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HomeMy WebLinkAbout02112025 Board of Public Works Meeting MinutesAGENDA REVIEW SESSION FEBRUARY 6, 2025 24 The Agenda Review Session of the Board of Public Works was convened at 10:30 a.m. on February 6, 2025, by Board President Elizabeth A. Maradik, Vice President Joseph Molnar, and Board Members Gary Gilot, Murray Miller, 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. Board members discussed the following item(s) from the agenda. RESCIND OPEN MARKET CONTRACTS Senior Project Engineer, Zach Hurst was present to discuss items S.A., S.B. and S.C.: He explained that that these are related to a development agreement with a gentleman named Jordan Richardson with Property Bros. The City is partnering with him in the rehabilitation of a fourplex and a triplex over on the Near Northwest side. We're also participating in the construction of three (3) new duplex units on Sherman Ave. This is a $225,000 development agreement and we have gone through about a dozen public work's quotes, about a half dozen material purchases, and then a few more professional services with Abonmarche and did some renderings and some site surveys. These have been challenging procurements, and the Board of Public Works does not often dabble in residential construction, so finding the right people to work with and getting those people to fill out the city paperwork the way we need them to has been a challenge. Sometimes it has worked out and we've made some new relationships, however, this time it did not work out. Mike's Construction is a very small firm out of Constantine, Michigan. We hoped that they would do the foundations for these duplexes, but Mike's construction was not able to do that. Our development partner, Mr. Richardson, had to move forward with his duplexes, so using his own funds, he took care of the foundation work through our material purchases, and we have actually paid for the lumber that you see constructed now. What we are asking for is that the Board would rescind these open -market contracts and that would free up some funding to do further material purchases in accordance with the City's purchasing policy. We have purchased some windows, shingles, and similar items for the other units, and so we think that could work out well here. This is a small contractor, and they just weren't able to get out there to the site in the time frame that we needed them to. Mr. Gilot asked if we had anything on record from this contractor where he acknowledges that he missed the window. Mr. Hurst noted that there is a signed document between our development partner and his contractor where he admits that he wasn't able to perform and had to walk away, so we do have documentation of that, and it can be added to the file. Mr. Gilot stated that he thinks it is good to have on the record because it gives the full context that we're not yanking the rug out from under a small businessperson, he just couldn't perform on time and he acknowledged and agreed to that in writing. Mr. Miller asked if the purchasing of material items would go out for bid. Mr. Hurst advised that if it is above $10,000, the City policy states that we get three (3) quotes similar to public works, but just material purchases. It's easier to order the material and have it delivered to the sites and let our partner handle the labor. Mr. Gilot asked if the city would consider Mike's Concrete to be a qualified bidder on future work. Mr. Hurst advised no and added that he thinks it would be challenging to make that argument. He doesn't expect they're ever going to come back and quote with us again. Attorney Schmidt advised that he wouldn't say that they didn't meet the legal requirements to continue and we would welcome the opportunity if it presented itself for them to be considered with any public work project, but as with any small businesses, there are some challenges and this was a unique one. Mr. Hurst stated that if the City is trying to get affordable infill housing builds, then he thinks they will try whatever avenue they can. Mr. Gilot noted that they don't want to send a message to folks that they can win a quote or bid with the City, fail to perform, and then just walk away. We would be pulling a performance bond and getting someone else to finish it. They can't do this again. Mr. Hurst agreed and added these small residential projects have been a challenge for us. CHANGE ORDERS Senior Project Engineer Hurst was present to discuss item 6.A.: Demolition