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HomeMy WebLinkAbout10222024 Board of Public Works MeetingAGENDA REVIEW SESSION OCTOBER 17, 2024 220 The Agenda Review Session of the Board of Public Works was convened at 10:30 a.m. on October 17, 2024, by Board President Elizabeth A. Maradik, Vice President Joseph Molnar (not present), and Board Members Gary Gilot, Murray Miller, Briana Micou (not present), 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 Murray Miller asked for details regarding the roof membrane for item 2. C.: Department of Public Works Service Center Roofing Replacement. He asked if the membrane was specific to one (1) manufacture versus Tri-Polymer Allow (TPA) and thermoplastic polyolefin (TPO). Project Engineer Lydia Abreha explained that the specifications didn't have a specific manufacturer and it allowed for contractors to submit any alternate manufacturers if they felt so. She did issue an addendum to make sure that there's an alternate for TPO and TPA. OPENING OF OUOTATIONS Gary Gilot asked about item 3. A.: 2024 Electric Vehicle Supply Equipment. He noted that earlier we offered free charging but wondered if the equipment will become a metered service to people in the future. Director of Public Works Eric Horvath explained that the city did an electric vehicle study to show where these charging locations should be in the future and they programmed it in so that all these can be converted to being able to charge money at a future date. Mr. Gilot stated that to facilitate market penetration he is fine with it being free, but long term it makes sense to start charging for the electric. REQUEST TO ADVERTISE FOR THE RECEIPT OF QUALIFICATIONS Mr. Gilot asked which well fields or properties would be involved in item 8. A.: Division of Water Solar Guaranteed Energy Savings Contract. Director Horvath explained that they are doing one (1) for the wastewater plant which is on the West side of the road, kind of by the digesters there on that open land and then we are looking at Olive St. for the water side, which will be that open area. He noted there are pole barn buildings where we store equipment and then there is wells along there. There is that whole open field that will accommodate close to half a megawatt of solar. We have left it open incase there are creative ideas by the energy savings companies, but we are anticipating that open field. Mr. Gilot asked if it would be a combination of water and wastewater capital. Director Horvath stated that they have already done the wastewater one (1), so this is just for water. AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA Mr. Gilot asked if item 10. A.: Amendment No. 4 to Owner Engineering Agreement with RATIO Architects, LLC was a change from what RATIO was originally asked to do. Project Manager Patrick Sherman advised that there was a space on the 1 st floor that was originally going to be used as a tenant space and VPA, with the help of Martin Curtis, Former Dean of the Ernestine Raclin School of the Arts at Indiana University South Bend, wanted to use the facility more to develop equity in the arts program. He stated they are going to convert that tenants space into a programming space for them. He clarified that the amendment is for RATIO to redevelop that space, including all the finishes, and that's going to be required. There's also going to be some offices going in the back for them as well. The Board can expect in the future that there will be a change order to add some scope to the project, but this project is funded. AGREEMENT/CONTRACT/PROPOSALS/ADDENDA President Maradik noted for the Board items 10. F., 10. G., 10.H., Open Market Contracts for 619- 621 Sherman Ave. TIF Project — Foundation Installation for New Duplex on Near Northwest Side. She wanted to bring them to the Board's attention because they have had discussions before about open market contracts. Attorney Schmidt advised that the city did go out to solicit quotes but didn't receive any quotes back. Since they're all under the appropriate dollar threshold, which he believed to be $50,000, it does allow flexibility to go out to open market when under the statute. The policy behind that is REGULAR MEETING OCTOBER 22, 2024 221 when you have work that needs to be completed and nobody's quoting on it or bidding on it and the the dollar amount is lower, they make that distinction between the quoting and bidding of being able to go out to open market. The Board is in good standing to make those approvals on Tuesday. PROJECT COMPLETION AFFIDAVITS Attorney Schmidt addressed the MWBE goals for item 6. A.: LaSalle Avenue Streetscape, stating that this item may get tabled on Tuesday because there is a gap in B2Gnow (a diversity management and compliance software) on one (1) of the sub -contractors. We have every reason to believe that the contractor's subcontractors have been paid appropriately, but we want to confirm. Attorney Schmidt addressed the MWBE goals for item 6.B.: Campeau Street Streetscape, stating that the goals were met. Attorney Schmidt addressed the MWBE goals for item 6. 