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Home My WebLink About04/17/2014 Agenda ReviewCITY OF SOUTH BEND �o 50UTR � BOARD OF PUBLIC WORKS dx U AGENDA REVIEW SESSION APRIL 17, 2014 —10:30 a.m. • ° 186 Location: 1308 County -City Building South Bend, Indiana 46601 AGENDA REVIEW SESSION 1. OPENING OF BIDS A. 2014 Infrared Pavement Patching — Project No. 114 -012 1. Funding: Funding: MVH Streets (202.0607.431.23.02) 2. AGREEMENTS /CONTRACTS /PROPOSALS /ADDENDA A. Agreement - Indiana Michigan Power Company -IN 1. Description: Contribution -in- Aid -of- Construction Agreement with Indiana Michigan Power Company - IN to Install Three (3) Phase 277/480 v 200 amp Service to Calvert Street Pumping Station. REGULAR MEETING 1. REVIEW OF MINUTES A. Agenda Review Session of April 3, 2014; Regular Meeting of April 8, 2014; Claims Review Meeting of April 15, 2014 2. OPENING OF BIDS A. Southwood Sewer Separation —Project No. 112 -042 1. Funding: 2012 Sewer Bond (661.0621.415.31.02) 3. AWARD BID AND APPROVE CONTRACT A. 2014 Sewer Lining — Project No. 114 -005 1. Company: Insituform Technologies USA 2. Amount: Unit Prices 3. Funding: Sewer Capital (624.0621.415.42.05) 4. AWARD QUOTATIONS AND APPROVE CONTRACT A. 2014 Tree and Stump Removal — Project No. 114 -007 1. Company: KC Tree 2. Amount: Unit Prices 3. Funding: MVH (202.0619.431.31.06) B. 2014 Tree Planting —Project No. 114 -008 1. Company: Phil Maternowski 2. Amount: Unit Prices 3. Funding: MVH (202.0619.431.31.06) C. 2014 Cold Milling — Project No. 114 -009 1. Walsh - Kelly, Inc. 2. Amount: Unit Prices 3. Funding: MVH (202.0607.431.23.02) GARY A. GILOT DAVID P. RELOS KATHRYN E. RODS PATRICK M. HENTHORN BRIAN J. PAWLOWSKI Page 1 CITY OF SOUTH BEND �o 50UTR � BOARD OF PUBLIC WORKS dx U AGENDA REVIEW SESSION APRIL 17, 2014 —10:30 a.m. • ° 186 Location: 1308 County -City Building South Bend, Indiana 46601 5. CHANGE ORDERS A. Memorial Parking Phase 3B — Project No. 113 -015 1. Company: Rieth -Riley Construction Co., Inc. 2. Change Order No.: 2 (Final) 3. Increase Amount: $21,751.44; Fifteen (15) Day Time Extension 4. Percent of Increase: 2.21 % 5. Total Percent of Change: 2.69% 6. Revised Contract Amount: $1,006,963.94 7. Funding: Medical TIF (426.1050.460.42.01) 6. PROJECT COMPLETION AFFIDAVIT A. Leighton Parking Garage Relighting — Project No. 113 -013 1. Company: Herrman & Goetz 2. Final Contract Amount: $180,348 3. Funding: CED Capital (601.0462.645.43.10) 7. REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS A. Fellows and Ireland Intersection Improvements — Project No. 112 -006 1. Title Sheet 2. Funding: SSDA TIF (430.1050.460.42.03) (11J019) B. Hill Street and Colfax Avenue Site Improvements — Project No. 113 -033 1. Title Sheet 2. Funding: SBCDA TIF (420.1050.460.42.03) (JHILL) C. Jefferson Boulevard Streetscape Improvements — Project No. 114 -001 1. Title Sheet 2. Funding: Major Moves (412.0602.431.42.03) D. Century Center Exhibit Halls A and B Floor Finish Improvements — Project No. 114 -016 1. Funding: St. Joseph County Hotel/Motel Tax (7304.42010.000.0099) E. Demolition of Twenty -One (2 1) Vacant and Abandoned Homes, Phase I — Project No. 114 -006 1. Funding: Loss Recovery Fund (227.1201.415.39.89) F. Demolition of Twenty -One (21) Vacant and Abandoned Homes, Phase II — Project No. 114 -020 1. Funding: Loss Recovery Fund (227.1201.415.39.89) G. Lead -Based Paint Removal at Union Station Technology Center (Floors 1 -3) 1. Funding: TIF (324.1050.460.31.06) (12J012) 8. REQUEST TO ADVERTISE FOR PROPOSALS A. Relook at the South Bend Long Term Control Plan — Project No. 114 -010 GARY A. GILOT DAVID P. RELOS KATHRYN E. RODS PATRICK M. HENTHORN BRIAN J. PAWLOWSKI Page 2 CITY OF SOUTH BEND �o 50UTR � BOARD OF PUBLIC WORKS dx U AGENDA REVIEW SESSION APRIL 17, 2014 —10:30 a.m. • ° 186 Location: 1308 County -City Building South Bend, Indiana 46601 1. Funding: Environmental Services Engineering (641.0630.793.31.01) 9. RESOLUTION A. No. 22 -2014 — A Resolution of the Board of Public Works of the City of South Bend, Indiana, Establishing a Mercury Minimization Policy 1. Description: For the Evaluation of Alternative Equipment and Products Containing Mercury at the Wastewater Treatment Plant and Operations under the Direction of the Division of Environmental Services. 10. AGREEMENTS /CONTRACTS /PROPOSALS /ADDENDA A. Professional Services Agreement — Crowe Horwath, LLP 1. Description: Project Assignment for Financial Advisory Services for Refunding Bonds of 2014 (TJX). Refunding to be approved by Redevelopment Commission on April 24, 2014 and Common Council on April 28, 2014. 2. Amount: $40,000.00 (plus out -of- pockets expenses) 3. Funding: AEDA TIF and Bond Proceeds (324.1050.460.31.50) B. Professional Services Agreement Amendment — Creative Financial Services, LLC (d /b /a Creative Financial Staffing) 1. Description: Temporary Accounting Services for Administration and Finance for CAFR, Audit and Other Projects through May 9, 2014 2. Amount: Increase Original Agreement by $1,400 (Not to Exceed $13,300) 3. Funding: Administration & Finance Operating Budget (101.0401.415.31.06) C. Lease Purchase Agreement — Ricoh USA, Inc. 1. Description: Copier Lease for Organic Resources, Headworks and Administration Lab Offices 2. Amount: $234.75/60 months plus .0050 /impression 3. Funding: WWTP Operations & Maintenance (641.0631.793.37.11 /12; 641.0630.793.37.11 /12) D. Professional Services Agreement Amendment — Rene Casiano 1. Description: Various Technology Consulting Projects in Connection with the Mayor's Office Technology Group, including KPI's, CitiStat, Code Enforcement, Dashboards, Sharepoint, etc. 2. Amount: $20,000; New Contract Total $35,000; Extension of Contract to August 31, 2014 3. Funding: COIT, IT Professional Services (404.0672.415.31.06) E. Agreement — Vanco Services, LLC 1. Description: Change Water Works Payment Channel Type from Paper Checks to Electronic Fund Transfers through e.service Gateway GARY A. GILOT DAVID P. RELOS KATHRYN E. RODS PATRICK M. HENTHORN BRIAN J. PAWLOWSKI Page 3 CITY OF SOUTH BEND �o 50UTR � BOARD OF PUBLIC WORKS dx U AGENDA REVIEW SESSION APRIL 17, 2014 —10:30 a.m. • ° 186 Location: 1308 County -City Building South Bend, Indiana 46601 2. Amount: $40.00 One -Time Fee; $25.00 Monthly Fee; Transaction Fee of $0.10 per item 3. Funding: Water Works Operations (620.0640.657.31.35) F. Professional Services Agreement — Webster Environmental Associates, Inc. 1. Description: Provide Field Investigation and Engineering Services for the Design of Chemical Storage and Feed Facilities for Lift Stations along the IN Tek and IN Kote Sanitary Sewer Collection System 2. Amount: $28,654 (Not to Exceed) 3. Funding: Environmental Services, Wastewater Engineering (641.0630.793.31.02) G. Professional Services Agreement - M/E Design Services 1. Description: Professional Services Agreement to provide Mechanical and Electrical Design of Heating, Ventilation and Cooling Systems for the WWTP Administration and Laboratory Building (Phase II). 