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Home My WebLink About07142020 Board of Public Works MeetingREGULAR MEETING JULY 14, 2020 122 AGENDA REVIEW MEETING The Agenda Review Session of the Board of Public Works scheduled for July 9, 2020, was cancelled. REGULAR MEETING JULY 14, 2020 The Regular Meeting of the Board of Public Works was convened at 9:31 a.m. on Tuesday, July 14, 2020 by Board President Gary A. Gilot. 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 by roll call, the minutes of the Regular Meeting of the Board held on June 23, 2020, were approved. OPENING OF QUOTATIONS — TUTT STREET BRICK RECOVERY — PROJECT NO. 120- 045 (DCI OTHER PROFESSIONAL SERVICES) 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: RITSCHARD BROS., INC. 1204 W. Sample St. South Bend, IN 46619 ritl204@datacruz.com Quotation was submitted by Ms. Rachelle L. Dolniak Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $21,160.00 WALSH & KELLY, INC. 24358 State Road 23 South Bend, IN 46614 akrueger@walshkelly.com Quotation was submitted by Mr. John M. Peisker Non -Collusion, Non -Discrimination Affidavit Form was completed QUOTATION: $20,995.00 Upon a motion made by Ms. Maradik, seconded by Mr. Molnar and carried by roll call, the above quotations were referred to Engineering and Community Investment for review and recommendation. OPENING OF QUOTATIONS — CSO 035 THROTTLE PIPE REPLACEMENT — PROJECT NO. 120-042 (UTILITIES, SEWAGE WORKS OPERATIONS CONTRACTUAL SERVICES) Mr. Gilot advised that this was the date set for the receiving and opening of sealed quotations for the above referenced project. Attorney McDaniels stated no quotes were received. The Board noted this project can go to the open market. AWARD BID AND APPROVE CONTRACT — 2020 CONTRACTOR PAVING — PROJECT NO. 120-030 (LRSA, MVH) Mr. Scott Kreeger, Engineering, advised the Board that on May 26, 2020, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Kreeger recommended that the Board award the contract to the lowest responsive and responsible bidder Rieth-Riley Construction Co., Inc., 25200 State Road 23, South Bend, IN 46614 in the amount of $989,591 for the Base Bid and Alternate No. 1. 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. REGULAR MEETING JULY 14, 2020 123 AWARD BID AND APPROVE CONTRACT — COLFAX LIFT STATION IMPROVEMENTS — PROJECT NO. 118-034C (REDA TIF) Mr. Zach Hurst, Engineering, advised the Board that on June 9, 2020, 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, Selge Construction Co., Inc., 2833 S. 11t'. St. Niles, MI 49120 in the amount of $459,103. 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. AWARD QUOTATION AND APPROVE CONTRACT — MAIN & JEFFERSON SITE IMPROVEMENTS - CONCRETE — PROJECT NO. 119-022A (RWDA TIF) Mr. Zach Hurst, Engineering, advised the Board that on June 9, 2020, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Hurst recommended that the Board award the contract to the lowest responsive and responsible bidder, Weigand Construction Co., Inc., 7808 Honeywell Dr., Ft. Wayne, IN 46825, in the amount of $74,146. Therefore, Ms. Maradik made a motion that the recommendation be accepted, and the quotation be awarded, and the contract approved as outlined above. Mr. Molnar seconded the motion, which carried by roll call. AWARD QUOTATION AND APPROVE CONTRACT — WEST BANK TRAIL TIMBER DEBRIS REMOVAL — PROJECT NO. 120-041 (PARK BOND TIF) Mr. Zach Hurst, Engineering, advised the Board that on June 23, 2020, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Hurst recommended that the Board award the contract to the lowest responsive and responsible bidder, Ritschard Bros., Inc., 1204 W. Sample St., South Bend, IN, 46619, in the amount of $28,500. Therefore, Ms. Maradik made a motion that the recommendation be accepted, and the quotation be awarded, and the contract approved as outlined above. Mr. Molnar seconded the motion, which carried by roll call. APPROVE REQUEST TO REJECT BIDS— SEITZ PARK RECONSTRUCTION, PHASE I — PROJECT NO. 117-093A (PARK BOND C, G, F, H AND REDA TIF) In a memorandum to the Board, Ms. Sue Ellen Doudrick, Engineering, requested permission to reject all bids for the above referenced project due to exceeding the budget. Therefore, upon a motion made by Ms. Maradik, seconded by Mr. Molnar and carried by roll call, the above