HomeMy WebLinkAbout05282024 Board of Public Works MeetingAGENDA REVIEW SESSION MAY 23, 2024 124
The Agenda Review Session of the Board of Public Works was convened at 10:30 a.m. on May
23, 2024, by Board President Elizabeth A. Maradik, Vice President Joseph Molnar, and Board
Members Gary Gilot, Murray Miller (virtual), 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.
Board members discussed the following item(s) from the agenda.
OPENING OF BIDS
Mr. Gilot inquired about the elevators in item 3. B.: South Bend SBCSC Administration
Building Renovation – Elevator. He asked if this was a compatibility thing where there’s a
certain brand of elevator and there is only one (1) outfit that will be able to do the renovation.
Attorney Schmidt advised that we won’t know until the bids come in. There are multiple
elevators, and it is not a compatibility issue. There might be a situation where a prime contractor
subcontracts out more of the specialized work, but we just won't know until we open up the bids.
AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA
Mr. Gilot asked about the details of item 9. F.: Professional Services Agreement for Construction
Services for the Construction of the South Bend Police Department Explosive Enclosure. He
asked if they would be modifying an existing facility.
Assistant City Engineer Sarah Barber explained that there is an existing facility that is decrepit
and dated. It's leaking water, so we would be re-doing the magazine that's there to contain the
explosive materials until it's taken to another facility in Indiana. Then the exterior building
around it or the site work related to it. This is just the design contract, so we don't have those
firm plans in place yet.
Mr. Gilot asked if the bunker was below grade.
Ms. Barber advised that the current one is low grade, so they’re exploring an option to put it
above grade due to the high-water table there. The idea would be to put a foundation down and
put the new magazine above grade, but they'll look at that and the design to confirm if that's the
best approach, probably in the wellhead area there.
Mr. Gilot asked if there are very strict criteria on population proximity to the facility.
Ms. Barber explained that she does not have an exact answer on that. That's part of JPR's scope
to look into those regulations and make sure that it can be in that exact spot if it's above grade or
if we would have to explore other locations or go below grade.
Attorney Schmidt noted that there would be a separate procurement for the bunker as it is a
specialized thing. This would not be something that is built from scratch.
Assistant City Engineer Barber explained that the Police Department has resources that looked
into it. I know they reached out to at least two (2) places that makes these types of prefabricated
bunkers and explosive magazines, and I know they're looking into one (1) more, so we should be
getting a couple different competitive prices on that. The standalone purchase for that, since it
must be prefabricated, ordered months in advance, brought to the site, and then what would be
bid out through public works would be all the site work putting everything in place, but it would
be two (2) separate types of procurement.
Mr. Gilot advised that, because of the safety sensitivity, Engineering should reach out to the
SBFD because they have expertise in chemical, biological, radiological, nuclear, and explosive
material training. Bringing that expertise from the Fire Department out to the team that’s
working with the consultant that’s designing seems like a good idea.
Attorney Schmidt advised that they would reach out to SBFD to see who has that expertise in the
department.
AGENDA REVIEW SESSION MAY 23, 2024 125
PROJECT COMPLETION AFFIDAVIT
Darius Lipsey noted that for item 7. A.: North Water Treatment Plant Improvements with Bowen
Engineering that he had not yet received a change in utilization plan from Bowen on why the
WBE goals were not met even though the MBE goals were exceeded.
Attorney Schmidt stated that to his recollection he thought they were a little shy on the WBE
goals but exceeded the MBE goal.
Darius Lipsey explained that is correct. There was a big discrepancy with the payment to one of
the contractors. One (1) contractor was paid significantly less due to some issues during the
project.
Attorney Schmidt advised that he had reached out to the project engineer to close the loop on
this.
AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA
President Maradik inquired about item 9. D.: Easement & Right of Way with Indiana Michigan
Power for a Twenty (20) Foot Easement and Right of Way Located at 2000 Wall St. for
Potawatomi Zoo Parking Lot. She wanted to verify since they are in the process of finalizing a
neighborhood plan and the Potawatomi Park plans, we need to make sure that the easement
wouldn’t prohibit any potential future modifications that the City might want to make in that
area.
Attorney Schmidt advised that this would involve some underground boring and that he has
requested a little bit of increased language to protect long-term potential impacts on trees.
Currently, there are no concerns from Engineering of the Parks Department about the impact of
trees, but with everything going underneath the property from the parking lot over to the zoo
facility. It’s related to power infrastructure, but we did ask for some tighter language in case
future trees are put up around the facility.
