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HomeMy WebLinkAbout08/30/93 Board of Public Works MinutesREGULAR MEETING AUGUST 30, 1993 The regular meeting of the Board of Public Works was convened at 9:33 a.m. on Monday, August 30, 1993, by Board President John E. Leszczynski, with Mr. Leszczynski, Mr. James R. Caldwell and Mrs. Mary H. Mueller present. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Caldwell, seconded by Mrs. Mueller and carried, the minutes of the regular meeting of the Board held on August 23, 1993, were approved. ADOPT RESOLUTION ENTER INTO AN AG. ADMINISTRATIVE B ACRR.RMRWT -1993 - DECLARING "NA 11 'S INTENT TO Mr. Leszczynski advised that the Board is in receipt of a Resolution regarding the City's.intent to enter into an Agreement with the Southeast Partnership Center Administrative Board to hire a coordinator. Also submitted was the appropriate Agreement which has been prepared. Board Attorney and Member Mary H. Mueller advised that this Center has an amount of money from the City that they can use for any purpose. The Board has determined that they want a part-time temporary coordinator who will be an employee of the City. This employee will be paid from already committed funds. Therefore, Mrs. Mueller made a motion that the Resolution be adopted and the Agreement be approved. Mr. Caldwell seconded the motion which carried. Resolution No. 32-1993 is as follows: RESOLUTION NO. 32-1993 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, DECLARING ITS INTENT TO ENTER INTO AN AGREEMENT WITH THE SOUTHEAST PARTNERSHIP CENTER ADMINISTRATIVE BOARD FOR THE HIRING OF A COORDINATOR WHEREAS, the City of South Bend is desirous of entering into an Agreement with the Southeast Partnership Center Administrative Board (Administrative Board) wherein the Board will utilize $2,274.00 of its 1993 total budget toward the hiring of a Coordinator at the Southeast Partnership Center located at 626 E. Broadway; and WHEREAS, the Agreement provides that the Coordinator shall be paid a gross hourly wage of Six Dollars ($6.00) but shall not be paid for work in excess of forty (40) hours per two -week period and that the Coordinator shall received no health, PERF, life, sick, vacation, or other similar benefits from the City; and WHEREAS, the City agrees to employ this Coordinator whose selection shall meet with the approval of.the Administrative Board; and WHEREAS, the Administrative Board acknowledges that this Coordinator shall be responsible for managing the Center and all activities associated therewith and said Coordinator shall also supervise the day to day activities at the Center. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend as follows: F 1 o 0 i REGULAR MEETING AUGUST 30, 1993 1) That the Board of Public Works of the City of South Bend hereby expresses its desire and intent to enter into this Agreement with the Southeast Partnership Center Administrative Board for the hiring of a Coordinator. 2) That the Board of Public Works of the City of South Bend acknowledges that this Coordinator shall be an employee of the City of South Bend receiving a gross hourly wage of Six Dollars ($6.00) but said Coordinator shall receive no health, PERF, life, sick, vacation, or other similar benefits from the City. 3) That the term of this Agreement shall be from September 1, 1993 to December 31, 1993, and the total grant for this Agreement shall not exceed Two Thousand Two Hundred and Seventy Four Dollars ($2,274.00). 4) That a copy of this Agreement has been filed with the Board of Public Works of the City of South Bend and is attached hereto as Exhibit A. 5) That this Resolution will be in full force and effect from and after its passage by the Board. Adopted this 30th day of August, 1993. ATTEST: s/Sandra M. Parmerlee, Clerk ACCEPT AND APPROVE GRANT OF CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/John E. Leszczynski, President s/James R. Caldwell s/Mary Hall Mueller EASEMENT DEED - W"Y STREET LIFT STATION PROJECT Board Attorney and Member Mary H. Mueller informed the Board that submitted for acceptance and approval was a Grant of Temporary Easement - Sanitary Sewer - Corby Street Lift Station, received from Mr. Michael L. Russo, President, Woodland, Inc. (Morris Park Country Club) which is required for the Corby Street Lift Station Project. Also submitted was a Warranty Deed from Woodland, Inc., conveying to the City a parcel of property (Key No. 18-5064-2251) which is also required for this project. Mrs. Mueller noted that the Deed conveys to the City the land needed for the lift station. The