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Home My WebLink About06132017 Board of Public Works MinutesAGENDA REVIEW SESSION JUNE 8, 2017 172 ATTEST: i da �Malerk Elizabeth A. Maradik, Member Therese J. rau, ember Ja es A. Mueller, Member Suzanna M. Fritzberg, Member REGULAR MEETING JUNE 13, 2017 The Regular Meeting of the Board of Public Works was convened at 9:33 a.m. on June 13, 2017, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik and Therese Dorau present. Board Members James Mueller and Suzanna Fritzberg were absent. Also present was Board Attorney Michael Schmidt. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of an Open Air License and a Computer System and Software agreement. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Review Meeting of the Board held on May 18, May 23, May 30, and June 6, 2017, were approved. OPENING OF BIDS — EDISON AND IRONWOOD ROAD CORRIDORS REHABILITATION — PROJECT NO 116-070 (LOCAL ROAD & BRIDGE MATCHING GRANT) 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 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 not submitted. Five percent (5%) Bid Bond was submitted. BID: Base Bid Total: $1,466,284.16 RIETH-RILEY CONSTRUCTION CO. INC. 25200 State Road 23 South Bend, IN 46614 Bid was signed by: Joshua McCormick 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. 1 �J REGULAR MEETING JUNE 13, 2017 173 Five percent (5%) Bid Bond was submitted. BID: Base Bid Total: $1,399,624.80 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above bids were referred to Engineering for review and recommendation. OPENING AND AWARD OF BIDS — BERLIN PLACE NO. 2 ELECTRICAL MECHANICAL AND PLUMBING — PROJECT NO. 117-048R (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: CBS SERVICE, LLC 5005 Lincolnway East, Suite A Mishawaka, IN 46544 Bid was signed by: Cara Smith 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: Division A: $3,810,000.00 Division B: $1,150,000.00 Division C: $1,400,000.00 Division D: $1,518,000.00 MARTELL ELECTRIC, LLC 4601 Cleveland Road South Bend, IN 46628 Bid was signed by: John Martell 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: Division A: $6,838,500.00 Division B: $2,354,500.00 Division C: Division D: IDEAL_ CONSOLIDATED, INC. 806 W Sample Street South Bend, IN 46601 Bid was signed by: John Martell 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: Division A: Division B: Division C: Division D: $2,964,000.00 REGULAR MEETING JUNE 13, 2017 174 HERRMAN & GOETZ, INC. 225 S. Lafayette Blvd. South Bend, IN 46601 Bid was signed by: Larry Cripe 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: Division A: $6,472,096.00 Division B: $2,251,500.00 Division C: $1,900,000.00 Division D: $2,668,789.00 B.C. MECHANICAL, INC. 882 Anderson Road Niles, MI 49120 Bid was signed by: Mike Fields 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: Division A: Division B: Division C: $1,730,000.00 Division D: 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. After reviewing those bids, Mr. Corbitt Kerr, Community Investment, recommended that the Board award the contract to the lowest responsive and responsible bidder CBS Service LLC, in the amount of $3,818,000 for Division A. Mr. Kerr noted CBS had an error in their math that was corrected based on unit prices times quantities. He added it did not affect the bid order. Mr. Kerr informed the Board that the award will still need to go to the Redevelopment Commission and will be subject to a wire transfer of funds to the City. The Board noted the City committed to only $3,400,000 and questioned if the award should be made subject to affirmation of the city's financial responsibility limited to $3,400,000. Mr. Kerr stated the appropriation for this project has been approved for $3,400,000 but Community Investment will need to find additional funding. He added the current Redevelopment Agreement with the developer covers the City's financial responsibility limits. Attorney Schmidt requested a statement of affirmation from the developer, re -affirming the City's limit of $3,400,000. