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HomeMy WebLinkAbout11/20/12 Board of Public Works MinutesAGENDA REVIEW SESSION NOVEMBER 15,2012 365 The Agenda Review Session of the Board of Public Works was convened at 10:30 a.m. on Thursday, November 15, 2012, by Board President Gary A. Gilot, with Board Members Kathryn E. Roos, Michael C. Mecham and Mark W. Neal present. Board member Donald E. Inks was absent. Also present was Attorney Cheryl Greene. 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. APPROVE INDUSTRIAL WASTEWATER DISCHARGE PERMIT — IMAGINEERING FINISHING TECHNOLOGIES In a Memorandum to the Board, Ms. Kim Thompson, Division of Environmental Services, submitted a request for the renewal of the Industrial Wastewater Discharge Significant Industrial User Permit No. 641 17 -88048 for Imagineering Finishing Technologies, 3722 Foundation Court, South Bend, Indiana. Ms. Thompson noted that their current permit expires on November 16, 2012. There being no further discussion, upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the renewal of the permit was approved. - Special Purchase — Supreme Specialty Vehicles Police Division Chief Gary Horvath stated the Police Department is requesting to purchase a used tactical and response vehicle at a substantial savings. He noted he has looked for one in the past through a grant through the Indiana Homeland and Security and has not been successful; Indiana does not fund them. He noted they are primarily used for tactical teams and bomb squads. He stated if the City has an incident locally that requires this type of vehicle, the closest available unit can't make it in less than three (3) hours. Chief Horvath stated Supreme Specialty Vehicles is a local company from Goshen that an opportunity came up with. He noted the Police Department bought two (2) vehicles from them before, and the Fire Department has also bought vehicles from them. Chief Horvath stated there are a couple of companies out there that make these vehicles, and this is a substantial savings over all of them. He explained the vehicle has only 813 miles on it and has never been shot at. The normal retail price for this vehicle is around $215,000.00 and Supreme Specialty Vehicles is offering it for $150,000.00, a savings of $65,000.00. He noted it is a savings of over $100,000.00 if purchased from Lenco. Chief Horvath added the only difference from what he submitted for the agenda is they are looking at purchasing a CBRNE Radiation and Explosive Gas Detection System at $12,706.00, bringing the total up to $165,556.00. Ms. Roos stated just to clarify; the price is $165,000.00 with the option. Chief Horvath stated it is $165,556.00 with the option and freight. Ms. Greene stated she talked to Sergeant Chris Voros and the purchase does meet the Indiana Code criteria for substantial savings. The statute allows the City to purchase without going through the bidding process. Mr. Neal asked if there is a percentage of savings requirement that must be met. Ms. Greene stated no, it just needs to show it qualifies as a substantial saving to the City. Mr. Gilot questioned how many people the vehicle will carry. Chief Horvath stated it will carry about ten (10) people. - Professional Services Agreement — MPA Architects Fire Chief Steve Cox stated the design for Fire Station No. 5 was halted last year to revisit. Mr. John Engstrom, Engineering, stated they have now come up with a responsible project in the area of $800,000.00 to $900,000.00. The proposal is to get a professional services contract with MPA Architects. He noted the survey, demolition, and soil investigation are separate. Chief Cox stated they are working with Jonathon Geels, Energy Department, on the landscaping, hoping to save on the cost, and looking at a variable refrigerant flow system to incorporate into the project to save energy. Chief Cox noted this is an alternative energy option they are looking at as well as a radiant heat floor for the apparatus bay. He stated they looked at an alternative furnace system internally with Jon Burke. Mr. Neal questioned if the current cost includes an energy efficient heating system. Chief Cox stated they are looking at what point do they receive payback on an energy efficient system, and if it is soon enough to make it worth putting in the specifications. Mr. Engstrom stated this project has been substantially decreased since last year. There are fewer beds; less square footage; and they rearranged the floor plan. Ms. Greene stated this will prevent the City from having to go through property acquisition from what she understands. Chief Cox stated yes, they will be using existing property and building vertically. He noted they have had meetings with the Rum Village neighborhood association. He added that during construction, the Fire crew will be moved to Central Fire Station and still able to make their fire response time requirements. Mr. Neal asked what the time estimate is on the project. Mr. Engstrom stated approximately six (6) months. Ms. Greene asked