The URL can be used to link to this page

Home My WebLink About11/12/13 Board of Public Works MeetingAGENDA REVIEW SESSION NOVEMBER 7, 2013 326 The Agenda Review Session of the Board of Public Works was convened at 10:36 a.m. on Thursday, November 7, 2013, by Board President Mr. Gary A. Gilot, with Board Members David P. Relos, Kathryn E. Roos, Michael C. Mecham present. Mark Neal was absent. Also present was Board Attorney Cheryl Greene. Board of Public Works Acting Clerk, Melinda Lercel, presented the Board with a proposed agenda of items presented by the public and by City Staff. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — ASBESTOS REMOVAL AND DISPOSAL — PROJECT NO. 113-045 (AEDA TIF) In a memorandum to the Board, John Engstrom, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Ms. Roos, seconded by Mr. Mecham and carried, the above request was approved. Board members discussed the following item(s) from that list. -Access Agreement — Hull Ms. Ann Kolata, Community Investment stated that they would like to put up both temporary and then potentially permanent monitoring wells along Right -of -Way to test ground water. Wells will be in place for up to 8 quarters of monitoring. Intent is to see how far there is a groundwater problem. Mr. Gilot made note that Hull would need to be diligent in regards to doing the underground locates due to Metronet. Arnold Street is considered to be a minor street, but when it comes to communications the street is critical. -Police Patrol Vehicles Mr. Chris Voros stated that the leasing and financial is all set up. Ms. Roos asked if they were SUV's. Mr. Voros stated that they are all wheel drive sedans, not SUV's and that they get better gas mileage. -Voice Recording System Ms. Greene noted that the specifications were missing both the Non -Collusion Form and Indiana Business Preference. Mr. Voros noted that the police department was under the impression that we did not have to tell the vendors, or provide them with the Business Preference form, but that the vendor was responsible for claiming it if they chose to. Ms. Greene questioned whether or not there were any MBEE/WBE businesses included in the request for quote, and noted that the budgeted amount should not have been included in the specs, that we could be getting ourselves in a situation if we request specific numbers from vendors with no real intent to award and that if the bids were to be opened, the vendors would then be revealing their competitive edge. Ms. Greene recommended that we reject all bids received and return unopened. -Bid Process Ms. Roos suggested a "refresher" for all purchasing reps to go through going over what is RFP, RFQ, Bid deadlines, prepared specifications, etc. -Award of Sage Road and Poppy Road Lift Station Modifications Jacob Klosinksi, Environmental Services stated that bids were received at the last Board Meeting. Bids came in a little higher than was expected, but they have the funds, and have decided to go with Selge. The biggest item that caused the overage was adding valves that we weren't aware were needed (line stop valves). Mr. Gilot stated they are very expensive parts. -Water Works Well Recondition or Replacement John Wiltrout, Water Works stated that they initially thought that they were only looking at reconditioning. Might be just as cost effective to go new, vs. reconditioning a ten year old piece of equipment. Ms. Green stated it was difficult to understand what the basis of the bid was. When looking at the quote sheet, it is very difficult to decipher what you were using to base your decision on. Eric Horvath, Director of Public Works stated this should have gone out as an RFP so we would weigh the criteria a little differently. Ms. Greene stated she sees a real challenge getting this done as it stands. Board approves the Mr. Horvath working with Water Works to submit an addendum stating we would like to go with replace one and reconditioning the other. -Historical Streetlight Replacement —East Wayne Historical District Paul South, Street Department stated he was requesting these two (2) special purchase agreements for Historical Poles and Light Fixtures for East Wayne Historical District. This is needed equipment; Proprietary Material Justification. 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 11:46 a.m. AGENDA REVIEW SESSION NOVEMBER 7, 2013 327 BOARD OF PUBLIC WORKS Gary A. Gilot, President David P. Re os, ember thryn E oos, Member /t., , — — Miefta , Member /I ark W. ea , Member i da M. Martin, Cl rk REGULAR MEETING NOVEMBER 12, 2013 The regular meeting of the Board of Public Works was convened at 9:36 a.m. on Tuesday, November 12, 2013, by Board President Gary A. Gilot, with Board Members David P. Relos, Kathryn E. Roos, Michael C. Mecham present. Mark Neal was absent. Mr. Neal arrived at 10:08 a.m. Also present was Board Attorney Cheryl Greene. Acting Clerk, Melinda Lercel, presented the Board with a proposed agenda of items presented by the public and by City Staff. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Roos, seconded by Mr. Mecham and carried, the minutes of the Agenda Review Session on October 17, 2013, the Regular Meeting on October 22, 2013, and the Claims Meetings of the Board held on October 29, 2013 and November 5, 2013, were approved. OPENING OF BIDS —TRUCKING OF MATERIAL FROM THE CITY OF SOUTH BEND'S ORGANIC RESOURCES FACILITY 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: 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, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Ten (10%) Bid Bond was submitted Indiana Local Business Preference Claim form was submitted n Item No. Est. Qty. Item Cost Per Ton 1 Per Ton Trucking of Material from the City of South Bend's Organic Resources Facility to Earth Movers Landfill located at 26488 County Road 26, Elkhart Indiana $8.00 1 Per Ton Trucking of Material from the City of South Bend's Organic Resources Facility to Prairie View Landfill located at 15505 Shively Road, Wyatt Indiana RIETH-RILEY CONSTRUCTION CO. INC. 25200 State Road 23 South Bend, Indiana 46614 Bid was signed by: Mr. Christopher Weinkauf REGULAR MEETING NOVEMBER 12, 2013 328 Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Ten (10%) Bid Bond was submitted Indiana Local Business Preference Claim Form was submitted IC H Item No. Est. Qty. Item Cost Per Ton Trucking of Material from the City of South Bend's 1 Per Ton Organic Resources Facility to Earth Movers Landfill $11.00 located at 26488 County Road 26, Elkhart Indiana Trucking of Material from the City of South Bend's 1 Per Ton Organic Resources Facility to Prairie View Landfill $10.25 located at 15505 Shively Road, Wyatt Indiana **See Voluntary Alternate Below** Item No. Est. Qty. Item Cost Per Ton LOADING and Trucking of Material from the City of $10.00 1 Per Ton South Bend's Organic Resources Facility to Earth Movers ($1.00/Ton Landfill located at 26488 County Road 26, Elkhart Indiana Savings) LOADING and Trucking of Material from the City of $9.25 1 Per Ton South Bend's Organic Resources Facility to Prairie View ($1.00/Ton Landfill located at 15505 Shively Road, Wyatt Indiana Savings) We offer the above unit prices as a voluntary alternate with the following conditions: • If awarded the work at the above unit prices Rieth-Riley shall be allowed to load the material with their OWN equipment and labor (excavator or loader) during the allowed working hours. The above unit prices may only be accepted if Rieth-Riley is awarded the contract to load and truck the entire volume of material (all estimated 100,000 CYS) If awarded the contract at the above prices and work is allowed to begin by December 1, 2013, Rieth-Riley will have the entire volume of material (100,000 CYS) loaded and hauled to the specified landfill(s) by April 1, 2014. (The production rates, as specified in the base bid, would mandate almost a year to haul this material away.) Rieth-Riley can offer some of the trucking to a Disadvantaged Business Enterprise if awarded the contract in its entirety. TRUCKS R US INC. 23942 State Road 2 South Bend, Indiana 46619 Bid was signed by: Ms. Olivia Wojtas Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Ten (10%) Bid Bond was submitted Indiana Local Business Preference Claim Form was submitted 10193 Item No. Est. Qty. Item Cost Per Ton Trucking of Material from the City of South Bend's Organic 1 Per Ton Resources Facility to Earth Movers Landfill located at 26488 County Road 26, Elkhart Indiana $8.40 1 Per Ton Trucking of Material from the City of South Bend's Organic Resources Facility to Prairie View Landfill located at 15505 $8.40 REGULAR MEETING NOVEMBER 12 2013 329 Road, Wyatt Indiana KLINK TRUCKING, INC P.O. Box 428 Ashley, Indiana 46705 Bid was signed by: Mr. Sean Watt Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Ten (10%) Bid Bond was submitted Indiana Local Business Preference Claim Form was submitted n Item No. Est. Qty. Item Cost Per Ton Trucking of Material from the City of South Bend's Organic 1 Per Ton Resources Facility to Earth Movers Landfill located at 26488 County Road 26, Elkhart Indiana $6.65 Trucking of Material from the City of South Bend's Organic I Per Ton Resources Facility to Prairie View Landfill located at 15505 Shively Road, Wyatt Indiana $6.65 FANIO SERVICES. INC. 28015 State Road 23 North Liberty, Indiana 46554 Bid was signed by: Ms. Cindy Elliott Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Ten (10%) Bid Bond was submitted Indiana Local Business Preference Claim Form was submitted I - Me Item No. Est. Qty. Item Cost Per Ton Trucking of Material from the City of South Tend7s Organic 1 Per Ton Resources Facility to Earth Movers Landfill located at 26488 $10.00 per County Road 26, Elkhart Indiana Cubic Yard 1 Per Ton Trucking of Material from the City of South Bend's Organic Resources Facility to Prairie View Landfill located at 15505 $10.00 per Shively Road, Wyatt Indiana CuhiC Yard ROSE COR INC. dba GREEN WORLD ENVIRONMENTAL MANAGEMENT 51541 Wetherington Court Granger, Indiana 46530 Bid was signed by: Mr. Chris