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HomeMy WebLinkAbout08142018 Board of Public Works MeetingAGENDA 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: OinddaM. Martin, CVlk BOARD OF PUBLIC WO S 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 E$E221,600 07,000 Alternate #1 Total I� REGULAR MEETING AUGUST 14, 2018 240 Alternate #2 Total $50,000 Alternate #3 Total $2,500 Alternate #4 Total $8,700 Alternate #5 Total $17,000 Alternate #6 Total $18,500 Alternate #7 Total $11,400 Alternate #8 Total $10,000 Total Base Bid Plus Alternates $1,046,700 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above bid was referred to Venues, Parks, and Arts for review and recommendation. OPENING OF BIDS — SALE OF CITY -OWNED PROPERTY — 18 VAC. 3 LASALLE COURT 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. The following bid was opened and publicly read: ROBERT M. VERNON 1059 LaSalle Court South Bend, IN 46616 BID: $225.00 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above bid was referred to Community Investment for review and recommendation. OPENING OF QUOTATIONS — ANGELA BRIDGE LIGHTING PROJECT NO 116 111 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: 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: $49,022.00 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above quotation was referred to Engineering for review and recommendation. OPENING OF QUOTATIONS — CENTURY CENTER RECITAL HALL CARPET (HOTEL/MOTEL TAXI 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: CARPET SERVICE OUTLET INC. 1514 Mishawaka Avenue South Bend, IN 46615 Quotation was submitted by Vicki Shepard Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $15,886.00 Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above quotation was referred to Venues, Parks, and Arts for review and recommendation. REGULAR MEETING AUGUST 14 2018 241 AWARD BID — ONE (1) OR MORE 2018 OR NEWER COMBINATION JET RODDER/VACUUM MACHINE WITH CAB AND CHASSIS — SPEC R SEWER DEPARTMENT CAPITAL) Mr. Jeff Hudak, Central Services, advised the Board that on June 12, 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 Best Equipment Co., Inc., 5550 Poindexter Drive, Indianapolis, IN 46235 in the amount of $388,195 minus $45,000 trade-in for a total award of $343,195. 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 BID AND APPROVE PURCHASE AGREEMENT — SALE OF CITY OWNED PROPERTY — 306 E DUBAIL AVENUE Mr. Andrew Netter, Community Investment, advised the Board that on July 24, 2018, bids were received and opened for the above referenced property. After reviewing those bids, Mr. Netter recommended that the Board award the property to the sole, responsive bidder, Miguel Torres, 302 E. Dubail Ave., South Bend, IN 46613, in the amount of $600.00 plus advertising and legal fees. Also presented at this time was the Purchase Agreement for this property. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the bid be awarded as outlined above and the Purchase Agreement be approved. Ms. Fritzberg seconded the motion, which carried. AWARD BID AND APPROVE PURCHASE AGREEMENT — SALE OF CITY OWNED PROPERTY — 1129 LAWRENCE STREET Mr. Andrew Netter, Community Investment, advised the Board that on July 24, 2018, bids were received and opened for the above referenced property. After reviewing those bids, Mr. Netter recommended that the Board award the property to the sole, responsive bidder, Kimberly Bloch, 922 Deepwood Dr., Mishawaka, IN 46544, in the amount of $13,225 plus advertising and legal fees. Also presented at this time was the Purchase Agreement for this property. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the bid be awarded as outlined above and the Purchase Agreement be approved. Ms. Fritzberg seconded the motion, which carried. AWARD BID — MIAMI STREET BASIN DRAINAGE IMPROVEMENTS — PROJECT NO. 116-082C (SSDA TIF) Mr. Roger Nawrot, Engineering, advised the Board that on July 24, 2018, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Nawrot recommended that the Board award the contract to the lowest responsive and responsible bidder HRP Construction Inc., 5777 Cleveland Road, PO Box 266, South Bend, IN 46624 in the amount not to exceed $493,000. 