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HomeMy WebLinkAbout02132018 Board of Public Works MeetingAGENDA REVIEW SESSION FEBRUARY 9, 2018 24 Mr. Kyle Silveus, Engineering, stated this St. Joseph Streetscape Improvements is for the new Menards development off of Ireland Road. Mr. Gilot asked if they are using the old existing utilities or putting in new ones. Mr. Silveus stated he thought they were using the existing ones. Mr. Gilot suggested they might want to video the sewer lines to make sure they are still in good shape first. No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 1:44 p.m. BOARD OF PUBLICWORKS Gary A. Gilot, President 1�1 01,V Elizabeth A. Maradik, Member Therese J. Dorau, Member James A. Mueller, Meipber, Suz a M. Fr' berg, ember I i►�. Ri lil � / / Ar . - �, REGULAR MEETING FEBRUARY 13, 2018 The Regular Meeting of the Board of Public Works was convened at 9:33 a.m. on February 13, 2018, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, Suzanna Fritzberg, and Therese Dorau present. Board Member James Mueller was absent. Also present was Attorney Clara McDaniels APPROVE MINUTES OF PREVIOUS MEETING 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 Meetings of the Board held on January 18, January 23, January 30, and February 6, 2018, were approved. PUBLIC HEARING — MASSAGE ESTABLISHMENT LICENSE — SAI SHAKTI MASSAGE AND HEALING Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning the application for a new massage establishment license for Sai Shakti Massage and Healing, 115 N. William St., Ste. 204, South Bend, IN. Ms. Laura Fickett, Proprietor, was present to answer questions. It was noted favorable recommendations were received from the Area Plan Commission, Community Investment, Engineering, Police, and Building Departments. There being no one else present wishing to address the Board concerning this matter, the Public Hearing was closed. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Massage Establishment License application was approved. OPENING OF QUOTATIONS — CENTURY CENTER LIFT EQUIPMENT (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: MACALLISTER MACHINERY CO. 6300 Southeastern Avenue Indianapolis, IN 46203 Quotation was submitted by Chris MacAllister LJ 1 REGULAR MEETING FEBRUARY 13, 2018 25 E n 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: Item Est. Item Unit Price Total No. Qty. 1 1 JLG 1930 ES or equivalent scissor $11,200.00 $11,200.00 lift 2 1 Estimated number of days for delivery from award: One KMH SYSTEMS 143 S. Olive Street South Bend, IN 46619 Quotation was submitted by John Dillon 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 Indiana Local Business Preference Claim Form submitted. QUOTATION: Quote # 1 Item Est. Item Unit Price Total No. Qty. 1 1 JLG 1930 ES or equivalent scissor lift 2 1 Mitsubishi FGC 15N4 or equivalent $21,995.00 $21,995.00 forklift Estimated number of days for delivery from award: 10-12 Weeks Quote #2 Item Est. Item Unit Price Total No. Qty. 1 1 JLG 1930 ES or equivalent scissor $13,925.00 $13,925.00 lift 2 1 Mitsubishi FGC 15N4 or equivalent forklift Estimated number of days for delivery from award: 8-10 weeks HULL LIFT TRUCK 28747 Old US 33 West Elkhart, IN 46516 Quotation was submitted by Brent Dennison 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 Indiana Local Business Preference Claim Form submitted. Ten Percent (10%) Bid Security Check QUOTATION: Item Est. Item Unit Price Total No. Qty. 1 1 JLG 1930 ES or equivalent scissor $12,400 $12,400 lift 2 1 Mitsubishi FGC 15N4 or equivalent $20,365 $20,365 forklift REGULAR MEETING FEBRUARY 13, 2018 26 Estimated number of days for delivery from award: 150 days for forklift, 75 days scissor lift MORRISON INDUSTRIAL EQUIPMENT 2505 North Foundation Drive South Bend, IN 46628 Quotation was submitted by Randa Adams 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: Item Est. Item Unit Price Total No. Qty. 1 1 JLG 1930 ES or equivalent scissor $11,885.00 $11,885.00 lift 2 1 Mitsubishi FGC 15N4 or equivalent $19,598.00 $19,598.00 forklift Estimated number of days for delivery from award: 90 days 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 PROPOSALS — ENTERPRISE RESOURCE PLANNING SYSTEM AND IMPLEMENTATION SERVICES (IT OTHER PROFESSIONAL SERVICES) 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 into the record: CROWE HORWATH LLP 225 W Wacker, Suite 2600 Chicago, IL 60606 TYLER TECHNOLOGIES, INC. One Tyler Drive Yarmouth, Maine 04096 DENOVO VENTURES, LLC 1995 Bremer Drive Idaho Falls, ID 83402 INFOR PUBLIC SECTOR, INC. 13560 Morris Road, Suite 4100 Alpharetta, GA 30004 CHERRY ROAD TECHNOLOGIES 301 Gibraltar Drive, Suite 2C Morris Plains, NJ 07950 PHOENIX BUSINESS CONSULTING 6021 Midnight Pass Road, Unit 3 Sarasota, FL 34242 SIERRA -CEDAR, INC. 1255 Alderman Dr. Alpharetta, GA 30005 QUINTEL MANAGEMENT CONSULTING, INC. 5910 South University Blvd., Suite C18-193 Greenwood Village, CO 80121 J 1 REGULAR MEETING FEBRUARY 13, 2018 27 METAFORMERS, INC. 1850 Centennial Park Drive, Suite 105 Reston, VA 20191 HSO NORTH AMERICA 645 Landwehr Road Northbrook, IL 60062 AVERTRA CORPORATION 580 Herndon Parkway, Suite 300 Herndon, VA 20170 WORKDAY, INC. 111 W Jackson Blvd., 23rd Floor Chicago, IL 60604 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above proposals were referred to the Venues, Parks, and Arts review team for review, tabulation, and recommendation. OPENING OF PROPOSALS — VENUES PARKS AND ARTS ELECTRICAL SERVICES CONTRACT (ROUTINE MAINTENANCE) 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 into the record: MARTELL ELECTRIC LLC 4601 Cleveland Road South Bend, IN 46628 KOONTZ-WAGNER 3801 Voorde Drive, Suite B South Bend, IN 46628 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above proposals were referred to the Venues, Parks, and Arts review team for review, tabulation, and recommendation. A proposal was received by the Board at 9:52 a.m. from Midwestern Electric, Inc. Attorney McDaniels advised the Board they should not accept it since it was past the deadline for submitting proposals. OPENING OF PROPOSALS — VENUES PARKS AND ARTS PLUMBING SERVICES CONTRACT (ROUTINE MAINTENANCE_) 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 into the record: D.A. DODD 14 E. Michigan St. Rolling Prairie, IN 46371 IDEAL CONSOLIDATED, INC. 806 W Sample St. South Bend, IN 46601 DYNAMIC MECHANICAL SERVICES 1606 Chestnut St. Mishawaka, IN 46545 REGULAR MEETING FEBRUARY 13, 2018 28 Upon a motion made by Ms. Maradik,, seconded by Ms. Fritzberg and carried, the above proposals were referred to the Venues, Parks, and Arts review team for review, tabulation, and recommendation. AWARD QUOTATION — MORRIS BISTRO RENOVATION (JOINT LICENSING FUND) Mr. Patrick Sherman, Venues, Parks, and Arts, advised the Board that on January 23, 2018, 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, M&V Pro Services, Inc., 1126 W. Western Ave., South Bend, IN 46601, in the amount of $33,777.90. 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 — PALAIS ROYALE AWNINGS (JOINT LICENSING FUND) Mr. Patrick Sherman, Venues, Parks, and Arts, advised the Board that on January 23, 2018, 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, Custom Awning, 1251 Third Street, Osceola, IN 46561, in the amount of $18,671. 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 - FLIR TRAFFIC CAMERA REPLACEMENTS — PROJECT NO. 118-006 (LRSA) Ms. Tara Weigand, Engineering, advised the Board that on January 23, 2018, quotations were received and opened for the above referenced equipment. After reviewing those quotations, Ms. Weigand recommended that the Board award the contract to the lowest responsive and responsible bidder, Pemberton Davis Electric, Inc., 916 E. McKinley Ave., Mishawaka, IN 46545, in the amount of $110,110.10. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Ms. Fritzberg seconded the motion, which carried. APPROVE CHANGE ORDER NO. 9 — EAST BANK SEWER SEPARATION, PHASE 5— PROJECT NO. 114-062B (REDA TIF/OTHER CONTRACTUAL SERVICES) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 9 on behalf of Walsh & Kelly, Inc., 24358 State Road 23, South Bend, IN 46614, indicating the contract amount be increased by $77,926.18 for a new contract sum, including this Change Order, in the amount of $5,511,798.78. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — CHARLES BLACK CENTER RENOVATION — PROJECT NO. 116-073 (PARK BOND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of Gibson -Lewis, LLC, 1001 W llth Street, Mishawaka, IN 46544, indicating the contract amount be increased by $16,520 for a new contract sum, including this Change Order, in the amount of $3,812,520. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 2 — CHARLES BLACK CENTER RENOVATION — PROJECT NO. 116-073 (PARK BOND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 2 on behalf of Gibson -Lewis, LLC, 1001 W llth Street, Mishawaka, IN 46544 indicating the contract amount be increased by $73,726 for a modified contract sum, including this Change Order, in the amount of $3,886,246. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — WASTEWATER TREATMENT PLANT DIGESTER GAS UTILIZATION — PROJECT NO. 116-05OR (WASTEWATER CAPITAL IMPROVEMENTS/OTHER CONTRACTUAL SERVICES) Mr. Gilot advised that Mr. Jacob Klosinski, Environmental Services, has submitted Change Order No. 1 on behalf of Thieneman Construction, Inc., 17219 Foundation Parkway, Westfield, IN 46074, indicating the contract amount be decreased by $30,827 for a modified contract sum, REGULAR MEETING FEBRUARY 13, 2018 29 including this Change Order, in the amount of $723,173. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — MORRIS THEATRICAL LIGHTING CONTROL UPGRADE (MORRIS CAPITAL IMPROVEMENT FUND) Mr. Gilot advised that Mr. Patrick Sherman, Venues, Parks, and Arts, has submitted Change Order No. 1 on behalf of TPC Technologies, Inc., 245 Bell Road, Suite A, Niles, MI 49120, indicating the contract amount be increased by $1,058.75 for a modified contract sum, including this Change Order, in the amount of $73,316.20. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — 2017 CENTRAL SERVICES REMODEL — PROJECT NO. 117-118 (CENTRAL SERVICES CAPITAL) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of Gibson -Lewis LLC, 1001 W. 11t' Street, Mishawaka, IN 46544, indicating the contract amount be increased by $5,977 for a modified contract sum, including this Change Order, in the amount of $52,399. 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 — BOWEN STREET DRAINAGE IMPROVEMENTS — PROJECT NO. 116-082A (SSDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of Walsh & Kelly, Inc., 24358 State Road 23, South Bend, IN 46614 indicating the contract amount be increased by $4,208.60 for a new contract sum, including this Change Order, of $53,958.60. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $53,958.60. 