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HomeMy WebLinkAbout02/07/00 Board of Public Works MinutesREGULAR MEETING FEBRUARY 7, 2000 The regular meeting of the Board of Public Works convened at 9:37 a.m. on Monday, February 7, 2000. The meeting was called to order by Board President M. Catherine Roemer, with Mr. Carl Littrell present. Ms. Michelle Engel, Board Attorney, was absent, but Ms. Aladene DeRose substituted for her. ADDITIONS TO THE AGENDA Ms. Roemer advised the Board that the following items should be added to the agenda: Item 12 - Irrevocable Standby Letter of Credit for Clay Ironwood Item 13 - Modification to Previous Board of Works Action Item 14 - Changes to Project Numbers for the Year 2000 APPROVE FEBRUARY 7, 2000 MEETING MINUTES Upon a motion made by Mr. Littrell, and seconded by Ms. Roemer, the February 7, 2000 minutes were approved. AWARD BID - BIOSOLIDS TRUCKING 2000 Ms. M. Catherine Roemer advised the Board that on January 31, 2000, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Ken Zmudzinski, Bureau Manager of Environmental Services, recommends that the Board award the contract to Klink Trucking, Inc., Post Office Box 428, Ashley, Indiana, the amount of $62.00 (Monday - Friday Only) and $68.00 (Saturday). Therefore, Ms. Roemer made a motion that the recommendation be accepted and the bids be awarded as outlined above. Mr. Littrell seconded the motion which carried. Funding for this service is from the Organic Resources Operating Budget. AWARD BID - DEMOLITION OF FORMER HARDEES RESTAURANT - PROJECT NO. A-02 Ms. M. Catherine Roemer advised the Board that on January 31, 2000, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Carl Littrell, P.E., City Engineering, recommends that the Board award the contract to Warner and Sons, Inc., Post Office Box 87, Elkhart, Indiana, the amount of $16,880.00. Therefore, Mr. Littrell made a motion that the recommendation be accepted and the bids be awarded as outlined above. Ms. Roemer seconded the motion which carried. Funding for this service is from the Section 108 Loan. AWARD BID - ABANDONED VEHICLES Ms. M. Catherine Roemer advised the Board that on January 24, 2000, bids were received and opened for the above referenced items. After reviewing those bids, Ms. Elizabeth Horton, Code Enforcement, recommends that the Board approve awards as follows: JERRY WOODS 3719 West Western South Bend, Indiana 46619 No. Red Tag # Make Year Vin Number Bid 8 14241 DODGE 1989 2B5WB35Z3KK403428 $153.70 TOTAL $153.70 CARLOS WHEELER 513 North Studebaker South Bend, Indiana 46628 No. Red Tag # Make Year Vin Number Bid 15 4220 CHEVY 1985 AGIGZ37ZXFR160829 $150.00 TOTAL $150.00 f )#w" REGULAR MEETING STEVE BICE 21210.0sborne Lakeville, Indiana 46536 FEBRUARY 7. 2000 No. Red Tag # Make Year Vin Number Bid 13 3526 TOYOTA 1978 RN32000192 $58.00 TOTAL $58.00 INDIANA AUTO PARTS 3300 South Main Street South Bend, Indiana 46614 No. Red Tag # Make Year Vin Number Bid 1 4321 DODGE 1988 2B5WB71W8JK58829 $102.00 2 2501 FORD 1986 1FDEE14Y2GH828292 102.00 3 4469 DODGE 1986 2B5WB31W3GK594206 102.00 4 4232 DODGE 1987 2B5WB31T3HK290588 102.00 5 4237 DODGE 1980 B35KTAX139246 102.00 6 4235 FORD 1985 1FDEE14Y6FHB25460 102.00 7 4234 DODGE 1987 2B5WB31W2HK227640 102.00 9 14230 DODGE 1988 2B5WB31W2JK163587 102.00 10 4242 PLYMOUTH 1988 2P4FH21K1JR527515 102.00 11 5111 DODGE 1985 2B7KB33WXFK281817 102.00 12 1 3143 1 CHEVY 1985 1GCDC14H3FF417195 42.50 TOTAL $ 1,062.50 CHARLA BRIDWEL 1816 East LaSalle Mishawaka, Indiana 46545 No. Red Tag # Make Year Vin Number Bid 14 5160 CHEVY 1971 CE1401110656 $72.50 TOTAL $72.50 Therefore, Mr. Littrell made a motion that the recommendation be accepted and the bids be awarded as outlined above. Ms. Roemer seconded the motion which carried. APPROVAL OF REOUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - FOUR (4) 20 YARD CUBIC PACKERS In a memorandum to the Board, Matthew L. Chlebowski, Director of Central Services, requested permission to advertise for the sale of bids for the above referenced item. Therefore, Mr. Littrell moved that approval be given to the advertise request. Ms. Roemer seconded the bid, which carried. Funding for the item is from the Solid Waste Capital Budget Fund. 1 1 REGULAR MEETING FEBRUARY 7, 2000 APPROVE REQUEST TO PURCHASE A BITUMINOUS DISTRIBUTOR In a memorandum to the Board, Matthew L. Chlebowski, Director of Central Services, requested permission to purchase a bituminous distributor from Southeastern Equipment Company, for $54,500.00—not the lowest bid for this piece of equipment. Ms. Roemer requested explanation as to why Mr. Chlebowski wants to purchase from Southeastern instead of MacDonald, the lowest bidder. Mr. Chlebowski said that MacDonald did not meet the specification requirements for the tank and pump location and the federal tank regulation requirements. Therefore, Mr. Littrell moved that the request be approved. Ms. Roemer seconded the motion, which carried. Funding for the item is from the 1999 Cumulative Capital Development Fund. APPROVE STAFF SUPPORT CONTRACT Ms. Roemer advised that the Board is in receipt of a contract between the Urban Enterprise Association (UEA) of South Bend, Inc., and the City of South Bend for the above -referenced services. It was noted that this contract is for staff support duties by City employees for UEA projects. It was further noted that the City will be compensated $105,000.00 annually, for the years 2000, 2001, 2002, 2003 and 2004. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the contract was approved and executed. APPROVE CONTRACT FOR LISTON-COLFAX REHABILITATION ACTIVITY Ms. Roemer advised that the Board is in receipt of a contract between The South Bend Heritage Foundation and the City of South Bend, for the above -referenced activity. Ms. Roemer noted that the contract is in the amount of $72,063.00. Mr. Lee Cotton, Planning & Neighborhood Development, commented that this is part of the residential development for the 1300 Block of West Washington Home Ownership Project. 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 CDBG. APPROVE CONTRACT FOR BLUME'S BLOCK COMPLETION Ms. Roemer advised that the Board is in receipt of a contract between The South Bend Heritage Foundation and the City of South Bend, for the above -referenced project. Ms. Roemer noted that the contract is in the amount of $100,000.00. The targeted goal for this project is to complete the rehabilitation of the interior and the exterior of the building. 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 CDBG. APPROVE CONTRACT FOR GOVERNMENT RELATIONS SERVICES Ms. Roemer advised that the Board is in receipt of a contract between Sagamore Associates and the City of South Bend, for the above references services, for representation of the City before the Federal Government and on Capitol Hill. Ms. Roemer noted that the contract is for one year, in the amount of $42,000.00, and is the same as last year. Therefore, upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the contract was approved and executed. Funding for these services is through the General Fund. APPROVE CHANGE ORDER NO. 3 FOR FIRE STATION NO. 10 - PROJECT NO. 97-18 Ms. Roemer advised that the above -referenced change order was submitted by Toy Villa, City Engineering for the City of South Bend, on behalf of Casteel Construction Corporation, 23186 West Ireland Road, South Bend, Indiana 46614, indicating an increase in the contract amount by $14,332.00, for a new contract sum of $1,318,545.00. This change order is to cover several additions to the work, as listed in the change 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 EDIT Fund. p c% , y REGULAR MEETING FEBRUARY 7, 2000 Ms. Roemer advised that the above -referenced change order was submitted by Carl Littrell, P.E. for the City of South Bend, on behalf of Apex Mechanical Contractors, Inc., Post Office Box 2903, South Bend, Indiana 46680, indicating an increase in the contract amount by $16,070.38, for a new contract sum of $500,124.62. This change order is to cover installation of additional plaza drain piping. 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 EDIT Fund. APPROVE CHANGE ORDER NO.3-15.30 FOR LEIGHTON PLAZA PHASE III PLUMBING SYSTEMS - PROJECT NO. 97-57-4 Ms. Roemer advised that the above -referenced change order was submitted by Carl Littrell, P.E. for the City of South Bend, on behalf of Apex Mechanical Contractors, Inc., Post Office Box 2903, South Bend, Indiana 46680, indicating an increase in the contract amount by $6,836.00, for a new contract sum of $98, 868.00. This change order is to cover installation of heating and air conditioning in rental space no. one. 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 EDIT Fund. APPROVE CHANGE ORDER NO. 1 FOR SOUTH BEND ANIMAL CONTROL SHELTER - PROJECT NO. 99-62 Ms. Roemer advised that the above -referenced change order was submitted by Carl Littrell, P.E. for the City of South Bend, on behalf of Kaser-Spraker Construction, Inc., 25487 West State Road 2, Post Office Box 3605, South Bend, Indiana 46619, indicating an increase in the contract amount by $1,001.00, for anew contract sum of $119,751.00. This change order is to cover reconstruction of the sub -floor. 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 1999 Capital Improvements Program - General Fund. APPROVE CHANGE ORDER NO. E3 FOR IRONWOOD RECONSTRUCTION PROJECT PHASE III RIDGEDALE TO EWING - PROJECT NO. 96-25 Ms. Roemer advised that the above -referenced change order was submitted by Darrell Baker, Engineering Department, City of South Bend, on behalf of Indiana Department of Transportation, indicating a decrease in the contract amount by $722.54, for a new contract sum of $2,307,092.84. This change order is to cover failed material. Mr. Littrell explained that the contractor is actually paying a penalty for the material that failed. So, the penalty is being deducted from the total contract amount. 