HomeMy WebLinkAbout08/18/1939 Board of Public Works Special Meeting MinutesSPECIAL MEETING --AUGUST 18, 1939
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A special meeting of the Board of Public y'dorhs and Safety was held at 9 :00 A.M. on
Friday, August 18, 1939, for the purpose of letting the garbage collection and disposal
contract.
Bids having been received for a contract for the collection and disposal of garbage
I for a period of five years, beginning January 1, 19400 and Victor lit. DeFrees, being the
lowest and best bidder under Proposal No. 1 of the specifications, which called for
weekly collection of garbage during the months of January, February, March; April, IvTay,
October, November and December and semi -weekly collection of garbage during the months
of June, July, August and September,. and the Board having asked the opinion of the
Council as to which proposal the contract should be under, and the `Council having sig-
nified its desire to let the contract under Proposal No. 1, the contract is y(s let to
Victor "K. DeFrees for the sum of Twenty-nine thousand nine hundred forty (,p29,940.00)
Dollars per year, in accordance with his bid, and the following contract was accordingly
entered into: ( copy of contract attachegAlereto ).,f
The purpose of the meeting having been accomplished, the meeting we,s adjourned.
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And a.,;-,parOV y h CG A Council ,ptht 01tI � u. no14A parties hereto do to
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Clyde E. .Alilliams { signed)
Harr ` -Drugs (signed)
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George N. Bearner ( signed)
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I iv `� I �___ C I` Y
i U"TICE. Sealed bid; for the collection of S�arbaee
th--ou ;bout the city of South. Bend, Indiana, and. disposal of the
sale, will be received by, the Board of P''', orks and Safety
of the city of South Rend, at its office in' the City. Ina.11 on tb.f
a
.; 14th day of Iugust, 1939.j Each bidder must satisf'v himself by
personal examination of the city anci by such ?ther _means a.; he
may choose, as to the nature and amount of work to be done in the
collection and disposal of garbage for the city of South Bend., and
he shall not at any time after the opening of bids, dis- ute nor
assert that there was any misunderstanding ;.s to -the nature or
amount of said work. B ld.ders ; shall submit bid. s as follows
1. .L ',aid for the weekly collection and disposal of
g3rb Se during all months ez;cept 3. ng June, July
AW ust and September, and for the b'f- ,,feekll
collection and disposal of garbage during said
months of Sure, July, =IuLzust and. September. Al
'collections to be made in metal, water -tight
bogies equipped +;vf ith metal covers..
1. (a) Deduct f r om the above bid the amount that
bidder is ti,:filling to reduce contract price
provided he is aer:aiitted to use seven (�t}
metal boxes ownied. by .ti7e,,city in olle c4ion
of garbage. i ,
�2. xi bid !.'or the collec ci on and disposal of garbage on
veeklJb2S78� (ut one collection each week
in -metal, Water-til ?1t equipped with
boxes t irrt .i „
covering..
2. (a). Deduct from the above bid the, ,,_.,count ;",rhich
the bidder is 5. i ? z?iu t•o reduce the contract
price in the event the city permits the
contractor vo a =_e sever, (7) metal boxes
noir oe1ned bsr the city,. in the collection
of garbage.,
3. J bid for the disposal of garbage only,1
L0}j2Z 'ihenever the word "Boa_rd" is used in these
specif icattions, it shall Paean the Board of Public •t'yorks and afety
Of the citST Of ouch Bend, ind.lan
s
- 1 -
CQNTRj1QJoR_. Whenever the word "Contractor" Is, used in
these sPecificationsj it shall mean the party who has been awarded
tho contract for doing the work herein SPOcIfd.
TRACT,* The contract shall be for a period
of" 5) ()
,Five, 1,years beginning January Ist, 19460 and ending December
31st,o 194 40
glufa-.qu' GE CON.TRACT AND CANCRUA110fiA, The City, through
its Board, reserves the right to change the method of the disposal
of garbage in case the eith should St any time during the life of
this contract, build an incinerating plant or provide other means
of disposal of garbage by the city. In ease the City Of 43outh Bend
decides to build an incinerating ple.nt or should the city build a
sewerage disposal plant through which garbage could also be disposed
of, the Board will notify the 0,:,,ntractor-at least twelve (12) months
before the plant is in operation., to the effect that such ja plan'
nt i"s
to be built, and may at its option cancel this contract* the cancella-
tion to be effective as of the date of beginning of use of the
Incinerating plant, sewerage disposal Plant or the like, Or the Board
may, at Its option, arrange to pera4t
the contractor to haul the
garbage to the Plant for dispose-1 under an adjusted price schedule
I to be agreed upon between the Board and the contractor, providing
satisfactory adjustment of the contract price can be made".
