HomeMy WebLinkAbout08232016 Board of Public Works MeetingAGENDA REVIEW SESSION AUGUST 18, 2016 256
informed, but only thirty (30) signed up. He added the project is done for the year. Corbitt Kerr,
Engineering, stated the money will go into other lighting projects.
o Ignitions Park Infrastructure, Phase IC
Mr. Toy Villa, Engineering, stated this increase is for spreading topsoil at the site and to meet
new requirements of the U.S. Post Office that requires cluster mailboxes in a multi -unit
development like this.
- Change Orders and Project Completion Affidavits
o Demolition of Vacant & Abandoned Houses, Phase VIII
Mr. Villa stated this decrease is due to the removal of one house from the project.
o Century Center Masonry Restoration
Mr. Villa stated this small increase is for over -runs and under -runs on the project.
- Professional Services Agreement —American Structurepoint, Inc.
Mr. Corbitt Ken, Engineering, stated the Main Street and Colfax Street parking garage entrances
and exits will be reversed due to the two-way street conversion project. He noted currently the
entrances and exits are on the left sides of the drive.
- Professional Services Agreement — Jones, Petrie, Rafmski Corporation
Mr. Ken stated this sidewalk design on Corby Blvd. and Rockne Drive is in the vicinity of the
new roundabout to be built. He noted the sidewalk falls under the City Curb and Sidewalk
program and was one of the submissions from Councilman Fred Ferlic. Mr. Roger Nawrot,
Engineering, stated it is also a source of a lot of residential complaints
No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms.
Maradik and carried, the meeting adjourned at 12:20 p.m.
BOARD OF PUUBLICC WORKS
Gary A. Gilot, President
David P. Relos, Rember
nul', UI L
Elizabeth A. Maradik, Member
Therese Doran, Meyhber
James A. Mueller, Member
ATTEST:
4�
Lind M. Martin, Clerk
REGULAR MEETING AUGUST 23.2016
The Regular Meeting of the Board of Public Works was convened at 9:34 a.m. on August 23,
2016, by Board President Gary A. Gilot, with Board Members David Relos, Elizabeth Maradik,
and Therese Dorau present. Board Member James Mueller was absent. Also present was
Attorney Benjamin Dougherty.
ADDITIONS TO THE AGENDA
Mr. Gilot noted the addition to the agenda of a Title Sheet and a Memorandum of Understanding
with John Hopkins University.
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
August 4, August 9, and August 16, were approved.
REGULAR MEETING AUGUST 23, 2016 257
OPENING OF BIDS — 2016 SOUTH BEND POLICE EQUIPMENT (POLICE DEPARTMENT
CAPITAL LEASE)
This was the date set for receiving and opening of sealed bids for the above referenced 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:
ERS-OCI WIRELESS
57678 CR 3
Elkhart, IN 46517
Bid was signed by: Amy K. Smith
Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding
Investment with Iran, Employment Eligibility Verification, Non -Discrimination
Commitment for Contractors and Certification of Use of United States Steel Products or
Foundry Products was submitted.
BID: $166.937.88
WAYMIRE FLEET EQUIPMENT
820 Chadwick St.
Indianapolis, IN 46225
Bid was signed by: Mike Kistler
Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding
Investment with Iran, Employment Eligibility Verification, Non -Discrimination
Commitment for Contractors and Certification of Use of United States Steel Products or
Foundry Products was submitted.
BID: $239,821.95
ON-TYDUDEPOT OF INDIANA. INC.
9750 E. 150" Street Suite 900
Noblesville, IN 46060
Bid was signed by: David A. Hartman
Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding
Investment with Iran, Employment Eligibility Verification, Non -Discrimination
Commitment for Contractors and Certification of Use of United States Steel Products or
Foundry Products was submitted.
BID: $205,201.26
ON -DUTY DEPOT OF INDIANA, INC
9750 E. 15O Street, Suite 900
Noblesville, IN 46060
Bid was signed by: David A. Hartman
Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding
Investment with Iran, Employment Eligibility Verification, Non -Discrimination
Commitment for Contractors and Certification of Use of United States Steel Products or
Foundry Products was submitted.
BID: $242,832.66
Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the above bids were
referred to Equipment Services and the Police Department for review and recommendation.
OPENING OF BIDS — MARTIN Ll ER KING JR. CENTER HVAC REVISIONS —
PROJECT NO. 116-064 (PARK BOND)
This was the date set for receiving and opening of sealed bids for the above referenced project.
