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HomeMy WebLinkAbout11/05/85 Board of Public Works Minutes61 I NS REGULAR MEETING NOVEMBER 5, 1985 The regular meeting of the Board of Public Works was convened at 9:35 a.m. on Tuesday, November 5, 1985, by President John E. Leszczynski, with Mr. Leszczynski, Ms. Katherine G. Barnard and Mr. Michael L. Vance present. Also present was Assistant City Attorney Carolyn V. Pfotenhauer. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Barnard, seconded by Mr. Vance and carried, the minutes of the October 28, 1985, regular meeting of the Board were approved. OPENING OF BIDS - FIRE RESTORATION OF FIREHOUSE THEATRE (CORNER OF PORTAGE,,L,INDSEY AND LELAND STREETS) Mr. Leszczynski advised that November 4, 1985, was the date set for receiving sealed bids for the above referred to project, said bids being opened today. 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: KASER-SPRAKER CONSTRUCTION, INC. 25487 West State Road 2 P.O. Box 3605 South Bend, Indiana 46619 Bid was signed by Gary L. Spraker, President and Daniel H. Kaser, Secretary, Non -Collusion Affidavit was in order and a 5% Bid Bond was submitted. BASE BID: $108,830.00 ALTERNATE NO. 1: ADD $ 14,347.00 ALTERNATE NO. 2: ADD $ 11,384.00 ALTERNATE NO. 3: ADD $ 4,295.00 ALTERNATE NO. 4: ADD $ 2,885.00 ALTERNATE NO. 5: ADD $ 1,354.00 L. L. GEANS & SONS, INC. 1721 North Home Street Mishawaka, Indiana 46545 Bid was signed by Rocky R. Geans, President and Linda M. Geans, Secretary, Non -Collusion Affidavit was in order and a 5% Bid Bond was submitted. BASE BID: $ 93,888.00 ALTERNATE NO. 1: $ 11,800.00 ALTERNATE NO. 2: $ 17, 508.00 ALTERNATE NO. 3: $ 1,800.00 ALTERNATE NO. 4: $ 3,000.00 ALTERNATE NO. 5: $ 575.00 Upon a motion made by Mr. Leszczynski, seconded by Ms. Barnard and carried, the bids were referred to the Engineering Department and Korbuly/Graf, Inc., Architects, for review and recommendation. In response to an inquiry from South Bend Tribune Reporter James Wensits, Mr. Vance advised that the City Attorney's Office has filed a lawsuit on behalf of the City with the Hartford Insurance Company through the Bruner Cassady Neeser Insurance Agency in regard to the City's claim for fire damage at the Firehouse Theatre. He further advised that the City's insurance claim for fire damage was denied approximately thirty (30) to forty-five (45) days ago but up until this time, the insurance company was reconsidering the claim. However, at this time, all consideration and negotiations have come to a halt, thus resulting in the filing of the lawsuit. 1 1 REGULAR MEETING NOVEMBER 5, 1985; AWARD BID COMPUTER.•SOFTWARE FOR•;CITY;OF-:SOUTH BEND:FINANCIAL NEEDS Mr. Michael L., Vance, Director, Administration & Finance, submitted - to the ,B,oard; :a copy of Crowe Chi,zek',s final ,rep;ort regarding the bids :taken --on May 28,,,,1.9,8.5,,. for ,accounting ;.softwar.e systems for the City of South Bend. Mr. Vance and ;Crowe Chizek recommended that the City award the bid to Mayoras and Hittle, Inc., P.O. Box 4849, Lafayette, Indiana, based on their achieving more, evaluation points and having the second lowest five (5)1.year;-present valued cost. The combination -.of _these two ( 2 ) factors places ,them ;,as number; -one as to the cost.effectveness ratio. Mr. Dan-.P. Skodras, Crowe Chizek.and, Company,.P.O. Box-7, ;South, Bend, Indiana, was present and advised the Board that Crowe Chizek has reviewed the bids submitted to the Board on May 28, 1985 for computer software. He stated that their objective was to identify -,and select -a financial accounting ;software, -;system that could be utilized on an in-house computer system to replace the South,Be•nd Community School Corporation as the financial data processing, -,service -bureau as well as. -to select., -a, system that-,,, would be:compa.tible with. -the City's-existing computer network.,. He further :advised that -:in that regard, --Crowe •Chi:zek defined, specific requirements. of -the City's financial -accounting s.ys;tems.. The first step taken was to identify.