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HomeMy WebLinkAbout12132016 Board of Public Works AgendaAGENDA REVIEW SESSION DECEMBER 8, 2016 382 Mr. Toy Villa, Engineering, stated this additional funding is to replace the lighting under the bridge with LED lights. Mr. Eric Horvath, Director of Public Works, stated there's a proposal to put changing color lighting under the bridges, and they should confirm what the plans are before proceeding with this. o Western Avenue Corridor Improvements Mr. Villa stated the tree crew is working alongside the concrete crew and the concrete crew ran out of time, and asked i f they could carry the tree contractor over. He noted they ended up not needing all of the trees, but needed more days. He confirmed this is part of the Curb and Walk program. - Opening of Bids -Fire Station No, 4 Mr. Kevin Fink, Engineering, stated this award is subject to funding by the Redevelopment Commission. - - Opening of Quotations — County -City Building Van Accessible Parking Mr. Fink noted this quote is also subject to funding approval by the Council on Monday. No other business came before the Board. Upon a motion by Ms. Maradik, seconded by Ms. Doran and carried, the meeting adjourned at 12:07 p.m. BOAARDD OF PUBLIC WORKS �J , 6 Gary A. Gilot, President Elizabeth AV./Ma�Jr�adik,, Member Therese J. llor" au, eb�in Ja A. Muelle2 r, Member Suzanna M. Fritzberg, Member ATTEST: -Linda M. Martin, Clerk REGULAR MEETING DECEMBER 13, 2016 'Fire Regular Meeting of the Board of Public Works was convened at 9:35 a.m, on December 13. 2016, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, and Suzanna Fritzberg present. Also present was Board Attorney Michael Schmidt. Board Member James Mueller joined the meeting in progress at 9:40 a.m. and Board Member Therese Dorau joined the meeting at 10:00 a.m. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Maradik seconded by Ms. Fritzberg and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Review Meeting of the Board held on November 17, 2016, November 22, 2016, and November 29 and December 6, 2016, were approved. APPROVE 2017 BOARD OF PUBLIC WORKS MEETING SCHEDULE _ Upon a motion by Ms. Maradik, seconded by Ms. Fritzberg and carried, the 2017 Board of Public Works Schedule was approved as presented. ELECT 2017 BOARD OF PUBLIC WORKS PRESIDENT Ms. Maradik made a motion that Mr. Gilut continue to serve as president of the Board of Public Works for 2017. Ms. Fritzberg seconded the motion, which carried. REGULAR MEETING DECEMB_ ER 13 2016 383 OPENING OF BIDS — FIRE STATION NO 4 PROJECT NO 116-066 (RWDA T 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: ZIOLKOWSKI CONSTRUCTION INC. 4050 Ralph Jones Drive South Bend, IN 46628 Bid was signed by: Bill Favors 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. BID: Base Bid Total: $3,509.000 AltemateNo.1 $3,000 Alternate No. 2 $3,800 AltemaN m 000) Altemate No. 4 S7,200 Alternate No. 5 $51.000 Alternate No. 6 $57.000 Altemate No. 7 $3Q000 Alternate No. 8 Alternate No. 9 ($18,00F $109,_000 Alternate No. 10 _ 7GEN CONSTRUCTION. LLC 921 S Main Street South Bend, IN 46601 Bid was signed by: Brian Blight 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. BID: Base Bid Total: $3,804,750 Alternate No. 1 $q 289 Alternate No. 2 $2,980 Altemate No. 3 Alternate No. 4 ($9,508) $7,180 Altemate No. 5 $41,087 Alternate No. 6 $20,105 Altemate No. 7 $29,293 Altemate No. 8 Alternate No. 9 ($2,500) $94,784 Alternate No.To- BROWN Bid was signed by: Eric Brown REGULARMEETING DECEMBER 13 2016 384 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. BID: Base Bid Total: $3.255,000 Alternate No. 1 $4,500 Alternate No. 2 (53,100) Alternate No. 3 ($10,000 AlternateNo.4 $7,500 _ Alternate No. 5 _ $39,900 Alternate No. 6 $49,000 Alternate No. 7 $30,800 Alternate No. 8 ($30,000) Alternate No. 9 $102,000 Alternate No. 10 $2,000) GIBSON-LEWIS. LLC 1001 W II�'Street Mishawaka, IN 46544 Bid was signed by: Robert Lingenfelter Contractor's Non -Collusion Affidavit, Non -Debarment Alf davit, 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. BID: Base Bid Total: $2.943.100 Alternate No. 1 $2,R00 Alternate No. 2 ($1,400) Alternate No. 3 ($9,900 Alternate No. 4 $7,100 Alternate No. 5 $4TR00 Alternate No. 6 $40.300 Alternate No. 7 $28.900 Altemate No. 8 (530,000) Alternate No. 9 $115,800 Alternate Ro. 10 ($2,000) MAJORITY BUILDF,RS, INC 62900 US 31 South South Bend, IN 46614 Bid was signed by: Rick Slagle 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. BID: Base Bid Total: S3.4fi3-000 Alternate No. 1 $2,390 Alternate No. 2 $240 Alternate No. 3 Alternate No. 4 $10,000) $7,450 Altemate No, 5 _ AhemateNo.6 $51 700 $69,5 00 REGULAR MEETING DECEMB_ ER 13,2016 385 Alternate No. 7 $28,400 Altcmate No. 8 $87,500 Alternate No. 9 $105,560 Alternate No. 10 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carved, the above bids were referred to the Fire Department and Engineering for review and recommendation. OPENING OF BIDS — ONE (I1 OR MORE 2016 OR NEWER ONE TON TWO -WHEEL DRIVE DUMP TRUCK (WATER WORKS CAPITAL) 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: JORDAN FORD 609 E Jefferson Blvd. Mishawaka, IN 46545 Bid was signed by: Debra Starkweather 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. Ten percent (10%) Bid Bond was submitted. Indiana Local Business Preference Claim submitted BID: i anarvmUCl Unit Price ]1' Dump T uck 2017 Ford F350 U2 DRW Chassis aaQ Sao Alternate # Des lion Cost Total 1 CNG Bi-Fuel Conversion with $9,824 $9,824 tanks mounted under bed � GATES CEIEVROLET 636 W. McKinley Ave. Mishawaka, IN 46545 Bid was signed by: Chris Dill 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. Ten percent (10%) Bid Bond was submitted. Indiana Local Business