Loading...
HomeMy WebLinkAbout02/12/13 Board of Public Works MinutesAGENDA REVIEW SESSION FEBRUARY 7, 2013 23 The Agenda Review Session of the Board of Public Works was convened at 10:32 a.m. on Thursday, February 7, 2013, by Board President Gary A. Gilot, with Board Members Donald E. Inks, Kathryn E. Roos, and Mark W. Neal present. Board Member Michael Mecham was absent. Also present was Board 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 PROFESSIONAL SERVICES AGREEMENT — NEUMANAGEMENT LLC (PROFESSIONAL SERVICES) Mr. Gilot advised that the Board is in receipt of a request to approve a Professional Services Agreement from Dan Neuman with NeuManagement, LLC in the amount of $5,000.00. Mr. Neuman will be a contracted Project Manager for the Code Enforcement Department, Mr. Mark Neal, Controller, stated they've identified some issues with some of the processes Code Enforcement handles that could use some improvement and hired this individual to assist with the review of their processes. He noted this would need to be approved subject to legal review. Attorney Cheryl Greene stated she just got their proposal and needs to prepare the Professional Services Agreement, so this should be approved subject to the terms. Ms. Greene state she has concerns about finalization of agreements that are added last minute. She noted she has a standard agreement, but the terms must meet State Board of Accounts very definitive requirements. Mr. Neal requested a copy of those requirements to work with Purchasing to finalize the agreement. Upon a motion made by Mr. Neal, seconded by Mr. Inks and carried, the Professional Services Agreement was approved subject to legal. The Board discussed the following agenda items: - Request to Advertise for 2013 Trucking of Belt -Pressed Biosolids for Land Application Mr. Jacob Klosinski, Environmental Services, stated the information regarding the type of truck the bidder will use for this hauling, must be included with their bid, and if they have subs, they need to submit that information with their bid also. He noted the truck specifications are included in the bid requiring a sealed tailgate, among other things. Mr. Klosinski stated they are looking at doing the specifications differently next year, possibly charging by miles or another category, rather than time. Mr. Gilot noted this is a bid that could apply to a lot of minority contractors. He stated the City needs to increase the use of minority businesses; people are going to judge us by our numbers. Mr. Gilot noted this is an opportunity to increase the numbers. - Award Proposal and Approve Professional Services Agreement — Edison Road Center Turn Lane Construction Mr. John Engstrom, Engineering, stated INDOT provided a scoring sheet for proposals received for this inspection service. Each of the nine (9) firms was scored based on that form, and American Structurepoint was chosen as the high scorer. - Professional Services Contract — Olive Street/Sample Street Overpass Design Agreement Mr. John Engstrom, Engineering, stated that three (3) firms provided Professional Service Contracts which the County and City reviewed and rated. DLZ Indiana, LLC was chosen as the highest scorer. He noted the City picks up 100% of the design cost of this project. Ms. Greene asked if there should be an inter -local agreement with the County for this project, noting there should be some kind of cooperative agreement - Open and Award Quotation — Fire Escape Kits Mr. George King, Purchasing, stated this quote will be opened Tuesday. Fire Chief Steve Cox stated when this was originally done the costs came in between $60,000.00 to $75,000.00, so they looked at a different approach. It was determined that if the rope was purchased and the Fire Department cut out the excess, it would reduce costs. Ms. Greene questioned if that would invalidate the warranty. Chief Cox stated no, it is done all the time. He noted the Fire Department just bought all new turnout gear with safety harnesses, but nothing to hook into. He noted that is why it is important to move forward as soon as possible with this purchase. - Special Purchase — Xtreme Rescue Device for Fire Department Attorney Cheryl Greene stated this is a Special Purchase for HALO rescue devices that are compatible with existing equipment, and after testing, found to be the safest equipment on the market. - Special Purchase — Stryker Power Cots Mr. Andy Meyer, Fire Department, explained the current cots used by the Fire Department are not compatible with the County or Notre Dame's. Ms. Greene stated with contracts with both of these groups, the Fire Department must be able to fulfill the terms of their contract, and the current cots are not compatible. Chief Cox stated these cots have a lift system built in that