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HomeMy WebLinkAbout02/14/00 Board of Public Works MinutesREGULAR MEETING FEBRUARY 14, 2000 The regular meeting of the Board of Public Works convened at 9:35 a.m. on Monday, February 14, 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. AGENDA CHANGES Ms. Roemer advised the Board that the following item should be deleted from the agenda: Item 6 - Request to Use City Buildings 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. PUBLIC HEARING - CHERYL COPELIN-SZYNSKI Ms. Roemer advised that this was the date set for the Board's Public Hearing concerning Cheryl Copelin-Szynski's application for a massage establishment at 1733 North Ironwood. The Board received favorable recommendations from the Police and Fire Departments and Building Commissioner. There being no one present wishing to address the Board concerning this matter, the Public Hearing was closed. Therefore, upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the license was approved. PUBLIC HEARING - BETH HAMILTON Ms. Roemer advised that this was the date set for the Board's Public Hearing concerning Beth Hamilton's application for a massage establishment at 224 West Colfax. The Board received favorable recommendations from the Police and Building Commissioner, but unfavorable recommendation from Fire Department. Ms. Hamilton was present, and spoke on her behalf. She explained that her establishment will be a day spa, with five licensed massage therapists. Ms. Hamilton also said that she has worked in the business for 20 years, and has a cosmetology license. Mr. Prawat was also present, and had spoken with Ms. Hamilton prior to the Public Hearing. He reversed his unfavorable recommendation, contingent upon completion ofthe establishment's building in accordance with fire codes. Ms. Hamilton added that the building should be complete soon, since her planned opening date is March 1, 2000. Therefore, upon a motion made by Mr. Littrell and seconded by Ms. Roemer, the massage license was approved, contingent upon valid occupancy permit from the City. APPROVAL OF REOUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - TWO SINGLE AXLE LIGHTNING LOADERS In a memorandum to the Board, Matthew L. Chlebowshi, Director of Central Services, requested permission to advertise for the sale of bids for the above referenced equipment. Therefore, upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the request was approved. Funding source for this equipment is Sewage Works. APPROVE PROPOSAL FOR PRELIMINARY GEOTECHNICAL EVALUATION AND ENGINEERING SERVICES Ms. Roemer advised that the Board is in receipt of a proposal for the above services, between Shilts, Graves & Associates, Inc. and the City of South Bend. Services to be provided include exploration of the subsurface soil and groundwater conditions in the former Hardee's Restaurant space on the southwest corner of Main Street and Jefferson Street, and assessment of how the soil and groundwater conditions will affect foundations and construction of the surfaces. Ms. Roemer noted that the estimated cost of the project is $2,170.00. Therefore, upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the proposal was approved and executed. Funding for this project is the Section 108 Funding. REGULAR MEETING FEBRUARY 14, 2000 APPROVE CONTRACT FOR EXTENSION OF PRICING FOR STREET MATERIALS - 2000 CONSTRUCTION YEAR Ms. Roemer advised that the Board is in receipt of a letter from Mr. Kevin J. Kelly, President of Walsh & Kelly, 24358 SR 23, South Bend, in regards to maintenance ofunit prices ($1,105,400.00). Mr. Littrell explained that Walsh & Kelly was the low bidder for the materials in 1997, and according to the State, the contract can be renewed year after year for the same price, as long as both parties agree. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the I request was approved. Funding source is LRSA. APPROVE ADDENDUM FOR BUREAU OF HOUSING Ms. Roemer advised that Mr. George Adler, Community & Economic Development, submitted to the Board for approval, an addendum to the Affordable Loan/Repair Grant/Good Neighbors contract, extending it to March 31, 2000. Therefore, upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, this addendum was approved and executed. APPROVE CHANGE ORDER NO. 1 FOR MORRIS PERFORMING ARTS CENTER - PAINTING & SCAFFOLDING - PROJECT NO. 98-25-5.9e 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 Forsey Construction, Post Office Box 6188, South Bend, Indiana 46635, indicating an increase in the contract amount by $23,581.50, for a new contract sum of $562,416.50. This change order is to cover various changes and additions in regards to the painting project. 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 Morris Bonds. APPROVE CHANGE ORDER NO. 2 FOR MORRIS PERFORMING ARTS CENTER - PAINTING & SCAFFOLDING - PROJECT NO. 98-25-5.9e 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 Forsey Construction, Post Office Box 6188, South Bend, Indiana 46635, indicating an increase in the contract amount by $2,573.00, for a new contract sum of $564,989.50. This change order is to cover directed overtime necessary to complete the project. 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 Morris Bonds. APPROVE CHANGE ORDERNO.3 FORMORRIS PERFORMINGARTS CENTER- SEATING - PROJECT NO. 98-25-7 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 Country Roads, Inc., 1125 East Washington, Greenville, Michigan 48838, indicating a decrease in the contract amount by $1,262.47, for a new contract sum of $493,592.26. This change order is to cover various additions and deletions to materials. 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 Morris Bonds. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT FOR SOCIAL SECURITY ADMINISTRATION STREET TREE PLANTINGS - 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 County Gardens, Inc., 62971 U.S. 31 South, South Bend, Indiana 46637, substantial completion of the project, as planned, with a lump sum contract amount of $1,125.00. Both the change order and project completion affidavit reflect the final contract amount of $1,125.00. Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the change order and project completion affidavit were given separate approval. Funding for this project is the Tax Increment Fund. REGULAR MEETING FEBRUARY 14, 2000 APPROVE FINAL CHANGE ORDER FOR SCADA SYSTEM OPERATOR INTERFACE REPLACEMENT - PROJECT NO. 99-15 Ms. Roemer advised that the above -referenced final change order was submitted to the Board, on behalf of Precision Control Systems of Indianapolis, Inc., 7141 West Morris Street, Indianapolis, Indiana 46241, indicating an increase in the final contract amount by $1,420.00, with a final contract amount of 1114,170.00, The increase is due to additional equipment required to complete the project. Mr. Littrell said that a Project Completion Affidavit will be coming soon. Upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the change order was approved. Funding for this project is the Wastewater Capital Improvements Fund. REOUEST INSTALL AWNINGS OVER THE CITY SIDEWALK -102 NORTH MAIN STREET In a letter to the Board, Mr. Skip McCray, Sales Representative for City Awning, on behalf of Flint Personnel Services, with regard to. installation of a storefront awning to each of the entrances of the JMS Building. The Board received favorable recommendations from Engineering and the Building Department. The owner of Flint Personnel still has to get approval from the Downtown Design Review prior to installation of the awnings. Therefore, Ms. Roemer made a motion to approve the awning installation. Mr. Littrell seconded the motion, which carried. APPROVE WALK - MICHIANA LUPUS FOUNDATION In a letter to the Board, Ms. Sally Irons requested permission for a walk for the Michiana Chapter of the Lupus Foundation, on May 13, 2000 from 11:00 a.m. - 2:00 p.m., at Howard Park. The Board received favorable recommendations from the Police Department, Traffic & Lighting and the Park Department. The Park Department included a comment that its approval is pending Park Board Approval, that meets on February 21, 2000. Therefore, upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the walk request was approved. APPROVE FUTURE ROADWAY EASEMENT Ms. Roemer stated that the Board is in receipt of a memo from the Office of the City Clerk for a future roadway easement as described below: The 60 foot wide "future roadway easement" as shown on lot one of Olive Road Commerce Park - Section one, which is recorded as instrument number 9715904, also the 60 foot wide "future roadway easement" as shown on all lot AA of Olive Road Commerce Park - section two -first replat, which is recorded as instrument number 9903188, all located in the southwest 1/4 of section 19, Township 38 North, Range 2 East, City of south Bend, German Township, St. Joseph County, Indiana. The Board received favorable recommendations from Engineering, Area Plan Commission, Economic Development, Fire Department, Solid Waste, Police Traffic Department and the City Attorney's Office. Mr. Robert Case, of Community and Economic Development was present and spoke in regard to the easement. He said that the easement was set aside in the subdivisions and are no longer needed. Mr. Case requested to add the following contingency to Community and Economic Development's favorable recommendation: a new roadway easement must be recorded prior to the vacation of the present easement. Therefore, Ms. Roemer made a motion, and Mr. Littrell seconded the motion, which carried, that the easement be approved contingent upon recording of a new roadway easement prior to the vacation of the present easement. APPROVAL OF LICENSE APPLICATION FOR RUBBISH AND GARBAGE REMOVAL Mr. Roemer stated that the Board is in receipt of a favorable recommendation from Code Enforcement for a License Application for BFI Waste Systems of North America, Inc., 57820 Charlotte Avenue, Elkhart, Indiana. Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the License Application was approved. APPROVAL OF LICENSE APPLICATION FOR RUBBISH AND GARBAGE REMOVAL Mr. Roemer stated that the Board is in receipt of favorable a recommendation from Code Enforcement for a License Application for City of south Bend - Solid Waste, 3113 Riverside Drive, South Bend, Indiana. Upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the License Application was approved. REGULAR MEETING FEBRUARY 14, 2000 APPROVE AND/OR RELEASE CONTRACTOR AND EXCAVATION BONDS Mr: Larry D. Spradlin, Sr., Engineer, Division of Engineering, recommended that the following Contractor and Excavation Bonds be approved as follows: BOND OF CONTRACTOR Kenneth Grove Jr. Construction & Concrete 52600 Olive Road South Bend, Indiana 46628 EXCAVATION BONDS Kenneth Grove Jr. Construction & Concrete 52600 Olive Road South Bend, Indiana 46628 Mr. Littrell made a motion that the recommendation be accepted and that the Bonds be approved as outlined above. Ms. Roemer seconded the motion which carried. FILING OF CERTIFICATE OF INSURANCE Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the following Certificate of Insurance was accepted for filing: Rieth-Riley Construction Co., Inc., with AON Risk Services, Inc. of Indiana as the insurance company. APPROVE CLAIMS The following claims were submitted for approval: Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $2,193,689.17 Workforce Development Services - $317,377.61 Housing Consortium - $15,215.00 Ms. Roemer moved for separate approval of the above claims. Mr. Littrell 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 10:55 a.m. BOARD OF PUBLIC WORKS M. Ca Brine Roemer, P esident Carl Littrell, Member ATTEST: