The URL can be used to link to this page

Home My WebLink About11262019 Board of Public Works MeetingAGENDA REVIEW SESSION NOVEMBER 21, 2019 349 believed "No Parking" signs were put; up during the two-way conversion in this area that were never taken down but were supposed to be. No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 11:06 a.m. BOARD OF PUBS IC WORKS E Therese J. DerauNlember Genevieve E. Miller, Member Laura L. O'Sullivan, Member ATTEST: inda M. Martin,�Ierk REGULAR MEETING NOVEMBER 26, 2019 The Regular Meeting of the Board of Public Works was convened at 9:32 a.m. on Tuesday, November 26, 2019, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik and Laura O'Sullivan present. Board Members Genevieve Miller and Therese Dorau were absent. Also present was Board Attorney Clara McDaniels. Board of Public Works Clerk, Linda Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Maradik, seconded by Ms. O'Sullivan and carried, the Minutes of the Regular Meeting and Claims Meeting of the Board held on November 12 and November 19, 2019 were approved. OPENING OF BIDS — 2019 COMMUNITY CROSSINGS ROUND 2 — PROJECT NO. 119- 065 (LRSA) 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: RIETH-RILEY CONSTRUCTION CO. INC. 25200 State Road 23 South Bend, IN 46614 Bid was signed by: Joshua McCormick Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted BID: Division 1 Total $94,450.00 Division 2 Total $163,700.00 Division 3 Total $161,700.00 Division 4 Total $104,700.00 Alternate 1 Total $256,900.00 TOTAL BID $781,450.00 REGULAR MEETING NOVEMBER 26, 2019 350 C WALSH & KELLY, INC. 24358 SR 23 South Bend, IN 46614 Bid was signed by: Dustin Hilary Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted Division 1 Total $102,666.10 Division 2 Total $170,689.75 Division 3 Total $190,481.35 Division 4 Total $145,221.88 Alternate 1 Total $298,942.46 TOTAL BID $506,392.98 Upon a motion made by Ms. Maradik, seconded by Ms. O'Sullivan and carried, the above bids were referred to Engineering for review and recommendation. OPENING OF BIDS — PINHOOK PARK SITE IMPROVEMENTS — PROJECT NO. 118-077A (PARK BOND H & J; DNR GRANT) 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: RIETH-RILEY CONSTRUCTION CO., INC. 25200 State Road 23 South Bend, IN 46614 Bid was signed by: Joshua McCormick Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted I: Total Base Bid $1,252,900.00 Alternate #1 Total $87,000.00 Alternate #2 Total $12,000.00 Alternate #3 Total $47,000.00 Alternate #4 Total $80,000.00 Alternate #5 Total $56,000.00 Alternate #6 Total $39,000.00 Alternate #7 Total $126,000.00 Upon a motion made by Ms. Maradik, seconded by Ms. O' Sullivanand carried, the above bid was referred to Venues, Parks, and Arts and Engineering for review and recommendation. OPENING OF BIDS — PINHOOK PARK PAVILION IMPROVEMENTS — PROJECT NO. 118-077B (PARK BOND H & J; DNR GRANT) 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: MICHIANA CONTRACTING. INC. 7843 Lilac Rd., PO Box 929 Plymouth, IN 46563 Bid was signed by: Scott Kirkpatrick Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%1) Bid Bond was submitted BID: BASE BID TOTAL $174,310 ALTERNATE NO. 1 TOTAL $ 67,870 REGULAR MEETING NOVEMBER 26, 2019 351 LARSON DANIEL ON CONSTRUCTION CO INC 302 Tyler St. LaPorte, IN 46350 Bid was signed by: Timothy F. Larson Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%1) Bid Bond was submitted BID: BASE BID TOTAL $164,571 ALTERNATE NO.1 TOTAL $ 74,421 THE ROBERT HENRY CORPORATION 404 S. Frances St. South Bend, IN 46624 Bid was signed by: Stephen. R. Henry Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%1) Bid Bond was submitted BID: BASE BID TOTAL $206,639 ALTERNATE NO. 1 TOTAL $ 61,660 Upon a motion made by Ms. Maradik, seconded by Ms. O'Sullivan