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Home My WebLink About04092019 Board of Public Works MeetingAGENDA REVIEW SESSION APRIL 4, 2019 80 U Genevieve E. Miller, Member Laura L. O'Sullivan, Member ATTEST: L'nda M. Martin, Cle REGULAR MEETING APRIL 9, 2019 The Regular Meeting of the Board of Public Works was convened at 9:34 a.m. on Tuesday, April 9, 2019, by Board President Gary A. Gilot, with Board Members Therese Dorau and Genevieve Miller present. Board Members Elizabeth Maradik and Laura O'Sullivan were absent. Also present was Attorney Catherine Fanello. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Dorau, seconded by Ms. Miller and carried, the minutes of the Agenda Review Session, Regular Meeting and Claims Meeting of the Board held on March 21, March 26, and April 2, 2019, were approved. OPENING OF BIDS — TWO (2), MORE OR LESS 2019 OR NEWER % TON EXTENDED CAB FOUR WHEEL DRIVE PICK-UP TRUCKS — SPEC A (SEWER DEPARTMENT CAPITAL) This was the date set for receiving and opening of sealed bids for the above referenced equipment. The Clerk tendered proof of publication of Notice in the South Bend Tribune, which was found to be sufficient. The following bids were opened and publicly read: JORDAN FORD 609 E. Jefferson Blvd. Mishawaka, IN 46545 Bid was signed by: Debra Starkweather Non -Collusion, Non -Discrimination Affidavit Form was completed Ten percent (10%) Bid Bond was submitted Indiana Local Business Preference Claim Form submitted Description Year/Make/Model Unit Price Supercab Pickup 2019 Ford F250 4x4 $30,540.00 each Alternate Description Cost Total 1 Front mounted western 8' pro -plus power angling $5,684.00 $5,684.00 lefts and right. Plow to come equipped with each each safety approved lights and markers and snow deflector 2 Front mounted Western MVP Plus. Plow to come $6,242.00 $6,242.00 equipped with safety approved lights, markers, each each and snow deflector and shoes 3 Roof mounted strobe light with controller, $3,125.00 $3,125.00 Federal Signal 53" Legend LPX or equal. Four each each (4) corner strobes 4 CNG — Bi-fuel conversion with tanks mounted $11,460.00 $11,460.00 under bed each each 5 CNG Dedicated conversion with tanks under bed. $11,960.00 $11,960.00 Dealer to verify fuel tank capacity each each *See exception page #413 and #513 Estimated number of days for delivery from award date: Truck and Plow about 115 Days; Add about 45 days for A-1 REGULAR MEETING APRIL 9, 2019 81 GATES CHEVY WORLD 636 W. McKinley Avenue Mishawaka, IN 46545 Bid was signed by: Shaun Dralle Non -Collusion, Non -Discrimination Affidavit Form was completed Ten percent (10%) Bid Bond was submitted Indiana Local Business Preference Claim Form submitted I: Description Year/ Unit Price Pickup 4WD 2019 Chevy Silverado 2500 HD Double Cab $32,315.00 Alternate Description Cost Total 1 Front mounted western 8' pro -plus power $5,568.00 $5,568.00 angling lefts and right. Plow to come equipped with safety approved lights and markers and snow deflector 2 Front mounted Western MVP Plus. Plow to $5,650.00 $5,650.00 come equipped with safety approved lights, markers, and snow deflector and shoes 3 Roof mounted strobe light with controller, $1,959.00 $1,959.0-0 Federal Signal 53" Legend LPX or equal. Four (4) corner strobes 4 CNG — Bi-fuel conversion with tanks mounted $10,400.00 $10,400.00 under bed 5 CNG Dedicated conversion with tanks under $11,400.00 $11,400.00 bed. Dealer to verify fuel tank capacity Estimated number of days for delivery from award date: 120 Upon a motion made by Ms. Dorau, seconded by Ms. Miller and carried, the above bids were referred to Central Services for review and recommendation. OPENING OF BIDS — TWO (2) MORE OR LESS 2018 OR NEWER 27 CUBIC YARD _SINGLE ARM SIDE LOADING REFUSE TRUCKS — SPEC B (SOLID WASTE CAPITAL LEASE) This was the date set for receiving and opening of sealed bids for the above referenced equipment. The Clerk tendered proof of publication of Notice in the South Bend Tribune, which was found to be sufficient. The following bid was opened and publicly read: BEST EQUIPMENT CO., INC. 5550 Poindexter Dr. Indianapolis, IN 46235 Bid was signed by: Maria Dahlmann Non -Collusion, Non -Discrimination Affidavit Form was completed Ten percent (10%) Bid Bond was submitted E Description Year/Make/Model Unit Price Labrie Automizer RH 2O18 Autocar ACX64 $359,749.00 Alternate Description Cost Total 1 Purchase and installation of ELMOS system N/A N/A 2 Installation of city supplied ELMOS system N/A N/A Estimated number of days for delivery from award date: 14-21 days ARO Upon a motion made by Ms. Dorau, seconded by Ms. Miller and carried, the above bid was referred to Central Services for review and recommendation. 