The URL can be used to link to this page

Home My WebLink About01142020 Board of Public Works MeetingAGENDA REVIEW SESSION JANUARY 9, 2020 - Amendment to City Personnel Policy Mr. Eric Horvath, Public Works Director, stated it has always been very difficult to get new hires without vacation time for a year. He stated he's been asking for vacation time for new hires continually, and now it's being formalized in the City's policy. He confirmed there is no buyout if they leave, and it is prorated. No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 11:08 a.m. BOARD OF PUBLIC �I ru Gary A. Pilot, Preside Elizabetfi A.' Maradik, Member ATTEST: 4Lnd:a M. Mar�in,er REGULAR MEETING JANUARY 14, 2020 The Regular Meeting of the Board of Public Works was convened at 9:33 a.m. on Tuesday, January 14, 2020, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, Therese Dorau, Jordan Gathers and Joseph Molnar present. Also present was Board Attorney Clara McDaniels and Clerk of the Board Linda Martin. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Minutes of the Regular Meeting and Claims Meeting of the Board held on December 19, 31, 2019 and January 7, 2020, were approved. OPENING OF BIDS — VENUES PARKS & ARTS 2020 CHEMICAL SUPPLY (VARIOUS VPA MAINTENANCE FUNDS) This was the date set for receiving and opening of sealed bids for the above referenced supplies. 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 the names of the bidders publicly read: TARGET SPECIALTY PRODUCTS 640 44 h St. SW. Grand Rapids, MI 49548 Bid was signed by: Kris Louden Non -Collusion, Non -Discrimination Affidavit Form was completed SITE ONE LANDSCAPE SUPPLY 1385 E. 36a' Street Cleveland, OH 44114 Bid was signed by: Keith McGinty Non -Collusion, Non -Discrimination Affidavit Form was completed REGULAR MEETING JANUARY 14, 2020 4 CLEVELAND C. CLEARY 52773 Ash Rd. Granger IN 46530 Bid was signed by: Cleveland C. Cleary Non -Collusion, Non -Discrimination Affidavit Form was completed IN Local Business Preference Claim Form was completed HARRELL'S LLC PO Box 807 Lakeland, FL 33802 Bid was signed by: Jack R. Harrell Non -Collusion, Non -Discrimination Affidavit Form was completed MARK FARM SUPPLY, INC. 3135 Orange Rd. Niles, MI 49120 Bid was signed by: Joseph L. Blair Non -Collusion, Non -Discrimination Affidavit Form was completed ADVANCED TURF SOLUTIONS, INC. 12955 Ford Drive Fishers, IN 46038 Bid was signed by: Scott Brame Non -Collusion, Non -Discrimination Affidavit Form was completed IN Local Business Preference Claim Form was completed Mr. Gilot informed those present that after review by the staff, a bid tab would be completed and posted showing all bid amounts. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above bids were referred to Venues, Parks, and Arts for review and recommendation. OPENING OF QUOTATIONS — MAIN STREET CULVERT INLET — PROJECT NO. 120-016 (SEWER CONTRACTUAL) Mr. Gilot advised that this was the date set for the receiving and opening of sealed quotations for the above referenced project. The following quotations were opened and read: SELGE CONSTRUCTION CO., INC. 2833 S. I Ith Street Niles, MI 49120 Quotation was submitted by Robert Kuhns Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $12,500.00 HRP CONSTRUCTION INC. 5777 Cleveland Road, PO Box 266 South Bend, IN 46624 Quotation was submitted by Matthew Cain Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $26,875.00 Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the above quotations were referred to Engineering for review and recommendation. REGULAR MEETING JANUARY 14, 2020 AWARD BID AND APPROVE CONTRACT — MORRIS THEATER PLASTER REPAIR — PROJECT NO. 118-094R (CAPITAL BUILDING IMPROVEMENTS, Ms. Alicia Czarnecki, Engineering, advised the Board that on November 26, 2019, bids were received and opened for the above referenced project. After reviewing those bids, Ms. Czarnecki recommended that the Board award the contract to the lowest responsive and responsible bidder Gibson -Lewis, LLC., 1001 W. 11 ''. St., Mishawaka, IN 46544 in the amount not to exceed $333,224. Therefore, Ms. Maradik made a motion that the recommendation be accepted, and the bid be awarded as outlined above and the contract approved. Ms. Dorau seconded the motion, which carried. APPROVE CHANGE ORDER NO. 12 — HOWARD PARK REDEVELOPMENT & ST. LOUIS BLVD. IMPROVEMENTS — PROJECT NO 117-047B (PARK BOND RETIF REGIONAL CITIES & CUMULATIVE CAPITAL) Mr. Gilot advised that Toy Villa, Engineering, has submitted Change Order No. 12 on behalf of Larson -Danielson Construction Co. Inc., 302 Tyler St., LaPorte, IN 46350, indicating the contract amount be increased by $229,022.58 for a new contract sum, including this Change Order, in the amount of $18,833,658.15. 