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Home My WebLink About01122016 Board of Public Works MeetingAGENDA REVIEW SESSION JANUARY 7, 2016 T ST: Tipda M. Martin, Clerk Member Therese Dorau, Member J A. Mueller, Member REGULAR MEETING JAN-UARY 12, 2016 The Regular Meeting of the Board of Public Works was convened at 9:35 a.m. on January 12, 2016, by Board President Gary A. Chlot, with Board Members David Relos, Elizabeth Maradik, and James Mueller present. Board Member Therese Doran was absent. 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 Review Meeting of the Board held on December 17, December 22, and December 29, 2015, and January 5, 2016, were approved. PUBLIC HEARING— MASSAGE ESTABLISHMENT LICENSE —PURE VIDA MASSAGE Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning a new massage establishment license for Pure Vida Massage, 401 E. Colfax Ave., Ste, 203 E., South Bend, Indiana. It was noted favorable recommendations were received from the Building Department, Police Department, and Fire Department. Ms. Kelsy McKee, business owner, was present and stated she currently works for Memorial Health and is looking to start her own business. There being no one else present wishing to address the Board concerning this matter, the Public Hearing was closed, Therefore, upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the license application was approved. 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 INDIANA TRUCK EOUIPMLNT CORD 2128 South Harding Street Indianapolis, IN 46221 Bid was signed by: Zachary Vaught 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: Description Year/Make/Model Unit Price REGULAR MEETING JANUARY 12 2016 28 yd AFL mounted 2016 Heil Half/Pack Odyssey with Curotto Can on 2016 chassis mounted on 2016 Mack/ i R $369,495.00 MCNEILUS TRUCK & MANUFACTURING 1130 Morrison Rd. Gahanm, OII 43230 Bid was signed by: John A. Needham Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding tnvestment 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, 1111C Description Year/Make/Model Unit Price McNellus Front 2016 Mack LEU w/McNeilus Meridian Front Loader Loader w/Curotto Can $349,300 Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the above bids were referred to Solid Waste and Equipment Services for review and recommendation. OPENING OF BIDS — SALE OF CITY PROPERTY - 1047 LASALLE CT Mr. Gilot advised that this was the date set for the receiving and opening of sealed bids for the above referenced City property. The following bid was openedand read: ROBERT M.VERNON 1059 LaSalle Court South Bend, N 46616 $1,650.00 Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the above bid was referred to Community Investment and Legal for review and recummendation. APPROVE ADDITIONAL PURCHASE —ONE OR MORE, 2015 OR NEWER. CNG QUAD AXLE DUMP TRUCK (ORGANIC RESOURCES CAPITALI 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, on November 10, 2015, 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 $208,845.00 less a $5,000.00 trade-in. Mr. Hudak stated he is requesting approval of the purchase of an additional truck now in the amount of $208,845.00. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the request for an additional purchase from the bid be approved as outlined above. Mr. Relos seconded the motion, which carried. AWARD BID — ROUIPLUNT PURCHASE FOR THE ADVANCED CENTERS FOR CANCER CARE -PROJECT NO. 115-135 Mr. Aaron Kobb, Community Investment, advised the Board that on January 7, 2016, bids were received and opened for the above referenced project. After reviewing those bids.. Mr. Kobb recommended that the Board award the contract to the sole bidder Aunalytics, htc., 1400 E. Angela Blvd., South Bend, Indiana, 46617, in the amount of $829,868.00. Mr. Gilot noted there was only one (1) bid, and questioned whether the State QPI pricing was checked. Mr. George King, Purchasing, stated it was not and he would get with Mr. Kobb and check to confirm whether there was State QPI pricing, and whether it was lower than the one (1) bid received. Therefore, Mr. Relos made a motion that the recommendation be accepted and the bid be awarded to Aunalytics, Inc. contingent on checking on State QPI pricing. Ms. Maradik seconded the motion, which carried. REGULAR MEETING JAN-UARY 12, 2016 APPROVE CHANGE ORDER NO. 3 — DEMOLITION OF VACANT & ABANDONED HOUSES, PHASE VII. DIVISION A — PROJECT NO 115-117 (BLIGHT ELIMINATION FUND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 3 on behalf of Indiana Earth, Inc., 10343 McKinley Highway, Osceola, Indiana 46561, indicating the Contract amount he increased by $880.00 for a new Contract sum, including this Change Order, in the amount of $191,398.00. Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — HILL & COLFAX AVENUE ON -SITE IMPROVEMENTS —PROJECT NO. 113-033 (SBCDA'1'IF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. I on behalf of Walsh & Kelly, Inc. 24358 State Road 23, Soutb Rend, Indiana 46601, indicating the Contract amount be increased by $3,840.00 for a new Contract sum, including this Change Order, in the amount of $205,706.20. Mr. Relos noted the funding on this project should be River West Development Area TIF. Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. I — NORTH SHORE RIVER BANK STABILIZATION — PROJECT NO. 115-073 (LRSA) Mr. Crilot advised that Blair Bennett, Engineering, has submitted Change Order No. 1 (Final) on behalf of HRP Construction, Inc., indicating the contract amount be increased by $12,626.21 for a new contract sum, including this Change Order, of $85,555.21. Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, Change Order No. 1 was approved. APPROVE CHANGE ORDER NO. I (FINAL) AND PROJECT COMPLETION AFFIDAVIT DEMOLITION OF VACANT AND ABANDONED HOUSES, PHASE. VI — PROJECT NO 115-088 (BLIGHT ELIMINATION PROGRAM) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behal r of Ritschard Bros., Inc., 1204 West Sample Street, South Bend, Indiana 46619 indicating the contract amount be increased by $2,337.50 for a modified contract sum, including this — Change Order, of $220,11150. Additionally submitted was the Project Completion Affidavit indicating this new final cost of S220,111.50. 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 2 (FEVAJJ AND PROJECT COMPLETION AFFIDAVIT — BARTLETT ST. PHASE i & MEMORIAL NORTH PARKING LOT — PROJECT NO 114 032A (TIF INFRASTRUCTURE BOND) Mr. Gilot advised that Mr. 'Toy Villa, Engineering, has submitted Change Order No. 2 (Final) on behalf of Rieth-Riley Construction Co., Inc., 25200 State Road 23, South Bend, Indiana 46614 indicating the contract amount be increased by $858.61 for a modified contract sum, including this Change Order, of $573,291.07. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $573,291.07. Upon a motion made by Mr. Relos, seconded by Ms. Maradk and carried, Change Order No. 2 (Final) and the Project Completion Affidavit were approved. APPROVE CHANGE ORDER N0. 3 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — BARTLETT ST PHASE I & MEMORIAL NORTH PARKING LOT PROJECT NO 114 047 (TIF MEDICAL & RIVER WEST) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 3 (Final) on behalf of Rieth-Riley Construction Co., Inc., 25200 State Road 23, South Bend, Indiana 46614 — indicating the contract amount be decreased by $1,827.25 for a modified contract sum, including this Change Order, of $2,017,167,46. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $2,017,167.46. Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, Charrge Order No. 3 (Final) and the Project Completion Affidavit were approved. APPROVE PROJECT COMPLETION AFFIDAVIT — 2015 STREETS & SEWER MATERIALS — PROJECT NO 115-041 (LRSA. MVH. SEWAGE OPERATIONS & MAINTENANCE SEWER INSURANCE AND WATER WORKS OPERATIONS REGULAR MEETING JANUARY 12 2016 Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Bernath, LLC dba Seal Master Indianapolis, 1010 East Sumner Avenue, Indianapolis, Indiana 46627, for the above referenced project, indicating a final cost of $62,454.60. Upon a motion made by Mr.. Relos, seconded by Ms. Maradik and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — KENNEDY BASKETBALL COURT INSTALLATION (PARK BOND) Mr. Gilot advised that Mr. John Martinez, Parks, has submitted the Project Completion Affidavit on behalf of Ancon Construction Co., Inc„ 2146 Elkhart Road, Goshen, Indiana 46526, for the above referenced project, indicating a final cost of $32,900.00. Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the Project Completion Affidavit was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — ONE (1) OR MORE, SELF-PROPELLED WINDKOW/COMPOST (OR(JANIC RESOURCES CAPITAL PRINCIPAL & INTEREST) In a memorandum to the Board, Mr. '_Matthew Chlebowski, Central Services, requested. permission to advertise for the receipt of bids for the above referenced equipment. '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 BIDS WAYNE ST PARKING GARAGE ELEVATORS (MAJOR MOVESI In a memorandtnn to the Board, Mr. Richard Estes, 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. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — LEIGHTON PARKING GARAGE ELEVATORS (MAJOR MOVES) In a memorandum to the Board, Mr. Richard Estes, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Upon a motion made by Mr. Roles, seconded by Ms. Maradik and carried, the above request to advertise was approved. APPROVAL OF REQUEST TO ADVERTISE FOR T14F. RECEIPT OF BIDS -- THREE (3) MORE OR LESS 2016 OR NEWER TANDEM AXLE MULTI -USE TRUCKS (STREET DEPARTMENT CAPITAL) In a memorandum to the Board, Mr. Jeffrey Hudak, Central Services, requested permission to advertise for the receipt of bids for the above referenced equipment. Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the above request to advertise was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — ONE (1) OR MORE, 2016 OR NEWER SINGLE AXLE MULTI -USE TRUCKS STREET DEPARTMENT CAPITAL) In a memorandum to the Board, Mr. Jeffrey Hudak, Central Services, requested permission to advertise for the receipt of bids for the above referenced equipment. Upon a motion made by Mr. Relos, seconded by Ms. Iviaradik and carried, the above request to advertise was approved. APPROVAL OF REOLEST TO ADVERTISE FOR THE RFCEIPT OF BIDS — EQUIPMENT PURCHASE FOR NELLO CORPORATION PHASE VI — PROJECT NO 116-004 (RWDA TIFF In a memorandum to the Board, Mr. Aaron Kobb, Community Investment, 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 QF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — TWO (2) MORE OR LESS 2016 OR NEWER TANDEM AXLE DUMP TRUCKS SEWERS CAPITAL/WATER WORKS) In a memorandum to the Board, Mr. Jeffrey Hudak, Central Services, requested permission to advertise for the receipt of bids for the above referenced equipment. Upon a motion made by Ms. Maradik, seconded by Mr. Rules and carried, the above request to advertise was approved. REGULAR MEETING JANUARY 12, 2016 ADOPT RESOLUTION NO. 01-2016 — RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF PROPERTY RELATED TO BLACKTHORN GOLF COURSE Upon a motion made by Mr. Reins, seconded by Ms. Maradik and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.01-2016 RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF PROPERTY RELATED TO BLACKTHORN GOLF COURSE -- WHEREAS, the City of South Bend, Indiana ("City") sold Blackthorn Golf Course and related assets to a private purchaser in March, 2015; and WHEREAS, it has been determined by the Board of Public Works that the following property, valued at approximately $48,000.00, stemming from the sale of Blackthom Golf Course is no longer considered an asset of the City; and VARIOUS GOLF COURSE PROPERTIES WHEREAS, pursuant to an email dated November 30, 2015 from Alex Flores of the Indiana State Board of Accounts, attached as `Exhibit A" hereto, the State Board of Accounts recommend that the Board of Public Works adopt this resolution to err on the safe side with respect to removing assets off the City's inventory list. BE IT FURTHER RESOLVED that the various golf course equipment referenced in this Resolution Number 01-2016 is hereby forever removed from the City of South Bend's inventory list. ADOPTED this 12Trr day of JANUARY, 2016. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ David P. Reins s/ Elizabeth A. Maradik s/ James A. Mueller Al FEST: sl Linda M. Martin, Clerk ADOPT RESOLUTION NO. 02-2016 — RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON THE TRADE-IN OF CITY -OWNED PROPERTY ON PROPERTY OF SIMILAR NATURE 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.02-2016 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS APPROVING THE TRADE-IN OF CITY -OWNED PROPERTY ON PROPERTY OF SIMILAR -NATURE WHEREAS, it has been determined by the Board of Public Works of the City of South Bend that the following described property is unfit for the purpose for which it was intended and should be traded -in - for property of a similar nature: UNIT SN462, 2000 TANDEM AXLE FREIGHTLINER TRUCK ASSET NO, 00007130 WHEREAS, I.C. 36-1-11-9 authorizes the Board of Public Works to trade in or exchange City -owned property for partial or full reduction in the purchase price of property of similar nature. NOW,' THEREFORE, BE IT RESOLVED BY'I'HE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, AS FOLLOWS: REGULAR MEETING JANUARY 12, 2016 9 1. The following described property shall be traded -in for property of a similar nature and shall be removed from the inventory of the City of South Bend: UNIT SN462, 2000 TANDEM AXLE FREIGHTLINER TRUCK ASSET NO. 00007130 ADOPTED this 12th day of JANUARY, 2016, CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ David P. Relos s/ Elizabeth A. Maradik s/ James A. Mueller ATTEST: s/Linda M. Martin, Clerk APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for