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Home My WebLink About01/29/90 Board of Public Works Minutes411 REGULAR MEETING JANUARY 29. 1990 The regular meeting of the Board of Public Works was convened at 9:32 a.m. on Monday, January 29, 1990, by Board President John E. Leszczynski, with Mr. Leszczynski, Mrs. Patricia E. DeClercq and Ms. Katherine Humphreys present. Also present was Assistant City Attorney Jenny Pitts Manier. AGENDA ITEM STRICKEN Ms. Katherine Humphreys, Director, Administration and Finance, advised that a recommendation regarding the award of a Proposal for Health Insurance will be presented to the Board at their next regular meeting and not today as stated on the agenda. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mrs. DeClercq, seconded by Ms. Humphreys and carried, the minutes of the January 22, 1990, regular meeting of the Board were approved. OPENING AND AWARD OF BIDS - SALE OF ABANDONED VEHICLES This was the date set for receiving and opening of sealed bids for the sale of approximately eleven (11) abandoned vehicles which have been stored at Super Auto Salvage Corporation, 3300 South Main Street, South Bend, Indiana. 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: MR. CHARLES YOUNG 230 East Dayton South Bend, Indiana BID: VEHICLE NO. TAG NO. AMOUNT BID 1. 11015 $ 30.00 2. 11025 $ 30.00 3. 11825 $ 20.00 4. 12160 $ 20.00 5. 12176 $ 20.00 6. 12199 $ 20.00 7. 12227 $ 30.00 8. 12433 $ 30.00 9. 12475 $ 20.00 10. 12502 $ 50.00 11. 8484 $ 25.00 MR. WALTER KOWALSKI K AUTO SALVAGE 56670 Sonora Road South Bend, Indiana BID: VEHICLE NO. TAG NO. AMOUNT BID 1. 11015 $ 53.00 2. 11025 $ 30.00 3. 11825 $ 24.00 4. 12160 $ 42.00 6. i2199 $ 40.00 7. 12227 $ 46.00 8. 12433 $ 92.00 9. 12475 $ 31.00 10. 12502 $105.00 11. 8484 $ 63.00 32 REGULAR MEETING JANUARY 29, 1990 MR. PAUL SCHULTZ SUPER AUTO SALVAGE CORPORATION 3300 South Main Street South Bend, Indiana BID: VEHICLE NO. TAG NO. AMOUNT BID 1. 11015 $ 23.79 2. 11025 $ 17.79 3. 11825 $ 15.79 4• 12160 $ 23.79 5. 12176 $ 23.79 6. 12199 $ 23.79 7. 12227 $ 15.79 8• 12433 $ 78.89 9• 12475 $ 15.79 10. 12502 $ 46.25 11. 8484 $ 27.89 MR. GENE HANCZ STEVE & GENE'S AUTO TRUCK SALVAGE 3109 Gertrude P.O. Box 2883 South Bend, Indiana BID: VEHICLE NO. TAG NO. AMOUNT BID 1. 11015 $ 27.95 2. 11025 $ 41.75 3. 11825 $ 31.75 4• 12160 $ 41.75 5. 12176 $ 41.75 6. 12199 $ 41.75 7. 12227 $ 37.75 8. 12433 $ 41.75 9. 12475 $ 41.75 10. 12502 $ 41.75 11. 8484 $ 41.75 MR. EARL MAXWELL 7417 True Road Niles, Michigan BID: VEHICLE NO. TAG NO. AMOUNT BID 3. 11825 $ 25.00 4• 12160 $ 40.00 5. 12176 $ 30.00 7. 12227 $ 22.00 8• 12433 $ 22.00 9• 12475 $ 30.00 10. 12502 $ 60.50 11. 8484 $ 50.50 Upon a motion made by Mr. Leszczynski, seconded by Ms. Humphreys and carried, the above bids were referred to the Department of Code Enforcement for immediate review and recommendation in order that an award could be made prior to adjournment of the meeting. Following that review, upon a motion made by Mrs. DeClercq, seconded by Ms. Humphreys and carried, the following bids were awarded: REGULAR MEETING JANUARY 29, 1990 MR. GENE HANCZ STEVE & GENE'S AUTO TRUCK SALVAGE 3109 Gertrude P.O. Box 2883 South Bend, Indiana VEHICLE NO. TAG NO. AMOUNT BID 2. 11025 $ 41.75 3. 11825 $ 31.75 5. 12176 $ 41.75 6. 12199 $ 41.75 9. 12475 $ 41.75 TOTAL: $198.75 MR. WALTER KOWALSKI K AUTO SALVAGE 56670 Sonora Road South Bend, Indiana VEHICLE NO. TAG NO. AMOUNT BID 1. 11015 $ 53.00 4. 12160 $ 42.00 7. 12227 $ 46.00 8. 12433 $ 92.00 10. 12502 $105.00 11. 