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HomeMy WebLinkAbout10/13/97 Board of Public Works Minutes424 REGULAR MEETING OCTOBER 13, 1997 The regular meeting of the Board of Public Works was convened at 9:40 a.m. on Monday, October 13, 1997, by Board Member James R. Caldwell, with Mr. Carl P. Littrell and Ms. M. Catherine Roemer present. Also present was Board Attorney Michelle Engel. AGENDA ITEMS ADDED Upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the following items were added to the agenda: - Access Agreement - Construction Contract (2) - Proposal - Title Sheet APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the minutes of the regular meeting of the Board held on October 6, 1997, were approved. OPENING OF BIDS - WEST CLEVELAND ROAD INDUSTRIAL PARK PHASE I - MEGHAN BEELER COURT - PROJECT NO. 97-83 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: RIETH RILEY CONSTRUCTION COMPANY, INC. Post Office Box 1775 South Bend, Indiana 46634 Bid was signed by Mr. Christopher L. Weinkauf Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $440,043.30 YOUNGS EXCAVATING, INC. 50563 Dusty Trail Court Granger, Indiana 46530 Bid was signed by Mr. Kurt D. Youngs, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $378,955.12 HERRMAN & GOETZ, INC. D/B/A UNDERGROUND SERVICES 225 South Lafayette South Bend, Indiana 46601 Bid was signed by Mr. Thomas J. Herrman, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $415,362.60 42S n REGULAR MEETING OCTOBER 13, 1997 PHEND AND BROWN, INC. Post Office Box 150 Milford, Indiana 46542 Bid was signed by Mr. Andrew J. Brown, Secretary/Treasurer Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $392,104.09 NIBLOCK EXCAVATING, INC. Post Office Box 211 Bristol, Indiana 46507 Bid was signed by Mr. Gary Niblock, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $488,050.59 LAFREE EARTH INC. Post Office Box 1752 Mishawaka, Indiana 46546 Bid was signed by Mr. Greg LaFree, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $426,449.50 HRP CONSTRUCTION INC. Post Office Box 266 South Bend, Indiana 46624-0266 Bid was signed by Mr. Paul J. Fallon, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $424,291.89 SMALL, INC. 25190 State Road 4 North Liberty, Indiana 46554 Bid was signed by Mr. Ronald N. Howell, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $439,323.10 ATLAS EXCAVATING, INC. 1270 Washington Avenue Frankfort, Indiana 46041 426 REGULAR MEETING Bid was signed by Ms. Tina Dillon Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent'(5%) Bid Bond was submitted BID: $431,346.00 SELGE CONSTRUCTION CO., INC. 2833 South I Ith Street Niles, Michigan 49120 Bid was signed by Mr. James Boyles, Vice President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $392,644.70 OCTOBER 13, 1997. Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the above bids were referred to the Division of Engineering for review and recommendation. OPENING OF OUOTATIONS - STATE THEATER MAROUEE REHABILITATION - PROJECT NO. 97-07-1 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: FOREST SIGN AND DISPLAYS, INC. 2729 South Main South Bend, Indiana 46680 Quotation was submitted by Mr. Brian Jesswein QUOTATION: $47,500.00 BURKHART ADVERTISING, INC. 1247 Mishawaka Avenue South Bend, Indiana 46624-0536 Quotation was submitted by Mr. Robert Kraabael QUOTATION: $70,280.00 LANDMARK SIGNS 7424 Industrial Avenue Chesterton, Indiana 46304 Quotation was submitted by Mr. Allen C. O'Brien, President QUOTATION: $43,468.00 Alternate for Base Bid: $64,861.00 Upon a motion made by Mr. Caldwell, seconded by Mr. Littrell and carried, the above Quotations were referred to the Division of Engineering for review and recommendation. AWARD BID - U.S. 31 INDUSTRIAL PARK - SECTION ONE - SANITARY SEWER, WATER MAIN, DRAINAGE AND ROADWAY CONSTRUCTION - PROJECT NO. 97-82 Mr. Carl P. Littrell, Director, Division of Engineering, advised the Board that on October 6, 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 R&R Excavating, Inc., 2010 Went Avenue, 1 427 REGULAR MEETING OCTOBER 13, 1997 Mishawaka, Indiana, in the amount of $465,348.22. Sufficient funds have been appropriated from the Airport Economic Development Area TIF. Therefore, Mr. Caldwell 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 - INTEGRATED POLICE WIRELESS COMPUTING NETWORK Mr. Gary Horvath, Police Department, advised the Board that on July 28, 1997, bids were received and opened for the above referred to equipment. After reviewing those