Rose Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Ten (10%) Bid Bond was submitted :e Item I Est. Qty. I Item I Cost Per Ton REGULAR MEETING NOVEMBER 12, 2013 330 No. Trucking of Material from the City of South Bend's Organic 1 Per Ton Resources Facility to Earth Movers Landfill located at 26488 $5.81 County Road 26, Elkhart Indiana Trucking of Material from the City of South Bend's Organic 1 Per Ton Resources Facility to Prairie View Landfill located at 15505 $6.75 Shively Road, Wyatt Indiana **See Voluntary Alternate Below** Item No. Est. Qty. Item Cost Per Ton Trucking of Material from the City of South Bend's Organic 1 Per Ton Resources Facility to Earth Movers Landfill located at 26488 $3.31 County Road 26, Elkhart Indiana Trucking of Material from the City of South Bend's Organic 1 Per Ton Resources Facility to Prairie View Landfill located at 15505 $3.68 Shively Road, Wyatt Indiana The Alternate option provided is priced with the assumption that the City of South Bend would provide all fuel required for the service and it can be isolated and verified through the use of fuel cards/keys assigned for each vehicle which is also equipped with GPS devices. Upon a motion made by Mr. Mecham, seconded by Mr. Relos and carried, the above bids were referred to Environmental Services for review and recommendation. OPENING OF BIDS —FOUR (4) MORE OR LESS, 2013 OR NEWER ALL WHEEL DRIVE POLICE PATROL VEHICLES 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: BLOOMINGTON FORD, INC. 2200 S. Walnut Street Bloomington, Indiana 47401 Bid was signed by: Mr. Sam Roberts Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Ten (10%) Bid Bond was submitted KING Description Year/Make/Model UM 2013 or Newer All -Wheel Drive Police Patrol Vehicle 2014 Ford Police Interceptor AWD Sedan Option No. Description Cost Total 1 Patrol Car $1,375.00 $1,375.00 2 Slick Top $1,525.50 $1,525.50 3 Detective Car $1,149.25 $1,149.25 4 Two Tone Paint Scheme $790.00 $790.00 Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the above bids were referred to the Police Department for review and recommendation. OPENING OF BIDS —ONE (1) OR MORE 2013 OR NEWER COMPACT TRACK LOADER REGULAR MEETING NOVEMBER 12 2013 331 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: RPM MACHINERY 3953 Ralph Jones Parkway South Bend, Indiana 46628 Bid was signed by: Mr. Andrew Parmater Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Ten (10%) Bid Bond was submitted on Description Year/Make/Model Unit Price 2013 or Newer New 2013 Case TV380 CTL $56,995.00 Compact Track Loader Option# Description Cost Total 1 Standard bucket with bolt on blade $1,599.00 $1,599.00 2 48" pallet forks $845.00 $845.00 3 24"cold planer $12,175.00 $12,175.00 4 72" broom $3,3 55.00 $3,395.00 5 Trailer — The following are minimum specifications for a trailer to haul the above Skid $13,200.00 $13,200.00 Steer Loader. Kauffman tilt bed 22' or equal 17,000 lbs. minimum capacity, hydraulic brakes, metal deck, plate fenders, 48" ramps, adjustable tow eye, all lights and safety equipment to meet DOT standards. Year Make/Model — Trade In Unit Price 1998 Unit 293, Gehl Skid Loader, SN411078 $4,500.00 MACALLISTER MACHINERY 25734 State Road 2 South Bend, Indiana 46619 Bid was signed by: Mr. Jack Zubaty Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted No Bid Bond was submitted Indiana Local Business Preference Claim Form was submitted ON Description Year/Make/Model Unit Price 2013 or Newer Caterpillar Compact Track Loader $62,907.97 Compact Track REGULAR MEETING NOVEMBER 12, 2013 332 Option# Description Cost Total 1 Standard bucket with bolt on blade $1,136.00 $1,136.00 2 48" pallet forks $926.00 $926.00 3 24" cold planer $18,651.00 $18,651.00 4 72" broom $6,393.00 $6,393.00 5 Trailer — The following are minimum specifications $5,970.00 $5,970.00 for a trailer to haul the above Skid Steer Loader. Kauffman tilt bed 22' or equal 17,000 lbs. minimum capacity, hydraulic brakes, metal deck, plate fenders, 48" ramps, adjustable tow eye, all lights and safety equipment to meet DOT standards. Year Make/Model — Trade In Unit Price 1998 Unit 293, Gehl Skid Loader, SN411078 $4,000.00 WAKARUSA EQUIPMENT CO. 66349 SR 19 Wakarusa, Indiana 46573 Bid was signed by: Mr. John Rannells Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Ten (10%) Bid Bond was submitted Indiana Local Business Preference Claim Form was submitted N Description Year/Make/Model Unit Price 2013 or Newer Takeuchi T.L. 10 CTL $53,000.00 Compact Track Loader Option# Description Cost Total 1 Standard bucket with bolt on blade $1,675.00 $1,675.00 2 48" pallet forks $675.00 $675.00 3 24"cold planer $18,2 00.00 $18,200.00 4 72" broom $3,990.00 $3,990.00 5 Trailer — The following are minimum $10,700.00 $10,700.00 specifications for a trailer to haul the above Skid Steer Loader. Kauffman tilt bed 22' or equal 17,000 lbs. minimum capacity, hydraulic brakes, metal deck, plate fenders, 48" ramps, adjustable tow eye, all lights and safety equipment to meet DOT standards. Year Make/Model — Trade In Unit Price REGULAR MEETING