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Home My WebLink About03082016 Board of Public Works MeetingPUBLIC AGENDA SESSION MARCH 3, 2016 76 No other business came before the Board. Upon a motion by Ms. Maradik, seconded by Ms. Doran, the meeting adjourned at 12:20 p.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President David P t Elizabeth A. Maradik, Member Therese Doran, Member James A. Mueller, Member ATT 'ST: n Clerk Linda M. Martin, Cllerk REGULAR MEETING MARCH 8, 2016 The Regular Meeting of the Board of Public Works was convened at 9:36 a.m. on March 8, 2016, by Board President Gary A. Gilot, with Board Members David Relos, Elizabeth Maradik, James Mueller, and Therese Doran present. Also present was Board Attorney Michael Schmidt. Ms. Lee Bene was acting Clerk. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Relos, seconded by Ms. Doran and carried, the minutes of the Agenda Review Session, Regular Meeting, Special Meeting. and Claims Review Meeting of the Board held on February 18, 2016, February 23, 2016, February 26, 2016, and March 1, 2016, were approved. OPENING OF BIDS — 2016 TRUCKING OF BELL -PRESSED BIOSOLIDS FOR LAND APPLICATION (ORGANIC RESOURCES) 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: TRUCKS R US, INC. 23942 State Road 2 South Bend, EV 46619 Bid was signed by: James Burger, President 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. RID: Item to EstQty. Item Unit Price Total REGULAR MEETING MARCH 8, 2016 77 1 TBD Trucking of Belt Pressed I Per Truck, $92.00 "on call" Biosolids for Land Application Per Hour Upon a motion made by Mr. Relos, seconded by Ms. Doran and carried, the above bids were .referred to Environmental Services for review and recommendation. After reviewing those bids, Mr. Klosinski recommended that the Board award the contract to the sole bidder Trucks R Us, Inc., 23942 State Road 2, South Bend, Indiana 46619, in the amount of $9200 per truck per hour on an "on call" hasis. Therefore, Ms. Doran made a motion that the recommendation be accepted and the bid be awarded and the contract approved as outlined above. Mr. Relos seconded the motion, which carried. OPENING OF BIDS —ABANDONED VEHICLES This was the date set for receiving and opening of sealed bids for the above referenced vehicles. The Clerk tendered proofs of publication of Notice in the South Bend Tribunc and the Tri- County News, which were found to be sufficient. The following bids were opened andpublicly read: RALPH BARTOL 62852 US 31 South South Bend, IN 46614 BID; No. Red Tag No. Vehicle Make & Model Year VIN# Bid CARS: 10. 32416 Green Chevrolet Cavalier 2001 1GIJC524617186377 240 12. 32603 Gray Pontiac Vibe 2005 5Y2SL63815Z456550 240 13. 32523 Burgundy Mercury Sable 2000 1MEFM58U9YG630717 240 14. 32426 White Chevrolet Corvette 1977 1Z37E,7S444787 600 JAMES BOWKER 1307 S 3" St Niles, MI 49120 HE No. Red Tag No. Vehicle Make & Model Yew VINH Bid 5. 32691 1 Silver Nissan Versa 2010 3N1BC1AP4AL405822 211 BLOUNTS AUTO SALVAGE INC. 13830 US 6 W Plymouth, IN 46563 BID: No. Red No. VehiIMake&Model Year VIN# Bid CARS: 2. 08936 FOreenHonda Accord 1998 1HGCG2257WA021803 105 5. 32691 Nissan Versa 2010 3NiRC1AP4AL405822 495 REGULAR MEETING MARCH 8. 2016 78 12. 32603 Gra Pontiac Vibe ]2000 5Y2SL63815Z456550 265 13. 32523 Burgundy Mercury Sable 1MEFM58U9YG630717 165 TRUCKS: 20. 32620 White Ford Expedition 2000 1FMPU16L9Y1 B70244 125.. DENNIS BOM PO Box 724 620 Fernway Road Kingsford Heights, IN 46346 ISlll: Red No. Tag Vehicle Make & Model Year VIN# Bid No. — CARS: 14. 32426 White Chevrolet Corvette 1977 1Z37E7S444787 1,201.00 JOE CLF,MONS 7556 B Street Rd 2 New Carlisle, IN 46552 Rm. No. Red Tag No. Vehicle Make &Model Year VIN# Bid CARS: 1. 32667 White Chevrolet Camaro 1992 1G1FP23E2NL124858 401.50 8. 37420 Green Chevrolet Malibu 1999 1G1ND52M1X6177552 151.09 12. 