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HomeMy WebLinkAbout110917 Agenda Review SessionCITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION November 9, 2017 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER Page 1 1. REVIEW OF MINUTES A. Agenda Review, Regular Meeting, and Claims Review Meeting of October 19, October 24, October 31, and November 7, 2017 2. OPENING OF BIDS A. 100 Wayne Street Plaza and Streetscape – Project No. 116-047R 1. Funding: RWDA TIF (324.1050.460.42.03) B. One (1) or More, 2018 or Newer, ¾ Ton Extended Cab Four Wheel Drive Pick Up Truck – Spec AC 1. Funding: Water Works Capital (622.0604.415.43.02) C. Preventative Maintenance on Thirty-Nine (39) Generators for Various City Departments – Spec AE 1. Funding: Central Services Division (222.0605.419.36.01), Fire Department (101.0901.422.36.01), Four Winds Field (401.1101.452.36.01), Morris Performing Arts (201.1101.452.36.01), Police Department (101.0801.421.36.01), Street Department (202.0607.431.36.01), Wastewater (641.0630.793.63.35), Water Works (620.0640.602.31.35) D. Farmington Lift Station 14A Rehabilitation – Project No. 117-027 1. Funding: Utilities, Wastewater Capital (642.0630.415.43.66) E. Abandoned Vehicle Auction 3. OPENING OF QUOTATIONS A. EV Charger Installation 1. Funding: Grants and Subsidies (222.0616.419.39.30) B. Water Works Olive Street Security Cameras 1. Funding: Water Works Operations (620.0640.606.36.01) C. 2017 Code Enforcement Remodel – Project No. 117-117 1. Funding: Consolidated Building Fund/Code Enforcement (600.1201.415.39.89) 2. Award D. 2017 Engineering Remodel – Project No. 117-116 1. Funding: Small Tools and Equipment (101.0602.431.23.20/.99) 2. Award E. LangLab HVAC Improvements – Project No. 117-024 1. Funding: RWDA TIF (324.1050.460.42.01) 2. Award 4. AWARD BIDS A. Two (2) More or Less, 2017 or Newer, Utility Crew Trucks – Spec AA 1. Company: Martin Country Chevrolet, Inc. dba Country Auto Center CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION November 9, 2017 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER Page 2 2. Amount: $57,156 each; Total $114,312 3. Funding: Sewer Department Capital (642.0621.415.43.02) B. Equipment Installations in 2017 Ford Police Interceptor Sedans – Spec AB 1. Company: ERS-OCI Wireless 2. Amount: $1,405 each; Total $37,935 3. Funding: Subject to Police Department Capital Lease (404.0401.415.37.11/.12) C. Sale of City-Owned Property – 616-618 Sherman Ave. 1. Awardee: Clinton and Sundra Gilkie 2. Amount: $2,191 5. AWARD QUOTATIONS A. Century Center Skylight Beams Painting – Project No. 117-004 1. Company: Ziolkowski Construction, Inc. 2. Amount: $115,769.22 Base Quote plus Alternate 1 3. Funding: Hotel/Motel Tax (7304.42010.000.0099) B. Fellows Street Raised Crosswalk – Project No. 117-086 1. Company: Rieth-Riley Construction Co., Inc. 2. Amount: $104,092.50; Base Quote plus Alternate 1 3. Funding: RWDA TIF (324.1050.460.42.03) 6. CHANGE ORDERS A. 2016 Parking Garage Improvements – Project No. 115-143 1. Company: Gibson-Lewis LLC 2. Change Order No.: 1 3. Increase Amount: $15,016 4. Percent of Increase: 1.31% 5. Revised Contract Amount: $1,160,016 6. Funding: Major Moves (412.0401.415.36.01) B. Monroe Parking Lot and Street Improvements – Project No. 117-043 1. Company: Walsh & Kelly, Inc. 2. Change Order No.: 1 3. Increase Amount: $3,174; Additional 182 Days 4. Percent of Increase: 1.39% 5. Revised Contract Amount: $232,072.08 6. Revised Project Completion Date: August 31, 2018 7. Funding: RWDA TIF (324.1050.460.42.01) C. Century Center Masonry Restoration – Project No. 117-037 1. Company: Ziolkowski Construction, Inc. 2. Change Order No.: 1 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION November 9, 2017 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER Page 3 3. Increase Amount: $13,376 4. Percent of Increase: 