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Home My WebLink About03272018 Board of Public Works MeetingAGENDA REVIEW SESSION MARCH 22, 2018 76 Mr. Eric Horvath, Director of Public Works, stated the City agreed to raise the electrician license certification premium to try to get more in-house electricians. He noted currently they have only one (1) in-house electrician and are paying a premium for electricians. - Commercial Downspout Disconnection Application Mr. Horvath stated they came up with this form for businesses to pay a fee for their emissions into the city sewers when they can't disconnect their downspouts due to the age of their buildings and/or the way their downspouts are installed. He noted it puts some of the onus of the costs on the property owners, instead of entirely on the City. No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Dorau and carried, the meeting adjourned at 11:32 a.m. BOARD OF PUBLIC WORKS Gary A. Got, President Elizabeth A. Maradi , ember "fli� 4 P� Therese J. Dorau, ge—m1wr Jame A. Mueller, Member uzanna M. F tzb ATTEST: (T�_, �--w W m a M. Martin, Clerk REGULAR MEETING MARCH 27, 2018 The Regular Meeting of the Board of Public Works was convened at 9:32 a.m. on March 27, 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. Fritzberg and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Review Meeting of the Board held on March 8, March 13, and March 20, 2018 were approved. PUBLIC HEARING — NEW MASSAGE ESTABLISHMENT LICENSE — SOUTH BEND MASSAGE & HEALING Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning a new license application for South Bend Massage & Healing, 115 N. William St. It was noted favorable recommendations were received from Fire, Police, Area Plan, and Community Investment. Ms. Dena Woods, Business Owner, was present to answer questions. 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. Fritzberg and carried, the Massage Establishment License was approved. OPENING OF BIDS — THREE (3), MORE OR LESS 2018 OR NEWER STANDARD ALL WHEEL DRIVE, FOUR DOOR UTILITY VEHICLES — SPEC A (750 0000 413 43 02) This was the date set for receiving and opening of sealed bids for the above referenced equipment. The Clerk tendered proof of publication of Notice in the South Bend Tribune which was found to be sufficient. The following bids were opened and publicly read: REGULAR MEETING MARCH 27, 2018 77 1 1 1 JORDAN FORD 609 E Jefferson Blvd. Mishawaka, IN 46545 Bid was signed by: Debra Starkweather Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Ten percent (10%) Bid Bond was submitted. Indiana Local Business Preference Claim Form submitted. o Description Year/Make/Model Unit Price Utility 2018 Ford Escape 4WD SEL $21,890.00 Each nSLimaiea number or days for delivery from award: 115 days GATES CHEVY WORLD 636 W. McKinley Ave. Mishawaka, IN 46545 Bid was signed by: Shaun Dralle Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Ten percent (10%) Bid Bond was submitted. Indiana Local Business Preference Claim Form submitted. .P Description Year/Make/Model I Unit Price 3 2018 Chevy Equinox AWD 1 $23,240 nstimatea number of aays for delivery from award: 60 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above bids were referred to Central Services for review and recommendation. OPENING OF BIDS — ONE (1) OR MORE 2018 OR NEWER HYDRAULIC TRACK EXCAVATOR — SPEC B (SEWER DEPARTMENT MOTOR EQUIPMENT) This was the date set for receiving and opening of sealed bids for the above referenced equipment. The Clerk tendered proof of publication of Notice in the South Bend Tribune which was found to be sufficient. Ms. Martin, Clerk of the Board, informed the Board that no bids were received. Mr. Gilot asked Mr. Michael Schmidt, Purchasing Director, if he would go out to the open market. Mr. Schmidt stated he prefers competitive, open transparency and would rather talk to the vendors and figure out why they didn't bid and redo the bid, rather than go to the open market. OPENING OF BIDS — WATER TREATMENT CHEMICALS 2018 2019 (VARIOUS OPERATIONAL