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HomeMy WebLinkAbout01122021 Board of Public Works MeetingREGULAR MEETING JANUARY 12, 2021 REGULAR MEETING JANUARY 12, 2021 The Regular Meeting of the Board of Public Works was convened at 9:30 a.m. on Tuesday, January 12, 2021, by Board President Elizabeth A. Maradik. The meeting was streamed live to the public with Board President Elizabeth A. Maradik and Board Members Gary Gilot, Joseph Molnar, and Jordan Gathers present. Mr. Gathers confirmed the presence of the members with a roll call. Also present was Board Attorney Clara McDaniels and Clerk of the Board Anne Fuchs. Ms. Maradik reminded virtual attendees to use the Teams Live Q&A feature and to please include their name for the record. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Molnar, seconded by Mr. Gathers and carried by roll call, the minutes of the Regular Meeting of the Board held on December 17, 2020, were approved. OPENING OF PROPOSALS AND TITLE SHEET — COAL LINE TRAIL PHASE I — PROJECT NO. 115-063 Ms. Maradik advised that this was the date set for the receiving and opening of sealed proposals for inspection services for the above referenced project and title sheets to be approved. Ms. Maradik clarified that these proposals will be reviewed by a team made up of City representatives and scored using the criteria provided in the Request for Proposals. Attorney McDaniels read the names of the following companies submitting proposals into the record: CHRISTOPHER B. BURKE ENGINEERING, LLC 220 W. Colfax Ave., Suite 700 South Bend, IN 46601 Proposal was submitted by Mr. Jon D. Stolz, PE LAWSON-FISHER ASSOCIATES P.C. 525 W. Washington Ave. South Bend, IN 46601 Proposal was submitted by Mr. Paul A. Hummel, PE DLZ INDIANA, LLC 2211 E. Jefferson Blvd. South Bend, IN 46615 Proposal was submitted by Mr. Andrew C. Lemberis, PE VS ENGINEERING SOLUTIONS — Letter of Interest 10305-A Dawson's Creek Blvd. Fort Wayne, IN 46825 Attorney McDaniels noted this Letter of Interest was submitted by Mr. Sanjay Patel, PE Mr. Gilot made a motion to accept the proposals and Title Sheet and to refer to Engineering for review and recommendation. Mr. Molnar seconded and the motion was carried by roll call. AWARD BID — TWO (2) MORE OR LESS, 2020 OR NEWER, MID -SIZE FOUR DOOR HYBRID SEDAN AUTOMOBILES — SPEC F (PR-00004847) Mr. Jeff Hudak, Central Services, advised the Board that on November 24, 2020, bids were received and opened for the above referenced contract. After reviewing those bids, Mr. Hudak recommended that the Board award the contract to the lowest responsive and responsible bidder Jordan Automotive Group, 609 E. Jefferson Blvd., Mishawaka, IN, 46545, in the amount of $23,705 for one (1) base bid for the Waterworks Department and one (1) base bid plus red metallic paint in the amount of $24,070 for the Fire Department for a total amount of $47,775. Therefore, Mr. Molnar made a motion that the recommendation be accepted, and the bid be awarded as outlined above. Mr. Gilot seconded the motion, which carried by roll call. AWARD BID AND APPROVE CONTRACT — DUCTILE IRON PIPES, VALVES AND HYDRANT — PROJECT NO. 120-054 (PR-00004693) Ms. Leslie Biek, Engineering, advised the Board that on November 24, 2020, bids were received and opened for the above referenced project. After reviewing those bids, Ms. Biek recommended that the Board award the contract to the lowest responsive and responsible bidder, Utility Supply Group, 6310 S. Harding St., Indianapolis, IN 46217, in an amount not to exceed $297,676.92. Therefore, Mr. Molnar made a motion that the recommendation be accepted, and the bid be REGULAR MEETING JANUARY 12, 2021 2 awarded, and the contract approved as outlined above. Mr. Gilot seconded the motion, which carried by roll call. APPROVE CHANGE ORDER NO. 1 — GEMINI AT COLFAX EXTERIOR RENOVATIONS, ROOF REPLACEMENT —PROJECT NO. 119-103 (PO-0000714) Ms. Maradik advised that Mr. Zach Hurst, Engineering, has submitted Change Order No. 1 on behalf of Dudeck Roofing and Sheet Metal, 1634 S. Franklin St., South Bend, IN 46613, indicating the contract amount be increased by $3,879 for a new contract sum, including this Change Order, in the amount of $143,679. Upon a motion made by Mr. Molnar, seconded by Mr. Gathers and carried by roll call, the Change Order was approved. APPROVE CHANGE ORDER NO. 6 — CORBY, IRONWOOD, ROCKNE INTERSECTION IMPROVEMENT —PROJECT NO. 116-034 (PO-5643) Ms. Maradik advised that Ms. Leslie Biek, Engineering, has submitted Change Order No. 6 on behalf of Rieth-Riley Construction Co., Inc., 25200 State Road 23, South Bend, IN 46614, indicating the contract amount be increased by $922.22 for a new contract sum, including this Change Order, in the amount of $3,177,504.69. Upon a motion made by Mr. Molnar, seconded