HomeMy WebLinkAbout12/10/13 Board of Public Works MinutesAGENDA RFVIHW,SESSION DECEMBER 5, 2013 360
The Agenda Review Session of the Board of Public Works was convened at 9:42 a.m. Thursday,
December 5, 2013, by Board President Gary A. Gilot, with Board Members Mark W. Neat and
Patrick M. Henthom present. Board Members Kathryn E. Roos and David P. Relos were absent.
Also present was Board Attorney Cheryl Greene. Board of Public Works Clerk, Linda M.
Marlin, 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 of the acceptance of a Sewer Insurance Contractor Registry to the
agenda.
Board members discussed the following items from the agenda.
- Bid Award Extension — Two Custom Top Mount Pumpers
Mr. Jeff Hudak, Central Services, stated this request to purchase two (2) additional pumpers is a
substantial savings to the City of nearly $100,000.00 per tuck. Mr. Gilot questioned if liquidated
damages are included if delivery is delayed. Mr. Hudak stated they include liquidated damages,
and use of a reserved loaner truck at no cost if delivery is delayed for any reason. Assistant Chief
Todd Skwarcan noted this should be a bid award, not an extension. He explained the bid was
already extended by the Board on August 27, 2013, until the end of 2013. The Board questioned
the funding for a purchase, rather than a. lease. Assistant Chief Skwarcan stated the funds are
available, they have not been appropriated. Ms. Greene staled an appropriation is different from
budgeted and they would need to approve the purchase subject to the appropriation of funds. She
suggested the Board approve subject to and Assistant Chief Skwarcan bring it back to the Board
in January after funds have been appropriated for ratification.
- Award Bid —Ferric Chloride Storage and Feed Facilities
Mr. Jacob Klosinski, Environmental Services, stated that all of the bids came in higher than the
engineer's estimate by almost 17% on this bid. He noted, however, the additional funds are
available and the project needs to get done.
- Change Order — Digester No. 2 Upgrade and Digester Gas Cleaning — Project No. I 1F-
029
Mr. Jacob Klosinski, Environmental Services, stated this change order is due to unforeseen
conditions_ Mr. Eric Horvath, Director of Public Work„ asked that he see if the project can be
done without the dewatering portion, bringing the costs down by $33,700. Mr. Gilot agreed and
stated the Change Order should be approved, but try to avoid the dewatering, which should not
be necessary. NE. I Iorvath noted the final completion should be moved to February.
- Special Purchases — Motorola Solutions
Lieutenant Chris Votes, Police Department, stated it was discovered that traffic being relayed by
the Police Department drug units was being picked up on scanners. He stated he is requesting the
purchase through [he State QPA of encryption software. Lieutenant Voros stated he is also
requesting approval of the purchase of eight (8) dual band radios for School Resource Officers so
they can communicate with other agencies via radio. He explained that currently the school
guards can't communicate with the SRO's: if there's a fight in the schools, they can't
communicate. Mr. Gilot questioned if the City would be reimbursed by the School Corporation.
Lieutenant Voros stated they will be reimbursed for half of the cost from the School Corporation.
APPROVE CHANGE ORDER NO. 2 — PLNIIOOK WATER TREATMENT PT.ANT
EFFICIENCY IMPROVEMENTS — PROJECT NO. 112-062 (WATER WORKS)
Mr. Ed Herman, Water Works, stated he is concerned that the contractor, L.D. Dosca Associates,
Inc. is taking too much time on this project. Ms. Greene stated the City needs to do report cards
on issues with contractors. She noted if there are contractors that continually create issues for the
City, there would be grounds for rejecting them as bidders. Mr. Horvath suggested the Board
establish a substantial completion date, not including the delivery date of a piece of equipment
needed for the project. Mr. Gilot requested the Board approve this Change Order today.
"therefore, upon a motion by Mr. Gilot, seconded by Mr. Henthom and carried, the Board
approved Change Order No. 2 for L.D. Doesa Associates, Inc., 1605 King Highway, Kalamazoo,
Michigan, 49001, indicating the contract amount be increased by S38,867.94 and ten (10) weeks
extension to February 28, 2013, for a modified contract sum, including this Change Order, in the
amount of $3,317,047.34_
- Professional Services Agreement— Lawson -Fisher Associates, P.C.
Mr. Roger Nawrot, Engineering, stated Engineering has been receiving complaints from
residents about the intersection at Ironwood Drive and Corby Blvd. and Rockne Drive. He stated
AGENDA REVIFW SESSION DECEMBFR5.201, 361
the traffic signal is antiquated and causing large traffic backups. Mr. Nawrot stated Lawson
Fisher will look at all solutions, including additional lanes, installation of a roundabout, and
reconfiguration, and will give the City a schematic idea of what to do there. He added there will
be federal dollars funding the project.
Agreement— CitySourced, Inc.
Mr. Bob Allen, Information Technologies, stated this request is for a mobile app to integrate
smart phones with 3 t L He added it integrates with Naviline after hours if 311 is closed. Ms.
Greene stated they need to determine once we're on notice, what is our response time liability.
Mr. Neal requested Mr. Allen confirm with other large cities that are using the Naviline app what
their process is.
- Agreement —Northern Indiana Workforce
Mr. Chris Fielding, Community Investment, stated additional funding has been committed from
Work Force 1, AEP and other participants for up -skill training for twenty-four (24) unemployed
residents. He noted there would be an intensive screening process; if you're late to any
pretesting, you are automatically eliminated, Mr. Horvath asked if they expect all applicants will
automatically get jobs. Mr. Fielding stated that they do. Mr. Fielding explained that currently the
skills taught in the classroom don't necessarily line-up with the skills needed in the workforce,
and this training will be geared to real -life job training, with a focus on technology rather than
industrial, Mr. Horvath asked if the employers have a cost in the program. Mr. Fielding stated
that they do not currently, but they will eventually. Mr. George King, Purchasing, stated that
once the Board approves this agreement, he would like to make sire the City diversity officer is
involved
- Change Order Nos. 2 and 3 —All-Phase Electric Supply Co.
