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HomeMy WebLinkAbout04/17/1978 Board of Public Works MinutesMIMI REGULAR MEETING APRIL 17, 1978 A regular meeting of the Board of Public Works was convened at 9:30 a.m. on Monday, April 17, 1978 by Chairman Pro -Tem Peter H. Mullen with Mr. Mullen and Mr. Brunner present. Mr. McMahon was absent. Deputy City Attorney Terry A. Crone was in attendance. AGENDA ITEM ADDED Mr. Mullen noted receipt of a request to use Fire Stations for voting places after the posting of the meeting agenda. He made a motion that the request be added to the agenda. Mr. Brunner seconded the I motion and it carried. SPECIAL MEETING MINUTES APPROVED Mr. Brunner reported that the minutes of a special meeting of the Board convened on April 5, 1978 had been reviewed. The meeting was called to approve advertising for a public hearing on revenue sharing requests. Mr. Brunner made a motion that the minutes be approved as submitted. Mr. Mullen seconded the motion and it carried. FIRE STATIONS APPROVED FOR VOTING Freda G. Noble, Chairman of the St. Joseph County Democratic Central Committee, submitted a request to allow the use of Fire Stations #2, #7, #9, #3, #6 and #5 and the Potowatomi Greenhouse for voting purposes on May 2, 1978. Mr. Mullen made a motion that the Board approve the use of the fire stations listed for voting purposes and advise Mrs. Noble that the request to use the Potowatomi Greenhouse should be submitted to the Park Board. Mr. Brunner seconded the motion and it carried. PUBLIC HEARING - REVENUE SHARING APPROPRIATION REOUESTS This was the date set for holding a public hearing on the following revenue sharing appropriation requests: Century Center Construction $150,000.00 Spectrum Analyzer 5,000.00 Municinal Services Facility Fence 20,000.00 E3 and E5 Code Enforcement 251,592.00 Fire Department Equipment 36,200.00 Summer Environmental Clean -Up 18,085.00 Ethnic Festival 17,216.00 The Clerk tendered proof of publication of Notice of the Public Hearing in the South Bend Tribune which was found to be sufficient. In accordance with the guidelines established for such revenue sharing fund requests, information about this public hearing was forwarded to the following senior citizen groups with the request that the notice be posted for the members: Foster Grandparents, Hansel Neighborhood Service Center, Harvest House Centers, Howard Park Senior Citizens' Center, R.E.A.L. Services, Retired Senior Volunteer Program and Senior Citizens' Group of LaSalle Park. There were no `citizens present who wished to speak on the fund requests and no written comments were filed with the Board. Upon motion made by Mr. Mullen, seconded by Mr. Brunner and carried, the information was filed and will be trans- mitted to the Common Council along with the minutes of this public hearing. REGULAR MEETING APRIL 17, 1978 OPENING OF BIDS - CONTRACTUAL STREET SWEEPING This was the date set for receiving bids for Contractual Street Sweeping for the City of South Bend. 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: Advance Sweeper Service Bid was signed by Milo J. Richey, Jr., non - collusion affidavit was in order but no bid bond was submitted. A company representative was present and said he thought the bid bond requirement was crossed out on bid information they received. Deputy City Attorney Terry A. Crone noted that the advertised Notice to Bidders requires a bid bond or certified check to be submitted with the bid. Mr. Brunner said it would be the Board's position that if the bid bond is submitted within twenty -four hours to the Clerk of the Board, that would correct the deficiency in the bid. The representative of Advance Sweeper Service said the bid bond could be supplied. A representative of Ries Equipment Company objected to the ruling on the basis that the bid bond was a requirement of the bid request. Mr. Brunner noted that it is the decision of the Board to determine what is a fatal defect. It is the judgment of the Board that this deficiency can be corrected. It does not go to the integrity of the bid, the bid was not opened in advance of the advertised bid opening and the deficiency does not relate to the non - collusion affidavit or signature requirement of the bid. The bid bond, although important, is