HomeMy WebLinkAbout04/22/2014 Board of Public WorksPUBLIC AGENDA SESSION APRIL 17, 2014 131
Ms. Chris Villaire, Human Resources, stated this contract is being extended for completion of
work on a project that will go longer than anticipated. She noted that rather than train someone, it
made more sense to extend the contract until the project is complete.
- Bid Award — Manhole Lining
Mr. Eric Horvath, Public Works Director, stated he needs to add the award of the Manhole
Lining bid to Tuesday's agenda because they are running up against the sixty (60) day deadline.
The Clerk was instructed to post the agenda and notify the media and other persons who have
requested notice of the meeting agenda. No other business came before the Board. The meeting
adjourned at 11:44 a.m.
BOARD OF PUBLIC WORKS
�!�
dary A. Girot, President
ATTI ST:
M. Martin, Clerk
REGULAR MEETING APRIL 22. 2014
The Regular Meeting of the Board of Public Works was convened at 9:38 a.m. on Tuesday, April
22, 2014, by Board Member Kathryn E. Roos, with Board Members David Relos and Patrick
Henthom present. Board President Gary A. Gilot and Board Member Brian Pawlowski were
absent. Also present was Attorney Larry Meteiver.
ADDITION TO THE AGENDA
Ms. Roos noted the addition to the agenda of Resolution No.23-2014.
APPROVE MINUTES OF PREVIOUS MEETING
Upon a motion made by Mr. Henthom, seconded by Mr. Relos and carved, the Minutes of the
Agenda Session of April 3, 2014, Regular Meeting of April 8, 2014 and Claims Meeting of the
Board held on April 15, 2014 were approved.
OPENING OF BIDS — SOUTHWOOD SEWER SEPARATION — PROTECT NO 112 042
(2012 SEWER BOND)
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 arid publicly
read:
SELGE CONSTRUCTION CO INC
2833 S. 11TH STREET
NILES, MICHIGAN 49120
Bid was sighed by: James Boyles, Vice -President
Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding
Investment with Iran, Employment Eligibility Verification, Non -Discrimination
REGULAR MEETING APRIL 22, 2014 132
Commitment for Contractors and Certification of Use of United States Steel Products or
Foundry Products was submitted.
Hire Local First Application and Affidavit were submitted
Five percent (5%) Bid Bond was submitted.
Receipt acknowledgement of Addenda 1, 2, and 3 was included.
Total Base Bid
A
$3,119,188.15
Bidder
Credit
(Choose 1)
None (Enter $0)
B $0
❑ Local(Enter Least of 3% or $30,000)
❑Re Tonal (Enter Least of 1% or $10,000
Workforce
❑ None Enter $0)
C $ (10,000.00)
09,188.--
Credit
❑ Local (Enter Least of 2% or $20,000)
(Choose 1) Regional (Enter Least of I%or $10,000)
Total Bid Including Credits (A-B-C)
HRP ONSTRUCTION INC
5777 CLEVELAND ROAD
P.O. Box 266
SOUTH BEND, INDIANA 46624-0266
Bid was signed by: Paul J. 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.
Hire Local First Application and Affidavit were submitted
Five percent (5%) Bid Bond was submitted.
Receipt acknowledgement of Addenda 1, 2, and 3 was included.
Total Base Bid
A
$2,180,000.00
Bidder
Credit
(Choose 1)
❑ None (Enter $0)
B $ 30,000.00
Local (Enter Least of 3% or $30,000)
❑ Regional (Enter Least of 1% or $10,000)
Workforce
Credit
(Choose 1)
❑ None Enter $0
C $ 20,000.00
Local (Enter Least of 2% or $2Q,000)
❑ Re ional (Enter Least of 1% or $10,000)
Total Bid Including Credits (A-B-C)
$2,130,000.00
WOODRUFF AND SONS- INC.
2125 EAST US HWY 12
P.O. BOX 450
MICIBGAN CITY, INDIANTA 46361
Bid was signed by: Todd R. Bell, 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.
Hire Local First Application and Affidavit were submitted. ._
Five percent (5%) Bid Bond was submitted.
Receipt acknowledgement of Addenda 1, 2, and 3 was included.
Total Base Bid
Bidder ❑ None nter $0 B $ 10,000.00
Credit ❑Local (Enter Least of 3% or $30,000)
(Choose 1) Regional (Enter Least of 1%or $10,000)
Workforce I o None (Enter $0) C I $ 10,000.00
Credit o Local (Enter Least of 2% or $20,000)
REGULAR MEETING
APRIL 22. 2014 133
Least of 1% or $10,000)
Includine Credits (A-B-CI
C&E EXCAVATING, INC.
53767 CR 9
ELKHART, INDIANA 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.
Hire Local First Application and Affidavit were submitted
Five percent (5%) Bid Bond was submitted.
Receipt acknowledgement of Addenda 1, 2, and 3 was included.
BID:
Total Base Bid
A
$2,198,322.11
Bidder
Credit
(Choose 1)
❑None (Enter $0
B $ 10,000.00
❑ Local Enter Least of 3% or $30,000)
2 Regional (Enter Least of I % or $10,000)
Workforce
Credit
(Choose 1)
❑ Done (Enter $0)
C $ 10,000.00
❑ Local (Enter Least of 2% or $20,000)
N Regional (Enter Least of 1% or $10,000)
Total Bid Including Credits (A-B-C)
$2,178,322.55
RIETH-RILEY CONSTRUCTION CO INC*
25200 STATE RD. 23
SOUTH BEND, INDIANA 46614
Bid was signed by: Christopher L. Weinkauf, 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.
Ilire Local First Application and Affidavit were submitted
Five percent (5%) Bid Bond was submitted.
Receipt acknowledgement of Addenda 1, 2, and 3 was included.
BID:
Total Base Bid
A
$2,166,506.63
Bidder
Credit
(Choose 1)
❑ None (Enter $0)
B $ 10,000.00
❑ Local (Enter Least of 3% or $30,000)
Regional (Enter Least of 1% or $10,000)
Workforce
Credit
(Choose 1)
❑ None (Enter $0)C
$ 1Q 000.00
❑ Local (Enter Least of 2% or $20,0 00)
2Regional (Enter Least of I%or S10,000)
Total Bid Including Credits (A-B-C)
$2,146,506.63
WAi H & KELLY. INC
24358 STATE ROAD 23
SOUTH BEND, INDIANA 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.
Hire Local First Application and Affidavit were submitted
Five percent (5%) Bid Bond was submitted.
Receipt acknowledgement of Addenda 1, 2 and 3 was submitted.
REGULAR MEETING APRIL 22, 2014 134
nm.
Total Base Bid
A
$1,951,843.55
Bidder
Credit
(Choose 1)
❑ None Enter $0)
B $ 10,000.00
❑ Local (Enter Least of 3% or $30,000
Regional (Enter Least of I% or $10,000)
Workforce
Credit
(Choose l)
❑ None (Enter $0)
C $ 2Q000.00
Local (Enter Least of 2% or $20,000)
❑ Regional (Enter Lcast of 1% or $10,000)
Total Bid Includin Credits A-B-C
$1,921,843.55
Upon a motion made by Mr. Relos, seconded by Mr. Henthorn and carried, the above bids were
referred to Sewers and Engineering for review and recommendation.
AWARD BID AND APPROVE CONTRACT — 2014 SEWER LINING — PROJECT NO. 112-
042 (SEWER CAPITAL)
Mr. Paul South, Street Department, advised the Board that on April 8, 2014, bids were received
and opened for the above referenced project. After reviewing those bids, Mr. South
recommended that the Board award the contract to the lowest responsive and responsible bidder
Insituform, LLC, 17988 Edison Avenue, Chesterfield, MO 63005, inthe unit prices per bid.
Therefore, Mr. Relos made a motion that the recommendation be accepted and the bid be
awarded and the contract approved as outlined above. Mr. Henthom seconded the motion, which
carried.
