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HomeMy WebLinkAbout08/17/98 Board of Public Works MinutesREGULAR MEETING AUGUST 17, 1998 The regular meeting of the Board of Public Works was convened at 9:40 a.m. on Monday, August 17, 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 Ms. Roemer, seconded by Mr. Powell and carried, the following items were added to the agenda: - Title Sheet - Studebaker Corridor Redevelopment - Block 10 - Traffic Control Request - Lafayette/Marion/Main - Resolution No 70-1998 - Reimbursement of Certain Preliminary Costs from the. Proceeds of Obligations to be Issued or Entered into by the City - Agreements - Neighborhood Youth Group - Corporate Undertaking,/Resolution No 69-1998/Release and QuitClaim - St. Joseph County Jail Site APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the minutes of the regular meeting of the Board held on August 10, 1998, were approved. OPENING OF QUOTATIONS - RUM VILLAGE PARTNERSHIP CENTER - PROJECT NO. 98- 54 Mr. Caldwell advised that this was the date set for the receiving and opening of sealed Quotations for the above referred to project. The following Quotations were opened and read: KASER SPRAKER CONSTRUCTION 25487 West State Road 2 South Bend, Indiana 46619 Quotation was submitted by Mr. Gary L. Spraker QUOTATION: $16,003.00 L.L. GEANS AND SONS, INC. 1923 North Home Street Mishawaka, Indiana 46545 Quotation was submitted by Mr. Mike Glenn QUOTATION: $21,861.00 Upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the above Quotations were referred to the Division of Engineering for review and recommendation. AWARD BID - MORRIS PERFORMING ARTS CENTER - SEATING - PROJECT NO. 98-25-7 Mr. Fred Lusk, Verkler, Inc., advised the Board that on July 27, 1998, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Lusk recommends that the Board award the contract to Country Roads, Inc., 1125 East Washington, Greenville, Michigan in the amount of $583,235.40. It was noted that Irwin Seating did not meet specifications. Therefore, Mr. Caldwell 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 - MUNICIPAL SERVICES BUILDING - ROOF REPLACEMENT - PROJECT NO. 98-14 Mr. Carl P. Littrell, City Engineer, advised the Board that on July 20, 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 City Roofing, 2300 Sterling Avenue, Elkhart, Indiana in the amount of $460,452.00. Sufficient funds are available in the General Fund. Therefore, Ms. Roemer made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Powell REGULAR MEETING AUGUST 17, 1998 seconded the motion which carried. APPROVE CONSTRUCTION CONTRACT - MUNICIPAL SERVICES ROOF REPLACEMENT - PROJECT NO. 98-14 Mr. Caldwell advised that in accordance with the bid awarded on August 17, 1998, to City Roofing, Inc., 2300 Sterling Avenue, Elkhart, Indiana, in the amount of $460,452.00 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, Performance Bond and Labor and Materials Payment Bond as submitted were filed. APPROVE CHANGE ORDER NO. 1 (FINAW AND PROJECT COMPLETION AFFIDAVIT - RUM VILLAGE - SOUTHEAST PARTNERSHIP CENTER SERVICE AREA - PROJECT NO. 97-74 Mr. Caldwell advised that Mr. Toy Villa, Public Construction Manager has submitted Change Order No. 1 (Final) on behalf of Batteast Construction Company, 430 East LaSalle, South Bend, Indiana, indicating that the contract amount be decreased by $23,379.00 for a new contract sum including this Change Order in the amount of $68,053.00. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Mr. Caldwell, seconded by Mr. Powell 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 FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT - ST. JOSEPH VALLEY PARKWAY/NIMTZ PARKWAY/1NDIANA TOLL ROAD PHASE II - PROJECT NO. 95-18-2 Mr. Caldwell advised that Mr. Toy Villa, Public Construction Manager has submitted the following Final Change Order on behalf of Walsh Construction Company, 929 West Adams Street, Chicago, Illinois, indicating that the contract amount be decreased by $85,149.10 for a new contract sum including this Change Order in the amount of $749,160.87. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Mr. Powell, seconded by Ms. Roemer 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 CHANGE ORDERS AND PROJECT COMPLETION AFFIDAVIT - U.S. 31 INDUSTRIAL PARK SECTION ONE- PROJECT NO. 97-82 Mr. Caldwell advised that Mr. Toy Villa, Public Construction Manager has submitted the following Change Orders on behalf of R&R Excavating, 2010 Went Avenue, Mishawaka, Indiana: Change Order No. 1 Increase $19,143.00 $484,491.80 , Final Change Order Decrease $ 6,138.97 $478,352.83 - Final Cost Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, Change Orders and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. APPROVAL OF AGREEMENTS - BUILDING BLOCKS GRANT PROGRAM Mr. Caldwell stated that the Board is in receipt of the following Building Block Grant Program Agreements and recommended approval. These Agreements will convey funds to the grantees to carry out neighborhood physical improvement and beautification projects for public benefit and viewing. Grantee Amount Grace AME Zion Church - 1211 Vassar $1000.00 1 1 1 1 REGULAR MEETING AUGUST 17, 1998 Bercliff Estates Homeowners Association - 205 $ 