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HomeMy WebLinkAbout11132018 Board of Public Works MeetingAGENDA REVIEW SESSION NO'VEMBER 8.2018 340 facts were different, he would not recommend rescinding, noting bidders regret is different. Mr. Mueller asked if this is in the Responsible Bidder Ordinance language. Attorney Clara McDaniels stated this is just a scrivener's error and oversight on their part. Mr. Gilot added if this was a pattern of habit, it would be different, and he is comfortable with this. Mr. Mueller asked if the bidder is okay with the disqualification„ and does the Board have that in writing. Mr. Schmidt stated they are fine with it and have provided that on their letterhead. - Award Bid — Three Twenty at the Cascades — Glazed Assemblies Ms. Sue Ellen Doudrick, Engineering, requested the Board table this item, noting they need more time. - Dedicated Improvements Agreement — KRG Eddy Street Land II, LLC Ms. Doudrick stated as part of previous discussions with the Board, Kite needed to meet requirements of the Board and she has received all of the items requested including the performance bond. She added it took a while to come up with agreement because the city doesn't have a lot of these situations. Mr. Gilot asked in the event of other projects, will they be able to reuse this. Ms. Doudrick stated they will. - Change Order — Erskine Clubhouse Renovation Mr. Kyle Silveus, Engineering, stated this Change Order is for removing the intermediate completion date due to running into some lead in the clubhouse that will need to be removed. He noted the final completion date will not change. - Professional Services Agreement — Forum Architects, LLC Mr. Silveus stated this is for design of the O'Brien Center fitness center expansion. - Memorandum of Understanding — Oaklawn Psychiatric Center Ms. Fritzberg stated this is a donation for opioid addiction recovery coaching funded by 21" Century CURE grant. She noted this will provide immediate counseling to those in need rather than waiting for an appointment. - Memorandum of Understanding — St. Joseph county Health Department Ms. Fritzberg stated this donation is for support for the purchase and distribution of lead paint analyzers and cleaning kits to be provided to the public. - Professional Services Agreement — Zach Hurst Mr. Mueller explained this is for a part-time consultant for Redevelopment to assist with engineering services. No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 11:30 a.m. BOARD OF PUBLIC WORKS Gary . Gilot, President Elizabeth A, Maradik, Member Therese J. Dor 'Member F7 y" Suzanna M. 1'rtzlaerg,l ember James A. Mueller, Member ATTEST: Fida M. Martin, Cleik REGULAR MEETING NOV'EMBER 13 2018 The Regular Meeting of the Board of Public Works was convened at 9:35 a.m. on Tuesday, November 13, 2018,.by Board President Gary, A. Gilot, with Board Members 'Therese Dorau, REGULAR MEETING NOVEMBERU 2018 341 Suzanna Fritzberg, and Elizabeth Maradik present. 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 Review Meetings of the Board held on October 18, October 23, October 30, and November 6, 2018, were approved. OPENING OF BIDS — 2018 DEMOLITIONS — PROJECT NO. 118-307 COIT 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: INDIANA EARTH INC 10343 McKinley Highway Osceola, IN 46561 Bid was signed by: Keith Stevens Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted BID - Division A Total $129,180.00 Division B Total $144,955.00 Division C Total $128,500.00 Total Bid (Sum Division A — C) $402,635.00 Asbestos Abatement iJnit Prir.ino Item No. Unit Pricing if Required Unit Add Per Unit Price I. Removal, Management, and Disposal of Linear Feet $25.00 Duct Tape Material Containin Asbestos —__._ II. Removal, Management, and Disposal of Square $22.00 Duct Wrap Material Containing Asbestos Feet IIL Removal, Management, and Disposal of Square $4.50 Floor Tile and Mastic Material Feet _ Containing Asbestos N, Removal, Management, and Disposal of Square $17.00 Plaster Material Containing Asbestos Feet V. Removal, Management, and Disposal of Square Corrugated Sheet Material Containing Feet Asbestos VI. Removal, Management, and Disposal of Square $17.00 Attic Insulation Material Containing Feet Asbestos VII. Removal, Management, and Disposal of Square $7.00 Transite Siding Material Containing Feet Asbestos RITSCHARD BROS., INC 1204 W. Sample Street South Bend, IN 46619 Bid was signed by: Rachelle Dolniak Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted BID: Division A Total $98,635.00 Division B Total $134,529.00 REGULAR MEETING NOVEMBER 13 2018 342 Division C Total $86,594.00 Total Bid (Sum Division A — C) $319,758.00 Asbestos Abatement Unit Pricing Item No, Unit Pricing if Required Unit Add Per Unit Price L Removal, Management, and Disposal of Linear Feet $25.00 Duct Tape Material Containing Asbestos II. Removal, Management, and Disposal of Square Feet $21.00 Duct Wrap Material Containing Asbestos Removal, Management, and Disposal of i Square Feet $5.00 Floor Tile and Mastic Material Containing Asbestos IV. Removal, Management, and Disposal of Square Feet $18.00 Plaster Material Containin Asbestos V. Removal, Management, and Disposal of Square Feet $7.50 Corrugated Sheet Material Containing Asbestos VI. Removal, Management, and Disposal of Square Feet $18.00 Attic Insulation Material Containing Asbestos VII. Removal, Management, and Disposal of Square Feet $8.00 Transite Siding Material Containing Asbestos R&R DXCAVA:I'INC 'INC. 2010 Went Avenue Mishawaka, IN 46545 Bid was signed by: William Loudin Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted on A Total $205"'"0on B Total01,100.00on p C Total $232900.00Bid (Sum Division A — C) $739,380.00 Asbestos Abatement Unit Pricing Item No. Unit Pricing if Required Unit Add Per Unit Price I. Removal, Management, and Disposal of Linear Feet $30.00 Duct Tape Material Containing Asbestos II. Removal, Management, and Disposal of Square Feet $30.00 Duct Wrap Material Containing Asbestos III. Removal, Management, and Disposal of Square Feet $10.00 Floor Tile and Mastic Material Containin ) Asbestos IV. Removal, Management, and Disposal of Square Feet $20.00 Plaster Material Conta:inin x, Asbestos V. Removal, Management, and Disposal of Square Feet $10.00 Corrugated Sheet Material Containing Asbestos VI. Removal, Management, and Disposal of Square Feet $20.00 Attic Insulation Material Containing Asbestos REGULAR MEETING NOVEMBER 13 2018 343 VII. Removal, Management, and Disposal of Square Feet $10.00 Transite Siding Material Containing Asbestos _J JW CONCRETE/EXCAVATION 1617 3`d Street Osceola, IN 46561 Bid was signed by: John Ward Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Security Check was submitted BID: Division A Total $88,000.00 Division B Total $122,715.00 Division C Total $79,225.00 Total Bid Sum Division A — C) -$289,940.00 Asbestos Ahntement T Tnit Pricinnv Item No. Unit Pricing if Required Unit Add Per Unit Price I. Removal, Management, and Disposal of Linear Feet $14.00 Duct Tape Material Containing Asbestos II. Removal, Management, and Disposal of Square Feet $18.00 Duct Wrap Material Containing Asbestos IIL Removal, Management, and Disposal of g p Square Feet $9.25 Floor Tile and Mastic Material Containing Asbestos IV. Removal, Management, and Disposal of Square Feet $22.00 Plaster Material Containing Asbestos V. Removal, Management, and Disposal of 'Square Feet $9.00 Corrugated Sheet Material Containing Asbestos VI. Removal, Management, and Disposal of Square Feet $24.00 Attic Insulation Material Containing Asbestos VII. Removal, Management, and Disposal of Square Feet $11.00 Transite Siding Material Containing Asbestos Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above bids were referred to Engineering and Code Enforcement for review and recommendation. OPENING OF QUOTATIONS — OLIVE PRODUCTION WELL NO. 6 REHABILITATION — PROJECT NO. 118-102 (WATER WORKS OPERATIONS & MAINTENANCE) 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: PEERLESS MIDWEST INC. 55860 Russell Industrial Parkway Mishawaka, IN 46545 Quotation was submitted by Frank Williams Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $50,930.00 OUTMAN DRILLING, INC. 241 N. 300 W. Kokomo, IN 46901 REGULAR MEETING NOVEMBER 13 2018 344 Quotation was submitted by Deanna Ortman Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $72,571 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above quotations were referred to Engineering for review and recommendation. OPENING OF UOTATIONS — EDISON PRODUCTIONWELL NO, 2A REHABILITATION — PROJECT NO. 118-103 (WATER WORKS OPERATIONS ,& MAINTENANCE 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: PEERLESS MIDWEST INC. 55860 Russell Industrial Parkway Mishawaka, IN 46545 Quotation was submitted by Frank Williams Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $49,991.00 ORTMAN DRILLI1w1G INC. 241 N. 300 W. Kokomo, IN 46901 Quotation was submitted by Deanna Ortman Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $73,075 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above quotations were referred to Engineering for review and recommendation. OPENING OF QUOTATIONS -- FOUR WINDS FIELD LANDSCAPING (COVE NON - REVERTING FUNDI 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: ACORN LANDSCAPING LLC; 3680 W. Sample Street South Bend, IN 46619 Quotation was submitted by Jeff Ritschard Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $44,207.55 DOUGLAS LANDSCAPE, INC' 23590 Ardmore Trail South Bend, IN 46628 Quotation was submitted by Douglas Pittman Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $53,127.60 