and carried, the above bids were referred to Venues, Parks, and Arts and Engineering for review and recommendation. OPENING OF BIDS — TWO-WAY CONVERSION OF COLFAX AVENUE PHASE 2 — PROJECT NO. 115-053B (WWDA TIF) 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: RIETH-RILEY CONSTRUCTION CO.. INC. 25200 State Road 23 South Bend, IN 46614 Bid was signed by: Joshua A. McCormick Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted 0 BASE BID TOTAL $624,984.00 ALTERNATE NO. 1 TOTAL $48,889.00 WALSH & KELLY, INC. 24358 SR 23 South Bend, IN 46614 Bid was signed by: Dustin Hilary Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted .6 BASE BID TOTAL $594,900.00 ALTERNATE NO. 1 TOTAL $51,700.00 BASE BID PLUS + ALTERNATE #1 $646,600.00 INDIANA EARTH, INC. 10343 McKinley Hwy. Osceola, IN 46561 Bid was signed by: Mark Osler Non -Collusion, Non -Discrimination Affidavit Form was completed REGULAR MEETING NOVEMBER 26, 2019 352 1 1 Five percent (5%) Bid Bond was submitted M BASE BID TOTAL 1 $698,864.24 ALTERNATE NO. 1 TOTAL 1 $66,054.00 Upon a motion made by Ms. Maradik, seconded by Ms. O'Sullivan and carried, the above bids were referred to Engineering and Community Investment for review and recommendation. OPENING OF BIDS — ONE (1) OR MORE, 2019 OR NEWER, 6 WHEELED MOTOR GRADER — SPEC W— (STREET DEPARTMENT CAPITAL LEASE & INTEREST) 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: MCCANN INDUSTRIES 14077 Esther Ave. Mishawaka, IN 46545 Bid was signed by: Michael Gentry Non -Collusion, Non -Discrimination Affidavit Form was completed Indiana Local Business Preference Form was submitted Ten percent (10%) Bid Bond was submitted E Description Year/Make/Model Unit Price Motor Grader 2019 - Case — 836C $169.989 Alternate # Description Cost Total 1 All -wheel drive $11,736.00 $11,736.00 2 Dead engine Steering Standard Equipment Standard Equipment $0 3 Front mounted v-bar scarifier $2,100.00 $2,100.00 4 8' front blade $3,100.00 $3,100.00 5 5-year traction drive and h draulic system warranty $4,747.00 $4,747.00 6 Cold weather engine package Standard Equipment Standard Equipment $0 Estimated number of days for delivery from award date 150 days. Alternate Machine Bid, Standard Circle Drive Motor Grader 1 2019- Case — 836C 1 $167,421 1 BRANDEIS MACHINERY & SUPPLY CO. 7310 Venture Lane Fort Wayne, IN 46818 Bid was signed by: Douglas L. Fox Non -Collusion, Non -Discrimination Affidavit Form was completed Ten percent (10%) Bid Bond was submitted LIM Description Year/Make/Model Unit Price Motor Grader 2019/ Leebo / 685D $184,215.00 Alternate # Description Cost Total 1 All -wheel drive $7,810.00 2 Dead engine steering $2,030.00 3 Front mounted v-bar scarifier $3,464.00 4 8' front blade $5,273.00 5 5-year traction drive and $7,271.00 REGULAR MEETING NOVEMBER 26, 2019 353 hydraulic system warranty. 6 Cold weather engine package $526.00 hsnmated number of days for delivery from award date 60 days. MACALLISTER MACHINERY CO., INC 6300 Southeastern Ave. Indianapolis, IN 46203 Bid was signed by: Chris MacAllister Non -Collusion, Non -Discrimination Affidavit Form was completed Ten percent (10%) Bid Bond was submitted :e Description Year/Make/Model Unit Price Motor Grader 2020 Noram 65E $164,900 Alternate # Description Cost Total 1 All -wheel drive $ 2 Dead engine steering $ 3 Front mounted v-bar scarifier $2,664.00 4 8' front blade $2,019.00 5 5-year traction drive and hydraulic system warranty $6,130.00 6 T Cold weather engine package $443.00 Estimated number or days for delivery from award date 30 days. Upon a motion made by Ms. Maradik, seconded by Ms. O'Sullivan and carried, the above bids were referred to Central Services for review and recommendation. OPENING OF BIDS — MORRIS THEATER PLASTER WORK — PROJECT NO. 118-094R (VPA MORRIS) 