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HomeMy WebLinkAbout10/31/77 Board of Public Works MinutesREGULAR MEETING OCTOBER 31, 1977 A regular meeting of the Board of Public Works was convened at 9:30 a.m, on Monday, October 31, 1977:`by President Patrick M. McMahon, with Mr. McMahon, Mr. Brunner and Mr. Mullen present. Deputy City Attorney Terry A. Crone was also present. MINUTES OF PREVIOUS MEETING APPROVED Mr. McMahon reported that the minutes of the October 24 meeting had been reviewed and he made a motion that they be approved as submitted. Mr. Mullen seconded the motion and it carried. AGENDA ITEM ADDED - LIGHTING SYSTEM CONTRACT FOR CENTURY CENTER Mr. McMahon advised the Board that a report on the review of the Lighting System Contract for Century Center has been submitted but was not received in time to post on the meeting agenda. He made a motion that the Board add to the agenda Item 18-A, the Lighting Contract. Mr. Brunner seconded the motion and it carried. OPENING OF BIDS - GASOLINE AND FUEL OIL This was the date set for receiving bids for the City's requirements for Gasoline and Fuel Oil for 1978. The Clerk tendered proofs of publication of notice in the South Bend Tribune and the Tri- County News and they were found to be sufficient. The following bids were opened and publicly read: Atlantic Richfield Company This Company did not submit a bid on Form 95 as specified but instead submitted a commercial agreement. Mr. McMahon noted that the bid would be rejected because it was not submitted in the form prescribed by the Notice to Bidders. Renco Oil Company Bid was signed by Richard Newman, South Bend, Indiana non -collusion affidavit was in order and a 10% bid bond was submitted. Regular Gasoline - Tank Wagon Delivery .4567 - 120,000 Gallons - $54,804.00 Regular Gasoline - Tank Truck Delivery .4162 - 480,000 Gallons - $199,776.00 Lead Free Gasoline - Tank Truck Delivery .4387 - 600,000 Gallons - $263,220.00 Diesel Fuel #2, Tank Wagon Delivery, .4247 - 130,000 gallons - $,55,211 Diesel Fuel #2, Tank Truck Delivery, .3842 - 130,000 gallons - $49,946 Diesel Fuel, Tank Wagon Delivery, .4720 - 3,000 gallons - $1,422 Murphy -Miles Division Bid was signed by L. D. LaCroix, Amoco Oil Company non -collusion affidavit was in Hillside, Illinois order and a 10% bid bond was submitted. #4 Fuel Oil - 37.858 - 200,000 Gallons - $75, 716.00 Smith -Petroleum, Inc. Bid was signed by Michael Himes, Fort Wayne, Indiana non -collusion affidavit was in order and a 10`7o bid bond was submitted. Regular Gasoline - Truck Transport Delivery .3976 - 480,000 Gallons - $190,848.00 Unleaded Gasoline - Truck Transport Delivery .4206 - 600,000 Gallons - $252,360.00 #2 Diesel Fuel - Truck Transport Delivery .3874 - 130,000 Gallons - $50,362.00 REGULAR MEETING OCTOBER 31. 1977 OPENING OF BIDS - LEASE OR LEASE/PURCHASE, POLICE DEPARTMENT COPIER This was the date set for receiving bids for a Copier for the Police Department. 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: I.B.M. Bid was signed by Shelley L. Wiley, South Bend, Indiana non -collusion affidavit was in order and a 5% bid bond was submitted. Deputy City Attorney Terry A. Crone pointed out that the bid notice requires a 10% bid bond and advised the Board they have the right to determine whether to consider the bid and direct that I.B.M. submit a 10% bid bond. The Clerk was directed to notify I.B.M. that the Board would consider their bid if the required bid bond is submitted to the Board office by Friday, November 4. Bid - I.B.M. Copier III - Purchase Price - $26,680.00 Annual Plan - $843.90 per month - .0116 per copy over 20,000 Lease Plan-.