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Home My WebLink About03232021 Board of Public Works Meeting34 REGULAR MEETING MARCH 23. 2021 The Regular Meeting of the Board of Public Works was convened at 9:33 a.m. on Tuesday, March 23, 2021, by Board President Elizabeth A. Maradik. The meeting was streamed live to the public via Microsoft Teams with Board President Elizabeth A. Maradik and Board Members Gary Gilot and Jordan Gathers present. 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. Gilot, seconded by Mr. Gathers and carried by roll call, the minutes of the Regular Meeting of the Board held on March 9, 2021, were approved. OPENING OF BIDS — MAYFLOWER AND SAMPLE STREET INTERSECTION IMPROVEMENTS — PROJECT NO. 120-052 (PR-00007345) 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: MILESTONE CONTRACTORS NORTH, INC. 24358 State Road 23 South Bend, IN 46614 akrueger@,milestonelp.com Bid was signed by Mr. Dustin Hilary Non -Collusion, Non -Discrimination Affidavit Form was completed. Five percent (5%) Bid Bond was submitted. BID: $292,456.55 RIETH-RILEY CONSTRUCTION CO., INC. 25200 State Road 23 South Bend, IN 46614 j and ,rieth-riley.com Bid was signed by Mr. Ruben Alvarado Non -Collusion, Non -Discrimination Affidavit Form was completed. Five percent (5%) Bid Bond was submitted. BID: $403,147.00 JBL SIGNALS AND LIGHTING LLC 4316 Technology Dr. South Bend, IN 46628 tannerlgjblsignalsandlighting com Bid was signed by Mr. Tanner Leibovitz Non -Collusion, Non -Discrimination Affidavit Form was completed. Five percent (5%) Bid Bond was submitted. BID: $352,048.24 Upon a motion made by Mr. Gilot, seconded by Mr. Gathers and carried by roll call, the above bids were referred to Engineering for review and recommendation. OPENING OF QUOTATIONS — CHARLES MARTIN PARKING LOT — PROJECT NO. 120- 051R (PR-00003785) Ms. Maradik 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: MILESTONE CONTRACTORS NORTH, INC. 24358 State Road 23 South Bend, IN 46614 akrue erkmilestonelp.com Quotation was submitted by Mr. Dustin Hilary 35 REGULAR MEETING MARCH 23, 2021 Non -Collusion, Non -Discrimination Affidavit Form was completed. QUOTATION: $62,952.00 RIETH-RILEY CONSTRUCTION CO., INC. 25200 State Road 23 South Bend, IN 46614 j and ,rieth-riley.com Quotation was submitted by Mr. Ruben Alvarado Non -Collusion, Non -Discrimination Affidavit Form was completed. QUOTATION: $39,396.00 Upon a motion made by Mr. Gilot, seconded by Mr. Gathers and carried by roll call, the above quotations were referred to Engineering and VPA for review and recommendation. OPENING OF REQUEST FOR QUALIFICATIONS — LEAD HAZARD REDUCTION PROGRAM PRE -QUALIFIED CONTRACTORS (IHCDA & OLHCHH) This was the date set for receiving and opening of sealed Qualifications 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 names of the following companies submitting qualifications were opened and publicly read: HOUSE DOCTOR RENOVATIONS 1506 O'Brien St. South Bend, IN 46628 Mr. Barney Lee Brooks bamgyleebrooks@yahoo.com GREENTREE ENVIRONMENTAL SERVICES, INC. 5287 Central Ave. PO Box 2297 Portage, IN 46368 Ms. Susan Bormmann greentree&grntree.net ENVIRONMENTAL ASSURANCE CO., INC. 440 Hancock St. Indianapolis, IN 46222 Mr. Jeff Hart tmushengeaciusa.com A&B ENVIRONMENTAL CONSTRUCTION INC. 1534 N. Mannheim Rd. Stone Park, IL 60165 Mr. Fransico Lomeli ab. environmentalcons&gmail. com TOTAL HOME BY DJ, LLC 3510 US Hwy 52 South, Suite 2 Lafayette, IN 47905 Mr. DJ Pridemore christigApgtotalhomeby j.com Upon a motion by Mr. Gilot, seconded by Mr. Gathers and carried by roll call, the qualification submittals were forwarded to the Department of Community Investment for review and recommendation. AWARD BID AND APPROVE CONTRACT — 3400 BLOCK S. MICHIGAN STREET IMPROVEMENTS — PROJECT NO. 120-062 (PR-00006606) Ms. Charlotte Brach, Engineering, advised the Board that on February 23, 2021, bids were received and opened for