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HomeMy WebLinkAbout12/22/97 Board of Public Works MinutesSoo REGULAR MEETING DECEMBER 22, 1997 The regular meeting of the Board of Public Works was convened at 9:37 a.m. on Monday, December 22, 1997, by Board Member Carl P. Littrell, with Ms. M. Catherine Roemer present. Board member James R. Caldwell was not present. Also present was Board Attorney Michelle Engel. ADD AGENDA ITEMS Upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, a Construction Contract, two (2) Traffic Control Devices and a Resolution for Transfer of Property were added to the agenda. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the minutes of the regular meeting of the Board held on December 15, 1997, were approved. PUBLIC HEARING TABLED - TRANSIENT MERCHANT LICENSE - MICHIANA VALLEY HAMFEST ASSOCIATION Mr. Littrell advised that this was the date set for the Board's Public Hearing concerning a Transient Merchant License, as submitted by Mr. Robert L. Denniston, 21970 Kern Road, South Bend, Indiana, to conduct the South Bend Hamfest on January 4 through 9, 1997, from 8:00 a.m. until 3:00 p.m., at the Century Center. Favorable recommendations have been received by the Police Department, Fire Department, Building Commissioner and the Legal Department. Mr. Denniston was present representing Michiana Valley Hamfest Association and requested approval.. Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the Transient Merchant License was approved. OPENING OF QUOTATIONS - ONE (1) MORE OR LESS FIRE SAFETY HOUSE Mr. Littrell advised that this was the date set for the receiving and opening of sealed Quotations for the above referred to equipment. The following Quotations were opened and read: SURREY FIRE SAFETY HOUSE Post Office Box 388 Napoleon, Ohio 43545 Quotation was submitted by Mr. Jack N. Walters QUOTATION: $26,015.00 MOBILE CONCEPTS Amcel Center Box 1007 Mt. Pleasant, Pennsylvania 15666 Quotation was submitted by Chris A. Simon QUOTATION: $24,981.00 Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the above Quotations were referred to the Fire Department for review and recommendation. OPENING OF QUOTATIONS - BROADWAY STREET - SIDEWALK CURB AND APPROACH REPAIRS - PROJECT NO. 97-102 Mr. Littrell 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: L. L. GEANS & SONS. INC 1923 North Home Street Mishawaka, Indiana 46545 1 1 G 501 1 REGULAR MEETING Quotation was submitted by Mr. Mike Glenn QUOTATION: $40,641.86 NORTHERN INDIANA CONSTRUCTION CO. INC. Post Office Box 1333 Mishawaka, Indiana 46546 Quotation was submitted by Mr. David J. Walorski QUOTATION: $43,204.90 DECEMBER 22, 1997 Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the above Quotations were referred to the Division of Engineering for review and recommendation. AWARD BID - LEIGHTON PLAZA PHASE III - REBID - BID PACKAGE 3-03.73 PRECAST PARKING GARAGE STRUCTURE - PROJECT NO 97-57-5 Mr. Carl P. Littrell, Director, Division of Engineering, advised the Board that on December 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 Prestress Services, Inc., 7855 NW Winchester Road, Decatur, Indiana the amount of $4,046,000.00. 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 BID - LEIGHTON PLAZA PHASE III - UNDERGROUND PARKING PARKING GARAGE, RETAIL SHOPS - BID PACKAGES 3-14 10 3-15 10 3-15 30 AND 3-15 20 - PROJECT NO. 97-57-4 Mr. Carl P. Littrell, Director, Division of Engineering, advised the Board that on September 25, 1997, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Littrell recommends that the Board award the contracts to the lowest bidders as follows: Bid Package Description Contractor Amount 3-14.10 Elevators Cavinder Elevators $198,730.00 3-15.10 & 3-15.30 Plumbing & Mechanical Apex Mechanical Contractor $517,000.00 3-15.20 Fire Protection McDaniel Fire Systems $166,110.00 Therefore, Mr. Littrell made a motion that the recommendation be accepted and the bids be awarded as outlined above. Ms. Roemer seconded the motion which carried. APPROVE CHANGE ORDER -1997 GOOD NEIGHBORS/GOOD NEIGHBORHOODS PUBLIC WORKS PROGRAM - ZONES 6.7 AND 8 - PROJECT NO 97-19 Mr. Littrell advised that Mr. Toy Villa, Public Construction Manager, has submitted the Final Change Order (Amendment) on behalf of Kaser-Spraker Construction, 25487 West State Road 2, South Bend, Indiana 46619 indicating that the Contract amount be decreased $18,237.65 for a new Contract sum by including this Change Order in the amount of $35,817.35. Upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the Change Order was approved. APPROVE PROJECT COMPLETION AFFIDAVIT - SOUTH BEND PARKING STRUCTURE NO. 1 - PROJECT NO. 97-88 Mr. Littrell advised that Mr. Toy Villa, Public Construction Manager, has submitted the Project Completion Affidavit on behalf of Kaser-Spraker Construction, 25487 West State Road 2, South Bend, Indiana, for the above referred to project, indicating a final cost of $47,300.00. Upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the Project Completion Affidavit was approved. 