request was approved. APPROVE CHANGE ORDER NO. 1 — WESTERN AVE. SEWER AND MANHOLE REHABILITATION — PROJECT NO. 118-093 (UTILITY EXPENSE/CONTRACTUAL SERVICE Mr. Gilot advised that Ms. Sue Ellen Doudrick, Engineering, has submitted Change Order No. 1 on behalf of Inland Waters Pollution Control, 4086 Michigan Ave., Detroit, MI 48210, indicating the contract amount be increased by $70,378 for a new contract sum, including this Change Order, in the amount of $3,194,654.50. Upon a motion made by Ms. Maradik, seconded by Mr. Molnar and carried by roll call, the Change Order was approved. APPROVE CHANGE ORDER NO. 2 — HURON ST. SEWER AND MANHOLE REHABILITATION — PROJECT NO. 118-093 (UTILITY EXPENSE/CONTRACTUAL SERVICE Mr. Gilot advised that Ms. Sue Ellen Doudrick, Engineering, has submitted Change Order No. 2 on behalf of Inland Waters Pollution Control, 4086 Michigan Ave., Detroit, MI 48210, indicating the contract amount be increased by $24,725.10 for a new contract sum, including this Change Order, in the amount of $3,219,379.60. Upon a motion made by Ms. Maradik, seconded by Mr. Molnar and carried by roll call, the Change Order was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — FIRE STATIONS NOS. 10 & 2 PARKING LOT REPAIRS — PROJECT NO. 119-099 (CAPITAL IMPROVEMENTS Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Walsh & Kelly, Inc., 24358 State Road 23, South Bend, IN 46614, for the above referenced project, indicating a final cost of $92,700. Upon a motion made by Ms. Maradik, seconded by Mr. Molnar and carried by roll call, the Project Completion Affidavit was approved. REGULAR MEETING JULY 14, 2020 124 APPROVE PROJECT COMPLETION AFFIDAVIT — 2019 DEMOLITIONS PHASE II DIVISION A — PROJECT NO. 119-079 (VACANT & ABANDONED) 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 $106,760. Upon a motion made by Ms. Maradik, seconded by Mr. Molnar and carried by roll call, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — TECHNOLOGY RESOURCE CENTER — PROJECT NO. 118-090 (RWDA TIF, STUDEBAKER/OLIVE GRANTS, CERTIFIED TECH PARK FUND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Majority Builders, Inc., 62900 US 31 South, South Bend, IN 46614, for the above referenced project, indicating a final cost of $1,599,079. Upon a motion made by Ms. Maradik, seconded by Mr. Molnar and carried by roll call, the Project Completion Affidavit was approved. APPROVE REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — SALE OF CITY - OWNED PROPERTIES — 733 E. INDIANA AVE. AND 1241 W. CALIFORNIA AVE. 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 -owned properties. Therefore, upon a motion made by Ms. Maradik, seconded by Mr. Molnar and carried by roll call, the above requests were approved. APPROVE REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — SPEED HUMP INSTALLATION — PROJECT NO. 120-043 (LOCAL ROADS AND STREETS) In a memorandum to the Board, Ms. Charlotte Brach, 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 Mr. Molnar and carried by roll call, the above request was approved. ADOPT RESOLUTION NO. 19-2020 — A RESOLUTION OF THE CITY OF SOUTH BEND BOARD OF PUBLIC WORKS ON THE DISPOSAL OF UNFIT AND/OR OBSOLETE 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. 19-2020 A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS ON THE DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY FIREFIGHTER FIRE HELMET AND BOOTS WHEREAS, pursuant to I.C. 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 real and personal property owned by the City of South Bend, Indiana; and WHEREAS, IC 5-22-22-6 permits and establishes the 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; and WHEREAS, on June 6, 2020, Captain Leon Stein retired from the South Bend, Indiana, Fire Department after thirty-three (33) years of service, and the Board of Public Safety of the City of South Bend, Indiana has determined that he has retired in good standing; and WHEREAS, Chief Carl Buchanon has advised the Board that this Firefighter's fire helmet and boots ("Property") are of no further use to the Department, are of no practical value, and have an estimated market value of less than one -thousand dollars ($1,000.00); and WHEREAS, the Board has determined that the Property is worthless as that term is defined in I.C. 5-22-22-8(b); and REGULAR MEETING JULY 14, 2020 125 WHEREAS, I.C. 5-22-22 permits and establishes procedures for the disposal of personal property which is either unfit for the purpose for which it was intended, no longer needed by the City, or property which is deemed worthless. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend, Indiana, as follows: 1. The Property is no longer needed by the City of South Bend, is unfit for the purposes for which was intended, and has an estimated value of less than one -thousand dollars ($1,000.00). 2. The Property may be demolished, junked or otherwise disposed in a manner determined by the Fire Chief, including donation to the Firefighter as a token for his years of service to the City of South Bend. ADOPTED at a meeting of the City of South Bend, Indiana, Board of Public Works held on July 14, 2020, at 1308 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 approval: Type Business Description Amount/ Motion/ Funding Second Permission to Indiana Right of Entry for Soil N/A Maradik/Molnar Survey Michigan Sampling and Excavation Power Plan at West End of Bulla Company Street adjacent to AEP Properties Professional American Engineering Services for $27,100 Maradik/Molnar Services Structurepoint, CSO 018 Backwater (Utilities, Agreement Inc. Valve Replacement Sewage Works Operations, Engineering) Professional Shakespeare Design additional River NTE $12,500 Maradik/Molnar Services Lighting Lights on Jefferson St. (NEA & Agreement Design, LLC Bridge Community Foundation Grants Professional Jones Petrie Design Services for the $14,300 Maradik/Molnar Services Rafinski Olive Street Station Roof (Water Works Agreement Repairs Capital) Open Market Vic Butcher Gemini at Colfax — $207,851 Maradik/Molnar Contract Construction Exterior Renovations - (RWDA TIF) Windows Amendment American Change to Guaranteed No Change Maradik/Molnar to Structurepoint, Energy Savings Contract (Water Works Professional Inc. Design Services for Capital) Services Pinhook Park Water Agreement Treatment Plant Improvements REGULAR MEETING JULY 14, 2020 126 Professional Services Agreement Epoch, A Division of Shive-Hattery, Inc. Design Services for Main St. & Wayne St. Parking Garage Improvements $66,940.66 (RWDA TIF) Maradik/Molnar Release of St. Joseph Release of Temporary N/A Maradik/Molnar Temporary County Easement for Boland Trail Right -of -Way Construction Easement Grant Contract for Vic's Towing Two (2) Highest Scoring N/A Maradik/Molnar Services and ASAP Proposals for Police Towing Towing Services for August 1, 2020 to July 31, 2023 APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following permit and license applications were presented for approval: Applicant Description Date/Time Location Motion Carried Best First Revised Street August 7, Washington St., Maradik/Molnar Fridays Ever Closures for 2020; 3:00 Michigan St. to Previously p.m. to 11:00 Martin Luther King Approved Special p.m. Jr. Blvd., Jefferson Events Blvd., Martin Luther King Jr. Blvd. and Niles Ave. Revision: Closing of Colfax Bridge; Martin Luther King Jr. Blvd. to Sycamore St. from 8:30 p.m. to 11:00 P.M. We + You Revised Street August 1, Revised Route: Maradik/Molnar Parade Closure for Special 2020; 4:45 Jefferson Blvd., Event p.m. to 6:30 Martin Luther King p.m. Jr. Blvd. to Eddy St. Best Traffic Control for August 5, No Street Closure; Maradik/Molnar Wednesday Special Event 2020; 12:00 Requesting No Ever P.M. to 9:00 Parking Signs Down p.m. Western Ave. from Chico's Restaurant to Harrison School for Curb Side Pick- up DENY REVOCABLE PERMIT FOR ENCROACHMENT — SHAMROCK REALTY GROUP LLC Mr. Gilot stated an application for an Encroachment and Revocable Permit has been received from Shamrock Realty Group LLC, 52 Dawn Harbor Ln., Riverside, CT 06878 for the purpose of allowing the placement of a sign for Golden View Townhouses to be placed in the right-of- way at Lot 4 Almond Ct., Notre Dame Ave. Minor. Community Investment stated this proposal sets a bad precedent and is prohibited within the current zoning district by the South Bend Zoning Ordinance and suggested denial. They also stated that the South Bend Zoning staff would be glad to assist with an alternate proposal that better integrates the sign and is permitted by the zoning. The Engineering Department stated they agreed with Community Investments to limit the