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Home My WebLink About04262016 Board of Public Works MeetingAGENDA REVIEW SESSION APRIL 21.2016 150 - Change Order —Equipment Purchase for Nello Corporation Mr. Aaron Kobb, Community Investment, informed the Board that when the big brake press the City helped purchase for Nello last year was delivered, the floor inside and the outside asphalt started cracking. As a result, there were extra costs incurred, all of which will come out of Nello's budget. He added the City will pay for the additional installation costs and Nello will reimburse the City out of the overall costs for them. He noted this is just additional installation costs, it is not to fix the asphalt or concrete, Nello will have that work done. Change Order — Colfax and Hill Street Improvements Mr. Toy Villa, Engineering, stated this is to seal between the curb and sidewalk which wasn't put into the original specifications. He noted this will protect the concrete against the damage from the freeze and thaw of winter. - Real Property Transfer Mr. Jilin Kain, Public Works, stated this transfer is for the property of the former Mar Main building. He stated this will create a temporary easement for the contractor to do the work and when completed, the property will be transferred to the City from Beacon Medical Group. - Professional Services Agreement— Lawson -Fisher Associates, P.C. Mr. Gilm asked if the City held neighborhood meetings on this roundabout project at Corby Blvd. and Ironwood Rd. Mr. Corbitt Kerr, Engineering, stated they have and one thing that is now included in all of these types of documents is public outreach meetings at the beginning of any project and towards the Stage 2 process. - Amendment No. 2 to Professional Services Agreement— Lawson -Fisher Associates Mr. Kerr stated this is Phase 11 of the update to the City's standards and prevailing specifications project. He explained the first phase was for a pilot project and public input, and this is implementing those results. He noted the amount of this amendment is $79,700. No other business came before the Board. Upon a motion by Mr. Relos, seconded by Ms. Maradik and carried, the meeting adjourned at 11:35 a.m. 3ATT ST: a M. Martin, Clerk REGULAR MEETING BOARD OF PUBLIC WORKS Gary A. Gilot, President �en� David tnber Elizabeth A. Maradik, Member Therese Durso, NUInber / James ¢�. M ucller, Member APRIL 26, 2016 The Regular Meeting of the Board of Public Works was convened at 9:33 a.m. on April 26, 2016, by Board President Gary A. Gilot, with Board Mcmbers David Relos, Elizabeth Maradik. James Mueller, and Therese Dorau present. Also present was Board Attorney Michael Schmidt. ADDITION TO THE AGENDA Mr. Gilm announced there were additional line item awards to American Highway Products for the Street and Sewer Materials bid. REGULAR MEETING APRIL 26, 2016 151 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 April 7, April 12, and April 19, 2016, were approved. OPENING OF BIDS — SALE OF CITY -OWNED PROPERTY — 417 WEST MADISON This was the date set for receiving and opening of sealed bids for the above referenced sale. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri-County News, which were found to be sufficient. Ms. Martin, Clerk of the Board, stated there were no bids received. Mr. Gilot questioned the process when no bids are received. Attorney Schmidt stated there are so many different situations in the sale of property that they would need to confirm Indiana Statute in this particular case and proceed accordingly. OPENING OF BIDS — CENTURY CENTER ELECTRICAL DISTRIBUTION UPGRADES — PROJECT NO 116-007 (HOTEL/MOTFL TAX) 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 Rend Tribune and the Tri- County News, which were found to be sufficient. The following bids were opened and publicly read: DAYS ELECTRICAL 55169CR3N Elkhart, IN 46514 Bid was signed by: Phil Niemzyk 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. No Bid Bond was required. BID: $76,069.00 HERRMAN & GOETZ, INC. 225 S. Lafayette Blvd. South Bend, IN 46601 Bid was signed by: Thomas J. Herrman 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. No Bid Bond was required. BID: S75,750.00 TGB UNLIMITED INC., DBA S/T BANCROFT ELECTRIC 25020 State Road 2 South Bend, IN 46619 Bid was signed by: Scott Bancroft 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. No Bid Bond was required. BID: $89,250.00 Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the above bids were referred to Century Center and Engineering for review and recommendation REGULAR MEETING APRIL 26,201 152 OPENING OF BIDS — THIRTY-NINE (39)MORE OR LESS 2016 OR NEWER ALL WHEEL DRIVE POLICE PATROL VEHICLES (SPEC S) (SUBJECT TO POLICE DEPARTMENT 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: WADE FORD, INC. 3860 South Cobb Drive Smyma, GA 30080 Bid was signed by: Roger A. Moore 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. 