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Home My WebLink About04252017 Board of Public Works MeetingAGENDA REVIEW SESSION APRIL 20, 2017 113 with. Ms. Fritzberg questioned if that process is just applicable to governments. Attorney Schmidt stated it is, adding it's another check from the Council, and shows if the City is buying or leasing. He stated the Board will approve the lease, it then gets the fifty (50) city property owners signatures, goes to council, and then a resolution ratifying the lease is approved. - Sewer and/or Water Service Agreement Attorney Schmidt stated after today's meeting of the IURC approving the new utility rates, these agreements will go away in the next couple of weeks. - Storm Sewer License Agreement — River Walk, LLC Attorney Schmidt noted this item may be tabled. He explained it is for connection of properties in the new development at the East Race in a very condensed area. He noted it was put on the agenda, but the paperwork has not come through to Legal yet. - Quote Award — Norfolk Southern and Canadian National Railroad Crossings and Quiet Zone Materials Attorney Schmidt informed the Board that the specifications on this quote required a certification letter on the materials used and measurements by an authorized agency. He noted there were two (2) quotes received and neither submitted the letters. He stated for that reason, he was comfortable with the engineering staff contacting the bidders. He stated when contacted, both contractors had the letters and submitted them so they are good to award now. No other business came before the Board. Upon a motion by Ms. Maradik, seconded by Mr. Mueller and carried, the meeting adjourned at 10:58 a.m. BOARD OF PUBLIC WORKS �r Gary A. Gilot, President Elizabeth A. Maradik, Member ThiCrese J. Dora , M tuber Jame A. Mueller, Member qSuza - tz erg, emb ATTEST: 4idM. MartinQ k REGULAR MEETING APRIL 25, 2017 The Regular Meeting of the Board of Public Works was convened at 9:33 a.m. on April 25, 2017, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, Suzanna Fritzberg, and Therese Dorau present. Board Member James Mueller was absent. Also present was Board Attorney Michael Schmidt. 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 April 6, April 11, and April 18, 2017, were approved. OPENING OF BIDS — ONE (1) OR MORE 2017 OR NEWER TUB GRINDER SPEC I (ORGANIC RESOURCES CAPITAL LEASE) This was the date set for receiving and opening of sealed bids for the above referenced equipment. 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: Ll REGULAR MEETING APRIL 25, 2017 114 LINK ENVIRONMENTAL EQUIPMENT 918N.US35 Winamac, IN 46996 Bid was signed by: Terry O'Brien 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: Description Year/Make/Model Unit Price Tub Grinder 2017 DuraTech - 310 $345,596.00 Alternate # Description Cost Total 1 Two (2) 4" round 6x9 diamond screens $860.00 $1720.00 2 Air Compressor $6,600.00 $6,600 3 Heavy Duty Belt — Stacking $2,940.00 $2,940.00 4 Cab and loader unit with all necessary upgrades to unit $79,150.00 $79,150.00 5 Extended Warranty $8,000.00 per year $16,000.00 6 Work Light Package INCL. *1-1 A T «T %,r'� it n.A1 . w tinxAiN 1 Y a 10 — L Y RS — UP to 60mo. - $3,110.00 *Estimated number of days for delivery from award date: 90-120 COLUMBUS EQUIPMENT COMPANY 2323 Performance Way Columbus, OH 43207 Bid was signed by: Jesse Garber 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. on Description Year/Make/Model Unit Price Tub Grinder 2017 Morbark 1100 $453,000.00 Alternate # Description Cost Total 1 Two (2) 4" round 6x9 diamond screens $1,422.00 $454,422.00 2 Air Compressor $6,844.00 $461,266.00 3 Heavy Duty Belt 4 Cab and loader unit with all necessary u grades to unit $94,913.00 $556,179.00 5 Extended Warranty $6,100.00 $562,279.00 6 Work Light Package $2 287.00 $564 566.00 i»uiiiat.Cu uumucr ui uays tor aenvery trom award date: 90 days VERMEER OF INDIANA 13402 Britton Park Road Fishers, IN 46038 Bid was signed by: Troy Gipson Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination REGULAR MEETING APRIL 25, 2017 115 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. IC 9 Description Year/ lake/Model Unit Price Tub Grinder 2017 Vermeer TG 5000 1 $445,000 Alternate # Description Cost Total 1 Two (2) 4" round 6x9 diamond screens $4,346.00 $4,346.00 2 Air Compressor $6,130.00 $6,130.00 3 Heavy Duty Belt $5,975.00 $5,975.00 4 Cab and loader unit with all necessary upgrades to unit $50,450.00 $50,450.00 5 Extended Warranty See attachment #1 6 Work Light Package $2,639.28 $2,639.28 Estimated number of days for delivery from award date: 90 days Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above bids were referred to Organic Resources for review and recommendation. OPENING OF BIDS — THREE (3) MORE OR LESS 2017 OR NEWER FRONT WHEEL DRIVE CARGO VANS — SPEC J (WATER WORKS CAPITAL_) This was the date set for receiving and opening of sealed bids for the above referenced vehicles. 