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HomeMy WebLinkAbout03/23/09 Board of Public Works Regular MeetingPUBLIC AGENDA SESSION MARCH 19,2009 83 The Public Agenda Session of the Board of Public Works was convened at 10:40 a.m. on March 19, 2009 by Board President Mr. Gary A. Gilot, with Board Members Donald E. Inks and John H. Murphy present. Also present was Board Attorney Cheryl Greene and Attorney Thomas 11todnar, Legal Department. Board of Public Works Clerk, Linda M. Martin, presented the Boar:T; with a proposed agenda of items presented by the public and by City Staff. 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. I Name Amount of Claim Date I City of South Bend $3,719,900.91 03/20/2009 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. PUBLIC AGENDA SESSION MARCH 19 2009 84 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 12:02 p.m. ATTEST: Lin4a M. Martin, Clerk Gary A. Gilot, President wom. John . Murphy, Member"" REGULAR MEETING MARCH 23, 2009 The regular meeting of the Board of Public Works was convened at 9:35 a. m. on Monday, March 23, 2009, by Board President Gary A. Gilot, with Board Members Mr. Donald E. Inks and Mr. John H. Murphy present, Also present was Attorney Thomas Bodnar. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Inks, seconded by Mr. Murphy and carried, the minutes of the Agenda Session and the Regular Meeting of March 5 and March 9, 2009, and the Claims Review rneeings of the Board held on March 2, 2009 were approved mm=��Zl T�77 Clev land Road Post Office Box 266 South Bend, Indiana 46624 Bid was signed by: Mr. Paul Fallon Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted Post Office Box 2766 South Bend, Indiana 46680 Bid was signed by: Mr. Kurt Young Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted mm��f M�f •� •= 0101 r i I ITI, ffl, L4 Lft! - g Upon a motion made by Mr. (pilot, seconded by Mr. Inks and carried, the above bids were referred to Engineering for review and recommendation. OPENING OF BIDS - PLEASANT STREET SEWER SEPARATION - PROJECT NO. 108- 070 (2007 SEWER BOND) This was the date set for receiving and opening • sealed bids for the above referred to project, The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri- REGULAR MEETING MARCH 23, 2009 86 County News, which were found to be sufficient. The following bids were opened and publicly read: BID: $962,754.50 ■ gov MOM 5777 Cleveland Road Post Office Box 266 South Bend, Indiana 46624 Bid was signed by: Mr. Paul Fallon Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above bids were referred to Environmental Services and Engineering for review and recommendation. OPENING OF BIDS - WEST WASHINGTON STREET STORM DRAINAGE IMPROVEMENTS - PROJECT NO.. 107-063 (2007 SEWER BOND) 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- REGULAR MEETING MARCH 23 87 County News, which were found to be sufficient. The following bids were opened and publicly read: 5777 Cleveland Road Post Office Box 266 South Bend, Indiana 46624 Bid was signed by: Mr. Paul Fallon Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above bids were referred to Engineering for review and recommendation. OPENING OF BIDS - FAIRFAX ESTATES DRAINAGE IMPROVEMENTS - PROJECT NO, 108-014 (2007 SEWER BOND) 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- REGULAR MEETING County News, which were found to be sufficient. The following bids were opened and publicly read: 100" q M1 South Bend, Indiana 46545 Bid was signed by: Mr. William Loudin Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $1,005,963.50 BID: $934,617.30 5777 Cleveland Road Post Office Box 266 South Bend, Indiana 46624 Bid was signed by: Mr. Paul Fallon Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted NNEENERIUM I BID: $839,427.64 OPENING OF 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: DENNIS T. GILES 19779 Southland Avenue South Bend, Indiana 46614 BID: 3700 South Gertrude South Bend, Indiana 46614 BID: No. Vehicle Make & Model Year Bid Bid 1. Red Dodge Intrepid 1996 $ 13&00 3. Blue Oldsmobile 88 1992 $ 138.00 3. Green Toyota Tercel 1993 $ 202.00 4. Gra Chevrolet Cavalier 1993 $ 138.00 5. White Pontiac Bonneville 1992 $ 138.00 6, Red Ford Probe 1992 $ 138.00 7. Gray Saturn 4® r. 1993 $ 138.00 8. Gray Hyundai Elantra 1994 $ 138.00 9. Black Honda CRX 1988 $ 13&00 10 Blue/Wood Buick Century 1993 $ 202.00 11. Burgundy Dodge Stratus 1995 $ 138.00 12. Purple Ford Escort 1997 $ 138.00 13. Blue Dodge Neon 1995 $ 138.00 14. Blue Chevrolet 01500 1993 $ 227.00 15. White Chevrolet G20 Van 1995 $ 202.00 16. White Ford Econoline 1993 $ 202.00 