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HomeMy WebLinkAbout09/23/2014 Board of Public WorksAGENDA REVIEW SESSION SEPTEMBER 18 2014 291 ju, a i rick M. Henthorn, ember ari J. ws r, Member ATTEST: �nda�M.Martin, lerk REGULAR MEETING SEPTEMBER 23 2014 The Regular Meeting of the Board of Public Works was convened at 10:35 a.m. on Tuesday, September 23, 2014, by Board President Gary A. Gilot, with Board Members Kathryn E. Roos, Patrick Henthorn, and Brian Pawlowski present. Board Member David Relos was absent. Also present was Board Attorney Cheryl Greene. ADDITIONS TO THE AGENDA Mr. Gilot noted the addition to the agenda of two Traffic Control Device requests and a Sidewalk Cafe permit request. 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 Meeting of the Board held on September 4, September 9, and September 16, 2014, were approved. PUBLIC HEARING — MASSAGE ESTABLISHMENT LICENSE - THE VIBRANCE CENTER Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning an application for a new massage establishment license submitted by Colleen Kielton on behalf of the Vibrance Center, 328 N. Michigan St., Ste. B3 and B4, South Bend, Indiana. It was noted favorable recommendations were received from the Fire Department, Police Department, and the Building Department. Ms. Colleen Kielton, Business Owner, spoke on behalf of her establishment noting they have been in business for one (1) year as a holistic center, but are now requesting to add a massage license. There being no one else present wishing to address the Board concerning this matter, the Public Hearing was closed. Therefore, upon a motion made by Ms. Roos, seconded by Mr. Henthorn and carried, the license was approved. OPENING OF BIDS — 2014 UNIFORM AND FLOOR MAT SERVICE AND RENTALS VARIOUS DEPARTMENTS This was the date set for receiving and opening of sealed bids for the above referenced service. 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: BSE INC. 139B Gatlin Drive Griffith, IN 46319 Bid was signed by: Breanne Stover, 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. Indiana Local Business Preference Claim Submitted but Not Eligible. $10,000 Bid Bond was submitted. e REGULAR MEETING SEPTEMBER 23 2014 292 Description Cost Per Week Without Cleaning Service Cost Per Week Without Cleaning Service Group 1- One (1) 3' x 4' Floor Mat $ N/A 5.00 Group I- One (1) 4' x 6' Floor Mat $ N/A 6.00 Group 1- One(]) 3' x 10' Floor Mat $ N/A 8.00 Group 2- One (1) Uniform set $.80 L95 Groui) 3- One (1) Coverall $ 60 1.60 Group 4- One (1) Lab Coat $ 50 1.25 Group 5- One (1) Bag (50 ea) Red Shop Rags $ N/A 20.00/bag Group 5- One (1) Bag (50 ea) White Shop Rags $ N/A 15.00/bag WILDMAN UNIFORM & LINEN 800 S. Buffalo St. Warsaw, IN 46504 Bid was signed by: Nathan Cottrill 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 Submitted but Not Eligible. S10,000 Bid Security Check was submitted. RIM Description Cost Per Week Cost Per Week Without Cleaning With Cleaning Service Service Group I- One (1) 3' x 4' Floor Mat $ N/A 1.05 Group 1- One (1) 4' x 6' Floor Mat $ N/A 1.68 Group 1- One (1) 3' x 10' Floor Mat $ N/A 2.10 Group 2- One (1) Uniform set $.47 .67 Group 3- One (1) Coverall $ 47 .67 Group 4- One (1) Lab Coat $ 34 48 Group 5- One (1) Bag (50 ea) Red Shop Rags 3.50 $ N/A Group 5- One (1) Bag (50 ea) White Shop Rags $ N/A 5.00 CINTAS CORPORATION 4001 William Richardson Dr. South Bend, IN 46628 Bid was signed by: Chris Mack 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 Submitted but Not Eligible. $10,000 Bid Bond was submitted. REGULAR MEETING SEPTEMBER 23, 2014 293 BID: Description Cost Per Week Cost Per Week Without Cleaning With Cleaning Service Service Group 1- One (1) 3' x 4' Floor Mat $ NSA 1.00 Group 1- One (1) 4' x 6' Floor Mat $ NSA 1.75 Groin- One (1) 3' x 10' Floor Mat $ NSA 2.50 Group 2- One (1) Uniform set $,295 .65 Group 3- One (1) Coverall $ 40 .40 Group 4- One (1) Lab Coat $ 40 .40 Group 5- One (1) Bag (50 ea) Red Shop Rags 2.00 $ NSA Group 5- One (1) Bag (50 ea) White Shop Rags $ NSA 2.00 Upon a motion made by Ms. Roos, seconded by Mr. Henthorn and carried, the above bids were referred to Human Resources and Purchasing for review and recommendation. OPENING OF BID — CENTRAL SERVICES FACILITY MODIFICATIONS TO ACCOMMODATE WORK ON COMPRESSED NATURAL GAS VEHICLES CENTRAL SERVICES 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 