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Home My WebLink About12/29/99 Board of Public Works MinutesREGULAR MEETING DECEMBER 29 1999 The regular meeting of the Board of Public Works convened at 9:35 a.m. on Monday, December 29, 1999. The meeting was called to order by Board President James R. Caldwell, with Mr. Lewis N. Powell and Ms. M. Catherine Roemer present. Ms. Michelle Engle, Board Attorney, was absent. ADDITIONS TO THE AGENDA Mr. James Caldwell advised the Board that the following items should be added to the agenda: 8D - Construction Contract - Studebaker Corridor Property 92 Environmental Remediation - Project No. 99-74-4 9F - Project Completion Affidavit for Studebaker Corridor Property 92, Contract No. 1 - Asbestos & Lead Removal - Project No. 99-74 Ms. Roemer moved that the additions be made to the agenda. Mr. Powell seconded the motion, which carried. APPROVAL OF DECEMBER 20, 1999 MEETING MINUTES Upon a motion made by Ms. Roemer, and seconded by Mr. Powell, the December 20, 1999 minutes were approved. TRANSIENT MERCHANT'S LICENSE HEARING - KEVIN DAY - DAY FURS, INC. Today was the day set for the transient merchant's license hearing for the above mentioned business, with the intent to sale furs, leather, cashmere, shearlings, and outerwear. The date, time and place of the event is January 20 - 23, 2000, 10:00 a.m. - 8:00 p.m. (January 20 - 22, 2000) and 12:00 noon - 6:00 p.m. (January 23, 2000), at the Century Center. The license request received favorable recommendations from the Police Department, Fire Department, Building Commissioner and City Attorney. Neither Kevin Day nor a representative for him was present at the meeting. With no questions, comments or concerns from the public or Board, Mr. Caldwell closed the public hearing. Mr. Powell moved that the license be approved, and Ms. Roemer seconded the motion, which carried. TRANSIENT MERCHANT'S LICENSE HEARING - JEANETTE WINTON, MARKET_ PRO COMPUTER SHOWS, INC. Today was the day set for the transient merchant's license hearing for the above mentioned business, with the intent to sale computers and cellular telephones. The date, time and place of the event is January 2, 20 - 23, February 5 - 6, March 18 - 19, May 13, June 18, August 20, October 14 -15, and November 18 - 19, 2000, from 9:30 a.m. - 4:00 p.m. each day. The license request received favorable recommendations from the Police Department, Fire Department, Building Commissioner and City Attorney. Neither Jeanette Winton nor a representative for her was present at the meeting. Mr. Caldwell noted that this event has a larger date schedule than what is normally approved by the Board. Mr. Carl Littrell, P.E., responded that this is an event that occurs on a regular basis, and that there have been no past objections. Therefore, with no further questions, comments or concerns from the public or Board, Mr. Caldwell closed the public hearing. Ms. Roemer moved that the license be approved, and Mr. Powell seconded the motion, which carried. OPENING OF BIDS - ABANDONED VEHICLES This was the date set for receiving and opening sealed bids for the above referred to 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: STEVE BICE 21210 OSBORNE LAKEVILLE, INDIANA 46536 Number Red Tag # Make of Vehicle Year VIN 4 Bid 1 3526 Toyota 1978 RN32000192 $55.00 REGULAR MEETING STEVE & GENE'S AUTO SALVAGE GENE HANCZ 3169 GERTRUDE SOUTH BEND, INDIANA 46614 DECEMBER 29, 1999 Number Red Tag # Make of Vehicle Year V1N # Bid 1 4231 Dodge 1988 2B5WB71W8JK158829 $39.95 2 4233 Ford 1986 1FDEE14Y2GH828292 39.95 3 4238 Dodge 1986 2B5WB31W3GK594206 39.95 4 4232 Dodge 1987 2B5WB31T3HK290588 39.95 5 4237 Dodge 1980 B35KTAX139246 39.95 6 4235 Ford 1985 1FDEE14Y6FHB25460 39.95 7 4234 Dodge 1987 2B5WB31W2HK227640 39.95 8 4241 Dodge 1989 2B5WB35Z3KK403428 39.95 9 4230 Dodge 1988 