502 REGULAR MEETING DECEMBER 22. 1997 APPROVE PROJECT COMPLETION AFFIDAVIT - 1997 GOOD NEIGHBORS/GOOD NEIGHBORHOODS PUBLIC WORKS PROGRAM - ZONES 6 7 AND 8 - PROJECT NO.97-19 Mr. Littrell advised that Mr. Toy Villa, Public Construction Manger, has submitted the Project Completion Affidavit on behalf of Kaser Spraker Construction, 25487 West State Road 2, South Bend, Indiana, for the above referred to project, indicating a final cost of $35,817.35. Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT - BROADWAY STREET UTILITY TAP LOCATIONS - PROJECT NO. 97-103 Mr. Littrell advised that Mr. Toy Villa, Public Construction Manger, has submitted the Project Completion Affidavit on behalf of HRP Construction, Inc., Post Office Box 266, South Bend, Indiana, for the above referred to project, indicating a final cost of $32,769.72. Upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the Project Completion Affidavit was approved. ADOPT RESOLUTION NO. 1997-97 - TRANSFER OF REAL PROPERTY FROM SOUTH BEND COMMUNITY SCHOOL CORPORATION TO THE CITY OF SOUTH BEND Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 1997-97 TERMS AND CONDITIONS FOR THE TRANSFER OF REAL PROPERTY FROM SOUTH BEND SCHOOL CORPORATION TO THE CITY OF SOUTH BEND WHEREAS, South Bend School Corporation is the owner of the following real property situated in St. Joseph County, Indiana, briefly and preliminarily described as: That part of the Northwest Quarter of Section 31, Township 37 North, Range, 3 East, Centre Township, City of South Bend, St. Joseph County, Indiana which is described as: Beginning at the Northeast corner of the recorded Plat or "Crest Manor Section 4" subdivision as shown in Plat Book No. 22 on Page "C-5" in the records of the St. Joseph County, Indiana Recorder's Office, said point also being on the North & South Quarter line of said Section 31 and the Centerline of York Road; thence S. 90o-00'-00" W. (all bearings assumed) along the north line of said Subdivision, 260.00 ft. more or less; thence N. 00o-00'-00" E. parallel to the North & South Quarter line of said Section 31, 265.00 ft. more or less; thence N. 90o-00'-00" E. parallel with the North line of said Subdivision 260.00 ft. more or less to the North & South Quarter line of said Section 31 and the Centerline of York Road; thence S. 00o-00'-00" W. along said North & South Quarter line and Centerline, 265.00 ft. more or less to the point of beginning. Containing 1.58 acres more or less. Subject to all legal highways, easements and restrictions of record.' (referred to hereinafter as the "Real Property"); and WHEREAS, South Bend School Corporation acquired the real property in fee simple for $1.00 in 1963; and WHEREAS, the City of South Bend Fire Department is desirous of acquiring the Real Property on which to build a Fire Station #10; and WHEREAS, the South Bend School Corporation is desirous of retaining a reversionary interest in the Real Property so that if the City of South Bend ceases to use the Real Property for 'This is a preliminary legal description to be amended following approval by the St. Joseph County Area Plan Commission of the creation of a subdivision on and around this property. 1 503 REGULAR MEETING DECEMBER 22. 1997 a public purpose, such Real Property would revert back to the South Bend School Corporation; and WHEREAS, Fire Station #10, owned and operated by the City of South Bend Fire Department and located on the Real Property, would benefit the surrounding community by: a) providing faster fire response and EMT services for the community; b) serving as a 24-hour presence in the neighborhood; c) remaining a stable and long-term occupant of the Real Property; and d) maintaining the Real Property; and WHEREAS, the Real Property contains sufficient acreage for the construction Fire Station # 10; and WHEREAS, Indiana Code §36-1-11-8 permits the South Bend School Corporation to transfer property to a governmental entity, City of South Bend, upon terms and conditions agreed upon