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HomeMy WebLinkAbout07/17/00 Board of Public Works MinutesREGULAR MEETING DULY 17, 2000 The regular meeting of the Board of Public Works was convened at 9:36 a.m. on Monday, July 10, 2000, by Board President Gary A. Gilot, with Ms. M. Catherine Roemer and Mr. Donald E. Inks present. Also present was Board Attorney Aladean DeRose. APPROVE AGENDA Upon a motion made by Mr. Gilot, seconded by Ms. Roemer and carried, the agenda for July 17, 2000 was approved. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Inks, seconded by Ms. Roemer and carried, the minutes of the regular meeting of the Board held on July 10, 2000, were approved. OPENING AND AWARD OF BID - SALE OF CITY -OWNED PROPERTY - 931 SORIN This was the date set for receiving and opening of sealed bids for the above referred to property. 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 bid was opened and publicly read: LEO TREVINO 19751 Southland South Bend, Indiana 46614 BID: $250.00 Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above bid were reviewed by Ms. Aladean DeRose, and awarded to Mr. Trevino in the amount of $250.00. AWARD BID - REFURBISH TWO (2) 1985 105' PIERCE ARROW AERIAL/QUINTS Mr. Matthew Chlebowski, Director, Equipment Services, advised the Board that on June 12, 2000, bids were received and opened for the above referred to equipment. After reviewing those bids, Mr. Chlebowski recommends that the Board award the bid to the lowest responsible and responsive bidder, Pierce Manufacturing, Inc., 816 Commercial Avenue, Weyauwega, Wisconsin, in the amount of $393,498.00. The bid received from Renewed Performance, Inc., (RPI) was rejected. RPI completed a restoration of Quint 3 in December of 1999, and it was returned to RPI in Tipton, Indiana three (3) times for repairs. A repair man was also at the shop three (3) times for repairs. After the original refurbishment which took six (6) months, the subsequent trips back to RPI kept the unit out of service an additional 20 plus days. The specifications allow 120 days to complete each unit. RPI submitted a bid for 150 days each. In addition, the aerial device units are to be refurbished by Smeal Fire Apparatus located in Snyder, Nebraska. RPI would drive the unit from Tipton, Indiana to Snyder, Nebraska, approximately 1,100 miles each way to complete this. Pierce Manufacturing would remove the aerial device and ship it to Smeal, saving the mileage to the unit. RPI required the City to pay half of the cost after 60 days, and the rest upon completion. Pierce does not require any payment until the delivery of the unit. The Legal Department concurs that Pierce is the most responsive and responsible bidder. Therefore, Ms. Roemer made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Inks seconded the motion which carried. CORRECTION -OF BID AWARD - ONE (1) DOUBLE DRUM ASPHALT ROLLER Mr. Gilot noted that the Board awarded the above referred to equipment to Holt Equipment Company on July 10, 2000, in the amount of $75,700, which included a trade-in of $4,500.00. As the roller is not going to be traded in, the bid award amount was incorrect. Mr. Matthew Chlebowski, Director, Equipment Services, advised the Board that on May 15, 2000, bids were received and opened for the above referred to equipment. After reviewing those bids, Mr. Chlebowski recommends that the Board award the bid to the most responsive and responsible bidder, Holt Equipment Company, 25166 West State Road 2, South Bend, Indiana, in the amount of $80,200.00. H REGULAR MEETING JULY 17, 2000 Mr. Chlebowski stated that this was not lowest bid received. The bid received from Aggregate Equipment and Supply had the operator's seat and controls fixed in the forward facing position. The specifications state dual seats or swiveling operator's station. The operator of an asphalt roller must have an operator's station with full and clear visibility both front and back as the operation requires rolling in both directions. A fixed forward station doesn't allow the operator a clear view to the rear of the machine. The specifications requires a minimum of three (3) amplitude setting, the Benford TV 1700 has only two (2). The various amplitude settings are important for proper compaction of different asphalt materials. 