HomeMy WebLinkAbout08/26/2014 Board of Public WorksAGENDA REVIEW SESSION AUGUST 21, 2014 266
- Addendum to Master Agency Agreement — Redevelopment Commission - Equipment
Purchase Bid Specifications for Noble Americas South Bend Ethanol LLC
Mr. Eric Horvath, Public Works, stated the City needs to have a form for the company to sign off
on in these cases where the City is helping with the purchase of equipment. He noted it needs to
be their approval of what equipment is being purchased so there is no disagreement after the
purchase.
- Sewer Refund
Ms. Roos questioned why this item is coming through the Board of Works. Mr. Horvath stated
he wanted a good record of the transaction, Mr. Gilot suggested these are small amounts and
should be handled by Finance, not the Board. He added if this was thousands of dollars, he
would run it through the Board. Mr. Horvath requested the item be removed from the agenda.
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 11:22 a.m.
BOARD OF PUBLIC WORKS
Gary A. Gilot, President
�avids, ember
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jhryn E s, Member
PABrian.
ik M ..Henthorn3-Member
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ATTEST:
-,�in a M. Martin, Cl rk
REGULAR MEETING AUGUST 26, 2014
The Regular Meeting of the Board of Public Works was convened at 9:35 a.m. on Tuesday,
August 26, 2014, by Board President Gary A. Gilot, with Board Members David Relos, Kathryn
Roos, Patrick Henthorn, and Brian Pawlowski present. Also present was Attorney Lawrence
Meteiver.
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, Regular Meeting and Claims Review Meeting of the Board held on
August 7, August 12, and August 19, 2014, were approved.
TABLE AWARD BID AND APPROVE CONTRACT — HILL STREET AND COLFAX
AVENUE ON- SITE IMPROVEMENTS — PROJECT NO 113-033 (SBCDA TIF)
Upon a motion by Mr. Relos, seconded by Ms. Roos and carried, the Board tabled the award of
the above bid.
APPROVE CHANGE ORDER NO. 2 — VACANT AND ABANDONED PROPERTY
DEMOLITIONS 1,000 HOMES IN 1 000 DAYS (GENERAL FUND)
Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 2 on behalf
of Torok Excavating, 825 S. Fellows St., South Bend, Indiana 46601, indicating the Contract
amount be increased by $13,100.00 for a new Contract sum, including this Change Order, in the
REGULAR MEETING AUGUST 26 2014 267
amount of $413,294,00, and an extension of five (5) days. Upon a motion made by Ms. Roos,
seconded by Mr. Relos and carried, the Change Order was approved.
APPROVE CHANGE ORDER NO. 2 — REMOVAL OF LEAD -BASED PAINT AT IVY
TOWER —PROJECT NO. 114-011 (AEDA TIF)
Mr. Gilot advised that Ms. Thia Vawter, Engineering, has submitted Change Order No. 2 on
behalf of Interstate Environmental Services, Inc., 337 W. 806 North U. S. Route 6, Valparaiso,
Indiana 46385, indicating the Contract time be extended seventy-five (75) days for a new
completion date of January 22, 2015. Upon a motion made by Mr. Relos, seconded by Ms. Roos
and carried, the Change Order was approved.
APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS CENTRAL
SERVICES FACILITY MODIFICATIONS TO ACCOMMODATE WORK ON
COMPRESSED NATURAL GAS VEHICLES (CENTRAL SERVICES CAPITAL)
In a memorandum to the Board, Mr. John Machowiak, Central Services, requested permission to
advertise for the receipt of bids for the above referenced project. Upon a motion made by Ms.
Roos, seconded by Mr. Henthorn and carried, the above request to advertise was approved.
APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS 2014
UNIFORM FLOOR MATS AND SHOP RAG RENTALS VARIOUS DEPARTMENT
BUDGETS)
In a memorandum to the Board, Mr. George King, Administration and Finance, requested
permission to advertise for the receipt of bids for the above referenced service. Upon a motion
made by Ms. Roos, seconded by Mr. Henthorn and carried, the above request to advertise was
approved.
APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — IGNITION
PARK SITE IMPROVEMENTS BUILDING NOS. 1 AND 2 — PROJECT NO. 114-050
FDA TIF)
In a memorandum to the Board, Mr. Corbitt Kerr, Engineering, requested permission to advertise
for the receipt of bids for the above referenced project. Upon a motion made by Ms. Roos,
seconded by Mr. Relos and carried, the above request to advertise was approved.
APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE
SHEET — HILL STREET IMPROVEMENTS NORTHEAST NEIGHBORHOOD — PROJECT
NO. 113-024 (NNDA TIF)
In a memorandum to the Board, Mr. John Engstrom, Engineering, requested permission to
advertise for the receipt of bids for the above referenced project. Also presented for signature
was the Title Sheet. Therefore, upon a motion made by Ms. Roos, seconded by Mr. Relos and
carried, the above request to advertise was approved and the Title Sheet was signed.
APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS MANHOLE
REHABILITATION —PROJECT NO. 114-003R SEWER CAPITAL
In a memorandum to the Board, Mr. Jack Dillon, Public Works, requested permission to
advertise for the receipt of bids. Upon a motion made by Mr. Henthorn, seconded by Ms. Roos
and carried, the above request to reject previous bids and re -advertise was approved.
APPROVAL OF REQUEST TO REJECT BIDS AND RE -ADVERTISE FOR THE RECEIPT
OF BIDS — WAYNE STREET PARKING GARAGE FA ADE REPLACEMENT — PROJECT
NO. 114-027R PARKING GARAGE FUND
In a memorandum to the Board, Mr, John Engstrom, Engineering, requested permission to reject
A bids previously received and re -advertise for the receipt of bids for the above referenced
project. Upon a motion made by Mr. Relos, seconded by Ms. Roos and carried, the above request
to reject bids and advertise was approved.
ADOPT RESOLUTION NO. 39-2014 — A RESOLUTION OF THE BOARD OF PUBLIC
WORKS OF THE CITY OF SOUTH BEND INDIANA AUTHORIZING THE RELEASE OF
TEMPORARY EASEMENTS AND APPOINTING AUTHORIZED REPRESENTATIVE
MAIN TO LAFAYETTE CONNECTOR
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 AUGUST 26, 2014 268
RESOLUTION NO.39-2014
A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY
OF SOUTH BEND, INDIANA, AUTHORIZING THE RELEASE OF
TEMPORARY EASEMENTS AND APPOINTING AUTHORIZED
REPRESENTATIVE
(Main to Lafayette Connector)
WHEREAS, the City of South Bend, Indiana, Board of Public Works (the
"Board") has custody of and may maintain all real property owned by the City of South Bend,
Indiana (the "City") pursuant to I.C. 36-9-6-3; and
WHEREAS, the Board has constructed a project known as the Main to Lafayette
Connector Project, which is Project No. 110-058 (the "Project'); and
WHEREAS, the Board has acquired temporary easements from various owners of
parcels adjoining the Project, in order to facilitate the construction of the Project; and
WHEREAS, the Project is now 100% complete and the temporary easements listed in
the attached Exhibit should be released; and
WHEREAS, the Board desires to appoint Patrick Henthorn as the authorized
representative of the Board to sign the necessary releases on behalf of the Board and to cause the
said releases to be recorded with the Office of the Recorder of St. Joseph County, Indiana.
NOW, THEREFORE, BE IT RESOLVED BY THE SOUTH BEND BOARD OF
PUBLIC WORKS AS FOLLOWS:
1. The releases of the temporary easements described in the attached Exhibit shall
be, and hereby are, authorized and approved.
2. Patrick Henthorn is appointed as the authorized representative of the Board to
sign the necessary releases on behalf of the Board and to cause the said releases to be recorded
with the Office of the Recorder of St. Joseph County, Indiana.
This Resolution shall be in full force and effect upon its adoption.
ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana
held on August 26, 2014, at 1308 County -City Building, 227 W. 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/ Patrick M. Henthorn
s/ Brian Pawlowski
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/
Funding
Motion/
Second
Amendment to
Redevelopment
Increase Budget for Hill and
S170,000
Roos/Henthom
the Addendum
Commission
Colfax Drainage
(SBCDA
to the Master
Improvement Project
TIF)
Agency
Agreement-
REGULAR MEETING AUGUST 26 2014 269
Supplement
No. 2
Renewal of
Santiago
Third Renewal of
$44/hr;
Relos/Roos
Professional
Garces Escober
Agreement for Various
NTE $33,000
Services
Technology Consulting
(COIT)
Agreement
Projects through December
31, 2014
Renewal of
Rene Casiano
Second Renewal of
$25/hr,
Roos/Henthom
Professional
Agreement for Various
NTE $22,500
Services
Technology Consulting
(COIT)
Agreement
Projects through December
31, 2014
Addendum to
Redevelopment
Develop Equipment
AEDA TIF
Roos/Henthorn
Master Agency
Commission
Purchase Bid Specifications
Agreement
for Noble Americas South
Bend Ethanol LLC
Amendment
South Bend
Increase Near West Side
$56,405
Roos/Henthom
No. 2 to
Heritage
Revitalization Contract by
(New Total
Contract
Foundation
Amount of Sold Property
$281,405
(CDBG)
Professional
H.J. Umbaugh
Cost of Service for
Hourly Rate;
Relos/Roos
Services
& Associates
Wastewater and Water
NTE $3,250
Agreement
Rates to St. Joseph County
for Article 1;
Regional Sewer and Water
NTE $3,250
District
for Article Il,
Sections A-
E; $500 for
Section F
(Environmen
tal Services
& Water
Works
Professional
Services)
Deeds of
City of South
City to Purchase Lot 3, 4,
$1 each
Relos/Roos
Dedication of
Bend
and 9 in Cedar Heights
(NNDA TIF)
Right -of -Ways
Addition; Triangle Parcels
at Alley Intersections for
Hill Street Improvements -
Project No. 113-024
APPROVAL OF PERMIT AND LICENSE APPLICATIONS
The following permit and license applications were presented for approval:
Applicant
Description
Date/Time
Location
Motion
Carried
Jeremy Reinke
Residential
September 13,
LaSalle Ave. from
Roos/Henthom
Block Party;
2014; 2:00 p.m.
