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HomeMy WebLinkAbout02/26/13 Board of Public Works MinutesAGENDA REVIEW SESSION FEBRUARY 21 2013 39 The Agenda Review Session of the Board of Public Works was convened at 10:35 a.m. on Thursday, February 21, 2013, by Board President Gary A. Gilot, with Board Members Donald E. Inks, Kathryn E. Roos, and Michael C. Mecham present. Also present was Attorney Cheryl Greene. 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. Board Member Mark Neal joined the meeting at 10:37 a.m. APPROVAL OF APPLICATION FOR TRANSIENT MERCHANT LICENSE RENEWAL Mr, Gilot stated that the Board is in receipt of a Transient Merchant License Renewal Application from Maple Hill Golf, 5555 Ivanrest Avenue SW, Grandville, Michigan 49418, for the Huge Golf Liquidation Sale on February 23, 2013 from 10:00 a.m. to 6:00 p.m. and February 24, 2013 from 9:00 a.m. to 4:00 p.m. for the sale of golf related items at the Century Center. Favorable recommendations were received from the Building Department, Fire Department and Police Department. Upon a motion made by Mr. Gilot, seconded by Mr, Inks and carried, the renewal of the License was approved. TABLE REQUEST FOR STREET NAME CHANGE SCHAFER GEAR DRIVE TO SHOWERLUX DRIVE Mr. Gilot advised that at the previous Board of Works meeting of February 12, 2013, the Board reviewed a request from Somaschini North America, LLC, 3801 Schafer Gear Drive, South Bend, Indiana 46628, to rename Schafer Gear Drive, Showerlux Drive, due to the acquisition of the South Bend Gear, LLC from Schafer Gear Works by Somaschini North America. He explained that the Board tabled this item because they thought that Schafer Gear still was in business on this same street in a separate building, and the Board requested they give their approval first. Mr. Gilot stated there still are questions about this request and he is recommending the item be tabled once again. Therefore, upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the street name request was tabled. Board members discussed the following item(s) from the agenda. - Amendment to Accepted Counter -Offer — Gates and Gates Realty, LLC Mr. Dave Relos, Community Investment, stated that the Redevelopment Commission entered into an agreement with Gates for right-of-way and excess land acquisition. Now that the project is under way, the Board of Works needs to acquire the land. He noted the amount of land the City will acquire is now greater by 500'. Mr. Inks stated in essence, we're taking property and they're giving property. Mr. Relos stated that is correct, noting that originally in 2007, Gates was getting 7,400 square feet of land, and now that has been reduced to 7,000 square feet. Ms. Greene asked if this was always intended for right-of-way use. Mr. Relos stated it was. Mr. Inks noted the Board of Works is acquiring the land, and the funding is from TIF. - Award Bid — Compressed Natural Gas Fueling Skid Mr. Matt Chlebowski, Central Services, stated this is the first of the natural gas fueling skids that will fuel the first four (4) natural gas trucks the City purchased. He noted this will be installed in March and the trucks will be received in April. Mr. Chlebowski stated the skid can fuel up to four (4) trucks, but is expandable. Mr. Chlebowski stated he solicited four (4) quotes but only received one (1). Mr. Gilot requested he provide the Clerk of the Board with evidence that four (4) quotes were solicited, for the record. - Maintenance Agreement — Indiana Mailing Systems Ms, Cynthia Simmons, Water Works, stated this is a renewal of their maintenance agreement they do every year, but this year with a small increase in cost. Mr. Gilot questioned if they can raise the cost, is there an escalator clause in the contract. Ms. Greene stated there is not, but after discussion with Purchasing and Finance, they have decided to proceed this year since it is such a small amount. She noted it would cost more to re -quote the service than the increase. Mr. Gilot emphasized to Ms. Simmons that just because they are allowing this one to go through, it is not a license for the same approach with other contracts. - Award Bid — Pinhook Water Treatment Plant Efficiency Improvements Mr. John Wiltrout, Water Works, stated they are requesting to award to the low bidder on this project for the Base Bid plus Unit Prices, and Alternates No. 2 and No. 4. Mr. Eric Horvath, Director of Public Works, confirmed the bid award is more than the engineer's