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HomeMy WebLinkAbout01/31/00 Board of Public Works MinutesREGULAR MEETING JANUARY 31, 2000 The regular meeting of the Board of Public Works convened at 9:38 a.m. on Monday, January 31, 2000. The meeting was called to order by Board President M. Catherine Roemer, with Mr. Carl Littrell present. Ms. Michelle Engel, Board Attorney, was also present. APPROVE JANUARY 24, 2000 MEETING MINUTES Upon a motion made by Mr. Littrell, and seconded by Ms. Roemer, the January 24, 2000 minutes were approved. PUBLIC HEARING - TRANSIENT MERCHANT LICENSE - MELVIN E. WOOD Ms. Roemer advised that this is the date set for the Board's Public Hearing concerning an application for a transient merchant license, as submitted by Mr. Melvin E. Wood, to conduct the sale of boats, fishing tackle and other fishing -related equipment, with Group II Promotions, Inc., at Century Center from February 25 - 27, 2000. Mr. Roemer stated that favorable recommendations have been received by the Police Department, Fire Department and the Building Commissioner. Mr. Wood was present, and added that there will be boats, fishing tackle... on display during this time. There being no further comments from the floor, the public hearing was closed. Mr. Littrell moved that the Board approve the license. Ms. Roemer seconded the motion, which carried. PUBLIC HEARING - TRANSIENT MERCHANT LICENSE - EDWARD HESTON Ms. Roemer advised that this is the date set for the Board's Public Hearing concerning an application for a transient merchant license, as submitted by Mr. Edward Heston, to conduct the sale of Christmas trees, with Heston's Trees, at 4215 South Michigan Street, from November 25 - December 25, 2000. Roemer stated that favorable recommendations have been received from the Police Department, Fire Department and the Building Commissioner. There being no one present to represent Mr. Heston, and no comments from the floor, the public hearing was closed. Mr. Littrell moved that the Board approve the license. Ms. Roemer seconded the motion, which carried. OPENING OF QUOTATIONS - DEMOLITION OF THE FORMERHARDEES RESTAURANT - PROJECT NO. A-02 This was the date set for receiving and opening of sealed quotes 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: Grade -Rite Excavating, Inc. 12877 Industrial Drive Granger, Indiana 46530 Bid was signed by David M. Horein, President/Owner Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: $18,500.00 LaFree Earth, Inc. Post Office Box 1752 . Mishawaka, Indiana 46546 Bid was signed by Greg LaFree, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: $19,700.00 REGULAR MEETING Warner &=Sons; Inc. Post Office Box 87 Elkhart, Indiana 46515 Bid was signed by Mark A. Weaver, Secretary/Treasurer Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: $16,880.00 Ritschard Bros., Inc. 1204 West Sample Street South Bend, Indiana 46619 Bid was signed by Donald J. Ritschard, Jr., Vice President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: $20,000.00 Knapp Environmental Construction Services, Inc. 12875 McKinley Highway Mishawaka, Indiana 46545 Bid was signed by Doug Knapp, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: $28,000.00 Torok Excavating & Demolition 54195 North Burdette Street South Bend, Indiana Bid was signed by William A. Torok, Jr., President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: $21,000.00 Bradberry Brothers, Inc. 20061 West Dice Street South Bend, Indiana 46614 Bid was signed by W.J. Bradberry, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: $39,360.00 JANUARY 31, 2000 Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the above quotes were referred to the Department of Economic Development for review and recommendation. Funding for this project is through the Section 108 Loan. 1 REGULAR MEETING JANUARY 31, 2000 OPENING OF BIDS - BIO-SOLID TRUCKING 2000 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: JDS Trucking, Inc. . 19039 Glendale Avenue South Bend, Indiana 46637 1 1 Bid was signed by Colleen Sachman, President Non -Collusion Affidavit was in order Non -Discrimination. Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: Monday through Friday Only $62.00 Saturday $68.00 Sunday No Bid Klink Trucking, Inc. Post Office Box 428 Ashley, Indiana 46705 Bid was signed by Sean Watt, General Manager Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: Monday through Friday Only $62.00 Saturday $68.00 Sunday No Bid Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the above quotes were referred to the Department of Environmental Services for review and recommendation. Funding for this project is through the Organic Resources Operating Budget. AWARD BID - ABANDONED VEHICLES Ms. Roemer advised the Board that on January 24, 2000, bids were received and opened for abandoned vehicles. Bid results were not yet available, so Ms. Roemer recommended that the awards be delayed until next week. Therefore, Ms. Roemer moved that the recommendation be accepted. Mr. Littrell seconded the motion, which carried. lI1,s_'W1f _.% . REGULAR MEETING JANUARY 31, 2000 APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - MISCELLANEOUS VEHICLES AND HEAVY EQUIPMENT In a memorandum to the Board, Matthew L. Chlebowski, Director of Central Services, requested permission to advertise for the sale of bids for the following items: Specification Number of Units Description B. 13 Mid -size four door automobiles C. 8 Compact four door automobiles D. 8 3/4 ton 2 wheel drive pickups E. 6 3/4 ton 4 wheel drive pickups F. I Heavy duty 15,000 lb. Chassis G. 10 Police patrol vehicles H. 3 3/4 ton full-size cargo vans I. 1 Heavy duty 2 ton cab & chassis J. 2 3/4 ton extended cab & chassis K. 1 Single axle dump truck w/14' dump bed L. 1 Tandem axle dump truck M. 1 Two door 4X4 utility vehicle N. 1 Four door 4X4 utility vehicle O. 4 Portable screw air compressors P. 1 Hydraulic bucket machine Q. 1 Mid -size road grader The equipment is for service departments, including police cars and dump trucks. Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the request was approved. Funding for this project is through various Capital Budget funds. APPROVE CONSTRUCTION CONTRACT FOR REPLACEMENT CARPET AT THE CENTURY CENTER - PROJECT NO. A-03 Ms. Roemer advised that the Board is in receipt of a contract between Ziolkowski Construction, Inc., 1005 South Lafayette Boulevard, Post Office Box 1106, South Bend, Indiana 46624 and the City of South Bend for the above -referenced project. It is noted that this contract is in the amount of $18,240.00. It is further noted that services to be provided include replacement of carpet in Convention Halls A and B, and Point Room in Century Center. Therefore, upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the contract was approved and executed. Funding for this project is the Hotel -Motel Tax Fund. APPROVE CONSTRUCTION CONTRACT FOR MORRIS PERFORMING ARTS CENTER FLOORING - PROJECT NO. 98-25-5.9D Ms. Roemer advised that the Board is in receipt of a contract between DuPont Flooring Systems, 35801 Mound Road, Sterling Heights, Michigan 48310 and the City of South Bend for the above referenced project. It is noted that this contract is in the amount of $179,960.00. It is further noted that services to be provided include major floor preparation, flooring, and final cleaning, waxing and buffing. Therefore, upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the contract was approved and executed. Funding for this project is the Morris Bond. 1 REGULAR MEETING JANUARY 31, 2000 APPROVE CONSTRUCTION CONTRACT FOR MORRIS PERFORMING ARTS CENTER DECORATIVE PAINTING - PROJECT NO. 98-25-5.9F Ms. Roemer advised that the Board is in receipt of a contract between EverGreene Painting Studios, Inc., 450 West 31' Street - Th Floor; New York, New York 10001 and the City of South Bend for the above referenced project. It is noted that this contract is in the amount of $596,750.00. It is further noted that services to be provided include all work covered in specifications. Therefore, upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the contract was approved and executed. Funding for this project is the Morris Bond. APPROVE CONSTRUCTION CONTRACT FOR MORRIS PERFORMING ARTS CENTER ACOUSTICAL CONCERT SHELL SYSTEM - PROJECT NO. 98-25-6A Ms. Roemer advised that the Board is in receipt of a contract between Wenger Corporation, 555 Park Drive, Owatonna, Minnesota 55060 and the City of South Bend for the above referenced project. It is noted that this contract is in the