HomeMy WebLinkAbout08242021 Board of Public Works Meeting161
REGULAR MEETING AUGUST 24, 2021
The Regular Meeting of the Board of Public Works was convened at 9:30 a.m. on Tuesday,
August 24, 2021, by Board President Elizabeth A. Maradik in the 13th Floor Conference Room
of the County -City Building, 227 W. Jefferson Blvd., South Bend, Indiana. The meeting was also
streamed live to the public via Microsoft Teams. Board President Elizabeth A. Maradik and
Board Members Gary Gilot, Joseph Molnar, and Murray Miller present. Clerk Anne Fuchs
confirmed the presence of the members with a roll call, as well as Board Attorney Clara
McDaniels, who attended virtually. Clerk Fuchs added that Jordan Gathers would be joining late
and that his presence would be noted for the record at that time. Ms. Maradik reminded virtual
attendees to use the Teams Live Q&A feature and to please include their name for the record.
APPROVE MINUTES OF PREVIOUS MEETING
Upon a motion made by Mr. Molnar, seconded by Mr. Miller and carried by roll call, the minutes
of the Regular Meeting of the Board held on August 10, 2021, were approved.
OPENING OF BIDS — CITY OF SOUTH BEND 2021 DRAINAGE IMPROVEMENTS -
KALEY ST. & MARION ST. — PROJECT NO. 121-006A (PR-00010684)
This was the date set for receiving and opening of sealed bids for the above referenced project.
The Clerk tendered proof of publication of Notice in the South Bend Tribune,. which was found
to be sufficient. The following bids were opened and publicly read:
HRP CONSTRUCTION INC.
5777 Cleveland Rd., PO Box 266
South Bend, IN 46624
matte ,hrpconstruction.com
Bid was signed by Mr. Matthew D. Cain
Non -Collusion, Non -Discrimination Affidavit Form was completed.
Five percent (5%) Bid Bond was submitted.
Form MWBE-2.0 Evidence of Good Faith Efforts was completed.
I: 10
Divisions 1 Total
$82,425.00
Division #1 Alternate
$9,250.00
Division 2 Total
$175,465.00
Base Bid Both Divisions 1 & 2 Total
$257,890.00
SELGE CONSTRUCTION CO., INC.
2833 South I ITH St.
Niles, MI 49120
aswinehart&selgeconstruction.com
Bid was signed by Mr. Justin Butler
Non -Collusion, Non -Discrimination Affidavit Form was completed.
Five percent (5%) Bid Bond was submitted.
Form MWBE-2.0 Evidence of Good Faith Efforts was completed.
' I►
Divisions 1 Total
$84,211.50
Division # 1 Alternate
$10,160.00
Division 2 Total
$158,632.75
Base Bid Both Divisions 1 & 2 Total
$242,844.25
MILESTONE CONTRACTORS NORTH. INC.
24358 State Road 23
South Bend, IN 46614
akrueger(i�milestonelp. com
Bid was signed by Mr. Dustin Hilary
Non -Collusion, Non -Discrimination Affidavit Form was completed.
Five percent (5%) Bid Bond was submitted.
Form MWBE-2.0 Evidence of Good Faith Efforts was completed.
BID:
Divisions 1 Total $94,280.00
REGULAR MEETING AUGUST 24, 2021 162
Division #1 Alternate
$9,170.00
Division 2 Total
$173,920.00
Base Bid Both Divisions 1 & 2 Total
$268,200.00
Upon a motion made by Mr. Molnar, seconded by Mr. Miller and carried by roll call, the above
bids were referred to Engineering for review and recommendation.
OPENING AND AWARD OF QUOTATIONS — APPROVE CONTRACT — EL CAMPITO
FENCING — PROJECT NO. 121-043 (PR-00010211)
Ms. Maradik advised that this was the date set for the receiving and opening of sealed Quotations
for the above referenced project. The following Quotations were opened and read:
CUSTOM FENCE COMPANY
2265 Reum Rd.
Niles, MI 49120
info@customfencemichiana.com
Quotation was submitted by Mr. Rich Kujawa
Non -Collusion, Non -Discrimination Affidavit Form was completed.
QUOTATION: $23,994.00
Upon a motion made by Mr. Molnar, seconded by Mr. Miller and carried by roll call, the above
Quotations were referred to Mr. Finnian Cavanaugh, Engineering, for review 'and
recommendation. After reviewing those quotations, Mr. Cavanaugh recommended postponing
the award until the next meeting in order to clarify whether the quoter had indeed received and
acknowledged receipt of the addendum that had been sent out.
