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Home My WebLink About02/09/09 Board of Public Works Regular MeetingPUBLIC AGENDA SESSION FEBRUA 5,2009 33 The Public Agenda Session of the Board of Public Works was convened at 10:35 am. on February 5, 2009 by Board Member Donald E. Inks with Board Member John H. Murphy present. Also present was Attorney Thomas Bodnar. Board President Gary Gilot was absent. 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 items from that list: The Clerk was instructed to post the agenda and notify the media and other Persons who have requested notice of the meeting agenda. Upon a motion by Mr. Inks, seconded by Mr. Murphy and carried, the meeting adj ourned at 11:10 a.m. NOW u�� meiiibe'r I ATTEST: J 4- Linda M. Martin, Clerk REGULAR MEETING FEBRUARY 9, 2009 The regular meeting of the Board of Public Works was convened at 9:35 a.m. on Monday, February 9, 2009 by Board President Gary A. Gilot, with Board Members Donald E. Inks and John H. Murphy present. Also present was Attorney Thomas Bodnar. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of a contract with Centerplate for supplying food for the Mayor's State of the Union address at Century Center. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Inks, seconded by Mr. Murphy and carried, the minutes of the Agenda Session, Regular Meeting and the Claims Review Meeting of the Board held on January 22, 2009, January 26, 2009, and February 2, 2009, were approved. OPEN AND AWARD BIDS - SALE OF ABANDONED VEHICLES This was the date set for receiving and opening of sealed bids for the above referred to 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: No. Description Year Bid 15 Red Ford F-250 1993 - � - 856.56 1504 Marblehead Mishawka, Indiana 4654 BID: 56941 Timber Circle Elkhart, In Wwt RAWY11 001 R-41 56941 Timber Circle Elkhart, In No. Description Year Bid 15 Red Ford F-250 1993 $851.50 16 1 Red Jee Cherokee 1993 $351.50 192• Tamarack Road Walkerton, Indiana 46574 BID: 23695 Fillmore ko South Bend, Indiana 46619 1111): W , Year Bid ST11ver Aurora $176.56- Gray Plymouth Acclaim $176.50 I -ka $100.00 $176.50 $100.00 $176.50 $176.50 $75.00 0 WIN ... 1997 $167.00 White Nissan Stanza 1991 $159.00 Green Volkswagon Jetta 1997 $250.00 i r a Accord 179 91 $110.00 White Chrysler 5 Avenue $75.00 118.00 $878.00 $210.00 'IN 23695 Fillmore ko South Bend, Indiana 46619 1111): Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above bids were referred to Code Enforcement for review and recommendation. After reviewing those bids, Ms. Cathy Eli recommends that the Board award the contract to the highest responsive and responsible bidders as follows. W , Year Bid ST11ver Aurora $176.56- Gray Plymouth Acclaim $176.50 Silver Oldsmobile Cutlass $176.50 $176.50 $176.50 $176.50 $176.50 $100.10 0 WIN ... 1997 $176.50 White Nissan Stanza 1991 $176.50 Green Volkswagon Jetta 1997 i r a Accord 179 91 $150.50 White Chrysler 5 Avenue $125.50 $500.50 $175.50 �u L%mmomm $175.50_ Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above bids were referred to Code Enforcement for review and recommendation. After reviewing those bids, Ms. Cathy Eli recommends that the Board award the contract to the highest responsive and responsible bidders as follows. RE GULAR MEETING lmunvzw�� Award No. Description Year Bid Terry's Auto Salvage I Silver Oldsmobile Aurora 1995 $222.00 Huston, Victor 2 Gray Plymouth Acclaim 1993 $176.50 Huston, Victor 3 Silver Oldsmobile Cutlass 1998 $176.50 Huston, Victor 4 White Ford Thunderbird 1992 $176.50 Huston, Victor 5 Blue Mercury Mystique 1995 $176.50 Huston, Victor 6 Green Pontia Grand Am 1995 $176.50 Huston, Victor 7 Red Chevrolet Monte Carlo 1985 $176.50 Huston, Victor 8 Gray Mercury Tracer 1993 $100.10 Huston, Victor 9 Burgundy Mazda Protege 1997 $176.50 Huston, Victor 10 White Nissan Stanza 1991 $176.50 Terry's Auto $250.00 Salvage Green Volkswagon Jetta 1997 Huston, Victor 12 White Honda Accord 1991 $150.50 Huston, Victor 13 White Chrysler 5 `1' Avenue 1987 $125.50 Huston, Victor 14 Green Dodge Spirit 1994 $175.50 Terry's Auto 15 $878.00 Salvage Red Ford F-250 1993 Rush, Cheryl 16 Red Jeep Cherokee 1993 $351.50 Marks, Patrick 17 Silver Chevrolet Astro 2000 $200.00 Huston, Victor 18 1 White/Blue Chevrolet Explorer 1973 $175.50 Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bids be awarded as outlined above, Mr. Inks seconded the motion, which carried. Mr. Rob Nichols, Engineering, advised the Board that on January 26, 2009, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Nichols recommends that the Board award the contract to the lowest responsive and responsible bidder, HRP Construction, 5777 Cleveland Road, Post Office Box 266, South Bend, Indiana 46624 in the amount of $255,496.27. Mr. Gilot requested that Mr. Nichols put his recommendation in the form of a Memorandum to the Board. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded as outlined above, subject to Mr. Nichols putting the information into a Memorandum. Mr. Inks seconded the motion, which carried. N13gfflMK#M "S ymuz aw# 1 LEASE) In a letter to the Board, Mr. Jack Dillon, Environmental Services, advised the Board that on January 5, 2009, quotations were received and opened for the above referred to equipment. After reviewing those quotations, Mr. Dillon recommends that the Board award the contract to the REGULAR MEETING FEBRUARY 9 2009 37 REGULAR MEETING FEBRUARY 9,2009 38 I. Pleasant Street Sewer Separation - Project No. 108-070 (2007 Sewer Bond) 2. Washington Street & Burbank Avenue Sewer Separation — 107-041 (2007 Sewer Bond) 3. West Washington Street Drainage Improvements (2007 Sewer Bond) In a memorandum to the Board, 1l�Ir�gRob OF BIDS advertise for the requested permission to i r made by M I nk s, . IAC Therefore, upon a motio submitted, requests were approved as REGULAR MEETING FEBRUARY 9 200 39 Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the following Resolution was adopted by the Board of Public Works: WHEREAS, the South Bend Department of Redevelopment, acting by and through its Redevelopment Commission (the "Commission") is the fiscal body with the authority to appropriate TIF funds in the City of South Bend, Indiana; and WHEREAS, as part of and to further its redevelopment projects, the Commission intends to widen Douglas Road from South Bend Avenue (SR23) to the Mishawaka/South Bend City line (the "Project"); and WHEREAS, the South Bend Board of Public Works (the "BPW") and the Commission desire to enter into an Agency Agreement wherein the BPW shall act as the Commission's agent with respect to the Project and other related matters, a copy which Agency Agreement is attached hereto and incorporated herein as Exhibit "A". NOW, THEREFORE, BE IT RESOLVED by the City of South Bend, Indiana, Board of Public Works as follows: Section 1. The BPW hereby approves the Agency Agreement and hereby authorizes its eyocution in substantially the fonn attached hereto as Exhibit "A" with such changes as the BPW may deem necessary or appropriate upon the advice of counsel, said execution thereof to be conclusive evidence of the BPW=s approval of such changes. The Clerk is hereby directed. to file a copy of the Agency Agreement with the Commission. BPW. Section 2. This Resolution shall be in full force and effect after its adoption by the ADOPTED at a meeting of the City of South Bend Board of Public Works held on February 9, 2009, at 930 a. m., in Room 1308, County-City Building, South Bend, Indiana 46601. I 16.1 Mal b =1101 ! M�l s/Donald E. Inks, Member ATTEST: s/Linda M Martin, Clerk M APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for approval: 'TYPE BUSINESS DESCRIPTION AMOUNT MOTION/ Engineering Design for Revised (2007 Sewer SECONDED Addendum Greeley & CSO Long Term Control $134,000.00 Inks/Murphy Hansen LLC Plan - Continuing (Wastewater Negotiations with EPA Engineering) Addendum Near and Development of Final N/A — Inks/Gilot Northwest LTCP Construction Michiana Lincoln Way West $121,740.00 Inks/Murphy Contract Contracting, Lighting — Project No. (COIT) Addendum Inc. 108-039 N/A Inks /Murphy Uniform Jeffrey Gibney 30, 2009 for South Bend N/A Inks/Murphy Conflict of & M. Home Improvement Interest Catherine to June 30, 2009 Statement Fanello Rental of Recital Hall for No Cost Inks/Murphy Contract Walsh & Extension of 2008 Street 2008 Bid Unit TABLED Renewal Kelly, Inc. Materials Contract Prices Prices Inks/Murphy Amendment McCormick Additional Survey and $12,000.00 Inks/Murphy Engineering Design for Revised (2007 Sewer Foundation, Grades in Pleasant Street Revenue Bond) Inc, Sewer Separation - Project 108-070 Addendum Near Time Extension to Dec. N/A — Inks/Gilot Northwest 31, 2009 for Community Neighborhood, Space Program Inc. 31, 2009; Office Space Addendum Division of Time Extension to Sept. N/A Inks /Murphy Community 30, 2009 for South Bend Development. Home Improvement Addenda South Bend Time Extensions: No Cost Inks/Murphy Heritage Northeast Neighborhood Foundation, Revitalization Inc, Organization to June 30, 2009; Northeast Neighborhood Revitalization Organization to December 31, 2009; Office Space Project to June 30, 2009Near West Side Acquisition/Rehabilitation to June 30, 2009 License Global Rental of Recital Hall for No Cost Inks/Murphy Agreement Spectrum, the Mayor's State of the Century Center City Address - February 16, 2009, 4:00 p.m. to 9:00 P.M. Professional Donohue & Kennedy Park / North $226,700.00 Inks/Murphy Services Associates Bendix Phase I Storm (2007 Sewer Agreement Sewer Separation Design Bond) -Project No. 107-042 Professional Abonmarche Additional Storm Water $2,700.00 Inks/Murphy Services Consultants Management Design work (Douglas Rd. Amendment requested by the City for TIF) Douglas Road Improvements - Project No. 108-080 REGULAR MEETING FEBRUARY 9,2009 41 APPROVAL OF STREET CLOSURES/PROCESSIONS The following street closures and processions were presented for approval I= Downtown South Bend, Inc. St. Anthony de Padua Home and School Association River Park Business Association Street Closure- St. Paddy's Day Tent Party & Pub Tour Procession - Run Panther Run Procession - River Park Days Parade Event is March 13, 2009; 5:00 pm. to 11:00 p.m., Request is for 6:00 a.m. March 13 to 1:00 a.rn. March 14, 2009. April 18, 2009, 7:00 a,m, to 10:00 a.m. Motion Carried Inks/Murphy Inks/Murphy May 16, 2009, 9:30 a.m. Inks /Murphy to 11:00 a.m. CONTRACT Mr. Rob Nichols, Engineering, presented the year one performance report from Johnson Controls, Inc., in regard to the Guaranteed Energy Savings Contract, through which the traffic signal lights were changed to LEDs. This report summarizes the savings made through the ulnzaa��:' t Guaranteed Energy Savings project. There being no further discussion, upon a motion made by Mr. Inks, seconded by Mr. Murphy and carried, the report was accepted and filed. FILING OF SAFETY REPORTS — DEPARTMENT OF PUBLIC WORKS The Division of Engineering, and the Street Department, submitted Safety Reports for January 2009. These reports reflect injuries/accidents for each month and provide for a comparison. There being no ffirther discussion, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the reports were accepted and filed. APPROVE AMENDED IRREVOCABLE LETTER OF CREDIT: Mr. Tony Molnar, Division of Engineering, submitted the following irrevocable Letter of Credit to the Board and recommended approval: IRREVOCABLE STANDBY LETTER OF 2544726682 (Old Number: 70- C DIT NO. 0026682) ISSUED BY: ff� �11 Mr. Inks made a motion that the Letter of Credit, as outlined above, be approved. Mr. Murphy seconded the motion, which carried. RATIFY APPROVAL OF EXCAVATION BOND Mr. Anthony Molnar, Division of Engineering, recommends that the following Excavation Bond be ratified pursuant to Resolution 100-2000 as follows: Business and Type Approved Effective Date Goodin-Myers Construction, Inc. Excavation Approved January 29, 2009 Mr. Gilot made a motion that the Bond's approval as outlined above be ratified. Mr. Inks seconded the motion, which carried. APPROVE CLAIMS Mr. Murphy 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. Therefore, Mr. Murphy made a motion that after review of the expenditures, the claims be approved as submitted. Mr. Inks 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. Inks and carried, the meeting adjourned at 10:32 a.m. Therefore, Mr. Murphy made a motion that after review of the expenditures, the claims be approved as submitted. Mr. Inks seconded the motion, which carried, ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. ilot, seconded by Mr. Inks and carried, the meeting adjourned at 10:32 a. m. Gary A. Gilot, President i on4aldl%ern " M. Martini - Clerk "I