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Home My WebLink About07/23/13 Board of Public Works MInutes (2)AGENDA REVIEW SESSION JULY 18 2013 215 The Agenda Review Session of the Board of Public Works was convened at 10:34 a.m. on Thursday, July 18, 2013, by Board President Gary A. Gilot, with Board Members David P. Relos, Kathryn E. Roos, and Michael C. Mecham present. Board Member Mark Neal joined the meeting in progress at 10:54 a.m. 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. APPROVAL OF PERMITS/LICENSES The following street closures and processions were. nrP ZPntPrl rnr Applicant Description Date/Time Location Motion Denise Block Party — July 20, August Chapin Street from Carried Roos/Relos Domonkos Non- 3, and Calvert Street to Bruce Residential -- September 9, Street Our Lady of 2013; 12:00 Hungary Parish p.m. to I1:00 Festival p.m, Lori Wick Block Party — July 20, 2013; Eddy Street from Angela Roos/Relos Non- 7:00 a.m., to Blvd. to Napoleon Street Residential — 2:00 p.m. and One Lane of Coffee and Napoleon Street from Cars Eddy Street East to Parking Garage Entrance Board members discussed the following item(s) from the Agenda. - Addendum to the Master Agency Agreement and Professional Services Agreement — Hill Street Improvements — Project No, 113-024 Ms. Liz Maradik, Community Investments stated both of these documents have been approved by the Redevelopment Commission. - Special Purchase - Sanitaire Mr. Jacob Klosinski, Environmental Services, stated Environmental Services is replacing old ceramic diffusers in the aeration tanks because they can't clean them anymore. Since beginning the project, Mr. Klosinski stated they have seen a significant difference in operations with lowered impact on the blowers. He stated they did Aeration tank number 3 previously and realized they needed to do another one due to the benefits derived. Mr. Klosinski noted the old ceramics were so fouled they were forcing the blowers to work harder. He noted they are now getting a better spread of air with the ceramic mixers and this will result in a large energy cost reduction. Mr. Klosinski stated there are over 4,000 membranes being replaced at $12.00 each. He stated Sanitaire is sending an updated contract for Tuesday's Board meeting with the City's Legal Department's requested changes. Mr. Klosinski explained that Sanitaire diffusers are what are in place in all of the tanks, so it is a compatibility issue to use them. - Professional Services Agreement - EmNet, LLC Mr. Patrick Henthorn, Engineering, stated this is the annual contract for service and maintenance with EmNet. He explained the cost has gone up about $10,000.00 from last year due to time and repairs charges, but the subscription cost is the same. - Addendum to Professional Services Agreement — Selectron Technologies, Inc. Mr. Shawn Delahanty, Information Technologies, stated this is an upgrade to the IVR server to assist in the transfer of 311 calls. Ms. Roos asked when this would be up and running. Mr. Delahanty stated approximately six (6) weeks. She requested the recording callers will hear be updated. - Contract Renewal — CDWG Mr. Shawn Delahanty, Information Technologies, stated this is a renewal and an addition of licenses. He stated some users will receive a change in service, and some additional users will be added. Mr, Neal stated the actual net increase is $6,699.76, - Addendum to Contract — Logicalis Mr. Bob Allen, Information Technologies, stated this is an upgrade for a server for better reporting tools for the City's 311 call line. AGENDA REVIEW SESSION JULY 18, 2013 217 them review how Sidewalk Sales can be done in a regulated system that would add to the ambience downtown, noting we don't want ongoing sidewalk sales, but if we are to have them, we need Downtown South Bend to look into the idea and give their input. Mr. Gilot gave Ms. Sun contact information for Aaron Perri, Downtown South Bend, and encouraged her to contact hire and discuss her request with him. No other business came before the Board. The meeting adjourned at 1 I :38 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President Michael C. Mecham, Member ark W. Neal, Member i da M. Martin, erk REGULAR MEETING JULY 23z 2013 The Regular Meeting of the Board of Public Works was convened at 9:32 a.m. on Tuesday, July 23, 2013, by Board President Gary A. Gilot, with Board Members Kathryn Roos and Michael Mecharn present. Board Members David Relos and Mark Neal were absent. Also present was Attorney Larry Meteiver. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of a bid award for the Fire Department Training Center. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Roos, seconded by Mr. Mecham and carried, the Minutes of the Agenda and Claims Review Meeting of July 2, 2013, the Regular Meeting of July 9, 2013, and the Claims Review Meeting of July 16, 2013 were approved. OPENING OF BIDS — INFRARED PAVEMENT PATCHING — PROJECT NO. 113-014 STREETS/PAVING} 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: ASPHALT RESTORATION SERVICES LLC PO Box 2484 South Bend, Indiana 46680 Bid was signed by: Mr. Jamie Brown 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 Five percent (5%) Bid Bond was submitted n ItemgNoDescription 1Patch, 2Patch, Infrared, 2 Inch De th Infrared, 4 Inch Depth Quantit 50,000 SIT 4,600 SPT Unit Price $3.06 $3.13 Total Amount $153,125.00 $12,520.00 $165,645.00 REGULAR MEETING JULY 23 2013 219 BID 2: Upon a motion made by Mr. Mecham, seconded by Ms. Roos and carried, the above bids were referred to Solid Waste and Central Services for review and recommendation. OPENING OF QUOTATIONS — EAST RACE FLOATING DOCK REPLACEMENT — PROJECT NO. 113-019 SEWER REHAB 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: GUS COMMERCIAL DIVERS LLC 12839 Industrial Park Drive PO Box 516 Granger, Indiana 46530 Quotation was submitted by Mr. William Carnes 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: $64,000.00 Upon a motion made by Mr. Mecham, seconded by Ms. Roos and carried, the above Quotation was referred to Engineering for review and recommendation. AWARD BID AND APPROVE CONTRACT — STREET SWEEPING DEBRIS DISPOSAL ON -HAZARDOUS CONTAMINATED WASTE_ DISPOSAL) Mr. Paul South, Street Department, advised the Board that on July 9, 2013, bids were received and opened for the above referenced project. After reviewing those bids, Mr. South recommended that the Board award the contract to the lowest responsive and responsible bidder, Waste Management of Indiana, LLC (Prairie View Landfill), 11505 Shively Road, Wyatt, Indiana 46595 in the amount of $16.00/ ton, Therefore, Ms. Roos made a motion that the recommendation be accepted and the bid be awarded and the contract approved as outlined above. Mr. Mecham seconded the motion, which carried. AWARD BID AND APPROVE CONTRACT -- PREVENTATIVE MAINTENANCE ON THIRTY-TWO 32 GENERATORS FOR WATER WORKS FIRE DEPARTMENT AND ENVIRONMENTAL SERVICES tWATER WORKS FIRE DEPARTMENT WASTEWATER) REGULAR MEETING DULY 23 2013 221 WHEREAS, the Board's authority over streets and sidewalks is similarly granted in accordance with Section 18-2 of the Municipal Code of the City of South Bend; and WHEREAS, the Board is empowered under Ind. Code §36-9-36-17 with the discretion to require the owners of abutting property to construct or repair the owners' own sidewalks or curbs; and WHEREAS, there are approximately 750 miles of sidewalks and similar amount of curbing within the City of South Bend; and WHEREAS, the Board hereby recognizes that there are economies of scale constructing both sidewalk and curb concurrently and in having construction completed on multiple adjacent properties; and WHEREAS, on April 23, 2013 the Board approved its Resolution No. 23-2013 to implement a voluntary sidewalk and curb replacement program for City property owners which includes cost -sharing between the City and the property owner ("Program") and; WHEREAS, the Board desires to expand the Program to allow participation in the Program and any related cost -sharing to include not -far -profit corporations organized for educational, literary, scientific, religious or charitable purposes that are exempt from taxation under Section 501 of the Internal Revenue Code. NOW, THEREFORE, BE IT RESOLVED BY THE CITY OF SOUTH BEND BOARD OF PUBLIC WORK AS FOLLOWS: I , The Board hereby revises and expands the voluntary curb and sidewalk program previously described in the Board's Resolution No. 23-2013 adopted on April 23, 2013 to include property owners that are not -for -profit corporations organized for educational, literary, scientific, religious or charitable purposes that are exempt from taxation under Section 501 of the Internal Revenue Code. ADOPTED at a meeting of the City of South Bend Board of Public Works held on July 23, 2013, at 9:30 a.m., in Room 1308, County -City Building, South Bend, Indiana 46601, CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Kathryn E. Roos ATTEST: s/ Michael C. Mecham s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 43-2013 — A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY Upon a motion made by Ms. Roos, seconded by Mr. Mecham and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 43-2013 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY WHEREAS, it has been determined by the Board of Public Works that the following property is unfit for the purpose for which it was intended and is no longer needed by the City of South Bend: FELLOWS PAPER SHREDDER — POWERSHED 280 IMAGISTICS COPIER EQUIPMENT HC063 REGULAR MEETING JULY 23 2013 223 Professional Dixon One -Year Inspection for De artment) $900.00 Roos/Mecham Services Engineering Water Works Ireland Road (Water Works Agreement Tank ---- Project No. 112- Operation and Supplement INDOT 036 Edison Road Left Turn Maintenance) $13,259.00 — Mecham/Roos No. I