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; 002
PUBLIC AGENDA SESSION JANUARY 8, 2004
ATTEST:
Ang dak. Jacob!Clerk
REGULAR MEETING JANUARY 12, 2004
The regular meeting of the Board of Public Works was convened at 9:40 a.m. on Monday, January
12,2004,by Board President Gary A.Gilot,with Mr. Carl P.Littrell and Mr.Donald E.Inks present.
Also present was Board Attorney Thomas Bodnar and Attorney John Livingston.
ADD AGENDA ITEM
Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried,the following item A'as added
to the agenda:.
- Correction of Quotation Award - Automated External Defibrillators
APPROVE MINUTES OF PREVIOUS MEETING
Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the minutes of special
meetings of the Board held on November 17, 200') and December 15, 2003, and the meetings of
December 18, 22 and 29, 2003 were approved.
ELECTION OF BOARD OF PUBLIC WORKS PRESIDENT FOR 2004
Mr. Littrell made a motion to elect Mr. Gary Gilot as President of Board of Public Works for 2004.
Mr. Inks seconded the motion which carried.
OPENING OF BIDS/AWARD BID - PROCUREMENT OF WATER BOOSTER STATION -
STATE ROAD 23 AND LOCUST ROAD (BOND
This was the date set for receiving and opening of sealed bids for the above referred to 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:
ENGINEERED FLUID, INC.
Post Office Box 723
Centralia, Illinois 62801
Bid was signed by Engineered Fluid, Inc.
Non-Collusion Affidavit was in order
Non-Discrimination Commitment form was completed
Fire per cent (5%) Bid Bond was submitted
BID:
Division 1 $ 88,975.00
Division 2 $109,457.00
Alternate No. 1 $ 5,000.00 Deduct
GASVODA AND ASSOCIATES, INC.
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1530 Huntington Drive
Calumet City, Illinois 60409
Bid was signed by Gasvoda and Associates, Inc.
Non-Collusion Affidavit was in order
Non-Discrimination Commitment form was completed
Five per cent (5%) Bid Security was submitted
BID:
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-D 004
REGULAR MEETING JANUARY 12, 2004
Upon a motion made by Mr. Littrell seconded by Mr. Inks and carried, the above Quotations were
referred to the Division of Engineering for review and recommendation. After reviewing those
quotations, Mr. Jason Durr, Engineering, recommends that the Board award the contract to the
lowest responsive and responsible bidder,Martell Electric,in the amount of$24,428.00. Therefore,
Mr. Gilot made a motion that the recommendation be accepted and the quotation be awarded as
outlined above. Mr. Inks seconded the motion which carried.
AWARD BID -DEMOLITION OF PARKING STRUCTURE NO. 2 (ST. JOSEPH/JEFFERSON
BOULEVARD) - PROJECT NO. 103-067 BOND
Mr. Carl P. Littrell, City Engineer,advised the Board that on December 8,2003,bids were received
and opened for the above referred to project. After reviewing those bids, Mr. Littrell recommends
that the Board award the contract to the lowest responsive and responsible bidder,Sabre Demolition,
137 South Production Drive, Avon, Indiana, in the amount of$346,500.00. Therefore, Mr. Gilot
made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr.
Inks seconded the motion which carried.
AWARD BIDS - JANITORIAL SUPPLIES (USER DEPARTMENTS}
Mr. George Zana,Purchasing,advised the Board that on December 15,2003,bids were received and
opened for the above referred to items. It was noted this was a divisible bid. After reviewing those
bids, Mr. Zana recommends that the Board award the contract to the lowest responsive and
responsible bidders as follows:
