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HomeMy WebLinkAbout08272019 Board of Public Works MeetingAGENDA REVIEW SESSION AUGUST 22, 2019 247 ATTEST: da M. Martin, Jerk REGULAR MEETING AUGUST 27, 2019 The Regular Meeting of the Board of Public Works was convened at 9:35 a.m. on Tuesday, August 27, 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. 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 Meeting of the Board held on August 8, August 13, and August 20, 2019, were approved. OPENING OF BIDS — CENTURY CENTER NORTH RESTROOM RENOVATION — PROJECT NO. 118-104C (HOTEL/MOTEL TAX) This was the date set for receiving and opening of sealed bids for the above referenced project. The Clerk tendered proof of publication of Notice in the South Bend Tribune, which was found to be sufficient. The following bid was opened and publicly read: BROWN & BROWN GENERAL CONTRACTORS, INC 124 S. Elkhart St., PO Box 487 Wakarusa, IN 46573 Bid was signed by: Eric Brown Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted BID: $171,523.00 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above bid was referred to Venues, Parks, and Arts and Engineering for review and recommendation. OPENING AND AWARD OF QUOTATIONS — APPROVE CONTRACT — CITY OF SOUTH BEND WAYFINDING SIGNAGE PROGRAM PHASE I — PROJECT NO 119 052R (WWDA TIF/REDA TIF/RWDA TIF) 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: GEOGRAPH INDUSTRIES, INC. 475 Industrial Dr. Harrison, OH 45030 Quotation was submitted by Mark Freudiger Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: Total Quote $119,955.00 Total Alternate #1 $20,798 Total Alternate #2 $28,141 Total Alternate #3 $1,596 Total Quote plus Alternates $167,298.00 BURKHART SIGN SYSTEMS 1247 Mishawaka Ave. South Bend, IN 46615 Quotation was submitted by Richard Johnson Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: REGULAR MEETING AUGUST 27, 2019 248 Total Quote $134,440.00 Total Alternate #1 $10,340.00 Total Alternate #2 $27,740.00 Total Alternate #3 $504.00 Total Quote plus Alternates $134,440.00; $10,340.00; $27,740.00 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above quotations were referred to Community Investment and Engineering for review and recommendation. After reviewing those quotations, Ms. Alicia Czarnecki recommended that the Board award the contract to the lowest responsive and responsible bidder, Geograph Industries, Inc., in the amount of $139,157 for the Base Quote plus Alternates No. 1 and 3. 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. OPENING OF QUOTATIONS — EAST BANK TRAIL STABILIZATION — PROJECT NO 118-306 (LIABILITY INSURANCE) 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 Joshua McCormick Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $199,000.00 WALSH & KELLY, INC. 24358 SR 23 South Bend, IN 46614 Quotation was submitted by Kevin Kelly Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $191,070.00 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above quotations were referred to Venues, Parks, and Arts and Engineering for review and recommendation. OPENING OF QUOTATIONS — 2019 TREE PLANTING — PROJECT NO 119-013 (MVH) 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: FUERBRINGER LANDSCAPING & DESIGN, INC 22530 Brick Rd. South Bend, IN 46628 Quotation was submitted by Dan Fuerbringer Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $16,240.00 ACORN LANDSCAPING LLC 3680 W. Sample St. South Bend, IN 46619 Quotation was submitted by Jeff Ritschard Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $18,200 DOUGLAS LANDSCAPE, INC. 23590 Ardmore Trail South Bend, IN 46628 REGULAR MEETING AUGUST 27, 2019 249 Quotation was submitted by Doug. Pittman Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $12,320.00 K&R TREE SERVICE, LLC 1724 S. Grant St. South Bend, IN 46613 Quotation was submitted by Kevin Kenney Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $17,620.12 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 — PALAIS ROYALE INTERIOR PAINTING — PROJECT NO 119-055 (HISTORIC PRESERVATION) 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: GIBSON-LEWIS, LLC 1001 W. 1Ph Street Mishawaka, IN 46544 Quotation was submitted by Robert Lingenfelter Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $72,161.00 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above quotation was referred to Venues, Parks, and Arts and Engineering for review and recommendation. OPENING OF QUOTATIONS — CLEVELAND WELL FIELD REFURBISHMENTS WELL CLEANING — PROJECT NO. 118-021 C (RWDA TIF) 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: 