BUDGETS) This was the date set for receiving and opening of sealed bids for the above referenced chemicals. The Clerk tendered proof of publication of Notice in the South Bend Tribune which was found to be sufficient. Mr. Gilot asked if anybody present wanted the amounts read into the record or if a bid tab distributed by the end of the week was sufficient, due to the number of items being bid on. Those present stated they were okay with a bid tab sent out to them later this week. The following bidder's names were publicly read into the record: WATCON, INC. 2215 S. Main Street South Bend, IN 46613 Bid was signed by: Thomas Resnik REGULAR MEETING MARCH 27, 2018 78 Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Ten percent (10%) Bid Security Check was submitted. Indiana Local Business Preference Claim Form submitted. PVS TECHNOLOGIES, INC. 10900 Harper Avenue Detroit, Michigan 48213 Bid was signed by: Craig Mikkelson Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Ten percent (10%) Bid Bond was submitted. KEMIRA WATER SOLUTIONS, INC. 4321 W. 6" St. Lawrence, KS 66049 Bid was signed by: Christina M. Imbrogno Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Ten percent (10%) Bid Bond was submitted. ALEXANDER CHEMICAL CORPORATION, A CARUS COMPANY 315 Fifth Street Peru, IL 61354 Bid was signed by: Kelly Frasco Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Ten percent (10%) Bid Bond was submitted. Indiana Local Business Preference Claim Form submitted. JCI JONES CHEMICALS, INC. 1765 Ringling Blvd. Sarasota, FL 34236 Bid was signed by: Summer Mello Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Ten percent (10%) Bid Bond was submitted. SHANNON CHEMICAL CORPORATION P. O. Box 376 Malvern, PA 19355 Bid was signed by: Daniel C. Flynn 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. No Bid Bond was submitted. REGULAR MEETING MARCH 27, 2018 79 MOSAIC GLOBAL SALES, LLC. 13830 Circa Crossing Drive Lithia, FL 33547 Bid was signed by: Don Jernstrom Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Ten percent (10%) Bid Bond was submitted. POLYDYNE INC. 1 Chemical Plant Road Riceboro, GA 31323 Bid was signed by: Boyd Stanley Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Ten percent (10%) Bid Bond was submitted. EVOQUA WATER TECHNOLOGIES, LLC. 2650 Tallevast Road Sarasota, FL 34243 Bid was signed by: Jennifer R. Miller Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Ten percent (10%) Bid Bond was submitted. HAWKINS, INC. 2381 Rosegate Roseville, MN 55113 Bid was signed by: Thomas Keller Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Ten percent (10%) Bid Bond was submitted. Mr. Michael Schmidt, Purchasing Director, noted that Kemira, JCI Jones, Hawkins, and Alexander did not submit their Receipt of Addendum sheet. He stated the addendum was only for clarification that multiple bids did not need to be submitted in separate envelopes, and one (1) bid sheet with multiple chemical bid amounts was sufficient. He noted, therefore, that the addendum was non -material to the bid. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above bids were referred to the Water Department for review, bid tab, and recommendation. OPENING AND REJECTION OF BIDS — SOUTH BEND FIRE DEPARTMENT TRAINING CENTER CLASSROOM BUILDING —PROJECT NO 117-127 (EMS CAPITAL) This was the date set for receiving and opening of sealed bids for the above referenced project. The Clerk tendered proof of publication of Notice in the South Bend Tribune which was found to be sufficient. The following bids were opened and publicly read: THE ROBERT HENRY CORPORATION 404 S. Frances Street South Bend, IN 46617 REGULAR MEETING MARCH 27, 2018 80 Bid was signed by: Stephen Henry 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. Five percent (5%) Bid Bond was submitted. n Base Bid $1,001,000.00 Alternate #1 (Add) $11,000.00 Alternate #2 (Deduct) ($7,200.00) Alternate #3 (Deduct) ($18,600.00) GIBSON-LEWIS. LLC 1001 W. 11' Street Mishawaka, IN 46544 Bid was signed by: Robert