The URL can be used to link to this page

Home My WebLink About07102018 Board of Public Works MeetingAGENDA REVIEW SESSION JULY 5, 2018 207 - Resolution No. 33-2018 — A Resolution of the Board of Public Works for the City of South Bend Approving the Use of Online Auctions Ms. Dorau asked Ms. Katy Raj ski, Administration and Finance, if she had any knowledge of this. She stated she did not. Ms. McDaniels stated there are statutory requirements for reverse online auctions and part of that is a policy and procedures, which is what the resolution is for. Mr. Gilot stated this has been used before and it is good competition. He stated this is just for the purchasing of goods, not anything on the Public Works construction side. - Professional Services Agreement — The Troyer Group Ms. Dorau asked Ms. Doudrick what the scope of the project entailed because $29,202 didn't seem like a lot for the flood damage repairs. Ms. Doudrick stated several projects have been scoped out, but this is mainly for a large sinkhole along the East Bank Trail and erosion issues along the East Race. - Traffic Control Device — Reserved Parking for DTSB Events Mr. Gilot reviewed the letter submitted from Downtown South Bend, Inc. and questioned if the City engineering department had been brought into the loop. Mr. Horvath stated private businesses effected should also be notified since this will be taking up a lot of their customers' parking spots. Ms. Dorau stated she feels this is their attempt to not have to go through Traffic and Lighting for every event, but to have a standing approval on file so they can place barricades and cones themselves. Mr. Nawrot, Engineering, stated the Morris has a similar situation with their travel busses and submit a six to eight month schedule of their events ahead of time, which engineering then arranges parking. Mr. Gilot stated he would prefer the Board not micromanage these issues and instead to have a general policy put in place under the authority of the City engineers to manage instead. Mr. Horvath agreed the City engineers should be managing this, especially because there is a good chance the public complaints will come to the engineering office. He stated the first step should be a meeting with the engineering team,. not the Board of Public Works. Mr. Gilot agreed and recommended this item to be tabled. There being no further business to come before the Board, upon a motion made by Mr. Gilot, seconded by Ms. Dorau and carried, the meeting adjourned at 11:48 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, Presi ent Elizabeth A. Maradik, Member Therese J. Dorau, Mmber z a ritz rg, Mem er James A. Mueller, Member ATTEST: (If�w 2hja-,-� Li da M. Martin, derk REGULAR MEETING JULY 10, 2018 The Regular Meeting of the Board of Public Works was convened at 9:35 a.m. on Tuesday, July 10, 2018, by Board President Gary A. Gilot, with Board Members Therese Dorau and Elizabeth Maradik present. Board Members Suzanna Fritzberg and James Mueller were absent. Also present was Board Attorney Clara McDaniels. REGULAR MEETING JULY 10, 2018 208 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 Meeting of the Board held on June 21, June 26, and July 3, 2018, were approved. BOARD MEMBER JOINS MEETING IN PROGRESS Board member Suzanna Fritzberg joined the meeting at 9:37 a.m. OPENING OF BIDS — RAVINA PARK BANK STABILIZATION — PROJECT NO. 117-073A (LOIT/POKAGON BAND) 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: ACORN LANDSCAPING LLC 3680 W. Sample Street South Bend, IN 46619 Bid was signed by: Jeff Ritschard Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Security Check was submitted .W Subtotal $283,657.30 Mobilization and Demobilization (5% Max) $14,182.87 Project Total $297,840.17 WILLIAMS CREEK MANAGEMENT CONTROL 4620 S. County Road 600 East Plainfield, IN 46168 Bid was signed by: Aaron Lasley Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted Subtotal $258,772.00 Mobilization and Demobilization (5% Max) $12,938.00 Project Total $271,710.00 HRP CONSTRUCTION INC. 5777 Cleveland Road, PO Box 266 South Bend, IN 46624 Bid was signed by: Matthew Cain Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted I: Subtotal $328,782.10 Mobilization and Demobilization $17,000.00 (5% Max) Project Total $345,782.10 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above bids were referred to Engineering for review and recommendation. OPENING OF BIDS — OFF-STREET PARKING AT WAYNE STREET AND ST. LOUIS BOULEVARD — PROJECT NO. 117-083B (REGIONAL