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Home My WebLink About05/09/13 Board of Public Works AgendaCITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION May 9, 2013 —10:30 a.m. Location: 1308 County -City Building South Bend, Indiana 46601 AGENDA REVIEW SESSION 1. RESOLUTION A. No. 25 -2013 — Honoring Director of Economic Development Donald Inks for His Dedicated Service to the City of South Bend, Indiana 2. AGREEMENTS /CONTRACTS /PROPOSALS /ADDENDA A. Fixed Rate Hold Agreement and Lease Financing Proposal — PNC Equipment Finance, LLC 1. Service: Lease Financing for City Vehicles and Related Equipment 2. Amount: $1,689,669.59 for Five Years; Ten Semi - Annual Payments of $174,831.39 3. Funding: CCD (406.0401.415.38.0 land 02); MVH (202.0607.431.37.11 and 12); Engineering (101.0602.431.37.11 and 12) 3. NON - RESIDENTIAL BLOCK PARTY UPDATE A. Applicant: Bike Michiana Coalition 1. Description: Date of Event Changed from May 15, 2013 to May 14, 2013 2. Favorable Recommendations 4. PROCESSIONS A. Applicant: Matthy's Little League 1. Event: Opening Day Kids' Parade 2. Date /Time: May 11, 2013; 8:30 a.m. to 9:45 a.m. 3. See Comments: Police Department B. Applicant: Holy Cross and St. Stanislaus Parish 1. Event: May Procession 2. Date /Time: May 10, 2013; 8:30 a.m. to 10:30 a.m. 3. Favorable Recommendations REGULAR MEETING 1. REVIEW OF MINUTES A. Agenda Review Session: April 18, 2013; Regular Meeting: April 23, 2013 B. Claims Review Meeting: April 30, 2013 C. Special Meeting: May 6, 2013 2. OPENING AND AWARD OF BIDS — APPROVE CONTRACT A. Infrared Pavement Patching 2013 — Project No. 113 -014 1. Funding: Streets — Paving B. One (1), or More, 2013 or Newer, One -Ton Four -Wheel Drive Extended Cab Pick -Up Truck GARY A. GILOT DAVID P. RELOs KATHRYN E. Roos MICHAEL C. MECHAM MARK W. NEAL Page 1 1. Funding: 2013 Traffic Capital Lease Principal and Interest ( 202. 0607 .431.37.11/202.0607.431.37.12) C. One (1) or More, 2013 or Newer, 18,000 lb. Four -Wheel Drive Chassis with Dump Bed 1. Funding: 2013 Park Department Capital (201.1101.452.43.02) D. One (1) or More, 2013 or Newer, Single Axle Dump Truck with Dump Bed 1. Funding: 2013 Code Enforcement Capital Budget (101.1201.415.43.02) 3. AWARD BIDS AND APPROVE CONTRACT A. Water Works Customer Billing 1. Company: InfoSend, Inc. 2. Amount: Unit Prices; Three -Year with Option for Three -Year Renewal 3. Funding: Water Works Operating Fund (620.0640.657.31.35) B. Wastewater Treatment Plant Detritus Grit Tank Drive Restoration — Project No. 112 -068 1. Company: Robert E. Crosby, Inc. 2. Amount: $108,400 3. Funding: Environmental Services /Wastewater O &M /Repair Parts (641.0630.793.23.10) C. One (1) or More, 2012 or Newer, 35 -Ton Paver Special Trailer 1. Company: Southeastern Equipment Co., Inc. 2. Amount: $47,665 3. Funding: Streets Capital Lease Principal and Interest ( 202. 