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Home My WebLink About12/15/08 Board of Public Works Special MeetingSPECIAL MEETING DECEMBER 15,2008 The Special Meeting of the Board of Public Works was convened at 8:33 a.m. on Monday., December 15, 2008, by Board President Gary A. Gilot with Board Members Donald E. Inks and John H. Murphy present. Also present was Board Attorney Ms. Cheryl Greene. Board of Public! Works Clerk, Linda M. Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. ADDITIONS TO THE AGENDA Mr. Gilot noted the addition of several items to the agenda including a proposal from Aborimarche for the project management of Portage Prairie Development, a relocation agreement with I&M, and an agreement with DLZ regarding water hazard analysis. OPENING OF QUOTATIONS - PORTAGE AVENUE CROSSWALKS - PROJECT NO. 108 043 (COIJ) 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: L.L. GEARS CONSTRUCTION CO. 1923 North Home Street Mishawaka, Indiana 46545 Quotation was submitted by Mr. Marty Dailey QUOTATION: $38,897.15 Mr. Gilot noted that as he was reading the above quote, the following quote was hand delivered by Jennifer Corle, Engineering, to the Clerk of the Board, Linda Martin. Ms. Greene, Board. Attorney, stated that since no-one had left the room, the first quote had not been read yet, and the secretary was in the process of bringing in the mail, the quote could be accepted. SELGE CONSTRUCTION CO., INC. 2833 South Il"' Street Niles, Michigan 49120 Quotation was submitted by Mr. John Szuba QUOTATION: S49,505.00 Upon a motion made by Mr. Gilot, seconded by Mr. Itiks and carried, the above Quotations were referred to Engineering and Community and Economic Development for review and recommendation. ADOPT RESOLUTION NO. 90-2008 - A RESOLUTION OF THE SOUTH BEND BOA OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY Upon a motion made by Mr. Inks, seconded by Mr. Murphy and carried, the followh Resolution was adopted by the Board of Public Works: I RESOLUTION NO. 90-2008 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY WHEREAS, it has been detennined by the Board of Public Works that the following property is unfit for the purpose for which it was intended and is no longer needed by the Central Services Division of the City of South Bend: Radio Equipment: IFR Service Monitor, Model FM/AM - 1000's - Serial #2386 B&K Precision Oscilloscope, Model #1474 - Serial #04047 General Electric Radio Base, Model #DC76RAU66A - Serial #4466055 SPECIAL MEETING Software: Snap-On Shop Key Software 1111914XTUFSSTG• = WHEREAS, Indiana Code 5-22-22 permits and establishes 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. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that the items listed above are no longer needed by the City; are unfit for the purpose for which they were intended and have an estimated value of less than one thousand dollars ($1,000.00). BE IT FURTHER RESOLVED that said items may be transferred or sold at public auction or private sale, without advertising. However, if the property is deemed worthless, such may be demolished or junked. 6-mLent"kiffang wgw ,M ATTEST: S/Linda M Martin, Clerk ADOPT RESOLUTION NO. 91-2008 — RESOLUTION RELATED TO ACQUISITION OF PROPERTY IN THE CITY OF SOUTH BEND, INDIANA FOR DOLLAR HOUSE PROGRAM (738 LELAND) Upon a motion made by Mr. Inks, seconded by Mr. Murphy and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 91-2008 RESOLUTION RELATED TO ACQUISITION OF PROPERTY IN THE CITY OF SOUTH BEND, INDIANA FOR DOLLAR HOUSE PROGRAM (738 Leland) WHEREAS, the City of South Bend, Indiana, Board of Public Works (the "Board") is authorized to purchase real property or personal property needed by the City of South Bend, Indiana (the "City") for any public use under Indiana Code § 36-9-6-4; and WHEREAS, evidence has been presented to the Board Suggesting that the purchase and rehabilitation of the property described at Exhibit A (the "Property") would stabilize the surrounding neighborhood and reduce the number of vacant and abandoned housing in the City; and WHEREAS, an appraisal has been obtained for the Property, which appraisal evidences a fair market value of at least Twenty Three Thousand Seven Hundred Fifty Four and 88/100 Dollars ($23,754.88); and WHEREAS, the Board desires to purchase the Property as a part of the City's vacant housing initiative, in order to incorporate the Property into the City's form of urban homesteading program, commonly referred to as the "Dollar House" program; and WHEREAS, the Board desires to authorize its purchasing agent or staff to present and negotiate offers for the Property on behalf of the Board provided that the offers not exceed the lesser of. (1) the appraisal amount or (11) $50,000.00; and WHEREAS, the Board further desires to authorize any member of the Board and t Clerk of the Board to approve and execute and to attest, respectively, any and all documentatio y including but not limited to offer letters, counteroffer letters, assignment agreements, purcha �1_ DECEMBER 15, 2008 agreements and deeds necessary or advisable, in the opinion of legal counsel, to secure and accept the Property. NOW, THEREFORE, BE IT RESOLVED, by the City of South Bend, Indiana, Board of Public Works, as follows: I. The Board hereby finds that the purchase of 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 and that acquiring the Property for the City's form of urban homestead program is necessary to stabilize the surrounding neighborhood and reduce the number of vacant and abandoned housing in the City. 3. Each member of the Board may, individually, approve and execute any and all documentation, including but not limited to offer letters, counteroffer letters, assignment agreements, purchase agreements and deeds necessary or advisable, in the opinion of legal counsel, to secure and accept the Property. Adopted at the Regular Meeting of the City of South Bend, Indiana, Board of Public Works held on December 15, 2008, at 1308 County-City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. CITY • SOUTH BEND s/Gary A. Gilot, President s/Donald E. Inks, Member slJolin H. Murphy, Member ATTEST: s/Linda M Martin, Clerk The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for approval: TYPE BUSINESS DESCRIPTION AMOUNT MOTION/ SECONDED Construction Michiaria Mishawaka Avenue 5202,932.50 Inks/Murphy 1 Contract Contracting, Streetscapes (31st (COIT) Inc. Street to Logan Avenue) -Project No. 108-038 Maintenance Physio Control Maintain, inspect, $12,642.00 Inks/ Murphy Agreement software upgrades, (Police 10 training, training, testing and 421-37-05) for the Police Department's AED's li Professional John Stancati, Retain for consulting $20.000.00 j TABLED Services Director of after retirement (Water Works) Inks /Murphy Agreement Water Works Construction Ziolkowski Repair terra cotta base 510,633.00 Inks/ Murphy Contract Construction, of The Vine restaurant (MPAQ Inc. -Project No. 108-092 Proposal Landmark Gas Reporting for $1,980.00 Gilot/Ink- s SPECIAL MEETING Environmental Fredrickson Park {Engineering /Other Professional Services Agreement Gibson Provide insurance $45,300.00 (Fund Inks/Murphy Insurance consulting services in 226/Liability Group the area of property Insurance) and worker's compensation Addendum South Bend Vacant Property N/A Inks/Murphy Heritage Initiative, Dollar Foundation House Prog ram, Time Extension to December 31, 2009 1 Addendum Northeast Vacant Property N/A Inks/Murphy Neighborhood ID Initiative, Dollar Revitalization House Program, Time Organization Extension to December 31, 2009 r-�Add—enduin Near Vacant Property N/A Inks/Murphy I Northwest Initiative, Dollar Neighborhood, House Program, Time Inc. Extension to December 31, 2009 Agreement Neighborhood Continuation of Staff $ 1.00 to City of Inks/Murphy Resources Support Agreement to South Bend Corporation NRC through June 30, 2009 Addendum Neighborhood Agreement for N/A Inks/Murphy Resources Programs and Services Corporation Time Extension to December 31, 2009 Maintenance Motorola Data Maintenance and $29,682.48 Inks/Murphy Agreement Dispatch Center Maintenance Agreement NEC Installation and $353,000.00/ Inks/Murphy Corporation of Equipment for $177,707.00 America Integrated AFIS Palm Federal Grant & System $175,293.00 Police Equipment Fund Professional Danch, Hamer Planning, Surveying $50,000.00 Inks/Murphy 'i Services & Associates, and Engineering (Fund 401) S ubj ect to Proposal Inc. Services or the Financing Triangle Neighborhood, Phase I Professional Danch, Hamer Planning, Surveying $44,000.00 Inks/Murphy Services & Associates, and Engineering (Fund 401) Subject to Proposal Inc. Services or the Financing Triangle Neighborhood, Phase 2 Proposal Ted Phillips, Fire Department $21,00.00 Inks/Murphy Ph.D. Training Center — (EMS Capital Subject to Development of Fund) Legal Business Plan for Review Regional Public Safety Training, Campus Proposal Development Fire Department $95,000.00 Gilot/Inks Strategies Training Center — Plan (EMS Capital Group of Regional Public Fund) Safety Training Campus and Design for Fire Training Tower Component SPECIAL MEETING DECEMBER 159 2008 Proposal Abom-narche Portage Prairie $75,000.00 Inks/Murphy Released Group Development — US 31 (AEDAITIF) $6,617.62 11/24/08 ----------- St. Joseph County Housing Consortium & Adams Road 11/25/08 Eddy Street Commons Claims $2,651,138.38 12/15/08 Interchange Relocation I&M Relocation of $695,578.00 Inks /Murphy 1 