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HomeMy WebLinkAbout11/10/2015 Board of Public Works MeetingAGENDA REVIEW SESSION NOVEMBER 5, 2015 383 �vtd P,Rclos, M' mbe'� r Elizabeth A. Maradik, Member Doran, Jar4s A. Mueller, Member ATTEST: Z,' tda M. Martin. Clerk REGULAR MEETING NOVEMBER 10, 2015 The Regular Meeting of the Board of Public Works was convened at 9:34 a.m. on November 10, 2015, by Board President Gary A. Gilot, with Board Members David Roles, Elizabeth Maradik, James Mueller, and Therese Doran 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 mid Regular Meeting of October 22, 2015 and October 27, 2015, and the Claims Review Meeting of the Board held on November 3, 2015, were approved. OPENING OF BIDS —KITCHEN EQUIPMENT FOR CENTURY CENTER —PROJECT NO 115-018 (HOTELlMOTEL TAXI 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: CENTRAL RESTAURANT PRODUCTS 7750 Georgetown Road Indianapolis, IN 46268-4135 Bid was signed by: 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. ITO Item Est, No. Qty. Item Manufacturer Total Price 1 1 Commercial Dishwasher Champion $128,130.00 THOMPSON & LITTLE, INC. 933 Robeson St. Fayetteville, NC 28305 Bid was signed by: Mary Ellen Brown 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. REGULAR MEETING NOVEMBER 10, 2015 384 DID: Item Est. No. Qty. Item Manufacturer Total Price 1 1 Commercial Dishwasher Hobart $120,079,01 ATLAS RESTAURANT SUPPLY 52245 S. R. 933 North P. O. Box 4075 South Bend, IN 46635 Bid was signed by: Michael Vavul Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Nan -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Five percent (5%) Bid Bond was submitted. BID: Item Est. No. Qty. Item Manufacturer Total Price 1 1 Commercial Dishwasher Champion $108,89426 DOUGLAS EQUIPMENT 301 North Street Bluefield, WV 24701 Bid was signed by: Ariel Bowman — 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 Est. No. Qty. Item Manufacturer Total Price 1 1 Commercial Dishwasher Champion $114,384.49 GREAT LAKES HOTEL SUPPLY COMPANY 24101 W. 9 Mile Road Southfield, MI 48033-3972 Bid was signed by: David Israel 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 Bondwas submitted. BID: Item Est. No. Qty, Item Manufacturer Total Price 1 1 Commercial Dishwasher MEIKO $145,000.00 gM-IQB-M74V8N22P8 EDWARD DON & COMPANY REGULARMEETING NOVEMBER 10, 2015 385 9801 Adam Don Parkway Woodridge, IL 60517 Bid was signed by: John Cowney 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. EM Item Est- No. Qty. Item Manufacturer Total Price 1 1 Commercial Dishwasher Hobart $117,131.82 STAFFORD SMITH, INC. 1721 N. Home St. Mishawaka, IN 46545 Bid was signed by: Walt Risler 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. Item Est. No. Qty. Item Manufacturer Total Price 1 1 I Commercial Dishwasher Hobart $114,395.00 — Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the above bids were referred to Engineering and Century Center for review and recommendation. OPENING AND AWARD OF QUOTATIONS — NORTH SHORE RIVERBANK STABILIZATION — PROJECT NO. 115-073 (LRSA) Mr. Wet 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: SELGE CONSTRUCTION CO.. INC. 2833 S. I ITH Street Niles, MI 49120 Quotation was submitted by Mr. Robert Kuhns QUOTATION: $89,607.25 HRP CONSTRUCTION INC. 5777 Cleveland Road P. O. Box 266 South Bend, IN 46624 Quotation was submitted by Mr. Paul J. Fallon QUOTATION: $72,929.00 Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the above Quotations were referred to Engineering for review and recommendation. After reviewing those quotations, Mr. Corbitt Kerr, Engineering, recommended that the Board award the contract to the lowest responsive and responsible bidder, HRP Construction, 5777 Cleveland Rd., South Bend, Indiana, in the amount of $72,929.00. Therefore, Ms. Maradik made a motion that the recommendation REGULAR MEETING NOVEMBER 10, 2015 386 be accepted and the quotation be awarded as outlined above. Mr. Roles seconded the motion, which carried. AWARD BID — ONE OR MORE 2015 OR NEWER CNG QUAD AXLE DUMP TRUCK (ORGANIC RESOURCES CAPITAL) Mr. Jeff Hudak, Central Services, advised the Board that on October 27, 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, Hill Truck Sales, Inc., 1011 W. Sample St., South Bend, Indiana 46624, in the unit amount of $203,845.00. 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 AND APPROVE CONTRACT — EQUIPMENT PURCHASE FOR NEI I O CORPORATION, PHASE V — PROJECT NO 115-114 (RWDA TIF Mr. Michael Carey, Engineering, advised the Board that on October 13, 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 Hull Lift Truck, 28747 Old US 33 West, Elkhart, Indiana 46516, in the amount of $42,952,67. Therefore, Mr. Robs 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. In a memorandum to the Board, Mr. Jeff Hudak, Central Services, requested permission to reject the one (1) bid received for the above referenced vehicle because it did not meet the Engineering Department's needs. Therefore, upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the above request was approved. AWARD QUOTATION — FIRE DEPARTMENT