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HomeMy WebLinkAbout12/20/99 Board of Public Works MinutesREGULAR MEETING DECEMBER 20, 1999 The regular meeting of the Board of Public Works convened at 9:35 a.m. on Monday, December 20, 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: 6C - Final Change Order and Project Completion Affidavit - 1999 Good Neighbors/Good Neighborhoods - Zone 5 - Project No. 99-02A Mr. Caldwell moved that the addition be made to the agenda. Mr. Powell seconded the motion, which carried. APPROVAL OF DECEMBER 13. 1999 MEETING MINUTES Upon a motion made by Ms. Roemer, and seconded by Mr. Powell, the December 13, 1999 minutes were approved. TRANSIENT MERCHANT'S LICENSE HEARING - CENTRE TOWNSHIP LIONS CLUB Today was the day set for the transient merchant's license hearing for the above mentioned club, for the sale of Christmas trees in the open lot next to Wards, at Scottsdale Mall. The date of the sale is from November 27 - December 25, 1999. Mr. Caldwell noted that this is an annual sale of trees, which is already in progress. The licence received favorable recommendations from the Police Department, Fire Department and Building Commissioner. There was no representation from the Centre. With no comments from the meeting attendants, the public portion ofthe hearing was closed. Therefore, upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the request for a transient merchant's license was approved. TRANSIENT MERCHANT'S LICENSE HEARING - EDWARD HESTON Today was the day set for the transient merchant's hearing for Edward Heston, for the sale of Christmas trees at 4215 South Michigan Street. The date of the sale is from November 25 - December 25, 1999. The licence received favorable recommendations from the Police Department, Fire Department and Building Commissioner. There was no representation for Mr. Heston. With no comments from the meeting attendants, the public portion of the hearing was closed. Therefore, upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the request for a transient merchant's license was approved. OPENING OF BIDS - SODIUM CHLORIDE (ROCK SALT) 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: Indian Trucking Company Post Office Box 540 Portage, Indiana 46368 Bid was signed by Timothy L. Decker, Branch Sales Manager Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: $29.80 per ton x total aggregate maximum order, 10,000 tons $298,000.00 - Total bid Amount REGULAR MEETING DECEMBER 20, 1999 Morton Salt 100 North Riverside Plaza Chicago, Illinois 60606-1597 Bid was signed by Thomas J. Butler, Government Business Manager Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten percent (10%) Bid Bond was submitted BID: $31.50 per ton x total aggregate maximum order, 10,000 tons $315,000.00 - Total Bid Amount Cargill Incorporated - Salt Division 24950 Country Club Boulevard/Suite 450 North Olmsted, Ohio 44070 Bid was signed by Christine M. Remner, Bid Coordinator Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten percent (10%) Bid Bond was submitted BID: $35.36 x Total aggregate maximum order, 10,000 tons $353,600.00 - Total Bid Amount IMC Salt Inc. 8300 College Boulevard Overland Park, Kansas 66210 Bid was signed by Amy Reed, Sales Manager Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten percent (10%) Bid Bond was submitted BID: $30.00 per ton x Total aggregate maximum order, 10,000 tons $300,000.00 - Total Bid Amount Ultrich Chemical Inc. 3111 North Post Road Indianapolis, Indiana 46226 Bid card returned with "no bid" written on it. Ms. Roemer moved to refer the bids for recommendation. Mr. Powell seconded the motion, which carried. OPENING OF BIDS - ONE (1) NEW OR REFURBISHED PAINT MACHINE 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: EZ-Liner Industries 1900 Albany Place South Post Office Box 223 Orange City, Iowa 51041 Bid was signed by Rob Krommendyk, Truck Sales and Service Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: $114,624.00 - New Paint Machine 1 1 1 REGULAR MEETING Linear Dynamics Inc. 79 Montgomery Street Montgomery, Pennsylvania 17752 Bid was signed by Anthony Vellam, Vice President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten percent (10%) Bid Bond was submitted BID: $136,000.00 - New Paint Machine (Main Bid) $130,000.00 - New Paint Machine (Alternate Bid) Ennis Paint, Inc. Box 51, Casper Mtn. Rte. Casper, Wyoming 82601 Bid card returned with "no bid" written on it. DECEMBER 20, 1999 Mr. Caldwell moved to refer the bids for recommendation. Mr. Powell seconded the motion, which carried. AWARD BID - SEWER LINING PROGRAM - PROJECT NO. 99-08 - NETWORK 1 Mr. Carl Littrell, City of South Bend Engineering, advised the Board that on December 9,1999, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Littrell recommends that the Board award the Network one to Pro Form Pipelining Company, 226 South Elder, Mishawaka, Indiana, in the amount of $44,056.00. 