2023 Traffic Calming Divisions 1-5, stating that the goals were exceeded. PRIVILEGE OF THE FLOOR Board Member Gary Gilot noted an email from a homeowner, Mr. Shearer, about a utility pole that belongs to AEP. He noted we have directed him to AEP a number of times, but he is asking the city to do something at the next Board meeting. Director of Public Works Horvath stated that he meant to forward the email to AEP, so they know what is going on. Mr. Shearer wants a yes or a no, but there were a lot of questions in the email. Ultimately it is an issue between him and AEP. Attorney Schmidt stated that back in May we brought to the Board a quick claim deed for some property associated with McCormick out by the airport and sort of a redevelopment deal from many moons ago. Through reasons unknown, the Board properly took action to authorize the quick claim deed and it was part of a resolution that sort of spoke to this. We have been unable to find the original copy of the quick claim deed though we did scan the resolution and everything in. Long story short, McCormick is unable to record the deed because it doesn't have an original copy of the claim deed so we're going to sort of modify the resolution because the Board already took action and had notarized the deed. For the resolution, if he gets it done in time, the Board is going to have a second resolution, which is basically going to mirror the first resolution, but it is also going to have a little section that explains that while the Board took action, this was never recorded, so the Board is taking additional action to make sure that the deed gets recorded. ADJOURNMENT There being no further business to come before the Board, President Maradik adjourned the meeting at 10:44 a.m. CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS Elizabeth A. Maradik, President Gary A. Gilot, Member Murray L. Miller, Member Joseph R. Molnar, Vice President Briana Micou, Member 41111-1- Attest: Theresa M. Heffner, Clerk Date: November 12, 2024 REGULAR MEETING OCTOBER 22, 2024 222 REGULAR MEETING OCTOBER 22, 2024 The Regular Meeting of the Board of Public Works was convened at 9:30 a.m. on Tuesday, October 22, 2024, by Board President Elizabeth A. Maradik in the 13t1i 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 (virtual), 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 October 3, and October 8, 2024, were approved. OPENING OF BIDS — SOUTH BEND CITY HALL RENOVATIONS — PROJECT NO. 124-001 (ECONOMIC DEVELOPMENT LIT) 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: MICHUDA-CRUZ INDIANA, JV LLC 115 S. Court St., Suite E Crown Point, IN 46307 smcquillan&michuda. com Bid was signed by Mr. Josef Michuda 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 Three (3) Addendum Acknowledgements received. On Base Bid $8,107,117 Base Bid Plus Alternatives Total Not Submitted by Contractor Alternate #1 $112,589 Alternate #2 $652,408 Alternate #3 $224,986 Alternate #4 $1,144,447 Alternate #5 $40,013 Alternate #6 $39,297 LARSON-DANIELSON CONSTRUCTION CO.. INC. 302 Tyler Street LaPorte, IN 46350 btl&ldconstruction. com Bid was signed by Mr. Brian T. Larson 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 Three (3) Addendum Acknowledgements received. I: Base Bid $7,282,000 Base Bid Plus Alternates $9,373,750 Alternate #1 $91,500 Alternate #2 $641,000 Alternate #3 $203,000 REGULAR MEETING OCTOBER 22, 2024 223 Alternate #4 $1,073,250 Alternate #5 $38,000 Alternate #6 $45,000 GIBSON-LEWIS, LLC 1001 W. I lth Street Mishawaka, IN 46544 ngurbickggl.