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HomeMy WebLinkAbout06232020 Board of Public Works MeetingREGULAR MEETING JUNE 23, 2020 116 AGENDA REVIEW MEETING The Agenda Review Session of the Board of Public Works scheduled for June 18, 2020, was cancelled. REGULAR MEETING JUNE 23, 2020 The Regular Meeting of the Board of Public Works was convened at 9:33 a.m. on Tuesday, June 23, 2020. The meeting was streamed live to the public with Board President Gary A. Gilot and Board Members Elizabeth Maradik, Therese Dorau, Jordan Gathers and Joseph Molnar present. Ms. Dorau confirmed the presence of all members with a roll call. 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 Mr. Molnar and carried, the minutes of the Regular Meeting of the Board held on June 9, 2020, were approved. OPENING OF QUOTATIONS — WEST BANK TRAIL TIMBER DEBRIS REMOVAL — PROJECT NO. 120-041 (TIF PARK BOND) 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: RITSCHARD BROS., INC. 1204 W. Sample St. South Bend, IN 46619 rit1204gdatacruz.com Quotation was submitted by Rachelle L. Dolniak Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $28,500 Upon a motion made by Ms. Maradik, seconded by Mr. Molnar and carried by roll call the above quotation was referred to Venues, Parks, and Arts for review and recommendation. AWARD BID AND APPROVE CONTRACT — MAIN AND COLFAX PARKING STRUCTURE REPAIRS — PROJECT NO. 115-143BR (BUILDING REPAIRS & MAINTENANCE SERVICES) Ms. Rebecca Plantz, Engineering, advised the Board that on May 26, 2020, 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 D.C. Byers Co./Detroit Inc., 16429 Upton Rd., Suite No. 3, East Lansing, MI 48823 in the amount of $268,380. Therefore, Ms. Maradik made a motion that the recommendation be accepted, and the bid be awarded, and the contract approved as outlined above. Mr. Molnar seconded the motion, which carried by roll call. APPROVE REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — CENTURY CENTER ESPORTS ARENA — PROJECT NO. 119-106CR (HOTEL/MOTEL TAX FUND) In a memorandum to the Board, Ms. Rebecca 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 Mr. Molnar and carried by roll call, the above request to advertise was approved, and the Title Sheet was approved and signed. ADOPT RESOLUTION NO. 17-2020 — 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 Mr. Molnar and carried by roll call, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 17-2020 A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS FOR THE DISPOSAL OF SURPLUS PROPERTY REGULAR MEETING JUNE 23, 2020 117 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, SERGEANT NATHAN CANNON retired effective June 5, 2020, from the South Bend Police Department after thirty-six (36) 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. NDS9973, a Smith and Wesson M&P9 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 23RD Day of JUNE, 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 ADOPT RESOLUTION NO. 18-2020 — A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS AUTHORIZING ACQUISITION OF CERTAIN PROPERTY Mr. Gilot noted this resolution authorizes Mr. Dave Relos, Community Investment, to proceed with acquisition of property, but questioned if the buyer doesn't agree, will this come back to the Board under eminent domain proceedings? Attorney McDaniels stated this allows general authorization of acquisition of multiple properties by any means needed. She noted the City doesn't invoke eminent domain unless good faith negotiations are unsuccessful. She added this process began in 2018 and the legal process and documents will be overseen entirely by the Legal Department. Upon a motion made by Ms. Maradik, seconded by Mr. Molnar and carried by roll call, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.18-2020 A RESOLUTION OF THE CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AUTHORIZING ACQUISTION OF CERTAIN PROPERTY WHEREAS, Ind. Code § 32-24-1 establishes certain statutory procedures for the acquisition by a municipality of property for public use; and WHEREAS, the City of South Bend Board of Public Works (the "Board) is empowered to carry out acquisition of property pursuant Ind. Code §§ 32-24-1-3(a) and 36-9- 6-4, and, pursuant to Ind. Code § 36-9-6-3, has custody of and may maintain all real and personal property of the City of South Bend ("City"); and REGULAR MEETING JUNE 23, 2020 118 WHEREAS, due to the recent development and development interest near the US-31 and Prairie Avenue interchange, the City plans to extend and loop a 12" water main along the south side of Prairie Avenue from east of Mayflower to the existing public water main at the Four Winds Casino site. Water main construction will consist of constructing approximately 6,500 feet of 12" public water main. The project will include jack and bore beneath US 31 (the "Project"); and WHEREAS, in furtherance of the Project, the City has determined that it is in the best interest of the public for the City to acquire certain parcels of property and/or easement interests in certain properties from property owners (the "Properties"); and WHEREAS, the City desires the Board to authorize City staff to perform actions on the Board's behalf to carry out its acquisition of the Properties and/or easement interests in the Properties. NOW, THEREFORE, BE IT RESOLVED BY THE SOUTH BEND BOARD OF PUBLIC WORKS AS FOLLOWS: 1. The Board affirms its approval of the acquisition of the Properties and/or easement interest in the Properties in furtherance of the Project. 2. The Board authorizes David Relos of the City's Department of Community Investment to act on behalf of the Board to distribute payment, accept and present for recordation deeds of the Properties and/or easements associated with the Properties, and execute on the Boards' behalf any document or take on the Board's behalf any action that may be required to carry out the purposes of this Resolution. This Resolution will be in full force and effect upon its adoption. ADOPTED at a virtual meeting of the Board of Public Works of the City of South Bend, Indiana, County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. 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 annroval: Type Business Description Amount/ Funding Motion/ Second Proposal for ASAP Towing Intent to Award and N/A Maradik/Molnar Services and Vic's Authorize negotiation of Towing Contracts for Two (2) Highest Scoring Police Towing Services for August 1, 2020 to July 31, 2023 Amendment Alliance Additional Design $22,831 Maradik/Molnar No. 5 to Architects, Inc. Services for Howard Park (TIF Park Agreement Renovation for Cafe, Bond) Event Lawn Sidewalk, and LEED Carbon Credits REGULAR MEETING JUNE 23, 2020 119 Access to St. Joseph Continued Access to N/A Maradik/Molnar Separate County Public City's Separate Storm Storm Sewer Library Sewer System for Main Agreement Branch Amendment DLZ Indiana Design Services Related to $24,800 Maradik/Molnar No. 1 to LLC the Douglas Road Lift (DRDA TIF) Professional Station Service Agreement Authorization Studebaker Authorization for Annual N/A Maradik/Molnar Letter National New Car Raffle Museum Grant of University of Notre Dame to Grant N/A Maradik/Molnar Temporary Notre Dame du Temporary Easement to Easement Lac City to Facilitate Construction of a Public Sanitary Sewer and Water Main for The Landings Development, Grant of University of Notre Dame to grant N/A Maradik/Molnar Permanent Notre Dame du Permanent Easement to Easement Lac for access to Sewer and Water Main at the Landings Development Water University of Private Extension of N/A Maradik/Molnar; Extension Notre Dame du Public Water Main for Subject to Agreement Lac The Landings at Cripe Updated Terms Street and Title Sheet with a Waiver of Remonstration Clause added Sewer and The Reserve at Private Extension of N/A Maradik/Molnar Water Main Blackthorn, Public Water Main and Extension LLC Title Sheet while Agreement contemplating the Connection of Private Sewer Water Patrick O'Brien Private Extension of N/A Maradik/Molnar Extension Enterprises, Public Water Main for N. Agreement LLC Hill St. and St. Vincent St. And Title Sheet First South Bend Temporary Closing of N/A Maradik/Molnar Amendment