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HomeMy WebLinkAbout02/14/94 Board of Public Works Minutes67 REGULAR MEETING FEBRUARY 14, 1994 The regular meeting of the Board of Public Works was convened at 9:32 a.m. on Monday, February 14, 1994, by Board President John E. Leszczynski, with Mr. Leszczynski, Mr. James R. Caldwell and Mrs. Jenny Pitts Manier present. Also present was Assistant City Attorney Anne Bruneel. 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 February 7, 1994, were approved. PUBLIC HEARING AND APPROVAL OF TRANSIENT MERCHANT LICENSE - ROGER SMITH, D/B/A HEIRLOOM IMAGES Mr. Leszczynski advised that.this was the date set for the Board's Public Hearing regarding the license application for a Transient Merchants license for Roger L. Smith, d/b/a Heirloom Images, 8863 East Black Point Road, Syracuse, Indiana. It is noted that Mr. Smith has applied for this license in order to conduct a Camera and Computer Swap Meet at the Century Center on February 20, 1994, from 8:00 a.m. to 6:00 p.m. Mr. Smith was present and reminded members of the Board that he will be conducting a camera and computer swap meet at Century Center on February 20, 1994. Mr. Smith noted that he has been conducting this type of event for the last twelve (12) to thirteen (13) years. The swap meet will include new and used photography and computer equipment for both buyers and sellers. There being no one else present wishing to address the Board concerning this matter and no written Memorandum in support of or in opposition to the issuance of the license being received, Mr. Leszczynski closed the Public Hearing on this matter. It is noted that the Board is in receipt of favorable recommendations concerning this license application from the Police Department, Fire Department and the Building Department. Therefore, Mr. Caldwell made a motion that the application be approved and referred to the Deputy Controller's office for issuance of a license. Mrs. Manier seconded the motion which carried. OPENING OF BIDS - TWENTY-FIVE (25), MORE OR LESS, 1994 POLICE PATROL VEHICLES. This was the date set for receiving and opening of sealed bids for the above referred to vehicles. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri-County News which were found to be sufficient. It is noted that Frank H. Gill Company, 2859 Bernice Road, P.O. Box 703, Lansing, Illinois, advised that they decline to bid at this time. The following bids were opened and publicly read: GATES CHEVROLET CORPORATION 401 South Lafayette Boulevard South Bend, Indiana 46601 Bid was signed by Mr. Charles J. Collusion Affidavit was in order, Commitment form was completed and Bid Bond was submitted. BID: Lindzy, Fleet Manager, Non - Non -Discrimination a ten per cent (10%) 08 REGULAR MEETING FEBRUARY 14, 1994 Twenty-five (25) 1994 Chevrolet Caprice four door sedans, 115.9" WB as per specifications with exceptions' noted below. Net price each: $ 13,881.00 Net price - 25 units: $347,025.00 Exceptions: I. Spotlite is 611. 2. Warranty is 36 months/36,000 miles, bumper to bumper with no deductible. 3. Engine is 5.7 - 350 V8. 4. Brakes are ABS. 5. Hub caps are bolted. Also submitted were police car specifications and test results by Michigan State Police. JORDAN MOTORS, INC. 609 East Jefferson Mishawaka, Indiana 46544 Bid was signed by Ms. Peggy Tuttle, Director of Fleet Sales, Non -Collusion Affidavit was in order, Non -Discrimination Commitment form was completed and a ten per cent (100) Bid Bond was submitted. BID: Twenty-five (25) police cars 1994 Crown Victoria Police Interceptor Each: $ 13,400.00 Total: $335,000.00 With ABS brakes: $ 13,903.00 Total: $347,575.00 Mr. Jordan H. Kapson, Chairman, Jordan Motors, Inc., advised that because of the national demand for the 1994 Crown Victoria Police Interceptor, Ford Motor Company has issued a deadline for the placement of orders for this