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HomeMy WebLinkAbout04112017 Board of Public Works MeetingAGENDA REVIEW SESSION APRIL 06,201 95 BOARD OF PUBLIQ )X Gary A. Qilot, President Elizabeth A. Maradik, Member Therese J. Dorau,44e4Ker James A. Mueller, Member 4 zZ��J,,,JXL a� . Fritz rg, Menfer ATTEST: I—da M. Martin, �Cerk REGULAR MEETING APRIL 11, 2017 The Regular Meeting of the Board of Public Works was convened at 9:34 a.m. on April 11, 2017, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, James Mueller, Suzanna Fritzberg, and Therese Dorau present. Also present was Board Attorney Michael Schmidt. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of a Collaboration Agreement between the Board of Works, Board of Park Commissioner's, and Bowman Creek Group for the installation of a tree farm on vacant City lots owned by the Board of Works. 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 March 23, 28, and April 4, 2017, were approved. OPENING REJECTION AND APPROVAL OF RE -ADVERTISING OF BIDS — BERLINN PLACE NO 2 MECHANICALS ELECTRIC AND PLUMBING — PROJECT NO. 117-048 (RWDA TIFI 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 bid was opened and publicly read: MARTELL ELECTRIC, LLC 4601 Cleveland Road South Bend, IN 46628 Bid was signed by: Jennifer Brown 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: $8,972,400 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above bid was referred to Community Investment and Engineering for review and recommendation. After reviewing the bid, Mr. Rich Estes, Community Investment, recommended that the Board reject the sole bid and approve to re -advertise, noting the bid was well over budget. Therefore, Ms. Maradik REGULAR MEETING APRIL 11, 2017 96 made a motion that the recommendation be accepted and the bid be rejected and the project be re - advertised as outlined above. Ms. Dorau seconded the motion, which carried. OPENING AND AWARD OF BIDS — WASTEWATER TREATMENT PLANT BELT FILTER PRESS NO. 4 REHABILITATION — PROJECT NO. 1174025 TILITIES OTHER EQUIPMENT) 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: ALFA LAVAL INC. 10470 Deer Trail Drive Houston, TX 77038 Bid was signed by: Larry Packard 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: Item No. 1: Base Bid: $192,360,00 Item No. 2: Allowance, Additional Refurbished Items: $5,000.00 Total: $197,360,00 INDUSTRIAL MAINTENANCE AND CONTRACT SERVICES L.P. 1739 Ridge Road Munster, IN 46321 Bid was signed by: William Laszlo 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: Item No. l: Base Bid: $197,108.00 Item No. 2: Allowance, Additional Refurbished Items: $5,000.00 Total: $202,108.00 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above bids were referred to Wastewater for review and recommendation. After reviewing those bids, Mr. Jacob Klosinski recommended that the Board award the contract to the lowest responsive and responsible bidder Alfa Laval, Inc., in the amount of $197,360_ Therefore, Ms. Maradik made a motion that the recommendation be accepted and the bid be awarded and the contract approved as outlined above. Ms. Fritzberg seconded the motion, which carried. OPENING OF BIDS — DUCTILE IRON PIPE GATE VALVES AND FIRE HYDRANTS (WATERWORKS OPERATIONS/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: HD SUPPLY WATERWORKS LTD 10830 Joliet Road St. John, IN 46373 Bid was signed by: Matthew Ferguson 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. REGULAR MEETING APRIL 11, 2017 97 Ten percent (10%) Bid Bond was submitted. BID: $607,661.40 FERGUSON WATERWORKS 1077 Oliver Plow Court South Bend, IN 46601 Bid was signed by: Devin Nuner 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. BID: $553,784.00 UTILITY SUPPLY COMPANY 52 South Park Avenue Peru, IN 46970 Bid was signed by. Michael Mundy 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 Security Check was submitted. BID: S585,524.10 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above bids were referred to Water Works for review and recommendation. OPENING OF BIDS — THREE (3), MORE OR LESS, 2017 OR NEWER, FOUR -DOOR HYBRID UTILITY VEHICLES — SPEC F BUILDING DEPARTMENT CAPITAL LEASE This was the date set for receiving and opening of sealed bids for the above referenced project. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri-County News, which were found to be sufficient. The following bids were opened and publicly read: 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. Estimated number of days for delivery from award date: 85-100 days BID: $22,499.00 Each GATES AUTOMOTIVE 640 Ireland Road South Bend, IN 46614 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. REGULAR MEETING APRIL 11 2017 98 Ten percent (10%) Bid Bond was submitted. Estimated number of days for delivery from award date: 90-120 days BID: $25,517 Each Attorney Schmidt noted a bid was accidentally opened for another bid, Three (3), More or Less, 2017 or Newer, Front -Wheel Drive Cargo Vans, that is not due until April 25. He stated since no dollar amount was read into the record and nobody viewed the bid information, he would reseal the bid for the April 25 meeting. 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 — ONE 1 OR MORE 2017 OR NEWER ONE -TON FOUR-WHEEL DRIVE PICKUP TRUCKS — SPEC G (SOLID WASTE CAPITAI LEASE,) This was the date set for receiving and opening of sealed bids for the above referenced project. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri-County News, which were found to be sufficient. The following bids were opened and publicly read: 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. Estimated number of days for delivery from award date: Truck only: 8-10 weeks_ Add One week for Plow. Add F-6 weeks for CNG. BID: $28,279.00 Alternate 1: $5,484.00 Alternate 2: $5,989.00 Alternate 3: $9,864,00 GATES CHEVROLET 636 W McKinley Avenue 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. Estimated number of days for delivery from award date: 90-120; w/CNG: 120-180 BID: $30,190 Alternate 1: $5,192 Alternate 2. $5,769 Alternate 3: $10,750 Option B: $30,835 Alternate 1: $5,192 Alternate 2: $5,769 Alternate 3: $10,750 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 — TEN Q0? MORE OR LESS COMMERCIAL RIDING MOWERS — SPEC H PA CAPITAL LEASE REGULAR MEETING APRIL 11, 2017 99 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: RIGG'S OUTDOOR POWER EQUIPMENT 825 Meijer Drive Mishawaka, IN 46544 Bid was signed by: Jerry Klemczak 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 Security Check was submitted. Estimated number of days for delivery from award date: 10 BID: $10,200 Each Alternate No. 1: $9,349 ARLINGTON POWER EQUIPMENT 20175 N Rand Road Palatine, IL 60074 Bid was signed by: John Barber 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. One -Hundred percent (100%) Bid Security Check was submitted. Estimated number of days for delivery from award date: 14 inclusive BID: $9,800 Each Alternate No. 1: $9,250 NORTH CENTRAL INDIANA EQUIPMENT DBA YARD-N-GARD 919 E Mishawaka Road Elkhart, IN 46517 Bid was signed by: Keegan Campbell 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. Estimated number of days for delivery from award date: 20 BID: $10,896.00 Each Alternate No. l: $1,896 TILES IN STYLE LLC DBA TAZA SUPPLIES LLC 697 Executive Drive Willowbrook, IL 60527 Bid was signed by: Zen Govan Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Bid Bond was not submitted. Estimated number of days for delivery from award date: 30 days or sooner. BID: $11,786.00 Each REGULAR MEETING APRIL 11, 2017 100 Alternate No. 1: $10,786.00 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above bids were referred to Venues, Parks, and Arts for review and recommendation. OPENING OF QUOTATIONS — 2017 COLD MILLING — PROJECT NO. 117 051 (LRSA) 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: WALSH & KELLY, INC. 24358 SR 23 South Bend, IN 46614 Quotation was submitted by Dustin Hilary QUOTATION: $120,000.00 J.L. MILLING, INC. 15262 Industrial Drive Schoolcraft, MI 49087 Quotation was submitted by Linda Schuring QUOTATION: $62,200.00 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 OF QUOTATIONS — 2017 TREE AND STUMP REMOVAL — PROJECT NO. 117- 009 (MVH) 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: KC TREE, INC. - 1320 Third Street Osceola, IN 46561 Quotation was submitted by Kregg Keigley QUOTATION: $40,200.00 K & R TREE SERVICE LLC 1724 S Grant Street South Bend, IN 46613 Quotation was submitted by Kevin Kenney QUOTATION: $39,619.47 Attorney Schmidt stated K&R Tree Service LLC noted on their bid that one of the addresses listed in the bid specs, 719 Edison Rd., does not exist and they believe it should be 729 Edison Rd. 