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HomeMy WebLinkAbout11/26/13 Board of Public Works MeetingAGENDA REVIEW SESSION NOVEMBER 21, 2013 345 The Agenda Review Session of the Board of Public Works was convened at 10:40 a.m. on Thursday, November 21, 2013, by Board President Mr. Gary A. Gilot, with Board Members David P. Relos, Kathryn E. Roos, and Mark W. Neal present. 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. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of a Purchase Agreement with Five Corners, LLC. He stated the award of the quotation for the Demolition of Ignition Park South, Phase 4, was being moved to this morning's Agenda Review Session also. AWARD QUOTATION — DEMOLITION OF IGNITION PARK SOUTH PHASE 4 PROJECT NO. 113-044 (AEDA TIF) Mr. John Engstrom, Engineering, advised the Board that on November 12, 2013, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Engstrom recommended that the Board award the contract to the lowest responsive and responsible bidder, B&J Construction, Inc., 1104 West Donald Street, South Bend, Indiana, 46613 in the amount of $35,300.00. Mr. Eric Horvath, Public Works Director, stated he is okay with going ahead with the award today with the $5,000.00 environmental allowance, but in the future, why not issue a change order if there are environmental issues that arise. Mr. Relos stated his concern is that the bid is so low he wants to make sure the contractor is aware that the extra allowance is only for unforeseen environmental issues. Mr. Horvath noted that the other issue is the bid tabulations were incorrect; they didn't indicate unit prices on two of the bidder's bid sheets, and just carried over the totals. He noted four (4) items need to be corrected with unit prices written in and initialed by all. He added the contractor needs to verify they understand the environmental price is for unforeseen environmental conditions only. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the quotation be awarded subject to verification of unit prices and the understanding that the environmental allowance is for unforeseen environmental conditions. Ms. Roos seconded the motion, which carried. Board members discussed the following item(s) from the Agenda - Professional Services Proposal — Abonmarche Mr. Jitin Kain, Community Investment, stated funding was approved for this project for Jefferson Boulevard improvements in next year's budget, but the design needs to get started. Attorney Cheryl Greene noted that as of January, 2014, the City is going to standardize their Professional Services Agreements and all businesses will be required to use the City's forms. She explained they will be posted on the website, and the contractors will be required to fill in the details and forward to the City. Mr. Horvath added that exhibits of scope, fees, and terms will be attached and will still need to be reviewed by the Legal department - Donation Agreement — Wells Fargo Home Mortgage Ms. Pam Meyer, Community Investment, stated Wells Fargo Mortgage Company has offered a building structure at 1902 Prairie Street, along with money to the City. She explained the property will be put in the mix with other structures in this area to offer for future use. Ms. Meyer noted the funding should be corrected to the donation fund and the appropriate account number. - Award Bid — All -Wheel Drive Police Patrol Vehicles Mr. Jeff Hudak, Central Services, stated there was only one bidder for this bid. He noted that the only manufacturer for these all -wheel drive vehicles is Ford, and with the options the City requested, local Ford dealers felt it would be too costly so they would not be able to submit a winning bid. Ms. Roos noted that one thing that should be written in the specs to help local vendors is the delivery cost. She stated if there was only a small difference in the bids, it's not worth driving a long distance to pick up the vehicles. Mr. Hudak stated he includes delivery to Central Services in all of his vehicle bids. He added that using the Local Preference form in the bids also helps local companies when the bids are close in dollar amounts. - Resolution No. 65-2013 — Related to Appropriation of Property in the City of South Bend Attorney Larry Meteiver stated this Resolution is to begin condemnation proceedings on one property on Fellows Street for five feet (5') of permanent right-of-way taking and ten feet (10') of temporary right-of-way taking. Mr. Meteiver