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HomeMy WebLinkAbout08/28/06 Board of Public Works Minutes~~~ PUBLIC AGENDA SESSION AUGUST 24, 2006 The Public Agenda Session of the Board of Public Works was convened at 10:35 a.m. on Thursday, August 24, 2006, by Board President Gary A. Gilot, with Mr. Carl P. Littrell present. Mr. Donald E. Inks arrived at 10:45 a.m. Also present was Board Attorney Thomas Bodnar. Board of Public Works Clerk Angela Jacob presented the Board with a proposed agenda of items presented by the public and by City Staff. AGENDA ITEMS ADDED - Award Bids -South Bend Clay Sanitary Sewer Division "A" and Division "B" -Traffic Control Devices -Handicapped Accessible Parking Space Signs Board members discussed the following item(s) from that list. - Stabilization of CSO No. 6 Outfall Mr. Jason Durr, Engineering, stated a 30" water main was located with a 30' conflict in this project. The Contractor will determine the line stops. - Opening of Proposals =Debt Collection for Fire Department EMS Chief Rick Switalski, Fire Department, stated a debt collection agreement must be established for the Fire Department by policy. The Board asked that a matrix be developed for evaluation of the Proposals. -Award Quotations -Roof Replacement -Fire Station No. 7 Fire Chief Luther Taylor indicated the present roof is over twenty (20) years old and needs to be replaced. There will be a fifteen (15) year warranty on the new roof. - Reject Quotations -Brick Road Water Main Installation -Portage to Garden Oak Drive Mr. Bob Krol, Water Works, stated the Street Department has indicated they have the time to complete this project at $20,000.00 less than the lowest bidder. Dependant on the time table of other projects, Water Works would like to have the Street Department complete this project. - Award Bids -Road Salt Mr. Jason Durr, Engineering, stated the price per ton of road salt has iricreased approximately $6.00 per ton. - Revoke Bid Award/Award Next Lowest Bidder -Five (5) Dump Bodies Mr. Lou Grounds, Central Services, stated this equipment was originally awarded to Deed's Equipment on June 26, 2006. Central Services was notified by Deed's Equipment that they are going out of business. Central Services wishes to award to the next lowest bidder, W.A. Jones. It was noted the Bid Bond was returned to W.A. Jones when the award was made to Deed's Equipment, thus rejecting their bid. Mr. Grounds will submit an explanation to the Board and the Board Attorney. Further review of this matter is needed. - Request to Advertise for the Receipt of Bids -Air Street Sweepers Mr. Grounds stated Central Services has completed performance testing on three (3) different street sweeper manufacturers. - Change Order -South Pressure Zone Master Plan Mr. Dave Tungate, Water Works, stated there was an increase in the cost of this Agreement. The Water Works will change this item from a Change Order to an Amendment, as this is an increase in cost to a Service Agreement. - Amendment to Bid Award/Construction Contract -Harter Heights Storm Sewer Separation Mr. Jason Durr, Engineering, stated this is the construction contract for the bid awarded to HRP Construction. Additional funding became available after the Notre Dame Sewer bids came in under budget. Anew construction contract and ' related documents will be submitted to the Board with the new bid award amount. - Professional Services Contract - GAC TreatmendGAC Filter Building -South Well Field Mr. Dave Tungate, Water Works, explained the cost of this contract includes Investigative Services ($27,000.00); Preliminary Design ($47,000.00); Final Design ($63,800.00); Permits ($10,200.00); Bid Phase Services ($10,100.00); Construction Phase Services ($69,300.00); Reimbursable Costs ($1,500.00). r ~`~~ PUBLIC AGENDA SESSION AUGUST 24, 2006 - Addendum No. 2 -Kensington Farms/Crest Manor Mr. Jason Durr, Engineering, stated the addendum adds short term recommendations for design for the above project. -Design Services Contract - Twyckenham Drive Storm Sewer Mr. Jason Durr, Engineering, stated The Abonmarche Group is also one of the consultants for this project. - Claim - HRP Construction -Lafayette Boulevard Sewer Extension Mr. Bob Krol, Water Works, stated the Water Works completed work near Madison School, and as HRP Construction was in the area working on the Lafayette Boulevard Sewer Extension, they were willing to complete the excavation for Water Works. Mr. Krol also made the Board aware of utility conflicts within the Michigan StreetBypass project, which is Phase I. Mr. Krol indicated water mains, hydrants, gas and petroleum lines could be in the path of the sewer lines. APPROVAL OF TITLE SHEET - FREDRICKSON PARK ENTRANCE/NORTH EXTENSION CLOSURE/GA5 EXTRACTION SYSTEM - PROJECT NO. 106-018 Mr. Gilot stated the Title Sheet for the above referenced project was submitted for approval. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Title Sheet was approved. APPROVAL OF CONTRACTS/PROPOSALS Mr. Gilot stated the following Contracts/Proposals were submitted for approval: TYPE DESCRIPTION BUSINESS AMOUNT MOTION/ CARRIED Contract Emergency University of $17,500.00 LittrelUInks Medical Services Notre Dame du - 2006 Football Lac Season Proposal Promotion Institute for $8,700.00 Inks/Littrell Process for Rank Public Safety of Fire Captain Personnel, Inc. APPROVAL OF STREET CLOSURES/PROCESSIONS The following street closures and processions were submitted for approval. It was noted that the appropriate departments submitted favorable recommendations. SPONSOR EVENT CLOSURE DATE/TIME MOTION/ CARRIED Lewis, Greta & Neighborhood Coquillard from August 26, Inks/Littrell Jay Block Party Rockne to 2006 -11:30 Cherry Tree a.m. to 1:30 Lane p.m. Navano, Marie Neighborhood Carlisle from August 30, Inks/Littrell Block Party Huron to Ford 2006 - 6:00 p.m. to 8:00 .m. A.B.A.T.E. of MDA Ride Jackson to September 3, Inks/Littrell Indiana Ironwood, to 2006 - 6:00 U.S. 20 Bypass, a.m. to 1:30 to U.S. 31 to p.m. S.R. 6, to U.S. 23 to U.S. 20 Bypass, to Ironwood to Jackson 1 1 1 .; . .. ,; ~v4 PUBLIC AGENDA SESSION AUGUST 24.2006 ADOPT RESOLUTION NO. 40-2006 -DISPOSAL OF OBSOLETE CITY-OWNED PROPERTY Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION N0.40-2006 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: See Attached List of Computer Equipment WHEREAS, Indiana Code 5-22-22 pernuts 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 as an Attachment 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. ADOPTED this 24~' day of August 2006. BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA s/Gary A. Gilot, President s/Carl P. Littrell, Member s/Donald E. Inks, Member ATTEST: s/Angela K. Jacob, Clerk ADOPT RESOLUTION NO. 42-2006 -DISPOSAL OF OBSOLETE CITY-OWNED PROPERTY Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION N0.42-2006 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: ONE (1)2003 TWISTER UTILITY VEHICLE MODEL 12003, VIN# 210001117 WHEREAS, Indiana Code 5-22-22-1 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. ~~9. PUBLIC AGENDA SESSION AUGUST 24, 2006 NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that the item listed above is no longer needed by the City; is unfit for the purpose for which it was intended and has an estimated value of less than five thousand dollars ($5,000.00). BE IT FURTHER RESOLVED, that said item 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. ADOPTED this 24th day of August 2006. BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA s/Gary A. Gilot, President s/Carl P. Littrell, Member s/Donald E. Inks, Member ATTEST: s/Angela K. Jacob, Clerk ADOPT RESOLUTION NO. 43-2006 -DISPOSAL OF OBSOLETE CITY-OWNED PROPERTY Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and tamed, the following Resolution was adopted by the Board of Public Works: RESOLUTION N0.43-2006 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: MISCELLANEOUS VEHICLES & EQUIPMENT (SEE ATTACHED LISTING) WHEREAS, Indiana Code 5-22-22-I 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 item listed above is no longer needed by the City; is unfit for the purpose for which it was intended and has an estimated value of less than five thousand dollars ($5,000.00). 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. ADOPTED this 24th day of August 2006. BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA s/Gary A. Gilot, President s/Carl P. Littrell, Member s/Donald E. Inks, Member 1 1 1 ATTEST: s/Angela K. Jacob, Clerk ~~~o 1 PUBLIC AGENDA SESSION AUGUST 24, 2006 APPROVE/DENY TRAFFIC CONTROL DEVICES The following traffic control devices were approved/denied: NEW INSTALLATION: Handicapped Accessible Parking Space Signs LOCATION: 2101 Leer COMMENT GilotlInks - DENIED: The property owner requested the signs for visitors to pick him up. The Ordinance for handicapped pazking space signs is written for 1) a handicapped vehicle associated with a driver who has medical proof of handicap recognized by the Bureau of Motor Vehicles and who resides at a residence where the space is being reserved and 2) that does not have a driveway that offers ease of handicapped access. NEW INSTALLATION: Handicapped Accessible Parking Space Signs LOCATION: 450 South Phillipa COMMENTS: Gilot/Littrell -Approved -Homeowner has paza- transit to pick him up. All Criteria has been met. 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 12:20 p.m. BOARD OF PUBLIC WORKS 1 Gary A. Gilot, President L~`,.