HomeMy WebLinkAbout01232024 Board of Public Works MeetingAGENDA REVIEW SESSION JANUARY 18, 2024 6
The Agenda Review Session of the Board of Public Works was convened at 10:30 a.m. on
January 18, 2024, by Board President Elizabeth A. Maradik, Vice President Joseph Molnar, and
Board Members Gary Gilot, Murray Miller, Briana Micou, 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.
AGENDA REVIEW SESSION ACTION ITEM
APPROVAL OF LICENSE AND PERMIT APPLICATIONS
The following license and permit applications were presented for approval:
Applicant Description Date/Time Location Motion
Carried
March for Life-
South Bend
Street Closure for
Special Event
January 19,
2024; 11:30
a.m. to 1:15
p.m.
Sidewalk from
Knights of Columbus
to Federal Courthouse
VP Molnar/
Mr. Miller
Board members discussed the following item(s) from the agenda.
AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA
Assistant City Engineer Leslie Biek was present to discuss item 8.D: Wayfinding Sign
Agreement with Indiana Department of Transportation (INDOT). She explained that it is nothing
controversial, but it is not something that the City has done before. She noted that the City
usually just goes to INDOT for right-of-way permits and they review them independently, but
now we have an agreement with them to install new downtown wayfinding or directional signage
so, we will just need to amend the agreement whenever we want to install new wayfinding or
directional signage.
Attorney Schmidt advised that the City already has a contractor who is doing this work so we are
going to make sure that the requirements in this contract are also met by the contractor who is
doing the work for us.
TRAFFIC CONTROL DEVICES
Mr. Miller asked about item 10. B. New Installation of two (2) no parking right-arrow signs here
to corner. He noted that there are a lot of locations all over the City that could probably use this
type of signage; specifically, on Western Avenue where bump outs were installed. He added that
cars park up to the intersection and it makes it hard to see around them.
Assistant City Engineer Biek advised that the City has an ordinance for no parking up to
intersections, but it is a problem we continue to run into. She advised that she would look at
Western Avenue. She explained that Engineering reviews the requests they get through 311 to
try to address the issues, but they tend to linger because it is widespread throughout the City.
Mr. Gilot advised that traffic safety comes down to education and enforcement stating the City
tries to do so much with signage, which is the most expensive of the three (3), and we do not do
much with the enforcement side of things since the SBPD is a little light in the traffic division,
but the education piece is crucial. Mr. Gilot stated it strikes him as a problem when you think
about how many intersections where people have the opportunity to park too close and you think
about the cost of installing “no parking here to corner” signs on every one (1) of those using the
engineering solution instead of the education of residents solution.
Mr. Gilot argued a well-worded announcement going out to all the neighborhood associations to
educate residents, and in the most egregious cases, we would go with the engineering approach
and put signs up. He continued to note that signs are tax dollars and that adds up to a lot of
money if we have to put a sign everywhere instead of teaching people through driver education
to be smarter, be courteous, and be thoughtful.
Assistant City Engineer Biek advised that the traffic division at SBPD has been expanded, so
they are starting to add more police officers to the field.
REGULAR MEETING JANUARY 23, 2024 7
PROJECT COMPLETION AFFIDAVIT
Attorney Schmidt noted for the Board that item 3. A: Small Drainage Improvements at Beale St.
& Chapin St. that the WBE goals were met, but they are a little under on the MBE goals due to
trucking, but City Legal is waiting on some paperwork to confirm.
Contract Compliance Administrator, Darius Lipsey, advised that he spoke to Engineering on this
and confirmed that there was not any more work and that their change in utilization was there.
PRIVILEGE OF THE FLOOR
ADJOURNMENT
There being no further business to come before the Board, President Maradik adjourned the
meeting at 10:41 a.m.
REGULAR MEETING JANUARY 23, 2024
The Regular Meeting of the Board of Public Works was convened at 9:30 a.m. on Tuesday,
January 23, 2024, 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 (virtual), Murray Miller, Briana Micou, 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 January 4, and
January 9, 2024, were approved.
AWARD BID AND APPROVE CONTRACT – LIBERTY TOWER TIF PROJECT -
PARKING GARAGE – PROJECT NO. 123-054R (PR-00027141)
Mr. Zach Hurst, Engineering, advised the Board that on December 12, 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,
RAM Construction Services of Michigan, Inc., in the amount of $1,170,220; Base Bid Plus
Alternates 1 & 3. 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.
