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HomeMy WebLinkAbout11/22/99 Board of Public Works MinutesREGULAR MEETING NOVEMBER 22. 1999 The regular meeting of the Board ofPublic Works convened at 9:37 a.m. on Monday, November 22, 1999. The meeting was called to order by Board President James R. Caldwell, with Mr. Lewis N. Powell and Ms. M. Catherine Roemer present. Also present was Ms. Michelle Engle, Board Attorney. ADDITIONS TO THE AGENDA Mr. James Caldwell moved that item 3A, Build Out Lease Units 5 & 6 Leighton Plaza - Project No. 97-57-11 be tabled, and Southeast Neighborhood Redevelopment Demolition, Site Clearance, Excavations, Sanitary Sewer Lateral and Water Service Replacement - Project No. 99-77 be put in its' place. In addition, Project Completion Affidavit and Final Change Order for Longfellow & Twykenham Traffic Calming Measures - Project No. 99-65 be added as item number 4G, and AMPCO Parking change order be added as item 6G. Mr. Powell made motion that the items be changed to the agenda, as outlined. Ms. Roemer seconded the motion, which carried. APPROVAL OF NOVEMBER 15, 1999 MEETING MINUTES Upon a motion made by Ms. Roemer, and seconded by Mr. Powell, the November 15, 1999 minutes were approved. OPENING OF BIDS - COLFAX PARKING GARAGE LIGHTING IMPROVEMENTS - PROJECT NO. 99-56 This was the date set for receiving and opening 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. Funding source for this project is the Department of Public Works, General Fund. The following bids were opened and publicly read: Koontz -Wagner Electric Co., Inc. 3801 Voorde Drive South Bend, Indiana 46628 Bid was signed by Mr. Anthony J. Maloney III, Vice President/Marketing & Construction Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: $250,340.00 Trans Tech Electric, Inc. 4601 Cleveland Road South Bend, Indiana 46628 Bid was signed by Mr. John A. Martell, Vice President Non -Collusion Affidavit was in order . Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: $184,610.00 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 Ten per cent (10%) Bid Bond was submitted BID: $234,000.00 REGULAR MEETING NOVEMBER 22, 1999 Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the above bids were referred for review and recommendation. AWARD BID - SOUTHEAST NEIGHBORHOOD REDEVELOPMENT DEMOLITION SITE CLEARANCE EXCAVATIONS SANITARY SEWER LATERAL AND WATER SERVICE REPLACEMENT - PROJECT NO 99-77 Mr. James Caldwell advised the Board that on November 15, 1999, bids were received and opened for the above -referenced project. After reviewing those bids, Mr. Littrell recommends that the Board award the contract to Bradberry Brothers, Inc., 20061 West Dice Street, South Bend, Indiana 46614, the amount of $58,844.00. Therefore, Ms. Roemer made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Powell seconded the motion which carried. Funding source is the Tax Increment Fund. APPROVE CONSTRUCTION CONTRACT - SOUTH BEND ANIMAL CONTROL SHELTER, PHASE 2 - PROJECT NO. 99-62 Mr. Caldwell advised that in accordance with the bid awarded on October 25,1999 to Kaser-Spraker Construction, Inc., Post Office Box 3605, South Bend, Indiana 46619, in the amount of $118,750.00 for the above -referenced project, a contract in said amount was 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 was filed. Funding source for this project is the General Fund. APPROVE CONSTRUCTION CONTRACT - FIRE STATION NO. 4 RE -ROOF Mr. Caldwell advised that in accordance with the bid awarded on September 13, 1999, to DRC Corporation, 2214 Huron Street, South Bend, Indiana, in the amount of $71,919.00 for the above - referenced project, a contract in said amount was 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 was filed. Funding source for this project is EMS. APPROVE BUILDING BLOCK GRANT AGREEMENT FOR 434 HARRISON AVENUE Mr. Caldwell stated that the Board is in receipt of a building block grant agreement for the above - mentioned address to replace four dying hedges in the front yard with a new flower box with perennial flowers. 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 FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT - GOOD NEIGHBORS/GOOD NEIGHBORHOODS - ZONE 4 - PROJECT NO. 99-02 Mr. Caldwell advised that Mr. Carl Littrell, P.E., Division ofEngineering, submitted the Final Change Order on behalf of Kaser-Spraker Construction, indicating that the contract amount be increased by $6,709.43 for a new contract sum of $53,572.43. Also submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Final Change Order and Project Completion Affidavit were approved, with the appropriate three-year Maintenance Bond. Funding source for this project is the General Fund Capital Budget, Cumulative Capital Improvement Fund. APPROVE CHANGE ORDER - FIRE STATION NO. 4 - RE -ROOF Mr. Caldwell advised that