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HomeMy WebLinkAbout12/23/02 Board of Public Works Minutes033 REGULAR MEETING DECEMBER 23, 2002 The regular meeting of the Board of Public Works was convened at 9:30 a.m. on Monday, December 23, 2002, by Board Member Carl P. Littrell with Mr. Donald E. Inks present. Board President Gary A. Gilot was not present. Also present was Board Attorney Thomas Bodnar. ADD AGENDA ITEM Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the following item was added to the agenda: - Amendment to Agreement - South Bend Police Department APPROVAL OF MEMORANDUM OF UNDERSTANDING - NORTHERN INDIANA PUBLIC SERVICE COMPANY Mr. Littrell stated that the Board is in receipt of Memorandum of Understanding between the City of South Bend and Northern Indiana Public Service Company (NIPSCO), for damages to utility lines and related equipment and fixtures during the course of performing public works in the City of South Bend. NIPSCO and the City of South Bend agrees to release each other for damages to their respective utility lines. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Memorandum of Understanding was approved and executed. APPROVAL OF AN AMENDMENT TO AN AGREEMENT - DAY PATROLS - SOUTH BEND POLICE DEPARTMENT Mr. Littrell stated that the Board is in receipt of an Amendment to an Agreement between the City of South Bend and the South Bend Police Department, for the addition of day light patrols, as described in Exhibit A, as submitted. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Amendment to the Agreement was approved and executed. APPROVE CHANGE ORDER - PUBLIC WORKS SERVICE CENTER - CASTEEL CONSTRUCTION - PROJECT NO. 101-001 Mr. Carl Littrell, City Engineer, submitted Change Order No. 4 on behalf of Casteel Construction, 24186 Ireland Road, South Bend, Indiana indicating that the Contract amount be increased $6,826.00 for a new Contract sum including this Change Order in the amount of $6,795,558.00. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Change Order was approved. APPROVE TRAFFIC CONTROL DEVICE Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the following traffic control device was approved: INSTALLATION OF: Handicapped Accessible Parking Space Signs LOCATION: 2126 Hollywood Place REMARKS: Mr. Radzikowski has met all requirements RATIFICATION OF PREVIOUSLY APPROVED ITEMS Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the following agenda items were ratified. It was noted these agenda items were approved by the Board of Public Works at the agenda session held on December 19, 2002. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the meeting adjourned at 9:36 a.m. BOARD OF PUBLIC WORKS Gary A. ilot, President 0340 REGULAR MEETING AT ST: G-4 Angela Koacob, Clerk DECEMBER 23 2002 Carl P. Littrell, Member Donald E. Inks, Member The public agenda session of the Board of Public Works was convened at 9:33 a.m. on Thursday, December 19, 2002, by Board President Gary A. Gilot, with Mr. Carl P. Littrell present. Board Member Donald E. Inks was not present. Also present was Board Attorney Thomas Bodnar. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the minutes of the regular meeting of the Board held on December 9, 2002, were approved. AWARD BID - TWO (2) 1,500 G.P.M. MOTORIZED PUMPERS - FIRE DEPARTMENT Fire Chief Luther Taylor advised the Board that on December 9, 2002, bids were received and opened for the above referred to equipment. After reviewing those bids, Chief Taylor recommends that the Board award the contract to Pierce Manufacturing, 2600 American Drive, Appleton, Wisconsin, in the amount of $662,254.00. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Littrell seconded the motion which carried. AWARD QUOTATION - ONE (1) INDUCTIVELY COUPLED PLASMA SPECTROMETER - WASTEWATER TREATMENT PLANT Mr. Jack Dillon, Director, Environmental Services, advised the Board that on December 9, 2002, quotations were received and opened for the above referred to equipment. Mr. Dillon stated that Leeman Labs Inc. submitted the lowest quotation for the instrument. They noted in their quote documents that they did not meet either the Optical System specification nor the Sample Introduction System specification. No explanation for the variation was presented. Mr. Dillon stated that this is considered to non -responsive, and therefore, the bid should be rejected. After reviewing those quotations, Mr. Dillon recommends that the Board award the contract to PerkinElmer Instruments, 710 Bridgeport Avenue, Shelton, Connecticut, in the amount of $65,550.00. Therefore, Mr. Littrell made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Gilot seconded the motion which carried. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - ONE (1) MORE OR LESS, 2003 MEDIUM DUTY CHASSIS - FIRE DEPARTMENT In a memorandum to the Board, Mr. Lou Grounds, Central Services, requested permission to advertise for the receipt of bids for the above referred to equipment. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the request to advertise for the receipt of bids was approved. APPROVE CHANGE ORDER - SOUTH BEND DAM REPAIRS - PHASE I - NORTHERN INDIANA CONSTRUCTION -PROJECT NO. 101-045 Mr. Gilot advised that Mr. Carl Littrell, City Engineer, has submitted Change Order No. 3 on behalf of Northern Indiana Construction, Post Office Box 1333, Mishawaka, Indiana, indicating that the Contract amount be increased $1,424.63 for a new Contract sum including this Change Order in the amount of $956,857.63. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Change Order was approved. APPROVE CHANGE ORDER - PALAIS ROYAL RECONSTRUCTION - CASTEEL CONSTRUCTION - PROJECT NO. 101-051 Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order 1 1 1 0341 REGULAR MEETING DECEMBER 23, 2002 No. 4 on behalf of Casteel Construction, 23186 West Ireland Road, South Bend, Indiana, indicating that the Contract amount be increased $22,409.00 for a new Contract sum including this Change Order in the amount of $6,231,766.00. Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the Change Order was approved. APPROVE CHANGE ORDER.- U.S. 31 TRUNK SEWER EXTENSION - YOUNGS EXCAVATING, INC. - PROJECT NO. 102-062 Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 1 on behalf of Youngs Excavating, Post Office Box 2766, South Bend, Indiana indicating that the Contract amount be increased $9,693.00 for a new Contract sum including this Change Order in the amount of $476,015.00. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Change Order was approved. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT -PORTAGE AVENUE SANITARY SEWER EXTENSION - TEACHERS CREDIT UNION - UNDERGROUND SERVICES, INC. - PROJECT NO. 102-077 Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted the Final Change Order indicating no monetary change for a new contract sum including this Change Order in the amount of $43,739.75. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Final Change Order and the Project Completion Affidavit were approved. APPROVAL OF CONTRACT - EMERGENCY MEDICAL SERVICES FOR SPECIAL EVENTS - UNIVERSITY OF NOTRE DAME Mr. Gilot stated that the Board is in receipt of a Contract between the City of South Bend and the University of Notre Dame, Notre Dame, Indiana, for special events, such as graduations, reunion weekends, and sporting events other than football. This does not cover the football games, and is a new contract for the year 2003. It was noted the Board of Public Safety approved this Contract on December 11, 2002. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Contract was approved and executed. APPROVAL OF AGREEMENT - TRAFFIC SIGNAL MAINTENANCE - INDIANA DEPARTMENT OF TRANSPORTATION Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and the Indiana Department of Transportation, Indianapolis, Indiana, for the City of South Bend's traffic signal maintenance. The fee structure for this Agreement is as follows: $125,000.00 - First Year 2"d Year - 3% More than 1st Year Minus Fixed Costs 3rd Year - 3% More than 2"d Year Minus Fixed Costs 4tn Year - 3% More than 3rd Year Minus Fixed Costs Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Agreement was approved and executed. APPROVAL OF PROJECT COOPERATION AGREEMENT - CONSTRUCTION OF LEEPER PARK ISLAND (EROSION CONTROL PROJECT) - U.S. ARMY ENGINEER/DETROIT DISTRICT Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and the U.S. Army Corps of Engineers/Detroit District, for the construction of Leeper Park Island Erosion Control. Mr. Gilot noted that the Agreement is in the amount of $130,000.00. Therefore, upon a motion made by Mr. Littrell seconded by Mr. Gilot and carried, the Agreement was approved and executed. APPROVAL OF LETTER AGREEMENT - EXTENSION TO RUM VILLAGE HOUSING REPAIR AND IMPROVEMENT PROGRAM - TINA PRIETO Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Ms. Tina Prieto, 1817 South Douglas, South Bend, Indiana, for an extension to the existing Agreement for completion on January 28, 2003. Therefore, upon a motion made by Mr. Gilot, o342 REGULAR MEETING DECEMBER 23, 2002 seconded by Mr. Littrell and carried, the Agreement was approved and executed. APPROVAL OF LETTER AGREEMENT - LEGISLATION SERVICES - SAGAMORE ASSOCIATES Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Sagamore Associates, 80515t" Street, N.W. Washington, D.C., for legislation services for December 1, 2002 through November 30, 2003. Mr. Gilot noted that the Agreement is in the amount of $5,000.00 per month. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Agreement was approved and executed. APPROVAL OF AGREEMENT EXTENSION - PARTICIPATION IN THE ST JOSEPH COUNTY GEOGRAPHIC INFORMATION SYSTEM (GIS) - ST JOSEPH COUNTY COMMISSIONERS Mr. Gilot stated that the Board is in receipt of a Supplemental Agreement between the City of South Bend and the St. Joseph County Commissioners, for an extension of the Agreement Participation for GIS, through April 30, 2003. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the Supplemental Agreement was approved and executed. APPROVAL OF SUPPLEMENTAL AGREEMENT NO. 5 - PLANNING DESIGN AND CONSTRUCTION - PUBLIC WORKS SERVICE CENTER - KEN HERCEG & ASSOCIATES Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Ken Herceg & Associates, 211 West Washington, South Bend, Indiana, for additional professional services for extending construction administration and project representation from 410 days to 550 days. Mr. Gilot noted that the Agreement is in the amount of $30,000.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Agreement was approved and executed, subject to available financing. APPROVAL OF VEHICLE LEASE - ST. JOSEPH COUNTY BUILDING DEPARTMENT In a letter to the Board, Mr. Donald Fozo, St. Joseph County Building Department Commissioner, requested permission for a new lease for a 2003 Chevrolet Impala. Mr. Fozo's current lease expires on December 31, 2002. The lease is $385.00 a month for 36 months with a 15,000 miles per year limit. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried the Vehicle Lease was approved. APPROVE COMMUNITY DEVELOPMENT AGREEMENTS/ADDENDA The following Community Development Agreements and Addenda were presented to the Board for approval: Grant Agreement - Keller Park Housing 1034 Culver Place $2,700.00 Repair & Improvement Program Grant Agreement - Keller Park Housing 934 Beale Street $2,122.20 Repair & Improvement Program Extension - Keller Park Housing Repair 917 Bryan Extended to February 17, & Improvement Program 2003 Grant Agreement - West Side Housing 425 South $3,130.50 Repair & Improvement Program Kosciuszko Grant Agreement - West Side Housing 534 South $5,250.00 Repair & Improvement Program Brookfield Agreement - Staff Support "Rebuilding $13,736.00 compensation Together" to City Addendum - Western Avenue Corridor Lehman & Lehman, $40,000.00 - Increased Segment "A" Master Plan Inc. activities Addendum - Professional Services - Lehman & Lehman, $40,000.00 - Increased Western Avenue Corridor Agreement Inc. Activities 1 343 REGULAR MEETING DECEMBER 23, 2002 Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the above referred to Agreements and Addenda were approved and executed. APPROVAL OF STAFFING AGREEMENT - 2003-2004 NEONATAL AMBULANCE - MEMORIAL HOSPITAL Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Memorial Hospital, South Bend, Indiana, for the transport of infants, children or expectant mothers. Mr. Gilot noted that the City will be compensated by Memorial Hospital for these services. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Agreement was approved and executed. APPROVAL OF PROPOSAL - PROFESSIONAL SERVICES - ARCGIS TRAINING - THE POLIS CENTER Mr. Gilot stated that the Board is in receipt of a Proposal between the City of South Bend and the Polis Center, 1200 Waterway Boulevard, Indianapolis, Indiana, for ArcGIS training services. The fees are $3,425.00 (ArcGIS I) for up to six (6) participants; $4,915.00 (ArcGIS II) for up to six (6) participants; and $1,000.00 (Customized ArcGIS) per course for up to six (6) participants. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the Proposal was approved and executed. APPROVAL OF CATERING_ CONTRACT - MORRIS PERFORMING ARTS CENTER SERVICE AMERICA CORPORATION DB/A VOLUME SERVICES AMERICA Mr. Gilot stated that the Board is in receipt of a Contract between the City of South Bend and Service America Corporation, South Bend, Indiana, for food, beverage and catering service for the Morris Performing Arts Center. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Contract was approved and executed. ADOPT RESOLUTION NO. 74-2002 - WRITE-OFF OF UNCOLLECTIBLE AMBULANCE ACCOUNTS - SOUTH BEND FIRE DEPARTMENT Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.74-2002 WHEREAS, the City of South Bend, through its Emergency Medical Services Department, charged the persons listed on the attached documents for ambulance services; and WHEREAS, the charges have not been paid to the City of South Bend after at least three notices were sent to the person who received the services; and WHEREAS, CBM Accounts Service, Inc. has made every attempt to collect the aforementioned charges, and has not been successful; and WHEREAS, the Indiana State Board of Accounts has instructed the City to write off all uncollectible accounts after every attempt to collect hem has been made; and WHEREAS, the City of South Bend, by and through its Board of Public Works, desires to write off the accounts listed on the attached documents. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend, that the attached documents totaling $557,407.16 be written off the accounts receivable of the City of South Bend as uncollectible. Dated December 19, 2002. BOARD OF PUBLIC WORKS s/Gary A. Gilot, President s/Carl P. Littrell, Member ATTEST: s/Angela K. Jacob, Clerk 34 4 REGULAR MEETING DECEMBER 23, 2002 APPROVAL OF RECOMMENDATION TO ENCROACH ONTO PUBLIC RIGHT-OF-WAY - INSTALLATION OF CANOPY - PALAIS ROYALE Mr. Gilot advised that the Board is in receipt of favorable recommendations from the Division of Engineering, Police Department, Building Commissioner and the Fire Department for the installation of a canopy at the Palais Royale, subject to not violating a historic landmark designation. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVE IRREVOCABLE STANDBY LETTER OF CREDIT Mr. Tony Molnar, Division of Engineering, submitted the following Irrevocable Standby Letter of Credit to the Board and recommended approval: IRREVOCABLE STANDBY LETTER OF CREDIT NO. 126 ISSUED BY: First Federal Savings Bank FOR: Section II, Royal Oak Subdivision AMOUNT: $17,615.00 EXPIRES: May 31, 2003 IMPROVEMENT: One Inch Asphalt Wearing Surface/Cleaning/Tack Coat Mr. Gilot made a motion that the Letter of Credit, as outlined above, be approved. Mr. Littrell seconded the motion which carried. APPROVE TRAFFIC CONTROL DEVICE Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following traffic control device was approved: INSTALLATION OF: Handicapped Accessible Parking Space Signs LOCATION: 3319 Northside Boulevard REMARKS: All Requirements have been met FILING OF CERTIFICATES OF INSURANCE Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following Certificate of Insurances were accepted for filing: Northcutt Tree Service, Inc. 51831 County Road 11 Elkhart, Indiana 46514 Warner and Sons, Inc. Post Office Box 87 Elkhart, Indiana 46515 Knights of Columbus 553 East Washington South Bend, Indiana 46617 Majority Builders, Inc. 62900 U.S. 31 South South Bend, Indiana 46614 APPROVE AND/OR RELEASE CONTRACTOR AND EXCAVATION BONDS Mr. Anthony Molnar, Engineer, Division of Engineering, recommended that the following Contractors and Excavation Bonds be approved and/or released as follows: BOND OF CONTRACTOR Ben Leasenby d/b/a Leasenby Brothers Construction EXCAVATION BOND Fenner Plumbing, Inc. Approved Effective December 12, 2002, Pursuant to Resolution No.100-2000 Released Effective December 19, 2002 Mr. Gilot made a motion that the recommendation be accepted and that the Bonds be approved and/or released as outlined above. Mr. Littrell seconded the motion which carried. APPROVE WASTEWATER DISCHARGE PERMIT In a Memorandum to the Board, Mr. Manuel Bueno, Pretreatment Coordinator, Division of Environmental Services, submitted the following Wastewater Discharge Permit and recommended approval: 1 1 1 1 1 REGULAR MEETING DECEMBER 23, 2002 1. Edcoat Limited Partnership Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Permit was approved. APPROVAL OF MUNICIPAL PROTECTION SUBDIVISION PLAT - 2ND MINOR FIRST REPLAT SUBDIVISION Mr. Carl Littrell, City Engineer, submitted the above referred to Replat for approval. This will subdivide land owned by the City of South Bend at 701 West Sample Street and transfer approximately 36,000 square feet of it to St. Joseph County for use on its jail site. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Subdivision Plat was approved. APPROVE CLAIMS Mr. Gilot stated that the following claims were submitted to the Board for approval: Name Amount of Claim Date City of South Bend $2,317,128.28 December 9, 2002 St. Joseph County Housing Consortium $33,000.00 December 2, 2002 St. Joseph County Housing Consortium $4,531.68 December 2, 2002 St. Joseph County Housing Consortium $193.00 December 9, 2002 St. Joseph County Housing Consortium $242.03 December 9, 2002 St. Joseph County Housing Consortium $237.72 December 9, 2002 St. Joseph County Housing Consortium $27,340.53 December 9, 2002 Boise Cascade Office Products $434.00 December 6, 2002 Boise Cascade Office Products $624.00 December 6, 2002 Grauvogel & Associates (Studebaker Building No. 69) $3,325.00 November 14, 2002 Wells Fargo (Public Works Service Center) $2,000.00 June 7, 2002 Ameritech (Public Works Service Center) $1,917.57 Mr. Gilot made a motion that the claims be approved and the reports as submitted be filed. Mr. Littrell 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 Mr. Littrell and carried, the meeting adjourned at 9:15 a.m. A ST: Lkll' A)b Angela K. acob, Cler BOARD OF PUBLIC WORKS x o Gary A. Gilot, Preside Carl P. Littrell, Member A Donald E. Inks, Member 0346 1 1 1