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HomeMy WebLinkAbout11/30/98 Board of Public Works MinutesREGULAR MEETING NOVEMBER 30, 1998 The regular meeting of the Board of Public Works was convened at 9:33 a.m. on Monday, November 30, 1998, by Board President James R. Caldwell, with Mr. Lewis N. Powell and Ms. M. Catherine Roemer present. Board Attorney Michelle Engel was not present. Attorney Ann Carol Nash was present for this meeting. AGENDA ITEMS ADDED Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the following items were added to the agenda: - Building Block Grant Program Agreements (4) - Teamster's Agreement - Recycling Agreement - Request to Advertise for the Receipt of Bids - Sewer Lining Program APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the minutes of the regular meeting of the Board held on November 23, 1998, were approved. APPROVE CONSTRUCTION CONTRACT - STATE THEATER MARQUEE REHABILITATION - PROJECT NO 97-07-02 Mr. Caldwell advised that in accordance with the bid awarded on November 16, 1998, to Landmark Outdoor Advertising Company, 7424 Industrial Avenue, Chesterton, Indiana, in the amount of $60,804.00, which is the base bid of $40,891.00 plus an alternate of $19,913.00 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 was filed. APPROVAL OF ESCROW AGREEMENT - SOUTBEAST NEIGHBORHOOD STORM SEWER - PROJECT NO. 98-41-5 Mr. Caldwell stated that the Board is in receipt of an Escrow Agreement between the City of South Bend; Atlas Excavating, Inc., 1270 Washington, Frankfort, Indiana; and NBD Bank, South Bend, Indiana, for the above referred to project, which is in excess of $100,000.00. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Escrow Agreement was approved and executed. APPROVAL OF AGREEMENT - YOUTH GRANT PROGRAM Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and the River Park KARE Youth Group, South Bend, Indiana, for the purchase of two computers for their youth club at the River Park Partnership Center. Mr. Caldwell noted that the Agreement is in the amount of $1,996.92. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Agreement was approved and executed. APPROVAL OF AGREEMENT - BUILDING BLOCK GRANT AGREEMENT Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and El Buen Vecino, 404 South ,,Valnut Street, South Bend, Indiana, to cover the costs associated with painting a mural on the front of El Buen Vecino. Mr. Caldwell noted that the Agreement is in the amount of $405.00. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Agreement was approved and executed. APPROVAL OF AGREEMENT - BUILDING BLOCK GRANT AGREEMENT Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and El Buen Vecino, 404 South Walnut Street, South Bend, Indiana, to cover the costs associated with planting flowers in the front of El Buen Vecino. Mr. Caldwell noted that the Agreement is in the amount of $405.00. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Agreement was approved and executed. 1 1 REGULAR MEETING NOVEMBER, 30. 1998 APPROVE CHANGE ORDER NO 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT - 1998 PUBLIC WORKS PARTNERSHIP PROGRAM - ZONES 1 AND 5 - PROJECT NO. 98-27 Mr. Caldwell advised that Mr. Toy Villa, Public Construction Manager has submitted Change Order No. 1 (Final) on behalf of Niles Concrete, Post Office Box 1299, Niles, Michigan, indicating that the contract amount be increased by $19,410.22 for a new contract sum including this Change Order in the amount of $221,947.72. 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, Change Order No. 1 (Final) and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - BIOSOLIDS TRUCKING In a memorandum to the Board, Mr. Jack Dillon, Environmental Services, requested permission to advertise for the receipt of bids for the above referred to service. Mr. Dillon stated that this project will provide a service to truck biosolids from Organic Resources to land application sites for 1999. Funding is budgeted in the operating fund. Therefore, upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the request to advertise for the receipt of bids was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - 1998 SEWER LINING PROGRAM - PROJECT NO. 98-94 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 install liners in existing sanitary and combined storm sewers by trenchless methods. Funding is provided by the Sewage Works account. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the request to advertise for the receipt of bids was approved. APPROVAL OF RECOMMENDATION - TO CONDUCT WALK FOR HOSPICE 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. Kate Lee, Hospice of St. Joe County, South Bend, Indiana to conduct the above referred to walk, on October 10, 1999, on the designated route as submitted. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the recommendation was approved. 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: Utility Contracting Co. Post Office Box 46 1001 12 Mile Road Sparta, Michigan 49345 FILING OF APPLICATION FOR CERTIFICATE OF PUBLIC CONVENIENCE Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, an Application for a Certificate of Public Convenience, as submitted by Mr. Nazir Shahin, 1820 Oak Park Drive, South Bend, Indiana, was filed. APPROVE CLAIMS Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $1,957,658.44 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. PRIVILEGE OF THE FLOOR The Board discussed the meeting date of December 28, 1998. As there will not be a quorum on this date, the meeting will be cancelled. The Clerk will notify the appropriate parties. REGULAR MEETING NOVEMBER 30, 1998 APPROVAL OF AGREEMENT - BUILDING BLOCK GRANT AGREEMENT Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and Temple Beth -El, 305 West Madison, South Bend, Indiana, to cover the costs associated with planting two trees on the east side of the Temple Beth -El building. Mr. Caldwell noted that the Agreement is in the amount of $750.00. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Agreement was approved and executed. APPROVAL OF AGREEMENT - BUILDING BLOCK GRANT AGREEMENT Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and Judith Wilber, 5115 Reo, South Bend, Indiana, to cover the costs associated with landscaping in front of the grantee's front yard. Mr. Caldwell noted that the Agreement is in the amount of $100.00. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Agreement was approved and executed. APPROVAL OF CONTRACT - BILLING SERVICES - RECYCLING - ST. JOSEPH COUNTY SOLID WASTE MANAGEMENT DISTRICT Mr. Caldwell stated that the Board is in receipt of a Contract between the City of South Bend and the St. Joseph County Solid Waste Management District, for billing services for curb -side recycling services for the residents of the City of South Bend. Mr. Caldwell noted that the Contract is for a term of five years, from January 1, 1999 to December 31, 2003. Upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the Contract was tabled, subject to further discussion of the terms. After further discussion, Mr. Caldwell called for a motion. Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the Contract was approved and executed. APPROVAL OF TEAMSTER'S AGREEMENT Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and the Teamsters Local Union No. 364, for the period of January 1, 1999 through December 31, 2002. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the Agreement was approved and executed. APPROVE CHANGE ORDER - LABORATORY HVAC UPGRADE - PROJECT NO. 98-49 Mr. Caldwell advised that Mr. Jack Dillon, Environmental Services, has submitted Change Order No. 1 on behalf of Slutsky Peltz, 844 South Rush Street, South Bend, Indiana indicating that the Contract amount be increased $4,142.00 for a new Contract sum including this Change Order in the amount of $130,242.00. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Change Order was approved. APPROVE CHANGE ORDER - SOUTHEAST NEIGHBORHOOD - STORM SEWER SEPARATION - PROJECT NO. 98-41-5 Mr. Caldwell advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 1 on behalf of Atlas Excavating, 1270 Washington Avenue, Frankfort, Indiana indicating that the Contract amount be increased $3,300.00 for a new Contract sum including this Change Order in the amount of $266,026.00. Upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT - STUDEBAKER CORRIDOR REDEVELOPMENT AREA - BLOCK 10 - STREET AND SIDEWALK IMPROVEMENTS - PROJECT NO. 96-82 Mr. Caldwell advised that Mr. Toy Villa, Public Construction Manger has submitted Change Order No. 1 (Final) on behalf of Rieth Riley Construction, 25200 State Road 23, South Bend, Indiana, indicating that the contract amount be increased by $2,647.26 for a new contract sum including this Change Order in the amount of $212,090.26. 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, Change Order No. 1 (Final) and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. 1 u 1 REGULAR MEETING NOVEMBER 30, 1998 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 9:50 a.m. �TTEST: Angela . Jacob, Cle BOARD OF PUBLIC WORKS J mes R. Caldwell, President Lewis N. Powell, Member 1 �M. C therine Roemer, Memb r