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HomeMy WebLinkAbout09/10/13 Board of Public Works MinutesAGENDA REVIEW SESSION SEPTEMBER 5 2013 261 The Agenda Review Session of the Board of Public Works was convened at 10:34 a.m. on Thursday, September 5, 2013, by Board President Gary A. Gilot, with Board Members David P. Relos, and Michael C. Mecham present. Board Member Kathryn E. Roos joined the meeting at 10:40 a.m. and Board Member Mark W. Neal joined the meeting at 10.38 a.m. Also present was Attorney Cheryl Greene. Board of Public Works Clerk, Linda M. Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of a request for a residential block party on Washington Street. Board members discussed the following item(s) from the Agenda. - Contracts --- Dismas House and Department of Community Investment Ms. Lory Timmer, Community Investment, stated the HUD financing has been released so these contracts do not have to be approved subject to the financing. - Professional Services Agreement — Lawson Fisher Associates Mr. Jack Dillon, Engineering, stated this is just for the pre -design of the Prairie Avenue Sewer Separation project. Mr. Eric Horvath, Public Works Director, stated he has not seen the agreement and it needs to be reviewed prior to the Board approving it. Ms. Greene noted that Lawson Fisher has a standard form of agreement that she is comfortable with the legal terms. Mr. Gilot questioned if there should be a pause between the approval of the engineering scope and the bidding to review the scope. Mr. Horvath requested the item be tabled until it's done. He stated the scope needs to be looked at first. John — 10A - Professional Services Agreement — Carl Walker Mr. John Engstrom, Engineering, stated Carl Walker determined that some concrete in the Main Street and Colfax Street Parking Garages is delaminated. He was informed that they need six (6) excavations to determine how much damage is done. He added the new total is $19,300.00, not $13,800.00 as shown on the agenda. Ms. Greene stated Carl Walker was hired previously and did a walk around; shouldn't they have noticed the damage previously. Mr. Gilot stated the walk around was about seven (7) years ago and they recommended concrete patches at that time. He noted the $13,800.00 was for all three garages. Mr. Gilot stated there were several millions spent on the garage with a promise that it would last twenty (20) years. He noted they knew there would be salt penetration; that should have been addressed in the original scope of work. Mr. Neal requested the contracts for what was done previously be circulated. - Request to Advertise — Olive Well Field Granular Activated Carbon Reconditioning Mr. Gilot asked Mr. John Wiltrout, Water Works, if he had done a cost comparison of new versus reconditioned carbon. Mr. Eric Horvath, Public Works Director, stated the difference is $125,000.00 for reconditioned versus $181,000.00 for new. Mr. Horvath questioned Mr. Wiltrout if he had done a projected lifetime cost savings value of virgin versus reactivation. Mr. Wiltrout stated he had. He stated he also spoke to several cities that did this and they are satisfied with the process. He noted there are two firms that do this process. The last time the City did a change -out was in 2007. Mr. Horvath stated he wanted to bid both processes and see how the pricing came back. He instructed Mr. Wiltrout to bid both virgin and reactivation and advertise both at the same time. He stated that reactivation should be listed as an alternate, and it shouldn't be advertised until September 20 and 27 to allow time to put the specifications together. - Request to Advertise — South Bend Fire Department Training Center Interior and Exterior Burn Props Fire Chief Stephen Cox stated initially this was looked at as a quote for a special purchase, but it was determined there is competition available and the potential for cost savings through bidding is possible. Ms. Greene confirmed that she initially looked at this as a special purchase, but found there were multiple manufacturers. She added they looked at QPA pricing and every other option, and determined this should be bid. Chief John Cortier stated there are three (3) major companies that produce these props. Mr. Gilot asked if they were putting in any critical spare parts with the bid to save money over the life cycle. Chief Cox stated they will look at that and they will define the warranty in the specifications. Chief Cortier stated he was told it will take two to three months to manufacture the props. Mr. Horvath asked what the estimated cost was. Chief Cox stated around $300,000.00. Ms. Greene noted if this is put out to bid and bids come in