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 CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — 2011 CURB AND SIDEWALK, DIVISION A — PROJECT NO. 111-008 (MVH) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of Walsh & Kelly, Inc., 24358 State Road 23, South Bend, IN 46614 indicating the contract amount be increased by $2,596 for a new contract sum, including this Change Order, of $111,620. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $111,620. 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 CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — FIRE STATION NO.9 DEMOLITIONS — PROJECT NO. 117-088 (EMS CAPITAL) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of R&R Excavating, Inc., 705 Beiger Street, Mishawaka, IN 46544 indicating the contract amount be decreased by $7,950 for a new contract sum, including this Change Order, of $96,500. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $96,500. 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 — RIVER WALK LIGHTING - PROJECT NO. 117-080 (COIT) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of TGB Unlimited dba S/T Bancroft, 25020 IN-2, South Bend, IN 46619, for the above referenced project, indicating a final cost of $47,990.00. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — 2017 INFRARED ASPHALT PAVEMENT PATCHING -PROJECT NO. 117-074 (LRSA) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Asphalt Restoration Services, LLC, PO Box 2484, South Bend, IN 46680, for the above referenced project, indicating a final cost of $57,250.00. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Project Completion Affidavit was approved. REGULAR MEETING FEBRUARY 13, 2018 30 TABLE PROJECT COMPLETION .AFFIDAVIT — WASTEWATER TREATMENT PLANT COMPRESSOR BUILDING ROOF REPLACEMENT — PROJECT NO. 116-052 (UTILITIES, WASTEWATER MAINTENANCE SERVICES BUILDING) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Dudeck Roofing and Sheet Metal, 1634 Franklin St., South Bend, IN 46613, for the above referenced project, indicating a final cost of $251,600. Ms. Martin stated it was requested the Board table this item at this time. Upon a motion made by Mr. Gilot, seconded by Ms. Maradik and carried, the Project Completion Affidavit was tabled. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — 2018 TRUCKING OF BELT PRESSED BIOSOLIDS FOR LAND APPLICATION (UTILITIES, ORGANIC RESOURCES, CONTRACTUAL SERVICES OTHER) In a memorandum to the Board, Mr. Jacob Klosinski, Environmental Services, requested permission to advertise for the receipt of bids for the above referenced services. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — 2018 LAWN MAINTENANCE AND MENTORSHIP PROGRAM (PARK MAINTENANCE) In a memorandum to the Board, Mr. Patrick Sherman, Venues, Parks, and Arts, requested permission to advertise for the receipt of bids for the above referenced services. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — 2018 VENUES, PARKS, AND ARTS CEMETERY MOWING (PARKS MAINTENANCE) In a memorandum to the Board, Mr. Patrick Sherman, Venues, Parks, and Arts, requested permission to advertise for the receipt of bids for the above referenced services. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above request was approved. ADOPT RESOLUTION NO. 02-2018 — 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.02-2018 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY FIREFIGHTER FIRE HELMET AND BOOTS WHEREAS, pursuant to I.C. 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 real and personal property owned by the City of South Bend, Indiana; and WHEREAS, IC 5-22-22-6 permits and establishes the 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; and WHEREAS, on January 4, 2018, Lieutenant Scott Chlebowski retired from the South Bend, Indiana, Fire Department after twenty (20) years of service, and the Board of Public Safety of the City of South Bend, Indiana has determined that he has retired in good standing; and WHEREAS, Chief Stephen Cox has advised the Board that this Firefighter's fire helmet and boots ("Property") are of no further use to the Department, are of no practical value, and have an estimated market value of less than One -Thousand Dollars ($1,000.00); and WHEREAS, the Board has determined that the Property is worthless as that term is defined in I.C. 5-22-22-8(b); and REGULAR MEETING FEBRUARY 13, 2018 31 WHEREAS, I.C. 5-22-22 permits and establishes procedures for the disposal of personal property which is either unfit for the purpose for which it was intended, no longer needed by the City, or property which is deemed worthless. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend, Indiana, as follows: 1. The Property is no longer needed by the City of South Bend, is unfit for the purposes for which was intended, and has an estimated value of less than One -Thousand Dollars ($1,000.00). 2. The Property may be demolished, junked or otherwise disposed in a manner determined by the Fire Chief, including donation to the Firefighter as a token for his years of service to the City of South Bend. ADOPTED this 13th day of February, 2018. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Suzanna Fritzberg s/ Elizabeth A. Maradik s/ Therese J. Dorau ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 03-2018 — 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.03-2018 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY FIREFIGHTER FIRE HELMET AND BOOTS WHEREAS, pursuant to I.C. 