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HomeMy WebLinkAbout05/29/01 Board of Public Works MinutesREGULAR MEETING MAY 29, 2001 The regular meeting of the Board of Public Works was convened at 9:35 a.m. on Tuesday, May 29, 2001, by Board President Gary A. Gilot, with Ms. M. Catherine Roemer and Mr. Donald E. Inks present. Also present was City Attorney Cheryl Greene. Board Attorney Frank Schaffer was not present. AGENDA ITEMS ADDED/TABLED Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the following agenda items were added/tabled: - Claims - St. Joseph County Housing Consortium - Added - Contractor Bond - Added - Award Bid - Poppy Road Trunk Sewer Extension - Tabled until June 4, 2001 Special Meeting - Award Bid - BW Business Park - Phase II - Tabled until June 4, 2001 Special Meeting PUBLIC HEARING TABLED - TRANSIENT MERCHANT LICENSE - FESTIVAL CON DIOS Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning an application for a Transient Merchant License, as submitted by Mr. Douglas Moore, Progressive Broadcasting Systems, 5802 C.R. 26, Elkhart, Indiana, to conduct Festival Con Dios on June 14, 2001, from 3:30 p.m. to 10:00 p.m., at the St. Joseph County Fairgrounds, to conduct the sale of miscellaneous items and food. Recommendations have not be received by the Fire Department or the Building Department. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the application for a Transient Merchant License was tabled until the Special Meeting on June 4, 2001. PUBLIC HEARING TABLED - TRANSIENT MERCHANT LICENSE - SALE OF FIREWORKS Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning an application for a Transient Merchant License, as submitted by Mr. Steve Hartman, 1011 Lincolnway West, South Bend, Indiana, to conduct the sale of fireworks from June 1, 2001 to July 5, 2001, at 1011 Lincolnway West. Recommendations have not been received by the Fire Department or the Building Department. Mr. Steve Hartman was present, and indicated he would contact the Fire Department regarding his permit. Mr. Bert Prawat, Assistant Fire Chief, was present, and indicated he would inspect the property this week. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the application for a Transient Merchant License was tabled. OPENING OF PROPOSALS - COLLECTION OF UNPAID AMBULANCE BILLS FOR YEAR 2001 Mr. Gilot advised that this was the date set for the receiving and opening of Proposals for the above referred to service. The following Proposals were opened and read: CREDIT BUREAU OF SOUTH BEND Post Office Box 1757 South Bend, Indiana 46634 PROPOSAL: Regular Collections 23% of all amounts collected Accounts Forwarded to Debtors Local Area Collected 36% of all amounts collected Accounts Referred to Legal Action 36% of all amounts collected Bad Check Recovery 100% of face value returned for checks collected C.B.M. ACCOUNTS SERVICE, INC. 1320 Mishawaka Avenue South Bend, Indiana 46615 REGULAR MEETING PROPOSAL: Past Due Accounts 25% of all amounts collected Accounts Forwarded to Collection 40% of all amounts collected Agency Accounts Referred for Legal Action 35% of all amounts collected MAY 29, 2001 Accounts Placed Aged Greater Than To be reported to Trans Union and Experian (TRW) 90 Days TRANSWORLD SYSTEMS, INC. 211 West Washington South Bend, Indiana 46601 .. �C00.- 1000 accounts $8.00 1500 accounts $8.00 2000 accounts $8.00 2500 accounts $7.50 Upon a motion made by Mr. Gilot, seconded by Ms. Roemer and carried, the above Proposals were referred to the Fire Department for review and recommendation. APPROVE COMMUNITY DEVELOPMENT CONTRACT The following Community Development Contract was presented to the Board for approval: Emergency Shelter Grant St. Joseph County AIDS Task $9,151.00 Program Contract - Force Operational Services Upon a motion made by Mr. Inks, seconded by Ms. Roemer and carried, the above referred to Contract was approved and executed. APPROVAL OF ADDENDUM - AFTER SCHOOL PROGRAM GRANT AGREEMENT - SOUTH BEND JUNIOR ACADEMY Mr. Gilot stated that the Board is in receipt of an Addendum between the City of South Bend and South Bend Junior Academy, 1910 East Altgeld, South Bend, Indiana, for additional funding in the amount of $2,300.00, bringing the total contract amount to $12,318.00. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the Addendum was approved and executed. APPROVAL OF PROPOSAL - CONSULTING SERVICES FOR LOCATION ANALYSIS FOR NEW FIRE STATION NO. 2 - DLZ INDIANA Mr. Gilot stated that the Board is in receipt of a Proposal between the City of South Bend and DLZ Indiana, 2211 East Jefferson Boulevard, South Bend, Indiana, for professional consulting services to conduct a location analysis for a new Fire Station No. 2. Chief Luther Taylor, Fire Department, was present, and stated that this proposal is to identify several locations for the new Fire Station No. 2; will amend the Fire Department Master Plan; and the project will be funded in its entirety by Memorial Hospital. Therefore, upon a motion made by Mr. Gilot, seconded by Ms. Roemer and carried, the Proposal was approved and executed. APPROVAL OF TRIPLE TRAILER COMBINATION PERMIT RENEWAL Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Yellow Freight System, Inc., 1300 South Walnut, South Bend, Indiana, for a Triple Trailer Combination Permit renewal for an ingress and egress route, as submitted, from the Toll Road. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Agreement was approved and executed. 1 1 REGULAR MEETING MAY 29, 2001 APPROVE WASTEWATER DISCHARGE PERMIT In a Memorandum to the Board, Mr. Manuel Bueno, Division of Environmental Services, submitted the following Wastewater Discharge Permit and recommended approval: 1. Prairie View Recycling and Disposal Facility 15505 Shively Road Wyatt, Indiana 46595 Upon a motion made by Mr. Gilot, seconded by Ms. Roemer and carried, the Wastewater Treatment Discharge Permit was approved. APPROVE CONTRACTOR BOND Mr. Anthony Molnar, Engineer, Division of Engineering, recommended that the following Contractor Bond be approved as follows: BOND OF CONTRACTOR McCollough-Scholten Construction Approved Effective May 29, 2001 Ms. Roemer made a motion that the recommendation be accepted and that the Bond be approved as outlined above. Mr. Inks seconded the motion which carried. APPROVE CLAIMS Mr. Gilot stated that the following claims were submitted to the Board for approval: Name Amount of Claim Date Comments City of South Bend $1,265,456.85 May 29, 2001 Approved May 29, 2001 St. Joseph Housing $ 17,000.00 May 24, 2001 Approved May 24, Consortium 2001, Pursuant to Res. No. 100-2000 St. Joseph Housing $ 39,081.00 May 24, 2001 Approved May 24, Consortium 2001, Pursuant to Res. No. 100-2000 Ms. Roemer made a motion that the claims be approved and the reports as submitted be filed. Mr. Inks seconded the motion which carried. RENEWAL OF SOUTH BEND CIVIC THEATRE LEASE In the matter regarding the renewal of the South Bend Civic Theatre Lease, the Board asked the Clerk of the Board to place the Lease on the Board agenda for the Special Meeting of June 4, 2001, at 10:00 a.m., as the current Lease expires on June 5, 2001. It was noted that Mr. Frank Schaffer, Board Attorney, has been working on the details of the Lease Agreement. RATIFICATION OF PREVIOUSLY APPROVED ITEMS Upon a motion made by Mr. Gilot, seconded by Ms. Roemer and carried, the following agenda items were ratified. It was noted these agenda items were approved by the Board of Public Works at the public agenda session, held on May 24, 2001. APPROVE MINUTES OF SPECIAL MEETING Upon a motion made by Mrs. Roemer, seconded by Mr. Inks and carried, the minutes of a special meeting of the Board held on May 10, 2001 were approved. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the minutes of the regular meeting of the Board held on May 14, 2001 were approved. 01_.Y * 4-1 REGULAR MEETING MAY 29, 2001 AWARD QUOTATION - REMODELING OF ADMINISTRATION BUILDING - HOWARD PARK -PROJECT NO. 101-038 Mr. Jason Duff, Engineer, advised the Board that on May 9, 2001, quotations were received and opened for the above referred to project. After reviewing those quotations, Mr. Durr recommends that the Board award the contract to the lowest responsible and responsive contractor, Casteel Construction, 23186 West Ireland Road, South Bend, Indiana in the amount of $32,000.00. Therefore, Ms. Roemer made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Mr. Inks seconded the motion which carried. AWARD QUOTATION - VAULT REMOVAL - DIOCESE OF FORT WAYNE - WAYNE/WESTERN STREET IMPROVEMENTS Mr. Carl Littrell, City Engineer, advised the Board that on May 16, 2001, the Troyer Group received a bid for the removal of the vault in the right-of-way at 114 East Wayne Street, in conjunction with the Wayne Street and Western Avenue Improvements. Mr. Littrell recommends that the Board award the contract to the lowest, responsible and responsive contractor, Kaser Spraker Construction, 25487 West State Road 2, South Bend, Indiana, in the amount of $36,161.00. Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the quotation was awarded as outlined above. AWARD BID - ABANDONED VEHICLES Mr. Gary Libbey, Code Enforcement, advised the Board that on May 14, 2001, bids were received and opened for the above referred to vehicles. After reviewing those bids, Mr. Libbey recommends that the Board award the bids to the highest bidders as follows: JOYCE LINTZ 51326 Kenilworth South Bend, Indiana 46637 No. Red Tag # Make of Vehicle Year Vin # Bid 11 7069 DODGE DYNASTY 1989 1B3BC5639KD598536 $ 65.00 RICHARD HEIM 2167 Inglewood Place South Bend, Indiana 46616 No. Red Tag # Make of Vehicle Year Vin # Bid 8 1988 LINCOLN TOWN CAR 1988 ILNBM9847JY934077 $151.01 13 5256 CHEVROLET NOVA 1987 IYISK5147HZI 13965 $ 76.01 16 6598 GEO STORM 1993 J81RF236OP7513862 $126.01 121 1 7807 1 CHEVROLET VAN 1992 IGNDU06LINT119910 1$351.01 DAVID ROSS 54999 Elder Road Mishawaka, Indiana 46545 No. Red Tag # Make of Vehicle Year Vin # Bid 1 5647 DODGE LANCER 1986 1B3BX48K1GN245731 $76.00 fl u 1 1 1 REGULAR MEETING MAY 29, 2001 EUGENE WILLIAMS 23922 Fillmore Road South Bend, Indiana 46619 No. Red Tag # Make of Vehicle Year Vin # Bid 3 6888 FORD BRONCO 1988 1FMCU14T8JUD12567 $350.00 17 8005 CHEVROLET PICKUP 1980 CCL44AF407247 $175.00 WILLIAM M. COAR 1365 Zilke Niles, Michigan 49120 No. Red Tag # Make of Vehicle Year Vin # Bid 18 7326 CHEVROLET VAN 1996 1GNDU06D4ST107898 $725.00 