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 — FIRE STATION TRAINING CENTER SITE IMPROVEMENTS — PROJECT NO. 117-013 REPAIRS/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 quotations were opened and read: TX CONCRETE 24899 Filhnore Road South Bend, IN 46619 Quotation was submitted by Jose Quijado QUOTATION: $8,545.00 REGULAR MEETING APRIL 11, 2017 101 WILLIS CONSTRUCTION 54300 Rose Road South Bend, IN 46628 Quotation was submitted by Joshua Willis QUOTATION: $10,400.00 JW CONCRETE & EXCAVATING 1617 Td Street Osceola, IN 46561 Quotation was submitted by Rodney Rouch QUOTATION: $12,755.00 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above quotations were referred to Engineering and the Fire Department for review and recommendation_ After reviewing those quotations, Mr. Kevin Fink, Engineering, informed the Board that TX Concrete did not fill in unit prices, just totals for each line item. Mr. Fink stated he calculated the unit prices based on quantity and totals and Mr. Jose Quijado, TX Concrete, confirmed over the phone that his calculations were correct. Mr. Fink stated Willis construction made a multiplication error that, when corrected, results in a $69 increase to the final total. He noted he confirmed this with Willis Construction over the phone also. Mr. Fink stated the quote tabulation reflects the corrected final amount, and the increase does not impact the quote order results. Therefore, Mr_ Fink recommended that the Board award the contract to the lowest responsive and responsible bidder, TX Concrete, in the amount of $8,545.13. Upon a motion by Ms. Maradik, seconded by Ms. Fritzberg and carried, the recommendation was approved and the quotation was awarded as outlined above. OPENING OF QUOTATIONS — NORFOLK SOUTHERN AND CANADIAN NATIONAL RAILROAD CROSSINGS AND QUIET ZONES MATERIALS— PROJECT NO. 116-110 LOIT 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: IMPACT RECOVERY SYSTEMS, INC. 4955 Stout Drive San Antonio, TX 78219 Quotation was submitted by Carol Pollok 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: $42,298.63 MGI TRAFFIC CONTROL PRODUCTS PO Box 421 Fairland, IN 46126 Quotation was submitted by Mike Green 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: $45,966.40 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above Quotations were referred to Engineering for review and recommendation. REGULAR MEETING APRIL 11 2017 102 OPENING OF QUOTATIONS — WASTEWATER TREATMENT PLANT RIVERBANK STABILIZATION (UTILITIES, WASTEWATER CONTRACTUAL SERVICES OTHEP 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: EFM EXCAVATING, INC. 20932 West I" C Road Walkerton, IN 46574 Quotation was submitted by Edward Maekowiez 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: $89,650.00 INDIANA EARTH, INC. 10343 McKinley Highway Osceola, IN 46561 Quotation was submitted by Mark Osler 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: $89,700 _C&E EXCAVATING. INC. 53767 County Road 9 Elkhart, IN 46514 Quotation was submitted by Thad Bessinger 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: $96,699.00 SELGE CONSTRUCTION CO. INC 2833 S 111h Street Niles, MI 49120 Quotation was submitted by Robert Kuhns 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: $180,450.00 HRP CONSTRUCTION, INC. 5777 Cleveland Road, PO Box 266 South Bend, IN 46624 Quotation was submitted by Matthew Cain 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 REGULAR MEETING APRIL 11. 2017 103 QUOTATION: $295,000.00 *Two alternates submitted Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above quotations were referred to Wastewater for review and recommendation. APPROVE PROCESSION — CHET WAGGONER LITTLE LEAGUE OPENING DAY PARADE Mr. Gilot stated the Police Department had concerns with this event that they brought to the Board at the Agenda Review Session. He read through the Police Department comments submitted to the Board backing their unfavorable recommendation. He stated they have concerns due to safety issues with children riding in open vehicles with no adults present; restrictions to the public's access to the cemetery; no viewers along the parade route; and not enough manpower in the Police Department to assist, subjecting the City to liability. Mr. Ray Snyder, Chet Waggoner Little League, stated he has been with Chet Waggoner for forty-one (41) years, and they have never had safety problem. He stated the kids are in the back of pick-up trucks sitting on bales of straw, adding that is what is done in