City of East Chicago Board of Public Works
4525 Indianapolis Blvd. • East Chicago, Indiana 46312 • (219) 391-8355 • Fax # (219) 391-8401
Val Gomez, President; Jezreel Rodriguez, Vice-President; Carla Morgan, Member
Minutes for the Regular Meeting
Board of Public Works
Wednesday, May 23, 2012, at 4:30 pm
City Hall Council Chambers
1. Call to Order: The regular meeting of the Board of Public Works was called to order by
Vice-President, Jezreel Rodriguez.
2. Roll Call: Mr. Val Gomez, President
Mr. Jezreel Rodriguez, Vice-President
Ms. Carla Morgan, Member
Absent
Present
Present
3. Minutes: Regular Meeting: May 9, 2012
Special Meeting: May 16, 2012
Motion was made by Ms. Morgan to approve the minutes. Mr. Rodriguez second. No discussion.
Ayes: All
Morgan, Rodriguez
4. Correspondence: None.
5. New Business: Fuel Supply Bid Evaluation and Recommendation (Global Consulting):
Mr. Milton Reed reported he was involved with putting out the Bid Package and technical
information on fuel supply for the City. The bids were received by the deadline. An evaluation cost
analysis and cost markup was conducted. Mr. Reed reported he submitted, last Friday, a
recommendation of the bids that were received. Mr. Reed reported the incumbent supplier mapped
out a road map to bring into contractual services by June 1, 2012. The temporary contract will expire
on the end of May 2012. Mr. Reed recommended the language in the contract contains the right to
audit periodically. The City will be ready and available for the grant dollars for E-85 products.
Mr. Reed recommended the Board select Tonkovich Oil. Their cost structure was lower and a lower
markup over cost. Mr. Rodriguez questioned whether the Board will execute an agreement today.
Mr. Milton stated “We don’t have an agreement to execute because contractually I did not have the
original responsibility to put a contract together.” Mr. Rodriguez questioned whether that would be
the next step a contract. Mr. Reed reported yes. Discussion followed.
Ms. Morgan reported the Board should accept the recommendation and approve the bid packet as the
winning bidder and authorize the Law Department work with Mr. Reed to finalize the contract in the
next week.
Motion was made by Mr. Rodriguez to accept the RFP from Tonkovich Oil Company. Ms. Morgan
second. No discussion.
Ayes: All
Rodriguez, Morgan
Motion was made by Ms. Morgan to authorize the Law Department with Global Consulting to work
with Tonkovich and draft a contract to be ready by next Wednesday. Mr. Rodriguez second. No
discussion.
Ayes: All
Morgan, Rodriguez
Mr. Reed requested a special meeting be scheduled on Wednesday, May 30, 2012.
Motion was made by Ms. Morgan to schedule a special meeting next Wednesday, May 30, 2012 at
4:30 in the Council Chambers to review/approve the contract with Tonkovich Oil. Mr. Rodriguez
second. No discussion.
Ayes: All
Morgan, Rodriguez
Mr. Reed indicated if the contract is not ready by next Wednesday, the Board place on the agenda to
extend the existing contract for thirty (30) days, not to have a gap in the contract. Mr. Rodriguez
indicated that can be addressed at the next meeting, if the contract is not ready. Mr. Reed reported
the bid packet offers a cost reduction from the City’s current cost.
Change Order for Primera Engineering: Mr. Rodriguez reported this change order is for
additional services requested by the Engineering Department. The additional services are for the
Pipelining Project approved by the Board. The reason for the added service is based on the proposed
order between the City and the Army Corp. The intent is to spend all the funding available for the
Section 219. Part of this grant, the City is responsible for 100% of the design of the project. The
City would be responsible for the additional cost of the design of Northcote Avenue from 145th to
Columbus Drive.
