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Home My WebLink About122215 Board of Works Agenda CITY OF SOUTH BEND BOARD OF PUBLIC WORKS MEETING AGENDA December 22, 2015 9:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 1.REVIEW OF MINUTES A.Agenda ReviewSession: December 3, 2015;Regular Meeting: December 8, 2015,and Claims ReviewMeeting: December 15, 2015 2.APPROVE 2016 BOARD OF PUBLIC WORKS MEETING SCHEDULE 3.ELECTION OF 2016 BOARDOF WORKS PRESIDENT 4.OPENING OF BIDS A.Central Services Roof Replacement–Project No.115-035 1.Award 2.Funding:Central Services Capital(224.0605.419.42.10) 5.AWARD BIDS AND APPROVE CONTRACTS A.Demolition of Polish National Alliance No. 83–Project No. 115-118 1.Company: Green Demolition Contractors Incorporated LLC 2.Amount: $82,800 3.Funding: RWDA TIF(324.1050.460.39.82) 6.AWARD QUOTATIONS AND APPROVE CONTRACTS A.Protective Clothing for Structural Firefighting 1.Company: Phoenix Safety Outfitters, LLC 2.Amount:Unit Prices,NTE $27,300 3.Funding:Fire Department Clothing Allowance (101.0901.422.11.10) B.Replacement LED Luminaries -Project No. 115-134 1.Company:All Phase Electric Supply 2.Amount: Unit Prices,NTE $63,800 3.Funding: Light Up South Bend (404.0602.431.22.40) C.Security Upgrades at the Century Center –Project No. 115-136 1.Company: Esco Communications, Inc. 2.Amount:$40,460 3.Funding: SMG Operations (671.0406.645.43.09) 7.CHANGE ORDERS A.2015 Utility Cut Repairs–Project No. 115-075 1.Company: Walsh & Kelly, Inc. 2.Change Order No.: 1 3.Increase Amount: Time Extension of Sixty-Two (62)CalendarDays 4.Funding: Sewer Operations & Maintenance(641.0621.792.36.07 & 620.0640.606.31.51) GA.GDP.REA.MTJ.DJA.M ARY ILOT AVIDELOSLIZABETH ARADIK HERESE ORAUAMES UELLER Page1 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS MEETING AGENDA December 22, 2015 9:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 B.Western Avenue Streetscape–Project No. 114-085A 1.Company: Rieth-Riley Construction Co., Inc. 2.Change Order No.: 5 3.Increase Amount: $10,889.51; Three (3) Day Extension 4.Percent of Increase: 0.59% 5.Total Percent of Change: 5.48% 6.RevisedContract Amount: $1,841,516.79 7.Funding: TIF Infrastructure C.Demolition of Vacant & Abandoned Houses, Phase VII,Division A-Project No. 115-117 1.Company: Indiana Earth, Inc. 2.Change Order No.: 1 3.Decrease Amount: ($8,300) 4.Percent of Increase: (4.24%) 5.Revised Contract Amount: $187,350 6.Funding: Blight Elimination Fund (210.1060.460.39.82) D.Demolition of Vacant & Abandoned Houses, Phase VII, Division A-Project No. 115-117 1.Company: Indiana Earth, Inc. 2.Change Order No.: 2 3.Increase Amount: $3,168 4.Percent of Increase: 1.69% 5.Total Percent of Change: (2.62%) 6.RevisedContract Amount: $190,518 7.Funding: Blight Elimination Fund(210.1060.460.39.82) E.Demolition of Vacant & Abandoned Houses, Phase VII, Division B –Project No. 115-117 1.Company: Indiana Earth, Inc. 2.Change Order No.: 1 3.Increase Amount: $3,971 4.Percent of Increase: 1.96% 5.Revised Contract Amount: $206,171 6.Funding: Blight Elimination (210.1060.460.39.82) F.Demolition of Vacant & Abandoned Houses, Phase VII, Division C –Project No. 115-117 1.Company: Indiana Earth, Inc. 2.Change Order No.: 1 3.Decrease Amount: ($900) 4.Percent of Decrease: (0.58%) 5.Revised Contract Amount: $153,800 GA.GDP.REA.MTJ.DJA.M ARY ILOT AVIDELOSLIZABETH ARADIK HERESE ORAUAMES UELLER Page2 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS MEETING AGENDA December 22, 2015 9:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 