3300 South Main Street No. Vehicle Make & - Model Year Bid 1® Red Dodge Intrepid 1996 $ 150.00 4. Blue Oldsmobile 44 1992 $ 110.00 REGULAR MEETING 3, Green Toyota Tercel 1993 $ 100.00 4, Gray Chevrolet Cavalier 1993 $ 100.00 5. White Pontiac Bonneville 1992 $ 100.00 6® — Red Ford Probe 1992 S 150.00 7, Gray Saturn 4-Dr. 1993 $ 130.00 8. gray Hyundai Elantra L 994 $ 120.00 9® Black Honda CRX 1988 200 ®0 10 — Blue/Wood Buick Century 1993 100.00 11 - - �Burgundy _Dodge Stratus 1995 $ 130.00 11 _ Purple Ford Escort 1997 $ 100.00 13® Blue Dodge Neon 1995 $ 75800 14. — Blue Chevrolet C1500 1993 $ 125.00 15. White Chevrolet G20 Van 1995 $ 100.00 16. _ White Ford Econoline 1993 $ 100.00 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. Kathy Eli, Code Enforcement, recommended that the Board award the contract to the highest responsive and responsible bidders as shown in bold above. 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. OPENING OF QUOTATIONS — 500 BLOCK SOUTH MICHIGAN STREET - FAT DADDY'S BLOCK CLEAN-UP AND RE-BOA MING - PROJECT NO. 108-076, (DOWNTOWN TIF) Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referenced project. The Clerk of the Board stated there were no quotations received. .APPROVE CHANGE ORDER NO. 9 - EDDY/COLFAX & EDDY/LASALL RECONSTRUCTION - PROJECT NO. 104-033 (FHWA &INDOT) Mr. Gilot advised that Ms. Thia Vawter, Engineering, has submitted Change Order No. 9 behalf of Brooks Construction Company, Inc., 1810 US Highway 20, Goshen, Indiana 46521 REGULAR MEETING MARCH 23 91 indicating the contract amount be increased by $3,466.00 for a new contract sure, including this Change Order, of $1,37$,882.86. Upon a motion made by Mr. Inks, seconded by Mr. Murphy and carried, the Change Order was approved. Start Amount Amount Change New Contract Percent Amount Change $5,509,293.75 11 $1,871.88 $5,511,165.63 0.034% 12 $6,396.30 $5,517,561.93 0.116% 13 $24,180.20 $5,541,742.13 0.438% 14 $9,804.00 $5,551,546.13 0,177% 15 $9,229.71 $5,560,775.84 0.166% 16 ($2,913.05) $5,557,862.79 -0.052% 17 ($2,299,50) $5,555,563.29 -0.041% 18 ($565.49) $5,554,997.80 -0.010% 19 $575.00 $5,555,572.80 0.010% 20 ($1.154.0 .......... $5,554,418.77 -0.021% 21 ($1 $5,552,771.92 -0.030% 22 $794.00 $5,553,565.92 0.014% 23 $12,578.81 $5,566,144.73 0.226% 24 $1,760.00 $5,567,904.73 0.032% 25 $1,228.00 $5,569,132.73 0.022% 26 $5,424.00 $5,574,556.73 0.097% Total Change $65,262.98 1.179% End Amount $5,574,556.73 Upon a motion made by Mr. Inks, seconded by Mr. Murphy and carried, Change Order Nos. 1I-- 26 a were approved. Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 3 (Final) on behalf of Rieth-Riley Construction Co., Inc., 25200 SR 2. 3, South Bend, Indiana 46614, indicating the contract amount be decreased by $48,117.10 for a new contract sum, including this Change Order, of $968,603.03. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $968,603,03. Upon a motion made by Mr. Inks, seconded by Mr. Murphy and carried, Change Order No. 3 (Final) and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. aW OPERATING BUDGETS) In a memorandum to the Board, Mr. Phil Custard, Purchasing, requested permission to advertise for the receipt of bids for the above referenced chemical supplies. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Murphy and carried, the above request was approved. In a memorandum to the Board, Mr. Phil Custard, Purchasing, requested permission to advertise for the receipt of bids for the above referenced paint supplies. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Murphy and carried, the above request was approved. REGULAR MEETING ADOPT RESOLUTION NO. 14-2009 - A RESOLUTION OF THE SOUTH BEND BOA OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following Resoluti was adopted by the Board of Public Works: RESOLUTION NO. 14-2009 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE P Q WHEREAS, it has been determined 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 City of South Bend Department of Code Enforcement: 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. I '111 xM 7 0412munnumal I I a I MMIR ATTEST: s/Linda M Martin, Clerk, ADOPT RESOLUTION NO. 15-2009 - A RESOLUTION OF THE SOUTH BEND BOAR-19 OF PUBLIC WORKS ON DIESPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following Resoluti was adopted by the Board of Public Works: I RESOLUTION NO. 15-2009 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY WHEREAS, it has been determined 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 City of South Bend Department of Code Enforcement: ;; Fax UX 510A, Panasonic