GAR]BA( GE DEF !NED. Garbage in these 8PGeifications shall be
held to Include kitchen and table refuse., swill and every accumulation
of both animal and vegetable x..-ttb'
. r that tends to decay.0 but not inelud-
ing dishwater or waste water,
OF—GARBAG& The e;.-,)ntractor shall collect the
garbage throughout the City weeklys or bi-weekly during certain
months, If . the contract entered Into so provides, from all apartments,
residences and private dwellings. it Is not the Intention of these
specifications to cover the collection of garbage from hotels510-groeary Fw
Stores,
butcher shops and similar eommeraial houses. In ease any of
- 2 M �
ae I
the above classes of bu n' "S wants its garbage co1leCted, it shall
be by private arrangem.ent,extept as the Board of Public R
eal h may
regulate and supervise collection of the same i`rom the stand ofnt
of public health.
. L ANDf The contractor shill
provide all.; conveyances, trucks and other equipment for the collection
of garbage. All boxes or truck-teds in which; the garbage is collected
and hauledsha'll be of metal and watee-tight and under no ei,reum-
stances -shall any box or eontain.er be used which allows the water
or garbage to leak out. These containers shail b e furnished. by the
contractor.a.nd shall rye equipped with metal covers which shall be kept
closed at all. times - except when � p garbage is actually being deposited
therein. =1ny boxes: used by 'the contractor and equipped as above
provided, shall be approved by the Board.. �,Iks an alternate to bad
above, the City now owns seven (7) metal, water -tight boxes without
covers which it may perm$t the contractor to use, in the -event the
contract finally entered into so provides$ and a bid should oe sub-
mitted by the contractor for the collection and disposal of garbage.
on the basis that the contractor will furnish all equipment Including
metal, covered boxes as above specif.ied� and an alternate bid shall
be submitted can the basis that the contractor shall be permitted to
use the seven boxes now owned by the city. In making the bid on the
basis that the w ntraetor may be permitted to use the seven boxes
new owned by the city, the bidder shall deduct from the original.,
bid the amount which he is willing to reduce his contract price in
the event -he is permitted to use the city's boxes. This same pro-,
cedure shall be followed in submitting bids both on the weekly
collection basis and on the bi-weekly collection basis for certain
months as herein specified, In the'event the contract finally entered
into provides that the contractor shall be permitted to use the seven'
boxes now owned by the city, then the.co ntractor in using these boxes
shall keep them covered at all tiLaes when traveling upon the streets
or public ways of the city, with proper canvas covering which shall
3
be thoroughly cleaned daily so as to be at all times free from any
obnoxious odor. Any boxes or truck beds used by the contractor in
collecting garbage shall be thoroughly, cleanied and, d1sinfected-to
tho satisfaction of the Board and the Health Department of the City
of South Bend, All equipment used in the eollection and d . Ispozal
of garbage 'shall be kept clean and free from obnoxious odors, '�« ,�-
dtw-1�e, and the contractor d1all thoroughly cleans*e' and . purify
all equipment. daily.
In the event the contractor is permitted to
uze the boxes now owned by the elty he shall keep them In repair at
his own expense, and they shall be subject to inspection, b,, the
Board or an agent appointed by the Board at all tlmes,, and arW re-
pairs ordered by the Board or Its agent shall be made by the Oo ntractor
in compliance with the Boardts Inztruetions
DISTRIgIO The contractor sh all divide the
city Into districts for the purpose of maXIng eojjeetj)ns.
Each
district shall be divide-d into collecting routes.' The contraotor
shall furnish the Board with a map showing the diztrietz and routes.
These routes ahall be set out In detail so the Board. will know where
the collections are befrigmade every day of the week, an ' d approximiately
where the collectors are any time of the day, A route on which it
1�
is scheduled to collect the garbage -on a Tuesday must be made on
every Tuesdayo provided the contract finally entered into provides
for weekly WIlection throughout the year) and if the contract finally
entered into provides for bi-we . -
.ekly collections during the months of
June, July, A-Ugust and September, then Sarbege collected on Tuesday
and Friday of each week must be collected on every Tuesday and Friday
during the above speelfled months. The daysof the week above re-
ferred to are used merely as Illustrations, and the same-ruleshall
apply to operations of the 'contract during each dr4y of the week.
The contractor shall se, as nearly as possible, collect Sarbege from
the same residences not only on the same day of each week, but also
as nearly as possible on the same hour of the day. The m ntractor
4
1. 1 - I—- I—. _ .1 1 . __ ... 1
shall submit all of the required 1nform,-jtj:-)n Y;Ith his bid, . an .. the
Succassful contractor shall file acOPY of this schedule in the
-office of the Board of Works and Safety$ the Street Department
and the Board of health.
