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HomeMy WebLinkAbout10242017 Board of Public Works MinutesREGULAR MEETING OCTOBER 24, 2017 313 The Regular Meeting of the Board of Public Works was convened at 9:33 a.m. on October 24, 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. ADDTION TO THE AGENDA Mr. Gilot noted the addition to the agenda of a request to reschedule the Eddy Street Commons Trick or Treat street closure, previously approved by the Board for today, October 24 to Wednesday, October 25, 2017. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Minutes of the Regular Meeting and Claims Review Meeting of the Board held on October 10 and October 17, 2017, were approved. OPENING OF BIDS — EQUIPMENT INSTALLATIONS IN 2017 FORD POLICE INTERCEPTOR SEDANS — SPEC AB (POLICE DEPARTMENT CAPITAL LEASE) This was the date set for receiving and opening of sealed bids for the above referenced project. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri- County News, which were found to be sufficient. The following bids were opened and publicly read: IESP, INC. DBA COPSGEAR 3065 W US Hwy. 30 Columbia City, IN 46725 Bid was signed by: Joshua Church 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. Indiana Local Business Preference Claim Form submitted li Unit Price Installation and Setup Per Unit 1 $1,555.00 r,Z5u111alcu L1me per venlcle: z-s Gays Estimated number of days start to finish for approximately 25 units: 11-14 weeks STAG USA, INC. 102 Main St. Elwood, IN 46036 Bid was signed by: Adam Goldstein 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. LI-Ra Unit Price Installation and Setup Per Unit $1,590.00 L3Uni LLGU L1111G PUL VC111L1f'i: 1 Gay Estimated number of days start to finish for approximately 25 units: 45 days (30 business days) ERS-OCI WIRELESS 57678 County Road 3 Elkhart, IN 46517 REGULAR MEETING OCTOBER 24, 2017 314 LJ Bid was signed by: Amy 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. Ten percent (10%) Bid Bond was submitted. :R Unit Price Installation and Setup Per Unit 1$1,405.00 Estimated time per vehicle: 10 hours Estimated number of days start to finish for approximately 25 units: 60 business days ON -DUTY DEPOT, INC, 1140 Moseley St. Owensboro, KY 42303 Bid was signed by: John Noblitt 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. Unit Price Installation and Setup Per Unit 1 $1,870.00 tJstimatea time per vehicle: 3 days Estimated number of days start to finish for approximately 25 units: 120 days Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above bids were referred to Central Services for review and recommendation. OPENING OF QUOTATIONS — COLFAX BRIDGE SECURITY FENCE (PARK BOND) Mr. Gilot advised that this was the date set for the receiving and opening of sealed quotations for the above referenced project. No quotations were received. OPENING OF QUOTATIONS — LEEPER PARK METER PIT (PARK BOND) Mr. Gilot advised that this was the date set for the receiving and opening of sealed quotations for the above referenced project. No quotations were received. OPENING OF QUOTATIONS — FELLOWS STREET RAISED CROSSWALK — PROJECT NO. 117-086 (RWDA) 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: SELGE CONSTRUCTION CO. INC. 2833 S. I Ith Street Niles, MI 49120 Quotation was submitted by Robert Kuhns Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. QUOTATION: $150,175.00 WALSH & KELLY, INC. 24358 SR 23 South Bend, IN 46614 Quotation was submitted by Dustin Hilary REGULAR MEETING OCTOBER 24, 2017 315 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: $129,341.45 PREMIUM CONCRETE SERVICES, INC. 712 Richmond Street Elkhart, IN 46516 Quotation was submitted by Becky-Yeakey 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: $109,013.50 RIETH-RILEY CONSTRUCTION CO., INC. 25200 State Road 23 South Bend, IN 46614 Quotation was submitted by Ruben Alvarado 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: $104,092.50 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above quotations were referred to Engineering and Community Investment for review and recommendation. OPENING OF QUOTATIONS — YORK ROAD SEWER REPAIRS — PROJECT NO. 115-139R (LRSA CAPITAL) 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: C&E EXCAVATING, INC. 53767 County Road 9 Elkhart, IN 46514 Quotation was submitted by Thad Bessinger Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. QUOTATION: $39,094.00 HRP CONSTRUCTION INC. 5777 Cleveland Road, PO Box 266 South Bend, IN 46624 Quotation