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 — 2019 DEMOLITIONS, PHASE I — PROJECT NO 119-035 (WWDA TIF• RWDA TIF• EDIT) Mr. Gilot advised that Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of Ritschard Bros., Inc., 1204 W. Sample St., South Bend, IN 46619 indicating the contract amount be decreased by $8,620.60 for a new contract sum, including this Change Order, of $106,744.40. Also submitted was the Project Completion Affidavit indicating this new final cost of $106,744.40. 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 — JACKSON ROAD SANITARY SEWER EXTENSION — PROJECT NO 119-072 (SEWER CONTRACTUAL) Mr. Gilot advised that Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of HRP Construction, Inc., 5777 Cleveland Rd., PO Box 266, South Bend, IN 46624-0266 indicating the contract amount be decreased by $4,833 for a new contract sum, including this Change Order, of $110,987. Also submitted was the Project Completion Affidavit indicating this new final cost of $110,987. 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 COMMUNITY CROSSINGS DIVISIONS 1 2 3 AND 4 — PROJECT NO. 119-015 (LOCAL ROADS AND BRIDGES GRANT) Mr. Gilot advised that Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of Walsh & Kelly, 24358 State Road 23, South Bend, IN 46614, indicating the contract amount be decreased by $30,093.62 for a new contract sum, including this Change Order, of $1,076,412.33. Also submitted was the Project Completion Affidavit indicating this new final cost of $1,076,412.33. 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 — LAFAYETTE BUILDING EXTERIOR RENOVATIONS, DIVISION A — PROJECT NO 117-100R (RWDA TIF) Mr. Gilot advised that Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Precision Wall Systems, Inc., 3801 S. Main St., South Bend, IN 46614, for the above referenced project, indicating a final cost of $237,812. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — MORRIS PERFORMING ARTS CENTER JOINT RESEALING — PROJECT NO 119-050 (MPAC CAPITAL) Mr. Gilot advised that Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Ziolkowski Construction, Inc., 4050 Ralph Jones Dr., South Bend, IN 46628, for the above referenced project, indicating a final cost of $13,726. Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the Project Completion Affidavit was approved. REGULAR MEETING JANUARY 14, 2020 6 ADOPT RESOLUTION NO. 01-2020— A RESOLUTION OF THE CITY OF SOUTH BEND 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.01-2020 A RESOLUTION OF THE CITY OF 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: WATER METERS WHEREAS, Indiana Code 5-22-22 permits and establishes procedure for disposal of personal property which is unfit for the purpose for which it was intended, and which is no longer needed by the City. WHEREAS, the City of South Bend Water Works Division has exchanged approximately 1,021 water meters over a twelve (12) month period to an upgraded model allowing for electronic reading capability, which will result in a cost savings for the City. WHEREAS, the City of South Bend Water Works Division will be able to exchange the old meters with a scrap metal dealer for payment to the City, at an approximate rate of $.60 per pound. The anticipated scrap value of the 1,021 meters is approximately $3,897. NOW THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that the items above are no longer needed by the City and/or are unfit for the purpose for which they were intended. ADOPTED this 141h day of January 2020. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Elizabeth A. Maradik s/ Therese J. Dorau s/ Jordan V. Gathers s/ Joseph R. Molnar 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/ Funding Motion/ Second Master Lease Dell Financial Lease and Financing of $33,000; Maradik/Dorau Agreement, Services LLC Eleven (11) Laptops for $7,543.47 Amendment Water Works; Amendment Annually for No. 1 to Lease addresses City's Self- Five (5) Years Agreement, Insurance (IT Lease) and Lease Proposal Professional Arcadis U.S., Develop Risk and $234,090 Maradik/Dorau Services Inc. Resilience Assessment and (Water Works Agreement Emergency Response Plan Other and Provide Training for Contractual American Water Services 1 1 REGULAR MEETING JANUARY 14, 2020 1 1 L Infrastructure Act, Compliance Amendment Seven Muessel Grove Public $2,520; New Maradik/Dorau No. 2 to Generations Restroom Total $24,420 Professional Architecture (Park Bond Services & Series 1) Agreement Engineering, LLC. Amendment Stantec Renegotiation of New LTCP Extension to Maradik/Dorau No. 2 to Consulting December 31, Master Services, Inc. 2020; No Services Additional Agreement Cost Amendment Black & Olive Water Treatment $15,915 Maradik/Dorau No. 3 to Veatch Plant Improvements (Water Works Professional Corporation Professional Services Services) Agreement Emergency Edward J. Ratify Emergency $50,219 Maradik/Dorau Quote White, Inc. Replacement of Boiler for (RWDA TIF) Weather Amnesty Building (former Salvation Army Building at 510 S. Main St. Services D.A. Dodd, Contract for Proposal Hourly Rates Maradik/Dorau Agreement LLC. Award to Standardize and per Service Streamline City -Wide Call Plumbing Services (Departmental Maintenance Budgets) Professional SimplyNew Design and Oversee $180,000; Maradik/Dorau Services Construction of Bendix (Hotel Motel Agreement Theater Esports Arena Tax) Renovations & Technology Upgrades Contract Industrial Contract for Proposal Hourly Rates Maradik/Dorau Door of Award to Standardize and per Service Northern Streamline City -Wide for Two (2) Indiana, Inc. Overhead Door Services Years, with Option of Two (2) Additional Years (Departmental Maintenance Accounts Amendment to City of South Revise City's Vacation N/A Maradik/Dorau Personnel Bend Policy to allow Vacation for Policy New Hires Professional Blue & Co. Prepare Ambulance Billing $4,000 Maradik/Dorau Services LLC Cost Report for 2019 (Fire Agreement Department Professional Services APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following nermlt and license nnnlinstinnc wera t racantnrl fnr Applicant Description Date/Time Location Motion Carried St. Street Closure February 16, 2020; County City Building Maradik/Dorau Margaret's for Special 2:30 pm — 3:30 pm Lafayette Blvd. to REGULAR MEETING JANUARY 14, 2020 8 Winter Walk Event LaSalle St., to Main St., to Jefferson Blvd., to Lafayette Blvd., South to Western Ave., to Lafayette Blvd. back to St. Margaret's House UNFAVORABLE RECOMMENDATION - PETITION TO VACATE THE PARTIAL NORTH/SOUTH ALLEY NORTH OF LASALLE AVE. TO END OF PROPERTY LINE AT 423 W. LASALLE AVE. SOUTH OF LINCOLN WAY WEST Mr. Gilot indicated that Donald Brower, 1512 E. Wayne St., South Bend, IN 46615, has submitted a request to vacate a part of the above referenced alley. Mr. Gilot advised the Board is in receipt of unfavorable recommendations concerning this Vacation Petition from the Engineering Department and Community Investment who state the vacation would hinder the growth or orderly development of the unit or neighborhood in which it is located or to which it is contiguous; the vacation would make access to the lands of the aggrieved person by means of public way difficult or inconvenient; the vacation would hinder the public's access to a church, school or other public building or space; and the vacation would hinder the use of a public right of way by a neighborhood in which it is located or to which it is contiguous. Mr. Gilot noted this request therefore violates the criteria of I.C. 36-7-3-13 regulating vacations. Therefore, Ms. Maradik made a motion for an unfavorable recommendation of the request for vacation. Ms. Dorau seconded the motion which carried. UNFAVORABLE RECOMMENDATION - PETITION TO VACATE THE PARTIAL NORTH/SOUTH ALLEY BETWEEN 718 AND 712 E. COLFAX AVE. SOUTH OF COLFAX AVE NORTH OF WASHINGTON ST., EAST OF ST. LOUIS BLVD. AND WEST OF ST. PETER STREET Mr. Gilot indicated that Donald Brower and Sarah Hill, 1512 E. Wayne St., South Bend, IN 46615, have submitted a request to vacate a part of the above referenced north/south alley. Mr. Gilot advised the Board is in receipt of an unfavorable recommendations concerning this Vacation Petition from the Engineering Department and Community Investment who both stated the vacation