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Home My WebLink About03262024 Board of Public Works MeetingAGENDA REVIEW SESSION MARCH 21, 2024 65 The Agenda Review Session of the Board of Public Works was convened at 10:31 a.m. on March 21, 2024, by Board President Elizabeth A. Maradik, Vice President Joseph Molnar (arrived at 10:37 a.m.), and Board Members Gary Gilot, Murray Miller, Briana Micou, and Board Attorney Michael Schmidt (virtual) 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. CHANGE ORDERS Project Manager Patrick Sherman was present to answer questions about item 6. A.: Martin Luther King Jr. Dream Center. He noted that the change to the GMP contract has a few elements on it and there's three (3) elements that are around the basketball court. VPA was able to secure a grant for $150,000, and with that funding it was their desire to add lighting, fencing and a drinking fountain to the basketball court area, which wasn't originally included in the project. It's a big win for the project and a good job to VPA for being able to raise funds. The other half of this change order deals with the siding along the outside of the building. Most of the building is clad with this metal plank siding around the whole building. When this was specified by the consultant, they didn't have enough information to know the correct one that was the design intent. This is an addition for this plank siding, which covers the vast majority of the building. It is very important for its aesthetic appeal, and we are trying to build this project for the next fifty (50) to seventy-five (75) years. We want to make sure it is done correctly. If it was specified correctly, these funds or this cost would have been in the original bid anyway, and we have been able to get support from the Redevelopment Commission to cover these costs. Mr. Miller asked if when it was originally value engineered was this change made in the original plans and specs. Project Manager Sherman explained that the value engineering that we did was around a lot of different parts of the building, but not specifically about this. We didn't value engineer the siding as if this was an omission by the consultants as far as the specifications that they have in there. Mr. Miller noted that he didn’t remember anything on the exterior change. Project Manager Sherman explained that we made lots of small changes depending on some materiality, but this was part of the design intent of that. He added we have had around $1,000,000 worth of value engineering to get down to the needed budget for various aspects, some interior finishes, or other design elements. There was a Ninja Warrior-style course outside that was eliminated, so there were a lot of elements we did eliminate in order to value engineer. Mr. Miller asked if the original design ever changed. Project Manager Sherman explained that the siding that we were trying to ensure would be used in the project was always part of that. The problem is when it was bid out, the specifications didn’t have enough detail. It’s the same manufacturer similar product but this one has a lot more texture and a lot more variation. These costs would have been in the original plan if it was done correctly. Mr. Miller noted that the reason for using the CMC process was to eliminate change orders, but this is the third (3) change order brought to the Board. Project Manager Sherman advised that the first two (2) were zero cost administrative change orders approving the use of construction contingency and owner’s contingency on unsuitable soils as well as other unforeseen issues. This is a cost increase change order that needs approval from the Board because it is an increase to the contract. Mr. Miller asked if the contingency is used for any change orders that come up. Project Manager Sherman explained that no not any change orders. This was specifically a cost increase. Mr. Miller asked what the contingency is for. Project Manager Sherman explained that we have already used it for unsuitable soil, unforeseen site conditions, or construction issues. We have used about $150,000 so far of the $900,000 in the contingency. President Maradik closed with explaining that the contingency is related to things like unsuitable soils, or unforeseen conditions at the site. This change order does not meet that criterion, so it is not part of the contingency. REGULAR MEETING MARCH 26, 2024 66 Mr. Gilot wanted to confirm that they had an open-book look at the cost basis for the siding. Project Manager Sherman confirmed yes. Mr. Gilot wanted to confirm that the overhead profit was as with any other part of the project and was not escalated for this change order. Project Manager Sherman confirmed yes stating that one (1) of the biggest parts of this change order