08122025 Board of Public Works Meeting Minutes

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AGENDA REVIEW SESSION AUGUST 7, 2025 159 The Agenda Review Session of the Board of Public Works was convened at 10:30 a.m. on August 7, 2025, 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 Board of Public Works Clerk, Hillary R. 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. PUBLIC HEARING Attorney Schmidt brought up item 2.A: Award of the South Bend City Hall Security Services Agreement with Trinity Protection Group, LLC. He stated that for transparency purposes they were holding a public hearing for public comments. Deputy Director Jitin Kain informed the Board that after receiving applications they determined Trinity was well qualified for the security contract. He noted it was a three (3) year and three (3) month contract starting this fall when City Hall opens. He noted there was still some protocol in the works so that both parties are comfortable with the agreement. Mr. Gilot asked if the water billing office was being moved to the new City Hall and asked if the security needs for that are integrated into the contract. Deputy Director Kain stated that the Customer Service and Water Billing Office is not run by Water Works but by 311 and IT which is moving into the City Hall lobby, and security will monitor all functions in the lobby with a separate contract for Brinks to manage deposits and other cash -related things. Mr. Gilot asked about the scope of work and what officers would be armed with as he felt the contract language didn't specify there would be non -lethal weapons carried by officers such as spray or tasers. Deputy Director Kain stated that officers would have their service weapon and metal detectors and wands at all entrances to the building. He stated he would clarify with Trinity and update the contract language if needed. CHANGE ORDERS Engineer Patrick Sherman was present to discuss item 8.B.: MLK Dream Center with C.H. Garmong & Son, Inc. Mr. Sherman discussed the final change order for the MLK Dream Center project, explaining that it includes various items requested by VPA, Public Works, the inspector, and the fire marshal. They also clarified that a portion of the change order is related to soil spreading and topsoil, which was initially covered by the construction contingency. He clarified that approximately one-third (1/3) of the change order is related to soil spreading and topsoil, which were initially covered by the construction contingency. This additional soil scope is now the owner's responsibility due to the depletion of the construction contingency. He emphasized that the overall change order amount is 2.95%, which is relatively low compared to other projects. Board Members and staff discussed the CMc process and its cost implications. They debated whether the CMc process resulted in cost savings for the City. Mr. Miller expressed concerns about the lack of clear savings and he questioned the effectiveness of the CMc process in reducing overall project costs. Director Horvath stated it was not simply comparing apples to apples when comparing this CMc project to other ones the City had done such as Howard Park. They agreed to conduct a comparative analysis of different projects to better understand the cost differences. Mr. Sherman ended with emphasizing that the project was successful and has delivered something worthwhile to the City and its residents. TRAFFIC CONTROL DEVICES Mr. Gilot asked about item 14.B: New Installation of Handicapped Accessible Parking Space Signs at five (5) residential locations. He asked if we were catching up and that was why there were so many being added to this agenda, or if applications were approved in batches. Engineer Caitlin Wyant stated there were some hang ups and they were playing catch up. Mr. Gilot noted his preference for handling applications as they come in and not doing them in batches. PROJECT COMPLETION AFFIDAVITS Attorney Schmidt gave the Board additional information for the Projects being closed out.