Ms. Morgan questioned whether the change order is for nineteen thousand three hundred ninety two
dollars ($19,392) and if the City anticipates additional change orders. Mr. Rodriguez reported yes for
the engineering services. The City has approximately seven hundred forty five thousand dollars
($745,000) and the existing estimate was five hundred sixty thousand dollars ($560,000) and the City
had approximately one hundred fifty thousand dollars ($150,000) remaining for the additional street.
No additional change orders are expected from the Consultant Engineer, Primera Engineering.
Motion was made by Mr. Rodriguez to accept the Change Order from Primera Engineering for
nineteen thousand three hundred ninety two dollars and eighty four cents ($19,392.84). Ms. Morgan
second. No discussion.
Ayes: All
Rodriguez, Morgan
Smith Sersic Attorney at Law: Ms. Morgan reported the contract is for legal services for Attorney
Kevin Smith at Smith Sersic Attorneys at Law. Ms. Morgan reported the scope of services is as
follows: Services shall include but not limited to legal services for actions brought under the Indiana
Unsafe Building Act and other actions necessary for the East Chicago Building Department,
concerning the demolition or repair of unsafe or blighted properties, or other legal assignments to be
2
determined by the Corporation Counsel and/or City Attorney. Cost would be one hundred fifty
($150) per hour, invoice bi-monthly and will not exceed per each property fifteen hundred dollars
($1,500). Reimburse cost for copying, fax charges, disposition costs and transcript charges, travel
expenses, and will provide status reports. Contract can be terminated upon written notice. This
contract is from now until January 1, 2013.
Winna Guzman, Building Commissioner reported the Building Department is seeking services of
Attorney Smith for the demolition of blighted structures plan that has been implemented. The target
is over eighty (80) properties, which are abandoned, vacant, and blighted to our community. This
plan would improve property housing and quality of life for all residents of this City.
Ms. Morgan reported Attorney Smith has experience in this field. Ms. Guzman recommended the
City move forward with this contract.
Mr. Rodriguez questioned whether Ms. Guzman is familiar with Indiana Unsafe Building Act as part
of the scope of legal services. Ms. Guzman replied yes. Mr. Rodriguez requested Ms. Guzman
explain the services to be performed. Ms. Guzman reported through Code Enforcement the City has
84 properties to be turned over to Mr. Smith and will be brought before the Board. Mr. Smith will be
conducting title search, sending notice, and placing liens if necessary. The Building Department
handles those responsibilities; however, Mr. Smith can send out in mass volume.
Motion was made by Ms. Morgan to accept the contract for legal services with Smith Sersic
Attorney’s. Mr. Rodriguez second. No discussion.
Ayes: All
Morgan, Rodriguez
Resolution 2012-03: Ms. Morgan reported the City through the Department of Redevelopment has
undertaken a number of projects for single family housing in the City. The Resolution is related to
the parcel located at 3617 Deodar, in the North Harbor District. A single family house was built on
this land through Redevelopment but it turns out, the work to ensure Redevelopment had ownership
was not done in advance of the construction. This is to correct the omission.
The City of East Chicago currently owns certain real property located within the North Harbor areas,
which wishes to develop single family housing. There was an inter-governmental transfer of this
parcel along with other adjacent parcels. On June 30, 1976 the property was transferred to the City’s
ownership, pursuant to an urban renewal project known as the Indiana Harbor Urban Renewal Project
No. INDR-1. The City never developed that parcel, until Redevelopment built the property last year,
which they currently have an offer to buy from a local family. It is necessary for the City to unify the
title of land. The City would like to transfer ownership back to Redevelopment for the purpose of
allowing the sale of the property. The Quit-Claim-Deed is attached to transfer this parcel to the
ownership of Redevelopment and then Redevelopment would then convey that as part of the sale of
that home to a family going through the program. Any governmental transfer of the property under
IC #36-1-11-8; requires governmental agency to adopt a substantially similar resolution. The
Redevelopment Commission is set to meet next Tuesday, at 4:30pm to have a Public Hearing
regarding the potential sale of said property, followed by a meeting to approve/not approve the sale of
said property.
