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HomeMy WebLinkAbout05/03/76 Board of Public Works Minutes56, REGULAR MEETING MAY 3, 1976 A regular meeting of the Board of Public Works was convened at 9:30 a.m, on Monday, May 3, 1976 by President Rollin Farrand with Mr. Farrand, Mr. Brunner and Mr. Mullen present. Deputy City Attorney Charles Leone was also present. MINUTES OF PREVIOUS MEETING APPROVED Mr. Mullen reported that the minutes of the previous meeting had been reviewed and he made a motion that the minutes be accepted as submitted. Mr. Farrand seconded the motion. Mr. Brunner noted he had not reviewed the minutes. The motion carried, with Mr. Brunner abstaining. OPENING OF BIDS - BUREAU OF SOLID WASTE CAB A14D CHASSIS This was the date set for receiving bids for one cab and chassis, with a packer bid as an option, for the Bureau of Solid Waste. 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: Shamrock Ford Company The non -collusion affidavit was not South Bend, Indiana notarized, making the bid defective, so it was not read. Upon motion made by Mr. Farrand, seconded by Mr. Mullen and carried, the bid was rejected and the Board authorized the advertising for U new bids on May 7 and 14 with sealed bids to be received on May 17, 1976, according to the specifications in the original bid invitation. OPENING OF BIDS - HOMELAND SECTION TWO SANITARY SEWERS This was the date set for receiving bids for the Homeland Section Two Sanitary Sewers, authorized under Improvement Resolution No. 3415. 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: Marion Hamilton & Son, Inc. South Bend, Indiana Bid - $52,658.30 Associates Sales & Service South Bend, Indiana Bid - $42,092.05 Dye Plumbing & Heating LaPorte, Indiana Bid - $45,713.30 Yates & Associates Rochester, Indiana Bid - $51,354.00 J & R Construction Co. Valparaiso, Indiana Bid - $43,690.60 Bid was signed by Robert H. Hamilton, non -collusion affidavit was in order and a 5% bid bond was submitted. Bid was signed by Earl M. Allison, non -collusion affidavit was in order and a 5% bid bond was submitted. Bid was signed by Harold Bennitt, non -collusion affidavit was in order and a 5Qo bid bond was submitted. Bid was signed by Dennis J. Yates, non -collusion affidavit was in order and a 5% bid bond was submitted. Bid was signed by James Peeler, non -collusion affidavit was in order and a 5'/0 bid bond was submitted. 2 REGULAR TIE, ETING MAY 3, 1976 H. DeWulf Mechanical Contractor Bid was signed by Henry DeWulf, Mishawaka, Indiana non -collusion affidavit was -in order and a 5% bid bond was submitted. Bid - $39,321.00 Upon motion made by Mr. Farrand, seconded by Mr. Brunner and carried, the bids were referred to the Bureau of Design and Administration for review and recommendation. RECOMMENDATION - MODEL CITIES SEWER SEPARATION PROJECT The following recommendation was submitted to the Board following the review of the bids received on the Model.Cities Sewer Separation Project: "Gentlemen: Attached are the following documents for your consideration: 1. Bid tabulation of the bids received for the Model Cities Sewer Separation. 2. Summary of Total Extensions 3. Listing of the bids of the three lowest bidders showing the effect of the deductive credit for combinations of contracts, and 4. A report from Murphy Consultants, Inc. which provides a detailed analysis of the bids. All of the above information was provided by Murphy Consultants, Inc. Based on their low bid of $2,432,186.88 for the combined contracts 1, 2, 3 and 4, we recommend a contract for the Model Cities Sewer Separation Project be awarded to Loitz Brothers Construction Company, 111 South Main Street, Grant Park, Illinois. This recommendation concurs with the recommendation of the Consulting Engineer, Murphy Consultants, Inc. Very truly yours, s/ Rollin E. Farrand, P. E. s/ David A. Wells, P. E. Mr. Wells also submitted to the Board a letter from the Santucci Construction Company, one of the bidders, indicating that there was an error in their bid and asking that they be allowed to amend the bid. Mr. Wells suggested that the Board file the letter from Santucci Construction Company with no further action, since both he and the Consultant recommend that no amendment to the bid be allowed. Mr. Wells noted that in the bid evaluation, bids were compared in regard to base bid dollar amount and the percentage of deductive credits for combination of contracts. In all evalua- tions, Loitz Brothers was the low bidder. He said any bid award should be made subject to approval of the appropriation and concurrence by the Department cf Housing and Urban Development. Upon motion made by Mr. Farrand, seconded by Mr. Mullen and carried, the Board filed the letter from Santucci Construction