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Home My WebLink About01092018 Board of Public Works MeetingAGENDA REVIEW SESSION JANUARY 4, 2018 3 this is the official document to put into place a Group Violence Outreach program. She added it is a three (3) year agreement at $130,000 per year. The Board noted the request should be for $390,000 for the three years, subject to funding each year. Mr. Gilot stated he has not known Goodwill to be associated with Group Violence prevention previously. Ms. Fulmer stated Ms. Coble with Goodwill Industries has been very involved with groups addressing the issue, and it has become a new focus for Goodwill. No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 11:10 a.m. BOARD OF PUBLIC WORKS Elizabeth A. Maradik, Member Z6�� Therese J. Dorau, em er James A. Mueller, Member Suzanna M. Fritzberg, Member ATTEST: i da M. Martin, Cl k REGULAR MEETING JANUARY 9, 2018 The Regular Meeting of the Board of Public Works was convened at 9:32 a.m. on January 9, 2018 by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, James Mueller, Suzanna Fritzberg, and Therese Dorau present. Also present was Board Attorney Clara McDaniels ELECTION OF 2018 BOARD OF WORKS PRESIDENT Mr. Gilot stated he sent an email inviting volunteers to replace him after serving over thirty (30) years on various Boards, including this one. He suggested someone else might like this opportunity to use as a career advancement, but nobody responded. Therefore, upon a motion by Ms. Maradik, seconded by Mr. Mueller and carried, Mr. Gary Gilot was re-elected President of the Board of Works for 2018. Mr. Gilot stated the Board members should think about a mid -year switch in roles, adding he enjoys serving on the Board but feels it is time for someone else to - have the opportunity. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the Minutes of the Regular Meeting of December 21, 2017 and the Claims Review Meeting of the Board held on January 2, 2018 were approved. AWARD QUOTATION — MORRIS BISTRO AND PALAIS FURNITURE (JOINT LICENSING FUND) Mr. Patrick Sherman, Venues, Parks, and Arts, advised the Board that on December 21, 2017, quotations were received and opened for the above referenced furniture. After reviewing those quotations, Mr. Sherman recommended that the Board award the contract to the lowest responsive and responsible bidder, Office Interiors, Inc., 1415 University Drive Court, Granger, IN 46530, in the amount of $38,796.94. 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 JANUARY 9, 2018 4 AWARD PROPOSAL — VENUES PARKS AND ARTS EXPERIENTIAL RECREATIONAL VEHICLE Mr. Patrick Sherman, Venues, Parks, and Arts, advised the Board that on December 21, 2017, proposals were received and opened for the above referenced equipment. After review and scoring tabulation by the review committee, the committee recommended that the Board award the contract to the highest scoring proposal, Spevco Special Vehicles Company, 8118 Reynolds Road, Pfafftown, NC 27040. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the proposal be awarded as outlined above and VPA and Legal be authorized to negotiate a contract. Ms. Fritzberg seconded the motion, which carried. Mr. Gilot noted if contract terms cannot be negotiated, the award will go to the second highest scoring proposal. APPROVAL OF REQUEST TO REJECT QUOTATIONS MORRIS BISTRO AND PALAIS RENOVATIONS (JOINT LICENSING FUND In a memorandum to the Board, Mr. Patrick Sherman, Venues, Parks, and Arts, requested permission to reject all quotes for the above referenced project due to one (1) non -responsive quote and two (2) over budget. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above request to reject quotations was approved. APPROVE CHANGE ORDER NO.2 — SAFE ROUTES TO SCHOOL — LINCOLN PRIMARY CENTER —PROJECT NO 114-078 (LRSA) Mr. Gilot advised that Mr. Roger Nawrot, Engineering, has submitted Change Order No. 2 on behalf of INDOT, LaPorte District, P.O. Box 429, LaPorte, IN 46352, indicating the contract be increased by two -hundred, thirty-eight (238) days for a new completion date of April 27, 2018. Upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the Change Order was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF PROPOSALS — ENTERPRISE RESOURCE PLANNING SYSTEM AND IMPLEMENTATION SERVICES (IT OTHER PROFESSIONAL SERVICES) In a memorandum to the Board, Mr. Matthew Coats, Innovation & Technology, requested permission to advertise for the receipt of proposals for the above referenced services. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF PROPOSALS — VENUES PARKS AND ARTS PLUMBING SE MAINTENANCE) RVICES CONTRACT ROUTINE In a memorandum to the Board, Mr. Patrick Sherman, Venues, Parks, and Arts, requested permission to advertise for the receipt of proposals for the above referenced services. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF PROPOSALS — VENUES PARKS AND ARTS ELECTRICAL SERVICES CONTRACT ROUTINE MAINTENANCE) In a memorandum to the Board, Mr. Patrick Sherman, Venues, Parks, and Arts, requested permission to advertise for the receipt of proposals for the above referenced services. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above request was approved. ADOPT RESOLUTION NO. 01-2018 — A RESOLUTION OF THE SOUTH BEND INDIANA BOARD OF PUBLIC WORKS ON THE 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.01-2018 A RESOLUTION OF THE SOUTH BEND INDIANA 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: REGULAR MEETING JANUARY 9, 2018 1 C PUBLIC WORKS VEHICLES & EQUIPMENT (SEE LIST) WHEREAS, pursuant to Indiana Code § 36-9-6-1 et. seq., the Board of Public Works ("Board") has the duty and authority to have custody, control, use, and to dispose of all real and personal property owned by the City of South Bend, Indiana; and WHEREAS, the City, acting by and through the Board, desires to dispose of the personal property that is more particularly described at Exhibit "A" attached hereto and incorporated herein ("Property"); and WHEREAS, in accordance with Indiana Code § 5-22-22-4, the Board may engage an auctioneer to conduct a public auction in order to dispose of the City's surplus personal property if the property to be sold is one (1) item with an estimated total value of $1,000 or more, or is more than one (1) item with an estimated value of $5,000 or more; and WHEREAS, the Board has determined that the Property has an estimated value of more than $5,000,and the Board has further determined that the property is unfit for the purpose for which it was intended, and is no longer needed by the City of South Bend; and NOW, THEREFORE, the Board of Public Works of the City of South Bend hereby finds that the Property listed at Exhibit "A" is no longer needed by the City; the Property is unfit for the purpose for which it was intended, and has an estimated value of $5,000 or more. BE IT RESOLVED that the Property may be transferred or sold at public auction. However, if the Property is deemed to be worthless, such Property may be demolished or junked. ADOPTED the 91h day of January, 2018. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Elizabeth A. Maradik s/ Therese J. Dorau s/ James A. Mueller s/ Suzanna M. Fritzberg 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/ Funding Second Agreement INDOT Matching Grant for Up to Maradik/Fritzberg Ironwood Drive $670,000 Improvements North of Rockne Drive to SR 23 Memorandum City of Revise Indemnification N/A Maradik/Fritzberg of Agreement Indianapolis Terms and Parties to through Agreement regarding Indiana Indianapolis Task Force One previously Fire approved on August 17, Department 2017 Agreement Goodwill Administer an Outreach $130,000/ Maradik/Fritzberg Industries of Team that will Support year; Subject to Michiana Group Violence Intervention $390,000 for Funding three (3) years (COIT) APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following permit and license applications were presented for approval: REGULAR MEETING JANUARY 9, 2018 6 Applicant Description Date/Time Location Motion South Bend Procession - 32°d January 15, East on Jefferson Carried Gilot/Maradik Heritage Annual Martin Luther 2018; 1:00 Blvd., North on Subject to Police Foundation King Jr. March p.m. to 1:30 Main St., East on present until p.m. Washington St. Event is over to Century Center St. Joseph Procession - March for January 19, On Route as Maradik/Fritzberg County Right Life 2018; 11:30 Submitted; Must to Life a.m. to 12:15 stay on p.m. Sidewalks and Obey Traffic Laws St. Margaret's Procession — Winter February 18, On Route as Maradik/Fritzberg House Walk 2018 2018; 1:00 Submitted p.m. to 4:30 p.m. Ziolkowski Occupancy Permit for Extend to 635 S. Lafayette Maradik/Fritzberg Construction, Renaissance/Studebaker April17, Blvd. Inc. Building Restoration 2018 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: Four (4), 25 mph Speed Limit Signs LOCATION: Huey Street between Elwood Avenue and Lathrop Street DESCRIPTION: Reduce Speed Limit to 25 mph from 30 mph per Resident's Requests REMARKS: All criteria has been met NEW INSTALLATION: Handicapped Reserved Parking Space Sign LOCATION: 826 N. St. Louis Blvd. REMARKS: All criteria has been met APPROVE REVISION TO WASTEWATER DISCHARGE PERMIT) In a Memorandum to the Board, Ms. Lauren Trapp, Division of Environmental Services, submitted the following Wastewater Discharge Permit and recommended approval of the revised permit due to change in ownership from the St. Joseph Energy Center to the Town of New Carlisle: Town of New Carlisle — Water Treatment Facility, 54955 Walnut Road There being no further discussion, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the revised permit was approved. RATIFY RELEASE OF OCCUPANCY BOND Ms. Donna Hanson, Division of Engineering, recommended that the following Occupancy Bond be released pursuant to Resolution 100-2000 as follows: Business Bond Type Approved/ Effective Date Released B&B Equipment Occupancy I Released December 6, 2017 Ms. Maradik made a motion that the bond's release as outlined above be ratified. 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. 1 REGULAR MEETING JANUARY 9, 2018 7 �I r� 1 Name Amount of Claim Date City of South Bend $921,520.95 01/09/2018 City of South Bend $442.50 01/04/2018 U.S. Bank National Association; Smart Streets Bond; Requisition No. 79 $1,000.00 01/08/2018 St. Joseph County Housing Consortium $34,701.17 12/22/2017 St. Joseph County Housing Consortium $13,526.63 12/22/2017 St. Joseph County Housing Consortium $9,495.37 12/22/2017 St. Joseph County Housing Consortium $4,153.00 12/22/2017 St. Joseph County Housing Consortium $29,349.41 12/22/2017 St. Joseph County Housing Consortium $53,118.41 12/22/2017 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 with Ms. Fritzberg and Mr. Mueller abstaining from the vote. Mr. Mueller noted both are members of the St. Joseph County Housing Consortium and he signs their checks. Ms. Fritzberg added she signed their check just recently in Mr. Mueller's absence. 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 9:45 a.m. ATTEST: *idaZ-. Martin, Jerk BOARD OF PUBLIC WORKS 4bfj� e C'-� Gary A. 011ot, President E iza eth A. Maradik, Member Therese J. Dor u, Member James A. Mueller, Member Suzanna Fritzberg, Member