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HomeMy WebLinkAbout08/30/99 Board of Public Works MinutesfIa�a REGULAR MEETING AUGUST 30, 1999 The regular meeting of the Board of Public Works was convened at 9:35 a.m. on Monday, August 30, 1999, by Board President James R. Caldwell, with Mr. Lewis N. Powell and Ms. M. Catherine Roemer present. Also present was Board Attorney Michelle Engel. ADD AGENDA ITEMS Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the following items were added to the agenda: - Request to Close Street - Block Parry - Proposal - Conceptual Planning - Health and Institutional Land Use - Title Sheet - Longfellow Traffic Calming Measures 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 August 23, 1999, were approved. PUBLIC HEARING - TRANSIENT MERCHANT LICENSE - `BOOKS ARE FUN" Mr. Caldwell advised that this was the date set for the Board's Public Hearing concerning an Application for a Transient Merchant License, as submitted by Mr. Joe Saylor, 8686 Yd Road, Bremen, Indiana, to conduct the sale of books at various locations on various dates, as submitted. Mr. Caldwell 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 Mr. Powell, seconded by Ms. Roemer and carried, the Application for a Transient Merchant License was approved. OPENING OF BIDS - FIRE STATION NO. 4 - RE -ROOF - PROJECT NO. 99-58 This was the date set for receiving and opening of sealed bids for the above referred to project. 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: MIDLAND ENGINEERING COMPANY 52369 U.S. 33 North South Bend, Indiana 46637 Bid was signed by Mr. Charles Frazier Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $72,840.00 W.R. KELSO COMPANY. INC. 2511 South Main Street South Bend, Indiana 46614 Bid was signed by W.R. Kelso Company, Inc. Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $85,294.00 CITY ROOFING, INC. 2300 Sterling Avenue Elkhart, Indiana 46516 REGULAR MEETING AUGUST 30. 1999 Bid was signed by Mr. Mark Wolf, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $68,311.00 DRC CORPORATION 2214 Huron Street South Bend, Indiana 46619 Bid was signed by Mr. Donald Chambers, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $72,671.00 Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the above bids were referred to the Fire Department for review and recommendation. OPENING OF BIDS - 1999 CONCRETE PAVEMENT REPAIRS - PHASE II - PROJECT NO. 99-007 This was the date set for receiving and opening of sealed bids for the above referred to project. 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: WALSH & KELLY. INC. 24358 State Road 23 South Bend, Indiana 46614 Bid was signed by Mr. Kevin Kelly, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $181,153.80 RIETH RILEY CONSTRUCTION COMPANY. INC. Post Office Box 1775 South Bend, Indiana 46634 Bid was signed by Mr. Michael Silver Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $186,532.00 KANKAKEE VALLEY CONSTRUCTION COMPANY. INC. 52369 U.S. 33 North South Bend, Indiana 46637 Bid was signed by Mr. Charles Frazier Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $230,274.89 1 1 REGULAR MEETING AUGUST 30, 1999 Upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the above bids were referred to the Division of Engineering for review and recommendation. OPENING/AWARD OF OUOTATION - GOOD NEIGHBORS PROGRAM SIDEWALK CURB AND APPROACH REPAIRS - PROJECT NO 99-02A This was the date set for receiving and opening of sealed quotations for the above referred to project. The following quotations were opened and publicly read: L.E. BARBER, INC. 1200 East Napier Avenue Benton Harbor, Michigan Quotation was signed by Ms. Carolyn Berry, Estimator QUOTATION: $48,781.00 NILES CONCRETE SAWING & CONSTRUCTION INC. 2580 East Detroit Road Niles, Michigan 49120 Quotation was signed by Mr. Daniel Kulwicki, President QUOTATION: $65,754.50 RIETH RILEY CONSTRUCTION COMPANY INC. 25200 State Road 23 South Bend, Indiana 46634 Quotation was signed by Mr. Michael Silver, Estimator QUOTATION: $69,072.00 Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the above quotations were referred to the Division of Engineering for review and recommendation. Mr. Carl P. Littrell, City Engineer reviewed the quotations, and recommended that the Board award the contract to L.E. Barber, in the amount of $48,871.00, subject to verification ofthe proposal amounts. Therefore, Mr. Caldwell made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Ms. Roemer seconded the motion which carried. AWARD