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HomeMy WebLinkAbout07/10/08 and 07/14/08 Board of Public Works Regular MinutesPUBLIC AGENDA SESSION JULY 10 2008 The Public Agenda Session of the Board of Public Works was convened at 10:33 a.m. on July 10, 2008, by Board President Mr. Gary A. Gilot, with Board Members Carl P. Littrell and Donald E. Ird present. Also present was Board 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. Item Unit Estimated Company No. Description Quantity Unit Price Total Name (1Z) 2 Ply Toilet Tissue Kellermeyer 205 Case $35.20 $7,216.00 Company 2 (R) 2-Ply Toilet Tissue Jumbo 125 Case $20.43 $2,553.75 HP Products F3 — ( — R) 2-Ply Toilet Tissue Kellerineyer Jumbo 10 Case $25.85 $258.50 Company Multi Fold Towel - White 250 Case $14.82 $4,705.00 HP Products 5 (R-) Roll Towel - Natural 150 Case $20. $3,046.50 HP Products 6 (R-) Roll Towel - ---('R-) White/Quilted 140 Case $41.40 $5,796.00 HP Products 7 Household Roll Towel 110 Case $19.62 $2,158.20 HP Products i 8 (R) Facial Tissue ® 2 ply Kellermeyer 10 Case $20.40 $204.00 Company 9 Green Pumice Bar Soa 7 Case $35.92 $251.44 HP Products 1 Antibacterial Bar Soap 12 Case $44.52 $534.24 HP Products 1 l- Super Duty Hand Cleaner With Grit 20 Case $45.02 $900.40 HP Products JPUBLIC AGENDA SESSION JULY 10, 2008 PUBLIC AGENDA SESSION JULY 10, 2008 9 Mop Head/ 24 Oz., DESCRIPTION AMOUNT MOTION/ Kellermeyer ion 12 Case $42.30 $507.60 Company Gilot/Littrell Dust Mop Head Full Inc. Program (UDAG Misc. 40 Tie Disposable 5" x Revenue) Construction Bancroft Kellermeyer $52,065.00 24 36 Each $190 $104.40 Company 41 Wet Mop Handle Kellermeyer 48 Each K50 $408.00 Company 42 Broom Warehouse Kellermeyer Synthetic 36 Each $5.70 $20520 Company 4 3 Broom Angler 10" Wide 24 Each $5.10 $122.40 HP Products 44 Push Broom 24" Medium 12 Each $9.34 $112.08 HP Products 4.5 Push Broom Handle Kellermeyer 36 Each $2.65 $95.40 Company 4-6 Ant & Roach Spray 10 Case $36.74 $367.40 HP Products 47 Wasp & Hornet Spray 10 Case $29.74 $297.40 HP Products 48 Floor Machine Pad 15" Black 8 Box W18 $65.44 HP Products 49 Floor Machine Pad 15" Red 5 Box W18 $40.90 HP Products 50 Floor Machine Pad 15" White 3 Box $11.50 $34.50 HP Products 5l Floor Machine Pad 20" Black 6 Box $12.67 $76.02 HP Products 52 Floor Machine Pad 20" Red 7 Box $12.67 $88.69 HP Products 53 Floor Machine Pad 20" White 8 Box $12.67 $10136 HP Products 54 Trash Bags Clear 60 Case $1525 $915.00 Unipak Corp. 5 4� Trash Bags Black 3006 Hd 280 Case $7.50 $2,100.00 Unipak Corp. 5 Trash Bags Black 40x46 Hd 60 Case $1150 $750.00 Unipak Corp. �5 Trash Bags Black 36x58 Hd 670 Case $18.09 $12,120.30 HP Products Trash Bags Black 50x43 Hd 20 Case $35.00 $700.00 Unipal-, Corp. Estimated Totals $48,057.37 HP Products Kellermeyer $11,455.10 Company $4,465.00 Unipak Corp. - Iffierefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Littrell seconded the motion, which carried. APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The :following Agreements/Contracts/Proposals/Addenda were submitted to the Board for approval: TYPE BUSINESS DESCRIPTION AMOUNT MOTION/ SECONDED Agreement Real Services, Home Modification $278,000.00 Gilot/Littrell Inc. Program (UDAG Misc. Revenue) Construction Bancroft Prairie Avenue Signal $52,065.00 Littrell/Inks Contract Electric, Inc. Communications - (AEDA TIF) PUBLIC AGENDA SESSION JULY 10, 2008 APPROVAL OF STREET CLOSURES/PROCESSIONS I he tollowmg street closures and processions were presented for approval: Sponsor Conduit Extension — Project No. 108 -058 Date/Time j Constructi Bancroft 20 Street Signal $27,100.00 Gilot /Littrell Contract Electric, Inc. Communications (LRSA) Washington Street from Inks /Littrell National Extension — Project No. from 11.00 a.m. St. Joseph to Michigan, Museum 108 -059 to 9 :00 p.m. -- Construction Bancroft Main Street and Sample $15,094.50 Inks /Littrell Contract Electric, Inc. Street Traffic Signal (AEDA TIF Jefferson Boulevard Communications from Michigan to St. Conduit Realignment — Joseph Washington, Pro)ect No. 108 -060 July 12, 2008 J APPROVAL OF STREET CLOSURES/PROCESSIONS I he tollowmg street closures and processions were presented for approval: Sponsor Description Date/Time Location Motion Carried Studebaker Street Closures July 12, 208 Washington Street from Inks /Littrell National — Car Show and from 11.00 a.m. St. Joseph to Michigan, Museum Rib Cook Off to 9 :00 p.m. Michigan Street from Washington to Jefferson, Jefferson Boulevard from Michigan to St. Joseph Washington, Street Closure — July 12, 2008 Turnock Street from Littrell/Ir-,.Iks Carol "60 Birthday from 3 :00 p.m. South Fend Avenue to Party" to 8:00 p.m. Kalorama Bueno, Jasmine Street Closure — July 12, 2008 Harris from Ford to lnks/Littrefl "Birthday from 3 :00 p.m. Poland P to 8:00 p.m. APPROV LICENSE AP P Mr. Gilot advised that the following license application has been received: Mr. Gilot .further advised that favorable recommendations have been received from the Police Department, Department of Code Enforcement, and the Bureau of Traffic and Lighting for the above application. Additionally provided with the application was a letter of permission from the property owner. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the above license application was approved and referred to the Administration and Finance I6r Mr. Gilot stated that the Board has received an updated design plan after the application from the above business was tabled at the last Board of Public Works meeting. The new design allows Ior the required five (5) feet of pedestrian walkway clearance. Therefore, Mr. Gilot made a motion that the following Sidewalk Caf6 Permit Application be approved. Mr. Inks seconded the motion which carried. PUBL AGENDA SESSION JULY 10, 2008 AP PROVE CLAIMS Mr Inks stated that a request to pay the following claims has been received by the Board; each claim is telly supported by an invoice; the person receiving the goods or services has approved the claim; and the claim have been filed with the City Fiscal Officer and certified for accuracy. Nam Amo of Claim ate City of South Bend Payroll X4,133,449.71 July 10, 2008 Mr. Inks made a motion the claims be approved and the reports as submitted be filed. Mr. L.ittrell seconded the motion, which carried. 'I'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 aourned at 11:55 a.m. Gary A. Gilt, President Carl P. Littrell, Member o Member ATTEST: 4 Linda da M. Martin, Clerk REGULAR MEETING JULY 14, 2008 The regular meeting of the Board of Public Works was convened at 9:34 a.m. on Monday, July 14, 2008, by Board Member Donald E. Inks with Board Member Carl P. Littrell present. Board President Cary A. Cilot was absent. Also present was Attorney Larry Meteiver. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the minutes of the Agenda Session and Regular Meeting held on dune 19 and .Tune 23, 2008, the Special Meeting held on dune 30, 2008, and the Claims Review Meetings held on Tune 26, 2008 and July 7, 2008, were approved. C & E EXCAVATING INC. 53767 County Road 9 Elkhart, Indiana 46514 k REGULAR MEETING 1NG Bid was signed by: Mr. Al Johnson Non - Collusion Affidavit was in order Non - Discrimination commitment form was completed Five percent (5 %) Bid Bond was submitted BID. $136,505.04 NATIONAL SALVAGE & SERVICE CORPORATION 6755 Old State Road 37 South Bloomington, Indiana 47421 Bid was signed by: Mr. Curtis C. Schopp Non - Collusion Affidavit was in order Non - Discrimination commitment formm was completed Five percent (5 %) Bid Bond was submitted BID. $261,500°00 ... ;t Bid was signed by: Mr. Michael T. Brant Non - Collusion Affidavit was in order Non - Discrimination commitment form was completed Five percent (5 %) Bid Bond was submitted BID: $169,000.00 P.O. Box 80187 Fort Wayne, Indiana 46898 Bid was signed by: Mr. Tony E. Kreager Non - Collusion Affidavit was in order Non - Discrimination commitment form was completed Five percent (5 %) Bid Bond was submitted BID: $228,509.00 RITSCHARD BROS, INC. 1204 West Sample Street South Bend, Indiana 46619 Bid was signed by: Mr. Donald J. Ritschard, Jr. Non - Collusion Affidavit was in order Non - Discrimination commitment form was completed Five percent (5 %) Bid Bond was submitted BID: $236,232.00 201 Went Avenue Mishawaka, i Bid was signed by: Mr. William N. L,oudin, Vice President Non - Collusion Affidavit was in order Non - Discrimination commitment form was completed Five percent (5 %) Bid Bond was submitted JULY 14.2008 BID. $193,265,00 rl R MEETING JULY I4, 2008 1- 3 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bids were rc erred to Community & Economic Development and the Engineering Department for review and recommendation. After reviewing hose bids, Mr. Rob Nichols, Engineering, recommended that the Board award the contract to the lowest responsive and responsible bidder, C & E Excavating in the amount of S136,504.04. Therefore, Mr. Littrell made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Inks seconded the motion, which carried. OPENING OF BIDS — 2008 CSO BACKWATER GATES REPLACEMENT — PROJECT NO. BID: $142,500.00 HAS NS UN ERG NC 8111 9B Road Plymouth, Indiana 46563 Laid was signed by: Mr. Mark Haskins, Jr. Non - Collusion Affidavit was in order Non - Discrimination commitment form was completed Five percent (5 %) Bid Bond was submitted BID: $62,987.81 BID: $163,450.000 BID: $96,500.00 C1 BRIDGE GROUP, INC. Post Office Box 368 LaPorte, Indiana 46352 Bid was signed by: Mr. Carl Tungate REGULAR MEETING Non - Collusion Affidavit was in