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Home My WebLink About08/18/11 Board of Public Works Agenda Review BOARD OF PUBLIC WORKS Agenda Review Session August 18, 2011 - 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 AGENDA SESSION 1. AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA A. Contracts— Community and Economic Development 1. Service: Administration of the Neighborhood Stabilization Program 1 — Administration and Management of Program for Sub-Grantees a) Amount: $94,999 b) Funding: NSP 1 Federal Funds (212.460.1022.81.99) 2. Service: Administration of the Neighborhood Stabilization Program 3 — Administration and Management of Program to Sub-Grantees a) Amount: $105,000 b) Funding: NSP 3 Federal Funds (212.460.1022.81.99) 3. Service: Administration of Homeless Prevention and Rapid Rehousing Program — Services and Financial Assistance to Homeless and Prevention of Homelessness a) Amount: $36,138 b) Funding HPRP Federal Funds (212.460.1022.81.99) 4. Service: Program Administration — Payment for Management of Community Development Block Grant Program a) Amount: $241,985 b) Funding: CDBG Federal Funds (212.460.1022.81.99) 5. Service: Activity Delivery — Payment for Project Management Activities for Community Development Block Grant Funded Programs Administered by Community and Economic Development a) Amount: $130,000 b) Funding: CDBG Federal Funds (212.460.1022.81.98) B. Contracts—Near Northwest Neighborhood, Inc. 1. Service: Activity Delivery — Payment for Project Management Activities for Community Development Block Grant Funded Projects a) Amount: $50,000 b) Funding: CDBG Federal Funds (212.460.1022.81.84) 2. Service: Program Administration — General Planning and Management of Community Development Block Grant Activities a) Amount: $106,400 b) Funding: CDBG Federal Funds (212.460.1022.81.85) 3. Service: Neighborhood Revitalization — Acquisition and Rehabilitation of Two (2) Properties a) Amount: $300,000 b) Funding: CDBG Federal Funds (212.460.1022.81.23) C. Contract— South Bend Heritage Foundation, Inc. Page I of 9 BOARD OF PUBLIC WORKS Agenda Review Session August 18, 2011 - 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 1. Service: Program Administration — General Planning and Management of Community Development Block Grant Activities a) Amount: $143,600 b) Funding: CDBG Federal Funds (212.460.1022.81.10) 2. Service: Colfax Cultural Center—Rebuilding of Four (4) Chimneys at Colfax Center a) Amount: $90,000 b) Funding: CDBG Federal Funds (212.460.1022.81.47) 3. Service: Near Westside Revitalization — Acquisition of Properties and Potential Rehabilitation of One (1) Property a) Amount: $100,000 b) Funding: CDBG Federal Funds (212.460.1022.81.25) D. Contract Amendment— South Bend Police Department 1. Service: Patrols for Low/Moderate Income Neighborhoods 2. Amount: $90,000 3. Funding: CDBG Federal Funds (212.460.1022.81.71) E. Contract—Community and Economic Development 1. Service: South Bend Home Improvement Program for Low/Moderate Income Homeowners 2. Amount: $450,000 3. Funding: CDBG Federal Funds (212.460.1022.81.05) F. Contract—Housing Development Corporation 1. Service: REWARD Program — Down Payment and Closing Costs Assistance for New Homeowners 2. Amount: $30,000 3. Funding: CDBG Federal Funds (212.460.1022.81.07) G. Contract— South Bend Human Rights Commission 1. Service: Fair Housing Activities — Services and Activities to Investigate Complaints, Educate the Public and Promote Fair Housing 2. Amount: $10,000 3. Funding: CDBG Federal Funds (212.460.1022.81.89) H. Contract—LaCasa de Amistad 1. Service: Banos (Bathroom) Project — Renovation of Bathrooms at LaCasa Including Handicapped Accessibility 2. Amount: $40,000 3. Funding: CDBG Federal Funds (212.460.1022.81.01) I. Contract—Neighborhood Resources and Technical Services Corporation 1. Service: Neighborhood Revitalization through Capacity Building — Provision of Small Grants to Neighborhood Organizations for Leadership