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 real and personal property owned by the City of South Bend, Indiana; and WHEREAS, IC 5-22-22-6 permits and establishes the 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; and WHEREAS, on January 2, 2018, Firefighter Lawrence Pitcher retired from the South Bend, Indiana, Fire Department after twenty (20) years of service, and the Board of Public Safety of the City of South Bend, Indiana has determined that he has retired in good standing; and WHEREAS, Chief Stephen Cox has advised the Board that this Firefighter's fire helmet and boots ("Property") are of no further use to the Department, are of no practical value, and have an estimated market value of less than One -Thousand Dollars ($1,000.00); and WHEREAS, the Board has determined that the Property is worthless as that term is defined in I.C. 5-22-22-8(b); and WHEREAS, I.C. 5-22-22 permits and establishes procedures for the disposal of personal property which is either unfit for the purpose for which it was intended, no longer needed by the City, or property which is deemed worthless. REGULAR MEETING FEBRUARY 13, 2018 32 NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend, Indiana, as follows: 3. The Property is no longer needed by the City of South Bend, is unfit for the purposes for which was intended, and has an estimated value of less than One -Thousand Dollars ($1,000.00). 4. The Property may be demolished, junked or otherwise disposed in a manner determined by the Fire Chief, including donation to the Firefighter as a token for his years of service to the City of South Bend. ADOPTED this 13a' day of February, 2018. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Suzanna Fritzberg s/ Elizabeth A. Maradik s/ Therese J. Dorau ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 04-2018 — 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.04-2018 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 Christopher Voros is retiring effective February 2, 2018, from the South Bend Police Department after twenty (20) 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. HWD8800, 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 13th Day of February, 2018. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS REGULAR MEETING FEBRUARY 13, 2018 33 s/ Gary A. Gilot s/ Suzanna Fritzberg s/ Elizabeth A. Maradik s/ Therese J. Dorau ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 05-2018 — 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.05-2018 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 Eldon Bradley is retiring effective January 3, 2018, 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. HKB5070, 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 131h Day of February, 2018. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Suzanna Fritzberg s/ Elizabeth A. Maradik s/ Therese J. Dorau ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 06-2018 — 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.06-2018 REGULAR MEETING FEBRUARY 13, 2018 34 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 Michael Grant is retiring effective February 1, 2018, from the South Bend Police Department after forty-five (45) 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. HKB3770, 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 13a' Day of February, 2018. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Suzanna Fritzberg s/ Elizabeth A. Maradik s/ Therese J. Dorau ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 07-2018 — 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.07-2018 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 REGULAR MEETING FEBRUARY 13, 2018 35 WHEREAS, Officer Terrance Santa is retiring effective April 26, 2018, from the South Bend Police Department after thirty (30) 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. HKB6693, 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 13t" Day of February, 2018. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Suzanna Fritzberg s/ Elizabeth A. Maradik s/ Therese J. Dorau ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 08-2018 — 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.08-2018 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 Gary Horvath is retiring effective May 31, 2018, from the South Bend Police Department after thirty-nine (39) 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. HKB3755, 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. REGULAR MEETING FEBRUARY 13, 2018 36 BE IT FURTHER RESOLVED. that said property be disposed of and removed from the City inventory. ADOPTED this 13th Day of February, 2018. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Suzanna Fritzberg s/ Elizabeth A. Maradik s/ Therese J. Dorau ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 09-2018 — A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS REGARDING THE RETIREMENT OF "DEX", A K-9 POLICE DEPARTMENT UNIT Sergeant Jeff Chamberlain informed the Board he had intended to bring Dex to the meeting but he developed a cyst that had to be surgically removed and is still recovering. He stated Dex is nine (9) years old and has been on the Police Department since 2011. He stated the department depends on their dogs for sniffing out drugs and suspects, and would not be able to do that as effectively without their superior sense of smell. He noted Dex was used for sniffing out guns also. 