8.52% 5. Revised Contract Amount: $170,454 6. Funding: Hotel/Motel Tax (7304.42010.000.0099) D. Fire Station No. 4 – Project No. 116-066 1. Company: Gibson-Lewis, LLC 2. Change Order No.: 1 3. Increase Amount: $150,142; Additional Twenty-Seven (27) Days 4. Percent of Increase: 4.91% 5. Revised Contract Amount: $3,207,942 6. Revised Project Completion Date: July 19, 2018 7. Funding: RWDA TIF (324.1050.460.36.01) 7. CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT A. 2017 Demolitions, Phase I, Division B – Project No. 117-065 1. Company: R&R Excavating, Inc. 2. Change Order No.: 1 (Final) 3. Decrease Amount: ($8,412) 4. Percent of Decrease: (11.76%) 5. Revised Contract Amount: $63,138 6. Funding: RWDA TIF (324.1050.460.39.82) 8. PROJECT COMPLETION AFFIDAVITS A. 2016 Tree Planting – Project No. 116-031 1. Company: Douglas Landscape, Inc. 2. Final Contract Amount: $11,729 3. Funding: MVH (202.0619.431.31.06) B. Crescent Oaks Subdivision, Section Three 1. Company: Tampico Development, LLC 2. Final Contract Amount: $44,773 3. Funding: Irrevocable Letter of Credit C. Leighton Plaza Improvements, Phase 2, Division A – Project No. 117-054R 1. Company: C&S Masonry Restoration, LLC 2. Final Contract Amount: $37,808 3. Funding: Special Donations/RWDA TIF (217.1086.415.39.89/324.1050.460.42.01) D. Leighton Plaza Improvements, Phase 2, Division B – Project No. 117-054R 1. Company: C&S Masonry Restoration, LLC 2. Final Contract Amount: $20,196 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION November 9, 2017 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER Page 4 3. Funding: Special Donations/RWDA TIF (217.1086.415.39.89/324.1050.460.42.01) E. I&M Service Point at the Cooper Bridge – Project No. 117-076 1. Company: Martell Electric, LLC 2. Final Contract Amount: $6,535 3. Funding: MVH (202.0607.431.36.01) 9. REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEETS A. One (1) or More, 2017 or Newer, Tandem Axle Multi-Use Dump Truck – Spec AD 1. Funding: Subject to Street Department Capital Lease (202.0647.431.37.11/.12) B. One (1) or More, 2017 or Newer, Tandem Axle Dump Truck – Spec AF 1. Funding: Sewer Department Capital (642.0621.415.43.02) C. Two (2) More or Less, 2018 or Newer, ½ Ton Crew Cab Four Wheel Drive Pickup Trucks – Spec AG 1. Funding: Fire Department Capital (287.0902.422.43.02) D. One (1) or More, New Four Wheel Drive Compact Tractor with Quick Release Loader Bucket – Spec AH 1. Funding: Community Investment Capital (405.1101.452.43.03) E. One (1) or More, 2018 or Newer Standard 4x4, Four (4) Door Utility Vehicle – Spec AI 1. Funding: Subject to Police Capital Lease (404.0401.415.37.11/.12) F. Sale of City Owned Property 1. Locations: a) 111 S. Dundee b) 117 S. Dundee G. Repair and Install Overhead Doors for all City Departments – Spec AJ 1. Funding: Various Department’s Operating Budgets H. Leighton Deck Coatings, Phase II – Project No. 117-092 1. Funding: RWDA TIF (324.1050.460.39.82) I. Two (2) More or Less, 2018 or Newer, 18,000 lb. Four Wheel Drive Chassis with Dump Beds – Spec AK 1. Funding: Subject to Street Department Capital Lease (202.0647.431.37.11/.12) J. Ironwood Drive Sidewalk, Edison Road to S.R. 23 – Project No. 117-033A 1. Funding: LRSA (251.0608.431.42.96) 2. Title Sheet K. 2017 Demolitions, Phase 2 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION November 9, 2017 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER Page 5 1. Funding: V&A Initiative (408.1201.415.39.89) 10. REQUEST TO ADVERTISE FOR THE RECEIPT OF PROPOSALS A. Morris Performing Arts Center Water Softener System 1. Funding: Morris Improvements Fund (404.0404.453.36.01) B. Venues, Parks, and Arts Experiential Recreational Vehicle 1. Funding: Parks General Fund (201.1101.452.37.11/.12) 11. RESOLUTIONS A. No. 50-2017 – Resolution of the City of South Bend Board of Public Works for Trial