Preference Claim submitted Upon a motion made by Ms. Maradik, seconded. by Ms. Fritzberg and carried, the above bids were referred to Central Services for review and recommendation. OPENING OF BIDS — SALE OF CITY PROPERTY — 1047 LASALLE COURT 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 MEETNG DECEMBER 13, 2016 386 County News, which were found to be sufficient. The following bid was opened and publicly read: ROBERT VERNON 1059 LaSalle Court South Bend, IN 46616 BID: $2,650.00 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above bid was refined to Community Investment for review and recommendation. OPENING OF QUOTATIONS - 2017 DOWNSPOUT DISCONNECT PROGRAM - PROJECT NO. 116-114 (WASTEWATER OPERATIONS AND MAINTENANCE) Mr. Gilot advised that this was the date set for the receiving and opening of sealed quotations for the above referenced project. The following quotation was opened and read: ACORN LANDSCAPING 3680 W Sample St. South Bend, IN 46619 Quotation was submitted by: Jeff Ritschard 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 QUOTATION: S49,995 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above quotation was referred to Engineering for review and recommendation. OPENING OF QUOTATIONS - 2016 BUS SHELTERS - PROJECT NO 116-046 (COI'1') Mr. Gilot advised that this was the date set for the receiving and opening of sealed quotations for the above referenced project. The following quotations were opened and read: GIBSON-LEWIS. LLC 1001 W 11`^ Street Mishawaka, N 46544 Quotation was submitted by Robert Lingenfelter 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 QUOTATION: $161,207.00 ANCON CONSTRUCTION CO.. INC. 2146 Elkhart Road Goshen,IN 46526 Quotation was submitted by Mark Groshans 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 QUOTATION: $168,468.00 ZIOLKOWSKI CONSTRUCTION INC 4050 Ralph Jones Drive South Bend, N 46628 REGULAR MEETING DECEMBER 13,201 387 Quotation was submitted by Bill Favors 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 QUOTATION: $188,000.00 Attorney Schmidt noted Indiana Statute allows quoting if the expected amount is under $150,000. He stated the Engineers did research and were confident the quotes would be under that threshold based on previous bid amounts on the bus shelters. He stated he is comfortable that there was good faith effort on their part based on previous bids, but Legal would do some research before an award is made. Mr. Roger Nawrot, Engineering, stated there is another issue with the bids all exceeding the budget. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above quotations were referred to Community Investment, Engineering, and Legal for review and recommendation. OPENING AND AWARD OF QUOTATIONS — POTAWAI'OMi ZOO PARKING LOT STRIPING—PROJECTNO 115-129B (PARRS CAPITAL IMPROVEMENTS) In a memo to the Board, Mr. Richard Estes, Engineering, advised that quotes were requested for the above project to be opened on October 25, 2016. Mr. Estes stated four (4) vendors were sent letters requesting the quotes, however, there were none received by the Board of Works. Subsequently, one of the vendors, DBL Services notified Mr. Estes that they are able to perform the work this season. Mr. Estes requested they submit a quote to the Board to be opened at this meeting. He added the other vendors were also requested to submit quotes again. Therefore, the following quotation was opened and read: DBL SERVICES, INC. - AWARDEE 1811 Clover Road Mishawaka, IN 46545 Quotation was submitted by David Letcher Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with han, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted QUOTATION: $4,598.75 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above quotation was referred to Engineering for review and recommendation. After review, Mr. Estes recommended the quote be awarded to DBf. Services, Inc. in the amount of $4,598.75. Upon a motion by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Board approved the award as recommended. OPENING OF QUOTATIONS — EMERGENCY SEWER LINING AT NOTRE DAME AVENUE —PROJECT NO 116-139 (CONTRACTUAL SERVICESI Mr. Gilot advised that this was the date set for the receiving and opening of sealed quotations for the above referenced project. The following quotations were opened and read: INSITUFORM TECHNOLOGIES USA LLC 17988 Edison Avenue Chesterfield, MO 63005 Quotation was submitted by Jana Lause 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 QUOTATION: $25,310.30 REGULAR MEETING D)ECEMBER 13, 2016 388 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above quotation was referred to Engineering for review and recommendation. OPENING OF QUOTATIONS — COUNTY -CITY BUILDING VAN ACCESSIBLE PARKING —PROJECTNO. 116-038 (LRSA1 Mc Gilot advised that this was the date set for the receiving and opening of sealed quotations for the above referenced project. The following quotations were opened and read: RIETII-RILEY CONSTRUCTION CO., INC 25200 State Road 23 South Bend, IN 46614 Quotation was submitted by Ruben Alvarado Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non-Diserimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted QUOTATION: $16,296.00 _WALSH & KELLY, INC. 24358 State Road 23 South Bend, IN 46614 Quotation was submitted by Dustin Hilary 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 QUOTATION: $22,950.00 WILLIS CONSTRUCTION 54300 Rose Road South Bend, IN 46628 Quotation was submitted by Josh Willis 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 QUOTATION: $35,810.00 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above quotations were referred to Engineering for review and recommendation. OPENING AND AWARD OF QUOTATIONS — INSTALLATION OF TRASH RECEPTACLES AND BASES (WEED & SEED COMMUNITY