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HomeMy WebLinkAbout12/16/91 Board of Public Works MinutesREGULAR MEETING DECEMBER 16, 1991 The regular meeting of the Board of Public Works was convened at 9:34 a.m. on Monday, December 16, 1991, by Board President John E. Leszczynski, with Mr. Leszczynski, Mrs. Patricia E. DeClercq and Ms. Katherine Humphreys present. Also present was Assistant City Attorney Mary H. Mueller. AGENDA ITEMS STRICKEN/ADDED Upon a motion made by Mr. Leszczynski, seconded by Mrs. DeClercq and carried, Resolution No. 48-1991 Accepting the Transfer of Real Property from the City of South Bend Department of Redevelopment was stricken from the agenda and the Award of Proposal for property and casualty insurance was added. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mrs. DeClercq, seconded by Ms. Humphreys and carried, the minutes of the regular meeting of the Board held on December 9, 1991, were approved. OPENING OF BIDS - TWENTY (20), MORE OR LESS, USED, 1990 MODEL YEAR OR NEWER FOUR DOOR SEDAN AUTOMOBILES 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. 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 Lindzy, Fleet Manager, Non - Collusion Affidavit was in order and a ten per cent (10%) Bid Bond was submitted. BID: Twenty (20) 1991 Cavalier RS Four Door Sedans as per specifications: Unit. Price: $ 7,225.00 Total: $144,500.00 Note: 1. RS is the top of the line. 2. Inquiry whether this is 1991 or 1992 funding. JORDAN MOTORS, INC. 609 East Jefferson Boulevard Mishawaka, Indiana 46545 Bid was signed by Mr. James Allan Hoffer, Non -Collusion Affidavit was in order, Non -Discrimination Commitment form was completed and a ten per cent (10%) Bid Bond was submitted. BID Twenty (20) 1991 Used Ford Tempo GL four door Unit. Price: $ 7,649.50 Total: $152,990.00 Upon a motion made by Mr. Leszczynski, seconded by Mrs. DeClercq and carried, the above bids were referred to Mr. Phil St. Clair, Director, Division of Equipment Services, for review and recommendation. REGULAR MEETING DECEMBER 16, 1991 OPENING OF BIDS - TWENTY-FIVE (25), MORE OR LESS, 1992 POLICE PATROL AUTOMOBILES 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. 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 Lindzy, Fleet Manager, Non - Collusion Affidavit was in order and a ten per cent (10%) Bid Bond was submitted. Twenty-five (25) 1992 Chevrolet. Caprice 4 door sedans, Model 1BL19, 115.9" WB, 350 V8 and as per specifications: Net price each: $ 12,234.22 Net price - twenty-five (25) units: $305,855.50 Exceptions to bid specifications: 1. Spotlight L.H. - is six inch (611) halogen and is factory installed. Warranty is thirty-six (36) months/36,000 miles bumper to bumper with no deductible. W. HARE & SON, INC. 1700 South 10th Street Nobelsville, Indiana Bid was signed by Mr. Stephen K. Jarvis, Non -Collusion Affidavit was in order, Non -Discrimination Commitment form was completed and a ten per cent (10%) Bid Bond was submitted. BID : Twenty-five (25) 1992 Chevrolet Caprice police patrol cars: Unit Price: Total, Amount: Exception: 350 C.I. v-8 $ 12,288.00 $307,200.00 JORDAN MOTORS, INC. 609 East Jefferson Boulevard Mishawaka, Indiana 46545 Bid -was signed by Mr. Thomas L. Wargo, Non -Collusion Affidavit was in order, Non -Discrimination Commitment form was completed and a ten per cent (10%) Bid Bond was submitted. BID Twenty-five (25) 1992 Ford Crown Victoria police cars Unit Price: $12,999.00 Upon a motion made by Mr. Leszczynski, seconded by Mrs. DeClercq and carried, the above bids were referred. to Mr. Phil St. Clair, Director, Division of Equipment Services, for review and recommendation. 1 REGULAR MEETING DECEMBER 16, 1991 OPENING OF QUOTATIONS - CENTRAL BUSINESS DISTRICT MAIN AND WESTERN LANDSCAPING PROJECT Mr. Leszczynski advised that this was the date set for the receiving and opening of sealed Quotations for the above referred to project. The following Quotations were opened and read: BOGNAR-YOUNG LANDSCAPE NURSERY CORPORATION 16839 Douglas Road Mishawaka, Indiana 46545 Quotation was submitted by Mr. Edward Bodnar, President. QUOTATION: $9,840.00 HUNZIKERS, INC. 2344 Yankee Street Niles, Michigan 49120 Quotation was submitted by Mr. Jerry A. Hunziker, President. QUOTATION: $9,480.00 LANDSCAPES UNLIMITED, INC. 101 South 35th Street South Bend, Indiana Quotation was submitted by Mr. David Barncord, President. QUOTATION: $10,825.50 Upon a motion made by Mr. Leszczynski, seconded by Mrs. DeClercq and carried, the above Quotations were referred to the Engineering Department for review and recommendation. APPROVE NEO-NATAL