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HomeMy WebLinkAbout09252018 Board of Public Works MeetingREGULAR MEETING SEPTEMBER 25, 2018 281 The Regular Meeting of the Board of Public Works was convened at 9:34 a.m. on Tuesday, September 25, 2018, by Board President Gary A. Gilot, with Board Members Therese Dorau, Suzanna Fritzberg, and Elizabeth Maradik. Board Member James Mueller was absent. Also present was Board Attorney Clara McDaniels. 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 September 6, September 11, and September 18, 2018, were approved. OPENING OF BIDS — GREAT LAKES CAPITAL SPEC BUILDING — PROJECT NO. 118- 05E (RWDA 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 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 BID: $447,834.20 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: $499,684.00 NIBLOCK EXCAVATING, INC. PO Box 211 Bristol, IN 46507 Bid was signed by: Gary Niblock Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted BID: $500,651.20 Upon a motion made by Ms. Maradik, seconded by Ms.Dorau and carried, the above bids were referred to Engineering and Community Investment for review and recommendation. OPENING OF BIDS — ONE (1) OR MORE, 2018 OR NEWER COMPACT TRACK LOADER — SPEC U (STREET DEPARTMENT LEASE) This was the date set for receiving and opening of sealed bids for the above referenced equipment. 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: HARDINGS, INC. 109 W. Commercial Ave. Lowell, IN 46356 Bid was signed by: Dave Huppenthal Non -Collusion, Non -Discrimination Affidavit Form was completed Ten percent (10%) Bid Bond was submitted REGULAR MEETING SEPTEMBER 25.2018 282 1 BID: Compact Track Loader Item No. I Est. Qty. Item Manufacturer Unit Price 3200 UT 1 "2018" Compact Track Loader Mustang $63,750.00 Alternates Description Cost Total 1 Standard bucket with bolt on blade $1,390.00 $1,390.00 2 48" pallet forks $950.00 $950.00 3 24" cold planer $9,600.00 $9,600.00 4 72" broom with water $10,950.00 $10,950.00 5 Trailer — The following are minimum $12,300.00 $12,300.00 specifications for a trailer to haul the above Skid Steer Loader. Kauffman tilt bed 22' or equal 17,000 lbs. minimum capacity, hydraulic brakes, metal deck, plate fenders, 48" ramps, adjustable tow eye, all lights and safety equipment to meet DOT standards Year Make/Model — Trade In Unit Price 2001 Unit 222, New Holland LS 180 Skid Loader, SN #188958 $9,800.00 HULL LIFT TRUCK, INC. 28747 Old US 33 West Elkhart, IN 46516 Bid was signed by: Mike Griffy Non -Collusion, Non -Discrimination Affidavit Form was completed Ten percent (10%) Bid Security Check was submitted Indiana Local Business Preference Claim Form submitted. BID: Compact Track Lander Item No. Est. Qty. Item Manufacturer Unit Price 1 I T770 Bobcat $32,547.16 Alternates Description Cost Total 1 Standard bucket with bolt on blade $1,853.20 $1,853.20 2 48" pallet forks $763.25 $763.25 3 24" cold planer $20,371.25 $20,371.25 4 72" broom with water $7,331.67 $7,331.67 5 Trailer — The following are minimum $11,273.00 $11,273.00 specifications for a trailer to haul the above Skid Steer Loader. Kauffman tilt bed 22' or OPTION equal 17,000 lbs. minimum capacity, FOR 18' hydraulic brakes, metal deck, plate fenders, $10,687.00 $10,687.00 48" ramps, adjustable tow eye, all lights and safety equipment to meet DOT standards a vuvatu vcull.Let — iJG11VGly LAIC 7V UayS ;' j,U /U.UU Year Make/Model — Trade In Unit Price 2001 Unit 222, New Holland LS 180 Skid Loader, SN #188958 $8,500 MCCANN INDUSTRIES, INC 543 S. Rohlwing Rd. Addison, IL 60101 Bid was signed by: Steve Roggeman Non -Collusion, Non -Discrimination Affidavit Form was completed Bid Bond was not submitted Indiana Local Business Preference Claim Form submitted. REGULAR MEETING SEPTEMBER 25, 2018 283 BID: Compact Track Loader Item No. Est. Qty. Item Manufacturer Unit Price Spec U 1 New TV 380 Compact Track Case $%425 Loader Alternates Description Cost Total 1 Standard bucket with bolt on blade $1,210.00 $1,210.00 Blue Diamond 84" LoPro wBoce 2 48" pallet forks $1,010.00 $1,010.00 Blue Diamond 48" P-Forks 3 24" cold planer $19,241.00 $19,241.00 Blue Diamond 24" Hi -Flo 4 72" broom with water $7,598.00 $7,598.00 Blue Diamond Pickup Broom w/45 Gal. Water Tank 5 Trailer — The following are minimum $15,889 $15,889 specifications for a trailer to haul the above Skid Steer Loader. Kauffman tilt bed 22' or equal 17,000 lbs. minimum capacity, hydraulic brakes, metal deck, plate fenders, 48" ramps, adjustable tow eye, all lights and safety equipment to meet DOT standards *Trailer above sale price does not include any applicable title, license or tax fees. Year Make/Model — Trade In Unit Price 1997 Unit 222, New Holland LS 190 Skid Loader, SN #188958 w/Buker 4-in-1 $6,500.00 Optional Attachments: *Blue Diamond 84" 4-in-1 Clam Bucket --- $3,750.00 *Case HD Hydraulic Quick Coupler --- $885.00 NOTE: Hydraulic Quick Coupler in lieu of Standard Mechanical Quick Coupler must be ordered as a Factory Installed Option. