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HomeMy WebLinkAbout01/04/82 Board of Public Works MinutesREGULAR MEETING JANUARY 4, 1982 E The regular meeti 9 : 40 a.m., on Mor. Leszczynski, wits Joseph E. Kernan James A. Masters. ng of the Board of Public Works was convened at day, January 4, 1982, by President John E. Mr. Leszczynski, Mr. Richard L. Hill and Mr. present. Also present was Deputy City Attorney MINUTES OF PREVIOUS MEETING APPROVED Upon a motion made by Mr. Kernan, seconded by Mr. Leszczynski and carried, the minutes of the December 28,. 1981, regular meeting of the Board were approved as submitted. OPENING OF BIDS - SALE OF ABANDONED VEHICLES This was the date set for receiving and opening sealed bids for the sale of 14 abandoned vehicles, 10 of which are valued at over $100. All vehicles have been impounded and stored at Steve and Gene's Impoundment Lot at 3109 South Gertrude Street for the required period of time, identification checks were run for auto theft, and the owners and lien holders were notified. 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: Vehicle Opel Cadet Ford Torino (red) Rambler Rebel Buick Regal Ford Torino Chevrolet Chevelle Ford Country Squire Station Wagon Plymouth Belvedere Dodge Polara Chevrolet Wagon Ford Galaxie Ford Pinto Semi -trailer Mercedes Benz Steve and Gene's 3109 S. Gertrude South Bend, Ind. $27.75 46.75 46.75 52.75 52.75 52.75 52.75 46.75 52.75 46.75 46.75 35.75 55.75 35.75 Hurwich Iron Co. 1610 Circle Ave. South Bend, Ind. $22.75 43.25 43.25 45.25 43.25 45.25 45.25 22.75 43.25 43.25 22.75 10.00 -0- 48.25 Rev. K. Drapinski 103 S. Eddy South Bend, Ind. $110.00 Upon a motion made by Mr. Leszczynski, seconded by Mr. Kernan and carried, the high bids of Steve and Gene's for Vehicles No. 1 through 13, and the high bid of Reverend Drapinski for Vehicle No. 14, were awarded. OPENING OF BIDS - DATA PROCESSING SERVICES AND/OR SYSTEMS This was the date set for receiving sealed bids for data processing services and/or systems for the Police Department, Utilities and general accounting and financial services for the city. 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: On -Line Data, Inc. Bid was signed by Stephen A. 226 N. Ironwood VanOoteghem, non-collusion.affidavit Mishawaka, Ind. was in order, and a cashier's check in the amount of $11,187.60 was submitted. $111,876.00 Electronic data processing services - Utility Department 1'70 REGULAR MEETING Honeywell Information Systems 310 West McKinley, Suite 320 Mishawaka,'Ind. Install Honeywell Mini -Computer Annual maintenance Software maintenance Initial license fees Terminal equipment: Purchase price Annual maintenance Three-year installment purchase Five-year installment purchase Sperry Univac 3500 DePauw Blvd. Suite 3020 Indianapolis, Ind. JANUARY 4, 1982 Bid was signed by Paul C. Hartwigsen, non -collusion affidavit was'in order, and a 10% bid bond was submitted. at Police Department $143,230.00 8,643.00 5,867.00 39,893.00 35,500.00 5,020.00 price: $7,220.00/mo. price: 4,804.00/mo. Computer system - Police Department Purchase (net purchase price) Monthly charges Three-year lease: Total monthly lease One-time charges Five-year lease: Total monthly lease One-time charges Sperry Univac 3500 DePauw Blvd. Suite 3020 Indianapolis, Ind. Computer system - Accounting Purchase (net purchase price) Monthly charges Three-year lease: Total monthly lease One-time charges Five-year lease: Total monthly lease One-time charges Network Computing Corporation 5301 77 Center Drive Charlotte, North Carolina Bid was signed by C. G. Austin, non -collusion affidavit was in order, and a 10% bid bond was submitted. $212,811.00 1,433.00 $ 7,079.00 34,899.00 5,520.00 34,899.00 Bid was signed by C. G. Austin, non -collusion affidavit was in order, and a 10% bid bond was submitted. and Financial $251,143.00 1,861.00 $ 8,338.00 33,537.00 6,839.00 33,537.00 Bid was signed by Robert C. Harding, non -collusion affidavit was in order, and a cashier's check in the amount of $997.30 was submitted. NCC Computer system - Utility Department Monthly costs (1-12 months) $ 6,921.00 (13-24 months) 7,596.00 (25-36 months) 8,336.00 Three-year period total: $274,236.00 Monthly costs (37-48 months) $ 9,148.00 (49-60 months) 9,973.00 Five-year period total: 503,688.00 It was noted that the price listed