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Home My WebLink About10/23/12 Board of Public Works MinutesAGENDA REVIEW SESSION OCTOBER 18 2012 336 The Agenda Review Session of the Board of Public Works was convened at 11:22 a.m. on Thursday, October 18, 2012, by Board President Gary A. Gilot, with Board Members Donald E. Inks, Kathryn E. Roos, and Michael C. Mecham present. Board Member Mark W. Neal was absent. Also present was Attorney Andrea Beachkofsky. Board of Public Works Clerk, Linda M. Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. APPROVAL OF AGREEMENT The following Agreement was submitted to the Board for Type Business t4JrJ1 V Description V Ql. Amount/ Motion/ Local St Joseph To Provide Funds for the Funding $40,000.00 Second Roos /Mecham Government County Housing and Operation of Per Year for Service the Special Victims Unit in Five (5) Years Exchange South Bend (COIT) Agreement Board members discussed the following item(s) from the agenda: - Professional Services Agreement - Coker Composting and Consulting Mr. Al Greek, Environmental Services, stated Environmental Services hired Coker Consulting to look at how to get the plant in more of a compliance state. He stated they have huge piles of back- logged materials equal to 6,000 to 7,000 trailer trucks full of compost material containing plastic debris. Mr. Greek stated they need to figure out what they are doing with it. He noted the best option they have found to date will cost about $2,500,000.00, and that is with Environmental Services doing some of the work. He noted a lot of the expense is from tipping fees, fees to run the debris through filter machines, and land application costs. Mr. Inks stated he understands there may be a need to use some of this by the City. Mr. Gilot stated there may be some land -use application but it will have to be filtered a lot first. Mr. Greek stated he is asking for Coker to do a request for proposals to see if there is anyone out there that can help clean up this backlog. He noted the plant has never been successful in the past with hiring this out. Mr. Greek stated that the City of Ann Arbor, Michigan was in similar situation, and they were able to hire someone to help and it reduced their costs by about $450,000.00. He noted they are also requesting to reduce the tipping fees and are currently working with the Clerk of the Board on doing a public hearing that is required first. Mr. Gilot noted the Council is the one that approves fees. Ms. Martin noted that this had been researched and by Resolution, the Board of Works was given the authority to adjust these fees. - Change Orders — Union Station Technology Center Electrical Equipment Mr. Bill Schalliol, Community and Economic Development, stated he has submitted two change orders, one is an increase for the switch gear and a decrease for the generators for this project. Mr. Schalliol explained that they are taking out sound baffling equipment and putting the generators outside. He noted this will require extra gaskets and weatherproofing equipment. Mr. Inks asked if there is a decibel rating so it won't create a neighborhood noise issue. Mr. Schalliol stated there is not. - Access Agreements — Five Corners, LLC Mr. Jitin Kain, Community and Economic Development, stated the City has agreed to pay for the demolition of three (3) of eight (8) properties owned by Five Corners, LLC, located in the AEP utility easement where the new State Road 23 alignment will go. Five Corners, LLC will pay for the demolition of the other five (5) properties. Mr. Inks noted the funding will cover this process because of the location of the poles in a utility easement. He stated if it was being requested for private property, TIF funding regulations would not allow the City to pay for this. - Request to Advertise for Bids — Primary Clarifier Rehabilitation Upgrades Mr. Jacob Klosinski, Environmental Services, stated the design for the Primary Clarifier and equipment is complete and they are ready to advertise for the construction. He noted they will be adding automation that will allow them to push a button to do something that is currently automated only. He stated that the upgrades put everything on the same type of system. Mr. Gilot questioned if they are installing premium efficiency drives on the units, and variable efficiency drives? Mr. Klosinski stated they are. He noted the upgrades will allow them to make adjustments in overflows. Mr. Gilot questioned if there are any automated level detectors in the system. Mr. Klosinski stated there are not any in the units. He added that the de- gritter unit, which is kind of a dinosaur, is being replaced, noting this is all part of the overall CSO plan. Mr. Gilot asked if a critical spare parts provision is included. Mr. Klosinski stated it does in a AGENDA REVIEW SESSION OCTOBER 18. 