AMERICAN POLY
40 Turner Place
Piscataway,New Jersey 08854
Trash Bags 15 Gal $21.09
Trash Bags 55/60 Gal $ 9.75
Trash Bags 20/30 Gal $11.94
Trash Bags 40/45 Gal 40x47 $ 8.31
Trash Bags 40/45 Gal 50/43 $ 9.51
SYSCO FOOD SERVICES OF GRAND RAPIDS LLC
3700 Sysco Court. S.E.
Grand Rapids, Michigan 49512
Toilet Tissue 500 sheets/Roll $25.00/Case
Toilet Tissue 1,000 sheets/Roll $18.00/Case
Toilet Tissue 2,000 sheets/Roll $19.64/Case
Roll Towels, Natural $12.94
Roll Towels, White/Quilted $16.36
FEMCO (A KELLERMEYER COMPANY
1217 East McKinley Highway
Mishawaka, Indiana 46545
Towels, C Fold, White $12.38/Case
Vinegar, White $ 7.90
Deodorant Blocks, Urinal $11.93
Johnny Mops, Synthetic $ ,34
Mop Head $27.36
Wet Mop Handle $ 5.64
HP PRODUCTS CORPORATION
4220 Saguaro Trail
Indianapolis, Indiana 46268
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0006
REGULAR MEETING JANUARY 12, 2004
seconded by Mr. Littrell and carried, the request to advertise for the receipt of bids was approved.
APPROVE CONSTRUCTION CONTRACT-LINDEN STREET IMPROVEMENTS -O'BRIEN
TO COLLEGE - SELGE CONSTRUCTION COMPANY. INC. (CDBG)
Mr. Gilot advised that in accordance with the bid awarded on December 8, 2003, to Selge
Construction,2833 South 11 to Street,in the amount of$116,490.00 for the above referred to project,
a Contract in said amount was being submitted for Board approval. Upon a motion made by Mr.
Gilot,seconded by Mr.Littrell and carried,the Contract was approved and the appropriate Certificate
of Insurance, Performance Bond and Labor and Materials Payment Bond as submitted were filed.
APPROVE COMMUNITY DEVELOPMENT AGREEMENTS/ADDENDA
The following Community Development Agreements/Addenda were presented to the Board for
approval:
Letter of Agreement - Rum Village Time Extension to March 18, 1718 Chapin
Residential Enhancement Matching Grant 2004
Program
Letter of Agreement - Rum Village Increase in Grant Amount - 1718 Chapin
Residential Enhancement Matching Grant $450.00
Program
Addendum lI - Washington & Maple Increase $9,062.00/Time South Bend
Street Acquisition/Infrastructure Project Extension to June 30, 2004 Heritage
Foundation
Letter of Agreement - Lincolnway West Time Extension to July 30, 1636
Commercial Corridor Facade Matching 2004 Lincolnway
Grant Program West
Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the above referred to
Agreements/Addenda were approved and executed.
APPROVE CONSTRUCTION CONTRACT - BROADWAY STREET WATER SERVICE
INSTALLATION - NIEZGODSKI PLUMBING INC. - PROJECT NO, 103-082 SEDA TIF
Mr. Gilot advised that in accordance with the bid awarded on December 22, 2003, to Niezgodski
Plumbing Inc., 232 North Mayflower Road, South Bend, Indiana, in the amount of$13,330.00 for
the above referred to project, a Contract in said amount was being submitted for Board approval.
Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Contract was approved
and the appropriate Certificate of Insurance was filed.
APPROVAL OF SERVICE AGREEMENT - ONLINE PLAN ROOM - SOUTH BEND
REPROGRAPHICS
Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and
South Bend Reprographics, 1303 Northside Boulevard, South Bend, Indiana, for the printing and
distribution of engineering plans, specifications and addenda for the Division of Engineering. Mr.
Gilot noted that the Division of Engineering will pay for their sets only. Therefore, upon a motion
made by Mr. Gilot,seconded by Mr.Littrell and carried,the Agreement was approN ed and executed.