February 13, 2024
REGULAR MEETING JANUARY 23, 2024 8
AWARD QUOTATION AND APPROVE CONTRACT – NORTHWEST ELEVATED TANK
VALVE VAULT COATING – PROJECT NO. 122-018B (PR-00029298)
Ms. Rebecca Plantz, Engineering, advised the Board that on December 12, 2023, 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, Jetco, Ltd., in the amount of $46,486. Therefore, VP Molnar made a motion that the
recommendation be accepted, and the quotation be awarded, and the contract approved as
outlined above. Mr. Miller seconded the motion, which carried by roll call.
APPROVE CHANGE ORDER NO. 5 – COAL LINE TRAIL, PHASE IIB – PROJECT NO.
122-035 (PO-0025244)
President Maradik advised that Ms. Gemma Stanton, Engineering, has submitted change order
number 5 on behalf of Indiana Department of Transportation, Milestone Contractors North, Inc.,
indicating the contract amount be extended by ninety-eight (98) days with a new completion date
of May 1, 2024. 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. 2 – LASALLE STREETSCAPE – PROJECT NO. 122-
013R (PO-0023705)
President Maradik advised that Ms. Leslie Biek, Engineering, has submitted change order
number 2 on behalf of Milestone Contractors North, Inc., indicating the contract amount be
increased by $97,575.86 for a new contract sum, including this change order, in the amount of
$5,955.090.16. 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) – THE HILL TIF PROJECT - SITE WORK –
PROJECT NO. 123-030 (PO-0024347)
President Maradik advised that Mr. Zach Hurst, Engineering, has submitted change order
number 1 (Final) on behalf of Majority Builders, Inc., indicating the contract amount be
increased by $23,214 for a new contract sum, including this change order, in the amount of
$500,000. Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call,
the change order was approved.
APPROVE PROJECT COMPLETION AFFIDAVIT – SMALL DRAINAGE
IMPROVEMENTS – BEALE ST. & CHAPIN ST. – PROJECT NO. 121-006B (PO-0023950)
President Maradik advised that Mr. Kyle Ludlow, Engineering, has submitted the project
completion affidavit on behalf of HRP Construction, Inc., for the above referenced project,
indicating a final cost of $177,765.50. Upon a motion made by VP Molnar, seconded by Mr.
Miller and carried by roll call, the project completion affidavit was approved.
APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS – 2024 WATER
WORKS UTILITY SERVICE LINE REPAIR PROGRAM
In a memorandum to the Board, Mr. Matt Bussell, Water Works, requested permission to
advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made
by VP Molnar, seconded by Mr. Miller and carried by roll call, the above request was approved.
APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS – 2024 SEWER
INSURANCE LATERAL REPAIR PROGRAM
In a memorandum to the Board, Mr. Sean Ward, Water Works, requested permission to advertise
for the receipt of bids for the above referenced project. Therefore, upon a motion made by VP
Molnar, seconded by Mr. Miller and carried by roll call, the above request was approved.
APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE
SHEET – WASTEWATER TREATMENT PLANT CNG COMPRESSOR UPGRADE –
PROJECT NO. 119-109R (PR-00027076)
In a memorandum to the Board, Mr. Jacob Klosinski, 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 VP Molnar, seconded by Mr.
Miller and carried by roll call, the above request to advertise was approved, and the title sheet
was approved and signed.
REGULAR MEETING JANUARY 23, 2024 9
APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS – DEMOLITION
OF 1000 W. SAMPLE ST. (FORMER FUN FX BLDG.) – PROJECT NO. 123-014 (PR-
00030442)
In a memorandum to the Board, Mr. Zach Hurst, Engineering, requested permission to advertise
for the receipt of bids for the above referenced project. Therefore, upon a motion made by VP
Molnar, seconded by Mr. Miller and carried by roll call, the above request was approved.
APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE
SHEET – WASTEWATER TREATMENT PLANT DEGRIT BUILDING YARD PIPING
REPLACEMENT – PROJECT NO. 123-031A (PR-00030459)
In a memorandum to the Board, Mr. Jacob Klosinski, 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 VP Molnar, seconded by Mr.
Miller 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
approval:
Type Business Description Amount/
Funding
Motion/
Second
Release of
Utility
Easement
Five Corner,
LLC
Associated with Alley
Vacation at 1200 Block of
Howard St.
N/A VP Molnar /
Mr. Miller
Amendment
No. 1 to
Professional
Services
Agreement
DLZ Indiana Design Services for
Bendix Drive
Improvements (Lathrop to
Voorde) Project No. 121-
047
NTE $270,954
(PO-0015848)
VP Molnar /
Mr. Miller
Real Property
Transfer
Agreement
South Bend
Mutual
Housing
Cooperative
Request to Transfer City
Property at 324 Cottage
Grove for Development of
Affordable Housing
N/A VP Molnar /
Mr. Miller
Wayfinding
Signs
Agreement
Indiana
Department of
Transportation
Policy for Guide Signs to
be Installed and
Maintained at Various
Locations in South Bend
& St. Joseph County,
Phase III, Project No. 123-
013
N/A VP Molnar /
Mr. Miller
Right of Entry
for
Demolition
Agreement
Jerid
Enterprises,
LLC
Allows Contractor onto
Parcels Adjacent 1000 W.