Twyckenham Dr. to
Neighborhood
to 8:00 p.m.
Jacob St,
Block Party
Hospice
Procession:
September 14,
On Route as Submitted
Roos/Henthorn
Foundation
Bike Michiana
2014; 7:00 a.m.
for Hospice
to 5:30 p.m.
The Color Run
Procession: The
September 27,
On Revised Route
Roos/Relos
Color Run
2014; 6:00 a.m.
to 1:00 P.M.
Stanley Clark
Procession:
October 18,
On Route as Submitted
Roos/Henthorn
School
Clark Run for
2014; 8:30 a.m.
Enrichment
to 11:00 a.m.
Legacy
Procession:
September 6,
On Route as Submitted
Roos/Henthom
Productions
Annual South
2014; 10:00
Subject to
REGULAR MEETING
AUGUST 26, 2014 270
Bend Zombie
a.m. to 7:00
Staying on
Walk
p.m.
Sidewalks and
Obeying
Traffic Laws
APPROVE TRAFFIC CONTROL DEVICES
Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the following traffic
control device was approved:
NEW INSTALLATION: Handicapped Accessible Parking Space Signs
LOCATIONS: a. 1533 W. Fisher Street
b. 1326 College Street
REMARKS: All requirements met
Upon a motion made by Mr. Relos, seconded by Ms. Roos and carried, the following traffic
control device was approved:
NEW INSTALLATION: Deaf Child Warning Sign
LOCATION: 3411 South Wise Circle
REMARKS: Verified request; has met all the requirements
Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the following traffic
control device was approved:
NEW INSTALLATION: Reserved Handicap Parking
LOCATION: Northside of Jefferson Blvd. east of Lafayette
REMARKS: Has met all the requirements; Reserve Permit No. 3 Expires
January 29, 2015
Upon a motion made by Ms. Roos, seconded by Mr, Henthorn and carried, the following traffic
control device was approved:
NEW INSTALLATION: Speed Limit Sign, Twenty -Five (25) mph.
LOCATION: Basin Street between Royal Street and Running Deer Drive
REMARKS: Street is in Crescent Oaks Subdivision that connects Deer
Hollow Subdivision to Ironwood Road.
Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the following traffic
control devices were approved:
NEW INSTALLATION: Stop Sign
LOCATION: On Topsfield Road at Inwood Road
REMARKS: Three (3) Way Intersection; Topsfield Road will have the
Stop Sign, and Inwood Road will remain the through
Street.
NEW INSTALLATION: Stop Sign
LOCATION: Canal Street at Royal Street
REMARKS: Three (3) Way Intersection; Near the Crest Oaks
Subdivision Entrance Off of Ironwood Road
RATIFY APPROVAL AND/OR RELEASE CONTRACTOR AND EXCAVATION BONDS
Mr. Anthony Molnar, Division of Engineering, recommended that the following Contractor and
Excavation Bonds be ratified pursuant to Resolution 100-2000 and/or released as follows:
Business
Bond Type
Approved/
Released
Effective Date
Givens Property Investors, Inc.
Contractor
Approved
August 13, 2014
Jose Lopez
Contractor
Approved
August 13, 2014
Bill Briones
Contractor
Approved
August 19, 2014
REGULAR MEETING AUGUST 26, 2014 271
Ms. Roos made a motion that the Bonds approval and/or release as outlined above be ratified.
Mr. Henthorn seconded the motion, which carried.
APPROVE CLAIMS
Ms. Roos stated that a request to pay the following claims in the amounts indicated has been
received by the Board; each claim is fully supported by an invoice; the person receiving the
goods or services has approved the claims; and the claims have been filed with the City Fiscal
Officer and certified for accuracy.
Name Amount of Claim Date
City of South Bend $1,783,641.42 08/26/2014
City of South Bend $439,552.82 08/18/2014 and 08/20/2014
Therefore, Ms. Roos made a motion that after review of the expenditures, the claims be approved
as submitted. Mr. Relos seconded the motion, which carried.
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 9:50 a.m.
BOARD OF PUBLIC WORKS
Gary A. Gilot, President
avid P9 Relos,' Member r,
E.,Xpf, Member
Member
Bit ember
ATTEST:
11a M. Martin, Clerk