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above bids were referred to Central Services for review and recommendation. OPENING OF BIDS — ONE (1) OR MORE, 2018 OR NEWER, 50 TON PAVER SPECIAL TRAILER — SPEC V (STREET DEPARTMENT CAPITAL LEASE) This was the date set for receiving and opening of sealed bids for the above referenced equipment. 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: SOUTHEASTERN EQUIPMENT CO., INC. 3333 West Coliseum Blvd. Fort Wayne, IN 46808 Bid was signed by: John Koch Non -Collusion, Non -Discrimination Affidavit Form was completed Ten percent (10%) Bid Bond was submitted an Item No. Est. Item Manufacturer Unit Price Qty. 1 1 2018 or newer, eager beaver General $60,000.00 50GLS= PT paver special Engines MCCANN INDUSTRIES, INC. 543 S. Rohlwing Road Addison, IL 60101 I 1 REGULAR MEETING SEPTEMBER 25, 2018 284 1 1 Bid was signed by: Steve Roggeman Non -Collusion, Non -Discrimination Affidavit Form was completed Bid Bond was not submitted Indiana Local Business Preference Claim Form submitted. Item No. Est. Qty. Item Manufacturer Unit Price Spec V T/ 1 T-100 DTG Trailer. Towmaster $80,777.00 riease Note: Add FE 1 Tax $9,693.24 (If applies) Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above bids were referred to Central Services for review and recommendation. OPENING OF BIDS — ONE (1) OR MORE 2018 OR NEWER 3/4 TON EXTENDED CAB TWO WHEEL DRIVE PICK UP TRUCKS — SPEC W (WATER WORKS CAPITAL) This was the date set for receiving and opening of sealed bids for the above referenced equipment. 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: JORDAN FORD 609 E. Jefferson Blvd. Mishawaka, IN 46545 Bid was signed by: Debra Starkweather Non -Collusion, Non -Discrimination Affidavit Form was completed Ten percent (10%) Bid Bond was submitted Indiana Local Business Preference Claim Form submitted. Description Year/Make/Model Unit Price 4x2 Supercab Pickup 2019 Ford F250 $27,476.00 each Alternates Description Cost Total 1 8' utility bed with customizable $7,774.00 $7,774.00 each compartments. Unit will have sprayed in bed line in bottoms of compartments and in bed over the top of sides 2 Federal Signal light bar model: $2,200.00 $2,200.00 each 45" Legend L PX mounted to rear of sunroof and wired with Federal Signal controller. Exact placement of light bar and controller to be determined by Central Services 3 Four corner LED strobe lights $720.00 $720.00 each surface mounted 4 CNG — Bi-Fuel Conversion with $10,968.00 $10,968.00 each tanks mounted under bed nsumated number of clays for delivery from award date: 85-100 (not including alternates) Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above bids were referred to Central Services for review and recommendation. OPENING OF QUOTATIONS — CENTURY CENTER CONVENTION HALL A B ENTRY — PROJECT NO. 115-017A (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: BROWN & BROWN GENERAL CONTRACTORS INC. 124 S. Elkhart St., PO Box 487 Wakarusa, IN 46573-0487 Quotation was submitted by Eric Brown REGULAR MEETING SEPTEMBER 25, 2018 285 Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: Base Bid $71,981.00 Alternate No. 1 $3,571.00 ZIOLKOWSKI CONSTRUCTION, INC. 4050 Ralph Jones Drive South Bend, IN 46628 Quotation was submitted by Bill Favors Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: Base Bid 1$114,800 Alternate No. 1 I Add $5,600 PREMIER 1 CONSTRUCTION, INC. 105 E. Jefferson Blvd., Suite 216 South Bend, IN 46601 Quotation was submitted by Alan Lusk Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: Base Bid $104,780.00 Alternate No. 1 $6,850.00 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above quotations were referred to Venues, Parks, and Arts and Engineering for review and recommendation. OPENING OF QUOTATIONS — WASTEWATER TREATMENT PLANT RIVERBANK STABILIZATION — PHASE 2 (UTILITIES, WASTEWATER, CONTRACTUAL SERVICES OTHER) 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: EFM EXCAVATING, INC. 20932 West 1 sc C Road Walkerton, IN 46574 Quotation was submitted by Edward Mackowicz Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $99,650.00 C&E EXCAVATING, INC. 53767 County Road 9 Elkhart, IN 46514 Quotation was submitted by Thad Bessinger Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $199,499.00 INDIANA EARTH, INC. 10343 McKinley Hwy. Osceola, IN 46561 Quotation was submitted by Mark Osler Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $156,000 HRP CONSTRUCTION, INC. 5777 Cleveland Road, PO Box 266 South Bend, IN 46624 REGULAR MEETING SEPTEMBER 25, 2018 286 Quotation was submitted by Matthew Cain Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $159,367.00 SELGE CONSTRUCTION CO.. INC 2833 S. 111h Street Niles, MI 49120 Quotation was submitted by Robert Kuhns Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $150,660.50 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above quotations were referred to Wastewater for review and recommendation. AWARD BID — ONE (1) OR MORE 2018 OR NEWER EMERGENCY MEDICAL VEHICLE — SPEC S (FIRE DEPARTMENT) Mr. Jeff Hudak, Central Services, advised the Board that on August 28, 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, Horton Emergency Vehicles, 3800 McDowell Road, Grove City, OH 43123, in the amount of $259,760. 