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HomeMy WebLinkAbout12/04/89 Board of Public Works Minutes356 REGULAR MEETING DECEMBER 4, 1989 The regular meeting of the Board of Public Works was convened at 9:33 a.m. on Monday, December 4, 1989, 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 November 27, 1989, regular meeting of the Board were approved. APPROVE LEASE PURCHASE AGREEMENT AND RELATED DOCUMENTS - LEAF VACUUMS Mr. Leszczynski advised that the following documents have been submitted to the Board for approval and execution in regards to the lease purchase of twelve (12) leaf vacuums: 1. Lease Purchase Agreement 2. Rider No. 1 3. Schedule of Payments 4. Certificate of Acceptance 5. Description of Equipment 6. Incumbency Certificate 7. Insurance Commitment 8. Essential Use Letter 9. Two (2) UCC Financing Statements Board Attorney Jenny Pitts Manier advised that the Lease Purchase Agreement, with semi-annual payments, is for a period of three (3) years at an interest rate of 8.150. She also stated that the principal amount is $181,748.00 which is $179,748.00 plus $2,000.00 in charges for exhaust chute extensions and flexible leaf box connectors. In response to questions from the news media, Mr. Leszczynski advised that the Payment Schedule indicates that semi-annual payments will be $34,755.29. Therefore, Mrs. DeClercq made a motion that the Lease Purchase Agreement and related documents as outlined above be approved. Ms. Humphreys seconded the motion which carried. In response to questions from the news media, it was noted that the boxes that were attached to the leaf vacuums are not included in this Lease Purchase Agreement and they will be financed separately. Mr. Leszczynski noted that the City did not have the manpower to produce the required boxes and found a company that could produce the boxes more cost effectively. He noted that the approximate cost for these boxes is $30,000.00. Further, in response to an inquiry from the news media, Mr. Leszczynski indicated that the leaves that were picked -up have been stored at various sites throughout the City and that the mulch, which would not be available for approximately two (2) years, could be made available to interested individuals at that time. APPROVE SUPPLEMENTAL AGREEMENT NO. 1 - COMPUTERIZED TRAFFIC SIGNAL SYSTEM Mr. Leszczynski advised that Clyde E. Williams & Associates, Inc., has submitted to the Board Supplemental Agreement No. 1 to an Agreement that was previously approved on February 6, 1989, for engineering services for a project which entails an areawide traffic control and surveillance system to include approximately forty-six (46) intersections in the Central Business District. 1 I 1 357 REGULAR MEETING DECEMBER 4, 1989 Mr. Leszczynski stated that this Supplemental Agreement No. 1 is necessary due to additional services required for the design of a fiber optic communications system for the traffic signal project. In response to questions from the news media, Mr. Leszczynski indicated that this project is one-half (1/2) completed. He also noted that this Supplemental Agreement adds -- $8,000.00 to the original Agreement. Upon a motion made by Mrs. DeClercq, seconded by Mr. Leszczynski and carried, the Supplemental Agreement as submitted was approved and executed. In further response to questions from the news media, Mr. Leszczynski noted that the new Contract amount, including the $8,000.00 increase as described above, is $112,550.00. He also noted that this additional cost is due to the City's decision to look at fiber optics. Mr. Leszczynski stated that the design phase of this project should take approximately two (2) to three (3) years and that the project could be bid in about two (2) years. He further noted that some present signal parts will need to be replaced while some may be salvaged. APPROVE AMENDMENT NO. 4 - COMBINED SEWER OVERFLOW STUDY (LAWSON- FISHER ASSOCIATES) Mr. Leszczynski advised that Lawson -Fisher Associates, 525 West Washington Street, South Bend, Indiana, has submitted Amendment No. 4 to an original Agreement approved on September 6, 1988. The Amendment indicates an increased cost of $64,000.00 due to extra and additional work required for this project thereby making the new Contract amount $278,170.00. Mr. Leszczynski noted that the scope of work on this project has changed in that there is more work involved than realized when the original Contract was approved. He noted that additional work is being done in CSO's, plans, reporting and field inspections. In response to questions from the news media inquiring whether Lawson -Fisher Associates underestimated the original cost of this project, Mr. Leszczynski advised that the City changed the scope in that it is requiring additional information and that is why the Amendment is