HomeMy WebLinkAbout12122023 Board of Public Works MeetingAGENDA REVIEW SESSION DECEMBER 7, 2023 274
The Agenda Review Session of the Board of Public Works was convened at 10:31 a.m. on December 7, 2023, by Board President Elizabeth A. Maradik, Vice President Joseph Molnar
(arrived at 10:32 a.m.), and Board Members Gary Gilot, Murray Miller, Briana Micou (arrived at
10:34 a.m.), and Board Attorney Michael Schmidt present. The Board of Public Works Clerk, Theresa Heffner, 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.
AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA Director, Long Term Control Plan, Kieran Fahey was present to answer questions about item 8. L.: Professional Services Agreement – Bowen Engineering Corporation for the Major Long
Term Control Plans (LTCP) for LTCP Wastewater Treatment Plant Improvements. He explained
that the City has a mandated decent decree for the LTCP from 2022. After it had been paused for a while, this is one of the first major projects as a couple other projects are coming together. We are building a three million gallon combined sewage overflow storage tank, immediately south near the WWTP that will be then be incorporated into the Wastewater Treatment Plant’s
(WWTP) campus. We are also redoing some of the final clarifiers that are inside the WWTP
already. There will also be some other work done on the hydraulic bottlenecks. This three million gallon storage tank will increase the capacity from a maximum of seventy seven million gallons per day to one hundred million gallons per day. This project has been designed by American Structurepoint, Inc. Jordan McCormack of American Structurepoint, Inc was in the
room to answer questions. The proposed builder for this project is Bowen Engineering, Steve
Nutt from Bowen Engineering was in the room to answer questions. The funding for this has been secured through the Indiana Finance Authority through the State Revolving Funds; the two million dollars has been secured at a very low interest rate of just over two percent (2%). The idea is that we would start work in March or April depending on the weather.
Attorney Schmidt asked what the yearly savings is expected to be from this project. Director Fahey invited Steve Nutt from Bowen Engineering to the table to talk about the savings. Mr. Nutt stated that in the Guaranteed Savings Contract, there is an exhibit that has the total savings, and with the guaranteed savings contract, the savings has to be greater than the cost of the
project. The savings over the years since the codes have been in place includes more than just
energy now, it includes wastewater, future labor costs, cost of contracted services and related capital expenditures related to what the governing body is doing. He continued to note that based on this project, we had some wastewater savings talking with Nancy Clay at the WWTP on the Clarifiers. It was discussed that there are some arms that need repaired for when there are
flooding events which happens about two (2) times a year. Flooding also floods two (2) buildings
so there is cleanup that her crews have to take care of. Mr. Nutt explained that Ms. Clay gave some cost based on the cost of the hourly rate for those employees and that was part of the savings. Another part of the savings that we estimated here is related to the actual CSO tank itself, which is going to relieve future overflows, and that is part of your mandated consent
decree. If you don't do the project, you have to pay penalties on that, so we just made the
assumption that if you weren't to do this project, at least for one (1) year, that you would have penalties that total over one million dollars for that full year and then we just divided that by twenty (20) years just to have some type of calculation and we brought that out over the term. Mr. Nutt continued to explain that in the code, if what the governing body is doing is a cost that
they reasonably believe would incur during the term capital cost, which you are mandated to do
this job, we can add the actual capital cost of the project. We estimated that using historical data in RSMeans (a construction cost estimating software and database) and added that to the savings as well. There are three (3) components: labor savings, contracted services savings which will be the penalties, and then related capital expenditures that add up to those total savings. The total
savings per year equal $1,647,729. This is a cost based on future labor and capital savings if the project wasn’t done. VP Molnar asked how much would be saved in penalties. Mr. Nutt stated that the penalty savings per year would be roughly $64,850. The vast majority of the savings are capital expenses. Of the
five-hundred Guaranteed Savings Contracts in the state of Indiana, the savings on the majority of those contracts are really capital expenditures because the cost of energy is so low here. In 2002, when the legislature added house bill 1158 that defined that you can use actual capital cost to justify whether you can do something through this procurement method, as long as what you are
REGULAR MEETING DECEMBER 12, 2023 275
replacing is at the end of it useful life, it is mandated, or in the code it says the governing body believes that they have inferred those costs during the term.
