HomeMy WebLinkAbout11/25/2014 Board of Public WorksAGENDA REVIEW SESSION I/ NOVEMBER 20, 2014 354
Patrick
ber
ATTEST:
Linda M. Martin, Clerk
REGULAR MEETING NOVEMBER 25, 2014
The Regular Meeting of the Board of Public Works was convened at 9:35 a.m. on Tuesday,
November 25, 2014, by Board President Gary A. Gilot, with Board Members David Relos,
Patrick Henthorn, and Brian Pawlowski present. Board Member Kathryn E. Roos was absent.
Also present was Attorney Catherine Fanello, Krieg DeVault.
APPROVE MINUTES OF PREVIOUS MEETING
Upon a motion made by Mr. Relos, seconded by Mr. Henthorn and carried, the Minutes of the
Agenda Review Session, Regular Meeting and Claims Review Meeting of the Board held on
November 6, 2014, November 12, 2014, and November 18, 2014 were approved.
AWARD BID — PRIMARY DIGESTER NO. 1 AND PRIMARY DIGESTER NO. 3
CLEANING —PROJECT NO. 114-052 WASTEWATER CAPITAL
Mr. Jacob Klosinski, Environmental Services, advised the Board that on November 12, 2014,
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 Stewart Spreading, Inc., 3870 N. Route 71, Sheridan, Illinois 60551, in the
amount, not to exceed, of $501,440.00, In his memo, Mr. Klosinski noted that Stewart Spreading
did not include the Acknowledgement of Addendum with their bid, but acknowledged the
addendum by completing Section IV. Assurances, Item 3.01 A by writing in the Addendum
number and date on Sheet 00300-5 of the Contractor's Bid for Public Works Form. Therefore,
Mr. Relos made a motion that the recommendation be accepted and the bid be awarded as
outlined above. Mr. Henthorn seconded the motion, which carried.
AWARD BID — EAST GATE LIFT STATION AND SANITARY FORCEMAIN
REPLACEMENT —PROJECT NO. 114-054 WASTEWATER CAPITAL
Mr. Jacob Klosinski, Environmental Services, advised the Board that on November 12, 2014,
bids were received and opened for the above referenced equipment. After reviewing those bids,
Mr. Klosinski recommended that the Board award the contract to the lowest responsive and
responsible bidder Selge Construction, Co., Inc., 2833 S. 1 lth Street, Niles, Michigan 49120, in
the amount, not to exceed, of $596,566,00. Therefore, Mr. Relos made a motion that the
recommendation be accepted and the bid be awarded as outlined above. Mr. Henthorn seconded
the motion, which carried.
REJECT BID — NOBLE AMERICA'S SOUTH BEND ETHANOL FACILITY CORN OIL
SEPARATION PROCESS — PROJECT NO. 114-061 AEDA TIF
Mr. Michael Carey, Engineering, advised the Board that on October 14, 2014, one bid was
received and opened for the above referenced equipment. After reviewing those bids, Mr. Carey
recommended that the Board reject the bid from ICM, Inc., 310 North First Street, Colwich,
Kansas 67030, in the amount of $2,413,925.00 due to it exceeding the approved budget.
Therefore, Mr. Relos made a motion that the recommendation be accepted and the bid be
rejected as outlined above. Mr. Henthorn seconded the motion, which carried.