32603 Gray Pontiac Vibe 2005 5Y2SL63815Z456550 301.00 GREG ETTL P. 0. Box 383 Notre Dame, IN 46556 BID: No. Red Tea No. Vehicle Make & Model Year VIN# Bid — CARS: 5. 32691 Silver Nissan Versa 2010 3N1BC1AP4AL405822 424.00 12. 32603 Gray Pontiac Vibe 2005 5Y2SL63815Z456550 424.00 14. 32426 White Chevrolet Corvette 1977 1Z37E7S444787 126.00 SMS AUTO YARD 3300 South Main St South Bend, IN Red No. Tag Vehicle Make &Model Year VIIV# Bid No. CARS: 1. 32667 White ChevroletCamaro 1992 1G1FP23E2NL124858 200 REGULARMEETING MARCH8.2016 79 2. OS936 Green Honda Accord 1998 1 1HGCG2257WA021803 200 3. '31699 Gray Plymouth Breeze 1999 1P3EJ46X3XN564172 200 4. 27377 Maroon Lexus LS 400 1992 JT8UF11E9NO098564 200 5. 32691 Silver Nissan Versa 2010 3NIBCIAP4AL405822 2MELM75WOSX628327 400 6. 31695 Blue Mercury Grand Marquis 1995 200 7. 31982 Red H undai Elantra 2004 KMHDN46D44U776873 200 8. 37420 Green Chevrolet Malibu 1999 1GIND52MIX6177552 200 9. 31693 Maroon Buick Park Avenue 1992 1G4CW53L7N1663318 200 10. 32416 Green Chevrolet Cavalier 2001 IGIJC524617186377 200 11. 32417 Black Mercury Cougar 2000 1ZWFT61L3Y5610138 200 12. 32603 Gray Pontiac Vibe 2005 5Y2SL63815Z456550 300 13. 32523 Burgundy Mercury Sable 2000 1MEFM58U9YG630717 200 14. 32426 White Chevrolet Corvette 1977 1Z37E7S444787 600 15. 31986 1 Green Chevrolet Impala 2001 2G1WF55E619332812 200 16. 32425 Red Ford Thunderbird 1996 1FALP62W8TH133839 200 17. 30175 Red Fiat1000 1974 124CS10092442 50 18. 32424 Green Ford Taurus 2001 1FAFP55_U_61G184678 200 TRUCKS: 19. 32632 Lt. Brown Oldsmobile Bravado 2000 1 IGHDT13WXY2342483 200 20. 32620 1 White Ford Expedition 2000 iFMPU16L9YLB70244 250 I VANS: 21. 27577 1 Red Mercury Villager 1995 4M2DV11W2SDJ61564 200 22. 32013 Grav Pontiac Montana 2000 2001 1GMDX03EIYD123665 i 2B4GP44301R229112 200 200 23. 31935 I Gray Dodge Grand Caravan FREDRICK M. WAIKAO 1806 N. Brookfield South Bend, IN 46623 MR No. Red Tag No Vehicle Make & Model yeq VIN# Bid — CARS: 5. 32691 Silver Nissan Versa 2010 3N1BC1AP4AL405822 801.50 IIALTON L. WEST 746 Kaley St South Bend, IN 46619 BID: Red No. JLag Vehicle Make & Model No. CARS: Year I VINfk I Bid REGULAR MEETING MARCH 8, 2016 80 Silver Nissan Versa 2010 3N1BC1AP4AL405822 500.00Gray T12326 Pontiac Vibe 2005 5Y25L63815Z456550 300.00White Chevrolet Corvette 1977 IZ37E7S444787 200.00 BRANDON WHITE 14283 3rd Road Plymouth, IN 46563 on No. Red Re T_ga Vehicle Make & Model Year VN# Bid — CARS: 1. 32667 White Chevrolet Camaro 1992 1G1FP23E2NL124858 200 14. 32426 White Chevrolet Corvette 1977 1717E7S444787 400 Upon a motion made by Mr. Relos, seconded by Ms. Maradik, and carried, the above bids were referred to Code Enforcement for review and recommendation. After reviewing those bids, Ms. Kathy Eli recommended that the Board award vehicles to the highest bidder as indicated in bold print above. Therefore, Mr. Giiot 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. OPENING OF BIDS — FIVE (5)MORE OR LESS 2016 OR NEWER MID SI7F FOUR DOOR HYBRID SEDAN AUTOMOBILES (WATER WORKS, WASTE WATU 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: GATES AUTO GROUP 640 W. Ireland Road South Bend, IN 46614 Bid was signed by: Chris Dill 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 submilcd. Description Ycar/Make/Model/Hybrid Drive Train Unit Price 5 or Mare 2016 Toyota Canary Hybrid $24,682 Estimated number of days for delivery from award date. 90 JORDAN MOTORS. INC. _ 609 F,.Jefferson Blvd. Mishawaka, IN 46545 Bid was signed by: Ms. Debra Starkweather 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. REGULAR MEETING MARCH 8, 2016 81 BID: Description Year/Make/Model/Hybrid Drive Train Unit Price SEDAN 2017 Ford Fusion S Hybrid $23,334.00 each Estimated number of days for delivery from award date. 10-12 weeks Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the above bids were referred to Central Services for review and recommendation. OPENING OF BIDS — ONE (1) OR MORE. 2016 OR NEWER. 