if they are separating the project; who is going to be the project manager. Mr. Mecham stated Mr. Engstrom will be. Ms. Greene stated land acquisition was the cost that stalled out this project last year, is there any land acquisition that will be needed in addition. Chief Cox said no, we're using existing land and going vertical, AGENDA REVIEW SESSION NOVEMBER 15 2012 366 moving the fitness room clown to the basement, He noted if necessary, they could add to the east or west, and there's a possibility the city could acquire a small piece of land to the west eventually. Ms. Roos noted the ' fee for the design is higher than the typical 10% of the engineering cost, and asked if there is a reason. Ms. Jackie Hilderbrandt, MPA, stated their base fee is 9% of the project cost; the additional costs are for reimbursables such as State filing fees, printing of plans, etc. Mr. Gilot noted the City uses a virtual plan room where contractors pay a fee for the plans and specifications. Ms. Hilderbrandt acknowledged that there wouldn't be a charge for that expense then, the billing is based on what costs are incurred. Mr. Gilot stated they need to make sure the engineers understand the full scope of the project from the beginning and noted the City doesn't want to increase the cost. He added he was pleased to see Ms. Hilderbrandt, a representative from a MBE firm. Ms. Greene stated she noticed the quotes for the survey work were prepared for MPA by Palm & Associates, Inc. She stated if the City hasn't authorized MPA to get the survey done, the quotes need to be made to the City. Mr. Gilot stated they will also need to put a sentence in their agreement that the City will authorize MPA to use the survey information in their design. - Change Order — Memorial Hospital Facade Mr. Toy Villa, Engineering, stated he needed to correct the agenda, to state Holladay Construction; he erroneously put Rieth Riley on the agenda. Mr. Villa stated the increases on this project were all due to unforeseen circumstances. He explained that part of that cost was from the addition of full glass windows that weigh more than the original smaller windows and required additional support. He noted this couldn't have been seen until tearing into the wall. Ms. Greene agreed that these were all unforeseen; she stated they just need to make sure they aren't over the 20% Change Order threshold. - Amended Professional Services Agreement — Christopher B. Burke Engineering, LLC Mr. Toy Villa, Engineering, stated this project was originally awarded for 1'/2 inspectors to be on site, but due to additional work added to the project, Christopher Burke Engineering needed to assign additional time that required the '/2 time person to be on the job full time. Mr. Gilot questioned who did the design. Mr. Villa stated Abonmarche did. Mr. Gilot stated, so when you're doing review, you need to watch the costs and hold them accountable for additional work not put in the original design scope. Mr. Gilot stated we don't want to keep going back to firms that are costing us money on change orders; if this would have been a contractor working on a project, we would have collected liquidated damages, but this was for design and plans that they came up with, and they were wrong. - Bid Award — Re- Lighting for Leighton Complex, Main/Colfax, and Wayne Street Parking Garages Ms. Greene informed Mr. Jonathon Burke, Energy Department, that it is her understanding that funds are appropriated for two of the garages, but not the Leighton Garage. She stated she was asked if you could encumber 2013 funds in advance in 2012 to award in 2012; she stated you cannot. She added the next question was whether the low bidder was willing to extend their bid for sixty (60) days, could they do that to award in 2013. Ms. Greene stated they could do that, but this was not set up as a divisible bid. She noted Indiana Statute allows the City to hold the bids for sixty (60) days before awarding, but the contractor can offer to honor his bid for ninety (90) days. - Agreement -- Facility Dude Utility Trac Mr. Jonathon Burke, Energy Office, stated this agreement is for utility tracking software to track all division energy usage and generate reports. He noted it is a monumental task to set up the program for an entity as large as the City. He stated he looked at other utility tracking software, and most will allow you to use their software for thirty (30) days for free. He noted he didn't like that, because it's too much information you're putting into the system and if it doesn't work well, it's a lot of wasted time. This company, he added, allows you a year free trial period. He noted this is more of an interim solution; once the program is set up, and running successfully, the City can take it over. Mr. Gilot stated he thought this was a SCADA system and more involved, explaining that is why he tabled this item previously. He noted that being this is cloud supported software that will probably get displaced by future software and it's free for a year, he is okay with