Mr. Chris Fielding, Community Investment, stated they had an additional appropriation approved
for this project at Imien Station Technology Center, Ms. Greene noted an allocation is different
from the awarded amount and State law restricts Change Orders on awards of project. She noted
the law allows a maximum of 20% above the awarded amount. She informed Mr. Fielding that
Community Investment is at 19.95% above the awarded amourrt.
- Agreement— Waste Management of Indiana, LLC
Mr. Eric Horvath, Director of Public Works, stated Waste Management has agreed to take all of
the waste free of charge; the City just has to get it delivered to them. He noted they were able to
lock in a rate of $22.10 per ton for five (5) years with a negotiated maximum up to 3% per year
or the consumer price index, whichever is less. He noted the City also agreed to give Waste
Management 6,000 yards of cover.
- Sewer Insurance Contractor Registry
Mr. Horvath stated the City has advertised for this registry list, and called all the contractors on
Mishawaka's list. He stated there are three (3) contractors that signed up and are willing to do the
required services for the sewer insurance program.
- Additions to the Agenda
Mr. Neal stated he would need to add several City benefits agreement renewals to the agenda for
Tuesday's meeting.
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 12:22 p.m.
BOARD OF PUBLIC WORKS
1
Gary A. Got, Member
Kathryn E. Roos, Member
D vid P Memt
Mark W. Neal, Member
Patrick 4. Henthom, Member
AGENDA REVIEW SESSION DECEMBER 5 2013 362
`—' ' da M. Martin, 'lerk
REGULAR MEETING DECEMBER 10, 2013
The regular meeting of the Board of Public Works was convened at 937 a.m. on Tuesday,
December 10, 2013, by Board President Gary A. Gilm. with Board Members Kathryn E. Roos,
and Patrick M. Henthorn present, Board Members Mark W. Neal and David P. Relos were
absent., Also present was Board Attorney Cheryl Greene and Board of Works Clerk, Linda
Martin.
APPROVE MINUTES OF PREVIOUS MEETING
Upon a motion made by Ms. Roos, seconded by Mr. Henthorn and carried, the Minutes of the
Agenda Review Session of November 21, 2013; the Regular Meeting of November 26, 2013 and
the Claims Review Meeting of the Board held on December 3, 2013, were approved.
OPENING OF BIDS —ASBESTOS REMOVAL AND DISPOSAL — PROJECT NO. 113-045
(-AEDA TIF)
This was the date set for receiving and opening of sealed bids for the above referenced project.
The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri-
County News, which were found to be sufficient. The following bids were opened and publicly
read:
INTERSTATE ENVIRONMENTAL SF.RVICF.S, INC.
337 West 806 North
Valparaiso, Indiana 46385
Bid was signed by: Mr. David Schutkovske
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 Rood was submitted.
*Addendum No. I was not submitted.
Item
No.
Description
Quantity
Unit
Unit
Price
Total
Amount
Removal, Managerent, and Disposal
j of ALL TSI Pipe Wrap (including
I
materials within. any pits, basements,
Lump
vaults and chases) in accordance with 1
Sum
Contract Documents and Specifications
(Excluding Tunnels)
$336,980.00
Removal, Management, and Disposal
of ALL TSI Tank Wrap (including
2
materials within any pits, basements, I
Lump
vaults and chases) in accordance with
Sum
Contract Docmnents and Specifications
$5,652.00
Removal, Management, and Disposal
-
3
of Asbestos -containing Floor Tile and
Lump
Mastic in accordance with Contract
I
Stun
Documents and Specifications
_
$_5.200.00
Removal, Management, and Disposal
of Asbestos -Containing Material
4
(Transite) (including materials from the
I
Lump
inside of any vertical shafts.) in
Sum
accordance with Contract Documents
and Specifications.
_
$10,400.00
REGULAR MEETING DECEMBER 102013 363
Removal, Management, arid Disposal
of all other Regulated Asbesms
Containing Materials (including
5
materials within any pits, basements,
1
p Lum
um
None
behind walls, vertical ducts, vaults, and
Stan
chases) in accordance with Contract
Documents and Specifications.
S
Asbestos Air Monitoring including all
_
6
sampling, testing, and reporting during
1
Lump
abatement and clearance.
Stan
$14.700.00
Alternate #1 — Removal, Management,
_
7
and Disposal of Regulated Asbestos-
Lump
containing Materials from tunnels
1
Sum
below and adjacent to all buildings.
$198.900.00
Alternate #2 — Removal, Management,
and Disposal of Asbestos -Containing
8
Material (Fransite) with Exterior Metal
1
Lttmp
or Wood Substrate or Siding instead of
Sum
erforming Iten04.
$12,600.00
TOTAL. AMOUNT ITEMS 1 THRLI 8 $584,432.00
I[em
No.
Unit Pricing if Required
Unit
Add per
Deduct per Unit
Unit Price
Price
A
Removal, Management, and Disposal
Linear
of TSI Pipe Wrap
Feet
$15.00
$8.40
B
_
Removal, Management, and Disposal
Square
of TSI Tank Wrap
Feet
$29.00
$17.40
Removal, Management, and Disposal
_
C
of Asbestos -containing Floor Tile and
quay
e Squar
Mastic —
Feet
S2.60
$1.56
Removal, Management, and Disposal
_
D
of Asbestos -Containing Material
Square
(fransite).
Feet
$8,60
55.16
ENVIRONMENTAL ASSURANCE COMPANY PVC.