Company and accepted the low bid of Loitz Brothers Construction Company in the amount of $2,432,186.88 subject to approval of the appropriation of the funds and concurrence b;T the Department of Housing and Urban Development. Upon motion made by Mr. Farrand, seconded by Mr. Brunner and carried, the following Resolution was adopted by the Board: 1 REGULAR 14EETING MAY 3, 1976 RESOLUTION NO.'12 1976 WHEREAS, the City of South Bend received and opened bids for the Model Cities Sewer Separation Project on April 26, 1976; and WHEREAS, examination of the bids submitted showed that the lowest and best bid was that submitted by Loitz Brothers Construction Company of Grant Park, Illinois, NOW, THEREFORE, BE IT RESOLVED that: 1. A contract be awarded to Loitz Brothers Construction Company of Grant Park, Illinois in the amount of their base bid of $2,432,186.88 to cover what was described as "Contract 1, 2, 3 and 4" in the Plans and Specifications; and, 2. That said contract be conditional subject to final approval of the appropriation by the Mayor and the State Tax Board; and 3. That said contract be conditioned subject to concurrence of the contract award by the Department of Housing and Urban Development; and 4. That no alternates be accepted since none was requested or bid. 'C� C Adopted this 3rd day of May, 1976. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Rollin E. Farrand s/ Thomas J. Brunner, Jr. s/ Peter H. Mullen ATTEST: s/ Patricia•DeClercq, Clerk RECOM11ENDATION- MIAMI STREET SIDEWALKS A public hearing was held on Improvement Resolution No. 3427, for the construction of sidewalks on Miami Road from the South property line of Lot 11, Kensington -Farms Subdivision, lst Section, to Jackson Road, on April 26, 1976. A remonstrance petition was filed with the Board at that hearing and the Board took the matter under advisement. Mr. Farrand advised the Board members that the remonstrance petition had been checked by the Bureau of Design and Administration and they indicate that of thirty property owners on the assessment roll, twenty property owners signed the petition remonstrating against the project. The Bureau of Design and Administration recommended to the Board that the Improvement Resolution not be confirmed and transmitted to the Board a letter from Gene Stockdale, Assistant Superintendent for Business Services for the School Corporation, indicating that they are very interested in the sidewalk construction, since these sidewalks would make it possible for the School Corporation to eliminate two bus routes. Upon motion made by Mr. Farrand, seconded by Mr. Mullen and carried, the recommenda- tion of the Bureau of Design and Administration that the resolution not be confirmed -was approved and the letter from the School Corporation was ordered filed and the Bureau of Design and Administration was directed to contact the School Corporation in regard to working out an equitable agreement in regard to the sidewalk construction. BID ADVERTISING APPROVED - BUREAU OF POLICE RADIO TRANSCEIVERS The Board had received a request from Chief Michael Borkowski to advertise for bids for fifteen portable transceivers. Chief Borkowski submitted a letter to the Board advising them that these transceivers are needed because of down time on existing radios, damage and loss of equipment. He said the Department is striving, as a long L REGULAR MEETING MAY 3, 1976 range objective, to have one unit.per man., Criminal Justice funds cannot be used for more than the number ofpersonsworking at one time. Chief Borkowski said the current.budget has $17,000 for additional radios and asked for the Board's favorable action on his request. Mr. Brunner asked Chief Terry if the Department planned to purchase radio transceivers in relation to the number of men on duty. Chief Terry said because of down time, which is approximately 20%, and'upon the recommendation of John Hunt, Director of Communications, that they could cut down on damage and mistreatment of equipment if a transceiver was permanently assigned to an officer, they are trying to increase the number of transceivers. Mr. Brunner said this might be a very costly objective. He asked about L.E.A.A, funding and Chief Terry said L.E.A.A. will not provide funds for transceivers for more than one shift on duty at any one time. Mr. Brunner said they must have some rationale for that position and it might be correct. Mr. Mullen asked how many transceivers are charged up at one time and Chief Terry said the batteries can be charged separately but there have been problems with the in -car charges. Mr. Farrand made a motion that the Board approve Chief Borkowski's request and advertise for bids for fifteen portable transceivers, with sealed bids to be received on Monday, May 