Temporary Easement is needed only during construction of this lift station. Mrs. Mueller further noted that the City now has all the land it needs for this project. Mrs. Mueller made a motion that these documents be accepted and approved. Mr. Caldwell seconded the motion which carried. APPROVE AGREEMENT FOR USE OF PUBLIC RIGHT-OF-WAY FOR FOOT RACES AND SIMILAR EVENTS - MEMORIAL HOSPITAL/HEALTH SYSTEM'- BIATHLON - SEPTEMBER 11, 1993 Mr, Leszczynski stated that pursuant to Resolution No. 9-1985, establishing policies and fees for foot races and similar events, adopted by the Board of Public Works on March 4, 1985, Memorial Hospital/Health System, has fulfilled Resolution requirements to conduct a Biathlon on Saturday, September 11, 1993 and the appropriate Agreement is being presented to the Board at this time. It is noted that on August 2, 1993, the Board of Public Works approved the date for this event subject to the sponsor meeting all Resolution requirements. Upon a motion made by Mr. Leszczynski, seconded by Mrs Mueller and carried, the Agreement was approved and executed. 332 REGULAR MEETING AUGUST 30, 1993 AWARD BID - CORBY STREET LIGHT STATION AND FORCE MAIN REPLACEMENT PROJECT In a Memorandum to the Board, Mr. Carl P. Littrell, Director, Division of Engineering, advised that on August 16, 1993, the Board opened and read four (4) bids for the above referred to project. Mr. Littrell noted that he found that the amounts of the bids were correct as read at the meeting. Therefore, Mr. Littrell recommended that the Board award the bid of Woodruff & Sons, Inc., 2125 East US Highway 12, P.O. Box 450, Michigan City, Indiana, for the base bid less a voluntary alternate to deduct $18,500.00 to supply a lift other than a Smith and Loveless Lift Station and equipment. Mr. Littrell noted that he has advised Woodruff and Sons that the alternate equipment must meet the requirements of the plans and specifications in every way. No award of other alternates is recommended. The total amount of this bid award is $712,771.90. It was noted that the Division of Environmental Services concurs with this recommendation. Therefore, Mr. Caldwell made a motion that the bid be awarded as recommended. Mrs. Mueller seconded the motion which carried. AWARD BID - STREET SWEEPER Mr. Matthew L. Chlebowski, Director, Division of Equipment Services, informed the Board that on behalf of the Street Department, he would like to recommend the purchase of one (1) 1993 Elgin Whirlwind Series LE vacuum street sweeper from Best Equipment Company, 2804 North Catherwood Avenue, Indianapolis, Indiana, in the amount of $94,108.00. This sweeper will replace the 1985 Whirlwind sweeper currently being used. Mr. Chlebowski noted that this bid meets or exceeds all relevant specifications. However, this is not the lowest bid received. Mr. Chlebowski noted that MacDonald Machinery Company, Inc., 3911 Limestone Drive, Fort Wayne, Indiana, submitted a bid in the amount of $92,750.00. This bid did not meet specifications in that the Aplex Model 7000 is a regenerative air type machine. Specifications called for a combination broom and vacuum street sweeper. Members of the Board were advised that the regenerative air machine has a center pick-up head into which air is circulated in order for the machine to pick up dirt. This pick-up head must be in full contact with the sweeping surface at all times for this system to work properly. This type of machine is good for airport runways and long flat highways, but does not work well on City streets with catch basins, manholes, and other surface irregularities. The combination broom and vacuum type machine the City specified has brooms which sweep the dirt up and out of these surface irregularities and then vacuums up the debris. This machine will need to sweep street cuts and streets that have been roto-milled prior to being paved. The City is rejecting this bid because a regenerative air system will not work for the purpose that the City needs this machine to perform. Additionally, the bid submitted by Deed's Equipment Company, Inc., 2203 North Michigan Road, Plymouth, Indiana, in the amount of $93,499.00, did not meet City specifications in thirteen (13) areas as follows: 1. Machine height is eleven inches (1111) higher than specified. This will cause problems when sweeping on streets with trees overhanging and possibly cause damage to the machine. 