�and select cost effective software, with the second step being -:the selection of equipment to operate the -software., The results ,of these two (2,) steps -will - then be combined in order to make a final selection of the<, software and hardware -combination which providesthemost cost-effective data processing solution to the City. Mr. Skodras informed the Board that in reviewing the bids received, Crowe Chizek evaluated the compatibility, security and cost of the systems. The bids reviewed were submitted by_, Computer Concepts and Services, Inc., (CCSI), St. Cloud, Minnesota, Donald R. Frey and Company, Inc.,, St. Thomas, Kentucky, Information Development Consultants,, Inc., Chicago, Illinois, Mayoras and Hittle, Inc., West Lafayette, Indiana, Moore Data Systems, Inc., Baton Rouge, Louisiana and Software Solutions, Inc., Lebanon, Ohio. He further advised that,the next step includes the selection:of hardware to operate the software. In their bid, Mayoras and; Hittl recommend the IBM System 36 Minicomputer. It is the opinion of Crowe Chizek that it would be appropriate at this time for the City to proceed with the acquisition of the hardware either through the bidding process or to evaluate and utilize the State's No -bid law contract for this IBM equipment and consider placing direct purchase orders with the appropriate hardware vendors. Mr. Skodras stated that. .the no -bid process would,be the,, most cost effective. In response to,a question from South Bend,,Tribune Reporter James, Wensits, Mr. Skodras;stated that the.:hardware would consist of.a four (4) MB disk drive, nine (9) terminals and one (1) pr,inter. Further, the CPU would have one (1) MB memory. The cost of the software is $3;5, 000. 00 The anticipated cost of the hardware is approximately $92,000.00-$100,000.00-,,.However., should.the City ,,,. utilize the State no -bid law, a discount would apply and the cost would be approximately $75,000,00-$80,000.00. In response to a question, Mr. Vance stated that it is anticipated that the system will be in use by April or May of 1986. ZJ, 0 REGULAR MEETING' NOVEMBER 5, 1985 There being'"'nd f-urther 'questions,' upon`=a 'motion 'made''by Ms. - Barnard, seconded by Mr. Leszczynski and carried, the recommendations -of =Mr Vance `arid`>Crowe CYrzek and"Company to award the "bid'-to'Mayoras==and Hittley for the computer `96ftware 'in the arriount 'of ,'$35, 0`00.00,- was accepted"dnd 'approved' '' AWARD BID "`- 'OLTVE "STREET==ANDS.-R.' 23' INTERSECTION IMPROVEMENTS r1'� PROJECT ,- In a letter to the Board, Mr. Neil A. Shanahan, Manager­-8ureau of Public Construction recommended 'that the =Board'accept='and' award �`the-''b d Hof Ridth-'Riley Con st-ddflion ' Company; Tn'e. 1775, South Bend, Indiana, in the amount --"of $119'87M'-1,0 for',the cl= above referred to project. Mr. Leszczynski advised that bids for the above -ef erred to project were '6peft6d ,"by "the 'Board ,dn `-Octobe`r y 28, 1985 Mr. Les zczynski„=further'=advised that it' is anticipated tYiat 'this ' project wr'1T`'betn^la€er'this"Fa'11.= '`F€owever, `at='t�s trfie=rr3�' o right-of-way dcqu si_t 'ori' matters' need -to be fesolved = Bward'-'' Attorney Carolyfr "V Ptofenhduer adv 's'ed`'£'hat she is eurren ly ' communicating with "property`'owners �in'regards�`--'to"the 'sa'le 'of their propertywhich ` ,sg".needed for nth s-'pr'ojedt. She'- advi=sed" =f'� that letters were sent to them approxiriately =two =and =one=half ' rr (2 1/2) weeks 'ago "a!dvising them that' they 'Y ad -twenty--five' -(25 )'- J days to respond. She further advised that the project will be delayed if 'the -condemnation process -has 'to be- utilized in 'order to acquire1_th'd'_ needed "right-of-way. -''Iipon a motion nude 'by Mr y , recommendationVance, -secdj ded ee was accepted" and "'the -bid `awarded , sub3& t 'to thd'f "iling` 'of tYie" ' appropriate Insurance;'"Performance`Bdrnd-arid Labor and Materials:, Payment Bond. r, - -- (_ e ADOPTION OF'RESOLUTION`NO. 24 1985 SALE 'OF CITY-OWNED'PROPERTY` AT 1032 DE MAUDE.. Upon a motion made by Mr. Leszczynski, seconded by Ms. Barnard' and carried, the following Resolution No. 2,4-1985 for the 'sale Hof City-owned"property'#as--adopted': -... -. .