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HomeMy WebLinkAbout09/20/99 Board of Public Works MinutesREGULAR MEETING SEPTEMBER 20, 1999 The regular meeting ofthe Board ofPublic Works was convened at 9:35 a.m. on Monday, September 20, 1999, by Board President James R. Caldwell, with Mr. Lewis N. Powell and Ms. M. Catherine Roemer present. Also present was Attorney Ann -Carol Nash. ADD AGENDA ITEMS Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the following items were added to the agenda: - Request for Airlift on the City Center Building 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 September 13, 1999, were approved. OPENINGOF BIDS - SOUTHMICHIGAN STREETSCAPE IMPROVEMENTS-PROJECTNO. 99-59 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 J. Kelly Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (50/o) Bid Bond was submitted BID: $301,029.05 Rieth - Riley Construction Co., Inc. Post Office Box 1775 South Bend, Indiana 46634 Bid was signed by Mr. Christopher Weinkauf Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $233,368.00 Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the above bids were referred to the Division of Engineering for review and recommendation. OPENING OF BIDS - ONE (1) MORE OR LESS SINGLE REAR AXLE DUAL WHEELED CRANE TRUCK This was the date set for receiving and opening of sealed bids for the above referred to equipment. 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: Hill Truck Sales, Inc. 1011 West Sample Street South Bend, Indiana 46619 Bid was signed by M-. Ron Truhler Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted REGULAR MEETING BID: $66,554.55 - Body by Deed's Equipment $62,949.55 - Body by Neil's Equipment Wise International Trucks 4849 West Western Avenue South Bend, Indiana 46619 Bid was signed by Mr. Ken Waite Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $66,224.59 - Body by Deed's Equipment $62,616.59 - Body by Neil's SEPTEMBER 20, 1999 Upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the above bids were referred to the Equipment Services for review and recommendation. OPENING OF BIDS - SALE OF CITY -OWNED PROPERTY - 714 OAK This was the date set for receiving and opening of sealed bids for the above referred to property. The Clerk tendered proofs of publication ofNotice in the South Bend Tribune and the Tri-County News which were found to be sufficient. The following bids were opened and publicly read: Mr. Solon Orfanos 308 North Cushing South Bend, Indiana 46616 BID: $150.00 Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the above bids were referred to the Legal Department for review and recommendation. AWARD BID - NEIGHBORHOOD HOUSING SERVICES - CURB. SIDEWALK AND APPROACH RVIPROVEMENTS - PROJECT NO. 99-33 Mr. Carl Littrell, City of South Bend Engineering, advised the Board that on September 13, 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 Niles Concrete Sawing & Construction, Inc., 2580 East Detroit Road, Niles, Michigan in the amount of $74,181.00. 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. APPROVE CONSTRUCTION CONTRACT - MORRIS PERFORMING ARTS - FLEXIBLE PAVING AND SUBSURFACE - PROJECT NO. 98-25-11 Mr. Caldwell advised that in accordance with the bid awarded on August 10, 1999 , to Walsh & Kelly, Inc., in the amount of $44,000.00 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 AGREEMENT - PURCHASE AGREEMENT - 300 CHESTNUT Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and Mr. & Mrs. John Lohr, for the above mentioned property. Mr. Caldwell noted that the Agreement is in the amount of $500.00. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Agreement was approved and executed. APPROVAL OF AGREEMENT - BUILDING BLOCKS GRANT AGREEMENT - NEIGHBORHOOD HOUSING SERVICES OF SOUTH BEND Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and Neighborhood Housing Services of South Bend, for a Building Blocks Grant Agreement. Mr. E 1 REGULAR MEETING a„ SEPTEMBER 20, 1999 Caldwell noted that the Agreement is in the amount of $5,000.00. Therefore, upon a motion made by Mr. Powell, seconded by Mr. Caldwell and carried, the Agreement was approved and executed. APPROVAL OF AGREEMENT - LA CASA DE AMISTAD Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and La Casa De Amistad, for ESL, GED, and Job Training Classes. Mr. Caldwell 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 AGREEMENT - NORTHEAST NEIGHBORHOOD COUNCIL Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and the Northeast Neighborhood Council, Inc., for the lease of 839 South Bend Avenue in South Bend. Mr. Caldwell noted that the Agreement is in the amount of $1.00 per year. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Agreement was approved and executed. APPROVE CONSTRUCTION CONTRACT - MORRIS PERFORMING ARTS CENTER - SITE DRAINAGE & SEWERS - PROJECT NO. 98-25-9 Mr. Caldwell advised that in accordance with the bid awarded on August 10, 1999, to HRP Construction, Inc., 5777 Cleveland Road, South Bend, Indiana, in the amount of $41,690.00 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 Ms. Roemer 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 - CROWE CHIZEK AND COMPANY LLP Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and Crowe Chizek and Company LLP, for Audit of the parking garage records. Mr. Caldwell noted that the Agreement is in the amount of $5,825.00. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the Agreement was approved and executed. REOUEST TO PURCHASE CITY -OWNED PROPERTY - 1201 WEST FORD STREET In a letter to the Board, Mr. Joel Viramontes, 1207 Ford Street, indicated that he was interested in purchasing City -owned property at 1201 West Ford Street. Mr. Advised that he will be using the property for personnel use. Mr. Larry Spardlin, Division of Engineering suggested that the city may wish to widen the right-of-way in the future, and that the city would have to re -purchase the right-of- way, therefore he gave an unfavorable recommendation. Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the above request was denied. REOUESTS TO PURCHASE 6 1999 FORD CROWN VICTORIA POLICE VEHICLES Mr. Caldwell stated that the Board is in receipt of a letter from Mr. Matthew Chelbowski, Director of Central Services, requesting permission to purchase six 1999 Ford Crown Victoria Police Vehicles. The total cost will be $124,212.00. Upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the request was approved. APPROVAL OF REOUEST - TO CONDUCT A PUBLIC AUCTION - SOUTH BEND POLICE DEPARTMENT - DISPOSAL OF UNCLAIMED PROPERTY Mr. Caldwell stated that Chief Richard Kilgore, South Bend Police Department submitted a letter to the Board requesting to hold a public auction to dispose of unclaimed property as allowed by law. Upon a motion made by Mr. Caldwell, seconded by Mr. Powell, and carried the request was approved. APPROVE PROJECT COMPLETION AFFIDAVIT/FINAL CHANGE ORDER -EAST WAYNE STREET HISTORIC DISTRICT STREET LIGHTS UPGRADE - PROJECT NO. 98-56 Mr. Caldwell advised that Mr. Toy Villa, Division of Engineering, has submitted the Project Completion Affidavit and Final Change Order, for the above referred to project, indicating a final cost of $157,400.00. Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the Project Completion Affidavit was approved. REGULAR MEETING SEPTEMBER 20, 1999 APPROVE CHANGE ORDER - MORRIS PERFORMING ARTS CENTER - LEAD BASED PAINT ABATEMENT - PROJECT NO. 98-25-5.2 Mr. Caldwell advised that Mr. Toy Villa, Division of Engineering, has submitted Change Order No. 003 On behalf of Clean Air Systems, Inc., 23349 State Road 23 West, South Bend, Indiana indicating that the Contract amount be increased $2, 500.00 for a new Contract sum including this Change Order in the amount of $57,015.00. 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 - ELECTRICAL - PROJECT NO. 98-25-5.16 Mr. Caldwell advised that Mr. Toy Villa, Division of Engineering, has submitted Change Order No. 001 on behalf of Trans Tech Electric, Inc., Post Office Box 3915, South Bend, Indiana, indicating that the Contract amount be increased $19,900.00 for a new Contract sum including this Change Order in the amount of $1,232,670.00. 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 - ELECTRICAL - PROJECT NO. 98-25-5.16 Mr. Caldwell advised that Mr. Toy Villa, Division of Engineering, has submitted Change Order No. 002 on behalf of Trans Tech Electric, Inc., Post Office Box 3915, South Bend, Indiana, indicating that the Contract amount be increased $7,104.68 for a new Contract sum including this Change Order in the amount of $1,239,774.68.. Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the Change Order was approved. APPROVE CHANGE ORDER - MORRIS PERFORMING ARTS CENTER - MECHANICAL - PROJECT NO. 98-25-5.15A Mr. Caldwell advised that Mr. Toy Villa, Division of Engineering, has submitted Change Order No. 004 on behalf of Slutsky-Peitz Plumbing, Heating & A/C, 844 South Rush Street, South Bend, Indiana, indicating that the Contract amount be increased $2,325.00 for a new Contract sum including this Change Order in the amount of $1,317,669.00. 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 - TEMPERATURE CONTROLS - PROJECT NO. 98-25-5.15C Mr. Caldwell advised that Mr. Toy Villa, Division of Engineering, has submitted Change Order No. 001 on behalf of Johnson Controls, Inc., 4312 North Technology Drive, South Bend, Indiana, indicating that the Contract amount be decreased $19,248.00 for a new Contract sum including this Change Order in the amount of $74,112.00. 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 - MASONRY & MASONRY RESTORATION - PROJECT NO. 98-25-5.4 Mr. Caldwell advised that Mr. Toy Villa, Division of Engineering, has submitted Change Order No. 002 on behalf of Ramenda Masonry Co., Inc., 54889 Lexington Avenue, South Bend, Indiana, indicating that the Contract amount be increased $3,815.00 for a new Contract sum including this Change Order in the amount of $555,415.00. Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the Change Order was approved. APPROVE CHANGE ORDER - LEIGHTON PLAZA - PROJECT NO 97-57 Mr. Caldwell advised that Mr. Carl Littrell, City Engineer, has submitted Change Order No. 4-2 on behalf of The CDM Group, Inc., % Leighton Plaza,129 South Michigan Street, South Bend, Indiana, indicating that the Contract amount be increased $24,900.00 for a new Contract sum including this Change Order in the amount of $114,900.00. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Change Order was approved. I REGULAR MEETING RESOLUTION NO. 43-1999 SEPTEMBER 20, 1999 A RESOLUTION OF THE, SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY WHEREAS, it has been determined by the Board of Public Works that the following property is unfit for the purpose for which it was intended and is no longer needed by the City of South Bend: SEE ATTACHED LIST WHEREAS, Indiana Code 36-1-11-60 permits and establishes procedure for disposal of personal property which is unfit for the purpose for which it was intended and which is no longer needed by the City. NOW, THEREFORE, BE IT RESOLVED by the Board ofPublic Works ofthe City of South Bend that the items listed above are no longer needed by the City; are unfit for the purpose for which they were intended and have an estimated value of less than five thousand dollars ($5,000.00). BE IT FURTHER RESOLVED, that said items may be transferred or sold at public auction or private sale, without advertising. However, if the property is deemed worthless, such may be demolished or junked. ADOPTED this 20TH day of September, 1999. BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA James R. Caldwell, President Lewis N. Powell, Member M. Catherine Roemer, Member ATTEST: Angela K. Jacob, Clerk APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - ONE (1) MORE OR LESS PORTABLE SEWER VACUUM In a memorandum to the Board, Mr. John J. Dillon, Director Environmental Services , requested permission to advertise for the sale of bids for the above referred to equipment. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried the request to advertise was approved. lf� '. r;- REGULAR MEETING SEPTEMBER 20. 1999 APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE Mr. Caldwell stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to Remonstrate as submitted by Mr. Larry Spradlin, DivisionofEngineering. The Consent indicates that in consideration for permission to tap into the public sanitary sewer system of the City, to provide sanitary sewer service to 60305 South Main, South Bend, Indiana, (Key # 01-1017-0347), the Harris's waive and release any and all right to remonstrate against or oppose any pending or future annexation of the property by the City of South Bend. Therefore, Mr. Caldwell made a motion that . the Consent be approved. Ms. Roemer seconded the motion which carried. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - NORTH ST PETER FROM SOUTH BEND AVENUE TO SORIN STREET - 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. Anthony W. Diebold, 610 North St. Peter, South Bend, Indiana to conduct the above referred to block parry, on September 17, 1999, on the designated route as submitted. Therefore, Ms. Roemer made a motion that the request be approved. Mr. Powell seconded the motion which carried. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - HUDSON AVENUE FROM RIVERSIDE TO WOODWARD - 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. Douglas Gibson, 1025 Hudson Avenue, South Bend, Indiana to conduct the above referred to block party, on October 11, 1999, on the designated route as submitted. Therefore, Ms. Roemer made a motion that the request be approved. Mr. Powell seconded the motion which carried. APPROVAL OF RECOMMENDATION -TO CLOSE STREET - DUNHAM FROM KENTUCKY TO LAKE STREET - 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. Richard Green, Green Foundation, 3217 Dunham, South Bend, Indiana, to conduct the above referred to block party, on October 9, 1999, on the designated route as submitted. Therefore, Ms. Roemer made a motion that the request be approved. Mr. Powell seconded the motion which carried. APPROVAL OF RECOMMENDATION - TO CLOSE STREETS - HOMECOMING PARADE Mr. Caldwell stated that favorable recommendations have been received by the Division of Engineering, Parks Department, Police Department and the City Attorney's office, in reference to a request as submitted by Mr. George W. McCullough Jr., James Whitcomb Riley High School to conduct the above referred to homecoming day parade, on September 24, 1999, on the designated route as submitted. Therefore, Ms. Roemer made a motion that the request be approved. Mr. Powell seconded the motion which carried. APPROVAL OF RECOMMENDATION - TO CLOSE STREETS - PARADE Mr. Caldwell stated that favorable recommendations have been received by the Division of Engineering, Parks Department, Police Department and the City Attorney's office, in reference to a request as submitted by Mr. G. William Jack, Alzheimer's Association, 425 North Michigan Street, South Bend, Indiana, to conduct the above referred to parade, on October 3,1999, on the designated route as submitted. Therefore, Ms. Roemer made a motion that the request be approved. Mr. Powell seconded the motion which carried. RELEASE CONTRACTOR BOND Mr. Larry D. Spradlin, Sr., Engineer, Division of Engineering, recommended that the following Contractors and Excavation Bonds be released as follows: BOND OF CONTRACTOR Blue Collar Construction 1922 South Meade Street South Bend, Indiana 46634 REGULAR MEETING SEPTEMBER 20, 1999 Mr. Caldwell made a motion that the recommendation be accepted and that the Bonds be released as outlined above. Ms. Roemer seconded the motion which carried. CONTRACTOR BOND Mr. Larry D. Spradlin, Sr., Engineer, Division of Engineering, recommended that the following Contractors Bond be approved as follows: BOND OF CONTRACTOR Van Vooren Construction Co., Inc. 55667 Currant Road Mishawaka, Indiana 46546 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 CLAIMS Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $1,623,880.77 and recommended approval. Additionally, Mr. Juan Manigault, Executive Director, WDS of Northern Indiana, submitted two lists containing claims in the amount of $195,665.34 and $41,790.15 and recommended approval. Further, Mr. Ken Szulczyk, St. Joseph County Housing Consortium, submitted claims and recommended approval. Also Cleo Hickey Morris Performing Arts Center submitted claims and recommended approval Mr. Powell made a motion that the claims be approved and the reports as submitted be filed. Mr. Caldwell 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 ZJames R. Caldwell, President Lewis N. Powell, Member Amcherine Roemer, Meter 4ATattew L. Bussell, Clerk E 1 1