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HomeMy WebLinkAbout11/15/93 Board of Public Works Minutesa r, .4 41 B REGULAR MEETING NOVEMBER 15, 1993 The regular meeting of the Board of Public Works was convened at 9:32 a.m. on Monday, November 15, 1993, 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 Mary H. Mueller. 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 November 8, 1993, were approved. OPENING OF BIDS - DE-ICING MATERIALS This was the date set for receiving and opening of sealed bids for de-icing materials for the Division of Transportation. 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: NORTH AMERICAN SALT COMPANY 8300 College Boulevard Overland Park, KS 66210 Bid was submitted by Mr. Cory Childs, Non -Collusion Affidavit was in order, Non -Discrimination Commitment form was completed and a Bid Bond in the amount of $48,000.00 was submitted. BID: 12,000 tons Bulk De -Icing Rock Salt Unit Price: $ 29.40 per ton Total Amount: $352,800.00 FOB: Delivered South Bend, IN MORTON INTERNATIONAL. INC. MORTON SALT DIVISION 100 North Riverside Plaza Chicago, Illinois 60606-1597 Bid was submitted by Mr. Thomas Business Manager, Non -Collusion Discrimination Commitment form in the amount of $43,800.00 was BID: J. Butler, Government Affidavit was in order, Non - was completed and a Bid Bond submitted. 12,000 tons Morton Bulk Safe-T-Salt Treated Unit Price: $ 36.50 per ton Total Amount: $438,000.00 - Twenty (20) ton minimum dump truck delivery FOB South Bend, Indiana - Terms: 30 days - Prices quoted are firm thru 10/31/94 - Delivery - as requested by customer AKZO SALT, INC. Abington Executive Park P.O. Box 352 Clarks Summit, Pennsylvania 18411-0352 Bid was submitted by Mr. Robert H. Jones, Non -Collusion Affidavit was in order, Non -Discrimination Commitment form was completed and a Certified Check in the amount of $38,400.00 was submitted. 4-3 REGULAR MEETING NOVEMBER 15, 1993 BID: 12,000 tons Bulk Ice Control Rock Salt Unit Price: $ 32.00 per ton Total Amount: $ 384,000.00 - Truck delivery - minimum truckload twenty-one (21) tons - Terms of payment are net thirty (30) days from shipment - Bulk rock salt will be treated with an anti -caking agent - Rock salt is mined in the USA by American labor - Price quoted is protected on deliveries prior to and including 10-31-94 if accepted within sixty (60) days from the bid opening of 11-15-93 THE LEVY COMPANY, INC. P.O. Box 540 Portage, Indiana 46368 Bid was submitted by Mr. Bruce A. Petersohn, Transportation Manager, Non -Collusion Affidavit was in order, Non - Discrimination Commitment form .was completed and a ten per cent (10%) Bid Bond was submitted. BID: 5,000 tons Calcium Chloride Slag Sand Mixture Unit Price: $ 15.75 per ton Alternate Bid: "All Temp" Ice Control $ 23.45 per ton - Delivered to 701 West Sample Street, Bureau of Streets Storage Warehouse, South Bend, Indiana THE I_NDIAN TRUCKING COMPANY, INC. 60669 Orange Road South Bend, Indiana 46614 Bid was submitted by Mr. Bruce A. Petersohn, Transportation Manager, Non -Collusion Affidavit was in order, Non - Discrimination Commitment form was completed and a ten per cent (10%) Bid Bond was submitted. BID: 12,000 tons sodium chloride (salt) Unit Price: $ 29.25 per ton - Delivered to 701 West Sample Street, Bureau of Streets Storage Warehouse, South Bend, Indiana Upon a motion made by Mr. Leszczynski, seconded by Mrs. Manier and carried, the above bids were referred to the Division of Transportation for review and recommendation. DECLARE EMERGENCY AND INVOKE EMERGENCY POWERS OF THE BOARD - PHILLIPA STREET PAVING Mr. Leszczynski advised that a water line was installed in Phillipa Street and consequently the street was torn up. At this time it is imperative, with winter coming, that the street be repaired immediately. Therefore, the Board has been asked to invoke its emergency powers, declare that an emergency exists and authorize the Division of Engineering to solicit Quotations for the repair of this street. It was noted that, in a Memorandum to the Board, Mr. Carl P. Littrell, Director, Division of Engineering, requested that the 11 430 REGULAR MEETING NOVEMBER 15, 1993 Board invoke its emergency powers and authorize the Division of Engineering to solicit Quotations and award a contract for paving Phillipa Street from Calvert to Indiana Avenue. Mr. Littrell stated that it is essential to restore the Phillipa Street pavement at the earliest possible time to allow residents safe and convenient access to their homes as well as access to emergency service vehicles. This project began as a simple water main installation with the Street Department scheduled to mainly patch pavement with some replacement. However, the mucky nature of the soil in the area made the