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HomeMy WebLinkAbout07/09/90 Board of Public Works Minutes210 REGULAR MEETING JULY 9, 1990 The regular meeting of the Board of Public Works was convened at 9:33 a.m. on Monday, July 9, 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. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mrs. DeClercq, seconded by Ms. Humphreys and carried, the minutes of the July 2, 1990, regular meeting of the Board were approved. OPENING OF BIDS - BOX OFFICE AND ADMINISTRATIVE COMPUTER SYSTEM - MORRIS CIVIC AUDITORIUM Mr. Leszczynski advised that this was the date set for the receiving and opening of sealed bids for the above referred to computer system. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri-County News which were found to be sufficient. It is noted that the following have advised that they decline to bid on the computer system: 1. Moore Governmental Systems, Inc. P.O. Box 3616 Baton Rouge, Louisiana 2. Budgeting Technology, Inc. Suite 915, 7910 Woodmont Avenue Bethesda, MD 3. Computer Sales International, Inc. 200 Maple Park Boulevard St. Clair Shores, Michigan 4. Eastman Kodak Company 11525 Olde Cabin Road St. Louis, MO 5. Data Systems Network Corporation 37000 Grand River Avenue, Suite 350 Farmington Hills, MI The following bids were received and read: UNITED_ TELEPHONE COMPANY OF INDIANA, INC. 3570 East U.S. 30 Warsaw, Indiana 46580-0391 Bid was signed by Mr. David G. Klein, Non -Collusion Affidavit was in order and a Cashier's Check in the amount of $4,000.00 was submitted. BID: $28,541.00 which includes the following: - File Server - Workstations - Tape Drive Backup - VINES 386 Team (10 users maximum) - Laser Printer - Dot Matrix Printer - Synoptics 2500-01 Concentrator - Network Interface Cards - Server Setup and installation - LAN installation and wiring - System Administration Training - Banyan Software Support 1 El REGULAR MEETING JULY 9, 1990 211 1 1 E Notes: 1. Quotation prices effective for thirty (30) days. 2. Quotation contingent upon the effective distance of each workstation to be not more than three hundred sixty (3601) feet from the telephone wiring closet. 3. Includes bench testing of server and installation of operating system software. 4. Quotation for physical wiring not to exceed one hundred ten ($110.00) per jack. This estimate is to be confirmed upon physical inspection of the premises by United Telephone engineers on July 11, 1990. 5. Optional - Maintenance services offered. SELECT TICKETING SYSTEMS. INC. P.O. Box 959 327 West Fayette Street Syracuse, New York 13201 Bid was signed by Jim Horsman, order and a Cashier's Check in submitted. Non -Collusion Affidavit was in the amount of $4,372.50 was BID: Total Hardware Purchase Price: $29,885.00 Total Software Membership Price: $13,840.00 System Cash Purchase Price (Bid Price): $43,725.00 Total Monthly Charges for hardware support and PASS software/firmware maintenance: $ 395.00 Training: $ 2,000.00 Notes: 1. Estimated Leasing Option (4 year lease, third party). The purchase price can be leased at an estimated $1,364.00 per month. This estimate is provided for budget purposes only. 2. Any shipping installation be billed as this quote. charges, cabling charges, cable charges and travel expenses will incurred and are not included in HILL ARTS AND ENTERTAINMENT SYSTEMS 37 Soundview Road Guilford, CT 06437 Bid was submitted by Mark Kelman, Non -Collusion Affidavit was in order and a Certified Check in the amount of $4,973.00 was submitted. BID: Total Hardware Cost: Total Software Cost: Total System Cost: Notes: Hardware: 1. Labor for cable installation 2. One hundred twenty (120) day hardware; ninety (90) day on 3. See Service Page in Proposal warranty information. $19,158.00 $30,574.00 $49,732.00 not included. warranty on ACER all other. for additional 212 REGULAR MEETING JULY 9, 1990 Software: 1. Software includes ninety-five (95) hours of system preparation (including in-house installation and testing of hardware and software) at HILL A&E and Training onsite or at HILL A&E. 2. Software support is available as outlined in Options A & B of bid. GIS SYSTEMS, LTD. 5020 West Cypress Street Tampa, Florida 33607 Bid was submitted by Tim Zagorc, Marketing Representative, Non -Collusion Affidavit was in order and a Check in the amount of $4,078.00 was submitted. BID: $40,779.00 which includes the following: - File Server - Network Components - Communications Components - Box Office Workstations - Administrative Workstation - Printers - Application Software - Services/Other Notes: 1. On -site hardware maintenance is contracted on a local basis directly with a local third party maintenance firm. The ticket printers are self -maintained. 