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the bid be awarded and the contract approved subject to the conditions set out by legal. Ms. Dorau seconded the motion, which carried. OPENING OF BIDS — NEWMAN CENTER SITE DEVELOPMENT — PROJECT NO. 117-060 (REDA TIE) 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: THE ROBERT HENRY CORPORATION 404 S. Frances South Bend, IN 46614 Bid was signed by: Stephen Henry REGULAR MEETING JUNE 13, 2017 175 Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Five percent (5%) Bid Bond was submitted. BID: Base Bid Total: $363,880.50 Alternate A Total: $179,643 Alternate B Total: $68,439 Alternate C Total: Alternate D Total: $117,530.00 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: Base Bid Total: $333,178.56 Alternate A Total: $113,999.14 Alternate B Total: $70,843.55 Alternate C Total: Alternate D Total: $74,100.00 Attorney Schmidt stated the bid from The Robert Henry Corporation contained numbers outside of the margins and there was no acknowledgement of the addendum and asked if anyone was present from the company. Stephen Henry, a representative, confirmed that the numbers should all be "0". Mr. Henry also acknowledged that all addenda had been received and addressed. Mr. Gilot requested they take care on filling out their bids, noting the attorney should not have to struggle to read a bid. 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. OPENING OF BIDS — MORRIS PERFORMING ARTS CENTER — PHANTOM OF THE OPERA CHANDELIER SUPPORT — PROJECT NO 117-034 (BROADWAY THEATER LEAGUE REIMBURSEMENT) This was the date set for receiving and opening of sealed bids for the above referenced project. The Clerk stated there were no bids received. OPENING OF BIDS — CENTURY CENTER MASONRY RESTORATION PHASE II — PROJECT NO. 117-037 (HOTEL/MOTEL TAX) This was the date set for receiving and opening of sealed bids for the above referenced project. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri- County News, which were found to be sufficient. The following bids were opened and publicly read: ZIOLKOWSKI CONSTRUCTION, INC, 4050 Ralph Jones Drive South Bend, IN 46628 Bid was signed by: Bill Favors Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Five percent (5%) Bid Bond was submitted. REGULAR MEETING JUNE 13, 2017 176 BID: Base Bid: $91,286 Alternate 1: $23,500 Alternate 2: $42,292 SLATILE ROOFING AND SHEET METAL CO., INC. 1703 S. Ironwood Dr. South Bend, IN 46613 Bid was signed by: Gerald Longerot Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Five percent (5%) Bid Bond was submitted. BID: Base Bid: $174,000 Alternate 1: $38,500 Alternate 2: $87,560 C&S MASONRY RESTORATION, LLC 3725 N. Foundation Ct. Suite AB South Bend, IN 46628 Bid was signed by: Steve Fields Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Five percent (5%) Bid Bond was submitted. BID: Base Bid: $289,000.00 Alternate 1: NO BID missing information Alternate 2: $215,000.00 Attorney Schmidt noted C&S did not acknowledge the addendum and submitted the wrong bid form, explaining the addendum included a new bid form. He noted this would be material to the bid review. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above bids were referred to Engineering for review and recommendation. OPENING OF BIDS — ONE (1) OR MORE 2017 OR NEWER 40' ARTICULATING BOOM LIFT — SPEC R (VPA 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: BLUELINE RENTAL, LLC 2020 Integrity Drive South Columbus, OH 43209 Bid was signed by: Joana Muller 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. :o Description Year/Make/Model Unit Price 2017 JLG E400AJPN $50,826.84 Sales Tax Not Included If Applicable. Lead Time 90 Days, Subject to Change [J REGULAR MEETING JUNE 13, 2017 177 Year ake/Model — Trade In Unit Price 2003nit 317A, Genie Model TM250 Trailer, tVU1N#5D8AA23l03R000320 $ NO BID *Estimated number of days for delivery from award date: 90 days, subject to change OER SERVICES LLC 717 S. Vermont Street Palatine, IL 60067 Bid was signed by: Ryan Bedingfield 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. Description Year/Make/Model Unit Price One (1) NEW Genie Z-40/23N w/jib (includes swing gate & beacon) $46,000.00 Sales Tax Not Included If Applicable. Lead Time 90 Days_ Snh;ent tn rhnnaP Year ke/Model — Trade In Unit Price 2003 t 317A, Genie Model TM250 Trailer, Lvn $ No interest #5D8AA23103R000320 As of Ube 12/ 1 /, current lead time is (15) weeks HULL LIFT TRUCK 28747 Old US 33 West Elkhart, IN 46544 Bid was signed by: Brent Dennison 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. M