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Home My WebLink About08/27/13 Board of Public Works MinutesAGENDA REVIEW SESSION AUGUST 22, 2013 251 April of 2006, Mr. Bognar stated the Project Completion Affidavit was approved. The City removed all the lights but didn't defer to what was happening with the lights. The lighting was rotated from one corner to another, but never completed. Mr. Bognar state his view is that nobody looked at this lighting after the project was complete. He added lighting is needed at this intersection. Mr. Bognar stated there are more City vehicles that go down this route, including school buses, emergency vehicles, and trash trucks, and something needs to be done. Mr. Bognar stated that during all these years of discussions, reasons for not doing it have varied from funds, to lack of power source, to need. He added there are very close quarters at this intersection. Mr. Relos stated as a nearby resident, his concern is mostly with the southeast corner sidewalk. Mr. Bognar stated they moved the northeast corner lighting and never replaced it. It's a major intersection with museums and neighborhood centers. He stated Mr. John Voorde, City Clerk, recommended he come to the Board to see if it could be resolved without going to the Common Council. Mr. Bognar added that both neighbors have no issues with cobra lighting being installed, and clearly there is a power source. He asked if the Board can resolve this issue. Mr. Relos questioned if he could be specific; is he asking about the entire intersection? Mr. Bognar stated the northwest and southeast corners need lighting at the intersection. Mr. Paul South, Director of Streets, stated there is a cobra light at that location, but it's not lit because a gentleman down the street does not like the light coming in his window. He noted there are street lights at the intersection mounted on traffic lights. He added they can turn on the northeast light but he is not sure the power source is strong enough to power the needed amps. Mr. Bognar stated they would have to test the power. The Board members requested the Street Department light the light. Mr. Gilot stated there is a cobra light there, it should be turned on. Mr. Bognar added that when the contract was signed off, everyone focused on the antique lights and nobody checked the cobra lights. He noted all of the overhead lights were removed by AEP, and the neighbors were told new poles were put up for cobra lights. Ms. Greene stated at the very least we need to turn on the light that is there. Mr. Neal agreed but noted Mr. Bognar has also identified two other locations. Mr. Bognar requested somebody get back to him and provided his phone number. 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. Upon a motion by Mr. Mecham, seconded by Mr. Relos and carried, the meeting adjourned at 12:10 p.m. BOARD OF PUBLIC WORKS 17 zq��17� c Gary A. Gilot, President ,I � * /,, eel � Michael C. Mecham, Member Mark W. Neal, Membex Li, da M. Martin, Clerk REGULAR MEETING AUGUST 27 2013 The regular meeting of the Board of Public Works was convened at 9:40 a.m. on Tuesday, August 27, 2013, by Board President Gary A. Gilot, with Board Members David P. Relos, Kathryn E. Roos, Michael C. Mccham and Mark W. Neal present. Also present was Board Attorney Cheryl Greene. Jennifer L. Corle, Engineering, presented the Agenda on behalf of the Clerk. ADDITION TO THE AGENDA: Mr. Gilot stated there was an addition to the Agenda: a traffic control request regarding Notre Dame parking on game days. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Gilot, seconded by Mr. Mecham and carried, the minutes of the Agenda Review on August 8, 2013, the Regular Meeting on August 13, 2013 and the Claims Review on August 20, 2013, were approved. REGULAR MEETING AUGUST 27 2013 252 OPENING OF QUOTATIONS _ = EAST RACE DOCK „EXTENSION EROSION REPAIR --- PROJECT NO. 113-019B„(SEWER REHAB) 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: LANDMARK LANDSCAPING 10882 McKinley Highway Osceola, Indiana 46561 Quotation was submitted by Mr. Steve Solliday 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: $13,587.00 FUERBRINGER LANDSCAPING &_D_ESIGN, INC. 22530 Brick Road South Bend, Indiana 46628 Quotation was submitted by Mr. Dan Fuerbringer 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: $39,900.00 It was noted that Fuerbringer Landscaping & Design, Inc., did not submit their Acknowledgement of Addendum and their quote was deemed unresponsive. Upon a motion made by Ms. Roos, seconded by Mr. Mecham and carried, the above Quotations were referred to Engineering for review and recommendation. AWARD BID — TWO (2) 2014 OR NEWER 22-CUBIC YARD DUAL ARM SIDE LOADING REFUSE TRUCKS (2013 SOLID WASTE CAPITAL PRINCIPAL AND INTEREST) ...,.,.....