CITY OF SOUTH BEND BOARD OF PUBLIC WORKS MEETING

TOPIC: CITY OF SOUTH BEND BOARD OF PUBLIC WORKS MEETING
August 8, 2017 – 9:30 a.m., Rm 1308 County-City Building

Members: GARY A. GILOT, SUZANNA M. FRITZBERG, ELIZABETH A.MARADIK, THERESE J. DORAU, JAMES A.MUELLER

See "NOTES" for additional comments or information. Although most citizens might find this boring, this is how your tax dollars are being spent.
The "NOTES" are also to bring you attention to items that stood out to us. Did you know $268,044.74 is being spent to hang a chandelier? Or a Police Dog is being sold for $1? Or a DC firm is being given $16K to study "Racial and Economic Justice" here?
Not everything will be of interest to you, but we do hope you will find being an informed citizen helpful.

1. REVIEW OF MINUTES
A. Agenda Review, Regular Meeting, and Claims Review Meeting of July 20, July 25, and August 1, 2017
2. OPENING OF BIDS
A. Demolition of Howard Park Recreation Center – Project No. 117-058
1. Funding: REDA TIF (429.1050.460.39.82)

B. Four (4), More or Less, 2017 or Newer, Mid-Size Four Door Hybrid Sedan Automobiles – Spec V
NOTE:  Bids from Gates and Lakeshore Motors. Gates bid Toyota Camrys and Lakeshore bid Fords

1. Funding: Wastewater & Fire Department Capital Budget (642.0630.415.43.02/287.0902.422.43.02)

C. Four (4), More or Less, 2017 or Newer, Police Motorcycles with Equipment – Spec Q
1. Funding: Police Department Motor Equipment Fund (220.8101.421.43.02)
NOTE:  All bids were from McDaniel's promising a 60 day delivery and $7K for trade-in value

3. OPENING OF QUOTATIONS
A. River Walk Subdivision Street Lighting - Project No. 117-080
1. Funding: REDA TIF (429.1050.460.42.03)
NOTE: Bids were from Martel Electric and Bancroft

B. Howard Park Lodge HVAC Installation
1. Funding: Park Bond (751.1101.452.39.89)
2. Awarded
NOTE: 3 Bids ranging from $8,700 to over $16K

C. Conservatory Roof Repair
1. Funding: Park Bond (751.1101.452.29.89)
2. Award 
NOTE: Awarded $21K

D. Veteran’s Memorial Park Electrical Work
1. Funding: IUSB Memorial Fund (405.1101.452.36.09)
2. Award

4. AWARD BIDS AND APPROVE CONTRACT
A. 2017 South Bend Police Vehicle Equipment
1. Company:
a) On-Duty Depot of Indiana, Inc.
(1) Item Nos. 2, 4, 5, 6, 7, 8, 10, 16, 17, 18, 19, 20, 21, 22, 23, 24, 25, 26,
27, 29, 33, 34, 35 and 37
(2) Amount: Unit Prices NTE $171,189
b) Waymire Fleet Equipment
(1) Item Nos. 3, 9, 11,13, 28, and 36
(2) Amount: Unit Prices NTE $34,642.75
c) Crown North America
(1) Item Nos. 30, 31 and 32
(2) Amount: Unit Prices NTE $25,536
2. Funding: Vehicle Lease (404.0401.415.37.11/.12)

B. Newman Center Site Development – Project No. 117-060R
1. Company:
a) The Robert Henry Corporation
(1) Division A: Unit Prices NTE $299,310.20
(2) Alternate A1: Unit Prices NTE $71,930
b) HRP Construction, Inc.
(1) Division B: Unit Prices NTE $113,807.07
(2) Division C: Unit Prices NTE $70,546.05
2. Funding: REDA TIF (429.1050.460.42.02/.03)

5. AWARD QUOTATIONS AND APPROVE CONTRACT
A. Seitz River Wall Solar Light Upgrade
1. Company: Martell Electric, LLC.
2. Amount: $4,766

3. Funding: Park Bond (751.1101.452.39.89)
B. South Bend Water Works Leak Survey 2017
1. Company: American Leak Detection
2. Amount: $70,000
3. Funding: Water Works Operating Fund (620.0640.605.31.06)