on the official bid proposal form was in the amount of $997.30. Upon a motion made by Mr. Kernan, seconded by Mr. Hill and carried, the amounts as listed above which appear in the Bid Summary were accepted as the official bid figures since it was apparent a clerical error had been on the official bid form. 1 171 REGULAR MEETING Simcon Incorporated 7655 Old Springhouse Road Westgate Research Park McLean, Virginia Automatic Data Processing System Outright purchase Data conversion (optional) Lease/purchase: (36 months) $4,970/mo. = (60 months) 3,380/mo. = Manatron, Inc. 2970 South 9th St. Kalamazoo, Michigan JANUARY 4, 1982 Bid was signed by Donald H. Stromberg, non -collusion affidavit was in order, and a 10% bid bond was submitted. - Police Department $255,619.00 22,750.00 $178,920.00 202,804.00 Bid was signed by Randall Peat, non - collusion affidavit was in order, and a 10% bid bond was submitted. Computer system - Utility Department B1910 Computer System $ 87,000.00 Maintenance: $600.00/mo. Terminals 18,877.50 Maintenance: $182.52/mo. Operating System software: (� $8,250.00 one-time 1,568.00 yearly 275.00 per month Comprehensive utility billing software: Purchase $68,000.00 Monthly license fee $1,888.00 On -site training and support 14,600.00 Training school 735.00 Estimated shipping 885.00 Lease or installment options available. X-Cel III, Inc. Bid was signed by Robert H. Brichly, 1540 West 6th Street non -collusion affidavit was in order, Mishawaka, Ind. and a 10% bid bond was submitted. Data processing system - Police Department $212,730.00 X-Cel III, Inc. Bid was signed by Robert H. Brichly, 1540 West 6th Street non -collusion affidavit was in order, Mishawaka, Ind. and a 10`/o bid bond was submitted. Computer system - Accounting and.Financial $118,630.00 'Xerox Computer Services Bid was signed by J. A. Grow, and 935 Oaklawn Avenue a cashier's check in the amount of Elmhurst, Illinois $995.90 was submitted. Data processing - Accounting and Financial Total processing and equipment - lst year $ 9,959.00/mo. 3rd year 10,537.00/mo. 5th year 11,001.00/mo. One-time costs: Telephone line installation $ 510.00 Terminal installation 1,300.00 Start-up fee 8,512.00 Xerox Computer Services Bid was signed by J. A. Grow, and 935 Oaklawn Avenue a cashier's check in the amount of Elmhurst, Illinois $951.80 was submitted. Data processing - Utility Department Total processing, terminals and equip. lst year $ 9,518.00/mo. 3rd year 9,838.00/mo. One-time costs: 5th year 10,156.00/mo. Telephone line installation 1 780.00 Terminal installation 1,700.00 Start-up fee 6,958.00 1'72 REGULAR MEETING JANUARY 4. 1982 NCR Corporation 1920 E. McKinley Mishawaka, Ind. Bid was signed by A.J.R. Oosthuizen, non -collusion affidavit was in order, and a 10% bid bond was submitted. Computer Hardware Investment - Police Department Total Price: $212,805.38 Annual Maintenance: 16,787.00 Moore Data Systems, Inc. Bid was signed by Harley L. P. 0. Box 3616 Moore, non -collusion affidavit Baton Rouge, Louisiana was in order, and a cashier's check in the amount of $8,250.00 was submitted. NCR Information System Software - Police Department $ 82Y500.00 Interface programming (estimated) 15,000.00 Infocomp Systems, Inc. 2340 Robinson Street, Suite 110 Colorado Springs, Colorado Bid was signed by Kary Dulf, non -collusion affidavit was in order, and a 10% bid bond was submitted. Turnkey Computer System - Accounting and Financial $229,898.00 Infocomp Systems, Inc. 2340 Robinson Street, Suite 110 Colorado Springs, Colorado Bid was signed by Kary Dulf, non -collusion affidavit was order, and a 10% bid bond was submitted. Turnkey Satellite System - Utility Department $ 86,535.00 Anacomp, Inc. Bid was signed by Michael B. P. 0. Box 40888 Henning, non -collusion affidavit Indianapolis, Ind. was in order, and a 10% bid bond was submitted. Computer System - Police Department South Bend Community School Corp 635 South Main Street South Bend, Ind. $200,060.00 Bid was signed by Hollis E. Hughes, Jr., non -collusion affidavit was in order, and a 10% bid bond was submitted. On -Line application system - Accounting and Financial Software and installation: (general ledger, budgetary) Monthly processing: 8(,N per account (purchase orders, accounts payable) Monthly processing: 40(,% per check or purchase order Software and