aonroval: Type Business Description Amount/ Motion/ Communications City of South Establish City of South Funding N/A Second Relos/Maradik Equipment Policy Bend Central Bend Communications Services Equipment Policy Release of NIPSCO Release of Utility N/A Relos Maradik Easement Easement at Northeast Confer of Franklin St. and Western Ave. and Gas Lines between Wayne St. and Western Ave. in Vacated Franklin St. General Release Lexon Release of all Claims and $27 5,358.20 Maradik/Relos Insurance Subdivision Performance (Paid to the Contingent on Company Bond Nos. 121538 and City) Confirmation 1021539 held by the City of Check for Lafayette Falls Clearing Subdivision Rescind Special MobileTEK Rescind Approval of ($62,130.00) Maradik/Re1os Purchase December 22, 2015 Approval Board :Meeting for Replacement Computers in Fire Apparatus to Review Potential for Combining Fire and Police Purchases Agreement Downtown Annual Agreement for $565,000.00 Maradik/Relos South Bend, South Bend Central (EDIT) Inc. Business District Maintenance, Promotion, and Development Amendment No. 1 '�. American U.S.933 Relinquishment ($4,700.93) Relos/Maradik to Professional Strueturepoint, Negotiations for Smart New N I E Services Inc. Streets Initiative $19,299.07 Agreement (Major Amendment No. 1 American South Bend Downtown M(Les) ($19.505.02) Marac!WRelos to Professional Structurepoint, Streets -One Way to Two New NTF; Services Inc. Way Conversion $163,494.98 A eement Engineering sscssment (Ma or REGULAR MEETING JANUARY 12. 2016 10 Moves) AmendmentNo.I American Two -Way Conversion of $109,895.00 Maradik/Relos to Professional Structurepoint, Michigan/St, Joseph St. New NTE Services Inc. and Main St. $909,790.00 Agreement (TIF Bond) Agreement Northeast Support Revitalization $75,000.00 Maradik/Relos Neighborhood Programs and Services (EDIT) Revitalization Organization (NNRO) Agreement St. Joseph 2016-2020 Traffic Signal N/A Maradik/Relos County Board Maintenance Agreement of Commissioners Professional Andy Fuller Develop Smart Streets $6,500.00 Maradik/Relos Services Construction Website (Professional Agreement I Services ) APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following Dermit and license anolications were oresented for Applicant Description Date/Time Location Motion Carried St, Joseph Procession; January 22, 2016; 553 E. Washington, Relos/Maradik County Right 2016 March for 11:30 a.m. to 1:00 to Ilill St., to to Life Life p.m. Jefferson Blvd., to Federal Courthouse Ed Fay Marina, Transient January 29, 2016: Century Center Relos/Maradik and Michiana Merchant 12:00 p.m. to 9:00 Walleye License p.m.; January 30, Association Renewal; 2016: 9:00 a.m, to Michiana Boat 9:00 p.m.; and & Sports Show January 31, 2016: 9:00 a.m. to 3:00 p.m. APPROVE TRAFFIC CONTROL DEVICES Upon a motion nude by Mr, Relos, seconded by Ms. Maradik and carried, the following traffic control devices were approved: NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATION: 702 East Jefferson Boulevard REMARKS: Designated Handicapped Spaces in Business Districts aids in the City's compliance Nvith ADA Requirements. NEW INSTALLATION: Residential Parking by Permit Only Days of Events at Four Winds Field LOCATION: West Side of South Taylor Street between Western Avenue and South Street REMARKS: To establish Residential Parking Zone, per Board of Public Works Resolution No. 66-2015. NEW INSTALLATION: Do Not Enter Sign, and Three (3) One (1) Way Double Sided Signs LOCATION: East and West Ends and Middle of Alley Running between Cottage Grove and Harrison Avenues, South of Lincoln Way West REMARKS: Concern for Pedestrian Safety and Better Traffic Flow REMOVAL: All Parking Restrictions Signs except for Handicapped Parking Signs REGULAR MEETING JANUARY 12 2016 11 LOCATION: William Street from Western Avenue to West Colfax Avenue (East and West Sides of street) REMARKS: First Step in implementing the Recommendations of the Downtown Parking Study. 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 Datc City of South Bend $1,765,155.26 Ol/12/2016 Banc of America Leasing & Capital, LLC Disbursement $740,279 01/08/2016 Request #5 — Ameresco Invoice # 25363 Energy Savings Program 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 Therc being no further business to come before the Board, upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the meeting adjourned at 10:07 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President aviTP s,. fem Elizabeth A. Maradik, Member The. D raurau, Member Jatn A. Mueller r ATTEST: ^ h 1 ilM. Lind Martin, Clerk