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 — GEMINI WASHINGTON/COLFAX APARTMENT IMPROVEMENTS — PROJECT NO. 118-080A(WWDA TIF) Mr. Kyle Silveus, Engineering, advised the Board that on September 11, 2018, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Silveus recommended that the Board award the contract to the lowest responsive and responsible bidder, Dudeck Roofing and Sheet Metal, 1634 S. Franklin Street, South Bend, IN 46613, in the amount of $128,820. 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 — J.C. LAUBER SITE IMPROVEMENTS — PROJECT NO. 118-083B REDA TIF) Mr. Kyle Silveus, Engineering, advised the Board that on September 20, 2018, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Silveus recommended that the Board award the contract to the lowest responsive and responsible bidder, Rieth-Riley Construction Co., Inc., 25200 State Road 23, South Bend, IN 46614, in the amount of $373,528 for the Base Bid plus Alternates 1 and 3. 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. APPROVE CHANGE ORDER NO. 1 — LIGHT UP SOUTH BEND — RIVERSIDE LIGHTING —PROJECT NO. 118-011A (COIT) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of Martell Electric LLC, 4601 Cleveland Road, South Bend, IN 46628, indicating the contract amount be increased by $6,512, and an additional sixty-seven (67) days for a new contract sum, including this Change Order, in the amount of $95,228, and a new completion date of October 16, 2018. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — LINCOLN WAY WEST AND CHARLES MARTIN SR. DRIVE INTERSECTION IMPROVEMENTS — PROJECT NO. 117-072A RWDA TIF Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of Selge Construction Co., Inc., 2833 S. I I1h Street, Niles, MI 49120, indicating the contract amount be increased by $29,097.29 and an additional two (2) days for a new contract sum, including this Change Order, in the amount of $1,160,109.44. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Change Order was approved. REGULAR MEETING SEPTEMBER 25, 2018 287 APPROVE PROJECT COMPLETION AFFIDAVIT STUDEBAKER MUSEUM ROOFTOP UNIT REPLACEMENTS — PROJECT NO. 117-081 (LIABILITY INSURANCE FUND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of B.C. Mechanical, Inc., 882 Anderson Road, Niles, MI 49120, for the above referenced project, indicating a final cost of $162,298. 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 FIRE PUMP REPLACEMENT — PROJECT NO. 117-038 (HOTEL/MOTEL TAX) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Shambaugh & Son, L.P., 56575 Twin Branch Drive, Suite A, Mishawaka, IN 46545, for the above referenced project, indicating a final cost of $50,615. Upon a motion made by Maradik, seconded by Ms. Dorau and carried, the Project Completion Affidavit was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND APPROVE TITLE SHEET — VENUES PARKS AND ARTS RESTROOM REMODELING — PROJECT NO. 118-043 (PARK BOND SERIES I) In a memorandum to the Board, Mr. Scott Kreeger, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Mr. Gilot noted the Title Sheet was also being presented for signature at this time. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the request to advertise was approved and the Title Sheet was signed. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — TWO (2) OR MORE, 2018 OR NEWER, SINGLE AXLE DUMP TRUCK — SPEC X (SEWER DEPARTMENT CAPITAL) 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. Dorau and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF PROPOSALS — CITY OF SOUTH BEND BRANDED APPAREL AND ACCESSORIES (VENUES, PARKS, AND ARTS) In a memorandum to the Board, Mr. Patrick Sherman, Venues, Parks, and Arts, requested permission to advertise for the receipt of proposals for the above referenced apparel. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above request was approved. 43-2018 — A PLAN AND ESTABLISHING A POLICY FOR THE PROVISION OF SERVICES TO AN ANNEXATION AREA IN PORTAGE TOWNSHIP 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.43-2018 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA ADOPTING A WRITTEN FISCAL PLAN AND ESTABLISHING A POLICY FOR THE PROVISION OF SERVICES TO AN ANNEXATION AREA IN PORTAGE TOWNSHIP (BLAD ANNEXATION AREA) WHEREAS, there has been submitted to the Common Council of the City of South Bend, Indiana, an Ordinance and a petition by all (100%) property owners which proposes the annexation of real estate located in Portage Township, St. Joseph County, Indiana, which is more particularly described at Page 15 of Exhibit "A" attached hereto; and WHEREAS, the territory proposed to be annexed encompasses approximately 61.3 acres of land containing agricultural land, which property is at least 12.5% contiguous to the current City limits, i.e., 60.5% contiguous, generally located on the west side of Renewable Road north of Prairie Avenue. It is anticipated that the annexation area will be used for agricultural uses; REGULAR MEETING SEPTEMBER 25, 2018 288 and WHEREAS, the development will require a basic level of municipal public services of a non -capital improvement nature, including street and road maintenance, street sweeping, flushing, snow removal, and sewage collection, as well as services of a capital improvement nature, including