the above referenced project. After reviewing those bids, Ms. Brach 36 REGULAR MEETING MARCH 23, 2021 recommended that the Board award the contract to the lowest responsive and responsible bidder, Walsh & Kelly, Inc., 24358 State Road 23, South Bend, IN 46614, in the amount of $222,079.50 for the base bid. Therefore, Mr. Gilot made a motion that the recommendation be accepted, and the bid be awarded, and the contract approved as outlined above. Mr. Gathers seconded the motion, which carried by roll call. AWARD BID AND APPROVE CONTRACT — ROOF RESTORATION & REPLACEMENT AT 506 & 510 SOUTH MAIN ST. (FORMER SALVATION ARMY) — PROJECT NO. 119- 084B (PR-00004394) Mr. Zach Hurst, Engineering, advised the Board that on February 9, 2021, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Hurst recommended that the Board award the contract to the lowest responsive and responsible bidder, Midland Engineering Company, Inc., 52369 State Road 933 North, South Bend, IN 46637, in the amount of $440,100 for the base bid plus alternate No. 1. Ms. Maradik noted for the record that the lowest bidder on this project was found to be non -responsive. Therefore, Mr. Gilot made a motion that the recommendation be accepted, and the bid be awarded, and the contract approved as outlined above. Mr. Gathers seconded the motion, which carried. AWARD QUOTATION AND APPROVE CONTRACT — EL CAMPITO WATER TAP QUOTE — PROJECT NO. 121-017 (PR-00007560) Ms. Alicia Pellegrino, Engineering, advised the Board that on March 9, 2021, quotations were received and opened for the above referenced project. After reviewing those quotations, Ms. Pellegrino recommended that the Board award the contract to the lowest responsive and responsible bidder, Selge Construction Co., Inc., 2833 South 1 Ph. St., Niles, MI 49120, in the amount of $17,725 for the base bid plus alternate No. 1. Therefore, Mr. Gilot made a motion that the recommendation be accepted, and the quotation be awarded, and the contract approved as outlined above. Mr. Gathers seconded the motion, which carried by roll call. AWARD QUOTATION AND APPROVE CONTRACT — 2021 TRUCKING OF BIOSOLIDS FOR LAND APPLICATION — PROJECT NO. 121-023 (PR-0007482) Mr. Jacob Klosinski, Engineering, advised the Board that on March 9, 2021, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Klosinski recommended that the Board award the contract to the lowest responsive and responsible bidder, Trucks R Us, Inc., 23300 State Road 23, South Bend, IN 46614, in the amount of $125 per hour, per truck in an amount not to exceed $130,000. Therefore, Mr. Gilot made a motion that the recommendation be accepted, and the quotation be awarded, and the contract approved as outlined above. Mr. Gathers seconded the motion, which carried by roll call. APPROVAL OF REQUEST TO REJECT BIDS AND TO RE -ADVERTISE— IGNITION PARK EV CHARGING LOT — PROJECT NO. 120-044 (RWDA TIF) In a memorandum to the Board, Mr. Finnian Cavanaugh, Engineering, requested permission to reject all bids for the above referenced project due to MWBE goal clarification issues. Ms. Maradik clarified for the record that the City provided a detailed memo in which it explained that the bid package included an outdated version form MWBE 2.0, Good Faith Efforts. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Gathers and carried by roll call, the above request to reject bids and to re -advertise the project was approved. APPROVE CHANGE ORDER NO. 7 — CORBY IRONWOOD ROCKNE INTERSECTION IMPROVEMENT —PROJECT NO. 116-034 (PO-0005643) Ms. Leslie Biek, Engineering, has submitted Change Order No. 7 on behalf of INDOT and Rieth-Riley Construction Co., Inc., 25200 State Road 23, South Bend, IN 46614 indicating the contract amount be increased by $32,490.66 (City's share is $6,498.13) for a new contract sum, including this Change Order, in the amount of $3,209,996.05. Upon a motion made by Mr. Gilot, seconded by Mr. Gathers and carried