The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri-
REGULAR MEETBIG AUGUST 23.2016 258
County News, which were found to be sufficient. The following bids were opened and publicly
read:
HERRMAN & GOETZ, INC.
255 S. Lafayette Blvd.
South Bend, IN 46601
Bid was signed by: Thomas J. Herrman
Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding
Investment with Iran, Employment Eligibility Verification, Non -Discrimination
Commitment for Contractors and Certification of Use of United States Steel Products or
Foundry Products was submitted.
Five percent (5%) Bid Bond was submitted.
BASE BID: $379,708.00
ALTERNATE NO.1: DEDUCT: $12,715.00
EDWARD J. WHITE, INC.
1011 S. Michigan St.
South Bend, IN 46601
Bid was signed by: Jeff Bucher, Jr.
Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding
Investment with Iran, Employment Eligibility Verification, Non -Discrimination
Commitment for Contractors and Certification of Use of United States Steel Products or
Foundry Products was submitted.
Five percent (5%) Bid Bond was submitted.
BASE BID: $382,100,00
ALTERNATE NO. 1: DEDUCT: $4,800.00
B. C. MECHANICAL. INC.
882 Anderson Rd.
Niles, MI 49120
Bid was signed by: Mike Fields
Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding
Investment with Iran, Employment Eligibility Verification, Non -Discrimination
Commitment for Contractors and Certification of Use of United States Steel Products or
Foundry Products was submitted.
Five percent (5°/u) Bid Bond was submitted.
BASE BID: $398,000.00
ALTERNATE NO.1: DEDUCT: $5,500.00
GRIFFEN P&H. INC.
2310 Toledo Road
Elkhart, IN 46516
Bid was signed by: Todd P. Mikel
Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding
Investment with Iran, Employment Eligibility Verification, Non -Discrimination
Commitment for Contractors and Certification of Use of United States Steel Products or
Foundry Products was submitted.
Five percent (5%) Bid Bond was submitted.
BASE BID: $390,800,00
ALTERNATE NO.1: DEDUCT: $5,600.00
Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the above bids were
referred to the Park Department for review and recommendation.
REGULAR MEETING AUGUST 23, 2016 259
AWARD BID — TWO (2), MORE OR LESS- 2016 OR NEWER, REFURBISHED MEDIC
UNITS - SPEC AA (FIRE DEPARTMENT CAPITAL)
Mr. Jeffrey Hudak, Central Services, advised the Board that on July 26, 2016, bids were received
and opened for the above referenced vehicle. After reviewing those bids, Mr. Hudak
recommended that the Board award the contract to the lowest responsive and responsible bidder
Crossroads Ambulance Sales & Service, LLC, 21912 Protecta Drive, Elkhart, Indiana 46516, in
the amount of $165,372.00 each. Mr. Hudak noted this was a joint bid and the City will purchase
one unit and the County will purchase the second unit. 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 — CHET WAGGONER COURT — PROJECT NO. 116-005 (RWDA TIF)
Mr. Rich Estes, Engineering, advised the Board that on August 18, 2016, bids were received and
opened for the above referenced project. After reviewing those bids, Mr. Estes recommended
that the Board award the contract to the lowest responsive and responsible bidder HRP
Construction Inc., 5777 Cleveland Road, P. 0. Box 266, South Bend, Indiana 46624, in the
amount of $619,978.99 for the base bid only, subject to funding approval. 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 — DEMOLITION OF VACANT AND ABANDONED HOUSES, PHASE IX -
PROJECT NO. 116-074 (EDIT)
Ms. Blair Sports, Engineering, advised the Board that on August 18, 2016, bids were received
and opened for the above referenced project. After reviewing those bids, Ms. Sports
recommended that the Board award the contract to the lowest responsive and responsible bidder
for each division: Green Demolition Contractors, Inc., 1427 W. Dickens, Chicago, Illinois
60614, for Division B, in the amount of $187,790.00; and Indiana Earth, Inc., 10-343 McKinley
Highway, Osceola, Indiana 46561 for Division A, in the amount of $181,800.00 and Division C,
in the amount of $103,400.00. 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. —
APPROVE CHANGE ORDER NO. 2 — EAST BANK SEWER SEPARATION, PHASE 5 —
PROJECT NO. 114-062B (SEWER BOND)
Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 2 on behalf
of Walsh & Kelly, Inc. 24358 State Road 23, South Bend, Indiana 46614, indicating the contract
amount be increased by $118,071.00 for a new contract sum, including this Change Order, in the
amount of $5,253,800,66 and the addition of thirty-five (35) days to the contract. Upon a motion
made by Mr. Relos, seconded by Ms. Maradik and carried, the Change Order was approved.
Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf
of Martell Electric, LLC, 4601 Cleveland Road, South Bend, Indiana 46628, indicating the
contract amount be decreased by $81,000.00 for a new contract sum, including this Change
Order, in the amount of $21,250.00. Upon a motion made by Mr. Relos, seconded by Ms.
Maradik and carried, the Change Order was approved.
Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 5 on behalf
of Rieth-Riley Construction Co., Inc., 25200 State Road 23, South Bend, Indiana 46614,
indicating the contract amount be increased by $305,412.72 for a new Contract sum, including
this Change Order, in the amount of $16,591,778.87. Upon a motion made by Mr. Relos,
seconded by Ms. Maradik and carried, the Change Order was approved.
APPROVE CHANGE ORDER NO.8 — IGNITION PARK INFRASTRUCTURE PHASE 1C —
PROJECT NO. 114-063A (RWDA TIM
Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 8 on behalf
of Walsh & Kelly, Inc., 24358 State Road 23, South Bend, Indiana 46614, indicating the contract
amount be increased by $44,567.00 for a modified contract sum, including this Change Order, in
REGULAR MEETING AUGUST 23, 2016 260
the amount of $4,027,836.91. Upon a motion made by Mr. Relos, seconded by Ms. Maradik and
carried, the Change Order was approved.
Mr. Gilot advised that Mr. Rich Estes, Engineering, has submitted Change Order No. 1 on behalf
of Days Electric, 55169 CR 3, Elkhart, Indiana 46514, indicating the contract amount be
increased by $12,432.08 for a modified contract sum, including this Change Order, in the amount
of $88,501.08, and the addition of thirty (30) days to the contract for a new completion date of
October 24, 2016. Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the
Change Order was approved.
- unmvr,lirvry Ur VAUAN l AND ABANDONED HOUSES — PROJECT NO. 115-128C
COI
Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on
behalf of Torok Excavating, 825 Fellows Street, South Bend, Indiana 46601 indicating the
contract amount be decreased by $8,200.00 for a new contract sum, including this Change Order,
of $128,550.00. Additionally submitted was the Project Completion Affidavit indicating this new
final cost of $128,550.00. Upon a motion made by Ms. Maradik, seconded by Mr. Relos and
carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved.
Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on
behalf of C & S Masonry Restoration, LLC, 3725 North Foundation Court, Suite AB, South
Bend, Indiana 46628, indicating the contract amount be increased by $1,890.00 for a new
contract sum, including this Change Order, of $248,427.32. Additionally submitted was the
Project Completion Affidavit indicating this new final cost of $248,427.32. Upon a motion made
by Ms. Maradik, seconded by Ms. Dorau and carried, Change Order No. 1 (Final) and the Project
Completion Affidavit were approved.
Mc Gilot advised that Mr. Toy Villa Engineering, has submitted the Project Completion
Affidavit on behalf of Indiana Earth, Inc., 10343 McKinley Highway, Osceola, Indiana 46561,
for the above referenced project, indicating a final cost of $145,930.00. Upon a motion made by
Ms. Maradik, seconded by Ms. Doran and carried, the Project Completion Affidavit was
approved.
Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion
Affidavit on behalf of Northern Indiana Roofing & Sheet Metal, 23495 Edison Road, South
Bend, Indiana 46628, for the above referenced project, indicating a final cost of $147,470.00.
Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the Project
Completion Affidavit was approved.
In a memorandum to the Board, Mr. Jacob Klosinski, Wastewater, requested permission to
advertise for the receipt of bids for the above referenced project. Also presented at this time for
approval and execution was the Title Sheet. Upon a motion made by Mr. Relos, seconded by Ms.
Maradik and carried, the above request to advertise was approved, and the Title Sheet was
approved and signed.
APPROVE TITLE SHEET —MARTIN'S SUPERMARKET
Upon a motion by Mr. Relos, seconded by Ms. Maradik and carried, the Board approved and
signed the Title Sheet for the utilities and street improvements for the new Martin's Supermarket
on Mayflower Road as submitted by Jones, Petrie, Rafinski Corp.
