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Home My WebLink About12/14/98 Board of Public Works Minutesp,4 C)" REGULAR MEETING DECEMBER 14, 1998 The regular meeting of the Board of Public Works was convened at 9:35 a.m. on Monday, December 14, 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 ITEM ADDED Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, an agenda item to award a bid for the sale of City -owned property was added. PUBLIC HEARING - TRANSIENT MERCHANT LICENSE - VILLAGE WEST ENTERPRISES 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. Rita Stansu, Village West Enterprises, Box 195C, Lake Village, Indiana, to conduct the sale of firearms at Union Station, on January 15 through 16, and March 12 through 13, 1998. Favorable recommendations have been received by the Police Department, Fire Department, Building Commissioner and the Legal Department. Mr. Tim Johnson, Union Station, 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 Ms. Roemer, seconded by Mr. Powell and carried, the Application for a Transient Merchant License was approved. PUBLIC HEARING - TRANSIENT MERCHANT LICENSE - MICHIANA VALLEY HAMFEST ASSOCIATION 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 Mr. Robert Denniston, 21970 Kern Road, South Bend, Indiana, to conduct the Michiana Valley Hamfest at the Century Center, on January 10, 1998. Favorable recommendations have been received by the Police Department, Fire Department, Building Commissioner and the Legal Department. Mr. Bob Gornick, Michiana Hamfest, 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 Ms. Roemer, seconded by Mr. Powell and carried, the Application for a Transient Merchant License was approved. OPENING OF BIDS - NEAR NORTHWEST NEIGHBORHOOD - ALLEY CLOSURES - PROJECT NO. 98-12 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: L.E. BARBER_ INC 1200 East Napier Benton Harbor, Michigan Bid was signed by Ms. Caroline Berry Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $52,131.90 WALSH & KELLY. INC 24358 State Road 23 South Bend, Indiana 46614 Q 4,1 REGULAR MEETING DECEMBER 14, 1998 Bid was signed by Mr. Kevin Kelly Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: 1140,214.00 KASER-SPRAKER CONSTRUCTION 25487 West State Road 2 South Bend, Indiana Bid was signed by Mr. Gary Spraker Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $104,658.00 NORTHERN INDIANA CONSTRUCTION Post Office Box 1333 Mishawaka, Indiana Bid was signed by Mr. David Walorski Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $81,110.60 NILES CONCRETE SAWING & CONSTRUCTION 2580 East Detroit Road Niles, Michigan 49120 Bid was signed by Mr. Daniel Kulwicki Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $56,973.60 RIETH RILEY CONSTRUCTION COMPANY INC. 25200 State Road 23 South Bend, Indiana 46634 Bid was signed by Mr. Michael Silver Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $94,047.00 Upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the above bids were referred to the Division of Engineering for review and recommendation. OPENING OF QUOTATIONS - CHIPPEWA/NHCHIGAN LANDSCAPING PROJECT NO 98 88 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: REGULAR MEETING DECEMBER 14, 1998 L.L. GEANS CONSTRUCTION COMPANY 1923 North Home Mishawaka, Indiana Quotation was submitted by Mr. Mike Glenn QUOTATION: $55,059.00 NORTHERN INDIANA CONSTRUCTION COMPANY Post Office Box 1333 Mishawaka, Indiana Quotation was submitted by Mr. David Walorski QUOTATION: $47,018.80 Upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the above Quotations were referred to the Division of Engineering for review and recommendation. AWARD BID/APPROVE CONTRACT - LEIGHTON PLAZA - PHASE II - PLAZA PAVERS - PROJECT NO. 97-57-8 Mr. Carl P. Littrell, City Engineer, advised the Board that on November 23, 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 Casteel Construction, 23186 Ireland Road, South Bend, Indiana, in the amount of $243,000.00. Mr. Caldwell advised that in accordance with the bid awarded for the above referred to project, a Contract in said amount was being submitted for Board approval. Therefore, Ms. Roemer made a motion that the recommendation be accepted and the bids be awarded as outlined above. Mr. Powell seconded the motion which carried. 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. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT - 1998 CONCRETE PAVEMENT REPAIRS - PROJECT NO. 98-51 Mr. Caldwell advised that Mr. Toy Villa, Public Construction Manager, has submitted the Final Change Order on behalf of Reith Riley Construction, 25200 State Road 23, South Bend, Indiana, indicating that the contract amount be increased by $8,866.80 for a new contract sum including this Change Order in the amount of $90,410.80. 