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Home My WebLink About09/22/2015 Board of Public Works MeetingREGULAR MF.F.TPIG SEPTEMBER 22, 2015 314 The Regular Meeting of the Board of Public Works was convened at 9:35 a.m. on September 22, 2015, by Board President Gary A. Gilot, with Board Members David Relos, Elizabeth Maradik. Brian Pawlowski and James Mueller present. Also present was Board Attorney Michael Schmidt. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Meeting of the Board held on September 3, 2015, September 8, 2015, and September 15, 2015, were approved. OPENING OF BIDS — WASTEWATER TREATMENT PLANT BELT FILTER PRESS REHABILITATION — PROJECT NO 115-082 (ENVIRONMENTAL SERVICES WASTEWATER REPAIR AND MAtNTENANCE) 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: ALFA. LAVAL INC. 11600 East IIardy Road Houston, l'X 77093 Bid was signed by: Kenneth A. Medlin, Jr. Contractor's Non -Collusion Affidavit, Nan -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. 00 Item No. Description Quantity Unit Unit Price Total Amount 1 Rase Bid 1 LS $167,122 $167,122 2 Allowance: Additional Refurbishment Items ] LS $5,000.00 $5,000.00 TOTAL BASE BID: $172 122.00 ALTERNATES Al Wash Box Assemblies 1 LS $5,525 $5,525.00 A2 Dual Shaft Mount Drive Upgrade 1 LS $5,570 $5,570.00 A3 Press Mount Hydraulic Unit 1 LS $4,870 $4,870.00 THIENEMAN CONSTRUCTION. INC. 17241 Foundation Parkway, Suite 100 Westfield, IN 46074 Bid was signed by: Kenneth D. Thicneman 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: Item No. Description Quantity Unit Unit Price Total Amount 1 Base Bid 1 LS $215,000.00 $215,000.00 2 Allowance: Additional Refurbishment Items 1 LS $5;000.00 $5,000.00 TOTAL BASE BID: $220 000.00 ALTERNATES Al Wash Box Assemblies 1 LS $11,500.00 $11,5OOA0 A2 Dual ShaftMount Drive U rade 1 LS $12,700.0 0 $12,700.00 REGULAR MEETING SEPTEMBER 22.2015 315 A3 I Press Mount Hydraulic Unit 1 LS $9 100.00 $9 100 00 INDUSTRIAL MAINTENANCE & CONTRACT SERVICES, L.P. 1739 Ridge Road Munster, IN 46321 Bid was signed by: William S. Laszlo 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. tem Description Quantity Unit Unit Price Total Amount EBaseI 1 Bid 1. LS $203,230.00 S203,230.00 $5,000.00 2 Allowance: Additional Refurbishment Items I LS $5,000.00 TOTAL BASE BID: $203 230.00 ALTERNATES Al Wash Box Assemblies 1 LS $9,525 $%525 A2 Dual Shaft Mount Drive Upgrade 1 LS $11,697 $lL697 A3 Press Mount Hydraulic Unit 1 LS S8,075 $8,075 TOTAL BASE BID PLUS ALTERNATES: Upon a motion made by Mr. Gilot, seconded by Ms. Maradik and carried, the above bids were referred to Wastewater and Engineering for review and recommendation. OPENING OF BIDS — 2015/2016 ROAD SALT (MVH AND SEWERS OPERATIONS AND MAINTENANCE) 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: CARGILL, INC. Deicing Technology Business Unit 24950 Country Club Blvd., Suite 450 North Olmsted, OH 44070 Bid was signed by: Dawn Bekoscke 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. on Est. Qty. Item Unit Price/Ton Total t7,000 tons Untreated Road Salt $70.17 $491,190.00 $491,190,00 KLINK TRUCKING INC. P. 0. Box 428 Ashley, IN 46705 Bid was signed by: Anthony Winters Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination REGULAR MEETING SEPTEMBER 22 2015 316 Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Indiana Local Business Preference Claim submitted. Ten percent (10%) Bid Bond was submitted. ON Est. Qty. Item _ Unit Price l'on Total 17,000 tons Untreated Road Salt $95.00 $665,000.00 S665,000.00 COMPASS MINERALS AMERICA INC. 9900 West 1.09`s Street, Suite 100 Overland Park, KS 66210 Bid was signed by: Monica Lloyd 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: Est. Qty. Item Unit Price/Ton otal 17,000 tons Untreated Road Salt $73.25 512,750.00 EST5 12,750.00 THE DETROIT SALT COMPANY 12841 Sanders Street Detroit, MI 48217 Bid was signed by: E. Manes 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: Est. Qty. Item Unit Price/Ton tal t7,000 tons Untreated Road Salt $79.41 5,870.00 2! !$5 5,8 00.00 MORTON SALT, INC. 123 N. Wacker Drive Chicago, IL 60606-1743 Bid was signed by: Anthony T. Patton 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: Est. Qty. Item Unit Price/Ton Total 17,000 tons Untreated Road Salt $76.63 °� 536,410.00 REGULAR MEETING SEPTEMBER 22, 2015 317 $536,410.00 Upon a motion made by Mr. tailor, seconded by Mr. Rclos and carried, the above bids were referred to Engineering and the Street Department for review and recommendation. OPENING OF QUOTATIONS — PURCHASE AND INSTALLATION OF FOUR (4) CNG FILL STATION E STOPS FOR 3113 RIVERSIDE DRIVE (SOLID WASTE MATERIALS & EQUIPMENT) Ms. Martin, Clerk of the Board, advised that there were no quotes received for this project. Mr. John Machowiak, Central