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Home My WebLink About10232018 Board of Public Works MeetingAGENDA REVIEW SESSION OCTOBER 18 2018 320 No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 11:32 a.m. BOARD OF PUBLIC W� �a Gary . Gilot, Pre )dent Elizabeth A. Maradik, Member 7 ierese J,,Dorauac_n'iber Suzanna 1V I ritzberg, Member James A. Mueller, Member ATTEST: k �f Find M artin, Clerk r REGULAR MEETING OTC'' 1"OBER 23, 2018 The Regular Meeting of the Board of Public Works was convened at 9:32 a.m. on Tuesday, October 23, 2018, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik and James Mueller present. Board Members Suzanna Fritzberg and Therese Dorau were absent. Also present was Board Attorney Clara McDaniels. APPROVE M1N[JTES OF PREVIOUS MEETING Upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Meeting of the Board held on October 4, October 9, and October 16, 2018, were approved. OPENING OF BIDS — THREE TWENTY AT 'rHE CASCADE — GLAZED ASSEMBLIES — PROJEC T NO. 118-0 aA (REDA CFI 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: d.W. WERNTZ & SON, INC 1002 Kerr St. South Bend, IN 46601 Bid was signed by: Patrick Werntz Non -Collusion, Non -Discrimination Affidavit Form was completed Ten percent (10%) Bid Bond was submitted BID: $1,652,000.00 PRECISION WALL SYSTEMS, INC, 3801 S. Main St. South Bend, IN 46614 Bid was signed by: Jason Christy Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted REGULAR MEETING OCTOBER 23, 2018 321 BID: $1,448,000 Upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the above bids were referred to Community Investment and Engineering for review and recommendation. OPENING OF BIDS VENUES PARKS AND ARTS RESTROOM REMODELING PROJECT NO. 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: 13ROWN & BROWN GENERAL CONTRACTORS, INC. 124 S. Elkhart St., PO Box 487 Wakarusa, IN 46573 Bid was signed by: Eric Brown Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted no Total Base Bid $563,262.00 Total Alternate No. 1 $14,244.00 Total Alternate No. 2 $85,941.00 Total Alternate No. 3 $49,271.00 Total Alternate No. 4 $71,304.0== Total Amount Base Bid + Alternate 1,2,3,4 $784,022.00 Upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the above bid was referred to Venues, Parks, and Arts for review and recommendation. OPENING OF BIDS — TWO 2 MORE OR LESS 2018 OR NEWER SINGLE AXLE DUMP TRUCKS, — SPEC X (,LEWF-_R CAPITAL J 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: SELKING INTERNATIONAL 4849 W. Western Ave. South Bend, IN 46619 Bid was signed by: Kenneth Waite Non -Collusion, Non -Discrimination Affidavit Form was completed Ten percent (10%) Bid Bond was submitted on _PSLcri tion _Year/Make/Model Unit Price Dump Truck 2020 Intl. HV 607 $141,450.00 Alternate Description Cost Total I Quick Hitch for Front Plow $4,398 $8,796 2 Front Snow Plow $9,_478 —f1-8,956 3 Leaf Box $9,384 $18,768 4 Stainless SteelMonroe Tailgate Spreader Model #MS966 $3,982 $7,964 Estimated number of days for delivery from award: 180-2 10 days TRUCK CENTEMS, INC. 1011 W. Sample St. South Bend, IN 46619 REGULAR MEETING GCTGBER 23, 2018 322 Bid was signed by: Rich Stopczynski 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 Complete 2020 Freightliner Model 108SD w/body $146,218.00 Unit Bid equipment by W.A. Jones Truck Bodies and E uipment Alternate Description Cost Total 1 Quick Hitch for Front $4,398.00 $8,796. 00 Plow 2 Front Snow Plow $9,478.00 $18,956.00 3 Leaf Box $9,384.00 $18,768.00 4 Stainless Steel Monroe $3,982.00 $7,964.00 Tailgate Spreader Model #MS966 Estimated number of days for delivery from award: 300 days TRANS CHICAGO/VIKING LIVES 2333 W. 25' Avenue Gary, IN 46404 Bid was signed by: Dustin Waters Non -Collusion, Non -Discrimination Affidavit Form was not submitted Bid Bond or Bid Security Check was not submitted p Description Year/Make/Model Unit Price 2019 Freightliner 108S5 $150,821 each (2)301.642 Alternate Description Cost Total 1 Quick Hitch for Front N/A — More Plow Info Re uired 2 Front Snow Plow $8,490 $159,311 Base + Plow (2) $311,592 3 Leaf Box N/A 4 Stainless Steel $4,975 $164,286 Base + Monroe Tailgate Plow + Sander Spreader Model (2) $328,572 #MS966 Estimated number of days for delivery from award: 90-120 days depending on options from selected quote page Upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the above bids were referred to Central Services for review and recommendation. OPENING OF PROPOSALS — CITY GE SGU"9"I1 BFND BRANDED APPAI EI, AND ACCESSORIES (VARIOUS