bids, Mr. Horvath recommends that the Board award the bids as follows: The City of South Bend Police and Fire Departments have selected the following CAD/RMS/RF Vendors for immediate hardware and software purchases. The vendor selected has successfully responded to South Bend Police/Fire Department's RFP1 and in the Evaluations Committee's opinion, it was felt that the vendor selected and their proposal meets and exceed the needs of the City's Police -Fire -EMS Departments and its citizens. NCR Corporation, in conjunction with ADSI, has been selected to supply the department with an updated Records Management, CAD and Field Reporting System for Police, Fire and EMS. Hardware and software will be supplied to complete this project with an estimated four month implementation plan. NCR and ADSI were selected for several reason including, robust hardware, user friendly CAD, RMS and field reporting, easy transition from present day CAD & RMS, less training, ' and data conversions already written. The cost sheets include software and hardware support that will be funded through the department's proposed 1998 Police Department Budget. NCR Corporation and ADSI have submitted a bid of $951,476.89. NCR Corporation and ADSI were selected for several reasons including the following: ADSI/NCR was the only vendor that could meet the bid specification that implementation would be completed by December 31, 1997. All other vendor completion dates ranged from May 1998 through October 1998. NCR and ADSI are committed to a four (4) month implementation schedule as required in RFP1. PSI listed a nine (9) month completion date; HTE listed a twelve (12) month completion date; New World listed a six (6) month completion date; Lucent listed a six (6) month completion date; PSSI listed an eight (8) month completion date and Logistic listed an eight (8) month completion date. ADSI/NCR was the second lowest bidder for system hardware (excluding laptops, mounts and printers) and software. Lucent was actually the lowest bidder but they did not have an operational Police Field reporting system. An operational Police Field Reporting system is mandatory in order to complete reports in the field. Lucent did not meet minimal specifications in regard to Police Field Reporting. Lucent is also not a "paperless" solution for storing, retrieving and writing police reports as are the other vendors. The very basis for field reporting is to give the officer in the car the necessary reporting tools to complete his/her paperwork and transmit the report back to the main police station via Rf. Lucent's solution did not include field reporting and Rf. transmission back to the station which is mandatory for RFP 1. ADSI/NCR was one of the few vendors that met the minimum RMS Server specification and has a minimum of at least 40 GB hard drive on line. HTE has only 23.6 GB storage; PSI has 40 GB of storage; Lucent has 40 GB hard drive; New World has only proposed 11.6 GB hard disk space. ADSI has the resources to convert LECS Records (SBPD's Record System) to ADSI. They have successfully completed this task in the Midwest already. No other vendor has completed this conversion. Most other vendors would not give a guarantee or quote for this data conversion and listed the costs or time frame needed as "To Be Determined". HTE had an exception to additional redundancy (3.26.3.1); ADSI/NCR complies with the specifications. HTE does not have fire field reporting until Late 1998. ADSI promises this feature by July 1, 1998. HTE had in excess of over 101 exceptions to the bid specifications (more than any other vendor). In the opinion of the Evaluating Committee, HTE 's CAD was hard to work with, difficult to learn and would require additional time and training funds to transition to this system. HTE also could not meet the required specification regarding a timely (4 months) implementation schedule. HTE's implementation schedule was 12 months. 