substantially higher than the supplier offering multiple discount they can show substantial savings and do a special purchase. She noted the bid should be done as unit pricing with a bulk total. - Change Order — 2013 Manhole Rehabilitation AGENDA REVIEW SESSION SEPTEMBER 5, 2013 262 Mr. Paul South, Director of Streets, informed the Board that this Change Order is for thirty-six (36) additional manholes found during sewer cleaning that need repair. He noted the City has an opportunity to use INDOT's State Road 23 closure to do the work. Mr. Horvath concurred, noting that half of the manholes are located on State Road 23 and the City would have to tear up the street later if they don't do it now while it's closed for construction by INDOT. Mr. Horvath added that the costs are the same unit prices as awarded previously. He requested Mr. South just verify the funding is there. Mr. Horvath noted there are a lot of good things being done in conjunction with INDOT's work. - Rescind and Re -Award Bid — Abandoned Vehicles Ms. Roos questioned whether this bidder can rescind their winning vehicle bid without penalties. Ms. Greene stated there was an attempt to create rules regarding the rescinding of bids on Abandoned Vehicles years ago, but she didn't think it was ever finalized. She explained the attempt was to ban bidders who failed to complete the process of purchasing the vehicles awarded to them from participating in future vehicle bids for a period of one year. She stated she would look into what was done in the past and try to get the policy finalized. Procession — Bike Michiana Coalition Ms. Roos questioned the comment from the Police Department requiring that participants stay on the walkway, noting bikes are not allowed on sidewalks. She asked what the route was. Ms. Martin stated their route is almost completely in the county. She added they also they have not received permission from the Park Department for the use of Pinhook Pavilion, which is one stop on their route. - Residential Block Party — Washington Street The Board discussed the addition of a request for a block party on Washington Street and the potential problems of blocking traffic on such a major thoroughfare. It was recommended that the party submitting the request use one of the side streets adjoining Washington Street instead. Mr. Mecham stated that traffic counts in this area indicated that during the business week there are approximately 3,000 vehicles using this route. He added that on the weekend it would be considerably less, as this is a direct route into the business district. Mr. Mecham noted that 3,000 vehicles is not a substantial number. No other business came before the Board. The meeting adjourned at 11:44 a.m. BOARD OF PUBLIC WORKS hk�_ 4kk Lam• Gary A. Gilot, President Michael C. Mecham, Member l David P. Relos, Member Kathryn E. Roos, Member w D Mark W. Neal, Member in a M. Martin, Cftrk REGULAR MEETING SEPTEMBER 10 2013 The Regular Meeting of the Board of Public Works was convened at 9:33 a.m. on Tuesday, September 10, 2013, by Board President Gary A. Gilot, with Board Members Kathryn Roos, Michael Mecham, and David Relos present. Board member Mark Neal was absent. Also present was Attorney Larry Meteiver. ADDITIONS TO THE AGENDA Mr. Gilot noted the addition to the agenda of a Professional Services Agreement with AECOM, and a Public Hearing on Resolution No. 51-2013. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the Minutes of the Agenda Session Meeting of August 22, 2013, the Regular Meeting of August 27, 2013, and the Claims Review Meeting of September 3, 2013 were approved. REGULAR MEETING SEPTEMBER 10 2013 263 OPENING OF BIDS — TEN OR MORE OR LESS RADIO FREQUENCY IDENTIFICATIONJRFI_ _D) ONBOARD SYSTEMS FOR WASTE AND RECYCLING VEHICLES — SOLID WASTE This was the date set for receiving and opening of sealed bids for the above referenced project. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri- County News, which were found to be sufficient. Linda Martin, Clerk of the Board, informed him there were no bids. Mr. Gilot stated the law allows for Solid Waste to go to the open market to purchase the RFID systems since no bids were received after a request for bids was advertised. RESCIND AWARD AND RE -AWARD BID — SALE OF ABANDONED VEHICLES In a letter to the Board, Ms. Kathy Eli, Code Enforcement, advised the Board that on August 13, 2013, bids were received and opened for the above referenced vehicles and awarded to the highest responsive and responsible bidders. In her letter, Ms. Eli informed the Board that one of those bidders, Halton West, was awarded a 2005 silver Chevrolet Uplander for $700.00; however they have now rescinded their