440 Hancock Street
Indianapolis, Indiana 46222
Bid was signed by: Mr. Ronald Yazel
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 Stales Steel Products or
Foundry Products was submitted
Five (5%) Bid Bond was submitted
BID:
Item
No
-
Description
Quantity
Unit
-
Unit Price
Total
Amount
Removal, Management, and Disposal
_
of ALL TSI Pipe Wrap (including
I
materials within any pits, basements,
I
Lump
vaults and chases) in accordance with
Sum
Contract Documents and
Specifications (Excluding "funnels)
$14X
$208,000.00
Removal, Management, and Disposal
of ALL TSI Tank Wrap (including
2
materials within any pits, basements,
Lump
vaults mid chases) in accordance with
1
Sum
Contract Documents and
Specifications _
_
_ $25.00
$5,000.00
REGULAR MEETING DECEMBER 10. 2013 364
Removal, Management, and Disposal
3
of Asbestos -containing Floor Tile and
Lump
Mastic in accordance with Contract
l
Sum
_
Documents and Specifications
$2.50 $_ 5.0.00.00
Removal, Management, and Disposal
of Asbestos -Containing Material
4
(Transite) (including materials from
1
Lump
the inside of any vertical shafts.) in
Sum
accordance with Contract Documents
and Specifications.
$10.00
$57,000.00
Removal, Management, and Disposal
of all other Regulated Asbestos
Containing Materials (including
-
5
materials within any pits, basements,
I
Lump
behind walls, vertical ducts, vaults,
Sum
and chases) in accordance with
Contract Documents and
Specifications.
$11.00
$5,000.00
Asbestos Air Monitoring including all
Lump
6
sampling. testing, and reportin
1
Sum
during abatement and clearance.
$900.00
$5,000.00
TOTAL AMOUNT BASE BID ITEMS 1 TIIRU 6 $285,000.00
ADD Alternate #1 — Removal,
Management, (including all air
monitoring during tunnel abatement
'Lump
7
and clearance), and Disposal of
I Sum
Regulated Asbestos -containing
Materials from tunnels below and
adjacent to all buildings.
$14.50
$145,100.00
REPLACEMENT Alternate #4A —
Removal, Management, and Disposal
Lump
4A ofAsbestos-Containing Material
L
(Transite) with Exterior Metal or
Sum
Wood Substrate or Siding.
$17.00
$115,000.00
Item
Unit Pricing if Required
Unit
Add per
Deduct per
No.
_.
Unit Price
Unit Price
A
Removal, Management, and Disposal
of TSI Pipe Wrap
Linear Feet
$16 00
$12.00
B
Removal, Management, and Disposal
of TSI Lank Wrap$25.00
Square beet
$20.00
i Removal, Management, mull) —sposl
C
of Asbestos -containing Floor Tile and
Square Feet
Mastic
$3.00I
$2.00
Removal, Management, and Disposal
_
D'.
of Asbestos -Containing Material
Square Feet
(Transite).
$13.00
$8.00
DORE & ASSOCIATES CONTRACTING. INC
900 Harry S. Truman Parkway
Bay City, Michigan 48706
Bid was signed by: Mr. Arthur M. Dore
Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding
Investment with Iran, Employment Eligibility Verification, Von -Discrimination
Commitment for Contractors and Certification of Use of United States Steel Products or
Foundry Products was submitted
REGULAR MEETING DECEIvIBER 00, 2013 365
Five (5%) Bid Bond was submitted
BID:
Item
llescription
Quantity
Unit
Unit
Total
No.
Price
Amount
Removal, Management, and Disposal
of ALI, TSI Pipe W rap (including
I
materials within any pits, basements,
Lump
1
vaults and chases) in accordance with
Sum
Contract Documents and
Specifications(Excluding I tmnels)
$362.100.00
Removal, Management, and Disposal
of ALL TSI'fank Wrap (including
2
materials within any pits, basements,
1
Lump
vaults and chases) in accordance with
Sum
Contract Documents and
Specifications _
$16,500.00
Removal, Management, and Disposal
_
3
of Asbestos -containing Floor Tile and
Lump
Mastic in accordance with Contract
1
Sum
Documents and Specifications
_
S5,000.00
Removal, Management, and Disposal
_
---
of Asbestos -Containing Material
4
(Trausite) (including materials from
Lump
the inside of any vertical shatts.) in
1
Sum
accordance with Contract Documents
and Specifications.
_
$53,200.00
Removal, Management, and Disposal
of all other Regulated Asbestos
Containing Materials (including
5
materials within any pits, basements,
1
Lump
behind walls, vertical ducts, vaults,
Sum
and chases) in accordance with
Contract Documents and
Specifications.
$10,000.00
Asbestos Air Monitoring including all
6 sampling, testing, and reporting 1
Lump
j during abatement and clearance..
Sum ! $17.200.00
TOTAL AMOUNT BASE BID ITEMS 1 THRU 6 $464,000.00
ADD Alternate #1 — Removal.
Management, (including all air
monitoring during tunnel abatement
7
and clearance), and Disposal of
I
Lump
Regulated Asbestos -containing
Sum
Materials from tunnels below and
adjacent to all buildings.
-
$47,200.00
REPLACEMENT Alternate #4A —
_--
Removal, Management, and Disposal
4A
of Asbestos -Containing Material
I
Lump
(Transite) with Exterior Metal or
Sum
Wood Substrate or Siding.
$192,700.00
Item
No.
Unit Pricing if Required
g � 9
Add per li Deduct per Unit
Unit Unit
Price Price
A
Removal, Management, and Disposal
Linear beet
$24.00 $15.00
REGULAR MEETING DECEMBER 10. 2013 366
of TSI Pipe Wrap
B
Removal, Management, and Disposal
Square Feet
of ISITank Wrap
$20.00
$12.00
Removal, Management, and Disposal
C
of Asbestos -containing Floor Tile and
Square Feet
Mastic
$3.00
$2.00
Removal, Management, and Disposal
D
of Asbestos -Containing Material
Square Feet
(Transite).