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: GIBSON-LEWIS. LLC 1001 W. 1 Ph Street Mishawaka, IN 46544 Bid was signed by: Robert Lingenfelter Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted BID: BASE BID ITEM NO. DESCRIPTION QUANTITY UNIT TOTAL AMOUNT 1 Restoration Work of 1 Lump Sum $318,224.00 the Plaster Frieze at the Perimeter of Four Domes 2 Demo and Additional 1 Allowance $10,000 Re airs Allowance 3 Misc Plaster Work and 1 Allowance $5,000 Painting Allowance UNIT PRICING ITEM NO. DESCRIPTION UNIT UNIT PRICE 1 Plaster Repair (Removal and Lin ft No bid -evaluate as needed Replacement of Damaged sections to be determined during condition assessment 2 Anchor Installation I Per anchor Add=$125.00 Deduct=$102.00 1 u REGULAR MEETING NOVEMBER 26, 2019 354 3 1 Painting Repair „ 1 Per anchor I No Bid -see attachment Upon a motion made by Ms. Maradik, seconded by Ms. O'Sullivan and carried, the above bid was referred to Engineering and Venues, Parks, and Arts for review and recommendation. OPENING OF QUOTATIONS — FIRE STATION NOS. 10 & 2 PARKING LOT REPAIRS — PROJECT NO. 119-099 (FIRE CAPITAL IMPROVEMENTS) 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 Drew Snodderly Non -Collusion, Non -Discrimination Affidavit Form was completed Total Amount of Base Quote $86,421.40 Total Amount of Alternate No. 1 $48,875.85 Total Base Bid + Alternate # 1 $135,297.25 WALSH & KELLY, INC. 24358 State Road 23 South Bend, IN 46614 Quotation was submitted by Dustin Hilary Non -Collusion, Non -Discrimination Affidavit Form was completed Total Amount of Base Quote $55,400.00 Total Amount of Alternate No. 1 $37,300 Total Base Bid + Alternate #1 $92,700.00 Upon a motion made by Ms. Maradik, seconded by Ms. O'Sullivan and carried, the above quotations were referred to Engineering for review and recommendation. OPENING OF QUOTATIONS — BENDIX THEATER FLOORING — PROJECT NO 119-106 (HOTEL/MOTEL TAX) 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: CARPET SERVICE OUTLET, INC. 1514 Mishawaka Ave. South Bend, IN 46615 Quotation was submitted by Vicki Shepard Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $72,642.00 Upon a motion made by Ms. Maradik, seconded by Ms. O'Sullivan and carried, the above quotation was referred to Engineering and Venues, Parks, and Arts for review and recommendation. OPENING OF QUOTATIONS — AT -LARGE COUNCIL OFFICE RENOVATIONS — PROJECT NO. 119-105 (COUNCIL REPAIRS AND MAINTENANCE) Mr. Gilot advised that this was the date set for the receiving and opening of sealed quotations for the above referenced project. The following quotations were opened and read: GIBSON-LEWIS, LLC. 1001 W. 11t'. St. Mishawaka, IN 46544 Quotation was submitted by Robert Lingenfelter Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $35,565.00 REGULAR MEETING NOVEMBER 26, 2019 355 PREMIER 1 CONSTRUCTION, INC. 105 E. Jefferson Blvd., Suite 400 South Bend, IN 46601 Quotation was submitted by Alan Lusk Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $21,500 R. YODER CONSTRUCTION, INC. 27453 CR 150 PO Box 69 Nappanee, IN 46550 Quotation was submitted by Jason Yoder Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $27,110.00 Upon a motion made by Ms. Maradik, seconded by Ms. O'Sullivan and carried, the above quotations were referred to Central Services for review and recommendation. OPENING OF PROPOSALS — OVERHEAD DOOR SERVICES CONTRACT (VARIOUS DEPARTMENT BUILDING MAINTENANCE BUDGETS) 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 name of the following company submitting a proposal: INDUSTRIAL DOOR OF NORTHERN INDIANA 3839 South Main Street South Bend, IN 46614 Upon a motion made by Ms. Maradik, seconded by Ms. O'Sullivan and carried, the above proposal was referred to the Central Services review team for review and