6. CHANGE ORDERS
NOTE: "Change Orders" means the City agrees to pay more or get a reduction in the contracted price.

A. Fellows Streetscape, Phase II – Project No. 116-041B
1. Company: Walsh & Kelly, Inc.
2. Change Order No.: 1
3. Increase Amount: $5,000
4. Percent of Increase: 1.07%
5. Revised Contract Amount: $471,190.00
6. Funding: RWDA TIF (324.1050.460.42.03)

B. Wastewater Treatment Plant Compressor Building Roof Replacement – Project No. 116-052
1. Company: Dudeck Roofing and Sheet Metal
2. Change Order No.: 1
3. Increase Amount: $2,800
4. Percent of Increase: 1.13%
5. Revised Contract Amount: $251,600

6. Funding: Utilities/Wastewater Building Maintenance (641.0630.793.36.01)
C. Western Avenue Corridor Improvements from Bendix Drive to Olive Street – Project No. 115-097
1. Company: Selge Construction Co.
2. Change Order No.: 2
3. Increase Amount: TBD
4. Percent of Increase: TBD
5. Revised Contract Amount: TBD
6. Funding: RWDA TIF (324.1050.460.42.03)

7. CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT
A. Corby Boulevard Sidewalk Improvements, Divisions A, B, and C – Project No. 116-087
1. Company: Rieth-Riley Construction Co., Inc.
2. Change Order No.: 2 (Final)
3. Decrease Amount: ($175.31)
4. Percent of Decrease: (0.11%)
5. Total Percent of Change: 15.91%
6. Revised Contract Amount: $155,415.87
7. Funding: MVH (202.0619.431.31.06)

B. Lincoln Way East and Caroline St. Sewer Repair – Project No. 115-138
1. Company: C & E Excavating, Inc.
2. Change Order No.: 1 (Final)
3. Decrease Amount: ($7,981.35)
4. Percent of Decrease: (24.29%)
5. Revised Contract Amount: $24,872.15
6. Funding: Sewer Contractual Services (641.0621.792.63.35)

8. REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS
A. Four Winds Field Concourse Painting
1. Funding: Non-Reverting Fund (401.1101.452.36.01 )

9. REQUEST TO ADVERTISE FOR THE RECEIPT OF PROPOSALS
A. South Bend Police Department Body and In-Car Video Camera Systems
1. Funding: (101.0801.421.22.24/295.0801.421.22.24)

10. RESOLUTIONS
A. No. 29-2017 – A Resolution of the South Bend Board of Public Works Regarding the Retirement of “Otter”, a K-9 Police Department Unit
B. No. 30-2017 – A Resolution of the South Bend Board of Public Works on Disposal of Unfit and/or Obsolete Property
1. Description: Helmet and Boots for Deceased Firefighter, Battalion Chief Kevin Kolber
C. No. 31-2017 – A Resolution of the South Bend Board of Public Works on
Disposal of Unfit and/or Obsolete Property
1. Description: Park Department 2003 Genie Towable Boom Lift 50’ Platform Trailer

11. AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA
A. Contract – Kaser’s Auction Service
1. Description: Auctioneer for sale of City Vehicles, Equipment, and
Miscellaneous Items at the Central Services Facility
2. Amount: Five Percent (5%) of Proceeds

B. Professional Services Agreement – Gibson Insurance
1. Description: Annual Property Insurance Policy Renewal for July 1, 2017
through July 1, 2018
2. Amount: $386,024.74
3. Funding: Liability Fund (226.0417.672.34.02)

C. Contract – South Bend Police Officer Angie Kline
1. Description: Purchase of Retired South Bend Police Department K-9
2. Amount: $1.00
NOTE: $1 minimum is required to make the transfer of the dog to the Officer legal

D. Professional Services Agreement – Prosperity Now
1. Description: Create a City Profile and Scorecard for Racial and Economic Justice
2. Amount: $16,000
3. Funding: DCI Administration (211.1001.460.31.06)
NOTE: The City declined to have this done with a Chicago firm and instead went with a firm in DC

E. Contract – Indiana Housing and Community Development Authority (IHCDA)
1. Description: Mortgage Foreclosure Prevention Counseling for IHCDA’s
Clients from July 1, 2017 to September 30, 2017
2. Amount: $5,750 paid to City
NOTE: Citizens expressed concern Code Enforcement Fines were being added to their property taxes which meant they lost their homes. See previous post about a special meeting held on this topic.