'Pen percent (10%) Bid Security was submitted. 1131- Description Year/Make/Model IInit Price As specified 2016 2017 Ford PI AWD Sedan, P2M S24,961.00 om Alternate# Description Cost Total A Patrol Car Installat ons by $1,950.00 $1,950.00 B Slick Top Interceptor Public Safety $1,600.00 $1,600.Oil--- Equipment C Detective Car -All $100.00 $1,600.00 D FuelCNG System by STAG $7,635.00 each $7,635.00 Estimated number of days for delivery from award date. 60-75 cars only 120-150 All units completely equipped. JORDAN MOTORS INC 609 E. Jefferson Blvd, Mishawaka, IN 46545 Bid was signed by: 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. BID: Description Year/Make/Model Unit Price All -Wheel Drive 2016 Ford Police Interceptor Sedan $24 109.00 each Alternate# Description Cost Total A Patrol Car $ $N/A B Slick Top C Detective Car D Ai -Fuel $7,585.00 each $7,585.00 each REGULAR MEETING APRIL 26, 2016 153 Estimated number of days for delivery from award date. 170-84 Days, plus CNG installation BLOOMINGTON FORD, INC. 2200 S. Walnut St. Bloomington, N 47401 Bid was signed by: Sam S. Roberts 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 Security Check was submitted. RRI. Description Year/Make/Model Unit Price Police AWD Sedan 2016 Ford PI AWD (P2M) $23,961.35 Alternate# Description Cost Total A Patrol Car $1,664,00 $1,664.00 B Slick To $11239.00 $1,239.00 C Detective Car $1,239.00 $1,239.00 D Bi-Fuel Not Ford certified or endorsed for bi-fuel conversion. $No Bid $No Bid Estimated number of daysfor delivery from award date. 60-80 days *Bloomington Ford will deliver SBPD police vehicles to your chosen Indiana based CNG upfitter if requested. Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the above bids were referred to Central Services and the Police Department for review and recommendation OPENING OF BIDS — TWO (2), MORE!, OR LESS, 2016 OR NEWER, 3/4 TON EXTENDED CAB TWO WHEEL DRIVE PICK UP TRUCKS (SPEC T) (WATER WORKS 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 bid was opened and publicly read: GATESCHEVROLET 636 W. McKinley Avenue Mishawaka, IN 46545 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. W Up Description Year/Make/Model Unit Price 2 or more 2016 2500 Double Cab Truck $27,892 Alternate# Description Cost Total REGULAR MEETING APRIL 26 2016 154 -Futility bed with customizable $6,178 $12,356 1 compartments. Unit will have sprayed in bed liner in bottoms of compartments and in bed over the top of sides. 2 CNG-Bi-fuel conversion with tanks $10,350 $2Q700 mounted under bed. Estimated number of days for delivery from award date. 90 Days/180 w CNG Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the above bid was referred to Central Services for review and recommendation OPENING OF QUOTATIONS - LINCOLN WAY EAST AND CAROLINE ST SEWER REPAIR -PROJECT NO 115-138 (SEWER CONTRACTUAL SERVICES) Mr. Gilot 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: HRP CONSTRUCTION INC. 5777 Cleveland Road, P. O. Box 266 South Bend, IN 46624 Quotation was submitted by Paul J. Fallon QUOTATION: S40,342.50 SELGE CONSTRUCTION CO.. INC 2833 S. 1 Vh Street Niles, MI 49120 Quotation was submitted by James Boyles QUOTATION: $35,460.00 C & E EXCAVATION, INC. 53767 County Road 9 Elkhart, IN 46514 Quotation was submitted by "Thad Bessinger QUOTATION: $32,853.50 Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the above Quotations were referred to Engineering for review and recommendation. AWARD BIDS - 2016 STREET AND SEWER MATERIALS BID - PROJECT NO 116 015 (MVH,LRSA.SEWERS, SEWER INSURANCE) Ms. Blair Bennett, Engineering, advised the Board that on April 21, 2016, bids were received and opened for the above referenced items. After reviewing those bids, Ms. Bennett recommended that the Board award the contract to the lowest responsive and responsible bidders in unit prices for each product as follows: - Rieth-Riley Constriction Co., Inc., 25200 State Road 23, South Bend, Indiana 46614 for Items Nos.: Al, A4, A7, A14, and C7; - Wash & Kelly, Inc., 24358 State Road 23, South Bend, Indiana 46614 for Item Nos.: A2, A3, A5, A6, A8, and A9; - Bit -Mat Products of Indiana, Inc., P. O. Box 428, Ashley, Indiana 46705 for Item Nos.: Al and All; - Ozinga Ready Mix Concrete, Inc., 715 West Ireland Road, South Bend, Indiana 46614 for Item Nos.: BI, B2, B3, B5, and B6; - Kuert Concrete, Inc., 3402 Lincohnvay West, South Bend, Indiana 46628 for Item Nos.: B4 and B7; REGULAR MEETING APRIL 26. 