by Mr. Gathers and carried by roll call, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — 2020 CONTRACTOR PAVING — PROJECT NO. 120- 030 (PO-0004286) Ms. Maradik advised that Mr. Scott Kreeger, Engineering, has submitted Change Order No. 1 on behalf of Rieth-Riley Construction Co., Inc., 25200 State Road 23, South Bend, IN 46614, indicating the contract amount be increased by $28,177.26 for a new contract sum, including this Change Order, in the amount of $1,017,768.26. Upon a motion made by Mr. Molnar, seconded by Mr. Gathers and carried by roll call, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — BURKE BUILDING ROOF REPAIRS — PROJECT NO. 119-084A (PO-0004343) Ms. Maradik advised that Mr. Zach Hurst, Engineering, has submitted Change Order No. 1 (Final) on behalf of BSR Roofinasters, 730 W. Indiana Ave., South Bend, IN 46613, indicating the contract amount be decreased by $480.00 for a new contract sum, including this Change Order, of $6,770. Also submitted was the Project Completion Affidavit indicating this new final cost of $6,770. Upon a motion made by Mr. Molnar, seconded by Mr. Gathers and carried by roll call, Change Order No. 1 (Final) and the Project Completion Affidavit were approved. APPROVE PROJECT COMPLETION AFFIDAVIT — OLIVE WATER TREATMENT PLANT IMPROVEMENTS —PROJECT NO. 118-024 (RWDA TIF) Ms. Maradik advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Bowen Engineering Corporation, 8802 N. Meridian St., Indianapolis, IN 46260, for the above referenced project, indicating a final cost of $1,392,592. Upon a motion made by Mr. Molnar, seconded by Mr. Gathers and carried by roll call, the Project Completion Affidavit was approved. 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 Recommendation Rieth-Riley INDOT's Final N/A Molnar/Gathers of Acceptance Construction Acceptance & (Major Moves Co., Inc. Completion of Corby, Fund 412) Ironwood, Rockne Intersection Project No. 116-034 Amendment No. 1 WDi Additional Design, $38,080; New Molnar/Gathers to Professional Architecture, Inspection and Contract Services Inc. Recommendation Amount Agreement Services for South Bend $52,360 Police Department Roof PR-00005919 REGULAR MEETING JANUARY 12, 2021 3 Repairs, Project No. 119- 080 Amendment No. 2 Arcadis U.S., Additional Project $63,510 TABLED to Professional Inc. Management and Support (PR-00006479) Molnar/Gathers Services due to Delayed Software Agreement Implementation Professional Christopher Technical Assistance for NTE $8,500 Molnar/Gathers Services B. Burke South Bend Dam 2021 (PR-00006361) Agreement Engineering, DSSMR and Ongoing LLC FERC Compliance for 2021 Memorandum of St. Joseph Billing Services for N/A Molnar/Gathers Understanding County Carriage Hills Regional Subdivision Water & Sewer District FAVORABLE RECOMMENDATION - PETITION TO VACATE THE ALLEY: NORTH/SOUTH ALLEY BETWEEN N. MEADE ST. AND N. KALEY ST. FROM W. KELLER ST. TO W. MARQUETTE BLVD. Ms. Maradik indicated that the Far Northwest Neighborhood Association has submitted a request to vacate the entire above referenced alley, from Keller to Marquette, indicating the entire alley is not passable and that the petitioner would like to build affordable housing units in the area. Ms. Maradik 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. Therefore, Mr. Molnar made a motion recommending approval of the request for vacation. Mr. Gathers seconded the motion which carried by roll call. APPROVE/DENY TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Molnar, seconded by Mr. Gathers and carried by roll call, the following traffic control device request was approved: NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATIONS: 414 Altgeld St. REMARKS: All Criteria has been met Ms. Maradik stated City staff has recommended denial of the following traffic control device request, noting that it did not meet the criteria of the City's ordinance, and clarifying that there is a limit of two (2) reserved handicapped spaces per block, which this request would exceed. Ms. Maradik also reminded the public that handicapped accessible parking space signs are not reserved for individuals who apply for them and can be used by anyone: NEW INSTALLATION: TABLED - Handicapped Accessible Parking Space Sign LOCATIONS: 1117 Roosevelt St. REMARKS: All Criteria has not been met Mr. Gilot requested the matter of the 1117 Roosevelt parking space be referred to ADA Coordinator Aladean DeRose for further review. City Engineer Kara Boyles suggested tabling the matter until Ms. DeRose can complete further review, adding that although her staff was following the ordinance requirements, she agrees the matter warrants further review. Upon a motion by Mr. Molnar, seconded by Mr. Gathers, and carried by roll call, the item was tabled pending further review by