AWARD BID AND APPROVE CONTRACT — 2014 INFRARED PAVEMENT PATCHING —
PROJECT NO 114-012 (MVH)
Mr. Paul South, Street Department, advised the Board that on April 17, 2014, bids were received
and opened for the above referenced project. After reviewing those bids, Mr. South
recommended that the Board award the contract to the sole responsive and responsible bidder,
Asphalt Restoration Services, LLC, PO Box 2484, South Bend, IN 46680, in the unit prices per
bid. Therefore, Mr. Relos 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.
AWARD QUOTATION — 2014 TREE AND STUMP REMOVAL — PROJECT NO. 114-007
(MVH CURB & SIDEWALK)
Mr. Paul South, Street Department, advised the Board that on April 8, 2014, quotations were
received and opened for the above referenced project. After reviewing those quotations, Mr.
South recommended that the Board award the contract to the lowest responsive and responsible
bidder, K C Tree, Inc., 1320 Third Street, Osceola, Indiana 46561, in the amount of unit prices
per bid. Therefore, Mr. Relos made a motion that the recommendation be accepted and the
quotation be awarded as outlined above. Mr. IIenthom seconded the motion, which carried.
AWARD QUOTATION — 2014 COLD MILLING — PROJECT NO. 114-009 (MVH-PAVING)
Mr. Paul South, Street Department, advised the Board that on April 8, 2014, quotations were
received and opened for the above referenced project. After reviewing those quotations, Mr.
South recommended that the Board award the contract to the lowest responsive and responsible
bidder, Walsh -Kelly, Inc., 24358 State Road 23, South Bend, Indiana 46614, in the amount of
unit prices per bid. Therefore, Mr. Relos made a motion that the recommendation be accepted
and the quotation be awarded as outlined above. Mr. Henthorn seconded the motion, which
carried.
REJECT OUOTATION — 2014 TREE PLANTING — PROJECT NO. 114-008 (MVII CURB & —
SIDEWALK)
Mr. Paul South, Street Department, advised the Board that on April 8, 2014, one quotation was
received and opened for the above referenced project. After reviewing the quotation, Mr. South
informed the Board that the contractor, Phil Maternowski, 66845 North Shore Drive, Cassopolis,
Michigan 49031, stated he could not provide the required $5,000,000.00 insurance policy.
Therefore, Mr. Henthorn made a motion that the quotation be rejected, and the City go to the
open market for the work. Mr. Relos seconded the motion, which carried.
REGULAR MFF,TING APRIL 22- 2014 135
Ms. Roos advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 2 (Final) on
behalf of Rieth-Riley Construction Co., Inc., 25200 State Route 23, South Bend, Indiana 46614,
indicating the contract amount be increased by $21,751.44 for a modified contract sum,
including this Change Order, in the amount of $1,006,963.94. Upon a motion made by Mr.
Relos, seconded by Mr. Henthom and carried, the Change Order was approved.
APPROVE PROJECT COMPLETION AFFIDAVIT — LEIGHTON PARKING GARAGE
RELIGHTING —PROJECT NO 113-013 (CED CAPITAL)
Ms. Roos advised that Mr. Toy Villa, Engineering Department, has submitted the Project
Completion Affidavit on behalf of Herrman & Goetz, 225 South Lafayette Boulevard, South
Bend, Indiana 46601, for the above referenced project, indicating a final cost of $180,348.00.
Upon a motion made by Mr. Roles, seconded by Mr. Henthom and carried, the Project
Completion Affidavit was approved.
APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE
SHEET — FELLOWS AND IRELAND INTERSECTION IMPROVEMENTS PROJECT NO
112-006 (SSDA TIF)
In a memorandum to the Board, Mr. Patrick Henthom, 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. Henthom, seconded by
Mr. Relos 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 — HILL STREET AND COLFAX AVENUE ON -SITE IMPROVEMENTS PROJECT
NO. 113-033 (SBCDA TIF)
In a memorandum to the Board, Mr. Roger Nawror, 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. Henthom, seconded by
Mr. Relos 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 — JEFFERSON BLVD. STREETSCAPE IMPROVEMENTS — PROJECT NO 114 001
(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 Mr. Relos, seconded by Mr.