----- . Mr. Matt Chlebowski, Central Services, advised the Board that on July 23, 2013, bids were received and opened for the above referenced vehicles. After reviewing those bids, Mr. Chlebowski recommended that the Board award the contract to the lowest responsive and responsible bidder Best Equipment Company, Inc., 5550 Poindexter Drive, Indianapolis, Indiana 46235, in the amount as follows: Description Qty Unit Price Total 2014 Freightliner SDI 14 with Labrie Dual Arm Helping Hand 2 $312,349.00 $624,698.00 Truck Scales 2 Included CNG 2 $41,459.00 $82,918,00 New Units Complete 2 $707,616.00 Trade -Ins 3 $52,000.00 ($156,000.00) Purchase Price 2 Units Complete $551,616.00 Therefore, Mr. Relos made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Mecham seconded the motion, which carried. AWARD QUOTATION AND APPROVE CONTRACT __ CURB AND SIDEWALK CONSTRUCTION (2013 CURB AND SIDEWALK.,PROGRAM)_—_ PROJECT NO. 113-01D (MVH — CURB AND SIDEWALK) Mr. Paul South, Streets, advised the Board that on August 13, 2013, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. South recommended that the Board award the contract to the lowest responsive and responsible bidder Walsh & Kelly, Inc., 24358 SR 23, South Bend, Indiana 46614, in unit price amounts. Therefore, Mr. Relos made a motion that the recommendation be accepted and the quotation be awarded and the contract approved as outlined above. Mr. Mecham seconded the motion, which carried. AGENDA REVIEW SESSION AUGUST 22 2013 249 The Agenda Review Session of the Board of Public Works was convened at 10:38 a.m. on Thursday, August 22, 2013, by Board President Gary A. Gilot, with Board Members David P. Relos, Michael C. Mecham and Mark W. Neal present. Board Member Kathryn E. Roos was absent. 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. ADDITIONS TO THE AGENDA Mr. Gilot noted an addition to the agenda of a Professional Services Agreement with DLZ. He stated a Request to Reject Proposals for the Century Center Freight Elevator Replacement was being added to this morning's agenda, to replace Item No. 5, Award Proposal, of the Regular Meeting, AWARD QUOTATION — CURB AND SIDEWALK CONSTRUCTION (2013,CURB AND SIDEWALK PROGRAM) —PROJECT NO. 113-01E MVH Mr. Paul South, Street Department, advised the Board that on August 20, 2013, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. South recommended that the Board award the contract to the lowest responsive and responsible bidder, Walsh & Kelly, Inc., 24358 SR 23, South Bend, Indiana 46614, in unit price amounts submitted. Mr. Neal made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Mr. Mecham seconded the motion, which carried. APPROVAL OF PERMITS/LICENSES The following nrocession was nrf-.cgnt(-d fnr nnnrnvnl- Applicant Description Date/Time Location Motion Carried YMCA of Procession — 3 August 25, 2013; On Route as Mecham/Relos Michiana, Inc. for 3 Triathlon 7:00 a.m. to 12:00 Submitted Mr. Neal p.m. Recused Himself as a Member of the YMCA Board REJECT PROPOSALS --- CENTURY CENTER FREIGHT ELEVATOR REPLACEMENT — PROJECT NO. 113-032 CENTURY CENTER Attorney Cheryl Greene stated proposals were requested on an emergency basis for a freight elevator that needs repair quickly due to safety issues and impaired functioning of Century Center. She stated she met this morning with the review committee to review what was tendered as proposals. The envelopes were opened by the Clerk of the Board, but not reviewed. When she was told this was an emergency project, Ms. Greene instructed the review team to not look at the proposals and return them to the contractors and proceed under the Special Purchase process. Ms. Greene requested the Clerk include a signed affidavit confirming that the proposals were