estimate, but they concluded it was important enough to move forward. Mr. Gilot questioned the advisability of including energy efficient engines in the specifications. Mr. Wiltrout stated they are anticipating just new engines will be a substantial cost cutter. Mr. Horvath suggested Mr. Jonathon Burke, Energy Department, do a cost comparison to show payback of efficiency. AGENDA REVIEW SESSION FEBRUARY 21, 2013 40 - Award Bid — Ignition Park, Phase IB, Mass Grading Mr. Jitin Kain, Community Investment, stated they are requesting to award to the low bidder on this project. He noted they received a lot of bids with a wide range of prices, from $300,000.00 to $700,000.00, Ms. Greene questioned because of the range in bids, are we sure we didn't miss anything in the specifications. Mr. Toy Villa, Engineering, stated they did not and in fact the engineer's estimate suggested an even wider range, from $300,000.00 to $800,000.00, - Open Air License Application — Smiley Dogs Mr. Jitin Kain, Community Investment, stated he provided a recommendation against one of the sites applied for by the owner of Smiley Dogs hot dog carts. He stated they normally occupy the corner of Jefferson Boulevard and Michigan Street at the Wells Fargo Plaza. This year, he noted, they will need to move across the street to Key Bank Plaza due to construction of the Wells Fargo Plaza. He added that he recommends against their request to place an additional cart at the corner of Washington Street and Michigan Street, noting that would make a hot dog cart on every corner in a three (3) block area. Mr. Kain stated that Downtown South Bend would like to find other types of cart vendors to add some variety to the downtown area. He noted he is afraid if the Board approves this request, it will become a yearly expectation. Mr. Kain suggested since he is only requesting this location for limited event dates, couldn't he apply for a permit just for those events. Ms. Michelle Adams, Licensing, stated the owner actually only has one cart, which he will move to the corner of Washington Street and Michigan Street occasionally from his Jefferson Boulevard and Michigan Street location. She noted he is asking for limited days and hours at that location. She stated he would not be taking up two (2) spots and the suggestion that he apply for a permit for the other location during Special Events would cause him to apply for a license each time and pay a $40.00 fee for each license. Mr. Gilot asked if the license can be non-exclusive so if another vendor desires to use the same location, that could be approved. Ms. Greene stated it's a license and they are generally non-exclusive and revocable. Ms. Roos stated it doesn't matter if you license two (2) vendors for the same location, that's just better for the City. It creates more options for the public and gives vitality to the downtown area. She noted these types of businesses get people involved and move around to where the people are. She added if another type of business requests this location, the prior license could be revoked, or the City can allow different schedules for each location. Mr. Eric Horvath, Director of Public Works, ........... suggested the Board may want to consider the permanent restaurants and how this will affect their business. Ms. Greene stated this Board has no authority on controlling business operations; they just control impeding the right-of-way. She noted the Mayor or the Council would have to review the businesses via their Ordinance or Licensing laws. Professional Services Agreement — Logicalis Ms. Greene stated she would like to commend Shawn Delahanty and Keith Crain, Information Technologies, for taking her standard form of agreement and creating an online, electronic version with fill-in enabled fields. She noted once the fields are filled in, it will go to her for legal review. She thanked them for the start of many more applications to save time and create standardized forms that meet the City's legal requirements. Mr. Delahanty stated the agreement with Logicalis is to complete the final steps of conversion from Novell to Microsoft. He noted in the past Novell held 96% of the market; now that is down to only 4%. Mr. Delahanty stated they solicited six (6) vendors for quotes and included detailed questionnaires in the quotes. Of those six (6), only three (3) responded. One (1) was thrown out for lack of experience. Based on their cost and experience, Logicalis was chosen. - Award Bid — Main