installation: (Payroll, personnel) Monthly processing: 60� per check Software and installation: (licensing) Monthly processing: 75(,� per license Purchase price: Monthly maintenance: Three-year monthly lease: South Bend Community School Corp 635 South Main Street South Bend, Ind. Application System - Utility Department Software and installation: Monthly processing: 18� per account Total purchase: (equipment) Lease/purchase: (36 months) Communication equipment: Lease $21,000.00 21,000.00 3,000.00 29,005.00 389.00 1,120.00 Bid was signed by Hollis E. Hughes, Jr., non -collusion affidavit was in order, and a 10% bid bond was submitted. $ 19,500.00 12,000.00 415.00 1,244.00/mo. C 0 173 REGULAR MEETING JANUARY 4, 1982 Application System - Police Department Phase II software $ 15,000.00 On -going monthly costs 9,000.00 Purchase price: hardware 60,490.00 Monthly maintenance: 606.00 36-month rental: 2,251.00 Mr. Masters indicated that a few bids which were received were not signed in the appropriate place or were not signed by a .person who was a corporate officer. He stated that these discrepancies were not considered fatal defects and, therefore, the bids were not rejected outright. However, he cautioned that, before any bids were awarded, any of these discrepancies would need to be clarified and all documentation in order. Upon a motion made by Mr. Leszczynski, seconded by Mr. Kernan and carried, the above bids were referred to Crowe Chizek and Company, the City Controller and Dr. Richard Metzcus, Professor at Indiana University at South Bend, for review and recommendation. Mr. Kernan stated that the city would be working with representatives of Crowe Chizek and Dr. Metzcu,s and a recommendation concerning a bid award would hopefully be forthcoming by March 15, 1982. He thanked all those who bid on the computer work and stated that (� he was impressed with the volume of materials compiled by the various firms in submitting their proposals. Q It was noted that, in response to the invitation to bid which was mailed by the city to over 30 firms, correspondence was received from Burroughs Corporation indicating that the firm would not respond to three separate bids within a single organization because it felt the best interests of the city would not be met. It was suggested by Burroughs that the city begin an evaluation of an in-house, integrated systems approach to its data processing needs. Correspondence was also received from Honeywell Informa- tion Systems indicating that it would not.bid on the accounting and financial package because of the single purpose needs requested and the fact that Honeywell did not, at this time, have application software specifically tailored to the city's specifications. It was noted that Honeywell had submitted a bid on the police package. Other letters from firms declining to bid were received from Computer Management Systems, 6610 N. Shadeland Avenue, Indianapolis, Indiana; National Computer Communications Corporation, 4000 Executive Park Drive, Cincinnati, Ohio; Honeywell and X-Cel III (on the utility package). APPROVE CHANGE ORDER NO. 6 - KOONTZ-WAGNER ELECTRIC (1ST BANK CENTER) Change Order No. 6 in the amount of an increase of $3,590.00 for installation of emergency lighting in the atrium portion of First Bank Center was submitted by Koontz -Wagner Electric for work done on its Contract No. 120. It was noted that the construction manager, architect and Patrick McMahon had reviewed the change order and had found it to be in order. Upon a motion made by Mr. Leszczynski, seconded by Mr. Kernan and carried, the Change Order was approved. APPROVE EXTENSION OF LEASE OF PROPERTY - 1618 SOUTH MAIN STREET (POLICE SUBSTATION) Upon a motion made by Mr. Kernan, seconded by Mr. Hill and carried, a two -week extension to January 15, 1982, of the ci<ty's lease with Mr. Robert Miller for lease of a building at 1618 South Main Street for use as a police substation was approved. On December 28, 1981, the Board approved a lease with Glen Seely for lease of his facility on South Michigan Street for the new police substation since the facility on South Maim Street was not adequate. It was felt the department would need approximately two -more weeks in which to remove all equipment from the Main Street site and transfer to the Seely property on South Michigan. 