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Home My WebLink About08/16/99 Board of Public Works MinutesREGULAR MEETING AUGUST 16, 1999 The regular meeting of the Board of Public Works was convened at 9:34 a.m. on Monday, August 16, 1999, by Board President James R. Caldwell, with Ms. M. Catherine Roemer present. Board Member Lewis Powell arrived at 9:45 a.m. Also present was Board Attorney Michelle Engel. ADD AGENDA ITEM Upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, an agenda item for a Contractor Bond was added. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the minutes of the regular meeting of the Board held on August 9, 1999, were approved. OPENING OF QUOTATIONS - FITNESS EQUIPMENT - FIRE DEPARTMENT Mr. Caldwell advised that this was the date set for the receiving and opening of sealed Quotations for the above referred to equipment. The following Quotations were opened and read: GILLES CYCLING AND FITNESS 5439 South East Street Indianapolis, Indiana 46227 Quotation was submitted by Chad QUOTATION: Trotter, Treadmill $4,395.00 $26,370.00 (6) Freight/Delivery $ 700.00 Schwinn Airdyne Evolution $ 525.00 $ 2,625.00 (6) Freight/Delivery $ 150.00 Annual Service $ 290.00 Biannual Service $ 580.00 MIDWEST COMMERCIAL FITNESS 7718 Island Club Drive Apt. J Indianapolis, Indiana 46214 Quotation submitted by Mr. Rodell Laureano QUOTATION: Quinton Club Track $4,229.00 $25,374.00 (6) Polar Transmitter Belt $ 35.00 $ 210.00(6) Schwinn Airdyne Evolution $ 535.00 $ 2,675.00 (6) Delivery $2,425.00 KOEHLINGER FITNESS. COMMERCIAL DIVISION 2211 Maplecrest Road Fort Wayne, Indiana 46815 Quotation submitted by Mr. Dale Hansen QUOTATION: PreCor 962I Treadmill Freight $5,895.00 Normal $4,600.00 Multi -Unit $ 150.00 REGULAR MEETING Two Year Warranty Standard $4,600.00 Three Year Warranty $4,800.00 PreCor 9441 Treadmill $4,995.00 Normal $3,900.00 Multi Unit Freight $ 150.00 Two Year Warranty $3,900.00 Three Year Warranty $4,100.00 BAKER'S CYCLING & FITNESS 135 Dixie Way South South Bend, Indiana 46637 Quotation submitted by Mr. Steven Baker Airdyne Evolution Comp $600.00 Trip Charge $ 15.00 FACTORY FITNESS 8660 Purdue Road 400 Indianapolis, Indiana 46268 Quotation submitted by Mr. Dick Sanburn QUOTATION: Sports Art 6200 Treadmill $5,275.00 Freight/Delivery $ 593.00 AUGUST 16. 1999 Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the above Quotations were referred to the Fire Department for review and recommendation. AWARD BID - NEAR WESTSIDE PARTNERSHIP CENTER - SIDEWALK, CURB AND APPROACH REPAIRS - PROJECT NO.99-31 Mr. Carl P. Littrell, City Engineer, advised the Board that on August 9,1999, 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 Rieth Riley Construction, Post Office Box 1775, South Bend, Indiana, in the amount of $56,483.25. Funding is provided by an Economic Development Block Grant. Therefore, Ms. Roemer 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 - WESTSIDE PARTNERSHIP CENTER - SIDEWALK, CURB AND APPROACH REPAIRS - PROJECT NO. 99-32 Mr. Carl P. Littrell, City Engineer, advised the Board that on August 9,1999, 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 Rieth Riley Construction, Post Office Box 1775, South Bend, Indiana, in the amount of $68,095.25, which is the base bid only. Funding is provided by an Economic Development Block Grant. Therefore, Ms. Roemer made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Caldwell seconded the motion which carried. APPROVE CHANGE ORDER NO 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT - SOUTHEAST PARTNERSHIP CENTER - CURB SIDEWALK AND APPROACH REPAIRS - PROJECT NO. 99-17 Mr. Caldwell advised that Mr. Toy Villa, Construction Manager has submitted Change Order No. 1 (Final) on behalf of Niles Concrete Sawing & Construction, Inc., 2580 East Detroit Road, Niles, Michigan, indicating that the contract amount be decreased by $7,294.30 for a new contract sum including this Change Order in the amount of $101,487.70. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Mr. Caldwell, seconded 1 REGULAR MEETING AUGUST 16, 1999 by Ms. Roemer and carried, Change Order No. I (Final) and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. APPROVAL OF CONTRACT - SALE OF PERSONAL PROPERTY AT PUBLIC AUCTION - KASER' S AUCTION SERVICE Mr. Caldwell stated that the Board is in receipt of a Contract between the City of South Bend and Kaser's Auction Service, 67601 Pine Road, North Liberty, Indiana, for a public auction of obsolete city vehicles on September 11, 1999, beginning at 8:30 a.m. at 1045 West Sample Street. Mr. Caldwell noted that the Contract is in the amount of 5% commission. Therefore, upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the Contract was approved and executed. APPROVAL OF ESCROW AGREEMENT - HEADWORKS FACILITY - PROJECT NO. 98-026 Mr. Caldwell stated that the Board is in receipt of an Escrow Agreement between the City of South Bend; Superior Construction Company, Inc., 2045 East Dunes Highway, Gary, Indiana; and Bank One Trust Company, 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 Ms. Roemer, seconded by Mr. Powell and carried, the Escrow Agreement was approved and executed. APPROVAL OF AGREEMENT - NEIGHBORHOOD YOUTH GRANT PROGRAM Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and the Boys & Girls Club/OKI Youth Group, South Bend, Indiana, for funding for the youth to provide volunteer services to the mothers and infants of AIDS Ministries. Mr. Caldwell noted that the Agreement is in the amount of $751.71. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Agreement was approved and executed. APPROVE CONSTRUCTION CONTRACT - BLACKTHORN CORPORATE PARK - CRESCENT CIRCLE - PROJECT NO. 99-57 Mr. Caldwell advised that in accordance with the bid awarded on August 2, 1999, to Rieth Riley Construction, 25200 State Road 23, South Bend, Indiana, in the amount of $253,394.00 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Ms. Roemer, 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. APPROVE CONSTRUCTION CONTRACT - CONCRETE PAVEMENT REPAIRS - PHASE I - PROJECT NO. 99-07 Mr. Caldwell advised that in accordance with the bid awarded on August 2, 1999, to Rieth Riley Construction, 25200 State Road 23, South Bend, Indiana, in the amount of $220,695.00 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Ms. Roemer, 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 REOUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - ONE (1) MORE OR LESS, NEW SINGLE AXLE DUAL WHEELED WRECKER In a letter to the Board, MIr. Matthew Chlebowski, Central Services, requested permission to advertise for the receipt of bids for the above referred to vehicle. Mr. Chlebowski stated that funding for this vehicle is provided by the user department's vehicle capital budget. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the request to advertise for the receipt of bids was approved. RECOMMENDATION TABLED - TO CLOSE STREET -HAWTHORNDRIVE FROM WILSON TO WASHINGTON - BLOCK PARTY Mr. Caldwell stated that favorable recommendations have been received by the Division of Engineering and the Police Department, in reference to a request as submitted by Mr. Cheryl Kovas, 220 South Hawthorne, South Bend, Indiana to conduct the above referred to block party, on August 28, 1999, from 1:00 p.m. until 11:00 p.m. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the recommendation was tabled, as the homeowner will reschedule the date. REGULAR MEETING AUGUST 16, 1999 APPROVAL OF RECOMMENDATION - TO CLOSE STREET - FOXFIRE FROM HIDDEN OAKS COURT TO DEAD END - BLOCK PARTY Mr. Caldwell stated that favorable recommendations have been received by the Division of Engineering and the Police Department, in reference to a request as submitted by Mr. Steve Schmok, 4202 Foxfire Drive, South Bend, Indiana to conduct the above referred to block party, on August 28, 1999, from 4:00 p.m. until 11:00 p.m. Upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE PROVINCIAL FROM COLONIAL TO COTSWALD - BLOCK PARTY Mr. Caldwell stated that favorable recommendations have been received by the Division of Engineering and the Police Department in reference to a request as submitted by Mr. Marc Baker, 1734 provincial Drive, South Bend, Indiana, to conduct the above referred to block parry, on August 21, 1999, from 5:30 p.m. until 11:00 p.m. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE 700 BLOCK OF CLEVELAND - BLOCK PARTY Mr. Caldwell stated that favorable recommendations have been received by the Division of Engineering and the Police Department in reference to a request as submitted by Ms. Dakendra Anderson, 708 Cleveland, South Bend, Indiana, to conduct the above referred to block party, on August 21, 1999, from 12:00 p.m. until 11:00 p.m. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION TO CLOSE TAYLOR FROM MADISON TO LINCOLNWAY - BLOCK PARTY Mr. Caldwell stated that favorable recommendations have been received by the Division of Engineering and the Police Department in reference to a request as submitted by Ms. Theresa Mason, 501 Lincolnway West, South Bend, Indiana, to conduct the above referred to block parry, on August 15, 1999, from 10:00 a.m. until 6:00 p.m. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE WEBER SQUARE TO CORBY BOULEVARD - BLOCK PARTY Mr. Caldwell stated that favorable recommendations have been received by the Division of Engineering and the Police Department in reference to a request as submitted by Mr. Charles Roemer, 918 Weber Square, South Bend, Indiana, to conduct the above referred to block party, on August 21, 1999, from 3:00 p.m. until 11:00 p.m. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE VICTORIA FROM MIAMI TO MARINE - BLOCK PARTY Mr. Caldwell stated that favorable recommendations have been received by the Division of Engineering and the Police Department in reference to a request as submitted by Mr. Douglas Cochran, 1135 Victoria, South Bend, Indiana, to conduct the above referred to block party, on August 28, 1999, from 6:00 p.m. until 11:00 p.m. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE THE 1100 BLOCK OF MIAMI - BLOCK PARTY Mr. Caldwell stated that favorable recommendations have been received by the Division of Engineering and the Police Department in reference to a request as submitted by Mr. Shawn Felczer, 1126 1/2 East Broadway, South Bend, Indiana, to conduct the above referred to block party, on August 28, 1999, from 11:00 a.m. until 11:00 p.m. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the recommendation was approved. 1 1�- 1 7 '1 REGULAR MEETING AUGUST 16, 1999 MICHIGAN - TAILGATE PARTY Mr. Caldwell stated that favorable recommendations have been received by the Division of Engineering and the Police Department in reference to a request as submitted by Mr. Julius Cheney, Finnigans Pub, 113 East Wayne, South Bend, Indiana, to conduct the above referred to tail gate party, on August 27, 1999, from 6:00 p.m. until 2:00 a.m. Upon a motion made by Ms. Roemer, 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 Letter of Credit to the Board and recommended approval: IRREVOCABLE STANDBY LETTER OF CREDIT NO. 99-20 ISSUED BY: Lake City Bank FOR: Coker Construction AMOUNT: $54,362.00 M'ROVEMENT: Public Improvements for Mayflower 10' Addition Ms. Roemer made a motion that the Letter of Credit, as outlined above, be approved. Mr. Powell seconded the motion which carried. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the following traffic control devices were approved: New Installation - Stop Sign Jackson & Finch "T" Intersection New Installation - Stop Sign 27/Pleasant & 28' New Nuner School Pleasant New Installation - Handicap 126 Fox Mr. Mohlman has met requirements Sign New Installation - Handicap 1137 North Meade Ms. Lewis has met all requirements Sign New. Installation - Handicap 1011 South 30'h Ms. Lake has met all requirements Sign New Installation - County 130 South Main, Upon a motion made by Mr. Caldwell, Police Parking Only Signs East Side, seconded by Ms. Roemer and carried, this Jefferson, South Traffic Control Device was tabled, pending Side, Main to Alley further information. FILING OF CERTIFICATES OF INSURANCE Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the following Certificates of Insurance were accepted for filing: Premier Excavating, Inc. L.E. Barber, Inc. Post Office Box 1483 1200 East Napier Elkhart, Indiana 46515 Benton Harbor, Michigan 49022 APPROVE CONTRACTOR BOND Mr. Larry D. Spradlin, Sr., Engineer, Division of Engineering, recommended that the following Contractor Bond be approved as follows: BOND OF CONTRACTOR Decorative Brick Paver & Tile Approved Effective August 16, 1999 C REGULAR MEETING AUGUST 16, 1999 Ms. Roemer made a motion that the recommendation be accepted and that the Bond be approved as outlined above. Mr. Powell seconded the motion which carried. APPROVE CLAIMS Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $2,387,848.83 and $232,641.58 and recommended approval. Additionally, Mr. Juan Manigault, Executive Director, WDS of Northern Indiana, submitted two (2) lists containing claims in the amount of $224,308.16 and recommended approval. In addition, Mr. Kenneth Szulczyk, St. Joseph Housing Consortium, submitted claims and recommended approval. Ms. Roemer 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 Ms. Roemer and carried, the meeting adjourned at 9:55 a.m. BOARD OF PUBLIC WORKS Ames R. Caldwell, President Lewis N. Powell, Member ' M. atherine Roemer, Memb r r Er srgu! 20� I, 1