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HomeMy WebLinkAbout02/24/97 Board of Public Works Minutes1 REGULAR MEETING FEBRUARY 24, 1997 The regular meeting of the Board of Public Works was convened at 9:3 5 a.m. on Monday, February 24, 1997, by Board Member James R. Caldwell, with Mr. Carl P. Littrell and Ms. M. Catherine Roemer present. Also present was Board Attorney Anne Bruneel. ADD AGENDA ITEM Upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, an agenda item to award various vehicles was approved. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the minutes of the regular meeting of the Board held on February 17, 1997, were approved. AWARD BID - ONE (1) 1997 CROWN VICTORIA Mr. Matthew L. Chlebowski, Director, Equipment Services, advised the Board that on September 30, 1996, bids were received and opened for Police Patrol Vehicles, and requested permission to purchase one (1) 1997 Crown Victoria from the low bidder, Jordan Ford Motors, 609 East Jefferson, South Bend, Indiana. This is an additional unit to the police package awarded on October 7, 1996 and funding will come from the administrative capital motor equipment budget. The total cost of this purchase is $19,400.00. 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. AWARD BID - VARIOUS VEHICLES Mr. Matthew Chlebowski, Director, Division of Equipment Services, advised the Board that on February 17, 1997, bids were received and opened for the above referred to vehicles. After reviewing those bids, Mr. Chlebowski recommends that the Board award the bids as follows: Two (2) Compact Autos Gates Chevrolet $ 12,385.00 Twelve (12) Midsize Program Autos Gates Chevrolet $ 12,200.00 Nine (9) Compact Autos Gates Chevrolet $ 9,900.00 TOTAL $260,270.00 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. APPROVE CHANGE ORDER - ELDER PARKWAY - PROJECT NO. 95-65 Mr. Caldwell advised that Mr. Toy Villa, Contract Engineer, has submitted Change Order No. 3, on behalf of Rieth Riley Construction Co., Post Office Box 1775, South Bend, Indiana, indicating that the Contract amount be increased $1,265.00 for a new Contract sum including this Change Order in the amount of $1,296,683.95. Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the Change Order was approved. APPROVE UTILITY CONTRACTS - IRONWOOD DRIVE RECONSTRUCTION - BROOKMEDE TO RIDGEDALE AVENUE Mr. Caldwell advised that the Board is in receipt of four (4) Utility Contracts for the above referred to contract between the City of South Bend and TCI , Northern Indiana Public Service Company, Ameritech and American Electric Power, by and through the Board of Public Works. The utility facilities are hereby granted a permit to be located within the highway right-of-way in accordance with the submitted drawings adjacent to the present utility facilities and within two feet of the right- of-way line as indicated on the plans for the proposed project. Therefore, upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the Contracts were approved and executed. REGULAR MEETING FEBRUARY 24. 1997 APPROVE COMMUNITY DEVELOPMENT CONTRACTS/ADDENDA The following Community Development Contracts/Addenda were presented to the Board for approval: Grace Community Center $30,000 Staff funds for community center which operates programs serving 250 youth in Near Northwest Neighborhood NRTSC Addendum I Extends Contract through end of 1997 South Bend Heritage Addendum II Extends contract through end Foundation of 1997 Redevelopment Extend contract for Elder Parkway to the end of 1997 Upon a motion made by Mr. Littrell, seconded by Mr. Caldwell and carried, the above referred to Contracts/Addenda were approved and executed. APPROVAL OF PROPOSAL - PROFESSIONAL SERVICES - GEOTECHNICAL EVALUATION - DOWNTOWN MIXED USE DEVELOPMENT - SHILTS, GRAVES AND ASSOCIATES, INC. Mr. Caldwell stated that the Board is in receipt of a Proposal between the City of South Bend and Shilts, Graves and Associates, 1103 South Bend Avenue, South Bend, Indiana, for providing geotechnical. engineering services for the above referenced development. Mr. Caldwell noted that the Proposal is in the amount of $19,600.00. Therefore, upon a motion made by Mr. Caldwell, seconded by Mr. Littrell and carried, the Proposal was approved and executed. APPROVAL OF PROPOSAL - ARCHITECTURAL AND LANDSCAPE ARCHITECTURAL SERVICES - URBAN DESIGN GROUP, INC. Mr. Caldwell stated that the Board is in receipt of a Proposal between the City of South Bend and Urban Design Group Inc., 4850 Sears Tower, Chicago, Illinois, for architectural and landscape architectural services for the Downtown Mixed Use Development, Leighton Plaza. Mr. Caldwell noted that the Proposal is in the amount of $97,775.00. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the Proposal was approved and executed. APPROVE CONSTRUCTION CONTRACT - SAMPLE EWING REDEVELOPMENT AREA - SITE CLEARANCE - PHASE III - PROJECT NO. 96-88 Mr. Caldwell advised that in accordance with the bid awarded on January 13, 1997, to Warner and Sons, Inc., Post Office Box 87, Elkhart, Indiana, in the amount of $60,085.00 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 executed and the appropriate Certificate of Insurance was filed. ADOPT RESOLUTION NO. 9-1997 - ACCEPTING ASSIGNMENT FROM THE REDEVELOPMENT COMMISSION OF ITS CONTRACT WITH WALKER PARKING CONSULTANTS/ENGINEERS, INC. Upon a motion made by Mr. Caldwell, seconded by Mrs. Roemer and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION 9-1997 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, ACCEPTING ASSIGNMENT FROM THE REDEVELOPMENT COMMISSION OF ITS CONTRACT WITH WALKER PARKING CONSULTANTS/ENGINEERS, INC. 1 REGULAR MEETING FEBRUARY 24, 1997 WHEREAS, the South Bend Redevelopment Commission (hereinafter, the Commission) approved a contract with Walker Parking Consultants/Engineers, Inc. (hereinafter Walker) on December 6, 1996; and WHEREAS, the Commission authorized Walker to proceed with the Schematic Design Phase for the sum of $80,000.00 to be paid from TIF revenues; and WHEREAS, Economic Development Income Tax (EDIT) revenues have been appropriated in an amount sufficient to proceed with a portion of the remaining work; and WHEREAS, the South Bend Redevelopment Commission, at its meeting of February 21, 1997, adopted its Resolution No. 1496 approving the assignment of its interest in the contract with Walker to the Board of Public Works; and WHEREAS, the Board is desirous of accepting assignment of the Commission's interest in the contract with Walker. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH BEND, INDIANA, AS FOLLOWS: 1. That the assignment of the contract between the Commission and Walker to the Board of Public Works shall be, and hereby is, accepted. 2. That this Resolution shall be in full force and effect upon its adoption by the Board of Public Works of the City of South Bend. ADOPTED at a meeting of the Board of Public Works of the City of South Bend held on February 24, 1997, 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, Member s/Carl P. Littrell, Member s/M. Catherine Roemer ATTEST: s/Angela K. Jacob, Clerk ADOPT RESOLUTION NO. 10-1997 - APPROVING THE RETURN OF CITY -OWNED PROPERTY ON PROPERTY OF SIMILAR NATURE Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 10-1997 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS APPROVING THE RETURN OF CITY -OWNED PROPERTY ON PROPERTY OF SIMILAR NATURE WHEREAS, it has been determined by the Board of Public Works of the City of South Bend that the following described property is unfit for the purpose for which it was intended and should be traded -in for property of a similar nature: THREE (3) HARLEY DAVIDSON MOTORCYCLES - SEE ATTACHED TITLE SHEETS WHEREAS, it has been determined by the Board of Public Works of the City of South Bend that the following described property is of a similar nature to the above -described property and should be traded with the above -described property: us REGULAR MEETING - . FEBRUARY 24, 1997 ONE (1) HARLEY DAVIDSON MOTORCYCLE - 1HDIDALI69Y500623 ONE (1) HARLEY DAVIDSON MOTORCYCLE = 1HD1DAL13SY500319 ONE (1) HARLEY DAVIDSON MOTORCYCLE - IHDIFHR18TY602758 WHEREAS; I.C. 36-1-11-9 authorizes the Board of Public Works to trade in or exchange City -owned property for partial or full reduction in the purchase price of property of similar nature. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, AS FOLLOWS: L. The following described property shall be traded -in for the following described property of a similar nature: PROPERTY TO BE RETURNED: THREE (3) HARLEY DAVIDSON MOTORCYCLES - SEE ATTACHED TITLE SHEETS PROPERTY TO BE TRADED: ONE (1) HARLEY DAVIDSON MOTORCYCLE - IHDIDAL16SY500623 ONE (1) HARLEY DAVIDSON MOTORCYCLE - 1HDIDAL13SY500319 ONE (1) HARLEY DAVIDSON MOTORCYCLE - IHDIFHR18TY602758 2. That the traded in or exchanged property, to wit: THREE (3) HARLEY DAVIDON MOTORCYCLES --SEE ATTACHED TITLE SHEETS shall be removed from the inventory of the City of South Bend. ADOPTED this 24th day of February, 1997. BOARD OF PUBLIC WORKS s\Carl P. Littrell, Member sUames R. Caldwell, Member s\M. Catherine Roemer, Member ATTEST: s/Angela K. Jacob, Clerk APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - VARIOUS VEHICLES AND EQUIPMENT In a memorandum to the Board, Mr. Matthew Chlebowski, Director, Equipment Services, requested permission to advertise for the receipt of bids for the