3/4 TON. FOUR WHEEL DRIVE PICK UP TRUCK WITH UTILITY BED (SOLID WASTE CAPITAL) 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: GATES AUTO GROUP 640 W. Ireland Road South Bend, IN 46614 Bid was signed by: Chris Dill 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. an Description Year/Make/Model Unit Price I 2016 Chevrolet 4WD 2500 $29,054 Option# Description Cost. Total 1 8' Utility bed with customizable compartments. Unit will have sprayed in bed liner in bottoms of compartments mid in bed over the top of sides. $6,178 $6,178 2 Front mounted Western MVP Plus. Plow to come equipped with safety approved lights, markers, and snow deflector and shoes. S51769 $5,769 3 CNG — Bi-fuel conversion with tanks mounted under bed. $10,350 $10.350 Estimated number of days for delivery from award date. 90/120 w/CNG JORDAN MOTORS, INC. 609 E. Jefferson Blvd. Mishawaka, IN 46545 Bid was signed by: Ms. Debra Starkweather 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. w REGTILAR MEETING MARCH 8 2016 82 Description Year/Make/Modcl � Unit Price Pick Up Truck 2016 Ford F250 4x4 Regular Cab $26 079 each OptionN Description Cost Total 1 8' Utility bed with customizable compartments. Unit will have sprayed in bed liner in bottoms Of compartments and in bed over the top of sides. Additional Cost 2 $6,856.00 $6,856.00 each Front motmted Western MVP Plus. plow to come equipped with safety approved lights, $5,685.00 Additional Cost markers, and snow deflector and shoes. 3 CNG — Bi-fuel conversion with tanks mounted $5 685.00 each under bed. N/A Estimated number of days for delivery from award date. 10 to 12 Weeks for Truck: Option I & .. 2 additional Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the above bids were referred to Central Services for review and recommendation. OPENING OF BIDS — ONE (1) OR MORE 2016 OR NEWER TANDEM AXLE TRACTOR POWERED BY COMPRESSED NATURAL GAS (ORGANIC RESOURCES) 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: TRUCK CENTERS BBA HILL TRUCK SALES 1011 W. Sample Street South Bend, IN 46619 Bid was signed by: Rich Stopezynski 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 Complete Unit Did 2017 Freightliner Model CA 11 —Tandem Tractor $159,892.00 Year Make/Model — Trade In Unit Price 2003 Unit SN493, International Tandem Axle Tractor, VN# 1 HS WYATRX3 J061901 $(10,000.00) Estimated number of days for delivery from award date. 110 Days Upon a motion made by Ms. Maradik, seconded by Mr. Relos, and carried, the above bids were referred to Central Services for review and recommendation. OPENING OF BIDS — RUM VILLAGE NATURE CENTER ROOF REPLACEMENT (PARKS BOND) 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- REGULAR MEETING MARCII 8, 2016 83 County News, which were found to be sufficient. The following bids were opened and publicly read: BASE BID Item CVO. Description Quantity Unit Unit Price Total Amount 1 Remove current roof and replace w/ 1 689 $889.71 $60,500 steel roof panels 2 Replace bad decking on west side of 1 20 $45 $900 roof 3 Replace all existing roof vents w/ 1 5 $400 $2,000 new BASE BID TOTAL $63,400 At: MRNATF #1 Item Description Quantity Unit Unit Price Total Amount No. IA Remove current roof and replace w/ _ 1 689 $425.74 $28,950 40 yr dimensional architect shingles 2A Replace bad decking on west side of 1 20 $45 $900 roof 3A Replace all existing roof vents w/ 1 5 $400 $2,000 new ALTERNATE 41 TOTAL 531,850 R. YODER CONSTRUCTION P. 0. Box 69 Nappanee, IN 46550 Bid was signed by: Kevin Yoder 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. BASF RID Ite in Description Quantity Unit Unit Price Total No Amount 1 Remove current roof and replace wl steel roof anels 1 68# $887.62 $51,482 2 Replace bad decking on west side of roof 1 20 $150 $750 Replace all existing roof vents w/ 