by roll call, the Change Order was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — WASHINGTON STREET IMPROVEMENTS — PROJECT NO. 118-105 (RWDA TIF) Ms. Maradik advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Walsh & Kelly, Inc., 24358 State Road 23, South Bend, IN 46614, for the above referenced project, indicating a final cost of $420,000. Upon a motion made by Mr. Gilot, 37 REGULAR MEETING MARCH 23, 2021 seconded by Mr. Gathers and carried by roll call, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — SOUTH BEND DAM SIGNAGE AND STAFF GAGE INSTALLATION — PROJECT NO. 119-112 (PR-00005673) Ms. Maradik advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Northern Indiana Construction Co., Inc., PO Box 1333, Mishawaka, IN 46546, for the above referenced project, indicating a final cost of $71,735. Upon a motion made by Mr. Gilot, seconded by Mr. Gathers and carried by roll call, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — VPA ATHLETIC COURT RENOVATIONS, PHASE I — PROJECT NO. 118-098 (VENUES PARKS & ARTS) Ms. Maradik advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Walsh & Kelly, Inc., 24358 State Road 23, South Bend, IN 46614, for the above referenced project, indicating a final cost of $119,979.50. Upon a motion made by Mr. Gilot, seconded by Mr. Gathers and carried by roll call, the Project Completion Affidavit was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS:- ONE (1) OR MORE, 2021 OR NEWER, HORIZONTAL GRINDER — SPEC D (PR-00008030) ^ In a memorandum to the Board, Mr. Jeff Hudak, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Gathers and carried by roll call, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — 905, 907, 909 MICHIGAN DEMOLITION — PROJECT NO. 120-063 (PR-00008115) In a memorandum to the Board, Mr. Zach Hurst, 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. Gilot, seconded by Mr. Gathers and carried by roll call, 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 AND TITLE SHEET — HOWARD STREET AND CORBY BLVD. STREETSCAPE IMPROVEMENTS — PROJECT NO. 120-024 (PR-00008151) In a memorandum to the Board, Mr. Kyle Silveus, 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. Gilot, seconded by Mr. Gathers and carried by roll call, 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 — SALE OF CITY PROPERTY — 429 N. HARRISON AVE. In a memorandum to the Board, Mr. Andrew Netter, Community Investment, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Gathers and carried by roll call, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — SOUTHEAST NEIGHBORHOOD CENTER (UNITED WAY) — PROJECT NO. 119- 093 TABLED (PR-00008109) Mr. Zach Hurst, Engineering, advised Board Clerk Anne Fuchs that he requests the Board to table this item. Therefore, on a motion by Mr. Gilot, seconded by Mr. Gathers, and carried by roll call, the above request to advertise was tabled. ADOPT RESOLUTION NO. 10-2021 — A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS AUTHORIZING STAFF TO EFFECTUATE THE ACQUISITION OF CERTAIN REAL PROPERTY Upon a motion made by Mr. Gilot, seconded by Mr. Gathers and carried by roll call, the following Resolution was adopted by the Board of Public Works: 38 REGULAR MEETING MARCH 23, 2021 RESOLUTION NO. 10-2021 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA AUTHORIZING STAFF TO EFFECTUATE THE ACQUISITION OF CERTAIN REAL PROPERTY WHEREAS, Ind. Code 32-24-1 establishes certain statutory procedures for the acquisition by a municipality of property for public use; and WHEREAS, the City of South Bend, Indiana, Board of Public Works (the "Board") is empowered to carry out the acquisition of property pursuant to Ind. Code §§ 32-24-1-3(a) and 36-9-6-4, and, pursuant to Ind. Code § 36-9-6-3, has custody of and may maintain all real and personal property of the City of South Bend (the "City"); and WHEREAS, the Board, on behalf of the City, entered into a Purchase Agreement with Norfolk Southern Railway Company ("Norfolk Southern") for the purchase of certain property commonly known as the Coal Line, more particularly described on Exhibit A (the "Property"), for the purpose of developing a multi -use trail (the "Project"); and WHEREAS, the City and Norfolk Southern are ready to close the transaction; and WHEREAS, the Board desires to authorize City staff to perform certain actions on the Board's behalf to complete its acquisition of the Property. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND AS FOLLOWS: 1. The Board reaffirms its approval of the acquisition of the Property in furtherance of the Project. 2. The Board authorizes David Relos or Tim Corcoran of the City's Department of Community Investment to act on behalf of the Board to distribute payment, accept and present for recordation the deed for the Property, and execute on the Board's behalf any document or take on the Board's behalf any action that may be required to complete the acquisition of the Property and carry out the purposes of this Resolution. 3. This Resolution will be in full force and effect upon its adoption. ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana, held electronically on March 23, 2021, as authorized by Executive Order 20-09 issued by the Governor of the State of Indiana, as subsequently renewed by Executive Orders 20-17, 20-25, 20-30, 20-34, 20-38, 20-41, 20-44, 20-47, 20-49, 20-52, 21-03, and 21-05. 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 Amendment Black & Veatch Update of Water Model's NTE $10,110; Gilot/Gathers No. 1 to Corporation Max Day Demand Usage New Total REGULAR MEETING MARCH 23, 2021 9M Owner- According to Updated $72,173 Engineer SCADA Data for Water (PO-0005255) Agreement Hydraulic Modeling Assistance Sewer and KRG Eddy Extension of Utilities for N/A Gilot/Gathers Water Service Street Land III, Eddy Street Phase III Agreement LLC Grocery Store Development Professional Jones Petri Design Services for $9,600 Gilot/Gathers Services Rafinski Adding a Water Softener (PR-00008113) Agreement Corporation to Studebaker Fountain M&R Temporary Cross Conduct Surveys at Two N/A Gilot/Gathers Access Communities, (2) Parcels at 710 & 714 Agreement Inc. N. Harrison Ave. of City Property Dedicated Lafayette Falls, Terms for the Creation of N/A Gilot/Gathers Improvements LLC New Public Right -Of -Way Agreement Elements for Lafayette Falls, Phase IV, Section 2 *LPA — Lawson -Fisher Construction Inspection NTE $202,600 Gathers/Gilot Consulting Associates, P.C. Services for Coal Line (PR-00008165) Contract Trail, Phase I Professional Abonmarche Engineering Services for NTE $36,240 Gilot/Gathers Services Consultants Pavement Coring for (PR-00008047) Agreement Internal Paving 2021 in Spring *Mr. Gilot clarified for the record that "LPA" means "Local Public Agency." APPROVAL OF PERMIT AND LICENSE APPLICATIONS The followinia permit and license applications were presented for approval: Applicant Description Date/Time Location Motion Carried Dainty Maid Sidewalk Cafe Wednesday to 231 S. Michigan St. Gilot/Gathers Co. Permit Saturday 8:00 a.m. to 2:00 p.m.; Sunday 8:00 a.m. to 2:00 p.m. The Hideaway Sidewalk Caf6 Sunday to 237 Martin Luther Gilot/Gathers at the LaSalle Permit Monday 4:00 King Jr. Blvd., Suite p.m. to 12:00 B a.m.; Wednesday to Saturday 4:00 p.m. to 12:00 a.m. *First Fridays Street Closure for May 7, June 217 S. Michigan St. Gilot/Gathers (May through Special Event 4, July 2, October) August 6, September 3, and October 1, 2021; 4:00 p.m. to 10:30 p.m.; Setup/Cleanup 12:00 p.m. to 11:30 p.m. *March to the Street Closure for September 11, Downtown South Gilot/Gathers Memorial Special Event 2021; 9:11 Bend to St. Patrick's a.m. to 6:45 1 Count Park; REGULAR MEETING MARCH 23, 2021 40 p.m.; Minimal Assistance Setup/Cleanup from SBPD and Rest 8:15 a.m. to Stops at Fire 7:00 p.m. Departments along Route *Chet Street Closure for April 