parades. He stated there are always two (2) adults in the back of each vehicle. Mr. Snyder noted there is only one (1) traffic light and two (2) stop signs along the route. He stated they have six (6) officers in the Chet Waggoner League willing to work the parade on their own time. Mr. Snyder noted how important this event is to the neighborhood and to the kids, and stated he is trying to do the right thing for these kids who range in age from four (4) to twelve (12) years old. Mr. Snyder stated the parade lasts only twenty-eight (28) minutes. He informed the Board that the Sunday before the parade they have a mandatory safety meeting for everyone in the parade. He stated the Fire Department does a first aid demonstration and defibrillator demonstration. Mr. Snyder stated they pay $1,200 to the Little League for this parade, and carry $3,000,000 in insurance, both of which have already been paid. Mr. Snyder stated the procession passes by the Chet Waggoner grave site and by the grave of a nine (9) year old little girl who was a former Little League player, adding they don't stop, they just drive by. Mr. Gilot asked what the length of the parade is. Mr. Snyder stated it is 1.7 miles. Mr. Gilot noted at twenty-eight (28) minutes, that is equivalent to a walking speed. Attorney Schmidt stated one of the primary concerns was safety, having an adult in the back. Mr. Snyder confirmed there will be two (2) adults in back. Ms. Dorau noted there are also concerns about the speed of the procession. Mr. Snyder stated they can slow it down, but the Police lead the procession, so they dictate the speed. Ms. Dorau stated they had another concern about the closing of the cemetery to the public. Mr. Snyder stated the procession starts at 8:00 a.m. on a Saturday morning, there is no traffic, and the event takes about six (6) minutes in the cemetery. Mr. Gilot summarized all of the Board members have respect for the Police and their concerns and the Board heard the concerns clarified regarding speed, safety, and public access to the cemetery. He noted it is commendable to do a mandatory safety meeting prior to the parade. Mr. Snyder stated they are very concerned about safety. Therefore, upon a motion by Mr. Mueller, seconded by Ms. Doran and carried, the procession was approved subject to adults present in the open vehicles and slowing down the speed of the procession. AWARD BID —JMS FACADE WORK — PROJECT NO. 116-048R (RWDA TIF) Mr. Corbitt Kerr, Community Investment, advised the Board that on March 28, 2017 bids were received and opened for the above referenced project. After reviewing those bids, Mr. Kerr recommended that the Board award the contract to the lowest responsive and responsible bidder HGR Group, 1932 Churchill Drive, South Bend, Indiana 46617 in the amount of $226,707 for the Base Bid and Alternates 2 and 3. Mr. Kerr noted in his memo that HGR made a scrivener's error on their Bid/Proposal Form on Alternate No. 2. They corrected the amount from $21,850 to $22,850 in two (2) of three (3) lines, missing the Alternate No. 2 Total line. 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 BID — WATER TREATMENT CHEMICALS 2017-2018 (VARIOUS OPERATIONAL BUDGETS) Mr. Bradley VanOosterum, Environmental Services, advised the Board that on March 14, 2017, bids were received and opened for the above referenced chemicals. After reviewing those bids, Mr. VanOosterum recommended that the Board award the contract to the lowest responsive and responsible bidders: Alexander Chemical Corporation, 315 Fifth Street., Peru, IL 61354, Item Nos. 2 (Chlorine), 4 (Flourisilicic Acid), 5 (Potassium Permanganate), 8 (Sulfur Dioxide), 10 (Liquid Calcium Nitrate) and 11 (Sodium Hypochlorite); Kemira Water Solutions, 4321 W 6 h Street, REGULAR MEETING APRIL 1,1, 2017 104 Lawrence, KS 66049 Item No. 3(Ferric Chloride); Watcon, Inc., 2215 S. Main Street, South Bend, IN 46613, Item No. 6 (Blended Phosphate Sequestrant); JCI Jones Chemicals Inc., 600 Bethel Avenue, Beech Grove, IN 46107, Item No. 1 (Chlorine); Hawkins, Inc., 2381 Rosegate, Roseville, MN 55113, Item Nos. 12 and 13 (Sodium Permanganate), all in unit prices bid. 