vehicle. Submitted with the bid was a letter sent to all dealers requesting the placement of orders by February 28th for orders on the 1994 models. Jordan Ford asks that if they are awarded the bid for this year that they have ample time to insure that the City's needs are met. If at all possible, they would like to have the City's decision by February 25th. Upon a motion made by Mr. Leszczynski, seconded by Mrs. Manier and carried, the above bids were referred to the Division of Equipment Services for review and recommendation. OPENING OF QUOTATIONS - BOARDING OF VACANT STRUCTURES - DEPARTMENT OF CODE ENFORCEMENT It was noted that Ms. Kathleen J. Dempsey, Director, Department of Code Enforcement, has requested Quotations for board of vacant structures. The Quotation must contain a unit price for doors and a unit price for windows. The following Quotations were received, opened and read: BEST HOME SERVICE 15 North Second Street Mishawaka, Indiana 46545 Quotation was signed by Mr. Robert Harber. REGULAR MEETING QUOTATION: FEBRUARY 14, 1994 Board -up for windows: $ 40.00 each Board -up for doors that includes hinges, hasp and lock: $ 65.00 each MICHIANA BOARD_ UP SERVICES, INC. P.O. Box 1791 South Bend, Indiana 46634 Quotation was signed by Ms. Shirley Wheeler, President. QUOTATION: Unit price for doors: $ 32.00 each Unit price for windows: $ 21.50 each THOMAS GENERAL CONSTRUCTION P.O. Box 11576 South Bend, Indiana 46624 Quotation was signed by Mr. W. G. Thomas, Owner. QUOTATION: Windows boarded: $ 20.00 Doors boarded: $ 30.00' Minimum Charge: $ 35.00 per call Maximum Charge: $325.00 per structure The maximum charge guarantees regardless of the number of openings. The total amount due will not exceed three hundred twenty-five dollars ($325.00). This pertains to residential properties only and does not include multi- family dwellings or apartment buildings. Upon a motion made by Mr. Leszczynski, seconded by Mrs. Manier and carried, the Quotations were referred to the Department of Code Enforcement for review and recommendation. APPROVE SENIOR AIDES PROJECT/HOST AGENCY AGREEMENT - REAL SERVICES, INC. Mr. Leszczynski informed members that the Board is in receipt of a Senior Aides Project/Host Agency Agreement between the City of South Bend Department of Public Works and Area 2 Agency on Aging/R.E.A.L. Services, Inc. Mr. Leszczynski noted that pursuant to this Agreement, R.E.A.L. Services will provide to the Department of Public Works a Senior Aide who will perform the service as a receptionist for the Division of Engineering. Mr. Leszczynski further noted that there is no cost to the City for this service. Therefore, Mrs. Manier made a motion that this Agreement be approved and executed. Mr. Caldwell seconded the motion which carried. APPROVE ADDENDUM TO GROUP AGREEMENT - PARTNERS NATIONAL HEALTH PLANS OF INDIANA, INC. Mr. Leszczynski noted that submitted to the Board today for consideration was an Addendum to an Agreement between the City and Partners Health Plan for administration of the dental component of the City's flex benefit, originally executed on February 15, 1993. It is noted that this Addendum amends Section 3 of the Agreement REGULAR' MEETING FEBRUARY 14, 1994 entitled "Enrollment." It indicates that the open enrollment period for employees eligible under. Group Flexible Spending Account Plan as of January 1, 1994, shall be from November 8, 1993 to December 31, 1993: Provided, however, that such eligible employees who are unable to make elections as to coverage during this period may have until January 15, 1994 to make an election. Eligible employees shall have the opportunity, annually, to elect coverage. Therefore, Mr. Caldwell made a motion that this Addendum be approved and executed. Mrs. Manier seconded the motion which carried. ADOPT RESOLUTION NO. 6-1994 - AUTHORIZING THE EXCHANGE OF PERSONAL PROPERTY WITH THE CITY