24, Wilber to Elwood, Gilot/Gathers Waggoner Special Event 2021; 8:00 Portage (Lap in Little League a.m. to 8:30 Cemetery), Portage to Opening Day a.m.; Boland, Boland to Parade Setup/Cleanup Riverside and end at 7:30 a.m. to Little League Field 8:30 a.m. *Mr. Gilot clarified that all Special Event approvals were contingent upon adherence to CDC and local health official guidance. APPROVE/DENY TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Gilot, seconded by Mr. Gathers and carried by roll call, the following traffic control device request was approved: NEW INSTALLATION: Thirteen (13) Michigan Road Historic Byway 1829 Signs LOCATION: Kern Rd. and Michigan St. (2) Michigan St. and Western Ave. (4) Michigan St. at Washington St. Intersection (2) Washington St. at Lafayette Blvd. Intersection (2) Lafayette Blvd. at LaSalle Ave. Intersection (2) LaSalle Ave. and Lincolnway (1) 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. 26909 McArthur Ct. —Sewer (Key No.021-1038-062651/#34694) B. Mr. Steve Cooreman, 4404 Technology Dr., South Bend, IN 46628 1. 26963 Marshall Dr. —Sewer (Key No. 021-1038-062656/71-02-26-351- 016.000-029) C. Mr. Andrew Place, Jr., 1620 N. Ironwood Dr., South Bend, IN 46635 1. 53240 Sunset Marble Dr. — Sewer (Key No. 021-1038-061427) D. Mr. Brian Miller, PO Box 706, Osceola, IN 46561 1. 18070 Cloverleaf Dr. — Water/Sewer (Key No. 002-1015-030540) Upon a motion by Mr. Gilot, seconded by Mr. Gathers and carried by roll call, the Consents to Annexation and Waivers of Right to Remonstrate were approved as submitted. APPROVE RENEWAL OF WASTEWATER DISCHARGE PERMITS) In a Memorandum to the Board, Ms. Serena Lozano -Shane, Division of Environmental Services Department of Utilities, submitted the following Wastewater Discharge Permit(s) for renewal and recommended approval: ITU AbsorbTech, Inc., 3900 West William Richardson Dr., South Bend, IN 46628 There being no further discussion, upon a motion made by Mr. Gilot, seconded by Mr. Gathers and carried by roll call, the renewal of the permits was approved. 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: 41 REGULAR MEETING MARCH 23, 2021 Business Bond Type Approved/ Released Effective Date Jason Ring Contractor Released 03/05/2021 J.F. Electric Excavation Released 03/04/2021 J.F. Electric Occupancy Released 03/04/2021 Mr. Gilot made a motion that the bonds' approval and/or release as outlined above be ratified. Mr. Gathers seconded the motion, which carried. RATIFY PREAPPROVED CLAIMS PAYMENTS Mr. Gathers stated the Board received notices of the following preapproved claim payments from the City's Department of Administration and Finance: Name Date Amount of Claim City of South Bend Claims GLBN-12317, GBLN- 03/09/2021 $669,947.80 12318 City of South Bend Claims GLBN-12437, GBLN- 03/09/2021 $1,076,416.46 12324 City of South Bend Claims GLBN-12645, GBLN- 03/15/2021 $1,161,084.75 12654 City of South Bend Claims GLBN-12378, GBLN- 03/16/2021 $1,857,240.99 12777 City of South Bend Claims GLBN-12323 03/16/2021 $266,803.72 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. Gathers, seconded by Mr. Gilot, and carried by roll call, the Board ratified the preapproved claims payments. PRIVILEGE OF THE FLOOR Mr. Murray Miller submitted the following question in the Teams Live Event Q&A Chat: Southeast Neighborhood Center: Is this job bidding totally under the City of South Bend? Ms. Maradik stated that no, this project is not 100% under the City's purview; the City is making some right -of -way -improvements to that project. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Ms. Maradik, seconded by Mr. Gilot and carried by roll call, the meeting adjourned at 10:07 a.m. CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS vl�a 8161 Elizabeth A. Maradik, President -s - Gary A. Gilot, Member E-0 ffil Joseph R. Molnar, Member Jordan V. Gathers, Member Murray L. Miller, Member Attest: Anne Fuchs, Clerk