Henthom 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 — CENTURY
CENTER EXHIBIT HALLS A AND B FLOOR FINISH IMPROVEMENTS — PROJECT NO
114-016 (ST. JOSEPH COUNTY BOARD OF MANAGERS FOR HOTEL/MOTEL TAXI
In a memorandum to the Board, Mr. John Engstrom, Engineering, requested permission to
advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made
by Mr. Relos, seconded by Mr. Henthom and carried, the above request was approved.
APPROVAL OF REQUEST TO ADVERTISE FOR THE RECFTPT OF BIDS DEMOLITION
OF TWENTY-ONE (21) VACANT AND ABANDONED HOMES PHASE I PROJECT NO
114-006 (LOSS RECOVERY FUND)
In a memorandum to the Board, Mr. Toy Villa, Engineering, requested permission to advertise
for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr.
Henthom, seconded by Mr. Relos and carried, the above request was approved.
APPROVAL OF REOUEST TO ADVERTISE FOR THE RECEIPT OF BIDS DEMOLITION
OF TWENTY-ONE (21) VACANT AND ABANDONED HOMES PHASE II PROJECT NO
114-020 (LOSS RECOVERY FUND)
In a memorandum to the Board, Mr. Toy Villa, Engineering, requested permission to advertise
for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr.
Henthom, seconded by Mr. Relos and carried, the above request was approved.
REGULAR MEETING APRIL 22 2014 136
APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — LEAD -BASED
PAINT REMOVAL AT UNION STATION TEC14NOLOGY CENTER (AEDA TIF)
In a memorandum to the Board, Mr. Brock Zeeb, Community Investment, requested permission
to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion
made by Mr. Henthom, seconded by Mr. Relos and carried, the above request was approved.
APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF PROPOSALS —RE-
LOOK AT DIE SOUTH BEND LONG TERM CONTROL PLAN — PROJECT NO. 114-010
(ENVIRONMENTAL SERVICES ENGINEERING)
In a memorandum to the Board. Ms. Kara Boyles, Public Works, requested permission to
advertise for the receipt of proposals for the above referenced project. Therefore, upon a motion
made by Mr. Henthorn, seconded by Mr. Relos and carried, the above request was approved.
ADOPT RESOLUTION NO. 22-2014 — A RESOLUTION OF THE BOARD OF PUBLIC
WORKS OF THE CITY OF SOUTH BEND INDIANA ESTABLISHING A MERCURY
MINIMIZATION POLICY
Upon a motion made by Mr. Henthom, seconded by Mr. Relos and carried, the following
Resolution was adopted by the Board of Public Works:
RESOLUTION NO.22-2014
A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF
THE CITY OF SOUTH BEND, INDIANA ESTABLISHING
A MERCURY MINIMIZATION POLICY
WHEREAS, the City of South Bend, Indiana Board of Public Works ('Board") has
authority to evaluate and purchase equipment and products on behalf of and for use by the City
of South Bend, including its of the Department of Public Works Division of Environmental
Services; and
WHEREAS, the Indiana Department of Environmental Management ("IDEM") and the _
U.S. Environmental Protection Agency ("EPA") oversee and administer permits issued to the
City related to the National Pollutant Discharge Elimination System ("NPDES"); and
WHEREAS, in compliance with the City's NPDES Permit, the City desires to reduce or
eliminate the use of mercury -containing equipment and products applied or used at the City of
South Bend Department of Public Works Division of Environmental Services Wastewater
Treatment Plant and at remote sites located throughout the City of South Bend collection system
and unincorporated portions of St. Joseph County, Indiana, including sanitary sewer lift stations,
lift station components, combined sewer overflow structures, and associated infrastructure; and
WHEREAS, the City, through its Department of Environmental Services has formulated
a Policy for the Evaluation of Alternative Equipment and Products Containing Mercury at the
Wastewater Treatment Plant and Operations Under the Direction of the Division of
Environmental Services ("Mercury Minimization Policy"), which is attached hereto and
incorporated herein as Exhibit "A'; and
WHEREAS, the Board has determined that the Mercury Minimization Policy is in the
best interests of the City and its residents, and complies with the NIPDES Permit issued by IDEM
and complies with all other applicable federal, state and local laws; and
NOW, THEREFORE, BE IT RESOLVED by the Board of public Works for the City of
South Bend, Indiana as follows:
Section 1. The Mercury Minimization Policy that is attached to this Resolution as
Exhibit "A" is hereby approved and adopted in its entirety for use within the City of
South Bend and for equipment and products used or applied at remote sites located
throughout the City of South Bend collection system and unincorporated portions of St.