order Non - Discrimination commitment form was completed Five percent (5 %) Bid Bond was submitted BID: 5115360.00 JULY 14, 2008 Upon a motion made by Mr. L,ittrell, seconded by Mr. Inks and carried, the above bids were referred to the Engineering Department and Environmental Services for review and recommendation. M Item No. Est. Item Unit Price Manufacturer M3536A 20 I-IeartStart MRX Defibrillator $16,490.00 Philips 989803142421 1 12 -Lead Transfer Station $1,495.00 Philips DAA MED FT 1 Muse Format Translator $9,950.00 ESI OW Item. No. �$� Item. Unit Price Manufacturer — 1- 98468059 5 Lifepak 12 99400 - 003505 (AGCY $14,495.00 Physio- Control Additional ) _ 1- 98468059 15 L,ifepak 12 97400 - 000401 $12,500.00 Exhibit A 1- 119652198 20 Lifepak 12 99400 - 003505 $14,495.00 Physio- Control (Exhibit E) -- 1- 110731904 20 Bluetooth Upgrade for Lifepak 12 $538.67 Physio- Control (Exhibit C) 1- 119439843 19 Accessories for the Lifepak 12 $511.70 Physio- Control Lines 1 and 2 (Exhibit D) e, } � ,, REGULAR MEETING JULY 14, 2008 �. - ZLL MEDICAL CORPORATION 269 Mill Road Chelmsford, Massachusetts 01824 Rid was signed by: Mr. Steven flora Non - Collusion Affidavit was in order Non - Discrimination commitment form was completed Ten percent (10 %) Bid Bond was submitted BID: No Bid Submitted EMS INNOVATIONS Post Office Box 239 Pasadena, Maryland 21123 -0239 Bid was signed by: Ms. Emely Johanson Non - Collusion Affidavit not submitted Non- Discrimination commitment form not submitted 'Fen percent (10 %) Bid Bond was not submitted BID: No Bid Submitted Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bids were referred to the Eire Department for review and recommendation. STREET This was the date set for receiving and opening of sealed bids for the above referred to property. 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: R_E Id 3010 Hickory Load Mishawaka, Indiana 46545 Bid was signed by: Ms. Kathy Poznanski on behalf of Mr. James Urbanski Property Address /Key No. Amount 708 Nest Indiana/18 -8031 -1323 $3,100.00 710 West Indiana/18 -8031 -1324 Item No. Est. Item Unit Price Manufacturer 1 30 E Series, Accessories & Trades $14,763.333 Zoll (Option 1) - 30 $15,493.333 Zoll (Option 2) BID: No Bid Submitted EMS INNOVATIONS Post Office Box 239 Pasadena, Maryland 21123 -0239 Bid was signed by: Ms. Emely Johanson Non - Collusion Affidavit not submitted Non- Discrimination commitment form not submitted 'Fen percent (10 %) Bid Bond was not submitted BID: No Bid Submitted Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bids were referred to the Eire Department for review and recommendation. STREET This was the date set for receiving and opening of sealed bids for the above referred to property. 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: R_E Id 3010 Hickory Load Mishawaka, Indiana 46545 Bid was signed by: Ms. Kathy Poznanski on behalf of Mr. James Urbanski Property Address /Key No. Amount 708 Nest Indiana/18 -8031 -1323 $3,100.00 710 West Indiana/18 -8031 -1324 $3,100.00 712 'West Indiana /18 -8031 --1325 $3,100.00 Total $9,300.00 MS. CHRISTINE LENTNER Post Office Box 1774 Elkhart, Indiana 46515 Bid was signed by: GIs. Christine Lentner zn BID: $7,000.00 plus fees REGULAR MEETING JULY 14, 200 Upon a notion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bids were referred to Community and Economic Development for review and recommendation. OPENING AND AWARD OF BIDS — SALE OF ABANDONED VEHICLES This was the date set for receiving and opening of sealed bids for the above referred to vehicles.. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the T ri-° County News, which were found to be sufficient. The following bids were opened and publicly read: SHIRLEY A. MANTLE LE P.Q. Box 533 Elkhart, Indiana BID: No. Description Year Year Bid 2 Pun le Ford Mustan Black Lincoln Mark VIII 1996 $500.00 4 Gray Pontiac Grand Any 2 1993 $395.00 5 Blue Oldsmobile 98 $401.00 1992 $399.00 6 White Pontiac Grand Ain 1997 $495.00 8 Blue Chevrolet Suburban 1993 1986 $600.00 10 `Fan GMC S -15 1987 `500.50 11 Iced Ford F-250 White Pontiac Grand Am 1989 $395.00 12 Iced /White Ford F -150 7 1991 $500.00 INDIANA AUTO PARTS 3300 South Main Street South Bend, Indiana 46614 BID: No. Description Year Year 6 Bid -- 1 Black Lincoln Mark VIII ® 1996 1986 $327.00 2 Purple Ford Mustang 1987 1996 Iced Ford Ex loner $401.00 3 Pied Ford Explorer 4 1994 $351.00 4 Gray Pontiac Grand Ann 1993 $302.00 5 Blue Oldsmobile 98 1992 $350.00 6 White Pontiac Grand Am 1997 $300.00 7 Red Chrysler LeBaron 1990 $301.00 8 Blue Chevrolet Suburban 1986 $401.00 9 PuD21e Lincoln ['own Car 1992 `379.00 10 Tan GMC S -15 1987 `354.00 11 Red Ford F -250 1989 91413.00 12 Red /White Ford F -150 19914 1 $463.00 ROBERT SCOTT, JR. 336 Blaine Elkhart, Indiana 