Mr. Gilot asked if since it is in the statute that it is okay to count. Mr. Gilot emphasized that he
has a little problem with that concept of future capital and this one is not a replacement, and we are talking about savings in a situation where we will actually capture and treat more wastewater, so our costs would be expected to go up. This is not talking about real cash; this is required computations under the statue that it is a guaranteed energy savings.
Mr. Gilot asked if they will be using a three-million-gallon pre-cast tank. Mr. Nutt Answered yes. Mr. Nutt noted he brought his two (2) project managers and the superintendent for questions.
Mr. Gilot asked if Bowen Engineering has ever done a project this large. Mr. Nutt stated that
Bowen just completed one in Lebanon, Indiana that was a two-million-gallon tank and they have a video of that process. He claimed it was a very successful and low-cost project. Mr. Gilot noted that he had read about the two-million-gallon tank, but wondered if Bowen had ever done a three- million-gallon tank or if this was precedent setting, and asked if there are any worries as
they go from a two-million to a three-million-gallon size on this precast structure method.
Mr. Nutt Introduced Jared Weber, Project Manager who has built a number of CSO tanks in the state of Indiana. Mr. Weber explained they partnered with DN Tank or Dutchland Tank for the actual construction of the tank. Both have a lot of experience making larger tanks than this. The
different components depend on which company they partner with. DN Tank will cast the panels
onsite whereas Dutchland would precast offsite. VP Molnar asked if the tank would be above or below ground. Mr. Fahey advised that this will be a little bit of both about fifteen (15) feet above and fifteen (15) feet below ground adding that
it is a lot more expensive to build underground tanks.
VP Molnar asked what the lifespan is on the tank. Mr. Weber stated that they will last a long time, probably a hundred years before we would even need to coat the tank.
Mr. Gilot asked about the energy savings and if all of the significant horsepower motors,
premium efficiency motors with soft starts, variable frequency drives and things that truly embody sustainability. Jordan McCormack from American Structurepoint, Inc. advised that they have variable frequency drives that will start the motor up and only run it at the speed needed. Jim Czarnik from American Structurepoint, Inc. advised that they do not have VFD pumps
because it would add no benefit. Mr. Nutt explained that we are not forced to use something
unless it pays for itself. Mr. Czarnik is the primary design Engineer, so if it pays for itself, we use them. The decisions are made between the design team, the builder, and the City. Mr. McCormack added the VFD drives are a benefit if the pump stations run all the time. They would not provide any benefits in this project. We are using high efficiency pumps with soft
starts and control logic.
AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA Mr. Miller asked if item 8. M.: Professional Services Agreement with American Structurepoint, Inc. for architectural and Engineering design services for remodeling, was for the South Bend
Community School Corporation Building. Attorney Schmidt stated that this is a work in progress
and there will be a future amendment. Senior Project Engineer Becca Plantz stated that this will be in phases. This one is for the design build for the elevators. Since this is a preliminary schematic, we will come back and amend once we have a better layout and can better understand those services.
OPENING OF QUOTATIONS Mr. Gilot asked if item 3.A.: Northwest Elevated Tank Site Restoration was offline already. Senior Project Engineer Becca Plantz stated that it is online and this is just a punch list, so we
will not need to take it offline for this. Attorney Schmidt explained that we did a change order to
deduct and close out the project to save money by getting these last few items quoted out.
REGULAR MEETING DECEMBER 12, 2023 276
PROJECT COMPLETION ADDIFAVITS Attorney Schmidt advised the Board about item 6.A.:2022 Community Crossings Roadway
Rehabilitation. There was a change in utilization for the WBE participation and a slight scope
change on the project in landscaping and sodding which affected the WBE utilization.
Attorney Schmidt advised the Board about item 6.B.: MLK Jr. Center Demolition. The MWBE gals had been met.
PRIVILEGE OF THE FLOOR
ADJOURNMENT There being no further business to come before the Board, President Maradik adjourned the
meeting at 10:52 a.m.