helps prevent back injury. He noted that initially Strycker was the high bid. However, Ferno's charging AGENDA REVIEW SESSION FEBRUARY 7 2013 24 system for the lift feature are built into the vehicles, so no external charging system can be used, and no other brand of cot is able to fit into the charger. Chief Cox noted that Strycker cots have a removable battery for charging. He added they have had problems with chargers being ripped out when the cots were pulled out of the ambulance, and the expense to repair them is excessive. Chief Cox stated they don't have any in-house technicians to work on the Femo cots, but they have five (5) technicians to work on the Strycker cots. He noted that they will be trading in the old Ferno cots for the new Strycker cots, and will receive credit for the trade-in value. Maintenance Service Agreement — Driving Simulator Fire Chief Cox stated Doron Precision System's, Inc. contract is being renewed for maintenance on the department's driving simulator. He noted there is huge value in this type of equipment; accidents are notably down, with only one (1) that he could recall last year. Professional Services Agreement — Fire Training Center Consulting Fire Chief Steve Cox stated this project is unbelievably exciting to finally see happen, after nearly twenty (20) years of discussion about doing it. He noted it is approximately a $4,000,000.00 project, but the consultant, Development Strategies Group is only charging $49,000.00. He said he spoke to the consultant and his intent is to have it operational by October. PRIVILEGE OF THE FLOOR Mr. Murray Miller, Local No. 645, questioned if the specifications for the 2013 Manhole Repair bid were the same as used in previous years, limiting the bidders. Mr. Gilot stated they were supposed to be redone to open up the bid to make it applicable to more bidders. Ms. Greene stated last year's bid specifications were written so a bidder needed "x" amount of repairs in "x" amount of years, and that was the problem. She noted the specifications required a large amount of repairs that few companies could meet. Ms. Greene added that she thought that wording was taken out. Mr. Gilot request Mr. Eric Horvath, Director of Public Works, review the specifications. 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 1 I : 4 0 a.m. BOARD OF PUBLIC WORKS A40n Gary A. Gilot, President I%zlald, . Inks, Member Michael C. Mecham, Member r { W. Neal, Member E. ois Member.Tida M. Martin, berk REGULAR MEETING FEBRUARY 12 2013 The regular meeting of the Board of Public Works was convened at 9:34 a.m. on Tuesday, February 12, 2013, by Board President Gary A. Gilot, with Board Members Kathryn E. Roos, Michael Mecham and Mark Neal present. Board Member Donald E. Inks was absent. Also present was Board Attorney Cheryl Greene. PUBLIC HEARING — NEW MASSAGE ESTABLISHMENT LICENSE — THERAPEUTIC INDULGENCE Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning a new Massage Establishment License for Therapeutic Indulgence, 904 East Jefferson Boulevard, South Bend, Indiana 46617. It was noted favorable recommendations were received from the Fire Department, Building Department and Police Department. Ms. Sara Frazier, Owner, was present to address the Board. She informed the Board of the location, the hours, and the training and licensing of her staff, and presented the Board with written testimonials to her experience and quality of work. She stated that her husband is a Firefighter and has thoroughly inspected REGULAR MEETING FEBRUARY 12 2013 25 the building and she has obtained an extra $300,000.00 in insurance due to the historic nature of her building. Mr. Gilot noted the Police Department requires that each of her massage therapists be licensed and submit their credentials to the City. She confirmed they are all licensed through the City. There being no one else present wishing to address the Board concerning this matter, the Public Hearing was closed. Therefore, upon a motion made by Mr. Neal, seconded by Mr. Mecham and carried, the application for a new massage establishment was approved. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Roos, seconded by Mr. Neal and carried, the minutes of the Agenda Review on January 17, 2013, the Regular Meeting on January 22, 2013 and the Claims Review Meetings on January 29 and February 5, 2013, were approved. OPENING OF BIDS — PINHOOK WATER TREATMENT PLANT EFFICIENCY IMPROVEMENTS — PROJECT NO. l 12-062 (2012 REVENUE BONDS 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: MILLER-DAVIS COMPANY 1029 Portage Street Kalamazoo, Michigan 49001 Bid was signed by: Mr. Rex Bell Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Five percent (5%) Bid Bond was submitted :m Base Bid $3,327,130.00 Alternate 1 $395,110.00 Alternate 2 $53,510.00 Alternate 3 $36,190.00 Alternate 4 $158,060.00 Total $3,970,000,00 , _.L.D. DOCSA ASSOCIATES,INC. , 1605 King Highway Kalamazoo, Michigan 49001 Bid was signed by: Mr. Jason Docsa Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Five percent (5%) Bid Bond was submitted o Base Bid $3,053,687.00 Alternate 1 S378,100.00 Alternate 2 $52,818.00 Alternate 3 $35,666.00 Alternate 4 $153,923.00 Total $3,674,194.00 ROB]ERI' E. CROSBY, INC. 2805 Freeman Street Fort Wayne, Indiana 46802 Bid was signed by: Mr. Paul Kirk Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Five percent (5%) Bid Bond was submitted REGULAR MEETING FEBRUARY 12 2013 26 :o Base Bid $3,086,592.00 Alternate 1 $369,224.00 Alternate 2 $54,312.00 Alternate 3 $36,676.00 Alternate 4 $153,374.00 Total $3,699,178.00 GRAND RIVER CONSTRUCTION INC. 5025 40t Avenue Hudsonville, Michigan 49464 Bid was signed by: Mr. William Kersaan Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Five percent (5%) Bid Bond was submitted Base Bid $31,118,808.00 Alternate 1 $330,885.00 Alternate 2 $52,896.00 Alternate 3 1 $35,724.00 Alternate 4 $154,144.00 Total $3,692,457.00 Upon a motion made by Mr. Mecham, seconded by Ms. Roos and carried, the above bids were referred to Water Works for review and recommendation. OPENING OF BIDS — MAIN STREET/LAFAYETTE BOULEVARD CONNECTOR -- PROJECT NO. 110-058B SSDA TIF 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: RIETH-RILEY CONSTRUCTION CO. INC. PO Box 1775 South Bend, Indiana 46614 Bid was signed by: Mr. Christopher Wienkauf Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Five percent (5%) Bid Bond was submitted 13000 Base Bid $3,087,667.99 Alternate 1 $216,938.50 Alternate 2 $435,261.97 Total Base Bid and Alternate 1 $3,304,606.49 Total Base Bid and Alternate 2 and Alternate 2 $3,739,868.46 PHEND & BROWN, INC. PO Box 150 Milford, Indiana 46542 Bid was signed by: Mr. Daniel Brown Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Five percent (5%) Bid Bond was submitted an REGULAR MEETING FEBRUARY 12 2013 27 Base Bid $3,511,700,44 Alternate 1 $219,638.50 Alternate 2 $667,454.13 Total Base Bid and Alternate 1 $3,731,338.94 Total Base Bid and Alternate 2 and Alternate 2 $4,398,792.10 C&E EXCAVATING, INC. 53767 CR 9 Elkhart, Indiana 46514 Bid was signed 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 Five percent (5%) Bid Bond was submitted :a Base Bid $3,273,342.30 Alternate 1 $207,600.50 Alternate 2 $378,191,75 Total Base Bid and Alternate 1 $3,480,942.80 Total Base Bid and Alternate 2 and Alternate 2 $3,859,134.55 HRP CONSTRUCTION, INC. 5777 Cleveland Road South Bend, Indiana 46628 Bid was signed by: Mr. Paul Fallon Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Five percent (5%) Bid Bond was submitted :m Base Bid $3,321,000.00 Alternate 1 $210,000.00 Alternate 2 $464,000.00 Total Base Bid and Alternate 1 $3,531,000.00 Total Base Bid and Alternate 2 and Alternate 2 $3,995,000.00 NIBLOCK EXCAVATING, INC. PO Box 211 Bristol, Indiana 46507 Bid was signed by: Mr. Gary Niblock Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Five percent (5%) Bid Bond was submitted . H Base Bid $3,082,492.92 Alternate 1 $285,719.60 Alternate 2 $421,374.39 Total Base Bid and Alternate 1 $3,368,212.52 Total Base Bid and Alternate 2 and Alternate 2 $3,789,586.91 SELGE CONSTRUCTION CO. INC. 283 3 South l I"' Street Niles, Michigan 49120 Bid was signed by: Mr. James Boyles Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted REGULAR MEETING FEBRUARY 12 2013 28 Five percent ON Bid Bond was submitted IC D: Base Bid $3,249,862.46 Alternate 1 $205,838.50 Alternate 2 $467,803.98 Total Base Bid and Alternate 1 $3,455,700.96 Total Base Bid and Alternate 2 and Alternate 2 $3,923,504.93 Upon a motion made by Mr. Gilot, seconded by Mr. Mecham and carried, the above bids were referred to Community Investment for review and recommendation. OPENING OF BIDS — IGNITION PARK PHASE IB MASS GRADING --- PROJECT NO. 112- 072 (AFDA TIC 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: SELGE CONSTRUCTION CO. INC. 2833 South l I" Street Niles, Michigan 49120 Bid was signed by: Mr. James Boyles Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Five percent (5%) Bid Bond was submitted BID: $381,593.36 RIETH-RILEY CONSTRUCTION CO. INC. 25200 SR 23 South Bend, Indiana 46614 Bid was signed by. Mr. Christopher Weinkauf Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Five percent (5%) Bid Bond was submitted BID: $577,447.36 C&E EXCAVATING INC. 53767 CR 9 Elkhart, Indiana 46514 Bid was signed 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 Five percent (5%) Bid Bond was submitted BID: $497,989.98 HRP CONSTRUCTION, INC. 5777 Cleveland Road South Bend, Indiana 46628 Bid was signed by: Mr. Paul Fallon Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Five