2012 337 provision for critical spare parts. Mr. Gilot questioned how long the whole process of upgrading will take. Mr. Klosinski stated construction will take about two (2) years and potentially more. Mr. Gilot stated that brings up the problem with wage rates. He noted they are set at the beginning of the project so how will they be adjusted during the process? Mr. Klosinski stated they can make the contractors aware at the pre -bid and issue an addendum. Toy Villa, Construction Manager, stated they cannot do an addendum; they have to use the wage rates set at bid time because that is what the contractors based their bid amount on. He noted the contractors make adjustments in their pay, but it doesn't change the specifications. Mr. Gilot questioned if they run into issues after the budget is set, do they have a process for adding in additional costs. Mr. Klosinski stated only decreases should occur if they need to eliminate some of the equipment. He stated they originally planned to split the bid into two contracts, but decided that dealing with two different contactors on one project was not good. The Clerk was instructed to post the agenda and notify the media and other persons who have requested notice of the meeting agenda. No other business came before the Board. The meeting adjourned at 12:36 p.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President onald E. nks, Member 4"'1CPVZ1_ Kathryn E. R s, Member Michael C. Mecham, Member Mark W. Neal, Member �,,ifida M. Martin, Clerk REGULAR MEETING OCTOBER 23, 2012 The regular meeting of the Board of Public Works was convened at 9:38 a.m. on Tuesday, October 23, 2012, by Board President Gary A. Gilot, with Board Members Michael Mecham and Mark Neal present. Board Members Donald E. Inks and Kathryn E. Roos were absent. Also present was Attorney Cheryl Greene. ADDITIONS TO THE AGENDA Mr. Gilot noted the addition to the agenda of a Request to Reject Bids and Re- Advertise for the Sewer Manhole Rehabilitation project, and two (2) agreements related to environmental clean-up issues, one with Ivy Tower Corporation and one with Union Station Properties. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Mecham, seconded by Mr. Neal and carried, the Minutes of the Agenda Review Session of October 4, 2012, the Regular Meeting of October 9, 2012 and the Claims Meeting of the Board held on October 16, 2012, were approved. APPROVE RE- ADVERTISING — CENTURY CENTER LIGHTING RENOVATIONS — PROJECT NO. 112 -057 CENTURY CENTER CAPITAL IMPROVEMENT This was the date set for receiving and opening of sealed bids for the above referenced project. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri- County News, which were found to be sufficient. No bids were received. Mr. Gilot stated he understood from City staff that the bid specifications were unclear and difficult to work around. Therefore, Mr. Gilot made a motion to authorize the City Engineer to work with the Energy Director to reconfigure the bid specifications to clarify the conditions. Mr. Mecham seconded the motion, which carried. REGULAR MEETING OCTOBER 23 2012 338 OPENING OF BIDS — RE- LIGHTING PROJECT FOR LEIGHTON COMPLEX MAIN /COLFAX AND WAYNE STREET PARKING GARAGES — PROJECT NO. 112 -058 This was the date set for receiving and opening of sealed bids for the above referenced project. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri- County News, which were found to be sufficient. The following bids were opened and publicly read: GAYLOR, INC. 2509 Ada Drive Elkhart, Indiana 46514 Bid was signed by: Mr. George Reynolds Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted Five Percent (5 %) Bid Bond was submitted BID: Item No. Description Total Amount 1 BASE BID: Re- Lighting at Wayne Street Parking Garage $47,795.00 Alt -1 ADD ALTERNATE - #1: Re- Lighting at Main/Colfax $98,130.00 Parking Garage Alt -2 ADD ALTERNATE - 42: Re- Lighting at Leighton Complex $222,765.00 Parking Garage UP -1 Add/Delete: Cost per fixture to replace existing fixture with $455.00 UP -1 new type "FA" fixture $460.00 UP -2 Add/Delete: Cost per fixture to replace existing fixture with $440.00 UP -2 new type "FB" fixture $460,00 UP -3 Add/Delete: Cost per fixture to replace existing fixture with $400.00 UP -3 new type "FC" fixture $420.00 UP-4 Add /Delete: Cost per fixture to replace existing fixture with $440.00 UP -4 new type "FD" fixture $420.00 UP -5 Add/Delete: Cost per fixture to replace existing fixture with $440.00 UP -5 new type "FE" fixture $350.00 MARTELL ELECTRIC LLC 4601 Cleveland Road South Bend, Indiana 46628 Bid was signed by: Mr. Steve Zomig Contractor's Non- Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted Five Percent (5 %) Bid Bond was submitted BID: Item No. Description Total Amount 1 BASE BID: Re- Lighting at Wayne Street Parking Garage $62,250.00 Alt -1 ADD ALTERNATE - #1: Re- Lighting at Main/Colfax $104,995.00 Parking Garage Alt -2 ADD ALTERNATE -42: Re- Lighting at Leighton Complex $200,204.00 Parking Garage Total of Base Bid and All Add Alternates $367,449.00 UP -1 Cost per fixture to replace existing fixture with $460.00 new ty e "FA" fixture new type UP -2 Add/Delete: Cost per fixture to replace existing fixture with $460,00 new type "FB" fixture UP -3 Add/Delete: Cost per fixture to replace existing fixture with $420.00 new type "FC" fixture UP -4 Add /Delete: Cost per fixture to replace existing fixture with $420.00 new type "FD" fixture UP -5 Add /Delete: Cost per fixture to replace existing fixture with $350.00 new type "FE" fixture REGULAR MEETING OCTOBER 23, 2012 339 PEMBERTON DAVIS ELECTRIC, INC. 916 E. McKinley Avenue Mishawaka, Indiana 46545 Bid was signed by: Mr. John Ferro Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted Five Percent (5 %) Bid Bond was submitted RUM Item No. Description Total Amount I BASE BID: Re- Lighting at Wayne Street Parking Garage $49,339.00 Alt-1 ADD ALTERNATE - #1: Re- Lighting at Main/Colfax Parking Garage $104,950.00 Alt -2 ADD ALTERNATE - #2: Re- Lighting at Leighton Complex Parking Garage $1.79,044.00 Alt -2 Total of Base Bid and All Add Alternates $333,333.00 UP -1 Add /Delete: Cost per fixture to replace existing fixture with new type "FA" fixture $452.24 UP -2 Add/Delete: Cost per fixture to replace existing fixture with new type "FB" fixture $452.24 UP -3 Add/Delete: Cost per fixture to replace existing fixture with new type "FC" fixture $421.10 HERRMAN & GOETZ, INC. 225 S. Lafayette Boulevard South Bend, Indiana 46601 Bid was signed by: Mr. Thomas Herrman Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted Five Percent (5 %) Bid Bond was submitted BID: Item No. Description Total Amount 1 BASE BID: Re- Lighting at Wayne Street Parking Garage $41,000.00 Alt -I ADD ALTERNATE - #1: Re- Lighting at Main/Colfax $88,000.00 Parking Garage Alt -2 ADD ALTERNATE - 42: Re- Lighting at Leighton Complex $148,000.00 Parking Garage Total of Base Bid and All Add Alternates $277,000.00 UP -1 Add/Delete: Cost per fixture to replace existing fixture with $360.00 new type "FA" fixture UP -2 Add /Delete: Cost per fixture to replace existing fixture with $360.00 new type "FB" fixture UP -3 Add/Delete: Cost per fixture to replace existing fixture with $345.00 new type "FC" fixture UP -4 Add/Delete: Cost per fixture to replace existing fixture with $345.00 new type "FD" fixture UP -5 Add /Delete: Cost per fixture to replace existing fixture with $284.00 new type "FE" fixture KOONTZ-WAGNER CONSTRUCTION SERVICES, LLC 3801 Voorde Drive, Suite B South Bend, Indiana 46628 Bid was signed by: Mr. Anthony Maloney, III Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted REGULAR MEETING Five Percent (5 %) Bid Bond was submitted BID: OCTOBER 23, 2012 340 Item No. Description Total Amount 1 BASE BID: Re- Lighting at Wayne Street Parking Garage $52,983.00 Alt -1 ADD ALTERNATE - 41: Re- Lighting at Main/Colfax $97,150.00 Parking Garage Alt -2 ADD ALTERNATE - #2: Re- Lighting at Leighton Complex $180,556.00 Parking Garage Total of Base Bid and All Add Alternates $330,689,00 UP -1 Add/Delete: Cost per fixture to replace existing fixture with $447.00/$389.00 new type "FA" fixture UP -2 Add/Delete: Cost per fixture to replace existing fixture with $447.00/$389.00 new type "FB" fixture UP -3 Add/Delete: Cost per fixture to replace existing fixture with $415.00/$361.00 new type "FC" fixture UP -4 Add /Delete: Cost per fixture to replace existing fixture with $415.00/$361.00 new type "FD" fixture UP -5 Add /Delete: Cost per fixture to replace existing fixture with $339.00/$295.00 new type "FE" fixture Voluntary Utilize LED fixture in lieu of specified fluorescent fixture. All controls remain as Alternate specified. ADD $67,816.00 to our total bid amount. #1 Voluntary Modify existing fixtures to use LED lamp by eliminating the existing ballast and Alternate using an LED lamp. DEDUCT $36,132.00 from our total bid amount. #2 Voluntary Provide specified fluorescent fixtures and controls, but modify the fixture hanging Alternate method and junction box requirements. We plan to modify the existing fixture 43 housings so they would function as a junction box. DEDUCT $25,425.00 from our total bid amount. MEAD & WHITE ELECTRIC / COLIP ELECTRIC P.O. Box 535 Bridgman, Michigan 49106 Bid was signed by: Mr. Chris Grove Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted Five Percent (5 %) Bid Bond was submitted on Item No. Description Total Amount 1 BASE BID: Re- bighting at Wayne Street Parking Garage $90,669.00 Alt -1 ADD ALTERNATE - #I: Re- Lighting at Main/Colfax $158,062.00 Parking Garage Alt -2 ADD ALTERNATE - #2: Re-Lighting at Leighton Complex $303,872.00 Parking Garage Total of Base Bid and All Add Alternates $552,603.00 UP -1 Add /Delete: Cost per fixture to replace existing fixture with $687.75 new type "FA" fixture UP -2 Add/Delete: Cost per fixture to replace existing fixture with $687.75 new type "FB" fixture UP -3 Add/Delete: Cost per fixture to replace existing fixture with $652.79 new type "FC" fixture UP -4 Add/Delete: Cost per fixture to replace existing fixture with $652.79 new type "FD" fixture UP -5 Add/Delete: Cost per fixture to replace existing fixture with $568.81 new type "FE" fixture REGULAR MEETING OCTOBER 23, 2012 341 Upon a motion made by Mr. Gilot, seconded by Mr. Neal and carried, the above bids were referred to Community and Economic Development and the Energy Department for review and recommendation. OPENING OF BIDS — SELF CONTAINED BREATHING APPARATUS (SCBA) AND RELATED EQUIPMENT This was the date set for receiving and opening of sealed bids for the above referenced project. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri- County News, which were found to be sufficient. The following bids were opened and publicly read: HOOSIER FIRE EQUIPMENT, INC. 4009 Montdale Park Drive Valparaiso, Indiana 46383 Bid was signed by: Mr. James E. Daly Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted Ten percent (10 %) Bid Bond was submitted no Item Item Manufacturer Qty° Unit Price Total SCBA's with Quick - Connect 2 stage 1. regulators with 30 minute 4500 psi air 130 cylinders $3,687.25 $479,342.50 2. Extra 30 minute 4500 psi air cylinders 130 $402.00 $52,260.00 3. 