excavation much larger than would otherwise have been necessary. The marginal quality of the remaining pavement and curbing dictated that the curbs and pavement be rebuilt. Quotations were received and a contract awarded for the curb installation. The South Bend Street Department was scheduled to do the paving. Unanticipated heavy rainfall during the weekend of October 15-16 and during the following week, made the street impassable to construction equipment so that the curbs could not be built before the Street Department began Operation ReLeaf. The Street Department will not be able to complete the paving in time to assure the health, welfare and safety of the Phillipa Street residents. Thus, this request is made to receive Quotations from contractors who can accomplish the work before the asphalt plants close for the winter. Mr. Caldwell made a motion that the Board invoke its emergency powers, declare that an emergency exists and authorize the Division of Engineering to seek Quotations and award a contract for this project. Mr. Leszczynski seconded the motion which carried. APPROVE AGREEMENT - WORKFORCE DEVELOPMENT SERVICES/DEPARTMENT OF COMMUNITY AND ECONOMIC DEVELOPMENT Mr. Leszczynski advised that the Board is in receipt of an Agreement between the City of South Bend, by and through the Board Of Public Works on behalf of the Department of Community and Economic Development and Workforce Development for the Workforce Diversity Initiative activity. It was noted that this is a 1993 UDAG Reimbursement Agreement with WDS which continues the funding after expiration of the previous Agreement which expired on July 31, 1993. The amount of this Agreement is $10,000.00. Mrs. Manier made a motion that this Agreement be approved and executed. Mr. Caldwell seconded the motion which carried. r%rrnV V Z - MOVING OF HALL OF FAME COLLECTION Mr. Leszczynski noted that the Board is in receipt of an Agreement between the City of South Bend and Jordan's Mishawaka Transfer, Inc., 1208 East Seventh Street, Mishawaka, Indiana. Mr. Leszczynski further noted that this Agreement is for moving services to relocate the college football artifacts, collection and furnishings of the National Football Foundation from its current location at King's Island, Ohio to South Bend. It was noted that the fee for this service shall not exceed $30,496.63. Mrs. Manier made a motion that this Agreement be approved and executed. Mr. Caldwell seconded the motion which carried. In response to an inquiry from Mr. Leszczynski regarding whether or not several quotations were received for this service, Board Attorney Mary H. Mueller advised that because this is a service the City was not obligated to seek bids. She noted that she has been advised that this company was selected as they have experience in moving museum artifacts and negotiated a price REGULAR MEETING NOVEMBER 15, 1993 with the City. Mrs. Manier noted that the City did receive a ten per cent (10%) reduction in the cost. APPROVE• - CONTRACT FOR DOG LICENSING SERVICES - HUMANE SOCIETY OF ST. JOSEPH COUNTY, INDIANA, INC. SERVICES - HUMANE SOCIETY OF ST. JOSEPH COUNTY, INDIANA, INC. Mr. Leszczynski advised that the Board is in receipt of a Contract for Dog Licensing Services between the City of South Bend and the Humane Society of St. Joseph County, Indiana, Inc., for the period January 1, 1994 to an including December 31, 1994. Mrs. Kathy Dempsey, Director, Department of Code Enforcement, informed members of the Board that this Contract is identical to the Contract the City has had in the past with the Humane Society. Under the provisions of this Contract, the Humane Society agrees to perform all activities reasonably necessary to cause the issuance of dog licenses on behalf of the City and shall receive one-half (1/2) of all licensing fees collected. The City will retain one hundred per cent (100%) of the fees collected by the Deputy Controllers office in this regard. In response to an inquiry from the news media concerning the amount of fees collected last year, Board attorney Mary H. Mueller advised that approximately eight hundred dollars ($800.00) was collected last year of which the Humane Society received one-half (1/2). Additionally, Mr. Leszczynski advised that the Board is in receipt of a Contract for Animal Control and Shelter Services between the City of South Bend and the Humane Society of St. Joseph County, Indiana, Inc. for the period January 1, 1994 to December 31, 1995. Mrs. Dempsey stated that this Contract reflects no increase in fees for years 1994 and 1995. During the calendar year 1994, the City agrees to pay the annual sum of one hundred eighty thousand eight hundred seventy-one dollars and twenty-four cents ($180,871.24) for animal control and shelter