17, 1976. The motion was seconded by Mr. Mullen and carried. MECHANICAL #675 TRANSFERRED FROM POLICE DEPARTMENT TO. WATER WORKS The Board received a letter. from Chief Michael Borkowski advising them that Police Vehicle Mechanical #675 has been transferred to the Water Works and should be removed from their'vehicle list. Upon motion made by Mr. Farrand, seconded by Mr. Mullen and carried, the Board filed the letter. NOTIFICATION OF FIRE DEPARTMENT PARTICIPATION IN LITTLE LEAGUE PARADE The Board received notification from Chief Robert L. Snider that the Fire Department received a request from the Maurice Matthys Little League and will provide one car and fire truck for their opening day parade on May 15, 1976. Upon motion made by Mr. Farrand, seconded by Mr. Brunner and carried, the notification was ordered filed. REQUEST FOR PARADE - CHET WAGGONER LITTLE LEAGUE The Board received a request from the Chet Waggoner Little League to hold a parade on May 22. A proposed route was submitted and insurance coverage is being provided. Upon motion made by Mr. Farrand., seconded by Mr. Brunner and carried, the request was referred to the Bureau of Traffic and Lighting for review and coordination with the Police Department Traffic Detail. REQUEST TO HOLD FELLOWSHIP SERVICES LA SALLE PARK The Board received a request from Debra Cheaton representing the Youth Corps of the Church of Believers'of God in Christ to hold public services at LaSalle Park beginning June 5. The request will be forwarded to the Park Department for their consideration. BID ADVERTISING APPROVED - BUREAU OF STREETS TRUCK John Baumgartner, Assistant Street Commissioner, requested that the Board advertise for bids for a heavy duty truck for the Bureau of Streets. Detailed specifications will be provided. Mr. Baumgartner said the department needs this vehicle for street maintenance and repair work where cuts are made and concrete is needed. Mr. Mullen asked if this purchase is budgeted. Mr. Farrand said it is planned to request an additional appropriation from the Motor Vehicle Highway Fund for this truck. Upon motion made by Mr. Farrand, seconded by Mr. Mullen and carried, the request was approved and sealed bids will be received on May 17, 1976. [1 287 REGULAR PIEETING 14AY 3, 1976 BID AWARDED - BUREAU OF STREETS TRUCKS The Board received a recommendation from John Baumgartner, Assistant Street Commissioner, that the Board accept the low bid of Michiaaa Mack, Inc. for two tandem axle trucks with hydraulic systems and spreaders. Upon motion made by Mr. Farrand, seconded by Mr. Brunner and carried, the recommendation was approved and the Board accepted the low bid of Michiana Mack, Inc, for two tandem axle trucks, with hydraulic systems and spreaders, at a net bid price of $56,836.00. RIVER BEND PLAZA REQUESTS APPROVED Douglas Simpson, Director of River Bend Plaza, submitted to the Board the following requests with his favorable recommendation: 1. A Go Cart Race to be held on Saturday, June 26. Mr. Simpson advised the Board that he is recommending that the event be held in the depressed parking area across from Wyman's and said he was aware that sufficient liability coverage would be needed. Mr. Brunner asked if proper security measures will be taken. Mr, Simpson said the group plans to provide bales of hay and tire barriers to mark off the area of the race. Mr. Mullen said he was concerned with proper spectator control so there would be no injuries. Mr. Simpson said he was sure this could be handled. Upon motion made by Mr. Farrand, seconded by Mr. Mullen and carried, the Board approved the Go Cart Race subject to negotiation by Mr. Simpson of the necessary liability insurance and proper security and spectator control arrangements. 2. Blossomtime Queen on Plaza on May 6. Mr. Farrand made a motion to approve, seconded by Mr. Brunner and carried. 3. Children's Play on the Plaza on P-lay 8. Mr. Farrande made a motion to approve the Children's Play, seconded by Mr. Brunner and carried. AMERICAN CANCER SOCIETY SOLICITATION APPROVED Mr. Farrand noted that a request had been -received from the American Cancer Society to conduct a fund solicitation on May 15 at various intersections, listed as follows: 1. Angela & Michigan; 2. Ireland & Miami; 3. Logan & McKinley; 4. Ireland & Michigan; 5. Eddy &, Angela; 6. Edison & Ironwood; 7. Northside & Sample; 8. Ironwood &. Pleasant; 9. Ironwood & Mishawaka Ave.; 10. Monroe & Michigan and 11. Ironwood and S. R. #23. Mr. Farrand made a motion that the Board approve the request, with the understanding that the action of the Board will not in any way assure State Highway approval of those intersections which are on State Highways and that it will be the responsibility of the American Cancer Society to