being submitted at this time. Therefore, Ms. Humphreys made a motion that Amendment No. 4 as submitted be approved. Mrs. DeClercq seconded the motion which carried. In further response to questions from the news media, Mr. Leszczynski noted that Lawson -Fisher has been working on this project for one and one-half (1 1/2) years and the project should be completed in approximately six (6) months. APPROVE AMENDED IRREVOCABLE STANDBY LETTERS OF CREDIT - CROSS CREEK PHASES I & II Mr. Leszczynski advised that Mr. Michael P. Meeks, Director, Division of Engineering, submitted the following two (2) Amended Irrevocable Standby Letters of Credit for Cross Creek, Inc. and recommended approval: 1. AMENDED IRREVOCABLE STANDBY LETTER OF CREDIT NO. 5-8702 Amount: $39,115.00 Expiration: November 16, 1990 Drawn Under: Trustcorp Bank For the Account of: Cross Creek, Inc. (Phase II) 828 E. Jefferson Blvd. South Bend, Indiana Work to be completed: Sidewalks and asphalt surface. 353 REGULAR MEETING DECEMBER 4, 1989 2. AMENDED IRREVOCABLE STANDBY LETTER OF CREDIT NO. 5-8658 Amount: $5,340.00 Expiration: November 30, 1990 Drawn Under: Trustcorp Bank For the Account of: Cross Creek, Inc. (Phase I) 828 E. Jefferson Blvd. South Bend, Indiana Work to be completed: Sidewalks. Mr. Leszczynski indicated that the amounts of these Letters of Credit have been reduced from the previous Letters of Credit issued due to the completion of some of the required work. Upon a motion made by Mr. Leszczynski, seconded by Mrs. DeClercq and carried, the above referred to Amended Letters of Credit were approved. APPROVE CHANGE ORDER NO. 2 (FINAL) AND PROJECT COMPLETION AFFIDAVIT - BAER'S PARKING LOT IMPROVEMENT PROJECT Mr. Leszczynski advised that Michiana Paving & Excavating, 705 South Beiger Street, Mishawaka, Indiana, has submitted Change. Order No. 2 (Final) indicating that the Contract amount be increased by $714.84 for a new Contract sum including this Change Order in the amount of $57,533.63. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Mrs. DeClercq, seconded by Ms. Humphreys and carried, Change Order No. 2 (Final) and the Project Completion Affidavit were approved and the appropriate three-year Maintenance Bond as submitted was accepted for filing. AWARD BIDS - DE-ICING MATERIALS FOR THE STREET DEPARTMENT In a letter to the Board, Mr. Bill Penn, Director, Division of Transportation, recommended that the Board award the bid of Morton International, Inc., Morton Salt Division, 110 North Wacker Drive Chicago, Illinois, for Rock Salt in the amount of $26.22 per ton and the bid of The Levy Company, Inc., P.O. Box 540, Portage, Indiana for Calcium Chloride Slag Sand Mixture in the amount of $13.55 per ton. It was noted that bids for de-icing materials were opened by the Board on November 27, 1989. In response to a question from the news media, Mr. Leszczynski noted that the City advertised for bids for 12,000 tons of sodium chloride and 5,000 tons of calcium chloride slag sand. Therefore, Mrs. DeClercq made a motion that the recommendation be accepted and the above indicated bids be awarded. Ms. Humphreys seconded the motion which carried. AWARD BID - CENTREX COMPATIBLE TELEPHONE SYSTEM FOR EMPLOYMENT & TRAINING SERVICES OF ST. JOSEPH COUNTY, 115 NORTH WILLIAM STREET In a letter to the Board, Mr. Emery Chrobot, Deputy Director, Administration, Employment & Training Services of St. Joseph County, 115 North William Street, P.O. Box 1048, South Bend, Indiana, advised that ETS has reviewed the bids received by the Board on November 6, 1989 for the above referred to telephone equipment and the installation and maintenance thereof and recommends at this time that the Board award the bid of Fixafone of Michiana, Inc., 312 Lincolnway East, Mishawaka, Indiana. Mr. Leszczynski stated that Mr. Chrobot has advised that a comparison of all facets of each bid, including equipment, installation and warranty/maintenance charges and provisions, indicates that Fixafone's bid package is the lowest responsive r L I 359 REGULAR MEETING DECEMBER 4, 1989 and responsible bid. Fixafone submitted a bid package with a price of $33,837.10 which includes a two (2) year warranty. Executone submitted a bid package with a cost of $30,986.00 which includes a one (1) year warranty. Extension of that one (1) year warranty to two (2) years, to match that of Fixafone, brings the total cost of Executone's package to $35,153.00 which is $1,315.90 in excess of the Fixafone package. Therefore, Mrs. DeClercq made a motion that the recommendation as outlined above be accepted and approved and the bid of Fixafone of Michiana, Inc. be awarded. Ms. Humphreys seconded the motion which carried. APPROVE REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - CONSTRUCTION OF A PREFABRICATED BUILDING AT THE SLUDGE FARM In a