KX-E4000 Typewriter, IBM Whee1writer Typewriter, NEC PIN Writer P62 rig 0 Printer 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. P./Gary A. Gilot, President — ohn H. Murphy, Member �/Donald E. Inks, Member 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/ Professional Hansen, LLC Data Center heat (Wastewater SECONDED Professional Aborimarche Survey services and $8,900.00 Inks/Murphy Services easement prescription (2007 Sewer Agreement for the Twyckenham Bond) Amendment to Greeley & Design pilot project for $241,000.00 Inks/Murphy Professional Hansen, LLC Data Center heat (Wastewater Services exchange, evaluate Engineering) Agreement process upgrade for digesters, study arsenic at Water & Wastewater plants and bidding services for digester cleaning Professional Ken Herceg & Inspect and Document NTE $8,800.00 Inks/Murphy Services Associates, Inc. the Condition of the (Water Works Proposal North Station Reservoir Operations) RE GULAR MEETING I Sponsor Description Date/Time Location Motion Carried St. Adalbert's Procession - April 5, 2009, St. Adalbert's Parish on Inks/Murphy Parish Stations of the 2:00 p.m. - 3:30 Olive, turn east onto Cross p.m. Huron, to Dundee, turn south on Dundee crossing Western to Washington entering LaSalle Park from the north side St. Casimir's Procession — April 10, 2009 1308 Dunham going — Inks/Murphy Parish Procession del from 5:00 p.m. south onto Walnut going Silencio to 6:30 p.m. west onto Ford then south onto Olive St. - final destination St. Adalbert's Church Morris Street Closure June 12, 26; Michigan Street between Inks/Murphy Performing - Friday's by July 10, 24; St. Joseph and Colfax Arts Center the Fountain August 7, 21, Sts. 2009. 10:00 a.m. to 2:00 p.m. Mr. Gilot stated a Permit to Operate Long Combination Vehicles To and From the Indiana Toll Road has been submitted to the Board for approval by Old Dominion Freight Lines, Inc., 3825 William Richardson Drive, South Bend, IN 46628, for ingress and egress from the Toll Road. Mr. Gilot noted the application has favorable recommendations from the Engineering Division, Upon a motion made by Mr. Inks, seconded by Mr. Murphy and carried, the Triple Trailer Permit was approved. UNUUM0 IMF Mr. Gilot stated that the Board is in receipt of a Consent to Am and Waiver of Right to remonstrate as submitted by Chin Chin Tran, Assistant Vice President of Fannie Mae, 14221 Dallas Parkway, Suite 1000, Dallas, Texas, 75254. The Consent indicates that in consideration for permission to tap into public water system of the City, to provide water service to the above referred to property (Key 9 004-1010-01722.27), Fannie Mae waives and releases any and all right to remonstrate against or oppose any pending or future annexation of the property by the REGULAR MEETING MARCH 23, 2009 96 City of South Bend, Therefore, Mr. Gilot made a motion that the Consent be approved. Mr. Inks seconded the motion, which carried. FILE\IG OF SAFETY REPORTS - DEPARTMENT OF PUBLIC WORKS The Divisions of Water Works and Equipment Services submitted Safety Reports for February 2009, These reports reflect injuries/accidents for each month and provide for a comparison. There being no further discussion, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the reports were accepted and filed, R-ATIFY APPROVAL OF CONTRACTOR BONDS Mr. Anthony Molnar, Division of Engineering, recommends that the following Contractor Bonds be ratified pursuant to Resolution 100-2000 as follows: Mr. Inks made a motion that the Bonds approval as outlined above be ratified. Mr. Murphy 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. Name Amount of laim Date City of South Bend $358,314.05 — 3/20/09 City of South Bend $736,126.94 3/16/09 - City of South Bend $1,90 3 3/23/09 St. Joseph County Housing Consortium $1,491.00 3/06/09 St. Joseph County Housing Consortium $5,152.66 3/09/09 St.,Joseph County Housing Consortium $3,153.16 3/06/09 St. Joseph County Housing Consortium [UP99 $3,004.54 3/06/09 St. Joseph County Housing Consortium — $44,550.00 3/17/09J 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, PRIVILEGE OF THE FLOOR Mr, Murray Miller, Local 692, asked Mr. Gilot the status of the bid award for the Eddy Street Commons Streetscapes project. Mr. Gilot stated bids are still being evaluated and references checked on the bidders. He noted the Board hoped to award at a Special Meeting on Thursday, March 26, 2009, if everything is ready. 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 10:35 a.m. FAI Gary A. Gilot, President Donald E. Inks, Member Jo Murphy, Member Linda A Martin, Clerk'