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HomeMy WebLinkAbout02/29/88 Board of Public Works Minutes�i`Mai REGULAR MEETING FEBRUARY 29, 1988 The regular meeting of the Board of Public Works was convened at 9:45 a.m. on Monday, February 29, 1988, by President John E. Leszczynski, with Mr. Leszczynski, Mrs. Patricia E. DeClercq and Ms. Katherine Humphreys present. Also present was Chief Deputy City Attorney Thomas Bodnar. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mrs. DeClercq, seconded by Mr. Leszczynski and carried, the minutes of the February 22, 1988, regular meeting of the Board were approved. APPROVE COMMUNITY DEVELOPMENT CONTRACT The following Community Development Contract was presented to the Board for approval: SOUTH_ BEND NEIGHB( CITYWIDE COMMERCIAL The targeted goal f assistance to five activity shall not D BUSINESS DEVELOPMENT CORP. INC. or this activity is to provide loan/grant (5) businesses. The total cost of this exceed $75,000.00. Upon a motion made by Mrs. DeClercq, seconded by Ms. Humphreys and carried, the above referred to Contract was approved and executed. AWARD PROPOSALS - TOWING AND STORAGE OF ABANDONED VEHICLES Mrs. Patricia E. DeClercq, Director, Department of Code Enforcement, advised that she has reviewed the Proposals received on February 15, 1988, for the towing and storage of abandoned vehicles and would recommend at this time that the Board award the low Proposals of South Bend Auto Parts, 307 West Calvert Street, South Bend, Indiana. She also requested authorization to negotiate a Contract between the City and South Bend Auto Parts to extend until December 31, 1988. Mrs. DeClercq also informed the Board that Mr. Wade Yoder of the Department of Code Enforcement has inspected the premises of South Bend Auto Parts to insure that they have the capability to handle this Contract. In response to a question from the news media, Mrs. DeClercq advised that the Proposals submitted by South Bend Auto Parts are as follows: Towing: Regular tow - $25.00 per vehicle Tow without wheels - $25.00 per vehicle $5.00 per visit of tow truck to an address and unable to tow because vehicle has been moved. Storage: $500.00 per month for storage of not less than one hundred fifty (150 ) vehicles. Therefore, upon a motion made by Mr. Leszczynski, seconded by Ms. Humphreys and carried, the Proposals were awarded and Mrs. DeClercq authorized to negotiate a Contract with South Bend Auto Parts. REJECT BIDS FOR APPROXIMATELY FIFTEEN (15) NEW MARKED POLICE VEHICLES FOR THE SOUTH BEND POLICE DEPARTMENT In a letter to the Board, Police Chief Charles T. Hurley advised that after careful review and comparison of the bids received on February 22, 1988 for the above referred to vehicles it is the recommendation of the Department that both bids be rejected. Chief Hurley stated that the rejection of these bids is based on �1 1 REGULAR MEETING FEBRUARY 29, 1988 the Department's decision, upon review of the bids, to purchase sixteen (16) police patrol vehicles through the Intergovernmental Cooperative Purchasing Program. Services Division Chief Ronald Marciniak was present and advised that both local bids received on February 22, 1988 were compared with the State bid. He noted that the local bids received were with trades and the State bid was without trades. He stated that based on that review the bids came out about even. He further stated that the Department feels that by purchasing Chevrolet Caprice's through the State bid, they will be getting a more mechanically sound vehicle. He advised that in the past the Department has experienced problems with Chrysler/Dodge products. Chief Marciniak informed the Board that the amount per vehicle through the State bid will be $11,659.98 for a total of $186,607.68 for sixteen (16) vehicles without trade. In response to a question from the news media, Chief Marciniak advised that the bid submitted by Gates Chevrolet was in the amount of $12,387.00 per unit with trade. Upon a motion made by Ms. Humphreys, seconded by Mrs. DeClercq and carried, the recommendation was accepted and the bids were rejected. APPROVE PROPOSAL FOR CAFETERIA DEVELOPMENT FOR CITY OF SOUTH BEND - CROWE CHIZEK AND COMPANY Mr. Leszczynski advised that the Board is in receipt of a Cafeteria Plan Proposal from Crowe Chizek