2B5WB31W2JK163587 39.95 10 4242 Plymouth 1988 2P4FH21K1JR527515 39.95 11 5111 Dodge 1985 2B57KB33WXFK281817 39.95 12 3143 Chevy 1985 1GCDC14H3FF417195 39.95 13 3526 Toyota 1978 RN32000192 39.95 14 5160 Chevy 1971 CE1401110656 39.95 15 4220 Chevy 1985 lGlGZ37ZXFRI60829 39.95 16 3387 Kawasaki 1982 JKAKZFC14CB503247 29.95 OPENING OF QUOTES - LA SALLE AREA NEIGI4BORHOOD ASSOCIATION OLIVE STREET SIDEWALK, CURB, AND APPROACH REPAIRS -_ PROJECT NO. 99-71 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: Niles Concrete Sawing & Construction, Inc. Post Office Box 1299 Niles, Michigan 49120 Bid was signed by Daniel L. Kulwicki, Jr., President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: $50,669.60 Rieth-Riley Construction Co., Inc. Post Office Box 1775 South Bend, Indiana 46637 Bid was signed by Mark A. Nagle, Engineer/Estimator Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten percent (10%) Bid Bond was submitted BID: $59,979.00 1 1 x 3 W,t R 1 G 1 REGULAR MEETING DECEMBER 29, 1999 L.E. Barber 21200 East Napier Avenue South Bend, Indiana Bid was signed by Carolus.Berry, Estimator Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: $67,677.50 Kaser-Snraker Construction, Inc. 25487 West State Road 2 South Bend, Indiana 46619 Bid was signed by Daniel H. Kaser, Vice President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: $63,411.00 Northern Indiana Construction Co., Inc. Post Office 1333 Mishawaka, Indiana 46546 Bid was signed by David J. Walorski, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: $66,811.55 Mr. Caldwell moved to refer the bids for recommendation. Mr. Carl Littrell, P.E., said he would like to review for possible award today. Therefore, Mr. Powell moved to refer for necessary recommendation and Ms. Roemer seconded the motion, which carried. OPENING OF QUOTES - NEAR NORTHWEST PARTNERSHIP CENTER PORTAGE AVENUE SIDEWALK, CURB, AND APPROACH REPAIRS - PROJECT NO. 99-70 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: Niles Concrete Sawing & Construction, Inc. Post Office Box 1299' Niles, Michigan 49120 Bid was signed by Daniel L. Kulwicki, Jr., President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BASE BID: $37,719.80 BASE BID + ALTERNATE A: $45,707.40 fA i "# it -�" REGULAR MEETING Rieth-Riley Construction Co., Inc. Post Office. Box 1775 South Bend, Indiana 46637 Bid was signed by Mark A. Nagle, Engineer/Estimator, Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten percent (10%) Bid Bond was submitted BASE BID: $50,057.00 BASE BID + ALTERNATE A: $60,851.50 L.E. Barber 21200 East Napier Avenue South Bend, Indiana Bid was signed by Carolus Berry, Estimator Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BASE BID: $46,816.50 BASE BID + ALTERNATE A: $59,098.50 Kaser-Spraker Construction, Inc. 25487 West State Road 2 South Bend, Indiana 46619 Bid was signed by Daniel H. Kaser, Vice President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BASE BID: $53,636.00 BASE BID + ALTERNATE A: $65,161.00 Northern Indiana Construction Co., Inc. Post Office 1333 Mishawaka, Indiana 46546 Bid was signed by David J. Walorski, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BASE BID: $46,859.70 BASE BID + ALTERNATE A: $57,529.10 DECEMBER 29, 1999 Mr. Caldwell moved to refer the bids for recommendation. Mr. Carl Littrell, P.E., said he would like to review for possible award today. Therefore, Mr. Caldwell moved to refer for necessary recommendation and Ms. Roemer seconded the motion, which carried. AWARD BID - SODIUM CHLORIDE (ROCK SALT) Mr. Carl Littrell, City of South Bend Engineering, advised the Board that on December 20,1999, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Littrell recommends that the Board award the Indian Trucking Company, Post Office Box 540, Portage, Indiana 46368, in the amount of $ 29.80 per ton. 