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HomeMy WebLinkAbout08/25/97 Board of Public Works Minutes358 REGULAR MEETING AUGUST 25, 1997 The regular meeting of the Board of Public Works was convened at 9:35 a.m. on Monday, August 25, 1997, by Board Member James R. Caldwell, with Ms. M. Catherine Roemer present. Board Member Carl P. Littrell was not present. Also present was Board Attorney Michelle Engel. ADD AGENDA ITEMS Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, agenda items for a Construction Contract and a Request to land a helicopter on the Colfax Parking Garage were added. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the minutes of the regular meeting of the Board held on August 18, 1997, were approved. AWARD BID - ORGANIC RESOURCES FACILITY MATERIALS/SOILS CLOSURE OF BIOSOLIDS - LAGOON NO. 4 Mr. Carl P. Littrell, Director, Division of Engineering, advised the Board that on August 11, 1997, bids were received and opened for the above referred to service. After reviewing those bids, Mr. Caldwell recommends that the Board award the contract to Klink Trucking, Inc., Post Office Box 428, Ashley, Indiana, in the amount of $222,158.00. Therefore, Ms. Roemer made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Caldwell seconded the motion which carried. AWARD BIDS - 1997 PARK DEPARTMENT PAVING PROGRAM - PROJECT NO. 97-37 Mr. Carl P. Littrell, Director, Division of Engineering, advised the Board that on July 28, 1997, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Caldwell recommends that the Board award the contract as follows: Walsh & Kelly Division 1 Pinhook Park $13,731.50 Rieth Riley Division 2 Rum Village $14,298.00 Therefore, Ms. Roemer made a motion that the recommendation be accepted and the bids be awarded as outlined above. Mr. Caldwell seconded the motion which carried. AWARD BID - TWO (2) MEDIUM DUTY AMBULANCES Mr. Carl P. Littrell, Director, Division of Engineering, advised the Board that on July 28, 1997, bids were received and opened for the above referred to equipment. After reviewing those bids, Mr. Caldwell recommends that the Board award the contract to Goggan & Associates, Inc., 15783 U.S. 12, Union, Michigan, in the amount of $254,800.00. 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 CONSTRUCTION CONTRACT - LEIGHTON PLAZA - MASS EXCAVATION - PROJECT NO. 97-57-2 Mr. Caldwell advised that the Board is in receipt of a Contract for the above referred to project between the City of South Bend, and Ritschard Brothers, Inc., 1204 West Sample Street, South Bend, Indiana by and through the Board of Public Works. It is noted that this Contract is in the amount of $792,000.00. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the Contract was approved and executed. APPROVE CONSTRUCTION CONTRACT - LEIGHTON PLAZA - CAST IN PLACE CONCRETE - PROJECT NO. 97-57-3 Mr. Caldwell advised that the Board is in receipt of a Contract for the above referred to project between the City of South Bend, and Hagerman Construction Company, Post Office Box 10690, Fort Wayne, Indiana by and through the Board of Public Works. It is noted that this Contract is in the amount of $1,077,000.00. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the Contract was approved and executed. 359 REGULAR MEETING AUGUST 25, 1997 APPROVE CONSTRUCTION CONTRACT - MONROE STREET SANITARY SEWER REPAIR - PROJECT NO. 97-13 Mr. Caldwell advised that in accordance with the bid awarded on August 18,1997, to HRP Construction Inc., Post Office Box 266, South Bend, Indiana, in the amount of $78,816.00 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. Caldwell 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 CONSTRUCTION CONTRACT - LOCUST ROAD/OLIVE STREET SEWER AND STREET IMPROVEMENTS - PROJECT NO. 97-54 Mr. Caldwell advised that in accordance with the bid awarded on August 11, 1997, to Rieth Riley Construction Co., Inc., Post Office Box 1775, South Bend, Indiana, in the amount of $375,377.37 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. Caldwell 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 CONTRACT FOR LEGAL SERVICES - WORKFORCE DEVELOPMENT SERVICES OF NORTHERN INDIANA, INC. Mr. Caldwell advised that the Board is in receipt of a Contract for the services of one (1) Assistant City Attorney, Jeff Jankowski, to provide advice and assistance on legal matters relating to the conduct of the Workforce Development Services Program during July 1, 1997 through June 30,1998 between the City of South Bend, and Workforce Development Services of Northern Indiana, Inc., 425 North Michigan, South Bend, Indiana by and through the Board of Public Works. It is noted that this Contract is in the amount of a fixed fee of five hundred dollars ($500.00) per month for up to six (6) hours per month and fifty dollars ($50.00) per hour for each hour of assistance per month exceeding six (6) hours per month. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the Contract was approved and executed. APPROVE CONTRACT FOR SALE OF PERSONAL PROPERTY AT PUBLIC AUCTION - KASERS AUCTION SERVICE Mr. Caldwell advised that the Board is in receipt of a Contract for the sale of personal property at public auction between the City of South Bend, and Kaser's Auction Service, 68099 Sycamore Road, North Liberty, Indiana, by and through the Board of Public Works. It is noted that this Contract is in the amount of five percent (5%) commission on the goods and items sold. It is further noted that this auction will be held on Saturday, September 13, 1997, at Equipment Services, 1045 West Sample, South Bend, Indiana. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the Contract was approved and executed. APPROVAL OF AGREEMENT - STATE -LOCAL PUBLIC AGENCY AGREEMENT - WESTERN/LOMBARDY, WESTERN/SCOTT; MAYFLOWER/LINDEN Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and the Indiana Department of Transportation, Indianapolis, Indiana, for a signalization project at the above referred to locations. Mr. Caldwell noted that the Agreement is in the amount of $88,400.00. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the Agreement was approved and executed. AGREEMENT TABLED - LEASEHOLD MORTGAGE AND SECURITY AGREEMENT - HOUSING CONSORTIUM Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the Agreement was tabled. APPROVAL OF UTILITY AGREEMENT - WASTEWATER TREATMENT PLANT Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and the Wastewater Treatment Plant, South Bend, for sewer lines and appurtenances to be located within the right of way at Western and Scott; Western and Lombardy and Mayflower and Linden. Therefore, upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the Agreement was approved and executed. 360 REGULAR MEETING AUGUST 25, 1997 . APPROVAL OF INDEMNIFICATION AND HOLD HARMLESS AGREEMENTS Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried the following Indemnification and Hold Harmless Agreements were approved. It was noted that these Agreements are for the Gus Macker Basketball Event, to be held on September 12, 1997 through September 14, 1997. Andrew Troeger & Co., Inc. 122 South Niles Avenue Madison Center and Hospital 403 East Madison Holladay Property Service, Inc. 431 East Colfax Batteast Construction Co. 430 East LaSalle Norwest Bank Rose Fuel and Materials, Inc. 513 East Madison Street St. Joseph's Medical Center 801 East LaSalle Madison Oyster Bar 402 East Madison/319 North Niles APPROVE COMMUNITY DEVELOPMENT AGREEMENTS - YOUTH GRANT PROGRAM The following Youth Grant Program Contracts were presented to the Board for approval: Brown-N-Proud Dance $2,000.00 Purchase of costumes for the Group dance troupe, transportation to and from community festivals Boys & Girls Club $1,002.00 Attendance to OKI Group conference in Kidron, Ohio Upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the above referred to Contracts were approved and executed. APPROVAL OF EMERGENCY MEDICAL SERVICES AGREEMENT - NOTRE DAME Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and the University of Notre Dame, Notre Dame, Indiana, for emergency medical services during the 1997 Notre Dame home football games. Mr. Caldwell noted that the Agreement is in the amount as follows: Two Advanced Life Support units staffed with four (4) St. Joseph County Certified Paramedics $75.00 per hour per unit 2. One (1) basic Life Support unit staffed with two (2) basic EMT's. $60.00 per hour 3. Three (3) roving paramedics will work with the University Control Team $20.00 per hour each 4. One (1) Paramedic Supervisor to work with the University Control Team $25.00 per hour Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the Agreement was approved and executed. APPROVAL OF LETTER OF AGREEMENT - WALKER PARKING CONSULTANTS Mr. Caldwell stated that the Board is in receipt of a Letter of Agreement between the City of South Bend and Walker Parking Consultants, 2121 Hudson Avenue, Kalamazoo, Michigan, for modification of the Leighton Plaza basement floor plan. Mr. Caldwell noted that the Agreement is in the amount of $20,000.00 plus reimbursable expenses. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the Letter of Agreement was approved and executed. 1 1 3C1 REGULAR MEETING AUGUST 25, 1997 APPROVAL OF GRANT OF TEMPORARY EASEMENT - STORM SEWER - ART IRON (REVISED Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the Grant of Temporary Easement for a storm sewer at High Industrial Park was approved. It was noted that there was revision to the text of the Easement, previously approved by the Board of Public Works. APPROVAL OF GRANT OF PERPETUAL EASEMENT - SANITARY SEWER - TRICO INC. Upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, a Grant of Perpetual Easement for a sanitary sewer for Trico, Inc., 2934 McKinley Avenue, South Bend, Indiana. ADOPT RESOLUTION NO. 70-1997 - DISPOSAL OF OBSOLETE 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. 