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. . M Description Year/Make/Model Unit Price Front Wheel Drive 2018 Ford Transit Connect Cargo Van XL 1 $22,749.00 each Alternate # Description Cost Total 1 Federal Signal Light bar model: 45" Legend $2,331.00 $2,331.00 L PX mounted to rear of roof and wired with each each Federal Signal controller. Exact placement of light bar and controller to be determined by Central Services 2 Four corner LED strobe lights surface $675.0 Beach $675.00 mounted each h-stunateu number or days for delivery trom award date: Approximately 150 ADVANTAGE FORD LINCOLN, INC 2350 N Park Rd. Connersville, IN 47331 Bid was signed by: Michael Fasrell 1 j REGULAR MEETING APRIL 25, 2017 116 1 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. on Description Year/Make/Model Unit Price 2018 Transit Connect LWB $22,989.00 Alternate # Description Cost Total 1 Federal Signal Light bar model: 45" $2,169.00 $2,169.00 Legend L PX mounted to rear of roof and wired with Federal Signal controller. Exact placement of light bar and controller to be determined by Central Services 2 Four corner LED strobe lights surface $618.00 $618.00 mounted Estimated number of days for delivery from award date: 90-120 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. BID: Description Year/Make/Model Unit Price 3 2018 Chevrolet City Express $23,513 Alternate # Description Cost Total 1 Federal Signal Light bar model: 45" $1,344 $4,032 Legend L PX mounted to rear of roof and wired with Federal Signal controller. Exact placement of light bar and controller to be determined by Central Services 2 Four corner LED strobe lights surface $565 $1695 mounted 11UHIVIF11 01. days iur uenvery rrom award date: Approximately 120 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above bids were referred to Central Services for review and recommendation. OPENING OF BIDS — WESTERN AVENUE CORRIDOR IMPROVEMENTS— PROJECT NO. 115-097 (RWDA TIF) 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: WALSH & KELLY, INC 24358 SR 23 South Bend, IN 46614 Bid was signed by: Dustin Hilary REGULAR MEETING APRIL 25, 2017 117 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: Total Amount of Base Bid: $2,785,903.23 Total Amount of Base Bid + Add Alternate A: $601,250.00 Total Amount of Base Bid + Add Alternate B: $21,662.50 Total Amount of Base Bid + Add Alternate A + Add Alternate B: $3,408,815.73 HRP CONSTRUCTION INC. 5777 Cleveland Road, PO Box 266 South Bend, IN 46624 Bid was signed 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. Five percent (5%) Bid Bond was submitted. BID: Total Amount of Base Bid: $3,760,400.00 Total Amount of Base Bid + Add Alternate A: $4,965,400.00 Total Amount of Base Bid + Add Alternate B: $3,777,300.00 Total Amount of Base Bid + Add Alternate A + Add Alternate B: $4,982,300.00 SELGE CONSTRUCTION CO., INC. 2833 S. I Ith Street Niles, MI 49120 Bid was signed by: Justin Butler 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: Total Amount of Base Bid: $2,686,151.75 Total Amount of Base Bid + Add Alternate A: $3,097,051.75 Total Amount of Base Bid + Add Alternate B: $2,713,239.25 Total Amount of Base Bid + Add Alternate A + Add Alternate B: $3,124,139.25 RIETH-RILEY CONSTRUCTION 25200 SR 23 South Bend, IN 46614 Bid was signed by: John Yadon 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: Total Amount of Base Bid: $3,000,920.75 Total Amount of Base Bid + Add Alternate A: $3,645,920.75 Total Amount of Base Bid + Add Alternate B: $3,018,573.75 Total Amount of Base Bid + Add Alternate A + Add Alternate B: $3,663,573.75 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above bids were referred to Community Investment and Engineering for review and recommendation. 1 LJ 1 REGULAR MEETING APRIL 25 2017 118 OPENING OF BIDS — SALE OF CITY PROPERTY - 618-616 SHERMAN AVENUE This was the date set for receiving and opening of sealed bids for the above referenced property. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Td- County News, which were found to be sufficient. The following bid was opened and publicly read: CLINTON AND SHUNDRA GILKIE 614 Sherman Avenue South Bend, IN 46616 Bid was signed by: Clinton Gilkie BID: $2,191.00 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above bid was referred to Community Investment for review and recommendation. AWARD BID — ONE 1 OR MORE 2016 OR NEWEIL 28 CUBIC YARD SINGLE -ARM SIDE LOADING REFUSE TRUCK— SPEC D SOLID WASTE CAPITAL LEASE Mr. Matt Chlebowski, Central Services, advised the Board that on March 14, 2017, bids were received and opened for the above referenced equipment. After reviewing those bids, Mr. Chlebowski recommended that the Board award the contract to the lowest responsive and responsible bidder Best Equipment Co., Inc., 5550 Poindexter Drive, Indianapolis, IN 46235, in the amount of $239,617.00. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Donau seconded the motion, which carried. AWARD BID — THREE (3). MORE OR LESS 2017 OR NEWER. FOUR DOOR HYBRID UTILITY VEHICLES — SPEC F BUILDING DEPARTMENT CAPITAL LEASE) Mr. Jeff Hudak, Central Services, advised the Board that on April 11, 2017, bids were received and opened for the above referenced equipment. After reviewing those bids, Mr. Hudak recommended that the Board award the contract to the lowest responsive and responsible bidder Jordan Ford, 609 E Jefferson Blvd., Mishawaka, IN 46545, in the unit price of $22,499, for a total of $67,497 for three (3). Therefore, Ms. Maradik made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Doran seconded the motion, which carried. AWARD BID — DUCTILE IRON PIPE GATE VALVES AND FIRE HYDRANTS ATER WORKS OPERATIONS) Mr. Ed Herman, Water Works, advised the Board that on April 11, 2017, bids were received and opened for the above referenced equipment. After reviewing those bids, Mr. Herman recommended that the Board award the contract to the lowest responsive and responsible bidder Ferguson Waterworks, 1077 Oliver Plow Court, South Bend, IN 46601, in unit prices not to exceed $553,784. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Doran seconded the motion, which carried. AWARD QUOTATTON — WASTEWATER_ TREATMENT PLANT RIVERBANK STABILIZATION (UTILITIES,. WASTEWATE CONTRACTUAL SERVICES OTHER) Mr. Jacob Klosinski, Environmental Services, advised the Board that on April 11, 2017, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Klosinski recommended that the Board award the contract to the lowest responsive and responsible bidder, EFM Excavating, Inc., 20932 la C Road, Walkerton, IN 46574, in the amount of $89,650.00. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Ms. Dorau - seconded the motion, which carried. AWARD QUOTATION — 2017 COLD MILLING — PROJECT NO. 117-051 RSA Ms. Tara Weigand, Engineering, advised the Board that on April 11, 2017, quotations were received and opened for the above referenced project. After reviewing those quotations, Ms. Weigand recommended that the Board award the contract to the lowest responsive and responsible bidder, J.L. Milling, Inc., 15262 Industrial Drive, Schoolcraft, M 49089, in unit prices not to exceed $62,200. Therefore, Ms. Maradik made a motion that the recommendation REGULAR MEETING APRIL 25, 2017 119 be accepted and the quotation be awarded as outlined above. Ms. Dorau seconded the motion, which carried. AWARD QUOTATION — 2017 TREE AND STUMP REMOVAL — PROJECT NO 117-009 MVH Mr. Kevin Fink, Engineering, advised the Board that on April 11, 2017, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Fink recommended that the Board award the contract to the lowest responsive and responsible bidder, K&R Tree Service LLC, 1724 S Grant Street, South Bend, IN, in unit prices not to exceed $39,619.47. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Ms. Dorau seconded the motion, which carried. AWARD QUOTATION — NORFOLK SOUTHERN AND CANADIAN NATIONAL RAILROAD CROSSINGS AND QUIET ZONES MATERIALS — PROJECT NO 116 110 LOIT Ms. Tara Weigand, Engineering, advised the Board that on April 11, 2017, quotations were received and opened for the above referenced project. After reviewing those quotations, Ms. Wiegand found that neither bidder submitted two (2) required letters confirming the compression strength and impact strength of the materials, required by the specifications. She stated Legal recommended she call them and request the letters if the company received them. When contacted, both bidders had the letters and submitted them immediately. Ms. Wiegand noted she then found that the low bidder did not bid on what was requested in the specifications and were therefore found non -responsive to the bid, so she is therefore recommending that the Board award the contract to the lowest responsive and responsible bidder, MGI Traffic Control Products, Inc., PO Box 421, Fairland, Indiana 46126, in unit prices not to exceed $45,966.40. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Ms. Dorau seconded the motion, which carried. REJECT QUOTATION — LEIGHTON PLAZA IMPROVEMENTS — PROJECT NO 117 054 (SPECIAL DONATIONS) In a memo to the Board, Allie Schultz, Engineering, requested the Board reject the sole quotation received from Gibson -Lewis, LLC, for the above project. She noted the one (1) quote was opened on April 20, 2017, and was over budget and exceeded the allowable 5% maximum of the base bid for Mobilization and Demobilization per 2016 INDOT Specification Section 101 requirements. Ms. Schultz noted the three (3) other contractors that quotes were requested from did not submit quotes. Therefore, upon a motion by Ms. Maradik, seconded by Ms. Dorau and carried, the quotation was rejected. APPROVE CHANGE ORDER NO. 1 — CORBY BOULEVARD SIDEWALK IMPROVEMENTS, DIVISIONS A B AND C — PROJECT NO 116-087 (MVH) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of Rieth-Riley Construction Co., Inc., 25200 State Road 23, South Bend, IN 46614, indicating the contract amount be increased by $21,505.00 for a new contract sum, including this Change Order, in the amount of $155,591.18. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE SCRIVENER'S ERROR CORRECTION TO CHANGE ORDER NO. 2 — IGNITION PARK INFRASTRUCTURE PHASE 1 C - PROJECT NO 114-063A (RWDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted a supplement to Change Order No. 2 on behalf of Walsh & Kelly, Inc., 24358 State Road 23, South Bend, IN 46614, indicating the contract amount be increased by $7,000 for a new contract sum, including this Change Order, in the amount of $4,277,077.38. Mr. Villa noted Change Order No. 2 was approved on April 14, 2015 in the amount of $94,500, but the correct amount was $101,500 so he needs to correct the scrivener's error. Mr. Villa stated the subsequent Change Orders were based on the correct amount of $101,500, but the scrivener's error was just recently discovered when he went to close the project out. Mr. Villa added he needs to correct this error before he can close out the project. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 8 — EAST BANK SEWER SEPARATION PHASE 5 — PROJECT NO. 114-062B (REDA TIF) REGULAR MEETING APRIL 25, 2017 120 Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 8 on behalf of Walsh & Kelly, Inc., 24358 State Road 23, South Bend, IN 46614, indicating the contract amount be increased by $34,776 for a modified contract sum, including this Change Order, in the amount of $5,433,872.60. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — MICHIANA BRICK SITE DEMOLITION — PROJECT NO. 116-13 8 (REDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of Indiana Earth, Inc., 10343 McKinley Hwy., Osceola, IN 46561, indicating the contract amount be increased by $700 for a modified contract sum, including this Change Order, in the amount of $40,300. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — CENTURY CENTER CEO SUITES SUITE 17 REMODEL - PROJECT NO. 116-010 (HOTEL/MOTEL TAX) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Holladay Construction, 227 S Main Street, South Bend, IN 46601, for the above referenced project, indicating a final cost of $205,984.00. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau 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, LP POWERED LIFT TRUCK — SPEC N (WASTEWATER CAPITAL BUDGET) 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. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — ONE (1) OR MORE, 2017 OR NEWER, 70' AERIAL FOUR-WHEEL DRIVE TOWER TRUCK COMPLETE — SPEC O (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. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF PROPOSALS — MORRIS, PALAIS ROYALE, AND CENTURY CENTER EVENT SECURITY SERVICES (EVENT TICKET REVENUE) In a memorandum to the Board, Ms. Denise Zigler, Morris Performing Arts Center, requested permission to advertise for the receipt of proposals for the above referenced services. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS ONE (1) OR MORE PRE -OWNED 40' AERIAL FOUR-WHEEL DRIVE TOWER TRUCK COMPLETE — SPEC P (VPA 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 vehicle. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS THIRTY- NINE (39), MORE OR LESS 2017 OR NEWER ALL -WHEEL DRIVE POLICE PATROL VEHICLES — SPEC E (POLICE DEPARTMENT 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. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — MONROE PARKING LOT AND STREET IMPROVEMENTS — PROJECT NO. 117-043 (RWDA TIF) In a memorandum to the Board, Mr. Corbitt Kerr, Community Investment, requested permission to advertise for the receipt of bids for the above referenced project. Also presented at this time REGULAR MEETING APRIL 25, 2017 121 for approval and execution was the Title Sheet, Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above request to advertise was approved, and the Title Sheet was approved and signed. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — JEFFERSON AND TWYCKENHAM SIGNAL IMPROVEMENTS — PROJECT NO 116-027 (LRSA) 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. Dorau and carried, the above request was approved. ADOPT RESOLUTION NO. 16-2017 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND INDIANA ADOPTING A WRITTEN FISCAL PLAN AND ESTABLISHING A POLICY FOR THE PROVISION OF SERVICES TO AN ANNEXATION AREA IN CLAY TOWNSHIP (OLD NATIONAL ANNEXATION AREA) Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 16-2017 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA ADOPTING A WRITTEN FISCAL PLAN AND ESTABLISHING A POLICY FOR THE PROVISION OF SERVICES TO AN ANNEXATION AREA IN CLAY TOWNSHIP (OLD NATIONAL ANNEXATION AREA) WHEREAS, there has been submitted to the Common Council of the City of South Bend, Indiana, an Ordinance and a petition by all (100%) property owners which proposes the annexation of real estate located in Clay Township, St. Joseph County, Indiana, which is more particularly described at Page 15 of Exhibit "A" attached hereto; and WHEREAS, the territory proposed to be annexed encompasses approximately 1.9 acres of land containing a commercial building, which property is at least 12.5% contiguous to the current City limits, i.e., approximately 65.0% contiguous, generally located at the northeast corner of State Road 23 and Douglas Road. It is anticipated that the annexation area will be used for commercial uses; and WHEREAS, the development will require a basic level of municipal public services of a non -capital improvement nature, including street and road maintenance, street sweeping, flushing, snow removal, and sewage collection, as well as services of a capital improvement nature, including street and road construction, street lighting, a sanitary sewer system, a water distribution system, and a storm water system and drainage plan; and WHEREAS, the Board of Public Works now desires to establish and adopt a fiscal plan and establish a definite policy showing: (1) the cost estimates of services of a non -capital nature, including street and road maintenance, street sweeping, flushing, and snow removal, and sewage collection, and other non -capital services normally provided within the corporate boundaries; and services of a capital improvement nature including street and road construction, street lighting, a sanitary sewer extension, a water distribution system, and a storm water system to be furnished to the territory to be annexed; (2) the method(s) of financing those services; (3) the plan for the organization and extension of those services; (4) that services of a non -capital nature will be provided to the annexed area within one (1) year after the effective date of the annexation, and that they will be provided in a manner equivalent in standard and scope to similar non -capital services provided to areas within the corporate boundaries of the City of South Bend, regardless of similar topography, patterns of land use, and population density; (5) that services of a capital improvement nature will be provided to the annexed area within three (3) years after the effective date of the annexation within the same manner as those services are provided to areas within the corporate boundaries of the City of South Bend regardless of similar topography, patterns of land use, or population density, and in a manner consistent with federal, state and local laws, procedures, and planning criteria; and (6) the plan for hiring the employees of other governmental entities whose jobs will be eliminated by the proposed annexation. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, AS FOLLOWS: REGULAR MEETING APRIL 25, 2017 122 1 1 Section I. It is in the best interest of the City of South Bend and the area proposed to be annexed that the real property described more particularly at Page 15 of Exhibit "A" attached hereto be annexed to the City of South Bend. Section II. That it shall be and hereby is now declared and established that it is the policy of the City of South Bend, by and through its Board of Public Works, to furnish to said territory services of a non -capital nature, such as street and road maintenance, street sweeping, flushing, and snow removal, within one (1) year of the effective date of the annexation in a manner equivalent in standard and scope to services furnished by the City to other areas of the City regardless of similar topography, patterns of land utilization, and population density; and to furnish to said territory, services of a capital improvement nature such as street and road construction, a street light system, a sanitary sewer system, a water distribution system, a storm water system and drainage plan, within three (3) years of the effective date of the annexation in the same manner as those services are provided to areas within the corporate boundaries of the City of South Bend regardless of similar topography, patterns of land use, or population density. Section III. That the Board of Public Works shall and does hereby now establish and adopt the Fiscal Plan, attached hereto as Exhibit "A", and made a part hereof, for the furnishing of said services to the territory to be annexed, which provides, among other things, that the public sanitary sewer and water network is available with capacity sufficient to service this area with costs for lateral extensions and any improvements in sewer or water capacity to be paid for by the developer in compliance with state and local law; that no additional street lighting will be necessary; and that no new roads or streets will be required. Section IV. Site planning should employ Complete Streets principles; and sidewalks should be provided along public streets and be in compliance with the Americans with Disabilities Act (ADA). Section V. It is required as a condition of annexation that any future alterations to the property meet the City of South Bend's building and zoning requirements. Adopted the 251 day of April, 2017. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Suzanna Fritzberg s/ Elizabeth A. Maradik s/ Therese J. Dorau 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/ Lease Ricoh USA, Inc. Lease of Three O 3 Funding $15,702.09 Second Maradik/Dorau Agreement Replacement Machines in the for Forty - Mayor's Office, Wastewater Eight (48) Treatment Plant and Central Months Fire Administration Office (General Fund, W WTP, EMS Sewer Place Homes, County Sewer Connection to Capital) N/A Maradik/Dorau and/or Inc. City Water and Sanitary Water Sewer Line at 51630 Service Audubon Woods Drive, Lot Agreement 37 REGULAR MEETING APRIL 25, 2017 123 Software Kronos, Inc. Annual Renewal for Kronos $268,420.14 Maradik/Dorau Renewal Software Products through (IT Agreement April 2018 Operations) Proposal Enviro Solutions, Monitoring Well Sample $15,095.00 Maradik/Dorau Inc. Collection, Report and (Water Database for Spring and Fall Works of 2017 Operations) Professional DLZ Indiana, Tucker Drive Topographic, NTE Maradik/Dorau Services LLC Boundary, and As -Built $6,950.00 Agreement Surveys; Legal Description at (RWDA TIF) Completion of Olive Street Improvements First South Bend Extend Agreement from NTE Maradik/Dorau Amendment Redevelopment December 31, 2019 to $220,191.78 to Commission December 31, 2024 Per Year Engineering (RWDA TIF) Services Agreement Parking Lot Mary Coyne Downtown City Employee $16,800 for Maradik/Dorau Lease Investments, Parking Lot the First LLC Year; 3% Increase Annually for Five (5) Years (General Fund) Subscription Shotcaller Gun OPS Software License $15,000 Maradik/Dorau Agreement Global, Inc. Renewal (General Fund) Professional Arcadis U.S., Assessment of Need for $45,908 Maradik/Dorau