not reviewed. She also requested the Board reject both proposals received at this morning's review committee meeting. Therefore, Item No. 5 on the Agenda of August 27, 2013 was moved to today's meeting and changed from a Request to Award a Proposal, to a Request to Reject Proposals. Upon a motion made by Mr. Neal, seconded by Mr. Mecham and carried, the above request to reject all proposals and return to the contractors with an affidavit from the Clerk confirming they were not reviewed, was approved. - Proposal — Shot Spotter SST, Inc. Police Chief Ronald Teachman addressed the Board. He stated that he and the Mayor take gun violence seriously, and held their third anti -violence meeting last night. He noted it is important to know the scope of the problem and the City currently relies on calls from the public of gunshots fired for that information, but records show that only 20% of gunshots are actually called in. Chief Teachman stated this technology will tell where and when shots are fired in real time. He added this will help save lives, increase officer's safety, help with locating witnesses, help with the prosecution of crimes, and the crime data will give the Police Department predictability. Mr. Greg Rowland, ShotSpotter, Inc., stated they are the sole manufacturer of this technology provided all over the country now. Mr. Eric Horvath, Public Works, asked if the technology can distinguish between fireworks and gunshots. Mr. Rowland stated that's an important feature they spend a lot of energy on. He noted there are some fireworks that the technology has difficulty distinguishing the difference. Mr. Relos asked if the technology can tell AGENDA REVIEW SESSION AUGUST 22.2013 250 what caliber of gun is fired. Mr. Rowland stated it can tell power, but not specific brands. He added that there are cases where the FBI can identify the caliber, but it's expensive technology. Mr. Rowland stated the Chief is already familiar with the technology, which is a bonus, and they provide heavy training of anyone using the technology as part of their contract. Mr. Horvath asked if the data is retained for a certain length of time. Mr. Rowland stated they have two years with optional longer term back-up data. Chief Teachman noted they supply technology for a certain square foot area that is data determined as the high incident area. He noted they will put the technology in the area of highest concentration of gunshots. Chief Teachman added they will be incorporating the latest data into previous data to determine placement. Ms. Greene stated there is some question if that placement location can be considered non-disclosable per public records request. Mr. Rowland explained their Project Manager will look at the area and work with the City on placement of the sensors. He noted trees can affect the transmission and they will move the sensor if that becomes an issue. Chief Teachman stated ShotSpotters is used to working with big cities with high rise buildings including San Francisco. Mr. Rowland noted that when a gunshot goes off, it sends a message within 45 seconds that will indicate the level of weapon, exact location, and as much information as possible for the officer's assistance and will provide for a record of the crime. Chief Teachman noted that having been familiar with the technology for years he is pleased that some of the problems with technology of false/positives has been resolved. - CDBG contracts Ms. Lory Timmer, Community Investment, stated the City still does not have the funding from HUD for these contracts, but they hope to have it as early as tomorrow. If not, she added, they will need to be approved subject to the funding from HUD. She noted all of the contracts are a continuation of previous year's programs. - Award Bid --- Two (2) 2014 or Newer 22 Cubic Yard dual Arm side -Loading Refuse Trucks Mr. Jeff Hudak, Central Services, stated one bidder submitted two bids, and neither met the specifications which required a dual arm unit. He noted the Agenda had the incorrect equipment being awarded, it should state a freightliner. Mr. Hudak noted this equipment will allow Solid Waste to reduce their operations by one route and reduce staff from three (3) people per truck to two (2). - Professional Services