The URL can be used to link to this page

Home My WebLink About03/25/2014 Board of Public WorksPUBLIC AGENDA SESSION MARCH 20, 2014 104 noted they also need to do more research on certification of vendors that do the installation. Mr. Hudak stated he already did and found only three (3) or four (4). He added that certification doesn't necessarily have to do with the installation. - Government Contract Order — SBC Global Services Mr. Horvath questioned if the City should explore the possibility of connecting to the Metronet, rather than continuing to contract for TI Data Lines. He noted it is a better system and less expensive. He stated his main concern is the length of the contract at three (3) years. If the Metronet is not available now, there's a good possibility it will be before the end of three (3) years. He stated he would be more comfortable with a shorter term, and suggested at least just do six (6) months to a year. Ms. Roos requested Mr. Horvath and Ms. Boyles look into the feasibility of connecting to the Metronet at the golf courses and recreation centers and stated the Board will most likely table this if it is not ready by Tuesday. PRNILEGE OF THE FLOOR Mr. Murray Miller, Local No. 645, questioned if the same specifications used last year, were being used again this year for the Infrared Pavement Patching. Ms. Greene stated they are using last year's specifications which were redone last year. She noted Mr. Miller wasn't unhappy with them last year; they opened up the bid to allow more bidders to qualify. The CIerk 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 Ms. Roos, seconded by Mr. Henthorn and carried, the meeting adjourned at 11:33 a.m. BOARD OF PUBLIC WORKS Gary A, Gilo President -a � k�-7 Patrick M. Henthorn, Member Brian J-Pawlowski, Member -- i da M. Martin, Clerk REGULAR MEETING MARCH 25, 2014 The Regular Meeting of the Board of Public Works was convened at 9:41 a.m. on Tuesday, March 25, 2014, by Board President Gary A. Gilot, with Board Members David P. Relos, Kathryn E. Roos, Patrick M. Henthorn, and Brian J. Pawlowski present. Also present was Board Attorney Cheryl Greene. Board of Public Works Clerk, Linda M. Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of a Professional Services Agreement with Kevin Andreassi. Mr. Gilot added that he has been asked to move up the opening of the bids for the Trucking of Materials from the City of South Bend's Organic Facility to allow time for review and award yet today. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Roos, seconded by Mr. Henthorn and carried, the Minutes of the Agenda Review Session of March 6, 2014 the Regular Meeting of March 11, 2014, and the Claims Meeting of the Board held on March 18, 2014, were approved. OPEN AND AWARD OF BIDS — TRUCKING OF MATERIAL FROM THE CITY OF SOUTH BEND ORGANIC RESOURCES FACILITY ORGANIC RESOURCES OPERATIONS) 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- REGULAR MEETING MARCH 25 2014 105 County News, which were found to be sufficient. The following bids were opened and publicly read: _TRUCKS R US. INC. - AWARDEE 23942 State Road 2 South Bend, IN 46619 Bid was signed by: James F. Burger, President Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Local Business Preference Claim was submitted. Ten (10%) Bid Bond was submitted. Item Est. No. Qty. Item Cost Per Ton Trucking of Material from the City of South I Per Ton Bend's Organic Resources Facility to Earth Movers Landfill located at 26488 County Road 26, $7.40 Elkhart Indiana KLINK TRUCKING INC. PO Box 428 Ashley, IN 46705 Bid was signed by: Anthony Winters Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was/was not submitted. Local Business Preference Claim was submitted. Ten (10%) Bid Bond was submitted. Item Est. No. Qty, Item Cost Per Ton Trucking of Material from the City of South Bend's 1 Per Ton Organic Resources Facility to Earth Movers Landfill $7.50 located at 26488 County Road 26, Elkhart Indiana RIETH-RILEY CONSTRUCTION CO. INC. 25200 State Road 23, PO Box 1775 South Bend, IN 46614 Bid was signed by: Robert A. Nichols II Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Local Business Preference Claim was submitted. Ten (10%) Bid Bond was submitted. Item No. Est. Qty. Item Cost Per Ton Trucking of Material from the City of South Bend's 1 Per Ton Organic Resources Facility to Earth Movers Landfill $15.00 located at 