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. Three (3) of Three (3) Addendum Acknowledgements received. Base Bid $7,995,000 Base Bid Plus Alternates $9,870,000 Alternate #1 $130,000 Alternate #2 $603,000 Alternate #3 $82,000 Alternate #4 $983,000 Alternate #5 $36,000 Alternate #6 $41,000 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 — MOMENTUM TIF PROJECT — PROJECT NO. 124-018 (PR-00036154) 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: LARSON-DANIELSON CONSTRUCTION CO.. INC. 302 Tyler Street LaPorte, IN 46350 btl (d,ldconstruction. com Bid was signed by Mr. Brian T. Larson 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 Three (3) Addendum Acknowledgements received. IC P Base Bid I $625,898.27 Alternates Total $162,892.92 PANZICA BUILDING CORPORATION 416 E. Monroe St., Suite 320 South Bend, IN 46601 estimating&greendemolitioninc.com; kimkgreendemolitioninc.com Bid was signed by Mr. Kaine Kanczuzewski 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 Acknowledgements received. I: REGULAR MEETING OCTOBER 22, 2024 224 Base Bid $621,200 Alternates Total $132,348 Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above bids were referred to Public Works and Community Investment for review and recommendation. OPENING OF BIDS — DEPARTMENT OF PUBLIC WORKS SERVICE CENTER ROOFING REPLACEMENT —PROJECT NO. 124-032B (PR-00033345) 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: NO BIDS RECEIVED Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, a request to readvertise was approved. OPENING OF QUOTATIONS — 2024 ELECTRIC VEHICLE SUPPLY EQUIPMENT — PROJECT NO. 124-052 (PR-00036757) 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: NO QUOTATIONS RECEIVED OPENING OF QUOTATIONS — STUDEBAKER MUSEUM HVAC REPLACEMENT — PROJECT NO. 124-020 (PR-00036580) 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: HERRMAN & GOETZ 3419 N. Home St. Mishawaka, IN 46545 tadams(&,,hgservices. com Quotation was submitted by Mr. Thomas Adams Non -Collusion, Non -Discrimination Affidavit Form was completed. One (1) of One (1) Addendum Acknowledgement received. )UOTATION: Base Quote 1$108,648 EDWARD J. WHITE, INC. 1011 S. Michigan St. South Bend, IN 46601 bul cher(&,jwhiteinc.net Quotation was submitted by Mr. Jeff Bucher, Jr. Non -Collusion, Non -Discrimination Affidavit Form was completed. One (1) of One (1) Addendum Acknowledgement received. )UOTATION: Base Quote $69,765 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 QUOTATION AND APPROVE CONTRACT — WWTP ACCESS DRIVE MILLING & RESURFACE — PROJECT NO. 124-060 (PR-00036123) Jacob Klosinski, Engineering, advised the Board that on October 8, 2024, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Klosinski REGULAR MEETING OCTOBER 22, 2024 225 recommended that the Board award the contract to the lowest responsive and responsible quoter, Milestone Contractors L.P., in the amount of $35,938. 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. 1 (FINAL) — DEMOLITION OF 1000 W. SAMPLE ST. — FORMER FUN F/X BUILDING — PROJECT NO. 123-014R (PO-0030913) President Maradik advised that Zach Hurst, Engineering, has submitted change order number 1 and Final on behalf of Green Demolition Contractors Inc., indicating the contract amount be increased by $21,200 for a new contract sum, including this change order, in the amount of $550,000. 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. 3 — LASALLE PARK IMPROVEMENTS — PROJECT NO. 121-015 PO-00240481 President Maradik advised that Patrick Sherman, Engineering, has submitted change order number 3 on behalf of HRP Construction, indicating the contract amount be decreased by $31,496.51 for a new contract sum, including this change order, in the amount of $2,477,386.51. 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 (FINAL) — NEIGHBORHOOD IMPROVEMENTS — LONGFELLOW AND SOUTH — PROJECT NO. 121-048B (PO-0020877) President Maradik advised that Leslie Biek, Engineering, has submitted change order number 2 & Final on behalf of Rieth-Riley Construction Co., Inc/, indicating the contract amount be increased by $7,747.28 for a new contract sum, including this change order, in the amount of $521,159.99. 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 — LASALLE AVENUE STREETSCAPE — PROJECT NO. 122-013R (PO-0023705) President Maradik advised that 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 $6,025,155.26. Upon a motion to table made by VP Molnar, seconded by Mr. Miller and carried by roll call, the project completion affidavit was tabled. APPROVE PROJECT COMPLETION AFFIDAVIT — CAMPEAU STREET STREETSCAPE — PROJECT NO. 121-073 (PO-0020079) President Maradik advised that Kyle Ludlow, Engineering, has submitted the project completion affidavit on behalf of Rieth-Riley Construction Co., Inc., for the above referenced project, indicating a final cost of $2,148,206.99. 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 TRAFFIC CALMING DIVISIONS 1-5 — PROJECT NO. 122-014C (PO-0023430; PO-0023429; PO-0023419; PO-0023411; PO- 0023428; PO-0023426) President Maradik advised that Kyle Ludlow, Engineering, has submitted the project completion affidavit on behalf of Selge Construction Co., Inc, for the above referenced project, indicating a final cost of $2,070,804.81. 