2016 155 - Klink Trucking, Inc., P. O. Box 428, Ashley, Indiana 46705 for Item Nos.: Cl, C2, C3, C4, C5, and G1; American Highway Products, 11723 Strasburg Bolivar Rd., Bolivar, Ohio 44612 for Item Nos. D3, D6, D10-12, D19, D21, D24, D25, D31-33, D39, D40, and D45-48; - Bernath LLC d/b/a Seal Master, 1010 East Sumner Avenue, Indianapolis, Indiana 46627 for Item Nos.: E1, E2, E3, FA, and E5. Therefore, Mr. Relos made a motion that the recommendation be accepted and the bids be awarded as outlined above. Ms. Maradik seconded the motion, which carried. --- AWARD BID - EQUIPMENT PURCHASE FOR NF.I.I.O CORPORATION, PHASE VII - PROJECT NO. 116-056 (RWDA TIF) Mr. Richard Estes, Engineering, advised the Board that on April 21, 2016, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Estes recommended that the Board award the contract to the lowest responsive and responsible bidder Alta Equipment Company, 3502 West McGill Street, South Bend, Indiana 46623, in the amount of $304,500.00. 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. Mr. Gilot asked Mr. Estes if Nello had signed off on all of these equipment awards, noting they should provide a letter or email acknowledgement. Mr. Estes stated they had approved the awards and he would get something in writing. AWARD BID - EQUIPMENT PURCHASE FOR NELLO CORPORATION PHASE VIII PROJECT NO. 116-057 (RWDA TIF) Mr. Richard Estes, Engineering, advised the Board that on April 21, 2016, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Estes recommended that the Board award the contract to the lowest responsive and responsible bidder Great Dane Trailers, 4301 West Bradbury Avenue, Indianapolis, Indiana 46241, in the unit price amount of $30,200.00 for a total of $90,600.00. 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 - EQUIPMENT PURCHASE FOR NELLO CORPORATION PHASE IX PROJECTNO 116-058 (RWDA TIF) Mr. Richard Estes, Engineering, advised the Board that on April 21, 2016, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Estes recommended that the Board award the contract to the lowest responsive and responsible bidder Truck Centers, Inc., dba Hill Truck Sales, 1011 West Sample Street, South Bend, Indiana 46619, in the amount of $1.08,854.00. 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 - EQUIPMENT PURCHASE FOR NELLO CORPORATION PHASE X PROJECTNO 116-059 (RWDA TIF) Mr. Richard Estes, Engineering, advised the Board that on April 21, 2016, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Estes recommended that the Board award the contract to the lowest responsive and responsible bidder Permadur Industries, Inc., 186 Route 206 South, Hillsborough, New Jersey 08844, in the amount of $128,900.00. 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 - EQUIPMENT PURCHASE FOR NELLO CORPORATION PHASE XI PROJECT NO 116- 060 (RWDA TIF' Mr. Richard Estes, Engineering, advised the Board that on April 21, 2016, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Estes recommended that the Board award the contract to the lowest responsive andresponsible bidder Peddinghaus Corporation, 300 North Washington, Bradley, Illinois 60915, in the amount of $1,360,195.00. 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. REGULAR MEETING APRIL 26, 2016 156 AWARD BID — EQUIPMENT PURCHASE FOR NFLLO CORPORATION PHASE XII PROJECT NO 116-061 (RWDA TIE) Mr. Richard Estes, Engineering, advised the Board that on April 21, 2016, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Estes recommended that the Board award the contract to the lowest responsive and responsible bidder The Lincoln Electric Company, 3749 Broadmoor Avenue, Suite B, Grand Rapids, Michigan 49512, in the amount of $190,142.12. 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 - 2016 CURB AND SIDEWALK - PROJECT NO 116 029 (MVH) Ms. Hanako Parkhill, Engineering, advised the Board that on April 21, 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, Premium Concrete Services, Inc., 712 Richmond Street, Elkhart, Indiana 46516, in the unit prices; Division A, not to exceed $77,809.00; Division B, not to exceed $25,575,00; Division C, not to exceed $159,970.00; and Division D, not to exceed $96,396.00. 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 — LAWN CARE SERVICES FOR THE CITY OF SOUTH BEND PROJECT NO. 116-002 (EDIT) Ms. Hanako Parkhill, Engineering, advised the Board that on April 21, 2016, bids were received and opened for the above referenced project. After reviewing those bids, Ms. Parkhill recommended that the Board award contract to the lowest responsive and responsible bidder for each division: Caretaker Landscaping & Lawn, LLC, P. 0. Box 324, Michigan City Indiana 46360, in unit prices for Division A, not to exceed $32,370.00, and Division B, not to exceed $69,090.00; and Kennedy Expressline Lawn Services, 4324 Ashard, South Bend, Indiana for Division C, not to exceed $2,000.00. 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. Ms. Hana Parkhill, Engineering, stated Kennedy Expressline had submitted an application for the Indiana MBE/WBE registry but withdrew it due to some missing information. She noted they have re -applied and are in the process of getting their certification. Ms. Blair Bennett, Engineering, advised the Board that on April 12, 2016, quotations were received and opened for the above referenced project. After reviewing those quotations, Ms. Bennett recommended that the Board award the contract to the lowest responsive and responsible bidder, J. L. Milling, Inc., 15262 Industrial Drive, Schoolcraft, Michigan 49087, in the unit pricing not to exceed the amount of $48,150.00. 