is the system that we desire requires a lot more labor. The existing system that they put in there is called a v-groove which is the same six (6) inch wide panel over and over and creates a monolithic look to the building which we are trying to get away from. This system is a random plank system so it adds a lot of character and texture to the building which will be a lot more attractive. AWARD BIDS AND APPROVE CONTRACTS Senior Engineer Scott Kreeger was present to answer questions about item 4. C.: 2024 Street and Sewer Material Bid. He advised that within the contract specifications we list out that we can award each individual line item by the lowest unit price or award complete divisions according to the needs of the city. He stated he wanted to specifically discuss Division A noting that we had two (2) companies provide bids for Division A, Smith Ready Mix and Ozinga. Of their unit prices, Ozinga was low in a couple of categories where Smith Ready Mix was low in others. After talking internally with our concrete crew because Division A is specifically concrete material acquisitions, it was determined that the accelerator that is listed as items, and A-6 A-7, and A-8 are integrated into the mix at the facility and had to be combined and should not be separated out, which is why we're going through and we're awarding division A to a single company as opposed to splitting between the two (2). He clarified that is the only one which we did per division award. We will correct this for Division A in next year’s specs. AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA Andrea Alexander of Wastewater Utility was present to answer questions about item 10. D.: Construction Access and Installation Agreement with Parsons Environmental & Infrastructure Group. She noted that the City has been asked to take part in a pilot project at Frederickson Park Landfill. It is a closed landfill and does still have some methane emissions. This pilot project is an alternative way to deal with the methane gas that is a biofilter. They want to do it here at no cost to the city. She stated she had been working with Attorney Schmidt to develop an agreement for them to do this pilot study because those landfills have a lot of regulations to keep the cover integrity intact. It provides opportunities for offices of stainability and to piggyback on projects they would like to do, and with the park being part of VPA, we are working with them as well. VP Molnar asked if this Board owns that particular parcel or if it is owned by the Parks Board. Attorney Schmidt advised that he designed the document that BPW would sign on behalf of the Board of Parks Commissioners due to the technical nature of this particular work that Parsons is doing and said he knows Mr. Gilot has been very vested in what is going on in Frederickson’s Park, so he though the BPW was the appropriate Board given their expertise to review and approve this. Mr. Gilot stated that it sounds like a great project and asked if they will demo the flair. Andrea Alexander of Wastewater Utility advised no, it is currently running. They found when they shut it off there is an area of the landfill that will emit gas to migrate into other homes nearby. Mr. Gilot asked if the fan won’t draw from the fingers and put it to the biofilter rather than the flair. Ms. Alexander explained that this biofilter will use the vacuum that is provided by the flair currently, a slip piping, that will draw through the biofilter. Mr. Gilot asked if the flair would be retired. Ms. Alexander explained that it is something that could possibly be done, but it would have to be in compliance. Mr. Gilot asked what operating and maintenance scope and testing scope there is for this. Ms. Alexander explained that there will be no cost to the city. They will come out periodically and do testing. VP Molnar asked what their incentive is to do this at no cost. Ms. Alexander explained that they have done this work on other projects and they want to get some experience using a Midwest landfill. REGULAR MEETING MARCH 26, 2024 67 Lastly, Attorney Schmidt advised that the Park Board will not be taking action, but they will be advised provided BPW approves. AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA Kieran Fahey, Director of the CSO Program Management, was virtual to answer questions regarding item 10. C.: Amendment No. 3 to Owner Engineering Agreement – WBK Engineering LLC. He stated that this is not a change order, but it is an amendment to the design contract that we have for the CSO storage tank at the wastewater treatment plant. These are the anticipated additional expenses that we are now doing an amendment for. He stated he could answer questions about the post construction phase, the inspection of the