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 the General Fund, Sewage Fund and the Motor Vehicle Highway Fund. 1 1 REGULAR MEETING DECEMBER 29. 1999 APPROVE REQUEST TO REJECT BIDS AND RE -ADVERTISE - ONE NEW OR REFURBISHED PAINT MACHINE Mr. Caldwell advised that the Board is in receipt: of a request to reject bids for the above referenced equipment. The reason for the rejection is because the lowest bid exceeded the budgeted amount for this equipment. Therefore, upon a motion made by Ms. Roemer and seconded by Mr. Caldwell, the request was approved. Motion carried. APPROVE REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - HARDEE'S RESTAURANT DEMOLITION - PROJECT NO. A-01 In a memorandum to the Board, Mr. Carl Littrell, P.E., City Engineer, requested permission to advertise for the sale of bids for the above referenced project. The Redevelopment Commission owns the property and desires to clear the lot for future development. Therefore upon a motion made by Ms. Roemer, seconded by Mr. Powell, and carried, the request to advertise was approved. Funding for this project is through a Section 108 Loan. APPROVE CONSTRUCTION CONTRACT - LEIGHTON PLAZA BUILD -OUT LEASE UNITS 5 & 6 - PROJECT NO. 97-57-11 Mr. Caldwell advised that in accordance with the bid awarded on December 6, 1999, to Forsey Construction, Inc., 2018 Ironwood Circle, South Bend, Indiana 46601, in the amount of $64,000.00 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 were filed. Funding for this project is EDIT. APPROVE PROPOSAL - EAST BANK PROJECT AREA/DOWNTOWN SOUTH BEND Mr. Caldwell stated that the Board is in receipt of an Proposal between the City of South Bend and Public Consulting Team, in order to conduct a market housing market study to help in decision - making regarding construction of rental and purchase housing units. Mr. Caldwell noted that the proposal is in the amount of $7,500.00. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the proposal was approved and executed. APPROVE AGREEMENT - LINCOLN ELEMENTARY SCHOOL - AFTER SCHOOL INITIATIVE Mr. Caldwell stated that the Board is in receipt of a grant the After School Program at Lincoln Elementary School. Mr. Caldwell noted that the grant is in the amount of $2,415.00. Therefore, upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the grant was approved and executed. This grant is funded through the General Fund - Good Neighbors/Good Neighborhoods. APPROVE CONSTRUCTION CONTRACT - STUDEBAKER CORRIDOR PROPERTY 92 ENVIRONMENTAL REMEDIATION - PROJECT NO. 99-74-4 Mr. Caldwell advised that in accordance with the quote awarded on December 6, 1999, to Ritschard Brothers, Inc., 1204 West Sample Street, South Bend, Indiana 46619, in the amount of $36,589.00, for the above referenced project, a contract in said amount was submitted for Board approval. Upon a motion made by Mr. Caldwell, seconded by 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, APPROVE CHANGE ORDERNO.5 FOR SOUTHFIELD RESIDENTIAL LIFT STATION AND FORCE MAIN - PROJECT NO. 98-89 Mr. Caldwell advised that Atlas Excavating, Inc., 1270 Washington Avenue, Frankfort, Indiana 46041, submitted Change Order No. 5, indicating that the contract amount be increased by $225.01, for a new contract sum of $118,864.63. This change order is for time and material for removal of two each 8" ductile iron drops from the lift station. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the change order was approved. Funding for this project is Sewage Works. Al �_ (-h - REGULAR MEETING DECEMBER 29, 1999 APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT FOR SOUTHFIELD RESIDENTIAL LIFT STATION AND FORCE MAIN - PROJECT NO. 98-89 Mr. Caldwell advised that Atlas Excavating, Inc., 1270 Washington Avenue, Frankfort, Indiana 46041 submitted the Final Change Order for the above referenced project, indicating that the contract amount be decreased by $6,462.46, for a new contract sum of $112,402.17. In addition, the Project Completion Affidavit was submitted with this new final cost. Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the Final Change Order and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. Funding for this project is Sewage Works. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT FOR NORTHEAST PARTNERSHIP CENTER - SORIN STREET - PROJECT NO, 99-33 Mr. Caldwell advised that Niles Concrete Sawing & Construction, Inc., 2580 East Detroit Road, Detroit, Michigan 49120, submitted the Final Change Order for the above referenced project, indicating that the contract amount be decreased by $4,371.89, for anew contract sum of $69, 809.11. In addition, the Project Completion Affidavit was submitted with this new final cost. Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the Final Change Order and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. Funding for this project is Community Development Block Grant. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT FOR MCKINLEY & 271"COLFAX & TAMARAC TRAFFIC CALMING MEASURES - PROJECT NO. 99-68 Mr. Caldwell advised that L.E. Barber, Inc., 1200 East Napier Avenue, Benton Harbor, Michigan 49022, submitted the Final Change Order for the above referenced project, indicating that the contract amount be increased by $1,175.35, for a new contract sum of $10,396.60. This increase is due to removal and replacement of sidewalk to accommodate the existing driveway entrance. The Project Completion Affidavit was also submitted with this new final cost. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Final Change Order and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. Funding for this project is Local Roads and Streets Account. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT FOR 1999 GOOD NEIGHBORS/GOOD NEIGHBORHOODS - ZONE 5 - PROJECT NO. 99-02A Mr. Caldwell advised that L.E. Barber, Inc., 1200 East Napier Avenue, Benton Harbor, Michigan 49022, submitted the Final Change Order for the above referenced project, indicating that the contract amount be increased by $22,897.72, for a new contract sum of $71,678.72. This increase is for completion of applications that were submitted late. The Project Completion Affidavit was also submitted with this new final cost. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Final Change Order and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. Funding for this project is Local Roads and Streets Account. APPROVE PROJECT COMPLETION AFFIDAVIT FOR STUDEBAKER CORRIDOR PROPERTY 92 CONTRACT NO. 1- ASBESTOS AND LEAD REMOVAL - PROJECT NO.99- 74 Mr. Caldwell advised that Clean Air Systems, Inc., 23349 State Road 23 West, Post Office Box 3053, South Bend, Indiana 46614, submitted the Project Completion Affidavit, with a final contract cost of $23,545.00. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Project Completion Affidavit was approved subject to the filing of the appropriate three-year Maintenance Bond. Funding for this project is the Sample -Ewing TIF. APPROVE GRANT OF EASEMENT - SOUTH BEND ASSOCIATES LP Mr. Caldwell advised that the Board is in receipt of a grant of easement and encroachment of the public right-of-way, from South Bend Associates LP., for the installation of a garbage dumpster enclosure in DeRue Court. Mr. Caldwell requested that Mike Giulioni be notified that the money must be encumbered by December 31, 1999. Mr. Marco Marian said he would notify Mr. Giulioni. Therefore, upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the grant of easement was approved. 