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Home My WebLink About08092016 Board of Public Works MeetingAGENDA REVIEW SESSION AUGUST 4, 2016 242 BOARD OF PUBLIC WORKS Gary A. Gilot, President -6-- I avidP.,l clos, ipber Elizabeth A. Maradik, Member Therese Dorail Member James A. Mueller, Member - ATTEST: i �C�ht- L nda M. Martin, ]crk REGULAR MEETING AUGUST 9 2016 The Regular Meeting of the Board of Public Works was convened at 9:31 a.m. on August 9, 2016, by Board President Gary A. Gilot, with Board Members David Relos and Elizabeth Maradik present. Board Members James Mueller and Therese Dorau were absent. Also present was Board Attorney Michael Schmidt. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Review Meeting of the Board held on July 21, July 26, and August 2, 2016, were approved. AWARD BID — CENTURY CENTER SERVICE COURT IMPROVEMENTS — PROJECT NO 116-006 (HOTEL/MOTEL TAXI Mr. Richard Estes, Engineering, advised the Board that on June 28, 2016, bids were received and opened for the above referenced bid. After reviewing those bids, Mr. Estes recommended that the Board award the contract to the lowest responsive and responsible bidder Holladay Construction Group, LLC, 227 South Main Street, Ste. 200, South Bend, Indiana 46601, in the amount of $130,005.00 for the Base Bid only. Therefore, Mr. Relos made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Maradik seconded the motion, which carried. AWARD BID — CENTURY CENTER CEO SUITES STE. 17 REMODEL — PROJECT NO. 116-010 (HOTEL/MOTEL, TAX) Mr. Richard Estes, Engineering, advised the Board that on June 28, 2016, bids were received and opened for the above referenced bid. After reviewing those bids, Mr. Estes recommended that the Board award the contract to the lowest responsive and responsible bidder Holladay Construction Group, LLC, 227 South Main Street, Ste. 200, South Bend, Indiana 46601, in the amount of $218,062.00 for the Base Bid plus Alternate Nos. 1, 2, 3, 5, and 6. Therefore. Mr. Relos made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Maradik seconded the motion, which carried. AWARD BID — FREMONT PARK SPLASH PAD (PARKS BOND) Mr. John Martinez, Park Department, advised the Board that on July 12, 2016, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Martinez recommended that the Board award the contract to the lowest responsive and responsible bidder W.A. Smith, Inc., 15508 Prine Road, Yoder, Indiana 46798, in the amount of $99,900.00. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Relos seconded the motion, which carried. REGULAR MEETING AUGUST 9, 2016 243 Mr. Gilot advised that Mr. Roger Nawrot, Engineering, has submitted Change Order No. 2 on behalf of Indiana Department of Transportation, LaPorte District Office, 315 East Boyd Boulevard, LaPorte, Indiana 46356, indicating the contract amount be increased by $23,150.00, with the City's 10% portion of $2,315.00, for a new contract sum, including this Change Order, in the amount of $8,970,519.00. Upon a motion made by Ms. Maradik, seconded by Mr. Relos andcarried, the Change Order was approved. APPROVE CHANGE ORDER NO. 3 — OLIVE STREET AND SAMPLE STREET RECONSTRUCTION — PROJECT NO 113-002 (MAJOR MOVES) Mr. Gilot advised that Mr. Roger Nawrot, Engineering, has submitted Change Order No. 3 on behalf of Indiana Department of Transportation, LaPorte District Office, 315 East Boyd Boulevard, LaPorte, Indiana 46356, indicating the traffic signal fiber material be changed from non -participating to FHWA participating material with no change in the dollar amount of the contract. Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the Change Order was approved. APPROVE CHANGE ORDER NO 4 — WASTE WATER TREATMENT PLANT SECONDARY TREATMENT IMPROVE BOND] MENTS -PROJECT NO 114 053 (2012 SEWER Mr. Gilot advised that Mr. Jacob Klosinski, Environmental Services, has submitted Change Order No. 4 on behalf of Thieneman Construction Co, Inc., 17241 Foundation Parkway, Suite 100, Westfield, Indiana 46074, indicating the contract amount be increased by $606,776.00 for a new contract sum, including this Change Order, in the amount of $12,592,997.75, and an increase in the project completion date by twenty-one (21) days. Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the Change Order was approved. APPROVE AMENDED CHANGE ORDER NOS. 1 2 AND 3 — SOUTH BEND ONE-WAY TO TWO-WAY CONVERSION. DIVISION A— PROJECT NO 116 001 (SSDA TIE) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted amended Change Order Nos. 1, 2 and 3 on behalf of Rieth-Riley Construction Co., Inc., 25200 State Road 23, South Bend, Indiana 46614, indicating the corrected amounts as follows: a) Amended Change Order No. 1 (1) Increase Amount: $0; Change in Material Only (2) Modified Contract Amount: $3,228,358.03 b) Amended Change Order No. 2 (1) Increase Amount: $43,825.41 (2) Percent of Increase: 1.36 % (3) Modified Contract Amount: $3,272,183.44 c) Amended Change Order No. 3 (1) Increase Amount: $6,156.05 (2) Percent of Increase: 0.19% (3) Total Percent of Change: 1.55% (4) Modified Contract Amount: $3,278,339.49 Mr. Villa explained the original contract amount was calculated incorrectly, causing the errors in the amounts. He noted the alternates were added to the contract amount, which already included the alternates. Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the amended Change Orders were approved. APPROVE CHANGE ORDER NO. 4 — SOUTH BEND ONE-WAY TO TWO-WAY CONVERSION. DIVISION A - PROJECT NO 116-001 (SSDA TIFI Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 4 on behalf of Rieth-Riley Construction Co., Inc., 25200 State Road 23, South Bend, Indiana 46614, indicating the Contract amount be increased by $74,320.00 for a new Contract sum, including this Change Order, in the amount of $3,352,659.49, Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the Change Order was approved. REGULAR MEF,TING AUGUST 9, 2016 244 APPROVE AMENDED CHANGE ORDER NOS. 1, 2 AND 3 — SOUTH BEND ONE-WAY TO TWO-WAY CONVERSION. DIVISION B - PROJECT NO 116-001 (T1F BOND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted amended Change Order Nos. 1, 2 and 3 on behalf of Rieth-Riley Construction Co., Inc., 25200 State Road 23, South Bend, Indiana 46614, indicating the corrected amounts as follows: a) Amended Change Order No. 1 (1) Increase Amount: $0; Change in Material Only (2) Modified Contract Amount: $16,131,908.36 — b) Amended Change Order No. 2 (1) Increase Amount: $63,516.09 (2) Percent of Increase: 0.39% (3) Modified Contract Amount: $16,195,424.45 c) Amended Change Order No. 3 (1) Increase Amount: $3,822 (2) Percent of Increase: 0.02% (3) Total Percent of Change: 0.42% (4)Modified Contract Amount $16,199,246.45 Mr. Villa explained the original contract amount was calculated incorrectly, causing the errors in the amounts. He noted the alternates were added to the contract amount, which already included the alternates. Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the amended Change Orders were approved. APPROVF, CHANGE, ORDER. NO. 4 — SOUTH BEND ONE-WAY TO TWO-WAY CONVERSION. DIVISION B -PROJECT NO. 116-001 (TIF BOND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 4 on behalf of Rieth-Riley Construction Co., Inc., 25200 State Road 23, South Bend, Indiana 46614, indicating the Contract amount be increased by $87,119.70 for a new Contract sum, including this Change Order, in the amount of $16,286,366.15. Upon. a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the Change Order was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — ABANDONED VEHICLES AUCTION (CODE ENFORCEMENT) In a memorandum to the Board, Ms. Kathy Eli, Code Enforcement, requested permission to advertise for the receipt of bids for the above referenced service. Therefore, upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the above request was approved. APPROVE TITLE SHEETS — SAFE ROUTES TO SCHOOL — LINCOLN PRIMARY CENTER AND PERLEY PRIMARY CENTER Mr. Gilot advised that the Title Sheets for the above referenced INDOT projects were being presented at this time for execution. Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the above referenced Title Sheets were approved and signed. ADOPT RESOLUTION NO. 36-2016 — A RESOLUTION OF'1'HE CITY OF SOUTH BEND. INDIANA BOARD OF PUBLIC WORKS FOR THE DISPOSAL OF SURPLUS PROPERTY Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 36-2016 A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS FOR THE _ DISPOSAL OF SURPLUS PROPERTY WHEREAS, I.C. 36-9-6-1 gives the Board of Public Works of the City of South Bend the right and duty to have custody of, control of, use of, and dispose of in accordance with Indiana statutes, all real and personal property owned by the City of South Bend; and WHEREAS, the Common Council of the City of South Bend passed as amended on January 11, 1988, Ordinance No. 7847-88 which mandates the Board of Public Works of the City of South Bend to determine that the sidearm of a police