construction, construction administration, and the value engineering that got the cost of the project down quite a lot. He added the total for these is still $1,000,000. Mr. Gilot asked if we are still at a reasonable range of percent of construction costs for our engineering. Director Fahey advised that the overall project is at $30 million or like $29 and a half million, so about ten percent (10%). We had some success with the value engineering part of this in particular because initially when this design went to contractors we were looking at about $35 to $40 million, so we did get the cost of the tank down considerably by getting Bowen (builder), the City, and American Structurepoint (designer) together to do some very common sense items and elimination of things and then the simplification of other things made the whole project more viable. Director of Public Works Eric Horvath stated that it does include CA & CI Services as well as the engineering services. CHANGE ORDERS AND PROJECT COMPLETION AFFIDAVITS Attorney Schmidt advised the Board on item 7. A.: 2022 Curb and Sidewalk, Round II. He advised that there was a utilization plan change due to the trucking. They had a scheduling conflict with First Class Logistics, so they had to use the Kennedy Express line to replace them. PROJECT COMPLETIONAFFIDAVITS Attorney Schmidt advised the Board about item 8. A.: Main Street Improvements from Sherwood St. to Dean St. He noted that the goals were exceeded for this project. PROJECT COMPLETIONAFFIDAVITS Attorney Schmidt advised the Board about item 8. B.: 2023 Brick Spot Repair. He noted that it was determined that this project was not commercially reasonable to subdivide, so there were no goals on this project. PROJECT COMPLETIONAFFIDAVITS Attorney Schmidt advised the Board about item 8. C.: East Race Sidewalk Repairs. He noted that this project was awarded before the ordinance was in effect, so there were no goals on this project. PROJECT COMPLETIONAFFIDAVITS Attorney Schmidt advised the board about item 8. D.: Century Center Water Softener. He notes that it was determined that this project was not commercially reasonable to subdivide, so there were no goals on this project. REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS Mr. Gilot had a question about item 9. A.: 2024 or Newer All Wheel Drive Police Pursuit Utility Vehicles – Spec B. He noted that he could not find any information in the file but was curious about police pursuit packages since he thought there was a policy against high-speed pursuits. He asked if we could buy vehicles that achieve the same purpose with better fuel economy as part of our commitment to carbon neutrality in the future. He was curious to know how many vehicles they intended to purchase and how many vehicles the Police Department has that are SUVs vs. sedans. Clerk Theresa Heffner reached out to Director Jeff Hudak for more information for Mr. Gilot. REGULAR MEETING MARCH 26, 2024 68 By email, Director Hudak noted that they are planning to purchase twenty-nine (29) Dodge Durango’s to add to the 113 that the department already has. They currently have 194 Ford Interceptor Sedans. Mr. Gilot asked a few follow up questions of Director Hudak by email: “How much cost does police pursuit package add versus a standard Durango SUV? Why do we still spec a police pursuit model when we have a policy against high-speed pursuits? Any effort to spec for fuel economy or hybrid or something that begins to drop the significant carbon dioxide emissions of the police fleet? The City has a Carbon Neutral by 2050 stated policy with a need to make significant strategic and tactical decisions on how we heat and cool buildings and how we fuel our fleet. Showing movement in the right direction on fleet for all departments, including police, seems a charge for BPW as we serve departments procurement needs consistent with Mayor’s policy direction. Maybe you have data on the City fleet fuel economy trend that says we are on the right strategic course? Not trying to be difficult- our procurement just needs to align with our policy guidance.” Director Hudak responded to Mr. Gilot by email: “The price of the Dodge Durango Pursuit model that we purchase is between $8,000 and $15,000 less than the civilian model. The term “Police Pursuit Vehicle” in this situation is used to demonstrate the severe duty usage that these vehicles will be subjected to. The patrol units may run nonstop for an entire shift or longer if needed. The cooling system on a Police Pursuit vehicle is more robust than a typical civilian model. There are skid plates to protect the driveline on the police model. The electrical system of a police model is built with pre-wired interfaces for the emergency lighting and other accessories. We also need to be able to