FUNDING') Mr. Gilot advised that this was the date set for the receiving and opening of sealed proposals for the above referenced project. Mr. Gilot stated the proposals will be reviewed and scored based on a matrix system, by a team made up of City representatives. He read the names of the following companies submitting proposals: REGULAR MEETING OCTOBER 23.2018 323 THE DUGOUT 'SPORTING GOODS 3222 Lincoln Way West South Bend, IN 46628 AMC PROMOTIONAL, PRODUCTS 10401 Post Office Blvd. 4620684 Orlando, FL 32862 VISIONS CPS BRANDING LLC 2026 S. Brookfield St. South Bend, IN 46613 BSN SPORTS PO Box 7726 Dallas, TX 75209 Upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the above proposals were referred to VPA and the review team for review and recommendation. OPENING OF QLLOTATIONS — SAND PRO 3040 PA LEASE FINANCING 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: CENTURY EQUIPMENT 2266 E. Aurora Road Twinsburg, OH 44087 Quotation was submitted by: Not Listed QUOTATION: $64,667.21 THE KENNEY CORPORAT"ION 8420 Zionsville Rd. Indianapolis, IN 46268 Quotation was submitted by: Not Listed QUOTATION: $47,566.76 REINDERS, INC. 911 Tower Rd. Mundelein, IL 60060 Quotation was submitted by Steven Stewart QUOTATION No. 1: $55,558 QUOTATION No. 2: $64,074.00 Upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the above quotations were referred to VPA for review and recommendation. OPENING OF QUOTATIONS — 4X4 DIESEL UTILITY VEHICLE (VPA LEASE FINANCING) 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: BOBCAT OF MICHIANA 28747 Old US 33 Elkhart, IN 46516 Quotation was submitted by Mike Griffy QUOTATION: $20,271.68 Upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the above quotation was referred to Central Services for review and recommendation. REGULAR MEETING OCTOB �R 2_3 2018 324 OPENING OF QUOTATIONS — BOBCAT COMPACT EXCAVATOR IXEA LEASE FINANCING) 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: BOBCAT OF MICHIANA 28747 Old US 33 Elkhart, IN 46516 Quotation was submitted by Mike Griffy QUOTATION: $49,519.72 Upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the above quotation was referred to Central Services for review and recommendation. OPENING OF QUOTATIONS. —,GRAND STAND MULTI -FORCE WITH 60" DECK VPA LEASE FINANCING') 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: WEAVE, R AG & LAWN E OUIPMENT 52345 Indiana 933 N South Bend, IN 46637 Quotation was submitted by Brent Kocsis QUOTATION: $35,256.42 YARD-N-GARD 919 E. Mishawaka Rd. Elkhart, IN 46517 Quotation was submitted by KWC QUOTATION: $32,277.98 MICHIANA LAWN EQUIPMENT 430 Mayflower Rd. South Bend, IN 46619 Quotation was submitted by: Not Listed QUOTATION: $17,860.03 Upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the above quotations were referred to Central Services for review and recommendation. OPENING OF QUOT FINANCING) 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: BOBCAT OF MICHIANA 28747 Old US 33 Elkhart, IN 46516 Quotation was submitted by Mike Griffy QUOTATION: $6,451.28 Upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the above quotation was referred to Central Services for review and recommendation. REGULAR MEETING OCTOBER 23 2018 325 AWARD BID — GEMINI AT WASHINGTON-COLFAX APARTMENTS MASONRY AND STAIR — PROJECT NO. 118-080B (WWDA T1F) Mr. Kyle Silveus, Engineering, advised the Board that on October 9, 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 bidders: a) Bokon Masonry, Inc., 57571 Pear Road, South Bend, IN 46619 (1) Amount: $190,171; Division A, Base Bid b) Paul's Welding, Inc., 7930 W 1000 N, Nappanee, IN 46550 (1) Amount: $168,844; Division B, Base Bid Therefore, Ms. Maradik made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Mueller seconded the motion, which carried. REJECT BIDS — THREE TWENTY AT THE CASCADE — EXTERIOR INSULATION & FINISH SYSTEM — PROJECT NO. 118-047B, R1 DA TII" Ms. Sue Ellen Doudrick, Engineering, advised the Board that on October 9, 2018, one (1) bid was received and opened for the above referenced project. After reviewing the bid, Ms. Doudrick recommended that the Board reject it due to exceeding the budget by nearly 50%. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the bid be rejected as outlined above. Mr. Mueller seconded the motion, which carried. REJECT BIDS — ONE (1) OR MORE, 2018 OR NEWER '/4 TON TWO -WHEEL DRIVE PICK-UP TRUCKS (WATER WORKS CAPITAL) Mr. Jeff Hudak, Central Services, advised the Board that on April 24, 2018, bids were received and opened for the above referenced truck. After reviewing the bid, Mr. Hudak recommended that the Board reject all bids due to not meeting the needs of the department. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the bid be rejected as outlined above. Mr. Mueller seconded the motion, which carried. AWARD QUOTATION — L,I IGHTO'N PLAZA MAINTENANCE (PARKS MAINTENANCE'1 Mr. Patrick Sherman, Venues, Parks, and Arts, advised the Board that on October 9, 2018, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Sherman recommended that the Board award the contract to the lowest responsive and responsible bidder, Holladay Property Services Midwest, Inc., 227 S Main Street, Suite 300, South Bend, IN 46601, in the amount of $25,625 per year, for a total of $51,250 for a two (2) year contract. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Mr. Mueller seconded the motion, which carried. AWARD PROPOSAL — UTILITY BILLING SYSTEM (SUPPORT SERVICES FOR SOFTWARE IMPLEMENTAILOM In a memorandum to the Board, Mr. Matt Coats, IT, stated proposals were received for the above project by the Board on January 23, 2018. Mr. Coats stated after review, the team is requesting the Board's approval to award the proposal to the highest overall scoring vendor, Systems and Software. Upon a motion by Ms. Maradik, seconded by Mr. Mueller and carried, the Board approved the request to award the proposal. APPROVE CHANGE ORDER NO. 1 — FIRE STATION NO. 9 — PROJECT NO. 116-012 FIRE CAPITAL) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of Ziolkowski Construction, Inc., 4050 Ralph Jones Drive, South Bend, Indiana, indicating the contract amount be decreased by $9,166 for a new contract sum, including this Change Order, in the amount of $3,643,334. Upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — IRONWOOD DRIVE SIDEWALK. EDISON ROAD TO S.R. 23 — PROJECT NO. 117-033A LRSA. Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of Walsh & Kelly, Inc., 24358 SR 23, South Bend, Indiana, indicating the contract amount be increased by $5,160.24 for a new contract sum, including this Change Order, in the amount of REGULAR MEETING OCTOBER 23, 2018 326 $188,144.74. Upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the Change Order was approved. APPROVE CHANGE ORDER NO... I — VENUES, PARKS AND ARTS MAINTENANCE STORAGE BUILDING — PROJECT NO. I I -046R PARK BOND SERIES I`I Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. I on behalf of The Robert Henry Corporation, 404 S. Frances Street, South Bend, IN 46624, indicating the contract amount be increased by $18,800 for a new contract sum, including this Change Order, in the amount of $348,974. Upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. I (FINAL) AND PROJF:CTCOMPLETION AFFIDAVIT — MISHAWAKA AVENUE ROTO ROOTER JETTER REMOVAL— PROJECT No. 118- Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. I (Final) on behalf of HRP Construction, 5777 Cleveland Road, PO Box 266, South Bend, Indiana, indicating the contract amount be decreased by $21,438.50 for a new contract sum, including this Change Order, of $24,012.50. Additionally, submitted was the Project Completion Affidavit indicating this new final cost of $24,012.50, Upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, Change Order No. I (Final) and the Project Completion Affidavit were approved. APPROVAL OF REQ JEST TO ADVERTISE FOR THE RECEIPT OF BIDS — 2018 D�EMO In a memorandum to the Board, Ms. Hana Parkhill, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the above request was approved. APPROVAL OF RE' UEST "TO ADVERT"ISE FOR TIIE RECEIPT OF BIDS AND TinE SHEET __ FA"I' DADDY"S BUILDING DEMOLITION — PROJECT" NO. 118-066 RWDA'I'IF In a memorandum to the Board, Mr. Toy Villa, Engineering, quested permission to advertise for the receipt of bids for the above referenced project. Also presented at this time for approval and execution was the Title Sheet. Upon a motion made by s. Maradik, seconded by Mr. carried,Mueller and the above request to advertise was roved, and the Title Sheet was approved and signed. APPROVAL OL2EVEST AND 171: SHEET — AIRPORT A EX 8 UTILITIES SEWAGE WOR In a memorandum to the Board,requestedces, permission to advertise for the receipt of bids for the above referenced project. Also presented at this time for approval and execution motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the above request to advertise was approved, and the Title Sheet was approved and signed. APPROVAL OF REOUEST'TO ADVERTISE FOR THE RECEIPT OF BIDS AND Tl"TLE SHEET — MAINANDWAYNE