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HomeMy WebLinkAbout05/01/95 Board of Public Works Minutes0222 REGULAR MEETING MAY I , 1995 The regular meeting of the Board of Public Works was convened at 9:33 on Monday, May 1, 1995, by Board President John E. Leszczynski, with Mr. Leszczynski, Mr. James R. Caldwell and Mrs. Jenny Pitts Manier present. Also present was Board Attorney Anne Bruneel. AGENDA ITEMS ADDED Upon a motion made by Mr. Leszczynski, seconded by Mr. Caldwell and carried, Agenda items for a Bid Award, a Change Order for Edison Water Treatment Plant, and a Project Completion Affidavit were added. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Caldwell, seconded by Mrs. Manier and carried, the minutes of the regular meeting of the Board held on March 24, 1995, were approved. PUBLIC HEARING - TRANSIENT MERCHANT LICENSE - VALCAR RENTAL CAR SALES Mr. Leszczynski advised that this was the date set for the Board's Public Hearing concerning the ValCar Rental Car Sales, as submitted by Gary Levine, 5075 West 38th Street, Indianapolis, Indiana, requesting permission to conduct used car sales at K-Mart, 4640 South Michigan, South Bend, Indiana, Wednesday, June 14 through Friday, June 16, 1995, from 9:00 a.m. to 9:00 p.m., and on Saturday, June 17, 1995, from 9:00 a.m. to 6:00 p.m. Mr. Bill Gates, 21855 Roosevelt Road, South Bend, Indiana, Owner of Gates Downtown, was present, and informed the Board that he has been present before at these hearings, concerning the complaints from his business and other car dealers in South Bend in reference to the ValCar Rental Sales. Mr. Gates indicated that this merchant comes into South Bend for a few days for these sales, and customers do not have any recourse for parts and/or service which they purchase. He also stated in previous letters that he welcomes the competition, however, these merchants do not pay taxes. Further, Ms. Helen A. Annabelle, 19625 East Jewel Avenue, South Bend, Indiana, submitted a letter of complaint concerning the ValCar Sales. Mr. Gates suggested to the Board that they consider this when they vote on the Transient Merchant License. Mrs. Manier asked Mr. Gates if he had come in contact will Ms. Annabelle. Mr. Gates stated that the letter was forwarded to him by Mr. Bill Frank, Nissan Automotive, 51176 US. 31/33, South Bend, Indiana. Mrs. Manier informed the Board that Ms. Pam Carter, Attorney General, Indianapolis, Indiana, forwarded consumer complaints received by their office against ValCar of Indianapolis. Mr. Leszczynski made a motion that these documents and letters be added to the minutes. Mr. Caldwell seconded the motion which carried. Ms. Sharon Drybrough, ValCar Sales, 5075 West 38th Street, Indianapolis, was present, and stated that she would like copies of the documentation from the Attorney General's office. Upon a motion made by Mrs. Manier, seconded by Mr. Caldwell and carried, the Public Hearing was closed, as there was no one else present to address the Board concerning this matter. Mrs. Manier made a motion to table the issue for two weeks, so the City Attorney's office could review the allegations. Mr. Caldwell seconded the motion which carried. PUBLIC HEARING - TRANSIENT MERCHANT LICENSE - HEIRLOOM IMAGES Mr. Leszczynski advised that this was the date set for the Board's Public Hearing concerning the sales of new and used computer and photographic equipment sales, as submitted by Mr Roger Smith, 8863 East Black Point Road, Syracuse, Indiana, requesting permission to conduct new and used computer and photographic equipment at the Century Center, on Sunday, May 7, 1995, from 10:00 a.m. until 3:00 p.m. Mr. Roger Smith was present, and stated that Heirloom Images has conducted this sale previously