Services, confirmed he requested three (3) quotes. Mr. Gilot stated with no quotes received Mr. Machowiak was able to go to the open market but suggested he should get feedback from the vendors the quotes were requested from as to why they did not quote. OPENING OF QUOTATIONS — CHASE PLASTICS FENCING IMPROVEMENTS— PROJFCT NO. 115-015A (RWDA TIF) Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referenced project. The following Quotations were opened and read: MILESTONE FENCE 13399 McKinley Highway Mishawaka, IN 46545 Quotation was submitted by Chris Loftus BASE QUOTATION: $21,332.00 BASE QUOTATION PLUS ALTERNATES: $23,077.00 MCDOUGAL ENTERPRISES INC., DBA SCHUELL FENCE COMPANY 22377 Adams Road South Bend, IN 46628 Quotation was submitted by Bruce McDougal BASE QUOTATION: $36,742.00 BASE QUOTATION PLUS ALTERNATES: $39,240.00 Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the above Quotations were referred to the Department of Community Investment and Engineering for review and recommendation. After reviewing those quotations, Mr. Carl Littrell, Engineering, recommended that the Board award the contract to the lowest responsive and responsible bidder, Milestone Fence, in the amount of $23,077.00. Therefore, Mr. Relos made a motion that the recommendation be accepted and the quote be awarded and the contract approved as outlined above. Ms. Maradik seconded the motion, which carried. OPENING OF QUOTATIONS — KENNEDY BASKETBALL COURT INSTALLATION (PARK BOND) Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referenced project. The following Quotations were opened and read: ZIOLKOWSK[ CONSTRUCTION, INC. — 4050 Ralph Jones Dr. South Bend, IN 46601 Quotation was submitted by Bill Favors QUOTATION: $34,700.00 ANCON CONSTRUCTION CO., INC. 2146 Elkhart Road Goshen, IN 46526 REGULAR MEETING SEPTEMBER 22.2015 318 Quotation was submitted by .John D. Place QUOTATION: $32,900.00 Upon a motionmade by Ms. Maradik, seconded by Mr. Relos and carried, the above Quotations were referred to the Park Department for review and recommendation. AWARD BID — ONE (1) OR MORE 2015 OR NEWER HAZMAT FIRE RIG (SPEC X) (FIRE DEPARTMENT CAPITAL LEASE) Mr. Jeffrey Hudak, Central Services, advised the Board that on September 8, 2015, bids were received and opened for the above referenced vehicle. After reviewing those bids, Mr. Hudak recommended that the Board award the contract to the lowest responsive and responsible bidder Rosenbauer South Dakota, LLC, 100 Third Street, Lyons, South Dakota 57041, in the amount of $579,922.00. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Rclos seconded the motion, which carried. AWARD BID —ONE (1) OR MORE, 2015 OR NEWER. 3 % TON UTILITY TRUCK WITH CRANE (WATER WORKS CAPITAL) Mr. Matthew Chlebowski, Central Services, advised the Board that on August 25, 2015: bids were received and opened for the above referenced vehicle. Mr. Chlebowski informed the Board that none of the bidders were able to meet the delivery requirements of the specifications so he is asking that the Board waive those requirements and award the contract to the lowest responsive and responsible bidder, Selking International, 4849 West Western Avenue, South Bend, Indiana, in the amount of $144,608.65 (with $11,000 trade-in). Therefore, Mr. Relos made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Mueller seconded the motion, which carried. Mr. Gilot stated the bidder should be held to the delivery date they gave with their bid. REJECT AWARD BID AND APPROVE REQUEST TORE -ADVERTISE — ONE (1) OR MORE, 2015 OR NEWER, QUAD AXLE DUMP TRUCK (ORGANIC RESOURCES CAPITAL LEASE) Mr. Matthew Chlebowski, Central Services, advised the Board that on July 14, 2015, bids were received and opened for the above referenced vehicle. ARer reviewing those bids, Mr. Chlebowski recommended that the Board award the contract to IIill Truck Sales, Inc., 1011 West Sample Street, P.O. Box 598, South Bend, Indiana 46624, in the amount of $212,032.00 ($179,435.00 base price, less $5,000.00 trade-in, plus $37,597.00 CNG Option). Mr. Chlebowski informed the Board that although Hill Track Sales was not the low bidder, they were the only bidder to provide the CNG Option. Mr. Gilot stated he was advised by the Legal Department that this was not within the boundaries of an irregularity and that failing to bid on the option did not make a bidder non -responsive. He stated, therefore, that the bids should be rejected and it should be rebid with CNG. He added based on the direction from the Mayor's Office, the City is moving towards the cleaner, efficiency of CNG fuel, so it should be a requirement of the bid. Therefore, Mr. Relos made a motion that the bid award recommendation be rejected and the bid be rebid. Ms. Maradik seconded the motion, which carried. AWARD BID — ONE (1) OR MORE 2015 OR NEWER ALL -WHEEL DRIVE SUV POLICE PATROL VEHICLE (POLICE CAPITAL LEASE) Mr. Jeff Hudak, Central Services, advised the Board that on August 25, 2015, bids were received and opened for the above referenced vehicle. After reviewing those bids, Mr. Hudak recommended that the Board award the contract to the lowest responsive and responsible bidder Jordan Motors, 609 E. Jefferson Blvd., Mishawaka, Indiana, in the amount of $29,298.00. 