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HomeMy Public PortalAbout01-26-1989 7 BOARD OF PUBLIC WORKS AND SAFETY OF THE CITY OF RICHMOND, INDIANA, JANUARY 26, 1989 1 The Board of Public Works and Safety of the City of Richmond, Indiana, met in regular session January 26, 2 1988 at the hour of 9:00 A.M. in the Municipal Building in said City. Mr. Barden presided with Ms. Hauptstueck 3 and Mr.Willis in attendance. Absent: None . Media in attendance: Palladium Item and WHON/WKLQ. The 4 following business was had to-wit: 5 6 BID OPENING 7 8 RENOVATION OF SOUTHVIEW SCHOOL 9 10 Mr. Barden opened the bidding for the renovation of Southview School. Having received all bids, Ms. 11 Hauptstueck moved to close the bidding,seconded by Mr. Barden and on unanimous voice vote the motion was 12 carried. 13 14 Mr.Stout presented the Proof of Publication,which was found to be in order. Ms. Hauptstueck moved to accept 15 and file the Proof of Publication,seconded by Mr. Barden and on unanimous voice vote the motion was carried. 16 17 Purchasing Director Rita Stout opened the following bids and explained she would only read the base bids since 18 there were several alternates to also be bid. 19 20 1. A.B. Cochran of Indianapolis, Indiana. The bid was on the proper form, signed, notarized and 21 accompanied by a bidders bond and financial statement. The bid did not note if any addendums had 22 been received. The base bid was 471,000. 23 24 2. CPM, Inc. The bid was on the proper form, signed, notarized and accompanied by a bidders bond 25 and financial statement. The base bid was 499,000. 26 27 3. Nationwide Roofing and Sheet Metal. The bid was on the proper form, signed, notarized and 28 accompanied by a bidders bond and financial statement. The base bid was 460,546. 29 30 4. Oberle Construction and Engineering of Richmond, Indiana. The bid was on the proper form,signed, 31 notarized and accompanied by a bidders bond and financial statement. The base bid was 518,000. 32 33 5. Harry H. Verkler Construction of South Bend, Indiana. The bid was on the proper form, signed, 34 notarized and accompanied by a bidders bond and financial statement. The base bid was 508,000. 35 36 6. Brumbaugh Construction, Inc.of Arcanun,Ohio. The bid was on the proper form,signed, notarized 37 and accompanied by a bidders bond and financial statement. Two bid prices were included,one being 38 496,812. and the other being 559,307. Ms. Stout felt the later was the base bid, but needed to review 39 the documents for verification. 40 41 Ms. Hauptstueck moved to refer the bids for the renovation of Southview School to the Park Superintendent,. 42 Purchasing Director and consulting architect for award by the Park and Recreation Board on January 31, 1989, 43 seconded by Mr.Willis and on unanimous voice vote the motion was carried. 44 45 POLICE VEHICLES 46 47 Mr. Barden opened the bidding for approximately seventeen police vehicles. Having received all bids, Ms. 48 Hauptstueck moved to close the bidding, seconded by Mr. Willis and on unanimous voice vote the motion was 49 carried. 50 51 Mr. Barden examined the Proof of Publication and found it to be in order. Ms. Hauptstueck moved to accept and 52 file the Proof of Publication,seconded by Mr.Willis and on unanimous voice vote the motion was carried. 53 54 Ms. Stout opened the following bids: 55 56 1. Bradley Chevrolet of Franklin, Indiana. The bid was on the proper form, signed, notarized and 57 accompanied by a bid bond. The bid for seventeen four door Caprices was 13,153./each and for three 58 detective vehicles at 8,974./each. 59 60 2. Major Chevrolet of Long Island City, New York. The bid was on the proper form, signed, notarized 61 and accompanied by a bid bond. The bid for seventeen four vehicles was 13,318.32./each and for 62 three detective vehicles at 7,825./each. 63 64 3. Hertz Corporation of Vandalia, Ohio. The bid was on the proper form, signed, notarized and 65 accompanied by a bid bond. The bid was for three detective vehicles (1988 Ford Tempos) at 6,580./ each. Board of Works Minutes Cont'd January 26, 1989 Page 2 1 4. Avis Rent a Car of