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Home My WebLink About080918 Agenda Review SessionCITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION August 9, 2018 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER Page 1 AGENDA REVIEW SESSION 1. OPENING OF BIDS A. 2018 Street Paving – Project No. 118-070 1. Funding: Building and Street Maintenance (202.0607.431.36.01) 2. LICENSES AND PERMITS A. Block Party – Non-Residential 1. Applicant: Studebaker National Museum 2. Event: Concours d’Elegance at Copshaholm 3. Location: W. Washington St. from Laurel St. to Chapin St. 4. Date/Time: August 11, 2018; 5:00 a.m. to 5:00 p.m. 5. Favorable Recommendations REGULAR MEETING 1. REVIEW OF MINUTES A. Agenda Review, Regular Meeting, and Claims Review Meeting of July 19, July 24, July 31 and August 7, 2018 2. OPENING OF BIDS A. Erskine Clubhouse Renovation – Project No. 116-108 1. Funding: SSDA TIF (430.1050.460.42.02) B. Sale of City-Owned Property – 18 Vac. 3 LaSalle Court 3. OPENING OF QUOTATIONS A. Angela Bridge Lighting – Project No. 116-111 1. Funding: COIT (404.0602.431.31.06) B. Century Center Recital Hall Carpet 1. Funding: Hotel/Motel Tax 4. AWARD BIDS AND APPROVE CONTRACTS A. One (1) or More, 2018 or Newer, Combination Jet Rodder/Vacuum Machine with Cab and Chassis – Spec R 1. Company: Best Equipment Co., Inc. 2. Amount: $343,195; Price after Trade-In 3. Funding: Sewer Department Capital (642.0621.415.43.02) B. Sale of City Property a) Location: 306 E. Dubail Ave. (1) Bidder: Miguel Torres and Maria Maya (2) Amount: $600 plus Advertising and Legal Fees (3) Approve Purchase Agreement CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION August 9, 2018 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER Page 2 b) Location: 1129 Lawrence Street (1) Bidder: Kimberly Bloch (2) Amount: $13,225 plus Advertising and Legal Fees (3) Approve Purchase Agreement C. Miami Street Basin Drainage Improvements – Project No. 116-082C 1. Company: HRP Construction, Inc. 2. Amount: NTE $493,000 3. Funding: SSDA TIF (430.1050.460.42.01) 5. REJECT BIDS A. North Station Well No. 1 Replacement – Project No. 117-031 1. Reason: Bids exceed Budget 2. Funding: Water Works Engineering (622.0640.661.31.02) 6. AWARD QUOTATIONS AND APPROVE CONTRACTS A. Ziker Sample Street Building: Restroom Remodel – Project No. 117-123 1. Company: Premier 1 Construction Inc. 2. Amount: $23,760; Division C 3. Reject Divisions A and B 4. Funding: RWDA TIF (324.1050.460.42.02) 7. RESCIND QUOTATION AWARD AND CONTRACT A. City Cemetery Headstone Repairs 1. Company: Stone Revival Headstone Repairs 2. Reason: Contractor Unable to Meet Terms of Agreement 8. AWARD PROPOSALS A. Building Cleaning Services for the City of South Bend Venues, Parks and Arts 1. Company: INVO Cleaning Services 2. Amount: Highest Scoring Proposal; Subject to Contract Negotiation 3. Funding: Event Funds 9. CHANGE ORDERS A. Charles Black Center Renovations – Project No. 116-073 1. Company: Gibson-Lewis, LLC 2. Change Order No.: 3 3. Increase Amount: $35,391; Additional Seven (7) Days 4. Percent of Increase: 0.91% 5. Total Percent of Change: 3.31% 6. Revised Contract Amount: $3,921,637 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION August 9, 2018 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER Page 3 7. Revised Project Completion Date: August 31, 2018 8. Funding: Park Bond (751.1101.452.39.89) B. 2016 Downtown Parking Garage Improvements – Project No. 115-143 1. Company: Gibson-Lewis, LLC 2. Change Order No.: 4 3. Increase Amount: $7,427 4. Percent of Increase: 0.61% 5. Total Percent of Change: 7.31% 6. Revised Contract Amount: $1,228,684 7. Funding: Major Moves (412.0401.415.36.01) C. Century Center Fire Pump Replacement – Project No. 117-038 1. Company: Shambaugh & Son, L.P. 2. Change Order No.: 1 3. Increase Amount: $650 4. Percent of Increase: 1.30% 5. Revised Contract Amount: $50,615 6. Funding: Hotel/Motel