stated an offer was made and the City was subsequently contacted by a law firm outside of the City stating the property owners rejected the offer and refused to give a counter offer to the City for the property. - Professional Services Agreement — Geographic Technologies Group, Inc. AGENDA REVIEW SESSION NOVEMBER 21, 2013 346 Mr. Shawn Hipsher, Information Technologies, stated this agreement is for an assessment of GIS infrastructure and recommendations for improvement. He noted this is Phase I; Phase 2 will be a plan; and Phase 3 will be help with implementation of the plan. Change Order — Pinhook Water Treatment Plant Efficiency Improvements Mr. John Wiltrout, Water Works, stated this Change Order is for four (4) items, one of which the contractor is asking for an additional twenty-one (21) days. Mr. Horvath stated a couple days is okay, not twenty-one (21). Mr. Toy Villa, Engineering, reviewed the Change Order and stated looking at it, there is no reason for twenty-one (21) days, they should be able to do the work in four (4). Mr. Horvath suggested doing the change order for the dollar amounts and doing the time extension later. - Change Order — Main Street/Lafayette Boulevard Connector Mr. Toy Villa, Engineering, stated this increase is for eighteen (18) days the contractor lost on the project due to rainy weather conditions. Mr. Villa noted they are anticipating having it done by end of November if the weather cooperates, and won't even use the extra days. However, if the weather changes, they will have eighteen (18) extra days. - Project Completion Affidavit— Crescent Oaks Subdivision Mr. Toy Villa explained that the developer of this subdivision has completed all of the streets in this subdivision and they are now submitting the Maintenance Bond to the City. - Special Purchase — Econolite Traffic Signal Cabinets Mr. Paul South, Street Department, stated these cabinets are the only ones compatible with the City of South Bend's traffic signal equipment. He noted they are the only ones used throughout the City. Attorney Cheryl Greene stated if this is sole source compatibility, all that needs to be done is a Special Purchase. Mr. Horvath stated if this is a proprietary specification, they should request quotes, giving local preference. Ms. Greene stated if there is only one vendor, there is no need to request quotes, it just needs to be clarified that this is a Special Purchase due to sole compatibility. - Special Purchase — Beet Heat Mr. Paul South, Street Department, stated the Street Department is in need of this liquid de-icer immediately due to projected weather. Ms. Greene suggested if this is an emergency purchase, he proceed with the purchase, and if the product is a sole source, it can be done as a Special Purchase. - Addendum to Master Agency Agreement — Redevelopment Commission Mr. Paul South, Street Department, informed the Board that this request to install new LED lights in Nimtz Parkway and various streets in Blackthorn is due to the current replacement bulbs and heads no longer being available because they don't make them anymore. He noted that due to the location of the streets, he was able to request Airport TIF funds for the project. 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 11:45 a.m. BOARD OF PUBLIC WORKS ;q " _ 0_ Gary A. ilot, Member athryn E oos, Member David P. Relos, Member Linda M. Martin, Clerk Member Henthom, Member REGULAR MEETING NOVEMBER 26, 2013 347 The Regular Meeting of the Board of Public Works was convened at 9:35 a.m. on Tuesday, November 26, 2013, by Board President Gary A. Gilot, with Board Members David P. Relos, Kathryn E. Roos, Mark W. Neal, and interim member Patrick Henthorn present. Also present was Board Attorney Cheryl Greene and Board of Works Clerk, Linda Martin. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of a Bond Reimbursement Requisition for costs incurred on the Fire Station No. 5 and Training Facility. He also noted the appointment of Mr. Patrick Henthorn as interim Board Member. