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Home My WebLink About05/18/98 Board of Public Works MinutesREGULAR MEETING MAY 18, 1998 The regular meeting of the Board of Public Works was convened at 9:33 a.m. on Monday, May 18, 1998, by Board Member Carl P. Littrell and Ms. M. Catherine Roemer present. Also present was Board Attorney Michelle Engel. Board President James R. Caldwell was not present. AGENDA ITEMS ADDED Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, agenda items for Traffic Control Devices and a Construction Contract were 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 May 11, 1998, were approved. PUBLIC HEARING - TRANSIENT MERCHANT LICENSE - LEEPER PARK ART FAIR Mr. Littrell advised that this was the date set for the Board's Public Hearing concerning a License Application for a Transient Merchant License, as submitted by Ms. Judy Ladd, 17200 Continental Drive, Granger, Indiana, to conduct the Leeper Park Art Fair at Leeper Park, on June 20 and 21, 1998. Mr. James Firm, South Bend, was present, and recommended approval. 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. Littrell, seconded by Ms. Roemer and carried, the License Application for Transient Merchant License was approved. PUBLIC HEARING - TRANSIENT MERCHANT LICENSE - RIVER PARK DAY Mr. Littrell advised that this was the date set for the Board's Public Hearing concerning a License Application for a Transient Merchant License, as submitted by Pastor Warren Banks, River Park Business Association, 2406 Mishawaka Avenue, South Bend, Indiana, to conduct River Park Day on Mishawaka Avenue, on June 13, 1998. Pastor Warren Banks, River Park Business Association, South Bend, Indiana, was present, and recommended approval. 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. Littrell and carried, the Application for a Transient Merchant License was approved. OPENING OF BIDS - ONE (1) MORE OR LESS, 1,200 GALLON CRACK SEALER This was the date set for receiving and opening of sealed bids for the above referred to item. 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 bid was opened and publicly read: STEPP MANUFACTURING, INC. 12325 River Road North Branch, Minnesota 55056-6225 Bid was signed by Mr. Shane Stepp, Vice President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: $23,830.00 Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the above bid was referred to Equipment Services for review and recommendation. 1 REGULAR MEETING MAY 18, 1998 OPENING OF QUOTATIONS - MAYFLOWER ROAD PHASE IIA - PROJECT NO. 98-13 Upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the Opening of Quotations was tabled until the May 26, 1998 meeting. OPENING OF PROPOSALS - DEBT COLLECTION SERVICES - PAST DUE AMBULANCE ACCOUNTS This was the date set for receiving and opening of sealed proposals for the above referred to service. 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: FINANCIAL GUARANTY INSURANCE COMPANY 115 Broadway New York, New York 10006 Proposal was signed by Mr. Gary P. Beet, Director, Recovery Services PROPOSAL: Commission Rate of 25% for Regular Collections 40% Legal MALCOLM S. GERALD AND ASSOCIATES, INC. 323 South Michigan Avenue, Suite 514 Chicago, Illinois 60604 Proposal was signed by Mr. Tom Vaughan, Director, Business Development PROPOSAL: 25% for all accounts placed for collection, that are collected Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the above proposals were referred to the Fire Department for review and recommendation. AWARD BIDS - ABANDONED VEHICLES Mr. Gary Libbey, Department of Code Enforcement, advised the Board that on May 11, 1998, bids were received and opened for the above referred to vehicles. After reviewing those bids, Mr. Libbey recommends that the Board award the bids to the highest bidders as follows: JERRY WOODS 3719 Western Avenue South Bend, Indiana 46619 Red Tag # Make Year VIN Number Bid 40615 OLDSMOBILE 1967 33667M351865 $108.50 TOTAL $108.50 DAVID EDMONDS 1919 Ontario Niles, Michigan 49120 Red Tag # Make Year VIN Number Bid 40486 PONTIAC 1982 1G2AS8718CL548556 $157.67 39988 FORD 1979 1 F15GLED8900 $107.52 TOTAL $265.19 REGULAR MEETING JOSEPH THOMPSON 2555 South I Ith Street Niles, Michigan 49120 MAY 18, 1998 Red Tag # Make Year VIN Number Bid 39957 BUICK 1987 1G4HP5439HH479317 $209.39 39605 HYUNDAI 1991 KMHVE32J2MU038337 $368.41 0279 PONTIAC 1985 1 G2PF37ROFP212663 $193.46 0498 OLDSMOBILE 1987 1G3CX5139H1329011 $204.63 TOTAL $975.89 MICHIANA ENTERPRISES 19270 Darden Road South Bend, Indiana 46637 Red Tag # Make Year VIN Number Bid 40326 MERCURY 1985 1MEBP8931FG618555 $ 65.50 40478 MERCURY 1990 1MEPM36XXLK626400 $ 95.50 40586 DODGE 1985 4B4HB21T4FK245762 $105.50 40329 CADILLAC 1985 1G6CB698X4361727 $102.50 0510 BUICK 1985 1G4AL19R8FT40432 $ 