428 REGULAR MEETING OCTOBER 13, 1997 PSI had an excellent RMS, CAD and field reporting package. PSI's exception to the bid specifications was the lowest. PSI met or exceeded all RFP specifications more than any other vendor. PSI's implementation time in 9 months. PSI's costs approximately 25% more than NCR/ADSI. Lucent Technologies did not have a Police Field Reporting package, booking module, mobile data, fire muster system, permits and licensing. Field reporting is mandatory in placing laptops computers in cars with the ability to work on reports. Lucent's solution to completing reports in the field was to bring the reports into the station on disk and print them out. Lucent also had a total of 28 exceptions to the bid specifications; ADSI had only six (6) exceptions. Lucent's implementation schedule was six (6) months. Due to the fact that Lucent does not have an available field reporting/Rf. solution available, they cannot be considered. New World had a total of nine (9) listed exceptions. It should be noted that several specifications were not answered by New World through their proposal citing the need for additional information. Storage on the RMS server did not meet specifications. The Committee felt that New World's Field Police reporting was marginal, records merging was complicated, and CAD involved too many key strokes to put out calls (compared to ADSI and PSI). New World's RMS file server did not meet minimal RFP specifications in regard to hard drive capacity. Implementation for a New World System was six (6) months. Also the New World bid price (with out laptops, printer or mounts) was the second highest bid. PSSI had 38 listed exceptions to the basic specifications. An excess of over 50 "comply with modification" was also noted. PSSI could not complete the project until May 1998 (total of eight (8) months - twice as long as NCR/ADSI). An evaluation of their RMS and CAD software by the Evaluating Committee was marginal (fair), as compared to ADSI's solution. Logistic Systems mentioned 80 exceptions to the request for proposal. They report an eight (8) month completion date for their system. Their system was also the most expensive (less laptops, printers or mounts) of any other vendor. An evaluation of their RMS and CAD software by the Evaluating Committee was marginal (fair), as compared to ADSI's solution. For comparative purposes, refer to the document submitted labeled RFP#: RFP #1 - Integrated Police and Fire Information System. In this document, you will find a breakdown as to price proposed and features of each system as evaluated by the Committee. The City of South Bend's Police and Fire Departments have selected the following Data RF Vendor for immediate RF hardware and software purchases. The company selected has successfully responded to South Bend Police/Fire Department's RFP 2 and in the Evaluation Committee's opinion, vendor selected and their proposal not only meets but exceeds the needs of the City's Police - Fire -EMS Departments and its citizens. The Motorola Corporation has been selected as the City RF/Data supplier using 19.2 modem speeds, 800 MHZ radio frequencies and state-of-the-art communication equipment. Only Motorola has met or exceeded all of the specifications as outlined in RFP2 and requirements as outlined in a Mandatory Pre -Bidders meeting conducted at the South Bend Police Department. Using the RNC, base station and mobile data radios proposed by Motorola, we feel that it allows the departments to maximize the effectiveness and cover the great majority of the county with data transmission using one site. Motorola has the fastest modem speeds on the market and using their 35 watt mobile transmitters; coverage is far superior to all other proposals. Motorola has submitted a price of $601,983.50. Motorola was selected as the cities data/RF provider based on the following criteria: During the mandatory vendor meeting and in RFP2, area coverage was stressed as a requirement for the successful bidder. County coverage was addressed as a priority due to take home police cars and SBFD-EMS County coverage. Data FR coverage is a must for officer safety on both the Police and Fire sides of government. Motorola displayed approximately 200% more coverage than Data Radio and approximately 200% more coverage than D & L Communications. In regard to coverage, only Motorola had the total solution to handling County -wide coverage. Coverage can be observed through the use of several RF studies (for conventional data RF) supplied by Motorola (Exhibit 1) 429 REGULAR MEETING OCTOBER 13, 1997 and Data Radio (Exhibit 2). D & L Communications did not supply the Board of Public Works with any RF coverage studies for a conventional single channel RF data system. D & L Communications did supply a coverage study for an EDACS system using Ericsson's MDX data/voice radio. An EDAC system does not meet the specifications as outlined in RFP2 in several ways including the lack of modems and required serial port (both of which are mandatory). A coverage