bid offer. Ms. Eli is requesting the Board now award the vehicle to the next highest bidder, Terry's Auto Salvage, in the amount of $365.00. Therefore, Ms. Roos made a motion that the recommendation be accepted and the bid award be rescinded to Halton West and awarded to Terry's Auto Salvage as outlined above. Mr. Relos seconded the motion, which carried. Mr. Gilot asked Mr. Meteiver if Legal would consider a policy on the consequences of rescinding a bid in these circumstances, suggesting a restriction for a length of time on which the bidder can bid on future vehicles. He noted this has happened before. AWARD QUOTATION AND APPROVE CONTRACT — EAST BANK STORM OUTFA.LL EROSION REPAIR —PROJECT NO, 113-019B 2011 SEWER BOND Mr. Patrick Henthorn, Engineering, advised the Board that on August 27, 2013, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Henthorn 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 $13,587.00. 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 CHANGE ORDER NO. 1 — STUDEBAKER PLAZA ADJACENT TO THE CITIZEN'S BANK AND TRUST — PROJECT NO. 113-007 SBDCA Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of Majority Builders, 62900 US 31 South, South Bend, Indiana 46614, indicating the contract amount be decreased by $11,384.00 for a modified contract sum, including this Change Order, in the amount of $306,711.52. Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the Change Order was approved. Mr. Gilot requested the Clerk thank Mr. Villa on behalf of the Board, noting a decrease such as this doesn't happen without him and his inspectors being on top of the project. APPROVE CHANGE ORDER NO. I — 2013 MANHOLE REHABILITATION — PROJECT NO. 112-053 SEWER CAPITAL Mr. Gilot advised that Mr. Paul South, Division of Transportation, has submitted Change Order No. I on behalf of Monoform of Indiana and Southern Michigan, P.O. Box 466, South Bend, Indiana 46624, indicating the contract amount be increased by $241,920.00 for a modified contract sum, including this Change Order, in the amount of $1,497,600.00 for the addition of thirty-six (36) emergency manhole repairs along State Road 23. Upon a motion made by Mr. Mecham, seconded by Ms. Roos and carried, the Change Order was approved. Mr. Gilot noted this increase is an attempt to save the public another disruption on this road by taking care of bad manholes while the State has the road torn up. Mr. Mecham stated the City inspected all of the manholes along this route and found deterioration. They felt it appropriate to do the work now while the State had the road torn up, rather than go back later in the year and tear the road up again. APPROVE PROJECT COMPLETION AFFIDAVIT — DEMOLITION OF RUM VILLAGE WELL HOUSE NO. 1 — PROJECT NO 113-017 (WATER WORKS) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Jackson Trucking & Excavating, 9067 West 100 N, Kewanna, Indiana 46939, for the above referenced project, indicating a final cost of $6,500.00, Upon a motion REGULAR MEETING SEPTEMBER 10, 2013 264 made by Ms. Roos, seconded by Mr. Mecham and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — IGNITION PARK PHASE IB MASS GRADING —PROJECT NO. 112-072(AEDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Selge Construction Co., Inc., 2833 South 11'h Street, Niles, Michigan 49120, for the above referenced project, indicating a final cost of $381,593.36. Upon a motion made by Ms. Roos, seconded by Mr. Mecham and carried, the Project Completion Affidavit was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — HILL STREET IMPROVEMENTS NORTHEAST NEIGHBORHOOD -- PROJECT NO. 113-024 NNDA TIF In a memorandum to the Board, John Engstrom, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Upon a motion made by Ms. Roos, seconded by Mr. Mecham and carried, the above request to advertise was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — SOUTH BEND FIRE DEPARTMENT TRAINING CENTER INTERIOR AND EXTERIOR BURN PROPS — PROJECT NO 111-017A 2013 EMS CAPITAL In a memorandum to the Board, Todd Skwarcan, Fire Department, requested permission to advertise for the receipt of bids for the above referenced equipment. Therefore, upon a motion made by Ms. Roos, seconded by Mr. Mecham and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS -- OLIVE WELL FIELD GRANULAR ACTIVATED CARBON RECONDITIONING OR REPLACEMENT — PROJECT NO. 113-040 (WATER WORKS LOSS RECOVERY FUND In a memorandum to the Board, John Wiltrout, Water Works, 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. Mecham and carried, the above request was approved. Mr. Gilot noted the ad should state reconditioning or replacement. Eric Horvath, Public Works Director, agreed noting he would like to look at both