Description Year/Make/Model Unit Price Self -Propelled Boom Articulating I 2017/Genie/Z-40/23 N $56,294 Sales Tax Not Included If Applicable. Lead Time 90 Days, Subject to Change Year Make/Model — Trade In Unit Price 2003 Unit 317A, Genie Model TM250 Trailer, $4,000 VIN#5D8AA23103R000320 Li iLa«u itdulUGi ul days Ior delivery from award date: 119 MACALLISTER MACHINERY CO. 7515 East 301" Street Indianapolis, IN 46219 Bid was signed by: Chris MacAllister 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. �: REGULAR MEETING JUNE 13, 2017 178 Description Year/Make/Model Unit Price Articulating Boom 12017 JLG E400AJPN $47,500.00 Sales Tax Not Included If Applicable. Lead Time 90 Days, Subject to Change Year Make/Model — Trade In Unit Price 2003 Unit 317A, Genie Model TM250 Trailer, VIN45D8AA23103R000320 $2,000.00 *Estimated number of days for delivery from award date: 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 AND AWARD OF QUOTATIONS — ENCLOSURE OF BREAKROOM AT ORGANIC RESOURCES (WASTEWATER 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 Clerk of the Board stated no quotations were received. OPENING OF QUOTATIONS — SPECIALTY PAVEMENT MARKINGS — PROJECT NO. 117-039 (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 quotation was opened and read: DBL SERVICES, INC. 1811 N. Clover Rd. Mishawaka, IN 46545 Quotation was submitted by David Letcher Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. QUOTATION: $22,146.11 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above quotation was referred to Engineering for review and recommendation. AWARD BID — ONE (1) OR MORE, 2017 OR NEWER, LP POWERED LIFT TRUCK — SPEC N (WASTEWATER CAPITAL) Mr. Jeff Hudak, Central Services, advised the Board that on May 23, 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 Hull Lift Truck, 28747 Old US 33 West., Elkhart, IN 46516, in the amount of $29,459. 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 BID — ONE (1) OR MORE, 2017 OR NEWER, 70' AERIAL FOUR-WHEEL DRIVE TOWER TRUCK COMPLETE — SPEC O (VPA CAPITAL LEASE) Mr. Jeff Hudak, Central Services, advised the Board that on May 23, 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 Altec Industries, Inc., 1550 Aerial Avenue, Creedmoor, NC, 27522, in the amount of $200,147. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the bid be awarded subject to lease funding. Ms. Dorau seconded the motion, which carried. AWARD BID — 2017 STREET AND SEWER DEPARTMENT MATERIALS — PROJECT NO. 117-023R (STREETS, CURB & SIDEWALK, SEWER INSURANCE SEWERS SEWER CONCRETE) Ms. Tara Weigand, Engineering, advised the Board that on May 23, 2017, bids were received and opened for the above referenced materials. After reviewing those bids, Ms. Weigand recommended that the Board award the contract to the lowest responsive and responsible bidders Ferguson Water Works, 1077 Oliver Plow Court, South Bend, IN 46601, in the amount of unit prices not to exceed $117,975 for Division A, and American Highway Products, 11723 Strasburg L] 1 E REGULAR MEETING JUNE 13, 2017 179 Bolivar Road, Bolivar, OH 44612, in the amount of unit prices not to exceed $43,855 for Division B. 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 BID — SEVEN (7) MORE OR LESS 2017 OR NEWER 3/4 TON FOUR-WHEEL DRIVE PICK-UP TRUCKS — SPEC M (VPA CAPITAL LEASE CODE ENFORCEMENT CAPITAL LEASE, ORGANIC RESOURCES CAPITAL PURCHASE) Mr. Jeff Hudak, Central Services, advised the Board that on May 9, 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 Boulevard, Mishawaka, IN 46545, in the amount of $34,659 each for the base bid plus Alternate Nos. 2 and 4. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the bid be awarded subject to lease funding. Ms. Dorau seconded the motion, which carried. AWARD BID — ONE (1) OR MORE 2017 OR NEWER 3/4 TON EXTENDED CAB FOUR- WHEEL DRIVE PICK-UP TRUCK - SPEC L (VPA CAPITAL LEASE) Mr. Jeff Hudak, Central Services, advised the Board that on May 9, 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 Boulevard, Mishawaka, IN 46545, in the amount of $38,029 for the Base Bid plus Alternate Nos. 2 and 4. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the bid be awarded subject to lease funding. Ms. Dorau seconded the motion, which carried. AWARD QUOTATION — IRONWOOD DRIVE REPAIRS — PROJECT NO 115 099 (LRSA� Ms. Tara Weigand, Engineering, advised the Board that on June 8, 2017, quotes were received and opened for the above referenced project. After reviewing those quotes, Ms. Weigand recommended that the Board award the contract to the lowest responsive and responsible bidder Walsh & Kelly, Inc., 24358 SR 23, South Bend, IN 46614, in the amount of $87,070.00. 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 — OLIVE STREET METRONET CONDUIT — PROJECT NO 117 021 (RWDA TIF) Ms. Tara Weigand, Engineering, advised the Board that on June 8, 2017, quotations were received and opened for the above referenced project. After reviewing those quotes, Ms. Weigand recommended that the Board award the contract to the lowest responsive and responsible bidder C&E Excavating, Inc., 53767 County Road 9, Elkhart, IN 46514, in the amount of $127,395.00. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the quote be awarded as outlined above. Ms. Dorau. seconded the motion, which carried. AWARD PROPOSAL AND AUTHORIZE LEGAL TO NEGOTIATE A CONTRACT — MORRIS PERFORMING ARTS CENTER PALAIS ROYALE AND CENTURY CENTER EVENT SECURITY SERVICES (EVENT TICKET REVENUE) Ms. Denise Zigler, Morris Performing Arts Center, advised the Board that on May 23, 2017, proposals were received and opened for the above referenced services. After review and scoring tabulation by the review committee, the committee recommended that the Board award the contract to the highest scoring proposal, ESG Security and Event Services, 1060 North Capitol Avenue, Suite E210, Indianapolis, IN 46204. Attorney Schmidt requested the Board authorize himself and Ms. Zigler to finalize the contract after which they will bring it to the Board for final approval. Attorney Schmidt stated if the contract can't be agreed upon, the award would go to the second highest scoring proposal. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the proposal be awarded as outlined above and Ms. Zigler and Attorney Schmidt be authorized to negotiate the contract documents. Ms. Dorau seconded the motion, which carried. APPROVE CHANGE ORDER NO. 14 - SOUTH BEND ONE-WAY TO TWO-WAY CONVERSION, DIVISION B — PROJECT NO 116-001 (2015 TIF BOND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 14 on behalf of Rieth-Riley Construction Co., Inc., 25200 State Road 23, South Bend, IN 46614, indicating REGULAR MEETING JUNE 13, 2017 180 the contract amount be increased by $72,840 for a new contract sum, including this Change Order, in the amount of $17,689,582.55. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — 2016 MANHOLE AND SEWER LINING — PROJECT NO. 116-026 (UTILITY EXPENSE, CONTRACTUAL SERVICE OTHER) Mr. Gilot advised that Ms. Sue Ellen Doudrick, Engineering, has submitted Change Order No. 1 on behalf of Insituform Technologies, Inc., 11351 W 183rd Street, Orland Park, IL 60467, indicating the contract amount be increased by $28,701.75 for a new contract sum, including this Change Order, in the amount of $2,986,602.55. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE CHANGE ORDER NOS. 10 11 AND 12 — WASTEWATER TREATMENT PLANT SECONDARY TREATMENT IMPROVEMENTS — PROJECT NO 114-053 (2012 SEWER BOND, WASTEWATER CAPITALS) Mr. Gilot advised that Mr. Jacob Klosinski, Environmental Services, has submitted Change Order Nos. 10, 11, and 12 on behalf of Thieneman Construction, Inc., 17219 Foundation Parkway, Westfield, IN 46074. Mr. Gilot stated Change Order No. 10 will increase the contract amount by $422,000 and an additional seventy-nine (79) days for a modified contract sum, including this Change Order, in the amount of $13,468,684.87; Change Order No. 11 will increase the contract by $31,550 for a modified contract sum, including this Change Order, in the amount of $13,500,234.87; and Change Order No. 12. will increase the contract by $483,411 and an additional thirty (30) days, for a modified contract sum, including this Change Order, in the amount of $13,983,645.87. Ms. Maradik made a motion for their separate approvals. Ms. Dorau seconded the motion, which carried. APPROVE CHANGE ORDER NO. 2 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — RANDOLPH STREET BASIN EMERGENCY REPAIR — PROJECT NO. 116-083D COIT Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 2 (Final) on behalf of HRP Construction Co., 5777 Cleveland Road, South Bend, IN 46628 indicating the contract amount be decreased by $5,088.00 for a new contract sum, including this Change Order, of $184,595.30. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $184,595.30. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, Change Order No. 2 (Final) and the Project Completion Affidavit were approved. APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — COUNTY -CITY BUILDING VAN ACCESSIBLE PARKING — PROJECT NO. 116-038 LRSA Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of Rieth-Riley Construction Co., Inc., 25200 State Road 23, South Bend, IN 46614 indicating the contract amount be increased by $883.00 for a new contract sum, including this Change Order, of $17,179.00. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $17,179.00. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved. APPROVE CHANGE ORDER NO 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — FIRE DEPARTMENT TRAINING CENTER SITE IMPROVEMENTS — PROJECT NO. 117- 013 (FIRE DEPARTMENT) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of TX Concrete, 24899 Fillmore Road, South Bend, IN 46619, indicating the contract amount be increased by $639.00 for a modified contract sum, including this Change Order, of $9,184.13. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $9,184.13. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved. REGULAR MEETING JUNE 13, 2017 181 APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — EIGHTEEN (18) MORE OR LESS, NEW HEAVY DUTY MOBILE LIFTING SYSTEMS — SPEC T (CENTRAL SERVICES 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 equipment. 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 — DOWNTOWN MILL AND ASPHALT OVERLAY — PROJECT NO 117-052 (TIF BOND) In a memorandum to the Board, Ms. Sue Ellen Doudrick, 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. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — DEMOLITION OF HOWARD PARK RECREATION CENTER — PROJECT NO. 117-058 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. Mr. Gilot noted the funding source must be determined before advertising. Ms. Maradik stated they will just need to determine that before the award of the bid. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above request was approved. ADOPT RESOLUTION NO. 21-2017 — A RESOLUTION OF THE CITY OF SOUTH BEND INDIANA BOARD OF PUBLIC WORKS APPROVING THE TRANSFER OF PERSONAL PROPERTY TO THE CITY OF ALEXANDRIA INDIANA — 2009 DODGE CHARGER K9 VEHICLE Attorney Schmidt stated he spoke to Finance and they are in the process of creating an asset disposal form for this vehicle, which will come before the Board as a resolution at their next meeting. He noted also, the Clerk of the Board received a matching resolution passed by the City of Alexandria's Board of Public Works, accepting the transfer of the vehicle. Therefore, 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. 21-2017 A RESOLUTION OF CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS APPROVING THE TRANSFER OF PERSONAL PROPERTY TO THE CITY OF ALEXANDRIA, INDIANA WHEREAS, the South Bend Board of Public Works (the "Public Works"), the contracting body of the City of South Bend, Indiana (the "City"), which exists and operates under the provisions of I.C. 36-9-6 (the "Act"), holds certain personal property; and WHEREAS, the City, by and through its Board acting on behalf of the City's Police Department, holds certain personal property; and WHEREAS, the City of Alexandria, Indiana ("Alexandria"), acting by and through its Board of Public Works (the "Board") and on behalf of the Alexandria Police Department, desires to acquire certain personal property from the City; and WHEREAS, pursuant to I.C. 36-1-11-8, Public Works and the Board may transfer or exchange property with one another upon terms and conditions agreed upon by the entities as evidenced by the adoption of substantially identical resolutions of each entity; and WHEREAS, the City's Public Works agrees to the transfer the personal property described and attached hereto as Exhibit A to Alexandria's Board; and WHEREAS, Alexandria's Board agrees to accept the transfer of the personal property as described and attached hereto as Exhibit A from the City's Public Works; and WHEREAS, the Board is expected to adopt a corresponding resolution consistent with I.C. 36-1-11-8. REGULAR MEETING JUNE 13, 2017 182 NOW, THEREFORE, BE IT RESOLVED BY THE SOUTH BEND BOARD OF PUBLIC WORKS AS FOLLOWS: The transfer of personal property from the City's Public Works to Alexandria's Board as described in Exhibit A attached is hereby authorized and approved. 