Joseph County, Indiana, including sanitary sewer lift stations, lift station components,
combined sewer overflow structures, and associated infrastructure.
Section 2. The Board hereby authorizes the Department of Environmental Services
for the City's Department of Public Works Department to implement and administer the
Mercury Minimization Policy.
REGULAR MEETING
APRIL 22.2014 137
Section 3. This Resolution shall be in full force and effect upon its adoption by the
Board of Public Works.
ADOPTED at a meeting of the Board of Public Works held on April 22, 2014, at 227
West Jefferson, Room 1308, County -City Building, South Bend, Indiana 46601.
CITY OF SOUTH BEND
BOARD OF PUBLIC WORKS
s/ Kathryn E. Roos
—. s/ David P. Relos
s/ Patrick M. Henthorn
ATTEST:
s/Linda M. Martin, Clerk
ADOPT RESOLUTION NO. 23-2014 — A RESOLUTION OF THE BOARD OF PUBLIC
WORKS OF THE CITY OF SOUTH BEND AUTHORIZING THE EXECUTION AND
DELIVERY OF A MASTER LEASE AGREEMENT AND OTHER DOCUMENTS RELATED
TO HP COMPUTER EQUIPMENT
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.23-2014
A RESOLUTION OF THE BOARD OF WORKS OF THE CITY OF SOUTH BEND
AUTHORIZING THE EXECUTION AND DELIVERY OF A MASTER LEASE
AGREEMENT AND OTHER DOCUMENTS RELATED TO
HP COMPUTER EQUIPMENT
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 State and Local Government Master Lease Purchase Agreement No.
5245088229 and various documents related thereto (collectively, the "Lease") with Hewlett-
Packard Financial Services Company, 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, Lessee has taken the necessary steps to arrange for the delivery and acceptance
of the Equipment; and
WHEREAS, Lessee proposes to enter into the Lease with Hewlett-Packard Financial
Services Company, substantially in the form presented at 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 (collectively, the
"Documento in the form presented at this meeting and incorporated in this resolution are in
the best interests of Lessee for the acquisition of the Equipment.
Section 2. The Documents and the acquisition and financing of the Equipment under the
terms and conditions as described in the 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 documents with any changes, insertions and omissions therein
as may be approved by the officers who execute the Documents, such approval to be
conclusively evidenced by such execution and delivery of the Documents.
REGULAR MEETING
APRIL 22, 2014 138
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 Documents.
Section 4. The undersigned further certifies that the above resolution has not been
repealed or amended and remains in full force and effect and further certifies that the
Lease executed on behalf of Lessee are the same as presented at such meeting of the
governing body of Lessee, excepting only such changes, insertions andomissions as shall have been approved by the officers who executed the same.
ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana
held on April 22, 2014, at 1308 County -City Building, 227 W. Jefferson Boulevard, South Bend,
Indiana 46601.
CITY OF SOUTH BEND
BOARD OF PUBLIC WORKS
sl Kathryn F. Roos
s/ David P. Roles
s/ Patrick M. Henthorn
ATTEST:
s/Linda M. Martin, Clerk
APPROVAL OF AGREEMENTS/CONTP AC'I'S/PROPOSALS/ADDENDA
The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for
a roval•
pe
Business
Description
Amount/
Motion/
Fundin
Second
sional
Crowe-
Financial Advisory
$40,000 plus out-
Relos/I-Ienthom
es
FAgreement
Horwath, LLP
Services for Refunding
of -pocket
2014 Bonds (TJX)
expenses (AEDA
T1F and Bond
Proceeds )
Professional
Creative
Temporary Accounting
$1,400 increase;
Henthorn/Relos
Services
Financial
Services for
Total Amount
Agreement
Services, LLC
Administration and
NTE.$13,300
Amendment
d/b/a Creative
Finance for CAFR,
(Administration
Financial
Audit and Other Projects
& Finance
Staffing
Operations)
Lease
Ricoh USA
Copier Lease for
$234.75/month
HenthorrRelos
Purchase
Organic Resources,
plus
Agreement
Headworks and Admin
$.0050/impressio
Lab Offices
n for 60 months
(WWTP
Operations &
Maintenance)
Professional
Rene Casiano
Various Technology
$20,000 (New
Relos/Henthorn
Services
Consulting Projects
Contract Total
Agreement
including KPI's,
$35,000)
Amendment
CitiStat, Code
extension of four
Enforcement,
months through
Dashboards and
8/31/2014 (COLT,
Sharepoint.
