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Home My WebLink About09262017 Board of Public Works MinutesREGULAR MEETING SEPTEMBER 26, 2017 291 The Regular Meeting of the Board of Public Works was convened at 9:34 a.m. on September 26, 2017, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, James Mueller, Suzanna Fritzberg, and Therese Dorau present. Also present was interim Board Attorney Catherine Fanello. 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 September 7, 12, and 19, 2017, were approved. OPENING OF BIDS — HIBBERD BUILDING SITE DEMOLITION AND PLAZA IMPROVEMENT PROJECT —PROJECT NO 117-063 (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: SELGE CONSTRUCTION CO., INC. 2833 S. I It' Street Niles, MI 49120 Bid was signed 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. Five percent (5%) Bid Bond was submitted. BID: Base Bid: $735,455.00 Alternate A Total: $9,775.00 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. Five percent (5%) Bid Bond was submitted. BID: Base Bid with Alternate A Total: $717,278.91 Alternate A Total: $8,135.00 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: $705,994.00 Alternate A Total: ($12,673.00) MAJORITY BUILDERS, INC. 62900 US 31 South South Bend, IN 46614 REGULAR MEETING SEPTEMBER 26, 2017 292 Bid was signed by: David Paston 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: $566,721.58 Alternate A Total: ($3,716.00) ZIOLKOWSKI CONSTRUCTION INC 4050 Ralph Jones Drive South Bend, IN 46628 Bid was signed by: Bill Favors Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Five percent (5%) Bid Bond was submitted. BID: Base Bid Total: $539,620.00 Alternate A Total: ($6,650.00) Attorney Fanello noted that Rieth-Riley Construction Co. didn't provide a total for their Base Bid separately. She noted also, that Ziolkowski did not include the Revised Bid Sheet No. 3, nor the acknowledgement of Addendum No. 3, and used Revised Bid Sheet No. 2 instead. Mr. Rich Estes, Community Investment, stated Addendum No. 3 provided the latest Revised Bid Sheet No. 3. Mr. Gilot stated the bid review team would need to do a thorough review of the irregularities. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above bids were referred to Engineering and Community Investment for review and recommendation. OPENING AND AWARD OF QUOTATIONS — HOWARD PARK LODGE DOOR REPLACEMENT (PARK BOND) 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: INDUSTRIAL DOOR 3839 S. Main St. South Bend, IN 46614 Quotation was submitted by Corey Miller 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: $3,668.00 OPTION NO. 1: $475.00 for Motorized w/battery backup OPTION NO.2: $200.00 for powder coated track and hinges Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above Quotation was referred to Venues, Parks, and Arts (VPA) for review and recommendation. After reviewing the quotation, Mr. Patrick Sherman, VPA, recommended that the Board award the contract to the sole responsive and responsible bidder, Industrial Door, in the amount of $4,143 for the Base Bid with Option No. 1. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Ms. Fritzberg seconded the motion, which carried. OPENING OF QUOTATIONS — LEEPER PARK ROSE GARDEN IRRIGATION (PARK BOND) REGULAR MEETING SEPTEMBER 26, 2017 293 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: WISSCO IRRIGATION, INC. 1820 South Bend Avenue South Bend, IN 46637 Quotation was submitted by Thomas Bishop 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: $10,380 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above quotation was referred to VPA for review and recommendation. OPENING OF QUOTATIONS — ALLEY DRYWELL INSTALL (NEAR ST VINCENT ST AND NOTRE DAME AVE.) — PROJECT NO 117-101 (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: 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. QUOTATION: $16,680.00 RIETH-RILEY CONSTRUCTION CO., INC. 25200 State Road 23 South Bend, IN 46614 Quotation was submitted 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. QUOTATION: $17,000.00 JOHN BOETTCHER SEWER & EXCAVATING 3305 N. Home Street Mishawaka, IN 46545 Quotation was submitted by John Boettcher 