3 1 5 $400 $2,000 new BASE RID TOTAL $63,400 ALTERNATE #1 Ite in Description Quantity Unit Unit Price Total No. Amount lA Remove current roof and replace w/ 40 yr dimensional architect shingles 1 68# $426.37 $24,729 2A Replace bad decking on west side of roof 20 S 150 $750 3A Replace all existing roof vents w/ 1 5 $400 $2,000 ALTERNATE #1 TOTAL 527,479 Upon a motion made by Ms. Maradik, seconded by Mr. Relos, and carried, the above bids were referred to the Parks Department for review and recommendation. REGULAR MEETING 'MARCH 8, 2016 84 AWARD BID — ONE (1) OR MORE. 2016 OR NEWF,R, TANDEM AXLE HOOK LIFT & CONTAINER TRUCK WITH GRAPPLE LOADER (SOLID WASTE CAPITA Mr. Matthew Chlehowski, Central Services, advised the Boardthat on February 23, 2016, bids were received and opened for the above referenced vehicle. After reviewing those bids, Mr. Chlebowski recommended that the Board award the contract to the lowest responsive and responsible bidder Best Equipment Company, Inc., 5550 Poindexter Drive, Indianapolis, Indiana 46235, in the amount of $293,526.00 for the base bid plus option 91 and option 42 less the trade- in amount of $5,000.00. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Relos seconded the motion, which carried. AWARD BID AND APPROVE CONTRACT — SALE OF CITY PROPERTY 51190 AND 51270 MAYFLOWER ROAD Mr. David Relos, Community Investment, advised the Board that on February 23, 2016, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Relos recommended that the Board award the contract to the sole responsive and responsible bidder Mr, Don P. Storin, 1713 Franklin Street, Suite 1, South Bend, Indiana 46613, in the amount of $135,500.00. Therefore, Mr. Relos made a. motion that the recommendation be accepted and the bid be awarded subject to property sales agreement. Ms. Maradik seconded the motion, which carried. AWARD BID — COLFAX AVENUE AND HILL STREET — STREFT IMPROVEMENTS DIVISION A —PROJECT' NO 114-018 (REDA TIFj Mr. Roger Nawrot, Engineering, advised the Board that on February 18, 2016, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Nawrot recommended that the Board award the contract to the lowest responsive and responsible bidder TGB Unlimited dba S/T Bancroft Electric, 25020 SR 2, South Bend, IN 46619, in the amount of $293,526.00 for the base bid plus option #1 and option 42 less the trade-in amount of S5,000.00. 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 -- THREE (3) MORE OR LESS, 2016 OR NEWER, FRONT WHEEL DRIVE CARGO VANS (WATER WORKS CAPITAL) Mr. Matthew Chlebowski, Central Services, advised the Board that on February 23, 2016, bids were received and opened for the above referenced vehicles. After reviewing those bids, Mr. Chlcbowski recommended that the Board award the contract to the lowest responsive and responsible bidder Jordan Motors, Inc., 609 East Jefferson Boulevard, Mishawaka, Indiana 46545, in the unit price amount of $21,899.00 each for a total purchase of $65,697.00. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Doran seconded the motion, which carried. AWARD BID — ONE (1) OR MORE 2016 OR NEWER FRONT END RUBBER TIRE LOADER (STREET DEPARTMENT CAPITA Mr. Jeffrey Hudak, Central Services, advised the Board that on February 23, 2016, bids were received and opened for the above referenced equipment. After reviewing those bids, Mr. Hudak. recommended that the Board award the contract to the lowest responsive and responsible bidder Hardings, Inc., 109 West Commercial Avenue, Lowell, Indiana 46356, in the unit price amount of $179,356.00; plus $10,759.00 for alternate option with a deduction of $2,350.00 for a shorter warranty for a total purchase price of $187,765.00. '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 — 2016 YARD LAMPPOST PROGRAM — PROJECT NO 116 003 (STREET DEPARTMENT CAPITAL) Ms. Hanako Parkhill, Engineering, advised the Board that on