26488 County Road 26, Elkhart Indiana FANIO SERVICES. INC.. 28015 State Rd 23 North Liberty, IN 46554 REGULAR MEETING MARCH 25, 2014 106 Bid was signed by: Cindy Elliott, President Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Local Business Preference Claim was submitted. Ten (10%) Bid Bond was submitted, Item Est. Item Cost Per Ton No. Qty. Trucking of Material from the City of South Bend's 1 Per Ton Organic Resources Facility to Earth Movers Landfill $14.25 located at 26488 County Road 26, Elkhart Indiana Upon a motion by Mr. Gilot, seconded by Ms. Roos and carried, the bids were referred to Organic Resources and Central Services for review and recommendation. After reviewing those bids, Mr. Matt Chlebowski, Central Services, and Mr. Al Greek, Environmental Services, recommended that the Board award the contract to the lowest responsive and responsible bidder, Trucks R' Us, Inc., 23942 State Road 2, South Bend, IN 46619, in the amount of $7.40 per ton, delivered. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded in unit prices and the contract approved as outlined above, for a not to exceed amount of $581,000.00. Ms. Roos seconded the motion, which carried. OPENING OF BIDS -- 2014 SEWER LINING — PROJECT NO. 114-005 (SEWER CAPITAL) Mr. Gilot announced that this bid opening was delayed until April 8, 2014 by Addendum sent out on Friday, March 21, 2014. OPENING OF BIDS — ONE OR MORE, 2014 OR NEWER, TANDEM AXLE MULTI -USE DUMP TRUCK (STREET CAPITAL LEASE) 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. The following bids were opened and publicly read: HILL TRUCK SALES INC. 1011 W. Sample Street, PO Box 598 South Bend, IN 46624 Bid was signed by: Rich Stopczynski Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Local preference claim was submitted. Ten (10%) Bid Bond was submitted. Description Year/Make/Model Unit Price 2015 Freightliner Model 108SD Chassis with Complete Unit Bid body equipment by W. A. Jones Truck Bodies & Equipment $162,187.00 Year Make/Model — Trade In Unit Price 2000 Unit 254, 2000 International Dump Truck, VIN# 1 HTGBAAR 1 YH685847 (2,000.00) Cost Total Option# I Description REGULAR MEETING MARCH 25, 2014 107 1 Front Snow Plow $9,478.00 $160,187.00 SELKING INTERNATIONAL 4849 W. Western Avenue South Bend, IN 46619 Bid was signed by: Kenneth A. Waite Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Local preference claim was submitted. Ten (10%) Bid Bond was submitted Description Vear/Make/Model Unit Price Complete Unit Bid 2015 International Model 7400 $158,121.17 Year Make/Model — Trade In Unit Price 2000 Unit 254, 2000 International Dump Truck, VIN# 1 HTGBAAR 1 YH685 847 $2,500.00 Option# Description Cost Total 1 Front Snow Plow $9,478.00 $9,478.00 Upon a motion by Ms. Roos, seconded by Mr. Relos and carried, the bids were referred to Central Services and the Street Department for review and recommendation. OPENING OF BIDS — TWO(2),MORE OR LESS 2014 OR NEWER SINGLE AXLE MULTI -USE DUMP TRUCKS (STREETS CAPITAL LEASE) 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. The following bids were opened and publicly read: HILL TRUCK SALES, INC 1011 W. Sample Street, PO Box 598 South Bend, IN 46624 Bid was signed by: Rich Stopczynski Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Local preference claim was submitted. Ten (10%) Bid Bond was submitted. Description Year/Make/Model Unit Price 2015 Freightliner Model 108SD Chassis with Complete Unit Bid body equipment by W. A. Jones Truck Bodies & $152,590.00 ea. Equipment Year Make/Model — Trade In Unit Price Unit 250, International Dump Truck, 2000 VIN#1HTGBAAR5YH685849 ($2,500.00) REGULAR MEETING MARCH 25, 2014 108 2000 Unit 253, International Dump Truck, VIN# 1 HTGBAAR3YH685848 ($2,250.00) Option# Description Cost Total 1 Front Snow Plow $9,478.00 $300,430.00 (Net) SELKING INTERNATIONAL 4849 W. Western Ave. South Bend, IN 46619 Bid was signed by: Kenneth A. Waite Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Local Preference Claim was submitted. Ten (10%) Bid Bond was submitted. Description. Year/Make/Model Unit Price Multi -Use Dump Trks 2015 International Model 7400 $144,774.12 Year Make/Model — Trade In Unit Price Unit 250, International Dump Truck, 2000 VIN#1HTGBAAR5YH685849 $2,500.00 2000 Unit 253, International Dump Truck, S2,500.00 VIN#1 HTGBAAR3YH685848 Option# Description Cost Total 1 Front Snow Plow $9,478.00 Upon