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AGENDA REVIEW SESSION JULY 17, 2014 235
<br />The Agenda Review Session of the Board of Public Works was convened at 10:38 a.m. on July 17,
<br />2014, by Board President Gary A. Gilot, with Board Members David Relos and Patrick Henthorn
<br />present. Board Members Kathryn Roos and Brian Pawlowski were absent. Ms. Roos joined the
<br />meeting in progress at 10:57 a.m. AIso present was Attorney Cheryl Greene. Board of Public Works
<br />Clerk, Linda M. Martin, presented the Board with a proposed agenda of items presented by the
<br />public and by City Staff.
<br />AWARD BID AND APPROVE CONTRACT — TWO-WAY CONVERSION OF LAFAYETTE
<br />BLVD. AND WILLIAM ST. - PROJECT NO. 112-065 MAJOR MOVES
<br />Mr. Roger Nawrot, Engineering, advised the Board that on July 3, 2014, bids were received and
<br />opened for the above referenced project. After reviewing those bids, Mr. Nawrot recommended
<br />that the Board award the contract to the lowest responsive and responsible bidders, Martell Electric
<br />LLC, 4601 Cleveland Road, South Bend, Indiana 46628, for Section A, Base Bid only, in the
<br />amount of $273,957.48; and Rieth-Riley Construction Co., Inc., 25200 State Road 23, P. O. Box
<br />1775, South Bend, Indiana 46614, for Section B, Base Bid with Bid Alternate Nos. 2, 3 and 5, in
<br />the amount of $506,169.64. Mr. Nawrot noted that an error was discovered in Martell Electric
<br />LLC's math in the carry-over of Line Items 26, 40, and their total, which has been corrected in the
<br />total of the bid award and did not affect the results of the award. He explained their total showed
<br />$276,733.48, and the correct sum was found to be $273,957.48. Attorney Cheryl Greene stated the
<br />Bidder brought up a question regarding an error in a unit bid price they submitted. She stated that is
<br />not correctable; only line item extension math errors are. Therefore, Mr. Henthom made a motion
<br />that the recommendation be accepted and the bids be awarded and the contracts approved as
<br />outlined above. Mr. Relos seconded the motion, which carried.
<br />AWARD BID AND APPROVE CONTRACT — CENTURY CENTER EXTERIOR COLUMN
<br />AND SIDEWALK REPAIRS — PROJECT NO 114-030 (HOTEL/MOTEL TAXI
<br />Mr. John Engstrom, Engineering, advised the Board that on July 8, 2014, bids were received and
<br />opened for the above referenced project. After reviewing those bids, Mr. Engstrom recommended
<br />that the Board award the contract to the lowest responsive and responsible bidder, Gibson -Lewis,
<br />LLC, 1001 West I I1h Street, Mishawaka, Indiana, 46544, in the amount of $18,500.00. Therefore,
<br />Mr. Relos made a motion that the recommendation be accepted and the bid be awarded and the
<br />contract approved as outlined above. Mr. Henthorn seconded the motion, which carried.
<br />Board members discussed the following item(s) from the agenda.
<br />- Interlocal Agreement and Professional Services Agreement — City of South Bend, St. Joseph
<br />County, City of Mishawaka, and Symbiont Science and Engineering
<br />Attorney Cheryl Greene stated the Council has the authority to approve for the City to enter into
<br />Interlocal Agreements via resolution. She stated they have approved for the City to enter into this
<br />cost sharing agreement with the other government entities and Symbiont, and now the City needs to
<br />sign the Interlocal Agreement and the Professional Services Agreement for the preparation of EPA
<br />Brownfrelds Assessment grant application.
<br />- CDBG Contracts
<br />Ms. Lory Timmer, Community Investment, stated they have received all of their Federal funds so
<br />she is now asking the Board's approval on all of these contracts. Mr. Gilot questioned the total
<br />amount being spent in 2014. Ms. Timmer stated the total is $2,300,000.00 for 2014, which is
<br />$21,000.00 more than 2013. Mr. Gilot asked how the Administrative costs figure into this amount.
<br />She stated the administrative expense is lower in 2014 than in 2013. She added the City is capped
<br />on these contracts by the Federal Government.
<br />- Interlocal Agreement
<br />Mr. Roger Nawrot, Engineering, stated this agreement is for approval of an agreement with the
<br />County and City of Mishawaka for replacement of non -compliant signs. He noted the agreement is
<br />a 90/10 match totaling $400,000.00. Ms. Roos stated these are traditionally funded by the Federal
<br />government and asked who's making the match. Mr. Eric Horvath, Director of Public Works, stated
<br />traditionally Public Works would fund this, but since there ar' so many signs, the County and
<br />Mishawaka are funding theirs. Attorney Cheryl Greene noted this being an Interlocal Agreement it
<br />may require a resolution for the Council. Mr. Horvath stated he was not sure if it is actually an
<br />Interlocal agreement, or if it is mistitled. Mr. Gilot explained this is a standing Interlocal; MACOG
<br />is the elected governing council. He stated he did not believe it would need to go to the Common
<br />Council therefore.
<br />- Resolution No. 25-2014 — Adopting a Written Fiscal Plan and Establishing a Policy for the
<br />Provision of Services to an Annexation Area
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