would make access to the lands of the aggrieved person by means of public way difficult or inconvenient and would hinder the use of the public right-of-way by the neighborhood in which it is located or to which it is contiguous. Community Investment stated the vacation would also hinder the use of a public right-of-way by a neighborhood in which it is located or to which it is contiguous. Mr. Gilot noted therefore the request violates the criteria of I.C. 36-7-3-13 regulating vacations. Therefore, Ms. Maradik made a motion for an unfavorable recommendation of the request for vacation. Ms. Dorau seconded the motion which carried. APPROVE/DENY TRAFFIC CONTROL DEVICES Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the following traffic control device requests were approved: NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATIONS: 217 East Pokagon St. 1422 West Indiana Ave. REMOVAL: Handicapped Accessible Parking Space Sign LOCATION: 226 Altgeld St. REMARKS: All Criteria has been met NEW INSTALLATION: Two (2) No Parking Signs with Arrows LOCATION: Wall Street at Kid's Kingdom REMARKS: All criteria has been met 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: I 1 Ll REGULAR MEETING JANUARY 14, 2020 9 Business Bond Type Approved/ Released Effective Date T2 UES, Inc. d/b/a T2 Utility Engineers) Occupancy Approved 12/23/2019 Christman Construction LLC Occupancy Released 02/08/2020 Ericsson, Inc. Occupancy Approved 01/06/2020 S.A.R. Excavating, LLC. Excavation Approved 1 12/23/2019 T2 UES, Inc. d/b/a T2 Utility Engineers) Excavation Approve 12/23/2019 United Concrete Inc. Construction Released 02/02/2020 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 accuracy. Name Amount of Claim Date City of South Bend $2,437,109.73 01/14/2020 PNC Equipment Finance, LLC; U.S. Bank National Association; Requisition No. 22 $45,000 01/08/2020 U.S. Bank National Association; Foundry II Garage Partners, Inc.; Requisition No. 20 $215,224.47 02/30/2019 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 the Board what the minimum MBE/WBE requirement is for the Secondary Improvements at the Wastewater Plant project. Attorney McDaniels stated Attorney Aladean DeRose is in charge in the interim until the position is filled. She suggested he contact her regarding what, if any, the percentage will be. Mr. Miller noted the bids open soon, and he is receiving a lot of inquiries from contractors; shouldn't that information be out there already? Attorney McDaniels stated Attorney DeRose has been reviewing that project and will most likely be sending that information out by today via an addendum posted on the project bid site and sent to each registered bidder. Mr. Miller asked going forward, who should be contacted or how will the information be communicated? Attorney McDaniels stated when the specifications are put together, the project will be categorized according to NAICS codes and the MWBE goal percentages will be calculated as applicable. She added going forward once the position is filled, the information will be put up front in the bid specs. Mr. Huey Schoby stated in 2019 a request to close Jefferson Blvd. from the County -City Building to the Century Center was made for the Martin Luther King Jr. walk. He asked if that is, or could be made, a permanent event street closure, noting former Mayor Buttigieg supported the request. Mr. Gilot stated he couldn't imagine the Board ever turning it down, but Century Center is an event venue, so it needs to be approved every year to avoid conflicts. He stated this Board can't bind future Boards, adding the Board doesn't have the authority by law to approve a permanent closure, they have to follow the regulations of the Ordinance. Attorney McDaniels stated it wouldn't be fair to others to make them apply every year either. Mr. Gilot agreed, adding others would want the same thing, the Board can't do it in perpetuity. He stated they would try to make it as easy a process as possible, suggesting the applicants could just use the same information every year just changing the dates. 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 WORKS Gary A. Gifot, President REGULAR MEETING JANUARY 14 2020 10 2:1- uk Elizabeth A. Maradik, Member Therese J. orae', Member i! ` J rd n V. Gathers, mber Jo eph R. Molnar, Member ATTEST: Linda M. Martin, Clerk 1