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HomeMy WebLinkAbout12/06/99 Board of Public Works MinutesREGULAR MEETING DECEMBER 6, 1999 The regular meeting of the Board of Public Works convened at 9:35 a.m. on Monday, December 6, 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 advised the Board that the following items should be added to the agenda: 2A - Open Bids for the 1999 Sewer Lining Project, Project No. 99-08 6H & I - Project Change Order Nos. 3-15.10-2 and 3-15.10-03 for Leighton Plaza Parking Garage Structure Project No. 97-57-4 9C - Recommendation for Rubbish and Garbage Removal for 2730 Prast Boulevard 9D - Sales Agreement with SASCO for the purchase of the Studebaker Parts Inventory Ms. Roemer moved that the additions be made to the minutes. Mr. Caldwell seconded the motion, which carried. APPROVAL OF NOVEMBER 29, 1999 MEETING MINUTES Upon a motion made by Ms. Roemer, and seconded by Mr. Powell, the November 29, 1999 minutes were approved. OPENING OF BIDS - 1999 SEWER LINING PROGRAM - PROJECT NO. 99-08 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. The following bids were opened and publicly read: Azurix/Uniflo Corporation 200 Eastport Boulevard Hamilton, Ontario Bid was signed by Brian Ratchford, General Manager Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: $689,872.00 Pro Form Pipelining Co., Inc. 226 South Elder Mishawaka, Indiana 46544 Bid was signed by Marc V. Campbell, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten percent (10%) Bid Bond was submitted BID: $502,312.00 Insituform Technologies USA. Inc. 12897 Main Street Lemont, Illinois 60439 Bid was signed by Diane G. Bowers, Assistant Secretary Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten percent (10%) Bid Bond was submitted BID: $517,220.00 REGULAR MEETING Reynolds, Inc. 4520 North State Road 37 Orleans, Indiana 47452-0186 Bid was signed by Larry Purlee, Vice President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten percent (10%) Bid Bond was submitted BID: $597,285.00 DECEMBER 6, 1999 Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the above bids were referred to Mr. Carl Littrell, P.E., City Engineer, for review and recommendation. PUBLIC HEARING - TRANSIENT MERCHANT'S LICENSE - MR. EARL M. BROWN Mr. Caldwell advised that this was the date set for the Board's Public Hearing concerning the transient merchant's license ofMr. Earl M. Brown. Mr. Caldwell advised that the Board is in receipt of the request from Mr. Brown, Brown's Tree Farms, to sell Christmas trees, from December 6 - 22, 1999, at the east end of the Broadmoor Plaza parking lot, from 9:00 a.m. until 9:00 p.m. Mr. Brown was in attendance for the hearing. There being no one else present wishing to address the Board concerning this matter, the public hearing was closed. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the license for the sale of Christmas trees was approved. PUBLIC HEARING - TRANSIENT MERCHANT'S LICENSE - MR. NICK LIZZI Mr. Caldwell advised that this was the date set for the Board's Public Hearing concerning the transient merchant's license of Mr. Nick Lizzi. Mr. Caldwell advised that the Board is in receipt of the request from Mr. Lizzi, Nick's Lawn Service, to sell Christmas trees, from November 29 - December 23, 1999, in the parking lot at the southeast corner ofMain and Ewing Streets, from 10:00 a.m. until 10:00 p.m. There being no one else present wishing to address the Board concerning this matter, the public hearing was closed. Therefore, upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the license for the sale of Christmas trees was approved. AWARD QUOTE - STUDEBAKER CORRIDOR ENVIRONMENTAL REMEDIATION PROJECT NO. 99-74-4 Mr. James Caldwell advised the Board that on October 25, 1999, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Littrell recommended that the Board award the contract to Ritschard Brothers, 1204 East Sample Street, South Bend, Indiana 46619, in the amount of $36,589.00. 