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HomeMy WebLinkAbout04/09/13 Board of Public Works MinutesAGENDA REVIEW SESSION APRIL 4 2013 103 The Agenda Review Session of the Board of Public Works was convened at 10.34 a.m. on Thursday, April 4, 2013, 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 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. APPROVE PROPOSAL AWARD RECOMMENDATION TO CENTURY CENTER BOARD — MANAGEMENT AND OPERATIONS OF CENTURY CENTER CENTURY CENTER FUND) Mr. Gregg Downes, President, Century Center Board of Directors, stated he would attempt to summarize the process of the review committee for the above vendor selection. He noted that the entire process was open and transparent. Mr. Downes stated the first step was to appoint the Board of Public Works to act as the agent for the Century Center to oversee the proposal solicitation and award recommendation process. Mr. Downes stated on February 19, 2013, the Century Center hosted a facility tour for potential bidders. He said he would like to add his thanks at this time to the selection committee for their time commitment, unbiased thoroughness, and confidentiality. Mr. Downes continued that on February 26, 2013, the three teams submitting proposals were interviewed for an hour each, with time for a presentation and time for a question and answer period. He noted the focus of the committee was three parts; which team had the best opportunity to increase revenue; control expenses; and improve customer service. After the interviews, Mr. Downes stated that each member of the committee completed their scorecard, after which, the committee placed their votes. Mr. Downes stated the votes were unanimous for the recommendation of award of the contract to SMG. He noted that since the voting, the nine (9) or ten (10) references submitted by SMG were checked and every one of them came back very positive. Mr. Downes stated the review committee now respectfully asks the Board of Works to approve their recommendation and forward to the Century Center Board for approval. Ms. Greene stated in this matter procedurally, there is no requirement to hold a Public Hearing. She added this is not a Public Hearing so it is not open to public comment unless the Board of Works chooses to take public comment. She stated the next step is for the Board to approve a Resolution to accept and forward to the Century Center Board the recommendation of the advisory committee to approve a contract. She explained that Century Center will approve a matching resolution. Mr. Gilot asked Mr. Downes if there was any bidder so off the mark that had they been the only bid, they would have been rejected. Mr. Downes stated no, all presentations were complete and excellent. He added that the review committee's recommendation is not meant to reflect on the current providers. Mr. Gilot concurred, adding the focus is on increasing conferences and bringing in more business to the City. Mr. Gilot stated he would open the floor to anyone wishing to comment, and requested the comments be kept to no more than three (3) minutes. There was no one present wishing to speak. Therefore, upon a motion by Mr. Gilot, seconded by Ms. Roos and carried, the Board of Works approved the recommendation of the Review Committee to be forwarded to the Century Center Board for their approval of SMG, 300 Conshohocken State Road, Ste. 770, West Conshohocken, PA 19428, to manage the operations of the Century Center, ADOPT RESOLUTION NO. 22-2013 -- RECOMMENDING TO THE CENTURY CENTER BOARD OF MANAGERS THE APPROVAL OF A CONTRACT FOR MANAGEMENT OF THE CENTURY CENTER Upon a motion made by Ms. Roos, seconded by Mr. Inks and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.22- 2013 A RESOLUTION OF THE BOARD OF WORKS FOR THE CITY OF SOUTH BEND, INDIANA RECOMMENDING TO THE CENTURY CENTER BOARD OF MANAGERS THE APPROVAL OF A CONTRACT FOR MANAGEMENT OF THE CENTURY CENTER WHEREAS, pursuant to Indiana Code §36-10-10-29, the Century Center Board of Managers ("Century Center Board") has the authority to supervise, manage, operate and maintain the public facility commonly known as "South Bend Civic Center, d/b/a South Bend Century Center" ("Century Center") on behalf of the City of South Bend; and WHEREAS, pursuant to Indiana Code § 36-9-6, the Board of Public Works for the City of South Bend ("Public Works Board") is the contracting body for the City of South Bend, AGENDA REVIEW SESSION APRIL 4, 2013 104 Indiana and has extensive