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Home My WebLink About10122021 Board of Public Works Meeting181 REGULAR MEETING OCTOBER 12, 2021 The Regular Meeting of the Board of Public Works was convened at 9:31 a.m. on Tuesday, October 12, 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 Clerk Anne Fuchs confirmed the presence of Board Members Elizabeth A. Maradik, Gary Gilot (virtual), Jordan Gathers (virtual), Joseph Molnar (virtual), Murray Miller, and Board Attorney Clara McDaniels (virtual), with a roll call. Ms. Maradik reminded virtual attendees to mute their microphones and turn off their cameras when not speaking, and to save their questions and comments for the Privilege of the Floor. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Molnar, seconded by Mr. Gathers and carried by roll call, the minutes of the Regular Meeting of the Board held on September 28, 2021, were approved. APPPROVE 2022 CITY EMPLOYEE HOLIDAY SCHEDULE In a memo to the Board, Mr. Dan Parker, City Controller, presented the proposed 2022 City Employee Holiday Schedule, approved by the Mayor's Office. Upon a motion by Mr. Molnar, seconded by Mr. Gathers and carried by roll call, the holiday schedule was approved as presented. OPENING OF QUOTATIONS —NORTH PUMPING STATION FLOOD DAMAGE REPAIRS —PROJECT NO. 118-302R (PR-00012393) Ms. Maradik advised that this was the date set for the receiving and opening of sealed quotations for the above referenced project. Board Attorney McDaniels stated that no quotes had been received. There being no quotes, Ms. Maradik informed the public that the City could proceed with the open market procurement procedure. AWARD QUOTATION AND APPROVE CONTRACT — EDISON FILTRATION FAN REPLACEMENT —PROJECT NO. 121-069 (PR-000 1229 1) Mr. Scott Kreeger, Engineering, advised the Board that on October 11, 2021, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Kreeger recommended that the Board award the contract to the lowest responsive and responsible quoter, Ideal Consolidated Inc., 1125 S. Walnut St., South Bend, IN 46619, in the amount of $4,020. 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. AWARD QUOTATION AND APPROVE CONTRACT — EDISON ROAD LIFT STATION VALVE REPLACEMENT — PROJECT NO. 121-068 (PR-00011838) Mr. Jacob Klosinski, Engineering, advised the Board in a memo that on September 28, 2021, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Klosinski recommended that the Board award the contract to the lowest responsive and responsible quoter, HRP Construction, Inc., 5777 Cleveland Rd., PO Box 266, South Bend, IN 46624, in the amount of $52,350 with a voluntary alternate submitted to adjust the completion date to December 31, 2021. The quote price was reduced by $12,000 ($64,350 to $52,350). 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. AWARD QUOTATION AND APPROVE CONTRACT — CSO 18 BACKWATER VALVE REPLACEMENT — PROJECT NO. 120-017 (PR-00010974) Mr. Jacob Klosinski, Engineering, advised the Board in a memo that on September 14, 2021, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Klosinski recommended that the Board award the contract to the lowest responsive and responsible quoter, Selge Construction Co., Inc., 2833 S. II1h. St., Niles, MI 49120, in the amount of $124,980. 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. REGULAR MEETING OCTOBER 12, 2021 182 APPROVE CHANGE ORDER NO. 1 — WASTEWATER TREATMENT PLANT MASONRY IMPROVEMENTS GALLERY BUILDINGS 1-4 — PROJECT NO. 120-036 (PO-0005683) Ms. Maradik advised that Mr. Jacob Klosinski, Engineering, submitted Change Order No. 1 on behalf of Slatile Roofing and Sheet Metal, Inc., 1703 S. Ironwood Dr., South Bend, IN 46613, indicating the contract amount be increased by $20,486 and an additional one hundred & fifty (150) days for a new contract sum, including this Change Order, in the amount of $440,704 with a new completion date of October 12, 2021. Ms. Maradik also noted for the record that this was due to unforeseen conditions. Upon a motion made by Mr. Molnar, seconded by Mr. Gathers and carried by roll call, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — 2021 TREE AND STUMP REMOVAL — PROJECT NO. 121-002 (PO-0010119) Ms. Maradik advised that Mr. Finnian Cavanaugh, Engineering, submitted Change Order No. 1 on behalf of K & R Tree Service LLC, 1724 S. Grant St., South Bend, IN 46613, indicating the contract amount be increased by $4,178 and an additional thirty (30) days for a new contract sum, including this Change Order, in an amount not to exceed $29,276 and a new completion date of August 29, 2021. Upon a motion made by Mr. Molnar, seconded by Mr. Gathers and carried by roll call, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 — 2020 CURB AND SIDEWALK ADDITIONAL — PROJECT NO. 120-001A (PO-0006102) Ms. Maradik advised that Mr. Finnian