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. The funding source for this project is Sample -Ewing Tax Increment Fund. AWARD QUOTE - LEIGHTON PLAZA BUILD -OUT FOR LEASE AREAS 5 & 6 PROJECT NO. 97-57-11 Mr. James Caldwell advised the Board that on November 11, 1999, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Littrell recommended that the Board award the contract to Forsey Construction, 2018 Ironwood Circle, South Bend, Indiana, in the amount of $59,700.00, as a base bid, $31,900.00 as an alternate 1 and $31,400.00 as an alternate 2 cost. 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. The funding source for this project is from the Leighton Plaza Construction Budget. 1 1 REGULAR MEETING DECEMBER 6, 1999 APPROVE CONSTRUCTION CONTRACT - MORRIS PERFORMING ARTS STAGE FLOORING - PROJECT NO. 98-25-5.13 Mr. Caldwell advised that in accordance with the bid awarded on October 25, 1999, to Kiefer Specialty Flooring, Inc., 1700 Kiefer Drive, Zion, Illinois 60099, in the amount of $123,030.00, 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, were filed. The funding source for this project is the Morris Bond. APPROVE AGREEMENT - THE TROYER GROUP Mr. Caldwell stated that the Board is in receipt of an agreement between the City of South Bend and The Troyer Group, 550 Union Street, Mishawaka, Indiana 46544, for engineering and consulting services to widen and improve the intersection of Lincolnway west to Bendix Drive. Mr. Caldwell noted that the agreement is in the amount of $37,800.00 (+) reimbursable expenses and ancillary services, with a total cost of $55,000.00. Therefore, upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the agreement was approved and executed. The funding source for this project is the Local Roads and Streets Account. APPROVE AGREEMENT - MEMORIAL HEALTH SYSTEMS - ENCROACHMENT Mr. Caldwell stated that the Board is in receipt of an agreement between the City of South Bend and Memorial Health Systems, through Barnes & Thornburg, Attorneys at Law, 600 1' Source Bank Center, 100 North Michigan Street, South Bend, Indiana 46601. This agreement is for encroachment on the Main Street sewer. Mr. Bancroft, of Barnes & Thornburg, spoke to the Board on behalf of the project. He requested approval of the request. In the absence of Mr. Carl Littrell, P.E., City of South Bend, Mr. Caldwell made reference to a letter from Mr. Littrell where he recommended approval of the encroachment. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the agreement was approved and executed. APPROVE PROPOSAL - GRANT REQUEST FOR LEASING DOWNTOWN PARTNERSHIP Mr. Caldwell stated that the Board is in receipt of the above referenced proposal between the City of South Bend and the Center City Associates, Inc., 115 North Main Street, South Bend, Indiana. Mr. Caldwell noted that the proposal is not to exceed the lesser of $25,000.00 or the actual associated costs. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell, and carried, the proposal was approved and executed. Funding source for this project is the County Option Income Tax Fund - Set aside for the South Bend Downtown Partnership. APPROVE CHANGE ORDER NO 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT U.S. INDUSTRIAL PARK - BITUMINOUS PAVEMENTS CONSTRUCTION PHASE III - PROJECT NO. 99-79 Mr. Caldwell advise_ d that Rieth-Riley Construction Co., Inc. submitted Change Order No. 1 (Final) indicating that the contract amount be decreased by $3,307.12, for a new contract sum of $49,422.88. The Project Completion Affidavit indicating this new final cost was also submitted. Upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved, subject to the filing of the appropriate three-year Maintenance Bond. Funding for this project is the AEDA TIF. APPROVE CHANGE ORDER NO. 5 NORTH PUMPING STATION IMPROVEMENTS - PROJECT NO. 98-92 Mr. Caldwell advised that North America Construction submitted the above referenced change order, indicating that the contract amount be increased by $21,922.00, for a new contract sum of $6,176,596.00. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Change Order was approved. Funding for this project is Water Works Improvement Bond. APPROVE CHANGE ORDER NO.2-03.60-4 FOR LEIGHTON PLAZA FINISHES AND SITE - PROJECT NO. 97-57-7 Mr. Caldwell advised that L.L. Geans submitted the above referenced change order, indicating that the contract amount be increased by $10,029.74, for a new contract sum of $985,629.44. Upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the change order was approved. REGULAR MEETING Funding for this project is Leighton Plaza Bonds. DECEMBER 6, 1999 APPROVE CHANGE ORDER NO. 2-11.10-1 FOR LEIGHTON PLAZA - PLAZA PAVERS - PROJECT NO. 97-57-7 Mr. Caldwell advised that Casteel Construction Corporation submitted the above referenced change order, indicating that the contract amount be increased by $6,660.06, for a new contract sum of $249,660.06. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Change Order was approved. Funding for this project is Leighton Plaza Bonds. APPROVE CHANGE ORDER NO. 3 -03.70C-7 FOR LEIGHTON PLAZA CONCRETE WORK - PROJECT NO. 97-57-4 Mr. Caldwell advised that Casteel Construction Corporation submitted the above referenced change order, indicating that the contract amount be increased by $1,909.21, for a new contract sum of $1,912,927.04. Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the change order was approved. Funding for this project is Leighton Plaza Bonds. APPROVE CHANGE ORDERNO.3-06.50C-8 FOR LEIGHTON PLAZA PHASE III PARKING GARAGE STRUCTURE - PROJECT NO. 97-57-4 Mr. Caldwell advised that Casteel Construction Corporation submitted the above referenced change order, indicating that the contract amount be increased by $14,799.50, for a new contract sum of $968,607.98. Upon a motion made by Ms. Caldwell, seconded by Ms. Roemer and carried, the change order was approved. Funding for this project is Leighton Plaza Bonds. APPROVE CHANGE ORDER FOR PORTAGE AVENUE Mr. Caldwell advised that Business Districts, Inc. submitted the above referenced change order, indicating that the contract amount be increased by $1,295.15, for a new contract sum of $11,295.15. Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the change order was approved. Funding for this project is from Predevelopment Funds. APPROVE CHANGE ORDER NO. 3-15.10-2 FOR LEIGHTON PLAZA PARKING GARAGE STRUCTURE - PROJECT NO. 97-57-4 Mr. Caldwell advised that Apex Mechanical Contractor, Inc. submitted the above referenced change order, indicating that the contract amount be increased by $26,050.14, for a new contract sum of $455,574.14. In addition, the change order increased the completion time of the contract by 113 days, with the final completion date of February 28, 1999. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Change Order was approved. Funding for this project is Leighton Plaza Bonds. REQUEST FOR AUTHORIZATION TO DEMOLISH AND DISPOSE OF BLOWER ENGINES # 1 AND #2 Mr. Caldwell stated that the Board is in receipt of the above request from John Dillon, Environmental Services, in order to prepare the area for the installation of the new engine. They have a deadline of mid -January. Mr. Powell discussed the demolition and disposal, and said that this would normally be done by the contractor, but thought that doing it this way would be more appropriate. Therefore, upon motion made by Mr. Caldwell, and seconded by Mr. Powell, the request was approved, and the motion carried. Funding source for this project is Sewage Works - State Revolving Fund. PERMIT RENEWAL - INDUSTRIAL WASTEWATER DISCHARGE - PERMIT NO. SBO04:4 Mr. Caldwell stated that the Board is in receipt of the above referenced permit renewal from Environmental Services. The permit is for Allied Signal, Inc., for regulation of the discharge to the sewer from Allied Signal's groundwater remediation efforts. Mr. Caldwell noted that the application form and fee, which was already submitted is $600.00. Upon a motion made by Mr. Caldwell and seconded by Mr. Powell, the permit renewal was approved, and the motion carried. APPROVE RECOMMENDATION - ST. PATRICK' S DAY PARADE Mr. Caldwell advised that the Board is in receipt of the above recommendation from Shamrock Club, Inc. The parade received favorable recommendations from the Assistant City Attorney and Park Department, and is to take place on March 18, 2000. Therefore, Mr. Caldwell made motion to approve the recommendation. Ms. Roemer seconded the motion, which carried. 