experience in public contracting including, but not limited to, expertise in issuing requests for proposals for services from vendors and service providers; and WHEREAS, on February 1, 2013, the Century Center Board adopted its Resolution Appointing the City of South Bend Board of Public Works to Act As Its Agent for the Purpose of Publishing a Request for Proposals, and Receiving Proposals received in response thereto and naming and appointing a committee ("Committee") to review proposals received in response to the request for proposals for management of the Century Center; and WHEREAS, at its meeting of February 5, 2013, the Public Works Board adopted its Resolution No. 07-2013 accepting the Century Center Board's appointment to act as its agent; and WHEREAS, in compliance with the requirements of Indiana law, the Public Works Board has taken certain actions as authorized agent of the Century Center Board including preparation of specifications and evaluation criteria for a contract related to management services associated with the public facility commonly known as Century Center, publication of notice as required by State law requesting qualified providers to submit proposals; and WHEREAS, at its meeting of March 12, 2013, the Public Works Board received and opened sealed proposals in response to the notice, and referred the proposals to the Committee for review and evaluation; and WHEREAS, at its meeting of April 4, 2013, the Public Works Board received an advisory recommendation from the Committee to award a contract for management of Century Center to SMG, 300 Conshohocken State Road, Ste. 770, West Conshohocken, PA 19428, and the Public Works Board concurs in such recommendation; and WHEREAS, the Public Works Board and the Department affirm that the actions referred to in its Resolution No. 07-2013 are taken by the Public Works Board and the Department solely at the direction of and as authorized agents to the Century Center Board and not on the Public Works Board's own behalf. NOW THEREFORE, BE IT RESOLVED BY THE CITY OF SOUTH BEND BOARD OF PUBLIC WORKS THAT: Section 1. The Public Works Board concurs in the Committee's advisory recommendation hereby makes its recommendation to the Century Center Board that the Century Center Board approve and execute a contract under terms and conditions consistent with the proposal offering documents and as recommended by legal counsel with approval of such changes evidenced by execution and attestation respectfully of the contract by the Century Center Board. Section 2. The Public Works Board hereby assures the Century Center Board of its continued assistance as set forth in the Century Center Board's resolution adopted on February 1, 2013. Section 3. This Resolution shall be full force and effect upon its adoption. ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana held on April 4, 2013 at 1308 County -City Building, 227 West Jefferson, South Bend, Indiana 46601. BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA s/ Gary A. Gilot s/ Donald E. Inks s/ Kathryn E. Roos s/ Michael C. Mccham s/ Mark W. Neal AGENDA REVIEW SESSION APRIL 4 2013 105 ATTEST: s/Linda M. Martin, Clerk Board members discussed the following item(s) from the agenda. - Professional Services Agreement — EnviroSolutions, Inc. Mr. John Wiltrout, Water Works, stated that this IDEM compliance item was given to him by the Director of Public Works. He noted the final day for compliance is May 3, 2013, so there is a timeliness issue involved. Mr. Wiltrout noted that he received a letter from IDEM on April 3, 2013 stating that all generators must be in compliance with RICE MACT air emissions requirements by that date. Mr. Wiltrout stated there are thirty-one (31) generators citywide and all fit into IDEM'S categories, except those that are required to be taken off the grid occasionally for six (6) hours to prevent overload. Mr. Wiltrout noted that IDEM does not classify these as emergency generators, and looks at them as creating revenue when off the grid. Fire Chief Steve Cox stated the Fire Department's generators are all natural gas so they may not need to be included. He suggested Mr. Wiltrout may be able to reduce the number of generators included in this agreement. Mr. Wiltrout stated he would look into that before the Board's regular meeting. Amendment to Contract -- Towers/Rosenbauer International Ms. Greene stated that the Board of Works approved the purchase of two (2) pumpers for the Fire Department to take