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Home My WebLink About101818 Agenda Review SessionCITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION October 18, 2018 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER Page 1 AGENDA REVIEW SESSION 1. AWARD BIDS AND APPROVE CONTRACTS A. Lafayette Building Exterior Renovation – Project No. 117-100R 1. Company: a) Precision Wall Systems, Inc. (1) Amount: $213,900; Division A, No Alternates b) C&S Masonry Restoration, LLC (1) Amount: $236,705; Division B, Base Bid, B1, B2, B3 and B4 2. Funding: RWDA TIF (324.1050.460.42.02) REGULAR MEETING 1. REVIEW OF MINUTES A. Agenda Review, Regular Meeting, and Claims Review Meeting of October 4, October 9, and October 16, 2018 2. OPENING OF BIDS A. Three Twenty at the Cascade – Glazed Assemblies – Project No. 118-074A 1. Funding: REDA TIF (429.1050.460.42.03) B. Venues, Parks, and Arts Restroom Remodeling – Project No. 118-043 1. Funding: Park Bond I (471.1138.452.42.01) C. Two (2), More or Less, 2018 or Newer, Single Axle Dump Trucks – Spec X 1. Funding: Sewer Department Capital (642.0621.415.43.02) 3. OPENING OF PROPOSALS A. City of South Bend Branded Apparel and Accessories 1. Funding: Various 4. AWARD BIDS AND APPROVE CONTRACTS A. Gemini at Washington-Colfax Apartments Masonry and Stair Repair – Project No. 118-080B 1. Company: a) Bokon Masonry, Inc. (1) Amount: $190,171; Division A, Base Bid b) Paul’s Welding, Inc. (1) $168,844; Division B, Base Bid 2. Funding: WWDA TIF (422.1050.460.42.02) 5. REJECT BIDS A. Three Twenty at the Cascade – Exterior Insulation & Finish System – Project No. 118-074B CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION October 18, 2018 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER Page 2 1. Description: Exceeds Budget 2. Funding: REDA TIF (429.1050.460.42.03) B. One (1) or More, 2018 or Newer ¾ Ton Two-Wheel Drive Pick-Up Truck – Spec I 1. Description: Doesn’t meet Needs 2. Funding: Water Works Capital 6. AWARD QUOTATIONS AND APPROVE CONTRACTS A. Leighton Plaza Maintenance 1. Company: Holladay Property Services Midwest, Inc. 2. Amount: $25,625/year; Total: $51,250 for Two (2) Years 3. Funding: Parks Maintenance (201.1101.452.39.89) 7. AWARD PROPOSAL A. Utility Billing System 1. Company: Systems and Software 2. Amount: Highest Scoring Vendor 3. Funding: Support Services for Software Implementation (620.0640.657.31.06/641.0630.793.39.10) 8. CHANGE ORDERS A. Fire Station No. 9 – Project No. 116-012 1. Company: Ziolkowski Construction, Inc. 2. Change Order No.: 1 3. Decrease Amount: ($9,166) 4. Percent of Decrease: (0.25%) 5. Revised Contract Amount: $3,643,334 6. Funding: Fire Dept. Capital (451.0901.422.42.02) B. Ironwood Drive Sidewalk, Edison Rd. to SR 23 – Project No. 117-033A 1. Company: Walsh & Kelly, Inc. 2. Change Order No.: 1 (Final) 3. Increase Amount: $5,160.24 4. Percent of Increase: 2.82% 5. Revised Contract Amount: $188,144.74 6. Funding: LRSA/Major Moves (251.0608.431.42.96) C. Venues, Parks, and Arts Maintenance Storage Building – Project No. 118-046R 1. Company: The Robert Henry Corporation 2. Change Order No.: 1 3. Increase Amount: $18,800 4. Percent of Increase: 5.69% CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION October 18, 2018 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER Page 3 5. Revised Contract Amount: $348,974 6. Funding: Park Bond Series I (471.1138.452.42.01) 9. CHANGE ORDERS AND PROJECT COMPLETION AFFIDAVITS A. Mishawaka Avenue Roto Rooter Jetter Removal and North Shore Drive Improvements – Project No. 118-069R 1. Company: HRP Construction 2. Change Order No.: 1 (Final) 3. Decrease Amount: ($21,438.50) 4. Percent of Decrease: (47.17%) 5. Final Contract Amount: $24,012.50 6. Funding: Sewer Capital (641.0621.792.63.35) 10. REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS A. 2018 Demolitions – Project No. 118-307 1. Funding: COIT (404.1201.415.39.87) B. Fat Daddy’s Building Demolition – Project No. 118-066 1. Title Sheet 2. Funding: RWDA TIF (324.1050.460.39.82) C. Airport Annexation Area Sewer Extension – Project No. 117-108 1. Title Sheet 2. Funding: Utilities, Sewage Works/Wastewater, Sewer Rehabilitation (642.0621.415.42.05) D. Wayne St. Parking Garage Roof Replacement – Project No. 118-096A 1. Title Sheet 2. Funding: RWDA TIF (324.1050.460.42.02) E. Century Center Lower North Restrooms Repair – Project No. 118-082A 1. Title Sheet 2. Funding: Liability Insurance (226.0419.672.43.02) 11. RESOLUTIONS A. No. 55-2018 – A Resolution of the South Bend, Indiana Board of Public