6.Funding: Blight Elimination Fund (210.1060.460.39.82) G.2015 Traffic Detector Loops –Project No. 115-045 1.Company: Martell Electric, LLC 2.Change Order No.: 1 3.Increase Amount: $13,789.25; Sixty(60) Days Extension 4.Percent of Increase: 19% 5.Revised Contract Amount: $86,364.25 6.Funding: MVH (251.0608.431.36.67) H.Twyckenham Traffic Calming –Project No. 115-092 1.Company: Martell Electric, LLC 2.Change Order No.: 1 3.Increase Amount: $1,094; Forty-five (45) Days 4.Percent of Increase: 7.45% 5.Revised Contract Amount: $15,786 6.Funding: 2015 Neighborhood Traffic Calming Program (251.0608.431.42.96) 8.CHANGE ORDERSAND PROJECT COMPLETION AFFIDAVITS A.2015 Curb & Sidewalk Program,Division A–Project No. 115-069 1.Company:Walsh & Kelly, Inc. 2.Change Order No.: 1(Final) 3.Decrease Amount: ($7,024) 4.Percent of Decrease: (7.00%) 5.RevisedContract Amount: $93,306 6.Funding:MVH(202.0619.431.31.06) B.2015 Curb & Sidewalk Program,Division C –Project No. 115-069 1.Company:Walsh & Kelly, Inc. 2.Change Order No.: 1(Final) 3.Decrease Amount: ($11,497) 4.Percent of Decrease: (8.53%) 5.RevisedContract Amount: $123,278 6.Funding:MVH(202.0619.431.31.06) C.Colfax Improvements,Phase 1A –Project No. 115-079 1.Company:Ortiz Concrete 2.Change Order No.: 1(Final) 3.Decrease Amount: ($5,026.50) 4.Percent of Decrease: (6.97%) 5.RevisedContract Amount: $67,113.50 6.Funding:West Washington TIF(422.1050.460.42.03) D.Demolition of 1124 W. Grace –Project No. 115-119 1.Company: Torok Excavating GA.GDP.REA.MTJ.DJA.M ARY ILOT AVIDELOSLIZABETH ARADIK HERESE ORAUAMES UELLER Page3 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS MEETING AGENDA December 22, 2015 9:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 2.Change Order No.:1 (Final) 3.Decrease Amount: ($5,000) 4.Percent of Decrease: (33.11%) 5.Revised Contract Amount: $10,100 6.Funding: RWDA TIF (324.1050.460.39.82) E.Ignition Park,Phase I,Infrastructure Removal –Project No. 115-085 1.Company: C&E Excavating, Inc. 2.Change Order No.: 1 (Final) 3.Decrease Amount: ($10,430.25) 4.Percent of Decrease: (5.92%) 5.Revised Contract Amount: $165,707.25 6.Funding: RWDA TIF (324.1050.460.42.01) 9.PROJECT COMPLETION AFFIDAVITS A.Yard Lamppost Program 2014/2015–Project No. 114-077 1.Company:Martell Electric, LLC 2.Amount: $79,650 3.Funding:Loss Recovery (227.0602.431.22.40) B.Century Center South Entry Improvements –Project No. 115-014 1.Company: Ziolkowski Construction, Inc. 2.Amount: $78,162 3.Funding: Hotel/Motel Tax (7304.42010.000.0099) C.Wastewater Treatment Plant Nitrification Towers Demolition 1.Company: Indiana Earth, Inc. 2.Amount: $304,140 3.Funding: Contractual Services & Other Equipment (641.0630.793.63.35/36.05) 10.REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS A.Sale of City Property 1.Location: 1047 LaSalle Ct. B.Five Thousand (5,000),More or Less,Universal/Nestable Refuse Containers 1.Funding: Solid Waste Capital Lease Principal and Interest (611.0610.415.37.11/.12) C.South Bend One-Way to Two-Way Traffic Conversion –Project No. 116-001 1.Title Sheet 2.Funding: TIF Bond D.Three (3), More or Less, 2015 or Newer, Twenty-Eight (28) Cubic Yard Front Loading Refuse Trucks GA.GDP.REA.MTJ.DJA.M ARY ILOT AVIDELOSLIZABETH ARADIK HERESE ORAUAMES UELLER Page4 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS MEETING AGENDA December 22, 2015 9:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 1.Funding: Solid Waste Capital Lease Principal and Interest (611.0610.415.37.11/12) 11.RESOLUTION A.No. 87-2011-A Resolution of