Tax (7304.42010.000.0099) D. Safe Routes to Schools – Monroe Primary and Studebaker Elementary – Project No. 116-039 1. Company: INDOT 2. Change Order No.: 2 3. Increase Amount: $10,990.04; Fourteen (14) Days 4. Percent of Increase: 0.567% 5. Total Percent of Change: (0.081%) 6. Revised Contract Amount: $1,936,441.79 7. Revised Completion Date: September 21, 2018 8. Funding: Federal/City 80/20 Split 10. CHANGE ORDERS AND PROJECT COMPLETION AFFIDAVITS A. Leighton Deck Coatings, Phase II – Project No. 117-092 1. Company: RAM Construction Services of Michigan, Inc. 2. Change Order No.: 2 (Final) 3. Decrease Amount: ($6,021.63) 4. Percent of Decrease: (2.99%) 5. Total Percent of Change: 3.20% 6. Final Contract Amount: $195,056.37 7. Funding: RWDA TIF (324.1050.460.42.03) 11. PROJECT COMPLETION AFFIDAVITS A. 2017 Brick Column Repairs – Project No. 117-126 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION August 9, 2018 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER Page 4 1. Company: C&S Masonry Restoration, LLC 2. Final Contract Amount: $11,493 3. Funding: EDIT (408.1001.460.39.64) B. Century Center Vestibule Heater Replacement – Project No. 117-044 1. Company: Edward J. White, Inc. 2. Final Contract Amount: $34,150.74 3. Funding: Hotel/Motel Tax (7304.42010.000.0099) C. 2017 Riverside Sidewalk and Driveway – Project No. 118-050 1. Company: TX Concrete 2. Final Contract Amount: $2,224.40 3. Funding: MVH (202.0619.431.31.06) 12. REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS A. One (1) or More, Used Low Boy Tractor – Spec T 1. Funding: Street Department Equipment Lease (202.0607.431.38.01/.02) B. Lincoln Way East Corridor Improvements, Phase 1 – Project No. 117-055A 1. Title Sheet 2. Funding: RWDA TIF (324.1050.460.31.02) C. Gemini Washington-Colfax Apartment Improvements – Project No. 118-080A 1. Funding: WWDA TIF 13. RESOLUTIONS A. No. 39-2018 – A Resolution of the City of South Bend Indiana Board of Public Works on Disposal of Unfit and/or Obsolete Property 1. Description: Donate 2012 Police Chevy Impala to St. Joseph County B. No. 40-2018 – A Resolution of the City of South Bend Indiana Board of Public Works on Disposal of Unfit and/or Obsolete Property 1. Description: Misc. Public Works Equipment and Vehicles 14. AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA A. Contract – Kaser’s Auction Service 1. Description: Auction of City Vehicles, Equipment, and Miscellaneous Items at Central Services Division 2. Amount: Five Percent (5%) of Proceeds B. Proposals – St. Joe Valley Metronet, Inc. 1. Description: No Cost Splicing and Lateral Proposals to Provide and Install New Conduit and Fiber 2. Locations: a) Boys and Girls Club, 502 E. Sample St. b) Charles Black Center, 3419 W. Washington St. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION August 9, 2018 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER Page 5 C. Biometric Master Purchase and Sales Agreement – NEC Corporation of America 1. Description: Automatic Fingerprint Identification System (AFIS) Upgrade for South Bend Police Department 2. Amount: $450,000 3. Funding: Police Equipment Lease (750.0801.421.43.06) D. Service Master Subscription Agreement – NEC Corporation of America 1. Description: Automatic Fingerprint Identification System (AFIS) Annual Maintenance and WideNet Annual Subscription Fee 2. Amount: AFIS Maintenance $61,955; WideNet $30,000, Annual for Five (5) Years 3. Funding: IT Operating Account (279.0672.415.36.04) E. Agreement – Urban Enterprise Association of South Bend, Inc. 1. Description: Administer Pilot Homeowner Repair Program 2. Amount: $300,000 3. Funding: COIT F. Amendment No. 1 to Professional Services Agreement – Christopher B. Burke Engineering, LLC 1. Description: Design of Fire Station No. 9 Preemption of Traffic Signals at Intersection of Mishawaka Avenue with 20th Street and Ironwood Drive 2. Amount: NTE $39,500; New Total $97,600 