Street/Lafayette Boulevard Connector Mr. Inks questioned the amount of the bid award on the agenda at $4,759,536.00, noting he thought the bid was in the $3,000,000.00 range. Ms. Martin stated the agenda was incorrect and the amount of the award should read $3,739,868.46, Mr. Horvath noted the other amount was actually the engineer's estimate. - Open and Award Bid — 2013 Manhole Rehabilitation Mr. Mecham stated this bid was re -advertised after the specifications were reviewed and the experience qualifications were lowered. Mr. Eric Horvath, Director of Public Work, noted the low bidder last year didn't meet the qualifications. Ms. Greene stated the expectations were unrealistic and prevented potential bidders from qualifying. 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 11:32 a.m. AGENDA REVIEW SESSION FEBRUARY 21 2013 41 BOARD OF PUBLIC WORKS Gary A. Gilot, President Donald E. Inks, Member *athrynos, Member Michael C. Mccham, Member ✓' ark W. Neal, Member Linda M. Martin, Clerk REGULAR MEETING FEBRUARY 26 2013 The Regular Meeting of the Board of Public Works was convened at 9:38 a.m. on Tuesday, February 26, 2013, by Board President Gary A. Gilot, with Board Members Donald E. Inks, Kathryn E. Roos, Michael Mecham and Mark Neal present. Also present was Attorney Cheryl Greene. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of a Professional Services Agreement. 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 February 7, 2013, the Regular Meeting of February 12, 2013 and the Claims Review Meeting of February 19, 2013, were approved. OPENING OF BIDS --2013 MANHOLE REHABILITATION — PROTECT NO. 112-053 (SEWER CAPITAL) 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: RIETH-RILEY CONSTRUCTION CO. INC. 25200 State Road 23 PO Box 1775 South Bend, Indiana 46614 Bid was signed by: Mr. Christopher Weinkauf 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: Item No. Description Qty Unit Unit Price Total Amount 1 Manhole Rehabilitation Concrete Liner 0'to 12' 302 Each $4,215.00 $1,272,930.00 2. Additional Rehabilitation 300 LF $35Q00 $105'000.00 Total $1, 377,930.00 MONOFORM OF INDIANA AND SOUTHERN MICHIGAN PO Box 466 South Bend, Indiana 46624 Bid was signed by: Ms. Carolyn Evans 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: REGULAR MEETING FEBRUARY 26, 2013 42 Item No. Description Qty Unit Unit Price Total Amount Manhole Rehabilitation Concrete LinerO'to 12' 302 Each $3,840.00 $1,159,680.00 2. Additional Rehabilitation 300 LF $320.00 $96,000.00 Total $1,255,680,00 HRP CONSTRUCTION 5777 Cleveland Road PO Box 266 South Bend, Indiana 46624 Bid was signed by: Mr. Paul Fallon 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: Item No. Description Qty Unit Unit Price Total Amount 1 Manhole Rehabilitation Concrete Liner 0' to 12' 302 Each $6,400.00 $1,932,800.00 2. Additional Rehabilitation 300 LF $1,500.00 $450,000,00 Total $2,382,800.00 Mr. Gilot noted this is a unit price bid and will be awarded in unit prices not a lump sum. He explained that quantities were given only for comparison purposes. Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the above bids were referred to Engineering and Sewers for review and recommendation. OPENING OF BIDS — CENTURY CENTER LIGHTING RENOVATIONS — PROJECT NO. 112-033 HOTEL/MOTEL AND CENTURY CENTER 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: PEMBERTON DAVIS ELECTRIC INC. 916 East McKinley Avenue Mishawaka, Indiana 46545 Bid was signed by: Mr. John Ferro 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 Base Bid $634,850.00 Alternate 1 $279,920.00 Alternate 2 $24,190.00 Alternate 3 $57,164.00 Alternate 4 $35,210.00 Total Plus All Alternates $1,031,334.00 UP-1 $1,200.00 HERRMAN & GOETZ, IN_C. 225 South Lafayette Boulevard South Bend, Indiana 46601 Bid was signed by: Mr. Thomas Herrman 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 FEBRUARY 26 2013 43 Five percent (5%) Bid Bond was submitted Base Bid $680,200,00 Alternate 1 $321,550.00 Alternate 2 $23,645.00 Alternate 3 $84,000.00 Alternate 4 $33,305.00 Total Plus All Alternates $1,142,700.00 UP-1 $1,975.00 Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above bids were referred to Engineering, Century Center, and the Energy Department for review and recommendation. AWARD BID AND APPROVE CONTRACT --- COMPRESSED NATURAL GAS FUELING SKID (2013 CAPITAL) Mr, Matt Chlebowski, Central Services, advised the Board that on February 12, 2013, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Chlebowski recommended that the Board award the contract to the lowest responsive and responsible bidder, Most Energy, LLC, 3510 Parmenter Street, Middleton, Wisconsin, 53562, in the amount of $39,950.00. 