Cavanaugh, Engineering, submitted Change Order No. 1 on behalf of TX Concrete, LLC, 24899 Filmore Rd., South Bend, IN 46619, indicating the contract amount be increased in an amount not to exceed $13,007.50 and an additional forty-five (45) days for a new contract sum, including this Change Order, in the amount of $81,805 and a new completion date of July 12, 2021. Upon a motion made by Mr. Molnar, seconded by Mr. Gathers and carried by roll call, the Change Order was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — 3400 BLOCK S. MICHIGAN STREETSCAPE IMPROVEMENTS — PROJECT NO. 120-062 (PR-00006606) Ms. Maradik advised that Mr. Toy Villa, Engineering, submitted the Project Completion Affidavit on behalf of Milestone Contractors North Inc., 24358 State Road 23, South Bend, IN 46614, for the above referenced project, indicating a final cost of $222,079.50. Upon a motion made by Mr. Molnar, seconded by Mr. Gathers and carried by roll call, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — INSTALLATION OF TEMPORARY SPEED TABLES — PROJECT NO. 121-042 (PR-0009540) Ms. Maradik advised that Mr. Toy Villa, Engineering, submitted the Project Completion Affidavit on behalf of Selge Construction Co., Inc., 2833 S. I Ith. St., Niles, MI 49120, for the above referenced project, indicating a final cost of $20,000. Upon a motion made by Mr. Molnar, seconded by Mr. Gathers and carried by roll call, the Project Completion Affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — TEMPORARY SPEED HUMP INSTALLATION — PROJECT NO. 121-044 (PR-00009688) Ms. Maradik advised that Mr. Toy Villa, Engineering, submitted the Project Completion Affidavit on behalf of Selge Construction Co., Inc., 2833 S. I Ph. St., Niles, MI 49120, for the above referenced project, indicating a final cost of $42,303.30. Upon a motion made by Mr. Molnar, seconded by Mr. Gathers and carried by roll call, the Project Completion Affidavit was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — PRAIRIE AVENUE WATER MAIN LOOP — PROJECT NO. 117-068 (PR- 00012245 In a memorandum to the Board, Ms. Sue Ellen Doudrick, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Also presented at this time for approval and execution was the Title Sheet. Upon a motion made by Mr. Molnar, seconded by Mr. Gathers and carried by roll call, the above request to advertise was approved, and the Title Sheet was approved and signed. REGULAR MEETING OCTOBER 12, 2021 183 APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — POTAWATOMI ZOO PARKING LOT — PROJECT NO. 120-014 (PR-00012218) In a memorandum to the Board, Ms. Rebecca Plantz, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Also presented at this time for approval and execution was the Title Sheet. Upon a motion made by Mr. Molnar, seconded by Mr. Gathers and carried by roll call, the above request to advertise was approved, and the Title Sheet was approved and signed. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — AIRPORT ANNEXATION AREA WATER MAIN EXTENSION — PROJECT NO. 120-026 (PR- 00012426) In a memorandum to the Board, Mr. Jacob Klosinski, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr. Molnar, seconded by Mr. Gathers and carried by roll call, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — NORTH WATER TREATMENT PLANT IMPROVEMENTS — PROJECT NO. 119- 011 (PR-00012417) In a memorandum to the Board, Ms. Rebecca Plantz, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Also presented at this time for approval and execution was the Title Sheet. Upon a motion made by Mr. Molnar, seconded by Mr. Gathers and carried by roll call, the above request to advertise was approved, and the Title Sheet was approved and signed. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — RIVERSIDE DRIVE BANK STABILIZATION — PROJECT NO. 118-005B (PR- 00011992 In a memorandum to the Board, Ms. Sue Ellen Doudrick, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Also presented at this time for approval and execution was the Title Sheet. Upon a motion made by Mr. Molnar, seconded by Mr. Gathers and carried by roll call, the above request to advertise was approved, and the Title Sheet was approved and signed. APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for annroval: Type Business Description Amount/ Motion/ Funding Second Right of Eight (8) Right of Entry N/A Molnar/Gathers Entries and Agreements and One (1) Riverbank Letter of Non -Ownership Stabilization for Riverside Drive Bank Agreements Stabilization Project No. 118-005B Amendment Cardno, Inc. Construction NTE $23,000; Molnar/Gathers No. 5 to Administration Support New Total Owner- for St. Joseph North Shore $136,100 Engineer Bank Stabilization Project (PR-00012290) Agreement No. 118-005B Deed of New Energy Drive Right- N/A Molnar/Gathers Dedication for of -Way Clean -Up New Energy Drive