percent (5%) Bid Bond was submitted BID: $571,100.00 REGULAR MEETING FEBRUARY 12, 2013 29 R&R EXCAVATING, INC. 2010 Went Avenue Mishawaka, Indiana 46545 Bid was signed by: Mr. William Loudin Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Five percent (5%) Bid Bond was submitted BID: $507,485.84 NIBLOCK EXCAVATING INC. PO Box 211 Bristol, Indiana 46507 Bid was signed by: Mr. Gary Niblock Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Five percent (5%) Bid Bond was submitted BID: $466,384,51 INDIANA EARTH, INC. 10343 McKinley Highway Osceola, Indiana 46561 Bid was signed by: Mr. Mark Osler Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Five percent (5%) Bid Bond was submitted BID: $752,396.68 G.E. MARSHALL INC. 1351 Joliet Road Valparaiso, Indian 46385 Bid was signed by: Mr. Frank Marshall Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Five percent (5%) Bid Bond was submitted BID: $678,466.68 PHEND& BROWN, INC. PO Box 150 .. 367 East 1250 North Milford, Indiana 46542 Bid was signed by: Mr. Daniel Brown Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Five percent (5%) Bid Bond was submitted BID: $428,236.68 RITS_CHARD BROS., INC. 1204 West S,.,.... ample Street South Bend, Indiana 46619 Bid was signed by: Ms. Rachelle Dolniak REGULAR MEETING FEBRUARY 12 2013 30 Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Five percent (5%) Bid Bond was submitted BID: $557,138.71 Upon a motion made by Mr. Gilot, seconded by Mr. Mecham and carried, the above bids were referred to Community Investment for review and recommendation. OPENING OF BIDS — COMPRESSED NATURAL GAS FUELING SKID USER DEPARTMENTS 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 bid was opened and publicly read: MOST ENERGY LLC DBA MOST CNG 3 510 Parmenter Street Middleton, Wisconsin 53562 Bid was signed by: Mr. H. Tony Hartmann Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Ten percent (10%) Bid Security was submitted ,5rL,: Item Model SE 200 Reciprocating Manufacturer Simpkins Energy Unit Price $18,950.00 Item Qty I I Compressor (+ Meter) 2 Fill Poles (2 Hoses/Pole) Simpkins Energy $6,900.00 2 3 1 Desiccant -Filled NG Drier PSB-IND, NG-SV $2,500.00 4 1 Storage (Buffer) Tank 50GGE Quantum (Ty e 4) $8,600.00 5 Connecting Valves & Commissioning $1,000.00 Labor to Install (w/in 60 Days of $2,000.00 6 Acceptance) Total $39,950.00 Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the above bid was referred to Equipment Services for review and recommendation. OPENING AND AWARD OF QUOTATION --- FIREFIGHTER ESCAPE KITS FIRE DEPARTMENT) 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: AHS RESCUE 3244 East Thomas Road Phoenix, Arizona 85018 Quotation was submitted by Ms. Irene Stewart 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 nI rnTATION- Item Description Est Qty Unit Price No. 1 HD 26222 SMC — Spec Hook, Black, SMC/PMI 260 $55.58 2 5077AN0015 Safe Tech Rope, 50', Sterling 260 1 $55.60 3 Sewn Eye for Personal/Search Lite, Sterling 260 $11.65 4 HWSAFEDAL Safe D Autolock Carabiner 260 $22.72 w/Lanyard Pin, Sterling REGULAR MEETING FEBRUARY 12 2013 31 MUNICIPAL EMERGENCY SERVICE&INC. 6975 Hillsdale Court Indianapolis, Indiana 46520 Quotation was submitted by Mr. Joe O'Bryan 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: Item to Description Est Qty Unit Price 1 HD 26222 SMC --- Spec Hook, Black, SMC/PMI 260 $55.35 2 5077AN0015 Safe Tech Rope, 50', Sterling 260 $42.92 3 Sewn Eye for Personal/Search Lite, Sterling 260 $10.65 4 HWSAFEDAL Safe D Autolock Carabiner w/Lanyard Pin, Sterling 260 $19.82 ELEVATED SAFETY LLC 858 West Armitage Avenue #405 Chicago, Illinois 60614 Quotation was submitted by Mr. Collin Moon 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 OUOTATION: Item No. Description Est Qty Unit Price I HD 26222 SMC — Spec Hook, Black, SMCIPMI ** 260 $52.33 2 5077AN0015 Safe Tech Rope, 50', Sterling 260 $50.04 3 Sewn Eye for Personal/Search Lite, Sterling 260 $11.21 4 HWSAFEDAL Safe D Autolock Carabiner w/Lanyard Pin, Sterling 260 $20.52 .,_.•. rroposal page was aarzerent rrom tree other two — Listing the Spec Hook as Orange, not Black. Upon a motion made by Mr. Mecham, seconded by Ms. Roos and carried, the above Quotations were referred to the Fire Department for tabulation, review, and recommendation. After reviewing the quotations, Assistant Chief Todd Skwarcan recommended the quote be awarded to Municipal Emergency Services, Inc., in unit prices, not to exceed $33,472.40. Upon a motion by Mr. Mecham, seconded by Ms. Roos and carried, the award recommendation was approved. AWARD PROPOSAL AND APPROVE PROFESSIONAL SERVICES AGREEMENT — EDISON ROAD CENTER TURN LANE CONSTRUCTION INSPECTION — PROJECT NO. 110-079 (LRSA) Mr. John Engstrom, Engineering, advised the Board that on November 