$1100 $5.00
ENVIRONMENTAL MANAGEMENT SPECIALISTS, INC.
2409 Hunter Street
Htmtertown, Indiana 46748
Bid was signed by: Mr. William Papaik
Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding
Investment with Iran, Employment Eligibility Verification, Non -Discrimination
Commitment for Contractors and Certification of E'se of United States Steel Products or
Foundry Products was submitted
Five (5%) Bid Bond was submitted
BID:
item
Description
Quantity
Unit
Unit Price
Total
Amount
Removal, Management, and
Disposal of ALL TSI Pipe Wrap
(including materials within any pits,
Lump
I
basements, vaults and chases) in
'.. 1
Sum
accordance with Contract
Documents and Specifications
(Excluding 'funnels
$262,918.00
$262918.00
Removal, Management, and
Disposal of ALL TSI Tank Wrap
2
(including materials within any pits,
1
Lump
basements, vaults and chases) in
Sum
accordance with Contract
Docurents and Specifications
$40,215.00
$40,215.00
Removal, Management, and
Disposal oC Asbestos -containing
Lump
3
Floor Tile and Mastic in accordance
I
Sum
with Contract Documents and
Specifications
$8,485.00
$8,485.00
Removal, Management, and
Disposal of Asbestos -Containing
Material (I rausite) (including
4
materials from the inside of any
1
Lump
vertical shafts_) in accordance with
Sum
Contract Documents and
Specifications.
$139,743.00
$139,743.00
Removal, Management, and
Disposal of all other Regulated
Asbestos Containing Materials
5
(including materials within any pits,
Lump
basements, behind walls, vertical
1
Stun
ducts, vaults, and chases) in
accordance vndi Contract
Documents and Specifications.
$0.00
$0.00
Asbcstos Air Monitoring including
Lump
_
6
all sampling, testing, and reporting
1
during abatement and clearance.
Sum
$L3,500.00
$13,500.00
REGULAR MEETING DECEBER 10- M2013 367
TOTAL AMOUNT BASE BID ITEMS 1 THRU 6 $464.861.00
ADD Alternate 91 —Removal,
-
Management, (including all air
monitoring during tunnel abatement
7
and clearance), and Disposal of
l
Lump
Regulated Asbestos -containing
Sam
Materials from tunnels below and
adjacent to all buildings_
$51,31.3.00
$51,313.00
REPLACEMENT Alternate 44A —
Removal, Management, and
4A
Disposal of Asbestos -Containing
1
Lump
Material (Transite) with Exterior
Sum
_
Metal or Wood Substrate or Sidin .
_
$178,423.00 .S178,423.00
Item
No.
Unit Pricing if Required
Unit
Add per
Deduct per Unit
Unit Price
Price
A
Removal, Management, and Disposal
Linear
_
_
ofTSI Pipe Wrap
Feet
$18.00
$15.00
B
Removal, Management, and Disposal
Square
_
_
ofTSlTank Wrap
Feet
$55.00
$48.00
Removal, Management, and Disposal
C
of Asbestos -containing Floor Tile and Square
_
Mastic I Feet
_
$4.50
$3.50
Retnoval, Management, and Disposal
D of Ashestos-Containing Material
Square
(Transite).
Feet
$8.00
$6.00 j
Upon a motion by Mr. Gilot, seconded by Ms. Roos and carried, the above bids were referred to
Community Investment and Engineering for review and recommendation.
BOARD MEMBER JOINS MEETING IN PROGRESS
Board Member Mark W. Neal joined the Board Meeting in progress at 9:41 a.m.
OPENING OF BIDS — ONE (1) OR MORE, 2013 OR NEWER 66,000 LB. GV WK TRf-AXLE
ROLL -OFF CHASSIS (W'AS'fEW'ATER CAPITAL)---
This was the (late 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 wen; found to be sufficient. The following bids were opened and publicly
read:
SELKING INTERNATIONAL
4849 W. Western Avenue
South Bend, Indiana 46619
Bid was signed by: Mr. Kermeth Waite
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. Indiana Local Business Preference Claim form was
submitted
Ten (10%) Bid Bond was submitted
19"1
Estimated
Q
Item
Manufacturer
Unit Price
2013 or Newer 66,000 lb. G W4R
Intemational
S 143,354.18
REGULAR MEETING
DECEMBER 10, 2013 368
Tri-Axle Roll -Off Chassis
Option
Description
Cost
Total
No.
1 320 horsepower, with 1,000 ft. Pas. torque minimum
I S No Bid
$ No Bid
natural gas engine. Carbon fiber reinforced aluminum,
type 3 compressed natural gas tanks. Capacity to be a
minimum of 60 DGF (diesel gas equivalent) gallons.
HILL TRUCK SALES, INC.
1011 W. Sample Strcet
South Bend, Indiana 46624
Bid was signed by: Mr. Rich Stopczynski
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. Indiana Local Business Preference Claim Form was
submitted.
Ten (10%) Bid Bond was submitted
Indiana Local Business Preference Form was submitted
BID:
Item Manufacturer i Unit Price
2013 or Newer 66,000lb. GVWR Freightlin
Tri-Axle Roll -Off Chassis 114SD &
Pyramid
Option
No.
Description
Cost
Total
1
320 horsepower, with 1,000 It. lbs. torque minimum 537,945.00
$171,918.00
natumt gas engine. Carbon fiber reinforced
aluminum, type 3 compressed natural gas tanks.
Capacity to be a minimum of 60 DUE (diesel gas
equivalent) gallons.