3
Motion was made by Mr. Rodriguez to approve Resolution 2012-03. Ms. Morgan second. No
discussion.
Ayes: All
Rodriguez, Morgan
Motion was made by Ms. Morgan that the Board of Works executes the Quit-Claim-Deed of the
property located at 3617 Deodar to the Redevelopment Commission and execute it within the next
twenty four (24) hours. Mr. Rodriguez second. No discussion.
Ayes: All
Morgan, Rodriguez
S.T.M. Enterprises LLC: Joel Markovich indicated he is the Operating Manager of S.T.M.
Enterprises LLC located at 1501 Olcott Avenue, East Chicago, IN. Mr. Rodriguez requested the
scope of work for the proposal. Mr. Markovich reported the proposal is for emergency board-up
services for work after hours. Mr. Rodriguez questioned who is currently responsible for boarding up
abandoned properties. Ms. Winna Guzman, Building Department reported currently there is board up
services needed after hours. The City has to wait until the next morning to submit a work order to
Central Services to seal the unsafe premises. Ms. Guzman reported S.T.M. has done work for the
City in the past. They are professional; holding a valid business license and contractor’s license. Mr.
Rodriguez reported whether S.T.M. would be working under the supervision of the Building
Department. Ms. Guzman reported yes, it should be stipulated in the proposal that the Building
Department will be overseeing the contract. Ms. Morgan indicated the City can draft an internal
policy to ensure the Department Heads for each department sign off on the policy.
Ms. Morgan reported there are two (2) fee schedules. The City would know in advance what each
item will cost. Ms. Morgan requested Mr. Markovich confirm detail billing is conducted. Mr.
Markovich reported the proposal is set up for emergency and non-emergency. The non-emergency
would be conducted from 8:30 am – 4:30 pm, if the Street Department would not be available to send
their crew. If called out at three o’clock in the morning (3:00 am) a two (2) hour minimum is
required. There will not be a minimum charged if called out during 8:30 am – 4:30 pm.
Motion was made by Ms. Morgan to accept the contract with S.T.M Enterprises for Emergency
Board-up Services, as well as, non-emergency and other services, as written. Mr. Rodriguez second.
No discussion.
Ayes: All
Morgan, Rodriguez
Ms. Morgan requested the Building Commission forward the MEMO drafted to Olga Cosme, to
insert in the next meeting packet.
Midwestern Electric: Mr. Rodriguez indicated the letter is detailing rates for traffic signals and
emergency street light maintenance services. In the past, the City has been using this company and is
requesting street light repair services. Two (2) weeks ago the Board received a letter from a local
company Sargent Electric to accept their rates. Mr. Rodriguez indicated the City would have two (2)
different companies making repairs. The services will be “as needed.” Ms. Morgan questioned
whether the rates changed for Midwestern. Mr. Rodriguez reported no.
4
Motion was made by Mr. Rodriguez to accept the rates from Midwestern Electric for Traffic Signal
and Street Light emergency maintenance. Ms. Morgan second. No discussion.
Ayes: All
Rodriguez, Morgan
Midwestern Electric; 151st & Kennedy Avenue: Mr. Rodriguez reported this is an outstanding bill
that was never paid. The letter is addressed to Mr. Ed Bittner referencing the Controller Cabinet
knocked down. The total cost to replace is fifteen thousand one hundred fifteen dollars ($15,115).
Mr. Rodriguez stated “I verified with Controller’s Office and their recommendation was to send this
letter to the Board of Public Works.” The bill was never paid; the existing cabinet belongs to
Midwestern. Ms. Morgan reported the accident that occurred on 151st/Kenndy caused the City a lot
of issues. If the Controller’s Office has audited and ensured the invoice did not get paid, a motion
will be made to approve.
Motion was made by Ms. Morgan to approve processing the Midwestern Electric invoice. Mr.
Rodriguez second. No discussion.