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 — 2016 TREE REMOVAL AND STUMP GRINDING PROJECT NO. 116-016 (MVH) Ms. Hanako Parkhill, Engineering, advised the Board that on April 12, 2016, quotations were received and opened for the above referenced project. After reviewing those quotations, Ms. Parkhill recommended that the Board award the contract to the sole bidder, K C Tree, Inc, 1320 Third Street, Osceola, Indiana 46561, in unit pricing not to exceed the amount of $30,080.00, 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. AWARD QUOTATION — REMOVAL AND REPLACEMENT OF TY4'O (2) ABOVE GROUND HOISTS FOR CENTRAL SERVICES (CENTRAL SERVICES CAPITAL) Mr. Jeffrey Hudak, Central Services, advised the Board that on April 12, 2016, quotations were received and opened for the above referenced equipment. After reviewing those quotations, Mr. Hudak recommended that the Board award the contract to the lowest responsive and responsible bidder, Ridge NAPA South Bend, 3135 South Main Street, South Bend, Indiana 46613, in the amount of $12,799.00. 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. REGULAR MEETING APRIL 26 2016 157 APPROVE CHANGE ORDER NO I — EQUIPMENT PURCHASE FOR NELLO CORPORATION —PROJECT NO. 115-005 (RWDA'TIF) Mr. Gilot advised that Mr. Rich Estes, Engineering, has submitted Change Order No. 1 on behalf of PPT Industrial Machines, Inc. d/b/a Pacific Press Technologies, 714 Walnut St., Mt. Carmel, Illinois, indicating the contract amount be increased by $85,484.96 for a new Contract sum, including this Change Order, in the amount of $3,583,184.96. Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — COLFAX AVENUE AND HILL STREET IMPROVEMENTS —PROJECT NO. 1.1.4-018B (REDA TIF) Mr. Gilot advised that Mr.Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of L. L. Geans Construction Co., 1905 Elder Rd., Mishawaka, Indiana 46545, indicating the contract amount be increased by $4,850.00 and one (1) additional day; for a new Contract sum, including this Change Order, in the amount of $62,104.00. Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the Change Order was approved. Mr. Roles noted the agenda had the RWDA TIF listed as the funding source and it should be REDA TIP. APPROVAL OF REQUEST 'TO ADVERTISE FOR THE RECEIPT OF BIDS — FIVE - THOUSAND (5 000)MORE OR LESS UNIVERSAL NESTABLE REFUSE CONTAINERS (SOT.ID WASTE CAPITAL) 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 Mr. Relos, seconded by Ms. Maradik and carried, the above request was approved. ADOPT RESOLUTION NO. 24-2016 — A RESOLUTIONy OF THE SOUTH BEND BOARD OF PUBLIC WORKS AUTHORIZING ADMINISTRATIVE SETTLEMENT RELATED TO ACOUISION OF PROPERTY IN THE CITY OF SOUTH BEND, INDIANA Attorney Aladean DeRose stated both of these resolutions relate to land that the City needed for the Smart Streets project, but were not able to settle with the property owners and were therefore forced into condemnation procedures. She noted after condemnation negotiations the City sat — down with the owners and was able to reach a settlement. She stated Resolution No. 24-2016 approves a payment of $163,525 to the Palmer Funeral Homo owners which includes loss of business and relocation reimbursements. She stated both resolutions authorize Mr. Dave Roles to sign all of the closing documents. Attorney DeRose noted the City will transfer property they own and no longer need to the Palmer Funeral Home owners to relocate their business. 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.24-2016 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS AUTHORIZING ADMINISTRATIVE SETTLEMENT RELATED TO ACQUISITION OF PROPERTY IN THE CITY OF SOUTH BEND, INDIAN'A (Smart Streets Project —Palmer Funeral Home and Individuals) WHEREAS, pursuant to Ind_ Code § 32-24.2-2 the City of South Bend, Indiana ("City") is a municipality; the South Bend Redevelopment Authority ("the Authority") is a separate body politic and instrumentality of the City; and the South Bend Redevelopment Commission ("thc Commission") exists and operates pursuant to Ind. Code 36-7-14; and WIIEREAS, the Authority issued its Lease Rental Revenue Bonds of 2015 _. ($25,000,000.00) for the construction of certain local public improvements in the City including completion of the City's Smart Streets initiative (the "Smart Streets Project"); and WHEREAS, the South Bend Board of Public Works ("the Board") has been designated to cant' out the construction of the of the Smart Streets Project for the Authority, and has accepted that duty under its Resolution No. 15-2016, and pursuant to its powers under Ind. Code §§ 36-9- 6-3 and 36-1-10.5-1, for the benefit of