HOSE (FIRE DEPARTMENT EQUIPMENT REPAIRS/MALN 1 ENANCF) _ Assistant Chief John Corthier, Fire Department, advised the Board that on October 27, 2015, quotations were received and opened for the above referenced equipment. In a Memo to the Board, Chief Corthier stated although Hoosier Fire Equipment was not the lowest bidder, they were the lowest, responsive and responsible bidder, meeting the specifications for each item requested. Chief Corthier explained that the supply hose requested for Item No. 3 is a three (3) Ply hose, met only by Hoosier. Be noted the longevity and performance of this hose makes it such that the South Bend Fire Department is unwilling to compromise on this specification, and this quote is not divisible. Therefore, Chief Corthier recommended that the Board award the contract to the most responsive and responsible quoter, Hoosier Fire Equipment, Inc., 4009 Montdale Park Drive, Valparaiso, Indiana, in unit prices as bid. 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. APPROVAL OF REQUEST TO REJECT OUOTFS SUPPLY AND INSTALL FOUR STEP ASPHALT ROOFING SYSTEM FOR CENTRAL SERVICES DIVISION (CAPITAL) In a memorandum to the Board, Mr. Matt Chlebowski, Central Services, requested permission to reject all quotes received for the above referenced project because all quotes received were over the City's threshold for quotes. Mr. Chlebowski stated he will bid the project. Therefore, upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the above request was approved. APPROVE CHANGE ORDER NO. 2 — FAST GATE LIFT STATION REPLACEMENT PROJECT NO. 114-054 (ENVIRONMENTAL SERVICES) Mr. Gilot advised that Mr. Jacob Klosinski, Environmental Services, has submitted Change Order No. 2 on behalf of Selge Construction Company, Inc., 2833 South 11" Street, Niles, Michigan 49120, indicating the Contract amount be decreased by $15,830.85 for a new Contract sum, including this Change Order, in the amount of $574,511.70. 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) REGULAR MEETING NOVEMBER 10. 2015 387 Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 2 on behalf of Rieth Riley Construction Co., Inc., 25200 St. Rd. 23, South Bend, Indiana, indicating the contract amount be increased by $4,170.00 for a modified contract sum, including this Change Order, in the amount of $963,016.31. Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — CHASE PLASTICS FENCING IMPROVEMENTS — PROJECT NO. 115-051A (TIF INFRASTRUCTURE) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of Milestone Fence, 13399 McKinley Highway, Mishawaka, Indiana, indicating the contract amount be increased by $3,550.00 for a modified contract sum, including this Change Order, in the amount of $26,627,80. Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 2 — MEMORIAL NORTH PARKING LOT DIVISION 2 & 3 — PROJECT NO. 114-047 (TIF MEDICALlRWDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 2 on behalf of Rieth Riley Construction Co., Inc., 25200 St. Rd. 23, South Bend, Indiana, indicating the contract amount be increased by $103,688.06, and extended by fifteen (15) days, for a modified contract sum, including this Change Order, in the amount of $2,018,994.71 anda new completion date of November 12, 2015. Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 4 — WESTERN AVE. STREETSCAPES — PROJECT NO 114-085A (TIF INFRAS'1RUCTURE) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 4 on behalf of Rieth Riley Construction Co., Inc., 25200 St. Rd. 23, South Bend, Indiana, indicating the contract amount be increased by seven (7) days for a modified completion date of November 17, 2015. Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — 2015 CURB & SIDEWALK PROGRAM -DIVISION B —PROJECT NO. 115-069B (MVH) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 4 on behalf of Selge Construction Co., Inc., 2833 South 11" Street, Niles, Michigan 49120, indicating the contract amount be increased by $8,083.90 for a modified contract sum, including this Change Order, in the amount of $253,678.15. Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 2 — WASTEWATER TREATMENT PLANT TOWERS DEMOLITION — PROJECT NO. 114.076 (ENVIRONMENTAL SERVICFS CONTRACTUAL SERVICES OTHER) Mr. Gilot advised that Mr. Jacob Klosinski, Environment Services, has submitted Change Order No. 2 on behalf of Indiana Earth, Inc., 10343 McKinley Road, Osceola, Indiana 46561, indicating the contract amount be decreased by $23,460.00 for a modified contract sum, including this Change Order, in the amount of $304,140.00. Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 2 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — DEMOLITION OF VACANT & ABANDONED HOUSES DIVISION D — PROJECT NO. 115-047 (LOSS RECOVERY FUND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 2 (Final) on behalf of Green Demolition Contractors, Inc., 1427 Dickens St., Chicago, Illinois indicating the contract amount be decreased by $44,900.00 for a new contract sum, including this Change -- Order, of $425,925.00. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $425.925.00. 