it. BOARD MEMBER EXCUSED Ms. Kathryn Roos excused herself from the meeting at 11:20 a.m. and requested the Clerk ask that someone come to Tuesday's meeting and present on Item 9E, a Professional Services Proposal with Christopher B. Burke Engineering regarding design services related to the final alternative approved by the Redevelopment Commission for the Fellows Street project. AGENDA REVIEW SESSION NOVEMBER 15, 2012 367 - Traffic Control Devices — African American Landmark Tour Signs Mr. Mike Mecham stated the City has been asked to install these tour signs by the Civil Rights Heritage Center, He noted each sign will be different and there will be no cost to the city. Mr. Mecham stated there were two (2) things we visited. First, a lot of these are residences or offices and we need to check with the owners on placement; and secondly, we agreed that we will install the signs, with them paying for the installation, so they are installed to City standards. Mr. Mecham stated he told the Civil Rights Heritage people that we would bring it to the Board now, because they need to get a purchase order by November. Ms. Greene stated that the Historical Preservation Society has requirements for a Certificate of Appropriateness before installation of historical information, and they always verify the information is accurate. She stated they have a whole process they go through before they declare something historically significant. Ms. Greene added the Board of Works is in control of the placement of signs in the right -of -way, but the Historical Preservation Society is in control of these types of informational requests, not the Board. She requested Mr. Mecham get their approval before installation, - Addition to the Agenda Mr. Mecham informed the Board members that he would like to bring an agenda item to the Board on Tuesday for a legal description for a redistricting map for the Common Council, per their request. - Agreement — Trustee of the Mishawaka/South Bend Trust Ms. Greene explained that this agreement is for the transfer of air strippers at Rum Village. She noted the Water Department installed them under order from IDEM, and the City has been holding them, but they don't have title; they are a trustee holding the equipment. She noted the wells are abandoned because there was no need for them at their current location, and now the City has to release them as holder of the equipment to transfer them to the City of Troy, Ohio who has asked to purchase them. - Addendum No. 7 to Professional Services Contract -- Troyer Group Mr. Patrick Henthorn stated this addendum is for the addition of pot holing for Lincolnway West and Diamond Avenue, and additional bidding services for the Troyer Group. He noted the original project was not split into three (3) phases that would have covered this work. Mr. Gilot asked what the cost of the pot holing is. Mr. Henthorn stated it is an additional $33,000.00. Mr. Mecham noted they are addressing additional concerns on closing such a busy street. - Professional Services Agreement — Christopher Burke Engineering Mr. Jitin Kain, Community and Economic Development, stated Christopher Burke previously submitted a claim for $68,000.00 for work already performed. He noted the $39.700.00 is a discount price given they already did some work. Ms. Greene requested Mr. Kain make a formal presentation on Tuesday as requested by Ms. Roos. PRIVILEGE OF THE FLOOR- - Mr. Murray Miller, Local Union No. 645, asked who is parking on the closed section of Twyckenham Drive during Notre Dame home games. Mr. Mecham stated the Police and security are using the street to park on during football games for Police working the games. He added they stated they've been doing it for a long time. Mr. Gilot stated if it's a continuing event, they need to get approval from the board for closing a street. Mr. Miller asked if St. Joseph School has done a petition for permission for putting cones up and blocking traffic during school pick- up and drop -off. Mr. Gilot stated that actually Uniform Traffic Control regulations state schools and traffic control should meet regularly with Police and address the school traffic issues and come up with a plan. He noted the City Engineer is responsible for addressing these issues. Mr. Jaynes Garner, Local Union No. 150, asked what the status is on the City's resolution on responsible and responsive bidding, and wages. Ms. Greene stated it should be ready for the next meeting in December. She noted she is working on the wording on the training, and once approved, it should go into effect in January. Mr. Gilot stated the City and the Unions are aligned, we just are trying to keep it from becoming a huge administrative burden. Mr. Garner thanked the City for addressing this union issue and listening to their concerns. 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 12:12 p.m. AGENDA REVIEW SESSION BOARD OF PUBLIC WORKS NOVEMBER 15 2012 368 �z Michael C. Mecham, Member ark W. Neal, Member X_,4j .. Linda M. Martin, Clerk REGULAR MEETING NOVEMBER 20. 