Director of Public Works Eric Horvath advised that this has been in the works for over a year,
and initially, they were going to go underneath the big cats exhibit, but they thought they better
not try to move the cats to do the work.
Attorney Schmidt advised that the property is technically titled to Public Works instead of the
Parks Department, so that is why it is coming before the Board.
PRIVILEGE OF THE FLOOR
ADJOURNMENT
There being no further business to come before the Board, President Maradik adjourned the
meeting at 10:44 a.m.
June 11, 2024
REGULAR MEETING MAY 28, 2024 126
REGULAR MEETING MAY 28, 2024
The Regular Meeting of the Board of Public Works was convened at 9:30 a.m. on Tuesday, May
28, 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, Briana Micou, and Board Attorney Jenna Throw, 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 May 9, and May 14,
2024, were approved.
NOTICE OF INTENT TO SELF PERFORM – 2024 ANNUAL PAVING PROGRAM
(MVH, LRS)
Mr. Scott Kreeger, Engineering, advised that this was the date set for a discussion of the
City’s Notice of Intent to Self-Perform with its own qualified workforce, for
paving Fellows St. from Milton St. to Ewing Ave. In a memorandum to the Board, he stated
the city has published its paving list, and this was the only one (1) of the forty-seven (47)
streets that exceeded the $100,000 limit. Therefore, a motion made by VP Molnar, seconded
by Mr. Miller, and carried by roll call, was approved.
OPENING OF BIDS – DEMOLITION OF SOUTH BEND MEDICAL FOUNDATION –
PROJECT NO. 123-076 (PR-00032530)
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:
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.
Three (3) of Four (4) Addendum(s) Acknowledgement received.
BASE BID TOTAL: $1,763,000.00
SABRE DEMOLITION
115 Railroad Street
Warners, NY 13164
cdixon@sabredemolition.com
Bid was signed by Mr. Matthew Dixon
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.
Four (4) of Four (4) Addendum(s) Acknowledgement received.
BASE BID TOTAL: $1,873,000.00
DORE & ASSOCIATES, INC.
PO Box 338 Washington Ave.
Bay City, MI 48707
tara@doreassoc.com; amd@doreassoc.com
Bid was signed by Mr. Jason C. Dore
Non-Collusion, Non-Discrimination Affidavit Form was completed.
REGULAR MEETING MAY 28, 2024 127
Five percent (5%) Bid Bond was submitted.
Three (3) Forms MWBE-1.0, 2.0, 2.1 were completed.
Four (4) of Four (4) Addendum(s) Acknowledgement received.
BASE BID TOTAL: $1,492,700.00
GREEN DEMOLITION CONTRACTORS, INC.
315 Brighton St., Suite 1
LaPorte, IN 46350
kim@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.
Four (4) of Four (4) Addendum(s) Acknowledgement received.
BASE BID TOTAL: $2,398,880.80
RENASCENT INC.
6325 Digital Way, Suite 300
Indianapolis, IN 46278
sfray@renascentinc.com
Bid was signed by Mr. Luke 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.
Four (4) of Four (4) Addendum(s) Acknowledgement received.
BASE BID TOTAL: $2,338,000.00
WALSH CONSTRUCTION CO. II, LLC
929 West Adams St.
Chicago, IL 60607
cjackson@walshgroup.com
Bid was signed by Mr. Eric Radloff
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.
Four (4) of Four (4) Addendum(s) Acknowledgement received.
BASE BID TOTAL: $2,932,000.00
ADAMO DEMOLITION CO.
320 E. 7 Mile Rd.
Detroit, MI 48023
Radamo@adamogroup.com
Bid was signed by Mr. Richard M. Adamo
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.
Four (4) of Four (4) Addendum(s) Acknowledgement received.
BASE BID TOTAL: $3,199,000.00 (Not filled out on the main bid document page)
Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above
bids were referred to Engineering for review and recommendation.
OPENING OF BIDS – SOUTH BEND - SBCSC ADMINISTRATION BUILDING
RENOVATION - ELEVATOR REPLACEMENT – PROJECT NO. 124-001A (PR-00033640)
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:
REGULAR MEETING MAY 28, 2024 128
GIBSON-LEWIS, LLC
1001 West 11th St.
Mishawaka, IN 46544
BPalmer@gl.nceusa.com
Bid was signed by Mr. Nick Gurbick
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: $1,194,000.00
R. YODER CONSTRUCTION INC.
27453 County Road 150
Nappanee, IN 46550
shelly@ryoderconstruction.com; kevin@ryoderconstruction.com
Bid was signed by Mr. Jason Yoder
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: $961,480.00
Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above
bids were referred to Engineering for review and recommendation.