Activities and Training 2. Amount: $20,127 Page 2 of 9 BOARD OF PUBLIC WORKS Agenda Review Session August 18, 2011 - 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 3. Funding: CDBG Federal Funds (212.460.1022.81.86) J. Contract—Community Development Block Grant-R Administration 1. Service: Administration—Extend Agreement Until September 30, 2012 2. Amount: $7,500 3. Funding: CDBG-R(212.1022.460.81.00) REGULAR MEETING 1. REVIEW OF MINUTES A. Agenda Session: August 4, 2011 B. Regular Meeting: August 8, 2011 C. Claims Review: August 15, 2011 2. OPENING OF BIDS A. Ignition Park South Demolitions, Phase 1 —Project No. 111-035 1. Funding: AEDA TIF (324.1050.460.39.82) B. Demolition of Former CJ's Pub and Doctor's Office Building (400 Block North Michigan) —Project No. 111-042 (AWARD/CONSTRUCTION CONTRACT) 1. Funding: MED TIF (426.1050.460.31.02) C. Demolition of 601 to 605 West Washington Street and 109/111 North Taylor Street—Project No. 111-048 (AWARD/CONSTRUCTION CONTRACT) 1. Funding: West Washington Chapin TIF (422.1050.460.39.82) D. LaSalle Square Improvements, Phase I — Project No. 111-056 (AWARD/CONSTRUCTION CONTRACT) 1. Funding: AEDA TIF (324.1050.460.42.03) E. Three (3) More or Less, 2011 or Newer 27 Cubic Yard Dual Arm Side Loading Refuse Trucks 1. Funding: 2011 Solid Waste Capital Lease Payments (611.0610.415.37.02) F. Two (2) More or Less, 2011 or Newer 3/4 Ton Four Wheel Drive Pick Up Trucks 1. Funding: 2011 Park Department Capital (201.1101.452.43.02) G. Four (4) More or Less, 2011 or Newer, Trailer Mounted Leaf Vacs 1. Funding: 2011 Street Dpeartment Capital (655.0609.435.43.04) 3. CHANGE ORDERS A. Mayflower Road Realignment and Improvements—Project No. 110-036 1. Company: C&E Excavating, Inc. 2. Change Order No.: 1 3. Increase Amount: $5,791.50 4. Percent of Increase: 0.23% 5. Revised Contract Amount: $2,505,527.71 6. Funding: AEDA TIF (324.1050.460.31.02) B. Mayflower Road Sanitary Sewer Extension, Phase I—Project No. 109-055 Page 3 of 9 BOARD OF PUBLIC WORKS Agenda Review Session August 18, 2011 - 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 1. Company: C&E Excavating, Inc. 2. Change Order No.: 1 3. Increase Amount: $1,310.25 4. Percent of Increase: 0.07% 5. Revised Contract Amount: $1,870,053.75 6. Funding: TIF/Sewer Bond (404.0672.415.43.08) C. Erskine Detention Pond Reconstruction—Project No. 110-056 1. Company: C&E Excavating, Inc. 2. Change Order No.: 3 3. Increase Amount: $59,069.59 4. Percent of Increase: 4.6% 5. Revised Contract Amount: $1,334,373.45 6. Funding: SSDA TIF (430.1050.460.42.01) D. Oliver Plow Memorial Trail—Project No. 110-065 1. Company: L.L. Geans Construction Company 2. Change Order No.: 5 a) Increase Amount: $860 b) Percent of Increase: 0.19% c) Revised Contract Amount: $460,591.25 3. Change Order No.: 6 a) Increase Amount: $1,743.75 b) Percent of Increase: 0.38% c) Revised Contract Amount: $462,335 4. Change Order No.: 7 a) Increase Amount: $8,866 b) Percent of Increase: 1.92% c) Revised Contract Amount: $471,201 5. Funding: AEDA TIF (324.1050.460.42.01) E. Coveleski Stadium Main Concourse Renovation—Project No. 110-008I 1. Company: L.L. Geans Construction Company 2. Change Order No. 1 3. Decrease Amount: $960 4. Percent of Decrease (0.2%) 5. Revised Contract Amount: $344,040 6. Funding: SBCDA TIF (438.1001.460420.01 and 651.0630.415.42.06) 4. REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS A. Computerized Maintenance Management Software—Project No. 111-062 1. Comment: Replacement of Obsolete Software for Wastewater 2. Funding: WWTP Capital (642.0630415.43.08) B. One (1) or More, 2011 or Newer Emergency Medical Vehicle Page 4 of 9 BOARD OF PUBLIC WORKS Agenda Review Session August 18, 2011 - 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 1. Funding: 2011 Fire Department Capital Lease Payments (288.0902.422.37.02) 5. RESOLUTIONS A. No. 56-2011 - A Resolution of the Board of Public Works of the City of South Bend, Indiana, Recommending the Acquisition, Construction