by the entities as evidenced by the adoption of a substantially identical resolutions by the Board of Public Works of the City of South Bend and the South Bend School Corporation; and WHEREAS, the City of South Bend and the South Bend School Corporation have agreed upon the above terms and conditions for the transfer of the Real Property to the City of South Bend. NOW, THEREFORE, BE IT RESOLVED BY THE CITY OF SOUTH BEND BOARD OF PUBLIC WORKS, AS FOLLOWS: 1. The South Bend School Corporation hereby conveys title in fee simple to the Real Property described herein and situated in St. Joseph County, Indiana: That part of the Northwest Quarter of Section 31, Township 37 North, Range, 3 East, Centre Township, City of South Bend, St. Joseph County, Indiana which is described as: Beginning at the Northeast corner of the recorded Plat or "Crest Manor Section 4" subdivision as shown in Plat Book No. 22 on Page "C-5" in the records of the St. Joseph County, Indiana Recorder's Office, said point also being on the North & South Quarter line of said Section 31 and the Centerline of York Road; thence S. 900-00'-00" W. (all bearings assumed) along the north line of said Subdivision, 260.00 ft. more or less; thence N. 00o-00'-00" E. parallel to the North & South Quarter line of said Section 31, 265.00 ft. more or less; thence N. 90o-00'-00" E. parallel with the North line of said Subdivision 260.00 ft. more or less to the North & South Quarter line of said Section 31 and the Centerline of York Road; thence S. 000-00'-00" W. along said North & South Quarter line and Centerline, 265.00 ft. more or less to the point of beginning. Containing 1.58 acres more or less. Subject to all legal highways, easements and restrictions of record. in its AS IS condition to the City of South Bend for one dollar ($1.00). 2. The South Bend School Corporation shall retain a reversionary interest in the Real Property so that if the City of South Bend ceases to use the Real Property for a public purpose, such Real Property shall revert back to the School Corporation. 3. As further consideration for the Real Property, the City of South Bend shall take responsibility for the Real Property and construct Fire Station # 10 to better serve the citizens of the City of South Bend. 504 REGULAR MEETING DECEMBER 22. 1997 BE IT RESOLVED by the City of South Bend Board of Public Works on December 22, 1997 at a regularly scheduled meeting of the Board. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/Carl P. Littrell, Member s/M. Catherine Roemer, Member ATTEST: s/Angela K. Jacob, Clerk APPROVAL OF AGREEMENTS - ADDITIONAL SERVICES AGREEMENTS Mr. Littrell stated that the Board is in receipt of two Agreements between the City of South Bend and Ken Herceg and Associates, Inc., 211 West Washington, South Bend, Indiana, for the following: Agreement Amount Purpose No. 2 - Miami Road Not to exceed Additional per work, as submitted per Sanitary Sewer $53,910.00 Agreement No. 1 - Municipal $53,200.00 Additional work and modification, per Services Garage Agreement Expansion Mr. Littrell noted that Agreement No. 1 is in the amount of $53,200.00 and Agreement No. 2 is not to exceed $53, 910.00. Therefore, upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the Agreements were approved and executed. APPROVE CONSTRUCTION CONTRACT - PLEASANT STREET SEWER - PROJECT NO. 97-120 Mr. Littrell advised that in accordance with the bid awarded on December 15, 1997, to Underground Services, 225 South Lafayette, South Bend, Indiana, in the amount of $45,560.00 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 Ms. Roemer and carried, the Contract was approved. APPROVAL OF REOUEST TO ADVERTISE FOR THE RECEIPT OF OUALIFICATIONS STORMWATER MANAGEMENT PLAN/GEOGRAPHIC INFORMATION SYSTEM PROJECT - PROJECT NO. 97-25 In a memorandum to the Board, Ms. Deb Martin, Engineering, requested permission to advertise for the sale of bids for the above referred to project. Ms. Martin stated that this project consists of a Stormwater Master Plan for the City, which uses a Geographic Information System (GIS) and will also be used as the base for the overall GIS for South Bend. More specifically the digital base m ap should be created in an ARC/INFO format that covers an area of approximately sixty (60) square miles. Therefore, upon a motion made by Mr. Littrell, seconded by Ms. Roemer, the Request for Qualifications was approved. APPROVAL OF REOUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - ONE (1) MORE OR LESS, ELECTRIC POWERED GOLF CART In a memorandum to the Board, Mr. Matthew Chlebowski, Division of Equipment Services, requested permission to advertise for the sale of bids for the above referred to equipment. Mr. Chlebowski stated that funding is provided by the User Department Capital Fund stated that this project will. Therefore, upon a motion made by Mr. Littrell, seconded by Ms. Roemer, the request to advertise for the receipt of bids was approved. 