recommendation. AWARD BID — HISTORIC LEEPER PARK IMPROVEMENTS BID PACKAGE 2 — PROJECT NO. 118-01 OB (RWDA TIF) Mr. Kyle Silveus, Engineering, advised the Board that on October 22, 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 Northern Indiana Construction Co., Inc., P.O. Box 1333, Mishawaka, IN 46546, in the amount of $813,360.05 for the Base Bid only. Therefore, Ms. Maradik made a motion that the recommendation be accepted, and the bid be awarded as outlined above. Ms. O'Sullivan seconded the motion, which carried. AWARD BID — EWING AVENUE AND FELLOWS STREET TRAFFIC SIGNAL REPLACEMENT — PROJECT NO. 118-097 (LRSA) Mr. Roger Nawrot, Engineering, advised the Board that on November 12, 2019, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Nawrot recommended that the Board award the contract to the lowest responsive and responsible bidder Martell Electric, LLC, 4601 Cleveland Rd., South Bend, IN 46628, in the amount of $194,604.50. Therefore, Ms. Maradik made a motion that the recommendation be accepted, and the bid be awarded as outlined above. Ms. O'Sullivan seconded the motion, which carried AWARD BID — EAST BANK TRAIL STORM REPAIRS— PROJECT NO. 118-306 (LIABILITY INSURANCE FUND) Mr. Scott Kreeger, Engineering, advised the Board that on November 12, 2019, bids were received and opened for the above referenced project. Mr. Kreeger noted there was a discrepancy in the total bid amount of $192,000 on the Bid/Proposal page and the Contractor's Bid Sheet amount of $211,800. Mr. Kreeger stated after checking the math and confirming with the bidder, the correct bid award amount is $211,800. Therefore, Mr. Kreeger recommended that the Board award the contract to the lowest responsive and responsible bidder Walsh & Kelly, Inc., 24358 State Road 23, South Bend, IN 46614, in the amount of $211,800. Upon a motion made by Ms. E, 1 F REGULAR MEETING NOVEMBER 26, 2019 356 Maradik, seconded by Ms. O'Sullivan and carried, the recommendation to award the bid was approved. AWARD BIDS — SALE OF CITY -OWNED PROPERTIES — 142 N. CHICAGO & 722 LAPORTE AVE. Mr. Andrew Netter, Community Investment, advised the Board that on November 12, 2019, bids were received and opened for the above referenced properties. After reviewing those bids, Mr. Netter recommended that the Board award the contracts to Victor Lopez, I I10 Lincoln Way West, South Bend, IN, 46616, in the total amount of $950 for 142 N. Chicago St., and $875 for 722 LaPorte Ave. for a total cost of $1825. He informed the Board that the city has agreed to purchase Mr. Lopez's lot at 517 Allen St. in the amount of $925 leaving the balance Mr. Lopez will pay for the properties at $900 plus advertising and closing costs. Therefore, Ms. Maradik made a motion that the recommendation be accepted, and the bids be awarded as outlined above. Ms. O'Sullivan seconded the motion, which carried AWARD BID — MAIN AND COLFAX PARKING STRUCTURE PAINT REMOVAL PROJECT NO. 119-078R (PARKING GARAGES) Ms. Becca Plantz, Engineering, advised the Board that on November 19, 2019, bids were received and opened for the above referenced project. After reviewing those bids, Ms. Plantz recommended that the Board award the contract to the lowest responsive and responsible bidder T. George Podell & Co., Inc., 23146 Ireland Rd., South Bend, IN 46614, in the amount of $143,700. Therefore, Ms. Maradik made a motion that the recommendation be accepted, and the bid be awarded as outlined above. Ms. O'Sullivan seconded the motion, which carried AWARD QUOTATION — CODE ENFORCEMENT VESTIBULE — PROJECT NO. 119-101 (CODE ENFORCEMENT) Mr. Adam Parsons, Central Services, advised the Board that on November 12, 2019, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Parsons recommended that the Board award the contract to the lowest