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HomeMy WebLinkAbout10/04/99 Board of Public Works MinutesREGULAR MEETING OCTOBER 4, 1999 The regular meeting of the Board of Public Works was convened at 9:35 a.m. on Monday, October 4, 1999, by Board President James R. Caldwell, with Mr. Lewis N. Powell and Ms. M. Catherine Roemer present. Also present was Assistant City Attorney Ann -Carol Nash. ADD AGENDA ITEMS Upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the following items were added to the agenda: Award Bid - Single Axle Dual Wheeled Wrecker - Long Term Disability Contract APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the minutes of the regular meeting of the Board held on September 28, 1999, were approved. OPENING OF BIDS - YOUNGS COMMERCE PARK - SEWER AND ROADWAY INSTALLATION - PROJECT NO. 99-23 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: Rieth-Riley Construction Co., Inc. Post Office Box 1775 South Bend, Indiana 46634 Bid was signed by Mr. Christopher L. Weinkauf Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $116,780.35 Walsh & Kelly Inc. 24358 State Road 23 South Bend, Indiana 46614 Bid was signed by Mr. Kevin J. Kelly, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $119,853.75 Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the above bids were referred to the Division of Engineering for review and recommendation. AWARD BID - PINE ROAD SANITARY SEWER - PROJECT NO. 99-64 Mr. Carl Littrell, City of South Bend Engineering, advised the Board that on September 28, 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 Herrman & Goetz, Inc., DBA Underground Services, 225 South Lafayette Blvd., South Bend, Indiana, in the amount of $78,521.45. Therefore, Mr. Powell made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Roemer seconded the motion which carried. AWARD BID - ABANDONED VEHICLES Mr. Gary Libbey, City of South Bend Code Enforcement, advised the Board that on September 28, 1999, bids were received and opened for the above referred to vehicles. After reviewing those bids, Mr. Libbey recommends that the Board award the vehicles as follows: REGULAR MEETING r OCTOBER 4. 1999 Raymond Richardson 1019 North Meade South Bend, Indiana 46628 No Red Tag# Make Year VIN Number Bid 2 5148 Chevrolet 1967 CS337FI36409 $360.00 4 5048 Buick 1986 1 G4GM47Y5GP406231 $120.00 7 3267 Ford 1989 1ZVBT20C4K5246984 $380.00 8 4271 Chevrolet 1991 1G1LZ13T9MY137551 $265.00 12 4455 Mazda 1988 JMIBF2232J0130812 $120.00 14 4846 Oldsmobile 1985 1G3GR47A7FH302566 $135.00 15 3338 Cadillac 1970 JO236815 $252.00 16 4408 Mazda 1987 JM1GC3111H1134679 $250.00 Total: $1,882.00 Jeff Birtwhistle 2111 East LaSalle Mishawaka, Indiana 46545 No Red Tag# Make Year VIN Number Bid 5 4347 Cadillac 1968 R8133606 $151.00 F17F3233 Lincoln 1985 1LNBP96F8FY636949 1$101.00 Total: $252.00 La , Lintz 51326 Kenilworth South Bend, Indiana 46637 No Red Tag# Make Year VIN Number Bid 3 4373 Chevrolet 1977 CCU14717391942 $175.75 6 4361 Pontiac 1986 1G2NV27L1GC641528 $ 67.50 9 5132 Pontica 1991 1 G2NG54UOMC549783 $ 67.50 10 4279 Chevrolet 1979 CCU14917456054 $ 85.00 11 4178 Mazda 1983 JMIFB3314D0754924 $ 67.50 18 1 1799 1 Mazda 1979 SA22C544833 $ 67.50 Total: $530.75 1 I - 1 1 REGULAR MEETING Willie Smootie 815 North Olive South Bend, Indiana 46628 OCTOBER 4, 1999 No Red Tag# Make Year VIN Number Bid 13 4425 Chevrolet 1988 IGILT5113JY649943 $250.00 Total: $250.00 Mike Mayfield 55060 Chamberlain Drive South Bend, Indiana 46628 No Red Tag# Make Year VIN Number Bid 1 4253 Datsun 1985 JN1CZ14S8FX065590 $175.00 Total: $175.00 Therefore, Ms. Roemer made a motion that the vehicles be awarded as outlined above. Mr. Powell seconded the motion which carried. AWARD BID - ONE NEW SINGLE AXLE DUAL WHEELED WRECKER Mr. Matthew Chlebowski, Central Services Division, advised the Board that on September 7, 1999, bids were received and opened for the above referred to equipment. After reviewing those bids, Mr. Chlebowski recommends that the Board award the bid to Wise International Trucks, 4849 West Western Avenue, South Bend, Indiana, in the amount of $65,374.07. Therefore, Mr. Powell made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Roemer seconded the motion which carried. AWARD QUOTE - MCKINLEY & 27TH, COLFAX & TAMARAC TRAFFIC CALMING - PROJECT NO. 99-68 Mr. Carl Littrell, City of South Bend, Engineering, advised the Board that on September 27, 1999, quotes were received and opened for the above referred to project. After reviewing those bids, Mr. Littrell recommends that the Board award the bid to L. E. Barber, Inc., 1200 East Napier Avenue, Benton Harbor, Michigan 49022 in the amount of $9,221.25. Therefore, Mr. Caldwell made a motion that the recommendation be accepted and the quote be awarded as outlined above. Ms. Roemer seconded the motion which carried. APPROVE CONSTRUCTION CONTRACT - LONGFELLOW SOUTH & TWYCKENHAM INTERSECTION TRAFFIC CALMING