REGULAR MEETING AUGUST 23 2016 261
APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF PROPOSALS — CITY
OF SOUTH BEND TOWING SERVICES (POLICE DEPARTMENT)
In a memorandum to the Board, Lieutenant Chris Voros, Police Department, requested
permission to advertise for the receipt of proposals for the above referenced services. Therefore,
upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the above request was
approved.
In a Memo to the Board, Mr. Kieran Fahey, Engineering, stated the application form, completion —
form, and exemption form are being presented for review and approval. Mr. Fahey noted the
forms are related to the City's mandatory downspout disconnection Ordinance, Section 17-4. He
informed the Board that all documents have been reviewed and approved by the Legal
Department. Mr. Fahey noted when an exemption is denied, there is a process in place where the
applicant can appeal to the Board of Works. Mr. Gilot asked Mr. Fahey if the exemption is
permanent. Mr. Fahey stated the exemption is until the next time there's a significant change in
the property. He stated the disconnection is a free service for residents. Mr. Gilot asked how they
are separating the commercial property exemption from the residential, adding if it's not
technically feasible should there be some distinction for a commercial business. Mr. Fahey stated
the revised policy outlines the commercial process and alternatives. The Board discussed the cost
prohibitive amount of the program. Mr. Gilot recommended the cost be re-evaluated, noting it
was extremely low. Mr. Fahey explained the Ordinance language is vague on the definition of
cost prohibitive. Therefore, upon a motion by Ms. Doran, seconded by Mr. Relos and carried, the
forms and application were approved contingent upon revisions to the costs.
ADOPT RESOLUTION NO. 37-2016 — A RESOLUTION OF THE BOARD OF PUBLIC
WORKS ADOPTING A WRITTEN FISCAL PLAN AND ESTABLISHING A POLICY FOR
THE PROVISION OF SERVICES TO AN ANNEXATION AREA IN GERMAN TOWNSHIP
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.37-2016 _
A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF
SOUTH BEND, INDIANA ADOPTING A WRITTEN FISCAL PLAN AND
ESTABLISHING A POLICY FOR THE PROVISION OF SERVICES TO AN
ANNEXATION AREA IN GERMAN TOWNSHIP
(AIRPORT AUTHORITY ANNEXATION AREA)
WHEREAS, there has been submitted to the Common Council of the City of South Bend,
Indiana, an Ordinance and a petition by all (100%) property owners which proposes the
annexation of real estate located in German Township, St. Joseph County, Indiana, which is
more particularly described at Page 15 of Exhibit "A" attached hereto; and
WHEREAS, the territory proposed to be annexed encompasses approximately 71.31
acres of land containing residential structures and agricultural and wooded land, which property
is at least 12.5% contiguous to the current City limits, i.e., approximately 27.2% contiguous,
generally located southwest of the St. Joseph Valley Parkway-Lincolnway West (US 20)
interchange. It is anticipated that the annexation area will be used for light industrial uses; and
WHEREAS, the development will require a basic level of municipal public services of a
non -capital improvement nature, including street and road maintenance, street sweeping,
flushing, snow removal, and sewage collection, as well as services of a capital improvement
nature, including street and road construction, street lighting, a sanitary sewer system, a water —
distribution system, and a storm water system and drainage plan; and
WHEREAS, the Board of Public Works now desires to establish and adopt a fiscal plan
and establish a definite policy showing: (1) the cost estimates of services of a non -capital nature,
including street and road maintenance, street sweeping, flushing, and snow removal, and sewage
collection, and other non -capital services normally provided within the corporate boundaries; and
services of a capital improvement nature including street and road construction, street lighting, a
sanitary sewer extension, a water distribution system, and a storm water system to be furnished
to the territory to be annexed; (2) the method(s) of financing those services; (3) the plan for the
organization and extension of those services; (4) that services of a non -capital nature will be
REGULAR MEETING AUGUST 23, 2016 262
provided to the annexed area within one (1) year after the effective date of the annexation, and
that they will be provided in a manner equivalent in standard and scope to similar non -capital
services provided to areas within the corporate boundaries of the City of South Bend, regardless
of similar topography, patterns of land use, and population density; (5) that services of a capital
improvement nature will be provided to the annexed area within three (3) years after the
effective date of the annexation within the same manner as those services are provided to areas
within the corporate boundaries of the City of South Bend regardless of similar topography,
patterns of land use, or population density, and in a manner consistent with federal, state and
local laws, procedures, and planning criteria; and (6) the plan for hiring the employees or other
governmental entities whose jobs will be eliminated by the proposed annexation.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF
THE CITY OF SOUTH BEND, INDIANA, AS FOLLOWS:
Section I. It is in the best interest of the City of South Bend and the area proposed to be
annexed that the real property described more particularly at Page 15 of Exhibit "A" attached
hereto be annexed to the City of South Bend.