officer who retires in good standing is surplus property and no longer useful to the City of South Bend; and REGULAR MEETING AUGUST 9.2016 245 WHEREAS, Officer Pat Hechlinski, retired from the South Bend Police Department after twenty (20) plus years of service, and the Board of Public Safety of the City of South Bend has determined that he retired in good standing; and WHEREAS, I.C. 5-22-22-1 permits and establishes procedure for disposalof personal property which is no longer needed by the City and which is unfit for the purpose for which it was intended; NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that Smith & Wesson handgun, Serial Number HKB5060 is no longer needed by the City and are unfit for the purpose for which they were intended and has an estimated fair market value of less than Five Hundred Dollars ($500.00) each. BE IT FURTIIER RESOLVED that said property be disposed of and removed from the City inventory. Adopted this 9th day of August, 2016. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ David P. Relos s/ Elizabeth A. Maradik 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/ Eundin Second Amendment to PNC Pazks Department Vehicle $78,808.00; Maradik/Relos Lease Purchase Equipment Lease New Total of Agreement Finance $4,071,356.72 (Parks Capital Lease) Memorandum MACOG 2016 Traffic Counts $5,000.00 Maradik/Relos of (LRSA) Understanding Memorandum MACOG 2017 Traffic Counts $5,000.00 Maradik/Relos Of (LRSA) Understanding Professional Indiana Hardest Hit Funds $61,800.00 Maradik/Relos Services Housing and Counseling Services (Community Contract Community Investment Development Revenue) Authority HCDA) Professional Indiana Indiana Foreclosure $13,297.87 Maradik/Relos Services Housing and Prevention Network (Community Contract Community (IFPN) Investment Development Revenue) Authority (IHCDA License Intellectual Permission from Dr. $1,000 Relos/Mw dik Agreement Properties Martin Luther King, Jr. (Private Management, Center to use his Likeness Donations) Inc. for a Monument in Leighton Plaza REGULAR MEETING AUGUST 9, 2016 246 AT, Work Harold R. Create a Life Size $240,000 Relos/Maradik Commissioning Tuck Monument of Father (Private Agreement Langland Hesburgh and Dr. King at Donations) Leighton Plaza APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following permit and license appliCabOnS were presented for approval: Applicant Description Date/Time Location Motion Carried Rachel Kusner Residential August 28, California Avenue from Relos./Maradik Block Parry 2016; 2:00 p.m. Sherman Avenue to — 8:00 p.m. Harrison Avenue Pastor Tina Residential August 13, Sherman Avenue from Maradik/Relos Patton Block Party— 2016; 9:00 a.m. Lindsey Street to Van Kingdom Life — 3:00 p.m. Buren Street Christian Cathedral Annual Church Picnic South Bend Non- August 20, Orange Street from Relos/Maradik Chapter Residential 2016; 8:00 a.m. Birdsell Street to Mr. Murray Indiana Black Block Party — — I2:00 p.m. College Street Miller Expo Back to School corrected the Rally Date to August 20, not August 19 Downtown Non- August 19, Michigan Street from Maradik/Relos South Bend, Residential 2016; 6:00 Colfax to Western; Inc. Block Party — p.m. -August 20, Washington Street from Art Beat 2016; I1:00 TCU to St. Joseph; p.m. Jefferson Blvd. from Leighton Garage to St. Joseph; Wayne St. from Library Park to Wayne Street Garage The Cathedral License 6:00 a.m. — 6:00 117 North Lafayette Maradik/Relos of St. James Renewal - p.m. Blvd. Public Parking Facility APPROVE TRAFFIC CONTROL DEVICE Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the following traffic control device was approved: NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATION: 445 South Jackson Street REMARKS: All criteria has been met. DENY TRAFFIC CONTROL DEVICE Upon a motionmade by Mr. Relos, seconded by Ms. Maradik and carried, the following traffic control device was denied: NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATION: 926 West Bryan Street REMARKS: All criteria has not been met; Driveway access available APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the following traffic control devices were approved: NEW INSTALLATION: New Installation— 15 `STOP" and 25 "New Traffic Pattern Ahead" Signs REGULAR MEETING AUGUST 9. 