1 n REGULAR MEETING APRIL 9, 2019 82 OPENING OF BIDS — TWO (2), MORE OR LESS, 2019 OR NEWER, FULL SIZE CARGO VANS — SPEC C (WASTEWATER/WATER WORKS CAPITAL) This was the date set for receiving and opening of sealed bids for the above referenced equipment. The Clerk tendered proof of publication of Notice in the South Bend Tribune, which was found to be sufficient. The following bids were opened and publicly read: JORDAN FORD 609 E. Jefferson Blvd. Mishawaka, IN 46545 Bid was signed by: Debra Starkweather Non -Collusion, Non -Discrimination Affidavit Form was completed Ten percent (10%) Bid Bond was submitted Indiana Local Business Preference Claim Form submitted .n Description Year/Make/Model t Price Medium Roof Cargo Van 2019 Ford Transit 250, 130" Wheelbase t$3O,224.00each Alternate: Description Cost Total 1 # 19 Two Drawer Medium $173.00 each $173.00 each 2 #919 Three Drawer Combo $220.00 each $220.00 each 3 #9 Four Drawer Shallow $268.00 each $268.00 each 4 DC6 Base Three Drawer Narrow $76.00 each 1 $76.00 each 5 TA1 Four Hook Bar $33.00 each $33.00 each Estimated number of days for delivery from award date: Approx. 130 GATES CHEVY WORLD . 636 W. McKinley Ave. Mishawaka, IN 46545 C Bid was signed by: Shaun Dralle 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 Full Size 2019 Chevy Express 2500 135" $23,100.00 Cargo Van Chevy Bin Package $1,845.50 Alternate: Description Cost Total 1 # 19 Two Drawer Medium $173.00 $173.00 2 #919 Three Drawer Combo $220.00 $220.00------- 3 #9 Four Drawer Shallow $268.00 $268.00 4 DC6 Base Three Drawer Narrow $76.00 $76.00 5 TA1 Four Hook Bar $33.00 $33.00 Estimated number of days for delivery from award date: 120 Upon a motion made by Ms. Dorau, seconded by Ms. Miller and carried, the above bids were referred to Central Services for review and recommendation. OPENING OF BIDS — ONE (1) OR MORE, SELF-PROPELLED EASEMENT MACHINE WITH EXPANDABLE TRACK -DRIVE AND TRAILER — SPEC F (SEWER DEPARTMENT CAPITAL) This was the date set for receiving and opening of sealed bids for the above referenced project Mr. Gilot stated no bids were received. OPENING OF BIDS — TWO (2), MORE OR LESS, 2018 OR NEWER, 3 YARD FRONT END TIRE LOADERS — SPEC G (WATER WORKS CAPITAL) REGULAR MEETING APRIL 9, 2019 83 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: HARDINGS, INC. 109 W. Commercial Avenue Lowell, IN 46356 Bid was signed by: Bid not signed Non -Collusion, Non -Discrimination Affidavit Form was completed Ten percent (10%) Bid Bond was submitted :B Descri tion I Year/Make/Model I Unit Price Wheel Loader 12019 Hyundai HL940 $148,300.00 Year Make/Model — Trade In Unit Price 2002 Unit #555 Case 621 D Wheel Loader VIN#JEE0135226 $23,000.00 2004 Unit #564 Case 621 D Wheel Loader VIN#JEE0136633 $20,000.00 Option # Description Cost Total 1 Hydraulically operated bucket coupler system $5,570.00 $110,870.00 compatible with a JRB Grapple Bucket. Most include auxillary hydraulic system to operate grapple JRB style coupler compatible to a JRB $3,746.00 Option Grapple Bucket w/auxiliary hydraulics 2 Grapple Bucket $15,025.00 $125,895.00 3 Regular Style Bucket $3,610.00 $129,505.00 4 Forks $5,276.00 $134,781.00 (2) 2019 HL940TM Wheel Loaders. (2) $292,261.00 couplers, (2) regular buckets, (1) fork, (1) T Grapple Bucket. Trades deducted Lauaual.cu iiu"I VA vi unya JLu[- ueiivery from awara sate: ou-qu Gays MCCANN INDUSTRIES, INC. 543 Rohlwing Road Addison, IL 60101 Bid was signed by: Steven Roggeman Non -Collusion, Non -Discrimination Affidavit Form was completed Ten percent (10%) Bid Bond was submitted Description Year/Make/Model Unit Price Z Bar Wheel Loader 2019-Case-621 G (Pin -On) Bucket $183,999 each Alt Option — XT Pamhiel W-Loader 2019-Case-621 G (Pin -On) Bucket $188,124 each Year Make/Model — Trade In Unit Price 2002 Unit #555 Case 621 D Wheel Loader VIN#JEE0135226 $40,000 2004 Unit #564 Case 621 D Wheel Loader VIN#JEE0136633 $37,000 *ram A__- i.r-1 . ,. ,- ,, <il ilV L u�;;bii cu) r-a 1-r =Lronlc Service i ooi rrom 02 1 U Sale Price ($18,500) Option Description Cost Total 1 Hydraulically operated bucket coupler system $3,226-Coupler $4,406 ea. compatible with a JRB Grapple Bucket. Most $1,180 Aux include auxillary hydraulic system to operate Valve grapple 2 Grapple Bucket $15,009 $15,009 ea. 3 Regular Style Bucket $4,758 $4,758 ea. 1 REGULAR MEETING APRIL 9, 2019 84 4 1 Forks 1$4,6811 $4,681 ea. Estimated number of days for delivery from award date: Z Bar 110, XT 170 MACALLISTER MACHINERY CO., INC. 25734 State Road 2 South Bend, IN 46619 Bid was signed by: Patrick Riley Non -Collusion, Non -Discrimination Affidavit Form was completed Ten percent (10%) Bid Bond was submitted Indiana Local Business Preference Claim Form submitted. BID: Description I Year/Make/Model Unit Price Wheel Loader 12019 Model Caterpillar 930M 1 $173,118 per bid spec Year Make/Model — Trade In Unit Price 2002 Unit #555 Case 621 D Wheel Loader VIN#JEE0135226 $35,000 2004 Unit #564 Case 621 D Wheel Loader VIN#JEE0136633 $27,000 Option # Description Cost each Total 2 1 Hydraulically operated bucket coupler system compatible with a JRB Grapple Bucket. Most include auxillary hydraulic system tooperate grapple $4,399 $8,798 2 1 Grapple Bucket $15,455 $30,910 3 Regular Style Bucket $7,198 $14396 4 Forks $6,830 $13:660 Estimated number of days for delivery from award date: 70 Upon a motion made by Ms. Dorau, seconded by Ms. Miller and carried, the above bids were referred to Central Services for review and recommendation. OPENING OF QUOTATIONS — HUMAN RIGHTS COMMISSION OFFICE REMODEL COIT 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: CRESSY COMMERCIAL REAL ESTATE 4100 Edison Lakes Parkway Mishawaka, IN 46545 Quotation was submitted by Rickey Sampson Jr. Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $23,138.00 PREMIER I CONSTRUCTION, INC. 105 E. Jefferson Blvd., Suite 216 South Bend, IN 46601 Quotation was submitted by Alan Lusk Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $21,252.00 Upon a motion made by Ms. Dorau, seconded by Ms. Miller and carried, the above quotations were referred to Central Services for review and recommendation. Mr. Adam Parsons, Central Services, stated he will not be awarding the quotation today as stated on the agenda, it will be delayed. REGULAR MEETING APRIL 9, 2019 85 OPENING OF QUOTATIONS — EAST BANK SINKHOLE REPAIRS — PROJECT NO. 118- 305A (STREETS AND ALLEYS) 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: SELGE CONSTRUCTION CO., INC. 2833 S. I Vh Street Niles, MI 49120 Quotation was submitted by Robert Kuhns Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: Base Quote Total $73,807.75 Alternate #1 Total $17,375.00 Alternate #2 Total $34,475.00 Total Quote plus Alternates $125,657.75 HRP CONSTRUCTION INC. 5777 Cleveland Road, PO Box 266 South bend, IN 46624 Quotation was submitted by Matthew Cain Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: Base Quote Total $52,133.00 Alternate # 1 Total $6,475.00 Alternate #2 Total $16,890.00 Total Quote plus Alternates RIETH-RILEY CONSTRUCTION CO., INC. 25200 SR 23 South Bend, IN 46614 Quotation was submitted by Ruben Alvarado Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: Base Quote Total $82,152.00 Alternate #1 Total $19,910.00 Alternate #2 Total $33,125.00 Total Quote plus Alternates See itemized NORTHERN INDIANA CONSTRUCTION CO., INC. PO Box 1333 Mishawaka, IN 46546 Quotation was submitted by David Walorski Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: Base Quote Total $55,863.00 Alternate #1 Total $7,340.00 Alternate #2 Total $12,865.00 Total Quote plus Alternates $76,068.00 Upon a motion made by Ms. Dorau, seconded by Ms. Miller and carried, the above quotations were referred to Engineering for review and recommendation. I 1 REGULAR MEETING APRIL 9, 2019 86 AWARD BID — MAIN AND JEFFERSON EARTHWORK — PROJECT NO 119-022 (RWDA MF Mr. Kyle Silveus, Engineering, advised the Board that on March 26, 2019, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Silveus recommended that the Board award the contract to the lowest responsive and responsible bidder Hardman Construction, Inc., 242 S. Brye Road, Ludington, MI 49431, in the amount of $265,000. Therefore, Ms. Dorau made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Miller seconded the motion, which carried. AWARD BID AND APPROVE PURCHASE AGREEMENT— SALE OF CITY OWNED PROPERTY —1143 CORBY BLVD. Mr. Andrew Netter, Community Investment, advised the Board that on March 26, 2019, bids were received and opened for the above referenced property. After reviewing those bids, Mr. Netter recommended that the Board award the property to the sole, responsive bidder, Five Corners, LLC., 814 Marietta St., South Bend, IN 46601 in the amount of $5,500, plus $53.40 for advertisement fee and $40.50 for the transfer, recording and county sales disclosure form fees for a total of $5,503.90. Also presented at this time was the Purchase Agreement for this property. Therefore, Ms. Dorau made a motion that the recommendation be accepted and the bid be awarded as outlined above and the Purchase Agreement be approved. Ms. Miller seconded the motion, which carried. AWARD BID — 2019 STREET AND SEWER DEPARTMENT MATERIALS — PROJECT NO. 119-008 (STREETS, CURB AND SIDEWALK SEWER CONCRETE SEWER INS WATER WORKS, PARKS) Mr. Scott Kreeger, Engineering, advised the Board that on March 26, 2019, bids were received and opened for the above referenced materials. After reviewing those bids, Mr. Kreeger recommended that the Board award the contract to the lowest responsive and responsible bidders in unit prices: a) Rieth Riley Construction Co., Inc., 25200 State Road 23, South Bend, IN 46614; Division A, C-1, C-3 b) Ozinga Ready Mix, 715 W. Ireland Rd., South Bend, IN 46614, Division B c) Klink Trucking, Inc., PO Box 428, Ashley, IN 46705; C-2, C-4, C-6 d) Ferguson Waterworks, 1077 Oliver Plow Ct., South Bend, IN 46601; Division D, G-1, G-2, G-3 e) American Highway Products; 1723 Strasburg Bolivar Rd. NW, Bolivar, OH 44612; Division E f) SealMaster Indianapolis, 1010 E. Sumner