60 minutes air cylinders 18 $612.75 $11,029.50 4. SCBA masks with voice amplifiers 271 $428.75 $116,191.25 5. RIT /FAST packs and bags with 60 minute 5 4500 psi air cylinders $2,132.25 $10,661.25 6 Confined space Supplied Air Respirators with 6 Hansen fittings $1,520.50 $9,123.00 Total $678,607.50 Opt No. Description Est. Qty. Unit Price All SCBA Air Cylinders provided with a reflective strip $23.50 1 • with the South Bend Fire Department's Logo integrated 130 in the cylinder wrap. 2 Adapters for adapting air purifying respirator (P100) 271 $26.50 filters to the Face Piece. 3• Hard SCBA /mask Carrying Cases 5 $155.00 4 Half -Face Piece Respirators with Twin (P100) Filters 5 $32.00 and Voice Emitter. 5 Integrated Firefighter Locator system installed on each 130 Included SCBA Hand Held Firefighter Locating devices to assist in $1,288.00 6• locating downed or trapped firefighters. Truck mounted 5 12volt chargers included with each device. 7. Quick - Connect 2 °d stage regulators 141 $248.00 Add $41.00 8. 5500 psi air cylinders in place of 4500 psi cylinders 130 Per Cyl, Base Bid Item 1 & 2 REGULAR MEETING OCTOBER 23 2012 342 9 Air packs which can accommodate 5500 psi air 130 Add $115.00 Total cylinders SCBA's with Quick - Connect 2" stage Per SCBA 10 75- minute air cylinders in place of 60 minute air 23 Add $133.00 I30 cylinders. $462,676.50 Per Cyl. 11. Mobile Air Cart with up to Eight (8) Hansen Fittings to i 1 $3,183.00 be used for Confined Space /Technical Operations. $423.50 $55,055.00 Auto - Sequence Cascade Fill control system, for the 60 minutes air cylinders $3,599.50 12• purpose of filling SCBA air cylinders and should be 3 powered by pneumatics. $12,978.00 13. 1 Chest straps. 50 $16.00 Total Trade -In Package Allowance Deduct: $11,000.00 from Base Bid Price MSA NORTH AMERICA 1000 Cranberry Woods Drive Cranberry Township, Pennsylvania 16066 Bid was signed by: Mr. Paul Ulher Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted Ten percent (10 %) Bid Bond was submitted BID: Item No. Item Manufacturer Est. Qty. Unit Price Total 1 SCBA's with Quick - Connect 2" stage regulators with 30 minute 4500 psi air cylinders I30 $3,559.095 $462,676.50 2. Extra 30 minute 4500 psi air cylinders 130 $423.50 $55,055.00 3. 60 minutes air cylinders 18 $721.00 $12,978.00 4. SCBA masks with voice amplifiers 271 $502.44 $136,161.26 5 RIT /FAST packs and bags with 60 minute 4500 psi air cylinders 5 $1,806.72 $9,033.60 6 Confined space Supplied Air Respirators with Hansen fittings 6 $776.40 $4,658.40 Total Option No. Description Est, Qty. Unit Price All SCBA Air Cylinders provided with a reflective I • strip with the South Bend Fire Department's Logo 130 integrated in the cylinder wrap. N/C 2 Adapters for adapting air purifying respirator (P100) filters to the Face Piece. 271 $94.91 3• Hard SCBA/mask Carrying Cases 5 $77.79 4 Half -Face Piece Respirators with Twin (P100) Filters and Voice Emitter. 5 $20.18 5 Integrated Firefighter Locator system installed on each SCBA 130 N/C Hand Held Firefighter Locating devices to assist in 6• locating downed or trapped firefighters. Truck 5 mounted 12volt chargers included with each device. N/A 7• Quick - Connect 2 "d stage regulators 141 $292.53* 8. 5500 psi air cylinders in place of 4500 psi cylinders 130 N/A 9. Air packs which can accommodate 5500 psi air 130 N/A Ejj REGULAR MEETING OCTOBER 23, 2012 343 T J NOWAK SUPPLY CO., INC. 302 West Superior Street Fort Wayne, Indiana 46802 Bid was signed by: Mr. John James Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted Ten percent (10 %) Bid Security was submitted e 11 cylinders Alt. Bid No. 10. 75- minute air cylinders in place of 60 minute air 23 Total Unit Price cylinders. N/A 11. Mobile Air Cart with up to Eight (8) Hansen Fittings 1 to be used for Confined Space /Technical Operations. 2nd stage regulators with 30 $3,097.59 Auto - Sequence Cascade Fill control system, for the 12. purpose of filling SCBA air cylinders and should be 3 $3,634.00 $47420.00 powered by pneumatics. $487,240.00 N/A 13. Chest straps. 50 $31.05 T J NOWAK SUPPLY CO., INC. 302 West Superior Street Fort Wayne, Indiana 46802 Bid was signed by: Mr. John James Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted Ten percent (10 %) Bid Security was submitted e 11 Bid Alt. Bid No. Manufacturer Est. Qty. Unit Price Total Unit Price Total SCBA's with Quick - Connect 2nd stage regulators with 30 1. minute 4500 psi air cylinders 130 $3,634.00 $47420.00 $3,748.00 $487,240.00 Cylinders & Valve Assembly, 1.1 Carbon, 4500 psi, 30 130 $400.00 $52,000.00 $444.00 $57,720.00 1.2 SEMS II USB Base Station 1 $1,250.00 $1,250.00 $1,250.00 $1,250.00 1.3 SEMS II RFID Programmer Kit 1 $385.00 $385.00 $385.00 $385.00 1.4 SEMS 11 RFID Tag Kit 15 $54.00 $810.00 $54.00 $810.00 1.5 Posi3 USB Interface Kit 1 $0.00 With #1 $0.00 W 141 Assembly, Wireless Boot 1.6 Loader 1 $668.25 $668.25 $668.25 $668.25 Quantitative Fit Test Adapter 1.7 Kit. Quarter 1 $30.00 $30.00 $30.00 $30.00 Check ADEP Ssy, Ext Dur 1.8 Schra 5 $190.25 $951.25 $190.25 $951.25 Extra 30 minute 4500 psi air 2. cylinders 130 $0.00 N/C W/1 $0.00 N/C W / 41 3. 