a motion by Mr. Gilot, seconded by Ms. Roos and carried, the bids were referred to Central Services and the Street Department for review and recommendation. OPENING OF BIDS — ONE (1) OR MORE, 2014 OR NEWER, FRONT WHEEL DRIVE CARGO VAN (WATER WORKS CAPITAL) 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. The following bids were opened and publicly read: BLOOMINGTON FORD, INC. 2200 S. Walnut St Bloomington, IN 47401 Bid was signed by: Sam Roberts Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Ten (10%) Bid Security Check was submitted. Description Year/Make/Model Unit Price 2014 FWD Cargo Van g 2014 Ford Transit Connect XL Extended Length Cargo Van S20,762.50 ea. REGULAR MEETING MARCH 25, 2014 109 JORDAN MOTORS INC 609 E. Jefferson Blvd, Mishawaka, IN 46545 Bid was signed by: Debra Starkweather Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Local Business Preference Claim submitted. Ten (10%) Bid Security Check was submitted. Description Year/Make/Model Unit Price Front Wheel Drive 2014 Ford Transit Connect Cargo Van XL $20,614.00 ea. NOTE/EXCEPTIONS: URGENT! THE TENTATIVE LAST DAY TO ORDER THIS 2014 TRANSIT CONNECT IS APRIL 4, 2014. (DATE SUBJECT TO CHANGE). ESTIMATED TIME OF ARRIVAL IS 20 TO 24 WEEKS. IN LIEU OF SERVICE MANUALS, FREE ACCESS TO FORD'S TECHNICAL RESOURCE CENTER. HEIGHT OF CARGO AREA: 497' O'DANIEL MOTOR SALES INC. 5611 Illinois Road Ft. Wayne, IN 46804 Bid was signed by: Nick Buchanan Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Local Business Preference Claim submitted; not eligible. Ten (10%) Bid Bond was not submitted. Description Year/Make/Model Unit Price FWD Van 2014 Ram CV Van $19,456 Ms. Greene stated that O'Daniel Motor Sales submitted a Local Business Preference Claim form, but is located in Allen County, which is not an eligible County for local preference. Upon a motion by Mr. Gilot, seconded by Ms. Roos and carried, the bids were referred to Water Works and Central Services for review and recommendation. AWARD BIDS AND APPROVE CONTRACT — CHEMICAL BID 2014/2016 Mr. George King, Purchasing, advised the Board that on February 25, 2014, bids were received and opened for the above referenced materials. After reviewing those bids, Mr. King, Purchasing Manager, requested that the Board award the contracts to the following bidders for the items listed on a per unit bid price basis: Chlorine- 2000 Lb. Tank Chlorine 150 LB Tank Ferric Chloride Flourisilicic Acid 23% Potassium Permanganate 55Lb Pail Blended Phosphate Sequestrant Solar Salt Sulfur Dioxide 2000Lb container Dry polymer Flocculent 50/55 Lb. Liquid Calcium Nitrate Sodium Hypochlorite 12.5% Award to Alexander Chemical Corp Award to Alexander Chemical Corp Award to Kemira Water Solutions Award to Alexander Chemical Corp. Award to Alexander Chemical Corp. Award to Water Solutions Unlimited NO award (no responsive bid) Award to Alexander Chemical Corp Award to Polydyne, Inc. Award to Alexander Chemical Corp Award to Alexander Chemical Corp REGULAR MEETING MARCH 25, 2014 110 Sodium Permanganate Totes Sodium Permanganate Bulk Award to Hawkins, Inc. Award to Hawkins, Inc. Therefore, Ms. Roos made a motion that the recommendation be accepted and the bids be awarded in unit bid prices, and the contracts approved as outlined above. Mr. Relos seconded the motion, which carried. Ms. Greene noted that one bid for Solar Salt was received and found to be non -responsive due to no bid bond. At this point, she stated, Water Works can go to the open market for the product. AWARD BID AND APPROVE CONTRACT — TRANSMISSION REBUILD AND REPAIR SERVICES (USER DEPARTMENTS) Mr. Jeff Hudak, Central Services, advised the Board that on February 25, 2014, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Hudak recommended that the Board award the contract to the only responsive and responsible bidder, Certified Transmission, 3703 Grape Road, Mishawaka, Indiana 46545 in unit prices. Therefore, Ms. Roos made a motion that the recommendation be accepted and the bid be awarded and the contract approved as outlined above. Mr. Relos seconded the motion, which carried. AWARD BID AND APPROVE CONTRACT — PRE -QUALIFICATION FOR BODY SHOP REPAIR SERVICE (USER DEPARTMENTS) Mr. Jeff Hudak, Central Services, advised the Board that on February 25, 2014, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Hudak recommended that the Board award the contract to the only