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: $9,921.00 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above Quotations were referred to Engineering for review and recommendation. AWARD BID —CHARLES BLACK CENTER RENOVATIONS — PROJECT NO. 116-073 (PARK BOND/RWDA TIF) Mr. Patrick Sherman, Venues, Parks, and Arts, advised the Board that on August 22, 2017, bids were received and opened for the above referenced project. After reviewing those bids, Mr. REGULAR MEETING SEPTEMBER 26, 2017 294 Sherman recommended that the Board award the .contract to the lowest responsive and responsible bidder, Gibson Lewis, LLC, 1001 W. 1 Ph Street, Mishawaka, Indiana, in the amount of $3,796,000 for the Base Bid and Alternate Nos. 8 and 9. Mr. Gilot questioned the funding amounts, noting Mr. Mueller was concerned about the TIF portion of this funding. Mr. Mueller stated the TIF funding is being reduced to $1,400,000 from the original $1,500,000, revising the balance to $2,396,000 from the Park Bond. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Fritzberg seconded the motion, which carried. AWARD QUOTATION — POTAWATOMI WELCOME TREE INSTALLATION (PARK BOND) Mr. Patrick Sherman, Venues, Parks and Arts, advised the Board that on September 12, 2017, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Sherman recommended that the Board award the contract to the lowest responsive and responsible bidder, Acorn Landscaping LLC, 3680 W. Sample Street, South Bend, IN 46619, in the amount of $5,205.00. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Ms. Fritzberg seconded the motion, which carried. APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — IRONWOOD DRIVE REPAIRS — PROJECT NO 115-099 (LRSA) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of Walsh & Kelly, Inc., 24358 State Road 23, South Bend, Indiana 46614 indicating the contract amount be decreased by $2,275 for a new contract sum, including this Change Order, of $84,795. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $84,795. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS EQUIPMENT INSTALLATIONS IN 2017 FORD POLICE INTERCEPTOR SEDANS — SPEC AB (SUBJECT TO 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 services. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above request was approved. ADOPT RESOLUTION NO. 41-2017 — 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 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the following Resolution was adopted by the Board of Public Works, subject to approval by the Redevelopment Commission: RESOLUTION NO.41-2017 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 1036 Lincoln Way East, bearing Tax Key Number 018-7017-067801, 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 SEPTEMBER 26 2017 295 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 September 26, 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/ Suzanna Fritzberg s/ Elizabeth A. Maradik s/ Therese J. Dorau s/ James A. Mueller ATTEST: s/Linda M. Martin, Clerk APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for annroval: Type Business Description Amount/ Motion/ Funding Second Amendment Teamsters System for Calculation of N/A Maradik/Fritzberg to Master Local Union Overtime for Teamsters Agreement No.364 Amendment Teamsters Regulate Spousal N/A Maradik/Fritzberg to Master Local Union Insurance and Rebates Agreement No.364 Real Property Near Northwest Transfer Properties in $1.00 Maradik/Fritzberg Transfer Neighborhood, 800 Block of Portage (Paid to City) Agreement Inc. Ave. (Subject to Successful Tax Credit Award of Affordable Housing Development) Second First Church of Renewal of Lease at 129 Base Rent: Maradik/Fritzberg Amendment Christ Scientist South Michigan Street $1,012/month; to Lease of South Bend CAM Contribution: NTE $721.60/month Supplemental Indiana Update to Existing $10 Maradik/Fritzberg Easement Michigan Easements at the (Paid to City) Agreement Power Intersection of Calvert [1 r1l 1 REGULAR MEETING SEPTEMBER 26, 2017 296 1 1 Company Street and Renewable Drive due to Calvert Street Lift Station Replacement Amendment Arcadis U.S., Amendment to Existing $25,000 Maradik/Fritzberg