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Home My WebLink About03/13/00 Board of Public Works MinutesREGULAR MEETING MARCH 13, 2000 The regular meeting of the Board of Public Works was convened at 9:35 a.m. on Monday, March 13, 2000, by Board President M. Catherine Roemer, with Mr. Carl P. Littrell and Mr. Donald E. Inks present. Also present was Board Attorney Michelle Engel. AGENDA ITEMS ADDED Upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, agenda items for one (1) Excavation Bond and two (2) Contractor Bonds were added. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the minutes of the regular meeting of the Board held on March 6, 2000, were approved, subject to the correction of names in the minutes, from "Mr. Caldwell" to "Ms. Roemer" in three (3) instances. OPENING OF BIDS - ONE (1) MORE OR LESS, 2 '/z YARD FRONT END RUBBER TIRE LOADER AND ONE (1) 5 YARD FRONT END RUBBER TIRE LOADER This was the date set for receiving and opening of sealed bids for the above referred to equipment. 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: RUDD EQUIPMENT COMPANY 5820 Industrial Road Fort Wayne, Indiana ,16825 Bid was signed by Rudd Equipment Company (Branch Vice President) Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted 00.8 One (1) new/2000 Volvo L70D Wheel Loader as described $110,959.00 Less trade of Ford Loader/SC487286X (5,500.00) Trade Difference $105,459.00 Options: Boom suspension system, installed $ 3,100.00 Operator's seat, heated, air suspension $ 855.00 One (1) New Volvo L150D Wheel Loader as described $255,418.00 Less trade of John Deere, DW644CB508488 (8,800.00) Net Difference $246,618.00 O t ions: Loadrite LR915 digital weighting system $ 7,550.00 LD950 Loadprint Printer, add $ 1,998.00 Data Capture System, add $ 2,250.00 Boom suspension, add $ 5,287.00 Operator's seat, air suspension, heated $ 1,238.00 Warranty - 24 months/4,000 hours $ 7,052.00 Warranty - 36 months/6,000 hours $ 14,475.00 Warranty - 48 months/8,000 hours $ 22,290.00 Warranty - 60 months/10,000 hours $ 30,515.00 1 1 1 1 REGULAR MEETING MACDONALD MACHINERY COMPANY INC. 3911 Limestone Drive Fort Wayne, Indiana 46809 Bid was signed by MacDonald Machinery (President) Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: One (1) 2000 Case 621 Wheel Loader $84,475.00 Trade in of 1975 Ford Model A064 Loader (7,500,00) Net Difference $79,975.00 Options: Ride Control, add $ 1,900.00 Air Suspension seat, add $ 225.00 Exception to the bid noted, as submitted. One (1) 2000 Case Model 921 C Wheel Loader Trade in of 1985 John Deere 644 C Net Difference Options: ions: Material Weighing System Automatic Ride Control, add Air Suspension Seat, add Warranty 24 mos/4,000 hours Warranty 36 mos/6,000 hours Warranty 48 mos/8,000 hours Warranty 60 mos/10,000 hours $204,199.00 (8,000,00) $196,199.00 N/A $ 3,100.00 $ 350.00 $ 6,300.00 $ 12,600.00 $ 18,900.00 $ 25,200.00 MARCH 13, 2000 $ 3,250.00 $ 6,575.00 $11, 600.00 $14, 700.00 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bids were referred to Equipment Services for review and recommendation. AWARD BIDS - MISCELLANEOUS EQUIPMENT AND VEHICLES Mr. Matthew Chlebowski, Director, Equipment Services, advised the Board that on February 21, 2000, bids were received and opened for the above referred to equipment. After reviewing those bids, Mr. Chlebowski recommends that the Board award the contracts as follows: EQUIPMENT VENDOR AWARD FUNDING MOTION TO AMOUNT APPROVE; SECOND THE MOTION One (1) Two Door Gates Chevy World $35,109.00 Water Works Ms. Roemer, Utility Vehicle after Trade- and Sewer Mr. Littrell ins Department Fourteen (14) Gates Chevy World $226,100.00 Engineering, Mr. Inks, Mr. Used Mid Sized Fire, Park, Littrell Autos and (7) Police, Code, Used Compacts Water Works Seven (7) 3/4 Ton Tom Naquin $126,474.00 Water Works, Mr. Inks, Mr. Pick -Up Trucks Chevrolet Park, WWTP, Littrell Code Enforcement REGULAR MEETING MARCH 13 2000 Six (6) Four Tom Naquin $141,918.00 Sewer, Park, Mr. Inks, Mr. Wheel Drive Pick- Chevrolet Street Littrell Up Trucks Department One (1) One Ton Gates Chevy World $18.000.00 Central Mr. Inks, Mr. Pick -Up Truck after Trade- Services Littrell In Replacement Capital Fund One (1) 15,000 Gates Chevy World $25,035.00 Cumulative Mr. Inks, Mr. GVW Cab and Capital Littrell Chassis Development Fund Seven (7) Rear Jordan Ford Auto $144,853,80 General Fund Mr. Inks, Mr. Wheeled Drive Mall Capital Budget Littrell Police Patrol Fund Vehicles SOLE SOURCE Three (3) 3/4 Ton Gates Chevy World $55,172.00 WWTP, Mr. Inks, Mr. Cargo Van Traffic & Littrell Lighting, Park Two (2) 3/4 Ton Gates Chevy World $42,596.00 Water Works Mr. Inks, Mr. Extended Cab and Capital Budget Littrell Chassis Fund Four (4) Portable Aggregate $39,444.00 Water Works, Mr. Inks, Mr. Air Compressors Equipment & Bureau of Littrell Supply Sewers In addition, Mr. Chlebowski requested permission to purchase nine (9) front wheel drive police patrol vehicles, which is in addition to the bid received October 15, 1999 from Gates Chevy World, in the amount of $169,758.00. Funding is provided by the General Fund Capital Budget. Therefore, Mr. Littrell made a motion that the recommendation be accepted and the bids be awarded as outlined above. Mr. Inks seconded the motion which carried. APPROVAL OF PROPOSAL - CONCRETE PAVEMENT RESTORATION - IRONWOOD DRIVE - KEN HERCEG & ASSOCIATES Ms. Roemer stated that the Board is in receipt of a Proposal between the City of South Bend and Ken Herceg & Associates, 211 West Washington, South Bend, Indiana, for concrete pavement restoration on Ironwood Drive north of Edison Road and Sample Street west of Olive Street. Ms. Roemer noted that the Proposal is in the amount of $2,500.00, and funding is provided by the Local Roads and Streets Funds. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Proposal was approved and executed. APPROVAL OF SUPPLEMENTAL AGREEMENT - STUDEBAKER CORRIDOR PROPERTIES #92 - RITSCHARD BROTHERS - PROJECT NO. 99-74-4 Ms. Roemer stated that the Board is in receipt of a Supplemental Agreement between the City of South Bend and Ritschard Brothers, 1204 West Sample, South Bend, Indiana, for the above referred to project. Ms. Roemer noted that the Supplemental Agreement is in the amount of $44,490.000, bringing the total amount of the Agreement to $747,008.12. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Supplemental Agreement was approved and executed. APPROVE AGREEMENT BETWEEN OWNER AND CONTRACTOR - BLOWER ENGINES REPLACEMENT - WASTEWATER TREATMENT PLANT - PROJECT NO. 99-45 Ms. Roemer advised that in accordance with the bid awarded to Bowen Engineering, 10315 Allisonville Road, Fischers, Indiana, in the amount of $2,049,400.00, for the above referred to project, an Agreement Between Owner and Contractor in said amount was being submitted for Board ri 1 1 REGULAR MEETING MARCH 13, 2000 approval. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Agreement was approved and the appropriate Certificate of Insurance, Performance Bond and Labor and Materials Payment Bond as submitted were filed. APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT - STUDEBAKER CORRIDOR PROPERTIES #92 - PROJECT NO. 99-74-4 Ms. Roemer advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 1 (Final) indicating that the contract amount be increased by $210.00 for a new contract sum including this Change Order in the amount of $36,859.00. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved. APPROVE REQUEST TO REJECT BIDS AND RE -ADVERTISE FOR THE RECEIPT OF BIDS - ONE (1) MORE OR LESS, MID -SIZE ROAD GRADER In a letter to the Board, Mr. Matthew Chlebowski, Director, Central Services, requested permission to reject the two bids received February 21, 2000 for a mid sized road grader. An error was made in not notifying some competitive bidders. Funding is provided by the user department. Mr. Chlebowski requested permission to readvertise for the receipt of bids. Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the request was approved. APPROVE REQUEST TO RE -ADVERTISE FOR THE RECEIPT OF BIDS - ONE (1)MORE OR LESS, HYDRAULIC BUCKET MACHINE In a letter to the Board, Mr. Matthew Chlebowski, Director, Central Services, requested permission to readvertise for the receipt of bids. No bids were received the first time the hydraulic bucket machine was advertised. Upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - ENTERPRISE DRIVE EXTENSION - PROJECT NO. 100-016 In a memorandum to the Board, Mr. Carl P. Littrell, City Engineer, requested permission to advertise for the receipt of bids for the above referred to project. Mr. Littrell stated that this project will construct roadways and infrastructure in the Olive Road Commerce Park. Funding is provided through the Airport Economic Area Tax Incremental Fund. Therefore, upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the request to advertise for the receipt of bids was approved. APPROVAL OF RECOMMENDATION TO ENCROACH ONTO PUBLIC RIGHT-OF-WAY - INSTALLATION OF CANOPY - 224 WEST COLFAX - THE SPA AT COLFAX Ms. Roemer advised that the Board is in receipt of favorable recommendations from the Division of Engineering, Police Department, Building Commissioner and the Redevelopment Design Review Committee for the installation of a canopy at 224 West Colfax. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO UTILIZE FOURTEEN (14) CITY BUILDINGS AS POLLING PLACES FOR THE MAY AND NOVEMBER ELECTIONS, 2000 Ms. Roemer stated that favorable recommendations have been received by the Division of Engineering, Fire Department, Community & Economic Development, Building Department, Police Department and the City Attorney's office, in reference to a request as submitted by the St. Joseph County Board of Commissioners to utilize fourteen (14) City buildings, as submitted, as polling places for the May and November Elections, 2000. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CONDUCT SUNBURST MARATHON 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. Mark Chambers, Memorial Hospital, 615 North Michigan, South Bend, Indiana to conduct the above referred to marathon, on June 9 and 10, 2000, on the designated route as submitted. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, ,the REGULAR MEETING MARCH 13, 2000 recommendation was approved. APPROVAL OF RECOMMENDATION - TO CONDUCT POLICE ESCORT - CLASSIC CAR TOUR 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. Harry Ozols, National Tour Director, 16494 East Powers Avenue, Aurora, Colorado to conduct the above referred classic car tour with a police escort on July 6 and 7, 2000, on the designated route as submitted. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CONDUCT KEYBANK SALMON CHASE 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 Ms. Karen Bonta, Madison Center and Hospital 403 East Madison Street, South Bend, Indiana to conduct the above referred to Salmon Chase Run and Walk, on October 1, 2000, on the designated route as submitted. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVE LICENSE APPLICATIONS - PUBLIC PARKING FACILITY Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the following license applications were approved: Memorial Home Care Memorial Home Care Ampco System Parking 621 Memorial Drive 707 North Michigan 123North Main Street The above licence applications were approved and referred to the Deputy Controller's Office for issuance of a license. It was noted that the required Proof of Insurance as well as the hours and rates to be charged were attached to each application. APPROVE LICENSE APPLICATION - GARBAGE AND RUBBISH SERVICE Ms. Roemer stated that the following Garbage and Rubbish Service application has been received: NAME: Superior Waste System ADDRESS: 20645 W. Ireland Road, South Bend Ms. Roemer further advised that a favorable recommendation has been received by the Department of Code Enforcement concerning this application. Further, the Bureau of Sanitation has inspected the vehicle(s) to be used in conjunction with this business, and has found them to be satisfactory. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the above license application was approved and referred to the Deputy Controller's Office for issuance of a license. APPROVAL OF GRANT OF EASEMENT - ERSKINE PLAZA ASSOCIATES In a memorandum to the Board, Mr. Carl P. Littrell, City Engineer, recommended the Board approve an Agreement to grant easement rights to the Erskine Plaza Associates, to allow Erskine Plaza Associates to maintain the sign located on High Street just south of Ireland Road. Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the recommendation was approved. APPROVAL OF EASEMENT RESTRICTIONS - REASOR STREET SANITARY SEWER In a memorandum to the Board, Mr. Carl P. Littrell, City Engineer, recommended the Board approve American Electric Power's easement restrictions pertaining to the Reasor Street Sanitary Sewer, as submitted. Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the recommendation was approved. APPROVAL OF GRANT OF EASEMENT Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, a Grant of Easement for sanitary sewer between the City of South Bend, and Mr. and Mrs. Leroy Lawson, for the described property on Reasor Street, as submitted, was approved. F 1 REGULAR MEETING MARCH 13, 2000 APPROVAL OF REOUEST TO CONDUCT PUBLIC AUCTIONOF UNCLAIMED PROPERTY/APPROVE AGREEMENT FOR PUBLIC AUCTION - KASER' S AUCTION SERVICE In a letter to the Board, Police Services Division Chief Richard R. Kilgore requested permission to conduct a public auction to dispose of unclaimed property as allowed by law, on March 25, 2000, beginning at 8:30 a.m. at the rear of 701 West Sample Street. Kaser's Auction Service; 67601 Pine Road, North Liberty, Indiana, will conduct the auction, with an eight (8) percent commission. Upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the request to conduct the auction, as well as the Agreement, were approved. ADOPT RESOLUTION NO. 54-2000 - 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. 54-2000 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: MISCELLANEOUS VEHICLES, AS SUBMITTED 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 ofPublic Works ofthe 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 13TH day of March, 2000. BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA s/M. Catherine Roemer, President s/Carl P. Littrell, Member s/Donald E. Inks, Member ATTEST: s/Angela K. Jacob, Clerk APPROVE WASTEWATER INDUSTRIAL DISCHARGE PERMITS In a Memorandum to the Board, Mr, Ken Zmudzinski, Pretreatment Coordinator, Division of Environmental Services, submitted the following Wastewater Discharge Permit and recommended approval: Clark Refining, Inc. 2701 Lincolnway West South Bend, Indiana 46628 Upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the Industrial Discharge Permit was approved. REGULAR MEETING MARCH 13, 2000 APPROVE TITLE SHEETS - LONE WOLF DRIVE AND EAGLE WAY - PROJECT NO. 100-016 - SUMMER HILL SUBDIVISION Ms. Roemer advised that the Title Sheets for the above referred to projects were being presented at this time for execution. Upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the above referred to Title Sheets were approved and signed. 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: Horizon Builders, Inc. 30160 Cobus Lake Drive Elkhart, Indiana 46514-8980 APPROVE 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: EXCAVATION BOND R J Septic & Excavating, Inc. CONTRACTOR BONDS John Ward Concrete Inc. William Brown Approved Effective March 10, 2000 Approved Effective March 10, 2000 Approved Effective March 10, 2000 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. APPROVE CLAIMS Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $2,275,273.23 and recommended approval. Mr. Jon Hunt, Community and Economic Development, submitted claims for the St. Joseph County Housing Consortium and recommended approval. Further, Ms. Marijke Niles, Morris Performing Arts Center, submitted claims and recommended approval. Ms. Roemer made a motion that the claims be approved and the reports as submitted be filed. Mr. Littrell seconded the motion which carried. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the meeting adjourned at 10:07 a.m. BOARD OF PUBLIC WORKS 3, M. Catherine Roemer, Presiders r Carl P. Littrell, Member Donald E. Inks, Member TEST: UqAJA Angela KV. Jacob, Clerk 0 1 1