ST. GARAGE ROOF REPLACEMENT — PROJECT NO, 118- 92( )A (RWDAJ In a memorandum to the Board, Mr. Kyle Silveus, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Also presented at this time for approval and execution was the Title Sheet. Upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the above request to advertise was approved, and the Title Sheet was approved and signed. APPROVAL OF REQUES'T TO AT-1VFRT1<zr' - OF BIDS AND TITLE , FOR THE RECEIPT SHEET — CENTURY CENTER LOWER NQRTFl RESTROOM REPAIRS — PROJECT NO, 11 8-082A 'LIABILITY INSURANCE In a memorandum to the Board, Mr. Roger Nawrot, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Also presented at this time for approval and execution was the Title Sheet, Upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the above request to advertise was approved, and the Title Sheet was approved and signed. REGULAR MEETING OCTOBER 23, 2018 327 ADOPT RESOLUTION NO, 55-2018 — A RESOLUTION OF THE sour BEND INDIANA BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY Upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.55-2018 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: Software Licenses 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 less; and WHEREAS, the Board has determined that the Property has an estimated value of less 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 less. 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 23' day of OCTOBER, 2018. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Elizabeth A. Maradik s/ James A. Mueller ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 56-2018 — A RESOLUTION OF THE SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY Upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.56-2018 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: CITY OF SOUTH BEND COUNTY -CITY BUILDING IMPROVEMENTS, HOWARD PARK LODGE ADA AND MISCELLANEOUS IMPROVEMENTS, AND COPIERS (SEE LIST) REGULAR MEETING OCTOBER 23, 2018 328 WHEREAS, pursuant to Indiana Code § 36-9-6-1 er 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 less; 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 less. 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 23' day of OCTOBER, 2018. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Elizabeth A. Maradik s/ James A. Mueller ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 57-2018 — A RESOLUTION BOARD OF PUBLIC WORKS OF THE SOUTH BEND, INDIANA APPROVING TAX-EXEMPT LEASIZ 3-PL)RCHASE FINANCING WITH U.S. BANCORP GOVERNMENT LEASING, AND FINANCE, INC, Upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION 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. WHEREAS, the City of South Bend Board of Public Works ("Board") of the City of South Bend, Indiana ("City"), has the authority under the laws of the State of Indiana to purchase, acquire, and lease property; and WHEREAS, the Board has determined that a need exists for the purchase and financing of certain property for the benefit of the City's operations; and WHEREAS, in order to acquire such property, the Board desires to enter into the necessary agreement(s) and/or lease schedule(s) as are determined appropriate to consummate the tax-exempt financing offered by U.S. Bancorp Government Leasing and Finance, Inc. (the "Lessor") under its proposal dated October 11, 2018 (the "Proposal"), attached hereto as Exhibit A; and NOW, THEREFORE, BE IT RESOLVED by the City of South Bend Board of Public Works as follows: The terms of the Lessor's Proposal are hereby approved. REGULAR MEETING OCTOBER 23, 2018.329 2. The Board hereby authorizes Benjamin Dougherty, in his capacity as Deputy City Controller of the City of South Bend, Indiana, to act on behalf of the Board to formalize the terms of the financing, as they are substantially presented in the Proposal, and to execute any documents necessary to effect the same. 3. 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 October 23, 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/ James A. Mueller ATTEST: s/Linda M. Martin, Clerk APPROVAL OF AGREEMENTS/CON'FRACTS/PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for nnnrnvsl Type Business Description Amount/ Motion/ Funding Second Temporary Sisters of Easement for Public $3,595 TABLED and the Holy Utilities regarding Old (Utility Maradik/Mueller Permanent Cross, Inc, Clay Utilities Sewer Lining Expense/ Easement Proj ect Contractual Service) Amendment Smith Final Design for Seitz $683,500; Maradik/Mueller No. 1 to Group JJR, Park, East Race Pedestrian New Total Professional Inc. Crossing, East Bank Trail, $869,900 Services Trail for Seitz to Colfax, (Park Bond) Agreement and Trail from Seitz to Howard Park Agreement Indiana Contribution to Demolition $50,000 .......