the City and in the best interest of the City's citizens; and WHEREAS, the Board has determined that in order to properly complete the Smart Streets Project, it is necessary to acquire a permanent foe simple interest in certain property REGULAR MEETING APRIL 26, 2016 158 located on Chippewa Avenue, South Bend, St. Joseph County, Indiana, specifically a portion of Lots 27, 37, 38 and 39 in the Plat of Chippewa Heights, Subdivision to the City of South Bend in Plat Book 9, at Pages 35 and 70 respectively in the Office of the Recorder of St. Joseph County; and WHEREAS, the Board has further determined that to properly complete the Smart Streets Project, it is also necessary to acquire a temporary easement for right of way in certain property located on Chippewa Avenue, South Bend, St. Joseph County, Indiana, specifically a portion of Lots 27, 37, and 38 in the Plat of Chippewa Heights, Subdivision to the City of South Bend in Plat Book 9, at Pages 35 and 70 respectively in the Office of the Recorder of St. Joseph County; and WHEREAS, in accordance with Ind. Code § 32-24-2-1, acquisition of the above referenced real property (the "Properties") was initiated by the Board through administrative condemnation proceedings which ultimately resulted in a lawsuit by the City against the Property owner, Palmer Funeral Home, Inc., under Cause No. 71C01-1602-MI-000061 and against property owners K.R. Palmer and Kent' Palmer under Cause No. 71C01-1602-MI-000060 (collectively "all property owners"); and WHEREAS, in order to settle the condemnation lawsuit, a settlement was reached between and among all property owners and the City, negotiated and prepared by the City Department of Law. The Settlement Agreement includes monetary compensation to all property owners in the aggregate surn of One Hundred Sixty -Throe Thousand Five Hundred Twenty -Five Dollars ($163,525.00) plus the City's conveyance to property owners K.R. Palmer and Kerry Palmer at a later time of a parcel of adjacent land, which is of no use to the City, as permitted by Ind. Code § 36-1-11-9, that is, a part of Lot Numbered 39 as shown on the recorded Plat of Chippewa Heights; and WHEREAS, the Board desires to acquire the Properties per the Release and Settlement Agreement, and to designate David Relos of this Board and of the City Department of Community Investments, to execute on behalf of the City the property conveyance instruments required and contemplated by the Settlement Agreement NOW, THEREFORE, BE IT RESOLVED, by the City of South Bend, Indiana, Board of Public Works, as follows: 1. The Board hereby finds that the acquisition of the Properties for the Smart Streets Project serves a public purpose, will be of benefit to the health or general welfare of the City, and is in the best interest of the citizens of the City, and that acquiring the Properties is necessary in order to properly complete the Smart Streets Project. 2, The Board further finds that the transfer of City -owned adjacent property to the property owners to facilitate resolution of the condemnation proceedings also serves a public purpose; that the City has no use for such property; and that transfer of the property to a tax -paying entity is in the best interest of the citizens of the City. 3. Payment of monetary compensation to the property owners of One Hundred Sixty -Three Thousand Five Hundred Twenty -Five Dollars (S163,525.00) is approved for the value of property and other damages and costs incurred or to be incurred by the property owners' incidental to condemnation proceedings pursuant to the Settlement Agreement, 4. The Board hereby designates David Relos of this Board to execute on behalf of the City and this Board all appropriate documents and instruments of property conveyance as required by the Settlement Agreement unless required differently by law. Adopted at the meeting of the City of South Bend, Indiana, Board of Public Works held on April 26, 2016, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601 REGULAR MEETING APRIL 26.2016 159 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. 25-2016 — A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS AUTHORIZING ADMINISTRATIVE SETTLEMENT RELATED TO ACQUISITION OF PROPERTY IN THE CITY OF SOUTH BEND, INDIANA Attorney Aladean DeRose stated this resolution is the same situation as Resolution No. 24-2016. In this case, she stated, the City will pay $16,900 for the property and $125,646 in damages for relocation of the Southgate Church. Mr. Gilot noted a portion of this being disputed claims, would it be setting a precedent on future condemnation procedures? Ms. DeRose stated the City feels the damages are reasonable due to some loss of business by the business owners, but noted these are each unique transactions and not precedent setting. 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. 