delivery on in July. One item discussed, but not acted on, was adding green technology. She stated the Fire Department looked at the cost of purchasing the technology that will save money down the road, and is requesting to add this to the pumpers as a Special Purchase. She noted it is also sole source, sole compatibility. Ms. Greene added that the Fire Department's original contract with Rosenbauer for the building of the pumpers had certain regulations in it to meet the NFPA standards that have now changed. So additionally they are asking to amend their original contract to update the equipment to be in compliance with future standards. Ms. Roos questioned if the financing would need to be adjusted. Todd Skwarkan, Assistant Fire Chief, stated they would need to transfer funds. He noted the green technology would increase the cost by about $13,000.00, but there is a ten (10) year, or less, payback on fuel savings. Fire Chief Steve Cox stated that the Board originally approved a $16,000.00 deduct if the Fire Department paid for the chassis on delivery at the factory, adding that will cover the cost of the additions to the pumpers. He added that the changes are money well spent — they will extend the life of the vehicles, save money, and improve functionality. Mr. Jeff Hudak, Central Services, noted that a former Fire Department unit was rebuilt due to a rusting frame, and it ended up costing $330,000.00. Therefore, he added, the addition of a powder -coating for the frame is money well spent. Ms. Greene noted that this would need to be listed as two items on the agenda, a Special Purchase, and an Amendment to a Contract. Mr. Neal stated the financing will not be through a lease, they will be paying cash. - Addition to the Agenda — Resolution for Disposal of City Owned and/or Obsolete Property Fire Chief Steve Cox stated he would like to add one item to the agenda, a retirement of the boots and helmet for a retiring firefighter. He informed the Board that he sent the request to the Clerk for this agenda and she informed him that by Ordinance, a firefighter must serve for twenty (20) years in order to retain their equipment. In this case, Chief Cox noted, the firefighter is retiring after sixteen (16) years. He added that the equipment is useless and needs to be disposed of and he would like to see if there is a way to give it to the Firefighter. Ms. Greene stated that by Statute, the Board of Works has authority over City -owned property and the disposal of: Therefore, by Statute, she noted, they could declare this property obsolete property that the City has no use for, and the Fire Department could dispose of it as they wish. Ms. Roos requested the item be added to the agenda for Tuesday's regular meeting. AWARD QUOTATION LABORATORY EQUIPMENT. FOR F-CUBED COMMUNITY INVESTMENT) Mr. George King, Purchasing, informed the Board that the intent for Agenda Item No. 5A, Award Quotation for Laboratory Equipment for F-Cubed, was to do the award at today's Agenda Review Session. Mr. Gilot concurred and requested the Board approve the recommendation of Mr. King for the awards to various vendors as outlined below: Item lust. Item No. I Otv. 1 Auto Pipette System 2 Syringe Pum s 1 Oscillosca e 1 Chemical Safety Storage Cabinet Vendor I Unit Price penaort Braintree Scientific $33,776.40 $770.00 NIA NIA $379.66 Fisher Scientific AGENDA REVIEW SESSION APRIL 4 2013 106 5 1 PCR Workstation BioEx ress $2,550.09 6 1 Slide Microscope Fisher Scientific $2,575.00 7 1 Multi -Position Stir Plate NIA NIA 8 1 S ectro hotometer BioEx ress $3,699.77 9 1 -80 degree C Freezer Fisher Scientific $7,700.37 10 1 -80 degree Freezer Access o Fisher Scientific $54.69 Upon a motion by Ms. Roos, seconded by Mr. Inks and carried, the Board approved the unit price awards as outlined above. 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 11:40 a.m. BOARD OF PUBLIC WORKS f li Gary A. Gilot, President 7 i Y` Donald. Inks, M tuber athryn E Oloos, Member Michael C. Mecham, Member Mark W. Neal, Member 1 to a M. Martin, Clerk REGULAR MEETING APRIL 9, 2013 The Regular Meeting of the Board of Public Works was convened at 9:33 a.m. on Tuesday, April 9, 2013, by Board President Gary A. Gilot, with Board Members Donald E. Inks, Kathryn E. Roos, and Michael Mccham present. Board Member Mark Neal was absent. Also present was Attorney Cheryl Greene. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the minutes of the Agenda Review Session of March 21, 2013, the Regular Meeting of March 26, 2013 and the Claims Review Meeting of April 2, 2013, were approved. OPENING OF BIDS -- WILLIAM STREET STREETSCAPES — PROJECT NO. 113-003 (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: RIETH-RILEY CONSTRUCTION CO., INC. 25200 State Road 23 PO Box 1775 South Bend, Indiana 46614 Bid was signed by: Mr. Robert Nichols, lI 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 BID: Base Bid $112,746.10 Alternate 1 $10,000.00 Total $122,746.10 REGULAR MEETING APRIL 9 2013 107 NORTHERN CONSTRUCTION SERVICES CORP. PO Box 1.299 Niles, Michigan 49120 Bid was signed by: Mr. Daniel Kulwicki, Jr. 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 n Base Bid $144,910.00 Alternate 1 $9,190.00 Total $154,100.00 PREMIUM CONCRETE SERVICES INC. 4331 Pine Creek Road Elkhart, Indiana 46516 Bid was signed by: Ms. Becky Yeakey 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 $153,202.45 Alternate 1 $9,120.00 Total $162,322.45 RITSCHARD BROS., INC. 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 Base Bid $205,232.13 Alternate 1 $9,681.00 Total $214,913.13 WALSH & KELLY INC. 24358 State Road 23 South Bend, Indiana 46614 Bid was signed by: Mr. Dustin Hilary 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: i Base Bid $141,595.00 Alternate 1 $62,500.00 Total $204,095.00 Ms. Greene noted that Walsh & Kelly did not submit the Acknowledgement of the Addendum with their bid. Mr. Mccham confirmed that was the case. Mr. Gilot stated it appears that it won't matter in this instance; they don't appear to be the low bidder. He encouraged their representative present for the bid opening to make sure that all paperwork is submitted, noting they risk having their bid disqualified by not submitting all required documents with their bid. REGULAR MEETING APRIL 9, 2013 108 Upon a motion made by Mr. Mecham seconded by Mr. Inks and carried, the above bids were referred to Engineering and Community Investment for review and recommendation. APROVE WITHDRAWAL OF BID AND REQUEST TO REBID — CSO NO. 18 BACKWATER GATE IMPROVEMENTS — PROJECT NO. 112-060 (ENVIRONMENTAL SERVICES 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. Mr. Mecham made a motion to withdraw this bid and rebid at a later date. Mr. Inks seconded the motion, which carried. OPENING OF QUOTATIONS — 2013 TRAFFIC PAINT TRAFFIC AND LIGHTING) 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: BERNATH LLC DB/A SEALMASTER INDIANPOLIS 1010 East Sumner Avenue Indianapolis, Indiana 46227 Quotation was submitted by Mr. Jacob Bernath 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 OUOTATION: Item Qty Description Unit Product Code Price 1 2200 Liquid Thermoplastic Traffic 1 Gal M 1297D $18.85 Marking Paint - White 2 1100 Liquid Thermoplastic Traffic I Gal M1296D $18.85 Marking Paint — Yellow 3 50 Liquid Thermoplastic Blue Traffic 1 Gal M1298P $20.88 Marking Paint — Blue U.S. SPECIALTY COATINGS 1000 McFarland 400 Boulevard Alpharetta, Georgia 30004 Quotation was submitted by Mr. Larry Fitzpatrick 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 QUOTATION: Item i Qty Description Unit Product Code Price 1 2200 Liquid Thermoplastic Traffic 1 Gal PLAWBW $22.40 Marking Paint - White 2 1100 Liquid Thermoplastic Traffic 1 Gal PLAWBY $25.10 Marking Paint _. Yellow 3 50 Liquid Thermoplastic Blue Traffic I Gal PLAWBB $26.30 Marking Paint — Blue NORTHCOAST PRODUCTS 982 Greentree Road Middletown, Ohio 45044 Quotation was submitted. by Mr. Mark Leaders 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 QUOTATION: Item I Qty Description Unit Product Code Price 1 I Liquid Thermoplastic Traffic Marking Paint - White 1 Gal M 1297D $22.00 2 1100 _Liquid Thermoplastic Traffic 1 Gal M1296D $22.00 REGULAR MEETING APRIL 9,, 2013 109 Marking Paint —Yellow 3 50 Liquid Thermoplastic Blue Traffic Marking Paint — Blue 1 Gal M1298P $25.00 Upon a motion made by Mr. Mecham, seconded by Ms. Roos and carried, the above Quotations were referred to the Street Department and Engineering for review and recommendation. Mr. Gilot requested the bids be carefully reviewed to confirm they meet the specifications for cold thermoplastic paint. He noted last year's bid resulted in an inferior product that cost the City due to the product's short-term adhesion. Mr. Mecham confirmed that the bid specifications were written for the correct product, but noted it is difficult to find three (3) companies that carry the type of paint the City requires. OPENING OF QUOTATIONS„ — 2013 CURB AND SIDEWALK PROGRAM TREE REMOVAL —PROJECT NO. 113-01 IA MVH 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: KC TREE, INC. 1320 Third Street Osceola, Indiana 46561 Quotation was submitted by Mr. Kregg Keigley 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 QUOTATION: Item No. Description Unit Unit Price 1 Tree, 6" Remove Each $200.00 2 Tree, 10" Remove Each $300.00 3 Tree, 18" Remove Each $600.00 4 Tree, 30" Remove Each $850.00 5 Tree, 48" Remove Each $1,200.00 6 Stump, 6" Remove Each $100.00 7 Stump, 10" Remove Each $100.00 8 Stump, 18" Remove Each $150.00 9 Stump, 30" Remove Each $250.00 10 Stump, 48" Remove Each $325.00 MARK A. TEMPLE TREE 28296 Inwood Road North Liberty, Indiana 46534 Quotation was submitted by Mr. Mark Temple 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 Unsigned QUOTATION: Item No. Description Unit Unit Price 1 Tree, 6" Remove Each $260.00 2 Tree, 10" Remove Each $450.00 3 Tree, 18" Remove Each $880,00 4 Tree, 30" Remove Each $1,840.00 5 Tree, 48" Remove Each $2,180.00 6 Stump, 6" Remove Each $165.00 7 Stump, 10" Remove Each $165.00 8 Stump, 18" Remove Each $185.00 9 Stump, 30" Remove Each $240.00 10 Stump, 48" Remove Each $270,00 REGULAR MEETING APRIL 9, 2013_ 110 Ms. Greene noted that Temple Tree did not sign their Non -Collusion Form. She stated that the form is not always a requirement on a quote and she will have to review the law to determine if it is fixable within twenty-four (24) hours. Upon a motion made by Mr. Mecham, seconded by Mr. Inks and carried, the above Quotations were referred to the Street Department and Engineering for review and recommendation, and confirmation that the low bidder is a licensed arborist. OPENING OF QUOTATIONS — 2013 CURB AND SIDEWALK PROGRAM - TREE PLANTING — PROJECT NO. 113-011 B (MVH) Mr. Gilot advised that this was the date set for the receiving and opening of Quotations for the above referenced project. The Clerk of the Board stated there were no quotes received. OPENING OF QUOTATIONS — 2013 PAVEMENT PROGRAM — COLD MILLING — PROJECT NO. 113-012 (STREETS PAVING 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: J.L. MILLING INC. 15262 Industrial Drive Vicksburg, Michigan 49087 Quotation was submitted by Ms. Linda Schuring 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 QUOTATION: Item Description Unit Unit Price I Milling, Asphalt 0-3" SYS $0.84 2 Mining, Asphalt 3" or Greater SYS $1.05 3 Milling, PCCP SYS $1.93 Upon a motion made by Mr. Mecham, seconded by Mr. Inks and carried, the above Quotation was referred to the Street Department for review and recommendation. Mr. Gilot requested they look back at the milling prices over the last couple of years and compare with the ones submitted. He noted three (3) requests for quotes were sent out, and only one (1) vendor submitted a quote. Mr. Gilot stated with no competitive bidding, they should make sure the prices on the bid are not excessive. OPEN AND AWARD QUOTATIONS — FIRE DEPARTMENT HOSE (EMS CAPITAL IMPROVEMENTSIOTHER OPERATING SUPPLIES) 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: HOOSIER FIRE EQUIPMENT, INC. 4009 Mondale Park Drive Valparaiso, Indiana 46383 Quotation was submitted by Mr. James Daly 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 OUOTATION: Item Est Qty Item Manufacturer Unit Price 1 28 1.75"x50' Colored Fire Hose with All -American Ponn $138.00 1.5 NPSH Couplings Supreme 2 16 2"x50' Blue Fire Hose with 1.5" All -American Ponn $178 25 NPSH Couplings Supreme 3 32 2.5"x50' Green Fire Hose with 2.5" All -American Ponn NST Couplings Supreme $185 75 4 20 5"x100' Yellow supply Hose with 5" All -American TPX $606.50 Storz Couplings REGULAR MEETING APRIL 9 2013 111 5 6 5'x30' Yellow Supply Hose with 5" All -American TPX F$302.00 Storz Couplings TOWERS FIRE APPARATUS 502 South Richland Freeburg, Illinois 62243 Quotation was submitted by Mr. Daniel O'Neill 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 OT IOTATTCIN Item Est Qty Item Manufacturer Unit Price 1 28 1.75"x50' Colored Fire Hose with All -American 1.5 NPSH Couplings Ponn Supreme $3,704.40 2 16 2"x50' Blue Fire Hose with 1.5" All -American NPSH Couplings Ponn Supreme $3,067,20 3 32 2.5"x50' Green Fire Hose with 2.5" All -American NST Couplings Ponn Supreme $6,013.44 4 20 5"x100' Yellow supply Hose with 5" All -American Storz Couplings TPX $12,180.00 5 6 5"00' Yellow Supply Hose with 5" All -American Storz Couplings TPX $1,743.12 ALARM FIRE &SAFETY, LLC 350 Austin Circle Delafield, Wisconsin 53018 Quotation was submitted by Ms. Joli