20, 2012, proposals were received and opened for the above referenced professional services. After reviewing those proposals, Mr. Engstrom recommended that the Board award the contract to the lowest responsive and responsible company, American Structurepoint, Inc., 211 West Washington Street. Suite 2410, South Bend, Indiana 46601, in the amount of $43,282.48. Therefore, Ms. Roos made a motion that the recommendation be accepted, the proposal be awarded as outlined above and the Professional Services Agreement be approved. Mr. Neal seconded the motion, which carried. APPROVE CHANGE ORDER NO. 2_ (FINAL) AND PROJECT COMPLETION AFFIDAVIT -- 2012 MANHOLE AND SEWER REHABILITATION ITEM NO.7 — PROJECT NO. 112- 002 SEWER CAPITAL Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 2 (Final) on behalf of Monoform of Indiana and Southern Michigan, PO Box 466, South Bend, Indiana 46624 indicating the contract amount be decreased by $1,447.00 for a modified contract sum, including this Change Order, of $958,553.00. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $958,553.00. Upon a motion made by Mr. REGULAR MEETING FEBRUARY 12 2013 32 Gilot, seconded by Ms. Roos and carried, Change Order No. 2 (Final) and the Project Completion Affidavit were approved. APPROVE PROJECT COMPLETION AFFIDAVIT — WESTERN AVENUE AND LAUREL STREET SIGNALIZATION IMPROVEMENT --- PROJECT N0. 1 It 1-079 LRSA Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Martell Electric, LLC, 4601 Cleveland Road, South Bend, Indiana 46628, for the above referenced project, indicating a final cost of $128,000.00. Upon a motion made by Ms. Roos, seconded by Mr. Neal and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — RUSHTON APARTMENTS RENOVATION — MASONRY REHABILITATION — PROJECT NO. 112-037A WWCDA TIF Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Kemna Restoration and Construction, Inc., 1122 Deloss Street, Indianapolis, Indiana 46203, for the above referenced project, indicating a final cost of $105,400,00. Upon a motion made by Ms. Roos, seconded by Mr. Neal and carried, the Project Completion Affidavit was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - ONE 1 OR MORE 2013 VACUUM STREET SWEEPER SEWER DEPARTMENT In a memorandum to the Board, Mr. Matthew Chlebowski, Central Services, requested permission to advertise for the receipt of bids for the above referenced equipment. Mr. Jeff Hudak, Central Services, stated this vehicle is a replacement vehicle and is designed to work on impervious asphalt. He noted if it works well, the goal is to go to this type of sweeper for all future purchases. Upon a motion by Ms. Roos, seconded by Mr. Neal and carried, the request was approved. APPROVAL OF REQUEST -TO ADVERTISE FOR THE RECEIPT OF BIDS - ONE 1 OR MORE NEW SELF-PROPELLED RUBBER TIRED ASPHALT PAVER STREET DEPARTMENT In a memorandum to the Board, Mr. Matthew Chlebowski, Central Services, requested permission to advertise for the receipt of bids for the above referenced equipment. Mr. Jeff Hudak, Central Services, stated this vehicle is a paver utilizing rubber tires rather than the traditional tracks. He noted this is a joint Street Department and Central Services project with both departments putting the specifications together. Upon a motion by Ms. Roos, seconded by Mr. Mecham and carried, the request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — ONE (1) OR MORE, NEW HEAVY DUTY MOBILE LIFTING SYSTEM S (CENTRAL SERVICES 2013 CAPITAL In a memorandum to the Board, Mr. Matthew Chelebowski, Central Services, requested permission to advertise for the receipt of bids for the above referenced equipment. Mr. Jeff Hudak, Central Services, showed the Board a picture of the equipment and stated it is not permanently attached to the floor, it is mobile and used to lift heavy trucks for servicing underneath them. He noted it saves a lot of time because it eliminates the need to creep on their backs, under the vehicle on the floor. Therefore, upon a motion made by Ms. Roos, seconded by Mr. Mecham and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — 2013 STREET AND SEWER MATERIALS (BITUMINOUS MATERIALS: STREETS, SEWER CONCRETE SEWER INSURANCE- CONCRETE MATERIALS: STREETS, CURB AND SIDEWALK SEWERS; SEWER CONCRETE• SEWER INSURANCE ASPHALT EMULSION MATERIALS: STREETS; AGGREGATE MATERIALS: STREETS; CURB AND SIDEWALK; SEWERS; SEWER CONCRETE; SEWER INSURANCE) In a memorandum to the Board, Mr. John Engstrom, Engineering, requested permission to advertise for the receipt of bids for the above referenced materials. Therefore, upon a motion made by Ms. Roos, seconded by Mr. Neal and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS --- THREE (3h MORE, OR LESS 2013 OR NEWER ONE -TON FOUR-WHEEL DRIVE CREW CAB PICK- UP TRUCKS FIRE DEPARTMENT REGULAR MEETING