2. This Resolution shall be in full force and effect upon its adoption. ADOPTED at a meeting of the City of South Bend Board of Public Works held on June 13, 2017, on the 13th Floor of 227 W. Jefferson Boulevard, South Bend, IN 46601. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Elizabeth A. Maradik s/ Therese J. Dorau ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 22-2017 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH BEND, INDIANA ESTABLISHING A POLICY FOR SCHOOL ZONE SIGNS, MARKINGS, AND SIGNALS 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. 2 2 -2017 A RESOLUTION OF THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH BEND, INDIANA ESTABLISHING A POLICY FOR SCHOOL ZONE SIGNS, MARKINGS, AND SIGNALS WHEREAS, the Board of Public Works ("BPW") is a contracting body of the City of South Bend (the "City") and exists and operates under the provisions of I.C. 36-4-9-5, as amended from time to time (the "Act"); and WHEREAS, pursuant to I.C. 36-4-4-2(a); 36-4-5-3(7); 36-1-3-2; and 36-1-3-3, the BPW has the power and duty to assist the Executive in the efficient and effective operation of government of the City; and WHEREAS, pursuant to the City of South Bend Municipal Code, Section 20-3 ("Code"), the BPW has the authority to control the installation of traffic control signs, markings and signals in the City's public rights -of -ways streets; and WHEREAS, the BPW has received requests from schools within the City's limits for various traffic control signs and signals; and WHEREAS, the BPW has determined it to be in the best interest and safety of the City's citizens and drivers to provide consistency in school zone signs and signals; and WHEREAS, all signs and signals shall adhere to sound traffic engineering principles, and be in compliance with the Indiana Manual on Uniform Traffic Control Devices, and be standardized in their applications and locations; and WHEREAS, standard school zone signs shall be made and installed for public and private schools by the City; and REGULAR MEETING JUNE 13, 2017 183 WHEREAS, additional signals, special crosswalks and other traffic control devices may be installed by the City upon request, and financial participation in the cost, by the private or public school; and WHEREAS, BPW shall empower the City's team of engineers, street, and public safety professionals to establish the process for designing, locating, and installing school zone signs and signals. Exhibit A presents the process for special school zone sign and signal requests. NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS THAT: The Board of Public Works for the City of South Bend, under the power vested by the City of South Bend Municipal Code Section 20-3, shall be allowed to accept requests for additional or special school signals from private and public school officials, and direct the City's team of engineers, street officials, and public safety officials to determine the application process, the sign and signal designs, the installation locations, and the material and labor costs per the defined reimbursement policy. ADOPTED this 13' day ofJune, 2017. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Elizabeth A. Maradik s/ Therese J. Dorau ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 23-2017 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND APPROVING THE TRANFER OF REAL PROPERTY TO THE SOUTH BEND REDEVELOPMENT COMMISSION 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.23-2017 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND APPROVING THE TRANSFER OF REAL PROPERTY TO THE SOUTH BEND REDEVELOPMENT COMMISSION WHEREAS, the City of South Bend, Indiana, Board of Public Works (the "Board") has custody of real property owned by the City of South Bend, Indiana (the "City") pursuant to Ind. Code 36-9-6-3; and WHEREAS, the Board holds certain real property located in the City commonly known as 511 S. Michigan Street and more particularly described in attached Exhibit A (the "Property"); and WHEREAS, the South Bend Redevelopment Commission, the