AWARD BID AND APPROVE CONTRACT — DUBAIL AVENUE STREETSCAPE —
PROJECT NO. 120-009 (PR-00010336)
Ms. Charlotte Brach, Engineering, advised the Board that on August 10, 2021, bids were
received and opened for the above referenced project. After reviewing those bids, Ms. Brach
recommended that the Board award the contract to the lowest responsive and responsible bidder,
Rieth-Riley Construction Co., Inc., 25200 State Road 23, South Bend, IN 46614, in the amount
of $1,604,542.35 for the base bid plus alternate #1. Therefore, Mr. Molnar made a motion that
the recommendation be accepted, and the bid be awarded, and the contract approved as outlined
above. Mr. Miller seconded the motion, which carried by roll call.
AWARD BID AND APPROVE CONTRACT_— 2021 CONTRACTOR PAVING ROUND III —
PROJECT NO. 121-049 (PR-00010341)
Ms. Leslie Biek, Engineering, advised the Board that on August 10, 2021, bids were received
and opened for the above referenced project. After reviewing those bids, Ms. Biek recommended
that the Board award the contract to the lowest responsive and responsible bidder, Rieth-Riley
Construction Co., Inc., 25200 State Road 23, South Bend, IN 46614, in the amount of
$1,197,324.90 for Divisions 1 & 2. Therefore, Mr. Molnar made a motion that the
recommendation be accepted, and the bid be awarded, and the contract approved as outlined
above. Mr. Miller seconded the motion, which carried by roll call.
AWARD QUOTATION AND APPROVE CONTRACT — LAUREL WOODS DRAINAGE
IMPROVEMENTS —PROJECT NO. 121-007R (PR-000 1022 1)
Ms. Rebecca Plantz, Engineering, advised the Board that on August 10, 2021, quotations were
received and opened for the above referenced project. After reviewing those quotations, Ms.
Plantz recommended that the Board award the contract to the lowest responsive and responsible
quoter, Selge Construction Co., Inc., 2833 S. IIt'. St., Niles, MI 49120, in the amount of
$125,142. Therefore, Mr. Molnar made a motion that the recommendation be accepted, and the
quotation be awarded, and the contract approved as outlined above. Mr. Gathers seconded the
motion, which carried by roll call.
APPROVE TITLE SHEET— INSTALLATION OF SCHOOL ZONE FLASHING BEACONS
(DES#1801240) — PROJECT NO. 117-075
Mr. Scott Kreeger, Engineering, advised that the Title Sheet for the above referenced project was
being presented at this time for execution. Ms. Maradik noted for the record that this project will
REGULAR MEETING AUGUST 24, 2021 163
be bid by INDOT. Upon a motion made by Mr. Molnar, seconded by Mr. Miller and carried by
roll call, the above referenced Title Sheet was approved and signed.
ADOPT RESOLUTION NO. 29-2021 — A RESOLUTION OF THE CITY OF SOUTH BEND
INDIANA BOARD OF PUBLIC WORKS AUTHORIZING THE BOARD PRESIDENT TO
SIGN INDOT LPA CONTRACTS ON BEHALF OF THE BOARD
Mr. Gathers joined the meeting in person during the presentation of this item, at 9:41 a.m. Ms.
Maradik clarified that this resolution was based upon INDOT's use of DocuSign moving forward
to execute contracts, and that this resolution would make it easier to meet their technological
requirements. Upon a motion made by Mr. Molnar, seconded by Mr. Miller and carried by roll
call, the following Resolution was adopted by the Board of Public Works:
RESOLUTION NO.29-2021
A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF
SOUTH BEND AUTHORIZING THE BOARD PRESIDENT TO SIGN INDOT LPA
CONTRACTS ON BEHALF OF THE BOARD
WHEREAS, the City of South Bend, Indiana Board of Public Works (the "Board") is
authorized to supervise the streets and roads of the City, and to maintain all real and personal
property of the City of South Bend, Indiana (the "City") pursuant to Indiana Code Sections 36-9-
6-2 and 36-9-6-3, respectively; and
WHEREAS, the City on occasion enters into Local Public Agency Programs Project
Contracts ("LPA") with the Indiana Department of Transportation ("INDOT"); and
WHEREAS, INDOT recently advised the City that it had made the transition to use of
DocuSign@ to electronically sign INDOT LPA contracts. INDOT expressed that it has technical
difficulties including the City's full Board as signatories and expressed its preference to have one
legal signature on each document; and
WHEREAS, the Board at its August 10, 2021 meeting agreed to designate the Board
President to be the authorized signatory for all INDOT LPA contracts.