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. Funding for this project is through the Sewage Works. AWARD BID - SEWER LINING PROGRAM - PROJECT NO. 99-08 - NETWORKS 2 & 3 Mr. Carl Littrell, City of South Bend Engineering, advised the Board that on December 9,1999, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Littrell recommends that the Board award the Networks two and three to Insituform Technologies USA, 12897 Main Street, Lemont, Illinois 60434, in the amounts of. network 2 - $125,006.00 and network 3 - $66,234.00. 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 for this project is through Sewage Works. AWARD BID - SEWER LINING PROGRAM - PROJECT NO. 99-08 - NETWORK 4 Mr. Carl Littrell, City of South Bend Engineering, advised the Board that on December 9, 1999, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Littrell recommends that the Board award Network four to Pro Form Pipelining Company, 226 South Elder, Mishawaka, Indiana, in the amount of $245,642.00. Therefore, Mr. Caldwell made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Roemer seconded the motion which carried. Funding for this project is through the Sewage Works. APPROVE AGREEMENT - WESTERN AVENUE STEERING COMMITTEE 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. REGULAR MEETING DECEMBER 20. 1999 APPROVE AGREEMENT -BUREAU OF HOUSING -1999 AFFORDABLE LOAN PROGRAMS Mr. Caldwell stated that the Board is in receipt of an agreement between the City of South Bend and the Bureau of Housing for the 1999 Affordable Loan Programs. The agreement is in the amount of $250,000.00. Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the agreement was approved and executed. Funding for this agreement is through the CDBG. APPROVE AGREEMENT - COMMUNITY HOMEBUYER CORPORATION Mr. Caldwell stated that the Board is in receipt of an agreement between the City of South Bend and the Bureau of Housing for the 1999 Forgivable Second Mortgage. The agreement is in the amount of $300,000.00. Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the agreement was approved and executed. Ms. Roemer abstained. Funding for this agreement is through the CDBG. APPROVE AGREEMENT - PURCHASE OF RETIRED SOUTH BEND POLICE CANINE UNIT POLICE DOG Mr. Caldwell stated that the Board is in receipt of an agreement between the Board of Public Works of the City of South Bend and Mr. Jeffrey Rynearson for the sale of a dog registered as Cliff. The agreement is in the amount of $1.00 plus all expenses incurred in connection with the dog by the South Bend Police Department since the dog's retirement date. The buyer agrees to indemnify and hold the City harmless from claims, suits or other actions arising out of the actions of the dog after Mr. Rynearson purchases it. Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the agreement was approved and executed. APPROVE PROPOSAL - RAMP REPAIR OF COLFAX AVENUE PARKING GARAGE Mr. Caldwell stated that the Board is in receipt of a request for permission to contract Paul Fujawa Engineers, Inc. to prepare plans and specifications, and observation for the Colfax Avenue parking garage. The total amount of the contract is for $4,750.00, with an additional $72.00 per hour for any additional engineering time. Mr. Caldwell questioned Mr. Carl Littrell, City Engineer, on whether there is a cap to the dollar amount. Mr. Littrell responded that this would be part of an amendment. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, permission was given to contract Paul Fujawa Engineers, Inc., and the agreement was approved and executed. Funding for this project is through the Public Works General Fund. APPROVE THREE-YEAR LEASE Mr. Caldwell advised that the Board is in receipt of a letter from Mr. Donald F. Fozo, C.B.O., Building Commissioner, requesting approval of a three-year lease for his Impala Sedan. The lease agreement is for $22,206.00. Therefore, upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the lease agreement was approved. Funding for this lease is from the Building Department Enterprise Fund. CHANGE ORDER NO. 5 FOR LEIGHTON PLAZA, PROJECT NO. 97-57-4 Mr. Caldwell advised that Triad Engineering Incorporated submitted the above referenced change order, indicating that the contract amount be increased by $3,090.00 for support for the general conditions of the