INVESTMENT ADMINISTRATION) Mr. Gilot advised that this was the date set for the receiving and opening of sealed quotations for the above referenced. project. The following quotation was opened and read: — GIBSON-LEWIS, LLC 1001 W III, Street Mishawaka,IN 46544 Quotation was submitted by Robert Lingenfelter Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Ilse of United States Steel Products or Foundry Products was submitted REGULAR MEETING DECEMBER 13 2016 389 QUOTATION: $5,500.00 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above quotation was referred to Community Investment for review and recommendation. After review, Mr. Chris Dressel, Community Investment, recommended the quote be awarded to Gibson - Lewis, LLC in the amount of 55,500. Upon a motion by Mr. Gilot, seconded by Ms. Fritzberg and carried, the bid was awarded as requested. AWARD BID — CALVERT STREET LIFT STATION REPLACEMENT — PROJECT NO. 116- 053 (UTILITIES WASTEWATER CAPITAL) Mr. Jacob Klosinski, Environmental Services, advised the Board that on December 8, 2016, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Klosmski recommended that the Board award the contract to the lowest responsive and responsible bidder HRP Construction, Inc., 5777 Cleveland Road, South Bend, 1N 46628, in the lump sum amount not to exceed $917,000. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Fritzberg seconded the motion, which carried. AWARD QUOTATION — 12TH FLOOR REMODEL PROJECT NO 116 125 (LEGAL OTHER PROFESSIONAL SERVICES) Mr. Toy Villa, Engineering, advised the Board that on November 22, 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, Brown and Brown General Contractors, Inc., 124 S. Elkhart Street,. PO Box 487, Wakarusa, Indiana 46573, in the amount of $40,593.00 for the Base Bid plus Alternates A and C. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Ms. Fritzberg seconded the motion, which carried. AWARD QUOTATION — 2016 TRAFFIC CALMING SOLAR SPEED INDICATORS PROJECT NO 116-035 (LRSA) Mr. Roger Nawrot, Engineering, advised the Board that on November 22, 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, Martell Electric, LLC, 4601 Cleveland Road, South Bend, Indiana 46628, in the amount, not to exceed, of $27,312.00. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Ms. Fritzberg seconded the motion, which carded. AWARD QUOTATION — 2016/2017 TRAFFIC DETECTOR LOOPS PROJECT NO 116 032 LRSA) Mr. Roger Nawrot, Engineering, advised the Board that on November 22, 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, Martell Electric, LLC, 4601 Cleveland Road, South Bend, Indiana 46628, in the amount, not to exceed, of $35,871.00. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Ms. Fritzberg seconded the motion, which carried. AWARD PROPOSAL— HVAC PRFVEIVIATIVE MAINTENANCE FOR VENUES PARKS AND ARTS (VARIOUS VPA MAINTENANCE FUNDS) In a memo to the Board, Mr. Nick Gaul, Venues, Parks, and Arts, advised the Board that on November 22, 2016, proposals were received and opened for the above referenced project. After reviewing and tabulating scores on the proposals, the review team recommended that the Board award the contract to the highest scoring company, Dynamic Mechanical Services, Inc„ 1606 Chestnut Street, Mishawaka, Lndiana 46545. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Ms. Fritzberg seconded the motion, which carried. AWARD PROPOSAL — WASTE MANAGFMENI & RECYCLING SERVICES FOR VENUES, PARKS AND ARTS (VARIOUS VPA MAINTENANCE FUNDS) In a memo to the Board, Mr. Nick Gaul, Venues, Parks, and Arts, advised the Board that oil November 22, 2016, proposals were received and opened for the above referenced project. After REGULAR MEEIING DECEMBER 13, 2016 390 reviewing and tabulating scores on the proposals, the review team recommended that the Board award the contract to the highest scoring company, Waste Management, 20645 Ireland Road, South Bend, Indiana 46614. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Ms. Fritzberg seconded the motion, which carried. APPROVE CHANGE ORDER NO. 1 — POTAWATOMI ZOO PARKING LOT EXPANSION — PROJECT NO. 115-129A (PARKS CAPITAL IMPROVFMENTS) Mr. GHot advised that Mr. Richard Estes, Engineering, has submitted Change Order No. 1 on -- behalf of Ritschard Bros., Inc., 1204 West Sample Street, South Bend, Indiana 46619, indicating the contract amount be increased by 59,381.00 for a new contract sum, including this Change Order, in the amount of 5113,622.00. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — JMS BUILDING NEW NORTH Sl'AIR TOWER — PROJECT NO. 116-098 (RWDA TIE) Mr. Gilot advised that Mr. Richard Estes, Engineering, has submitted Change Order No. I on behalf of HGR Group, Inc., 1932 Churchill Drive. South Bend, Indiana 46617, indicating the contract completion dated be increased by fourteen (14) days for a modified contract completion date of January 6, 2017. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 5 — 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. 5 on behalf of INDOT, LaPorte District, indicating the contract amount be increased by $11,752.50 for a modified contract sum, including this Change Order, in the amount of $8,992,671.50. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 7 — SOUTH BEND ONE-WAY TO TWO-WAY CONVERSION — PROJECT NO 116-OOIA (SSDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 7 on behalf of Rieth-Riley Construction Co., Inc, 25200 State Road 23, South Bend, Indiana 46614, indicating the contract amount be increased by $33,116.33 for a modified contract sum, including this Change Order, in the amount of $3,469,972.90. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Change Order was approved. APPROVE CHANGE ORDER NO 10 — SOUTH BEND ONE-WAY '10 TWO-WAY CONVERSION — PROJECr NO 116-001B (2015 TIE BOND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 10 on behalf of Rieth-Riley Construction. Co, Inc., 25200 State Road 23, South Bend, Indiana 46614, indicating the contract amount be increased by $198,786.95 for a modified contract sum, including this Change Order, in the amount of $17,505,247.68. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Change Order was approved. TABLE CHANGE ORDER NO. 11 — SOUTH BEND ONE-WAY TO TWO-WAY CONVERSION —PROJECT NO 116-OO1B (2015 TIP BOND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 11 on behalf of Rieth-Riley Construction Co, Inc., 25200 State Road 23, South Bend, Indiana 46614, indicating the contract amount be increased by $28,163.07 for a modified contract sum, including this Change Order, in the amount of S 17,533,410.75. Ms. Maradik noted the Board had —' discussions regarding a potential alternate lighting projectdiscussed for the lighting under the bridges. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Change Order was tabled until it could be determined what the City's plans were for the lighting. APPROVE CHANGE ORDER NO 1 — IRELAND ROAD STORM REPAIRS —PROJECT NO. 116-083G (COLT) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. I on behalf of Walsh & Kelly, lnc.24358 State Road 23, South Bend, Indiana 46614, indicating the contract amount be increased by $7,479.85 for a modified contract sum, including this Change Order, in REGULAR MEETING DECEMBER 13.2016 391 the amount of $92,258.25. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — CHIPPEWA AVENUF. EMERGENCY REPAIRS — PROJECT NO 116-083F (CM Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of JCI Bridge Group, Inc., PO Box 368, LaPorte, Indiana 46350, indicating the contract amount be increased by $9,369,50 for a modified contract sum, including this Change Order, in the amount of $183,764.25. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Change Order was approved. APPROVE CHANGE ORDER NO 6 - WESTERN AVENUE CORRIDOR IMPROVEMENTS — PROJECT NO. 114-033B (MAJOR MOVES/RWDA T1F) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 6 on behalf of Rieth-Riley Construction Co., Inc., 25200 State Road 23, South Bend, Indiana 46614, indicating the contract amount be increased by $3,982.57 for a modified contract sum, including this Change Order, in the amount of $973,036.88. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Change Order was approved. APPROVE CHANGE ORDER NO 5 — EAST BAND SEWER SEPARATION PHASE V — PROJECT NO 114-062B (SEWER BOND/TIF BOND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 5 on behalf of Walsh & Kelly, Ine.24358 State Road 23, South Bend, Indiana 46614 , indicating the contract amount be increased by $9,196.40 for a modified contract sum, including this Change Order, in the amount of $5,314,097.06. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzherg and carried, the Change Order was approved. APPROVE CHANGE ORDER NO 6 WASTEWATER TREATMENT PLANT SECONDARY TREATMENT IMPROVEMENTS — PROJECT NO, 114-053 2011/2012 SEWER BOND) Mr. Gilot advised that Mr. Jacob Klosinski, Wastewater, has submitted Change Order No. 6 on behalf of Thieneman Construction Co., Inc„ 17241 Foundation Parkway, Ste. 100, Westfield, Indiana 46074, indicating the contract amount be increased by $90,690 for a modified contract sum, including this Change Order, in the amount of $12,744,365.87, and an additional thirteen (13) days for a revised completion date of October 13, 2017. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — 2016 TREE PLANTING — PROJECT NO. 116-031 N VI Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of Douglas Landscape, Inc., 23590 Ardmore Trail, South Bend, Indiana 46628, indicating the contract amount be decreased by $16,484 for a modified contract sum, including this Change Order, in the amount of $1 1,729. Additionally requested was an increase of fifty-nine (59) days for a revised completion date of April 30, 2017. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Change Order was approved. PROFESSIONAL SERVCIES) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 2 (Final) on behalf of Airmarking Co., Inc., PO Box 526, Rochester, Indiana 46975, indicating the contract amount be decreased by $346.00 for a new contract sum, including this Change Order, of $56,738.00. Additionally submitted was the Project Completion Affidavit indicating this new final cost of S56,738.00. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, Change Order No. 2 (Final) and the Project Completion Affidavit were approved. APPROVE CHANGE ORDER NO 7 (FINAL) AND PROJFCT COMPLETION AFFIDAVIT — WESTERN AVENUE CORRIDOR IMPROVEMENTS — PROJECT NO. 114-033A. MAJOR MOVES/RWDA TIE) Mr. Gilot advised that Mr. 'Foy Villa,. Engineering, has submitted Change Order No. 7 (Final) on behalf of Rieth-Riley Construction Co., Inc., 25200 State Road 23, South Bend, Indiana 46614 indicating the contract amount be decreased by $7,050.53 for a modified contract sum, including REGULAR MEETING DECEMBER 13 2016 392 this Change Order, of $1,838,183.83. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $1,838,183.83. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, Change Order No. 7 (Final) and the Project Completion Affidavit were approved. APPROVE CHANGE ORDER NO 7 (FINAL] AND PROJECT COMPLETION AFFIDAVIT — WESTERN AVENUE CORRIDOR IMPROVEMENTS — PROJECT NO 114-033B (MAJOR MOVES/RWDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 7 (Final) on -- behalf of Rieth-Riley Construction Co., Inc., 25200 State Road 23, South Bend, Indiana 46614 indicating the contract amount be decreased by $17,690.18 for a modified contract sum, including this Change Order, of $955,346.70. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $955,346.70. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, Change Order No. 7 (Final) and the Project Completion Affidavit were approved. APPROVE CHANGE ORDER NO. 2 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — FELLOWS. STREET AND DUBAIL STREET NEIGHBORHOOD IMPROVEMENTS — PROJECT NO. 116-041A (RWDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 2 (Final) on behalf of Ainnarking Co., hie., PO Box 526, Rochester, Indiana 46975 indicating the contract amount be decreased by $2,116.40 for a modified contract sum, including this Change Order, of $54,217.75. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $54,217.75. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, Change Order No. 2 (Final) and the Project Completion Affidavit were approved. APPROVE PROJECT COMPLETION AFFIDAVIT — CENTURY CENTER BRIDGE LED LAMP RETROFIT - PROJECT NO 116-007A (HOTEL/MOTEL TAX) Mr. Gilot advised that Mr. Richard Estes, Engineering, has submitted the Project Completion Affidavit on behalf of Days Corporation, 55169 County Road 3, Elkhart, Indiana 46514, for the above referenced project, indicating a final cost of $4,653.00. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVITS — T AWN CARE SERVICES — PROJEC"f NOS. 116-002A._B, AND C EDIT) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavits on behalf of Caretaker Landscape & Lawn, PO Box 324, Michigan City, Indiana 46360, for the above referenced projects, indicating a final cost as listed below: 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 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Project Completion Affidavits were approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — FIVE - THOUSAND (5 000) MORE OR LESS UNIVERSAL/NESTABLE RFFUSE CONTAINERS — SPEC A (2017 SOLID WASTE CAPITAL. LEASE) _ In a memorandum to the Board, Mr. Matt Chlebowski, Central Services, requested permission to advertise for the receipt of bids for the above referenced items. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above request was approved. WASTE CAPITAL LEASE) In a memorandum to the Board, Mr. Matt Chlebowski, Central Services, requested permission to advertise for the receipt of bids for the above referenced equipment. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above request to advertise was approved. REGULAR MEETING DECEMBER 13 2016 393 APPROVAL OF REOUFST TO ADVERTISE FOR THE RECEIPT OF BIDS — VARIOUS REFUSE ROLL -OFF CONTAINERS — SPEC C (2017 SOLID WASTE CAPITAL LEASE) In a memorandum to the Board, Mr. Matt Chlebowski, Central Services, requested permission to advertise for the receipt of bids for the above referenced items. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above request was approved. APPROVAL OF REQUESTS TO ADVERTISE FOR THE RECEIPT OF BIDS — EQUIPMENT PURCHASES FOR NELLO CORPORATION PROJECT NOS 116 134 116 135. 116 136 116-137 (RWDA TIN) In a memorandum to the Board, Mr. Richard Estes, Engineering, requested permission to advertise for the receipt of bids for the above listed projects in phases as listed below: a) Project No. 116-134, Phase XIII b) Project No. 116-135, Phase XIV c) Project No. 116-136, Phase XV d) Project No. 116-137, Phase XVI Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above request was approved. APPROVAL OF REQUEST To ADVERTISE FOR THE RFCEIPT OF PROPOSALS — ELEVATOR MAINTENANCE AND SERVICE FOR VENUES PARKS AND ARTS (VARIOUS MAINTENANCE ACCOUNTS In a memorandum to the Board, Mr. John Martinez, Park Department, requested permission to advertise for the receipt of proposals for the above referenced service. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above request was approved. ADOPT RESOLUTION NO. 58-2016 — A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON THE DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 58-2016 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON THE DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY WHEREAS, the care, custody and control of city owned property is vested in the City's Board of Public Works in accordance with Indiana Code § 36-9.6-3; and WHEREAS, the Board has determined that the following City -owned property is unfit for the purpose for which it was intended and is no longer needed by the City of South Bend: 2,355 WATER METERS WHEREAS, Indiana Code § 5-22-22 permits and establishes the procedure for disposal of personal property which is unfit for the purpose for which it was intended and which is no longer needed by the City; and WHEREAS, the City of South Bend Water Works Division has exchanged approximately 2,355 water meters to an upgraded model allowing for electronic reading capability, which will result in a cost savings for the City; and - WHEREAS, the City has determined that the meters are no longer fit for the purpose for which they were intended and are no longer needed by the City; and WHEREAS, the City has further determined that any remaining value attached to these meters is limited to the metals of which they are constructed: and WHEREAS, the City of South Bend Water Works Division has received an estimated scrap metal value for these meters of $0.80 per pound and an anticipated total scrap metal value for the 2,355 meters of approximately $14,666,00. REGULAR MEETING DECEMBER 13 2016 394 NOW THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend as follows: 1. The 2,355 water meters described above are no longer needed by the City, are unfit for the purpose for which they were intended and should be disposed of in a manner that is in the best interests of the City. 2. It is in the best interests of the City to dispose of the water meters for scrap metal value at an estimated $0.80 per pound as determined by OmniSource Corporation based on the U.S. scrap metal pricing which is subject to change daily. 