street and road construction, street lighting, a sanitary sewer system, a water distribution system, and a storm water system and drainage plan; and WHEREAS, the Board of Public Works now desires to establish and adopt a fiscal plan and establish a definite policy showing: (1) the cost estimates of services of a non -capital nature, including street and road maintenance, street sweeping, flushing, and snow removal, and sewage collection, and other non -capital services normally provided within the corporate boundaries; and services of a capital improvement nature including street and road construction, street lighting, a sanitary sewer extension, a water distribution system, and a storm water system to be furnished to the territory to be annexed; (2) the method(s) of financing those services; (3) the plan for the organization and extension of those services; (4) that services of a non -capital nature will be provided to the annexed area within one (1) year after the effective date of the annexation, and that they will be provided in a manner equivalent in standard and scope to similar non -capital services provided to areas within the corporate boundaries of the City of South Bend, regardless of similar topography, patterns of land use, and population density; (5) that services of a capital improvement nature will be provided to the annexed area within three (3) years after the effective date of the annexation within the same manner as those services are provided to areas within the corporate boundaries of the City of South Bend regardless of similar topography, patterns of land use, or population density, and in a manner consistent with federal, state and local laws, procedures, and planning criteria; and (6) the plan for hiring the employees of other governmental entities whose jobs will be eliminated by the proposed annexation. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, AS FOLLOWS: Section I. It is in the best interest of the City of South Bend and the area proposed to be annexed that the real property described more particularly at Page 15 of Exhibit "A" attached hereto be annexed to the City of South Bend. Section II. That it shall be and hereby is now declared and established that it is the policy of the City of South Bend, by and through its Board of Public Works, to furnish to said territory services of a non -capital nature, such as street and road maintenance, street sweeping, flushing, and snow removal, within one (1) year of the effective date of the annexation in a manner equivalent in standard and scope to services furnished by the City to other areas of the City regardless of similar topography, patterns of land utilization, and population density; and to furnish to said territory, services of a capital improvement nature such as street and road construction, a street light system, a sanitary sewer system, a water distribution system, a storm water system and drainage plan, within three (3) years of the effective date of the annexation in the same manner as those services are provided to areas within the corporate boundaries of the City of South Bend regardless of similar topography, patterns of land use, or population density. Section III. That the Board of Public Works shall and does hereby now establish and adopt the Fiscal Plan, attached hereto as Exhibit "A", and made a part hereof, for the furnishing of said services to the territory to be annexed, which provides, among other things, that the public sanitary sewer and water network is available with capacity sufficient to service this area with the developer to pay the costs for lateral extensions and any improvements in sewer or water capacity as well as a City -approved drainage system, all in compliance with state and local law; that no additional street lighting will be necessary and any future lighting will be at the developer/owner's expense; that no new roads or streets will be required; Section IV. Site planning should employ Complete Streets principles; and sidewalks should be provided along public streets and be in compliance with the Americans with Disabilities Act (ADA) under the PROWAG standards. Section V. It is required as a condition of annexation that any future alterations to the property meet the City of South Bend's building and zoning requirements, and that the soil types and high water table of this annexation area be considered in any future development plan. REGULAR MEETING SEPTEMBER 25, 2018 289 Adopted the 25th day of September, 2018 ATTEST: s/Linda M. Martin, Clerk CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Elizabeth A. Maradik s/ Therese J. Dorau s/ Suzanna M. Fritzberg ADOPT RESOLUTION NO. 44-2018 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA ADOPTING A WRITTEN FISCAL PLAN AND ESTABLISHING A POLICY FOR THE PROVISION OF SERVICES TO AN ANNEXATION AREA IN PORTAGE TOWNSHIP 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.44-2018 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA ADOPTING A WRITTEN FISCAL PLAN AND ESTABLISHING A POLICY FOR THE PROVISION OF SERVICES TO AN ANNEXATION AREA IN PORTAGE TOWNSHIP (CERES ANNEXATION AREA) WHEREAS, there has been submitted to