0607 .431.37.11/202.0607.431.37.12) (Spec R) D. One (1) or More, 2012 or Newer, Dual Fuel Gasoline and LP Powered Lift Truck 1. Company: Hull Lift Truck 2. Amount: $24,597.22 3. Funding: 2013 Parks Capital (201.101.452.43.02) (13K021) 4. REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET A. Leighton Parking Garage Lighting Upgrades — Project No. 113-013 1. Funding: CED Capital (601.0462.645.43.10) B. Janitorial/Cleaning Supplies 2013 1. Funding: Various C. Memorial Parking Phase 3B — Project No. 113 -015 1. Title Sheet 2. Funding: Central Medical TIF (426.1050.460.42.01) (10J070) D. Studebaker Plaza — Project No. 113 -007 1. Title Sheet 2. Funding: SBCDA TIF (420.1050.460.42.01) (12J018) GARY A. GILOT DAVID P. RELOs KATHRYN E. Roos MICHAEL C. MECHAM MARK W. NEAL Page 2 5. REQUEST TO ADVERTISE FOR PROPOSALS A. Management and Marketing of the City of South Bend Organic Resources Facility 1. Funding: Organic Resources 6. RESOLUTIONS A. No. 26 -2013 — A Resolution of the South Bend Board of Public Works on Disposal of Unfit and /or Obsolete Property 1. Description: One (1) Cannon Color Copier 3220 — Central Services B. No. 27 -2013 — A Resolution of the South Bend Board of Public Works on Disposal of Unfit and /or Obsolete Property 1. Description: One (1) 2000 Freightliner Dump Truck — Code Enforcement C. No. 28 -2013 — A Resolution of the South Bend Board of Public Works on Disposal of Unfit and /or Obsolete Property 1. Description: Water Meters — Water Department D. No. 29 -2013 — A Resolution of the South Bend Board of Public Works on Disposal of Unfit and /or Obsolete Property 1. Description: Morris Performing Arts Center Various Radios and Office Equipment E. No. 30 -2013 — A Resolution of the City of South Bend, Indiana Board of Public Works for the Disposal of Surplus Property 1. Description: Retirement of Police Officer — Gun F. No. 31 -2013 — A Resolution of the City of South Bend, Indiana Board of Public Works for the Disposal of Surplus Property 1. Description: Retirement of Police Officer — Gun G. No. 32 -2013 — A Resolution of the Board of Public Works of the City of South Bend, Indiana, Regarding the Appointment of Two (2) Appraisers for the Appraisal of Certain Property to be Sold to the City of South Bend Building Corporation in Connection with the Replacement of Fire Station No. 5 and the Construction of a New Fire Safety Training Facility 7. AGREEMENTS /CONTRACTS /PROPOSALS /ADDENDA A. Amendment to Contract — Rebuilding Together St. Joseph County 1. Description: Increase 2013 Contract to Complete Necessary HVAC Repairs to Three Homes 2. Amount: $20,000 (New Total $120,000) 3. Funding: CDBG (212.1001.460.39.30) (13JC13) B. Professional Services Proposal — Weaver Boos Consultants GARY A. GILOT DAVID P. RELOs KATHRYN E. Roos MICHAEL C. MECHAM MARK W. NEAL Page 3 1. Description: Environmental Consulting Services for 520 South Lafayette Boulevard — Former Studebaker Museum Lot — Quarterly Groundwater Sampling of All Existing Monitoring Wells 2. Amount: $57,417 3. Funding: Loss Recovery Fund (227.0401.415.31.06) C. Professional Services Proposal — Webster Environmental Associates, Inc. 1. Description: Assist with the Study and Assessment of Odor Concerns and Elevated Levels of Hydrogen Sulfide along IN Tek/IN Kote Sanitary Sewer Collection System 2. Amount: NTE $23,722 3. Funding: Environmental Services, Wastewater Contractual Services Other (641.0630.793.63.35) D. 2013 Rain Barrel Project Underwriting — Greening the Bend 1. Description: City to Co- Underwrite Rain Barrel Artist for Greening the Bend Event 2. Amount: $500 3. Funding: Wastewater Contractual Services (641.0630.793.63.35) E. Release of Mortgage — Long Thanh Lam and Xuan Mai Thi Tran 1. Description: 1101 Clover Street — Mortgage Transferred from the Corporation for Entrepreneurial Development (CED) to the Board of Public Works