~~ • G~G~~~~ Carl P. Littrell, Member Do ald E. s, Member ATTEST: 1~ - ~.c~ Angela K. cob, Cler REGULAR MEETING AUGUST 28, 2006 The regular meeting of the Board of Public Works was convened at 9:33 a.m. on Monday, August 28, 2006, by Board President Gary A. Gilot, with Carl P. Littrell present, Board Member Donald E. Inks was not present. Also present was Board Attorney Thomas Bodnar. (~:71 REGULAR MEETING AUGUST 28.2006 APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the minutes of the public agenda session and the regular meeting of the Board held on August 10 and 14, 2006 were approved. OPENING OF BIDS - MISHAWAKA AVENUE STREETSCAPES - 27Tx TO 30Tx STREETS - PROJECT NO. 106-048 - RE-BID (GENERAL FUND) 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 bid was opened and publicly read: TRANS TECH ELECTRIC, L.P. 4601 Cleveland Road South Bend, Indiana 46628 Bid was signed by: Mr. John A. Ferro Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted.. BID: $123,320.00 Upon a motion made by Mr. Limell, seconded by Mr. Gilot, and carried, the above bid was referred to the Division of Engineering for review and recommendation. OPENING OF BIDS -STABILIZATION OF CSO NO. 6 OUTFACE -PROJECT NO. 105-054 (2004 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-County News, which were found to be sufficient. The following bids were opened and publicly read: OSELKA CONSTRUCTION COMPANY Post Office Box 253 Union Pier, Michigan 49129 Bid was signed by: Mr. David P. Wolf Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $1,949,343.75 HRP CONSTRUCTION INC. 5777 Cleveland Road South Bend, Indiana 46624-0266 Bid was signed by: Mr. Paul J. Fallon Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $2,850,485.00 SELGE CONSTRUCTION COMPANY INC. 2833 South 11 Street Niles, Michigan 49120 1 1 1 Bid was signed by: Mr. James Boyles Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed REGULAR MEETING AUGUST 28, 2006 Five percent (5%) Bid Bond was submitted BID: $888,250.50 Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the above bids were referred to the Division of Engineering for review and recommendation. BID OPENING/AWARD - TRAFFIC SIGNAL COMMUNICATIONS IMPROVEMENTS 2006 -PROJECT NO. 106-060 (AEDA TIF) This was the date set for receiving and opening of seated 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: TRANS TECH ELECTRIC, L.P. 4601 Cleveland Road South Bend, Indiana 46628 Bid was signed by: Mr. John A. Ferro Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: Total Division "A" $227,700.00 Total Division "B" $ 60,610.00 TOTAL BID: $288,310.00 C & E EXCAVATING. INC. 53767 CR 9 Elkhart, Indiana 46514 Bid was signed by: Mr. Thad Bessinger Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: Total Division "A" $274,315.00 Total Division "B" $ 70,525.00 TOTAL BID: $344,840.00 SCHATZ UNDERGROUND, INC. 829 Park Lamar Drive Villa Ridge, Missouri 63089 Bid was signed by: Ms. Shirley Schatz Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: Total Division "A" $309,760.00 Total Division "B" $123,800.00 TOTAL BID: $443,560.00 MIDWEST TRENCHLESS SERVICES 351 West 136 Street Grant, Michigan 49327 ,-a f'. ~ <.~~ Bid was signed by: Mr. Joel Kruslynski Non-Collusion Affidavit was in order ~~ REGULAR MEETING AUGUST 28, 2006 Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: Total Division "A" $355,800.00 Total Division "B" $ 96,400.00 TOTAL BID: $452,200.00 Upon a motion made by Mr. Littrell, seconded by Mr. Gilot, and carried, the above bids were referred to the Division of Engineering for review and recommendation. After reviewing those bids, Mr. Rob Nichols, Engineering, recommends that the Board award the project for both Division "A" and Division "B" to the lowest responsive and responsible bidder, Trans Tech Electric, L.P., 4601 Cleveland Road, South Bend, Indiana, in the total amount of $288,310.00. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Littrell seconded the motion, which carried. OPENING OF PROPOSALS -DEBT COLLECTION SERVICES FOR PAST DUE AMBULANCE ACCOUNTS FOR THE YEAR 2006 -FIRE DEPARTMENT (EMS CAPITAL 1MPROVEMENTSI This was the date set for receiving and opening of sealed proposals for the above referred to service. 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 proposals were opened and publicly read: C.B.M. ACCOUNTS SERVICE, INC. 1320 Mishawaka Avenue South Bend, Indiana 46615 Proposal was signed by: Ms. Catherine G. Martin PROPOSAL: Past due accounts placed manually for collection will be subject to a 25% contingency fee of amounts collected. This fee includes costs associated with skip tracing and location efforts. Accounts forwarded to an accredited agency in the debtor's local area due to state law requirements or necessity for effectiveness will be subject to a contingency fee of 40% of amounts collected. (This .represents an extremely small percentage of accounts handled.) Accounts referred for legal action will be subject to a contingency fee of 35% of amounts collected. CBM will assume the responsibility for payment'of all court filing fees. Accounts placed aged greater than 90 days will be credit reported to Trans Union, Equifax and Experian. Once reported, balances will be updated monthly for payments, bankruptcies and disputed as required under the Fair Credit Reporting Act. Credit reporting services are provided at no additional cost. Will bill commercial insurance companies on behalf of the South Bend Fire Deparhnent at no additional charge. I.C. SYSTEM, INC. 444 Highway 96 