HILL TRUCK SALES, INC.
1011 W. Sample Street
South Bend, Indiana 46624
Bid was signed by Mr. Rich Stopezynski
Conuactor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding
Investment with Iran, Employment Eligibility Verification, Non -Discrimination
Comminn-nt for Contractors and Certification of Use of United States Steel Products or
Foundry Products was submitted. Indiana Local Business Preference Claim Form was
submitted
Ten (10%) Bid Bond was submitted
Indiana Local Business Preference Form was submitted
BID:
Estimated
Item
Manufacturer
Unit Price
Q •
2013 or Newer 66,000lb. GVWR
Freightliner
_
$13,748.00
'Fri -Axle Roll -Off Chassis
114SD & Best
E uipmenl
Option
No.
Description
Cost
'Total
1
320 horsepower, with 1,000 ft. lbs. torque minimum
$37,945.00
1 $171,693.00
REGULAR MEETING DECEMBER 10, 2013 369
natural gas engine. Carbon fiber reinforced _ --
almnimmm, type 3 compressed natural gas tanks.
Capacity to ga a minimum of 60 DGE (diesel gas
equivalent) gallons.
IIILL TRUCK SALES, INC.
1011 W. Sample Street
South Bend, Indiana 46624
Bid was signed by: Mr. Rich Stopczynski
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. Indiana Local Business Preference Claim form was
submitted.
Ten (10%) Bid Bond was submitted
Indiana Local Business Preference Form was submitted
BID:
Esfimatcd Item Manufacturer Unit Price
Qtv.
2013 or Newer 66,0001b. GVNVR Tri- Fxeightl ncr $134,19R.00
Axle Roll -Off Chassis 1114SD & Link
I Environmental
Option Description Cost Total
No.
1 320 horsepower, with 1,000 ft. lbs. torque minimum $37,945.00 $172.143.00
natural gas engine. Carbon fiber reinforced aluminum,
type 3 compressed natural gas tanks. Capacity to be a
minimum of 60 DGE (diesel gas equivalent) allons.
GREAT LAKES PETERBILI'
5900 Southport Road
Portage, Indiana 46368
Bid was signed by: Mr. Joseph McIntyre
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
ED
Estimated
Item
Manufacturer
Unit Price
1
2013orNewer66,00016.GVWRTri-
Petcrbilt
$152,205.00
Axle Roll -Oft' Chassis
Option Description Cost 'total
No.
1 320 horsepower, with I,000 ft. lbs. torque minimum N/A N/A
natural gas engine. Carbon fiber reinforced aluminum,
type 3 compressed natural gas tanks. Capacity to be a
minimum of 60 DGE (diesel gas equivalent) gallons.
Upon a motion made by Ms. Roos, seconded by Mr. IIenthom and carried, the above bids were
referred to Equipment Services and Waste Water for review and recommendation.
AWARD BID FERRIC CHLORIDE STORAGE AND FEED FACILI I IES ( WASTE WATER
CAPITAL AND OTHER CONTRACTUAL$)_-
REGULAR MEETING DECEMBER 10, 2013 370
Mr. Jacob Klosinski, Environmental Services, advised the Board that on November 26, 2013,
bids were received and opened for the above referenced project. After reviewing those bids, Mr.
Klosinski recommended that the Board award the contract to the lowest responsive and
responsible bidder, Grand River Construction, Inc.. 5025 40" Avenue, Hudsonville, Michigan,
49426, in the amo-.mt of $417,700.00. Therefore, Ms. Roos made a motion that the
recommendation be accepted and the hid he awarded and the contract approved as outlined
above. Mr. Neal seconded the motion, which carried.
AWARD BID — ON (1)-2013 OR NEWER COMPACT TRACK LOADER (STREET DEPT.
CAPITAL LEASH)
Mr. Jcff Hudak, Central Services, advised the Board that on November 12, 2013, bids were
received and opened for the above referenced equipment. After reviewing those bids, Mr. Hudak
recommended that Lhe Board award the contract to the lowest responsive and responsible bidder
Bobcat of Michiana, 28747 Old U.S. 33 West, Elkhart, Indiana, 46516. in the amount of
$74,843.00 for the base bid plus all alternates and the optional gutter brush. Therefore, Ms. Roos
made a motion that the recommendation be accepted and the bid be awarded and the contract
approved as outlined above. Mr. Neal seconded the motion, which carried.
AWARD BID — CUSTOM'I'OP MOUNT PUMPERS (FIRE DEPT. CAPITAL__LEASE)
In a memorandum to the Board, Assistant Chief Todd Skwarcan, Fire Department, requested
percussion to award the above referenced bid for the purchase of two (2) additional pumper
trucks in the amount of $420,391,00 each for a total of $840,792.00. In his letter, Assistant Chief
Skwarcan stated the bid was originally awarded on September 25, 2012, and extended on August
27, 2013 For the purchase of two additional pumpers. Assistant Chief Skwarcan stated the
purchases have been included in the Fire Department five year capital plan, and could be
purchased instead of leased, according to the City Controller. Therefore, upon a motion made by
Ms. Roos, seconded by Mr. Henthom and carried, the above request to award the bid for the
purchase of two (2) additional pumpers was approved, subject to financing. Mr. Gilot noted that
the Board is approving the award of two additional pumpers for 2014 at the 2013 awarded price
with no price escah.tion.
APPROVE CHANG F ORDER NO. 2 — UNION STATION USTC ELECTRIC EQUIPMENT —
PROJECT NO. 1 12-1`46 (AIRPORT Till
Mr. Gilot advised it a. 61r. Toy Villa, Engineering, has submitted Change Order No. 2 on behalf
of All Phase Elecuica Supply Co., 1385 N. Meade Street, South Bend, Indiana 46628-2855,
indicating the con.rsct amount be increased by $26,453.00 for a modified contract suns,
including this Change Order, in the amount of $1,254,983.00. Upon a motion made by Ms. Roos,
seconded by Mr. Neal and carried, the Change Order was approved.