46516 RTT) No. Description Year Bid 6 White Pontiac Grand Any 1997 $450.00 ® Blue Chevrolet Suburban 1986 $300.00 10 Tan GMC S ®15 1987 $500.52 TERRY'S AUTO SALVAGE 1926 Tamarack Road Walkerton, Indiana 46574 BID: No. Description Year Bid 1 Black Lincoln Mark VIII 1996 $355.00 2 Purple Ford Mustang 1996 $355.00 3 Iced Ford Ex loner 1994 $312.00 4 Gray Pontiac Grand Am 1993 $206.00 REGU MEETING JULY 14, 2008 No. Description Year Year Bid 1 Black Lincoln Mark VIII $300.00 1.996 $355.00 5 Blue Oldsmobile 98 1992 $252.00 6 White Pontiac Grand Ain 1997 $276.00 7 Red Chrysler LeBaron 1990 $202.00 8 Blare Chevrolet Suburban 1986 $355.00 9 Paa le Lincoln Town Car 1992 $268.00 10 Tan GMC 5 -15 1987 $302.00 11 Red ford F -250 1989 $362.00 12 Red /White ford F -150 1991 $328.00 GERTRUDE STREET U- PULL -IT 3770 South Gertrude Street South Bend, Indiana 46614 BID: No. Description Year Year Bid 1 Black Lincoln Mark VIII $300.00 1996 $285.85 2 P ford Mustang 1996 $385.85 3 Red Ford Explorer 1994 `6325.85 4 Gray Pontiac Grand Am 1993 $185.85 5 Blue Oldsmobile 98 1992 $201.85 6 White Pontiac Grand Am 1997 $375.85 7 Red Chrysler LeBaron 1990 $ 185.85 8 Blue Chevrolet Suburban 1986 $385.85 9 Purple Lincoln Town Car 1992 $285.85 10 Tan GMC S -I5 1987 $185.85 I l Red ford F -250 1989 `6365.85 12 Red /White Ford F -150 1991 $365.85 HA-LTON Lm WEST P.D. Box 4722 South Bend, Indiana BID: No. Description Year Bid 2 Pur le ford Mustang 1996 $300.00 10 `fan GMC 5 -15 1987 $300.00 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bids were referred to Ms. Kathy Eli, Code Enforcement for review and recommendation. After review of Mars, Ms. Eli recommends that the Board award the contract to the highest responsive and responsible bidders as follows. SHIRLEY A. MANTLE P.O. Box 533 ]Elkhart, Indiana BID: No. Description Year Bid 2 Purple Ford Mustang 1996 $500.00 4 Gray Pontiac Grand Am 1993 $395.00 5 Blue Oldsmobile 98 1992 $399.00 6 White Pontiac Grand Ain 1997 $495.00 8 Blue Chevrolet Suburban 1986 $600.00 12 Red /White ford F -150 1991 $500.00 INDIANA AUTO PARTS 3300 South Main Street South Bend, Indiana 46614 REGULAR MEETING JULY 14, 2008 No. Description year Year Bid 3 Red Ford Explorer $500.52 1994 $35 1.00 7 Red Chrysler LeBaron 1990 $301.00 9 Purple Lincoln Town Car $433.00 1992 $379.00 11 Red I ord F-250 $674.00 1989 X413.00 ROBERT SCOTT, 336 Blaine Elkhart, Indiana 46516 BIB: No. Description year Bid 10 Tan GMC S -15 1987 $500.52 TERRY'S AUTOS VA E 1926 Tamarack Road Walkerton, Indiana 46574 RTD° No. Description Year Bid. 1 Black Lincoln Mark VIII 1996 $355.00 Therefore, Mr. Littrell made a notion that the recommendation be accepted and the bids be awarded as outlined above. Mr. Inks seconded the motion, which carried. PLACEMENT —PROJECT NO. 108 -055 {CAPTIAL� Mr. Brian Cherry, Environmental Services, advised the Board that on June 23, 2008, bids were received and opened for the above referred to project. Auer reviewing those bids, Mr. CFcelT'V recommends that the Board award the contract to the lowest responsive and responsible bidder, Lawmasters, Inc., 1407 Idively Avenue, Elkhart, Indiana, 46517, in the amount of $ 132,750.00.. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Littrell seconded the motion, which carried. Mr. Jeff Hudak, Central Services, advised the Board that on May 12, 2008, bids were received and opened for the above referred to praject. After reviewing those bids, Mr. Hudak recommends that the Board award the contract to the lowest responsive and responsible bidder Certified Transmission, Inc., 3703 Grape Road, Mishawaka, Indiana, 46545, in the unit prices based on the lowest total cost for rebuilt transmissions and stated warranty period for rebuilt transmissions. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded. as outlined above. Mr. Littrell seconded the motion, which carried. Mr. David Tungate, Water Works, advised the Board that on June 9, 2008, bids were received and opened for the above referred to proyect. After reviewing those bids, Mr. Tungate recommends that the Board award the contract to the lowest responsive and responsible bidder, Underground Ripe & Valve, Inc., 1100 Prairie Avenue, South Bend, Indiana, 46601, in unit prices as follows: M echanical Joint Resilient Seat edge Valve - - - -� Item Est. Item Unit Price Manufacturer` , No. Qty- 1A 50 6" Mechanical Joint RW Valves $433.00 Clow 1B 10 8" Mechanical Joint RW Valves $674.00 Clow 1C 10 10" Mechanical Joint RW Valves $1,04.00 Clow 1D 30 12" Mechanical Joint RW Valves $1,325.00 Clow — REGULAR MEETING JULY 14, 2008 f" MOT FS Room Item Est. Item Unit Price Manufacturer No. Qty® $7,908.20 with 5-Year 0 f ; i c- e Service Cost of $6,475.00 2A 75 5', 6'& Tx 5 1/4" M.V.O. $1,573.00 Clow 