BIDS - ABANDONED VEHICLES Mr. Gary Libbey, Department of Code Enforcement, advised the Board that on August 23,1999, bids were received and opened for the above referred to vehicles. After reviewing those bids, Mr. Libbey recommended that the Board award the bids to the highest bidders as follows: LARRY LINTZ 51326 Kenilworth South Bend, Indiana 46637 No. Red Tag # Make Year Vin Number Bid 1 4941 CHEVROLET 1985 2GIAW19XOF1154187 $ 67.00 2 3068 TOYOTA 1989 JT2AE92E9K322317 $105.00 3 1982 CADILLAC 1985 1G6CD698XF4216360 $107.50 4 3070 1 CHEVROLET 1987 1G1JF11W8HJ253349 $107.00 6 1 4336 CHEVY 1987 J81RF2177H8476641 $ 67.00 REGULAR MEETING AUGUST 30, 1999 7 4967 NISSAN 1986 JN1HZ14S7GX164277 $105.00 9 5144 CHEVROLET 1987 J81RG5172H8471331 $125.00 10 5146 DODGE 1983 1B3BD26C8DF150209 $ 68.00 12 2269 LINCOLN 1986 1LNBP98M8GY726597 $ 87.00 13 5035 FORD 1982 1FABP16B8CF146673 $ 67.50 14 5068 MERCURY 1989 2MEPM36X2KB637495 $127.00 15 2303 GEO 1990 J81RF236OL7531062 $ 87.00 17 4138 PONTIAC 1982 1G2AX8714CL522148 is 87.00 TOTAL $1,207.50 JEFF BIRTWHISTLE 2111 East LaSalle Mishawaka, Indiana 46545 No. Red Tag # Make Year Vin Number Bid 5 3305 BUICK 1968 454678X133513 $301.00 TOTAL $301.00 DELBERT SCHLIPP 3300 South Main Street South Bend, Indiana 46614 No. Red Tag # Make Year Vin Number Bid 8 5049 MERCURY 1990 1MEPM604OLH601678 $125.60 11 5067 OLDSMOBILE 1984 1G3AM47A9EM307861 $ 86.50 16 4437 OPEL 1985 OY07NC2996247 $ 25.50 TOTAL $237.60 Therefore, Mr. Caldwell made a motion that the recommendation be accepted and the bids be awarded as outlined above. Ms. Roemer seconded the motion which carried. AWARD BID - ONE (1) MORE OR LESS PRISONER TRANSPORT VAN In a letter to the Board, Mr. Matthew L. Chlebowski, Director of Central Services, recommended that the Board accept the low bid of Gates Chevy World, in the amount of $36,704.00 for the above referred to vehicle. This amount is the base bid of $34,951.00, plus options in the amount of $1,753.00. It was noted that bids for this project were opened by the Board on August 30, 1999. Upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the above bid was awarded. APPROVAL OF REOUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - ANIMAL CONTROL CENTER - PHASE II - PROJECT NO. 99-62 In a memorandum to the Board, Mr. Carl Littrell, City Engineer, requested permission to advertise for the receipt of bids for the above referred to project. This project will remodel the second floor of the existing building, and funding will be appropriated from the General Fund in the 1999 Capital Improvements Program. Therefore, upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the request was approved. 1 1 11 1 REGULAR MEETING AUGUST 30, 1999 APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS SOUTH MICHIGAN STREETSCAPE IMPROVEMENTS - PROJECT NO. 99-59 In a memorandum to the Board, Ms. Deb Martin, Division of Engineering, requested permission to advertise for the receipt of bids for the above referred to project. Ms. Martin stated that the project will remove and replace pavement curb, sidewalk and drive approaches in the 2100 to 2300 blocks of South Michigan. Funding is provided by CDBG and TIF accounts. Therefore, upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS ONE (1) MORE OR LESS SINGLE REAR AXLE DUAL WHEELED CRANE TRUCK In a memorandum to the Board, Mr. Matt Chlebowski, Director Central Services, requested permission to advertise for the receipt of bids for the above referred to equipment. Funding is provided by the Environmental Services Capital Budget Fund. Therefore; upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the request was approved. APPROVE CHANGE ORDER - MORRIS PERFORMING ARTS CENTER - STAGE RIGGING CURTAINS AND TRACK - PROJECT NO. 98-25-5.11 A/B Mr. Caldwell advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 001 on behalf of SECOA, Inc., 8650 109'" Avenue, Champlin, Minnesota. There was not a monetary change to this contract. The Contract amount remains at $351,900.00. Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the Change Order was approved. APPROVE CHANGE ORDER- MORRIS PERFORMING ARTS CENTER - FIRE PROTECTION - PROJECT NO. 98-25-5.15B Mr. Caldwell advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 001 on behalf of McDaniel Fire System, 53307 Ada Drive, Elkhart, Indiana indicating that the Contract amount be increased $1,800.00 for a new Contract sum including this Change Order in the amount of $63,314.00. Upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the Change Order was approved. APPROVE COMMUNITY DEVELOPMENT ADDENDA The following Community Development Addenda were presented to the Board for approval: Addendum I - LaSalle Recreation Center Expansion Extend 1998 Contract to December 31, 1999 Addendum II - Housing Revolving Loan Fund Includes acquisition as an eligible Development Corporation expense and extends contract to December 31, 1999 Addendum III - ADA Extends Contract to Reduces contract by $4,186.00 Compliance Project (1987) September 30, 1999 Upon a motion made by Mr. Powell, seconded by Mr. Caldwell and carried, the above referred to Addenda were approved and executed. Ms. Roemer abstained from voting on the Housing Development Corporation (HDC) Addendum, as she is a Board Member of HDC. APPROVAL OF GRANT AGREEMENTS - BUILDING BLOCK GRANT AGREEMENT Mr. Caldwell stated that the Board is in receipt of the following Building Block Grant Agreements. These agreements will convey the funds to the grantee to carry out the neighborhood physical improvement and beautification nroiects within the r;tu M Prince/853 Forest Avenue $100.00 Mulch/Bushes K. Cripe/1625 E. Ewing $100.00 Flowers/Mulch D. Jones/218 S. Kenmore $100.00 Flowers V. Maust/1219 E. Dubail $100.00 Flowers/Bushes LS - York/317 W. Brookfield $100.00 Flowers REGULAR MEETING AUGUST 30. 1999 Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the Grant Agreements were approved. APPROVAL OF PROPOSAL - CONCEPTUAL PLANNING FOR HEALTH AND INSTITUTIONAL LAND USE Mr. Caldwell stated that the Board is in receipt of a Proposal between the City of South Bend and The Troyer Group, 550 South Union Street, Mishawaka, Indiana, to assist the City with conceptual planning services for the health and medical related fields. Mr. Caldwell noted that the Proposal is in the amount of $20,000.00, and funding is provided for UDAG.. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Proposal was approved and executed. APPROVAL OF DEED OF DEDICATION - INSTALLATION OF A TRAFFIC SIGNAL - PORTAGE ROAD AND APPALOOSA TRAIL In a memorandum to the Board, Mr. Carl Littrell, City Engineer, recommended that the Board approved the above referred to Deed of Dedication. The traffic signal was constructed by Wal-Mart Stores, Inc., at their expense, and meets the City of South Bend specifications and is currently operating satisfactorily. Mr. Littrell recommends that this signal be accepted into inventory by the Board of Public Works for ownership and maintenance by the Bureau of Traffic and Lighting. Upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the Deed of Dedication was approved. ADOPT RESOLUTION NO. 39-1999 - TRANSFERRING ONE (1) 1993 3/4 TON PICKUP TRUCK TO THE PARK DEPARTMENT Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.39-1999 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, BUREAU OF WATER WORKS, TRANSFERRING ONE (1) 1993 3/4 TON PICKUP TRUCK #GBGC24K9PE227489 TO THE PARKS DEPARTMENT WHEREAS, pursuant to I.C. 36-9-6-3, the Board ofPublic Works ofthe City of South Bend (the Board) has custody of all personal property of the City of South Bend; and WHEREAS, pursuant to I.C. 36-8-13-3, the Board of Parks Department (the Directors) approve the purchase of all equipment for Parks Department; and WHEREAS, the City of South Bend is the owner of certain personal property described as follows: One (1) 1993 3/4 Ton Pickup Truck Serial No. GBGC24K9PE227489 WHEREAS, the Board has determined that such equipment is no longer needed for the operation of the Bureau of Water Works of the City of South Bend and desires to transfer said equipment to the Parks Department; and WHEREAS, the Directors are interested in obtaining said equipment for the Parks Department; and WHEREAS, pursuant to I.C. 36-1-11-8, governmental entities may exchange property with one another upon terms and conditions agreed upon by the two entities as evidenced by the adoption of substantially identical resolutions by each entity. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works ofthe City of South Bend, Indiana, as follows: 1 1 1 REGULAR MEETING AUGUST 30, 1999 1) That the transfer of one (1) 1993 3/4 Ton Pickup Truck Serial No. GBGC24K9PE227489 described above to the Parks Department shall be, and hereby is, approved. 2) That this Resolution shall be in full force and effect upon its adoption. ADOPTED this 30th day of August, 1999. ATTEST: s/Angela K. Jacob, Clerk BOARD OF PUBLIC WORKS s/James R. Caldwell, President s/M. Catherine Roemer, Member s/Lewis N. Powell, Member TABLE RESOLUTION NO.42-1999 - ACCEPTING THE TRANSFER OF REAL PROPERTY FROM THE CITY OF ST. JOSEPH COUNTY INDIANA Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, Resolution No. 42-1999 was tabled, subject to additional information. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - GUS MACKERBASKETBALL TOURNAMENT 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. Jean Shreve, Big Brother/Big Sisters, Post Office Box 1632, South Bend, Indiana to conduct the above referred to event, on September 11 and 12, 1999, on the designated streets as submitted. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - 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. Calvin Winston, 1050 North Johnson, South Bend, Indiana to conduct the above referred to block party, on September 3, 1999, on Brookfield from Vasser to Johnson Street, from 9:00 a.m. until 8:30 p.m. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - 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. Mark Bramblett, 1010 Woodward, South Bend, Indiana to conduct the above referred to block party, on September 12, 1999, on California from DeMaude to Golden, from 2:00 p.m. until 7:00 p.m. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - 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. John Feirick, 1022 South 31" Street, South Bend, Indiana to conduct the above referred to block party, on September 25, 1999, on 31' Street from Pleasant to Vine Street, from 8:00 a.m. until 9:00 p.m. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - 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. Sandra Schrader -Gould, 533 East Altgeld, South Bend, Indiana to conduct the above referred to block party, on August 30, 1999, on Altgeld from Fellows to Erskine, from 1:00 p.m. until 9:00 p.m. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the recommendation was approved. REGULAR MEETING AUGUST 30, 1999 APPROVAL OF RECOMMENDATION - TO CLOSE STREET - 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. Jenna James, 2526 Bertrand, South Bend, Indiana to conduct the above referred to block party, on September 5, 1999, on Bertrand from Fremont to Meade Street, 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 approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - 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. Curtis Leonard, 721 South Wellington, South Bend, Indiana to conduct the above referred to block party, on September 4, 1999, on Wellington from Dunham to Ford Street. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the recommendation was approved. APPROVE CONTRACTOR BONDS Mr. Larry D. Spradlin, Sr., Engineer, Division of Engineering, recommended that the following Contractor Bonds be approved as follows: BOND OF CONTRACTOR Kenny Grove d/b/a/KAC Concrete James McCune Champion Concrete, Inc. Approved Effective August 30, 1999 Approved Effective August 30, 1999 Approved Effective August 30, 1999 Mr. Caldwell 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 TITLE SHEETS - SOUTH MICHIGAN STREETSCAPE IMPROVEMENTS - PROJECT NO. 99-59 - SOUTH BEND ANIMAL CONTROL SHELTER - PHASE H - PROJECT NO. 99-62 - LONGFELLOW STREET - TRAFFIC CALMING MEASURES - PROJECT NO. 99-65 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 Ms. Roemer and carried, the above referred to Title Sheets were approved and signed. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the following traffic control devices were approved: New Installation - No Parking Calvert/Fellows Reduce congestion for Tow Zone turning vehicles, i.e., school buses New Installation - No Parking Fellows/Bowman to Milton, Reduce congestion around Tow Zone west side Riley High School Removal - No Parking This Fellows/Bowman to Milton, Reduce congestion around Side of Street east side Riley High School APPROVE CLAIMS Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $2,354,287.11 and recommended approval. Additionally, Mr. Juan Manigault, Executive Director, WDS of Northern Indiana, submitted one (1) list containing claims in the amount of $221,610.10 and recommended approval. Mr. Kenneth Szulczyk, St. Joseph County Housing Consortium, submitted claims and recommended approval. Mr. Caldwell made a motion that the claims be approved and the reports as submitted be filed. Ms. Roemer 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 9:53 a.m. 1 1 REGULAR MEETING AUGUST 30, 1999 BOARD OF PUBLIC WORKS fames R. C well, President Lewis N. Powell, Member M. Catherine Roemer, Member TTEST: Angela . Jacob, glerk