Works on Disposal of Unfit and/or Obsolete Property 1. Description: Software Licenses B. No. 56-2018 - A Resolution of the South Bend, Indiana Board of Public Works on Disposal of Unfit and/or Obsolete Property 1. Description: City of South Bend County-City Building Improvements, Howard Park Lodge ADA and Miscellaneous Improvements, and Copiers CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION October 18, 2018 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER Page 4 C. No. 57-2018 – A Resolution of the Board of Public Works of the City of South Bend, Indiana, Approving Tax-Exempt Lease-Purchase Financing with U.S. Bancorp Government Leasing and Finance, Inc. 1. Description: $522,878.28 Vehicle and Equipment Financing: Authorize City Controller to Execute Final Documents 12. AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA A. Temporary and Permanent Easement – Sisters of the Holy Cross, Inc. 1. Description: Easement for Public Utilities regarding Old Clay Utilities Sewer Lining Project 2. Amount: $3,595 3. Funding: Utility Expense/Contractual Service/Other (641.0621.792.63.35) B. Amendment No. 1 to Professional Services Agreement – Smith Group JJR, Inc. 1. Description: Final Design for Seitz Park, East Race Pedestrian Crossing, East Bank Trail, Trail for Seitz to Colfax, and Trail from Seitz to Howard Park 2. Amount: $683,500; New Total $869,900 3. Funding: Park Bond C. Memorandum of Understanding – Indiana University South Bend 1. Description: Contribution to Demolition of Wooden Indian Motel at 1631 Lincoln Way East 2. Amount: $50,000 3. Funding: EDIT (408.1201.415.39.89) D. Contribution-in-Aid-of-Construction Agreement – Indiana Michigan Power Company 1. Description: I&M to convert Street Lighting Power at 6777 Enterprise Drive from 277/480 Volt Three (3) Phase to 120/208 Single Phase 2. Amount: $17,232.64 3. Funding: Light Up South Bend; COIT (404.0602.431.31.06) E. Professional Services Agreement – Jones, Petrie, Rafinski Corporation 1. Description: Michigan Street from Western Ave. to Colfax Ave. Reconstruction Design 2. Amount: NTE $170,000 3. Funding: LRSA (251.0608.431.36.06) F. Professional Services Agreement – New Avenues 1. Description: Renewal of City’s Employee Assistance Program 2. Amount: $3.60/employee/month; $4.05/employee/month for Public Safety Employees 3. Funding: Health Insurance Fund (711.0401.671.34.13) G. Professional Services Agreement – SEMMA Health, Inc. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION October 18, 2018 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER Page 5 1. Description: Help City Develop 2020 Benefit Plan by ensuring City is Paying Reasonable Rates for Medical Services 2. Amount: $2/month/employee + 25% Success Fee 3. Funding: Self-Funded Benefits (711.0401.671.31.06) H. Amendment No. 1 to Professional Services Agreement – KIL Architecture & Planning 1. Description: Design Changes for Venues, Parks, and Arts Maintenance Storage Building 2. Amount: $2,950; New Total $41,850 3. Funding: Park Bond Series I (751.1101.452.39.89) I. Right of Entry Agreement – Ceol Mor Properties, LLC 1. Description: Right of Entry to Install Concrete Approach and Tie-In to Existing along the North Side of Lincolnway East at 1047 Lincolnway East J. Temporary Right of Entry Agreement – Bridge Financial Services, Inc. 1. Description: Right of Entry to Install a Concrete Approach and Curb Ramp Tie-In to Existing along the North Side of Lincolnway East at 1009 Lincolnway East 2. Amount: N/A 3. Funding: RWDA TIF (324.1050.460.31.02) K. QPA Purchase – Dell, Inc. 1. Description: ERP Software Licenses 2. Amount: $125,859.93 3. Funding: IT Operating (279.0672.415.36.04) L. Special Purchase – Hoosier Fire Equipment 1. Description: SCBA Fill Station Compatible with Scott SCBA Equipment 2. Amount: $69,985 3. Funding: Equipment Purchases/Material & Equipment (287.0902.422.43.10) M. Software Agreement – ESO Solutions, Inc. 1. Description: Web-Based Software for Fire Reports, Properties, and Inspections 2. Amount: $27,775 3. Funding: Professional Services (101.0901.422.31.06) N. Amendment No. 1 to Professional Services Agreement – Black and Veatch Corporation 1. Description: Olive GAC Plant Replacements and Refurbishments 2. Amount: $8,840 3. Funding: Engineering Professional Services (101.0602.431.31.06) 13. LICENSES AND PERMITS A. Block Party – Residential CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION October 18, 2018 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER Page 6 1. Applicant: Park Avenue