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HomeMy WebLinkAbout04/14/97 Board of Public Works MinutesREGULAR MEETING APRIL 14. 1997 The regular meeting of the Board of Public Works was convened at 9:34 a.m, on Monday, April 14, 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. 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 April 7, 1997, were approved. AWARD BID - ONE (1) AERIAL LIFT BOOM TRUCK Mr. Matthew Chlebowski, Director, Division of Equipment Services, advised the Board that on March 31, 1997, bids were received and opened for the above referred to truck. After reviewing those bids, Mr. Chlebowski recommends that the Board award the contract to Wise International, 4849 West Western, South Bend, Indiana in the amount of $85,611.97, which is Option 1. Mr. Chlebowski stated that funding will come from the Park Department Equipment Capital Fund. 1998 IHC 4800 4A Hi -Ranger XT -52 $104,111.97 Trade -In $ 18,500.00 Net $ 85,611.97 Therefore, Mr. Littrell 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 - ONE (1) SINGLE AXLE DUMP TRUCK Mr. Matthew Chlebowski, Director, Division of Equipment Services, advised the Board that on March 31, 1997, bids were received and opened for the above referred to truck. After reviewing those bids, Mr. Chlebowski recommends that the Board award the contract to Wise International, 4849 West Western, South Bend, Indiana in the amount of $60,036.22. Mr. Chlebowski stated that funding will come from the Vehicle Capital Fund. IHC 2554/13ody by Deeds Equipment $62,036.02 Trade -In $ 2,000.00 Net $60,036.02 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 - ONE (1) ONE TON CARGO VAN Mr. Matthew Chlebowski, Director, Division of Equipment Services, advised the Board that on March 17, 1997, bids were received and opened for the above referred to van. After reviewing those bids, Mr. Chlebowski recommends that the Board award the contract to Gates Chevrolet, 401 South Lafayette, South Bend, Indiana in the amount of $21,397.00. Mr. Chlebowski stated that funding will come from the User Departments Capital Fund. Therefore, Mr. Littrell 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 - ONE (1) 10' CARGO VAN Mr. Matthew Chlebowski, Director, Division of Equipment Services, advised the Board that on April 7, 1997, bids were received and opened for the above referred to van. After reviewing those bids, Mr. Chlebowski recommends that the Board award the contract to Gates Chevrolet, 401 South Lafayette, South Bend, Indiana in the amount of $26,230.00, which includes all options. Mr. Chlebowski stated that funding will come from the Central Services Capital Motor Equipment Fund. Therefore, Mr. Littrell made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Roemer seconded the motion which carried. REGULAR MEETING APRIL 14, 1997 AWARD BID - ONE (1) MINI CARGO VAN WITH REAR WHEEL DRIVE Mr. Matthew Chlebowski, Director, Division of Equipment Services, advised the Board that on March 17, 1997, bids were received and opened for the above referred to van. After reviewing those bids, Mr. Chlebowski recommends that the Board award the contract to Gates Chevrolet, 401 South Lafayette, South Bend, Indiana in the amount of $18,075.00. Mr. Chlebowski stated that funding will come from the Engineering Capital Vehicle Fund. 1997 Mini Cargo Van/Rear Wheel Drive $16,995.000 Side and Rear Door Glass $ 130.00 Rear Heat and A/C $ 950.00 Total $ 18,075.00 Therefore, Mr. Littrell 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 - ONE (1) TUB GRINDER Mr. Matthew Chlebowski, Director, Division of Equipment Services, advised the Board that on March 24, 1997, bids were received and opened for the above referred to tub grinder. After reviewing those bids, Mr. Chlebowski recommends that the Board award the contract to Deeds Equipment, 7720 Records Street, Lawrence, Indiana in the amount of $197,417.00. An alternate bid was received from Best Equipment on a piece of equipment that was less money, but it did not meet the specifications in twelve (12) areas, as submitted. Mr. Chlebowski stated that funding will come from the Environmental Services Vehicle Capital Fund. TORO ProGrind 4000 $274,000.00 