REGULAR MEETING DECEMBER 12, 2023 The Regular Meeting of the Board of Public Works was convened at 9:33 a.m. on Tuesday,
December 12, 2023, 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 Theresa Heffner confirmed the presence of Board President Elizabeth A. Maradik, Vice President Joseph Molnar, and Board Members Gary Gilot, Murray Miller, Breana Micou (arrived at 9:34 a.m.), and Board
Attorney Michael Schmidt, with a roll call. President 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 VP Molnar, seconded by Mr. Miller and carried by roll call, the minutes
for the Agenda Review Session and Regular Meetings of the Board held on November 22, and November 28, 2023, were approved.
OPENING OF BIDS – BERCLIFF ESTATES SEWER SEPARATION – PROJECT NO. 122-
016C (PR-00028773) This was the date set for receiving and opening sealed bids for the above referenced project. The Clerk tendered proof of publication of the Notice in the South Bend Tribune, which was found to be sufficient. The following bids were opened and publicly read:
MILESTONE CONTRACTORS NORTH, INC. 24358 State Road 23 South Bend, IN 46614 akrueger@milestonelp.com Bid was signed by Mr. Dustin Hilary
December 19, 2023
REGULAR MEETING DECEMBER 12, 2023 277
Non-Collusion, Non-Discrimination Affidavit Form was completed. Five percent (5%) Bid Bond was submitted.
Three (3) Forms MWBE-1.0, 2.0, 2.1 were completed.
One (1) of One (1) Addendum(s) Acknowledgement received.
BASE BID TOTAL: $662,940.00
HRP CONSTRUCTION, INC.
5777 Cleveland Rd., P.O. Box 266 South Bend, IN 46624-0266 jeredb@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. Three (3) Forms MWBE-1.0, 2.0, 2.1 were completed. One (1) of One (1) Addendum(s) Acknowledgement received.
BASE BID TOTAL: $691,539.00
Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above bids were referred to Public Works for review and recommendation.
OPENING OF BIDS – 2023 GUARDRAIL INSTALLATION AND REPLACEMENT –
PROJECT NO. 122-043R (PR-00022501) This was the date set for receiving and opening sealed bids for the above referenced project. The Clerk tendered proof of publication of the Notice in the South Bend Tribune, which was found to be sufficient. The following Bids were opened and publicly read:
LAPORTE CONSTRUCTION CO., INC. PO Box 577 LaPorte, IN 46352 lschrad@laporteconstruction.com
Bid was signed by Ms. Lori Schrad
Non-Collusion, Non-Discrimination Affidavit Form was completed. Five percent (5%) Bid Bond was submitted. Three (3) Forms MWBE-1.0, 2.0, 2.1 were completed.
BID:
Division 1: Gertrude St. at Chippewa Ave. $49,793.00
Division 3: Portage Ave. at Lathrop St. $30,467.00
Division 4: Walnut St. at Railroad Crossing $33,896.00
Division 5: 23rd St. at Kerslake Ct., Dead End $26,319.00
Division 6: Sidewalk on West Side of S. Walnut St. at
Railroad Crossing
$204,357.00
Division 7: Sidewalk on North Side of E. Lincolnway
East near Ottawa Ct.
$194,195.00
Grand Total Base Bid, All Divisions $539,025.00
Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above
bids were referred to Public Works for review and recommendation.
OPENING OF BIDS – CITY OF SB WAYFINDING SIGNAGE PROGRAM, PHASE III – PROJECT NO. 123-013 (PR-00028908)
This was the date set for receiving and opening sealed bids for the above referenced project. The
Clerk tendered proof of publication of the Notice in the South Bend Tribune, which was found to be sufficient. The following Bids were opened and publicly read:
GEOGRAPH INDUSTRIES, INC.
475 Industrial Dr. Harrison, OH 45030 mikef@geographind.com
REGULAR MEETING DECEMBER 12, 2023 278
Bid was signed by Mr. Greg C. Freudiger Non-Collusion, Non-Discrimination Affidavit Form was completed. (The signer is also
the Notary)
Five percent (5%) Bid Bond was submitted. One (1) of Three (3) Forms were submitted; MWBE-1.0 BID:
Base Bid Total $144,901.00
Alternate #1 $19,567.00
Alternate #2 $19,567.00
Alternate #3 $18,187.00
Alternate #4 $270.00
Alternate #5 $270.00
Alternate #6 $1,550.00
Project Total with All Alternates $204,312.00
Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above
bids were referred to Public Works for review and recommendation.
