and July 19, 2 Mil, from 8 :00 a.m. to 5 :00 p.m. at the College Football Hall of Fame, 11.1 South St, Joseph Street, South Bend, Indiana 46601. Mr. Gilot stated that favorable recommendations have beenn received by the Police Department, Fie Department and the Building Commissioner. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the License Applicationn Renewal for Transient Merchant was approved. FAIRGROUNDS Mr. Gilot advised that Mr. Limns Slavinkas, 5117 Ironwood, South Bend, Indiana 4614, ha.s submitted an Application for a Transient Merchant License Renewal, to conduct the 4 -H Fair on July 28 through August 2, 2008. Mr. Gilot stated that the Board had approved a. blanket Transient Merchant License last year, to cover all events utilizing the fairgrounds. He noted that favorable recommendations have been received by the Police Department, Fine Department and the Building Commissioner. Therefore, upon a motion made by Mr. Littrell, seconded by Mr�. Inks and carried, the Board approved a Blanket License Application Renewal for Transient Merchant. 1 �E GIULAR MEETING JUNE 23, 2008 DEN LICENSE APPLICATION - OPEN AIR STAND 4r.. Gilot advised that the following license application has been received: 'FABLE SIDEWALK CAFE PERMIT APPLICATION - THE BACKSTAGE GRILL lt%1r. Gilot indicated that the Board is in receipt of the following Sidewalk Caf6 Permit application: APPLICANT: The Backstage Grill BUSINESS ADDRESS: 222 South Michigan Street DAYS/TIMES OF OPERATION: Tuesday - Friday, 11:00 a.m. to 9:00 p.m.; Saturday, 5:00 p.m. to 10:00 p.m. APPRO OF TRIPLE TRAILER PERMIT — YELLOW TRANSPORTATION, INC. 1\4r. Ghot stated a Triple Trailer Pe it has been submitted to the Board for approval by Fellow Transportation, Inc., 3825 William Richardson Drive, South Bend, Indiana 46628, for ingress and egress from the Toll Road. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Triple Trailer Permit was approved. hPP'R0VE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO i'vir. Gilot stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to rer , ionstrate as submitted by Mr. Ron Patel on behalf of Ganesh Hospitality Group, LLC, 236 i)ixie Way North, South Bend, Indiana 46637. The Consent indicates that in consideration for permission to tap into public sanitary sewer and water system of the City, to provide sanitary sewer and water service to 52852 State Road 933, South Bend, Indiana 46637, (Key 1 002-1038 - 1035' & 002 -1038- 1034), Mr. Patel waives and releases any and all right to remonstrate against or oppose any pending or future annexation of the property by the City of South Bend. Ther.;fore, Mr. Littrell made a motion that the Consent be approved. Mr. Inks seconded the motion, which carried. REGULAR MEETING JU N1; 239 2008 APPROVE; REVISION — WASTEWATER DISCHARGE PERMITS In a Memorandum to the Board, Ms. Kim Thompson, Division of Environinental Services., submitted the following revised Wastewater Discharge Pen and recommended approval: Edcoat Limited Partnership 30350 Edison Road New Carlisle, hndiana 46552 FILING OF SAFETY REPORTS — DEPARTMENT OF PUBLIC WORKS — MAY 2008 The Divisions of Water Works and Central Services submitted their Safety Reports for May 2008. These reports reflect injuries /accidents for each month and provide for a comparison. There being no fin discussion, upon a motion made by Mr. Gift, seconded by [fir. Inks and carried, the reports were accepted and filed. RATIFY APPROVAL AND /OR RELEASE CONTRACTOR AND EXCAVATION BONDS Mr. Anthony Molnar, Engineer, Division of Engineering, recommends that the following Contractor and Excavation Bonds be approved pursuant to Resolution 100 -2000 and /or released, as follows: Business Board Type Ap�Is� o� ed/ R eleased Effective D2te - Phillip Blain Contractor Approved. June 6, 2008 Bond United Concrete, Inc. Contractor Approved June 20, 2008 Bond Vuncente Cervantes dba Magic Contractor Approved June 10, 2008 Construction Bond Edna Construction, LLC Contractor Release June 18, 2008 Fond Earth Design, Inc. Excavation Approved June 11, 2008 - -- Bond LS Plumbing & Heating Co. Excavation Release July 10, 2008 Bond Vincente Cervantes dba Magic Excavation Approved June 10, 2008 Construction Bond Roto- footer Plumbing Excavation Approved .Tune 17, 2008 Bond 1Mr. Gilot made a motion that the Bonds approval and /or release as outlined above be rati,lled. Mr. Inks seconded the motion, which carried. APPROVE CLAIMS Mr. Inks stated that a request to pay claims has been received by the Board; each claim is fui.ly 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. Mr Tines, nnted Hie, f flowing cairns in the amounts indicated were submitted for annrovaln N A of ClA ale SBL� Reprographics $491.04 June 4, 20H_ R EGULAR MEETING G JLiE 23, 2008 . A Name A mount of Claim Date St, Jose County Housing Consortium n675.00 May 28, 2008 St, Jose County Housin Consortium $856.96 May 28, 2008 St. Joseph County Housing Consortium $931.46 May 28, 2008 S t.: ose ph County Housing Consortium $21,067.44 May 30, 2008 City of South Bend $3,193,26151 1 June 23, 2008 1-herefore, Mr. Inks made a motion that after review of the expenditures, the claims be approved as Submitted. Mr. Littrell seconded the motion, which carried. ADJOURNMENT EN T 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 10425 a.m. BOARD OF PUBLIC WORKS ATTEST: Gary A. Gilot, president 4-4t-- Linda M. Martin, Clerk, CLAIMS REVIEW MEETING ,TUNE 26, 2008 A Claims Review meeting of the Board of Public Works was convened at $:32 a.m. of -: Thursday, Tune 26, 2008 by Board President Cary A. Gilot, with Board. Member Donald E. Inks present. Board Member Carl P. Littrell was absent. APPROVE CLAIMS Mr. Inks stated that a request to pay claims has been received by the Board; each claim is filly supported by an invoice; the person receiving the goods or services has approved the claims; and the claims have been tiled with the City Fiscal O fficer and certified for Mr. Inks stated the following- claims were submitted to the beard for aDDroval: Name A of Clai ate City of South Bend Payroll :4,143,629.37 June 27, 200 Therefore, Mr. Inks made a motion that aver review of the expenditures, the claims be approved as submitted. Mr. Gilot seconded the motion, which carried. ADJOURNMENT There being no further business to cone before the Board, upon a motion made by Mn Gilot, seconded by Mr. Inks and carried, the meeting adjourned at 8;33 a.m. BOARD OF PUBLIC WORKS Cary A. Griot, President ATTEST: V .dry r Linda M. Martin, Clerk"