bid was opened and publicly read: CLEAN ENERGY DBA CLEAN ENERGY CORP 4675 MacArthur Court, Suite 800 Newport Beach, CA 92660 Bid was signed by: Mitchell W. Pratt 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 percent (10%) Bid Bond was submitted BID: $387,783.00 Upon a motion made by Ms. Roos, seconded by Mr. Henthorn and carried, the above bid was referred to Engineering and Central Services for review and recommendation. OPENING AND AWARD OF BID — WAYNE STREET PARKING GARAGE FACADE REPLACEMENT — PROJECT NO. 114-027R (PARKING GARAGE FUND) 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: SLATILE ROOFING & SHEET METAL CO. INC.-AWARDEE 1703 S. Ironwood Drive South Bend, Indiana 46613 Bid was signed by: Gerald Longerot Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination REGULAR MEETING SEPTEMBER 23, 2014 294 Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Five percent (5%) Bid Bond was submitted BID: Total Items 1, 2, 3, 4: $245,594.00 Alternate: 17,970.00 S263,564.00 ADVANCED RESTORATION CONTRACTORS, INC. 141 S. Sherman Dr. Indianapolis, IN 46201 Bid was signed by: Carl L. Aikman, Jr. 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 percent (5%) Bid Bond was submitted. BID: Total Items 1, 2, 3: $274,900.00 ZIOLKOWSKI CONSTRUCTION, INC. 4050 Ralph Jones Drive South Bend, IN 46628 Bid was signed by: Bill Favors 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 percent (5%) Bid Bond was submitted. BID: Total Items 1, 2, 3, 4: $259.000.00 Alternate: 4,775.00 $264,675.00 THE BLAKELY CORPORATION/F. E. GATES DIVISION 8060 E. 881h Street Indianapolis, IN 46256 Bid was signed by: Ronald Pertl 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 percent (5%) Bid Bond was submitted. BID: Total Items 1, 2, 3, 4: $344,361.00 Alternate: 2,800.00 $347,161.00 GIBSON-LEWIS, LLC 1001 W. I I1h Street Mishawaka, IN 46544 Bid was signed by: Robert A. Lingenfelter 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 percent (5%) Bid Bond was submitted. REGULAR MEETING SEPTEMBER 23, 2014 295 BID: Total Items 1, 2, 3, 4: $440,800.00 Alternate: 9,200.00 $450,0K00 PULLMAN SST, INC. 280 W. Jefferson Avenue Trenton, MI 48183 Bid was signed by: J. Pete Wallace 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 percent (5%) Bid Bond was submitted. BID: Total Items 1, 2, 3, 4: $377,700.00 Alternate: 24,630.00 $402,330.00 Ms. Greene stated that Slatile and Advanced Restoration did not have the Acknowledgement of Addendum included with their bid and Advanced Restoration only bid on the first three (3) items. It was noted that the Addendum added a fourth item to the Bid/Proposal Sheet. Ms. Martin stated she had a faxed, signed copy from Slatile acknowledging the Addendum. She added she did not have anything from Advanced Restoration. The Board asked if anybody was present from either company. A representative from Slatile Roofing and Restoration was present and confirmed that they had received the Addendum and signed and faxed it back prior to the bid opening. Ms. Greene stated Advanced Restoration's bid was non -responsive to the bid due to no acknowledgement of the Addendum and no bid for the fourth line item of the bid. Upon a motion made by Ms. Roos, seconded by Mr, Henthorn and carried, the above bids were referred to Engineering and Community Investment for review and recommendation. After review, Mr. Roger Nawrot, Engineering, recommended the bid be awarded to the lowest responsive and responsible bidder, Slatile Roofing and Sheet Metal Co., Inc., for the base bid only in the amount of $245,594.00. Therefore, Ms. Roos made a motion that the recommendation be accepted and the bid be awarded and the contract approved as outlined above. Mr. Henthorn seconded the motion, which carried. OPENING AND REJECTION OF BIDS — HILL STREET IMPROVEMENTS — PROJECT NO. 113-024 (NNDA 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: HRP CONSTRUCTION INC. 5777 Cleveland Road, PO Box 266 South Bend, IN 46624 Bid was signed by: Paul J. Fallon 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 percent (5%) Bid Bond was submitted BID: Base Bid: $295,996.00 Base Bid + Alternate A: $337,340.40 Base Bid + Alternate B: $342,847.00 Base Bid + Alternate A and B: $384,191.40 RIETH-RILEY CONSTRUCTION CO. INC. 25200 State Road 23 South Bend, IN 46614 REGULAR MEETING SEPTEMBER 