Lingenfelter Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Five percent (5%) Bid Bond was submitted. Base Bid $895,300 Alternate #1 (Add) $9,000 Alternate #2 (Add) $5,800 Alternate #3 (Deduct) ($19,500) R. YODER CONSTRUCTION, INC PO Box 69 Nappanee, IN 46550 Bid was signed by: Jason Yoder 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. Five percent (5%) Bid Bond was submitted. :0 Base Bid $908,385.00 Alternate #1 (Add) $5,615.00 Alternate #2 (Deduct) -$8,450.00 Alternate #3 (Deduct) -$19,850.00 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above bids were referred to the Fire and Engineering Departments for review and recommendation. After review, Ms. Tara Weigand, Engineering, requested the Board reject all bids due to exceeding the budget for the project. Upon a motion by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Board approved the rejection of the bids and re -advertising. OPENING OF BIDS — SALE OF CITY OWNED PROPERTY — 209 S. MEADE STREET This was the date set for receiving and opening of sealed bids for the above referenced property. The Clerk tendered proof of publication of Notice in the South Bend Tribune which was found to be sufficient. Ms. Martin, Clerk of the Board, stated no bids were received. Mr. Gilot requested Legal determine the next step to follow in the process. APPROVAL OF REQUEST TO REJECT BIDS AND RE ADVERTISE ONE (1) OR MORE 2018 OR NEWER, FULL SIZE CARGO VANS — SPEC C (WASTEWATER CAPITAL) L 1 REGULAR MEETING MARCH 27, 2018 81 In a memorandum to the Board, Mr. Michael Schmidt, Purchasing, requested permission to reject all bids for the above referenced equipment due to the incorrect vehicle being advertised. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above request was approved and the request to re -advertise was approved. It was noted one (1) bid was received from Jordan Automotive that would be returned. OPENING OF QUOTATIONS — WASTEWATER TREATMENT PLANT — REUSE BUILDING WALL REPAIRS (UTILITIES WASTEWATER BUILDING REPAIRS) 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: ZIMMERMAN INDUSTRIAL PIPING, INC. 1117 N. Clay Mishawaka, IN 46545 Quotation was submitted by Robert Kelsey 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: $15,632.00 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above quotation was referred to Wastewater for review and recommendation. AWARD BID — 2018 VENUES, PARKS AND ARTS CEMETERY MOWING (PARK MAINTENANCE) Mr. Patrick Sherman, Venues, Parks and Arts, advised the Board that on March 13, 2018, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Sherman recommended that the Board award the contract to the lowest responsive and responsible bidder Acre's Group, 23940 W. Andrew Road, Plainfield, IL 60585, in the amount of $39,540 for the base bid only. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Fritzberg seconded the motion, which carried. AWARD QUOTATION — NELLO INC LIGHTING — PROJECT NO 118-026A (RWDA TIF) Ms. Amy Kryston, Engineering, advised the Board that on March 13, 2018, quotations were received and opened for the above referenced equipment. After reviewing those quotations, Ms. Kryston recommended that the Board award the contract to the lowest responsive and responsible bidder, eLED Lights, 1610 Republic Road, Huntington Valley, PA 19006, in the amount of $7,350. 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 — NELLO INC FLAW DETECTOR — PROJECT NO 118 026B (RWDA TIF) Ms. Amy Kryston, Engineering, advised the Board that on March 13, 2018, quotations were received and opened for the above referenced equipment. After reviewing those quotations, Ms. Kryston recommended that the Board award the contract to the lowest responsive and responsible bidder, Michigan NPT, Inc., PO Box 296, Chelsea, MI 48118, in the amount of $9,703. 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 — 2018 DOWNSPOUT DISCONNECT PROGRAM PROJECT NO 118-014 (WASTEWATER O&M) Ms. Hana Parkhill, Engineering, advised the Board that on March 13, 2018, quotations were received and opened for the above referenced project. After reviewing those quotations, Ms. Parkhill recommended that the Board award the contract to the lowest responsive and responsible bidder, Acorn Landscaping, LLC, 3680 W. Sample Street, South Bend, IN 46619, in the amount of unit prices for a total of $47,813.75. 