1 1 REGULAR MEETING DECEMBER 6, 1999 APPROVE REQUEST - RUBBISH AND GARBAGE REMOVAL SERVICE - 5319 LINDEN AVENUE Mr. Caldwell advised that the Board is in receipt ofthe above recommendation. The request received a favorable recommendation from the Code Enforcement. Ms. Roemer made motion to approve the recommendation. Mr. Powell seconded the motion, which carried. DENY REQUEST - RUBBISH AND GARBAGE REMOVAL SERVICE - 2730 PRAST BOULEVARD Mr. Caldwell advised that the Board is in receipt of the above request. The request received an unfavorable recommendation from the Code Enforcement. Mr. Caldwell moved to deny the request. Ms. Roemer seconded the motion, which carried. APPROVAL OF AGREEMENT - SASCO - PURCHASE OF STUDEBAKER PARTS INVENTORY Mr. Caldwell stated that the Board is in receipt of an agreement between the City of South Bend and SASCO, for the purchase Studebaker parts inventory. In the agreement, SASCO tendered an offer of $850,000.00 and obligated itselfto remove the inventory from the Studebaker building. Therefore, upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the agreement was approved and executed. APPROVE TITLE SHEET - FIELD POINT SUBDIVISION PHASE II - SECTION 3 Mr. Caldwell advised that the title sheet for the above referenced project was presented at this time for execution. Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the title sheet was approved and signed. APPROVE TRAFFIC CONTROL DEVICE - TWO SLOW MOVING TRAFFIC WARNING SIGNS - NIMTZ PARKWAY Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the following traffic control device was approved: INSTALLATION OF: Two slow moving traffic warning signs LOCATION: Nimtz Parkway across from 3912 West Cleveland road REMARKS: Due to increased traffic over the year APPROVE EXCAVATION BONDS Ms. Deb Martin, in the absence of Mr. Larry D. Spradlin, Sr., Engineer, Division of Engineering, recommended that the following Excavation and Contractor Bonds be approved as follows: EXCAVATION BONDS Alpine Construction, Inc. 18875 Paddington Lane South Bend, Indiana 46614 Jerry Zock dba Jerico 2311 Highland Avenue south Bend, Indiana 466.13 CONTRACTOR BONDS Jerry Zock dba Jerico 2311 Highland Avenue South Bend, Indiana 46613 Mr. Caldwell made a motion that the recommendation be accepted and that the Bonds be approved as outlined above. Mr. Powell seconded the motion which carried. REGULAR MEETING DECEMBER 6, 1999 DISCUSSION OF FUTURE BOARD OF PUBLIC WORKS MEETINGS - DECEMBER 27 1999 Due to the Christmas holiday, it was proposed that the December 27, 1999 meeting be moved to December 29, 1999, at its regular time of 9:30 a.m. Upon a motion made by Mr. Caldwell and seconded by Ms. Roemer, the proposed date change was approved. DISCUSSION OF FUTURE BOARD OF PUBLIC WORKS MEETINGS - JANUARY 4 1999 Due to the New Year's day holiday, it was proposed that the January 3, 2000 meeting be moved to January 4, 1999, at its regular time f 9:30 a.m. Upon a motion made by Ms. Roemer and seconded by Mr. Powell, the proposed date change was approved. APPROVE CLAIMS The following claims were submitted for approval: Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $1,206,623.31 Housing Consortium - $15, 215.00 Morris Performing Arts - $527,004.56 Bank One Trust/Roof Replacement Municipal Services Facility - $23,194.10 Workforce Development Services - Two totaling 330,413.59 Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the above claims were approved and the reports, as submitted were filed. 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 10:13 a.m. BOARD OF PUBLIC WORKS (:;_j 61 1 James R. Caldwell, President Lewis N. Powell, Member M. Catherine Roemer, M ber E