APPROVE CHANGIS ORDER NO. 3 — UNION STATION USTC ELECTRIC EQUIPMENT —
PROJECT NO. 113-;r,6 AIRPORTS
Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 3 on behalf
of All -Phase Elccuic.tl Supply Company, 1385 N. Meade Street, South Bend, Indiana 46628-
2855, indicating the contract amount be increased by S195,221.35 for a modified contract sum,
including this Chan ,c Order, in the amount of $1,45Q204.35. Upon a motion made by Mr. Neal,
seconded by Ms. Roar_ and carried, the Change Order was approved.
APPROVE CHANCi : ORDER_ NO. 3 —DIGESTER NO. 2 UPGRADE AND DIGESTER GAS
CLEANNG—PROl I-C,T NO. I11-029 (WASTEWATER 0&M/2011 SEWER BOND)
Mr. Gilot advised '.'.:at Mr. Toy Villa, Engineering, has submitted Change Order No. 3 on behalf
of Grand River Con_truction, Inc., 5025 40" Avenue, Hudsonville, Michigan 49426, indicating
the contract amount be increased by $96,586 and an eight (8) week extension for Milestones 2
and 3, for a modili:a contract sum, including this Change Order, in the amount of $5.712,520.00.
Upon a motion mzdz by Ms. Roos, seconded by Mr. Neal and carried, the Change Order was
approved.
APPROVE PRGICCT COMPLETION AFFIDAVIT DEMOLITION AND
RECONSTRUCI ION OF FIRE STATION NO. 5 —PROJECT NO. 111-015 (EMS CAPITAL)
Mr. Gilot advis�,t iir.:u Mr. Toy Villa, Engineering, has submitted the Project Completion
Affidavit on bchallof :U!aiority Builders, Inc., 62900 US 31 S. South Bend, Indiana 46614, for
the about rcfcrene'd,rroject, indicating a final cost of $1,134,864.00. Ms. Roos questioned if
everything was completed, noting this would close the entire project out. Assistant Chief
REGULAR MEETING DECEMBER 10, 2013 371
Skwarcan stated all billables are complete; there are a few items needing to be done but they
would not be billed. Therefore, upon a motion made by Ms. Roos, seconded by Mr. Neal and
carried, the Project Completion Affidavit was approved.
APPROVAL OF REQUEST 10 ADVERTISE FOR TILE RECEIPT OF BIDS — SEVENTY-
FIVE (75) MORE OR LESS. ELECTRIC GOLF CARTS (BLACKTHORN LEASE)
In a memorandum to the Board, Matt Chlebowski, 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. Neal and carried, the above request was approved.
ADOPT RESOLUTION NO. 67-2013 - 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. Neal and carried, the following Resolution
was adopted by the Board of Public Works:
RESOLUTION NO. 67 -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:
Computer Autocad (Engineering)
9935 DP Savin Copier (Park Dept.)
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 tf RESOLVED by the Board of Public Works of the City of
South Bend that the items listed above arc 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 loth day of DECEMBER 2013.
CITY OF SOUTII BEND
BOARD OF PUBLIC WORKS
s/ Gary A. Gilot
s/ Kathryn E. Roos
s/ Patrick M. Henthom
s/ Mark W. Neal
ATTEST:
s/Linda M. Martin, Clerk
APPROVAL OF AGREEMENTS'CONTRACTSiPROPOSALS/ADDENDA
The following Agreements/Coutracts/Proposals/Addenda were submitted to the Board for
approval:
Type
Business
Description
Amount/
Motion/
Funding_Second
Limited
South Bend
Allow Board of Works to act
N/A
Roos/Neal
Agency
Civic Center
as Agent for Century Center
Agreement
Board of
Projects upon Receipt of
Managers a/ka
Work Orders
..._._....... ... _ _ _ __
REGULAR MELIIN'G DECEMBER 10, 2013 372
CenturN Center
Board of
Mamegors
Professional
Lawson -Fisher
Traffic Study for Ironwood
$23,500.00
Roos/Neal
Services
A�7soci:des,
Drive at Corby
(LRSA)
Agreement
P.C.
Boulevard/Rockne Drive
Intersection
Agreement
Nonhern
Administer Manufacturing
$69,911.00
Roos/Neal
Indian,,
Training Program for a
(COIT)
Wur:l%rcc
Minimum of Twenty -Four
BOL'i, _ lie. _ _
ono, a
(24) South Rend Residents
Special
State QPA No. 9167
$47,886.60
Roos/Neal
Purchase
Sntctions
Purchase of Encryption
(General Fund)
Hardware and Software for
Police Radios Used by
MSOS Drug Unit, SWAT
Unit and Other Tactical
Units
Special
NL,torola
_
State QPA No, 9167
$41,454.00
Roos/Neal
. Purchase
Solu.,uns
Purchase of Fight (8)
(General Fund)
APX7000 Dual Rand Radios
for School Resource Officers
to Allow Communications
with School Securitv
Officers
Agreement
h,., l' .e Paging
Extend 2013 Agreement for
NTE $7,000.00
Roos/
Extension
Nct\:cG, Inc.
Water Works Emergency
(Water Works
Henthorn
Calls Answered During
Revenue)
Unstaffed Hours and
Directed to Appropriate
Personnel
Amendment
F: 1. �crvices
Extend Time Frame of
2012 CDBG
Roos/Neal
to Contract
C:.ir= i, cr
Contracts by Twelve (12)
Conu.ction
Months, through December
3L 2014
Amendment
Code
Extend Time Frame of
2009 CDBG
Roos/Neal
to Contract
En`orcenent
Contracts by Twelve (12)
D,00hlions
Months, through December
NR"..