Ayes: All
Morgan, Rodriguez
Sprint: Lieutenant Frank Maldonado, Police Department requested the Board approve an agreement
with Sprint for ten (10) cell phones for the narcotic and crime scene investigators. The City is not
buying with a contract. This can be revisited every year. Ms. Morgan questioned whether the
narcotics unit and detective do not have telephones to use out in the field. Lieutenant Maldonado
reported they are using their personal cell phones. Ms. Morgan questioned whether they have any
cell phones supplied by the Department. Lieutenant Maldonado reported no one has City cell phones.
Mr. Rodriguez questioned whether other vendors were contacted. Lieutenant Maldonado reported he
contacted Verizon and AT&T; Sprint gave the best deal. The IRS and State Board of Accounts have
cleared the purchase.
Motion was made by Ms. Morgan to approve the agreement with Sprint to provide phones for the
Police Department for a grand total of seven thousand five hundred ninety four dollars and eighty
cents ($7,594.80). Mr. Rodriguez second. No discussion.
Ayes: All
Morgan, Rodriguez
Hasse Construction; Tod Avenue Reconstruction & Improvement Project: Mr. Rodriguez
reported at the last meeting the Board awarded the project and issued a Notice of Award for the
Project. Discussion was had on funding availability. Hasse Construction has submitted the
agreement and all documentation requested. All documents have been verified. There was an
amendment to the contract; the final completion date of December 12, 2012 and has been changed for
244 calendar days, since a notice to proceed has not been issued. The total project cost is two million
seven hundred thirty two thousand one hundred eight dollars and thirteen cents ($2,732,108.13).
When funds have been allocated the notice to proceed will be issued.
Motion was made Mr. Rodriguez to accept all documentation from Hasse Construction and execute
the contract. Ms. Morgan second. No discussion.
Ayes: All
Rodriguez, Morgan
5
Right-of-Way Application (Engineering Department): Mr. Rodriguez reported on the following
permit applications:
Permit 12-01915: Utility – Sanitary District – 5200 Indianapolis Blvd. – Mr. Rodriguez reported the
sewer break is ready for blacktop (15x22).
Permit 12-01916: Utility – Sanitary District – 4942 McCook Ave. – Mr. Rodriguez reported the
street drain near the corner was repaired (5x5) and is ready for blacktop.
Permit 12-01917: Dumpster – Rogelio G. Pena Jr. – 3928 Butternut St. – Mr. Rodriguez reported
the dumpster will be placed in front of residence for roof replacement.
Permit 12-01918: Dumpster – Carlos Madrigal – 3837 Parrish Ave. – Mr. Rodriguez reported the
dumpster will be placed in front of residence for roof replacement.
Permit 12-01919: Utility – Sylvia Giannini Cement – 3477 Watling St. – Mr. Rodriguez reported
Sylvia will remove 45’x 8’ of city walk and 25’x9’ of owner driveway and replace with 8’ thick
reinforced 6”x6”x6” gauge.
Permit 12-01920: Utility – Morrison Construction – Riley Road and Dock Road – Mr. Rodriguez
reported Morrison will be closing Riley Road between Safety-Kleen and USG. Tentative date
between July 2, 2012, 2012 and July 20, 2012 actual closure work would be two (2) between dates
listed.
Mr. Rodriguez reported the Engineering Department inspected all locations and request approval.
Motion was made by Ms. Morgan to approve permit applications 12-01915 - 12-01920. Mr.
Rodriguez second. No discussion.
Ayes: All
Morgan, Rodriguez, Gomez
6. Old Business: None.
7. Other Business: None.
8. Next Regular Meeting: Wednesday, June 13, 2012 at 4:30 pm
9. Adjournment: Motion was made by Mr. Rodriguez to adjourn the meeting. Ms. Morgan
second. No discussion.
Ayes: All
Rodriguez, Morgan, Gomez
Board of Public Works
_________________________
Val Gomez, President
6
____________________________
Jezreel Rodriguez, Vice-President
___________________________
Carla Morgan, Member
Attest:
______________________________
7