NOW THEREFORE, BE IT RESOLVED by the City of South Bend Board of Public
Works as follows:
1. The Board authorizes the Board President to execute, on behalf of the Board, all INDOT
LPA contracts, following discussion and approval by the Board.
2. This Resolution will be in full force and effect upon its adoption.
ADOPTED at a meeting of the Board of Public Works of the City of South Bend,
Indiana, held on August 24, 2021, at 1308 County -City Building, 227 West Jefferson Boulevard,
South Bend, Indiana 46601.
CITY OF SOUTH BEND
BOARD OF PUBLIC WORKS
s/ Elizabeth A. Maradik
s/ Gary A. Gilot
s/ Jordan V. Gathers
s/ Joseph R. Molnar
s/ Murray L. Miller
ATTEST:
s/Anne Fuchs, Clerk
APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA
The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for
approval:
Type
Business
Description
Amount/
Motion/
Funding
Second
Amendment
K.W. Garner
Engineering Services to
$5,910;
Molnar/Gathers
No. 1 to
Consulting &
Perform Structural
Adjusted
Owner-
Design*
Condition Assessment for
Agreement
Engineer
Walker Field Park
Total NTE
REGULAR MEETING
AUGUST 24, 2021 164
Agreement
Shelterhouse, Project No.
$15,160
120-010
PO-0004337
Purchase
Eleanor E.
Acquisition of Vacant
$8,250
Molnar/Gathers
Agreement
Filipek, Trustee
Resident Lot Adjacent to
of the Eleanor
City Retention Basin at
E. Filipek
Vac Lot 36th Lot 38, South
Living Trust
Bend, IN 46615
Purchase
Dwayne
Acquisition of Two (2)
$16,250
Molnar/Gathers
Agreement
Borkholder
Vacant Residential Lots
Adjacent to City Retention
Basin for Upcoming Parks
Project at Vac Lot 361h Lot
51 and 3612E.
Washington, South Bend,
IN 46615
Amendment
Abonmarche
Additional Design
$8,285
Molnar/Gathers
No. 1 to
Consultants,
Services for Mayflower
(PO-0005273)
Owner-
Inc.
Rd. and Sample St. Traffic
Engineer
Improvements, Project
Agreement
No.120-052
*Mr. Gilot inquired whether K.W. Garner Consulting and Design was a new firm. Ms. Maradik
confirmed that the Historical Preservation Commission uses their services. Ms. McDaniels
confirmed the firm is located in Plymouth, Indiana.
APPROVAL OF PERMIT AND LICENSE APPLICATIONS
The following permit and license applications were presented for approval, subject to adhering to
all current local health department and CDC guidelines:
Applicant
Description
Date/Time
Location
Motion
Carried
Faith Baptist
Transient Merchant
September
1002 Blaine Ave.
Molnar/Gathers
Church
License
11, 2021;
9:00 a.m. to
9:00 P.M.
Reach Out and
Street Closure for
September
Blaine Ave. from
Molnar/Gathers
Touch Faith
Special Event
11, 2021;
California Ave. to
Baptist Church
10:00 a.m. to
Vassar Ave.
Praise Part
8:00 p.m.
Let's Go to
Street Closure for
September
N. Notre Dame Ave.
Molnar/Gathers
Church
Special Event
12, 2021;
from South
Celebration
9:00 a.m. to
Bend Ave. to
3:00 p.m.
Almond Ct.
Lewis Block
Street Closure for
September 6,
N. Coquillard Dr.
Molnar/Gathers
Party
Special Event
2021; 2:00
from Rockne Dr. to
p.m. to 8:00
Cherry Tree Ln.
p.m.
Near Northwest
Street Closure for
September 26
California Ave.
Molnar/Gathers
Neighborhood
Special Event
2021, 10:00
between Sherman
Arts Cafe
a.m. to 7:00
Ave. and Portage
p.m.
Ave.
September 4,
Street Closure for
September 4,
Haney Ave. from
Molnar/Gathers
2021 (Block
Special Event
2021; 9:00
Columbia St. to
Party)
a.m. to 10:00
Fellows St.
p.m.
South Bend
Street Closure for
October 8,
Christian Center on
Molnar/Gathers
Riley
Special Event
2021, 6:00
E. Ireland Rd. to
Homecoming
p.m. to 7:00
Miami St., turn on
Parade
p.m.
Jackson Field
REGULAR MEETING AUGUST 24, 2021 165
APPROVE/DENY TRAFFIC CONTROL DEVICES
Ms. Maradik stated the following handicap accessible space signs would be removed following
an audit performed by City Engineering in conjunction with the City's ADA coordinator,
confirming the signage was no longer needed. Letters had been sent to all residents identified
during the audit and the following residences did not reply within the sixty (60) day time frame.