February 18, 2016, bids were received and opened for the above referenced project. After reviewing those bids, Ms. Parkhill recommended that the Board award the contract to the lowest responsive and responsible bidder, Martell Electric, LLC, 4601 Cleveland Road, South Bend, Indiana 46628, in the unit price amount of $675.00; for a not to exceed price of $102,500.00. Therefore, M.S. Maradik made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr, Relos seconded the motion, which carried. REGULAR MEETING MARCH R 2016 85 AWARD BID - ONE (1) OR MORE, 2016 OR NEWER, SINGLE AXLE MULTI -USE DUMP TRUCK (STREET DEPARTMENT CAPITAT.) Ms. Hanako Parkhill, Engineering, advised the Board that on February 9, 2016, bids were received and opened for the above referenced vehicle. After reviewing those bids, Mr. Chlebowski recommended that the Board award the contract to the lowest responsive and responsible bidder, Selking International, 4849 West Western, South Bend, Indiana 46619, in the unit price amount of $152,079.05 plus snow plow option at $9,478.00 for a total amount of $161,557.05. 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 QUOTATION - COLFAX AVENUE AND HILL STREET - STREET IMPROVEMENTS DIVISIONS- PROJECT NO. 114-018B Mr. Roger Nawrot, Engineering, advised the Board that on February 23, 2016, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Nawrot recommended that the Board award the contract to the lowest responsive and responsible bidder, L. L. Gears Construction Co., 1905 Flder Road, Mishawaka, IN 46545, in the amount of $57,524.00. Therefore, Mr. Relos made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Ms. Maradik seconded the motion, which carried. AWARD QUOTATION - STAGE EOUPMENT FOR CENTURY CENTER - PROJECT NO. 115-137 (HOTEL/MOTEL TAX) Mr. Richard Estes, Engineering, advised the Board that on February 18, 2016, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Estes recommended that the Board award the contract to the lowest responsive and responsible bidder, StageRight Corporation, 495 Pioneer Way, Clare, Michigan 48617 in the amount of $56,406.00. Therefore, Ms. Maradik made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Mr. Relos seconded the motion, which carried. APPROVE, CHANGE. ORDER NO. 1 - WASTEWATER TREATMENT PLANT SECONDARY TREATMENT IMPROVEMENTS - PROJECT NO. 114-053 (2012 SEWER BOND) Mr. Gilot advised that Mr. Jacob Klosinski, Environmental Services, has submitted Change Order No. 1 on behalf of Thieneman Construction, Inc., indicating the Contract amount be increased by $$10,183.25 for a new Contract sum, including this Change Order, in the amount of $11,895,183.25. Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the Change Order was approved. APPROVE PROJECT COMPLETION AFFIDAVIT - TWYCKENHAM TRAFFIC CALMING PROJECT NO. 115-092 (LRSA) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Martell Electric, LLC, for the above referenced project, indicating a final cost of $15,786.00. Upon a motion made by Mr. Relos, seconded by his. Doran and carried, the Project Completion Affidavit was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - 2016 CURB AND SIDEWALK - PROJECT NO. 116-029 (MVH) In a memorandum to the Board, Ms. Hanako Parkhill, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr. Relos, seconded by Ms. Dorau, and carried; the above request was approved. APPROVAL OF TITLE SHEET - 2016 PARKING GARAGE IMPROVEMENTS - PROJECT NO. 115-143 (PARKING GARAGE FIIND) In a memorandum to the Board. Mr. Richard Estes, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Also presented at this time for approval and execution was the Title Sheet. Upon a motion made by Mr. Relos, seconded by Ms. Maradik, and carried, the Title Sheet was approved and signed. REGULAR MEETING MARCH 8 2016 86 ADOPT RESOLUTION NO 13-2016 — A RESOLUTION OF THE BOARD OF PUBLIC 11n10ve A nnnmrn.n 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. 