The garbage shall be. dispored of
by feedfng the same to hogs. The location, of the hog farm shall be
at least.. three (Z) miles beyond the city limits of any municip
city, This farm shall be kept In a sanitary condition and as'free
as possible from obnoxious odors. The failure to comply with any
reasonable order in regard to the operaticn of the 1v e farm from. the
Board or the Health Department of the City of South Bond, shall be
sufficient cause for t he Board Of PUblic Works and Saf oty'to eancel
thecontraet*
OP—Rawla E TION 0 ontraotor must be pre-
pared to make any a' e
p ial Oolleeti,Qn ordered by the Board,,of Health
or the Board of Public Works and Safety,. Poiceor Fire Departments*
Streat Department, and any other department of the city. In case
the collectors fall Or mi'as a residence or other place Maich Is on
the regular collection routes .and the collection is
not made w Rhin
tive-live-J-12-)-- h6u"irs after the contractor hes been notified to make the
same,, the cith through Its Board can have the collection made and
charge the contractor the actual cost of making the Same*
LL12-ERNATE PROJPOSALS, The Co ntraetort Shall submit separate
and alternate proposals$ �vhich shall be as follows,*
P11oposa-1 Re. L,
A bid for the weekly collection and disr
posal of garbage as herein specified,
during all months of the year except
June, July* August and September, and for
the bi-weekly collection of garbage during
said months of June, July,, August and
September# in metal, covered boxes or beds
as herein specifiedw By bi-weekly collection
is meant tWiCe each week. In this proposal
the bidder is to subrait his price upon the
basis of furnishing all equipment including
the boxes, He she then Indicate how much
he will reduce this bid In the event he Is
permitted to use Seven metal containers, for
the follection of garbage, which containers
are now owned by the city.
Proi21aLj", The contractor shall submit a, bid for
the weekly eolleotion and disposal of
garbage as,heroln specified In metal,
tight, covered boxesor beds, to be
furnished by the contractori, The bidder
shall then Indicate the amount which he
will be willing to reduce the bid subraittod
under Propo'sal No. 2 in the event he Is
parmIteed to use seven metal boxes now
owned b� the city, in -the eo."Oction of
garbage,
i'r_OROsal NO, B. A bid for the disposal of gerbc,,,ge only
by reeding the some to hogs. in the
event the proposal. for the disposal of
garbage only is accepted) the city of
South Bond; Indiana, will make the
collection and deliver the garbage to the
hog farm. In this proposal the contractor
shall state the location of the proposed
hog farm and the number of miles It is
located from the city limits of any city,, end
in no case shall the farm be located less
than three miles from the limits of any
city nor more than five miles from the
limits of the city of South Bend. In case
Proposal No. 3 is accepted and the m ntraotor
at a later date changes the location of the
tam to anothqz, 10-Pati, on,, than tha
in thispropos,al* to which the city asrii6i` to
deliver the garbage# then the price for de-
l1verIng the garbage to the heir location shall
be -adjusted * ' In case the parties cannot agree
upon an adjustment made necessary because
of the change of locatl on of the farm# then
the matter shall be submitted. to a Board of
Arbitration which shall be selected as follows,
and their decision shah. be binding on both
parties:
Both parties hereto shall select one arbi-
trator to represent them Nand the two so selected
shall select the third..
USE OF CITY OFFICL, I The contractor shall maintain an office
at thelstreet. Department headquarters wherever it Is located, He shall
have the free use of the Street Department telephone -for ail local
calls pertaining to collection of garbage end also -the privilege Or
parking trucks used in the operation and fulflllm.nt of said contract
In the Street Department yard, Free storage, however, of trucks and
other equipment inside the City buildings shall not be a part of tads
contract.
JIM
STREAM The contractor shalls, during the
life of such contract, have the privilege
of conveying garbage. upon,
-
ever and across any public'strer:-��to R110Y,Or other public Place or
thoroughfare in the City of South. Bend.
A- N- D 4_8CiUL
NS. The Boa rd shal I have, the right and
Power to establish rules and regUk t1ons Covering the collection and
disposal 01' City -
garbage not inconsistent with the contract, Such,
.,rules and regulatioras, when made and furnished. in writ"Ins tothe
contractor, shall become a'part of the original contract) and any
violation of said rules and regulations shall constitute a violation
of the contract to she same extent as If they were fully incorporated
in the original specifications and contract. -
A surety bond in the
sum of Ten Thousand (tlC,,,OOO.:OO).
Dollars shall be filed by the contractor in a form to be approved by
the Board, to Insure the faithful performance of','
the contract and save
the city harmless -from any damage suits re
..sulting from non-fulf illment
of the contract,
INULA140R. The contractor shall carry pub i
Ic liability
insurance for Injury to or death of Orie person in the sum of not less
then Ten Thousand ($10*000*00) Doilarso and a limit of liability for
any one aceldent of not less than Twenty Thousand (,Q;,q,()*000,00) Do-lars.
Ile shall also carry property damage in any -one accident for not less
than Five Thousand ($53,000.00) Don'lars. He shall also carry necessary
Work-men's Compensation Insurance for his employees end comPly with all
Social 620ecurity laws now or hereafter in effect during the term of the
'L
contract, A certified check in the sum of Five Hundred (�$500.00).
Dollars shall accompany each Proposal to insure the execution of a
contract in the event the bid is accepted. Said check shall be made
payable to, liarS-e Dre
x8gst"CitY ComptroLIZ'rs and in the eve n t said
bidder fails to enter into a ewntraet and furnish a bond within ten
days after the accept ' anee of his bid, then said check shall, at the
option of the Board, be forfeited as liquidated damages 'Cothe city.
7 •