Optional Leaf Screens $ 800.00 One (1) Set Replacement Tips $ 667.00 Trade -In $ 78,050.00 Net $197,417.00 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 BIDS - ABANDONED VEHICLES Mr. Gary Libbey, Department of Code Enforcement, advised the Board that on April 7, 1997, bids were received and opened for the above referred to vehicles. After reviewing those bids, Mr. Libbey recommends that the Board award the bids as follows: JOHN' S AUTO 1954 Prairie Avenue South Bend, Indiana 46613 No. Red Tag Make Year VIN Bid Amount 6 38535 Chrysler 1983 1C3BC59G5DF127136 $350.00 8 38756 Honda 1985 JENIAD5432FC092647 $350.00 13 39000 Nissan 1987 JNIHT2111HT059990 $350.00 MICHIANA ENTERPRISES 19270 Darden Road South Bend, Indiana 46637 No. Red Tag Make Year VIN Bid Amount 7 38666 Ford 1987 1FABPOD7HA164765 $ 75.60 9 38878 Olds 1981 1G3AX69Y5BM244881 $103.00 Cl 1 REGULAR MEETING APRIL 14, 1997 10 38899 Buick 1985 1G2JB2708F7558859 $ 65.00 11 38945 Olds 1982 1G3AN69N3CM105135 $ 95.50 12 38973 1 Nissan 1985 JN1CS26S7FW015132 $ 95.50 SUPER AUTO PARTS 3300 South Main Street South Bend, Indiana 46614 No. Red Tag Make Year VIN Bid Amount 2 38027 Cadillac 1981 6S69NAE699157 $ 92.79 3 38115 Chevy 1981 1G1AZ37K8BK407647 $ 87.79 4 38210 Dodge 1979 NL29CAB 131451 $ 67.79 JAMES R. MANWARREN, JR. 111 W. Dewey Buchanan, Michigan 49107 No. Red Tag Make Year VIN Bid Amount 5 38461 Dodge 1989 1B3XG64JTKG191007 $150.00 Therefore, Mr. Caldwell made a motion that the recommendation be accepted and the bids be awarded as outlined above. Ms. Roemer seconded the motion which carried. AWARD BID - ST. JOSEPH VALLEY PARKWAY/NIMTZ PARKWAYANDIANA TOLL ROAD INTERCHANGE PHASE II - PROJECT NO. 95-18-3 Mr. Carl P. Littrell, Director, Division of Engineering, advised the Board that on April 7, 1997, 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 Walsh Construction Company of Illinois, 929 West Adams, Chicago, Illinois in the amount of $3,592,730.20. Therefore, Ms. Roemer made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Littrell seconded the motion which carried. AWARD BIDS - 1997 STREET MATERIALS Mr. Carl P. Littrell, Director, Division of Engineering, advised the Board that on April 7, 1997, bids were received and opened for the above referred to materials. After reviewing those bids, Mr. Littrell recommends that the Board award the bids as follows: ROSE FUEL & MATERIALS, INC. 513 East Madison Street South Bend, Indiana 46617 Item Unit Price Amount Portland Cement, 47 Lb. $ 3.50 $3,500.00 Portland Cement, 94 Lb. $ 5.85 $8,775.00 Quick Setting Cement, 50 Lb. $12.80 $2,560.00 WALSH & KELLY, INC. 24358 State Road 23 South Bend, Indiana 46614 REGULAR MEETING APRIL 14, 1997 Item Unit Price Amount HAC Surface No. 11 $20.90 $ 41,800.00 Limestone - HV HAC Surface No. 11 $27.75 $ 27,750.00 Limestone - HV, MAC 20 HAC Surface No. 9 $21.00 $ 10,500.00 Limestone - HV HAC Surface No. 9 Slag - $21.45 $ 10,725.00 HV HAC Surface No. 11 Slag, $21.50 $322,500.00 HV HAC Surface No. 11 Slag, $27.65 $276,500.00 HV, MAC 20 HAC Binder No. 8 or No. 9, $18.75 $ 37,500.00 MV HAC Binder No. 11, MV $20.20 $161,600.00 HAC Base No. 5D, MV $18.75 $187,500.00 Bituminous Patch, WS $27.75 $ 8,325.00 Bituminous Patch Material $34.50 $ 20,700.00 Special AE300S THE LEVY COMPANY, INC. Post Office Box 540 Portage, Indiana 46368 Item Unit Price Amount Coarse Agg No. 73 Stone or $8.05 $40,250.00 Slag Coarse Agg No. 53 Stone or $8.05 $40,250.00 Slag Mineral Agg. No. 2 Stone or $8.05 $24,150.00 Slag KLINK TRUCKING, INC. 24355 State Road 23 South Bend, Indiana 46614 Item Unit Price Amount Fine Agg. No. 23, Sand $4.60 $ 6,900.00 KOCH MATERIALS COMPANY 1510 Clover Road Mishawaka, Indiana 46545 11 1 r W1 J 1 REGULAR MEETING APRIL 14 1997 Item Unit Price Amount Bituminous Material, Tack $125.00 $25,000.00 Bituminous Material, Dust $ .42 $ 8,400.00 Palative Polymer Bond, Asph. $ .75 $37,500.00 Emulsions, AC-20 Polymer Modifies Asph. $ .87 $17,400.00 Cement, Picked Up Polymer ModiFed Asph. $ .95 $38,000.00 Cement, Delivered Mr. Littrell stated that the bid documents did not include a description of Item I, Bituminous Patch, UPM, and he recommended that this item be rejected. In addition, there were no bidders for Items 10, 11, 13 and 14. Purchases will be limited to funds available from already appropriated operating budgets. Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, Item I was rejected. Mr. Littrell made a motion that the recommendation be accepted and the bids be awarded as outlined above. Mr. Caldwell seconded the motion which carried. APPROVE CONSTRUCTION CONTRACT - 1997 GOOD NEIGHBORS/GOOD NEIGHBORHOODS PUBLIC WORKS PROGRAM - ZONES 6. 7 AND 8 Mr. Caldwell advised that in accordance with the bid awarded on March 31, 1997, to Kaser Spraker Construction, 25487 West State Road 2, South Bend, Indiana, in the amount of $54,055.00 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 Mr. Littrell and carried, the Contract was approved subject to the filing of the appropriate Certificate of Insurance, Performance Bond and Labor and Materials Payment Bond. APPROVE PROJECT COMPLETION AFFIDAVIT - NEAR NORTHEAST PARTNERSHIP CENTER SERVICE AREA - PROJECT NO. 96-44 Mr. Caldwell advised that Mr. Toy Villa, Public Construction Manager, has submitted the Project Completion Affidavit on behalf of Walsh & Kelly Construction, 24358 State Road 2, South Bend, Indiana, for the above referred to project, indicating a final cost of $40,149.00. Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT - SOUTHEAST PARTNERSHIP CENTER SERVICE AREA - PROJECT NO. 95-11 A Mr. Caldwell advised that Mr. Toy Villa, Public Construction Manager, has submitted the Project Completion Affidavit on behalf of Walsh & Kelly Construction, 24358 State Road 2, South Bend, Indiana, for the above referred to project, indicating a final cost of $22,083.00. Upon a motion made by Mr. Caldwell, seconded by Mr. Littrell and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT - SAMPLE EWING REDEVELOPMENT AREA SITE CLEARANCE, PHASE II, STRUCTURE REMOVAL PACKAGE 2 - PROJECT NO 96-15-2 Mr. Caldwell advised that Mr. Toy Villa, Public Construction Manager, has submitted the Project Completion Affidavit on behalf of Bradberry Brothers, Inc., 20061 Dice, South Bend, Indiana, for the above referred to project, indicating a final cost of $44,606.81. Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the Project Completion Affidavit was approved. REGULAR MEETING APRIL 14. 1997 APPROVE PROJECT COMPLETION AFFIDAVIT - NORTHEAST NEIGHBORHOOD SIDEWALK, CURB AND APPROACH REPAIRS - PROJECT NO 96-54 Mr. Caldwell advised that Mr. Toy Villa, Public Construction Manger, has submitted the Project Completion Affidavit on behalf of Walsh & Kelly Construction, 24358 State Road 2, South Bend, Indiana, for the above referred to project, indicating a final cost of $90,546.00. Upon a motion made by Mr. Caldwell, seconded by Mr. Littrell and carried, the Project Completion Affidavit was approved. APPROVAL OF REQUEST TO REJECT BIDS In a letter to the Board, Mr. Matthew Chlebowski, Director, Division of Equipment Services, requested permission to reject the bid received from Wise International for a Two (2) Ton Cab and Chassis, as it is not needed in the Sewer Department for which it was due. Upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the request was approved. 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 John and Catherine Deitsch. The Consent indicates that in consideration for permission to tap into the public water system of the City, to provide water service to 59479 Mayflower, South Bend, Indiana, (Key # 05-1035-045102), the Deitsch'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, Mr. Caldwell made a motion that the Consent be approved. Mr. Littrell seconded the motion which carried. APPROVAL OF INDEMNIFICATION AND HOLD HARMLESS AGREEMENT Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, an Indemnification and Hold Harmless Agreement was approved, as submitted by the Zion United Church of Christ, in conjunction with the Ethnic Festival, to be held July 4, 5 and 6, 1997. ADOPT RESOLUTION NO. 22-1997 - DISPOSAL OF CITY -OWNED PROPERTY Upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 22-1997 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, SERGEANT LARRY D. HOSTETLER has retired from the South Bend Police Department after twenty-nine (29) 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. AD19099, 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. 