MEASURES - PROJECT NO. 9965 Mr. Caldwell advised that in accordance with the bid awarded on September 13, 1999to L.L. Geans Construction Co., in the amount of $32,571.00 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 - 1999 GOOD NEIGHBORS CURB AND SIDEWALK PROGRAM - PROJECT NO. 99-02A Mr. Caldwell advised that in accordance with the quotation awarded on September 3, 1999, to L.E. Barber, Inc., in the amount of $48,781.00 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. REGULAR MEETING OCTOBER 4, 1999 APPROVAL:OF AGREEMENT - BUILDING BLOCKS GRANT AGREEMENTS The following Building Blocks Grant Agreements were presented to the board for approval: Mincy, Ruth 502 East Dubail Planting shrubs and bark in the front yard Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Agreements were approved and executed. APPROVE OF AGREEMENT - INDEMNIFICATION AND HOLD HARMLESS UNDERTAKING - CORPUS CHRISTI CATHOLIC GRADE SCHOOL Mr. Caldwell advised that submitted to the board on September 28, 1999 there was an agreement with Corpus Christi Catholic Grade School to hold harmless undertaking which was approved by the board. After further review of the situation the school decided to withdraw the agreement indefinitely. Therefore, upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, this Agreement was tabled indefinitely. APPROVE PROJECT COMPLETION AFFIDAVIT/FINAL CHANGE ORDER- SHOWERLUX DRIVE - PROJECT NO. 94-65 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 an decrease of $1,421.72 with a final cost of $191,351.28. Upon a motion made by Mr. Powell, seconded by Mr. Caldwell and carried, the Final Change Order and Proj ect Completion Affidavit were approved. APPROVE PROJECT COMPLETION AFFIDAVIT/FINAL CHANGE ORDER - 1999 GOOD NEIGHBORS/GOOD NEIGHBORHOODS - PROJECT NO. 99-02 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 an increase of $18,850.23 with a final cost of $126,653.48. Upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the Final Change Order and Project Completion Affidavit were approved. RESOLUTION NO.40-1999 - INTENT TO LEASE THE PROPERTY AT 609 WEST INDIANA POLES A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, DECLARING ITS INTENT TO LEASE THE PROPERTY AT 609 W. INDIANA STREET, SOUTH BEND, INDIANA, FOR USE AS A NEIGHBORHOOD PARTNERSHIP CENTER WHEREAS, the City of South Bend is desirous of establishing several Neighborhood Partnership Centers in order to build stronger neighborhoods by bringing municipal and community services directly to the neighborhoods; and WHEREAS, the property at 609 W. Indiana Street, South Bend, Indiana, has been selected as a site for a Neighborhood Partnership Center; and WHEREAS, the property to be leased at 609 W. Indiana Street, South Bend, Indiana, contains approximately two thousand five hundred ten (2,510) square feet, an area sufficient to accommodate the activities for which the Neighborhood Partnership Center is intended; and WHEREAS, the Board of Public Works of the City of South Bend, Indiana, on October 1, 1999, received a petition ("Petition") signed by at least fifty (50) taxpayers ofthe City of South Bend, requesting that the Board lease the premises at 609 W. Indiana Street, South Bend, Indiana, for a term of six months, with an option to lease on a month to month basis with a rental not to exceed Two Thousand Nine Hundred and Seventy Dollars ($2,970.00) in the term and at the same monthly rate if the option to rent on a month to month basis is exercised; and 1 1 ri REGULAR MEETING OCTOBER 4, 1999 WHEREAS, the Board also received, on October 1, 1999, a certificate of the St. Joseph County Auditor, certifying that the verifier of the Petition and at least fifty (50) of the signatories of the Petition are taxpayers of property located within the corporate limits of the City of South Bend; and WHEREAS, the Board also received, on October 1, 1999, a proposed lease agreement ("Proposed Lease") concerning the lease of the premises as petitioned; and WHEREAS, I.C. 36-1-10-7(2) requires, that prior to the Board's entering into a lease agreement for said premises, that the South Bend Common Council, after investigation, determine that the lease of the premises is needed NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works ofthe City of South Bend, Indiana, as follows: 1) That the Board ofPublic Works ofthe City of South Bend, Indiana, hereby expresses its desire and intent to lease the premises at 609 W. Indiana Street, South Bend, Indiana, for its use as a Neighborhood Partnership Center. 2) That the Petition, as certified by the St. Joseph County Auditor and submitted to the Board on October 1, 1999, is hereby accepted for filing and made available for public inspection. 3) That the lease ofthe premises shall be for a term of six months, with an option to lease on a month to month basis, and with a rental not to exceed Two Thousand Nine Hundred and Seventy Dollars ($2, 970.00) in the term and at the same monthly rental rate if the option is exercised. 