responsive and responsible bidder, R. Yoder Construction, Inc., PO. Box 69, Nappanee, IN 46550, in the amount of $23,150. Therefore, Ms. Maradik made a motion that the recommendation be accepted, and the quotation be awarded as outlined above. Ms. O'Sullivan seconded the motion, which carried. AWARD QUOTATION — ERSKINE WELL NO. 2 REHABILITATION — PROJECT NO 119- 096 (WATER WORKS OPERATIONS) Ms. Becca Plantz, Engineering, advised the Board that on November 12, 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, 55860 N. Russell Industrial Pkwy, Mishawaka, IN 46545, in the amount of $64,600. Therefore, Ms. Maradik made a motion that the recommendation be accepted, and the quotation be awarded as outlined above. Ms. O'Sullivan seconded the motion, which carried. AWARD QUOTATION — EDISON WELL NO. 3A REHABILITATION — PROJECT NO 119- 097 (WATER WORKS OPERATIONS) Ms. Becca Plantz, Engineering, advised the Board that on November 12, 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, 55860 N. Russell Industrial Pkwy, Mishawaka, IN 46545, in the amount of $66,900. Therefore, Ms. Maradik made a motion that the recommendation be accepted, and the quotation be awarded as outlined above. Ms. O'Sullivan seconded the motion, which carried. APPROVAL OF REQUEST TO REJECT QUOTES — NORTH PUMPING STATION FLOOD DAMAGE REPAIRS — PROJECT NO. 118-302 (LIABILITY INSURANCE) In a memorandum to the Board, Mr. Jacob Klosinski, Wastewater, requested permission to reject all bids for the above referenced project due to exceeding the project budget. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. O'Sullivan and carried, the above request was approved. APPROVE CHANGE ORDER NO. 5 — LIBERTY TOWER EXTERIOR RENOVATIONS — PROJECT NO. 118-086R (RWDA TIF) REGULAR MEETING NOVEMBER 26, 2019 357 Mr. Gilot advised that Mr. Kyle Silveus, Engineering, has submitted Change Order No. 5 on behalf of Environmental Glass, Inc., 12675 Marlin Dr., Redford, MI 48239, indicating the contract amount be increased by $3,036 for a new contract sum, including this Change Order, in the amount of $311,817.08. Upon a motion made by Ms. Maradik, seconded by Ms. O'Sullivan and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — FIRE STATION 3 & 6 RENOVATIONS — PROJECT NO. 118-047 (FIRE CAPITAL IMPROVEMENTS/BUILDING IMPROVEMENT) Mr. Gilot advised that Ms. Alicia Czarnecki, Engineering, has submitted Change Order No. 1 on behalf of Gibson -Lewis, LLC, 1001 W. 11 t". St., Mishawaka, IN 46544, indicating the contract amount be decreased by $193,500 for a new contract sum, including this Change Order, in the amount of $926,500, and an additional twenty-two (22) days, for a new completion date of March 24, 2019. Upon a motion made by Ms. Maradik, seconded by Ms. O'Sullivan and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — PALAIS ROYALE INTERIOR PAINTING — PROJECT NO119-055R (HISTORIC PRESERVATION) Mr. Gilot advised that Ms. Becca Plantz, Engineering, has submitted Change Order No. 1 on behalf of M&V Pro Services, Inc., 1126 W. Western Ave., South Bend, IN 46601, indicating the contract completion date be increased by seven (7) calendar days, for a new contract completion date of December 2, 2019. Upon a motion made by Ms. Maradik, seconded by Ms. O'Sullivan and carried, the Change Order was approved APPROVE CHANGE ORDER NO. 3 - NORTH STATION WELL NO. 1 REPLACEMENT — PROJECT NO. 117-031R (WATER WORKS) Mr. Gilot advised that Ms. Becca Plantz, Engineering, has submitted Change Order No. 3 on behalf of Peerless Midwest, 55860 Russell Industrial Pkwy., Mishawaka, IN 46545, indicating the contract amount be increased by $3,988 for a new contract sum, including this Change Order, in the amount of $547,558.72. Upon a motion made by Ms. Maradik, seconded by Ms. O'Sullivan