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 BID — GRANULAR ACTIVATED CARBON RE -ACTIVATION AND VIRGIN REPLACEMENT (LOSS RECOVERY FUND) Mr. Bradley VanOosterum, Environmental Services, advised the Board that on March 14, 2017, bids were received and opened for the above referenced project. After reviewing those bids, Mr. VanOosterum recommended that the Board award the contract to the lowest responsive and responsible bidder Calgon Carbon Corporation, 3000 GSK Drive, Moon Township, PA 15108, in unit prices not to exceed $98,400 for all of Alternative No. I. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Dorau seconded the motion, which carried. AWARD BIDS AND REJECT PART D BIDS AND RE -ADVERTISE — 2017 STREET AND SEWER DEPARTMENT MATERIALS — PROJECT NO. 117-023 STREETS CURB & SIDEWALK. SEWER INSURANCE SEWERS, SEWER CONCRETE) Mr. Roger Nawrot, Engineering, advised the Board that on March 28, 2017, bids were received and opened for the above referenced project. Mr. Nawrot noted there were no responsive bids for Part H so they will go to the open market on that material. He requested the Board use their authority to waive the irregularity and allow the award by division of category on Part D, explaining one (1) bidder bid on two (2) items in that category and not the rest, and another bidder bid on the other items in Part D, but not those other two (2) items_ Attorney Schmidt stated when a bid is divisible, it allows for division by section, but on this bid they are asking to split within the section. He noted there is no evidence anybody will be harmed by the division, but they are also not able to confirm if it prevented a bidder from bidding on Part D. He suggested this is an improper bid with no bids on the entire section. Therefore, Ms. Dorau made a motion to reject and re -advertise Part D Street Materials. Ms. Maradik seconded the motion, which carried. Mr. Nawrot recommended that the Board award the contracts to the lowest responsive and responsible bidders, in unit prices, on the remaining Parts as outlined: Walsh & Kelly, Inc., 24358 SR 23, South Bend, IN 46614, Parts A and G; Ozinga Ready Mix, 715 W Ireland Road, South Bend, IN 46614, Part B; Klink Trucking, Inc., PO Box 428, Ashley, IN 46705 Part C; Ferguson Waterworks, 1077 Oliver Plow Court, South Bend, IN 46601, Part F; Bernath LLC d/b/a SealMaster Indianapolis, 1010 E Sumner Ave_, Indianapolis, IN 46227, Part E, 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. APPROVE CHANGE ORDER NO. 3 — CENTURY CENTER SERVICE COURT IMPROVEMENTS — PROJECT NO 116-006 (HOTEL/MOTEL TAX) Mr. Gilot advised that Mr. Rich Estes, Community Investment, has submitted Change Order No. 3 on behalf of Holladay Construction Group, 227 S Main St., Suite 200, South Bend, IN 46601, indicating the contract amount be increased by $2,771.00 plus an additional ninety-three (93) days for a new contract sum, including this Change Order, in the amount of $150,284 and a new contract completion date of April 14, 2017. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 7 — EAST BANK SEWER SEPARATION PHASE 5 — PROJECT NO. 114-062B TIF BOND Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 7 on behalf of Walsh & Kelly, Inc., 24358 State Road 23, South Bend, IN 466614, indicating the contract amount be increased by $35,000 plus an additional nineteen (19) days for a new contract sum, including this Change Order, in the amount of $5,399,096.60 and a new contract completion date of September 2, 2017. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Change Order was approved. REGULAR MEETING APRIL 11.2017 105 APPROVE PROJECT COMPLETION AFFIDAVIT — WASTEWATER TREATMENT PLANT GRIT AND SCREENINGS IMPROVEMENTS - PROJECT NO. 114-075R UTILITIES _WASTEWATER, TREATMENT & DISPOSAL EQUIPMENT) Mr. Gilot advised that Mr. Jacob Klosinski, Environmental Services, has submitted the Project Completion Affidavit on behalf of Thieneman Construction, Inc., 17219 Foundation Parkway, Westfield, IN 46074, for the above referenced project, indicating a final cost of $1,172,917.50. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Project Completion Affidavit was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — ONE (1) OR MORE 2017 OR NEWER. COMPACT TRACK LOADER — SPEC K (VPA CAPITAL LEASE) In a memorandum to the Board, Mr. Jeff Hudak, Central Services, requested permission to advertise for the receipt of bids for the above referenced equipment. 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 RECEIPT OF BIDS — 2017 CURB AND SIDEWALK CONSTRUCTION —PROJECT NO. 117-008 (MVH) In a memorandum to the Board, Mr. Kevin Fink, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. 