AGREEMENT - MEMORIAL HOSPITAL Assistant Fire Chief Richard Switalski was present and advised the Board that the Neo-Natal Agreement submitted today for approval is between the City and Memorial Hospital whereby the City staffs and houses two (2) neonatal ambulances used for transporting critically ill infants under thirty (30) days. Chief Switalski noted that this arrangement has worked well since 1989 for the City and the hospital. He further noted that the Board of Public Safety approved and executed the Agreement on December 11, 1991. Chief Switalski also advised that this Agreement reflects a ten per cent (100) increase over last year. Therefore, Ms. Humphreys made a motion that the Agreement as submitted be approved and executed. Mrs. DeClercq seconded the motion which carried. APPROVE CHANGE ORDER NO. 1 (FINAL) - PAINTING AND FINISHING AT THE WASTEWATER TREATMENT PLANT PROJECT (3113 RIVERSIDE DRIVE) Mr. Leszczynski advised that Interstate Decorating Service, 140 North Meade Street, P.O. Box 3684, South Bend, Indiana, has submitted Change Order No. 1 (Final) indicating that the Contract amount be increased by $797.75 for a new Contract sum including this Change Order in the amount of $88,385.75. Upon a motion made by Mrs. DeClercq, seconded by Ms. Humphreys and carried, Change Order No. 1 (Final) was approved. APPROVE CENTER, Ms. Kath informed INC. TATION AND EDUCATION SERVICE AGREEM MAXIM - EMPLOYEE ASSISTANCE PROGRAM rine Humphreys, Director, Administration members of the Board that the Agreement WT - MADISON and Finance, submitted today 2 REGULAR MEETING DECEMBER 16, 1991 with Madison Center, P.O. Box 80, 403 East Madison Street, South Bend, Indiana, is the same as in previous years and is a renewal for another year. She noted that the Agreement does reflect a small increase over last year. Mrs. DeClercq made a motion that the Agreement be approved and executed. Ms. Humphreys seconded the motion which carried. APPROVE CONSULTANT AGREEMENT - IRELAND ROAD SIGNAL SYSTEM Mr. Leszczynski noted that the Agreement submitted today is between the City and First Group Engineering, Inc., 5714 West 74th Street, Indianapolis, Indiana, to revamp the signal system at Ireland Road to make it compatible with the new traffic control system. Mr. Leszczynski noted that the fee for this service is $4,900.00. Mrs. DeClercq made a motion that the Agreement be approved and executed. Ms. Humphreys seconded the motion which carried. APPROVE IRREVOCABLE STANDBY LETTERS OF CREDIT: - PHASE I - CREEKWOOD VILLAS SUBDIVISION - PHASE II - CREEKWOOD VILLAS SUBDIVISION Mr. Leszczynski advised that the Board is in receipt of the following Irrevocable Standby Letters of Credit as issued by the Valley American Bank, P.O. Box 328, South Bend, Indiana, on behalf of Miller Builders, Inc., P.O. Box 229, Granger, Indiana, in regards to improvements in the Creekwood Villas Subdivision, Phases I and II: IRREVOCABLE STANDBY LETTER OF CREDIT NO. 708 Amount: $10,000.00 Expiration: November 22, 1992 Re: Finish coat of asphalt on the streets in Phase I of Creekwood Villas Subdivision. IRREVOCABLE STANDBY LETTER OF CREDIT NO. 709 Amount: $70,000.00 Expiration: November 22, 1992 Re: Completion of streets, curbs, sidewalks and street lights in Phase II of Creekwood Villas Subdivision. Upon a motion made by Mr. Leszczynski, seconded by Mrs. DeClercq and carried, the Irrevocable Standby Letters of Credit as outlined above were accepted and approved. APPROVE AGREEMENT FOR PROFESSIONAL SERVICES - BUREAU OF WASTEWATER Mr. Leszczynski advised that Tenney Pavoni Associates, Inc., has submitted an Agreement for Professional Services to prepare specifications and bid documentation for the repair of two (2) digester gas storage spheres at the Bureau of Wastewater. The Agreement indicates that total cost for services associated with the project shall not exceed $5,000.00. It is noted that in a letter to the Board, Mr. Karl R. Kopec, Manager of Operations, Bureau of Wastewater, advised that detailed inspection of the two (2) digester gas storage spheres at the South Bend Wastewater Treatment Plant revealed that the three (3) steel plates that comprise the bottom sections must be replaced. Mrs. DeClercq made a motion that the Agreement as submitted be approved and executed. Mr. Leszczynski seconded the motion which carried. fl 1 REGULAR MEETING DECEMBER 16, 1991 APPROVE WASTEWATER DISCHARGE PERMITS Ms. Megan Wright, Pretreatment Coordinator, Division of Environmental Services, submitted to the Board industrial discharge permits for the following and recommended approval: 1. Ashland