secure approval from the State Highway Department for those intersections which they control. Mr. Mullen seconded the motion and it carried. BONDS APPROVED Ray S. Andrysiak, Bureau of Engineering, reported to the Board that the Excavation Bond of 0. J. Shoemaker, Inc. and the Contractor's Bond of Sam Doi have been properly executed and can be approved. Upon motion made by Mr. Farrand, seconded by Mr. Brunner and carried, the bond of 0. J. Shoemaker, Inc. to 12/31/76 and of Sam Doi to 5/7/77 were approved. BOND RELEASED - DONALD 0. MORRIS Ray S. Andrysiak, Bureau of Engineering, reported to the Board that a request has been received for the release of the bond of Donald 0. MOrris. Mr. Andrysiak reviewed the request and advised that the bond could be released. Upon motion made by Mr. Farrand, seconded by Mr. Brunner and carried, the bond of Donald 0. Morris was released, effective May 3, 1976. REGULAR MEETING MAY 3, 1976 STREET LIGHT OUTAGE REPORT FILED: The Street Light Outage Report for the period of April 26 through 30 was received. The report indicated six outages. Upon motion made by Mr. Farrand, seconded by Mr. Brunner and carried, the report was ordered filed. CAR WASH BIDS REJECTED AND READVERTISING APPROVED The Board opened bids for car washes for city vehicles on April 26. Two bids were received. Mr. Farrand said, in reviewing the bids with James Meehan, Bureau of Vehicle Maintenance and others, it was determined that the Board desired to open the bidding to more bidders. Upon motion made by Mr. Farrand, seconded by Mr. Mullen and carried, the Board rejected the bids and authorized readvertising for bids, with sealed bids to be received on May 17. TIRE REPAIR BIDS REJECTED AND READVERTISING APPROVED The Board opened bids for tire repairs for city vehicles on April 26. Mr. Farrand noted that only one bid was received. The matter was reviewed with James Meehan, Bureau of Vehicle Maintenance, and it was felt that an attempt should be made to secure more bids. Upon motion made by Mr. Farrand, seconded by Mr. Brunner and carried, the bid was rejected and the Board authorized readvertising for bids, with sealed bids to be received on Ilay 17. RECOPRZENDATION FROM CITY CONTROLLER RE: PARKING RATES The report of the Parking Study Commission was taken under advise- ment by the Board. The following letter was submitted to the Board: "BOARD OF PUBLIC WORKS Subject: Recommendations from the South Bend Parking Facilities Study Commission Members of the Board: After reviewing the recommendations submitted to Mayor Nemeth's office by Mr. Al Bloomquist, Chairman of the South Bend Parking Study Commission, there are several points I would like to make, as well as recommendations to the Board. It is my feeling that the Parking Study Commission did an outstanding job faced with the complex issues of downtown parking. I can appreciate the significant variable factors that have interplayed on their decisions. I realize the Commission has met often and has diligently studied all facets of these variables. I am particularly impressed with the marketing concept they have recommended be employed in the garages. This concept is one that has been ignored in the past. Surprisingly, the marketing concept could have been greatly utilized insofar as the municipal garage hourly rates were the least expensive of any of the garages in the City. In regard to their recommendations there are several areas that must be addressed at this time. I find them inovative as well as rational, but there is the -fiscal impact to the City's financial situation that must be addressed as the primary interest. There are, as a result, several areas that must be discussed. L. The monthly rates on the flat lots be raised as recommended on a discriminatory basis. However, I recommend that we raise the Main at Colfax lot to $13 per month and the Michigan at Western lot to $12 per month. REGULAR 14EETING MAY 3, 1976 289 2. We should not allow the Jefferson Street garage number of monthly parkers to be reduced through attrition, but rather kept at the present rate of 240. 3.. The monthly rate at the Jefferson Street garage be raised to $24 per month. 4. It is my.recommendation that the entire Jefferson Street garage be leased at $24 per month, rather than having a differential rate of a lesser amount on the roof level. 5. That there be no "one month free parking" at the Colfax garage for those parkers at the Jefferson Street garage or the flat lots who make the decisioneto,move to the Colfax Street garage. 