Services Inc. Replacement Utility Billing (Utilities) Agreement System Storm River Walk, No Cost License Agreement N/A TABLED Sewer LLC to allow Connection to City's Maradik/Dorau License Storm Sewer System at St. Agreement Peter Street, Francis Street, and Notre Dame Avenue State QPA Motorola Replacement of Outdated Fire $92,616.83 Maradik/Dorau Purchase Solutions Department Radio Equipment ($5,174.57 each, minus $300 each trade-in allowance) (Fire Department Repair/Maint enance) APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following hermit and license gnnlicatinn,, WPrP racantaA fnr Applicant Description Date/Time Location Motion Carried Morris Non- Fridays by the Fountain; Michigan Maradik/Dorau Performing Residential Every Friday in June, Street in front Arts Center Block Parties - July and August, 2017 of the Morris Fridays by the from 9:00 a.m. to 1:15: from LaSalle Fountain, Pulse p.m. Avenue to Downtown Pulse Downtown Concert Colfax Avenue Concert Series, Series; June 9, July 14 United Way and August 11, 2017 1 1 REGULAR MEETING APRIL 25, 2017 124 E 1 Community from 5:00 p.m. to 7:00 Day of Giving p.m. United Way Community Day of Giving; May 9, 2017 from 7:00 a.m. to 7:00 p.m. March of Procession - May 20, 2017; 8:30 a.m. On Route as Maradik/Dorau Dimes Michiana to 12:00 p.m. Submitted March for Babies Real Procession - June 17, 2017; 9:00 a.m. On Route as Maradik/Dorau Services, 2017 to 1:00 P.M. Submitted Inc. Alzheimer's and Dementia Walk American Procession — May 27, 2017; 8:30 a.m. On Route as Maradik/Dorau Legion Post Stars and to 1:00 P.M. Submitted 357 Stripes Forever Studebaker Procession — May 5, 2017; 4:00 p.m. On Route as Maradik/Fritzberg Driver's Studebaker to 9:00 P.M. Submitted Club Driver's Club International Convention Parade Woochi Sidewalk Cafe Monday through 123 Maradik/Dorau Japanese Permit Thursday, 11:00 a.m. to Washington Fusion and 10:00 p.m.; Friday and Street Bar Saturday, 11:00 a.m. to 11:00 p.m.; Sunday, 12:00 p.m. to 9:00 p.m. Beacon License 707 N. Maradik/Dorau Health Renewals - Michigan St., Systems/ Public Parking Bartlett Memorial Facilities Garage; Hospital 621 Memorial Drive, Centennial Garage; 100 Navarre Street, Navarre Garage UNFAVORABLE RECOMMENDATION - PETITION TO VACATE THE FIRST EAST/WEST ALLEY NORTH OF WESTERN AVENUE SOUTH OF WAYNE STREET CROSSING OVER THE INTERSECTION WITH THE NORTH/SOUTH ALLEY Mr. Gilot indicated that Kevin and Shelly Baumgartner, 315 S. Taylor Street, South Bend, IN 46601, have submitted a request to vacate the above referenced alley for safety purposes and to install a gate. Mr. Gilot advised the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Fire Department, Solid Waste, and Engineering. Engineering noted the petitioner must understand they may not have adequate space to access the west side of their back garage with a vehicle if the alley is vacated. Community Investment stated this vacation would hinder the growth or orderly development of the unit or neighborhood in which it is located. They noted the City of South Bend is the predominant land owner of the Wayne Street/William Street/Western Avenue/Taylor Street block and wishes to preserve each of the current alley accesses for future redevelopment. Therefore, Ms. Maradik made a motion for an unfavorable recommendation of the request for vacation. Ms. Dorau seconded the motion which carried. REGULAR MEETING APRIL 25, 2017 125 RATIFY APPROVAL CONTRACTOR AND EXCAVATION BONDS Ms. Donna Hanson, Division of Engineering, recommended that the following Contractor and Excavation Bonds be ratified pursuant to Resolution 100-2000 as follows: Business Bond Type Approved/ Released Effective Date King Concrete, LLC Contractor Approved March 2, 2017 K&K Earthmoving, Inc. Excavation Approved February 27, 2017 Ms. Maradik made a motion that the bonds approval as outlined above be ratified. Ms. Dorau seconded the motion, 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 kifficcr anu certnied for accuracy. Name Amount of Claim Date City of South Bend $1,284,371.68 1 04/25/2017 Therefore, Ms. Maradik made a motion that after review of the expenditures, the claims be approved as submitted. Ms. Dorau 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 10:15 a.m. BOARD OF PUBLIC WO S Gary A. Gi ot, President Elizabeth A. Mar dik, Member r Therese J. Dor u, Wmber Suzahna. ATTEST: Ida M. Martin, Jerk A 1-\-, Mueller, Member E 11 1