Avenue, Indianapolis, IN 46627; Division F g) Bit -Mat Products of Indiana, Inc., PO Box 428, Ashley IN 46705; Division I Mr. Kreeger recommended that all bids be rejected for Divisions C-5, G-4, 5, 6, and 7, and stated no bids were received for Divisions H and J. Therefore, Ms. Dorau made a motion that the recommendations be accepted and the bids be awarded and rejected as outlined above. Ms. Miller seconded the motion, which carried. AWARD BID — TECHNOLOGY RESOURCE CENTER — PROJECT NO 118 090 (RWDA TIF/OLIVE/STUDEBAKER GRANT/CERTIFIED TECH PARK FUND) Mr. Zach Hurst, Engineering, advised the Board that on March 26, 2019, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Hurst recommended that the Board award the contract to the lowest responsive and responsible bidder Majority Builders, Inc., 62900 US 31 South, South Bend, IN 46614 in the amount of $1,384,273 for the Base Bid plus Alternate Nos. 1, 2, 3, 4, and Addendum No. 8. Therefore, Ms. Dorau made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Miller seconded the motion, which carried. APPROVAL OF REQUEST TO REJECT BIDS — MAIN ST /WAYNE ST GARAGE IMPROVEMENTS — PROJECT NO 118-096R (RWDA TIM In a memorandum to the Board, Mr. Kyle Silveus, requested permission to reject the sole bid for the above referenced project due to exceeding the budget. Therefore, upon a motion made by Ms. Dorau, seconded by Ms. Miller and carried, the above request was approved. REGULAR MEETING APRIL 9, 2019 87 AWARD QUOTATION — HOWARD PARK ICE SKATES AND SHARPENER (INSURANCE FUND/CUMULATIVE CAPITAL) Mr. Patrick Sherman, Venues, Parks and Arts, advised the Board that on March 26, 2019, quotations were received and opened for the above referenced equipment. After reviewing those quotations, Mr. Sherman recommended that the Board award the contract to the lowest responsive and responsible bidder, Riedell Skate Company, 122 Cannon River Ave., Red Wing, MN 55066, in the amount of $40,950. Therefore, Ms. Dorau made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Ms. Miller seconded the motion, which carried. Ms. Dorau noted the award was for the skates only and did not include the sharpener. AWARD QUOTATION — CLEVELAND WELL FIELD REFURBISHMENTS - PROGRAM RELATED ITEMS — PROJECT NO. 118-021 A (RWDA TIF) Ms. Becca Plantz, Engineering, advised the Board that on March 26, 2019, quotations were received and opened for the above referenced project. After reviewing those quotations, Ms. Plantz recommended that the Board award the contract to the lowest responsive and responsible bidder, Peerless Midwest, Inc., 55860 Russell Industrial Parkway, Mishawaka, IN 46545, in the amount of $138,850. Therefore, Ms. Dorau made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Ms. Miller seconded the motion, which carried. AWARD QUOTATION — 2019 SMALL DRAINAGE - LATHROP — PROJECT NO 119-019A (STORM SEWER CAPITAL) Ms. Sue Ellen Doudrick, Engineering, advised the Board that on April 4, 2019, quotations were received and opened for the above referenced project. After reviewing those quotations, Ms. Doudrick recommended that the Board award the contract to the lowest responsive and responsible bidder, Selge Construction Co., Inc., 2833 S. 111h Street, Niles, Michigan, in the amount of $24,765. Therefore, Ms. Dorau made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Ms. Miller seconded the motion, which carried. AWARD PROPOSAL — 2019 LAWN MAINTENANCE & MENTORSHIP PROGRAM (PARKS MAINTENANCE) Mr. Patrick Sherman, Venues, Parks and Arts, advised the Board that on March 26, 2019, proposals were received and opened for the above referenced project. After review and scoring tabulation by the review committee, the committee recommended that the Board award the contract to the highest scoring proposal, Greater Impact Lawn Care, 1519 Portage Avenue, South Bend, IN 46616, in the amount, not to exceed, of $20,000. Therefore, Ms. Dorau made a motion that the recommendation be accepted and the proposal be awarded as outlined above. Ms. Miller seconded the motion, which carried. APPROVE CHANGE ORDER NO. 5 — HOWARD PARK REDEVELOPMENT AND ST. LOUIS BLVD. IMPROVEMENTS — PROJECT NO 117-047B (PARK BOND/RETIF/REGIONAL CITIES & CUMULATIVE CAPITAL) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 5 on behalf of Larson Danielson Construction Co., Inc., 302 Tyler Street, LaPorte, IN 46350, indicating the contract amount be increased by $52,389.78 for a new contract sum, including this Change Order, in the amount of $17,907,929.22. Upon a motion made by Ms. Dorau, seconded by Ms. Miller and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — CENTURY CENTER LOWER LEVEL RESTROOM REMODEL — PROJECT NO. 118-082A (LIABILITY INSURANCE) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of Brown & Brown General Contractors, Inc., 124 S. Elkhart Street, Wakarusa, IN 46573, indicating the contract amount be increased by $3,601.27 and ten (10) days, for a