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HomeMy WebLinkAbout06/21/99 Board of Public Works MinutesREGULAR MEETING JUNE 21, 1999 The regular meeting of the Board of Public Works was convened at 9:35 a.m. on Monday, June 21, 1999, by Board President James R Caldwell, with Mr. Lewis N. Powell present. Board Member M. Catherine Roemer was not present. Also present was Board Attorney Michelle Engel. AGENDA ITEMS ADDEDATEM TABLED Upon a motion made by Mr. Powell, seconded by Mr. Caldwell and carried, the following items were added/tabled: - Add Request to Close Street - Habitat for Humanity - Add Request to Close Street - Public Auction - Mayflower Circle - Table Bid Award for Laurel Road -Table Construction Management Services Agreement - Leighton Plaza. - CDM, Inc. - Table Resolution No. 28-1999 - Disposal of City -Owned Property APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Powell, seconded by Mr. Caldwell and carried, the minutes of the regular meeting of the Board held on June 14, 1999, were approved. DENY APPEAL FOR TAXI CAB DRIVER'S LICENSE - WILLIAM COX Mr. Caldwell stated that this was the date set for the appeal for a taxi cab driver's license, as requested by Mr. William Cox, 1113 Lindsey, South Bend, Indiana. The Department of Administration and Finance denied the license on May 17, 1999. Mr. Cox was present, and stated that he is currently in search of a job. Mr. Cox stated the reasons for the denial were based on his old criminal history, and that the records were not true. Mr. Caldwell stated that based on findings from the South Bend Police Department, from 1974 through 1992, there were many arrests and eventual dispositions, including robbery, theft, burglary, escape and flight, and driving while suspended. Mr. Cox stated that he has had no additional arrests since 1992, and affirmed to the Board that he was not a criminal and has not harmed anyone. Additionally, Mr. Cox stated that he had been employed at Gates Chevy Worlds for six to seven months, and prior to that, was employed at other auto dealers and in construction. He stated that he has been married for fifteen years, and has several children which he has raised. Ms. Ann Carol Nash, Assistant City Attorney, was present, and stated that Mr. Cox has a history of ten arrests. His submitted application is false and incomplete, and he gave no references for his personality. Mr. Cox indicated hewas employed at Gates Chevy World, and no other information of other employment. Ms. Nash stated that Mr. Cox was not truthful of his criminal history. The Legal Department has grave concerns of his truthfulness, and therefore, recommends denial. Mr. Caldwell stated that when Mr. Cox filled out the application on May 10, 1999, he did not indicate any criminal history. Mr. Cox replied that this was not deliberate, and it does not make him a bad person. Mr. Cox stated that this was an oversight in completing the application. Mr. Caldwell asked if there were any other persons wishing to speak on Mr. Cox' behalf, and there were none. Mr. Caldwell stated that a taxi cab driver deals with the South Bend community on a regular basis, and truthfulness is very important in transporting the public. The Board of Public Works has an obligation to make sure that taxi drivers are dependable, responsible and honest. Mr. Cox was not honest in completing his application, and has a lengthy criminal history through 1992. Mr. Cox stated that there are many criminals who are driving cabs in South Bend. Mr. Caldwell made a motion that the request for a taxi cab driver license as submitted by Mr. Cox be denied. Mr. Powell seconded the motion which carried. OPENING OF BIDS - STREET MATERIALS - AGGREGATES - PROJECT NO 99-30 This was the date set for receiving and opening of sealed bids for the above referred to materials. 