The URL can be used to link to this page

Home My WebLink About07/08/2014 Board of Public WorksAGENDA REVIEW SESSION JUL_ Y 3, 2014 217 - Interlocal Agreement — City of South Bend, City of Mishawaka, and St. Joseph County Mr. Chris Dressel, Community Investment, stated this Interlocal is to share costs for Symbiont to write a grant for brownfield assessment. Attorney Cheryl Greene stated the attorney that worked on this, Larry Meteiver, is on vacation so she has not been able to discuss it with him. She stated her concern is this is signed by both Councils of Mishawaka and St. Joseph County, and conversely being presented for signature to the Board. Mr. Dressel stated the South Bend Council also approved a resolution at their last meeting; he just hasn't obtained a copy yet. He noted Mishawaka's Council will approve it on Monday, Ms. Greene suggested this should be labeled a joint agreement, not an Interlocal. She stated when you create an Interlocal, it is like creating another type of governing body. She noted this agreement doesn't fit the description of an Interlocal agreement. - Amendment to Lease Agreement — 207 North Main, LLC Mr. Eric Horvath stated he has requested the clause added to this lease that disallows a cancelation of the lease be stricken. He noted the Water Works Main Street lease needs to be negotiated, keeping the same terms and rate as the original contract. Attorney Cheryl Greene concurred and stated someone needs to negotiate with the owners. Ms. Kara Boyles, Deputy Director of Public Works, stated they will strike the clause, but the rate will be raised. Mr. Horvath and Ms. Greene agreed they should be able to keep the same rate, and the same terms as the previous lease. - Resolution No. 21-2014 — Adopting Common Construction Wage Rates Mr. Eric Horvath stated that State law sets the limit for requiring common construction wage rates for projects at or above $350,000.00. In previous years the City set wage rates for projects between $0 and the State level. This year, they talked to the Union and agreed to go halfway between that range to $175,000.00. He noted the City of South Bend is the only City in Indiana that requires common construction wage rates for projects below the State level and the Union is trying to get other cities to follow their lead in requiring cost of living wage rates be paid on proj ects. 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. The meeting adjourned at 11:55 a.m. BOARD OF PUBLIC WORKS Gary A. Gi ot, President David , Rel s, M mber Kathryn EE oos, Member -------------- ek ! entho ember Br�a3r . 1oaski, Mai ber ATTEST: Lin'da M. Martin, Clerk �l REGULAR MEETING JULY 8, 2014 The Regular Meeting of the Board of Public Works was convened at 9:35 a.m, on Tuesday, July 8, 2014, by Board President Gary A. Gilot, with Board Members David Relos, Kathryn E. Roos, and Patrick Henthorn present. Board Member Brian Pawlowski was absent. Also present was Board Attorney Cheryl Greene. REGULAR MEETING JULY 8, 2014 218 CHANGE TO AGENDA Mr. Gilot noted the agenda listed an Interlocal Agreement with the City of South Bend, City of Mishawaka, and St. Joseph County. He stated that item is actually approval of a Professional Services Agreement with Symbiont. Mr. Gilot noted the Interlocal Agreement between the three government agencies was approved by each agency's Council to enter into this agreement. 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 June 19, 2014; the Regular and Reconvened Meetings of June 24 and 26, 2014, and the Claims Review Meeting of the Board held on July 1, 2014, were approved. OPENING OF BIDS — TWO-WAY CONVERSION OF LAFAYETTE BLVD. AND WILLIAM STREET — PROJECT NO 112-065 (MAJOR MOVE 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: MARTELL ELECTRIC LLC 4601 CLEVELAND ROAD SOUTH BEND, IN 46628 Bid was signed by: John A. Martell, President Non -Collusion and Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination commitment form was completed. Five percent (5%) Bid Bond was submitted. :n Base Bid Alt. #1 Alt. #2 Alt.#3 Alt. #4 Alt. #5 Alt. #6 Sec. A S 276,733.48 Sec. B Item No. 61 $10,000.00 TOTAL $ 276,733,48 WALSH & KELLY INC. 24358 STATE ROAD 23 SOUTH BEND, IN 46614 Bid was signed by: Dustin Hilary, Area Manager Non -Collusion and Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination commitment form was completed. Five percent (5%) Bid Bond was submitted. . D Base Bid Alt. #1 Alt. #2 Alt.#3 Alt. #4 Alt. 95 Alt. #6 See A $ 428,753.19 Sec $ 338,661.64 $30,750.00 $42,040.65 $19,578.84 $15,120.00 $149,310.00 $69,600.00 TOTAL $1,093,8414.32 RIETH-RILEY CONSTRUCTION CO., INC. 25200 STATE ROAD 23, PO BOX 1775 SOUTH BEND, IN 46614 REGULAR MEETING JULY 8, 20t4 219 Bid was signed by: Todd J. Kulczar, Sales Manager Non -Collusion and Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination commitment form was completed. Five percent (5%) Bid Bond was submitted. BID: Base Bid Alt. #1 Alt. #2 Alt.#3 Alt. #4 Alt. #5 Alt. #6 Sec A $ 375,026,25 See B S 321,175.64 $27,500.00 $ 37,633,00 $17,511,00 $14,175.00 $129,850.00 $65,760.00 TOTAL See Itemized Proposal Upon a motion made by Ms. Roos, seconded by Mr. Henthorn and carried, the above bids were referred to Engineering for review and recommendation. OPENING OF BIDS — ONE-HUNDRED(100),MORE OR LESS BI-FUEL COMPRESSED NATURAL GAS/GASOLINE VEHICLE CONVERSIONS VARIOUS USER DEPARTMENTS) This was the date set for receiving and opening of sealed bids for the above referenced equipment. 