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HomeMy WebLinkAbout120816 Agenda ReviewCITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION DECEMBER 8, 2016 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER SUZANNA M. FRITZBERG Page 1 AGENDA REVIEW SESSION 1. OPENING OF BIDS A. Calvert Street Lift Station Replacement – Project No. 116-053 1. Funding: Utilities, Wastewater Capital (642.0630.415.43.66) B. Wastewater Treatment Plant Digester Gas Utilization – Project No. 116-050R 1. Funding: Utilities, Wastewater Capital (642.0630.415.43.66) 2. OPENING/AWARD OF QUOTATIONS A. Century Center CEO Suites/Suite 17 Furniture – Project No. 116-010A 1. Award 2. Funding: Hotel/Motel Tax 3. AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA A. Special Purchase – Amarillo Gear Company, LLC 1. Description: Purchase Raw Sewage Pump No. 1 Gear Assembly per I.C. 5-22- 10-9; Risk of Seriously Impairing Functioning of Operations 2. Amount: $120,125 3. Funding: Wastewater Operations & Maintenance (641.0630.793.36.05) REGULAR MEETING 1. REVIEW OF MINUTES A. Agenda Review, Regular Meeting, and Claims Review Meetings of November 17, November 22, November 29, and December 6, 2016 2. 2017 BOARD OF PUBLIC WORKS MEETING SCHEDULE 3. ELECTION OF 2017 BOARD OF PUBLIC WORKS PRESIDENT 4. OPENING/AWARD OF BIDS A. JMS Building Façade Renovation – Project No. 116-048 1. Award 2. Funding: RWDA TIF (324.1050.460.31.02) B. Fire Station No. 4 – Project No. 116-066 1. Funding: RWDA TIF (324.1050.460.36.01) C. Newman Center Masonry Work – Project No. 116-132 1. Funding: REDA TIF (429.1050.460.42.01/.02) D. Newman Center Roof Repair – Project No. 116-131 1. Funding: REDA TIF (429.1050.460.42.01/.02) E. One (1) or More, 2016 or Newer, One Ton Two-Wheel Drive Dump Truck 1. Funding: Water Works Capital (622.0640.415.43.02) CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION DECEMBER 8, 2016 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER SUZANNA M. FRITZBERG Page 2 F. Sale of City Property 1. Description: LaSalle Court 5. OPENING OF QUOTATIONS A. 2017 Downspout Disconnect Program – Project No. 116-114 1. Funding: Wastewater Operations and Maintenance (641.0630.793.63.35) B. 2016 Bus Shelters – Project No. 116-046 1. Funding: COIT (401.1001.460.42.03) C. Potawatomi Zoo Parking Lot Striping – Project No. 115-129B 1. Description: Re-Quote due to No Quotes received 2. Award 3. Funding: Parks Capital Improvements D. Emergency Sewer Lining at Notre Dame Avenue – Project No. 116-139 1. Funding: Contractual Services (641.0621.792.63.35) E. County-City Building Van Accessible Parking – Project No. 116-038 1. Funding: LRSA (251.0608.380.10.99) Subject to Funding F. Installation of Trash Receptacles and Bases 1. Funding: Weed & Seed; Overages to use Community Investment Administration (211.1001.460.39.89) 6. AWARD QUOTATIONS AND APPROVE CONTRACTS A. 12th Floor Remodel – Project No. 116-125 1. Company: Brown & Brown General Contractors, Inc. 2. Amount: $40,593; Base Bid, Alternates A & C 3. Funding: Legal Other Professional Services (101.0501.415.31.06) B. 2016 Traffic Calming Solar Speed Indicators – Project No. 116-035 1. Company: Martell Electric, LLC 2. Amount: NTE $27,312 3. Funding: LRSA (251.0608.431.42.96) C. 2016/2017 Traffic Detector Loops – Project No. 116-032 1. Company: Martell Electric, LLC 2. Amount: NTE $35,871 3. Funding: LRSA (251.0608.431.36.67) 7. AWARD PROPOSALS A. HVAC Preventative Maintenance for Venues, Parks, and Arts 1. Company: Dynamic Mechanical 2. Funding: Various Maintenance Accounts B. Waste Management & Recycling Services for Venues, Parks, and Arts 1. Company: Waste Management CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION DECEMBER 8, 2016 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER SUZANNA M. FRITZBERG Page 3 2. Funding: Various Maintenance Accounts 8. CHANGE ORDERS A. Potawatomi Zoo Parking Lot Expansion – Project No. 115-129A 1. Company: Ritschard Bros., Inc. 2. Change Order No.: 1 3. Increase Amount: $9,381; Twenty-Two (22) Days 4. Percent of Increase: 9.00% 5. Revised Contract Amount: $113,622; New Completion Date 12/07/2016 6. Funding: Parks Capital Improvements B. JMS Building New North Stair Tower – Project No. 116-098 1. Company: HGR Group, Inc. 2. Change Order No.: 1 3. Increase Amount: Fourteen (14) Calendar Days 4. Revised Completion Date: 01/06/2017 5. Funding: RWDA TIF (324.1050.460.31.02) C. Olive Street and Sample Street Reconstruction – Project No. 113-002 1. Company: INDOT 2. Change Order No.: 5 3. Increase Amount: $11,752. 4. Percent of Increase: 0.131% 5. Total Percent of Change: 0.506% 6. Revised Contract Amount: $8,992,671.50 7. Funding: Major Moves (412.0401.415.42.03) 80% Federal, 10% City, 10% County D. South Bend One-Way to Two-Way Conversion – Project No. 116-001A 1. Company: Rieth-Riley Construction Co., Inc. 2. Change Order No.: 7 3. Increase Amount: $33,116.33 4. Percent of Increase: 0.96% 5. Total Percent of Change: 7.48% 6. Revised Contract Amount: $3,469,972.80 7. Funding: SSDA TIF (430.1050.460.31.36) E. South Bend One-Way to Two-Way Conversion – Project No. 116-001B 1. Company: Rieth-Riley Construction Co., Inc. 2. Change Order No.: 10 3. Increase Amount: $198,786.95 4. Percent of Increase: 1.15% 5. Total Percent of Change: 8.51% 6. Revised Contract Amount: $17,505,247.68 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION DECEMBER 8, 2016 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER SUZANNA M. FRITZBERG Page 4 7. Funding: 2015 TIF Bond F. South Bend One-Way to Two-Way Conversion – Project No. 116-001B 1. Company: Rieth-Riley Construction Co., Inc. 2. Change Order No.: 11 3. Increase Amount: $28,163.07 4. Percent of Increase: 0.16% 5. Total Percent of Change: 8.69% 6. Revised Contract Amount: $17,533,410.75 7. Funding: 2015 TIF Bond G. Ireland Road Storm Repairs – Project No. 116-083G 1. Company: Walsh & Kelly, Inc. 2. Change Order No.: 1 3. Increase Amount: $7,479.85 4. Percent of Increase: 8.82% 5. Revised Contract Amount: $92,258.25 6. Funding: COIT (404.0602.431.31.06) H. Chippewa Avenue Emergency Repairs – Project No. 116-083F 1. Company: JCI Bridge Group, Inc. 2. Change Order No.: 1 3. Increase Amount: $9,369.50; Two (2) Days 4. Percent of Increase: 5.37% 5. Revised Contract Amount: $183,764.25; New Completion Date: 04/16/2017 6. Funding: COIT (404.0602.431.31.06) I. Western Avenue Corridor Improvements – Project No. 114-033B 1. Company: Rieth-Riley Construction Co., Inc. 2. Change Order No.: 6 3. Increase Amount: $3,982.57 4. Percent of Increase: 0.41% 5. Total Percent of Change: (6.22%) 6. Revised Contract Amount: $973,036.88 7. Funding: Major Moves/RWDA TIF (412.0602.431.42.03/324.1050.460.42.03) J. East Bank Sewer Separation, Phase V – Project No. 114-062B 1. Company: Walsh & Kelly, Inc. 2. Change Order No.: 5 3. Increase Amount: $9,196.40 4. Percent of Increase: 0.17% 5. Total Percent of Change: 4.59% 6. Revised Contract Amount: $5,314,097.06 7. Funding: Sewer Bond, TIF Bond (429.1050.460.31.02) CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION DECEMBER 8, 2016 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER SUZANNA M. FRITZBERG Page 5 K. Wastewater Treatment Plant Secondary Treatment Improvements – Project No. 114-053 1. Company: Thieneman Construction, Inc. 2. Change Order No.: 6 3. Increase Amount: $90,690; Thirteen (13) Days 4. Percent of Increase: 0.76% 5. Total Percent of Change: 7.23% 6. Revised Contract Amount: $12,744,365.87; New Completion Date: 10/13/2017 7. Funding: 2011/2012 Sewer Bond (659.0630.415.42.06/661.0630.415.42.06) L. 2016 Tree Planting – Project No. 116-031 1. Company: Douglas Landscape, Inc. 2. Change Order No.: 1 3. Decrease Amount: ($16,484); Increase Fifty-Nine (59) Days to 04/30/2017 4. Percent of Decrease: (58.43%) 5. Revised Contract Amount: $11,729 6. Funding: MVH (202.0619.431.31.06) 9. CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT A. Jefferson Blvd. Striping, Phase I – Project No. 116-037A 1. Company: Airmarking Co., Inc. 2. Change Order No.: 2 (Final) 3. Decrease Amount: ($346) 4. Percent of Decrease: (0.61%) 5. Total Percent of Change: (0.61%) 6. Revised Contract Amount: $56,738 7. Funding: Engineering Professional Services (101.0602.431.31.06) B. Western Avenue Streetscapes – Project No. 114-085A 1. Company: Rieth-Riley Construction Co., Inc. 2. Change Order No.: 7 (Final) 3. Decrease Amount: ($7,050.53) 4. Percent of Decrease: (0.38%) 5. Total Percent of Change: 5.29% 6. Revised Contract Amount: $1,838,183.83 7. Funding: TIF Infrastructure C. Western Avenue Corridor Improvements – Project No. 114-033B 1. Company: Rieth-Riley Construction Co., Inc. 2. Change Order No.: 7 (Final) 3. Decrease Amount: ($17,690.18) 4. Percent of Decrease: (1.82%) CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION DECEMBER 8, 2016 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER SUZANNA M. FRITZBERG Page 6 5. Total Percent of Change: (7.92%) 6. Revised Contract Amount: $955,346.70 7. Funding: Major Moves/RWDA TIF (412.0602.431.42.03/324.1050.460.42.03) D. Fellows Street and Dubail Street Neighborhood Improvements – Project No. 116- 041A 1. Company: Airmarking Co., Inc. 2. Change Order No.: 2 (Final) 3. Decrease Amount: ($2,116.40) 4. Percent of Decrease: (3.76%) 5. Total Percent of Change: 3.24% 6. Revised Contract Amount: $54,217.75 7. Funding: RWDA TIF (324.1050.460.31.02) 10. PROJECT COMPLETION AFFIDAVITS A. Century Center North Bridge LED Lamp Retrofit – Project No. 116-007A 1. Company: Days Corporation 2. Final Contract Amount: $4,653 3. Funding: Hotel/Motel Tax (7304.42010.0000.0099) B. Lawn Care Services – Project Nos. 116-002A, B, and C 1. Company: Caretaker Landscape & Lawn a) Project No. 116-002A (1) Final Contract Amount: $32,370 b) Project No. 116-002B (1) Final Contract Amount: $69,090 c) Project No. 116-002C (1) Final Contract Amount: $2,280 2. Funding: EDIT (408.1050.460.39.89) 11. REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS/PROPOSALS A. Five-Thousand (5,000), More or Less, Universal/Nestable Refuse Containers – Spec A 1. Funding: 2017 Solid Waste Capital Lease (611.0610.415.37.11/.12) B. One (1) or More, 2017 or Newer, Single Axle Lightning Loader – Spec B 1. Funding: 2017 Solid Waste Capital Lease (611.0610.415.37.11/.12) C. Various Refuse Roll-Off Containers – Spec C 1. Funding: 2017 Solid Waste Capital Lease (611.0610.415.37.11/.12) D. Equipment Purchases for Nello Corporation: a) Project No. 116-134, Phase XIII b) Project No. 116-135, Phase XIV CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION DECEMBER 8, 2016 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER SUZANNA M. FRITZBERG Page 7 c) Project No. 116-136, Phase XV