56.50 0784 MAZDA 1983 JMIFB3317D0725689 $ 56.50 40501 FORD 1988 2FAPP36XIJBI60507 $ 96.50 TOTAL $578.50 Therefore, Ms. Roemer made a motion that the recommendation be accepted and the bids be awarded as outlined above. Mr. Littrell seconded the motion which carried. AWARD BIDS - MISCELLANEOUS GOLF COURSE EQUIPMENT Mr. Matthew Chlebowski, Director, Equipment Services, advised the Board that on March 30, 1998, bids were received and opened for the above referred to equipment. After reviewing those bids, Mr. Chlebowski recommends that the Board award the bids as follows: Items A, G, H, I, and K are to be purchased from the low bidder. Item D will be awarded after the vendor produces a unit for the City to test. Items B, C, E, and I are not to be purchased from the low bidder, explanations are included in the Bid Tabulation. Items F, L, and M are not to be awarded due to the lack of funding. The total bid package price is $184,115 and is to be funded by the Park Department Capital Fund. ***Denotes Requested Award A.) 4 Wheel & Spray System ***Illinois Lawn Equipment Smithco 1600 @ $15,300, 1 unit $15,300 it I REGULAR MEETING MAY 18, 1998 Kenny Machinery Toro 1100 Multipro @ $17,060, 1 unit $17,060 ***Low Bidder B.) Triplex Mower J. W. Turf Inc. John Deere 2243D @ $17,147, 4 units $68,588 ***Illinois Lawn Equipment ,,Jacobson GK V @ $17,307, 4 units $69,228 Kenny Machinery Toro 3200 @ $20,977, 4 units $83,908 * * *Not Low Bidder John Deere from J.W. Turf low bidder at $17,147.00 per unit. Jacobson from Illinois Lawn was next low bidder at $17,307.00 per unit. After testing both units on two different occasions, the John Deere 2243D was subject to possible roll over on many of the hills we encountered. The Jacobson with the 7" wider wheel base and lower center of gravity is a much safer unit for our operators, we therefore recommend the purchase of the Jacobson GK V. * Jacobson, three hundred and fifty pounds lighter for less compaction on greens. * Jacobson, lower center of gravity for rollover purposes. * Jacobson, seven inch wider wheel base. * Jacobson, reel interchangeable with parts we now have in inventory, brush kits and roller scrapers are interchangeable. * Light kits would have to be added to John Deere unit, standard on Jacobson. C.) Articulator Rough Mower Illinois Lawn Equipment Progressive TD65-2 @ $10,133.67, 3 units $30,401 ***J. W. Turf Inc. Lastec 721X @ $13,400, 3 units $40,200 * * *Not Low Bidder Illinois Lawn Progressive Rough Mower was low bidder at $10,133.67. J.W. Turf Lastec Rough Mower only other bid at $13,400. Does not meet specifications, it has three 72" decks in place of seven 21" decks. The quality of the cut is much less and scalping occurs on hills and valleys, this type of cut is unacceptable for golf course use. E.) 4 Wheel & Blower Quality Lawn & Turf John Deere F932 @ $11,879, 2 units $23,758 Illinois Lawn Equipment Jacobson T445G G-Vac 16 FM @ $12,179, 2 units $24,358 ***Kenny Machinery Toro 325/2670 @ $12,997, 2 units $25,994 J. W. Turf Inc. John Deere F1145/240 @ $12,242, 2 units $24,484 REGULAR MEETING New Valpo Ford CM 272/13L 1,000 @ $18,055, 2 units * "Not Low Bidder MAY 18, 1998 $36,110 Illinois Lawn was low bidder with Jacobson T445G at $12,179. Kenny Machinery Toro 325 was next low bidder at $12,997. Jacobson T445G unit is hydraulic driven, will not fit existing equipment attachments. The Toro 325 is PTO driven and will fit all blower and mower attachments. G.) Top Dresser ***]Illinois Lawn Equipment Turfco F12-D @ $6,295, 1 unit $6,295 Kenny Machinery Toro 2300 @ $6,370, 1 unit $6,370 ***Low Bidder H.) 72" Mower Deck ***J. W. Turf Inc. Lastec 325EF @ $3,700, 2 units $7,400 * **Low Bidder I.) 125 Gallon Sprayer Kenny Machinery Agrochem 125 @ $2,990, 1 unit $2,990 ***Illinois Lawn Equipment Smithco 6913/16 ft. Boom @ $5,388, 1 unit $5,388 ***Not Low Bidder Kenny Machinery low bid on the Agrochem 125, is a general spraying unit that can not be calibrated properly for effective spraying. No specification or information was sent with bid package. J.) Leaf Sweeper ***]Illinois Lawn Equipment Jacobson 720E @ $8,500, 1 unit $8,500 Kenny Machinery Toro 1655 @ $13,220, 1 unit $13,220 ***Low Bidder K.) Overseeder/Dethatcher ***Illinois Lawn Equipment Ryan 544873 @ $4,000, 1 unit $4,000 * **Low Bidder Therefore, Mr. Littrell made a motion that the recommendation be accepted and the bids be awarded as outlined above. Ms. Roemer seconded the motion which carried. REGULAR MEETING MAY 18, 1998 APPROVE CHANGE ORDER - NEAR WESTSIDE PARTNERSHIP SIDEWALK AND CURB IMPROVEMENTS - PROJECT NO. 97-40 Mr. Littrell advised that Mr. Toy Villa, Public Construction Manager, has submitted the Final Change Order for the above referred to project, on behalf ofNorthern Indiana Construction, Inc., Post Office Box 1333, Mishawaka, Indiana indicating that the Contract amount be decreased $247.52 for a new Contract sum including this Change Order in the amount of $78,062.47. Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the Change Order was approved. APPROVE CHANGE ORDER - IRONWOOD DRIVE WIDENING - PROJECT NO. 95-26 -4 Mr. Littrell advised that Mr. Darrell Baker, Project Engineer, has submitted Change Order No., on behalf of Rieth Riley Construction, Post Office Box 1775, South Bend, Indiana, indicating that the Contract amount be increased $1,800.00 for a new Contract sum including this Change Order in the amount of $2,042,658.61. Upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the Change Order was approved. APPROVE AGREEMENT BETWEEN OWNER AND CONTRACTOR - MORRIS PERFORMING ARTS CENTER - REGIONAL ENVIRONMENTAL SERVICES Mr. Littrell advised that in accordance with the bid awarded on March 16, 1998 to Regional Environmental Services, Inc., 526 West Chicago Avenue, East Chicago, Illinois, in the amount of $122,000.00 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Mr. Littrell, 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. APPROVAL OF REVISED ADDENDUM TO AGREEMENT TABLED - ADMINISTRATION OF NEIGHBORHOOD IMPROVEMENTS FUNDS - RIVER PARK NEIGHBORHOOD Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the Revised Addendum to the Agreement was tabled. APPROVE CONSTRUCTION CONTRACT - SOUTHEAST NEIGHBORHOOD SITE PREPARATION - PROJECT NO. 98-41-1 Mr. Littrell advised that in accordance with the bid awarded on May 11, 1998, to Bradberry Brothers, Inc., 20061 West Dice Street, South Bend, Indiana, in the amount of $50,033.00 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 Ms. Roemer and carried, the Contract was approved and the appropriate Certificate of Insurance was filed. APPROVAL OF RECOMMENDATION - TO CONDUCT BLOCK PARTY Mr. Littrell stated that favorable recommendations have been received by the Division of Engineering, Code Enforcement, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Viline Flenox, 414 East Haney Street, South Bend, Indiana to conduct the above referred to block party, on Saturday, May 16, 1998, on Kentucky from Western to the dead end. Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the recommendation was approved. APPROVAL OF LICENSE APPLICATION FOR OPEN AIR BUSINESS Mr. Littrell stated that the Board is in receipt of favorable recommendations from Code Enforcement, Police Department, Division of Engineering, Building Commissioner and the City Attorney's Office for a License Application for an open air business, as submitted by Mr. Archie Shields, 1114 North Fremont, South Bend, Indiana, to conduct the sale of ceramics, bikes and carpets at 923 Lincolnway west and 1635 South Michigan. Upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the License Application was approved. APPROVE EXCAVATION BOND Mr. Larry D. Spradlin, Sr., Engineer, Division of Engineering, recommended that the following Excavation Bond be approved as follows: EXCAVATION BOND EnvirSolutions, Inc. Approved Effective May 18, 1998 REGULAR MEETING MAY 18, 1998 Ms. Roemer made a motion that the recommendation be accepted and that the Bond be approved as outlined above. Mr. Littrell seconded the motion which carried. APPROVE TITLE SHEETS - EAST BANK WALKWAY - PHASE II - OAKWOOD VILLAS - SECTION II Mr. Littrell advised that the Title Sheets for the above referred to projects were being presented at this time for execution. Upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the above referred to Title Sheets were approved and signed. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the following traffic control devices were approved: New Installation - Handicap 434 S. Kosciuszko Mr. Tomaszewski has met all Sign requirements New Installation - Handicap 306 E. Altgeld Mr. Davis has met all Sign requirements New Installation - Handicap 1332 Fassnacht Ms. Luvanie Brazier has met Sign all requirements New Installation - Handicap 1113 College Ms. Smith has met all Sign I I requirements APPROVE CLAIMS Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $2,260,553.16 and recommended approval. Additionally, Mr. Juan Manigault, Executive Director, WDS of Northern Indiana, submitted two (2) lists containing claims in the amount of $255,692.67 and $75,522.31 and recommended approval. Ms. Ann Kolata, Community and Economic Development, submitted claims for the Morris Arts Performing Center, 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. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the meeting adjourned at 10:12 a.m. BOARD OF PUBLIC WORKS 4ames�Ri. well, President cf— &11-6-17 1'J/ -em r. T tfteff Member -'M. Catherine Roemer, Member ".Jacob,