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Roos, seconded by Mr. Neal and carried, the minutes of the Agenda Review Session of November 7, 2013, Regular Meeting of November 12, 2013 and the Claims Meeting of the Board held on November 19, 2013, were approved. OPENING OF BIDS —WASTEWATER TREATMENT PLANT FERRIC CHLORIDE STORAGE AND FEED FACILITIES— PROJECT NO. 113-038 WASTEWATER CAPITAL 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: ROBERT E. CROSBY INC 2805 FREEMAN STREET FORT WAYNE IN Bid was signed by: Mr. Paul D. Kirk, President 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 Five (5%) Bid Bond was submitted C_0 Item No. Description Quantity Unit Price Total Amount I Ferric Chloride Storage and Feed Facilities, All Work 1 LS $662,300.00 $662,300.00 THIENEMAN CONSTRUCTION INC. 17241 FOUNDATION PARKWAY STE. 100 WESTFIELD, IN 46074 Bid was signed by: Mr. Kenneth D. Thieneman, President 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 Five (5%) Bid Bond was submitted BID: Item Total No. Description Quantity Unit Price Amount I Ferric Chloride Storage and Feed Facilities, All Work 1 LS $508,000.00 $508,000.00 L.D. DOCSA ASSOCIATES INC. 1605 KING HIGHWAY KALAMAZOO, MI 49001 Bid was signed by: Mr. Jason Docsa, P.E., President REGULAR MEETING NOVEMBER 26.2013 348 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 Five (5%) Bid Bond was submitted IC � Item Total No. Description Quantity Unit Price Amount 1 Ferric Chloride Storage and 1 LS Feed Facilities, All Work $425,000.00 GRAND RIVER CONSTRUCTION, INC. 5025 40" AVE. HUDSONVILLE, MI, 49426 Bid was signed by: Mr. William Kersaan 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 Five (5%) Bid Bond was submitted :o Item Total No. Description Quantity Unit Price Amount Ferric Chloride Storage and I Feed Facilities, All Work 1 LS $417,700.00 MASON ENGINEERING AND CONSTRUCTION, INC. 5720 HUGUENARD RD. FT. WAYNE, IN. 46818 Bid was signed by: Mr. Daniel R. Mason, President 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 Five (5%) Bid Bond was submitted D Item Total No. Description Quantity Unit Price Amount 1 Ferric Chloride Storage and Feed Facilities, All Work 1 LS $518,800.00 $518,800.00 Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the above bids were referred to Wastewater Engineering for review and recommendation. OPENING AND AWARD OF QUOTATIONS — WASTEWATER TREATMENT PLANT ADMINISTRATION BUILDING HVAC UPGRADE — PROJECT NO. 113- 037(WASTEWATER MATERIALS AND SUPPLIES) 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: HERRMAN & GOETZ, INC. 225 S. Lafayette Blvd. South Bend, IN 46601 Quotation was submitted by: Mr. Thomas J. Herrman, President Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination REGULAR MEETING NOVEMBER 26.2013 349 Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted QUOTATION: $62,000.00 IDEAL CONSOLIDATED INC. 806 West Sample Street South Bend, IN 46601 Quotation was submitted by: Mr. Fred Mohler, Service Manager 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 QUOTATION: $69,850.00 ADD ALTERNATE 1 - $750.00 DYNAMIC MECHANICAL SERVICES INC. 1606 Chestnut Street Mishawaka, IN 46545 Quotation was submitted by: Mr. Kevin Conery, Service Manager 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 QUOTATION: $74,309.00 ADD ALTERNATE NO. 1 - $400.00 D.A. DODD, INC. 14E Michigan Street Rolling Prairie, IN 46371 Quotation was submitted by: Mr. J. Mark McKnight 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 QUOTATION: $86.484.00 ALTERNATE 1 —ADD $630.00 Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the above Quotations were referred to Wastewater Engineering for review and recommendation. After review, Mr. Jacob Klosinski, Wastewater, recommended the quotation be awarded to the lowest responsible and responsive quoter, Herrman & Goetz, Inc., 225 S. Lafayette Blvd., South Bend, Indiana, 46601, in the amount of $62,000.00. Upon a motion by Ms. Roos, seconded Mr. Relos and carried, the quote was awarded as outlined above. OPENING AND AWARD OF QUOTATIONS — WASTEWATER TREATMENT PLANT CATERPILLAR BLOWER ENGINE UPGRADES ENVIRONMENTAL SERVICES OTHER CONTRACTUALSI 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: MACALLISTER 1617 Chapman Drive Indianapolis, IN 46219 Quotation was submitted by: Ms. Shannon Brooks REGULAR MEETING NOVEMBER 26. 2013 350 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 QUOTATION: Item No. Description Quantity Unit Price Total Amount Supply and Install Exhaust Silencer, Catalyst System, I Monitoring System and Electrical 1 LS Components to Comply with RICE-NESHAP Rules $43,792.00 $43,792.00 HERRMAN & GOETZ, INC. 225 S. Lafayette Blvd. South Bend, IN 46601 Quotation was submitted by: Mr. Thomas J. Herrman, President 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 OUOTATION: Item No. Description Quantity Unit Price Total Amount Supply and Install Exhaust Silencer, Catalyst System, 1 Monitoring System and Electrical 1 LS Components to Comply with RICE-NESHAP Rules $40,957.67 Mr. Jacob Klosinski, Wastewater, informed the Board that three (3) companies were contacted, but one company, Koontz -Wagner Construction Services, LLC, chose not to provide a quote. He noted they sent him an email confirming their decision. Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the above Quotations were referred to Wastewater for review and recommendation. After review, Mr. Jacob Klosinski, Wastewater, recommended the quotation be awarded to Herrman & Goetz, Inc., 225 S. Lafayette Blvd., South Bend, Indiana, 46601, in the amount of $40,957.67. Therefore, upon a motion by Ms. Roos, seconded by Mr. Relos and carried, the quote was awarded as outlined above. AWARD BID — FOUR (4) MORE OR LESS 2013 OR NEWER ALL WHEEL DRIVE POLICE PATROL VEHICLES Mr. Jeff Hudak, Central Services, advised the Board that on November 12, 2013, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Hudak recommended that the Board award the contract to the lowest responsive and responsible bidder Bloomington Ford, Inc., 2200 South Walnut Street, Bloomington, Indiana, 47401, in the amount of $25,876.66 for one (1); $25,650.91 for two (2); and $25,358.91 for one (1); for a total of $102,537.39. Therefore, Ms. Roos made a motion that the recommendation be accepted and the bid be awarded and the contract approved as outlined above. Mr. Relos seconded the motion, which carried. APPROVE CHANGE ORDER NO. 3 — DEMOLITION AND RECONSTRUCTION OF FIRE STATION NO. 5 — PROJECT NO 1 t 1-015 (EMS CAPITAL FUND) Mr. Gilot advised that Ms. Thia Vawter, Engineering, has submitted Change Order No. 3 on behalf of Majority Builders, 62900 U.S. 31 South, South Bend, Indiana, 46614, indicating the contract amount be increased by $10,051.00 for a modified contract sum, including this Change Order, in the amount of $1,126,998.00. Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the Change Order was approved. REGULAR MEETING NOVEMBER 26 2013 351 APPROVE CHANGE ORDER NO. 4 — DEMOLITION AND RECONSTRUCTION OF FIRE STATION NO. 5 — PROJECT NO 111-015 (EMS CAPITAL FUND) Mr. Gilot advised that Ms. Thia Vawter, Engineering, has submitted Change Order No. 4 on behalf of Majority Builders, Inc., 62900 U.S. 31 South, South Bend, Indiana 46614, indicating the contract amount be increased by $7,866.00 for a modified contract sum, including this Change Order, in the amount of $1,134,864.00. Upon a motion made by Mr. Relos, seconded by Ms. Roos and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — LEIGHTON PARKING GARAGE RELIGHTING — PROJECT NO 113-013 (CED CAPITAL Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of Herman & Goetz, 225 South Lafayette Boulevard, South Bend, Indiana 46601, indicating the contract amount be increased by $7,098.00 for a modified contract sum, including this Change Order, in the amount of $180,348.00. Upon a motion made by Mr. Relos, seconded by Ms. Roos and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 2 — WWTP — DIGESTER NO. 2 UPGRADE AND DIGESTER GAS CLEANING — PROJECT NO. 111-029 WASTEWATER O&M SEWER BOND) Mr. Gilot advised that Mr. Jacob Klosinski, Environmental Services, has submitted Change Order No. 2 on behalf of Grand River Construction, Inc., 5025 401h Avenue, Hudsonville, Michigan 49426, indicating the contract amount be increased by $18,134.00 for a modified contract sum, including this Change Order, in the amount of $5,615,934.00. Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — MAIN STREET/LAFAYETTE BOULEVARD CONNECTOR — PROJECT NO 110-058B (SSDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of Rieth-Riley Construction Co., Inc., PO Box 1775, South Bend, Indiana 46614, indicating the contract completion be extended by eighteen (18) days, with the new completion date being January 2, 2014. Upon a motion made by Mr. Relos, seconded by Ms. Roos and carried, the Change Order was approved. TABLE CHANGE ORDER NO. 2 — SOUTH BEND PINHOOK WATER TREATMENT PLANT EFFICIENCY IMPROVEMENTS — PROJECT NO. 112-062 SEWER BOND Mr. Gilot advised that Mr. John Wiltrout, Water Works, has asked that this Change Order be tabled for further review. Therefore, upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the Change Order was tabled. APPROVE PROJECT COMPLETION AFFIDAVIT — CSO 18 BACKWATER GATE IMPROVEMENTS — PROJECT NO 112-060 (WASTEWATER CAPITAL) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of JCI Bridge Group, Inc., P.O. Box 368, LaPorte, Indiana, 46352, for the above referenced project, indicating a final cost of $83,650.00. Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the Project Completion Affidavit was approved. APPROVE ACCEPTANCE OF MAINTENANCE BOND — CRESCENT OAKS SUBDIVISION SECTION ONE Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Maintenance Bond on behalf of Tampico Developments, LLC, 828 East Jefferson Boulevard, South Bend, Indiana 46617, for the Crescent Oaks Subdivision. Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the Maintenance Bond was approved. EROSION REPAIR — PROJECT NO. 113.019B SEWER REHAB �� 1 URM OUTFACE Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Landmark Landscaping, 10882 McKinley, Osceola, Indiana 46561, for the above referenced project, indicating a final cost of $13,587.00. Upon a motion made by Mr. Relos, seconded by Ms. Roos and carried, the Project Completion Affidavit was approved. REGULAR MEETING NOVEMBER 26, 2013 352 APPROVE PROJECT COMPLETION AFFIDAVIT — CURB AND SIDEWALK CONSTRUCTION II — PROJECT NO. 113-011E (MVH) Mr. Gilot advised that Paul South, Street Department, has submitted the Project Completion Affidavit on behalf of Walsh & Kelly, Inc., 24358 SR 23, South Bend, Indiana, 46614, for the above referenced project, indicating a final cost of $107,494.60. Upon a motion made by Ms. Roos, seconded by Mr. Neal and carried, the Project Completion Affidavit was approved. ADOPT RESOLUTION NO. 63-2013 — 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. 63 -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: 1994 Front End Alignment Machine 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 and/or are unfit for the purpose for which they were intended and have an estimated combined value of less than five thousand dollars ($5,000.00). 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 26th day ofNOVEMBER, 2013. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ David P. Relos s/ Kathryn E. Roos s/ Mark W. Neal s/ Patrick Henthorn ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 64-2013 — 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.64-2013 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: REGULAR MEETING NOVEMBER 26 2013 353 Wastewater Equipment/Supplies —Acid Cleaning for Aeration System; Cyclone Classifier Drive; Two (2) Hydromatic Sump Pumps; Multiplexer; Seal Water Tank Control Assembly; Dry Pit S&L; Dry Pit Cantex; Two (2) Blackthorn L.S. Vacuum and Air Relief Valves 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 and/or are unfit for the purpose for which they were intended and have an estimated combined value of less than five thousand dollars ($5,000.00). 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 26th day ofNOVEMBER, 2013. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ David P. Relos s/ Kathryn E. Roos s/ Mark W. Neal s/ Patrick Henthorn ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 65-2013 — A RESOLUTION OF THE CITY OF SOUTH BEND BOARD OF PUBLIC WORKS RELATED TO APPROPRIATION OF PROPERTY IN THE CITY OF SOUTH BEND INDIANA (FELLOWS STREET PROJECT) 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. 65-2013 A RESOLUTION OF THE CITY OF SOUTH BEND BOARD OF PUBLIC WORKS RELATED TO APPROPRIATION OF PROPERTY IN THE CITY OF SOUTH BEND, INDIANA (Fellows Street Project) WHEREAS, the City of South Bend, Indiana (the "City") is a municipality for purposes of Indiana Code Chapter 32-24-1; and WHEREAS, the City, acting by and through the South Bend Board of Public Works (the "Board") is engaged in the improvement of a public right of way, Fellows Street, in the City of South Bend, Indiana, and has prepared and approved plans for the improvement of Fellows Street under project No. 112-006 (the "Project') which Project will serve a public right of way purpose, be of benefit to the health or general welfare of the unit, and be in the best interest of the citizens of the City; and WHEREAS, pursuant to Indiana Code §36-9-6-4 and Indiana Code §32-24-1-1, the Board is the entity vested with the authority and power to acquire, by condemnation, property needed by the City to construct the Project; and WHEREAS, in order to properly complete the Project, the City must appropriate fee REGULAR MEETING NOVEMBER 26, 2013 354 simple title to a portion of the real estate known as Parcel 4412 of the Project (The "Fee Portion"), together with a temporary right of way (Parcel 4412A of