in South Bend, and it has been successful, and would like to recommend to the Board that the Transient Merchant License be approved. REGULAR MEETING MAY 1, 1995 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 Mrs. Manier, seconded by Mr. Caldwell and carried, the Transient Merchant License was approved. PUBLIC HEARING - TRANSIENT MERCHANT LICENSE - INFANCIA MEXICANA Mr. Leszczynski advised that this was the date set for the Board's Public Hearing concerning a request for a Transient Merchant License for Infancia Mexicana, as submitted by Mr. Jesusa Rodriguez, 2807 MacArthur, South Bend, Indiana, to conduct a Fiesta Festival at Howard Park, on Saturday, May 6, 1995, from 10:00 a.m. until 6:00 p.m. Mr. Eliud Vilaneuva, 622 Wilson Boulevard, Mishawaka, Indiana, and indicated that this Festival is similar to the Ethnic Festival, but of a smaller scale, and recommends approval. There being no one else present wishing to address the Board concerning this matter, the Public Hearing was closed. Therefore, upon a motion made be Mr. Caldwell, seconded by Mrs. Manier and carried, the Transient Merchant License was approved. APPROVAL OF AGREEMENT - HOUSING DEVELOPMENT CORPORATION Mr. Leszczynski stated that the Board is in receipt of an Agreement between the City of South Bend, and the Housing Development Corporation of St. Joseph County, for the Department of Code Enforcement's instituition of a receivership program. Mr. Leszczynski noted that the Agreement is in the amount of $44,762.00, with interest accruing at 3% per annum as per form as approved by Judge Sanford M. Brook, St. Joseph Superior Court. Therefore, upon a motion made by Mrs. Manier, seconded by Mr. Caldwell and carried, the Agreement was approved and executed. APPROVAL OF AGREEMENT - PROCESS TRAINING - WASTEWATER TREATMENT PLANT - GIVENS AND ASSOCIATES WASTEWATER CO.. INC. Mr. Leszczynski stated that the Board is in receipt of an Agreement between the City of South Bend, and Givens & Associates Wastewater Co., Inc.,12010 East Washington Street, Cumberland, Indiana, for process training at the Wastewater Treatment Plant. This training should enhance the knowledge of the staff and better prepare them for shift changes that will occur in early 1996. The fee for the training is $3,000.00 for up to (ten) 10 students/$270.00 per student over ten (10). Upon a motion made by Mr. Caldwell, seconded by Mrs. Manier and carried, the Agreement was approved and executed. APPROVAL OF AGREEMENT - SOUTHEAST BERRIEN COUNTY LANDFILL AUTHORITY Mr. Leszczynski stated that the Board is in receipt of an Agreement between the City of South Bend and Southeast Berrien County Landfill Authority, 3200 Chamberlain Road, Buchanan, Michigan, setting forth terms and conditions for the disposal of solid waste at their landfill. The Agreement remains the same as the current agreement, and the rates for a minimum of 3,600 cubic yards a month are $450/cubic yard for loose trash and $5.00/cubic yard for compacted residential solid waste. Upon a motion made by Mr. Caldwell, seconded by Mrs. Manier and carried, the Agreement was approved and executed. APPROVAL OF AMENDMENT TO AGREEMENT - SOUTH BEND DAM. ISLAND PARK AND CANOE PORTAGE REPAIRS - PROJECT NO. 94-67 In a memorandum to the Board, Mr. Carl Littrell, Director, Division of Engineering, submitted a request for an Amendment to the Agreement with Lawson -Fisher Associates, 525 West Washington, South Bend, Indiana, for design of the above referred to project. Mr. Littrell stated that this amendment would increase their design and pre -construction phase fees by $8,500 to a total of $26,300.00. Further, the Agreement currently provides for the construction inspection services at unit rates and reimbursement of expenses