INDIANA AUTO PARTS INC. 3300 South Main Street South Bend, Indiana 46614 No. Red Tag # Make of Vehicle Year Vin # Bid 2 5170 CHRYSLERNEW YORKER 1989 1C3BC4635KD545846 $ 56.50 4 5100 CHEVROLET PICK-UP 1986 1GCCS14E7G2239577 $ 56.50 5 5926 EAGLE SUMMIT 1990 JE3CU36X3LU096348 $ 35.60 6 4046 CADILLAC 1979 6D47S99186053 $ 56.60 7 5964 FORD TAURUS 1993 1FACP52U9PG139962 $256.50 9 5952 BUICK RIVIERA 1985 1G4EZ57Y4FE460138 $ 45.50 10 5258 CHEVROLET VAN 1992 2GCGG39K4N4114187 $156.50 12 7095 OLDSMOBILE ACHIEVA 1993 1G3NF14DZPM012141 $256.60 14 7385 CHEVROLET PICKUP 1989 IGCCS14ZXK2147794 $ 56.50 19 7943 FORD PICKUP 1986 2FTCF15N5GCA72790 $ 43.50 20 7068 CHEVROLET CAVALIER 1990 1 G1 JC 14G6LJ297744 $ 35.60 Therefore, Ms. Roemer made a motion that the recommendation be accepted and the bids be REGULAR MEETING MAY 29, 2001 awarded as outlined above. Mr. Inks seconded the motion which carried. AWARD BID - SALE OF CITY -OWNED PROPERTY - 619 INDIANA Mr. Larry Magliozzi, Planning Department, advised the Board that on May 14, 2001, one (1) bid was received and opened for the sale of the above referred to property. After reviewing the bid, Mr. Magliozzi recommends that the Board award the bid to Mr. Michael Ludwig, 615 East Indiana, South Bend, Indiana, in the amount of $290.744 plus recording and advertising fees. Therefore, Ms. Roemer made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Inks seconded the motion which carried. AWARD BIDS-1NTERIOR/EXTERIOR PAINT & TRAFFIC PAINT Mr. George Zana, Purchasing, advised the Board that on May 14, 2001, bids were received and opened for the above referred to items. After reviewing those bids, Mr. Zana recommends that the Board award the contract to the lowest responsive and responsible bidders, as follows: O'LEARY PAINT COMPANY 24615 C.R. # 45 Elkhart, Indiana 46516 ITEM QTY. PRODUCT PRICE NUMBER 8.0 220 HM Toluene $ 1.65 9.0 5,500 Exterior Traffic Paint $ 5.79 White $ 5.79 Yellow M.A. BRUDER AND SONS, INC. 600 Reed Road Broomall, Pennsylvania 19008 ITEM NUMBER QTY. PRODUCT PRICE 1.0 30 Mineral Spirits - 5 Gallon $10.85 2.0 25 Exterior/Interior Acrylic Latex Porch & Desk Enamel $ 8.29 3.1 25 Exterior Acrylic Latex/ Flat $ 7.51 3.2 50 Exterior Acrylic Latex, Semi -Gloss $ 9.43 3.3 30 Exterior Acrylic Latex Gloss $10.75 4.0 50 Exterior Latex Primer $ 8.53 5.1 40 Interior Acrylic Vinyl Latex - Gloss Enamel $12.48 5.2 100 Interior Acrylic Vinyl Latex - Semi -Gloss Enamel $ 7.78 5.3 30 Interior Acrylic Vinyl Latex - Flat Enamel $ 5.62 6.0 40 Exterior Oil -Alkyd, High Gloss for Metal $ 9.65 7.0 50 Interior/Exterior Gloss Alkyd Enamel Metal Paint for Wood & Metal $ 9.65 Therefore, Ms. Roemer made a motion that the recommendation be accepted and the bids be awarded as outlined above. Mr. Inks seconded the motion which carried. 1 1 1 REGULAR MEETING MAY 29, 2001 AWARD BIDS - JANITORIAL SUPPLIES Mr. George Zana, Central Services, advised the Board that on May 14, 2001, bids were received and opened for the above referred to items. After reviewing those bids, Mr. Zana recommends that the Board award the bids to the lowest, responsive and responsible bidders as follows: STANZ CHEESE COMPANY, INC. 1840 North Commerce Drive South Bend, Indiana 46624 ITEM NO. QTY. BRAND UNIT PRICE 15 20 Vinegar, White $ 7.02 17 120 Bleach $ 6.86 19 30 Spic n Span Powder $55.13 HP PRODUCTS, INC. 4220 Saguaro Trail Indianapolis, Indiana 46268 ITEM NO. QTY. BRAND UNIT PRICE 1 120 2 Ply Toilet Tissue 4.5 x 4.5 $25.16 2 100 2 Ply Toilet Tissue 3.9 x 1,000 $19.15 3 60 2 Ply Toilet Tissue 12" Roll $19.15 4 25 Single Fold Tissue $71.00 5 120 C Fold Towels - White $11.71 6 250 Roll Towel - Natural $10.91 7 150 Roll Towel - White/Quilted $27.56 8 15 Ivory Bar Soap $47.84 9 15 Lava bar Soap $32.74 10 25 Safeguard Bar Soap $29.68 11 10 Dial Bar Soap $39.25 12 55 Liquid Hand Cleaner $33.34 13 10 Comet Powder Cleaner $20.70 16 25 Ammonia $ 5.68 20 80 Bowl Cleaner $10.85 22 60 Deodorant Blocks/Urinal $14.00 24 60 Corn Brooms, Heavy Duty $ 5.89 25 200 Plastic Spray Bottles - 32 Oz. $ .39 Bottle $ .55Impact 26 250 Sponge 2/4.5.7 5/8 $ .63 27 F40 Plastic Bucket - 10 Quart w/Handle $ 2.32 01 REGULAR MEETING MAY 29, 2001 29 12 Oven Cleaner, 16 Ounce $20.89 30 40 Trash bags 24 x 33 $15.17 31A 400 Trash Bags 38 x 58 $17.38 31B 200 Trash Bags 30 x 36 $ 8.57 31 C 150 Trash Bags 40 x 47 $14.50 31D 100 Trash Bags 50 x 43 $16.95 KSS ENTERPRISES 616 East Vine Street Kalamazoo, Indiana 49001 ITEM NO. QTY. BRAND UNIT PRICE 14 40 Glass Cleaner/Ready to Use $11.20 18 10 Drain Opener $19.80 21 35 Bowl Cleaner $13.20 23 50 Deodorant Blocks/Urinal $ .55 28 15 Johnny Mops/Polyester $ .49 Therefore, Ms. Roemer made a motion that the recommendation be accepted and the bids be awarded as outlined above. Mr. Inks seconded the motion which carried. AWARD BID - ONE (1) TWO TON ASPHALT ROLLER Mr. Matthew Chlebowski, Director, Central Services, advised the Board that on May 14, 2001, bids were received and opened for the above referred to equipment. After reviewing those bids, Mr. Chlebowski recommends that the Board award the contract to Deeds Equipment, in the amount of $13,950.00. Mr. Chlebowski noted that MacDonald Machinery Company's bid for a Rosco Vibrastat III ($13,774.00) does