East St. Paul, Minnesota 55127 1 1 1 Proposal was signed by: Ms. Lisa Gray REGULAR MEETING AUGUST 28, 2006 PROPOSAL: A contingency rate of 22% for all accounts collected during the intensive collection phase. If an account is pursued through means of non-litigation attorney referral or through litigation, I.C. System proposes a contingency rate of 35% for all monies collected. DIVERSIFIED ADJUSTMENT SERVICE, INC. 600 Coon Rapids Boulevard Minneapolis, MN 55433 Proposal was signed by: Ms. Kathleen J. Zurek PROPOSAL: No additional fees charged for skip tracing or small balance accounts. Diversified offers the option of weekly, semi-monthly and monthly remittance dates. Also offer the option of gross or net remittance. The remittance date(s), format, and media will be customized to meet your specific requirements. Proposed fees are as follows: Primary Accounts 20.4% Contingency fee on all accounts assigned for collection. Diversified would add 5% additional costs to the City for accounts requiring litigation (with prior written authorization). Diversified pays all attorney and court cost. Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the above proposals were referred to the Fire Department for review and recommendation. OPENING OF QUOTATIONS -DEMOLITION OF 722-726 SOUTH MICHIGAN (FORMER GLOWORM & QUARTERBACK) - PROJECT NO. 106-053 (SBCDA TIF) 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: R & R EXCAVATING. INC. 2010 Went Avenue Mishawaka, Indiana 46545 Quotation was submitted by: Mr. William H. Loudin QUOTATION: $70,000.00 WARNER & SONS, INC. Post Office Box 87 Elkhart, Indiana Quotation was submitted by: Mr. Mark A. Weaver QUOTATION: $63,265.00 RITSCHARD BROS., INC. 1204 West Sample Street South Bend, Indiana 46619 ~~ . f. (\ r J4 Quotation was submitted by: Ritschard Bros., Inc. ~~ ~ r. .a REGULAR MEETING QUOTATION: $47,224.00 B & J EXCAVATION, INC. 1104 West Donald Street South Bend, Indiana Quotation was submitted by: Mr. Darnell O'Neal QUOTATION: $53,420.00 JACKSON TRUCKING & EXCAVATING 430 East LaSalle Avenue South Bend, Indiana Quotation was submitted by: Mr. Harvey Jackson, III QUOTATION: $57,320.00 AUGUST 28, 2006 Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the above Quotations were referred to the Division of Engineering for review and recommendation. OPENING OF QUOTATIONS/AWARD -DEMOLITION OF 1315-1323• SOUTH MICHIGAN STREET (FORMER KITTY KAT AND GREAT LAKES WINDOWSL PROJECT NO. 106-068 (COIT~ 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: R & R EXCAVATING, INC. 2010 Went Avenue Mishawaka, Indiana 46545 Quotation was submitted by: Mr. William H. Loudin QUOTATION: $50,500.00 WARNER & SONS INC. 29099 Old U.S. 33 Post Office Box 87 Elkhart, Indiana 46515 Quotation was submitted by: Mr. Mark A. Weaver QUOTATION: $39,535.00 B&J EXCAVATION, INC. 1104 West Donald Street South Bend, Indiana Quotation was submitted by: Mr. Darnell O'Neal QUOTATION: $25,285.00 RITSCHARD BROS., INC. 1204 West Sample Street South Bend, Indiana 46619 Quotation was submitted by: Ritschard Bros., Inc. 1 1 1 QUOTATION: $23,379.00 REGULAR MEETING JACKSON TRUCHING & EXCAVATING 430 East LaSalle Avenue South Bend, Indiana 46617 Quotation was submitted by: Mr. Harvey Jackson, III QUOTATION: $26,240.00 AUGUST 28, 2006 ~ ~ ~~ v Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the above Quotations were referred to the Division of Engineering for review and recommendation. After reviewing those bids, Mr. Rob Nichols, Engineering, recommends that the Board award the project to the lowest responsive and responsible bidder, Ritschard Bros., Inc., 1204 West Sample Street, South Bend, Indiana, in the amount of $23,379.00. Therefore, Mr. Littrell made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Mr. Gilot seconded the motion, which carried. AWARD OUOTATION -ROOF REPLACEMENT -FIRE STATION NO. 7 - PROJECT NO. 106-066 (2006 C1P) Chief Rick Switalski, Fire Department, advised the Board that on August 14, 2006, quotations were received and opened for the above referred to project. After reviewing those quotation, Chief Switalski recommends that the Board award the contract to the lowest, responsive and responsible bidder, KRC Roofmg & Sheet Metal, 3702 West Sample Street, South Bend, Indiana, in the amount of $39,950.00. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Littrell seconded the motion, which carved. AWARD QUOTATION - R1VER PARK NEIGHBORHOOD PARTNERSHIP CENTER PUBLIC WORKS -AREA 7 RAMPS -PROJECT NO. 106-050 (GENERAL FUND Mr. Rob Nichols, Engineering, advised the Board. that on August 14, 2006, quotations were received and opened for the above referred to project. After reviewing those quotations, Mr. Nichols recommends that the Board award the contract to the lowest responsive and responsible bidder, McIntyre Jones, Inc., 2522 Mishawaka Avenue, Mishawaka, Indiana, in the amount of $7,962.40. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Littrell seconded the motion, which carried. REJECT QUOTATIONS -BRICK ROAD WATER MAIN INSTALLATION PORTAGE TO GARDEN OAK DRIVE - PROJECT NO. 106-065 (BOND) In a memorandum to the Board, Mr. Bob Krol, Water Works, stated quotations were received on August 14, 2006, for the above referenced project. The Street Department indicated they could complete the project in the amount of $36,200.00, which was one- half the cost of the lowest quotation received. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the quotations were rejected, and the Street Department will complete the project. AWARD BID - 2006 ROAD SALT - PROJECT NO. 106-062 (GENERAL FUND/SEWAGE WORKS) Mr. Jason Durr, Engineering, advised the Board that on August 14, 2006, bids were received and opened for the above referred to items. After reviewing those bids, Mr. Durr recommends that the Board award the contract to the lowest, responsive and responsible bidder, Indian Trucking Company, Portage, Indiana, in the amount of $44.80 per ton, delivered. Therefore, Mr. Littrell made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Gilot seconded the motion, which carried. AWARD BID -SOUTH MICHIGAN STREET PUBLIC WORKS -SAMPLE TO BRONSON STREETS - PROJECT NO. 16-044 (COIT) Mr. Rob Nichols, Engineering, advised the Board that on August 14, 2006, bids were received and opened for the above referred to project. After reviewing those bids, Mr. r j1 t'~ ~w i~J-0 REGULAR MEETING AUGUST 28, 2006 Nichols recommends that the Board award the contract to the lowest, responsive and responsible bidder, Rieth Riley Construction, 25200 State Road 23, South Bend, Indiana, in the amount of $139,580.00. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Littrell seconded the motion, which carried. AWARD BIDS -SALE OF ABANDONED VEHICLES Mr. Gary Libbey, Code Enforcement, advised the Board that on August 14, 2006, bids were received and opened for the above referred to vehicles. After reviewing those bids, Mr. Libbey recommends that the Board award the contract to the highest bidders as follows: J.R. HINES 11395 East 400 North Groverton, Indiana 46531 I.A.P. 3300 South Main South Bend, Indiana 46614 No. Make of Vehicle Year Bid 1 Green Pontiac Bonneville 1993 $215.00 4 Green Ford Aerostar 1994 $215.00 7 Blue Nissan XE 1987 $200.00 g Red Chevrolet Cavalier 1997 $315.00 g Green Jeep Cherokee 1996 $345.00 10 Blue Cadillac Eldorado 1985 $200.00 TERRY'S AUTO SALVAGE 1926 Tamarack Road Walkerton, Indiana 46524 TOTAL $1,490.00 No. Make of Vehicle Year Bid 2 White GMC RV 1977 $250.00 5 White Oldsmobile Cutlass 1992 $201.75 6 Green Buick LeSabre 1993 $201.60 11 Purple Chrysler KHS 1996 $251.00 TOTAL $904.35 No. Make of Vehicle Year Bid 3 Gold Oldsmobile 88 1993 $205.60 TOTAL $205.60 Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bids be awarded as outlined above. Mr. Littrell seconded the motion, which carried. AWARD BID -SOUTH BEND CLAY SANITARY TRUNK SEWER DIVISION "A" GRAVITY SEWER -PROJECT NO.1.06-013A (2006 SEWAGE WORKS BOND ISSUE Mr. Carl P. Littrell, City Engineer, advised the Board that on August 14, 2006, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Littrell recommends that the Board award the contract to C&E Construction, Inc., 53767 County Road 9, Elkhart, Indiana, in the amount of $449,129.00. Therefore, Mr. Gilot i 1 i REGULAR MEETING AUGUST 28.2006 ~ '{' ~1 ~? made a motion that the recommendation be accepted and the bid be awarded as outlined above, subject to an easement. Mr. Littrell seconded the motion, which carried. AWARD BID -SOUTH BEND CLAY SANITARY TRUNK SEWER DIVISION "B" - GRAVITY SEWER -PROJECT NO. 106-013B (2006 SEWAGE WORKS BOND ISSUE) Mr. Carl P. Littrell, City Engineer, advised the Board that on August 14, 2006, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Littrell recommends that the Board award the contract to Oselka Construction, 10900 Kruger Road, Union Pier, Michigan, in the amount of $2,613,785.25. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded as outlined above, subject to an easement. Mr. Littrell seconded the motion, which carried. AMEND BID AWARD - HARTER HEIGHTS STORM SEWER SEPARATION - HRP CONSTRUCTION - PROJECT NO. 105-012 (2004/2006 SEWER BOND) Mr. Jason Durr, Engineering, advised the Bboard that on August 7, 2006, the bid for this project was awarded to HRP Construction, 5777 Cleveland Road, South Bend, Indiana, in the amount of $1,396,779.40. Due to additional funding becoming available in the 2006 Sewer Bond, it was determined that Alternate "B" could be awarded along with the Base bid. Alternate "B" was in the amount of $169,295.00. Mr. Durr recommended an amended award of this contract for the Base Bid and Alternate "B' in the amount of $1,566,074.40. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be amended as outlined above. Mr. Littrell seconded the motion, which carried. APPROVAL OF REQUEST TO REVOKE BID/AWARD NEXT LOWEST, RESPONSIVE AND RESPONSIBLE BIDDER -FIVE (5) DUMP BODIES AND HYDRAULICS MOUNTED ON TANDEM AXLE CHASSIS - STREET DEPARTMENT (2006 VEHICLE CAPITAL BUDGET) In a letter to the Board, Mr. Matthew Chlebowski, Central Services, stated his office has ' received notice that Deed's Equipment, 7720 Records Street, Lawrence, Indiana, 46226, and 2203 North Michigan, Plymouth, Indiana, 46536, is no longer in business. On June 26, 2006, the Board of Public Works awarded five (5) Dump Bodies and Hydraulics Mounted on Tandem Axle Chassis to Deed's Equipment. The Central Services Division requests that the Board of Public Works notify Deed's Equipment via registered/certified letter that the award has been revoked. The Central Services Division also requests that the next responsible and responsive bidder be awarded the bid for five (5) Dump Bodies and Hydraulics Mounted on Tandem Axle Chassis. That bidder would be W.A. Jones Truck Equipment, 1771 South Williams Street, Columbia City, Indiana, 46725. Bid price is $18,985 each for a total of $94,925 which is $11,875 less than budgeted. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Board instructed the Clerk to draft a claim letter to the bonding company for the Bid Bond submitted by Deeds Equipment, which would be followed by a Request to Advertise for the dump bodies. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS KELLER PARK -CONVENTION HALLS CARPET REPLACEMENT -CENTURY CENTER - PROJECT NO. 106-070 (HOTEL/MOTEL TAX) In a memorandum to the Board, Mr. Carl Littrell, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - KELLER PARK - SHERMAN AVENUE PUBLIC WORKS - BEALE STREET TO RNERSIDE DRIVE/TITLE SHEET - PROJECT NO. 106-049 (GENERAL FUND) In a memorandum to the Board, Mr. Rob Nichols, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. In addition, the Title Sheet for this project was submitted for approval. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the request to advertise and the Title Sheet were approved. A ~~9 REGULAR MEETING AUGUST 28, 2006 APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS FREDRICKSON PARK ENTRANCE/NORTH EXTENSION CLOSURE/GAS EXTRACTION SYSTEM - PROJECT NO. 106-018 (COIT) In a memorandum to the Board, Mr. Carl Littrell, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS -THREE (3) MORE OR LESS 2006 OR NEWER VACUUM AIR STREET SWEEPERS - STREET DEPARTMENT (2006 VEHICLE CAPITAL BUDGET) In a memorandum to the Board, Mr. Lou Grounds, Central Services, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the above request was approved. APPROVE REQUEST TO ADVERTISE FOR RECEIPT OF BIDS -SALE OF ABANDONED VEHICLES Ms. Kathy Eli, Department of Code Enforcement, requested permission to advertise for the sale of approximately eleven (11) abandoned vehicles, which are being stored at Super Auto Salvage Corporation, 3300 South Main Street, South Bend, Indiana. It was noted that all vehicles have been stored more than fifteen (15) days, identification checks had been run for auto theft and the owners and lienholders notified. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the above request was approved. APPROVE CHANGE ORDER - IRELAND ROAD RECONSTRUCTION - RIETH RILEY CONSTRUCTION - PROJECT NO. 105-040 BOND) Mr. Gilot advised that Ms. Thia Vawter, Engineering, has submitted Change Order No. 3 on behalf of Rieth Riley Construction, 25200 State Road 23, South Bend, Indiana, indicating that the Contract amount be increased $10,476.00 for a new Contract sum ' including this Change Order in the amount of $1,780,718.60. Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the Change order was approved. APPROVAL OF CONTRACTS/AGREEMENTS/PROPOSALS/ADDENDA The following Contracts/Agreements/Proposals/Addenda were submitted for approval: TYPE DESCRIPTION BUSINESS AMOUNT MOTION/ CARRIED Construction Morns Performing. Herrman & $15,865.00 GilotfLittrell Contract Arts Center Alley Goetz, Inc. Drainage Improvements (Emergency Construction) Construction Organic Resources Antibus Scales $94,850.00 Gilot/Littrell Contract Scale and Gate & Systems, Inc. RATIFIED Repair Approved Augustl6, 2006, Pursuant to Resolution No. 100- 2000 Construction Near West Side Ortiz Concrete $118,793.50 Gilot/Littrell Contract NPC Public Works - 200-300 Blocks of Huey Street and 200 Block of O'Brien Street Grant Western Avenue Army & Navy $14,840.00 GilotJLittrell Agreement Commercial Union #146 Corridor Fagade (1121 Western) 1 300 1 1 1 REGULAR MEETING AUGUST 28, 2006 TYPE DESCRIPTION BUSINESS AMOUNT MOTION/ CARRIED Improvement Matching Grant Program Grant Western Avenue Nancy's $3,049.46 Gilot/Littxell Agreement Commercial Fashions (2711 Corridor Facade West Western) Improvement Matching Grant Program Grant LaSalle Area 1120 North $2,030.00 GilotlLittrell Agreement Residential Elmer Enhancement Program Consulting Design, Plans and The Troyer $83,745.00 LittrelUGilot Agreement Specifications for Group Subject to Roadway Extension Funding to Serve Northeast Neighborhood Plan Implementation - Napoleon Street Extension from Eddy to State Road 23 Addendum No. Insitu-Chemical Weaver Boos $25,980.00 Gilot/Littrell 2 Oxidation -Former