1'74 REGULAR MEETING JANUARY 4, 1982 APPROVE CONTRACT - HUMANE SOCIETY OF ST. JOSEPH COUNTY A contract for the calendar year 1982 was submitted.for Board approval with the Humane Society of St. Joseph County for animal control and shelter services at a cost of $125,000.00. The contract stipulated that the city pay to the Humane Society in monthly installments the sum of $10,416.66, with a final payment of $10,416.74, for services rendered. Mr. Kernan noted that a condition of the contract provided that, should city budget cuts become necessary in areas funded through property taxes due to a reduction in property tax revenues, the contract could be renegotiated following a thirty - day notice given by the city to the Humane Society. Upon a motion made by Mr. Kernan, seconded by Mr. Leszczynski and carried, the contract was approved. APPROVE AMENDMENT NO. 4 TO CONSULTING AGREEMENT (RAYMOND S. ANDRYSIAK) Upon a motion made by Mr. Kernan, seconded by Mr. Hill and carried, Amendment No. 4 to the city's consulting agreement with Raymond S. Andrysiak was approved. The amendment provided for the payment to Mr. Andrysiak of $13.50 per hour for consulting services rendered, in a total amount not to exceed $1,340.00 for the calendar year 1982. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Kernan, seconded by Mr. Leszczynski and carried, the following traffic control devices as recommended by the Bureau of Traffic and Lighting were approved: Install 30 Minute Parking 6 AM - 6 PM: 621 East LaSalle Revise to No Parking: 3605 Mishawaka Avenue APPROVE ENVIRONMENTAL CLEAN-UP OF LOTS A request was received from the Neighborhood Code Enforcement Office for permission to have city environmental crews clean the following lots within the city: 308 S. Chapin 506 N. Cushing 714-716 Cushing 2105 S. Gertrude 2121 S. Gertrude 912 W. Jefferson 1508 S. Leer 1302 S. Michigan 812 2 Napier 319 S. Notre Dame 709 Rex 616 Sherman 706 Sherman 738 S. 33rd 215 W. Garst 122 N. St. Louis It was noted that property owners had been advised to clean up the above lots and had failed to comply. Upon a motion made by Mr. Leszczynski, seconded by Mr. Kernan and carried, the request was approved. APPROVE EXCAVATION BOND - EDWARD J. WHITE. INC. Mr. Ray S. Andrysiak, P.E., recommended approval of the Excavation Bond of Edward J. White, Inc. Upon a motion made by Mr. Leszczynski, seconded by Mr. Kernan and carried, the bond was approved. APPROVE HANDICAPPED PARKING PERMITS Upon a motion made by Mr. Leszczynski, seconded by Mr. Kernan and carried, the following harrd.icapped parking permits were approved - and referred to the Deputy Controller's Office ,for issuance: Jack A. Benedict, 1021 Canterbury, S.B. Leon Kajzer, 201 N. Le Blvd. De La Paix, Apt. 2704, S.B. Burge Munson, 941 S. 34th, S.B.- Dorothy Millbern, 734 Park Ave., S.B. Dolores Rey Latkowski, 3021 Prast Blvd., S.B. r•. REGULAR MEETING JANUARY 4, 1982 175 Mary Sue Clendenning, 1704 Maplehurst, Mish. Pearl L. Reed, 526 W. Colfax, S.B. Annabelle M. Brehmer, 609 N. Lafayette, S.B. Francis Minder, 52620 Forestbrook Ave., S.B. Anna M. Doyle, 1230 E. Fairington, Apt. 108, S.B. Evelyn A. Harman, 926 Altgeld, S.B. Ruth Lehman, 2444 Bow Ct., S.B. Dale M. Riedel, 1311 S. 33rd, S.B. Jill S. Burgeson, 1610 Fassnacht, S.B. Noble Simmons, Jr., 3313 Northside, S.B. Janice L. Raybuck,,1310 Catherwood, S.B. Roy 11. Kauffman, 52995 Highlands Dr., S.B. Seymour Morris, 1922 Churchill Dr., S.B. FILING OF CERTIFICATES OF INSURANCE Upon a motion made by Mr. Leszczynski, seconded by Mr. Kernan and carried, the following certificates of insurance were filed: 0) Edward J. White, Inc. Ideal Consolidated Cole Associates Hurwich Iron Company Arrow Services Dye Plumbing & Heating (29 APPROVAL OF CLAIMS Mr. Elroy J. Kelzenberg, Director of the Michiana Area CETA Consortium, submitted P. 0. No. 324 through 339 and the following claims and recommended approval: Indiana University $2,876.88 Indiana Vocational Technical College 8,072.34 Upon a motion made by Mr. Leszczynski, seconded by Mr. Kernan and carried, the claims were approved. There being no further business to come before the Board, upon a motion made by Mr. Leszczynski, seconded by Mr. Kernan and carried, the meeting was adjourned at 11:10 a.m. n E. Leszcz s i -Richard L Hill Olt Z' Jose E. Kernan ATTEST: Barbara J. Byers, CXbrk