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HomeMy WebLinkAbout09/08/98 Board of Public Works MinutesREGULAR MEETING TUESDAY, SEPTEMBER 8, 1998 The regular meeting of the Board of Public Works was convened at 9:37 a.m. on Tuesday, September 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. ADD/STRIKE AGENDA ITEMS Upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the following agenda items were added/stricken from the agenda: - Quote Open - Utility Connections - Southeast - Added - Requests to Advertise for the Receipt of Bids - East Wayne Historic Lighting and Woodward Avenue Sewer Replacement - Stricken APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the minutes of the Special Meeting of the Board held on August 27, 1998, were approved. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the minutes of the regular meeting of the Board held on August 31, 1998, were approved. OPENING OF QUOTATIONS - WAYNE STREET PARKING GARAGE - LAMP AND BALLAST REPAIR 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: THOMPSON ELECTRICAL CONTRACTORS 53971 North Park Avenue Elkhart, Indiana 46515 Quotation was submitted by Mr. Thomas Grabarek QUOTATION: Replace 121 150 Watt BPS Lamps Replace Lamps in 40 fluorescent fixtures Cost Straight Time: $4,840.00 Cost 1 '/z Time: $6,090.00 Cost Double Time: $7,340.00 Replace Ballasts: 150 Watt BPS 2 Sp 40 Watt Cost Straight Time: $ 48.40 $117.60 Cost 1 'h Time: $ 60.90 $132.60 Cost Double Time: $ 73.40 $147.60 NESI SOLUTIONS. INC. 509 W. 84th Drive Merrillville, Indiana 46410 Quotation was submitted by Mr. Thomas Payne QUOTATION: $ 9,040.26 Material/Labor - Ballasts $ 51.96 each Material/Labor - Fuses $ 24.49 each Material/Labor - BPS $100.96 each REGULAR MEETING TUESDAY. SEPTEMBER 8, 1998 COLIP ELECTRIC COMPANY 714 East LaSalle South Bend, Indiana 46617 Quotation was submitted by Mr. Albert Suter QUOTATION: Ballast Cost Straight Time $ 64.00 Cost Overtime $ 78.00 Cost Double Time $ 93.00 Cost Second Shift $ 70.00 BPS Ballast Cost Straight Time $130.00 Cost Overtime $150.00 Cost Double Time $171.00 Cost Second Shift $138.00 Fuse Cost Straight Time $ 17.00 Cost Overtime $ 21.00 Cost Double Time $ 25.00 Cost Second Shift $ 18.00 Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the above Quotations were referred to the Division of Engineering for review and recommendation. OPENING OF QUOTATIONS - UTILITY CONNECTIONS - SOUTHEAST - PROJECT NO. 98-76 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: NIEZGODSKI PLUMBING, INC. Post Office Box 3096 South Bend, Indiana 46619 Quotation was submitted by Mr. David Niezgodski QUOTATION: $17, 800.00 HRP CONSTRUCTION, INC. 5777 Cleveland Road South Bend, Indiana 46628 Quotation was submitted by Mr. Paul Fallon QUOTATION: $18,233.00 D&L EXCAVATING INC. 12877 Industrial Drive Granger, Indiana 46530 Quotation was submitted by D&L Excavating QUOTATION: $24,221.25 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. REGULAR MEETING TUESDAY SEPTEMBER 8.1998 AWARD BID/APPROVE CONSTRUCTION CONTRACT - STUDEBAKER CORRIDOR REDEVELOPMENT AREA - BLOCK 10 - STREET AND SIDEWALK IMPROVEMENTS - PROJECT NO. 96-82 Mr. Carl P. Littrell, City Engineer, advised the Board that on August 31, 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 Rieth Riley Construction Company, Inc., 25200 State Road 23, South Bend, Indiana in the amount of $198,423.00. 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. Mr. Caldwell advised that in accordance with the bid award, 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. AWARD BID - SOUTHEAST NEIGHBORHOOD SECTION ONE - STORM SEWER SEPARATION CURB AND SIDEWALK CONSTRUCTION - PROJECT NO. 98-41-5 Mr. Carl P. Littrell, City Engineer, advised the Board that on August 31, 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 Atlas Excavating, Inc., 1270 Washington Avenue, Frankfort, Indiana in the amount of $262,726.00. 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 - MESSAGING SYSTEM - POLICE DEPARTMENT Captain Gary Horvath, South Bend Police Department, advised the Board that on August 24, 1998, bids were received and opened for the above referred to equipment. After reviewing those bids, Captain Horvath recommends that the Board award the contract to ATS, 5265 Edina Industrial Boulevard, Edina, Minnesota in the amount of $28,706.00, which is the base price, plus the optional extended household business database to cover the entire St. Joseph County for an additional $906.00. 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. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT - SOUTH MICHIGAN DEMOLITION AND ENVIRONMENTAL CLEAN-UP ASBESTOS ABATEMENT - PROJECT NO. 98-04 Mr. Caldwell advised that Mr. Toy Villa, Public Construction Manager, has submitted the Final Change Order on behalf of Dore & Associates Contracting, Inc., 900 Harry Truman Parkway, Bay City, Michigan, indicating that the contract amount be increased $16,585.00 for a new contract sum including this Change Order in the amount of $122,885.00. 