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.09-2018 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS REGARDING THE RETIREMENT OF "DEX", A K-9 POLICE DEPARTMENT UNIT WHEREAS, the South Bend Board of Public Works has been advised by the City's Police Chief that "Dex", 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 "Dex" 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 Jeff Chamberlain, South Bend Police Department, has agreed to care for "Dex" at his own expense and to keep her as a house pet and understands that "Dex" 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 "Dex", 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 Jeff Chamberlain for One Dollar ($1.00), providing Sergeant Jeff Chamberlain executes an indemnity agreement. ADOPTED this 13th day of February, 2018. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Elizabeth A. Maradik s/ Therese J. Dorau REGULAR MEETING FEBRUARY 13, 2018 37 s/Suzanna M. Fritzberg ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 10-2018 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND ACCEPTING THE TRANSFER OF REAL PROPERTY FROM THE INDIANA DEPARTMENT OF TRANSPORTATION 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. 10-2018 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND ACCEPTING THE TRANSFER OF REAL PROPERTY FROM THE INDIANA DEPARTMENT OF TRANSPORTATION WHEREAS, the City of South Bend, Indiana, Board of Public Works (the "Board") has custody of real property owned by the City of South Bend, Indiana (the "City") pursuant to Ind. Code 36-9-6-3; and WHEREAS, pursuant to Ind. Code 36-1-10.5-1(b)(1), a transfer of real property to the City for a total price of Twenty -Five Thousand Dollars ($25,000.00) or less is not subject to the acquisition requirements of Ind. Code 36-1-10.5; and WHEREAS, the Indiana Department of Transportation ("INDOT") desires to convey to the City eighteen (18) parcels of real property located in the City, identified as Parcels 92, 100, 101, 103, 109, 110, 111, 112, 113, 115, 117, 118, 119, 120, 122, 123, 124 and 145 in attached Exhibit 1 (collectively, the "Property"), for a total price of Thirteen -Thousand, Nine -Hundred, and Fifty Dollars ($13,950.00) (the "Agreed Price"), which sum the Board anticipates being reimbursed by the South Bend Redevelopment Commission (the "Commission") pursuant to Ind. Code 36-7-14-39(b)(3)(G) and the Commission's adoption of a project budget for this matter on April 13, 2017; and WHEREAS, acting on behalf of the City, the Board desires to accept the Property from INDOT; and NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND AS FOLLOWS: 1. The Board accepts INDOT's conveyance of the Property pursuant to Ind. Code 36-1-10.5-1(b)(1). 2. The Board authorizes David Relos of the City's Department of Community Investment to act on behalf of the Board to provide for payment of the Agreed Price to INDOT, to accept and present for recordation one or more deeds from INDOT for the Property, and to execute on the Board's behalf any document or to take on the Board's behalf any action that may be required to carry out the purposes of this Resolution. 3. This Resolution will be in full force and effect upon its adoption. ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana, held on February 13, 2018, 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/ Elizabeth A. Maradik s/ Therese J. Dorau s/ Suzanna M. Fritzberg ATTEST: s/Linda M. Martin, Clerk REGULAR MEETING FEBRUARY 13, 2018 38 ADOPT RESOLUTION NO. 11-2018 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND APPROVING THE TRANSFER OF REAL PROPERTY TO THE SOUTH BEND REDEVELOPMENT COMMISSION Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 11-2018 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND APPROVING THE TRANSFER OF REAL PROPERTY TO THE SOUTH BEND REDEVELOPMENT COMMISSION WHEREAS, the City of South Bend, Indiana, Board of Public Works (the "Board") has custody of real property owned by the City of South Bend, Indiana (the "City") pursuant to Ind. Code 36-9-6-3; and WHEREAS, the Board holds certain real property located in the City, commonly known as 322 S. Lafayette Boulevard, bearing Tax Key Number 018-3008-0256, and more particularly described in attached Exhibit A (the "Property"); and WHEREAS, the South Bend Redevelopment Commission, the governing body of the City of South Bend, Indiana, Department of Redevelopment (the "Commission"), exists and operates pursuant to Ind. Code 36-7-14 (the "Act"); and WHEREAS, the Board desires to convey the Property to the Commission pursuant to Ind. Code 36-1-11-8 for the purpose of making the Property available for re -use and redevelopment in accordance with the Commission's purposes and powers under the Act; and WHEREAS, on February 8, 2018, the Commission adopted its Resolution No. 3426 accepting the Board's conveyance of the Property to the Commission and appointing a representative to accept and record the deed received from the Board. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND AS FOLLOWS: 1. The Board approves the conveyance of the Property to the Commission. 2. The Mayor and the City Clerk, or the duly authorized designee(s) of each, are authorized and instructed to execute and attest, respectively, a quit claim deed in the form attached hereto as Exhibit B conveying all of the Board's right, title, and interest in the Property to the Commission. 