and Company, 330 West Jefferson Boulevard, South Bend, Indiana, submitted by City Controller Katherine Humphreys. Ms. Humphreys advised that the Proposal indicates that Crowe Chizek and Company will design a plan and develop a Request for Proposal that will be used by the City administration to request Proposals for services and fees related to the administration and communication of the cafeteria, medical reimbursement and child care plans. Ms. Humphreys further advised that the cafeteria plan is a plan that is allowed through Section 125 of the IRS Code. It allows an employee to take pre-tax dollars and put them into a plan to pay for health costs that may not be covered under another plan as well as child care expenses. In response to a question from the news media, Ms. Humphreys stated that this cafeteria plan would be for city employees only. In response to further questions from the news media, Ms. Humphreys stated that more information regarding this cafeteria plan will follow. However, the Proposal before the Board today is a Proposal to design specifications so when the City seeks bids the design and specifications will be available. The City administration and Crowe Chizek will review the Proposals received to provide services and fees related to the administration and communication of the cafeteria, medical reimbursement and child care plans and one will be selected from those submitted. It was noted that the approximate cost to Crowe Chizek to design a cafeteria plan and develop Requests for Proposals is $4,000.00. Upon a motion made by Mrs. DeClercq, seconded by Mr. Leszczynski and carried, the Proposal as submitted by Crowe Chizek and Company was accepted and approved. REGULAR MEETING FEBRUARY 29, 1988 APPROVE PURCHASE OF COMMUNICATION EQUIPMENT FOR FIRE DEPARTMENT RESCUE UNIT In a letter to the Board, Fire Chief Luther Taylor advised that on August 4, 1987, the Board awarded the bid of McCoy Miller, 53404 C.R. 14, Elkhart, Indiana for one (1) 28,000 G.V.W. Rescue Unit for the Department. The bid submitted did not include the cost of communication equipment and McCoy Miller made exception to that item because they do not do installations on units such as the one purchased. Chief Taylor advised that the Department has now asked McCoy Miller to provide only the communication equipment and the City Radio Bureau will do the installation. The cost of the communication equipment is $3,766.60 bringing the total cost of the Rescue Unit to $97,325.44. Chief Taylor was present and informed the Board that McCoy Miller was the only vendor bidding on this rescue unit and reiterated that at that time made exception to the installation of the communication equipment. Chief Taylor stated that the communication equipment was included in the bid specifications at that time. Therefore, upon a motion made by Mr. Leszczynski, seconded by Ms. Humphreys and carried, the purchase of the communication equipment from McCoy Miller for the sum of $3,766.60 was approved. REQUEST TO PURCHASE CITY -OWNED PROPERTY AT 110-112 NORTH WALNUT - REFERRED In a letter to the Board, Mr. Willie Payne, 1305 West Washington Street, South Bend, Indiana, advised that he is interested in purchasing the property at 110-112 North Walnut Street because he is buying a house at 114 North Walnut Street and would like to acquire the additional property next to this house. Upon a motion made by Mr. Leszczynski, seconded by Mrs. DeClercq and carried, the request was referred to the appropriate City departments and bureaus for a determination of whether or not the City need retain the lots for any reason. APPROVE LICENSE APPLICATIONS - RUBBISH AND GARBAGE Mr. Leszczynski advised that the following ten (10) Rubbish and Garbage license applications have been received: 1. John H. McClain 110 S. Iowa St., S.B. 2. Eddie Lee Ivory 1302 Linden Ave., S.B. 3. Elson Shelton 922 N. Olive, S.B. 4. Fred Pearson 1434 E. Miner, S.B. 5. Horace Woods 527 E. Ohio St., S.B. 6. Grayson R. Warren, Jr. 1505 N. College, S.B. 7. Paul Fannin (PNR Trash Removal) 733 Blaine Ave.. S.B. 8. Jessie J. Love 309 S. Iowa, S.B. M REGULAR MEETING 9. James A. Mitchem 3004 E. Corby, S.B. FEBRUARY 29, 1988 10. Robert Lacy 747 Diamond, S.B. It was noted that inspections of the trucks to be used had been conducted by the Solid