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HomeMy WebLinkAbout02252025 Board of Public Works Meeting MinutesAGENDA REVIEW SESSION FEBRUARY 20, 2025 34 The Agenda Review Session of the Board of Public Works was convened at 10:30 a.m. on February 20, 2025, by Board President Elizabeth A. Maradik, Vice President Joseph Molnar, and Board Members Gary Gilot (arrived at 10:32 a.m.), 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. CHANGE ORDERS Mr. Miller asked if there was a request by the City to add solar flashers for item S.A.: Bercliff Estates Sewer Separation. Assistant City Engineer Becca Plantz stated that they are not using solar flashers for the Bercliff Estates project. Mr. Miller asked if there was a damaged retaining wall where the City has to place a storm water structure. Ms. Plantz advised that the retaining wall had been in place for a while, so they had to dig and trench out for the structure, even though they hadn't initially expected to. The original finish consisted of rock and other material, but it wasn't satisfactory, so they needed to ensure they provided a replacement of equal or better quality. CHANGE ORDERS Mr. Miller asked if there was a request by the city to add solar flashers for item 5.13: Angela Blvd. Roadway Improvements. Senior Engineer Charlie Brach stated that it was brought on by resident concerns about the safety of the crosswalk there and just adding some more visibility and driver awareness. That was the solution that we came to internally with our consultant. REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS Mr. Gilot asked if the request for item 6.A.: 2025 or Newer All Whell Drive Police Pursuit Utility Vehicles — Spec B was to replace SUV's or moving more sedans to SUV's and how many are being purchased. He asked if the City was prepared for the higher cost of ownership and operation. Attorney Schmidt advised that Jeff Hudak or Aaron Knepper would be able to answer these questions, noting the request to advertise does not specify the number of vehicles. Typically, they will advertise as a plus or a minus (+/-) based upon evolving needs. Board Clerk Theresa Heffner shared an email from Katy Raj ski at Central Services that stated they would be looking to purchase thirty-four vehicles plus or minus (34 +/-). Attorney Schmidt advised that they may be trying to lock in some pricing on the 2025 model or newer, sometimes you're able to capture some savings in 2026 based upon the needs. LICENSES AND PERMITS President Maradik noted some discrepancies regarding item 8.A.2: Concept Therapy for a Ground Mounted Sign. The memo provided has a favorable and an unfavorable recommendation, so she recommended that Engineering and Community Investment discuss the encroachment with the applicant because there is potential for future infrastructure in the area that could impact the sign that is being requested. She added that we don't want to approve the installation of the sign and then make them move it because of a public works project. Mr. Gilot was advised by legal counsel to disclose any potential conflicts of interest, so he noted for the Board that he takes his wife to Concept Therapy and spends about five (5) hours a week there. He was never asked for advice on the sign request. Director of Public Works Eric Horvath and Attorney Schmidt noted that Mr. Gilot is just a customer so the is no conflict of interest. AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA Mr. Gilot noted that for item 7.B.: Amendment No. 6 to Professional Services Agreement with Veritas, LLC had been extended and asked how long the agreement would continue. Attorney Schmidt advised that there's two (2) things going on here. First, because the project is still under federal review, the City has to have a site manager associated with it to be in compliance. Secondly, while this contract is not to exceed $80,000, this is similar to the one we had last year. Veritas built in seventeen percent (17%) of the cost that was allocated for it, so there needs to be someone driving the process to ensure we are spending that amount of money for the actual work that's REGULAR MEETING FEBRUARY 25, 2025 35 being done. The effort is tremendous out there to remediate. He hopes that the EPA recognizes those efforts. AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA Attorney Schmidt was present to discuss item 7.H.: Release of Easements for HP Blackbird LLC. He noted that at the last board meeting he brought forward a resolution for