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HomeMy WebLinkAbout09/29/97 Board of Public Works Minutes407 REGULAR MEETING SEPTEMBER 29, 1997 The regular meeting of the Board of Public Works was convened at 9:34 a.m. on Monday, September 29, 1997, by Board Member James R. Caldwell, with Ms. M. Catherine Roemer present. Also present was Board Attorney Michelle Engel. Board Member Carl P. Littrell was not present. AGENDA ITEM ADDED Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, an Agreement was added to the agenda. 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 September 22, 1997, were approved. PUBLIC HEARING - APPLICATION FOR CERTIFICATE OF PUBLIC CONVENIENCE AND NECESSITY - HOOSIER CAB COMPANY - TABLED Mr. Caldwell advised that this was the date set for the Board's Public Hearing concerning a License Application for a Certificate of Public Convenience and Necessity, as submitted by Mr. Harvey Lester James, 606 Hendricks Street, Mishawaka, Indiana. Mr. Caldwell stated that favorable recommendations have been received by Equipment Services and the Police Department Mr. Harvey James, 606 Hendricks Street, Mishawaka, Indiana, was present, and recommended approval. Mr. Caldwell stated that the Board could not render a decision on the Certificate of Public Convenience, as the place of business was in a residential area. Mr. James stated that he knew that all but two (2) of the existing taxi services operated out of their home. Mr. Caldwell acknowledged . the statement, and responded that the Legal Department would look into it. 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 Mr. Caldwell, seconded by Ms. Roemer and carried, the License Application for a Public Convenience and Necessity was tabled. OPENING OF BIDS - SAMPLE EWING REDEVELOPMENT AREA - PHASE III - STRUCTURE REMOVAL - PROJECT NO. 97-43 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 bid was opened and publicly read: TOROK EXCAVATING 54195 North Burdette South Bend, Indiana 46637 Bid was signed by Mr. William Torok Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: 173,613,00 Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the above bid was referred to the Division of Engineering for review and recommendation. OPENING AND AWARD OF QUOTATIONS - GAGNON STREET SEWER IMPROVEMENTS - PROJECT NO. 97-99 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: A �7 REGULAR MEETING SEPTEMBER 29, 1997 DYE MECHANICAL, INC. 3535 Monroe Street LaPorte, Indiana 46350 Quotation was submitted by Mr. Michael Essling, Secretary QUOTATION: $19,910.00 HRP CONSTRUCTION INC Post Office Box 266 South Bend, Indiana 46624-0266 Quotation was submitted by Mr. Paul J. Fallon, President QUOTATION: $20,194.00 HERRMAN & GOETZ, INC., DB/A UNDERGROUND SERVICES 225 South Lafayette South Bend, Indiana 46601 Quotation was submitted by Mr. Jeffery T. Wells QUOTATION: $20,218.87 SMALL, INC. 25190 State Road 4 North Liberty, Indiana 46554 Quotation was submitted by Mr. Ronald N. Howell, President QUOTATION: $21,151.93 Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the above Quotations were referred to the Division of Engineering for review and recommendation. Mr. Toy Villa, Public Construction Manager, reviewed the quotations, and recommended the quotation be awarded to the low bidder, Dye Mechanical, Inc., 3535 Monroe Street, LaPorte, Indiana, in the amount of $19,910.00. Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the recommendation was approved. OPENING OF QUOTATIONS - SOUTH BEND PARKING STRUCTURE NO 1 - LEVEL 5E AND 6E REPAIRS - PROJECT NO. 97-88 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: WESTERN WATERPROOFING CO., INC. 8530 East 33rd Street Indianapolis, Indiana 46226 Quotation was submitted by Mr. Carl L. Aikman, Branch Manager QUOTATION: $61,750.00 KASER SPRAKER CONSTRUCTION INC 25487 West State Road 2 South Bend, Indiana 46619 REGULAR MEETING SEPTEMBER 29, 1997 Quotation submitted by Mr. Gary L. Spraker QUOTATION: $47,300.00 Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the above Quotations were referred to the Division of Engineering for review and recommendation. AWARD BID - FM PORTABLE TWO-WAY RADIOS AND ACCESSORIES FOR 403-470 MHZ Mr. Al Miller, Director of Communications, advised the Board that on September 15, 1997, bids were received and opened for the above referred to equipment. After reviewing those bids, Mr. Miller recommends that the Board award the contract to Emergency