13-2016 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA ADOPPING A WRITTEN FISCAL PLAN AND ESTABLISHING A POLICY FOR THE PROVISION OF SERVICES TO AN ANNEXATION AREA IN PORTAGE TOWNSHIP (CATALDO ANNEXATION AREA) WHEREAS, there has been submitted to the Common Council of the City of South Bend, Indiana, an Ordinance and a petition by all (100%) property owners which proposes the annexation of real estate located in Portage Township, St. Joseph County, Indiana, whichis more particularly described at Page 15 of Exhibit "A" attached hereto; and WHEREAS, the territory proposed to be annexed encompasses approximately 12.8 acres of land containing a single-family house, which property is at least 12.5% contiguous to the current City limits, i.e., approximately 28.8% contiguous, generally located on the northwest side of State Road 23 northeast of the St. Joseph Valley Parkway (22027 Liberty Highway/State Road 23). It is anticipated that the annexation area will be used for a gas station with a convenience store and other commercial uses; and WHEREAS, the development will require a basic level of municipal public services of a non -capital improvement nature, including street and road maintenance, street sweeping, flushing, snow removal, and sewage collection, as well as services of a capital improvement nature, including street and road construction, street lighting, a sanitary sewer system, a water distribution system, and a storm water system and drainage plan; and WHEREAS, the Board of Public Works now desires to establish and adopt a fiscal plan and establish a definite policy showing: (1) the cost estimates of services of a non -capital nature, including street and road maintenance, street sweeping, flushing, and snow removal; and sewage collection, and other non -capital services normally provided within the corporate boundaries; and services of a capital improvement name including street and road construction, street lighting, a sanitary sewer extension, a water distribution system, and a storm water system to be famished to the territory to be annexed; (2) the method(s) of financing those services; (3) the plan for the organization and extension of those services; (4) that services of a non -capital nature will be provided to the annexed area within one (1) year after the effective date of the annexation, and that they will be provided in a manner equivalent in standard and scope to similar non -capital services provided to areas within the corporate boundaries of the City of South Bend, regardless of similar topography, patterns of land use, and population density; (5) that services of a capital improvement nature will be provided to the annexed area within three (3) years after the effective date of the annexation within the same manner as those services are provided to areas within the corporate boundaries of the City of South Bend regardless of similar topography, patterns of land use, or population density, and in a manner consistent with federal, state and local laws, procedures, and planning criteria; and (6) the plan for hiring the employees or other govcmmental entities whose jobs will be eliminated by the proposed annexation. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, AS FOLLOWS: Section I. It is in the best interest of the City of South Bend and the area proposed to be annexed that the real property described more particularly at Page 15 of Exhibit "A" attached .hereto be annexed to the City of South Bend. Section 11. That it shall be and hereby is now declared and established that it is the policy of the City of South Bend, by and through its Board of Public Works, to famish to said territory services of a non -capital nature, such as street and road maintenance, street sweeping, flushing, and snow removal, within