OF MISHAWAKA, INDIANA Mr. Leszczynski advised that pursuant to this Resolution, the City of South Bend transfers twelve (12) tandem loads of salt belonging to the City of South Bend to the City of Mishawaka in exchange for a 4,000 gallon hot tank. The salt and the hot tank are each valued at approximately $1,500.00. Mr. Leszczynski made a motion that the Resolution which has been prepared be adopted. Mr. Caldwell seconded the motion which carried and the following Resolution No. 6-1994 was adopted: RESOLUTION NO. 6-1994 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, AUTHORIZING THE EXCHANGE OF PERSONAL PROPERTY WITH THE CITY OF MISHAWAKA, INDIANA WHEREAS, pursuant to I.C. 36-9-6-3, the Boards of Public Works of the Cities of South Bend and Mishawaka, Indiana, have custody of the personal property of their respective cities and are authorized by statute to dispose of the same pursuant to the requirements of I.C. 36-1-11; and WHEREAS, the City of Mishawaka, Indiana, is the owner of a 4,000 gallon hot tank (Serial #31090155), which was purchased by said City in 1980, and which has a current value of approximately $1,500; and WHEREAS, said hot tank is no longer useful to the City of Mishawaka, and the City would like to dispose of the same; and WHEREAS, the 4,000 gallon hot tank would be useful to the City of South Bend for its wintertime crack sealing program; and WHEREAS, the City of South Bend has offered to provide the City of Mishawaka with 12 tandem loads of salt, with an approximate value of $1,500.00, in trade for the hot tank. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend, Indiana, as follows: 1) The City of.South Bend hereby transfers 12 tandem loads of salt, having an approximate value of $1,500.00, to the City of Mishawaka, Indiana, in exchange for one 1980, 4,000 gallon hot tank, having an approximate value of $1,500.00. 2) The property transferred by both cities shall be made ,j 091 REGULAR MEETING FEBRUARY 14, 1994 with no warranties, indemnities or representations of any kind. Adopted this 14th'day of February, 1994. CITY OF SOUTH BEND BY ITS BOARD OF PUBLIC WORKS s/John E. Leszczynski, President s/James R. Caldwell, Member ATTEST: s/Jenny Pitts Manier, Member s/Sandra M. Parmerlee, Clerk ADOPT RESOLUTION NO. 7-1994 DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY Mr. Leszczynski noted that Resolution No. 7-1994 transfers one (1) vehicle no longer needed by the City to DuComb Center and another to Workforce Development Services. Each vehicle has a value of less than $1,000.00. Mrs. Manier made a motion that the Resolution be adopted. Mr. Caldwell seconded the motion which carried and the following Resolution No. 7-1994 was adopted: RESOLUTION NO. 7-1994 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS REGARDING THE DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY WHEREAS, the Board of Public Works of the City of South Bend, Indiana, has custody of all real and personal property of the City of South Bend, and is authorized by statute to dispose of City - owned property, pursuant to the requirements of I.C. 36-1-11; and WHEREAS, it has been determined by the Board of Public Works that the following property is unfit for the purpose for which it was intended and is no longer needed by the City of South Bend: One (1) 1985 Blue Buick Skylark VIN #164XC69R1FW446279, One (1) 1987 Blue Plymouth Reliant VIN #1P38P36DXHC236486; and WHEREAS, the vehicles listed above have a combined value of less than $5,000.00, with each vehicle having a value of less than $1,000.00; and WHEREAS, I.C. 36-1-11-6(c) provides that items with a total value of less than $5,000.00 may be transferred by the Board without advertising the property for sale; and WHEREAS, DuComb Center and Workforce Development Services are both Indiana not -for -profit corporations, which provide various services to the City of South Bend; and WHEREAS, DuComb Center and Workforce Development Services have requested that the City transfer the above -described vehicles to them to be utilized in the performance of their services to the community. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend, Indiana, that the items listed above are no longer needed by the City, are unfit for the purpose for which they were purchased, and have a total estimated value of less than $5,000.00. 6 092 REGULAR MEETING BE IT FURTHER RESOLVED be and hereby is transferred Plymouth Reliant shall be an Development Services. FEBRUARY 14, 1994 that the 1985 Blue Buick Skylark shall to DuComb Center, and the 1987 Blue d hereby is transferred to Workforce Adopted this 14th day of February, 1994. SOUTH BEND BOARD OF PUBLIC WORKS s/John E. Leszczynski, President s/James R. Caldwell, Member s/Jenny Pitts Manier, Member ATTEST.: s/Sandra M. Parmerlee, Clerk ADOPT RESOLUTION NO. 8-1994 - DISPOSAL OF OBSOLETE EQUIPMENT It was noted that Ms. Kellie Pickett, Central Services, requested that the Board declare obsolete and no longer appropriate for City use twenty-three (23) pieces of equipment consisting of monitors, personal computers and printers. Ms. Pickett noted that the total value of this equipment is less than five hundred dollars ($500.00) with an average age of six (6) years. Therefore, Mrs. Manier made a motion that the appropriate Resolution which has been prepared be adopted. Mr. Caldwell seconded the motion which carried and the following Resolution No. 8-1994 was adopted: RESOLUTION NO. 8-1994 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY WHEREAS, it has been determined by the Board of Public Works that the following property is unfit for the purpose for which it was intended and is no longer needed by the City of South Bend: MONITORS Packard Bell SN480507223 WYSE SN#0105569 WYSE SN#0139505 WYSE SN#0000010255 WYSE SN#0139493 IBM SN#3809214 IBM SN#0139746 IBM SN#446230 IBM SN#0018533 MEMOREX SN#0553715 SAMTRON SN#9202018191 PERSONAL COMPUTERS IBM 5150 SN#14662945150 IBM 5150 SN#10092555150 IBM 5150 IBM 5150 SN#09880085150 SN#10090475150 HEWLETT PACK SN#2101A03727 FLEXCACHE SN#56473 IBM SN#An095A4208-002 ITCH 7500 SN#AP200640 FORTIS Dx41 SN#F73302408 FORTIS Dx41 SN#D83616771 DIABLO 620 SN#87074547 DIABLO 620 SN487074553 093 1 1 REGULAR MEETING FEBRUARY 14, 1994 WHEREAS, Indiana Code 36-1-11-6(c) permits and establishes procedure for disposal of personal property which is unfit for the purpose for which it was intended and which is no longer needed by the City. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that the items listed above are no longer needed by the City; are unfit for the purpose for which they were intended and have an estimated value of less than five thousand dollars ($5,000.00). BE IT FURTHER RESOLVED, that said equipment may be transferred or sold at public auction or private sale, without advertising. However, if the property is deemed worthless, such may be demolished or junked. ADOPTED this 14th day of February, 1994. ATTEST: s/Sandra M. Parmerlee, Clerk BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA s/John E. Leszczynski, President s/James R. Caldwell, Member s/Jenny Pitts Manier, Member AWARD QUOTATION - RENOVATION OF OFFICE SPACE AT 113 WEST COLFAX In a Memorandum to the Board, Ms. Cleo Hickey, Department of Community and Economic Development, recommended that the Board award the low Quotation of Ziolkowski Construction, Inc., 1005 South Lafayette Boulevard, P.O. Box 1106, South Bend, Indiana, in the amount of $11,330.00 which was submitted on February 7, 1994. Mr. Caldwell made a motion that this recommendation be accepted and the Quotation be awarded. Mrs. Manier seconded the motion which carried. APPROVE CHANGE ORDER NO. 1 - CONTROL, INFORMATION AND COMMUNICATIONS SYSTEMS - DIVISION OF ENVIRONMENTAL SERVICES Mr. Jack