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Home My WebLink About08092018 Agenda Review SessionAGENDA REVIEW SESSION I AUGUST 9, 2018 237 The Agenda Review Session of the Board of Public Works was convened at 10:36 a.m. on Thursday, August 9, 2018, by Board Member Elizabeth Maradik; with Board Members Therese Dorau and James Mueller, present. Board President Gary A. Gilot and Board Member Suzanna Fritzberg were absent. Also present was Attorney Clara McDaniels. Board of Public Works Clerk, Linda M. Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. OPENING OF BIDS — 2018 STREET PAVING — PROJECT NO. 118-070 BUILDING AND STREET MAINTENANCE) 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: Dustin Hilary Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted Alternate A Bid Total $134;000.00 Alternate B Bid Total $72,700.00 Alternate C Bid Total $63,000.00 Alternate D Bid Total $93,800.00 Alternate E Bid Total $62,800.00 Alternate F Bid Total $69,100.00 Alternate G Bid Total $27,800.00 Alternate H Bid Total $119,700.00 Alternate I Bid Total $95,200.00 Base Bid Total $526,000.00 Alternate Bids A -I Total $738,100.00 Base Bid + Alternates Bids A -I Total $1,264,100.00 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 Alternate A Bid Total $124,487.00 Alternate B Bid Total $58,337.58 Alternate C Bid Total $54,368.69 Alternate D Bid Total $77,041.05 Alternate E Bid Total $50,894.52 Alternate F Bid Total $56,050.60 Alternate G Bid Total $20,325.95 Alternate H Bid Total $93,766.94 Alternate I Bid Total $95,626.81 Base Bid Total $397,394.04 Alternate Bids A -I Total $630,899.14 Base Bid + Alternates Bids A -I Total $1,0 88,293.18 Upon a motion made by Ms. Dorau, seconded by Mr. Mueller and carried, the above bids were referred to Engineering for review and recommendation. 1 1 AGENDA REVIEW SESSION AUGUST 9, 2018 238 .7 1� n 1 APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following permit and license applications were presented for royal• Applicant Description Date/Time Pp Comments/Location Motion Studebaker Non -Residential August 11, 2018; W. Washington St. Carried Dorau/Mueller National Block Party — 5:00 a.m. to 5:00 from Laurel St. to Museum Concours p.m. Chapin St. d'Elegance Board members discussed the following item(s) from the agenda. - America Master Purchase Agreement and Subscription Agreement — NEC Corporation of Charles Eakins, South Bend Police Department, stated the first agreement is an upgrade to the Police Department's fingerprint identification system. He noted their current one is near its end of life cycle, adding at the end of this year it will be nine (9) years old which is considered very old for these systems. He informed the Board that the second agreement is a facial recognition system that includes a searchable data base. Mr. Eakins noted this is something new and South Bend will be the first in the state to have this system. Ms. Dorau asked if the $450,000 is a one- time cost. He confirmed it is and the maintenance cost is yearly for five (5) years. - Professional Services Agreement — Jones Petrie Rafinski Attorney Elliot Anderson explained Rick Brown was contracted with to continue the environmental work done on the Beck's Lake Project with WSP USA Inc. on behalf of the city. He noted there is some work he can't do, so with this agreement two (2) former employees of WSP will assist him. Ms. Maradik asked if the City has an existing agreement with WSP. Mr. Anderson stated there is no current agreement - Statement of Work — Crowe Horwath and Professional Services Agreement — Barnes & Thornburg, LLP Attorney Anderson stated the Statement of Works is for Crowe Horwath to act as municipal advisor for the zoo bonds and the Professional Services Agreement appoints Barnes & Thornburg as the bond counsel. Mr. Mueller asked if the agreement with the Potawatomi Zoo and Park Board had been approved yet. Attorney Clara McDaniels stated that was approved in June or July. - Rescind Quotation — City Cemetery Headstone Repairs Mr. Patrick Sherman, VPA, stated he is asking for approval to rescind the contract that was awarded to the sole bidder on this quote. He explained the contractor is not able to meet the City's terms and requested more money. Mr. Sherman stated he is putting together a plan on what to get fixed and asking to go to the open market. He noted this is specialty work and the only bidder is not able to do the work. He added they originally did a Request for Proposals and didn't get any proposals. - Professional Services Agreement — Crumlish and Crumlish Architects, Inc. Mr. Adam Parsons, Sustainability, stated this office remodel design agreement is actually for four (4) different offices including Administration and Finance, Code Enforcement, Community Investment, and the Mayor's Office. — Amendment No. 1 to Professional Services Agreement — Christopher Burke Mr. Roger Nawrot, Engineering, stated this amendment is for the design of pre-emptive traffic signal upgrades at Ironwood and Mishawaka Avenue for the new Fire Station No. 9. He noted it will include handicapped compliant signals, ramps, and left turn movement signals at Mishawaka Ave. and Ironwood. - Traffic Control Devices — One -Way Street Signs Ms. Theresa Harrison, Engineering, stated she was contacted by the Principal of Muessel School regarding this request to install one-way traffic signs on N. Cleveland Ave. between California Ave. and Diamond Ave., and Blaine Ave. between California Ave. and Portage Ave. She noted when the transportation buses are dropping students off, the school closes two-way traffic during school hours for safety, and now they are concerned about the limited hours and are asking for a permanent solution and to do the same thing on other locations going beyond the school to make it continuous for safety. She stated she met with the South Bend Community School Corporation Transportation Director and the South Bend Police Department and together they came up with this solution. Ms. Maradik suggested this should be communicated with the neighbors prior to approving the request. Mr. Mueller stated the Planning Department needs to discuss any changing of two-way streets to one-way streets first also. - Vacation — Sampson St. South from Randolph St. to the North side of the right-of-way of the first East/West Alley AGENDA REVIEW SESSION AUGUST 9, 2018 239 Ms. Maradik reviewed the comments on this request from Engineering and the Street Department. She noted Engineering stated it would hinder the use of the right-of-way by the neighborhood, one of the criteria for approval. She stated the Street Department stated this will create a dead-end street going into a park, on a steep hill. They noted they will not be able to get trucks down the street to plow and the potential danger of a slick, dead-end, steep hill. Ms. Dorau stated Engineering made sensible suggestions for alternative safety steps to avoid vacating the street. No other business came before the Board. Upon a motion by Ms. Maradik, seconded by Ms. Dorau and carried, the meeting adjourned at 11:08 a.m. ATTEST: *inda Martin,�Clk�� BOARD OF PUBLIC WO S 6v-lndyx��a Gary A. Gilot, President Elizabeth A. Maradik, Member Therese J. Dor u, Member Suzanna M. Fritzberg, Member Jame A. Mueller, Member REGULAR MEETING _AUGUST 14, 2018 The Regular Meeting of the Board of Public Works was convened at 9:33 a.m. on Tuesday, August 14, 2018, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, and Suzanna Fritzberg present. Board Members Therese Dorau and James Mueller were absent. Also present was Board 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 Meeting of the Board held on July 19, July 24, July 31, and August 7, 2018, were approved. OPENING OF BIDS — ERSKINE CLUBHOUSE RENOVATION — PROJECT NO. 116-108 (SSDA TIF) 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 bid was opened and publicly read: ZIOLKOWSKI CONSTRUCTION INC. 4050 Ralph Jones Drive South Bend, IN 46628 Bid was signed by: Bill Favors Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted BID: Base Bid Total $907,000 Alternate #1 Total $21,600 n F