505 1 REGULAR MEETING DECEMBER 22. 1997 AWARD BID - SALE OF CITY -OWNED PROPERTY - 841 SOUTH GRANT STREET Mr. Carl P. Littrell, Director, Division of Engineering, advised the Board that on December 8, 1997, bids were received and opened for the above referred to property. After reviewing the bid, Mr. Littrell recommends that the Board award the bid to Mr. Richard James, 835 South Grant, South Bend, Indiana the amount of $50.00. 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. APPROVAL OF ACCEPTANCE OF NEW STREETS TO BE ADDED TO THE CITY OF SOUTH BEND STREET INVENTORY Mr. Larry Spradlin, Division of Engineering, requested the Board to accept twenty-seven (27) new streets as submitted to the City of South Bend Street inventory. Upon acceptance by the Board, the streets will be submitted to the Indiana Department of Transportation for acceptance in the State inventory of south Bend streets. Upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the streets were accepted into the City of South Bend Street inventory. APPROVE CONSENTS TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE Mr. Caldwell stated that the Board is in receipt of eight (8) Consents to Annexation and Waiver of Right to Remonstrate, as follows: Name Address Key Number Donald/Dixie Elmerick 20257 Jewell Avenue 01-1029-0672 Judith Roscheck 17365 Willowbrook Drive 02-2023-054406 Barbara/Thomas Betty 26444 West Edison Road 212-1050-0959, 21-1050-0954 Brian Nemeth/Jacqueline Nemeth 19417 Darden Road 02-1049-1875 Jeanette O'Brien 55991 Mayflower Road 17-1002-0078 Richard/Marjorie Hillman 20891 Cleveland Road 04-1015-026503 David Schroeter 232 East Pendle Street 02-2153-7011 Lee/Shirley Muldoon 17295 Willowbrook 02-2023-54414 The Consents indicate that in consideration for permission to tap into the public sanitary sewer system and/or water system of the City and to provide sanitary sewer service to the above referred to addresses, South Bend, Indiana, the property owners 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. Littrell made a motion that the Consents be approved. Ms. Roemer seconded the motion which carried. APPROVAL OF RELEASE OF EASEMENT Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the easement of the east 10 feet of a 20 foot utility easement located between lots 103 and 113 of hermitage South Estates Section Two and Section Three, First Replat was released. APPROVAL OF REQUEST TO RELEASE CHECK IN LIEU OF "LETTER OF CREDIT" Mr. Larry Spradlin, Division of Engineering, requested that the Board release a check in the amount of $2,500.00 which is in lieu of a "Letter of Credit" for Mayflower 6th Addition. All improvements to the subdivision have been completed for several years. Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the request was approved. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the following four (4) traffic control devices were approved: 506 REGULAR MEETING DECEMBER 22, 1997 New Installation - Handicap 1021 West Washington Ms. Reed has met all Sign requirements New Installation - Handicap 718 Webster Mr. Lyczynski has met all Sign requirement New Installation - Handicap 1214 South 3 1 " Street Mr. Weaver has met all Sign requirements New Installation - Handicap 1219 Blaine Ms. Smith has met all Sign requirements APPROVE AND/OR RELEASE CONTRACTOR AND EXCAVATION 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 Murdock & Sons Construction Inc. Release Effective December 22, 1997 Ms. Roemer made a motion that the recommendation be accepted and that the Bonds be approved and/or released as outlined above. Mr. Littrell seconded the motion which carried. APPROVE CLAIMS Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $2,424,491.33 and recommended approval. Mr. Littrell made a motion that the claims be approved and the reports as submitted be filed. Ms. Roemer seconded the motion which carried. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the meeting adjourned at 9:59 a.m.. BOARD OF PUBLIC WORKS Carl P. Littrell, Member James R. Caldwell, Member 1'41�atA4ember TEST: Angela 46. Jacob, 4rk 1 1