to a total not to exceed $19,800.00. Therefore, upon a motion made by Mr. Caldwell, seconded by Mrs. Manier and carried, the Amendment to the Agreement was approved and executed. REGULAR MEETING i MAY 1, 1995 APPROVAL OF PROPOSAL - PORTAGE AVENUE SEWER EXTENSION Mr. Leszczynski stated that the Board is in receipt of a Proposal for the Portage Avenue Sewer Extension, between the City of South Bend, and Ken Herceg and Associates, 224 West Jefferson, South Bend, Indiana, to extend the fifteen (15) inch sanitary sewer northwest along Portage Avenue for approximately 3,750 feet to the intersection of Portage Avenue and Brick Road. The total cost of this project is $5,995.00. Therefore, upon a motion made by Mr. Caldwell, seconded by Mrs. Manier and carried, the Proposal was approved and executed. APPROVAL OF CHANGE ORDERS - PORTAGE AVENUE SEWER EXTENSION Mr. Leszczynski stated that the Board is in receipt of two (2) Change Orders for the above referred to project. Upon a motion made by Mr. Caldwell, seconded by Mr. Leszczysnki and carried, the Change Orders were approved as follows: Change Order Change Order 1 Change Order 2 Amount Increase $6,800.00 Increase $4,363.55 New Contract Sum $13,795.00 $18,185.55 APPROVE CHANGE ORDER - EDISON WATER TREATMENT PLANT - PROJECT NO.94-52 Mr. Leszczynski advised that Mr. Edward Wagner, Project Manager, Maddox Industrial, 3060 W. Minnesota, Indianapolis, Indiana, has submitted Change Order No. 2 indicating that the Contract amount be increased $29,390.00 for a new Contract sum including this Change Order in the amount of $2,449,570.00. Upon a motion made by Mr. Leszczynski, seconded by Mr. Caldwell and carried, the Change Order was approved. APPROVE PROJECT COMPLETION AFFIDAVIT - ASBESTOS ABATEMENT - 1911 S. IRONWOOD DRIVE - PROJECT O. 94-88 Mr. Leszczynski advised that Mr. Bob Allen, Public Construction Manager, has submitted the Project Completion Affidavit, for the above referred to project, on behalf of Environmental Management Specialists, Inc., 2409A Hunter Street, Huntertown, Indiana, indicating a final cost of $3,058.00. Upon a motion made by Mr. Leszczynski, seconded by Mr. Caldwell and carried, the Project Completion Affidavit was approved. APPROVAL OF RECOMMENDATIONS Upon a motion made by Mr. Leszczynski, seconded by Mr. Caldwell and carried, the following Recommendations were approved: - TO PURCHASE CITY PROPERTY Mr. Leszczynski stated that favorable recommendations have been received by the Division of Engineering, Code Enforcement, Department of Community and Economic Development and the Park Department, in reference to a request as submitted by Carl C. Peterson to purchase a City - owned lot (Key no. 18-7014-0569) next to 533 E. Haney Street. - TO CONDUCT MAURICE MATTHYS LITTLE LEAGUE PARADE Mr. Leszczynski stated that favorable recommendations have been received by the Police Department, City Attorney's Office, Division of Engineering and the Park Department, in reference to a request as submitted by Mr. Rick Kring to conduct the above referred to parade on Saturday, May 6, 1995, on the designated route as submitted. - TO CONDUCT THE SEVENTH ANNUAL P.O.W./M.I.A. HOSTAGE FREEDOM MARCH Mr. Leszczynski stated that favorable recommendations have been received by the Police Department, City Attorney's Office, Division of Engineering and the Park Department, in reference to a request to conduct the above referred to March, on August 12, 1995, beginning at 8:30 a.m. on the designated route as submitted. ADOPT RESOLUTION NO.25-1995 - DISPOSAL OF CITY PROPERTY Upon a motion made by Mr. Caldwell, seconded by Mrs. Manier and carried, the following Resolution was adopted: 1 1 22 REGULAR MEETING MAY 1; 1995 RESOLUTION NO.25-1995 WHEREAS, I.C. 36-9-6-1 