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HomeMy WebLinkAbout01232018 Board of Public Works MeetingAGENDA REVIEW SESSION JANUARY 18, 2018 11 agreement, he would be comfortable with the occupancy. He added it's better to have it all worked out on paper beforehand. He recommended the Board approve subject to, on Tuesday. Mr. Halsey and Ms. Doudrick expanded on the importance of good communication, utilizing neighborhood meetings and possible website updates. Mr. Halsey stated Kite held an informational meeting at Innovation Park outlining the schedule for the project with the neighborhood residents. He noted Notre Dame University representatives were present and the attendance was very good. Mr. Gilot suggested they consider opening roads during the twenty (20) month period when there is no construction being done to avoid ill will. He stated it is frustrating to citizens when roads are closed for extended periods, but there is no construction going on. Ms. Fritzberg asked if ADA compliance will be maintained during the entire period. Mr. Halsey stated it will. No other business came before the Board. Upon a motion by Ms. Maradik, seconded by Ms. Dorau and carried, the meeting adjourned at 11:49 a.m. BOARD OF PUBLIC WORKS d I Gary A. A. Maradik, Member herese J. D au, ember James A Muell r, Membe. I w Suzanna tzberg, Me ber ATTEST: 4P Lda M. Martin, �Ierk REGULAR MEETING JANUARY 23, 2018 The Regular Meeting of the Board of Public Works was convened at 9:34 a.m. on January 23, 2018, by Board President Gary A. Gilot with Board Members Elizabeth Maradik and Therese Dorau present. Board Members Suzanna Fritzberg and James Mueller were absent. Also present was Board Attorney Clara McDaniels APPROVE MINUTES OF PREVIOUS MEETINGS Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Review Meeting of the Board held on January 2, January 4, January 9, and January 16, 2018, were approved. OPENING OF QUOTATIONS — FLIR TRAFFIC CAMERA REPLACEMENTS PROJECT NO. 118-006 (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: MARTELL ELECTRIC. LLC 4601 Cleveland Road South Bend, IN 46628 Quotation was submitted by Jennifer Brown Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination REGULAR MEETING JANUARY 23, 2018 12 Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted QUOTATION: $112,411.00 HAWK ENTERPRISES, INC. 1850 E. North Street Crown Point, IN 46307 Quotation was submitted by Johanna Plank 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: $116,470.00 PEMBERTON DAVIS ELECTRIC, INC. 916 E. McKinley Ave. Mishawaka, IN 46545 Quotation was submitted by John Ferro 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: $110,110.10 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above quotations were referred to Engineering for review and recommendation. OPENING OF QUOTATIONS — MORRIS BISTRO RENOVATION (JOINT LICENSING FUND) 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: H.G. CHRISTMAN CONSTRUCTION 23186 Ireland Road South Bend, IN 46614 Quotation was submitted by Norris Emmons 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: $35,900.00 M&V PRO SERVICES. INC. 1126 W. Western Avenue South Bend, IN 46601 Quotation was submitted by Miguel Hernandez 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: $33,777.90 BROWN & BROWN GENERAL CONTRACTORS INC. 124 S Elkhart St., PO Box 487 Wakarusa, IN 46573 Quotation was submitted by Eric Brown REGULAR MEETING JANUARY 23 2018 13 Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted QUOTATION: $22,200.00 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above quotations were referred to Venues, Parks, and Arts for review and recommendation. OPENING OF QUOTATIONS — PALAIS ROYALE AWNINGS (JOINT LICENSING FUND) 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: CUSTOM AWNING 1251 Third Street Osceola, IN 46561 Quotation was