costs. He suggested the bids should be opened on October 22, 2013. APPROVE TITLE SHEET— SAGE ROAD AND POPPY ROAD LIFT STATION MODIFICATIONS — PROJECT NO. 113-039 ENVIRONMENTAL SERVICES CONTRACTUAL SERVICES) Mr. Gilot advised that the Title Sheet for the above referenced project was being presented at this time for execution. Upon a motion made by Ms. Roos, seconded by Mr. Mecham and carried, the above referenced Title Sheet was approved and signed. PUBLIC HEARING ON RESOLUTION NO. 51-2013 - CONFIRMING ACQUISITION OF A TEMPORARY INTEREST IN PROPERTY IN THE CITY OF SOUTH BEND, INDIANA — FELLOWS STREET CORRIDOR Mr. Gilot stated this is the date advertised for the Hearing of Resolution No. 51-2013, Confirming Acquisition of a Temporary Interest in Property in the City of South Bend, Indiana, the Fellows Street Corridor. Mr. Meteiver stated the Public Hearing should be to hear anybody present wanting to speak against or for the acquisition. He noted the City needs this temporary easement for grading in conjunction with a sidewalk project going on in this location. Mr. Meteiver stated there are some inconsistencies in the platting of this property and they are unable to determine ownership. He stated this is one lot between two platted lots, and the actual development of lots indicates this inconsistency was not known, but it appears it was intended to be an access into the golf course. Mr. Gilot opened the Public Hearing asking if there was anybody present wishing to speak either for or against the temporary easement. Nobody was present to speak. Mr. Gilot closed the Public Hearing. BOARD MEMBER JOINS MEETING IN PROGRESS Board member Mark Neal joined the meeting in progress at 9:43 a.m. ADOPT RESOLUTION NO. 51-2013 — CONFIRMING ACQUISITION OF A TEMPORARY INTEREST IN PROPERTY IN THE CITY OF SOUTH BEND, INDIANA — FELLOWS STREET CORRIDOR REGULAR MEETING SEPTEMBER 10 2013 265 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.51-2013 A RESOLUTION OF THE CITY OF SOUTH BEND BOARD OF PUBLIC WORKS CONFIRMING 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; 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 ABoard@) is the entity vested with the authority and power to acquire, receive, manage and care for the property of the City and to oversee the Project; and WHEREAS, on August 27, 2013, the Board approved and adopted Resolution No. 49- 2013 entitled 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)" (the "Declaratory Resolution"); and WHEREAS, the Declaratory Resolution found and determined that it is necessary to open, change and layout a public right of way (a sidewalk) located within the City, to -wit: the Fellows Street Corridor Improvement Project (the "Project"), which Project will serve a public purpose, 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 WHEREAS, the Declaratory Resolution further found that it is necessary and desirable to acquire a temporary interest in a parcel of property set forth in Exhibit A, located in South Bend, St. Joseph County, Indiana and described in said Exhibit A (collectively, the "Property") in order to complete the Project; and WHEREAS, pursuant to Indiana Code §32-24-2-6, the Board has caused a notice concerning the passage of the Declaratory Resolution to be published once each week for two consecutive weeks in a newspaper of general circulation published in South Bend, Indiana, and setting the Declaratory Resolution for further consideration on September 10, 2013, at 9:30 a.m. in Room 1308, County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana; and WHEREAS, at a public hearing held by the Board on this 10`h day of September, 2013, at 9:30 a.m., in Room 1308, County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana, the Board has further considered the necessity and desirability of acquiring the temporary interest in the Property and has heard all persons interested in the proceedings and received any written remonstrances and objections filed by persons interested in or affected by the Declaratory Resolution, and considered those remonstrances and objections, if any, and such other evidence presented; and WHEREAS, the Board deems itself duly advised for purposes of taking final action on the Declaratory Resolution and now desires to take such final action and make the necessary findings in accordance with Indiana Code §32-24-2-6. NOW, THEREFORE, BE IT RESOLVED, by the City of South Bend, Indiana, Board of Public Works, as follows: 1. The Board hereby finds that the Project and the acquiring a temporary interest in the Property 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. 