and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 - CENTURY CENTER PARKING LOT ENTRY GATEWAY IMPROVEMENTS - PROJECT NO. 118-035A (HOTEL MOTEL FUND & TRAFFIC SIGNAL MAINTENANCE) Mr. Gilot advised that Ms. Becca Plantz, Engineering, has submitted Change Order No. 1 on behalf of Larson Danielson Construction Company, Inc., 302 Tyler St., LaPorte, IN 46350, indicating the contract amount be increased by $2,775.99 for a new contract sum, including this Change Order, in the amount of $158,724.43. Upon a motion made by Ms. Maradik, seconded by Ms. O'Sullivan and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — 2018 DOWNSPOUT DISCONNECTION PROGRAM — PROJECT NO 118-014 (WASTEWATER O & M) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of Acorn Landscaping LLC, 3680 W. Sample St., South Bend, IN 46619, indicating the contract amount be decreased by $17,015.10 for a new contract sum, including this Change Order, of $30,798.65. Also submitted was the Project Completion Affidavit indicating this new final cost of $30,798.65. Upon a motion made by Ms. Maradik, seconded by Ms. O'Sullivan 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 CURB & SIDEWALK CONSTRUCTION DIVISION 2 — PROJECT NO. 119-004 (MVH) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of Premium Concrete Services, Inc., 712 Richmond, Elkhart, IN 46516, indicating the contract amount be decreased by $3,015 for a new contract sum, including this Change Order, of $39,108.90. Also submitted was the Project Completion Affidavit indicating this new final cost of $39,108.90. Upon a motion made by Ms. Maradik, seconded by Ms. O'Sullivan and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved. REGULAR MEETING NOVEMBER 26, 2019 358 APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — SALE OF CITY -OWNED PROPERTY — 901 E. MINER STREET In a memorandum to the Board, Mr. Andrew Netter, Community Investment, requested permission to advertise for the receipt of bids for the above referenced city property. Therefore, upon a motion made by Ms. Maradik, seconded by Ms. O'Sullivan and carried, the above request was approved. APPROVE TITLE SHEET— IRONWOOD DR/CORBY BLVD./ROCKNE DR. INTERSECTION IMPROVEMENTS — PROJECT NO. 116-034 (INDOT) Mr. Gilot advised that the Title Sheet for the above referenced INDOT project was being presented at this time for execution. Upon a motion made by Ms. Maradik, seconded by Ms. O'Sullivan and carried, the above referenced Title Sheet was approved and signed. APPROVE TITLE SHEET— OLIVE STREET PAVEMENT RECONSTRUCTION — PROJECT NO. 114-064 (INDOT) Mr. Gilot advised that the Title Sheet for the above referenced INDOT project was being presented at this time for execution. Upon a motion made by Ms. Maradik, seconded by Ms. O'Sullivan and carried, the above referenced Title Sheet was approved and signed. ADOPT RESOLUTION NO. 45— 2019 — A RESOLUTION OF THE CITY OF SOUTH BEND INDIANA BOARD OF PUBLIC WORKS ESTABLISHING THE 2020 PRIME BORROWING RATE FOR CALCULATING INSTALLMENT PAYMENT AMOUNT FOR WATERJSEWER INSTALLATION CHARGE Upon a motion made by Ms. Maradik, seconded by Ms. O'Sullivan and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.45-2019 A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS ESTABLISHING THE 2020 PRIME BORROWING RATE FOR CALCULATING INSTALLMENT PAYMENT AMOUNT FOR WATER/SEWER INSTALLATION CHARGE WHEREAS, Section 17-85 of the City of South Bend Municipal Code (the "Municipal Code") authorizes the Board of Public Works to establish the City's prime borrowing rate ("Prime Borrowing Rate") for purposes of determining the interest rate of installment payments of water/sewer installation charges; and WHEREAS, pursuant to Section 17-85 of the Municipal Code, the Board of Public Works is to establish the Prime Borrowing Rate by December 1 of each year for the following calendar year; and WHEREAS, Section 17-85 of the Municipal Code permits a single family residential real property owner to pay water/sewer installation charges by making sixty (60) monthly installment payments with an interest rate two (2) percent below the City's prime borrowing rate; and WHEREAS, the interest rate at the commencement of a residential owner's sixty -month payment plan shall remain constant throughout the sixty -month term. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND AS FOLLOWS: 1. The Board establishes the Prime Borrowing Rate for calendar year 2020 at a two (2) percent interest rate. 2. The effective date of this Resolution is November 26, 2019. ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana held on November 26, 2019. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot REGULAR MEETING NOVEMBER 26, 2019 359 s/ Elizabeth A. Maradik s/ Laura L. O'Sullivan ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO.46— 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. O'Sullivan and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.46-2019 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 JIM MCINTIRE retired effective November 4, 2019, from the South Bend Police Department after thirty-two (32) years of service, 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. NDT0754, A Smith and Wesson Handgun, is no longer needed by the City and is unfit for the purpose for which it was intended and has an estimated fair market value of less than Five Hundred Dollars ($500.00). BE IT FURTHER RESOLVED that said property be disposed of and removed from the City inventory. ADOPTED this 26TH Day of November 2019 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Elizabeth A. Maradik s/ Laura L. O'Sullivan ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO.47-2019 Upon a motion made by Ms. Maradik, seconded by Ms. O'Sullivan and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.47-2019 BE IT RESOLVED, that the City of South Bend, Indiana, by and through its Board of Public Works (the "City"), hereby authorizes execution of an Agreement dated 12, November, 2019 with the Grand Trunk Western Railroad Company, copy attached, covering "Ford" and "Walnut" Road Crossing Improvements at Grand Trunk Western Railroad REGULAR MEETING NOVEMBER 26, 2019 360 1 E 1 Company's Milepost 99.18 and 99.3.3, at/near South Bend, Indiana;" on behalf of said City by affixing their signature to each of two (2) original counterparts of said Agreement, the same to be attested by the Board of Public Works Clerk; and it is herein and hereby certified and affirmed that funds have been appropriated and are available for the payment by the City of any amounts agreed to be paid by it under the terms of said Agreement. BE IT FURTHER RESOLVED a certified copy of this resolution be transmitted to the Grand Trunk Western Railroad Company. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Elizabeth A. Maradik s/ Laura L. O'Sullivan 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 Software Aquatic WaterTrax Software $12,288/year; Maradik/O'Sullivan Services Informatics Subscription Renewal Three (3) Renewal Years Agreement IT Training Calibre Press Training SBPD Officers $6,000 Maradik/O'Sullivan Purchase in the Read, Recognize (Police Non - Agreement & Respond Coursework Reverting) Special Kimball Office State QPA Purchase of $6,737.62 Maradik/O'Sullivan Purchase Cubicles for Department (DCI Repair of Community & Investment Maintenance) Professional Jones Petrie Dylan Drive Lighting $17,085 Maradik/O'Sullivan Services Rafinski Improvements (COIT) Agreement Corporation Second 466 Works Pilot Housing Subsidy $200,000 Maradik/O'Sullivan Addendum to Community Program for (EDIT) Agreement Development Construction of Two (2) Corporation Homes in Southeast Neighborhood First Urban Additional Funding for $600,000 Maradik/O'Sullivan Addendum to Enterprise the Next Phase of the (COIT) Agreement Association of South Bend Pilot Home South Bend, Repair Program Inc. Amendment HWC Western Ave. NTE $9,053; Maradik/O'Sullivan No. 1 to Engineering, Streetscape, Phase III New Total Professional Inc. Construction Inspection $109,878 Services (RWDA TIF) Agreement Professional Greeley and Technical Assistance to $9,900 Maradik/O'Sullivan Services Hansen, LLC. Update Combined (Wastewater Agreement Sewer Overflow O&M) Monthly Report of Operations Spreadsheet Professional Greeley and Engineering and Design NTE Maradik/O'Sullivan REGULAR MEETING NOVEMBER 26, 2019 361 Services Hansen, LLC Services for $161,874 Agreement Development of Plans (Sewage and Specification for a Works CNG Compressor Capital) Upgrade Professional The Lakota Schematic Design NTE $31,120 Maradik/O'Sullivan Services Group Services for (RWDA TIF) Agreement Improvements at Jon Hunt Plaza APPROVE TRAFFIC CONTROL DEVICES Ms. Kara Boyles, Engineering, stated back in March of 2017 the Board approved a traffic control request for this area outside of the Memorial Hospital entrance. She noted it was at that time that the 100' and 150' site distance was approved. Ms. Boyles stated this current request is a clean- up, not new requests, generated by the South Bend Police Department due to numerous accidents of cars entering and exiting the hospital. She noted back when the hospital did their new entrance, they encountered a deep well creating the need for the change. Ms. Boyles stated there are a lot of signs cluttering the area that need to be cleaned up to allow the Police to do enforcement. Upon a motion made by Ms. Maradik, seconded by Ms. O'Sullivan and carried, the following traffic control device requests were approved: NEW INSTALLATION: No Parking (with Arrow), No Parking Here to Corner LOCATION: Multiple Locations, Lafayette Between Bartlett and Navarre REMARKS: All criteria has been met APPROVE CONSENTS TO ANNEXATION AND WAIVER OF RIGHTS 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 applicant waives and releases any and all rights to remonstrate against or oppose any pending or future annexations of the property by the City of South Bend: A. Westview Capital, LLC., 2186 E. Center Ave., Portage, MI 49002 1. 20260 Ambleside Dr— Water/Sewer (Key No.002-1004-008031) Upon a motion by Ms. Maradik, seconded by Ms. O'Sullivan 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 1Per�miitDepartment recommended that the following bonds be ratified p//� ursuant to Resolution 1 Ill l-9000 nnd/nr TPlPACPIa ac - - - - Business Bond Type yP 1V11V Y, J. A roved/ Released Effective Date Baseline NXC, LLC Excavation Approved 11/15/2019 Baseline NXC, LLC Occu ancy Approved 11/15/2019 Benjamin Miller, 229 LLC Occupancy Approved 11/11/2019 Milenium, Inc. ASAd....,..].,_ __-1- ., Excavation Approved 11/19/2019 IVIS. ivlalauix made a motion mat the bond's approval and/or release as outlined above be ratified. Ms. O'Sullivan 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 nrr_---- --- ---- ,•I- , U11-wer and certined for accuracy. Name Amount of Claim Date City of South Bend $4,012,109.17 11/26/2019 1 C 1 REGULAR MEETING NOVEMBER 26, 2019 362 Therefore, Ms. Maradik made a motion that after review of the expenditures, the claims be approved as submitted. Ms. O'Sullivan seconded the motion, which carried. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 10:17 a.m. ATTEST: Tnda M. Martin, Clerk 1 BOARD OF PUBLIC WORKS Gary A. Gilot, Pre ident :�& Elizabeth A. Maradik, Member Therese J. Dorau, Member Genevieve E. Miller, Member Laura L. O'Sullivan, Member