Waste Bureau and all applicants were found to be in compliance. Upon a motion made by Mr. Leszczynski, seconded by Mrs. DeClercq and carried, the above license applications were approved and referred to the Deputy Controller's office for issuance of licenses. FILING OF APPLICATIONS FOR BIDDER QUALIFICATION/CERTIFICATION Mr. Leszczynski advised that applications for bidder qualification/certification have been received from the following: 1. Carl J. Reinke & Sons, Inc. 1216 West Sample Street P.O. Box 3095 South Bend, Indiana 2. Bradberry Brothers, Inc. 20061 Dice Street South Bend, Indiana Upon a motion made by Mr. Leszczynski, seconded by Mrs. DeClercq, and carried, the above referred to applications were accepted for filing and were referred to the appropriate City departments for review and recommendation. APPROVE AND/OR RELEASE EXCAVATION BONDS Mr. Melvin Humphrey, Engineering Department, recommended that the following Excavation Bonds be approved and/or released: EXCAVATION BONDS -LaFree Excavating, Inc. Approved Effective 2/25/88 -Shilts, Graves & Associates, Inc. Approved Effective 2/29/88 -B & M Sewer Cleaning & Plumbing Service Released Effective 2/29/88 Upon a motion made by Mrs. DeClercq, seconded by Ms. Humphreys and carried, the above referred to Excavation Bonds were approved and/or released as indicated above. FILING OF ENVIRONMENTAL CLEAN-UP OF LOTS REPORT A report from the Department of Code Enforcement indicating a total of thirty-nine (39) properties cleaned from February 19, 1988 to February 25, 1988, was submitted. Upon a motion made by Mrs. DeClercq, seconded by Mr. Leszczynski and carried, the report as submitted was filed. APPROVE CLAIMS Chief Deputy City Controller John D. Leisenring, submitted Claim Docket Nos. 4673 through 5041, as well as Claim Docket Nos. 5044 through 5202 and recommended approval. Upon a motion made by Ms. Humphreys, seconded by Mrs. DeClercq and carried, the claims were approved and the reports filed. RE REGULAR MEETING FEBRUARY 29, 1988 PRIVILEGE OF THE FLOOR: QUESTIONS AND CONCERNS REGARDING STREET LIGHT OUTAGE IN VICINITY OF LAFAYETTE AND WAYNE STREETS News Reporter Norm Stangland of WSBT-TV informed the Board that it has come to his attention that the street lights in the vicinity of Wayne and Lafayette were all out during the weekend and this morning. He inquired if there was a problem with the lighting. Mr. Leszczynski advised that he was aware of the outage on Saturday evening, February 27, 1988, but was not aware of the problem causing the outage. He informed Mr. Stangland that there is a telephone number at the Police Department to report street light outages twenty-four (24) hours a day. He also indicated that he will check on the outage as indicated above. UESTIONS AND CONCER ING COMPLAINTS OF SEWER GAS SMELL IN THE VICINITY OF THE ETHANOL PLANT News Reporter Norm Stangland of WSBT-TV inquired of the Board if they were aware of the complaints heard this past weekend from the residents in the vicinity of the Ethanol Plant regarding the smell of sewer gases coming into their residences. Mr. Leszczynski stated that he was not aware of the complaints until today but that Patricia E. DeClercq, Director, Department of Code Enforcement, received a telephone call on Saturday evening from the Police Department concerning the complaints being received. Mr. Leszczynski advised that he and Mrs. DeClercq will be looking into the complaints today from the Building Department and Wastewater perspectives. He stated that building codes prohibit the chance that sewer gases can escape into private residences. It was noted that the complaints were received from the residents in the area of Calvert and Prospect Streets. Mr. Leszczynski indicated that he was aware of the fact that the New Energy lift station was broken and that they were pumping directly into the sewer system. He stated that this procedure should not have caused any problems as indicated above. Mr. Leszczynski reiterated that he and Mrs. DeClercq will be looking into the complaints received over the past weekend regarding the smell of sewer gases in the houses of residents in the area of the ethanol plant. 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 10:04 a.m. Katherine Humphreys AT ST: i ) •I bu-�_ Sandra M. Parmerlee, Clerk z 1 1 1