d) Project No. 116-137, Phase XVI 1. Funding: RWDA TIF (324.1050.460.42.07) E. Request for Proposals for Elevator Preventative Maintenance and Service for Venues, Parks, and Arts 1. Funding: Various Maintenance Accounts 12. RESOLUTIONS A. No. 58-2016 – A Resolution of The South Bend Board of Public Works on the Disposal of Unfit and/or Obsolete Property 1. Description: Dispose of Obsolete Water Meters for Scrap Metal Value 2. Amount: 2,355 Meters: $14,666 B. No. 59-2016 – A Resolution of the South Bend Board of Public Works on Disposal of Unfit and/or Obsolete Property 1. Description: Six (6) Chevy Impalas; One (1) Ford F-250 C. No. 60-2016 – A Resolution of the South Bend, Indiana, Board of Public Works on Disposal of Unfit and/or Obsolete Vehicles and Equipment 1. Description: Miscellaneous Obsolete Water Works and IT Equipment over $5,000 Net Book Value D. No. 61-2016 – A Resolution of the Board of Public Works of the City of South Bend, Indiana, Approving the Donation of Funds to La Casa De Amistad, Inc. 1. Description: Donation of $10,000 to Assist with their Events Supporting the West Side Businesses and Residents 13. AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA A. CDBG Contract Extensions through December 31, 2017: 1. Near Northwest Neighborhood, Inc. a) Description: Acquisition/Rehabilitation Program Contract b) Amount: $200,000; No Change in Amount 2. Community Homebuyers Corporation, Inc. a) Description: Homeownership Assistance Program Contract b) Amount: $200,000; No Change in Amount 3. Department of Code Enforcement a) Description: Vacant and Abandoned Building Demolition Program b) Amount: $300,000; No Change in Amount 4. South Bend Heritage Foundation, Inc. a) Description: Acquisition/Rehabilitation Program b) Amount: $206,723; No Change in Amount 5. South Bend Heritage Foundation, Inc. a) Description: Acquisition/Rehabilitation Program CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION DECEMBER 8, 2016 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER SUZANNA M. FRITZBERG Page 8 b) Amount: Transfer 2013 Balance of $113,545; New Amount $665,545 c) Funding: CDBG (212.1001.460.39.30) B. Professional Services Agreement – Community Homebuyers Corporation 1. Description: City to provide Staff Support for CHC Programs 2. Amount: $15,000 to City C. Professional Services Agreement – Urban Enterprise Association of South Bend, Inc. 1. Description: City to provide Staff Support for Administration of UEA Programs 2. Amount: $45,000 to City D. Professional Services Agreement – Historic Preservation Commission of South Bend and St. Joseph County 1. Description: Collect Data, Educate Public, Conduct Historic Review of Federal Projects 2. Amount: $26,000 3. Funding: 2017 EDIT (408.1001.460.39.58) E. Third Addendum to Agreement – Urban Enterprise Association of South Bend, Inc. 1. Description: Additional Funds for Grant Program for Homeowners and Landlords 2. Amount: $39,000; New Total $135,000 3. Funding: EDIT (408.1001.460.39.30) F. Revised Utility Billing Rules and Regulations – Division of Water Works 1. Description: 2016 Revision to South Bend Municipal Utilities Rules & Regulations G. Special Purchase – Crossroads Ambulance Sales & Service, LLC 1. Description: Fire Department to Purchase a “Demo Ambulance” at Substantial Savings of a New Ambulance 2. Amount: $147,872 3. Funding: EMS Capital (287.0902.422.43.02) H. Software Support and Maintenance Renewal – Application Data Systems, Inc. 1. Description: Annual Public Safety Software Support and Maintenance for CAD and RMS Systems for