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HomeMy WebLinkAbout09/12/94 Board of Public Works Minutes-s 481 REGULAR MEETING SEPTEMBER 12, 1994 The regular meeting of the Board of Public Works was convened at 9:34 a.m. on Monday, September 12, 1994, by Board President John E. Leszczynski, with Mr. Leszczynski, Mrs. Jenny Pitts Manier and Mr. James R. Caldwell present. Also present was Board Attorney Mrs. Anne Bruneel. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Caldwell, seconded by Ms. Manier and carried, the minutes of the regular meeting of the Board held on September 6, 1994, were approved as submitted. OPENING OF BIDS - EDISON WATER TREATMENT PLANT RENOVATIONS 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: SLUTSKY-PELTZ PLUMBING & HEATING CO. 844 South Rush Street South Bend, Indiana 46601 Bid was signed by Harold E. Slutsky, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: $2,493,000.00 HRP CONSTRUCTION INC. Post Office Box 266 South Bend, Indiana 46624-0266 Bid was signed by Paul J. Fallon, General Manager Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: $2,589,000.00 MADDOX INDUSTRIAL CONTRACTORS INC. 3060 West Minnesota Street Indianapolis, Indiana 46241 Bid was signed by James M. Maddox, President Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: $2,422,000.00 Upon a motion made by Mr. Leszczynski, seconded by Mrs. Manier and carried, the above bids were referred to the Engineering Division for review and recommendation. 4.8 2 REGULAR MEETING SEPTEMBER 12, 1994 OPENING OF BIDS - TWO (2) MORE OR LESS, 4 WD UTILITY VEHICLES; THREE (3) MORE OR LESS, 3/4 TON PICK-UP TRUCKS, ONE (1) OR MORE, MINI CARGO VAN, ONE (1) OR MORE, 15,0001, 13 GVWR CHASSIS, ONE (1) OR MORE, 12 FOOT UTILITY STEP VAN, ONE (1) OR MORE, FULL SIZE CARGO VAN 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: THE JORDAN GROUP 609 E. JEFFERSON BOULEVARD Mishawaka, Indiana 46546 Bid was signed by Peggy Tuttle Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: 1995 Ford Super Duty Chassis - 15,000 GVWR Price: $23,430.00 each 1995 Ford Econoline Cargo Van - 138" WB Price: $15,800.00 each 1995 Ford F250 Heavy Duty 4 x 2 Pick Up Truck Price: $16,200.00 each Options: +675.00 A/C + 85.00 Cloth Seats +260.00 Trailer Tow Package (Handling Pkg, Super Engine Cooling, Wiring) GATES CHEVY WORLD 401 S. Lafayette, P.O. Box 4056 South Bend, Indiana 46634 Bid was signed by Charles Fenby Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted Front/Rear Stabl. Bars, BID: Two (2) more or less 1995 Chevrolet Blazer, Model CT 10516, and as per specifications on file, with any exceptions noted below: Net Price One: $19,084.63 Net Price Two: $38,169.26 Three (3) more or less 1995 Chevrolet 3/4 ton Pickup, Model CC20903, and as per specifications on file, with any exceptions noted below: Net Price One: $15,200.33 Net Price Three: $45,600.99 Option 1: Cloth Bench Seat - Standard Option 2: Step Bumper - Included in Bid Price Option 3: Air Conditioning - add $668.15 to each EXCEPTION: Warranty is 36 months/36,000 miles One (1) 1995 Chevrolet Asto Ext. Van, Model CM 11005, as per specificationson file, with any exceptions noted below: Net Price One $14,433.85 1 REGULAR MEETING SEPTEMBER 12, 1994 Upon a motion made by Mr. Caldwell, seconded by Mrs. Manier and carried, the above bids were referred to the Division of Equipment Services for review and recommendation. APPROVE COMMUNITY DEVELOPMENT CONTRACT- REDEVELOPMENT ADMINISTRATIVE BUDGET (CD94-604) The above referred to Contract was submitted to the Board for approval, between the City of South Bend, on behalf of the Department of Community and Economic Development and the Division of Redevelopment. The targeted goal for this activity is to provide staffing and technical support for West Washington -Chapin project, Monroe Park, Central Business District, East Bank, Studebaker Corridor, Urban Enterprise Zone, Economic Development Loans, Airport 2010 and various other projects within the City. The total budget of the Redevelopment Administration (CD94-604) Activity shall not exceed $25,000. Upon a motion made by Mr. Caldwell, seconded by Mrs. Manier and carried, the above referred to Contract was approved and executed. APPROVE AGREEMENT - INDIANA DEPARTMENT OF TRANSPORTATION FOR RAILROAD CROSSING IMPROVEMENTS