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HomeMy WebLinkAbout01142025 Board of Public Works Meeting MinutesAGENDA REVIEW SESSION JANUARY 9, 2025 1 The Agenda Review Session of the Board of Public Works was convened at 11:11 a.m. on January 9, 2025, by Board President Elizabeth A. Maradik, Vice President Joseph Molnar, and Board Members Gary Gilot, Murray Miller (was present at 10:30 am, but had to leave because the meeting started late), Breana 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. The meeting began late due to another meeting that occurred before it that ran late. AGENDA REVIEW SESSION ACTION ITEMS 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 Access Agreement Redevelopment Commission & Studebaker Administration QOZB Agreement giving the Board of Public Works Access to the Studebaker Administration Building for the Abatement of Environmental Concerns within the Building N/A Molnar / Micou Board members discussed the following item(s) from the agenda. AGREEMENTS/CONTRACTS/PROPOSALS/ADENDA Project Manager Patrick Sherman was present to discuss item 11. E.: Amendment- Larson Danielson Construction Company, Finalizing the Full GMP for Four Winds Field Renovation and Expansion. He noted that the Board already took actions on phase one (1) and phase two (2) of the Four Winds Field renovation expansion project. Phase one (1) was approximately eleven-million dollars, which included much of the work to start the demolition and steel on the second deck, and get that work rolling in order to make sure we met the schedule that we need to open opening day in April. Phase two (2) was approximately four (4) million and that included the new splash pad, relocated kids bounce house, and the new playground. This is phase three (3) and the final Guaranteed Maximum Price(GMP) agreement for the full project and adds what was bid out prior to the end of the year. This is for all the work that was rebid in order to get under budget for the second deck. This also includes the new events building that will be going out in left field. The total for the GMP is $43,489,593 and that's in addition to the rest of the bid items and the events building, which is a four-story event building. He added that they have been following along through the full project and they are following the state goals because they are using the CMc process, so they are at seven percent (7%), five percent (5%), and three percent (3%) respectively for MWBE goals and there is also a good-faith effort in the state system as well. Lastly, he stated that there are some contingencies allowances built into this, which is normal. With the MLK project, the contingency was four percent (4%) and this is only one percent (1%) and that's kind of reflective of the fact that we got the contractor on so much earlier in the process than we did with MLK. Since they were on early in the design process, it allows a lot more confidence and lower contingency, so that's a significant win. VP Molnar asked if the work would impact any of the amenities. Project Manager Sherman explained that it's on schedule for them to be able to open in April. Work will still be happening throughout the season on the events building in other areas, but it won't impact the visitor experience too much and they’ll still be able to have their games. Next off season, there'll be a flurry of work as well. Some of the amenities down in 2025, there will be some work, especially on the sweeps that could be slightly affected, but in general most of the current setup will be available. The Pepsi Club will probably be impacted as well. He added that the splash pad will be done before opening day. Mr. Gilot asked what the estimate on the project was. Project Manager Sherman stated that they went through multiple cost estimates throughout the project which helped guide the scope we were aiming for at the first bid event. Things came in significantly over what we expected, which is why we ended up rejecting a number of those bid packages and rebidding those as part of phase three REGULAR MEETING JANUARY 14, 2025 2 (3). We rescoped a lot of the HVAC and some of the electrical and all that work did pay off, and so our bid did come in within budget. AWARD QUOTATIONS AND APPROVE CONTRACTS Project Engineer Jake Koestner was present to discuss item 6. A.: 2024 Electric Vehicle Supply Equipment Installations. He noted that they opened bids at the December 10, 2024 meeting and intended to award to the low bidder which was Barnes Concepts, LLC, but they are waiting on a signed non-collusion affidavit, and they are working out the prevailing wage requirements that are written into the contract based on the funding source which is the Office of Sustainability. They informed him that from the Inflation Reduction Act, they need to work out a couple of things in order to get tax credits. Since they haven’t received the signed affidavit, he will be pulling this item off the agenda, and will award at the