Mr. Gilot inquired whether the following letters had been sent via Certified mail. Clerk Fuchs
clarified that the letters were sent via regular mail, and that some residents responded with a
desire for removal, while others responded with a desire to reapply. No mail was returned
undeliverable. Ms. Maradik added that a condition of the audit involved confirmation that these
applicants were deceased. Therefore, upon a motion made by Mr. Molnar, seconded by Mr.
Gathers and carried by roll call, the following traffic control device requests were approved:
REMOVAL: Handicapped Accessible Parking Space Signs
LOCATIONS: 122 N. Meade St.
220 Hammond Pl.
421 S. Meade St.
602 32" d St.
607 Wayne St.
714 S. Kentucky St.
1138 N. Elmer St.
1142 Bissell St.
1207 Washington St.
1630 Bowman St.
1814 S. Taylor St.
3716 Langley Dr.
REMARKS: No Response To Renewal Letters
APPROVE CONSENTS TO ANNEXATION AND WAIVER OF RIGHTS TO
REMONSTRATE
Ms. Maradik stated that the Board is in receipt of the following Consents to Annexation and
Waivers of Right to Remonstrate. The Consents indicate that in consideration for permission to
tap into public water/sanitary sewer system of the City, to provide water/sanitary sewer service
to the below referenced properties, the applicants waive and release any and all rights to
remonstrate against or oppose any pending or future annexations of the properties by the City of
South Bend:
A. Mr. David Schroeter, 236 E. Pendle St., South Bend, IN 46637
1. 236 E. Pendle St. —Water (Key No.003-1129-0074)
B. Mr. Bryan E. Keve, 18625 Fontana Dr., South Bend, IN 46637
1. 18625 Fontana Dr. — Water/Sewer (Key No. 71-04-18-200-157.000-003)
Upon a motion by Mr. Molnar, seconded by Mr. Gathers and carried by roll call, the Consents to
Annexation and Waivers of Right to Remonstrate were approved as submitted.
RATIFY APPROVAL AND/OR RELEASE CONTRACTOR, EXCAVATION AND
OCCUPANCY BONDS
The Division of Engineering Permit Department recommended that the following bonds be
ratified pursuant to Resolution 100-2000 and/or released as follows:
Business
Bond Type
Approved/
Released
Effective Date
Neway Construction LLC
Contractor
Approved
07/15/2021
Huff Septic Inc.
Excavation
Released
08/04/2021
Heiden Concrete LLC
Occupancy
Approved
08/06/2021
Neway Construction LLC
Occupancy
Approved
07/15/2021
Performance Companies, Inc.
Occupancy
Approved
07/12/2021
Asphalt Restoration Services, LLC
Occupancy
ATproved
08/16/2021
Mr. Molnar made a motion that the bond's approval and/or release as outlined above be ratified.
Mr. Gathers seconded the motion, which carried by roll call.
REGULAR MEETING AUGUST 24, 2021 166
RATIFY PREAPPROVED CLAIMS PAYMENTS
Ms. Maradik stated the Board received notices of the following preapproved claim payments
from the City's Department of Administration and Finance:
Name
Date
Amount of Claim
City of South Bend Claims GLBN-20916, GBLN-
20917
08/09/2021
$658,924.58
City of South Bend Claims GLBN-21007, GBLN-
21013, GBLN-21019
08/10/2021
$963,651.44
City of South Bend Claims GLBN--20617
08/11/2021
$295,056.00
City of South Bend Claims GBLN-21253, GBLN-
21439, GBLN-21439
08/17/2021
$1,839,269.95
Each claim is fully supported by an invoice; the person receiving the goods or services has
approved the claims; and the claims have been filed with the City Fiscal Officer and certified for
accuracy. Therefore, upon a motion by Mr. Molnar, seconded by Mr. Gathers, and carried by roll
call, the Board ratified the preapproved claims payments.
PRIVILEGE OF THE FLOOR
Ms. Maradik congratulated Public Works Director Eric Horvath for his team's efforts with the
CSO consent decree.
ADJOURNMENT
There being no further business to come before the Board, Ms. Maradik adjourned the meeting at
9:50 a.m.
CITY OF SOUTH BEND, INDIANA
BOARD OF PUBLIC WORKS
4
Elizabeth A. Maradik, President
Gary A. Gilot, Member
1'1�z 7r�
Joseph R. Molnar, Member
Jordan V. Gathers, Member
Murray L. Miller, Member
Attest: Anne Fuchs, Clerk