1 1 REGULAR MEETING DECEMBER 29, 1999 APPROVE RESOLUTION NO. 49-1999 - TRANSFER OF REAL PROPERTY FROM SOUTH BEND REDEVELOPMENT COMMISSION Mr. Caldwell advised that the Board Min receipt of the above mentioned resolution to transfer lots 27,28 and 32 inthe Southeast Neighborhood Redevelopment, Phase One, Section Three Subdivision, and the west forty feet in width and 152.83 feet in length of the lot numbered 5A of American Home Dreams Replat, previously lot numbered 70 in Haney's Addition. Marco Marianni, of Community and Economic Development brought in a deed of the property for recording. Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the resolution was approved. FILING OF CERTIFICATE OF INSURANCE Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the following Certificates of Insurance was accepted for filing: Herrman & Goetz, Inc., with Cassady Neeser & Brasseur as the insurance company. Ideal Consolidated, Inc., with Cassady Neeser & Brasseur as the insurance company, for all operations pertaining to the business of the insured. APPROVE BOARD OF PUBLIC WORKS 2000 MEETING DATES Mr. Caldwell advised that the Board is in receipt of the Board of Public Works meeting dates for the year 2000. Changes to the meeting schedule will only change if a holiday falls on Monday, or ifBoard members have a schedule change. Upon motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the following dates were approved: January: 4, 10, 17 and 24 April: 3, 10, 17 & 24 July: 3, 10, 17 & 24 October: 2, 9, 16, 23 & 30 February: 7, 14, 21 & 28 May: 1, 8, 15, 22 & 30 August: 7, 14, 21 & 28 March: 6,13, 20 & 27 June: 5, 12, 19 & 26 September: 5, 11, 18 & 25 November: 6, 13, 20 & 27 December: 4, 11, 18 & 26 APPROVE CLAIMS The following claims were submitted for approval: Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $1,008,123.13 St. Joseph Housing Consortium - Two: 1. $30,430.00 2. $5,331.21 Morris performing Arts Center - Total: $10, 831,187.40 Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, separate approval was given to all claims. PRIVILEGE OF THE FLOOR Mr. Roemer moved to add approval of the quote awards to the agenda, for LaSalle Area Neighborhood Association Olive Street Sidewalk, Curb, and Approach Repairs - Project No. 99-71 and Near Northwest Partnership Center Portage Avenue Sidewalk, Curb, and Approach Repairs - Project No. 99-70. Ms. Caldwell seconded the motion for the additions to the agenda. The motion carried. AWARD QUOTE - LASALLE AREA NEIGHBORHOOD ASSOCIATION OLIVE STREET SIDEWALK, CURB, AND APPROACH REPAIRS - PROJECT NO. 99-71 Mr. Carl P. Littrell, Director, Division ofEngineering, advised the Board that on December 29, 1999, quotes were received and opened for the above referenced project. After reviewing those quotes, Mr. Littrell recommends that the Board award the. contract to Niles Concrete Sawing and Construction, Post Office Box 1299, Niles, Michigan 49120, the amount of $50,669.60. Therefore, Ms. Roemer made a motion that the recommendation be accepted and the bids be awarded as outlined above. Mr. Caldwell seconded the motion which carried. REGULAR MEETING DECEMBER 29, 1999 AWARD ' OUOTE - NEAR NORTHWEST PARTNERSHIP CENTER PORTAGE AVENUE SIDEWALK, CURB, AND APPROACH REPAIRS - PROJECT NO. 99-71 Mr. Carl P, Littrell, Director, Division of Engineering, advised the Board that on December 29, 1999, quotes were received and opened for the above referenced project. After reviewing those quotes, Mr. Littrell recommends that the Board award the contract to Niles Concrete Sawing and Construction, Post Office Box 1299 Niles, Michigan 49120, the amount of $45,707.40. Therefore, Ms. Roemer made a motion that the recommendation be accepted and the bids be awarded as outlined above. Mr. Caldwell seconded the motion which carried. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the meeting adjourned at 10:04 a.m. BOARD OF PUBLIC WORKS 4es. well, President Lewis N. Powell, Member M. tailierine Roemer, M ber .TTEST, L. Wines/Clerk I I