January 28, 2025 meeting upon receipt of the affidavit. President Maradik asked if the information was included in the quote package that went out. Mr. Koestner advised that the only thing the quote package said was that the city wanted to know what they would be paying employees to make sure he was going to be paying prevailing wage. There is a website with a link that was provided and it provides prevailing wages for different types of labor. Barnes Concept, LLC did provide that information and because he’ll be employing more laborers, there has to be an apprenticeship, or he has to be working with at least one (1) apprentice. He has two (2), but they are not registered with the Department of Labor, so they technically don’t count. The Sustainability office is working with the people he received the grant from to try to make it work. Mr. Gilot asked how long it takes to fully charge. Project Engineer Koestner stated that they are slow charge, so they take about eight (8) hours. INDUSTRIAL WASTEWATER DISCHARGE PERMITS Andrea Alexander and Serena Lozano-Shane from Wastewater were on the call to answer questions regarding item 13.A.: Amazon Data Services, Inc. Mr. Gilot asked if it was a non-contact process. President Maradik noted that the file stated that it’s non-contact cooling water. Mr. Gilot stated that it is just a thermal discharge. Serena Lozano-Shane of Wastewater stated they are concerned about that. At this point in time, we're unsure how evaporation could affect the concentration of certain pollutants of concern in the groundwater, which would be discharged to us, so we would like to give them a short-term permit for sixteen (16) months and look at the long- term data to see if this is something that would affect our treatment plan. OPENING OF QUOTATIONS Mr. Gilot asked if they would be using full cut off lighting and warm wavelength of light for item 4. A.: WWTP Aeration Area Lighting. President Maradik noted that this was Jake Koestner’s project and he is no longer on the call. She added that the file noted there would be five (5) 1000-watt equivalent LED light fixtures and support poles, but that was all of the information she could find after a quick scan. Mr. Gilot asked how tall the light would be. President Maradik noted that the specifications were provided and said if she looked a little closer, could probably find out. AGREEMENTS/CONTRACTS/PROPOSALS/ADENDA President Maradik noted some discrepancies regarding item 11. D.: Professional Services Agreement with Troyer Group for Design and Engineering Support for Three (3) City of South Bend Tree Nurseries. She stated she wanted to clarify because the agenda says it’s a contract with Troyer Group, but the document in the file says it’s an agreement between VPA and BPW for use of the land. Project Manager Gemma Stanton advised that she provided the wrong agreement. The item that should be on the agenda is the agreement between VPA and BPW for use of the land. President Maradik also noted that there is zero cost and that VPA would be maintaining the trees. REGULAR MEETING JANUARY 14, 2025 3 PRIVILEGE OF THE FLOOR ADJOURNMENT There being no further business to come before the Board, President Maradik adjourned the meeting at 11:33 a.m. BOARD OF PUBLIC WORKS _________________________________ Elizabeth A. Maradik, President _________________________________ Joseph R. Molnar, Vice President _________________________________ Gary A. Gilot, Member _________________________________ Breana N. Micou, Member REGULAR MEETING JANUARY 14, 2025 The Regular Meeting of the Board of Public Works was convened at 9:30 a.m. on Tuesday, January 14, 2025, 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, Breana 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 Regular Meetings of the Board held on December 17, 2024, were approved. APPROVE 2025 BOARD OF PUBLIC WORKS MEETING SCHEDULE Upon a motion by VP Molnar, seconded by Mr. Miller and carried by a roll call, the Board approved the Revised meeting schedules for the 2025 Agenda Review and Regular meetings of the Board of Public Works. OPENING OF QUOTATIONS – WWTP AERATION AREA LIGHTING – PROJECT NO. 124- 067 (PR-00038419) 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: K2 POWER SOLUTIONS, INC. 4335 Meghan Beeler Ct. South Bend, IN 46628 josh@k2powersolutions.com Quotation was submitted by Mr. Josh Demeulenaere Non-Collusion, Non-Discrimination Affidavit Form was completed. QUOTATION: Base Quote $22,000 January 28, 2025 REGULAR MEETING JANUARY 14, 2025 4 KOONTZ WAGNER SERVICES 3801 Voorde Drive, Suite B South Bend, IN 46628 kwaldschmidt@kwservices.com Quotation was submitted by Mr. Kevin Waldschmidt Non-Collusion, Non-Discrimination Affidavit Form was completed. QUOTATION: Base Quote $50,725 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 – MOMENTUM SITE IMPROVEMENTS REBID – PROJECT NO. 124-018R (PR-00036154) Zach Hurst, Engineering, advised the Board that on December 10, 2024, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Hurst recommended that the Board award the contract to the lowest responsive and responsible bidder, Premium Concrete Services, in the amount of $463,623, Base bid plus alternate one (1). 