modified contract sum, including this Change Order, in the amount of $242,239.27 and a revised completion date of April 12, 2019. Upon a motion made by Ms. Dorau, seconded by Ms. Miller and carried, the Change Order was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — ANGELA BRIDGE LIGHTING — PROJECT NO. 116-111 (COIT) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Martell Electric LLC, 4601 Cleveland Road, South Bend, IN 46628, for the above referenced project, indicating a final cost of $51,996.69. Upon a motion made by Ms. Dorau, seconded by Ms. Miller and carried, the Project Completion Affidavit was approved. REGULAR MEETING APRIL 9, 2019 88 APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — DREWERY'S BREWERY CLEANUP — PROJECT NO. 119-031A (RWDA TIF/CONSOLIDATED BUILDING FUND) In a memorandum to the Board, Mr. Kyle Silveus, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Ms. Dorau, seconded by Ms. Miller and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — ONE (1) OR MORE, 2019 OR NEWER, FRONT WHEEL DRIVE CARGO VANS — SPEC J (WATER WORKS CAPITAL) In a memorandum to the Board, Mr. Jeff Hudak, Central Services, requested permission to advertise for the receipt of bids for the above referenced vehicles. Therefore, upon a motion made by Ms. Dorau, seconded by Ms. Miller and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — COMMERCE CENTER ARCHITECTURAL PRECAST CONCRETE PANELS — PROJECT NO. 119-030 (REDA TIFF In a memorandum to the Board, Mr. Zach Hurst, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. It was noted the Title Sheet was not present. Upon a motion made by Ms. Dorau, seconded by Ms. Miller and carried, the above request to advertise was approved, and the Title Sheet was approved with signature to be followed up on. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — DUCTILE IRON PIPES, VALVES AND HYDRANTS — PROJECT NO. 119-034 (WATER WORKS OPERATIONS) In a memorandum to the Board, Mr. Scott Kreeger, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Ms. Dorau, seconded by Ms. Miller and carried, the above request was approved. REQUEST TO ADVERTISE FOR THE SALE OF CITY -OWNED PROPERTY — 1510-1512 FORD STREET In a memorandum to the Board, Mr. Andrew Netter, Community Investment, stated his department has received an application to purchase vacant City -owned property at the above address. He noted in his memorandum that he has determined that the City has no need for the property; the intended use of the petitioner is appropriate; and the petitioner is eligible to purchase the property as an abutting property owner. Mr. Netter stated he is therefore requesting to advertise the sale of the property per I.C. 36-1-11-5. Upon a motion made by Ms. Dorau, seconded by Ms. Miller and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — 2019 CURB AND SIDEWALK CONSTRUCTION — PROJECT NO. 119-004 (MVH) In a memorandum to the Board, Ms. Alicia Czarnecki, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Ms. Dorau, seconded by Ms. Miller and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — ONE (1) OR MORE, 2018 OR NEWER, UTILITY WORK MACHINE — SPEC K (VPA CAPITAL) In a memorandum to the Board, Mr. Jeff Hudak, Central Services, requested permission to advertise for the receipt of bids for the above referenced equipment. Therefore, upon a motion made by Ms. Dorau, seconded by Ms. Miller and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — ONE (1)0R MORE, 2019 OR NEWER, FULL SIZE EIGHT (8) PASSENGER VANS — SPEC L (FIRE DEPARTMENT CAPITAL) In a memorandum to the Board, Mr. Jeff Hudak, Central Services, requested permission to advertise for the receipt of bids for the above referenced equipment. Therefore, upon a motion made by Ms. Dorau, seconded by Ms. Miller and carried, the above request was approved. REGULAR MEETING APRIL 9, 2019 89 APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — WEST BANK TRAIL CORRIDOR IMPROVEMENTS — PROJECT NO 117-085R (RWDA TIF/RWDA TIF BOND In a memorandum to the Board, Ms. Suellen Doudrick, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Ms. Dorau, seconded by Ms. Miller and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF PROPOSALS — VENUES. PARKS AND ARTS SIGNAGE AND WAYFINDING (VPA CUMULATIVE CAPITAL) In a memorandum to the Board, Mr. Patrick Sherman, Venues, Parks and Arts, requested permission to advertise for the receipt of proposals for the above referenced project. Therefore, upon a motion made by Ms. Dorau, seconded by Ms. Miller and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF QUALIFICATIONS — QUALIFIED CONTRACTORS FOR LEAD HAZARD REDUCTION DEMONSTRATION GRANT (IHCDA STATE GRANT) In a memorandum to the Board, Ms. Pam Meyer, Community Investment, requested permission to advertise for the receipt of qualifications for the above referenced project. Therefore, upon a motion made by Ms. Dorau, seconded by Ms. Miller and carried, the above request was approved. ADOPT RESOLUTION NO. 13-2019 — A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY Upon a motion made by Ms. Dorau, seconded by Ms. Miller and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 13-2019 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY FIREFIGHTER FIRE HELMET AND BOOTS WHEREAS, pursuant to I.C. 