60 minutes air cylinders 18 $618.00 $11,124.00 $750.00 $13,500.00 AV 3000 Facepiece with SureSeal, Medium Kevlar 4. Headnet w /Comm Bracket 271 $149.60 $40,541.60 $149.60 $40,541.60 4.1 EPIC Voice Amplifier Assy 271 $265.00 $71,815.00 $265.00 $71,815.00 4.2 Mask Bag Bag 271 $10.00 2,710.00 $10.00 $2,710.00 RIT /FAST packs and bags with 60 minute 4500 psi air 5. $3,750.00 cylinders$ 750.00 5 $1,529.00 $7,645.00 $1,529.00 $7,645.00 REGULAR MEETING OCTOBER 23. 2012 344 5.1 Cylinder & Valv$1,540.00e Assy, Carbon 4500 psi 5 $618.00 $3,090.00 Steve Hubler $3,750.00 Halton L. West Confined space Supplied Air Respirators with Hansen Blue Honda Civic 1992 $175.00 6• fittings 6 1,540.00 $9,240.00 $185.00 $9,240.00 $674,680.1 3. Total 0 $202.00 $698,256.10 ITnnn n mntj' ." m.A- 1.., T,4 KA _L_.__ 4. _r_ -- -- --- - �- 1114�� .r -1. -CC11a,tt, Ncuonuea by Mr. Neap and carried, the above bids were referred to the Fire Department for review and recommendation. OPENING /AWARD OF BIDS - SALE OF ABANDONED VEHICLES This was the date set for receiving and opening of sealed bids for the above referenced vehicles. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri- County News, which were found to be sufficient. The following bids were opened and publicly read: No Vehicle Make & Model Year Terry's Auto Salvage Jose' Lorenzo Steve Hubler Bull Dog Auto Parts Halton L. West 1. Blue Honda Civic 1992 $175.00 2. Gold Chrysler 300M 1999 $185.00 $450.00 3. Silver Buick LeSabre 1996 $202.00 4. White Cadillac Sedan 1992 $155.00 $305.00 $275.00 5. Burgundy Oldsmobile 88 1995 $195.00 $375.00 6. Light Blue Infinity J30 1993 $190.00 7. Red Pontiac Fiero 1984 $165.00 $420.00 8. Blue Chevrolet Suburban 1999 $509.00 $650.00 9. White Chevrolet 1500 1996 $425.00 $650.00 10. Blue Chevrolet Truck 1991 $253.00 5400.00 11. Green Ford Bronco 1993 $225.00 12. White Ford Expedition 1998 $375.00 $375.00 $500.00 13. Blue Dodge Van 1998 $195.00 $406.00 14. White Scamp Cam er $50.00 Upon a motion made by Mr. Neal, seconded by Mr. Gilot and carried, the above bids were referred to Code Enforcement for review and recommendation. Upon review, Ms. Cathy Eli, Code Enforcement, recommended the awards to the highest responsive and responsible bidders as shown above in bold. Therefore, Mr. Mecham made a motion that the recommendation be accepted and the bids be awarded as outlined above. Mr. Neal seconded the motion, which carried. APPROVAL OF REQUEST TO REJECT BIDS AND RE ADVERTISE - 2012/2013 MANHOLE REHABILITATION -PROJECT NO, 112 -053 SEWER CAPITAL In a memorandum to the Board, Mr. Michael Mecham, Engineering, requested permission to reject all bids and re- advertise for bids for the above referenced project. Ms. Greene stated that by State law, the Board of Works has the authority to award or reject all bids. Mr. Gilot requested that Engineering, Legal, and Sewers work together to draft the revised bid specs. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Neal and carried, the above request to reject all bids and re- advertise was approved. REGULAR MEETING OCTOBER 23, 2012 345 APPROVE CHANGE ORDER NO. 1 — IGNITION PARK SOUTH DEMOLITIONS PHASE III —PROJECT NO. 112 -040 (AEDA TIF) Mr. Gilot advised that Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of Jackson Trucking and Excavating, 9067 West 100N, Kewana, Indiana 46939, indicating the contract amount be increased by $3,500.00 for a modified contract sum, including this Change Order, in the amount of $98,500.00, Upon a motion made by Mr. Gilot, seconded by Mr. Mecham and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — UNION STATION TECHNOLOGY CENTER ELECTRICAL EQUIPMENT — SWITCH GEAR AND ASSOCIATED EQUIPMENT — PROJECT NO. 112 -046 (AEDA TIF) Mr. Gilot advised that John Engstrom, Engineering, has submitted Change Order No. 1 on behalf of All Phase Electric Supply, 1385 Bendix Drive, South Bend, Indiana 46628 indicating the contract amount be increased by $19,530.00 for a modified contract sum, including this Change Order, in the amount of $1,288,530.00. Upon a motion made by Mr. Mecham, seconded by Mr. Neal and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — UNION STATION TECHNOLOGY CENTER ELECTRICAL EQUIPMENT — GENERATORS AND ASSOCIATED EQUIPMENT — PROJECT NO. 112 -046 (AEDA TIF) Mr. Gilot advised that John Engstrom, Engineering, has submitted Change Order No. I on behalf of Evapar, 6011 A Highview Drive, Fort Wayne, Indiana 46818, indicating the contract amount be decreased by $74,118.00 for a modified contract sum, including this Change Order, in the amount of $517,882.00. Upon a motion made by Mr. Mecham, seconded by Mr. Neal and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 9 — NORTHSIDE TRAIL EXTENSION — PROJECT NO 110 -001 (CMAQ/FHWA) Mr. Gilot advised that Thia Vawter, Engineering, has submitted Change Order No. 9 on behalf of Walsh and Kelly, Inc., 24358 State Road 23, South Bend, Indiana 46614, indicating the contract amount be decreased by $7,177.31 for a modified contract sum, including this Change Order, in the amount of $1,624,999.61. Upon a motion made by Mr. Mecham, seconded by Mr. Neal and carried, the Change Order was approved. Mr. Gilot noted that the City will receive a 20% credit from this as this is a State and Local split of 80/20. Mr. Mecham invited all present to an open house ribbon cutting for the Northside Trail scheduled for November 1, 2012. APPROVE CHANGE ORDER NO. 1 (FINAL ) AND PROJECT COMPLETION AFFIDAVIT — EAST BANK WALKWAY PILING REPAIRS — PROJECT NO. 111 -050 PARKS — GENERAL FUND) Mr. Gilot advised that Toy Villa has submitted Change Order No. 1 (Final) on behalf of Northern Indiana Construction Company, Inc., PO Box 1333, Mishawaka, Indiana 46546, indicating the contract amount be increased by $420.00 for a modified contract sum, including this Change Order, of $48,590.00. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $48,590.00. Upon a motion made by Mr. Mecham, seconded by Mr. Neal and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved. APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — DEMOLITION OF 802 -812 SOUTH LAFAYETTE BOULEVARD — PROJECT NO. 110 - 058A (AEDA TIF) Mr. Gilot advised that Toy Villa, Engineering has submitted Change Order No. 1 (Final) on behalf of Jackson Services, 1674 N. 750W, Rochester, Indiana 46975, indicating the contract amount be decreased by $3,000.00 for a modified contract sum, including this Change Order, of $19,000.00. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $19,000.00. Upon a motion made by Mr. Mecham, seconded by Mr. Neal and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved. APPROVE CHANGE ORDER NO. 4 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — SOUTH BEND ANIMAL SHELTER — PROJECT NO. 111 -031 AIRPORT TIF Mr. Gilot advised that Ms. Thia Vawter, Engineering has submitted Change Order No. 4 (Final) on behalf of Ziolkowski Construction, Inc., 4050 Ralph Jones Drive, South Bend, Indiana 46628, indicating the contract amount be decreased by $2,000.00 for a modified contract sum, including this Change Order, of $1,766,664.00. Additionally submitted was the Project Completion REGULAR MEETING OCTOBER 23, 2012 346 Affidavit indicating this new final cost of $1,766,664.00. Upon a motion made by Mr. Mecham, seconded by Mr. Neal and carried, Change Order No. 4 (Final) and the Project Completion Affidavit were approved. APPROVE CHANGE ORDER NO 5 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — IGNITION PARK PHASE 1 A — PROJECT NO 111 -073 (AEDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 5 (Final) on behalf of Selge Construction Company, Inc., 2833 South 11th Street, Niles, Michigan 49120, indicating the contract amount be decreased by $59,066.15 for a modified contract sum, including this Change Order, of $2,433,515.57. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $2,433,515.57. Upon a motion made by Mr. Neal, seconded by Mr. Mecham and carried, Change Order No. 5 (Final) and the Project Completion Affidavit were approved. APPROVE PROJECT COMPLETION AFFIDAVIT — FAT DADDY'S SIDEWALK REPAIR — PROJECT NO. 112 -048 SBCDA TIF Mr. Gilot advised that Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Ziolkowski Construction, Inc., 4050 Ralph Jones Drive, South Bend, Indiana 46628, for the above referenced project, indicating a final cost of $16,295.00. Upon a motion made by Mr. Mecham, seconded by Mr. Neal and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — DEMOLITION OF THREE PARCELS FOR MAIN STREET /LAFAYETTE BOULEVARD CONNECTOR — PROJECT NO. 110 - 058A (SSDA TIF) Mr. Gilot advised that Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Jackson Services, 1674 N 750W, Rochester, Indiana 46975, for the above referenced project, indicating a final cost of $37,000.00. Upon a motion made by Mr. Mecham, seconded by Mr, Neal and carried, the Project Completion Affidavit was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS, AND TITLE SHEET — PRIMARY CLARIFIER REHABILITATION AND EQUIPMENT UPGRADES — PROJECT NO. 111 -071 (WASTE WATER CAPITAL) In a memorandum to the Board, Jacob Klosinski, Environmental Services, 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 Mr. Mecham, seconded by Mr. Neal 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 — 2012 -2013 SIDEWALK SNOW REMOVAL REDEVELOPMENT COMMISSION PROPERTY MAINTENANCE) In a memorandum to the Board, Debrah Jennings, Economic Development, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr. Neal, seconded by Mr. Mecham and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — F -CUBED EQUIPMENT PURCHASES In a memorandum to the Board, John Engstrom, Engineering, requested permission to advertise for the receipt of bids for the above referenced equipment purchase. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Neal and carried, the above request was approved. Mr. Gilot stated he encourages Economic Development to proceed with this project but there may only be one vendor for this equipment due to the specialized nature of the equipment. He noted he would authorize the advertising but it may be found to be a special purchase. Ms. Greene stated that due to possible sole source or compatibility issues, this may need to be quoted due to the dollar amount, or it may qualify as a special purchase. APPROVE RESOLUTION NO. 61 -2012 — A RESOLUTION OF THE CITY OF SOUTH BEND INDIANA BOARD OF PUBLIC WORKS FOR THE DISPOSAL OF SURPLUS PROPERTY Upon a motion made by Mr. Mecham, seconded by Mr. Neal and carried, the following Resolution was adopted by the Board of Public Works: REGULAR MEETING OCTOBER 23, 2012 347 RESOLUTION NO. 61 -2012 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, LIEUTENANT STEPHEN GOEN retires effective October 22, 2012, from the South Bend Police Department after more than twenty -four (24) 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 sidearm Serial No. AL49 932, Model No. P229, a .40 Caliber Sig -Sauer sidearm, 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 OCTOBER 2012. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Michael C. Mecham s/ Mark W. Neal 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 Professional DLZ Indiana, South Bend Avenue $5,500.00 Mecham/Neal Services LLC Multi Use Trail — (Streets Supplemental Amendment to Redesign Capital) Agreement No. Landscape Due to 2 Conflict with AEP Transmission Line Contract Near Northwest 2011 Neighborhood ($23,513.00) Mecham/Neal Amendment Neighborhood, Revitalization — Reduce (CDBG) Inc. Contract Amount to Add to Another Contract to Repair Damaged Wall at 1005 Portage Avenue Contract Near Northwest 2011 Neighborhood $23,513.00 Neal /Mecham REGULAR MEETING OCTOBER 23. 2012 348 Amendment No. Neighborhood, Revitalization - Increase (CDBG) 3 Inc. Contract Amount to Repair Damaged Walt at 1005 Portage Avenue Professional Coker Technical Support; NTE Mecham/Neal Services Composting and Consider Outsourcing the $26,600.00 Agreement Consulting Management and Marketing of Organic Resources Facility Addendum to Redevelopment Demolition of Homes N/A Neal /Mecham Master Agency Commission Within AEP Electric Pole Agreement Easement by Realigned SR23 Access Five Corners, Access to 1128 Corby N/A Neal /Mecham Agreement LLC. Boulevard — City to Demolish Home in AEP Power Line Easement Access Five Corners, Access to 1225 Corby N/A Neal /Mecham Agreement LLC. Boulevard — City to Demolish Home in AEP Power Line Easement Access Five Corners, Access to 1229 Corby N/A Neal/Mecham Agreement LLC. Boulevard — City to Demolish Home in AEP Power Line Easement Professional Grauvogel and Northeast Demolitions, $1,050.00 Neal /Mecham Services Associates AEP Lines — Asbestos (NNDA TIF) Agreement Survey and IDEM Notification Preparation Addendum to Redevelopment 2012/2013 Sidewalk N/A Neal/Mecham Master Agency Commission Snow Removal for Agreement Redevelopment Commission Owned Properties Rental Contract CINTAS Uniform Rental Service $16,000.00 Neal/Mecham Addendum Corporation Renewal per Year for Two (2) Years (Department al Operating Professional EmNet Collection System Model Budget) NTE Mecham/Neal Services Update Monitoring— $195,565.00 Subject to Agreement Project No. 112 -064 (2007 Sewer Public Works Bond Fund, Director 2007B Sewer Verifying Bond Fund, Scope of 2010 Sewer Work with Bond Fund) Construction Professional DLZ Indiana, Two -Way Traffic $281,000.00 Manager Mecham /Neal Services LLC Feasibility Study for the (Major Subject to Agreement Michigan and Main Moves) Funding of Street Corridors Not to Exceed $75,000.00 for 2012 and Subject to Common Council Appropriation First 319 Niles, LLC Amend Terms $35,783.00 of 2013 Funds Neal /Mecham REGULAR MEETING OCTOBER 23 2012 349 Amendment to Lease Agreement Description (Commencement and Termination Dates) and Tenant Improvement Allowance Location Motion Environmental Union Stations Environmental Indemnity N/A Gilot/Neal Agreement Properties, LP Agreement for Ivy Tower Cottage Grove from Subject to Neighborhood, Building — Thirty -five Portage Avenue to Legal Review Inc. (35) Year Lindsey Avenue St. Joseph Procession Indemnification of Union Holy Cross College to Mecham/Neal Parish Stations Property, LP by St. Joseph Parish; the City of South Bend along River Walk to Indemnification Ivy Tower Limited Indemnification N/A Neal /Mecham Agreement Corporation for Ivy Tower Avenue to Hill Street Subject to Judith Rubleske Community Corporation Covering Vacant Lot at 802 S. Legal Review Garden Claims arising from City Kaley St, Program Action to recover Cost of Agreement Environmental Remediation APPROVAL OF PERMITS /LICENSES The following street closures and processions were presented for approval: Applicant Description Date /Time Location Motion Contractor I Approved October 10, 2012 Carried Near Northwest Street Closure December 4, Cottage Grove from Mecham/Neal Neighborhood, 2012; 7:00 a.m. Portage Avenue to Inc. to 5:00 p.m. Lindsey Avenue St. Joseph Procession December 1, Holy Cross College to Mecham/Neal Parish 2012; 8:00 a.m. St. Joseph Parish; to 12:00 p.m. along River Walk to Madison Street to Niles Avenue to Hill Street Judith Rubleske Community Current Vacant Lot at 802 S. Neal /Mecham Garden Agreement Kaley St, Program Extension Agreement through November 30, 2012 FILING OF CERTIFICATE OF INSURANCE Upon a motion made by Mr. Gilot, seconded by Mr. Neal and carried, the Certificate of Insurance for the following business was accepted for filing: Hamilton Body Shop, Inc., South Bend, Indiana RATIFY APPROVAL OF CONTRACTOR BOND Mr. Anthony Molnar, Division of Engineering, recommended that the following Contractor Bond he ratified nursnant to Recnb,t ;nn I nn_)nnn f n,,__ Business Bond Type yp Approved/ Released Effective Date Edwin W. Johns, Jr. Contractor I Approved October 10, 2012 Mr. Gilot made a motion that the bond's approval as outlined above be ratified. Mr. Mecham seconded the motion, which carried. APPROVE CLAIMS Mr. Neal 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 REGULAR MEETING OCTOBER 23. 