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: GREEN ALTERNATIVE SYSTEMS 28293 Clay Street Elkhart, IN 46517 Bid was signed by: Ryan Zinc, Midwest Regional Sales Non -Collusion and Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination commitment form was completed. Indiana Local Business Preference Claim was submitted. Ten percent (10%) Bid Bond was submitted Year 2012 Make Chevrolet Model Impala Engine 3.6 Unit Price No Bid 2013 Chevrolet Impala 3.6 No Bid 2012 Chevrolet K2500 6.0 No Bid 2013 Chevrolet K2500 6.0 No Bid 2012 Ford F250 6.2 $13,854.00 2013 Ford F250 6.2 $13,854,00 A-1 ALTERNATIVE FUEL SYSTEMS 28342 Glenview Drive Elkhart, IN 46514 Bid was signed by: Will Gutilla, Business Development Manager Non -Collusion and Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination commitment form was submitted but not notarized. Indiana Local Business Preference Claim was submitted. Ten percent (10%) Bid Bond was submitted REGULAR MEETING JULY 8, 2014 220 Year Make Model En We Unit Price 2012 Chevrolet Impala 3.6 $8,900.00 (9.4 GGE) 2013 Chevrolet Impala 3.6 $8,900.00 (9.4 GGE) 2012 Chevrolet K2500 6.0 $9,900.00 (17 GGE) $10,400,00 (22 GGE) 2013 Chevrolet K2500 6.0 $9,900.00 (17 GGE) $10,400.00 (22 GGE) 2012 Ford F250 6.2 $8,900.00 (10 GGE) $10,300.00 (17 GGE) $10,800.00 (22 GGE) 2013 Ford F250 6.2 $ 8090,300.0.0GG 00((107 0,3000 GGE) $10,900.00 (22 GGE) *Prices do not include Methane Detector Option: NGMDT - Level A - $500.00 per unit NGMDT - Level B - $1,000.00 per unit NGMDT - Level C - $1,500.00 per unit A-2 Alternative Fuel Systems IMPCO TECHNOLOGIES INC DB/A IMPCO AUTOMOTIVE 1274 South State Road 32 Union City, IN 47390 Bid was signed by: Gianpietro Meggiolaro, General Manager Non -Collusion and Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination commitment form was completed. Indiana Local Business Preference Claim was submitted. Ten percent (10%) Bid Bond was submitted Y Year Make Model Engine Unit Price 2012 Chevrolet Impala 3.6 2013 Chevrolet Impala 3.6 2012 Chevrolet K2500 6.0 $10,770.00 2013 Chevrolet K2500 6.0 $10,970.00 2012 Ford F250 6.2 $10,530.00 2013 Ford F250 6.2 $10,530.00 T & A AUTO SALES, LLC DB/A STAG USA 102 Main Street Elwood, IN 46036 Bid was signed by: Adam Goldstein, Managing Partner Non -Collusion and Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination commitment form was completed. Ten percent (10%) Bid Bond was submitted :D Year Make Model Engine Unit Price 2012 Chevrolet Impala 3.6 $6,988.00 2013 Chevrolet Impala 3.6 $6,988.00 2012 Chevrolet K2500 6.0 $9,896.00 REGULAR MEETING 7ULY 8, 2014 221 2013 Chevrolet K2500 6.0 $9,996.00 2012 Ford F250 6.2 $12,794.00 2013 Ford F250 6.2 $12,794.00 Upon a motion made by Mr. Gilot, seconded by Mr. Roos and carried, the above bids were referred to Central Services for review and recommendation. OPENING OF BIDS — ONE 1 OR MORE. 2014 OR NEWER '/2 TON EXTENDED CAB FOUR-WHEEL DRIVE PICK-UP TRUCK (FIRE DEPARTMENT CAPITAL) This was the date set for receiving and opening of sealed bids for the above referenced vehicle. 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 Non -Collusion and Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination commitment form was completed. Indiana Local Business Preference Claim submitted. (Not applicable.) Ten percent (10%) Bid Bond was submitted. 0 Description Year/Make/Model Unit Price %2 Ton 4x4 Pickup Ext. Cab. 2014 Ford F150 4x4 XL "Super Cab" $24,018.65 Option No. Description Cost Total 1 Bi-Fuel Conversion. Gasoline/CNG $9,800.00 $9,800.00 conversion with state of the art components and minimum 20 G.G.E tanks. "VENCHURS" 2 Utility type truck cap with three (3) $1,900.00 $1,900.00 doors, no windows to match truck. Swiss or Eq. Option: 2014 Ford F150 4x4 XL -Plus Supercab $24,193.65 See "OPTION" Attachment GATES CHEVY WORLD 636 West McKinley Mishawaka, IN 46545 Bid was signed by: Dave Ridenour, Fleet Manager Non -Collusion and Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination commitment form was completed. Indiana Local Business Preference Claim was submitted. Ten percent (10%) Bid Bond was submitted. n "escri non I Year/Make/Model Unit Price 4WD Ext. Cab Truck 2015 Chevrolet Silverado 1500 $26,444.35 Option No. Description Cost Total REGULAR MEETING JULY 8, 2014 222 1 Bi-Fuel Conversion. Gasoline/CNG $9,190.00 conversion with state of the art components and minimum 20 G.G.E tanks. 2 Utility type truck cap with three (3) $1,600.00 doors, no windows to match truck. *Delivery 12-14 Weeks from Order Date witn may Kivu wmpnaii�c JORDAN MOTORS, INC. 609 E. Jefferson Blvd, Mishawaka, IN 46545 Bid was signed by: Debra Starkweather, National Fleet Sales Manager Non -Collusion and Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination commitment form was completed. Indiana Local Business Preference Claim was submitted. Ten percent (10%) Bid Bond was submitted. BID: Descri tion Year/Make/Model Unit Price XL 12014 Ford 4x4 Super Cab $22,829.00 No. Description Cost Total 1 Bi-Fuel Conversion. Gasoline/CNG $10,678.00 $10,678.00 7Option conversion with state of the art components and minimum 20 G.G.E tanks. 2 Utility type truck cap with three (3) $2,221.00 $2,221.00 doors, no windows to match truck. Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the above bids were referred to Central Services for review and recommendation. OPENING OF BIDS — THIRTY-SEVEN (37) MORE OR LESS, 2014 OR NEWER, ALL - WHEEL DRIVE POLICE PATROL VEHICLES (POLICE DEPARTMENT CAPITAL LEASE AND PRINCIPAL This was the date set for receiving and opening of sealed bids for the above referenced vehicles. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri- County News, which were found to be sufficient. The following bids were opened and publicly read: BLOOMINGTON FORD, INC. 2200 S. Walnut St. Bloomington, IN 47401 Bid was signed by: Sam Roberts Non -Collusion and Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination commitment form was completed. Indiana Local Business Preference Claim submitted. (Not applicable.) Ten percent (10%) Bid Bond was submitted. :E Description Year/Make/Model Unit Price 2015 Ford Police Interceptor AWD Sedan $23,723.05 Option Description Cost I Total REGULAR MEETING JULY 8, 2014 223 A Patrol Car $1,875.00 $1,875. 00 ea. B Slick Top $1,374.00 $1,374.00 ea. C Detective Car $1,374.00 $1,374. 00 ea. D Bi-Fuel — No CNG Prep Pkg. is Available for Police Car, 3.7 LV6; and Mfr (Ford) Has Not Approved or Endorsed a Bi-Fuel (CNG/Gas) Conversion for Use in Police Sedans. JORDAN MOTORS, INC. 609 E. JEFFERSON BLVD. MISHAWAKA, IN 46545 Bid was signed by: Debra Starkweather Non -Collusion and Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination commitment form was completed. Indiana Local Business Preference Claim was submitted. Ten percent (10%) Bid Bond was submitted. M Description Year/Make/Model Unit Price All -Wheel Drive Sedan 2015 FORD POLICE INTERCEPTOR $25,330.00 Option Description Cost Total A Patrol Car $2,450.00 $2,450.00 ea. B Slick Top $1,875.00 $1,875.00 ea. C Detective Car $1,545.00 $1,545.00 ea. D Bi-Fuel — No CNG Prep Pkg. is Available $7,100.00 $7,100.00 for Police Car, 3.7 LV6; and Mfr (Ford) EA** EA.** Has Not Approved or Endorsed a Bi-Fuel (CNG/Gas) Conversion for Use in Police Sedans. ** TUTNTRAT TkA n1 Tn NT-FTry «.i.a "Z-N TT1 T Vr .)V Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the above bids were referred to Central Services for review and recommendation, OPENING OF QUOTATIONS — CENTURY CENTER EXTERIOR COLUMN AND SIDEWALK REPAIRS —PROJECT NO. 114-030 CCENTURY CENTER 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: GIBSON-LEWIS LLC 1001 W. I IthStreet Mishawaka, IN 46544 Quotation was submitted by Robert A. Lingenfelter, President Non -Collusion and Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination commitment form was submitted without signature page and notarization. QUOTATION: $18,500.00 ZIOLKOWSKI CONSTRUCTION INC. 4050 Ralph Jones Drive South Bend, IN 46628 Quotation was submitted by Bill Favors, President REGULAR MEETING JULY 8, 2014 224 Non -Collusion and Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination commitment form was completed. QUOTATION: $34,500.00 Upon a motion made by Ms. Roos, seconded by Mr. Henthorn and carried, the above Quotations were referred to Engineering for review and recommendation. AWARD BID - THREE 3 MORE OR LESS 2014 OR NEWER 3/4 TON FOUR-WHEEL DRIVE PICK-UP TRUCKS PARK DEPT. CAPITAL AND TRAFFIC AND LIGHTING CAPITAL LEASE PRINCIPAL AND INTEREST Mr. Jeffrey Hudak, Central Services, advised the Board that on March 11, 2014, bids were received and opened for the above referenced equipment. After reviewing those bids, Mr. Hudak recommended that the Board award the contract to the lowest responsive and responsible bidder Jordan Motors, Inc., 609 East Jefferson Boulevard, Mishawaka, Indiana 46545 in the amount of $83,948.00 (two (2) at $25,839,00 with V Plow Option: $5,645.00 and CNG; $10,490.00 Each). Therefore, Ms. Roos made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Relos seconded the motion, which carried. AWARD BID AND APPROVE CONTRACT - CENTURY CENTER PASSENGER ELEVATOR MODERNIZATION -PROJECT NO. 114-021 {HOTEL/MOTEL TAX) Mr. John Engstrom, Engineering, advised the Board that on June 24, 2014, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Engstrom recommended that the Board award the contract to the lowest responsive and responsible bidder Gibson -Lewis, LLC, 1001 West I Vh Street, Mishawaka, Indiana 46544, in the amount of $157,600.00. Therefore, Mr. Henthorn 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 ADDENDUM TO THE MASTER AGENCY AGREEMENT - REDEVELOPMENT COMMISSION Mr. Gilot requested the Board jump to Agenda Item No. 1 OH due to a number of people and the media present for that item. Mr. Chris Fielding, Community Investment, stated the Redevelopment Commission committed to funding $9,000,000.00 for the purchase of equipment for the Nello Corporation over a three (3) year period. He explained the plant will be located on seventy (70) acres north of the Ethanol Plant and is a $57,000,000.00 project. He added they have committed to over five -hundred (500) new jobs for this area over the next three (3) years. Mr. Relos noted this should be approved subject to the Redevelopment Commission's approval. Ms. Roos questioned how many pieces of equipment they are expecting to purchase. Mr. Fielding stated they estimate about thirty (30) to forty (40) pieces of equipment, including two (2) large presses. Ms. Roos requested Engineering give them the support they need on this project. Mr. George King, Purchasing, stated they have been working with the company and are giving the best of their ability. Mr. Gilot noted this is approximately a seven (7) year pay -back and asked about the wages being paid. Mr. Fielding stated the average rate for the plant will be about $16.00 per hour plus forty (40) to fifty (50) jobs downtown in the Chase Building. Mr. Gilot noted their annual payroll will be almost twice the City's commitment. Mr. Fielding agreed and noted they were not given a tax abatement on this project. Upon a motion by Ms. Roos, seconded by Mr. Relos and carried, the Addendum to the Master Agency Agreement was approved subject to the approval of the Redevelopment Commission. AWARD BID - 2014 JANITORIAL - CLEANING SUPPLIES (VARIOUS) Ms. Toni Laisure, Central Services, advised the Board that on June 10, 2014, bids were received and opened for the above referenced supplies. After reviewing those bids, Ms. Laisure recommended that the Board award the contracts to the lowest responsive and responsible bidders in unit prices as follows: Company: Line Items Awarded: HP Products Sec 1 -Chemicals -- Line Items 2, 5, 6, 7, 8, 9, 13, 15, 16, 17, 18, 21, 22, 28, 29, & 31. Sec 2 - Supplies - Line Items 39, 40, 44, 45, 46, 47, 48, 49, 51, 53, 54, 59, 65, 66, 71, 73, & 74 REGULAR MEETING JULY 8. 