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, the Final Change Order 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 - WOODWARD AVENUE SEWER REPAIR - PROJECT NO. 97-61 Mr. Caldwell advised that Mr. Toy Villa, Public Construction Manager, has submitted the Final Change Order on behalf of Herrnian & Goetz, 225 South Lafayette, South Bend, Indiana, indicating that the contract amount be decreased by $27,249.56 for a new contract sum including this Change Order in the amount of $44,196.31. 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, the Final Change Order and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. APPROVAL OF AGREEMENT - PLANNING SERVICES - HNTB CORPORATION Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and HNTB Corporation, for planning services to conduct a Housing Market Analysis for the City of South Bend and Neighborhood Housing Services. Mr. Caldwell noted that the Agreement is in the amount of $26,259.00. Therefore, upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the Agreement was approved and executed. Ms. Catherine Roemer abstained from voting. REGULAR MEETING DECEMBER 14, 1998 APPROVAL OF AGREEMENT - BUILDING BLOCK GRANT PROGRAM Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and the Cedar Block Club of NENC, 1313 Cedar, South Bend, Indiana, to cover costs associated with creating a park with flowers, benches and equipment. This is a matching grant award. Mr. Caldwell noted that the Agreement is in the amount of $5,000.00. Therefore, upon a motion made by Mr. Caldwell, seconded by Mr. Powell and carried, the Agreement was approved and executed. APPROVAL OF AMENDMENT TO CONSULTING AGREEMENT - WALNUT/WESTERN VIADUCT IMPROVEMENTS Mr. Caldwell stated that the Board is in receipt of an Amendment to an Agreement between the City of South Bend and Lawson Fisher, 525 West Washington, South Bend, Indiana, to increase the scope of their studies at the above referred to location to include pavement and drainage repairs. Mr. Caldwell noted that the Amendment is in the amount not to exceed $19,050.00. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Powell and carried, the Amendment to the Agreement was approved and executed. FAVORABLE RECOMMENDATION - PETITION TO RELEASE UTILITY AND WALKWAY EASEMENTS Mr. Caldwell indicated that the Common Council has submitted to the Board a Vacation Petition as completed by Mr. David Norman, 1360 Deerfield Court, South Bend, Indiana to vacate the following property: A utility and walkway easement along the south line of Lot 43 in Southfield Subdivision off Miami Highway approximately 400 feet south of Kern Road is to be released or vacated. Mr. Caldwell advised that the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Area Plan Commission, Police Department, Fire Department, Sanitation, Department of Economic Development and the Department of Public Works. Therefore, Mr. Caldwell made a motion that the Board send a favorable recommendation to the Common Council concerning this Vacation Petition. Mr. Powell seconded the motion which carried. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Powell, seconded by Ms. Roemer and carried, the following traffic control devices were approved: New Installation - No Parking Tow Zone Johnson Street, parallel to Linden, both sides Request by Crime Prevention to alleviate public nuisance Removal - Handicap Signs 214 E. Hammond Place Signs no longer needed APPROVE CONTRACTOR BOND Mr. Larry D. Spradlin, Sr., Engineer, Division of Engineering, recommended that the following Contractor Bond be approved as follows: BOND OF CONTRACTOR Casteel Construction Approved Retroactive to December 10, 1998 Mr. Caldwell made a motion that the recommendation be accepted and that the Bond be approved as outlined above. Ms. Roemer seconded the motion which carried. AWARD BID - SALE OF CITY OWNED PROPERTY - 625 WALNUT Mr. Caldwell advised the Board that on December 7, 1998, bids were to be received and opened for the above referred to property. At that time, there were no bids submitted. However, in Mr. Holmes initial request for the property, he bid $20.00 for 625 Walnut. Mr. Caldwell recommends that the Board award the bid to Mr. Damon Holmes, 623 North Walnut, South Bend, Indiana, in the amount of $20.00, plus recording and advertising fees. Therefore, Mr. Caldwell made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Roemer seconded the motion which carried. P's REGULAR MEETING DECEMI3ER 14, 1998 APPROVE CLAIMS Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $3,454,979.20 and recommended approval. Additionally, Mr. Juan Manigault, Executive Director, WDS of Northern Indiana, submitted one (1) list. containing claims in the amount of $42,163.75 and recommended approval. Ms. Cleo Hickey, Morris Performing Arts Center, submitted claims 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 9:55 a.m. BOARD OF PUBLIC WORKS Z� James R. Caldwell, President Lewis N. Powell, Member Ca herine Roemer, Membr TE T: Angela K. cob, Clerk 1