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 BID — 2018 STREET PAVING (BUILDING AND STREET MAINTENANCE) Ms. Amy Kryston, Engineering, advised the Board that on August 9, 2018, bids were received and opened for the above referenced project. After reviewing those bids, Ms. Kryston recommended that the Board award the contract to the lowest responsive and responsible bidder Rieth Riley Construction, Inc., 25200 State Road 23, South Bend, IN in the amount of $598,922.09 for the Base Bid and Alternates A and D. 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. APPROVAL OF REQUEST TO REJECT BIDS NORTH STATION WELL NO 1 REPLACEMENT —PROJECT NO 117-031 (WATERWORKS ENGINEERING_) In a memorandum to the Board, Ms. Amy Kryston, Engineering, requested permission to reject all bids for the above referenced project due to exceeding the project budget. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above request was approved. REGULAR MEETING AUGUST 14, 2018 242 AWARD QUOTATION AND REJECT DIVISIONS A AND B ZIKER SAMPLE STREET BUILDING. RESTROOM REMODEL — PROJECT NO 117-123 (RWDA TIF) Mr. Kyle Silveus, Engineering, advised the Board that on July 24, 2018, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Silveus recommended that the Board award the contract to the lowest responsive and responsible bidder, Premier 1 Construction Inc., 105 E. Jefferson Blvd., Suite 216, South Bend, IN 46601, in the amount of $23,760 for Division C, and reject Divisions A and B. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the quotation be awarded as outlined above and Divisions A and B be rejected. Ms. Fritzberg seconded the motion, which carried. RESCIND QUOTATION AWARD — CITY CEMETERY HEADSTONE REPAIRS In a memo to the Board, Mr. Patrick Sherman, VPA, requested the Board approve his request to rescind the award of the above quotation and the contract with Stone Revival Historical Preservation. Mr. Sherman stated on August 1, 2018, the business owner sent an e-mail notifying the City that he was unwilling to sign the contract and commence work due to potential financial difficulties. Therefore, upon a motion by Ms. Maradik seconded by Ms. Fritzberg and carried, the Board approved the request to rescind the award and the contract as outlined. AWARD PROPOSAL — BUILDING CLEANING SERVICES FOR THE MORRIS PERFORMING ARTS CENTER AND PALAIS ROYAL (EVENT FUNDS) Ms. Denise Zigler, Morris Performing Arts Center, advised the Board that on June 26, 2018, proposals were received and opened for the above referenced service. After review and scoring tabulation by the review committee, the recommendation was to award the contract to the highest scoring proposal, INVO Cleaning Services, PO Box 1261, South Bend, IN 46624. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the proposal be awarded as outlined above and the review team and Legal Department be authorized to negotiate a contract. Ms. Fritzberg seconded the motion, which carried. APPROVE CHANGE ORDER NO. 3 — CHARLES BLACK CENTER RENOVATIONS — PROJECT NO. 116-073 (PARK BOND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 3 on behalf of Gibson -Lewis, LLC, 1001 West 11 th Street, Mishawaka, IN 46544, indicating the contract amount be increased by $35,391, and an additional seven (7) days, for a new contract sum, including this Change Order, in the amount of $3,921,637 and a revised completion date of August 31, 2018. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 4 — 2016 DOWNTOWN PARKING GARAGE IMPROVEMENTS —PROJECT NO 115-143 (MAJOR MOVES) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 4 on behalf of Gibson -Lewis, LLC, 1001 West 11 th Street, Mishawaka, IN 46544, indicating the contract amount be increased by $7,427 for a new contract sum, including this Change Order, in the amount of $1,228,684. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — CENTURY CENTER FIRE PUMP REPLACEMENT — PROJECT NO. 117-038 (HOTEL/MOTEL TAX) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of Shambaugh & Son, L.P., 56575 Twin Branch Drive, Suite A, Mishawaka, IN, indicating the contract amount be increased by $650 for a new contract sum, including this Change Order, in the amount of $50,615. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 2 — SAFE ROUTES TO SCHOOL — MONROE PRIMARY AND STUDEBAKER ELEMENTARY — PROJECT NO 116-036 (FEDERAL/CITY) Mr. Gilot advised that Mr. Roger Nawrot, Engineering, has submitted Change Order No. 2 on behalf of Indiana Department of Transportation, 315 Boyd Blvd., LaPorte, IN 46350, indicating the contract amount be increased by $10,990.04, plus an additional fourteen (14) days, for a new contract sum, including this Change Order, in the amount of $1,936,441.79 and a new project completion date of September 21, 2018. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Change Order was approved. REGULAR MEETING AUGUST 14, 2018 243 APPROVE CHANGE ORDER NO 2 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — LEIGHTON DECK COATINGS PHASE II — PROJECT NO 117 092 (RWDA TIF) Mr. Gilot advised that Mr. Toy Villa has submitted Change Order No. 2 (Final) on behalf of RAM Construction Services of Michigan, Inc., 13800 Eckles Road, Livonia, MI 48150 indicating the contract amount be decreased by $6,021.63 for a new contract sum, including this Change Order, of $195,056.37. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $195,056.37. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, Change Order No. 2 (Final) and the Project Completion Affidavit were approved. APPROVE PROJECT COMPLETION AFFIDAVIT — 2017 BRICK COLUMN REPAIRS — PROJECT NO. 117-126 (EDIT) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of C&S Masonry Restoration LLC, 3725 N Foundation Ct., Suite AB, South Bend, IN 46628, for the above referenced project, indicating a final cost of $11,493. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — CENTURY CENTER VESTIBULE HEATER REPLACEMENT — PROJECT NO 117-044 (HOTEL/MOTEL TAX) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Edward J. White, Inc., 1011 S. Michigan St., South Bend, IN 46601, for the above referenced project, indicating a final cost of $34,150.74. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — 2017 RIVERSIDE SIDEWALK AND DRIVEWAY — PROJECT NO 118-050 (MVH) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of TX Concrete, 24899 Fillmore Road, South Bend, IN 46619, for the above referenced project, indicating a final cost of $2,224.40. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Project Completion Affidavit was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS ONE (1) R MORE, USED LOW BOY TRACTOR — SPEC T (STREET DEPARTMENT 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. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — LINCOLN WAY EAST CORRIDOR IMPROVEMENTS PHASE 1 — PROJECT NO. 117-055A (RWDA TIF) In a memorandum to the Board, Kyle Silveus, Engineering, requested permission to advertise for the receipt of bids for the above referenced project and approval of the Title Sheet. Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — GEMINI WASHINGTON-COLFAX APARTMENT IMPROVEMENTS — PROJECT NO. 118-080A (WWDA TIF) In a memorandum to the Board, Mr. Kyle Silveus, Engineering, requested permission to advertise for the receipt of bids for the above referenced project and approval of the Title Sheet. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the above request was approved. ADOPT RESOLUTION NO. 39-2018 — A RESOLUTION OF THE CITY OF SOUTH BEND INDIANA 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.39-2018 A RESOLUTION OF THE SOUTH BEND INDIANA BOARD OF PUBLIC WORKS Ll I I REGULAR MEETING AUGUST 14, 2018 244 ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY WHEREAS, it has been determined by the Board of Public Works that the following property is unfit for the purpose for which it was intended and is no longer needed by the City of South Bend: 2012 Chevy Impala WHEREAS, pursuant to Indiana Code § 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 all real and personal property owned by the City of South Bend, Indiana; and WHEREAS, the City, acting by and through the Board, desires to dispose of the personal property that is more particularly described at Exhibit "A" attached hereto and incorporated herein ("Property"); and WHEREAS, in accordance with Indiana Code § 5-22-22-4, the Board may engage