the Common Council of the City of South Bend, Indiana, an Ordinance and a petition by all (100%) property owners which proposes the annexation of real estate located in Portage Township, St. Joseph County, Indiana, which is more particularly described at Page 15 of Exhibit "A" attached hereto; and WHEREAS, the territory proposed to be annexed encompasses approximately 254.6 acres of land containing agricultural land, which property is at least 12.5% contiguous to the current City limits, i.e., 27.6% contiguous, generally located at the west end of Calvert Street, west of Renewable Road. It is anticipated that the annexation area will be used for agricultural uses; and WHEREAS, the development will require a basic level of municipal public services of a non -capital improvement nature, including street and road maintenance, street sweeping, flushing, snow removal, and sewage collection, as well as services of a capital improvement nature, including street and road construction, street lighting, a sanitary sewer system, a water distribution system, and a storm water system and drainage plan; and WHEREAS, the Board of Public Works now desires to establish and adopt a fiscal plan and establish a definite policy showing: (1) the cost estimates of services of a non -capital nature, including street and road maintenance, street sweeping, flushing, and snow removal, and sewage collection, and other non -capital services normally provided within the corporate boundaries; and services of a capital improvement nature including street and road construction, street lighting, a sanitary sewer extension, a water distribution system, and a storm water system to be furnished to the territory to be annexed; (2) the method(s) of financing those services; (3) the plan for the organization and extension of those services; (4) that services of a non -capital nature will be provided to the annexed area within one (1) year after the effective date of the annexation, and that they will be provided in a manner equivalent in standard and scope to similar non -capital services provided to areas within the corporate boundaries of the City of South Bend, regardless of similar topography, patterns of land use, and population density; (5) that services of a capital improvement nature will be provided to the annexed area within three (3) years after the effective date of the annexation within the same manner as those services are provided to areas within the corporate boundaries of the City of South Bend regardless of similar topography, patterns of land use, or population density, and in a manner consistent with federal, state and local laws, procedures, and planning criteria; and (6) the plan for hiring the employees of other governmental entities whose jobs will be eliminated by the proposed annexation. 1 1 I REGULAR MEETING SEPTEMBER 25, 2018 290 u NOW, THEREFORE, BE IT, RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, AS FOLLOWS: Section I. It is in the best interest of the City of South Bend and the area proposed to be annexed that the real property described more particularly at Page 15 of Exhibit "A" attached hereto be annexed to the City of South Bend. Section II. That it shall be and hereby is now declared and established that it is the policy of the City of South Bend, by and through its Board of Public Works, to furnish to said territory services of a non -capital nature, such as street and road maintenance, street sweeping, flushing, and snow removal, within one (1) year of the effective date of the annexation in a manner equivalent in standard and scope to services furnished by the City to other areas of the City regardless of similar topography, patterns of land utilization, and population density; and to furnish to said territory, services of a capital improvement nature such as street and road construction, a street light system, a sanitary sewer system, a water distribution system, a storm water system and drainage plan, within three (3) years of the effective date of the annexation in the same manner as those services are provided to areas within the corporate boundaries of the City of South Bend regardless of similar topography, patterns of land use, or population density. Section III. That the Board of Public Works shall and does hereby now establish and adopt the Fiscal Plan, attached hereto as Exhibit "A", and made a part hereof, for the furnishing of said services to the territory to be annexed, which provides, among other things, that the public sanitary sewer and water network is available with capacity sufficient to service this area with costs for extensions, any improvements in sewer or water capacity, and a City -approved drainage system to be paid for by the developer, all in compliance with state and local law; that no additional street lighting will be necessary and any future lighting will be at the developer/owner's expense; that no new roads or streets will be required; Section IV. Site planning should employ Complete Streets principles; and sidewalks should be provided along public streets and be in compliance with the Americans with Disabilities Act (ADA) under the PROWAG standards. Section