one (1) year of the effective date of the annexation in a manner equivalent in standard and scope to services furnished by the City to other areas of the City REGULAR MEETING MARCH 8, 2016 87 regardless of similar topography, patterns of land utilization, and population density; and to famish to said territory, services of a capital improvement nature such as street and road construction, a street light system, a sanitary sewer system, a water distribution system, a storm water system and drainage plan, within three (3) years of the effective date of the annexation in the same manner as those services are provided to areas within the corporate boundaries of the City of South Bend regardless of similar topography; patterns of land use, or population density. Section III. That the Board of Public Works shall and does hereby now establish and adopt the Fiscal Plan, attached hereto as Exhibit "A", and made a part hereof, for the furnishing of said services to the territory to be annexed, which provides, among other things, that the public salutary sewer and water network is available with capacity sufficient to service this area with costs for extensions and any improvements in sewer or water capacity to be paid for by the developer in compliance with state and local law; that the developer will create a surface water pollution prevention plan and obtain a storm water discharge permit prior to disturbing the land; (bat the City can provide basic street lighting with expenses for additional or decorative lighting to be paid by the developer with possible maintenance and operation of additional lighting by the City from property tax revenue; and that no new roads or streets will be required. Section TV. Site planning should employ Complete Streets principles; and sidewalks should be provided along public streets and be in compliance with the Americans with Disabilities Act (ADA), Section V. It is required as a condition of annexation that any future alterations to the property meet the City of South Bend's building and zoning requirements. Adopted this 8th day of March, 2016. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot _ s/ David P. Relos s/ Elizabeth A. Maradik s/ Therese J. Dorm s/James A. Mueller ATTEST: s/Lee A. Ben6, Acting Clerk APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for approval: Type Business Description Amount/ Motion/ Fundin Second Professional Brian IT Consultation for Smart City $31,200 Relos/ Services Donoghue Initiative (COIT) Maradik Agreement Ratify Application IT Consultation $57,912.98 Maradik/ Agreement Data Systems, (Police Dept) Dorm Inc. Agreement Network Renewal of Web Filtering and $52,305 Dorau/ Solutions, Inc Security ($17,435 for 3 Relos years) QPA Purchase (IT Operating) Escrow Thieneman Enter into Escrow Agreement N/A Maradik/ Agreement Construction, with Centier Bank as Escrow Dorm Inc. Agent (Westfield, Indiana) Professional Epoch Wastewater Treatment Plan[ $168 55 Not to Dorau/ Services Architecture+ Compressor Building Roof Exceed Maradik Agecmcnt LPIaTung, LLC Replacement (Wastewater REGULAR MEETING MARCH 8, 2016 88 En me 'in Professional DLZ Indiana, Wastewater Treatment Plant $113,590 Relos/ Services LLC Calvert Lift Station (Wastewater Maradik A eement Replacement En ineering Agreement Norfolk One -Way to Two- $32,158 Relos/ Southern Way Conversion (TIF BOND) Maradik Railway Subject to Company Mutual Agreement of LPA INDOT Coal Line Trail Phase II Self -Insurance $280,000 (80% Maradik/ Federal Relos $224,000); (20% Local $56,000) LPA INDOT Corby Ironwood Rockne (LRSA $1,012,000 Relos/ Roundabout (80% Federal Doran $809,600;20% Local $202,400) LPA 1NDOT LaSalle Intermediate (LRSA) $1,460,000 Relos/ Academy and Marquette (80% Federal Dorau Primary Montessori S1,168,000; 20% Local S292,000) TPA Primary and (LRSA) $1,460,000 Maradik/ Studebaker Center (80% Federal Retos $1,168,000; ;_fNN_D_1OTMonroe 20% Local $292,000) (LRSA) Agreement . Annual Agreement for $2,870.00logical Monitoring Well Data (Water Works) Doran Survey Indemnification Tire Rack Use of Tire Rack Test Track N/A Maradik/ Agreement for Police Vehicle Training Doran Extension of University of Downspout Disconnection No change in Relos/ Agreement Notre Dame Assessment -Extension of Contract Maradik Du Lac Services through December amount (Mr. Gilot 31, 2016. Original Agreement recused due Approved November 10, 2015 to employment at Notre Danxe APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following permit and license applications wore presented for approval: Applicant Description Date/Time Location Motion The Public Block Party- October 1, South Street from Carried Relos/Maradik Education Residential 2016; 6:00 a.m. Lafayette to Taylor Foundation, — 2:30 p.m Inc. d/b/a South Rend Education Foundation River Park Paradc May 21, 2 116; Mishawaka Avenue, Maradik/ Business 8:30 a.m. — 20th Street to 36th Street Dorau REGULAR MEETING MARCH 8.2016 89 Association 1100 a.m Michian Rim; 3 for 3 September 25, Provided route adjusted Maradik/ Family YMCA Triathlon 2016; 6:30 a.m. past Viewing Park Dorau — 12:00 P.M. should construction still be in process St. Adalbert Procession; Via March 20, Maradik/ Catholic Cnrcis — The 2016; 2:00 p.m. Dorau Church Way of the — 3:30 p.m. Cross American Procession; May 15, 2016; Favorable Relos/ Legion Riders Fallen Heroes 8:00 a.m. — Recommendation with Maradik Family Ride 12:30 p.m. no commitment of police escort Our Lady of Procession: March 20, Maradik/ Hungary Parish Living Stations 2016; 4:00 p,m. Relos of the Cross — 5:30 p.m. Rachel T. Massage 616 East Colfax Avenue Relos/ Massage & License Maradik Essential Oils Renewal Chinese .Massage 2614 South Michigan Dorau/ Massage Spa License Street Maradik Renewal APPROVE TRAFFIC CONTROL DEVICE 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 Sign LOCATION: 702 South Bendix Drive 1131 East Indiana Avenue — Revised _ REMARKS: All criteria has been met. UNFAVORABLE RECOMMENDATION - PETITION '10 VACATE THE FIRST N/S ALLEY BETWEEN DIAMOND AND LAWNDALE AVF,NUE BETWEEN CALIFORNIA AVENUE AND VAN BUREN STREET MT. Gilot indicated that Gene D. and Rebecca M. Kaiser, has submitted a request to vacate the above referenced alley. Mr. Gilot advised the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Area Plan Commission, Engineering and Solid Waste. Mr. Gilot advised the Board is in receipt of unfavorable recommendations concerning this Vacation Petition from the Police Department, Fire Department, and Community Investment. 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 may make access to the lands of the aggrieved person by means of public way difficult or inconvenient. The vacation would not hinder the public's access to a church, school or other public building or place. The vacation would hinder the use of a public right-of-way by the neighborhood in which it is located or to which it is contiguous. Therefore, no motion was made to recommend approval of the request for vacation. APPROVE CLAIMS David 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 $380,310.66 February 28 and 29, 2016 Cily of South Bend $1,247,205.26 March 8. 2016 Banc of America Public Capital Corp $643.10 _ March 8, 2016 Disbursement Request No. 31, Telerad, Invoice No. 870517 Banc of America Public Capital Carp $2,750.00 March 8, 2016 Disbursement Request No. 30, Auto Extras, Invoice No. 1991 REGULAR MEETING MARCH 8, 2016 90 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. Relos, seconded by Ms. Maradik, and carried, the meeting adjourned at 10:48 a.m. BOARD OF PUBLIC WORKS Gary A. Uilot, President vide b` er L*` _ Elizabeth A. Maradik, Member Therese J. Dersu, Member ATTEST: James A. Mueller, Member Linda M. Mar[in, Clerk