70-1997 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY WHEREAS, it has been determined by the Board of Public Works that the following property is unfit for the purpose for which it was intended and is no longer needed by the City of South Bend: SEE ATTACHED LIST WHEREAS, Indiana Code 36-1-11-6(c) permits and establishes procedure for disposal of personal property which is unfit for the purpose for which it was intended and which is no longer needed by the City. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that the items listed above is no longer needed by the City; is unfit for the purpose for which it were intended and has an estimated value of less than five thousand dollars ($5,000.00). BE IT FURTHER RESOLVED, that said equipment may be transferred or sold at public auction or private sale, without advertising. However, if the property is deemed worthless, such may be demolished or junked. ADOPTED this 25th day of August, 1997. BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA s/James R. Caldwell, Member s/M. Catherine Roemer, Member ATTEST: s/Angela K. Jacob, Clerk APPROVAL OF REQUEST TO REJECT BIDS/READVERTISE FOR THE RECEIPT OF BIDS It a memorandum to the Board, Ms. Cathy Hubbard-Shead, Director of Personnel, requested permission to reject the bid for Uniform Rentals, and readvertise for the receipt of bids. Upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the requests were approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS LEIGHTON PLAZA - PHASE II - UNDERGROUND PARKING PARKING GARAGE RETAIL SHOPS - PROJECT NO. 97-57-4 In a memorandum to the Board, Mr. Carl P. Littrell, Division of Engineering, requested permission to advertise for the receipt of bids for the above referred to project. Mr. Caldwell stated that this project will construct a parking garage and public plaza in the block bounded by Main, Jefferson, Michigan and Washington. Mr. Caldwell stated that Community & Economic Development has purchased bonds to cover the cost of funding. Additionally, Mr. Caldwell requested that bids be 362 REGULAR MEETING AUGUST 25, 1997 opened at a Special Meeting of the Board on Thursday, September 25, 1997, at 9:30 a.m. 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. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - MOBILE TWO- WAY RADIOS AND ACCESSORIES FOR ENGINEERING DEPARTMENT In a memorandum to the Board, Mr. Al Miller, Bureau of Communications, requested permission to advertise for the receipt of bids for the above referred to equipment. Mr. Miller stated that funding will come from the General Fund. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the request to advertise for the receipt of bids was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - PORTABLE TWO-WAY RADIOS - SOUTH BEND POLICE DEPARTMENT In a memorandum to the Board, Mr. Al Miller, Bureau of Communications, requested permission to advertise for the receipt of bids for the above referred to equipment. Mr. Miller stated that funding will come from the General Fund. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the request to advertise for the receipt of bids was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - BIOSOLIDS TRUCKING In a memorandum to the Board, Mr. Ken Zmudzinski, Environmental Services, requested permission to advertise for the receipt of bids for the above referred to service. Mr. Zmudzinski stated that this service will truck biosolids from Organic Resources to land applications sites, and funding will come from the Wastewater Treatment operating fund.. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the request to advertise for the receipt of bids was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - OLIVE ROAD COMMERCE PARK - PROJECT NO. 96-17 In a memorandum to the Board, Mr. Carl P. Littrell, Division of Engineering, requested permission to advertise for the receipt of bids for the above referred to project. Mr. Caldwell stated that this project will construct infrastructure for a new industrial park on Olive Road at the Indiana Toll Road, and sufficient funds have been appropriated from the Sewer Works Depreciation Fund and from an agreement with the developer of the real estate the infrastructure will serve. Therefore, upon a motion made by Ms. Roemer seconded by Mr. Caldwell and carried, the request to advertise for the receipt of bids was approved. APPROVAL OF REQUEST TO CONDUCT PUBLIC AUCTION - UNCLAIMED PROPERTY In a memorandum to the Board, Service Chief Richard Kilgore, South Bend Police Department, requested permission to conduct the sale of unclaimed property at an auction to be held on Saturday, September 27, 1997, at 701 West Sample Street, South Bend, Indiana. Chief Kilgore stated that Kaser's Auction Service, 68095 Sycamore Road, North Liberty, Indiana, a licensed auctioneer, will perform the auction. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the request to conduct a public auction, as well as the Contract, were approved. APPROVAL OF RECOMMENDATION - TO CONDUCT BLOCK PARTY Mr. Caldwell stated that favorable recommendations have been received by the Division of Engineering, Code Enforcement, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Misti McIntire -Rooks, 1145 Academy Place, South Bend, Indiana to conduct the above referred to block party, on Sunday, September 14, 1997, from 12:00 p.m. until 7:00 p.m., on Academy Place from Inglewood to Riverside Drive. Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the recommendation was approved. FAVORABLE RECOMMENDATION - PETITION TO VACATE AN ALLEY Mr. Caldwell indicated that the Common Council has submitted to the Board a Vacation Petition as completed by Ms. Cynthia Robinson, 445 South Walnut, South Bend, Indiana to vacate the following alley: 363 REGULAR MEETING AUGUST 25, 1997 The first east -west alley north of Huron Street from the west right-of-way of South Walnut Street to the east right-of-way of the first north -south alley west of South Walnut Street, a distance of approximately 136 feet and a width of 10 feet. Part located in Harris 2nd sub. of pt. Bank Outlot 97. Mr. Caldwell advised that the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Police Department, Fire Department, Bureau of Sanitation and Community & Economic Development. Area Plan has stated that is appears that the petitioner is using the alley for access to his property, and it will be necessary for the adjacent property owner to the north to grant an easement to the property owner to the south, to allow him access to his property. An easement is necessary to guarantee the property owner to the south access to park on his lot. The Division of Engineering concurs. Therefore, Mr. Caldwell made a motion that the Board send a favorable recommendation to the Common Council concerning this Vacation Petition. Ms. Roemer seconded the motion which carried. APPROVAL OF RECOMMENDATION - TO CLOSE STREETS - CORN AND SAUSAGE ROAST 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 Mr. Julius Cheney, Finnigans Irish Pub, 113 East Wayne, South Bend, Indiana to conduct the above referred to event, on August 29 and 30, 1997, from 11:00 a.m. until 3:00 a.m. It was noted that approval is subject to Finnigans complying with the following: 1. Ample security persons will be hired. 2. Beer trucks will be positioned on Wayne Street at St. Joseph in a manner as not to block any and all traffic that would attempt to use Wayne Street between St. Joseph and Michigan. 3. Security fencing will be placed around the perimeter including the beer trucks, and each entrance will be staffed to insure control of any underage persons who would attempt to enter. 4. Proper lighting and barricades shall be used. Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the recommendation was approved. APPROVAL OF OCCUPANCY PERMIT Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, a Temporary occupancy Permit was approved for Gibson -Lewis, LLC, Post Office Box 488, Mishawaka, Indiana, for a dumpster to be placed in the 100 block of Jefferson Boulevard. 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 Mr. Larry Clark, 17917 State Road 23, South Bend, Indiana. The Consent indicates that in consideration for permission to tap into the public sanitary sewer system of the City, to provide sanitary sewer service to 17917 State Road 23, South Bend, Indiana, (Key # 02- 2074-3443B), Mr. Clark waives and releases any and all right to remonstrate against or oppose any pending or future annexation of the property by the City of South Bend. Therefore, Ms. Roemer made a motion that the Consent be approved. Mr. Caldwell seconded the motion which carried. FILING OF CERTIFICATES OF INSURANCE Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the following Certificates of Insurance were accepted for filing: Robert Henry Corporation Master Machinery Movers, Inc. Post Office Box 1407 1520 South Magnolia Street South Bend, Indiana 46624-1407 South Bend, Indiana 46613 364 REGULAR MEETING AUGUST 25, 1997 APPROVAL OF REQUEST TO LAND A HELICOPTER ON COLFAX PARKING GARAGE - RILEY AVIATION/WSBT STUDIOS Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, a request to land a helicopter on the roof of the Colfax Parking Garage on football Fridays was approved. Mr. Caldwell stated that a Certificate of Insurance from Riley Aviation, as well as an Indemnification has been submitted. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the following traffic control devices were approved: Removal of Handicap Sign 1518 North Meade Signs not needed Removal of Handicap Sign 731 Diamond Signs not needed New Installation - 4-Way Stop Sign Johnson & Keller New Installation - Handicap Sign Westmore South Side at Gate 8 Mr. Milliken is a double amputee APPROVE CLAIMS Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $945,174.18, dated August 25,1997, and recommended approval. Additionally, Mr. Juan Manigault, Executive Director, WDS of Northern Indiana, submitted one (1) list containing claims in the amount of $101,760.21 and recommended approval. Ms. Roemer made a motion that the claims be approved and the reports as submitted be filed. Mr. Caldwell 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 9:50 a.m. AT S Angela K. ob, Cler BOARD OF PUBLIC WORKS Carl P. Littrell, Member V 4amesR. well, Member M. Cat Brine Roemer Member I I 1 1