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HomeMy WebLinkAbout05/30/00 Board of Public Works MinutesREGULAR MEETING MAY 30, 2000 The regular meeting of the Board of Public Works was convened at 9:35 a. in. on Tuesday, May 30, 2000, by Board President M. Catherine Roemer, with Mr. Carl P. Littrell present. Board Member Donald E. Inks and Board Attorney Michelle Engel were not present. Ms. Aladean DeRose was present at the meeting in Ms. Engel's absence. ADD AGENDA ITEMS Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the following items were added to the agenda: - Contractor Bond - David Houghton - Contractor Bond - Samuel L. Wright Construction, Inc. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the minutes of the regular meeting of the Board held on May 22, 2000, were approved. PUBLIC HEARING - LICENSE APPLICATION FOR TRANSIENT MERCHANT LICENSE - LEEPER PARK ART FAIR Ms. Roemer advised that this was the date set for the Board's Public Hearing concerning a License Application for a Transient Merchant License, as submitted by Mr. Jim Ferm, Leeper Park Art Fair, 1326 East Indiana, South Bend, Indiana, to conduct the Leeper Park Art Fair on June 24 and 25 at Leeper Park. Favorable recommendations have been received by the Building Department, Police Department and the Fire Department. Ms. Judy Ladd, Leeper Park, was present, and recommended approval. There being no one else 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 Application was approved. OPENING OF PROPOSALS - DEBT COLLECTION FOR YEAR 2000 - SOUTH BEND FIRE DEPARTMENT This was the date set for receiving and opening of sealed proposals for the above referred to service. 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 proposals were opened and publicly read: HELVEY & ASSOCIATES, INC. 1029 East Center Street Warsaw, Indiana 46580-3420 Bid was signed by Mr. Marlin Gross 30% on all accounts placed within the criteria guidelines 45% on any account referred for legal action CREDIT BUREAU OF SOUTH BEND Post Office Box 1757 South Bend, Indiana 46634 Bid was signed by Ms. Gail Walker 24% for collection of past due accounts 37% on any account referred for legal action CBM ACCOUNTS SERVICE, INC. 1320 Mishawaka Avenue South Bend, Indiana 46615 Bid was signed by Robert D. Margin s REGULAR MEETING :x MAY 30, 2000 25% contingency fee of amounts collected 40% for accounts forwarded to the debtor's local state 40% contingency fee for accounts forwarded for legal action TRANSWORLD SYSTEMS, INC. 211 West Washington Street South Bend, Indiana 46601 Bid was signed by Mr. Alan Doehrer 500 accounts 1000 accounts 2500 accounts 5000 accounts $ 4,350.00 $ 8,100.00 $ 18,850.00 $35,1000.00 Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the above proposals were referred to the Fire Department for review and recommendation. AWARD BID - CLEVELAND ROAD ADDED TRAVEL LANES - PROJECT NO. 98-87 Mr. Carl P. Littrell, City Engineer, advised the Board that on May 22, 2000, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Littrell recommends that the Board award the contract to Kankakee Valley Construction, 2055 N. 150 E., LaPorte, Indiana in the amount of $1,205,168.18. Therefore, Mr. Littrell made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Roemer seconded the motion which carried. AWARD BID - THIRTY-SEVEN (37) SOUTH BEND POLICE IN -CAR VIDEO SYSTEMS Captain Gary Horvath, South Bend Police Department, advised the Board that on May 22, 2000, bids were received and opened for the above referred to systems. After reviewing those bids, Captain Horvath recommends that the Board award the contract to Mobile Vision, Inc., 90 Fanny Road, Boonton, New Jersey in the amount of $136,935.00, which includes the base price of $134,680.00 for the systems, $195.00 for one (1) spare transmitter and microphone, and one (1) MGD-3 Garner Degausser Tape. Therefore, Mr. Littrell made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Roemer seconded the motion which carried. REQUEST TO REJECT BIDS - ONE (1) MORE OR LESS, MID SIZE ROAD GRADER In a letter to the Board, Mr. Matthew Chlebowski, Director, Equipment Services, requested permission to reject all bids received at the April 3, 2000 Board meeting. The user department's Capital Fund does not have adequate funds to purchase a unit at this time. Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the request was approved. APPROVE CHANGE ORDER - HEADWORKS FACILITY - WASTEWATER TREATMENT PLANT - PROJECT NO. 98-026 Ms. Roemer advised that Mr. Jack Dillon, Director, Environmental Services, has submitted Change Order No. 2 on behalf of Superior Construction, 2045 East Dunes Highway, Gary, Indiana indicating that the Contract amount be decreased $11,269.00 for a new Contract sum including this Change Order in the amount of $11,105,021.00. Upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the Change Order was approved. APPROVE CHANGE ORDER - MORRIS PERFORMING ARTS CENTER - FLOORING - PROJECT NO. 98-25-5.13 Ms. Roemer advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 001 on behalf of Kiefer Specialty Flooring, Inc., 1700 Kiefer Drive, Zion, Illinois indicating that the Contract amount be increased $642.72 for a new Contract sum including this Change Order in the amount of $123,672.72. Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the Change Order was approved. 1 1 [1 REGULAR MEETING MAY 3 0, 2000 APPROVE CHANGE ORDER - MORRIS PERFORMING ARTS CENTER - EXCAVATION/SHEETING - PROJECT NO. 98-25-3A Ms. Roemer advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 006 on behalf ofRitschard Brothers, Inc. 1205 West Sample, South Bend, Indiana indicating that the Contract amount be decreased $503.89 for a new Contract sum including this Change Order in the amount of $311,416.69. Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the Change Order was approved. APPROVE CHANGE ORDER - MORRIS PERFORMING ARTS CENTER - PAINTING - PROJECT NO. 98-25-5.9E Ms. Roemer advised that Mr. Toy Villa, Public Construction Manger, has submitted Change Order No. 007 on behalf of Forsey Construction, Inc., Post Office Box 6188, South Bend, Indiana indicating that the Contract amount be increased $3,726.54 for a new Contract sum including this Change Order in the amount of $599,233.68. Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the Change Order was approved. APPROVE CHANGE ORDER - FELLOWS STREET RECONSTRUCTION - PROJECT NO.97- 104 Ms. Roemer advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 3 on behalf of Rieth Riley Construction Company, Inc., Post Office Box 1775, South Bend, Indiana indicating that the Contract amount be increased $5,309.20 for a new Contract sum including this Change Order in the amount of $713,637.70. Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the Change Order was approved. TABLE CHANGE ORDER - MORRIS PERFORMING ARTS CENTER - FIRE PROTECTION - PROJECT NO. 98-25-5.15B Upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the Change Order was tabled. APPROVAL OF SERVICES CONTRACT FOR ADDITIONAL POLICE PATROLS - SOUTH BEND POLICE DEPARTMENT Ms. Roemer stated that the Board is in receipt of a Contract between the City of South Bend and the South Bend Police Department for additional police patrols in the Western Avenue area. Ms. Roemer noted that the Contract is in the amount of $26,000.00. Therefore, upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the Contract was approved and executed. APPROVAL OF PROPOSAL - WESTERN AVENUE STUDY AND CHARRETTE WORKSHOP - BALL STATE UNIVERSITY Ms. Roemer stated that the Board is in receipt of a Proposal between the City of South Bend and Ball State University, Muncie, Indiana, to develop a physical plan for Western Avenue. Ms. Roemer noted that the Proposal is in the amount of $10,000.00. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the Proposal was approved and executed. APPROVE CONSTRUCTION CONTRACT - BLACKTHORN COURT/CRESCENT CIRCLE - LANDSCAPING AND IRRIGATION- PROJECT NO. 100-030 Ms. Roemer advised that in accordance with the bid awarded on May 8, 2000, to Willson Nursery and Landscaping, Post Office Box 266, LaPorte, Indiana, in the amount of $98,717.00 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the Contract was approved and the appropriate Certificate of Insurance, Performance Bond and Labor and Materials Payment Bond as submitted were filed. APPROVE CONSTRUCTION CONTRACT - REASOR STREET SANITARY SEWER - PROJECT NO. 99-86 Ms. Roemer advised that in accordance with the bid awarded on May 8, 2000, to LaFree Earth, Inc., Post Office Box 1752, Mishawaka, Indiana, in the amount of $86,853.97 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the Contract was approved and the appropriate f )-I REGULAR MEETING MAY 30, 2000 Certificate of Insurance, Performance Bond and Labor and Materials Payment Bond as submitted were filed. APPROVAL OF AGREEMENT - PROFESSIONAL AND TECHNICAL ASSISTANCE - KELLER PARK NEIGHBORHOOD ASSOCIATION STRATEGIC ACTION PLAN - MCKENNA ASSOCIATES, INC Ms. Roemer stated that the Board is in receipt of an Agreement between the City of South Bend and McKenna Associates, Inc., 32605 West Twelve Mile Road, Farmington