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HomeMy WebLinkAbout06/29/98 Board of Public Works MinutesREGULAR MEETING JUNE 29, 1998 The regular meeting of the Board of Public Works was convened at 9:32 a.m. on Monday, June 29, 1998, by Board President James R. Caldwell and Board Member Lewis N. Powell. Ms. M. Catherine Roemer was not present. Also present was Board Attorney Michelle Engel. AGENDA ITEM ADDED/STRICKEN Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the agenda item for Opening of Bids for the Intersection Improvements for Ameritech Drive and Cleveland Road was stricken from the agenda; a request to solicit for quotations was added to the agenda. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the minutes of the regular meeting of the Board held on June 22, 1998, were approved. PUBLIC HEARING - APPLICATION FOR TRANSIENT MERCHANTS LICENSE - MICHIANA GEM & MINERAL SHOW Mr. Caldwell advised that this was the date set for the Board's Public Hearing concerning an Application for a Transient Merchant License, as submitted by Ms. Margaret Heinek, 7091 E. East Park Lane, New Carlisle, Indiana, to conduct the Michiana Gem and Mineral Show at the Century Center on September 4, 5 and 6, 1998. Mr. Caldwell stated that favorable recommendations have been received from the Police Department, Fire Department, Building Commissioner and the City Attorney's Office. Ms. Margaret Heinek, 7091 East East Park Lane, New Carlisle, 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 Mr. Caldwell, seconded by Mr. Powell and carried, the Application for a Transient Merchant License was approved. OPENING OF BIDS - WILLIAM RICHARDSON DRIVE - PROJECT NO, 98-52 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: NIBLOCK EXCAVATING, INC. Post Office Box 211 Bristol, Indiana 46507 Bid was signed by Mr. Gary Niblock, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted ro-YI-91=1:• i WALSH & KELLY, INC. 24358 State Road 23 South Bend, Indiana 46614 Bid was signed by Mr. Kevin Kelly, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $76,742.50 RIETH RILEY CONSTRUCTION COMPANY, INC. 25200 State Road 23 South Bend, Indiana 46634 Bid was signed by Mr. Christopher Weinkauf, Sales Manager 01?1'1 REGULAR MEETING Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted JUKE 29, 1998 BID: $87,715.00 Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the above bids were referred to the Division of Engineering for review and recommendation. OPENING OF BIDS - MISCELLANEOUS DUMP TRUCKS 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: WHITEFORD STERLING FORD TRUCKS, INC. 4707 Western Avenue South Bend, Indiana 46619 Bid was signed by Mr. Rich Stopczynski Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted R."11 One (1) 1999 Sterling LT8513 Cab & Chassis $56,175.00 Two (2) 1999 Sterling L8513 Chassis/Deeds $78,584.00 $157,168.00 Two (2) 1999 Sterling L8513 Chassis/Scherer $78,809.00 $157,618.00 Two (2) 1999 Sterling L8513 Chassis/Northern Two (2) 1999 Sterling L8513 Chassis/Deeds $80,889.00 $78,584.00 $161,778.00 $157,168.00 Two (2) 1999 Sterling L8513 Chassis/Scherer $78,809.00 $157,618.00 Two (2) 1999 Sterling L8513 Chassis/Northern $80,889.00 $161,778.00 One (1) 1999 Sterling LT8513 Chassis/Deeds $81,074.00 $162,542.00 One (1) 1999 Sterling LT8513 Chassis/Neil's $81,271.00 $162,542.00 One (1) 1999 Sterling LT8513 Chassis/Scherer $81,829.00 $163,658.00 One (1) 1999 Sterling LT8513 Chassis/Northern $81,914.00 $163,828.00 WISE INTERNATIONAL TRUCKS 4849 West Western South Bend, Indiana 46619 Bid was signed by Mr. Kenneth A. Waite Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: One (1) International Tandem Axle Dump $81,396.20 W/O Trade $72,646.20 One (1) International Tandem Cab & Chassis $56,994.98 Two (2) International Single Axle Dump w/Snow Group $67,998.48 $135,996.96. No Trade $64,998.48 $129,796.96 W/Trade Two (2) International Single Axle Multi -Use Dump With Snow Equipment $77,947.69 $155,995.38 No Trade $74,247.69 $148,495.38 W/Trade Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the above bids were referred to the Bureau of Equipment Services for review and recommendation. REGULAR MEETING JUKE 29, 1998 APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT - WEST CLEVELAND ROAD INDUSTRIAL PARK - PHASE I - MEGHAN BEELER COURT - PROJECT NO. 97-83 Mr. Caldwell advised that Mr. Toy Villa, Public Construction Manager has submitted the Final Change Order on behalf of Youngs Excavating, Inc., 50563 Dusty Trail Court, Granger, Indiana, indicating that the contract amount be decreased by $l 1,670.29 for a new contract sum including this Change Order in the amount of $408,775.33. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Mr. Powell, seconded by Mr. Caldwell and carried, the final Change Order and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. APPROVE PROJECT COMPLETION AFFIDAVIT - SOUTHEAST NEIGHBORHOOD SITE PREPARATION - PROJECT NO. 98-41-1 Mr. Caldwell advised that Mr. Toy Villa, Public Construction Manager, has submitted the Project Completion Affidavit on behalf of Bradberry Brothers, Inc., 20061 West Dice Street, South Bend, Indiana, for the above referred to project, indicating a final cost of $50,033.00. Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the Project Completion Affidavit was approved. APPROVAL OF CONTRACT - SODIUM CHLORIDE Mr. Caldwell stated that the Board is in receipt of a Contract between the City of South Bend and IMC/North American Salt Company, 8300 College Boulevard, Overland Park, Kansas, for an extension of their 1997 contract for sodium chloride for the year 1998. All original terms and conditions of the 1997 contract will remain unchanged and there is no escalation of price. Mr. Caldwell noted that the Contract is in the amount of $300,000. Therefore, upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the Contract was approved and executed. TABLE RESOLUTION NO. 59-1998 - DISPOSAL OF CITY OWNED PROPERTY Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, Resolution No. 59-1998 was tabled. APPROVE REQUEST TO ADVERTISE FOR RECEIPT OF BIDS_- SALE OF ABANDONED VEHICLES Mrs. Kathy Dempsey, Director, Department of Code Enforcement, requested permission to advertise for the sale of approximately fifteen (15) abandoned vehicles, which are being stored at Super Auto Salvage Corporation, 3300 South Main Street, South Bend, Indiana. It was noted that all vehicles have been stored more than fifteen (15) days, identification checks had been run for auto theft and the owners and lienholders notified. Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the above request was approved. APPROVAL OF REQUEST TO SOLICIT QUOTATIONS - EMERGENCY SITUATION - SOUTH MICHIGAN ENVIRONMENTAL CLEAN UP - PHASE II - PROJECT NO. 98-58 In a memorandum to the Board, Mr. Carl Littrell, City Engineering, requested permission to allow the Division of Engineering to solicit quotations for the above referred to project, for proper disposal of contaminated stockpiled soil. Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the request was approved. APPROVAL OF RECOMMENDATION - TO CONDUCT PARISH FESTIVAL 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. Wendell Klota, St. Stephen's Parish, 1102 West Thomas Street, South Bend, Indiana to conduct the above referred to annual parish festival, on Sunday, August 2, 1998, from 10:00 a.m. until 6:00 p.m., on McPherson from Thomas to Napier. Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CONDUCT PARISH FESTIVAL 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. Richard Gratzol, Our Lady of Hungary Parish, 829 West Calvert, South Bend, Indiana to REGULAR MEETING JUNE 29, 1998 conduct the above referred to annual parish festival, on July 18, 1998, from 3:00 p.m. until 11:00 p.m., on South Chapin from West Calvert to Bruce Street. Upon a motion made by Mr. Caldwell, 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. Christy McCullum, 902 Wheatley, South Bend, Indiana to conduct the above referred to block party, on July 4, 1998, from 3:00 p.m. until 11:00 p.m., on Wheatly Drive from Hermitage to Larkspur. Upon a motion made by Mr. Caldwell, 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. Brenda Allen, 1247 North Kaley, South Bend, Indiana to conduct the above referred to block party, on July 4, 1998, from 10:00 a.m. until 11:00 p.m., on Calhoun from Kaley to Eclipse. Upon a motion made by Mr. Caldwell, 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. Monica Hoban, 1845 North Wilber, South Bend, Indiana to conduct the above referred to block parry, on July 4, 1998, from 1:00 p.m. until 8:00 p.m., on Wilber from Portage to Marquette. Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the recommendation was approved. APPROVE RECOMMENDATION - TO CONDUCT VIETNAM VETERANS MARCH Mr. Caldwell advised that the appropriate City departments and bureaus have reviewed the above referred to request which was submitted to the Board by Mr. Bob Farkas, Michigan Vietnam Veterans, 68137 Lawndale Street, Edwardsburg, Michigan, on August 8, 1998, from 9:30 a.m. until 11:00 p.m., on the designated route as submitted. Therefore, Mr. Powell made a motion that the recommendation be accepted and the request be approved. Mr. Caldwell seconded the motion which carried. APPROVAL OF RECOMMENDATION - TO ENCROACH ONTO PUBLIC RIGHT OF WAY Mr. Caldwell stated that favorable recommendations have been received by the Division of Engineering, Fire Department, Building Commissioner and the City Attorney's office, in reference to a request as submitted by Mr. Dale Wills, Reinke Construction, 1216 West Sample Street, South Bend, Indiana, to fence in the parking lane on the west side of Blaine Street along the construction area for approximately six (6) months. Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the recommendation was approved. DENY LICENSE APPLICATION - OPEN AIR STAND Mr. Caldwell advised that the following license application has been received: NAME: BY: ADDRESS: STAND TO BE LOCATED AT DATES: FOR THE PURPOSE OF: Hilltop Farms Donald Schlarb 13825 Dragoon Trail, Mishawaka 1835 Lincolnway West, South Bend June through October Fruit and Vegetables Mr. Caldwell further advised that an unfavorable recommendation has been received from the `Division of Engineering, stating that with construction of the Lincolnway East/Ironwood underpass, no additional traffic entering or exiting onto Lincolnway East is advisable. Upon a motion made by Mr Caldwell, seconded by Mr. Powell and carried, the above license application was denied. 1 L, REGULAR MEETING JUKE 29, 1998 FILING OF LETTER OF DONATION TO THE SOUTH BEND POLICE DEPARTMENT In a letter to the Board, Chief Darrell Gunn stated that an anonymous monetary donation of twenty dollars ($20.00) for the purchase of tickets for the 1998 Shrine Circus was received, of which tickets were purchased. The tickets were given to the Reins of Life for use by their recipients. Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the Letter of Donation was filed. APPROVE PARTIAL VACATION OF AN EASEMENT FOR STORM AND SANITARY SEWER Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, a partial vacation of an easement for storm and sanitary sewer for the future construction of the St. Joseph County Jail was approved. APPROVAL OF EASEMENT FOR WATER LINE Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, an easement for a water line to serve the building at 405 West Sample Street, until such time of acquisition of an conveyance to the City of South Bend and/or St. Joseph County, was approved. 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. 98-0620-A ISSUED BY: Neelthak Financial Services FOR: Field Pointe Sub, Phase Two, Section I AMOUNT: $294,585.00 EXPIRES: June 20, 1998 IMPROVEMENT: As submitted in the City Engineer's Report Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the Irrevocable Standby Letter of Credit was approved. CONTRACTOR BONDS Mr. Larry D. Spradlin, Sr., Engineer, Division of Engineering, recommended that the following Contractors and Occupancy Bonds be approved and/or released as follows: BOND OF CONTRACTOR Samuel L. Wright OCCUPANCY BONDS Panzica Construction, Inc. Panzica Construction, Inc. Approved Effective June 29, 1998 Released Effective June 29, 1998 (142 095 962) Released Effective June 29, 1998 (138 101 471) Mr. Caldwell made a motion that the recommendation be accepted and that the Bonds be approved and/or released as outlined above. Mr. Powell seconded the motion which carried. APPROVE CLAIMS Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $2,858,141.86 and recommended approval. Additionally, Mr. Juan Manigault, Executive Director, WDS of Northern Indiana, submitted two (2) lists containing claims in the amount of $50,621.25 and $326,447.50 and recommended approval. Mr. Caldwell made a motion that the claims be approved and the reports as submitted be filed. Mr. Powell seconded the motion which carried. REGULAR MEETING JUNE 29, 1998 ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the meeting adjourned at 9:53 a.m. BOARD OF PUBLIC WORKS 4ames R. Ca well, President Lewis N. Powell, Member /M4Cath erine Roemer, Me ber EST: Angela K. cob, Clerk