not meet the minimum requirement of 4-8 tons of static compaction. The unit bid is rated at less than two tons of static compaction. The Vibrastat III provides 0-1600 vibration per minute on the rear drum; the specifications ask for 0-3600 VPM. These two items are directly related to the performance of the roller. Holt Equipment Company's bid does not have towing wheels as per specification. Without the towing wheels, the City would have to purchase a trailer to tow the roller to and from the job site. Therefore, Ms. Roemer made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Inks seconded the motion which carried. AWARD BID - ONE (1) 1.0 CUBIC YARD LOADER/BACKHOE Mr. Matthew Chlebowski, Director, Central Services, advised the Board that on May 14, 2001, bids were received and opened for the above referred to equipment. After reviewing those bids, Mr. Chlebowski recommends that the Board award the contract to MacDonald Machinery, 3911 Limestone Drive, Fort Way, Indiana, in the amount of $56,425.00. Mr. Chlebowski noted that the bid received from Southeastern Equipment, the New Holland LB90, is manufactured in Imola, Italy, and is a new model for the manufacturer. When asked to provide a unit for demonstration, the vendor stated no units equipped as bid were available in the United States. This will also effect the availability of repair parts and the ability of Equipment Services to keep the unit in operation. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Roemer seconded the motion which carried. AWARD BIDS - GOOD NEIGHBORS/GOOD NEIGHBORHOODS PUBLIC WORKS PROGRAM - CURB AND SIDEWALK PROJECT - PROJECT NO. 101-015 Mr. Carl Littrell, City Engineer, advised the Board that on May 14, 2001, bids were received and 'I E REGULAR MEETING MAY 29, 2001 opened for the above referred to project. Mr. Littrell stated that one discrepancy on the bid received from Kaser-Spraker Construction Company was found. The mistake is a arithmetical error in the summation of the extensions. Special Provisions for this project and all recent Public Works construction projects have included Section III A. Lc which states that the Board reserves the right to award based upon "the probable final, as constructed cost of the project work." To date, no customers have come forward for full block curb, sidewalk, or combination curb, sidewalk, and drive approach replacement so there will be zero units charged for Items la, 2a, and 3a. The quantities in Items lb, 2b, and 3b will be higher than the initial estimate as given in the proposal. The proposals based on this information were retabulated, as there will be no full block replacements. Bidders were also notified in the Special Provision that a contract would not be issued to the same company for both zones. Selge Construction was the lowest responsive and responsible bidder in both zones for the probable final cost of the project. They prefer to work in Zone 2. Kaser-Spraker Construction is the next lowest responsive and responsible bidder for Zone 1. Mr. Littrell recommended the contracts be awarded to Selge Construction, 2833 South 11' Street, Niles, Michigan, for $233,075.00 (Zone 2) and to Kaser-Spraker Construction, 25487 West State Road 2, South Bend, Indiana, for $282,875.00 (Zone 1). Therefore, Ms. Roemer made a motion that the recommendation be accepted and the bids awarded as outlined above. Mr. Inks seconded the motion which carried. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - CURB SIDEWALK AND DRIVE APPROACH REPAIR - SOR1N STREET - PROJECT NO 101-27 In a memorandum to the Board, Mr. Hesham Khalil, Engineering, requested permission to advertise for the receipt of bids for the above referred to project. Mr. Khalil stated that this project will construct public works improvements for removal and replacement of curbs, sidewalks and drive approaches on Sorin Street. Therefore, upon a motion made by Mr. Inks, seconded by Ms. Roemer and carried, the recommendation was approved. APPROVE CHANGE ORDER - SOUTHFIELD SOUTHERN STORM SEWER - SECTION I - YOUNGS EXCAVATING - PROJECT NO.100-59 Ms. Roemer 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 decreased $8,498.64 for a new Contract sum including this Change Order in the amount of $270,290.36. Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the Change Order was approved. APPROVE CHANGE ORDER - SOUTHFIELD SOUTHERN STORM SEWER - SECTION I - YOUNGS EXCAVATING - PROJECT NO.100-59 Ms. Roemer advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 2 on behalf of Youngs Excavating, Post Office Box 2766, South Bend, Indiana, indicating that the Contract amount be increased $8,270.00 for a new Contract sum including this Change Order in the amount of $278,560.36. Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the Change Order was approved. APPROVE CHANGE ORDER - LEIGHTON PLAZA - CAST IN PLACE CONCRETE - HAGERMAN CONSTRUCTION - PROJECT NO. 97-57-3 Ms. Roemer advised that Mr. Carl Littrell, City Engineer, has submitted Change Order No. 2-03.50- 04 on behalf of Hagerman Construction Corporation, 510 West Washington Boulevard, Fort Wayne, Indiana, indicating that the Contract amount be decreased $22,719.40 for a new Contract sum including this Change Order in the amount of $1,047,389.79. Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the Change Order was approved. APPROVE CHANGE ORDER - MORRIS PERFORMING ARTS CENTER - RAMENDA MASONRY - PROJECT NO. 98-25-5.4 Ms. Roemer advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 004 on behalf of Ramenda Masonry, 54889 Lexington, South Bend, Indiana, indicating that the Contract amount be increased $11,015.00 for a new Contract sum including this Change Order in the amount of $568,042.19. Upon a motion made by Mr. Inks, seconded by Ms. Roemer and carried, the Change Order was approved. 04 �, REGULAR MEETING MAY 29, 2001 APPROVE PROJECT COMPLETION AFFIDAVIT - DEMOLITION OF 730 UNITED DRIVE - BUILDING NO. 69 - WARNER AND SONS, INC. - PROJECT NO. 100-87 Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted the Project Completion Affidavit, for the above referred to project on behalf of Warner and Sons, Inc., Post Office Box 87, Elkhart, Indiana, indicating a final cost of $551,035.00. Upon a motion made by Mr. Gilot, seconded by Ms. Roemer and carried, the Project Completion Affidavit was approved. APPROVE COMMUNITY DEVELOPMENT ADDENDUM The following Community Development Addendum was presented to the Board for approval: Addendum III - South Bend Liston/Colfax Rehabilitation Extends contract to Heritage Foundation Activity December 31, 2001 Upon a motion made by Mr. Inks, seconded by Ms. Roemer and carried, the above referred to Addendum was approved and executed. APPROVAL OF ESCROW AGREEMENT - PUBLIC WORKS SERVICE CENTER - CASTEEL CONSTRUCTION & ST. JOSEPH CAPITAL BANK - PROJECT NO. 101-01 Ms. Roemer stated that the Board is in receipt of an EscrowAgreement between the City of South Bend, Casteel Construction and St. Joseph Capital Bank, for the Public Works Service Center. Ms. Roemer noted that the Contract is in excess of $100,000.00. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the Escrow Agreement was approved and executed. APPROVE BUILDING BLOCK GRANT AGREEMENTS The following Building Block Grant Agreements were presented to the Board for approval: 2922 Lincolnway West - V. Flowers/Landscaping $125.00 Urbanski 1874 St. Michaels Court - C. Flowers/Mulch $125.00 Leslie Upon a motion made by Mr. Inks, seconded by Ms. Roemer and carried, the above referred to Agreements were approved and executed. APPROVAL OF CONTRACTOR'S AGREEMENT/RELEASE OF OCCUPANCY - BROOKS CONSTRUCTION - WAYNE/WESTERN IMPROVEMENTS - PROJECT NO 101-02 Ms. Roemer stated that the Board is in receipt of an Agreement between the City of South Bend and Brooks Construction, 18130 U.S. Highway 20, Goshen, Indiana, for vault closure work for the City of South Bend at the site owned by the Diocese of Fort Wayne, South Bend, Indiana, in conjunction with the above referred to project. Ms. Roemer noted that the Agreement is in the amount of $1,000.00. In addition, a Release of Occupancy for the underground vault at 114 West Wayne Street was presented to the Board for approval. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the Agreement and Release of Occupancy were approved and executed. APPROVAL OF LICENSE AGREEMENT - LICENSE FEE FOR PREMISES AT 23527 STATE ROAD 23 AND 1530 SOUTH MAIN STREET - FRATERNAL ORDER OF POLICE Ms. Roemer stated that the Board is in receipt of an Agreement between the City of South Bend and the Fraternal Order of Police Lodge No. 36, for the above referred to premisses. Ms. Roemer noted that the Agreement is in the amount of $23,080.00 for the first year (February 1, 2001 to December 31, 2002) and $26,160.00 for the second year (February 1, 2002 to February 28, 2003). Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the Agreement was approved and executed. UNFAVORABLE RECOMMENDATION - PETITION TO VACATE AN ALLEY Ms. Roemer indicated that the Common Council has submitted to the Board a Vacation Petition as completed by Mr. Ali Al-Shawi, 1406 Lincolnway West, South Bend, Indiana to vacate the following alley: E REGULAR MEETING MAY 29, 2001 The first north/south alley west of Lawndale Avenue from the south right of way line of Lincolnway West to the north right of way line of the first east/west alley for a distance of 120 feet and a width of 12 feet. Being a part of Pleasant Home Addition to the City of South Bend, St. Joseph County, Indiana. Ms. Roemer advised that the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Police Department, Fire Department, Sanitation, and the Department of Economic Development. The Area Plan Commission stated that the property to the west of the proposed alley vacation has a garage that has access on the alley. The staff recommends that if this alley is vacated that it is done so subject to the creation of cross -access easement for the properties on either side of the alley and any turning radius that might be needed. The staff recognizes that the properties on both sides of the alley currently have the same owner. However, the easement needs to be in place in the event that one of these properties changes ownership. The Department of Public Works concurred. Therefore, Ms. Roemer made a motion that the Board send an unfavorable recommendation to the Common Council concerning this Vacation