to Inc. Agreement for CIP (Water O&M) Professional Assistance Services Agreement Amendment H.J. Umbaugh Amendment to Existing $30,000 Maradik/Fritzberg to & Associates Agreement for (Water O&M) Professional Assistance with IURC Services Agreement Rescind Lexipol, LLC Use of Subscription $33,145 Maradik/Fritzberg Approval of Material including Fire (Fire Dept. 2016 Policy Manual, Daily Other Agreement Training Bulletins, and Professional and Approve One -Time Services) 2017 Implementation Support Agreement Fee Professional Zimmerman/Vo Housing Market Study $45,000 Maradik/Fritzberg Services lk Associates, (DCI Admin) Agreement Inc. License ESRI, Inc. GIS Licensing for One $50,000 Mar idik/Fritzberg Agreement (1) Year (IT Operating) APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following nermit and linence nnnlinntinnc xznara Applicant Description Date/Time Location Motion Carried Joanne Horak Residential October 7, 2017; Sylvan Glen Drive Maradik/Fritzberg Block Party 10:00 a.m. to from Windingwood 3:00 p.m. Drive to 35th St. and Oakcrest Drive Near Northwest Non- October 29, California Ave. from Maradik/Fritzberg Neighborhood Residential 2017; 8:00 a.m. Sherman Ave. to Block Party — to 5:00 p.m. Portage Ave. NNN Arts Cafe PATH, Inc. Procession - November 23, On route as Gilot/Maradik 3rd Annual 2017; 6:30 a.m. submitted; No police Subject to off - South Bend to 10:00 a.m. of Traffic assistance duty Traffic Turkey Trot Control and Police personnel; advance warning at the "s" curve; and outside lane of Nimtz Prkwy. used for run Hoosier Hikers Procession — October 22, On route as submitted Maradik/Fritzberg Volksmarch 2017; 10:30 a.m. to 6:00 p.m. South Bend Procession — October 20, On Route as Maradik/Fritzberg Heritage 29th Annual 2017; 9:30 a.m. submitted Foundation Red Ribbon to 11:00 a.m. March Against Drugs and Violence REGULAR MEETING SEPTEMBER 26, 2017 297 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: "15 Minute Loading Zone" LOCATION: West Side of Main Street North of Washington Street from Bump out to approximately 90' North NEW INSTALLATION: "Bus Parking Only" LOCATION: North Side of Washington Street West of Main Street from Bump out to approximately 75' West REMOVE: Any Conflicting Parking Restrictions REMARKS: All criteria has been met NEW INSTALLATION: Temporary Bus Parking for Events at the Morris Performing Arts Center LOCATION: West Side of the 200 Block of Main Street from LaSalle Avenue to the East/West Alley REMARKS: For Events on October 3 &4; November 2, 5, 12, & 18; and December 1, 2 & 3 APPROVE RENEWAL OF WASTEWATER DISCHARGE PERMITS) In a Memorandum to the Board, Ms. Lauren Trapp, Division of Environmental Services, submitted the following Wastewater Discharge Permit(s) for renewal and recommended approval: Pioneer Metal Finishing, 2424 Foundation Drive There being no farther discussion, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the permit's renewal was approved. APPROVE CLAIMS Ms. Maradik stated that a request to pay the following claims in the amounts indicated has been received by the Board; each claim is fully supported by an invoice; the person receiving the goods or services has approved the claims; and the claims have been filed with the City Fiscal Officer and certified for accuracy. Name Amount of Claim Date City of South Bend $5,504,207.81 09/22/2017 City of South Bend $1,020 09/21/2017 City of South Bend $2,683,200.56 09/26/2017 U.S. Bank National Assoc.; Smart Streets; Requisition No. 74 $7,526.71 09/20/2017 PNC Equipment Finance, LLC; U.S. Bank National Assoc.; Requisition No. 7 $69,318 09/20/2017 U.S. Bank National Assoc.; Park Bond; Requisition No. 50 $5,578 09/16/2017 U.S. Bank National Assoc.; Park Bond; Requisition No. 51 $13,208.91 09/22/2017 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 further business to come before the Board, upon a motion made by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 10:02 a.m. BOARD OF PUBLIC WORKS Gary Gilot, President Elizabeth A. Maradik, Member REGULAR MEETING SEPTEMBER 26, 2017 298 Therese J. DoraA-, Me ber Jam. Mueller, Member Buz itzbe g, Me err rinda EST: M. Martin, Clerk 1 1