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 COMMUNITY CROSSINGS ROUND 2 — PROJECT NO. 124-047 (LOCAL ROAD & STREET WEST TIE) In a memorandum to the Board, Scott Kreeger, 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. REGULAR MEETING OCTOBER 22, 2024 226 APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — DRAINAGE IMPROVEMENTS PROJECT — GARLAND CIRCLE — PROJECT NO. 123-006 PR-STORMWATER INFRASTRUCTURE) 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 to table made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above request to advertise including title sheet was tabled. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — BYER'S SOFTBALL COMPLEX 2024 RENOVATION — PROJECT NO. 123-071 (PR-00036709) In a memorandum to the Board, Patrick Sherman, 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 REQUEST TO ADVERTISE FOR THE RECEIPT OF QUALIFICATIONS — DIVISION OF WATER SOLAR GESC — PROJECT NO. 124-050 (WATER CAPTIAL) In a memorandum to the Board, Gemma Sherman, Engineering, requested permission to advertise for the receipt of qualifications for the above referenced project. 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. ADOPT RESOLUTION NO. 23-024 — A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS ADOPTING A WRITTEN FISCAL PLAN AND ESTABLISHING A POLICY FOR THE PROVISIONS OF SERVICES TO AN ANNEXATION AREA IN WARREN TOWNSHIP (CLEVELAND POPPY ANNEXATION AREA) Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the following resolution was adopted by the Board of Public Works: RESOLUTION NO.23-2024 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA ADOPTING A WRITTEN FISCAL PLAN AND ESTABLISHING A POLICY FOR THE PROVISION OF SERVICES TO AN ANNEXATION AREA IN WARREN TOWNSHIP (CLEVELAND POPPY ANNEXATION AREA) WHEREAS, there has been submitted to the Common Council of the City of South Bend, Indiana, an Ordinance and a petition by all (100%) property owners which proposes the annexation of real estate located in Warren Township, St. Joseph County, Indiana, which is more particularly described at Page 13 of Exhibit "A" attached hereto; and WHEREAS, the territory proposed to be annexed encompasses approximately 21.8 acres of land, which property is at least 12.5% contiguous to the current City limits, i.e., 16.8% contiguous, generally located at the northeast corner of Poppy Road and Cleveland Road (25471, 25481, and 25491 Cleveland Road). It is anticipated that the annexation area will be used for office, warehouse, and storage development; and WHEREAS, the development will require a basic level of municipal public services of a non -capital improvement nature, including street and road maintenance, street sweeping, flushing, snow removal, and sewage collection, as well as services of a capital improvement nature, including street and road construction, street lighting, a sanitary sewer system, a water distribution system, and a storm water system and drainage plan; and WHEREAS, the Board of Public Works now desires to establish and adopt a fiscal plan and establish a definite policy showing: (1) the cost estimates of services of a non -capital nature, including street and road maintenance, street sweeping, flushing, and snow removal, and sewage collection, and other non -capital services normally provided within the corporate boundaries; and services of a capital improvement nature including street and road construction, street lighting, a REGULAR MEETING OCTOBER 22, 2024 227 sanitary sewer extension, a water distribution system, and a storm water system to be furnished to the territory to be annexed; (2) the method(s) of financing those services; (3) the plan for the organization and extension of those services; (4) that services of a non -capital nature will be provided to the annexed area within one (1) year after the effective date of the annexation, and that they will be provided in a manner equivalent in standard and scope to similar non -capital services provided to areas within the corporate boundaries of the City of South Bend, regardless of similar topography, patterns of land use, and population density; (5) that services of a capital improvement nature will be provided to the annexed area within three (3) years after the effective date of the annexation within the same manner as those services are provided to areas within the corporate boundaries of the City of South Bend regardless of similar topography, patterns of land use, or population density, and in a manner consistent with federal, state and local laws, procedures, and planning criteria; and (6) the plan for hiring the employees of other governmental entities whose jobs will be eliminated by the proposed annexation. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, AS FOLLOWS: Section I. It is in the best interest of the City of South Bend and the area proposed to be annexed that the real property described more particularly at Page 13 of Exhibit "A" attached hereto be annexed to the City of South Bend. Section II. That it shall be and hereby is now declared and established that it is the policy of the City of South Bend, by and through its Board of Public Works, to furnish to said territory services of a non -capital nature, such as street and road maintenance, street sweeping, flushing, and snow removal, within one (1) year of the effective date of the annexation in a manner equivalent in standard and scope to services furnished by the City to other areas of the City regardless of similar topography, patterns of land utilization, and population density; and to furnish to said territory, services of a capital improvement nature such as street and road construction, a street light system, a sanitary sewer system, a water distribution system, a storm water system and drainage plan, within three (3) years of the effective date of the annexation in the same manner as those services are provided to areas within the corporate boundaries of the City of South Bend regardless of similar topography, patterns of land use, or population density. Section III. That the Board of Public Works shall and does hereby now establish and adopt the Fiscal Plan, attached hereto and incorporated herein as Exhibit "A", and made a part hereof, for the furnishing of said services to the territory to be annexed, which provides, among other things, that the public sanitary sewer and water network is available with capacity sufficient to service this area with costs for extensions, any improvements in sewer or water capacity, and a City -approved drainage system to be paid for by the developer, all in compliance with state and local law; that no additional street lighting will be necessary and any future lighting especially of a decorative nature or with underground wiring will be at the developer/owner's expense; and that no new public streets will be required. Section IV. To the extent required by the City, sidewalks should be provided by the owner/developer along public streets and must comply with the Americans with Disabilities Act (ADA) under the PROWAG standards. Section V. It is required as a condition of annexation that any future alterations to the property meet the City of South Bend's building and zoning requirements. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Elizabeth A. Maradik s/ Joseph R. Molnar s/ Gary A. Gilot s/ Murray L. Miller s/ Brena N. Micou ATTEST: s/ Theresa Heffiier, Clerk REGULAR MEETING OCTOBER 22, 2024 228 APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following agreements/contracts/proposals/addenda were submitted to the Board for approval: Type Business Description Amount/ Motion/ Funding Second Dedicated 24136 Prairie Dedicated Improvements Molnar / Miller Improvements C-Store for Public Upgrades on Agreement Victoria Street as Part of the Redevelopment of 2413 Prairie Amendment Abonmarche Amendment to Design $8,300 Molnar / Miller No. 2 to Consultants, Contract for the DTSB- New Adjusted Professional Inc. ND Trail for Additional Total $639,600 Services Design Work to (PR-00025863) Agreement Accommondate Owner Requested Changes Utility Robert Henry Easement for Public Water Molnar / Miller Easement Corporation Main along Renewable Energy Drive through Private Property at 3161 Youngs Ct. Amendment RATIO Additional Design Fee for $49,925 Molnar / Miller No. 4 to Architects, LLC Work Related to Creating New Adjusted Owner- an Equity in the Arts Total Engineer Programming Space and $1,730,800 Agreement for Additional Interior (PR-00013835) Design Work for the Morris Performing Arts Center Expansion Professional McCormick On -Call Design for NTE $104,200 Molnar / Miller Services Engineering, Miscellaneous Stormwater Hourly Agreement LLC Infrastructure Improvement Projects for 2025 Open Market Mike's Award 619 Sherman Ave. $8,320 Molnar / Miller Contract Concrete & TIF Project —Foundation Construction Installation for New Duplex on Near Northwest Side Open Market Mike's Award 620 Sherman