The URL can be used to link to this page

Home My WebLink About09102024 Board of Public Works MeetingAGENDA REVIEW SESSION SEPTEMBER 5, 2024 195 The Agenda Review Session of the Board of Public Works was convened at 10:31 a.m. on September 5, 2024, by Board President Elizabeth A. Maradik, Vice President Joseph Molnar, and Board Members Gary Gilot, Murray Miller (Joined virtually at 10:35 a.m.), 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 Project Manager Patrick Sherman was present to discuss item 2.A.: Gintz Drive and Stephenson Mills Parking Lot. He noted that the bid opening would also include the award, assuming that it comes within budget and we have a clean bid. Due to the timing of the project and wanting it to get done this year, we will be awarding the bid as well. Attorney Schmidt noted that there will also be an amendment coming to the Board at the next meeting. Project Manager Sherman stated that they are finalizing the terms of that related to the whole project and the agreement with Stephenson Mills where we are doing their parking lot. VP Molnar asked when they anticipate the job will be completed. Project Manager Sherman noted that they are hopeful that it will be completed by November 30, 2024. If we have an alternate for concrete we could have it done earlier, because there really isn’t that much work. PROJECT COMPLETION AFFIDAVIT Senior Engineer Charlotte Brach was virtually speaking about item 6. A.: Campus View (The 87). She noted that this item may need to be tabled at Tuesday’s meeting because she does not have the signed documents back from the developer. This is not a typical construction contract, it’s a private developer extending utilities for their development. They paid for all of it, so there is just a formal close out and dedication of the infrastructure and our approval to officially dedicate this as public mains. Mr. Gilot asked if the city requires a closed-circuit camera view of the finished product before we accept it. Senior Engineer Brach answered yes. AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA Mr. Gilot asked about the scope for item 8.C.: Professional Services Agreement with A & Z Engineering LLC to Design, Bidding, Construction, and Engineering Services for Lincoln Way East & Miami Intersection Improvements. He asked if the scope would include taking a look at stormwater outfalls since you’re doing a major intersection improvement for transportation reasons. He also asked if they have considered creating a little bump out to put some steel sheeting and create a bowl and a railing and a beautiful view up and down the river from that location. He noted he loves the idea of windows on the river. City Engineer Kara Boyles commented that it is an INDOT intersection, so the city will have to work closely with them. We could have those discussions with them, but that'll be the main constraint there. Director of Public Works Eric Horvath added that most of it is privately owned, so it may take an acquisition. City Engineer Boyles advised that it’s actually the county. President Maradik stated that there are private owners on the right, but at the actual intersection, it is the county. PRIVILEGE OF THE FLOOR ADJOURNMENT There being no further business to come before the Board, President Maradik adjourned the meeting at 10:42 a.m. REGULAR MEETING SEPTEMBER 10, 2024 196 Elizabeth A. Maradik, President _________________________________ Joseph R. Molnar, Vice President _________________________________ Gary A. Gilot, Member _________________________________ Murray L. Miller, Member _________________________________ Breana N. Micou, Member ATTEST: _________________________________ Theresa Heffner, Clerk REGULAR MEETING SEPTEMBER 10, 2024 The Regular Meeting of the Board of Public Works was convened at 9:31 a.m. on Tuesday, September 10, 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, 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 August 22, and August 27, 2024, were approved. OPENING AND AWARD OF BID – GINTZ DR. AND STEPHENSON MILLS PARKING LOT – PROJECT NO. 124-054 (PR-00035310) 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: RIETH-RILEY CONSTRUCTION CO., INC. 25200 State Road 23 South Bend, IN 46614 dsauer@rieth-riley.com Bid was signed by 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: Base Bid Total $599,670.05 Alternate #1 $20,891.50 Alternate #2 $40,281.00 Alternate #3 $287,309.45 ALPHAJACK 118 N. Race Street Mishawaka, IN 46544 alphajak@alphajak.com Bid was signed by Andre Jackson September 24, 2024 REGULAR MEETING SEPTEMBER 10, 2024 197 Non-Collusion, Non-Discrimination Affidavit Form was incomplete No Bid