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 - SOUTH MICHIGAN AND ENVIRONMENTAL CLEAN-UP PHASE II - PROJECT NO. 98-58 Mr. Caldwell advised that Mr. Toy Villa, Public Construction Manager, has submitted the Project Completion Affidavit on behalf of Ritschard Brothers, Inc., 1204 West Sample, South Bend, Indiana, for the above referred to project, indicating a final cost of $55,797.95. Upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the Project Completion Affidavit was approved. APPROVAL OF ESCROW AGREEMENT - MUNICIPAL SERVICES ROOF REPLACEMENT Mr. Caldwell stated that the Board is in receipt of an Escrow Agreement between the City of South Bend; City Roofing, 2300 Sterling Avenue, Elkhart, Indiana; and NBD Bank, Elkhart, Indiana, for the above referred to project, which is in excess of $100,000.00. Therefore, upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the Escrow Agreement was approved and executed. Ll r REGULAR MEETING TUESDAY, SEPTEMBER 8, 1998 APPROVAL OF ESCROW AGREEMENT - MORRIS PERFORMING ARTS CENTER DEMOLITION Mr. Caldwell stated that the Board is in receipt of an Escrow Agreement between the City of South Bend; LaFree Excavating, Inc., 1251 West Third Street, Osceola, Indiana; and First Source Bank, South Bend, Indiana, for the above referred to project, which is in excess of $100,000.00. Therefore, upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the Escrow Agreement was approved and executed. APPROVAL OF AGREEMENT - BUILDING BLOCK AGREEMENT Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and Ms. Pearl Anderson, 826 Turnock, South Bend, Indiana, for funding for landscaping at her residence. Mr. Caldwell noted that the Agreement is in the amount of $100.00. Therefore, upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the Agreement was approved and executed. APPROVAL OF AGREEMENT - RELOCATION OF SANITARY/STORM SEWER AND RELEASE OF EASEMENTS Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and Ivy Tower Corporation and L.H. Leasing Corporation, for the relocation of a sanitary/storm sewer and release of easements for the real estate which will be conveyed to St. Joseph County for the purposes of constructing a new jail. Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the Agreement was approved and executed. APPROVAL OF CONTRACT - PURCHASE AND SALE OF ASSETS Mr. Caldwell stated that the Board is in receipt of a Contract between the City of South Bend and Newman and Altman, Inc., to enable St. Joseph County to commence construction of a new jail. Ms. Anne Bruneel, Assistant City Attorney, was present, and stated that the purchase and sale of assets was for the inventory in the building, which will be sold with the proceeds to be liquidated. Mr. Caldwell noted that the Contract is in the amount of $2,000,000.00. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Contract was approved and executed. APPROVAL OF GRANT OF NON -BUILDABLE PERPETUAL EASEMENT Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, a Grant of Non -Buildable Perpetual Easement for the real estate described in the document as submitted, between the City of South Bend, and Eaton Corporation, was approved. APPROVAL OF RELEASE OF EASEMENT FOR STORM DRAINAGE This was the Release of Easement which was approved by the Board on August 31, 1998. This document was signed at this Board meeting. The Release of Easement for Storm Drainage, for the real estate described in the document as submitted, is for an easement on real estate in Blackthorn Corporate Park Minor #6, more particularly described in the document as submitted. APPROVAL OF NOTICE AND ACKNOWLEDGMENT OF ASSIGNMENT - LEASE/PURCHASE AGREEMENT - BANC ONE LEASING Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Notice and Acknowledgment of assignment for a Lease/Purchase Agreement and Banc One Leasing Corporation, which is assigned to LaSalle National Bank, Chicago Illinois, was approved. The Lease/Purchase Agreement is for the Municipal Services Re -Roofing and for Park Department equipment. APPROVAL OF INDEMNIFICATION AND HOLD HARMLESS AGREEMENTS - 1998 GUS MACKER TOURNAMENT Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the following Indemnification and Hold Harmless Agreements for the 1998 Gus Macker Tournament were approved: Rose Fuel 516 Madison Avenue Batteast Construction 430 East LaSalle REGULAR MEETING TUESDAY, SEPTEMBER 8, 1998 Holladay Property Services 105 N. Niles Avenue 431 East Colfax Troeger Sheet Metal 122 South Niles Madison Center, Inc. 403 east Madison Main Engineering 319 Niles 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. Liz Peralta, 1313 East Wayne, South Bend, Indiana to conduct the above referred to block party, on September 19, 1998, on East Wayne from Eddy to Sunnyside. Upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the recommendation 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. Ynetter Jones, 1204 Thomas Street, South Bend, Indiana to conduct the above referred to block party, on September 19, 1998, on Maple from Thomas to Napier. Upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the recommendation 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. Jeanne Weir, 1525 East LaSalle, South Bend, Indiana to conduct the above referred to block party, on September 20, 1998, on East LaSalle from Twyckenham to Esther. Upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CONDUCT 1998 MEMORY WALK Mr. Caldwell stated that favorable recommendations have been received by the Division of Engineering, Park Department, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Jo Broden, Alzheimer's Association, 425 North Michigan, South Bend, Indiana to conduct the above referred to walk, on October 4, 1998, on the designated route as submitted. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the recommendation was approved. APPROVAL OF LICENSE APPLICATION FOR RUBBISH AND GARBAGE REMOVAL SERVICE Mr. Caldwell stated that the Board is in receipt of a favorable recommendation from the Department of Code Enforcement for a License Application for a Rubbish and Garbage Removal Service for the following business: Town and Country Disposal 1 2275 Reum Road, Niles Michigan Mr. Caldwell stated that the vehicle(s) to be used in conjunction with this business has been inspected by the Bureau of Sanitation and have found them to be satisfactory. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the License Application was approved. DENY LICENSE APPLICATION FOR RUBBISH AND GARBAGE REMOVAL SERVICE Mr. Caldwell stated that the Board is in receipt of an unfavorable recommendation from the Department of Code Enforcement for a License Application for a Rubbish and Garbage Removal Service for the following business: Joe E. Howard 1 414 Walsh, South Bend, Indiana r REGULAR MEETING TUESDAY, SEPTEMBER 8, 1998 Mr. Caldwell noted that the Department of Code Enforcement has stated that Mr. Howard parks the vehicle used in conjunction with this business in front of 414 Walsh, with trash, which does not conform to Municipa'. Code. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the License Application was denied. APPROVAL OF LICENSE APPLICATIONS FOR PUBLIC PARKING FACILITY Mr. Caldwell stated that the Board is in receipt of favorable recommendations from the Fire Department and Code Enforcement for a License Application for a Public Parking Facility for the following: Ruby Anderson 112 and 128 Franklin Street Center City Associates 100 North Michigan; 300 South Michigan Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the License Applications were approved. APPROVAL OF REQUEST TO CONDUCT AUCTION/APPROVAL OF AGREEMENT - KASER' S AUCTION SERVICE - POLICE DEPARTMENT Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and Kaser's Auction Service, 67601 Pine Road, North Liberty, Indiana, for providing auction services for the City of South Bend on October 10, 1998, at the rear of 701 West Sample Street. Mr. Caldwell noted that the Agreement is in the amount of 8% commission of the goods auctioned. Therefore, upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the Agreement was approved and executed. APPROVAL OF REQUEST TO CONDUCT AUCTION_ - KASER'S AUCTION SERVICE - EQUIPMENT SERVICES Mr. Caldwell stated that the Board is in receipt of a request from Mr.Matthew Chlebowski, Director of Equipment Services, to conduct an auction on October 3, 1998, at the rear of 701 West Sample Street. Therefore, upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the request was approved and executed. APPROVE CONTRACTOR AND EXCAVATION BONDS Mr. Larry D. Spradlin, Sr., Engineer, Division of Engineering, recommended that the following Contractors and Excavation Bonds be approved as follows: BOND OF CONTRACTOR Premier Excavating, Inc. EXCAVATION BONDS Premier Excavating, Inc. Approved September 8, 1998 Approved September 8, 1998 Mr. Caldwell made a motion that the recommendation be accepted and that the Bonds be approved as outlined above. Ms. Roemer seconded the motion which carried. FILING OF CERTIFICATE OF INSURANCE Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the following Certificate of Insurance was accepted for filing: Gibson Lewis, LLC Attn: Ruth Weaver 1001 West I Ith Street Mishawaka, Indiana 46544 t)W C REGULAR MEETING TUESDAY, SEPTEMBER 8, 1998 APPROVE TRAFFIC CONTROL DEVICE Upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the following traffic control device was approved: Removal - Handicap Sign 217 East Haney Signs no longer needed APPROVE CLAIMS Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $1,360,840.23 and recommended approval. Additionally, Mr. Juan Manigault, Executive Director, WDS of Northern Indiana, submitted (3) lists containing claims in the amount of $53,701.07, $391,281.72 and $281,407.85 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. 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 10:03 a.m. BOARD OF PUBLIC WORKS mes R. Caldwell, President Lewis N. Powell, Member M. atherine Roemer, M mber EST: Angela acob, Cler 1