NOVEMBER 12, 2013 333 1998 I Unit 293, Gehl Skid Loader, SN911078 WEST SIDE TRACTOR SALES 25166 West State Road 2 South Bend, Indiana 46619 Bid was signed by: Mr. Matt Center Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Ten (10%) Bid Bond was submitted Indiana Local Business Preference Claim Form was submitted n Description Year/Make/Model Unit Price 2013 or Newer 2014 Deere 329E $64,700.00 Compact Track Loader Option# Description Cost Total 1 Standard bucket with bolt on blade $1,170.00 $1,170.00 2 48" pallet forks $660.00 $660.00 3 24"cold planer $14,360.00 $14,360.00 4 72" broom $5,290.00 $5,290.00 5 Trailer —The following are minimum specifications for $6,850.00 $6,850.00 a trailer to haul the above Skid Steer Loader. Kauffman tilt bed 22' or equal 17,000 lbs. minimum capacity, hydraulic brakes, metal deck, plate fenders, 48" ramps, adjustable tow eye, all lights and safety equipment to meet DOT standards. Year Make/Model — Trade In Unit Price 1998 Unit 293, Gehl Skid Loader, SN#11078 $6,000.00 WYATT SALES & SERVICE 66400 State Road 331 Wyatt, Indiana 46350 Bid was signed by: Mr. Ron Holderbaum Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Ten (10%) Bid Bond was submitted Indiana Local Business Preference Claim Form was submitted Description Year/Make/Model Unit Price 2013 or Newer New Holland 4C238 Compact Track Loader $55 700.00 Compact Track Loader REGULAR MEETING NOVEMBER 12, 2013 334 Option# Description Cost Total 1 Standard bucket with bolt on blade $1,125.00 $1,125.00 2 48" pallet forks $750.00 $750.00 3 24" cold planer $20,400.00 $20,400.00 4 72" broom $7,580.00 $7,580.00 5 Trailer — The following are minimum Cannot Meet Cannot Meet specifications for a trailer to haul the above Skid Specifications Specifications Steer Loader. Kauffman tilt bed 22' or equal 17,000 lbs. minimum capacity, hydraulic brakes, metal deck, plate fenders, 48" ramps, adjustable tow eye, all lights and safety equipment to meet DOT standards. Year Make/Model — Trade In Unit Price 1998 Unit 293, Gehl Skid Loader, SN#11078 $8,500.00 BOBCAT OF MICHIANA 28747 Old US 33 West Elkhart, Indiana 46516 Bid was signed by: Mr. Michael Carrico Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted Ten (10%) Bid Bond was submitted Indiana Local Business Preference Claim Form was submitted C Description Year/Make/Model Unit Price 2013 or Newer Bobcat T-750 Track Loader $50,604.00 Compact Track Loader Option# Description Cost Total 1 Standard bucket with bolt on blade $1,320.00 $1,320.00 2 48" pallet forks $1,213.00 $1,213.00 3 24" cold planer $12,459.00 $12,459,00 4 72" broom $3,007.00 $3,007.00 5 Trailer — The following are minimum specifications for $9,853.00 $9,853.00 a trailer to haul the above Skid Steer Loader. Kauffman tilt bed 22' or equal 17,000 lbs. minimum capacity, hydraulic brakes, metal deck, plate fenders, 48" ramps, adjustable tow eye, all lights and safety equipment to meet DOT standards. Year Make/Model — Trade In Unit Price 1998 Unit 293, Gehl Skid Loader, SN#11078 $4,750.00 REGULAR MEETING NOVEMBER 12, 2013 335 Upon a motion made by Mr. Mecham, seconded by Mr. Relos and carried, the above bids were referred to the Street Department for review and recommendation. OPENING OF PROPOSAL — BOLAND DRIVE MULTI -USE PATH — PROJECT NO. 113- 047 Mr. Gilot advised that this was the date set for the receiving and opening of sealed Proposals for the above referenced Professional Services proposal. The following Proposals were received and opened: THE TROYER GROUP 550 Union Street Mishawaka, Indiana 46601 LAWSON-FISHER ASSOCIATES P.C. 525 West Washington Avenue South Bend, Indiana 46601 DLZ 2211 East Jefferson Boulevard South Bend, Indiana 46615 AMERICAN STRUCTUREPOINT INC 7260 Shadeland Station Indianapolis, Indiana 46256-3957 DONOHUE/HERCEG 211 West Washington Street, Suite 2100 South Bend, Indiana 46601 CHA 1251 North Eddy Street, Suite 201 South Bend, Indiana 46617 Mr. Gilot noted that professional engineering services need not be bid. Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the above Proposals were referred to Engineering for review and recommendation. TABLED - OPENING OF QUOTATIONS — WATER WORKS NORTH STATION WELL RECONDITION OR REPLACEMENT —PROJECT NO 113 046 Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referenced project. John Wiltrout, Water Works requested that this be tabled due to ambiguity with the specifications. This request went out prior to the meeting, so no bids were received or opened. Upon a motion made by Ms. Roos, seconded by Mr. Mecham and carried, the opening of the above Quotations was tabled. OPENING OF QUOTATIONS — IGNITION PARK SOUTH DEMOLITIONS PHASE 4 — PROJECT NO. 113-044 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: B&J EXCAVATION INC 1104 West Donald Street South Bend, Indiana 46613 Quotation was submitted by Mr. Darnell O'Neal QUOTATION: Item No. Description Quantity Unit Unit Price Total Amount 1 Demolish 913-915 West Indiana Avenue 1 Lump Sum $10,000.00 $10,000.00 2 Demolish 725-747 West Indiana Avenue I Lump Sum $li,000.00 $13,000.00 REGULAR MEETING NOVEMBER 12, 2013 336 3 Clear Property at 1522 Prairie Avenue I Lump Sum $4 000.00 $4,000.00 4 Remove Existing Curbing 45 LF $360.00 $360.00 5 Remove Existing Sidewalk 25 SYD $120.00 $120.00 Remove 24" Tree on Kemble 6 Ave., cut off flush with the 1 EA round $900.00 $900.00 7 1 Install New Straight Curb 1 45 1 LF $1,300.00 $1,300.00 8 Install New 4" Concrete 25 SYD Sidewalk $620.00 $620.00 9 Environmental Allowance ] I Lump Sum $5,000.00 $5,000.00 Total Amount of Quote (Calculate Here and Copy of First Page of Quote Form) $35,300M TOROK EXCAVATING & DEMOLITION 825 S. Fellows South Bend, Indiana 46601 Quotation was submitted by Mr. William Torok QUOTATION: Item No. Description Quantity Unit Unit Price Total Amount 1 Demolish 913-915 West Indiana 1 Lump Sum Avenue $12,480.00 $12,480.00 2 Demolish 725-747 West Indiana 1 Lump Sum Avenue $22 670.00 $22,670.00 3 Clear Property at 1522 Prairie I Lump Sum Avenue $1,000.00 $1,000.00 4 Remove Existing Curbing 45 LF $450.00 $450.00 5 Remove Existing Sidewalk 25 SYD $250.00 $250.00 Remove 24" Tree on Kemble 6 Ave., cut off flush with the I EA ground $800.00 $800.00 7 Install New Straight Curb 45 LF $1,430.00 $1,430.00 8 Install New 4" Concrete 2S SYD Sidewalk $1,650.00 $1,650.00 9 Environmental Allowance 1 I Lump Sum 1 $5,000.00 $5,000.00 Total Amount of Quote (Calculate Here and Copy of First Page of Quote Form) $45,730.00 JACKSON SERVICES 1674 N 750W Rochester, Indiana 46975 Quotation was submitted by Ms. Beverly Jackson QUOTATION: Item Total No. Description Quanti Unit Unit Price Amount Demolish 913-915 West Indiana - I Avenue I Lump Sum p $20,000.00 2 Demolish 725-747 West Indiana Avenue 1 Lump Sum p $35,000.00 3 Clear Property at 1522 Prairie Avenue ] Lump Sum p $1,000.00 4 Remove Existing Curbing 45 LF $32.22 $1,450.00 5 Remove Existing Sidewalk 25 SYD $30.00 $750.00 Remove 24" Tree on Kemble 6 Ave., cut off flush with the 1 EA round $550.00 $550.00 7 Install New Straight Curb 45 LF $54.55 $2,454.75 8 Install New 4" Concrete Sidewalk 25 SYD $61.24 $1,530.00 9 Environmental Allowance 1 I Lump Sum $5,000.00 $5,000.00 Total Amount of Quote (Calculate Here and Copy of First Page of Quote Form) $67,734.75 R&R EXCAVATING. INC. 2010 Went Avenue Mishawaka, Indiana 46545 REGULAR MEETING NOVEMBER 12, 2013 337 Quotation was submitted by Mr. William Loudin QUOTATION: Item No. Description Quantity Unit Unit Price Total Amount I Demolish 913-915 West Indiana Avenue I Lump Sum $18,525.00 $18,525.00 2 DemoAvenulesh 725-747 West Indiana 1 Lump Sum $36,147.00 $36,147.00 3 Clear Property at 1522 Prairie Avenue I Lump Sum $2,000.00 $2,000.00 4 Remove Existing Curbing 45 LF $10.00 $450.00 5 Remove Existing Sidewalk 25 SYD $10.00 $250.00 Remove 24" Tree on Kemble 6 Ave., cut off flush with the 1 EA round $2,000.00 $2,000.00 7 Install New Straight Curb 45 LF $55.00 $2,475.00 8 Install New 4" Concrete Sidewalk 25 SYD $90.00 $2,250.00 9 Environmental Allowance 1 Lump Sum $5,000.00 $5,000.00 Total Amount of Quote (Calculate Here and Copy of First Page of Quote Form) $69,097.00 RITSCHARD BROS., INC. 1204 West Sample Street South Bend, Indiana 46619 Quotation was submitted by Mr. Donald Ritschard, Jr. QUOTATION: Item No. Description QuantityUnit Unit Price Total Amount I Demolish 913-915 West Indiana Avenue I Lump Sum $21,953.00 $21,953.00 2 Demolish 725-747 West Indiana Avenue I Lump Sum $46,122.00 $46,122.00 3 Clear Property at 1522 Prairie Avenue I Lump Sum $7,522.00 $7,522.00 4 Remove Existing Curbing 45 LF $28.00 $1,260.00 5 Remove Existing Sidewalk 25 SYD $28.00 $700M Remove 24" Tree on Kemble 6 Ave., cut off flush with the 1 EA 7 ground $3,000.00 $3,000.00 Install New Straight Curb 45 LF $58.00 $2,610.00 8 Install New 4" Concrq Sidewalk 25 SYD $100.00 $2,500.00 9 I Environmental Allowance I I Lump Sum $5,000.00 $5,000.00 Total Amount of Quote (Calculate Here and Copy of First Page of Quote Form) $9Q667.00 Upon a motion made by Mr. Mecham, seconded by Ms. Roos and carried, the above Quotations were referred to Engineering for review and recommendation. REJECT AND RETURN - OPENING OF QUOTATIONS SOUTH BEND POLICE DEPARTMENT RECORDING SYSTEM Ms. Roos recommended that this Opening of Quotations be tabled due to Terms and Conditions not being clear in the specifications, and some documents that should have been included were missing. She noted the City is not ready to bid this equipment at this time. Therefore, all bids received will be rejected and returned unopened. Upon a motion made by Mr. Relos, seconded by Mr. Mecham, and carried, the above Quotations were rejected. AWARD BID AND APPROVE CONTRACT — SAGE ROAD AND POPPY ROAD LIFT STATION MODIFICATIONS —PROJECT NO 113-039 Jacob Klosinski, Environmental Services, advised the Board that on October 22, 2013, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Kloskinski recommended that the Board award the contract to the lowest responsive and responsible bidder Selge Construction Co., Inc., 2833 S. 1 Ith Street, Niles, Michigan 49120, in REGULAR MEETING NOVEMBER 12, 2013 338 the amount of $547,785.00. 