F. Second Amendment to Temporary Use and Management Agreement – Downtown South Bend, Inc.
1. Description: Addition of Five (5) Parking Lots owned by Redevelopment
Commission and Board of Public Works for Management by Downtown
South Bend Team:
a) Main St. and Jefferson Blvd.
b) St. Joseph County Public Library
c) 313 S. Lafayette Blvd.
d) 117 S. Lafayette Blvd.
e) 214-216 W. Wayne St.
2. Amount: $300 per Month
3. Funding: COIT (404.0617.431.37.05)

G. Landscape Maintenance Agreement - INDOT
1. Description: City to perform Landscape Maintenance at Prairie Avenue (SR
23) and US 31 Interchange Corridor
H. Professional Services Agreement – Jones Petrie Rafinski Corporation

1. Description: Field Survey, Design and Permitting for the Ravina
Park/Bowman Creek Bank Restoration
2. Amount: NTE $45,000
3. Funding: Pokagon Tribe Donation Fund

I. Amendment No. 2 to Professional Services Agreement – Arcadis U.S., Inc.
1. Description: Extend Construction Administration Services for Wastewater
Treatment Plant Secondary Treatment Improvements
2. Amount: NTE $50,740
3. Funding: Utilities/Wastewater Engineering (641.0630.793.31.02)

J. Professional Services Agreement – Arcadis U.S., Inc.
1. Description: Design and Construction Administration for Wastewater
Headworks Influent Gates Improvements
2. Amount: NTE $105,720
3. Funding: Utilities/Wastewater Engineering (641.0630.793.31.02)

K. Professional Services Agreement – Donohue & Associates
1. Description: Design of South Well Field Improvements
2. Amount: NTE $150,000
3. Funding: SSDA TIF (430.1050.460.31.06)

L. Professional Services Agreement – Mark Dowd
1. Description: Transportation and Innovations Strategy Study
2. Amount: NTE $50,500 ($45,500 plus $5,000 Travel Reimbursement
Allowance)

3. Funding: Community Investment Professional Services (211.1001.460.31.06)
M. Memorandum of Assignment and Assumption – Redevelopment Commission
1. Description: Recordable Document of Multi-Employer Property Trust’s
(Building Owner) Leighton Parking Garage and Complex Ground and
Airspace Lease assigned to the Board of Public Works in September 2016
(subject to Redevelopment Commission approval)
NOTE: Increasingly "Air Space Rights" are done to allow building sometime on top or landing rights

N. Memorandum of Assignment and Assumption – Redevelopment Commission
1. Description: Recordable Document of Memorial Hospital’s (tenant) Leighton
Parking Garage and Complex Ground Lease assigned to the Board of Public
Works in September 2016 (subject to Redevelopment Commission approval)

O. Professional Services Agreement – Life Account LLC d/b/a Compass Professional Health Services
1. Description: Health Insurance Plan Consulting Services
2. Amount: $5.00 per Beneficiary per Month
3. Funding: Health Insurance Professional Services Fund (711.0401.671.31.06)
NOTE: This means they will get $60/Year for every Beneficiary

P. Lease Finance Agreement – Public-finance.com
1. Description: Lease Financing for Vehicles and Equipment
2. Amount: $1,632,000 (Principal)
3. Funding: Various Department’s Principal and Interest Accounts

Q. Memorandum of Understanding – Teamsters Local Union 364
1. Description: Seniority for Newly Hired Teamsters

R. Agreement – A&D Constructors LLC
1. Description: Procurement for Morris Performing Arts Center Phantom of the Opera Chandelier Support Installation
2. Amount: $268,044.74
3. Funding: Subject to Broadway Theatre League Funding
NOTE: Over a quarter of a million dollars to support a chandelier? (Can't they use "Gorilla Glue"?--just put that in to add some levity to a boring report.)

12. LICENSES AND PERMITS
A. Block Party – Residential
1. Applicant: Aaron Marsh
a) Event: Summer Fun Block Party
b) Location: Eckman St. from Erskine St. to High St.
c) Date/Time: August 12, 2017/ 3:00 p.m. to 8:00 p.m.
d) Favorable Recommendations

2. Applicant: Archie Donaldson
a) Event: Back to School Block Party
b) Location: Bergan St. from Huey St. to Elmer St.
c) Date/Time: August 19, 2017/ 12:00 p.m. to 8:00 p.m.
d) Favorable Recommendations

3. Applicant: Viline Thompson
a) Event: Block Party
b) Location: Haney St. from Columbia St. to Fellows St.
c) Date/Time: August 19, 2017/ 11:00 a.m. to 8:00 p.m.
d) Favorable Recommendations