Agreement Kankakee - Colfax Subject to I 34.5kV and j Legal Distribution Lines Review Agreement DLZ Indiana, Process Hazards $16,600.00 Gilot/Iriks LLC Analysis Revalidation - (Water Utilities) Subject to Project No. 109-013 01 Legal Review APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following traffic control device was approved: NEW INSTALLATION: Handicapped Accessible Parking Sign LOCATION: 1124 N. Meade Street REMARJ�S: All Criteria Met Upon a motion made by Mr. Inks, seconded by Mr. Murphy and carried, the following traffic control device was approved: RENEWAL: Paid Handicapped Parking Space Sign (Downtown) #008 LOCATION: Jefferson Boulevard, the Second Space East of Lafayette Boulevard North Side of Jefferson Boulevard REMARK-S: All Criteria Met RATIFY RELEASE OF CONTRACTOR BOND Mr. Anthony Molnar, Division of Engineering, recommends that the following Contractor Bond be released as follows: I Business Bond Type Approved/ Released Effective Date Habitat for Humanity Contractor Released 12/15/08 Mr. Inks made a motion. that the Bond's release as outlined above be ratified. Mr. Murphy seconded the motion, which carried. APPROVE CLAIMS Mr. Inks 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. Name Amount of Claim Date City of South Bend $547,821.90 12/12/08 City of South Bend $4,421,509.59 12/15/08 St. Joseph County Housing Consortium $6,617.62 11/24/08 ----------- St. Joseph County Housing Consortium $19,877.93 11/25/08 Eddy Street Commons Claims $2,651,138.38 12/15/08 Therefore, Mr. Inks made a motion that after review of the expenditures, the claims be approved as submitted. Mr. Murphy seconded the motion, which carried. UNIUSM Mr. Gilot made a motion that the meeting be recessed at 9:07 a.m., and reconvene at 9:30 a.m, to open the bids for Western Avenue and West Washington Street. Mr. Inks seconded the motion., which carried. RECONVENED SPECIAL MEETING DECEMBER 15, 2008 The Special Meeting of the Board of Public Works was reconvened at 9:30 a.m. by Board Member Donald E. Inks, with Board Member John H. Murphy and Board Attorney Cheryl Greene present. Board of Works President Mr. Gary A. Gilot was absent. BID: $145,896.46 BID: S203,3 1' ).00 BID: $223,255.00 13113- S245,210.00 RECONVENED SPECIAL MEETING DECEMBER 15, 2008 BID: $247,205.00 6 � w,�, #� Upon a motion made by Mr. Inks, seconded by Mr. Murphy and carried, the above bids were referred to Community and Economic Development and the Division of Engineering for review and recommendation. PROJECT NO. 108-041 (COLT) This was the date set for receiving and opening, of sealed bids for the above referred to 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: BID: Base Bid: $93,625.00 ($78,925.00 with corrections) Alternate A: $11,285.00 7843 Lilac Road Plymouth, Indiana 46563 Bid was signed by: Mr. Donald Wend RECONVENED SPECIAL MEETING DECEMBER 15 2008 Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: Base Bid: $84,513.75 Alternate A: $10,455.00 BID: Base Bid: $84,788.00 Alternate A: $9,350.00 BID: Base Bid: $116,576.27 ($116,567.91 with corrections) Alternate A: $9,797.00 Upon a motion made by Mr. Inks, seconded by Mr. Murphy and carried, the above bids were referred to Community and Economic Development and the Division of Engineering for review and recommendation. Mr. Inks made a motion that the meeting be recessed at 9:47 a.m. to re-tabulate the bids, and reconvene at 1:30 p.m. to make an award for the above bids. Mr. Murphy seconded the motion, which carried. RECONVENED SPECIAL MEETING DECEMBER 15,20 08 The Board of Public Works reconvened the Special Meeting of December 15, 2008 at 1:49 p.m. Board Members Donald Inks and John Murphy were present. Also present was Board Attorney Cheryl Greene. Board President Gary Gilot was absent. Mr. Ty Bancroft, TGB Unlimited, was present at the meeting, and requested that the Board explain the basis for its decision, and how it applies to the other contractors. Ms. Greene, Board Attorney, stated the Board is regulated by state law regarding the public bidding process. The RECONVENED SPECIAL MEETING DECEMBER 15 2008 AWARD QUOTE - PORTAGE AVENUE CROSSWALKS - PROJECT NO. 108-043 (COLT) In a Memorandum to the Board, Mr. Rob Nichols, Engineering, recommended that the Board award the above bid to the lowest responsive and responsible quotes, L.L. Geans, in the amount of $38,897.15. Therefore, upon a motion by Mr. Inks, seconded by Mr. Murphy and carried, the quote was awarded as outlined above. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Inks, seconded by Mr. Murphy and carried, the meeting adjourned at 2:13 p.m. BOARD OF PUBLIC WORKS 4 GarriA Gilot , President 16onald f. Inks, Member Y,) Jqhri H. Murphy, Meinboj ATTEST: Linda M. Martin", Clerk(