Columbus,Ohio. The bid was not on the proper form but was accompanied by a 2 bid bond. The bid was for three detective vehicles at 7,299./each. 3 4 5. Tom Wilson Chevrolet of Martinsville, Indiana. The bid was on the proper form,signed,notarized and 5 accompanied by a bid bond. The bid for seventeen four door Caprices was 13,692./each and for three 6 detective vehicles at 8,753./each. 7 8 6. Tom Brookbank Chevrolet of Richmond, Indiana. The bid was on the proper form,signed, notarized 9 and accompanied by a bid bond. The bid for seventeen four door Caprices was 13,792./each and for 10 three detective vehicles (Cavaliers) at 8,910./each. 11 12 Ms. Hauptstueck moved to refer the bids for police vehicles to the Police Chief and the Purchasing Director for 13 evaluation and recommendation,seconded by Mr.Willis and on unanimous voice vote the motion'was carried. 14 15 APPROVAL OF MINUTES OF JANUARY 12. 1989 16 17 Mr. Hauptstueck moved to approve the minutes of the previous meetings as prepared,seconded by Mr. Willis 18 and on unanimous voice vote the motion was carried. 19 - 20 APPROVAL OF CLAIMS FOR PAYMENT 21 22 Ms.Hauptstueck moved to approve claims for payment in the amount of 4,050,683.35, seconded by Mr.Willis 23 and on unanimous voice vote the motion was carried. 24 25 PUBLIC REQUESTS AND COMMENTS 26 27 Complaint on Litter Problem around the Radisson Hotel 28 29 The individual requesting the item on the agenda was not in attendance at the meeting, but Mr.Willis explained 30 he had been involved and it was a problem with the placement of the trash containers at the rear of the hotel. He 31 said the Sanitary District would address the problem 32 33 Residential Handicapped Parking Requests 34 35 1200 North D Street. 312 SW 4th Street and 224 North 21st Street 36 37 Major Don Ponder explained to the Board that Traffic Captain Williams was unable to be in attendance at this 38 meeting and he had no information on the requests. 39 40 Mr.Barden announced the requests would be tabled for one week for action. 41 42 DEPARTMENT REQUESTS AND COMMENTS 43 44 Fire Department 45 46 Declaration of Obsolete Equipment 47 48 Assistant Chief Gene Murray requested the Board to declare one 1954 Maximum Pumper and one 1961 49 American LaFrance Pumper as obsolete equipment and of minimal value in order that the Fire Department could 50 dispose of the vehicles in a timely fashion. 51 52 Mr. Barden explained that the vehicles were in such a state of disrepair they were unworthy of being driven and 53 the City would assume no liability for the condition of the vehicles when disposed of. 54 55 Mr.Willis moved to declare one 1954 Maximum Pumper and one 1961 American LaFrance Pumper as surplus and 56 obsolete with minimal value and unworthy of being driven, with the City to assume no liability for the vehicles, 57 seconded by Ms. Hauptstueck and on unanimous voice vote the motion was carried. 58 59 December Monthly Report 60 • 61 The December Monthly Report of the Richmond Fire Department showed a total of 80 runs with an estimated fire 62 loss of 43,150. 63 64 Ms. Hauptstueck moved to accept and file the December Monthly Report of the Richmond Fire Department, 65 seconded by Mr.Willis and on unanimous voice vote the motion was carried. Board of Works Minutes Cont'd January 26,1989 Page 3 1 Purchasing Department 2 3 Award Contract for Abandoned Vehicle Storage 4 5 Ms. Stout informed the Board that the proposals for a three year contract for storage of abandoned vehicles had 6 been reviewed by herself, Mr. Barden and Chief Nimitz. She said proposals had been received from J Street 7 Auto for a 1,500.00 annual payment, Pardo's for a 251.00 annual payment and H&H for a 50.00 year payment. 8 9 Ms. Stout said the proposal from J Street was non-responsive in supplying necessary information requested on 10 the bid documents and Pardo's was not properly zoned for storage of vehicles and the recommendation was to 11 award the proposal to H&H as the only responsive bidder. 12 13 Mr.Willis questioned the dollar difference and problems with awarding the proposal to the lowest bidder with such 14 a difference in the dollar amount. 