Clark 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 OUOTATTON- Item Est Qty Item Manufacturer Unit Price 1 28 1.75"x50' Colored Fire Hose with All -American 1.5 NPSH Couplings Ponn Supreme $152.95 2 16 2"x50' Blue Fire Hose with 1.5" All -American NPSH Couplings Ponn Supreme $204.75 3 32 2.5"x50' Green Fire Hose with 2.5" All -American NST Couplings Ponn Supreme $217.65 4 20 5"x 100' Yellow supply Hose with 5" All -American Storz Couplings TPX $688.25 5 6 5"00' Yellow Supply Hose with 5" All -American Storz Couplings TPX $308.85 Ms. Greene noted that Towers Fire Apparatus listed what appear to be their total amounts in the columns labeled unit prices. Upon a motion made by Mr. Mecham, seconded by Ms. Roos and carried, the above Quotations were referred to the Fire Department for review and recommendation. After reviewing those bids, Chief Steve Cox, Fire Department, recommended that the Board award the contract to the lowest responsive and responsible bidder Hoosier Fire Equipment, Inc., in unit price amounts. 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— THREE M 2013 OR NEWER ONE I TON FOUR-WHEEL DRIVE CREW CAB PICK-UP TRUCKS FIRE CAPITAL AND FIRE RIVER RESCUE Mr. Jeff Hudak, Central Services, advised the Board that on March 26, 2013, bids were received and opened for the above referenced vehicles. After reviewing those bids, Mr. Hudak recommended that the Board award the contract to the lowest responsive and responsible bidder Jordan Motors, Inc., 609 E. Jefferson Blvd., South Bend, Indiana 46545, in the amount of one 2013 Ford F350, 4X4, with Option 1 ($4,596), less Trade -In ($1,300): $30,756; one 2013 Ford REGULAR MEETING APRIL 9.2013 112 F350, less Trade -In ($16,000): $11,460; one 2013 Ford F350 4X4: $27,460 for a total award in the amount of $69,676$. 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— NINE (9), 2013 OR NEWER, FRONT -WHEEL_ DRIVE POLICE PATROL VEHICLES (POLICE CAPITAL LEASE PRINCIPAL _ AND INTEREST) Mr. Jeff Hudak, Central Services, advised the Board that on January 22, 2013, bids were received and opened for Thirty (30) More or Less, Front -Wheel Drive Police Patrol Vehicles. After reviewing those bids, Mr. Hudak recommended on March 12, 2013 that the Board award the contract for twenty-eight (28) vehicles to the lowest responsive and responsible bidder, Gates Automotive Group, 636 West McKinley Highway, Mishawaka, Indiana 46545. He is now requesting to award nine (9) more of the vehicles to Gates Automotive Group in the amount of $21,945.91 each for the base bid plus Option C, for a total of $197,513.19. Therefore, Ms. Roos made a motion that the recommendation be accepted and the bid be awarded and the contract approved as outlined above, subject to financing. Mr. Inks seconded the motion, which carried AWARD QUOTATION — SOUTH BEND WATER WORKS VIDEO SECURITY CAMERAS (2012 WASTE WATER REVENUE BOND) Mr. John Wiltrout, Water Works, advised the Board that on March 26, 2013, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Wiltrout recommended that the Board award the contract to the lowest responsive and responsible bidder, IBT Video & Security, LLC, 2204 U.S. Highway 41, Schererville, Indiana, 46321in the amount of $34,597.00. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the quotation be awarded as outlined above, subject to determining the need for multiple DVR units versus one central location. Mr. Inks seconded the motion, which carried. ADOPT RESOLUTION NO. 19-2013 — TRADE-IN OF EQUIPMENT Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 19-2013 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS FOR THE TRADE-IN OF EQUIPMENT WHEREAS, the care, custody and control of City -owned property is vested in its Board of Public Works ('Board") pursuant Ind. Code § 36-9-6-3, WHEREAS, in accordance with Ind. Code § 36-1-11-9, the Board may trade or exchange property of a similar nature as part of the purchase of new property; and WHEREAS, in accordance with Ind. Code § 5-22-22-3, the Board may also dispose of property that is deemed to be no longer needed or is unfit for the purpose for which is was intended; and WHEREAS, the City of South Bend owns the following equipment which is unfit for the purpose it was intended and no longer suited for use in the City of South Bend: 2002 FORD SCHWARZE SWEEPER WHEREAS, the City of South Bend is in need of this equipment, the trade by the South Bend City of South Bend of the above equipment for equipment that is similar in nature and of