2012 The regular meeting of the Board of Public Works was convened at 9:35 a.m. on Tuesday, November 20, 2012, by Board President Gary A. Gilot, with Board Members Kathryn E. Roos, and Michael Mecham present. Board Members Donald Inks and Mark Neal were absent. Also present was Board Attorney Cheryl Greene. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Roos, seconded by Mr. Mecham and carried, the Minutes of the Agenda Review Session of November 1, 2012, the Regular Meeting of November 6, 2012 and the Claims Meeting of the Board held on November 13, 2012, were approved. OPENING OF BIDS — MAIN STREET/LAFAYETTE BOULEVARD CONNECTOR — PROJECT NO. 110 -058B SSDA TIF Mr. Jitin Kain, Community Investment, noted this item was not advertised because it was not ready yet, and should have been pulled from the agenda. No bids were received. OPENING AND AWARD OF BIDS —F CUBED LABORATORY EQUIPMENT PURCHASES _(CAPITAL IMPROVEMENTS) Mr. Gilot stated this bid is for the acquisition of key equipment that will allow F Cubed to add high paying jobs to South Bend. He noted they will be moving from Innovation Park to Ignition Park. Ms. Greene stated that she has received a legal opinion from Bakers and Daniels Law Firm justifying the use of TIF dollars for this project for the file. Mr. Gilot stated the City has an interest in using this technology for several reasons including e -coli testing of their water, to provide results in one (1) hour, versus the standard twenty -four (24) hours. The other applications will provide food contamination testing providing one (1) hour results, rather than a week; and MERSA contamination in humans in expedited time, for surgical suites. Mr. Gilot noted this new technology could grow here and change the world's technology for environmental testing of water, food, and health. 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: FISHER SCIENTIFIC CO. LLC 2500 Turnberry Drive Hanover Park, Illinois 60133 Bid was signed by: Ms. Ronnie Stabile 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 I3" Item No Est t Q y Item Unit Price Total 3 2 12- Channel Syringe Pump $2,436.95 $4,873.90 4 1 Water Purification System $5,256.26 $5,256.26 REGULAR MEETING NOVEMBER 20 2012 369 5 1 Incubator (105 Ltr) $1,714.64 $1,714.64 6 1 Chemical Spill Kit $85.27 $85.27 7 1 Video Microsco a $3,6$2.05 $3,682.05 8 3 Thermal Fused Laminated Lab Tables $232.85 $232.85 9 1 Autoclave $5,054.17 $5,054.17 10 1 Thermalcycler $2,917.76 $2,917.76 11 1 Portable E ye Wash Station $308.87 $308.87 12 1 Centrifuge (Legend Micro 17) $1,540.02 $1,540.02 13 1 Sonicator $2,720.42 $2,720.42 ELGA 5 Earl Court Woodridge, Illinois 60517 Bid was signed by: Mr. David Rees 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 but not notarized Ten percent (10 %) Bid Bond was not submitted :! Item No Est Qty Item Unit Price Total 4 1 Water Purification System $3,820.00 $3,820.00 BRAINTREE SCIENTIFIC INC. 60 Columbian Street West Braintree, Massachusetts 02184 Bid was signed by: Ms. Ruth Benvie 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 but not notarized Ten percent (10 %) Bid Bond was not submitted at m Item No Est Qty Item Unit Price Total 3 2 12- Channel Syringe Pum $1,450.00 $2,900.00 10 1 Thermalcycler $2,950.00 $2,950.00 12 1 Centrifuge (Legend Micro 17) $6,000.00 $6,000.00 AGILENT TECHNOLOGIES, INC. 1834 State Highway 71 West Cedar Creek, Texas 78612 Bid was signed by: Ms. Lorraine Guerrero 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 not submitted 1 EPPENDORF NORTH AMERICA INC. 102 Motor Parkway Hauppauge, New York 11788 Bid was signed by: Mr. Christopher D'Jarnoos Indiana Local Business Preference Claim Form was submitted REGULAR MEETING NOVEMBER 20 2012 370 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 but not notarized Ten Percent (10 %) Bid Bond was not submitted Item to Est Qty Item Unit Price Total No Est Qty Item Unit Price Total 1 1 Auto Pi efittin System $3,750.00 $34,447.40 14 1 Thermalcycler $789,01 $5,184.00 12 1 Centrifuge( Le end Micro 17 $4,060.58 $1,487.00 VWR INTERNATIONAL, LLC 800 East Fabyan Parkway! Batavia, Illinois 60510 Bid was signed by: Mr. Michael Naughton Contractor's Non - Collusion Affidavit, Non- Debarment Affidavit, Employment EIigibility Verification, Non - Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted but not notarized Ten Percent (10 %) Bid Bond was not submitted Item No Est Qty Item Unit Price Total 1 1 Auto Pipefitting System $1,113.83 $1,113.83 4 1 Water Purification System $3,750.00 $3,750.00 5 1 Incubator (105 Ltr) $789,01 $789.01 9 1 Autoclave $4,060.58 $4,060.58 10 1 1 Thermalc cler $2,229.20 $2,229.20 11 1 Portable Eye wash Station $5,803.06 $5,803.06 Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the above bids were referred to F Cubed and Engineering for review and recommendation. After reviewing those bids, Mr. John Engstrom recommended that the Board award the Unit Items as outlined in bold above. Mr. Engstrom noted that no bids were received for Item No. 2, the Impedance Analyzer. Mr. Engstrom stated there were several discrepancies, including math errors, which would be noted and/or waived in a Memo to the Board. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded as outlined above subject to a detailed memo for the file noting the discrepancies. Ms. Roos seconded the motion, which carried. OPENING OF PROPOSALS — EDISON ROAD CENTER TURN LANE — PROJECT NO. 110- 079 (LRSA) Mr. Gilot advised that this was the date set for the receiving and opening of sealed Proposals for the above referenced project. Ms. Greene noted this is a request for proposals that will be reviewed by the City and INDOT, and evaluated and tabulated. She stated there are no dollar amount and, therefore she would not read any amounts into the record. The following names of companies submitting Proposals were opened and read: Christopher B. Burke Engineering, LLC 115 West Washington Street, Suite 1368 South Bend, Indiana 46601 American Structurepoint 7260 Shadeland Station. Indianapolis, Indiana 46256 -3957 RW Armstrong 1261 North Eddy Street, Suite 201 South Bend, Indiana 46617 REGULAR MEETING Abonmarche 750 Lincoln Way East South Bend, Indiana 46601 -1830 H.W. Lochner, Inc. 245 West Johnson Road, Suite 8 LaPorte, Indiana 46350 Lawson - Fisher Associates PC 525 West Washington Avenue South Bend, Indiana 46601 Butler, Fairman, Seufert, Inc. 509 West 84"' Drive, Suite G Merrillville, Indiana 46410 -0649 Ken Herceg & Associates, Inc. 211 West Washington Street, Suite 2100 South Bend, Indiana 46601 The Troyer Group 550 Union Street Mishawaka, Indiana 46544 NOVEMBER 20 2012 371 Upon a motion made by Mr. Mecham, seconded by Ms. Roos and carried, the above Proposals were referred to Engineering for review and recommendation. OPENING AND AWARD OF---QUOTATIONS — NORTHEAST DEMOLITIONS: AEP POWER LINES -- PROJECT NO. 112 -061 MDA TIM 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: JACKSON TRUCKING & EXCAVATING 9067 West 100 North Kewanna, Indiana 46939 Quotation was submitted by Mr. Harvey Jackson, 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 QUOTATION: $29,800.00 TOROK EXCAVATING 825 South Fellows Street South Bend, Indiana 46601 Quotation was submitted by Mr. William Torok 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 QUOTATION: $30,950.00 B &J EXCAVATION INC. 1104 West Donald Street South Bend, Indiana 46613 Quotation was submitted by Mr. Darnell O'Neal 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 QUOTATION: $36,855.00 REGULAR MEETING RITSCHARD BROS.. INC. 1204 West Sample Street South Bend, Indiana 46619 9067 West 100 North NOVEMBER 20, 2012 372 Kewanna, Indiana 46939 Quotation was submitted by Mr. Rachelle Dolniak 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 QUOTATION: $50,978.00 JOHN BOETTCHER SEWER & EXCAVATING 3305 North Home Street Mishawaka, Indiana 46545 Quotation was submitted by Mr. John Boettcher 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 QUOTATION: $59,024.00 C &E EXCAVATING INC. 53767 County Road 9 Elkhart, Indiana 46514 Quotation was submitted by Mr. Thad Bessinger 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 QUOTATION: $68,230.00 Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the above Quotations were referred to Community Investment and Engineering for review and recommendation. After reviewing the quotes, Mr. Carl Littrell, Engineering, recommended that the Board award the contract to the lowest responsive and responsible bidder, Jackson Trucking & Excavating in the amount of $29,800.00. Mr. Jitin Kain, Community Investment, noted there was not sufficient funding to award the quotation in its entirety, but the difference was small enough that a transfer of funds could be done to cover the difference. Mr. Littrell noted there is also a contingency of $5,000.00 included in the quotation that will most likely not be used. He questioned if they could use that to cover the difference amounting to approximately $700.00. Ms. Greene stated if they deduct the contingency from the awarded company's bid, they would have to deduct it from the other bids also. She noted that would not change the result, so it would be allowable. Therefore, Ms. Roos made a motion that the recommendation be accepted and the bid be awarded and the contract approved subject to funding. Mr. Gilot seconded the motion, which carried. AWARD BID AND APPROVE CONTRACT— ONE 1 2012 OR NEWER NEW FOUR WHEEL MECHANICAL STREET SWEEPER Matt Chlebowski, Central Services, advised the Board that on August 14, 2012, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Chlebowski recommended that the Board award the contract to the lowest responsive and responsible bidder Brown Equipment Company, Inc., 10603 Majic Port Lane, Fort Wayne, Indiana 46899 -9799 in the amount of $203,000.00. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded and the contract approved subject to the lease financing. Ms. Roos seconded the motion, which carried. TABLE BID AWARD - PARKING GARAGE LIGHTING UPGRADE — PROJECT NO. 112- 058 Mr. Gilot stated there is still an evaluation in process of this bid and he would therefore like to table the award. Ms. Greene stated she sent an email to State Board of Accounts to ask if this bid could be divided, based on the specifications, and she has not yet heard back. She noted the funding is in place for only two (2) of the garages and the request from the Energy Office is to REGULAR MEETING NOVEMBER 20 2012 373 award those two and reserve the option to extend the bid on the third garage until funding is allocated next year. Mr. Gilot noted that he has other issues with some of the technical items in the bid specifications. Therefore, Ms. Roos made a motion that the award of the bid be tabled. Mr. Gilot seconded the motion, which carried. MOVE AWARD OF SPECIAL PURCHASE AND CONTRACT — RESPONSE AND RESCUE VEHICLE_(POLICE DEPARTMENT PERMIT REVENUE FUND) Ms. Roos requested the award of this Special Purchase be delayed until Board Member Mark Neal arrived. She noted he would be joining the meeting shortly and as Controller, should give his approval of the funding. Mr. Gilot made a motion to delay the award until the arrival of Mr. Neal. Ms. Roos seconded the motion, which carried. APPROVE CHANGE ORDER NO. 2 — AERATION CONTROLS — PROJECT NO. 111 -070 ENVIRONMENTAL SERVICES CAPITAL O &M Mr. Gilot advised that Toy Villa, Engineering, has submitted Change Order No. 2 on behalf of Mason Engineering and Construction, 5720 Huguenard Road, Fort Wayne, Indiana 46818, indicating the contract amount be increased by $5,140.50 for a modified contract sum, including this Change Order, in the amount of $696,650.60. Upon a motion made by Mr. Mecham, seconded by Ms. Roos and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 3 — MEMORIAL HOSPITAL FACADE — PROJECT NO. 112 -018 (MEDICAL TIF) Mr. Gilot advised that Toy Villa, Engineering, has submitted Change Order No. 3 on behalf of Holladay Construction Group, 227 South Main Street, Suite 200, South Bend, Indiana 46601, indicating the contract amount be increased by $41,067.00 for a modified contract sum, including this Change Order, in the amount of $867,117.00. Upon a motion made by Mr. Mecham, seconded by Ms. Roos and carried, the Change Order was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — COVELESKI STADIUM REHABILITATION — 2012 IMPROVEMENTS — PROJECT NO 112 -007 (SBCDA TIF) Mr. Gilot advised that Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Larson - Danielson Construction Company, Inc., 302 Tyler Street, LaPorte, Indiana 46350, for the above referenced project, indicating a final cost of $1,437,297.00. Upon a motion made by Ms. Roos, seconded by Mr. Mecham and carried, the Project Completion Affidavit was approved. APPROVE REVISED REPORT OF CONTRACT FINAL INSPECTION AND RECOMMENDATION FOR ACCEPTANCE — NORTHSIDE TRAIL EXTENSION — PROJECT NO. 1,10 -001) Mr. Gilot advised the Thia Vawter, Engineering, has submitted the revised Report of Contract Final Inspection and Recommendation for Acceptance on behalf of Walsh & Kelly, Inc, 24358 SR 23, South Bend, Indiana 46614, amending the sod maintenance expiration date for the above referenced project. Upon a motion made by Ms. Roos, seconded by Mr. Mecham and carried, the revised Report of Contract Final Inspection and Recommendation for Acceptance 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 Amendment US Signal First Amendment to the US N/A Roos /Mecharn to Company, LLC Signal Virtual Ethernet Professional Services Multisite Services Agreement to Correct Agreement Address or Spelling Inaccuracies Amended Indiana Housing Counseling $215,843.79 Roos /Mecham and Restated Housing & Services Provided to (Based on Professional Community Individuals Referred Clients Services Development Through the IFPN for the Serviced); Contract Authority Hardest Hit Funds Paid to City Professional MPA Architects Design for Fire Station No. $94,850.00 Roos /Mecham REGULAR MEETING NOVEMBER 20 2012 374 Services Facility Dude 5 (EMS Gilot/Roos Agreement Utility Trac Tracking of City Utilities Capital) Subject to Professional Palm & Land Survey for Fire $3,450.00 Roos /Mecham Services Associates, Inc. Station No. 5 (EMS by Purchasing Agreement Capital) of Request for Professional Christopher B. Design Services Related to $39,700.00 Mecham/Roos Services Burke Final Alternative Approved (SSDA TIF) Agreement Engineering, by Redevelopment LLC Commission for the Fellows Street Project Amendment Community Fellows Street NIA Roos /Mecham to the Investment Improvement Project -- Addendum to Supplement No. 4 the Master Agency Agreement Professional Tribridge Ongoing Support RTE Roos/Mecham Services Agreement — Services $4,125.00 Agreement would be Invoked if (Information Needed for Escalated Technologies Support of Office 365 Operating) Agreement Professional R.W. Assessment, Engineering $29,400.00 Roos /Mecham Services Armstrong & Plans, and Bidding (Wastewater Agreement Associates, Inc. Services for Detritus Grit Engineering) Tank Drive Rehabilitation — Project No. 112 -068 Professional Rebuilding Process Applications and $25,000.00 Roos /Mecham Services Together Manage