8484 $ 63.00 TOTAL: $401.00 GRAND TOTAL: $599.75 OPENING OF BIDS - GASOLINE AND DIESEL FUEL OIL FOR CALENDAR YEAR 1990 AND FILING OF APPLICATIONS FOR BIDDER OUALIFICATION This was the date set for receiving and opening of sealed bids for gasoline and diesel fuel oil for calendar year 1990. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri-County News which were found to be sufficient. Mr. Leszczynski advised that Mobil Oil Corporation, North Central Commercial Division, P.O. Box 66568, AMF O'Hare, Illinois, has informed the Board that they are unable to submit a quote on the City's requirement at this time. The following bids were opened and publicly read: PETROLEUM TRADERS CORPORATION 1122 Thomas Road Fort Wayne, Indiana 46804 Bid was signed by Michael Himes, President, Non -Collusion Affidavit was in order and a ten per cent (100) Bid Bond was submitted. BID: Item # 1 500,000 Gallons .6577 $328,850.00 Mid -Grade Unleaded delivered in transport loads + .0197 Marathon blended price* Item # 2 350,000 Gallons 41 or #2 Diesel Fuel #1 Diesel Fuel - delivered .6432 in transport loads + .0197 Marathon 34 REGULAR MEETING JANUARY 29, 1990 #2 Diesel Fuel - delivered .5297 in transport loads + .0197 Marathon Item # 3 100,000 Gallons #4 Fuel Oil NO BID Bid noted that Petroleum Traders Corporation will maintain a firm margin over Marathon on day of delivery. Payment terms Net 30 days. Prices exclude all taxes. Petroleum Traders reserves the right to provide fuels from other major brand suppliers which will meet or exceed the City of South Bend's specifications. The suppliers are various to include Ashland, Boron, Clark, Koch, Laketon, Marathon, Phillips, Rock Island, SR & M, Shell, Total, etc. Orders can be placed by calling the dispatch terminal located in Fort Wayne, Indiana. No more than twenty-four (24) hours is generally required from order to delivery time. Emergency service can be provided twenty-four (24) hours a day, seven days a week by calling the dispatch terminal. * The blended price is composed of 60% unleaded gasoline and 40% Premium Unleaded gasoline giving an 89+ octane. i.e. Unleaded price .5960 x 60% = .3576 Premium price .7110 x 40% = .2804 Blended cost .6380 Firm margin + .0197 Mid Grade Price .6577/gallon BELLMAN OIL COMPANY 550 East 2nd Street Bremen, Indiana Bid was signed by James W. Bellman, Non -Collusion Affidavit was in order and a ten per cent (10%) Bid Bond was submitted. BID: Item # 1 500,000 Gallons Mid -grade Unleaded gasoline Transport .6630 Tankwagon .8490 Item # 2 350,000 Gallons 02 Diesel 47 Cetane Transport .5385 Amoco Premier Diesel +50 Cetane for South Bend Waste Water Treatment Plant per Diesel Fuel specifications Transport .6350 41 Diesel Transport .6485 #2 Diesel #1 Diesel Tankwagon Tankwagon Amoco Premier Diesel Tankwagon Note: Terms - Net 10 days Pricing - Variable per market value .7300 .7500 35 REGULAR MEETING JANUARY 29, 1990 YODER OIL COMPANY, INC. 2204 California Road P.O. Box 10 Elkhart, Indiana Bid was signed by Pete Peterson, Non -Collusion Affidavit was in order and a ten per cent (100) Bid Bond was submitted. BID: Item # 1 500,000 Gallons Mid -grade unleased $.6275 $313,750.00 Item # 2 350,000 Gallons Diesel Fuel 42 $.5450 $190,750.00 Item # 3 100,000 Gallons #4 Fuel Oil $.5390 $ 53,900.00 SMITH PETROLEUM, INC. P.O. Box 5034 Fort Wayne, Indiana 46895 Bid was signed by Lonnie Wilson, General Manager, Non -Collusion Affidavit was in order and a ten per cent (100) Bid Bond was submitted. BID: Item # 1 500,000 Gallons more or less Mid -grade Unleaded Gasoline $.6555 $327,750.00 Truck Transport Minimum delivery - 5,000 gallons Item # 2 350,000 Gallons more or less Diesel Fuel # 1 - Truck Transport $.6764 $236,740.00 Minimum delivery - 5,000 gallons Item # 2 350,000 Gallons more or less Diesel Fuel # 2 - Truck Transport $.5489 $192,115.00 Minimum delivery - 5,000 gallons Item # 3 100,000 Gallons #4 Fuel Oil NO BID Price excludes all taxes. Terms - Net 20. Twenty-four (24) hour notice for delivery. Prices effective 1/24/90. Escalation Clause: Smith Petroleum, Inc., reserves the right to increase or decrease the contract unit price in an amount equal to any increase or decrease instituted by the suppliers. Copies of price adjustments will be furnished to verify price changes for the length of the contact. Bid also noted that Smith Petroleum, Inc., is leasing Chambrian, Inc., for hauling. Chambrian, Inc. is woman owned. NELSON FUEL, INC. 1511 South Olive Street South Bend, Indiana Bid was signed by Mr. Brian M. Nelson, Vice President Administration, Non -Collusion Affidavit was in order and a ten per cent (100) Bid Bond was submitted. M REGULAR MEETING JANUARY 29, 1990 BID: Bid noted that the following quotes are based on full transport loads of 7,000 to 8,000 gallons Grade 1 - D - Diesel Fuel Supplier - Marathon Petroleum Company Rack Location - Niles, MI Dock Price: $.6685 E.P.A. Super Fund Tax: $.0035 Mark -Up: $.0100 Total: $.6820 Grade 2 - D - Diesel Fuel Supplier - Marathon Petroleum Company Rack Location - Niles, MI Dock Price: $.5585 E.P.A. Super Fund Tax: $.0035 Mark -Up: $.0100 Total: $.5720 Unleaded Mid -Grade Gasoline Supplier - Marathon Petroleum Company Rack Location - Niles, MI Dock Price: $.6475 E.P.A. Super Fund Tax: $.0035 Indiana St. Hgw. Tax: $.1500 Indiana St. Inspec. Fee: $.0008 Mark -Up: $.0100 Total: $.8118 Definitions as to Mark -Up Per Gallon As Pertains To Delivery Size: 7,000 to 8,000 Gallon deliveries by tank transport (including split loads totalling this amount) $.0100 per gallon 6,000 to 6,999 Gallon deliveries by tank transport $.0120 per gallon 5,000 to 5,999 Gallon deliveries by tank transport $.0140 per gallon 4,000 to 4,999 Gallon deliveries by tank transport $.0180 per gallon 3,000 to 3,999 Gallon deliveries by tank transport $.0240 per gallon 2,000 to 2,999 Gallon deliveries by tank wagon $.0500 per gallon 1,000 to 1,999 Gallon deliveries by tank wagon $.0850 per gallon 500 to 999 Gallon deliveries by tank wagon $.1550 per gallon 400 to 499 Gallon deliveries by tank wagon $.1950 per gallon 300 to 399 Gallon deliveries by tank wagon $.2550 per gallon 200 to 299 Gallon deliveries by tank wagon $.3650 per gallon 3 REGULAR MEETING JANUARY 29, 1990 100 to 199 Gallon deliveries by tank wagon $.7150 per gallon Bid noted that at times through the Contract timeframe, the Hammond, Indiana terminals may have a lesser price posted for same products when compared with the Niles, Michigan terminals. This situation now exists. However, mark-ups would be naturally greater for products pulled from Hammond, Indiana. These greater mark-ups needed to pull product from Hammond could still be translated into savings for the City depending on how big the spread is on the given day of order. If Nelson is awarded the contract to supply petroleum needs, they will keep the City abreast of these difficulties and work closely with City officials to save as much money as possible on the purchases. Bid also noted that volative market prices of petroleum products in which costs of products do vary daily make it impossible to provide purchaser with more than twenty-four (24) hours notice as to price changes. Cost of product will be based on