APPROVE CONSTRUCTION CONTRACT-ST.JOSEPH COUNTY JAIL SITE PREPARATION
- PHASE II - RITSCHARD BROTHERS - PROJECT NO. 103-042A
Mr. Gilot advised that in accordance with the bid awarded on December 22, 2003, to Ritschard
Brothers, 1204 West Sample, South Bend, Indiana, in the amount of$140,368.92 for the above
referred to project, a Contract in said amount was being submitted for Board approval. Upon a
motion made by Mr. Littrell, seconded by Mr. Inks and carried,the Contract was approved and the
appropriate Certificate of Insurance, Performance Bond and Labor and Materials.Payment Bond as
submitted were filed.
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REGULAR MEETING JANUARY 12. 2004
APPROVE TRAFFIC CONTROL DEVICES
Upon a motion made by Mr. Gilot, seconded by Mr.Littrell and carried,the following traffic control
devices were approved:
Renewal - Reserved Handicap Parking 106 West Wayne Renewal
Permit
New Installation - Handicapped Reserved 1426 East Bowman All criteria has been met.
Parking Space Signs
New Installation - Handicapped Reserved 511 South Taylor All criteria has been met.
Parking Space Signs -
FILING OF MONTHLY REPORT - WATER WORKS
Mr. Andy Wierzbicki, Water Works, submitted a report for the Division of Water Works for the
month of December 2003. There being no further discussion, upon a motion made by Mr. Gilot.
seconded by Mr. Inks and carried, the monthly report was accepted and filed.
FILING OF MONTHLY REPORT - ENVIRONMENTAL SERVICES
Mr. Jack Dillon, Director of Environmental Services, submitted a report for the Division of
Environmental Services, for the Wastewater Treatment Plant, Organic Resources, Solid. Waste and
Sewer Repair, for the month of December 2003. There being no further discussion, upon a motion
made by Mr. Gilot, seconded by Mr. Inks and carried,the monthly reports were accepted and filed.
FILING OF SAFETY REPORTS - DEPARTMENT OF PUBLIC WORKS
The Division of Environmental Services,Street Department,Division of Engineering,Water Works
and Equipment Services submitted Safety Reports for December 2003. These reports will reflect
injuries/accidents for each month and provide for a comparison. It was noted that the Division of
Engineering had no accidents or injuries for the year 2004. There being no further discussion.upon
a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the reports were accepted and
filed.
APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE
Mr. Gilot stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to
Remonstrate as submitted by Bayman&Rusk Corporation,51245 Lilac Road, South Bend,Indiana.
The Consent indicates that in consideration for permission to tap into the public water system of the
City, to provide sanitary water service to 51070 Mayflower Road, South Bend, Indiana, (Key 4 04-
1009-0147.24), Bayman & Rusk Corporation waives and releases any and all right to remonstrate
against or oppose any pending or future annexation of the property by the City of South Bend,
Therefore,Mr. Gilot made a motion that the Consent be approved. Mr.Littrell seconded the motion
which carried.
FILING OF QUARTERLY CONSTRUCTION REPORT - OCTOBER NOVEMBER AND
DECEMBER 2003
Mr. Toy Villa, Public Construction Manager, submitted a Quarterly Construction Report for the
months of October, November and December 2003, for construction projects in the Division of
Engineering. Upon a motion made by Mr.Littrell, seconded by Mr. Gilot and carried,the Quarterly
Construction Report was filed.
APPROVE CONTRACTOR BOND
Mr. Anthony Molnar, Engineer, Division of Engineering, recommended that the following
Contractor Bond be approved as follows:
BOND OF CONTRACTOR
Casteel Construction Approved Effective December 22, 2003,
Pursuant to Resolution No. 100-2000
Mr. Gilot made a motion that the recommendation be accepted and that the Bond be approved as
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REGULAR MEETING JANUARY 12, 2004
Mr. Inks made a motion that the claims be approved and the reports as submitted be filed. Mr.
Littrell 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. Gilot and carried, the meeting adjourned at 10:20 a.m.
BOARD OF PUBLIC WORKS
Gary A. Gilot, President
J
Carl P. Littrell, Member
r
Donald E. Inks, Member
ATTEST:
AngQIK K. Jacob,;Clerk