FOEGLEY" LANDSCAPE INC 52215 North Lilac Road South Bend, IN 46628 Quotation was submitted by Jonathan Guard Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $32,955.00 REGULAR MEETING NOVEMBEII 13 2018 345 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above quotations were referred to Venues, Parks, and Arts for review and recommendation. OPENING OF QUOTATIONS - MORRIS THEATER MEZZANINE HANDRAILS - PROJECT NO. 118-081 (MORRIS CAPITALj Mr. Gilot advised that this was the date set for the receiving and opening of sealed quotations for the above referenced project. The Clerk of the Board stated there were no quotations received. OPENING OF QUOTATIONS -- ENGINEERING OFFICE IMPROVEMENTS BIRLDING MAINTENANCE AND REPAIRS). 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: GIBSON-LE WIS, LLC 1001 W. 1I"' Street Mishawaka, IN 46544 Quotation was submitted by Robert Lingenfelter Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $20,091 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: $7,800 PREMIER I CONSTRUCTION INC 105 E. Jefferson Blvd. South Bend, IN 46601 Quotation was submitted by Alan Lusk Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $17,700 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above quotations were referred to Engineering and Central Services for review and recommendation. OPENING OF PROPOSALS - INDOT SCHOOL ZONE FLASHING BEACON ASSEMBLIES - PROJECT NO. 117-075 (MAJOR MOVES). 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 review team. He read the name of the following company submitting a proposal: TROYER GROUP 550 Union Street Mishawaka, IN 46544 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above proposal was referred to the review team for review and recommendation. Ms. Kara Boyles, Engineering, informed the Board that one of the engineers, Scott Kreeger, received an email at 10:00 a.m. this morning from Mark Herald with VS Engineering, Inc., showing that UPS had attempted to deliver his proposal on Monday, November 12. The Board noted that City offices were closed due to Veteran's Day, Ms. Boyles stated UPS will try again to deliver at 11:30 this morning and she requested the Board's approval to accept the proposal. Mr. Gilot noted this was a proposal to be reviewed and scored based on a scoring matrix, therefore there is no advantage gained by submitting the proposal after the name of the other company was read. He noted if this was a bid, it would not be accepted, but there are no amounts REGULAR MEETING NOVEMBER 13, 2018 346 read into the record on proposals. Therefore, Mr. Gilot made a motion to reconsider the Board's earlier motion and accept two (2) proposals. Ms. Maradik seconded the motion, which carried. The Board read the name of the following additional company submitting the proposal, from a copy of the email sent to Mr. Kreeger: VS ENGINEERING, INC. 10305-A Dawson's Creek Blvd. Fort Wayne, IN 46825 RESCIND BID AWARD —ONE 1 OR MOI�E 2018 OR NEWER, COMPACT TRACK LOADER — SPEC U In a memo to the Board, Mr. Jeff Hudak, Central Services, requested the Board approve his request to rescind the award of the above bid from October 9, 2018 to Hull Lift Truck, Inc., 28747 Old US 33, Elkhart, IN 46516. Mr. Hudak stated Hull incorrectly transferred a number from the manufacturers invoice to the City's bid sheet and the error resulted in a base bid nearly 50% lower than the competition and clearly incorrect. Mr. Hudak stated upon notice of the award, Hull immediately contacted Central Services and explained the error and asked that its bid be disqualified. He noted Central Services reviewed the entire bid and was able to easily recognize the error simply by looking at the paperwork submitted in Hull's bid. He added no other bidder will be prejudiced through the disqualification of Hull's bid. Mr. Michael Schmidt, Purchasing, stated he was incorrect when the Board questioned him at the previous meeting on whether there was a bid bond. He noted he based his answer that there was not on Statute requirement, which would not require a bid bond. He stated the standard bid specs have a line in them requiring a bid bond. Attorney MCDaniels stated this is clearly a scrivener's error, not buyer's remorse. Mr. Gilot agreed and clarified this is a very narrow instance, this does not set a policy for this Board. Therefore, upon a motion by Ms. Maradik seconded by Ms. Dorau and carried, the Board approved the request to rescind the award and the contract as requested. AWARD BID - TWO (2). MORE OR LESS. 2018 OR NEWER SINGLE AXLI DUMP TRUCK -SPEC X SE`WER DEPARTMENT CAPITAT. Mr. Jeff Hudak, Central Services, advised the Board that on October 23, 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 Selking international, 4849 W. Western Avenue, South Bend, IN 46619, in the amount of $159,308 each