PROJECT 94-65 - KEMBLE STREET CROSSING AT NORFOLK AND WESTERN RAILROAD Carl Littrell, Director, Division of Engineering has requested the approval of the above referred to Agreement with the Indiana Department of Transportation and the Norfolk and Western Railroad for improvements to the crossing at the above rail line. This project will be constructed by the Norfolk and Western Railroad on a "force account" basis per the contract. The Federal Highway Administration will fund ninety percent of the cost of these improvements, the City of South Bend share is ten percent of the cost. The INDOT administers the federal funding program and will inspect and audit the railroad's work. The estimated cost of the project is $48,000. The City's share will be $4,800. Improvements will consist of installing a rubberized crossing on the rail line, reconstructing and resurfacing the Kemble Street roadway through the railroad right of way. APPROVE AGREEMENT - INDIANA DEPARTMENT OF TRANSPORTATION FOR RAILROAD CROSSING IMPROVEMENTS PROJECT 94-64 - FORD STREET CROSSING AT GRAND TRUNK RAILROAD Carl Littrell, Director, Division of Engineering, has requested the approval of the above referred to Agreement with the Indiana Department of Transportation (INDOT) and the Grand Trunk Railroad for improvements to the crossing at the above rail line. This project will be constructed by the Grand Trunk Railroad on a "force account" basis per the contract. The Federal Highway Administration will fund ninety percent of the cost of these improvements, the City of South Bend share is ten percent of the cost. The INDOT administers the federal funding program and will inspect and audit the railroad's work. The estimated cost of the project is $274,000. The City's share will be $27,400. The improvements will consist of removing three of the five tracks in the crossing, constructing new timber crossings at the two remaining tracks, reconstructing and resurfacing the Ford Street roadway through the railroad right-of-way. APPROVE PURCHASE AGREEMENTS - 1711 & 1713 MARIETTA STREET In accordance with the bid awarded on June 13, 1994, for the purchase of the City -owned lots at 1711 and 1713 Marietta Street, South Bend, Indiana, in the amount of $310.00 to Ms. Sandra L. Pfaller, 634 East Dubail Street, South Bend, Indiana, the Purchase Agreement was being submitted at this time for Board approval. Upon a motion made by Mrs. Manier, seconded by Mr. Caldwell and carried, the Purchase Agreement was approved and the matter referred to the City Attorney's office for drafting of the appropriate Quit -Claim Deed. APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE Mr. Leszczynski stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to Remonstrate as submitted by Kimberly Joy Sipes. The Consent indicates that in consideration for permission to tap into the public sanitary sewer system of the City, to provide sanitary sewer service to 128 E. Cripe Street, South Bend, Indiana, (Key # 03-1129-008902), the Sipe's 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. Leszczynski made a motion that the Consent be approved. Mrs. Manier seconded the motion which carried. 04 REGULAR MEETING SEPTEMBER 12, 1994 APPROVE AGREEMENT FOR PROFESSIONAL ENGINEERING SERVICES - CLOSEOUT OF SLUDGE STORAGE FIELDS John J. Dillion, Director, Environmental Services requested the Board to approve a contract with Greeley and Hansen to evaluate and make recommendations for the closeout of the sludge storage fields at the City's Organic Resource Center. These recommendations will be in accordance with the Part 503 Sludge Regulations. Upon a motion made by Mr. Caldwell, seconded by Mrs. Manier and carried, the Agreements was approved and referred to the Division of Environmental Services. APPROVE INDEMNIFICATION AND HOLD HARMLESS AGREEMENTS - GUS MACKER 3-ON-3 BASKETBALL TOURNAMENT Mr. Leszczynski stated that the Board is in receipt of Indemnifications and Hold Harmless Agreements for the Gus Macker 3 on 3 Basketball Tournament, to be held along the East Race Waterway on September 17 & 18, 1994. The Agreements will utilize the following properties during the above mentioned tournament: - Madison Center - Rose Fuels and Materials - The Works Hotel - Batteast Construction - Holladay Corporation Upon a motion made by