� Maradik/Mueller University of Wooden Indian Motel at (EDIT) South Bend 1631 Lincoln Way East Contribution- Indiana I&M to convert Street $17,232.64 Maradik/Mueller in -Aid -of- Michigan Lighting Power at 6777 (COIT) Construction Power Enterprise Drive from Agreement Company 277/480 Volt Three (3) Phase to 120/208 Single Phase Professional Jones, Michigan Street from NTE Maradik/Mueller Services Petrie, Western Ave. to Colfax $170,000 Agreement Rafinski Ave. Reconstruction (LRSA) Corporation Design Professional New Renewal of City's $3.60/ Maradik/Mueller Services Avenues Employee Assistance employee/ Agreement Program month; $4.05/ employee/ month for Public Safety Employees REGULAR MEETING OCTOBER 2.3 2018 330 (Health Insurance Fund) Professional SEMMA Help City Develop 2020 $1,000/month Maradik/Mueller Services Health, Inc. Benefit Plan by ensuring + 30% Agreement City is Paying Reasonable Success Fee Rates for Medical Services (Self -Funded Benefits) Amendment KIL Design Changes for $2,950; New Maradik/Mueller No. 1 to Architecture Venues, Parks, and Arts Total $41,850 Professional & Planning Maintenance Storage (Park Bond Services Building Series I) A ement Right of Entry Ceol Mor Right of Entry to Install N/A Maradik/Mueller Agreement Properties, Concrete Approach and LLC Tie -In to Existing along the North Side of 1047 Lincolnway East Temporary Bridge Right of Entry to Install a N/A Maradik/Mueller Right of Entry Financial Concrete Approach and Agreement Services, Curb Ramp Tie -In to Inc. Existing along the North Side of 1009 Lincolnway East QPA Purchase Dell, Inc. ERP Software Licenses $125,859.93 Maradik/Mueller (IT Operating) Special Hoosier Fire SCBA Fill Station $69,985 Maradik/Mueller Purchase Equipment Compatible with Scott (Equipment SCBA Equipment Purchases/ Material & Equipment) Software ESO Web -Based Software for $27,775 Maradik/Mueller Agreement Solutions, Fire Reports, Properties, (Professional Inc. and Inspections Services) Amendment Black and Olive GAC Plant $8,840 Maradik/Mueller No. 1 to Veatch Replacements and (Engineering Professional Corporation Refurbishments Professional Services Services) Agreement Temporary University Allow Access for N/A Maradik/Mueiler Access of Notre Temporary Drive for (Mr. Gilot Easement Dame du Residents of Stephenson disclosed he is an Agreement Lac Mills during Construction employee of of Hydroelectric Project Notre Dame but has no benefit from this QPA Purchase Gametime, Playground Equipment as $189,197.49 a reentent) Maradik/Mueller LLC Part of the Venues, Parks, (Park Bond and Arts Park Upgrade Series I) Pc°o 9�am APPROVAL OF PERMIT AND LICENSF, APPLICxrloNS The following pennit and licence npriliontivinc xxrr rr rrr .c., t,t,:,Fd'.... r , ., ....r. Applicant Description -- Date/Time Location/Comments Motion Carried Park Avenue Residential October 28, Manitou Pl. from Park Maradik/Mueller Neighborhood Block Party - 2018; 3:00 Ave. to Forest Ave. Association Halloween p.m. to 6:00 Party p.m. Bryan Residential November 3, Colle e St. from Bulla Maradik/Mueller REGULAR MEETING OCTOBEI� 23, 2018 331 Woodward — Block Party - 2018; 9:00 Ave. to Elwood Ave. Subject to no College Street a.m. to 8:00 Staking of Tent Block Party p.m. in Street and No Blocking of Access to for Emergency Vehicles TABLE APPLICATION FOR REVOCABLE PERMIT FOR ENCROACHMENT — EAST WAYNE STREET NEIGHBORHOOD ASSOCIATION — WEST END OF LARGE ISLAND AT 1100 WAYNE ST. Mr. Gilot stated a Revocable Permit has been received from Ms. Linda Riley, Treasurer for the East Wayne Street Neighborhood Association, for the purpose of allowing a book kiosk to be placed in the right-of-way at the west end of the large island at 1100 Wayne St. Mr. Jon Gaul, 1204 Wayne Street, asked if the residents could speak, Mr. Gilot requested they state their names and speak. Ms. Elizabeth Adey stated she lives on Wayne Street and noted the kiosk was already placed on the island without anyone being asked. The residents asked the petitioner to remove it and it was removed. She stated she was not aware of this new request, she just happened to see the Board's agenda with the request on it. She added nobody spoke to any of the neighbors and nothing was put on the neighborhood group Facebook or Google site. She stated