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: REGULAR MEETING KLINK TRUCKING Post Office Box 428 Ashley, Indiana 46705 Bid was signed by Mr. Sean Watt Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted Iwo Rip Rap $15.00 $75,000 Coarse Agg. #53 - Stone/Slag $ 8.70 $87,000 Mineral Agg. #2 - Stone/Slag $ 9.50 $47,500 Coarse Agg. #53 - Gravel $ 6.75 $33,750 Fine Agg. #23 - Sand $ 4.15 $ 8,300 Coarse Agg. #9 NO BID Drywell Gravel $ 8.50 $17,000 THE LEVY COMPANY Post Office Box 540 ' Portage, Indiana 46368 Bid was signed by Mr. Timothy Decker Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: Rip Rap NO BID Coarse Agg. #53 - Stone/Slag $ 8.40 $84,000 Mineral Agg. #2 - Stone/Slag $ 8.90 $44,500 Coarse Agg. #53 - Gravel NO BID Fine Agg. #23 - Sand NO BID Coarse Agg. #9 NO BID Drywell Gravel NO BID ST. JOSEPH MATERIAL COMPANY 60669 Orange Road South Bend, Indiana 46614 Bid was signed by Mr. Timothy Decker 'Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: Rip Rap . $12.95 $64,750 Coarse Agg. #53 - Stone/Slag NO BID Mineral Agg. #2 - Stone/Slag NO BID Coarse Agg. #53 - Gravel $ 5.50 $27,500 Fine Agg. #23 Sand NO BID Coarse Agg. #9 $ 7.95 $ 7,950 Drywell Gravel $ 7.95 $15,900 REGULAR MEETING JUNE 21, 1999 Swarco, Post Office Box 89, Columbia, Tennessee, and Akzo Nobel, Post Office Box 7677 Waco, Texas, did not bid. Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the above bids were referred to the Street Department for review and recommendation. AWARD BID - THEATER DRAPERY PACKAGE - MORRIS PERFORMING ARTS CENTER - PROJECT NO. 98-25-8 Mr. Fred Lusk, Verkler, Inc., 4406 Technology Drive, South Bend, Indiana, advised the Board that on June 7, 1999, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Lusk recommends that the Board award the contract to Tiffin Scenic Studios, Inc., 146 Riverside Drive, Tiffin, Ohio, in the amount of $73,433.00. Therefore, Mr. Powell made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Caldwell seconded the motion which carried. AWARD BID - DEBT COLLECTION SERVICES - FIRE DEPARTMENT Fire Chief Luther Taylor advised the Board that on May 17, 1999, bids were received and opened for the above referred to service. After reviewing those bids, Chief Taylor recommends that the Board award the contract to C.B.M Accounts Services, Inca 1320-Mishawaka Avenue, South Bend, Indiana. CBM will collect a 25% contingency fee of amounts collected, and accounts requiring legal action will be charged a contingency fee of 40% of accounts collected. Therefore, Mr. Caldwell made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Powell seconded the motion which carried. AWARD BID/APPROVE AGREEMENT - HARDWARE SYSTEM ENGINEERING FOR INSTALLATION/AZAINTENANCE OF COMMUNICATIONS CENTER - POLICE DEPARTMENT Captain Gary Horvath, Police Department, advised the Board that on May 24, 1999, bids were received and opened for the above referred to project. After reviewing those bids, Captain Horvath recommends that the Board award the contract to Motorola, Inc., 85 Harristown Road, Glen Rock, New Jersey, in the amount of $405,162.86. Van Ausdall & Farrarr only bid on the multi -position call recording system, in the amount of $34,580.00. They did not bid on the any other items. In addition, the Agreement for the installation and maintenance of the communications center with Motorola, Inc., was presented to the Board for approval. Therefore, Mr. Caldwell made a motion that the recommendation be accepted and the bid be awarded as outlined above, as well as the approval of the Agreement. Mr. Powell seconded the motion which carried. APPROVAL OF ESCROW AGREEMENT - MORRIS PERFORMING ARTS CENTER - MASONRY AND MASONRY RESTORATION - PROJECT NO. 98-25-5.4 Mr. Caldwell stated that the Board is in receipt of an Escrow Agreement between the City of South Bend; Ramenda Masonry, 54489 Lexington Avenue, South Bend, Indiana; and National City Bank of Indiana, 101 West Washington Street, Indianapolis, Indiana, for the above referred to project. Mr. Caldwell noted that this project is in excess of $100,000.00. Therefore, upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the Escrow Agreement was approved and executed. APPROVAL OF ESCROW AGREEMENT - SECONDARY CLARIFIER IMPROVEMENTS - WASTEWATER TREATMENT PLANT - PROJECT NO. 98-18 Mr. Caldwell stated that the Board is in receipt of an Escrow Agreement between the City of South Bend; Bowen Engineering, 505 West 84' Drive, Merrillville, Indiana; and Bank One Trust Company, One Indiana Square, Indianapolis, Indiana, for the above referred to project. Mr. Caldwell noted that this project