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AGENDA REVIEW SESSION May 22, 2025 114 <br /> <br />The Agenda Review Session of the Board of Public Works was convened at 10:30 a.m. on May <br />22, 2025, by Board President Elizabeth A. Maradik, Vice President Joseph Molnar (not present), <br />and Board Members Gary Gilot, Murray Miller (virtual), Breana Micou, and Board Attorney <br />Michael Schmidt present. The Board of Public Works Clerk, Theresa Heffner, presented the Board <br />with a proposed agenda of items presented by the public and by City Staff. <br /> <br />Board members discussed the following item(s) from the agenda. <br /> <br />REJECTION OF BIDS/QUOTATIONS <br />Gemma Stanton, Project Engineer, was present to discuss item 7.A.: Urban Half Moon Tree <br />Nursery. She explained that they have identified some places where they can value engineer the <br />contract and take some items out of the scope to get it under the quote threshold. They may look <br />at removing items that aren’t critical to the project or moving them to alternates. They are also <br />going to reach out to additional quoters that they did not reach out to the first time. <br /> <br />Attorney Schmidt asked what type of contractors do this kind of work. Ms. Stanton stated that she <br />reached out to landscapers and TX Concrete, but they would also like to reach out to excavators. <br />In the original scope, there was a water tap in addition to landscaping, so there is not a lot of people <br />that do all those things all the time. Since we may not need a water tap anymore, that might free <br />up more people to make it more appealing. <br /> <br />Mr. Gilot noted that this project is funded by a USDA Grant and the point of the grant is to grow <br />a lot of trees and plant a lot of trees around the City. The pavilion is nice to have, but not essential <br />to have to grow trees in a nursery. <br /> <br />Attorney Schmidt asked if there were goals attached to the project. Ms. Stanton advised that there <br />were goals and they met them with trucking and excavations. <br /> <br />OPENING OF QUOTATIONS <br />Mr. Gilot asked what the City’s role is in item 4.A.: Ivy Alley Windows. Attorney Schmidt advised <br />that it is tied to a redevelopment project for procuring a component of infrastructure improvements <br />that are going on. Because it is government money we try to be very cognizant and careful how <br />we handle this. <br /> <br />Mr. Gilot asked if there was a facade easement for the project. Attorney Schmidt stated that it is <br />not a façade easement. There is the resource that exists in the overall redevelopment deal. If there <br />is some sort of default, sometimes we take a secured interest in the in the property. <br /> <br />Mr. Gilot noted the evolution of spending public funds on private property are more and more <br />common in redevelopment deals. Attorney Schmidt stated that he understands that Mr. Gilot is <br />focused on ensuring the City is being good stewards of the money and following the proper <br />procurement. The City is trying to make sure that we protect our assets in the rare situation of <br />defaults. Trying to do so in ways that are not prohibitive of deal making and still supportive of our <br />partners. <br /> <br />AWARD BIDS AND APPROVE CONTRACTS <br />Bianca Jones of the Office of Diversity and Inclusion asked if item 6.A.: Wall Street Improvements <br />went through ODI for review before going to the board. Assistant City Engineer Leslie Biek noted <br />that she would send it over if she hadn’t already. Michael Szymanski of ODI stated that they did <br />receive it and it has goals attached. <br /> <br />PRIVILEGE OF THE FLOOR <br /> <br />Board Attorney Michael Schmidt wanted to formally recognize Doctor Kara Boyles, who is <br />leaving the city at the end of the week. Her distinguished career of nearly eleven (11) years with <br />South Bend, much of which was as the City Engineer, but also a little spell in there as the Deputy <br />Director of Public Works. He wanted to call to the Board's attention all the wonderful <br />achievements that Kara has been a part of over the last decade, the leadership that she's shown to <br />her staff, and the impact that she's had on the city. She has been a greater proponent of the MWBE <br />ordinance even before it was in existence. The amount of things that she has just touched is quite <br />impressive and I know I will personally miss her, but I also want to make sure that with all the