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. TABLED - AWARD BID AND APPROVE CONTRACT — NINE (9) COMPLETE RADIO - FREQUENCY IDENTIFICATION (RFID) ON -BOARD SYSTEMS FOR SOLID WASTE DIVISION Eric Horvath, Director of Public Works requested that this award be tabled until there is an opportunity to demonstrate the system capabilities to the Board of Public Works. Therefore, Mr. Mecham made a motion that this award be tabled. Ms. Roos seconded the motion, which carried. AWARD BID AND APPROVE CONTRACT — SALE OF CITY PROPERTY -1219 HOWARD STREET Debrah Jennings, Community Investment, advised the Board that on October 22, 2013, bids were received and opened for the above referenced property. After reviewing those bids, Ms. Jennings recommended that the Board award the contract to the highest, best use of the property, bidder, Five Corners, LLC, 814 Marietta, South Bend, Indiana 46601, in the amount of $2,438.00. Therefore, Ms. Roos made a motion, that the recommendation be accepted and the bid be awarded as outlined above. Mr. Relos seconded the motion, which carried. AWARD QUOTATION — HISTORICAL STREET LIGHT REPLACEMENT — EAST WAYNE HISTORICAL DISTRICT Paul South, Street Department, advised the Board that a quotation was received for light poles from Traditional Concrete, Inc. based on Proprietary Material Justification for Historical Requirements. After reviewing that quotation, Mr. South recommended that the Board award the contract to Traditional Concrete, Inc., P.O. Box 157, Menomonee Falls, Wisconsin 53052-0157 in the amount of $8,100.00. Therefore, Ms. Roos made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Mr. Mecham seconded the motion, which carried. AWARD QUOTATION — HISTORICAL STREET LIGHT REPLACEMENT — EAST WAYNE HISTORICAL DISTRICT Paul South, Street Department, advised the Board that a quotation was received for light fixtures from Herwig Lighting, Inc. based on Proprietary Material Justification for Historical Requirements. After reviewing that quotation, Mr. South recommended that the Board award the contract to Herwig Lighting, Inc., P.O. Box 768, Russellville, Arkansas 72811 in the amount of $12,455.00. Therefore, Ms. Roos made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Mr. Mecham seconded the motion, which carried. APPROVAL OF REQUEST TO REJECT BIDS — ONE (1) OR MORE 2013 OR NEWER SINGLE AXLE DUMP TRUCK WITH 14' DUMP BED In a memorandum to the Board, Jeff Hudak, Central Services, requested permission to reject all bids for the above referenced equipment due to budget constraints. Therefore, upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the above request was approved. APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — COLD MILLING — 2013 PAVING PROGRAM — PROJECT NO 113-012 (STREETS/PAVING) Mr. Gilot advised that Mr. Paul South, Street Department, has submitted Change Order No. 1 (Final) on behalf of J.L. Milling, Inc., 15262 Industrial Drive, Vicksburg, Michigan 49087, indicating the contract amount be decreased by ($32,960.82) for a modified contract sum, including this Change Order, of $42,039.18. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $42,039.18. Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved. APPROVE CHANGE ORDER NO 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — CURB MACHINE SERVICES — PROJECT NO 112-024 (STREETS) Mr. Gilot advised that Mr. Paul South, Street Department, has submitted Change Order No. 1 (Final) on behalf of Selge Construction Company, Inc., 2833 South I I'h Street, Niles, Michigan 49120, indicating the contract amount be decreased by ($42,018.75) for a modified contract sum, including this Change Order, of $7,781.25. Additionally submitted was the Project Completion REGULAR MEETING NOVEMBER 12, 2013 339 Affidavit indicating this new final cost of $7,781.25. Upon a motion made by Ms. Roos, seconded by Mr. Mecham and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved. APPROVE PROJECT COMPLETION AFFIDAVIT — RUSHTON APARTMENTS RENOVATION PHASE I — PROJECT NO 112-037B (W WCDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Morcon Construction, Inc., 5905 Golden Valley Road, Golden Valley, Minnesota 55422, for the above referenced project, indicating a final cost of $82,499.91. Upon a motion made by Mr. Relos, seconded by Mr. Mecham and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — WATEWATER TREATMENT PLANT AUTOMATION OF DO CONTROLS FOR AERATION BLOWERS — PROJECT NO. 111-070 (WASTEWATER CAPITAL O&M) Mr. Gilot advised that Mr. Jacob Klosinski, Environmental Services, has submitted the Project Completion Affidavit on behalf of Mason Engineering and Construction, 5720 Huguenard Road, Fort Wayne, Indiana 46818, for the above referenced project, indicating a final cost of $749,773.60. Upon a motion made by Mr. Mecham, seconded by Ms. Roos and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — ORGANIC RESOURCES SITE IMPROVEMENTS — PROJECT NO 112-OIIA (ORGANIC RESOURCES IMPROVEMENTS) Mr. Gilot advised that Mr. Jacob Klosinski, Engineering, has