above referred to vehicles and equipment. Mr. Chlebowski stated that funding for these vehicles will come from the motor equipment capital budget from the respective departments. Therefore, upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the request to.advertise for the receipt of bids was approved. UNFAVORABLE RECOMMENDATION - PETITION TO VACATE TWO ALLEYS Mr. Caldwell indicated that the Common Council has submitted to the Board a Vacation Petition as completed by Mr. Joe Duke, 1521 Kemble Avenue, South Bend, Indiana to vacate the following alleys: The first east -west alley south of Edward Street from the west right-of-way of Kemble Street to the east right-of-way line to the second north -south alley west of Kemble Street for a distance of approximately 132 feet and a width of 14 feet. Part located in Byerley's Addition, City of South Bend, Indiana. Also, the first north -south alley west of Kemble Street from the south right-of-way of Edward Street south to the north right-of-way line of the first east -west alley south of Edward Street for a distance of approximately 165 feet and a width of 8 feet. Part located in Byerley's addition, City of South Bend, Indiana. 1 1 REGULAR MEETING FEBRUARY 24, 1997 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, Department of Economic Development and the Department of Public Works. An unfavorable recommendation has been received by the Bureau of Sanitation, as access is required in the alleys to pick up trash. Therefore, Mr. Caldwell made a motion that the Board send an unfavorable recommendation to the Common Council concerning this Vacation Petition. Ms. Roemer seconded the motion which carried. APPROVAL OF RECOMMENDATION - ENCROACH ONTO PUBLIC RIGHT-OF-WAY Mr. Caldwell stated that favorable recommendations have been received by the Division of Engineering, Design Review, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Gina Merkel, Verkler Incorporated, 4406 Technology Drive, South Bend, Indiana, to block off parking lanes which surround the site of the South Bend Public Transportation Corporation, to accommodate construction activity and safety of construction personnel and visitors to the site from the period of March 1, 1997 through October 15, 1997. In addition, it was requested that a lane of 12' from the curb of South Street be granted to accommodate demolition of 7' of existing asphalt and other construction activity. Therefore, upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the recommendation was approved, subject to a Certificate of Insurance and bonding requirements. APPROVAL OF RECOMMENDATION - TO CONDUCT THE UNITED RELIGIOUS COMMUNITY CROP 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 Mr. James Fisko, United Religious Community, 2015 Western Avenue, South Bend, Indiana to conduct the above referred to walls, on Sunday, September 18, 1997, from 2:00 p.m. until 5:00 p.m., on the designated route as submitted. Upon a motion made by Mr. Caldwell, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVE LICENSE APPLICATIONS - SECOND HAND DEALER Mr. Caldwell stated that the following secondhand dealers license applications have been received: P&K Furniture 1301 E. Calvert Sale of Used Furniture and Household Items Aunt B's Used Books 1408 Elwood Avenue Sale of Used Books and Other Merchandise Mr. Caldwell further advised that favorable recommendations have been received from the Bureau of Traffic and Lighting, Department of Code Enforcement, Police Department and Fire Department concerning the above application. Upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the above license applications were approved and referred to the Deputy Controller's Office for issuance of a license. APPROVE TRAFFIC CONTROL DEVICE Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the following traffic control device was approved: New Installation Handicap Sign 840 South 36th Ms. Payne has met all requirements APPROVE TITLE SHEET - NIMTZ PARKWAY INTERCHANGE PHASE II - PROJECT NO 95-18-2 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 Mr. Littrell, seconded by Ms. Roemer and carried, the above referred to Title Sheet was approved and signed. REGULAR MEETING FEBRUARY 24, 1997 APPROVE CLAIMS Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $1,363,961.46 dated February 17, 1997 and $1,094,394.13 dated February 24, 1997, and recommended approval. Additionally, Mr. Juan Manigault, Executive Director, WDS of Northern Indiana, submitted one (1) Est containing claims in the amount of $51,181.28 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 Carl P. Littrell, Member a qames4R.6aWwell, Member A 4-1�� M. Catherine Roemer, tuber A ST: I n Angela khacob, Cler 1