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Home My WebLink About102318 Board of Public Works AgendaCITY OF SOUTH BEND BOARD OF PUBLIC WORKS MEETING October 23, 2018 – 9:30 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 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. OPENING OF QUOTES A. Sand Pro 3040 1. Funding: VPA Vehicle Lease Financing B. 4X4 Diesel Utility Vehicle 1. Funding: VPA Vehicle Lease Financing C. Bobcat Compact Excavator 1. Funding: VPA Vehicle Lease Financing D. Grand Stand Multi-Force with 60” Deck 1. Funding: VPA Vehicle Lease Financing E. Brush Cutter Compact Excavator 1. Funding: VPA Vehicle Lease Financing 5. 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) CITY OF SOUTH BEND BOARD OF PUBLIC WORKS MEETING October 23, 2018 – 9:30 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 6. REJECT BIDS A. Three Twenty at the Cascade – Exterior Insulation & Finish System – Project No. 118-074B 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 7. 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) 8. 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) 9. 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 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS MEETING October 23, 2018 – 9:30 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 2. Change Order No.: 1 3. Increase Amount: $18,800 4. Percent of Increase: 5.69% 5. Revised Contract Amount: $348,974 6. Funding: Park Bond Series I (471.1138.452.42.01) 10. 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); Additional Sixty (60) Days 4. Percent of Decrease: (47.17%) 5. Final Contract Amount: $24,012.50 6. Final Contract Completion Date: October 14, 2018 7. Funding: Sewer Capital (641.0621.792.63.35) 11. 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. Main and Wayne St. 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) 12. 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 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS MEETING October 23, 2018 – 9:30 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 1. Description: City of South Bend County-City Building Improvements, Howard Park Lodge ADA and Miscellaneous Improvements, and Copiers 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 13. 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) CITY OF SOUTH BEND BOARD OF PUBLIC WORKS MEETING October 23, 2018 – 9:30 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 G. Professional Services Agreement – SEMMA Health, Inc. 1. Description: Help City Develop 2020 Benefit Plan by ensuring City is Paying Reasonable Rates for Medical Services 2. Amount: $1,000/month + 30% 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 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 1009 Lincolnway East 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) O. Temporary Access Easement Agreement – University of Notre Dame du Lac 1. Description: Allow Access for Temporary Drive for Residents of Stephenson Mills during Construction of Hydroelectric Project P. QPA Purchase – Gametime, LLC CITY OF SOUTH BEND BOARD OF PUBLIC WORKS MEETING October 23, 2018 – 9:30 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. Description: Playground Equipment as Part of the Venues, Parks, and Arts Park Upgrade Program 2. Amount: $189,197.49 3. Funding: Park Bond Series I (471.1137.452.42.01) 14. LICENSES AND PERMITS A. Block Party – Residential 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 15. 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 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS MEETING October 23, 2018 – 9:30 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 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, Fire, and Community Investment 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 16. 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 Buses on November 11, 2018 4. See Traffic & Lighting and Engineering Comments 17. CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE A. 52277 Hickory Rd., Granger – Sewer B. 18404 Summer Wind Lane – Sewer/Water 18. 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 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS MEETING October 23, 2018 – 9:30 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 Warehouse, Pioneer, South Bend Ethanol, Suzuki, TK Finishing, Unifrax, St. Joseph Energy Center, New Carlisle St. Joseph Energy Center Water Treatment Facility 19. RATIFY BONDS A. Contractor Bonds 1. Raffin Construction Company, Released effective November 9, 2018 2. 3 Sons Landscaping LLC, Approved effective September 28, 2018 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 20. CLAIMS 21. PRIVILEGE OF THE FLOOR 22. 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.