Amendment Black & Veatch Additional Design NTE $21,735; Molnar/Gathers No. 2 to Corporation Services to Filter Media New Total Owner- Vessel Improvements and $233,791 Engineer Removal of External Scan (PO-0005261) Agreement Review for North Water Treatment Plant Improvements Project No. 119-011 REGULAR MEETING OCTOBER 12, 2021 184 Contract Indiana Construction of School $150,000 City Molnar/Gathers Department of Zone Flashing Beacons, Amount; Transportation DES#1801240 $600.000 — Local Public INDOT Agency Amount; Total $750,000 (Final Amount Established Upon Award Beginning 2022) (PR-00012160 APPROVE/DENY TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Molnar, seconded by Mr. Gathers and carried by roll call, the following traffic control device request was approved: NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATION: 725 S. 271h. St. REMARKS: All Criteria Met REMOVAL: Handicapped Accessible Parking Space Sign LOCATIONS: 416 S. 291h. St. 2101 S. William St. REMARKS: All Criteria Met; Residents requested removal as signage was no longer needed. NEW INSTALLATION: Eight (8) No Dumping Signs LOCATION: Old Cleveland Rd. Between Nimtz Pkwy. & Moreau Ct. REMARKS: All Criteria Met NEW INSTALLATION: Eight (8) No Parking Signs with Double Arrow LOCATION: 700 Block S. Main St. REMARKS: All Criteria Met 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. Mr. Molnar asked Board Clerk Fuchs to confirm that the Consents are recorded following Board of Works approval. Ms. Fuchs confirmed that is correct. Upon a motion by Mr. Molnar, seconded by Mr. Gathers and carried by roll call, the following Consents to Annexation and Waivers of Right to Remonstrate were approved as submitted: A. Mr. William A. Nolan, 241 Milan St., Granger, IN 46530 1. 17339 Middlefield Ct. — Water/Sewer (Key No. 002-2013-026371 & 002- 2013-026372) B. Mr. Brian Miller, PO Box 706, Osceola, IN 46561 1. 18241 Gilmore Dr.— Water/Sewer (Key No. 002-1014-027390) C. Mr. Michael Dudeck, 26395 Scotch Pine Trail, South Bend, IN 46619 1. 26671 Boulder Dr. —Sewer (Key No. 021-1038-061442) 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: REGULAR MEETING OCTOBER 12, 2021 185 Business Bond Type Approved/ Released Effective Date Covenant Concrete LLC Contractor Approved 09/09/2021 Irene Borysiak d/b/a SI Premier Contractor Approved 09/23/2021 Covenant Concrete LLC Occupancy Approved 09/09/2021 Irene Borysiak d/b/a SI Premier Occupancy Approved 09/23/2021 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. RATIFY PREAPPROVED CLAIMS PAYMENTS Mr. Molnar 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 GBLN-23866, GBLN- 09/28/2021 $3,940,301.79 23882 City of South Bend Claims GBLN-23916, GBLN- 10/01/2021 $1,234,930.26 23918 City of South Bend Claims GBLN-24231, GBLN- 10/05/2021 $589,160.26 24232 City of South Bend Claims GBLN-24207, GBLN- 10/05/2021 $998,444.13 24208 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 Board Member Murray Miller raised several questions regarding the 2021 Drainage Improvements — Kaley Street & Marion Street — Project No. 121-006A bid award from the previous meeting of September 28, 2021. Mr. Miller explained that following the last meeting, he reviewed the MWBE goals and calculations as submitted and found some errors with the awarded bid. He stated that the contractor submitted 4% as their MBE goal, and that although a recalculation of the numbers found they could only meet the required minimum goal of 3.2%, Mr. Miller believes they should still be held to their submitted number of 4% and should pay that out, regardless of the math error made. He added that he did not think the office of Diversity and Inclusion should be able to make a call to reduce that number. Mr. Miller also raised concerns he has with awarding alternates with goals. He said that the overall project should still need to meet the established goal, and that if the project is awarded with alternates the goal should be the same all the way through, versus having different goals for separate entities and separate alternates. He said that there should be one overall goal for the project, regardless of whether any alternates are awarded. Board Attorney McDaniels thanked Mr. Miller for his comments and stated they would be noted and taken into consideration during further discussions about MWBE goals. Ms. McDaniels recommended Mr. Miller also discuss his concerns further with the Inclusive Procurement Board. ADJOURNMENT There being no further business to come before the Board, Ms. Maradik adjourned the meeting at 9:53 a.m. CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS Va,4, k &9' Elizabeth A. Maradik, President Jordan V. Gathers, Member & 7n—do—' GaryA.. G� ilot, Member �/ r � Joseph R. Molnar, Member Murray L. Miller, Member Attest: Anne Fuchs, Clerk Date: October 26, 2021