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HomeMy WebLinkAbout10252016 Board of Public Works AgendaAGENDA REVIEW SESSION OCTOBER 20, 2016 332 - Contract — INDOT Ms. Harrison stated for many years we've had a contract with INDOT to do emergency repairs for their signals and this is a renewal. She stated the biggest change is the list of signals, and the rates. Ms. Doran asked if the rates are determined by negotiation or is there a standard. Attorney Schmidt stated INDOT sets the rates. - Traffic Control Devices o Four Reduced Speed Limit School Zone Assemblies and Four End School Zone Signs Mr. Kerr stated these signs are for a new South Bend Success Academy being constructed. o Reduced Speed Ahead Mr. Ken stated these signs are to reduce speeds for the entrance to the new Martin's Supermarket on Western Ave. -" - Teamsters Agreement Attorney Schmidt stated the Teamsters Agreement was ratified by the Union and he has a meeting with their representative to go over some minor issues with scrivener errors. He noted the Ordinance will go to the Council on Monday. - Resolution No. 48-2016 — Eliminating the Rotating List of Towing Companies Attorney Schmidt stated this resolution eliminates the rotating towing list set forth in the previous resolution approved in 2011. He noted it does not eliminate the resolution in its entirety because he wanted to preserve the rates in the old resolution. - Amendment to Agreement— Waste Management of Indiana, LLC Attorney Schmidt stated this is for the second renewal of this street sweeping disposal agreement with new pricing. He stated they will go out to bid after this expires. No other business came before the Board. Upon a motion by Ms. Maradik, seconded by Ms. Dorau and carried, the meeting adjourned at 11:37 a.m. BOARD OF PUBLIC WORKS 71 `i n L/ Gary A. Gifot, President ti uzanna Fri berg, ember Elizabeth A. Maradik, Member Therese Doran, Member A. Mueller, Member ATT ST: i,i da M. Martin, Clerk REGULAR MEETING OCTOBER 25.2016 The Regular Meeting of the Board of Public Works was convened at 9:37 a.m. on October 25, 2016, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, James Mueller, Therese Doran, and Suzanna Fritzberg present. Also present was Board Attorney Michael Schmidt. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Review Meeting of the Board held on October 6, 11, and 18, 2016 were approved. OPENING AND AWARD OF OUOTA'1'[ONS — POTAWATOMI Z00 PARKING LOT STRIPING — PROJECT NO 115-129B (PARKS CAPITAL) REGULAR MEETING OCTOBER 25.2016 333 Mr. Gilot advised that this was the date set for the receiving and opening of sealed quotations for the above referenced project. Ms. Martin, Clerk of the Board, stated no quotations were received. AWARD BID —JMS BUILDING NEW NORTH STAIR TOWER — PROJECT N0. 116-098 tRWDA TIF) Mr. Roger Nawrot, Engineering, advised the Board that on October 20, 2016, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Nawrot recommended that the Board award the contract to the lowest responsive and responsible bidder HGR Group, Inc., 1932 Churchill Dr., South Bend, Indiana 46617 in the amount of $497,097. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Doran seconded the motion, which carried. AWARD OUOTATIONT — REPLACEMENT OF LED LUMINAIRES PROJECT NO 116 086 COIT Mr. Roger Nawrot, Engineering, advised the Board that on September 27, 2016, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Nawrot recommended that the Board award the contract to the sole responsive and responsible bidder, All Phase Electric Supply, 1385 N. Bendix Dr., South Bend, Indiana 46628, in unit prices not to exceed the amount of $35,000. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Ms. Doran seconded the motion, which carried. AWARD QUOTATION — LINCOLN WAY EAST AND CAROLINE STREET SEWER REPAIR —PROJECT NO 115-138 (SEWER CONTRACTUAL SERVICES) Mr. Toy Villa, Engineering, advised the Board that on April 26, 2016, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Villa recommended that the Board award the contract to the lowest responsive and responsible bidder, C & E Excavating, Inc., 53767 County Road 9, Elkhart, Indiana, 46514, in the amount of $32,853.50. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Ms. Dorau seconded the motion, which carried. AWARD QUOTATION — IRELAND ROAD & HIGH STREET EMERGENCY REPAIRS — PROJECT NO 116-083G (COIT) Mr. Roger Nawrot, Engineering, advised the Board that on October 20, 2016, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Nawrot recommended that the Board award the contract to the lowest responsive and responsible bidder, Walsh & Kelly, Inc., 24358 State Road 23, South Bend, Indiana 46614, in the amount, not to exceed, of $84,778.40. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Ms. Doran seconded the motion, which carried. AWARD QUOTATION — CHIPPEWA AVENUE STORM DAMAGE REPAIRS PROJECT NO. 116-083F (Corn Mr. Roger Nawrot, Engineering, advised the Board that on October 20, 2016, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Nawrot recommended that the Board award the contract to the lowest responsive and responsible bidder, JCI Bridge Group, P. 0. Box 368, LaPorte, Indiana 46601-1830, in the amount, not to exceed, of $174,394.75. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Ms. Dorau seconded the motion, which carried. APPROVAL OF REQUEST TO REJECT B13S — TWO (2) MORE OR LESS 2016 OR NEWER '/, TON TWO -WHEEL DRIVE PICK-UP TRUCKS — SPEC M WATER WORKS CAPITALI In a memorandum to the Board, Mr. Jeff Hudak, Central Services, requested permission to reject all bids for the above referenced vehicle. Mr. Hudak stated the vehicle bid does not meet the department's needs. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above request to reject all bids was approved. REGULAR MEETING OCTOBER 25. 2016 334 APPROVAL OF REQUEST TO REJECT BIDS AND RE -ADVERTISE AND TITLE SIIEET — WASTEWATER TREATMENT PLANT DIGESTER GAS UTILIZATION (UTILIFIES WASTEWATER CAPITAL) In a memorandum to the Board; Mr, Jacob Klosinski, Environmental Services, requested permission to reject all bids for the above referenced project and re -advertise the project. Also presented for approval was the revised Title Sheet for the re -advertising. Mr. Klosmski stated the rejection is due to the bids exceeding the engineer's estimate and budget. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried; the above request to reject all bids and re -advertise was approved and the revised Title Sheet was signed. — APPROVE CHANGE ORDER NO 1 — JEFFERSON BOULEVARD STRIPING, PHASE ]— PROJECT NO. 116-037A (ENGINEERING PROFESSIONAL SERVICES) Mr. Gilot advised that Mr. Kevin Fink, Engineering, has submitted Change Order No. 1 on behalf of The AirMarking Co., Inc., t544 N SR 25, P.O. Box 526, Rochester, IN 46975, indicating the contract amount be increased by three (3) calendar days for a new project completion date of October 18, 2016. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 2 — DEMOLITION OF VACANT AND ABANDONED HOUSES, PHASE IX, DIVISION A —PROJECT NO. 116-074A (EDIT) Mr. Gilot advised that Mr. Kevin Fink, Engineering, has submitted Change Order No. 2 on behalf of Indiana Earth, Inc., 10343 McKinley Highway, Osceola, IN 46561, indicating the contract amount be increased by $1,400 for a new contract sum, including this Change Order, in the amount of $168,650. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 3 — DEMOLITION OF VACANT AND ABANDONED HOUSES, PHASE IX, DIVISION C — PROJECT NO. 116-074C (EDIT) Mr. Gilot advised that Mr. Kevin Fink, Engineering, has submitted Change Order No. 3 on behalf of Indiana Earth, Inc., 10343 McKinley Highway, Osceola, IN 46561, indicating the _ contract amount be decreased by $14,704.06 for a new contract sum, including this Change Order, in the amount of $89,782.94. Upon a motion made by Ms. Maradik, seconded by Ms. Doran and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 4 — 2016 CURB AND SIDEWALK CONSTRUCTION — PROJECT NO. 116-029 (MVH) Mr. Gilot advised that Ms. Nadia Correa, Engineering, has submitted Change Order No. 4 on behalf of Premium Concrete, 712 Richmond, Elkhart, IN 46516, indicating the contract amount be increased by eight (8) days for a new contract completion date of October 28, 2016. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — MARTIN LUTHFR KING JR. RECREATION CENTER HVAC REVISIONS— PROJECT NO, 116-064 (PARKS BOND) Mr. Gilot advised that Ms. Nadia Correa, Engineering, has submitted Change Order No. 1 on behalf of Hermann & Goetz, Inc., 225 S Lafayette Boulevard, South Bend, IN 46601, indicating the contract amount be increased by twenty-one (21) days for a new project completion date of January 13, 2017. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and tamed, the Change Order was approved. APPROVE CHANGE ORDER NO. 4 — EAST BANK SFWER SEPARATION PHASE 5 PROJECT NO. 114-062B (SEWER BOND) _ Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 4 on behalf of Walsh & Kelly, Inc., 24358 State Road 23, South Bend, IN 46614, indicating the contract amount be increased by $25,900 for a new contract sum, including this Change Order, in the amount of $5,304,900.66. Additionally requested was an extension of ninety-three (93) days. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Change Order was approved as outlined above. APPROVE CHANGE ORDER NO 4 — COOUILLARD PRIMARY SAFF ROUTES TO SCHOOL — PROJECT NO 114-066 (LRSA) REGULAR MEETING OCTOBER.25, 2016 335 Mr. Gilot advised that Kevin Fink, Engineering, has submitted Change Order No. 4 on behalf of INDOT., LaPorte District, through The Troyer Group, 550 Union St., Mishawaka, Indiana 46544 indicating the contract amount be increased by $17,005.70 for a new contract sum, including this Change Order, in the amount of $567,825.50. Upon a motion made by Ms. Maradik, seconded by Ms. llorau and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — 2016 TREF. AND STUMP REMOVAL — PROJECT NO 116-016 (MVH) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of KC Tree, Inc., 1320 Third St., Osceola, Indiana 46561, indicating the contract amount be increased by $3,125 for a new contract sum, including this Change Order, of $33,205. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $33,205. Upon a motion made by Ms. Maradik, seconded by Ms. Doran and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET —WASTEWATER TREATMENT PLANT CALVERT STREET LIFT STATION REPLACEMENT — PROJECT NO 116-053 (UTILITIES. WASTEWATER CAPITAL & POKAGON DEVELOPMENT AGREEMENT FINDING) In a memorandum to the Board, Jacob Klosmski, Environmental Services, 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 Ms. Maradik seconded by Ms. Dorau and carried, the above request to advertise was approved, and the Title Sheet was approved and signed APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET— BERLIN PLACE SITE DEVELOPMFNT — PROJECT NO 116 089 (RWDA TIE) In a memorandum to the Board, Mr. Richard Estes, Engineering, 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 Ms. Maradik, seconded by Ms. Dorau and carried, the above request to advertise was approved, and the Title Sheet was approved and signed. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF PROPOSALS — VENUES PARKS AND ARTS ITVAC PREVENTATNE MAINTENANCE PLAN — t Y AMuUS) In a memorandum to the Board, Mr. Nick Gaul, Park 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 Ms. Dorau and carried, the above request was approved. APPROVAL OF REQUEST TO ADVFRTISE FOR THE RECEIPT OF PROPOSALS -- VENUES PARKS AND ARTS WASTE MANAGEMENT AND RECYCLING SERVICES — (VARIOUS) In a memorandum to the Board, Mr. Jim Monroe, Morris Performing Arts Center, requested Permission to advertise for the receipt of proposals for the above referenced services. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Doran and carried, the above request was approved. ADOPT RESOLUTION NO 48-2016 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND INDIANA ELIMINATING THE ROTATING LIST 01+PRIVATE. TOWING COMPANIES Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 48-2016 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA ELIMINATING THE ROTATING LIST OF PRIVATE TOWING COMPANIES WHEREAS, on December 22, 201 L the Board of Public Works (`Board") passed Resolution 88-2011 which established fees for towing companies contracting with the South Bend Police Department ("Police Department'); and REGULAR MEETING OCTOBER 25 2016 336 WHEREAS, the Board and the Police Department found it is necessary that towing companies be available to the Police Department for twenty-four (24) hour towing services to remove illegal cars in the street or cars which have been involved in accidents and cannot be removed by their owners; and WHEREAS, the Board and Public Works implemented a rotating list of private South Bend tow companies to provide this service; and WHEREAS, on October 11, 2016, the Board awarded ASAP Towing the contract to be the sole provider of the aforementioned twenty-four (24) hour towing services to the Police Department, excluding tows for tractor -trailer or other similarly sized vehicles; and. WHEREAS, by the Board's action to make such an award to ASAP Towing, the Board, in conjunction with the Police Department, has determined that one (1) towing company is needed; and WHEREAS; the Police Department will no longer utilize the rotating list of private South Bend tow companies as approved on December 22, 2011, and as has been amended from time to time. NOW, THEREFORE, BE IT RESOLVED, that the rotating list of South Bend tow companies is no longer in effect as of October 31, 2016: CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Suzanna Hitzberg s/ Elizabeth A. Maradik s/ Therese J. Doran _ s/ James A. Mueller ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 49-2016 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA FOR A POLICY FOR ESTABLISHING AND POSTING REDUCED SPEED LIMIT'S Attorney Schmidt noted the power already exists for the city engineering office to establish and post reduced speed limits; this resolution just sets it into a policy to clarify for the public what the criteria is that must be met and how the process. works. Upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 49 -2016 ARESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA FOR A POLICY FOR ESTABLISHING AND POSTING REDUCED SPEED LIMITS WHEREAS, the Board of Public Works ("BPW") is a contracting body of the City of — South Bend (the "City") and exists and operates under the provisions of I.C. 36-4-9-5, as amended from time to time (the "Act'); and WHEREAS, pursuant to I_C. 36-44-2(a); 36-4-5-3(7); 36-1-3-2; and 36-1-3-3. the BPW has the power and duty to assist the Executive in the efficient and effective operation of government of the City; and WHEREAS, pursuant to the City of South Bend Municipal Code Section 20-6 ("Code"), the BPW has the power to impose certain speed limits on City streets; and REGULAR MEETING OCTOBER 25.2016 337 WHEREAS, the BPW has determined it to be in the best interest and safety of the City's citizens to take into consideration nature and characteristics as well as land use and zoning to establish the appropriate speed limits in residential areas and neighborhoods; and WHEREAS, residents of a neighborhood/residential area often request traffic speed reduction controls on their streets and therefore establishing residential speed limits may be helpful in providing such traffic calming; and WHEREAS, the BPW shall empower the City Engineer's Office to establish residential speed limits; and WHEREAS, the City may initiate reduced speed zones without a petition and reduced speed limits may be applied to blocks or street segments on their own or as part of traffic calming device installations, or in school or park areas, or as roadway operating speed warrants; and WHEREAS, the process for evaluating the need for residential speed limits shall include a petition process and shall take into consideration the street character, non -motorized and pedestrian traffic, and surrounding land -use; and WHEREAS, the BPW shall empower the City Engineer's Office to establish procedures, warrants and reasonable measures to establish the need for residential speed limits in a defined area. Refer to Exhibit A, attached, for outline of policy and procedures and Exhibit B for the Petition form. THAT: NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS The Board of Public Works for the City of South Bend, under the power vested by the City of South Bend Municipal Code Section 20-6, shall hereby allow neighborhoods to request reduced speed limits designation on their streets, as well as allow the City's team of engineers, street, and public safety officials to designate residential speed limits. ADOPTED this 25"' day October. 2010. CffY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gay A. Gilot s/ Suzanna Fritzberg s/ Elizabeth A. Maradik s/ Therese J. Doran s/ James A. Mueller ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO 50-2016 — A RESOLUTION OF THE BOARD OF PUBLIC wntzuc nu ruv PNC EQUIPMENT FINANCE LLC �° wrrn Attorney Schmidt noted this resolution authorizes the City Controller, John Murphy, to finalize all documents associated with this master equipment lease/purchase. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the following Resolution was adopted by the Board of Public Works: RESOLLTION NO.50-2016 A RESOLUTION OF THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH BEND, INDIANA APPROVING THE MASTER EQUIPMENT LEASE -PURCHASE AGREEMENT AND RELATED SCHEDULES WITH PNC EQUIPMENT FINANCE, LLC REGULAR MEETING OCTOBER25.2016 338 WIIEREAS, the City of South Bend Board of Public Works ("Board") is the contracting body for the City of South Bend, Indiana ("City") and the Board has the authority under the laws of Indiana to purchase, acquire and lease property; and WHEREAS, the Board have determined that a need exists for the purchase and subsequent financing of certain property for the benefit of the City's operation; and WHEREAS, in order to acquire such property, the Board has entered into a certain Master Equipment Lease -Purchase Agreement and Related Schedules including the Escrow -- Agreement with PNC Equipment Finance, LLC in the form attached and incorporated hereto at Exhibit A; and WHEREAS, time is of the essence in this matter. NOW, THEREFORE, BE IT RESOLVED by the City of South Bend Board of Public Works as follows: 1. The Master Equipment Lease -Purchase Agreement and Related Schedules including the Escrow Agreement substantially in the form and substance submitted as of this meeting with PNC Equipment Finance, LLC is hereby approved. 2. The Board hereby authorizes John Murphy, in his capacity as Controller of the City of South Bend, Indiana to act on behalf of the Board in executing any documents to effect the intent of the Board in connection with the Master Equipment Lease -Purchase Agreement with PNC Equipment Finance, LLC. 3. This Resolution shall be in full force and effect after its adoption by the City of South Bend Board of Public Works. ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana held on OCTOBER 25, 2016, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Suzanna Fritzberg s/ Elizabeth A. Maradik s/ Therese J. Doran s/ James A. Mueller ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 51-2016 - A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH REND. INDIANA APPROVING THE DONATION OF FUNDS TO AN INDIANA NON-PROFIT CORPORATION FOR WEATHER AMNESTY PURPOSES Attorney Michael Schmidt stated by this resolution, the city is not purchasing the building, they are making a donation to an entity that can provide services to the homeless population in inclement weather. He noted the city has the legal authority to make the donation and the intent is to lock in the money for that purpose. He added before any money can get spent, they are making sure the legal process is in effect. Mr. Gilot noted Hope Ministries, as a 501(c)(3) organization, lessens the burden on government. Mr. Schmidt agreed noting they are creating a public benefit to the welfare of the community. He stated if it is found that the resolution is not fully vetted by Legal for any reason, there will be a future resolution to replace this one. Otherwise, he added, there will be no further action required of the Board. Mr. Mueller stated it is important to note that this is a temporary solution to the problem and work needs to be done on finding a permanent solution. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the following Resolution was adopted by the Board of Public Works: REGULAR MEETING OCTOBER 25, 2016 339 RESOLUTION NO. 51-2016 A RESOLUTION OF THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH BEND, INDIANA, APPROVING THE DONATION OF FUNDS TO AN INDIANA NON- PROFIT CORPORATION FOR WEATHER AMNESTY PURPOSES WHEREAS, the Board of Public Works (the `Board") for the City of South Bend, Indiana (the "City"), exists and operates in accordance with the laws of the State of Indiana and the South Bend Municipal Code; and WHEREAS, Rescue Incorporated d/b/a Hope Ministries ("Hope") is an Indiana non- profit corporation and is qualified as tax-exempt under Section 501(c)(3) of the Internal Revenue Code; and WHEREAS, Hope anticipates carrying out certain weather amnesty programs and services to serve the City's homeless population during the coldest times of the year; and WHEREAS, the Board desires to promote and support Hope's weather amnesty efforts by donating certain funds (the "City Funds") to Hope to defray Hope's expenses in carrying out its weather amnesty efforts, including, but not limited to, expenses arising out of acquiring a building in the City at and from which to carry out Hope's weather amnesty efforts, obtaining any necessary zoning and other approvals for the building, and outfitting the building in order to serve Hope's weather amnesty purposes (collectively, the "Permitted Expenditures"); and WHEREAS, the City Funds have previously been appropriated by the South Bend Common Council; and WHEREAS, the Board has determined that donating the City Funds to Hope for weather amnesty purposes constitutes a valid public purpose and will serve the interests of the City's residents; and NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH BEND, INDIANA, AS FOLLOWS: 1. The Board hereby donates the City Funds to Hope in an amount not to exceed One Hundred Twenty -Five Thousand Dollars ($125,000.00) to be used for Permitted Expenditures in furtherance and support of Hope's weather amnesty efforts. 2. Hope may seek disbursement of all or a portion of the City Funds donated under this Resolution by submitting a written request to Pam Meyer of the City's Department of Community Investment (the `Board's Representative"), which the Board's Representative may approve or deny, in whole or in part, conditionally or unconditionally, as she determines in her sole discretion. 3. This Resolution will be in full force and effect after its adoption by the Board. ADOPTED at a meeting of the South Bend Board of Public Works held on October 25, 2016, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS sl Gary A. Gilot s/ Suzann Fritzberg s/ Elizabeth A. Maradik s/ Therese J. Dorau s/ James A. Mueller 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: REGULAR MEETING OCTOBER 25 2016 340 Type Business Description Amountf Motion/ Funding Second Grant Oaklawn Provide Rental Assistance $278,076 MaradiklDorau Agreement Psychiatric to Eligible Oaklawn Clients (COC Grant) Center, Inc. Contract INDOT City to Provide First City to bill INDOT Maradik/Dorau Response Repairs for INDOT Owned Traffic Signals for State Highways In and Near the City Agreement Teamsters 2017-2020 Teamsters Labor N/A Maradik/Dorau Local Union Agreement