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HomeMy WebLinkAbout06/12/00 Board of Public Works MinutesREGULAR MEETING. _. . r JUKE 12, 2000 The regular meeting of the Board of Public Works was convened at 9:35 a.m. on Monday, June 12, 2000, by Board President M. Catherine Roemer. Board Member Donald E. Inks was not present Also present was interim Board Attorney Aladean DeRose. Ms. Roemer introduced Mr. Gary A. Gilot, Public Works Director, as the new member of the Board of Public Works recently appointed by Mayor Steve Luecke. The Board welcomed Mr. Gilot as a new member of the Board, and will be taking Mr. Carl Littrell's position on the Board. Mr. Roemer made motion to appoint Mr. Gilot as President. Mr. Gilot seconded the motion, which carried. AGENDA ITEMS ADDED Upon a motion made by Ms. Roemer, seconded by Mr. Gilot and carried, the following items were added to the agenda: - Consent to Annexation and Waiver of Right to Remonstrate - Proposal - Long Distance Program - Broadwing (CBLD Long Distance) APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Roemer, seconded by Mr. Gilot and carried, the minutes of the regular meeting of the Board held on June 5, 2000, were approved. OPENING OF BIDS - YEAR 2000 CONCRETE PAVEMENT REPAIRS - PROJECT NO. 100-27 This was the date set for receiving and opening of sealed bids for the above referred to 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: L.L. GEANS CONSTRUCTION COMPANY 1923 North Home Street Mishawaka, Indiana 46545 Bid was signed by Mr. Mike Glenn, Vice President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $235,019.26 ZIOLKOWSKI CONSTRUCTION INC. 1005 South Lafayette Boulevard South Bend, Indiana 46601 Bid was signed by Mr. Randy Ziolkowski, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $495,935.73 RIETH RILEY CONSTRUCTION COMPANY INC. 25200 State Road 23 South Bend, Indiana 46634 Bid was signed by Mr. John M. Szuba, Projects Manager Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $206,305.58 1 1 1 REGULAR MEETING WALSH & KELLY, INC. 24358 State Road 23 South Bend, Indiana 46615 Bid was signed by Mr. Kevin Kelly, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $319,623.00 JUKE 12, 2000 Upon a motion made by Mr. Gilot, seconded by Ms. Roemer and carried, the above bids were referred to the Division of Engineering for review and recommendation. OPENING OF BIDS - REFURBISH TWO (2) 1985 105' PIERCE (AERIAL/QUINT) This was the date set for receiving and opening of sealed bids 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 bids were opened and publicly read: PIERCE MANUFACTURING, INC. 2600 American Drive Appleton, Wisconsin 54913 Bid was signed by Mr. Gary Reiter Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: $147,540.00 - Base Cost OPTIONS: Mud Flaps $ 362.00 Hose Tray $ 363.00 Simulators $ 732.00 Loan Manager $ 449.00 Pump Panels $1,148.00 Roof Vents $ 241.00 Roof Vents, Electric $ 648.00 Sliding Window $ 458.00 Spring Pins $ 282.00 RPI - RENEWED PERFORMANCE, INC. 1095 Development Drive Tipton, Indiana 46072 Bid was signed by Mr. Thomas L. Frederick Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: $120,838.00 per truck Stainless Steel Kickplates $ 130.00 Pump Panels/both sides $2,120.00 Load Manager $ 540.00 Slide Window $ 690.00 Font Bumper, Quint 6 $ 910.00 Test Pump, Quint 6 $ 275.00 REGULAR MEETING JUNE 12, 2000 Upon a motion made by Mr. Gilot, seconded by Ms. Roemer and carried, the above bids were referred to the Fire Department for review and recommendation. AWARD BID - ONE (1) PAVEMENT PROFILER AND TRAILER Mr. Matthew Chlebowski, Director, Equipment Services, advised the Board that on May 22, 2000, bids were received and opened for the above referred to equipment. After reviewing those bids, Mr. Chlebowski recommends that the Board award the contract to the lowest, most responsive and responsible bidder, Wirtgen America, Inc., 204 River Hills Drive, Nashville, Tennessee in the amount of $269,957.00, as follows: New Model 120OF Milling Machine $238,000 Trailboss 25 Ton Trailer $ 22,000 Folding Conveyor $ 6,710 Sonic Control & Grade Box $ 3,147 TOTAL $269,957 Therefore, Mr. Gilot 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 - SALE OF CITY OWNED PROPERTIES - 2825 WEST CALVERT AND LOT 5 IN THE 2800 BLOCK OF WEST CALVERT Mr. Gilot advised the Board that on June 5, 2000, bids were received and opened for the above referred to properties. After reviewing the bid, the Legal Department recommends that the Board award the bid to G&M Properties, 14299 Day Road, Mishawaka, Indiana in the amount of $500.00 plus recording fees. G&M Properties will be developing the properties for housing. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Roemer seconded the motion which carried. APPROVE CHANGE ORDER - FELLOWS STREET RECONSTRUCTION - PROJECT NO.97- 104 Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 004 on behalf of Rieth Riley Construction Company, Post Office Box 1775, South Bend, Indiana indicating that the Contract amount be increased $1,066.88 for a new Contract sum including this Change Order in the amount of $714,704.58. Upon a motion made by Ms. Roemer, seconded by Mr. Gilot and carried, the Change Order was approved. APPROVE CHANGE ORDER - MORRIS PERFORMING ARTS CENTER - STAGE RIGGING AND CURTAINS - PROJECT NO 98-25-5 11A&B Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 002 on behalf of SECOA, Inc., 8650 109'hAvenue North, Champlin, Minnesota indicating that the Contract amount be increased $1,830.00 for a new Contract sum including this Change Order in the amount of $353,730.00. Upon a motion made by Ms. Roemer, seconded by Mr. Gilot and carried, the Change Order was approved. APPROVE CHANGE ORDER - MORRIS PERFORMING ARTS CENTER - ELEVATORS - PROJECT NO. 98-25-5.14A Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 002 on behalf of Abell Elevator, 6242 LaPas Trail, Indianapolis, Indiana indicating that the Contract amount be decreased $700.47 for a new Contract sum including this Change Order in the amount of $55,283.53. Upon a motion made by Mr. Gilot, seconded by Ms. Roemer and carried, the Change Order was approved. APPROVE CHANGE ORDER-MORRIS PERFORMING ARTS CENTER -FIRE PROTECTION SYSTEM - PROJECT NO. 98-25-5 15B Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 004 on behalf of McDaniel Fire System 53307 Ada Drive, Elkhart, Indiana indicating that the Contract amount be decreased $3,252.80 for a new Contract sum including this Change Order in the amount of $93,002.56. Upon a motion made by Ms. Roemer, seconded by Mr. Gilot and carried, the Change Order was approved. REGULAR MEETING JUKE 12, 2000 APPROVE CHANGE ORDER - SECONDARY CLARIFIER IMPROVEMENTS - WASTEWATER TREATMENT PLANT - PROJECT NO 98-18 Mr. Gilot advised that Mr. Jack Dillon, Director, Environmental Services, has submitted Change Order No. 4 on behalf of Bowen Engineering Corporation, 1260 Summit Street, Crown Point, Indiana indicating that the Contract amount be increased $22,122.00 for a new Contract sum including this Change Order in the amount of $5,654,789.00. Upon a motion made by Ms. Roemer, seconded by Mr. Gilot and carried, the Change Order was approved. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT - PINE ROAD SANITARY SEWER - PROJECT NO 99-64 Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager has submitted the Final Change Order on behalf of Underground Services, 225 South Lafayette, South Bend, Indiana, indicating that the contract amount be decreased by $405.00 for a new contract sum including this Change Order in the amount of $80,190.03. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Mr. Gilot, seconded by Ms. Roemer and carried, the Final Change Order and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. APPROVAL OF PROPOSAL - MAIN/JEFFERSON PARKING GARAGE STUDY - WALKER PARKING CONSULTANTS Mr. Gilot stated that the Board is in receipt of a Proposal between the City of South Bend and Walker Parking Consultants, 6602 East 75"' Street, Indianapolis, Indiana, to prepare a study on two options on a conceptual level to compare relative cost and benefits for the development of a Main and Jefferson parking garage. Mr. Gilot noted that the Proposal is in the amount of $37,000.00 plus reimbursables. Therefore, upon a motion made by Mr. Gilot, seconded by Ms. Roemer and carried, the Proposal was approved and executed. APPROVAL OF PROPOSAL - DOWNTOWN BLOCK DEVELOPMENT - THE TROYER GROUP Mr. Gilot stated that the Board is in receipt of a Proposal between the City of South Bend and The Troyer Group, 550 Union Street, Mishawaka, Indiana, for downtown block development concepts for private and public buildings. Mr. Gilot noted that the Proposal is in the amount of $5,000.00. Therefore, upon a motion made by Mr. Gilot, seconded by Ms. Roemer and carried, the Proposal was approved and executed. APPROVE BUILDING BLOCK GRANT PROGRAM AGREEMENTS The following Building Block Grant Program Agreements were presented to the Board for approval: 1256 East Sorin Flowers/Edging $125 628 Cushing Street Flowers/Bushes/Trees $125 Upon a motion made by Mr. Gilot, seconded by Ms. Roemer and carried, the above referred to Agreements were approved and executed. APPROVAL OF AGREEMENT - CLEANING SERVICES FOR 521 ECLIPSE PLACE - CHRISTINE M. STAHL Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Ms. Christine M. Stahl, South Bend, Indiana, for cleaning services