services. For the calendar year 1995, the City agrees to pay the annual sum of one hundred eighty thousand eight hundred seventy-one dollars and twenty-four cents ($180,871.24). Mr. Caldwell made a motion that these Contracts be approved and executed. Mrs. Manier seconded the motion which carried. APPROVE CONTRACT FOR EMERGENCY MEDICAL SERVICE - UNIVERSITY OF NOTRE DAME Submitted to the Board for consideration was a Contract for Emergency Medical Services - University of Notre Dame - Basketball Season 1993-1994. Mr. Leszczynski noted that this Contract is between the City of South Bend Fire Department and the University of Notre Dame. Board Attorney Mary H. Mueller informed members of the Board that pursuant to this Contract the Fire Department shall provide emergency medical equipment and personnel for each home men's varsity basketball game held at the University of Notre Dame. Additionally, the City shall receive the sum of two hundred twenty-five dollars ($225.00) per game to provide these services. Mrs. Manier made a motion that this Contract be approved. Mr. Caldwell seconded the motion which carried. 1 1 1 "5 REGULAR MEETING NOVEMBER 15, 1993 APPROVE IRREVOCABLE LETTER OF CREDIT - DICOR CORPORATION (MAYFLOWER 7TH ADDITION PROJECT) Mr. Larry D. Spradlin, Sr., Division of Engineering, presented to the Board Irrevocable Letter of Credit No. 13418, in the amount of $25,000.00, as submitted by Midwest Commerce Bank, P.O. Box 1686, .Elkhart, Indiana, on behalf of Dicor Corporation, Inc., 615 South 4th Street, Elkhart, Indiana._ Mr. Spradlin noted that this Letter of Credit, which expires on April 27, 1994, is for Mayflower 7th Addition for unimproved portions of streets, curbs, sidewalks, street lighting and drainage. Mr. Leszczynski made a motion that this Letter of Credit be accepted and approved. Mrs. Manier seconded the motion which carried. AWARD BID - RELOCATION OF TRANSPO TRANSFER CENTER In a Memorandum to the Board, Mr. Carl P. Littrell, Director, Division of Engineering, advised that on November 8, 1993, the Board received and read five (5) bids for paving, curb, sidewalk and approach improvements to relocate the Transpo Transfer Center to the southeast corner of Main and Western. Mr. Littrell stated that he has reviewed those bids and the amounts are correct as read at the meeting. Therefore, Mr. Littrell recommended that the Board award the low bid submitted by Northern Indiana Construction Company, Inc., P.O. Box 1333, Mishawaka, Indiana, in the amount of $58,677.30. The Department of Community and Economic Development concurs with this recommendation. Mrs. Manier made a motion that the recommendation be accepted and the bid be awarded. Mr. Caldwell seconded the motion which carried. AWARD BID - ONE (1) OR MORE TYPE I MEDIUM TO HEAVY DUTY MODULAR AMBULANCE Board Attorney Mary H. Mueller advised that Fire Chief Luther Taylor is recommending that the Board award the third lowest bid of Horton Emergency Vehicles of Columbus, Ohio, represented by Goggan & Associates, Inc., 50811 Killian Lane, Elkhart, Indiana, in the amount of $108,650.00 for the above referred to ambulance. This bid was in full compliance to the City's specifications. Mrs. Mueller noted that the two (2) lowest bidders did not meet specifications in significant ways. She noted that the three (3) low bids were approximately one thousand dollars ($1,000.00) apart and if the two (2) low bidders had meet specifications that dollar amount would have been much closer to the third lowest bidder. Mrs. Mueller noted that Fire Chief Luther Taylor has provided, in writing, the areas in which the two (2) lowest bidders did not meet specifications. The low bid submitted by Mobile Medical, Inc., was in the amount of $106,657.00. The second low bid submitted by Excellance, Inc., was in the amount of $107,715.00. The following items are exceptions or items not shown in the bids of Mobile Medical, Inc., and Excellance, Inc., which makes them non -responsive to the City's bid specifications: MOBILE MEDICAL, INC. DELIVERY TIMETABLE The delivery of this ambulance is important to the Department. The timetable listed in the bid does not give a definite delivery date. This does not meet specifications. / �1 4 V 03 REGULAR MEETING NOVEMBER 15, 1993 EXTERIOR COMPARTMENT ARRANGEMENT Dimensions in the specifications for exterior compartments were designed for special use and storage. The dimensions that are being furnished do not meet the specifications. Some compartments are not deep enough which would require equipment to be stored on end instead of flat and would require shelves to be moved. ACCESS TO RIGHT REAR COMPARTMENT This compartment will be used to gain access to equipment from inside the module. A solid aluminum door was requested