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1, 034
PUBLIC AGENDA SESSION FEBRUARY 19. 2004
BOARD OF PUBLIC WORKS
Gary A. Gilot, President
Carl P. Littrell, Member
Donald E. Inks, Member
A EST:
Angela` . Jacob, Clerk
REGULAR MEETING FEBRUARY 23, 2004
The regular meeting of the Board of Public Works was convened at 9:33 a.m. on Monday,February
23, 2004, by Board Member Donald E. Inks with Board Member Carl P. Littrell present. Board
President Gary A. Gilot was not present. Also present were Board Attorney Thomas Bodnar and
Attorney John Livingston.
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 of the Board held on February 5 and 9, 2004, were approved.
PUBLIC HEARING-LICENSE APPLICATION FOR TRANSIENT MERCHANT-ST. JOSEPH
COUNTY 4H FAIR- BLANKET LICENSE APPLICATION
Mr. Inks advised that this was the date set for the Board's Public Hearing concerning a blanket
License Application for a Transient Merchant, as submitted by Mr. Frank Ronchetti, 5117 South
Ironwood, South Bend, Indiana, for a blanket license for the spring, summer and fall months for
various shows and fairs at the 4H Fairgrounds. It was noted favorable recommendation were
received from the Police Department, Fire Department, Building Department and the Legal
Department.
There being no one present wishing to address the Board concerning this matter,the Public Hearing
was closed. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the
License Application was approved.
OPENING OF BIDS-TEN 10 MORE OR LESS REAR WHEEL DRIVE POLICE CARS ,AND
TWENTY-FIVE (25) MORE OR LESS FRONT WHEEL DRIVE POLICE CARS (GENERAL
FUND)
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 Tri-County News
which were found to be sufficient. The following bids were opened and publicly read:
GURLEY LEEP AUTOMOTIVE
5302 North Grape Road
Mishawaka, Indiana 4 6545
Bid was signed by Mr. Joseph Lapara
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REGULAR MEETING FEBRUARY 23, 2004
Bid was signed by Mr. Geoff Kelleher
Non-Collusion Affidavit was in order
Non-Discrimination Commitment form was completed
Ten per cent(10%) Bid Bond was submitted
BID:
2004 Ford Crown Victoria $20,274.00 $202,740.00 (10)
Option A $ 1,479.00 $ 14,790.00
Option B $ 2,672.00 $ 26,720.00
Upon a motion made by Mr.Littrell,seconded by Mr.Inks and carried,the above bids were referred
to Central Services the for review and recommendation.
OPENING 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 Tri-County News
which were found to be sufficient. The following bids were opened and publicly read:
RON MOUTRAY
17271 Darden Road
South Bend, Indiana 46635
BID.
No. Make of Vehicle Year Bid
4 FORD EXPLORER- GREEN 1993 $ 77.25
7 NISSAN MAXIMA 1989 $112.38
ED HUMPHREY
21779 Spring Street
Sturgis, Michigan 49091
BID:
No. Make of Vehicle Year Bid
1 PONTIAC FIERO 1986 $124.00
JAMES BURKE
721 Lincolnway East
South Bend, Indiana 46601-3248
BID:
No. Make of Vehicle Year Bid
4 FORD EXPLORER - GREEN 1993 $ 75.50
6 NISSAN PATHFINDER 1992 $200.50
9 DODGE CARAVAN 1991 $150.50
INDIANA AUTO PARTS
3300 South Main
South Bend, Indiana
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REGULAR MEETING FEBRUARY 23, 2004
Quotation was submitted by Mr. John Szuba
QUOTATION: $288,467.00
HRP CONSTRUCTION, INC.
Post Office Box 266
South Bend, Indiana 46624-0266
Quotation was submitted by Mr. Paul Fallon
QUOTATION: $259,785.70
Note: Corrected Bid $221,940.27 (per Toy Villa)
Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above Quotations were
referred to the Engineering Division for review and recommendation. After reviewing those bids,
Mr.Toy Villa,Engineering, recommends that the Board award the contract to the lowest responsible
and responsive bidder, Youngs Excavating, Inc., in the amount of$197, 033.50.
