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HomeMy WebLinkAbout08/24/98 Board of Public Works MinutesREGULAR MEETING AUGUST 24, 1998 The regular meeting of the Board of Public Works was convened at 9:35 a.m. on Monday, August 24, 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. ADD AGENDA ITEMS Upon a motion made by Ms. Roemer, seconded by Mr were added to the agenda: - Change Orders - Leighton Plaza - Title Sheet - Prospect Street - Agreement - The Troyer Group - Request for Street Name Change Caldwell and carried, the following items 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 17, 1998, were approved. OPENING OF QUOTATIONS - MARQUETTE AND MEADE STREETS - CURB AND SIDEWALK IMPROVEMENTS - PROJECT NO. 98-64 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: WALSH AND KELLY, INC. 24358 State Road 23 South Bend, Indiana 46614 Quotation was submitted by Mr. Kevin J. Kelly, Executive Vice President QUOTATION: $22,483.50 MCINTYRE JONES CONSTRUCTION COMPANY, INC. 2526 West Sixth Street Mishawaka, Indiana Quotation was submitted by Mr. Kenneth McIntyre, Chairman of the Board QUOTATION: $30,863.00 NORTHERN INDIANA CONSTRUCTION COMPANY, INC. Post Office Box 1333 Mishawaka, Indiana 46546 Quotation was submitted by Mr. David J. Walorski, President QUOTATION: $22,804.00 RIETH RILEY CONSTRUCTION, INC. 25200 State Road 23 South Bend, Indiana 46634 Quotation was submitted by Mr. Christopher Weinkauf, Sales Manager QUOTATION: $28,688.00 KASER SPRAKER CONSTRUCTION, INC. 25487 West State Road 2 South Bend, Indiana 46619 Quotation was submitted by Mr. Gary L. Spraker, President 1 1 1 REGULAR MEETING QUOTATION $24,182.00 AUGUST 24. 1998 L.L. GEANS & SONS. INC. 1923 North Home Street Mishawaka, Indiana 46545 Quotation was submitted by Mr. Mike Glenn, Vice President QUOTATION: $27,049.00 Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the above Quotations were referred to the Division of Engineering for review and recommendation. OPENING OF BIDS - MESSAGING SYSTEM - SOUTH BEND POLICE DEPARTMENT This was the date set for receiving and opening of sealed bids for the above referred to items. 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: ATS (A DIVISION OF AVTEX, INC.) 5265 Edina Industrial Boulevard Edina, Minnesota 55439 Bid was signed by Mr. Don Denman Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: $27,800.00 Upon a motion made by Ms. Roemer, seconded by Ms. Roemer and carried, the above bids were referred to the Police Department for review and recommendation. APPROVE CONSTRUCTION CONTRACT - MORRIS PERFORMING ARTS CENTER EXPANSION - CONCRETE PACKAGE - PROJECT NO. 98-25-3 Mr. Caldwell advised that in accordance with the bid awarded on June 22, 1998, to The Robert Henry Corporation, 404 South Frances, South Bend, Indiana, in the amount of $595,117.00 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Mr. Powell, 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 CONSTRUCTION CONTRACT - CHALFANT STREET DRAINAGE IMPROVEMENTS - PROJECT NO. 98-46 Mr. Caldwell advised that in accordance with the bid awarded on July 27, 1998, to Rieth Riley Construction, 25200 State Road 23, South Bend, Indiana, in the amount of $82,455.43 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Mr. Powell, 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 CONSTRUCTION CONTRACT - SOUTHEAST NEIGHBORHOOD - UTILITY LATERALS - PROJECT NO. 98-41-3 Mr. Caldwell advised that in accordance with the bid awarded on August 10, 1998, to Niezgodski Plumbing, Inc., Post Office Box 3096, South Bend, Indiana, in the amount of $47,130.00 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Contract was approved and the appropriate Certificate of Insurance, Performance Bond and Labor and Materials Payment Bond as submitted were filed. REGULAR MEETING AUGUST 24, 1998 APPROVAL OF AGREEMENT - GOOD NEIGHBORS/GOOD NEIGHBORHOOD BUILDING BLOCK GRANT AGREEMENT Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and Mr. Milton Cross, 1620 Southwood Avenue, South Bend, Indiana, for planting ground cover on the tree lawn. Mr. Caldwell noted that the Agreement is in the amount of $100.00. Therefore, upon a motion made by Mr. Powell, seconded by Mr. Caldwell and carried, the Agreement was approved and executed. APPROVAL OF AGREEMENT - WORKFORCE DIVERSITY Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and Workforce Development, 425 North Michigan, South Bend, Indiana, for placing individuals into jobs during the July 1,1998 through June 30, 1999 time frame. Mr. Caldwell noted that the Agreement is in the amount of $40,000.00. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the Agreement was approved and executed. APPROVAL OF AGREEMENT - PROFESSIONAL SERVICES - ST. JOSEPH'S HIGH SCHOOL ATHLETIC FIELD DEVELOPMENT - PROJECT NO. 98-71 Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and The Troyer Group, 550 South Union Street,Mishawaka, Indiana, for professional services to develop plans and specifications for sanitary sewer and water service for the above referred to site. Mr. Caldwell noted that the Agreement is in the amount of $21,500.00. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Agreement was approved and executed. ADOPT RESOLUTION NO. 71-1998 - DISPOSAL OF CITY OWNED PROPERTY Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 71-1998 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: MOBILE RADIOS (SEE ATTACHED) 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 ($5000.00). BE IT FURTBER 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 24th day of August, 1998. BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA s/James R. Caldwell, President s/Lewis N. Powell, Member s/M. Catherine Roemer, Member ATTEST: s/Angela K. Jacob, Clerk 1 1 1 REGULAR MEETING AUGUST 24, 1998 ADOPT RESOLUTION NO. 72-1998 - DISPOSAL OF CITY OWNED PROPERTY Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 72-1998 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: MOBILE RADIO CHARGERS (SEE ATTACHED) 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 ($5000.00). 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 24th day of August, 1998. BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA s/James R. Caldwell, President s/Lewis N. Powell, Member s/M. Catherine Roemer, Member ATTEST: s/Angela K. Jacob, Clerk ADOPT RESOLUTION NO. 73-1998 - DISPOSAL OF CITY OWNED PROPERTY Upon a motion made by Mr. Powell, seconded by Mr. Caldwell and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 73-1998 WHEREAS, I.C. 36-9-6-1 gives the Board of Public Works of the City of South Bend the right and duty to have custody of, control of, use of, and dispose of in accordance with Indiana statutes, all real and personal property owned by the City of South Bend; and WHEREAS, the Common Council of the City of South Bend passed as amended on January 11, 1988, Ordinance No. 7847-88 which mandates the Board of Public Works of the City of South Bend to determine that the sidearm of a police officer who retires in good standing is surplus property and no longer useful to the City of South Bend; and WHEREAS, LIEUTENANT FRANK MATTEI has retired from the South Bend Police Department after twenty (20) years of service and the Board of Public Safety of the City of South Bend has determined that he has retired in good standing; and WHEREAS, I.C. 36-1-11-6 permits and establishes procedure for disposal of personal property which is no longer needed by the City and which is unfit for the purpose for which it was intended; " , 9 A TtEOULAR MEETING NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that sidearm Serial No. AD19873 a .40 caliber Sig -Sauer sidearm, is no longer needed by the City and is unfit for the purpose for which it was intended and has an estimated fair market value of less than Five Hundred Dollars ($500.00). BE IT FURTHER RESOLVED that said property be disposed of and removed from the City inventory. ADOPTED this 24th day of August, 1998. BOARD OF PUBLIC WORKS s/James R. Caldwell, President s/Lewis N. Powell, Member s/M. Catherine Roemer, Member ATTEST: s/Angela K. Jacob, Clerk ADOPT RESOLUTION NO. 74-1998 - DISPOSAL OF CITY OWNED PROPERTY Upon a motion made by Mr. Powell, seconded by Mr. Caldwell and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 74-1998 WHEREAS, I.C. 36-9-6-1 gives the Board of Public Works of the City of South Bend the right and duty to have custody of, control of, use of, and dispose of in accordance with Indiana statutes, all real and personal property owned by the City of South Bend; and WHEREAS, the Common Council of the City of South Bend passed as amended on January 11, 1988, Ordinance No. 7847-88 which mandates the Board of Public Works of the City of South Bend to determine that the sidearm of a police officer who retires in good standing is surplus property and no longer useful to the City of South Bend; and WHEREAS, LIEUTENANT BERNARD J. SWPTALSKI has retired from the South Bend Police Department after twenty (20) years of service and the Board of Public Safety of the City of South Bend has determined that he has retired in good standing; and WHEREAS, I.C. 36-1-11-6 permits and establishes procedure for disposal of personal property which is no longer needed by the City and which is unfit for the purpose