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 AWARD BID — CENTURY CENTER SOUTH ENTRANCE IMPROVEMENTS — PROJECT NO. 115-014 (HOTEL/MOTEL TAX) Mr. Michael Carey, Engineering, advised the Board that on September 17, 2015, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Carey recommended that the Board award the contract to the lowest responsive and responsible bidder Ziolkowski Construction, Inc., 4050 Ralph Jones Dr., South Bend, Indiana, in the amount of $76,350.00 for the Base Bid plus the Alternates. Therefore, Mr. Relos made a motion that the REGULAR MEETING SEPTEMBER 22.2015 319 recommendation be accepted and the bid be awarded as outlined above. Ms. Maradik seconded the motion, which carried TABLE REQUEST TO AWARD BID - HOTEL LASALLE RENOVATIONS BID PACKAGE B, ROOFING, SOFFITS, AND SHEET METAL FLASHING AND TRIM - PROJECT NO. 115-033B (RWDA TIF) Mr. Michael Carey, Engineering, advised the Board that on September 17, 2015, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Carey recommended that the Board make a partial award of the contract to the lowest responsive and responsible bidder Slatile Roofing and Sheet Metal Co., inc.. 1703 S. Ironwood Dr., South Bend, — Indiana, in the amount of $244,218.00 for Item No. 1 only of the Base Bid. After discussion, it was determined that Slatile did not submit their Acknowledgement of Addendum, but did meet the requirements of the addendurn; submitted the revised bid form provided in the addendum; and confirmed that they did receive the addendum. The other bidder, Midland Engineering Co., Inc., did not submit a bid on Alternate A2. Attorney Michael Schmidt stated there were questions about the award and availability of funds that came up late yesterday, so his recommendation was to table this award for further review. Therefore, Mr. Relos made a motion to table the request to award the bid. Ms. Maradik seconded the motion, which carried. AWARD BID AND APPROVE CONTRACT - STATE ROAD 23 SIDEWALK FROM PRAIRIE AVE, TO LOCUST RD. - PROJECT NO. 115-021 (MVH) Mr. Michael Carey, Engineering, advised the Board that on September 17, 2015, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Carey recommended that the Board award the contract to the lowest responsive and responsible bidder Rieth-Riley Construction, Inc., PO Box 1775, South Bend, Indiana, in the amount of $124,824.00. 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. APPROVAL OF REQUEST TO REJECT BIDS AND RE -ADVERTISE - CENTURY CENTER MASONRY RESTORATION -PROJECT NO 115-015 (HOTEL/MOTET, TAX) In a memorandum to the Board, Mr. Michael Carey, Engineering, requested permission to reject all bids for the above referenced project due to the bids coming in over the budget for the project. Mr. Carey stated he would like permission from the Board to re -advertise the project after the specifications are revised to reduce the cost. Therefore, upon a motion made by Mr. Relos, seconded by Mr. Mueller and carried, the above request was approved. AWARD QUOTATION - FIRE DEPARTMENT STATION NO 6 PORCH ENCLOSURE (FIRE DEPARTMENT CAPITAL IMPROVEMENTS) Mr. Todd Skwarcan, Fire Department, advised the Board that on September 8, 2015, quotations were received and opened for the above referenced project. After reviewing those quotations, Assistant Chief Skwarcan recommended that the Board award the contract to the lowest responsive and responsible bidder, Cabbit Concrete, 51703 Sardlewood Court, Granger, Indiana, 46530, in the amount of $9,900.00. Therefore, Mr. Relos made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Ms. Maradik seconded the motion, which carried. APPROVE CHANGE ORDER NO. 4 - IGNITION PARK INFRASTRUCTURE PHASE 1C - PRO.IECT NO. 114-063A (RWDA TIT) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 4 on behalf of Walsh & Kelly, Inc., 24358 State Road 23, South Bend, Indiana 46614, indicating the Contract amount be increased by $111,000.00 for a new Contract sum, including this Change Order, in the amount of $3,898,035.51. Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the Change Order was approved. APPROVE CHANGE ORDER NO.2 - WESTERN AVENUE CORRIDOR IMPROVEMENTS -PROJECT NO. 114-033B (MAJOR MOVES/RWDA TIF) 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 an increase of $21,667.62 for a new Contract sum, including this change order, in the amount of $958,846.31. Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the Change Order was approved. REGULAR MEETING SEPTEMBER 22, 2015 320 APPROVE CHANGE ORDER NO 3 — WESTERN AVENUE STREETSCAPE — PROJECT NO. 114-085A (TIF ENFRASTRUCTL Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 3 on behalf of Rieth-Riley Construction Co., Inc., 25200 State Road 23, South Bend, Indiana 46614, indicating the Contract time be extended by fifteen (15) days with a new completion date of November 10, 2015 and no change in the Contract sum, remaining 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. 2 — LINCOLN WAY WEST CORRIDOR IMPROVEMENTS — PROJECT NO 114-033 . DIVISION B (LOSS RECOVERY FUND Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 2 on behalf of Martell Electric, LLC, 4601 Cleveland Road, South Bend, Indiana 46628, indicating the Contract be increased by $16,280.90 for a new Contract sum, including this Change Order, in the amount of $217,790.40. Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — LINCOLN WAY WEST CORRIDOR IMPROVEMENTS — PROJECT NO 114-033A DIVISION D (LOSS RECOVERY FUND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of Rieth-Riley Construction Co., PO Box 1775, South Bend, Indiana 46614, indicating the Contract be increased by S17,824.45 for a new Contract sum, including this Change Order, in the amount of $331,742.45. Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — LINCOLN WAY WEST CORRIDOR IMPROVEMENTS —PROJECT NO 114-033A DIVISION E (LOSS RECOVERY FUND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of Rieth-Riley Construction Co., PO Box 1775, South Bend, Indiana 46614, indicating the Contract be increased by $38,289.30 for a new Contract sum, including this Change Order, in the amount of $833,777.30. Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the Change Order was approved. APPROVE CHANGE. ORDER NO. 17 —DIGESTER NO. 2 UPGRADE AND DIGESTER GAS CLEANING —PROJECT NO 111-029 (2012 SEWER BOND) Mr. Gilot advised that Mr. Jacob Klosinski, Environmental Services, has submitted Change Order No. 17 on behalf of Grand River Construction Inc., P. 0. Box 323, 5025 40c" Avenue, Hudsonville, Michigan, 49426, indicating the Contract be decreased by S2,494.00 for a new Contract sum, including this Change Order, in the amount of S5,980.037.00. Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the Change Order was approved. APPROVE CHANGE. ORDER N0. 1 —DEMOLITION OF VACANT &ABANDONED HOUSES. DIVISION D —PROJECT NO 115-047 (LOSS RECOVERY FUND) Mr. Gilot advised that Mr. Michael Carey, Engineering, has submitted Change Order No. 1 on behalf of Green Demolition Contractors, Inc., 1427 Dickens Street, Chicago, Illinois 60614, indicating the Contract be increased by $1,325.00 for a new Contract sum, including this Change Order, in the amount of $470,825.00. 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 — REMOVAL AND DISPOSAL OF PCB CONTAMINATED SOIL AT IVY TOWER PROJECT NO. 1 15-004 (RWDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering has submitted Change Order No. 1 (Final) on behalf of RCRA, Inc., dba Earth Services, 10903 Prestwick Drive, Benton, Illinois 62812, indicating the contract amount be decreased by $600.00 for a new contract stun, including this Change Order, of $92,300.00. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $92,300.00. 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. REGULAR MEETING SEPTEMBER 22, 2015 321 APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT =RREMOVAL AND DISPOSAL OF PCB CONTAMINATED SOIL AT IVY TOWER — PROJECT NO. 115-004B (RWDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering has submitted Change Order No. 1 (Final) on behalf of RCRA, Inc., dba Earth Services, 10903 Prestwick Drive, Benton, Illinois 62812, indicating the contract amount be decreased by $7,561.93 for a new contract sum, including this Change Order, of $50,788.07. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $50,788.07. Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were — approved. APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT —FELLOWS AND IRELAND INTERSECTION IMPROVEMENTS —PROJECT NO, 112-006 (SSDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering has submitted Change Order No. I (Final) on behalf of Walsh & Kelly, Inc., 24358 State Road 23, South Bend, Indiana 46614, indicating the contract amount be increased by $5,966.01 for a new contract sum, including this Change Order, of $644,659.29. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $644,659.29. Upon a motion made by Mr. Reins, seconded by Ms. Maradik and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved. APPROVE CHANGE ORDER NO. 2 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — SEWER OVERFLOW SENSORY CONTROL. NETWORK. - FAIRFAX SITE — PROJECT NO. 110-091 (RWDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering has submitted Change Order No. 2 (Final) on behalf of C & E Excavating, Inc., 53767 County Road 9, Elkhart, Indiana 46514, indicating the contract amount be increased by $860.00 for a new contract sum, including this Change Order, of $315,794.00. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $315,794.00. Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, Change Order No. 2 (Final) and the Project Completion Affidavit were approved. APPROVE PROJECT COMPLETION AFFIDAVIT — WALNUT GROVE TRAFFIC CALMING PROJECT NO. 115-008 (LRSA) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Michiana Contracting, Inc., 7843 Lilac Road, Plymouth, Indiana, 46563, for the above referenced project, indicating a final cost of $22,400.00. 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 QUALIFICATIONS FOR FOOD MANAGEMENT/CATERING SERVICES FOR THE MORRIS PERFORMING ARTSCENTER In a memorandum to the Board, Mr. Dennis Andres, Morris Performing Arts Center, requested permission to advertise for the receipt of Qualifications for the above referenced food service. 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 — EQUIPMENT PURCHASE FOR NELLO CORPORATION PHASE IV — PROJECT NO 115-113 (RWDA TIF) In a memorandum to the Board, Mr. Michael Carey, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Upon a motion made by Ms. — Maradik, seconded by Mr. Relos and carried, the above request to advertise was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS —EQUIPMENT PURCHASE FOR NELLO CORPORATION PHASE V — PROJECT NO 115-114 (RWDA TIF) In a memorandum to the Board, Mr. Michael Carey, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the above request to advertise was approved. REGULAR MEETING SEPTEMBER 22.2015 322 APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET- IRELAND ROAD AND HIGH STREET- PROJECT NO 115-091 (SSDA TIF) 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. Maradik, 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 DEMOLITION OF VACANT AND ABANDONED HOUSES PHASE VII - PROJECT NO. 115-117 _ (BLIGHT ELIMINATION PROGRAM) In a memorandum to the Board, Mr. Michael Carey, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the above request to advertise was approved. ADOPT RESOLUTION NO. 55-20li - A RESOLUTION OF THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTII BEND INDIANA APPROVING THE DONATION OF FUNDS TO THE, COMMUNITY FOUNDATION OF ST JOSEPH COUNTY, INC 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.55-2015 A RESOLUTION OF THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH BEND, INDIANA APPROVING THE DONATION OF FUNDS TO THE COMMUNITY FOUNDATION OF ST. JOSEPH COUNTY, INC. WHEREAS, the City of South Bend Board of Public Works (`Board") is the contracting body for the City of South Bend, Indiana ("City") and the Bourd has the authority under the laws of Indiana to purchase, acquire and lease property; and WHEREAS, the Community Foundation of St. Joseph County, Inc, is an Indiana non- profit corporation ("Community") incorporated with the purpose of furthering the quality of life of residents of the City as well as residents of St. Joseph County, Indiana; and WHEREAS, Community has contracted with EnFocus, Inc., an Indiana non-profit corporation, to develop and install a network of wireless networks for downtown South Bend, Indiana ("Project'); and WHEREAS, the City wishes to make a donation of $50,000.00 ("Money") to Community in support of its efforts toward completion of the Project; and WHEREAS, the City has previously appropriated the Money by way of its Information Technology C01T Fund; and NOW, THEREFORE, BE 1T RESOLVED by the City of South Bend Board of Public Works as follows: The City, through its Board of Public Works, hereby donates $50,000.00 to the Community Foundation of St. Joseph County, Inc. in furtherance and support of the development of free wireless internet throughout downtown South Bend, Indiana. 2. This Resolution shall be in full force and effect after its adoption by the City of South Bend Board of Public Works. ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana held on September 22nd, 2015, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. CITY OF SOUTII BEND BOARD OF PUBLIC WORKS sl Gary A. Gilot REGULAR MEETING SEPTEMBER 22, 2015 323 s/ David P. Roles sl Elizabeth A. Maradik s/ Brian J. Pawlowski s/ James A. Mueller ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 56-2015 — A RESOLUTION OF THE BOARD OF PUBLIC — WORKS FOR THE CITY OF SOUTH BEND, INDIANA REGARDING THE. PURCHASE OF REAL PROPERTY LOCATED AT 2401 W. WESTERN AVENUE, SOUTH BEND, INDIANA 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.56-2015 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, REGARDING THE PURCHASE OF REAL PROPERTY LOCATED AT 2401 W. WESTERN AVENUE, SOUTH BEND, INDIANA WHEREAS, the City of South Bend, Indiana, Board of Public Works (the `Board") has custody of and may maintain all real property owned by the City of South Bend, Indiana (the "City") pursuant to I.C. 36.9.6-3; and WHEREAS, the City, acting by and through the Board, may purchase land or structures in accordance with the procedure stated in I.C. 36-1-10.5; and WHEREAS, subject to obtaining the approval of the South Bend Common Council pursuant to LC. 36-1-10.5-5(1), the Board intends to purchase the real property located at 2401 W. Western Avenue, South Bend, Indiana, and more particularly described in attached Exhibit A (the "Property"), for purposes of expanding and reconfiguring the intersection of Western Avenue and Olive Street; and WHEREAS, the Board has obtained two (2) appraisals, attached as Exhibit B, of the fair market value of the Property in accordance with I.C. 36-1-10.5-5(2) and (3), and the average of said appraisals is Two Hundred Thousand Dollars ($200,000.00); and WHEREAS, the Board believes it is in the best interest of the City and its residents to purchase the Property from its current owner for purposes of the proposed road project. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, AS FOLLOWS: I. The Board hereby recommends that the South Bend Common Council approve the purchase of the Property. 2. The Board hereby appoints Mr. Brock Zeeb, of the Department of Community Investment, and Mr. David Relos, of the Department of Community Investment and a member of the Board, as the Board's authorized representatives in pursuing the purchase of the Property and delegates to each of them all necessary authority to serve in the Board's place as purchasing agent under I.C. 36-1-10.5. — 3. The Board hereby approves and will execute simultaneously with this Resolution the form of purchase agreement attached hereto as Exhibit C, which constitutes an offer to purchase the Property subjectto and contingent upon the South Bend Common Council's approval of the purchase under I.C. 36-1-10.5-5(1). The Board instructs Mr. Zeeb and Mr. Relos to deliver a signed copy of the purchase agreement to the owner of the Property. 4. The Board acknowledges that its authority to consummate the purchase of the Property, including the authority hereby delegated to Mr. Zeeb and Mr. Relos, is expressly conditioned upon first obtaining the South Bend Common Council's approval of the purchase in REGULAR MEETING SEPTEMBER 22, 2015 324 accordance with I.C. 36-1-10.5-5(1), 5. This Resolution shall be in full force and effect upon its adoption. ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana held on September 22, 2015, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS sl Gary A. Gilm s/ David P. Relos s/ Elizabeth A. Maradik s/ Brian J. Pawlowski s/ James A. Mueller ATTEST: s/Linda M. Martin, Clerk APPROVAL OF AGRF.F.MENTS/CONTRACTS/PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for approval: Type Business Description Amount/ Motion/ Funding Second Professional H. J. Umbaugh 2015 BJEM Required $5,000 (W WTP Relos/Maradik Services & Associates Closed Landfill Financial Operations) Agreement Assurance Test Professional ESRI Enterprise GIs Health $12,700 Relos/Ma dik Services Check (GIs Master Agreement Plan Implementation) Professional ESRI ArcG TrTraining $18,725 Relos/Maradik Services (GIs Master Agreement Plan Im lementation) Professional EnviroSolutions Fall 2015 Groundwater $4,095 Maradik/Relos Services Sampling (Water Works Agreement Operations) Professional Activate Provide Employer -Based $142,653 Start- Relos/Maradik Services Healthcare, LLC Health Clinic to Eligible Up Cost; Agreement City Employees and $169,660 Build - Dependents Out Conversion and Architectural Design; Monthly Operating Fee of $25.30/ Member (Health _ Insurance Fund Special Midwest Meter, Badger Meter Software $18,188 Relos/Maradik Purchase Inc. with Five (5) Seat (Water Works License Capital) Amendment CHA Reduce Scope of Work ($13,679), New Maradik/Relos No. 1 to Consulting Inc. on Lincolnway West and Not to Exceed Professional Western Ave. Amount: Services Improvements — Project $244,621 Agreement No. 114-033 (Major Moves) Amendment CHA Additional Scope of Tnerease of TABLE No. 2 to Consulting, Inc. Work for East Bank $30,000; New Gilot/Relos Professional Phase 5 Storm. Sewer Not to Exceed Services Separation —Project No. Total$551,000 Agreement 114-062 (2012 Sewer Bond) Professional I Donohue & Provide Process Pi in $18,506 , Relos/Maradik REGULAR MEETING SEPT'EMBER 22.2015 325 Services Associates and Instrumentation (Environmental