V. It is required as a condition of annexation that any future alterations to the property meet the City of South Bend's building and zoning requirements, and that the soil types and high water table of this annexation area be considered in any future development plan. Adopted the 251h day of September, 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 REPAVEMENT PROJECT" WITH THE BOARD OF COMMISSIONERS OF THE COUNTY OF ST. JOSEPH, INDIANA 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.49-2018 A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS APPROVING AN AMENDMENT TO THE "MEMORANDUM OF UNDERSTANDING FOR THE MAYFLOWER ROAD REPAVEMENT PROJECT" WITH THE BOARD OF COMMISSIONERS OF THE COUNTY OF ST. JOSEPH, INDIANA REGULAR MEETING SEPTEMBER 25, 2018 291 The City of South Bend, Indiana Board of Public Works .hereby consents to and adopts the following resolution as the resolution and action of the City of South Bend, Board of Public Works at a meeting duly called and held, and at which a quorum was present and acting throughout: WHEREAS, the City of South Bend Board of Public Works has been presented with an agreement to amend the Memorandum of Understanding for the Mayflower Road Repavement Project, entered into on July 25, 2017, by the South Bend Board of Public Works and the Board of Commissioners of the County of St. Joseph, Indiana ("Memorandum of Understanding Amendment"). WHEREAS, upon consideration of the same and after due deliberation, it has been determined that it is in the best interest of the City of South Bend, Board of Public Works to approve said Memorandum of Understanding Amendment. NOW, THEREFORE, BE IT RESOLVED by the City of South Bend Board of Public Works as follows: 1. That upon careful consideration, the City of South Bend, Board of Public Works has deemed it to be in the best interest of the City to approve the Memorandum of Understanding Amendment for additional paving to be performed along Mayflower Road, including from the northern limits of the intersection with Western Avenue and the southern limits of Grant Street to where the city limits terminate. 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 September 25, 2018, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Elizabeth A. Maradik s/ Therese J.I Dorau s/ Suzanna M. Fritzberg ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 50-2018 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH BEND INDIANA APPROVING ACCEPTANCE OF A GRANT FROM VISIT SOUTH BEND MISHAWAKA 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.50-2018 A RESOLUTION OF THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH BEND, INDIANA APPROVING ACCEPTANCE OF GRANT FROM VISIT SOUTH BEND MISHAWAKA WHEREAS, the City of South Bend Board of (Public Works (the "Board") exists and operates in accordance with the laws of the State of Indiana; and WHEREAS, The Chamber of Commerce of St.' Joseph County, d/b/a Visit South Bend Mishawaka is an Indiana nonprofit corporation organized to advance agricultural, commercial and civic interests of the north -central Indiana region,', including the City of South Bend (the "City"). Visit South Bend Mishawaka is a member of the Northern Indiana Tourism Development Commission (NITDC), a regional partnership of the Convention and Visitors Bureaus from seven northern Indiana counties; and REGULAR MEETING SEPTEMBER 25, 2018 292 1 WHEREAS, Visit South Bend Mishawaka has awarded the City a grant, in the amount of Fifty Thousand Dollars ($50,000), for engaging professional services to develop a wayfinding master plan for the City (the "Project"). Any remainder of the grant is to be used toward Project implementation; and NOW, THEREFORE, BE IT RESOLVED by the City of South Bend Board of Public Works as follows: 1. The City, through its Board of Public Works, hereby accepts the grant of $ 50,000 from Visit South Bend Mishawaka in furtherance and support of the development of a wayfinding master plan Project. 2. The Project consultant will be selected via a request for proposal process to be awarded by the Board during 2018 3. A Visit South Bend Mishawaka representative shall be part of the stakeholder team. 4. All funds granted pursuant to the Visit South Bend Mishawaka Grant shall be expended solely for carrying out the Project. 5. 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 September 25, 2018, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. 