gives the Board of Public Works of the City of South Bend the right and duty to have custody of, control of, use of, and dispose of in accordance with Indiana statutes, all real and personal property owned by the City of South Bend; and WHEREAS, the Common Council of the City of South Bend passed as amended on January 9, 1995, Ordinance No. 8570-95 which states that upon retirement with twenty (20) or more years of service: "Upon retirement with twenty (20) or more years of service to the City of South Bend, Indiana, a sworn member of the South Bend Fire Department shall be entitled to retain as his or her own personal property, the fire helmet used by such Firefighter immediately prior to giving notice of his or her retirement." and WHEREAS, Donald Lukasiewicz and Robert Raker have retired from the South Bend, Indiana Fire Department after twenty (20) or more years of service, and the Board of Public Safety of the City of South Bend, Indiana has determined that they have retired in good standing; and WHEREAS, I.C.. 36-1-11-6 permits and established procedure for disposal of personal property which is no longer needed by the City and which is unfit for the purpose for which it was intended; and WHEREAS, Chief Luther Taylor has advised that the fire helmet previously worn by these Firefighters is of no further use to the Department and of no practical value; NOW, THEREFORE, BE IT RESOLVED, by the Board of Public Works of the City of South Bend that the fire helmet worn by these Firefighters is no longer needed by the City and unfit for the purpose for which it was intended and has an estimated fair market value of less than One Thousand ($1,000.00) Dollars. BE IT FURTHER RESOLVED that said property be disposed of in accordance with Ordinance 8570-95 and removed from the City inventory. Adopted this 1 st day of May, 1995. BOARD OF PUBLIC WORKS s/John E. Leszczynski, President s/James R. Caldwell, Member s/Jenny Pitts Manier, Member ATTEST: s/Angela K. Jacob, Clerk AWARD BID - ONE (1) TANDEM AXLE DUMP TRUCK Mr. Matthew Chlebowski, Director, Division of Equipment Services, advised the Board that on April 10, 1995, bids were received and opened for the above referred to equipment. After reviewing those bids, Mr. Chlebowski recommends that the Board award the bid to Wise International Trucks, 4849 West Western, South Bend, Indiana, as follows: One (1) Model 2554 $51,898.88 Dump & Snow Equipment with options $17,753.00 Extended Warranty $ 1,744.00 TOTAL BID PACKAGE $71,395.88 REGULAR MEETING MAY 1. 1995 Therefore, Mrs. Manier made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Leszczynski seconded the motion which carried. AWARD BID - MISCELLANEOUS VEHICLES Mr. Matthew Chlebowski, Director, Division of Equipment Services, advised the Board that on April 10, 1995, bids were received and opened for the above referred to equipment. After reviewing those bids, Mr. Chlebowski recommends that the Board award the bid to Gates Chevrolet, 401 South Lafayette, South Bend, Indiana, as follows: Three (3) Mid Size Program Cars $10,800.00 Each $32,400.00 Two (2) Compact Program Cars $ 8,800.00 Each $17,600.00 One (1) New Compact Auto $11,335.00 Each $11,335.00 Three (3) 3/4 Ton Pick -Up Trucks $15,243.00 Each $46,397.00 One (1) 3/4Ton Pick Up w/Plow $18,625.00 Each Plow Equipment $ 2,160.00 Each A/C $ 668.00 Each $21,462.00 One (1) FWD Mini Cargo Van $14,965.00 Each $14,965.00 One (1) Full Size cargo Van $14,915.00 Each $14,915.00 One (1) 15000 Lb. GVW Chassis $21,972.00 Each $21,972.00 One (1) Sport Utility $22,255.00 Each $22,255.00 One (1) Extended Cab Pick -Up $17,385.00 Each $17,385.00 Therefore, Mrs. Manier made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Leszczynski seconded the motion which