Leighton Plaza construction agreement. The new contract cost is listed as $143,337.00. Therefore, upon a motion made by Mr. Caldwell, seconded by Mr. Roemer and carried, the change order was approved. The funding source for this project is the Leighton Plaza Bonds. CHANGE ORDERNO. I FORENGINEERING SERVICES -REMOVAL OF CONTAMINATED SOIL AND GROUNDWATER - TRIAD ENGINEERING INCORPORATED Mr. Caldwell advised that Triad Engineering Incorporated submitted the above referenced change order, indicating that the contract amount be increased by $29,600.00 due to the necessity to reinstall recovery wells because the first two did not sufficiently lower the water. The change order listed a new contract cost of $54,700.00. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the change order was approved. The funding source for this project is the Sewage Works. REGULAR MEETING DECEMBER 20, 1999 Mr. Caldwell advised that the Board is in receipt of the final inspection and project completion affidavit for the above referenced project, indicating that the contract amount be increased by $22,897.72, with a final contract amount of $71,678.72. The purpose of the increase request is due to poor response of the first round applicants, a second notice to 30 applicants, with poor response, and a final decision to allow previous late applicants to submit new applications, with payment. Ms. Engel did not recommend approval of the change, stating that this is not the purpose of a change order (to change the scope of a project). Ms. Roemer asked if we have money already encumbered to cover this cost. Mr. Caldwell moved that this change order be tabled until the Board can determine whether there are available funds. Mr. Powell seconded the motion, which carried. Funding for this project is from the General Fund, Cumulative Capital Improvement Fund and payments from homeowners. FILING OF CERTIFICATE OF INSURANCE Upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the following Certificate of Insurance was accepted for filing: Torok Excavation Inc., with Smessaert Insurance Associates, Inc. as the insurance company. FILING OF CERTIFICATE OF INSURANCE Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the following Certificate of Insurance was accepted for filing: Memorial Health System Inc. with Cassady Neeser & Barasseur as the insurance company, for all operations of the insured. APPROVE TITLE SHEET - NEAR NORTHWEST PARTNERSHIP CENTER - PROJECT NO. 99-70 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. Powell, seconded by Ms. Roemer and carried, the title sheet was approved and signed. APPROVE TITLE SHEET - LA SALLE AREANEIGHBORHOOD ASSOCIATION - PROJECT NO. 99-71 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 EXCAVATION BONDS Ms. Deb Martin, in the absence of Mr. Larry D. Spradlin, Sr., Engineer in the Division of Engineering, recommended approval of the following excavation bonds: Indiana & Michigan Concrete Co. 26007 U.S. 12 Edwardsburg, Michigan 49112 John Freidline 918 East Jefferson Boulevard South Bend, Indiana 46617 Mr. Caldwell made a motion that the recommendation be accepted and the bond be approved as outlined above. Ms. Roemer seconded the motion, which carried. REGULAR MEETING DECEMBER 20, 1999 APPROVE EXCAVATION BONDS Ms. Deb Martin, in the absence of Mr. Larry D. Spradlin, Sr., Engineer in the Division of Engineering, recommended approval of the following excavation bond: Bob Frame Plumbing & Heating, Inc. 60587 U.S. 3 South South Bend, Indiana 46514 Mr. Caldwell made a motion that the recommendation be accepted and the bond be approved as outlined above. Mr. Powell seconded the motion, which carried. APPROVE EXCAVATION BONDS Ms. Deb Martin, in the absence of Mr. Larry D. Spradlin, Sr., Engineer in the Division of Engineering, recommended approval of the following excavation bond: Slutsky-Peltz Plumbing, Heating & Air Conditioning 844 South Rush Street South Bend, Indiana 46601 Mr. Caldwell made a motion that the recommendation be accepted and the bond be approved as outlined above. Ms. Roemer seconded the motion, which carried. APPROVE CLAIMS The following claims were submitted for approval: Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $1,876,128.09 Workforce Development Services - Two totaling $680,377.24 St. Joseph Housing Consortium - Two totaling $89,279.37 Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, separate approval was given to all claims. 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 10:00 a.m. ATTEST: Judie L. Jones, Clerk BOARD OF PUBLIC WORKS J mes R. Ca ell, President Lewis N. Powell, Member M. atherine Roemer, Member