amount of $169,000.00. Therefore, upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the contract was approved and executed. Funding for this project is the Morris Bond. APPROVAL OF AGREEMENT - ASBESTOS ABATEMENT DESIGN AND MANAGEMENT Ms. Roemer stated that the Board is in receipt of an agreement between the City of South Bend and Grauvogel & Associates, 17660 Fall Creek Drive, Granger, Indiana 46530, for the above -referenced agreement. Ms. Roemer noted that the agreement is in the amount of $12,590.00. She also noted that this agreement includes environmental remediation at the Standard Surplus Building for demolition during both the planning and demolition phases. Therefore, upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the agreement was approved and executed. Funding for this agreement is the Sample/Ewing Tax Incremental Finance Fund. APPROVAL OF AGREEMENT - AMENDMENT FOR SOUTH BEND PUBLIC WORKS SERVICE CENTER PRELIMINARY SITE SELECTION ANALYSIS - PROJECT NO. 98-067 Ms. Roemer stated that the Board is in receipt of an amendment between the City of South Bend and Ken Herceg & Associates, 211 West Washington Street, Suite 2100, South Bend, Indiana 46601, for the above -referenced agreement. Ms. Roemer noted that the amendment increases the agreement amount by $7,095.00, with a new agreement amount of $68,595.00. The amendment is for additions to the scope of services, and terms and conditions of the original agreement. Therefore, upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the amendment was approved and executed. Funding for this agreement is the Community & Economic Development Predevelopment Fund. APPROVE CHANGE ORDER NO. 1 FOR CENTURY CENTER CARPET REPLACEMENT - PROJECT NO. A-03 Ms. Roemer advised that the above -referenced change order was submitted by Carl Littrell, P.E. for the City of South Bend, on behalfofZiolkowski Construction, Inc., 1005 South Lafayette Boulevard, Post Office Box 1106, South Bend, Indiana 46624, indicating an increase in the contract amount by $4,840.00, for a new contract sum of $23,080.00. This change order is to cover a premium for labor needed to complete the project by February 1, 2000. Mr. Littrell stated that the carpet mill failed to deliver the carpet on time, thus straining the deadline. Therefore, upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the change order was approved. Funding for this project is the Hotel -Motel Tax Fund. APPROVE CHANGE ORDER NO.6 FOR NORTH PUMPING STATION IMPROVEMENTS - PROJECT NO. 98-92 Ms. Roemer advised that the above -referenced change order was submitted by North America Construction, indicating an increase in the contract amount by $52,553.00, for a new contract sum of $6,229,149.00. This change order is to cover several additions and two credits. Ms. Roemer requested that Mr. Littrell check the paperwork for concerns; all things seemed to be in order. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the change order was approved. Funding for this project is the 1997 Water Works Bond Issue. REGULAR MEETING JANUARY 31, 2000 APPROVE CHANGE ORDER FOR INTEGRATED POLICE AND FIRE INFORMATION SYSTEM PROJECT (SOUTH BEND POLICE DEPARTMENT RECORDS CAD SYSTEM) Ms. Roemer advised that the Board is in receipt of the above -referenced change order for NCR, who is the prime contractor. Ms. Roemer noted that the change order is for a decrease in the agreement amount by $42,000.00, for a final agreement sum of $70,565.28. Therefore, upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the change order was approved. Funding for this project is the General Fund. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT FOR MORRIS PERFORMING ARTS CENTER - SITE DRAINAGE & SEWERS - PROJECT NO.98- 25-9 Ms. Roemer advised that the above -referenced change order and project completion affidavit were submitted to the Board, indicating no increase in the final contract amount. Therefore, both the change order and project completion affidavit reflect the final contract amount of $41,690.00 . Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the change order and project completion affidavit were approved with the appropriate three-year Maintenance Bond attached. Funding for this project is the Morris Bond. APPROVE ENCROACHMENT - MEMORIAL HEALTH SYSTEMS INC. In a memo to the Board, Mr. Bruce R. Bancroft of Barnes & Thornburg, requested permission to encroach the right-of-way, with the placement of a flat sign, banners attached to Leighton Center Building and temporary signs along the sidewalk leading to the Healthworks Museum in the Leighton Building. Recommendations were requested from Engineering, the Fire Department, Building Department and the City Attorney. All recommendations were favorable, with comment, as follows: The temporary banner cannot be attached to light poles or signals. Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the encroachment request was approved. APPROVE WALK - MEMORIAL HEALTH SYSTEMS, INC. In a memo to the Board, Mr. Bruce R. Bancroft of Barnes & Thornburg, requested permission for a walk from Century Center to the Healthworks Museum in Leighton Plaza, on Saturday, February 12, 2000, for the grand opening of the museum. Recommendations were requested from the Police Department, Traffic & Lighting and the Park Department. All recommendations were favorable, with comment, as follows: All participants must stay on the sidewalk and obey all traffic laws. Therefore, upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the walk request was approved. APPROVE STREET CLOSING - SOUTH BEND PARKS & RECREATION In a letter to the Board, Mr.. A. Mike Dyszkiewicz, Park Maintenance Director, requested permission to conduct a 5K Run and Walk, on April 8, 2000 from 8:00 a. in. - 10:00 a. in. Recommendations were received from the Police Department, Park Department and the Engineering Department, for the route, as describe in the request. All recommendations were favorable. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the street closing was approved. APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE Ms. Roemer stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to Remonstrate as submitted by Mr. William David Gilmore, President of Autozone, Inc.,. The consent indicates that in consideration for permission to tap into the public sanitary sewer system of the City to provide sanitary sewer service to 52446 State Road 933, South Bend, Indiana, (Key # 02-113- 5700.03), Autozone waives and releases any and all right to remonstrate against or oppose any pending or future annexation of the property by the City of South Bend. Therefore, Ms. Roemer made a motion that the consent be approved. W. Littrell seconded the motion which carried. APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE Mr. Roemer stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to Remonstrate, as submitted by Mr. Ralph Williams, General Partner of Hospitality Hub Minor Subdivision. The consent indicates that in consideration for permission to tap into the public sanitary sewer system of the City to provide sanitary sewer service to 52925 State Road 933, South Bend, Indiana, (Key # 02-113-5700.03), the Hospitality Hub waives and releases any and all right to remonstrate against or oppose any pending or future annexation of the property by the City of South Bend. Therefore, Mr. Littrell made a motion that the consent be approved. Ms. Roemer seconded the motion which carried. 1 1 1 1 1 FILING OF CERTIFICATE OF INSURANCE Upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the following Certificate of Insurance was accepted for filing: L.E. Barber, with Universal Insurance Services, Inc. as insurance company and City of South Bend as additional insured. APPROVE TRAFFIC CONTROL DEVICE Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the following traffic control device was denied: REQUEST OF: Parking Privilege LOCATION: Bowman Street near Riley High. School REMARKS: Unfavorable recommendation from Engineering Department APPROVE CLAIMS The following claims were submitted for approval: Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $1,141,332.47 Workforce Development Services - $79,782.44 Housing Consortium and Morris Performing Arts Center Mr. Littrell moved for separate approval of the above claims. Ms. Roemer seconded the motion, which carried. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the meeting adjourned at 10:03 a.m. ATTEST: Judie L. Jones, Clerk BOARD OF PUBLIC WORKS - M. Catherine Roemer, Carl Littrell, Member 4) � 4 7 1 I 1