Mr. Carl Littrell, P.E., Division of Engineering, submitted Change Order No. 1 indicating that the length of the contract be extended by 14 days due to the extended lead time for the delivery of the sheet metal for the upper roof. The new contract completion date, as listed on the change order is November 23, 1999. Upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the change order was approved. Funding source for this project is the EMS Capital Fund. E 1 1 REGULAR MEETING NOVEMBER 22, 1999 APPROVE CHANGE ORDER - PINE ROAD SANITARY SEWER - PROJECT NO. 99-64 Mr. Caldwell advised that Mr. Carl Littrell, P.E., Division of Engineering, submitted Change Order No. 1 , on behalf of Ken Herceg & Associates, indicating that the length of the contract be extended by 46 calendar days for substantial completion of sewer work. The new contract completion date, as listed on the change order is December 31, 1999. Upon a motion made by Ms. Roemer, seconded by Mr. Powell, and carried, the change order was approved. Funding source for this project is Sewage Works. APPROVE CHANGE ORDER NO.3-15.10-1 FOR LEIGHTON PLAZA PHASE III - PARKING GARAGE STRUCTURE - PROJECT NO. 97-57-4 Mr. Caldwell advised that Mr. Carl Littrell, P.E., Division of Engineering, submitted Change Order No. 3-15.10-1, Plumbing System, on behalf of Apex Mechanical Contractor, Inc., for moving stored materials in the underground parking structure, with an increase in the contract amount by $476.00 and a new contract sum of $429,524.00. Upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the change order was approved. The funding source is Leighton Plaza Bonds. TABLED CHANGE ORDER NO. 3-15.10-2 FOR LEIGHTON PLAZA PHASE III - PARKING GARAGE STRUCTURE - PROJECT NO. 97-57-4 Mr. Caldwell advised that Mr. Carl Littrell, P.E., Division of Engineering, submitted Change Order No. 3-15.10.2 indicating that the contract amount be increased by $27,050.14 for a new contract sum of $455, 574.14. Mr. Powell noted that the dollar amounts between the two change orders, 3-15.10-1 and 3-15.10-2, do not add up. Mr. Littrell said that there is a change order, not yet submitted, that would make these totals add up. Therefore, upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the change order was tabled until the not yet received order is received. Funding source for this project is Leighton Plaza Bonds. APPROVE CHANGE ORDER NO. 3-15.30 FOR LEIGHTON PLAZA PHASE III - PARKING GARAGE STRUCTURE - PROJECT NO. 97-57-4 Mr. Caldwell advised that Mr. Carl Littrell, P.E., Division of Engineering, submitted Change Order No. 3-15.30 - HVAC, on behalf of Apex Mechanical Contractor, Inc., for additional HVAC work improvements, with an increase in the contract amount by $5,032.00 and a new contract sum of $92,032.00. Upon a motion made by Mr. Powell, seconded by Mr. Caldwell and carried, the change order was approved. The funding source is Leighton Plaza Bonds APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT - LONGFELLOW AND TWYCKENHAM TRAFFIC CALMINGMEASURES - PROJECT NO.99- 65 Mr. Caldwell advised that Mr. Carl Littrell, P.E., Division of Engineering, submitted the Final Change Order on behalf of L.L. Geans Construction Co., indicating that the contract amount be increased by $5,137.20 for a new contract sum of $37,708.20. Also submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the Final Change Order and Project Completion Affidavit were approved, with the appropriate three-year Maintenance Bond. Funding source for this project is the Local Roads and Streets Account. RECOMMENDATION - REQUEST TO PURCHASE CITY -OWNED PROPERTY - SOUTHEAST CORNER OF ARTHUR AND SORIN STREETS Mr. Caldwell stated that the Board is in receipt of a request for recommendations to purchase City - owned property, key no. 18-5078-2732, located at the southeast corner of Arthur and Sorin Streets. All recommendations received (Division of Engineering, Department of Code Enforcement, Department of Economic Development, Attorney's Office and Department of Public Parks) were favorable. Therefore, Mr. Powell made motion that the recommendation be approved. Ms. Roemer seconded the motion, which carried. REGULAR MEETING NOVEMBER 22, 1999 RECOMMENDATION - STREET VACATION Mr. Caldwell stated that the Board is in receipt of a request for recommendations for street vacation at Dayton Street from the west right-of-way of Miami to the east right-of-way of Dale Street for a distance of approximately 400 feet and a width of 60 feet. All recommendations received (Division of Engineering, Area Plan Commission, Department of Economic Development, Fire Department, Solid Waste, and Police Traffic Department) were favorable. Discussion about the street vacation between Mr. William Coleman, of MA Architects, Councilman Rowen Kelly, Mr. Carl Littrell and Mr. Caldwell took place. Questions