market cost at dock, day of delivery. However, if Nelson is successful in winning the bid contract to provide gasoline and diesel fuel they are now able to provide with each purchase of transport size loads, documentation of that days price from the supplier. This verification of dock price at time of dock loading assures the City as the purchaser that mark-up listed on bid contract is strictly adhered to throughout the entire contract timeframe. At time of invoicing Nelson will attach this price documentation sheet to the billing statement. - Payment terms to be as close to Net 10 days as the City's process allows. - Gross Gallons shall be used in computing costs. - Gasoline and disel fuel delivered will meet or exceed specifications. There will be no federal tax billed to the City of South Bend on any gasoline or diesel fuel purchases, The City of South Bend will not be billed Indiana State Tax on diesel fuel. The City of South Bend will pay Indiana State Tax on gasoline deliveries. There will be no Indiana State Sales Tax collected on any purchase. Deliveries will be made to City tanks within specified times. Upon a motion made by Mr. Leszczynski, seconded by Ms. Humphreys and carried, the above bids were referred to the Division of Equipment Services for review and recommendation and the applications for bidder qualification as submitted with the bids were accepted for filing. APPROVE 1990 STAFF SERVICES AGREEMENT - URBAN ENTERPRISE ASSOCIATION Mr. Leszczynski advised that Ms. Pamela C. Meyer, Program Manager, Urban Enterprise Association, 1200 County -City Building, South Bend, Indiana, has submitted to the Board the 1990 Staff Services Agreement between the Urban Enterprise Association and the City of South Bend by and through the Board of Public Works on behalf of its Department of Economic Development and Legal Department. Ms. Meyers stated that this document was reviewed and approved by the UEA at their January 17, 1990 meeting. Ms. Meyer also noted that this is an annual Agreement and indicates a not to exceed figure of $55,000.00. She noted that the Contract amount in 1989 was $52,000.00. Therefore, Ms. Humphreys made a motion that the Agreement as submitted be approved and executed. Mrs. DeClercq seconded the motion which carried. REGULAR MEETING JANUARY 29, 1990 APPROVE UNIFORM RENTAL CONTRACT ADDENDUM - MONARCH INDUSTRIAL TOWEL & UNIFORM RENTAL, INC. Board Attorney Jenny Pitts Manier informed the Board that the Uniform Rental Contract Addendum submitted today brings the Contract with Monarch Industrial Towel & Uniform Rental, Inc., in line with the agreement reached with the Teamsters. She noted that the number of uniform changes has increased from two (2) to five (5). Also, the term of the Contract has been extended from March 1, 1991 to March 1, 1993. Ms. Manier further informed the Board that the unit price per change remains the same. Therefore, Mrs. DeClercq made a motion that the Uniform Rental Contract Addendum as submitted be approved and executed. Ms. Humphreys seconded the motion which carried. ADOPT RESOLUTION NO. 3-1990 - DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY Mr. Leszczynski advised that Resolution No. 3-1990 as submitted to the Board declares obsolete a fourier transform infra -red analyzer with GC interface, data system, color monitor and printer -plotter which is located at the Wastewater Treatment Plant. It is noted that this equipment will be offered for sale through sealed bids which the Board will open in February. Therefore, Mr. Leszczynski made a motion that the Resolution