OPENING OF BIDS – LIBERTY TOWER TIF PROJECT – PARKING GARAGE – PROJECT NO. 123-054R (PR-00027141) This was the date set for receiving and opening sealed bids for the above referenced project. The
Clerk tendered proof of publication of the Notice in the South Bend Tribune, which was found to
be sufficient. The following Bids were opened and publicly read: GOLF ACQUISITION GROUP, LLC 141 East 141st.
Hammond, IN 46327
willmarkunas@golfconstruction.net; ricardovazquez@golfconstruction.net Bid was signed by Mr. Will Markunas Non-Collusion, Non-Discrimination Affidavit Form was completed. Five percent (5%) Bid Bond was submitted.
Three (3) Forms MWBE-1.0, 2.0, 2.1 were completed.
BID:
Base Bid Total $1,276,586.00
Alternate #1 $54,000.00
Alternate #2 $27,000.00
Alternate #3 $156,450.00
Total Alternates Bid $237,450.00
Combined Base Bid Plus Alternates $1,514,036.00
BROWNING CHAPMAN, LLC 2101 Bastian Ct. Westfield, IN 46074 plyon@browningchapman.com; abrowning@browningchapman.com
Bid was signed by Mr. Allen Browning Non-Collusion, Non-Discrimination Affidavit Form was completed. Five percent (5%) Bid Bond was submitted. Three (3) Forms MWBE-1.0, 2.0, 2.1 were completed.
BID:
Base Bid Total $997,963.00
Alternate #1 $82,000.00
Alternate #2 $11,000.00
Alternate #3 $205,660.00
Total Alternates Bid $298,660.00
Combined Base Bid Plus Alternates $1,296,623.00
REGULAR MEETING DECEMBER 12, 2023 279
RAM CONSTRUCTION SERVICES 13800 Eckles Rd.
Livonia, MI 48150
kknake@ramservices.com; dcanedo@ramservices.com Bid was signed by Mr. Andrew Sandzik Non-Collusion, Non-Discrimination Affidavit Form was completed. Five percent (5%) Bid Bond was submitted.
Three (3) Forms MWBE-1.0, 2.0, 2.1 were completed.
BID:
Base Bid Total $924,000.00
Alternate #1 $82,000.00
Alternate #2 $11,000.00
Alternate #3 $164,220.00
Total Alternates Bid $257,220.00
Combined Base Bid Plus Alternates $1,181,220.00
SLATILE ROOFING & SHEET METAL CO., INC. 1703 S. Ironwood Dr. South Bend, IN 46613
debra.carothers@slatile.com; gerald.longerot@slatile.com
Bid was signed by Mr. Gerald Longerot Non-Collusion, Non-Discrimination Affidavit Form was completed. Five percent (5%) Bid Bond was submitted. Three (3) Forms MWBE-1.0, 2.0, 2.1 were completed.
BID:
Base Bid Total $975,000.00
Alternate #1 $79,000.00
Alternate #2 $11,000.00
Alternate #3 $176,000.00
Total Alternates Bid $266,000.00
Combined Base Bid Plus Alternates $1,241,000.00
Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above bids were referred to Public Works and Community Investment for review and recommendation. OPENING OF QUOTATIONS – NORTHWEST ELEVATED TANK SITE RESTORATION –
PROJECT NO. 122-018A (PR-00029295)
President 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: ACORN LANDSCAPING, LLC
3680 W. Sample St.
South Bend, IN 46619 info@acornlandscapers.com; jeffritschard@yahoo.com Quotation was submitted by Mr. Jeff Ritschard Non-Collusion, Non-Discrimination Affidavit Form was completed.
QUOTATION: $31,759.00 Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above quotations were referred to Public Works for review and recommendation.
OPENING OF QUOTATIONS – NORTHWEST ELEVATED TANK VALVE VAULT COATING – PROJECT NO. 122-018B (PR-00029298) President 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:
JETCO, LTD. 29693 N. US Hwy. 12
REGULAR MEETING DECEMBER 12, 2023 280
Wauconda, IL 60084 k.brend@jetcoltd.com
Quotation was submitted by Mr. Kenneth Brend
Non-Collusion, Non-Discrimination Affidavit Form was completed. QUOTATION: $46,486.00 Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above
quotations were referred to Public Works for review and recommendation.