2. Hopper body filter screens are not accessible by the operator without using a ladder or entering the hopper body. These 1 1 1 333 REGULAR MEETING AUGUST 30, 1993 screens need to be cleaned by the operator periodically throughout the day. 3. Hopper floor does not have a 10 degree angle as specified. This floor angle is essential to have the water and debris collect toward the rear of the hopper allowing an easier and cleaner dumping of the debris from the hopper. 4. All blower assembly bearings are not capable of being greased from ground level as specified. These bearings need to be greased each day. Therefore, the City indicated that they must be able to perform this task from the ground level. On the SUN VAC III the hopper body needs to be raised and the operator has to climb up the machine to grease the inner blower assembly bearing. 5. Blower frame is constructed of cast aluminum. The City was very specific that an aluminum blower will not be acceptable. Aluminum will wear faster and fatigue much quicker than a steel or stainless steel blower fan. 6. No fan outlet safety blank off as specified. This is a cover to protect the fan and operator or mechanic from dropping something or coming into contact with the blower when the hopper body is raised. 7. Water tank does not comply with a life -time rust through warranty. Manufacturer specified a ten (10) year warranty. 8. The system water pump is to be capable of running dry (out of water) without causing damage to the pump. There is no information on the SUN VAC II water pump having this capability in the brochure or the bid submitted. 9. Spray nozzles are manually controlled by ball valves in the cab of the truck. The City specified that individual switches be used to control all sweeper operations, including spray nozzles. By using ball valves the manufacturer is bringing high pressure water into the cab of the truck to be manually controlled by the operator. The City felt that this is a safety hazard to the driver if one of these lines start to leak or break. 10. Suction hose is ten inch (1011) I.D. City specified eleven inch (1111) I.D. This is to accommodate more air flow and less chance of the hose becoming plugged with debris. 11. Specifications call for all parts conducting dirt laden air to be lined with a relineable high abrasion resistant rubber or equivalent. This will increase the longevity of these parts and decrease the maintenance need to these areas. SUN VAC III does not offer a high abrasion resistant rubber lining for some of these areas. 12. All wiring harnesses are to be color coded and labeled as per specifications. The SUN VAC III has a color coded wiring harness but is not wire labeled. Wire labeling provides a mechanic more ease in following the wiring harnesses throughout the machine and makes the job quicker and easier. 13. The City specified a forty-eight (48) hour guarantee shipment of sweeper parts or the parts would be free. There is no mention in the brochure or bid received that the manufacturer of SUN VAC sweepers or Deed's Equipment Company would comply with this specification. This type of service is essential to the objective of the Equipment Services Division which is to keep the equipment available for twenty-four (24) hour service. REGULAR MEETING AUGUST 30, 1993 The remaining two (2) bids were as follows: Best Equipment Company, Inc. $ 94,108.00 2804 North Catherwood Avenue Indianapolis, Indiana Brown Equipment Company, Inc. $108,620.00 10222 Airport Drive P.O. Box 9799 Fort Wayne, Indiana Therefore, Mrs. Mueller made a motion that the Board reject the two (2) low bids of McDonald Machinery and Deeds Equipment and award the bid of Best Equipment Company, in the amount of $94,108.00 as recommended. Mr. Caldwell seconded the motion which carried. 1UEST TO READVERTISE - TRACTORS IPMENT OF THE BLACKTHORN GOLF COURSE In a Memorandum to the Board, Mr. Carl P. Littrell, Director, Division of Engineering, advised that on August 23, 1993, the Board opened and read six (6) bids for turf maintenance equipment for the Blackthorn Golf Course. One other bid was rejected for failure to provide a signed Bid Bond. Mr. Littrell noted that the bids are divisible. Thus, recommendations will be made for award of contracts to three (3) vendors. The prices and/or alternate equipment offered on several items were found unacceptable for several items and a request to readvertise for several of those items is being submitted for Board approval. Mr. Littrell recommended the following: Items 1 and 2 No recommendation at this time Items 3, 15, 15a, 16a, 18, No recommendation. Prices altogether 19, 19a, 24, 26, 27 and 33 exceed budgeted amount and will not be purchased. Items 6, 8, 10, 14, 15b, 15c, To be re -bid. 21a and 22a Items 5, 9, 9a, 12, 