3. The Board authorizes David Relos of the City's Department of Community Investment to act on behalf of the Board in delivering the quit claim deed to the Commission and executing any other document required to effect the Board's conveyance of the Property to the Commission. 4. This Resolution will be in full force and effect upon its adoption. ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana, held on February 13, 2018, 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/ Elizabeth A. Maradik s/ Therese J. Dorau s/ Suzanna M. Fritzberg ATTEST: s/Linda M. Martin, Clerk REGULAR MEETING FEBRUARY 13, 2018 39 ADOPT RESOLUTION NO. 12 20'18 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND APPROVING THE TRANSFER OF REAL PROPERTY TO THE SOUTH BEND REDEVELOPMENT COMMISSSION 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. 12-2018 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND APPROVING THE TRANSFER OF REAL PROPERTY TO THE SOUTH BEND REDEVELOPMENT COMMISSION WHEREAS, the City of South Bend, Indiana, Board of Public Works (the "Board") has custody of real property owned by the City of South Bend, Indiana (the "City") pursuant to Ind. Code 36-9-6-3; and WHEREAS, the Board holds certain real property located in the City, commonly known as 2401 W. Western Avenue, bearing Tax Key Number 018-4096-357902, and more particularly described in attached Exhibit A (the "Property"); and WHEREAS, the South Bend Redevelopment Commission, the governing body of the City of South Bend, Indiana, Department of Redevelopment (the "Commission"), exists and operates pursuant to Ind. Code 36-7-14 (the "Act"); and WHEREAS, the Board desires to convey the Property to the Commission pursuant to Ind. Code 36-1-11-8 for the purpose of making the Property available for re -use and redevelopment in accordance with the Commission's purposes and powers under the Act; and WHEREAS, on February 8, 2018, the Commission adopted its Resolution No. 3427 accepting the Board's conveyance of the Properly to the Commission and appointing a representative to accept and record the deed received from the Board. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND AS FOLLOWS: 1. The Board approves the conveyance of the Property to the Commission. 2. The Mayor and the City Clerk, or the duly authorized designee(s) of each, are authorized and instructed to execute and attest, respectively, a quit claim deed in the form attached hereto as Exhibit B conveying all of the Board's right, title, and interest in the Property to the Commission. 3. The Board authorizes David Relos of the City's Department of Community Investment to act on behalf of the Board in delivering the quit claim deed to the Commission and executing any other document required to effect the Board's conveyance of the Property to the Commission. 4. This Resolution will be in full force and effect upon its adoption. ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana, held on February 13, 2018, 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/ Elizabeth A. Maradik s/ Therese J. Dorau s/ Suzanna M. Fritzberg ATTEST: s/Linda M. Martin, Clerk REGULAR MEETING FEBRUARY 13, 2018 40 APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for a""rnval --rr-- ----- Type Business Description Amount/ Motion/ Funding Second Amendment Teamsters Local Extend Meter Work N/A Maradik/Fritzberg to Union No. 364 Group Employees the Memorandum Opportunity to Combine of Two (2) Paid Fifteen Understanding (15) Minute Break Periods into a Thirty (30) Minute Lunch Break Amendment Abonmarche Additional Survey and $46,900 Maradik/Fritzberg No. 1 to Consultants, Inc. Design Work to Extend (Regional Professional the River Walkway from Cities Grant) Services the Notre Dame Boat Agreement House East to Beyer Ave and Northside Boulevard along the South Side of Northside Boulevard. Joint Funding United States Annual Agreement for $3,000 Maradik/Fritzberg Agreement Department of Water Level (Water Works the Interior/U.S. Measurement and Operations Geological Analysis Fund) Survey Software Application Data Police Department's $57,912.98 Maradik/Fritzberg Support Systems, Inc. Records Management (IT PD Agreement System Software Allocation) Maintenance and Support Purchase Sergeant Jeff Purchase of Retired K-9 $1 Maradik/Dorau Agreement Chamberlain Unit "Dex" (Paid to City) Professional Lawson -Fisher Venues, Parks, and Arts NTE Maradik/Fritzberg Services Associates, P.C. Proposed Improvements $250,000 Agreement for 2018 (TIF) Service Vertiv Services, Uninterruptible Battery $1,800/year; Maradik/Fritzberg Proposal Inc. Backup Power System Total $5,400 for Police Station for Three (3) Years (Police Dept. General Fund/Public Safety Misc. Services) Software Network Wireless Network $41,872.50 Maradik/Fritzberg Agreement Solutions Installation at the Morris (Morris Incorporated Performing Arts Center Capital Improve- ments) Software Cogent ISP Provider for the $202/Month; Maradik/Fritzberg Agreement Communications Morris Performing Arts $500 One - Inc. Center Wireless Time Setup Improvements Fee (IT Operating) Matching Indiana Reconstruction of North $670,000; Maradik/Fritzberg Grant Department of Ironwood Drive from 50150 Agreement Transportation McKinley Avenue to Matching South Bend Avenue Grant (Local Roads 1 1 REGULAR MEETING FEBRUARY 13, 2018 41 I 1 1 and Bridges Matching Grant) Master Lease Hewlett