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Home My WebLink About10/25/99 Board of Public Works Minutes1 1 r REGULAR MEETING OCTOBER 25, 1999 APPROVE CLAIMS Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $1,446,645.59 and recommended approval. Additionally, Mr. Juan Manigault, Executive Director, WDS of Northern Indiana, submitted lists containing claims in the amount of $102,468.19 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 Ms. Caldwell, seconded by Ms. Roemer and carried, the meeting adjourned at 10:00 a.m. BQARD-OF-PUBLIC WORKS es R. d'ardweii, resident /VGtVVV Lewis N. Powell, Member f M. a herine Roemer, Mel'anber REGULAR MEETING OCTOBER 25, 1999 The regular meeting of the Board of Public Works was convened at 9:38 a.m. on Monday, October 25, 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. APPROVAL OF PREVIOUS MEETING MINUTES Ms. Roemer recommended that the following changes be made to the October 18, 1999 minutes: CONTRACT FOR WORKFORCE DEVELOPMENT SERVICES CONTRACT NO. 99-750 Complete removal of statements (1) "and the City of South Bend Community and Economic Development.", and (2) "It is further noted that services to be provided include placement of 200 individuals, with an additional target population- Hispanics for special emphasis, along with Blacks.", and replacement of"until the next Board meeting." with "due to lack of unidentified funding." Upon a motion made by Ms. Roemer, seconded by Mr. Powell the Board tabled approval of the minutes until the next Board meeting. CHANGES TO THE AGENDA Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer, the following changes were made to the agenda: —Addition of 3A. REQUEST TO ACCEPT QUOTES for the U.S. 31 Industrial Park, Phase III Bituminous Pavement Construction Project No. 99-79 Deletion of 4C, AWARD BID for the Studebaker Corridor Environmental Remediation - Project 99-74, Contracts 1 - 3 —Addition of 15C, CONTRACT BOND for David C. Hay OPENING OF BIDS - STATE THEATERMEARTLAND ALLEY LIGHTING RENOVATION - PROJECT 99-19 This was the date set for receiving and opening of sealed bids for the above -referenced 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: Tans Tech Electric, Inc. 4601 Cleveland Road South Bend, Indiana 46628 Bid was signed by Mr. John Martell, Vice President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $29,687.00 (Base Bid) $14,487.00 (Alternate #1) Scanlon Electric Co., Inc. 1007 South Chapin Street South Bend, Indiana 46601 Bid was signed by Mr. Robert L. Price, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $48,500.00 (Base Bid) $20,500.00 (Alternate #1) REQUEST TO ACCEPT QUOTES - U.S. 31 INDUSTRIAL PARK PHASE III - BITUMINOUS PAVEMENT CONSTRUCTION - PROJECT NO 99-79 Mr. Caldwell stated that the Board is in receipt of a request to accept quotes for the above -mentioned project. Therefore, upon a motion made my Mr. Caldwell, seconded by Ms. Roemer and carried, the request for quotes was approved. REGULAR MEETING OCTOBER 25, 1999 AWARD BID - SINGLE REAR AXLE DUAL WHEELED CRANE TRUCK Mr. Carl P. Littrell, Director, Division of Engineering, advised the Board that on October 25, 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 Wise International in the amount of $69,214.59.00. Therefore, Ms. Roemer made a motion that the recommendation be accepted and the bids be awarded as outlined above. Mr. Powell seconded the motion which carried. AWARD BID - PORTABLE SEWER VACUUM Mr. Carl P. Littrell, Director, Division of Engineering, advised the Board that on October 25, 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 Deeds Equipment Company, Inc. in the amount of $20,571.00. Therefore, Mr. Powell 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 - RIVER PARK PARTNERSHIP SIDEWALK CURB - PROJECT NO. 99-66 Mr. Carl P. Littrell, Director, Division of Engineering, advised the Board that on October 25, 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 Batteast Construction Co., Inc. in the amount of $47,716.50 . Marco Mariani, of Community Development and Planning