Loading...
HomeMy WebLinkAbout06/08/98 Board of Public Works MinutesREGULAR MEETING JUNE 8, 1998 The regular meeting of the Board of Public Works was convened at 9:35 a.m. on Monday, June 8, 1998, by Board President James R. Caldwell, with Mr. Lewis N. Powell and Ms. M. Catherine Roemer present. Also present was Board Attorney Michelle Engel. AGENDA ITEMS ADDED Upon a motion made by Mr. Caldwell, seconded by Mr. Caldwell and carried, agenda items for a Recommendation for an Encroachment in the Public Right of Way and a Contract were added to the agenda. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Roemer, seconded by Ms. Roemer and carried, the minutes of the regular meeting of the Board held on June 1, 1998, were approved. OPENING OF BIDS - LAB HVAC AND LIGHTING SYSTEM UPGRADE - WWTP - PROJECT NO. 98-49 This was the date set for receiving and opening of 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 bid was opened and publicly read: SLUTSKY PELTZ PLUMBING & HEATING CO., INC. 844 South Rush Street South Bend, Indiana 46601 Bid was signed by Mr. Harold Slutsky, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $195,093.00 Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the above bid was referred to Environmental Services for review and recommendation. OPENING OF BIDS - MORRIS PERFORMING ARTS CENTER - EXCAVATION/SHEETING/CONCRETE - PROJECT NO. 98-25-3 This was the date set for receiving and opening of 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: ROBERT HENRY CORPORATION 404 South Frances South Bend, Indiana 46624 Bid was signed by Mr. Stephen Henry Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $595,117.00 - Concrete , GIBSON LEWIS LLC 1001 West 1lth Street Mishawaka, Indiana 46544 Bid was signed by Mr. Robert Carpenter Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed AAk REGULAR MEETING Five per cent (5%) Bid Bond was submitted BID: $694,827.00 - Concrete KASER SPRAKER CONSTRUCTION, INC. 25487 West State Road 2 South Bend, Indiana 46619 Bid was signed by Mr. Gary Spraker Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $597,800.00 - Concrete CASTEEL CONSTRUCTION CORPORATION 23186 West Ireland Road South Bend, Indiana 46614 Bid was signed by Mr. R.V. Casteel Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $596,900.00 - Concrete ZIOLKOWSKI CONSTRUCTION INC. 1005 South Lafayette South Bend, Indiana 46624 Bid was signed by Mr. Ben Ziolkowski, CEO Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $709,850.00 - Concrete DUNE 8, 1998 Upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the bids were referred to the Division of Engineering for review and recommendation. Mr. Caldwell, Division of Engineering, r eviewed the bids, and recommended that the the bids recevied from LaFree Excavating, 1251 West Third Street, Osceola, Indiana ($294,800.00), and Ritschard Brothers, 1204 West Sample, South Bend, Indiana ($316,880.00), be rejected, as they exceeded the Engineer's Estimate, for the portion of Excavation and Sheeting package, and also to re -advertise for the receipt of bids for this portion of the project. Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the bids from LaFree Excavating and Ritschard Borhters were rejected, the request to advertsie for the receipt of bids was approved. AWARD BID - GLOBAL POSITIONING SYSTEM Mr. Carl P. Littrell, Director, Division of Engineering, advised the Board that on May 26, 1998, bids were received and opened for the above referred to system. After reviewing those bids, Mr. Littrell recommends that the Board award the contract to G. Lengemann Company, 2314 North Fifth Street, Niles, Michigan, in the amount of $83,880.00. The low bidder, Continental Sales, was non -compliant with the specifications. Review of the capabilities of the equipment listed with the proposal indicated that the mapping grade receivers are not equipped as GPS/MSK beacon receivers as specified in the bidding documents. This capability is essential for use by the Sewer, Wastewater, Water Works and Engineering Divisions who will be operating this equipment as part of their GIS development and operation of their facilities. 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. O-Q'51 REGULAR MEETING JUNE 8, 1998 AWARD BID - NEAR WESTSIDE PARTNERSHIP CENTER SERVICE AREA - PROJECT NO. 98-20 Mr. Carl P. Littrell, Director, Division of Engineering, advised the Board that on June 1, 1998, 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 Niles Concrete Sawing and Construction, Inc., 2580 East Detroit Road, South Bend, Indiana in the amount of $51,325.50. 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. AWARD BID - WESTSIDE PARTNERSHIP CENTER SERVICE AREA - PROJECT NO. 98-23 Mr. Carl P. Littrell, Director, Division of Engineering, advised the Board that on June 1, 1998, 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 Niles Concrete Sawing and Construction, Inc., 2580 East Detroit Road, South Bend, Indiana in the amount of $63,050.00. 