AWARD BIDS - DEMOLITION OF 118 MORE OR LESS VACANT AND ABANDONED
HOMES —PROJECT NO. 114-073 LOSS RECOVERY FUND
In a memo to the Board, Mr. Michael Carey, Engineering, advised the Board that on November
21, 2014, bids were received and opened for the above referenced project. After reviewing those
bids, Mr. Carey recommended the Board award the contracts to the lowest responsive and
responsible bidders in the following amounts:
a) Division A: Selge Construction, Inc.: $430,763 (23 Homes)
REGULAR MEETING NOVEMBER 25 2014 355
(1) 2833 S. 11"' Street, Niles, MI 49120
b) Division B: Ritschard Bros.: $192,944 (10 Homes)
(1) 1204 W. Sample St., South Bend, IN 46619
c) Division C: Torok Excavating: $428,991 (19 Homes)
(1) 825 S. Fellows St., South Bend, IN 46601
d) Division D: Under Review
e) Division E: Indiana Earth: $ 457,525 (30 Homes)
f) Division F: Indiana Earth: $167,800 (10 Homes)
(1) 10343 McKinley Hwy., Osceola, IN 46561
Upon a motion by Mr. Pawlowski, seconded by Mr. Henthorn and carried, the award of the bids
and contracts as outlined above was approved.
APPROVE CHANGE ORDER NO 1 (FINAL)AND PROJECT COMPLETION AFFIDAVIT -
DEMOLITION OF HAMILTON TOWING COMPANY — PROJECT NO. 114-017 AEDA
TIF)
Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on
behalf of Indiana Earth, Inc., 10343 McKinley Highway, Osceola, Indiana 46561, indicating the
contract amount be decreased by $5,000.00 for a new contract sum, including this Change Order,
of $84,500.00. Additionally submitted was the Project Completion Affidavit indicating this new
final cost of $84,500.00. Upon a motion made by Mr. Relos, seconded by Mr. Henthom and
carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved.
APPROVE PROJECT COMPLETION AFFIDAVIT — CENTURY CENTER EXTERIOR
COLUMN AND SIDEWALK REPAIRS —PROJECT NO. 114-030 HOTEL/MOTEL TAX
Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion
Affidavit on behalf of Gibson -Lewis, LLC, 1001 West l I1h Street, Mishawaka, Indiana 46544,
for the above referenced project, indicating a final cost of $35,383.00. Upon a motion made by
Mr. Relos, seconded by Mr. Henthorn and carried, the Project Completion Affidavit was
approved.
APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF PROPOSALS — 2015
SEWER INSURANCE CONTRACTOR PRE- UALIFICATION
In a memorandum to the Board, Paul South, Division of Transportation, requested permission to
advertise for the receipt of proposals for pre -qualifications for the registry for the Sewer
Insurance Contractor program. Therefore, upon a motion made by Mr. Relos, seconded by Mr.
Henthorn and carried, the above request was approved.
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
Contract
SBC Global
Three Year Renewal of
$41,744.57
Relos/Henthorn-
Renewal
Services, Inc.
Centrex Phone Lines for
/year; Total:
d/b/a AT&T
Elevators, Security Lines,
$125,233.72
Global Services
and Non-VoIP City
(COIT)
on behalf of
Locations
Indiana Bell
Telephone
Company, Inc.
Business
ESO Solutions,
Update Fire Department
N/A
Relos/Henthorn
Associate
Inc.
HIPPA Business
Agreement
Associate Agreement to
Include Newly Enacted
Omnibus Rule
Easement
Brenda Ornat
Permanent Easement at
NTE $7,100
Relos/Henthorn
Agreement
3126 Helper Street for
(Wastewater
the Construction of a
Capital)
Sanitary Sewer Facility.
Amendment
Neighborhood
Neighborhood Capacity
Extend
Relos/Henthorn
No. 2 to
Resources Corp.
Building
Contract Time
REGULAR MEETING NOVEMBER 25, 2014 356
Contract and Technical
Frame by 12
Services Corp.