of South Bend Medical Foundation. REGULAR MEETING FEBRUARY 11, 2025 25 Mr. Hurst noted that this is a deduction change order and what he would like to do is take the back fill operation out of the MRD group contract and add that as a scope addition to Indiana Earth's recent bid award for $2,300,000 to construct a new parking lot and make some modifications to Navarre Street. He included the diagram of what is going to be going on there after the Med Foundation is gone. Logistically, they think it makes sense because Indiana Earth is local and they specialize in earth work and can mobilize out to the site as we get breaks in this winter weather. There is a very aggressive schedule to get the parking lot done by July 4, 2025. This is a precursor to the Madison lifestyle development that's happening to the southeast, so we need to get this parking online for Beacon before Beacon will give us access to the parking lot to the southeast, South of Mar Main by McDonald's, where we plan to build a new parking garage and where Great Lakes Capital will wrap with residential units, ground floor retail, and also construct a hotel. They want to keep this parking lot project moving we and they want to ensure quality work. Indiana Earth is in favor of this because they want control over that backfill operation, so that's what this deduct change order is. Soon, there would have to be an added change order to Indiana Earth's contract. We're giving them notice to proceed today so they can get started, mobilize, and get some work done, so we can execute the added change order to them. Mr. Miller asked what road will be closed off for the project. Mr. Hurst advised that Navarre St. has been hospital property since the late 1990s. They had that vacated a long time ago. They probably should have closed it off then, but they didn't. Last summer, Beacon applied to vacate the north half of Main Street, North of the Mar Main building there, so they were successful in that, so now they own all the property now. They do want to cut this off to through traffic, but they want to keep the ambulances coming up through there and then keep the other emergency traffic coming into the other main entrance. It is a very serious traffic impact and he noted he has already had preliminary discussions with the Fire Department, so now we are working on some diagrams that show the first phase and maintenance traffic. Beacon is going to distribute those to the other municipalities that use that entrance and the City will issue a traffic alert when the time comes. They're going to discuss that schedule later today with Indiana Earth, but this is all being handled very meticulously as far as public outreach and making sure that everyone who needs to reach either the civilian emergency entrance or the ambulance entrance knows where they need to be going. Mr. Gilot asked if it is a $200,000 deduct under MRD's contract, what will be under Indiana Earth. Mr. Hurst stated the directive to them was that we can only do it if the dollars line up exactly. MRD and Indiana Earth negotiated, and this is what they came up with. The construction fence will remain up the whole time, so there should be no safety concerns with leaving the hole. AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA Senior Project Engineer Hurst was present to discuss item 9.B.: Accept Proposal with F.A. Wilhelm. Mr. Hurst informed the Board that in December we opened proposals for a Construction Manager at Risk to construct the new parking garage for the Madison Lifestyle District. The City's contribution to this major development is that we construct a seven (7) level, 600 space parking garage. Half of the spots will be dedicated to Beacon employees. The other half will be for residents and public parking. We went through a scoring process for the five (5) proposals that we had received. FA Wilhelm scored the highest and the City has worked with FA Wilhelm before on the Commerce Center development. They have done other high -profile projects around town like the tower out at the casino and the Marriott downtown, so they're a very qualified builder. They submitted the best proposal and so what this action is, is accepting their proposal and allowing us to then begin negotiations for the Construction Manager contract. Attorney Schmidt advised that they will be bringing back a contract to the Board for construction management similar to what they have done with a number of other sites around the city over the last year, and we ask the Board