2014 225 Sec 3 - Paper Products - Line Items 78 & 82 Kabelin Commercial Sec 1- Chemicals - Line Items 3, 11, 12, 32, & 34. Sec 2 - Supplies - Line Items 55, 56, 57, 58, 75, & 76 Sanco Distributing Sec 1- Chemicals - Line Item 37 Sec 2 - Supplies - Line Items 38 & 72 Sec 3 - Paper Products - Line Item 79 SB Chemical Sec I- Chemicals - Line Items 26, 27, & 30. Sec 2 - Supplies - Line Items 41, 42, 60, 61, 62, & 63 KSS Enterprises Sec 1- Chemicals - Line Items 20, 23, & 25. Sec 2 - Supplies - Line Items 52, 64, 67, 68, 69, & 70. Sec 3 - Paper Products - Line Item 77, 80, & 81. North Meridian Sec 1- Chemicals - Line Items 1, 4, 10, 14, 19, 24, 33, 35, & 36. Sec 2 - Supplies - Line Items 43, & 50. Central Poly Corp Sec 3 - Paper Products - Line Item 83. Sec 4 - Liners - Line Item 89 All American Poly See 4 - Liners - Line Items 84, 85, 87, & 90. Unipak Corp Sec 4 - Liners - Line Item 88. Interboro Packaging Sec 4 - Liners - Line Item 86. Therefore, Ms. Roos made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Henthorn seconded the motion, which carried. Mr. George King, Purchasing, noted that almost half of the awards were to MBE/WBE businesses. AWARD QUOTATION -- LABOR FOR 2014/2015 PLC TECHNICIAN/PROGRAMMER AND ELECTRICAL MAINTENANCE TECHNICIAN fWATER WORKS OPERATIONS Mr. John Wiltrout, Water Works, advised the Board that on June 20, 2014, he received quotations for the above referenced services. After reviewing those quotations, Mr, Wiltrout recommended that the Board award the contract for the Electrical Maintenance Technician to the lowest responsive and responsible bidder, Herman & Goetz, Inc., 225 South Lafayette Boulevard, South Bend, Indiana 46601, in the amount of $87.59 per hour, and the contract for the PLC/Technician/Programmer to Peerless Midwest, Inc., 55860 Russell Industrial Parkway, Mishawaka, Indiana, 46545, in the amount of $89.50 per hour. Therefore, Ms. Roos made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Mr. Henthorn seconded the motion, which carried. APPROVAL OF REQUEST TO CANCEL BID AWARD AND CONTRACT - 2014 STREET AND SEWER MATERIALS -PROJECT NO 114-004 (MVH) In a memorandum to the Board, Mr. Paul South, Street Department, requested the Board cancel the award of Part A, Asphalt Materials, and All Emulsions and Liquids, awarded to Bit -Mat Products of Indiana, Inc. in unit prices on March 11, 2014 for the above referenced project for their failure to provide "or equal" documentation with their bid for dust control agent. Mr. South noted that subsequent to the award, it has been determined that the material being provided was not the material bid originally. Therefore, upon a motion made by Ms. Roos, seconded by Mr. Henthorn and carried, the above request was approved. APPROVE CHANGE ORDER NO. 9 - DIGESTER NO. 2 UPGRADE AND DIGESTER GAS CLEANING - PROJECT NO. 111-029 WASTEWATER OPERATIONS AND 2011 SEWER BOND) Mr. Gilot advised that Mr. Jacob Klosinski, Environmental Services, has submitted Change Order No. 9 on behalf of Grand River Construction, Inc., 5025 40th Avenue, Hudsonville, Michigan 49418, indicating the Contract amount be increased by $12,968,00 for a new Contract sum, including this Change Order, in the amount of $5,831,765.00. Upon a motion made by Ms. Roos, seconded by Mr. Henthorn and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 - JEFFERSON BOULEVARD STREETSCAPE IMPROVEMENTS -PROJECT NO 114-001 (MAJOR MOVES) Mr. Gilot advised that Mr. Toy Villa, Engineering, had submitted Change Order No. 1 on behalf of Selge Construction Co., Inc., 2833 South IIth Street, Niles, Michigan 49120, indicating the REGULAR MEETING JULY 8, 2014 226 Contract amount be increased by $39,754.25 for a new Contract sum, including this Change Order, in the amount of $1,535,873.22. Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the Change Order was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — WAYNE STREET PARKING GARAGE FA ADE REPLACEMENT — PROJECT NO 114-027 (PARKING GARAGE FUND In a memorandum to the Board, Mr. John Engstrom, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Also presented at this time for approval and execution was the Title Sheet. Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the above request to advertise was approved, and the Title Sheet was approved and signed. ADOPT RESOLUTION NO. 21-2014 — A RESOLUTION OF THE CITY OF SOUTH BEND BOARD OF PUBLIC WORKS ADOPTING COMMON CONSTRUCTION WAGE RATES FOR PUBLIC WORKS PROJECTS ESTIMATED TO COST LESS THAN $350,000 AND MORE THAN $175,000 IN 2014 Attorney Cheryl Greene explained that State law requires wage rates on any project over $375,000.00. This resolution creates a policy on the part of the City of South Bend to extend the requirement lower to any project above $175,000.00. 