IT Professional
Services)
Agreement
Vanco Services,
Change Water Works
$40.00 one- time
Relos/Henthom
LLC
Payment Channel Type
fee; monthly fee
from Paper Checks to
$25.00 plus $0.10
Electronic Fund
per item
Transfers
transaction fee
(Water Works
Operations)
REGULAR MEETING
APRIL 22, 2014 139
Professional
Webster
Provide Field
$28,564
Henthom/Relos
Services
Environmental
Investigation and
(NTE)
Agreement
Associates, Inc.
Engineering Services for
(Environmental
the Design of Chemical
Services,
Storage and Feed
Wastewater
Facilities for Lift
Engineering)
Stations along the IN
Tek and IN Kote
Sanitary Sewer
Collection System
Professional
M/E Design
Provide Mechanical and
$12,600
Henthom/Relos
Services
Services
Electrical Design of
(NTE)
Agreement
Heating, Ventilation and
(Environmental
Cooling Systems for the
Services/Waste-
WWTP Administration
water
and Laboratory Building
Engineering)
(Phase 11)
Professional
Greeley &
Study Potential Uses for
$123,500
Ilenthom/Relos
Services
Hansen
Cleaned Digester Gas;
(NTE)
Agreement
Assist with Digester No.
(Environmental
2 Process Start -Up; and
Services,
Provide Specifications
Wastewater
and Field Inspection for
Engineering)
Digester No. 1 &No. 3
Cleaning Project to be
Bid in 2014.
Second
South Bend
Second Amendment to
N/A
Henthotn/Relos
Amendment
Redevelop-
Existing Environmental
to Agreement
meat
Agreement Clarifying
Commission,
Obligations of the
Union Station
Parties related to the
Properties, LP,
Remediation Work at
and Studebaker
Ivy Tower
Building 84
LLC
Redevelopment
Consent to Collateral
N/A
Relos/Hemhom
Agreement
Assignment of
Environmental
EAgfeement
Agreement for Ivy
Tower Building
Hewlett
2014 Computer
$145,000
Relos/Henthom
Packard
Deployment — Lease of
(NTE)
145 Computers
Four Years
(IT Lease)
APPROVAL OF PERMITS AND LICENSES
The following permit and license annlications were nresentM for nnnrnvnl
Applicant
Description
Date/Time
Comments
Motion
Carried
Legion Riders
Procession:
May 24, 2014;
Favorable
Relos/Henthom
357
Stars and Stripes
8:00 a.m. tol2:45
recommendations
Ride
p.m.
provided the mute
is altered to reflect
the ride stays on
the St. Joseph
Valley Parkway
exiting at
Mayflower Road
as opposed to
Ironwood Drive as
discussed in April
8, 2014.meeting.
REGULAR MEETING
APRIL 22, 2014 140
Chet Waggoner
Parade:
May 3, 2014; 7:00
Police Dept. and
Relos/Henthom
Little League
Opening Day
a.m. to 9:00 a.m.
Traffic & Light rig
Parade
will not be able to
provide assistance
due to other
events.
William Lottie
Procession:
June 28, 2014;
Police state if
Relos/Henthorn
and Imam
Imani Unidad
9:00 a.m. to 1:00
approved by
Unidad
and Buffalo
p.m.