Radio Service, Inc., 57678 County Road 3, Elkhart, Indiana, as follows: Qty. Description Unit Price Amount 90 Motorola HT-100 portable radios, UHF, 16 channel standard rate charger, 2 '/z" belt clip, antenna, high - capacity battery 90 Remote speaker/microphone 90 Spare high capacity battery 90 Extended depot warranty $762.00 $68,580.00 50 NTN7143 High capacity battery $ 66.50 $ 3,325.00 GRAND TOTAL $71,905.00 Mr. Miller stated that the lowest bid for two-way portable radios presented by Economy 2-Way Distributors, Inc., was rejected because it does not meet critical bid specifications. These radios, Maxon SP-140U, do not meet bid specifications in MDC signaling, frequency range, transmitter audio distortion, and receive audio output. The second lowest bid presented by Economy 2-Way Distributors was rejected, because it does not meet bid requirements., in that each radio must include an extra high capacity battery, remote speaker/microphone, and three-year depot service warranty. In this bid, only the radio was bid. The Source of funds will be from the General Fund. 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 - VHF FM MOBILE TWO WAY RADIOS AND ACCESSORIES Mr. Carl P. Littrell, Director, Division of Engineering, advised the Board that on September 15, 1997, bids were received and opened for the above referred to equipment. After reviewing those bids, Mr. Miller recommends that the Board award the contract to Shearer Communications, Inc., 12990 State Road 23, Granger, Indiana, in the amount of $6,086.00. 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 - 1997 CONCRETE IMPROVEMENTS - PROJECT NO. 97-53 Mr. Carl P. Littrell, Director, Division of Engineering, advised the Board that on September 22, 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 Rieth-Riley Construction Company, Inc., Post Office Box 1775, South Bend, Indiana the amount of $168,112.83, which is the base bid and alternate. 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. 14 1 O REGULAR MEETING SEPTEMBER 29, 1997 AWARD BID - ST. JOSEPH VALLEYNIMTZ PARKWAY/TOLL ROAD INTERCHANGE - PHASE III - TRAFFIC SIGNAL - PROJECT NO. 97-57-4 Mr. Carl P. Littrell, Director, Division of Engineering, advised the Board that on September 22, 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 Trans Tech Electric, Inc., 4601 Cleveland Road, South Bend, Indiana the amount of $143,599.00. Mr. Littrell stated that the major reason for the escalation in the cost of the video vehicle detection system, an item of technology whose price is volatile because of rapid improvements int he capability and reliability of the system. 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 - ST. JOSEPH VALLEY/NIMTZ PARKWAY/TOLL ROAD INTERCHANGE - PHASE III - ACCESS ROAD PAVING- PROJECT NO. 97-57-4 Mr. Carl P. Littrell, Director, Division of Engineering, advised the Board that on September 22, 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 & Kelly, Inc., 24358 State Road 23, South Bend, Indiana the amount of $102,998.45. 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 - OLIVE ROAD COMMERCE PARK - PROJECT NO. 96-17 Mr. Carl P. Littrell, Director, Division of Engineering, advised the Board that on September 15, 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 Underground Service, 225 South Lafayette, South Bend, Indiana the amount of $259,288.36, which is the base bid and alternate. 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 - OHIO STREET - MICHIGAN TO CARROLL - SIDEWALK, CURB, APPROACH AND PAVEMENT REPAIRS - PROJECT NO. 97-36 Mr. Caldwell advised that in accordance with the bid awarded on September 15, 1997, to Rieth Riley Construction Co., Inc., Post Office Box 1775, South Bend, Indiana, in the amount of $89,178.85 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 - SOUTHEAST NEIGHBORHOOD PARTNERSHIP CENTER - SIDEWALK, CURB AND APPROACH REPAIRS - PROJECT NO. 97-34 Mr. Caldwell advised that in accordance with the bid awarded on September 15, 1997, to Batteast Construction Company, 430 East LaSalle, South Bend, Indiana, in the amount of $80,380.00 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 - RIVER PARK NEIGHBORHOOD PARTNERSHIP CENTER - SIDEWALK, CURB AND APPROACH REPAIRS - PROJECT NO. 97-35 Mr. Caldwell advised that in accordance with the bid awarded on September 15, 1997, to Batteast Construction Company, 430 East LaSalle, South Bend, Indiana, in the amount of $46,127.50 