Agreement — ME Design Services Mr. Jacob Klosinski, Environmental Services, stated this HVAC system is located at the Environmental Services Administration building. Mr. Neal asked if ME Design is providing the replacement system. Mr. Klosinski stated no, they are just doing the design. Mr. Gilot questioned if they looked at green solutions. Mr. Klosinski stated they did, but based on the cost, they found it's better to go with conventional new installation. - Acceptance of Works Orders -- Century Center Attorney Cheryl Greene asked Attorney Ann Carol -Nash if she is going through the Common Council on the Energy Savings Performance Contract for the Century Center. Ms. Carol -Nash stated she is; this process is just to act as a conduit. Ms. Greene added there are specific resolutions that should be prepared for an energy performance contract also. Ms. Carol -Nash stated a Committee was just appointed yesterday at Century Center. Mr. Horvath, Public Works, noted this is just a qualifications selection. Ms. Greene stated there are some things that need to get cleaned up in the bid. She noted they are allowed to ask for some specific requirements, but in general items, they can't be specific as to brand. Mr. Gilot encouraged Ms. Carol -Nash to change the measurement clause in the contract. He noted the previous contract language used contained a lot of assumed numbers that could have been measured and verified. Mr. Neal remarked that the bulk of the contracting is infrastructure to bring the facility up to code. - Resolution No. 49-2013 --- Related to Acquisition of a Temporary Interest in Property in the City of South Bend Attorney Larry Meteiver stated this resolution is to start the process for administration condemnation for temporary use of right-of-way. He stated the land is basically "no man's land", never platted, and never dedicated as right-of-way. The intent is for a sidewalk to be installed on Fellows. Mr. Meteiver noted there was no golf course at the time this area was plotted. PRIVILEGE OF THE FLOOR Mr. Jim Bognar, a local resident, stated he was here to discuss an old issue involving the Washington Street and Chapin Street intersection traffic lighting. He noted that prior to the development of that area, Chapin Street dead -ended, and there was lighting on both corners. When the inter -belt was designed, the lighting was to be removed and given to the city. He noted on the southeast section there are two private drives that come out in a slightly skewed design. In REGULAR MEETING AUGUST 27, 2013 253 AWARD QUOTATION AND APPROVE CONTRACT - BOND _ S AVENUE LANDSCAPE RESTORATION — PROJECT NO. 113-021 (2011 SEWER BOND Mr. Jack Dillon, Public Works LTCP Coordinator, advised the Board that on August 13, 2013, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Dillon recommended that the Board award the contract to the lowest responsive and responsible bidder Landmark Landscaping, 10882 McKinley Highway, Osceola, Indiana 46561, in the amount of $14,521.00, Therefore, Ms. Roos made a motion that the recommendation be accepted and the quotation be awarded and the contract approved as outlined above. Mr. Mecham seconded the motion, which carried. AWARD QUOTATION AND APPROVE „CONTRACT — NORTH STATION ROOF REPAIR (EAST SLOPED) --- PROJECT NO. 1_.13-014 (WATER WORKS MAINTENANCE) Mr, John Wiltrout, Water Works, advised the Board that on August 19, 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 KRC Roofing & Sheet Metal, Inc., in the amount of $4,385.00. Therefore, Ms. Roos made a motion that the recommendation be accepted and the Quotation be awarded and the contract approved as outlined above, Mr. Mecham seconded the motion, which carried, APPROVE BID AWARD EXTENSION - TWO (2) CUSTOM, _TOP MOUNT PUMPERS -- FIRE DEPARTMENT (2012 FIRE DEPARTMENT CAPITAL) Mr. Todd Skwarcan, Fire Department, advised the Board that on September 25, 2012, the above referenced bid was awarded to the lowest responsible, responsive bidder, Rosenbauer South Dakota, 502 South Richland, Freeburg, Illinois 62243. Rosenbauer has agreed to extend the unit prices to include two (2) additional units in the amount of $420,391.00 each for a total of $840,782.00. Mr. Skwarcan recommended that the Board approve the bid award extension in the amount of $840,782,00. Mr. Gilot noted the second paragraph of the extension letter provided by Rosenbauer included language extending the contract into 2014, to allow the purchase of additional apparatus during this period with an additional price increase of 2% to the original contract amount. Mr. Gilot stated this paragraph should be struck by the Board and the extension be approved subject to those terms being eliminated. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid award extension be approved as outlined above subject to the second paragraph being struck. Mr. Mecham seconded the motion, which carried, APPROVE CHANGE ORDER NO, 1„_(FINAL, AND PROJECT COMPLETION AFFIDAVIT — RUSHTON REHABILITATION — SITEWORK --- PROJECT NO. 112-037C WWCDA TIF Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of Ritschard Bros., Inc., 1204 West Sample Street, South Bend, Indiana 46619 indicating the contract amount be decreased by $3,080.18 for a modified contract sum, including this Change Order, of $125,701.82. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $125,701.82. Upon a motion made by Ms. Roos, seconded by Mr. Mecham and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF ONE 1 OR MORE 2013 OR NEWER ASPHALT HOT BOX _ 2014. STREET DEPARTMENT CAPITAL) In a memorandum to the Board, Mr. Jeff Hudak, Central Services, requested permission to advertise for the receipt of bids for the above referenced equipment Therefore, upon a motion made by Ms. Roos upon a motion made by Mr. Neal, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — REMOVAL AND DISPOSAL OF PCB -CONTAMINATED EQUIPMENT — PROJECT NO. 113-026 READVERTISE AEDA TIF In a memorandum to the Board, Mr. John Engstrom, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Ms. Roos seconded by Mr. Neal, and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — CENTURY CENTER — PURCHASING EQUIPMENT. SMALLWARES AND ITEMS FOR CATERING SERVICE (CENTURY CENTER_ CAPITAL) In a memorandum to the Board, Ms. Ann Carol -Nash, Legal, requested permission to advertise for the receipt of bids for the above referenced equipment. Therefore, upon a motion made by Mr. Mecham seconded by Mr. Neal, and carried, the above request was approved. REGULAR MEETING AUGUST 27 2013 254 APPROVAL OF REQUEST TO ADVERTISE „FOR THE RECEIPT OF QUALIFICATIONS --- CENTURY CENTER ENERGY SAVINGS PERFORMANCE CONTRACT In a memorandum to the Board, Mr. Jonathan Burke, Energy Office, requested permission to advertise for the receipt of qualifications for the above referenced service. Therefore, upon a motion made by Ms. Roos seconded by Mr. Mecham and carried, the above request was approved. ADOPT RESOLUTION NO. 49-2013 — A RESOLUTION OF THE CITY OF SOUTH BEND BOARD OF PUBLIC WORKS RELATED TO ACQUISITION OF A TEMPORARY INTEREST IN PROPERTY IN THE CITY OF SOUTH BEND INDIANA Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 49-2013 A RESOLUTION OF THE CITY OF SOUTH BEND BOARD OF PUBLIC WORKS RELATED TO ACQUISITION OF A TEMPORARY INTEREST IN PROPERTY IN THE CITY OF SOUTH BEND, INDIANA (Fellows Street Corridor Improvement Project) WHEREAS, the City of South Bend, Indiana (the "City") is a municipality for purposes of Indiana Code §32-24-2-2; and WHEREAS, the City has determined that it is necessary to construct the Fellows Street Corridor Improvement Project located along Fellows Street in the City of South Bend, Indiana (the "Project") which Project will serve a public purpose, be of benefit to the health or general welfare of the City, and be in the best interest of the citizens of the City; and WHEREAS, pursuant to Indiana Code §36-9-6-3 and Indiana Code §32-24-2-4, the City of South Bend, Indiana, Board of Public Works (the "Board") is the entity vested with the authority and power to acquire property for the use of the City or to open, change, lay out or vacate a street in the City, and to construct the Project; and WHEREAS, in order to properly complete the Project it is necessary to acquire and the City wants to acquire temporary right-of-way in a portion of certain land located on the east side of Fellows Street, South Bend, Indiana as more particularly described and depicted on "Exhibit A" (the "Property"), said exhibit being attached hereto and incorporated herein; and WHEREAS, the Property is owned by unknown persons; and WHEREAS, the Property will be used temporarily by the City for grading to lay out and construct the Project. NOW, THEREFORE, BE IT RESOLVED, by the City of South Bend, Indiana, Board of Public Works, as follows: L The Board hereby finds that the Project and the acquiring of a temporary interest in the Property will serve the public purpose of laying out and constructing a public right of way, 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 it is necessary for the City to acquire a temporary interest in the Property for the use of the municipality in order to complete the Project. 