the Board to adopt that reaffirmed some deeds of dedication associated with the Crow Chizek minor subdivision that occurred back in 2003 and a second one that occurred in 2024. He added that this is the second part of that resolution and will be releasing some pedestrian easements. Once these documents are negotiated, you'll see some depictions that are legal, but it'll also have a depiction of what's being released along that property way. In the City's review there is no further need of these pedestrian easements, and this property is subject to future development, so those easements are vital to HP Blackbird LLC, the current owner's ability to transfer and convey a clear title to as much of that land as possible to the future developer. There'll be two (2) separate easements that will be in front of the Board on Tuesday and he asks for their execution. AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA Mr. Gilot offered his historical insight for item 7.F.: Professional Services Agreement with Black & Veatch Corporation, Engineering Servies for the Study of Cellular and Radio Signal Strengths for Remote Lift Stations to Support SCADA Upgrade. He remembered the contractor attempting a radio connection of remote sewer lift stations to the SCADA system and they failed and the City never paid them because they never met the specification requirements. He noted that there was a problem with the initial set up due to leaves and changing wind conditions that they couldn't get the signal through. He added that it was a reputable company, but he couldn't remember the name. Project Manager Gemma Stanton stated that the City is doing a radio frequency study and it is a desktop study, so it doesn't account as much for weather. Right now, all the backup that we have is radio frequency on a license frequency, so something is communicating by radio right now. This study is just going to confirm what the strengths that we're operating with are and if we are very close to having failures of communication with the radio signal or are they doing okay. Mr. Gilot asked if they would be studying cellular backups for the ten (10) critical stations that the City has. He added that there's a significant urban forest and other wireless doesn't get through during certain wind directions with leaves on. Ms. Stanton noted they would need to raise the antenna high in certain conditions. PRIVILEGE OF THE FLOOR Board Member Gary Gilot thanked the Engineering team for inviting him to a Teams meeting about biofilters at Fredrickson Park. He found it interesting that South Bend is being used for research that might have significant impacts with closing out wells and other gas wells. What they're learning here in South Bend could have broad implications, so it's nice that the City is partnering up research. He was very impressed and thanked the Engineering team for the invite to listen in as a retired environmental engineer. Lastly, Mr. Gilot stated thanked the IT department for their assistance with helping him access the Team files after some technical difficulties. ADJOURNMENT There being no further business to come before the Board, President Maradik adjourned the meeting at 10:47 a.m. CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS Elizabeth A. Maradik, President Gary A. Gilot, Member Joseph R. Molnar, Vice President Breana Micou, Member Murray L. Miller, Member Attest: Theresa M. Heffner, Clerk Date: March 11, 2025 REGULAR MEETING FEBRUARY 25, 2025 36 REGULAR MEETING FEBRUARY 25.2025 The Regular Meeting of the Board of Public Works was convened at 9:30 a.m. on Tuesday, February 25, 2025, by Board President Elizabeth A. Maradik in the 131' 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 February 6, and February 11, 2025, were approved. OPENING OF BIDS — POTAWATOMI PARK IMPROVEMENTS — POOL HOUSE DEMOLITION —PROJECT NO. 124-023A (PR-00038793) 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: GREEN DEMOLITION CONTRACTORS, INC. 315 Brighton St., Suite 1 LaPorte, IN 46350 mikeg greendemolitioninc. com Bid was signed by Mr. Michael J. Brough Non -Collusion, Non -Discrimination Affidavit Form was completed. Five percent (5%) Bid Bond was submitted. Three (3) Forms MWBE-1.0, 2.0, 2.1 were completed. One (1) of One (1) Addendum(s) Acknowledgement received. on Base Bid Total $193,900 Alternate Total $17,000 RITSCHARD BROS., INC. 1204 W. Sample St. South Bend, IN 46619 rit l 204&datacruz. com Bid was signed by Mr. Donald Ritschard, Jr. 