3. Funding: LRSA (251.0608.431.36.67) G. Professional Services Agreement – Jones Petrie Rafinski 1. Description: Morris Performing Arts Center Mezzanine Handrails Design 2. Amount: $2,800 3. Funding: Fund 416 H. Amendment to Professional Services Agreement – Lochmueller Group, Inc. 1. Description: Phase 1 Design for Lincoln Way East Corridor Improvements 2. Amount: $78,600; New Total $525,450 3. Funding: RWDA TIF (324.1050.460.31.02) I. Statement of Work – Crowe LLP 1. Description: Municipal Advisory Services for Preparation and Issuance of Tax-Exempt 501 (C)(3) Qualified Bonds in Support of Potawatomi Zoo Capital Projects 2. Amount: $53,000 3. Funding: Bond Proceeds (453.1104.452.38.04) J. Professional Services Agreement – Barnes & Thornburg, LLP 1. Description: Bond Counsel Services for Preparation and Issuance of Tax- Exempt 501 (C)(3) Qualified Bonds in Support of Potawatomi Zoo Capital Projects 2. Amount: $52,000 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION August 9, 2018 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER Page 6 3. Funding: Bond Proceeds (453.1104.452.38.04) K. Professional Services Agreement – Crumlish and Crumlish Architects, Inc. 1. Description: Design Services for Administration and Finance Department Remodel 2. Amount: $25,500 3. Funding: COIT (404.0617.431.36.01) L. Amendment to Professional Services Agreement – EPOCH Architecture + Planning 1. Description: Redesign of South Bend Fire Department Training Center Classroom Building 2. Amount: $21,000 3. Funding: EMS Capital (287.0902.422.31.06) M. Professional Services Agreement – Jones Petrie Rafinski 1. Description: Assist with EPA Mandated Groundwater Investigation and Offsite Waste Delineation and Support for Soil Management Plan for Beck’s Lake Project 2. Amount: NTE $198,000 3. Funding: EPA Professional Services (226.0412.672.39.02) N. Professional Services Agreement – RoadBotics, Inc. 1. Description: 2018 Road Surface Condition Assessment Pilot Program 2. Amount: $33,000 3. Funding: MVH (202.0607.431.36.01) 15. LICENSES AND PERMITS A. Block Party – Residential 1. Applicant: Victor and Lois Steward 2. Event: 4th Annual Bonds Street Block Party 3. Location: Bonds Ave. from Olive St. to Meade St. 4. Date/Time: September 1, 2018; 7:30 a.m. to 8:00 p.m. 5. Favorable Recommendations 16. STREET/ALLEY VACATIONS A. Applicant: Venues, Parks, and Arts 1. Location: Sampson St. South from Randolph St. to the North Side of the Right-of-Way of the First East/West Alley 2. Purpose: Combine Two (2) Sections of Randolph Park into One (1) 3. See Engineering and Street Dept. Comments 17. TRAFFIC CONTROL DEVICES A. New Installation – One Way Street Signs CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION August 9, 2018 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER Page 7 1. Locations: a) North Cleveland Ave. between California and Diamond Ave. b) Blaine Ave. between California and Portage Ave. 2. Description: Improve Safety of Student Drop-Off and Pick-Up by Personal Vehicles and School Buses 3. All criteria has been met 18. CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE A. 17413 Summer Ridge Drive - Water/Sewer B. 31480 Edison Road, New Carlisle – Sewer 19. RATIFY BONDS A. Contractor Bonds 1. Electric Conduit Construction Company dba Midwestern Contractors of Illinois; Approved Effective July 12, 2018 2. Exterior Solutions, LLC; Approved Effective June 26, 2018 B. Excavation Bonds 1. Layne Christensen Company; Released Effective July 27, 2018 C. Occupancy Bonds 1. Electric Conduit Construction Company dba Midwestern Contractors of Illinois; Approved Effective July 12, 2018 2. South Bend Heritage Foundation; Approved Effective June 22, 2018 20. CLAIMS 21. PRIVILEGE OF THE FLOOR 22. ADJOURNMENT NOTICE FOR HEARING AND SIGHT IMPAIRED PERSONS Auxiliary Aid or Other Services are Available upon Request at No Charge. Please Give Reasonable Advance Request when Possible.