Sample St.-Former Fun
FX Building for Purposes
of Demolition through
Indiana’s Unsafe Building
Law Project No. 123-014
N/A VP Molnar /
Mr. Miller
Right of Entry
for
Demolition
Agreement
Shark
Investments
LLC
Allows Contractor onto
Parcels Adjacent 1000 W.
Sample St.-Former Fun
FX Building for Purposes
of Demolition through
Indiana’s Unsafe Building
Law Project No. 123-014
N/A 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
Girls on the
Run Michiana
5K
Street Closure for
Special Event
May 18,
2024; 5:00
a.m. to 12:00
Wall St. to S.
Greenlawn Ave.,
Belmont Ave., S.
VP Molnar /
Mr. Miller
REGULAR MEETING JANUARY 23, 2024 10
p.m. Twyckenham Dr.,
Sunnymede Ave., E.
Wayne St., S.
Sunnymede Ave., E.
South St., Longfellow
Ave., and back to
Wall St.
St. Patrick’s
Day Parade
Street Closure for
Special Event - Rain
Date March 23, 2024
March 16,
2024; 9:30
a.m. to 1:00
p.m., No
Parking 7:00
a.m. to Noon
(Along Route)
S. Frances St. at E.
Jefferson Blvd.,
Jefferson Blvd. to N.
Niles Ave.
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: Reserved Handicapped Accessible Parking
LOCATION:East Side of Lafayette, North of Jefferson Blvd. #5
REMARKS:All Criteria Met
NEW INSTALLATION: (2) No Parking Right Arrow Signs & Here to Corner
LOCATIONS:Indiana at Catalpa
REMARKS:All Criteria Met
NEW INSTALLATION: (2) No Parking This Side of Street Signs
LOCATIONS:Fuerbringer St.
REMARKS:All Criteria Met
NEW INSTALLATION: (8) No Parking Right Arrow Signs & Here to Corner
LOCATIONS: Intersection of Woodward & Yukon
REMARKS:All Criteria Met
NEW INSTALLATION: (2) Stop Signs
LOCATIONS:Intersection of Kaley St. & Linden Ave.
REMARKS:All Criteria Met
NEW INSTALLATION: (2) Stop Signs
LOCATIONS: Intersection of Colfax Ave. & Sunnyside Ave.
REMARKS:All Criteria Met
APPROVE CONSENTS TO ANNEXATION AND WAIVER OF RIGHTS TO
REMONSTRATE
President Maradik stated that the Board is in receipt of the following consents to annexation and
waivers of rights 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 all rights to remonstrate against
or oppose any pending or future annexations of the properties by the City of South Bend:
A.Mr. Patrick & Mrs. Carol Miller, 17881 Waxwing Ln., South Bend, IN 46635
1.51611 Villager Parkway – Water/Sewer (Key No. 71-04-17-326.004000-003
27028 002-2013-026286)
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-70708, GBLN-
70896
01/02/2024 $83,549.51
REGULAR MEETING JANUARY 23, 2024 11
Name Date Amount of Claim
City of South Bend Claims GBLN-70673 01/02/2024 $1,558,311.23
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
Mr. Rick Hamilton from Hamilton Towing was present to ask if there was any advancement on
the city contract as far as towing for the South Bend Police Department. They said they would
start it in January. President Maradik noted that nothing had been brought to the Board yet. Mr.
Hamilton asked if Officer Aaron Knepper was still in charge of that process. President Maradik
noted she believes so.
Mr. Jerry Shearer attended virtually and posted a question in the chat, asking if President
Maradik received his email about the replacement of the utility pole at 833 Dubail. President
Maradik stated that she did receive the email and she forwarded it on. She added that the utility
pole is an AEP pole, so any discussion about access and access agreements would be to go
through AEP as it is not a city-owned pole.
Board Member Murray Miller thanked Attorney Schmidt and the other City departments who
put on the presentation for the public meeting for current opportunities for small contractors
stating he thought it was a great presentation. He added they did an excellent job and he
appreciated that because he had questions, but they were all answered. Attorney Michael
Schmidt noted that Assistant City Engineer Leslie Biek and Director of Growth and Opportunity,
Erik Glavich, were instrumental in the presentation.
ADJOURNMENT
There being no further business to come before the Board, President Maradik adjourned the
meeting at 9:45 a.m.
February 13, 2024