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HomeMy WebLinkAbout05/13/74 Board of Public Works Minutesf REGULAR MEETING MAY 13, 1974 A regular meeting of the Board of Public Works was convened at 9:30 a.m. on Monday, May 13, 1974 with all members present. City Attorney James A. Roemer was also present. Minutes of the previous meeting were reviewed and approved. OPENING OF BIDS CONSTRUCTION OF FIRE STATION #4 This was the date set for receiving bids for the construction of the new Fire Station 04. 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: Aulm Construction Company Bid was signed by Russell Aulm, non -collusion affidavit was in order and a 5% bid bond accompanied the bid. Bid - $284,271.00 Carl J. Reinke & Sons, Inc. Bid was signed by Harold G. Reinke, non -collusion affidavit was in order, and a 5% bid bond accompanied the bid. Base Bid for Building Only - $237,000.00 Bid - Including all Alternates - $333,400.00 Upon motion made, seconded and carried, the bids were referred to the Bureau of Engineering for review and recommendation. OPENING OF BIDS - BUREAU OF STREETS LEAF COLLECTION BOXES This was the date set for receiving bids for eight leaf collection boxes for the Bureau of Streets. The Clerk tendered proofs of publica- tion in the South Bend Tribune and the Tri-County News which were found to be sufficient. The following bids were opened and publicly read: Eckler-Lahey Lumber Company Bid was signed by James H. Lahey, non -collusion affidavit was in order and a certified check accompanied the bid. Bid - $7,434.00 Mr. Decker, Director, Division of Transportation, was present and reviewed the bid. It was his recommendation that the bid be accepted. Upon motion made, seconded and carried, the Board awarded the bid to the Eckler-Lahey Lumber Company on their low bid of $7,434.00, subject to Common Council approval of the funds. OPENING OF BIDS - POLICE PORTABLE COMMUNICATION SYSTEM This was the date set for receiving bids for the Bureau of Police Portable Communications System. The Clerk tendered proofs of publica- tion in the South Bend Tribune and the Tri-County News which,were found to be sufficient. The following bids were opened and publicly read: General Electric Corporation Bid was signed by D. E. King, non -collusion affidavit was in order and a.10% bid bond accompanied the bid. Bid - $83,238.80 Optional: Installation and one year maintenance of tape recorder - $876.00 1 REGULAR MEETING MAY 13, 1974 Motorola C & E, Inc. Bid was signed by Samuel W. Edson, non -collusion affidavit was in order and a 10% bid bond accompanied the bid. Bid - $86,988 Tape Recorder - $15,411 Total Bid - $102,399 Upon motion made, seconded and carried, the bids were referred to the Bureau of Police for review and recommendation. PUBLIC HEARING - MEADOWVIEW TAX IMPOUNDMENT FUNDS This was the date set for a public discussion of proposed uses for the tax funds impounded in the Meadowview Subdivision, as stipulated in the Annexation Ordinance. Mr. Farrand said the purpose of the hearing was to give affected property owners a chance to voice their opinion. There was no one present to speak on the subject of use of the impounded funds. Mr. Farrand then introduced the following resolution which was, upon motion made, seconded and carried, adopted by the Board. RESOLUTION NO. 8, 1974 L� A RESOLUTION AUTHORIZING IMPROVEMENTS TO BE MADE IN ANNEXED TERRITORY PURSUANT TO ANNEXATION ORDINANCE REQUIRING IMPOUNDMENT OF TAXES WHEREAS, the area described in Ordinance No. 5009-68, and which real estate is specifically described in the Ordinance attached hereto and made a part hereof and marked Exhibit A, was annexed to the City of South Bend, effective 7-12-73; and WHEREAS, said Ordinance provides pursuant to provision permitted by the annexation laws of the State of Indiana for impoundment of one- half of all municipal property taxes to be imposed upon the annexed territory for a three year period following the effective date of the annexation; and WHEREAS, it is presently estimated that $37,800.00 will be collected for impoundment pursuant to said Ordinance over a three year period; and WHEREAS, it is now proposed to extend certain municipal services and benefits and make public improvements for the benefit of the annexed area during 1974, and which benefits and improvements will be of a cost and benefit in excess of the amount of property taxes to be impounded for said area over the three year period. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend, Indiana: SECTION 1. The City of South Bend in discharge of its obligation under Ordinance No. 5009-68 to use one-half of the municipal property taxes collected and impounded over a three year period for the extension of municipal services and benefits and the making of public improvements in said territory, now proposes during 1974, or as soon thereafter as practicable, to extend the following services and benefits and make the following improvements in said annexed territory: A. Construct sanitary sewer project for which the City's share of the cost will be $30,000.00. B. Make street improvements for Denslow and Inwood Streets .at a cost of $88,000.00. C. Pave Sampson Street at a cost of $10,000.00. D. Install street lights in the area at an