City Attorney and ADA Coordinator Aladean DeRose. Ms. Maradik advised that City staff determined criteria was not met for the following request, noting that staff reviewed and found there is better, more direct access to the house from the garage: REGULAR MEETING JANUARY 12, 2021 M NEW INSTALLATION: LOCATIONS: REMARKS: Handicapped Accessible Parking Space Sign 1918 Jackson St. All Criteria has not been met Upon a motion made by Mr. Molnar, seconded by Mr. Gathers, and carried by roll call, this request was denied. Ms. Maradik stated the following request for removal of a sign had been received: REMOVAL: Handicapped Accessible Parking Space Sign LOCATIONS: 709 S. Gladstone St. REMARKS: All Criteria has been met Upon a motion made by Mr. Molnar, seconded by Mr. Gathers, and carried by roll call, the request for removal was approved. Ms. Maradik stated the following renewal of a reserved handicapped parking space sign permit had been received, and that all criteria have been met: APPLICANT: Jean Samolczyk RENEWAL: Handicapped Accessible Parking Space Permit No. 5 LOCATION: East of Lafayette Blvd., North of Jefferson Blvd., REMARKS: All criteria have been met Upon a motion made by Mr. Molnar, seconded by Mr. Gathers, and carried by roll call, the request for renewal was approved. APPROVE CONSENTS TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE Ms. Maradik stated that the Board is in receipt of the following Consent to Annexation and Waiver of Right to Remonstrate. The Consent indicates that in consideration for permission to tap into public water/sanitary sewer system of the City, to provide water/sanitary sewer service to the below referenced 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. Alexandra M. Tyra, 795 Clyde Ct., SW, Byron Center, MI 49315 1. 51764 Hannigan Dr. — Water/Sewer (Key No.002-1004-008055) Upon a motion by Mr. Molnar, seconded by Mr. Gathers 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 Permits Department recommended that the following bonds be ratified pursuant to Resolution 100-2000 and/or released as follows: Business Bond Type Approved/ Released Effective Date Ferguson Michiana, Inc. Contractor Approved 11/18/2020 Place Services, Inc. Contractor Released 12/25/2020 R&R Construction LLC Contractor Released 01/28/2021 Midwest Underground Technology Inc. Excavation Approved 11/18/2020 Midwest Underground Technology Inc. 2 Excavation Approved 11/18/2020 Quality Excavating Corp. Excavation Approved 11/18/2020 Milenium, Inc. Excavation Released 01/01/2021 Midwest Underground Technology Inc. Occupancy Approved 11/18/2020 Midwest Underground Technology Occupancy Approved 11/18/2020 REGULAR MEETING JANUARY 12, 2021 5 Inc. 2 Quality Excavating Corp. Occupancy Approved 11/18/2020 Grabill Painting & Drywall, Inc. Occupancy Released 12/24/2020 U.S. Si crafters, Inc. Occupancy Approved 11/18/2020 D.A. Dodd LLC Occupancy Approved 12/28/2020 HGR Group Occupancy Approved 12/30/2020 Mr. Molnar made a motion that the bond's approval and/or release as outlined above be ratified. Mr. Gathers seconded the motion, which carried by roll call. RATIFY PREAPPROVED CLAIMS PAYMENTS Ms. Maradik stated the Board received notices of the following preapproved claim payments from the City's Department of Administration and Finance: Name Amount of Claim Date City of South Bend Claims GBN-166/170, GBN- 167, GBN-168 $793,256.86 5/12/2020 City of South Bend Claims GBN-8833/8834, GBN-8922/8968 $582,556.45 12/17/2020 City of South Bend Claims GBN-9027, GBN- 9043/9044 $495,134.42 12/17/2020 City of South Bend Claims GBN-9304 $2,168,370.66 12/22/2020 City of South Bend Claims GBN-9378, GBN-9379 $1,359,245.47 12/29/2020 City of South Bend Claims GBN-9417, GBN-9418 $650,357.81 12/29/2020 City of South Bend Claims GBN-9397 $1,388,280.47 12/29/2020 City of South Bend Claims GBN-9632/9633, GBN-9638 $1,494,401.55 12/31/2020 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. Therefore, upon a motion by Mr. Molnar, seconded by Mr. Gathers, and carried by roll call, the Board ratified the preapproved claims payments. PRIVILEGE OF THE FLOOR There being no comments in the Live Q&A chat, Mr. Gilot took the opportunity to congratulate new Board President Maradik on the historic occasion of the election of the Board's first female president, according to his and the previous Clerk's research. He is proud of the Board's continued commitment to gender equality in 2021 and moving forward. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Ms. Maradik, seconded by Mr. Molnar and carried by roll call, the meeting adjourned at 9:51 am. CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS Elizabeth A. Maradik, President Jordan V. Gathers, Member G Gary A. Gilot, Member , Member M1 Joseph R. Molnar, Member Attest: Anne Fuchs, Clerk