an auctioneer to conduct a public auction in order to dispose of the City's surplus personal property if the property to be sold is one (1) item with an estimated total value of $1,000 or more, or is more than one (1) item with an estimated value of $5,000 or more; and WHEREAS, the Board has determined that the Property has an estimated value of more than $5,000,and the Board has further determined that the property is unfit for the purpose for which it was intended, and is no longer needed by the City of South Bend; and NOW, THEREFORE, the Board of Public Works of the City of South Bend hereby finds that the Property listed at Exhibit "A" is no longer needed by the City; the Property is unfit for the purpose for which it was intended, and has an estimated value of $5,000 or more. BE IT RESOLVED that the Property may be transferred or sold at public auction. However, if the Property is deemed to be worthless, such Property may be demolished or junked. ADOPTED the 14TH day of August, 2018. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Elizabeth A. Maradik s/ Suzanna M. Fritzberg ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 40-2018 — A RESOLUTION OF THE CITY OF SOUTH BEND INDIANA 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.40-2018 A RESOLUTION OF THE SOUTH BEND INDIANA BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY WHEREAS, it has been determined by the Board of Public Works that the following property is unfit for the purpose for which it was intended and is no longer needed by the City of South Bend: Misc. Public Works Equipment and Vehicles WHEREAS, pursuant to Indiana Code § 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 all real and personal property owned by the City of South Bend, Indiana; and REGULAR MEETING AUGUST 14, 2018 245 WHEREAS, the City, acting by and through the Board, desires to dispose of the personal property that is more particularly described at Exhibit "A" attached hereto and incorporated herein ("Property"); and WHEREAS, in accordance with Indiana Code § 5-22-22-4, the Board may engage an auctioneer to conduct a public auction in order to dispose of the City's surplus personal property if the property to be sold is one (1) item with an estimated total value of $1,000 or more, or is more than one (1) item with an estimated value of $5,000 or more; and WHEREAS, the Board has determined that the Property has an estimated value of more than $5,000,and the Board has further determined that the property is unfit for the purpose for which it was intended, and is no longer needed by the City of South Bend; and NOW, THEREFORE, the Board of Public Works of the City of South Bend hereby finds that the Property listed at Exhibit "A" is no longer needed by the City; the Property is unfit for the purpose for which it was intended, and has an estimated value of $5,000 or more. BE IT RESOLVED that the Property may be transferred or sold at public auction. However, if the Property is deemed to be worthless, such Property may be demolished or junked. ADOPTED the 14TH day of August, 2018. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Elizabeth A. Maradik 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 Contract Kaser's Auction Auction of City Vehicles, Five Percent Maradik/Fritzberg Service Equipment, and (5%) of Miscellaneous Items at Proceeds Central Services Division Proposals St. Joe Valley No Cost Splicing and N/A Maradik/Fritzberg Metronet, Inc. Lateral Proposals to Provide and Install New Conduit and Fiber at the Boys and Girls Club and Charles Black Center Biometric NEC Automatic Fingerprint $450,000 Maradik/Fritzberg Master Corporation of Identification System (Equipment Purchase America (AFIS) Upgrade for South Lease) and Sales Bend Police Department Agreement Service NEC Automatic Fingerprint AFIS Maradik/Fritzberg Master Corporation of Identification System Maintenance Subscription America (AFIS) Annual $61,955 Agreement Maintenance and WideNet Annual; Annual Subscription Fee WideNet $30,000 Annual for Five (5) Years (IT Operating Account) 1 REGULAR MEETING AUGUST 14 2018 246 E Agreement Urban Enterprise Association of South Bend, Inc. Administer Pilot Homeowner