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HomeMy WebLinkAbout01242017 Board of Public Works MeetingAGENDA REVIEW SESSION JANUARY 19, 2017 13 Mr. Rich Estes, Community Investment, stated this request for bid award to Lincoln Electric is to the company that didn't provide a bid bond; but was the only bid received. He stated he is asking to award subject to submission of a bid bond. Attorney Schmidt stated the bid bond is referenced four (4) times in the specs, there was clear instructions. He added if they can cure it, he would recommend an award, but if not, he would recommend heading back to the open market. He noted a bid bond would be required on the open market purchase. Mr. Schmidt stated the Board would treat it as an irregularity and allow them time to produce a bond. Mr. Estes noted they asked if they could do a letter of guarantee. Mr. Gilot stated the Board has previously accepted a letter of credit. - Resolution No. 04-2017 — Renaming Certain Streets Attorney Schmidt stated per Ordinance, the Mayor has the authority to approve street name changes, and the Board has the authority to execute the process. Consent to Annexation — 22500 Lincolnway West Ms. Maradik stated any contiguous properties have to be annexed. She stated Mr. Mike Divita, Community Investment, stated this property is contiguous. No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 11:19 a.m. BOARD OF PUBLIC WORKS Therese J. Dorau Member Jam A. Mueller, Member Suzanna M. Fritzberg, Member ATTEST: *id . Martin, Jerk REGULAR MEETING JANUARY 24, 2017 The Regular Meeting of the Board of Public Works was convened at 9:32 a.m. on January 24, 2017, by Board Member Elizabeth Maradik with Board Members James Mueller, Suzanna Fritzberg, and Therese Dorau present. President Gary A. Gilot was absent. Also present was Board Attorney Michael Schmidt. ADDITION TO THE AGENDA Ms. Maradik noted the addition to the agenda of a quote award for the 2016 Bus Shelters. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Dorau, seconded by Ms. Fritzberg and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Review Meeting of the Board held on January 5, January 10, and January 17, 2017, were approved. ADOPT RESOLUTION NO. 04-2017 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH BEND INDIANA RENAMING CERTAIN STREETS Ms. Maradik noted the presence of Mr. Samuel Brown and asked if there was an item he was present to speak about. He stated he was present for the approval of the renaming of Dr. Martin Luther King Dr. Ms. Maradik suggested the Board move ahead to that item, noting there were two (2) items regarding the street renaming on the agenda. Therefore, upon a motion made by REGULAR MEETING JANUARY 24, 2017 14 Mr. Mueller, seconded by Ms. Fritzberg and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.04-2017 A RESOLUTION OF THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH BEND, INDIANA, EFFECTUATING THE EXECUTIVE'S RENAMING OF CERTAIN STREETS WHEREAS, pursuant to Indiana Code § 36-7-4-405(c), City of South Bend, Indiana Mayor Pete Buttigieg has renamed a portion of the street commonly known as St. Joseph Street and Michigan Street between Western Avenue and Marion Street to "Dr. Martin Luther King Jr. Blvd"; and WHEREAS, pursuant to Indiana Code § 36-7-4-405(c), Mayor Pete Buttigieg has also renamed a portion of the street commonly known as Dr. Martin Luther King Jr. Drive between Washington Street and Lincoln Way West to "Charles Martin Sr. Dr"; and WHEREAS, pursuant to Indiana Code § 36-7-4-405(h), notice of the renaming of a municipal street shall be provided no later than the last day of the month in which the street is to be renamed, to the following: 1. The County Circuit Court Clerk or board of registration; 2. The statewide 911 board; 3. The United States Postal Service; and 4. Any other person or body that the Mayor considers appropriate to receive such notice; and WHEREAS, the City of South Bend Board of Public Works desires to complete all notifications as required under Indiana Code § 36-7-4-405(h); NOW, THEREFORE, BE IT RESOLVED by the City of South Bend Board of Public Works as follows: SECTION I. The Board shall hereby execute all notifications required under Indiana Code § 36-7-4-405(h) to effectuate the renaming of a portion of the street commonly known as St. Joseph Street and Michigan Street between Western Avenue and Marion Street to "Dr. Martin Luther King Jr. Blvd". SECTION H. The Board shall also execute all notifications required under Indiana Code § 36-7-4-405(h) to effectuate the renaming of a portion of the street commonly known as Dr. Martin Luther King Jr. Drive between Washington Street and Lincoln Way West to "Charles Martin Sr. Dr". SECTION III. 