expressed concern with Batteast as the contractor, in regards to their timeliness in job completion and quality of work. Therefore, Mr. Powell 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 - SOUTH BEND ANIMAL CONTROL SHELTER - PHASE 2 - 105 SOUTH OLIVE STREET - PROJECT NO 99-62 Mr. Carl P. Littrell, Director, Division of Engineering, advised the Board that on October 25, 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 Kaser-Spraker Construction Inc., in the amount of $118, 750.00. Therefore, Ms. Roemer made a motion that the recommendation be accepted and the bids be awarded as outlined above. Mr. Powell seconded the motion which carried. REJECTION OF BID - ONE MORE OR LESS BITUMINOUS DISTRIBUTOR Mr. Littrell recommended that the bids for the above -referenced equipment be rejected because several bidders were identified who were not notified of open bids. Discussion by Ms. Roemer, Mr. Littrell, Ms. Engel and Mr. Chlebowski followed the recommendation, and Mr. Chlebowski requested a formal quote. Therefore, Mr. Powell made a motion that the recommendation to reject the bid and approve Mr. Chlebowski's request for an informal quote. Ms. Roemer seconded the motion which carried. AWARD QUOTE - MORRIS PERFORMfNG ARTS CENTER STAGE FLOORING PROJECT NO. 98-25-5.13 Mr. Carl P. Littrell, Director, Division of Engineering, advised the Board that on October 25, 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 Kiefer Specialty Flooring, Inc., in the amount of $123,030.00. Mr. Littrell answered questions that Mr. Caldwell and Ms. Roemer had about the bonding, prior to acceptance of the recommendation. Therefore, Ms. Roemer made a motion that the recommendation be accepted and the bids be awarded as outlined above. Mr. Powell seconded the motion which carried. 1 �nr��►7r REGULAR MEETING OCTOBER 25. 1999 APPROVE CONSTRUCTION CONTRACT - PINE ROAD SANITARY SEWER - PROJECT NO 99-64 Mr. Caldwell advised that in accordance with the bid awarded on October 25, 1999, to Herrman & Goetz, Inc. DBA Underground Services, 225 South Lafayette Boulevard, South Bend, Indiana 46601, in the amount of $78,521.45 for the above -referenced project, a contract in said amount was 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 was filed. APPROVE CONSTRUCTION CONTRACT - PINE ROAD SANITARY SEWER- PROJECT NO 99-64 Mr. Caldwell advised that in accordance with the bid awarded on October 25, 1999, to Herrman & Goetz, Inc. DBA Underground Services, 225 South Lafayette Boulevard, South Bend, Indiana 46601, in the amount of $78,521.45 for the above -referenced project, a contract in said amount was 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 oflnsurance, Performance Bond and Labor and Materials Payment Bond as submitted was filed. APPROVE CONSTRUCTION CONTRACT - YOUNG'S COMMERCE PARK - SEWER AND ROADWAY INSTALLATION - PROJECT NO 99-23 Mr. Caldwell advised that in accordance with the bid awarded on October 25, 1999, to Rieth-Riley Construction Co., Inc., Post Office Box 1775, South Bend, Indiana 46634, in the amount of $116,780.35 for the above -referenced project, a contract in said amount was 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 was filed. APPROVE CONSTRUCTION CONTRACT - MCKINLEY & 271 COLFAX & TAMARAC TRAFFIC CALMING - PROJECT NO. 99-68 Mr. Caldwell advised that in accordance with the bid awarded on October 25, 1999, to L.E. Barber Inc., 1200 East Napier Avenue, Benton Harbor, Michigan 49022, in the amount of $9,221.25 for the above -referenced project, a contract in said amount was 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 was filed. APPROVE PROPOSAL - SOUTH BEND DAM -SPRING AND FALL MONITORING Mr. Caldwell stated that the Board is in receipt of an proposal from Lawson -Fisher Associates P.C., who will provide the necessary monitoring of the South Bend dam and adjacent structures for erosion and stability during the Spring and Fall of 1999. Mr. Caldwell noted that the proposal is in the amount of $39,321.00. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the proposal was approved and executed. APPROVE BLOCK GRANT PROGRAM AGREEMENT - 1154 EAST FAIRVIEW AVENUE Mr. Caldwell stated that the Board is in receipt of a block grant agreement for the above -mentioned address for planting trees in the tree lawn. Mr. Caldwell noted that the agreement is in the amount of $100.00. Therefore, upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the agreement was approved and executed. APPROVE BLOCK GRANT PROGRAM AGREEMENT - 2225 SOUTH PROSPECT STREET Mr. Caldwell stated that the Board is in receipt of a block grant agreement for the above -mentioned address for landscaping the front yard. Mr. Caldwell noted that the agreement is in the amount of $100.00. Therefore, upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the agreement was approved and executed. REGULAR MEETING OCTOBER 25, 1999 APPROVE BLOCK GRANT PROGRAM AGREEMENT - 5028 LINDENWOOD WEST DRIVE Mr. Caldwell stated that the Board is in receipt of a block grant agreement for the above -mentioned address for planting flowers in the front yard. Mr. Caldwell noted that the agreement is in the amount of $100.00. Therefore, upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the agreement was approved and executed. APPROVE BLOCK GRANT PROGRAM AGREEMENT - 2025 SOUTH MORRIS Mr. Caldwell stated that the Board is in receipt of a block grant agreement for the above -mentioned address for landscaping the side yard with flowers. Mr. Caldwell noted that the agreement is in the amount of $100.00. Therefore, upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the agreement was approved and executed. APPROVE ESCROW AGREEMENT - SOUTH MICHIGAN STREETSCAPE IMPROVEMENTS - PROJECT NO. 99-59 Mr. Caldwell stated that the Board is in receipt of an escrow agreement for Rieth-Riley Construction Co., Inc., Post Office Box 1775, South Bend, Indiana 46634, in the amount of $233,368.00. The banker is I' Source Bank. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the agreement was approved and executed. APPROVE PROJECT OF COMPLETION AFFIDAVIT AND FINAL CHANGE ORDER - VANESS STREET SANITARY SEWER, PUMP STATION AND FORCE MAIN -PROJECT NO 98-72 Mr. Caldwell stated that the Board is in receipt of a Project of Completion Affidavit and Final Change Order for the above -referenced project, from Herrman & Goetz, Inc., 225 South Lafayette Boulevard, South Bend, Indiana 46601, with the completion date of September 15, 1999. The final change order decreased the project cost by $1,697.70, with a new contract sum of $115,627.77. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the agreement was approved and executed. APPROVE PROJECT OF COMPLETION AFFIDAVIT AND FINAL CHANGE ORDER - 1999 CONCRETE PAVEMENT REPAIRS - PROJECT NO 99-07 Mr. Caldwell stated that the Board is in receipt of a Project of Completion Affidavit and Final Change Order for the above -referenced project, from Rieth-Riley Construction Company, Post Office Box 1775, South Bend, Indiana 46634, with the completion date of September 30,1999. The final change order increased the project cost by $42,690.37, with anew contract sum of $263,385.37. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the agreement was approved and executed. APPROVE CHANGE ORDER - #001 FOR MORRIS PERFORMING ARTS CENTER - PROJECT NO. 98-25-5.9F Mr. Caldwell advised that Mr. Carl Littrell, Division ofEngineering has submitted Change Order No. 001 on behalf of EverGreen Painting Studios, Inc., indicating that the contract amount be decreased by $65,000.00 for a new contract sum including this Change Order in the amount of $466,750.00. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Change Order was approved. APPROVE CHANGE ORDER - #001 MORRIS PERFORMING ARTS CENTER - PROJECT NO. 98-25-5.14a Mr. Caldwell advised that Mr. Carl Littrell, Division ofEngineering has submitted Change Order No. 001 on behalf of Abell elevator International, indicating that the contract amount be increased by $750.00 for a new contract sum including this Change Order in the amount of $55,984.00. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Change Order was approved. 1 1 1 [ - I REGULAR MEETING OCTOBER 25, 1999 APPROVE REQUEST TO ADVERTISE FOR RECEIPT OF BIDS - SALE OF ABANDONED VEHICLES Mrs. Kathy Dempsey, Director, Department of Code Enforcement, requested permission to advertise for the sale of approximately 16 abandoned vehicles, which are being stored at Super Auto Salvage Corporation, 3300 South Main Street, South Bend, Indiana. Number Red Tag # Vehicle Make Year Vin # 1 3584 Oldsmobile 1987 1G3CW513XH4348541 2 3396 Ford 1988 1FTDF15H3JNA78068 3 4470 Mercury 1991 3MAPM10J7MR617287 4 4473 Dodge 1988 2B7HB23X3JK175568 5 4158 Chevrolet 1988 1GILT5112JY515926 6 5155 Oldsmobile 1982 1G3AX69Y5CM269815 7 2501 Oldsmobile 1986 2G3GM46Y6G2348688 8 2677 Mercury 1989 IMEBM5541KG660434 9 3255 Suzuki 1988 JS4JC51C4J4244050 10 4469 Oldsmobile 1988 2G3AJ51W6J2387302 11 4471 Mercury 1991 2MEPM36XIMB618813 12 4368 Cadillac 1982 1G6AB6983C9184914 13 3439 Lincoln 1984 1LNBP96F6EY660052 14 3518 Suzuki 1989 JS4TA51C1K4101380 15 3677 Chrysler 1984 1C3BC55D1EG285920 16 4645 Ford 1985 1FABP4032FG210305 It was noted that all vehicles have been stored more than fifteen (15) days, identification checks had been run for auto theft and the owners and lien holders notified. Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - COLFAX PARKING GARAGE LIGHTING IMPROVEMENTS - PROJECT NO 99-56 In a memorandum to the Board, Mr. Carl P. Littrell, requested permission to advertise for the sale of bids for the above referred to project. Mr. Littrell stated that this project will include demolition of existing lighting and design and installation of new lighting fixtures, branch circuit wiring, conduit, distribution equipment, modifications and all other necessary equipment for design and labor. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell the above request was approved. 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 VGB LLC. 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 19567 Cleveland Road, South Bend, Indiana, (Key # 02-1006-0157), the owners and successors 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. o4l' REGULAR MEETING OCTOBER 25, 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 National Brake Service. 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 23134 U.S. 20, South Bend, Indiana, (Key # 04-1022-038302), the owners and their successors 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, Ms. Roemer made a motion that the Consent be approved. Mr. Powell seconded the motion which carried. 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 Dennis & Rose Ann Janowiak. 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 560141 Mayflower Road, South Bend, Indiana, (Key # 17-1005-019701), the owners and their successors 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, Ms. Roemer made a motion that the Consent 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: Pollution Control Industries with Manta & Hurst/Mitchell Insurance for general liability and auto liability. V Source Bank with ? Source Insurance for renovations to the First Bank Building at 205 West Jefferson Boulevard. S.G. Pinney & Associates with ACEC/Marsh Insurance for Worker's Compensation/Employer's liability coverages in regards to work performed by the insured. APPROVE TRAFFIC CONTROL DEVICE Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the following traffic control device was approved: LOCATION: 1829 Pulaski REMARKS: Removal of a handicap reserve parking sign LOCATION: 1733 South Walnut REMARKS: Installation of a handicap reserve parking sign 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 Stutzman Excavating 7404 West State Road 25 Mentone, Indiana 46539 (Bond Release) David C. Hay 2803 Hilltop Drive South Bend, Indiana 46614 (Bond Application) Great Lakes Property Maintenance P.O. Box 1364 South Bend, Indiana 46624 (Bond Release) Mr. Caldwell made a motion that the recommendations be accepted and the Bonds be approved as outlined above. Mr. Powell seconded the motion, which carried. 1