estimated cost of $1600.00 per year. REGULAR ME'ETI'NG MAY 13, 1974 SECTION II. That said improvements and benefits herein set forth shall be made in discharge of `;the obligation of the City of South Bend under said Ordinance to impound in a special fund and to use solely for the benefit of the annexed territory one-half of the municipal property taxes collected in the next three years from said territory. BOARD OF PUBLIC WORKS s/ Rollin E. Farrand s/ James R. Seitz s/ James V. Barcome ATTEST: s/ Patricia DeClercq Adopted this 13th day of May, 1974 PUBLIC HEARING ON ASSESSMENT ROLL, VACATION RESOLUTION NO. 3396 This being the date set, hearing was held on the Assessment Roll for Vacation Resolution No. 3396, 1974 for the vacation of the north -south alley along the Penn Central Railroad north from the northwest corner of Lot 35 to the northwest corner of Lot 34 as well as the vacation of the first east -west alley south of Calvert Street between the Penn Central Railroad and Main Street. The Clerk tendered proofs of publication of notice in the. South Bend Tribune and the Tri-County News on April 12, 19 and 26 which were found to be sufficient. No remonstrators having appeared and no written remonstrances having been filed, the Assessment Roll showing $0.00 net damages and $0.00 net benefits was, upon motion made, seconded and carried, confirmed by the Board as adopted and said resolution is in all things ratified and confirmed and said proceedings closed. APPROVAL GIVEN TO BLOCK 100 BLOCK SOUTH LAFAYETTE ST. JUNE 7,8,14,15 The Board received a recommendation from Clem Hazinski that the request to block the 100 Block South Lafayette for performances of Maryland, My Maryland on June 7 and 8 and June 14 and 15, with June 9 and June 16 as rain dates, could be approved, providing that chairs, benches, etc. be removed from the roadway after each performance, to accommo- date the heavy traffic volume during the daytime. Upon motion made, seconded and carried, the Board approved the request to close the 100 Block South Lafayette, subject to the provision stipulated that all chairs, benches, etc. be removed after each performance. There was a discussion regarding indemnity insurance for the performances, and Mr. Roemer was asked to contact Mrs. Gwen Stiver and Mr. William Farabaugh of the Bicentennial Committee to let them know what will be required. REQUEST TO CLOSE PEDESTRIAN BRIDGE Mr. Charles F. Lennon, Jr., Director of the Department of Redevelop- ment, asked the Board to close both ends of the pedestrian bridge (rainroad trestle) leading from Howard Park to Block 6 of the Plaza. Mr. Lennon said it had been called to his attention that motorcycle riders have attempted to use the bridge. Upon motion made, seconded and carried, the Board agreed to close the bridge and signs will be posted. AWARDING OF BID - OAK PARK SEWERS A recommendation was received from Michael Vance, Fiscal Officer for the Department of Public Works in regard to the Oak Park Drive sewer bids. The recommendation stated that of the four bids received, the bids from Bart-lini Excavating Company and Selge Construction Company were non -responsive to the bid requirements. Of the two remaining bids, the recommendation was to award the bid to H. DeWulf Mechanical Contractor, Inc. on their bid of $40,606.60, based on the fact that they were the low bidder of the two responsive bids. REGULAR MEETING MAY 13, 1974 Mr. George Roberts, Attorney,; was present with Mr. Bartolini of the Bartolini Excavating Company. Mr.. Roberts said that the .bid submitted by the Bartolini Excavating Company last week on the Oak Park Sewer project was not signed. Mr. Roberts said it was his under- standing that bids that were not signed have been accepted in the past, subject to their being completed. He said, in one instance, a bidder had not signed the Home Town Plan form and he was allowed to sign it at the time it was opened. Mr. Roberts said he felt the Board was using selective enforcement of procedures. He said if the Board awards this bid to H. DeWulf, it will be unfortunate since this is a Barrett Law project and the property owners will each have to pay about $100 more for the work. He said he would suggest that the Board rebid this project. He said he would hope that, in the future, there would be strict enforcement of all bidding requirements. Mr. Roberts said, in view of the fact that 50% of the bids received last week were thrown.. out because of procedural irregularities, he would ask that the Board not award the bid at this time and the project be rebid. Mr. Farrand then responded that he feels the Board has always been consistent in the way bids are handled. He said the only time the Board has ever negotiated was when a single bid was received and was not responsive. ® The Board then has the right to negotiate a contract. He said the Q0 Board has never let a bidder complete any part of the bid after the bid was opened. Mr. Roberts then commented that, since a bid can be pa withdrawn at any time before it is accepted, he feels that it could also W be signed after it has been read. Mr. Roemer then responded to Mr. Roberts statements. He said there is no question about the fact that the bid in question was rejected because it was not signed.. He