2. The staff of the City is authorized and directed to cause a notice of this Resolution to be published in two (2) newspapers of general circulation published in the City once each week for two (2) consecutive weeks, on August 30, 2013 and September 6, 2013, setting this Resolution for further consideration on September 10, 2013, at 9:30 a.m. in Room 1308, County- REGULAR MEETING AUGUST 27 2013 255 City Building, 227 West Jefferson Boulevard, South Bend, Indiana, at which time and place the Board will receive or hear remonstrances from persons interested in or affected by this Resolution, consider those remonstrances, if any, and take final action confirming, modifying or rescinding this Resolution. ADOPTED at a meeting of the City of South Bend, Indiana, Board of Public Works held on August 27, 2013, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ David P. Relos s/ Kathryn E. Roos sl Michael C. Mecham s/ Mark W. Neal ATTEST: s/Jennifer Corle, Secretary APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for annroval : Type Business Description Amount/ Motion/ Funding Second Agreement Waste Street Sweeping Debris $16.00/Ton; Mr. Management Disposal — Non -Hazardous NTE Mecharn/Mr. of Indiana, Contaminated Waste $90,000.00 Neal LLC (Sewers) Agreement Indiana Interconnection and Parallel N/A Ms. Roos/Mr. Michigan Agreement for the Operation Mecham Power of the Hydro Turbine at the Company East Race 2013 YWCA Emergency Shelter $68,254.00 Ms. Roos/Mr. Emergency Operations and Rapid (ESG) Relos — Solutions Rehousing Program — Utilities Subject to Grant and Maintenance Costs at Final HUD Program YWCA Facility; Rehousing Approval Contract Activities for Residents of Facility Contract Ms. Roos/Mr. South Bend Staff and overhead costs for Relos — Heritage administering CDBG $g5,000.00 Subject to Foundation programs (CDBG) Final HUD Approval Contract Ms, Roos/Mr. Construct bathroom in $23,845.00 Relos — YWCA YWCA's basement shelter Subject to area (CDBG) Final HUD Approval Contract Ms. Roos/Mr. Community Down Payment / closing cost Relos — Homebuyers assistance for low -mod $200,000.00 Subject to Corp income homebuyers (CDBG) Final HUD Approval Contract Center for the 2013 Emergency Solutions $30,000.00 Ms. Roos/Mr. Homeless Grant Contract Relos — Subject to Final HUD Approval Contract Near Costs for housing and $40,000.00 Ms. Roos/Mr. REGULAR MEETING AUGUST 27, 2013 256 Northwest community programs (CDBG) Relos — Neighborhood Subject to Final HUD Approval Contract Ms. Roos/Mr. Near Acquisition / rehab / resale of $314, Relos — Northwest house to low -mod income (CDBG) BG) Subject to Neighborhood buyer Final HUD Approval Contract Ms. Roos/Mr. Near Staff and overhead costs for $75,000.00 Relos — Northwest administering CDBG (CDBG) Subject to Neighborhood programs Final HUD Approval Contract Ms. Roos/Mr. Center for the Upgrade fire suppression $50,000.00 Relos — Homeless system and general plumbing (CDBG) Subject to in CFH's residential facility Final HUD Approval Contract Ms. Roos/Mr. Life Treatment Utility costs at Life Treatment $21,863.00 Relos Subject — Centers Center's residential facility (CDBG) Final HUD Approval Agreement Correct Tariff for 401 North Mr. Relos/Mr. NIPSCO Bendix Drive to Commercial N/A Mecham from Residential — No Funding Required Addendum Bowen Street Sidewalk — SSDA TIF Mr. ReloslMr, to the Redevelopme Project No. 113-035 Mecham Master Tit Agency Commission Agreement Professional apes, Riverside Drive Landscape $6,200.00 Mr. Relos/Mr. Inc. nc. nc' Restoration �- Project No. 113- (2011 Sewer Mecham Contract 036 Bond) Professional Wastewater Treatment Plant $11,400.00 Ms. Roos/Mr. Services Design Administration Building (Environment Mecham Agreement Ser Services HVAC Upgrade — Project No. al Services — 113-037 Wastewater, Engineering) Contract Vacant and Abandoned $317,887.00 Ms. Roos/Mr. Code Building Demolition Program (CDBG) Relos — Enforcement Subject to Final HUD Approval Proposal Real -Time Location of $300,000.00; Mr. Relos/Mr. Gunfire — Passes Incident Two Years Mecham ShotSpotter Data to 911 Dispatchers (General Fund SST, Inc. Enabling Faster and More — Other Accurate Incident Preparation Professional and Response Services) Professional Increase Critical Incident 20 Hours Ms. Roos/Mr. Services Stress Management Response Critical Mecham Addendum and Add Onsite consultation, Incident Mediation and Conflict Stress New Avenues Resolution to Employee Management Assistance Program including Mileage for Additional Discounted Fee of $2,500; REGULAR MEETING AUGUST 27 2013 257 $130/Hour Charge for More than 20 Hours; $200/Hour plus Mileage for Each Additional Responder; $100/Hour for Onsite Response (Employee Benefits) Acceptance Century Purchasing Equipment, (Century Ms. Roos/Mr. of Work Cuter Smallwares and Items for Center Mecham Orders Catering Service Capital) p ) Acceptance Century Century Center Freight (Century Ms. Roos/Mr. of Work Center Elevator Replacement — Center) Mecham Orders Project No. 113-032 Acceptance Century Century Center Energy Ms. Roos/Mr. of Work Center Savings Performance Contract Mecham Orders Professional Right -of -Way Engineering, $34,280.00 Ms. Roos/Mr, Services DLZ Indiana Staking, and Acquisition (SSDA TIF) Mecham Agreement LLC Services for Bowen Street Sidewalk Project— Project No. 1 I 3-035 APPROVAL OF PERMITSILICENSES The following street closures and nrocesfiion-, were nrPeantPd fnr nnnrnifal- Applicant Description Date/Time Location Motion Carried Kristin Darden Block Party — September 15, East LaSalle Ave. from Ms. Residential — 2013; 2.00 p.m. Twyckenham Drive to Roos/Mr. East LaSalle to 8:00 p.m. Ester Street Mecham Annual Block Party Melissa Green Block Party — September 1, Hawthorne Drive from Ms. Residential _ 2013; 3:00 p.m. Wilson Avenue to Roos/Mr. Christmann to 8:00 P.M. Washington Street Mecham Place Block Party Thomas Keller Block Party — September 8, East Wayne Street from Ms. Residential — 2013; 3:00 p.m. Eddy Street to Sunnyside Roos/Mr. Wayne Street to 7:00 p.m. Avenue Mecham Block Party IUSB Civil Processions — September 8, On Route as Submitted Mr, Rights Heritage Birmingham 2013; 3:00 p.m. Relos/Ms. Center Memorial to 3:45 p.m. Roos Procession Pentecostal Processions — September 7, On Route as Submitted Ms. Cathedral Fine Arts 2013; 9:00 a.m. Roos/Mr. Scholarship to 11:30 a.m. Mecham Walk-A-Thon Comments: Must Stay on Sidewalks South Bend Processions — September 14, On Route as Submitted Ms. Council 5001, Parade 2013; 12:00 Roos/Mr. Inc., WSBL-LP p.m. to 3:00 Mecham 93.5 FM Radio P.M. REGULAR MEETING AUGUST 27, 2013 258 APPROVAL OF REVOCABLE PERMIT FOR ENCROACHMENT — US SIGNCRAFTERS FOR LASALLE GRILLE --- 115 WEST COLFAX AVENUE Mr. Gilot stated a Revocable Permit has been received from. US Signcrafters on behalf of LaSalle Grille for the purpose of installing a projecting sign at 115 West Colfax Avenue. The encroachment shall remain in the right of way until the time as the Board of Public Works of the City of South Bend shall determine that such encroachment is in any way impairing or interfering with the highway or with the free and same flow of traffic. Upon a motion made by Ms. Roos seconded by Mr. Mecham and carried, the Revocable Permit was approved. APPROVE TRAFFIC CONTROL DEVICE Upon a motion made by Ms. Roos, seconded by Mr. Mecham and carried, the following traffic control device'was approved: NEW INSTALLATION: Four -Way Stop Signs and Removal of Traffic Signals LOCATION: Ardmore Trail and Sheridan Street Intersection COMMENT: Traffic Signal is not warranted due to a reduction in traffic based upon change of land use. TEMPORARY PARKING CHANGE: Lift No Parking Ban to Allow for Temporary Parking for Event APPLICANT: Temple Beth -El EVENT: Rosh Hashanah and Yom Kippur Holy Day Services LOCATION: Both Sides of 300 West Madison Street and 400 North Lafayette Blvd. DATES: September 4, 5, 12, and 14, 2013 