Sensors for Pavement Temperature Monitoring 1. Description: Pilot Program with enFocus to Mount Infrared Temperature Sensors to Measure Pavement Temperatures for Thirty (30) Days on Six (6) Light Poles B. No. 51-2017 – 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 German Township 1. Description: Baney Annexation Area C. No. 53-2017 – Resolution of the City of South Bend Board of Public Works on Disposal of Unfit and/or Obsolete Property 1. Description: Miscellaneous Computer Equipment D. No. 54-2017 – A Resolution of the Board of Public Works of the City of South Bend, Indiana, Declaring an Official Intent to Reimburse Expenditures which may be Incurred with Respect to Certain Projects and all Matters Related Thereto 1. Description: Reimbursement of Fire Station No. 9 Expenditures Incurred Prior to Issuance of Bond with Proceeds from the Bonds 12. AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA A. Professional Services Agreement – Plante Moran, PLLC 1. Description: Compile the 2017, 2018 and 2019 CAFR and Publish for the City for Audit 2. Amount: 2017 Report $15,500; 2018 Report $15,950; 2019 Report, $16,425 3. Funding: Admin/Finance General Fund (101.0401.415.31.06) B. Memorandum of Understanding – Smart Growth America 1. Description: City’s No Cost Participation in the Safe Streets Academy Technical Assistance Program C. Contract – Historic Preservation Commission of South Bend and St. Joseph County 1. Description: Increase Agency’s Capacity to Complete Environmental Reviews for the City of South Bend’s Federally Funded Projects CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION November 9, 2017 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER Page 6 2. Amount: $5,000 3. Funding: CDBG (212.1001.460.39.30) D. Contract – South Bend Human Rights Commission 1. Description: Increase Agency’s Capacity to Investigate Housing Discrimination Complaints and Provide Fair Housing Education 2. Amount: $10,000 3. Funding: CDBG (212.1001.460.39.30) E. Contract – REAL Services, Inc. 1. Description: Provide Essential Home Repairs for up to Twenty (20) Low- Moderate Income Senior Citizens 2. Amount: $150,000 3. Funding: CDBG (212.1001.460.39.30) F. Contract – Community Homebuyers Corporation, Inc. 1. Description: Provide Down Payment and Closing Cost Assistance for up to Ten (10) Low to Moderate Income Homebuyers 2. Amount: $200,000 3. Funding: CDBG (212.1001.460.39.30) G. Sixth Addendum to Agreement – Urban Enterprise Association of South Bend, Inc. 1. Description: Extension and Additional Funding for Façade Matching Grant Program for Lincoln Way West and Western Avenue 2. Amount: $50,000 3. Funding: COIT (404.1001.460.39.30) H. Professional Services Agreement – DLZ Indiana LLC 1. Description: Design Right-of-Way for Tucker Drive 2. Amount: NTE $27,300 3. Funding: RWDA TIF (324.1050.460.31.02) I. Special Purchase – Sherwin Williams 1. Description: Purchase of Compatible Paint through Indiana Code IC 5-22-10- 8 for the Century Center Skylight Steel Beams Painting 2. Amount: $14,488.29 3. Funding: Hotel/Motel Tax (7304.42010.000.0099) J. Data Sharing Agreement – Uptake Technologies, Inc. 1. Description: No Cost Agreement for Authorization to Collect Data from IT Network Monitoring Devices, Telemetric Sensors, SCADA, Wastewater Maintenance Data, and Public Works Vehicle Fleet Data for Research and Development K. Ratify Letter of Engagement – Kroger Gardis & Regas, LLP 1. Description: Authorize Cost Sharing Letter for GDS Associates, Inc. and HJ Umbaugh to represent Ft. Wayne and South Bend in IURC Rate Case CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION November 9, 2017 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER Page 7 2. Amount: $10,000 for Testimony Preparation plus 37.3% of GDS and Umbaugh Fees upon Adoption of Testimony 3. Funding: Wastewater Operations L. Professional