purchase and install other equipment such as a prisoner cage, gun locks, or vaults, to keep police equipment safe and secure. These are make and model specific. We have put forth a great effort in reducing emissions by the Police Department. We have eliminated almost all V8 engines except those that were absolutely necessary. All of the patrol vehicles we order are V6 models the Detective vehicles are mostly Hybrid and 4-cylinder models. The subject of fuel mileage or usage is somewhat complex because the city fleet does not operate in a normal manner. The Street Department for instance has normal routine tasks that they carry out daily. If it snows, there will be a dramatic uptick in fuel usage. We try as hard as we can to buy the most fuel-efficient vehicles and equipment as possible without wasting taxpayer dollars.” AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA Mr. Gilot asked about item 10. E.: Professional Services Agreement – Black & Veatch Corporation. He asked if the city was going to stay with Allen Bradley and just modernize the software and the central data depository and asked what scope the city is looking at. Project Engineer Gemma Stanton explained that this agreement is to research the different options that we have. This is just the first step in looking at different technologies that are out there and what we might want to move towards. Later, we will be doing another contract to have an implementation plan. Director Horvath added that he understands that it is outdated, and we are no longer able to get replacements. This is primarily for the communications back and forth to the lift station and that is the major concern. Project Engineer Stanton noted it is all lift station and control valves, there won’t be anything at the Wastewater Treatment Plant. AWARD BIDS AND APPROVE CONTRACTS Mr. Miller asked about proceeding to the open market on item 4.C.9.:2024 Street and Sewer Material Bid, Division E. He asked why they are able to go to open market if we said we would not allow going to the open market and asked why there was a change. REGULAR MEETING MARCH 26, 2024 69 Attorney Schmidt advised that he would not call this a change. He clarified that this is for a supply purchase versus a public work project. Even though we are bidding out through public works, it is for practical purposes a supply. The distinction there is that the city needs the supplies in order to do the work that is necessary and that is why the law gives you the distinction between the actual public work project of building something or fixing something where you need to go out and get bids on it and be transparent versus the supply . As long as you advertise and you try to get the materials, you ultimately still need to get the materials and if nobody bids on it, the law contemplates the scenario where you still have to go out and get those supplies, so now you can go to the open market. Mr. Miller asked if that would apply to a building. President Maradik noted that a building would be public work versus a supply. Public works can no longer go to open market. Attorney Schmidt added that public work below $50,000 can go to open market as that is the dollar threshold. Generally speaking, a public work project must be advertised, awarded through public works, and there is no open market on such types of projects. AWARD QUOTATIONS AND APPROVE CONTRACTS Mr. Gilot asked about item 5. F.: Boehm Park Softball Field Lighting. He asked if the city was buying an energy efficient lighting system like LED technology as opposed to something that would cost us more to operate. Project Manager Sherman stated that they are currently metal halide and would be replaced with LED. Mr. Gilot asked if he considered an energy saving contract approach instead of his capital. Project Manager Sherman answered we did not, but we have done various energy type trail lighting Mr. Gilot asked if he had a computer saving from metal halide to LED. Project Manager Sherman replied that he hopes so. Mr. Gilot advised that it might be one for sustainability to write up a little blurb where you're making that move to a more energy efficient technology should you aggregate those winds. Mr. Gilot noted that in the methane control system that we talked about earlier, the methane emissions off that landfill, if it's burping out from under that LID is twenty-eight (28) times worse than CO2 in terms of greenhouse gas emissions, so it is important to quantify that benefit as well. We are trying to show progress towards the goal of carbon neutral by 2050 and it's important to make a lot of progress in the next five (5) years. Director Horvath stated that the LEDs are about seventy-five percent (75%) more efficient than metal halides, so we can immediately figure out what