111-ierefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Littrell seconded the motion, which carried. Therefore, Mr. Littrell made a motion that the recommendations be accepted and the quotations be awarded as outlined above, subject to the approval of the City's Addendum for each contract. Mr. Inks seconded the motion which carried. REJECT BIDS — 2008 ALL-WHEEL-DRIVE CARGO VAN, PRE-OWNED 2007 OR NEWER VEHICLE CAPITAL) lVin Jeff Hudak, Central Services, advised the Board that on April 14, 2008, bids were received and opened for the above referred to vehicles. Since the opening of the bids, the prices have increased. Therefore, Mr. Hudak recommends rejecting all bids due to lack of funds. Mr. T,ittrell made a motion that the recommendation be accepted and the bids be rejected. Mr. Inks seconded the motion, which carried. APPROVE PROJECT COMPLETION AFFIDAVIT — BLACKTHORN LIFT STATION Mr, Inks advised that Mr. Toy Villa, Engineering, has submitted. the Project Completion Affidavit on behalf of Selge Construction Co., Inc.,, 2833 South 10' Street, Niles, Michigan, 49120, for the above referenced project, indicating a final cost of $268,000.00. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — DEMOLITION OF FORMER !\Ar, finks advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of C&E Excavating, Inc., 53767 County Road 9, Elkhart, Indiana, 46514, for the above referenced project, indicating a final cost of $29,580.00. Upon a motion made by Mr. 1.1"ttrelt, seconded by Mr. Inks and carried, the Project Completion Affidavit was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - TWO (2), OCE Document Printing Systems U.S. Business Systems Main Street $8,676.60 with 5-Year Olive Street $7,908.20 with 5-Year 0 f ; i c- e Service Cost of $6,475.00 Office Service Cost of $1,940.00 Colfax Avenue $5,309.40 with 5 -Year North Michigan $7,908.20 with 5-Year O Service Cost of $4,400.00 Street Office Service Cost of $1,940.00 Therefore, Mr. Littrell made a motion that the recommendations be accepted and the quotations be awarded as outlined above, subject to the approval of the City's Addendum for each contract. Mr. Inks seconded the motion which carried. REJECT BIDS — 2008 ALL-WHEEL-DRIVE CARGO VAN, PRE-OWNED 2007 OR NEWER VEHICLE CAPITAL) lVin Jeff Hudak, Central Services, advised the Board that on April 14, 2008, bids were received and opened for the above referred to vehicles. Since the opening of the bids, the prices have increased. Therefore, Mr. Hudak recommends rejecting all bids due to lack of funds. Mr. T,ittrell made a motion that the recommendation be accepted and the bids be rejected. Mr. Inks seconded the motion, which carried. APPROVE PROJECT COMPLETION AFFIDAVIT — BLACKTHORN LIFT STATION Mr, Inks advised that Mr. Toy Villa, Engineering, has submitted. the Project Completion Affidavit on behalf of Selge Construction Co., Inc.,, 2833 South 10' Street, Niles, Michigan, 49120, for the above referenced project, indicating a final cost of $268,000.00. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — DEMOLITION OF FORMER !\Ar, finks advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of C&E Excavating, Inc., 53767 County Road 9, Elkhart, Indiana, 46514, for the above referenced project, indicating a final cost of $29,580.00. Upon a motion made by Mr. 1.1"ttrelt, seconded by Mr. Inks and carried, the Project Completion Affidavit was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - TWO (2), REGULAR MEETING JULY 14, 2003 APPROVAL OF REQUEST TO ADVERTISE FOR TIDE RECEIPT OF BIDS - SE EI]R INSPECTION TRUCK RETROFIT AND UPGRADE - PROJECT NO. 108 -063 {SEWERS In a memorandum to the Board, Mr. Patrick Henthorn, Engineering, requested permission to advertise for the receipt of bids for the above referenced vehicle. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above request was approved. APPROVE TITLE SHEET — CRESCENT OAFS SECTION ONE Mr. Inks advised that the Title Sheet for the above referenced subdivision was being presented at this time for execution. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above referred to Title Sheet was approved and signed. ADOPT RESOLUTION NO. 45 -2008 - DISPOSAL OF SURPLUS PROPERTY Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the following Resolution was adopted by the Board of Public Works: WHEREAS, I.C. 36 -9 -6 -1 gives the Board of Public Works of the City of South Bend the right 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 WHEREAS, the Common Council of the City of South Bend passed as amended or, January 11, 1988, Ordinance No. 7847 -88 which mandates the Board of Public Works of the City of South Bend to deternnine that the sidearm of a police officer who retires in good standing is surplus property and no longer useful to the City of South Bend; and