Packard HP Lease Schedule No. $193.50/ Maradik/Fritzberg Purchase Financial 17 Month; Total Agreement Services $9,092 for Company Four (4) Years (IT Lease) Memorandum City of South Request to Adopt Rates Priced based Maradik/Fritzberg Bend Solid for Trash Services to on Size of Waste Division City Departments Dumpster Professional Brite Electric, Electrical Panel NTE $11,375 Maradik/Fritzberg Services LLC Mapping for Martin (Parks Agreement Luther King Jr. Center Routine and O'Brien Recreation Maintenance) Center Amendment KIL Architecture Additional Funding for $80,000; Maradik/Fritzberg No. 1 to and Planning, Detailed Design and New Total Professional Inc. Construction Documents $98,300 Services for Erskine Clubhouse (SSDA TIF) Agreement Remodel Release of City of South Release of Reserve City N/A Maradik/Fritzberg Easement Bend Utility Easement for Eddy Street Phase II Development including the North/South Alley South of St. Vincent St., East of Eddy St. and One (1) East/West Alley North of Howard St., South of St. Vincent St. Software Vermont RecTrac/WebTrac $6,296.71 Maradik/Fritzberg License, Systems, Inc. Software Renewal (IT Operating Maintenance Fund) and Support Agreement Equipment AT&T Capital Fifty -Three (53) iPads $805/Month Maradik/Fritzberg Lease Services, Inc. with Accessories and for Thirty -Six Four (4) Surfaces for (36) Months; Various City Total $28,980 Departments (IT Lease) *Software GolfNow, LLC No Cost G1 Software N/A TABLED Agreement for all City Golf Courses Gilot/Maradik Professional Network Upgrade Cisco Cloud $31,400; Maradik/Fritzberg Services Solutions Web Security to Cisco Total for Agreement Incorporated Umbrella Flex Thirty -Six (36) Months (IT Operating) Professional New Avenues Employee Assistance $3.55 PEPM Maradik/Fritzberg Services Program Annual for Non - Agreement Renewal Public Safety Employees; $4.05 PEPM For Public Safety Employees (Health Insurance Fund) Access South Bend Access and N/A Maradik/Fritzberg REGULAR MEETING FEBRUARY 13, 2018 42 Agreement Civic Center Authorization for No Contingent on Board of More than Thirty (30) Agreed to Added Managers, and Southhold (Courtyard Termination Southhold, LLC. by Marriott) Employees Terms d/b/a Courtyard to Park in Century by Marriott Center Parking Lot Professional McCormick Ordinance Language, $20,000 Maradik/Fritzberg Services Engineering, GIS Layer, and Other (Engineering Agreement LLC Stormwater On -Call Professional Services Services) Professional Jones, Petrie, St. Joseph Streetscape $43,050 Maradik/Fritzberg Services Rafinski Improvements from (SSDA TIF) Agreement Ireland Rd. to Callander St. Professional Lochmueller Lincoln Way East $446,850 Maradik/Fritzberg Services Group, Inc. Corridor Improvements (RWDA TIF) Agreement Professional Epoch Fire Department $50,830 Maradik/Fritzberg Services Architecture + Training Center (EMS Agreement Planning Classroom Building Capital) Amendment Hewlett-Packard Change in Equipment $763 for Maradik/Fritzberg to Master Financial and Price for HP Forty -Eight Lease Services Schedule 15 (48) Months Agreement Company (IT Lease) First Times Five, LLC Increase Rent N/A Maradik/Fritzberg Amendment d/b/a Linden Abatement Period from to Lease Grill Six (6) to Fourteen (14) Months Addendum to Northern Indiana Increase Funds for $350,000 Maradik/Fritzberg Contract Workforce Pathways Program for (EDIT) Board, Inc. Under -Skilled Workers Professional Angeles Coordinator for $44,110 Maradik/Fritzberg Services Gonzalez Organization and (EDIT) Agreement Recruitment for Pathways Program Professional RoadBotics, Inc. Street Condition $5,000 Maradik/Fritzberg Services Assessment Pilot (Streets Agreement Program Maintenance) Master SPEVCO, Inc. Agreement to Design NTE Maradik/Fritzberg Services and Build an $600,000 Agreement Experiential Vehicle for (VPA Capital Venues, Parks, and Arts Lease) Software West Publishing Access to Legal $12,808.80 Ratified Subscription Corporation Research Software by (2016); Maradik/Fritzberg the Legal Department $13,064 (2017); $13,326 (2018) (Legal Department) * Attorney Aladean DeRose stated an analysis was done with the golf courses of the potential loss per day and determined the value at $12,000 per year if they lost revenue from tee times traded with the vendor every day. She stated that would be the value given to this software agreement with GolfNow, and at the end of the year, they would analyze the data to see if that is the appropriate value. Attorney McDaniels stated they would like to agree to a two (2) year term provided the analysis is done contingent on the terms agreed to. Ms. Dorau suggested they would need to do some analysis of the dollars spent on the courses by the extra golfers. She noted the question arose also if this should be bid. Mr. Gilot suggested there is potentially another vendor that would like to share with the city. Mr. Michael Schmidt, Purchasing Director, noted this is a software agreement and is not legally required to be bid. Mr. Gilot stated it's always good to get competition for the tax payers. He asked if the city would be getting a one (1) year report showing if the forgiven fees are a benefit to the golf course's revenue. Attorney McDaniels 1 1 REGULAR MEETING FEBRUARY 13, 2018 43 1 stated a two (2) year agreement would be okay with an analysis done after the first year. Ms. Fritzberg asked if the department has the ability to terminate the agreement