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 CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — DEMOLITION OF VACANT & ABANDONED HOUSES DIVISION C — PROJECT NO. 175-047 (LOSS RECOVERY FUND) REGULAR MEETING NOVEMBER 10, 2015 388 Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. I (Final) on behalf of Green Demolition Contractors, Inc., 1427 Dickens St., Chicago, Illinois indicating the contract amount be decreased by S15,800.00 for a new contract sum, including this Change Order, of $349,300.00. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $349,300.00. Upon a motion made by Ms. Maradik, seconded by Mr. Reins and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved. APPROVE CHANGE ORDER NO 2 (FINAL) AND PROTECT COMPLETION AFFIDAVIT — LINCOLNWAY WEST CORRIDOR IMPROVEMENTS DIVISION D — PROJECT NO. 114-033A (LOSS RECOVERY FUND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 2 (Final) on behalf of Rieth Riley Construction Co., Inc, PO Box 1775, South Bend, Indiana, indicating the contract amount be decreased by $6,000.00 for a new contract sum, including this Change Order, of S325,742.45. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $325,742.45. Upon a motion made by Ms. Maradik, seconded by Mr. Rclos and carried, Change Order No. 2 (Final) and the Project Completion Affidavit were approved. APPROVE PROJECT COMPLETION AFFIDAVIT — DEMOLITION OF VACANT & ABANDONED HOUSES, DIVISION F -PROJECT NO 115-047 (LOSS RECOVERY FUND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Green Demolition Contractors, Inc., 1427 Dickens St., Chicago, Illinois, for the above referenced project, indicating a final cost of $375,230.00. Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — DEMOLITION OF VACANT & ABANDONED HOUSES, DIVISION B -PROJECT NO 115-047 (LOSS RECOVERY FUND) Mr. Gilot advised that Mr. Toy Villa, Engineering has submitted the Project Completion Affidavit on behalf of Green Demolition Contractors, Inc., 1427 Dickens St., Chicago, Illinois, for the above referenced project, indicating a final cost of $194,900.00. Upon a motion made by — Ms. Maradik, seconded by Mr. Relos and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — DEMOLITION OF VACANT & ABANDONED HOUSES DIVISION A - PROJECT NO. 115-047 CLOSS RECOVERY FUND Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Green Demolition Contractors, Inc., 1427 Dickens St., Chicago, Illinois, for the above referenced project, indicating a final cost of $263,735.00, Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — LINCOLNWAY WEST CORRIDOR IMPROVEMENTS, DIVISION E - PROJECT NO 114-033A (LOSS RECOVERY FUND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Rieth Riley Construction Co., Inc., PO Box 1775, South Bend, Indiana, for the above referenced project, indicating a final cost of $833,777.30. Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the Project Completion Affidavit was approved. SERVICES CAPITAL BUILDING IMPROVEMENTS) — In a memorandum to the Board, Mr. Matt Chlebowski, Central Services, requested permission to advertise for the receipt of bids for the above referenced project for the Central Services Division. 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 — ABANDONED VEHICLE AUCTION In a memorandum to the Board, Ms. Cathy Eli, Code Enforcement, requested permission to advertise for the receipt of bids for the above referenced vehicle auction for the Code REGULAR MEETING NOVEMBER 10 2015 389 Enforcement Division. Therefore, upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF PROPOSALS FUEL MANAGEMENT SYSTEM FOR CENTRAL SERVICES (CENTRAL SERVICES CAPITAL IMPROVEMENTS) In a memorandum to the Board, Mr. Matt Chlebowski, Central Services, requested permission to advertise for the receipt of proposals for the above referenced project for the Central Services Division. Therefore, upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the above request was approved. ADOPT RESOLUTION NO. 65-2015 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY 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. 65-2015 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY WHEREAS, it has been determined by the Board of Public Works that the following property is unfit for the purpose for which it was intended and is no longer needed by the City of South Bend: SEE ATTACHED LIST' WHEREAS, Indiana Code 5-22-22 permits and establishes procedure for disposal of personal property which is unfit for the purpose for which it was intended and which is no longer needed by the City. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that the items listed above are no longer needed by the City; are unfit for the purpose for which they were intended and have an estimated value of less than one thousand dollars ($5,000.00). BE IT FURTHER RESOLVED that said items may be transferred or sold at public auction or private sale, without advertising. However, if the property is deemed worthless, such may be demolished or junked, ADOPTED this 1 Or" day of November 2015, CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ David P. Relos s/ Elizabeth A. Maradik s/ Therese J. Duran s/James A. Mueller ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 66-2015 — A RESOLUTION OF THE BOARD OF WORKS FOR THE CITY OF SOUTII BEND INDIANA ADOPTING A POLICY FOR RESIDENTIAL PARKING IN THE AREA IMMEDIATELY ADJACENT TO FOUR WINDS FIELD SOUTH BEND, INDIANA Upon a motion made by Mr. Rclos, seconded by Ms. Maradik and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 66-2015 A RESOLUTION OF THE BOARD OF WORKS FOR THE CITY OF SOUTH BEND, INDIANA ADOPTING A POLICY FOR RESIDENTIAL PARKING IN THE AREA IMMEDIATELY ADJACENT TO REGULAR MEETING NOVEMBER 10, 2015 390 FOUR WINDS FIELD, SOUTH BEND, INDIANA WHEREAS, the Board of Public Works ("BPW") is a contracting body of the City of South Bend (the "City") and exists and operates under the provisions of I.C. 36-4-9-5, as amended from time to time (the "Act"); and WHEREAS, pursuant to the City of South Bend Municipal Code Section 20-3(a)(2) and 20- 3(a)(5) ("Code', the BPW has the power to impose certain parking testrictions on City streets; and WHEREAS, the new nilnor league Cubs franchise and related Four Winds Field (`Ballpark") improvements have dramatically increased attendance at events at the Ballpark, hindering the ability of area residents to park near or in front of then homes; and WHEREAS, there is a need for a parking permit for residents who park their vehicles within the area indicated on the map attached as Exhibit A and incorporated hereto; and WHEREAS, properly displayed permits will be required for residents to park in the area indicated on the map attached as Exhibit A during all games or events at the Ballpark; and WHEREAS, the BPW has determined it to be in the best interest of the citizens residing within the highlighted area of Exhibit A to establish a protocol for such residents to receive parking permits. THAT: NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS The Board of Public Works for the City of South Bend, under the power vested by the City of South Bend Municipal Code Section 20-3(a)(2), shall hereby allow, upon request, residential parking permits for the residents of the area highlighted in Exhibit A provided the following information be presented and to and verified by the City, or its designee: 1. Proof of residency — 2. Limit two vehicles per residence, license plate numbers must be provided 3. Must be surrendered upon moving 4. Reviewed annually Adopted this loth day of November, 2015. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ David P. Relos s/ Elizabeth A. Maradik s/ Therese J. Dorau s/James A. Mueller ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO 69-2015 — A RESOLUTION OF THE BOARD OF WORKS FOR THE CITY OF SOUTH BEND INDIANA ADOPTING A COMPLETE STREETS POLICY 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.69-2015 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA ADOPTING A COMPLETE STREETS POLICY WHEREAS, the City of South Bend supports the development of Complete Streets and makes the following statement of purpose and intent: STATEMENT OF PURPOSE AND INTENT REGULAR MEETING NOVEMBER 10, 2015 391 The safety, convenience, accessibility, and comfort of all users of the transportation system, including pedestrians, bicyclists, users of public transportation, motorists, freight providers, those of all ages and abilities (including children, the elderly, and the disabled), emergency responders, and adjacent land users, shall be accommodated when planning, designing, constructing, and operating South Bend's streets. The City supports the creation of amenities that enhance the quality of life of residents and improve the physical and social environment in ways that attract businesses and workers. Streets are a critical component of the success and vitality of adjoining private uses and neighborhoods, shape current and future development, define the public space, and play a major role in establishing the image and identity of a city. Complete Streets offer residents the potential for improved health, safety, reduced transportation costs, greater transportation options, increased comtnunity interaction, greater social equity, and more livable communities. The full integration of all modes of travel in the design of streets will provide long-term costs savings for the City's transportation system, increase the capacity and efficiency of the transportation network, reduce traffic congestion, and improve air quality by improving mobility options. The integration of sidewalks, bicycle facilities, transit amenities, and safe crossings into the initial design of street projects avoids the expense of retrofits later. Complete Streets principles have been, and continue to be, adopted at state, regional, and municipal levels in the interest of promoting multimodal transportation options and accessibility for all users and adhering to federal and state regulations. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, AS FOLLOWS: That the Board of Public Works shall and does hereby now establish and adopt the Complete Streets Policy found herein. SOUTH BEND COMPLETE STREETS POLICY See.1 Definitions As used in this Policy: (a) City shall mean the City of South Bend, Indiana (b) Complete Streets shall mean streets that are designed and operated to enable safe access for all users, in that motorists, freight providers, pedestrians, bicyclists, users of public transportation, users of all ages and abilities (including children, the elderly, and the disabled), emergency responders, and adjacent land users are accommodated and are able to safely move along and across a street. See. 2 Complete Streets Policy (a) The City shall provide a transportation network that promotes access, mobility, and health by providing streets that are safe, convenient, accessible, and attractive for all users, including pedestrians, bicyclists, users of public transportation, motorists, freight providers, those of all ages and abilities (including children, the elderly, and the disabled), emergency responders, and adjacent land users. (b) The City's transportation network shall include facilities and amenities that are -- recognized as contributing to Complete Streets, which may include, but not be limited to, streets; sidewalks; shared -use lanes and paths; street and sidewalk lighting; street crossings, including crosswalks and improvements such as median refuges; transit accommodations; bicycle accommodations; improvements that provide ADA (Americans with Disabilities Act) compliant accessibility; street trees and landscaping; street furniture; and adequate drainage facilities. REGULAR MEETING NOVEMBER 10, 2015 392 (a) The City shall implement Complete Streets projects to fit within and enhance the context and character of the surrounding built and natural environment. All streets are unique, and the needs of various users must be balanced in a flexible manner. Sec. 3 Complete Streets Applicability (a) All City -owned transportation facilities in the public right-of-way shall be designed, constructed, operated, and maintained so that users of all ages and abilities can travel safely and independently. (b) Privately constructed streets and parking lots shall adhere to this Policy. (c) The City shall foster partnerships with businesses, private developers, and other governmental agencies, including the State of Indiana, Michiana Area Council of Governments, St. Joseph County, the South Bend Public Transportation Corporation (TRANSPO), the City of Mishawaka, and the South Bend Community School Corporation, to develop facilities and accommodations that further Complete Streets and continue such infrastructure beyond the City's borders. (d) The City shall approach every transportation improvement and project phase as an opportunity to create safer, more accessible streets for all users. These phases include, but are not limited to, planning, programming, design, right-of-way acquisition, construction, construction engineering, reconstruction, resurfacing, retrofit, operation, and maintenance. See, 4 Exceptions (a) Any exception to this Policy, including for private projects, must be approved by the City Engineer and Planning Director and be documented in writing with supporting data that indicates the basis for the decision. Such doctnnentation shall be publicly available. Exceptions may be considered for approval when: (1) Specific users are prohibited from using a street or other transportation facility (such as an interstate freeway) by law; (2) The activities that are ordinary maintenance activities designed to keep assets in serviceable condition and do not change the street's geometry or operations. Such activities may include mowing, cleaning, sweeping, pothole filling, concrete joint repair, and other regular or seasonal maintenance; (3) The cost of providing full accommodation would be excessively disproportionate to the needor probability of use, now or in the future;. (4) Accommodation is not practically feasible because of severe topographic constraints or significant adverse impacts to the natural environment, historic or cultural resources, or neighboring land uses; or (5) The project is under construction or in the final design stages at the time of the adoption of this Policy. (b) When projects are exempted from this Policy, a greater effort shall be made to accommodate affected users elsewhere, including on adjacent streets and on streets that intersect with that street or facility. — See. 5 Design Standards (a) The City shall follow accepted or adopted design standards and use the best and latest design standards, policies, principles, and guidelines available. Principles and strategies of good street and bikeway designs offered by the National Association of City Transportation Officials (NACTO) shall be utilized first and foremost in decision making. Guidelines and standards may include, but not be limited to, Federal Highway Administration (FHWA), American Association of State Highway Officials (AASHTO), Indiana Department of Transportation (1NDOT), the Institute REGULAR MEETING 11,70VEMBER 10, 2015 393 of Transportation Engineers (ITE), the Americans with Disabilities Act (ADA), the Public Right -of -Way Accessibility Guidelines (PROWAG), and the .American Society