for the Bureau of Housing, 521 Eclipse Place, South Bend, Indiana. Mr. Gilot noted that the Agreement is in the amount not to exceed $120.00 per week. (Hourly rate of $30.00 per hour). The agreement term is June 5, 2000 through December 31, 2000. Therefore, upon a motion made by W. Gilot, seconded by Ms. Roemer and carried, the Agreement was approved and executed. REGULAR MEETING JUNE 12, 2000 APPROVE CONSTRUCTION CONTRACT -NEAR NORTHWEST NEIGHBORHOOD ALLEY CLOSURES - L.E. BARBER - PROJECT NO. 100-12 Mr. Gilot advised that in accordance with the bid awarded on May 15, 2000, to L.E. Barber, 1200 East Napier, Benton Harbor, Michigan, in the amount of $22,779.90 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Mr. Gilot, 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 - GOOD NEIGHBORS/GOOD NEIGHBORHOODS PUBLIC WORKS PROGRAM - ZONE 1 - L.E. BARBER - PROJECT NO 100-17 Mr. Gilot advised that in accordance with the bid awarded on May 22, 2000, to L.E. Barber, 1200 East Napier, Benton Harbor, Michigan, in the amount of $151,050.00 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Mr. Gilot, 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. APPROVAL OF PURCHASE AGREEMENT - SALE OF CITY OWNED PROPERTIES - 1217 1/2 CORBY AND TWO (2) LOTS ON Howard (18-5092-3268 and 18-5092-3266) Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Mr. Paul Kuharic, 1201 East Corby, South Bend, Indiana, for the purchase of the above referred to lots. It was noted that the Board of Public Works approved the purchase of the above mentioned lots on September 7, 1999. Mr. Kuharic will be expanding his garden projects. Mr. Gilot noted that the Agreement is in the amount of $730.00 plus recordings fees. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Gilot and carried, the Agreement was approved and executed. APPROVE EMERGENCY SHELTER GRANT ADDENDA The following Emergency Shelter Grant Addenda were presented to the Board for approval: Addendum I - Center for the Homeless, Inc. Increase $2,399.00 $45,653.00 Addendum I - YWCA of St. Joseph County - Increase $2,399.00 $45,653.00 Women's Shelter for Domestic Violence Activity Addendum I - St. Joseph County Aids Task Increase $ 480.00 $ 9,131.00 Force - St. Juste House Addendum I - Youth Service Bureau - Safe Increase $1,056.00 $20,088.00 Station Activity Upon a motion made by Ms. Roemer, seconded by Mr. Gilot and carried, the above referred to Addenda were approved and executed. APPROVAL OF SERVICE AGREEMENT - POWER LINE RELOCATION FOR ST. JOSEPH COUNTY JAIL SITE - AMERICAN ELECTRIC POWER Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and American Electric Power, for power line relocation for the new site ofthe St. Joseph County Jail site. Mr. Gilot noted that the Agreement is in the amount of $17,192.00. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Gilot and carried, the Agreement was approved and executed. APPROVAL OF PROPOSAL - LONG DISTANCE PROGRAM - BROADWING Mr. ,Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Broadwing (CBLD Long Distance ) for a long distance rate program. Mr. Gilot noted that the Proposal is in the amount of $6.5 per minute. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Gilot and carried, the Proposal was approved and executed. 1 1 1 REGULAR MEETING JUNE 12, 2000 APPROVAL OF DEED OF DEDICATION - ALLEY DEDICATION - AAY'S RENTAL - 1129 SOUTH BEND AVENUE In a memorandum to the Board, Mr. Carl Littrell, City Engineer, requested the Board approved a Deed of Dedication for a ten (10) foot by ten (10) foot cut off to be used to allow turning movements relative to the alley vacation for the first north south alley lying immediately east of the Aays Rental at 1129 South Bend Avenue. Upon a motion made by Mr. Gilot, seconded by Ms. Roemer and carried, the Deed of Dedication was approved. TABLE RESOLUTION NO. 77-2000 - DISPOSAL OF CITY OWNED PROPERTY Upon a motion made by Mr. Gilot, seconded by Ms. Roemer and carried, the following Resolution was tabled by the Board of Public Works. APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE Mr. Gilot stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to Remonstrate as submitted by Mr. Talip Alway. 