said when a bid comes before the Board and the bidder has not done something he was required to do, the Board has to reject that bid. He said it is possible that there might be something that could be overlooked, but the fact that the bid was not signed was not a minor defect. He said it is his opinion that the Board had the right to reject the bid. The Board now will have to determine whether they have time to rebid the project or whether time is of the essence in this matter. He said the Board can legally decide to award the bid today or to rebid the project. Mr. Roemer said the Board would want to determine whether they would be setting a precedent in this matter. Mr. Farrand said he felt the Board would have to follow their procedure of checking each bid when it is opened to see that it is completed and that they could not rebid projects whenever a bidder requested them to do so. He then made a motion that the Board accept the recommendation to award the Oak Park Sewer contract to the H. DeWulf Mechanical Contractors, Inc. on their low bid of $40,606.60. The motion was seconded and carried. REQUEST TO ADVERTISE FOR BIDS FOR A VEHICLE - YOUTH SERVICES BUREAU The Board received a request from the Youth Services Bureau fo adver- tise for bids for a van. There was some discussion on the request. It was noted that all vehicle requests were to be channeled through the Municipal Services Facility so that bids could be advertised for the entire fleet of City vehicles at one time. Upon motion made, seconded and carried, the matter was tabled and a representative of the Youth Services Bureau will be asked to attend the next Board meeting to furnish further information about the request. REQUEST FOR BLOCK PARTY - 1600 BLOCK EAST LA SALLE The Board received a request from Mrs. Horace Clarke to hold a Block Party in the 1600 block of East LaSalle Street on Tuesday, June 11 from 5:30 to 9:00 p.m. Upon motion made, seconded and carried, the request was referred to the Bureau of Traffic and Lighting for review and recommendation. PETITION TO VACATE A PORTION OF CLEMENTS STREET DENIED A petition to vacate 30 feet of Clements Street, filed by Ira Jennings, was referred to the Bureau of Engineering for preliminary review. The Bureau reported to the Board that this is in the area of the Portage Gardens Sewer project which is now underway and it was recommended that the petition not be approved. Upon motion made, seconded and carried the petition was denied. REGULAR MEETING MAURICE MATTHYS LITTLE LEAGUE PARADE -APPROVED MAY 13, 1974 The Board received a recommendation from the Bureau of Traffic and Lighting that the request from the Maurice Matthys Little League to hold a parade on Saturday, May 18 at 9:30 a.m. had been reviewed and approval was recommended providing the City is indemnified. Upon motion made, seconded and carried, the Board approved the parade request. HOPE CHAPEL BIBLE SCHOOL PARADE APPROVED The Bureau of Traffic and Lighting sent a report to the Board that the parade request of the Hope Chapel Bible School for 1:00 p.m. on Saturday, June 8 had been investigated and the Bureau recommended approval. Upon motion made, seconded and carried, the Board approved the request. Indemnity insurance will be requested from Hope Chapel. WEST SIDE VETERANS MEMORIAL DAY PARADE APPROVED The Board received a recommendation that the request of the West Side Veterans Memorial Day Committee to hold a parade on Monday, May 27 at 9:00 a.m. had been reviewed and could be approved. They have provided the Board with their insurance coverage. Upon motion made, seconded and carried, the parade request was approved. BLOCK PARTY APPROVED The Board received a recommendation from the Bureau of Traffic and Lighting that a request for a block party in the 3000 Block South Twyckenham had been reviewed and could be approved, provided indemnity insurance coverage is provided to the City. Upon motion made, seconded and carried, the block party was approved, subject to receipt of the insurance coverage. APPROVAL OF OLIVE -SAMPLE SITE FOR WEM DISTRIBUTORS WEM Distributors filed with the Board written permission from the Penn Central Railroad to use the corner of Olive and Sample Street for the sale of folowers under one of the licenses WEM purchased. Upon motion made, seconded and carried, use of this location for the sale of flowers was approved. RESOLUTION AUTHORIZING STREET IMPROVEMENTS, MIAMI AND RIDGEDALE Upon motion made, seconded and carried, the following resolution was adopted: RESOLUTION NO. 5, 1974 WHEREAS, the Board of Public Works has found it necessary in the best interest of the public safety and welfare to construct certain street improvements at the intersection of Miami Street and Ridgedale Road, and WHEREAS, the improvements to the aforesaid Streets are compatible with the Urban Area Transportation Study, and WHEREAS, the.costs for these certain improvements are to be financed from Federal Assistance Grant Funds, commonly referred to as General REvenue Sharing Funds, and WHEREAS, the Board of Public Works has the authority to make such improvements as provided by the General Assembl, threfore, BE IT RESOLVED, that the Board of Public Works orders the Department of.Public Works to prepare the plans, specifications, cost estimates, secure the necessary right-of-way, permis, appropriations, and to seek bids for and to construct said street improvement at Miami Street and Ridgedale Road. AM MAY 13, 1974 REGULAR MEETING ATTEST: s/ Patricia DeClercq, Clerk BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA s/ Rollin E. Farrand s/ James R. Seitz s/ James V. Barcome Dated this 13th day of May,.. 