they are concerned about who is going to take care of it and kids getting injured when playing in the park. She added there are no sidewalks to access the kiosk. Ms. Adey informed the Board that there are already two (2) kiosks in the neighborhood, this isn't needed. She stated the neighbors have been asking these questions of the association, which is not an actual association, and they haven't answered any of their questions. She added they have gotten no information about this request. Alicia Fullenkamp stated when she asked the petitioner what was going on she was told they want to make it available to the children. She noted they already have two (2) boxes and a library, this is not needed. She added it is not fair to the majority of the neighbors that have to look at this box and were never asked about it. Mr. Jon Gaul stated he was formerly with the FBI in Washington D.C. and there was a problem with drug deals done through these boxes. He noted they were used as drop-off points for drug and money exchanges. He noted with the current opioid problem, this is a dangerous concern for the neighbors. He added this box is not something the neighbors want to see in their neighborhood. Mr. Gilot thanked them and asked if the petitioner or anybody else wished to speak in favor. Mr. Gaul noted the petitioner was not present. Ms. Adey noted she presents herself as the Neighborhood Association, but it is not an incorporated neighborhood association. Mr. Jitin Kain, Public Works, stated these kiosks are not legal in the tree lawn based on the zoning ordinance. He noted they should only be placed on private property. Mr. Eric Horvath, Public Works, suggested the Board should probably deny them, noting they aren't legal based on zoning and they don't want to encourage more of these in the public right-of-way. Therefore, Ms. Maradik made a motion to table the request. Mr. Mueller seconded the motion, which carried. Mr. Gilot requested a letter be sent to the petitioner letting them know of the comments from the City and the neighbors, and letting them know they could re -apply but must have approvals included from all affected neighbors, UNFAVORABLE RECOMMENDATION - PETITION TO VACATE THE EAST/WEST ALLEY" WEST OF NORTH NOTR , DAME AVENUE EAST OF NORTH ST, PETER STREET" SOUTH OF NAPOLEON BLVD. AND NORTH OF ST. VINCENT STREET Mr. Gilot indicated that Ms. Elida Matovina, 1115 N. Notre Dame Ave., South Bend, Indiana, has submitted a request to vacate the above referenced alley. Mr. Gilot advised the Board is in receipt of unfavorable recommendations concerning this Vacation Petition from the Street Department, Engineering Department, Fire Department, and Area Plan Commission who all state the vacation would make access to the lands of the aggrieved persons by means of public way difficult or inconvenient, a violation of I.C. 36-7-3-13 regarding the criteria for the vacation of streets and alleys. Engineering noted there are overhead utilities and poles in the alley, and that the applicant only wants to close the entrance to the alley at certain times of the year. The Street Department noted the ally is concrete and was installed by the developer and there may be binding language in a contract between the City and the developer. They also noted the applicant only wants to close the entrance during certain times of the year which is not a valid request. The Area Plan Commission stated there is a group residence -style structure that is serviced by this alley and access for fire safety equipment is necessary. The Fire Department stated the alley is needed for access to the structures in the alley. Therefore, Ms. Maradik made a motion for an REGULAR MEETING OCTOBER 23 2018 332 unfavorable recommendation of the request for vacation. Mr. Mueller seconded the motion which carried. FAVORABLE RECOMMENDATION - PETITION TO VACATE THE EAST/WEST ALLEY SOUTH OF GARST STREE"1' NCIRTH OF STULL STREF;"C, WEST OF OC 1T1T MACN ST. TO NORTH/SOUTH ALLEY Mr. Gilot indicated that Lee Slavinskas, I I 1 I S. Main St., South Bend, IN 46614, has submitted a request to vacate the above referenced alley. Mr. Gilot advised the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Area Plan Commission, Fire Department, Streets, Community Investment and Engineering: Area Plan stated the vacation would not hinder the growth or orderly development of the unit or neighborhood in which it is located or to which it is contiguous. The vacation would not make access to the lands of the aggrieved person by