Mr. Leszczynski, seconded by Mrs. Manier and carried, the Agreements were approved. ADOPT RESOLUTION NO. 35-1994 - DECLARING THE CITY'S INTENT TO LEASE PROPERTY AT 907 31 ST STREET FOR USE AS A PARTNERSHIP CENTER Mr. Leszczynski informed members of the Board that the Resolution submitted today is in regards to the City of South Bend, Indiana, declaring its interest to lease the property at 907 31st Street, South Bend, Indiana, for use as a Neighborhood Partnership Center. Marco Marian Planner for the Department of Community and Economic Development, informed the Board that the Resolution establishes a 12 month lease with Real Services in the amount of $500.00 per month, which includes all utilities except for trash service and telephone service. Also submitted for Board approval was a Lease of Real Property from Real Services, along with a Petition, signed by at least fifty (50) taxpayers of the City of South Bend, requesting that the Board lease the premises at 907 31 st Street, South Bend, Indiana, for a term of one year. There being no further questions concerning this matter, Mrs. Manier made a motion that this Resolution be adopted. Mr. Caldwell seconded the motion which carried and the following Resolution No. 35-1994 was adopted: RESOLUTION NO. 35-1994 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, DECLARING ITS INTENT TO LEASE THE PROPERTY AT 907 31 ST STREET, SOUTH BEND, INDIANA FOR USE AS A NEIGHBORHOOD PARTNERSHIP CENTER WHEREAS, the City of South Bend is desirous of establishing several Neighborhood Partnership Centers in order to build stronger neighborhoods by bringing municipal and community services directly to the neighborhoods; and WHEREAS, the property at 907 31st Street, South Bend, Indiana, has been selected as a site for a Neighborhood Partnership Center; and WHEREAS, the Board of Public Works of the City of South Bend, Indiana, on September 12, 1994, received a petition ("Petition") signed by at least fifty (50) taxpayers of the City of South Bend, requesting that the Board lease the premises at 907 31st Street, South Bend, Indiana, for a term of one year, with a one year option to renew the leasehold agreement upon agreement by both parties with an annual rental not to exceed Six Thousand Dollars ($6,000.00) in the first year and REGULAR MEETING SEPTEMBER 12, 1994 Six Thousand Dollars ($6,000.00) in the option year if the option to renew for the second year is exercised by the agreement of both parties; and WHEREAS, the Board also received, on September 12, 1994, a certificate of the St. Joseph County Auditor, certifying that the verifier of the Petition and at least fifty (50) of the signatories of the Petition are taxpayers of property located within the corporate limits of the City of South Bend; and WHEREAS, the Board also received, on September 12, 1994, a proposed lease agreement ("Proposed Lease") concerning the lease of the premises as petitioned; and WHEREAS, I.C. 36-1-10-7(2) requires, that prior to the Board's entering into a lease agreement for said premises, that the South Bend Common Council, after investigation, determine that the lease of the premises is needed. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend, Indiana, as follows: 1) That the Board of Public Works of the city of South Bend, Indiana, hereby expresses its desire and interest to lease the premises at 907 31st Street, South Bend, Indiana, for its use as a Neighborhood Partnership Center. 2) That the Petition, as certified by the St. Joseph County Auditor and submitted to the Board on September 12, 1994, is hereby accepted for filing and made available for public inspection. 3) That the lease of the premises shall be for a term of one (1) year with a one (1) year option to renew subject to the approval of both parties, and with an annual rental not to exceed Six Thousand Dollars ($6,000.00) in the first year and Six Thousand Dollars ($6,000.00) in the second year if the option to renew is exercised. 4) That the Proposed Lease for the premises submitted to the Board on September 12, 1994, is hereby accepted for filing and made available for public inspection. 5) That the Board directs and authorizes that a Resolution be filed with the South Bend Common Council with the City Clerk for consideration by the Common Council of the City of South Bend, Indiana, a form of Resolution to establish, after investigation and consideration, its determination that the lease of the premises described herein is needed. 