Neighborhood Association a) Event: Halloween Party b) Location: Manitou Pl. from Park Ave. to Forest Ave. c) Date/Time: October 28, 2018; 3:00 p.m. to 6:00 p.m. d) Favorable Recommendations 2. Applicant: Bryan Woodward a) Event: College Street Block Party b) Location: College St. from Bulla Ave. to Elwood Ave. c) Date/Time: November 3, 2018; 9:00 a.m. to 8:00 p.m. d) See Police and Traffic & Lighting Comments B. Encroachments/Revocable Permits 1. Applicant: East Wayne Street Neighborhood Association a) Location: West End of Large Island at 1100 Wayne Street b) Description: Book Kiosk c) See Engineering and Community Investment Comments 14. STREET/ALLEY VACATIONS A. Applicant: Elida Matovina 1. Location: East/West Alley West of N. Notre Dame Ave. and East of N. St. Peter St., South of Napoleon Blvd. and North of St. Vincent St. 2. Purpose: Traffic through Alley a Concern for Residents 3. See Comments from Fire, Street, Community Investment, Engineering and Area Plan Commission B. Applicant: Lee Slavinskas 1. Location: East/West Alley South of Garst Street, North of Stull Street, West of South Main St. to North/South Alley 2. Purpose: Use Land for Employee Parking 3. Favorable Recommendations C. Applicant: Frank and Rita Smith 1. Location: Two (2) East/West Alleys South of W. Washington St. from Garfield St. to North/South Alley; One (1) North/South Alley between the Two (2) East/West Alleys 2. Purpose: Privacy from Neighbors 3. See Comments from Community Investment and Fire Department D. Applicant: Marla Dill 1. Location: Two (2) Alleys: First North/South Alley West of Robinson St., South of Dayton St. terminating at East/West Alley; East/West Alley, South of Dayton St., running between Existing North/South Alleys 2. Purpose: Eliminate Trashed Cars Stored in Alley 3. See Comments from Engineering and Community Investment CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION October 18, 2018 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER Page 7 E. Applicant: Alexander Kollie 1. Location: First North/South Alley East of S. Michigan St. and West of S. St. Joseph South of E. Dubail St. and Terminating at the Existing East/West Alley 2. Purpose: Close Access to Non-Residents 3. See Comments from Streets, Area Plan Commission, Engineering, and Community Investment 15. TRAFFIC CONTROL DEVICES A. New Installation and Revision 1. Description: Convert Intersections to All-Way Stop and Add Reflectorized Strips to Existing Stop Sign Posts 2. Location: Intersection of South Bend Ave., Notre Dame Ave., and Campeau St. 3. All criteria has been met B. New Installation – Pedestrian Crossing 1. Location: 120 Dr. Martin Luther King Jr. Blvd. 2. All criteria has been met C. Traffic Restriction 1. Applicant: Tippecanoe Place Restaurant 2. Location: North Side of Coquillard Park on Campeau St. 3. Description: Reserved Parking for Sixteen (16) Motor Coach Busses 4. See Traffic & Lighting and Engineering Comments 16. CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE A. 52277 Hickory Rd., Granger – Sewer B. 18404 Summer Wind Lane – Sewer/Water 17. INDUSTRIAL WASTEWATER DISCHARGE PERMITS A. Upgrade Significant Industrial User Permits to meet Local Limitation Modifications 1. Companies: Aramark, Edcoat, Federal Mogul, Honeywell, Imagineering (both locations), IN Tek & IN Kote, Linde, McCormick, Monarch, Steel Warehouse, Pioneer, South Bend Ethanol, Suzuki, TK Finishing, Unifrax, St. Joseph Energy Center, New Carlisle St. Joseph Energy Center Water Treatment Facility 18. RATIFY BONDS A. Contractor Bonds 1. Raffin Construction Company, Released effective November 9, 2018 2. 3 Sons Landscaping LLC, Approved effective September 28, 2018 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION October 18, 2018 – 10:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 GARY A. GILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK THERESE J. DORAU JAMES A. MUELLER Page 8 3. Greg Schoff d/b/a G. Enterprises, Approved effective September 27 , 2018 B. Excavation Bonds 1. Electrical Maintenance and Construction LLC, Released effective September 17, 2018 2. Bradford Building Company, Inc., Released effective October 11, 2018 3. Grade Rite Excavating, Inc., Released effective October 23, 2018 4. Sav-Yor Plumbing, Released effective September 5, 2018 C. Occupancy Bonds 1. Shein Realty, Released effective September 17, 2018 2. Sea of Glass dba Fish Window Cleaning, Approved effective September 12, 2018 19. CLAIMS 20. PRIVILEGE OF THE FLOOR 21. 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.