equal or greater value is desired. NOW THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend the trade by the City of South Bend of the equipment as indicated above. ADOPTED this 9th day of APRIL 2013. BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA REGULAR MEETING APRIL 9,, 2013 113 s/ Gary A. Gilot s/ Donald E. Inks s/ Kathryn E. Roos sl Michael C. Mecham ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO.20-2013 — TRADE-IN OF EQUIPMENT 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.20-2013 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS FOR THE TRADE-IN OF EQUIPMENT WHEREAS, the care, custody and control of City -owned property is vested in its Board of Public Works ("Board") pursuant Ind. Code § 36-9-6-3, WHEREAS, in accordance with Ind. Code § 36-1-11-9, the Board may trade or exchange property of a similar nature as part of the purchase of new property; and WHEREAS, in accordance with Ind. Code § 5-22-22-3, the Board may also dispose of property that is deemed to be no longer needed or is unfit for the purpose for which is was intended; and WHEREAS, the City of South Bend owns the following equipment which is unfit for the purpose it was intended and no longer suited for use in the City of South Bend: 1993 BLAW KNOX PAVER WHEREAS, the City of South Bend is in need of this equipment, the trade by the South Bend City of South Bend of the above equipment for equipment that is similar in nature and of equal or greater value is desired. NOW THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend the trade by the City of South Bend of the equipment as indicated above. ADOPTED this 9th day of APRIL 2013. BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA sl Gary A. Gilot sl Donald E. Inks sl Kathryn E. Roos s/ Michael C. Mecham ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 21-2013 — DISPOSAL OF UNFIT AND/OF OBSOLETE PROPERTY 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.21-2013 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY REGULAR MEETING APRIL 9, 2013 114 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: XEROX 8825 PLOTTER AND PRINTER 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 9th day of APRIL 2013. BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA s/ Gary A. Gilot s/ Donald E. Inks s/ Kathryn E. Roos s/ Michael C. Mecham ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 23-2013 DISPOSAL OF UNFIT AND/OF OBSOLETE PROPERTY Ms. Greene noted that this Resolution was not the standard Firefighter Retirement Resolution which gives the boots and helmets to a Firefighter who retires after twenty (20) years of good service. In this case, she noted, the retiring Firefighter has only sixteen (16) years and a disability. Upon a motion made by Ms. Roos, seconded by Mr. Inks and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.23-2013 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY FIREFIGHTER FIRE HELMET AND BOOTS WHEREAS, pursuant to I.C. 36-9-6-1 et, seq., the Board of Public Works ("Board") has the duty and authority to have custody, control, use, and to dispose of real and personal property owned by the City of South Bend, Indiana; and WHEREAS, IC 5-22-22-6 permits and establishes the 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, on March 15, 2013, Firefighter Thomas Mogerman retired from the South Bend, Indiana, Fire Department after sixteen (16) years of service, and the Board of Public Safety of the City of South Bend, Indiana has determined that he has retired in good standing; and REGULAR MEETING APRIL 9 2013 115 WHEREAS, Chief Stephen Cox has advised the Board that this Firefighter's fire helmet and boots ("Property") are of no further use to the Department, are of no practical value, and have an estimated market value of less than One -Thousand Dollars ($1,000.00); and WHEREAS, the Board has determined that the Property is worthless as that term is defined in I.C. 5-22-22-8(b); and WHEREAS, I.C. 5-22-22 permits and establishes procedures for the disposal of personal property which is either unfit for the purpose for which it was intended, no longer needed by the City, or property which is deemed worthless. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend, Indiana, as follows: l . The Property is no longer needed by the City of South Bend, is unfit for the purposes for which was intended, and has an estimated value of less than One -Thousand Dollars ($1,000.00). 