tree lawn for use by public and private utilities, trees, streetlights, traffic signs, and that private signs should be placed on private property, not in the right-of-way. Therefore, upon a motion made by Ms. Maradik, seconded by Mr. Molnar and carried by roll call, the Revocable REGULAR MEETING JULY 14, 2020 127 Permit for an encroachment was denied and the Board requested the petitioner work with the South Bend Zoning Board staff to find an alternate location. FAVORABLE RECOMMENDATION - PETITION TO VACATE THE STREETS AT THE 900 BLOCK OF LUTHER CT. AND 200 BLOCK OF EDMUND CT. Mr. Gilot indicated that Mike Danch on behalf of KLM Holdings, LLC, Paul E. William LLC, Eddy Property Dev LLC, South Bend Clinic LLP, has submitted a request to vacate the above referenced streets to control access to the existing private parking areas and properties on either side of the proposed vacated rights -of -ways. Mr. Gilot advised the Board is in receipt of favorable recommendations concerning this Vacation Petition from the 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. Engineering and Community Investment concur that the favorable recommendation should be subject to cross access for future property owners and the bricks salvaged by the City. Therefore, Ms. Maradik made a motion for a favorable recommendation of the request for vacation subject to a cross access agreement and the City to salvage the bricks. Mr. Molnar seconded the motion which carried by roll call. APPROVE CONSENTS TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE Mr. Gilot stated that the Board is in receipt of the following Consents to Annexation and Waivers of Right to Remonstrate. The Consents indicate 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 properties, the applicants waive and release any and all rights to remonstrate against or oppose any pending or future annexations of the properties by the City of South Bend: A. Dennis D. Miller, Miller Family Irrevocable Trust, 806 Green Pine Ct., Mishawaka, IN 46545 1. 25663 Scent Trail — Water/Sewer (Key No.021-1036-059291) (Lot 425 Fox Run Sec. 7 Pt. 4) B. Dennis D. Miller, Miller Family Irrevocable Trust, 806 Green Pine Ct., Mishawaka, IN 46545 1. 25677 Scent Trail — Water/Sewer (Key No.021-1036-059290) (Lot 424 Fox Run Sec. 7 Pt. 4) C. Dennis D. Miller, Natures Gate II, 806 Green Pine Ct., Mishawaka, IN 46545 1. 52738 Common Eider Trail —Water/Sewer (Key No.021-1038-061921) (Lot 193 Augustine Lakes Estates Sec. 1) D. Dennis D. Miller, Natures Gate II, 806 Green Pine Ct., Mishawaka, IN 46545 1. 52770 Common Eider Trail — Water/Sewer (Key No.021-1038-061974) (Lot 191 Augustine Lakes Estates Sec. 2) Upon a motion by Ms. Maradik, seconded by Mr. Molnar and carried by roll call, the Consents to Annexation and Waivers of Right to Remonstrate were approved as submitted. RATIFY APPROVAL AND/OR RELEASE CONTRACTOR, EXCAVATION, AND OCCUPANCY BONDS The Division of Engineering Permit Department recommended that the following bond be ratified pursuant to Resolution 100-2000 as follows: Business Bond Type Approved/ Released Effective Date G.E. Marshall, Inc. Occupancy A roved June 23, 2020 Ms. Maradik made a motion that the bond's approval as outlined above be ratified. Mr. Molnar seconded the motion, which carried by roll call. 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 St. Joseph County Housing Consortium $59.99 6/2/2020 REGULAR MEETING JULY 14, 2020 128 Name Amount of Claim Date St. Joseph County Housing Consortium $37.48 6/2/2020 St. Joseph County Housing Consortium $1,500.00 5/27/2020 St. Joseph County Housing Consortium $107.65 6/24/2020 St. Joseph. County Housing Consortium $24,153.75 6/11/2020 St. Joseph County Housing Consortium $27,312.00 6/17/2020 Therefore, Ms. Maradik made a motion that after review of the expenditures, the claims be approved as submitted. Mr. Molnar seconded the motion, which carried by roll call. ADJOURNMENT There being no further business to come before the Board, upon a motion made by M. Gilot, seconded by Ms. Maradik and carried by roll call, the meeting adjourned at 10:02 a.m. BOARD OF PUBLIC WORKS �!- ON � Z ME � = Gary A. Gilot, President Elizabeth A. Maradik, Member Therese J. Dorau, Member Jordan V. Gathers, Member 7-?---)— Joseph R. Molnar, Member ATTEST: (�Znd r 0,WaMin Linda M. Martin, Clerk