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HomeMy WebLinkAbout06/29/99 Board of Public Works Minutesi NtVV-b REGULAR MEETING DUNE 29, 1999 The regular meeting of the Board of Public Works was convened at 9:39 a.m. on Tuesday, June 29, 1999, by Board President James R. Caldwell, Mr. Lewis N. Powell was present. Ms. M. Catherine Roemer was not present. Also Present was Attorney Ms. Ann -Carol Nash as Board Attorney Michelle Engel was on Vacation. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the minutes of the regular meeting of the Board held on June 21, 1999, were approved. OPENING OF BIDS - SALE OF CITY OWNED PROPERTY- 263 MAPLE STREET 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 bids were opened and publicly read: Ms. Ynetter Jones $50.00 1204 Thomas Street South Bend, Indiana 46601 Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the above bids were referred to the for review and recommendation. AWARD BID - SCADA SYSTEM OPERATOR INTERFACE REPLACEMENT PROJECT - WASTEWATER TREATMENT PLANT - PROJECT NO. 99-15 Mr. Carl P. Littrell, City Engineer, advised the Board that on June 14, 1999, 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 Precision Control Systems of Indianapolis, Inc., 7141 West Morris Street, Indianapolis, Indiana in the amount of $153,150.00. Therefore, Mr. Caldwell made a motion . that the recommendation be accepted and the bids be awarded as outlined above. Mr. Powell seconded the motion which carried. AWARD QUOTATION - WEST WASHINGTON SIDEWALK, CURB. APPROACH AND RAMP REPAIRS - PROJECT NO. 99-29 Mr. Carl P. Littrell, City Engineer, advised the Board that on June 7, 1999, quotations were received and opened for the above referred to project. After, reviewing those quotations, Mr. Littrell recommends that the Board award the contract to Rieth Riley Construction, Post Office Box 1775, South Bend, Indiana the amount of $39,000.00. Therefore, Mr. Caldwell made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Mr. Powell seconded the motion which carried. APPROVE CONSTRUCTION CONTRACT - SOUTHEAST NEIGHBORHOOD REDEVELOPMENT - PENNSYLVANIA AVENUE IMPROVEMENTS - DIVISION "A" - PROJECT NO. 99-12-1 Mr. Caldwell advised that in accordance with the bid awarded on June 1, 1999, to Grade Rite Excavating, Inc. 12877 Industrial Driver, Granger, Indiana, in the amount of $77,593.00 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Mr. Caldwell, seconded by Mr. Powell 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 AGREEMENT - TEMPORARY USE OF THE PUBLIC SIDEWALK FOR A SIDEWALK CAFE - HIGHER GROUNDS CAFE - 109 WEST WASHINGTON Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and Higher Grounds Cafe, 109 West Washington, South Bend, Indiana, for the placement of tables and chairs in the sidewalk area of 109 West Washington. The Board of Public Works previously approved the Application for a Sidewalk Cafd. Therefore, upon a motion made by, Mr. Caldwell seconded by Mr. Powell and carried, the Agreement was approved and executed. REGULAR MEETING JUNE 29, 1999 APPROVAL OF ESCROW AGREEMENT - MORRIS PERFORMING ARTS CENTER - ELECTRICAL - PROJECT NO 98-25-5 16 Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend; Trans Tech Electric, 3601 Cleveland Road, South Bend, Indiana; and National City Bank of Indiana, 101 West Washington, Indianapolis, Indiana, for the above referred to project, which is in excess of $100,000.00. Therefore, upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the Agreement was approved and executed. APPROVAL OF ESCROW AGREEMENT - MORRIS PERFORMING ARTS CENTER - ACOUSTICAL CONCERT SHELL SYSTEM - PROJECT NO. 98-25-6A Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend; Wenger Corporation, 555 park Drive, Owatonna, Minnesota; and U.S. Bank, 132 West Broadway, Owatonna, Minnesota, for the above referred to project, which is in excess of $100,000.00. Therefore, upon a motion made by Mr. Caldwell , seconded by Mr. Powell and carried, the Agreement was approved and executed. APPROVAL OF ESCROW AGREEMENT - MORRIS PERFORMING