submitted the Project Completion Affidavit on behalf of Walsh & Kelly, Inc., 24358 State Road 23, South Bend, Indiana 46614, for the above referenced project, indicating a final cost of $447,795.20. Upon a motion made by Ms. Roos, seconded by Mr. Mecham and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — WASTEWATER TREATMENT PLANT — DETRITUS GRIT TANK DRIVE RESTORATION — PROJECT NO. 112-068 (ENVIRONMENTAL SERVICES/WASTEWATER O&M) Mr. Gilot advised that Mr. Jacob Kloskinski, Environmental Services, has submitted the Project Completion Affidavit on behalf of Robert E. Crosby, Inc„ 2805 Freeman Street, Fort Wayne, Indiana 46802, for the above referenced project, indicating a final cost of $108,400.00. Upon a motion made by Ms. Roos, seconded by Mr. Mecham and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — NORTH STATION RESERVOIR PAINTING —PROJECT NO 113-028 (OPERATIONS) Mr. Gilot advised that Mr. John Wiltrout, Water Works, has submitted the Project Completion Affidavit on behalf of Ziolkowski Construction, 4050 Ralph Jones Drive, South Bend, Indiana 46628, for the above referenced project, indicating a final cost of $10,090.00. Upon a motion made by Ms. Roos, seconded by Mr. Mecham and carried, the Project Completion Affidavit was approved. APPROVE CLOSURE OF CONTRACT — 2013 CURB MACHINE SERVICES — PROJECT NO. 113-011C (MVH CURB AND SIDEWALK) Mr. Gilot advised that Mr. Paul South, Street Department, has requested that the above referenced project be closed as the City of South Bend has not required any services from this Contract. No work has been performed under this contract by the contractor and no fees have been associated with this contract. Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the Contract was closed. REGULAR MEETING NOVEMBER 12, 2013 340 APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — ONE (1) 2013 OR NEWER 66,000 LB. GV WR TRI-AXLE ROLL -OFF CHASSIS In a memorandum to the Board, Jeff Hudak, Central Services, requested permission to advertise for the receipt of bids for the above referenced equipment. Therefore, upon a motion made by Ms. Roos, seconded by Mr. Mecham and carried, the above request was approved. APPROVE TITLE SHEET— WASTEWATER TREATMENT PLANT ADMINISTRATION BUILDING HVAC UPGRADE Mr. Gilot advised that the Title Sheet for the above referenced project was being presented at this time for execution. Upon a motion made by Mr. Relos, seconded by Ms. Roos and carried, the above referenced Title Sheet was approved and signed. ADOPT RESOLUTION NO. 61-2013 — 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. Relos and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.61-2013 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 Information Technology Department of the City of South Bend: VARIOUS COMPUTERS AND MONITORS (See Attached List) WHEREAS, Indiana Code 5-22-22 permits and establishes procedure for disposal of personal property which is unfit for the purpose for which it was intended and which is no longer needed by the City. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that the items listed above are no longer needed by the City; are unfit for the purpose for which they were intended and have an estimated value of less than one thousand dollars ($1,000.00). BE IT FURTHER RESOLVED that said items may be transferred or sold at public auction or private sale, without advertising. However, if the property is deemed worthless, such may be demolished or junked. ADOPTED this 12th day of November, 2013 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ David P. Relos s/ Kathryn E. Roos s/ Michael C. Mecham s/ Mark W. Neal ATTEST: s/Linda M. Martin, Clerk The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for approval: Type Business Description Amount/ Motion/ Funding Second Professional Howard E. GASB 45 Actuarial Services $6,500.00 Mr. Relos/Ms. Services Nyhart for Fiscal Year Ending (Administrati Roos REGULAR MEETING NOVEMBER 12, 2013 341 Proposal Company, December 31, 2013 on and Inc. Finance Professional Services) Modification Sewer Modification to Pre- Ms. Roos/Mr. to Policy Insurance Qualification Process, Item Relos Policy No. i.3., to Require Contractor's Submission of Non -Collusion and Non - Debarment Affidavit Contract Business Design, Implementation, $8,330.00 Nfs. Roos/Mr. Information Hosting, and Training for Relos Systems Agenda Management Software for Board of Public Works, City Clerk, and Redevelopment Commission Professional Indiana Provides Funding for $29,700.00 Ms. Roos/Mr. Services Housing Conducting Foreclosure (State Mecham Contract Community Prevention Counseling and Funding) Development Intervention Referred through Authority the Indiana Foreclosure (IHCDA) Prevention Network (IFPN) Agreement Urban Formalizes Urban Enterprise $150,000.00 Mr. Relos/Ms. Enterprise Association of South Bend, (UEA Funds) Roos Association Inc. (UEA) Commitment for of South Covering Costs of Bend, Inc. Demolitions in Enterprise Zone Professional Indiana Provides Funding for Certain $3,639.13 Ms. Roos/Mr. Services