3. The Water Works Department is hereby authorized to dispose of the water meters for scrap metal value with the proceeds of such exchange to be recorded in Water Work's Miscellaneous Revenue account. ADOPTED this 13th day of December 2016. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Elizabeth A. Maradik s/ Therese J. Dorau s/ James A. Mueller s/ Suzanna Fritzberg ATTEST: s,'Linda M. Martin, Clerk ADOPT RESOLUTION NO. 59-2016 — A RESOLUTION OF THE SOUTH BEND BOARD _ OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBOSLETE PROPERTY Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.59-2016 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY WHEREAS, it has been determined by the Board of Public Works that the following property is unfit for the purpose for which it was intended and is no longer needed by the City of South Bend: FOUR (4) 2007 CHEVY IMPALAS ONE (1) 2006 CHEVY IMPALA ONE (1) 2004 FORD F-250 ONE (1) 2013 CHEVY IMPALA (TOTALED) WHEREAS, Indiana Code 5-22-22 permits and establishes procedure for disposal of personal property which is unfit for the purpose for which it was intended and which is no longer needed by the City. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that the items listed above arc no longer needed by the City and/or are unfit for the purpose for which they were intended and have an estimated combined value of less than five thousand dollars ($5,000.00). BE IT FURTHER RESOLVED that said items may be transferred or sold at public auction or private sale, without advertising. However, if the property is deemed worthless, such may be demolished or junked. ADOPTED this 13" day of December, 2016. CITY OF SOUTH BEND REGULAR MEETING DECEMBER 13 201613 2016 395 BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Elizabeth A. Maradik s/ Therese J. Doran s/ James A. Mueller s/ Suzann Fritzberg ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 60-2016 — A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE VEHICLES AND EQUIPMENT Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 60-2016 A RESOLUTION OF THE SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE VEHICLES AND EQUIPMENT 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 S1.,000 or more, or is more than one (1) item with an estimated value of $5,000 or more; and 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 WHEREAS, Board desires to engage a duly -licensed auctioneer to advertise the sale and conduct a public auction to dispose of the Property in accordance with Indiana Code §§ 5-22-22- 1 et.seq. 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 orjunked. ADOPTED the 13TH day of DECEMBER 2016. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Elizabeth A. Maradik s/ Therese J. Doran s/ James A. Mueller s/ Suzanna Fritzberg ATTEST: s/Linda M. Martin, Clerk REGULAR MEETING DECEMBER 13, 2016 396 ADOPT RESOLUTION 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. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.61-2016 A RESOLUTION OF THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH BEND, INDIANA APPROVING THE DONATION OF FUNDS TO LA CASA DE — AMISTAD, INC. WHEREAS, 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 La Casa de Amistad, Inc. is an Indiana non-profit corporation ("La Casa' incorporated with the purpose of furthering the quality of life of residents of the City through the expanded efforts on the City's West Side; and WHEREAS, the City, along with several community partners, host various community gatherings throughout the year on the City's West Side to promote local business efforts while bringing the community together ("Events"); and WHEREAS, the City wishes to make a donation of $10,000.00 ("Money") to La Casa in support of its efforts toward completion of the various events; and WHEREAS, the City has previously appropriated the Money for the Events; and NOW, THEREFORE, BE IT RESOLVED by the City of South Bend Board of Public Works as follows: I. The City, through its Board of Public Works, hereby donates $10,000.00 to La Casa de Amistad, Inc. in furtherance and support of the West Side. 2. 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 December 13, 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/ Elizabeth A. Maradik s/ Therese J. Dorau s/ James A. Mueller s/ Suzamta M. Fritzberg ATTEST: s/Linda M. Martin, Clerk — ADOPT RESOLUTION NO 62-2016 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND. INDIANA TRANSFERRING ITS FEDERAL HYDROPOWER PERMIT EXEMPTION Mr. Gilot slated he would abstain from the vote on this resolution due to his employment with the University of Notre Dame. Upon a motion made by Ms. Fritzberg, seconded by Ms. Dorau and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.62-2016 A RESOLUTION OF THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH REGULAR MEETING DECEMBER 112016 397 BEND, INDIANA TRANSFERRING ITS FEDERAL HYDROPOWER PERMIT EXEMPTION WHEREAS, the City of South Bend Board of Public Works ("Board") is the contracting body for the City of South Bend, Indiana ("City); and WHEREAS, the City is the owner of the South Bend Dam located on the St. Joseph River ("Dam"); and WHEREAS, the City has maintained a Federal Energy Regulatory Commission CTERC') permit exemption for a small-scale hydropower facility since 1984, in the hopes of establishing the Dam as an ongoing source of renewable energy production; and WHEREAS, pursuant to a feasibility study performed in 2013, it was determined that it is not financially feasible for the City to construct and operate a hydropower facility; and WHEREAS, the Board has detailed its interest in partnering with Notre Dame to develop a hydroelectric facility at the South Bend Dam in Resolution 30-2015; and WHEREAS, the FERC exemption, a City asset, can be transferred via letter to another entity at the City's discretion for the purpose of implementing an approved hydropower project; and WHEREAS, the University of Notre Dame and the City of South Bend's Board of Parks and Recreation intend to enter into a ground lease and ancillary agreement detailing the Partnership between the City and the University for the hydropower facility; NOW, THEREFORE, BE IT RESOLVED by the City of South Bend Board of Public Works as follows: 1. The Board shall relinquish the FERC exemption to the University of Notre Dame, in accordance with FERC practices and procedures and as required by a certain — Ground Lease Agreement dated December 12, 2016 between the University of Notre Dame and the City acting by and through its Board of Parks Commissioners. 