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. :l Base Bid Total $234,893 Alternate Total $19,500 INDIANA EARTH, INC. 10343 McKinley Hwy. Osceola, IN 46561 estimatorindianaearthgyahoo. com Bid was signed by Mr. Mark Osler 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. REGULAR MEETING FEBRUARY 25, 2025 37 on Base Bid Total $226,469.30 Alternate Total $17,300 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 QUOTATIONS — 2025 TREE REMOVAL — PROJECT NO. 125-018 (PR- 00039390) 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: K & R TREE SERVICE LLC 1724 S. Grant St. South Bend, IN 46613 treecutterkev(cr�yahoo. com Quotation was submitted by Mr. Kevin J. Kenney Non -Collusion, Non -Discrimination Affidavit Form was completed. Quote Total 1 $33,374.91 ELLIS HARDWOODS LLC 31344 Leeper Rd. North Liberty, IN 46554 ellishardwoods&yahoo. com Quotation was submitted by Mr. Matt Ellis Non -Collusion, Non -Discrimination Affidavit Form was NOT complete. Quote Total $23,750 KC TREE INC. 8913 East US Hwy. 20 New Carlisle, IN 46552 kannon&kctree.com Quotation was submitted by Mr. Kannon Keigley Non -Collusion, Non -Discrimination Affidavit Form was NOT submitted. Quote Total 1 $22,100 KPEM, LLC 4285 N. 525 W. LaPorte, IN 46350 kpritchard@k-pem.com Quotation was submitted by Ms. Kathleen Pritchard Non -Collusion, Non -Discrimination Affidavit Form was completed. Quote Total 1 $27,600 GALLEGOS TREE SERVICE LLC 19 American Way Circle Elkhart, IN 46516 Miguelgallegos9kyahoo.com Quotation was submitted by Mr. Miguel A. Gallegos Non -Collusion, Non -Discrimination Affidavit Form was NOT complete. Quote Total 1 $16,752 ROOTED TREE SOLUTIONS 28126 County Road 4 Elkhart, IN 46514 derekkcallrooted. com REGULAR MEETING FEBRUARY 25, 2025 38 Quotation was submitted by Mr. Derek R. Jacobs Non -Collusion, Non -Discrimination Affidavit Form was completed. Quote Total 1 $33,900 Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above quotations were referred to Public Works and Venues Parks & Arts for review and recommendation. AWARD BID AND APPROVE CONTRACT — CLEVELAND RD. & PORTAGE AVE. TRAFFIC SIGNAL IMPROVEMENTS — PROJECT NO. 123-063R (PR-00035802) Leslie Biek, Engineering, advised the Board that on January 28, 2025, bids were received and opened for the above referenced project. After reviewing those bids, Ms. Biek recommended that the Board award the contract to the lowest responsive and responsible bidder, JBL Signals and Lighting, in the amount of $241,280. 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 — MISHAWAKA AVENUE STREETSCAPE — PROJECT NO. 121-072 (PR-00037195) Leslie Biek, Engineering, advised the Board that on February 11, 2025, bids were received and opened for the above referenced project. After reviewing those bids, Ms. Biek recommended that the Board award the contract to the lowest responsive and responsible bidder, Milestone Contractors North, L.P., in the amount of $3,244,556.73, Base Bid plus Alternate. 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 — BYER'S SOFTBALL COMPLEX IMPROVEMENTS — PROJECT NO. 123-072 (PR-00036709) Patrick Sherman, Engineering, advised the Board that on February 11, 2025, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Sherman recommended that the Board award the contract to the lowest responsive and responsible bidder, R. Yoder Construction, Inc., in the amount of $2,572,051, Base Bid plus alternate three (3). 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. 2 — BERCLIFF ESTATES SEWER SEPARATION — PROJECT NO. 122-016C (PO-0028224) President Maradik advised that Rebecca Plantz, Engineering, has submitted change order number 2 on behalf of Milestone Contractors North, L.P., indicating the contract amount be increased by $4,586.21 for a new contract sum, including this change order, in the amount of $737,354.51. 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. 1 — ANGELA BLVD. ROADWAY IMPROVEMENTS — PROJECT NO. 122-059R (PO-0027696 & PO-0027675) President Maradik advised that Charlie Brach, Engineering, has submitted change order number 1 on behalf of Milestone Contractors North L.P., indicating the contract amount be increased by $129,623.45 for a new contract sum, including this change order, in the amount of $3,370,623.45. 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. 1 (FINAL) — HIGH ST. SIDEWALK IMPROVEMENTS — PROJECT NO. 123-012 (PO-0032149) President Maradik advised that Leslie Biek, Engineering, has submitted change order number 1 (Final) on behalf of Milestone Contractors North, L.P., indicating the contract amount be increased by $2,480.11 for a new contract sum, including this change order, in the amount of $219,810.11. Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the change order was approved. REGULAR MEETING FEBRUARY 25, 2025 39 APPROVE CHANGE ORDER NO. 2 (FINAL) — DREWRY'S BREWERY PHASE II — BOTTLINE HOUSE DEMOLITION — PROJECT NO. 119-013D (PO-0033256) President Maradik advised that Zach Hurst, Engineering, has submitted change order number 2 (Final) on behalf of Green Demolition Contractors Inc., indicating the contract amount be decreased by $50,000 for a new contract sum, including this change order, in the amount of $1,063,600. 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 — 2025 OR NEWER ALL WHEEL DRIVE POLICE PURSUIT UTILITY VEHICLES — SPEC B (PR- 00039002) In a memorandum to the Board, Jeff Hudak, Central Services, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — ONE (1) OR MORE 2024 OR NEWER SELF-PROPELLED SPREADER — SPEC A (PR-00039030) In a memorandum to the Board, Jeff Hudak, Central Services, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — HARROW DRIVE DRAINAGE IMPROVEMENT — PROJECT NO. 125-002A (PR- 00039448 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 a reements/contracts/ ro osals/addenda were submitted to the Board forapproval: Type Business Description Amount/ Motion/ Funding Second Dedicated Panaderia y Agreement for Owner to No Cost to Molnar/Miller Improvements Supermercado Reconstruct City Sidewalk City Agreement San Miguel/TX and Ligh Pole Foundations Concrete Along Olive St. Frontage of 2401 W. Western Ave. Development Amendment Veritas, LLC Amendment to Consulting NTE $ 80,000/ Molnar/Miller No. 6 to Agreement for Beck's PO-0014519 Professional Lake Remediation Services Agreement Amendment Abonmarche Amendment for $12,150/ Molnar/Miller No. 3 to Consultants, Additional Design Work PO-0025863 Owner- Inc. to Redesign and Add a Engineer retaining wall along South Agreement Bend Ave. and design a replacement fence for DTSB-ND Trail Project No. 122-040 Ratify Jackson Demolition of 1701 $32,000/ Molnar/Miller Emergency Demolition Anderson Ave. under PR-00039065 Contract Services Indiana's Unsafe Building Enterprises Law LLC Real Property Affordable Transfer of Six (6) City- NA Molnar/Miller Transfer HomeMatters Owned Parcels to Intend Agreement REGULAR MEETING FEBRUARY 25, 2025 40 Indiana, LLC Indiana for Development Intend Indiana of Affordable Housing Professional Black & Veatch Engineering Services for NTE $98,910 Molnar/Miller Services the Study of Cellular and (Hourly)/ Agreement Radio Signal Strengths for PR-00039429 Remote Lift Stations to Support SCADA Upgrade Project No. 124-003 Amendment Lochmueller Amendment for $613.500/ Molnar/Miller No. 1 to Group, Inc. Engineering Services for PR-00036167 Owner- the design of the Engineer Riverfront West Urban Agreement Neighborhood Development Release of HP Blackbird, Releasing of Two (2) NA Molnar/Miller Easements LLC Pedestrian Easements from Crowe Chizek Minor Subdivision DENIAL OF REVOCABLE PERMIT FOR ENCROACHMENT — 1425 E. LASALLE AVE. President Maradik stated an application for an encroachment and revocable permit has been received from Danielle Reist for the purpose of allowing a Little Free Library to be placed in the right-of-way at 1425 E. LaSalle Ave. Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the encroachment and revocable permit was denied due to the ROW needing to be unobstructed and recommending property behind the ROW for better placement. APPROVAL OF LICENSE AND PERMIT APPLICATIONS The following license and permit applications were presented forapproval: Applicant Description Date/Time Location Motion Carried Larson- Long Term Approved 215 Dr. Martin Molnar/Miller Danielson Occupancy Permit — effective Luther King Jr. Construction Closure of Alley on March 1, Blvd. Company, Inc. the South Side of 2025 to the Building for September Staging Dumpsters, 11, 2025 Equipment, Materials, and Portable Restrooms for the Duration of the Interior Renovation of the Building 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 Clean Air Environmental Services Occupancy Approved January 24, 2025 Inc. 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. PRIVILEGE OF THE FLOOR ADJOURNMENT There being no further business to come before the Board, President Maradik adjourned the meeting at 9:50 a.m. REGULAR MEETING FEBRUARY 25, 2025 41 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: March 11, 2025