County, traffic
Soldiers MC of
assistance would
Indiana
be considered at
Motorcycle Ride
City intersections.
for HIV/AIDS
Julian Alcantar/
Non -Residential
South Michigan St
Favorable
ReloslHenthorn
Circus of Art
Block Party:
from Jefferson
Recommendations
Circus of Art
Blvd. to Wayne
St.; April 26, 2014;
7:00 a.m. to 10:00
p.m.
Nancy Tetzlaff/
Non -Residential
Harrison St. from
Favorable
Henthorn/Relos
Lots of Hope
Block Party:
Lindsey St. to
Recommendations
FunBurst 2014
VanBuren St: May
31, 2014; 10:00
a.m. to 3:00 p.m.
Ken Emsberger
Busker or
Favorable
Henthorn/Relos
Sidewalk
Recommendations.
Performer
Must not impede
License:
handicap right -of -
Balloon Art
ways.
The Organic
Open -Air
May 8, 2014; 9:00
Favorable
Relos/lIenthom
Gypsy
Business; Food
a.m.-8:00 p.m.
Comments; Must
Subject to not
Truck at Eddy
not Impeded on
blocking the
Commons
Right -of -Way
cross -walk and
good signage
regarding the
closure of the
garage
entrance.
Peg Dahon/Le
Sidewalk Caf6
Monday -Friday,
Favorable
Relos/Henthotn
Peep
127 S. Michigan
6:30 a.m.-2:00
Recommendations
St.
p.m.; Saturday &
Sunday, 7:00 a.m.-
2:00 p.m.
Brune's
Sidewalk Cafe
Monday -Saturday,
Favorable
Relos/Henthom
Downtown/J
131 S. Michigan
11:00 a.m.-9:00
Recommendations
Weldy, LLC
St.
p.m.; Sunday,
12:00 p.m.-8:00
p.m.
Formatt,
Sidewalk Cafe
Monday -Sunday,
Favorable
Relos/Henthom
Inc./dba The
103 W. Colfax
11:00 a.m.-12:00
Recommendations
Vine
Ave.
a.m.
Caf6 Navarre
Sidewalk Caf6
Monday through
Favorable
Relos/Henthom
101 N. Michigan
Thursday, 11:00
Recommendations
St.
a.m. to 11:00 p.m.;
Friday, 11:00 am.
to 12:00 a.m.;
Saturday, 4:00
p.m. tol2:00 a.m.;
Sunday, 4:00 p.m.
to 10:00 P.M.
Woochi
Sidewalk Cafe
I Monday -Thursday,
I Favorable
Relos/Henthotn
REGULAR MEETING APRIL 22, 2014 141
Japanese Fusion
123 W.
11:00 a.m.t010:00
Recommendations
& Bar
Washington St.
p.m.; Friday, 11:00
a.m.-11:00 p.m.;
Saturday, 12:00
P.M. to 1:00 p.m.;
Sunday,12:00
P.M. to 9:00 P.M.
Chicory Cafe
Sidewakc Cafe
Monday --Sunday:
Favorable
Relos/Henthorn
105 E. Jefferson
10:00 a.m. to
Recommendations
Blvd.
10:00 p.m.
Fiddler's Hearth
Sidewalk Cafe
Sunday, 11:00
Favorable
Relos/Henthom
127 N. Main St.
a.m.-9:00 p.m.;
Recommendations
Monday -Tuesday,
11:00 a.m. to
11:00 p.m.;
Wednesday -
Saturday, 11:00
a.m.to 1:00 a.m.
Purple Porch
SidewalkCaf€
ay—
M7urd
Favorable
Relos/Flenthom
Co-op
123 N. Hill St.
Saay; 7:00
Recommendations
a.o 7:00 p.m.
APPROVAL OF REVOCABLE PERMIT FOR ENCROACHMENT REDEVELOPMENT
RETAILlYUMMY CUPCAKES
Ms. Roos stated a Revocable Permit has been received for the purpose of installing a hanging
sign to remain over the right-of-way at 119 S. Michigan Street. The encroachment 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.
Henthom and carried, the Revocable Permit was approved.