- RESOLUTION NO 214=19'8'5 `; ± J WHEREAS, the Board of Public Works of the City of South --Bend, Indiana, has compiled" a°current detailed inventory of�'all real property owned by the City of, South'- Bend; and - WHEREAS,'the Board of Public''Works has reviewed -said inventory ;of 'real- property and it finds that certain of `the parcels of -real' -estate -now ownedby the City -of South Bend are not necessary to the public use -and -are noteset aside by State and City laws'for public purposes; and WHEREAS, the Board of Public Works now wishes to take the necessary alction'to make it possible for the Board, in the future, to'sell -said parcels of real estate pursuant to State Statutes: NOW;' THEREFORE,' BE IT RESOLVED --by the Board' -of Public Works" of, the City of South Bend;' 'Indiana' That the parcels of real-estate owned `by ' the City contained in the following list are not necessary to the public use and -are not set aside by State or City laws for public purposes: 1 REGULAR MEETING NOVEMBER 5, 1985 I ADDRESS: DEED NO. 1032 DeMaude 1075 ADOPTED this 5th day of November, 1985. BOARD OF PUBLIC WORKS s/John E. Leszczynski s/Katherine G. Barnard s/Michael L. Vance ATTEST: s/Sandra M. Parmerlee, Clerk APPROVE REQUEST OF WOMEN'S INTERNATIONAL LEAGUE FOR PEACE AND FREEDOM TO ERECT BANNER ACROSS JEFFERSON BOULEVARD In a letter to the Board, Ms. Kathleen Maas Weigert,-17300 Weatherstone Court, Granger, Indiana, on behalf of the local chapter of Women's International League for Peace and Freedom (WILPF), requested permission to erect a banner across Jefferson Street near River Bend Plaza. She advised that the banner will carry the following message: PEACE MUSEUM OF CHICAGO, PEACE FESTIVAL, COLFAX CULTURAL CENTER, NOVEMBER 15, 1985, 7:00 P.M. TO MIDNIGHT. The banner will be 5' by 15' and would be erected on November 8, 1985 and removed on November 16, 1985. Mr. Leszczynski advised that the Bureau of Traffic and Lighting and the Police Department Traffic Division have reviewed this request and recommend approval subject to the bottom of the banner being at least eighteen feet (181) feet from the ground. Therefore, upon a motion made by Ms. Barnard, seconded by Mr. Vance and carried, the recommendation was accepted and the request approved. APPROVE REQUEST TO CLOSE PORTION OF WASHINGTON STREET FOR VETERANS DAY ACTIVITIES - NOVEMBER 11, 1985 Mr. August "Gus" Karacson, General Chairman, St. Joseph County Veterans Commander Council, advised that the Council is conducting a Veterans Day Program on November 11, 1985 beginning at 11:00 a.m. on the Courthouse lawn at the Sailors and Soldiers Monument. Therefore, they are requesting that Washington Street be blocked off between Main Street and Lafayette Street for approximately forty-five (45) minutes during the program. It was noted that in the event of rain, the program will be held either under the canopy of the County -City Building, or in the building. itself. Mr. Leszczynski advised that the Bureau of Traffic and Lighting and the Police Department Traffic Division have reviewed this request and recommend approval. Upon a motion made by Ms. Barnard, seconded by Mr. Vance and carried, the recommendation was accepted and the request approved. REQUEST FOR ESCORT FOR SANTA CLAUS TO DOWNTOWN SOUTH BEND REFERRED In a Memorandum to the Board, Ms. Mikki Dobski, Director, Office of Community Affairs, on behalf of Center City Associates, requested permission to have a fire truck and two police cars escort Santa Claus into Downtown South Bend on Wednesday, November 27, 1985 at 5:00 p.m. The community will be invited to welcome Santa. It was noted that the previously approved Annual Holiday Parade has been cancelled and the arrival of Santa Claus to downtown on November 30th is the only activity planned. Further, Ms. Dobski requested advice from the Police and Traffic Departments as to an approach to River Bend Plaza. Upon a motion REGULAR MEETING NOVEMBER 5, 1985 made by Mr. Leszczynski, seconded above request was referred to the Police Department Traffic Division and recommendation. by Ms. Barnard and carried, the Bureau of Traffic and Lighting, and Fire Department for review APPROVE REQUEST FOR DESIGNATED HANDICAPPED PARKING SPACE AT 226 EAST NAVARRE STREET Mr. Leszczynski advised that the Bureau of Traffic and Lighting and the Police Department Traffic Division have reviewed the request for a designated handicap parking space at 226 East Navarre Street, said request submitted to the Board on September 30, 1985, and recommend approval. Therefore, upon a motion made by Mr. Leszczynski, seconded by Ms. Barnard and carried, the recommendation was accepted and the request approved. APPROVE TRAFFIC CONTROLDEVICES Upon a motion made by Mr. Leszczynski, seconded by Ms. Barnard and carried, the following four (4) traffic control devices were approved: 1. NEW INSTALLATION, NO PARKING - 635-701 L.W.E. (Extension of N/P, New 7-11 Store, L.W.E. & South). 2. REMOVAL OF 2-HOUR PARKING 6A-6P, REVISE TO 30-MINUTE PARKING 6A-6P - 3024-3030 Mishawaka. (For more change over, Req. Q-S-I & River Park T.V.). 