Repair Program $300,000 (COIT) Maradik/Fritzberg Amendment Christopher B. Design of Fire Station No. NTE $39,500; Maradik/Fritzberg No. 1 to Burke 9 Pre-Emption of Traffic New Total Professional Engineering, Signals at Intersection of $97 600 Services LLC Mishawaka Avenue with (LRSA Agreement 20th Street and Ironwood Traffic Professional Jones Petrie Drive Morris Performing Arts Signal) $2,800 Maradik/Fritzberg Services Rafinski Center Mezzanine (Fund 416) Agreement Handrails Design Amendment Lochmueller Phase 1 Design for Lincoln $78,600; Maradik/Fritzberg to Group, Inc. Way East Corridor New Total Professional Improvements $525 450 Services (RWDA TIF) Agreement Statement of Crowe LLP Municipal Advisory $53,000 Maradik/Fritzberg Work Services for Preparation (Bond and Issuance of Tax- Proceeds) Exempt 501 (C)(3) Qualified Bonds in Support of Potawatomi Zoo Capital Projects Professional Barnes & Bond Counsel Services for $52,000 Maradik/Fritzberg Services Thornburg, LLP Preparation and Issuance of (Bond Agreement Tax -Exempt 501 (C)(3) Proceeds) Qualified Bonds in Support of Potawatomi Zoo Capital Projects Professional Crumlish and Remodel Design Services $25,500 Maradik/Fritzberg Services Crumlish for Mayor's Office and (COIT) Agreement Architects, Inc. Administration and Finance, Code Enforcement and Community Investment Departments Amendment EPOCH Redesign of South Bend $21,000 Maradik/Fritzberg to Architecture + Fire Department Training (EMS Professional Planning Center Classroom Building Capital) Services Agreement Professional Jones Petrie Assist with EPA Mandated NTE Maradik/Fritzberg Services Rafinski Groundwater Investigation $198 000 Agreement and Offsite Waste (EPA Delineation and Support Professional for Soil Management Plan Services) for Beck's Lake Project Professional RoadBotics, 2018 Road Surface Services Inc. $33,000 Maradik/Fritzberg Condition Assessment (MVH) Agreement Pilot Program APPROVAL OF PERMIT APPLICATION The following permit application was presented for approval: Applicant Description Date/Time Comments/Location Motion Victor and Lois Steward Carried Residential Block September 1, Bonds Ave. from Maradik/Fritzberg Party — 4th Annual 2018; 7:30 Olive St. to Meade Bonds Street a.m. to 8:00 St. REGULAR MEETING AUGUST 14, 2018 247 Block Party I P.M. TABLE PETITION TO VACATE SAMPSON STREET FROM RANDOLPH STREET TO THE NORTH SIDE OF THE RIGHT-OF-WAY OF THE FIRST EAST/WEST ALLEY Mr. Gilot indicated that Mr. Patrick Sherman, Venues, Park, and Arts, has submitted a request to vacate the above referenced street. Mr. Gilot advised the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Area Plan Commission, Community Investment, and the Fire Department. The Street Department, stated the vacation would create a dead-end street on a steep hill going right into a park. They noted the difficulty of plowing and de-icing the hill and suggested a large barrier would need to be constructed at the bottom of the hill to reduce any hazards. Engineering stated the vacation would hinder the use of the public right-of-way by the neighborhood in which it is located and suggested placing fences up along both sides of the right-of-way for pedestrians to cross at designated crosswalks and utilizing a variety of traffic calming techniques instead. Ms. Maradik made a motion to table the request on behalf of the Venues, Parks, and Arts Department, Ms. Fritzberg seconded the motion, which carried. TABLE TRAFFIC CONTROL DEVICE Upon a motion made by Ms. Maradik, seconded by Ms. Fritzberg and carried, the following traffic control device request was tabled: NEW INSTALLATION: One Way Street Signs LOCATIONS: a.) North Cleveland Ave. between California and Diamond Ave. b.) Blaine Ave. between California and Portage Ave. DESCRIPTION: Improve Safety of Student Drop -Off and Pick -Up by Personal Vehicles and School Buses REMARKS: All criteria has been met APPROVE CONSENTS TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE Mr. Gilot stated that the Board is in receipt of the following Consents to Annexation and Waivers of Right to Remonstrate. The Consents indicate that in consideration for permission to tap into public water/sanitary sewer system of the City, to provide water/sanitary sewer service to the below referenced properties, the applicants waive and release any and all rights to remonstrate against or oppose any pending or future annexations of the properties by the City of South Bend: A. Ann Combs, 321 Orchard Way, Wayne, PA 19087 1. 