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Home My WebLink About08/25/2015 Board of Public Works MeetingAGENDA REVIEW SESSION AUGUST 20, 2015 272 eleven (I1) properties including seven (7) single family homes. Mr. Divita stated there will be no public works expenditures, due to water and sewers already present, and no additional Street Department equipment needed for maintenance. He stated the petitioner will be seeking a vacation of a portion of Huron St. at which time they will ask the petitioner to do a traffic impact study. - Professional Services Agreement — Chamber of Commerce Mr. Chris Fielding, Community Investment, stated this agreement started out to be an extension of an existing contract, but they determined it needed to be a new contract due to the change in terms and dollar amount. He noted they are decreasing the dollar amount from last year's contract. _ - Special Purchase — Morton Salt Mr. George King, Purchasing, stated that he may ask the Board to table this item on Tuesday. 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. Upon a motion by Mr. Pawlowski, seconded by Mr. Relos and tamed, the meeting adjourned at 11:34 a.m. BOARD OF PUBLIC WORKS ' Gary A. Gilot, President Ja7s A. Mueller, Member ATTEST: `Linda M..Martin, Clerk REGULAR MEETING AUGUST 25, 2015 The Regular Meeting of the Board of Public Works was convened at 9:33 a.m. on August 25, 2015, by Board President Gary A. Gilot, with Board Members David Relos, Elizabeth Maradik, and Brian Pawlowski present. Board Member James Mueller was absent. Also present was Board Attorney Michael Schmidt. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Roles, seconded by Ms, Maradik and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Mceting of the Board held on August 6, 2015, August 11, 2015, and August 18, 2015, were approved. OPENING OF BIDS — WASTEWATER TREATMENT PLANT SECONDARY TREATMENT IMPROVEMENTS — PROJECT NO 114-053 (2012 SEWER BOND WASTEWATER CAPITAL IMPROVEMENTS) 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: REGULAR MEETING AUGUST 25, 2015 273 INDUSTRIAL MAINTENANCE Sc CONTRACT SERVICES L.P. (IMC) 1739 Ridge Road Munster, IN 46321 Bid was signed by: William S. Laszlo, General Partner 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: $14,505,795.00 KOKOSING INDUSTRIAL, INC. Suite 200 6235 Westerville Road Westerville, OH 43081 Bid was signed by: Thomas G. Muraski, 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: $13,878,095.00 THIENEMAN CONSTRUCTION, INC. 17241 Foundation Parkway Suite 100 Westfield, IN 46074 Bid was signed by: Kenneth D. Thieneman, 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. Five percent (5%) Bid Bond was submitted. BID: $11,885,000.00 BOWEN ENGINEERING CORPORATION 8802 North Meridian Indianapolis, IN 46260 Bid was signed by: James E. Ankrum 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: $13,896,000.00 WALSH CONSTRUCTION CO. 11 LLC 1260 East Summit St Crown Point, IN 46307 Bid was signed by: Sean C. Walsh Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination REGULAR MEETING AUGUST 25. 2015 274 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: $16,084,500.00 Upon a motion made by Mr. Gilot, seconded by Ms. Maradik and carried, the above bids were referred to Environmental Services and the Sewer Department for review and recommendation. OPENING AND AWARD OF BIDS — EAST BANK SEWER SEPARATION — PRASE 5 — PROJECT NO. 114-062 (2012 SEWER BOND & REDA TIF;t 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: SELGE CONSTRUCTION CO. INC. 2833 South 11"' Street Niles, MI 49120 Bid was signed by: Robert Kuhns, Project Engineer 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 Slates Steel Products or Foundry Products was submitted. Five percent (5%) Bid Bond was submitted. LIM Total Bid, Division A S120,801.00 Total Base Bid A $4895,248.85 Bidder Credit Choose 1) uter None (E0) B $0 Loca (Enter Least of 3 /° or $30,000) Regional (Enter Least of 1 % or $10,000) Workforce Credit (Choose 1) None (Enter 0) C $10,000,00 $20,000 (Enter Least of 2% or Regional (Enter Least of 1 % or $10,000) Total Base Bid Including Credits (A-B-C) $4,885,248.85 Total Alternate A: Jefferson Boulevard (Sum Items Al to A55 $409,681.35 Total Alternate B: St. Louis Boulevard and Part Of Wayne Street (Sum Items Bl to B37) $250,086.25 WALSH & KELLY, INC 24358 State Road 23 South Bend, IN 46614 Bid was signed by: Dustin Hilary, Area Manager 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 Bid, Division A S95,690.00 REGULAR MEETING AUGUST 25, 2015 275 Total Base Bid A $4,643,212.64 None (Enter 0) Bidder Credit (Choose 1) B $1Q000.00 Local (Enter Least of No or $30,000) Regional (Enter Least o I°/ -or $10,000) None (Enter 0) Workforce Credit Choose 1 C $10,000.00 Local (Enter Least of 20/u or $20,000) Regional (Enter Least of l% or $10 000 Total Base Bid Including Credits (A-B-C) S4,623,212.64 Total Alternate A: Jefferson Boulevard (Sum $321,487.51 Items Al to ASS Total Alternate B: St. Louis Boulevard and Part $211,797.90 of Wayne Street (Sum Items Bl to B37) RIETH-RILEY CONSTRUCTION CO., INC. 25200 State Road 23 South Bend, IN 46614 Bid was signed by: Eugene Yarkie, VP Operations 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 Bid, Division A $97,779.00 Total Base Bid A $5,089,573.08 (Choset)Cred (Choosel) None (Enter 0) B ($10,000) Local(EnterLeasto 3°oor $30000 Regional (Enter Least of 1 % or $10,000) Workforce Credit (Choose 1 None (Enter 0) C ($10,000) I,oc nter Least of 2% or $20,0001 Regional (Enter Least of 1°/, or $10,000) Total Base Bid Including Credits (A-B-C) $5,167,352.08 Total Alternate A: Jefferson Boulevard (Sum Items A 1 to A55 $362,775.71 Total Alternate B: St. Louis Boulevard and Part of Wayne Street (Sum Items Bl to B37) $246,288.40 C & E EXCAVATING. INC. 53767 CR 9 Elkhart, IN 46514 Bid was signed by: Thad Bessinger, Vice 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. Five percent (5%) Bid Bond was submitted. M REGULAR MEETING AUGUST 25.2015 276 Total Bid, Division A $109,321A0 Total Base Bid A $4,751,355.25 None (Enter $0) Bidder Credit Choose t B $10,000.00 Local (Enter Least of 3% or $30,000) Regional (Enter Least of 10/6 or $10,000) Nonc (Enter '0) Workforce Credit Choose 1 C $10,000.00 Local (Enter Least of 2% or $20,000) Reggi�.onal (Enter Least of 1 % or $10,000) Total Base Bid Including Credits (A-B-C) 54,840,676.25 Total Alternate A: Jefferson Boulevard (Sum $346:837.65 Items Al to A55) Total Alternate B: St. Louis Boulevard and Part $250,946.50 of Wayne Street (Sum Items B1 to B37) HRP 5777 Cleveland Road, P. O. Box 266 South Bend, IN 46624 Bid was signed by: Paul Fallon, 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. Five percent (5%) Bid Bond was submitted. M Total Bid, Division A $105,879.00 Total Base Bid A $4,992,686.46 Bidder Credit (Choose 1 None (Enter $O) B $10,000 Local (Enter Least of 30/1 or $30,000) Regional (Enter Least of 1% or $10,000) C o Workforce Credit (Choose 1) None (Emer 0) C $10,000 Local (Enter Least of 2% or $20,000) Region -(Enter Least of 1% or $10:000) Total Base Bid Including Credits (A-B-C) $4,972,686.46 Total Alternate A: Jefferson Boulevard (Sum Items Al to A55 $369,103.39 Total Alternate B: St. Louis Boulevard and Part Of Wayne Street (Sum Items Bl to B37) $242,385.77 Upon a motion made by Mr. Gilot, seconded by Ms. Maradik and carried, the above bids were referred to the Engineering Department for review and recommendation. After reviewing those bids, Mr. Corbitt Kerr, Engineering, recommended that the Board award the contract to the lowest responsive and responsible bidder Walsh & Kelly, Inc., 24358 St. Rd. 23, South Bend, Indiana 46614, in the amount of $95,690.00 for Division A, and reserve the right to award Division B to the lowest responsive and responsible bidder within sixty (60) days. Therefore, Mr. Relos made a motion that the recommendation be accepted and the bid be awarded and The contract approved as outlined above. Ms. Maradik seconded the motion, which carried. OPENING OF BIDS — ONE (1) OR MORE 2015 OR NEWER PAVEMENT MARKING MACHINES (TRAFFIC & LIGHTING CAPITAL LEASE PRINCIPAL & INTEREST) REGULAR MEETING AUGUST 25, 2015 277 This was the date set for receiving and opening of sealed bids for the above referenced equipment. 