was submitted by Matthew Cain Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. QUOTATION: $44,220.00 RITSCHARD BROS., INC. 1204 W. Sample Street 1 1 11 REGULAR MEETING OCTOBER 24, 2017 316 South Bend, IN 46619 Quotation was submitted by Rachelle Dolniak 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: $81,709.00 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above Quotations were referred to Engineering for review and recommendation. OPENING OF QUOTATIONS — CENTURY CENTER SKYLIGHT STEEL BEAMS PAINTING — PROJECT NO. 117-004 (HOTEL/MOTEL TAX) 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: ZIOLKOWSKI CONSTRUCTION, INC. 4050 Ralph Jones Drive South Bend, IN 46628 Quotation was submitted 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. QUOTATION: $118,320.00 GIBSON-LEWIS, LLC 1001 W. 11 ' Street Mishawaka, IN 46544 Quotation was submitted by Robert Lingenfelter 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. QUOTATION: $227,981.00 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 QUOTATION — KELLY PARK ELECTRICAL ADDITION (PARK BOND) Mr. Patrick Sherman, Venues, Parks and Arts, advised the Board that on October 10, 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, Martell Electric, LLC, 4601 Cleveland Road, South Bend, IN 46628, in the amount of $1,960. 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. AWARD QUOTATION — LEEPER PARK ROSE GARDEN IRRIGATION (PARK BOND) Mr. Patrick Sherman, Venues, Parks and Arts, advised the Board that on September 26, 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, WISSCO Irrigation, Inc., 1820 South Bend Ave., South Bend, IN 46637, in the amount of $10,380. 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. REGULAR MEETING OCTOBER 24 2017 317 APPROVAL OF REQUEST TO REJECT QUOTATIONS — UNITY GARDENS SITE DEVELOPMENT —PROJECT NO. 117-050 (RWDA TIF) In a memorandum to the Board, Mr. Corbitt Kerr, Community Investment, requested permission to reject all quotations for the above referenced project due to being over budget. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above request was approved. APPROVE AND RESCIND APPROVAL OF REQUEST TO REJECT QUOTATIONS LAFAYETTE BUILDING ROOF REPAIR — PROJECT NO 117-100 (RWDA TIF) In a memorandum to the Board, Mr. Corbitt Kerr, Community Investment, requested permission to reject all quotations for the above referenced project. In an email invitation sent on October 4, 2017, quotes were requested from Slatile Roofing, Dudeck Roofing and Sheet Metal, Inc., Lawmasters, Inc., and Midland Engineering Co. The only quote received was from Slatile Roofing and Mr. Kerr informed the Board that one was not responsive to the specs and over the budget. Ms. Kara Boyles, City Engineer, stated the contractors were given a walk-through but were responsible for getting access to the roof on their own. She noted none of them did, and only Slatile would quote the project. She stated that Slatile's quote was responsive to the specs but they would need to get on the roof to determine any additional work needed. The Board discussed the dangerous conditions and agreed this needed to be repaired immediately. Mr. Gilot made a motion to reject the quote from Slatile and send the project to Code Enforcement to proceed under the Unsafe Building statute. Ms. Maradik seconded the motion, which carried. Attorney Fanello stated that the Board of Works does not have the authority to declare this an emergency but Code Enforcement would need to declare this an emergency under the Unsafe Building statute. She noted that the Unsafe Building statute requires certain notice provisions depending on the order issued by Code Enforcement but that they can hire a contractor or appoint the Board of Works as their agent to oversee the emergency work. She recommended based on Ms. Boyles comments that Slatile's quote is responsive, they gave a price on the scope, that the Board not reject the quote, but authorize Ms. Boyles to work with Code Enforcement to get the work done on an emergency basis. She added this is not a Public Works project because the City doesn't own the property. Therefore, Ms. Maradik made a motion to reconsider their previous motion to reject the quote from Slatile and that the Board delegate the City Engineer to work with Code Enforcement to get the work done under the Unsafe Building statute. Ms. Fritzberg seconded the motion, which carried. APPROVE CHANGE ORDER NO. 15 — WASTEWATER TREATMENT PLANT SECONDARY TREATMENT IMPROVEMENTS — PROJECT NO 114 053 (WASTEWATER CAPITAL) Mr. Gilot advised that Mr. Jacob Klosinski, Environmental Services, has submitted Change Order No. 15 on behalf of Thieneman Construction, Inc., 17219 Foundation Parkway, Westfield, IN 46074, indicating the contract amount be decreased by $1,750 for a new contract sum, including this Change Order, in the amount of $13,919,865.47. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — EDISON AND IRONWOOD ROAD CORRIDOR REHABILITATION — PROJECT NO 116-070 (LOCAL ROAD AND BRIDGE MATCHING GRANT) 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 $10,376.02 for a new contract sum, including this Change Order, in the amount of $1,410,000.82. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Change Order was approved. APPROVE CHANGE ORDER NO 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — NEWMAN CENTER ROOF REPAIR — PROJECT NO 116-131 (REDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of Northern Indiana Roofing and Sheet Metal Corp., 1319 N. Iowa Street, South Bend, IN, 46628 indicating the contract amount be decreased by $3,998.01 for a new contract sum, including this Change Order, of $90,281.99. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $90,281.99. 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. REGULAR MEETING OCTOBER 24, 2017 318 APPROVE CHANGE ORDER NO. 2``(FINAL) AND PROJECT COMPLETION AFFIDAVIT — JMS BUILDING NEW NORTH STAIR TOWER — PROJECT NO. 116-098 (RWDA TIFF Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 2 (Final) on behalf of HGR Group, Inc., 1932 Churchill Drive, South Bend, IN 46617 indicating the contract amount be decreased by $19,000 for a new contract sum, including this Change Order, of $478,097. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $478,097. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, Change Order No. 2 (Final) and the Project Completion Affidavit were approved. APPROVE CHANGE ORDER NO. 3 (FINAL) AND PROJECT COMPLETION AFFIDAVIT CALVERT STREET LIFT STATION REPLACEMENT — PROJECT NO. 116-053 (WASTEWATER CAPITAL) Mr. Gilot advised that Mr. Jacob Klosinski, Environmental Services, has submitted Change Order No. 3 (Final) on behalf of HRP Construction, Inc., 5777 Cleveland Road, South Bend, IN 46628 indicating the contract amount be decreased by $4,319.75 for a new contract sum, including this Change Order, of $916,288.45. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $916,288.45. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, Change Order No. 3 (Final) and the Project Completion Affidavit were approved. APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — WASTEWATER TREATMENT PLANT BELT FILTER PRESS NO. 4 REHABILITATION — PROJECT NO. 117-025 (WASTEWATER, OTHER EQUIPMENT) Mr. Gilot advised that Mr. Jacob Klosinski, Environmental Services, has submitted Change Order No. 1 (Final) on behalf of Alfa Laval, Inc., 10470 Deer Trail Drive, Houston, TX 77038 indicating the contract amount be decreased by $5,000 for a new contract sum, including this Change Order, of $192,360. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $192,360. 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. APPROVE PROJECT COMPLETION AFFIDAVIT — 2017 TREE AND STUMP REMOVAL - PROJECT NO. 117-009A (MVH) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of K&R Tree Service, LLC, 1724 S. Grant Street, South Bend, IN 46613, for the above referenced project, indicating a final cost of $39,619.47. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — WASTEWATER TREATMENT PLANT RIVERBANK STABILIZATION PHASE I - PROJECT NO 116-053 (UTILITIES WASTEWATER, CONTRACTUAL SERVICES OTHER) Mr. Gilot advised that Mr. Jacob Klosinski, Environmental Services, has submitted the Project Completion Affidavit on behalf of EFM Excavating, Inc., 20932 West I" C Road, Walkerton, IN 46574, for the above referenced project, indicating a final cost of $89,650. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — CRESCENT _OAKS SUBDIVISION SECTION TWO Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Tampico Developments, LLC, 737 River Pointe Place, Mishawaka, IN 46544, for the above referenced project, indicating a final cost of $52,884.06. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Project Completion Affidavit was approved. APPROVE CERTIFICATE OF SUBSTANTIAL COMPLETION — WASTEWATER TREATMENT PLANT SECONDARY IMPROVEMENTS — PROJECT NO. 114-053 (WASTEWATER CAPITAL) Mr. Gilot advised that Mr. Jacob Klosinski, Environmental Services, has submitted the Certificate of Substantial Completion on behalf of Thieneman Construction, Inc., 17219 Foundation Parkway, Westfield, IN 46074, indicating a substantial completion date of May 1, REGULAR MEETING OCTOBER 24, 2017 319 2017, for the above project. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Certificate of Substantial Completion was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — ABANDONED VEHICLE AUCTION In a memorandum to the Board, Ms. Kathy Eli, Code Enforcement 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. Fritzberg and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — WASTEWATER TREATMENT PLANT HEADWORKS INFLUENT GATE IMPROVEMENTS — PROJECT NO. 117-026 (UTILITIES, WASTEWATER CAPITAL) In a memorandum to the Board, Mr. Jacob Klosinski, Environmental Services, requested permission to advertise for the receipt of bids for the above referenced project. Also presented at this time for approval and execution was the Title Sheet. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg 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 — FIRE STATION NO.9 DEMOLITIONS — PROJECT NO. 117-088 (EMS CAPITAL) In a memorandum to the Board, Mr. Tara Weigand, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — STUDEBAKER MUSEUM ROOFTOP UNIT REPLACEMENTS — PROJECT NO. 117-081 (LIABILITY INSURANCE FUND) In a memorandum to the Board, Ms. Tara Weigand, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Also presented at this time for approval and execution was the Title Sheet. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above request was approved and the Title Sheet was approved and signed. ADOPT RESOLUTION NO. 43-2017 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS AMENDING RESOLUTION NO. 37-2017, APPROVING A MASTER TAX- EXEMPT LEASE/PURCHASE AGREEMENT WITH PUBLICFINANCE.COM ACTING THROUGH U.S. BANCORP GOVERNMENT LEASING AND FINANCING, INC. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.43-2017 A RESOLUTION OF THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH BEND, INDIANA AMENDING RESOLUTION NO.37-2017, APPROVING A MASTER TAX-EXEMPT LEASE/PURCHASE AGREEMENT WITH PUBLICFINANCE.COM ACTING THROUGH U.S. BANCORP GOVERNMENT LEASING AND FINANCING, INC. WHEREAS, on August 22, 2017, the City of South Bend Board of Public Works ("Board") adopted Resolution No. 37-2017, Approving the Master Tax -Exempt Lease/Purchase Agreement with Publicfinance.com Acting through U. S. Bancorp Government Leasing and Financing, Inc. and appointing John Murphy, Chief Financial Officer of the City of South Bend to execute any documents on behalf of the Board in connection with the agreement; and WHEREAS, the Board, acting as the contracting body for the City of South Bend, Indiana ("City"), has the authority under the laws of Indiana to purchase, acquire and lease property; and WHEREAS, the Board has determined that a need exists for the purchase and subsequent financing of certain property for the benefit of the City's operation; and WHEREAS, in order to acquire such property, the Board has entered into a certain Master Tax -Exempt Lease/Purchase Agreement with Publicfinance.com acting through U.S. REGULAR MEETING OCTOBER 24, 2017 320 Bancorp Government Leasing and Financing, Inc. in the form attached and incorporated hereto at Exhibit A; and WHEREAS, John Murphy is no longer with the City and time is of the essence in this matter. NOW, THEREFORE, BE IT RESOLVED by the City of South Bend Board of Public Works that Resolution No. 37-2017 be amended as follows: 1. The Master Tax -Exempt Lease/Purchase Agreement with Publicfinance.com acting through U.S. Bancorp Government Leasing and Financing, Inc. substantially in the form and substance submitted as of this meeting is hereby approved. 2. The Board hereby authorizes Jennifer Hockenhull in her capacity as City Controller of the City of South Bend, Indiana to act on behalf of the Board in executing any documents to effect the intent of the Board in connection with the Master Tax -Exempt Lease/Purchase Agreement with Publicfinance.com acting through U.S. Bancorp Government Leasing and Financing, Inc. 3. This Resolution shall be in full force and effect after its adoption by the City of South Bend Board of Public Works. ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana held on October 24, 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 ADOPT RESOLUTION NO. 44-2017 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 44-2017 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY WHEREAS, it has been determined by the Board of Public Works that the following property is unfit for the purpose for which it was intended and is no longer needed by the City of South Bend: 2011 Chevy Traverse Serial Number 1GNKVGED9BJ100746 Asset #20140006 WHEREAS, Indiana Code 5-22-21-6(4)(B) permits and establishes procedure for disposal of personal property which is considered worthless, has no market value, or if the value of the property is less than the estimated costs of the sale and transportation of the property. This equipment is no longer needed by the City. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that the items listed above are considered worthless, has no market value, or if the REGULAR MEETING OCTOBER 24, 2017 321 value of the property is less than the estimated costs of the sale and transportation of the property. This equipment is no longer needed by the City. BE IT FURTHER RESOLVED that said items may be transferred or sold at public auction or private sale, without advertising. However, if the property is deemed worthless, such may be demolished or junked. ADOPTED this 24th day of October, 2017. 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 ADOPT RESOLUTION NO. 45-2017 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS FOR THE TRADE-IN OF EQUIPMENT Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.45-2017 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS FOR THE TRADE-IN OF EQUIPMENT WHEREAS, the care, custody and control of City -owned property is vested in its Board of Public Works ("Board") pursuant Ind. Code § 36-9-6-3, WHEREAS, in accordance with Ind. Code § 36-1-11-9, the Board may trade or exchange property of a similar nature as part of the purchase of new property; and WHEREAS, in accordance with Ind. Code § 5-22-22-3, the Board may also dispose of property that is deemed to be no longer needed or is unfit for the purpose for which is was intended; and WHEREAS, the City of South Bend owns the following equipment which is unfit for the purpose it was intended and no longer suited for use in the City of South Bend: 2010 FRT'L AMBULANCE Asset #20100206 WHEREAS, the City of South Bend is in need of this equipment, the trade by the South Bend City of South Bend of the above equipment for equipment that is similar in nature and of equal or greater value is desired. NOW THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend the trade by the City of South Bend of the equipment as indicated above. ADOPTED this 24th day of October, 2017. 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 17 0181 I l:R ATlAXY l 0 l OCTOBER 24, 2017 322 ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 46-2017 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS FOR THE DISPOSAL OF SURPLUS PROPERTY Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.46-2017 A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS FOR THE DISPOSAL OF SURPLUS PROPERTY WHEREAS, I.C. 36-9-6-1 gives the Board of Public Works of the City of South Bend the right and duty to have custody of, control of, use of, and dispose of in accordance with Indiana statutes, all real and personal property owned by the City of South Bend; and WHEREAS, the Common Council of the City of South Bend passed as amended on January 11, 1988, Ordinance No. 7847-88 which mandates the Board of Public Works of the City of South Bend to determine that the sidearm of a police officer who retires in good standing is surplus property and no longer useful to the City of South Bend; and WHEREAS, OFFICER SCOTT HANLEY is retiring effective October 1, 2017, from the South Bend Police Department after twenty-five (25) years of service, and the Board of Public Safety of the City of South Bend has determined that he retired in good standing; and WHEREAS, I.C. 5-22-22-1 permits and establishes procedure for disposal of personal property which is no longer needed by the City and which is unfit for the purpose for which it was intended; NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that handgun Serial No. HKB4155, a Smith and Wesson sidearm, is no longer needed by the City and are unfit for the purpose for which they were intended and have an estimated fair market value of less than Five Hundred Dollars ($500.00) each. BE IT FURTHER RESOLVED that said property be disposed of and removed from the City inventory. ADOPTED this 24th day of October, 2017. 