17413 Summer Ridge Drive — Water/Sewer (Key No.002-2013-026105) B. Smith Ready Mix, Inc., 251 Lincolnway, Valparaiso, IN 46383 1. 31480 Edison Road, New Carlisle— Sewer (Key No. 012-1007-0061) Upon a motion by Ms. Maradik, seconded by Ms. Fritzberg and carried, the Consents to Annexation and Waivers of Right to Remonstrate were approved as submitted. 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 fnllnwc• Business Bond Type YP A roved/ Released Effective Date Electric Conduit Construction Company Contractor Approved July 12, 2018 dba Midwestern Contractors of Illinois Exterior Solutions, LLC Contractor Approved June 26, 2018 Layne Christensen Company Excavation Released July 27, 2018 Electric Conduit Construction Company Occupancy Approved July 12, 2018 dba Midwestern Contractors of Illinois South Bend Heritage Foundation Occupancy Approved June 22, 2 118 Ms. Maradik made a motion that the bond's approval and/or release as outlined above be ratified. Ms. Fritzberg seconded the motion, which carried. 1 J 1 REGULAR MEETING AUGUST 14, 2018 248 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 accuracy. rPend Amount of Claim Date a $5,700,621.95 08/10720 88 B$2,493,783.93 08/14/2018 ti$27,592 08/09/2018 at; Eddy St. Phase $1,335,948.49 08/01 Therefore, Ms. Maradik made a motion that after review of the expenditures, the claims be approved as submitted. Ms. Fritzberg seconded the motion, which carried. PRIVILEGE OF THE FLOOR Mr. Murray Miller, Local Union No. 645, asked about the negotiation for the award of the proposal for the Building Cleaning Services for the Morris Performing Arts Center. Mr. Gilot stated this was a Request for Proposals and explained the process of awarding to the highest scoring proposal and the negotiation of a contract. He stated the review committee is approved to negotiate a contract with the vendor and if contract terms can't be agreed upon, they will go to the next highest scoring vendor. Mr. Miller asked about the road surface assessment agreement. Mr. Gilot explained Roadbotics technology uses sensitive cameras to analyze holes in the pavement while driving around the city. He added the sensors use a pacer assessment scoring tool to rate the condition of the pavement. He noted the sensors are attached to city trucks that are already driving around the city, so nobody has to actually drive all the miles around to analyze, they are already covering the whole city. Mr. Gilot stated in the past the city tried aerial photography to pick out rutting in the streets, but they had to pay someone to do it. Mr. Miller questioned why the Board declined his request at the last meeting to close Or Street for his Back to School event. Mr. Gilot explained the Board does not like to close a major street for crossing, they feel a minor street is safer. Mr. Miller stated their picnic is in Martin Luther. King Center and they cross to go to the park. He noted this is a different event than the one last year that the Board would not approve closure of Orange Street for. Mr. Gilot explained the Fire and Police are not in favor of closing a busy street just for crossing and would prefer the group use the intersections to cross for safety purposes. He suggested Mr. Miller work ahead early with the Police Department next year to find a compromise with VIP's at the corners to help assist crossing the street. He noted this is a very good event he is supportive of but it's important to teach children to follow traffic laws and cross at intersections with traffic, rather than running across the street, for safety purposes. 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 10:10 a.m. BOARD OF PUBLIC --WORKS IQ-K� Gary A. Gilot, President Elizabeth A. Maradik, Member Therese J. Dorau, Memrer— Suzanna M. Fritzberg, Member Ja s A. Mueller, Member REGULAR MEETING AUGUST 14, 2018 249 inda M. Martin, Cl r, 1 1 Cl