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HomeMy WebLinkAbout10/22/2015 Agenda ReviewAGENDA REVIEW SESSION - OCTOBER 22.2015 358 The Agenda Review Session of the Board of Public Works was convened at 10:33 a.m. on October 22, 2015, by Board President Crary A. Gilot, with Board Members David Relos, Elizabeth Maradik, and Therese Dorau present. Board Member .Tames Mueller was absent. Also present was Attorney Michael Schmidt. Board of Public Works Clerk, Linda Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of a Professional Services Agreement with Brian Donoghue. APPROVAL OF PERMIT AND LICENSE APPLICATIONS The fallowine permit application was presented +ter ".,...,,.,mot• Applicant Description Date/Time Location Motion Carried Carissa Non -Residential October 27, 2015; Eddy Street from Relos/Maradik McNeil Block Party- 8:00 a.m.-8:00 Napoleon St. to Eddy Street p.m. Angela Blvd. Commons Trick or Treat ADOPT RESOLUTION NO. 63-2015 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND INDIANA. AUTHORIZING TRANSFER OF REAL PROPERTY TO SOUTH BEND HERITAGE FOUNDATION INC. Ms. Pam Myer, Community Investment, stated this resolution refers to frequent users of emergency systems, primarily the homeless and mentally ill. She stated itwill be for the construction of thirty-two (32) units of housing and supportive services. She noted this service Will create a large cost savings on services by emergency responders. 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.63-2015 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA -- AUTHORIZING TRANSFER OF REAL PROPERTY TO SOUTH BEND HERITAGE FOUNDATION, INC. WHEREAS, the City of South Bend, lndiana, Board of Public Works (the "Board") has custody of and may maintain and dispose of certain real property owned by the City of South Bend, Indiana (the "City") pursuant to I.C. 36-9-6-3; and WHEREAS, the City owns the real property described in attached Exhibit A (the "Property"), which is subject to certain restrictions under 24 C.F.R. Part 570, including without limitation 24 C.F.R. § 570.505, associated with the use of Community Development Block Grant funds from the U.S. Department of Housing and Urban Development for pre -development activities, including the demolition of structures, on the Property; and WHEREAS, South Bend Heritage Foundation, Inc. (the "Foundation'") is an Indiana non- profit corporation organized for the purpose of expanding the supply or sustaining the existing supply of good quality, affordable housing for residents of Indiana having low or moderate incomes; and WHEREAS, the Foundation desires to take ownership of the Property in furtherance of its efforts to offer affordable, good quality housing to low or moderation income residents of the City and, specifically, for use in connection with a Frequent User of System Engagement -- ("FUSE") housing project for residents having low or moderate income WHEREAS, the Foundation intends to seek from the Indiana Housing and Community Development Authority (the "IHCDA") certain tax credits to enable the Foundation to carry out the FUSE housing project; and WHEREAS, the City has determined that it no longer requires the use of the Property; and AGENDA REVIEW SESSION OCTOBER22.2015 359 WHEREAS, the City, pursuant to I.C. 36-1 -1 1-1(b)(20) has the authority to convey the Property, without consideration, to a non-profit corporation that is organized to expand the supply or sustain the existing supply of good quality, affordable housing for residents of Indiana having low or moderate incomes; and WHEREAS, the Board wishes to convey the Property to the Foundation for the Foundation's use in development of the FUSE housing project, provided that the Foundation first receives adequate tax credit support through its application to the IHCDA; and _. WHEREAS, the Foundation wishes to accept the Property and to use it for development of the FUSE housing project. NOW, THEREFORE, BE IT RESOLVED BY THE, BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA AS FOLLOWS: 1. Pursuant to I.C. 36-1-11-1(b)(20), the Board hereby resolves to convey the Property to the Foundation for no consideration. 2. To effect the conveyance of the Property to the Foundation, the Board authorizes and instructs the Mayor and the City Clerk to execute the quit claim deed attached hereto as Exhibit B and to deliver the same to the Foundation promptly after receiving satisfactory evidence from the Foundation that the Foundation has received, through its IHCDA application, tax credits sufficient to enable the Foundation to carry out the FUSE housing project. 3. This Resolution shall be in full force and effect upon its adoption by the Board. ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana held on October 27, 2015, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. Adopted this 22nd day of October, 2015. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ David P. Relos s/ Elizabeth A. Mamdik s/ Therese J. Doran Board members discussed the following item(s) from the agenda. — Special Purchase — Sungard Public Sector Mr. Matt Chlebowski, Central Services, stated this special purchase is for a wireless barcode reader that is part of the Sunguard system used for inventory and fleet maintenance. He noted the City currently uses barcodes on over $2,000,000.00 worth of parts to help with inventory. Mr. George King, Purchasing, informed the Board that this is the only approved vendor with Naviline software. Ms. Dorau asked if the City discontinues Naviline, can this system still be used. Mr. Bob Allen, Information Technologies, stated there is other software that uses this system. Mr. Eric Horvath, Public Works Director, asked if the City could barcode equipment for greater accountability and to cut losses. Mr. Chlebowski stated they probably could. - License Agreement and Professional Services Agreement — Opportunity Space, Inc. Mr. Scott Ford, Director of Community Investment, stated this service will provide an online searchable website of properties. He noted this interface would be a pilot for the City for this year to post City owned land for sale. He noted the license and the agreement are not $7,000.00 each, it is a total cost of $7,000.00. Mr. Ford stated this is an important step for vacant and abandoned properties. Mr. Gilot noted this will give twenty-four (24) hour access for people to view properties, and they can contact the City if they need additional help. - Professional Services Agreements — MicroImegration