Section II. That it shall be and hereby is now declared and established that it is the policy
of the City of South Bend, by and through its Board of Public Works, to famish to said territory
services of a non -capital nature, such as street and road maintenance, street sweeping, flushing,
and snow removal, within one (1) year of the effective date of the annexation in a manner
equivalent in standard and scope to services furnished by the City to other areas of the City
regardless of similar topography, patterns of land utilization, and population density; and to
famish to said territory, services of a capital improvement nature such as street and road
construction, a street light system, a sanitary sewer system, a water distribution system, a storm
water system and drainage plan, within three (3) years of the effective date of the annexation in
the same manner as those services are provided to areas within the corporate boundaries of the
City of South Bend regardless of similar topography, patterns of land use, or population density.
Section III. That the Board of Public Works shall and does hereby now establish and
adopt the Fiscal Plan, attached hereto as Exhibit "A", and made a part hereof, for the furnishing
of said services to the territory to be annexed, which provides, among other things, that the
public sanitary sewer and water network is available with capacity sufficient to service this area
with costs for extensions and any improvements in sewer or water capacity to be paid for by the
developer in compliance with state and local law; that the developer will create a surface water
pollution prevention plan and obtain a storm water discharge permit prior to disturbing the land;
that the City can provide basic street lighting with expenses for additional or decorative lighting
to be paid by the developer with possible maintenance and operation of additional lighting by the
City from property tax revenue; and that no new roads or streets will be required, but for any
new streets internal to the site or upgrades to Pine Road infrastructure, including sidewalks,
construction costs shall be at the owner or developer's expense.
Section IV. Site planning should employ Complete Streets principles; and sidewalks
should be provided along public streets and be in compliance with the Americans with
Disabilities Act (ADA). Any new streets installed as the site develops should provide access and
connectivity throughout the annexation area. To the extent possible, mature trees and other
natural features of the Annexation area should be retained, especially along the site's perimeter.
Section V. It is required as a condition of annexation that any future alterations to the
property meet the City of South Bend's building and zoning requirements.
ADOPTED the 23rd day of August, 2016.
CITY OF SOUTH BEND
BOARD OF PUBLIC WORKS
s/ Gary A. Gilot
s/ David P. Relos
s/ Elizabeth A. Maradik
s/ Therese J. Doran
ATTEST:
REGULAR MEETING AUGUST 23 2016 263
s/Linda M. Martin, Clerk
ADOPT RESOLUTION NO. 39-2016 — A RESOLUTION OF THE BOARD OF PUBLIC
WORKS APPROVING THE TRADE-IN OF CITY -OWNED 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.39-2016
A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS —
APPROVING THE TRADE-IN OF CITY -OWNED PROPERTY
ON PROPERTY OF SIMILAR NATURE
WHEREAS, it has been determined by the Board of Public Works of the City of South Bend that
the following described property is unfit for the purpose for which it was intended and should be traded -in
for property of a similar nature:
Asset # W4151875, 2003 Chevy C4500 Utility Box Truck, Vehicle #509
WHEREAS, I.C. 36-1-I1-9 authorizes the Board of Public Works to trade in or exchange
City -owned property for partial or full reduction in the purchase price of property of similar nature.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE
CITY OF SOUTH BEND, AS FOLLOWS:
1. The following described property shall be traded -in for property of a similar nature and
shall be removed from the inventory of the City of South Bend:
Asset # W4151875, 2003 Chevy C4500 Utility Box Truck, Vehicle #509
ADOPTED this 23rd day of August, 2016.