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 ADOPT RESOLUTION NO. 47-2017 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS FOR THE DISPOSAL OF SURPLUS PROPERTY Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.47-2017 A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS FOR THE DISPOSAL OF SURPLUS PROPERTY REGULAR MEETING OCTOBER 24, 2017 323 WHEREAS, I.C. 36-9-6-1 gives the Board of Public Works of the City of South Bend the right and duty to have custody of, control of, use of, and dispose of in accordance with Indiana statutes, all real and personal property owned by the City of South Bend; and WHEREAS, the Common Council of the City of South Bend passed as amended on January 11, 1988, Ordinance No. 7847-88 which mandates the Board of Public Works of the City of South Bend to determine that the sidearm of a police officer who retires in good standing is surplus property and no longer useful to the City of South Bend; and WHEREAS, OFFICER MATTIE TAYLOR is retiring effective September 3, 2017, from the South Bend Police Department after thirty-five (35) years of service, and the Board of Public Safety of the City of South Bend has determined that he retired in good standing; and WHEREAS, I.C. 5-22-22-1 permits and establishes procedure for disposal of personal property which is no longer needed by the City and which is unfit for the purpose for which it was intended; NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that handgun Serial No. HKB5085, a Smith and Wesson sidearm, is no longer needed by the City and are unfit for the purpose for which they were intended and have an estimated fair market value of less than Five Hundred Dollars ($500.00) each. BE IT FURTHER RESOLVED that said property be disposed of and removed from the City inventory. ADOPTED this 24th day of October, 2017. 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 ADOPT RESOLUTION NO. 48-2017 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS APPROVING THE TRADE-IN OF CITY -OWNED PROPERTY ON PROPERTY OF SIMILAR NATURE Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.48-2017 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS APPROVING THE TRADE-IN OF CITY -OWNED PROPERTY ON PROPERTY OF SIMILAR NATURE WHEREAS, it has been determined by the Board of Public Works of the City of South Bend that the following described property is unfit for the purpose for which it was intended and should be traded -in for property of a similar nature: Fifty -Six (56) Shotguns/Misc. Firearms/Misc. Ammunition WHEREAS, I.C. 36-1-11-9 authorizes the Board of Public Works to trade in or exchange City -owned property for partial or full reduction in the purchase price of property of similar nature. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, AS FOLLOWS: 1 1 1 REGULAR MEETING OCTOBER 24, 2017 324 1. The following describedproperty shall be traded -in for property of a similar nature and shall be removed from the inventory of the City of South Bend: Fifty -Six (56) Shotguns/Misc. Firearms/Misc. Ammunition ADOPTED this 24th day of October, 2017 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 ADOPT RESOLUTION NO. 49-2017 — A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS REGARDING THE RETIREMENT OF "COOPER" A K-9 POLICE DEPARTMENT UNIT Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.49-2017 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS REGARDING THE RETIREMENT OF "COOPER", A K-9 POLICE DEPARTMENT UNIT WHEREAS, the South Bend Board of Public Works has been advised by the City's Police Chief that "Cooper", a K-9, is no longer needed by the South Bend Police Department; and WHEREAS, it has been determined by the Board of Public Works that "Cooper" is unfit for the purpose for which she was acquired and is no longer of use to the City of South Bend; and WHEREAS, Sergeant Dan Demler, South Bend Police Department, has agreed to care for "Cooper" at his own expense and to keep her as a house pet and understands that "Cooper" can never again be used as a Police Dog; and WHEREAS, the South Bend Police Chief has submitted a letter stating that the dog is no longer fit for purpose for which she was intended, to be a member of the Canine Unit of the South Bend Police Department, and is therefore no longer needed by the City. NOW, THEREFORE, BE IT RESOLVED, by the Board of Public Works of the City of South Bend, Indiana, that "Cooper", a K-9 Police Dog, is unfit for the purpose for which she was acquired, is no longer of use to the City of South Bend, and has an estimated value of less than One Thousand Dollars ($1,000.00). BE IT FURTHER RESOLVED, that "Cooper" the Police Dog, should be retired (he has already been removed from active duty) and sold to Sergeant Dan Demler for One Dollar ($1.00), providing Sergeant Dan Demler executes an indemnity agreement. ADOPTED this 24th day of October, 2017. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Elizabeth A. Maradik REGULAR MEETING OCTOBER 24, 2017 325 ATTEST: s/Linda M. Martin, Clerk s/ Therese J. Dorau s/ James A. Mueller s/ Suzanna M. Fritzberg APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for approval: Type Business Description Amount/ Motion/ Funding Second Special CDW Purchase of Two (2) $9,636.81 Maradik/Fritzberg Purchase Government Microsoft Dynamics CRM (IT Office Portal Licenses and One (1) Supplies/ Tenant Upgrade License for Licensing) Microsoft Dynamics 365 CRM with Indiana QPA Pricing Software MicroIntegrati Virtualized Servers required $1,800 per Maradik/Fritzberg Contract on, Inc. for New GIS Architecture month; Total of $5,400 (Wastewater) Professional United Way Grant Writing Services for $10,000 Maradik/Fritzberg Services of St. Joseph the City of South Bend's (Sustainability Agreement County Application to the 2018-2019 Professional AmeriCorps Grant to assist Services) Low Income Families in South Bend with Home Weatherization Services Supplement The Troyer Geotechnical Investigation, NTE Maradik/Fritzberg al Group, Inc. Additional Field Survey, and $25,843.50 Agreement Design Work regarding the (Special No. 1 LaSalle and Marquette Safe LOIT) Routes to Schools Easement AEP Indiana Grant of Easement on City- $2,500 Maradik/Fritzberg Agreement and Michigan Owned Land in the Corner of Paid to the Transmission the Retention Basin West of City Company, the Ethanol Plant Inc. Agreement Community Department of Community $15,000 Maradik/Fritzberg Homebuyers Investment Staff Services (Fund 211) Corporation provided to Manage/Implement CHC and its First Time Homebuyer Program Agreement Urban Department of Community $40,0 0 -Maradik/Fritzberg Enterprise Investment Staff Services (Fund 211) Mr. Mueller Association of provided to Recused himself South Bend, Manage/Implement UEA and Inc. its Programs Special Collective Sole Source Purchase of $9,340 Maradik/Fritzberg Purchase Data Collective Quarter Master, a (Police Police Specific Inventory General Fund) Management System Addendum Symbiont Increase Original Contract $37,499.72; Maradik/Fritzberg to Science, Funding Amount New Total Professional Engineering $630,000 Services and (EPA Grant) Agreement Construction, Inc. Amendment Lawson- Additional Geotechnical and NTE Maradik/Fritzberg 11 I REGULAR MEETING OCTOBER 24, 2017 326 C No. 1 to Fisher Bid Assistance for Ironwood $167,320; Professional Associates Pavement Restoration New Total Services P.C. $217,120 Agreement (Special LOIT) Amendment M/E Designs Review of Rooftop Unit $5,750 Maradik/Fritzberg to Options and Heat Capacity (Liability Professional Analysis to Studebaker Insurance Services Museum Rooftop Unit Fund) Agreement Replacement Scope Professional Infinisource, Administration of the City's $3.55 Per Maradik/Fritzberg Services Inc. Flexible Spending Account, Participant Agreement Both Medical and Dependent Per Month Care Flex (Self - Employed Benefits Fund/Claims Administratio n Fund) Real Jones, Petrie, JPR to transfer to City their $1 Maradik/Fritzberg Property Rafinski Parking Lot at 322 S. Mr. Mueller Transfer Corp. Lafayette Blvd.; Recused himself Agreement Redevelopment Commission to transfer Lot at 313 S. Lafayette Blvd. to JPR Agreement Dan Demler Purchase of Retired Police $1 Maradik/Fritzberg K-9 "Cooper" APPROVAL OF REVOCABLE PERMIT FOR ENCROACHMENT — 1625 MIAMI STREET — MASONRY COSMETICS, INC. Mr. Gilot stated an application for a Revocable Permit has been received for the purpose of allowing the installation of a canvas awning at 1625 Miami Street. The encroachment shall remain in the right of way until the time as the Board of Public Works of the City of South Bend shall determine that such encroachment is in any way impairing or interfering with the highway or with the free and same flow of traffic. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Revocable Permit was approved. APPROVE RAIN DATE FOR NON-RESIDENTIAL BLOCK PARTY Mr. Gilot stated this addition to the agenda is a request for Board approval of a rain date of October 25, 2017 for the following event approved on October 17, 2017 to be held on October 24, 2017: Applicant Description Date/Time Location Motion Carried KRG Eddy Non -Residential October 25, Eddy St. from Maradik/Fritzberg Street Block Party — 2017; 1:00 p.m. Napoleon Blvd. to Commons Trick or Treat to 8:00 p.m. Angela Blvd. 