6) That a public hearing on the proposed lease is hereby set for October 3, 1994, at 9:30 a.m. in the Board of Public Works Meeting Room, 1308 County -City Building, South Bend, Indiana, 46601, at which hearing all persons desiring to be heard will be given the opportunity to address whether the Proposed Lease is necessary and whether the proposed rental is fair and reasonable. 7) That this Resolution will be in full force and effect from and after its passage by the Board. ADOPTED this 12th day of September, 1994. z REGULAR MEETING A TEST: YJ s/AngA K. Jacob, blerk SEPTEMBER 12, 1994 CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/John E. Leszczynski s/James R. Caldwell s/Jenny Pitts Manier 4 APPROVE REQUEST TO CONDUCT AUCTION - POLICE DEPARTMENT Ronald G. Marciniak, Chief of Police, South Bend Police Department, submitted to the Board for their approval a request to conduct a public auction of unclaimed property as allowed by law. The date set for the auction is Saturday, October 8, 1994, at 8:30 a.m., at the South Bend Police Department, 701 W. Sample Street. Upon a motion made by Mr. Leszczynski, seconded by Mrs. Manier and carried, the request was approved. APPROVE CONTRACT FOR SALE OF PERSONAL PROPERTY AT PUBLIC AUCTION - POLICE AUCTION Ronald G. Marciniak, Chief of Police, South Bend Police Department, submitted to the Board for their approval, a Contract for Sale of Personal Property at Public Auction, to be held on Saturday, October 8, 1994 at 8:30 a.m. at the South Bend Police Department, 701. W. Sample Street, South Bend, Indiana. AWARD BID - CENTRAL HIGH SCHOOL APARTMENTS - SITE DEVELOPMENT In a letter to the Board, Mr. Carl P. Littrell, Director, Division of Engineering, recommended that the Board accept the low bid of Verkler, Inc., 4406 Technology Drive, South Bend, Indiana, in the amount of $370,239.30 for the above referred to project. It was noted that bids for this project were opened by the Board on August 22, 1994. Upon a motion made by Mrs. Manier, seconded by Mr. Caldwell and carried, the above bid was awarded, subject to the filing of the appropriate insurance, Performance Bond and Labor and Materials Payment Bond. AWARD QUOTATION - ALLEY IMPROVEMENTS - EAST BANK DEVELOPMENT AREA In a letter to the Board, Mr. Carl P. Littrell, Director, Division of Engineering, recommended that the Board accept the low quote of Rieth-Riley Construction, 25200 State Road 23, South Bend, Indiana, in the amount of $24,770.25. It was noted that bids for this project were opened by the Board on August 22, 1994. Upon a motion made by Mrs. Manier, seconded by Mr. Caldwell and carried, the above quote was awarded. AWARD QUOTATION - ASBESTOS ABATEMENT - SOUTHEAST REDEVELOPMENT AREA SITE CLEARANCE, PHASE I, STRUCTURE REMOVAL PACKAGE 1 In a letter to the Board, Carl P. Littrell, Director, Division of Engineering, recommended that the Board accept the low quote of Specialty Systems of South Bend, 1408 Elwood Avenue, Suite 306, South Bend, Indiana, in the amount of $11,817.00. It was noted that bids for this project were opened by the Board on August 1, 1994. Upon a motion made by Mrs. Manier, seconded by Mrs. Caldwell, the above quote was awarded. APPROVE REQUESTS TO ADVERTISE FOR THE RECEIPT OF BIDS: I/N KOTE SANITARY SEWER EXTENSION PROJECT - AIR CONDITIONING FOR VARIABLE FREQUENCY DRIVE ENCLOSURES STATIONS 23 & 4 CLEVELAND ROAD IMPROVEMENTS FROM BENDIX DRIVE TO PORTAGE AVENUE Mr. Carl P. Littrell, Director, Division of Engineering, requested permission to advertise for the above referred to projects.. It was noted that the IN Kote Sanitary Sewer Extension Project plans and specifications have been prepared by Cole Associates, Inc., and have been reviewed by the REGULAR MEETING SEPTEMBER 12, 1994 Engineering Division and the Legal Department. Additionally, the Cleveland Road Improvements Project plans and specifications have been prepared by Clyde E. Williams and Associates, Inc., and are being reviewed by the Engineering Division and the Legal Department. Upon a motion made by Mr. Caldwell, seconded by Mrs. Manier and carried, the above requests were approved. REJECT BIDS - MID SIZE GRADERS In a letter to the Board from Matthew L. Chlebowski, Director, Division of Equipment Services, recommended that the Board reject the Mid Size Grader bids opened by the Board on May 2, 1994. It was noted that the units bid by MacDonald Machinery and Rudd Equipment do not meet the needs of the Street Department. Additionally, it was recommended that the Board re -advertise for bids using the updated specification presented. Upon a motion made by Mr. Caldwell, seconded by Mrs. Manier and carried, the request was approved. APPROVE REQUEST OF ALZHEIMER'S ASSOCIATION TO CONDUCT "MEMORY WALK" - OCTOBER 16. 