Dillon, Director, Division of Environmental Services, submitted to the Board Change Order No. 1 for the above referred to project. Mr. Dillon noted that this Change Order only changes the date of substantial completion for the project and does not change the dollar amount of the project. It is noted that the date of Substantial Completion has been changed from January 29, 1994 to March 18, 1994. Mr. Caldwell made a motion that this Change Order be approved. Mrs. Manier seconded the motion which carried. REQUESTS REFERRED: Upon a motion made by Mr. Caldwell, seconded by Mrs. Manier and carried, the following requests were referred to the appropriate City departments and bureaus for review and recommendation: MISHAWAKA AVENUE (MACADOO'S RESTAURANT) In a letter to the Board, Mr. Hank Craft, sales Representative, City Awning of South Bend, 1731 South Franklin Street, South Bend, Indiana, requested permission to install a canopy type awning at Macadoo's Restaurant, 2714 Mishawaka Avenue, South Bend, Indiana. Mr. Craft submitted with the request a diagram of the canopy to be installed and advised that the canopy will be installed a minimum of eight feet (81) six inches (6") from the sidewalk level to the bottom of the frame. 094 REGULAR MEETING FEBRUARY 14, 1994 OF LANDSCAPES UNLIMITED, INC. TO ERECT PERGOLAS OVER THE SIDEWALK ALONG LINCOLNWAY WEST AT THE NEW COLFAX YOUTH CENTER In a letter to the Board, Mr. David Barncord, President, Landscapes Unlimited, Inc., 59696 Market Street, South Bend, Indiana, submitted a plan view and elevation of proposed overhead structures (pergolas) spanning the City owned sidewalk along Lincolnway West at the new Colfax Youth Center. Mr. Barncord noted that the South Bend Heritage Foundation, the owner and developer of the project, wishes to add the pergolas to achieve the following: 1. Create a physical and visual barrier between Lincolnway and the lawn area south of the sidewalk where public gatherings are to be encouraged. 2. Create a vista, or framed view, to the relocated horse trough which will act as a focal point at the site. 3. Add aesthetic and historic character to the site. 4. Visually connect the Youth Center site with the existing Colfax Center. Mr. Barncord further explained that by locating the pergola over the City owned walk, more green space is preserved for public use. Moving the pergola off of the right-of-way would divide and reduce the size of the desired space and would require more sidewalk to be constructed. Finally, Mr. Barncord noted that the tree lawn in this area is fifteen feet (15') wide so proximity to the street should not pose any problems. APPROVE REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - ONE HUNDRED TEN (110) GOLF CARTS In a letter to the Board, Mr. James Riggs, Department of Community and Economic Development, requested that the Board advertise for the receipt of bids for one hundred ten (110) golf carts to be utilized at the Blackthorn Golf Course and Elbel Golf Course. Mr. Leszczynski made a motion that this request be approved. Mrs. Manier seconded the motion which carried. APPROVE REOUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - EXHIBITRY - COLLEGE FOOTBALL HALL OF FAME PROJECT In a Memorandum to the Board, Ms. Mikki Dobski Shidler, Project Manager, requested that the Board advertise for the receipt of bids for various exhibitry for the College Football Hall of Fame. Mr. Leszczynski made a motion that this request be approved. Mrs. Manier seconded the motion which carried. APPROVE REQUESTS: OF MICHIANA WATERSHED, INC. TO CONDUCT ANNUAL 1994 RIVER RUN - JUNE 11, 1994 - OF MADISON CENTER AND HOSPITAL TO CONDUCT WALK - APRIL 17, 1994 OF V.F.W. POST 1167 TO CONDUCT ANNUAL POPPY DAY SALES - MAY 13-14, 1994 OF UNITED RELIGIOUS COMMUNITY OF ST. JOSEPH COUNTY TO CONDUCT 1994 CROP WALK - SEPTEMBER 25, 1994 1 095 REGULAR MEETING FEBRUARY 14, 1994 OF MARCH