responsive and responsible bidder, Floyd's Body Shop Inc., 3105 West Sample Street, South Bend, Indiana 46619. Therefore, Ms. Roos made a motion that the recommendation be accepted and the bid be awarded and the contract approved as outlined above. Mr. Relos seconded the motion, which carried. APPROVAL OF REQUEST TO REJECT BIDS — THIRTY-SEVEN (37), MORE OR LESS, 2014 OR NEWER ALL -WHEEL DRIVE POLICE PATROL VEHICLES POLICE CAPITAL In a memorandum to the Board, Mr, Matt Chlebowski, Central Services, requested permission to reject all bids for the above referenced project. In his letter, Mr. Chlebowski noted one bidder could not meet the specifications and the others had cut-off date deadlines the City could not meet. Therefore, upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the Board approved the rejection of all bids for the Police vehicles. APPROVE CHANGE ORDER NO. 5 — DIGESTOR UPGRADE AND DIGESTER GAS CLEANING — PROJECT NO. 111-029 WASTEWATER OPERATIONS AND MAINTENANCE) Mr. Gilot advised that Jacob Klosinski, Environmental Services, had submitted Change Order No. 5 on behalf of Grand River Construction, Inc., 5025 40th Street, Hudsonville, Michigan 49426, indicating the Contract amount be increased by $37,040.00 for a new Contract sum, including this Change Order, in the amount of $5,755,587.00. Upon a motion made by Ms. Roos, seconded by Mr. Henthorn and carried, the Change Order was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — 2014 INFRARED PAVEMENT PATCHING — PROJECT NO 114-012 (MVH PAVING) In a memorandum to the Board, Mr. Paul South, Director of Streets, requested permission to advertise for the receipt of bids for the above referenced project. Upon a motion made by Mr. Henthorn, seconded by Ms. Roos and carried, the above request to advertise was approved. APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for approval: Type Business Description Amount Motion/ Second Government SBC Global Renewal of Existing T1 $1,631.56/ TABLED* Contract Services, Inc. Data Lines to City of South month; Three GiIot/Roos Order for dba AT&T Bend Golf Course Years/Golf and DS-1 Service Global Maintenance and Pro Shops, Recreation Services and Charles Black and Departments Martin Luther King Centers Phones *Mr. Shawn Delahanty, Information Technologies, stated this request was submitted previously REGULAR MEETING MARCH 25, 2014 111 and tabled by the Board due to the cost. He explained there currently is no alternative connection available at these locations. He stated he is requesting approval of a three (3) year contract because it is a less expensive option, and allows the City to cancel after twelve (12) months, He noted that would give time to research alternatives. Mr. Delahanty noted the current contract expires today and the cost will rise substantially if it is not renewed for three (3) years. Ms. Greene questioned if this is divisible by circuit and can part of it be canceled if an alternate service such as Metronet is made available for any of these locations. Mr. Delahanty stated it is. Mr. Delahanty contacted the vendor and came back to the Board and confirmed AT&T agreed to extend the current contract for two (2) weeks. The Board tabled the renewal of the contract for further research. Professional Career Outplacement Services for $2,200/ Roos/Relos Services Transitions, Departing Employees Employee; Total Agreement LLC $6,600; No Charge if Service is not Used (2014 Administration Professional Creative Temporary Billing Clerk and Finance) $25 /hour for 3 Relos/ Services Financial Services for Code weeks; Code Henthorn Agreement Services, LLC Enforcement Enforcement Other Professional Special Kirby Risk Upgrade of SCADA Services $37,260 Roos/ Purchase Network HMI Server and (Waste Water Henthorn Software; Sole Source Operations and Compatible Maintenance) Professional Socrata, Inc. Open Data Portal Hosting $35,976 Roos/Relos Services and Support (IT Operations) Agreement Professional DLZ Indiana, Design Plans and $110,040 Roos/ Services LLC Specifications for the (Wastewater Henthorn Agreement Replacement of an Obsolete Engineering) Sanitary Sewer Lift Station, Forcemain Pipe, and Necessary Pavement Improvements Incidental to the Installation at East Gate Lift Station Amendment Redevelopmen Fellows Street Corridor SSDA TIF Relos/Roos to the t Commission Improvements Design, Bid Addendum to