AWARD BID AND APPROVE CONTRACT – 2023 RESIDENTIAL DEMOLITIONS – PROJECT NO. 123-068 (PR-00028089) Mr. Zach Hurst, Engineering, advised the Board that on November 28, 2023, bids were received
and opened for the above referenced project. After reviewing those bids, Mr. Hurst
recommended that the Board award the contract to the lowest responsive and responsible bidder, Ritschard Bros., Inc., in the amount of $368,493. Therefore, VP 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.
APPROVE CHANGE ORDER NO. 1 – 430 COTTAGE GROVE AVE. TIF PROJECT - ROOF REPAIRS – PROJECT NO. 123-062D (PO-0027424) President Maradik advised that Mr. Zach Hurst, Engineering, has submitted change order number 1 on behalf of TRCC LLC, indicating the contract amount be increased by $750 for a
new contract sum, including this change order, in the amount of $8,250. Upon a motion made by
VP Molnar, seconded by Mr. Miller and carried by roll call, the change order was approved. APPROVE CHANGE ORDER NO. 1 – 430 COTTAGE GROVE AVE. TIF PROJECT – WINDOWS & DOORS – PROJECT NO. 123-062E (PO-0027425)
President Maradik advised that Mr. Zach Hurst, Engineering, has submitted change order
number 1 on behalf of TRCC LLC, indicating the contract amount be increased by $750 for a new contract sum, including this change order, in the amount of $5,250. Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the change order was approved.
APPROVE CHANGE ORDER NO. 1 (FINAL) – 2023 CONTRACTOR PAVING, ROUND I –
PROJECT NO. 123-021 (PO-0023414) President Maradik advised that Mr. Scott Kreeger, Engineering, has submitted change order number 1 on behalf of Rieth-Riley Construction Co., Inc., indicating the contract amount be increased by $84,355.29 for a new contract sum, including this change order, in the amount of
$1,145,055.29. Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll
call, the change order was approved. APPROVE CHANGE ORDER NO. 1 – LASALLE PARK IMPROVEMENTS – PROJECT NO. 121-015 (PO-0024048)
President Maradik advised that Mr. Patrick Sherman, Engineering, has submitted change order
number 1 on behalf of HRP Construction, indicating the contract amount be increased by $183,340 for a new contract sum, including this change order, in the amount of $2,287,424.40. Upon a motion made by VP Molnar to table, seconded by Mr. Miller and carried by roll call, the change order was tabled.
APPROVE PROJECT COMPLETION AFFIDAVIT – 2022 COMMUNITY CROSSINGS ROADWAY REHABILITATION – PROJECT NO. 122-024R (PO-0018944) President Maradik advised that Mr. Kyle Ludlow, Engineering, has submitted the project completion affidavit on behalf of Milestone Contractors North, Inc., for the above referenced
project, indicating a final cost of $4,566,395.74. Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the project completion affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT – MARTIN LUTHER KING JR. CENTER DEMOLITION PROJECT – PROJECT NO. 121-066 (PO-0020807)
President Maradik advised that Mr. Kyle Ludlow, Engineering, has submitted the project completion affidavit on behalf of Ritschard Bros., Inc., for the above referenced project, indicating a final cost of $312,092. Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the project completion affidavit was approved.
REGULAR MEETING DECEMBER 12, 2023 281
ADOPT RESOLUTION NO. 44-2023 – A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS ESTABLISHING THE 2024 PRIME BORROWING
RATE CALCULATION INSTALLMENT PAYMENT AMOUNT FOR WATER/SEWER
INSTALLATION CHARGE Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the following resolution was adopted by the Board of Public Works:
Resolution Number Scrivener’s Error from November 28th Meeting.
CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Elizabeth A. Maradik
s/ Joseph R. Molnar
s/ Gary A. Gilot s/ Murray L. Miller s/ Brena N. Micou
ATTEST:
s/ Theresa Heffner, Clerk
APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following agreements/contracts/proposals/addenda were submitted to the Board for
approval:
Type Business Description Amount/ Funding Motion/ Second
Amendment No. 1 to Local
Public Agency
Contract
Indiana Department of
Transportation
Contract Decreases Federal Contribution to
Construction Budget for
Safe Routes to School - Muessel Primary - Holy Cross Area Project No. 122-006 DES #1900447
$218,250; Decreased to
the Amount:
$1,052,750.40 (TBD)
VP Molnar / Mr. Miller
Amendment No. 1 to Local
Public Agency
Contract
Indiana Department of
Transportation
Contract Increases Federal Contribution to
Construction Budget for
Safe Routes to School – Our Lady of Hungary Neighborhood Project No. 122-007 DES #2100025
$218,250; Increased to
the Amount:
$983,250 (TBD)
VP Molnar / Mr. Miller
CSO 26 Emergency Repair
Selge Construction Company, Inc.
Emergency Repairs and Bank Stabilization at 116 E. North Shore Dr. Due to
a Collapse in Combined
Sewer Outfall 26
$139,725 (PO-0027068) VP Molnar / Mr. Miller
Amendment
No. 1 to Owner-Engineer Agreement
Jones Petrie
Rafinski Corporation
Additional Design
Services for 2023 Guardrail & Handrail Installation & Replacement Project No.
122-043
NTE $9,818;
New Adjusted Total: $39,818 (PR-00029279)
VP Molnar /
Mr. Miller
Site Access Agreement Indiana Brownfields
Program - IDEM
Access Agreement to Former Drewry’s Brewery
for Removal of Underground Storage Tanks
N/A VP Molnar / Mr. Miller
Professional Services Agreement
Republic Services of Indiana LP
2024 One (1) Year Disposal Agreement Setting Per Ton Tipping Fee for Solid Waste & Street Sweepings, Option
to Extend Two (2) Years
N/A VP Molnar / Mr. Miller
Professional Christopher B. Technical Assistance and NTE $9,500 VP Molnar /
REGULAR MEETING DECEMBER 12, 2023 282
Services Agreement Burke Engineering, LLC
Associated Reports for South Bend Dam 2024 DSSMR for Compliance on Low Head Dam
(Hourly) (PR-00029378) Mr. Miller
Amendment No. 1 to Owner-
Engineer
Agreement
Commonwealth Engineers, Inc. Provide Geotechnical Report and Helical Pier Design Services Due to
Soil Conditions for CSO
22 Control Valve Replacement Project No. 123-032
$3,800; New Adjusted Total:
$149,265
(PO-0024395)
VP Molnar / Mr. Miller
Open Market Contract TRCC LLC 542 N. Scott St. TIF Project – Misc. Repairs Project No. 123-062F
$8,500 (PR-00028877) VP Molnar / Mr. Miller
Open Market Contract TRCC LLC 430 Cottage Grove Ave. TIF Project – Misc. Repairs Project No. 123-062G
$30,600 (PR-00028878) VP Molnar / Mr. Miller
Professional Services
Agreement
Jones Petrie Rafinski Engineering Servies for High Street Sidewalk
Improvements Project No. 123-012
NTE $19,400 (PR-00029428) VP Molnar / Mr. Miller
Professional
Services Agreement
Bowen
Engineering Corporation
Major Long-Term Control
Plan for LTCP Wastewater Treatment Plant Improvements Project No. 121-071
$29,863,164
(PR-00029437)
VP Molnar /
Mr. Miller
Professional Services Agreement
American Structurepoint, Inc.
Architectural and Engineering Design Services for Remodeling
the South Bend City Hall Project No. 124-001
NTE $135,220 (Hourly) (PR-00029382)
VP Molnar / Mr. Miller
APPROVAL OF LICENSE AND PERMIT APPLICATIONS The following license and permit applications were presented for approval: Applicant Description Date/Time Location Motion Carried
Walsh
Construction
Long Term
Occupancy Permit - Temporary Curb Cuts, Sidewalk Closures,
Delivery/Storage
Area, and Site Fencing for New Memorial Hospital Bed Tower
Approved
effective September 15, 2023 to May 1, 2026
615 N. Michigan St.
(Memorial Hospital)
VP Molnar /
Mr. Miller
APPROVE/DENY TRAFFIC CONTROL DEVICES
Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the
following traffic control device request was approved:
NEW INSTALLATION: Handicapped Accessible Parking Space Sign LOCATION: 533 E. Riverside Dr.