for which it was intended; NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that sidearm Serial No. AD19132, a .40 caliber Sig -Sauer sidearm, is no longer needed by the City and is unfit for the purpose for which it was intended and has an estimated fair market value of less than Five Hundred Dollars ($500.00). BE IT FURTHER RESOLVED that said property be disposed of and removed from the City inventory. ADOPTED this 24th day of August, 1998. BOARD OF PUBLIC WORKS s/James R. Caldwell, President s/Lewis N. Powell, Member s/M. Catherine Roemer, Member ATTEST: s/Angela K. Jacob, Clerk 1 1 REGULAR MEETING AUGUST 24, 1998 APPROVAL OF REOUESTTO ADVERTISE FOR THE RECEIPT OF BIDS - NORTH PUMPING STATION In a memorandum to the Board, Mr. John Stancati, Director, Water Works, requested permission to advertise for the receipt of bids for the above referred to project. Mr. Stancati stated that funding for this project is available through an approved bond issue. Therefore, upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - DIGITAL COMMUNICATIONS RECORDER - POLICE DEPARTMENT In a memorandum to the Board, Captain Gary Horvath, Police Department, requested permission to advertise for the receipt of bids for the above referred to items. Captain Horvath stated funds are available from an approved DOJ Block Grant. Therefore, upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - 1998 CONCRETE PAVEMENT REPAIRS - PROJECT NO. 98-51 In a memorandum to the Board, Ms. Deb Martin, Engineering, requested permission to advertise for the receipt of bids for the above referred to project. Ms. Martin stated that this project will construct improvements to various concrete streets in the City of South Bend. Funds are available from local roads and streets. Therefore, upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - PROSPECT STREET PUBLIC WORKS IMPROVEMENTS - PROJECT NO. 98-70 In a memorandum to the Board, Mr. Carl Littrell, City Engineer, requested permission to advertise for the receipt of bids for the above referred to project. Mr. Littrell stated that this project will provide infrastructure for a new subdivision of single family homes on the southeast part of the City. Funding is provided through a combination of Community Development Block Grant funds, Sewage works funds and contribution from the developer, GW Realty. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the request was approved. ACCEPTANCE OF DAILY OPERATION AND MAINTENANCE FOR NEW LIFT STATION AT LARRISON ROAD Mr. Jason Durr, Environmental Services, requested permission to accept the daily operation and maintenance for the new lift station at Larrison Road. All equipment is working properly and the station is in communication with the SCADA system. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the request was approved. APPROVAL OF RECOMMENDATION - TO CONDUCT SOLICITATION - MUSCULAR DYSTROPHY ASSOCIATION 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. Stephanie Santos, Muscular Dystrophy Association, 112 North Main Street, Mishawaka, Indiana to conduct the above referred to solicitation at Miami and Ironwood, Lincolnway and Twyckenham, and Lombardi and Western, on August 30, 1998. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the request was approved. APPROVAL OF LICENSE APPLICATION FOR RUBBISH AND GARBAGE REMOVAL SERVICE Mr. Caldwell stated that the Board is in receipt of favorable recommendations from Able Disposal, 809 Wabash Avenue, Chesterton, Indiana for a License Application for a Rubbish and Garbage Removal Service. Mr. Caldwell stated that the Bureau of Sanitation has inspected the vehicles to be used in conjunction with this service, and has found them to be satisfactory. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the License Application was approved. UNFAVORABLE RECOMMENDATION - PETITION TO VACATE AN ALLEY Mr. Caldwell indicated that the Common Council has submitted to the Board a Vacation Petition as completed by Ms. Connie Manis, 1709 West Ewing, South Bend, Indiana to vacate the following alley: REGULAR MEETING AUGUST 24. 