20, 20a, Award to low bidder 22, 23, 25, 28, 29, 30, 31, 31a Items 4, 7, 7a, 11, 13, 16, The low bidder on these items has 17, 21, 32, 32a offered alternates not equal to the specified item and recommend award to the second low bidder. Mr. Littrell recommended that the Board award the bid of Illinois Lawn Equipment, Inc., 16450 South 104th Avenue, Orland Park, Illinois for Item Nos. 4, 5, 7, 7a, 11, 13, 16, 17, 20, 20a, 21, 22, 23, 25, 30, 32 and 32a for a total award of $109,512.00. Additionally, award of the bid of Kenney Machinery Corporation, 8420 Zionsville Road, Indianapolis, Indiana, for Item Nos. 9, 9a, 12, 29, 31 and 31a for a total award of $39,332.00. Finally, it was recommended that the Board award the bid of J. W. Turf, Inc., 14N937 U.S. Highway 20, Hampshire, Illinois, for Item No. 28 in the amount of $3,440.00. It was noted that bid awards for Item Nos. 4, 7, 7a, 11, 13, 16, 1 1 1 � Ls REGULAR MEETING AUGUST 30, 1993 17, 21, 32 and 32a, are recommended to the second lowest bidder. Mr. Littrell noted the following reasons for not awarding to the lowest bidder on these items: Item No. 4 Low Bidder bid alternate with insufficient air capacity Item No. 7 & 7a Low bid was for a gasoline engine rather than a diesel engine Item No. 11 Low bid was for a pull -behind piece of equipment that has to be • mated with a tractor. Self- propelled was specified. Item No. 13 Low bidder submitted a bid with too low of a horsepower. Item No. 16 Low bidder bid six (6) less horsepower and 12 inches less mowing width. Item No. 17 Low bidder bid a reduced pump and engine capacity. Item No. 21 Low Bidder bid a reduced engine capacity. Item No. 32 & 32a Width of cutting and engine were less than specified. Therefore, Mrs. Mueller made a motion that the Board reject all bids for Item Nos. 6, 8, 10, 14, 15b, 15c, 21a and 22a and that these pieces of equipment be readvertised. Further, that Item Nos., 5, 9, 9a, 12, 20, 20a, 22, 23, 25, 28, 29, 30, 31 and 31a be awarded to their respective low bidders and that Item Nos. 4, 7, 7a, 11, 13, 16, 17, 21, 32 and 32a be awarded to the second low bidders and the low bidders for these items be rejected. Mr. Caldwell seconded the motion which carried. It is noted that at this time, no recommendation is being made for Item Nos. 1 and 2 and that no recommendations are being made for Item Nos. 3, 15, 15a, 16a, 18, 19, 19a, 24, 26, 27 and 33 as the prices bid exceed the budgeted amount and they will not be purchased. APPROVE CHANGE ORDER NO. 2 - MONROE PARK HDC LANDSCAPE PLAN Mr. Leszczynski advised that Foegley Landscape, Inc., 52215 North Lilac Road, South Bend, Indiana, has submitted Change Order No. 2 indicating that the Contract amount be increased by $417.00 for a new Contract sum, including this Change Order, in the amount of $29,855.00. Upon a motion made by Mr. Caldwell, seconded by Mrs. Mueller and carried, the Change Order was approved. APPROVE REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - PORTAGE AVENUE WIDENING FROM CLEVELAND TO BENDIX In a Memorandum to the Board, Mr. Carl P. Littrell, requested that the Board advertise for the receipt of bids for the above referred to project. Mr. Littrell noted that plans and specifications for this project have been completed by Clyde E. Williams and Associates, Inc. Mrs. Mueller made a motion that this request be approved. Mr. Caldwell seconded the motion which carried. REGULAR MEETING AUGUST 30, 1993 In response to questions from the news media and Board Member Mr. Caldwell, Mr. Carl P. Littrell, Director, Division of Engineering, advised that Portage Avenue will be widened to five (5) lanes including the left turn lane. He also advised that St. Joseph County will be performing some widening work in the area and that the bridge will be closed for approximately one (1) year. Mr. Littrell noted that the County will be opening bids for their portion of the widening about the same time the City will be opening bids. REQUESTS REFERRED: Upon a motion made by Mr. Leszczynski, seconded by Mr. Caldwell and carried, the following requests were referred to the appropriate City departments and bureaus for review and recommendation: - OF COMMITTEE FOR VIET NAM VETERANS MOVING WALL EXHIBIT TO CONDUCT PROCESSION - SEPTEMBER 30, 1993 Ms. Rebecca Jasinski, Office of Community Affairs and Committee Member for the Viet Nam Veterans Moving Wall Exhibit advised the Board that the Viet Nam Veterans Moving Wall Committee requests permission to stage a procession of moving vehicles to greet and escort the Moving Wall to Howard Park. It was noted that this Wall