submitted by Douglas Beals 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: $18,671.00 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above quotation was referred to Venues, Parks, and Arts for review and recommendation. OPENING OF PROPOSALS — UTILITY BILLING SYSTEM (SUPPORT SERVICES FOR SOFTWARE IMPLEMENTATION) Mr. Gilot advised that this was the date set for the receiving and opening of sealed proposals for the above referenced project. Mr. Gilot stated the proposals will be reviewed and scored based on a matrix system, by a team made up of City representatives. He read the names of the following vendors submitting proposals: SYSTEMS & SOFTWARE. INC. 426 Industrial Ave., Suite 140 Williston, VT 05495 ADVANCED UTILITY SYSTEMS 2235 Sheppard Avenue East, Suite 1400 Toronto, ON M2J5B5 TYLER TECHNOLOGIES. INC One Tyler Drive Yarmouth, ME 04096 COGSDALE CORPORATION 3 Lower Malpeque Road Charlottetown, PE C 1 E 1 R4 INFOR 13560 Morris Road, Suite 4100 Alpharetta, GA 30004-8995 SMART ENERGY WATERS 19900 MacArthur Blvd., Suite 370 Irvine, CA 92612 NORTH STAR UTILITIES 1 Antares Dr., Suite 400 Ottawa, ON K2E8C4 REGULAR MEETING JANUARY 23, 2018 14 CONTINENTAL UTILITY SOLUTIONS, INC. 300 S. Church Street, Ste. 200 Jonesboro, AR 72401 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above proposals were referred to the Venues, Parks, and Arts review team for review, scoring, and recommendation. AWARD BID - VENUES, PARKS, AND ARTS 2018 CHEMICAL SUPPLY (VARIOUS VPA MAINTENANCE FUNDS) Mr. Patrick Sherman, Venues, Parks, and Arts, advised the Board that on December 21, 2017, bids were received and opened for the above referenced supplies. After reviewing those bids, Mr. Sherman recommended that the Board award the contract to the following lowest responsive and responsible bidders in unit prices: (1) Harell's LLC, 5105 New Tampa Hwy., Lakeland, FL 33815 (a) Item Nos. 1-15, 17, 18, 19, 21, 25, 28, 30, 32, 33, 34, 40, 41, 42, 43, 45, 48, 50, 51, 52, 53, 55, 56, 59, 61, 62, 63, 64, 66, 70, 73, 74, 75, 81 and 82 (2) SiteOne Landscape Supply, 1385 East 361h Street, Cleveland OH 44114 (a) Item Nos. 16, 20, 22, 23, 24, 26, 27, 31, 35, 36, 37, 38, 39, 44, 46, 47, 49, 54, 57, 58, 60, 65, 67, 68, 69, 71, 72, 76, 77, 78, 79 and 80 (3) Spear Corporation, 12966 N CR 50 W, Roachdale, IN 46172 (a) Item Nos. 83, 84, and 85 Therefore, Ms. Maradik made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Dorau seconded the motion, which carried. APPROVE CHANGE ORDER NO. 17 - WASTEWATER TREATMENT PLANT SECONDARY IMPROVEMENTS -PROJECT NO. 114-053 (WASTEWATER CAPITAL) Mr. Gilot advised that Mr. Jacob Klosinski, Wastewater, has submitted Change Order No. 17 on behalf of Thieneman Construction, Inc., 17219 Foundation Parkway, Westfield, IN 46074, indicating the contract amount be increased by $9,051 for a new contract sum, including this Change Order, in the amount of $13,948,269.47. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE PROJECT COMPLETION AFFIDAVIT - NEWMAN CENTER WINDOW AND DOOR REPAIR -PROJECT NO. 117-001 (REDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of J.W. Werntz & Son, Inc., 1002 Kerr Street, South Bend, IN 46601, for the above referenced project, indicating a final cost of $130,600. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT - CENTURY CENTER MASONRY RESTORATION - PROJECT NO. 117-037 (HOTEL/MOTEL TAX) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Ziolkowski Construction Inc., 4050 Ralph Jones Drive, South Bend, IN 46628, for the above referenced project, indicating a final cost of $170,454. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Project Completion Affidavit was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET - IRONWOOD DRIVE PAVEMENT REHABILITATION - PROJECT NO. 117-071 TBD In a memorandum to the Board, Mr. Roger Nawrot, 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. Ms. Kara Boyles, City Engineer, stated the funding for this project has been approved, but they are in the process of setting up a special account for L REGULAR MEETING JANUARY 23, 2018 15 F--", the project funding. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau 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 AND TITLE SHEET — FIRE STATION NO. 9 — PROJECT NO 116-012 (EMS CAPITAL 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. Ms. Martin, Clerk of the Board, asked for clarification noting the Title Sheet listed Project No. 116-012 and the agenda request listed Project No. 116-002. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau 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 AND TITLE SHEET — HIBBERD PLAZA IMPROVEMENTS — PROJECT NO 117-063R (RWDA TIF) In a memorandum to the Board, Mr. Kyle Silveus, 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. Dorau and carried, the above request was approved and the Title Sheet was approved and signed. 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 Professional St. Joseph Building Lease for $40,000 Maradik/Dorau Services County Board of Operations of the Special Annually for Agreement Commissioners Victims Unit in Conjunction Five (5) with St. Joseph County Years Prosecutor's Office (COIT) Professional Creative Water Works Financial Weekly Maradik/Dorau Services Financial Assistance Billing Based Agreement Services, LLC on Hours Performed; NTE $14,000 (Water Works Operating Fund) Master Barada Updated Agreement for Varies by Maradik/Dorau Service Associates, Inc. Employee Background Service Agreement Checks (General Fund) Statement of Crowe Horwath Assistance with Issuing $50,000 Maradik/Dorau Work LLP Bonds for Fire Station No. 9 (2018 Bond Proceeds) Insurance Gibson Advisory and Brokerage $59,500; Maradik/Dorau Services Insurance Property and Casualty Quarterly Agreement Agency, Inc. Insurance Installments (Liability Insurance Reserve) Community Michiana Health Access to MHIN Clinical $2,400 Maradik/Dorau View Use Information Data Repository for (Other Agreement Network, Inc. Ambulance Billing Professional Service) QPA CDW Renewal of Adobe Licensing $19,697.38 Maradik/Dorau Renewal Government (IT Operating) Professional MicroIntegration Tier 1 and Tier 2 Help Desk $126,727.20 Maradik/Dorau Services Annually for Agreement Three (3) REGULAR MEETING JANUARY 23, 2018 16 Years, Plus a One Time Fee of $2,375 (IT Operating) Amendment Department of Increase Contract Amount to Additional Maradik/Dorau No. 1 to Community allow Expended CDBG $100,081; Contract Investment Activity Delivery Costs from New Total 2017 to be Drawn $174,868 (CDBG) Professional ETC Institute Develop a Resident Survey $19,180 Maradik/Dorau Services to Provide Feedback to (Innovation Agreement provide Statistically I & Significant Results at a Technology) Council District Level Consulting EnFocus Cross Portfolio IT Project $76,500 Mr. Gilot Agreement Management (IT noted he would Professional have to abstain Services) so there would not be a quorum. The Board tabled the approval to see if Mr. Mueller was available to join the meeting for the vote. Professional Howard E. Assistance with Annual $7,500 for Maradik/Dorau Services Nyhart Audit and CAFR 2017; $8,600 Agreement Company, Inc. for 2018 (General Fund) Professional Pathfinders Design and Build of a $40,000 Maradik/Dorau Services Advertising and Redesigned southbendin.gov (IT Agreement Marketing Professional Group, Inc. Services) Software MicroIntegration Replacement of Kaspersky $17,398.75; Maradik/Dorau Agreement Anti -Virus Endpoint with Total for SOPHOS Cloud Endpoint Three (3) Protection within COSB Years Desktop Environment (IT Operating) Professional KIL Architecture Engineering Assistance for NTE $32,400 Maradik/Dorau Services & Planning New Maintenance