Police Department 2. Amount: $57,912.98 3. Funding: General Fund (101.0801.421.36.02/404.0801.421.36.02) I. U.S. Communities Pricing Purchase – Insight Public Sector 1. Description: Purchase 170 In-Car Video Camera Systems 2. Amount: $936,045.50 3. Funding: General and Non-Reverting Grant Fund (101.0801.421.22.24/295.0801.421.22.24) CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION DECEMBER 8, 2016 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER SUZANNA M. FRITZBERG Page 9 J. Professional Services Agreement – St. Joseph County Bridges Out of Poverty, Inc. 1. Description: Extend Employer Resource Network Program 2. Amount: Extend Balance of $20,000 through October 31, 2017 3. Funding: COIT (404.1001.460.31.06) K. Amendment to Agreement – Northern Indiana Workforce Board, Inc. 1. Description: Pathways Program for Training Skills for Workers to meet Labor Needs in Community 2. Amount: $240,000 3. Funding: EDIT (408.1001.460.31.06) L. Professional Services Agreement –Terry Stokes 1. Description: Workforce Development Program Coordinator 2. Amount: $80,000 3. Funding: EDIT (408.1001.460.31.06) 14. LICENSES AND PERMITS A. Processions 1. Applicant: Martin Luther King Jr. Foundation by South Bend Heritage Foundation 2. Event: 31st Annual Martin Luther King Jr. March 3. Date/Time: January 16, 2017; 12:00 p.m. to 1:45 p.m. 4. Favorable Recommendations; See Police Comments B. Encroachments/Revocable Permits 1. Applicant: Goodwill LEADS, Inc. d/b/a The Excel Center a) Description: Place Six (6) 18” x 36” Banners on Light Poles promoting the Excel Center b) Location: Six (6) Poles in the Median Strip on N. Bendix Drive, North and East of the Excel Center at 2721 N. Kenwood Ave. c) See Traffic & Lighting and Community Investment Comments 2. Applicant: Linda DeCicco a) Description: Memo to the Board from Jitin Kain, Deputy Director of Public Works, requesting the Board to revise their Previous Approval, Subject to a Reduction in the Size, of a Historical Marker to Honor the Birthplace of Poet Kenneth Rexroth b) Location: 828 Park Avenue, in Treelawn, Parallel to the Street c) Recommendation is to allow the Standard Size State of Indiana Historical Marker per I.C. 4-23-7.2-11; No Precedent for Smaller State Historical Markers CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION DECEMBER 8, 2016 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER SUZANNA M. FRITZBERG Page 10 15. VACATIONS A. Applicant: Bernardo Contreras 1. Location: East/West Alley behind 315 W. Madison and Half of North/South Alley from Madison to Marion St. between Lafayette Blvd. and William St. 2. Purpose: Vagrants creating a Safety Hazard to adjacent Property Owners 3. Area Plan, Community Investment, Fire Department, and Engineering state the Vacation would make Access to the Lands of the Aggrieved Person Difficult or Inconvenient; Engineering states also the Vacation would hinder access to a Church and would Hinder the use by the Neighborhood B. Applicant: Dave DuBois on behalf of South Bend Clinic 1. Location: North/South Alley West of Eddy Street, East of Notre Dame Avenue, North of Colfax Avenue 2. Purpose: Resubmission due to Error in Location Description in Original Ordinance 3. Favorable Recommendations 16. RATIFY BONDS A. Contractor Bonds 1. Raffin Construction Company; Approved November 9, 2016 17. CLAIMS 18. PRIVILEGE OF THE FLOOR 19. ADJOURNMENT NOTICE FOR HEARING AND SIGHT IMPAIRED PERSONS Auxiliary Aid or Other Services are Available upon Request at No Charge. Please Give Reasonable Advance Request when Possible.