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HomeMy Public PortalAbout03-03-1988 65 BOARD OF PUBLIC WORKS AND SAFETY OF THE CITY OF RICHMOND.INDIANA, MARCH 31988 1 The Board of Public Works and Safety of the City of Richmond, Indiana, met in regular session March 3, 1988 at 2 the hour of 9:00 A.M.in the Municipal Building in said City. Mr. Barden presided with Mr.Brown and Mr.Willis in 3 attendance. Absent: None. The following business was had to-wit: 4 5 APPROVAL OF MINUTES OF FEBRUARY 25.1988 6 7 Mr. Brown moved to approve the minutes of the previous meeting as prepared,seconded by Mr.Barden and 8 on unanimous voice vote the motion was carried. 9 10 APPROVAL OF CLAIMS FOR PAYMENT 11 12 Mr. Brown moved to approve claims in the amount of 60,710.55 for payment, seconded by Mr. Barden and on 13 unanimous voice vote the motion was carried. 14 15 PUBLIC REQUESTS AND COMMENTS 16 17 None were presented. 18 19 DEPARTMENT REQUESTS AND COMMENTS 20 21 PURCHASING DEPARTMENT 22 23 Award Bid for Sheridan Street Extension 24 25 Purchasing Director, Rita Stout informed the Board that it was the recommendation of the Public Works 26 Department and the Purchasing Department to award the bid for the extension of Sheridan Street to Stone Valley 27 Paving as the lowest and best bidder. Ms. Stout explained that Stone Valley was the lowest bidder at 28 103,789.32 compared to Contractors United at 108,921.50. Ms. Stout said that both are qualified companies 29 and she would like to award the bid subject to the environmental review being approved. 30 31 Mr. Brown moved to award the bid for the extension of Sheridan Street to Stone Valley Paving at a bid price of 32 103,789.32 subject to approval of the Environmental Review by the State, seconded by Mr. Barden and on 33 unanimous voice vote the motion was carried. 34 35 Award Bid for Park Concessionaires 36 37 Ms. Stout made the following recommendations based upon review by the Purchasing Director, Park 38 Superintendent and Park Board: 39 40 Clear Creek Municipal Swimming Pool - a one year contract to Schunk Concession at a fee of 41 $2,125.00. 42 43 McBride Stadium-a one year contract to Richmond Evening Optimist Club at a fee of$1,500.00. 44 45 Ms. Stout explained that these were the highest bidders meeting all specifications oh a one year contract. She 46 also informed the Board that the Park Board had decided the Park Department would operate the concessions at 47 Glen Miller and Diamond No.4. 48 49 Mr. Brown moved to award the bids for Park Concessions to Schunk Concessions for a one year contract for the 50 Municipal Pool at a fee of 2,125.00 and to the Richmond Evening Optimist for the McBride Stadium at a fee of 51 1,500.00 for a one year contract,seconded by Mr. Barden and on unanimous voice vote the motion was carried. 52 53 Award Bid for Professional Consulting Services for Grants and Technical Assistance 54 55 Ms.Stout recommended that the bid be awarded to Freeman Planning and Design at the flat fee of 37,500.00 for 56 a one year contract. Ms. Stout explained the flat fee of Freeman would be more advantageous to the City since 57 Bonar had bid a flat fee of 10,000.00 with ten visits included and 3,000.00 for each additional grant. Ms. Stout 58 said the bid of Bonar would not cover the twelve required meetings of the Revolving Loan Fund and with 59 approximately twelve grants being written annually, it would cost the City a total of 46,000.00 to contract with 60 Bonar versus the 37,500 with Freeman. 61 62 Ms.Stout informed the Board that there would be four quarterly reports required to be submitted to the City from 63 Freeman Planning and Design on all grants and that the recommendations had been based on review by Mr. 64 Dooley, Mr. Kinnett and herself. 65 Board of Works Minutes Cont'd March 3, 1988 Page 2 1 Mr. Brown moved to award the bid for professional consulting services to Freeman Planning and Design as the 2 lowest and most responsive bidder meeting specifications effective March 3, 1988, seconded by Mr. Willis and 3 on unanimous voice vote the motion was carried. 