for the base bid plus alternates 1, 2, and 4 for a total of $318,616 for two (2). Therefore, Ms. Maradik made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Fritzberg seconded the motion, which carried. AWARD BID — ONE (1) Olt tvi'ORE 2018 OR NEWER„ COMPACT TRACK LOADER — SPEC U (STREET DEPAR°I"MFN Mr. Jeff Hudak, Central Services, advised the Board that on September 25, 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 second lowest responsive and responsible bidder Hardings, Inc., 109 W. Commercial Avenue, Lowell, IN 46356 in the amount of $89,140 including all alternates, back up camera and trade-in discount. Therefore, Ms. Maradik made a motion that the recommendations be accepted and the bid be awarded as outlined above, Ms. Fritzberg seconded the motion, which carried, APPROVAL OF REQUEST TO REJECT BIDS — VENUES, PARKS AND ARTS RESTROOM REMODELING -- PpOJECT NO. 118-043 In a memorandum to the Board, Mr. Scott Kreeger, Engineering, requested permission to reject all bids for the above referenced project due to exceeding the budget. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above request was approved. AWARD ouarATTON — R A" TIF"it EMERGENCY REPAIRS FOR CENTURY CENTER BROKEN STORM LINE i�'L.00DING 1NS1.fRANCE FUND. Mr. Roger Nawrot submitted two (2) quotes for emergency repairs done due to a burst pipe at Century Center. a) Company: Bob Frame, Inc., 2442 Jaclyn Ct, South Bend, IN 46614 (1) Amount: $10,344.96 b) Company: First Response Disaster Restoration Specialists, 1919 S Michigan St., South Bend, IN 46613 REGULAR MEETING NOVEMBER 13 2018 347 (1) Amount: $5,590.93 Therefore, Ms. Maradik made a motion that the emergency quotations be awarded as outlined above. Ms. Dorau seconded the motion, which carried. AWARD PROPOSAL — CITY OF SOUTH BEND BRANDED APPAREL AND ACCESSORIES In a memorandum to the Board, Mr. Patrick Sherman, VPA, stated proposals were received for the above apparel and accessories by the Board on October 23, 2018. Mr. Sherman stated after review, the team is requesting the Board's approval to award the proposal to the highest overall scoring vendor, The Dugout Sporting Goods, 3222 Lincolnway West, South Bend, IN 46628. Upon a motion by Ms. Maradik, seconded by Ms. Dorau and carried, the Board approved the request to award the proposal. APPROVE CHANGE ORDER NO. 3 — DOWNTOWN CROSS STREET IMPROVEMENTS — PROJECT NO, 117-041A RWDA 7 Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 3 on behalf of Walsh & Kelly, Inc., 24358 State Road 23, South Bend, IN 46614, indicating the contract amount be increased by $786 for a new contract sum, including this Change Order, in the amount of $1,671,938.60. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 6 — DOWNTOWN CROSS STREET IMPROVEMENTS — PROJECT NO. 117-041A (RWDA TIF) Mr. Gilot advised that Mr. Roger Nawrot, Engineering, has submitted Change Order No. 6 on behalf of Walsh & Kelly, Inc., 24358 State Road 23, South Bend, IN 46614, indicating the contract amount be increased by thirteen (13) days, for a new contract project completion date of November 16, 2018. Mr. Nawrot noted there was no change to the dollar amount. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 3 — SAFE ROUTES TO SCHOOL: MONROE PRIMARY AND STUDEBAKER ELEMENTARY -- PROJECT NO. 116-039 (FEDERAL/CITY'1 Mr. Gilot advised that Mr. Roger Nawrot, Engineering, has submitted Change Order No. 3 on behalf of Indiana Department of Transportation, 315 Boyd Blvd., LaPorte, IN 46350, indicating the contract amount be increased by $15,289.92 plus an additional seven (7) days for a new contract sum, including this Change Order, in the amount of $1,951,731.71 and a new project completion date of September 28, 2018. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE CHANGE ORDER NO, 2 — VENUES. PARKS AND ARTS MAINTENANCE STORAGE BUILDING — PROJECT NO. 118-046R (PARK BOND SERIES 1) Mr. Gilot advised that Ms. Alicia Czarnecki, Engineering, has submitted Change Order No. 2 on behalf of The Robert Henry Corporation, 404 S. Frances St., South Bend, IN 46614, indicating the contract amount be decreased by $20 for a new contract sum, including this Change Order, in the amount of $348,954. She noted the dollar amount was due to the addition of new work and the removal of existing work in the contract. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE. CHANCE. ORDER NO. 1 - H_ OWARD PARK REDEVELOPMENT AND ST LOUIS BLVD. IMPROVEMENTS PROJECT NO. 117-047B PARK BOND/RETIF/REGIONAL CITIES & CUMI )L.ATIVE CAPITAL Mr. Gilot advised that Roger Nawrot, Engineering, has submitted Change Order No. 1 on behalf of Larson Danielson Construction Company, Inc., 302 Tyler St., LaPorte, IN 46350, indicating the contract amount be decreased by $843,275, plus an additional thirty (30) days, for a new contract sum, including this Change Order, in the amount of $17,976,032 and a new completion date of December 15, 2019. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 2 — RUM VILLAGE DOG PARK CONSTRUCTION (2015 PARK BONDI Mr. Gilot advised that Mr. Patrick Sherman, VPA, has submitted Change Order No. 2 on behalf of R. Yoder Construction, Inc., 27453 CR 150, Nappanee, IN 46550, indicating the contract REGULAR MEETING NOVEMBER 13 2018 348 amount be increased by $13,077,31 for a new contract sum, including this Change Order, in the amount of $143,257.31. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. I WASTEWATER TREATMENT PLANT HEADWORKS GATE IMPROVEMENTS - PROJECT NO. 117-026 CUTILITIFS WASTEWATER CAPITAL) Mr. Gilot advised that Mr. Jacob Klosinski, Utilities, has submitted Change Order No. 1 on behalf of HRP Construction, Inc., 5777 Cleveland Road, South Bend, IN 46624, indicating the contract amount be decreased by $351,345.56 plus an additional twenty (20) days, for a new contract sum, including this Change Order, in the amount of $615,154.44 and a new project completion date of November 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 - ERSKINE CLUBHOUSE RENOVATION - PROJECT NO. 116-108' CGOLF OPERATIONa) Mr. Gilot advised that Mr. Kyle Silveus, Engineering, has submitted Change Order No. I on behalf of .Ziolkowsk:i Construction, Inc., 4050 Ralph Jones Drive, South Bend, IN 46628, to eliminate Intermediate Phase I completion date of November 30, 2018. He noted there is no change in final completion date or contract amount. Upon a motion made by Ms. Maradik, seconded by Ms. Doran and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 2 - ERSKINE CLUBHOUSE RENOVATION -- PROJECT NO. H6-108(GOLF OPERATIONS Mr. Gilot advised that Mr. Kyle Silveus, Engineering, has submitted Change Order No. 2 on behalf of Ciolkowski Construction, Inc., 4050 Ralph Jones Drive, South Bend, IN 46628, indicating the contract amount be increased by $7,899 for a new contract sung, including this Change Order, in the amount of $914,899. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 2 FINAL AND PROJECT" COMPLETION AFFIDAVIT DOWNTOWN BRIDGE STRIPING - PROJECT NO. 117-12'LRSA/LANE MARKINGS & LRSA/S'.I'REET MAIN°I"FNANCEI Mr. Gilot advised that Mr. Toy Villa, Engineering has submitted Change Order No. 2 (Final) on behalf of The Airmarking Co., Inc., 1544 N. State Road 25, Rochester, IN 46975 indicating the contract amount be decreased by $445.05 for a new contract sum, including this Change Order, of $86,357.15. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $86,357.15. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, Change Order No. 2 (Final) and the Project Completion Affidavit were approved. APPROVE PROJECT CC)11PLETTON AFFIDAVIT MISIIAWAKA AVENUE ROTO ROOT"ER JE'"1'TER REMOVAL - PI.OJECT NO. l 18 069R :aE'WER CAPITAL Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Selge Construction Co., I2833 S. 11 « Street, Niles, MI 49120, for the above referenced project, indicating a final cast of $72,307. Upon a motion made by Ms. Maradik, seconded by Ms. Doran and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFF"1DAV1T - FLIR TRAFFIC CAMERA REPLACEMENTS PROJECT NO. 118-006 `LRSA Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Pemberton Davis Electric, I916 E. McKinley Ave., Mishawaka, IN 46545 for the above referenced project, indicating a final cost of $123,866.10. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFl"CIJAVIT - FI,1R TRAFFIC CAMERAS,. DIVISIONS A BAND C - IaROJECT N0. 117-122 LRSA Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Pemberton Davis Electric, I9l6 E. McKinley Ave., Mishawaka, IN 46545 for the above referenced project, indicating a final cost of $l l 1,848. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Project Completion Affidavit was approved. REGULAR MEETING NOVEMBER 13 2018 349 APPROVE REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — SALE OF ABANDONED VEHICLES Ms. Kathy Eli, Department of Code Enforcement, requested permission to advertise for the sale of approximately twenty (20) abandoned vehicles, which are being stored at Super Auto Salvage Corporation, 201 West Sherwood, South Bend, Indiana. It was noted that all vehicles have been stored more than fifteen (15) days, identification checks have been run for auto theft, and the owners and lienholders notified. 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 BIDS AND TITLE SHEET — MAIN AND COLFAX PARKING STRUCTURE REPAIRS 2019 — PROJECT NO. 11 5-043A (PARKING GARAGE FUND/RWDA TIF) 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 Ms. Dorau and carried, the above request to advertise was approved, and the Title Sheet was approved and signed. APPROVAL OF REQUEST'I'0 ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — MCKINLEY AVENUE AND FREMONT PARK IMPROVEMENTS — PROJECT NO. 11.8-072 (LRSA/UTILITY EXPENSE/CONTRACTUAL SERVICES) In a memorandum to the Board, Ms. Alicia Czarnecki, 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 Ms. Dorau and carried, the above request to advertise was approved, and the Title Sheet was approved and signed. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — SMALL DRAINAGE DESIGN AND REPAIR — PROJECT NO. 118-063 (LRSA) In a memorandum to the Board, Ms. Sue Ellen Doudrick, 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 Ms. Dorau and carried, the above request to advertise was approved, and the Title Sheet was approved and signed. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — WASTEWATER TREATMENT PLANT ADMINISTRATION BUILDNG MASONRY IMPROVEMENTS — PROJECT NO. 118-087 (SEWAGE WORKS OPERATIONS, BUILDING REPAIRS & MAINTENANCE') In a memorandum to the Board, Ms. Sue Ellen Doudrick, 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 Ms. Doran and carried, the above request to advertise was approved, and the Title Sheet was approved and signed. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — SEWER AND MANHOLE REHABILITATION - PROJECT NO. 118-093 (UTILITY EXPENSEXONTRACTUAL SERVICE) In a memorandum to the Board, Ms. Sue Ellen Doudrick, 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 Ms. Doran and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF PROPOSALS POLICE VEHICLE DECAL DESIGN AND APPLICATION (POLICE DEPARTMENT) In a memorandum to the Board, Mr. Tim Lancaster, Police Department, requested permission to advertise for the receipt of proposals for the above referenced decal design and application. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above request was approved. ADOPT RESOLUTION NO, 58-2018 — A RESOLUTION OF THE SOUTH BEND INDIANA BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY REGULAR MEETING NOVEMBER 13 2018 350 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.58-2018 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: Various Machinery, Equipment, Computers, Electronics, Software Licenses, Furniture and Fixtures (SEE LIST) WHEREAS, pursuant to Indiana Code § 36-4-6-1 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) i`tern 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 13TH day of NOVEMBER, 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 APPROVAL OF AGREEMENTSICONTRACTS/PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for Type Business Description Amount/ Motion/ ;aroval: Fundin Second orandum Oaklawn Donation to fund Addiction $25,000 Maradik/Dorau Psychiatric Recovery Coaching (COIT) Understanding Center Certification and Services at Beacon Emergency Room and Other Community Sites Contract Department of Extend Free Wi-Fi $300,000 Maradik/Dorau Innovation Accessibility to Low- (CDBG) Moderate Income Neighborhoods via Community Centers REGULAR MEETING NOVEMBER 13 2018 351 Consulting EnFocus, Inc. 2018-2019 EnFocus $28,000 Dorau/Fritzberg Agreement Fellowship Program (DCI Mr. Gilot Professional Abstained Services) Dedicated KRG Eddy Eddy Street Commons Maradik/Dorau Improvements Street Land II, Phase II Agreement and LLC Title Sheet BOARD MEMBER EXCUSED Ms. Fritzberg left the meeting at 10:07 a.m. Agreement Community Community Investment $15,000 to Maradik/D Homebuyers Staff Services for City Corporation administering Community (Department Homebuyers Corporation Admin Fund Homeownership 211) Assistance Program Agreement Urban Community Investment $40,000 to Maradik/Dorau Enterprise Staff Services related to City Association of administering Urban (Department South Bend, Enterprise Association's Admin Fund Inc. Various Programs and 211) Services Fifth Urban Revise End Date of Vacant $105,498.81 Maradik/Dorau Addendum to Enterprise and Abandoned Property (EDIT) Agreement Association of Repair Matching Grant South Bend, Agreement from December Inc. 31, 2018 to November 13, 2018 Professional United Way of Increase Number of $100,000 Maradik/Dorau Services St. Joseph Designated "High Quality" (COIT) Agreement County Pre-K Providers in South Bend for Early Childhood Education Provider Capacity Grant Program Amendment Abonmarche Additional Survey and $92,800; Maradik/Dorau No. 2 to Consultants, Design Work for St. Louis New Total Professional Inc. Blvd. Festival Street $265,400 Services (Park Bond Agreement Series D) Memorandum St. Joseph Lead Paint Analyzer $26,516 Maradik/Dorau of County Health Donation (EDIT) Understanding Department Professional Huii and General Environmental $30,000 Maradik/Dorau Services Associates, Inc. Consulting Services (Studebaker Agreement Oliver Grants) Professional The Troyer Update Century Center NTE $14,700 Maradik/Dorau Services Group Exterior Landscape (Hotel/Motel A reement Tax) Amendment Earth Additional Design Work NTE $600; Maradik/Dorau