as submitted be adopted. Ms. Humphreys seconded the motion which carried and the following Resolution No. 3-1990 was adopted: RESOLUTION NO. 3-1990 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA CONCERNING THE DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY WHEREAS, it has been determined by the Board of Public Works of the City of South Bend, Indiana (hereinafter, the "Board") that the following property is unfit for the purpose for which it was intended, has an estimated total value of One Thousand Dollars ($1,000.00) or more, and is no longer needed by the City of South Bend: Fourier Transform Infra -red Analyzer with GC interface, data system, color monitor, and printer -plotter; and WHEREAS, Section 36-1-11-6(b) of the Indiana Code 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, Indiana, that the property listed above is no longer needed by the City; is unfit for the purpose for which it was intended; and has an estimated total value of One Thousand Dollars ($1,000.00) or more. BE IT FURTHER RESOLVED that said property shall be disposed of by receipt of sealed bids,a nd that the Board shall publish notice of its intent to so dispose of said property. ADOPTED this 29th day of January, 1990. BOARD OF PUBLIC WORKS s/JOHN E. LESZCZYNSKI s/PATRICIA E. DeCLERCQ s/KATHERINE HUMPHREYS ATTEST: s/Sandra M. Parmerlee, Clerk 1 REGULAR MEETING JANUARY 29, 1990 APPROVE CHANGE ORDER NOS. 1, 2 PROJECT (WASTEWATER TREATMENT PLANT Mr. Leszczynski noted Jefferson Boulevard, Systems of Illinois, as Contractor and Mr. Services submitted to the above referred to - ASBESTOS ABATEMENT PROVEMENTS PROJECT) that Cole Associates, Inc., 2211 East South Bend, Indiana as Architect, Specialty 16810 South Lathrop Avenue, Harvey, Illinois Jack Dillon, Director of Environmental the Board Change Order Nos. 1, 2 and 3 for project which indicate the following: CHANGE ORDER NO. 1 INCREASE• NEW CONTRACT AMOUNT INCLUDING C.O.: CHANGE ORDER NO. 2 INCREASE_ NEW CONTRACT AMOUNT INCLUDING C.O.: CHANGE ORDER NO. 3 $ 6,590.00 $256,271.00 $ 19,455.00 $275,726.00 INCREASE: $ 1,545.00 NEW CONTRACT AMOUNT INCLUDING C.O.: $277,271.00 It is noted that Change Order Nos. 1 and 2 are for the removal and replacement of asbestos insulation that was not listed in the original contract. Change Order No. 3 is for protection of the replacement insulation in the basement of the Compressor Building. Upon a motion made by Mr. Leszczynski, seconded by Ms. Humphreys and carried, the above Change Order Nos. 1,2, and 3 indicating the new final costs were approved as submitted. APPROVE REQUEST TO ADVERTISE FOR RECEIPT OF BIDS - SALE OF ABANDONED VEHICLES Mrs. Patricia E. DeClercq, Director, Department of Code Enforcement, requested permission to advertise for the sale of approximately twenty-four (24) abandoned vehicles, which are being stored at Super Auto Salvage Corporation, 3300 South Main Street, South Bend, Indiana. It was noted that all vehicles have been stored more than fifteen (15) days, identification checks had been run for auto theft and the owners and lienholders notified. Upon a motion made by Mrs. DeClercq, seconded by Ms. Humphreys and carried, the above request was approved and a date of February 12, 1990, was established for the receiving and opening of sealed bids. UEST OF SOUTH BEND TRIBUNE MARATHON AND 10K ROAD RACES - In a letter to the Board, Ms. 1990, South Bend Tribune, 225 Indiana, requested permission Marathon and 10K road races o JUNE 9. 