Coordination, Demolition, the Master and Construction — Agency Supplement No. 8 Agreement Amendment Christopher B. Update Maintenance of $12,306 Roos/Relos to Burke Traffic Plan, Revise (SSDA TIF) Professional Engineering, Construction Phasing and Services LLC Bid Documents, Coordinate Agreement Utilities, and Bid Services for Fellows Street Corridor Improvements — Project No. 112-006 Amendment Cardno .IFNew Drainage Design for $2,592 Roos/Relos to Fellows Street Corridor (SSDA TIT) Professional Improvements — Project No. Services 112-006 Agreement Professional Blue & Co., Prepare the Indiana $6,000 Roos/Relos Services LLC Medicaid Freestanding (EMS Capital) Agreement Governmental Ambulance REGULAR MEETING MARCH 25, 2014 112 Provider Cost Reports for Reimbursement for Fire Department EMS Services for 2013 Professional Kevin Systematic Review of $11/hour for ten Roos/Relos Services Andreassi Vacant and Abandoned (10) weeks; Agreement I Home Data $4,400 AFFIRM PREVIOUS APPROVAL OF PROCESSION PERMIT APPLICATION — GLOW IN THE PARK 5K Attorney Cheryl Greene stated the applicant for the above race, Mr. Dean Reinke, was present at the Board's Agenda Review Session on Thursday, March 20, 2014 and made statements into the record that he would refund registration fees for this race for any reason, other than an act of God. She noted he committed to putting that refund policy on his website, but there is nothing on the website in that regard at this point. She added his statement into the record at the public meeting is available to any participant if needed. Ms. Greene stated she attempted to register as a participant and never got any cancellation policy information. Ms. Greene confirmed that Mr. Reinke did provide confirmation from his sponsors the Board requested, that they are in support of the event; and he removed one charity previously listed on his website that has withdrawn. She noted the only authority of this Board is for the care and control of the use of the public right-of-way and for the public's safety. Mr, Gilot made note of all of the events approved by this Board and no issues with harm to anyone on the public right-of-way. Ms. Greene stated the concerns the Board had are regarding the running of the race and how refunds are handled. Mr. Reinke made statements on the record to address these issues, committing to refunds but she added this is a case where the buyer should beware. She informed the Board that the way Mr. Reinke has handled refunds in the past is to give an opportunity to run in another of his races which can be a problem for the participant if the location is far away. Upon a motion by Mr. Gilot, seconded by Ms. Roos and carried, the application for the Glow in the Park 5k on May 3, 2014 from 3:00 p.m. to 8:00 p.m. was approved subject to all concerns placed by the Board's attorney, Ms. Greene. APPROVAL OF PROCESSION PERMIT APPLICATION — BEND IT `TIL IT BREAKS Attorney Cheryl Greene stated at their Agenda Review Session on Thursday, March 20, 2014, the Board asked the applicant, Mike McNeff, to provide confirmation that all sponsors and Downtown South Bend are in favor of the event, and the Four Winds Stadium can handle two large events at the same time. She noted the Glow in the Park event will end at the stadium at the same time. She stated Mr. Joe Hart, Four Winds Stadium, has provided an email confirming he is okay with both events occurring at the same time, and Mr. Aaron Perri, Downtown South Bend, provided an email confirming his approval. In his email, Mr. Perri noted his office will help, but it is ultimately up to Mr. McNeff and his staff to inform surrounding businesses about the event. Mr. McNeff gave the Board signature pages from the sponsors with their approval of the event noted and stated he understands it is up to him to notify businesses. Ms. Roos stated approval would be subject to the businesses not participating, but being impacted, being made aware of the event as soon as possible also. Ms. Greene stated after reviewing the websites from their previous events, this event is really not about the drinking, but the breaking of the Guinness World Record. Upon a motion by Ms. Roos, seconded by Mr. Relos and carried, the application was approved for May 3, 2014 from 10:00 a.m. to 8:00 p.m., subject to the impacted businesses being notified in a timely manner. APPROVAL OF PERMIT APPLICATIONS The