the savings are. PRIVILEGE OF THE FLOOR ADJOURNMENT There being no further business to come before the Board, President Maradik adjourned the meeting at 11:02 a.m. April 9, 2024 REGULAR MEETING MARCH 26, 2024 70 REGULAR MEETING MARCH 26, 2024 The Regular Meeting of the Board of Public Works was convened at 9:31 a.m. on Tuesday, March 26, 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. Acting Board Clerk Laura Hensley confirmed the presence of Board President Elizabeth A. Maradik, Vice President Joseph Molnar, and Board Members Gary Gilot, Murray Miller (virtual), 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 March 7, and March 12, 2024, were approved. OPENING OF BIDS – DREWRY’S BREWERY CLEANUP, PHASE I - OUTBUILDING & DEMOLITION DEBRIS – PROJECT NO. 119-031C (PR-00030871) 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: RITSCHARD BROS., INC. 1204 W. Sample St. South Bend, IN 46619 rit1204@datacruz.com Bid was signed by Ms. Rachelle L. Dolniak 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. BID: Base Bid Total $800,008.00 Alternate #1 Total $19,648.00 Alternate #2 Total $56,828.00 RENASCENT INC. 6325 Digital Way, Suite 300 Indianapolis, IN 46278 sfray@renascentinc.com Bid was signed by Mr. Luke D. Fray 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. BID: Base Bid Total $667,200.00 Alternate #1 Total $34,400.00 Alternate #2 Total $13,800.00 DORE & ASSOCIATES, INC. PO Box 338 Washington Ave. Bay City, MI 48707 REGULAR MEETING MARCH 26, 2024 71 est@doreassoc.com Bid was signed by Mr. Jason C. Dore 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. BID: Base Bid Total $822,900.00 Alternate #1 Total $15,200.00 Alternate #2 Total $29,300.00 INDIANA EARTH, INC. 10343 McKinley Hwy. Osceola, IN 46561 earth92inc@sbcglobal.net Bid was signed by Mr. Mike Osler 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. BID: Base Bid Total $466,400.00 Alternate #1 Total $24,000.00 Alternate #2 Total $41,000.00 C&E EXCAVATING, INC. 53767 CR 9 Elkhart, IN 46514 timb@candeexcavating.com Bid was signed by Mr. Thad Bessinger 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. BID: Base Bid Total $467,840.00 Alternate #1 Total $43,125.00 Alternate #2 Total $36,915.00 ALPINE DEMOLITION SERVICES 3515 Stern Ave. St. Charles, IL 60174 kim@knockitdown.com Bid was signed by Ms. Kelli Pawlik 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. BID: Base Bid Total $1,157,000.00 Alternate #1 Total $10,000.00 Alternate #2 Total $42,169.34 THE MRD GROUP, INC. 4777 W. Lincoln Ave. West Milwaukee, WI 53219 gozelski@themrdgroup.net REGULAR MEETING MARCH 26, 2024 72 Bid was signed by Mr. Gerald Blomberg 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. BID: Base Bid Total $496,500.00 Alternate #1 Total $10,000.00 Alternate #2 Total $25,000.00 GREEN DEMOLITION CONTRACTORS, INC. 315 Brighton St., Suite 1 LaPorte, IN 46350 carla@greendemolitioninc.com Bid was signed by Mr. Michael Brough 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. BID: Base Bid Total $1,152,000.00 Alternate #1 Total $14,800.00 Alternate #2 Total $28,000.00 Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above bids were referred to Public Works for review and recommendation. OPENING OF BIDS – DEMOLITION OF 1000 W. SAMPLE ST. (FORMER FUN F/X BUILDING) – PROJECT NO. 123-014R (PR-00030442) 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: RENASCENT INC. 6325 Digital Way, Suite 300 Indianapolis, IN 46278 sfray@renascentinc.com Bid was signed by Mr. Luke D. Fray 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 TOTAL: $887,000.00 INDIANA EARTH, INC. 10343 McKinley Hwy. Osceola, IN 46561 earth92inc@sbcglobal.net Bid was signed by Mr. Mark Osler 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 TOTAL: $724,700.00 ALPINE DEMOLITION SERVICES 3515 Stern Ave. St. Charles, IL 60174 kim@knockitdown.com REGULAR MEETING MARCH 26, 2024 73 Bid was signed by Ms. Kelli Pawlik 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 TOTAL: $734,000.00 THE MRD GROUP, INC. 4777 W. Lincoln Ave. West Milwaukee, WI 53219 gozelski@themrdgroup.net Bid was signed by Mr. Gerald Blomberg 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 TOTAL: $627,300.00 GREEN DEMOLITION CONTRACTORS, INC. 315 Brighton Street, Suite 1 LaPorte, IN 46350 jason@greendemolitioninc.com Bid was signed by Mr. Michael Brough 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 TOTAL: $528,800.00 BASHAM CONSTRUCTION & RENTAL 1102 South Park Rd. Fairdale, KY 40118 chris@bashamconstructionandrental.com Bid was signed by Mr. Chris Pile 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 TOTAL: $375,000.00 DENNEY COMPANIES 2050 S. Harding St. Indianapolis, IN 46221 bduncan@denneyex.com Mr. Brody Duncan *Email submission was not a bid but an inquiry for information 