2. The ticket printers recommended are manufactured by BOCA Systems. GIS will train a member of the City's staff on the maintenance and care of the proposed ticket printers. 3. The bid price does not include taxes, paper supplies, ticket stock, non -surface network cable installation, shipping charges nor travel expenses associated with installation and training. 4. All prices are firm for sixty (60) days. 5. GIS will provide all necessary training and assistance according to the schedule enclosed in the quotation. 6. Software support will be billed annually and is not billable until thirty (30) days after acceptance of the system. Upon a motion made by Mr. Leszczynski, seconded by Mrs. DeClercq and carried, the bids were referred to the Director of the Morris Civic Auditorium for review and recommendation. AWARD BID - THREE (3) BIRD MACHINE COMPANY CENTRIFUGES (BUREAU OF WASTEWATER) In a letter to the Board, Mr. John J. Dillon, Director, Environmental Services, advised that he has reviewed the bids received on June 25, 1990 for the purchase of the above referred to equipment and would recommend at this time that the Board 213 REGULAR MEETING JULY 9, 1990 accept and award the bid of Aaron Equipment Company, 735 East Green Street, P.O. Box 80, Bensenville, Illinois, in the amount of $25,500.00 for this equipment. Mr. Leszczynski made a motion that the recommendation be accepted and the bid be awarded. Mrs. DeClercq seconded the motion which carried. APPROVE AMENDED IRREVOCABLE STANDBY LETTER OF CREDIT - CROSS CREEK, INC. Mr. Leszczynski advised that the Board is in receipt of an amended Irrevocable Standby Letter of Credit No. 5-8812 in the amount of $126,032.00 as submitted by the Society Bank, P.O. Box 6, South Bend, Indiana, for the account of Cross Creek, Inc., 828 East Jefferson Boulevard, South Bend, Indiana, which indicates that the expiration date has been amended from June 28, 1990 to September 26, 1990. Mrs. DeClercq made a motion that the amended Letter of Credit be accepted and approved. Ms. Humphreys seconded the motion which carried. APPROVE PURCHASE AGREEMENT - SALE OF CITY -OWNED PROPERTY AT 1629 SOUTH WILLIAM STREET Mr. Leszczynski indicated that in accordance with the bid awarded on June 25, 1990, for the purchase of the City -owned lot at 1629 South William Street in the amount of $490.00 to Mrs. Diana Ortiz, 1633 South William Street, South Bend, Indiana, the Purchase Agreement is being submitted at this time for Board approval. Upon a motion made by Mrs. DeClercq, seconded by Ms. Humphreys and carried, the Purchase Agreement was approved and the matter referred to the City Attorney's office for preparation of the appropriate Quit -Claim Deed. FILING OF APPLICATIONS FOR EMERGENCY BOARD -UP SERVICES Mr. Leszczynski stated that pursuant to the Board's approval on April 23, 1990, of a policy concerning emergency board -up services, the following vendors have asked to be placed on the list to provide these services: 1. Thomas General Construction 1011 West Western Avenue South Bend, Indiana 2. Paul Davis Systems of South Bend, Inc. 2630 Western Avenue South Bend, Indiana Upon a motion made by Mrs. DeClercq, seconded by Ms. Humphreys and carried, the above names were accepted for filing and added to the list. APPROVE REQUESTS TO ADVERTISE FOR THE RECEIPT OF BIDS: - 1990 CONCRETE IMPROVEMENTS PROJECT - IRONWOOD-IRELAND RETENTION BASIN IMPROVEMENTS PROJECT In a Memorandum to the Board, Mr. Michael P. Meeks, Director, Division of Engineering, requested that the Board advertise for the receipt of bids for the above referred to projects. Mr. Leszczynski made a motion that the request be approved. Ms. Humphreys seconded the motion which carried. APPROVE REQUEST OF PLATE AND COLLECTIBLES EXPOSITION TO UTILIZE THREE FLOORS OF JEFFERSON STREET PARKING GARAGE FOR SALE - JULY 15, 1990 In a Memorandum to the Board, Ms. Mikki Dobski, Director, Office of Community Affairs, advised that permission is requested by the 214 REGULAR MEETING JULY 9, 1990 Plate and Collectibles Exposition to use the Jefferson Street Parking Garage on July 15, 1990, for a sale in conjunction with their convention which will take place at Century Center. Ms. Dobski advised that it is anticipated that they will use the first three floors only of the parking garage. Mrs. DeClercq made a motion that the request be approved. Mr. Leszczynski seconded the motion which carried. REQUESTS REFERRED: - OF OUR LADY OF HUNGARY HOME AND SCHOOL ASSOCIATION TO CLOSE CHAPIN STREET, BETWEEN