2. The Board hereby empowers Therese Dorau, serving in her capacity as Director of Sustainability, to sign and execute any documents needed to effectuate the transfer of the FERC exemption to the University of Notre Dame. 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 December 13, 2016, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Elizabeth A. Maradik s/ Therese J. Doran sl James A. Mueller s/ Suzanna M. Fritzberg ATTEST: s/Linda M. Martin, Clerk APPROVAL OF AGREEMENTS/CON TR WTS/PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for Type I Business Second REGULAR MEETING DECEMBER 13, 2016 398 Contract Neu Northwest Acquisition/Rehabilitation $200,000: Maradik/Fritzberg Neighborhood, Program Contract No Change Inc. Extension to December in Amount 31, 2017 (CDBG) Contract Community Homeownership $200,000; Maradik/Fritzberg Homebuyers Assistance Program No Change Corporation, Inc. Contract Extension to in Amount December 31, 2017 (CDBG) Contract Department of Vacant and Abandoned $300,000; Maradik/Fritzberg Code Building Demolition No Change Enforcement Program Extension to in Amount South Bend December 31, 2017 Acquisition/Rehabilitation (CDBG) Contract $206,723; MaradikTritzberg Heritage Program Contract No Change Foundation, Inc. Extension to December in Amount 31, 2017 (CDBG) Contract South Bend Acquisition/Rehabilitation Transfer Maradik/Fritzberg Heritage Program Contract Balance of Foundation, Inc. 'Extension toDecember $113,545; 31, 2017 New Total $665,545 (CDBG) Professional Community City to provide Staff $15,000 Maradik/Fritzberg Services Homebuyers Support for CHC Paid to City Agreement Corporation Programs City to provide Staff $45,000 Maradik/Fritzberg Professional Urban Enterprise Services Association of Support for Paid to City Agreement South Bend, Inc. Administration of ULA Programs Agreement Historic Collect Data, Educate $26,000 Maradik/Fritzberg Preservation Public, Conduct Historic (2017 Commission of Review of Federal EDIT) South Bend and Projects St. Joseph County Third Urban Enterprise Additional Funds for $39,000; Maradik/Fritzberg Addendum Association of Grant Program for New Total to South Bend, Inc. Homeowners and $135,000 Agreement Landlords (EDIT) Revised Division of Water 2076 Revision to South N/A Maradik/Fritzbetg Utility Works Bend Municipal Utilities Billing Rules & Regulations Rules and Regulations Special Crossroads Fire Department to $147,872 Maradik/Fritzberg Purchase Ambulance Sales Purchase a "Demo (EMS & Service, LLC Ambulance" at Substantial Capital) Savings of a New Ambulance Software Application Data Annual Public Safety $57,912.98 Maradik/Fritzberg Support and Systems, Inc. Software Support and (General Maintenance Maintenance for CAD and Fund) Renewal RMS Systems U.S. Insight Public Purchase 170 In-Caz $936,045.50 Marmdik/Fritzberg Communitie Sector Video Camera Systems (General s Pricing Fund and Purchase Non - Reverting Grant Fund) Professional St. Jose h Count Extend Employer Extend MaradDJritzber REGULAR MEETING DECEMBER 13 2016 399 Services Bridges Out of Resource Network Balance of Agreement Poverty, Inc. Program through October $20,000 Amendment Northern Indiana 31,2017 Pathways Program for (COIT) $240,000 Maradik/Fritzberg to Workforce Board, Training Skills for (COM Agreement Inc. Workers to meet Labor Needs in Community Professional Services James Stokes Workforce Development $80,000 Maradik/Fritzherg Program Coordinator (EDIT) Agreement APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following permit and Applicant Description Date/Time Location Motion MaRitt Lmhcr King Procession — January 16, 2017; On Route as Carried Mazadik/Dorau Jr. Foundation by South Bend Heritage Foundation I I"Annual Martin Luther King Jr. March 12:00 p.m. to 1:45 p.m. submitted APPROVAL OF REVOCABLE PERMIT FOR ENCROACHMENT — GOODWILI. LEADS INC., D/B/A'IHE EXCEL CENTER Mr. Gilot stated an application for a Revocable Permit has been received for the purpose of allowing the installation of six (6) 18" x 36" banners promoting the Excel Center to be installed on six (6) light poles in the median strip on North Bendix Drive, north and east of the Excel Center. Traffic and Lighting gave an unfavorable recommendation, stating these poles were not designed for banners and don't have brackets, adding concerns with wind stress on the poles. Community Investment recommended approval subject to the poles ability to accommodate the banners in terms of manufacturer's warranty to attached mast arms, and addressing wind load. Ms. Maradik stated additionally the banners are a form of advertisement. Mr. Eric Horvath, Public Works, added if you say yes to this request how do you say no to all other advertising on City property. He recommended the City come up with a policy on the installation of banners. Therefore, upon a motion made by Mr. Gilot, seconded by Ms. Maradik and carried, the application for a Revocable