184.50 Devonshire Keller Park Neighborhood Association - 946 $ 980.00 Roosevelt Northeast Neighborhood Council - 803 Notre Dame $ 100.00 Avenue Near Westside Cooperative Alliance - 504 North $ 100.00 Johnson Emily Lentyck - 710 South Grant $ 100.00 Kay Blower - 1723 South Kemble $ 100.00 Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Agreements were approved and executed. APPROVAL OF AGREEMENTS - YOUTH GRANTS Mr. Caldwell stated that the Board is in receipt of the following Neighborhood Youth Grant Agreements: Near Northwest $1,970.60 Recycling crew project Neighborhood OKI Leadership Retreat $ 705.00 Retreat (3-day) at Camp Crousley in North Webster to learn leadership skills to bring back to their neighborhood Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Agreements were approved and executed. APPROVAL OF PROPOSAL - SUBSURFACE SOIL AND GROUNDWATER INVESTIGATION - FREDERICKSON PARK Mr. Caldwell stated that the Board is in receipt of a Proposal between the City of South Bend and Envirocorp Services and Technology, Inc., 3600 McGill Street, South Bend, Indiana, for determination of the nature and extent of soil and groundwater contamination at Frederickson Park. Mr. Caldwell noted that the Proposal is in the amount of $31,021.73. The project will be funded by a grant from the Indiana Development Finance Authority. Therefore, upon a motion made by Mr. Powell, seconded by Mr. Caldwell and carried, the Proposal was approved and executed. ADOPT RESOLUTION NO. 69-1998 - TRANSFER OF INTEREST IN REAL PROPERTY TO THE CITY OF SOUTH BEND, DEPARTMENT OF REDEVELOPMENT Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the following Resolution was adopted by the Board of Public Works: A RESOLUTION OF THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH BEND, INDIANA, APPROVING THE TRANSFER OF ITS INTEREST IN REAL PROPERTY TO THE CITY OF SOUTH BEND, DEPARTMENT OF REDEVELOPMENT WHEREAS, the City of South Bend, Indiana (the "City") has or may have an interest in the following described real property situated in St. Joseph County, Indiana: See attached Exhibit A (hereinafter referred to as the Real Property); and 4A r E (REGULAR MEETING AUGUST 17, 1998 WHEREAS, pursuant to I.C. 36-9-6-3, the Board of Public Works of the City of South Bend (the 'Board") has custody of and may maintain all real property of the City of South Bend; and WHEREAS, the City, through the Board, desires to transfer its interest in the Real Property, if any, to the City of South Bend, for the use and benefit of its Department of Redevelopment for subsequent transfer to St. Joseph County, Indiana for use in the construction of the new County Jail; and WHEREAS, the City of South Bend, Department of Redevelopment, acting by and through its governing body, the South Bend Redevelopment Commission desires to acquire the Real Property from the City of South Bend; and WHEREAS, pursuant to I.C. 36-1-11-8, the City, acting by and through the Board, may exchange or transfer property with another governmental entity upon terms and conditions agreed upon by the two (2) entities as evidenced by the adoption of substantially identical resolutions of each entity; and WHEREAS, at its meeting of August 21, 1998, the Redevelopment Commission will consider it Resolution 69-1998 accepting the transfer of the Property from the City of South Bend. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH BEND, INDIANA, AS FOLLOWS: 1. That the transfer of the Real Property situated in St. Joseph County, Indiana, by the City of South Bend, Indiana to the City of South Bend, for the use and benefit of its Department of Redevelopment, shall be, and hereby is, approved. 2. That the Mayor and City Clerk are hereby authorizing to execute and attest, respectively, a quitclaim deed conveying all of the right, title and interest of the City of South Bend, Indiana in and to the Real Property to the City of South Bend, for the use and benefit of its Department of Redevelopment. 3. That this Resolution shall be in full force and effect upon its adoption by the City of South Bend Board of Public Works. ADOPTED at a meeting of the Board of Public Works held on August 17, 1998, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/James R. Caldwell, President s/Lewis Powell, Member s/M. Catherine Roemer, Member ATTEST: s/Angela K. Jacob, Clerk ADOPT RESOLUTION NO. 70-1998 - ESTABLISHING ON BEHALF OF THE CITY OF SOUTH BEND INDIANA, ITS INTENT TO REIMBURSE CERTAIN PRELIMINARY COSTS FROM THE PROCEEDS OF OBLIGATIONS TO BE ISSUED OR ENTERED INTO BY THE CITY Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, ESTABLISHING ON BEHALF OF THE CITY OF SOUTH BEND, INDIANA, ITS INTENT TO REIMBURSE CERTAIN PRELIMINARY COSTS FROM THE PROCEEDS OF OBLIGATIONS TO BE ISSUED OR ENTERED INTO BY THE CITY 1 REGULAR MEETING AUGUST 17, 1998 WHEREAS, the City of South Bend, Indiana (the "City), intends to issue or enter into certain obligations (the "Obligations") for the purpose of financing all or a portion of the expenses of the construction and equipping of a new fire station facility to be constructed near Hamilton School located in the City and repair and renovation of the City's Municipal Services Facility located at 701 West Sample Street in the