the Process, Event (Paid to City) Agreement Day, and Board Functions Professional Community Process Applications to the $15,000.00 Roos /Mecham Services Homebuyer's Mortgage Assistance (Paid to City) Agreement Corporation Program and Manage the (CHC) Board Functions Amended Christopher B. Construction Observation $33,000.00 Mecham /Roos Professional Burke for East Bank Sewer (Sewer Services Engineering, Separation Phase 2 and 3 — Capital) Agreement LLC Project Nos. 111 -068 and 111 -069 Addendum Troyer Group Additional Funds for Phase $84,830.00 Mecham/Roos No. 7 to 3 Bidding and Additional (2010 Sewer Contract Pot Holing across Lincoln Bond) Way for the Diamond Avenue Sewer Separation, Phase 3 — Project No. 109 - 033C Agreement Trustee of the Transfer of Stored Air N/A Roos /Mecham Mishawaka/ Stripper Equipment at Rum South Bend Village Park from Water Trust Works to City of Troy, Ohio BOARD MEMBER JOINS MEETING Board. Member Mark Neal joined the meeting in progress at 10;23 a.m. Professional Facility Dude Software for Utility Free November Gilot/Roos Services Utility Trac Tracking of City Utilities 2012 — 2013; Subject to Agreement for Energy Office $8,320.00 per Confirmation Year, December 1, by Purchasing 2013 and of Request for Subsequent Years Three (3} REGULAR MEETING NOVEMBER 20 2012 375 APPROVE SPECIAL PURCHASE — RESPONSE AND RESCUE VEHICLE POLICE DEPARTMENT PERMIT REVENUE FUND) In a letter to the Board, Division Chief Gary Horvath, Police Department, advised the Board that the Police Department has an opportunity to purchase a used 2011 Response and Rescue Vehicle with only 813 miles on it, at a substantial savings to the City. Supreme Specialty Vehicles, 3001 North Main Street, Cleburne, Texas 76033, is offering the vehicle to the City for $150,000.00, a savings of $65,000.00 based on the purchase price of a new vehicle of $215,000.00. Chief Horvath stated the Police Department is requesting to add a CBRNE Radiation and Explosive Gas Detection System for $12,706.00, bringing the total cost with freight to $165,556.00. Chief Horvath noted the special purchase meets the criteria of a "Special Purchase" and he is therefore requesting the Board award the purchase based on Indiana Code 5 -22 -10 regarding special purchases. Chief Horvath stated the funds will be coming from the revenue from gun permits. Mr. Neal questioned what these funds are normally used for. Chief Horvath stated they have been used in the past to fund training equipment and supplies. Mr. Neal stated he is okay with the special purchase and funding source. Therefore, Ms. Roos made a motion that the recommendation be accepted and the Special Purchase be approved as outlined above. Mr. Mecham seconded the motion, which carried. APPROVAL OF 2013 BOARD OF PUBLIC WORKS MEETING SCHEDULE Mr. Gilot noted an irregularity in the Board of Work's 2013 schedule. Ms. Martin stated the Public Agenda Session of July 4, 2013 has been combined with the Claims Review Session of July 2, 2013 into one meeting on July 2 due to the holiday on July 4. Upon a motion by Ms. Roos, seconded by Mr. Neal and carried, the following 2013 Board of Public Works Regular MeetinLa and Claims Review Schedules were nnnrovPrl- Location: Board of Public Works Meeting Room 1308 County -City Building South Bend, Indiana 46601 Agenda Items Due Tuesda ys, 12:00 p.m. Agenda Review Meetings Thursdays, 10:30 a.m. Regular Meeting Tuesdays, 9:30 a.m. Competitive January 3 January 8 January 15 January 17 Bids Professional Abonmarche Provide Legal $7,500.00 Mecham/Neal Services Consultants, Description. for New City {General March 7 Agreement Inc. Council Redistricting Engineering} APPROVE SPECIAL PURCHASE — RESPONSE AND RESCUE VEHICLE POLICE DEPARTMENT PERMIT REVENUE FUND) In a letter to the Board, Division Chief Gary Horvath, Police Department, advised the Board that the Police Department has an opportunity to purchase a used 2011 Response and Rescue Vehicle with only 813 miles on it, at a substantial savings to the City. Supreme Specialty Vehicles, 3001 North Main Street, Cleburne, Texas 76033, is offering the vehicle to the City for $150,000.00, a savings of $65,000.00 based on the purchase price of a new vehicle of $215,000.00. Chief Horvath stated the Police Department is requesting to add a CBRNE Radiation and Explosive Gas Detection System for $12,706.00, bringing the total cost with freight to $165,556.00. Chief Horvath noted the special purchase meets the criteria of a "Special Purchase" and he is therefore requesting the Board award the purchase based on Indiana Code 5 -22 -10 regarding special purchases. Chief Horvath stated the funds will be coming from the revenue from gun permits. Mr. Neal questioned what these funds are normally used for. Chief Horvath stated they have been used in the past to fund training equipment and supplies. Mr. Neal stated he is okay with the special purchase and funding source. Therefore, Ms. Roos made a motion that the recommendation be accepted and the Special Purchase be approved as outlined above. Mr. Mecham