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: LOCATIONS: REMARKS: Handicapped Accessible Parking Space Sign 1340 E. Calvert Street 821 S. 341h Street All criteria has been met DENY TRAFFIC CONTROL DEVICE Janice and James Luczyk, property owners, were present and addressed the Board. Mrs. Luczyk stated they live on the corner of Sample Street and Brookfield Street and Sample Street is posted no parking but when they park on their driveway, they block the sidewalk due to the short driveway and new sidewalks on Brookfield Street. Mr. Gilot noted he was looking at a picture and it showed they are parking on the lawn, which is illegal, and the picture shows a concrete REGULAR MEETING OCTOBER 24, 2017 327 pad they could be parking on. He stated they have a driveway with an adequate approach. He noted they can also park on Brookfield Street. Mrs. Luczyk stated when they park on the pad, it blocks the sidewalk. Mr. Gilot noted they have access from the alley to park horizontally. He explained the Ordinance regulating Handicapped Parking spaces allows a sign only if there is no better access available. He added they should not be parking on the lawn, that is illegal and the Board does not promote that. Mr. Eric Horvath, Public Works Director, noted Brookfield Street is wide enough to park on. Therefore, upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the following traffic control device was denied: NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATION: 1901 W. Sample Street REMARKS: All criteria has not been met APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE — 18355 FOREST GLADE DRIVE — SEWER/WATER Mr. Gilot stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to Remonstrate as submitted by Century Builders LLC, 314 W. Catalpa, Suite F, Mishawaka, IN 46545. The Consent indicates that in consideration for permission to tap into public water/sanitary sewer system of the City, to provide water/sanitary sewer service to the 'above referenced property at 18355 Forest Glade Drive (Key #002-1014-027397), the applicant waive(s) and release(s) any and all right to remonstrate against or oppose any pending or future annexation of the property by the City of South Bend. Therefore, Ms. Maradik made a motion that the Consent be approved. Ms. Fritzberg seconded the motion, which carried. APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE —18437 FOREST GLADE DRIVE — SEWER/WATER Mr. Gilot stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to Remonstrate as submitted by Century Builders LLC, 314 W. Catalpa, Suite F, Mishawaka, IN 46545. The Consent indicates that in consideration for permission to tap into public water/sanitary sewer system of the City, to provide water/sanitary sewer service to the above referenced property at 18437 Forest Glade Drive (Key #002-1014-0302), the applicant waive(s) and release(s) any and all right to remonstrate against or oppose any pending or future annexation of the property by the City of South Bend. Therefore, Ms. Maradik made a motion that the Consent be approved. Ms. Fritzberg 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 Officer and certified for accuracy. Name Amount of Claim Date City of South Bend $2,754,078.81 10/24/17 City of South Bend $1,202.88 10/20/17 U.S. Bank National Association; Jones Petrie Rafinski, Experience Lodge Architectural Services $5,995.00 10/13/17 U.S. Bank National Association; Construction Fund Payment Requisition No. 75 $18,925.08 10/18/17 U.S. Bancorp Government Leasing and Finance, Inc.; Jordan Automotive Exhibit 3, Requisition No. 14 $44,132 10/24/17 U.S. Bank National Association; Macallister, Requisition No. 9 $45,500 10/20/17 St. Joseph County Housing Consortium $36,288.09 10/20/17 St. Joseph County Housing Consortium $10,083.70 10/20/17 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. Ms. Fritzberg recused herself from the vote on the St. Joseph County Housing Consortium claims, noting she is on that Board also. 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 10:39 a.m. REGULAR MEETING OCTOBER 24, 2017 328 BOARD OF PUBLIC WORKS Gary A. Gilo , President Elizabeth A. Maradik, Member Therese J. Dora , ember James . Mueller, Member SuzaKna Fritzbe g, Mem r ATTEST: 4LiaM. Martin, �erk��� 11