for strength and durability. All other compartment doors are aluminum. There is no mention of access to left rear compartment in specifications. This does not meet bid specifications. Compartments lined with carpet are not desirable as it is difficult to clean and decontaminate. STREET SIDE CABINET WALL The specifications specified that interior cabinets not be welded into place. Design of interior cabinets are intended for storage of specific equipment. The strategic location of this equipment will enhance patient care. The ability to change or relocate equipment in the future may be necessary. Cabinets that are welded in place do not offer this flexibility. This does not meet bid specifications. EXTERIOR DOOR SWITCHES Plunger type switches are being supplied by the bidder. This type switch does not meet specifications. Magnetic switches were requested. PRIMARY INTERIOR LIGHTING EQUIPMENT Providing adequate lighting in the patient area will enhance attendant working conditions. On the other hand, providing too much light may cause patient unrest. A lighting system is desired that is a good median to both extremes. Specifications indicated lighting that was infinitely variable. Bidder offered only high and low settings. The primary lighting offered by bidder does not meet specifications. HEATER WATER SHUTOFF The location of the shutoff by the bidder does not meet specifications. The location in the specifications was under the hood for safety reasons. LOCATION HEAT/AC BLOWER: The blower location was specific for two reasons. One, for better efficiency. Two, for serviceability. Bidder does not meet specifications as to location. ANTENNA/RADIO REQUIREMENTS Two (2) radio coax cables were requested because of the use of two (2) mobile radios. Only one (1) radio cable is listed. This does not meet specifications. The second low bid of $107,715.00 from Excellance, Inc., failed to meet City specifications. The following items are exceptions or items not shown in their bid and therefore the bid is considered non -responsive to the City specifications. EXCELLANCE, INC. DELIVERY TIMETABLE The delivery of this ambulance is important to the Department. The timetable listed in the terms of bid does not give a definite delivery date. This does not meet specifications. �1_ - 7 REGULAR MEETING NOVEMBER 15, 1993 BRAKES Air dual system was requested in specifications for safety and longer brake life. Bid lists hydraulic system which does not meet specifications. This was an option which could have been added at a possible increase in price. EXTERIOR COMPARTMENT ARRANGEMENT Curb side of ambulance was designed for safety and location for specific equipment storage. Location and size of these compartments listed in bid sales order and diagram provided by bidder are not acceptable and could create congestion and inefficiency for City emergency personnel. FLOOR CONSTRUCTION Construction requirements are specified with the material requested to prevent potential buckling or uneven floor levels. The .063" aluminum subfloor is not acceptable as .090" was required per specifications. STREET SIDE CABINET WALL Specifications indicated that interior cabinets not be welded into place. Design of interior cabinets are intended for storage of specific equipment. The strategic location of this equipment will enhance patient care. The ability to change or relocate equipment in the future may become necessary. Cabinets that are welded in place do not offer this flexibility. The bidder does not meet specifications. CLOCK Recordkeeping is valuable and necessary on all medical records. The location of a clock must be visible by Medics. No clock was provided by bidder per specifications. PRIMARY INTERIOR LIGHTING EQUIPMENT Providing adequate lighting in the patient area will enhance attendance working conditions. On the other hand, providing too much light may cause patient unrest. A lighting system is desired that is a good median to both extremes. Specifications indicated lighting that is infinitely variable. Bidder offered only high and low settings. Bidder does not meet specifications. SIREN/SPEAKERS The siren in the specifications calls for Federal PA300. The City radio shop uses this siren in all Fire Department vehicles. The siren bid does not meet bid specifications. In closing, Chief Taylor stated that the above exceptions for Mobile Medical and Excellance, Inc. disqualify their bids. Therefore, Chief Taylor requested that the Board award the bid to Goggan Associates for one (1) Horton Emergency Vehicle. Mr. Caldwell made a motion that the recommendation be accepted and the bid be awarded. Mrs. Manier seconded the motion which carried. APPROVE CHANGE ORDER NO. 2 - REPAIR OF PUMP #k3 - WASTEWATER TREATMENT PLANT Mr. Jack J. Dillon, Director, Division of Environmental Services, submitted to the Board Change Order No. 2 for the above referred to project. .The Change Order indicates an increase of $12,986.00 for a new Contract amount, including this Change Order, of $273,386.00. Mr. Dillon noted that this is for additional labor and material that was not foreseen in the original scope of the project. -It is further noted that the contractor on this project is Shaum Electric, 1125 Nappanee Street, Elkhart, Indiana. Mr.