WHEREAS, CORPORAL RICK RUSZKOW retired from the South Bend Police Department after more than nine (9) years of service and the Board of Public Safety of the City of South Bend has determined that he has retired in good standing; and WHERE-AS, I.C. 5- 22 -22 -1 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; NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City oC South Bend that sidearm Serial No. AD 35780, Model No. P229, a .40 Caliber Slg -Sauer sidearm, is no longer needed by the City and is unfit for the purpose for which it was intended and has an estimated fair market value of less than Five Hundred Dollars ($500.00). R EGULAR MEETING JULY 14, 2008 B E IT FURTHER RESOLVED that said property be disposed of and removed from the City inventory. BOARD OF PUBLIC WORKS s /Carl P. Littrell, Member s /Donald E. Inks. Member A"ICTEST: s /Linda M. Martin, Clerk ADOPT RESOLUTION NO. 47 -2008 - A RESOLUTION OF THE BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND /OR OBSOLETE PROPERTY - ADMINISTRATION AND FINANCE OFFICE EQUIPMENT L) a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the fallowing Resolution was adopted by the Board of Public Works: R; SO LUTION A RE SOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY WHEREAS, it has been dete fined 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: IBM Printer Model 6400 - 015 -CTA, Serial #01 P2401 Pitney Bowes Check Protector Model 3389, Serial #03417 Martin Yale Burster Model 968, Serial 42234 Martin Yale Forms Separator Model 950, Serial. #7049 Burroughs Manual Check Protector Model 3P13, Serial #0006343 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, are unfit for the purpose for which they were intended and have an estimated value of less than one thousand dollars (S I,000.00). BE IT FURTHER RESOLVED that said items may be transferred or sold at public auetion or private sale, without advertising. However, if the property is deemed worthless, such may be demolished or junked. ADOPTED this 14th day of July, 200. BOAR OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA s /Carl P. Littrell, Member s /Donald E. Inks, Member AT TEST: s /L,inda M Martian, Clerk REGULAR MEETING G JULY 14, 2008 ADOPT RESOLUTION NO. 48 -2008 - A RESOLUTION AUTHORIZING THE COMMENCEMENT OF THE DISPOSITION BY EXCHANGE PROCESS FOR PROPER LOCATED IN THE CITY OF SOUTH BEND INDIANA (NAPOLEAN STREET - LOT 32 Upon a motion made by Mr. Litt ell, seconded by Mr. Inks and carried, the following Resolution was adopted by the Board of Public Works: WHEREAS, the Board of Public Works of the City of South Bend, Indiana (the `'.Board ") previously adopted Resolution No. 17 -2008, entitled "A RESOLUTION CONFIRMING ACQUISITION OF PROPERTY IN THE CITY OF SOUTH BEND, INDIANA (NAPOLEOiI STREET — LOT 32)" on April 14, 2008, which confirmed the Board's desire to acquire the real property located in St. Joseph County, Indiana, and described as follows: Lot Numbered Thirty -two (32) as shown on the recorded Plat of Hartman and Woodworth's Addition to the City of South Bend, (the "ROW Property "), and WHEREAS, in response to the Board's desire to acquire the ROW Property, the Owner of said property has delivered a counter -offer to exchange the ROW Property for parcels owned by the City of South Bend which are described as follows: Lots Numbered Twenty -nine (29) and Thirty (30) as shown on the recorded Plat of Hartman and Woodwoith's Addition to the City of South Bend, (the "City Property"); and WHEREAS, pursuant to IC 36- 1 -11 -7, such exchange may only be made after publication of advertisement as provided in IC 36- 1 -11 -4 and public hearing. NOW, THEREFORE, BE IT RESOLVED, by the City of South Bend, Indiana, Board of Public Works, as follows: 1. The Board now authorizes the commencement of the exchange process in order that the ROW Property may be exchanged for the City Property and directs the Clerk of the Board to cause notice of such exchange to be published once at least ten (10) days prior to public hearing on the proposed exchange. 2. The public hearing on the proposed exchange is set for July 28, 2008, at 9.30 a,m. local time in the Board of Public Works Meeting Room located at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana. This hearing concerns the following parcels of real estate located in South Bend, Indiana: Lots Numbered Twenty -mine (29) and Thirty (30) as shown on the recorded Plat of Hartman and Woodworth's Addition to the City of South Bend. That this Resolution shall be in full force and effect upon its adoption. Adopted at a meeting of the City of South Bend, Indiana, Board of Public Works held on July 14, 2008, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend., Indiana 46601. BOARD OF PUBLIC WORDS CITY OF