means of public way difficult or inconvenient. The vacation would not hinder the public's access to a church, school or other public building or place. The vacation would not hinder the use of a public right-of-way by the neighborhood in which it is located or to which it is contiguous. Therefore, Ms. Maradik made a motion for a favorable recommendation of the request for vacation. Mr. Mueller seconded the motion which carried. UNFAVORABLE RECOMMENDATION - PETITION TO VACATE THE TWO 2. EAST/WEST ALLEYS SOUTH OF W. WAS1-IlNGTON ST FROM GAIUFIELD ST TO NORTH/SOUTH ALLEY; ONE 1 NORTH/SOUTH ALLEY BETWEEN THE TWO 2 EAST/WEST ALLEYS Mr. Gilot indicated that Frank and Rita Smith, 121 Garfield Court, South Bend, IN 46601, has submitted a request to vacate the above referenced alleys. Mr. Gilot advised the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Area Plan Commission, Streets, and Engineering. Mr. Gilot advised the Board is in receipt of unfavorable recommendations concerning this Vacation Petition from the Fire Department and Community Investment. Both Fire and Community Investment state the vacation would make access to the lands of the aggrieved persons by means of public way difficult or inconvenient, a violation of I.C. 36-7-3-13 regarding the criteria for the vacation of a street or alley. Therefore, Ms. Maradik made a motion for an unfavorable recommendation for the request for vacation. Mr. Mueller seconded the motion which carried. UNFAVORABLE RECOMMENDATION - PETITION TO VACATE TICS TWO 2 ALLEYS: FIRST WORTH/SOUTH ALLEY WEST OF ROBINSON ST, SOUTH OF DAYT°ON ST. TERMINATING AT EAST/WEST ALLEY. EAST/WEST ALLEY, SOUTII OF DAYTONST. RUNNING BET"4" EEN EXISTING NORTI-USOUTH ALLEYS Mr. Gilot indicated that Marla Dill, 1625 Randolph St., South Bend, IN 46613, has submitted a request to vacate the above referenced alleys. Mr. Gilot advised the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Street Department. Mr.. Gilot advised the Board is in receipt of unfavorable recommendations concerning this Vacation Petition from the Fire Department, Community Investment, and Engineering Department. They stated the vacations would hinder the public access to other public structures or places and would make access to the lands of the aggrieved persons by means of public way difficult or inconvenient, noting the presence of several garages needing access. Therefore, Ms. Maradik made a motion for an unfavorable recommendation for the request for vacation. Mr. Mueller seconded the motion which carried. UNFAVORABLE IECOMMENDATTON - PETITION TO VACATE THE FIRST NORTH/SOUTH ALLEY EAST OF S. MICHTGAN ST. AND WEST OF S. ST. JOSEPII SOUTH OF E. DU;BAII ST. AND TERMINATING AT THE E?1S1NG EAS"C/WEST ALLEY Mr. Gilot indicated that Alexander Kollie, 116 E. Dubail Avenue, South Bend, IN 46616, has submitted a request to vacate the above referenced alley. Mr. Gilot advised the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Fire Department. Mr. Gilot advised the Board is in receipt of unfavorable recommendations concerning this Vacation Petition from the Area Plan Commission, Streets, Community Investment, and Engineering, all noting the vacation would make access to the lands of the aggrieved person by means of public way difficult or inconvenient. Therefore, Ms. Maradik made a motion for an unfavorable recommendation for the request for vacation. Mr. Mueller seconded the motion which carried. REGULAR MEETING OCTOBER 23 2018 333 APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the following traffic control device requests were approved: NEW INSTALLATION AND REVISION: DESCRIPTION: Convert Intersections to All -Way Stop and Add Reflectorized Strips to Existing Stop Sign Posts LOCATION: Intersection of South Bend Ave., Notre Dame Ave., and Campeau St. REMARKS: All criteria has been met NEW INSTALLATION: Pedestrian Crossing Warning and Yield Signs LOCATION: 120 Dr. Martin Luther King Jr. Blvd. REMARKS: All criteria has been met DENY RESERVED PARKING RESTRICTION' RE UEST — TIPPECANOE PLACE RESTAURANT In a letter to the Board, Mr. Kevin Jakel, General Manager of Tippecanoe Place Restaurant, requested the City reserve parking for sixteen (16) buses on Campeau Street at Coquillard Park for a Florida State Alumni Association event during the Notre Dame home game of November 11, 2018. The Board noted the area is currently unrestricted and the buses can park there without reserving the spaces, if there is availability. Mr. Gilot added the City cannot reserve parking on public streets for private companies to host events. Therefore, upon a motion by Ms. Maradik, seconded by Mr. Mueller and carried, the request was denied. 