23, 2014 296 Bid was signed by: Todd J. Kulczar 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 percent (5%) Bid Bond was submitted. BID: Base Bid: $194,653.75 Base Bid + Alternate A: $233,529.75 Base Bid + Alternate B: $236,998.00 Base Bid + Alternate A and B: $275,873.00 WALSH & KELLY INC. 24358 State Road 23 South Bend, IN 46614 Bid was signed by: Dustin Hilary 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 percent (5%) Bid Bond was submitted. BID: Base Bid: $169,723.50 Base Bid + Alternate A: $ 27,333.00 Base Bid + Alternate B: $ 33,052.75 Base Bid + Alternate A and B: $230,109.25 Upon a motion made by Ms. Roos, seconded by Mr. Henthorn and carried, the above bids were referred to Engineering and Community Investment for review and recommendation. After review, Mr. Roger Nawrot, Engineering, recommended that all bids be rejected due to coming in over the budget. Therefore, upon a motion by Mr. Gilot, seconded by Ms. Roos and carried, the Board rejected all bids. Mr. Nawrot stated the project would not re -advertise until next spring. OPENING AND AWARD OF BID -- IGNITION PARK SITE IMPROVEMENTS BUILDINGS NOS. 1 AND 2 — PROJECT NO 114-050 (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: MAJORITY BUILDERS INC.-AWARDEE 62900 US 31 South South Bend, IN 46614 Bid was signed by: Steven C. Slagle 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 percent (5%) Bid Bond was submitted. BID: $76,124.24 (Bid Amount); Corrected Amount $76,124.44 HRP CONSTRUCTION, INC. 5777 Cleveland Road, P. O. Box 266 South Bend, IN 46624 Bid was signed by: Paul J. Fallon Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination REGULAR MEETING SEPTEMBER 23, 2014 297 Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Five percent (5%) Bid Bond was submitted. BID: $163,342.00 C & E EXCAVATING, INC. 53767 CR 9 Elkhart, IN 46514 Bid was signed by: Thad Bessinger 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 percent (5%) Bid Bond was submitted. BID: $152,846.00 SELGE CONSTRUCTON CO., INC. 2833 S. 11�'' Street Niles, MI 49120 Bid was signed by: Robert Kuhns, P. E. 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 percent (5%) Bid Bond was submitted. BID: $143,727.50 WALSH & KELLY, INC. 24358 State Road 23 South Bend, IN 46614 Bid was signed by: Dustin Hilary 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 percent (5%) Bid Bond was submitted. BID: $137,345.00 Upon a motion made by Ms. Roos, seconded by Mr. Henthom and carried, the above bids were referred to Engineering and Community Investment for review and recommendation. After review of the bids, Mr. Roger Nawrot, Engineering, recommended the bid be awarded to Majority Builders, Inc., in the amount of $76,124.44. He noted they had a $.20 error in their addition that was corrected. Therefore, upon a motion by Ms. Roos, seconded by Mr. Henthorn and carried, the bid award was approved as outlined above. APPROVE CHANGE ORDER NO. 1 — RIVERSIDE/ANGELA RETENTION LANDSCAPE MAINTENANCE— PROJECT NO 113-036 (SEWER OTHER CONTRACTUALS) Mr. Gilot advised that Mr. Jack Dillon, Engineering, has submitted Change Order No. 1 on behalf of Landmark Landscaping, 10882 McKinley Hwy., Osceola, Indiana 46561, indicating the Contract amount be increased by $2,160.00 for a new Contract sum, including this Change Order, in the amount of $31,208.00. Upon a motion made by Ms. Roos, seconded by Mr. Henthorn and carried, the Change Order was approved. REGULAR MEETING SEPTEMBER 23, 2014 298 APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — ONE OR MORE, 2014 OR NEWER, JET RODDER/VACUUM MACHINE WITH CAB AND CHASSIS (SEWERS CAPITAL) 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. Henthorn and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — ENVIRONMENTAL SERVICES ADMINISTRATION AND LABORATORY HVAC UPGRADES, PHASE II — PROJECT NO. 114-055 (ENVIRONMENTAL SERVICES MAINTENANCE) In a memorandum to the Board, Mr. Jacob Klosinski, Environmental Services, requested permission to advertise for the receipt of bids for the above referenced project. Also presented at this time for approval and execution was the Title Sheet. Therefore, upon a motion made by Ms. Roos, seconded by Mr. Henthorn and carried, the above request was approved and the Title Sheet was approved and signed. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — POLICE DEPARTMENT VEHICLE EQUIPMENT (VEHICLE LEASE) In a memorandum to the Board, Lieutenant Chris Voros, Police Department, requested permission to advertise for the receipt of bids for the above referenced vehicle equipment. Therefore, upon a motion made by Mr, Henthorn, seconded by Ms. Roos and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — LINCOLNWAY WEST CORRIDOR IMPROVEMENTS — PROJECT NO. 114-033A (MAJOR MOVES) In a memorandum to the Board, Mr. Roger Nawrot, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Also presented at this time for approval and execution was the Title Sheet. Upon a motion made by Ms. Roos, seconded by Mr. Henthorn and carried, the above request to advertise was approved and the Title Sheet was approved and signed. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — PRIMARY DIGESTER NO. 1 AND PRIMARY DIGESTER NO. 3 CLEANING ENVIRONMENTAL SERVICES TREATMENT AND DISPOSAL EQUIPMENT) In a memorandum to the Board, Jacob Klosinski, Environmental Services, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Ms. Roos, seconded by Mr. Henthorn and carried, the above request was approved. ADOPT RESOLUTION NO. 37-2014 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND INDIANA ADOPTING A WRITTEN FISCAL PLAN AND ESTABLISHING A POLICY FOR THE PROVISION OF SERVICES TO AN ANNEXATION AREA IN CLAY TOWNSHIP (RAINBOW CHILD ANNEXATION AREA) Upon a motion made by Ms. Roos, seconded by Mr. Henthom and carried, the following Resolution was adopted by the Board of Public Works subject to review and recommendation from Engineering: RESOLUTION NO. 37-2014 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA ADOPTING A WRITTEN FISCAL PLAN AND ESTABLISHING A POLICY FOR THE PROVISION OF SERVICES TO AN ANNEXATION AREA IN CLAY TOWNSHIP (RAINBOW CHILD ANNEXATION AREA) WHEREAS, there has been submitted to the Common Council of the City of South Bend, Indiana, an Ordinance and a petition by all (100%) property owners which proposes the annexation of real estate located in Clay Township, St. Joseph County, Indiana, which is more particularly described at Page 14 of Exhibit "A" attached hereto; and WHEREAS, the territory proposed to be annexed encompasses approximately 2.65 acres of land containing single-family houses, which property is at least 12.5% contiguous to the REGULAR MEETING SEPTEMBER 23, 2014 299 current City limits, i.e., approximately 25.0% contiguous, generally located on the east side of State Road 23 north of Douglas Road (17288 and 17316 State Road 23). It is anticipated that the annexation area will be used for a day care center. The development will require a basic level of municipal public services of a non -capital improvement nature, including street and road maintenance, street sweeping, flushing, snow removal, and sewage collection, as well as services of a capital improvement nature, including street and road construction, street lighting, a sanitary sewer system, a water distribution system, and a storm water system and drainage plan; and WHEREAS, the Board of Public Works now desires to establish and adopt a fiscal plan and establish a definite policy showing: (1) the cost estimates of services of a non -capital nature, including street and road maintenance, street sweeping, flushing, and snow removal, and sewage collection, and other non -capital services normally provided within the corporate boundaries; and services of a capital improvement nature including street and road construction, street lighting, a sanitary sewer extension, a water distribution system, and a storm water system to be furnished to the territory to be annexed; (2) the method(s) of financing those services; (3) the plan for the organization and extension of those services; (4) that services of a non -capital nature will be provided to the annexed area within one (1) year after the effective date of the annexation, and that they will be provided in a manner equivalent in standard and scope to similar non -capital services provided to areas within the corporate boundaries of the City of South Bend, regardless of similar topography, patterns of land use, and population density; (5) that services of a capital improvement nature will be provided to the annexed area within three (3) years after the effective date of the annexation within the same manner as those services are provided to areas within the corporate boundaries of the City of South Bend regardless of similar topography, patterns of land use, or population density, and in a manner consistent with federal, state and local laws, procedures, and planning criteria; and (6) the plan for hiring the employees or other governmental entities whose jobs will be eliminated by the proposed annexation. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, AS FOLLOWS: Section I. It is in the best interest of the City of South Bend and the area proposed to be annexed that the real property described more particularly at Page 14 of Exhibit "A" attached hereto be annexed to the City of South Bend. Section II. That it shall be and hereby is now declared and established that it is the policy of the City of South Bend, by and through its Board of Public Works, to furnish to said territory services of a non -capital nature, such as street and road maintenance, street sweeping, flushing, and snow removal, within one (1) year of the effective date of the annexation in a manner equivalent in standard and scope to services furnished by the City to other areas of the City regardless of similar topography, patterns of land utilization, and population density; and to furnish to said territory, services of a capital improvement nature such as street and road construction, a street light system, a sanitary sewer system, a water distribution system, a storm water system and drainage plan, within three (3) years of the effective date of the annexation in the same manner as those services are provided to areas within the corporate boundaries of the City of South Bend regardless of similar topography, patterns of land use, or population density. Section III. That the Board of Public Works shall and does hereby now establish and adopt the Fiscal Plan, attached hereto as Exhibit "A", and made a part hereof, for the furnishing of said services to the territory to be annexed, which provides, among other things, that the public sanitary sewer and water network is available with capacity sufficient to service this area with fees for prior main line extensions due upon application for a tap permit and any improvements in sewer or water capacity to be paid for by the developer in compliance with state and local law; that no additional street lighting will be necessary; and that no new roads or streets will be required. Section IV. It is required as a condition of annexation that any future alterations to the property meet City of South Bend's building and zoning requirements. Adopted the 23d day of September, 2014. REGULAR MEETING SEPTEMBER 23, 2014 300 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot 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/ Motion/ Funding Second Professional enFocus Solid Waste RFID Tags $80,000/ Pawlowski/ Services and Software Paid Quarterly Henthorn Agreement Implementation; City through June Mr. Gilot Document Management 30, 2015 Abstained System Implementation; (COIT) from the Vote Code Enforcement Accela as a Board Implementation; IT Land Member of Management Database; and enFocus Community Outreach Resource Platform Addendum to Redevelopment Develop Specifications and SSDA TIP Roos/Henthorn the Master Commission Bidding for Agency Michigan/Chippewa Agreement Intersection Modification Project Addendum to Redevelopment Develop Specifications and AEDA TIF Roos/Henthorn the Master Commission Bidding for Norres North Agency America Equipment Agreement Purchase Supplemental DLZ Indiana Supplemental Agreement ($12,150); Roos/Henthorn Agreement to LLC No. 4 to Decrease the New Contract Subject to Professional Scope of Work for the Total $811,800 Approval by Services Memorial Hospital North (Medical TIF) the Redevelop - Agreement Parking Lot ment Commission Professional Cardno JFNew Provide Survey, Bank $10,190 Roos/Henthorn Services (Cardno, Inc.) Stabilization, Design, (Environmenta (Name of Agreement Permitting, and Bidding 1 Services Company Services for Stabilization of Other changed to River Bank along Contractual Cardno, Inc. Wastewater Treatment Services) Noted) Plant Amount Professional Abonmarche Design Services for $173,500 Roos/Henthorn Services Consultants, Ignition Park Infrastructure, (AEDA TIF) Subject to Agreement Inc. Franklin St. and Ignition Approval by Drive South the Redevelop- ment Commission REGULAR