Ave. $8,320 Molnar / Miller Contract Concrete & TIF Project - Foundation Construction Installation for New Duplex on Near Northwest Side Open Market Mike's Award 621 Sherman Ave. $8,320 Molnar / Miller Contract Concrete & TIF Project - Foundation Construction Installation for New Duplex on Near Northwest Side Professional Jones Petrie Updating Project Plans NTE $11,100 Molnar / Miller Services Rafinski and Specifications from (PR-00036551) Agreement 2020 to bid in 2025 for Dylan Drive Lighting Updates APPROVAL OF LICENSE AND PERMIT APPLICATIONS The following license and permit applications were presented for approval: Applicant Description Date/Time Location Motion Carried Annual Street Closure for October 27, Manitou Place Molnar / Halloween Special Event 2024; 2:30 between Forest Ave. Miller Party p.m. to 5:30 and Park Ave. p.m. REGULAR MEETING OCTOBER 22, 2024 229 APPROVAL OF REVOCABLE PERMIT FOR ENCROACHMENT — 1145 N. EDDY ST. STE. 140 President Maradik stated an application for an encroachment and revocable permit has been received from Hayes Design Co., for the purpose of allowing a blade mounted sign to be placed in the right-of-way at 1145 N. Eddy St. 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 — 1234 N. EDDY ST. STE. 126 President Maradik stated an application for an encroachment and revocable permit has been received from Hayes Design Co., for the purpose of allowing a blade mounted sign to be placed in the right-of-way at 1234 N. Eddy St. 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. UNFAVORABLE RECOMMENDATION - PETITION TO VACATE THE ALLEY BETWEEN 520 COLUMBIA ST. AND 524 COLUMBIA ST. President Maradik indicated that Mr. Gerald Frye, has submitted a request to vacate the above referenced alley. President Maradik advised the Board is in receipt of unfavorable recommendations concerning this vacation petition from the Public Works Department, and Community Investment who stated the request does not meet the criteria of I.C. 36-7-3-13. President Maradik also noted that the applicant was wanting to turn it into a driveway which is not an option because they would only own half of the alley and the approach would have to be replaced with a curb. Therefore, VP Molnar made a motion to send an unfavorable recommendation to the Common Council. Mr. Miller seconded the motion which carried by roll call. 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 Higher Grounds Tree Care LLC Excavation Approved October 8, 2024 Higher Grounds Tree Care LLC Occupancy Approved October 2, 2024 Beer & Slabaugh Inc. Occupancy Approved October 8, 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-0089609; GBLN-0089610 09/23/2024 $4,438.65 City of South Bend Claims GBLN-0090633; GBLN-0090648; GBLN-0090725 09/30/2024 $1,912,733.94 City of South Bend Claims GBLN-0089963 10/01/2024 $4,398,176.79 City of South Bend Claims GBLN-0090988 10/08/2024 $5,893,429.69 City of South Bend Claims GBLN-0091498; GBLN-0091768 10/15/2024 $1,722,059.19 City of South Bend Claims GBLN-0091389; GBLN-0091390; GBLN-0091943 10/17/2024 $745,472.04 REGULAR MEETING OCTOBER 22, 2024 230 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 Resident Jerry Shearer, of South Bend stated that he owns vacant lots 825 and 829 on Dubail. Vacant lot #6 is west of 825 and 833 is east of 829. Bowman creek flows across all the properties. 829 and 833 have a joint driveway agreement. There is a utility pole at the rear of 833. He wanted to know if engineers were able to determine 1) if a legal agreement exists that allows for access and 2) if the utility pole had ever been replaced. President Maradik stated that regarding the specific questions that he asked today. The city is not able to determine if there is a legal agreement that exists between the property owner and AEP, because that would be a private agreement, and you would need to have that communication directly with AEP. President Maradik stated she did not know whether the pole was ever replaced, but noted employees have talked to AEP to get some clarification on some previous questions that Mr. Shearer asked and someone with the Board will reach out and share the information that AEP shared with the city. ADJOURNMENT There being no further business to come before the Board, President Maradik adjourned the meeting at 9:58 a.m. CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS Elizabeth A. Maradik, President Gary A. Gilot, Member Murray L. Miller, Member z�z 7Tt Joseph R. Molnar, Vice President Briana Micou, Member Attest: Theresa M. Heffner, Clerk Date: November 12.2024