2. The Property may be demolished, junked or otherwise disposed in a manner determined by the Fire Chief, including donation to the Firefighter as a token for his years of service to the City of South Bend. ADOPTED this 9th day of APRIL 2013. BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA s/ Gary A. Gilot s/ Donald E. Inks s/ Kathryn E. Roos s/ Michael C. Mecham 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/ Professional Services Agreement Enviro- Solutions, Inc. Assist the City to Comply with RICE MACT Requirements for Generator Funding NTE $7,600; $95.00/Hour (Water Works Second Inks/Roos Air Emissions Operations and Amendment to Contract Towers/ Rosenbauer International Updates to Fire Department Custom Top Mount Pumpers to Meet NFPA Standards Maintenance) $13,097 (Fire Department Roos/Inks Special Purchase Towers/ Rosenbauer International Addition of Green Star Technology to Fire Department Custom Top Mount Pumpers Capital) $17,731 (Fire Department Capital) Roos/Inks APPROVAL OF PERMIT The following procession permit was presented for Applicant I Description Date/Time River Park Procession: May 18, 2013; Business River Park Day 9:00 a.m, to -oval: Location Motion Carried Twyckenham St. to Inks/Roos Logan St. along REGULAR MEETING APRIL 9, 2013 116 Association Parade 11:00 a.m. Mishawaka Ave. APPROVAL OF APPLICATIONS FOR RENEWAL OF MASSAGE ESTABLISHMENT LICENSES Mr. Gilot stated that the Board is in receipt of Massage Establishment License Renewal applications for the following establishments: a) Applicant: The Beehive (1) Location: 706 East Jefferson Boulevard b) Applicant: Hair Crafters (1) Location: 602 Lincoln Way East Favorable recommendations were received from the Police Department, Building Department, and Fire Department for both of the renewal requests. Upon a motion made by Ms. Roos, seconded by Mr. Inks and carried, the renewal of the Massage Establishment Licenses was approved. TABLE LICENSE APPLICATION FOR OUTDOOR MOTION PICTURE THEATER Mr. Gilot stated that the Board is in receipt of a License application for the following establishment: a) Applicant: Western Avenue Plaza Shopping Center (1) Location: 4401 Western Avenue Engineering stated the sidewalk must be clear for handicapped access; the Building Department stated this requires Special Exception use in Commercial Business zoning; the Police Department stated they cannot approve this without more information regarding security, hours of operation, seating, parking, and location. Mr. Gilot noted the Board of Works could not approve the application until the zoning issues were addressed, and more information was received regarding the hours of operation, the seating, the parking, and whether this is a request for a permanent location, or a temporary screen. Therefore, upon a motion made by Mr. Gilot seconded by Ms. Roos and carried, the License application was tabled. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the following traffic control devices were approved: NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATIONS: 2718 Fredrickson Street 226 E. Bartlett Street 1813 South Chapin Street COMMENTS: All criteria has been met RATIFY APPROVAL OF EXCAVATION BOND Mr. Anthony Molnar, Division of Engineering, recommended that the following Excavation Bond be ratified pursuant to Resolution 100-2000 as follows: Business Bond Type Approved/ Released Effective Date Simon Mborothi dba SM Plumbing, Excavation Approved April 1, 2013 Heating and Air Conditioning Ms. Roos made a motion that the Bonds approval as outlined above be ratified. Mr. Inks seconded the motion, which carried. APPROVE CLAIMS Mr. Inks stated that a request to pay the following claims in the amounts indicated has been received by the Board; each claim is fully supported by an invoice; the person receiving the goods or services has approved the claims; and the claims have been filed with the City Fiscal Officer and certified for accuracy. REGULAR MEETING APRIL 9 2013 117 Name Amount of Claim Date City of South Bend $801,869.17 04/09/2013 City of South Bend $911.88 04/02/2013 City of South Bend $849,557.37 04/09/2013 St. Joseph County Housing Consortium $304.30 03/15/2013 St. Joseph County Housing Consortium $6,850.13 03/07/2013 St. Joseph County Housing Consortium $16,425.00 03/27/2013 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 Ms. Roos and carried, the meeting adjourned at 10,15 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President Inks, Member Michael Mecham, Member Mark Neal, Member Member i da M. Martin, Cle