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 MARCH 27, 2018 82 AWARD PROPOSAL — 2018 LAWN MAINTENANCE AND MENTORSHIP PROGRAM (PARK MAINTENANCE) Mr. Patrick Sherman, Venues, Parks, and Arts, advised the Board that on March 13, 2018, one (1) proposal was received and opened for the above referenced service. After review and scoring tabulation by the review committee, the committee recommended that the Board award the contract to the sole responsive and responsible scoring proposal, Greater Impact Lawn Care, 615 Cushing Street, South Bend, IN 46616. 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. APPROVE CHANGE ORDER NO. 1 — STUDEBAKER MUSEUM ROOFTOP UNIT REPLACEMENTS —PROJECT NO. 117-081 (LIABILITY INSURANCE) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of B.C. Mechanical, Inc., 882 Anderson Road, Niles, MI 49120, indicating the contract amount be increased by $573 for a new contract sum, including this Change Order, in the amount of $157,573. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Change Order was approved. Ms. Martin, Clerk of the Board, noted the funding source listed on the agenda as Major Moves had been corrected to Liability Insurance. APPROVE CHANGE ORDER NO. 3 — 2016 DOWNTOWN PARKING GARAGE IMPROVEMENTS —PROJECT NO. 115-143 (MAJOR MOVES) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 3 on behalf of Gibson -Lewis, LLC, 1001 West I lth Street, Mishawaka, IN 46544, indicating the contract amount be increased by $16,670 and an additional sixty-six (66) days for a new contract sum, including this Change Order, in the amount of $1,221,257 and a new project completion date of April 30, 2018. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — BERLIN PLACE NO. 2 ELECTRICAL MECHANICAL, & PLUMBING DIVISION A — PROJECT NO 117-048R (RWDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of CBS Services, LLC, 5005 Lincoln Way East, Suite A, Mishawaka, IN 46544, indicating the contract amount be increased by an additional ninety (90) days, for a new contract completion date of November 12, 2018. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg' and carried, the Change Order was approved. APPROVE CHANGE ORDER NO 1 — MORRIS BISTRO RENOVATION (JOINT LICENSING FUND) Mr. Gilot advised that Mr. Patrick Sherman, Venues, Parks & Arts, has submitted Change Order No. 1 on behalf of M&V Pro Services, 1126 W. Western Ave., South Bend, IN 46601, indicating the contract amount be increased by $1,875 and ten (10) additional days for a new contract sum, including this Change Order, in the amount of $35,652.90 and a new project completion date of April 30, 2018. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — MORRIS PERFORMING ARTS CENTER MARQUEE DISPLAY INSTALLATION — PROJECT NO 117-070A (MORRIS CAPITAL FUND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of Burkhart Sign Systems, LLC, 1247 Mishawaka Ave., South Bend, IN 46615, indicating the contract amount be increased by $15,600 due to unforeseen circumstances due to ventilation modifications to the Marquee structure, for a new contract sum, including this Change Order, in the amount of $34,600. 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 — DOWNTOWN MILL AND ASPHALT OVERLAY — PROJECT NO 117-052R (RWDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of Rieth-Riley Construction Co., Inc., 25200 State Road 23, South Bend, IN 46614 indicating the contract amount be decreased by $5,691.62 for a new contract sum, including this Change Order, of $205,825.25. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $205,825.25. Upon a motion made by Ms. Maradik, seconded by REGULAR MEETING MARCH 27, 2018 83 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 — MORRIS PERFORMING ARTS CENTER PHANTOM OF THE OPERA CHANDELIER SUPPORT — PROJECT NO. 117-034 (BROADWAY THEATER LEAGUE) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of A&D Contractors, LLC, 1449 Kimber Lane, Suite 103, Evansville, IN 47715 indicating the contract amount be decreased by $10,000 for a new contract sum, including this Change Order, of $258,044.74. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $258,044.74. 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. Mr. Gilot noted no public funds would be used for this project. APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — 2017 COLD MILLING — PROJECT NO 117-051 (LRSA) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of J.L. Milling, Inc., 15262 Industrial Drive, Schoolcraft, MI 49087 indicating the contract amount be decreased by $11,070.41 for a new contract sum, including this Change Order, of $51,129.59. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $51,129.59. 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 — 2017 DOWNSPOUT DISCONNECT PROGRAM — PROJECT NO. 116-114 (WASTEWATER O&M) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of Acorn Landscaping, LLC, 3680 W. Sample Street, South Bend, IN 46619 indicating the contract amount be decreased by $11,026.67 for a new contract sum, including this Change Order, of $38,968.33. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $38,968.33. 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 REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — COLFAX AVENUE TWO-WAY CONVERSION — PROJECT NO 115-053A (WWDA TIF) 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. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above request to advertise was approved, and the Title Sheet was approved and signed. APPROVE REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS WASTEWATER TREATMENT PLANT BELT FILTER PRESS NO 1 — PROJECT NO 118 019 (UTILITIES WASTEWATER, OTHER EQUIPMENT) In a memorandum to the Board, Mr. Jacob Klosinski, Wastewater, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above request was approved. APPROVE REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — WATER/ WASTEWATER LABORATORY EQUIPMENT (UTILITIES WASTEWATER CAPITAL) In a memorandum to the Board, Mr. Jacob Klosinski, Wastewater, requested permission to advertise for the receipt of bids for the above referenced equipment. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above request was approved. APPROVE REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS ONE (1) OR MORE 2018 OR NEWER, ONE (1) TON FOUR-WHEEL DRIVE PICKUP TRUCK INCLUDING ANIMAL TRANSPORT MODULE — SPEC H (ANIMAL CONTROL) In a memorandum to the Board, Mr. Jeff Hudak, Central Services, requested permission to advertise for the receipt of bids for the above referenced vehicle Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above request was approved. REGULAR MEETING MARCH 27, 2018 84 APPROVE REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — ONE (1) OR MORE 2018 OR NEWER, 3/a TON TWO WHEEL DRIVE PICKUP TRUCKS — SPEC I (WATER WORKS CAPITAL) In a memorandum to the Board, Mr. Jeff Hudak, Central Services, requested permission to advertise for the receipt of bids for the above referenced vehicle. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above request was approved. APPROVE REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — THIRTY-NINE (39) MORE OR LESS, 2018 OR NEWER, ALL -WHEEL DRIVE POLICE PATROL VEHICLES — SPEC J (SUBJECT TO POLICE CAPITAL LEASE In a memorandum to the Board, Mr. Jeff Hudak, Central Services, requested permission to advertise for the receipt of bids for the above referenced vehicles. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above request was approved. APPROVE REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — ONE (1) OR MORE, 2018 OR NEWER, 1.0 CUBIC YARD LOADERSBACKHOES — SPEC K (WATER WORKS CAPITAL) In a memorandum to the Board, Mr. Jeff Hudak, Central Services, requested permission to advertise for the receipt of bids for the above referenced equipment. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above request was approved. APPROVE REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — ONE (1) OR MORE 2018 OR NEWER, 3 %2 TON UTILITY TRUCK WITH CRANE — SPEC L (WATER WORKS CAPITAL In a memorandum to the Board, Mr. Jeff Hudak, Central Services, requested permission to advertise for the receipt of bids for the above referenced equipment. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above request was approved. APPROVE REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — ONE (1) OR MORE 2018 OR NEWER, TRASH TOTE CLEANING TRAILER SYSTEM — SPEC M (SUBJECT TO SOLID WASTE CAPITAL LEASE) In a memorandum to the Board, Mr. Jeff Hudak, Central Services, requested permission to advertise for the receipt of bids for the above referenced equipment. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above request was approved. APPROVE REQUEST TO ADVERTISE FOR THE RECEIPT OF PROPOSALS — BUILDING CLEANING SERVICES FOR THE CITY OF SOUTH BEND VENUES PARKS AND ARTS (EVENT FUNDS) 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 AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for approval: Type Business Description Amount/ Motion/ Funding Second Software KingswaySoft One -Time License $5,990 Maradik/Fritzberg License Inc. Purchase for Software (IT Supplies) Agreement Package to Automatically update Dynamics CRM Data Professional H.J. Umbaugh Annual Financial $5,250 Maradik/Fritzberg Services & Associates Assurance Test Required (General Agreement by IDEM Fund/Admin & Finance) Memorandum Teamsters Increase Electrician $2.00/Hour Maradik/Fritzberg of Local Union License Premium Pay Increase Understanding No.364 Professional KIL Structural Engineering NTE $10,000 Maradik/Fritzberg Services Architecture Services for the Lafayette 1 (RWDA) 1 REGULAR MEETING MARCH 27, 2018 85 1 1 1 Agreement Planning Building Roof I Task Order No. Stantec Green Stormwater $150,000 Maradik/Dorau 3 to Master Consulting Infrastructure Master (Wastewater Services Services, Inc. Plan O&M) Agreement Commercial City of South Commercial Application N/A Maradik/Fritzberg Property Bend Form for the Downspout Downspout Disconnection Program Disconnection "In Lieu of Disconnect A plication Program" User JP Morgan City Employee N/A Maradik/Dorau Cardholder Chase Purchasing Card User Agreement Form Agreement Testing for Assist and Provide Various Per Maradik/Fritzberg Public Safety, Testing for Promotional Rank Costs LLC Process within the South (TBD) Bend Police Department Actuarial Cavanaugh GASB 67/68 Valuation $6,400; Maradik/Fritzberg Services Macdonald Report for the 1937 50/50 Split Agreement Consulting, Firefighters' Pension (General LLC Fund and 1925 Police Fund/Admin Pension Fund & Finance) Professional Arcadis U.S., Review Current $4,700 Maradik/Fritzberg Services Inc. Reciprocal Internal (Wastewater Agreement Combustion Engine O&M) National Emission Standard for Hazardous Pollutants Plan to Verify Alignment with Current Regulations Contract South Bend Neighborhood Foot and $90,000 Maradik/Fritzberg Police Bike Patrol Services in (CDBG) Department Low and Moderate Income Neighborhoods QPA Lease Professional Lease of Golf Carts for $33,000/ Maradik/Fritzberg Agreement Golfcar Elbel, Erskine and Year; Five Studebaker Golf Courses (5) Year at QPA Prices Lease with Option to Opt Out After Year Four (4) (Parks) Temporary Use Near Northwest Temporary Use of Three N/A Maradik/Fritzberg Agreement Neighborhood, (3) City Owned, Inc. Residential Vacant Lots at 626 Allen St., 736 N Sherman Ave., and 809 Harrison Ave., for Mulching Staging Areas for Back the Bend 2018 Consulting Kolata Brownfields Activities $10,000 Maradik/Fritzberg Agreement Enterprises Associated with Planning (RWDA TIF) LLC and Implementation of the Remediation Work Plans for Indiana VRP Fourth Urban Extension for Vacant and N/A Maradik/Fritzberg Addendum to Enterprise Abandoned Property Agreement Association of Repair Matching Grant South Bend, Program Inc. Professional Lawson -Fisher Design of West Bank $284,000 TABLED REGULAR MEETING