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Home My WebLink About07122016 Board of Public Works MeetingAGENDA REVIEW SESSION JULY 7.2016 224 Hana Parkhill stated that this is for reevaluation of the Emmet model. The new model will give more detail. No other business came before the Board. Upon a motion by Mr. Relos, seconded by Ms. Doran and carried, the meeting adjourned at 11:14 a.m. BOARD OF 4V Gary A. Gilot, President David �Nfe-nu,, Elizabeth�A. M^ara�dik�Mcm\ber 'Therese Doran., Member Jan A._btuell , M er ATTEST: Lida M. Martin, Jerk REGULAR MEETING JULY 12, 2016 The Regular Meeting of the Board of Public Works was convened at 9:37 a.m. on July 12, 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, ADDITION TO THE AGENDA _ Mr. Gilot noted the addition to the agenda of a request to advertise for the IIVAC system at Martin Luther King Jr. Center. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the Minutes of the Agenda Review Session, Regular Meeting. and Claims Review Meeting of the Board held on June 23, June 28, and July 5, 2016 were approved. OPENING OF BIDS — FREMONT PARK SPLASH PAD DESIGN AND INSTALL 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- County News, which were found to be sufficient. The following bids were opened and publicly read: W. A. SMITH. INC. 15508 Prime Road Yoder, IN 46798 Bid was signed by: William Smith 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 Security Check was submitted. BID: $99.999.00 REGULAR MEETING JULY 12, 2016 225 SNIDER RECREATION INC 10139 Royalton Road, Suite K North Royalton, OH 44133 Bid was signed by: James C. Snider Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Five percent (5%) Bid Bond was submitted. BID: 2016-2706A $120,000.00 2016-2706B $120,000.00 Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the above bids were referred to the Park Department for review and recommendation. AWARD BID — THREE (3)MORE OR LESS, 2016 OR NEWER, COMPACT FOUR DOOR SEDAN AUTOMOBILES - SPEC Y (BUILDING DEPARTMENT CAPITAL LEAS Mr. Jeffrey Hudak, Central Services, advised the Board that on June 14, 2016, bids were received and opened for the above referenced vehicles. After reviewing those bids, Mr. Iludak 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 $16,735.00 for a total of $66,940.00 for four (4) vehicles. 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. APPROVE AMENDMENT TO BID AWARD MEMO MARRIOTT HOTEL SITE DEVELOPMENT AT IIALL OF FAME PHASE.I — PROJECT NO. 116-021 In a Memo to the Board, Mr. Richard Estes, Engineering, stated on June 28, 2016, he submitted a Memo to the Board recommending the award of the above project to Majority Builders. Included in that Memo was a bid tab. Mr. Estes stated he is now requesting to revise that bid tab showing that Rieth Riley's total be corrected from $897,806.32 to $3,979,610.00 due to an error on their part in listing the unit price total rather than the multiple unit's column total. He noted the correction to the math error does not affect the bid award. Upon a motion by Ms. Maradik, seconded by Mr. Relos and carried, the corrected Memo and bid tabulation was approved for the record. AWARD QUOTATION — 2016 DOWNSPOUT DISCONNECT PROGRAM PROJECT NO 115-098 (WASTEWATER OTHER CONTRACTUAL) Ms. Hana Parkhill, Engineering, advised the Board that on June 28, 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 lowest responsive and responsible bidder, Acorn Landscaping, LLC, 3680 West Sample Street, South Bend, Indiana 46619, in unit prices not to exceed the amount of $48,355.00. 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 —NORTH STATION FILTRATION PLANT VESSEL NO 5 RAW WATER STAINLESS STEEL PIPE REPI ACEMENT (WATFR WORKS OPERATIONS) Mr. Matthew Bussell, Water Works, advised the Board that on June 28, 2016, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Bussell recommended that the Board award the contract to the sole bidder, Zimmerman Industrial Piping, Inc., 117 North Clay St, Mishawaka, Indiana 46545, in unit prices not to exceed the amount of $31,885.50. 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. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - MARTIN LUTHER KING, JR. CENTER HVAC REVISIONS — PROJECT NO 116-064 (PARK BOND) In a memorandum to the Board, Ms. Nadia Correa, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the above request was approved. REGULARMEETING JULY 12, 2016 226 APPROVE CHANGE ORDER NO. 18 — WASTEWATER TREATMENT PLANT DIGESTER NO. 2 UPGRADE AND DIGESTER GAS CLEANING — PROJECT NO 111-029 (2011/2012 SEWER BOND) Mr. Gilot advised that Mr. Jacob Klosinski, Environmental Services, has submitted Change Order No. 18 on behalf of Grand River Constriction Co., Inc., 5025 40`h Avenue, Hudsonville, Michigan 49426, indicating the contract amount be decreased by $50,000.00 for a new contract sum, including this Change Order, in the amount of $5,930,037.00. Upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — COOUILLARD SAFE ROUTES TO SCIIOOL — PROJECT NO. 114-066 (LRSA) Mr. Gilot advised that Ms. Blair Bennett, Engineering, has submitted Change Order No. I on behalf of INDOT indicating the contract amount be increased by $2,184.00 for a new contract sum, including this Change Order, in the amount of $496,828.00. Upon a motion made by MT. Relos, seconded by Ms. Maradik and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — EQUIPMENT PURCHASE FOR NELLO CORPORATION, PHASE XII — PROJECT NO. 116-061 (RWDA TIF Mr. Gilot advised that Mr. Richard Estes, Engineering, has submitted Change Order No. 1 on behalf of The Lincoln Electric Company, 3749 Broadmoor Avenue, Suite B, Grand Rapids, Michigan 49512, indicating the contract amount be increased by $26,910.14 for a new contract sum, including this Change Order, in the amount of $217,052,26. Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — OLIVE STREET AND SAMPLE STREET RECONSTRUCTION —PROJECT NO 113-002 (MAJOR MOVES) Mr. Gilot advised that Mr. Roger Nawrot, Engineering, has submitted Change Order No. 1 on behalf of Indiana Department of Transportation, indicating the contract amount be increased by $10,400.00 for a new contract sum, including this Change Order, in the amount of $8,957.769.00. Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the Change Order was approved. APPROVE CHANGE ORDER NO 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — COLFAX AVENUE AND HILL STREET IMPROVEMENTS DIVISION A — PROJECT NO. 114-018A (REDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of TGB Unlimited dba S/T Bancroft Electric, 25020 State Road 2, South Bcnd, Indiana 46619, indicating the contract amount be decreased by $13,342.25 for a new contract sum, including this Change Order, of $124,181.43. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $124,181.43. 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. Ms. Maradik noted the funding source should state REDA TIF, not RWDA TIF as listed on the agenda. APPROVE CHANGE ORDER NO 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — COLFAX AVENUE AND HILL STREET IMPROVEMENTS DIVISION B PROJECT NO. 114-018B (REDA TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of L. L. Geans Construction Co., 1905 Elder Road, Mishawaka, Indiana 46545, indicating the contract amount be increased by $2,697.60 for a new contract sum, including this Change Order, of $64,801.60. Additionally submitted was the Project Completion Affidavit indicating this new final cost of $64,801.60. 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. APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for approval: Type Business Description Amount/ Motion/ N� Funding Second Memorandum Indiana Facilitate Quick Response N/A Relos/Maradik of Michigan Time and Communication Understanding Power between City and I&M so as REGULAR MEETING JULY 12.2016 227 Company not to Delay Work on on Bend One -Way to Two - Way Street Conversion Contract Kaseya Desktop Management/Virus $50,224.65 ReloslMaradik Renewal. Protection Software for Three (3) Renewal Years (IT Professional MWH CSO Jong Term Control _Operations) $430,000 Relos/Mazadik Services Americas, Inc. Plan Reassessment, Phase (Wastewater Agreement IC O&M Professional Southeastern Background Screenings of $18.50 per Maradik/Relos Services Security City Employees Applicant Agreement Consultants, (Various Inc. (SSCI) Funding) Professional DLZ Indiana, Inspection Services for NTE $50,000 Relos/Maradik Services LLC ! Marriott Site Development (RWDA TIF) Subject to Agreement at Hall of Fame, Phase I Redevelopment Commission Professional Arcadis Assist in Compliance with NTE