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 Local Roads and Streets, Sewer Depreciation Fund. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT FOR SOUTHEAST NEIGHBORHOOD REDEVELOPMENT - PROJECT NO. 99-82 Ms. Roemer advised that the above -referenced change order and project completion affidavit were submitted to the Board, on behalf of Bradberry Brothers, Inc., indicating a decrease in the final contract amount by $6,249.00, with a final contract amount of $52,595.00. The decrease was due to new foundations that were not excavated as planned; only backfill was required. Both the change order and project completion affidavit reflect the final contract amount of $52,595.00 . 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 Tax Increment Fund. 1 1 u f)�t•w REGULAR MEETING FEBRUARY 7, 2000 APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT FOR U. S. 31 INDUSTRIAL PARK - PHASE II - PROJECT NO. 99-22 Ms. Roemer advised that the above -referenced change order and project completion affidavit were submitted to the Board, on behalf of R & R Excavating, Inc., 2010 Went Avenue, Mishawaka, Indiana 46545, indicating a decrease in the final contract amount by $6,403.86, with a final contract amount of $590,180.89. The decrease was because some of the items in Phase III were completed in Phase II. Both the change order and project completion affidavit reflect the final contract amount of $590,180.89 . 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 Airport Economic Development Tax Increment Fund. RESOLUTION NO. 2-2000 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, DECLARING ITS INTENT TO LEASE THE PROPERTY AT '504 NORTH JOHNSON STREET, SOUTH BEND, INDIANA, FOR USE AS A NEIGHBORHOOD PARTNERSHIP CENTER WHEREAS, the City of South Bend is desirous of establishing several Neighborhood Partnership Centers in order to build stronger neighborhoods by bringing municipal and community services directly to the neighborhoods; and WHEREAS, the property at 504 North Johnson Street, South Bend, Indiana, has been selected as a site for a Neighborhood Partnership Center; and WHEREAS, the Board of Public Works for the City of South Bend, Indiana, on February 7, 2000, received a petition ("Petition") signed by at least fifty (50) taxpayers of the City of South Bend, requesting that the Board lease the premises at 504 North Johnson Street, South Bend, Indiana, for a term of one year, with a one year option to renew the leasehold agreement upon agreement by both parties with an annual rental not to exceed four Thousand, Two Hundred Dollars ($4,200.00) in the first year and Four Thousand, Two Hundred Dollars ($4,200.00) in the option year if the option to ren4ew for the second year is exercised by the agreement of both parties; and WHEREAS, the Board also received, on February 7, 2000, a certificate of the St. Joseph County Auditor, certifying that the verifier of the petition and at least fifty (50) of the signatories of the petition are taxpayers of property located within the corporate limits of the City of South Bend; and WHEREAS, the Board also received, on February 7, 2000, a proposed lease agreement ("Proposed Lease") concerning the lease of the premises as petitioned; and WHEREAS, I.C. 36-1-10-7(2) requires, that prior to the Board's entering into a lease agreement for said premises, that the South Bend Common Council, after investigation, determine that the lease of the premises is needed. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend, Indiana, as follows: 1) That the Board of Public Works of the City of South Bend, Indiana, hereby expresses its desire and intent to lease the premises at 504 North Johnson Street, South Bend, Indiana, for its use as a Neighborhood Partnership Center. 2) That the Petition, as certified by the St. Joseph County auditor and submitted to the Board on February 7, 2000, is hereby accepted for filing and made available for public inspection. REGULAR MEETING FEBRUARY 7.2000 3) That the lease of the premises shall be for a term of one (1) year, with a one (1) . year option to renew subject to the approval of both parties, and with an annual rental not to exceed Four Thousand, Two Hundred Dollars ($4,200.00) in the second term if the option to renew is exercised. 4) That the Proposed Lease for the premises submitted to the Board on February 9, 2000, is hereby accepted for filing and made available for public inspection. 5) That the board directs and authorizes that a Resolution be filed with the South Bend Common Council with the City clerk for consideration by the Common council of the City of south Bend, Indiana, a form of Resolution to establish, after investigation and consideration, its determination that the lease of the premises described herein is needed. 