No. 364 Amendment Waste Second Amendment to $17.48/ton Maradik/Dorau to Management Street Sweeping Disposal (Sewers Agreement of Indiana, Agreement to Extend Operations & LLC Agreement to December 31, Maintenance) 2017 APPROVAL OF PERMIT AND LICENSE APPLICATIONS The followine nermit and license anulications were presented for approval: Applicant d Description Date/Time Location Motion Carried Sunnyside Non -Residential November 5, South Frances St. from DENIED/ Presbyterian Block Party 2010 3:00 P.M. to East Washington St. to Private Event Church 6:00 .m. Jefferson Blvd. Maradik/Dorau APPROVAL OF REVOCABLE PERMIT FOR ENCROACHMENT — COPS AND DOUGHNUTS. DAINTY MAID PRECINCT Mr. GiloL stated an application for a Revocable Permit has been received for the purpose of re- surfacing the current sign to reflect new business owners at Cops and Doughnuts, Dainty Maid Precinct, 231 South Michigan Street., South Bend, Indiana. The encroachment shall remain in the right of way until the time as the Board of Public Works of the City of South Bend shall determine that such encroachment is in any way impairing or interfering with the highway or with the free and same flow of traffic. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Revocable Permit was approved. FAVORABLE RECOMMENDATION - PETITION TO VACATE THE EAST/WEST ALLEY WEST OF PARK AVFNUF TO THE FIRST NORTH/SOUTH ALLEY BETWEEN MANITOU PLACE AND RIVERSIDE DRIVE Mr. Gilot indicated that Ms. Karen Gindele, 831 Park Ave., South Bend, Indiana, has submitted a request to vacate the above referenced alley. Mr. Gilot advised. the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Area Plan Commission, Police Department, Fire Department, Community Investment, Engineering Department, and the Solid Waste Department. It was determined the vacation would not hinder the growth or orderly development of the unit or neighborhood in which it is located or to which it is contiguous. 'Ihe vacation would not make access to the lands of the aggrieved person by means of public way difficult or inconvenient. The vacation would not hinder the public's access to a church, school or other public building or place. The vacation would not hinder the use of a public right-of-way by the neighborhood in which it is located or to which it is contiguous. Therefore, Ms. Maradik made a motion recommending approval of the request for vacation. Ms. Doran seconded the motion which carried. — APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the following traffic control devices were approved: NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATION: 122 N Meade — Two (2) Signs REMARKS: All criteria has been met REGULAR MEETING OCTOBER25.2016 341 NEW INSTALLATION: Four (4) Reduced Speed Limit School Zone Assemblies and Four (4) End School Zone Signs LOCATION: South Bend Success Academy; Ardmore Trail and Prast Boulevard REMARKS: All criteria has been met NEW INSTALLATION: Reduced Speed Ahead — from 40 mph to Two (2) 30 mph, and One (1) 35 mph LOCATION: Mayflower Road between US 20 Bypass and Washington Street REMARKS: All criteria has been met RATIFY APPROVAL OF CONTRACTOR AND EXCAVATION BONDS Ms. Donna Hanson, Division of Engineering, recommended that the following Contractor and Excavation Bonds be ratified pursuant to Resolution 100-2000 as follows - Business Bond Type approved/ Effective Date Service Experts Hearing & Air Ms. Maradik made a motion that the seconded the motion, which carried. approval as outlined above 7.2016 APPROVE CLAIMS Ms. Fritzberg 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 accinacv Name City of South Bend Amount of Claim Date City of South Bend Bank Debits $5,121,09Z09 10/21/16 City of South Bend $26,394.59 10/21/16 City of South Bend $22,951.00 $2.307,030.16 10/20/16 10/25/16 U.S. Bank National Assocart Streets;.; SmRequisition No. $5,737.25 10l19/— 48 U.S. Bank National Assoc.; Park Bond, EDIT; Requisition $10,564.45 10/21/16 No. 27 St. Joseph County Housing Cotrsortium $3, 111.00 10/17/16 St. Joseph County Housing Consortium $3,111.00 10/17/16 St. Joseph County Housing Consortium $3.558.00 10/17/16 St. Joseph County Housing Consortium S3,058.00 10/17/16 St. Joseph County Housing Consortium S3,05800 10/17/16 St. Joseph County Housing Consortium $3,457.00 St. Joseph County Housin Consortium $2,889.00 10/17/16 St. Jo 4phCuunty Housing Consortium $3,093.00 ]0l17i16 Therefore, Ms. Doran 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 Ms. Maradik, seconded by Ms. Doran and carried, the meeting adjourned at 10:03 a.m. BOARD OF PUBLIC WORKS Gary A.A.rGil�ot, President Suzanna ntzberg, A�c;mber REGULAR MEETING OCCOBER 25.2016 342 LJI Elizabeth A. Maradik', ^Member / Therese J. Do tuber James A. Mueller, Member ATTEST: L 'da M. Martin, Clerk