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 January 24, 2017, 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. Dorau s/ James A. Mueller s/ Suzanna M. Fritzberg ATTEST: s/Linda M. Martin, Clerk APPROVE TRAFFIC CONTROL DEVICES Secondly Ms. Maradik stated, there is the approval of the street signs to be changed. Upon a motion made by Mr. Mueller, seconded by Ms. Fritzberg and carried, the following traffic control devices were approved: REGULAR MEETING JANUARY 24, 2017 15 REVISION: Change Dr. Martin Luther King Jr. Drive between Washington Street and Lincolnway West to Charles Martin Sr. Dr. REVISION: Change St. Joseph Street and Michigan Street between Western Avenue and Marion Street to Dr. Martin Luther King Jr. Dr. REMARKS: All criteria has been met Mr. Samuel Brown questioned how long it would be before the signs will go up. Mr. Mueller stated the City needed to order bigger signs to accommodate the names so they were waiting on those. He added he would email Mr. Brown when he had more information on the date of installation. AWARD BID —EQUIPMENT PURCHASE FOR NELLO CORPORATION PHASE XIII PROJECT NO. 116-134 (RWDA TIF) Mr. Richard Estes, Engineering, advised the Board that on January 10, 2017, bids were received and opened for the above referenced equipment. After reviewing those bids, Mr. Estes recommended that the Board award the contract to the lowest responsive and responsible bidder BSCO, Inc., 2934 S E Loop, Fort Worth, TX 76140, in the amount of $53,500. Therefore, Ms. Dorau made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Fritzberg seconded the motion, which carried. AWARD BID — EQUIPMENT PURCHASE FOR NELLO CORPORATION PHASE XIV PROJECT NO. 116-135 (RWDA) Mr. Richard Estes, Engineering, advised the Board that on January 10, 2017, bids were received and opened for the above referenced equipment. After reviewing those bids, Mr. Estes, recommended that the Board award the contract to the lowest responsive and responsible bidder Sherwin Williams, 1220 S Main St., South Bend, IN 46601, in the amount of $104,879. Therefore, Ms. Fritzberg made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Dorau seconded the motion, which carried. AWARD BID — EQUIPMENT PURCHASE FOR NELLO CORPORATION PHASE XV PROJECT NO. 116-136 (RWDA TIF) Mr. Richard Estes, Engineering, advised the Board that on January 10, 2017, bids were received and opened for the above referenced equipment. After reviewing those bids, Mr. Estes recommended that the Board award the contract to the lowest responsive and responsible bidder Sherwin Williams, 1220 S Main St., South Bend, IN 46601, in the amount of $40,221. Therefore, Ms. Fritzberg made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Dorau seconded the motion, which carried. AWARD BID — EQUIPMENT PURCHASE FOR NELLO CORPORATION PHASE XVI PROJECT NO. 116-137 (RWDA TIFF Mr. Richard Estes, Engineering, advised the Board that on January 10, 2017, bids were received and opened for the above referenced equipment. After reviewing those bids, Mr. Estes recommended that the Board award the contract to the sole bidder, The Lincoln Electric Company, 3749 Broadmoor Ave., Suite B, Grand Rapids, MI 49512, in the amount of $427,812.23. Mr. Estes noted they did not submit a bid bond as required with their bid, but at the Board's and Legal's direction, he has been working with them and they are working on obtaining a bid bond. Therefore, Ms. Fritzberg made a motion that the recommendation be accepted and the bid be awarded as outlined above, subject to receipt of a bid bond or Irrevocable Letter of Credit. Ms. Dorau seconded the motion, which carried. Mr. Schmidt added the bond or letter of credit must be acceptable to the Board. AWARD QUOTATION — 2017 DOWNSPOUT DISCONNECT PROGRAM PROJECT NO 116-114 (WASTEWATER O&M) Ms. Hana Parkhill, Engineering, advised the Board that on December 13, 2016, quotations were received and opened for the above referenced project. After reviewing those quotations, Ms. Parkhill recommended that the Board award the contract to the lowest responsive and responsible bidder, Acorn