ARTS CENTER - PLUMBING AND MECHANICAL - PROJECT NO. 98-25-15A Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend; Slutsky Peltz, 844 South Rush Street, South Bend, Indiana; and First National Ban of Monterrey, Monterrey, Indiana, for the above referred to project, which is in excess of $100,000.00. Therefore, upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the Agreement was approved and executed. APPROVAL OF GRANT AGREEMENT -REPAVING OF PARKINGLOTS ALONG WESTERN AVENUE - FOREVER LEARNING INSTITUTE Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and Forever Learning Institute, South Bend, Indiana, for the reimbursement of Forever Learning for expenses in rehabilitating the two parking lots fronting on Western Avenue, to provide improved parking and the improvement ofthe appearance ofthe Western Avenue corridor. Funding is provided by the County Option Income Tax. Mr. Caldwell noted that the Agreement is in the amount of $5,000.00. Therefore, upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the Agreement was approved and executed. APPROVAL OF PROPOSAL - PROFESSIONAL ENGINEERING SERVICES - ROOF REPLACEMENT - FIRE STATION NO 11 Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and Ken Herceg and Associates, 211 West Washington, South Bend, Indiana, for professional services for the replacement of the roof of Fire Station No. 11. Mr. Caldwell noted that the Agreement is in the amount of $7,800.00, and funding is provided by the Emergency Medical Services Capital Budget. Therefore, upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the Agreement was approved and executed. APPROVAL OF GRANT AGREEMENTS - 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 Linda Tolleson 3419 Woldhaven Flowers/Shrubs $100.00 Thomas Bullock 843 Forest Flowers/Shrubs $100.00 Gloria Miller 1001 South Mayflower Trees $100.00 Willa Conners 814 North Huey Flowers $100.00 Dave Steinhauer 1101 Woodward Trees $100.00 I 1 1 REGULAR MEETING JUKE 29. 1999 , Hampton Collins 1134 North O'Brien Flowers $100.00 Denise Hildebrand 128 East Jennings Mulch/Flowers $100.00 Linda White 2513 Rush Flowers/Bushes $100.00 Brenda Blanton 514 North Sunnyside Flowers $100.00 Jynelle Bocardo 1342 North Meade Flowers/Mulch/Edging $100.00 Stacy Kronewitter 3326 Addison Flowers/White Marble $100.00 Bianca Baldizon 3205 Pleasant Flowers/Mulch/Gravel $100.00 Mary Milligan 1209 North Huey Flowers/Rose Bush $100.00 Lisa Ford 121 East Jennings Bushes/Flowers $100.00 New Hope Missionary Baptist Church 313 East Ohio Flowers/Mulch; Tool Library Supplies $1,000.00 LaSalle Area Neighborhood Association Tool Library Supplies $1,000.00 Therefore, upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the Agreements were approved and executed. APPROVE CHANGE ORDER - MORRIS PERFORMING ARTS CENTER - STAGE HOUSE DEMOLITION - PROJECT NO.98-25-3C Mr. Caldwell advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 001 on behalf of LaFree Excavating, Inc., 1251 West Third Street, Osceola, Indiana indicating that the Contract amount be increased $55,478.00 for a new Contract sum including this Change Order in the amount of $350,278.00. This Change Order clarifies Change Order No. As issued to LaFree Excavating, During the rebidding phase of Bid Package 98-25-5, the project scope was drastically revised to meet the budget, During this time, it was decided by Verkler and the Owner's Representative that it would be in the best interests of the project schedule and budget if the necessary demolition could be done by Change Order. The Bid Package No. 98-25-3C Contractor, LaFree Excavating, was complete with its base contact at this time, but was willing to perform the needed work within the maximum Change Order constraint and with substantial savings to the owners. A Change Order was authorized and issued to the Contractor. Verkler was already in the process of procuring all closeout documents from LaFree for Bid Package No. 98-25-3C. When the Change Order was issued to LaFree, the routine closeout procedure was not suspended for the contract. Verkler erroneously sent this closeout material to the Board for approval concurrent with Change Order No. 001 for this additional work. Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the Change Order was approved. ADOPT RESOLUTION NO.28-1999 - DISPOSAL OF CITY -OWNED PROPERTY Upon a motion made by, seconded by and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 28-1999 WHEREAS, I.C. 36-9-6-1 gives the Board of Public Works of the City of South Bend the right and duty to have custody of, control of, use of, and dispose of in accordance with Indiana statutes, all real and personal property owned by the City of South Bend; and WHEREAS, the Common Council of the City of South Bend passed as amended on January 11, 1988, Ordinance No. 7847-88 which mandates the Board of Public Works of the City of South Bend to determine that the sidearm of a police officer who retires in good standing is surplus property and no longer useful to the City of South Bend; and REGULAR MEETING JUNE 29, 1999 WHEREAS, LIEUTENANT CURTIS WALTON has retired from the South Bend Police Department after twenty-five (25) years of service and the Board of Public Safety of the City of South Bend has determined that he has retired in good standing; and WHEREAS, I.C. 36-1-11-6 permits and establishes procedure for disposal of personal property which is no longer needed by the City and which is unfit for the purpose for which it was intended; NOW, THEREFORE, BE IT RESOLVED by the Board ofPublic Works of the City of South Bend that sidearm Serial No. AD19875 a .40 caliber Sig -Sauer sidearm, is no longer needed by the City and is unfit for the purpose for which it was intended and has an estimated fair market value of less than Five Hundred Dollars ($500.00). BE IT FURTHER RESOLVED that said property be disposed of and removed from the City inventory. ADOPTED this 29th day of June, 1999. BOARD OF PUBLIC WORKS s/James R. Caldwell, President s/Lewis N. Powell, Member ATTEST: s/Angela K. Jacob, Clerk ADOPT RESOLUTION NO. 29-1999 - TRANSFER OF REAL PROPERTY TO THE RUM VILLAGE NEIGHBORHOOD ASSOCIATION Upon a motion made by, seconded by and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.29-1999 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, APPROVING THE TRANSFER OF REAL PROPERTY TO THE RUM VILLAGE NEIGHBORHOOD ASSOCIATION WHEREAS, the City of South Bend, Indiana (the "City") is the owner of the following described real property situated in St. Joseph County, Indiana: PARCEL I. Beginning at the southwest corner ofLot 17, Rams P Addition; thence north 40 feet along the west right-of-way line of Lot 17, to the northwest corner, thence east 123.66 feet to the northeast corner; thence south 40 feet to the southeast corner of Lot 17; thence west 123.66 feet to the point of beginning. Containing. I I acre. Key No. 18-8026-1040. Commonly known as 1514 Kendall Street; PARCEL II. Beginning at the southwest corner ofLot 16, Rafrs P Addition; thence north 40 feet along the west right-of-way line of Lot 16, to the northwest cjrner; thence east 123.66 feet to the northeast corner; thence south 40 feet to the southeast corner of REGULAR MEETING JUNE 29, 1999 Lot 16; thence west 123.66 feet to the point of beginning. Containing. I I acre. Key No. 18-8026-1042. Commonly known as 1518 Kendall Street; PARCEL III. Beginning at the southwest corner ofLot 15, Rail's 3`d Addition; thence north 40 feet along the west right-of-way line of Lot 15, to the northwest corner; thence east 123.66 feet to the northeast corner; thence south 40 feet to the southeast corner of Lot 15; thence west 123.66 feet to the point of beginning. Containing .11 acre. Key No. 18-8026-1044. Commonly known as 1522 Kendall Street; and PARCEL IV. Beginning at the southwest corner ofLot 14, Raff s Yd Addition; thence north 40 feet along the west right-of-way of Lot 14, to the northwest corner; thence east 123.66 feet to the northeast corner; thence south 40 feet to the southeast corner of Lot 14; thence west 123.66 feet to the point of beginning. Containing .11 acre. Commonly known as 1528 Kendall Street, (herein collectively referred to as the Real Property); and WHEREAS, pursuant to I.C. 36_1_4-6 and I.C. 36-9-6-3, , the Board ofPublic Works ofthe City of South Bend (the "Board") has custody of and may maintain all real property of the City of South Bend; and WHEREAS, the Rum Village Neighborhood Association is an Indiana non-profit corporation and desires to acquire the Real Property from the City of use as a park; and WHEREAS, the City, through the Board, desires said Real Property to be maintained as a neighborhood park by the Rum Village Neighborhood Association; and WHEREAS, the Rum Village Neighborhood Association has agreed to accept the Real Property and maintain it as a park; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH BEND, INDIANA, AS FOLLOWS: 1. That the Real Property situated in St. Joseph County, Indiana, and generally described as follows be conveyed by The City of South Bend, Indiana to the Rum Village Neighborhood Association: PARCEL I. Beginning at the southwest corner ofLot 17, Rafrs 3'd Addition; thence north 40 feet along the west right-of-way line of Lot 17, to the northwest corner, thence east 123.66 feet to the northeast corner; thence south 40 feet to the southeast corner of Lot 17; thence west 123.66 feet to the point of beginning. Containing. I I acre. Key No. 18-8026-1040. Commonly known as 1514 Kendall Street; PARCEL II. Beginning at the southwest corner ofLot 16, Rafrs 3' Addition; thence north 40 feet along the west right-of-way line of Lot 16, to the northwest corner; thence east 123.66 feet to the northeast corner, thence south 40 feet to the southeast corner of Lot 16; thence west 123.66 feet to the point of beginning. Containing .11 acre. Key No. 18-8026-1042. Commonly known as 1518 Kendall Street; PARCEL III. Beginning at the southwest corner ofLot 15, Rafr s 3' Addition; thence north 40 feet along the west right-of-way line of Lot 15, to the northwest corner; thence east REGULAR MEETING JUKE 29, 1999 123.66 feet to the northeast corner; thence south 40 feet to the southeast corner of Lot 15; thence west 123.66 feet to the point of beginning. Containing .11 acre. Key No. 18-8026-1044. Commonly known as 1522 Kendall Street; and PARCEL IV. Beginning at the southwest corner ofLot 14, Raff's Yd Addition; thence north 40 feet along the west right-of-way of Lot 14, to the northwest corner; thence east 123.66 feet to the northeast corner; thence south 40 feet to the southeast corner of Lot 14; thence west 123.66 feet to the point of beginning. Containing . I I acre. Commonly known as 1528 Kendall Street, 2. That the Real Property be used and maintained by the Rum Village Neighborhood Association as a neighborhood park. 3. That the Mayor of the City of South Bend and the South Bend City Clerk shall be, and hereby are, authorized to execute and attest respectively to the execution of a quit claim deed conveying all the right, title, and interest of the City of South Bend, Indiana, in and to the Real Property, to the Rum Village Neighborhood Association. 4. That this Resolution shall be in full force and effect upon its adoption by the Board of Public Works of the City of South Bend on the 29th day of June, 1999. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/James R. Caldwell s/Lewis N. Powell ATTEST: s/Angela K. Jacob, Clerk FAVORABLE RECOMMENDATION - PETITION TO VACATE AN ALLEY Mr. Caldwell indicated that the Common Council has submitted to the Board a Vacation Petition as completed by Mr. Philip Panzica, 422 East Monroe Street, South Bend, Indiana to vacate the following alley: The first east west alley north of West Washington Street from the west right of way of Birdsell Street to the east line of the first north/south alley west of Birdsell Street for a distance of approximately 115.5 feet and a width of 12 feet. Part Located in Stover's Sub. Of Bank Outlot 81, City of South Bend, St. Joseph County, Indiana. Mr. Caldwell 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, Mr. Caldwell made a motion that the Board send a favorable recommendation to the Common Council concerning this Vacation Petition. Mr. Powell seconded the motion which carried. APPROVAL OF RECOMMENDATION - TO CONDUCT "FREEDOM MARCH" - MICHIGAN VIETNAM VETERANS Mr. Caldwell 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 Mr. Bob Farkas, 68137 Lawndale Street, Edwardsburg, Michigan to conduct the above referred to march, on August 14, 1999, on the designated route as subnritted. Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CONDUCT MOTORCYCLE RIDE FOR MUSCULAR DYSTROPHY - A.B.A.T.E. REGULAR MEETING JUNE 29, 1999 Mr. Caldwell 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 Mr. Alien Gould, 16434 County Road 8, Bristol, Indiana to conduct the above referred to motorcycle ride, on September 5, 1999, on the designated route as submitted. Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - WILBER FROM MAROUETTE TO PORTAGE - 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 Ms. Monica Hoban, 1845 North Wilber, 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 STREET - CHAPIN FROM CALVERT TO BRUCE - OUR LADY OF HUNGARY PARISH FESTIVAL 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 Stanley, 829 West Calvert, South Bend, Indiana to conduct the above referred to festival, on July 17, 1999. Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - THOMAS FROM MCPHERSON TO ALLEY BY CHURCH - 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. Brandon McGee, 1103 West Thomas, South Bend, Indiana to conduct the above referred to block party, on July 3, 1999. Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - 29TH STREET FROM HASTINGS TO RAILROAD TRACKS - 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. Cody Trotter, 626 South 29th, 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 STREET - EAST FAIRVIEW FROM RUSH TO ERSKINE - 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 Ms. Lorraine Rose, 626 East Fairview, South Bend, Indiana to conduct the above referred to block party, on July 10, 1999. Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION- TO CLOSE STREET - HOWARD FROM WHITE OAK TO OAK RIDGE - PARADE FOR CHILDREN IN BLOCK 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. Ruth Scott, 1604 Scottswood, South Bend, Indiana to conduct the above referred to parade in the block, on July 3, 1999. Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the recommendation was approved. APPROVE IRREVOCABLE STANDBY LETTER OF CREDIT: Mr. Larry D. Spradlin, Sr., Engineer, Division of Engineering, submitted the following Irrevocable Standby better of Credit to the Board and recommended approval: REGULAR MEETING JUNE 29, 1999 IRREVOCABLE STANDBY LETTER OF CREDIT NO S2206-705 ISSUED BY: First Source Bank FOR: Emerson Forest Improvements AMOUNT: $33,319.00 EXPIRES: May 31, 2000 IMPROVEMENT: Sidewalks and Surface Coat of Asphalt to Streets Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the Irrevocable Standby Letter of Credit was approved. FILING OF CERTIFICATES OF INSURANCE Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the following Certificates of Insurance were accepted for filing: City Roofing, Inc. Pritschard Mechanical Contractors, Inc. 2300 Sterling Avenue 3921 West Sample Street Elkhart, Indiana 46516 South Bend, Indiana 46619 APPROVE CLAIMS Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $1,410,174.04 and recommended approval. Additionally, Mr. Juan Manigault, Executive Director, WDS of Northern Indiana, submitted one (1) list containing claims in the amount of $59,603.79 and recommended approval. Mr. Rahman Johnson, Fiscal Officer, submitted claims for the Morris Performing Arts Center, and recommended approval. Mr. Caldwell made a motion that the claims be approved and the reports as submitted be filed. Mr. Powell seconded the motion which carried. 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 10:06 a.m. BOARD OF PUBLIC WORKS -ames VRdwell, President Lewis N. Powell, Member M. Catherine Roemer, Member 7TEST: Angela Jacob, Ci rk