not a critical defect in the Board's judgment. The bid was then read as follows: Contractual Sweeping - One Year 2nd Year 3rd Year Ries Equipment Company Bid - One Year - $138,240.00 2nd Year - $147,916.00 3rd Year - $158,270.00 Bartolini Excavating Company 8,11, $160,000.00 $160,000.00 plus 10% cost of living $160,000.00 plus 10% cost of living Bid was signed by James F. Ries, non - collusion affidavit was in order and a 10% bid bond was submitted. Bid form was not signed. Deputy City Attorney Terry A. Crone advised the Board that this is a fatal defect in the bid and the bid cannot be considered. Upon motion made by Mr. Mullen, seconded by Mr. Brunner and carried, the bid of Bartolini Excavating Company was rejected as being defective and the remaining two bids were referred to the City Engineer and the Bureau of Streets for review and recommendation. BID ADVERTISING APPROVED - SPECTRUM ANALYZER, COMMUNICATIONS BUREAU Patrick M. McMahon, Director of Public Works, and Glenn Zubler, Director, Bureau of Communications, submitted a request to the Board to advertise for bids for the purchase of a Spectrum Analyzer. Specifications have been prepared and funding is presently being sought through revenue sharing. Upon motion made by Mr. Mullen, seconded by Mr. Brunner and carried, the request to advertise was approved. REGULAR MEETING APRIL 17, 1978 BID FOR LEASE OF VEHICLE REJECTED - READVERTISING APPROVED The Board received the following recommendation from Elroy Kelzenberg, Director of Manpower and Training: "I have reviewed the bid from Gateway Leasing with respect to the lease of a Station Wagon by the Bureau of Employment and Training. I would like to recommend that the Board of Public Works reject the Gateway Leasing bid and re- advertise at the earliest possible opportunity. The reason for my recommendation is the fact that the original specifications asked for bids of a Compact Size Station Wagon. It was our intent to lease a Wagon of a larger size than the vehicle in the proposed Gateway lease. I will prepare for the Board of Works prior to advertising more precise specifications as to the cargo capacity space desired and the wheel base." Upon motion made by Mr. Mullen, seconded by Mr. Brunner and carried the Board rejected the bid received from Gateway Leasing Company upon the recommendation of ,Mr. Kelzenberg.and' directed the Clerk to re- advertise for bids with revised: specifications, with sealed bids to be received on May 1, 1978. COPIER LEASE BID AWARDED Michael L. Vance, Deputy City Controller, submitted the following recommendation to the Board: "After reviewing the copying equipment bids submitted to my office for review, it would be my recommendation that the bid be awarded to the lowest bidder which met all specifications required. I would recommend that the bid be awarded to IBM for three Copier II's. Both of the two lower bids, Pitney Bowes and Remco, did not supply the type of equipment requested. s/ Michael L. Vance am Mr. Mullen reported that he had reviewed the bids and the recom- mendation and concurs with Mr. Vance's recommendation. Upon motion made by Mr. Mullen, seconded by Mr. Brunner and carried, the Board approved the recommendation and accepted the bid of IBM for the lease of three Copier II's. FILING OF PETITION TO VACATE EASEMENT -ST. JOHN'S MISSIONARY BAPTIST CHURCH St. John's Missionary Baptist Church, by its attorney Melvin Reed, files a petition to vacate a perpetual easement over and upon sixteen (16) feet of the East side of the entire length of Lot Numbered Forty (40) in College Grove addition to the City of South Bend, for highway purposes for the use of the public generally. Deputy City Attorney Terry Crone advised the Board that the church recently petitioned for the vacation of a portion of Colfax Avenue and an alley to allow for expansion of their facilities. The vacation was approved by the Board but this easement was not included in they earlier petition and they now must petition to vacate this easement. `Upon motion made by Mr. Mullen, seconded by Mr. Brunner and carried, the petition was filed and referred to the Department of Engineering for review and a utility check and to the Area Plan Commission for a staff recommendation. F LL • REGULAR MEETING APRIL 17, 1978 