seconded the motion, which carried. APPROVAL OF 2013 BOARD OF PUBLIC WORKS MEETING SCHEDULE Mr. Gilot noted an irregularity in the Board of Work's 2013 schedule. Ms. Martin stated the Public Agenda Session of July 4, 2013 has been combined with the Claims Review Session of July 2, 2013 into one meeting on July 2 due to the holiday on July 4. Upon a motion by Ms. Roos, seconded by Mr. Neal and carried, the following 2013 Board of Public Works Regular MeetinLa and Claims Review Schedules were nnnrovPrl- Location: Board of Public Works Meeting Room 1308 County -City Building South Bend, Indiana 46601 Agenda Items Due Tuesda ys, 12:00 p.m. Agenda Review Meetings Thursdays, 10:30 a.m. Regular Meeting Tuesdays, 9:30 a.m. January 2 January 3 January 8 January 15 January 17 January 22 February 5 February 7 February 12 February 19 February 21 February 26 March 5 March 7 March 12 March 19 March 21 March 26 April 2 April 4 April 9 April 16 April 18 April 23 May 7 May 9 May 14 May 21 May 23 May 28 June 4 June 6 June 11 June 18 June 20 June 25 July 1 *July 2 {With Claims Review} July 9 July. 16 July 18 July 23 August 6 August 8 August 13 August 20 August 22 August 27 September 3 September 5 September 10 September 17 September 19 September 24 October 1 October 3 October 8 October 15 October 17 October 22 November 5 November 7 November 12 REGULAR MEETING NOVEMBER 20 2012 376 November 19 November 21 November 26 December 3 Decembcr 5 December 10 Claim Review Sessions — 8:30 a.m. January 15, 29 February 5, 19 March 5, 19 April 2, 16, 30 May 7, 21 June 4, 18 July* 2, 16, and 30 August 6, 20 September 3, 17 October 1, 15, 29 November 5, 19 December 3, 17, 30 APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Mecham, seconded by Ms. Roos and carried, the following traffic control devices were approved subject to final approval of locations, written letter of permission from affected property owners, and Certificates of Appropriateness issued from the Historic Preservation Commission: NEW INSTALLATION: African American Landmark Tour Signs LOCATIONS: 1040 W. Washington Street 1125 W. Washington Street 1429 W. Washington Street 1501 W. Washington Street 116 N. Birdsell Street Birdsell and Liston Streets 101 N. Adams Street 1522 Linden Avenue 3419 W. Washington Street 745 W. Western Avenue 330 W. Colfax Avenue 112 S. Lafayette Boulevard 211 S. Michigan Street 501 E. Howard Street 719 N. Notre Dame Avenue 801 Eddy Street 700 Block of North Twyckenham Drive and Chalfant Street REMARKS: Subject to Final Approval of Locations and Receipt of Written Letter of Permission from Property Owners APPROVAL/RELEASE OF CERTIFICATES OF INSURANCE Upon a motion made by Ms. Roos, seconded by Mr. Mecham and carried, the Certificates of Insurance for the following businesses were accepted for approval and /or release: Business Policy o Y . Approved/ Released Effective Date TGB Unlimited, Inc., dba BKS54873964, Released 10127/12 S/T Bancroft Electric BAS54873964, US054873964, XWW54873964, and BKS54873964 TGB Unlimited, Inc., dba 55329017 Approved 10/27/12 S/T Bancroft Electric RATIFY APPROVAL OF CONTRACTOR BOND AND OCCUPANCY PERMIT REGULAR MEETING NOVEMBER 20, 2012 377 Mr. Anthony Molnar, Division of Engineering, recommended that the approval of the following Contractor Bond and Occupancy Permit be ratified purs uant to Resolution 100 -2000 as follows: Business Bond Type Approved/ Released Effective Date Grunwell Cashero Company Contractor Approved 10/31/12 FBI Buildings, Inc — Aspen Group Occupancy Approved 10/30/12 Ms. Roos made a motion that the Bonds approval as outlined above be ratified and /or approved. Mr. Neal seconded the motion, which carried. APPROVE CLAIMS Ms. Roos 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 City of South Bend $1,205,733.23 11/20/2012 City of South Bend $240.00 11/14/2012 City of South Bend $4,451,687.54 11/21/2012 Therefore, Ms. Roos made a motion that after review of the expenditures, the claims be approved as submitted. Mr. Neal seconded the motion, which carried. PRIVILEGE OF THE FLOOR Mr. Murray Miller, Local 645, stated he arrived late and missed Mr. Gilot's explanation of the F Cubed Laboratory Equipment bid. He asked if the equipment was being purchased by the City for their use, or for somebody else. Mr. Gilot stated the City is purchasing the equipment for F Cubed, in exchange the will use the equipment to grow good paying jobs in the community. The creation of jobs allows for TIF funds to be used, he added. Ms. Greene noted she received a legal opinion from Baker and Daniels that this use meets the criteria for the use of TIF funds. Mr. Gilot noted the City has the world's foremost expert, locally, in this intellectual technology that has the ability to identify DNA of e -coli and bacteria in one (1) hour. He stated South Bend could capture the global market. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the meeting adjourned at 10:47 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President Michael Mecham, Member Member ark Neal, Member Member -LinUa M n, Clerk