OPENING OF QUOTATIONS – 2024 BRICK PAVEMENT SPOT REPAIRS – PROJECT NO.
124-041 (PR-00033529)
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
dehoath@gmail.com; jeffritschard@yahoo.com
Quotation was submitted by Mr. Jeff Ritschard
Three (3) Forms MWBE-1.0, 2.0, 2.1 were NOT completed.
Non-Collusion, Non-Discrimination Affidavit Form was completed.
Two (2) of Two (2) Addendum(s) Acknowledgement received.
QUOTE TOTAL: $123,596.00
SELGE CONSTRUCTION CO., INC.
2833 South 11TH St.
Niles, MI 49120
aswinehart@selgeconstruction.com
Quotation was submitted by Mr. Robert Kuhns
Non-Collusion, Non-Discrimination Affidavit Form was completed.
Three (3) Forms MWBE-1.0, 2.0, 2.1 were completed.
Two (2) of Two (2) Addendum(s) Acknowledgement received.
QUOTE TOTAL: $226,523.00
Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above
quotations were referred to Engineering for review and recommendation.
OPENING OF PROPOSALS – WASTEWATER TREATMENT PLANT SOLAR
GUARANTEED ENERGY SAVINGS CONTRACT – PROJECT NO. 124-015
REGULAR MEETING MAY 28, 2024 129
President Maradik advised that this was the date set for the receiving and opening of sealed
proposals for the above referenced project. President Maradik stated the Proposals will be
reviewed and scored based on a matrix system, by a team made up of City representatives. Board
Attorney Jenna Throw read the names of the following companies submitting proposals:
AMERESCO INC.
111 Speen St Ste 410
Framingham, MA 01701
mburns@ameresco.com; mheirbrandt@ameresco.com
Qualification was signed by Mr. Mark Heirbrandt
Non-Collusion, Non-Discrimination Affidavit Form was completed.
VEREGY ENERGY
6406 Castleway Ct., Suite 100
Indianapolis, IN 46250
randerson@veregy.com; ehannoy@veregy.com
Qualification was signed by Mr. Rick Anderson
Non-Collusion, Non-Discrimination Affidavit Form was completed.
Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above
proposals were referred to Wastewater, the review team, for review and recommendation.
AWARD QUOTATION AND APPROVE CONTRACT – BOEHM PARK SOFTBALL FIELD
LIGHTING (PR-00032136)
Mr. Patrick Sherman, Engineering, advised the Board that on March 25, 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, Koontz-Wagner, in the amount of $36,500. 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 PROJECT COMPLETION AFFIDAVIT – NORTH WATER TREATMENT
PLANT IMPROVEMENTS – PROJECT NO. 119-011 (PO-0016353)
President Maradik advised that Ms. Rebecca Plantz, Engineering, has submitted the project
completion affidavit on behalf of Bowen Engineering Corporation, for the above referenced
project, indicating a final cost of $3,664,828. 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 SEWER
AND MANHOLE REHABILITATION – PROJECT NO. 122-019 (PR-00033672)
In a memorandum to the Board, Ms. Sarah Barber, 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 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. 2 to
Contract
Lawson-Fisher
Associates
Additional Inspection
Services Related to
Additional Guardrail
Replacement and
Earthwork for Coal Line
Trail, Phase IIA
$19,500
(PO-0014118)
Molnar / Miller
Local Roads
and Bridges
Matching
Grant
Agreement
Indiana
Department of
Transportation
2024 Community
Crossings Matching Grant
50/50 Cost Share Project
No. 124-006
Up to
$1,500,000
(265-06-600-
506-436008,
324-10-102-
121-442001)
Molnar / Miller
REGULAR MEETING MAY 28, 2024 130
Amendment
No. 3 to
Owner-
Engineer
Agreement
Lochmueller
Group, Inc.
Additional Inspection
Services for Seitz Park
Renovation, Phase I
Project No. 117-093A
$99,980; New
Adjusted
Amount
$982,220
(PO-0007779)
Molnar / Miller
Easement &
Right-Of-Way
Indiana
Michigan
Power
Company
Twenty (20) Foot
Easement and Right-of-
Way Located at 2000 Wall
St. for Potawatomi Zoo
Parking Lot
N/A *Molnar /
Miller
Amendment
No. 1 to
Owner-
Engineer
Agreement
American
Structurepoint,
Inc.