of Landscape Architects (ASLA). (b) In recognition of various contexts, public input, and the needs of many users, a flexible, innovative, and balanced approach that follows other appropriate design standards may be considered, provided that a comparable level of safety for all users can be achieved. See. 6 Performance Measures (a) The City shall measure the success of this Complete Streets Policy by using, but not limiting itself to, the following performance measures: • Assessed value of property; • Counts or rate of crashes, injuries, and fatalities by mode; . Adjacent lot vacancies; • Citywide Walk Score; • Transportation mode share; • Pedestrian accommodation; and Bicycle accommodation, categorized by facility type. (b) The City's Smart Streets Scorecard shall serve as a basis for the reporting of the Complete Streets Policy implementation. Sec. 7 Implementation and Reporting (a) The City will establish an interdepartmental advisory team to oversee the implementation of this Policy. The team will include members of the Department of Public Works, the Department of Community Investment, Department of Parks and Recreation, and Police Department. The team may include representatives from other governmental agencies and advocacy organizations as relevant. (b) The interdepartmental advisory team shall provide annually a written report to the Board of Public Works and posted online showing progress made in implementing this Policy, including a summary of performance measures and any exceptions granted. (c) The Department of Public Works, the Department of Community Investment, and other relevant departments, agencies, or committees will incorporate Complete Streets principles into all existing regulations, plans, policies, manuals, practices, and programs as appropriate (including, but not limited to, the comprehensive plan, transportation capital program, and pedestrian and bicycle plans). (d) The Department of Public Works, the Department of Community Investment, and other relevant departments, agencies, or committees will review current design standards, regulations, plans, policies, manuals, and practices to ensure that they effectively implement Complete Streets as feasible. (e) The City shall provide professional development, training, and other education to its staff and to the general public as necessary to implement Complete Streets. (f) City staff shall identify current and potential future sources of funding for street improvements and shall prioritize for funding those Complete Street projects creating the greatest levels of return. (g) The City shall promote interdepartmental project coordination among City departments with an interest in the activities that occur within the public right -of. way in order to best use fiscal resources. Adopted this 1 Oth day of November, 2015. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS REGULAR MEETTNG NOVEMBER 10, 2015 394 s/ Gary A. Griot s/ David P. Rules s/ Elizabeth A. Maradik s/ Therese J. Dorau s/ James A. Mueller ATTEST: s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 70-2015 — A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA. RECOMMENDING THE REFUNDING OF THE CITY'S OUTSTANDING REVENUE BONDS OF 2006, SEWAGE WORKS REVENUE BONDS OF 2007 AND SEWAGE WORKS REVENUE BONDS OF 2007B, AND THE ISSUANCE AND SALE OF REVENUE BONDS TO PROVIDE FUNDS FOR THE PAYMENT THEREOF, AND OTHER MATTERS IN RESPECT THERETO Attorney Phil Faccenda; Barnes and Thornburg, stated this resolution is for the re -funding of 2006/2007 bonds. He noted the anticipated savings are an average of 4.5% noting the placement in a private institution should allow for a 2.25% interest rate and a $3,000,000.00 gross savings. Mr. Faccenda stated this should also allow for the freeing up of some dollars in the reserve sewage works bonds. Lastly, he added, this will shave one (1) year off of the 2006 bond maturity and two (2) years off of the 2007 bond maturity. 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. 70-2015 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, RECOMMENDING THE REFUNDING OF THE CITY'S OUTSTANDING REVENUE BONDS OF 2006, SEWAGE WORKS REVENUE BONDS OF 2007, AND SEWAGE WORKS REVENUE BONDS OF 2007B, THE ISSUANCE AND SALE OF REVENUE BONDS TO PROVIDE FUNDS FOR THE PAYMENT THEREOF, AND OTHER MATTERS IN RESPECT THERETO — WHEREAS, the City of South Bend, Indiana (the "City") has heretofore established, constructed and financed a sewage works (the "Sewage Works") and now owns and operates the Sewage Works, by and through its Board of Public Works (the `Board"), pursuant to I.C. 36-9- 23, as amended, and other applicable laws. WHEREAS, the Board has determined and desires to recommend to the Common Council of the City (the "Common Council") that it is beneficial to refund the City's outstanding Sewage Works Revenue Bonds of 2006 (the "2006 Bonds"), Sewage Works Revenue Bonds of 2007 (the "2007 Bonds") and Sewage Works Revenue Bonds of 2007B (the "2007B Bonds"), as more particularly described herein, to obtain a reduction in interest payments and effect a savings to the City (collectively, the "Refunding"). WHEREAS, the Board has determined that to provide funds necessary to pay for the costs of the Refunding, it will be necessary for the City to issue Sewage Works revenue bonds in a principal mount not to exceed Fifteen Million Seventy -Five Thousand Dollars ($28,000,000). WHEREAS, the City has previously issued bonds (the "Prior Bonds") payable from the net revenues of the Sewage Works, all as described in the form of the 2015 Bond Ordinance (as defined below), pursuant to the Prior Ordinances (as defined in the 2015 Bond Ordinance). WHEREAS, the Board deems it advisable and recommends to the Common Council that the City issue revenue bonds payable from the revenues of the Sewage Works in an original amount not to exceed Twenty -Light Million Dollars ($28,000,000) (the "2015 Bonds"), for the purpose of providing, together with other funds on hand with the City, for the payment of (i) the Refunding, and (ii) the costs of issuing such 2015 Bonds. WHEREAS, the Prior Ordinances permit the issuance of additional bonds payable from the revenues of the Sewage Works and ranking on a parity with the Prior Bonds for the purpose of financing the complete or partial refunding of any of the Prior Bonds, including the 2006 Bonds, the 2007 Bonds and 2007B Bonds, provided certain conditions can be met, and the Board has determined, based upon information provided to the Board by the Financial Advisor, that the RF,GULAR MEETING NOVEMBER 10, 2015 395 finances of the Sewage Works will enable the City to meet the conditions for the issuance of additional parity bonds and that, accordingly, the 2015 Bonds shall rank on a parity with the Prior Bonds. WHEREAS, the Board has reviewed the form of a bond ordinance to be adopted by the Common Council authorizing the City to issue and sell the 2015 Bonds for the purpose of financing the Refunding (the "2015 Bond Ordinance"), a copy of which is attached hereto as Exhibit A, and the Board has found the 2015 Bond Ordinance to be satisfactory. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, AS FOLLOWS: Section 1. The Board hereby recommends to the Common Council that the Refunding be undertaken by the City and the Sewage Works. Section 2. To provide funds necessary to pay for or reimburse the City for the costs of the Refunding, together with expenses incidental thereto, including expenses in connection with the issuance of the 2015 Bonds, the Board hereby approves and recommends to the Common Council the issuance by the City of Sewage Works Revenue Bonds in a principal amount not to exceed Twenty -Eight Million Dollars ($28,000,000). Section 3. The Board hereby approves the substantially final form of the 2015 Bond Ordinance presented to this meeting and recommends to the Common Council the adoption of such 2015 Bond Ordinance which sets forth the terms and conditions of the 2015 Bonds to be issued thereunder. Section 4. The Board hereby ratifies the actions taken to file the 2015 Bond Ordinance with the Clerk of the City ("City Clerk") for presentation to the Common Council, and the Clerk of the Board is hereby directed to present a copy of this Resolution to the City Clerk for presentation to the Common Council for its consideration, as soon as may be done, thereby requesting the issuance of the 2015 Bonds. Section 5. This Resolution shall be in full force and effect from and after its adoption by the Board. Adopted this IOth day of November, 2015, CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ David P. Relos s/ Elizabeth A. Maradik s/ Therese J. Dorau s/ James A. Mueller ATTEST: s/Linda M. Martin, Clerk APPROVAL OF AGREEMENTS/CONTRACTSTROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for approval: Type Business Description Amount/ Mution/ Funding Second Professional Nyhart Preparation of 2015 GASB 45 $7200 Relos/Maradik Services OBEB Valuation Report (Administration Agreement & Finance Professional Services) Professional Keramfda Oversight and Installation of $10,050 Maradik/Relos Services Groundwater Well and Gas (Organic Agreement Probes at Organic Resources Resources per IDEM Agreed Order Other Contractual Agreement Axelberg City to Allow Construction of N/A Relos/Maradik REGULAR MEETING NOVEMBER 10, 2015 396 - Wisconsin, Water Line Extension in LLC 'Cleveland Road Right -of - Way and Sewer Main Extension in Poppy Road Right of Way Letter of Potawatomi Proposal to Waive, for 2016, N/A Maradik/Relos Public/Private Zoological the Enforcement of Section Partnership Society 10.2 of the Lease and Agreement Management Agreement calling for the Zoo to remit Ten Percent (10%) of the Zoo's Total Water Expense back to the City in Exchange for the Zoo's Commitment to Spend an Amount no less than $20,000 on Certain Improvements to Reduce Water Consumption. Professional University Downspout. Disconnection NTE $7,000 Relos/Maradik Services of Notre Assessment (Wastewater Mr. Gilot Agreement Dame Contractual recused Service) Himsclf Professional Shot Spotter Renewal of Agreement for S135;000 Maradik/Relos Services 2016 (Police Agreement Continuing Education Professional US