review and bless that contract so that we can get busy breaking ground and working on this project. Mr. Miller noted that he is not a proponent of CMC and asked if this would be broken up into bid packages because there are only a couple of options for concrete rebar depending on post tension. Mr. Hurst noted that they still haven't made the decision whether it's going to be cast in place or precast, so that's going to have to be one of the first decisions. The City's role in this is mostly just the parking garage. There'd be some HVAC plumbing, heating, cooling, air flow, and things like that, but it would be mostly a bare bones building. REGULAR MEETING FEBRUARY 11, 2025 26 Attorney Schmidt advised that if FA Wilhelm gets the whole project, they're the CMc and the builder so they can only self -perform twenty percent (20%). Mr. Miller stated he understood and added that FA Wilhelm builds parking garages as one of their specialties. Attorney Schmidt advised that all they can do under the law is self -perform twenty percent (20%) and they are aware of that. Mr. Miller stated that it is going to be very limited as to what is broken up to other contractors, so he asked how they will meet the goals. Attorney Schmidt advised that they will have to figure it out. Mr. Miller stated that he does not see it happening. Attorney Schmidt advised that the legal compliance must be there. Mr. Gilot asked if they would be using veneer to wrap the garage. Mr. Hurst noted that the residential units will wrap the building on all sides, and the hotel will be a separate structure. CHANGE ORDERS Mr. Miller asked what was involved in item 6.B.: 2024 Curb and Sidewalk Program, Division 2 because there was not much of a description. Project Manager Gemma Stanton noted that they had extra budget available in the project because the bids that were awarded were priced really well. When they went out on site, they added some extra sidewalk because there was still a couple more feet that they could do, so they just added on to that. That was something they directed the contractor to do. UEST TO ADVERTISE FOR THE RECEIPT OF APPLICATIONS Attorney Schmidt noted that for items 8.A. and 8.B.: 2025 Water Works Utility Service Line Repair Program and 2025 Sewer Insurance Lateral Repair program that we are just updating the pricing due to the cost of doing business associated with the work that is being done in 2025. PROJECT COMPLETION AFFIDAVITS Attorney Schmidt advised the Board that items 7.A., 7.B., and 7.C. have been reviewed by The Office of Diversity and Inclusion and Engineering. They have given their blessing on all three (3) projects that are ready for close outs with respect to how the goals were handled. His understanding is that each project had a little bit of utilization plan changes along the way. Michael Szymanski from ODI agreed and explained that any sub -contractor on any of those three (3) projects listed for close out that doesn't show as 100%, confirmed payment. He has confirmation that payments were made and just not updated in B2G or the actual changing utilization outlining the reasoning for the decrease in the contract amounts. STREET/ALLEY VACATIONS Attorney Schmidt advised that item 11. A.: Alley Vacation at 330 E. Jefferson Blvd. will not be on the agenda on Tuesday. There has been extensive ongoing negotiations related to this property and how to handle a variety of easements. What the City will be doing on this is ultimately, there was a 2003 subdivision of this property and it is a little bit unclear on what the City did in 2003 on the dedication related to the subdivision. It is their understanding that the city treated this as if the land had been dedicated to it, so they are going to formally acknowledge on Tuesday that the City did accept the deed of dedication of the subdivision from 2003, and that the City had acted in a manner consistent with the deed of dedication being accepted in 2003 and then there will be further action at future BPW meetings throughout the next couple weeks. PRIVILEGE OF THE FLOOR ADJOURNMENT There being no further business to come before the Board, President Maradik adjourned the meeting at 10:50 a.m. REGULAR MEETING FEBRUARY 11, 2025 27 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 Breana Micou, Member Attest: Theresa M. Heffner, Clerk Date: February 25, 2025 REGULAR MEETING FEBRUARY 11, 2025 The Regular Meeting of the Board of Public Works was convened at 9:32 a.m. on Tuesday, February 11, 2025, by Board President Elizabeth