MEETING SEPTEMBER 23, 2014 301 Amendment State of Indiana Add Six (6) Months to (ESG) Roos/Henthorn No. 2 to the and YWCA Expenditure Deadline for 2013 North Central Rapid Rehousing Emergency Indiana Solutions Grant Program Contract Amendment Arcadis U.S., Influent Channel $389,500 Roos/Henthorn to Inc. Modifications and Effluent (Wastewater Professional Pipe Replacement, Capital Services Electrical Components, Improvements) Agreement Instrumentation, and Controls for Secondary Treatment Contract INDOT Project Coordination $2,710,000: Roos/Henthom Contract for Reconstruction City's Portion: Subject to of Olive Street from Prairie $542,000 Appropriation Avenue to the Railroad (LRSA) of 2015 Funds South of Tucker Drive by Common Council Contract INDOT Project Coordination $3,803,000: Roos/Henthorn Contract for Reconstruction City's Portion: Subject to of Bendix Drive from $760,600 Appropriation Lathrop St. to the 1-80 (LRSA) of 2015 Funds Bridge (Nimtz Parkway) by Common Council Contract INDOT Project Coordination $895,500: Roos/Henthorn Funding: Contract for Sidewalk and City's Portion: Subject to Curb Upgrade near $179,100 Appropriation Coquillard Primary School (LRSA) of 2015 Funds by Common Council Contract INDOT Project Coordination $981,000: Roos/Henthorn Contract for Sidewalk and City's Portion Subject to Curb Upgrade near $196,200 Appropriation Harrison Primary Center (LRSA) of 2015 Funds by Common Council APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following hermit and license annii�ntinnc un-rP nr —tPA -r r o>..,....._i. Applicant Description Date/Time Location Motion Carried Viola King Block Party — September 27, Jefferson Blvd. from Roos/Henthorn Residential 2014; 1:00 p.m. to Bendix Dr. to Kaley 8:00 P.M. St. South Bend Block Party — October 11, 17, 18, In Civic Theatre's Henthorn/Roos Civic Theatre Non -Residential: 24, 25, 31, and Parking Lot; Mid - "House of Nov. 1; 5:00 p.m. Block Crossing on Frightenstein" to 11:00 p.m.: Madison St. with Haunted House October 12, 16, 19, Cones, Signage, and 23, 26, 29, and 30; CVO's Assistance 5:00 p.m. to 10:00 p.m. Riley High Procession - September 26, Start at Former Roos/Henthorn School Riley High 2014; 4:00 p.m. to Kmart Parking Lot School 6:30 p.m. off Ireland Rd., Homecoming North on St. Joseph Parade St. to Ireland Rd., East to Miami Rd., REGULAR MEETING SEPTEMBER 23, 2014 302 South to Jackson Rd., into Jackson Football Field American Procession — September 28, Participants to Stay Roos/Henthorn Heart 2014 St. Joseph 2014; 1:00 p.m. to on Sidewalks and Association County Heart 4:30 p.m. Obey Traffic Laws; and Stroke No Assistance from Walk/5k Run Police or Traffic and Lighting South Bend Sidewalk Cafe Monday — 216 S. Michigan St. Roos/Henthorn Brew Works Permit Thursday, 2:00 p.m. to 12:00 a.m.; Friday and Saturday, 12:00 p.m. to 12:00 a.m.; and Sunday, 10:00 a.m. to 6:00 p.m. Matthews Sidewalk Cafe 6:00 a.m. to 3:00 121 S. Niles Ave. Roos/Henthom Food & Permit a.m.; Sunday - Subject to Spirits, Inc. Saturday Review by DTSB Conway Triple Trailer 1530 Olive St. to SR Roos/Henthom Freight Permit 23 to US 31 North Ramp to US 20 West to US 31 North to I 80/90 Exit; Reverse Route for Return 521 Jefferson, Encroachment/ Modify Previously 521 E. Jefferson Roos/Henthom LLC Revocable approved Blvd. Permit Encroachment to move the footers and raise the sidewalk to the entrance to the building and adding ADA access and flower Ioxes APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Ms. Roos, seconded by Mr. Henthom and carried, the following traffic control devices were approved: NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATION: 1026 W. Jefferson Blvd. REMARKS: All Criteria Met NEW INSTALLATION: Residential Parking Zone; Monday — Friday, 6:00 a.m, to 6:00 p.m. LOCATION: 1217 N. Notre Dame Avenue NEW INSTALATION: No Parking LOCATION: East Side of Notre Dame Avenue from Napoleon Blvd. to Angela Blvd, REMARKS: To Allow Extension of Existing Bike Lanes North of Napoleon Blvd. to Angela Blvd.; Supported by IU School of Medicine REGULAR MEETING SEPTEMBER 23 2014 303 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 accuracv. Name Amount of Claim Date City of South Bend $676,407.28 09/17/2014 City of South Bend $1,577,251.33 09/23/2014 St. Joseph County Housing Consortium $1,349.00 08/21/2014 Therefore, Ms. Roos made a motion that after review of the expenditures, the claims be approved as submitted. Mr. Henthorn seconded the motion, which carried. PRIVILEGE OF THE FLOOR Mr. Murray Miller, Local No. 645, noted the Board awarded the Wayne Street Parking Garage Fagade Replacement for the Base Bid only. He questioned if the City would bid out the Alternate not awarded. Ms. Greene stated the bids have just been opened, there needs to be review and meetings to discuss what will or will not be done and they can't give that answer right now. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the meeting adjourned at 11:43 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President David P/Relo$, Member 4tfr E. Rods, M&b& I Member Member ATTEST: aft i da M. Martin, C rk CLAIMS REVIEW MEETING SEPTEMBER 30.2014 304 A Claims Review Meeting of the Board of Public Works was convened at 8:30 a.m. on Tuesday, September 30, 2014, by Board President Gary Gilot with Board Members David Relos and Patrick Henthorn present. Board Members Kathryn Roos and Brian Pawlowski were absent. ADOPT RESOLUTION NO. 46-2014 — A RESOLUTION OF THE BOARD OF WORKS OF THE CITY OF SOUTH BEND AUTHORIZING THE EXECUTION AND DELIVERY OF A MASTER TAX-EXEMPT LEASE/PURCHASE AGREEMENT AND OTHER DOCUMENTS RELATED TO ROAD MAINTENANCE AND POLICE VEHICLES Upon a motion made by Mr. Relos, seconded by Mr. Henthorn and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.46-2014 A RESOLUTION OF THE BOARD OF WORKS OF THE CITY OF SOUTH BEND AUTHORIZING THE EXECUTION AND DELIVERY OF A MASTER TAX-EXEMPT LEASEIPURCHASE AGREEMENT AND OTHER DOCUMENTS RELATED TO ROAD MAINTENANCE AND POLICE VEHICLES WHEREAS, the City of South Bend, Indiana, Board of Public Works (the "Board") is the contracting body for the City of South Bend, Indiana (the "City") pursuant to Indiana Code § 36- 9-6; and WHEREAS, the CITY OF SOUTH BEND ("Lessee") desires to obtain certain equipment (the "Equipment") described in Master Tax -Exempt Lease/purchase Agreement and various documents related thereto (collectively, the "Lease") with KEY GOVERNMENT FINANCE, INC., the form of which Lease is attached hereto and incorporated herein as Exhibit "A"and has been available for review by the governing body of Lessee; and WHEREAS, the Equipment is essential for the Lessee to perform its governmental functions; and WHEREAS, the funds made available under the Lease will be deposited with KEYBANK NATIONAL ASSOCIATION (the "Escrow Agent") pursuant to an Escrow Agreement between Lessee and the Escrow Agent (the "Escrow Agreement") and will be applied to the acquisition of the Equipment in accordance with said Escrow Agreement; and WHEREAS, Lessee has taken the necessary steps, including those relating to any applicable legal bidding requirements, to arrange for the acquisition of the Equipment; and WHEREAS, Lessee proposes to enter into the Lease with KEYBANK FINANCE, INC. and the Escrow Agreement with the Escrow Agent substantially in the forms presented to this meeting. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH BEND, INDIANA AS FOLLOWS: Section 1. It is hereby found and determined that the terms of the Lease and the Escrow Agreement (collectively, the "Financing Documents") in the forms presented to this meeting and incorporated in this resolution are in the best interests of Lessee for the acquisition of the Equipment. Section 2. The Financing Documents and the acquisition and financing of the Equipment under the terms and conditions as described in the Financing Documents are hereby approved. The City Controller of Lessee and any other officer of Lessee who shall have power to execute contracts on behalf of Lessee be, and each of them hereby is, authorized to execute, acknowledge and deliver the Financing Documents with any changes, insertions and omissions therein as may be approved by the officers who execute the Financing Documents, such approval to be conclusively evidenced by such execution and delivery of the Financing Documents Section 3. The proper officers of Lessee be, and each of them hereby is, authorized and directed to execute and deliver any and all papers, instruments, opinions, certificates, affidavits and other documents and to do or cause to be done any and all other acts and things necessary or proper for carrying out this resolution and the Financing Documents.