Landscaping, 3680 W Sample St., South Bend, IN 46619, in the REGULAR MEETING JANUARY 24, 2017 16 amount of $49,995. Therefore, Ms. Fritzberg 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— 2016 BUS SHELTERS — PROJECT NO 116 046 (COIT) Mr. Roger Nawrot, Engineering, advised the Board that on December 13, 2016, quotes were received and opened for the above referenced project. After reviewing those quotes Mr. Nawrot recommended that the Board award the contract to the lowest responsive and responsible bidder Gibson -Lewis, LLC, 1001 W. 11 th Street, Mishawaka, Indiana, in the amount of $144,962.40 for the Base Bid. In a memo to the Board, Mr. Nawrot stated both Ancon Construction and Gibson Lewis did not have the unit prices filled in. He was able to determine the unit prices based on the quantities, the amount of the items that was filled in, and the total amounts. Therefore, Ms. Fritzberg made a motion that the recommendation be accepted and the bid be awarded and the contract approved as outlined above. Ms. Dorau seconded the motion, which carried. APPROVE CHANGE ORDER NO. 2 — CENTURY CENTER SERVICE COURT IMPROVEMENTS— PROJECT NO 116-006 (HOTEL/MOTEL TAXI Ms. Maradik advised that Mr. Rich Estes, Engineering, has submitted Change Order No. 2 on behalf of Holladay Construction Group, 227 S Main St., Suite 200, South Bend, IN 46601, indicating the Contract amount be decreased by $5,000 for a new contract sum, including this Change Order, in the amount of $147,513. Upon a motion made by Ms. Fritzberg, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — CENTURY CENTER CEO SUITES SUITE 17 REMODEL— PROJECT NO 116-010 (HOTEL/MOTEL TAX_) Ms. Maradik advised that Mr. Rich Estes, Engineering, has submitted Change Order No. 1 on behalf of Holladay Construction Group, 227 S Main St., Suite 200, South Bend, IN 46601, indicating the contract amount be decreased by $12,078 and increased by an additional twenty- eight (28) calendar days, for a new contract sum, including this Change Order, in the amount of $205,984 and a new completion date of January 23, 2017. Upon a motion made by Ms. Fritzberg, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — POTAWATOMI ZOO PARKING LOT STRIPING — PROJECT NO. 115-129B (PARKS CAPITAL IMPROVEMENT) Ms. Maradik advised that Mr. Rich Estes, Engineering, has submitted Change Order No. 1 on behalf of DBL Services, Inc., 1811 N Clover Road, Mishawaka, IN 46545, indicating the Contract amount be increased by fifty-nine (59) calendar days for a new contract completion date of March 13, 2017. Upon a motion made by Ms. Fritzberg, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — BERLIN PLACE SITE DEVELOPMENT— PROJECT NO. 116-089 (RWDA TIF) Ms. Maradik advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of HRP Construction Inc., 5777 Cleveland Road, South Bend, IN 46628, indicating the Contract amount be increased by $2,352 for a new contract sum, including this Change Order, in the amount of $492,852. Upon a motion made by Ms. Fritzberg, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 7 — WASTEWATER TREATMENT PLANT SECONDARY IMPROVEMENT— PROJECT NO. 114-053 2011/2012 SEER BOND WASTEWATER EQUIPMENT AND TREATMENT & DISPOSAL) Ms. Maradik advised that Mr. Jacob Klosinski, Wastewater, has submitted Change Order No. 7 on behalf of Thieneman Construction, Inc., 17219 Foundation Parkway, Westfield, IN 46074, indicating the Contract amount be increased by $46,330 and thirty (30) days, for a new contract sum, including this Change Order, in the amount of $12,790,965.87 and a new completion date of November 12, 2017. Upon a motion made by Ms. Fritzberg, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE CHANGE ORDER NO 3 (FINAL) AND PROJECT COMPLETION AFFIDAVIT —DEMOLITION OF VACANT AND ABANDONED HOUSES PHASE IX — PROJECT NO. 116-074A (EDIT) 1 1 REGULAR MEETING JANUARY 24, 2017 17 Ms. Maradik advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 3 (Final) on behalf of Indiana Earth, Inc., 10343 McKinley Highway, Osceola, IN 46561, indicating the contract amount be increased by fourteen (14) days for a new contract completion date of November 11, 2016. Upon a motion made by Ms. Fritzberg, seconded by Ms. Dorau and carried, Change Order No. 3 (Final) and the Project Completion Affidavit were approved. APPROVE CHANGE ORDER NO. 2 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — DEMOLITION OF VACANT AND ABANDONED HOUSES PHASE IX — PROJECT NO 116-074B (EDIT) Ms. Maradik advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 2 (Final) on behalf of Green Demolition Contractors, 1427 W Dickens Avenue, Chicago, IL 60614 indicating the contract amount be increased by $8,792 for a modified contract sum, including this Change Order, of $196,857, and four (4) additional days. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $196,857 and revised completion date of November 14, 2016. Upon a motion made by Ms. Fritzberg, seconded by Ms. Dorau and carried, Change Order No. 2 (Final) and the Project Completion Affidavit were approved. APPROVE PROJECT COMPLETION AFFIDAVIT — DEMOLITION OF VACANT AND ABANDONED HOUSES, PHASE IX - PROJECT NO. 116-074C (EDIT) Ms. Maradik advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Indiana Earth, Inc., 10343 McKinley Highway, Osceola, IN 46561, for the above referenced project, indicating a final cost of $89,782.94. Upon a motion made by Ms. Fritzberg, seconded by Ms. Dorau and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — OLIVER PLOW PERGOLA - PROJECT NO. 116-075 (LIABILITY INSURANCE FUND) Ms. Maradik advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of C&S Masonry Restoration, Inc., 3725 N Foundation Court, Suite AB, South Bend, IN 46628, for the above referenced project, indicating a final cost of $22,000. Upon a motion made by Ms. Fritzberg, seconded by Ms. Dorau and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — TRAFFIC FLIR CAMERAS AT CLEVELAND ROAD AND AMERITECH DRIVE - PROJECT NO 115-131B (TRAFFIC SIGNAL MAINTENANCE) Ms. Maradik advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Michiana Contracting, Inc., PO Box 929, Plymouth, IN 46563, for the above referenced project, indicating a final cost of $40,400. Upon a motion made by Ms. Fritzberg, seconded by Ms. Dorau and carried, the Project Completion Affidavit was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — MICHIANA BRICK SITE DEMOLITION — PROJECT NO 116-138 (REDA TIF) In a memorandum to the Board, Mr. Rich Estes, Community Investment, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Ms. Fritzberg, seconded by Ms. Dorau and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — TRUCKING OF BELT PRESSED BIOSOLIDS FOR LAND APPLICATION (ORGANIC RESOURCES CONTRACTUAL SERVICES) In a memorandum to the Board, Mr. Jacob Klosinski, Environmental Services, requested permission to advertise for the receipt of bids for the above referenced services. Therefore, upon a motion made by Ms. Fritzberg, seconded by Ms. Dorau and carried, the above request was approved. ADOPT RESOLUTION NO. 01-2017 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH BEND INDIANA APPROVING THE CHANGE IN THE EFFECTIVE DATE OF ANNUAL PAY INCREASES Upon a motion made by Ms. Fritzberg, seconded by Ms. Dorau and carried, the following Resolution was adopted by the Board of Public Works: REGULAR MEETING JANUARY 24, 2017 18 RESOLUTION NO. 01-2017 A RESOLUTION OF THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH BEND, INDIANA APPROVING THE CHANGE IN THE EFFECTIVE DATE OF ANNUAL PAY INCREASES WHEREAS, the City of South Bend, Indiana ("City") typically increases salary and hourly payroll rates for bargaining employees, non -bargaining employees and elected officials effective January 1st of each year; and WHEREAS, the date of January Pt often occurs during the middle of a scheduled bi-weekly payroll period and, thus, make the calculation of gross pay cumbersome for the Human Resources and Payroll Departments because of the need to use different hourly pay rates for hours worked before January 1 st and hours worked after January 1 st, and WHEREAS, the City budgets for salaries and wages on a cash basis using the new payroll amounts approved in the collective -bargaining, non -bargaining and elected official salary ordinances, and WHEREAS, under the current payroll procedure, some employees question the accuracy of their gross and net pay amounts on their initial paycheck (and believe that they are understated) because some of the hours earned are paid at the old payroll rate, and WHEREAS, the City desires to be open and transparent with its employees and to process payroll in an efficient and cost-effective manner. NOW, THEREFORE, BE IT RESOLVED by the City of South Bend Board of Public Works as follows: The effective date of salary and hourly payroll increase will be the first pqy date of the new year and will cover all hours earned during that pay period, including hours earned during the preceding calendar year. 2. The cost of implementing this resolution is approximately $33,000 per year and will be paid for by departmental salary budgets during 2017. The cost will be included in the salary budgets for future years. 