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. Harvest Bible Chapel of Granger, Inc., 52277 Hickory Road, Granger, IN 46530 1. 52277 Hickory Road —Sewer (Key No. 002-2016-032702) B. Flynn Patrick and Starr Laurie, PO Box 472, Notre Dame, IN 46556 1. 18404 Summer Wind Lane— Water/Sewer (Key No. 002-1020-044219) Upon a motion by Ms. Maradik, seconded by Mr. Mueller and carried, the Consents to Annexation and Waivers of Right to Remonstrate were approved as submitted. APPROVE REVISION OF WASTEWATER DISCHARGE PERMIIT S In a Memorandum to the Board, Ms. Lauren Trapp, Division of Wastewater, informed the Board that the City of South Bend performed a technical re-evaluation of local limitations, as required by the Environmental Protection Agency, in conjunction with the re -issuance of the City's Wastewater Treatment Plant's NPDES discharge permit. She noted that due to the re-evaluation, modifications were made to the City's local limitations. The local limitations modifications have been approved by the Environmental Protection Agency and the City of South Bend Common Council. She stated the revisions to the following Significant Industrial User permits are due to modifications of the City's Local Limitations: 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 Ms. Trapp stated the City changed their local limitations at the instructions of the EPA. She noted all limits changed in relation to the available loading at plants. Mr. Gilot asked if everyone was able to meet the new limits without undue expense. Ms. Trapp stated they were. He asked if they had a fair amount of correspondence with the companies. Mr. Manual Bueno, Wastewater, stated they invited all of the companies to a meeting and met with them and explained everything REGULAR MEETING ocTOBER 23, 2018 334 and showed a slide show. He noted there were no issues with them achieving the limits, and they were all agreeable. Mr. Gilot asked if all eighteen (18) companies were present. Mr. Bueno stated there were only thirteen (13) present of the eighteen (18) invited but they also sent a draft of the permit to all of them prior to the changes. He noted they allowed them time to review and make any comments. Mr. Eric Horvath, Public Works, explained the local limits got more stringent and it gives the City the ability to set limits that help to protect the environment. Mr. Gilot questioned what the controlling factor was. Ms.. Trapp stated it was monthly limits to sludge. Mr. Gilot questioned if the bio solids are beneficially reused. Ms. Trapp confirmed they are. There being no further discussion, upon a motion made by Ms. Maradik, seconded by Mr. Mueller and carried, the revisions of the permits 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 Approved/ Released Effective Date Raffin Construction Company I Contractor Released November 9, 2018 3 Sons Landscaping LLC Contractor Approved September 28, 2018 Greg Schoff d/b/a G. Enterprises Contractor September 27, 2018 Electrical Maintenance and Construction LLC Excavation _Approved Released September 17, 2018 Bradford Building Company, Inc. Excavation Released October 11, 2018 Grade Rite Excavating, Inc. Excavation Released October 23, 2018 Sav-Yor Plumbing Excavation Released September 5, 2018 Shein Realty Occupancy Released September 17, 2018 Sea of Glass dba Fish Window Cleaning Occupancy LAPproved September 12 2018 Ms. Maradik made a motion that the bond's approval and/or release as outlined above be ratified. Mr. Mueller 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 accuracy. Name Amount of Claim Date City of South Bend $1,723,456.10 10/23/2018 U.S. Bank National Association; 2015 EDIT/Parks Bond; Requisition No. 87 $337,382.83 10/22/2018 U.S. Bank National Association, PNC Equipment Finance; Wastewater Laptops; Requisi ion. No. 15 $25,054.26 10/18/2018 Therefore, Ms. Maradik made a motion that after review of the expenditures, the claims be approved as submitted. Mr. Mueller seconded the motion, which carried. 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 10:20 a.m. BOARD OF PUBLIC WORK Gamy A. Gilot„ Presid nt Elizabeth A. Maradik, Member m / Therese J. Dordu, Member .. ........ . . —1111-11- .. ...... . .. .. . ........... . ..... ..... ... ... REGULAR MEETING OCTOB R �2-32018 335 Suzanna M.fritzberg, Member James A. Mueller, Member ATTEST: inda M. Martin, Clerk