12102024 Board of Public Works Meeting

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AGENDA REVIEW SESSION DECEMBER 10, 2024 253 The Agenda Review Session of the Board of Public Works was convened at 10:33 a.m. on December 10, 2024, by Board President Elizabeth A. Maradik, Vice President Joseph Molnar, and Board Members Gary Gilot, Murray Miller, Breana Micou, and Board Attorney Michael Schmidt present. The Acting Board of Public Works Clerk, Hillary Horvath, presented the Board with a proposed agenda of items presented by the public and by City Staff. Board members discussed the following item(s) from the agenda. RESOLUTIONS Principle Development Planner for DCI, Skip Morrell, was present to address item 8. A: A Resolution of the City of South Bend, Indiana Board of Public Works Adopting a Written Fiscal Plan and Establishing a Policy for the Provision of Services to an Annexation Area in Centre Township (Lafayette Falls Extension Annexation Area). Mr. Morrell informed the Board that this was a voluntary annexation proportion of two (2) parcels just south of Lafayette Falls Phase 1 (1), west of US 31 South that is approximately forty-four (44) acres of residentially zoned, vacant land. He noted the intent to divide that land into 111 parcels for single dwelling homes and added there are no public works capital expenditures by the City available off of Griese Lane and water is also available off of Stewart Drive in Griese Lane. He Noted the annexation would include a portion of US 31 S, but continued to be maintained by INDOT and the developer is proposing to construct and pay for about a mile of public roads that will be maintained by the City in the future. Mr. Gilot asked if there was a sewage lift station that was part of the capital and also asked who the developer was. Mr. Morrell answered yes. He added that part of the plan before any development is made will be for them to provide a master utility plan and a full drainage plan. Mr. Morrell also answered that the development is under a LLC named Lafayette Falls, LLC and stated he believed they were working with Allen Edwin Homes. OPENING OF QUOTATIONS Mr. Miller asked about item 3. B.: WWTP Server Room Fire Suppression System. He asked if this had MWBE goals to meet. Board members chimed in that it was a very specialized job and a small quote. Mr. Miller stated he agreed about the specialization and figured the small quote size would prevent it from being divisible. He stated he wanted to avoid the Board opening quotes and then having to reject the quotations only to turn around and requote without MWBE goals. A recent quotation where the Board had to reject and requote without goals was compared to this agenda item. Mr. Gilot asked why the WWTP still had an internal server room that requires special protection when it could be taken over by a third party who has the right environment for that kind of set up. Assistant City Engineer Jacob Klosinski was not available to answer the question, but Director Horvath said he could have him get in touch with Mr. Gilot. CHANGE ORDERS AND PROJECT COMPLETION AFFIDAVITS Attorney Schmidt had information regarding item 6.A.: Snow Route Sign Installation. He stated that they will be closing this project out. There were no goals due to the dollar amount. He noted Demlon, LLC was a minority-owned contractor and has been working aggressively with the Department of Community Investment and the Office of Diversity & Inclusion to quote out the project. Attorney Schmidt noted they had all minority or women-owned responders to the project which was a great success. Attorney Schmidt had information regarding item 7.A.: 2024 Contracted Microsurfacing. He stated that it did not have goals due to the specialized nature of the project. Attorney Schmidt had information regarding item 7.B.: Drewry’s Brewery Cleanup Phase I. He stated that city departments were still investigating if the goals were met. He clarified they appear to be a little shy of meeting the goals, but it is more complicated than that as there are layers to the work being done. He emphasized this item could be tabled for Tuesday if they need more time to investigate. AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA Attorney Schmidt had information regarding item 9.D.: Professional Services Agreement with HydroDigital, LLC to Operate and Maintain Sensors and Telemetry for the SmartSewer System. He stated that he had hope to still get this on the agenda for Tuesday’s regular meeting. He informed the Board it was work related to the CSO project where they are switching providers from Xylem to HydroDigital, LLC. He noted there were a few legal kinks they were trying to work out before pushing this agreement through for the Board’s approval.