and Installation of Certain Additions, Extensions and Improvements to the City's Sewage Works, the Issuance and Sale of Revenue Bonds for the Payment of Costs Thereof, and the Collection, Segregation and Distribution of the Revenues of the Sewage Works and Other Matters Related Thereto B. No. 57-2011— A Resolution of the South Bend Board of Public Works on Disposal of Unfit and/or Obsolete Property 2. Description: Miscellaneous Vehicles and Equipment (for Annual Central Services Auction) C. No. 58-2011 — A Resolution of the South Bend Board of Public Works on Disposal of Unfit and/or Obsolete Property 1. Description: Prisoner Transport Cages & Panasonic Docking Stations 6. AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA A. Professional Services Agreement -Nyhart 1. Service: 2011 GASB 45 Actuarial Services 2. Amount: $6,300 3. Funding: Administration/Finance Operating (101.0401.415.31.05) B. Professional Services Agreement—Lawson Fisher Associates 1. Service: South Bend Dam Annual Inspection by the Federal Energy Regulatory Commission—Project No. 111-061 2. Amount: $1,300 3. Funding: Engineering Operations C. Management Agreement—Kite Realty Eddy Street Garage, LLC 1. Service: Eddy Street Commons On-Street Parking Enforcement 2. Amount: $15,900 3. Funding: Parking Fund (601.0465.645.31.06) D. Amendment to the Addendum to the Master Agency Agreement—Redevelopment Commission 1. Service: Memorial Streetscape Improvements, Bid Packages 3 and 4 —Project No. 111-060 — Add DLZ Indiana, LLC, Supplement No. 2 to Addendum to Agency Agreement 2. Funding: Memorial Medical TIF (426.1050.460.31.02) E. Professional Services Supplemental Agreement 2—DLZ Indiana, LLC 1. Service: Memorial Streetscape Improvements, Bid Packages 3 and 4 —Project No. 111-060 2. Amount: $320,700 Page 5 of 9 BOARD OF PUBLIC WORKS Agenda Review Session August 18, 2011 - 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 3. Funding: Memorial Medical TIF (426.1050.460.31.02) F. Amendment to the Addendum to the Master Agency Agreement—Redevelopment Commission 1. Service: Add Coveleski Stadium Improvements, Phase 2 — Supplement 1 — Project No. 110-087 to Master Agency Agreement 2. Funding: SBCDA TIF (420.1050.460.31.02) G. Professional Services Proposal—Wightman Petrie 1. Service: Coveleski Stadium Improvements, Phase 2 —Project No. 110-087 2. Amount: $83,965 3. Funding: SBCDA TIF (420.1050.460.31.02) H. Amendment to the Addendum to the Master Agency Agreement—Redevelopment Commission 1. Service: Add LaSalle Square, Phase I, Supplement 1 —Project No. 111-056 to Master Agency Agreement 2. Funding: TIF (324.1050.460.42.03) I. Addendum to the Master Agency Agreement—Redevelopment Commission 1. Service: Add Fire Station No. 5 Predevelopment Design — Project No. 111- 015 to Master Agency Agreement 2. Funding: AEDA TIF (324.1050.460.31.06) J. Professional Services Agreement—Danch Harner and Associates/MPA Architects 1. Service: Discussion regarding Fire Station No. 5 Pre-Development Design— Project No. 111-015 2. Amount: NTE $15,000 3. Funding: AEDA TIF (324.1050.460.31.06) K. Contract Termination— Tamara Nicholl-Smith 1. Service: College Football Hall of Fame Adaptive Re-Use Project — Termination of Contract as of 5/8/11 2. Funding: COIT (404.0401.415.31.06) L. Contract—Lisa Roehrick 1. Service: Downtown Tenant Recruitment Project 2. Amount: $5,000 3. Funding: COIT (404.401.415.31.06) M. Contract—University of Notre Dame/South Bend Fire Department 1. Service: South Bend Fire Department to Provide Emergency Medical Services during Home Football Games for the 2011 Football Season 2. Amount: Per Game - Payable to City of South Bend N. Amendment to Contract—University of Notre Dame/South Bend Fire Department 1. Service: Delete Section Six (6) of the Contract for Emergency Medical Services for University of Notre Dame Special Events 2011-2015 O. Special Purchase—Dell Computers Page 6 of 9 BOARD OF PUBLIC WORKS Agenda Review Session August 18, 2011 - 