study was also mandatory in RFP2 for any proposal submitted to the Board of Public Works. D & L Communications submitted a coverage map for an EDACS system only, not a conventional data system. In contacting D & L Communications, the Police Department was informed by John Ritten that the EDACS study should not be used for a conventional data site, but instead use the one submitted by Data Radio (Exhibit 2) for the Ericsson/Data Radio proposal. As it can clearly be observed, coverage from one site comparing Motorola 35 watt radio modems to Data Radio and D & L Communications coverage is remarkably different. Based on this lack of coverage by both D & L Communications and Data Radio, only Motorola meets the required specifications. Motorola is the only vendor that has both mounted mobile and portable data radios as part of their total solution. A portable system was requested in the RFP and at the mandatory vendor meeting. Using Motorola's VRM 600 (vehicle installed) for primarily uniform and PRM 660 (portable) primarily for the Detective Bureau, both specifications from the RFP have been met. Both Data Radio and D & L Communications did not offer this sort of solution to the RFP request. Motorola is the only company running data via RF at 19.2, all other vendor modem speeds are 9600 (half as fast). Fast transmission rates are necessary to send lengthy reports, and photos. In the RFP, both modem speeds were listed for consideration. In order to meet the cities short and long term goals, the wireless computing network installed today must not be five (5) year old technology (such as 9600 baud rates). The wireless computing network should support state of the art technologies and support raw, over the air data rates of at least 19.2 Kbs. Only Motorola supports this advanced technology. High speed data transmission rates are required to transmit color mug shots and fingerprints as outlined in RFP2. Only Motorola has a qualified service facility within thirty minutes of South Bend. Police - Fire - EMS is mission critical and requires this sort of timely response. D & L Communications EDACS System (Bid#2) does not meet the RFP specifications requiring the use of a mobile radio modem (6.2). Both D & L Communications and Data Radio propose the use of 7/8" heliax cable at the base station and tower selected by the City. Motorola has proposed the use of 1 1/4" LDF heliax antenna line. Based on studies conducted by the City of South Bend Radio Shop, Mr. Al Miller and staff have concluded that the use of 7/8" heliax cable is totally inadequate due to its loss of signal and feel that at a minimum, only 1 1/4" antenna cable should be considered. Shearer Communications only bid on mobile Motorola data radios. Data Radio's alone cannot be used in conjunction with the Motorola bid since their proposals involves the use of a combined unit (PRM 660 or VRM 600). Shearer's proposed radios alone are more expensive than Data Radios or D & L Communications Ericsson 25 watt mobile radios. D & L Communications did not furnish the Board with a coverage study using a conventional data/Rf network. D & L Communications did supply the Board with a coverage study using a EDACS System which does not meet many of the specifications outlined in the request for proposal. Motorola's bid of $601,983.50 was not the lowest bid proposed, but it is the only bid that met all specifications as outlined in RFP2. Motorola is the only company that proposed County -wide coverage without the need for several additional towers and base stations. As it can clearly be observed, County -wide coverage is essential for Public Safety (Police -Fire -EMS) as well as for other City departments (Water Works, Planning and Waste Treatment) that are required to work both in the City and County on a number of essential projects and calls for service. These purchases will be funded through a Department of Justice COPS:MORE Grant of $799,999 and City of South Bend Computerization/Lease Purchase fund of approximately $1,645,000. { REGULAR MEETING OCTOBER 13, 1997 Additional request for proposals will be submitted to the Board of Public, Works for the purchase of 175 laptops, 160 Electronic mounts and 35 desktop networked PC's. The laptops proposed in many of the RFP's received did not have a non -glare screen which is a must in South Bend. New RFP's will be requested soon and will be specific as to model, memory, disk space and docking requirements. 