No. 2 to Exploration, for Howard Park New Total Professional Inc. Renovation $13,169.50 Services (REDA TIF) Agreement Professional Lochmueller Construction Inspection NTE Maradik/Dorau Services Group, Inc. Services for Howard Park $520,200 Agreement Redevelo ment (Fund 407 Professional WBK Design Services for NTE $48,500 Maradik/Dorau Services Engineering, Venues, Parks and Arts (VPA Agreement LLC Athletic Court Renovations Capital) REGULAR MEETING NO'VEMB:ER 13, 2018 352 Professional DLZ Indiana, ........... Design Services for NTE $61,200 MaradikJDorau Services LLC Pinhook Park (Park Bond Agreement Improvements Project Series H) Agreement for CM Buck and Integration/Programming $13,433 Maradik/Dorau Goods and Associates, Inc. of New LED Lighting to (Hotel/Motel Services dba Associated Century Center River Tax) Controls and Lights Design Professional American _ Renewable Fuel Standard NTE $21,450 Maradik/Dorau Services Structurepoint, Registration Assistance (Utilities, Agreement Inc. Sewage Works/ Wastewater, En ineerin ) Professional Mpinsky LLC Explore Capacity and $40,000 Maradik/Dorau Services d/b/a Five/Four Ability to Implement (DCI Agreement Advisors Community Development Professional Finance Strategy Friendly Services) Model in South Bend Professional Forum O'Brien Recreation Center $33,750 Maradik/Dorau Services Architects, LLC Renovation (SSDA TIF) Agreement Amendment to Jones Petrie EPA Required Offsite NTE Maradik/Dorau Professional Rafinski Waste Delineation, $291,000 Services Groundwater Investigation (Professional Agreement and Solid Disposal/SMP Services Implementation for CBRC EPA) for Beck's Lake Project Amendment to Richard T. Manage Remedial NTE Maradik/Dorau Professional Brown/Veritas, Investigation and $300,000; Services LLC Feasibility Study for $100/Hour Agreement LaSalle Park Area of (Professional Beck's Lake Site and Services Assist City and City Legal I EPA) Team with EPA Deliverables and Analysis Projects Agreement Anthem Blue Administer Self -Funded Stop Loss Maradik/Dorau Cross and Blue Medical Insurance for City Premium: Shield Employees for 2019 $589,162.56; Calendar Year Medical Administra- tion Costs: $793,879.80; Prescription; Varies (Health Insurance Fund) Agreement Accordware, Assist City with IRS $1.25/Per Maradik/Dorau LLC Reporting Obligations 1095-C pursuant to Patient Form, Protection and Affordable $1.00/Per Care Act Employee Reporting Fee, $1,250 Base Fee (Health Insurance Fund �AendmetAc=ivate Employee Clinic Contract $27.21/ Maradik/Dorau 1 to Hecare, Renewal for 2019 Calendar Member) REGULAR MEETING NOVEMBER 13 2018 353 Professional LLC Year Month; Services Estimated Agreement Total Cost $964,308 (Health Insurance _ Fund Network US Signal Renewal of Connectivity $2,520/ Maradik/Dorau Master Company, Services to provide Month for Agreement L.L.C. Communications between Thirty -Six Remote Water Production (36) Months; Sites and SCADA Total Environment for Real- $30,240 Time Control and (Utilities Monitoring of Water O&M) Systems Professional Zach Hurst Engineering Consultant $35.00/Hour; Maradik/Dorau Services Services for Development NTE $36,000 Agreement Agreements (TIF; Subject to RDC _AP roval) Licensing Azteca Cityworks Enterprise $60,000 Maradik/Dorau Agreement Systems, LLC License Upgrade (IT Operations) APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following, permit and license applications were presented for approval:. Applicant Description Date/Time Location/Comments Motion Carried Downtown Procession - December 14, On route as submitted Maradik/Dorau South Bend DTSB Holiday 2018; 6:00 p.m. Light Parade to 7:45 p.m. St. Joseph Procession - January 18, On route as submitted Maradik/Dorau County Right to March for Life 2019;11:30 a.m. Life and Rally to 12:15 p.m. St. Joseph Procession - St. December 1, On route as submitted Maradik/Dorau Parish Nick 6K Race 2018; 8:00 a.m. to 11:00 a.m. UNFAVORABLE RECOMMENDATION - PETITION TO VACATE THE NORTH WEST/SOUTH EAST ALLEY EAST OF N. CUSHING ST. AND NORTH OF VAN BUREN ST. Mr. Gilot indicated that Ned Green, 723 Van Buren St., 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 and Street Department. Mr. Gilot advised the Board is in receipt of unfavorable recommendations concerning this Vacation Petition from Community Investment and Engineering who both stated the vacation would make access to the lands of the aggrieved person by means of public way difficult or inconvenient and would 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 an unfavorable recommendation for the request for vacation. Ms. Doran seconded the motion which carried. FAVORABLE RECOMMENDATION - PETITION TO VACATE THE NORTH/SOUTH ALLEY NORTH OF BRYAN ST., SOUTH OF CULVER ST., TO FIRST EAST/WEST ALLEY Mr. Gilot indicated that Willie Rogers, 1033 W. Bryan St., 