Services Agreement – Change and Innovation Agency, L.L.C., 1. Description: Provide Employee Process and Improvement Training 2. Amount: NTE $30,000 3. Funding: Innovation and Technology (279.0672.415.31.06) M. Extension of QPA Special Purchase – SBC Global Services, Inc. d/b/a AT&T Global Services 1. Description: Renewal of Centrex Service for Alarms, Elevators, Non- Network Connected Buildings 2. Amount: $8,910/Year for Three (3) Years 3. Funding: COIT (404.0614.431.32.04) N. Amendment No. 1 to Professional Services Agreement – Jones Petrie Rafinski Corporation 1. Description: Additional Marriott Hotel Site Development 2. Amount: NTE $9,500 3. Funding: RWDA TIF (324.1050.460.31.02) O. Professional Services Agreement – DLZ Indiana. LLC 1. Description: Design of a New Traffic Signal System at Intersection of Sample and Sheridan Streets 2. Amount: NTE $36,200 3. Funding: RWDA TIF (324.1050.460.31.02) P. Professional Services Agreement – Auriel Information Systems, Inc. 1. Description: Development and Support of Permits and Inspection Processing System for Building Department 2. Amount: $24,000/Year 3. Funding: Information Technology (600.1306.415.31.76) Q. Amendment No. 1 to Master Services Agreement – Government Financial Officers Association 1. Description: Assist with RFP Development and Procurement for an Enterprise Resource Planning System 2. Amount: $76,888 3. Funding: Innovation Professional Services (279.0673.415.31.06) R. Professional Services Agreement – Lawson-Fisher Associates, P.C. 1. Description: Corby Street Storm Sewer Evaluation 2. Amount: Unit Prices NTE $39,500 3. Funding: REDA TIF (429.1050.460.31.02) S. Agreement – Northeast Neighborhood Revitalization Organization, Inc. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION November 9, 2017 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER Page 8 1. Description: Support the NNRO’s Revitalization Efforts in South Bend’s Northeast Neighborhood 2. Amount: $75,000 3. Funding: EDIT (408.1001.460.39.30) T. Professional Services Agreement – Arcadis, U.S. 1. Description: Wastewater Treatment Plant Stress Testing Evaluation 2. Amount: $148,790 3. Funding: Wastewater Engineering Account (641.0630.793.31.02) U. Professional Services Agreement – Black & Veatch Corporation 1. Description: Wastewater Treatment Plant Electrical Evaluation Study 2. Amount: $183,572 3. Funding: Wastewater Engineering Account (641.0630.793.31.02) V. Contract – South Bend Heritage Foundation, Inc. 1. Description: Rehabilitate Uninhabited Space into One (1) Rental Unit to Rent to Low-Moderate Income Tenants 2. Amount: $165,000 3. Funding: CDBG (212.1001.460.39.30) W. Professional Services Agreement – Patrick Engineering, Inc. 1. Description: West-Side Quiet Zone Establishment Study 2. Amount: $28,500 3. Funding: Special LOIT & Engineering Professional Services (257.0608.431.31.06/101.0602.431.31.06) X. Contract – Facility Dude Solutions 1. Description: Access to Cloud Based Energy Tracking and Analysis Software for City-Owned Facilities 2. Amount: $13,038.44 3. Funding: Other Professional Services (222.0616.419.31.06) Y. Agreement – WISSCO Irrigation Inc. 1. Description: Open Market Quotation Award for Leeper Park Meter Pit due to No Quotations received 2. Amount: $9,775 3. Funding: Park Bond (751.1101.452.39.89) Z. Amendment to Professional Services Agreement – HWC Engineering 1. Description: Prairie Avenue Water Main Loop 2. Amount: $178,000; New Total $192,500 3. Funding: Water Professional Services (620.0640.658.31.02) AA. Amendment to Professional Services Agreement – Lawson-Fisher Associates 1. Description: South Bend Dam Underwater Inspection and Bathymetric Survey 2. Amount: $4,000; New Total $23,600 3. Funding: Engineering Professional Services CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION November 9, 2017 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER Page 9 BB. Professional Services Agreement – Abonmarche Consultants 1. Description: CAD Drafting Services 2. Amount: NTE $3,990 3. Funding: Engineering Professional Services CC. Contract - Schuell Fence Co. 1. Company: Open Market Quotation Award for Colfax Bridge Security Fence due to No Quotations received 2. Amount: $1,965.82 3. Funding: Park Bond (751.1101.452.39.89) DD. Professional Services Agreement – West.SB LLC 1. Description: Marketing for the Mayor’s Pathways Workforce Program 2. Amount: $500 3. Funding: COIT (408.1001.460.31.06) 13. LICENSES AND PERMITS A. Block Party – Non-Residential 1. Applicant: Downtown South Bend, Inc. a) Event: Tree Lighting Ceremony and First Fridays b) Location: Washington St. from Michigan St. to Dr. Martin Luther King, Jr. Blvd. c) Date/Time: December 1, 2017; 3:30 p.m. to 9:30 p.m. d) See Police Comments B. Processions 1. Applicant: Downtown South Bend, Inc. a) Event: Holiday Light Parade b) Date/Time: December 8, 2017; 7:00 p.m. to 8:00 p.m. c) See Police Comments 14. TRAFFIC CONTROL DEVICES A. Removal – Parking by Residential Permit Only – Weekdays 7:00 a.m. to 4:00 p.m. 1. Locations: a) North Side of Napoleon Blvd. from Duey Ave. to Ravine Way; b) North and South Side of Ravine Way from Duey Ave. East to End of Building Units on South Side of Ravine Way; c) East Side of Duey Ave. from Ravine Way North to Bump Out 2. All criteria has been met B. Removal and New Installation 1. Remove: Five (5) Stop Signs, Seven (7) No Left Turn Signs, and Street Name Signs at Seven (7) Locations CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION November 9, 2017 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER Page 10 2. Install: Concrete Jersey Barriers at Eight (8) Locations 3. Locations: a) East and West Intersection of Dubail Ave. and Twyckenham Dr.; b) Intersection of Delbert Ct. and Twyckenham Dr. c) Intersection of Printz Ct. and Twyckenham Dr.; d) Intersection of Raymond Ct. and Leer St.; e) Alley South of Norfolk Southern Railroad Crossing at Intersection with Leer St. (East Side of Leer); f) East and West Intersection of Printz Ct. and Leer St.; g) Commercial Dr. Southeast of Norfolk Southern Railroad Crossing on Robinson St. 4. Description: Maintain Quiet Zone Compliance 5. All criteria has been met C. New Installation – Stop Signs 1. Location: Napoleon Blvd. at Duey St. 2. Description: Convert Existing 2-Way to All-Way Stop Condition 3. All criteria has been met D. New Installation – Speed Limit Sign “25mph” 1. Location: Southeast Corner of Hildreth St. and Twyckenham Dr., and Northwest Corner of Hildreth St. and Esther St. Intersections 2. All criteria has been met 15. CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE A. 20150 Sarah Street – Sewer B. 18413 Forest Glade Drive -Sewer and Water 16. INDUSTRIAL WASTEWATER DISCHARGE PERMIT RENEWALS A. Company: TK Finishing 1. Location: 3702 W. Sample Street B. Company: Imagineering Finishing Technologies 1. Location: 3722 Foundation Court 17. RATIFY BONDS A. Contractor Bonds 1. Willis Construction Co., Inc. effective November 2, 2017 B. Excavation Bonds 1. R&R Visual Incorporated, Released effective May 25, 2017 2. Foster Builders, Inc, Released effective July 27, 2017 3. Michiana Contracting, Inc., Released effective June 10, 2017 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION November 9, 2017 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER Page 11 C. Occupancy Bond 1. Jon Freeman, Effective October 30, 2017 18. CLAIMS 19. PRIVILEGE OF THE FLOOR 20. ADJOURNMENT NOTICE FOR HEARING AND SIGHT IMPAIRED PERSONS CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION November 9, 2017 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER Page 12 Auxiliary Aid or Other Services are Available upon Request at No Charge. Please Give Reasonable Advance Request when Possible.