COMMENTS: Favorable Recommendations TABLE TRAFFIC CONTROL DEVICE Upon a motion made by Ms. Roos, seconded by Mr. Mecham and carried, the following traffic control device was tabled: REMOVAL: No Parking Notre Dame Home Games LOCATION: Twyckenham Drive North of Corby Boulevard to South Bend Avenue COMMENTS: Signs no longer needed RATIFY APPROVAL AND/QR RELEASE CONTRACTOR AND EXCAVATION BONDS Mr. Anthony Molnar, Division of Engineering, recommended that the following Contractor and Excavation Bonds be ratified pursuant to Resolution 100-2000 and/or released as follows: Contractor Bonds 1. Alva Enterprises, LLC — For Release Effective July 31, 2014 2. Anthony Winkel — Approved August 13, 2013 3. Rafeal Mejia DBA M&M Construction— Approved August 19, 2013 Excavation Bonds 1. Rodney Rouch d/b/a The Concrete Guy — Approved August 13, 2013 2. Aeon, LLC — Approved August 13, 2013 Ms. Roos made a motion that the Bonds approval and/or release as outlined above be ratified. Mr. Mecham seconded the motion, which carried. APPROVE CLAIMS Mr. Neal stated that a request to pay the following claims in the amounts indicated has been received by the Board; each claim is fully supported by an invoice; the person receiving the goods or services has approved the claims; and the claims have been filed with the City Fiscal Officer and certified for accuracy. Name Amount of Claim Date St. Joseph County Housing Consortium $2,301.42 8/9/13 REGULAR MEETING AUGUST 27 2013 259 Name Amount of Claim Date St. Joseph County Housing Consortium $9,410.22 8/9/13 City of South Bend $624,624.33 8/14/13 City of South Bend $2,889,755.57 8/27/13 Therefore, Mr. Neal made a motion that after review of the expenditures, the claims be approved as submitted. Mr. Mecham seconded the motion, which carried. PRIVILEGE OF THE FLOOR Mr. Cecil Eastman, Administration and Finance, asked if there is a list of properties affected by the Contract with Code Enforcement for the demolition of Vacant and abandoned houses. Ms. Roos stated they use certain census tracks and have to operate the program by Federal standards. Ms. Greene, Legal, stated she is currently working for the Park Board on creating a policy prohibiting videotaping at City -owned facilities. There has been an instance of videotaping at a Park event, which was uploaded to You Tube which contained foul language that offended some people. Ms. Greene also stated that the Park Board is working on a comprehensive review of their licensing for the use of parks for resident events. There is concern about the park facilities being used for spontaneous events or for larger -than -anticipated events. Further, there is concern about the use of alcohol and lack of licensing for the participants and the lack of security at these events involving alcohol. This review will involve the Board of Public Works, as well. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Gilot seconded by Mr. Mecham and carried, the meeting adjourned at 10:30 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President *Miel Mecham, Member ark Neal, Member Lirtda M. Martin, Clerk CLAIMS REVIEW MEETING SEPTEMBER 3, 2013 260 A Claims Review Meeting of the Board of Public Works was convened at 8:35 a.m. on Tuesday, September 3, 2013, by Board President Gary A. Gilot with Board Members Michael Mecham and David Relos present. Board members Kathryn Roos and Mark Neal were absent. APPROVE CLAIMS Mr. Relos 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. Relos stated the following claims were submitted to the board for annroval: Name Amount of Claim Date City of South Bend $1,178,541.41 08/30/2013 City of South Bend $3,388,267.31 08/30/2013 City of South Bend $3,476.00 08/30/2013 City of South Bend $3,229,037.16 08/26/2013 and 08/29/2013 City of South Bend $1,367,919.29 09/03/2013 therefore, Mr. Mecham made a motion that after review of the expenditures, the claims be approved as submitted. Mr. Relos seconded the motion, which carried. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Mecham, seconded by Mr. Relos and carried, the meeting adjourned at 8:39 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President David P. elos, Member A�— Athryn E oos, Member Michael C. Mecham, Member Mark �WN�eal,ember ATTEST: Lima , . Martin, Clerk