City and consisting of a new roof and all additional costs related thereto (collectively, the "Project"); and WHEREAS, certain preliminary costs in financing the Project have been or will be incurred by or on behalf of the City prior to the issuance of or entering into the Obligations; and WHEREAS, the City reasonably expects to reimburse such preliminary costs of the Project with proceeds of the Obligations; and WHEREAS, the City expects such Obligations will not exceed an aggregate principal amount of Two Million and 11/100 Dollars (@2,000,000.00); and WHEREAS, Board desires to declare the official intent of the City, pursuant to I.C. 5-1-14- 6(b) and 1.150-2 of the Treasury Regulations promulgated by the Internal Revenue Service (the "Treasury Regulations"), that said preliminary costs be reimbursed from the proceeds of the Obligations. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend, Indiana, as follows: 1. The Board hereby declares the official intent of the City, pursuant to I.C. 5-1-14-6(b) and 1.150-2 of the Treasury Regulations, that preliminary costs incurred by or on behalf of the City in financing the construction of the Project be reimbursed from the process of the Obligations. 2. This resolution shall be in full force and effect from and after its adoption by the Board. ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana, held on August 17, 1998, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/James R. Caldwell, President s/Lewis Powell, Member s/M. Catherine Roemer, Member ATTEST: s/Angela K. Jacob, Clerk APPROVAL OF CORPORATE UNDERTAKING/QUIT CLAIM AND RELEASE OF UTILITY EASEMENTS RIGHTS Upon a motion made by Ms. Roemer, seconded by Mr. Powell, a Corporate Undertaking, which indemnifies Chicago Insurance Company, for a portion of property in conjunction with the new County Jail property, as described in the Undertaking, as submitted, was approved. In addition, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Quitclaim And Release of Utility Easement Rights for the County Jail property, as described in the document as submitted, was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - 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. Diane O'Brien, 4204 Foxfire, South Bend, Indiana to conduct the above referred to block party, on August 22, 1998, on Foxfire from Hidden Oaks Court. Upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the recommendation was approved. REGULAR MEETING AUGUST 17, 1998 APPROVAL OF RECOMMENDATION - TO CLOSE STREET - 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. Juanita Dempsey, 803 North Notre Dame, South Bend, Indiana to conduct the above referred to block parry, on August 16, 1998, on Howard from South Bend Avenue to Duey. Upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - JUMBO FAIR 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 Ms. Mamie Taylor, 801 North Eddy, South Bend, Indiana to conduct the above referred to festival, on August 22, 1998, on Campeau from Frances to Eddy. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - CORN/SAUSAGE ROAST 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 Gottman, Memorial Hospital, 615 North Michigan, South Bend, Indiana to conduct the above referred to corn and sausage roast, on August 28, 1998, on Park Lane from Michigan to Main. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CONDUCT PARADE 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, South Bend, Indiana to conduct the above referred to parade, on August 22, 1998, on the designated route as submitted, in conjunction with the Rotary's Three R's for summer renovation of Lincoln School. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the recommendation was approved. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the following traffic control devices were approved: New Installation - Stop Sign Meghan Beeler/William Richardson Court - "T" Intersection New Installation - Stop Sign Meghan Beeler/Cleveland Road In addition, Mr. Carl Littrell, City Engineer, requested permission to change Lafayette and Main to be opened to two way traffic; Lafayette from Madison to Navarre and Main from Marion to Navarre. Upon a motion made by Mr. Roemer, seconded by Mr. Powell and carried, the request was approved. APPROVE TITLE SHEET - STUDEBAKER CORRIDOR REDEVELOPMENT AREA - BLOCK 10 Mr. Caldwell advised that the Title Sheet for the above referred to project was being presented at this time for execution. Upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the above referred to Title Sheet was approved and signed. APPROVE CLAIMS Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $1,842,153.97 and recommended approval. Additionally, Mr. Juan Manigault, Executive Director, WDS of Northern Indiana, submitted two (2) lists containing claims in the amount of $319,380.77 and $365,303.72 and recommended approval. Mr. Caldwell made a motion that the claims be approved and the reports as submitted be filed. Ms. Roemer seconded the motion which carried. REGULAR MEETING AUGUST 17, 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 10:10 a.m. BOARD OF PUBLIC WORKS ames R. Caldwell, President Lewis N. Powell, Member M. 6atherine Roemer, M mber A ST: Angela K. Acob, Cl 1