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: $49,000.00 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above quotation was referred to Engineering and Community Investment for review and recommendation. OPENING OF PROPOSALS — GUARANTEED ENERGY SAVINGS CONTRACT: SOUTH BEND FIRE DEPARTMENT SOLAR PV (FIRE CAPITAL/BUILDING IMPROVEMENTS) Mr. Gilot advised that this was the date set for the receiving and opening of sealed proposals for the above referenced project. Mr. Gilot stated the proposals will be reviewed and scored based on a matrix system, by a team made up of City representatives. He read the names of the following companies submitting proposals: PERFORMANCE SERVICES, INC. 4670 Haven Point Blvd. Indianapolis, IN 46280 SELGE CONSTRUCTION CO., INC. 2833 S. 111h Street Niles, MI 49120 REGULAR MEETING AUGUST 27, 2019 250 AMERESCO, INC. 5875 Castle Creek Parkway N. Drive, Suite 155 Indianapolis, IN 46250 JOHNSON MELLOH SOLUTIONS 5915 Stockberger Place Indianapolis, IN 46241 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above proposals were referred to the Sustainability and Engineering review team for review and recommendation. TABLE BID AWARD — ONE (1) OR MORE 2019 OR NEWER TRUCK MOUNTED STREET SWEEPERS - SPEC P (STREET DEPARTMENT CAPITAL LEASE Mr. Jeff Hudak, Central Services, advised the Board that on July 23, 2019, 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 sole responsive and responsible bidder Jack Doheny Companies, 777 Doheny Drive, Northville, MI 48107 in the amount of $279,898 for unit prices less trade-in. In a letter to the Board Mr. Hudak noted that Hoosier Equipment LLC's bid was lower, however they did not follow the written bid instructions. He explained that although Hoosier did not take any exceptions to the bid spec and checked all the yes boxes indicating they comply, he found at least nine (9) discrepancies in their bid. Mr. Gilot stated this was discussed at the Agenda Review meeting. Mr. DJ Frost, Hoosier Equipment, said he stated when it's delivered it will meet the specifications. Mr. Gilot stated what you said at the last meeting is you had something better that we would like. You can't rewrite the specs and tell us it's something better. Attorney McDaniels added it has to be in there at the time of the bid opening, you can't add or alter something after the fact. Mr. Gilot noted he received a second letter from Hoosier Equipment that alleges the Jack Doheney bid is not responsive also. Attorney McDaniels stated because this came up this morning, we have not had a chance to review. She noted if there are two non -responsive bids, they should both be rejected. Mr. Gilot stated you've indicated the review by legal is that Hoosier is not responsive, the allegations that Doheney does not meet the specs must be reviewed also. Ms. McDaniels stated because there have been allegations, we need to review this and table the award. Mr. Frost asked if this review will this be a public meeting. Mr. Gilot stated this is an internal legal staff review. Ms. McDaniels reminded Mr. Frost that the Board has determined his bid is not responsive; his bid will not be awarded if Doherty's bid is found to be non -responsive. Mr. Gilot informed Mr. Frost he is welcome to the legal review memo, it's a public record. Therefore, Ms. Maradik made a motion that the bid award be tabled for legal review of the Doheney bid. Ms. Dorau seconded the motion, which carried. AWARD BID — TWENTY-NINE (29) MORE OR LESS BRAND NEW LEAF BOXES SPEC R (STREET DEPARTMENT CAPITAL LEASE) Mr. Jeff Hudak, Central Services, advised the Board that on July 23, 2019, bids were received and opened for the above referenced equipment. After reviewing those bids, Mr. Jeff Hudak recommended that the Board award the contract to the lowest responsive and responsible bidder Hoosier Equipment LLC, 11465 Redwood Road, Plymouth, IN 46563 in the amount of $189,595 for twenty-eight (28) boxes. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Dorau seconded the motion, which carried. AWARD BID/REJECT BID — 315 & 319 W. JEFFERSON EXTERIOR RENOVATIONS — PROJECT NO. 119-064 (RWDA TIF) Mr. Zach Hurst, Engineering, advised the Board that on August 13, 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 bidders as follows: a) Slatile Roofing and Sheet Metal Co., Inc., 1703 S. Ironwood Dr., South Bend, IN 46613; Division A - $55,812 b) Ziolkowski Construction, Inc., 4050 Ralph Jones Drive, South Bend, IN 46628; Division B - $39,574 c) Walsh & Kelly, Inc., 24358 SR 23, South Bend, IN 46614; Division C - $45,989; Base Bid plus Alternate 1 REGULAR MEETING AUGUST 27, 2019 251 d) Reject all Bids for Division D Mr. Hurst recommended that all bids for Division D be rejected. Therefore, Ms. Maradik made a motion that the recommendations be accepted and the bids be awarded and rejected as outlined above. Ms. Dorau seconded the motion, which carried. AWARD BID — COMMERCE CENTER ARCHITECTURAL PRECAST CONCRETE PANELS —PROJECT NO 119-03OR (REDA TIF) Mr. Zach Hurst, Engineering, advised the Board that on August 13, 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, High Concrete Group, LLC, 95 Mound Park Drive, Springboro, OH 45066 in the amount of $$4,335,200 for the Base Bid plus Alternates 2 and 6. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Dorau seconded the motion, which carried. AWARD QUOTATION — KERNAN PARK DRIVE GATE (PARKS MAINTENANCE, Mr. Patrick Sherman, Venues, Parks and Arts, advised the Board that on August 13, 2019, quotations were received and opened for the above referenced gate. After reviewing those quotations, Mr. Sherman recommended that the Board award the contract to the lowest responsive and responsible bidder, Custom Fence Company, 2265 Reum Road, Niles, MI 49120, in the amount of $2,604.09. 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. AWARD PROPOSAL — PRINT SHOP SERVICES (ALL CITY DEPARTMENTS, In a memorandum to the Board, Mr. Michael Schmidt, Purchasing, stated proposals were received for the above services by the Board on July 9, 2019. Mr. Schmidt stated after review and scoring, the team is requesting the Board's approval to award the proposal to the highest overall scoring vendor, Carothers Printing Company, 2118 S. Franklin St., South Bend, IN 46613. Upon a motion by Ms. Maradik, seconded by Ms. Dorau and carried, the Board approved the request to award the proposal as recommended. APPROVAL OF REQUEST TO REJECT QUOTATIONS NOTRE DAME TRIANGLE ALLEY PAVING — PROJECT NO 119-057 (LRSA/REPAIRS & MAINTENANCE) In a memorandum to the Board, Mr. Scott Kreeger, requested permission to reject all quotes 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. APPROVAL OF REQUEST TO REJECT QUOTATIONS CENTURY CENTER PARKING LOT ENTRY GATE IMPROVEMENTS — PROJECT NO. 118-035 HOTEL/MOTEL TAX FUND) In a memorandum to the Board, Ms. Alicia Czarnecki, Engineering, requested permission to reject all quotes for the above referenced project due to being over budget as well as the legal quotation threshold. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above request to reject all quotes was approved. APPROVE CHANGE ORDER NO. 8 — HOWARD PARK REDEVELOPMENT AND ST. LOUIS BLVD. IMPROVEMENTS — PROJECT NO. 117-047B PARK BOND/RETIF/REGIONAL CITIES & CUMULATIVE CAPITAL) Mr. Gilot advised that Mr. Roger Nawrot, Engineering, has submitted Change Order No. 8 on behalf of Larson -Danielson Construction Company, Inc., 302 Tyler Street, LaPorte, IN 46350, indicating the contract amount be increased by $156,046.59 for a new contract sum, including this Change Order, in the amount of $18,217,400.58. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 2 — CENTURY CENTER UPGRADES AND RENOVATIONS — PROJECT NO 118-104AR (HOTEL/MOTEL TAX FUND) Mr. Gilot advised that Ms. Becca Plantz, Engineering, has submitted Change Order No. 2 on behalf of R. Yoder Construction, Inc., 27453 CR 150, Nappanee, IN 46550, indicating the contract amount be increased by $6,605 for a new contract sum, including this Change Order, in REGULAR MEETING AUGUST 27, 2019 252 the amount of $104,180. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — CENTURY CENTER SITE SIGNS — PROJECT NO. 118-035B (HOTEL/MOTEL TAX FUND) Mr. Gilot advised that Mr. Becca Plantz, Engineering, has submitted Change Order No. 1 on behalf of Burkhart Sign Systems, 1247 Mishawaka Ave., South Bend, IN 46615, indicating the contract amount be increased by $2,600 for a new contract sum, including this Change Order, in the amount of $152,030. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — SMALL DRAINAGE DESIGN AND REPAIR DIVISION A — PROJECT NO. 118-063 (UTILITY EXPENSE/CONTRACTUAL SERVICE FUND/SSDA TIFF Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of G.E. Marshall, Inc., 1351 Joliet Rd., Valparaiso, IN 46385, indicating the contract amount be decreased by $18,521.47 for a new contract sum, including this Change Order, of $117,106.53. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $117,106.53. Upon a motion made by Ms. Maradik., seconded by Ms. Dorau and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved. APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — 2019 CITY CEMETERY PATHS (COIT) Mr. Gilot advised that Mr. Patrick Sherman, VPA, has submitted Change Order No. 1 (Final) on behalf of Acorn Landscaping LLC, 3680 W. Sample Street, South Bend, IN 46619, indicating the contract amount be increased by $3,170 for a new contract sum, including this Change Order, of $50,000. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $50,000. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved. APPROVE PROJECT COMPLETION AFFIDAVIT — CENTURY CENTER LOWER LEVEL RESTROOM REMODEL — PROJECT NO. 118-082A (LIABILITY INSURANCE) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Brown & Brown General Contractors, Inc., 124 S. Elkhart St., PO Box 487, Wakarusa, IN 46573, for the above referenced project, indicating a final cost of $252,070.61. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — ERSKINE CLUBHOUSE RENOVATION —PROJECT NO. 116-108 (SSDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Ziolkowski Construction, Inc., 4050 Ralph Jones Drive, South Bend, IN 46628, for the above referenced project, indicating a final cost of $1,101,342. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — SMALL DRAINAGE DESIGN AND REPAIR, DIVISION C — PROJECT NO. 118-063 (UTILITY EXPENSE/CONTRACTUAL SERVICE FUND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Walsh & Kelly, Inc., 24358 SR 23, South Bend, IN 46614, for the above referenced project, indicating a final cost of $72,200. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — BENDIX THEATER LIFT AT CENTURY CENTER —PROJECT NO. 118-036C (HOTEL/MOTEL TAX) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Brown & Brown General Contractors, Inc., 124 S. Elkhart Street, Wakarusa, IN 46573, for the above referenced project, indicating a final cost of $82,679.58. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Project Completion Affidavit was approved. REGULAR MEETING AUGUST 27, 2019 253 APPROVE PROJECT COMPLETION AFFIDAVIT — ST. JOSEPH STREET IMPROVEMENTS —PROJECT NO."118-008 (SSDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion :Affidavit on behalf of Walsh & Kelly, Inc., 24358 SR 23, South Bend, IN 46614, for the above referenced project, indicating a final cost of $449,436.52. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — CIVIC ALLEYWAY REPAVING — PROJECT NO. 118-110 (COMPLETE STREETS TRANSPORTATION) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Walsh & Kelly, Inc., 24358 SR 23, South Bend, IN 46614, for the above referenced project, indicating a final cost of $54,047.51. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — GEMINI AT WASHINGTON-COLFAX APARTMENTS MASONRY AND STAIR REPAIR — PROJECT NO. 118-080B WWDA TIF Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Paul's Welding, Inc., 7930 West 1000 North, Nappanee, IN 46550, for the above referenced project, indicating a final cost of $186,439. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — THREE TWENTY AT THE CASCADE - SITE UTILITIES, DIVISION B — PROJECT NO 118-074D (REDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Ritschard Bros., Inc., 1204 W. Sample St., South Bend, IN 46619, for the above referenced project, indicating a final cost of $53,487. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — LAFAYETTE BUILDING DRAIN REPLACEMENT — PROJECT NO 119-042 (RWDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Niezgodski Plumbing, Inc., 232 N. Mayflower Road, South Bend, IN 46619, for the above referenced project, indicating a final cost of $57,872.60. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — THREE TWENTY AT THE CASCADE EXTERIOR INSULATION AND FINISH SYSTEM — PROJECT NO. 118-074B-R REDA TF Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Skyline Plastering, Inc., 232 Westgate Drive, Carol Stream, IL 60188, for the above referenced project, indicating a final cost of $561,500. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — JMS BUILDING PARKING LOT IMPROVEMENTS — PROJECT NO 118-003R (RWDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Milestone Fence LLC, 13399 McKinley Hwy., Mishawaka, IN 46545, for the above referenced project, indicating a final cost of $85,831. 