15 16 Ms. Stout stated again that the highest bidder had not complied with supplying very pertinent information, 17 including information on related felonies. 18 19 Mr.Willis indicated the Board would need good data to be able to award the proposal per the recommendation. 20 21 Ms. Stout explained that the information regarding prior felonies was not filled out on the bid documents as 22 requested and therefore the proposal was not responsive. 23 24 Mr. Marvin Pardo requested to address the Board and informed them that he was properly zoned for vehicle 25 storage. 26 27 Ms. Stout said she had inquired of the Planning Office to make certain that all facilities were zoned properly and 28 was informed that the zoning at Pardo's was not proper. 29 30 Mr. Pardo stated he was zoned M-1 Light Industrial Special Use for vehicle storage. 31 32 Ms.Stout said she questioned the zoning specifically because Mr. Pardo had marked his bid documents that he 33 was not in compliance with zoning. 34 35 Mr. Dennis Bronston, upon questioning, told the Board that he was aware the property was zoned M-1 Light 36 Industrial,but was not aware of any special use zoning to allow vehicle storage. 37 38 Ms. Stout said that the third item in the specifications required zoning for storage and secured properly and Mr. 39 Pardo had indicated on the bid form that he was not in compliance with the zoning. She said Planning verified 40 that the zoning was not correct. 41 42 Mr. Bronston said he was confident that the information given Ms.Stout was correct. 43 44 Mr.Willis said he was not going to debate the zoning, but rather recommended that the matter be tabled until all 45 the facts were verified. 46 47 Mr. Willis also suggested that the current contract with H&H be extended for thirty days until matters can be 48 settled. 49 50 Mr.Jim Ramey of J Street Auto told the Board he has had prior problems with the City regarding the impound area 51 and if the Board does not feel he deserves the contract he felt that Mr. Pardo should be awarded the proposal. 52 He said he will not be awarded the bid, even though his bid is fair, because of personal differences with the 53 Police Department. 54 55 Mr.Willis said he was not ready to make a decision and felt the Board needed to be better informed. 56 57 Mr.Willis moved to table the award of the proposal for abandoned vehicle storage to February 2, 1989,seconded 58 by Ms. Hauptstueck and on unanimous voice vote the motion was carried. 59 60 Mr. Willis moved to extend the existing contract with H&H for the storage of abandoned vehicles from January 61 31, 1989 to March 1, 1989,seconded by Ms. Hauptstueck and on unanimous voice vote the motion was carried. 62 63 Change Order No. 1-1989 - Railroad Spur for Landis Plastics 64 65 Ms. Stout presented the Board Change Order No. 1-1989 for the railroad spur for Landis Plastics. /o Board of Works January 26, 1989 Page 4 1 Mr. David Horth of Central Engineering explained to the Board that the spur was being built on a base not stable 2 enough to support trains. He said there was a necessity to add filter and fiber paper and compact to bring it to 3 acceptable standards. 4 5 Ms.Stout stated this was an additional 5,036.71 dollars and the funds are available. 6 7 Mr.Wilis agreed that was a reasonable way to correct the problem. 8 9 Mr. Horth said that Norfolk and Southern were also in agreement. 10 11 Mr.Willis moved to approve and execute Change Order No. 10-1989 for the construction of a railroad spur for 12 Landis Plastics in the amount of 5,036.71, seconded by Ms. Hauptstueck and on unanimous voice vote the 13 motion was carried. 14 15 Animal Control Proposal 16 17 Ms.Stout read the following letter to the Board: 18 19 In reference to the above and after discussion with Joe Nimitz, Ken Barden and Jane Brookbank, it is 20 the suggestion of this office that a consultant be hired to give the City assistance in dealing with this 21 matter. 