when the CED Dissolved, Mortgage is Paid. F. Amendment to the Addendum to the Master Agency Agreement Supplement No. 6 — Redevelopment Commission 1. Description: Fellows Street Corridor Improvement Project — Project No. 112- 006 — G. Professional Services Amendment to Agreement — Christopher B. Burke Engineering, LLC 1. Description: Fellows Street Corridor Improvement Project — Project No. 112- 006 - Intersection Improvements Design 2. Amount: $28,300 3. Funding: SSDA TIF (430.105.0460.31.06) (11J019) H. Professional Services Supplemental Agreement No. 1 — DLZ Indiana, LLC 1. Description: Fellows Street Corridor Improvement Project — Project No. 112- 006 — Right of Way Acquisition Services 2. Amount: $18,000 3. Funding: SSDA TIF (430.105.0460.31.06) (11J019) I. Professional Services Agreement — Donohue /Herceg & Associates 1. Description: Wastewater Treatment Plant Ferric Chloride Chemical Feed System Design 2. Amount: NTE $29,800 GARY A. GILOT DAVID P. RELOs KATHRYN E. Roos MICHAEL C. MECHAM MARK W. NEAL Page 4 3. Funding: Environmental Services, Wastewater Engineering (641.0630.793.31.02) J. Professional Services Agreement — American Structurepoint, Inc. 1. Description: Sage Road Lift Station and Poppy Road Lift Station Improvements — Design of Valve Replacements, Bypass Pumping Solutions and Improvements 2. Amount: NTE $48,770 3. Funding: Environmental Services, Wastewater Engineering (641.0630.793.31.02) K. Addendum to the Master Agency Agreement — Redevelopment Commission 1. Description: Memorial Parking, Phase 3B — Project No. 113 -015 — Demolish Two Buildings; Clear and Grade Site; Install New Parking Lot 2. Funding: Central Medical TIF (426.1050.460.42.01) (10J070) L. Donation Agreements — Wells Fargo Bank, N.A. 1. Description: Wells Fargo Demolished Structures at 1243 Eclipse Place and 1630 Longley Street; Lots being Donated to City for Future Reuse; Acceptance of Property Contingent upon Wells Fargo Completing Clearance of Properties 2. Amount: $3,000 /per Lot Paid to City 3. Funding: EDIT (408.1201.415.98.89) M. Service Agreement — Public Safety Medical 1. Description: Fire Fighter Wellness Initiative 2. Amount: $661.16 plus Other Per Unit Pricing For Firefighter Physicals 3. Funding: Medical Surgical Dental (101.0901.422.11.15) 8. LICENSES AND PERMITS A. Processions 1. Applicant: Christian Educators Association a) Event: Christian Educators Association 5K b) Date /Time: October 25, 2013; 7:00 a.m. to 9:00 a.m. c) Favorable Recommendations B. Sidewalk Cafe Permits 1. Applicant: The Vine a) Location: 103 West Colfax Street b) Hours of Operation: Monday through Sunday 11:00 a.m. to 12:00 a.m. c) Favorable Recommendations 2. Applicant: The South Bend Chocolate Company a) Location: 122 South Michigan Street GARY A. GILOT DAVID P. RELOs KATHRYN E. Roos MICHAEL C. MECHAM MARK W. NEAL Page 5 b) Hours of Operation: Sunday 7:00 a.m. to 11:00 p.m.; Monday through Thursday 6:00 a.m. to 10:00 p.m.; Friday 6:00 a.m. to 12:00 a.m.; Saturday 7:00 a.m. to 12:00 a.m. c) Favorable Recommendations 3. Applicant: Fiddler's Hearth a) Location: 127 North Main Street b) Hours of Operation: Sunday 11:00 a.m. to 9:00 p.m.; Monday and Tuesday 11:00 a.m. to 11:00 p.m.; Wednesday through Saturday 11:00 a.m. to 1:00 a.m. c) Favorable Recommendations 4. Applicant: Le Peep of South Bend a) Location: 127 South Michigan Street b) Hours