Additional Design
Services for Bridge Repair
on Leeper Ave. Project
No. 124-008
$44,632
(PO-0015803)
Molnar / Miller
Professional
Services
Agreement
Jones Petrie
Rafinski Corp.
Consulting Services for
Construction of South
Bend Police Department
Explosives Enclosure
$34,900
(Hourly)
(PR-00033666)
Molnar / Miller
Professional
Services
Agreement
McCormick
Engineering,
LLC
Study and Development of
Downtown South Bend
Stormwater Plan Project
No. 124-034
$147,400
(Hourly)
(PR-00033667)
Molnar / Miller
Amendment
No. 1 to
Professional
Services
Agreement
American
Structurepoint,
Inc.
Additional Design and
Survey Services for South
Bend Medical Foundation
Demolition Project No.
123-076
$72,470; New
Adjusted
Amount
$401,510
(PO-0029313)
Molnar / Miller
Professional
Services
Agreement
American
Structurepoint,
Inc.
Design Services for
Leighton Building
Renovation Project No.
124-001
NTE $103,950
(Hourly)
(PR-00033685)
Molnar / Miller
Professional
Services
Agreement
Black & Veatch Evaluate Treatment
Processes to Minimize the
Presence of PFAS
$100,000
(620-06-604-
603-43100)
Molnar / Miller
*Board Attorney Jenna Throw advised that President Maradik has the legal authority to sign the
Easement documentation.
APPROVAL OF LICENSE AND PERMIT APPLICATIONS
The following license and permit applications were presented for approval:
Applicant Description Date/Time Location Motion
Carried
Fun in the Park Street Closure for
Special Event
July 6, 2024;
9:00 a.m. to
7:00 p.m.
Helmen Dr. between
Rexford Dr. &
Manchester Dr.
Molnar /
Miller
Our Lady of
Hungary Last
Day of School
Field Day
Street Closure for
Special Event
June 4, 2024;
8:00 a.m. to
3:30 p.m.
Chapin St. between
W. Calvert St. &
Bruce St.
Molnar /
Miller
Purcell
Graduation
Party
Street Closure for
Special Event
June 9, 2024;
2:00 p.m. to
10:30 p.m.
Alley between N. St.
Peter St. & Foster St.
Molnar /
Miller
Boricuas Hot
Dog Cart
Open-Air Business
License
Friday 8:00
a.m. to 5:00
p.m.
227 W. Jefferson
Blvd.
Molnar /
Miller
Coney Express Open-Air Business
License – Subject to
Bike Path Not
Interfered With
June 1 to
September 30,
2024; 10 a.m.
to 2 p.m.
Intersection of S.
Main St. & W.
Jefferson Blvd.
Molnar /
Miller
APPROVE CONSENTS TO ANNEXATION AND WAIVER OF RIGHTS TO
REMONSTRATE
REGULAR MEETING MAY 28, 2024 131
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. Chad J. Hodys, 20204 Jackson Rd., South Bend, IN 46614
1. 20204 Jackson Rd. – Water/Sewer (Key No.71-08-35-226-006.000-001/001-
1029-0675)
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
K & K Earthmoving, Inc. Contractor Approved 01/31/2024
Precision Home Construction LLC Contractor Approved 05/20/2024
Traffic Control Specialists, LLC Contractor Released 06/06/2024
Verastegui Brothers Masonry LLC Contractor Released 03/11/2024
B & M Builders, LLC Occupancy Approved 05/15/2024
F.A. Wilhelm Construction Co., Inc. Occupancy Released 05/09/2024
Martell Electric, LLC Occupancy Released 04/06/2024
Precision Home Construction LLC Occupancy Released 05/20/2024
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 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-78891, GBLN-
78892, GBLN-78895
05/06/2024 $3,434,521.74
City of South Bend Claims GBLN-78927, GBLN-
79304
05/07/2024 $1,895,950.85
City of South Bend Claims GBLN-79540 05/14/2024 $3,858,663.79
City of South Bend Claims GBLN-79688, GBLN-
79768, GBLN-79845
05/16/2024 $1,489,494.14
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. Scott Clay with RQAW introduced himself to the Board and wanted his information to be
passed along to the Engineering team. Acting Clerk Hensley forwarded his information later that
day.
ADJOURNMENT
There being no further business to come before the Board, President Maradik adjourned the
meeting at 9:25.
REGULAR MEETING MAY 28, 2024 132
June 11, 2024