$820,00 per month - .011 per copy over 20,000 Rental Plan - $965.00 per month - .013 per copy over 20,000 Bid - I.B.M. Copier II - Purchase Price - $13,800.00 12 month lease - $232.80 per month, .0184 per copy over 8,000 Rental Plan - $265.00 per month, .021 per copy over 8,000 Local Gov.Lease- $251.75 -er month, .0199 per copy over 8,000 Xerox Cor oration Bid was signed by D. Michel Webb, South Bend, Indiana non -collusion affidavit was in order and a 10% bid bond was submitted. Bid - Xerox 4000 Purchase Price - $14,250.00. Monthly Payment - $250.93 Service 178.67 $429.60 Delivery and Installation Charge 104.00 Bid - Xerox 3107 Purchase Price - $7,885.00. Monthly Payment - $138.85 Service 96.58 $235.43 Delivery and Installation Charge 104.00 St. John's Business Machines Bid was signed by David Kuyers, South Bend, Indiana non -collusion affidavit was in order and a 10% bid bond was submitted. Bid - 1 3M Copier, reconditioned - Purchase Price, $5,695.00 Maintenance per month - $75.00 Copy Cost per copy - .012 1 3M Copier, lease/purchase - $261.80 per month Maintenance included. Copy Cost per copy .012 Purchase price at end of lease - $1.00 Upon motion made by Mr. McMahon, seconded by Mr. Mullen and carried, the bids were referred to the Police Department and the Controller for review and recommendation. REGULAR MEETING OCTOBER 31, 1977 OPENING OF BIDS - SALE OF CITY-014NED PROPERTY This was the date set for receiving bids for the sale of eighteen city -owned lots which have been prepared for sale. 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: 936 Sorin Street. Bid of $509.00 received from Mr.& Mrs. Solomon Simmonds. This was the only bid received. Mr. & Mrs. Simmonds were present and asked whether the lot could be purchased on credit terms. Mr. McMahon noted this had been done in the past when only one offer was received and said the Board would take the matter under consideration. Upon motion made by Mr. McMahon, seconded by Mr. Brunner and carried, the bid and request were referred to the Controller's Office and the Legal Department for review and the drafting of the necessary documents if the Board approves the purchase on credit terms. BID ADVERTISING APPROVED - LEASE OF CETA AUTOMOBILE Elroy Kelzenberger, Director of Employment and Training, advised the Board by memorandum that his department is presently leasing an automobile. A second automobile is needed and entering into a second lease would exceed the $5,000 requirement for bidding. Mr. Kelzenberg requested that the Board advertise for bids for the leasing of one compact car for one year, with an option to renew for a second year. Specifications will be prepared and available to the Board at the time the advertising is placed. Upon motion made by Mr. McMahon, seconded by Mr. Brunner and carried, the Board authorized advertising for bids, with sealed bids to be received on November 14. BIDS•ACCEPTED - ROCK SALT AND CALCIUM CHLORIDE The Board received a recommendation from Street Commissioner Joseph Gawrysiak that the bids of both International Salt Company and Diamond Crystal Salt Company be accepted for rock salt. The bids were identical in the amount of $17.60 per ton. It was noted that the Diamond Crystal Salt Company delivered to the Board on Friday, October 28 a certified check to replace the bid bond submitted with their bid. Mr. Gawrysiak also recommended that the Board accept the bids of both Taylor Transport Ltd. and Orbie of Illiana to supply liquid calcium chloride. The recommendation to accept both bids for both items was made in order to give the Street Department a supplier in the event the low bidder cannot deliver. Mr. McMahon made a motion to accept the bids of International Salt Company and Diamond Crystal Salt Company for rock salt and to accept the bid of Taylor Transport Ltd. as primary bidder for liquid calcium chloride, with Orbie of Illiana accepted as the secondary supplier, with the understanding that orders be placed with Orbie of Illiana only in the event Taylor Transport Ltd. cannot deliver to meet the requirements and that Mr. McMahon is notified if orders are placed with Orbie. Mr. Brunner seconded the motion and it carried. REPORTS ON REQUEST TO REOPEN CAMDEN STREET - REQUEST DENIED The Board had requested reports from various City Departments regarding the request of the New Salem Baptist Church to reopen Camden Street at Western Avenue. The following reports were submitted to the Board; "To: Board of Public Works October 28, 1977 From: Marc Brammer, Real Estate Officer Department of Redevelopment It is the expressed opinion of the Redevelopment staff that this proposal would conflict with the very two -fold purpose of the cul-de-sac site improvements in LaSalle Park; namely, 080 REGULAR MEETING OCTOBER 31, 1977 (1) to enhance the quality of the neighborhood identification as a separate and distinct subdivision within the City of South Bend so that basically only the residents and visitors would use streets with this cul-de-sac arrangement, and (2) to afford the people of this community a greater degree of safety especially the children who inevitably use the streets as playgrounds. Traffic on Western Avenue from LaSalle Park is now forced to use signal lights which has proved to afford a much better control on traffic flow to and from the neighborhood. We hope that present configurations are not in any way disturbed. s/ Marc Brammer Real Estate Officer it "To: Board of Public Works October 28, 1977 From: Bureau of Traffic and Lighting After a discussion with Captain Sweitzer of the South Bend Police Department Traffic Division, it was determined that, both the Traffic Division and the Bureau of Traffic and Lighting are against the reopening of Camden as a thru street north of Western. The street (along with Bendix, Kentucky and Lake) was closed during the "LaSalle Park" renewal program. The reasoning was manyfold: (1) To preserve modern day subdivision development by a. Limiting and thereby controlling traffic access from major arterials. b. Restricting thru traffic flow on the majority of the streets, thereby reducing the unnecessary traffic flow - hopefully making these streets quieter and safer for the residents. C. Of the remaining streets that are open to the project area, three are signalized, which is the obvious location to leave the project to enter the main arterial. (2) By closing the thru traffic flow from the north, accident potentials are reduced. (3) The best utilization of the remaining short section of the street between Western and the alley north and parallel to Western is an area "off-street" parking for the area businesses, which is under construction at this time. s/ Ralph J. Manager Bureau of Lighting Wadzinski. Traffic and m REGULAR MEETING OCTOBER 31, 1977 "To: Board of Public Works October 31, 1977 From: Edward Szymkowiak, Battalion Chief Re: Request to Open Camden. Street In the period of time these streets off of Western Avenue have been closed, the Fire Department has found alternate routes to use to enter into the streets that have been closed. At this time we feel that we have an adequate entrance for the Camden Street fire protection for this is a dead end street on one end. S/ Edward Szymkowiak 71 Mr. McMahon made a motion that the reports received be filed. Mr. Brunner seconded the motion and it carried. Mr. McMahon made a motion to direct the Clerk to notify Rev. Ragland of the New Salem Baptist Church that the Board has received and reviewed the comments of various agencies of the City and, based upon those reports, the Board chooses not to reopen Camden Street. Copies of the reports are to be forwarded to Rev. Ragland. Mr. Brunner seconded the motion and it carried. REPORT - 307 W. CALVERT The Board had requested that an inspection be made of the Scrap Yard at 307 W. Calvert Street, owned by Albert G. Mickelson, after October 21, 1977 to determine whether Mr. Mickelson had complied with the Consent Decree filed in Circuit Court in which he agreed to install a fence to screen the trailer located on the property. The Board received reports from John DeLee, Building Commissioner, and from the Fire Inspection Bureau that inspections indicate the fence has not been installed. Mr. DeLee was present and advised the Board that the columns for the fence have been put in but Mr. Mickelson indicated he could not get the rest of the material by October 21. Mr. Brunner noted that there has been a court suit filed against Mr. Mickelson about this and other matters