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.
AWARD QUOTATION - STATE ROAD 23 BOOSTER PUMPING STATION (DIVISION 1)
SITE WORK AND INSTALLATION - PROJECT NO. 103-081 (BOND)
Mr.Ed Herman,Water Works,advised the Board that on February 9,2004,quotations were received
and opened for the above referred to project. After reviewing those quotations, Mr. Herman
recommends that the Board award the contracts as follows:
Division 1 - State Road 23 Civil H&G Underground Services $43,729.00
Electrical Bender Electric $12,165.00
Therefore, Mr. Littrell made a motion that the recommendation be accepted and the quotation be
awarded as outlined above. Mr. Inks seconded the motion which carried.
AWARD QUOTATION-LOCUST ROAD BOOSTER PUMPING STATION(DIVISION 2)SITE
WORK AND INSTALLATION - PROJECT NO. 103-081_(BOND)
Mr.Ed Herman,Water Works,advised the Boardthat on February 9,2004,quotations were received
and opened for the above referred to project. After reviewing those quotations, Mr. Herman
recommends that the Board award the contracts as follows:
Division 2 - Locust Road Civil H&G Underground Services $46,915.00
Electrical Bender Electric $ 6,450.00
Therefore, Mr. Littrell made a motion that the recommendation be accepted and the quotation be
awarded as outlined above. Mr. Inks seconded the notion which carried.
APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - BIO-SOLIDS
HAULING 2004 SEWAGE WORKS
In a memorandum to the Board, Mr. Ken Smith, Environmental Services, requested permission to
advertise for the receipt of bids for the above referred to service. Therefore, upon a motion made
by Mr. Littrell, seconded by Mr. Inks and carried,the request to advertise for the receipt of bids was
approved.
APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - CHARLES
STREET SANITARY SEWER AND WATER EXTENSION - PROJECT NO. 104-005 BOND
In a memorandum to the Board, Mr. Jason Durr,Engineering,requested permission to advertise for
the receipt of bids for the above referred to project. Therefore,upon a motion made by Mr. Littrell,
seconded by Mr. Inks and carried, the request to advertise for the receipt of bids was approved.
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")() 40
Lease Agreement Northeast Neighborhood Revitalization $1.00 per year
Extension Letter Organization - 803 Notre Dame Avenue
Addendum II Demaude/California/Woodward - DCW Time Extension to
Triangle and Scott Lindsey Revitalization - June 30, 2004
Near Northwest Neighborhood, Inc.
Addendum I Affordable Loan/Repair Grant/Good Time Extension to
Neighbors - Community Development June 30, 2004
Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above referred to
Contracts/Agreements/Addenda were approved and executed.
APPROVAL OF AGREEMENT - PROFESSIONAL ENVIRONMENTAL CONSULTING
SERVICES - USTFIELD SYSTEMS - WIGHTMAN PETRIE
Mr. Inks stated that the Board is in receipt of an Agreement between the City of South Bend and
Wightman Petrie,713 South Scott,South Bend,Indiana,for the above referred to project. Mr. Gilot
noted that the Agreement is in the amount of$53,850.00. Therefore, upon a motion made by Mr.
Littrell, seconded by Mr. Inks and carried, the Agreement was approved and executed.
APPROVAL OF AGREEMENT - RIGHT-OF-WAY ENTRY NEAR CALVERT STREET AND
ROBINSON STREET - TO INSTALL WATER LINE UNDER RIGHT-OF-WAY - NORFOLK
SOUTHERN RAILWAY COMPANY
Mr. Inks stated that the Board is in receipt of an Agreement between the City of South Bend and
Norfolk and Southern Railway Company, Three Commercial Place, Norfolk, Virginia, for the
installation of a twelve (12) inch ductile iron water pipe encased in a 24 inch steel pipe under the
right-of-way of the railroad tracks near Calvert Street and Robinson Street. This pipe will carry
water to a new Indiana University development site. Therefore,upon a motion made by Mr. Littrell,
seconded by Mr. Inks and carried, the Agreement was approved and executed.