2. Amount: $12,600 (Not to Exceed) 3. Funding: Environmental Services /Wastewater Engineering (641.0630.793.31.02) H. Professional Services Agreement — Greeley and Hansen 1. Description: Study of Potential Uses for Cleaned Digester Gas; Assist with Digester No. 2 Process Start-Up; and Provide Specifications and Field Inspection for Digester Nos. 1 and 3 Cleaning Project to Be Bid in 2014. 2. Amount: $123,500 (Not to Exceed) 3. Funding: Environmental Services /Wastewater Engineering (641.0630.793.31.02)\ I. Second Amendment to Agreement — South Bend Redevelopment Commission, Union Station Properties, LP, and Studebaker Building 84, LLC 1. Description: Clarifies Obligations of the Parties related to Remediation Work at Ivy Towers J. Agreement — South Bend Redevelopment Commission 1. Description: Consent to Collateral Assignment of Environmental Agreement for Ivy Tower Building K. Lease Agreement — Hewlett Packard 1. Description: 2014 Computer Deployment — Lease Approximately 145 Systems 2. Amount: NTE $145,000; Four (4) Years 3. Funding: IT Lease (404.0672.415.37.00) 11. LICENSES AND PERMITS A. PROCESSIONS 1. Applicant: Legion Riders 357 GARY A. GILOT DAVID P. RELOS KATHRYN E. RODS PATRICK M. HENTHORN BRIAN J. PAWLOWSKI Page 4 CITY OF SOUTH BEND �o 50UTR � BOARD OF PUBLIC WORKS dx U AGENDA REVIEW SESSION APRIL 17, 2014 —10:30 a.m. • ° 186 Location: 1308 County -City Building South Bend, Indiana 46601 a) Event: Stars and Stripes Ride b) Date /Time: May 24, 2014; 8:00 a.m. to 12:45 p.m. c) Favorable recommendations provided the route is altered to reflect that the ride stays on the St. Joseph Valley Parkway exiting at Mayflower Road as opposed to Ironwood Drive as discussed in April 8, 2014 meeting. 2. Applicant: Chet Waggoner Little League a) Event: Chet Waggoner Little League Opening Day Parade b) Date /Time: May 3, 2014; 7:00 a.m. to 9:00 a.m. c) See Police comments regarding route and lack of availability for assistance. Traffic and Lighting will not be available to assist. 3. Applicant: William Lottie, Imani Unidad a) Event: Imani Unidad & Buffalo Soldiers MC of Indiana Motorcycle Ride for HIV /AIDS b) Date /Time: June 28, 2014; 9:00 a.m. to 1:00 p.m. c) Police state if County approves the route, they will assist at City intersections; Traffic and Lighting will not be available to assist B. NON - RESIDENTIAL BLOCK PARTIES 1. Applicant: Julian Alcantar a) Event: Circus of Art b) Location: South Michigan St. from Jefferson Blvd. to Wayne St. c) Date /Time: April 26, 2014; 7:00 a.m. to 10:00 p.m. d) Favorable Recommendations; Fire Dept. requests emergency access be retained for Robertson's Apartments 2. Applicant: Nancy Tetzlaff, Lots of Hope Inc. a) Event: FunBurst 2014 b) Location: Harrison Street from Lindsey St. to VanBuren St. c) Date /Time: May 31, 2014, 10:00 a.m. to 3:00 p.m. d) Favorable Recommendations C. LICENSES 1. Type: Busker or Sidewalk Performer a) Applicant: Kenneth Ernsberger (1) Favorable Recommendations; Must not impede handicap right -of- ways. 2. Type: Open Air Business a) Applicant: The Organic Gypsy (1) Description: Food Truck; Spring Rolls, Panini's, Wraps, Breakfast, Yogurt, Soup, etc. (2) Location: Eddy Street Commons; West Entrance to Parking Garage (3) Date /Time: May 8, 2014; 9:00 a.m. to 8:00 p.m. (4) See Engineering Comments GARY A. GILOT DAVID P. RELOS KATHRYN E. RODS PATRICK