and Amazon Web Services Mr. Santiago Garces, Office of Innovation, stated these agreements will provide for a host server for GIS and the rest of the City servers. He noted both agreements together will be a large cost saver for the City. Mr. Eric Horvath, Public Works, asked if there is an opt -out clause, noting this is a five year agreement. Mr. James Schrader, Information Technologies, stated the City can opt AGENDA REVIEW SESSION OCTOBER 22, 2015 360 out of any part of the agreement at any time. Be added the licensing agreements are a savings to the City of nearly $250,000 per year for hosting in the cloud. - Professional Services Agreement —ExecuTime Software Mr. Bob Allen, Information Technologies, stated this agreement provides for an upgrade of ExecuTime software and includes installation. He noted it has new, features that will be useful for the City. Mr. Allen informed the Board Information Technologies built a new virtual server and they will test the program before switching over. Title Sheets— Cleveland Rd. and Didam Blvd., and Sheridan St. Improvements Mr. Carl Littrell, Engineering, stated Cleveland Rd. is being developed by General Sheet Metal _ and will be dedicated to the City upon completion. Mr. Littrell explained signing the Cover sheet confirms the City will accept the project. Mr. Horvath asked if the City has a sewer agreement on this, Mr, Littrell stated they do not. Mr. Horvath asked they work on this. Mr. Littrell stated the Sheridan Ave. improvements are being done to serve the Nello Corporation and they are doing the construction and will dedicate it to the city when complete. - Award Bid — Ignition Park Identity Signage Mr. Roger Nawrot, Engineering, stated two (2) vendors did not acknowledge Addendum No. 2 and it was later determined they did not register and purchase the specifications. He stated this project is for the construction of five (5) signs, one (1) of them a larger sign. - Award Quotation - Transpo Bus Shelters Mr. Gilot asked if Transpo had seen the designs on these and asked if the City should do all of the bus shelters and dedicate them to Transpo. Mr. Michael Divita, Community Investment, stated they would like to, but are not sure Transpo wants to accept them. He added Transpo looked at the design on these and they are comfortable with it. - Change Orders: o Demolition of Vacant & Abandoned Houses Mr. Toy Villa, Engineering, stated this small amount is to correct an overpayment to a contractor for abatement work on one (1) property. o Ignition Park Infrastructure Mr. Villa stated this is to add two (2) dumpster enclosures that were requested by the contractor. o Bartlett Street and Memorial Parking Lot Mr. Villa stated this increase is for installation of higher banner poles to prevent people from jumping up and reaching them. He added the lighting is all LED. o Bartlett St. & Memorial North Parking Lot Mr. Villa, stated the original plans called for demolition of a house on Main St., but Memorial Hospital decided they wanted to use it. He added that reduced the increase substantially of the other items addressed with this increase. o Ignition Park Infrastructure Mr. Villa stated this increase is to cover the cost of taking down the lights and hauling to the sign shop. He added also; the specifications called for seeding, and it was determined to use sod instead. - Change Order and Project Completion — Madison and Marion Streets One -Way to Two - Way Mr. Villa stated he made an error that he would correct on the decrease amount, it is actually larger than showing on the agenda. He added the final amount does not change. - Traffic Control Devices: o Removal of No Tom on Red at Edison Rd. slid Crestwood Blvd. Ms. Theresa Harrison, Engineering, stated these signs were put up originally where there used to be a major school crossing. She stated a study showed there is nobody walking this route any longer so they are no longer needed. She added they discussed this with the principal of the school and he confirmed they are no longer needed, o Removal and Installation — No Parking Signs — Corby Blvd. Ms. Harrison stated emergency traffic is being rerouted, and Corby Blvd. now ends in a cul-de- sac that is no longer used. o New Installation— No Parking Signs — 727 Jefferson Blvd. Ms. Harrison informed the Board the attempt here is to protect the driveway used for drop-off and pick-up at this doctor's oflice. She noted people are parking in front of the drive entrance currently. - Resolution No.61-2015 Mr. Michael Divita, Community Investment, stated this resolution is for a fiscal plan for the Shellbark area annexation. He noted the City is required to complete a fiscal plan regarding provision of services. Mr. Divita stated Beacon Medical Group is developing the land and nearly all of it is in the City. He stated it comprises .17 acres part of which is to be used for a retention AGENDA REVIEW SESSION OCTOBER 22, 2015 361 basin. Mr. Divita stated this won't impact Public Works since there will be no streets or lights. Be noted the property is landlocked. Mr. Horvath requested that they annex all of the property. - Alley Vacations Mr. Maradik stated there are at least two (2) garages on the alley in the Diamond Ave. location, and there could be more. She added the other vacation request in the California St. area also shows there could be at least two (2) garages on the alley. No other business came before the Board. The meeting adjourned at 11:57 a.m. BOARD OF PUBLIO WORKS Gary A. Gilot, President David P. R ]os; Me b r Elizabeth A. Maradik, Member r�-�- Ther;se J. DorautMehiber JaAs A. Mueller, Member ATTEST: i � 1 -Lt daa M. Martin, Clerk REGULAR MEETING OCTOBER 27, 2015 The Regular Meeting of the Board of Public Works was convened at 9:32 a.m. on October 27, 2015, by Board President Gary A. Gilot, with Board Members David Reins, Elizabeth Maradik, and Therese Dorau present. Board Member James Mueller was absent. Also present was Bound 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 October 8, 2015, October 13, 2015, and October 20, 2015, were approved. OPENING AND AWARD OF BIDS — DEMOLITION OF VACANT AND ABANDONED HOUSED. B( EPJI PHASE VII — PROJECT NO 115-117 (BLIGHT ELIMINATION PROGRAM 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: GREEN DEMOLITION CONTRACTORS 1427 W. Dickens Chicago, IL 60614 Bid was signed by: Michael Brough Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, 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. C 1A