Housing Outreach Activities to (State Relos Contract Community Educate and Inform the Public Funding) Development of the Making Home Authority Affordable (MHA) Program (IHCDA) Professional Lawson- Design Floating Trash Screen $6,900.00 Ms. Roos Mr. Service Fisher and Prepare Bid Documents (Professional Mecham Proposal Associates, for Small Hydro Unit at Fish Services P.C. Ladder Agreement Ricoh Replacement One (1) at Ms. Roos/Mr. Copier/Printer/Faxes for Main $107.95 Per Mecham Street, Olive Street, North Month Plus Station, and Colfax Avenue Maintenance Water Works Locations and Three (3) at $90.46 Per Month Plus Maintenance (Lease/Mainte Special Midwest 5/8" thru 1" Water Meters nance) $296,064.00 Ms. Roos/Mr. Purchase Meter with ADE Orion Remove (Revenue Relos Company Data Profile Transmitters Bonds) Agreement M.E. Large Water Meter NTE Ms. Roos/Mr. Simpson Co., Evaluation, Testing and $70,000.00 Relos Inc. Repair Annually with No Price Increase through December 31, 2016 Access Hull To Install Temporary and/or N/A Ms. Roos/Mr. Agreement Permanent Groundwater Relos Monitoring Wells in the East REGULAR MEETING NOVEMBER 12, 2013 342 and West Right -of -Way of Arnold Street between West Poland and West Sample and the East and West Right -of - Way of Laurel Street between the Railroad Right -of -Way and Western Avenue. Access Ceol Mor River Crossing Number 2 and N/A Ms. Roos/Mr. Agreement Properties CSO Number 49 Outflow Mecham Easement from Owner of Crooked Ewe to the Board of Public Works for Access to Maintain this Facility Access Ceol or Right of Way Dedication Properties from Owner to the Board of Public Works for Wider Sidewalk Along the North 7N/AMs.Agreement Side of the 1000 Block of Lincoln Way East, to Support the Redevelopment of the old VFW Site into the Crooked Ewe APPROVAL OF PERMITS/LICENSES The following street closures and processions were presented for approval: Applicant Description Date/Time Location Motion Carried St. Margaret's Winter Walk February 16, On Route as Submitted Ms. House 2014 2014; 1:00 p.m. Roos/Mr. to 4:30 p.m. Relos Saint Joseph St. Nick Six December 7, On Route as Submitted Ms. Catholic 2013; 7:00 a.m. Roos/Mr. Church to 11:30 a.m. Relos APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the following traffic control devices were approved: NEW INSTALLATION: Handicapped Accessible Parking Space Sign (Roos and Relos) LOCATIONS: 1709 S. Douglas Street 218 N. Birdsell 725 N. Cleveland Avenue 1246 E. Miner Street 1214 S. 29`h Street REVISION: Protected Left Turn Phase to Existing Signals (Roos/Relos) LOCATION: Ironwood Drive and Calvert Street (Milburn Blvd.) COMMENTS: Request from Gary West, Director of Engineering for the City of Mishawaka; Attached Left Turn Signal Warrant Analysis NEW INSTALLATION: No Parking 6 a.m, to 6 p.m. (Roos/Mecham) LOCATION: North Side of Milton Street 100' West of Fellows Street COMMENTS: Students Parking on Milton Street Causing Sight Distance Problems and Blocking Access to Ms. Jennifer Smiths' Driveway. Milton Street is 25' Wide. REVISION: Two Way Stop to Four Way Stop (Roos/Mecham) LOCATION: Huey Street and Bergan Street Intersection COMMENTS: Stop Sign Warrants Have Been Met REVISION: School Zone Speed Limit from 25 MPH to 20 MPH (Roos/Mecham) REGULAR MEETING NOVEMBER 12, 2013 343 LOCATIONS: Colfax Avenue West Side of Hill Street to West Side of St. Peter Street St. Louis Boulevard from the South Side of LaSalle Avenue to the South Side of Colfax Avenue NEW INSTALLATION: School Zone Speed Limit —20 MPH (Roos/Relos) LOCATIONS: Hill Street from the North Side of LaSalle Street to the South Side of Colfax Avenue LaSalle Avenue from the West Side of Hill Street to the East Side of St. Louis Boulevard COMMENTS: See Attached School Zone Speed Limit Report REVISION: Move "No Parking Zone" Signs from West Side to East Side of Notre Dame Avenue between LaSalle Avenue and Cedar Street (Roos/Meeham) RATIFY APPROVAL AND/OR RELEASE CONTRACTOR AND EXCAVATION BONDS Mr. Anthony Molnar, Division of Engineering, recommended that the following Contractor and Excavation RnndR he ratiflarl tlnrmiant 4n 1 on �nnn _.-Jr-_ 1 _ - ------ a3 1V11V WJ. Business Bond Type yP Approved/ Released Effective Date JW Green Development, LLC Excavation Released October 28, 2013 JDH Contracting, Inc. Excavation Approved November 1, 2013 Ms. Roos made a motion that the Bonds approval and/or release as outlined above be ratified. Mr. Relos 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 v111ecr auu cernnea ror accuracy. Name Amount of Claim Date City of South Bend $25,232.43 November 5 and November 6, 2013 City of South Bend $1,805,716.39 November 12, 2013 Therefore, Mr. Neal made a motion that after review of the expenditures, the claims be approved as submitted. Ms. Roos seconded the motion, which carried. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the meeting adjourned at 11:25 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President L�MM C ith, Member D va iva id P.,Relos, Member ark Neal, Member Linda M. Martin, Clerk