A. Maradik in the 13'h 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 Agenda Review Session and Regular Meetings of the Board held on January 23, and 28, 2025, were approved. OPENING OF BIDS — MISHAWAKA AVENUE STREETSCAPE — PROJECT NO. 121-072 (PR-00037195) This was the date set for receiving and opening sealed bids for the above referenced project. The Clerk tendered proof of publication of the Notice in the South Bend Tribune, which was found to be sufficient. The following bids were opened and publicly read: MILESTONE CONTRACTORS NORTH, INC. 24358 State Road 23 South Bend, IN 46614 akru egergmilestonelp. com Bid was signed by Mr. Dustin Hilary Non -Collusion, Non -Discrimination Affidavit Form was completed. Five percent (5%) Bid Bond was submitted. Three (3) Forms MWBE-1.0, 2.0, 2.1 were completed. Two (2) of Two (2) Addendum(s) Acknowledgement received. :n Base Bid $3,047,000 Alternate $197,556.73 RIETH-RILEY CONSTRUCTION CO., INC. 25200 State Road 23 South Bend, IN 46614 dsauergrieth-riley.com; ralvaradogrieth-riley.com REGULAR MEETING FEBRUARY 11, 2025 28 Quotation was submitted by Mr. Jacob Kwilasz Non -Collusion, Non -Discrimination Affidavit Form was completed. Five percent (5%) Bid Bond was submitted. Three (3) Forms MWBE-1.0, 2.0, 2.1 were completed. Two (2) of Two (2) Addendum(s) Acknowledgement received. on Base Bid $3,422,273.27 Alternate $197,556.73 HRP CONSTRUCTION CO. 5777 Cleveland Road., P.O. Box 266 South Bend, IN 46624 nancykkhrpconstruction.com; mattckhrpconstruction.com Bid was signed by Ms. Nancy Knapik 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. Two (2) of Two (2) Addendum(s) Acknowledgement received. . p Base Bid $4,205,656.17 Alternate $358,150 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 — BYER'S SOFTBALL COMPLEX IMPROVEMENTS — PROJECT NO. 123-072(PR-00036709) 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: R. YODER CONSTRUCTION INC. 27453 County Road 150 Nappanee, IN 46550 shelly�ic ,,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. .. 103 Base Bid Total $2,522,051 Alternate 1 $134,841 Alternate 2 $59,421 Alternate 3 $50,000 Alternate 4 $43,436 Alternate 5 $148,540 Alternate 6 $379,282 Alternate 7 $20,000 PREMIUM CONCRETE SERVICES, INC. 712 Richmond St. Elkhart, IN 46516 maxkpremiumservices. _group Bid was submitted by Mr. Max Yeakey Non -Collusion, Non -Discrimination Affidavit Form was completed. Five percent (5%) Bid Bond was submitted. REGULAR MEETING FEBRUARY 11, 2025 29 Three (3) Forms MWBE-1.0, 2.0, 2.1 were completed. One (1) of One (1) Addendum Acknowledgement received. C 103 Base Bid Total $2,649,178 Alternate 1 $139,608 Alternate 2 $58,372 Alternate 3 $75,000 Alternate 4 $44,195 Alternate 5 $137,000 Alternate 6 $286,465 Alternate 7 $22,000 Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above bids were referred to Public Works and Venues Parks and Arts for review and recommendation. OPENING OF QUOTATIONS — WWTP SERVER ROOM FIRE SUPPRESSION SYSTEM — PROJECT NO. 124-038R (PR-00035314) 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: LARSON-DANIELSON CONSTRUCTION 302 Tyler Street LaPorte, IN 46350 cmbkldconstruction.com; btl(a�ldconstruction.com Quotation was submitted by Mr. Brian T. Larson Five percent (5%) Bid Bond was submitted. Non -Collusion, Non -Discrimination Affidavit Form was completed. Quote Total $172,480 Alternate $1,320 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. Mr. Gilot noted his concerns over the quote submitted being a shared file. He asked if the file had a date/time stamp so that it could not be edited after the meeting starts. AWARD OUOTATION AND APPROVE CONTRACT — 2025 TREE PLANTING — PROJECT NO. 125-011 (PR-00038782) Lidya Abreya, Engineering, advised the Board that on January 28, 2025, quotations were received and opened for the above referenced project. After reviewing those quotations, Ms. Abreha recommended that the Board award the contract to the lowest responsive and responsible quoter, K&R Tree Service LLC, in the amount of $52,710. 