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: VOGEL TRAFFIC SERVICES, INC. DRA EZ-LiNF,R INDUSTRIES PO Box 140 Orange City, IA 51041 Bid was signed by: Mr. Dave Van Gorp 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. 1a Description Year/Make/Model Unit Price PM Machine 2015 EZ-Liner AL220-EZ $209,750.00 Year Make/Model—Trade In Unit Price JCL Equipment Cc Inc. Model Roadrunner $3,500.00 Option# Description Cost Total 1 Compressor 35 efm rotary screw. This compressor $4,033.00 $4,033.00 shall be hydraulically driven and produce 35 cfm using 13.25 gpm at 1600 psi. 2 The striping truck shall have a laser pointer with $8,453.00 $8,453.00 adjustable position controls mounted in the cab of the truck. It shall be a Laserline Manufacturing model In addition to manual in GL3000P. base bid 3 Supply two stainless steel paint vats with 140 gallon $6,94Z00 $6,947.00 capacity. Each of these vats will have a hydraulic agitator assembly and will be able to be removed from the truck. There shall be hold-down brackets for securing one of these vats to the truck for painting. JCL EQUIPMENT CO. 915 Trumbull St Xenia, OH 45385 Bid was signed by: Mr. Jim Lunay 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. I— I Description Year/Make/Model Unit Price Paint Truck 2015 JCL Equipment RR 140 $188,780.00 Deiivery is 65 days after receipt of order. Year I Make/Model -Trade In Unit Price JCL Equipment Cc Inc. Model Roadrunner 516,000.00 REGULAR MEETING AUGUST 25. 2015 278 Option -It Description Cost Total 1 Compressor 35 efin rotary screw. This compressor $5,800.00 $5,800.00 shall be hydraulically driven and produce 35 efm using 13.25 gpia at 1600 psi. 2 The striping truck shall have a laser pointer with $2,750A0 $2,750.00 adjustable position controls mounted in the cab of the truck. It shall be a Laserline Manufacturing model GL300013. 3 Supply two stainless steel paint vats with 140 $2,980.00 $2,980.00 gallon capacity. Each of these vats will have a hydraulic agitator assembly and will be able to be removed from the truck. There shall be hold-down brackets for securing one of these vats to the truck for painting. Upon a motion made by Mr. Gilot, seconded by Mr. Relos and carried, the above bids were referred to Equipment Services and the Street Department for review and recommendation. OPENING OF BIDS — ONE (1) OR MORE 2015 OR NEWER ALL WHEEL DRIVE SUV POLICE PATROLS VEHICLE (POLICE DEPARTMENT CAPITAL LEASE PRINCIPAL & INTEREST) — This was the date set for receiving and opening of sealed bids for the above referenced vehicle. 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: THE JORDAN AUTOMOTIVE GROUP 609 East Jefferson Blvd Mishawaka, IN 46545 Bid was signed by: Debra Starkweather 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: Description Year/Make/Model Unit Price All -Wheel Drive 2016 Ford Police Utility (SUV) $29,298.00 Upon a motion made by Mr. Gi1ot, seconded by Ms. Maradik and carried, the above bid was referred to Equipment Services and the Police Department for review and recommendation. OPENING OF BIDS — ONE (1) OR MORE 2015 OR NEWER 3 % TON UTILITY TRUCKS WITH CRANE (WATER WORKS CAPITAL) This was the date set for receiving and opening of sealed bids for the above referenced truck. 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: _ HILL TRUCK SALES, INC. 1011 W. Sample St, P. O. Box 598 South Bend, IN 46624 Bid was signed by: 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. REGULAR MEETING AUGUST 25, 2015 279 Local Business Preference Claim was submitted. Ten percent (10%) Bid Bond was submitted. �� Description Year/Make/Model Unit Price Complete Unit Bid 2016 Freightliner Model M2-106 with all specified W. A. Jones Track Bodies & Equipment $156,710.00 Year Make/Model — Trade In Unit Price 2003 1 Unit9509,Chevy Utility Box Truck, V1N#1GBC4E11X3F504518 ($10,500.00) SELHING INTERNATIONAL 4849 W. Western Ave South Bend, IN 46619 Bid was signed by: Kenneth A. 