MARCH 27, 2018 86 Services Associates, Inc. Trail Corridor (RWDA TIF) Maradik/Fritzberg Agreement Improvements Amendment A&Z Airport Annexation Area $53,550 Maradik/Fritzberg No. 1 to Engineering, Sanitary Sewer Extension (RWDA TIF/ Professional LLC Design Engineering) Services Agreement Professional Frost Leeper Park Bridge $2,225 Maradik/Fritzberg Services Engineering Structural Assessment (Water Agreement and Consulting Works, Operations, Engineering) Professional Frost Water Works North $7,775 Maradik/Fritzberg Services Engineering Pumping Station (Water Agreement and Consulting Building Assessment Works, Operations, Engineering) Special Brandeis Substantial Savings on $435,000 Maradik/Fritzberg Purchase Machinery & Demo Milling Machine (Street Dept. Supply Capital Company Lease) Temporary Callie Burnett Small Portion of Existing N/A Maradik/Fritzberg Encroachment Home's Porch Easement Encroachment into Agreement Public Right -of -Way at 1005 Woodward Ave. APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following permit and license applications were presented for approval: Applicant Description Date/Time a Location Motion Carried Robert Stanley Procession - April 14, 2018; On route as submitted Maradik/Fritzberg March for 2:00 p.m. to Science South 4:00 p.m. Bend Olivet AME Procession - April 21, 2018; On route as submitted *TABLED Church South Bend 5K 7:00 a.m. to Maradik/Fritzberg Community 10:30 a.m. Peace Run, Walk or Roll Southside Massage 411 E. Ireland Road, Maradik/Fritzberg Massage Establishment Suite 300 Retreat License Renewal Top Oriental Massage 421 Hickory Road Maradik/Fritzberg Massage Establishment License Renewal Hair Crafters Massage 602 Lincoln Way East Maradik/Fritzberg Establishment License Renewal Chinese Massage 2614 S. Michigan Maradik/Fritzberg Massage Spa Establishment Street License Renewal St. Joseph Transient June 29, 2018 5117 S. Ironwood Dr. Maradik/Fritzberg County 4-H Merchant to July 7, 2018; Fair Ground License 8:00 a.m. to 11:00 P.M. T Mr..lettery lnomas, Olivet AME Church, stated in response to the Police Department's comments that there were only three (3) participants last year, the sponsor moved out of state and 1 1 1 REGULAR MEETING MARCH 27, 2018 87 as a result nobody showed up for the event. He noted this year they have forty (40) people registered at this point and their goal is one -hundred (100). Mr. Thomas stated there isn't much that goes on in the northeast neighborhood and they are trying to make this an annual event. He noted this is part of the Peace Square Program and Heroes Camp for fatherless boys. Mr. Gilot stated it sounds like a good cause but the route is a burden for Police with eighteen (18) officers to secure it and only three (3) participants last year. He noted that even forty (40) people shouldn't need the streets blocked. Ms. Fritzberg asked if the route could be modified, noting it utilizes busy streets. Mr. Gilot states Engineering noted there is construction going on that will cause sidewalks to be closed. Mr. Thomas stated he cannot imagine needing eighteen (18) officers, and suggested that's over -Policing. Mr. Eric Horvath, Director of Public Works, explained the run requires all intersections to be closed, adding runners go at different paces so they need to secure the intersections all at once. He noted if it was just a walk, it wouldn't require so many officers, they could follow traffic laws. Mr. Thomas stated they start at Notre Dame University and go past South Bend Avenue. Ms. Fritzberg stated she is not comfortable approving this route, and suggested the petitioner discuss a different route with the Police Department. Mr. Gilot agreed and asked Mr. Thomas to sit down with the Police and Traffic and Lighting to work it out. Mr. Thomas stated he would be happy to. Ms. Fritzberg stated she would attend the meeting also. UNFAVORABLE RECOMMENDATION - PETITION TO VACATE THE NORTH/SOUTH ALLEY SOUTH OF EAST/WEST ALLEY BETWEEN SOUTH WEBSTER ST. AND SOUTH ARNOLD ST., NORTH OF PRAIRIE AVE Mr. Gilot indicated