FEBRUARY 12 2013 33 In a memorandum to the Board, Mr. Matthew Chlebowski, Central Services, requested permission to advertise for the receipt of bids for the above referenced vehicles. Ms. Roos questioned if these were replacement or new vehicles. Mr. Jeff Hudak, Central Services, stated one is to replace the van currently used to pull the Fire Safety House, another is a replacement for a Hazmat vehicle with some serious problems, and the other is for the River Rescue use. Fire Chief Steve Cox noted currently the River Rescue team must search for a vehicle when needed; there is none associated with the rescue vehicle. He added this causes them to lose time and is a safety issue. Therefore, upon a motion made by Ms. Roos, seconded by Mr. Mecham and carried, the above request was approved. APPROVAL. OF REQUEST „TO ADVERTISE FOR THE RECEIPT OF BIDS THREE Q), MORE OR LESS PRE -OWNED 2012 OR NEWER MID -SIZE FOUR DOOR SEDAN AUTOMOBILES WITH PARKS AND C DE DEPARTMENTAND HYBRID DRIVE TRAIN (FLRE DEPARTMENT, In a memorandum to the Board, Mr. Matthew Chelebowski, Central Services, requested permission to advertise for the receipt of bids for the above referenced vehicles. Ms. Roos questioned if these were replacement vehicles. Mr. Jeff Hudak, Central Services, stated they all are replacements. Therefore, upon a motion made by Ms. Roos, seconded by Mr. Mecham and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — 2013 RE CKING OF O BELT -PRESSED BIOSOLIDS FOR LAND APPLICATION _(ORGANIC In a memorandum to the Board, Mr. Jacob Klosinski, Environmental Services, requested permission to advertise for the receipt of bids for the above referenced project. Mr. Gilot noted this bid has good potential for meeting MBEIWBE requirements if written to encourage smaller business owners to participate. Mr. George King, Purchasing, stated they have been coordinating this with trucking companies to meet that goal. Mr. Gilot suggested reducing the minimum fleet requirement would allow a smaller business to bid. Mr. Eric Horvath, Director of Public Works, agreed and stated they could look at that, suggesting it could also drive down the bids and provide lower costs to the City. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Mecham and carried, the above request was approved subject to the Public Work's Director working with Organic Resources to review the specifications to encourage Minority Businesses to bid. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — TWO (21 MORE OR LESS PRE -OWNED 2012 OR NEWER COMPACT FOUR -DOOR SEDAN AUTOMOBILES 2013 PARK DEPARTMENT- 2013 CODE DEPARTMENT Ina memorandum to the Board, Mr. Matthew Chlebowski, Central Services, requested permission to advertise for the receipt of bids for the above referenced vehicles. Mr. Jeff Hudak, Central Services, stated these are both replacement vehicles. Ms. Roos questioned if it would be possible that these could be CNG conversions. Mr. Hudak stated it is possible. He noted the placement of the tanks and equipment would be a challenge because these are compact cars and space is already limited. Mr. Gilot asked if hybrids should be requested. Mr. Hudak stated hybrids are an option in the specifications, but he added, the request is for pre -owned vehicles so that option may not be met. Therefore, upon a motion made by Mr. Mecham, seconded by Ms. Roos and carried, the above request was approved. APPROVAL OF MORE OR LESS REQUEST OR NEWER OUR -DOOR HYBRID IUT L UTILITY VEHICLES PT OF BIDS - EN_INE:f 11 � POLICE CAPITAL LEASE PRINCIPAL AND CAPITAL LEASE INTEREST; ONE: SAFETY AND RISK; ONE: WATER WORKS) In a memorandum to the Board, Mr. Matthew Chelebowski, Central Services, requested permission to advertise for the receipt of bids for the above referenced vehicles. Mr. Gilot questioned if these are hybrids. Mr. Chlebowski stated originally the nine Police vehicles were supposed to be hybrids, but the Police Department is changing their minds about hybrids. He stated they feel there is not enough room for all of their Police equipment and want to go to full size vehicles and five all -wheel -drive SUV's. Mr. Chlebowski stated he informed them that he can't make that change on his own, he doesn't have the authority. He noted he has attempted to set up a meeting with the Police Department to discuss the options and has not been able to. Ms. Roos suggested the item be tabled until they could all sit down and discuss hybrid options. Mr. Chlebowski requested approval to move forward with the Water Works and Safety and Risk REGULAR MEETING FEBRUARY 12, 2013 34 vehicles. Attorney Cheryl Greene noted the bid calls for eleven (11) more or less, so they don't have to award eleven (11) vehicles, but it may be good to go ahead and advertise and possibly get bulk pricing. She added