2012 350 Name Amount of Claim Date City of South Bend $I,261,882.85 10/16/2012 City of South Bend $2,026,719.02 10/23/2012 Therefore, Mr. Neat made a motion that after review of the expenditures, the claims be approved as submitted. Mr. Gilot seconded the motion, which carried. PRIVILEGE OF THE FLOOR Mr. Carl Littrell, Engineering, stated no bids were received for the Century Center Lighting Renovations project. He noted the Board asked Engineering to look at the problem and re- advertise new specifications. He stated the problem is logistics on the part of Century Center and he is asking that the Board extend the bid opening date instead, to November 6, 2012 to resolve any ambiguities. Ms. Greene stated she has had feedback from contractors that the problem is a specification problem with the work being requested and the late penalties. If Engineering is going to come back with different specs, the project needs to be rebid. Mr. Littrell confirmed that the schedule is a problem; the feedback received is there is insufficient time in any one place with the work being performed around event rentals at the Century Center, and the liquidated damages. Mr. Littrell stated he would like to go back to Century Center and tell them to block out more time, otherwise they're going to have to expect the price to come back higher. Ms. Greene noted if the bid is extended, we would have to provide an addendum to all plan holders and she is not sure we can determine who they all are since no bids were received. Mr. Littrell noted his request is due to the need to get the work done before Christmas. He added the law requires that you make an announcement extending a bid opening at the time and place of the bid opening. Mr. Gilot noted the Board has never extended a bid opening after the due date of the bids and if the specifications are being redone, it should be rebid. Mr, Neal added there should be a discussion with a finance person and a Century Center Board member to convey that this has been made into a difficult project to get done given the amount of capital available. Mr. Stan Miles with the Union Electrical Contractors stated he worked hard with the Century Center and their agents to work through the specs, but some of the lead times on the project are six (6) weeks out. He noted a lot of the contractors wanting to bid on the project were present earlier at today's meeting, but had to bow out because they felt the work was too out of their control. Some of them, he added, were concerned about the structural integrity of the building, and whether it was able to hold the fixtures; and the liability being placed on the contractors. Mr. Murray Miller, Local Union No. 645, questioned if the City provides uniforms for all employees or just teamsters. Ms. Greene stated they are for teamsters and are bargained on and agreed to. Mr. Miller questioned if there was a reason the City rejected the bids for the Sewer Manhole Rehabilitation. Ms. Greene stated the Board can award or reject by State law. In this case they chose to reject. Mr. Miller questioned if they were cleaning up the bid specs and taking out the prohibitive item, or leaving it? Ms. Greene stated she is not sure it is a question about prohibitive items. Mr. Miller stated the specs request two - hundred (200) previous manholes constructed by this method, what company has done this? Ms. Greene stated that was only one of the things they looked at. She noted the Board has to have some comfort that the taxpayers are getting the best work for the lowest amount. Mr. Miller stated there are other experience issues. If one company has two (2) years and the other has one - hundred (100) years; that should be taken into consideration. Ms. Greene explained that time experience is not paramount, experience in the kind of work being requested is. She noted just because a contractor has poured concrete streets for twenty (20) years doesn't qualify them to build a concrete sky - scraper. Mr. Miller noted that a few years ago the City awarded a contract to a company for pouring streets in Eddy Commons, and the company had never done that type of work before. Ms. Greene noted the award depends on how the bid specifications are written. She added this Board is very aware of its legal duties to the tax payers for competitive bidding at good prices. Mr. Gilot stated it is in the authority of the Board to award or reject bids. He noted both bidders are good firms, but he wants the Engineers to get back to the drawing board to write a spec that gives us a sound structural manhole at a competitive price. He stated he is looking to see experience on a full monolith pour for the whole height, and sound structure that's going to last a long time; longevity and competitive price. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr, Gilot, seconded by Mr. Neal and carried, the meeting adjourned at 11:20 a.m. REGULAR MEETING BOARD OF PUBLIC WORKS Gary -1. Gilot, President � J G D nald . Inks. Member Roos, Member OCTOBER 23 2012 351 ichae'I Mecham, Member Mark Neal, Member — C4da M. Martin, Clerk