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. APPROVAL OF REOUEST TO RESCIND OPEN MARKET CONTRACT — 619 SHERMAN AVE. TIF PROJECT — FOUNDATION - PROJECT NO. 123-062J (PR-00036340) In a memorandum to the Board, Zach Hurst, requested permission to rescind the open market contract for the above referenced project due to the contractor was unable to fulfill obligations. Therefore, upon a motion to rescind made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above request was approved. APPROVAL OF REQUEST TO RESCIND OPEN MARKET CONTRACT — 620 SHERMAN AVE. TIF PROJECT — FOUNDATION - PROJECT NO. 123-062K (PR-00036342) In a memorandum to the Board, Zach Hurst, requested permission to rescind the open market contract for the above referenced project due to the contractor was unable to fulfill obligations. REGULAR MEETING FEBRUARY 11, 2025 30 Therefore, upon a motion to rescind made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above request was approved. APPROVAL OF REQUEST TO RESCIND OPEN MARKET CONTRACT — 621 SHERMAN AVE. TIF PROJECT — FOUNDATION - PROJECT NO. 123-062L (PR-00036343) In a memorandum to the Board, Zach Hurst, requested permission to rescind the open market contract for the above referenced project due to the contractor was unable to fulfill obligations. Therefore, upon a motion to rescind made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above request was approved. APPROVE CHANGE ORDER NO. 3 — DEMOLITION OF SOUTH BEND MEDICAL FOUNDATION —PROJECT NO. 123-076 (PO-0031911) President Maradik advised that Zach Hurst, Engineering, has submitted change order number 3 on behalf of The MRD Group, Inc., indicating the contract amount be decreased by $200,000 for a new contract sum, including this change order, in the amount of $1,638,562.50. 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 — 2024 CURB AND SIDEWALK PROGRAM, DIVISION 2 — PROJECT NO. 124-009 (PO-0032686) President Maradik advised that Gemma Staton, Engineering, has submitted change order number 2 on behalf of Selge Construction Co., Inc., indicating the contract amount be increased by $18,038.32 for a new contract sum, including this change order, in the amount of $226,976.69. 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 — LIBERTY TOWER TIF PROJECT — PARKING GARAGE — PROJECT NO. 123-054R (PO-0029080) President Maradik advised that Kyle Ludlow, Engineering, has submitted the project completion affidavit on behalf of RAM Construction Services of Michigan, Inc., for the above referenced project, indicating a final cost of $1,599,908.75. Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the project completion affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — NEIGHBORHOOD IMPROVEMENTS — LONGFELLOW AVE. & SOUTH ST. — PROJECT NO. 121-048B (PO-0020877) 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 $521,159.99. 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 — HIGH ST. SIDEWALK IMPROVEMENTS — PROJECT NO. 123-012 (PO-0032149) President Maradik advised that Kye Ludlow, Engineering, has submitted the project completion affidavit on behalf of Milestone Contractors, L.P., for the above referenced project, indicating a final cost of $219,810.11. Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the project completion affidavit was approved. ADOPT RESOLUTION NO. 09-2025 — A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS AFFIRMING ACCEPTANCE OF DEED OF DEDICATION FOR CROWE CHIZEK MINOR SUBDIVISION Attorney Schmidt advised the Board that the developer J.C. Hart and the seller HP Black Bird, LLC have requested that the City affirms that the deed of dedication was accepted in 2003 during the minor subdivision transaction and also the second minor subdivision transaction in 2024. The Board is taking action to reaffirm that the deed of dedications occurred in 2003 and 2024. 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: REGULAR MEETING FEBRUARY 11, 2025 31 RESOLUTION NO. 9-2025 A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA, BOARD OF PUBLIC WORKS REAFFIRMING THE ACCEPTANCE OF THE CROWE CHIZEK MINOR SUBDIVISION DEED OF DEDICATIONS FROM 2003 AND 2024 WHEREAS, the City of South Bend Board of Public Works ("Board") is the contracting body for the City of South Bend, Indiana ("City"); and WHEREAS, the Board has custody of real property owned by the City pursuant to Ind. Code Section 36-9-6-3; and WHEREAS, on or about March 13, 2003, Saint Joseph's Care Group, Inc., Saint Joseph's Tower, Inc., Crowe, Chizek & Company, LLP and the United States of America, Washington D.C. (collectively, "Original Owners") jointly contracted for a survey and subsequent minor subdivision of a plat of land ("Crowe Chizek Minor Subdivision") as depicted in Exhibit A attached hereto and incorporated ("Property"); and WHEREAS, pursuant to the 2003 Crowe Chizek Minor Subdivision, the Original Owners submitted a deed of dedication for the benefit of the City as described in Exhibit B attached hereto and incorporated; and WHEREAS, on or about May 24, 2024, the