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 1. Service: Police Department Lap Tops Purchase — Based on State Bid Award (QPA#10029) 2. Amount: $91,493.40 (Up to 60 Dell E6420 Lap Top Computers) 3. Funding: Justice Assistance Grant 2009-SB-B9-1280 P. Maintenance Contract—Dell Computers 1. Service: Accidental Damage Service for Lap Top Computers Purchased through State Bid 2. Amount: $29,625.58 3. Funding: 2009 Justice Assistance Grant 7. RECOMMENDATIONS A. Block Parties 1. Applicant: Carolyn Powell a) Event: End of Summer Party b) Location: Elmer Street from Bergan to Pershing c) Date/Time: September 4, 2011; 10:00 a.m. to 8:00 p.m. d) Favorable Recommendations 2. Applicant: Micah Caldwell a) Event: Neighborhood Block Party b) Location: Elm Street from Colfax to Washington c) Date/Time: September 10, 2011; 12:00 p.m. to 8:00 p.m. d) Favorable Recommendations 3. Applicant: River Park Grace by Katie Murray-Emmons & Ashley Swanson a) Event: River Park Block Party b) Location: 33rd Street from Mishawaka to Wall c) Date/Time: August 28, 2011; 2:00 p.m. to 6:00 p.m. d) Favorable Recommendations B. Procession 1. Applicant: College Football Hall of Fame a) Event: 2011 Key Bank Salmon Chase b) Date/Time: September 17, 2011; 7:00 a.m. to 10:00 a.m. c) Favorable Recommendations C. Special Events 1. Applicant: A.B.A.T.E. of Indiana by Chris Moore a) Event: Muscular Dystrophy Ride b) Date/Time: September 4, 2011; 12:00 p.m. to 7:00 p.m. c) Favorable Recommendations 2. Applicant: College Football Hall of Fame a) Event: University of Southern Florida Tailgate/ND Buses b) Location: Washington from St. Joseph to Michigan c) Date/Time: September 3, 2011; 10:00 a.m. to 2:30 p.m. Page 7 of 9 BOARD OF PUBLIC WORKS Agenda Review Session August 18, 2011 - 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 d) Favorable Recommendations D. Special Traffic Control 1. Type: No Parking Signs; Add Handicapped Parking inside Park a) Applicant: City of South Bend Park Department b) Event: Family Fun Fair at Rum Village c) Locations: Ewing—Douglas to Gertrude, South Side; Gertrude—Ewing to 200' South of Entrance to Park (Both Sides); Walnut — Ewing to 2115 Walnut East Side d) Date/Time: October 15, 2011; 6:00 a.m. to 4:00 p.m. e) Favorable Recommendations E. License 1. Type: Open Air Business a) Applicant: Skinny's Coney Concessions b) Location: South Side of Sidewalk Before Entering Eddy Street Parking Garage c) Comments: Not Public Property - Building Department, Engineering, Community & Economic Development, Code Enforcement 8. TRAFFIC CONTROL DEVICES A. New Installation— 1-Hour and 2-Hour Parking 6:00 a.m. to 6:00 p.m. 1. Locations: a) West Side of Esther Street: No Parking 50' South of Mishawaka Avenue; Remove 1-Hour Parking, b) Extend No Parking on South Side of Mishawaka Avenue at Esther 20' to the West c) Extend No Parking on West Side and East Side of Bellevue Avenue 30' to the South; Remove 2-Hour Parking d) Extend No Parking on the South Side of Mishawaka Avenue West of Bellevue 20' 2. All criteria has been met — IUSB is Building Parking Lots along Esther and Bellevue Adding Traffic to Streets; Extended Sight Distance is Needed for Entering and Exiting onto Mishawaka Avenue 9. CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE A. 51790 Hazel Road— Sewer/Water 10. MONTHLY REPORTS - DEPARTMENT OF PUBLIC WORKS A. Central Services 11. SAFETY REPORTS - DEPARTMENT OF PUBLIC WORKS Page 8 of 9 BOARD OF PUBLIC WORKS Agenda Review Session August 18, 2011 - 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 A. Central Services 12. RATIFY BONDS A. Excavation Bonds 1. BFS Plumbing—For Release Effective October 27, 2011 13. PERMIT A. Type: Temporary Occupancy Permit 1. Company: Union Station Properties 2. Location: 506 W. South Street 3. Purpose: Portable Chiller Unit Occupying Parking Area along South Street 4. Date: Through September 30, 2011 14. CLAIMS 15. PRIVILEGE OF THE FLOOR 16. 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. Page 9 of 9