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 The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for anbroval: Type Business Description Amount/ Funding Motion/ Second Lease Proposal Dell Financial Tablets and-i $1,826.69/Year Maradik/Dorau Services Toughbooks for for Five (5) South Bend Fire Years; Total Department $7,983.78 (Capital Lease Proceeds) QPA Master Hewlett Additional Computer $776.03/Month Maradik/Dorau Lease Purchase Packard Equipment for City for Forty -Eight Agreement Financial of South Bend (48) Months; Services Total $36,864.83 Company (Capital Lease Proceeds) Special South Bend Confidential $22,100 Maradik/Fritzberg Purchase Police Purchase of ($27,025 less Department Undercover Vehicle $6,000 Trade -In) (Vehicle Lease Purchase) Agreement Center for the Services for $100,000 Maradik/Fritzberg Homeless, Inc. Permanent (COIT) Supportive Housing for the Chronically REGULAR MEETING SEPTEMBER 25, 2018 293 Homeless Contract REAL Provide Essential $100,000 Maradik/Fritzberg Services, Inc. Home Repairs for (CDBG) Elderly, Low - Moderate Income Homeowners Contract South Bend Investigate Fair $10,000 Maradik/Fritzberg Human Rights Housing Complaints (CDBG) Commission and Provide Educational Materials and Training Related to Fair Housing Contract Neighborhood Strengthen $15,000 Maradik/Dorau Resources & Neighborhood (CDBG) Technical Organizations and Services Associations in Low - Corporation Moderate Income Neighborhoods Contract Near Northwest Acquire and $165,000 Maradik/Fritzberg Neighborhood, Rehabilitate Property (CDBG) Inc. at 750 Cottage Grove for Resale to Low - Moderate Income Buyer Contract The Center for Support Permanent $129,835 Maradik/Fritzberg the Homeless, Supportive Housing (CDBG) Inc. Operations/Case Management for Persons Experiencing Homelessness Amendment Arcadis U.S., Assistance with $33,820 Maradik/Fritzberg No. 2 to Inc. North Station Well (Water Works Professional No. 1 Replacement Engineering) Services and Bidding Agreement Amendment McCormick Additional Drafting $20,000 Maradik/Dorau No. 1 to Engineering, of Stormwater (LRSA) Professional LLC Ordinance Language Services and as -directed Tasks Agreement Related to Analysis of Stormwater Issues within the City Software Quote Cues, Inc. GraniteNet Web $13,260 Maradik/Fritzberg Portal Software and (Engineering Unlimited Licenses Professional Services) Professional Pathfinders Maintain and $20,000 Maradik/Dorau Services Advertising Improve ! (IT Agreement southbendin.gov Professional Services) Easement Danch, Hamer Easement with Sisters TABLED Agreement and Associates of Holy Cross for Maradik/Dorau Installation of Public Sewer Amendment KIL Additional $16,800; Maradik/Fritzberg No. 1 to Architecture Architectural and New Total Professional and Planning Design Services for $53,000 Services the Wastewater (Utilities, Agreement Treatment Plant Wastewater, Building No. 3 Engineering) Consulting enFocus 2018-2019 $20,000 Dorau/Fritzberg Agreement Fellowship Program (scrivener's Mr. Gilot 11 1 I REGULAR MEETING SEPTEMBER 25.2018 294 1 1 E error; amount Abstained corrected to $28,000) QPA Purchase Dell, Inc. Lock -In Lower Price (COIT) $8,798.69 Maradik/Dorau for Microsoft (IT Operations) Dynamics 365 for Finance and Operations Licensing for Three (3) Years Professional American Safe Routes to $165,126.72 Maradik/Dorau Services Structurepoint, School near LaSalle (LOIT) Agreement Inc. Intermediate and Marquette Primary Schools Professional Hull & Former Studebaker $103,830 Maradik/Dorau Services Associates, Inc. Complex Soil (Studebaker/ Agreement Remediation Oliver Grants) (Ignition Park) Enterprise Environmental ArcGIS Hub Renewal $195,500 Maradik/Fritzberg Agreement Systems (IT Operations) Research Institute, Inc. Professional American Emerge„ D •�•�=s�=��y�-ffehase $25,000 Maradik/Dorau; Services Structurepoint p � Order Rat + (LRSA) Amended Title �.���R Agreement Inc. 2222 Mi k Avenue Traffie Maradik/Dorau — Title Corrected to: Traffic Signal On -Call Engineering Services First St. Joseph Additional $115,202.80 Maradik/Fritzberg Amendment to County Board Mayflower Road Re- (MVH) Memorandum of Pavement of Commissioners Understanding Professional Umbaugh & Municipal $20,000 Maradik/Fritzberg Services Associates, Inc. Stormwater Utility (Engineering Agreement Financial Advisory Professional Services for 2018 Services) Rate Study Agreement Indiana Identify and Control $143,906 Maradik/Dorau Housing and Lead -Based Paint (CDBG Disaster Community Hazards in Eligible Recovery Development Owner Occupied Federal Funds Authority Housing Units though IHCDA) Agreement Indiana Identify and Control $528,951 Maradik/Fritzberg Housing and Lead -Based Paint (Lead Hazard Community Hazards in Eligible Reduction Development Owner Occupied Federal Funds Authority Housing Units through IHCDA) Amendment to Donohue & South Well Field $100,000; Maradik/Dorau Professional Associates, Inc. Improvements New Total Services $250,000 Agreement (SODA TIF) APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following permit and license applications were presented for approval: REGULAR MEETING SEPTEMBER 25, 2018 295 Applicant Description Date/Time Location/Comments Motion Carried South Bend Procession - October 19, On route as submitted; Maradik/Fritzberg Heritage 30th Annual 2018; 9:30 On Sidewalks Foundation Red Ribbon a.m. to 11:15 March Against a.m. Drugs and Violence Contract Land Occupancy Additional Belleville Circle at S. Maradik/ Dorau Staff for Black Permit Ninety (90) Lombardy Drive and Veatch Extension Days through November 5, 2018 - Aerial Electrical Transmission Line Re -Build Ziolkowski Occupancy Additional 635 S. Lafayette Blvd. Maradik/Fritzberg Construction, Permit Ninety (90) Inc. Extension Days through November 30, 2018 APPROVE TRAFFIC CONTROL AND RESTRICTION DEVICES Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the following traffic control device requests were approved: NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATIONS: 2423 Prast Blvd. 1147 E. Fox St. 1938 E. Fox St. REMARKS: All criteria has been met APPLICANT: The History Museum LOCATION: North Side of Bartlett St. from Riverside Dr. to Michigan St. DESCRIPTION: Designated No Parking Except for School Busses for the Leeper Park 2018 Cabin Days Program REMARKS: Favorable Recommendations REMONSTRATE Mr. Gilot stated that the Board is in receipt of the Waivers of Right to Remonstrate. The Consents indicat tap into public water/sanitary sewer system of the City, to the below referenced properties, the applicants w; remonstrate against or oppose any pending or future am South Bend: A. Mark and Kathryn Main, 22685 Weath, 1. 