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. Ten percent (10%) Bid Bond was submitted. BID: Description Year/Make/Model Unit Price 3-1/2 Ton Utility Truck 2016 International Model 4300 vith equipment from W. A. Jones Truck Equipment $157,764.55 Year Make/Model — Trade In Unit Price 2003 Unit4509, Chevy Utility Box Truck, VIN#1 GBC4E11X3F504518 $10,000.00 Description Year/Make/Model Unit Price 3-1/2 Ton Utility Truck 2016 International Mode14300 with equipment from Linden Truck Equipment $155,609.65 Year Make/Model — Trade In Unit Price 2003 Unit#509, Chevy Utility Box Truck, VIN#1GBC4E11X3F504518 $11,000.00 Upon a motion made by Mr. Gilot, seconded by Ms. Maradik and carried, the above bids were referred to Equipment Services and Water Works for review and recommendation. & .12) _ This was the date set for receiving and opening of sealed bids for the above referenced vehicles. 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: THE JORDAN AUTOMOTIVE GROUP 609 East Jefferson Boulevard Mishawaka, IN 46545 Bid was signed by: Debra Starkweather REGULAR MEETING AUGUST 25.2015 280 Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Nan -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. Year Make/Model Standard Drive Train Unit Price Ford Fusion SE Front Wheel Drive with Extended 2016 Warranty for 5 Years/60,000 Miles, Whichever comes $20,434.00 each first; 1000+ Components, $100 Deductible Year Make/Model Hybrid Drive Train Unit Price Ford Fusion S Hybrid w/extended warranty 2016 or $24,230.00 each Ford Fusion SE Hybrid w/extended warranty $24,674.00 each Upon a motion made by Mr. Gilot, seconded by Ms- Maradik and carried, the above bid was referred to Equipment Services and Engineering for review and recommendation. OPENING OF QUOTATIONS — HANDHELD RAMAN IDENTIFICATION DEVICE FOR DETECTION OF NARCOTICS EXPLOSIVES AND HAZMAT CHEMICALS POLICE NON -REVERTING) Mr. Gilot advised that this was the date set for the receiving and opening of scaled Quotations for the above referenced project. The following Quotations were opened and read: THERMO SCIENTIFIC PORTABLE ANALYTICAL INSTRUMENTS INC. 2 Radcliff Rd. Tewksbury, MA 01876 Quotation was submitted by Dawn M. Scanlon (for Jeff Wagstaff) QUOTATION: Item No. Est. Qty. Item Unit Price 800-01051-01 1 TruNarc, Unlimited, Warranty-1 Yr; Kit (Type H) — 20; 1 min-12 $21,717.00 800-01011-01 1 TruNarc, Unl mited, �Va anty— 1 Yr $19,855.00 800.01051-01 TruNare Solution Kit (Type 11)-1o0, En lish $399.00 TOTAL $41,971.00 Options for F,OD/HazrMat 800-00171-01 1 Fi lDefender RM SI, En lish, Cray Boot $48 925. 01 800-00211-01 1 FirstDefender RMX S 1, English, Gray Boot $55,290:00 B & W TEK, INC. 19 Shea Way Newark, DE 19713 Quotation was submitted by Greg Guintini QUOTATION: Item No. Est Qty. Item Unit Price 001 002 1 1 Tactic ID — GP Tactic iD—N $25,675.00 $17,000.00 TOTAL $42,675.00 REGULAR MEETING AUGUST 25, 2015 281 Upon a motion made by Mr. Pawlowski, seconded by Ms. Maradik and carried, the above Quotations were referred to the Police Department for review and recommendation. AWARD BID — IGNITION PARK SOUTH PHASE I INFRASTRUCTURE REMOVAL — PROJECT NO. 115-085(RWDA TIF) Mr. Carl Littrell, Engineering, advised the Board that on August 11, 2015, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Littrell recommended that the Board award the contract to the lowest responsive and responsible bidder C & E Excavating, Inc., 53767 CR 9N, Elkhart, Indiana, 46514, in the amount of $176,137,50. --- Therefore, Mr. Relos made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Maradik seconded the motion, which carried. APPROVE CHANGE ORDER NO. 2 — WESTERN AVENUE STREETSCAPE — PROJECT NO. 114-085A (TIF INFRASTRUCTURE BOND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 2 on behalf of Rieth-Riley Construction Co., Inc., 25200 State Road 23, South Bend, Indiana 46614, indicating the Contract amount be increased by $17,552.48 for a new Contract sum, including this Change Order, in the amount of $1,830,627.28. Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — I.TNCOLNWAY WEST CORRIDOR IMPROVEMENTS — PROJECT NO 114-033A (MAJOR MOVES) Mr. Gilot advised. that Mr. Toy Villa,. Engineering, has submitted Change Order No. 1 on behalf of Fuerbringer Landscaping & Design, Inc., 22530 Brick Road, South Bend, Indiana 46628, indicating the Contract amount be increased by $2,500.00 for a new Contract sum, including this Change Order, in the amount of $229,705.00. Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried., the Change Order was approved. APPROVE CHANGE ORDER NO. 2 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — LINCOLNWAY WEST CORRIDOR IMPROVEMENTS — PROJECT NO 114-033A (MAJOR MOVES) — Mr. Gilot advised that Ms. Thia Vawter, Engineering, has submitted Change Order No. 2 (Final) on behalf of Fuerbringer Landscaping & Design, Inc., 22530 Brick Road, South Bend, Indiana 46628, indicating the contract amount be decreased by $7,600.00 for a new contract sum, including this Change Order, of $222,105.00. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $222,105.00. Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, Change Order No. 2 (Final) and the Project Completion Affidavit were approved. APPROVE PROJECT COMPLETION AFFIDAVIT — REMOVAL OF LEAD -BASED PAINT AT IVY TOWER —PROJECT NO 114-011 (AEDATIF) Mr. Gilot advised that Ms. This Vawter, Engineering, has submitted the Project Completion Affidavit on behalf of Interstate Environmental Services, Inc., 337 West 806 North; Valparaiso, Indiana 46395, for the above referenced project, indicating a final cost of $ $2,926,576.45. Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the Project Completion Affidavit was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS HOTEL LASALLE RENOVATIONS PACKAGE B REBID — ROOFING SOFFITS AND SHEET METAL FLASHING AND TRIM — PROJECT NO 115-033R (RWDA) In a memorandum to the Board, Michael Carey, Engineering, requested permission to re - advertise for the receipt of bids for the above referenced project explaining that the specifications have been redone. Therefore, upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — SOUTH ENTRANCE IMPROVEMENTS AT THE CENTURY CENTER PROJECT NO 115-014 (HOTEL MOTEL TAX) In a memorandum to the Board, Michael Carey, 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 Mr. Relos, seconded by Ms. Maradik REGULAR MEETING AUGUST 25, 2015 282 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 AND TITLE SHEET — MASONRY REPAIRS AT THE CENTURY CENTER PHASE I — PROJECT NO. 115-015 HOTEL MOTEL In a memorandum to the Board, Michael Carey, 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. Therefore, upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the above request was approved, and the Title Sheet was approved and signed. PROJECT NO. 115-082 (ENVIRONMENTAL SERVICES WASTEWATER REPAIR & MAINTENANCE) In a memorandum to the Board, Mr. Jacob Klosinskf, Environmental Services, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the above request was approved. APPROVAL. OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET —STATE ROAD 23 SIDEWALKS —PROJECT NO 115 021 (MVH) In a memorandum to the Board, Mr. Corbitt Kerr, 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. Maradik, seconded by Mr. Relos and carried, the above request to advertise was approved, and the Title Sheet was approved and signed. ADOPT RESOLUTION NO. 45-2015 -- A RESOLUTION OF TILE 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 Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 45-2015 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 PORTAGE TOWNSHIP (WESTERN -MAYFLOWER 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 Portage Township, St. Joseph County, Indiana, which is more particularly described at Page 15 of Exhibit "A" attached hereto; and WHEREAS, the territory proposed to be annexed encompasses approximately 8.9 acres of land containing a restaurant and single-family houses, which property is at least 12.5% contiguous to the current City limits, i.e., approximately 19.8% contiguous, generally located southwest of Mayflower Road and Western Avenue. It is anticipated that the annexation area will be used for a restaurant and grocery store. 