they would then also be ready should they decide to move forward with these vehicles for the Police Department. Therefore, upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the above request was approved subject to a meeting with the Police Department. APPROVAL OF RE VEST TO ADVERTISE FOR THE RECEIPT OF BIDS — OUTSOURCING OF BILLING AND MAILING SERVICES FOR WATER WORKS WATER WORKS CONTRACTUAL SERVICES In a memorandum to the Board, Mr. George King, Purchasing, requested permission to advertise for the receipt of bids for the above referenced service. Therefore, upon a motion made by Ms. Roos, seconded by Mr. Neal and carried, the above request 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/Motion/ - Second Professional DLZ Indiana, Olive Street/Sample Street Roos/Mecham Services LLC Overpass Design (Engineering Contract Agreement — Project No. Professional 113-002 Services) Professional Peerless 2013 Semi -Annual $8,950.00 Roos/Neal Services Midwest Groundwater Sampling of (Water Works Agreement Two (2) Cleveland Road Operations and Monitoring Wells, North Maintenance) Station, and Five (5) Monitoring Wells at the South Well Field Professional Jonathon Energy Project $31.00/hour; Roos/Neal Services Geels Specialist/Contractor NTE Subject to a Agreement $25,000.00 Six Month Agreement with the Services to be Reviewed by the Director of Public Works at the End of the Term Amendment H.J. Updated Services to Include City of South Roos/Mecham to Umbaugh & Development of a Financial Bend: $4,000; Professional Associates Plan and Legal Structure for City of Services the Operations of Mishawaka Agreement Consolidated Public Safety $4,0000; St. Access Points (Dispatch Joseph County: Centers) $4,000 Special Xtreme Purchase of HALO Rescue $34,965.00 Roos/Neal Purchase Rescue, Inc. Device for Fire Department (EMS Capital) Special Strycker Purchase of Stryker Power $40,250.00 Roos/Neal Purchase Medical Cots to Allow for (EMS Capital) Compatibility with Other Agencies (e.g. Notre Dame and St. Joseph County) Service Physio Service and Repair of 10 $13,600.00 Roos/Mecham Support Control Life Pak Cardiac Monitors (Fire Dept.) Agreement Renewal Maintenance Doron Driving Simulation System $9,025.00 Roos/Neal Service Precision Maintenance, Support and (Fire Dept.) REGULAR MEETING FEBRUARY 12, 2013 35 Agreement Systems, Inc. Repair for Normal Renewal Operation Lease/ Ricoh USA, Copier Replacement for the $317.70 per Roos/Mecham Purchase Inc. Legal Department Quarter (Legal Agreement Office Equipment) Professional Cardno Master Services Agreement NTE Roos/Mecham Services JFNew — Individual Projects to be $25,000.00 Agreement Added by Task Order (Engineering Professional Services) Professional Development Fire Department Training $49,300.00 Roos/Neal Services Strategies Center Consulting — Project (EMS Capital) Agreement Group No.109-011 Lease/ Ricoh USA, Copier Replacement for the $3 77.70 per Neal/Roos Purchase Inc. Streets and Sewer Quarter for Five Agreement Departments (5) Years (Street Capital Lease Principal; Street Capital Lease Interest; Sewer Capital Lease Principal; Sewer Capital Lease Interest) Statement of IBM Smarter Cities Showcase Additional RATIFY Work IOC Expansion — Amend Scope: RooslMecham Scope of Work $90,000.00 Subject to Funding Professional Jo Ellen Independent Contractor NTE Roos/Neal Services Talos Human Resources Benefits $46,000,00; Subject to Agreement Manager $25.00/hour; 46 Agreement Weeks (Administration and Finance Professional Services) APPROVAL OF APPLICATION FOR LICENSE RENEWAL FOR OPEN AIR BUSINESS — SKINNY'S CONEY CONCESSIONS Mr. Gilot stated that the Board is in receipt of favorable recommendations from Engineering, Code Enforcement, the Building Department, and Community Investment for a License Renewal Application for an Open Air Business for Skinny's Coney Concessions, 59899 Valley View Trail, Osceola, Indiana 46561. This license is for the placement of a mobile hot dog cart at the southwest corner of the intersection of Washington and Main Street, Monday through Saturday, from 9:00 a.m. to 5.00 p.m. February through December. Mr. Cecil Eastman, Administration and Finance, noted the agenda states the northwest corner, but it is the southwest corner. Upon a motion made by Ms. Roos, seconded by Mr. Mecham and carried, the License Application was approved. APPROVAL OF APPLICATION FOR RENEWAL OF LICENSE FOR PUBLIC PARKING FACILITIES Mr. Gilot stated that the Board is in receipt of favorable recommendations from Code Enforcement, Fire Department, Engineering, and Community Investment for Public Parking Facility License Renewals application from AMPCO System Parking, 119 West Wayne Street, South Bend, Indiana 46601, for License Renewals for public parking facilities at 225 South Main Street; 123 North Main Street; 121 South St. Joseph Street; 117 South Williams Street; 119 West Wayne Street; and 322 South Lafayette Boulevard. Community Investment stated they have received complaints about landscaping and general maintenance of AMPCO properties and asks that they provide better maintenance. Code Enforcement stated they may not tow from the lot at 121 South St. Joseph Street because there is not proper signage posted at the lot. Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the License Application was approved REGULAR MEETING FEBRUARY 12, 2013 36 subject to addressing the landscaping concerns and properly posting a sign stating cars will be towed. APPROVAL OF PERMITS/LICENSES The following street closures and processions were presented for approval: Applicant :Description Date/True Location Motion Carried American Procession — May 19, 2013; Leave Wal-Mart on Roos/Mecham Legion Riders Fallen Heroes 8:00 a.m- to Portage Ave. to Bendix Family Ride 12:30 p.m. Dr. to Nirntz Parkway to By -Pass, Continue on State and County Roads Girls on the Procession — May 18, 2013; John Adams High Roos/Neal Run Michiana Girls on the 7:30 a.m. to School through IUSB, Run 5k 11:30 a.m. along Northside Blvd. back to John Adams High School TABLE STREET NAME CHANGE REQUEST — SCHAFER GEAR DRIVE TO SHOWERLUX DRIVE Mr. Gilot advised that the Board is in receipt of a request from Mr. Somaschini North America, LLC, the owner of South Bend Gear located at 3801 Schafer Gear Drive, South Bend, Indiana 46628, to rename Schafer Gear Drive, Showerlux Drive, the original name of the street. Somaschini North America, LLC, acquired Schafer Gear and he stated in a letter that GPS devices still recognize the street as Showerlux Drive. Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the request was tabled until confirmation is made on who holds title to the property and to confirm that another business is not located on this street also. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the following traffic control devices were approved: NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATIONS: 810 South Gladstone Street 2801 Mishawaka Avenue 1121 Allen Street 2201 South Michigan Street REMARKS: All criteria has been met APPROVE AMENDED IRREVOCABLE LETTER OF CREDIT: Mr. Tony Molnar, Division of Engineering, submitted the following amended irrevocable Letter of Credit to the Board and recommended approval: IRREVOCABLE STANDBY LETTER OF CREDIT NO....:-2544726682 ISSUED BY: MutualBank FOR: Cleveland Woods Development Co., LLC — Fernwood — Phase Three AMOUNT: $61,870.00 EXPIRES: January 31, 2014 IMPROVEMENT: Amend Irrevocable Letter of Credit No. 2544726682 for Failure to Complete Required Sanitary Sewer and Municipal Water in Project Mr. Gilot made a motion that the Letter of Credit, as outlined above, be approved. Ms. Roos seconded the motion, which carried. FILING OF CERTIFICATE OF INSURANCE Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the Certificate of Insurance for the following business was accepted for filing: A. Royal Holdings, Inc. REGULAR MEETING FEBRUARY 12, 2013 37 RATIFY APPROVAL OF EXCAVATION AND OCCUPANCY BONDS Mr. Anthony Molnar, Division of Engineering, recommended that the following Excavation and Occupancy Bonds be ratified pursuant to Resolution 100-2000 as follows: Business Bond Type Yp Approved) Released Effective Date G&M Pride, Inc. DBA Faubion Excavation Approved January 22, 2013 Plumbing, Heating & A/C Custom & More Tree Experts, Inc. Occupancy Approved January 28, 2013 Ms. Roos made a motion that the Bonds approval as outlined above be ratified. Mr. Mecham seconded the motion, which carried. APPROVE CLAIMS Mr. Neal stated that a request to pay the following claims in the amounts indicated has been received by the Board; each claim is fully supported by an invoice; the person receiving the goods or services has approved the claims; and the claims have been filed with the City Fiscal Officer and certified for accuracy. Name Amount of Claim Date City of South Bend $1,727,070,06 02/12/2013 City of South Bend $20,898.75 02/05/2013 and 02/08/2013 St. Joseph County Housing Consortium $100,371.38 01/14/2013 Mr. Neal stated the St. Joseph County Consortium Claim is for housing renovations to a home on Cottage Grove Street. He noted this is a perfect example of how these renovations become excessive and are not a good use of funds. Upon a motion made by Ms. Roos that after review of the expenditures, the claims be approved as submitted, seconded by Mr. Mecham and carried, the Claims were approved. 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 11:15 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President Michael Mecham, Member d E Inks, Member ark Neal, Member amber �-L' da M. Martin, Clerk