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 — CENTURY CENTER PARKING LOT ENTRY GATE IMPROVEMENTS — PROJECT NO. 118-035R (HOTEL/MOTEL TAX FUND) In a memorandum to the Board, Ms. Becca Plantz, 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. REGULAR MEETING AUGUST 27, 2019 254 APPROVAL OF REQUEST TO ADVERTISE FORTHERECEIPT OF BIDS AND TITLE SHEET — EDISON FILTRATION PLANT ROOF REPLACEMENT — PROJECT NO 119-014 (BUILDING IMPROVEMENTS) In a memorandum to the Board, Mr. Scott Kreeger, 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. Therefore, 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 — MAIN ST. AND WAYNE ST. GARAGE IMPROVEMENTS — PROJECT NO. 119- 066 (RWDA TIF) In a memorandum to the Board, Mr. Kyle Silveus, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Also presented at this time for approval and execution was the Title Sheet. Upon a motion made by Ms. Maradik, seconded by 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 — FIRE STATIONS NO. 3 AND 6 RENOVATIONS — PROJECT NO 118-047 (FIRE CAPITAL IMPROVEMENTS/BUILDING IMPROVEMENT) 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 — MAIN AND COLFAX PARKING STRUCTURE PAINT REPAIRS — PROJECT NO 119-078 (PARKING GARAGE FUND/RWDA TIF) In a memorandum to the Board, Ms. Becca Plantz, 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. Dorau and carried, the above request was approved. ADOPT RESOLUTION NO. 29-2019 — A RESOLUTION OF THE CITY OF SOUTH BEND INDIANA BOARD OF PUBLIC WORKS FOR THE DISPOSAL OF SURPLUS PROPERTY 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.29-2019 A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS FOR THE DISPOSAL OF SURPLUS PROPERTY WHEREAS, I.C. 36-9-6-1 gives the Board of Public Works of the City of South Bend the right and duty to have custody of, control of, use of, and dispose of in accordance with Indiana statutes, all real and personal property owned by the City of South Bend; and WHEREAS, the Common Council of the City of South Bend passed as amended on .January 11, 1988, Ordinance No. 7847-88 which mandates the Board of Public Works of the City of South Bend to determine that the sidearm of a police officer who retires in good standing is surplus property and no longer useful to the City of South Bend; and WHEREAS, OFFICER ANTHONY BONTRAGER is retiring effective August 8, 2019, from the South Bend Police Department, and the Board of Public Safety of the City of South Bend has determined that he retired in good standing; and WHEREAS, I.C. 5-22-22-1 permits and establishes 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; REGULAR MEETING AUGUST 27, 2019 255 NOW, THEREFORE, BE IT RESOLVED_ by the Board of Public Works of the City of South Bend that handgun Serial No. NDS9957, a Smith and Wesson M&P9 handgun, is no longer needed by the City and are unfit for the purpose for which they were intended and have an estimated fair market value of less than Five Hundred Dollars ($500.00) each. BE IT FURTHER RESOLVED that said property be disposed of and removed from the City inventory. ADOPTED this 27TH day of August, 2019. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Elizabeth A. Maradik s/ Therese J. Dorau ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 30-2019 — A RESOLUTION OF THE CITY OF SOUTH BEND INDIANA BOARD OF PUBLIC WORKS FOR THE DISPOSAL OF SURPLUS PROPERTY 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.30-2019 A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS FOR THE DISPOSAL OF SURPLUS PROPERTY WHEREAS, I.C. 36-9-6-1 gives the Board of Public Works of the City of South Bend the right and duty to have custody of, control of, use of, and dispose of in accordance with Indiana statutes, all real and personal property owned by the City of South Bend; and WHEREAS, the Common Council of the City of South Bend passed as amended on January 11, 1988, Ordinance No. 7847-88 which mandates the Board of Public Works of the City of South Bend to determine that the sidearm of a police officer who retires in good standing is surplus property and no longer useful to the City of South Bend; and WHEREAS, OFFICER STEPHANIE FOX is retiring effective August 13, 2019, from the South Bend Police Department, and the Board of Public Safety of the City of South Bend has determined that he retired in good standing; and WHEREAS, I.C. 5-22-22-1 permits and establishes 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; NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that handgun Serial No. NDT0123, a Smith and Wesson M&P9 handgun, is no longer needed by the City and are unfit for the purpose for which they were intended and have an estimated fair market value of less than Five Hundred Dollars ($500.00) each. BE IT FURTHER RESOLVED that said property be disposed of and removed from the City inventory. ADOPTED this 27TH day of August, 2019. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Elizabeth A. Maradik s/ Therese J. Dorau REGULAR MEETING AUGUST 27, 2019 256 1 L.J 1 ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 31-2019 — A RESOLUTION OF THE SOUTH BEND INDIANA BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.31-2019 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: Hewlett Packard DesignJet 800/Model #C7780C WHEREAS, pursuant to Indiana Code § 36-9-6-1 et. seq., the Board of Public Works ("Board") has the duty and authority to have custody, control, use, and to dispose of all real and personal property owned by the City of South Bend, Indiana; and WHEREAS, the City, acting by and through the Board, desires to dispose of the personal property that is more particularly described at Exhibit "A" attached hereto and incorporated herein ("Property"); and WHEREAS, in accordance with Indiana Code § 5-22-22-4, the Board may engage an auctioneer to conduct a public auction in order to dispose of the City's surplus personal property if the property to be sold is one (1) item with an estimated total value of $1,000 or more, or is more than one (1) item with an estimated value of $5,000 or less; and WHEREAS, the Board has determined that the Property has an estimated value of less than $5,000,and the Board has further determined that the property is unfit for the purpose for which it was intended, and is no longer needed by the City of South Bend; and NOW, THEREFORE, the Board of Public Works of the City of South Bend hereby finds that the Property listed at Exhibit 'A" is no longer needed by the City; the Property is unfit for the purpose for which it was intended, and has an estimated value of $5,000 or less. BE IT RESOLVED that the Property may be transferred or sold at public auction. However, if the Property is deemed to be worthless, such Property may be demolished or junked. ADOPTED the 27TH day of August, 2019. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Elizabeth A. Maradik s/ Therese J. Dorau 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 Right of Way City of South Dedication of City -Owned N/A Maradik/Dorau Dedication Bend Land on Portage Avenue at Boland Drive Roundabout for Street Right -of -Way and REGULAR MEETING AUGUST 27, 2019 257 Excess Land to be Sold Professional Abonmarche Mayflower and Adams $28,400 Maradik/Dorau Services Consultants, Roads Traffic Impact Study (RWDA TIF) Agreement Inc. Contract YWCA North Subsidize Cost of Operating $58,069 Maradik/Dorau Central Homeless Shelter and (ESG) Indiana, Inc. Provide Rental Assistance for Permanent Housing Contract Youth Service Subsidize Cost of Operating $74,184 Maradik/Dorau Bureau of St. Homeless Shelter and (ESG) Joseph Provide Rental Assistance County, Inc. for Permanent Housing Professional Jones Petrie Create Specifications for $6,800 Maradik/Dorau Services Rafinski Paint Repair at Four Winds (Non - Agreement Field Reverting Cove Fund Professional Simply Communication Training for $9,647.10 Maradik/Dorau Services Organized, VPA Facilities and Grounds (Parks Agreement LLC Staff Maintenance Amendment Arcadis U.S., Additional Construction NTE $36,100; Maradik/Dorau No. 3 to Inc. Administration Services for New Total Professional Wastewater Treatment Plant $914,590 Services Secondary Treatment (Utilities/Sew Agreement Improvements age Works Operations/ Contractual Services/ Other Contribution- Indiana Installation and Relocation $3,743.39 Maradik/Dorau In -Aid -Of- Michigan of Power Poles as Part of (Utilities/Sew Construction Power Electrical Improvements age Works Agreement Company Work Operations/ Contractual Services/ Other Professional American Engineering, Bidding and $41,200 Maradik/Dorau Services Structurepoint, Specification Services for (Utilities/Sew Agreement Inc. Poppy Road/US 20 Lift age Works Station Force Main Repair Operations/ Project Contractual Services/ Other Professional St. Mary's Spark Women's Business $30,000 Maradik/Dorau Services Women's Accelerator Neighborhood (Redevelop - Agreement Entrepreneur- Pilot ment General/ ship Initiative Poka on Professional Incremental Small Real Estate Capacity NTE $20,000 Maradik/Dorau Services Development Building and Technical (Redevelop - Agreement Alliance Assistance ment General/ Poka on Lateral St. Joe Valley Technical Resource Center $9,200 Maradik/Dorau Proposal Metronet, Inc. Metronet Buildout (IT Professional Services Professional BOLT Scanning, Indexing, and $12,796.25 Maradik/Dorau Services Limited, Inc. Pick-Up/Delivery to (DCI Agreement County -City Building for all Admin/Other Community Investement Professional Records excluding Historic Service) Preservation Lateral St. Joe Valley Management