- �vu REGULAR MEETING NOVEMBER 15, 1993 Leszczynski made a motion that this Change Order be approved. Mrs. Manier seconded the motion which carried. REQUEST FOR DESIGNATED HANDICAPPED PARKING SPACE AT 913 1/2 SOUTH 35TH STREET - REFERRED In a letter to the Board, Ms. Emma Quick, 913 1/2 South 35th Street, South Bend, Indiana, requested that the parking space in front of her residence be designated as a handicapped parking space. Ms. Quick noted that she is making this request on behalf of her parents, Mr. & Mrs. Charles Quick, who are both disabled. Mr. Leszczynski made a motion that this request be referred to the appropriate City departments and bureaus for review and recommendation. Mrs. Manier seconded the motion which carried. APPROVE REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - TENANT SPACE IMPROVEMENT - PALAIS ROYALE BUILDING In a Memorandum to the Board, Mr. Carl P. Littrell, Director, Division of Engineering, advised that on behalf of the Department of Community and Economic Development, he -would ask that the Board advertise for the receipt of bids for the above referred to project. Mr. Littrell noted that the plans and specifications for this project are being prepared by Leedy/Cripe Architects. Mrs. Manier made a motion that the request be approved. Mr. Caldwell seconded the motion which carried. In response to an inquiry from the news media, Mrs. Manier advised that this, project includes general improvements to the retail space on the first floor. APPROVE REQUESTS: - OF CITY AWNING OF SOUTH BEND TO INSTALL A CANOPY AT 1314 WEST WESTERN AVENUE - OF ERSKINE BOULEVARD RESIDENTS TO CONDUCT 7TH ANNUAL CANDLELIGHT WALK - DECEMBER 18, 1993 Mr. Leszczynski advised that the appropriate City departments and bureaus have reviewed the above referred to requests which were submitted to the Board on October 18, 1993 and November 1, 1993 and approval is recommended. Mr. Caldwell made a motion that the recommendations be accepted and the requests be approved. Mrs. Manier seconded the motion which carried. APPROVE TITLE SHEETS: - MAYFLOWER, SECTION 7 (STREET) - THE NATIONAL FOOTBALL FOUNDATION AND COLLEGE HALL OF FAME, INC. (111 S. ST. JOSEPH STREET) Upon a motion made by Mr. Leszczynski, seconded by Mr. Caldwell and carried, Title Sheets for the above referred to projects were approved and signed. In response to an inquiry from the news media, Mr. Leszczynski advised that when the Board signs a Title Sheet for a project it means that the plans and specifications have been reviewed by the City. FILING OF CERTIFICATE OF INSURANCE Upon a motion made by Mr. Leszczynski, seconded by Mrs. Manier and carried, a Certificate of Insurance for the following insured was accepted for filing: 1. Parking Properties, Inc. d/b/a AMPCO System Parking 1401 Lakeside Avenue Cleveland, Ohio 44114 L� 1 A 4j,/ 1 REGULAR MEETING NOVEMBER 15, 1993 APPROVE CLAIMS Mr. Kevin Horton, City Controller, submitted claims in the amount of $588,093.42 and recommended approval. Therefore, Mr. Leszczynski made a motion that the claims be approved as recommended. Mr. Caldwell seconded the motion which carried. PRIVILEGE OF THE FLOOR: PUBLIC HEARINGS REGARDING PROPOSED CHANGES TO SOLID WASTE COLLECTION Mr. Leszczynski advised that he has a press release for the news media concerning the public meetings to be held on November 16, 1993, from 6:30 p.m. to 8:30 p.m. at the Washington High School Cafeteria, 4747 West Washington Street and on November 18, 1993, from 7:00 p.m. to 9:00 p.m. at the Jefferson School Gymnasium, 528 South Eddy Street, to specifically discuss the proposed changes to Solid Waste collection in South Bend. FINAL WEEK OF PROJECT RE -LEAF Mr. Leszczynski advised that the leaf pick-up program is in its final week. Already the City has picked up fifty-seven thousand (57,000) cubic yards of leaves which is 20,000 cubic yards more than last year. Last year in the third week the City collected approximately 40,000 cubic yards. ADJOURNMENT There being motion made carried, the no further business to come before the Board, upon a by Mr. Leszczynski, seconded by Mr. Caldwell and meeting adjourned at 9:49 a.m. ATTST : -Sandra M. Parmerlee, Clerk BOARD OF PUBLIC WORKS n 4JnLE.. Les cz ames R ldwe 41 enny Pitt Manier