2. The Board hereby finds that the acquisition of a temporary interest in the Property REGULAR MEETING SEPTEMBER 10, 2013 266 is necessary to complete the Project. 3. The Board hereby confirms the Declaratory Resolution (Resolution No. 49-2013) approved and adopted on August 27, 2013, in all respects, which, pursuant to Indiana Code §32- 24-2-6, is conclusive as to all persons. 4. The Board hereby condemns and appropriates a temporary interest in the Property for the uses and purposes of the Project. 5. The Board authorizes the Clerk of the Board of Public Safety to execute such documents as may be necessary to transfer a temporary interest in the Property (as set forth in Exhibit A) to complete the Project. 6. The Board hereby directs the staff of the Board to prepare a list of all the property owners or holders of the property, and of interests in it, sought to be acquired or to be injuriously affected by this Confirmatory Resolution and to file such list with the Board for further consideration as to the damages, if any, and the benefits, if any, resulting to such owners or holders by reason of the appropriation as by law provided. Approved and adopted at the meeting of the City of South Bend, Indiana, Board of Public Works held on September 10, 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 s/ Michael C. Mecham s/ Mark W. Neal. ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 52-2013 — DISPOSAL OF SURPLUS PROPERTY Upon a motion made by Mr. Relos, seconded by Mr. Mecham and carried, the following Resolution was adopted by the Board of Public Works RESOLUTION NO.52-2013 A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS FOR THE DISPOSAL OF SURPLUS PROPERTY 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 on January 11, 1988, Ordinance No. 7847-88 which mandates the Board of Public Works of the City of South Bend to determine 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, OFFICER DELMAR VOHS retired effective September 20, 2013, from the South Bend Police Department after twenty (20) years of service, and the Board of Public Safety of the City of South Bend has determined that he retired in good standing; and WHEREAS, 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 of South Bend that sidearm Serial No. AL50294, Model No. P229, a .40 Caliber Sig -Sauer sidearm, REGULAR MEETING SEPTEMBER 10 2013 267 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). BE IT FURTHER RESOLVED that said property be disposed of and removed from the City inventory. ADOPTED this LOTH Day of SEPTEMBER 2013. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ David P. Relos s/ Kathryn E. Roos s/ Michael C. Mecham s/ Mark W. Neal ATTEST: s/Linda M. Martin, Clerk 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 Professional Carl Walker, Parking Garage Membrane $5,500.00 TABLED Services Inc. Sealer and Joint (Parking Mecham/ Proposal Replacement — Additional Garage Fund) Roos Addendum Investigation for Main and Colfax Streets Parking Garages Memorandum Michiana Public Outreach NTE Roos/Relos of Stormwater Requirement for NPDES $10,000.00/ Understanding Partnership Permit Renewal to be sent to Year for Five IDEM — Five Years Years (Engineering Community Outreach) Memorandum Ivy Tech Public Outreach IDEM N/A Mecham/ of Community Requirement for the Five (5) Relos Understanding College Year NPDES Permit Renewal Contract Dismas Rapid Rehousing Assistance $20,000.00 RooslNeal House of — Rehabilitation/Structural (CDBG) South Bend Improvements to the Kitchen at Dismas House, Located at 521 South St. Joseph Street Contract Dismas Provide Rapid Re -Housing $22,922.00 Roos/Neal House of Services to Homeless (ESG) South Bend Residents of Dismas House, Located at 521 South St. Joseph Street Contract Department 2013 Emergency Solutions $2,000.00 Roos/Neal of Grant Program, (ESG) Community Administrative Oversight of Investment ESG Sub -Recipients Programs Addendum to Redevelop Install New Sidewalk, Curb, $40,000.00 Roos/ Master ment and Two Approaches along (AED TIF) Mecham Agency Commission the North Side of the 1000 Agreement Block of Lincoln Way East to support the Redevelopment of the old REGULAR MEETING SEPTEMBER 10, 2013 268 VFW Site into the Crooked Ewe — Project No. 113-041 Professional Lawson- Design of Prairie Avenue $688,100 TABLED Services Fisher Sewer Separation — Project (2012 Sewer Mecham/ Agreement Associates No.113-027 Bond) Roos Professional DLZ Indiana, Final Design for Eddy and $3,500.00 Mecham/ Services LLC Cedar Streets Signal for St. (Engineering Roos Agreement Joseph High School Traffic Other Control —Project No. 113- Professional 042 Services) Contract AT&T Renewal of T1 Lines from $1,760.00/ Roos/ Renewal Police Station to Various Month; Total Mecham Locations $63,360.00 for Three