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. Mr. Tom Murphy, D& L Communications, was present, and stated that he would be able to answer any questions which may come up. Mr. Murphy stated that their bid was comparable and met bid specifications. Ms. Roemer replied that according to the Evaluation Committee and Gary Horvath, the bid was not comparable, and did not cover the entire St. Joseph County. Mr. John Ritter of D& L Communications, was present, and stated that they followed the bid procedures and feel that they met the specifications on over one hundred (100 ) items, and their bid was lower than the other bidders. Their Rf quote was the same, and the 800 Mh does not make a difference. Mr. Ritter stated they would need to challenge the award to the other bidder, and asked if the Board could delay the decision for another week or two. The Radio Shop performed a range study by D & L and Data Radio. D& L utilized a different heliax than what was actually bid. Mr. Caldwell stated that the purpose of the Evaluation Committee was to evaluate the systems bid. The Board would rely on their expertise in making an approval of their recommendation of the bid award. AWARD QUOTATION - REMOVAL OF UNDERGROUND FUEL STORAGE TANKS - PROJECT NO. 97-60 Mr. Carl P. Littrell, Director, Division of Engineering, advised the Board that on October 6, 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 Knapp Environmental Construction Services, Inc., 12875, McKinley Highway, Mishawaka, Indiana in the amount of $10,700.00. 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 QUOTATION - SOUTH BEND PARKING STRUCTURE NO. 1 - LEVEL 5E AND 6E REPAIRS - PROJECT NO. 97-88 Mr. Carl P. Littrell, Director, Division of Engineering, advised the Board that on September 29, 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 Kaser Spraker Construction, Inc., 25487 West State Road 2, South Bend, Indiana in the amount of $47,300.00. 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. APPROVE PROJECT COMPLETION AFFIDAVIT - BLACKTHORN GOLF COURSE CART PATHS - PROJECT NO. 96-69 Mr. Caldwell advised that Mr. Toy Villa, Public Construction Manager, has submitted the Project Completion Affidavit on behalf of Rieth Riley Construction Company, Inc., Post Office Box 1775, South Bend, Indiana, for the above referred to project, indicating a final cost of $142,135.11. Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the Project Completion Affidavit was approved. APPROVE CONSTRUCTION CONTRACT - GAGNON STREET SEWER INSTALLATION - PROJECT NO. 97-99 Mr. Caldwell advised that in accordance with the bid awarded on August 29, 1997, to Dye Mechanical, Inc., 3535 Monroe Street, LaPorte, Indiana, in the amount of $19,910.00 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Mr. Littrell, seconded by Mr. Caldwell and carried, the Contract was approved and the appropriate Certificate of Insurance as submitted were filed. 1 1 u 431 REGULAR MEETING OCTOBER 13, 1997 APPROVE CONSTRUCTION CONTRACT - ST. JOSEPH VALLEY PARKWAY/NIMTZ PARKWAY/TOLL ROAD INTERCHANGE - PHASE II - TRAFFIC SIGNAL -PROJECT NO. 95-18-4 Mr. Caldwell advised that in accordance with the bid awarded on September 29, 1997, to Trans Tech Electric, 4601 Cleveland Road, South Bend, Indiana, in the amount of $143,599.00 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Mr. Littrell, 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 - ST. JOSEPH VALLEY PARKWAY/NIMTZ PARKWAY/TOLL ROAD INTERCHANGE - PHASE III - ACCESS ROAD PAVING - PROJECT NO. 95-18-5 Mr. Caldwell advised that in accordance with the bid awarded on September 29, 1997, to Walsh & Kelly, Inc., 24358 State Road 23, South Bend, Indiana, in the amount of $102,998.45 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 - SAMPLE EWING REDEVELOPMENT AREA - SITE CLEARANCE - STRUCTURE REMOVAL PACKAGES 1 & 2 - PROJECT NO. 97-43 Mr. Caldwell advised that in accordance with the bid awarded on October 6, 1997, to Torok Excavating, Inc., 54195 Burdette, South Bend, Indiana, in the amount of $73,613.00 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 was filed. APPROVE CONSTRUCTION CONTRACT - OLIVE ROAD COMMERCE PARK - PROJECT NO. 96-17 Mr. Caldwell advised that in accordance with the bid awarded on September 29, 1997, to Herrman & Goetz, 225 South Lafayette, South Bend, Indiana, in the amount of $259,288.36 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 ACCESS AGREEMENT - SIDEWALK Mr. Caldwell stated that the Board is in receipt of an Access Agreement between the City of South Bend and Law Engineering and Environmental Services, Inc., 9810 Bluegrass Parkway, Louisville, Kentucky, on behalf of Uniroyal Technology Corporation, for an easement access to a sidewalk portion for installation of nine (9) monitoring wells, as submitted. Therefore, upon a motion made by Mr. Caldwell, seconded by Mr. Littrell and carried, the Agreement was approved and executed. APPROVAL OF PROPOSAL Mr. Caldwell stated that the Board is in receipt of a Proposal between the City of South Bend and The Summit Group, LLC, 2591 North Summit Avenue, Milwaukee, Wisconsin, for development assistance for the Division of Environmental Services. Mr. Caldwell noted that the Proposal is in the amount of $4,800.00. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Caldwell and carried, the Proposal was approved and executed. APPROVAL OF AGREEMENT - MUNICIPAL EQUIPMENT LEASE PURCHASE AGREEMENT Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and Safeco Credit Company, Inc., Safeco Plaza S-4, Seattle, Washington, for the purchase of eighty-five (85) self-contained breathing apparatus for the South Bend Fire Department. Therefore, upon a motion made by Mr. Roemer, seconded by Mr. Caldwell and carried, the Agreement was approved and executed. 432 REGULAR MEETING OCTOBER 13, 1997 APPROVAL OF AGREEMENT - FELLOWS STREET RECONSTRUCTION - BROADWAY TO SAMPLE STREET - PROJECT NO. 97-104 Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and Cole Associates, 2211 East Jefferson Boulevard, South Bend, Indiana, for engineering services for the design of the reconstruction of Fellows Street from Broadway to Sample Street: Mr. Caldwell noted that the Agreement is in the amount of $138,000.00: Therefore, upon a motion made'by Mr. Caldwell, seconded by Ms. Roemer and carried, the Agreement was approved and.executed. APPROVAL OF ARCHITECT AGREEMENT - MORRIS PERFORMING ARTS CENTER - PROJECT NO.97-71 Mr. Caldwell stated that the Board is in receipt of an_Agreement between the City of South Bend and Kessler Associates; Inc., 409 East Jefferson, Detroit, Michigan, for restoration and renovation of the historic Morris Civic Auditorium and the Palais Royale ballroom building, including a'stagehouse addition. Mr. Caldwell noted that the Agreement is in the amount of $1,041,000.00. Therefore, upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the Agreement was approved and executed. APPROVAL OF CONSTRUCTION MANAGEMENT AGREEMENT - MORRIS PERFORMING ARTS CENTER.- PROJECT NO. 97-71 Mr. Caldwell stated that the Board is in receipt of an Agreement between the City of South Bend and Verkler, Inc., 4406 Technology Drive, South Bend, Indiana, for the above referred to project. Mr. Caldwell noted that the Agreement is in the amount of $304,944.00. Therefore, upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the Agreement was approved and executed. APPROVAL OF PROPOSAL - LIMITED SUBSURFACE INVESTIGATION - WASTEWATER TREATMENT PLANT Mr. Caldwell stated that the Board is in receipt of a Proposal between the City of South Bend and Triad Engineering Inc., 300 North Michigan Street, South Bend, Indiana, for a subsurface investigation at the Wastewater Treatment Plant. Soils located at the plant, which may be contaminated with ferric chloride due to small incremental spills over many years. Mr. Caldwell noted that the Proposal is in the amount of $3,900.00 and the funds will come from the Wastewater operating budget. Therefore, upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the Proposal was approved and executed. APPROVE REQUEST TO ADVERTISE FOR RECEIPT OF BIDS - SALE OF ABANDONED VEHICLES _ Mrs. Kathy Dempsey, Director, Department of Code Enforcement, requested permission to advertise for the sale of approximately fourteen 4) abandoned vehicles, which are being stored at Super Auto Salvage Corporation, 3300 South Main Street, South Bend, Indiana. It was noted that all vehicles have been stored more than fifteen (15) days, identification checks had been run for auto theft and the owners and lienholders notified. Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the above request was approved. APPROVAL OF REQUESTS TO ADVERTISE FOR THE RECEIPT OF BIDS - ONE HUNDRED SIXTY (160), MORE OR LESS, MOBILE DOCKING STATIONS - ONE HUNDRED SEVENTY-FIVE (175) "RUGGEDIZED" LAPTOP COMPUTERS In a memorandum to the Board, Captain Gary. Horvath, South Bend Police Department, requested permission to advertise for the receipt of bids for the above referred to equipment. Mr. Horvath stated that funding for this project will come from Department of Justice COPS:MORE grant and Capital Improvement Lease/Purchase for Police and Fire. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Caldwell and carried, the requests to advertise for the,receipt of bids were 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, Design Review Committee, Police Department and the City Attorney's office, in reference to a request as submitted by Mr. Shane Nocus, Verkler, Inc., 4406 Technology Drive, South Bend, Indiana to place a jobsite trailer in the alley at Chapin Street and Western Avenue, for a period of approximately three (3) months. Upon a motion made by Ms. Roemer, seconded by Mr. �J 1 1 433 1 REGULAR MEETING OCTOBER 13, 1997 Caldwell and carried, the recommendation was approved, subject to an occupancy permit. 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 Mr. Todd Zeiger, Near Northwest Neighborhood, Inc., 1002 Portage Avenue, South Bend, Indiana to vacate the following alley: The first east -west alley north of Demaude Avenue from the East right of way of Portage Avenue to the west right of way of the first north -south alley east of Portage Avenue for a distance of approximately 132 feet in length and a width of 14 feet. Part located in Shetterley Place 3rd Plat, South Bend, St. Joseph County, Indiana. Mr. Caldwell advised that the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Police Department, Fire Department and Department of Economic Development. Engineering stated that a double stall garage uses this alley for access and the parking lot on the east side of the alley is not an approved lot as it is a dirt, not a hard surface with drainage. Area Plan concurs with Engineering. The Bureau of Sanitation is not in favor of this vacation, as it is the only access of collecting trash. The Board concluded that if an easement is granted by the petitioner to the property owner to the north to access the garage, and a turn -around is provided for the Bureau of Sanitation for trash removal, the recommendation would be approved. 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 GRANT OF TEMPORARY EASEMENT -STORM SEWER Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, a Grant of Temporary Easement for a storm sewer at 2918 Locust Road was approved. APPROVAL OF GRANT OF PERPETUAL EASEMENT - WATER BOOSTER STATION Upon a motion made by Mr. Caldwell, seconded by Mr. Littrell and carried, a Grant of Perpetual Easement for a water booster station at 18422 Cleveland Road was approved. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Caldwell, seconded by Mr. Littrell and carried, the following three (3) traffic control devices were approved: Installation of Handicap Sign 1508 S. Taylor Ms. Horvath has met all requirements Installation of Handicap Sign 1506 S. Taylor Mrs. Dorey has met all requirements New Installation of One Way 2400 Block Poland North/South alley of 2400 Sign Poland one-way south APPROVAL OF HOUSE MOVE In a memorandum to the Board, Mr. Don Fozo, Building Commissioner, requested approval to issue a moving permit to move a residential dwelling from 828 East Jefferson to 216 South St. Louis Boulevard. Mr. Fozo stated that favorable recommendations have been received by the utility companies, Traffic and Lighting and the Police Department. Additionally, the Certificate of Insurance has been submitted, and all the appropriate permits have been issued. Upon a motion made by Mr. Caldwell, seconded by Mr. Littrell and carried, the recommendation was approved. FILING OF CERTIFICATES OF INSURANCE Upon a motion made by Mr. Caldwell, seconded by Mr. Littrell and carried, the following Certificates of Insurance were accepted for filing: Catering by Billie Inc. Hayes Mechanical Inc. C/O Mrs. Deborah Shaer 2160 N. Ashland Avenue 434 REGULAR MEETING OCTOBER 13, 1997 117 E. Wayne Street Chicago, Illinois 60614-3024 South Bend, Indiana 46634 APPROVE CLAIMS Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $888,608.43 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. APPROVE TITLE SHEET - PINHOOK WATER TREATMENT PLANT RENOVATION 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. Caldwell, seconded by Mr. Littrell and carried, the above referred to Title Sheet was approved and signed. 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 10:15 a.m. EST: Bela acob, Clerk BOARD OF PUBLIC WORKS CPU - Carl P. Littrell, Member eames R. Ca ell, Member M. Catherine Roemer, Member 1 1