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. AWARD BID AND APPROVE CONTRACT — IGNITION PARK PHASE 1B MASS GRADING —PROJECT NO 112-072 (AEDA TIM Mr. Patrick Henthorn, Engineering, advised the Board that on February 12, 2013, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Henthorn recommended that the Board award the contract to the lowest responsive and responsible bidder Selge Construction Co., Inc., 2833 South 111h Street, Niles, Michigan 49120, in the amount of $381,593.36. 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 — MAIN STREET/LAFAYETTE BOULEVARD CONNECTOR — PROJECT NO. 110-058B SSDA TIF Mr. Patrick Henthorn, Engineering, advised the Board that on February 12, 2013, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Henthorn recommended that the Board award the contract to the lowest responsive and responsible bidder Rieth-Riley Construction Co., Inc., 25200 State Road 23, PO Box 1775, South Bend, Indiana 46614, in the amount of $3,739,868.46 which is the Base Bid with Alternates No. I and No. 2. 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. AWARD BID AND APPROVE CONTRACT — PINHOOK WATER TREATMENT PLANT EFFICIENCY IMPROVEMENTS —PROJECT NO, 112-062 BOND Mr. John Wiltrout, Water Works, advised the Board that on February 12, 2013, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Wiltrout recommended that the Board award the contract to the lowest responsive and responsible bidder L.D. Docsa Associates, Inc., 1605 King Highway, Kalamazoo, Michigan, 49001, in the amount of $3,260,426.00, which is the Base Bid plus Unit Price Items, Alternate No. 2 and Alternate No. 4. Therefore, Ms. Roos made a motion that the recommendation be accepted and the bid be awarded and the contract approved subject to approval by the Public Work's Director. Mr. Inks seconded the motion, which carried. APPROVE CHANGE ORDER NO. 4 FINAL AND PROJECT COMPLETION AFFIDAVIT — EAST BANK SEWER SEPARATION PHASE III — PROJECT NO. 111-069 20I2 SEWER BOND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 4 (Final) on behalf of Rieth-Riley Construction Co., Inc. 25200 State Road 23, PO Box 1775, South Bend, REGULAR MEETING FEBRUARY 26 2013 44 Indiana 46614, indicating the contract amount be decreased by $13,477.66 for a modified contract sum, including this Change Order, of $2,305,628.01. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $2,305,628.01. Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, Change Order No. 4 (Final) and the Project Completion Affidavit were approved. APPROVE CHANGE ORDER NO. 1 FINAL AND PROJECT COMPLETION AFFIDAVIT — LARGE DIAMETER SEWER CCTV INSPECTION --- PROJECT NO. 109-092 WWTP & O&M) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of National Power Rodding Corp., 2500 West Arthington Street, Chicago, Illinois 60612, indicating the contract amount be decreased by $1,855.90 for a modified contract sum, including this Change Order, of $25,421.70, Additionally submitted was the Project Completion Affidavit indicating this new final cost of $25,421.70. Upon a motion made by Ms. Roos, seconded by Mr. Inks and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved. APPROVE PROJECT COMPLETION AFFIDAVIT — COUNTY -CITY BUILDING 12TH AND 14TH FLOOR RENOVATIONS —PROJECT NO. 112-063 COIT Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Ziolkowski Construction, Inc., 4050 Ralph Jones Drive, South Bend, Indiana 46628, for the above referenced project, indicating a final cost of $49,380.00. Upon a motion made by Ms. Roos, seconded by Mr. Inks and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — PORTAGE AVENUE AND BOLAND DRIVE ROUNDABOUT REPAIRS — PROJECT Na112-071 (LRSA) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Rieth-Riley Construction Co., Inc. 25200 State Road 23, PO Box 1775, South Bend, Indiana 46614, for the above referenced project, indicating a final cost of $3,775.00. Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — 27TH STREET LIFT STATION AND CSO NO. 39 WET WELL SLAB IMPROVEMENTS — PROJECT NO. 112-051 WASTEWATER CAPITAL Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Rieth-Riley Construction Co., Inc. 25200 State Road 23, PO Box 1775, South Bend, Indiana 46614, for the above referenced project, indicating a final cost of $19,600,00. Upon a motion made by Ms. Roos, seconded by Mr. Inks and carried, the Project Completion Affidavit was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS DEMOLITION AND RECONSTRUCTION OF FIRE STATION NO. 5 — PROJECT NO. 111-015 EMS CAPITAL) In a memorandum to the Board, Mr. John Engstrom, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the above request to advertise was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS _'THREE L). MORE OR LESS 2013 27-CUBIC YARD SINGLE -ARM SIDE -LOADING REFUSE TRUCKS (SOLID WASTE LEASE PURCHASE) In as memorandum to the Board, Mr. Matt Chlebowski, Central Services, requested permission to advertise for the receipt of bids for the above referenced equipment. Therefore, upon a motion made by Ms. Roos, seconded by Mr. Inks and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS THREE (3), MORE OR LESS TANDEM AXLE MULTI -USE DUMP TRUCKS STREET AND SEWER 2013 CAPITAL LEASE PURCHASE In a memorandum to the Board, Mr. Matt Chlebowski, Central Services, requested permission to advertise for the receipt of bids for the above referenced vehicles. Therefore, upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the above request was approved. REGULAR MEETING FEBRUARY 26 2013 45 APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — ONE I OR MORE 2013 OR NEWER ALL -WHEEL DRIVE SUV POLICE DEPARTMENT 2013 LEASE PURCHASE) In a memorandum to the Board, Mr. Matt Chlebowski, Central Services, requested permission to advertise for the receipt of bids for the above referenced vehicles. Therefore, upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the above request was approved. TABLE REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS . FIVE (5 MORE OR LESS 2013 OR NEWER ALL -WHEEL DRIVE POLICE PATROL VEHICLES POLICE DEPARTMENT 2013 LEASE PURCHASE In a memorandum to the Board, Mr. Matt Chlebowski, Central Services, requested permission to advertise for the receipt of bids for the above referenced vehicles. Upon a motion made by Ms. Roos, seconded by Mr. Inks and carried, the above request was tabled. ADOPT RESOLUTION NO. 08-2013 — DESIGNATING AN AUTHORIZED SIGNATORY REPRESENTATIVE RELATED TO THE STATE REVOLVING FUND PROGRAM Upon a motion made by Mr. Gilot that the Board approve Mr. Eric Horvath as the authorized signatory on all State Revolving Fund program paperwork and Mr. Gilot be removed as authorized signatory, seconded by Mr. Inks and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.08-2013 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, DESIGNATING AN AUTHORIZED SIGNATORY REPRESENTATIVE RELATED TO THE STATE REVOLVING FUND PROGRAM WHEREAS, the City of South Bend, Indiana, herein called "City", has plans for a municipal water pollution control project to meet State and Federal regulations, such as the NPDES discharge limitations, and the community intends to proceed with the construction of such works: WHEREAS, the City, acting through its Board of Public Works, has adopted this Resolution dated February 26, 2013. NOW, THEREFORE, BE IT RESOLVED by the Board, the contracting body of the City of South Bend, Indiana, that: Eric Horvath, as Director of the Public Works Department, City of South Bend, be authorized to make application for an SRF Loan and provide the State Revolving Fund Loan Program such information, data and documents pertaining to the loan process as may be required, and otherwise act as the authorized representative of the community, 2. The community agrees to comply with the Indiana Finance Authority, State of Indiana and Federal requirements as they pertain to the SRF. That two copies of the resolution be prepared and submitted as part of the community's Preliminary Engineering Report. ADOPTED this 26th day of February, 2013. THE CITY OF SOUTH BEND, INDIANA BY AND THROUGH ITS BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Donald E. Inks s/ Kathryn E. Roos sl Michael C. Mecham s/ Mark W. Neal REGULAR MEETING FEBRUARY 26 2013 46 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 Maintenance Indiana Preventative Maintenance for $475.00 Roos/Inks Agreement Mailing Omation 2100 Letter Opener (Water Works Systems — Extension of Current Operating Contract with Price Increase Fund) of $25 Amendment Gates and Acquisition of Property on $79,090.00 Inks/Roos to Accepted Gates Realty, South Main Street and South (SSDA TIF) Counter- LLC Lafayette Boulevard for the Offer Main Street and Lafayette Boulevard Connector Project (110-058B) Addendum to Redevelop- Main Street and Lafayette N/A Inks/Roos the