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 real and personal property owned by the City of South Bend, Indiana; and WHEREAS, IC 5-22-22-6 permits and establishes the procedure for disposal of personal property which is no longer needed by the City and which is unfit for the purpose for which it was intended; and WHEREAS, on March 2, 2019, Firefighter Christopher Cox retired from the South Bend, Indiana, Fire Department after twenty-two (22) years of service, and the Board of Public Safety of the City of South Bend, Indiana has determined that he has retired in good standing; and WHEREAS, Chief Stephen Cox has advised the Board that this Firefighter's fire helmet and boots ("Property") are of no further use to the Department, are of no practical value, and have an estimated market value of less than One -Thousand Dollars ($1,000.00); and WHEREAS, the Board has determined that the Property is worthless as that term is defined in I.C. 5-22-22-8(b); and WHEREAS, I.C. 5-22-22 permits and establishes procedures for the disposal of personal property which is either unfit for the purpose for which it was intended, no longer needed by the City, or property which is deemed worthless. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend, Indiana, as follows: E REGULAR MEETING APRIL 9, 2019 90 1. The Property is no longer needed by the City of South Bend, is unfit for the purposes for which was intended, and has an estimated value of less than One -Thousand Dollars ($1,000.00). 2. The Property may be demolished, junked or otherwise disposed in a manner determined by the Fire Chief, including donation to the Firefighter as a token for his years of service to the City of South Bend. ADOPTED this 9th day of APRIL, 2019. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Therese J. Dorau s/ Genevieve E. Miller ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 14-2019 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS FOR THE CITY OF _SOUTH BEND, INDIANA APPROVING A TAX-EXEMPT LEASE PURCHASE AGREEMENT WITH PNC EQUIPMENT FINANCE LLC Upon a motion made by Ms. Dorau, seconded by Ms. Miller and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 14-2019 A RESOLUTION OF THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH BEND, INDIANA, APPROVING A TAX-EXEMPT LEASE -PURCHASE AGREEMENT WITH PNC EQUIPMENT FINANCE, LLC WHEREAS, the City of South Bend ("City"), a political subdivision of the state of Indiana, is authorized by law to acquire and own interests in real and personal property; and WHEREAS, the City of South Bend Board of Public Works ("Board"), on behalf of the City, has the authority under the laws of the state of Indiana to purchase, acquire, lease, and encumber real and personal property as necessary to carry out the functions or operations of the City; and WHEREAS, the Board has determined that a need exists for the acquisition and financing of certain property ("Property") described in the Lease Agreement with PNC Equipment Finance, LLC and the Certificate of Acceptance (together, the "Lease"), attached hereto and incorporated herein as Exhibit A, for the benefit of the City's operations; and WHEREAS, the Board hereby finds and determines that the execution of the Lease for the purpose of acquiring and financing the Property in the amount not exceeding the amount stated in the Lease is appropriate and necessary. NOW, THEREFORE, BE IT RESOLVED by the City of South Bend Board of Public Works as follows: 1. The Lease Agreement with PNC Equipment Finance, LLC, substantially in the form and substance submitted as of this meeting, is hereby approved. 2. The Board hereby authorizes Daniel Parker, in his capacity as Controller of the City of South Bend, Indiana, to act on behalf of the Board to execute any documents to effect the intent of the Board in connection with the Lease Agreement with PNC Equipment Finance, LLC. 3. The City's obligations under the Lease shall be subject to annual appropriation as set forth in the Lease. 