3. This Resolution shall be in full force and effect after its adoption by the City of South Bend Board of Public Works and will be retroactive to the pay date of January 13, 2017 and cover the pay period dated December 24, 2016 through January 6, 2017. ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana held on January 24, 2017, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Suzanna Fritzberg s/ Elizabeth A. Maradik s/ Therese J. Dorau s/ James A. Mueller ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 02-2017 — A RESOLUTION OF THE CITY OF SOUTH BEND BOARD OF PUBLIC WORKS ON PARKING AT THE SOUTH BEND WATER WORKS FACILITY 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.02-2017 RESOLUTION OF THE CITY OF SOUTH BEND BOARD OF PUBLIC WORKS F 1 REGULAR MEETING JANUARY 24, 2017 19 1 ON PARKING AT THE SOUTH BEND WATER WORKS FACILITY LOCATED AT 125 W. COLFAX AVENUE, SOUTH BEND, INDIANA 46601 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, pursuant to Section 20-3(a)(2) of the City of South Bend Code of Ordinances, the Board has the authority to specify parking restrictions for municipal parking facilities or parts thereof; and WHEREAS, the South Bend Water Works, located at 125 W Colfax Ave, South Bend, IN 46601 ("Water Works"), has a City owned parking facility located immediately adjacent to its building; WHEREAS, the Water Works parking facility is intended to be used only by Water Works customers during regular business hours; and WHEREAS, Water Works and the City desire to restrict parking to a maximum of thirty (30) minutes and only during regular business hours; and WHEREAS, Water Works and the City desire to install proper signage at each parking spot in the aforementioned Water Works parking lot notifying all drivers that such parking is limited to thirty (30) minutes and a violation of such a parking restriction will result in towing. BE IT RESOLVED that the Board of Public Works hereby approves the installation of signage which limits and restricts parking at the Water Works parking lot to thirty (30) minutes during regular business hours. ADOPTED January 24, 2017. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Suzanna Fritzberg s/ Elizabeth A. Maradik s/ Therese J. Dorau s/ James A. Mueller ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 03-2017 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY 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.03-2017 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: MISCELLANEOUS KITCHEN EQUIPMENT (see attached list) WHEREAS, Indiana Code 5-22-22-1 permits and establishes procedures 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 in order to dispose of the City's surplus personal property if the property to be sold is one (1) item with an estimated total value of $1,000 or less, or is more than one (1) item with an estimated value of $5,000 or less; and REGULAR MEETING JANUARY 24, 2017 20 WHEREAS, Indiana Code 5-22-22-1 states 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. THEREFORE, the Board of Public Works hereby authorizes and directs the Director of Public Works to enter into and execute any and all documents to facilitate the transfer, sale, or disposal of said property on behalf of the Board. ADOPTED this 24TH day of January 2017. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Suzanna 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 annroval: Type Business Description Amount/ Motion/ Joint Funding U.S. Geological Annual Agreement for Funding $3,000 Second Fritzberg/Dorau Agreement Survey Water Level (Water Works Measurement Operations) Consulting Bruce A. Snyder One (1) Year $50/Hour, Not Fritzberg/Dorau Agreement Agreement for to Exceed Assistance with $10,000 Preparation of the 2016 (Administration CAFR and Related & Finance Financial Projects Budget, General First WNIT, City of Extend Agreement for Fund) $85,000 Split Fritzberg/Dorau Amendment Mishawaka, St. Public Education and Per Original to Local Joseph County Government Access Agreement Government Channel 99 through (Other Service February 2, 2020 