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HomeMy WebLinkAbout11/08/99 Board of Public Works MinutesREGULAR MEETING NOVEMBER 8, 1999 The regular meeting of the Board of Public Works was convened at 9:36 a.m. on Monday, November 8, 1999, by Board President James R. Caldwell, with Mr. Lewis N. Powell and Ms. M. Catherine Roemer present. Also present was Michelle Engle, Board Attorney. ADDITION TO THE AGENDA Mr. James Caldwell moved that Abandoned Vehicle Open Bids be added to the agenda as item number 8B, following claims. Ms. Roemer seconded the addition, and the motion carried. APPROVAL OF NOVEMBER 1, 1999 MEETING MINUTES Upon a motion made by Mr. Caldwell, and seconded by Ms. Roemer, the November 1, 1999 minutes were approved. Ms. Roemer seconded the motion, which carried. OPENING OF QUOTES - SOCIAL SECURITY ADMINISTRATION. STREET TREE PLANTINGS - PROJECT NO. 99-82 This was the date set for receiving and opening sealed quotes 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: Country Gardens Inc. 62971 U.S. 31 South South Bend, Indiana 46634 Bid was signed by Mr. Larry Ross, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $1,125.00 Hunzikers, Inc. Post Office Box 397 Niles, Michigan 49120 Bid was signed by Mr. Jerry Hunziker, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $2,000.00 Foegley Landscape, Inc. 52215 North Lilac Road South Bend, Indiana 46628 Bid was signed by Mr. John Foegley, Vice President _ Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $1,996.00 fl ?05 REGULAR MEETING NOVEMBER 8, 1999 AWARD QUOTE - SOCIAL SECURITY ADMINISTRATION - STREET TREE PLANTINGS - PROJECT NO. 99-82 Mr. Carl P. Littrell, P.E., Division of Engineering, advised the Board that on November 8, 1999, bids were received and opened for the above -referenced project. After reviewing these bids, Mr. Littrell recommends that the Board award the contract to Country Gardens Inc., in the amount of $1,125.00. Funding source is the County Option Income Tax Fund. 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. APPROVAL FOR HOUSE MOVE In a memorandum to the Board, Mr. Don Fozo, Building Commissioner, requested approval to issue a moving permit to Lykowski Construction, Inc. to move a residential dwelling from 1922 McKinley to 2016 Oak Park Drive. Favorable recommendations have been received by the utility companies, Traffic and Lighting and the Police Department. Additionally, the Certificate of Insurance has been submitted, and all the appropriate permits have been issued. Upon a motion made by Mr. Caldwell and seconded by Mr. Powell, and carried, the recommendation was approved. APPROVE CONSTRUCTION CONTRACT -RIVERPARKPARTNERSHIP SIDEWALK CURB - PROJECT NO. 99-66 Mr. Caldwell advised that in accordance with the bid awarded on November 1,1999 to Batteast Construction Company, Inc., 430 East LaSalle Avenue, South Bend, Indiana 46617, in the amount of $47,716.50 for the above -referenced project, a contract in said amount was submitted for Board approval. Upon a motion made by Mr. Powell, 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. �6- APPROVE CONSTRUCTION CONTRACT - STUDEBAKER CORRIDORENVIRONMENTAL REMEDIATION - CONTRACT NO. 99-74 Mr. Caldwell advised that in accordance with the bid awarded on November 1,1999 to Clean Air Systems, Inc., 23349 State Road 23 West, South Bend, Indiana 46614, in the amount of $23,545.00 for the above -referenced project, a contract in said amount was submitted for Board approval. Upon a motion made by Mr. Caldwell, 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 was filed. The funding source for this project is Sample -Ewing Tax Increment Fund. CONTRACT FOR WORKFORCE DEVELOPMENT SERVICES CONTRACT NO. 99-750 Mr. Caldwell advised that the Board is in receipt of a Contract between Workforce Development Services and City of South Bend Community and Economic Development for job placement of 114 individuals. It is noted that this Contract is in the amount of $40,000.00. Ms. Roemer and Mr. Doug Johnson, of Workforce Development discussed the contract. Ms. Roemer explained to Mr. Johnson that only $20,000.00 is available until December 31, 1999, with no money appropriated yet for the year 2000. Mr. Caldwell suggested that approval be given for $20,000.00 until December 31, 1999, and moved to table the contract. Ms. Roemer seconded. Mr. Johnson will submit a new contract for $20,000.00 for the next Board meeting. APPROVE NEIGHBORHOOD YOUTH GRANT PROGRAM AGREEMENT - EDISON COMMUNITY KIDS NETWORK Mr. Caldwell stated that the Board is in receipt of a youth grant agreement for the above -mentioned organization to shop and prepare a meal for residents at Dismas House. Mr. Caldwell noted that the agreement is in the amount of $304.00. Therefore, upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the agreement was approved and executed. APPROVE NEIGHBORHOOD YOUTH GRANT PROGRAM AGREEMENT - EDISON COMMUNITY KIDS NETWORK Mr. Caldwell stated that the Board is in receipt of a youth grant agreement for the above -mentioned organization to complete production of the re-enactment of the Civil Rights Movement. Mr. Caldwell noted that the agreement is in the amount of $1,750.00. Therefore, upon a motion made 1 1 REGULAR MEETING NOVEMBER 8, 1999 by Mr. Powell, seconded by Ms. Roemer and carried, the agreement was approved and executed. APPROVE NEIGHBORHOOD YOUTH GRANT PROGRAM AGREEMENT - I.B.I.C./PARIS GRAY Mr. Caldwell stated that the Board is in receipt of a youth grant agreement for the above -mentioned organization to purchase a third set of steel drums for a Steel Drum Project. Mr. Caldwell noted that the agreement is in the amount of $2,000.00. Therefore, upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the agreement was approved and executed. APPROVE NEIGHBORHOOD YOUTH GRANT PROGRAM AGREEMENT - I.B.I.C./DELL AMINA MWANGOZI Mr. Caldwell stated that the Board is in receipt of a youth grant agreement for the above -mentioned organization to purchase costumes, music and rental equipment for Sign Choir and African Dance Troupe. Mr. Caldwell noted that the agreement is in the amount of $1,785.00. Therefore, upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the agreement was approved and executed. APPROVENEIGHBORHOOD YOUTH GRANT PROGRAM AGREEMENT - S.B.H.A./C.O.P.E. BICYCLE YOUTH PROGRAM Mr. Caldwell stated that the Board is in receipt of a youth grant agreement for the above -mentioned organization to purchase bicycles for children involved in the C.O.P.E. Program. Mr. Caldwell noted that the agreement is in the amount of $750.00. Therefore, upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the agreement was approved and executed. APPROVE NEIGHBORHOOD YOUTH GRANT PROGRAM AGREEMENT - YMCA/ACHIEVERS LEADERSHIP PROJECT Mr. Caldwell stated that the Board is in receipt of a youth grant agreement for the above -mentioned organization for a trip to the National Civil Rights Museum in Memphis, Tennessee. Mr. Caldwell noted that the agreement is in the amount of $1,670.00. Therefore, upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the agreement was approved and executed. APPROVE BUILDING BLOCK GRANT PROGRAM AGREEMENT - 126 SUMMIT DRIVE Mr. Caldwell stated that the Board is in receipt of a building 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. Powell, seconded by Ms. Roemer and carried, the agreement was approved and executed. APPROVE BUILDING BLOCK GRANT PROGRAM AGREEMENT - 625 EAST ECKMAN Mr. Caldwell stated that the Board is in receipt of a building 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. Powell, seconded by Ms. Roemer and carried, the agreement was approved and executed. APPROVE BUILDING BLOCK GRANT PROGRAM AGREEMENT - 1143 CEDAR STREET Mr. Caldwell stated that the Board is in receipt of a building block grant agreement for the above - mentioned address for creating a retaining wall for the Daisy Hall Memorial Park. Mr. Caldwell noted that the agreement is in the amount of $1000.00. Therefore, upon a motion made by Mr. Powell, seconded by Mr. Caldwell and carried, the agreement was approved and executed. Ms. Roemer abstained. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLET_ION AFFIDAVIT FOR WESTSIDE PARTNERSHIP CENTER - CURB, SIDEWALK AND APPROACH REPAIRS (MEADE STREET) - PROJECT NO. 99-32 Mr. Caldwell advised that Mr. Carl Littrell, P.E., Division of Engineering submitted the Final Change Order and Project Completion Affidavit on behalf of Rieth-Riley Construction Co., Inc., indicating an increase in the contract amount by $15,026.27, with a final contract sum of $83,121.52. Upon a motion made by Mr. Powell, seconded by Mr. Caldwell and carried, the Final Change Order Project Completion Affidavit was approved. Project funding is Community & Economic REGULAR MEETING NOVEMBER 8, 1999 Development Block Grant Funds. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT FOR NEAR WESTSIDE PARTNERSHIP CENTER - CURB, SIDEWALK AND APPROACH REPAIRS fflERTRAND STREET) - PROJECT NO. 99-31 Mr. Caldwell advised that Mr. Carl Littrell, P.E., Division ofEngineering submitted the Final Change Order and Project Completion Affidavit on behalf of Rieth-Riley Construction Co., Inc., indicating an increase in the contract amount by $3,461.25 for the new contract sum of $59,944.50. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Change Order was approved. The funding source is Community and Economic Development Block Grant Funds. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT FOR 1999 NEIGHBORS/GOOD NEIGHBORHOODS - ZONE 2 (CURB AND SIDEWALK PROGRAM) - PROJECT NO. 99-02 Mr. Caldwell advised that Mr. Carl Littrell, P.E., Division ofEngineering submitted the Final Change Order and Project Completion Affidavit on behalf of Batteast Construction Co., Inc., indicating a decrease in the contract amount by $39,862.67 for the new contract sum of $100,529.33. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Change Order was approved. The funding source is General Fund Capital Budget, the Cumulative Capital Improvement Fund. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT FOR 1999 NEIGHBORS/GOOD NEIGHBORHOODS - ZONE 3 (CURB AND SIDEWALK PROGRAM) - PROJECT NO. 99-02 Mr. Caldwell advised that Mr. Carl Littrell, P.E., Division of Engineering submitted the Final Change Order and Project Completion Affidavit on behalf of Batteast Construction Co., Inc., indicating a decrease in the contract amount by $35,573.78 for the new contract sum of $92,664.22. Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the Change Order was approved. The funding source is General Fund Capital Budget, the Cumulative Capital Improvement Fund. APPROVE CHANGE ORDER NO. 001 FOR MORRIS PERFORMING ARTS CENTER STAGE LIGHTING EQUIPMENT - PROJECT NO. 98-25-6c Mr. Caldwell advised that Mr. Carl Littrell, P.E., Division of Engineering submitted a Change Order No. 001 on behalf of Trans Tech Electric, Inc., indicating a decrease in the contract amount by $134,637.00 with a new contract sum of $360,673.00. Upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the Change Order was approved. The funding source is through a Bond Issue. APPROVE CHANGE ORDERNO.1 FOR SECONDARY CLARIFICATION IMPROVEMENTS - PROJECT NO. 98-18 Mr. Caldwell advised that Mr. Carl Littrell, P.E., Division ofEngineering submitted a Change Order No. 1 on behalf ofBowen Engineering Corporation, indicating an increase in the contract amount by $43,419.00 with a new contract sum of $5,572,719.00. Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the Change Order was approved. The funding source is SRF Loan. APPROVE CHANGE ORDER FOR SITE ASSESSMENT/FORMER OLIVER PLOW Mr. Caldwell advised that Mr. Carl Littrell, P.E., Division of Engineering submitted a Change Order on behalf of Envirocorp, Inc., indicating a transfer of funds from sampling and laboratory analysis of asbestos samples to trench investigation of suspected dumping areas. Mr. Caldwell questioned what was actually being done on the site, and Alex Koenig, Economic Development gave explanation. Upon a motion made by Mr. Powell, seconded by Mr. Roemer and carried, the Change Order was approved. APPROVE CHANGE ORDER FOR FIRE DEPARTMENT - STATION 10 NORSTAR PHONE SYSTEM Mr. Caldwell advised that Mr. Carl Littrell, P.E., Division of Engineering submitted a Change Order on behalf of Ameritech Data Networking Services of Indiana, Inc., indicating an increase in the contract amount by $1,157.08 with a new contract sum of $5,228.08. Upon a motion made by Mr. 1 1 REGULAR MEETING NOVEMBER 8. 1999 Caldwell, seconded by Ms. Roemer and carried, the Change Order was approved. The funding source is General Fund - Fire. FILING OF CERTIFICATE OF INSURANCE Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the following Certificates of Insurance were accepted for filing: Forsey Construction, Inc., with Gibson Insurance Group for coverage on work performed on the Leighton Plaza Parking Garage, Project No. 97-67-10. Lykowski Construction, Inc. with Dave Pizur & Associates for coverage for the house move from 1922 McKinley to Oak Park. Rieth-Riley, with AON Risk Services, Inc. of Indiana for work performed on Industrial Park Phase III - Project No. 99-79. APPROVE RESOLUTION TO ACCEPT TITLE TO PROPERTIES Upon a motion made by Mr. Caldwell and seconded by Ms. Roemer, the Board received a quit -claim deed and approved acceptance of property at 712 West Indiana Avenue. The motion carried. APPROVE CLAIMS Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $1,619,969.86 and recommended approval. Additionally, Workforce Development Services submitted claims in the amount of $280,755.95. And, the St. Joseph County Housing Consortium submitted claims totaling $68,521.00. Mr. Caldwell recommended approval and made a motion that the claims be approved and the reports be filed as submitted. Ms. Roemer seconded the motion, which carried. OPENING OF BIDS - ABANDONED VEHICLES 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. Bids were opened and publicly read. Mr. Caldwell moved to refer. Mr. Powell seconded. 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 10:09 a.m. BOARD OF PUBLIC WORKS mes R. Cal well, President Lewis N. Powell, Member M. Catherine Roemer, Me ,ber 1 1 n