OF DIMES TO CONDUCT WALK - APRIL 23 1994 Mr. Leszczynski advised that the above referred to requests, which were submitted to the Board on January 4, 1994 and January 31, 1994, have been reviewed by the appropriate City departments and bureaus and approval is recommended. Therefore, Mr. Leszczynski made a motion that the requests be approved. Mrs. Manier seconded the motion which carried. APPROVE EXCAVATION BOND Mr. Larry D. Spradlin, Sr., Division of Engineering, requested that the Board approve the Bond of Excavation for Richard L. Fisk, d/b/a Fisk Plumbing, 1070 Allouez, Niles, Michigan, effective retroactive to October 12, 1993. Mr. Leszczynski made a motion that this request be approved. Mr. Caldwell seconded the motion which carried. RUBBISH AND GARBAGE Mr. Leszczynski advised that th Garbage Removal Service license 1. Carter Buchanan 121 North Wellington South Bend, Indiana VAL LICENSE APPLICATIONS following two (2) Rubbish and applications have been received: 2. Ronald D. Underwood 230 Weber Street South Bend, Indiana It was noted that inspections of the trucks to be used have been conducted by the Solid Waste Bureau and the applicants were found to be in compliance. Additionally, the Department of Code Enforcement has reviewed these applications and recommends approval. Therefore, Mr. Leszczynski made a motion that the applications be approved. Mr. Caldwell seconded the motion which carried. APPROVE PUBLIC PARKING FACILITY LICENSE APPLICATIONS Upon a motion made by Mr. Leszczynski, seconded by Mr. Caldwell and carried, the following license applications were approved: 1. Cathedral Church of St. James (Episcopal) 117 North Lafayette Boulevard South Bend, Indiana Lot located at: 307-311 W. Washington Street 2. Louis L. and Ruby J. Anderson 21400 Shultz Court Cassopolis, Michigan 49031 Lot located at: 112-128 Franklin Street APPROVE APPLICATION FOR PERMIT - SPECIALIZED COLLECTION SERVICES Mr. Leszczynski advised that pursuant to the terms of the trash and rubbish removal ordinance, the Board is in receipt of a Permit application from a private trash hauler who desires to continue his business within the City. The following Permit application has been submitted: 1. Carter Buchanan 121 North Wellington Street South Bend, Indiana 46619 o- 096 REGULAR MEETING FEBRUARY 14, 1994 It is noted that attached to the application was a list of individuals to which this vendor will provide services. Mr. Leszczynski made a motion that this Permit application be approved. Mr. Caldwell seconded the motion which carried. FILING OF ENVIRONMENTAL CLEAN-UP OF LOTS REPORTS Mr. Leszczynski advised that the Department of Code Enforcement has submitted two (2) lists containing twenty-seven (27) City owned and miscellaneous properties which were cleaned by the Department from January 31, 1994 to February 4, 1994. Mr. Leszczynski made a motion that the lists as submitted be accepted for filing. Mrs. Manier seconded the motion which carried. APPROVE CLAIMS Mr. Kevin Horton, City Controller, submitted claims in the amount of $585,080.24 and recommended approval. Additionally, Mr. Juan Manigault, Executive Director, WDS of Northern Indiana, submitted two (2) lists containing claims in the amounts of $236,878.19 and $58,540.38 and recommended approval. Mr. Leszczynski made a motion that the claims be approved and the reports as submitted be filed. Mrs. Manier seconded the motion which carried. WELCOME TO NEW BOARD ATTORNEY Members of the Board welcomed Assistant City Attorney Anne Bruneel as the new attorney for the Board of Public Works. Mrs. Bruneel replaces Mrs. Mary Mueller who recently left this position with the City Attorney's office. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Leszczynski, seconded by Mr. Caldwell and carried, the meeting adjourned at 9:48 a.m. BOARD OF PUBLIC WORKS Jenny Pitts Manier ATTE Sandra M. Parmerlee, Clerk 1 1 1