Consultants, South Bend LLC Stamping Plant - Additional Two Batches of Oxidant Reagent A lication Professional Engineering for DLZ Indiana $228,900.00 Gilot/Littrell Services South Wellfield; The following Contract Addition of GAC comprises this Treatment; GAC amount: Filter Building; Investigative Pipe Work; Services Construction ($27,000.00); Inspection Preliminary Design ($47,000.00); Final Design ($63,800.00); Permits ($10,200.00); Bid Phase Services ($10,100.00); Construction Phase Services ($69,300.00); Reimbursable Costs ($1,500.00) Construction Harter Heights HRP $1,396,779.40 GilotlLittrell Contract Storm Sewer Construction Separation Addendum I South Bend South Bend Budget not to Gilot/Littrell Heritage Herita e Exceed 3~~ REGULAR MEETING AUGUST 28.2006 TYPE DESCRIPTION BUSINESS AMOUNT MOTION/ CARRIED Administration Foundation $150,000.00 Activi Addendum I NNN Near Northwest Budget not to Gilot/Littrell Administration Neighborhood, Exceed Activity Inc. $90,000.00 Addendum No. Design Solution to The Troyer $21,250.00 Gilot/Littrell II North Falls Church Group Court Drainage Problem - Kensington Farms/Crest Manor Drainage Improvements Grant Rum Village 1910 Grant $2,452.00 GilotlLittrell Agreement Residential Street Enhancement Matching Grant Program Grant Rum Village 2208 South $1,550.00 Gilot/Littrell Agreement Residential Carlisle Enhancement Matching Grant Program Agreement Building Block 3534 Eastmont $125.00 LittrelUGilot Grant Agreement Building Block 929 West $125.00 LittrelUGilot Grant Colfax Agreement Building Block 5011 $125.00 Liitrell/Gilot Grant Sunnyfield Place Agreement Building Block 308 West $814.00 LittrelUGilot Grant Walnut Agreement Youth Grant 2049 Prairie $1,750.00 LittrelUGilot Construction Voorde Drive R&R $1,070,055.70 Gilot/Littrell Contract Extension Excavating, Inc. Grant Portage Avenue 1431 Portage $1,492.81 Gilot/Littrell Agreement Commercial Corridor Fagade Matching Grant Grant River Park 3017 Pleasant $5,000.00 Gilot/Littrell Agreement Residential Subject to Enhancement Grant Legal Program Review Grant River Park 3105 Pleasant $2,088.13 Gilot/Littrell Agreement Residential Subject to Enhancement Grant Legal Program Review Grant River Park 1218 South 32° $1,550.00 Gilot/Littrell Agreement Residential Street Subject to Enhancement Grant Legal Program Review Supplemental Brick Road/Olive DLZ Indiana No Change in LittrelUGilot Agreement No. Road Contract 4 Reconstruction Amount Contract Feasibility Study DLZ Indiana $200,000.00 Gilot/Littrell and Route Selection - Phase I of Design Services - Studebaker 1 1 1 REGULAR MEETING AUGUST 28.2006 ~ ~'~ 1 1 TYPE DESCRIPTION BUSINESS AMOUNT MOTION/ CARRIED Corridor Truck Storm Sewer - DLZ Indiana Contract Feasibility Study The Troyer $247,400.00 Gilot/Littrell and Route Selection Group - Phase I of Design Services - Studebaker Corridor Truck Storm Sewer - DLZ Indiana Construction Demolition of -525 C&E $224,998.00 Gilot/Littrell Contract South Main - Excavating Former Studebaker Museum - C&E Professional Design Services - HNTB/The $340,000.00 Gilot/Littrell Services Twyckenham Drive Abonmarche Contract Storm Sewer Group Amendment to South Pressure Malcolm Pirnie $14,010.00 GilotlLittrell Contract Zone Master Plan - Evaluation of Use of Existing Infrastructure/Priori tization of Projects Agreement Easements and Sisters of the Gilot/Littrell Other Matters - Holy Cross Sanitary .Trunk Sewer Division A and B -Easement for water, sewers and utility lines over a portion of property owned by Sisters of the Holy Cross, as submitted. ADOPT RESOLUTION NO. 41-2006 -DISPOSAL OF OBSOLETE CITY-OWNED PROPERTY/AGREEMENT - K9 DOG Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following Resolution was adopted by the Board of Public Works. Upon amotion made by Mr. Gilot, seconded by Mr. Littrell and carried, an Agreement for the "buyer" of the K9 was approved by the Board. RESOLUTION N0.41-2006 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS REGARDING THE RETIREMENT OF "PEPPER", A K-9 DOG WHEREAS, the South Bend Board of Public Works has been advised by the City's Police Chief that "Pepper", a K-9, is no longer needed by the South Bend Police Department; and WHEREAS, it has been determined by the Board of Public Works that "Pepper" is unfit for the purpose for which he was acquired and is no longer of use to the City of South Bend; and WHEREAS, Sergeant Kathy Fulnecky, South Bend Police Department, has agreed to care for "Pepper" at her own expense and to keep him as a house pet and understands that "Pepper" can never again be used as a Police Dog; and ~~3 REGULAR MEETING AUGUST 28, 2006 WHEREAS, the South Bend Police Chief has submitted a letter stating that the dog is no longer fit for purpose for which he was intended, to be a member of the Canine Unit of the South Bend Police Department, and is therefore no longer needed by the City. NOW, THEREFORE, BE IT RESOLVED, by the Board of Public Works of the City of South Bend, Indiana, that "Pepper", a K-9 Police Dog, is unfit for the purpose for which he was acquired, is no longer of use to the City of South Bend, and has an estimated value of less than One Thousand Dollars ($1,000.00). BE IT FURTHER RESOLVED, that "Pepper" the Police Dog, should be retired and put into the care of Sergeant Kathy Fulnecky for use as a house pet only. ADOPTED this 28~` day of August 2006. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/Gary A. Gilot, President s/Carl P. Littrell, Member ATTEST: s/Angela K. Jacob, Clerk APPROVAL OF STREET CLOSURE/PROCESSION The following street closure and procession were submitted for approval. It was noted that the appropriate departments submitted favorable recommendations for the street closures. SPONSOR EVENT CLOSURE DATE/TIME MOTION/ CARRIED Kusbach, Neighborhood Hawthorne September 2, Gilot/Limell Kathleen Block Party from Wilson to 2006 -11:00 Washington a.m. to 9:30 .m. Juvenile The Walk to Wall Street to September 17, LittrelUGilot Diabetes Cure Diabetes Twyckenham, 2006 -12:00 Research to Mishawaka p.m, to 4:00 Foundation Avenue to p.m. Intl. Beyer Street to Northside Boulevard, to 20a' Street to Mishawaka Avenue to Wall Street APPROVE CONTRACTOR BONDS Mr. Anthony Molnar, Engineer, Division of Engineering, recommended that the following Contractor and Excavation Bonds be approved as follows: BOND OF CONTRACTOR Jaga LLC Arrant Patel Alfred C. Shambery d/b/a Shambery Home Improvements Centex Construction, LLC Equa Construction LLC Approved Effective August 28, 2006, Pursuant to Resolution No. 100-2000 Approved Effective August 21, 2006, Pursuant to Resolution No. 100-2000 Approved Effective August 21, 2006, Pursuant to Resolution No. 100-2000 Approved Effective August 21, 2006, Pursuant to Resolution No. 100-2000 1 1 1 REGULAR MEETING AUGUST 28, 2006 Mr. Gilot made a motion that the recommendation be accepted and that the Bonds be approved as outlined above. Mr. Littrell seconded the motion, which carved. 1 REQUEST TO PROVIDE HORSE AND CARRIAGE SERVICE IN DOWNTOWN SOUTH BEND Mr. James Rogers, 1943 Chapman Lake Drive, Warsaw, Indiana, requested permission of the Board to provide a horse and carriage service in downtown South Bend. It was noted Mr. Rogers provided a Certificate of Insurance, which the Board filed at this same meeting. Mr. Gilot explained to the Board he has been in conversation with Mr. Rogers regarding the above referenced service. Mr. Gilot stated Mr. Rogers would like to provide fixed carriage rides in downtown South Bend. Mr. Rogers noted the carriages are lighted and would have slow moving signs, and he is planning on providing this service during the weekday evenings, weekends and holidays. At this time, he is not sure of the carriage route. He noted Administration and Finance has stated he does not require any type of licensing for this service. The Board asked that Mr. Rogers check the following to ensure he is within the law: 1) Legal Indiana Driver's License 2) Support from businesses where he plans to place a parking spot for the carriage(s) 3) Adequate disposal of waste from horses (horses will have a "diaper") 4) Permission from business to temporarily utilize water for horses 5) Work with City's Communications Department and Downtown South Bend, Inc. 6) Inquire with a few historical establishments for carriage storage 7) Be professional, courteous and respectful of downtown patrons The Board appointed Mr. Carl Littrell, City Engineer, to work with Mr. Rogers, and wished him well in his business venture. FILING OF CERTIFICATE OF INSURANCE Upon a motion made by Mr. Gilot, seconded by Mr. Littrell, and carried, the following Certificate of Insurance was accepted for filing: Great Lakes Horse & Carriage Warsaw, Indiana 1 APPROVE CLAIMS Mr. Gilot stated that the following claims were submitted to the board for approval: Name Amount of Claim Date City of South Bend $1,978,237.09 August 21, 2006 Ci of South Bend $948,116.13 August 28, 2006 St. Jose h CountyHousing Consortium $1,765.81 August 11, 2006 St. Jose h County Housing Consortium $10,519.42 Au st 11, 2006 St. Jose h County Housing Consortium $187.00 July 24, 2006 St. Joseph County Housin Consortium $197.01 July 24, 2006 St. Jose h Coun Housing Consortium $195.94 July 24, 2006 St. Jose h County Housing Consortium $117.90 July 27, 2006 St. Jose h Coun Housing Consortium $5,950.00 August 2, 2006 St. Jose h County Housing Consortium $5,950.00 August 7, 2006 St. Jose h County Housing Consortium $5,950.00 August 7, 2006 HRP Construction (Lafayette Storm Sewer) $5,010.68 July 12, 2006 Rieth-Riley Construction Com any, Inc. $316,781.72 August 28, 2006 Mr. Gilot made a motion that the claims be approved and the reports as submitted be filed. Mr. Littrell seconded the motion, which carried. ~~r ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the meeting adjourned at 10:35 a.m. ~e K. Sakob, Clerk AUGUST 28, 2006 BOARD OF PUBLIC WORKS ,J~~ Gary A. clot, President C~ ~~~~~ Carl P. Littrell, Member L~"-~ nald E. Inks, Member 1 1