Years (COIT) Professional AECOM Addition of Design of Additional Mecham/ Services Charette for Downtown $56,500.00; Relos Agreement Two -Way Traffic Study; New Total Supplement $71,500,00 No. I (Major Moves) APPROVAL OF PERMITS/LICENSES T11A fnllnxznna crrPPt rinc„rPc and were nresented for annroval: Applicant Description Date/Time Location Motion Carried Church World Procession — St. September 29, On Route as Submitted — Roos/Relos Service Joseph County 2013; 12:00 Participants must Stay Crop Walk p.m. to 4:00 on Sidewalks p.m. Hospice Procession — September 15, On Alternate Route as Roos/Relos Foundation — Bike Michigna 2013; 7:00 a.m. Submitted Subject to Bike Michiana for Hospice to 5:30 p.m. Approval of Coalition use of Pinhook Park by Park Board Pam Morgan Block Party — September 14, Elm Street from Mecham/Roos and Micah Residential — 2013; 11:00 Washington Street to Caldwell Unity Block a.m. to 6:00 Colfax Avenue Party p.m. APPROVE SIDEWALK CAFE PERMIT APPLICATION Mr. Gilot indicated that the Board is in receipt of the following Sidewalk Cafe Permit application: APPLICANT: Robert Pitts for Pitts BBC BUSINESS ADDRESS: 1526 Mishawaka Avenue DAYS/TIMES OF OPERATION: 11:00 A.m. to 5:00 p.m.; Mondays through Saturdays Ms. Roos made a motion that the Sidewalk Cafe Permit Application be approved. Mr. Relos seconded the motion which carried. DENY REOUEST FOR REVOCABLE PERMIT FOR ENCROACHMENT — 2102 SOUTH MICHIGAN STREET Mr. Gilot stated a Revocable Permit has been received from Law's Tru Stone, LLC, 1621 North Hickory Road, South Bend, Indiana 46635, for the purpose of removing the tree lawn area and installing concrete at Octopharma Plasma, 2102 South Michigan Street, South Bend, Indiana 46613. Mr. Gilot stated the picture included shows that they want to remove the grass in the public right -of way and install concrete. He stated his concern is that the Gateway Corridor money was put into greening value to green the corridor of the gateway to the City. He suggested rather than putting money into concrete, the owners should plant trees and grass and green -up the REGULAR MEETING SEPTEMBER 10, 2013 269 area. The Board members concurred. Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the Revocable Permit for the encroachment was denied and the Board recommended the petitioner plant trees and grass instead. DENY REQUEST FOR REVOCABLE PERMIT FOR ENCROACHMENT — 624 SOUTH KALEY STREET Mr. Gilot stated an application for a Revocable Permit for an encroachment has been received from Margarito Gonzalez of Vaquera-Mex, 624 South Kaley Street, South Bend, Indiana 46619, for the purpose of a concrete planter previously installed at the corner of the property, to remain in place. The Fire Department denied this request and stated this installation could cause damage to fire trucks making a right hand turn off of Ford Street, especially if there is snow covering it and it is not visible. The Board noted the dimensions of the concrete obstruction being 13.5" in height and 10"-12" wide. Mr. Gilot stated that presents a hazard to traffic and pedestrians. Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the Revocable Permit for the encroachment was denied and the Board requested the petitioner remove the hazard from the right-of-way in a timely matter. FAVORABLE RECOMMENDATION - PETITION TO VACATE THE EAST/WEST ALLEY BETWEEN FAIRVIEW AND IRVINGTON FROM KALEY STREET TO THE NORTH/SOUTH ALLEY Mr. Gilot indicated that Pablo Gomez, 2624 Fairview, South Bend, Indiana 46614, has submitted a request to vacate the above referenced alley. Mr. Gilot advised the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Area Plan Commission, Police Department, Fire Department, Solid Waste, Community Investment, and Engineering. Area Plan stated the vacation would not hinder the growth or orderly development of the unit or neighborhood in which it is located or to which it is contiguous. The vacation would not make access to the lands of the aggrieved person by means of public way difficult or inconvenient. The vacation would not hinder the public's access to a church, school or other public building or place. The vacation would not hinder the use of a public right-of-way by the neighborhood in which it is located or to which it is contiguous. They noted the alley does not appear to provide direct access to any of the adjacent properties and is an unimproved alley that is not in use. The Police Department stated they have no objections; however there are utility poles and overhead lines running the length of this alley that may affect vacation possibilities. Therefore, Mr. Mecham made a motion recommending approval of the request for vacation subject to a