Permit was denied and the Board requested Community Investment develop a policy for banners to give guidelines. REVISED APPROVAL OF REVOCABLE PERMIT FOR ENCROACHMENT HISTORICAL MARKER AT 828 PARK AVENUE In a memo to the Board, Mr. Jitin Kain, Deputy Director of Public Works, stated on November 8, 2016, the Board approved the above encroachment subject to working with Mr. Kain on a reduction in the size of the marker to make if more appropriate for a residential neighborhood. Mr. Kain stated subsequently he spoke to Ms. DeCicco about her request and received communication from the Indiana Historical Bureau who stated all historical markers are the same standard size across Indiana and fall under Indiana Code 4-23-7.2-11. He noted there is no precedent for a smaller historical marker. Mr. Kain stated it is his recommendation therefore, that the petitioner be allowed to place the historical marker at 828 Park Avenue at the standard size proposed in the treelawn parallel to the street. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Doran and carried, the Board revised their previous approval and approved the request to allow the standard size State Historical Marker as outlined above, and the Revocable Permit. 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. UNFAVORABLE RECOMMENDATION PETITION TO VACATE THE, FIRST EAST/WEST ALLEY BEHIND 315 WEST MADISON AND HALF OF THE NORTH/SOUTH ALLEY FROM MADISON TO MARION STREETS BETWEEN LAFAYETTE BLVD. AND WILLIAM STREET Mr. Gilot indicated that Mr. Demardo Contreras, 1115 Autumn Trail Drive, Mishawaka, Indiana 46544, has submitted a request to vacate the above referenced alleys due to being littered by vagrants and a safety hazard to the adjacent property owners. Mr. Gilot advised the Board is in REGULAR MEETING DECEMBER 13, 2016 400 receipt of unfavorable recommendations concerning this Vacation Petition from the Area Plan Commission, the Fire Department, and Engineering, all stating the vacation would make access to the lands of the aggrieved person by means of public way difficult or inconvenient. Engineering stated also the vacation would hinder the public's access to a church; school or other public building or place. Mr. Contreras was present and informed the Board that all of his neighbors are in favor of the request. He stated he spoke to the electric company and they are okay with the vacation as long as they have access to their utilities, which he will make sure they have. He noted there are vagrants unloading trash in the alley. Mr. Contreras told the Board he does a good job with his property but nobody will rent it the way it is now. He offered to bring — letters of support from his neighbors and the church affected by the vacation. Mr. Gilot explained that Indiana law is very specific about the criteria that must be met for the vacation of an alley. He noted out of the four (4) criteria, this request violates three (3). He agreed that Mr. Contreras has issues that need to be addressed, butthis may not be the best way to address them, suggesting calling the Police to help monitor the situation. He added State law is violated on three (3) counts and even if the church or the neighbors bring in letters, the ownership of the properties can change in the long term, and the Board has to follow State law. He suggested if Mr. Contreras appeals to the Common Council, he might have more political leverage and they might over -rule the Board. Therefore, Ms. Maradik made a motion recommending an unfavorable recommendation of the request for vacation. Ms. Fritzberg seconded the motion which carried. FAVORABLE RECOMMENDATION - PETITION TO VACATE THE NORTHlSOUTH ALLEY WEST OF EDDY STREET EAST OF NOTRE' DAME AVENUE NORTH OF COLFAX AVENUE Mr. Gilot indicated that Mr. Dave DuBois, South Bend Clinic, 211 North Eddy St., South Bend, Indiana 46617, has submitted a request to vacate the above referenced alley. Mr. DuBois stated on his application this is a resubmission due to an error in the description in the original Ordinance. Mr. Gilot advised the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Area Plan. Commission, Solid Waste, Engineering, and Fire Department. Area Plan stated 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. The 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. Fritzberg seconded the motion which tamed. RATIFY APPROVAL AND/OR RELEASE CONTRACTOR AND EXCAVATION BONDS Ms. Donna Hanson, Division of Engineering, recommended that the following Contractor Bond. be ratified pursuant to Resolution 100-7onn a� f�n,,.— Business Bond Type 9P Approved/ Released Effective Date Raffin Construction Company Contractor Approved Novembe,9,2016 Ms. Maradik made a motion that the bonds approval as outlined above be ratified. Ms. Fritzberg seconded the [notion, which carried. APPROVE. CLAIMS Ms. Maradik 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 $464,849,25 12/09/2016 City of South Bend $5,331,065.03 12/02/2016 City of South Bend $1,103,382.89 11 /30/2016 City of South Bend $2,529,812.86 12/13/2016 U.S. Bank National Association; Smart Streets Bond; $1,880,214.83 12/68/2016 Requisition No. 54 St. Joseph County Housin Consortium $35,656.08 l l/09/2016 St. Joseph County IIousing Consortium $36,858.33 11/18/2016 St. Joseph Cotmty Housing Consortium $2,768.00 11/04/2016 REGULAR MEETING DECEMBER 13, 2016 401 Therefore, Ms. Maradik made a motion that after review of the expenditures, the claims be approved as submitted. Ms. Doran 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 carried, the meeting adjourned at 10:44 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President Elizabeth A. Maradik, Member There J. Dorau Me er Jart A. Mueller, Member Suzann Pritzberg, Member ATTEST: Linda M. Martin,'Clerk