and the City entered into the Consent Decree which the Legal Department thought was in the best interests of the City in regard to the properties involved. Mr. Brunner made a. motion that Mr. Mickelson be given until the close of business on Tuesday, November 1, 1977 to have the fence installed. If it is not up, the City will proceed to file suit against him a second time. Mr. McMahon seconded the motion and it carried. QUARTERLY REPORT AND REQUEST FOR PAYMENT APPROVED - Y.W.C.A. Peter H. Mullen, City Controller, submitted to the Board the quarterly report of services rendered by the Y.W.C.A. under their contract with the City and a request for a quarterly payment. for services ending September 30, 1977. Upon motion made by Mr. McMahon, seconded by Mr. Brunner and carried, the report was ordered filed and the request for payment was approved and will be forwarded to the City Controller's Office. HOURS OF OPERATION AND ADMISSION FEES FOR DISCOVERY HALL APPROVED Richard Welch, Director of Discovery Hall Museum, submitted to the Board a recommendation for hours of operation and admission fees for Discovery Hall as follows: HOURS OF OPERATION - EXHIBIT HALL - Tuesday -Friday 10:00 - 4:30 Saturday -Sunday 1:00 - 4:00 Closed Monday Library and Office - Monday through Friday - 9:00-5:00 REGULAR MEETING OCTOBER 31, 1977 Admission Fees Adults Children 6-16 Childred Under 6 Senior Citizens 50� 25� No Charge (65 and over) 35C School Groups - No charge to groups from South Bend if arranged prior to tour date. Members of Discovery Hall No Charge. Every Tuesday will be a "free" day. No admission charge will be made. RECOMMENDATION- FABRIC PANELS FOR CENTURY CENTER The Board received a letter from Brian Hedman, Executive Director of Century Center, advising them that the St. Joseph County Hotel - Motel Tax Board will provide the wall hangings for Century Center through a lease agreement. Mr. McMahon said he requested this letter come to the Board since they have received no written letter of intent from the Hotel -Motel Tax Board. Mr. McMahon made a motion that the Board notify the General Drapery Company that their bid for 'fabric panels, in the total amount of $54,775.00, has been accepted subject to final arrangements for funding. Mr. Brunner seconded the motion and it carried. TRAFFIC CONTROL DEVICES APPROVED Ralph J. Wadzinski, Manager of the Bureau of Traffic and Lighting, recommended the approval of the following traffic control devices: A. Installation of a Stop Sign on Northview at Riverside at a previously uncontrolled T intersection. Upon motion made by Mr. McMahon, seconded by Mr. Mullen and carried, the installation was approved. B. Installation of one hour parking on the west side of the 400 block South Liberty Street, the rear of 2902 Western Avenue, to provide turnover of parking for a business place. Upon motion made by Mr. McMahon, seconded by Mr. Brunner and carried the installation was approved. C. Speed Limit 30 M.P.H. on Adams, between Lincolnway West and Hamilton street at the request of residents. Upon motion made by Mr. McMahon, seconded by Mr. Brunner and carried, the installation was approved. D. No Parking at a.bus stop, meters 23 and 25, 400 block West Washington, requested with the concurrence of the South Bend Community School Corporation. Upon motion made by Mr. McMahon, seconded by Mr. Brunner and carried, the installation was approved. SHRINE PARADE APPROVED - NOVEMBER 1 The Board received a report from the Bureau of Traffic and Lighting that the request of the South Bend Shrine Club to hold a parade on Saturday, November 12 had been reviewed with the Police Department Traffic Detail. The _parade is to begin at 12:00 noon at the Scottish Rite Temple on Main Street and proceed south on Main Street to Jeffer- son, east on Jefferson to Century Center. The Club has filed an insurance certificate. Mr. Wadzinski recommended approval of the parade. Upon motion made by Mr. McMahon, seconded by Mr. Brunner and carried, the parade was approved. REGULAR MEETING OCTOBER 31, 1977 