4. This Resolution shall be in full force and effect after its adoption by the City of South Bend Board of Public Works. REGULAR MEETING APRIL 9, 2019 91 ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana, held on April 9, 2019, 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/ Therese J. Dorau s/ Genevieve E. Miller ATTEST: s/Linda M. Martin, Clerk APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for approval: Type Business Description Amount/ Motion/ Funding Second Amendment Herrman & Add Century Center $630; Dorau/Miller to Proposal Goetz, Inc. Generator to City -Wide Annually Generator Maintenance through 2020 Contract (Century Center Operating Budgets) Community Indiana Project Coordination for NTE Dorau/Miller Crossings Department of Community Crossings Grant $599,922.39 Grant Transportation Paid to City Agreement (LRSA) Service Public Safety 2019 Firefighters' Annual Charged Per Dorau/Miller Agreement Medical Physicals Service (Fire Personnel Services/Benef its/Medical) Easement and Indiana Easements for the $1 paid to City Dorau/Miller Right -of -Way Michigan Installation of Two (2) Power Padmounted Transformers for Howard Park Project Statement of Aquitas Provide Database $9,900 Dorau/Miller Work Solutions, Inc Downloads, SQL Server (Utilities Other Assistance, BIRT Reporting Contractual and Mass Downloading into Services) Hosted Database Professional Rene Casiano Assistance with NTE $7,200 Dorau/Miller Services Implementation of Kronos (IT Agreement HRIS/Payroll Systems and Professional Enquesta Utility Billing Services) System Consulting Shrewsberry & Engineering Design for NTE $79,372 Dorau/Miller Contract Associates, Review and Installation of (Engineering LLC School Zone Flashing Professional Beacons within City of Services) South Bend Proposal M.E. Simpson Testing and Repair of Large $50,000 Dorau/Miller Co., Inc. Meters in System for Water (Water Works Leak Survey Operations Proposal American Leak Detection of Leaks on Five- $74,000 Dorau/Miller Detection Hundred (500) Miles of (Water Works Distribution Systems for Operations) Water Leak Survey Amendment American Emergency Plaster Repair NTE $7,750; Dorau/Miller No. 1 to Structurepoint, Consulting for Morris New Total REGULAR MEETING APRIL 9, 2019 92 Professional Inc. Performing Arts Center $25,450 Services (VPA Morris) Agreement Amendment DLZ Indiana, Additional Services for NTE $121,800; Dorau/Miller No. 2 to LLC Pinhook Park Improvements New Total Professional Project $187,050 Services (Park Bond Agreement Series H) Proposal Hastings Air Design and Install $17,935.70 Dorau/Miller Energy Control, "Turnkey" Plymovent (Fire Inc. Vehicle Exhaust Removal Department System to remove Diesel Capital Fumes for One (1) Improvements) Apparatus at Fire Station No. 5 Software Target Training Software, Hosts, $21,035 Dorau/Miller Agreement Solutions and Track Training Content (Fire for South Bend Fire Department Department Professional Services) *Trade Smith and Exchange of Two -Hundred N/A Dorau/Miller Agreement Wesson Corp. Fifty (250) Used Handguns for New Handguns for South Bend Police Department at No Cost Open Market Almac- Lot 12 US 31 Industrial $35,975 Dorau/Miller Contract Sotebeer, Inc. Park Asphalt Paving for (RWDA TIF) Shambaugh + Sons Building on Carbonmill Drive Professional Force 5 Media, Design of Graphics and $5,720 Dorau/Miller Services Inc. Branding for Solid Waste (Engineering Agreement Fleet Professional Services) Statement of Legacy CNA Train Necessary Skills to $38,000; Dorau/Miller Work Training Under -Skilled Workers to $2,000/Per meet Labor Needs in the Participant Community under Pathways (EDIT) Program for Nineteen (19) Participants Agreement Purdue MEP Lean Training for City of $53,000 Dorau/Miller Center South Bend Incumbent (EDIT) Workers in Metalworking Industry Business TriZetto Improved Software for EMS $1560.551 Dorau/Miller Associate Provider Billing Services Month (EMS Agreement Solutions, LLC Operations/ Professional Services) Open Market Construction No Bids Received for 320 at $174,729 Dorau/Miller Contract Ahead, Inc. the Cascade Composite (REDA TIF) Wall Panels, Division A * The Board noted they requested an indemnification agreement from Smith and Wesson to indemnify the City against use of the returned guns. Division Chief Timothy Lancaster stated they requested that from Smith and Wesson and were told they don't indemnify anyone because the guns are shipped to a third party directly. He noted the City Police Department is protected by Federal ATA laws. Attorney Geovanny Martinez concurred and noted the dealer is licensed and required to follow Federal law. He stated also that the Board approved the same process in 2015 of a gun trade with Smith and Wesson and the company did not indemnify them at that time. Mr. Martinez added he could not find any discussion of the Board's in the minutes regarding indemnification either. The Board questioned the liability of the City during the shipment process. Mr. Martinez stated the City is not liable during shipment and once the weapons reach the dealer, that dealer is 100% liable. REGULAR MEETING APRIL 9, 2019 93 APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following permit and license applications were presented for approval Applicant Description Date/Time Location Motion Carried Nom Nom Pho Sidewalk Tuesday to Thursday, 211 N. Main Street Dorau/Miller Asian Kitchen Cafe Permit 11:00 a.m. to 9:00 p.m.; Friday, 11:00 a.m. to 10:00 p.m.; Saturday, 11:30 a.m. to 10:00 