CITY OF SOUTH BEND
BOARD OF PUBLIC WORKS
s/ Gary A. Gilot
s/ David P. Relos
s/ Elizabeth A. Maradik
s/ Therese J. Dorau
ATTEST:
s/Linda M. Martin, Clerk
OBSOLETEAMIT EQUIPMENT AND VEHICLES
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.40-2016
A RESOLUTION OF THE BOARD OF PUBLIC WORKS
OF THE CITY OF SOUTH BEND, INDIANA, ON DISPOSAL OF OBSOLETE/UNFIT
EQUIPMENT AND VEHICLES
WHEREAS, pursuant to Indiana Code § 36-9-6-1 et. seq., the Board of Public Works
("Board") has the duty and authority to have custody, control, use, and to dispose of all real and
personal property owned by the City of South Bend, Indiana; and
WHEREAS, the City, acting by and through the Board, desires to dispose of the personal
property that is more particularly described at Exhibit 'A" attached hereto and incorporated
herein ("Property"); and
WHEREAS, in accordance with Indiana Code § 5-22-22-4, the Board may engage an
auctioneer to conduct a public auction in order to dispose of the City's surplus personal property
if the property to be sold is one (1) item with an estimated total value of $1,000 or more, or is
more than one (1) item with an estimated value of $5,000 or more; and
REGULAR MEETING AUGUST 23 2016 264
WHEREAS, the Board has determined that the Property has an estimated value of more
than $5,000, and the Board has further determined that the property is unfit for the purpose for
which it was intended, and is no longer needed by the City of South Bend; and
NOW, THEREFORE, the Board of Public Works of the City of South Bend hereby finds
that the Property listed at Exhibit A" is no longer needed by the City; the Property is unfit for
the purpose for which it was intended, and has an estimated value of $5,000 or more.
BE IT RESOLVED that the Property may be transferred or sold at public auction.
However, if the Property is deemed to be worthless, such Property may be demolished or junked.
ADOPTED this 23rd day of August, 2016.
CITY OF SOUTH BEND
BOARD OF PUBLIC WORKS
s/ Gary A. Gilot
s/ David P. Relos
s/ Elizabeth A. Maradik
s/ Therese J. Dorau
ATTEST:
s/Linda M. Martin, Clerk
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.41-2016
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
WHEREAS, Officer Patricia Byrd, 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 she retired in good standing; and
WHEREAS, I.C. 5-22-22-1 permits and establishes procedure for disposal of 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 HKB6208 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 FURTHER RESOLVED that said property be disposed of and removed from the
City inventory.
ADOPTED this 23rd day of August, 2016.
CITY OF SOUTH BEND
REGULAR MEETING AUGUST 23, 2016 265
BOARD OF PUBLIC WORKS
s/ Gary A. Gilot
s/ David P. Relos
s/ Elizabeth A. Maradik
s/ Therese J. Doran
ATTEST:
s/Linda M. Martin, Clerk
APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA
The following Agreements/Contracts/ProposaWAddenda were submitted to the Board for
annrnval-
Type
Business
Description
Amount/
Motion/
Funding
Second
Contract
Community
Homeownership
$200,000
Maradik/Relos
Homebuyers
Assistance Program
(CDBG)
Corporation, Inc.
Contract
Near Northwest
CDBG Administration
$40,000
Relos/Maradik
Neighborhood,
(CDBG)
Inc.
Contract
Near Northwest
CDBG Activity Delivery
$50,000
Relos/Maradik
Neighborhood,
(CDBG)
Inc.
Contract
Department of
Vacant & Abandoned
$150,000
Maradik/Dorau
Code
Building Demolition
(CDBG)
Enforcement
Program
Contract
Department of
South Bend Home
$200,000
Maradik/Relos
Community
Improvement Program
(CDBG)
htvestment
Contract
Department of
Housing Counseling
$74,787
Maradik/Relos
Community
Project
(CDBG)
Investment
Contract
Department of
CDBG Administration
$300,000
Maradik/Relos
Community
Activity
(CDBG)
Investment
Contract
Department of
ESG Administration
$2,000
Maradik/Relos
Community
Activity
(ESG)
Investment
Professional
Jones, Petrie,
Design Sidewalk on Corby
NTE $46,730
Relos/Maradik
Services
Rafmski
Blvd. from Twyckenham
(MVH)
Agreement
Corporation
Dr. to Ironwood Rd
License
CDW-G
Renewal for Microsoft
$208,555.85
MaradWRelos
Subscription
Office, Email
(IT
Renewal
Subscriptions, CRM and
Operations)
Visio Licensing; Three
Year A ement
Agreement
Mail Finance,
Lease of Folder/Inserter for
$1,831.68
Relos/Maradik
Inc.