SOUTH BEND, INDIANA RE(IIJLAR MEETING s /Carl P. Littrell, Member s /Donald E. Inks, Member ATTEST: s %1_,iirnda M Martin, Merl{ JULY 14, 2008 1. ADOPT RESOLUTION NO. RESOLUTION NO. 49 -2008 — RESOLUTION AUTHORIZING WHEREAS, the City of South Bend, Indiana, Board of public Works (the "Board ") is authorized to acquire real property or personal property needed by the City of South Bend, Indiana (the "City ") for any public use under Indiana Code § 36- 9 -6 -4; and WHEREAS, evidence has been presented to the Board suggesting that the purchase or retnabilitation of various properties located in the commercial corridors of the City (the "Connnnercial Corridor program ") would stabilize the surrounding neighborhoods and reduce the number of vacant and abandoned buildings in the City; and WHEREAS, as part of the Commercial Corridor program, Near Northwest Neighborhood, Inc., (the "NNN ") acting on behalf of the City, purchased the properties located at 808, 812, 824, 828, 836 and 838 portage and 808 Cushing (83$ portage was purchased through tax sate, while the others were purchased from the previous owner) (the "properties "); and WHEREAS, the buildings or other structures that were located on the properties were der polished with the intention of making room for facture development; and WHEREAS, it has been determined that the City will no longer be able to provide funds to outside entities for holding costs related to the various properties being held and maintained by those entities; and WHEREAS, in August of 2007, the Mayor of the City sent a letter to the NNN stating that the City would take ownership of the properties and be responsible for the holding costs rehited to the properties, and WHEREAS, the NNN has agreed to transfer the properties to the City; and WHEREAS the Board desires to accept the properties from the NNN; and WHERAS, the Board. further desires to authorize the City Attorney or an Assistant City Attorney to approve and execute any and all documentation, necessary or advisable, in the opinion of legal counsel, to secure and accept the property. NOW, THEREFORE, BE IT RESOLVED, by the City of South Bend, Indiana, Board of Public Works, as follows: 1. The Board hereby finds that accepting transfer of the properties (described at Exhibit A) will serve a public purpose, will be of benefit to the health or general welfare of the unit, and be in the best interest of the citizens of the City and that acquiring the Properties for the REGULAR MEETING JULY 14, 2008 City will facilitate the Commercial Corridors Program and is necessary to stabilize the surrounding neighborhood and reduce the number of vacant and abandoned buildings in the City. 2. The Board accepts the transfer of the properties from the NNN which transfer documents have been executed by the NNN and tendered to the Board. 3. The City Attorney or an Assistant City Attorney is authorized to approve and execute any and all documentation, necessary or advisable, in the opinion of legal counsel, to secure and accept the properties. Adopted at the Regular fleeting of the City of South Bend, Indiana, Board of public Works held on July 14, 2008, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. CITY OF SOUTH BEND BOARD OF PUBLIC WORDS Ul"W ATTEST: s /Linda Martin, Clerk APPROVAL OF CONTRACTS The following Contracts were submitted to the Board for approval: TYPE BUSINESS DESCRIPTION AMOUNT MOTION/ SECONDED Contract ADT Security Fire and Burglar Alarm $1,505.81 Littrell /Inks Services, Inc. Monitoring Service with (Water Works Inspection and Revenue) Maintenance of Alarm & Camera for the Water Works North Michigan Street Location - Construction Advanced Century Center Skylight $338,000.00 Inks /Littrell Contract Restoration Stabilization — Project (Hotel /Motel Contractors, No. 108 -017 Tax) Inc. _ Construction F.A. Wilhelm Eddy Street Commons $ 15,627,000.0 Littrell /Inks Contract Construction Phase II — parking (TIC' Bond) Company Garage — Project No. 108-004 _ .- Construction Id Eddy Street Commons — $2,644,349.97 Littrell /Inks Contract Construction, Site Utilities — Project (TIP' Bond, Inc. No. 108 -0058 Major Moves, Sewer Capital) Contract Pitney Bowes Annual Maintenance $8,392.00 Littrell /Inks___ Renewal Agreement for Water (Water Works Works Software Revenue) Construction Rieth -Riley Michigan Street $840,296.00 Littrell /Inks Contract Construction Improvements, Project (Downtown TIP) Co., I nc. No. 107 -093 _ APPROVAL OF STREET CLOSURES /PROCESSIONS The following street closures and processions were presented for approval: Sponsor Description Date/Time Location Motion Carried Lesley & Chris Street Closure — July 19, 2008 Spokane and Portland Littrellllnks Pemberton "Get to Know from 4:00 p.m. from Kettering to Your to 8:00 