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Home My WebLink About02092021 Board of Public Works MeetingREGULAR MEETING FEBRUARY 9, 2021 10 REGULAR MEETING FEBRUARY 9, 2021 The Regular Meeting of the Board of Public Works was convened at 9:30 a.m. on Tuesday, February 9, 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. Board Clerk Anne Fuchs confirmed the presence of the members with a roll call. Also present was Board Attorney Clara McDaniels. 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 January 26, 2021, were approved. OPENING OF BIDS — BENDIX THEATER ESPORTS ARENA — PROJECT NO. 119-106D (HOTEL MOTEL FUND) This was the date set for receiving and opening of sealed bids for the above referenced project. The Clerk tendered proof of publication of Notice in the South Bend Tribune, which was found to be sufficient. The following bids were opened and publicly read: NELCO MEDIA, INC. 505 Howard St. San Antonio, TX 78212 BrittnyP,NelcoMedia.net; Philip(ae,NelcoMedia.net Bid was signed by Mr. Philip Nelson Non -Collusion, Non -Discrimination Affidavit Form was completed. Cashier's Check #020209 $19,850.00 was submitted. Base Bid $184,000.00 Alternate #1 (Audio: Front of House) $78,735.00 Alternate #2 (Video: Projection) $43,832.00 Alternate #3 (Lighting: Bendix Front of House) $90,433.00 Base Bid Plus Alternates $397,000.00 Upon a motion made by Mr. Molnar, seconded by Mr. Gathers and carried by roll call, the above bid was referred to Engineering and VPA for review and recommendation. OPENING OF BIDS — ROOF RESTORATION AND REPLACEMENT AT 506 & 510 SOUTH MAIN ST. (FORMER SALVATION ARMY BUILDING) — PROJECT NO. 119-084B (PR- 00004394) This was the date set for receiving and opening of sealed bids for the above referenced project. The Clerk tendered proof of publication of Notice in the South Bend Tribune, which was found to be sufficient. The following bids were opened and publicly read: MIDLAND ENGINEERING COMPANY, INC. 52369 State Road 933 North South Bend, IN 46637 zmahnesmith(a, midlandengineering. com Bid was signed by Mr. Michael W. Frahn, CPA Non -Collusion, Non -Discrimination Affidavit Form was completed. Five percent (5%) Bid Bond was submitted. . m Base Bid $352,800.00 Alternate #1 $87,300.00 Base Bid Plus Alternate $440,100.00 SLATILE ROOFING AND SHEET METAL CO., INC. 1703 S. Ironwood Dr. South Bend, IN 46613 michael.albert(a,slatile.com REGULAR MEETING FEBRUARY 9, 2021 11 Bid was signed by Mr. Gerald Longerot Non -Collusion, Non -Discrimination Affidavit Form was completed. Five percent (5%) Bid Bond was submitted. Ma Base Bid $240,812.00 Alternate #1 $43,218.00 Base Bid Plus Alternate *$240,812.00 *Base Bid Plus Alternate does not include Alternate on Contractor's Bid Upon a motion made by Mr. Molnar, seconded by Mr. Gathers and carried by roll call, the above bids were referred to Engineering and DCI for review and recommendation. OPENING OF QUOTATIONS — FORMER SALVATION ARMY BUILDING HVAC REPAIRS —PROJECT NO. 119-084C (PR-00007113) Ms. Maradik 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: EDWARD J. WHITE, INC. 1011 S. Michigan St. South Bend, IN 46601 'bud cher(a),ejwhiteinc.net Quotation was submitted by Mr. Jeff Bucher, Jr. Non -Collusion, Non -Discrimination Affidavit Form was completed. QUOTATION: $42,450.00 Upon a motion made by Mr. Molnar, seconded by Mr. Gathers and carried by roll call, the above quotation was referred to Engineering and DCI for review and recommendation. AWARD BID — ONE (1) OR MORE 2020 OR NEWER 18,000 LB FOUR WHEEL DRIVE CHASSIS WITH CUSTOM FLAT BED — SPEC N (PR-00003998) Mr. Jeff Hudak, Central Services, advised the Board that on October 13, 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 $46,507. Therefore, Mr. Molnar made a motion that the recommendation be accepted, and the bid be awarded as outlined above. Mr. Gathers seconded the motion, which carried by roll call. AWARD BID — ONE (1) OR MORE, 2020 OR NEWER TRUCK MOUNTED STREET SWEEPER— SPEC S (PR-00004787) Mr. Matt Chlebowski, 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. Chlebowski recommended that the Board award the contract to the lowest responsive and responsible bidder Hoosier Equipment LLC, 11465 Redwood Rd., Plymouth, IN 46563, in the amount of $276,825. Therefore, Mr. Molnar made a motion that the recommendation be accepted, and the bid be awarded as outlined above. Mr. Gathers seconded the motion, which carried by roll call. AWARD BID — ONE (1) OR MORE, 2020 OR NEWER VACUUM AIR STREET SWEEPER — SPEC R (PR-00004785) Mr. Matt Chlebowski, 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. Chlebowski recommended that the Board award the contract to the lowest responsive and responsible bidder Hoosier Equipment LLC, 11465 Redwood Rd., Plymouth, IN 46563, in the amount of $265,567 for the base bid and after trade. Therefore, Mr. Molnar made a motion that the recommendation be accepted, and the bid be awarded as outlined above. Mr. Gathers seconded the motion, which carried by roll call. REGULAR MEETING FEBRUARY 9, 2021 12 APPROVE CHANGE ORDER NO. 1 — O'BRIEN RECREATION RENOVATIONS — PROJECT NO. 118-091 (PO-0005039) Ms. Maradik advised that Ms. Charlotte Brach, Engineering, has submitted Change Order No. 1 on behalf of R. Yoder Construction, Inc., 27453 County Road 150, Nappanee, IN 46550, indicating the contract amount be increased by $14,520 with an additional twenty-one (21) days for a new contract sum, including this Change Order, in the amount of $448,595 with a new completion date of May 14, 2021. 