18460 Forest Glade — Water/Sewer • bllowing Consents to Annexation and s that in consideration for permission to to provide water/sanitary sewer service ive and release any and all rights to -xations of the properties by the City of Lane, Elkhart, IN 46514 r No.002-1014-0312) B. Uddin Shahaab M 1. 239 North Dixie Way — Water (Key No. 003-1132-0203) 2. 241 North Dixie Way — Water (Key No. 003-1132-0202) Upon a motion by Ms. Maradik, seconded by Ms. Dorau'and carried, the Consents to Annexation and Waivers of Right to Remonstrate were approved as submitted. In a Memorandum to the Board, Ms. Lauren Trapp, Division of Wastewater, submitted the following Wastewater Discharge Permit(s) for transfer and recommended approval: 1 1 1 REGULAR MEETING SEPTEMBER 25, 2018 296 I 1 Monarch Textile Rental Services, In. transfer to Wildman Uniform and Linen, 2810 Foundation Drive, South Bend, IN 46628 There being no further discussion, upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the transfer of the permit was approved. 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 Ruby J. Murillo Contractor Approved August 27, 2018 Roberts Environmental Services LLC Excavation Approved August 29, 2018 Sea of Glass dba Fish Window Cleaning Occupancy Approved September 12, 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 $5,681,544.21 09/21/2018 City of South Bend $2,162,836.37 09/25/2018 U.S. National Bank Association — R. Yoder Construction — Rum Village Dog Park; Requisition No. 82 $30,883.50 09/19/2018 U.S. National Bank Association — Lehman & Lehman — Rum Village Dog Park Design; Requisition No. 83 $738.08 09/18/2018 St. Joseph County Housing Consortium $22,874.63 09/07/2018 St. Joseph County Housing Consortium $16,846.88 09/07/2018 St. Joseph County Housing Consortium $73,716.75 09/07/2018 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. PRIVILEGE OF THE FLOOR Mr. Johnny Johnson, introduced himself as an Eddy St. resident. He stated on September 15, 2018, Kite Realty shut down Eddy Street to Napoleon St. for the Kelly Cares Race. He stated the race went from 7:30 a.m. to 10:00 a.m., but he observed Kite Realty come back and put the barricades back up after the race, and leave them there for the entire day. He noted he was not able to access his permitted parking spot. Mr. Gilot stated the City approved the race and the times. He noted the barricades are put up a little ahead of the start time, and removed a little after the finish, but this sounds excessive. He informed Mr. Johnson that the Board delegated the placing of the barricades in Eddy Commons to Kite Realty and other duties such as parking enforcement. He stated the Board should communicate to Kite to keep to the approved times by sending a letter. Mr. Eric Horvath, Public Works, stated let's look into what happened and if they don't obey the approved hours the Board can refuse to give them permits in the future. Mr. Johnson asked if someone can give them a call, noting he doesn't want to be confrontational. The Board stated yes, they could. Ms. Kara Boyles, Engineering, suggested he could call 311 if that happens and they will dispatch the Street Department to go out and check the situation. Mr. Horvath noted 311 staff would not be working on Saturday. Ms. Boyles stated at least they could leave a message and have a record of the situation. Mr. Murray Miller, Local No. 645, stated when he closed the street down, the Board said the Police would monitor his event, but you say Kite monitors their own events. He asked if the Police only monitor certain areas. Mr. Gilot stated the Police have authority over the entire city, Kite just is authorized to place the barricades for events in Eddy Commons. Mr. Johnson asked what if the Police tell Kite to put cones up and they do it; who monitors it? Mr. Gilot stated the Police oversee safety in the City. If they feel it is needed, they can order it. That is under their authority. Mr. Horvath asked if he was suggesting REGULAR MEETING SEPTEMBER 25, 2018 297 Kite asked Police to do it. Mr. Johnson stated yes, they did it for that football game and what's to say they won't continue? 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 10:34 a.m. BOARD OF PUBLIC WORKS A� Gary A. Gi ot, Pres'dent t6e�� Elizabeth A. Maradik, Member Therese J. Dorau, Member Suzanna M. Fritz erg, Member James A. Mueller, Member ATTEST: Q(�Z,,, A,- �- nda M. Martin, C16rk LI, 1