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 Area Plan Commission, Streets, Community Investment and Engineering. Mr. Gilot advised the Fire Department states the vacation would make access to the lands of the aggrieved person by means of public way difficult or inconvenient, noting the water supply for structure fires is at the cross alley. Mr. Gilot REGULAR MEETING N0VLN4BERjj 20j8 354 stated Community Investment recommends approval of the vacation with notification to the petitioner that the vacated condition will result in a split of the 14' right-of-way with the petitioner acquiring only half, a space that may not be sufficient for driveway access or vehicle parking, the reason for the vacation request. The Board recommended that the petitioner be notified that they will need a Cross Access Agreement with their neighbors to use the vacated alley for a driveway. Therefore, Ms. Maradik made a motion recommending approval of the request for vacation. Ms. Dorau seconded the motion which carried. APPROVE TRAFFIC CONTROL 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: 842 S. Albert Ave, 1711 Kendall St. REMARKS: All criteria has been met DENY TRAFFIC CONTROL DEVICE Upon a motion made by Ms. Maradik, seconded by Ms. Duran and carried, the following traffic control device request was denied: NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATION: 3619 Pleasant St. REMARKS: All criteria has not been met APPROVE CONSENTS TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE Mr. Gilot stated that the Board is in receipt of the following Consents to Annexation and Waivers of Right to Remonstrate. The Consents indicate that in consideration for permission to tap into public water/sarritary 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. William and Mary Kotinek, 19170 Stone Ridge Drive, South Bend, IN 46637 1. 51648 Audubon Woods Drive— Water (Key No, 002-1003-005747) B. Allen Edwin Homes, 2186 E. Centre Avenue, Portage, MI 49002 1. 53127 Flowing Stream Court — Water/Sewer (Key No. 021-1037-059157) 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, RATIFY APPROVAT. AVID/OR PUT EASE CONTRACTOR, 'rNXT-rn A I- FOR, EXCAVATION, AND UU,JJPANC Y BONDS Ms. Donna Hanson, Division of Engineering, recommended that the following bonds be ratified rsuant to Resolution 100-2000 and/or released as follows t Business Bond Type Approved/ Released Effective Date Larson -Danielson Construction Co,, Inc Contractor Approved October 29, 2018 M&J Concrete Contractor October 10, 2018 Beach House LLC Excavation _Approved Apmoved October 25, 2018 Braille Corn an T T C' Approved October 2, 2018 Sam Mar Tree OccManc y �X roved — September 18, 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 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. REGULAR MEETING NOV EMBER H 2018 355 Name Amount of Claim Date Ci of South Bend ....___ $242,019.76 10/31/2018 City of South Bend $2,388.61 11/06/2018 City of South Bend $1,311,515.79 11/13/2018 St. Joseph County Housing Consortium St. Joseph County Housing Consortium $14,757.04 $453.35 11/02/2018 11/02/2018 St. Joseph County Housing Consortium $31,112.25 11/02/2018 St. Joseph County Housing Consortium $60,000 11/0212018 St. Joseph County Housing Consortium St. Jose h County Housing G nsortium St. Joseph County Housing Consortium_ $60,000 $60,000 $5,504 11/02/2018 11/02/2018 11/08/202018 U.S. Bank National Association/Eddy St. Phase II Project/Re uisition No. 6 $614,830.93 11/13/2018 U.S. Bank National Association/Charles Black Center & Rum Village Dog Park/ Requisition No. 93 $64,647.88 11/07/2018 U.S. Bank National Association/Midwest Meter/Invoice No. 105-909-IN $155,798.06 11/07/2018 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 Ms. Kara Boyles, City Engineer, informed the Board that she is in receipt of an email from the President of C&E Excavating, Inc., Mr. Thad Bessinger, informing her that his company will no longer bid on city projects due to the passage of the Responsible Bidder Ordinance. She explained Mr. Bessinger stated it is not in the best interest of his company to provide certified payrolls per APRA requests to the City by the local unions. Mr. Bessinger explained giving wage information to his competitors far outweighs any potential benefit, noting once wages are established, it's simple math to figure out material and sub costs and gain a competitive advantage on bids. Ms. Boyles added Mr. Bessinger noted they pride themselves in being able to offer their customers a great value with top notch work quality. 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 10:33 a.m. BOARD OF PUBLIC -WORKS a�'c�I Gary A. Gilot, Pre detrt Elizabeth A. Maradik, Member Therese J. Do. a.u, Member Suzanna M. Fritzberg, Member James A. Mueller, Member ATTEST: , . `Undo M aMaMin, Cler k _. _ .._ .