Storage (Park Bond) Agreement Building Professional Indiana Housing Mortgage Foreclosure Fee for Maradik/Dorau Services and Community Counseling Service Paid Contract Development to the City Authority Professional Donohue & Engineering Services for the $9,000 Maradik/Dorau Services Associates, Inc. Wastewater Treatment Plant (Utilities, Agreement Belt Filter Press No. 4 Sewage Project Works/ Wastewater, Engineering) Proposal Culligan Water Water Softening System for $10,405 Maradik/Dorau Agreement the Morris Performing Arts Center Amendment Department of Increase Contract Amount to $17,337; 1 Maradik/Dorau I 1 REGULAR MEETING JANUARY 23, 2018 17 1 No. 1 to Community allow Expended CDBG New Total Contract Investment Activity Delivery Costs from $20,375 2017 to be Drawn (ESG) Access Indiana and Access to City Owned Land N/A Maradik/Dorau Agreement Michigan Power for Field Surveys and Company Geotechnical Investigations at Boland Park, Boehm Park and Parcels along Boland Drive Agreement Interlink Group Century Center Website $780 plus Maradik/Dorau Hosting $1,250 One - Time Fee (IT Operations) BOARD MEMBER JOINS BOARD MEETING Mr. Mueller joined the meeting in progress at 10:03 a.m. APROVE AGREEMENT Mr. Gilot stated with Mr. Mueller joining the meeting, it created a quorum for approval of the r,nr ocus agreement. He moved back on the agenda to the approval of the following agreement: Consulting EnFocus Cross Portfolio IT Project $76,500 Dorau/Mueller Agreement Management (IT Mr. Gilot Professional abstained Services) APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following permit and license annlicationc were r,rPCPntP,] -Fr%r a,,,,,.,,1 Applicant Description Date/Time Location Motion City of South Non- February 17, Gertrude St. from Carried Maradik/Dorau Bend Venues, Residential 2018; 8:00 a.m. Ewing Ave. to Parks, and Arts Block Party - to 4:00 p.m. Chippewa Ave. Bike and Hike APPROVE LONG TERM OCCUPANCY PERMITS — EDDY COMMONS PHASE II — KITE REALTY Mr. Tony Halsey, Kite Realty, submitted an application for two (2) Long Term Occupancy Permits for Eddy Commons Phase II Construction. The request was to occupy the right-of-way on Eddy Street between Napoleon Blvd. and Howard St., and St. Vincent St. between Georgiana Ave. and the alley west of Eddy St. from March, 2018 through October, 2019. Ms. Kara Boyles, City Engineer, stated a meeting was held subsequent to the Board's Agenda Review meeting with all attorneys present and the recommendation was to treat the occupancy permit as a separate issue from the Redevelopment Agreement. She noted the Board has authority to set the amount of the bond for the permit per Indiana Code. She added the work in the public right-of-way should have additional terms. Ms. Boyles informed the Board that the developer, Kite Realty, has a contractor now so they can pull the permit and post the bond. She noted the Development Agreement has language that they will perform the work, but doesn't address the work in the right-of-way. She added the developer wants to move forward with a conditional permit and the question is if it is okay to use public funds to pay for the bond for the work in the right-of-way that is required for this project. She explained TIF funds are being used for this project and in the past, this was covered in the project budget. Mr. Mueller asked if the Redevelopment Commission attorney wanted this in the agreement. Ms. Boyles stated he didn't want it in there. She noted in a normal situation, the contractor would get the permit to occupy the right-of-way to do their work, and once completed, the right-of-way was required to be in the same condition as prior to the contractor occupying it. In this case, she noted, the right-of-way will be altered so they are not sure how much bonding should be required. Mr. Gilot explained they would usually