APPROVE CONSTRUCTION CONTRACT - FIBER OPTICS EXTENSION - METRO NET -
TRANS TECH ELECTRIC - PROJECT NO. 103-032E
Mr. Inks advised that in accordance with the bid awarded on February 9, 2004, to Trans Tech
Electric, Post Office Box 3915, South Bend, Indiana, in the amount of$37,987.50 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,Performance Bond and Labor and Materials Payment Bond as
submitted were filed.
WITHDRAW REQUEST FOR ACCESS PERMIT
Upon a motion made by Mr.Inks,seconded by Mr. Littrell and carried, an Access Permit to perform
soil borings at 315 West Jefferson, South Bend, Indiana,was withdrawn. It was noted that Roberts
Environmental, the requesting party, did not wish to provide a report of the soil boring, which is a
requirement for said Permit.
APPROVAL OF AUTHORIZATION FOR ENTRY - 3605 WEST SAMPLE STREET
Mr. Inks stated an Authorization for Entry Upon Public Right of Way has been submitted to the
Board for approval,from Handex Group,4310 Technology Drive, South Bend,Indiana,to perform
a soil boring and install a monitoring well ast 3605 West Sample Street_ Upon a motion made by
Mr. Inks, seconded by Mr. Littrell and carried, the Authorization for Entry was approved.
APPROVAL OF LICENSE APPLICATION FOR MASSAGE ESTABLISHMENT RENEWAL -
HAIRCRAFTERS
Mr.Inks stated that the Board is in receipt of favorable recommendations from Ronald and Elizabeth
DeWinter, Haircrafters, 602 Lincolnway East, South Bend, Indiana for a License Application for a
Massage Establishment. It was noted that favorable recommendations were received from the Fire
Department, Police Department, Building Department and the City Attorney's Office. Upon a
motion made by Mr. Littrell, seconded by Mr. Inks and carried, the License Application was
approved.
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Removal - Handicapped 510 North Notre Dame Signs no longer needed.
Accessible Parking Space
Signs
Removal - Handicapped Notre Dame Avenue, South Nursing home no longer
Accessible Parking Space of Michigan there. Signs not needed.
Signs
Removal - No Parking Signs Madison Street, East of Notre Businesses no longer there.
Dame Avenue Signs not needed.
FILING OF CERTIFICATES OF INSURANCE
Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the following Certificates
of Insurance were accepted for filing:
BSR Roofmasters
Centex Rodgers, Inc.
CenturyTel Inc.
D&J Plumbing, Heating and A/C
J&K Service, Inc.
James E. Childs &Associates
Laidig Concrete, Inc.
MCI WorldCom Communications, Inc.
Phend & Brown, Inc.
Rieth Riley Construction
South Bend Enruv Association, Inc.
Synagro Midwest, Inc.
Thieneman Construction Inc.
Trans Tech Electric, L.P.
Troeger Metal Works, LLC
Weaver Boos Consultants, Inc.
APPROVE AND/OR RELEASE CONTRACTOR AND EXCAVATION BONDS
Mr. Anthony Molnar, Engineer, Division of Engineering, recommended that the following
Contractors and Excavation Bonds be approved and/or released as follows:
CONTRACTOR BOND
Michael Miller Released February 23, 2004
EXCAVATION BONDS
Laidig Concrete, Inc. Approved Effective February 12, 2004,
Pursuant to Resolution No. 100-2000
McIntyre Jones Construction Released February 23, 2004
Mr. Littrell made a motion that the recommendation be accepted and that the Bonds be approved
and/or released as outlined above. Mr. Inks seconded the motion which carried.
APPROVE CLAIMS
Mr. Inks stated that the following claims were submitted to the Board for approval:
Name Amount of Claim Date
City of South Bend $2,027,581.24 February 16, 2004
City of South Bend $2,500,189.92 February 9, 2004
St. Joseph County Housing $4,400.00 January 29, 2004
Consortium
St. Joseph County Housing $382.87 January 28, 2004
Consortium
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