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 – IRELAND ROAD & IRONWOOD DRIVE INTERSECTION IMPROVEMENTS – PROJECT NO. 123-050 (PR-00031353) 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 Non-Collusion, Non-Discrimination Affidavit Form was completed. REGULAR MEETING MARCH 26, 2024 74 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. BID TOTAL: $1,806,700.00 RIETH-RILEY CONSTRUCTION CO., INC. 25200 State Road 23 South Bend, IN 46614 ralvarado@rieth-riley.com; jkwilasz@rieth-riley.com; dsnodderly@rieth-riley.com Bid was signed by Mr. Jacob K. Kwilasz 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. BID TOTAL: $2,060,590.00 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 – 2024 COMMUNITY CROSSINGS – PROJECT NO. 124-006 (PR- 00031357) 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 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. BID: Division 1 – Western Ave. (from S. Olive St. to Walnut St.) $700,000.00 Division 2 – Western Ave. (from S. Albert Ave. to S. Falcon St.) $687,000.00 Division 3 – Bendix Dr. (Westmoor St. to Eclipse Pl.) $514,700.00 Division 4 – Meade St. (Eclipse Pl. to Orange St.) $321,800.00 Divisions 1, 2, 3 & 4 Total $2,223,500.00 RIETH-RILEY CONSTRUCTION CO., INC. 25200 State Road 23 South Bend, IN 46614 ralvarado@rieth-riley.com; hgritton@rieth-riley.com Bid was signed by Mr. Ruben Alvarado 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. BID: Division 1 – Western Ave. (from S. Olive St. to Walnut St.) $787,013.03 Division 2 – Western Ave. (from S. Albert Ave. to S. Falcon St.) $759,405.52 Division 3 – Bendix Dr. (Westmoor St. to Eclipse Pl.) $539,403.02 Division 4 – Meade St. (Eclipse Pl. to Orange St.) $304,417.43 REGULAR MEETING MARCH 26, 2024 75 Divisions 1, 2, 3 & 4 Total $2,390,239.00 Note: Attorney Michael Schmidt stated the Bid Documents were not in order and were altered from Specifications. 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 QUOTATIONS – 614 SHERMAN AVE. TIF PROJECT – PROJECT NO. 123- 062H (PR-00032086) 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: B&M BUILDERS LLC 2562 SR-331 Bremen, IN 46506 hunter@bmbuild.net; bandmbuild@gmail.com Quotation was submitted by Mr. Hunter Kaszas Non-Collusion, Non-Discrimination Affidavit Form was completed. QUOTATION: $49,718.00 JOHN WARD CONCRETE INC. 1617 3rd St. Osceola, IN 46561 ccole@jwconcrete.net Quotation was submitted by Mr. John Ward Non-Collusion, Non-Discrimination Affidavit Form was completed. QUOTATION: $13,460.00 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 – DOWNTOWN SOUTH BEND TO NOTRE DAME TRAIL - NOTRE DAME AVE. – PROJECT NO. 122-040A (PR-00030830) Ms. Charlotte Brach, Engineering, advised the Board that on March 12, 2024, 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, Milestone Contractors North, LLC, in the amount of $5,579,902.50, Base Bid Plus Alternates. 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. AWARD BID AND APPROVE CONTRACT – 2024 ASPHALT MATERIALS BID – PROJECT NO. 123-4-005 (PR-00030800) Mr. Scott Kreeger, Engineering, advised the Board that on March 12, 2024, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Kreeger recommended that the Board award the contract to the lowest responsive and responsible bidder, Milestone Contractors North, LLC, in the amount of $3,510,937.50 (Unit Pricing, See Memo). 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. AWARD BID AND APPROVE CONTRACT – 2024 STREET AND SEWER MATERIAL BID – PROJECT NO. 124-004 (PR-00032103) Mr. Scott Kreeger, Engineering, advised the Board that on March 12, 2024, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Kreeger recommended that the Board award the contract to the lowest responsive and responsible bidders, Smith Ready Mix - Division A: Rieth-Riley Construction Co., Inc. – Division B, Item B-1: Division B, Item B-2, and B-5 no bids received, City recommendation to proceed to open market: Klink Trucking Inc. - Division B, Items B-3, B-4 and B-6: BUC Construction Supply, Inc. - Division C, Item C-1: Ferguson Waterworks - Division C, Item C-2: American Highway REGULAR MEETING MARCH 26, 2024 76 Products - Division D: Division E - No bids received, will proceed; City recommendation to proceed to open market: K-Tech Specialty Coatings - Division F: Bit- Mat Products of Indiana - Division G. 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. AWARD QUOTATION AND APPROVE CONTRACT – CHARLES BLACK CENTER GYM FLOOR REPAIR (PR-00031581) Mr. Patrick Sherman, Engineering, advised the Board that in January, 2024, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Sherman recommended that the Board award the contract to the lowest responsive and responsible quoter, Floor Craft Sanding, in the amount of $36,945. 