Professional Exchange Services) Agreement Legal Department of Legal Services related $75,000 Fritzberg/Dorau Services Community to TIF Area (RWDA TIF) Agreement Investment Redevelopment Supervisory Redevelopment TIF to Pay a Portion of $86,700 Fritzberg/Dorau Services Commission the DCI Assistant (RWDA TIF) Agreement Executive Director and Director II of Economic Resources Salaries for Supervisory Services Professional ShotSpotter Gun Fire Detection $180,000 Fritzberg/Dorau Services Equipment and (Police Non - Agreement Monitoring Service Reverting) Professional Pricewaterhouse Police and Fire $3,000/each; Fritzberg/Dorau Services Coopers LLP Department Pension Total $6,000 Contract Plan GASB 67 & 68 (Police and Fire Valuation Reporting Pension Plan) Sewer Bob Frame Updated List of Pre- N/A Fritzberg/Dorau Insurance Pre- Plumbing & Qualified Contractors Qualified Heating, Inc., for Sewer Insurance 1 1 1 REGULAR MEETING JANUARY 24, 2017 21 1 Contractor Niezgodski Work Registry Plumbing, C&E Excavating, Inc.; Jerry Reed Plumbing, and K&K Excavating Consulting enFocus Cross Portfolio IT $65,000 Fritzberg/Dorau Agreement Project Management (IT Professional Consulting Services) Professional Donohue & Wastewater Treatment NTE $8,700 Fritzberg/Dorau Services Associates, Inc. Plant Belt Filter Press (Utilities, Agreement No. 4 Rehabilitation Wastewater Engineering Services Engineering) Consulting Earth Geotechnical NTE $17,820 Fritzberg/Dorau Contract Exploration, Inc. Investigation & Report (RWDA TIF) for Coal Line Trail Phase I & II APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following permit and license annlications were presented for gnnrnvnl- Applicant Description Date/Time Location Motion Carried St. Joseph Procession - January 27, 553 E. Washington St. Fritzberg/Dorau County Right March for Life 2017; 11:30 down Jefferson Blvd. to Subject to to Life and Rally a.m. to 12:15 the Federal Courthouse staying on p.m• sidewalks and obeying traffic laws FAVORABLE RECOMMENDATION - PETITION TO VACATE THE I" EAST/WEST ALLEY NORTH OF MANITOU PLACE SOUTH OF RIVERSIDE DRIVE ON WEST SIDE OF NORTH/SOUTH ALLEY BETWEEN PARK AND FOREST AVENUE Ms. Maradik indicated that Jason Ruiz, 830 Forest Avenue, South Bend, IN 46616, has submitted a request to vacate the above referenced alley. Ms. Maradik advised the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Area Plan Commission, Fire Department, Solid Waste, Community Investment and Engineering. 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. Fritzberg made a motion recommending approval of the request for vacation. Mr. Mueller seconded the motion which carried. FAVORABLE RECOMMENDATION - PETITION TO VACATE WEST MONROE STREET FROM LAFAYETTE BOULEVARD TO DEAD-END AT FOUR WINDS FIELD Ms. Maradik indicated that Mr. Joe Hart, on behalf of Heading for Home, LLC, 501 W South St, South Bend, IN 46601, has submitted a request to vacate the above referenced street. Ms. Maradik advised the Police Department, Fire Department, Street Department and Solid Waste submitted favorable recommendations for the vacation. Community Investment and Engineering Departments gave a favorable recommendation, subject to the petitioner providing a recorded property access agreement between the owner of the Zion Missionary Baptist Church and the South Bend Cubs. Ms. Maradik advised the Board is in receipt of unfavorable recommendations for this Vacation Petition from the Area Plan Commission. Area Plan stated the vacation would make access to the lands of the aggrieved person by means of public way difficult or inconvenient, and the vacation would hinder the public's access to a church, school or other public building or place, both violations of IC 36-7-3-13 criteria for a vacation. They noted 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 hinder the use of a public right-of-way by the neighborhood in which it is located or to which it is contiguous. Mr. Dave Relos, Community Investment, was present and informed the Board there was a meeting with the REGULAR MEETING JANUARY 24, 2017 22 two (2) parties this last weekend and they came to terms for access; they just need to draw up the agreement and sign it prior to submitting to the Council. Therefore, Ms. Fritzberg made a motion recommending approval of the request for vacation contingent to successful completion and recording of an access agreement between the parties prior to