Hills, Michigan, for professional and technical assistance in connection with the Keller Park Neighborhood Association Strategic Action Plan. Ms. Roemer noted that the Agreement is in the amount of $26,000.00. Therefore, upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the Agreement was approved and executed. APPROVAL OF PROPOSAL - HYDROGEOLOGIC AND DRILLING SERVICES FOR ORGANIC RESOURCES FACILITY - ATC ASSOCIATES, INC. Ms. Roemer stated that the Board is in receipt of a Proposal between the City of South Bend and ATC Associates, Inc., 5150 East 65fl Street, Indianapolis, Indiana, for the redrilling of ground water monitoring well #9 and methane gas monitoring at the Organic Resources Facility. Ms. Roemer noted that the Proposal is in the amount not to exceed $14,893.50. Therefore, upon a motion made by Mr: Littrell, seconded by Ms. Roemer and carried, the Proposal was approved and executed. APPROVAL OF PROPOSAL - PRELIMINARY HYDROGEOLOGIC INVESTIGATION AT ORGANIC RESOURCES FACILITY - ATC ASSOCIATES, INC. Ms. Roemer stated that the Board is in receipt of a Proposal between the City of South Bend and ATC Associates, Inc., 5150 East 65"' Street, Indianapolis, Indiana, for a formal hydrogeologic investigation of the area of the "capped" biosolids lagoon at Organic Resources. Ms. Roemer noted that the Proposal is in the amount of $11,500.00. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the Proposal was approved and executed. APPROVAL OF LICENSE AGREEMENT - PROPERTIES AT 25327 STATE ROAD 23 AND 1530 SOUTH MAIN STREET - FRATERNAL ORDER OF POLICE LODGE NO. 36 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 use of the properties referenced above. Ms. Roemer noted that the Agreement is in the amount of $20,000.00, covering the year 2000 only. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the Agreement was approved and executed. APPROVE BUILDING BLOCK GRANT AGREEMENTS The following Community Building Block Grant Agreements were presented to the Board for approval: 5141 Windfall Court - Flowers/Shrubs/White Rock - $125 903 Harrison Avenue - Flowers/Mulch - $125 730 Cottage Grove - Crabapple Tree - $125 614 Cushing Street - Flowers/Mulch/Rose Bushes - $125 1076 Woodward - Flowers/Mulch/Edge Stone - $125 529 N. Sunnyside - Flowers/Stepping Stone - $125 533 North Sunnyside - Flowering Tree - $125 514-545 N. Sunnyside (10 properties) SunnysideNeighbors- Trees/Flowers - $1,000 746 S. Meade - LaCasa De Amistad - Trees/Flowers - $5,000 1021 Manchester - Good Shepherd Lutheran Church - Flowers/Trees - $5,000 Upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the above referred to Agreements were approved and executed. REGULAR MEETING MAY 30, 2000 APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - IRONWOOD DRIVE - SANITARY AND STORM LIFT STATIONS - PROJECT NO. 99-60 In a memorandum to the Board, Mr. Carl 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 consist of the construction of new sanitary and storm submersible lift stations, radio tower, telemetry monitoring and control system and all site work. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the request to advertise for the receipt of bids was approved. APPROVE LICENSE APPLICATION - GARBAGE AND RUBBISH SERVICE Ms. Roemer stated that the following Garbage and Rubbish Service application has been received: NAME: Meyer Waste Systems ADDRESS: Chesterton, Indiana 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. Littrell, seconded by Ms. Roemer and carried, the above license application was approved and referred to the Deputy Controller's Office for issuance of a license. APPROVAL OF RECOMMENDATION TO DENY THE PURCHASE OF CITY OWNED LOT - 133 NORTH ELM Ms. Roemer stated that an unfavorable recommendation has been received by Community and Economic Development, in reference to a request as submitted by Ms. Betty Hopson -Taylor, Holiness Church of God, to purchase the above referred to property. Community and Economic Development does not recommend that the property be released or offered for public bid, as this lot is part of a series of lots that the South Bend Heritage Foundation has proposed for housing construction, via a CDBG grant. Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the recommendation to deny the request was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - LEER FROM RANDOLPH TO DUBAIL -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 Mr. Michael Merrill, U.N.I.T.E., 1723 Leer Street, South Bend, Indiana to conduct the above referred to block party, on June 10, 2000, from 10:00 a.m. until 6:00 p.m. Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - WAYNE FROM SUNNYSIDE TO EDDY - 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. Emee Miller, 344 South Sunnyside, South Bend, Indiana to conduct the above referred to block party, on June 3, 2000, from 3:00 p.m. until 11:00 p.m. Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the recommendation was approved. APPROVAL OF SCRAP METAL DEALERS/JUNK DEALERS/RECYCLING OPERATIONS/TRANSFER STATIONS LICENSE APPLICATION Ms. Roemer stated that the following application has been received: Hurwich Iron Company, Inc. 2016 West Washington Street South Bend, Indiana 46628 It was noted that favorable recommendations have been received by the Fire Department and the Department of Code Enforcement. Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the License Application was approved. 04 P j� REGULAR MEETING MAY 30, 2000 ADOPT RESOLUTION NO. 75-2000 - ISSUANCE OF SCRAP METAL/JUNK DEALERS/RECYCLING OPERATIONS AND TRANSFER STATION LICENSES FOR THE CALENDAR YEAR 2000 Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 75-2000 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND RECOMMENDING APPROVAL OF THE ISSUANCE OF SCRAP METAL/JUNK DEALERS/RECYCLING OPERATIONS AND TRANSFER STATION LICENSES FOR THE CALENDAR YEAR 2000 WHEREAS, one (1) scrap metal/junk dealers/transfer stations license renewal application for the year 2000 has been received by the Board of Public Works; and WHEREAS, inspections of the property have been completed by the Department of Code Enforcement and the Fire Prevention Bureau as required by Chapter 4, Article 4, Section 4-51 of the Municipal Code; and WHEREAS, the Department of Code Enforcement and the Fire Prevention Bureau have found that such premises are fit and proper for the maintenance and operation of such business; and WHEREAS, Chapter 4, Article 4, Section 4-51 of the Municipal Code requires adoption of a Resolution of the Board of Public Works recommending the renewal of the license applications. NOW, THEREFORE, BE IT RESOLVED by the Board ofPublic Works ofthe City of South Bend, Indiana, that the license renewal application for the following be recommended favorably based upon the satisfactory review of the property by the Department of Code Enforcement and the Fire Prevention Bureau: Hurwich Iron Co., Inc. 2016 West Washington South Bend, Indiana 46628 BE IT FURTHER RESOLVED that this Resolution shall be submitted to the Common Council for its consideration and adoption of an appropriate Resolution. DATED this 30' day of May, 2000. BOARD OF PUBLIC WORKS s/M. Catherine Roemer, President s/Carl P. Littrell, Member ATTEST: s/Angela K. Jacob, Clerk APPROVAL OF DESIGN AND CONSTRUCTION STANDARDS CHANGES In a memorandum to the Board, Mr. Carl Littrell, City Engineer, requested permission to make four changes to the Design and Construction Standards as follows: SW 1 and SW2 - provide for the minimum vertical separation between the gutter and driveway approach WW-1 - require leakage testing of materials WW-6 - denotes the new requirements for bedding flexible pipe Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the Design and Construction Standard changes were approved. 1 1 1 REGULAR MEETING MAY 3 0, 2000 APPROVE TITLE SHEETS - FIELD POINT ESTATES PHASE III - IRONWOOD LIFT STATION - PROJECT NO. 99-60 Mr. Caldwell 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. APPROVE AND/OR RELEASE CONTRACTOR BONDS Mr. Anthony Molnar, Engineer, Division ofEngineering, recommended that the following Contractor Bonds be approved and/or released as follows: BOND OF CONTRACTOR Brett McCormick David Houghton Samuel L. Wright Released Effective May 30, 2000 Approved Effective May 30, 2000 Approved Effective May 30, 2000 Ms. Roemer made a motion that the recommendation be accepted and that the Bonds be approved and/or released as outlined above. Mr. Littrell seconded the motion which carried. APPROVE CLAIMS Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $1,952,772.91 and recommended approval. Additionally, Mr. Juan Manigault, Executive Director, WDS of Northern Indiana, submitted lists containing claims in the amount of $338,205.67 and recommended approval. Ms. Denise Chambers, Morris Performing Arts Center, submitted claims for the Morris Performing Arts Center and recommended approval. Mr. Littrell made a motion that the claims be approved and the reports as submitted be filed. 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 10:10 a.m. BOARD OF PUBLIC WORKS /M. atherine Roemer, Presid nt Carl P. Littrell, Member Donald E. Inks, Member