4) That Paul M. Dillon and Phyllis M. Dillon are entitled to receive a tax exemption for the leased portion of the premises pursuant -to I.C. 36-1-10. 5) That the Proposed Lease for the premises submitted to the Board on October 1, 1999, is hereby accepted for filing and made available for public inspection. 6) That the Board directs and authorizes that a Resolution be filed with the City Clerk for consideration by the Common Council of the City of South Bend, Indiana, a form of Resolution to establish, after investigation and consideration, its determination that the lease of the premises described herein is lneeded. 7) That a public hearing on the proposed lease is hereby set for October 18.1999, at 9:30 a.m. in the City of South Bend Meeting Room, 1308 County -City Building, South Bend, Indiana, 46601, at which hearing all persons desiring to be heard will be given the opportunity to address whether the Proposed Lease is necessary and whether the proposed rental is fair and reasonable. Board. 8) That this Resoulution will be in full force and effect from and after its passage by the Adopted this day of . 1999. CITY OF SOUTH BEND, BOARD OF PUBLIC WORKS Lew Powell James R. Caldwell M. Catherine Roemer Ai ate+ .lu, REGULAR MEETING OCTOBER 4. 1999 RESOLUTION NO. 45-1999 - DISPOSAL OF CITY OWNED PROPERTY -TWO 2 FLAG POLES 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: Two (2) Flagpoles and Decorative Bases 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 4TH day of October, 1999. ATTEST: Matthew L. Bussell, Clerk BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA James R. Caldwell, President Lewis N. Powell, Member M. Catherine Roemer, Member APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS COLFAX PARKING GARAGE LIGHTING SYSTEM IMPROVEMENTS - PROJECT NO. 99-56 In a memorandum to the Board, Mr. Lewis N. Powell, Director of Public Works requested permission to advertise for the receipt of bids for the above referred to project. Funding will be provided by the General Fund. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Caldwell, and carried the request to advertise was approved. REGULAR MEETING OCTOBER 4. 1999 APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - STATE THEATERIBEARTLAND ALLEY LIGHTING IMPROVEMENTS - PROJECT NO. 99-19 In a memorandum to the Board, Mr. Carl Littrell, Division of Engineering requested permission to advertise for the receipt of bids for the above referred to project. Funding will be provided by the County Option Income Tax Fund. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Caldwell, and carried the request to advertise was approved. APPROVAL OF RECOMMENDATION - COMMUNITY RESOURCE CENTER INC. - YELLOW RIBBON WEEK Mr. Caldwell stated that favorable recommendations have been received by the Division of Engineering, Police Department, Parks Department, Code Enforcement and the City Attorney's office, in reference to a request as submitted by Mr. Kiernan Cressy Anzelc, Community Resource Center, Inc., 914 Lincolnway West, South Bend, Indiana, to hang ribbons around the century center. Therefore, Ms. Roemer made a motion that the request be approved. Mr. Powell seconded the motion which carried. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - EAST LASALLE FROM TWYCKENHAM TO ESTHER - 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. Lucy LaVine, West Side Neighborhood Partnership Center, 2202 West Huron Street, South Bend, Indiana 466191, to conduct the above referred to block party, on October 16, 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 APPLICATION FOR GROUP INSURANCE Mr. Caldwell stated that the board is in receipt of and application for group insurance for the city of South Bend. Therefore, Ms. Roemer made a motion that the request be approved. Mr. Powell seconded the motion which carried. FILING OF CERTIFICATE OF INSURANCE Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the following Certificate of Insurance was accepted for filing: Dye Mechanical, Inc. Post Office Box 1728 LaPorte, Indiana 46350 APPROVE CLAIMS Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $1,218,837.45 and recommended approval. Additionally, Mr. Juan Manigault, Executive Director, WDS of Northern Indiana, submitted lists containing claims in the amount of $28,436.05 and recommended approval. Further, Ms. Denise Chambers, Morris Performing Arts, submitted claims and recommended approval and Mr. Rahman Johnson, City Engineering. Ms. Roemer made a motion that the claims be approved and the reports as submitted be filed. Mr. Caldwell seconded the motion which carried. REGULAR MEETING OCTOBER 4. 1999 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 10:55 p.m. BOARD OF PUBLIC WORKS ames R. well, President Lewis N. Powell, Member M. datherine Roemer, Mem r ATTEST: atthew L. Bussell, Clerk 1