Property, through its current owner, HP Blackbird, LLC, undertook a minor subdivision of the Property now formally recognized in the Property's chain of title as the Crowe Chizek Second Minor Subdivision; and WHEREAS, pursuant to the Crowe Chizek Second Minor Subdivision, HP Blackbird, LLC submitted a second deed of dedication to the City for its benefit, as described in Exhibit C, attached hereto and incorporated; and WHEREAS, the deeds of dedication, as described in Exhibit B and Exhibit C, to the City served the legal purpose of granting limited property rights with respect to certain easements to the City for the benefit of the public; and WHEREAS, the City accepted the deeds of dedication as described in Exhibit B and Exhibit C in 2003 and 2024 respectively. NOW, THEREFORE, BE IT RESOLVED BY THE CITY OF SOUTH BEND, INDIANA, BOARD OF PUBLIC WORKS AS FOLLOWS: 1. The Board hereby reaffirms its acceptance of the 2003 Crowe Chizek Minor Subdivision and the 2024 Crowe Chizek Second Minor Subdivision and affirms that the City is the benefited party pursuant to those certain easements granted therein for the benefit of the public. 2. This Resolution will be in full force and effect upon its adoption by the Board. ADOPTED at a meeting of the City of South Bend, Indiana, Board of Public Works held on 1 lth day of February, 2025. 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/ Breana N. Micou ATTEST: s/ Theresa Heffiier, Clerk REGULAR MEETING FEBRUARY 11. 2025 32 APPROVAL OF REOUEST TO ADVERTISE FOR THE RECEIPT OF APPLICATIONS — 2025 WATER WORKS UITLITY SERVICE LINE REPAIR PROGRAM In a memorandum to the Board, Ken Smith, Water Works, requested permission to advertise for the receipt of applications 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 REQUEST TO ADVERTISE FOR THE RECEIPT OF APPLICATIONS — 2025 SEWER INSURANCE LATERAL REPAIR PROGRAM In a memorandum to the Board, Sean Ward, Sewer Department, requested permission to advertise for the receipt of applications 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 Real Property 466 Works City transferring Molnar / Miller Transfer Community ownership of 207 E. Agreement Development Dayton St. for the construction of affordable housing Accept F.A. Wilhelm Select Highest Scoring Not to Exceed Molnar / Miller Proposal Proposal and Enter into $20,000/ * Before seconding Contract Negotiations to the motion, Mr. Hire Construction Miller noted that he Manager as Constructor does not like the Services for the Madison CMc process. Lifestyle District — New Parking Garage CMc — Pro'ect No. 123-074 APPROVAL OF LICENSE AND PERMIT APPLICATIONS The following license and permit applications were presented for approval: Applicant Description Date/Time Location Motion Carried Winter Walk Street Closure for February 16, Brief Crossings Molnar / 2025 Special Event 2025/1:00 Beginning at W. Miller p.m. to 3:00 Colfax Ave./N. p.m. Lafayette Blvd.; W. Colfax Ave/S. Michigan St.; S. Michigan St./W. Monroe St.; W. Monroe St./N. Main St.; End at S. Lafayette Blvd/W. Washington St. St. Patrick's Street Closure for March 15, Jefferson Blvd. Molnar / Day Parade Special Event 2025/10:30 between Notre Dame Miller a.m. to 1:00 Ave. & Washington p.m. St. L&L Massage 3524 Mishawaka Molnar / Bodywork Establishment Ave. Miller LLC Renewal APPROVAL OF REVOCABLE PERMIT FOR ENCROACHMENT — RIVER WALK. LLC President Maradik stated an application for an encroachment and revocable permit has been received from River Walk, LLC for the purpose of allowing Stairs, Retaining Walls, and Storm Pipes to be placed in the right-of-way at W. Side of St. Peter St. & 40' of Northside Blvd. 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, REGULAR MEETING FEBRUARY 11, 2025 33 seconded by Mr. Miller and carried by roll call, the encroachment and revocable permit 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/ Effective Date Released NextGen Earthworks LLC Excavation Approved January 23, 2025 NextGen Earthworks LLC Occupancy Approved January 23, 2025 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-0098284; GBLN-0098518 January 14, 2025 $5,966,098.24 City of South Bend Claims GBLN-0098584; GBLN-0098681; GBLN-0099021 January 21, 2025 $1,941,138.45 City of South Bend Claims GBLN-0099159 January 28, 2025 $3,706,577.14 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 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 Joseph R. Molnar, Vice President Breana Micou, Member 414 Attest: Theresa M. Heffner, Clerk Date: February 25, 2025