RECOMMENDATION FOR STREET LIGHTING APPROVED The Bureau of Traffic and Lighting made,the following recommendation for street lighting: INSTALLATION Century Center 3 50,000L MV $44.94/mo. Washington & St. Joseph 1 20,000L MV 9.90/mo. Vernon, 2 block S. of Bowman 1 7,000L MV 4.80/mo. Leland 2 7,000L MV 9.60/mo. REMOVAL Washington & St. Joseph 1 6,000L INC 4.72/mo. Total Decrease $4.72/mo. Total Increase 64.52/mo. Upon motion made by Mr. McMahon, seconded by Mr. Brunner and carried the recommendation was approved. CONTRACT WITH AUDIO SERVICES APPROVED - CENTURY CENTER A contract with Audio Services Company for a Lighting System for Century Center was reviewed as to legality and form by Deputy City Attorney Edward Mikesell. Mr. Mikesell was present and said this is a legal and binding contract to cover the initial installation and setup of the lighting system at Century Center. Mr. Brunner asked if the contract would exceed $5,000 and Mr. Mikesell said it would not. The total amount of the contract is $4,266.75 and the contract period runs through December 31, 1977. The lighting contract will be bid for 1978. Mr. Mullen asked about the rental of equipment mentioned in the contract. Mr. Mikesell said this is a services contract and includes no rental of equipment. There is no indication at this time that rental equipment will be needed or from whom it would be rented and the City would be under no obligation to rent equipment from Audio Services Company. Mr. Mullen asked if any rental would raise the contract over $5,000. Mr. Mikesell said this contract specifies the services provided and the amount of the contract. He said the services covered in the contract are analogous to Services Personal in the budget and the work requires specialized knowledge. Mr. Brunner asked if the subject matter of this contract is generally bid and Mr. Mikesell said it is not. Mr. Mikesell said the operation and maintenance of the on -going system will be bid next year. Mr. Brunner made a motion that the contract with Audio Services Company be approved. Mr. McMahon seconded the motion and it carried. CONTRACTUAL POWER OF CENTURY CENTER BOARD OF MANAGERS RECOGNIZED Mr. Brunner asked Deputy City Attorney Edward Mikesell to give the Board his opinion regarding the ability of the Century Center Board of Managers to contract for services and other matters. Mr. Mikesell was asked whether the Century Center Board of Managers has the ability to enter into binding contracts for services and other matters which might otherwise come before the Board of Works. Mr. Mikesell said the statute is clear that the Century Center Board of Managers does have the power to contract. It is stated explicitly and emphatically in Section 19-7-18-5-34 that the Board of Managers has the power to enter into contracts to operate the 384 REGULAR 14EETING OCTOBER 31, 1977 building. Mr. Brunner asked Mr. Mikesell if he would recommend that, in the future, all contracts be formulated and approved by the Century Center Board of Managers, without the intervention of the Board of Works. Mr. Mikesell said he was. Mr. McMahon asked Mr. Mikesell if the Board of Works should deal with activities involving appropriation of funds since next year's operating budget is from Revenue Sharing funds, which must be approved by the City Controller's office. Mr. Mikesell said he did not know what system would be used by the Board of Managers for accounting and it would depend on who signed the checks when they pay for services or contracts. Mr. Mullen said it would be his opinion that the Board of Managers would have the power to allocate money subject to the concurrence of the Common Council. Mr. Mikesell agreed that, if the money has been appropriated by the Council, the Century Center Board of Managers has the right to allocate it. Mr. Brunner asked if this would be without the intervention of the Board'of Works and Mr. Mikesell said that it would. Mr. Brunner said the specific contracts should be drafted by the Controller's Office and reviewed by the Legal Department. Mr. Brunner