25-2016 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ORIZING ADMINISTRATIVE SETTLEMENT RELATED TO ACQUISITION OF PROPERTY IN THE CITY OF SOUTH BEND, INDIANA (Smart Streets Project -Southgate Church) WHEREAS, pursuant to Ind. Code § 32-24-2-2 the City of South Bend, Indiana ("City") is a municipality; the South Bend Redevelopment Authority ("the Authority") is a separate body politic and instrumentality of the City; and the South Bend Redevelopment Commission ("the Commission") exists and operates pursuant to Ind. Code 36-7-14; and WHEREAS, the Authority issued its Lease Rental Revenue Bonds of 2015 ($25,000,000.00) for the construction of certain local public improvements in the City including completion of the City's Smart Streets initiative (the "Smart Streets Project"); and WHEREAS, the South Bend Board of Public Works ("the Board") has been designated to carry out the construction of the of the Smart Streets Project for the Authority, and has accepted that duty under its Resolution No. 15-2016, and pursuant to its powers under Ind. Code §§ 36-9- 6-3 and 36-1-10.5-1, for the benefit of the City and in the best interest of the City's citizens; and WHEREAS, the Board has determined that in order to properly complete the Smart. Streets Project, it is necessary to acquire a permanent fee simple interest in certain property located within the right of way lines in Lot I Calvary Minor Subdivision, South Bend, St. Joseph County, Indiana, recorded as Instrument No 0033925 in the Office of the St..Ioseph County Recorder containing approximately 1,421 square feet, and an additional 800 square feet property, also within the right of way but located elsewhere within the same Lot 1 Calvary Minor Subdivision; and WHEREAS, the Board has further determined that to properly complete the Smart Streets Project, it is also necessary to acquire a temporary easement for right of way in certain property located within the same Lot I Calvary Minor Subdivision, South Bend, St. Joseph County, Indiana, recorded as Instrument No 0033925 in the Office of the St. Joseph County Recorder containing approximately 7,546 square feet; and WHEREAS, in accordance with Ind. Code § 32-24-2-1, acquisition of the above referenced real property (the "Properties") was initiated by the Board through administrative condemnation proceedings which ultimately resulted in a lawsuit by the City against the Property REGULAR MEETING APRIL 26. 2016 160 owner, Southgate Church Inc. d/b/a Southgate Church ("the Church"), under Cause No. 71C01- 1602-MI-000044; and WHEREAS, in order to resolve the condemnation lawsuit, a settlement was reached between the Church and the City, negotiated and prepared by the City Department of Law. The Settlement Agreement includes monetary compensation to the Church of Sixteen Thousand Nine -Hundred Dollars ($16,900.00) for the fee simple and temporary easement interests plus additional compensation in the maximum sum of One Hundred Twenty Five Thousand, Six Hundred Forty-six dollars ($125,646.00) for the damages and other costs to the Church caused by the City's acquisition of Church real property; and WHEREAS, the Board desires to acquire the Properties per the Release and Settlement Agreement, and to designate David Relos of this Board and of the City Department of Community Investments, to execute on behalf of the City the property conveyance instruments required and contemplated by the Settlement Agreement NOW, THEREFORE, BE IT RESOLVED, by the City of South Bend, Indiana, Board of Public Works, as follows: L The Board hereby finds that the acquisition of the Properties for the Smart Streets Project serves a public purpose, will be of benefit to the health or general welfare of the City, and is in the best interest of the citizens of the City, and that acquiring the Properties is necessary in order to properly complete the Smart Streets Project. 2. Payment of monetary compensation to the Church is approved pursuant to the Settlement Agreement consisting of Sixteen Thousand Nine -Hundred Dollars (S16,900.00) for the fee simple and temporary easement interests, plus additional compensation in the maximum sum of One Hundred Twenty Five Thousand, Six Hundred Forty-six dollars ($125,646.00) for the damages and other costs to the Church caused by the City's acquisition of the Church's real property. 3. The Board hereby designates David Relos of this Board to execute on behalf of the City and this Board all appropriate documents and instruments of property conveyance as required by the Settlement Agreement unless required differently by law. Adopted at the meeting of the City of South Bend, Indiana, Board of Public Works held on April 26, 2016, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601 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 26-2016 — A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON THE DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY 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. 