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 NEIGHBORHOOD YOUTH GRANT AGREEMENTS The following Neighborhood Youth Grant Agreements were presented to the Board for approval: Macedonia Youth Ministry Supplies and materials for a garden located $1,284.25 at the church at 1862 North Olive Street Urban League NuLites Youth To attend the national youth summit in $2000.00 New York in July Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the above referred to Agreements were approved and executed. APPROVE BUILDING BLOCK GRANT AGREEMENTS The following Building Block Grant Agreements were presented to the Board for approval: 315 East Broadway (G. Alexander) Rocks/Shrubs $125 922 North Niles Avenue (B. Owens) Bushes/Rocks/Edging $125 Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the above referred to Agreements were approved and executed. APPROVAL OF CONSULTING AGREEMENT - BANKING SERVICES - M. MENDEL PISER Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and M. Mendel Piser, South Bend, Indiana, to develop and establish banking services for the City of South Bend under the provisions of Indiana Code 5-13-11. Mr. Gilot noted that the Agreement is in the amount of $7,000.00. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the Agreement was approved and executed. APPROVAL OF RIGHT OF ENTRY PERMIT - AMERICAN ELECTRIC POWER - NEWMAN ALTMAN BUILDING DEMOLITION -PROJECT NO. 100-10 Mr. Gilot stated that the Board is in receipt of a Right of Entry Permit Agreement between the City of South Bend and American Electric Power, for access through their property in connection with the Newman Altman Building Demolition. There is no cost to the City. The restrictions on the use of the property are acceptable. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the Right of Entry Permit Agreement was approved and executed. APPROVE COMMUNITY DEVELOPMENT ADDENDUM The following Community Development Addendum was presented to the Board for approval: Addendum II - Near Extends 1999 Contract Cottage Grove Rehab Project Northwest Neighborhood, through September 30, 2000 Inc. 0i REGULAR MEETING DULY 17, 2000 Upon a motion made by Mr. Inks, seconded by Ms. Roemer and carried, the above referred to Addendum was approved and executed. APPROVAL OF CONTRACT - PROFESSIONAL SERVICES - SURVEYING OF MAIN AND JEFFERSON OFFICE BLOCK - WIGHTMAN SCHAEFFE _ INC Mr. Gilot stated that the Board is in receipt of a Contract between the City of South Bend and Wightman Schaeffer, Inc., 113 East Washington, Plymouth, Indiana, for professional services for surveying the Main and Jefferson office block. Mr. Gilot noted that the Contract is in the amount of $7,800.00. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the Contract was approved and executed. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - HAWTHORNE FROM JEFFERSON TO WASHINGTON - BLOCK PARTY 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. Kathleen Kusbach, 128 South Hawthorne, South Bend, Indiana, to conduct the above referred to block party on August 12, 2000, from 10:00 a.m. until 10:00 p.m. Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - BLAINE STREET FROM CALIFORNIA TO VASSAR - BLOCK PARTY 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. Tim Lorenc, NearNorthwest Neighborhood Association, Post Office Box 1132, South Bend, Indiana, to conduct the above referred to block party on July 29, 2000, from 11:00 a.m. until 2:00 p.m. Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - ASHLAND AVENUE FROM LELAND TO REX - BLOCK PARTY 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. Peg Luecke, Park Avenue neighborhood Association, 810 Leland, South Bend, Indiana, to conduct the above referred to block party on July 30, 2000, from 3:00 p.m. until 7:00 p.m. Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREETS - WASHINGTON FROM ST. JOSEPH TO MICHIGAN AND WESTERN LANE OF ST. JOSEPH STREET BETWEEN JEFFERSON AND WASHINGTON - ENSHRINEMENT ACTIVITIES 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. Bernie Kish, College Football Hall of Fame, South Bend, Indiana to conduct the above referred to event, on August 11 and 12, 2000. Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CONDUCT A.B.A.T.E. MOTORCYCLE RIDE 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. Chris Moore, 6210 U. S. 31 South, South Bend, Indiana to conduct the above referred to motorcycle ride, on September 3, 2000, on the designated route as submitted. Upon a motion made by Mr. Inks, seconded by Ms. Roemer and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO ENCROACH ONTO PUBLIC RIGHT OF WAY - EXERCISE TRAINING - WWII STONE STAGE ALONG RIVER NEAR NOTRE DAME ROWING CLUB BUILDING 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. Dennis Smith, 30685 C.R. 10, Granger, Indiana to conduct the above referred to 1 1 ��i REGULAR MEETING JULY 17, 2000 exercise training at the WWII Stone Stage along the St. Joseph River at the Notre Dame Rowing Club Building. It was determined by the Board of Public Works that the use of the property is appropriate, but liability issues must be acted upon by the Park Commissioners. Upon a motion made by Ms. Roemer seconded by Mr. Gilot and carried, the recommendation was approved and forwarded to the Park Commissioners for final approval. APPROVAL_ OF RECOMMENDATION - TO ACQUIRE CITY OWNED PROPERTY SOUTH BEND HERITAGE FOUNDATION - LOTS ON JEFFERSON WAYNE AND SCOTT Mr. Gilot stated that favorable recommendations have been received by the Division of Engineering, Code Enforcement, Park Department, Community and Economic Development and the City Attorney's office, in reference to a request as submitted by Ms. Charlotte Sobel, South Bend Heritage Foundation, 914 Lincolnway West, South Bend, Indiana to acquire City -owned properties at 1020 Jefferson, 1018 Jefferson, 711 Wayne, 213 Scott, 223-221 Scott, 217 Scott, and 219 Scott for development. Upon a motion made by Mr. Inks, seconded by Ms. Roemer and carried, the recommendation was approved. 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 Growing Kids South, L.L.C. 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 17850 Ireland Road, South Bend, Indiana, (Key # 14-1034-0581.01), Growing Kids South, L.L.0 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, Mr. Gilot made a motion that the Consent be approved. Ms. Roemer seconded the motion which carried. APPROVE EXCAVATION BONDS Mr. Anthony Molnar, Engineer, Division ofEngineering, recommended that the following Excavation Bonds be approved as follows: EXCAVATION BONDS Soil Exploration Services Williams Communications, Inc. Aureliano Rocha Approved Effective July 17, 2000 Approved Effective July 17, 2000 Approved Effective July 17, 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. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the following traffic control devices were approved: New Installation - Handicapped 1133 East Donald Ms. Gillen has met all Accessible Parking Signs requirements New Installation - Handicapped 515 Kosciuszko Mr. Munoz has met all Accessible Parking Signs requirements New Installation - Handicapped 216 East Donald Ms. Frye has met all Accessible Parking Signs requirements New Installation - Handicapped 630 North Allen Ms. Keaton has met all Accessible Parking Signs requirements APPROVE CLAIMS Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $2,670,090.98 and recommended approval. Additionally, Mr. Juan Manigault, Executive Director, WDS of Northern Indiana, submitted lists containing claims in the amount of $73,700.53 and recommended approval. Ms. Roemer made a motion that the claims be approved and the reports as submitted be filed. Mr. REGULAR MEETING JULY 17, 2000 Inks seconded the motion which carried. NEW BOARD OF PUBLIC WORKS MEETING SCHEDULE The Board discussed the new meeting schedule, and determined that a Resolution should be drawn up by the Legal Department authorizing each Board Member to ratify such issues as block parties, bonds and claims, in the event approval was required on a week that the Board did not meet. This will accommodate timely action for each issue. Ms. DeRose will submit a Resolution to the Board for approval before the meeting schedule changes in September. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the meeting adjourned at 10:05 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President M. Cat Brine Roemer, Memb r ,/)L. v Z ��- Donald E. Inks, Member EST: Angela M. Jacob, CltW 1