carried. AWARD BID - MISCELLANEOUS COMPUTER EQUIPMENT Mr. Bob Allen, Public Construction Manager, advised the Board that on March 27, 1995, bids were received and opened for the above referred to equipment. After reviewing those bids, Mr. Allen recommends that the Board award the contract to Computer Specialists, 401 North Michigan, South Bend, Indiana, as follows: Pentium 100 MHz File Server $4,975.00 Substitute 2.1 Gb SCSI Hard Drive $ 100.00 Substitute Adaptec 2940 PCI SCSI controller 0.00 Substitute Adaptec 1740 A EISA SCSI controller $ 40.00 Substitute alternate 2940 w PCI Wide SCSI controller $ 90.00 Substitute NEC 4Xi 220 ms CD Rom $ 240.00 Substitute NEC $Xe CD Rom $ 340.00 Substitute ANTEC KSO1 OB Super File Server Case $ 400.00 Pentium 90 MHz File Server $2725.00 Additional 16 Mb Ram $ 725.00 Substitute 2.1 Bg SCSI-2 Hard Drive $ 475.00 Add triple Speed IDE CD Rom $ 250.00 2Gb 4mm DAT Tape Backup single server ARCADA $1175.00 Thomas Conrad #6245 16 bit ARCNET Card Installed $ 174.50 PCI 32 bit Ethernet 10 Base T Network Card $ 135.00 PCI 32 bit Ethernet Network Card BNC $ 135.00 Substitute ANTEC KS010B File Server Case $ 400.00 Add Adaptec AHA 1540 SCSI Controller $ 225.00 Add Adaptec AHA 2940 PCI SCSI Controller $ 345.00 Therefore, Mrs. Manier made a motion that the recommendation be accepted and the bids be awarded as outlined above. Mr. Leszczynski seconded the motion which carried. APPROVAL OF REQUESTS TO ADVERTISE FOR THE RECEIPT OF BIDS Upon a motion made by Mrs. Manier, seconded by Mr. Leszczynski and carried, the following Requests to Advertise for the Receipt of Bids were approved: �1 REGULAR MEETING MAY 1. 1995 - TWO (2) 1995 FULL SIZE 4 WHEEL DRIVE UTILITY VEHICLES - SUBURBANS In a letter to the Board, Mr. Matthew Chlebowski, Director, Division of Equipment Services, requested permission to advertise for the receipt of bids for the above referred to vehicles. - REMOVAL OF LOOSE CEILING MATERIALS - STUDEBAKER MUSEUM - PROJECT NO. 95-40 In a memorandum to the Board, Mr. Carl P. Littrell, Director, Division of Engineering, submitted a request to advertise for the receipt of bids for the above referred to project. Mr. Littrell stated that this project will identify loose and unstable materials in the ceiling of the Studebaker National Museum, and it is the second step in the process of being able to re -open the building to the public. REQUESTS REFERRED: Upon a motion made by Mr. Leszczynski, seconded by Mrs. Manier and carried, the following requests were referred to the appropriate Bureaus and Departments for review and recommendation: - TO CONDUCT ANNUAL MEMORIAL DAY PARADE In a letter to the Board, Ms. Adeine Jaskowiak, Secretary, West Side Memorial Committee, South Bend, Indiana, requested permission to conduct the annual Memorial Day Parade, Monday, May 29, 1995, beginning at 7:45 a.m. at Olive and Ford Streets, on a designated route as submitted to the Board. - TO CONDUCT THE SEVENTH ANNUAL P.O.W./M.I.A. HOSTAGE FREEDOM MARCH In a letter to the Board, Mr. Bob Farkas, 68137 Lawndale Street, Edwardsburg, Michigan, submitted a request to conduct the Seventh Annual P.O.W./M.I.A. Hostage Freedom March on August 12, 1995, beginning at 8:30 a.m. at the State Line, on a designated route as submitted to the Board. APPROVE CLAIMS Mr. Kevin Horton, City Controller, submitted claims in the amount of $1,135,460.84 and recommended approval. Mr. Caldwell made a motion that the claims be approved and the reports as submitted be filed. Mrs. Manier 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 Mrs. Manier and carried, the meeting adjourned at 9:50 a.m. BOARD OF PUBLIC WORKS c rJE. ynski, Pre i ent 4ames. CaldWdl, Member Jenny Pitt Manier, Member ATTEST: "�Izotv Angela . Jacob, Ci4k