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 21-2014 A RESOLUTION OF THE CITY OF SOUTH BEND BOARD OF PUBLIC WORKS ADOPTING COMMON CONSTRUCTION WAGE RATES FOR PUBLIC WORKS PROJECTS ESTIMATED TO COST LESS THAN $350,000 AND MORE THAN $175,000 IN 2014 WHEREAS, the City of South Bend desires that workers on public work contracts be compensated fairly for the application of their skills and training; and WHEREAS, in accordance with Indiana Code §5-16-7-1, et seq. the Indiana Department of Labor administers a program for determination of Common Construction Wage Rates for public construction on public works projects that have an estimated cost of more than 5350,000; and WHEREAS, the wage determination hearings are held quarterly to establish the Common Wage Rate in Saint Joseph County; and WHEREAS, the Saint Joseph Valley Building Trades Council is an independent organization representing Indiana's construction unions that has conducted surveys of the labor rates in South Bend and Saint Joseph County and it has participated in many Common Construction Wage Rate determination hearings for City of South Bend projects resulting in the adoption of the St. Joseph Valley Building Trade Council's survey as the common wage rate for public works projects; and WHEREAS, the scales of Common Construction Wages adopted in these hearings that apply to public works construction projects estimated to cost more than $350,000 are valid for three (3) months and may be revised or amended at each wage determination meeting; and WHEREAS, the City of South Bend frequently contracts for smaller public work projects estimated to cost less than $350,000 but more than $175,000; and WHEREAS, the City of South Bend, acting by and through its Board of Public Works, desires to adopt the Common Construction Wage Rates as amended from time to time for smaller public work projects estimated to cost less than $350,000 but more than $175,000 during calendar year 2014. NOW, THEREFORE, BE IT RESOLVED by the City of South Bend Board of Public Works that the Common Construction Wage Rates shall apply to smaller public works projects having an estimated cost of less than $350,000, but more than $175,000 during calendar year 2014. REGULAR MEETING JULY 8, 2014 227 ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana held on July 8, 2014, 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/ Patrick M. Henthorn ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 28-2014 — A RESOLUTION OF THE SOUTH BEND INDIANA BOARD OF PUBLIC WORKS FOR THE DISPOSAL OF SURPLUS PROPERTY 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.28-2014 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 JOSEPH WALKER will retire effective July 18, 2014, from the South Bend Police Department after twenty-eight (28) 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. AL49987, Model No. P229, a .40 Caliber Sig -Sauer sidearm, 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 8TH Day of JULY, 2014 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ David P. Relos s/ Kathryn E. Roos s/ Patrick M. Henthorn ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 29-2014 — A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON THE DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY REGULAR MEETING JUL_ Y� 228 Upon a motion made by Ms. Roos, seconded by Mr. Retos and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 29-2014 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON THE DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY WHEREAS, the care, custody and control of city owned property is vested in the City's Board of Public Works in accordance with Indiana Code § 36-9-6-3; and WHEREAS, the Board has determined that the following City -owned property is unfit for the purpose for which it was intended and is no longer needed by the City of South Bend: 5,673 WATER METERS WHEREAS, Indiana Code § 5-22-22 permits and establishes the procedure for disposal of personal property which is unfit for the purpose for which it was intended and which is no longer needed by the City; and WHEREAS, the City of South Bend Water Works Division has exchanged approximately 5,673 water meters over a seven (7) month period to an upgraded model allowing for electronic reading capability, which will result in a cost savings for the City; and WHEREAS, the City has determined that the meters are no longer fit for the purpose for which they were intended and are no longer needed by the City; and WHEREAS, the City has further determined that any remaining value attached to these meters is limited to the metals of which they are constructed; and WHEREAS, the City of South Bend Water Works Division has received an estimated scrap metal value for these meters of $1.25 per pound and an anticipated total scrap metal value for the 5,673 meters of approximately $39,647.50. NOW THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend as follows: 1. The 5,673water meters described above are no longer needed by the City, are unfit for the purpose for which they were intended and should be disposed of in a manner that is in the best interests of the City. 2. It is in the best interests of the City to dispose of the water meters for scrap metal value at an estimated $1.25 per pound as determined by Schupan Industrial Recycling Scrap based on the U.S. scrap metal pricing which is subject to change daily. 3. The Water Works Department is hereby authorized to dispose of the water meters for scrap metal value with the proceeds of such exchange to be recorded in Water Work's Miscellaneous Revenue account. ADOPTED this 8th day of JULY 2014. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ David P. Relos s/ Kathryn E. Roos s/ Patrick M. Henthorn ATTEST: s/Linda M. Martin, Clerk REGULAR MEETING JULY 8, 2014 229 ADOPT RESOLUTION NO. 30-2014 — A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS REGARDING USE OF AN AUCTIONEER TO DISPOSE OF SURPLUS PROPERTY 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.30-2014 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS REGARDING USE OF AN AUCTIONEER TO DISPOSE OF SURPLUS PROPERTY WHEREAS, pursuant to Indiana Code § 36-9-6-1 et, seq., the Board of Public Works ("Board") has the duty and authority to have custody, control, use, and to dispose of all real and personal property owned by the City of South Bend, Indiana; and WHEREAS, the City, acting by and through the Board, desires to dispose of the personal property that is more particularly described at Exhibit "A" attached hereto and incorporated herein ("Property"); and WHEREAS, in accordance with Indiana Code § 5-22-22-4, the Board may engage an auctioneer to conduct a public auction in order to dispose of the City's surplus personal property if the property to be sold is one (1) item with an estimated total value of $1,000 or more, or is more than one (1) item with an estimated value of $5,000 or more; and WHEREAS, the Board has determined that the Property has an estimated value of more than $5,000,and the Board has further determined that the property is unfit for the purpose for which it was intended, and is no longer needed by the City of South Bend; and WHEREAS, Board desires to engage a duly -licensed auctioneer to advertise the sale and conduct a public auction to dispose of the Property in accordance with Indiana Code §§ 5-22-22- 1 et seq. NOW, THEREFORE, the Board of Public Works of the City of South Bend hereby finds that the Property listed at Exhibit 'A" is no longer needed by the City; the Property is unfit for the purpose for which it was intended, and has an estimated value of $5,000 or more. BE IT RESOLVED that the Property may be transferred or sold at public auction. However, if the Property is deemed to be worthless, such Property may be demolished or junked. ADOPTED the 8TH day of JULY 2014, CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ David P. Relos s/ Kathryn E. Roos s/ Patrick M. Henthorn ATTEST: s/Linda M. Martin, Clerk APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for approval: Type Business Description Amount/ Motion/ Amendment DLZ Indiana, Supplemental Agreement No. Funding Increase of Second Relos/Roos to LLC 1 for Design of a Retaining $70,237.00 Professional Wall and Right -of -Way (Total Contract: Services Services Required for ADA $1 367,677) Agreement Compliance for Sidewalk on (Major Moves) Sample Street for Olive Rd. and Sample St. Project REGULAR MEETING JULY 8, 2014 230 Copier for $169.32/Month Roos/RelosPolice Communications for Five (5) 7��7Replacement Department and Supervisor's Years Office (Police General Fund/Capital Lease) Amendment Department Reduce Grant Funds for ($78,522.46) Roos/Relos to Contract of Neighborhood Stabilization Bringing Community Program 3 Contract to Balance to Zero Investment Transfer Funding to NSP I I- and Ending 8122 Contract Contract (Neighborhood Stabilization Grant (NSP3)) Agreement N ear Subsidize Rehabilitation of $78,522.46 Roos/Relos Northwest Vacant and Abandoned (Neighborhood Neighborhoo Property Located at 625-627 Stabilization Cushing Street Grant (NSP3)) Professional Promote the City of South $4,800.00 Roos/ Services Bend's Sesquicentennial (COIT) Henthorn AgreementCelebration Contract City of South Bend's Annual 5% Relos/Roos FAuction Vehicle, Equipment and Commission of Miscellaneous Items Auction Sales Master Lease Seven {7) Laptops and $109.09/Month Roos/Relos Purchase Docking Stations for 311 for 48 months; Subject to Agreement Total $5,131 Renegotiated Services (Lease Principal Contract with Company and Interest) additional $94 Maintenance Cost on Each Professional Arcadis Technical Services for Water NTE $8,500.00 Relos/Roos Services Quality Matters through 2014 (Water Works Agreement Revenue Bonds and Operating Fund) Amendment 207 North Extend Water Works Main $52,420.50 Table for to Lease Main, LLC Street Lease for Three Years; Annual Rent Renegotiation Agreement (August 1, 2014 to July 31, ($.20/Square of Terms 2017) Foot Increase) Roos/Henthorn (Water Works Operating Fund) Professional Christopher Five Points Utility Relocation $106,100.00 Roos/Henthorn Services Burke Design (NNDA TIF) Agreement Engineering Service Public Safety Perform Annual Firefighter $661.88 Roos/Henthorn Agreement Medical Physicals and Health Average Cost Screenings per Firefighter (Medical Surgical Dental) Professional EmNet 2014-2015 Annual CSO $227,562 Roos/Relos Services Service Contract (Wastewater Agreement O&M) Professional Symbiont Prepare EPA Brownfields NTE Table Services Assessment Grant $24,000.00 Roos/Henthorn Agreement Application; City of South (Loss Recovery Bend to Pay, Mishawaka and Fund) St. Joseph County to Reimburse South Bend 25% Respectively CLAIMS REVIEW MEETING JULY 1, 2014 215 A Claims Review Meeting of the Board of Public Works was convened at 8:34 a.m. on Tuesday, July 1, 2014, by Board President Gary Gilot with Board Members David Relos, Patrick Henthorn, and Brian Pawlowski present. Board Member Kathryn Roos was 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 approval: Name Amount of Claim Date City of South Bend $1, 176,305.41 06/30/2014 City of South Bend $746,367.20 06/23/2014 City of South Bend $735,189.84 07/O1/2014 Mr. Relos made a motion that after review of the expenditures, the remaining claims be approved separately as submitted. Mr. Henthorn 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 Mr. Relos and carried, the meeting adjourned at 8:35 a.m. BO RD OF PUBLJC WkpKS Gary A. Gi ot, President Brian J. Pawlowski, Member ATTEST: �i,da tom _M. Martin, Jerk AGENDA REVIEW SESSION JULY 3, 2014 216 The Agenda Review Session of the Board of Public Works was convened at 10:40 a.m. on July 3, 2014, by Board President Gary A. Gilot, with Board Members David Relos and Brian Pawlowski present. Board Members Kathryn Roos and Patrick Henthorn were absent. 