1 1 REGULAR MEETING APRIL 14, 1997 ADOPTED this 14th day of April, 1997. BOARD OF PUBLIC WORKS s/Carl P. Littrell, Member Wames R. Caldwell, Member s/M. Catherine Roemer, Member ATTEST: s/Angela K. Jacob, Clerk ADOPT RESOLUTION NO. 23-1997 - DISPOSAL OF CITY -OWNED PROPERTY Upon a motion made by Mr. Caldwell, seconded by Mr. Littrell and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 23-1997 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, SERGEANT FRED A. PRESTON has retired from the South Bend Police Department after twenty-five (25) 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. AD19104, 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 14th day of April, 1997. BOARD OF PUBLIC WORKS s/Carl P. Littrell, Member s/M. Catherine Roemer, Member s/James R. Caldwell, Member ATTEST: s/Angela K. Jacob, Clerk APPROVAL OF REOUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - JANITORIAL SUPPLIES In a memorandum to the Board, Mr. George Zana, Purchasing Manager, requested permission to advertise for the receipt of bids for the above referred to janitorial supplies. Mr. Zana stated that funding will come from each user department. Therefore, upon a motion made by Mr. Caldwell, seconded by Mr. Littrell and carried, the request to advertise for the receipt of bids was approved. REGULAR MEETING APRIL 14, 1997 APPROVAL OF RECOMMENDATION - TO CLOSE STREET - MINIATURE HEALTH FAIR OPEN HOUSE 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. Terrina Chism, 1129 East Bissell Street, South Bend, Indiana to close Bissell from Arthur to Eddy in conjunction with the above referred to open house, on Sunday, April 20, 1997, from 2:00 p.m. until 7:00 p.m. Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and- carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREETS IN CONJUNCTION WITH ETHNIC FESTIVAL ALLIED SIGNAL CLASSIC CAR PARADE 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. Betsy Harriman, Park Department to conduct the above referred to parade, on Friday, July 4, 1997, from 6:00 p.m. until 7:30 p.m., and July 5, 1997, from 9:00 a.m. until 11:00 a.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 TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Caldwell, seconded by Mr. Littrell and carried, the following five (5) traffic control device were approved: New Installation - Handicap 1048 North O'Brien Mr. Brown has met all the Sign requirements New Installation - Handicap 926 E. Cedar Ms. Tobolski has met all the Sign requirements New Installation - Handicap 614 South Meade Ms. Taylor has met all the Sign requirements New Installation - Handicap 1334 King Ms. Banicki has met all the Sign requirements New Installation - Handicap 824 South Brookfield Mr. Miscewicz has met all the Sign requirements Upon a motion made by Mr. Caldwell, seconded by Mr. Littrell and carried, the request to revise Handicap Zones to add Tow Zone was tabled. FILING OF CERTIFICATE OF INSURANCE Upon a motion made by Mr. Caldwell, seconded by Mr. Littrell and carried, the following Certificate of Insurance was accepted for filing: Direct Line Communications, Inc. P.O. Box 962 Mishawaka, Indiana 46546 APPROVE RELEASE OF EXCAVATION BOND Mr. Larry D. Spradlin, Sr., Engineer, Division of Engineering, recommended that the following Excavation Bond be released as follows: EXCAVATION BOND C&D Excavating, Inc. Released Effective April 14, 1997 Mr. Caldwell made a motion that the recommendation be accepted and that the Bond be released as outlined above. Mr. Littrell seconded the motion which carried. [1 1 1 REGULAR MEETING APRIL 14, 1997 APPROVE CLAIMS Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $1,072,431.15, dated April 7, 1997, and $1,858,341.26, dated April 14, 1997 and recommended approval. Ms. Roemer made a motion that the claims be approved and the reports as submitted be filed. Mr. Littrell 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 9:51 a.m. A ST- i i r ic, I Angela , . Jacob, C rk BOARD OF PUBLIC WORKS C.._�aC 7� �' Carl P. Littrell, Member 5 4a. Ca dql,Mber d M. thei he Roemer, Member