Signal Renewal of Service to Provide $163 per Site Relos/Maradik Services Connectivity of SCADA per Month Agreement Infrastructure ($2,771 per Renewal Month) for Three Years (Operations & Maintenance Grant Oaklawn Provide Rental Assistance to $267,180 Maradik/Relos Agreement Psychiatric Severely Mentally Ill (Continuum of Center, Inc. Individuals Care) (HUD) Amendment CHA East Bank. Phase 5 Storm S30,000; Relos/Maradik No. 2 to Consulting, Sewer Separation New Total: Professional Inc. $551,000 Services (REDA 11F) Agreement Professional American Inspection and Oversight NTE $9,800 Maradik/Relos Services Stracturcpoi Services for Ignition Park (RWDA TIF) Amendment nt, Inc. Phase 1 C, Divisions A & B and Bartlett St. Relocation and Memorial Hospital Parking Lot Addendum to Urban West Side Corridors Facade $121,000; Maradik/Rclos Agreement Enterprise Matching Grant Program New Total: Association $321,000 of South (COIT) Bend, Inc. Amendment DLZ of Additional Design Work for $30,700; New Relos/Maradik to Indiana, Memorial Hospital North Total $842,500 Professional LLC Parking Lot (RWDA TIF) Services A cement Agreement for Ci of 2015-2016 City Sidewalk $18,000 Relos/Maradik REGULAR MEETING NOVEMBER 10, 2015 397 Services South Bend Snow Removal (EDIT) Department of Parks & Recreation Amendment Lawson- '_Marion Street Roundabout at $66,8o0; Relos/Maradik No. I to Fisher Michigan Street and Main New Total: Professional Associates, Street $619,350 Services P.C. (TIF Agreement Infrastructure Bond Ratify Open Equal Hoffman Hotel Renovations $174,750 Relos/Maradik Market Constructio (RWDA TIF) Purchase — n LLC Lease Burkhart Terminate Lease for Sign N/A Relos/Maradik Termination Advertising, attached to West Side of PNA Agreement lnc. Buildin Sewer City of Sewer Insurance Contractor N/A Relos/Mazadik Insurance South Bend Rate Schedule and Minor Program Revisions to Policy Policy Revision APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following hermit and license annlicatinng wen nragent,d fur annr�.,nL Applicant Description Date/Time Location Motion Carried St. Joseph Non- December 5, Hill Street from LaSalle Relos/Maradik Catholic Residential 2015; 7:00 a.m. Ave. to Colfax Ave. Church Block Party —11:45 a.m. East Race and East Bank Relos/Maradik St. Joseph Procession: St, December 5, Catholic Nick 6k 2015; 8:00 a.m. Trail Church —11:45 am. FAVORABLE RECOMMENDATION - PETITION TO VACATE THE FIRST NORTH/SOUTH ALLEY SOUTH OF LINCOLNWAY WEST TO THE FIRST EAST/WEST ALLEY BETWEEN CUSHING STREET AND SCOTT STREET Mr. Gilot indicated that Mr. David Younts, Attorney for Mr. Dubin Singer, 123 Wacker Dr., Chicago, Illinois 60606, has submitted a request to vacate the above referenced alley. Mr. Gilm advised the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Area Plan Commission, Community Investment, Police Department, Fire Department, and Solid Waste. Community Investment questioned the relationship between the petitioner and the adjoining property owners. 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 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 a favorable recommendation for the request for vacation. Ms. Maradik seconded the motion which carried. APPROVE IRREVOCABLE LETTER OF CREDIT: Mr. Carl Littrell, Division of Engineering, submitted the following irrevocable Letter of Credit to the Board and recommended approval: ISSUED BY: Tampico Development LLC FOR: Crescent Oaks, Section 3 AMOUNT: $423,148 EXPIRES: November 9, 2016 IMPROVEMENT: Storm Sewer, Water, Road, Retention Basin, and Sanitary Sewer System Extensions REGULAR MEETING NOVEMBER 10, 2015 398 Upon a motion by Mr. Gilot, seconded by Ms. Maradikand carried, the Letter of Credit was approved. 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) 908 and 926 East Wayne St. (b) 509 South 28" St. (c) 1152 East Ewing Ave. (d) 1033 Napier St. REMARKS: All Criteria has been met NEW INSTALLATION: No Turn on Red LOCATION: Eastbound Madison St. at Williams St. Intersection REMARKS: All Criteria has been met REVISION: Replace One (1) Hour Parking and Fifteen (15) Minute Parking Signs with Two (2) Hour Parking Signs LOCATION: JMS Building, 108 North Main St. REMARKS: All criteria has been met; Accommodate Change in Business Type 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 of South Bend $5,160,361.12 11;06/2015 City of South Bend $21,977.65 11/03/2015 and 11/05/2015 City of South Bend -US. $2,020,570.73 11/10/2015 Bank National Association, South Bend $21,133.34 11/05/2015 Redevelopment Board Lease Rental Revenue Bonds; Pay Request No. 15-Rieth-Riley Construction; Barlett St. Phase I Div 1 Banc of America Leasing & Capital, LLC $740,000A0 11/06/2015 Energy Conservation Bond; Ameresco Invoice #25123, Pay Request 44 Therefore, Mr. Relos made a motion that after review of the expenditures, the claims be 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 10:17 a.m. BOARD OF PUBLIC W UBLICWORKS Gary A. Gilot, President 15avid P. R,elos, Mem er Elizabeth A. Maradik, Member REGULAR MEETING ATTEST: ST: ��M. M NOVEMBER 10, 2015 Therese J. DoTm Mel ber ` Ja A. Mueller, Member 399