31,2014
Extend Time Frame of
2012 CDBG
Roos,'Neal
Amendment
C, �;Ic
to Contract
Entoc anent
Contracts by'1'welve (12)
Demolitions
Months, through December
31,2014
Amendment South Send
Extend Time Frame of
2010 CDBG
Roos/Neal
to Contract H-1
Contracts by Twelve (12)
F. (1i "iion
Months, through December
N—: `.`•east Side
31,2014
Rcr i,,,izauon
Amendment
S.nuh Bend
Extend Time Frame of
2012 CDBG
Roos/Neal
to Contract
H21 nne
Contacts by Twelve (12)
Fom,d:.!.on
Months, through December
N":; '; ast Side
31, 2014
R-- :..i;r.ution
S.aC.,s�nd
Amendment
Extend Time Frame of
2012CDBG
Roos/Neal
to Contract
IT-i i �e
Contracts by Twelve (12)
FullndatiOn
Months, through December
S::l!,: --A Site
31, 2014
1:11p _:ments
Amendment
S I: ..'std
Extend Time Frame of
2012 CDBG
Roos/Ncal
to Contract
H -r ,. _
Contracts by Twelve (12)
F.au .1 .on
Months, through December
REGULAR MEETING DECEMBER 10. 201-1 373
Col fax Center
31,2014
_ Bathroom
Amendment
NNRO
Extend Time Frame of
2010 CDBG Roos/Nea]
to Contract
Revitalization
Contracts by Twelve (12)
Months, through December
31,2014
Amendment
Community Extend rime Frarne of
2011 CDBG Roos/Neal
to Contract
Homebuyers Contracts by Twelve (12)
Corp Months, through December
Forgivable 2"a 31, 2014
Mortgage _
Amendment
South Bend Extend Time Frame of
2012 CDBG Roos/Neal
to Contract
Home Contracts by Twelve (12)
Improvement Months, through December
Program :31,2014
Amendment
Dismal House Extend Time Frame of
2012 CDBG Ruos,Neal
to Contract
Fxterior Rehab Contracts by Twelve (12)
Months, through December
Amendment
31, 2014 _
NNN Extend Time Frame of
2012 CDBG Rcos/Neal
to Contract
Revitalization Commet5 by Twelve (12)
Months, through December
31, 2014
Amendment
Nreighborhood Extend Time Frame of
2012 CDBG Roos/Neal
to Contract
Resources Corp Contracts by Twelve (12)
Neighborhood Months, through December
Capacity 31, 2014
Building
Amendment
YWCA Extend Time Fratne of
2012 ESG Roos/Neal
to Contract
Emergency Contracts by Twelve (12)
Shelter/Rapid Months, through December
Re -Housing 31, 2014
Agreement
Waste Tipping Fees at Prairie View
$22.10'ton or Roos�Neal
Management of Landfill and Earthmovers
CSI, Whichever
Indiana, LLC Landfill; City to Provide
is Less; NTE
100,000 Cubic Yards of
3%
Organic Material
(LANDFILL
Agreement
CitySuurced, 311 Mobile Reporting
$14,000 Roos/Neal
_Inc. Application
(General Fund)_
Sewer
Bass Acceptance of Comractor's
N/A Roos'
Insurance
Excavating and Registry for Sewer Insurance
Hcnthom
Contractor
Trucking, Inc.; Program
Registry
Bob Frame
Plumbing and
Heating, Inc.,
C&E
Excavating
hie.
Agreement
North America
I Adrninistralion of Flexible
$3.40/- Roos/
Administrators,
Spending Plan: No Change
Participant/ Henthom
L.P.
in Pricing
Month;
Approximately '..
$12,000.00
(Employee
Benefits Fund
Amendment
Asset Ilealth, Add Spouses to Wellness
$1.00i Roos/Neal
to
Inc. Program; No Change in
Participant/
Agreement
Overall Cost
Month for Web
Portal Access;
$5/Participant/
Month for
Biometric
REGULAR ME!'"1 ` O
DECEMBER 10, 2013 374
Form;
Approximately
$7,000.00
(Employee
Benefits Fund)
Agreement
Gibs.rn
Insurance Advisory and
$82,000,00
_
Roos/
11,tl rn_c
Brokerage Services
(Business
Hcnthom
A enc v, Inc.
Insurance
Fund,'Employee
Benefits Fund)
Agreement
Sc U, n-
Authorizing Entry upon
N/A
Roos/
'%'in-", user
Public Property on
Henthom
ai„I .-; tuciatcs
i.ineolnwav West and Wilber
Streets at Monarch Laundry
for Drilling and
Environmental Remediation
Professional
KM'
Public Speaking and NTE $5,000
Neal/Roos
Services
C; m..,.mica-
Communication Training for (Mayor's Office
Proposal
C. -1_
Members of Mayors General Fund)
Executive Team and
Communication
Management
APPROVAL OII', 111ASE OF UTILITY EASEMENTS — UNIVERSITY OF NOTRE DAME
Ina Memo to t!. _.,i. Mr. Tony Molnar, Engineering, requested the Board approve the release
of City utility c:ns for two (2) alleys bounded by Napoleon Street, Duey Street, Georgiana
Street, and a du—c i., d alley. In his memo, Mr. Molnar stated the City has no water or sewer
mains located it, ibc .I lcys. IIe noted the alleys are two (2) stub alleys currently being vacated by
the University of No!re Dame. Upon a motion by Ms. Roos, seconded by Mr. Henthom and
carried, the Board nhhroved the release of the City utility casements as outlined above..