Master ment Boulevard Connector Agency Commission Construction Inspection Agreement Services — Project No, 110- 058B Professional Lawson Construction Inspection $152,320.00 Inks/Roos Services Fisher Services for the Main Street (SSDA TIF) Proposal Associates, and Lafayette Boulevard P.C. Connector —Project No. 110- 058B Professional Logicalis Migration of Entire NTE Inks/Roos Services Computer Network from $68,700.00 Agreement Novell to Microsoft Active (IT Capital) Directory Consulting Catherine Provide Consulting to Code NTE Roos/Inks Agreement Toppel Enforcement Department $41,600.00 Subject to Forty (40) Hours per Week (Code Legal for Twenty -Six (26)Weeks — Professional Review March 4, 2013 through Services) August 30, 2013 APPROVAL OF APPLICATION FOR OPEN AIR LICENSE RENEWALS Mr. Gilot stated that the Board is in receipt of two Open Air License Renewal applications from Smiley Dogs, 56977 Mayflower Road, Suite E, South Bend, Indiana 46619, for hot dog sales in two locations in downtown South Bend: (1) Location: Southwest Corner of Washington Street and Michigan Street (a) Dates: Monday through Saturday from 11:00 a.m. to 2:00 p.m.; March 1, 2013 through November 1, 2013; Plus Downtown Special Events (2) Location: Southwest Corner of Jefferson Boulevard and Michigan Street (a) Dates: Monday through Saturday from 11:00 a.m. to 2:00 p.m. and during Special Events; March 1, 2013 through November 1, 2013 Favorable recommendations were received from Code Enforcement and the Building Department, Community Investment stated the Wells Fargo Plaza will be under construction this spring and suggested the hot dog stand at this location be moved to the Key Bank Plaza on the southeast corner of Michigan Street and Jefferson Boulevard. Upon a motion made by Ms. Roos, seconded by Mr. Inks and carried, the renewal of the Open Air Licenses was approved. REGULAR MEETING FEBRUARY 26, 2013 47 RATIFY APPROVAL AND/OR RELEASE 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 Yp Approved/ Released Effective Date OnPoint Construction Management Excavation Ap roved February 7, 2013 Kreager Brothers Excavating, Inc. Excavation Release February 26, 2013 Ms. Roos made a motion that the Bonds approval and/or release 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 Officer and certified for accuracy. Name Amount of Claim Date City of South Bend $74,163.63 02/18/2013 City of South Bend $1,765,249.93 02/26/2013 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 10:07 a.m. BOARD OF PUBLIC WORKS `" Gary A. Gilot, President Donald 9 Inks, Member Kathryn os, Member r , r, M1chael'Meeham, Member Mark Neal, Member f 1 � Linda M. Martin, Clerk CLAIMS REVIEW MEETING MARCH 5, 2013 48 A Claims Review Meeting of the Board of Public Works was convened at 8:33 a.m. on Tuesday, March 5, 2013, by Board Board Member Donald Inks, with Board Members Michael Mecham and Mark Neal present. Board Member Kathryn Roos and President Gary A. Gilot were absent. APPROVAL TITLE SHEET — DEMOLITION AND RECONSTRUCTION OF FIRE STATION NO. 5 — PROJECT NO. 111- 015 EMS CIP In a memorandum to the Board, Mr. John Engstrom, Engineering, requested approval and execution of the Title Sheet for the above project. Upon a motion made by Mr. Inks, seconded by Mr. Mecham and carried, the above Title Sheet was approved and signed. APPROVE CLAIMS Mr. Neal stated that a request to pay claims 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 Bled with the City Fiscal Officer and certified for accuracy. Mr. Neal stated the following claims were submitted to the hoard for approval Name Amount of Claim Date City of South Bend $2,041.00 03/01/2013 City of South Bend $709,530.83 03/05/2013 City of South Bend $4,650,418.27 03/01/2013 City of South Bend $2,763,551.85 02/25/2013, 02/27/2013, and 02/28/2013 St. Joseph County Housing Consortium $16,617.23 02/08/2013 St. Joseph County Housing Consortium $2,563.74 02/08/2013 St. Joseph County Housing Consortium $2,459.08 02/08/2013 St. Joseph County Housing Consortium $2,267.20 02/08/2013 St. Joseph County Housing Consortium $1,544.63 02/08/2013 St. Joseph County Housing Consortium $1,645.17 02/08/2013 r ncrcrore, rvir. rviecnam maae a motion that alter 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. Inks, seconded by Mr. Mecham and carried, the meeting adjourned at 8 : 3 8 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President A ks, MemberDonald Member Michael C. Mecham, Member-- A Mark W. Neal, Member ATTEST: Linda M. Martin, Clerk