M. HENTHORN BRIAN J. PAWLOWSKI Page 5 CITY OF SOUTH BEND �o 50UTR � BOARD OF PUBLIC WORKS dx U AGENDA REVIEW SESSION APRIL 17, 2014 —10:30 a.m. • ° 186 Location: 1308 County -City Building South Bend, Indiana 46601 3. Type: Sidewalk Caf6s a) Applicant: LePeep of South Bend, Inc. (1) Location: 127 S. Michigan Street (2) Date /Time: Monday through Friday, 6:30 a.m. to 2:00 p.m., Saturday and Sunday, 7:00 a.m. - 2:00 p.m. (3) Favorable Recommendations b) Applicant: Bruno's Downtown (J Weldy, LLC) (1) Location: 131 S. Michigan Street (2) Date /Time: Monday through Saturday, 11:00 a.m. to 9:00 p.m.; Sunday, 12:00 p.m. to 8:00 p.m. (3) Favorable Recommendations c) Applicant: The Vine (1) Location: 103 W. Colfax Avenue (2) Date /Time: Monday through Sunday (3) Favorable Recommendations d) Applicant: Cafe Navarre 11:00 a.m. to 12:00 a.m. (1) Location: 101 N. Michigan, Suite 101 (2) Date /Time: Monday through Thursday, 11:00 a.m. to 11:00 p.m.; Friday, 11:00 a.m. to 12:00 a.m.; Saturday, 4:00 p.m. to12:00 a.m.; Sunday, 4:00 p.m. to 10:00 p.m. (3) Favorable Recommendations e) Applicant: Woochi Japanese Fusion & Bar (1) Location: 123 W. Washington St (2) Date /Time: Monday- Thursday, 11:00 a.m. to10:00 p.m.; Friday, 11:00 a.m. -11:00 p.m.; Saturday, 12:00 p.m. to 1:00 p.m.; Sunday, 12:00 P.M. to 9:00 P.M. (3) Favorable Recommendations f) Applicant: Chicory Cafe (1) Location: 105 E. Jefferson Blvd, Suite 103 (2) Date /Time: Monday- Sunday, 10:00 a.m. to 10:00 p.m. (3) Favorable Recommendations g) Applicant: Fiddler's Hearth (1) Location: 127 N. Main Street (2) Date /Time: Sunday, 11:00 a.m. -9:00 p.m.; Monday- Tuesday, 11:00 a.m. to 11:00 p.m.; Wednesday - Saturday, 11:00 a.m.to 1:00 a.m. (3) Comment: Cafe will need to be gated if alcohol is served. h) Applicant: Purple Porch Co -Op (1) Location: 123 N. Hill St. (2) Date /Time: Monday through Saturday, 7:00 a.m. to 7:00 p.m. (3) Favorable Recommendations GARY A. GILOT DAVID P. RELOS KATHRYN E. RODS PATRICK M. HENTHORN BRIAN J. PAWLOWSKI Page 6 CITY OF SOUTH BEND �o 50UTR � BOARD OF PUBLIC WORKS dx U AGENDA REVIEW SESSION APRIL 17, 2014 —10:30 a.m. • ° 186 Location: 1308 County -City Building South Bend, Indiana 46601 D. ENCROACHMENT 1. Applicant: Redevelopment Retail (Yummy Cupcakes) a) Location: 119 S. Michigan Street b) Description: 1' x 4' hanging sign under existing 5' projection awning in line with neighboring signage. c) Favorable Recommendations 12. TRAFFIC CONTROL DEVICES A. Revision 1. Type: Change "Permissive" Left Turn to "Protected and Permissive" Left Turn for North and Southbound Traffic at Existing Signal 2. Location: Ironwood Drive and Calvert Street 3. Reason: Meets Warrant Study; Favorable Recommendations B. Removal 1. Type: Two (2) Hour Parking 6:00 a.m. to 6:00 p.m. 2. Location: 2512 Mishawaka Avenue 3. Reason: Business converted back to Single Family Residence 13. VACATIONS A. Alley Vacation 1. Applicant: Holladay Corporation a) Location: the First East /West Alley South of Colfax Avenue from Lafayette Boulevard to the First North South Alley b) Purpose: Consolidate Property under One Lot and One Tax Key Number c) Favorable Recommendations 14. CLAIMS 15. PRIVILEGE OF THE FLOOR 16. ADJOURNMENT NOTICE FOR HEARING AND SIGHT IMPAIRED PERSONS Auxiliary Aid or Other Services are Available upon Request at No Charge. Please Give Reasonable Advance Request when Possible. GARY A. GILOT DAVID P. RELOS KATHRYN E. RODS PATRICK M. HENTHORN BRIAN J. PAWLOWSKI Page 7