4 5 Award Proposal for Springwood Lake Consultant 6 7 Ms. Stout informed the Board that the proposals for a consultant on the clean up of Springwood Lake had been 8 reviewed by a committee consisting of the Park Superintendent, herself, Jackie Makela of the Sanitary District, 9 Councilmember Sally Hutton, Assistant Fire Chief Don Atkins and Steve Smith. The proposals had also been 10 reviewed by the Indiana Department of Environmental Management. 11 12 Ms. Stout said the committee had recommended the bid be awarded to A.W. Goodman & Associates as the 13 lowest and most responsive bidder. Ms. Stout indicated that Cole &Associates were not qualified and Lawson 14 Fisher Company did not meet specifications. Cole& Asssociates only sent a portfolio and did not cite previous 15 experience or include any proposals. Lawson Fisher Company also did not sent any specifics on the proposals. 16 17 Ms. Stout said that A.W. Goodman did meet specification and were the lowest price bidder at 12,000. plus lab 18 fees which would not exceed 10,000.00. 19 20 Mr. Barden said he had problems with stating that Cole & Associates were not qualified and the reasons for 21 eliminating them from the bidding need to be more specific. 22 23 Park Superintendent, Dean Bostrom explained that they did not submit a proposal on the project, but only 24 forwarded only a portfolio. 25 26 Mr. Barden said the Board needs to take note that they did not provide the requested materials. 27 28 Mr. Bostrom said the specifications asked for specifics and they did not respond past submitting their resume. 29 Mr. Bostrom also told the Board that Lawson Fisher did not respond to the specifications and did not even submit 30 a dollar amount on the proposal. 31 32 Mr. Barden said he felt uncomfortable excluding two vendors that are qualified. 33 34 Ms. Stout reminded the Board that the proposals were also reviewed by the State Department of Environmental 35 Management and they agreed with the choice of A.W.Goodman. 36 37 Mr. Bostrom stated that A.W. Goodman was the lowest bidder and gave great detail on the proposal as 38 requested in the specifications. 39 40 Mr. Willis said the Board had met all legal requirements with advertising for the proposals and this was not a 41 request for the lowest bidder. He said the Board should consider in awarding the proposals that the vendors did 42 not submit what was requested. 43 44 Mr. Barden said he only problem with awarding the proposal was saying that certain vendors were not qualified. 45 46 Mr. Willis moved to award the proposal for consulting services for the clean up of Spring Wood Lake to A.W. 47 Goodman as the lowest and best proposal being responsive to the specifications, seconded by Mr. Brown and 48 on unanimous voice vote the motion was carried. 49 50 Set Date to Receive Bids for Street Materials 51 52 Ms. Stout requested the Board to set March 24, 1988 to receive bids for street and bituminous materials for 53 1988. 54 55 Mr. Brown moved to set March 24, 1988 at 9:00 AM as the date and time to receive bids for street and bituminous 56 materials for 1988,seconded by Mr.Willis and on unanimous voice vote the motion was carried. 57 58 Set Date to Receive Bids for Various Equipment and Vehicles 59 60 Ms.Stout requested the Board to set March 31, 1988 to receive bids for the following equipment and vehicles as 61 approved by the Capital Equipment Committee: 62 63 Bush Hog, Four Wheel Truckster, two tractors, two Cushman Eagles, Greens Mower, Chipper, Sand 64 Rake, Cargo Van, 15 Passenger Van, Handicapped Van,3/4 Ton Pick Up,and 2-1/2 Ton Pick Ups. (All 65 for the Park Department). Single Axel cab&chassis and snow package for Street Department. 627 Board of Works Minutes Cont'd March 3, 1988 Page 3 1 Mr. Brown moved to set March 31, 1988 at 9:00 AM to receive bids for the various vehicles and equipment as 2 approved by the Capital Equipment Committee,seconded by Mr.Willis and on unanimous voice vote the motion 3 was carried. 