26-2016 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE. PROPERTY FIREFIGHTER FIRE IIELMET AND BOOTS REGULAR MEETING APRIL 26.2016 161 WHEREAS, pursuant to I.C. 36-9-6-1 et. seq., the Board of Public Works ("Board") has the duty and authority to have custody, control, use, and to dispose of real and personal property owned by the City of South Bend, Indiana; and WHEREAS, IC 5-22-22-6 permits and establishes the procedure for disposal of personal property which is no longer needed by the City and which is unfit for the purpose for which it was intended; and WHEREAS, on April 1, 2016, Firefighter Michael S. Kowalski retired from the South Bend, Indiana, Fire Department over thirty-eight (38) years of service, and the Board of Public Safety of the City of South Bend, Indiana has determined that he has retired in good standing; and WHEREAS, on April 1, 2016, Firefighter Eddie J. Hernandez retired from the South Bend, Indiana, Fire Department over thirty-four (34) years of service, and the Board of Public Safety of the City of South Bend, Indiana has determined that he has retired in good standing; and WHEREAS, on April 1, 2016, Firefighter James M. Lopez retired from the South Bend, Indiana, Fire Department over thirty-eight (38) years of service, and the Board of Public Safety of the City of South Bend, Indiana has determined that he has retired in good standing; and WHEREAS, on April 1, 2016, Firefighter Paul J. Radecki retired from the South Bend, Indiana, Fire Department over forty-two (42) years of service, and the Board of Public Safety of the City of South Bend, Indiana has determined that he has retired in good standing; and WHEREAS, Chief Stephen Cox has advised the Board that this Firefighter's fire helmet and boots ("Property") are of no further use to the Department, are of no practical value, and have an estimated market value of less than One -Thousand Dollars ($1,000.00); and WHEREAS, the Board has determined that the Property is worthless as that term is defined in I.C. 5-22-22-8(b); and WHEREAS, I.C. 5-22-22 permits and establishes procedures for the disposal of personal property which is either unfit for the purpose for which it was intended, no longer needed by the City, or property which is deemed worthless. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend, Indiana, as follows: 1. The Property is no longer needed by the City of South Bend, is rmfit for the purposes for which was intended, and has an estimated value of less than One -Thousand Dollars ($1,000.00). 2. The Property may be demolished, junked or otherwise disposed in a manner determined by the Fire Chief, including donation to the Firefighter as a token for his years of service to the City of South Bend. ADOPTED this 26th day of April, 2016. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS sl Gary A. "lot s/ David P. Relos s/ Elizabeth A. Maradik s/ Therese J. Doran s/James A. Mueller ATTEST: s/Linda M. Martin, Clerk REGULAR MEETING APRIL 26 2016 162 APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA 'The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for a royal: Type Business Description Amount/ Motion/ Contract South Bend Additional Pollee Patrols in the FundingSecond $90,000 Maradik/Relos Police Neighborhood Revitalization (CDBG) Department Area (NRA) and other Low - Moderate Income Areas approved b the Citv Professional Watertrax Database Software for Water $51,570; Gilot/Relos; Services Quality Information $11,000/year Approval of Agreement for three Three Year years, plus Agreement at $40,570One $11,000/year, Time Start -Up subject to (Water Works Appropriation Operations of Years 2 and and 3 Maintenance) Independent Dale Inspection Services for Two- $26.50/Hour Relos/Maradik Contractor Clingerman Way Streets Conversion Project NTE $25,006 Agreement Real Beacon Transfer of Right -of Way to NTE$25;000 Relos/Maradik Property Medical City for Development of (TIF Transfer I Group, Inc. Marion St. and Michigan St. Infrastructure Agreement fka Memorial Roundabout Bond) Health System, Inc. Professional 'The Troyer Safe Routes to School near NTE Relos/Maradik Services Cnoup, Inc. Monroe Primary and $185,822 Agreement Studebaker Elementary (LRSA) Professional Abo=wche Safe Routes to School near NTE Relos/Maradik Services Consultants, LaSalle Intermediate and $158,500 Agreement Inc. Marquette Primary (LRSA) Professional United Coal Line Trail Phase I, Coal NTE 1 Maradik/Relos Services Consulting Line Trail Phase I1 $352,025; Agreement $273 830 (RWDA TIF Maintenance Kirby Risk Software Maintenance & $25,922.60 Maradik/Relos Agreement Electrical Support for Monitoring & (O&M) Supply Control of the Wastewater "Treatment Plant Maintenazice AT &T NetMotion Three (3) Year $42,390 Maradik/Rclos Agreement Mobility Maintenance on 300 Police Car (Police Renewal Laptops to Retain Connectivity Department when Cellular