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 RECEIPT OF PROPOSALS — HOWARD PARK RECONSTRUCTION — PROJECT NO. 117-047 ARK BOND In a memorandum to the Board, Mr. Kevin Fink, Engineering, requested permission to advertise for the receipt of proposals for the above referenced project. 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 RECEIPT OF BIDS — ONE (1) OR MORE 2017 OR NEWER % TON EXTENDED CAB FOUR WHEEL DRIVE PICK-UP TRUCKS — SPEC M (VPA CAPITAL LEASE) In a memorandum to the Board, Mr. Jeff Hudak, Central Services, requested permission to advertise for the receipt of bids for the above referenced vehicles. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above request to advertise was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — SEVEN (7) MORE OR LESS 2017 OR NEWER 3/4 TON FOUR WHEEL DRIVE PICK-UP TRUCKS — SPEC M (VPA CAPITAL LEASE ORGANIC RESOURCES CAPITAL, CODE ENFORCEMENT CAPITAL In a memorandum to the Board, Mr. Jeff Hudak, Central Services, requested permission to advertise for the receipt of bids for the above referenced vehicles. Upon a motion made by Ms. Maradik, seconded by Ms_ Fritzberg and carried, the above request to advertise was approved. APPROVAL OF REQUEST TO ADVERTISE FOR PROPOSALS — LAWN MAINTENANCE AND MENTORSHIP PROGRAM (CENTRAL MOWING) In a memorandum to the Board, Mr. Patrick Sherman, VPA, requested permission to advertise for the receipt of proposals for the above referenced project. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above request was approved. APPROVE TITLE SHEET— BOLAND TRAIL — PROJECT NO. 113-047 Mr. Gilot advised that the Title Sheet for the above referenced project was being presented at this time for execution. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above referenced Title Sheet was approved and signed. ADOPT RESOLUTION NO 14-2017 — A RESOLUTION OF THE CITY OF SOUTH BEND INDIANA BOARD OF PUBLIC WORKS FOR THE DISPOSAL OF SURPLUS 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. 14-2017 A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS FOR THE DISPOSAL OF SURPLUS PROPERTY REGULAR MEETING APRIL 11.2017 106 WHEREAS, I.C. 36-9-6-1 gives the Board of Public Works of the City of South Bend the right and duty to have custody of, control of, use of, and dispose of in accordance with Indiana statutes, all real and personal property owned by the City of South Bend; and WHEREAS, the Common Council of the City of South Bend passed as amended on January 11, 1988, Ordinance No. 7847-88 which mandates the Board of Public Works of the City of South Bend to determine that the sidearm of a police officer who retires in good standing is surplus property and no longer useful to the City of South Bend; and WHEREAS, SGT. JOHN MORTAIOS retired effective April 13, 2017, from the South Bend Police Department after thirty-one (31) years of service, and the Board of Public Safety of the City of South Bend has determined that he retired in good standing; and WHEREAS, I.C. 5-22-22-1 permits and establishes procedure for disposal of personal property which is no longer needed by the City and which is unfit for the purpose for which it was intended; NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that handgun Serial No. HKB3612, A Smith and Wesson sidearm, is no longer needed by the City and is unfit for the purpose for which it was intended and has an estimated fair market value of less than Five Hundred Dollars (S500.00). BE IT FURTHER RESOLVED that said property be disposed of and removed from the City inventory. ADOPTED this l Imo' Day of April, 2017, CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Suzann Fritzberg s/ Elizabeth A. Maradik s/ Therese J. Dorau s/ James A. Mueller ATTEST: s/Linda M. Martin, Clerk APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for approval: Type Business Description Amount/ Motion/ Funding Second Memorandum Teamsters Local Revise Language N/A Maradik/Fritzberg of Union No. 364 addressing Compensation Understanding for Sunday Hours for Water Treatment Workers Letter of Studebaker Authorization from City N/A Maradik/Fritzberg Authorization National Controller for 2017 Car Museum Raffle on December 12, 2017 Supplemental Lawson -Fisher Extend Olive Street NTE Maradik/Fritzberg No. 1 to Associates P.C. Reconstruction South to $271,000 Professional the Intersection of Prairie (LOIT) Services Avenue/SR 23; Add Utility