of Fiber $11,814 Maradik/Dorau Proposal Metronet, Inc. Pulling and Splicing for IT 1 1 1 REGULAR MEETING AUGUST 27, 2019 258 1 1 Build- Out of Free Wireless Professional Network Services Agreement Network Equipment and Installation $17,957.70 Maradik/Dorau Solutions for Extension of Wireless (IT Incorporated Network on Lincolnway Operating) West Participation Central Free Participation in N/A Maradik/Dorau Agreement Indiana Recruiting Pilot for Corporation Sourcing Recent Partnership, Undergraduates from Inc. d/b/a Indiana Colleges and Ascend Universities Indiana Professional M/E Design Design Services for HVAC $10,800 Maradik/Dorau Services Services Issues at Olive Street and (Utilities/ Agreement Pinhook Park Buildings Water Op erations) APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following Dermit and license annlicatinns were nrecentPd fnr nn-nrnA7n1- Applicant/Event Description Date/Time Location ^ Motion Carried Notre Dame Pep Street Closure September 27, Eddy St. from Maradik/Dorau Rally for Special 2019; 8:00 a.m. Napoleon to Angela Event to 8:00 p.m. Blvd. St. Joseph Street Closure September 28, On Route as Submitted Maradik/Dorau County Crop for Special 2019 Walk Event NNN Art's Cafe Street Closure September 29, California from Maradik/Dorau for Special 2019; 8:00 a.m. Portage Ave. to Event to 7:00 p.m. Sherman St. Over the Edge Street Closure October 4, Jefferson Blvd. from Maradik/Dorau for Special 2019; 10:00 Michigan St. to Event a.m. to 9:00 Parking Garage p.m. Notre Dame Pep Street Closure October 4, Eddy St. from Maradik/Dorau Rally for Special 2019; 8:00 a.m. Napoleon St. to Event to 8:00 p.m. Angela Blvd. Cinco 5 - DTSB Street Closure September 6, North Half of Maradik/Dorau; for Special 2019; 12:00 Woodward Ct. near Subject to Event p.m. to 1:00 Colfax Entrance North Half a.m. Closure and South Half Open for 2- Way Traffic to Parking Lot Block Party Street Closure September 14, Grace St. from Arnold Maradik/Dorau for Special 2019; 12:00 St. to Webster St. Event p.m. to 8:00 p.m. Block Party Street Closure September 2, Coquillard St. from Maradik/Dorau for Special 2019; 2:00 Rockne Dr. to Cherry Event p.m. to 8:00 Tree Ln. p.m. The Wall That Street Closure September 17, No Street Closure — Maradik/Dorau Heals for Special 2019; 12:00 Escorted by Police; Event p.m. to 2:00 Capital Ave. to LWE, p.m. West through Mishawaka to Sample St. Ramp, West on Sample St. to Grant Rd. to Cemetery REGULAR MEETING AUGUST 27, 2019 259 FAVORABLE RECOMMENDATION - PETITION TO VACATE THE '/2 ALLEY 128-134 LAUREL STREET Mr. Gilot indicated that Mr. Jon Cook on behalf of The History Museum, 808 W Washington, South Bend, IN, 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, Street Department, Fire Department, Police Department Community Investment, and Engineering who all state the request meets the criteria of I.C. 36-7-3-13. Therefore, Ms. Maradik made a motion for a favorable recommendation of the request for vacation. Ms. Dorau seconded the motion which carried. APPROVE TRAFFIC CONTROL DEVICE Ms. Maradik noted the Board discussed looking at the Ordinance on the first and last traffic control requests. Mr. Gilot stated he is inclined to follow Public Works oversite of the public right-of-way. He noted we shouldn't delay progress to determine if we need an Ordinance. He suggested it may or not may not require an Ordinance but they had two (2) highly respected judges speak on this at the agenda review meeting. Attorney McDaniels stated she has not had time to review this and suggested it be allowed for a ninety (90) day trial period. Ms. Maradik reminded the Board they also suggested 7:00 a.m. to 6:00 p.m. be added. Ms. Martin, Clerk, asked Mr. Nawrot if he also requested to remove the word "Judicial". Mr. Nawrot confirmed that was updated to "permit only". Ms. Lisa Plencner, St. Joseph County Administrator stated that was what she was here to confirm; they want the signs to read "permit only" and not state who is parking there for security reasons. Mr. Roger Nawrot, Engineering, stated the revision for no turn on red at Twyckenham and Mishawaka Ave. is for one (1) high school. Ms. Dorau questioned if there were other schools that might need restrictions and questioned if anybody is looking into that. Mr. Nawrot stated this was requested by the South Bend School Corporation after looking into all of the school's needs. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the following traffic control device requests were approved: NEW INSTALLATION: 2 Hour Parking — Electric Vehicles Only with Arrow and EV Sign Assembly LOCATION: Two (2) Eastern -Most Parking Spaces at SW Corner of Intersection of Jefferson Blvd. and St. Louis Blvd. REMARKS: All criteria has been met REVISION: Revise No Turn on Red Time to End at 5:00 p.m. (from 4:00 p.m.) LOCATION: Twyckenham Dr. and Mishawaka Ave. REMARKS: All criteria has been met Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the following traffic control device request was approved subject to a ninety (90) day trial period and the hours of 7:00 a.m. to 6:00 p.m. added: REVISION AND ADDITIONS: 1 Hour Parking to Permit Parking Only LOCATIONS: 100 Block of S. Lafayette Blvd., East Side; 200 Block of W. Jefferson Blvd., North Side; 100 Block of S. Main St., West Side REMARKS: All criteria has been met APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHT TO REMONSTRATE Mr. Gilot stated that the Board is in receipt of the following Consent to Annexation and Waiver of Right to Remonstrate. The Consent indicates that in consideration for permission to tap into public water/sanitary sewer system of the City, to provide water/sanitary sewer service to the below referenced property, the applicants waive and release any and all rights to remonstrate against or oppose any pending or future annexations of the property by the City of South Bend: A. Gary & Diane Jenswold, 16189 Waterside Drive, Granger, IN 46530 1. 18333 Forest Glade Drive — Water/Sewer (Key No.002-1014-027396) REGULAR MEETING AUGUST 27, 2019 260 1 Upon a motion by Ms. Maradik, seconded by Ms. Dorau and carried, the Consent to Annexation and Waiver of Right to Remonstrate was approved as submitted. RATIFY APPROVAL AND/OR RELEASE CONTRACTOR EXCAVATION AND OCCUPANCY BONDS The Division of Engineering Permit Department recommended that the following bonds be ratified pursuant to Resolution 100-2000 and/or released as follows: Business Bond Type Approved/ Released Effective Date Refael C. Mejia dba M&M Construction Excavation Approved August 16, 2019 RB Trucking & Towing LLC Excavation Approved August 14, 2019 RB Trucking & Towing LLC Occupancy Approved August 14, 2019 Fire Bins LLC Occupancy Approved Au ust 21, 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 $5,438,018.31 0-8/23/2019 City of South Bend $2,631,531.58 08/27/2019 U.S. Bank National Assoc.; 2015 EDIT/Parks Bond; Requisition No. 112 $732 07/30/2019 Key Government Finance, Inc.; Requisition No. 4 $137,240 08/26/2019 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, asked if the city is still doing some alley paving, referencing the approval of the Civic Alleyway Repaving Project Completion Affidavit. Mr. Gilot stated the City maintains some alleys, but the cost of the initial paving is usually divided between the adjoining property owners. He noted the initial paving is about 6" thick and very expensive, and the milling and resurfacing is only about 1 %2" thick. Mr. Eric Horvath, Public Works Director, stated if an existing paved alley is in bad condition, the city will sometimes repair it. He noted there just aren't enough funds to go around to pave all of the alleys. Mr. Miller asked about the city's request to self -perform paving at the last Board meeting. He asked if that is the second time this year. Mr. Horvath stated he couldn't recall, but the City Engineer would know. He explained anytime we self -perform, the project has to meet the threshold and it has to come before the Board. Mr. Miller questioned if the Board split the project and came back a second time for approval. Mr. Horvath stated no, they can request to self -perform as many times as the need comes up. Mr. Miller asked if the city has to attach a value on the temporary use of the paver by Walsh and Kelly, since they have to attach a value on their own equipment when figuring self -performance costs. He noted there has to be some kind of value there. Ms. Maradik stated this is a different situation, the paver is just being used while the city's equipment is down. Mr. Horvath stated there is no cost, but it has some value. Attorney McDaniels noted we don't know how often it's going to be used, so it would be difficult to figure. Mr. Horvath added if we are self -performing, we already anticipated the value. Mr. Michael Schmidt, Purchasing, stated we price it out based on the cost of our equipment; we don't value -out use of their equipment. 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 10:38 a.m. REGULAR MEETING AUGUST 27, 2019 261 BOARD OF PUBLIC WORKS '4f ' dk�A. Gary A. Oilot, Presi nt -QA p1k Elizabeth A. Maradik, Member Therese J. Dordf, Member 1 1