Connectivity Operating) Drops; Extra's to go to Fire Department Professional Lawson- Roundabout at Corby NTE Relos/Maradik Services Fisher Blvd./Ironwood Dr./Rockne Dr. $468,625 Agreement Associates, (LRSA) P.C. Amendment American Increase Dowutown 2-Way Increase of Relos/Maradik No. 3 to Structurepoint Conversion Engineering $39,409; New Professional , Inc. Agreement Total of Services $1,016,099 Agreement (TIF Bond Amendment Lawson- Update of City of South Bend $79,700 Maradik/Relos No. 2 to Fisher Construction Standards & (Engineering Professional Associates, Prevailing Specifications Professional Services P.C. I Services) REGULAR MEETING APRIL 26, 2016 163 Agreement APPROVAL OF PERMIT AND LICENSE APPLICATIONS The followinp permit and license annlicatinna wPrP „�Paa„rPd e . Applicant Description Date/Time ' Locations Motion Carried Bike Michiana Non -Residential May 17, XI6, Colfax Ave. from Relos/Maradik Block Party — 5:30 a.m. to Michigan St. to Main Bike Michiana 10:00 a.m. St. Coalition/Bike to Work Week Blueberry Pancake Breakfast South Bend Non Residential July 3, 20 66, Fire Works from Maradik/Relos Park Block Party - 5:00 p.m. to Jefferson St. Bridge: St. Department July 3rd Concert 11:30 p.m. Joseph St. to Niles Ave. & Fire Works Riley High Procession: September 23, On Route as Submitted Relos/Maradik School Homecoming 2016; 4:00 Parade p.m:6:30 p.m. Our Lady of Procession: May 8, 2016; On Route as Submitted Maradik/Dorau Hungary Balloon Rosary 10:30 a.m. - Walk for 12:000 p.m. Mother's Day Chicory of Sidewalk Cafe Sunday through 105 E. Jefferson Blvd. Maradik/Dorau South Bend Saturday, 10:00 a.m.-10:00 P.M. Bmno's Pizza Sidewalk Cafe Sunday through 131 S. Michigan St Maradik/Dorau Saturday, 11:00 a.m.-10:00 P.M. 327 W. Marion St. Maradik/Dorau Fm1Ws Place Sidewalk Cate Sunday through Saturday, 11:00 a.m.-11:00 p.m. LePeep of Sidewalk Cafe Monday 127 S. Michigan St. Maradik/Dorau South Bend, through Friday, Inc. 6:30 -2:00 p,m.; Saturday - Sunday, 7:00- 2:00 p.m. TABLE PETITION TO VACATE SOUTH BEND AVENUE FROM NOTRE DAME AVENUE TO FRANCES STREET Mr. Gilot indicated that Thomas Troeger, Highline, LLC, has submitted a request to vacate the above referenced street. Ms. Martin, Clerk of the Board, stated there was a request to table this item at this time. Therefore, Mr. Relos made a motion recommending the Board table the request for vacation. Ms. Maradik seconded the motion which carried. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the following traffic control devices were approved: NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATION: a) South Side of Napier Street at Walnut Street; Two (2) Spaces b) 1 t32 East Sorin Street c) 1136 East Smin Street REMARKS: All criteria has been met. REMOVAL: Northem-Most 15 Minute Parking Sign LOCATION: 231 South Michigan Street, Former Dainty Maid Bakery REMARKS: No Longer Needed REGULAR. MEETING APRIL 26, 2016 164 NEW INSTALLATION: Two (2) Police Parking Only Signs with Arrows; Relocate Two (2) Hour Parking Signs LOCATION: Southwest Comer of North Main and Navarre Streets Intersection, along West Side of North Main Street REMARKS: To Accommodate Police Parking when assisting Emergency Vehicles and for Emergency Hospital Response RATIFY APPROVAL AND/OR RELEASE CONTRACTOR AND EXCAVATION BONDS Ms. Donna Hanson, Division of Engineering, recommended that the following Contractor and Excavation Bonds be ratified nursuant to Resnhitinn i no-Innn .,.,ai,.....oie....,.a .... w�. Business Bond Type 9P Approved/ Released E&eMive Date Fiber Tel Contractors, Inc. Excavation Released May 6, 2016 D.A. D'Agostino Custom Excavation and Contractor Approved Apri] 18, 2016 Trucking, Inc. Mr. Relos made a motion that the Bonds approval and/or release as outlined above be ratified. Ms. Maradik seconded the motion, which carried. 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 $5,080,093.49 4/22/2016 City of South Bend $1,564,574.15 4/22/2016 City of South Bend $1,021,319.02 4/26/2016 U. S. Bancorp Government Leasing and Finance, Inc. $11,816.20 4/21/2016 Requisition Request No. 3, Pyramid Equipment Invoice No.24981 U. S. Bancorp Government Leasing and Finance, Inc. $150,973.50 4/21/2016 Requisition Request No. 4, Midwest Meter Inc., Invoice No. 0076674-IN U.S. National Bank Assoc.; EarthCarn.met, Payment No. $11,296.86 4/22 2016 27 U. S. Bank National Assoc.; ARC Doctunent Solutions; $4,007.26 4/22/2016 American Stmcturepoint for 2-Way Street Conversion Project; Payment No. 26 U.S. Bank National Assoc., U.S. Bancorp Government $87,960.00 4/14/2016 Leasing and Finance, Inc.; Pyramid Equipment, Pay Requisition No. 5 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 10:27 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President David P. clos, em er Elizabeth A. Maradik, Member REGULAR MEETING APRIL 26,201 165 ATTEST: 4,1ta M. Martin, C erk Therese S. Dorau, Member 7• es A. Mueller, M