made a motion that the Board direct the Clerk to send a letter to the Century Center Board of Managers giving them this information regarding contracts. Mr. McMahon seconded the motion and it carried. ROSE BOWL PARAGE PROGRAM SALE APPROVED Big Brothers/Big Sisters submitted a request to the Board to sell Rose Bowl Programs on River Bend Plaza on Saturday, December 17 from 10:00 a.m. to 4:00 p.m. The request was recommended favorably by Mary Kay Huszar, Director of River Bend Plaza and the group has received a permit from the Charitable Solicitations Commission. Upon motion made by Mr. McMahon, seconded by Mr. Brunner and carried, the request was approved. PETITION FOR STREET LIGHTS ON LELAND AVENUE FILED A petition, signed by twenty residents the installation of a street light was motion made by Mr. McMahon, seconded by petition was filed and referred to the Lighting for review and recommendation. RIVER BEND PLAZA REQUEST APPROVED of Leland Avenue, requesting submitted to the Board. Upon Mr. Mullen and carried, the Bureau of Traffic and Mary Kay Huszar, Director, River Bend Plaza, submitted to the Board the application of the Traveler's Insurance Company to present a display and demonstration of ski equipment on the P1 aza on November 17 from 11:00 to 3:00 p.m. and her recommendation for approval. Upon motion made by Mr. McMahon, seconded by Mr. Brunner and carried, the application was approved, subject to the filing of a Certificate of Insurance. ADOPTION OF CITY HOLIDAY LIST FOR 1978 A proposed list of holidays for City employees was before the Board for consideration for 1978. The list was as follows: New Year's Day Good Friday Primary Election Day Memorial -Day Monday before Independence Day Independence Day Labor Day General Election Day Veteran's Day Monday, January 2, 1978 Friday, March 24, 1978 Tuesday, May 2, 1978 Monday, May 29, 1978 Monday, July 3, 1978 Tuesday, July 4, 1978 Monday, September 4, 1978 Tuesday, November 7, 1978 Monday, November 13, 1978 REGULAR MEETING OCTOBER 31, 1977 Thanksgiving Day Thursday, November 23, 1978 Friday Following Thanksgiving Friday, November 24, 1978 Friday before Christmas Friday, December 22, 1978 Christmas Day Monday, December 25, 1978 Mr. Mullen suggested that Friday, December 22 be changed to Tuesday, December 26. There was a discussion of this change. Mr. McMahon made a motion that the holiday list be approved as submitted. Mr. Brunner seconded the motion and it carried, with Mr. Mullen voting "No BONDS APPROVED Ray S. Andrysiak, Bureau of Engineering, reported to the Board that he had reviewed bonds submitted by Ira C. Mast & Son and Earl Beron Construction Company and found both bonds were properly executed and could be accepted. Upon motion made by Mr. McMahon, seconded by Mr. Brunner and carried, the Board approved the bonds. CERTIFICATE OF INSURANCE FILED - SOLLITT CONSTRUCTION COMPANY A Certificate of Insurance was filed by the Sollitt Construction Company for work done in the City of South Bend. Upon motion made by Mr. McMahon, seonded by Mr. Brunner and carried, the certificate was ordered filed. STREET LIGHT OUTAGE REPORT FILED The Street Light Outage report for the period October 24 through 28 was received. The report indicated seventy-six outages. The Board also received a copy of a letter from Councilman Walter Kopczynski to the Indiana & Michigan Electric Company pointing out various street light outages. Upon motion made by Mr. . McMahon, seconded by Mr. Brunner and carried, the report and letter were ordered filed. 0 CLAIMS APPROVED Michael L. Vance, Deputy City Controller, submitted to the Board Claim Docket Numbers 18805 through 19371 and recommended their approval. Upon motion made by Mr. McMahon, seconded by Mr. Brunner and carried, the Board approved Claim Docket Numbers 18805 through 19371 and directed that checks for payment be issued. There being motion made the meeting ATTEST: Patricia DeClercq, *ClerVT no further busin by Mr. McMahon, adjourned E ess to come before the Board, upon seconded by Mr. Brunner and carried,