is in excess of $100,000.00. Therefore, upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the Escrow Agreement was approved and executed. APPROVAL OF AGREEMENT - STAFF SUPPORT - NEIGHBORHOOD RESOURCES AND TECHNICAL SERVICES CORPORATION Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and Neighborhood Resources and Technical Services Corporation (NRTSC), 1200 County City Building, South Bend, Indiana, for a three year agreement to convey City staff support to NRTSC. Therefore, 1 J REGULAR MEETING JUNE 21, 1999 upon a motion made by Mr. Powell, seconded by Mr. Caldwell and carried, the Agreement was approved and executed. APPROVAL OF AGREEMENT - BUILDING BLOCK GRANT AGREEMENT Mr. Caldwell stated that the Board is in receipt of a Building Block Grant Agreement. This agreement will convey the funds to the grantee to carry out the neighborhood physical improvement and beautification projects within the City of South Bend. Grantee Address Project Amount Rosie Thesing Gibbens 738 North Frances Flowers $100.00 Therefore, upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the Agreement was approved and executed. APPROVAL OF AGREEMENT - ROAD TRANSFER MEMORANDUM - STATE OF INDIANA - U. S. 20 RELINQUISHMENT Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and the State of Indiana, for the relinguishment of maintenance of the U.S. 20 route through South Bend. Mr. Caldwell noted that the Agreement is in the amount of $2.5 million, which the State of Indiana will provide to the City of South Bend for maintenance. Therefore, upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the Agreement was approved and executed. APPROVE CONSTRUCTION CONTRACT - SOUTHEAST PARTNERSHIP CENTER - INDIANA. AVENUE - CURB, SIDEWALK AND APPROACH REPLACEMENTS - PROJECT NO. 99-17 Mr. Caldwell advised that in accordance with the bid awarded on June 7, 1999, to Niles Concrete Sawing and 'Construction, Inc., 2580 East Detroit Road, Niles, Michigan, in the amount of $108,782.00 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Mr. Powell, seconded by Mr. Caldwell 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 REOUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - AUDIONISUAL EXHIBITRY UPDATE - COLLEGE FOOTBALL HALL OF FAME In a letter to the Board, Mr. Kent Stephens, College Football Hall of Fame, South Bend, Indiana, requested permission to advertise for the receipt of bids for the above referred to exhibitry update. Mr. Stephens stated that this will be a five year contract (2000-2004), and funding will come from the Hall of Fame's General Fund. Therefore, upon a motion made by Mr. Powell, seconded by Mr. Caldwell and carried, the request to advertise for the receipt of bids was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - SAMPLE STREET SEWER RECONSTRUCTION - PROJECT NO 99-49 In a memorandum to the Board, Ms. Deb Martin, Engineering, requested permission to advertise for the receipt of bids for the above referred to project. Ms. Martin stated that this project will remove and replace concrete pavement, sewer pipes, manholes and other appurtenant work. Funding is provided by the Sewage Works Land Improvements. Upon a motion made by Mr. Powell, seconded by Mr. Caldwell and carried, the request to advertise for the receipt of bids was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - LEIGHTON PLAZA -PLAZA FINISHES - TEACHERS CREDIT UNION BOUNDARY IMPROVEMENTS - PROJECT NO. 97-57-9 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 provide site improvements to the area alongside Teachers Credit Union. Funding is provided by the a REGULAR MEETING JUNE 21, 1999 Community and Economic Development Commission bond issues for Leighton Plaza. Therefore, upon a motion made by Mr. Powell, seconded by Mr. Caldwell and carried, the request to advertise for the receipt of bids was approved. APPROVAL OF RECOMMENDATION - TO CLOSE FREMONT FROM KELLER TO BULLA - BLOCK PARTY Mr. Caldwell 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. Carlos Harper, 1641 North Fremont, South Bend, Indiana to conduct the above referred to block party, on July 4, 1999. Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE -LEER FROM RANDOLPH TO DUBAIL - BLOCK PARTY Mr. Caldwell 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, 1723 South Leer, South Bend, Indiana to conduct the above referred to block party, on June 26, 1999. Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE SUNNYMEDE FROM GREENLAWN TO TWYCKENHAM - BLOCK PARTY Mr. Caldwell 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. Thomas Wisniewski, 1620 Sunnymede, South Bend, Indiana to conduct the above referred to block party, on July 4, 1999. Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE MCPHERSON FROM THOMAS TO NAPIER - BLOCK PARTY Mr. Caldwell 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. Wendell Klota, 1102 West Thomas, South Bend, Indiana to conduct the above referred to block parry, on August 1, 1999. Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the recommendation was approved. APPROVAL OF APPLICATION AND AGREEMENT FOR A SIDEWALK CAFE - TOM'S RESTAURANT Mr. Caldwell stated that favorable recommendations have been received by the Fire Department, Engineering Department, Building Department, Design Review and the Police Department, in reference to an Application for a Sidewalk Cafe, as submitted by Mr. Michael Willamowski, Tom's Restaurant, 131 South Lafayette, South Bend, Indiana, to place tables and chairs in front of 131 South Lafayette. Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the Application and the Agreement for Temporary Use of the Public Sidewalk for a Sidewalk Cafe were approved. APPROVAL OF REQUEST - TO CLOSE STREET - CONSTRUCTION OF HOMES HABITAT FOR HUMANITY Mr. Caldwell 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. John Butkovich, Habitat for Humanity, South Bend, Indiana to close the 1700 block of North Fremont on June 19-25, 1999, in order for Habitat for Humanity to construct three (3) homes in the 1700 block ofNorth Fremont. Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the request was approved. R 1 Ll 1 REGULAR MEETING DUNE 21. 1999 APPROVAL OF REQUEST - TO CLOSE STREET PUBLIC AUCTION KASER' S AUCTION SERVICE - MAYFLOWER CIRCLE Mr. Caldwell stated that favorable recommendations have been received by the Division of Engineering, Police Department and the City Attorneys office, in reference to a request as submitted by Mr. Carl Kaser, Kaser's Auction Service, 67601 Pine Road, North Liberty, Indiana to close Mayflower Circle on June 26, 1999, to conduct a public auction. Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the request was approved. APPROVE TITLE SHEETS - LEIGHTON PLAZA PLAZA FINISHES - TEACHERS CREDIT UNION BOUNDARY - 97- 57-9 - SAMPLE STREET SEWER RECONSTRUCTION - PROJECT NO. 99-49 - SOUTHFIELD SANITARY SEWER 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 Mr. Caldwell, seconded by Mr. Powell and carried, the above referred to Title Sheets were approved and signed. APPROVE AND/OR RELEASE EXCAVATION BONDS Mr. Larry D. Spradlin, Sr., Engineer, Division of Engineering, recommended that the following Excavation Bonds be approved and/or released as follows: EXCAVATION BONDS Fenner Plumbing Champion Concrete, Inc. Released June 24, 1999 Approved Retroactive to 6/17/99 Mr. Caldwell made a motion that the recommendation be accepted and that the Bonds be approved and/or, released as outlined above. Mr. Powell seconded the motion which carried. APPROVE CLAIMS Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $2,432,786.35 and recommended approval. Additionally, Mr. Juan Manigault, Executive Director, WDS of Northern Indiana, submitted one (1) list containing claims in the amount of $168,395.48 and recommended approval. Mr. Kenneth Szulczyk, Housing Consortium, submitted a claim for H.O.M.E. and recommended approved. Mr. Caldwell made a motion that the claims be approved and the reports as submitted be filed. Mr. Powell seconded the motion which carried. PRIVILEGE OF THE FLOOR Captain Gary Horvath, Police Department, was present, and asked the Board to sign all three (3) Agreements for the Communications Dispatch Center, which was awarded on this date. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the meeting adjourned at 10:10 a.m. ATTEST: Angela K. Jacob, Clerk MBOARDZ1.'JYRK1 4��T- - ames R dddwell, President Lewis N. Powell, Member M. Catherine Roemer, Member