that Kathleen Baugher, 1614 S. Webster Street, South Bend, IN 46613, has submitted a request to vacate the above referenced alley. Mr. Gilot advised the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Area Plan Commission, Fire Department, Solid Waste, and Engineering based on the regulating criteria of I.C. 36-7-3-13. Ms. Martin, Clerk of the Board, informed the Board that prior to the meeting she received an updated recommendation from Community Investment who stated the vacation would make access to the lands of the aggrieved person by means of public way difficult or inconvenient due to the existence of a garage with access on the alley at 1622 Webster Street. Therefore, Ms. Maradik made a motion recommending an unfavorable recommendation for the request for the alley vacation. 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: NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATIONS: 912 Leland Ave. 1814 S. Taylor St. REMARKS: All criteria has been met APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE Mr. Gilot stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to Remonstrate as submitted by the following: 1.) 21520 Rivendell Ct. — Key No. 004-1007-009014 - Water 2.) 51583 Duncan Dr. — Key No. 004-1009-016195 - Water/Sewer 3.) 51724 Cresswell Dr. — Key No. 004-1009-016172 - Water/Sewer 4.) 23141 Rumford Dr. — Key No. 004-1009-016204 - Water/Sewer 5.) 23095 Rumford Dr. — Key No. 004-1009-0162 - Water/Sewer 6.) 61271 State Road 931 — Key No. 001-1051-1366 - Water 7.) 26831 S. Marshall Dr. — Key No. 021-1038-062626 - Sewer 8.) 25874 Rye Ct. — Key No. 021-1037-059162 - Water/Sewer The Consent indicates that in consideration for permission to tap into public water/sanitary sewer system of the City, to provide water/sanitary sewer service to the above referenced properties, the applicants waive(s) and release(s) any and all right to remonstrate against or oppose any pending or future annexation of the property by the City of South Bend. Therefore, Ms. Maradik made a motion that the ConsentS be approved. Ms. Fritzberg seconded the motion, which carried. REGULAR MEETING MARCH 27, 2018 88 APPROVE WASTEWATER DISCHARGE PERMIT(S) RENEWALS In a Memorandum to the Board, Ms. Lauren Trapp, Division of Environmental Services, submitted the following Wastewater Discharge Permit(s) for renewal and recommended approval: Monarch Textile Rental Services, Inc., 1601 Lincoln Way West Monarch Textile Rental Services, Inc., 2810 Foundation Dr. McCormick & Company, Inc., 3425 West Lathrop Dr. Unifrax 1 LLC, 54401 Smilax Rd. There being no further discussion, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the permit renewals were 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-?000 nnrl/nr ralaneimd ac fnll..,o• Business Bond Type yp Approved/ Released Effective Date Foster Concrete Construction Contractor Approved March 9, 2018 King Concrete, LLC Contractor Released April 9, 2018 Alfred Sabin III Contractor Released February 15, 2018 JP Custom Concrete & Trucking Contractor Approved March 14, 2018 AECOM Technical Services, Inc. Excavation Approved February 14, 2018 Ms. Maradik made a motion that the bonds approval and/or release as outlined above be ratified. Ms. Fritzberg seconded the motion, which carried. . APPROVE CLAIMS Ms. Dorau 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 accuracv. Name Amount of Claim Date City of South Bend $5,482,270.59 03/23/2018 City of South Bend $1,541,489.98 03/27/2018 City of South Bend $2,625 03/21/2018 U.S. Bank National Association; 2015 EDIT/Parks Bond $9,777.50 03/23/2018 Therefore, Ms. Fritzberg made a motion that after review of the expenditures, the claims be approved as submitted. Ms. Maradik seconded the motion, which carried. 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 10:43 a.m. BOARD OF PUBLIC WORKS Gary A. ilot, President 1!4� Lu�— Elizabeth A. Maradik, Member Therese J. Dorau, Member JameA A. Muellex7 Member uzanna�Fitzbbrg, Member E I 1 REGULAR MEETING MARCH 27, 2018 89 ATTEST: in a M. Martin, Clerk 1 1