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 Fernwood Phase II and Lots 46 and 47 in Fernwood Phase One, as described in the Consent to Annexation as submitted. Mr. Alway 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. Mr. Gilot seconded the motion which carried. FAVORABLE RECOMMENDATION - PETITION TO VACATE AN ALLEY Mr. Gilot indicated that the Common Council has submitted to the Board a Vacation Petition as completed by Ms. Karen Paredes, 2012 West Western, South Bend, Indiana to vacate the following alley: The first north south alley east of Warren Street from the south right of way of Western Avenue to the north line of the first east west alley South of Western Avenue for a distance of approximately 132 feet and a width of 14 feet. Part located in South Bend Industrial Park Addition, City of South Bend. St. Joseph County, Indiana. Mr. Gilot advised that the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Area Plan Commission, Police Department, Fire Department, Sanitation, Department of Economic Development and the Department of Public Works. Therefore, Ms. Roemer made a motion that the Board send a favorable recommendation to the Common Council concerning this Vacation Petition, subject to the following conditions: An easement will be needed to allow trucks northbound in the remaining alley to turn east and west to the cross alley; the site will need to be planned and engineered for access control, including paving the vacated alley and parking lot; making improvements to the Western Avenue sidewalk to either close the curb or construct a driveway approach common to separate lots with common ownership currently; and obtaining a driveway permit for access from the east west alley. Mr. Gilot seconded the motion which carried. APPROVAL OF RECOMMENDATION - TO CONDUCT VIETNAM VETERANS OF MICHIGAN FREEDOM MARCH Mr. Gilot 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. Bob Farkas, 68137 Lawndale, Edwardsburg, Michigan to conduct the above referred to march on August 12, 2000, on the designated route as submitted. Upon a motion made by Ms. Roemer, seconded by Mr. Gilot and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CONDUCT DOLLARS AGAINST DIABETES SOLICITATION - SHEET METAL WORKS Mr. Gilot 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. William Geers, Sheet Metal Workers Local Union #20, South Bend, Indiana to conduct the above referred to solicitation on June 17, 2000, at Miami and Ireland and State Road REGULAR MEETING JUNE 12, 2000 23 and Ironwood. Upon a motion made by Ms. Roemer, seconded by Mr. Gilot and carried, the recommendation was approved. Mr. Gilot stated that participants should use extreme caution in this event. It was noted that the City of South Bend would assume no liability. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - BLACK OAK FROM SCOTTSWOOD TO OAK PARK Mr. Gilot 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. Angie Barlow,_..1252 Black Oak, South Bend, Indiana, to conduct the above referred to block party on June 19, 2000, from 6:30 p.m. until 8:30 p.m. Upon a motion made by Mr. Gilot, seconded by Ms. Roemer and carried, the recommendation was approved. APPROVE IRREVOCABLE STANDBY LETTER OF CREDIT Mr. Tony Molnar, Engineer, Division of Engineering, submitted the following Irrevocable Standby Letter of Credit to the Board and recommended approval: IRREVOCABLE STANDBY LETTER OF CREDIT NO. 700006882 ISSUED BY: MFB Financial FOR: Deer Run Subdivision Phase II AMOUNT: $3,727.80 EXPIRES: May 31, 2001 IMPROVEMENT: Topcoat of Roads Upon a motion made by Ms. Roemer, seconded by Mr. Gilot and carried, the Irrevocable Standby Letter of Credit was approved. APPROVE CONTRACTOR BONDS Mr. Anthony Molnar, Engineer, Division ofEngineering, recommended that the following Contractor Bonds be approved as follows: BOND OF CONTRACTOR Knapp Environmental Construction Services Approved Effective June 12, 2000 United Concrete, Inc. Approved Effective June 12, 2000 Mr. Gilot made a motion that the recommendation be accepted and that the Bonds be approved as outlined above. Ms. Roemer seconded the motion which carried. TABLE LICENSE BOND - BATTEAST CONSTRUCTION Mr. Gilot stated that Batteast Construction presented a License Bond to the Board for approval, in lieu of a performance Bond for a construction project. Ms. DeRose stated that the License Bond does not take the place of a Performance Bond. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Gilot and carried, the License Bond was tabled. APPROVE CLAIMS Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $1,671,645.48 and recommended approval. Additionally, Mr. Juan Manigault, Executive Director, WDS of Northern Indiana, submitted lists containing claims in the amount of $364,290.45 and $39,092.27 and recommended approval. Ms. Roemer made a motion that the claims be approved and the reports as submitted be filed. Mr. Gilot seconded the motion which carried. i REGULAR MEETING JUKE 12, 2000 ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Gilot, seconded by Ms. Roemer and carried, the meeting adjourned at 10:17 a.m. TTEST: Angel Jacob, Cl 1 BOARD OF PUBLIC WORKS Gary A. Gi ot, President M. Catherine Roemer, Member G Doga1d E. Inks, Member