2016 247 REVISION: 7 Locations — Change Stop Directions LOCATION: Harrison Primary Center Neighborhood REMARKS: Reduce Cut -Through and Speeding Traffic and Improve Sight Distance NEW INSTALLATION: New Installation — Parking by Residential Permit Only LOCATION: 316 South Taylor Street (Property Width) REMARKS: Revise "Exhibit A" (Map) to Resolution No. 66-2015 to add this 70' Property adjacent to Four Winds Field Restricted Parking Area APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE— 60615 SOUTH MAIN STREET— SEWER Mr. Gilot stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to Remonstrate as submitted by Caitlin Perdona, 60615 South Main Street, South Bend, Indiana 46614. The Consent indicates that in consideration for permission to tap into public sanitary sewer system of the city, to provide sanitary sewer service to the above referenced property at 60615 South Main Street, South Bend, Indiana 46614, the Owner waives and releases any and all right to remonstrate against or oppose any pending or future annexation of the property by the City of South Bend, Therefore, Ms. Maradik made a motion that the Consent be approved. Mr. Relos seconded the motion, which carried. APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE-52848HOLLOW TRAII,— SEWER Mr. Gilot stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to Remonstrate as submitted by Dennis Miller, Miller Family Irrevocable Trust, 806 Green Pine Ct, Mishawaka, Indiana 46546. The Consent indicates that in consideration for permission to tap into public sanitary sewer system of the city, to provide sanitary sewer service to the above referenced property at 52848 Hollow Trail, South Bend, Indiana. the Owner waives and releases any and all right to remonstrate against or oppose any pending or future annexation of the property by the City of South Bend. Therefore, Ms. Maradik made a motion that the Consent be approved. Mr. Relos seconded the motion, which carried. APPROVE CONSENTTO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE — 25650 PACK TRAIL — SEWER Mr. Gilot stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to Remonstrate as submitted by Dennis Miller, Miller Family Irrevocable Trust, 806 Green Pine Ct, Mishawaka, Indiana 46546. The Consent indicates that in consideration for permission to tap into public sanitary sewer system of the city, to provide sanitary sewer service to the above referenced property at 25650 Pack Trail, South Bend, Indiana, the Owner waives and releases any and all right to remonstrate against or oppose any pending or future annexation of the property by the City of South Bend. Therefore, Ms. Maradik made a motion that the Consent be approved. Mr. Relos seconded the motion, which carried. APPROVE WASTEWATER DISCHARGE PF.RMIT(S) RENEWALS In a Memorandum to the Board, Mr. Manuel Bueno, Division of Environmental Services, submitted the following Wastewater Discharge Permit(s) and recommended approval of their renewal: Aramark Uniform & Career Apparel, LLC, 3701 Progress Drive lmagineering Finishing Technologies, Inc., 1302 West Sample Street There being no further discussion, upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the permit renewals were approved. RATIFY APPROVAL AND/OR RELEASE CONTRACTOR AND EXCAVATION BONDS Ms. Donna Hanson, Division of Engineering, recommended that the following Contractor and Excavation Bonds be ratified nursunnt to R,cnlntinn 1 nn-Mnn md/o....olo.,..e d ..., to _..._. W vApproved/FIV2 .e Business Bond Type YP Date Releasede Jesse Den Linger dba J 1 Dentin er Concrete Contractor Approved 16 Eric Snyder Contractor A roved 16 REGULAR MEETING AUGUST 9. 2016 248 Mr. Relos made a motion that the Bonds approval and/or release as outlined above be ratified. Ms. Maradik seconded the motion, which carried. APPROVE CLAIMS Mr. Relos 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 Claim Date City of South Bend $1,557.31 08/05/2016 City of South Bend $1,829,356.34 08/09/2016 U.S. Bank National Assoc.; Payment No. 40; Two -Way Conversion $63,805.32 08/05/2016 U.S. Bank National Assoc.; Payment No. 22; Game Time $4,694.19 08/04/2016 U.S. Bancorp Government Leasing and Finance and U.S. Bank National Assoc.; Requisition No. 12; Truck Centers $203,845 08/04/2016 Therefore, Mr. Relos made a motion that after review of the expenditures, the claims be approved as submitted. Ms. Maradik 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 Ms. Maradik and varied, the meeting adjourned at 9:54 a.m. BOARD �OF�PUBLIC WORKS j{ Gary A. Giloi President E id P. Relos, Member EPraytid � �k k 11t Elizabeth A. Maradik, Member C Therese J. D mo u. Member James A. Mueller, ATTEST: Li da M. Marlin, Jerk