BRUCE AND W. CALVERT, IN CONJUNCTION WITH CHURCH FUN FAIR - AUGUST 4, 1990 In a letter to the Board, Ms. Becky J. Papai, Our Lady of Hungary Home and School Association, 731 West Calvert Street, South Bend, Indiana, requested that South Chapin Street, from Bruce Street to West Calvert Street, be closed on August 4, 1990, begining at 12:00 noon in conjunction with a Fun Fair that will be taking place at the church. - OF NORTHERN INDIANA HISTORICAL SOCIETY TO INSTALL COPSHAHOLM HOUSE MUSEUM SIGNS IN RIGHT-OF-WAY Mr. Lloyd Taylor, Chairman Building Committee, Northern Indiana Historical Society, advised that the Society requests permission to install approximately twenty-four (24) Copshaholm House Museum signs on the right-of-way of the major streets entering South Bend. - OF THE NORTHWEST SIDE NEIGHBORHOOD ASSOCIATION TO CLOSE BULLA STREET, FROM OLIVE TO FREMONT, FOR FAMILY PICNIC - AUGUST 18, 1990 Ms. Melissa Price, 1608 North Olive Street, South Bend, Indiana, requested that Bulla Street, from North Olive Street to Freemont Street, be closed on August 18, 1990, from 11:00 a.m. until 5:00 p.m. for a family picnic. Upon a motion made by Mr. Leszczynski, seconded by Mrs. DeClercq and carried, the above requests were referred to the appropriate City departments and bureaus for review and recommendation. APPROVE SIDEWALK SALE PERMIT APPLICATIONS Mr. Leszczynski advised that the following Sidewalk Sale Permit applications have been received: 1. NAME OF BUSINESS: LADY IN WAITING BY: Elizabeth Campen ADDRESS: 2121 South Miami Street DATES: August 2-4, 1990 2. NAME OF BUSINESS: GOODIES GALORE BY: Deborah Tegich ADDRESS: 2122 South Miami Street DATES: August 2-4, 1990 3. NAME OF BUSINESS: LITTLE BLESSINGS BOUTIQUE BY: Janet Koucouthakis ADDRESS: 2123 South Miami Street DATES: August 2-4, 1990 1 I REGULAR MEETING JULY 9, 1990 215 1 1 1 4. NAME OF BUSINESS: DUFFIN'S MIAMI FLORIST & GIFT, INC. BY: David Duffin ADDRESS: 2208 South Miami Street DATES: August 2-4, 1990 5. NAME OF BUSINESS: BY: ADDRESS: DATES: THE CLOTHES TREE Kay Marshall 2212 South Miami Street August 4-6, 1990 Upon a motion made by Mrs. DeClercq, seconded by Ms. Humphreys and carried, the above referred to applications were approved and referred to the Deputy Controller's office for issuance of the appropriate Permits. It is noted that the required Indemnification and Hold Harmless Agreements were attached to the applications. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mrs. DeClercq, seconded by Ms. Humphreys and carried, the following two (2) traffic control devices were approved: 1. NEW INSTALLATION: LOCATION: REMARKS: 2. NEW INSTALLATION: LOCATION: REMARKS: NO PARKING HERE TO CORNER Vassar & Johnson (on the south side of Vassar) Keep traffic flowing on Vassar and Johnson Handicapped Parking Space 615 South 29th Street Pursuant to request submitted to the Board on June 11, 1990, by Mr. & Mrs. Richard Czarnecki and approved by the Board on July 2, 1990. APPROVE CONTRACTORS BONDS Mr. Leszczynski noted that in a Memorandum to the Board, Mr. Michael P. Meeks, Director, Division of Engineering, recommended that the Board approve Contractors Bonds for Roger Moreno effective July 5, 1990 and for LaFree Excavating, Inc., effective July 9, 1990. Mrs. DeClercq made a motion that the recommendation be accepted and the request be approved. Mr. Leszczynski seconded the motion which carried. FILING OF ENVIRONMENTAL CLEAN-UP OF LOTS REPORTS Two (2) reports from the Department of Code Enforcement indicating a total of fifty (50) City -owned and miscellaneous properties cleaned from June 25, 1990 to June 28, 1990 and fifty-four (54) other properties cleaned from June 25, 1990 to June 28, 1990 were submitted. Upon a motion made by Mrs. DeClercq, seconded by Ms. Humphreys and carried, the reports as submitted were filed. APPROVE CLAIMS Mr. Juan Manigault, Executive Director, Employment and Training Services of St. Joseph County, submitted a list containing seventy-eight (78) claims and recommended approval. Additionally, Chief Deputy Controller John D. Leisenring, submitted Claim Docket No. 10805 through Claim Docket No. 11051 216 REGULAR MEETING JULY 9, 1990 and recommended approval. Upon a motion made by Ms. Humphreys, seconded by Mrs. DeClercq and carried, the claims were approved and the reports as submitted were filed. ADJOURNMENT - There being no further business to come/before the Board, upon a motion made by Mr. Leszczynski, secor�c%d by Mrs. DeClercq and carried, the meeting adjourned at 9;A6 a-m. ATT T: Sandra M. Parmerlee, Clerk 9 io n E. Leszczynik&/ a!n vo--t� (f. J-0 Patricia E. .--. - -" i I 1