of Operation: Monday through Friday 6:30 a.m. to 2:00 p.m.; Saturday and Sunday 7:00 a.m. to 2:00 p.m. c) Favorable Recommendations 5. Applicant: Jimmy John's a) Location: 138 South Michigan Street b) Hours of Operation: Monday through Saturday 10:00 a.m. to 9:00 p.m.; Sunday 10:00 a.m. to 3:00 p.m. c) Favorable Recommendations C. Use of City -Owned Property — Community Garden 1. Applicant: Henry Davis a) Location: 3821 West Washington Street b) Favorable Recommendations D. Traffic Restriction Request 1. Applicant: Indiana University South Bend a) Event: E -Waste Recycling Fest b) Location: Make 201h Street One -Way from Mishawaka Ave. to Northside Blvd. c) Date /Time: May 11, 2013; 9:00 a.m. to 2:00 p.m. d) Favorable Recommendations E. Encroachments /Revocable Permit 1. Applicant: TRANSPO a) Locations: Various throughout the City b) Description: Designated Bus Stops c) See Comment: Engineering stated signs must be installed and constructed according to South Bend standards. F. Vacation 1. Applicant: Lisa Strege GARY A. GILOT DAVID P. RELOs KATHRYN E. Roos MICHAEL C. MECHAM MARK W. NEAL Page 6 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION May 9, 2013 —10:30 a.m. Location: 1308 County -City Building South Bend, Indiana 46601 a) Location: East /West Alley between Lindsey Street and Van Buren Street from Blaine Street to the first North/South Alley b) Purpose: Security c) Favorable Recommendations 2. Applicant: Living Stones Church a) Location: Portion of the East /West Alley between Fameman St. and Donmoyer Ave. going East from Fellows from the Western Edge of the Property Line of Lot No. 4 to the Dead -End of the Alley b) Purpose: Build Playground for Church c) Favorable Recommendations; St. Joseph County states Some Property Owners along the Alley are Encroaching into the Public Right -of -Way 9. CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE A. Location: Property at South Side of Dunn Road between Willis and Burdette Streets; A apart of the Southeast Quarter of Section 31, Township 38 North, R 3 E, Clay Township — Sewer and Water 10. REVISE SIGNIFICANT USER INDUSTRIAL WASTEWATER DISCHARGE PERMITS A. Company: Unifrax 1, LLC 1. Location: 54401 Smilax Road, New Carlisle B. Company: McCormick & Company, Inc. 1. Location: 3425 West Lathrop Drive C. Company: Transfer from New Energy Corp. to SB Ethanol Assets, LLC 1. Location: 3201 West Calvert St. 11. CERTIFICATES OF INSURANCE A. Progressive Environmental Services, Inc. dba SWS Environmental Services, Panama City Beach, Florida B. Front Range Environmental, LLC, McHenry, Illinois 12. RATIFY BONDS A. Excavation Bonds 1. Maynard Miller Excavating, Inc. — Approved May 2, 2013 B. Occupancy Bond 1. Luis Evia — Approved April 28, 2013 2. Jenna Hotel Investments DBA South Bend Doubletree — Approved May 1, 2013 GARY A. GILOT DAVID P. RELOs KATHRYN E. Roos MICHAEL C. MECHAM MARK W. NEAL Page 7 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS AGENDA REVIEW SESSION May 9, 2013 —10:30 a.m. Location: 1308 County -City Building South Bend, Indiana 46601 13. CLAIMS 14. PRIVILEGE OF THE FLOOR 15. ADJOURNMENT NOTICE FOR HEARING AND SIGHT IMPAIRED PERSONS Auxiliary Aid or Other Services are Available upon Request at No Charge. Please Give Reasonable Advance Request when Possible. GARY A. GILOT DAVID P. RELOS KATHRYN E. RODS MICHAEL C. MECHAM MARK W. NEAL Page 8