Civic Theatre, Alley Adjacent to the to the Inc. Theater for Events Memorandum of Understanding Amendment Patrick Coordinate Improvements NTE $25,500; Maradik/Molnar No. 2 to Engineering for Establishing and New Total Agreement Inc. Maintaining West Side $79,000 Quiet Zones (Engineering Professional Services Amendment Black & Veatch Design Services for Olive $41,124; New Maradik/Molnar No. 4 to Corp. Water Treatment Plant Total Professional Improvements $399,293 Service (Water Works Agreement Professional Services REGULAR MEETING JUNE 23, 2020 120 APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following permit and license applications were presented for approval: Applicant Description Date/Time Location Motion Carried Dueling Pianos Street Closure for August 3, Lafayette Blvd. from Maradik/Molnar at Leeper Park Special Event 2020; 2:00 Riverside Dr. to P.M. to 9:00 Bartlett St.; Park Ln. p.m. from Lafayette Blvd. to Michigan St. Southeast Street Closure for August 4, Wenger St. from Maradik/Molnar Celebration Special Event 2020; 2:00 Fellows St. to High P.M. to 9:00 St. p.m. Recreation Day Street Closure for August 6, S. Gertrude St. at the Maradik/Molnar at Rum Village Special Event 2020; 2:00 Entrance of Rum P.M. to 9:00 Village & W. Ewing p.m. Ave. at the Entrance of Rum Village Best First Street Closure for August 7, Washington St. from Maradik/Molnar Fridays Ever Special Event 2020; 3:00 Michigan St. to p.m. to 11:00 Martin Luther King p.m. Jr. Blvd.; Jefferson Blvd. from Martin Luther King Jr. Blvd. to Niles Ave. 2nd Annual Street Closure for August 3, Maple Lane Reserve Maradik/Molnar Suicide Special Event 2020; 7:00 Center, 2402 Rose Awareness a.m. to 1:30 St., to Notre Dame Ruck March p.m. Stadium 4th of July Street Closure for July 4, 2020; College St. from Maradik/Molnar Block Party Special Event 3:00 p.m. to Humboldt St. to 12:00 a.m. Elwood Ave. FAVORABLE RECOMMENDATION - PETITION TO VACATE THE EAST/WEST ALLEY FROM CLEVELAND AVE. TO NORTH/SOUTH ALLEY BETWEEN CLEVELAND AND DIAMOND AVES. Mr. Gilot indicated that Near Northwest Neighborhood, Inc., 1021 Cleveland Ave., South Bend, IN 46616, 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 Street Department, Fire Department, Police Department, and Community Investment who all state the request meets the criteria of I.C. 36-7-3-13. Engineering notes that the alley has already been removed and recommends a new curb across from the old approach should be required. Therefore, Ms. Maradik made a motion recommending approval of the request for vacation subject to installing a curb. Mr. Molnar seconded the motion which carried by roll call. APPROVE RENEWAL OF WASTEWATER DISCHARGE PERMITS) In a Memorandum to the Board, Ms. Lauren Trapp, Division of Environmental Services, submitted the following Wastewater Discharge Permit(s) for renewal and recommended approval: Federal Mogul, 3605 W. Cleveland Rd. There being no further discussion, upon a motion made by Ms. Maradik, seconded by Mr. Molnar and carried by roll call, the renewal of the permit to meet Federal guidelines was approved. PRIVILEGE OF THE FLOOR Ms. Lee Ann McLaughlin requested an update on the repaving of the triangle alley. Ms. Kara Boyles, Engineering, requested she submit her contact email and Engineering staff would get hold of her with an update. REGULAR MEETING JUNE 23, 2020 121 ADJOURNMENT Mr. Gilot requested Mr. Shawn Delahanty give an overview of the process for the next Board meeting of July 14. Mr. Delahanty stated it will be live at the Technology Resource Center with virtual access by the public and staff if desired. He noted it will operate much the same as the current meeting process except the Board will be present at the facility. There being no further business to come before the Board, upon a motion made by Mr. Gilot, seconded by Ms. Maradik and carried by roll call, the meeting adjourned at 9:58 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President Elizabeth A. Maradik, Member Therese J. Dorau, Member Jordan V. Gathers, Member Joseph R. Molnar, Member ATTEST: Linda CVariin Linda M. Martin, Clerk