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HomeMy WebLinkAbout07092019 Board of Public Works MeetingAGENDA REVIEW SESSION JULY 3, 2019 192 1 ATTEST: Linda M. Martin, Clerk REGULAR MEETING JULY 9, 2019 The Regular Meeting of the Board of Public Works was convened at 9.34 a.m. on Tuesday, July 9, 2019, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik and Therese Dorau present. Board Members Genevieve Miller and Laura O'Sullivan were absent. Also present was Board Attorney Clara McDaniels. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of an MOU with the South Bend Civic Theater. 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 and Regular Meeting of the Board held on June 20 and June 25, 2019, were approved. OPENING OF BIDS — SALE OF CITY -OWNED PROPERTY — 1421 MEDORA STREET This was the date set for receiving and opening of sealed bids for the above referenced property. The Clerk tendered proof of publication of Notice in the South Bend Tribune, which was found to be sufficient. She stated no bids were received. OPENING AND AWARD OF QUOTATIONS — SCHOOL ZONE FLASHING BEACON RELOCATIONS — PROJECT NO. 119-058 (LRSA CAPITAL) 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: MICHIANA CONTRACTING. INC. PO Box 929 Plymouth, IN 46563 Quotation was submitted by Scott Kirkpatrick Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $9,800 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above quotation was referred to Engineering for review and recommendation. After review of the quote, Ms. Charlotte Brach, Engineering, recommended the Board award the quote to the sole responsive quoter, Michiana Contracting, Inc., PO Box 929, Plymouth, IN 46563, in the amount of $9,800. Upon a motion by Ms. Maradik, seconded by Ms. Dorau and carried, the Board approved the award as recommended. OPENING OF QUOTATIONS — 2019 DEMOLITIONS, PHASE I — PROJECT NO. 119-035 1WWCDA TIF/RWDA TIFIEDITI 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: R&R EXCAVATING, INC. 2010 Went Avenue Mishawaka, IN 46545 Quotation was submitted by William Loudin Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $126,700.00 REGULAR MEETING JULY 9, 2019 193 RITSCHARD BROS., INC. 1204 W. Sample Street South Bend, IN 46619 Quotation was submitted by Donald Ritschard Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $115,365.00 INDIANA EARTH, INC. 10343 McKinley Hwy. Osceola, IN 46561 Quotation was submitted by Mark Osler Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $135,560.00 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above quotations were referred to Engineering and Community Investment for review and recommendation. OPENING OF QUOTATIONS — NOTRE DAME TRIANGLE ALLEY PAVING— PROJECT NO. 119-057 (LRSA) 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: RIETH-RILEY CONSTRUCTION CO., INC. 25200 State Road 23 South Bend, IN 46614 Quotation was submitted by Hannah Gritton Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $49,341.00 WALSH & KELLY, INC. 24358 SR 23 South Bend, IN 46614 Quotation was submitted by Dustin Hilary Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $51,310.00 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 PROPOSALS — PRINT SHOP SERVICES (ALL CITY DEPARTMENTS) Mr. Gilot advised that this was the date set for the receiving and opening of sealed proposals for the above referenced services. 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: CAROTHERS PRINTING COMPANY 2118 South Franklin Street South Bend, IN 46613 BOWMAN DISPLAYS DIGITAL IMAGING, INC. 648 Progress Ave. Munster, IN 46321 ALPHAGRAPHICS 201 N. Main Street South Bend, IN 46601 REGULAR MEETING JULY 9, 2019 194 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above proposals were referred to the Central Services and Purchasing review team for review and recommendation. AWARD BID AND APPROVE CONTRACT — PULASKI PARK IMPROVEMENTS — PROJECT NO. 118-056 (TIF BOND) Mr. Kyle Silveus, Engineering, advised the Board that on June 25, 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, Larson Danielson Construction Co., Inc., 302 Tyler Street, LaPorte, IN in the amount of $878,686.25 for the base bid plus alternates. Mr. Silveus noted there was a correction to an error in their bid total which showed $878,695.29. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the bid be awarded and the contract approved. Ms. Dorau seconded the motion, which carried. AWARD BID AND APPROVE CONTRACT —GEMINI SITE IMPROVMENTS— PROJECT NO. 119-043 (WWDA TIF) Mr. Kyle Silveus, Engineering, advised the Board that on June 11, 2019, bids were received and opened for the above referenced equipment. After reviewing those bids, Mr. Silveus recommended that the Board award the contract to the lowest responsive and responsible bidder, Rieth-Riley Construction Co., Inc., 25200 State Road 23, South Bend, IN in the amount of $614,451.28; Base Bid Only, Contingent of RDC approval. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the bid be awarded and the contract approved, subject to Redevelopment Commission approval of funding. Ms. Dorau seconded the motion, which carried. APPROVAL OF REQUEST TO REJECT BIDS — COMMERCE CENTER ARCHITECTURAL PRECAST CONCRETE PANELS — PROJECT NO. 119-030 (REDA TIF) In a memorandum to the Board, Zach Hurst, Engineering, requested permission to reject all bids for the above referenced project due to missing the project schedule. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above request was approved. AWARD QUOTATION — ERSKINE CLUBHOUSE BASEMENT FLOORING (VPA FACILITIES & GROUNDS MAINTENANCE) Mr. Patrick Sherman, VPA, advised the Board that on June 25, 2019, 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 quoter, Carpet Service Outlet, Inc., 1514 Mishawaka Ave., South Bend, IN, in the amount of $9,995. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Ms. Dorau seconded the motion, which carried. TABLE AWARD OF QUOTATION — O'BRIEN FITNESS CENTER HVAC (VPA MAINTENANCE) Mr. Patrick Sherman, VPA, advised the Board that on June 25, 2019, 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 quoter, Dynamic Mechanical Services, 1606 Chestnut Street, Mishawaka, Indiana, in the amount of $43,295. The Board discussed their request of Mr. Sherman to provide them with a life -cycle cost of the equipment versus energy efficient equipment. Ms. Martin noted he contacted her to let the Board know he was on vacation last week and hadn't been able to get the information pulled together. Ms. Maradik suggested the Board wait to award until after review of the numbers. Therefore, Ms. Maradik made a motion that the recommendation to award be tabled until later. Ms. Dorau seconded the motion, which carried. AWARD PROPOSAL — TOWING SERVICE FOR CODE ENFORCEMENT DEPARTMENT Ms. Tracy Skibbins, Code Enforcement, advised the Board that on June 25, 2019, proposals were received and opened for the above referenced service. After reviewing and scoring those proposals by the review team from Purchasing and Code Enforcement, Ms. Skibbins recommended that the Board award the contract to the highest scoring proposer, Hamilton Towing, LLC, 4707 W. Western Ave., South Bend, IN. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the proposal be awarded as outlined above. Ms. Dorau seconded the motion, which carried. REGULAR MEETING JULY 9, 2019 195 APPROVE CHANGE ORDER NO. 1 — MCKINLEY AVENUE AND FREMONT PARK IMPROVEMENTS, DIVISION B — PROJECT NO. 118-072 (VPA) Mr. Gilot advised that Ms. Alicia Czarnecki, Engineering, has submitted Change Order No. 1 on behalf of Walsh & Kelly, Inc., 24358 State Road 23, South Bend, IN 46614, indicating the contract amount be increased by $1,380 for a new contract sum, including this Change Order, in the amount of $245,920. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — VENUES PARKS & ARTS RESTROOM REMODELING— PROJECT NO. 118-043R (PARKS BOND I) Mr. Gilot advised that Mr. Scott Kreeger, Engineering, has submitted Change Order No. 1 on behalf of Michiana Contracting, Inc., 7843 Lilac Road, Plymouth, IN 46563, indicating the contract amount be increased by $35,250.82 for a new contract sum, including this Change Order, in the amount of $525,250.82. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — FOUR WINDS FIELD WATER SOFTENER— (NON - REVERTING COVELESKI FUND) Mr. Gilot advised that Mr. Patrick Sherman, Venues, Parks & Arts, has submitted Change Order No. 1 on behalf of Culligan, 56861 Ferrettie Ct, Mishawaka, IN 46545, indicating the contract amount be increased by $1,295 for a new contract sum, including this Change Order, in the amount of $14,620. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — LIBERTY TOWER EXTERIOR RENOVATIONS DIVISION C — PROJECT NO. 118-086R (RWDA TIF) Mr. Gilot advised that Mr. Kyle Silveus, Engineering, has submitted Change Order No. 1 on behalf of Environmental Glass, Inc., 12675 Marlin Dr, Redford, MI 48239, indicating the contract amount be decreased by $4,227.32 for a new contract sum, including this Change Order, in the amount of $299,772.68. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 2— LINCOLN WAY EAST CORRIDOR IMPROVEMENTS —PROJECT NO. 117-055A (RWDA TIF) Mr. Gilot advised that Mr. Kyle Silveus, Engineering, has submitted Change Order No. 2 on behalf of Walsh & Kelly, Inc., 24358 State Road 23, South Bend, IN 46614, indicating the contract amount be increased by $7,043.89 for a new contract sum, including this Change Order, in the amount of $482,428.89. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — LOT 12 US 31 INDUSTRIAL PARK ASPHALT PAVING— PROJECT NO. 119-026 (RWDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Almac-Sotebeer, Inc., 3414 County Road 6 East, Elkhart, IN 46515, for the above referenced project, indicating a final cost of $35,975. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — CENTURY CENTER STORAGE MEZZANINE —PROJECT NO. 118-036E (HOTEL/MOTEL TAX) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of R. Yoder Construction, Inc., 27453 County Road 150, Nappanee, IN 46550, for the above referenced project, indicating a final cost of $104,243.52. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — VENUES PARKS AND ARTS MAINTENANCE STORAGE BUILDING — PROJECT NO. 118-046R (PARK BOND SERIES 1) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of The Robert Henry Corporation, 404 S. Frances Street, South Bend, IN 46617, for the above referenced project, indicating a final cost of $388,984. Upon a motion made REGULAR MEETING JULY 9, 2019 196 by Ms. Maradik, seconded by Ms. 'Dorau and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — HUMAN RIGHTS COMMISSION OFFICE REMODEL (COIT) Mr. Gilot advised that Mr. Adam Parsons, Central Services, has submitted the Project Completion Affidavit on behalf of Premier 1 Construction, 105 East Jefferson Blvd Suite 216, South Bend, IN 46601, for the above referenced project, indicating a final cost of $24,129. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Project Completion Affidavit was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — OLIVE WATER TREATMENT PLANT IMPROVEMENTS — PROJECT NO 118- 024 (RWDA TIF) In a memorandum to the Board, Ms. Charlotte Brach, 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 — 315 & 319 WEST JEFFERSON BLVD. EXTERIOR RENOVATIONS — PROJECT NO 119-064 (RWDA TIF) In a memorandum to the Board, Mr. Zach Hurst, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above request to advertise was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — ONE (1) OR MORE, PRE -OWNED 55'AERIAL BUCKET TRUCK COMPLETE — SPEC S (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. Maradik, seconded by Ms. Dorau and carried, the above request was approved. 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 Services MicroIntegrati Renewal for VoIP $9,752/ Maradik/Dorau Agreement on Holdings, Phone/Voicemail Monthly for Renewal and LLC Environment Thirty -Six (36) Supplemental Months; $351,072 Terms and Total Conditions IT Operating) Agreement for South Bend Support for Operation $65,000 Maradik/Dorau Services Housing Manager to assist with (Federal Grant Authority Implementation of the Fund) Federal Lead Grant Amendment Indiana Extend Mortgage N/A Maradik/Dorau No. 1 to Housing and Foreclosure Counseling (IHCDA — State Contract Community Services Contract to of Indiana) Development December 31, 2019 Authority Professional Joseph A. Design for the Roof $3,800 Maradik/Dorau Services Dzierla AIA Repair of the Vested (RWDA TIF) Agreement & Associates, Interest Building Inc. Professional HWC Construction Inspection NTE $100,825 Maradik/Dorau Services