p.m.; Sunday, 11:30 a.m. to 8.30 p.m. Caf6 Navarre Sidewalk Sunday to Thursday, 101 N. Michigan St. Dorau/Miller Caf6 Permit 11:00 a.m. to 10:00 p.m.; Friday, 11:00 a.m. to 11:00 p.m.; Saturday, 4:00 p.m. to 11:00 p.m. Tapastrie LLC Sidewalk Monday through 103 W. Colfax Ave. Dorau/Miller Caf6 Permit Saturday, 4:30 p.m. to 11:00 P.M. Fiddler's Sidewalk Monday to Saturday, 127 N. Main St. Dorau/Miller Hearth Caf6 Permit 11:00 a.m. to 11:00 p.m.; Sunday, 11:00 a.m. to 9:00 p.m. ADDITION TO THE AGENDA Mr. Steve Lowe, South Bend Brew Works, was present and stated he was looking for his sidewalk cafd application. He noted he submitted it in March and was told it would be on this agenda. Ms. Martin, Clerk of the Board, confirmed stated it was not on this agenda but she knew he had submitted it. Mr. Lowe retrieved his application from the Engineering Office. Mr. Gilot read through the Fire Department comments noting their concerns about reaching their Fire hose hookup. Mr. Lowe stated he would make sure there was access space and noted the fencing is easily moved if necessary. Upon a motion by Mr. Gilot, seconded by Ms. Miller, the Board added the application to the agenda. Lowe Management Services LLC d/b/a South Bend Brew Works Sidewalk Caf6 Permit Monday to Thursday, 11:30 a.m. to 10:00 p.m.; Friday to Saturday, 11:30 a.m. to 12:00 a.m.; Sunday 11:00 a.m. to 8:00 p.m. 216 South Michigan St. Gilot/Miller Pete for Street 1.) April 1 from 1:00 1.) Close Jefferson Dorau/Miller America Closure for p.m. to 6:00 a.m. on Blvd. from Michigan Approval Special April 13; St. to Martin Luther until 11:59 Event 2.) Expand to April 13 King Jr. Blvd. a.m. April 14 from 6:00 a.m. to 6:00 2.) Close a.m. on April 14; Intersection of 3.) April 14 from 6:00 Jefferson Blvd. & a.m. to 11:59 p.m. Michigan St. and Portions of Street 3.) Close Michigan St. from Washington St. to Wayne St., and Jefferson Blvd. from Main St. to Martin Luther King Jr. Blvd. (3. The Clerk noted their request was revised to keep Jefferson closed at 1 C REGULAR MEETING APRIL 9, 2019 94 this location until Monday, April 15 at noon for clean-up. Mr. Gilot requested they hire extra help to clean-up and get this open before Monday morning businesses open. He noted if the request is for safety, the Board is okay with it. If it's for clean-up convenience, they are not.) Kite Realty Street April 12, 2019 Eddy St. from Dorau/Miller Closure for Angela Blvd. to Special Napoleon St. Event — Notre Dame T-Shirt Unveiling APPROVAL OF REVOCABLE PERMIT FOR ENCROACHMENT — STORING SMILES — 903 S. MAIN STREET Mr. Gilot stated a Revocable Permit has been received for the purpose of replacing an existing awning with one (1) of the same size to update the business name to reflect the current business. The encroachment shall remain in the right-of-way at 903 S. Main Street until such time the Board of Public Works of the City of South Bend shall determine that such encroachment is in any way impairing or interfering with the highway or with the free and same flow of traffic. Upon a motion made by Ms. Dorau, seconded by Ms. Miller and carried, the Revocable Permit was approved. TABLE PETITION TO VACATE THE FIRST HALF EAST/WEST ALLEY SOUTH OF WEST INDIANA AVENUE FROM SOUTH MICHIGAN STREET TO NORTH/SOUTH ALLEY Mr. Gilot indicated that Delta 1 Properties LLC, 1609 S. Michigan Street, South Bend, IN 46613, has submitted a request to vacate the above referenced alley but there is a request to table this. Therefore, Ms. Dorau made a motion recommending to table the request for vacation. Ms. Miller seconded the motion which carried. 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 JP Custom Concrete & Trucking, LLC Contractor Released April 21, 2019 Marc Todd Concrete Designs Contractor Released April 25, 2019 Grove Excavating, LLC Excavation Approved March 18, 2019 Grove Excavating, LLC Occupancy Approved March 18, 2019 Ms. Dorau made a motion that the bond's approval and/or release as outlined above be ratified. Ms. Miller seconded the motion, which carried. APPROVE CLAIMS Ms. Dorau 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 I Date City of South Bend $5,311,101.97 1 04/OS/2019 REGULAR MEETING APRIL 9, 2019 95 Name Amount of Claim Date City of South Bend $2,777.55 04/09/2019 City of South Bend $3,209,881.14 04/09/2019 City of South Bend $2,311,228.84 03/31/2019 City of South Bend $6,880.00 04/02/2019 Foundry II Garage Partners, Inc,; Eddy Commons Phase II; Requisition No. 11 $35,512.69 04/01/2019 Therefore, Ms. Dorau made a motion that after review of the expenditures, the claims be approved as submitted. Ms. Miller 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. Dorau and carried, the meeting adjourned at 10:35 a.m. BOARD OF PUBLIC WORKS Gary A. dilot, President Elizabeth A. Maradik, Member Therese J. Dorau, Member Genevieve E. Miller, Member Laura L. O'Sullivan, Member ATTEST: w ah� inda M. Martin, Cler 1 1