Chemical, Inc. 1817 West Indiana Avenue South Bend, Indiana 46613 2. Qualex, Inc. 921 Louise Street South Bend, Indiana 46615 3. Steel Warehouse Company, Inc. 2722 West Tucker Drive South Bend, Indiana 46624 Ms. Wright noted that these are existing permits which are being renewed. Therefore, Mr. Leszczynski a motion that the permits be approved. Mrs. DeClercq seconded the motion which carried. AWARD BID - ONE (1) ONE TON TRUCK CHASSIS AND ONE (1) STANDARD HALF TON PICKUP TRUCK Mr. Phil St. Clair, Director, Division of Equipment Services, requested that the Board accept and approve the purchase of one (1) 1/2 ton pick-up and one (1) one ton chassis from Gates Chevrolet Corporation, 401 South Lafayette Boulevard, South Bend, Indiana as follows: 1/2 ton pick-up $11,268.67 1 ton chassis It is noted that bids $12,353.02 with trade for these vehicles were opened by the Board on December 9, 1991. Upon a motion made by Mrs. DeClercq, seconded by Mr. Leszczynski and carried, the recommendation was accepted and the bid was awarded. AWARD BID - WEST WASHINGTON DEVELOPMENT AREA DEMOLITION - 1231, 1233, 1306 W. WASHINGTON In a Memorandum to the Board, Mr. Carl P. Littrell, Director, Division of Engineering, advised that he has reviewed the six (6) bids received on December 9, 1991 for the above referred to project. Mr. Littrell noted that the Department of Economic Development has advised that the demolition work cannot yet proceed at 1226, 1228 and 1230 West Washington, the alternate sites, due to party wall constraints with adjacent properties. Therefore, Mr. Littrell recommended at this time the award of the base bid of LaFree Excavating, Inc., 1251 West Third Street, Osceola, Indiana in the amount of $26,619.33. Mrs. DeClercq made a motion that the recommendation be accepted and the bid be awarded. Ms. Humphreys seconded the motion which carried. AWARD BID - ASBESTOS ABATEMENT - 1234-1236 WEST WASHINGTON Mr. Carl P. Littrell, Director, Division of Engineering, informed the Board that on September 24, 1990, six (6) bids were received and opened for the above referred to project. Two (2) of the bids were incomplete but cannot be interpreted to result in the lowest price of the six (6). The Department of Economic Development advised the Board shortly after receipt of the bids that they did not yet control the property thus no contract could be awarded. They now advise that they have control of the property. Therefore, Mr. Littrell recommended the award of the bid of the lower bidder, Specialty Systems of Illinois, Inc., 1408 Elwood Avenue, Suite 306, South Bend, Indiana, in the amount of $8,231.70. REGULAR MEETING DECEMBER 16. 1991 Mrs. DeClercq made a motion that the recommendation be accepted and the bid be awarded. Ms.. Humphreys seconded the motion which carried. AWARD QUOTATION - REPLACEMENT LIGHTING FIXTURES - MICHIGAN STREET AND NILES AVENUE Mr. Carl P. Littrell, Director, Division of Engineering, advised that on December 9, 1991, the Board received and opened Quotations for the above referred to lighting fixtures from the only two (2) area authorized distributors for the equipment needed. All -Phase Electric Supply has advised the City that the price of freight for delivery from the factory, as shown on their quote, will be zero and the price quoted will be F.O.B. their local warehouse. Therefore, Mr. Littrell recommended the award of the Quotation of All -Phase Electric Supply Company in the total amount of $4,580.00. Mrs. DeClercq made a motion that the recommendation be accepted and the Quotation be awarded. Ms. Humphreys seconded the motion which carried. AWARD PROPOSAL - PROPERTY AND CASUALTY INSURANCE COVERAGE Mrs. Cissy Cartwright-Cowsert, Safety and Risk Manager, submitted to the Board her recommendation regarding the Proposals submitted on December 9, 1991 for property and casualty insurance coverage. Mrs. Cowsert stated that four (4) quotations were received for real and personal property coverage and in this area she recommends Allendale Mutual Insurance Company's Proposal as submitted by Gibson Insurance Agency in the amount of $94,000.00. She noted that two (2) separate boiler quotes were received but were not adequate. In the area of premises liability, two (2) quotes were received, one from Chubb and one from Cincinnati. Cincinnati Insurance Company is the City's current carrier and she recommends their proposal in the amount of $70,000.00 as submitted by the Gibson Insurance Agency. She noted that the quote of Chubb was less but they would not write premises liability coverage by itself and would also have to provide