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. 2 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — PRESS GANEY ADMINISTRATION BUILDING SITE IMPROVEMENTS — PROJECT NO. 119-061 (PO-0006608) Ms. Maradik advised that Mr. Zach Hurst, Engineering, has submitted Change Order No. 2 (Final) on behalf of Majority Builders, Inc., 62900 US 31 South, South Bend, IN 46614, indicating the contract amount be decreased by $8,239.06 for a new contract sum, including this Change Order, of $901,782.88. Also submitted was the Project Completion Affidavit indicating this new final cost of $901,782.88. Upon a motion made by Mr. Molnar, seconded by Mr. Gathers and carried by roll call, Change Order No. 2 (Final) and the Project Completion Affidavit were approved. APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — MAIN AND JEFFERSON SITE IMPROVEMENTS — PROJECT NO. 119-022A (PO- 0002946 Ms. Maradik advised that Mr. Zach Hurst, Engineering, has submitted Change Order No. 1 (Final) on behalf of Weigand Construction Co., Inc., 7808 Honeywell Dr., Ft. Wayne, IN 46825, indicating the contract amount be increased by $12,952.05 with an additional twenty-seven (27) days for a new contract sum, including this Change Order, of $87,098.05 with a new completion date of October 1, 2020. Also submitted was the Project Completion Affidavit indicating this new final cost of $87,098.05. 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. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — IGNITION PARK EV CHARGING LOT — PROJECT NO. 120-044 (PR-00006991) In a memorandum to the Board, Mr. Finnan Cavanaugh, 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 Mr. Molnar, seconded by Mr. Gathers and carried by roll call, the above request to advertise was approved, and the Title Sheet was approved and signed. ADOPT RESOLUTION NO. 01-2021 — A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS ON THE DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY Upon a motion made by Mr. Molnar, seconded by Mr. Gathers and carried by roll call, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.01-2021 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 REGULAR MEETING FEBRUARY 9, 2021 13 WHEREAS, on January 6, 2021, Firefighter John Banacki retired from the South Bend, Indiana, Fire Department after twenty-nine plus (29+) 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 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 February 9, 2021, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Elizabeth A. Maradik s/ Gary A. Gilot s/ Jordan V. Gathers s/ Joseph R. Molnar ATTEST: s/Anne Fuchs, Clerk ADOPT RESOLUTION NO. 02-2021 — 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. Molnar, seconded by Mr. Gathers and carried by roll call, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.02-2021 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 REGULAR MEETING FEBRUARY 9, 2021 14 WHEREAS, LIEUTENANT PHIL TRENT retired effective January 17, 2021, from the South Bend Police Department after thirty-three (33) 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. NDT6835, 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 9TH Day of FEBRUARY 2021. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Elizabeth A. Maradik s/ Gary A. Gilot s/ Jordan V. Gathers s/ Joseph R. Molnar ATTEST: s/Anne Fuchs, Clerk ADOPT RESOLUTION NO. 03-2021 — 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. Molnar, seconded by Mr. Gathers and carried by roll call, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.03-2021 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, PATROLMAN FIRST CLASS JAMES DENNIN retired effective January 8, 2021, from the South Bend Police Department after thirty-five (35) 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. NDT0004, 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). REGULAR MEETING FEBRUARY 9, 2021 15 BE IT FURTHER RESOLVED that said property be disposed of and removed from the City inventory. ADOPTED this 9TH Day of FEBRUARY 2021. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Elizabeth A. Maradik s/ Gary A. Gilot s/ Jordan V. Gathers s/ Joseph R. Molnar ATTEST: s/Anne Fuchs, 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 Provision of University of Twenty -Four (24) Set according to Molnar/Gathers Emergency Notre Dame du Hour Advanced and terms of the Medical Lac Basic Life Support Collective Services Services from the Bargaining Agreement South Bend Fire Agreement Department at (Payable to the Specified Events for City of South Five (5) Years Bend, in accordance with Agreement) Amendment The Troyer Clarifies Design $7,100; New Total Molnar/Gathers No. 1 to Group, Inc. Services for $26,500 Professional Demolition of Two (2) (PO-0006376) Services Additional Buildings Agreement at 905, 907, and 909 S. Michigan St. Pinhook Bowen Selected Provider for $1,785,000 Molnar/Gathers Water Engineering Guaranteed Savings (PR-00002793) Treatment Corporation Contract for Plant Improvements to the Guaranteed South Bend Pinhook Savings Water Treatment Plant Contract Project Amendment Abonmarche Addition to Cover $11,845; New Molnar/Gathers No. 1 to Consultants, Potholing for Lincoln Total: $13 8,195 Owner- Inc. Way West Streetscape (PO-0006600) Engineer — Olive St. Node Agreement Local Roads Indiana 2020 Community $159,910 Molnar/Gathers & Bridges Department of Crossings Round #2 Matching Grant Matching Transportation Grant 50/50 Cost (50150 Split — Grant Share for the Milling INDOT and Local Agreement and Repaving of Roads and Bridge Roadways Fund Amendment Black and Additional Funding for NTE $32,580; Molnar/Gathers No. 1 to Veatch Phase II for Lead & New Total Owner- Corporation Copper Rule Risk $78,645 Engineer Management (PO-00006090) Agreement Evaluation with a New Completion Date of May 2021 REGULAR MEETING FEBRUARY 9, 2021 16 *Purchase Norfolk Agreement for City Purchase of Molnar/Gathers Agreement Southern Purchase of Property $600,000 Railway as outlined in (RWDA TIF) Company Resolution No. 34- 2020 *Ms. Maradik further clarified that the Agreement for Purchase of Property as outlined in Resolution No. 34-2020 had a time constraint related to it, and that City staff has requested the Board approve subject to final approval from the Engineering, Community Investment, and the Department of Law. Mr. Molnar made a motion to approve pending the approvals outlined by Ms. Maradik, Mr. Gathers seconded, and the motion 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 requests were approved: NEW INSTALLATION: LOCATION: REMARKS: NEW INSTALLATION LOCATION: REMARKS: NEW INSTALLATION: LOCATION: REMARKS: NEW INSTALLATION LOCATION: Eight (8) No Dumping Signs Northshore Dr. between Angela and Michigan/933 Criteria Met Stop Sign and Three (3) No Parking with Arrow Signs Intersection of W. Washington St. and St. Paul Pl. Criteria Met Two (2) 15-Minute Loading Zone Signs Hill St. South of LaSalle (In Front of Zen Cafe) Criteria Met Eight (8) No Parking Signs (11:00 PM to 7:00 AM) Three (3) for Chalfant St., Two (2) for Jacob St., Three (3) for Campeau St. Criteria Met APPROVE CONSENTS TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE Ms. Maradik 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. Mr. Steve Cooreman, 4404 Technology Dr., South Bend, IN 46628 1. 26916 Marshall Dr. —Sewer (Key No.021-1038-062655 / 71-02-26-351- 014.000-29) 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 Permit 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 Team Construction Co., Inc. Contractor Bond Approved 12/29/2020 Arlington Roe & Co., Inc. Contractor Bond Released 02/10/2021 Love Contractors, Inc. Contractor Bond Released 02/13/2021 Team Construction Co., Inc. Occupancy Bond Approved 12/29/2020 Arlington Roe & Co., Inc. Occupancy Bond Released 02/10/2021 Freund Roofing Professionals Occupancy Bond Released 01/05/2021 REGULAR MEETING FEBRUARY 9, 2021 17 Peacock &Company Inc. Occupancy Bond Released 02/18/2021 Windstream KDL, LLC Occupancy Bond Approved 01/25/2021 Mr. Molnar made a motion that each bond's separate approval and/or release as outlined above be ratified. Mr. Gathers seconded the motion, which carried by roll call. RATIFY PREAPPROVED CLAIMS PAYMENTS Ms. Molnar 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 GBLN-10428, GBLN- 10442, GBLN-10479 $12,062.46 01/25/2021 City of South Bend Claims GBLN-10565 $839,848.27 01/26/2021 City of South Bend Claims GBLN-10607, GBLN- 10608 $638,761.83 01/27/2021 City of South Bend Claims GBLN-10617 $9,561.49 01/27/2021 City of South Bend Claims GBLN-10860 $8,380.44 02/01/2021 City of South Bend Claims GBLN-10741 $2,440,872.31 02/02/2021 City of South Bend Claims GBLN-10715, GBLN- 1084 $2,001,983.42 02/03/2021 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 The following question was asked via the LiveEvent Q&A function of Teams: Attendee Bernard Coutee: "Where can I find more information about the rebuild our streets plan, i.e. bid dates. Are there any MBE goals for this project? " Ms. Maradik asked if anyone from Engineering could speak to this question. There being no response, Ms. Maradik added that she personally did not know if any bid date timelines had been established, but that she knew that when those were ready to be bid out, we would have a request to advertise before the Board of Works as well as bid information posted on our website. 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 10:19 a.m. CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS Elizabeth A. Maradik, President Jordan V. Gathers, Member G �m {Gary yAA. �Gillot, Member Attest: Anne Fuchs, Clerk Joseph R. Molnar, Member