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 – BEACON HEALTH PARKING LOT – PROJECT NO. 123-076A (PR-00037200) Zach Hurst, Engineering, advised the Board that on December 10, 2024, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Hurst recommended that the Board award the contract to the lowest responsive and responsible bidder, Indiana Earth, Inc., in the amount of $2,367,090. 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 – SBFD CENTRAL FIRE STATION ROOFING REPLACEMENT – PROJECT NO. R124-032A (PR-00035507) Lidya Abreha, Engineering, advised the Board that on November 26, 2024, bids were received and opened for the above referenced project. After reviewing those bids, Ms. Abreha recommended that the Board award the contract to the lowest responsive and responsible bidder, Slatile Roofing and Sheet Metal Co., Inc., in the amount of $696,812. 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 – PUBLIC WORKS SERVICE CENTER ROOFING REPLACEMENT – PROJECT NO. R124-032B (PR-00033345) Lidya Abreha, Engineering, advised the Board that on December 10, 2024, bids were received and opened for the above referenced project. After reviewing those bids, Ms. Abreha recommended that the Board award the contract to the lowest responsive and responsible bidder, Slatile Roofing and Sheet Metal Co., Inc., in the amount of $898,812. 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. APPROVAL OF REQUEST TO REJECT BIDS/QUOTATIONS – BYER’S SOFTBALL COMPLEX 2024 RENOVATIONS – PROJECT NO. 123-072 (PR-00036709) In a memorandum to the Board, Patrick Sherman, requested permission to reject all bids and re- advertise for the above referenced project due to bids not meeting MWBE Goals nor making a good faith effort, and exceeding available Budget. Therefore, upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above request was approved. APPROVE CHANGE ORDER NO. 1 – FINAL – 2024 CURB & SIDEWALK PROGRAM< DIVISION 4 - PROJECT NO. 124-009 (PO-0032685) President Maradik advised that Gemma Station, Engineering, has submitted change order number 1 (Final) on behalf of Rieth-Riley Construction Co., Inc., indicating the contract amount be increased by $13,861.81 for a new contract sum, including this change order, in the amount of REGULAR MEETING JANUARY 14, 2025 5 $82,607.11. Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the change order was tabled. APPROVE CHANGE ORDER NO. 1 – LEEPER AVE. BRIDGE REPAIRS DECK REPLACEMENT – PROJECT NO. 124-008 (PO-0033849) President Maradik advised that Patrick Sherman, Engineering, has submitted change order number 1 on behalf of Milestone Contractors North, L.P., indicating the contract amount be increased by $7,134.25 for a new contract sum, including this change order, in the amount of $537,257.55 an additional seventy-three (73) days with a new completion date of January 24, 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. 2 (FINAL) AND PROJECT COMPLETION AFFIDAVIT – SOUTH WELL FIELD WATER TREATMENT PLANT AND DISTRIBUTION SYSTEM IMPROVEMENTS – CONTRACT B - WATERMAIN – PROJECT NO. 117-059B (PO- 0027554) President Maradik advised that Jacob Klosinski, Engineering, has submitted change order number 2 (final) on behalf of C&E Excavating, Inc., indicating the contract amount be decreased by $35,798,.28 for a new contract sum, including this change order, of $1,584,808.37. Also submitted was the project completion affidavit indicating this new final cost of $1,584,808.37. Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, change order number 2 (final) and the project completion affidavit were approved. APPROVE PROJECT COMPLETION AFFIDAVIT – LASALLE AVENEUE 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 made by VP Molnar, seconded by Mr. Miller and carried by roll call, the project completion affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT – 2023 CURB & SIDEWALK PROGRAM, DIVISION A-E – PROJECT NO. 123-001 (PO-0025774; PO-0025752; PO_0025807; PO- 0025751; PO-0026219) President Maradik advised that Gemma Station, Engineering, has submitted the project completion affidavit on behalf of Premium Concrete Services, Inc., for the above referenced project, indicating a final cost of $956,974.57. 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 – RIVERSIDE SHOULDER REPAIR – PROJECT NO. 124-059 (PO-0033905) President Maradik advised that Kyle Ludlow, Engineering, has submitted the project completion affidavit on behalf of Acorn Landscaping LLC, for the above referenced project, indicating a final cost of $17,569. 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 – FIRE STATION NO. 8 REPLACEMENT – PROJECT NO. 122-034 (PO-0026318) President Maradik advised that Kyle Ludlow , Engineering, has submitted the project completion affidavit on behalf of R. Yoder Construction, Inc., for the above referenced project, indicating a final cost of $4,087,535.70. 