the City of South Bend, Indiana Board of Public WorksAmending Contracts for Emergency Towing for the Public Right-of-Way 1.Request to Suspend Sections 8(a-d) for Three (3) Months to Allow Evaluation and Review of Current Towing Procedures 12.AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA A.Agreement –National CartMarketing, LLC 1.Description:Trash Cart Advertising Services 2.Funding: Solid Waste Miscellaneous Revenue(610.0000.346.08.10) B.Amendment to Professional Services Agreement –Jones Petrie, Rafinski Corporation 1.Description: Reduction in Engineering Services for the Waste Water Treatment Plant Nitrification Towers Demolition 2.Amount: ($34,013.30); NewContract Amount:$17,036.70 3.Funding: Environmental Services (641.0630.793.31.02) C.Lease Purchase Agreement–Hewlett Packard 1.Description: Lease of Computers for Multiple Locations 2.Amount: $17,439.85; $373.60 per Month for Forty-Eight (48) Months 3.Funding: Various D.Agreement –Community Homebuyers Corporation 1.Description: Community Investment to Perform Staff Support for CHC 2.Amount: $15,000 Paid to City 3.Funding: Revenue (211.1001.339.03.00) E.Agreement –Urban Enterprise Association 1.Description: Community Investment to Perform Staff Support for UEA 2.Amount: $50,000 Paid to City 3.Funding: Revenue (211.1001.339.03.00) F.CDBGContractAmendments 1.South Bend Heritage Foundation a)Description: Acquire & Rehab Rental Units in 900 Block of Lincoln Way West b)Amount: $300,000 2.South Bend Heritage Foundation a)Description: Acquire and Rehab Three(3)Homes for Resale b)Amount: $552,000 3.Community Homebuyers Corporation GA.GDP.REA.MTJ.DJA.M ARY ILOT AVIDELOSLIZABETH ARADIK HERESE ORAUAMES UELLER Page5 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS MEETING AGENDA December 22, 2015 9:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 a)Description: Forgivable Second Mortgage Program b)Amount: $200,000 (No Change in Contract Amount; Increase Term by Twelve (12)Months) 4.Department of Community Investment a)Description: South Bend Home Improvement Program b)Amount: $233,137 (NoChange in Contract Amount) 5.Habitat for Humanity of St. Joseph Co. a)Description: Acquisition Rehabilitation Resaleof Two (2) Homes b)Amount: $170,000 (No Change in Contract Amount; Increase Term by Twelve (12) Months) c)Funding: CDBG (212.1001.460.39.30) G.Professional Services Agreement –Norfolk Southern Railway Company 1.Description: Downtown One-Way to Two-Way Conversion Charges for Changing Traffic Signals under Existing Viaduct 2.Amount: NTE$27,932 3.Funding: TIF Bond H.Addendum to Professional ServicesAgreement –Urban Enterprise Association of South Bend, Inc. 1.Description: Provide Extension and Additional Funding for Façade Matching Grant Programfor Lincoln Way West and Western Ave. 2.Amount: $150,000 3.Funding: COIT (404.1001.460.39.30) I.Professional Services Agreement –R&R Visual Inc. 1.Description: Inspection and Recording of Manholes and Sewers Lines 2.Amount: Unit Prices Not to Exceed $350,000 3.Funding: Sewers(641.0621.792.63.35) J.Amendment to Professional Services Agreement –Lawson-Fisher Associates, P.C. 1.Description: Update City Construction Standards and Prevailing Specifications 2.Amount: Increase of $24,100New Total Not to Exceed $44,100 3.Funding: Engineering/OtherProfessional Services (101.0602.431.31.06/251- 06080431.31-06) K.Amendment to Professional Services Agreement –American Structurepoint, Inc. 1.Description: Prepare Cemetery Plan for Boland Trail Project, required by State Law 2.Amount: $20,350; New Total $285,705 ) 3.Funding: LRSA (251.0608.431.42.96 L.Professional Services Agreement –Kristopher Priemer GA.GDP.REA.MTJ.DJA.M ARY ILOT AVIDELOSLIZABETH ARADIK HERESE ORAUAMES UELLER Page6 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS MEETING AGENDA December 22, 2015 9:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 1.Description: Consulting for Planning, Development, Implementation, and Training of Microsoft Dynamics CRM System for New 311 CRM Platform 2.Amount: $65/hour; NTE $28,000 3.Funding: COIT M.Special Purchase –Microsoftthrough Adxstudio 1.Description: Adxstudio Portal for Online Request for Information or Services for 311 Mobile App, Compatible with Current System 2.Amount: $28,308for One-Time Startup Cost; $4,000Annual Maintenance Fee 3.Funding: IT Software (404.0672.415.31.06) N.Professional Services Agreement –Adoxio Business Solutions Limited 1.Description: Microsoft Dynamics CRM Implementation 2.Amount: $169,767 3.Funding: IT Professional Services (404.0672.415.31.06) O.Professional Services Agreement –ENS Group 1.Description: Assess City’s Information Technology Security Posture and General Processes and Procedures 2.Amount: $42,000 3.Funding: COIT (404.0672.415.31.06) P.Professional Services Agreement –Kronos Inc. 1.Description: Equipment, Maintenance, and Implementation of Time and Attendance Application for City and Police Department 2.Amount: $126,628.80/year; $189,786.30 One Time Expense 3.Funding: COIT (404.0672.415.31.06) Q.Professional Services Agreement –MicroIntegration 1.Description: Review and Enhance City’s Active Directory/Group Policy Implementation and Utilization 2.Amount: $9,250 3.Funding: COIT (404.0672.45.31.06) R.Professional Services Agreement –MicroIntegration 1.Description: Desktop Tier 1 Managed Services Support 2.Amount: $86,400/year plus One Time Fee of $500 3.Funding: COIT (404.0672.415.31.06) S.Agreement –Historic Preservation Commission 1.Description: Review of Federally Funded Activities 2.Amount: No Cost T.Professional Services Agreement –Gibson 1.Description: Employee Benefits Consulting/Brokerage Services 2.Amount: $92,676/year; Forty-Eight (48) Months 3.Funding: Self-Funded Employee Benefits (711.0401.671.31.06) GA.GDP.REA.MTJ.DJA.M ARY ILOT AVIDELOSLIZABETH ARADIK HERESE ORAUAMES UELLER Page7 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS MEETING AGENDA December 22, 2015 9:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 U.Special Purchase–Selectron 1.Description: Upgrade of Voice Utility IVR Software 2.Amount: $25,500 3.Funding: Utilities Capital (622.0640.415.43.08) V.Open Market Purchase –J.W. Werntz & Sons Inc. 1.Description: Hotel LaSalle Renovations, Bid Package C –Wood Window and Historic Storefront Restoration 2.Amount: $329,000 3.Funding: RWDA TIF (324.1050.460.42.02) W.Open Market Purchase –J.W. Werntz & Sons, Inc. 1.Description: Hotel LaSalle Renovations, Bid Package D –Wood Windows 2.Amount: $314,000 3.Funding: RWDA TIF (324.1050.460.42.02) X.Amendment to Professional Services Agreement –ArcadisU.S., Inc. 1.Description: Additional Scope for Secondary Treatment Improvements due to Value Engineering and Selection of Alternates 2.Amount: $44,900; New Total $1,269,800 3.Funding: Environmental Services Contractual Services & Other Equipment (641.0630.793.63.35/36.05) Y.Professional Services Agreement –Abonmarche Consultants, Inc. 1.Description: Area Survey for Lincoln Primary Center Safe Routes to Schools 2.Amount: $36,300 3.Funding: LRSA (251.0608.431.42.96) Z.Professional