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. AWARD BID - MAYFLOWER ROAD PHASE II - PROJECT NO. 98-13 Mr. Carl P. Littrell, Director, Division of Engineering, advised the Board that on June 1, 1998, 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 R&R Excavating, Inc., 2010 Went Avenue, Mishawaka, Indiana in the amount of $597,488.75. Therefore, Ms. Roemer made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Caldwell seconded the motion which carried. APPROVE CHANGE ORDER - OLIVE ROAD COMMERCE PARK - PROJECT NO. 96-17 Mr. Caldwell advised that Mr. Toy Villa, Construction Manager, has submitted Change Order No. 4 on behalf of Underground Services, 225 South Lafayette, South Bend, Indiana indicating that the Contract amount be increased $1,035.30 for a new Contract sum including this Change Order in the amount of $337,808.76. Upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the Change Order was approved. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT - 1997 SEWER LIFTING PROGRAM - PROJECT NO. 97-52 Mr. Caldwell advised that Mr. Toy Villa, Construction Manager has submitted the Final Change Order indicating that the final sum of the project of $826,165.00. Additionally submitted was the Project Completion Affidavit indicating 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. APPROVAL OF AGREEMENT - NEIGHBORHOOD YOUTH GRANT PROGRAM - JUVENILE JUSTICE CENTER Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and the Juvenile Justice Center, 1000 South Michigan Street, South Bend, Indiana, for construction of a float to present during the 1998 Ethnic Festival. Mr. Caldwell noted that the Agreement is in the amount of $1,081.40. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Agreement was approved and executed. APPROVAL OF AGREEMENT - COMMERCIAL PEST CONTROL Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and the,;Terminix International Company L.P., 601 West Edison Road, Mishawaka, Indiana, for pest control services at the Wastewater Treatment Plant. Mr. Caldwell noted that the Agreement is in the amount of $70.00 per month, or $840.00 per year. Funding is provided by the Sewage Works Operation Budget. Therefore, upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the Agreement was approved and executed. 1 REGULAR MEETING JUNE 8, 1998 APPROVE COMMUNITY DEVELOPMENT CONTRACTS/ADDENDA The following Community Development Contracts and Addenda were presented to the Board for approval: St. Joseph County AIDS Addendum I Transferring $2,500 out of operations into Task Force renovations. No budget increase. Community Homebuyers $300,000 Up to 20% forgivable mortgage for Corporation low/moderate income homebuyers Housing Development $ 50,000 Use of HDC Program income in 1998 Corporation Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the above referred to Contracts and Addenda were approved and executed. Ms. Roemer abstained from voting on the Contracts from Community Homebuyers Corporation and Housing Development Corporation, as she is a member of those Boards. APPROVAL OF AGREEMENT - AUDIT SERVICES - CROWE CHIZEK Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and Crowe Chizek and Company, 330 East Jefferson, South Bend, Indiana 46624, for auditing and reporting on financial statements of the City of South Bend Parking Garage Fund for the year ending December 31, 1997 and to provide tax services. Mr. Caldwell noted that the Agreement is in the amount of $5,600, plus $500.00 for preparation of federal and state tax returns. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Agreement was approved and executed. APPROVAL OF REVISED BENEFITS CONSULTING CONTRACTS Mr. Caldwell stated that the Board is in receipt of a Revised Agreement between the City of South Bend and Gibson Insurance Group, 300 South St. Louis Boulevard, South Bend, Indiana, for a revision of the benefits consulting agreement which was previously signed by the Board. Therefore, upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the Revision to the Agreement was approved and executed, subject to the ending contract date changes, as noted in the document by Board members. APPROVAL OF AGREEMENT - PARKING MANAGEMENT Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and Ampco Parking, 1459 Hamilton Avenue, Cleveland, Ohio, for parking management of two (2) parking garages in the City of South Bend. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Agreement was approved and executed. APPROVAL OF REOUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - MISCELLANEOUS EQUIPMENT (DUMP TRUCKS) In a memorandum to the Board, Mr. Larry Donica, Central Services, requested permission to advertise for the receipt of bids for the above referred to vehicles. Mr. Donica stated that funding for these vehicles will come from the user departments' Capital Fund. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the recommendation was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - WILLIAM RICHARDSON DRIVE - PROJECT NO. 98-52 In a memorandum to the Board, Mr. Carl P. Littrell, Engineering, requested permission to advertise for the receipt of bids for the above referred to project. Mr. Littrell stated that this project will provide a roadway connection from Meghan Beehler Court in the West Cleveland Road Industrial Park to the east to the existing William Richardson Drive in Shiveley's Industrial Park. Funding for this project will come from the General Fund. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the recommendation was approved. REGULAR MEETING JUNE 8, 1998 APPROVAL OF RECOMMENDATION - TO CONDUCT BLOCK PARTY Mr. Caldwell stated that favorable recommendations have been received by the Division of Engineering, Police Department and the City Attorney's office; ipreference to a request as submitted by Mr. Thomas Wisniewski, 1620 Sunnymede Avenue, South Bend, Indiana to conduct the above referred to block party, on Saturday, July 4,1998, from 10:00 a.m. until 7:00 p.m., on Sunnymede from Twyckenham to Greenlawn. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CONDUCT BLOCK PARTY 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 Ms. Rhonda Neal -Washington, 2404 Frederickson, South Bend, Indiana to conduct the above referred to block party, on Wednesday, June 10, 1998, from 5:00 p.m. until 8:00 p.m., on Frederickson from Olive to the first alley. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CONDUCT BLOCK PARTY 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 Ms. Lutisha Moss, 802 Dundee, South Bend, Indiana to conduct the above referred to block party, on Sunday, June 14, 1998, from 2:00 p.m. until 10:00 p.m., on Dunham from Dundee to Camden. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREETS - LINCOLN SCHOOL PROJECT 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. Howard Buchanon, South Bend, Fire Department, South Bend, Indiana to conduct the above referred to event, on June 20,1998, from 6:00 a.m. until 6:00 p.m., on Calvert from Twyckenham to Vernon, and Vernon from Calvert to Randolph. Upon a motion made by Mr. Powell, seconded by Mr. Caldwell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREETS - YOUTH FEST 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 Ms. Mikki Dobski, Community Affairs, to conduct the above referred to event, on July 18, 1998, from 10:00 a.m. until 5:00 p.m., on Michigan from Jefferson and Washington, and Washington from Michigan to St. Joseph. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the recommendation was approved. APPROVE LICENSE APPLICATIONS - SECOND HAND DEALER Mr. Caldwell stated that the following secondhand dealers license applications have been received: .'Phyllis McCormick The Boutique Exchange 529 North Niles David Nufer Consignment Plus 1355 North Bendix Drive Mr. Caldwell further advised that favorable recommendations have been received from the Bureau of Traffic and Lighting, Department of Code Enforcement, Police Department and Fire Department concerning the above applications. Upon a motion made by Ms. Roemer, seconded by Mr. Powell anc carved, the above license applications were approved and referred to the Deputy Controller's Office for issuance of a license. 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 1 1 1 grz,9 REGULAR MEETING JUNE 8, 1998 by Ms. Jan Miciulski, River Park Neighborhood Association, South Bend, Indiana, to conduct a horse drawn carriage ride in conjunction with River Park Day, on Saturday, June 13, 1998. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the recommendation was approved. 6 APPROVAL OF RECOMMENDATION - TO ENCROACH ONTO PUBLIC RIGHT OF WAY - AWNINGS Mr. Caldwell stated that favorable recommendations have been received by the Division of Engineering, Code Enforcement, Building Department, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Kim Egendoerfer, Affordable Awning and Canvas, Mishawaka, Indiana, to install five (5) awnings at the locations at 3021-3027 Mishawaka Avenue, Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the recommendation was approved. ADOPT RESOLUTION NO. 53-1998 - APPROVE A TREATMENT PLANT REVENUE BOND ORDINANCE RECOMMENDING ITS ADOPTION TO THE COMMON COUNCIL OF THE CITY OF SOUTH BEND, INDIANA- AND OTHER RELATED MATTERS Upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 53-1998 RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, APPROVING A TREATMENT PLANT REVENUE BOND ORDINANCE, RECOMMENDING ITS ADOPTION TO THE COMMON COUNCIL OF THE CITY OF SOUTH BEND, INDIANA, AND OTHER RELATED MATTERS WHEREAS, the Board of Public Works (the "Board") of the City of South Bend, Indiana (the "City"), desires to proceed with the construction of certain improvements and extensions of the sewage works and have employed Greeley and Hansen, consulting engineers, to prepare plans and specifications and estimates for such improvements; and WHEREAS, in order to pay for a portion of the cost of such improvements, the Board desires to recommend to the Common Council of the City (the "Common Council") to approve of the issuance of sewage works revenue bonds in an aggregate principal amount not to exceed Twenty- four Million Ninety-five Thousand and 00/100 Dollars ($24,095,000.00), on parity with outstanding sewage works revenue bonds issued by the City in 1993; and WHEREAS, a proposed form of bond ordinance to finance a portion of the cost of such improvements has been duly considered by the Board and found satisfactory, a copy of which proposed bond ordinance is attached hereto as Exhibit A; and WHEREAS, the Board desires to recommend the adoption of the proposed ordinance to the Common Council; and WHEREAS, certain preliminary expenses relating to the construction of said improvements have been and will continue to be incurred by the Board on behalf of the City before the issuance of the bonds described herein and the Board desires to establish the intent of the City to be reimbursed for such preliminary expenses from the proceeds of said bonds; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, AS FOLLOWS: 1. The Board requests the Common Council to authorize the issuance of sewage works revenue bonds in an aggregate principal amount not to exceed Twenty-four Million Ninety-five Thousand and 00/100 Dollars ($24,095,000.00), on the terms and conditions set out in the proposed form of bond ordinance presented at this meeting, by the adoption of said proposed ordinance. (-) "�r5 REGULAR MEETING JUNE 8, 1998 2. The Board hereby ratifies action taken to file said proposed ordinance with the City Clerk for presentation to the Common Council and directs the Clerk of the Board to present a copy of this Resolution to the City Clerk for presentation to the Common Council as soon as may be done. 3. The Board hereby establishes its intent on behalf of the City that the City be eimbursed for funds advanced to pay any preliminary expenses incurred by the Board on behalf of the City relating to said improvements from the proceeds of the bonds described herein. F 4. This Resolution shall be in full force and effect after its adoption by the Board. ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana, held in Room 1308 of the County -City Building, 227 W. Jefferson Boulevard, South Bend, Indiana 46601, this 8th day of June, 1998. BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA s/James Caldwell, President s/Lewis N. Powell, Member s/M. Catherine Roemer, Member ATTEST: s/Angela Jacob, Clerk APPROVAL OF WATER WORKS ACCOUNT WRITE-OFFS - MAY 1998 Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Water Works account write-offs for May 1998 in the amount of $12, 721.52, were approved. These accounts have been in a finalled status for at least one (1) year, and collection efforts have been unsuccessful. APPROVE WASTEWATER DISCHARGE PERMITS In a Memorandum to the Board, Mr. Ken Zmudzinski, Pretreatment Coordinator, Division of Environmental Services, submitted the following Wastewater Discharge Permits and recommended approval: 1. Cintas Corporation 835 Prairie Avenue South Bend, Indiana 46601 2. Unifrax Corporation 54401 Smilax Road New Carlisle, Indiana 46552 Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Wastewater Discharge Permits were approved. RELEASE CONTRACTOR AND EXCAVATION BONDS Mr. Larry D. Spradlin, Sr., Engineer, Division of Engineering, recommended that the following Contractors and Excavation Bonds be released as follows: BOND OF CONTRACTOR James E. Ready, Sr. Released Effective June 8, 1998 EXCAVATION BONDS D&M Excavating, Inc. Released Effective June 8, 1998 Ms. Roemer made a motion that the recommendation be accepted and that the Bonds be released as outlined above. Mr. Powell seconded the motion which carried. REGULAR MEETING JUNE 8, 1998 APPROVE CLAIMS Ms. M. Catherine Roemer, City Controller, submitted. claims in the amount of $2,518,557.81 and recommended approval. Additionally, Mr. Juan Manigault, Executive Director, WDS of Northern Indiana, submitted lists containing claims in the amount of $268,917.40 and $264,494.07 and recommended approval. Ms. Roemer made a motion that the claims be approved and the reports as submitted be filed. Mr. Powell seconded the motion which carried. 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 10:16 a.m. BOARD OF PUBLIC WORKS James R.Caldwell, President fou"', &� - Lewis N. Powell, Member 'M. Catherine Roemer, Memb r ATTEST: Angela K. Jacob, Clerk 1