Agreement Drawings for Wastewater Services) Treatment Plant Disinfection Building as Part of the Update to the City's Risk Management Plan Professional AroadisU.S., Provide Construction $790,130 Maradik/Relos Services Inc. Administration Services (Wastewater Subject to Agreement for Wastewater Engineering) Funding Treatment Plant Secondary Treatment Improvements Project Professional. Trek10 ESRI ArcGis $24,000 Maradik/Relos Services Training/Migration of (GIS Master Agreement ArcGIS Storage and Plan Processing to Cloud Implementation) Environments Professional AccordWare Assist City with IRS $1.75/1095-C Maradik/Relos Services LLC Reporting Requirements Form Agreement pursuant to Patient (approximately Protection and 1,400 forms); Affordable Care Act $750 Implementation Fee and Postage (Administration and Finance) License Century Center Use of Convention Hall $9,900 Relos/Maradik Agreement and Catering for (Administration Women's Leadership and Finance) Conference Professional EmNet, LLC Annual CSO Service $321,262.20; Relos/Maradik Services Agreement plus RT-DSS ($18,002.85 Agreement Enhancement monthly fee; plus a Not to Exceed On Call Maintenance Monthly Fee of $4.769 and RT- DSS Enhancement monthly fee of $4,000, billed when used) (Wastewater Operation & Maintenance) Easement Erskine Plaza Easement at the N/A Relos/Maradik Agreement LLC Southwest Comer of High St. and Ireland Rd. for new Erskine Plaza Sign: Release of Current Easement APPROVAL OF PERMIT AND LICENSE APPLICATIONS The followinK permit and license applications were nrescnred for annrnvsl Applicant Description Datefl'ime Location Motion Carried American Procession - October 24, On Route as Submitted Rclos/Maradik Cancer Society MSABC 5k 2015; 8:00 a.m. Walk —12:00 .m. South Bend Procession - October 23, 1 On Route as Submitted ReloslMaradik REGULAR MEETING SEPTEMBER 22, 2015 326 Heritage 27 Annual 2015; 9:30 Foundation Red Ribbon a.m.-11:00 a.m. March Against Drugs Kite Realty Non- October 4, Eddy Street from Maradik/Relos Group Residential 2015; 7:00 a.m. Napoleon St. to Angela Block Parry - to 4:00 p.m. Blvd. American Heart Association Heart Walk APPROVAL OF APPLICATION FOR PROCESSION — 2015 TURKEY TROT Ms. Bethany Thomas, PATH, Inc., submitted a request for a procession, the 2015 Turkey Trot, on November 26, 2015 from 8:00 a.m. to 12:00 p.m. Mr. Gilot read comments from the Police Department questioning why only five (5) names of officers working this event was provided whenthe organizers had stated they had eleven (11) offering to work. Ms. Thomas stated that due to the size of the new route, they felt five (5) was sufficient. She stated they have four (4) County Police and one (1) City Police officer that work with the Career Academy as security, that have offered to help. Mr. Pawlowski stated that given that this is only a 5k race and one (1) side of the street will be closed, he is okay with five (5) officers. Ms. Thomas stated two (2) routes were submitted, and asked which route the Board would prefer. Mr. Pawlowski stated the Board would prefer the "in and out' route, beginning at the Career Academy on Nimtz Parkway, to Moreau Ct, to Old Cleveland Rd. He noted he had concerns about Thanksgiving traffic but keeping one side of the street open should help with that. Therefore, upon a motion by Mr. Relos, seconded by Ms. Maradik and carried, the application for the procession was approved. APPROVAL OF REVOCABLE PERMIT FOR ENCROACHMENT — EDWARD SONES/SIMP REALTY - 431 AND 433 SOUTH MAIN STREET Mr. Gilot stated a Revocable Permit has been received for the purpose of installing five (5) canvas awnings at 431 and 433 South Main St. 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 Ms. Maradik, seconded by Mr. Relos and carried, the Revocable Permit was approved. DENY APPLICATION FOR REVOCABLE PERMIT FOR ENCROACHMENT — NANCY JOE PENNY- 4030 SOUTH MICHIGAN STREET Mr. Gilot stated an application for a Revocable Permit has been received for the purpose of installing a masonry mailbox at 4030 South Michigan St. He noted at the Agenda Review Session, the Board discussed the heavy traffic with a traffic count listed at 28,000 vehicles, and the large number of heavy truck traffic. Mr. Gilot, therefore, stated a brick obstacle in the right- of-way is not appropriate here andmade a motion to deny the request. Mr. Relos seconded the motion, which carried. The Revocable Permit was denied. APPROVAL OF LONG-TERM OCCUPANCY PERMIT — 307 S. MAIN ST AND SOUTH ALLEY Mr. Tony Molnar, Engineering, advised that the Board is in receipt of a Long -Term Occupancy Permit application from Midland Engineering Co., 52369 U.S. 33 North, South Bend, Indiana, for occupancy of the alley south of the AT&'1' Building at 307 S. Main St. and in front of the building