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HomeMy WebLinkAbout01/12/98 Board of Public Works Minutes• REGULAR MEETING JANUARY 12, 1998 The regular meeting of the Board of Public Works was convened at 9:43 a.m. on Monday, January 12, 1998, by Board Member James R. Caldwell, with Mr. Carl P. Littrell and Ms. M. Catherine Roemer present. Also present was Board Attorney Michelle Engel. Mr. Larry Gooden, junior at Adams High School, was also present to observe the meeting. AGENDA ITEM ADDED Upon a motion made by Mr. Caldwell, seconded by Mr. Littrell and carried, Resolution No. 2-1998 was added to the agenda. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the minutes of the regular meeting of the Board held on January 5, 1998, were approved. OPENING OF BIDS - ONE (1) MORE OR LESS ELECTRIC POWERED GOLF CART This was the date set for receiving and opening of sealed bids for the above referred to equipment. 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: QUALITY LAWN AND TURF L.L.C. 22822 Lincolnway West South Bend, Indiana Bid was signed by Mr. Phil Steere Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Security was submitted ma Qty. Description Unit Price Amount Option 1 4 Gator 4X2 gas Powered Carry -All Utility Cart $4,716.00 $18,864.00 HOOSIER SPORT, LTD. 59561 Market Street South Bend, Indiana 46614 Bid was signed by Mr. Mark J. Malstaff, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Security was submitted I: IG Qty. Description Unit Price Amount Golf Car 1 P4E XP Plus without trade-in $2,949.00 Golf Car 1 P4E XP Plus with (1) trade-in $1,995.00 Option 1 4 GU4 Gas Utility W/Cargo Box $3,949.00 $15,796.00 Option 2 _[TOTAL G4S Classic Gas With Polar Bar $3,849.00 $ 7,698.00 with Trade -In $25,489.00 1 1 1 005 REGULAR MEETING JANUARY 12, 1998 PROFESSIONAL GOLFCAR CORPORATION Highway 37 Bypass at Fullerton Pike Post Office Box 250 Bloomington, Indiana 47402-0250 Bid was signed by Mr. George Reed, III - President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted ma Quantity Description Net Price Amount 50 1998 E-Z-Go TXT Electric $3,250.00 $162,500.00 Golf Car 40 (Less Trade -In) 1994 E-Z-Go Medalist $1,800.00 $ 72,000.00 Electric . Option 1 (4) 1998 E-Z GO Workhorse $4,850.00 $ 19,400.00 Turf Vehicle Option 2 (2) 1998 E-Z-Go Refresher $5,925.00 $ 11,850.00 Beverage Vehicle CLUB CAR INC. 3905 Vincennes Road, Suite 303. Indianapolis, Indiana 46268 Bid was signed by Mr. Michael Metzger, Territory Sales Manager Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed. Ten per cent (10%) Bid Security was submitted Quantity Description Unit . Amount 50 1998 DS Electric Golf Car $2,604.00 $130,200.00 4 1998 Carry -All Gas Powered ' $4,197.43 $ 16,789.73 Pickup Utility Vehicle 2 1998 Carry All Gasoline $4,673.44 ' $ 9,346.88 _Powered Pickup Vehicle w/Refreshment Center TOTAL $156,336.61 40 1994 EZ-Go Electric Trade- $134,336.61 In Upon a motion made by Mr. Caldwell, seconded by Mr. Littrell and carried, the above bids were referred to the Division of Equipment Services for. review and recommendation. REGULAR MEETING JANUARY 12. 1998 APPROVE REQUEST TO REJECT BID In a letter to the Board, Ms. Kathleen Dempsey, Director, Department of Code Enforcement, requested permission to reject the single bid for the vehicle salvage storage, which was opened by the Board of Public Works at its December 29, 1997 meeting. Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the request was approved. APPROVE REQUEST TO PURCHASE ONE (1) ADDITIONAL CARGO VAN In a letter to the Board, Mr. Matthew Chlebowski, Director, Equipment Services, requested permission to purchase one (1) additional 1997 full size one ton cargo van for use by the Department of Code Enforcement Animal Control Division. The total purchase price from Gates Chevrolet, 401 South Lafayette, South Bend, Indiana is $22,500.00. Funding for this unit will come from the 1997 Capital Budget Fund. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the request was approved. APPROVE CHANGE ORDER - MEGHAN BEELER COURT - PROJECT NO 97-83 Mr. Caldwell advised that Mr. Toy Villa, Public Construction Manger, has submitted Change Order No. 2 on behalf of Youngs Excavating, Inc., 50563 Dusty Trail Court, Granger, Indiana indicating that the Contract amount be increased $5,010.50 for a new Contract sum including this Change Order in the amount of $410,849.62. Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the Change Order was approved. APPROVE CHANGE ORDER - BOWMAN CREEK SEWER IMPROVEMENTS DAYTON STREET TO DUBAIL STREET - PROJECT NO. 95-120 Mr. Caldwell advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 1 on behalf ofHRP Construction, Inc., Post Office Box 266, South Bend, Indiana indicating that the Contract amount be increased $13,958.39 for a new Contract sum including this Change Order in the amount of $257,721,55. Upon a motion made by Mr. Littrell, seconded by Mr. Caldwell and carried, the Change Order was approved. APPROVE CHANGE ORDER - IRONWOOD WIDENING PROJECT - PROJECT NO. 96-25 Mr. Caldwell advised that Mr. Darrell Baker, Project Engineer, has submitted Change Order No. 2 on behalf of Small Inc., 25190 State Road 4, North Liberty, Indiana, indicating that the Contract amount be decreased $345.26 for a new Contract sum including this Change Order by in the amount of $1,065,802.91. Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the Change Order was approved. APPROVAL OF CONTRACT - VEHICLE STORAGE Mr. Caldwell stated that the Board is in receipt of a Contract between the City of South Bend and Super Auto Salvage, 3300 South Main, South Bend, Indiana, for storage of abandoned vehicles at 3300 South Main Street, South Bend, Indiana, from January 1, 1998 through December 31, 1998. Mr. Caldwell noted that the Contract is in the amount of $6,000.00 per year. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the Contract was approved and executed. APPROVAL OF ESCROW AGREEMENT - LEIGHTON PLAZA PHASE II - ELEVATORS - PROJECT NO. 97-57-4 Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend, Cavinder Elevators, Inc., 2712 Western Avenue, South Bend, Indiana and First Source Bank, South Bend, Indiana, for the above referred to project. Therefore, upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the Agreement was approved and executed. APPROVE COMMUNITY DEVELOPMENT ADDENDUM The following Community Development Addendum was presented to the Board for approval: Housing Development Corporation Addendum II Increase 1997 program from $70,000 to $100,000 Upon a motion made by Mr. Littrell, seconded by Mr. Caldwell and carried, the above referred to • • REGULAR MEETING JANUARY 12, 1998 Addendum was approved and executed. Ms. Roemer abstained from voting on this agenda item, as she is a Board member of Housing Development Corporation. APPROVAL OF AMENDMENT NO. 1 TO AGREEMENT SECONDARY CLARIFICATION IMPROVEMENTS. Mr. Caldwell stated that the Board is in receipt of an Amendment to an Agreement between the City of South Bend and Triad Engineering, 300 North Michigan, South Bend, Indiana, for changes in the design parameters in order to the meet the requirements of the twenty-year facilities plan. Mr. Caldwell noted that the Amendment is in the amount of $60,600.00, for a total net Agreement of $374, 1 00.00.'Therefore, upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the Amendment was approved and executed. ADOPT RESOLUTION NO. 1-1998 TRANSFER OF ONE (1) VEHICLE FROM THE WATER WORKS TO THE DIVISION OF ENGINEERING ^ Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 1-1998 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS FOR THE TRANSFER OF ONE (1) VEHICLE FROM THE SOUTH BEND WATER WORKS TO THE SOUTH BEND DIVISION OF ENGINEERING WHEREAS, I.C. 36-1-11-8 governs the exchange of property by the City with another governmental entity; and WHEREAS, the City of South Bend Water Works owns the following vehicle which is obsolete and no longer suited for use in the motor vehicle fleet of the Department ONE (1) 1993 CHEVROLET CAVALIER #1G1JC5447P7301350 and WHEREAS, the City of South Bend Division of Engineering is in need of this vehicle to add to its motor vehicle fleet and seeks the transfer by the South Bend Water Works to it of said vehicle; and WHEREAS, it is the desire of the South Bend Water Works to transfer said vehicle to the City of South Bend Division of Engineering. NOW. THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend the transfer to the Division of Engineering of the one (1) vehicle as indicated above. ADOPTED this 12th day of January, 1998. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/James R. Caldwell, President s/Carl P. Littrell, Member s/M. Catherine Roemer, Member ATTEST: s/Angela K. Jacob, Clerk ADOPT RESOLUTION NO. 2-1998 - DISPOSAL OF CITY -OWNED PROPERTY Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the following Resolution was adopted by the Board of Public Works: • • s REGULAR MEETING JANUARY 12, 1998 RESOLUTION NO. 2-1998 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY WHEREAS, it has been determined by the Board of Public Works that the following property is unfit for the purpose for which it was intended and is no longer needed by the City of South Bend: 1,700 RED THEATER CHAIRS, MORRIS CIVIC WHEREAS, Indiana Code 36-1-11-6(c) permits and establishes procedure for disposal of personal property which is unfit for the purpose for which it was intended and which is no longer needed by the City. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that the items listed above are no longer needed by the City; are unfit for the purpose for which they were intended and -have an estimated value of less. than five thousand dollars ($5,000.00). BE IT FURTHER RESOLVED, that said items may be transferred or sold at public auction or private sale, without advertising. However, if the property is deemed worthless, such may be demolished or junked. ADOPTED this 12th day of January, 1998. BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA s/James R. Caldwell, President s/Carl P. Littrell, Member s/M. Catherine Roemer, Member ATTEST: s/Angela K.-Jacob, Clerk APPROVAL OF RECOMMENDATION - TO CONDUCT SOUTH BEND LIONS CLUB BIKE RIDE Mr. Caldwell stated that favorable recommendations have been received by the Division of Engineering, Police Department and the City Attorney's office, in reference to a request as submitted by Mr. Robert Myers, 51456 U.S. 31 North, South Bend, Indiana to conduct the above referred to bike ride, on Sunday, September 13, 1998, beginning at 8:00 a.m., on the designated route as submitted.' Upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVE IRREVOCABLE STANDBY LETTER OF CREDIT Mr. Larry D. Spradlin, Sr., Engineer, Division of Engineering, submitted the following Irrevocable Standby Letter of Credirto the Board and recommended approval: IRREVOCABLE STANDBY LETTER OF CREDIT NO. ISSUED BY: FOR: AMOUNT: EXPIRES: S 1846-703 First Source Bank Emerson Forest - Access Road, (Irvington Street east of Locust Road) $8;206.00 December- 19, 1998 1 REGULAR MEETING IMPROVEMENT: h JANUARY 12. 1998 Unimproved portion of street and curb on Irvington Street east of Locust Road Mr. Littrell made a motion that the Letter of Credit, as outlined above, be approved. Ms. Roemer seconded the motion which carried. APPROVE IRREVOCABLE STANDBY LETTER OF CREDIT Mr. Larry D. Spradlin, Sr., Engineer, Division of Engineering, submitted the following Irrevocable Standby Letter of Credit to the Board and recommended approval: IRREVOCABLE STANDBY LETTER OF CREDIT NO. S1844-702 ISSUED BY: First Source Bank FOR: Emerson Forest - Section One AMOUNT: $33,919.00 EXPIRES: December 19, 1998 IMPROVEMENT: Unimproved portion of street, sidewalk and street lighting in Emerson Forest Subdivision, Section One. Mr. Littrell made a motion that the Letter of Credit, as outlined above, be approved. Ms. Roemer seconded the motion which carried. APPROVE WASTEWATER DISCHARGE PERMIT In a Memorandum to the Board, Mr. Ken Zmudzinski, Pretreatment Coordinator, Division of Environmental Services, submitted the following Wastewater Discharge Permit and recommended approval: 1. Edcoat Limited Partnership 30350 Edison Road New Carlisle, Indiana 46552 Upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the Wastewater Discharge Permit was approved. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Littrell, seconded by Mr. Caldwell and carried, the following two (2) traffic control devices were approved: Removal - Handicap Sign 1159 East Fox Signs no longer needed Removal - Handicap Sign 1426 North College Signs no longer needed FILING OF CERTIFICATE OF INSURANCE Upon a motion made by Mr. Caldwell, seconded by Mr. Littrell and carried, the following Certificate of Insurance was accepted for filing: Merrell Enterprises, Inc./Merrell Bros., Inc. 4351 N. 900 W. Kokomo, Indiana 46901 olo REGULAR MEETING JA`NUARY• 12. 1998 . APPROVE CLAIMS Ms. M. Catherine Roemer,'City Controller, submitted claims in"the amount of $1,445,443.92 dated January 12, 1998 and recommended approval. Additionally, Mr. 7uan Manigault, Executive Director, WDS of Northern Indiana, submitted three (3) lists containing claims in the amount of $262,100.98, $31,543.71 arid- $132,537.61 and recommended approval. Ms. Roemer made a motion that the claims- be approved and the reports as submitted be filed. Mr. Littrell seconded the -motion which carried. PRIVILEGE OF THE FLOOR Mr. Mark Malstaff, Hoosier Sport, Ltd., was present, and stated that his company did not appear to be .the lowest bidder in today's bid opening, and that he would like the City to consider that his business is local and in the area. 'Mt-. Littrell replied that the Board is bound by Statutes to approve and award to the lowest and best bid which meets the specifications. ADJOURNMENT ` There being no further business to come before. the. Board, upon a motion made by Mr. Caldwell, seconded by Ms. Roemenand carried, the meeting adjourned at f0:03-a.m.. . ATTEST: } e Angela -Jacob, Cl rk BOARD OF PUBLIC WORKS 1 ames aldwell, President Carl P. Littrell, Member M. Catherine Roemer, Member 1 1