Months
through
12/31/2015
(CDBG)
Amendment Department of
Demolition
Extend
Relos/Henthorn
No. 2 to Code
Contract Time
Contract Enforcement
Frame by 12
Months
through
12/31/2015
(CDBG)
Amendment Department of
Demolitions
Extend
Relos/Henthorn
No. 1 to Code
Contract Time
Contract Enforcement
Frame by 12
Months
through
12/31/2015
(CDBG)
Amendment Department of
Demolitions
Extend
Relos/Henthom
No. 4 to Code
Contract Time
Contract Enforcement
Frame by 12
Months
through
12/31/2015
(CDBG)
Amendment Community
Forgivable Second
Extend
Relos/Henthorn
to Contract Homebuyers
Mortgage Program
Contract Time
Corporation
Frame by 12
Months
through
12/31/2015
(CDBG)
Professional myStaffrngPro
Applicant Tracking
$17,080
Relos/
Services
System to be Used by All
One Time
Pawlowski
Agreement
Departments
Implementatio
Subject to
n Fee of
Legal's changes
$8,500 and
and Addition of
Annual Fee of
City's Standard
$8,580
Terms and
(COIT)
Agreement
Uniform M. Catherine
Letter and Statement
N/A
Relos/Henthorn
Conflict of Fanello
Recusing Herself from
Interest
Legal Review or
Disclosure
Recommendation of all
Statement
Documents between the
City of South Bend and
DLZ, LLC, while
Serving as Legal Counsel
to the Board of Public
Works
APPROVAL OF PERMIT APPLICATIONS
The following nermit annlications were nresented for annroval:
Applicant
Description
Date/Time
Location
Motion
Carried
Mike Jeffirs
Procession:
December 13,
Erskine Boulevard from
Relos/Henthorn
Erskine
2014; 6:00 p.m.
Ewing Street to
Subject to
Boulevard
to 9:00 P.M.
Donmoyer Avenue
Participants
Candlelight
(Rain Date:
staying on
Walk
December 14,
Sidewalks
2014)
REGULAR MEETING NOVEMBER 25. 2014 357
Pet Refuge,
Procession:
December 6,
Subject to using
Relos/Henthorn
Inc./Pat Comer
ReinDog
2014; 9:30 a.m.
Michigan St., not Main
Parade
to 12:00 p.m,
St., to Washington St. to
HaII of Fame
APPROVAL OF REVOCABLE PERMIT FOR ENCROACHMENT — INSTALLATION OF
CANVAS DOOR CANOPY AT 218 SYCAMORE STREET
Mr. Gilot stated an application for a Revocable Permit has been received for the purpose of
installing an awning to remain in the right-of-way at 218 Sycamore Street. The encroachment
shall not be less than 8'6" over the walkway for any portion of a rigid framing and shall remain
in the right of way until the time as the Board of Public Works of the City of South Bend shall
determine that such encroachment is in any way impairing or interfering with the highway or
with the free and same flow of traffic. Upon a motion made by Mr. Relos, seconded by Mr.
Henthorn and carried, the Revocable Permit was approved.
APPROVE TRAFFIC CONTROL DEVICE
Upon a motion made by Mr. Relos, seconded by Mr. Henthom and carried, the following traffic
control devices were approved:
NEW INSTALLATION:
Handicapped Accessible Parking Space Sign
LOCATION:
1517 Wilber St.
REMARKS:
All criteria has been met.
REMOVAL:
Handicapped Accessible Parking Space Sign
LOCATION:
1102 S. 30" St.
REMARKS:
Does Not Meet Criteria; Rescind Board Approval on
October 28, 2014; Further Review Shows Driveway with
Better Access Present
REVISION:
Change to All Way Stop to Increase Pedestrian Safety
LOCATION:
LaSalle Avenue and Esther Street
REMARKS:
All criteria has been met.
REVISION:
Change Location of Two -Way Stops to Other Cross -Streets
LOCATION:
Stanfield/Peashway; Peashway/Lawrence; St.
Vincent/Foster; and St. Vincent/Stanfield Streets
REMARKS:
Create a Uniform Basket -Weave Pattern to Increase
Pedestrian/Driver Safety
RATIFY APPROVAL OF OCCUPANCY BOND
Mr. Anthony Molnar, Division of Engineering, recommended that the following Occupancy
Bond be ratified nursuant to Resolution 1 on -?ono �s
Business
Bond Type
yp
Approved/
Released
Effective Date
DMTM, Inc.