CITIES) REGULAR MEETING JULY 10, 2018 209 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: WALSH & KELLY, INC. 24358 SR 23 South Bend, IN 46614 Bid was signed by: Kevin Kelly Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted BID: $399,750.00 RIETH-RILEY CONSTRUCTION CO., INC. 25200 State Road 23 South Bend, IN 46614 Bid was signed by: Joshua McCormick Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted BID: $379,986.95 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above bids were referred to Engineering and Venues, Parks, and Arts for review and recommendation. OPENING OF QUOTATIONS — LIGHT UP SOUTH BEND — RIVERSIDE LIGHTING — PROJECT NO. 118-011 A (COIT) 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: PEMBERTON-DAVIS ELECTRIC, INC. 916 E. McKinley Ave. Mishawaka, IN 46545 Quotation was submitted by: Tanner Leibovitz Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: Base Quote $83,960.00 Alternate #1 $53,500.00 MARTELL ELECTRIC, LLC 4601 Cleveland Road South Bend, IN 46628 Quotation was submitted by: Jennifer Brown Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: Base Quote $60,855.00 Alternate #1 $27,861.00 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above quotations were referred to Engineering for review and recommendation. OPENING OF QUOTATIONS — BENDIX THEATER HANDRAILS AT THE CENTURY CENTER — PROJECT NO. 118-036A (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: REGULAR MEETING JULY 10, 2018 210 BROWN & BROWN GENERAL CONTRACTORS, INC. 124 S. Elkhart St. Wakarusa, IN 46573 Quotation was submitted by: Eric Brown Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $12,915.00 LARSEN-DANIELSON CONSTRUCTION CO., INC. 302 Tyler Street LaPorte, IN 46350 Quotation was submitted by: Wayne Hasse Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $15,500.47 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above quotations were referred to Engineering for review and recommendation. OPENING OF QUOTATIONS — CENTURY CENTER KITCHEN DOOR INSTALLATION PROJECT NO. 118-03613 (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 quotation was opened and read: LARSEN-DANIELSON CONSTRUCTION CO.. INC. 302 Tyler Street LaPorte, IN 46350 Quotation was submitted by: Wayne Hasse Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $17,975.11 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above quotation was referred to Engineering for review and recommendation. OPENING OF QUOTATIONS — CITY CEMETERY HEADSTONE REPAIRS (FACILITIES AND GROUND MAINTENANCE) 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: STONE REVIVAL HISTORICAL PRESERVATION 129 Brunswick Dr. Greenwood, IN 46143 Quotation was submitted by: Brad Manzenberger Non -Collusion, Non -Discrimination Affidavit Form was completed Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above quotation was referred to Engineering and Venues, Parks, and Arts for review and recommendation. OPENING OF QUOTATIONS — CITY CEMETERY PATH RESURFACING (COIT 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: ACORN LANDSCAPING LLC 3680 W. Sample St. South Bend, IN 46619 Quotation was submitted by: Jeff Ritschard Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $46,830 REGULAR MEETING JULY 10, 2018 211 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above quotation was referred to Venues, Parks, and Arts for review and recommendation. OPENING OF QUOTATIONS —CENTURY CENTER LIGHT FIXTURES (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. Ms. Martin, Clerk of the Board, stated no quotations were received. AWARD BID — TWO (2) MORE OF LESS, 2018 OR NEWER, MID -SIZE FOUR DOOR HYBRID SEDAN AUTOMOBILES — SPEC P (FIRE DEPARTMENT CAPITAL) Mr. Jeff Hudak, Central Services, advised the Board that on May 8, 2018, bids were received and opened for the above referenced equipment. After reviewing those bids, Mr. Hudak recommended that the Board award the contract to the lowest responsive and responsible bidder Gates Toyota, 640 W. Ireland Road, South Bend, IN 46614 in the amount of $13,711 each ($25,711 less $12,000 trade-in) for a total of $27,422. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Dorau seconded the motion, which carried. AWARD BID — 2018 CURB AND SIDEWALK CONSTRUCTION — PROJECT NO.118-007 MVH Ms. Tara Weigand, Engineering, advised the Board that on June 26, 2018, bids were received and opened for the above referenced project. After reviewing those bids, Ms. Weigand recommended that the Board award the contract to the lowest responsive and responsible bidders as follows, and reject Division A2 and F: a) Rieth Riley Construction Co., Inc., 25200 State Road 23, South Bend, IN 46614 (1) Amount: Unit Prices NTE $574,345.97; Divisions Al, B1, C, D1, D2, E, G1 and G2 b) Premium Concrete Services, Inc., 712 Richmond Street, Elkhart, IN 46516 (1) Amount: Unit Prices NTE $36,160; Division B2 Therefore, Ms. Maradik made a motion that the recommendation be accepted and the bid be awarded as outlined above and Divisions A2 and F be rejected. Ms. Dorau seconded the motion, which carried. AWARD QUOTATION — MISHAWAKA AVENUE — ROTO ROOTER JETTER REMOVAL - PROJECT NO. 118-069 (SEWER CONTRACTUAL) Ms. Alicia Czarnecki, Engineering, advised the Board that on June 26, 2018, quotations were received and opened for the above referenced project. After reviewing those quotations, Ms. Czarnecki recommended that the Board award the contract to the lowest responsive and responsible bidders: a) HRP Construction Co., Inc., 5777 Cleveland Rd., South Bend, IN 46628 (1) Amount: $45,451; Division 1 (Mishawaka Avenue) b) Selge Construction Co., Inc., 2833 S 1 I1h St., Niles, MI 49120 (1) Amount: $52,800; Division 2 (North Shore Drive) Therefore, Ms. Maradik made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Ms. Dorau seconded the motion, which carried. APPROVE CHANGE ORDER NO. 1 — LEIGHTON DECK COATINGS PHASE II — PROJECT NO. 117-092 (RWDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of RAM Construction Services of Michigan, Inc., 13800 Eckles Road, Livonia, MI 48150, indicating the contract amount be increased by $12,078 for a new contract sum, including this Change Order, in the amount of $201,078. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 2 — DOWNTOWN CROSS STREETS IMPROVEMENTS —PROJECT NO. 117-041 A (RWDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 2 on behalf of Walsh & Kelly, Inc., 24358 SR 23, South Bend, IN 46614, indicating the contract amount be 1-1 REGULAR MEETING JULY 10, 2018 212 increased by $1,292.80 for a new contract sum, including this Change Order, in the amount of $1,671,152.60. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 2 — IRONWOOD DRIVE PAVEMENT REHABILITATION AND INTERSECTION — PROJECT NO 117-071A (LOCAL ROAD & BRIDGE GRANT) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 2 on behalf of C&E Excavating, Inc., 53767 County Road 9, Elkhart, IN 46514, indicating the contract amount be increased by $18,955.50 for a new contract sum, including this Change Order, in the amount of $1,371,163.80. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 2 — STUDEBAKER MUSEUM ROOFTOP UNIT REPLACEMENTS —PROJECT NO. 117-081 (LIABILITY INSURANCE) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 2 on behalf of B.C. Mechanical, Inc., 882 Anderson Road, Niles, MI, 49120, indicating the contract amount be increased by $4,725 for a new contract sum, including this Change Order, in the amount of $162,298. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE CHANGE ORDER NOS. 1 2 4 5 AND 6 AND TABLE CHANGE ORDER NO. 3 — BOLAND TRAIL — PROJECT NO. 113-047 (SPECIAL LOIT) Mr. Gilot advised that Roger Nawrot, Engineering, has submitted the following Change Orders for approval on behalf of the Indiana Department of Transportation, 315 Boyd Blvd., LaPorte, IN 46350: a) Change Order No. 1 (1) Description: Change in Type of Structural Backfill; No Change in Dollar Amount or Completion Date b) Change Order No. 2 (1) Decrease Amount: ($29,953.32) (2) Percent of Decrease: (2.57%) (3) Revised Contract Amount: $1,133,828.20 c) Change Order No. 4 (1) Increase Amount: $26,291.03 (2) Percent of Increase: 2.32% (3) Total Percent of Change: (0.32%) (4) Revised Contract Amount: $1,160,119.23 d) Change Order No. 5 (1) Increase Amount: $188,364.94 (2) Percent of Increase: 16.24% (3) Total Percent of Change: 15.87% (4) Revised Contract Amount: $1,348,484.17 e) Change Order No. 6 (1) Increase Amount: $2,750 (2) Percent of Increase: 0.20% (3) Total Percent of Change: 16.10% (4) Revised Contract Amount: $1,351,234.17 Mr. Nawrot requested the following Change Order No. 3 be tabled: f) Change Order No. 3 (1) Increase Amount: Additional Forty -Two (42) Days (2) Revised Contract Completion Date: May 31, 2018 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, Change Order Nos. 1, 2, 4, 5, and 6 were approved and Change Order No. 3 was tabled. APPROVE CHANGE ORDER NO. 1 — DOWNTOWN BRIDGE STRIPING — PROJECT NO. 117-129 (LRSA/LANE MARKINGS & LRSA/STREET MAINTENANCE) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of The Airmarking Co., Inc., 1544 N. SR 25, PO Box 526, Rochester, IN 46975, indicating the REGULAR MEETING JULY 10, 2018 213 contract amount be increased by $14,302 and an additional sixty-five (65) days, for a new contract sum, including this Change Order, in the amount of $86,802.20 and a new project completion date of August 4, 2018. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — 2017 CURB AND SIDEWALK DIVISIONS B, C, D E & F — PROJECT NO 117-008 (MVH) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Ziolkowski Construction, Inc., 4050 Ralph Jones Drive, South Bend, IN 46628, for the above referenced project, indicating a final cost of $268,381. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — LANGLAB HVAC IMPROVEMENTS —PROJECT NO. 117-024 (RWDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Dynamic Mechanical Services, Inc., 1606 Chestnut Street, Mishawaka, IN 46545, for the above referenced project, indicating a final cost of $75,831. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Project Completion Affidavit was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS VENUES PARKS AND ARTS MAINTENANCE STORAGE BUILDING — PROJECT NO. 118-046R (PARK BOND SERIES) 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 project. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS 2018 STREET PAVING — PROJECT NO. 118-070 (BUILDING & STREET MAINTENANCE) In a memorandum to the Board, Ms. Amy Kryston, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above request was approved. APPROVE INDOT TITLE SHEET— LASALLE INTERMEDIATE ACADEMY AND MARQUETTE PRIMARY MONTESSORI SAFE ROUTES TO SCHOOL — PROJECT NO 116-040 (LRSA: FEDERAL/CITY 80/20) Mr. Gilot advised that the INDOT Title Sheet for the above referenced project was being presented at this time for execution. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above referenced Title Sheet was approved and signed. ADOPT RESOLUTION NO. 32-2018 — A RESOLUTION OF THE SOUTH BEND 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.32-2018 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 REGULAR MEETING JULY 10, 2018 214 WHEREAS, on June 2, 2018, Firefighter Paul Chlebowski retired from the South Bend, Indiana, Fire Department after twenty-eight (28) 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. 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 10th day of JULY, 2018. 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 ADOPT RESOLUTION NO. 33-2018 - A RESOLUTION OF THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH BEND INDIANA APPROVING THE USE OF ONLINE REVERSE AUCTIONS Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.33-2018 A RESOLUTION OF THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH BEND, INDIANA APPROVING THE USE OF ONLINE REVERSE AUCTIONS WHEREAS, the City of South Bend Board of Public Works ("Board") is the contracting body for the City of South Bend, Indiana ("City") and the Board has the authority under the laws of Indiana to purchase, acquire and lease property; and WHEREAS, the Board and the City recognize that an online reverse auction is a unique method of procurement authorized under Indiana law which may lead to significant savings to the City in the acquisition of certain equipment; and WHEREAS, Indiana Code 5-22-7.5 permits the use of online reverse auction sites provided the municipality establishes a written policy in conformance with the statute prior to use; and WHERAS, the City has prepared a policy ("Exhibit A") outlining the procedures to be followed when utilizing an online reverse auction; and REGULAR MEETING JULY 10, 2018 215 WHEREAS, time is of the essence in this matter. NOW, THEREFORE, BE IT RESOLVED by the City of South Bend Board of Public Works as follows: 1. The City's policy, attached hereto as ("Exhibit A") for online reverse auctions has been reviewed by the Board and is hereby approved. 2. This Resolution shall be in full force and effect after its adoption by the City of South Bend Board of Public Works. ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana held on July 10, 2018, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. Upon a motion made by, seconded by and carried, the following Resolution was adopted by the Board of Public Works: 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 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 Access South Bend City to accept Access $10 Maradik/Dorau Easement Michigan Easement across Dollar Street BTS General Property at 6103 S. Retail, LLC Michigan Street Sanitary Sewer Zaremba Allow City Sewer Department $10 Maradik/Dorau Access Group, LLC access to Sewer Located in Agreement Separate Easement behind Dollar General Store on South Michigan Street Professional Jennifer L. Revise City Zoning Ordinance $116,000 Maradik/Dorau Services Settle, LLC (EDIT) Agreement Amendment McCormick Additional Services for $74,530; Maradik/Dorau No. 2 to Engineering, Bowen Street Drainage New Total Professional LLC Improvements NTE Services $193,783 Agreement (SSDA TIF) Professional HCO, Inc. Century Center Softscaping $15,000 Maradik/Dorau Services and Wayfinding (Hotel/ Agreement Motel Tax) Professional Jacob Burnett Redevelopment Supervisory $35,000 Maradik/Dorau Services Services (IT Fund Agreement Profession al Services) Amendment KIL Additional Services for $6,500; Maradik/Dorau No. 1 to Architecture Design Process and New Total 11 REGULAR MEETING JULY 10, 2018 216 C 1 Professional and Planning Construction Documents for $38,900 Services Venues Parks and Arts (Park Bond Agreement Maintenance Storage Building Series I) Professional The Troyer 2018 Flood Damage $29,202 Maradik/Dorau Services Group Assessment and Repairs (Streets Agreement and Alleys) Consulting enFocus, Inc. Ridesharing Services for NTE Dorau/Fritzberg Agreement Bloomberg Mayor's $35,000 Mr. Gilot Challenge (Other abstained Communi- cation/ Transporta -tion) Professional enFocus, Inc. Department of Community NTE Dorau/Fritzberg Services Investment Internship $40,000 Mr. Gilot Agreement Program (DCI abstained Operating Fund Profession al Services) Acceptance of Deer Hollow City to Accept Dedication of N/A Maradik/Dorau Dedication of Homeowners Public Right -of -Way from Subject to Public Right- Association Deer Hollow Homeowners Streets only, No of -Way Association Drainage Easement Indiana Approve Payment Schedule N/A Maradik/Dorau Payment Michigan for AEP Easement 227 for Schedule Power South Bend 138kV Company Transmission Line Rebuild Project Permission to Asplundh on Grant I&M and its Contractors N/A Maradik/Dorau Enter behalf of Permission to Travel through Indiana City -Owned Land for Michigan Retention Basin at West End Power of Calvert Street Company APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following hermit and license annlientinnc were nrPCPntPd fnr nnnrn..al- ---rr- Applicant Description Date/Time Location Motion Carried Denise Residential July 21, 2018; Chapin St. from Calvert Maradik/Dorau Domonkos Block Party - 11:00 a.m. to St. to Bruce St. Our Lady of 11:00 p.m. Hungary Parish Festival Urban Non- July 28, 2018; Wayne St. from MLK Maradik/Dorau Adventure Residential 5:00 a.m. to Jr. Blvd. to Michigan St. Games, Inc. Block Party - 3:00 p.m. 2018 Urban Adventure Games Unity Gardens, Non- July 29, 2018; Prast Blvd. from Maradik/Dorau Inc. Residential 8:30 a.m. to Success Academy to Block Party - 4:00 p.m. Ardmore Tr. Unity Gardens ACF Westside BBQ + Craft Festival Kelly Cares Procession - September 15, On route as submitted Maradik/Dorau Foundation The Game Day 2018; 7:30 a.m. REGULAR MEETING JULY 10, 2018 217 Chase 5K Run + Walk to 10:00 a.m. South Bend Procession - September 21, On route as submitted Maradik/Dorau Riley High South Bend 2018; 5:00 p.m. School Riley to 6:00 p.m. Homecoming Parade APPROVAL OF REVOCABLE PERMIT FOR ENCROACHMENT — KRG EDDY STREET LAND II LLC - VARIOUS LOCATIONS ON EDDY STREET AND HOWARD STREET Mr. Gilot stated a Revocable Permit has been received for the purpose of stairs to access private apartments and fire exits to remain in the right-of-way at various locations on Eddy Street and Howard Street. The encroachments shall remain in the right of way until the time as the Board of Public Works of the City of South Bend shall determine that such encroachments in any way impair or interfere with the highway or with the free and same flow of traffic. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Revocable Permit was approved. TABLE REVOCABLE PERMIT FOR ENCROACHMENT — TOWER AT WASHINGTON SQUARE, LLC — 211 W. WASHINGTON ST Mr. Gilot stated a Revocable Permit has been received for the purpose of a flagpole base to be installed in the right-of-way at 211 W. Washington Street. The Board discussed the location of the flag pole, noting it was located in the public right-of-way allowing approximately 23' of pedestrian walkway and in -line with the light poles on the sidewalks. Ms. Maradik stated Community Investment was working with the applicant to determine if they could place the flag pole on their building rather than in the right-of-way, like other downtown businesses. The Board agreed this would set a precedent and may increase the number of poles placed in the right-of- way. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Revocable Permit was application was tabled for further review. APPROVAL OF REVOCABLE PERMIT FOR ENCROACHMENT — SEAN DOWNES — 1247 N. NOTRE DAME AVENUE Mr. Gilot stated a Revocable Permit has been received for the purpose of a brick landscape design to remain at the corner of the right-of-way at 1247 N. Notre Dame Avenue. The encroachment shall remain in the right of way until the time as the Board of Public Works of the City of South Bend shall determine that such encroachment is in any way impairing or interfering with the highway or with the free and same flow of traffic. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Revocable Permit was approved. APPROVE TRAFFIC CONTROL DEVICE Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the following traffic control device request was approved: NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATION: 1142 E. Bissell Street REMARKS: All criteria has been met Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the following traffic control device requests were denied: NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATIONS: 1159 Indiana Avenue 524 S. Meade Street REMARKS: All criteria has not been met Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the following traffic control device request was approved: TRAFFIC CALMING EXTENSION LOCATION: Riverside and Hudson Traffic Circle DESCRIPTION: Extend Date of Riverside and Hudson Traffic Circle Demonstration Project to October 31, 2018 REMARKS: All criteria has been met REGULAR MEETING JULY 10, 2018 218 1 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the following traffic control device request was tabled: RESERVED PARKING SPACES FOR EVENTS APPLICANT: Downtown South Bend, Inc. DESCRIPTION: DTSB Ambassadors to reserve up to Fifteen (15) Parking Spaces at Studebaker Plaza and up to Fifteen (15) Spaces at the Parking Lot West of Gridiron for Smaller Community Events Downtown including, but not limited to, Red Table Plaza Lunchtime Concerts, First Fridays, Summer Film Series, Bike to Work Week, Blood Mobile Drives. REMARKS: Favorable Recommendations Mr. Jitin Kain, Public Works, stated this is an attempt to formalize a process that DTSB has already been doing during regular smaller events. He added DTSB will communicate with the Traffic and Lighting Department in terms of what spaces specifically are needed for each event as the events get closer. Mr. Kain noted they are not requesting fifteen spaces at the Studebaker Plaza, but up to seven (7) spaces total along Michigan Street and Jefferson Blvd. adjacent to the Studebaker Plaza. Mr. Gilot stated DTSB is the Downtown parking manager, as approved by the City, and should be able to work this out with the City Engineer's approval. He noted Eddy Commons manages their own parking the same as parking garages around the city that have their own managers. He suggested this does not need to come to the Board. RATIFY APPROVAL AND/OR RELEASE CONTRACTOR EXCAVATION AND OCCUPANCY BONDS Ms. Donna Hanson, Division of Engineering, recommended that the following bonds be ratified pursuant to Resolution 100-2000 and/or released as follows- Business Bond Type Yp Approved/ Released Effective Date Bedolla's Concrete Contractor Approved June 22, 2018 M&V Pro Services, Inc. Excavation Approved April 11, 2018 Ms. Maradik made a motion that the bond's approval and/or release as outlined above be ratified. Ms. Dorau seconded the motion, which carried. APPROVE CLAIMS Ms. Maradik stated that a request to pay the following claims in the amounts indicated has been received by the Board; each claim is fully supported by an invoice; the person receiving the goods or services has approved the claims; and the claims have been filed with the City Fiscal Officer and certified for accuracv. Name Amount of Claim Date City of South Bend $3,402.05 07/03/2018 City of South Bend $3,203,479.24 06/30/2018 City of South Bend $858,554.78 07/10/2018 U.S. Bank National Association; Eddy St. Phase II; Requisition No. 2 $1,388,742.55 06/29/2018 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. 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 10:22 a.m. BOARD OF PUBLIC WORKS REGULAR MEETING JULY 10, 2018 219 Therese J. Dorau, Member Suzanna M. Fritzberg, Member ATTEST: James A. Mueller, Member Li da M. Martin, Clerk 1 1 1