22 23 I have been in contact with a consultant that deals with Animal Control and Welfare Consulting Services 24 for Municipal Agencies. He has advised that he would contact with the City to go through the following 25 steps: 26 27 1. Interview the individuals responsible for animal control at this time. 28 29 2. Interview Community groups as to what they feel is needed. 30 31 3. Present alternatives to the City as to how to handle the animal control 32 33 The fee for this service would be approximately$2,000.to$3,000. This fee would include: air-fare, lodging and 34 meals. (Please see attached letter from B.William Evans) 35 36 I have, also, contacted Association of Cities and Towns to see if they have any input as to consultants in the 37 state that handles this subject. As of this date I have not received any information back from IACT. 38 39 Mr. Evans has advised that he could be scheduled mid February to start on this project. 40 41 If this is approved an'appropriation would have to be presented to Council to cover this expenditure. 42 43 I would suggest this appropriation be for$4,000.to make sure we cover all expenditures. 44 45 Mr.Willis asked if Mr. Evans would aid in writing the specifications for a proposal for animal control functions and 46 Ms.Stout said he would do that and also assist us in finding persons qualified to do the animal control functions: 47 48 Mr. Barden said that this will be an expert third party that can identify proper enforcement procedures for the City 49 and he felt the Board should give a recommendation to the Council in support of the appropriation. 50 51 Mr. Willis moved to make a request to the Common Council, upon the recommendation of the Purchasing 52 Director, City Attorney and Chief of Police, to appropriate 4,000.00 for professional services to develop proper 53 ordinances and procedures for animal control, seconded by Ms. Hauptstueck and on unanimous voice vote the 54 motion was carried. 55 56 Planning. Permits and Inspections 57 58 Building Reports. 1988 Annual and December Monthly 59 60 Mr. Dennis Bronston informed the Board that 1988 had been a very good year with 45 new single family dwelling 61 starts and he felt the City was finally realizing the efforts towards economic development along with successes 62 with the Rental Rehab, Home Owner Rehab and Home Equity Programs. - 63 64 The December Monthly Report showed a total of 164 permits issued at an estimated building cost of 2,528,658. 65 // Board of Works Minutes Cont'd January 26,1989 Page 5 1 Mr. Willis moved to accept and file the Annual and Monthly Building Reports of the Department of Planning, 2 Permits and Inspections,seconded by Ms. Hauptstueck and on unanimous voice vote the motion was carried. 3 4 BOARD OF WORKS MISCELLANEOUS 5 6 Contract for 1989 with Human Rights Commission Director 7 8 The Contract for 1989 with Mr. James Mathewson for services as Human Rights Commission Director was 9 presented to the Board. The only changes in the contract were to pay a set rate of 200.00 per case investigated 10 without additional pay for probable cause cases. 11 12 Ms. Hauptstueck moved to approve and execute the contract between the.City and Mr. James Mathewson for 13 services as Human Rights Commission Director for 1989, seconded by Mr.Willis and on unanimous voice vote 14 the motion was carried. 15 16 North 10th and Main Parking Lot Lease 17 18 Mr. Barden informed the Board that the property leased by the City at 10th and Main and used as a parking 19 facility had been sold by the estate of Ferdinand Kurdy to a new owner. He said the new owners were willing to 20 allow the same lease arrangement and the Board would need to terminate the lease with Kurdy's and execute a 21 lease with the new owners. 22 23 Mr.Willis moved to terminate the leave for property at 10th and Main with Ferdinand Kurdy and to approve a new 24 lease with the current owners, seconded by Ms. Hauptstueck and on unanimous voice vote the motion was 25 carried. 26 27 28 ADJOURNMENT 29 30 There being no further business,on a motion duly made, seconded and passed the meeting was adjourned. 31 32 33 34 35 36 37 Kenneth E. Barden, President 38 39 40 41 42 ATTEST:___ _ 43 Mary Merchanthouse,City Clerk 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65