utility easement. Ms. Roos seconded the motion which carried. FAVORABLE RECOMMENDATION - PETITION TO VACATE THE STREET — HILDRETH STREET EAST FROM ESTHER STREET TO THE DEAD END Mr. Gilot indicated that Jason Banach, of the Indiana University Real Estate Department, 1800 North Range Road, Bloomington, Indiana 47408, has submitted a request to vacate the above referenced street. Mr. Gilot advised the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Area Plan Commission, Police Department, Fire Department, Solid Waste, Community Investment, and Engineering. Area Plan stated the vacation would not hinder the growth or orderly development of the unit or neighborhood in which it is located or to which it is contiguous. The vacation would not make access to the lands of the aggrieved persons by means of public way difficult or inconvenient. The vacation would not hinder the public's access to a church, school or other public building or place. The vacation would not hinder the use of a public right-of-way by the neighborhood in which it is located or to which it is contiguous. Therefore, Mr. Relos made a motion recommending approval of the request for vacation. Mr. Neal seconded the motion which carried. APPROVE TRAFFIC CONTROL DEVICES AND REQUESTS Upon a motion made by Ms. Roos, seconded by Mr. Mecham and carried, the following traffic control device was approved: NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATION: 530S.23 d Street REMARKS: All criteria has been met Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the following traffic control request was approved: REGULAR MEETING SEPTEMBER 10, 2013 270 1. Applicant: Park Department 2. Event: Rum Village Family Fun Fair 3. Date/Time: September 21, 2013; 6.00 a.m. to 4:00 p.m. 4. Description: Additional Handicapped Signs in the Park; No Parking in the following areas: (1) South Side of Ewing Avenue from Douglas to Gertrude (2) Both Sides of Gertrude Street from Ewing to 200' South of the Entrance to the Park (3) East Side of Walnut Street from Ewing to 2115 Walnut 5. Favorable Recommendations RATIFY APPROVAL AND/OR RELEASE CONTRACTOR AND EXCAVATION BONDS Mr. Anthony Molnar, Division of Engineering, recommended that the following Contractor and 1-1......A r.,, fin T?canlllfinn I A0_?000 nnfi/()r relensed `r1s follows: Business Bond Type Approved/Released Effective Date Panzica Building Corp. Contractor Approved August 28, 2013 Woodruff & Sons, Inc. Excavation Released November 2, 2013 Thoas J. Gatlin m Occupancy Approved August 22, 2013 Bob Benner DBA Bob Benner Precision Di Excavation Approved August 22, 2013 Central Rent -A -Crane, Inc. Occupancy j Approved August 22, 2013 Ms. Roos made a motion that the Bonds approval and/or release as outlined above be ratified. Mr. Relos 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 (1fRrar and rPrtific-d for nrrnrarv_ Name Amount of Claim Date City of South Bend $1,395.35 09/06/2013 City of South Bend $1,202,049.18 09/10/2013 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. Jim Bognar thanked the Board for their assistance in getting a light turned on at the northeast corner of Washington Street and. Martin Luther King Drive. He stated the day after he attended the Board's last meeting, the Traffic and Lighting Department was out and fixed it. He stated he is now requesting help with the northwest corner. He presented the Board with copies of emails from residents and from the Indiana Landmarks office, who owns the property at 803 W. Washington. All were in support of getting the lighting fixed and noted concerns regarding safety for drivers and property owners. Mr. Gilot thanked him for his visit, and noted the problem with that corner is the available amps. Mr. Mecham agreed and stated that light is at the end of a circuit and there is a problem with the amps. He stated they need a different type of circuit, preferable LED, but AEP owns that light and they don't own LED lights. Mr. Bognar questioned whether an additional light could be installed on top of the existing traffic signal that the City owns. Mr. Relos stated he would follow-up with Paul South, Director of Streets. He noted only two street lights are working on Chapin and Washington; there seems to be a problem with the AEP lines. Mr. Gilot asked Mr. Eric Horvath, Public Works Director, and Mike Mecham, City Engineer, to look at how they could add lighting to the northwest corner. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the meeting adjourned at 10:12 a.m. REGULAR MEETING SEPTEMBER 10 2013 271 BOARD OF PUBLIC WORKS Gary A. Gilot, President David P. Relos, ember Kathryn Roos, Member Michael Mecham, Member f/lvlark Neal, Member 4LidaM. Mar42)�-- ,rk