for the purpose of installing a new roof on the building. The completion date of this permit is set for November 20, 2015. Upon a motion made by Mr. Relos, seconded by Mr. Mueller, and carried, the Permit was approved. Mr. Gilot suggested the bond be set by the City Engineer. FAVORABLE RECOMMENDATION - PETITION TO VACATE THE FIRST NORTH/SOUTH ALLEY SOUTH OF POLAND ST BETWEEN WALNUT AND WEBSTER Mr. Gilot indicated that Hugo Gutierrez, 1320 Poland Street, South Bend, Indiana 46619, has submitted a request to vacate the above referenced alley. Mr. Gilot advised the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Area Plan Commission, Police Department, Solid Waste, Community Investment and Engineering. Mr. Gilot advised the Board is in receipt of unfavorable recommendations concerning this Vacation Petition from the Fire Department, stating fire accessibility is being compromised. Area Plan REGULAR MEETING SEPTEMBER 22, 2015 327 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 vacationwould not hinder the public's access to a church, school or other public building or place. The vacationwould 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. Ms. Maradik seconded the motion which carried FAVORABLE RECOMMENDATION - PFT1TION TO VACATE THE FIRST EAST/WEST ALLEY NORTH OF CALIFORNIA AVENUE BETWEEN SHERMAN AVE. AND THE NORTH/SOUTH ALLEY Mr. Gilot indicated that Kimberly Bonenfant-Juwong, 1015 California Avenue, South Bend, Indiana 46616, has submitted a request to vacate the above referenced alley. Mr. Gilot advised the Board is in receipt of favorable recommendations wncerning this Vacation Petition from the Police Department, Solid Waste, Community Investment, and Engineering. Mr. Gilot advised the Board is in receipt of unfavorable recommendations concerning this Vacation Petition from the Fire Department and Area Plan Commission. He explained the Fire Department stated fire accessibility would be compromised. Area Plan 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 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 hinder the use of a public right-of-way by the neighborhood in which it is located or to which it is contiguous. Ms. Maradik stated it should be clear that the vacation is only for the half of the alley up to the north/south alley, and not all the way to Portage Ave. She added there are three properties that have access to their garages from the alley and they should agree to the vacation with an access agreement. Therefore, Mr. Gilot made a motion recommending a favorable recommendation of the request for vacation subject to the first half of the alley up to the north/south alley, and an access agreement with all three property owners affected by the vacation. Ms. Maradik seconded the motion which carried — APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the following traffic control devices were approved: NEW INSTALLATION: Handicapped Accessible Parking Space Signs LOCATIONS: a) 1632 N. Adams St. b) 1446 Sorin St. REMARKS: All criteria has been met APPROVE TRAFFIC RESTRICTION Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the following traffic restriction was approved, with a bad weather date of October 1, 2015 authorized: APPLICANT: Todd Zieger/Notre Dame School of Architecture TRAFFIC RESTRICTION: Full Closure at Intersection LOCATION: Intersection of Lafayette Blvd. and West Washington Street DESCRIPTION: Launch of Helium Balloon with Camera to capture Panoramic Photograph of Area and Historic Buildings DATLfFIME: September 29, 2015; 11:30 a.m. to 12:30 p.m.; Bad Weather Date of October 1, 2015 -- REMARKS: Favorable Recommendations RATIFY APPROVAL OF CONTRACTOR AND OCCUPANCY BONDS Mr. Anthony Molnar, Division of Engineering, recommended that the following Contractor and Occuriancv Bonds be ratified nursuant to Rasnl„r; i nn-')nnn F n ...... Business Bond Type yp Approved/ •�. Released Effective Date Grand River Construction, Inc. Occupanc Approved Se tember 1, 2015 Midland Engineering Occupancy Approved Au ust 28, 2015 Walls by Walls, Inc. Contractor I Approved Se tember 8, 2015 REGULAR MEF,TING SEPTEMBER 22, 2015 328 Ms. Maradik made a motion that the Bonds approval as outlined above be ratified. Mr. Relos seconded the motion, which carried. 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 accuracy. name Amount of Claim Date City or South Bend S1,339,684.64 9122/20 Therefore, Mr. Relos made a motion that after review of the expenditures, the claims approved as submitted. Ms. Maradik seconded the motion, which carried. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 10:39 a.m. BOARD OF PUBLIC WV RKi Gary A. Uilot, President David Pl Relos, M=ber Elizabeth A. Maradik, Member Brian J. Pawlowski, Member Jam Member ATTEST: Lihda M. Martin, Clerk