1998 First north/south alley east of Glen Street from the north right of way of West Ewing Avenue to the south right of way of the first east west alley north of West Ewing Avenue for a distance of approximately 110 feet and a width of 14 feet. Part located in Prairie Avenue Heights Addition, City of South Bend, St. Joseph County, Indiana. Mr. Caldwell advised that the Board is in receipt of unfavorable recommendations concerning this Vacation Petition from the Bureau of Sanitation, Division of Engineering, Fire Department, and the Area Plan Commission. It is suggested that the petition be denied because this alley is an access to many interior lots. Nearly all of the lots on Glen and Dorothy Streets between Ewing Avenue and State Road 23 access their garages from this alley. While access from the south would still be possible through the east west alley, this would involve a sharp turn from either direction that may be difficult for garbage trucks to negotiate. In addition, the property on the west side of this alley has a garage that opens directly onto the alley. Although it does not affect the legality of the petition, it is important to note that the property owner whose garage opens toward the alley has not signed the petition to vacate. If the Council should grant this variance, it should be subject to an access easement being granted to the property owner on the west side of the alley for access to the garage. Therefore, Mr. Powell made a motion that the Board send an unfavorable recommendation to the Common Council concerning this Vacation Petition. Mr. Caldwell seconded the motion which carried. APPROVAL OF RECOMMENDATION TO ENCROACH ONTO PUBLIC RIGHT-OF-WAY - INSTALLATION OF ILLUMINATED SIGN Mr. Caldwell advised that the Board is in receipt of favorable recommendations from the Division of Engineering, Fire Department, and the Building Commissioner for the installation of an illuminated sign at 1315 South Michigan Street. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the recommendation was approved. TABLE REQUEST TO RENAME STREET - MOREAU COURT Upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the request to change the name of Mayflower Court to Moreau Court was tabled. APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE Mr. Caldwell stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to Remonstrate as submitted by Charles and Jamie Lawrence. The Consent indicates that in consideration for permission to tap into the public sanitary sewer system of the City, to provide sanitary sewer service to 54716 Maple Lane, South Bend, Indiana, South Bend, Indiana, (Key # 02- 2077-3 58 1), the Lawrence's waive and release any and all right to remonstrate against or oppose any pending or future annexation of the property by the City of South Bend. Therefore, Ms. Roemer made a motion that the Consent be approved. Mr. Powell seconded the motion which carried. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the following traffic control devices were approved: Removal of Handicap Sign 834 South Edison Signs no longer needed Removal of Handicap Sign 1217 Van Buren Signs no longer needed Removal of 1 hour parking; 200 West Colfax, north side Water Works delivery revised to 15 minute loading of street zone APPROVE TITLE SHEET - PROSPECT STREET PUBLIC WORKS IMPROVEMENTS - PROJECT NO. 98-70 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. Powell and carried, the above referred to Title Sheet was approved and signed. Li W)I rz o 1 E 1 REGULAR MEETING AUGUST 24, 1998 APPROVE CHANGE ORDERS - LEIGHTON PLAZA'- EXCAVATION AND SHEETING AND ELEVATORS - PROJECT NO. 97-57-2 AND 97-57-4 Mr. Caldwell advised that Mr. Carl Littrell, City Engineer, has submitted the following Change Orders and recommended approval: Change Order No. 1- Ritschard Increase $33,481.50 New Contract Sum - 02.30-3 Brothers $718,988.84 Change Order No. 3- Cavinder Elevator Decrease $1,839.00 New Contract Sum - 14.10-1 1 1 1 $196,891.00 Upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the Change Orders were approved. APPROVE CLAIMS Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $2,066,534.87 and recommended approval. Ms. Cleo Hickey, Morris Performing Arts Center, submitted claims in the amount of $13,000.00 and $4,111.50 and recommended approval. Additionally, Mr. Juan Manigault, Executive Director, WDS of Northern Indiana, submitted one (1) list containing claims in the amount of $61,195.56 and recommended approval. Ms. Roemer made a motion that the claims be approved and the reports as submitted be filed. Mr, Caldwell seconded the motion which carried. PRIVILEGE OF THE FLOOR Mr. Carl Littrell, City Engineer, suggested that the policies for alley and street vacation instructions include curb closures, pavement removals and re -seeding of lawns. This information should be included in the vacation of street/alley packets which citizens pick up in the City Council Office. Mr. Littrell stated that he would speak with the Council on this matter. 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 10:00 a.m. ftEST: Angela "acob, ClerV BOARD OF PUBLIC WORKS V/ J es R. Caldwell, President Lewis N. Powell, Member atherine Roemer, Mem er