6. That,the hourly rates be left exactly as originally submitted by the Board of Works to the Council, that is: .35 for the first hour 150 for the first to second hour, .75 for the second to third hour, .95 for the third to fourth hour, 1.10 for the fourth to fifth hour, 1.25 for the fifth to sixth hour, 1.40' for the sixth to seventh hour, 1.50 for the seventh to eighth hour, and for the rest of the day. We thank the Commission for their recommendations, and we appreciate their diligent work in arriving at said recommendations. However, we feel that the fiscal impact to the City must be addressed primarily and that these recommendations from myself to the Board will assuredly bring us additional revenues. Sincerely, s/ Peter H. Mullen Controller m Allan Bloomquist, member of the Parking Study Commission, was present. Mr. Bloomquist said the Commission has not met since receiving Mr. Mullen's letter but will meet on Thursday. Mr. Bloomquist said the Commission is a broadly based group, with diversified viewpoints. Their recommendation is going to be a compromise. Mr. Bloomquist said none of Mr. Mullen's recommendations emphasize the aspect of achieving a strong and immediate fiscal impact for the City. The recommendations of the Study Commission do. The Study Commission is placing a great deal of emphasis on the importance of parking as it affects the growth of the tax base in the downtown, the ability to attract and retain office workers in the downtown as well as to attract and retain retailers. Mr. Bloomquist said on certain facets the Study Commission and Mr. Mullen are in agreement. He said every day that the Colfax garage operates at half capacity is an opportunity lost, Mr. Bloomquist said it is important that rates established be competitive enough so that parkers do not go to the privately operated lots. Mr. Mullen said consideration had to be given_to the administrative burden that would result from having eight or nine different rates. He said, with this recommended change in rates, they do not anticipate they will be able to reduce the arrearage in the garages by more than $16,000 for the last six months of the year. Mr. Mullen said he has heard from the Secretary of the agency handling the City bonds that the bonds are being traded. The City will be required to provide an audit report. Mr. Brunner asked Mr. Bloomquist if the Study Commission's recommendations were unanimous. Mr. Bloomquist said he did not have the commission records with him but it was his recollection that the recommendation on the REGULAR MEETING MAY 3, 1976 flat lots was unanimous and that on the monthly rate for the Jefferson Street garage there was some support for a monthly rate.of $25.00 and some for $24.00, with unanimous support for a monthly rate of $23.00. Tyr. Mullen noted that on December 31, 1975, the City paid $14,000 for a parking garage study that was commissioned in 1973 and that came out of parking garage funds, Mr. Mullen made a motion that the Board approve his recommendations and submit them by resolution to the Common Council for approval. Mr. Farrand seconded the motion and it was carried. Mr. Farrand expressed the thanks of the Board to Mr. Bloomquist and the members of the Parking Study Commission. REQUEST FROM ZOOLOGICAL SOCIETY FOR. WAGON TRAINS The Board received a request from Hank Bauer of the Zoological Society for traffic control for the Indiana Wagon Train coming in to South Bend on May 11 from Lakeville via U. S. 31 South at 2:00 p.m. and for the National Wagon Train coming in from New Carlisle on May 13 via U. S. 20 either at 3:00 p.m. or after 6:00 p.m. The Society also requested permission to conduct buggy rides from Potawatomi Park to the river on May 11, 12 and 13. The Zoological Society is providing liability insurance coverage. It was noted that the Police Department Traffic Detail and the Bureau of Traffic and Lighting have had a preliminary meeting with sponsors of the event and have recommended that the wagons not enter South Bend during peak: traffic periods. Upon motion made by Mr. Farrand, seconded by Mr. Brunner and carried, the Board referred the requests to the Bureau of Traffic and Lighting for review and coordination with the Police Department Traffic Detail and a report back to the Board. The Clerk was asked to obtain verification from the Park Department that approval has been given for the use of park property while the wagon trains are in South Bend. REQUEST FOR OPEN AIR STAND RECEIVED R. D. Griffin was present and advised the Board that he has leased property from Conrail at the.corner of Olive and Sample Street on the railroad right-of-way to operate a produce stand. The Board advised Mr. Griffin that if he would complete the necessary Open Air Stand application, the Board would act upon his request. - There being no further business to come before the Board, upon motion made by Mr. Farrand, seconded by Mr. Brunner and carried, the meeting adjourned at 11:15 a.m. 7aL- Patricia DeClercq, C erk