HomeMy WebLinkAbout04-28-03 Public Works & Property Vacation ,ontinittet deport
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The April 28, 2003 Public Works and Property Vacation Committee was called to order by its
Chairperson, Council Member David Varner at 4:40 p.m. in the Council Informal Meeting Room.
Persons in attendance included Council Members Aranowski, Pfeifer, Coleman, Kuspa, White,
Varner,Kirsits and King;Mayor Steve Luecke, City Controller Rick 011ett, Public Works Director
Gary Gilot, City Engineer Carl Littrell, Building Commissioner Don Fozo, Police Chief Thomas
Fautz, Division Chief Rick Kilgore, Fire Chief Luther Taylor, Assistant Fire Chief Rick Switalski,
Assistant Fire Chief Howard Buchanon, Steve Kromkowski, Randy Rompoli Terry Bland of the
rout') 1i Ub Zribunt and Council Attorney Kathleen Cekanski-Farrand.
Council Member Varner noted that the members of the Committee present included Council
Members Aranowski,King and himself.
Dr. Varner then called for a presentation on Bill No. 29-03 which would approve and authorize the
execution of a lease for the construction and equipping of a new fire station and the renovation and
expansion of a police station as well as pledging County Option Income Tax Revenues to the
payment of rentals of such projects(copy attached).
Mayor Luecke stated that he is proud to be making the presentation on the proposed ordinance
which would take official action on the funding mechanism for the new Central Fire Station and the
renovation and expansion of the Police Headquarters. The Mayor stated that the bids came in on
the combined project and "look good". A letter of intent will be issued by the Board of Public
Works at their first meeting in May. The bonds will be sold later. He noted that there was a base
bid and several alternatives which will be detailed by others as a part of this formal presentation.
Mayor Luecke concluded his remarks by noting that this action will allow a long-term investment
in our community.
Stephen P. Kromkowski, the Architectural Division Manager of DT 7, then provided further
information. He noted that the bids were received on April 22,2003. There were three(3) bidders
on the fire department project and seven (7) bidders on the police department project. There was
less than a 5% difference on the fire department bids; and less than a 10% difference on the police
department bids. There were twelve (12) alternate bids offered on the police department project,
and fifteen (15) alternate bids offered on the fire department project. The lowest responsive
combined base bid was submitted by Casteel Construction Company of South Bend at
$14,870,000 with a final estimate being $16,278,519.
Mr. Kromkowski noted that there was a good bidding climate which is reflected in the bids coming
in 8.65% lower than the estimate for the projects. DT 7 is recommending that Casteel Construction
Company be awarded the construction project for both the fire department project and the police
department project for a total sum of $16, 388,500. This amount would include $375,000
alternatives being added for the fire department project and $1.1 million being added for the police
department project.
Mr. Kromkowski noted that a letter of intent would be issued by the Board of Public Works in
May; that funding would be in place in June and that construction would begin o ce the contract is
signed. The fire department project is expected to take 12 months and be completed in June 2004;
and the police department project is expected to take 18 months and be completed in January 2005.
He then highlighted portions of his letter of April 25,2003 to Gary Gilot(copy attached).
='sue Works and Property Vacation Committee
-xv 3. 2003
Council Member King inquired for comments on the original vision for the projects and how they
have turned out. Mr. Kromkowski stated that he is proud of the projects as being presented,
noting that they were enhanced by the many meetings with staff and the Administration.
Dr. Varner inquired about
the cost of the firing range, its payback aspects and the proposed usage
arrangements. He questioned whether there should be an agreement in place with the FOP with
regard to its usage.
Gary Gilot stated that by having an indoor firing range it provides flexibility in order to simulate
many types of lighting conditions. He added that the outdoor range would still be needed for the
firing of large weapons, noting that planned overtime for weapons training is in the police budget.
Mr. Gilot also noted that he has had discussions with officials of the University of Notre Dame
who may be interested if using the indoor range which would provide a source of outside revenues
to the city.
Chief Fautz stated that the indoor firing range will permit the police department to not shut down
during the winter months for weapons practice sessions. He added that there will always be a need
for an outdoor range.
Division Chief Kilgore noted that the City of Mishawaka has an indoor range and that the City of
South Bend inquired about using it and were advised that there would be a fee per officer charged.Bend's indoor range and
that added that police officers would not have
e noted that the indoor range will not permit lead to be
that certain conditions will be in place.
used inside. He further stated that by having the indoor range there should be a reduction in
overtime costs.
City Controller Rick 011ett stated that a long-term ta�pa structure under he the ease would be payable
Building Corporation would be utilized
from COIT revenues, noting that a similar mechanism was used for the Public Works Facilities
building. $26 million are addressed which include a debt reserve, noting that the cost for a surety
insurance bond would have had a$2 million fee vs. an expense of$63,000. He further noted that
the city is benefiting from timing since the rates are the lowest in 40 years with rates ranging from
2%to 5%over 20 years. The City hopes to close on the bonds on June 19th.
In response to a question from Dr. Varner,Mr. 011ett stated that the$63,000 expense is a one-time
expenditure.
Council Member Aranowski inquired about how much of the COIT revenues would be available
after the lease payment is addressed, noting that COIT funds arba is llc approximately no driven. Mr.
011ett stated that $1.8 million would be used on the lease payment le $
million available in COIT each year.
Council Member Kirsits inquired about possible cost-overruns. Mr. Kromkowski stated that there
are two(2) safety mechanisms built into the contract.
Mayor Luecke then highlighted several items on the attachment to Mr. Kromkowski's letter namely
$90,000 Early Completion Incentive and$250,000 environmental remediation. He also noted that
the locker room fit out will not be done but the monies for it are being included as a supplemental
reserve.
FINNIMMEIMM —__ _
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Mr. Gilot noted that the city budgeted $250,000 originally for the environmental remediation for
the soils by the County Jail and the amounts noted by the Mayor are in addition to that sum.
firefighters input helped tremendously
is
' department
ousl and that hi s
the firefi y
Chief Taylor noted that having g
very pleased and proud of the proposed fire facility.
Chief Fautz noted that this project is long overdue and that we will all be proud of the facilities.
Council Member Kirsits made a public disclosure of his employment as a Battalion Chief on the
1 South Bend Fire Department, and based on the opinion of the Council Attorney, a public
disclosure is required, however it has been determined that there is not a substantial conflict of
interest therefore enabling participation in the discussion of the bill as well as voting on it.
Following discussion, Council Member King made a motion, seconded by Council Member
Kirsits that Bill No. 29-03 be recommended favorably to Council. The motion passed.
- Mr. Rompoli noted that they will be back before the Council in June since they had projected a 7%
rate.
There being no further business to come before the Committee, Dr. Varner adjourned the meeting
at 5:10 p.m.
Respectfully submitted,
Council Member David Varner, Chairperson
Public Works and Property Vacation Committee
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Attachments