B. Processions
1. Applicant: Riley High School
a) Event: Riley Homecoming Parade
b) Date/Time: September 8, 2017/ 4:00 p.m. to 6:00 p.m.
c) See Comments
NOTE: Comment was made this spreads the SBPD very thin since it is also an ND Home Game

2. Applicant: The Pack of Indiana
a) Event: Angel of Hope Memorial Benefit and Ride
b) Date/Time: August 19, 2017/ 9:00 a.m. to 2:00 p.m.
c) Favorable Recommendations

C. Sidewalk Sale
1. Applicant: Classic Boutique
a) Location: 796 College St.
b) Date/Time: Every Monday through Saturday, Weather Permitting
c) See Comments
NOTE: Concern was made about not having enough room on the sidewalk to conform with ADA requirements, incorrect address and that they don't currently respect or abide by keeping vehicles off the tree lawns. It was NOT approved at this meeting. It is subject to review after changes.

D. Temporary Occupancy Permit
1. Applicant: F.A. Wilhelm Construction
a) Location: 1140 E. Angela Blvd.
b) Description: Occupy Parking Lane on East Bound Angela Blvd. and South
Bound Burns Ave. Travel Lane for access to Building, Deliveries, Staging
and Public Safety
c) Dates: July 17, 2017 to July 17, 2018

2. Applicant: Majority Builders, Inc.
a) Location: 321 S. Main Street; Hibberd Building
b) Description: Occupy Partial Sidewalk (with Cycle Path Open as Multi-Use
Path for Cyclists and Pedestrians) and North and West Alleys to allow
Construction on Building
c) Dates: August 8, 2017 to July 10, 2018
d) Comments: Applicant will apply for Temporary Full Sidewalk Closure as
Needed

E. Encroachments/Revocable Permits
1. Applicant: La Casa de Amistad
a) Location: 746 S. Meade St.
b) Description: Adding ADA Ramp and Relocating Sidewalk
c) Engineering recommends that the Sidewalk on the Left Side Corner be
Rounded Off Instead of a 90-Degree Angle
NOTE: Nice to see they are making their establishment more ADA compliant

2. Applicant: LePeep
a) Location: 127 S. Michigan St.
b) Description: Projecting Sign
c) Favorable Recommendations
NOTE: No mention was made about if there is enough room on the sidewalk for ADA requirements

13. VACATIONS
A. Applicant: Scott Baracka
1. Location: East/West Alley in the 1100 Block of Blaine Avenue between
Blaine Ave. and North/South Alley from Humboldt Ave. to Vassar Ave.
2. Purpose: Safety
3. Favorable Recommendations

B. Applicant: Joe Hart on behalf of South Bend Cubs
1. Location: Williams Street Cul De Sac
2. Purpose: Four Winds Field Fun Zone Relocation
3. Favorable Recommendations; Engineering Comments

14. TRAFFIC CONTROL DEVICES
A. New Installation – Temporary No Parking Signs
1. Location: Lafayette Blvd. in Front of Old Courthouse Steps
2. Description: No Parking Signs from 9:00 a.m. to 11:30 a.m. on August 15,
2017 for “Drive for our Lives Press Conference” Bus Parking
3. Favorable Recommendations; Courthouse has approved use of Steps for Event

B. Revision – All-Way Stop
1. Location: Notre Dame Ave. and Northside Blvd.
2. Description: Revise Intersection to All-Way Stop (3 approaches)
3. All criteria has been met

C. New Installation and Removal
1. Location: West Side of Michigan St. North of Jefferson Blvd.
2. Description: Marked Space just North of Leighton Parking Garage Entrance;
Remove Police Parking Only and Install 15 Minute Loading Zone
3. All criteria has been met

D. New Installation – No Parking
1. Location: Both Sides of St. Joseph St. South of Ireland Rd. and Both Sides of
Callander St. West of St. Joseph St.

2. All criteria has been met
15. CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE
A. 21570 Holly Berry Court – Water

16. CLAIMS
NOTE: 4 Claims were made
$9,248,280.65 to City of South Bend
$1,606.98 to the City of South Bend
$1,053,404.79 to the City of South Bend
$2,295.00 to the EDIT

NOTE: With the exception of the "Classic Boutique" Sidewalk Sale, all the items passed unanimously.

17. PRIVILEGE OF THE FLOOR
18. ADJOURNMENT

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