P.m. Arcadia Neighbors" _._J REG MEETING JULY 14, 2008 1- . < I_,Ulella Webster Our Lady of i Parish ,,�,713YT Radio �P I OO) Downtown South Bend, l n c. Downtown South Bend, Inc. South Bend Area Crime Stoppers, Inc. Street Closure — "Football Fridays" Street Closure — "Art Beat" July 26, 2008 from 1:30 p.m. to 7:00 p.m. July 19, 2008 from 4:00 p.m. to 10:00 P.M. September 14, 2008 from 6:00 p.m. to 7:30 P.m. September 5, 12, and 26, October 3 and 31, and November 21, 2008; All dates are from 7:00 a.m. to 10:00 p.m. September 4, 2008 from 12:00 p.m. to 9:00 P.M. July 31, 2008 from 5:30 p.m. to 8:30 p.m. Howard Street from St. Littrell /Inks Louis to St. Deters Chapin from Calvert to Inks /Littrell Bruce Ironwood Road from Inks /Littrell Jackson to Kerry Diamond Ave. from Lincoln Jay West to LaPorte Ave. Procession — "2008 Crime Stoppers Walk Against Crime" Last Wayne Street Closure — I- 1pstoric District Neighborhood Block Marty Lake Reunion Street Closure — Lake Reunion Abu uadant Faith Outreach Center July 26, 2008 from 10:00 a.m. to 5:00 p.m. Littrell /Inks Littrell/Inks Littrell /Yaks Littrell /Inks Littrell /Inks Littrell/Inks FAVORABLE RECOMMENDATION - PETITION TO VACATE THE EAST HALF OF N/h. Inks indicated that Mr. Ken Fedder, 53600 North Ironwood Road, South Bend, Indiana, 46635, on behalf of Mr. John Cocquyt of the 4000 Group, LLC, has submitted a request to vacate the above referred to alley. Mr. Inks advised the Board is in receipt of favorable ' 119 REGULAR MEETING JULY l4, 2008 APPROVE DELIVERY VEHICLE PERMIT RENEWAL Mr. Inks indicated that the Board is in receipt of the following Delivery Vehicle Permit renewal application; APPLICANT, Jimmy John's BUSINESS ADDRESS; 138 South Michigan Street Mr. Littrell made a motion that the Delivery Vehicle Permit Application renewal be approved. Mr. Inks seconded the motion which carried. OF PUBLIC WORDS — JUNE 2008 The Division of Water Works and Environmental Services submitted their monthly and Performance Reports for the month of June 2008. There being no further discussion, upon a motion made by Mn Littr ell, seconded by Mr. Inks and carried, the monthly reports Nvere accepted and filed. FILING OF SAFETY DEPORTS — DEPARTMENT OF P UBLIC WORDS The Division of Water Works, Traffic and Lighting, and Sewers submitted their Safety Reports for the month of June 2008. These reports reflect injuries /accidents for each month and provide for a comparison. There being no farther discussion, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the reports were accepted and Bled. APPROVE TRAFFIC CONTROL DEVICE REG MEETING JULY 14g 2008 6.e. 4 — tJhon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the following traffic control device was approved: NEW INSTALLATION: No Parking Any Time Tow Zone LOCATION: Hammerhead Terminations of Brookfield Street and Ribou de Drive REMARKS: Hammerhead must be kept clear to allow vehicles to exit the Neighborhood FILING OF CERTIFICATES OF INSU Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Certificates of Insurance for the following businesses were accepted for filing: RA fFY APPROVAL AND /OR RELEASE CONTRACTOR AND EXCAVATION BONDS Mr. Anthony Molnar, Engineering, recommends that the following Contractor and Excavation Bonds be ratified pursuant to Resolution 100 -2000 and /or released as follows: j Business Barad Type Ap roved! Released Effective Date D &R Miller Con crete, Inc. Contractor A pproved June 20, 2008 McIntyre .Tones, Inc. Contractor Approved June 25, 2008 M cIntyre Jones, I nc. Contractor Released ,Trine 25, 2008 Llamman Site Development, LLC Excavation Approved June 23, 2008 1 Freshcoat Painting, Inc. Excavation Released July 1, 2008 k Drilling Co., LLC Coo — Excavation Approved July 3, 200 J'Ir. Inks made a motion that the Bonds approval and /or release as outlined above be ratified. Mr. Li4:trell seconded the motion, which carried. APP CLAIMS =14r. Inks 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 filed with the City Fiscal Officer and certified for accuracy. Mr, Inks noted the following claims in the amounts indicated were submitted for approval: Name Amount of Claim Date St. Joseph County Housing Consortium $1,096.00 July 1, 2008 St. Joseph County Housing Consortium $71100 July 1, 2008 St. J oseph County Dousing Consortium $699.58 June 30, 2008 S Jos County Housing Consortium $1,095.96 June 27, 2008 St, J oseph County Housing Consortium $ 19,097.44 July 2, 2008 ZD City of South Bend $2,560,652.80 July 14, 2008 Therefore, 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 `here being no further business to come before the Board, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the meeting adjourned at 10:40 a.m. BOARD OF PUBLIC WORKS REGULAR MEETING _ ,F �t bl r f JULY 14., 2008