Engineering, Services for Western (RWDA TIF) Agreement Inc. Avenue Streetsca e REGULAR MEETING JULY 9, 2019 197 Phase III Restated and St. Joseph Supply Water and/or N/A Maradik/Dorau Amended County Collection of Sewage for Master Regional Sub -Districts to be Agreement Sewer and served by RSWD Water District Restated and St. Joseph Establishment of Sewer N/A Maradik/Dorau Amended County Service for Carriage Addendum No. Regional Hills Sub -District 2 Sewer and Water District Memorandum South Bend Periodic and Temporary N/A Maradik/Dorau of Civic Theater Closure of the Alley Understanding behind South Bend Civic Theater for Special Events APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following permit and license applications were presented for approval: Applicant Description Date/Time Location Motion Carried Madison Street Street Closure July 4, 2019; Madison St. from Maradik/Dorau Block Party for Special 8:30 a.m. to Greenlawn to Event 12:00 p.m. Coquillard St. Progressive Street Closure July 13, 2019; Angle Closure on Maradik/Dorau Fun Fair, for Special 8:00 a.m. to Sunnyside & Belmont Missionary Event 6:00 p.m. Streets; Bronson St. Church closed Studebaker Street Closure July 21, 2019; High St. from E. Calvert Maradik/Dorau Golf Course for Special 11:00 a.m. to St. to E. Bowman St. 100 Year Event 6:00 p.m. Celebration APPROVE TRAFFIC CONTROL DEVICE Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the following traffic control device request was approved: NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATION: 1520 East Bowman St. REMARKS: Meets all Criteria DENY TRAFFIC CONTROL DEVICES Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the following traffic control device requests were denied: NEW INSTALLATION: LOCATION: REMARKS: NEW INSTALLATION: LOCATION: REMARKS: Handicapped Accessible Parking Space Sign 2515 Bonds Avenue Does not meet the Criteria Handicapped Accessible Parking Space Sign 2004 South Jackson St Does not meet the Criteria RATIFY APPROVAL AND/OR RELEASE CONTRACTOR EXCAVATION AND OCCUPANCY BONDS 1 REGULAR MEETING JULY 9, 2019 198 r� 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 Case 's Concrete LLC Contractor A2proved June 13, 2019 Dennis Deutscher Construction Contractor Approved Ma 25, 2019 Frickson Construction Services LLC Contractor Approved June 21, 2019 Dennis Deutscher Construction Occu anc Approved June 12, 2019 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 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 accuracv. Name Amount of Claim Date City of South Bend $1,820,076.21 07/09/2019 U.S. Bank National Association; Requisition No. 8 $$70,000 07/09/2019 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 Mr. Murray Miller, Local Union No. 645, questioned agenda Item No. 3.C., Notre Dame Triangle Alley Paving, asking why the city doesn't pave alleys. Mr. Gilot confirmed they don't pave alleys, but this is located in the Triangle Subdivision that was developed by the City. He noted the Redevelopment Commission funded this redevelopment area and part of the agreement was for the city to fund all infrastructure. Mr. Gilot stated this was started back when he was Director of Public Works. He stated the city held off for a long time on the alley paving and is now being asked to finish the project and fulfill the terms of the development agreement. He noted the City was the developer of this totally new subdivision, and the design was for the service drives to be off of the rear of the houses to allow more houses to be developed for a total of fifty-five (55) homes. Mr. Miller asked if they would be rebidding Item No. 6.A., Commerce Center Architectural Precast Concrete Panels. Ms. Maradik stated they didn't tell the Board if they would. Mr. Miller asked where Item No. 12.D., Vested Interest Building, is located. Ms. Maradik stated it is on Sample Street in the former Ziker Building. 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 10:02 a.m. BOARD OF PUBLIC WO S Gary A. Gilot, Presidelit Jet Elizabeth A. Mkadik, Member Therese J. D4rau, NfKniber -A� 4 Gen(Ave E. Miller— Menaber Laura L. O'Sullivan, Mtnber REGULAR MEETING JULY 9, 2019 199 ATTEST: LiAda M. Martin, Clerk 1