IN -KIND CONTRIBUTION VOUCHERS APPROVED FOR A.C.T.I.O.N., INC. A.C.T.I.O.N., Inc. Director Marzy Bauer submitted to the Board in -kind contribution vouchers covering rental of the premises at 1820 S. Michigan Street and 803 N. Notre Dame Avenue, Old Fire Stations #10 and #7, for the months of October, November and December. The in -kind contribution for rental of 1820 S. Michigan Street is in the amount of $2,149.33 a month, for a total of $6,447.99 for the three month period. The in -kind contribution for rental of 803 N. Notre Dame Avenue is in the amount of $843.17 per month, for a total of $2,529.51 for the three month period. Upon motion made by Pair. Mullen, seconded by Mr. Brunner and carried, the Board approved the in -kind contribution vouchers. CONSULTING AGREEMENT WITH JOHN V. HUNT REFERRED A Consulting Agreement between the City of South Bend and John V. Hunt was prepared and submitted to the Board. The agreement covers services to be provided by Mr. Hunt to the Bureau of Communications for a maximum of forty hours per month at $8.25 Per hour. Upon motion made by Mr. Mullen, seconded by Mr. Brunner and carried, the agreement was referred to the Legal Department for review and recommendation. AGREEMENT WITH COLE ASSOCIATES FOR SIGNALIZATION DESIGN REFERRED A Consulting Agreement between the City of South Bend and Cole Associates, Inc. was submitted to the Board with a memorandum from Patrick M. McMahon, Director of Public Works. Mr. McMahon indicated that the agreement covers design work for signalization at thirteen intersections. The cost of the contract is $31,500 and an appropriation ordinance has been filed with the Common Council for funding from the Local Roads and Streets Account. Upon motion made by Mr. Mullen, seconded by Mr. Brunner and carried, the agreement was referred to the Legal Department for review and recommendation. REOUESTS TO PURCHASE CITY -OWNED PROPERTY FILED The Board received the following requests to purchase city -owned property: Willie F. Middlebrook inquired about the lots at 1224 W. Colfax and 124 Spruce Street. Attorney Melvin Reed inquired about eighteen parcels of land identified by City Deed Nos. 667, 663, 782, 642, 858, 665, 983, 641, 857, 981,805, 867, 973, 814, 956, 635, 623, 687 and 740. Upon motion made by Mr. Mullen, seconded by Mr. Brunner and carried, the Board filed the requests and referred them to the Department of Engineering, the Park Department and the Redevelopment Department for review and a determination as to whether or not the lots should be retained for any purpose. RIGHT TO LIFE PARADE APPROVED The Board received a request from the St. Joseph County Right to Life Committee to hold a parade on Sunday, April 30, at 2:00 p.m. beginning at Howard Park and proceeding along streets in that area and back to Howard Park. The Bureau of Traffic and Lighting and the Police Department Traffic Detail reviewed the request and the route and recommended that the Board approve the route and parade, with the stipulation that in the block of St. Louis Street, adjacent to St. Joseph Hospital, the parade shall remain on the west one -half of the street in order to permit public access, at all times, to the emergency room entrance. The group is to contact Captain Sweitzer regarding a police escort. Upon motion made by Mr. Mullen, seconded by Mr. Brunner and carried, the parade was approved subject to the stipulation of the Bureau of Traffic and Lighting and to the filing of a Certificate of Insurance. Me row REGULAR MEETING CLAIMS APPROVED APRIL 17, 1978 Michael L. Vance, Deputy City Controller, submitted to the Board Claim Docket Numbers 6451 through 6930 and recommended approval. Upon motion made by Mr. Mullen, seconded by Mr. Brunner and carried, the Board approved Claim Docket Numbers 6451 through 6930 and directed that checks for payment be issued. STREET LIGHT OUTAGE REPORT FILED The Street Light Outage Report for the period April 3 through 7 was submitted to the Board. The report indicated seventy -eight outages. Upon motion made by Mr. Mullen, seconded by Mr. Brunner and carried, the report was ordered filed. There being no further business to come before the Board, upon motion made by Mr. Mullen, seconded by Mr. Brunner and carried, the meeting adjourned at 10:15 a.m.