1994 Mr. Leszczynski advised that the appropriate City departments and bureaus have reviewed the above referred to request which was submitted to the Board on August 29, 1994, and approval is recommended. Therefore, Mr. Caldwell made a motion that the recommendation be accepted and the request be approved. Mrs. Manier seconded the motion which carried. REQUEST WITHDRAWN - OF PEOPLE AGAINST CRIME TO CONDUCT WALK - SEPTEMBER 23, 1994 In a letter to Board, Ms. Barbara Dillard, 2115 Glen Street, South Bend, Indiana, requested that the above mentioned Crime Walk be withdrawn. Mrs. Manier made a motion that the request be withdrawn, Mr. Leszczynski seconded the motion which carried. APPROVE SECONDHAND DEALERS LICENSE APPLICATION Mr. Leszczynski stated that the following secondhand dealers license application for Fantasia Funnyworks, 230 Michigan Street, South Bend, Indiana, has received favorable recommendations from the Bureau of Traffic and Lighting, Department of Code Enforcement, Police Department and Fire Department. Upon a motion made by Mr. Leszczynski, seconded by Mr. Caldwell, the above license application was approved and referred to the Deputy Controller's office for issuance of a license. APPROVE TITLE SHEET - I/N KOTE SANITARY SEWER EXTENSION PROJECT Mr. Leszczynski 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. Leszczynski, seconded by Mr. Caldwell and carried, the above referred to Title Sheet was approved and signed. APPROVE TRAFFIC CONTROL DEVICE Upon a motion made by Mr. Caldwell, seconded by Mr. Leszczynski and carried, the following one (1) traffic control device was approved: REMOVAL OF: HANDICAPPED PARKING SIGN LOCATION: 2107 South Scott Street REMARKS: Sign not needed; property owner, Mr. Heed is deceased. FILING OF ENVIRONMENTAL CLEAN-UP OF LOTS REPORTS Mr. Leszczynski advised that the Department of Code Enforcement has submitted one (1) list containing seventeen (17) City owned and miscellaneous properties which were cleaned by the Department on August 29, 1994. Mr. Leszczynski made a motion that the list as submitted be accepted for filing. Mrs. Manier seconded the motion which carried. 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: 488 REGULAR MEETING BOND OF CONTRACTOR Diamond Associates Released Effective 9/12/94 EXCAVATION BONDS R & R Excavation Approved effective 9/12/94 SEPTEMBER 12, 1994 Mr. Leszczynski made a motion that the recommendation be accepted and that the Bonds be approved and/or released as outlined above. Mrs. Manier seconded the motion which carried. APPROVE CLAIMS Mr. Kevin Horton, City Controller, submitted claims in the amount of $757,574.64 and recommended approval. Additionally, Mr. Juan Manigault, Executive Director, WDS of Northern Indiana, submitted two (2) lists containing claims in the amount of $391,703.39 and $27,978.84 and recommended approval. Further, Mikki Dobski submitted twelve (12) claims for payment for the College Football Hall of Fame. Additionally, three (3) claims for Hall of Fame replatting were submitted, with a request that they be voided. Palm Associates, Post Office Box 194, New Carlisle, Indiana, made payment for fees. Mr. Leszczynski made a motion that the above mentioned claims be approved and the reports, and the three claims be rescinded as submitted be filed. Mr. Caldwell seconded the motion which carried. PRIVILEGE OF THE FLOOR Angela K. Jacob was welcomed by the Board as the new Clerk of the Board. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Leszczynski, seconded by Mrs. Manier and carried, the meeting adjourned at 9:57 a.m. ATTEST: �f Angela K. 01acob, Clerk' BOARD OF PUBLIC WORKS �4hn E. Leszczynski, re ident envy Pitts ier, Member i Fj n