letter to the Board, Mr. John J. Dillon, Director, Environmental Services, requested that the Board advertise for the receipt of bids for a garage building at the Wastewater Treatment Plant Sludge Farm on Old Cleveland Road west of Bendix Drive. Mr. Dillon noted that a description of the project is the construction of a 9,600 s.f. prefabricated metal building including compaction of fill provided by the City, concrete foundations and slabs, metal insulated building, office and restroom area, plumbing, heating, ventilation and all appurtenant work for a complete garage. Mr. Dillon also noted that Ken Herceg & Associates, Inc, has prepared the appropriate plans and specifications for this facility. Upon a motion made by Mrs. DeClercq, seconded by Mr. Leszczynski and carried, the request was approved. APPROVE REQUEST OF ERSKINE BOULEVARD RESIDENTS TO CONDUCT 3RD ANNUAL CANDLELIGHT WALK - DECEMBER 17 1989 Mr. Leszczynski advised that the appropriate City departments and bureaus have reviewed the above referred to request which was submitted to the Board on November 20, 1989, and approval is recommended. Therefore, Mrs. DeClercq made a motion that the recommendation be accepted and the request be approved. Mr. Leszczynski seconded the motion which carried. REQUEST OF YOUNG MEN'S CHRISTIAN ASSOCIATION OF MICHIANA, INC TO CONDUCT FUN RUN - JANUARY 1 1990 - REFERRED In a letter to the Board, Ms. Elizabeth A. Sechrist, Aquatic/Program Director, The Young Men's Christian Association of Michiana, Inc., 1201 Northside Boulevard, South Bend, Indiana, advised that the YMCA is coordinating a New Years Day Fun Run Road Race to be held on Monday, January 1, 1990 at 10:00 a.m. at the YMCA, 1201 Northside Boulevard. Ms. Sechrist noted that the race is a fun run and there will be no entry fee. A four (4) mile and one (1) mile course have been designed and are being submitted for consideration. She noted that the race start and finish will take place in the front of the YMCA and that it is anticipated that sixty (60) individuals will participate in this event. Therefore, 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. 360 REGULAR MEETING DECEMBER 4, 1989 APPROVE TITLE SHEET - BUREAU OF WASTEWATER SLUDGE EQUIPMENT STORAGE BUILDING Upon a motion made by Mr. Leszczynski, seconded by Mrs. DeClercq and carried, the above referred to Title Sheet was approved and signed. 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: No Parking LOCATION: 1426 South Main Street REMARKS: Pursuant to request submitted to the Board on November 20, 1989 by Mr. Thomas E. Taylor, President, Local 45 UAW in substitution of Mr. Taylor's request of October 23, 1989 to erect barriers at 1426 South Main Street to prevent further damage to UAW property. APPROVE LICENSE APPLICATION - SECONDHAND DEALER Mr. Leszczynski advised that the following one (1) secondhand dealers license application has been received: iaM\042V BY: ADDRESS: FOR THE PURPOSE OF SELLING: SOUTH MICHIGAN STREET USED FURNITURE Neil D. Large 1524 South Michigan Street Secondhand furniture Mr. Leszczynski further advised that favorable recommendations have been received from the Bureau of Traffic and Lighting, Department of Code Enforcement, Police Department and Fire Department on the above application. Upon a motion made by Mr. Leszczynski, seconded by Ms. Humphreys and carried, the application as noted above was approved and referred to the Deputy Controller's office for issuance of a license. APPROVE AND/OR RELEASE CONTRACTORS AND EXCAVATION BONDS Mr. Michael P. Meeks, Director, Division of Engineering, recommended that the following Contractors and Excavation Bonds be approved and/or released as indicated: CONTRACTORS BONDS - J.A. Wagner Construction Company, Inc. Approved Eff. 12/l/89 EXCAVATION BONDS - E. L. Zimmerman Company, Inc. Released Eff. 12/1/89 - Raymond F. Hoffman, Inc. Approved Eff. 11/27/89 Upon a motion made by Mrs. DeClercq, seconded by Ms. Humphreys and carried, the recommendations were accepted and the above referred to bonds approved and/or released as indicated above. 1 REGULAR MEETING DECEMBER 4, 1989 361 1 1 FILING OF CERTIFICATE OF INSURANCE Upon a motion made by Mr. Leszczynski, seconded by Mrs. DeClercq and carried, the Certificate of Insurance for Delta Star Electric, Inc., 1125 South Walnut Street, South Bend, Indiana, was accepted and filed. APPROVE CLAIMS Chief Deputy Controller John D. Leisenring submitted Claim Docket No. 16997 through Claim Docket No. 17406 and Voucher Nos. 947-950 for the Bureau of Wastewater 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. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Leszczynski, seconded by Ms. Humphreys and carried, the meeting adjourned at 9:58 a.m. AT ST: I IV Sandra M. Parmerlee, Clerk (/-;,A J n Leszczyhttky Patricia E. DeClercq