Bond was submitted. Three (3) Forms MWBE-1.0, 2.0, 2.1 were incomplete. One (1) of One (1) Addendum(s) Acknowledgement received. BID: Base Bid Total $ 2,477.23 Alternate #1 $1,925.62 Alternate #2 $ No Bid Alternate #3 $ No Bid 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. After a review by Public Works, a motion was made by VP Molnar, seconded by Mr. Miller and carried by roll call, and the bid was awarded to Rieth-Riley Construction Co., Inc. in the amount of $660,842.55 subject to verifying the good-faith efforts to reach the project’s MWBE goals. OPENING OF QUOTATIONS – RIVERSIDE DR. AND JOYCE DR. SHOULDER REPAIR – PROJECT NO. 124-059 (PR-0035803) 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: RIETH-RILEY CONSTRUCTION CO., INC. 25200 State Road 23 South Bend, IN 46614 dsnodderly@rieht0-riley.com Quotation was submitted by Mr. Drew Snodderly Non-Collusion, Non-Discrimination Affidavit Form was completed. QUOTATION: Base Quote $29,455.00 PREMIUM CONCRETE SERVICES, INC. 712 Richmond St. Elkhart, IN 46514 rbecker@premiumservices.group Quotation was submitted by Mr. Rob Becker Non-Collusion, Non-Discrimination Affidavit Form was completed. QUOTATION: Base Quote $19,765.00 ACORN LANDSCAPING, LLC 3680 W. Sample St. South Bend, IN 46619 jeffritschard@yahoo.com; info@acornlandscapers.com Quotation was submitted by Mr. Jeff Ritschard Non-Collusion, Non-Discrimination Affidavit Form was completed. QUOTATION: Base Quote $17,569.00 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 – WALKER FIELD CONNECTIVITY – PROJECT NO. 123-058 (PR-00034877) Rebecca Plantz, Engineering, advised the Board that on August 22, 2024, bids were received and opened for the above referenced project. After reviewing those bids, Ms. Plantz recommended that the Board award the contract to the lowest responsive and responsible bidder, Rieth-Riley REGULAR MEETING SEPTEMBER 10, 2024 198 Construction Co., Inc., in the amount of $1,357,388.00; Base bid plus alternate #1 & #2. 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 – 2024 COMMUNITY CROSSINGS – CHARLES BLACK CENTER PARKING LOT PAVING - PROJECT NO. 124-006 (Parks Bond Capital, Parks & Recreation) President Maradik advised that Mr. Scott Kreeger, Engineering, has submitted change order number 1 on behalf of Milestone Contractors, L.P., indicating the contract amount be increased by $108,965.32 and an additional sixty (60) days for a new contract sum, including this change order, in the amount of $2,332,465.32. 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 – VPA SPLASHPAD RENOVATIONS - PROJECT NO. 1234-044 (PO-00026735) President Maradik advised that Patrick Sherman, Engineering, has submitted change order number 2 on behalf of Premium Concrete Services, Inc., indicating the contract amount be Increased by $15,374.38 for a new contract sum, including this change order, in the amount of $497,809.38. 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 – 2023 GUARDRAIL & HANDRAIL IMPROVEMENTS - PROJECT NO.122-043R (PO-00028908) President Maradik advised that Leslie Biek, Engineering, has submitted change order number 2 on behalf of LaPorte Construction Co., Inc., indicating the contract amount be increased by $1,966.93 for a new contract sum, including this change order, in the amount of $342,228.93. 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. 4 – 2023 TRAFFIC CALMING – PROJECT NO. 122- 014C (PO-00023460- Division 1); (PO-00023429 – Division 2); (PO-00023419 – Division 3); (PO-00023411 – Division 4); (PO-00023428 – Division 5); (PO-00023427 – Division 6) President Maradik advised that Charlotte Brach, Engineering, has submitted change order number 4 on behalf of Selge Construction Co., Inc., indicating the contract amount be decreased by $29,885.50 for a new contract sum, including this change order, in the amount of $2,070,804.81. Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the change order was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET – SOUTH BEND CITY HALL RENOVATION – PROJECT NO. 124-001 (PR- Economic Development LIT) In a memorandum to the Board, Rebecca Plantz, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Also presented at this time for approval and execution was the title sheet. Upon a motion made by 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 Professional Service Agreement HWC Engineering, Inc. Design, Bidding, Construction, and Engineering Services for Portage Prairie Water Main Extension Project No. 124-024 $122,500 (PR-00035297) Molnar / Miller Amendment No.1 Professional Lochmueller Group Design of Coal Line Trail Phase 3 to include additional survey work $11,626.00 (TIF- River West) Molnar / Miller REGULAR MEETING SEPTEMBER 10, 2024 199 Service Agreement Professional Services Agreement A& Z Engineering Design, Bidding, Construction, and Engineering Services for Lincoln Way E. & Miami Intersection Improvements Project No. 123-078 NTE $ 148,520 (PR-00035296) 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 Neighborhood Block Party Street Closure for Special Event September 14, 2024; 10:00 a.m. to 4:00 p.m. Sherman Ave. between VanBuren St. & Lindsey St. and Lindsey St. between Allen St. & Sherman Ave. Molnar / Miller E. Woodside Block Party Street Closure for Special Event September 15, 2024; 9:00 a.m. to 8:00 p.m. E. Woodside St. between York Rd & N. Prong of E. Woodside St. Molnar / Miller Cool Runnings Sidewalk Café Permit Sunday 2-8 p.m.; Tuesday- Wednesday 2- 10 p.m.; Thursday- Saturday 2 p.m.-12 a.m. 129 N. Michigan St. Molnar / Miller Whole Hogz BBQ Sidewalk Café Permit Monday- Thursday 11 a.m. – 10 p.m., Friday & Saturday 11 a.m. -11:59 p.m. 209 S. Michigan St. Molnar / Miller New You Oasis LLC Massage Establishment License Renewal 910 E. Ireland Rd. Molnar / Miller APPROVAL OF REVOCABLE PERMIT FOR ENCROACHMENT – 101 N. MICHIGAN ON THE W. WASHINGTON ST. SIDE President Maradik stated an application for an encroachment and revocable permit has been received from 101 Dine LLC DBA Café Navarre for the purpose of allowing awnings to be placed in the right-of-way at 101 N. Michigan St. subject to obtaining a sign permit for copy on awning with a minimum eight (8) foot height between sidewalk and bottom of awning from Zoning Department. The encroachment shall remain in the right of way until the time as the Board of Public Works of the City of South Bend shall determine that such encroachment is in any way impairing or interfering with the highway or with the free and same flow of traffic. Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the encroachment and revocable permit was approved. APPROVAL OF REVOCABLE PERMIT FOR ENCROACHMENT – ALONG THE SOUTH ROW LINE OF WESTERN AVE. FOR 4852 W. WESTERN AVE. President Maradik stated an application for an encroachment and revocable permit has been received from Quality Dining, Inc. – Burger King for the purpose of replacing signage in the right-of-way at 4852 W. Western Ave. The encroachment shall remain in the right of way until the time as the Board of Public Works of the City of South Bend shall determine that such encroachment is in any way impairing or interfering with the highway or with the free and same REGULAR MEETING SEPTEMBER 10, 2024 200 flow of traffic. Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the encroachment and revocable permit was approved. 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: Three (3) Honorary Street Signs – Samuel Diggins Sr. St. LOCATION: Intersections of Olive St. & Delaware St. and Warren St. & Delaware St. and Brookfield St. & Delaware St. 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 Complete Concrete & Construction Contractor Approved August 22, 2024 FJ Remodeling LLC Contractor Approved August 26, 2024 Bruce Fisher DBA Bruce Fisher Concrete Contractor Approved August 29, 2024 Cable Services Inc. DBA Hoosier Cable Services Excavation Approved August 21, 2024 Unique Septic & Service, LLC Excavation Approved August 22, 2024 Cable Services Inc. DBA Hoosier Cable Services Occupancy Approved August 21, 2024 Complete Concrete & Construction, LLC Occupancy Approved August 22, 2024 Unique Septic & Service, LLC Occupancy Approved August 22, 2024 FJ Remodeling LLC. Occupancy Approved August 22, 2024 C.M.S. Concrete dba Chad Sheteron Occupancy Approved August 26, 2024 Bruce Fisher DBA Bruce Fisher Concrete Occupancy Approved August 29, 2024 Trams-Cycle Industries of Ohio, LLC Occupancy Approved August 29, 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. 3,.091 (Total # of Accountholders) as of the 3rd 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-0086542, GBLN-0086543, GBLN-0086773 08/21/2024 $2,745,920.03 City of South Bend Claims GBLN-0087098, GBLN-0087114, GBLN-0087248 08/28/2024 $2,733,683.97 City of South Bend Claims GBLN-0087360 08/28/2024 $751,951.29 REGULAR MEETING SEPTEMBER 10, 2024 201 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 9:53 a.m. BOARD OF PUBLIC WORKS _________________________________ Elizabeth A. Maradik, President _________________________________ Joseph R. Molnar, Vice President _________________________________ Gary A. Gilot, Member _________________________________ Murray L. Miller, Member _________________________________ Breana N. Micou, Member ATTEST: _________________________________ Theresa Heffner, Clerk September 24, 2024