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 - WESTSIDE NEIGHBORHOOD PARTNERSHIP CENTER -_SIDEWALK, CURB AND APPROACH REPAIRS - PROJECT NO 97-38 Mr. Caldwell advised that in accordance with the bid awarded on September 15, 1997, to Batteast Construction Company, 430 East LaSalle, South Bend, Indiana, in the amount of $45,029.00 for the 1 1 411 REGULAR MEETING SEPTEMBER 29, 1997 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 - NEAR NORTHWEST NEIGHBORHOOD PARTNERSHIP CENTER - SIDEWALK CURB AND APPROACH REPAIRS - PROJECT NO. 97-39 Mr. Caldwell advised that in accordance with the bid awarded on September 15, 1997, to Batteast Construction Company, 430 East LaSalle, South Bend, Indiana, in the amount of $79,897.00 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 the appropriate Certificate of Insurance, Performance Bond and Labor and Materials Payment Bond as submitted were filed. APPROVE CONSTRUCTION CONTRACT - RUM VILLAGE NEIGHBORHOOD PARTNERSHIP CENTER - SIDEWALK, CURB AND APPROACH REPAIRS - PROJECT NO 97-74 Mr. Caldwell advised that in accordance with the bid awarded on September 15, 1997, to Batteast Construction Company, 430 East LaSalle, South Bend, Indiana, in the amount of $91,432.00 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 the appropriate Certificate of Insurance, Performance Bond and Labor and Materials Payment Bond as submitted were filed. APPROVAL OF AGREEMENT - STATE/LOCAL PUBLIC AGENCY AGREEMENT - IRONWOOD DRIVE RECONSTRUCTION - E_W1NG TO RANDOLPH - PROJECT NO. 96-025 Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and the Indiana Department of Transportation. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the Agreement was approved and executed. APPROVAL OF AGREEMENT - VOICE MAIL UPGRADE - AMERITECH Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and Ameritech, 240 North Meridian, Indianapolis, Indiana, for the City of South Bend's voice mail upgrade. Mr. Caldwell noted that the Agreement is in the amount of $19,518.00. Therefore, upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the Agreement was approved and executed. APPROVAL OF AGREEMENT - RIGHT-OF-WAY - OLIVE TOLL ROAD PARTNERS Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and Olive Toll Road Partners L.P., for the right-of-way agreements for Olive Road Commerce Park. It was noted that the developer will contribute to the city the amount of $74,487.00 for dedicated parcel of land, as submitted. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the Agreement was approved and executed. APPROVE CHANGE ORDER (REVISED) - IRONWOOD WIDENING - R-23194 - PROJECT NO. 96-025 Mr. Caldwell advised that Mr. Darrell Baker, Project Engineer, has submitted Change Order No. 1 on behalf of Small, Inc., 25190 State Road 4, North Liberty, Indiana, indicating that the Contract amount be increased $3,872.00 for a new Contract sum including this Change Order in the amount of $1,062,276.17. It was noted that the Change Order approved on September 22, 1997, was incorrect, and this Change Order is a correction on the work performed. Upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the Change Order was approved. APPROVE CHANGE ORDER - ST. JOSEPH VALLEY PARKWAY/NIMTZ PARKWAY/INDIANA TOLL ROAD INTERCHANGE - PHASE II -PROJECT NO 95-18-3 Mr. Caldwell advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 2 on behalf of Walsh Construction Company, 929 West Adams Street, Chicago, Illinois indicating that the Contract amount be increased $60,495.06 for a new Contract sum including this 43-2 REGULAR MEETING SEPTEMBER 29, 1997 Change Order in the by amount of $3,690,005.26. Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the Change Order was approved. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT - RUM VILLAGE PARK - PROJECT NO. 97-37 Mr. Caldwell advised that Mr. Toy Villa, Public Construction Manager has submitted the final Change Order on behalf of Rieth Riley Construction Company, Post Office Box 1775, South Bend, Indiana, indicating that the contract amount be decreased by $2,840.16 for a new contract sum including this Change Order in the amount of $11,457.84. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the Change Order (Final) and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT - NEAR WESTSIDE PARTNERSHIP CENTER SERVICE AREA PROJECT NO. 96-46 Mr. Caldwell advised that Mr. Toy Villa, Public Construction Manager has submitted Change Order No. 1 (Final) indicating that the contract amount be increased by $9,011.65 for a new contract sum including this Change Order in the amount of $100,292.15. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Ms. Roemer, seconded by Mr. Caldwell 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. APPROVE PROJECT COMPLETION AFFIDAVIT - BROADWAY - REMOVAL OF ST. JOSEPH AND CARROLL STREETS - PROJECT NO. 97-33-1 Mr. Caldwell advised that Mr. Toy Villa, Public Construction Manager, has submitted the Project Completion Affidavit on behalf of Kaser Spraker Construction, 25487 State Road 2, South Bend, Indiana, for the above referred to project, indicating a final cost of $66,745.00. Upon a. motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the Project Completion Affidavit was approved. APPROVE COMMUNITY DEVELOPMENT CONTRACT AND ADDENDUM The following Community Development Contract and Addendum were presented to the Board for approval: LaCasa de Amistad $15,000.00 Replace roof at LaCasa building at 746 Meade Planning & Neighborhood Addendum I Bissell Street Public Works Development Contract, expands activity service area to 1300 block of Bissell Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the above referred to Contract and Addendum were approved and executed. APPROVAL OF RECOMMENDATION - TO CONDUCT LIFE CHAIN PRAYER VIGIL 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. Gus Zuehlke, 134 South Greenlawn, South Bend, Indiana to conduct the above referred to Life Chain Prayer Vigil, on Sunday, October 5, 1997, from 2:30 p.m. until 3:30 p.m., on Ironwood Road from State Road 23 to Edison Road. Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO REMOVE PARKING RESTRICTIONS - HIGH HOLY DAYS 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 Dr. Harvey Weingarten, Sinai Synagogue, 1102 East LaSalle Avenue, South Bend, Indiana, to 1 413 1 REGULAR MEETING SEPTEMBER 29, 1997 remove parking restrictions at 1102 East LaSalle Avenue on October 2, 3, 10 and 11, 1997. Upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CONDUCT BLOCK PARTY 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 Ms. Carol Bellin, Neighborhood Housing Services, 803 North Notre Dame Avenue, South Bend, Indiana to conduct the above referred to block party, on Sunday, October 5, 1997, from 1:00 p.m. until 6:00 p.m., on Bissell Street from Eddy to Arthur. Upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO ENCROACH ONTO PUBLIC RIGHT OF WAY 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 Mr. Todd Zeiger, Near Northwest Neighborhood, Inc., 1005 Portage Avenue, South Bend, Indiana to install a new entrance door at the property located at 1005 Portage Avenue. Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the recommendation was approved subject to an easement for encroaching into the right-of-way. APPROVAL OF RECOMMENDATION - TO CONDUCT RED RIBBON MARCH AGAINST DRUGS 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. Gladys Muhammad, United Community Against Drug and Alcohol Abuse, 914 Lincolnway West, South Bend, Indiana to conduct the above referred to march, on Friday, October 31, 1997, from 10:00 a.m. until 11:00 a.m., on the designated route as submitted. Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the recommendation was approved. CONTRACTOR BONDS Mr. Larry D. Spradlin, Sr., Engineer, Division of Engineering, recommended that the following Contractors and Excavation Bonds be approved and/or released as follows: BOND OF CONTRACTOR Great Lakes Property Maintenance EXCAVATION BONDS Middlebury Septic Inc. & Fore's Septic & Excavating Approved Retroactive to September 25, 1997 Approved Effective September 24, 1997 Mr. Caldwell made a motion that the recommendation be accepted and that the Bonds be approved and/or released as outlined above. Ms. Roemer seconded the motion which carried. APPROVE CLAIMS Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $692,917.36 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 Mr. Caldwell announced that a meeting for all interested will take place at the South Bend Police Department, 701 West Sample Street, South Bend, Indiana, on Wednesday, October 1, 1997, at 1:00 p.m., concerning the Police Department towing standards. 4 1 4 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 10:00 a. m. BOARD OF PUBLIC WORKS Carl P. Littrell, Member ames R. aidwell, Member M. atherine Roemer, Mepnber AT T-4 ST: L&4�k "'6� Angela K. Jacob, CI rk E, I1 7