governing body of the City of South Bend, Indiana, Department of Redevelopment (the "Commission"), exists and operates pursuant to Ind. Code 36-7-14 (the "Act"); and WHEREAS, the Board desires to convey the Property to the Commission pursuant to Ind. Code 36-1-11-8 for the purpose of making the Property available for re -use and redevelopment in accordance with the Commission's purposes and powers under the Act; and REGULAR MEETING JUNE 13, 2017 184 WHEREAS, it is anticipated that the Commission will adopt a resolution accepting the Board's conveyance of the Property to the Commission and appointing a representative to accept and record the deed received from the Board. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND AS FOLLOWS: 1. The Board approves the conveyance of the Property to the Commission. 2. The Mayor and the City Clerk, or the duly authorized designee(s) of each, are authorized and instructed to execute and attest, respectively, a quit claim deed in the form attached hereto as Exhibit B conveying all of the Board's right, title, and interest in the Property to the Commission. 3. The Board authorizes David Relos of the City's Department of Community Investment to act on behalf of the Board in delivering the quit claim deed to the Commission and executing any other document required to effect the Board's conveyance of the Property to the Commission. 4. This Resolution will be in full force and effect upon its adoption. ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana, held on June 13, 2017, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Elizabeth A. Maradik s/ Therese J. Dorau 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/ Amendment H.J. Umbaugh Additional Time for the Water Funding Increase of Second Maradik/Dorau to & Associates Utility Cost Service Study due $35,000 Professional to delays in the passage of the (Water Services Water Rate Ordinance, and Works Agreement IURC Requirements for O&M) Updated Test Year for Rate Case. Professional HVS Venue Management NTE $25,800 Maradik/Dorau Services Convention, Assessment of the Century plus Agreement Sports & Center and Morris Performing Reasonable Entertainment Arts Center/Palais Royale Out -of - Facilities Ballroom Pocket Consulting Expenses (EDIT) Professional The Industrial Services to the Industrial $73,500 Maradik/Dorau Services Revolving Revolving Fund Annually Agreement Fund Paid to the . City (Community Investment Administrati Agreement State of Adjustment for Medicaid on) Reimbursem Maradik/Dorau E F�l REGULAR MEETING JUNE 13, 2017 185 C 1 Indiana Managed Care Ambulance ent of Services for Calendar Year $1,411,931.4 2014 for the South Bend Fire 7; Inter - Department governmenta l Transfer Amount: $471,088.31 (Misc. Charges & Services) Memorandum Great Lakes Details Requirements of the Maradik/Dorau of Capital Developer should the Sewer Understanding Master Planning Study suggest an Alternate Route for the Sanitary Sewer for 5550 Dylan Drive Software The Flybook, East Race Event Payment $1 per Maradik/Dorau Agreement LLC Software Transaction (VPA) Professional Jacob Burnett Redevelopment Supervisory $32,750 Maradik/Dorau Services Services (COIT) Agreement Professional Dan Correa Redevelopment Supervisory $14,000 Maradik/Dorau Services Services (COIT) Agreement Computer Toro NSN Three (3) Year Agreement for $215/month Maradik/Dorau System and Computer and Watering plus $450 Software System Software for Elbel Down Agreement Golf Course Payment; Total of $8,193.60 for Three (3) Years APPROVAL OF PERMIT AND LICENSE APPLICATIONS The followiniz hermit and license annlicar;nne wPrP „rPePntP.i f.,r Applicant Description Date/Time Location Motion Carried The LGBTQ Residential July 8, 2017; South Michigan Street Maradik/Dorau Center Block Party — 11:00 a.m. to from Washington Street Pride Block 6:00 p.m. to Wayne Street Party Downtown Non- Tuesdays and Michigan Street in front Maradik/Dorau South Bend, Residential Thursdays from of Morris Performing Inc. Block Party — May to Arts Center from Colfax Food Truck October; 9:00 Ave. to Martin Luther Alley a.m. to 3:00 King Jr. Blvd. p.m. City of South Non- June 21, 2017; Main Street from Maradik/Dorau Bend Residential 10:30 a.m, to Washington Street to Block Party — 12:00 p.m. Jefferson Blvd.; No Leighton Plaza Parking Signs posted