3. NEW INSTALLATION, HANDICAP PARKING TOW -AWAY -ZONE - 226 E. Navarre. (Req. by Richard C. Miller - Bronchial Asthma, Ischemic Ulcer, lower extremities). 4. NEW INSTALLATION, NO PARKING SCHOOL DAY-S 8A-4P - 4900 Greenleaf. (Residents Requested - Washington High School Area). Mr. Leszczynski advised that the following four (4) additional traffic control devices relate to the removal of traffic signals that no longer meet warrants. For a period of six (6) months the signals will flash red and amber. After that time period, the signals will be removed and stop signs will be erected. Mr. Leszczynski further advised that public comments regarding these changes will be welcomed. He stated that by removing the signals, the City would save approximately $1,000.00 per year in electricity and maintenance costs. In response to a question from South Bend Tribune Reporter James Wensits, Mr. Leszczynski advised that two (2) of the signals proposed for removal will be returned to the State of Indiana Department of Highways and the two (2) remaining City -owned signals will be utilized at other locations when needed. He further advised that the State of Indiana Department of Highways has been made aware of the above referred to changes as they relate to state highways and have approved of the removal of the traffic signals. Therefore, upon a motion made by Mr. Vance, seconded by Ms. Barnard and carried, the following additional four (4) traffic control devices were approved. 1. REMOVAL OF TRAFFIC SIGNAL, REVISE TO STOP SIGN - Main & Marion. (Signal no longer meets warrants. Will flash Amber for Marion, Red for Main, for six (6) months, then will install Stop Signs for Main). 2. REMOVAL OF TRAFFIC SIGNAL, REVISE TO STOP SIGN - Oakside & Michigan. (Signal no longer meets warrants. Will flash Amber for Michigan, Red for Oakside, for six (6) months, then will install Stop Signs for Oakside). 1 1 REGULAR MEETING NOVEMBER 5, 1985 3. REMOVAL OF TRAFFIC SIGNAL, REVISE TO STOP SIGN - Tutt & Michigan. (Signal no longer meets warrants. Will flash Amber for Michigan, Red for Tutt for six (6) months, then will install Stop Signs for Tutt). 4. REMOVAL OF TRAFFIC SIGNAL, REVISE TO STOP SIGN - Arnold & Western. (Signal no longer meets warrants. Will flash Amber on Western, Red on Arnold for six (6) months, then will install Stop Sign for Arnold). APPROVE CONTRACTOR'S BOND Based on a favorable recommendation from Mr. Melvin Humphrey, Engineering Department, the Contractor's Bond for Ira C. Mast & Son, Inc. was approved effective November 5, 1985. Upon a motion made by Ms. Barnard, seconded by Mr. Vance and carried, the Bond was approved. APPROVE RELEASE OF CONTRACTOR'S BOND Mr. Melvin Humphrey, Engineering Department, recommended that the Contractor's Bond for Donald G. Smith be released effective November 5, 1985. Upon a motion made by Ms. Barnard, seconded by Mr. Vance and carried, the recommendation was accepted and the bond released. FILING OF ENVIRONMENTAL CLEAN-UP OF LOTS REPORT A report from the Department of Code Enforcement indicating a total of ninety-six (96) properties cleaned from October 28, 1985 to November 1, 1985, was submitted. Upon a motion made by Ms. Barnard, seconded by Mr. Leszczynski and carried, the report as submitted was filed. APPROVE CLAIMS Mr. John W. Ferguson, Executive Director, St. Joseph County Job Training Program submitted a list containing one -hundred nineteen (119) claims and recommended approval. Additionally, Deputy City Controller Carol M. Sanders submitted Claim Docket No. 24581 through Claim Docket No. 24904 and recommended approval. Upon a motion made by Mr. Vance, seconded by Ms. Barnard and carried, the claims were approved and the reports as submitted were filed. PRIVILEGE OF THE FLOOR: INQUIRY REGARDING RESURFACING OF PORTAGE AVENUE South Bend Tribune Reporter James Wensits inquired whether or not the City intends to resurface Portage Avenue. Mr. Leszczynski advised that at the present time, there is no plan to resurface the street. Additionally, it is anticipated that the condition of the street surface will correct itself in warmer weather. He further advised that the public driving on the street before it was ready to be driven on was the cause of the problems. Mr. Leszczynski informed Mr. Wensits that it would be spring at the earliest before the City could consider resurfacing the street again. REGULAR MEETING - NOVEMBER 5, 1985 - -