1 T 7TH ANNUAL SUNBURST 0 - REFERRED Joyce Fox, Race Director Sunburst West Colfax Avenue, South Bend, to conduct the 7th annual Sunburst n Saturday, June 9, 1990. Ms. Fox stated that the Tribune is sponsoring Sunburst as a not -for -profit community event. The United Religious Community will use Sunburst (through participant pledges) as a fund-raiser for the local Center for the Homeless. Also, a portion of each entry fee will be donated to the URC toward this very worthy cause. The 10K race will end at approximately 8:00 a.m. and the last marathoner will cross the finish line at approximately 11:30 a.m. All participants will be notified that the marathon course will shut down according to a 12 minute per mile pace M. REGULAR MEETING JANUARY 29. 1990 Marathon participants exceeding twelve (12) minutes per mile will be advised that they may proceed at their own risk without the benefit of course protection and aid. Participants wishing to continue will be asked to move onto sidewalks and obey all traffic signals. Upon a motion made by Mr. Leszczynski, seconded by Ms. Humphreys and carried, the request was referred to the appropriate City departments and bureaus for review and recommendation. REQUEST OF CITY AWNING TO REPLACE CANOPY AT 1731 SOUTH FRANKLIN STREET - REFERRED In a letter to the Board, Mr. Don VanHulle, Director of Marketing, City Awning of South Bend, 1835 South Franklin Street, South Bend, Indiana, requested permission to replace a canopy which will project out and over the City sidewalk at City Awning of South Bend, 1731 South Franklin Street, South Bend, Indiana. The request noted that the front edge of the canopy will project a maximum of 7' over the sidewalk, the frame will consist of 3/4" aluminum rafters, spaced every 24" apart, with 1" top and bottom rails and bottom of frame will be a minimum of 816" (10211) from sidewalk level. Mr. Leszczynski made a motion that the request be referred to the appropriate City departments and bureaus for review and recommendation. Ms. Humphreys seconded the motion which carried. APPROVE TRAFFIC CONTROL DEVICE Upon a motion made by Mr. Leszczynski, seconded by Mrs. DeClercq and carried, the following one (1) traffic control device was approved: 1. NEW INSTALLATION: 1 Hour Parking 6A - 6P LOCATION: 1005 South Lafayette REMARKS: Requested by Mr. Jim Boyle - for business turnover APPROVE TITLE SHEET - FARMINGTON MEADOWS - SEWER/WATER/STREET 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 Mrs. DeClercq, seconded by Ms. Humphreys and carried, the Title Sheet was approved and signed. FILING OF ENVIRONMENTAL CLEAN-UP OF LOTS REPORT A report from the Department of Code Enforcement indicating a total of five (5) properties cleaned on January 15, 1990, was submitted. Upon a motion made by Mrs. DeClercq, seconded by Ms. Humphreys and carried, the report as submitted was filed. APPROVE CLAIMS Chief Deputy Controller John D. Leisenring submitted Claim Docket No. 3817 through Claim Docket No. 4031 and recommended approval. Additionally, Voucher Nos. 75-119 for the Bureau of Wastewater, Voucher Nos. 59-89 for the Bureau of Sewers and Voucher No. 7 for the Bureau of Solid Waste were submitted for approval. Upon a motion made by Mrs. DeClercq, seconded by Ms. Humphreys and carried, the claims and vouchers were approved and the reports as submitted were filed. n 1 REGULAR MEETING JANUARY 29. 1990 M P, ADJOURNMENT There being motion made carried, the no further business by Mr. Leszczynski, meeting adjourned ATT T: Sandra M. Parmerlee, Clerk to come before the Board, upon a seconded by Mrs. DeClercq and at 9:51 a.m. ghn E. Leszcz i Patricia E. DeClercq j r a ine umphreys