Petition. Mr. Inks seconded the motion which carried. APPROVAL OF RECOMMENDATION - TO CONDUCT INTERSECTION SOLICITATION - ST. JOSEPH VALLEY BUILDING AND CONSTRUCTION TRADES Ms. Roemer stated that favorable recommendations have been received by the Division of Engineering, Police Department and the City Attorney's office, in reference to a request as submitted by Mr. Todd Richardson, St. Joseph Valley Building and Construction Trades, 1345 Northside Boulevard, South Bend, Indiana to conduct the above referred to solicitation on June 16, 2001, at Miami and Ireland; State Road 23 and Ironwood; Lincolnway and Ironwood; and Michigan and Ireland. Upon a motion made by Mr. Inks, seconded by Ms. Roemer and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CONDUCT GEORGE GARDEN CIRCUS Ms. Roemer stated that favorable recommendations have been received by the Division of Engineering, Code Enforcement, Police Department, Fire Department, Building Department and the City Attorney's office, in reference to a request as submitted by Mr. Roville Thornberg, 1915 Farnsworth, South Bend, Indiana to conduct the above referred to circus on June 2 and 3, 2001, at the St. Joseph County Fairgrounds. Upon a motion made by Mr. Inks, seconded by Ms. Roemer and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - DAYTON FROM MIAMI TO DALE - ST. MATTHEW SCHOOL FIELD DAY Ms. Roemer stated that favorable recommendations have been received by the Division of Engineering, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Susan Clark, St. Matthew School, 1015 East Dayton, South Bend, Indiana, to conduct the above referred to event on June 6, 2001, from 9:00 a.m. to 2:40 p.m. Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - CHERRY FROM WASHINGTON TO JEFFERSON - GRADUATION PARTY Ms. Roemer stated that favorable recommendations have been received by the Division of Engineering, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Yolanda White,112 South Cherry Street, South Bend, Indiana, to conduct the above referred to block party on June 9, 2001, from 3:00 p.m. until 11:00 p.m. Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - ALLEN FROM LINCOLNWAY WEST TO BLAINE - BLOCK PARTY Ms. Roemer stated that favorable recommendations have been received by the Division of Engineering, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Ruby Smith, 1122 Birner, South Bend, Indiana, to conduct the above referred to block party on June 23, 2001, from 10:00 a.m. until 11:00 p.m. Upon a motion made by Mr. Inks, seconded by Ms. Roemer and carried, the recommendation was approved. REGULAR MEETING MAY 29, 2001 APPROVAL OF RECOMMENDATION - TO CLOSE STREET - BISSELL STREET FROM EDDY STREET TO ARTHUR STREET - COMMUNITY FAIR Ms. Roemer stated that favorable recommendations have been received by the Division of Engineering, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Terrina Chism, 1129 East Bissell Street, South Bend, Indiana, to conduct the above referred to community fair on May 19, 2001, from 10:00 a.m. until 4:00 p.m. Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - LASALLE FROM WILLIAMS TO TAYLOR - CHURCH FUN DAY Ms. Roemer stated that favorable recommendations have been received by the Division of Engineering, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Bernadette Works, Emanuel Church, 415 West LaSalle, South Bend, Indiana, to conduct the above referred to event on June 2 and June 23, 2001, from 8:00 a.m. until 8:00 p.m. Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - 36TH STREET FROM WALL TO HASTINGS - BLOCK PARTY Ms. Roemer stated that favorable recommendations have been received by the Division of Engineering, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Denise Stafford, 706 South 36`h Street, South Bend, Indiana, to conduct the above referred to block parry on June 9, 2001, from 12:00 p.m. until 11:00 p.m. Upon a motion made by Mr. Inks, seconded by Ms. Roemer and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - PARK LANE FROM LAFAYETTE TO MAIN STREET - MADISON SCHOOL START PICNIC Ms. Roemer stated that favorable recommendations have been received by the Division of Engineering, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Maureen Terry, Madison School, 832 North Lafayette, South Bend, Indiana, to conduct the above referred to picnic on June 4, 2001, from 8:15 a.m. to 2:00 p.m. Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - REQUEST FOR POLICE ESCORT - SPECIAL OLYMPICS Ms. Roemer stated that favorable recommendations have been received by the Division of Engineering, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Sharon Evans, Special Olympics of Indiana, Post Office Box 643, Mishawaka, Indiana, for a police escort on Thursday, May 31, 2001, beginning at 6:00 p.m. on the designated route as submitted. Upon a motion made by Mr. Inks, seconded by Ms. Roemer and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CONDUCT 2001 MULTIPLE SCLEROSIS WALK Ms. Roemer stated that favorable recommendations have been received by the Division of Engineering, Park Department, Police Department and the City Attorney's office, in reference to a request as submitted by Mr. Greg Bennett, Memorial Hospital, 615 North Michigan, South Bend, Indiana to conduct the above referred to walk on June 2, 2001, beginning at 9:00 a.m., on the designated route as submitted. Upon a motion made by Mr. Inks, seconded by Ms. Roemer and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - BLACK OAK DRIVE FROM SCOTTSWOOD TO OAK RIDGE - WOODED ESTATES SOCIAL Ms. Roemer stated that favorable recommendations have been received by the Division of Engineering, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Angie Barlow, 1252 Black Oak Drive, South Bend, Indiana, to conduct the above referred to event on June 18, 2001, from 6:30 p.m. to 8:30 p.m. Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the recommendation was approved. 1 1 F REGULAR MEETING MAY 29, 2001 APPROVAL OF RECOMMENDATION - TO CLOSE STREET - EAST WAYNE SOUTH FROM WEST SIDE OF ISLAND TO EAST SIDE OF ISLAND - GRADUATION PARTY Ms. Roemer stated that favorable recommendations have been received by the Division of Engineering, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Virginia Anderson, 1138 East Wayne, South Bend, Indiana , to conduct the above referred to block party on June 9, 2001, from 3:00 p.m. to 8:30 p.m. Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - FUERBRINGER FROM HARRISON TO COTTAGE GROVE - MEMORIAL DAY PARTY Ms. Roemer stated that favorable recommendations have been received by the Division of Engineering, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Zellia Crook, 424 Harrison, South Bend, Indiana, to conduct the above referred to event on May 28, 2001, from 3:00 p.m. until11:00 p.m. Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET -1700 BLOCK OF FREMONT - BLOCK PARTY Ms. Roemer stated that favorable recommendations have been received by the Division of Engineering, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Carolyn McKnight, 1734 Fremont, South Bend, Indiana, to conduct the above referred to block party on June 9, 2001, from 2:00 p.m. until 11:00 p.m. Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the recommendation was approved. ADOPT RESOLUTION NO. 32-2001 - DISPOSAL OF CITY -OWNED PROPERTY Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 32-2001 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY WHEREAS, it has been determined by the Board of Public Works that the following property is unfit for the purpose for which it was intended and is no longer needed by the City of South Bend: 1999 CHEVROLET CAVALIER VIN 1GIJC5240X7146062 WHEREAS, Indiana Code 36-1-11-60 permits and establishes procedure for disposal of personal property which is unfit for the purpose for which it was intended and which is no longer needed by the City. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that the item listed above is no longer needed by the City; is unfit for the purpose for which it were intended and has an estimated value of more than five thousand dollars ($5,000.00). BE IT FURTHER RESOLVED, that said item may be transferred or sold at public auction, conducted by an auctioneer licensed under I.C. 25-6.1, after advertising the property for sale. However, if the property is deemed worthless, such may be demolished or junked. ADOPTED this 24th day of May, 2001. BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA s/Donald E. Inks, Member s/M. Catherine Roemer, Member ATTEST: s/Angela K. Jacob, Clerk REGULAR MEETING MAY 29, 2001 ADOPT RESOLUTION NO. 33-2001 - DISPOSAL OF CITY OWNED PROPERTY Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 33-2001 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY WHEREAS, it has been determined by the Board of Public Works that the following property is unfit for the purpose for which it was intended and is no longer needed by the City of South Bend: SEQUEL TURNER 340 SPEC. S/N 000409 (PURCHASED 3/1/83) MUFFLE FURNACE (PURCHASED 10/1/83) WHEREAS, Indiana Code 36-1-11-60 permits and establishes procedure for disposal of personal property which is unfit for the purpose for which it was intended and which is no longer needed by the City. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that the items listed above are no longer needed by the City; are unfit for the purpose for which they were intended and have an estimated value of less than five thousand dollars ($5,000.00). BE IT FURTHER RESOLVED, that said items may be transferred or sold at public auction or private sale, without advertising. However, if the property is deemed worthless, such may be demolished or junked. ADOPTED this 24th Day of May, 2001. BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA s/M. Catherine Roemer, Member s/Donald E. Inks, Member ATTEST: s/Angela K. Jacob, Clerk ADOPT RESOLUTION NO. 34-2001 - TRADE-IN OF CITY -OWNED PROPERTY ON PROPERTY OF SIMILAR NATURE Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 34-2001 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS APPROVING THE TRADE-IN OF CITY -OWNED PROPERTY ON PROPERTY OF SIMILAR NATURE WHEREAS, it has been determined by the Board of Public Works of the City of South Bend that the following described property is unfit for the purpose for which it was intended and should be traded -in for property of a similar nature: ONE (1) UNIT 219/1986 BACKHOE-680L - VIN JJG0070306 ONE (1) UNIT 207R/MAUDLIN ROLLER - VIN 13684114 WHEREAS, it has been determined by the Board of Public Works of the City of South Bend that the following described property is of a similar nature to the above -described property and should be traded with the above -described property: ONE (1) NEW 1.0 CUBIC YARD LOADER/BACKHOE 1 REGULAR MEETING MAY 29, 2001 ONE (1) NEW ASPHALT ROLLER WHEREAS, I.C. 36-1-11-9 authorizes the Board of Public Works to trade in or exchange City -owned property for partial or full reduction in the purchase price of property of similar nature. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, AS FOLLOWS: The following described property shall be traded -in for the following described property of a similar nature: PROPERTY TO BE EXCHANGED: ONE (1) UNIT 219/1986 BACKHOE-680L - VIN JJG0070306 ONE (1) UNIT 207R/MAUDLIN ROLLER - VIN 13684114 PROPERTY TO BE TRADED: ONE (1) NEW 1.0 CUBIC YARD LOADER/BACKHOE ONE (1) NEW ASPHALT ROLLER 2. That the traded in or exchanged property, to wit: ONE (1) UNIT 219/1986 BACKHOE-680L - VIN JJG0070306 ONE (1) UNIT 207R/MAUDLIN ROLLER - VIN 13684114 shall be removed from the inventory of the City of South Bend. ADOPTED this 24TH day of May, 2001. BOARD OF PUBLIC WORKS s/M. Catherine Roemer, Member s/Donald E. Inks, Member ATTEST: s/Angela K. Jacob, Clerk APPROVAL OF REQUEST TO CONDUCT SALE OF PERSONAL PROPERTY AT PUBLIC AUCTION/CONTRACT - KASER' S AUCTION SERVICE Ms. Roemer stated that the Board is in receipt of a Contract between the City of South Bend and Kaser's Auction Service, North Liberty, Indiana, for a public auction to dispose of unclaimed property as allowed by law on June 16 2001, beginning at 8:00 a.m. at the garage area in the rear of 701 West Sample Street. Ms. Roemer noted that the Contract is in the amount of eight (8) percent commission. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the request to conduct a public auction and the Contract were approved and executed. FILING OF CERTIFICATES OF INSURANCE Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the following Certificates of Insurance were accepted for filing: Pritchard Mechanical 3921 West Sample Street South Bend, Indiana 46619 Willson's Nursery, Inc. 2506 East State Road 2 LaPorte, Indiana 46352 Dominiak Mechanical, Inc. 1137 West Western South Bend, Indiana Martin Buczkowski 51622 Trowbridge Lane South Bend, Indiana Life Treatment Centers, Inc. 1402 South Michigan Street South Bend, Indiana 46601 REGULAR MEETING MAY 29, 2001 APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the following traffic control devices were approved: New Installation - 1709 Marine Ms. Mastain has met all Handicapped Accessible requirements. Parking Space Signs Revision - 15 Minute Parking 1609 Miami Request from owner; to 1 Hour Parking business turnover. New Installation - No 3906 South Michigan Request of homeowner. Littering New Installation - 733 East Dubail Ms. Gannon has met all Handicapped Accessible requirements. Parking Space Signs New Installation - 713 North Allen Ms. Lee has met all Handicapped Accessible requirements. Parking Space Signs 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 American Home Dreams EXCAVATION BONDS RJ Septic & Excavating, Inc. Apex Mechanical Approved Effective May 22, 2001 Pursuant to Res. No.100-2000 Released Effective May 29, 2001 Released Effective May 29, 2001 It was noted that Mr. Jon Hunt, Director, Community and Economic Development, is a member of the Board of American Home Dreams. Ms. Roemer made a motion that the recommendation be accepted and that the Bonds be approved and/or released as outlined above. Mr. Inks seconded the motion which carried. APPROVE CLAIMS Ms. Roemer stated that the following claims were submitted to the Board for approval: Name Amount of Claim Date Comments City of South Bend $1,865,401.68 May 21, 2001 Approved May 21, 2001, Pursuant to Res. No. 100-2000 Workforce $ 61,512.66 May 16, 2001 Approved May 29, Investment Board 2001 St. Joseph County $ 15,400.00 May 18, 2001 Approved May 18, Housing Consortium 2001, Pursuant to Res. No.100-2000 St. Joseph County $ 2,094.21 May 18, 2001 Approved May 18, Housing Consortium 2001, Pursuant to Res. No.100-2000 1 I 1 REGULAR MEETING MAY 29, 2001 St. Joseph County $ 16,500.00 May 18, 2001 Approved May 18, Housing Consortium 2001, Pursuant to Res. No.100-2000 St. Joseph County $ 235.46 May 18, 2001 Approved May 18, Housing Consortium 2001, Pursuant to Res. No.100-2000 St. Joseph County $ 2,160.09 May 18, 2001 Approved May 18, Housing Consortium 2001, Pursuant to Res. No.100-2000 Ms. Roemer made a motion that the claims be approved and the reports as submitted be filed. Mr. Inks seconded the motion which carried. APPROVE TITLE SHEET - RIVER COMMONS - SECTION 10 Ms. Roemer advised that the Title Sheet for the above referred to project was being presented at this time for execution. Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the above referred to Title Sheet was approved and signed. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the meeting adjourned at 9:53 a.m. ATTEST: 1 Angela R. Jacob, C14C�/ BOARD OF PUBLIC WORKS Gary A. Gi ot, President 4M.therine Roemer, Me ber Donald E. Inks, Member