4 5 PLANNING,PERMITS AND INSPECTION 6 7 Status Report on 901 North I Street 8 9 Mr. Bronston informed the Board that he had talked with Ms. Sandy Rowe of the Second National Bank and the 10 bank is no longer interested in trying to save the premises since they have no interested buyers. Mr. Bronston 11 said he recommended the Board follow the Order as issued and he will request demolition quotes on the 12 property. If no permits are issued for repair or demolition within the next ten days, the City will proceed with 13 demolition. 14 15 Mr. Barden asked about getting the title to the property transferred to the City since it would probably be one or 16 two years before the cost of demolition could be recouped due to the foreclosure proceedings. 17 18 Status Report on 214 Northl4th Street 19 20 Mr. Bronston reported to the Board that nothing has been done on the property to date. He said the insurance is 21 still not settled on the property. Mr. Bronston said he will proceed to request formal quotes for demolition to be 22 accomplished unless permits are issued within ten days for demolition by the owner. 23 24 Mr.Willis asked about putting the insurance company on notice that the premises will be demolished and the bill 25 will be forwarded to them for payment. 26 27 Mr. Bronston said they are aware of the Order. 28 29 Fire Chief Trotter said he is aware an attorney had been engaged by the owners on the insurance settlement. He 30 said the Fire Department has released the premises from investigation,but would still like to enter the area when 31 it is being demolished in order to work on determining the cause of the fire. 32 33 Mr.Willis formally requested the City Attorney to put the insurance company of the pending demolition. 34 35 314 North 5th-Status Report 36 37 Mr. Bronston reported that the accessory building at 314 North 5th belonging to William Williams was still 38 standing. He said he will request quotes for demolition and proceed within ten days. 39 40 Posting of Notices on Unsafe Premises 41 42 Mr. Barden requested the Board authorize that signs be posted on vacant buildings that the subject of unsafe 43 building proceedings. Mr. Barden said this will help notify neighbors and owners of the proceedings and when 44 they will take place. He said this will show the community the City is actively working on the problems. 45 46 Mr.Willis moved to authorize the placement of signs on vacant buildings that are the subject of Unsafe Building 47 Hearings notify when the hearing will be,seconded by Mr. Brown and on unanimous voice vote the motion was 48 carried. - 49 - 50 UNSAFE BUILDING HEARINGS 51 52 The Clerk administered the Oath to give testimony in the Unsafe Building Hearings to Mr. Dennis Bronston, Code 53 Enforcement Administrator. 54 55 134 South 7th Street - Accessory Building II 56 57 Mr. Barden opened the Unsafe Building Hearing on premises located at 134 South 7th Street pursuant to an 58 Order issued on February 16, 1988 to Mr. Edd Smith, 134 South 7th Street, Richmond, Indiana. The legal 59 description of the unsafe property is Lot No. 5 Hugh Moffitt. The Order stated the following action would be 60 accomplished: Wreck and remove accessory building within 30 days of receipt of the Order. 61 62 Mr. Barden requested Proof of Notification of Hearing and upon examining the return receipt Certified Mail, Mr. 63 Brown moved to accept and file the Proof of Notification, seconded by Mr. Willis and on unanimous voice vote 64 the motion was carried. 65 - ,6 Board of Works Minutes Cont'd March 3, 1988 Page 4 1 Mr. Bronston, under oath, informed the Board that the owner of the premises had indicated it would be removed 2 by February 10, 1988. Since the structure was not removed by that date, an Order was issued on February 16, 3 1988. Mr. Bronston said the structure is a 15 foot accessory building and is in danger of collapse. Mr.Bronston 4 said he had also spoken with Mr. Karl Kolger,Attorney for the owner of record, and Mr. Kolger also indicated the 5 structure was unsafe. The owner has not hired any contractor for demolition of the premises. 6 7 Mr. Barden gave opportunity for the owner of record or other interested parties to speak. 