Statue from 6:00 a.m. to 1:00 Unveiling p.m. with access to Courthouse Underground Parking from Jefferson Blvd. to Garage Ramp American Procession — July 8, 2017; Subject to Revised Maradik/Dorau Legion Post Kernan's 8:30 a.m. to Route on St. Joseph 357 1 Heroes Ride 2:00 p.m. Valley Parkway to REGULAR MEETING JUNE 13, 2017 186 Mayflower Road St. Joe County Procession - St. July 1, 2017; Subject to revised Route Maradik/Dorau 4-H Fairground Joseph County 7:00 a.m. to of Lafayette St. to 4H Fair Parade 11:30 a.m. Colfax Ave. to Williams 2017 St., back to Four Winds Field. The Outside License - Open May — East Jefferson Blvd. & Maradik/Dorau Scoop Air Business — November; South Michigan Street; Ice Cream 11:00 a.m. to East Jefferson Blvd. Tricycle 7:00 p.m.; across from Niles Ave.; Variable on West Colfax Ave. & Weekends, North Michigan Street; Evenings, and East Colfax Ave. & Events North Michigan Street; South St. Joseph Street in front of Century Center FAVORABLE RECOMMENDATION - PETITION TO VACATE THE NORTH/SOUTH ALLEY WEST OF LAUREL STREET RUNNING SOUTH FROM JEFFERSON BLVD. TO 1ST EAST/WEST ALLEY, AND NORTH FROM JEFFERSON BLVD. TO 1ST EAST/WEST ALLEY Mr. Gilot indicated that Karl and Megyn Edmondson, 1042 W. Jefferson Blvd., South Bend, IN, have submitted a request to vacate the above referenced alley for the purpose of reducing traffic and dumping. The Edmondson's noted they are proposing a Community Garden in the lot adjacent to the alley and are concerned with the safety of the increased foot traffic. Mr. Gilot advised the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Area Plan Commission, Police Department, 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. Maradik made a motion recommending approval of the request for vacation. Ms. Dorau seconded the motion which carried. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the following traffic control devices were approved: NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATIONS: 614 S Wellington 1645 N Brookfield 1215 Elliott REMARKS: All criteria has been met NEW INSTALLATION: Eight (8) No Left Turn Signs LOCATIONS: Dubail Ave. at Intersection on both the East and West of Twyckenham Drive; Delbert Court at Intersection with Twyckenham Drive; Prinz Court at Intersection with Twyckenham Drive; Raymond Court at Intersection with Leer Street; Alley South of Norfolk Southern Railroad Crossing at Intersection with Leer Street (East Side); Prinz Court at Intersection on East and West of Leer Street REMARKS: All criteria has been met REVISION: Residential Handicapped Parking LOCATION: Remove from 1108 Western Avenue and Install at 1224 Dunham Street REMARKS: All criteria has been met fl Ll E REGULAR MEETING JUNE 13, 2017 187 REVISION: All -Way Stop Signs LOCATION: Revise Intersection of Lafayette Boulevard and Marion Street to All -Way Stop Configuration, with new Stop Signs, All -Way Place Cards and Reflectorized Strips REMARKS: All criteria has been met REVISION: Lane Reconfiguration LOCATION: Reconfigure Lanes on Lafayette Blvd. from LaSalle Avenue to Navarre Street; Install No Parking "Here to Corner"; Remove White Dashed Lane Markings on Northbound Lafayette Blvd. and any conflicting Parking Restrictions; Remove "No Parking this Side of Street" Restriction on East Side and Replace with Specific Parking Restrictions REMARKS: All criteria has been met APPROVE CLAIMS Ms. Maradik stated that a request to pay the following claims in the amounts indicated has been received by the Board; each claim is fully supported by an invoice; the person receiving the goods or services has approved the claims; and the claims have been filed with the City Fiscal Officer and certified for accuracy Name City of South Bend Amount of Claim City of South Bend $1 ,3320 $1,0$13. 07 City of South Bend ,333.20 $5,526,959.80 U.S. National Bank Association; Smart Streets $1,052,702.03 Requisition No. 68 PNC Equipment Finance, LLC & U.S. Bank National $91,800 Association; Requisition No. 3; Cub Cadet Mowers Date 06/09/2017 06/13/2017 06/02/2017 06/09/2017 06/12/2017 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 10:42 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President Elizabeth A. Maradik, Member Therese J. Dor u, M mber Kiiiis A. Mueller, Member Suzanna Fritzberg, Member ATTEST: i da M. Martin, Cle