Services Agreement –American Structurepoint, Inc. 1.Description: Boland Trail Right of Way Services 2.Amount: TBD ) 3.Funding: LRSA (251.0608.431.42.96 AA.Professional Services Agreement –New Avenues, Inc. 1.Description: Employee Assistance Program 2.Amount: $3.40 per Employee per Month 3.Funding: Self -Funded Employee Benefits (711.0401.671.34.13) BB.Sculpture Location Agreement –KeyBank National Association 1.Description: Installation of a Sculpture at 202 Michigan St., Key Bank Plaza. Key Bank to Install, Maintain, Repair, and Eventually Remove 2.Amount: $1.00Paid to City CC.Amendment to Professional Services Agreement –Jones, Petrie, Rafinski Corporation 1.Description:Additional Roadway Paving for Bartlett Street Roundabout 2.Amount: NTE $26,380; New Total $587,473 3.Funding: TIF Bond GA.GDP.REA.MTJ.DJA.M ARY ILOT AVIDELOSLIZABETH ARADIK HERESE ORAUAMES UELLER Page8 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS MEETING AGENDA December 22, 2015 9:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 DD.Professional Services Agreement –Arcadis U.S., Inc. 1.Description: Asset Management Gap Analysis and Roadmap 2.Amount: $115,440 3.Funding: Sewers(641.0621.792.63.35) EE.Amendment toAgreement–Waste Management, LLC 1.Description: Renew Street Sweeping Disposal Agreement through July 31, 2016 2.Amount: $16.97/Ton 3.Funding: Sewage Operations and Capital (641.0621.792.36.10) FF.Memorandum to the Boardfrom City of South Bend Legal Department 1.Description: Authorize Mr. Dennis Andres, Morris Performing Arts, or his Designee, to Negotiate the Best and Final Proposal with Navarre Hospitality Group for Catering for the Board’s Review GG.Professional Services Agreement –Carl Walker, Inc. 1.Description: Downtown Parking Garage Repairs 2.Amount: NTE $200,000 3.Funding: Parking Garage Fund HH.Amendment to Agreement-Ameresco 1.Description: Include Installation of Solar Photovoltaic System for Century Center Solar PV Installation 2.Amount: $69,181; New Total $4,926,784 3.Funding: Sustainability Solar Uniting Neighbors Grant and SUN Grant (City Match) (222.0616.419.39.32/31); Professional Services (222.0616.419.31.06) II.Special Purchase –MobileTEK 1.Description: Substantial Savings of $9,689 below GSA Pricing for Replacement Computers in Fire Apparatus 2.Amount: $2,071/Each; Total $62,130 3.Funding: Fire Department (288.0902.422.36.04) 13.LICENSES AND PERMITS A.Procession 1.Applicant:South Bend Heritage Foundation th 2.Event:30Annual Martin Luther King Jr. March 3.Date/Time: January 18, 2016; 12:00 p.m. -1:45 p.m. 4.Favorable RecommendationsNoting that Officers assigned to assist will be dismissed promptly at 1:45 p.m. B.Triple Trailer Permit 1.Applicant: XPO Logistics Freight, Inc. 2.Route: 1530 S. Olive St., South on Olive St., Right on SR 23 to US 31 North Ramp, Merge onto US 20 to US 31 N. to 80/90 Exit GA.GDP.REA.MTJ.DJA.M ARY ILOT AVIDELOSLIZABETH ARADIK HERESE ORAUAMES UELLER Page9 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS MEETING AGENDA December 22, 2015 9:30 a.m. Location: 1308 County-City Building South Bend, Indiana 46601 3.Favorable Recommendations 14.RATIFY BONDS A.Contractor Bonds 1.HRP Construction, Inc., Approved effective November 30, 2015 15.CLAIMS 16.PRIVILEGE OF THE FLOOR 17.ADJOURNMENT NOTICE FOR HEARING AND SIGHT IMPAIRED PERSONS Auxiliary Aid or Other Services are Available upon Request at No Please Give Reasonable Advance Request when Possible. GA.GDP.REA.MTJ.DJA.M ARY ILOT AVIDELOSLIZABETH ARADIK HERESE ORAUAMES UELLER Page10