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 REGULAR MFETLNG AUGUST 25, 2015 283 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 HIE 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 15 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 famish 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 IB. 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 famishing 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 the developer will create a surface water pollution prevention plan and obtain a storm water discharge permit prior to disturbing the land; that no new roads or streets will be required, but that a traffic impact analysis will be needed in the future; that the City can provide basic street lighting with expenses for additional or decorative lighting to be paid by the developer with possible maintenance and operation of additional lighting by the City from property tax revenue. Section IV. Site planting and building design of the annexation area should be consistent to the greatest extent possible with the West Side Main Street Streets Revitalization Plan for Western Avenue; and sidewalks should be provided along public streets with careful consideration to pedestrian, bicycle, and bus (as applicable) circulation, and in compliance with the Americans with Disabilities Act (ADA). Section V. It is required as a condition of annexation that any future alterations to the property meet the City of South Bend's building and zoning requirements. Adopted this 25th day of August, 2015. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS sl Gary A. Gilot REGULAR MEETING AUGUST 25, 2015 284 s/ David P. Relos s/ Elizabeth A. Maradik s/ Brian J. Pawlowski ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 47-2015 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND INDIANA TO DISPOSE OF OBSOLETE/UNFIT VEHICLES AND EQUIPMENT BY AN AUCTION Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.47-2015 A RESOLUTION OF THE SOUTH BEND INDIANA BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE VEHICLES AND EQUIPMENT WHEREAS, pursuant to Indiana Code § 36-9-6-1 et. seq., the Board of Public Works ("Board") has the duty and authority to have custody, control, use, and to dispose of all real and personal property owned by the City of South Bend, Indiana; and WHF,REAS, the City, acting by and through the Board, desires to dispose of the personal property that is more particularly described at Exhibit 'A" attached hereto and incorporated herein ("Property"); and WHEREAS, in accordance with Indiana Code § 5-22-22-4, the Board may engage an auctioneer to conduct a public auction in order to dispose of the City's surplus personal property if the property to be sold is one (1) item with an estimated total value of $1,000 or more, or is more than one (1) item with an estimated value of $5,000 or more; and WHEREAS, the Board has determined that the Property has an estimated value of more than $5,000, and the Board has further determined that the property is unfit for the purpose for which it was intended, and is no longer needed by the City of South Bend; and NOW, THEREFORE, the Board of Public Works of the City of South Bend hereby finds that the Property listed at Exhibit 'A" is no longer needed by the City; the Property is unfit for the purpose for which it was intended, and has an estimated value of $5,000 or more. BE IT RESOLVED that the Property may be transferred or sold at public auction. However, if the Property is deemed to be worthless, such Properly may be demolished or junked. Adopted this 25th day of August, 2015. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot a/ David P. Relos s/ Elizabeth A. Maradik s/ Brian J. Pawlowski ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 48-2015 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH BEND INDIANA ADOPTING A POLICY FOR LOADING AND UNLOADING AT RESIDENTIAL DAYCARE FACILITIES Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 48-2015 A RESOLUTION OF THE BOARD OF WORKS FOR THE CITY OF SOUTH BEND, INDIANA ADOPTING A POLICY FOR LOADING REGULAR MEETING AUGUST 25 2015 285 AND UNLOADING AT RESIDENTIAL DAYCARE FACILITIES WHEREAS, the Board of Public Works (BPW") is a contracting body of the City of South Bend (the "City") and exists and operates under the provisions of I.C. 36-4-9-5, as amended from time to time (the "Act"); and WHEREAS, pursuant to the City of South Bend Municipal Code Section 20-3(1)(2) ("Code'D, the BPW has the power to impose certain parking restrictions on City streets; and WHEREAS, some daycare facilities are located in residential neighborhoods with no parking lots or off-street loading zones; and WHEREAS, there is a need for a designated loading and unloading zone so that children can safely exit vehicles at daycare facilities; and WHEREAS, the BPW has determined it to be in the best interest to take additional safety measures for daycare facilities within the City; and WHEREAS, BPW shall now all for certain areas in front of residential daycare facilities to be designated as "loading zones" where parking shall be designated by signage as restricted to temporary stopping and standing for loading and unloading purposes only; and WHEREAS, residential daycare facilities shall now be requited to secure a loading zone designation in the area where loading and unloading of children occurs as part of the licensing process; and WHEREAS, BPW shall empower the City's team of engineers, street and public safety professionals to establish a list of reasonable measures necessary to ensure the safety of children during the loading and unloading process at residential daycare facilities. THAT: NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS The Board of Public Works for the City of South Bend, under the power vested by the City of South Bend Municipal Code Section 20-3(a)(2), shall hereby allow residential daycue facilities to seek a "loading zone" designation for certain areas of the road where children are likely to be loaded and unloaded for daycare as part of the licensing process for residential daycue facilities. ADOPTED this 25th day of August, 2015. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ David P. Relos sl Elizabeth A. Maradik s/ Brian J. Pawlowski ATTEST: s/LindaM. Martin. Clerk APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSAL4/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for approval.: —, Type Business Description Amount/ Motion/ Supplement to SunGazd Adding Mobile Work Fundin $9,440.00; Second Roles/Maradik Agreement Public Sector, Orders and NaviLine Plus $915.54 Inc. Interface per Month Access Fee Amendment to Habitat for Expand Service Area for (ITOperating) No change in Maradik/Rclos the Contract Humanity of Rehabilitation of contract St. Joseph I Foreclosed Property amount REGULAR MEETING AUGUST 25 2015 286 County CDBG) Agreement for I Habitat for Rehabilitation of $123,000 MaradiklRclos Programs and Humanity of Foreclosed Property at (NSP3) Services St. Joseph 1342 Bissel St. County Licensing C_ DW-G Three Year Renewal for $175,1 88.57/ Relos/Maradik Agreement Microsoft Office and Email Year; Renewal Subscriptions $525,505.71 for Three Years (IT Operations Special N/A Purchase of Three (3) 542,000 Relos/Maradik Purchase Undercover Police (Police Vehicle Vehicles for Narcotics Unit Lease Principal & Interest Professional St. Joseph 015 Grow 2St. Joseph $115,000 Relos/Maradik Services County County Agreement (EDIT) Agreement Chamber of Commerce Amendment Abonmarche Prepare Easement NTE $5,200 Relos/Maradik No. 3 to Consultants, Drawings; Grading Plan; (RWDA TIF) Professional Inc. and Increase Construction Services Administration for Ignition Agreement Park Infrastructure, Phase IC (Project No. 114-063) Special Morton Salt Substantial Savings on $77.39/ton; TABLED