REMARKS: All Criteria Met
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
REGULAR MEETING DECEMBER 12, 2023 283
Diamond Steel Roofing Contractor Released 09/03/2023
George H. Pastor & Sons, Inc. Contractor Released 11/29/2023
Glass Traditions LLC Contractor Released 12/13/2023
Team Construction Co., Inc. Contractor Released 11/21/2023
Vequity Construction, LLC Contractor Released 12/29/2023
KRG Eddy Street Land II, LLC Contractor Released 11/02/2023 Advanced Engineering Services, Inc. Excavation Approved 11/29/2023
Geotechnical & Materials Engineers, Inc. dba GME Testing Excavation Approved 11/27/2023
Huff Septic Inc. Excavation Released 11/10/2023
XML Construction LLC Excavation Released 11/07/2023
Advanced Engineering Services, Inc. Occupancy Approved 11/29/2023
Geotechnical & Materials Engineers, Inc. dba GME Testing Occupancy Approved 11/27/2023
Geyer Construction Company Occupancy Approved 11/09/2023
Five Star Concrete & Construction LLC Occupancy Released 10/31/2023
Kokosing Industrial Inc. Occupancy Released 12/12/2023
KRG Eddy Street Land II, LLC Occupancy Released 11/02/2023 Panzica Building Corp. Occupancy Released 09/05/2023
Rans Custom Builders, Inc. Occupancy Released 08/11/2023
VP Molnar made a motion that the bond’s approval and/or release as outlined above be ratified.
Mr. Miller seconded the motion, which carried by roll call.
RATIFY REDUCED SENIOR TRASH RATE In a memo to the Board, Ms. Kelly Smith, Solid Waste, requested the Board ratify the approval
of reduced trash collection rates for the following residents, per Municipal Code 16-6:
1. 3,032 (Total # of Accountholders) as of the 4th Quarter of 2023
In her memo, she stated Water Works customer service staff verified that all the applicants are
head of the households and have submitted proof of age sixty-five (65) or older. There being no
further discussion, upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the approval of reduced rates was ratified.
RATIFY PREAPPROVED CLAIMS PAYMENTS
VP 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-67291, GBLN-
67293, GBLN-67555
11/17/2023 $696,928.82
City of South Bend Claims GBLN-67684, GBLN-67770 11/22/2023 $3,549,654.80
City of South Bend Claims GBLN-67942, GBLN-68189 11/28/2023 $2,351,994.84
City of South Bend Claims GBLN-68341, GBLN-68406 12/01/2023 $3,583,331.55
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 VP Molnar, seconded by Mr. Miller, and carried by roll
call, the Board ratified the preapproved claims payments.
PRIVILEGE OF THE FLOOR
Jordan Smith of the South Bend Tribune was on the call and asked several questions: 1) He
asked if someone could explain more about the scope of the design services for the remodeling
REGULAR MEETING DECEMBER 12, 2023 284
the South Bend City Hall. 2) What work is expected as part of the remodel? 3) What is the timeline for the city relocating its offices there?
Rebecca Plantz, Senior Project Engineer stated the summation of it is we are in the preliminary services, so they have already studied the layout of the building and now we are moving into the phase of plotting that layout, getting the design going a little bit further, making sure we understand feasibility of the layout itself. Once we have that and have assessed, we will have a
better idea of what is going on in the building, the existing mechanics, the existing technology,
electrical, and EP in general, then we will amend this agreement to keep moving forward with the design. It is fairly early still, very schematic. The timeline is still that the school building will be cleared by the end of 2024 and we will keep moving on the design from there with the goal being 2025. As far as I understand, it is subject to change depending on what we find in the early
design or the early research in the building itself.
Gary Gilot noted that for item 8. L: Professional Services Agreement – Bowen Engineering: Major Long Term Control Plan Wastewater Treatment Plan Improvements, that it does not classify as a professional services agreement, but rather a performance contract to guarantee the
energy saving contract.
ADJOURNMENT There being no further business to come before the Board, President Maradik adjourned the
meeting at 10:05 a.m.
December 19, 2023