before two (2) years if they feel the need. Mr. Gilot noted there is a fee charged for non-compliance that should be removed from the terms. Attorney McDaniels stated she encouraged them to remove that. APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following permit and license applications were presented for approval: Applicant Description Date/Time Location Motion Carried City of South Non- June 3, 2018; Gertrude St. from Maradik/Fritzberg Bend Venues, Residential 12:00 p.m. to Ewing Ave. to Parks, and Block Party — 6:00 p.m. Chippewa Ave. Arts Best Week Ever 2018 City of South Non- June 1, 2018; 1. E. Jefferson Blvd. Maradik/Fritzberg Bend Venues, Residential 12:00 p.m. to from Martin Luther Parks, and Block Party — 10:00 p.m. King Jr. Blvd. to Hill Arts Best Fireworks St. Ever, First 2. E. Colfax Ave. from Fridays Martin Luther King Jr. Blvd. to N. Niles Ave. 3. N. Niles Ave. from E. Jefferson Blvd. to Washington St. 4. W. Washington St. from N. Michigan St. to Martin Luther King Jr. Blvd. City of South Procession - March 17, On route as submitted Maradik/Fritzberg Bend Venues, St. Patrick's 2018; 9:30 a.m. Parks, and Day Parade to 1:00 P.M. Arts The Outside License - March through Southeast Corner of Maradik/Fritzberg Scoop Open Air November Michigan St. and Business 2018; 10:00 Jefferson Blvd. a.m. to 8:00 p.m. FAVORABLE RECOMMENDATION - PETITION TO VACATE THE SOUTHWEST/NORTHEAST ALLEY RUNNING SOUTHWEST FROM THE WEST RIGHT- OF-WAY OF PORTAGE AVENUE APPROXIMATELY 123' TO THE NORTH AND 103.4' TO THE SOUTH, NORTH OF VAN BUREN STREET Mr. Gilot indicated that Mr. Mike Keen, 907 '/2 Portage Ave., South Bend, IN, has submitted a request to vacate the above referenced alley for safety and neighborhood renovation purposes. Included with his application was a letter of support for the vacation from William Stohler, property owner at 903 Portage Ave. Mr. Gilot advised the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Area Plan Commission, Fire Department, Solid Waste, Community Investment, and Engineering. Area Plan Commission and Community Investment stated the vacation would not hinder the growth or orderly development of the unit or neighborhood in which it is located or to which it is contiguous. The vacation would not make access to the lands of the aggrieved person by means of public way difficult or inconvenient. The vacation would not hinder the public's access to a church, school or other public building or place. The vacation would not hinder the use of a public right-of-way by the neighborhood in which it is located or to which it is contiguous. Therefore, Ms. Maradik made a motion for a favorable recommendation for the request for vacation subject to a cross -access agreement with the other affected property owner who may need access to a garage. Ms. Fritzberg seconded the motion which carried. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the following traffic control devices were approved: REGULAR MEETING FEBRUARY 13, 2018 44 RESERVED HANDICAPPED PARKING: APPLICANT: Paula Sulentic LOCATION: Outside County City Bldg., North Side of Jefferson Blvd., East of Lafayette St. REMARKS: All criteria has been met NEW INSTALLATION AND REVISION: LOCATION: 2211 and 2213 South Michigan Street DESCRIPTION: Install Two (2), Fifteen (15) Minute Loading Zone Signs and Relocate Two (2) Handicapped Signs REMARKS: All criteria has been met NEW INSTALLATION AND REMOVAL: LOCATION: Along Woodward Court in Downtown South Bend DESCRIPTION: 1.) Install Three (3) "No Parking" Signs with Arrows Pointing Toward Intersecting Roads (Two Right Arrow and One Left Arrow) 2.) Install Two (2) "No Parking Loading Zone" Signs with Arrows Pointing Towards New Loading Zone Area 3.) Remove Two (2), "2 Hour Parking 12:00 p.m. - 6:00 p.m., 6:00 a.m. - 12:00 p.m. Commercial Vehicle Loading Zone" Signs REMARKS: All criteria has been met NEW INSTALLATION, REMOVAL AND REVISION: DESCRIPTION: 1.) Install "15 Minute Loading Zone" Sign 2.) Remove "15 Minute Parking" Sign 3.) Revise "15 Minute Parking 6:00 a.m. to 6:00 p.m." to "15 Minute Loading Zone from 6:00 a.m. to 6:00 p.m." LOCATION: North Side of Jefferson Blvd. between Main St. and Michigan St. All criteria has been met APPROVE CLAIMS Ms. Maradik stated that a request to pay the following claims in the amounts indicated has been received by the Board; each claim is fully supported by an invoice; the person receiving the goods or services has approved the claims; and the claims have been filed with the City Fiscal Officer and certified for accuracy. Name Amount of Claim Date City of South Bend $5,517,824.74 02/09/2018 City of South Bend $16,629.41 02/06/2018 & 02/07/2018 City of South Bend $2,306,337.94 02/13/2018 U.S. Bank National Association; 2015 EDIT/Park Bond; Requisition No. 64 $96,954.25 02/07/2018 U.S. Bank National Association; Smart Streets; Requisition No. 79 $5,591.91 02/09/2018 St. Joseph County Housing Consortium $2,994.40 01/18/2018 St. Joseph County Housing Consortium $4,564 1 01/18/2018 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 abstaining from the vote on the St. Joseph County Housing Consortium claims. 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 10:37 a.m. 1 1 REGULAR MEETING FEBRUARY 13, 2018 45 I ATTEST: tinda M. Martin, � 1 1 BOARD OF PUBLIC WynS ary A. Gilot, President Elizabeth A. Maradik, Member Therese J. Dorau, Member James A. Mueller, Member Suzanna Fritzberg, Membe