Purchase Road Salt for 2015/2016 Approximately Relos/Maradik Winter Season 8,500 Tons Memorandum University of No Cost Agreement to N/A Pawlowski/ of Notre Dame Research; Develop, Maradik Understanding Du Lac Deploy, and Evaluate Mr. Gilot Technology and Solutions recused for City of South Bend and himself Surrounding Community's Infrastructure APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following permit and license applications were presented for approval: Applicant Description Date/Time Location Motion Riley High Procession: September 11, On Revised Route Carried Relos/Maradik School Riley High 2015; 5:00 p.m. School to 6:30 p.m. Homecoming Parade Downtown Procession: September 4, Police state Washington Relos/Maradik South Bend First Fridays 2015: 5:15 p.m. St, must remain open of Marching Band to 7:15 p.m. pedestrians with no Parade parking for arrival of pre -arranged escort at 6:15-6:45 .m. Henry Davis, Placement of N/A Olive Street between Rclos/Maradik Jr. Honorary "Al Orange & Lincoln Way Carothers West Lane" Sign APPROVE SIDEWALK CAFE PERMIT APPLICATION Mr. Gilot indicated that the Board is in receipt of the following Sidewalk Cafe Permit application: REGULAR MEETING AUGUST 25, 2015 287 APPLICANT: Finnies Next Door/Rick A. Ruszkowski BUSINESS ADDRESS: 233 South Main Street; Tables on Wayne St. Entrance Side DAYSTHMES Sunda through 11:00 OF OPERATION: y gh Saturday; ; Y p.m. to 11:00 p.m. Ms. Maradik made a motion that the Sidewalk Cafe Permit Application be approved. Mr. Relos seconded the motion which carried. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the following traffic control devices were approved: NEW INSTALLATION: Handicapped Accessible Parking Space Signs LOCATIONS: 1226 Haney Avenue 1322 South 29" Street 746 S. Meade St., La Casa De Amistad REMARKS: All criteria has been met Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the following traffic control devices were approved: NEW INSTALLATION: No Parking Anytime LOCATION: Deceleration Lanes for Johnson Road at Garden Terrace & Place Drive REMARKS: All criteria has been met NEW INSTALLATION: Two -Way Traffic; Yellow Centerline Pavement Marking LOCATION: Bellewood Drive at Washington High School REMARKS: All criteria has been met LOCATIONS: Ford Street between S. Kenmore and S. Camden Streets NEW INSTALLATION: 1. Install Stop Signs for East and Westbound Ford Street at the S. Lake and S. Kentucky Streets Intersections (Install 4 signs, total) 2. Remove Stop Signs for Ford Street at the S. Dundee and S. Falcon Street Intersections (Remove 4 signs, total) 3. Revise Stop Control at the Ford Street and S. Kenmore and S. Camden Streets Intersections to Stop Ford Street (Move 2 signs from N-S to E-W) REMARKS: All criteria has been met APPROVE CLAIMS Mr. Relos slated that a request to pay the folloa2ng 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 $1,268,881.00 August 21, 2015 City of South Bend $3,435.00 August 19, 2015 City of South Bend $3,145,813.67 August 25, 2015 Banc of America Public Capital $661,493.00 August 24, 2015 Corp./Jordan Motors, Disbursement No. 6 Banc of America Public Capital Corp./T&A $35,925.00 August 24, 2015 Auto Sales, Disbursement No. 7 Th f ere ore, Mr. Rems made a motion that after review of the expenditures, the claims be approved as submitted. Ms, Maradik seconded the motion, which carried. REGULAR MEETING AUGUST 25, 2015 288 PRIVILEGE OF THE FLOOR Mr. Murray Miller, Local No. 645, asked if Attorney Schmidt read that Walsh and Kelly was listed as and MBE/WBE contractor, noting he did not believe they should be. Attorney Schmidt stated he only asked for compliance with the MBF./WBE requirements and relies on Engineering to review and confirm that. He added every vendor is required to meet the City's WBE/MBE requirements. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the meeting adjourned at 10:37 a.m. BOARD OF PUBLIC WORKS Gary A. avid P. Rclos, Gi�lot, PPrresident Member Elizabeth dih ember ember Jam A. Mueller, Member ATTEST: ` hida M. Martin, Clerk