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 AND TITLE SHEET – MISHAWAKA AVENUE STREETSCAPE – PROJECT NO. 124-072 (PR-00037195) In a memorandum to the Board, Leslie Biek, 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. 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/ Motion/ REGULAR MEETING JANUARY 14, 2025 6 Funding Second Amendment No. 2 to Owner- Engineer Agreement United Consulting Additional Services to Prepare the State Revolving Fund Preliminary Engineering Report for Improvements at the Edison Water Treatment Plant Project No. 123-067 $39,200/ PO-0032687 Molnar / Miller Professional Services Agreement K.W. Garner Consulting & Design Consulting Services for the Walker Field Shelterhouse Rehabilitation through 2025 Division of Historic Preservation and Archaeology Grant Project No. 123-058 NTE $5,000 (Hourly)/ PR-00038359 Molnar / Miller Amendment No. 5 to Owner- Engineer Agreement American Structurepoint, Inc. Additional Services for the Madison Lifestyle District to add in a Traffic Impact Study to Promote Improvements for the Main Street/Marion Street Intersection Project No. 123-074 $59,400 New Adjusted Total $728,710/ PO-0029313 Molnar / Miller Land Authorization Agreement VPA Authorization for VPA to use BPW Properties for Urban Tree Nurseries NA/ NA Molnar / Miller Amendment Larson- Danielson Construction Company Finalize Full GMP for Four Winds Field Renovations and Expansion Project No. 123-046 $28,236,556/ PR-00026706 Molnar / Miller * Agreement Extension Republic Services of Indiana L.P. Extension of Disposal Agreement Setting Per Ton Tipping Fee for Solid Waste & Street Sweepings for Two (2) Additional Years NA/ PR-00038320 Molnar / Miller *Attorney Schmidt advised that this is the third package, so it is an amendment to include all three (3) bid packages. Mr. Miller asked how the goals will be followed. Project Manager Sherman stated that the MBE goals are 14.8%. the WBE goals are 1.6%, and the VBE goals are around $14,000. Mr. Gilot noted that the good-faith effort was better than he had ever seen. Project Manager Sherman added that there were fifty four (54) calls made to MBE companies, seventy two (72) calls made to WBE companies, and twelve (12) calls made to VBE companies. APPROVAL OF LICENSE AND PERMIT APPLICATIONS The following license and permit applications were presented for approval: Applicant Description Date/Time Location Motion Carried Martin Luther King Jr. Celebration Street Closure for Special Event January 20, 2025/12:30 p.m. – 1:00 p.m. W. Jefferson Blvd. between Lafayette Blvd. & Martin Luther King Jr. Blvd. 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: REGULAR MEETING JANUARY 14, 2025 7 REVISION OF CURRENT SIGNS: EIGHT (8) NO PARKING SIGNS FRI 10PM – SAT 3AM, SAT 10PM – SUN 3AM LOCATION: NORTH SIDE OF RUPEL ST BETWEEN JOHNSON ST AND COLLEGE ST REMARKS: All Criteria Met APPROVE RENEWAL OF INDUSTRIAL WASTEWATER DISCHARGE PERMIT(S) In a Memorandum to the Board, Ms. Serena Lozano-Shane, Division of Wastewater, submitted the following wastewater discharge permit(s) for renewal and recommended approval: Amazon Data Services Inc., 31100 Edison Road, New Carlisle There being no further discussion, upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the wastewater discharge permit(s) was approved. 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 Accudig Excavating LLC Excavation Approved December 16, 2024 Accudig Excavating LLC Occupancy Approved December 16, 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-0095803 12/10/2024 $4,269,097.89 City of South Bend Claims GBLN-0095747; GBLN-0096191; GBLN-0096196 12/12/2024 $92,327.48 City of South Bend Claims GBLN-0096371 12/17/2024 $2,806,787,.39 City of South Bend Claims GBLN-0096685; GBLN-0096696 12/20/2024 $1,392,847.67 City of South Bend Claims GBLN-0096992 12/23/2024 $3,424,291.15 City of South Bend Claims GBLN- 0097188;GBLN-0097252; GBLN-0097274 12/31/2024 $2,074,833.95 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 Paula Sours of Northern Indiana Minority Business Association (NIMBA) thanked Larson Danielson for their minority spend, she appreciates the support. Board Attorney Michael Schmidt noted that Mayor’s Chief of Staff Darryl Scott was present. He noted that he has been with the city for a little over three (3) months and thanked him for attending the meeting. Chief of Staff Darryl Scott introduced himself to the Board and stated that he looks forward to working with everyone. He added that he has heard a lot of good things and is looking forward to learning more. REGULAR MEETING JANUARY 14, 2025 8 VP Molnar noted that the Chief of staff has served on the Board in the past. Mr. Scott concluded that Ms. Micou is doing a good job. ADJOURNMENT There being no further business to come before the Board, President Maradik adjourned the meeting at 9:50 a.m. BOARD OF PUBLIC WORKS January 28, 2025