8 9 There were none in attendance. 10 11 Mr.Willis moved to affirm the Order to wreck and remove the unsafe premises located at 134 South 7th Street, 12 seconded by Mr. Brown and on unanimous voice vote the motion was carried. 13 14 816 North H Street 15 16 Mr. Barden opened an Unsafe Building Hearing on unsafe premises located at 816 North H Street, pursuant to an 17 Order issued on February 12, 1988 to Mr. Luther Hunter, 718 North 15th Street Richmond, Indiana. The legal 18 description of the unsafe premises is 26 ft. West Side Lot #30 Sara Sanders Addition. The Order stated the 19 following action be accomplished: (1) Repaid of unsafe dwelling (a)furnace needs to be repaired or replaced 20 within thirty days, (2)Vacation of unsafe building immediately. 21 22 Mr. Barden requested Proof of Notification of Hearing. Upon examination of the return receipt Certified Mail, Mr. 23 Brown moved to accept and file the Proof of Notification, seconded by Mr. Willis and on unanimous voice vote 24 the motion was carried. 25 26 Mr. Bronston, being under oath,told the Board the furnace in the structure is not operable and the persons living 27 in the structure were heating with two kerosene heaters and an electric stove. Mr. Bronston said the conditions 28 were unsafe and he had issued-an emergency notice to the Housing Authority for temporary living quarters. 29 30 Mr. Bronston said that the owner has been working with the City and has applied for assistance for the furnace 31 replacement through the Energy Department. He said the furnace will be replaced as soon as the premises are 32 vacated by the tenants,who decided not to go to the Housing Authority. 33 34 Mr. Bronston recommended the Board affirm the Order which will allow ample time for the furnace to be replaced 35 and the tenants are to be out yet today. 36 37 Mr.Willis asked if the premises was being declared unsafe because of no heat or ventilation problems and Mr. 38 Bronston explained that both were taken into consideration. He said the Housing Code requires a living 39 structure to be heated to a certain temperature with the outside temperature being taken into consideration in 40 order for it to be considered safe. He said structures can be deemed unsafe for several reasons such as fire 41 hazard, health reasons or building or housing codes. 42 43 Mr. Barden asked if the furnace can be replaced within the thirty days called for in the Order and Mr. Bronston 44 said it could. 45 46 Mr. Barden asked if the repairs are made will be Unsafe Order be released so the owner can then rent the 47 property and Mr. Bronston said after it is inspected he will forward a letter of release to the owner. 48 49 No other parties were in attendance to speak on the Order. 50 51 Mr. Brown moved to affirm the Order issued on unsafe premises located at 816 North H Street for immediate 52 vacation of premises and repair or replacement of the furnace within thirty days of receipt of the Order, 53 seconded by Mr.Willis and on unanimous voice vote the motion was carried. 54 55 STATUS REPORT ON 998 CHESTER BOULEVARD 56 57 Mr. Bronston informed the Board that he would be requesting quotes for demolition of 998 Chester Boulevard 58 since the owner has not caused any action to be taken including the placement of a fence for safety reasons. 59 60 The Clerk reminded the Board the Order had been modified to allow a June 2, 1988 date for demolition. 61 62 Mr. Bronston will follow up on the placement of the fence. 63 64 STATUS REPORT ON 601 SOUTH 13TH - 65 • (09 Board of Works Minutes Cont'd March 3, 1988 Page 5 1 Mr. Bronston said the Church was proceeding with repairs on this property for the owner, but the electrical 2 system would give them some problem. He said the Church is working with the City on the premises. 3 4 ADJOURNMENT 5 6 There being no further business,on a motion duly made,seconded and passed the meeting was adjourned. 7 8 9 10 11 12 Kenneth E. Barden, President 13 14 15 16 ATTEST: 17 Mary Merchanthouse,City Clerk 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65