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HomeMy WebLinkAbout04/05/99 Board of Public Works Minutesn REGULAR MEETING APRIL 5,199 The regular meeting of the Board of Public Works was convened at 9:34 a.m. on Monday, April 5, 1999, by Board Members Mr. Lewis N. Powell and Ms. M. Catherine Roemer present. Also present was Board Attorney Michelle Engel. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the minutes of the regular meeting of the Board held on March 29, 1999, were approved. PUBLIC HEARING - TRANSIENT MERCHANT LICENSE - "BOOKS ARE FUN" BOOK SALES Mr. Powell advised that this was the date set for the Board's Public Hearing concerning an Application for a Transient Merchant License, as submitted by Joe Saylor, 8686 3' Road, Bremen, Indiana, to conduct the sale of Books, on various dates and places. Mr. Powell stated that favorable recommendations have been received by the Police Department, Fire Department and the Building Commissioner. 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 Ms. Roemer, seconded by Mr. Powell, the request for a Transient Merchant License was approved. APPROVAL OF AGREEMENT - COMMUNITY GARDEN PROGRAM Mr. Powell stated that the Board is in receipt of an Agreement between the City of South Bend and Southeast Neighborhood Partnership Center, for a Community Garden. Lots located on Broadway/Marietta will be used as community gardens during the summer and returned to the City on October 15, 1999. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Agreement was approved and executed. APPROVAL OF LICENSE AGREEMENT - FRATERNAL ORDER OF POLICE LODGE NO.36 Mr. Powell 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, 25327 State Road 23 and 1530 South Main Street, for use of facilities. Mr. Powell noted that the Agreement is in the amount of $20,000.00. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Agreement was approved and executed. APPROVAL OF ESCROW AGREEMENT - EVERGREEN PAINTING STUDIOS, INCORPORATED Mr. Powell stated that the Board is in receipt of an Agreement between the City of South Bend and Evergreen Painting Studios, Inc., 450 West 31' Street, New York, New York 10001, for an Escrow Agreement. Mr. Powell noted that the Agreement is in the amount of $596,750.00. Therefore, upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the Agreement was approved and executed. APPROVE COMMUNITY DEVELOPMENT CONTRACTS/ADDENDA The following Community Development Contracts and Addendum were presented to the Board for approval: Agreement - Neighborhood Housing Revolving Loan 1999 RLF home improvement Services - Revolving Loan Funds Funds loans Community Development Program $25,000 Neighborhood Mediation Project Contract - Legal Services Community Development Program $13,000 Fair Housing Activity Contract - Human Rights Commission Community Development Program $10,000 Mortgage Subsidy Program - Contract - Housing Assistance Office Delivery Costs Community Development Program $1931000 Broadway Street Mortgage Contract -Housing Assistance Office Subsidy Program REGULAR MEETING APRIL 5,199 Community Development Program $216,601 Administrative Costs - 1999 Contract - Planning & Neighborhood Development \ Community Development Program $100,000 Sorin Street - Public Works Contract - Planning & neighborhood Improvements Development Community Development Program $451,500 Public Works in 5 NPC areas Contract - Planning & Neighborhood Development Community Development Program;% $112,177 South Gateway Public Works Contract - Division of Redevelopment Addendum I - Neighborhood Housing Extends 1998 Chalfant/Bissell/Sorin Home Services contract through ownership Project October 31, 1999 Addendum II - St. Joseph,County Extends 1998 Contract to April AIDS Task Force V 30,1999 Contract - Emergency Shelter Grant $2,900 Renovations Program - AIDS Task Force $1,700 Shelter Operations $4,140 Homeless Prevention $ 463 Essential Services Contract - Emergency Shelter Grant $46,015 ` / Operations Program - Center for the Homeless Contract - Emergency Shelter Grant ' ✓ $15,565 Operations Program - YWCA Women's Shelter $29,450 Essential Services Contract - Emergency Shelt Grant $20,274 v Shelter Operations Program - Shelter Operations Upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the above referred to Contracts and Addendum were approved and executed. APPROVAL OF ADDENDUM 2 TO AN AGREEMENT Mr. Powell stated that the Board is in receipt of an Addendum to an Agreement between the City of South Bend and the St. Joseph County Aids Task Force, for amendment to the Progress Budget. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Agreement was approved and executed APPROVE CHANGE ORDER - MORRIS PERFORMING ARTS CENTER - MECHANICAL AND PLUMBING - PROJECT NO. 98-25-5.15A Mr. Powell advised that, Toy Villa, Construction Manager, has submitted Change Order No. 1 on behalf of Slutzky -Peitz Plumbing & Heating Co., Inc., 844 South Rush Street, South Bend, Indiana indicating that the Contract amount be decreased $25,000.00 for a new Contract sum including this Change Order in the amount of $1,323,900.00. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Change Order was approved. APPROVE CHANGE ORDER - MORRIS PERFORMING ARTS CENTER - EXCAVATION & SHEETING - PROJECT NO. 98-25-3A Mr. Powell advised that, Toy Villa, Construction Manager, has submitted Change Order No. 2 on behalf of Ritschard Brothers, 1204 West Sample Street, South Bend, Indiana 46619 indicating that the Contract amount be decreased $1,854.00 for a new Contract sum including this Change Order in the amount of $249,330.00. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Change Order was approved. E REGULAR MEETING _ APRIL 5. 1999 APPROVE CHANGE ORDER - TRAFFIC SIGNAL MODERNIZATION Mr. Powell advised that Mr. Larry Camparone, Construction Manager, has submitted Change Order No. 1 and 2 on behalf of Michiana Contracting, Inc., 7843 Lilac Road, Plymouth, Indiana 46563 indicating that the Contract amount be increased $850.00 for Change Order No. 1 and $4,068.20 for Change Order No. 2, for a new Contract sum including this Change Order in the amount of $285,312.40. Upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the Change Orders were approved. APPROVAL OF CHANGE ORDER/CERTIFICATION OF SUBSTANTIAL COMPLETION/CONTRACTOR'S AFFIDAVIT OF PAYMENT OF DEBTS AND CLAIMS/CONTRACTS AFFIDAVIT OF RELEASE OF LINES/CONSENT OF SURETY COMPANY TO FINAL PAYMENT - MORRIS PERFORMING ARTS CENTER - PROJECT NO. 98-25-1 Mr. Powell advised that Mr. Toy Villa, Construction Manager, has submitted Change Order No. 2 on behalf of Regional Environmental Services, Inc., 526 West Chicago Avenue, East Chicago, Indiana 46312 indicating that the Contract amount be increased $4,350.00 for a new Contract sum including this Change Order in the amount of $127,689.75. Also presented to the Board were the following documents: - Certification of Substantial Completion - Contractor's Affidavit of Payment of Debts and Claims - Contractor's Affidavit of Release of Liens - Consent of Surety Company to Final Payment Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Change Order along with the above mentioned documents were approved. APPROVAL OF RECOMMENDATION - MICHIANA LUPUS WALK Mr. Powell stated that favorable recommendations have been received by the Division of Engineering, Code Enforcement, Police Department and the City Attorney's office, in reference to a request as submitted by Sally Irons, South Bend/Michiana Chapter of the Michigan/Indiana Lupus Foundation, 2653 Redfield, Niles Michigan, to conduct the above referred to walk on May 15, 1999, on the designated route as submitted. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried the recommendation was approved. APPROVAL OF RECOMMENDATION - CIRCUS Mr. Powell stated that favorable recommendations have been received by the Division of Engineering, Code Enforcement, Police Department, Parks Department, Fire Department, Building Department and the City Attorney's office, in reference to a request as submitted by George Hubler, 5275 Denise Drive, Dayton, Ohio 45429 to conduct the above referred to Circus, on June 4t' and 5t', 1999, on the designated route as submitted. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the recommendation was approved. APPROVAL OF LICENSE APPLICATION FOR - PUBLIC PARKING FACILITY Mr. Powell stated that the Board is in receipt of favorable recommendations from the Fire Department and Code Enforcement for a License Application for Public Parking Facility as submitted by Mr. John Baxter, Center City Associates, Post Office Box 930, South Bend, Indiana 46624. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the License Application was approved. APPROVE LICENSE APPLICATION - SECOND HAND DEALER Mr. Powell stated that the following secondhand dealers license application has been received: NAME: Consignment Plus BY: Mr. David Nufer ADDRESS: 1355 North Bendix Drive FOR THE PURPOSE OF SELLING: Clothing REGULAR MEETING APRIL 5, 1999 Mr. Powell further advised that favorable recommendations have been received from the Bureau of Traffic and Lighting, Department of Code Enforcement, Police Department and Fire Department concerning the above application. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the above license application was approved and referred to the Deputy Controller's Office for issuance of a license. APPROVE LICENSE APPLICATION - GARBAGE AND RUBBISH SERVICE Mr. Powell stated that favorable recommendations have been received by the Department of Code Enforcement, in reference to request as submitted by the following businesses. In addition, the Bureau of Sanitation has inspected the vehicle(s) to be used in conjunction with these businesses, and has found them to be satisfactory: Mr. Clarence Love 3206 Revere Place Mr. Tommy Swinson 1321 Calvert Mr. Powell 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 Ms. Roemer, seconded by Mr. Powell and carried, the above license application was approved and referred to the Deputy Controller's Office for issuance of a license. APPROVAL OF REQUEST TO REJECT BIDS - SIX (6) FORD CROWN VICTORIAS Mr. Matthew Chlebowski, Director, Central Services, advised the Board that on March 22, 1999 the above referred to bid was awarded to Jordan Ford, 509 East Jefferson, South Bend, Indiana, in the amount of $20,479.80 each for a total of $122,878.80. Jordan Ford has since disclosed that they could no longer provide these vehicles. Mr. Chlebowski recommends that the board reject the above referred to bids. Therefore, Ms. Roemer made a motion that the recommendation be accepted and the bid be rejected as outlined above. Mr. Powell seconded the motion which carried. APPROVAL OF REQUEST TO REJECT BIDS - ONE (1) FOURTEEN FOOT DUMP BED Mr. Matthew Chlebowski, Director, Central Services, advised the Board that the above referred to bid was awarded to Neil's Incorporated. Since that bid, Central Services has received three (3) trucks from Neil's Incorporated which were not consistent with good engineering practices. Mr Chlebowski recommends that the board reject Neil's Incorporated bid of $45,154.00 and re -award to Deed's Equipment Company for $46,042.00. Therefore, Ms. Roemer made a motion that the recommendation be accepted and the bid be rejected and re -awarded as outlined above. Mr. Powell seconded the motion which carried. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - VARIOUS FIRE FIGHTING EQUIPMENT In a memorandum to the Board, Chief Luther Taylor, requested permission to advertise for the receipt of bids for the following items: Refurbish one (1) 1985 105 foot Pierce Funding -Emergency Medical Services CIP Two Hundred Forth -Eight (248), More or Funding -Emergency Medical Services CIP Less, Firefighters' Protective Clothing One (1) More or Less, 1,500 G.P.M. Triple Funding -Emergency Medical Services CIP Combination Motorized Pumping Fire Apparatus Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried the request was approved. 1 1 REGULAR MEETING APRIL 5, 1999 APPROVE REQUEST TO ADVERTISE FOR RECEIPT OF BIDS - SALE OF ABANDONED VEHICLES Mrs. Kathy Dempsey, Director, Department of Code Enforcement, requested permission to advertise for the sale of approximately nineteen (19) abandoned vehicles, which are being stored at Super Auto Salvage Corporation, 3300 South Main Street, South Bend, Indiana. It was noted that all vehicles have been stored more than fifteen (15) days, identification checks had been run for auto theft and the owners and lienholders notified. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the above request was approved. APPROVE TRAFFIC CONTROL DEVICE Upon a motion made by Mr. Roemer, seconded by Mr. Powell and carried, the following traffic control device was approved: NEW INSTALLATION: Handicap Sign LOCATION: 211 South Michigan REMARKS: NEW INSTALLATION: Handicap Sign LOCATION: 742 South Gladstone REMARKS: APPROVE CONTRACTOR BOND Mr. Larry D. Spradlin, Sr., Engineer, Division of Engineering, recommended that the following Contractors Bonds be approved as follows: BOND OF CONTRACTOR Bradberry Brothers, Inc. Bruce Fisher Concrete Approved Effective April 5, 1999 Approved Effective April 5, 1999 Ms. Roemer made a motion that the recommendation be accepted and that the Bonds be approved as outlined above. Mr. Powell seconded the motion which carried. FILING OF CERTIFICATE OF INSURANCE Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the following Certificate of Insurance was accepted for filing: Apex Industries, Inc. Post Office Box 88030-A Indianapolis, Indiana 46208 APPROVE TITLE SHEET - CLOVERLEAF FARMS - AMENDED SEWER PLANS Mr. Powell advised that the Title Sheet for the above referred to project was being presented at this time for execution. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the above referred to Title Sheet was approved and signed. APPROVE TITLE SHEET - FIELD POINTE SECTION II Mr. Powell advised that the Title Sheet for the above referred to project was being presented as this time for execution. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the above referred to Title Sheet was approved and signed. APPROVE CLAIMS Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $2,636,704.34 and recommended approval. Additionally, Ms. Cleo Hickey, Morris Performing Arts Center, submitted claims for the Morris Performing Arts Center and recommended approval. Ms. Roemer made a motion that the claims be approved and the reports as submitted be filed. Ms. Roemer seconded the motion which carried. REGULAR MEETING APRIL 5, 1999 ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the meeting adjourned at 10:17 a.m. BOARD OF PUBLIC WORKS J mes R. Ca well, President Lewis N. Powell, Member M. at 'ne Roemer, Mel er ATUST: Angela K. Ucob, Cler 1 1