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. AWARD QUOTATION AND APPROVE CONTRACT – O’BRIEN CENTER GYM FLOOR REPAIR (PR-00031907) Mr. Patrick Sherman, Engineering, advised the Board that in January, 2024, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Sherman recommended that the Board award the contract to the lowest responsive and responsible quoter, Floor Craft Sanding, in the amount of $19,890. 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. AWARD QUOTATION AND APPROVE CONTRACT – CHARLES BLACK CENTER PARKING LOT SEAL & STRIPE – PROJECT NO. 124-021 (PR-00031821) Mr. Patrick Sherman, Engineering, advised the Board that on March 6, 2024, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Sherman recommended that the Board award the contract to the lowest responsive and responsible quoter, AlphaJak LLC, in the amount of $26,035.36. 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. AWARD QUOTATION AND APPROVE CONTRACT – 2024 LAMPPOST PROGRAM – PROJECT NO. 124-012 (PR-00032064) Ms. Gemma Stanton, Engineering, advised the Board that on March 1, 2024, quotations were received and opened for the above referenced project. After reviewing those quotations, Ms. Stanton recommended that the Board award the contract to the lowest responsive and responsible quoter, Gamma Sonic Solar Lighting, in the amount of $52,245.25. 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. AWARD QUOTATION AND APPROVE CONTRACT – HOWARD PARK FLOWERBED CURB (PR-00031585) Mr. Patrick Sherman, Engineering, advised the Board that on February 26, 2024, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Sherman recommended that the Board award the contract to the lowest responsive and responsible quoter, DB Custom Curbs LLC, in the amount of $5,000. 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. 3 – MARTIN LUTHER KING JR. DREAM CENTER – PROJECT NO. 121-066 (PO-0027136) President Maradik advised that Mr. Patrick Sherman, Engineering, has submitted change order number 3 on behalf of C.H. Garmong & Son, Inc., indicating the contract amount be increased by $289,420 for a new contract sum, including this change order, in the amount of $24,787,305 with a new completion date of February 28, 2025. 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) AND PROJECT COMPLETION AFFIDAVIT – 2022 CURB AND SIDEWALK, ROUND II – PROJECT NO. 122-044 (PO-0026678) REGULAR MEETING MARCH 26, 2024 77 President Maradik advised that Ms. Gemma Stanton, Engineering, has submitted change order number 1 (final) on behalf of Premium Concrete Services Inc., indicating the contract amount be increased by $5,016.68 with an additional one hundred sixty-four (164) days for a new contract sum, including this change order, of $573,021.68. Also submitted was the project completion affidavit indicating this new final cost of $573,021.68 with a new completion date of November 27, 2023. Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, change order number 1 (final) and the project completion affidavit were approved. APPROVE PROJECT COMPLETION AFFIDAVIT – MAIN STREET IMPROVEMENTS FROM SHERWOOD ST. TO DEAN ST. – PROJECT NO. 122-045 (PO-0021323) 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 $395,540.84. 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 – 2023 BRICK SPOT REPAIR – PROJECT NO. 123-057 (PO-0025677) President Maradik advised that Mr. Kyle Ludlow, Engineering, has submitted the project completion affidavit on behalf of Acorn Landscaping, for the above referenced project, indicating a final cost of $202,970.75. 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 – EAST RACE SIDEWALK REPAIRS – PROJECT NO. 117-130 (PO-0006379-1) President Maradik advised that Mr. Kyle Ludlow, Engineering, has submitted the project completion affidavit on behalf of Milestone Contractors North, LLC, for the above referenced project, indicating a final cost of $98,743. 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 – CENTURY CENTER WATER SOFTENER – PROJECT NO. 123-041 (PO-0026879) President Maradik advised that Mr. Patrick Sherman, Engineering, has submitted the project completion affidavit on behalf of D.A. Dodd, LLC, for the above referenced project, indicating a final cost of $80,600. 