property coverage to do this liability coverage. In the area of Workers Compensation, three (3) plans were submitted all by the Gibson Insurance Company. Mrs. Cowsert recommends the quotation of Creative Risk Management in the amount of $107,843.00 plus losses. For Bonds, Mrs. Cowsert recommended the Proposal of Capital Indemnity as submitted by the Gibson Insurance Agency in the amount of $4,483.00. It is noted that they are the the City's current carrier. Ms. Humphreys made a motion that the above recommendations be accepted and awarded. Mrs. DeClercq seconded the motion which carried. Mr. Leszczynski noted that in two (2) instances the recommendations were not of the low bidders. Mrs. Cowsert explained that in the case of personal property the low bidder would not provide this coverage unless they were also awarded the premises liability coverage. She further noted that Allendale Insurance Company included in their Proposal enhancements which were not part of the specifications. As part of their Proposal they will provide professional appraisals and will provide one hundred million dollars ($100,000,000.00) worth of flood insurance. 1 1 0 REGULAR MEETING DECEMBER 16, 1991 1 1 1 APPROVE REQUEST TO INSTALL CANOPY AT 320 WEST JEFFERSON Mr. Leszczynski advised that the appropriate City departments have reviewed the above referred to request submitted to the Board on September 16, 1991 by Overhead Protection, Inc., 1700 Union Street, Mishawaka, Indiana, to install a canopy at the New Wings of Faith Church located at 320 West Jefferson, which request was modified on November 25, 1991, and approval is now recommended. Mrs. DeClercq made a motion that the recommendation be accepted and the request be approved. Ms. Humphreys seconded the motion which carried. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Leszczynski, seconded by Mrs. DeClercq and carried, the following three (3) traffic control devices were approved: 1. NEW INSTALLATION: LOCATION: REMARKS: 2. NEW INSTALLATION: LOCATION: REMARKS: 3. REVISED TO: LOCATION: REMARKS: Stop Sign (24x24) Dover and Woldhaven "T" Intersection Stop Sign (24x24) Lancaster and Woldhaven "T" Intersection One Way Lawndale - one way southbound Diamond - one way northbound Request of South Bend Police Department and area neighborhood APPROVE TITLE SHEET - FORD STREET - LOMBARDY AVENUE SEWER LINERS 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 Mrs. DeClercq and carried, the above referred to Title Sheet was approved and signed. APPROVE AND/OR RELEASE CONTRACTORS AND EXCAVATION BONDS Mr. Leszczynski advised that the Engineering Department has recommended that the Bond of Excavation for Pete Yoder Construction be released effective December 16, 1991. Additionally, it is recommended that the Bond of Contractor for LaFree Excavating, Inc. be approved effective December 16, 1991. Therefore, Mrs. DeClercq made a motion that the recommendations be accepted and the bonds be approved and/or released as indicated above. Ms. Humphreys seconded the motion which carried. FILING OF ENVIRONMENTAL CLEAN-UP OF LOTS REPORTS Mr. Leszczynski advised that the Board is in receipt of two (2) lists as submitted by the Department of Code Enforcement indicating that thirty-nine (39) City owned and miscellaneous properties were cleaned by the Department during the period December 2, 1991 to December 6, 1991. Mrs. DeClercq made a motion that the lists be accepted for filing. Ms. Humphreys seconded the motion which carried. APPROVE CLAIMS Mr. Leszczynski advised that the Deputy Controllers Office has submitted claims in the amounts of $2,864,353.75 and $855,129.54 and recommended approval. Therefore, Ms. Humphreys made a motion that the claims as submitted be approved and the lists filed. Mrs. DeClercq seconded the motion which carried. REGULAR MEETING DECEMBER 16, 1991 PRIVILEGE OF THE FLOOR QUESTIONS REGARDING THE TRANSFER OF FRANCHISE - HERITAGE CABLEVISION Mr. Tom Howell, WNDU, inquired if the City was aware that Heritage Cablevision had been sold and wondered if their Franchise Agreement with the City was transferrable. Members of the Board indicated that they were not.made aware that Heritage Cablevision was sold. Board Attorney Mary H. Mueller stated that she had not read the current Franchise Agreement so could not answer whether it was transferrable or not but would look into the matter. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Leszczynski, seconded by Mrs. DeClercq and carried, the meeting adjourned at 9:58 a.m. John E. Leszczynski Patricia E. DeClercq i a in um s AT ST: ` Sandra M. Parmerlee, Clerk 1