is being transported on a flat bed truck into the City limits to Howard Park. Ms. Jasinski noted that this event will take place on Thursday, September 30, 1993 at 9:00 a.m. School children are being asked to participate during this procession. It is noted that WSBT Stations and the South Bend Tribune are the major sponsors of this event. - TO CLOSE LONGFELLOW, FROM SUNNYSIDE TO BELMONT, FOR STREET DANCE/BLOCK PARTY - SEPTEMBER 25, 1993 Ms. Sharon Peterson, 2710 Pleasant Street, South Bend, Indiana, on behalf of Parents Without Partners, submitted to the Board an Application For Use Of And Blocking Of Access To Public Right -of -Way For A Party Or Similar Event, requesting that Longfellow, from Sunnyside to Belmont, be closed from 8:00 a.m. to 11:00 p.m. on Saturday, September 25, 1993, for a street dance/block party. - FOR DESIGNATED HANDICAPPED PARKING SPACE AT 1532 W. FISHER STREET Ms. Karen P. Turner, 1532 West Fisher Street, South Bend, Indiana, requested that the parking space in front of her residence be designated as a handicapped parking space. APPROVE REQUESTS: - TO CLOSE DEVON CIRCLE FOR NEIGHBORHOOD BLOCK PARTY - SEPTEMBER 12, 1993 - TO CLOSE LA PORTE, FROM WASHINGTON TO COLFAX, IN CONJUNCTION WITH HISTORIC DISTRICT YARD SALE - SEPTEMBER 11 1993 - OF SINAI SYNAGOGUE TO REMOVE PARKING RESTRICTION IN VICINITY OF SYNAGOGUE IN CONJUNCTION WITH HOLY DAY SERVICES - OF TEMPLE BETH-EL TO ALLOW PARKING ON BOTH SIDES OF MADISON STREET AND LAFAYETTE BOULEVARD, IN CONJUNCTION WITH HOLY DAY SERVICES - TO CLOSE COTTAGE GROVE AVENUE, FROM LINDSEY TO VAN BUREN, FOR NEIGHBORHOOD BLOCK PARTY - SEPTEMBER 12, 1993 a 3 d REGULAR MEETING . AUGUST 30, 1993 Mr. Leszczynski advised that the requests to close Devon Circle for a block party, to close LaPorte in conjunction with the Historic District Yard Sale, of the Sinai Synagogue to remove parking restrictions and of the Temple Beth -El to allow parking on both sides of Madison and Lafayette Boulevard, have been reviewed by the necessary City departments and bureaus and approval is recommended. It is noted that these requests were submitted to the Board on August 16, 1993 and August 23, 1993. Additionally, John and Darlene Wiley, 741 Cottage Grove, South Bend, Indiana, submitted an Application For Use Of And Blocking Of Access To Public Right -of -Way For A Party Or Similar Event, requesting that Cottage Grove Avenue, from Lindsey to Van Buren, be closed on Sunday, September 12, 1993, from 1:00 p.m. to 5:00 p.m. for a neighborhood block party. This request has also been reviewed by the appropriate City departments and bureaus and approval is recommended. Therefore, Mr. Leszczynski made a motion that the above referred to requests be approved as recommended. Mrs. Mueller seconded the motion which carried. APPROVE TITLE SHEETS STUDEBAKER CORRIDOR REDEVELOPMENT - PHASE IA. CONSTRUCTION CONTRACT 2 - CURBS AND SIDEWALK REPLACEMENT/LANDSCAPING MAIN STREET AND GARST STREET SAINT JOSEPH'S MEDICAL CENTER - CEDAR STREET (SEWER/STREET) PORTAGE AVENUE WIDENING FROM CLEVELAND ROAD TO BENDIX DRIVE Upon a motion made by Mr. Caldwell, seconded by Mrs. Mueller and carried, Title Sheets for the above referred to projects were approved and signed. APPROVE CONTRACTORS BONDS Mr. Larry D. Spradlin, Sr., Division of Engineering, recommended that the following Contractor's Bonds be approved: Frank W. Ogorek Effective 8-30-93 Mark Kroll, d/b/a Effective 8-30-93 Michiana Rehab 525 Lincolnway West South Bend, IN Mr. Leszczynski made a motion that the bonds be approved as recommended. Mrs. Mueller 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 eighty-five (85) City owned and miscellaneous properties which were cleaned by the Department from August 16, 1993 to August 19, 1993. Mr. Leszczynski made a motion that the lists as submitted be accepted for filing. Mrs. Mueller seconded the motion which carried. APPROVE CLAIMS Mr. Kevin Horton, City Controller, submitted claims in the amount of $854,124.04 and recommended approval. Additionally, Mr. Juan Manigault, Executive Director, WDS of Northern Indiana, submitted a list containing claims in the amount of $37,012.22 and recommended approval. Mr. Caldwell made a motion that the claims be approved and the reports as submitted be filed. Mrs. Mueller seconded the motion which carried. REGULAR MEETING AUGUST 30, 1993 ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Caldwell, seconded by Mrs. Mueller and carried, the meeting adjourned at 9:51 a.m. BOARD OF PUBLIC WORKS /Join E. Leszczyn-alkiy / es R. 6aldwell AT EST: ow�l�,o�.,`f�U Sandra M. Parmerlee, Clerk 1 1