Agreement Coordination, Geotechnical Investigation, and Change to Three (3) Traffic Lanes Supplemental DLZ Indiana, Bendix Drive Pavement NTE Maradik/Fritzberg No. 1 to LLC Replacement, Traffic $200,000 Professional Signal Modifications, (LOIT) REGULAR MEETING APRIL 11, 2017 107 Services Traffic Study, and Change Agreement to Three (3) Traffic Lanes Contract microIntegration Renew Internet Service $1,800/ Maradik/Fritzberg Renewal Provider and Data Center Month; Services Contract for Three $21,600/ (3) Years Year (IT Operating) Professional I" Source Bank Renewal of Banking N/A Maradik/Fritzberg Services Services for a Two (2) Agreement Year Period; April 1, 2017 through March 31, 2019 Amendment Lochmueller Provide Resident Project NTE Maradik/Fritzberg No. 2 to Group, Inc. Representative Services as $20,000 Professional Part of the Construction (TIF Bond) Services Inspection for the One - Agreement Way to Two -Way Street Conversion Renewal of Kronos, Inc. Renewal of Support for $10,645.72 Maradik/Fritzberg Maintenance Timeclock Hardware (IT Agreement Maintenance Operating) Amendment to Bruce Snyder Additional One -Hundred $5,000; New Maradik/Fritzberg Professional (100) Hours of Consulting Total of Services Services in Connection $15,000 Agreement with the 2016 CAFR and (Administrat Related Projects ion & Finance Professional Services) Amendment Alliance Additional Design for the $2,729; New Maradik/Fritzberg No. 1 to Architects, Inc. Century Center 2016 Total of Professional Improvements and Credit $34,229 Services for an Error in Design for (Hotel/ Agreement the Century Center Service Motel Tax) Court Improvements... Master Services Stantee Next Phase of the Long N/A Maradik/Fritzberg Agreement Consulting Term Control Plan Relook Services, Inc. Task Order No. Stantec Preparation of Regulatory $106,500 Maradik/Fritzberg 1 Consulting Meetings for the Long (Waste - Services, Inc. Term Control Plan Relook water) Phase 2 Professional Jones Petrie Design of Leighton Plaza, NTE Maradik/Fritzberg Services Rafinski Colfax Avenue and $192,260 Agreement Corporation Washington Street; Field (RWDA TIF Survey for Colfax Avenue, and Special Washington Street, Donation) Jefferson Boulevard, Wayne Street and Michigan Street Master Services Government Enterprise Resource $55,125 Maradik/Fritzberg Agreement Finance Officers Planning Technology (IT) Association Assessment Services Motorola Police Department Astro & $11,178,72 Maradik/Fritzberg Agreement Solutions DataTac Infrastructure (Police Services Agreement Department) Renewal Sewer and Douglas Max, County Sewer Connection N/A Maradik/Fritzberg Water Service 19987 Darden to City Sanitary Sewer Agreements Road; Line Allen Edwin Home Builders, REGULAR MEETING APRIL 11, 2017 108 Inc., 26620 Durness Woods, Lot 25; Richard & Mary Stephens, 60197 S. St. Joseph St.; St. Andrews Greek Orthodox Parish, 52455 N. Ironwood Rd. Release of Martin's MO Release of City Easement N/A Maradik/Fritzberg Easement LLC on Land Owned by Martin's MO LLC in Ignition Park, Southeast Corner of Kendall & Cotter Streets Collaboration Bowman Creek Community Tree Nursery N/A Maradik/Fritzberg Agreement Educational Collaboration Agreement Ecosystem, at 625 East Dayton St., Board of Park 1414 High St., and Vacant Commissioners Lot East of 1414 High St. APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following permit and license ai)Dlications were nresentPrl fnr nnnmifnI- Applicant Description Date/Time Location V Motion Carried Historic Non- July 22, 2017 West Washington St. Maradik/Fritzberg Landmarks Residential (Rain Date from Chapin/Charles Foundation of Block Party; July 23); 6:00 Martin Drive to Elm Indiana d/b/a Treasure Hunt a.m. to 2.00 St.; LaPorte Ave. Indiana North p.m. from West Landmarks Washington St. to Colfax Ave. (Colfax Ave. Intersection to remain Open) TABEL APPROVAL OF REVOCABLE PERMIT FOR ENCROACHMENT — NORTH AMERICAN SIGNS INC. — MEMORIAL HOSPITAL WAY -FINDING SIGNS Mr. Gilot stated an application for a Revocable Permit for an encroachment has been received from North American Signs, Inc., 3601 Lathrop St., South Bend, Indiana for the purpose of allowing the installation of two (2) way-finding/directional signs for Memorial Hospital at 630 North Michigan Street and 420 North Main Street. Mr. Gilot noted the Board tabled this request previously due to concerns regarding the size of the signs and their potential impact on motorist's ability to see pedestrians at the intersection. Mr. Gilot asked if an engineer had a chance to do a site review since the last meeting. Ms. Kara Boyles, City Engineer, stated they had not. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Revocable Permit for the encroachment was tabled. UNFAVORABLE RECOMMENDATION - PETITION TO VACATE THE FIRST EAST/WEST ALLEY SOUTH OF HURON STREET FROM HARRIS STREET RUNNING WEST TO THE NORTH/SOUTH ALLEY Mr. Gilot indicated that Mr. Jose Nunez, DSN IR, LLC, 513-515 Harris Street, South Bend, Indiana, has submitted a request to vacate the above referenced alley. Mr. Gilot advised the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Area Plan Commission, Police and Fire Departments, Solid Waste, 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 REGULAR MEETING APRIL 11, 2017 109 contiguous. Community Investment stated the vacation would make access by means of public way difficult or inconvenient and hinder the use of the public right-of-way by the neighborhood in which it is located or contiguous by creating a dead-end north/south alley west of Harris Street. Therefore, Ms. Maradik made a motion recommending an unfavorable recommendation of the request for vacation. Ms. Fritzberg seconded the motion which carried. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the following traffic control devices were approved: NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATION: 2317 Roger Street REMARKS: All criteria has been met NEW INSTALLATION: Police Parking Only LOCATION: South Side of Washington Street between Lafayette Blvd. and Main St. REMARKS: All criteria has been met TABLE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE ST. ANDREWS GREEK ORTHODOX PARISH, 52455 N. IRONWOOD RD. — WATER Mr. Gilot stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to Remonstrate as submitted by Hristos Kirgios, on behalf of St. Andrews Greek Orthodox Parish, 52455 N. Ironwood Rd., South Bend, Indiana 46635. Ms. Martin stated this item should be tabled noting the applicant has a Sewer and/or Water Services Agreement on the agenda and the intent is not to annex at this time. Therefore, Mr. Gilot made a motion that the Consent be tabled. Ms. Fritzberg seconded the motion, which carried. RATIFY APPROVAL AND/OR RELEASE CONTRACTOR EXCAVATION AND OCCUPANCY BONDS Ms. Donna Hanson, Division of Engineering, recommended that the following Contractor and Excavation Bonds be ratified pursuant to Resolution 100-2000 and/or released as follows: Business Bond Type Approved/ Released Effective Date Advantage Plumbing, Inc., Occupancy Approved March 13, 2017 OJS Building Services, Inc., Occupancy Approved March 17, 2017 Ms. Maradik made a motion that the bonds approval and/or release as outlined above be ratified. Ms. Fritzberg seconded the motion, which carried. RATIFY REDUCED SENIOR TRASH RATE In a memo to the Board, Ms. Emily Leyes, Municipal Utilities, requested the Board ratify the approval of reduced trash collection rates for the following five (5) residents, per Municipal Code 16-6: 1. L_ Rock, 1137 N. Adams St. 2. S.W. Schroeter, 1722 Madison St. 3. W. Noel, 1932 Greenock St. 4. M. Wright, 2250 Johnson St. 5. G. F. Bryan, 1443 Hampshire Dr. In her memo, she stated Water Works customer service staff verified that all of the applicants are head of the households and have submitted proof of age sixty-five (65) or older. Therefore, upon a motion by Ms. Maradik, seconded by Ms. Fritzberg and carried, the approval of reduced rates was ratified. 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. REGULAR MEETING APRIL 11, 2017 110 Name Amount of Claim Date City of South Bend $5,363,338.54 04/07/2017 City of South Bend $176,585.04 03/31/2017 City of South Bend $920,528.34 04/11/2017 City of South Bend $9,387.23 04/06/2017 U.S. Bank National Association; 2015 EDIT/Parks Bond $302.40 1 04/04/2017 Therefore, Ms. Maradik made a motion that after review of the expenditures, the claims be approved as submitted. Ms. Fritzberg seconded the motion, which carried. ADJOURNMENT There being no fiu-ther business to come before the Board, upon a motion made by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 10:58 a-m. BOARD OF PUBLIC WORKS Gary A. Crilot, President :9& LL�- Elizabeth A. Maradik, Member Therese J. Dorau, ember James A. Mueller, Member Suzann ritzberg, em e ATTEST: I da M. Martin, �iezk t