the Project) (the "Temporary Portion") (collectively the "Appropriation Property") and more particularly described in Exhibit "A" and Exhibit "A-]" and depicted in Exhibit "B", said exhibits being attached hereto and incorporated herein; and WHEREAS, the Appropriation Property is a portion of the parcel commonly known as 4412 Fellows Street, located in the City of South Bend, St. Joseph County, Indiana, (the "Property"); and WHEREAS, the Property is owned by Raymond H. Unruh, individually and as surviving spouse of Dorothy M. Unruh (deceased on August 31, 2006) by virtue of a Warranty Deed dated August 21, 1985, and recorded on August 23, 1985, as Instrument No. 8517691 in the Office of the Recorder of St. Joseph County, Indiana; and WHEREAS, the Appropriation Property will be used by the City during construction of the Project; and WHEREAS, the Board has previously employed and authorized DLZ INDIANA, LLC ("DLZ") to present and negotiate offers for the Property on behalf of the Board subject to the Board's final approval of any negotiated purchase of the Property; and WHEREAS, the owner has rejected the offer made by DLZ and has declined to make a counter-offer; and NOW, THEREFORE, BE IT RESOLVED, by the City of South Bend, Indiana, Board of Public Works, as follows: 1. The Board hereby finds that the Project and the appropriation of the Appropriation Property will serve a public purpose, will be of benefit to the health or general welfare of the unit, and be in the best interest of the citizens of the City and that it is necessary for the City to appropriate the Appropriation Property for the use of the municipality in order to complete the Project. 2. The Board hereby authorizes the filing of eminent domain proceedings in order to condemn and appropriate the interests in the Appropriation Property and directs the Corporation Counsel, by an Assistant City Attorney to cause said eminent domain proceedings to be filed. 3. DLZ is further authorized to continue negotiation efforts; however, any negotiated purchase shall be subject to the Board's final approval. ADOPTED at a meeting of the City of South Bend, Indiana, Board of Public Works held on November 26, 2013, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ David P. Relos s/ Kathryn E. Roos s/ Mark W. Neal s/ Patrick Henthorn ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 66-2013 — 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: REGULAR MEETING NOVEMBER 26, 2013 355 RESOLUTION NO, 66-2013 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: PAVING BRICKS WHEREAS, Indiana Code 5-22-21-6(4)(B) permits and establishes procedure for disposal of personal property which is considered worthless, has no market value, or if the value of the property is less than the estimated costs of the sale and transportation of the property. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that the items listed above are considered worthless; the value of the property is less than the estimated costs of the sale and transportation of the property; the property has an estimated combined value of less than five thousand dollars ($5,000.00); and this property is no longer needed by the City. 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 26th 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/ Mark W. Neal s/ Patrick Henthorn ATTEST: s/Linda M. Martin, Clerk APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for approval: Type Business Description Amount/ Motion/ Addendum to Redevelopment Install New LED Lights Fundin (AEDA TIF) Second Roos/Relos Master Commission along Nimtz Parkway and Agency Various Side Streets in Agreement Blackthorn for Street Light Project Memorandum Nobles Operation and Access Electric Costs Roos/Relos of Americas South Agreement for City to $6,100.00 to Understanding Bend Ethanol, Operate Water Pump at $8,400.00/ LLC former Ethanol Plant Month Professional Geographic Assessment and Evaluation (COIT) $5,000.00 Roos/Relos Services Technologies of Current GIS Infrastructure (Engineering Subject to Agreement Group, Inc. and Operations Professional Final Form Donation Wells Fargo Accept Donation of Property Services) $18,980.00 to Roos Relos Agreement Home Mortgage (Residential Structure, as is) City (EDIT) at 1902 Prairie Avenue along with Cash Donation at Closing REGULAR MEETING NOVEMBER 26, 2013 356 Agreement Oaklawn Funds Case Management and $91,296.00 Roos/Relos Psychiatric Rental Assistance Services to (HUD) Center, Inc. Disabled Homeless Clients Professional Aborimarche Design of Jefferson $96,900.00 Roos/Relos Services Boulevard Improvements, (Major Subject to Proposal Niles Avenue to St. Peter Moves) Funding Street Professional AECOM Finalize Concept Design for $24,450.00 Roos/Relos Services Bartlett Street Round -a -Bout (Major Supplemental and for Design Review Moves) Agreement Services for the Williams No. 2 and Lafayette and Jefferson Boulevard Construction Documents Professional DLZ Develop Construction $32,000.00 Roos/Relos Services Documents and Bid Packet (Major Supplemental for Williams and Lafayette Moves) Agreement Street Project that Converts (Amount No. 2 Remaining Portions of the Changed due One -Way Street to Two -Way to Reduced —Project No. 112-065 Scope of Work) Agreement Motorola Yearly Maintenance $35,128.44 Roos/Relos Agreement for Service and (Police Repair on Existing 800 mhz. General Fund) Radio System Agreement Motorola Yearly Maintenance $10,035.12 Roos/Neal Agreement for Service and (Police Repair on Existing Data General Fund) Portion for 800 mhz. Radio System Agreement Department of Funds Administration of $2,000.00 Henthorn/ Community Grant Requirements and (HUD) Roos Investment Monitoring of Oaklawn as the Sub -Recipient for Provision of Case Management and Rental Assistance Services to Disabled Homeless Clients Purchase Five Corners, Purchase of City Property at $2,438.00 Roos/Relos Agreement LLC 1219 Howard Street to City Bond U.S. Bank Reimbursement of Payment $5,079,387.13 Roos/Relos Reimbursement National Requisitions Nos. 3 and 4 for (Bond Re - Association Costs Incurred on Fire imbursement) Station No. 5 and Training Facility APPROVAL OF PER The following street closures and processions were presented for Applicant Description Date/Time Location Motion Kite Realty Non -Residential December 7, Eddy Street and a Portion Carried Roos/Relos Block Party - Eddy 2013; 7:00 a.m. of Napoleon Street from Commons Holiday to 8:00 p.m. Angela Boulevard to Happenings Event Napoleon and Burns Avenue DTSB Transient Merchant November 1 — Various Locations Roos/Relos License Renewals — December 28, Downtown South Bend Holiday Pop -Up 2013 Shops REGULAR MEETING NOVEMBER 26. 2013 357 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 Signs LOCATION: 218 N. Birdsell 1259 E. LaSalle Avenue REMARKS: All Requirements Met RATIFY RELEASE OF EXCAVATION BOND Mr. Anthony Molnar, Division of Engineering, recommended that the following Excavation Bond be released aq fnllowc• Business Bond T e yP Approved/ Released ate Effect;19, ;Decembeir Geyer Construction Company Excavation Released 2013 Ms. Roos made a motion that the bond's 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 Officer and eertifieA fn, Name Amount of Claim Date City of South Bend $4,635,170.65 11/22/2013 City of South Bend $226,747.00 11/22/2013 City of South Bend $3,106,316.24 11/26/2013 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. PRIVILEGE OF THE FLOOR Mr. Jim Bodnar requested the Board give him an update on the status of lighting issues on which he previously addressed the Board. He noted the Board previously stated the City doesn't have LED lights, but the Board just awarded LED lighting for the Blackthorn area today. He asked if the Board is doing anything to address his concerns. Mr. Eric Horvath, Director of Public Works, stated Mr. Paul South, Director of Streets, is working on the issues on his street, and noted that it is the City's desire to move forward with LED lighting. Mr. South stated the Street Department is retiring a light pole at Eddy Street and Madison Street and will move it to Mr. Bodnar's street. He noted they can't order a pole; the new ones are too large to fit the foundation. Mr. Bodnar suggested if the City and AEP could work together on street lights it would be beneficial. He suggested placing the pole number and ownership of the pole on the City's Open Data Portal site. Mr. Horvath stated you can currently go to the City's website and click on a dot representing a light pole and see who owns the pole, and the pole number. He added the City is working on a Light -Up South Bend program that should help. Mr. Horvath concurred that the accuracy on the City website needs attention. 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 10:17 a.m. BOARD OF PUBLIC WORKS Gary A, Gilot, Member Member Member REGULAR MEETING NOVEMBER 26. 2013 358 David P. Relos, Member i-hda M. Martin, Clerk