Code Enforcement
Annually for
Five Years
(Consolidated
Building
Fund
Professional
New Avenues
Employee Assistance
$3.55
Relos/Dorau
Services
Program (EAP)
Per Employee
Agreement
Per Month
(Health
Insurance
Fund
Professional
Hull and
Groundwater Remedy and
$491,160
Maradik/Relos
Services
Associates, Inc.
Quarterly Sampling Plan
(Studebaker/
Agreement
for Oliver Industrial Park
Oliver
Revitalization
REGULAR MEETING AUGUST 23 2016 266
Professional
American
South Bend Downtown
Grant Fund
NTE $75,000
Relos/Mamdik
Services
Structurepoint,
Road, Traffic and Signal
(TIF Bond)
Agreement
hic.
Improvements
Professional
Services
American
Structurepoint,
Main and Colfax Parking
Garages
NTE $33,700
Relos/Maradik
Entrance and Exit
(TIF Bond)
A eement
Inc.
Ad'ustment
Amendment
Lochmueller
Construction Inspection for
$97,600
Relos/Mazadik
to
Group
One -Way to Two -Way
New Total:
Professional
Conversion Project
$347,400
Services
(TIF Bond)
Agreement
Professional
Services
EnFocus
Annual Intern program
$45,000
Relos/Mmudik
Agreement
(COIT)
Mr. Gilot
Recused
Professional
EnFocus
Fellowshi Pro am
P
$40,000
Himself
Relos/Maradik
Services
Agreement
(COIT)
Mr. Gilot
Recused
Memorandum
John Hopkins
Technical Assistance,Himself
of
University
Resources and Tools for
Understanding
the City Performance
TIORelos/Dorau
Mnement /Stat Program
APPROVAL OF PERMIT AND LICENSE APPLICATIONS
The following Dermit and licence ann6narinnc n _ ,..e..e...e., c
Applicant
Description
Date/I'ime
Location
Motion
alton
HLuppes
Residential
September 11, 2016;
Colfax Ave. from
Crried
Re os /Dorau
Block Party —
3:00 p.m. to 7:00 p.m.
Twyckenham Dr.
Colfax Block
to Esther St.
Party
WATER
Mr. Gilot stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to
Remonstrate as submitted by Thomas D. and Kathleen Brickley Revocable Trust, 56790
Magnetic Drive, Mishawaka, Indiana 46545. The Consent indicates that in consideration for
permission to tap into public water/sanitary sewer system of the City, to provide water/sanitary
sewer service to the above referenced property at 17328 Middlefield Court, Granger, Indiana
(Key # 71-04-17-403-003), the Thomas D. and Kathleen Brickley Revocable Trust waives and
releases any and all rights to remonstrate against or oppose any pending or future annexation of
the property by the City of South Bend. Therefore, Mr. Relos made a motion that the Consent be
approved. Ms. Maradik seconded the motion, which carried.
Ms. Donna Hanson, Division of Engineering, recommended that the following Contractor and
Excavation Bonds he ratified nnranant to DooA.,N.... 1 nn onnn --A I-
m.—m lVLQ U
as I01LOWS:
Business
Bond Type
Approved/
Released
Effective Date
Charles Pe'za
Contractor
Approved
An t 9, 2016
K Constmction Services, LLC
Occu anc
A roved
An t 9, 2016
Ms. Dorau made a motion that the Bonds approval and/or release as outlined above be ratified.
Mr. Relos 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
REGULAR MEETING AUGUST 23.2016 267
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(bank debits
$29,453.00
08/18/2016
City of South Bend
$96,000.00
08/15/2016
City of South Bend
$2,460,981.76
08/23/2016
U. S. Bancorp Government Leasing and Finance, Inc.,
Requisition No.13, Ecoverse Industries, Inv. No. 56671
$343,994.00
08/17/2016
U. S. Bancorp Government Leasing and Finance, Inc.,
Requisition No. 14, Pyramid Equipment, Inc., Inv. No.
25582
$6,472.80
08/9/2016
PNC Equipment Finance, LLC, Requisition No. 3, Selking
International, Inv. No. S-1905
$161,557.05
08/18/2016
Smart Streets Bond Pay Requisition No. 42
$17,295.49
08/22/2016
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. Relos,
seconded by Ms. Dorau and carried, the meeting adjourned at 10:41 a.m.
BOARD OF PUBLICMWO CS
✓U / /
Gary A. Gilot, President
James A. Mueller, Member
ATTEST:
Lindi M. Martin, Clerk