1974 RESOLUTION AUTHORIZING STREET IMPROVEMENTS, DENSLOW DRIVE Upon motion made, seconded and carried, the following resolution was adopted: RESOLUTION NO. 6, 1974 WHEREAS, the Board of Public Works has found it necessary in the best interest of the public safety and welfare to construct certain street improvements on Denslow Drive, from Sampson Street to Inwood Road, and WHEREAS, the improvements to the aforesaid Streets are compatible with the Urban Area Transportation Study, and WHEREAS, the costs for these certain improvements are to be financed from Federal Assistance Grant Funds, commonly referred to as General Revenue Sharing Funds, and WHEREAS, the Board of Public Works has the authority to make such improvements as provided by the General Assembly, therefore, BE IT RESOLVED, that the Board of Public Works orders the Department of Public Works to prepare the plans, specifications, cost estimates, secure the necessary right-of-way, permits, appropriations, and to seek bids for and to construct said street improvement on Denslow Drive. BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA s/ Rollin E. Farrand s/ James R. Seitz s/ James V. Barcome ATTEST: s/ Patricia DeClercq, Clerk Dated this 13th day of May, 1974 RESOLUTION AUTHORIZING STREET IMPROVEMENTS, INWOOD ROAD Upon motion made, seconded and carried, the following resolution was adopted: WHEREAS, the Board of Public Works has found it necessary in the best interest of the public safety and welfare to construct certain street improvements on Inwood Road, from Sampson Street to Ironwood Road, and MAY 13, 1974 REGULAR MEETING WHEREAS, the improvements to the aforesaid Streets are compatible with the Urban Area Transportation Study, and WHEREAS, the costs for these certain improvements are to be financed from Federal Assistance Grant Funds, commonly referred to as General Revenue Sharing Funds, and WHEREAS, the Board of Public Works has the authority to make such improvements as provided by the General Assembly, therefore, BE IT RESOLVED, that the Board of Public Works orders the Department of Public Works to prepare the plans, specifications, cost estimates, secure the necessary right-of-way, permist, appropriations, and to seek bids for and to construct said street improvement on Inwood Road. BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA s/ Rollin E. Farrand s/ James R. Seitz s/ James V. Barcome ATTEST: s/ Patricia DeClercq, Clerk Dated this 13th day of May, 1974 STREET LIGHT OUTAGE REPORT The Street Light Outage report for the period of May 1 through May 7 was received and, upon motion made, seconded and carried, was ordered filed. PAYMENT REQUEST FOR WASTEWATER TREATMENT PLANT APPROVED Payment Request No. 32 from the Sollitt Construction Company for the Wastewater Treatment Plant Additions in the amount of $135,938.68 was received. Upon motion made, seconded and carried, the payment request was approved. Mr. Barcome requested that Mr. Thomas Hurdle be present when the next payment request is submitted to the Board fo give them a report on the present status of the contingency fund and the approximate percentage of completion of the additions. LETTER RE: 917 NORTH HILL STREET The Board received the following letter: Board of Public Works 13th Floor, County -City Building Dear Gentlemen: I appeared before the Board in February, 1974, concerning 917 N. Hill St. in the City of South Bend. As you are well aware, we had purchased the rear half of lot for $1,315.00 and the front half with demolishing of the set house is running us somewhere in the neighborhood of $2,500.00 plus. At the February meeting the board advised me that you were going to take this under advisement and take this to the City Attorney and inform me of your decision. REGULAR MEETING MAY 13, 1974 91 As you may be aware this is.holding up our contract and we would like to have some kind of an answer today if possible. Sincerely, s/ Charles E. Howell Mr. Roemer reviewed this situation for the Board. Mr. Howell had submitted a bid on the property and the property as legally advertised was for the portion of the lot that he purchased. The lot had been appraised prior to advertising it for sale. Mr. Roemer advised the Board that he would have a written report for them on this matter at next Monday's Board meeting. REQUEST TO ADVERTISE FOR BIDS Mr. Farrand asked that the Board approve advertising for bids for the Miami-Ridgedale street improvements, the Mishawaka Avenue signalization, and the Michigan and Angela intersection improvements and signalization, subject to approval of funds by the Common Council and by the State Tax Board. Upon motion made, seconded and carried, the request to advertise for bids was approved. There being no further business to come before the Board, upon motion made, seconded and carried, the meeting adjourned at 10:50 a.m. 1 ATTEST: U CLERK 1