to Lane at Gordon Drive — New Total Project Project No. 110-079 — $3$ 529.00 Coordinatio Increase Local Share (LRSA) n Contract $13,800.00 Professional Carl Walker, Inc. Membrane Sealer and Joint Mecham/Roos Services Replacement Evaluations (Parking Proposal for Three Parking Garages Garage Fund) — Project No. 113-025 Special Sanitaire Compatibility Purchase — $60,91 I.00 Roos/Mecham Purchase (Xylem) Wastewater Treatment (Environment Plant Low Pressure al Services, Membrane Diffuser Wastewater, Replacement for Aeration Contractual Tank 2 Purchase and Other Installation Services) Addendum Logicalis Upgrade UCCX Phone N/A Roos/Mecham to Contract Queue Server — No Monetary Change Professional EmNet, LLC 2013-2014 Service $195,168.00 Roos/Mecham Services Contract (Wastewater Agreement Contractual Professional DLZ Indiana, East Bank Phase 4 Storm Services) N/A Roos/Mecham Services LLC Sewer Separation Design Supplement Services — Project No. 112- al 041 — Scope Modification Agreement — No Monetary Change No. 1 Quotation Sunguard Public C1ick2Gov Software $17,490.00 Roos/Mecham Sector Upgrade (General Addendum Redevelopment Hill Street Improvements — Fund) (NNDA TIF) Roos/Mecham to the Commission Curb, Sidewalk, and Alley Master Improvements - Northeast Agency Neighborhood — Project Agreement No. 113-024 Professional Abonmarche Hill Street Improvements - $19,300.00 Roos/Mecham Services Consultants Curb, Sidewalk, and Alley (NNDA TIF) Proposal Improvements - Northeast Neighborhood — Project No. 113-024 Professional Santiago Garces Economic Development $2,500.00 Roos/Mecham Services Tracking Tool (DCI Admin) Proposal Development for Investment and Job Tracking APPROVAL OF PERMITS/LICENSES The following street closures and nrocegoinm ,x,fra nrr canfPrl -.,,. nr„ Applicant Description -- Date/Time vu 1V1 u�P1V YQl, Location Motion Derrick Weaver Block Party — August 3, 2013, Lindsey Street from Carried Roos/Mecham Non- 9:00 a.m. to Scott Street to Leland Residential — 2.30 p.m. Avenue Saint Paul REGULAR MEETING JULY 23, 2013 225 FAVORABLE RECOMMENDATION - PETITION TO VACATE THE-NORTH/SOUTH ALLEY FROM WESTERN AVENUE TO THE FIRST EAST/WEST ALLEY BETWEEN TAYLOR AND WILLIAMS STREET Mr. Gilot indicated that Ms. Mary Beth Roncz has submitted a request to vacate the above referenced alley. Mr. Gilot advised the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Area Plan Commission, Engineering, and the Fire and Police Departments. Area Plan stated the vacation would not hinder the growth or orderly development of the unit or neighborhood in which it is located or to which it is contiguous; the vacation would not make access to the lands of the aggrieved person by means of public way difficult or inconvenient; the vacation would not hinder the public's access to a church, school or other public building or place; and the vacation would not hinder the use of a public right-of-way by the neighborhood in which it is located or to which it is contiguous. Community Investment stated the condition of the alley surface reveals that it's not been used as a thoroughfare for some time, and the adjacent alleys have been vacated leaving a half alley. Therefore, Ms. Roos made a motion recommending approval of the request for vacation. Mr. Mecham seconded the motion which carried. APPROVE TRAFFIC CONTROL DEVICE Upon a motion made by Ms. Roos, seconded by Mr. Mecham and carried, the Following traffic control device was approved: NEW INSTALLATION: Reserved Handicapped Accessible Parking Space Sign APPLICANT: Lorraine Penn PERMIT NO.: 2 LOCATION: North Side of Jefferson Boulevard, Second Handicapped Parking Spot East of Lafayette Boulevard DATES/TIMES: Mondays through Fridays; 7:15 a.m. to 5:15 p.m. REMARKS: All criteria has been met FILING OF CERTIFICATES OF INSURANCE Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the Certificates of Insurance for the following businesses were accepted for filing: A. Van Ausdall & Farrar, Inc. B. E-ONE, Inc. C. Lonnie Jimerson D/B/A Do All Concrete RATIFY APPROVAL AND/OR RELEASE CONTRACTOR AND EXCAVATION BONDS Mr. Anthony Molnar, Division of Engineering, recommended that the following Contractor and Excavation Bonds be ratified pursuant to Resolution 100-2000 and/or released as follows: Business Band Type Yp Approved/ Released Effective Date MAAJ Concrete, Inc. Contractor Approved June 27, 20 33 Miller Builders Contractor Approved June 27, 2013 Walls by Walls Contractor Approved July 15, 2013 Testech, Inc. Excavation Approved July 8, 2013 Major Drilling Environmental, LLC Excavation Approved July 10, 2013 Concord Electric, Inc. Excavation Release August 6, 2013 Mr. Gilot made a motion that the Bonds approval and/or release as outlined above be ratified. Ms. Roos 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 of South Bend $4,825,912.98 of South Bend $2,061,397.79 of South Bend $3,723,956.21 Date 07/ 19/2013 07/23/2013 07/16/2013 and 07/19/2013