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. Board members discussed the following item(s) from the agenda. - Amendment to Contract and Agreement Ms. Lory Timmer, Community Investment, informed the Board that the time to spend the dollars left in the Neighborhood Stabilization Program 3 Contract expired; however HUD has allowed the City to keep the funds as long as they are applied to another project. She stated they are being transferred to the Subsidizing Agreement for vacant and abandoned property located at 625-627 Cushing Street. Mr. Gilot noted the value in moving the funds from administrative work to neighborhood work. - Award Bid - 1/4 Ton Four -Wheel Drive Pick -Up Trucks Mr. Jeff Hudak, Central Services, stated these trucks are being purchased with CNG and V Plow options. Mr. Gilot questioned what the V Plow is for. Mr. Hudak explained it helps with alley entry plowing and intersections. He explained also that it is a flexible and adjustable plow and can be used as a straight plow or half or V plow. Mr. Horvath questioned why the CNG cost was so high. Mr. Hudak stated it is for big tanks. Mr. Horvath stated they should do a cost estimate on the cost value of the expense. Mr. Gilot noted they don't get their money back the first year, but the life expectancy is twenty (20) years. Mr. Hudak agreed and noted he put requirements on the construction of the tank to assure it lasts up to twenty (20) years. - Award Bid — Janitorial and Cleaning Supplies Ms. Toni Laisure, Central Services, noted that there were ten (10) bidders this year, and all bid on at least one (1) item. Mr. Gilot questioned if the prices went up. Ms. Laisure stated the prices were comparable; overall there was a 20% increase due to changes in items. She noted the actual increase in the prices was 9%. She noted also there were three (3) local preference bidders and four (4) MBE/WBE bidders, however only two (2) of those are registered MBE/WBE businesses with the State of Indiana. Mr. Gilot asked if she figured the percentage of MBE/WBE bids. Ms. Laisure stated the total is 58% of the total dollars bid. Mr. Gilot and Mr. Horvath stated that is impressive and worthy of note, regardless if they are all registered. - Change Order — Jefferson Boulevard Streetscape Improvements Mr. Roger Nawrot, Engineering, stated the changes in the project are an effort to keep up the project with current trends resulting in added scope to already existing unit prices, not new items. He explained they added a parking space, removed an alley approach at the library, and corrected the wrong size tree grates listed in the specifications. He noted they also hit an unmarked, unrecorded water line. Amendment to Professional Services Agreement — DLZ Indiana, LLC Mr. Roger Nawrot, Engineering, stated this amendment is due to the need for a retaining wall after foundry sand was discovered at the site of this Olive Street and Sample Street overpass and bridge reconstruction. Mr. Eric Horvath, Director of Public Works, stated they would have had to remove bad soil and bring in all new soil; this way was more cost effective. Mr. Nawrot noted they are acquiring right-of-way for the sidewalk construction, and the full process will cost around $30,000.00. Attorney Cheryl Greene stated Legal has done this work in the past and saved a lot of money. Mr. Horvath noted this is temporary construction right-of-way, and questioned the need for acquiring the property for temporary construction. Mr. Horvath suggested there be some discussion before Tuesday's meeting regarding this item. He noted also there were some major deductions in the original contract. - New Installation — No Parking Mr. Roger Nawrot, Engineering, stated this request for installation of No Parking signs on Sample Street in front of the new Fire Training Center had to be cleared with INDOT because Sample Street is an official ramp onto the bypass. New Installation — Two Hour Parking Mr. Roger Nawrot, Engineering, stated Kite Realty requested this installation in three locations in Eddy Commons for turnover. He noted Traffic and Lighting recommends against two-hour parking up to Burns Avenue, and suggests it stop at Georgiana Street. Mr. Corbitt Kerr, City Engineer, recommend limiting the two-hour parking from 7:00 a.m. to 7:00 p.m. The Board recommended the City Engineer's request be approved. New Installation — Residential Parking Mr. Roger Nawrot, Engineering, stated a residential study was completed in this area and this block, the 1100 block of Georgiana Street, was the only block that met the warrant study. REGULAR MEETING JULY 8, 2014 231 Memorandu Teamsters One -Time Only Clothing Additional $75 Roos/Henthorn in of Local Union Allowance for Water Works per Year for Understand- No. 364 Construction Maintenance Years 2014 and ing Work Group 2016 APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following permit and license applications were presented for a Applicant Description Date/Time pp.. � a.. Location Motion Al Sabin III Residential July 19, 2014, Lebanon St. from Carried Roos/Henthorn Block Party — 10:00 a.m, to Indiana Ave. to Community 3:00 p.m. Broadway St Block Party Our Lady of Non- July 19, 2014; Chapin Street and Small Roos/Relos Hungary Parish Residential 11:00 a.m. to Section of Bruce Street Block Party — 10:00 P.M. from Calvert Street to Our Lady of Bruce Street Hungary Parish Festival - Abundant Faith Procession - August 2, 2014, 2409 Mishawaka Ave. Roos/Relos A Day of Unity 10:30 a.m. to to 833 30th Street, Approval in Our 11:30 a.m. Subject to Community Walkers Staying on Sidewalks and Obeying all Traffic Laws Living Stones Procession - July 16, 2014; 718 Donmoyer Avenue Roos/Relos Church Wacky 6:00 p.m. to North to Erskine Blvd., Subject to use Wednesdays on 8;00 p.m. West on Altgeld, South of Sidewalks the Southside: on Fellows, East on only Bike Parade Donmoyer Avenue South Bend Procession - July 12, 2014; Start in Potawatomi Roos/Henthorn Park Kid's Tri 6:00 a.m. to Park on Wall St. to S. Department 12:00 p.m. Twyckenham Dr., to E. Hoover Ave., to Greenlawn Ave. to Zoo Dr. and back to Wall St. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Ms. Roos, seconded by Mr. Henthorn and carried, the following traffic control devices were approved: NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATION; 613 S. Olive Street 411 S. Illinois Street REMARKS: All Criteria has been met NEW INSTALLATION: Two (2) Hour Handicapped Accessible Parking Sign LOCATION: 1130 Angela Blvd. REMARKS: All Criteria has been met NEW INSTALLATION: No Parking LOCATION: South Side of Sample Street between Marietta Street and to 240 Feet East of High Street in Front of Fire Training Center due to Sight Distance at High Street REMARKS: All Criteria has been met; Contractor Will Install the Signage and Striping REGULAR MEETING JULY 8, 2014 232 NEW INSTALLATION: Two (2) Hour Parking Signs LOCATIONS: (a) 900 Block of Napoleon Street, Two (2) Spaces West of Eddy Street (b) Both Sides of the 1000 Block of Napoleon Street (c) Napoleon Street from Eddy Street to Burns Avenue REMARKS: All criteria has been met; Two hour limit from 7:00 a.m. to 7:00 p.m. on (c). NEW INSTALLATION: Two (2) Fifteen (15) Minute Parking Signs LOCATION: 1233 Eddy Street REMARKS: All Criteria has been met NEW INSTALLATION: Residential Parking Space Sign LOCATION: 1100 Block of Georgiana; 9:00 p.m. to 3:00 a.m. REMARKS: Residential Study Completed May 17, 2014 Met Warrants RATIFY APPROVAL AND/OR RELEASE CONTRACTOR AND EXCAVATION BONDS Mr, Anthony Molnar, Division of Engineering, recommended that the following Contractor and r_._ _.: �a� r o �.;t A a ,,,rc„a„t to Rasn1u ;n„ 100-2000 and/or released as follows: iiAC&% , aL1V11 LJv- o - - -- ---- Approved/ Business Bond Type Released Effective Date A&R Septic Co, Inc. Contractor Released July 11, 2014 Doug Dunnett Contractor Released July 7, 2014 Environmental Forensic Investigations, Inc. Excavation Approved June 5, 2014 Indiana Fiber Network, LLC Excavation Approved June 10, 2014 Keiser Excavating, Inc. Excavation Approved June 19, 2014 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 Ms. Roos 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 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 Ms. Roos 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 City of South Bend $4,943,650.93 07/03/2014 City of South Bend $3,764.02 07/02/2014 and 07/03/2014 City of South Bend $538,101.69 06/30/2014 City of South Bend $745,750.09 07/08/2014 St. Joseph County Housing Consortium $15,886.71 06/26/2014 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 Ms. Roos, seconded by Mr. Relos and carried, the meeting adjourned at 10:48 a.m. BOARD OF PUBLIC WORKS Gary A. Gilo�t, President Cam` David P,�R 1 s, Member .�. �. "A( athryn Eoos, Member REGULAR MEETING JULY 8.2014 233 ATTEST: '> i da M. Martin, Clerk Patrick M. Henthom, M ber 7 wlows Member CLAIMS REVIEW MEETING JULY 15, 2014 234 A Claims Review Meeting of the Board of Public Works was convened at 8:40 a.m. on Tuesday, July 15, 2014, by Board President Gary Gilot with Board Members Kathryn Roos and Patrick Henthorn present. Board Members David Relos and Brian Pawlowski were absent. APPROVE PROFESSIONAL SERVICES AGREEMENT —MIKE BIEGANSKI (COIT) Ms. Roos stated this agreement is to assist the City Information Technology Department during budget season due to the resignation of the current Director of Information Technology, effective Friday, July 18, 2014. Mr. Mike Bieganski will consult in the implementation of the City IT Strategic Plan and offer support for Administrative leadership in IT initiatives. Upon a motion by Ms. Roos, seconded by Mr. Henthorn and carried, the agreement was approved in the amount of $50.00 per hour, not to exceed $25,000.00. APPROVE CLAIMS Ms. Roos 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. Ms. Roos stated the following claims were submitted to the Board for approval: Name Amount of Claim Date City of South Bend $1,679,224.88 07/15/2014 City of South Bend $518.42 06/30/2014 Ms. Roos made a motion that after review of the expenditures, the remaining claims be approved separately as submitted. Mr. Henthorn 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 8:42 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President Patrick M. Henthorn; ber airJ lowski M-Me ber ATTEST: Linda M. Martin, Clerk