were raised about access to these streets and refuse problems. Therefore, upon motion made by Mr. Caldwell and seconded by Ms. Roemer, the street vacation was approved with qualifications as follows: Recommendations point out that two alleys will be left as dead ends on the south side of the vacated Dayton Street. The vacation of the eastern alley would require provision of alternate access to the properties facing Miami Street. Also, lots 4, 5, 6, 7 and 8 will have no frontage on the public street. The property will then need to be re -platted into one parcel. RECOMMENDATION - ALLEY VACATION Mr. Caldwell stated that the Board is in receipt of a request for recommendations for alley vacation at the second east/west alley south of Lincolnway West from the right-of-way of Blaine Avenue for a distance of approximately 102.2 feet and a width of 12 feet. All recommendations received (Division of Engineering, Area Plan Commission, Department of Economic Development, Fire Department, Solid Waste, and Police Traffic Department) were favorable. Therefore, upon motion made by Mr. Caldwell and seconded by Ms. Roemer, the alley vacation was approved. FILING OF CERTIFICATES OF INSURANCE Upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the following Certificates of Insurance were accepted, for filing: Casteel Construction Corporation, with Gibson Insurance Group as insurance company, for liability coverage regarding County Jail Site Preparation - Project No. 98-59-1, and the City of South Bend as the additional insured. Casteel Construction Corporation with Gibson Insurance Group as the insurance company, for liability coverage regarding an occupancy bond for the new St. Joseph County Jail, and the City of South Bend as the additional insured. Casteel Construction Corporation with Gibson Insurance Group as the insurance company, for general liability coverages for Leighton Plaza, Phase III, underground parking, parking garage and retail shops, Project No. 97-57-4, and the City of South Bend, Walker Parking Consultants, Inc. & Calumet Construction Corp. as the additional insured. Casteel Construction Corporation with Gibson Insurance Group as the insurance company, for general liability coverages regarding Leighton Plaza Finishes, Teachers Credit Union Boundary Improvements - Project No. 97-57-9, and the city of South Bend and South Bend Redevelopment Commission as the additional insured. Rieth-Riley Construction Co., Inc. with AON Risk Services, Inc. of Indiana, as the insurance company, for work performed on Youngs Commerce Park Installation ofRoadway - Project5 No. 99-23, and the City of South Bend as the additional insured. Pierce Manufacturing, Inc., with AON Risk Services of Wisconsin, as the insurance company, for the contract for one Pierce dash 2000 pumper, and the City of South Bend Fire Department as the additional insured. APPROVE CHANGE ORDER FOR AMPCO SYSTEM PARKING Mr. Caldwell advised that Mr. Carl Littrell, P.E., Division ofEngineering, submitted a Change Order on behalf of AMPCO System Parking, for on -street parking enforcement within the Central Business District. The change order is for an increase by $.30 per man hour, to cover an increase in personnel costs. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the change order was approved. 11 REGULAR MEETING NOVEMBER 22, 1999 APPROVE CONTRACTOR AND EXCAVATION BONDS Mr. Larry D. Spradlin, Sr., Engineer, Division of Engineering, recommended that the following Contractor and Excavation Bonds be approved as follows: BOND OF CONTRACTOR D & D Concrete, Inc. 52388 Silver Leaf Court Granger, Indiana 46530 Bond No.: 5790039 James H. Fogarty 3705 West Ford Street South Bend, Indiana 46619 Bond No.: 24142765 EXCAVATION BONDS James H. Fogarty 3705 West Ford Street South Bend, Indiana 46619 Bond No.: 24142764 Mr. Powell 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 $2,328,647.77 and recommended approval. Additionally, Workforce Development Services submitted claims in amounts of$315,043.07 and $318,662.45, and the St. Joseph County Housing Consortium submitted claims totaling $93,437.00. Mr. Powell recommended separate approval and made a motion that the claims be approved and the reports be filed as submitted. Ms. Roemer seconded the motion, which carried. TRANSIENT MERCHANTS LICENSE HEARING Today was the day set for the public hearing for the transient merchants license for Elinor Tyl, who submitted application for the 8' Annual Kris Kringle Craft Show on November 28, 1999. Ms. Billie Bond, representative for Elinor Tyl was present. Therefore, upon motion made by Mr. Caldwell, seconded by Mr. Powell, and carried, the transient license was approved. 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 10:10 a.m. BOARD OF PUBLIC WORKS J mes R. well, President Lewis N. Powell, Member M. tailierine Roemer, Mel er F