Approval Maradik/Dorau Services Lead and Copper Rule and $150,000 Agreement Capital Improvement Plan (Water Works Professional Services) APPROVAL OF PERMIT AND LICENSE APPLICATIONS The following permit and license applications were nreceMcA fn Applicant Description Date/Time Location Motion Carried Emee Miller Residential July 31, 2016, East Wayne Street from Maradik/Relos Block Party — 3:00 p.m. to Eddy St. to Sunnyside Wayne Street 6:00 p.m. Blvd. Block Parry Reverend Residential July 23, 2016; Lindsey St. from Scott Maradik/Relos Derrick Gene Block Party — 10:00 a.m. to St. to Leland Ave. Weaver St. Paul Bethel 2:00 p.m. On the Yazd Sam Centellas Non- July 20, 20 66, Liberty from Western. Maradik/Relos (La Casa de Residential 1:00 P.M. to Ave. to W, Jefferson Amistad) Block Party - 10:00 p.m. Blvd. West Side Wednesday Carissa Non- July 23, 2016; Eddy St, From Napoleon Maradik/Relos McNeill KRG Residential 6:00 a.m. to to Angela Blvd. Eddy St Block Party - 1:00 p.m. Commons Coffee and Cars Vegetable Sidewalk Cafe Wednesday and 129 North Michigan St. Maradik/Relos Buddies Thursday: 4:00 p.m. to 12:00 a.m.; Friday and Saturday: 4:00 p.m. to 2:00 a.m. APPROVE STREET CLOSURE — RALLY — UAW LOCAL NO 9 Mr. Gilot stated the UAW Local No. 9 has requested that Westmoor St. be closed 20' east of Honeywell's Gate No. 9 to Bendix Dr., for a rally scheduled for July 18, 2016 from 3:00 p.m. to 7:00 p.m. Mr. Gilot stated the applicant has a right to a peaceful assembly and to speak their mind, but the Board manages the right-of-way. He stated after review of the aerial photos of this REGULAR MEETING JULY 12, 2016 228 part of Westmoor St., it appears that Honeywell's parking lot entrances would not be affected by this closure, that their parking lots empty into Prast Blvd. He stated the Board would like to give Honeywell an opportunity to accommodate the event on their property, and if they are able to, the street could remain open. The Board agreed the closure should be 100' east of Gate No. 9, rather than the 20' being requested, to assure a safe buffer to the main gate. Theretore, upon a motion by Mr. Relos, seconded by Ms. Maradik and carried, the Board approved the street closure subject to the closure being 100' east of Gate No. 9 to Bendix Dr., and the UAW making an effort to reach out to Honeywell for use of their property for the event, if allowed. APPROVE/DENY TRAFFIC CONTROL. DEVICES Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the following traffic control device was denied: NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATION: 1117 E Bowman, Apt 2 REMARKS: All criteria has not been met. The property has a driveway with flat access in back; the front property has hill with steps to the house. Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the following traffic control devices were approved: REMOVAL: Existing No Parking Sign NEW INSTALLATION: Two (2) No Parking Any Time Signs LOCATION: SW Comer of Esther St. and Mishawaka Ave. Intersection REMARKS: All criteria has been met 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 pursuant to Resolution 100-2000 and/or released as follows; Business Bond Type Approved/ Released Effective Date Wineland Construction & Concrete Specialist LLC Contractor Approved June 20, 2016 As lundh Tree Expert Co. Excavation Approved June 15, 2016 Jones Petrie Rafinski Corp. Excavation Approved July 1, 2016 Ms. Maradik made a motion that the Bonds approval as outlined above be ratified. Mr. Relos 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 $2,754.59 07/06/2016 City of South Bend $1,664,978.32 07/12/2016 City of South Bend $5,286,020.81 07101 /2016 Banc of America f.easing & Capital, LLC Disbursement Request 98; Ameresco Invoice No. 26391 $50,000.00 07/05/2016 U.S. Bank National Association, Rfeth Riley Construction, Payment Requisition #37 $1'407,628.82 07/08/2016 Therefore, Mr. Relos made a motion that after review of the expenditures, the claims be approved as submitted. Ms. Maradik seconded the motion, which carried. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 10:05 a.m. REGULAR MEEIING JULY 12,201 229 BOARD OF PUBLIC WORKS ,� L l<A- Gary A. O lot, President ITvid P, Role M� ®ber Elizabeth A. Maradik, Member There embW Jams .Mueller, Member ATTEST: n ,Lrdda M. Martin, crk