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Home My WebLink About02/02/98 Board of Public Works Minutes029 REGULAR MEETING FEBRUARY 2, 1998 The regular meeting of the Board of Public Works was convened at 9:40 a.m. on Monday, February 2, 1998, by Board President James R. Caldwell, with .Mr. Carl P. Littrell and Ms. M. Catherine Roemer present. Also present was Board Attorney Michelle Engel. AGENDA ITEMS ADDED/STRICKEN Upon a motion made by Mr. Littrell, seconded by Mr. Caldwell and carried, a Bid Award for golf carts and a Release of Easement were added to the agenda; the Miami Road Sanitary Sewer Bid Award was stricken from 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 26, 1998, were approved. AWARD BID - BROADWAY STREET SIDEWALK AND CURB REPAIRS - PROJECT NO. 97- 102 Mr. Carl P. Littrell, Director, Division of Engineering, advised the Board that on December 22, 1997, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Littrell recommends that the Board award the contract to L.L. Geans and Sons, Inc., 1923 North Home Street, Mishawaka, Indiana in the amount of $40,641.86. Mr. Littrell stated that funding will come from the Tax Increment Financing. Therefore, Mr. Littrell made a motion that the recommendation be accepted and the bid be awarded as .outlined above. Ms. Roemer seconded the motion which carried. TABLE BID AWARD - GOLF CARTS Mr. Matthew Chlebowski, Director, Division of Equipment Services, advised the Board that on January 12, 1998, bids were received and opened for the above referred to equipment. After reviewing those bids, Mr. Chlebowski recommends that the Board award the contract to Professional Golf Corporation, Post Office Box 250, Bloomington, Indiana, in the amount of $107,900.00. Mr. Michael Metzger, Club Car, Inc., 3905 Vincennes Road, Indianapolis, Indiana, was present, and objected to the bid award. Mr. Metzger stated that he submitted a bid which met the specifications, and that Professional Golf Corporation did not meet specs. Mr. Chlebowski stated that the specifications were written as to what would work the best. Club Car was the only dealer who bid a 48 volt system. EZ-Go bid a 36 volt system, which after being reviewed, meets the requirements. Mr. Chad Kilmer and Matt reviewed the bids, and the difference in cost was $17,000.000. EZ-Go is the lowest bid and the 36 volt system is equal to the 48 volt system. Mr. Metzger disagreed and stated that the voltage systems are not the same. The specifications were written to 48 volt system. He supplies a 36 volt system, but did not bid it. Therefore, Mr. Caldwell made a motion that the bid award be tabled. Ms. Roemer seconded the motion which carried. APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT - PLEASANT STREET SEWER - PROJECT NO. 97-120 Mr. Caldwell advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 1 (Final) on behalf of Underground Services, 225 South Lafayette, South Bend, Indiana, indicating that the contract amount be increased by $540.00 for a new contract sum including this Change Order in the amount of $46,100.00. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Mr. Littrell, seconded by Mr. Caldwell 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. APPROVE CONSTRUCTION CONTRACT - LEIGHTON PLAZA - PHASE III - BID PACKAGE 3-14.10 - ELEVATORS - PROJECT NO. 97-57-4 Mr. Caldwell advised that in accordance with the bid awarded on December 22, 1997, to Cavinder Elevators, Inc., 2712 Western Avenue, South Bend, Indiana, in the amount of $198,730.00 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Mr, Caldwell, seconded by Mr. Littrell and carried, the Contract was approved and the appropriate Certificate of Insurance, Performance Bond and Labor and Materials Payment Bond 030 REGULAR MEETING as submitted were filed. FEBRUARY 2, 1998 APPROVE COMMUNITY DEVELOPMENT ADDENDA The following Community Development Addenda were presented to the Board for approval: Center City Associates Addendum I - CCA Building Rehab Extends 1997 contract through April 30, 1998 Neighborhood Housing Addendum III - Extends 1997 contract Services Chalfant/Bissell/Sorin through June 30, 1998 Revitalization, Phase III Legal Services Addendum I - Neighborhood Extends 1997 Contract Mediation Project through April 30, 1998 Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the Addenda for Center City Associates and Legal Services were approved and executed. Upon a motion made by Mr. Littrell, seconded by Mr. Caldwell and carried, the Neighborhood Housing Services Addendum was approved. Ms. Roemer abstained, as she is a Board Member of Neighborhood Housing Services. APPROVAL OF AGREEMENT - CINCINNATI BELL LONG