submittal to the Common Council. Ms. Dorau seconded the motion which carried. APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE — 52572 BLUE WINGED TRAIL — SEWER/WATER Ms. Maradik stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to Remonstrate as submitted by Thomas H Morrison Group LLC, 2560 Portage Road, Niles, MI 49120. The Consent indicates that in consideration for permission to tap into public water/sanitary sewer system of the City, to provide water/sanitary sewer service to the above referenced property at 52572 Blue Winged Trail (Key #71-02-23-400-051-000-029), the Morrison Group waive(s) and release(s) any and all right to remonstrate against or oppose any pending or future annexation of the property by the City of South Bend. Therefore, Ms. Fritzberg made a motion that the Consent be approved. Ms. Dorau seconded the motion, which carried. APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE — 52604 BLUE WINGED TRAIL — SEWERJWATER Ms. Maradik stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to Remonstrate as submitted by Thomas H Morrison Group LLC, 2560 Portage Road, Niles, MI 49120. The Consent indicates that in consideration for permission to tap into public water/sanitary sewer system of the City, to provide water/sanitary sewer service to the above referenced property at 52604 Blue Winged Trail (Key #71-02-23-400-053-000-029), the Morrison Group waive(s) and release(s) any and all right to remonstrate against or oppose any pending or future annexation of the property by the City of South Bend. Therefore, Ms. Fritzberg made a motion that the Consent be approved. Ms. Dorau seconded the motion, which carried. RATIFY APPROVAL AND/OR RELEASE CONTRACTOR AND EXCAVATION BONDS Ms. Donna Hanson, Division of Engineering, recommended that the following Contractor and Excavation Bonds be ratified pursuant to Resoh,tion 1 nn-?nno nn.qinr rAl-..-A .,, ,, ... . -- ------ -- -- wvl IUIU NUU US 1011VWJ. Business Bond Type Yp Approved/ Released Effective Date HRP Construction Excavation I Approved December 7, 2016 1v1,7. 1 11LZ VG1r 11MUC d 111OLIOR that the bonds approval as outlined above be ratified. Ms. Dorau seconded the motion, which carried. 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 accuracv. Name Amount of Claim Date City of South Bend $5,631,130.49 O1/13/2017 City of South Bend $1,975,451.08 01/24/2017 U.S. Bank National Association $16,400 01/20/2017 U.S. Bank National Association; 2015 EDIT/Parks Bond $12,033.35 01/10/2017 PNC Equipment Finance, LLC & U.S. Bank National $51,351 01/10/2017 Assoc.; Requisition No. 16 PNC Equipment Finance, LLC & U.S. Bank National $46,693 01/10/2017 Assoc.; Requisition No. 17 PNC Equipment Finance, LLC & U.S. Bank National $78,808 01/14/2017 Assoc.; Requisition No. 18 PNC Equipment Finance, LLC & U.S. Bank National $647,925 01/14/2017 Assoc.; Requisition No. 19 PNC Equipment Finance, LLC & U.S. Bank National $43,110 01/14/2017 Assoc.; Requisition No. 20 U.S. Bank National Association; 2015 EDIT/Parks Bond $51,122.47 01/14/2017 U.S. Bancorp Government Leasing & Finance; U.S. Bank $115,154.71 01/23/2017 National Association; Water Meters St. Joseph County Housing Consortium $2,816 01/18/2017 1 1 1 REGULAR MEETING JANUARY 24 2017 23 1 Therefore, Ms. Maradik made a motion that after review of the expenditures, the claims be approved as submitted. Mr. Mueller seconded the motion, which carried. PRIVILEGE OF THE FLOOR Attorney Michael Schmidt updated the Board on the award of the bid for Fire Station No. 4. to Gibson Lewis, LLC. He reviewed what had occurred since Mr. Eric Horvath, Director of Public Works, recommended the Board proceed with the award to Gibson -Lewis, LLC. Mr. Schmidt stated after hearing the opening of the bids, Gibson -Lewis immediately asked to rescind their bid. He noted he was given the authority to work with them, along with Fire Chief Stephen Cox, and Gibson -Lewis has now agreed to proceed and signed the contract. Mr. Schmidt stated he wanted to make note that special credit should go to the Chief and Mr. Horvath on their work on this and the resulting substantial savings to the city. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the meeting adjourned at 10:05 a.m. ATTEST: jnda.2M�. Martin, Clerk BOARD OF PUBLIC WORKS Gary A. Gilot, President ta AIL U�_ Elizabeth A. Maradik, Member Therese J. Dorau; Meniber Vies A. Mueller, Member Suzanna Fritzberg, Member