go out and take a picture of the condition and have a bond to cover any potential damage. In this case, he noted, an agreement is needed since the right-of-way will not look the same after completion. Mr. Gilot stated it is important to the Board to get a dedication of the improvements. He noted the bond for occupancy can be a nominal amount, but it's best to get a development agreement with the wording. Therefore, upon a motion by Mr. Mueller, seconded REGULAR MEETING JANUARY 23, 2018 18 by Ms. Maradik and carried, the Board approved the Long Term Occupancy Permits subject to a separate development agreement for the dedicated improvements in the public right-of-way. APPROVE WASTEWATER DISCHARGE PERMITS) TRANSFER In a Memorandum to the Board, Ms. Lauren Trapp, Division of Environmental Services, submitted the following Wastewater Discharge Permit(s) and recommended approval of the transfer from the South Bend Ethanol, LLC to Mercuria Investments: South Bend Ethanol, LLC to Mercuria Investments, Inc., 3201 W. Calvert Street There being no further discussion, upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the permit was approved. RATIFY APPROVAL AND/OR RELEASE CONTRACTOR AND EXCAVATION BONDS Ms. Donna Hanson, Division of Engineering, recommended that the following Contractor and Excavation Bonds be ratified pursuant to Resolution 100-2000 and/or released as follows: Business Bond Type Approved/ Released Effective Date Temple Contractors, LLC Contractor Approved July 19, 2017 Ward Custom Homes LLC Contractor Approved April 27, 2017 Waterman Plumbing Inc Excavation Approved May 9, 2017 Jon Freeman Occupancy Approved October 30, 2017 Ms. Maradik made a motion that the bonds approval as outlined above be ratified. Ms. Dorau seconded the motion, which carried. APPROVE IRREVOCABLE LETTER OF CREDIT: The following irrevocable Letter of Credit was submitted to the Board for approval: IRREVOCABLE STANDBY LETTER OF CREDIT NO.: 2544726682 ISSUED BY: Mutual Bank on behalf of Cleveland Woods Development Co., LLC FOR: Fernwood, Phase Three AMOUNT: $61,870.00 EXPIRES: January 31, 2018 IMPROVEMENT: Water and Sanitary Sewer System Ms. Maradik made a motion that the Letter of Credit, as outlined above, be approved. Ms. Dorau 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 $6,127,751.34 01/12/2018 City of South Bend $643.83 01/18/2018 City of South Bend $2,167,350.46 01/23/2018 St. Joseph County Housing Consortium $45,000 01/12/2018 St. Joseph County Housing Consortium $4,910 01/12/2018 U.S. Bank National Assoc.; 2015 EDIT/Park Bond $13,718 1 01/18/2018 i nererore, Nis. tvlaradik matte a motion that after review of the expenditures, the claims be approved as submitted. Ms. Dorau seconded the motion, which carried, with Mr. Mueller abstaining from the vote on the St. Joseph County Housing Consortium claims. PRIVILEGE OF THE FLOOR Mr. Huey Schoby introduced himself as the coordinator for the renaming committee for Martin Luther King Jr. Blvd. He thanked the Board for all of the good deeds they have done to get recognition of Martin Luther King Jr. downtown with the renaming of St. Joseph Street. He stated it is such a blessing to have it where it is, but he noted there is a lot more work to do. He stated he is here today seeking a resolution from the Board to extend the street from I-20 to north Angela Blvd., which is the City limits. He stated he believes Martin Luther King Jr. deserved 1 REGULAR MEETING JANUARY 23, 2018 19 better. He introduced Mr. George Jones and Pastor Batiste who were present in support of the request. Mr. Gilot thanked them. 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 10:20 a.m. ATTEST: i" inda M. Martin, Cler 1 I BOARD OF PfUjjBLIC.VA Ul c Gary A. Pi ot, President Elizabeth A. Maradik, Member 'X� Therese J. Dor u, Wrnber James A. Mueller, Member SuZanna Fri berg, Member