APPROVE TRAFFIC CONTROL DEVICES
Upon a motion made by Mr. Henthom,
seconded by Mr. Relos and carried, the following traffic
control devices were approved:
REVISION:
Change "Permissive" Left Turn to "Protected and
Permissive" Left Tum
LOCATION:
Ironwood Drive and Calvert Street, North and Southbound
REMARKS:
Meets Warrant Study
REMOVAL:
Two (2) Hour Parking 6:00 a.m. to 6:00 p.m.
LOCATION:
2512 Mishawaka Avenue
REASON:
Business converted back to single family residence.
FAVORABLE RECOMMENDATION - PETITION TO VACATE THE FIRST FAST/WEST
ALLEY SOUTH OF COLFAX AVENUE FROM IAFAYETTE BOULEVARD TO THE
FIRST NORTH/SOUTH ALLEY — HOLLADAY CORPORATION
Ms. Roos indicated that Holladay Corporation, 227 S. Main St, South Bend, Indiana has
submitted a request to vacate the above referenced alley for the purpose of consolidating their
property under one lot and tax key number. Ms. Roos advised the Board is in receipt of favorable
recommendations concerning this Vacation Petition from the Area Plan Commission, Fire
Department, Solid Waste, and Engineering Department. Area Plan and Engineering stated the
vacation would not hinder the growth or orderly development of the unit or neighborhood in
which it is located or to which it is contiguous. The vacation would not make access to the lands
of the aggrieved person by means of public way difficult or inconvenient. The vacation would
not hinder the public's access to a church, school or other public building or place. The vacation
would not hinder the use of a public right-of-way by the neighborhood in which it is located or to
which it is contiguous. Therefore, Mr. Relos made a motion recommending approval of the
request for vacation. Mr. Henthorn seconded the motion which carried.
REGULAR MEETING APRIL 22 2014 142
APPROVE CLAIMS
Ms. Roos stated that a request to pay the following claims in the amounts indicated has been
received by the Board; each claim is fully supported by an invoice; the person receiving the
goods or services has approved the claims; and the claims have been filed with the City Fiscal
Officer and certified for accuracy.
Name
Amount of Claim
Date
City of South Bend
$1,567,300,36
04/15/2014
City of South Bend
$23640,886.61
04/22/2014
St. Joseph County Housing Consortium
$6,589.94
03/27/2014
St. Joseph County housing Consortium
$2,099.04
03M/2014
Therefore, Ms. Roos made a motion that after review of the expenditures, the claims be approved
as submitted. Mr. Relos seconded the motion, which carried.
PRIVILEGE OF THE FLOOR
Mr. Sam Hensley, Monoform, LLC, stated he was present to ask some questions regarding the
Manhole Rehabilitation bid. Be stated Monoform, LLC, did a demonstration on March 5, 2014
as required and were told the demonstration was successful. He stated the other bidder, Ricth-
Riley, was supposed to do their demonstration the next day. He questioned if they did a
successful demonstration, noting the bid was supposed to be awarded at the last Board meeting.
Mr. Paul South, Street Department, stated Rieth-Riley had some issues with the demonstration.
Ms. Greene informed the Board that the bids were opened on February 25, 2014. She stated the
Board has not awarded the bid and they arc up against the sixty (60) day award limitation and
will not have time to award it before then. She noted they have three options; reject all bids;
award; or re -bid the project after the sixty (60) day expiration. Ms. Greene stated whether they
were successful or not successful, this is not up before the Board to award today. She added the
bidders may fail to meet the criteria of a number of requirements of the specifications, and the
Board may choose not to award for a number of issues. Ms. Roos stated she was not aware they
were up against the sixty (60) day limit and asked that Engineering and the Street Department _
bring a Memo to the next Board meeting explaining their reasons if not awarding, or rejecting
bids.. Ms. Greene noted there is nothing for this Board to respond to at this time, there is no
Board action or recommendation before the Board.
ADJOURNMENT
There being no further business to come before the Board, upon a motion made by Ms. Roos,
seconded by Mr. Relos and carried, the meeting adjourned at 10:18 a.m.
BOARD OF PUBLIC WORKS
Gary A. Cnlot, President
ATTEST:
i da M. Martin, Cl rk