6) That a public hearing on the proposed lease is hereby set for February 21, 2000, at 9:30 a.m. in the Board of Public Works Meeting Room, 1308 County -city Building, South Bend, Indiana 46601, at which hearing all persons desiring to be heard will be given the opportunity to address whether the Proposed Lease is necessary and whether the proposed rental is fair and reasonable. 7) That this Resolution will be in full force and effect from and after its passage by the Board. Adopted the 7t` day of February, 2000. CITY OF SOUTH BEND, BOARD OF PUBLIC WORKS Carl Littrell M. Catherine Roemer Published February 11, 2000 REQUEST TO PURCHASE CITY -OWNED PROPERTY - 1209 West Colfax Street: Lot No. 18- 1040-1734 In a letter to the Board, Ms. Betty Hopson -Taylor expressed interest in purchasing City -owned property at 1209 West Colfax Street. Ms. Roemer advised that the request received favorable recommendations from code Enforcement, Engineering and Public parks, but unfavorable recommendation form Economic Development because the Board had already recommended approval to turn over the property to South Bend Heritage Foundation. Therefore, Ms. Roemer recommended denial of Ms. Hopson -Taylor's request to purchase the property at 1209 West Colfax. With further discussion, Mr. Littrell recommended that the property be appraised and offered for sale to the highest bidder, if Ms. Hopson -Taylor is still interested. Upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the above request was denied. APPROVE PARADE - CHET WAGGONER LITTLE LEAGUE In a memo to the Board, Mr. Ray Snyder requested permission for a parade beginning in the west parking lot of Coveleski Stadium and ending at the Chet Waggoner Park entrance, on Saturday, May 6, 2000, at 8:00 a.m. 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. Mr. Littrell noted that Mr. Snyder sent his Certificate of Insurance with his parade application. Therefore, upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the parade request 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 Place Builders. 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 23787 Julep Court, South Bend, Indiana, (Key # 05-1035-0448.19). Place Builders 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. Littrell made a motion that the consent be approved. Ms. Roemer seconded the motion which carried. REGULAR MEETING FEBRUARY 7, 2000 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: Walsh & Kelly, Inc., with Tobias Insurance Group, Inc. as insurance company. APPROVE TRAFFIC CONTROL DEVICE Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the following traffic control devices were approved: REQUEST OF: New Installation of Handicap Sign LOCATIONS: 220 East Donald (Mr. Rubin Gonzales has met all requirements) 1209 North Huey (Ms. Mary Mulligan has met all requirements) 705 Indiana (Mr. Dale Derickson has met all requirements) 1130 East Fox (Mr. Robert Ayer has met all requirements) 1916 South Taylor (Ms. Esther Jankowski has met all requirements) REMARKS: Favorable recommendations from Engineering Department APPROVE IRREVOCABLE STANDBY LETTER OF CREDIT Ms. Roemer advised that the Board is in receipt of an Irrevocable Standby Letter of Credit for Clay ironwood, LLC, at 17690 St. Patrick's Court, Granger, Indiana 46530, for the amount of $218,487.00, and expiration date of January 28, 2001. Ms. Roemer questioned the reason for this letter. Mr. Littrell explained that it is surety for public improvements to be installed in the Summerville Subdivision. Therefore, Ms. Littrell made a motion that the consent be approved. Ms. Roemer seconded the motion, which carried. APPROVE MODIFICATION TO PREVIOUS BOARD OF WORKS ACTION In a memorandum to the Board, the request was made to change the modify a previous street name change, approved on December 13, 1999. A portion of Scott Street was changed to Alonzo Watson Jr. Boulevard. The family of Mr. Watson requests that the name be change to Alonzo Watson Jr. Drive. Therefore, Ms. Littrell made a motion that the modification be approved. Ms. Roemer seconded the motion, which carried. APPROVE CHANGES TO THE PROJECT NUMBER FOR THE YEAR 2000 In a memorandum to the Board, Judie Jones, Clerk, requested that project number that were changed, at the end of 1999, from all numeric to a mixture of alpha and numeric, be changed back to all numeric project numbers, starting with 100-01, in order to make computer sorting more accurate. Therefore, Ms. Littrell made a motion that the changes to the project numbers be approved. Ms. Roemer seconded the motion, which carried. APPROVE CLAIMS The following claims were submitted for approval: Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $1,398,902.96 Workforce Development Services - Two Claims: $47,619.06 and $300,273.83 Mr. Littrell moved for separate approval of the above claims. Ms. Roemer seconded the motion, which carried. REGULAR MEETING FEBRUARY 7.2000 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 10:00 a.m.' BOARD OF PUBLIC WORKS 0 I I