DISTANCE - POINT TO POINT Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and Cincinnati Bell Long Distance, 6602 West Clark Drive, South Bend, Indiana, for a four (4) wire analog data circuit, which will connect the South Bend Communications Center with the Indiana State Police. The contract is for two (2) years. Mr. Caldwell noted that the Agreement is in the amount of $382.29 per month. Therefore, upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the Agreement was approved and executed. APPROVAL OF ESCROW AGREEMENT - LEIGHTON PLAZA - PHASE III - BID PACKAGES 3-15.10 AND 3-15.30 - PLUMBING AND MECHANICAL SYSTEMS - FIRST SOURCE BANK/APEX MECHANICAL CONTRACTOR, INC. Mr. Caldwell stated that the Board is in receipt of an Escrow Agreement between the City of South Bend, Apex Mechanical Contractor, Inc., Post Office Box 2903, South Bend, Indiana, and First Source Bank, 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. ADOPT RESOLUTION NO. 11-1998 = DISPOSAL OF CITY -OWNED PROPERTY Upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 11-1998 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: SEE ATTACHED LIST (GOLF CARTS) 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). 1 [l 1 031 REGULAR MEETING FEBRUARY 2. 1998 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 2nd day of February, 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 ADOPT RESOLUTION NO. 11-1998 - DISPOSAL OF CITY -OWNED PROPERTY Upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 12-1998 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: TWO (2) METAL THREE DRAWER FILING CABINETS (4 3/8" X 10" DRAWERS) TWO (2) LEGAL SIZE METAL FILING CABINETS THREE (3) ART METAL FORTY DRAWER FILING CABINETS (4 3/8" X 10" DRAWERS) ONE (1) ART METAL FORTY -TWO DRAWER FILING CABINETS (4 3/8" X 10" DRAWERS) TWO (2) ART METAL TEN DRAWER FILING CABINETS (4 3/8" X 10" DRAWERS) TWO (2) ART METAL TWELVE DRAWER FILING CABINETS (4 3/8" X 10" DRAWERS) 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 2nd day of February, 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 032 REGULAR MEETING FEBRUARY 2, 1998 tl YX%AJ v tiL Ur 111 r1V 1.1%1UHl.ri U1V I" r U15L1L, itu%j i 1 Ur W A 1 - SIGN INSTALLATION, PEACHES AND TORCH LOUNGE Mr. Caldweli stated that favorable • recommendations 'have been received by .the Division of Engineering, Fire Department, Police Department, Building Department, and the City Attorney's office, in reference to a request as submitted by Mr. Evert Riley, Forest Sign and Display, 2729 South Main Street, South Bend, Indiana, to remove and, replace the signage at Peaches Showbar and the Torch Lounge, 1817 South Michigan, South Bend, Indiana.. Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, xhe recommendation was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - MORRIS CENTER FOR THE PERFORMING ARTS EXPANSION -PROJECT NO. 98-25-1 In a memorandum to the Board, Mr. Carl P. Littrell, Director of Engineering, requested permission to advertise for the receipt of bids for the above referred to project. Mr. Littrell stated that this project will abate asbestos containing materials in the Morris Center for the Performing. Arts. Sufficient funds have been raised by the'Morris through a pledge drive and additional funds will be available through a bond issue. Therefore, upon a motion made by Mr. Caldwell, seconded by Ms.. Roemer and carried, the request to advertise for the receipt' of bids was approved. APPROVE TRAFFIC CONTROL DEVICE Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the following traffic control device was approved: New Installation - No Parking Ralph Jones Drive, Cleveland Semis -parking off both sides Sign to Ralph Jones Court, both of street is blocking traffic sides. William Richardson flow and causing sight Drive on both sides. problems. APPROVAL OF RELEASE OF EASEMENT Upon a motion made by Mr. Caldwell, seconded by Mr. Littrell and carried, a Release of an Easement for a portion of property on the old Transpo lot near Teacher's Credit Union, as described in the easement as submitted, was approved. APPROVE CLAIMS Ms..M. Catherine Roemer; City Controller, submitted claims in the amount of $903,03-6.52 dated February 2, 1998, and recommended approval. Additionally, Mr. Juan Manigault' Executive Director, WDS of Northern Indiana, submitted one (12) list containing claims in the amount of $147,456.90 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. 1 1 033 REGULAR MEETING FEBRUARY 2, 1998 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 9:53 a.m. BOARD OF PUBLIC WORKS .a Carl P. Littrell, Member games R. ell, Member M. Ca herme Roemer, M tuber TEST: Angela 4jacob.460ei,