APPROVAL C .'1TY EMPLOYEE HOLIDAY SCHEDULE
Upon a motion _i, Cilot, seconded by Mr. Neal and carried, the following 2014 City of
South Bend Hot...:, • :_hcdule was approved-
2014 HOLIDAY SCHEDULE
New Year's lls,,
Martin iuthcr1 ti, _
Memorial Day
Independencel-
Labor Day
Veteran's Day
Thanksgiving D:.y
Day after Than l.:„i •, i i
Christmas Day
Wednesday, January 1, 2014
Day Monday, January 20, 2014
Monday, May 26, 2014
Friday, July 4, 2014
Monday, September 1, 2014
Tuesday, November 11, 2014
"Thursday, November 27, 2014
Friday, November 28, 2014
Thursday, December 25, 2014
* In addition to c ni.:c (9) designated holidays above, employees may choose one (1) additional
floating holiday, which can be any day of the employee's choosing subject to supervisor's pre -
approval.
BOARD OF Pt'! I1r WORKS REGULAR MEETING SCHEDULE
Upon a motioiloos, seconded by Mr. Neal and carried, the following Board of Works
Regular Meetin_ ai. Cl:;ims Review Meeting schedules were approved:
Location: Board of Public Works Meeting Room
1308 County -City Building
Bend, Indiana 46601
Agenda 1._iw )�.,c
Agenda Review Meetings
_South
Regular Meeting
Tuesdays._',_i _��i.
Thursdays, 10:30 a.m.
January
January 23
Tuesdays, 9:30a.m.
1_-.._ January14
January 28
Jauu.'y
^ Jarnu i ,' '
REGULAR MEETING
DECEMBER 10.2013 375
February 4
February 6
February 1 I
February 18
February 20
February 25
March_ 4
March 6
March I 1
March 18
March 20
_
March 25
April 1 _.. - _ April 3
April 8
April 15 1 April 17
_
April 22
_--
_
may 6
_ May 8 ------
May 13
May 20
May 22
May 27
June 3 _
_
June 5
June 10
June 17
June 19
_
June 24
July 8
July 1 — July 3
July 15 - July 17
July 22 --
August 5 - _ August 7
_ _
August 12
August 19 August 21
August 26
September 2 September 4
September 9
September 16 September 18
September 23
October 7
October 9 October 14
October 21
October 23 October 28
_
_ November 4
November 6 November 11
November 18
November 20 November 25
_ _
December 2
December 4 December 9
December 16
_ _
December 18 December 23
2014 BOARD OF PUBLIC WORKS CLAIMS REVIEW MEETING SCHEDI LE
Place: Board of Public Works Meeting Room 1308
13th Floor, Comity -City Building
South Bend, Indiana 46601
Claim Review Sessions — 8:30 a.m.
January 7, 21
February 4.. 18
March 4, 18
April 1, 155 29
May 6, 20
June 3, 17
July 1, 15, 29
August 5, 19
September 2, 16, 30
October 7, 21
November 4, 18
December 2, 16, 30
APPROVE TRAFFIC CONTROL DEVICES
Upon a motion made by Ms. Roos, seconded by Mr. Neal and carried, the following traffic
control devices were approved:
NEW INSTALLATTON: handicapped Accessible Parking Space Sign
LOCATION: 1339 Randolph Street
REMARKS: Favorable Recommendations
NEW INSTALLATION: One (1) hour Parking 6:00 a.m. to 6:00 p.m.
LOCATION: 702 E. Jefferson Boulevard; the Mole Hole
REMARKS: Business Turnover at Mole Hole's New Location
REGULAR 1\16.?T! V(; DECEMBER 10 2013 376
REVISION: Speed Limit - Increase Speed Limit from 20 mph to 30
mph
LOCATION. Williams Street from Lincolnway West to Navarre Street
and Portage Avenue from Navarre Street to Angela
Boulevard/Diamond Avenue Intersection
REMARKS: Roadway Meets Speed Criteria
APPROVE CLAl.V IS
Mr. Neal slatal t`:. s request to pay the following claims in the amounts indicated has been
received by 1, c 13o. J each claim is filly supported by an invoice; the person receiving the
goods or sen ices I approved the claims; and the claims have been filed with the City Fiscal
Officer and ce- I.1,._ Ibi necuracy.
tV:uneI
Amount of Claim
Date
City of Su.�(h I � i I
$2,578 801.75
December 10, 2013
_
Fit} of South n '.
City of So.:tli I; n_.
St Joseph Csung Consortium _
St. Joseoh Cot. t, uueine Consortiutn
$4,998 752.85
December 6, 2013
$746.07
December 2. 2013
625.00
I-ovember25, 2013
$.$5Q1880.72
November 25, 2013
'therefore, Mr. 1\'cal m.,de a motion that after review of the expenditures, the claims be approved
as submitted. '- . I - (,; seconded the motion, which carried.
PRIVILECIF � TI "_OOR
Mr. Mumi,, ; _. :,I No. 645, questioned the amount of the two Change Orders for All
Phase Electric :.� �I �, .-u. for Union Station Electric Equipment. Ms. Greene stated the Change
Orders total 19.9S;S. .:nder the 20% threshold set by Indiana Statute. He asked who the
Executive Ti;un I...,:dcs for [he Proposal for KNP Communications for public speaking and
conuntmicm i11.-, I Ms. Roos stated it includes the Executive Team in the Mayor's office
and the Depn.•. n, n. Ic,J.s.
ADJOUR`
There being m ,easiness to come before the Board, upon a motion made by Mr. Gilot,
seconded by N1, It, .md carried, the meeting adjourned at 10:24 a.m.
BOARD 0 7' iL ' " ORKS
Gary A.CCc t, _.._ Patrick Henthom, Member
Kathryn Rocs, ei
Mark Neal, Member
mda M. Martin. Clerk
41nd