Occupancy
Approved
November 4, 2014
MO , "UC a RIOL1011 Lll4L ,nc rsonus approval as outlined above be ratified. Mr. Henthorn
seconded the motion, which carried.
APPROVE 20t5 BOARD OF WORKS AGENDA REVIEW REGULAR MEETING AND
CLAIMS REVIEW MEETING SCHEDULES
Upon a motion by Mr. Relos, seconded by Mr. Henthorn and carried, the following Board of
Works 2015 Schedules were approved:
2015 MEETING SCHEDULE
Location: Board of Public Works Meeting Room
1308 County -City Building
South Bend, Indiana 46601
Agenda Items Due Agenda Review Meetings Regular Meeting
Tuesdays, 12:00 p.m. Thursdays, 10:30 a.m. Tuesdays, 9:30 a.m.
January 6 January 8 January 13
REGULAR MEETING NOVEMBER 25 2014 358
January 20 January 22 January 27
February 3
February 5
February 10
February 17
February 19
February 24
March 3
March 5
March 10
March 17
March 19
March 24
April 7
April 9
April 14
April 21
April 23
April 28
May 5
May 7
May 12
May 19
May 21
May 26
June 2
June 4
June 9
June 16
June 18
June 23
July 7 July 9
July 14
July 21 July 23
July 28
August 4
August 6
August 11
August 18
August 20
August 25
September 1
September 3
September 8
September 15
September 17
September 22
October 6
October 8
October 13
October 20
October 22
October 27
November 3
November 5
November 10
November 17
November 19
November 24
December 1
December 3
December 8
December 15
December 17
December 22
Claim Review Meetings — 8:30 a.m.
January 6, 20
February 3, 17
March 3, 17, 31
April 7, 21
May 5, 19
June 2, 16, 30
July 7, 21
August 4, 18
September 1, 15, 29
October 6, 20
November 3, 17
December 1, 15, 29
APPROVE CLAIMS
Mr. Relos 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
$4,775,749.11
11/21/2014
City of South Bend
$1,494,547.91
11/19/2014
City of South Bend
$2,309,019.92
11/25/2014
St, Joseph County Housing Consortium
$21,144.38
10/31/2014
Therefore, Mr. Relos made a motion that after review of the expenditures, the claims be
approved as submitted. Mr. Henthorn seconded the motion, which carried.
REGULAR MEETING NOVEMBER 25 2014 359
ADJOURNMENT
There being no further business to come before the Board, upon a motion made by Mr. Gilot,
seconded by Mr. Henthorn and carried, the meeting adjourned at 9:55 a.m.
BOARD OF PUBLIC WORKS
Crary A. Gilot, President
ATT ST:
Lin a M. Martin, Cterk
CLAIMS REVIEW MEETING DECEMBER 2, 2014 360
A Claims Review Meeting of the Board of Public Works was convened at 8:32 a.m. on Tuesday,
December 2, 2014, by Board President Gary Gilot with Board Members David Relos, Brian
Pawlowski and Patrick Henthorn present. Board Member Kathryn Roos was absent.
APPROVE CLAIMS
Mr. Relos stated that a request to pay claims 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. Mr. Relos
stated the following claims were submitted to the Board for approval:
Name
Amount of Claim
Date
City of South Bend
$1,098,712.29
12/02/2014
City of South Bend
$1,156,709.49
11/26/2014
City of South Bend
$5,864,247.35
11/26/2014
Mr. Relos made a motion that after review of the expenditures, the claims be approved separately
as submitted. Mr. Henthom 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 Mr. Henthorn and carried, the meeting adjourned at 8:34 a.m.
BOARD OF PUBLIC WORKS
i +
Gary A. Gilot, President
David P,R�e�'lyyyos, Member ;,'
nar z. o s, iviemner
Patrick M. Henthora,--MqVer
Brian J�PaMo-N? ski, I Ie}nber
ATTEST:
Linda M. Martin, Clerk