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 OR NEWER ALL WHEEL DRIVE POLICE PURSUIT UTILITY VEHICLES – SPEC B (PR- 00031961) In a memorandum to the Board, Mr. Jeff Hudak, Central Services, 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 AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following agreements/contracts/proposals/addenda were submitted to the Board for approval: Type Business Description Amount/ Funding Motion/ Second Professional Services Agreement M/E Design Services Contract to Evaluate the HVAC System at Studebaker Museum Project No. 124-020 $2,000 (Hourly) (PR-00031969) Molnar/ Miller Amendment No. 3 to Owner- Engineer Agreement WBK Engineering LLC Additional Design Services to Scope and Create Bid Documents for Renovation of Leeper Park Tennis Courts $15,806; New Adjusted Total $114,185.92 (PR-00032030) Molnar/ Miller Amendment No. 3 to Owner- Engineer Agreement American Structurepoint, Inc. Additional Design Services for LTCP Wastewater Treatment Plant CSO Storage Tank Project No. 121-071 $1,003,600; New Adjusted Total $3,419,123 (SRF Funds) Molnar/ Miller REGULAR MEETING MARCH 26, 2024 78 Construction Access and Installation Agreement Parsons Environment & Infrastructure Group Inc. Construction of Methane Biofilter System at Fredrickson Park Landfill No Cost to City Molnar/ Miller Professional Services Agreement Black & Veatch Corporation Engineering Services for Upgrades to Wastewater SCADA Control Systems for Lift Stations & Control Valves NTE $89,845 (Hourly) (PR-00032031) Molnar/ Miller APPROVAL OF LICENSE AND PERMIT APPLICATIONS The following license and permit applications were presented for approval: Applicant Description Date/Time Location Motion Carried Art Beat 2024 Street Closure for Special Event August 9-11, 2024; 6:00 p.m. and 11:00 a.m. to 7:00 p.m. E. Jefferson Blvd., E. Wayne St. from Dr. Martin Luther King Jr. Blvd. to S. St. Louis Ave. Molnar/ Miller Bacon Around the Bend 5K Street Closure for Special Event June 22, 2024; 6:00 a.m. to 12:00 p.m. North on Niles Ave., Right on Pokagon, Right on Lawrence, Right on Napoleon, Left on St. Louis Blvd., Left on Peashway St., Right on Lawrence, Left on Pokagon, Left on Niles Ave., to Corby’s Tavern Molnar/ Miller Chet Waggoner Little League Opening Day Parade Street Closure for Special Event April 27, 2024; 7:00 a.m. to 8:45 a.m. Wilber to Vassar; Vassar to Portage Ave., Portage Ave. to Highland Cemetery, Portage to Bolland, Bolland to Riverside Dr., Riverside Dr. to Little League Park Molnar/ Miller Clover Street Block Party Street Closure for Special Event June 29, 2024; 8:00 a.m. to 8:00 p.m. Clover St. between Hildreth St. & Ruskin St. Molnar/ Miller Coffee & Cars Street Closure for Special Event July 20, 2024; 6:00 a.m. to 1:00 p.m. (Rain Date July 21) Eddy St. Commons between Angela Blvd. & Napoleon St. Molnar/ Miller First Fridays April thru December Street Closure for Special Event April 3, May 3, June 7, July 5, August 2, September 6, October 4, November 1, & December 6, 2024; 1:00 p.m. to 11:00 p.m. Michigan St. between W. Wayne St. & W. Washington St. Molnar/ Miller AB Reflexology & Massage Massage Establishment License Renewal 2614 S. Michigan St. Molnar/ Miller Council Oak Spa Massage Establishment 3302 Portage Ave., Suite A Molnar/ Miller REGULAR MEETING MARCH 26, 2024 79 License Renewal Dig Deep Massage Co. Massage Establishment License Renewal 401 E. Colfax Ave., Suite 180 Molnar/ Miller Summer Spa Massage Massage Establishment License Renewal 3601 E. Jefferson Blvd. Molnar/ Miller Soul Fire Yoga LLC Massage Establishment License Renewal 2314 E. Mishawaka Ave. Molnar/ Miller Summer Spa Massage Massage Establishment License Renewal 3601 E. Jefferson Blvd. Molnar/ Miller Sun Flower Massage Spa LLC Massage Establishment License Renewal 421 N. Hickory Rd. Molnar/ Miller Lykowski Construction, Inc. & Historic Landmarks Foundation of Indiana Special Trucking Permit – Move of Historic Navarre Cabin 830 N. Michigan St. to 897 Thomas St. Molnar/ 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: 1217 Rush St. REMARKS: All Criteria Met REMOVAL: Handicapped Accessible Parking Space Sign LOCATION: 243 Altgeld St. 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. Thomas H. Morrison Group LLC, 2560 Portage Rd., Niles, MI 49126 1.26909 N. Marshall Dr. – Sewer (Key No.71-02-26-351-020-000-029/021- 1038-062661) Upon a motion by VP Molnar, seconded by Mr. Miller and carried by roll call, the consents to annexation and waivers of rights 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 Milestone Contractors L.P. Contractor Approved/Rel eased 01/01/2024 Milestone Contractors L.P. Excavation Approved 01/01/2024 Scott Myers dba Myers Construction Excavation Approved 03/07/2024 DSN IRA LLC Occupancy Approved 03/14/2024 Milestone Contractors L.P. Occupancy Approved 01/01/2024 REGULAR MEETING MARCH 26, 2024 80 RAM Construction Service of Michigan, Inc. Occupancy Approved 03/05/2024 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: 1.2,987 (Total # of Accountholders) as of the 1st Quarter of 2024 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-74785, GBLN- 74784, GBLN-74926 03/11/2024 $810,756.92 City of South Bend Claims GBLN-75115 03/12/2024 $3,948,462.73 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 ADJOURNMENT There being no further business to come before the Board, President Maradik adjourned the meeting at 10:23a.m. April 9, 2024