following procession permit applications were presented for approval: Applicant Description Date/Time Motion Carried Beacon Sunburst Race May 30, 2014, 6:00 p.m. to 8:00 Roos/Relos Health p.m. and May 31, 2014, 6:00 a.m. System to 12:30 p.m. The 360' ls` Annual Spring May 10, 2014; 12:00 p.m. to 3:00 Roos/Relos Project Outing/Motorcycle Ride p.m. APPROVAL OF PROCESSION PERMIT APPLICATION — NOTRE DAME COLLEGIATE CYCLING CLASSIC REGULAR MEETING MARCH 25 2014 113 Mr. Jason Koncsol submitted an application for the Board's approval to hold the Notre Dame Collegiate Cycling Classic event on April 13, 2014 from 8:00 a.m. to 1:30 p.m. Ms. Roos stated from the application there is no indication that businesses or residents were contacted or are in support of this event. Mr. Jason Koncsol, Event Coordinator, stated he has a letter of consent from the Neighborhood Association and Kite Realty. He added the NNRO is in charge of this neighborhood, and the residents have expressed their approval, and Kite Realty has acknowledged that the parking garage access will be blocked. Mr. Gilot reviewed the map with Ms. Roos and noted a long portion of Napoleon Boulevard will be impacted. He stated cars will not be able to turn around with the intersections closed. He asked if it would be possible to do diagonal barricades. Mr. Koncsol stated they traditionally close the entire intersection for safety purposes. Mr. Relos asked if there would be breaks in the event. Mr. Koncsol stated there will be breaks provided for the participants. Mr. Gilot questioned if residents utilizing on -street parking have been notified of the event. Mr. Koncsol stated they intend to give them two weeks notification to move their cars and then remind them closer to the event. Ms. Roos asked if he could provide an updated map to show where the streets are going to be barricaded so it shows where you can get in but not turn around. She noted residents need to be aware they won't be able to get out. Mr. Gilot suggested they leave local access, but not through traffic. He noted it is important to manage relationships with the residents and impacted businesses for future events. Ms. Roos requested the Clerk ask the Street Department to provide a digital map showing where they will have the barricades blocking the streets for residents to see. Upon a motion by Ms. Roos, seconded by Mr. Relos and carried, the application was approved subject to confirmation of the distribution of a map of the barricades, and a timing schedule of when the residents can get in and out of their streets, sent to the residents. APPROVAL OF LICENSE RENEWAL APPLICATIONS Mr. Gilot stated that the Board is in receipt of favorable recommendations from the Building Department, and the Police and Fire Departments for the following License Renewal applications: Applicant Type Location Motion St. Joseph County 4-H Blanket Transient 5117 S. Ironwood Drive Carried Roos/Relos Fair, Inc. Merchant Hair Crafters Massage Establishment 602 Lincolnway East Roos/Relos Therapeutic Indulgence Massage Establishment I 904 E. Jefferson Blvd. Roos/Henthorn APPROVE TRAFFIC CONTROL DEVICE Upon a motion made by Mr. Relos, seconded by Ms. Roos and carried, the following traffic control device was approved: NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATION: 2007 Miami Street REMARKS: All criteria has been met RATIFY APPROVAL AND/OR RELEASE CONTRACTOR AND EXCAVATION BONDS Mr. Anthony Molnar, Division of Engineering, recommended that the following Contractor and Excavation Bonds be ratified nnrcnant to I? 1„f; 1 nn )nnn . _a _, - Business - -- - - Bond Type yp v a U/ ui icicascU Approved/ Released as 1011ows: Effective Date McIntyre -Jones, Inc. Contractor Release May 2, 2014 JK Brothers, LLC Excavation Release March 25, 2014 Environmental Protection Release January 24, 2014 Industries 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. Inks 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. REGULAR MEETING MARCH 25, 2014 114 Name Amount of Claim Date City of South Bend $1,850.00 03/21/2014 City of South Bend $1,676,177.64 03/25/2014 Therefore, Ms. Roos 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. Gilot, seconded by Ms. Roos and carried, the meeting adjourned at 10:40 a.m. BOARD OF PUBLIC WORKS L ary A. Gilot, President '0./� �� t 'J� Patrick l Henthorn, Member Brian J. Paw ows i, Member nda M. Martin, Jerk